AGENDA
LAKE FOREST CITY COUNCIL
Regular Meeting of the City Council
Tuesday, September 19, 2023
Closed Session 5:30 p.m.
Public Session 6:30 p.m.
City Council Chambers, 100 Civic Center Drive, Lake Forest, California
NOTICE
: Pursuant to Lake Forest Municipal Code Section 2.04.010, Regular Meetings of the City Council are held the First and Third Tuesday of each month at the hour of 5:30 p.m. for Closed Session matters, if required.
The Public Session of the meeting shall commence at 6:30 p.m. or as soon thereafter as possible. Special Meeting times may be held at a different time and date as listed on the Agenda.
AGENDA DOCUMENT REVIEW:
The Agenda and staff reports are available on the Internet at
https://www.lakeforestca.gov/en/government/meeting-agendas-and-minutes/meeting-agendas
and at the City
Clerk’s Office, 100 Civic Center Drive, Lake Forest, California, on the Friday before the meeting on Tuesday.
AGENDA DESCRIPTION:
The Agenda descriptions are intended to give notice to members of the public of a general summary of items of business to be transacted or discussed. The listed Recommended Action represents staff’s recommendation. The City Council may take any action which it deems to be appropriate on the agenda item and is not limited in any way by the recommended action.
AGENDA ON SOCIAL MEDIA:
This meeting will be streamed through Facebook Live. Comments will not be taken via Facebook Live. The City provides the Facebook Live stream as an additional service to the public.
However, the City cannot guarantee that its network and/or the site will be uninterrupted. The City is not responsible for any interrupted service.
SPECIAL NOTICE REGARDING PUBLIC ACCESS TO THE MEETING AND PUBLIC COMMENT:
PUBLIC PARTICIPATION:
In addition to attending in person, members of the public may access the meeting live on our website at
https://www.lakeforestca.gov/en/government/meeting-agendas-and-minutes/meeting-agendas .
PUBLIC COMMENT PRIOR TO THE MEETING:
Members of the public may submit email comments to
[email protected]
. Email comments will be uploaded to the agenda packet and made part of the official public record of the meeting and will not be read at the meeting. To ensure staff reviews all comments prior to the City Council meeting, please submit email comments no later than 5:00 p.m. the day of the meeting.
PUBLIC COMMENT:
Members of the public may provide comments in-person at the meeting. Public comments will no longer be accepted remotely. Those wishing to provide comments in-person at the meeting will be asked to submit a request to speak to the City Clerk.
To ensure prompt distribution to the City Council, members of the public wishing to provide written materials to the City Council should do so prior to the start of the meeting or as close thereto as possible, as time will not be taken during the public comment period to distribute written materials to the City Council.
September 19, 2023
LAKE FOREST CITY COUNCIL AGENDA
CALL TO ORDER:
5:30 p.m.
Council Members:
Robert
Pequeño
Scott Voigts
Benjamin Yu
Mayor Pro Tem:
Mark
Tettemer
Mayor:
Doug Cirbo
City Manager:
Debra Rose
City Attorney:
Matthew E. Richardson
City Clerk:
Lisa Berglund
CLOSED SESSION PUBLIC COMMENT:
CLOSED SESSION: At this time, the City Council may recess to Closed Session for conference with Legal Counsel to discuss the items listed below pursuant to Government Code requirements. Any items not concluded by 6:30 p.m. may be continued to the end of the Public Session.
At this time, members of the public may address the City Council regarding any items listed on the Closed Session agenda. No action may be taken on items not listed on the agenda unless authorized by law. Comments shall be limited to three minutes per item. Any person wishing to address the City Council on a Closed Session matter is requested to complete a "Request to Speak" form available at agenda public review table near the entrance. The completed form is to be submitted to the City Clerk prior to an individual being heard by the City Council.
Whenever possible, lengthy testimony should be
presented to the City Council in writing (8 copies) and only pertinent points presented orally.
CLOSED SESSION (Item Nos. 1 – 2)
CLOSED SESSION: At this time, the City Council may recess to Closed Session for conference with Legal Counsel to discuss the items listed below pursuant to Government Code requirements. Any items not concluded by 6:30 p.m. may be continued to the end of the Public Session.
1. CONFERENCE WITH LEGAL COUNSEL- ANTICIPATED LITIGATION
INITIATION OF LITIGATION PURSUANT TO GOVERNMENT CODE
SECTION 54956.9(D)(4)
NUMBER OF POTENTIAL CASES: 1
RECOMMENDED ACTION: Conduct closed session.
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS
PURSUANT TO GOVERNMENT CODE SECTION 54956.8
PROPERTY: 25092 FARTHING STREET, LAKE FOREST CA
APN: 614-021-34
AGENCY NEGOTIATOR: CITY MANAGER, DIRECTOR OF PUBLIC
WORKS
September 19, 2023
LAKE FOREST CITY COUNCIL AGENDA
NEGOTIATING PARTIES: CITY OF LAKE FOREST AND LEE HARRIS,
TRUSTEE TO
EFTFTB, LLC, AND/OR THEIR AUTHORIZED AGENT(S)
UNDER NEGOTIATION: PRICE AND TERMS OF PAYMENT
RECOMMENDED ACTION: Conduct closed session.
RECESS:
City Council will recess to Closed Session for the purpose of conducting regular City business.
RECONVENE
:
City Council will reconvene to continue regular City business.
PUBLIC SESSION:
6:30 p.m.
PUBLIC SESSION: At this time, the City Council will convene to consider public matters. Those wishing to address the City Council must submit a completed “Request to Speak” form to the City Clerk prior to City Council action.
INVOCATION:
The Invocation will be provided by Battalion 4 Chaplain Ken Krikac, Orange County Fire Authority
PLEDGE OF ALLEGIANCE:
The Pledge of Allegiance to the Flag of our Country
to be led by Girl Scouts Troop #8621.
CLOSED SESSION REPORT:
City Attorney will report on Closed Session.
PRESENTATIONS (Item Nos. 3 – 4)
3. PROCLAMATION DECLARING SEPTEMBER 2023 AS SERVICE CLUBS MONTH
RECOMMENDED ACTION: Present a proclamation designating September 2023 as "Service Clubs Month."
September 19, 2023
LAKE FOREST CITY COUNCIL AGENDA
4. RECOGNITION OF THE 50TH ANNIVERSARY OF EL TORO HIGH
SCHOOL
RECOMMENDED ACTION: Approve as submitted.
PUBLIC COMMENTS
Members of the public can submit an e-comment
to [email protected]
. E-comments will
not
be read at the meeting.
Members of the public may also provide comments in-person at the meeting. Those wishing to provide comments at the meeting will be asked to submit a request to speak to the City Clerk.
CONSENT CALENDAR (Item Nos. 5 – 12)
All matters listed under the Consent Calendar are considered routine and will be enacted by one vote. There will be no separate discussion of these items unless Members of the City Council, the public, or staff request specific items be removed from the Consent Calendar for separate action.
5. MOTION TO WAIVE READING OF RESOLUTIONS AND ORDINANCES RECOMMENDED ACTION:
Said Ordinances and Resolutions which
appear on the public agenda shall be determined to have been read by title and further reading waived.
6. MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL HELD ON SEPTEMBER 5, 2023
RECOMMENDED ACTION:
Approve as submitted.
7. CERTIFICATION OF WARRANT REGISTER
RECOMMENDED ACTION: Approve the warrant register in the amount of $7,722,237.53
8. CONTRACT AWARD FOR TRAFFIC MODELING SERVICES
September 19, 2023
LAKE FOREST CITY COUNCIL AGENDA
RECOMMENDED ACTION: 1. Award an Agreement for Traffic Modeling Services in the amount of $250,000 to Stantec Consulting Services, Inc. 2.
Authorize the Mayor to sign, and the City Clerk to attest, the award of Agreement to Stantec Consulting Services, Inc., substantially in the form attached.
9. ADOPTION OF RESOLUTION REVISING EMPLOYEE BENEFITS FOR
FULL TIME EMPLOYEES
RECOMMENDED ACTION: Adopt a Resolution entitled: A RESOLUTION
OF THE CITY COUNCIL OF THE CITY OF LAKE FOREST, CALIFORNIA,
ADOPTING AN AMENDMENT OF THE PERSONNEL RULES AND
REGULATIONS
10. THIRD AMENDMENT TO THE AGREEMENT WITH CLEARSOURCE
FINANCIAL CONSULTING FOR MASTER FEE SCHEDULE SERVICES
FOR FISCAL YEAR 2023-24
RECOMMENDED ACTION: 1. Approve the Third Amendment to the Professional Consultant Services Agreement with ClearSource Financial Consulting for Master Fee Schedule Services for Fiscal Year 2023-24 to extend the term only. 2. Authorize the Mayor to sign, and the City Clerk to attest, the Third Amendment to the Agreement, substantially in the form attached.
11. ADOPTION OF RESOLUTION AUTHORIZING EXAMINATION OF SALES
OR TRANSACTIONS AND USE TAX RECORDS
RECOMMENDED ACTION: Adopt a Resolution Entitled: A RESOLUTION
OF THE CITY COUNCIL OF THE CITY OF LAKE FOREST AUTHORIZING
EXAMINATION OF SALES OR TRANSACTIONS AND USE TAX
RECORDS
12. REJECT ALL BIDS AND AUTHORIZE RE-BIDDING FOR HEROES PARK
SPORTS FIELD LIGHTING LED CONVERSION AND ELECTRICAL
REPAIRS PROJECT (PW 2019-21)
September 19, 2023
LAKE FOREST CITY COUNCIL AGENDA
RECOMMENDED ACTION: 1. Reject all bids for the Heroes Park Sports Field Lighting LED Conversion and Electrical Repairs Project (PW 2019- 21) 2. Authorize staff to solicit new bids for this project.
PUBLIC HEARING(S) (Item Nos. 13 – 14)
Public Hearings are scheduled for a time certain of 6:30 p.m. or as soon thereafter as possible. City Council, when considering the matter scheduled for hearing, will take the following actions: 1. Open the Public Hearing. 2. Receive staff report. 3. Accept public testimony. 4. City Council comments and questions. 5. Close the Public Hearing and take appropriate action.
13. FISCAL YEAR 2022-23 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) CONSOLIDATED ANNUAL PERFORMANCE EVALUATION
REPORT (CAPER)
RECOMMENDED ACTION: Adopt a Resolution entitled: A RESOLUTION
OF THE CITY COUNCIL OF THE CITY OF LAKE FOREST, CALIFORNIA, APPROVING THE FY 2022-2023 CONSOLIDATED ANNUAL
PERFORMANCE EVALUATION REPORT FOR THE CITY'S COMMUNITY
DEVELOPMENT BLOCK GRANT PROGRAM
14. ANNUAL REVIEW OF DEVELOPMENT AGREEMENTS
RECOMMENDED ACTION: 1. Conduct the annual review of Development Agreements between the City and the following parties: a) USA Portola Properties, LLC (“Baldwin”); b) Landsea Holdings (“Landsea”); c) Lennar Homes (“Lennar”); d) Shea Homes (“Shea”); e) Toll Brothers West, Inc. (“Toll Brothers”). 2. Find that Baldwin, Landsea, Lennar, Shea, and Toll Brothers are each in good faith compliance with their respective Development Agreements.
DISCUSSION/ACTION ITEMS (Item No. 15)
The following matters are for City Council consideration/discussion/action. Members of the public may have the opportunity to address these items if they wish to do so. Please complete the Request to Speak form and give to the City Clerk.
15. LEGISLATIVE AND REGULATORY MATTERS
September 19, 2023
LAKE FOREST CITY COUNCIL AGENDA
RECOMMENDED ACTION: Receive and file a report summarizing legislative and regulatory matters with the potential to impact the City of Lake Forest.
CITY MANAGER'S REPORT
At this time, the City Manager may comment on agenda and non-agenda items; and report on items of interest to the City Council and community.
CITY COUNCIL COMMENTS
At this time, City Council Members may comment on agenda or non-agenda matters. No discussion may take place on any item not appearing on the posted agenda. Council Members may ask a question for clarification, respond to statements made or questions posed by the public, make a brief announcement, or make a brief report on his or her own activities. In addition, the City Council may refer to staff or other resources for factual information, request staff to report back at a subsequent meeting or direct staff to place a matter of business on a future agenda. No action may be taken on non-agenda matters unless authorized by law (Government Code Section 54954.2).
Council Member Pequeño:
Council Member Voigts:
Council Member Yu:
Mayor Pro Tem Tettemer:
Mayor Cirbo:
September 19, 2023
LAKE FOREST CITY COUNCIL AGENDA
ADJOURNMENT
In compliance with the Americans With Disabilities Act, if you need special assistance to participate in this Meeting, including auxiliary aids or services, you should contact the Office of the City Clerk at (949) 461-3400.
Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and agenda back-up materials can be obtained from the Office of the City Clerk on the Friday prior to the City Council meeting. Copies of all Agendas, Staff Reports and Supporting Materials can also be found on the City’s website – https://www.lakeforestca.gov/129/Agendas
.
Agenda and agenda packets, if requested, will be made available in an appropriate alternative format to persons with a disability as required by the Americans With Disabilities Act. Copies of the agenda are provided at no cost and agenda back-up materials are available at the per page copy cost.
The City of Lake Forest mailing address is
City Council Chambers, 100 Civic Center Drive, Lake Forest, California
.
Phone: (949) 461-3400. FAX (949) 461-3511
CERTIFICATION: I, Lisa Berglund, City Clerk of the City of Lake Forest, California, hereby certify that the foregoing agenda was posted for public review
at City Hall
on September 14, 2023.
Lisa Berglund
City Clerk
September 19, 2023
LAKE FOREST CITY COUNCIL AGENDA
CITY COUNCIL AGENDA REPORT
MEETING DATE: 9/19/2023
DEPARTMENT: City Clerk
SUBJECT:
PROCLAMATION DECLARING SEPTEMBER 2023 AS SERVICE CLUBS
MONTH
RECOMMENDED ACTION(S):
Present a proclamation designating September 2023 as "Service Clubs Month." EXECUTIVE SUMMARY:
On September 7, 2023, this item was continued by the City Council to tonight’s meeting to allow additional service groups an opportunity to be acknowledged and recognized (Attachment 1). City staff posted a notice on social media informing Lake Forest service clubs to contact the city to participate in this special recognition.
Service clubs are an integral part of the community. Service clubs bring people together, encourage civic engagement and charitable work. Through their work, service clubs play a vital role in providing resources and services to different community projects. Furthermore, they provide education and training, support local charities and conduct neighborhood improvement projects. They also provide opportunities for professional and social networking and developing the skills and talents of young people through mentoring, leadership training, and scholarships.
Staff recommends presenting a proclamation declaring September 2023 as "Service Clubs Month" to representatives of Rotary Club, Kiwanis Club of Lake Forest, Soroptimist International, Sun and Sail Women’s Club and the 1st Air Naval Gunfire Liaison Company, Clean Lake Forest and the Lake Forest Chamber of Commerce (Attachment 2).
FISCAL IMPACT:
There is no fiscal impact associated with the recommended action.
Item: 3
9 ATTACHMENTS:
1. Minute Excerpt, September 5, 2023, Item No. 7
2. Service Clubs Month Proclamation
Submitted By: Lisa Berglund, City Clerk
Approved By: Debra Rose, City Manager
Item: 3
10 Attachment 1
Item: 3
11 MINUTE EXCERPT
LAKE FOREST REGULAR CITY COUNCIL MEETING
SEPTEMBER 5, 2023
______________________________________________________________________ ITEM NO. 7 PROCLAMATION DECLARING SEPTEMBER 2023 AS SERVICE CLUBS MONTH
MOTION: It was moved by Council Member Voigts, seconded by Council Member Yu, to approve Presentation Items 3 – 6, and 8. The motion was carried by a vote of 5/0, with Presentation Item No. 7 tabled to the next City Council meeting on September 19, 2023.
Item: 3
12 Attachment 2
Item: 3
13 P R O C L A M A T I O N
Recognizing September 2023,
as
Service Clubs Month
WHEREAS, service clubs in Lake Forest are organizations that engage in community service, charitable work, and fundraising. These clubs have been an integral part of Lake Forest in many cases for over 100 years and have made significant contributions to the development of our communities; and WHEREAS, service clubs play a vital role in community development by providing resources and services to support local communities. They contribute to various community projects, such as building playgrounds, supporting educational programs, and providing scholarships; and WHEREAS, these clubs engage in various charitable works, such as donating to food banks, homeless shelters, and disaster relief efforts; and
WHEREAS, service clubs provide leadership development opportunities for their members and provide avenues to learn about leadership skills, team building, and communication, assisting them in their personal and professional lives; and
WHEREAS, these clubs offer networking opportunities for members where they can interact with other professionals and community leaders, build relationships, and expand their social and professional networks; and
WHEREAS, service clubs also focus on developing the skills and talents of young people. They provide mentoring, leadership training, and scholarship opportunities for students and organize programs to support underprivileged youth; and
WHEREAS, these clubs encourage civic engagement by promoting volunteering and community service.
NOW, THERFORE, the City Council of the City of Lake Forest, California, do hereby proclaim September 2023 as Service Club Month.
DOUG CIRBO
Mayor
MARK TETTEMER
Mayor Pro Tem
ROBERT PEQUEÑO
Council Member
SCOTT VOIGTS
Council Member
BENJAMIN YU
Council Member
Item: 3
14 CITY COUNCIL AGENDA REPORT
MEETING DATE: 9/19/2023
DEPARTMENT: City Clerk
SUBJECT:
RECOGNITION OF THE 50th ANNIVERSARY OF EL TORO HIGH SCHOOL RECOMMENDED ACTION(S):
Approve as submitted.
EXECUTIVE SUMMARY:
Mayor Cirbo has initiated a request to recognize El Toro High School for its 50th anniversary. El Toro High School opened in 1973 and over the last 50 years has been part of the fabric of Lake Forest.
In recognition of this special occasion, El Toro High School is hosting an open house on September 22, 2023. The El Toro High School Museum located in the lower quad will have memorabilia on display, performances from the school's drumline, band and choir are scheduled, as well as face painting and other activities for all attendees to enjoy. At this time, it would be appropriate for the City Council to recognize El Toro High for 50 years of education in Lake Forest.
FISCAL IMPACT:
There is no fiscal impact associated with this item.
ATTACHMENTS:
1. Certificate of Recognition
Submitted By: Lisa Berglund, City Clerk
Approved By: Debra Rose, City Manager
Item: 4
15 CERTIFICATE OF RECOGNITION
THE LAKE FOREST CITY COUNCIL
hereby recognizes the
50th Anniversary
of El Toro High School
The City Council and City of Lake Forest congratulates
El Toro High School for 50 years of stellar education and looks forward to the next 50 years of growth and prosperity in Lake Forest.
September 19, 2023
________________________
DOUG CIRBO
MAYOR
________________________
MARK TETTEMER
MAYOR PRO TEM
_________________________
ROBERT PEQUEÑO
COUNCIL MEMBER
________________________
SCOTT VOIGTS
COUNCIL MEMBER
________________________
BENJAMIN YU
COUNCIL MEMBER
Item: 4
16 Item: 4
17 CITY COUNCIL AGENDA REPORT
MEETING DATE: 9/19/2023
DEPARTMENT: City Clerk
SUBJECT:
MOTION TO WAIVE READING OF RESOLUTIONS AND ORDINANCES
RECOMMENDED ACTION(S):
Said Ordinances and Resolutions which appear on the public agenda shall be determined to have been read by title and further reading waived.
EXECUTIVE SUMMARY:
California Government Code 36934 allows titles of ordinances and resolutions to be waived.
FISCAL IMPACT:
There is minimal fiscal impact associated with the recommended action.
ATTACHMENTS:
None.
Submitted By: Lisa Berglund, MPA, City Clerk
Approved By: Debra Rose, City Manager
14 Item: 5
18 MINUTES OF A REGULAR MEETING
OF THE CITY COUNCIL OF THE CITY OF LAKE FOREST
The regular meeting of the City Council of the City of Lake Forest held Tuesday, September 5, 2023, at the Lake Forest City Council Chambers, 100 Civic Center Drive, Lake Forest, California, was called to order at 5:30 p.m. with all members present and Council Member Yu joining virtually from 1950 W. Magnolia Palm Drive in Lake Buena Vista, Florida.
ROLL CALL:
Council Members:
Robert Pequeño
Scott Voigts (arrived at 5:31 pm)
Benjamin Yu (arrived at 5:31 pm)
Mayor Pro Tem: Mark Tettemer
Mayor: Doug Cirbo
City Manager: Debra Rose
City Attorney: Matthew E. Richardson
City Clerk: Lisa Berglund
CLOSED SESSION
1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to Government Code section 54957
Title: City Attorney
ACTION: Closed session was conducted.
2. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code Section 54957.6
Agency designated representative: Mayor and City Manager Unrepresented employee(s): All Employees
ACTION: Closed session was conducted.
RECESS: City Council recessed to Closed Session for the purpose of conducting regular City business.
At 6:30 p.m. Mayor Cirbo reconvened Open Session with all members present and Council Member Yu joining virtually from 1950 W. Magnolia Palm Drive in Lake Buena Vista, Florida.
CLOSED SESSION REPORT: City Attorney Richardson had no action to report.
Item: 6
19 September 5, 2023 LAKE FOREST CITY COUNCIL MEETING MINUTES Page 2 of 6 PUBLIC COMMENT: Andrew O’Connor expressed his concerns with Best, Best, and Krieger.
INVOCATION: The Invocation was provided by Rabbi Zalman Marcus, Chabad of Mission Viejo.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance to the Flag of our Country was led by Cub Scout Pack #765.
REPORT FROM STUDENT LIAISON: Aarav Rajpara, Student Liaison from El Toro High School, delivered his report.
PRESENTATIONS: (Item Nos. 3 – 8)
MOTION: It was moved by Council Member Voigts, seconded by Council Member Yu, to approve Presentation Items 3 – 6, and 8. The motion was carried by a vote of 5/0, with Presentation Item No. 7 tabled to the next City Council meeting on September 19, 2023.
3. RECOGNITION OF THE VOLUNTEERS IN PARKS PROGRAM
PARTICIPANTS
City Manager Rose introduced this item and invited Management Assistant Samantha to provide a presentation. No public comment was offered.
ACTION: The volunteers who performed the quarterly park inspections for the Volunteer in Parks ("VIP") Program for Fiscal Year 2022-2023 were recognized.
4. PROCLAMATION DESIGNATING SEPTEMBER 2023 AS NATIONAL
PREPAREDNESS MONTH
City Manager Rose introduced this item and invited Senior Management Analyst De La Paz to provide a presentation. No public comment was offered.
ACTION: The Proclamation designating September 2023 as National Preparedness Month was approved.
5. PROCLAMATION DECLARING SEPTEMBER 2023 AS HUNGER ACTION MONTH
City Manager Rose introduced this item and invited City Clerk Berglund to provide a presentation. Malia Cary, Government and Public Affairs Manager for Second Harvest Food Bank of Orange County, made verbal comments and received the proclamation. No public comment was offered.
ACTION: A proclamation designating September 2023 as “Hunger Action Item: 6
20 September 5, 2023 LAKE FOREST CITY COUNCIL MEETING MINUTES Page 3 of 6 Month” was presented.
6. RECOGNITION OF FAMILY ASSISTANCE MINISTRIES 36TH ANNUAL HUNGER WALK ON SEPTEMBER 30, 2023
City Manager Rose introduced this item and invited City Clerk Berglund to provide a presentation. Taylor Payne, Resource Manager at Family Assistance Ministries, made verbal comments and received the recognition. No public comment was offered.
ACTION: A certificate of recognition to Family Assistance Ministries in support of the 36th Annual Hunger Walk on September 30, 2023 was presented.
7. PROCLAMATION DECLARING SEPTEMBER 2023 AS SERVICE CLUBS MONTH
ACTION: A proclamation designating September 2023 as "Service Clubs Month" was tabled to the next City Council meeting on September 19, 2023.
8. PROCLAMATION DECLARING SEPTEMBER 2023 AS WORLD ALZHEIMER’S
AWARENESS MONTH
City Manager Rose introduced this item and invited City Clerk Berglund to provide a presentation. Patty Mouton, representative of Alzheimer’s Orange County, made verbal comments and received the proclamation. No public comment was offered.
ACTION: A proclamation designating September 2023 as "World Alzheimer's Awareness Month" was presented.
PUBLIC COMMENTS:
Harrison Jiang spoke in opposition of additional housing construction by Toll Brothers at the Meadows Community in lieu of building a school.
Bob Holtzclaw spoke on his concerns of bicycle parts being dumped at Heroes Parks and requested more information be reported from Orange County Mosquito and Vector Control District meetings.
Andrew O’Connor spoke on his concerns with mileage being reimbursed to Council Member Voigts.
CONSENT CALENDAR: (Item Nos. 9 – 12)
Item No. 12 was pulled for discussion.
Item: 6
21 September 5, 2023 LAKE FOREST CITY COUNCIL MEETING MINUTES Page 4 of 6 MOTION: It was moved by Mayor Pro Tem Tettemer, seconded by Council Member Voigts, to approve Consent Calendar Item Nos. 9 – 11. The motion was carried by a vote of 5/0.
9. MOTION TO WAIVE READING OF RESOLUTIONS AND ORDINANCES ACTION: Said Ordinances and Resolutions which appeared on the public agenda were determined to have been read by title and further reading was waived.
10. MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL HELD ON AUGUST 15, 2023
ACTION: The minutes were approved as submitted.
11. REJECT ALL BIDS AND AUTHORIZE RE-BIDDING FOR PITTSFORD PARK SHADE STRUCTURE CANOPY REHABILITATION PROJECT (PW 2022-09) ACTION: 1. All bids for the Pittsford Park Shade Structure Rehabilitation Project (PW-2022-09) were rejected. 2. Staff was authorized to solicit new bids for this project.
ITEM PULLED FOR DISCUSSION: (Item No. 12)
12. AWARD OF CONTRACTS FOR CONTRACT ADMINISTRATION AND
CONSTRUCTION INSPECTION SERVICES FOR ARTERIAL RESURFACING
PROJECTS
Andrew O’Connor offered public comment and expressed his concerns with the costs of the contract.
MOTION: It was moved by Council Member Voigts, seconded by Council Member Yu, to: 1. Award a Professional Consultant Services Agreement with a compensation amount of $252,853.55 to Interwest Consulting Group for Contract Administration and Construction Inspection Services. 2. Award a Professional Consultant Services Agreement with a compensation amount of $194,620 to Z&K Consultants Inc. for Contract Administration and Construction Inspection Services. 3. Authorize the Mayor to sign, and the City Clerk to attest, the award of contracts to Interwest Consulting Group and Z&K Consultants Inc.
The motion was carried by a vote of 5/0.
PUBLIC HEARING: (Item No. 13)
13. THE MEADOWS GENERAL PLAN AMENDMENT (“GPA”) 06-23-5639 AND NAKASE AREA PLAN AMENDMENT (“AP”) 06-23-5640 TO AMEND THE
GENERAL PLAN PUBLIC FACILITY LAND USE DESIGNATION FOR THE
SCHOOL SITE LOCATED WITHIN THE MEADOWS RESIDENTIAL
Item: 6
22 September 5, 2023 LAKE FOREST CITY COUNCIL MEETING MINUTES Page 5 of 6
COMMUNITY AT THE SOUTHEAST CORNER OF BAKE PARKWAY AND
RANCHO PARKWAY TO LOW-DENSITY RESIDENTIAL, AND AMEND THE NAKASE AREA PLAN’S SCHOOL SITE DESIGNATION TO A
NEIGHBORHOOD 6 DESIGNATION, INCLUDING APPURTENANT EXHIBITS, GRAPHICS, TABLES, AND TEXT.
City Manager Rose introduced this item and reported that though the item was noticed for a public hearing, the applicant wanted to delay the item so as to consult with tribal governments as required by Senate Bill 18. She invited Senior Planner Luna to provide a presentation.
Andrew O’Connor offered public comment and spoke in opposition of additional housing construction by Toll Brothers at the Meadows Community in lieu of building a school.
Bob Holtzclaw offered public comment and spoke in opposition of additional housing construction by Toll Brothers at the Meadows Community in lieu of building a school.
Chao Huang offered public comment and spoke in opposition of additional housing construction by Toll Brothers at the Meadows Community in lieu of building a school.
Lu Shi offered public comment and spoke in opposition of additional housing construction by Toll Brothers at the Meadows Community in lieu of building a school.
Council member questions were asked and answered.
MOTION: It was moved by Council Member Yu, seconded by Council Member Pequeño, to table the item to allow for consultation with tribal governments as required by Senate Bill (“SB”) 18. The motion was carried by a vote of 5/0.
DISCUSSION/ACTION ITEMS: (Item No. 14)
STATEMENT READ INTO THE RECORD
Mayor Cirbo: This item is a discussion of crossing guard services provided by the City.
While the City’s agreement with All City Management Services is not technically on the agenda, any discussion of crossing guard services will potentially implicate that agreement. Because my wife is an employee of ACMS, I have determined that I have a remote interest in this item, and will recuse myself from participating on this item.
At 7:53 p.m. Mayor Cirbo left the dais and Mayor Pro Tem Tettemer chaired the meeting for the purposes of discussing Item No. 14.
Item: 6
23 September 5, 2023 LAKE FOREST CITY COUNCIL MEETING MINUTES Page 6 of 6
14. CROSSING GUARD SERVICES DISCUSSION
City Manager Rose introduced this item and invited City Attorney Richardson to provide a presentation. Andrew O’Connor offered public comment and expressed his concerns regarding imposing the responsibility to pay for crossing guard services onto the school district. Council member questions were asked and answered.
ACTION: The presentation was received and filed.
Mayor Cirbo returned to the dais at 8:06 p.m.
City Attorney Richardson noted for the record that Government Code Section 54957.95 in which the removal of disruptive individuals from open meetings is addressed.
CITY MANAGER'S REPORT: City Manager Rose had nothing further to report.
CITY COUNCIL COMMENTS:
Council Member Pequeño: Council Member Pequeño reported on his attendance at the California Joint Powers Insurance Authority
Educational Forum. He also informed everyone of a
Clean Lake Forest event on September 16. He
thanked staff for all their hard work.
Council Member Voigts: Council Member Voigts had nothing further to report.
Council Member Yu: Council Member Yu reported on emails he received from residents regarding additional housing
construction by Toll Brothers at the Meadows
Community in lieu of building a school. He
encouraged residents to email him in Chinese if that
was easier for them.
Mayor Pro Tem Tettemer: Mayor Pro Tem Tettemer had nothing further to report.
Mayor Cirbo: Mayor Cirbo reported that he toured the Herbalife facility in Lake Forest. He attended the “Party in the
Park” event at Vintage Park, the last Summer Concert
Series “90’s Rock Show and Car Show”, and the town
hall meeting concerning the Meadows community. He
encouraged everyone to attend the 988 Skate for
Hope event at the Etnies Skate Park scheduled for
Saturday, September 10, 2023.
Item: 6
24 September 5, 2023 LAKE FOREST CITY COUNCIL MEETING MINUTES Page 7 of 6 ADJOURNMENT: The Regular Meeting of the City Council was adjourned at 8:12 p.m.
Respectfully submitted:
APPROVED:
LISA BERGLUND DOUG CIRBO
CITY CLERK MAYOR
Item: 6
25 CITY COUNCIL AGENDA REPORT
MEETING DATE: 9/19/2023
DEPARTMENT: Finance
SUBJECT:
CERTIFICATION OF WARRANT REGISTER
RECOMMENDED ACTION(S):
Approve the warrant register in the amount of $7,722,237.53 EXECUTIVE SUMMARY:
In accordance with Government Code Section 37202 and Lake Forest Municipal Code Chapter 3.16, the official below certifies that 1) the invoices of the warrant register have been properly reviewed and 2) funds are available for payment of the warrants.
________________________________________________________________ FISCAL IMPACT:
The amount of the warrant register is $7,722,237.53
ATTACHMENTS:
Warrant Register
Submitted By: Kevin Shirah, Director of Finance/City Treasurer Approved By: Debra Rose, City Manager
Item: 7
26 Attachment
Item: 7
27 9/6/2023 4:37:50 PM Page 1 of 22
Check Report
City of Lake Forest By Check Number
Date Range: 08/01/2023 - 08/31/2023
Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount Bank Code: OP-Operating
Payment Type: Manual
THB000000 EMPLOYEE PAYROLL CHECK 08/04/2023 1111654.49Manual 0.00 11116 Invoice 08/11/2023 LIVE ADP CHECK 11116 PPE 08/04/2023 54.490.00 THB000000 EMPLOYEE PAYROLL CHECK 08/11/2023 111172,020.55Manual 0.00 11117 Invoice 08/11/2023 LIVE ADP CHECK 11117 PPE 08/04/2023 2,020.550.00 THB000000 EMPLOYEE PAYROLL CHECK 08/11/2023 11118532.42Manual 0.00 11118 Invoice 08/11/2023 LIVE ADP CHECK 11118 PPE 08/04/2023 532.420.00 THB000000 EMPLOYEE PAYROLL CHECK 08/25/2023 11119484.57Manual 0.00 11119 Invoice 08/25/2023 LIVE ADP CHECK #11119 PPE 08/18/2023 484.570.00 THB000000 EMPLOYEE PAYROLL CHECK 08/25/2023 11120298.52Manual 0.00 11120 Invoice 08/25/2023 LIVE ADP CHECK #11120 PPE 08/18/2023 298.520.00 THB000000 EMPLOYEE PAYROLL CHECK 08/25/2023 11121765.81Manual 0.00 11121 Invoice 08/25/2023 LIVE ADP CHECK #11121 PPE 08/18/2023 765.810.00 4,156.36Total Manual: 0.00
Item: 7
28 Check Report Date Range: 08/01/2023 - 08/31/2023
9/6/2023 4:37:50 PM Page 2 of 22
Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount Payment Type: Regular
10001 ABTECH TECHNOLOGIES INC 08/03/2023 80131229,036.46Regular 0.00 2306074-IN Invoice 06/30/2023 LAPTOP DOCK STATIONS (15) 4,203.870.00 2306076-IN Invoice 06/30/2023 COMPUTER REPLACEMENT 1,446.580.00 306074A-IN Invoice 06/30/2023 COMPUTER REPLACEMENT - PC REFRESH … 23,386.010.00 10015 ALH SECURITY INC 08/03/2023 8013132,850.00Regular 0.00 13776 Invoice 06/30/2023 RESTROOM GATE JUN EL TORO PARK 2,850.000.00 10026 AMERICAN FIDELITY ASSURANCE CO 08/03/2023 801314505.18Regular 0.00 D615040 Invoice 08/03/2023 OPTIONAL INSURANCE JUL 2023 505.180.00 10037 AQUABIO ENVIRONMENTAL 08/03/2023 8013151,500.00Regular 0.00 101779 Invoice 06/30/2023 LAKE MAINTENANCE ALGAE JUN VETERAN… 1,500.000.00 10044 AT&T CALNET3 08/03/2023 801316212.22Regular 0.00
189 0000201989… Invoice 06/30/2023 PARK UTILITIES JUN 78.620.00 257 0000201918… Invoice 06/30/2023 MPS UTILITIES JUN 133.600.00 10055 BEST BEST & KRIEGER LLP 08/03/2023 80131768,107.56Regular 0.00 23-06 Invoice 06/30/2023 LEGAL SERVICES JUN 68,107.560.00 10057 BIRCH GROVE SOFTWARE 08/03/2023 80131812,150.00Regular 0.00 989878 Invoice 08/03/2023 ACTIVTRAK SOFTWARE ANNUAL RENEWAL… 12,150.000.00 10502 BKF ENGINEERS 08/03/2023 80131963,444.10Regular 0.00 23070856 Invoice 06/30/2023 LOS ALISOS/MUIRLANDS 2ND LEFT TURNS … 63,444.100.00 10062 BRIGHTVIEW LANDSCAPE SERVICES 08/03/2023 8013204,745.29Regular 0.00 5595535 Invoice 06/30/2023 IRRIGATION REPAIRS APR LFSP 655.200.00 8400673 Invoice 06/30/2023 INSTALL PLANT MATERIAL APR CIVIC CENT… 1,260.000.00 8501626 Invoice 06/30/2023 IRRIGATION REPAIRS JUN SPORTS PARKS 2,830.090.00 10074 CALIFORNIA STATE DISBURSEMENT 08/03/2023 801321147.70Regular 0.00 07/21/2023 Invoice 08/03/2023 REMIT ID 200000002413681 SDU/TRIBAL … 147.700.00 10079 CALPERS LONG TERM CARE PROGRAM 08/03/2023 801322238.85Regular 0.00 14971708 Invoice 08/03/2023 EE CONT PPE 8/4/2023 238.850.00 10086 CARLSON STRATEGIC LAND 08/03/2023 801323742.50Regular 0.00 1661 Invoice 06/30/2023 REGENCY PARK MEETING/EVALUATION N… 742.500.00 10092 CITY OF ALISO VIEJO 08/03/2023 8013243,060.83Regular 0.00 2023-1370 Invoice 06/30/2023 SHARE DAIRY FORK PROJECT JUL 2022 - J… 3,060.830.00 10095 CITY OF LAKE FOREST SUNSHINE CLUB 08/03/2023 801325203.00Regular 0.00 07/21/2023 Invoice 08/03/2023 EE CONT PPE 07/21/2023 SUNSHINE CLUB 203.000.00 10109 COUNTY OF ORANGE TREASURER TAX 08/03/2023 8013261,631,680.35Regular 0.00 SH 65981 Invoice 08/03/2023 LAW ENFORCEMENT AUG 1,631,680.350.00 THB004874 CRAIG SCHOEFFLER 08/03/2023 801327577.96Regular 0.00 08/03/2023 Invoice 08/03/2023 REPLENISH PC BOX 577.960.00 10113 CROWN FACILITY SOLUTIONS 08/03/2023 801328498.49Regular 0.00 2081 Invoice 08/03/2023 JANITORIAL SERVICES COM CTR PERMIT 5… 498.490.00 10128 DMC ENGINEERING INC 08/03/2023 8013292,060.00Regular 0.00 05-23-033 Invoice 06/30/2023 1299-05 BROKEN BOW DRAINAGE REPAIR … 2,060.000.00 10137 EL TORO WATER DISTRICT 08/03/2023 80133029,842.26Regular 0.00 23-06 Invoice 06/30/2023 WATER SERVICES LFSP/MPS/PARKS JUN 29,842.260.00 10177 GUARDIAN 08/03/2023 8013317,938.10Regular 0.00
23-08 Invoice 08/03/2023 DENTAL INSURANCE AUG 2023 7,938.100.00 Item: 7
29 Check Report Date Range: 08/01/2023 - 08/31/2023
9/6/2023 4:37:50 PM Page 3 of 22
Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 10784 HARRIS STEEL FENCE CO INC 08/03/2023 80133223,321.00Regular 0.00 23503 Invoice 06/30/2023 EL TORO PARK RESTROOM GATES APR 18,564.000.00 23509 Invoice 06/30/2023 EL TORO PARK RESTROOM GATES CHANGE… 4,757.000.00 10184 HINDERLITER DE LLAMAS & ASSOC 08/03/2023 8013337,500.00Regular 0.00 SIN029786 Invoice 06/30/2023 SEIP ECONOMIC DEVELOPMENT SERVICES… 7,500.000.00 10593 IPERMIT 08/03/2023 80133464.79Regular 0.00
RMECH-05-23-60… Invoice 08/03/2023 REFUND CANCELLED PERMIT 64.790.00 10197 IRVINE RANCH WATER DISTRICT 08/03/2023 80133543,286.69Regular 0.00 23-06 Invoice 06/30/2023 WATER SERVICES JUN CC, LFSP, MPS, PAR… 43,286.690.00 10203 JAMEY CLARK INC 08/03/2023 8013361,341.88Regular 0.00 74031 Invoice 06/30/2023 RESTROOM PLUMBING JUN BAKER RANCH… 170.000.00 74045 Invoice 06/30/2023 REPAIR CONCRETE AT DRINKING FOUNTAI… 1,171.880.00 10785 JEM REMODEL & CONSTRUCTION INC 08/03/2023 801337630.00Regular 0.00 RESB-08-21-48772 Invoice 08/03/2023 REFUND C&D DEPOSIT 630.000.00 10448 KARI HALL DBA OC PARTY COMPANY 08/03/2023 801338219.00Regular 0.00 2467 Invoice 08/03/2023 SUMMER ACTIVITY FACE PAINTING 7/18 219.000.00 10220 KIDDER MATHEWS OF CALIFORNIA 08/03/2023 80133935,823.61Regular 0.00 KMCA6636 Invoice 06/30/2023 CIVIC CENTER MAINTENANCE APR 18,827.870.00 KMCA6771 Invoice 06/30/2023 CIVIC CENTER MAINTENANCE JUN 16,995.740.00 10224 KONICA MINOLTA PREMIER FINANCE 08/03/2023 8013401,011.43Regular 0.00 80507810 Invoice 08/03/2023 COPIER LEASE 8/8 - 9/7 1,011.430.00 10225 KWIKEY S LOCK AND KEY INC 08/03/2023 801341220.17Regular 0.00 061923 Invoice 06/30/2023 SC4 DND DUPLICATE KEYS JUN LAKE FORE… 220.170.00 10226 L & M AUTOMOTIVE 08/03/2023 80134298.31Regular 0.00 51700 Invoice 06/30/2023 VEHICLE MAINTENANCE JUN 2019 TOYOTA… 98.310.00 10614 LA HABRA FENCE COMPANY, INC 08/03/2023 8013438,229.00Regular 0.00 46410 Invoice 06/30/2023 REPAIR FENCING MAR HEROES PARK 8,229.000.00 10468 MISSIONSQUARE 08/03/2023 80134410,662.52Regular 0.00 07/21/2023 Invoice 08/03/2023 EMP PAID DEFERRED COMP PPE 7/21/202… 10,662.520.00 10725 MMG ENGINEERING INC 08/03/2023 801345222,913.86Regular 0.00 2R3 Invoice 06/30/2023 PROG PYMT 2 EL TORO/PORTOLA INTERSE… 222,913.860.00 10257 MUNICIPAL MANAGEMENT ASSOCIATION OF SOUTHERN CALIFORNIA08/03/2023 80134690.00Regular 0.00 7880 Invoice 08/03/2023 MEMBERSHIP W. JAMAL FY23-24 90.000.00 10782 NAME OF THE GAME EMBROIDERY 08/03/2023 801347161.52Regular 0.00 30015 Invoice 06/30/2023 UNIFORMS (P MEIER) 161.520.00
10265 NIEVES LANDSCAPE INC 08/03/2023 80134880,642.21Regular 0.00 74840 Invoice 06/30/2023 IRRIGATION REPAIRS JUN CHERRY & PEBB… 1,540.830.00 74841 Invoice 06/30/2023 IRRIGATION REPAIRS JUN VINTAGE & DAR… 1,199.480.00 74872 Invoice 06/30/2023 INSTALL PLANT MATERIAL & MULCH JUN E… 2,478.000.00 74873 Invoice 06/30/2023 INSTALL PLANT MATERIAL JUN LAKE FORE… 300.000.00 74889 Invoice 06/30/2023 INSTALL REBAR WIRE JUN TOLEDO SLOPE … 785.000.00 74919 Invoice 06/30/2023 INSTALL TREES JUN BAKE/JERONIMO/TOL… 1,180.000.00 74922 Invoice 06/30/2023 IRRIGATION REPAIRS JUN BORREGO OVER… 1,035.000.00 74955 Invoice 06/30/2023 IRRIGATION REPAIRS JUN VETERANS PARK 957.000.00 75001 Invoice 06/30/2023 INSTALL MULCH JUN ROCKFIELD/RIDGE R… 570.000.00 75002 Invoice 06/30/2023 INSTALL PLANT MATERIAL JUN LF/OVERLA… 4,685.000.00 75003 Invoice 06/30/2023 ACCIDENT REPAIR JUN RIDGE ROUTE/MUI… 3,410.200.00 75004 Invoice 06/30/2023 INSTALL PLANTS/MULCH JUN LK FOREST/… 18,705.000.00 75005 Invoice 06/30/2023 INSTALL MULCH JUN SERRANO/RIDGE RO… 2,280.000.00 Item: 7
30 Check Report Date Range: 08/01/2023 - 08/31/2023
9/6/2023 4:37:50 PM Page 4 of 22
Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 75006 Invoice 06/30/2023 INSTALL PLANTS/MULCH JUN RIDGE RTE/… 7,490.000.00 75007 Invoice 06/30/2023 INSTALL PLANT MATERIAL JUN RIDGE ROU… 17,240.000.00 75013 Invoice 06/30/2023 REPAIR PLANTER JUN RIDGE ROUTE/OVER… 14,187.500.00 75025 Invoice 06/30/2023 EXPAND THE FOREST TREE PLANTINGS MAY 1,710.000.00 75032 Invoice 06/30/2023 EXPAND THE FOREST TREE PLANTINGS JUN 889.200.00 10279 ORANGE COUNTY CONSERVATION 08/03/2023 80134911,507.50Regular 0.00 07192023-9007 Invoice 06/30/2023 OPEN SPACE INVASIVE PLANT REMOVAL J… 11,507.500.00 10284 PATTY NORTHCOTT 08/03/2023 801350160.00Regular 0.00 00129 Invoice 06/30/2023 BOARD UP SERVICES MAR DISPENSARY CA… 160.000.00 10311 RICK ENGINEERING COMPANY 08/03/2023 80135141,812.76Regular 0.00 0095317 Invoice 06/30/2023 SB JERONIMO/LAKE FOREST IMPROVEME… 1,451.500.00 0095318 Invoice 06/30/2023 BAKE TOLEDO WIDENING IMPROV DESIGN… 8,671.250.00 0095320 Invoice 06/30/2023 LOS ALISOS/ROCKFIELD WIDENING IMPRO… 6,985.430.00 0095343 Invoice 06/30/2023 BAKE/TRABUCO WIDENING IMPROVEMEN… 205.000.00 0095345 Invoice 06/30/2023 EL TORO/PORTOLA WIDENING IMPROVE… 464.790.00 0095831 Invoice 06/30/2023 BAKE TOLEDO WIDENING IMPROVEMENTS… 17,210.000.00 0095832 Invoice 06/30/2023 LOS ALISOS/ROCKFIELD IMPROVEMENTS J… 6,052.500.00 0095853 Invoice 06/30/2023 BAKE/TRABUCO WIDENING IMPROVEMEN… 307.500.00 0095854 Invoice 06/30/2023 EL TORO/PORTOLA WIDENING IMPROVE… 464.790.00 10325 SHELTERCLEAN SERVICES INC 08/03/2023 8013523,230.76Regular 0.00 743215 Invoice 06/30/2023 BUS SHELTER MAINTENANCE JUN 3,013.610.00 743216 Invoice 06/30/2023 BUS SHELTER REPAIR JUN 217.150.00 10329 SO CAL INDUSTRIES 08/03/2023 8013534,505.25Regular 0.00 639449 Invoice 08/03/2023 PORTALET RENTALS 4TH OF JULY PARADE 4,390.970.00 640108 Invoice 08/03/2023 PORTALET RENTALS 7/11 - 8/7 114.280.00 10416 SOCTV PRODUCTIONS 08/03/2023 8013546,200.00Regular 0.00 2258 Invoice 08/03/2023 VIDEO PRODUCTION 4TH OF JULY PARADE 6,200.000.00 10335 SOUTHERN CALIFORNIA EDISON 08/03/2023 801355121,879.75Regular 0.00 3106 07/03/2023 Invoice 06/30/2023 STREET LIGHT UTILITIES JUN 98,796.450.00 3611 07/13/2023 Invoice 06/30/2023 PARK UTILITIES JUN PARKS, MPS, LFSP, BU… 15,341.820.00 5025 07/17/2023 Invoice 06/30/2023 TRAFFIC SIGNAL UTILITIES JUN 7,741.480.00 10347 SUPERIOR PROPERTY SERVICES INC 08/03/2023 80135619,589.00Regular 0.00 17831 Invoice 06/30/2023 GRAFFITI REMOVAL, STEAM CLEAN, PRES… 10,300.000.00 17842 Invoice 06/30/2023 PRESSURE WASH & PAINT/CEMENT REMO… 900.000.00 17843 Invoice 06/30/2023 PRESSURE WASH PAINT SPILL JUN 2,527.000.00 17844 Invoice 06/30/2023 PRESSURE WASH PAINT SPILL JUN 2,931.000.00 17845 Invoice 06/30/2023 PRESSURE WASH PAINT SPILL JUN 2,481.000.00 17846 Invoice 06/30/2023 PRESSURE WASH PAINT SPILL JUN 450.000.00 10537 SUSAN W CASE INC 08/03/2023 801357649.94Regular 0.00 4735 Invoice 08/03/2023 PUBLIC HEARING NOTICE (THE MEADOWS) 649.940.00 10353 TAIT & ASSOCIATES INC 08/03/2023 80135829,280.35Regular 0.00 158635 Invoice 06/30/2023 JERONIMO/EL TORO WIDENING DESIGN J… 11,155.350.00 158636 Invoice 06/30/2023 EL TORO RD RAISED MEDIANS JUN 1,840.000.00 158637 Invoice 06/30/2023 EL TORO RD RESURFACING JUN 10,790.000.00 158638 Invoice 06/30/2023 BAKE PKWY RESURFACING JUN 5,495.000.00 10366 THOMAS J O CONNELL 08/03/2023 8013593,833.55Regular 0.00 INV-2023-156 Invoice 06/30/2023 REPAIR RESTROOM DOORS MAY PORTOLA… 227.360.00 INV-2023-157 Invoice 06/30/2023 REPAIR CONDUIT AT BASEBALL FIELD JUN … 129.920.00 INV-2023-158 Invoice 06/30/2023 REPAIR FLAG POLE LIGHT JUN HEROES PA… 129.920.00 INV-2023-159 Invoice 06/30/2023 REPAIR RESTROOM DOOR LOCKS JUN LF S… 129.920.00 INV-2023-160 Invoice 06/30/2023 REPAIR WALKWAY LIGHTS JUN DARRIN PA… 129.920.00 INV-2023-161 Invoice 06/30/2023 REPAIR IRRIGATION PUMP CONNECTION J… 259.840.00 Item: 7
31 Check Report Date Range: 08/01/2023 - 08/31/2023
9/6/2023 4:37:50 PM Page 5 of 22
Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount INV-2023-162 Invoice 06/30/2023 EMERGENCY PUMP SHUT OFF APR VETER… 259.840.00 INV-2023-163 Invoice 06/30/2023 INSTALL OUTLETS JUN CIVIC CENTER PARK… 860.650.00 INV-2023-165 Invoice 06/30/2023 CONCERT PREP JUN LAKE FOREST SPORTS … 165.000.00 INV-2023-167 Invoice 06/30/2023 INSTALL OUTLETS & REPAIRS JUN VETERA… 549.080.00 INV-2023-168 Invoice 06/30/2023 RESTROOM GATE ELECTRICAL JUN EL TOR… 992.100.00 10372 TRABUCO CANYON WATER DISTRICT 08/03/2023 801360135.11Regular 0.00 07/18/2023 Invoice 06/30/2023 MPS UTILITY EL TORO RD/PORTOLA METER… 135.110.00 10374 TRAUMA INTERVENTION PROGRAM 08/03/2023 80136110,270.00Regular 0.00 3218 Invoice 08/03/2023 ANNUAL AGENCY USER FEE 7/2023 - 7/20… 10,270.000.00 10390 US BANK CORPORATE PAYMENT 08/03/2023 80136275,692.32Regular 0.00 4348 2023-06-26 Invoice 06/30/2023 CAL-CARD PURCHASES JUN 62,017.690.00 6249 2023-06-26 Invoice 06/30/2023 CAL-CARD PURCHASES JUN 13,674.630.00 10391 US BANK PARS 08/03/2023 8013652,968.37Regular 0.00 07/21/2023 Invoice 08/03/2023 PARS CONT PPE 07/07/2023 2,968.370.00 10392 US DEPT OF TREASURY 08/03/2023 801366888.03Regular 0.00 07/21/2023 Invoice 08/03/2023 AGENCY TRACKING WG2122418 PPE 07/2… 888.030.00 10783 VALLEY CITIES GONZALES FENCE INC 08/03/2023 80136749,894.18Regular 0.00 1067 Invoice 06/30/2023 TEMPORARY FENCING JUN LFSP 49,894.180.00 10506 WEST COAST ARBORISTS INC 08/03/2023 8013688,244.00Regular 0.00 201853 Invoice 06/30/2023 TREE MAINTENANCE 06/16 - 06/30 8,244.000.00 10000 A SOURCE OF PRIDE 08/10/2023 80136928.23Regular 0.00 9110689 Invoice 08/10/2023 UNIFORM NAMETAGS OCSD MEZA 28.230.00 10001 ABTECH TECHNOLOGIES INC 08/10/2023 80137032,854.37Regular 0.00 2306056-IN Invoice 06/30/2023 LAPTOP PC REPLACEMENT FOR IT ANALYST 3,090.410.00 2306079-IN Invoice 08/10/2023 COMPUTER SUPPLIES 540.460.00 W204248-IN Invoice 08/10/2023 IT MANAGED SERVICES AUG 29,223.500.00 10480 AHMAD HAIDREY 08/10/2023 801371714.14Regular 0.00 99 Invoice 08/10/2023 THURSDAY CLUBHOUSE LUNCH 08/31/20… 714.140.00 10010 AIA CORPORATION 08/10/2023 801372738.63Regular 0.00 SYA2988449 Invoice 08/10/2023 NATIONAL NIGHT OUT CERT GIVEAWAYS … 738.630.00 10029 ANDERSON & HOWARD ELECTRIC INC 08/10/2023 8013733,241.80Regular 0.00 960002274 Invoice 06/30/2023 PAC STAGE LIGHTING APR 1,715.000.00 960002278 Invoice 06/30/2023 REPAIR PAC TICKET BOOTH CONTROLLER … 1,526.800.00 10062 BRIGHTVIEW LANDSCAPE SERVICES 08/10/2023 80137435,891.86Regular 0.00 8479400 Invoice 06/30/2023 IRRIGATION REPAIRS MAY LFSP 1,119.980.00 8479485 Invoice 06/30/2023 IRRIGATION REPAIRS MAY SPORTS PARKS 2,956.400.00 8487697 Invoice 06/30/2023 INSTALL BENCHES, TRASH, BIKE RACK JUN … 31,815.480.00 10104 CONVERGINT TECHNOLOGIES LLC 08/10/2023 8013753,004.83Regular 0.00 IN00076421 Invoice 08/10/2023 CCTV MONTHLY MAINTENANCE JUL 3,004.830.00 10109 COUNTY OF ORANGE TREASURER TAX 08/10/2023 801376171,959.15Regular 0.00 AC2390098 Invoice 06/30/2023 CONTRACT SERVICES APR - JUN ANIMAL C… 168,705.900.00 SH 65671 Invoice 08/10/2023 AFIS FINGERPRINTS JUL 3,149.000.00 STTM001559 Invoice 06/30/2023 OCSD MONTHLY TECH CHARGES 06/01/23 … 104.250.00 10113 CROWN FACILITY SOLUTIONS 08/10/2023 8013777,798.61Regular 0.00 2091 Invoice 08/10/2023 JANITORIAL SERVICES COMM CTR PERMIT… 770.890.00 2092 Invoice 08/10/2023 JANITORIAL SERVICES COMM CTR PERMIT… 368.490.00 2093 Invoice 08/10/2023 JANITORIAL SERVICES PAC PERMIT 5650 7… 35.000.00 2094 Invoice 08/10/2023 JANITORIAL SERVICES PAC PERMIT 6645 7… 413.600.00 2095 Invoice 08/10/2023 JANITORIAL SERVICES PAC PERMIT 5650 7… 179.830.00 Item: 7
32 Check Report Date Range: 08/01/2023 - 08/31/2023
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 2096 Invoice 08/10/2023 JANITORIAL SERVICES BB TOURNAMENT 0… 545.800.00 2112 Invoice 08/10/2023 JANITORIAL SERVICES AUG LFSP 5,485.000.00 10122 DEPARTMENT OF JUSTICE 08/10/2023 801378226.00Regular 0.00 667077 Invoice 06/30/2023 PRE-EMPLOYMENT & VOLUNTEER FINGER… 226.000.00 10514 DJE SOUND & LIGHTING INC 08/10/2023 801379520.00Regular 0.00 INV-00511-A Invoice 08/10/2023 STAGE & SOUND FINAL PAYMENT FOR CO… 520.000.00 10786 ELLIOT BATTLE 08/10/2023 801380400.00Regular 0.00 072223 Invoice 08/10/2023 MUSICAL PERFORMANCE 7/22 SKATE PARK 400.000.00 10496 GEOGRAPHICS 08/10/2023 8013814,124.25Regular 0.00 23-23349 Invoice 08/10/2023 LEAFLET LAYOUT DESIGN FALL 2023 4,124.250.00 10170 GMU GEOTECHNICAL INC 08/10/2023 8013828,016.25Regular 0.00 64136 Invoice 06/30/2023 EL TORO/PORTOLA INTERSECTION IMPRO… 7,306.250.00 64162 Invoice 06/30/2023 EL TORO/PORTOLA INTERSECTION IMPRO… 710.000.00 10787 HELEN CHENG 08/10/2023 801383220.00Regular 0.00
2002519.021 Invoice 08/10/2023 REFUND SUPER SOCCER STARS ~ #11731 220.000.00 10796 HILCO DEVELOPMENT SERVICES LLC 08/10/2023 8013841,350.00Regular 0.00 COMB-01-23-585…Invoice 08/10/2023 REFUND C&D DEPOSIT 1,350.000.00 10195 IP VIDEO SPECIALISTS 08/10/2023 801385199.00Regular 0.00 6568 Invoice 08/10/2023 VIDEO STREAMING SERVICE SEP SKATE PA… 199.000.00 10200 JAMES L BLACKBURN 08/10/2023 801386115.52Regular 0.00 30906 Invoice 08/10/2023 BUSINESS CARDS JUL HARM, MESA 115.520.00 10203 JAMEY CLARK INC 08/10/2023 8013871,700.40Regular 0.00 74038 Invoice 06/30/2023 TENNIS COURT NETS JUN FOOTHILL RANC… 1,700.400.00 10794 JEFF ERTZ CONSTRUCTION 08/10/2023 801388500.00Regular 0.00 RESB-05-23-60266 Invoice 08/10/2023 REFUND C&D DEPOSIT 500.000.00 10797 JEREMIAH STEPHENS 08/10/2023 80138967.00Regular 0.00 08/02/2023 Invoice 08/10/2023 EXP REIMB MADD AWARD LUNCHEON CE… 67.000.00 10216 KELAR PACIFIC LLC 08/10/2023 8013901,705.00Regular 0.00 SI-4025307 Invoice 08/10/2023 BLUEBEAM PDF EDITING SOFTWARE 1,705.000.00 10792 KELLY ASSOCIATES MANAGEMENT GROUP LLC 08/10/2023 8013919,500.00Regular 0.00 07/28/2023 Invoice 06/30/2023 STRATEGIC PLAN UPDATE MAR FY23 9,500.000.00 10223 KONICA MINOLTA BUSINESS 08/10/2023 801392962.39Regular 0.00 288487235 Invoice 08/10/2023 COPIER MONTHLY MAINTENANCE JUL 2B 33.370.00 288487354 Invoice 08/10/2023 COPIER MONTHLY MAINTENANCE JUL POL… 72.650.00 288487503 Invoice 08/10/2023 COPIER MONTHLY MAINTENANCE JUL BL… 227.020.00 288487506 Invoice 08/10/2023 COPIER MONTHLY MAINTENANCE JUL SEN… 111.060.00 288487604 Invoice 08/10/2023 COPIER MONTHLY MAINTENANCE JUL 1A 204.320.00 288487606 Invoice 08/10/2023 COPIER MONTHLY MAINTENANCE JUL 2A 166.600.00 288487709 Invoice 08/10/2023 COPIER MONTHLY MAINTENANCE JUL SP… 76.480.00 288487805 Invoice 08/10/2023 COPIER MONTHLY MAINTENANCE JUL CITY… 70.890.00 10753 MEHRI JAVAD ZADETH 08/10/2023 801393324.00Regular 0.00 2002511.021 Invoice 08/10/2023 REFUND ROBOTICS ACADEMY: INVENTOR … 324.000.00 10244 MERCY HOUSE LIVING CENTERS INC 08/10/2023 8013948,859.91Regular 0.00 5001-23-03 Invoice 06/30/2023 CONTRACT HOMELESS OUTREACH SERVIC… 8,859.910.00 10250 MONOGRAM MAGIC 08/10/2023 801395349.99Regular 0.00 10142 Invoice 06/30/2023 CITY COUNCIL ATTIRE S. VOIGTS MAR 33.140.00 10408 Invoice 06/30/2023 STARS UNIFORMS HUGHES APR 131.390.00 Item: 7
33 Check Report Date Range: 08/01/2023 - 08/31/2023
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 10965 Invoice 08/10/2023 STARS UNIFORMS 185.460.00
10257 MUNICIPAL MANAGEMENT ASSOCIATION OF SOUTHERN CALIFORNIA08/10/2023 80139640.00Regular 0.00 7932 Invoice 08/10/2023 MMASC STUDENT MEMBERSHIP FOR IRE… 40.000.00 10265 NIEVES LANDSCAPE INC 08/10/2023 8013974,644.00Regular 0.00 74956 Invoice 06/30/2023 INSTALL PLANT MATERIAL JUN VINTAGE P… 4,644.000.00 10270 OC COUNCIL OF GOVERNMENTS 08/10/2023 80139811,352.82Regular 0.00 2023-101 Invoice 08/10/2023 ANNUAL OCCOG DUES 2023-24 11,352.820.00 10273 OCCUPATIONAL HEALTH CENTERS 08/10/2023 801399555.00Regular 0.00 79778243 Invoice 08/10/2023 PRE-EMPLOYMENT PHYSICAL & TESTING J… 358.000.00 79844087 Invoice 08/10/2023 PRE-EMPLOYMENT PHYSICAL & TESTING J… 197.000.00 10305 RANCHO VIEJO II HOA 08/10/2023 801400840.00Regular 0.00 22702 09/01/2023 Invoice 08/10/2023 22702 MADRID HOA PAYMENT PTM-108-… 420.000.00 22706 09/01/2023 Invoice 08/10/2023 22706 MADRID HOA PAYMENT SEP PTM-1… 420.000.00 10789 RENE RAMIREZ 08/10/2023 80140150.00Regular 0.00
2002527.021 Invoice 08/10/2023 REFUND PERMIT#: 6641 50.000.00 10795 S&P PREMIER HOME BUILDERS INC 08/10/2023 8014025,250.00Regular 0.00 RESB-05-22-54344 Invoice 08/10/2023 REFUND C&D DEPOSIT 3,000.000.00 RESB-05-22-54348 Invoice 08/10/2023 REFUND C&D DEPOSIT 2,250.000.00 10318 SADDLEBACK VALLEY UNIFIED 08/10/2023 801403837.31Regular 0.00 YEAR END FY 22/… Invoice 06/30/2023 KIDS FACTORY YEAR END FY 22/23 837.310.00 THB001776 SHARLYN SAN MIGUEL DE LA PAZ 08/10/2023 80140472.61Regular 0.00 08/02/2023 Invoice 08/10/2023 EXP REIMB SNACKS-STOP THE BLEED/AED … 72.610.00 10788 SIEGFRED SABITSANA 08/10/2023 801405170.00Regular 0.00 2002522.021 Invoice 08/10/2023 REFUND CREATIVE KIDS WEEK 7 ~ #11625 170.000.00 10330 SOFTCHOICE CORPORATION 08/10/2023 80140641,606.40Regular 0.00 91106499 Invoice 08/10/2023 OFFICE 365 LICENSES (YR 2) 41,606.400.00 10365 THERESA DOBBS 08/10/2023 8014073,000.00Regular 0.00 08/02/2023 Invoice 08/10/2023 CONSULTING SERVICES JUL 3,000.000.00 10385 UNDERGROUND SERVICE ALERT OF 08/10/2023 801408786.75Regular 0.00 23-240033 Invoice 06/30/2023 UNDERGROUND SERVICES ALERT 2022 A… 786.750.00 10404 VONAGE BUSINESS 08/10/2023 8014099,234.07Regular 0.00 2260771 Invoice 08/10/2023 VOIP TELEPHONE SYSTEM AUG CIVIC CEN… 8,555.760.00 2261106 Invoice 08/10/2023 VOIP TELEPHONE SERVICE AUG SPORTS P… 542.130.00 2261108 Invoice 08/10/2023 VOIP TELEPHONE SERVICE AUG SKATE PA… 136.180.00 10491 WILLDAN FINANCIAL SERVICES 08/10/2023 8014101,090.00Regular 0.00 010-55596 Invoice 06/30/2023 COMPREHENSIVE DEVELOPMENT IMPACT … 1,090.000.00 10025 AMERICAN FIDELITY ASSURANCE 08/17/2023 8014112,615.68Regular 0.00 2222083B Invoice 08/17/2023 MED DEP CARE PPE 07/21/2023 2,615.680.00 10037 AQUABIO ENVIRONMENTAL 08/17/2023 8014123,645.00Regular 0.00 101778 Invoice 08/17/2023 LAKE MAINTENANCE JUL VETERANS PARK 3,095.000.00 101783 Invoice 08/17/2023 LAKE MAINTENANCE PUMP SYSTEM JUL V… 550.000.00 10044 AT&T CALNET3 08/17/2023 80141353.84Regular 0.00
157 0000202937… Invoice 08/17/2023 PARK UTILITIES JUL 53.840.00 10423 BERNEL INC VFS FIRE & SECURITY SERVICES 08/17/2023 801414295.00Regular 0.00 12481673C Invoice 08/17/2023 QUARTERLY FIRE ALARM MONITORING 20… 295.000.00 10062 BRIGHTVIEW LANDSCAPE SERVICES 08/17/2023 801415141,496.16Regular 0.00 Item: 7
34 Check Report Date Range: 08/01/2023 - 08/31/2023
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 8485701 Invoice 08/17/2023 MONTHLY MAINTENANCE JUL LFSP 56,725.030.00 8485702 Invoice 08/17/2023 MONTHLY MAINTENANCE JUL SPORTS PA… 81,146.130.00 8485713 Invoice 08/17/2023 MONTHLY MAINTENANCE JUL CIVIC CENT… 3,625.000.00 10065 CALIFORNIA ASSOCIATION OF PUBLIC PROCUREMENT OFFICIALS08/17/2023 801416495.00Regular 0.00 200008906 Invoice 08/17/2023 CAPPO CONFERENCE REGISTRATION 495.000.00 10071 CALIFORNIA JOINT POWERS 08/17/2023 8014174,100.00Regular 0.00 ENVIR01241 Invoice 08/17/2023 POLLUTION LIABILITY INSURANCE PREMI… 4,100.000.00 10074 CALIFORNIA STATE DISBURSEMENT 08/17/2023 801418147.70Regular 0.00 08/04/2023 Invoice 08/17/2023 REMIT ID 200000002413681 SDU/TRIBAL … 147.700.00 10079 CALPERS LONG TERM CARE PROGRAM 08/17/2023 801419238.85Regular 0.00 15003768 Invoice 08/17/2023 EE CONT PPE 8/18/2023 238.850.00 10087 CARRIER JOHNSON 08/17/2023 8014201,000.00Regular 0.00 40200 Invoice 06/30/2023 CDBG-CV PATIO COVER MAY 2023 1,000.000.00 10091 CHARLES ABBOTT ASSOCIATES INC 08/17/2023 80142194,684.47Regular 0.00 66120 Invoice 08/17/2023 STREET MAINTENANCE & PARK TRAIL REP… 94,684.470.00 10095 CITY OF LAKE FOREST SUNSHINE CLUB 08/17/2023 801422199.50Regular 0.00 08/04/2023 Invoice 08/17/2023 EE CONT PPE 8/4/2023 199.500.00 10531 CITY OF MISSION VIEJO 08/17/2023 8014234,563.76Regular 0.00 21111 Invoice 06/30/2023 SHARED SIGNAL MAINTENANCE 22/23 4,563.760.00 10107 COSTAR REALTY INFORMATION INC 08/17/2023 801424395.82Regular 0.00 120404194 Invoice 08/17/2023 COMMERCIAL PROPERTIES NOW BACK-E… 395.820.00 10110 COX COMMUNICATIONS 08/17/2023 8014252,338.60Regular 0.00 3601 08/01/2023 Invoice 08/17/2023 TELEPHONE, INTERNET, CABLE TV, PEG BR… 2,281.080.00 6701 07/28/2023 Invoice 08/17/2023 CABLE SERVICES 7/27 - 8/26 CITY CLERK 57.520.00 10658 DARCIE MAGINO 08/17/2023 801426500.00Regular 0.00 2002529.021 Invoice 08/17/2023 REFUND PERMIT 5650 500.000.00 10804 DAVID VOLZ DESIGN LANDSCAPE ARCHITECTS INC08/17/2023 8014274,169.00Regular 0.00 422533 Invoice 06/30/2023 EL TORO RD IRRIGATION CONVERSION JU… 4,169.000.00 10123 DEWEY PEST CONTROL 08/17/2023 801428542.00Regular 0.00 15977989 Invoice 08/17/2023 MONTHLY SERVICE JUL SKATE PARK 40.000.00 15977991 Invoice 08/17/2023 MONTHLY SERVICE JUL HEROES PARK 35.000.00 15977992 Invoice 08/17/2023 MONTHLY SERVICE JUL LFSP 196.000.00 16090352 Invoice 08/17/2023 MONTHLY SERVICE AUG SKATE PARK 40.000.00 16090354 Invoice 08/17/2023 MONTHLY SERVICE AUG HEROES PARK 35.000.00 16090355 Invoice 08/17/2023 MONTHLY SERVICE AUG LFSP 196.000.00 10126 DIVISION OF THE STATE 08/17/2023 801429296.40Regular 0.00 08/02/2023 Invoice 08/17/2023 2023 CASP FEE 2ND QTR 296.400.00 10141 EMPLOYMENT DEVELOPMENT DEPT 08/17/2023 8014302,630.00Regular 0.00 L0621533264 Invoice 06/30/2023 UNEMPLOYMENT INSURANCE APR - JUN 2… 2,630.000.00 10155 FASTSIGNS OF LAKE FOREST 08/17/2023 801431905.10Regular 0.00 2016-16416 Invoice 08/17/2023 PUBLIC SAFETY MESSAGING MAGNETS 905.100.00 10156 FEDEX 08/17/2023 80143282.16Regular 0.00
8-206-58094 Invoice 08/17/2023 LFTM EMINENT DOMAIN 82.160.00 10808 HARI BALAJI 08/17/2023 8014331,125.00Regular 0.00 2002549.021 Invoice 08/17/2023 REFUND PERMIT 6716 1,125.000.00 10181 HDL COREN & CONE 08/17/2023 8014341,245.00Regular 0.00 Item: 7
35 Check Report Date Range: 08/01/2023 - 08/31/2023
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount SIN030577 Invoice 06/30/2023 ACFR 22-23 STATISTICAL PACKAGE & CAL… 1,245.000.00 10454 INNOVATIVE CLEANING SERVICES INC 08/17/2023 80143532,383.63Regular 0.00 27701 Invoice 08/17/2023 MONTHLY JANITORIAL SERVICES CIVIC CE… 32,383.630.00 10199 JACOB GREEN 08/17/2023 80143624,177.00Regular 0.00 2339 Invoice 08/17/2023 EMERGENCY MANAGEMENT CONSULTING… 21,835.330.00 2340 Invoice 08/17/2023 LHMP CONSULTING SERVICES JUL 2,341.670.00 10799 JEFFREY DALISAY 08/17/2023 801437200.00Regular 0.00 2002532.021 Invoice 08/17/2023 REFUND PERMIT 5815 200.000.00 10472 JUMP N BOUNCE LLC 08/17/2023 8014381,736.00Regular 0.00 35775-A Invoice 08/17/2023 SUMMER CAMP 8/10 GENERATORS FOR … 518.000.00 35781-A Invoice 08/17/2023 SUMMER CAMP 8/10 GENERATORS FOR … 218.000.00 36329 Invoice 08/17/2023 SUMMER CONCERT ACTIVITY - SLIDE REN… 1,000.000.00 10223 KONICA MINOLTA BUSINESS 08/17/2023 80143934.67Regular 0.00 288558215 Invoice 08/17/2023 COPIER MONTHLY MAINTENANCE JUL CO… 34.670.00 10225 KWIKEY S LOCK AND KEY INC 08/17/2023 801440525.00Regular 0.00 071823 Invoice 08/17/2023 RESTROOM KEY PAD JUL HEROES PARK 140.000.00 071923 Invoice 08/17/2023 DOOR LATCH ADJUSTMENTS JUL LFSP 385.000.00 10807 LAURA'S HOUSE 08/17/2023 801441300.00Regular 0.00 2002544.021 Invoice 08/17/2023 REFUND PERMIT 6403 300.000.00 10235 LOOPNET 08/17/2023 801442356.00Regular 0.00
118029733-1 Invoice 08/17/2023 COMMERCIAL PROPERTIES NOW FRONT-… 356.000.00 10798 MAI-PHONG NGUYEN 08/17/2023 80144315.00Regular 0.00 2002531.021 Invoice 08/17/2023 REFUND HAVANA NIGHTS DANCE 11701 15.000.00 10241 MASTER WASH INC 08/17/2023 801444350.00Regular 0.00 75093 Invoice 08/17/2023 CITY VEHICLE CAR WASH JUL 350.000.00 10801 MATT STEVI 08/17/2023 801445250.00Regular 0.00
2002538.021 Invoice 08/17/2023 REFUND PERMIT 5162 250.000.00 10244 MERCY HOUSE LIVING CENTERS INC 08/17/2023 80144614,383.77Regular 0.00 5001-22-07 Invoice 06/30/2023 CONTRACT HOMELESS OUTREACH SERVIC… 5,179.830.00 5001-23-06 Invoice 06/30/2023 CONTRACT HOMELESS OUTREACH SERVIC… 9,203.940.00 10468 MISSIONSQUARE 08/17/2023 80144710,912.52Regular 0.00 08/04/2023 Invoice 08/17/2023 DEFERRED COMP PPE 08/04/2023 ACCT 3… 10,912.520.00 10257 MUNICIPAL MANAGEMENT ASSOCIATION OF SOUTHERN CALIFORNIA08/17/2023 801448820.00Regular 0.00 07/14/2023 Invoice 08/17/2023 MEMBERSHIP DUES 2023-2024 P. SAMAN… 90.000.00 08/01/2023 Invoice 08/17/2023 MEMBERSHIP DUES 2023-2024 N. RUELAS 90.000.00 7367 Invoice 08/17/2023 MMASC CONFERENCE JUL 2023 J. POOLE 550.000.00 7983 Invoice 08/17/2023 MEMBERSHIP RENEWAL THRU 9/06/2024… 90.000.00 10259 MUSCO SPORTS LIGHTING LLC 08/17/2023 801449475.00Regular 0.00 409219 Invoice 08/17/2023 REMOTE CONTROLLERS JUL 2023 - 24 HE… 475.000.00 THB004892 NICOLE HOUSTON 08/17/2023 80145091.70Regular 0.00 07/28/2023 Invoice 08/17/2023 EXP REIMB MILEAGE MMASC SUMMER SE… 91.700.00 10265 NIEVES LANDSCAPE INC 08/17/2023 801451195,950.94Regular 0.00 74839 Invoice 06/30/2023 INSTALL SOD ALONG PLAYGROUND MAY V… 34,127.000.00 75063 Invoice 08/17/2023 MONTHLY MAINTENANCE JUL PASSIVE PA… 73,736.270.00 75064 Invoice 08/17/2023 MP & SLOPES MONTHLY MAINTENANCE J… 87,261.670.00 75180 Invoice 08/17/2023 INSTALL TREES & STAKES JUL PEACHWOOD… 826.000.00 THB004936 NOEL GOMEZ 08/17/2023 801452101.52Regular 0.00 06/30/2023 Invoice 06/30/2023 EXP REIMB MILEAGE APR - JUN 2023 78.860.00 Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 08/10/2023 Invoice 08/17/2023 EXP REIMB MILEAGE JUL - AUG 2023 22.660.00 10536 ODP BUSINESS SOLUTIONS LLC 08/17/2023 8014532,759.10Regular 0.00 27421284 Invoice 08/17/2023 OPERATING SUPPLIES JUL 2,759.100.00 10280 ORANGE COUNTY SHERIFF S OFFICE 08/17/2023 80145419.79Regular 0.00 08/04/2023 Invoice 08/17/2023 LOF 30-2019-01097622-CL-CL-CJC PPE 8/4… 19.790.00 10291 POSTMASTER 08/17/2023 80145510,000.00Regular 0.00 08/11/2023 Invoice 08/17/2023 BULK MAILING PERMIT # 104 LEAFLET 10,000.000.00 10316 ROSENOW SPEVACEK GROUP INC 08/17/2023 8014561,796.25Regular 0.00 I010627 Invoice 08/17/2023 AFFORDABLE HOUSING CONSULTING JUL 1,796.250.00 10802 SARA CASTRO 08/17/2023 80145795.00Regular 0.00
2002541.021 Invoice 08/17/2023 REFUND PEAK DISTANCE PERFORMANCE … 95.000.00 10805 SOFIA MARTINEZ ALVEREZ 08/17/2023 801458500.00Regular 0.00 2002542.021 Invoice 08/17/2023 REFUND PERMIT 6645 500.000.00 10335 SOUTHERN CALIFORNIA EDISON 08/17/2023 801459137.33Regular 0.00 1549 08/03/2023 Invoice 08/17/2023 PORTOLA PARK UTILITIES JUL 73.390.00 5146 08/03/2023 Invoice 08/17/2023 STREET LIGHT UTILITIES JUL 63.940.00 10340 SPECTRUM SPECIALTIES 08/17/2023 8014601,031.47Regular 0.00 37175 Invoice 08/17/2023 TROPHIES/AWARDS 4TH OF JULY PARADE 1,031.470.00 10505 STUDIO TWO BLACK DIAMOND PRINTING & GRAPHICS08/17/2023 80146170.04Regular 0.00 100362 Invoice 08/17/2023 BUSINESS CARDS (A GRIJALVA) 70.040.00 10360 THE HARTFORD 08/17/2023 8014625,251.30Regular 0.00 457997633599 Invoice 08/17/2023 LIFE, AD&D PREMIUMS AUG 2023 5,251.300.00 10366 THOMAS J O CONNELL 08/17/2023 8014632,663.72Regular 0.00 INV-2023-166 Invoice 06/30/2023 REPAIR CONF RM A&B JUN LFSP 2,210.160.00 INV-2023-169 Invoice 08/17/2023 REPROGRAM/REWIRE SNACK BAR LIGHTS … 226.200.00 INV-22023-137 Invoice 06/30/2023 REPAIR OUTLET IN BACK STOP MAR HERO… 227.360.00 10385 UNDERGROUND SERVICE ALERT OF 08/17/2023 801464199.00Regular 0.00 720230384 Invoice 08/17/2023 UNDERGROUND SERVICES ALERT JULY 20… 199.000.00 10391 US BANK PARS 08/17/2023 8014653,066.43Regular 0.00 08/04/2023 Invoice 08/17/2023 PARS CONT PPE 08/04/2023 3,066.430.00 10392 US DEPT OF TREASURY 08/17/2023 801466888.03Regular 0.00 08/04/2023 Invoice 08/17/2023 AGENCY TRACKING WG2122418 PPE 8/4/… 888.030.00 10800 VCI EVENT TECHNOLOGY INC 08/17/2023 80146750.00Regular 0.00 2002537.021 Invoice 08/17/2023 REFUND PERMIT 6584 50.000.00 10806 VENKATARAMAN ELAPULLY 08/17/2023 801468327.50Regular 0.00 2002543.021 Invoice 08/17/2023 REFUND PERMIT 6354 327.500.00 10398 VERIZON WIRELESS 08/17/2023 8014691,341.58Regular 0.00 9939505283 Invoice 08/17/2023 CELLULAR PHONES & DATA SERVICE JUL 2… 1,341.580.00 10506 WEST COAST ARBORISTS INC 08/17/2023 8014702,600.00Regular 0.00 202827 Invoice 08/17/2023 TREE MAINTENANCE 07/16 - 07/31 2,600.000.00 10450 WHITE MECHANICAL INC 08/17/2023 801471550.41Regular 0.00 23-2203 Invoice 08/17/2023 AC TROUBLESHOOTING JUL LFSP 550.410.00 10000 A SOURCE OF PRIDE 08/24/2023 80147250.86Regular 0.00 9110699 Invoice 08/24/2023 UNIFORM NAMETAGS OCSD MIER, MELE… 50.860.00 10001 ABTECH TECHNOLOGIES INC 08/24/2023 80147317,318.87Regular 0.00 2308012-IN Invoice 08/24/2023 CIVIC CENTER NETWORK SWITCH ANNUAL… 17,106.020.00 Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount W204321-IN Invoice 08/24/2023 SHAREPOINT/TEAMS CLOUD BACKUP 6/1/… 212.850.00 10006 ADT SECURITY SERVICES 08/24/2023 80147464.47Regular 0.00 1007324963 Invoice 08/24/2023 SKATE PARK SECURITY 8/19 - 9/18 64.470.00 10017 ALL CITY MANAGEMENT 08/24/2023 8014754,853.91Regular 0.00 86282 Invoice 06/30/2023 CROSSING GUARD SERVICES 05/28 - 06/10 4,853.910.00 10020 ALLISON MECHANICAL INC 08/24/2023 8014763,969.68Regular 0.00 83711 Invoice 08/24/2023 REPAIR A/C DRAIN LINES AUG LFSP 3,969.680.00 10034 ANNEALTA GROUP 08/24/2023 801477960.00Regular 0.00 2892 Invoice 06/30/2023 DEVELOPMENT COMPLIANCE INSPECTION … 960.000.00 10042 ASSURED TELEMATICS INC 08/24/2023 801478291.00Regular 0.00 112853 Invoice 08/24/2023 FLEET GPS UNITS AUG 291.000.00 10058 BLAIR S TOWING 08/24/2023 801479125.00Regular 0.00 23-28259 Invoice 06/30/2023 TOWING 2012 FORD F-550 TRUCK 3/21 125.000.00 10069 CALIFORNIA BUILDING STANDARDS 08/24/2023 8014801,740.60Regular 0.00 08/15/2023 Invoice 08/24/2023 GREEN BUILDING FEES APR - JUN 2023 SE… 1,740.600.00 10087 CARRIER JOHNSON 08/24/2023 801481352.50Regular 0.00 40371 Invoice 08/24/2023 CDBG-CV PATIO COVER JUL 2023 352.500.00 10093 CITY OF IRVINE 08/24/2023 8014827,466.40Regular 0.00 217627 Invoice 08/24/2023 SHARED ENERGY & MAINTENANCE COSTS … 7,466.400.00 10815 CLAUDIO INGRASSIA 08/24/2023 801483124.00Regular 0.00 RESB-05-23-60279 Invoice 08/24/2023 RFUND C&D ADMIN FEE CHARGED IN ERR… 124.000.00 10109 COUNTY OF ORANGE TREASURER TAX 08/24/2023 80148414,986.00Regular 0.00 SH 65957 Invoice 08/24/2023 AFIS FINGERPRINTS AUG 3,149.000.00 STCS002334 Invoice 08/24/2023 QUARTERLY COST ALLOCATION JUL - SEP … 11,837.000.00 10415 CREATIVE KIDS PLAYHOUSE THEATER OF ORANGE COUNTY08/24/2023 8014852,240.70Regular 0.00 11774 Invoice 08/24/2023 SUMMER INSTRUCTOR PAYMENT 2,240.700.00 10113 CROWN FACILITY SOLUTIONS 08/24/2023 8014862,004.23Regular 0.00 1901 Invoice 06/30/2023 JANITORIAL SERVICES PAC PERMIT R6415 … 413.600.00 1902 Invoice 06/30/2023 JANITORIAL SERVICES PAC PERMIT R6268 … 349.830.00 1907 Invoice 06/30/2023 JANITORIAL SERVICES PAC PERMIT R5978 … 413.600.00 1909 Invoice 06/30/2023 JANITORIAL SERVICES PAC PERMIT R6124 … 413.600.00 2201 Invoice 08/24/2023 JANITORIAL SERVICES PAC PERMIT R6127 … 413.600.00 10121 DEPARTMENT OF CONSERVATION 08/24/2023 8014875,516.06Regular 0.00 08/15/2023 Invoice 08/24/2023 STRONG MOTION INSTRUMENTATION APR… 5,516.060.00 10122 DEPARTMENT OF JUSTICE 08/24/2023 801488147.00Regular 0.00 673389 Invoice 08/24/2023 PRE-EMPLOYMENT FINGERPRINT JUL 2023 147.000.00 10810 DIVERSIFIED OPPORTUNITIES INC 08/24/2023 801489550.00Regular 0.00 13267 Invoice 08/24/2023 SUMMER ACTIVITY 07/20 550.000.00 10128 DMC ENGINEERING INC 08/24/2023 80149047.68Regular 0.00 06-23-026 Invoice 06/30/2023 1299-05 BROKEN BOW DRAINAGE REPAIR … 47.680.00 10138 ELEGANT CONSTRUCTION INC 08/24/2023 80149147,114.39Regular 0.00 PROGRESS PAYM… Invoice 08/24/2023 RENO BORREGO/RANCHO SERRANO/REG… 47,114.390.00 10816 FOREST RIDGE PLAZA LLC 08/24/2023 80149220.00Regular 0.00 COMB-08-23-611…Invoice 08/24/2023 REFUND CASH OVERPAYMENT 8/17/23 20.000.00 10811 GARETH THOMAS 08/24/2023 801493250.00Regular 0.00 2002553.021 Invoice 08/24/2023 REFUND PERMIT 5773 250.000.00 Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 10813 GRETCHEN SHOEMAKER 08/24/2023 80149415.00Regular 0.00 2002551.021 Invoice 08/24/2023 REFUND HAVANA NIGHTS AT THE CLUBH… 15.000.00 10181 HDL COREN & CONE 08/24/2023 801495117.50Regular 0.00 SIN030617 Invoice 08/24/2023 CANNABIS MANAGEMENT (TESTING LABS)… 117.500.00 10454 INNOVATIVE CLEANING SERVICES INC 08/24/2023 80149632,383.63Regular 0.00 27905 Invoice 08/24/2023 MONTHLY JANITORIAL SERVICES CIVIC CE… 32,383.630.00 10203 JAMEY CLARK INC 08/24/2023 80149740,064.14Regular 0.00 74032 Invoice 08/24/2023 INSTALL FOUNTAINS JUL CONCOURSE & T… 17,575.000.00 74060 Invoice 08/24/2023 RESTROOM PLUMBING REPAIR JUL MOUN… 178.340.00 74062 Invoice 08/24/2023 REPAIR DRINKING FOUNTAIN JUL LFSP 89.170.00 74063 Invoice 08/24/2023 REPAIR PLAYGROUND EQUIPMENT JUL LF… 111.460.00 74064 Invoice 08/24/2023 REPAIR EXERCISE EQUIPMENT JUL CONCO… 222.930.00 74065 Invoice 08/24/2023 REPAIR SWING JUL RANCHWOOD PARK 645.740.00 74109 Invoice 08/24/2023 RESTROOM PLUMBING REPAIR JUL MOUN… 89.170.00 74110 Invoice 08/24/2023 RESTROOM PLUMBING REPAIRS JUL LFSP 380.220.00 74125 Invoice 08/24/2023 PLAYGROUND/FITNESS EQUIPMENT INSP… 1,575.000.00 74126 Invoice 08/24/2023 PLAYGROUND INSPECTIONS JUL ALL PARKS 13,306.650.00 74127 Invoice 08/24/2023 REMOVE BROKEN MIRROR JUL LFSP 267.510.00 74159 Invoice 08/24/2023 RESTROOM PLUMBING REPAIRS AUG BAK… 200.630.00 74166 Invoice 08/24/2023 RESTROOM REPAIRS AUG LFSP 172.240.00 74169 Invoice 08/24/2023 PLAYGROUND REPAIRS & LABELS AUG PIT… 356.400.00 74171 Invoice 08/24/2023 REPLACE PLAYGROUND WARNING LABELS… 267.220.00 74172 Invoice 08/24/2023 REPLACE BBQ & SWING CHAIN AUG MOU… 712.780.00 74173 Invoice 08/24/2023 REPAIR BATTING CAGE FENCE AUG HEROE… 156.050.00 74174 Invoice 08/24/2023 REPLACE BBQ AUG FOOTHILL RANCH PARK 312.100.00 74175 Invoice 08/24/2023 REPLACE STRAP SEAT CHAINS/CONNECTO… 590.170.00 74176 Invoice 08/24/2023 REPLACE LABELS ON SWINGS AUG RANC… 53.390.00 74177 Invoice 08/24/2023 REPLACE WARNING LABELS AUG TAMARIS… 105.670.00 74178 Invoice 08/24/2023 REPLACE WARNING LABELS AUG PORTOLA… 105.670.00 74179 Invoice 08/24/2023 REPLACE LABELS ON 512 COMP AUG PEA… 105.670.00 74182 Invoice 08/24/2023 REPLACE WARNING LABELS AUG SUNDO… 111.170.00 74183 Invoice 08/24/2023 REPLACE WARNING LABELS AUG MOUNTA… 105.670.00 74196 Invoice 08/24/2023 REPAIR DOG FOUNTAIN BOWL AUG LAKE … 206.290.00 74197 Invoice 08/24/2023 REPLACED MESH PANELS AUG BARKER RA… 2,061.830.00 THB001772 JONATHAN VOLZKE 08/24/2023 8014981,300.00Regular 0.00 08/17/2023 Invoice 08/24/2023 EXP REIMB POSTAGE FOR LEAFLET MAILI… 1,300.000.00 10429 KAYUGA SOLUTION INC 08/24/2023 80149926,615.08Regular 0.00 INV-LF-AMP-008 /…Invoice 06/30/2023 ASSET MANAGEMENT FY 22-23 13,307.500.00 INV-LF-AMP-008 /…Invoice 08/24/2023 ASSET MANAGEMENT FY 23-24 13,307.580.00 10220 KIDDER MATHEWS OF CALIFORNIA 08/24/2023 80150046,343.99Regular 0.00 KMCA6864 Invoice 08/24/2023 CIVIC CENTER MAINTENANCE JUL 46,343.990.00 10495 KONICA MINOLTA 08/24/2023 801501224.93Regular 0.00 42977262 Invoice 08/24/2023 C300I COPIER LEASE COMM CTR SEP 224.930.00 10223 KONICA MINOLTA BUSINESS 08/24/2023 801502474.42Regular 0.00 9009491284 Invoice 08/24/2023 COPIER MONTHLY MAINT - HP PRINTERS (… 474.420.00 10228 LAKE FOREST CHAMBER OF COMMERCE 08/24/2023 8015038,750.00Regular 0.00 BW107222023 Invoice 08/24/2023 BEER & WINE GARDEN 7/22 PAYMENT 1 O… 2,000.000.00 Q108072023 Invoice 08/24/2023 CITY CHAMBER CONTRACT 1ST QTR PAYM… 6,750.000.00 10229 LAKE FOREST EXPRESS WASH 08/24/2023 80150430.00Regular 0.00 1098 Invoice 08/24/2023 VEHICLE WASH JUL 30.000.00
10812 MAHTABUDDIN AHMED 08/24/2023 801505600.00Regular 0.00 2002552.021 Invoice 08/24/2023 REFUND PERMIT 6236 600.000.00 Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 10238 MARINA AGUILERA 08/24/2023 8015061,360.00Regular 0.00 08/17/2023 Invoice 08/24/2023 CARICATURES FOR SPOOKTACULAR 10/28 1,360.000.00 10250 MONOGRAM MAGIC 08/24/2023 80150745.23Regular 0.00 11094 Invoice 08/24/2023 CITY COUNCIL ATTIRE B. YU AUG 45.230.00 10262 NEOGOV 08/24/2023 8015084,305.04Regular 0.00
INV-34747-A Invoice 08/24/2023 ANNUAL SUBSCRIPTION FOR ONBOARD 9/… 4,305.040.00 10273 OCCUPATIONAL HEALTH CENTERS 08/24/2023 801509230.00Regular 0.00 80075339 Invoice 08/24/2023 PRE-EMPLOYMENT PHYSICAL & TESTING … 179.000.00 80143828 Invoice 08/24/2023 PRE-EMPLOYMENT PHYSICAL & TESTING … 51.000.00 10274 OCEAN BLUE ENVIRONMENTAL 08/24/2023 8015101,021.00Regular 0.00 38616 Invoice 08/24/2023 PROFESSIONAL SERVICES 7/07 CRIME SCE… 1,021.000.00 10276 ONWARD ENGINEERING 08/24/2023 8015115,117.50Regular 0.00 7049 Invoice 08/24/2023 LAKE FOREST DR RESURFACING JUL 3,277.500.00 7050 Invoice 08/24/2023 TRABUCO RD RESURFACING JUL 1,840.000.00 10287 PITNEY BOWES INC 08/24/2023 801512899.21Regular 0.00 3106201757 Invoice 08/24/2023 POSTAGE METER LEASE 05/28/2023 - 08/… 899.210.00 10300 QUALITY CODE PUBLISHING 08/24/2023 8015133,011.00Regular 0.00 GC0010913 Invoice 06/30/2023 MUNICIPAL CODE SUPPLEMENTAL SERVICE 2,235.000.00 GC0011179 Invoice 06/30/2023 MUNICIPAL CODE SUPPLEMENTAL SERVICE 776.000.00 10477 READWRITE EDUCATIONAL SOLUTIONS INC 08/24/2023 8015146,165.60Regular 0.00 11784 Invoice 08/24/2023 SUMMER EDUCATION DEVELOPMENT INS… 476.700.00 11785 Invoice 08/24/2023 SUMMER EDUCATION DEVELOPMENT INS… 946.400.00 11788 Invoice 08/24/2023 SUMMER EDUCATION DEVELOPMENT INS… 1,183.000.00 11789 Invoice 08/24/2023 SUMMER EDUCATION DEVELOPMENT INS… 1,301.300.00 11793 Invoice 08/24/2023 SUMMER EDUCATION DEVELOPMENT INS… 1,068.200.00 11795 Invoice 08/24/2023 SUMMER EDUCATION DEVELOPMENT INS… 1,190.000.00 10310 RF DICKSON CO INC 08/24/2023 801515143,192.36Regular 0.00 2511738DS Invoice 08/24/2023 ARTERIAL/RES SWEEPING JAN 27,310.160.00 2511780DS Invoice 08/24/2023 ARTERIAL/RES SWEEPING FEB 27,694.550.00 2511824DS Invoice 08/24/2023 ARTERIAL/RES SWEEPING MAR 22,746.870.00 2511869DS Invoice 08/24/2023 ARTERIAL/RES SWEEPING APR 30,980.260.00 2511907DS Invoice 08/24/2023 ARTERIAL/RES SWEEPING MAY 30,980.260.00 2511947DS Invoice 08/24/2023 ARTERIAL/RES SWEEPING JUN 3,480.260.00 10719 RINCON CONSULTANTS INC 08/24/2023 8015163,718.00Regular 0.00 50042 Invoice 08/24/2023 NOISE POLICY & STANDARDS UPDATE CO… 3,718.000.00 10814 ROCKETOLOGY LLC 08/24/2023 8015172,664.00Regular 0.00 2480 Invoice 08/24/2023 STRETCHY SLIME BOOTH SPOOKTACULAR … 2,664.000.00 10717 SAN BERNARDINO COUNTY 08/24/2023 801518300.00Regular 0.00 EVC54760 Invoice 06/30/2023 DRIVER PIT TRAINING 3/17 DEPUTY JOHN… 300.000.00 10334 SOUTH COUNTY PLUMBING INC 08/24/2023 8015195,835.00Regular 0.00 24762 Invoice 08/24/2023 REPAIR DRINKING FOUNTAIN JUL ALTON … 975.000.00 24788 Invoice 08/24/2023 REPAIR WATER LINE JUL ALTON PARK 3,250.000.00 24917 Invoice 08/24/2023 RESTROOM REPAIRS SOCCER FIELD JUL LF… 350.000.00 25022 Invoice 08/24/2023 RESTROOM PLUMBING REPAIRS JUL PORT… 810.000.00 25032 Invoice 08/24/2023 POND PUMP REVIEW JUL VETERANS PARK 450.000.00 10335 SOUTHERN CALIFORNIA EDISON 08/24/2023 801520112,146.06Regular 0.00 3106 08/03/2023 Invoice 08/24/2023 STREET LIGHT UTILITIES JUL 105,281.300.00 8114 08/08/2023 Invoice 08/24/2023 CIVIC CENTER UTILITIES JUL 6,864.760.00 10337 SOUTHERN CALIFORNIA NEWS GROUP 08/24/2023 8015211,631.53Regular 0.00 Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 0000570442 Invoice 08/24/2023 PUBLIC NOTICES JUL 1,631.530.00 10359 THE GAS COMPANY 08/24/2023 801522594.49Regular 0.00 2943 08/09/2023 Invoice 08/24/2023 SPORTS PARK UTILITIES JUL 66.370.00 9109 08/08/2023 Invoice 08/24/2023 CIVIC CENTER UTILITIES JUL 528.120.00 10362 THE PET ADOPTION CENTER OF 08/24/2023 8015239,500.00Regular 0.00 1007 Invoice 06/30/2023 PET ADDOPTION SERVICES AND EDUCATI… 9,500.000.00 10390 US BANK CORPORATE PAYMENT 08/24/2023 80152443,080.97Regular 0.00 4348 2023-07-26 Invoice 08/24/2023 CAL-CARD PURCHASES JULY 42,241.730.00 6249 2023-07-26 Invoice 08/24/2023 CAL-CARD PURCHASES JULY 839.240.00 10405 VOYAGER FLEET SYSTEMS INC 08/24/2023 8015261,954.53Regular 0.00 8690611272330 Invoice 08/24/2023 CITY VEHICLE FUEL JUL 1,954.530.00 10481 YIFTEE INC 08/24/2023 801527564,000.00Regular 0.00 5058 Invoice 08/24/2023 COMMUNITY GIFT CARD PROGRAM BOGO… 564,000.000.00 10000 A SOURCE OF PRIDE 08/31/2023 801528135.75Regular 0.00 9110643 Invoice 06/30/2023 UNIFORM NAMETAGS OCSD CALLAHAN H… 50.530.00 9110654 Invoice 06/30/2023 UNIFORM NAMETAGS OCSD BERRYMAN 28.120.00 9110658 Invoice 06/30/2023 UNIFORM NAMETAGS OCSD STEDMAN 28.120.00 9110702 Invoice 08/31/2023 UNIFORM NAMETAGS OCSD DEBOLT 28.980.00 10006 ADT SECURITY SERVICES 08/31/2023 801529235.14Regular 0.00 1004887860 Invoice 08/31/2023 SECURITY MONITORING 8/06 - 11/05 SPO… 235.140.00 10007 ADVANTAGE MAILING LLC 08/31/2023 80153031,512.77Regular 0.00 189583 Invoice 08/31/2023 LEAFLET / REC GUIDE PRINTING JUL 31,512.770.00 10723 AESTHETIC CLIMBING GYM LLC 08/31/2023 8015312,012.50Regular 0.00 11878 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 882.000.00 11881 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 850.500.00 11882 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 280.000.00 10009 AGE WELL SENIOR SERVICES 08/31/2023 8015324,365.90Regular 0.00 0723 Invoice 08/31/2023 SENIOR MOBILITY PROGRAM JUL 4,365.900.00 10025 AMERICAN FIDELITY ASSURANCE 08/31/2023 8015332,615.68Regular 0.00 2222084F Invoice 08/31/2023 MED DEP CARE PPE 08/04/2023 2,615.680.00 10026 AMERICAN FIDELITY ASSURANCE CO 08/31/2023 801534505.18Regular 0.00 D626763 Invoice 08/31/2023 OPTIONAL INSURANCE AUG 2023 505.180.00 10490 AMY HARPER 08/31/2023 801535588.00Regular 0.00
11752 Invoice 08/31/2023 SUMMER YIN YOGA INSTRUCTOR PAYME… 588.000.00 10033 ANGELA VELEZ 08/31/2023 801536476.00Regular 0.00
11766 Invoice 08/31/2023 SUMMER ZUMBA GOLD CLASS INSTRUCT… 21.000.00 11767 Invoice 08/31/2023 SUMMER ZUMBA GOLD CLASS INSTRUCT… 315.000.00 11772 Invoice 08/31/2023 SUMMER ZUMBA GOLD CLASS INSTRUCT… 140.000.00 10037 AQUABIO ENVIRONMENTAL 08/31/2023 8015373,095.00Regular 0.00 101801 Invoice 08/31/2023 LAKE MAINTENANCE AUG VETERANS PARK 3,095.000.00 10043 AT&T 08/31/2023 8015381,287.10Regular 0.00
3944 5820531805 Invoice 08/31/2023 INTERNET SERVICE AUG/SEP 1,287.100.00 10044 AT&T CALNET3 08/31/2023 801539592.03Regular 0.00
189 0000203456… Invoice 08/31/2023 PARK UTILITIES JUL 79.260.00 257 0000203401… Invoice 08/31/2023 MPS UTILITIES JUL 134.600.00 339 0000203887… Invoice 08/31/2023 ANALOG PHONE LINES AUG CIVIC CENTER 378.170.00 10051 BARRIOS & ASSOCIATES LLC 08/31/2023 80154013,000.00Regular 0.00 2305-433 Invoice 06/30/2023 SWLF OUTREACH APRIL 2023 6,500.000.00 Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 2306-467 Invoice 06/30/2023 SWLF OUTREACH MAY 2023 6,500.000.00 10062 BRIGHTVIEW LANDSCAPE SERVICES 08/31/2023 801541146,442.01Regular 0.00 8531254 Invoice 08/31/2023 LFSP MONTHLY MAINTENANCE AUG 56,725.030.00 8531255 Invoice 08/31/2023 SPORTS PARKS MONTHLY MAINTENANCE … 81,146.130.00 8531266 Invoice 08/31/2023 CIVIC CENTER MONTHLY MAINTENANCE … 3,625.000.00 8533575 Invoice 08/31/2023 FENCE REPAIR JUL REGENCY PARK 3,179.180.00 8533594 Invoice 08/31/2023 REMOVE PLANT MATERIAL JUL HEROES P… 1,766.670.00 10074 CALIFORNIA STATE DISBURSEMENT 08/31/2023 801542147.70Regular 0.00 PPE 08/18/2023 Invoice 08/31/2023 REMIT ID 200000002413681 SDU/TRIBAL … 147.700.00 10075 CALIFORNIA YELLOW CAB 08/31/2023 801543788.48Regular 0.00 7508023 Invoice 08/31/2023 SENIOR TRANSPORTATION JUL 788.480.00 10079 CALPERS LONG TERM CARE PROGRAM 08/31/2023 801544238.85Regular 0.00 15010605 Invoice 08/31/2023 EE CONT PPE 09/01/2023 238.850.00 10084 CARAHSOFT TECHNOLOGY CORP 08/31/2023 8015455,250.00Regular 0.00 34837025INV Invoice 08/31/2023 LINKEDIN LEARNING SUBSCRIPTION 5,250.000.00 10095 CITY OF LAKE FOREST SUNSHINE CLUB 08/31/2023 801546206.50Regular 0.00 08/18/2023 Invoice 08/31/2023 EE CONT PPE 08/18/2023 206.500.00 10459 CLICKSTART DOG TRAINING ACADEMY LLC 08/31/2023 801547920.50Regular 0.00 11758 Invoice 08/31/2023 SUMMER DOG TRAINING INSTRUCTOR PA… 920.500.00 10109 COUNTY OF ORANGE TREASURER TAX 08/31/2023 8015481,631,680.35Regular 0.00 SH 66223 Invoice 08/31/2023 LAW ENFORCEMENT SEP 1,631,680.350.00 10113 CROWN FACILITY SOLUTIONS 08/31/2023 8015493,454.84Regular 0.00 2193 Invoice 08/31/2023 JANITORIAL SERVICES COMM CTR PERMIT… 729.590.00 2194 Invoice 08/31/2023 JANITORIAL SERVICES COMM CTR PERMIT… 458.890.00 2199 Invoice 08/31/2023 JANITORIAL SERVICES COMM CTR PERMIT… 498.490.00 2200 Invoice 08/31/2023 JANITORIAL SERVICES COMM CTR PERMIT… 498.490.00 2216 Invoice 08/31/2023 JANITORIAL SERVICES COMM CTR PERMIT… 770.890.00 2217 Invoice 08/31/2023 JANITORIAL SERVICES COMM CTR PERMIT… 498.490.00 10658 DARCIE MAGINO 08/31/2023 801550820.00Regular 0.00 2002554.021 Invoice 08/31/2023 REFUND PERMIT 6127 820.000.00 10781 DELTA ELECTRIC LLC 08/31/2023 80155165,360.00Regular 0.00 PROGRESS PAYM… Invoice 08/31/2023 PORTOLA PARK LIGHTING JUL 65,360.000.00 10514 DJE SOUND & LIGHTING INC 08/31/2023 8015528,768.66Regular 0.00 INV-00545 Invoice 08/31/2023 STAGE & SOUND FOR CONCERT 8/26 LFSP 8,768.660.00 10139 ELENA SALISBURY 08/31/2023 8015534,739.00Regular 0.00 11704 Invoice 08/31/2023 SUMMER MUSIC TOGETHER INSTRUCTOR … 1,351.000.00 11705 Invoice 08/31/2023 SUMMER MUSIC TOGETHER INSTRUCTOR … 1,347.500.00 11706 Invoice 08/31/2023 SUMMER MUSIC TOGETHER INSTRUCTOR … 686.000.00 11707 Invoice 08/31/2023 SUMMER MUSIC TOGETHER INSTRUCTOR … 1,354.500.00 10156 FEDEX 08/31/2023 80155447.88Regular 0.00
8-228-07062 Invoice 08/31/2023 OVERNIGHT SHIPPING 47.880.00 10165 FRANCHISE TAX BOARD 08/31/2023 801555100.00Regular 0.00 08/18/2023 Invoice 08/31/2023 CASE 572751014 PPE 08/18/2023 100.000.00 10771 GLEE MUSIC ACADEMY 08/31/2023 8015561,385.30Regular 0.00 11863 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 485.100.00 11864 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 277.200.00 11866 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 69.300.00 11869 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 207.900.00 11870 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 69.300.00 Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 11872 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 110.600.00 11873 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 165.900.00 10181 HDL COREN & CONE 08/31/2023 8015575,312.50Regular 0.00 SIN030717 Invoice 08/31/2023 1ST QTR 23/24 CONTRACT SERVICES - PRO… 5,312.500.00 10186 ICF JONES & STOKES INC 08/31/2023 8015581,506.75Regular 0.00 INV-00000068127 Invoice 08/31/2023 CIVIC CENTER MITIGATION JUL 1,506.750.00 10593 IPERMIT 08/31/2023 801559140.39Regular 0.00
RMECH-07-23-60… Invoice 08/31/2023 REFUND CANCELLED PERMIT 140.390.00 10196 IRV SEAVER MOTORCYCLES 08/31/2023 8015602,710.95Regular 0.00 20231866 Invoice 08/31/2023 VEHICLE REPAIR 8/17 WB10J6305L6D1473… 391.820.00 20231882 Invoice 08/31/2023 VEHICLE REPAIR 8/18 2022 BMW WB10L0… 2,319.130.00 10203 JAMEY CLARK INC 08/31/2023 8015616,607.84Regular 0.00 74195 Invoice 08/31/2023 REPAIR DRINKING FOUNTAIN AUG EL TOR… 133.760.00 74200 Invoice 08/31/2023 CUT LAGS ON FENCE AUG EL TORO PARK 156.050.00 74201 Invoice 08/31/2023 INSTALL PLAYGROUND WARNING LABELS … 133.760.00 74202 Invoice 08/31/2023 INSTALL LABELS ON PLAYGROUND EQUIP… 133.760.00 74203 Invoice 08/31/2023 ADJUST CABLE TENSION ON FENCE AUG P… 267.510.00 74204 Invoice 08/31/2023 REPAIR RESTROOM DOOR PLATES AUG PI… 178.340.00 74205 Invoice 08/31/2023 REPLACE LIGHT PLATE AUG PITTSFORD PA… 170.010.00 74207 Invoice 08/31/2023 RESTROOM PLUMBING REPAIRS AUG BAK… 302.720.00 74211 Invoice 08/31/2023 REPAIR SIDEWALK AT BB COURT AUG BOR… 414.790.00 74217 Invoice 08/31/2023 PLAYGROUND REPAIRS AUG MOUNTAIN V… 401.280.00 74218 Invoice 08/31/2023 REPAIR DOG WATER FOUNTAIN AUG PITT… 245.220.00 74219 Invoice 08/31/2023 INSTALL HARDWARE FOR SIGN AUG CHER… 156.050.00 74220 Invoice 08/31/2023 REPAIR DRINKING FOUNTAINS AUG BAKER… 178.340.00 74223 Invoice 08/31/2023 REPAIR FAUCET AUG MOUNTAIN VIEW PA… 406.700.00 74224 Invoice 08/31/2023 REPLACE VENT IN RESTROOM AUG EL TO… 401.920.00 74225 Invoice 08/31/2023 REPAIR DRINKING FOUNTAIN AUG SERRA… 445.850.00 74226 Invoice 08/31/2023 REMOVE CEMENT FOOTING AUG FOOTHIL… 1,337.550.00 74227 Invoice 08/31/2023 REPAIR DRINKING FOUNTAIN AUG ALTON … 742.960.00 74228 Invoice 08/31/2023 REPAIR DOG BOWL FOUNTAIN AUG PEAC… 156.050.00 74237 Invoice 08/31/2023 REPLACE TENNIS COURT NET AUG EL TORO… 245.220.00 10448 KARI HALL DBA OC PARTY COMPANY 08/31/2023 8015621,043.00Regular 0.00 2491 Invoice 08/31/2023 SPOOKTACULAR FACE PAINTING 10/28 & … 1,043.000.00 10217 KENNETH CHAI 08/31/2023 8015631,463.00Regular 0.00 11750 Invoice 08/31/2023 SUMMER YOUTH TRACK INSTRUCTOR PA… 798.000.00 11751 Invoice 08/31/2023 SUMMER YOUTH TRACK INSTRUCTOR PA… 665.000.00 10224 KONICA MINOLTA PREMIER FINANCE 08/31/2023 8015641,011.43Regular 0.00 80785903 Invoice 08/31/2023 COPIER LEASE 9/08 - 10/07 1,011.430.00 10226 L & M AUTOMOTIVE 08/31/2023 801565170.70Regular 0.00 52251 Invoice 08/31/2023 VEHICLE MAINTENANCE AUG 2017 SUBA… 170.700.00 10818 LAURA BLAUL 08/31/2023 801566500.00Regular 0.00
2002555.021 Invoice 08/31/2023 REFUND PERMIT 6755 500.000.00 10236 LSA ASSOCIATES INC 08/31/2023 8015673,030.00Regular 0.00 189778 Invoice 08/31/2023 ENVIRONMENTAL CONSULTING SERVICES… 3,030.000.00 10819 M AND C BUILDING DESIGNS 08/31/2023 801568485.83Regular 0.00 RESB-05-22-54439 Invoice 08/31/2023 REFUND CANCELLED PERMIT 485.830.00 10240 MARYAM STEVENSON 08/31/2023 8015691,748.25Regular 0.00 11763 Invoice 08/31/2023 SUMMER BOOT CAMP INSTRUCTOR PAY… 916.650.00 11765 Invoice 08/31/2023 SUMMER BOOT CAMP INSTRUCTOR PAY… 831.600.00 Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 10241 MASTER WASH INC 08/31/2023 801570400.00Regular 0.00 75358 Invoice 08/31/2023 CAR WASH - CITY VEHICLES AUG 400.000.00 10468 MISSIONSQUARE 08/31/2023 80157110,912.52Regular 0.00 08/18/2023 Invoice 08/31/2023 DEFERRED COMP PPE 08/18/2023 ACCOU… 10,912.520.00 10257 MUNICIPAL MANAGEMENT ASSOCIATION OF SOUTHERN CALIFORNIA08/31/2023 801572180.00Regular 0.00 08/18/2023 Invoice 08/31/2023 MEMBERSHIP DUES 2023-2024 H HAIRRELL 90.000.00 8055 Invoice 08/31/2023 MEMBERSHIP RENEWAL THRU 9/15/2024 … 90.000.00 10276 ONWARD ENGINEERING 08/31/2023 8015734,199.93Regular 0.00 7051 Invoice 08/31/2023 PHASE 14 ADA RAMPS JUL 2023 4,199.930.00 10315 RON GORMAN 08/31/2023 801574388.50Regular 0.00
11756 Invoice 08/31/2023 SUMMER GUITAR INSTRUCTOR PAYMENT 235.900.00 11757 Invoice 08/31/2023 SUMMER GUITAR INSTRUCTOR PAYMENT 152.600.00 10817 SAMINA RAFIQ 08/31/2023 801575200.00Regular 0.00
2002559.021 Invoice 08/31/2023 REFUND PERMIT 6534 200.000.00 10325 SHELTERCLEAN SERVICES INC 08/31/2023 8015763,127.91Regular 0.00 745061 Invoice 08/31/2023 BUS SHELTER MAINTENANCE JUL 3,127.910.00 10327 SKYHAWKS SPORTS ACADEMY 08/31/2023 80157720,284.60Regular 0.00 11759 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,043.000.00 11760 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,050.000.00 11761 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,046.500.00 11764 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 942.200.00 11768 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,251.600.00 11770 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,227.800.00 11771 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 104.300.00 11773 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,046.500.00 11775 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 740.600.00 11776 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 528.500.00 11777 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 625.800.00 11779 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 312.900.00 11780 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 521.500.00 11781 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,043.000.00 11783 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,050.000.00 11786 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,046.500.00 11892 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 634.900.00 11899 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 868.000.00 11900 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 2,170.000.00 11902 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 861.000.00 11903 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,151.500.00 11904 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 1,004.500.00 11905 Invoice 08/31/2023 SUMMER CLASS INSTRUCTOR PAYMENT 14.000.00 10329 SO CAL INDUSTRIES 08/31/2023 8015781,137.91Regular 0.00 643784 Invoice 08/31/2023 PORTALET RENTALS SUMMER CONCERTS 1,023.630.00 644846 Invoice 08/31/2023 PORTALET RENTALS HEROES PARK 114.280.00 10335 SOUTHERN CALIFORNIA EDISON 08/31/2023 80157921,461.49Regular 0.00 3611 08/14/2023 Invoice 08/31/2023 PARK UTILITIES JUL PARKS, MPS, LFSP, BUS… 13,443.030.00 5025 08/15/2023 Invoice 08/31/2023 TRAFFIC SIGNAL UTILITIES JUL 8,018.460.00 10505 STUDIO TWO BLACK DIAMOND PRINTING & GRAPHICS08/31/2023 8015801,934.58Regular 0.00 100385 Invoice 08/31/2023 CITY COUNCIL LETTERHEAD 733.780.00 100387 Invoice 08/31/2023 CITY COUNCIL NOTECARDS 617.270.00 100389 Invoice 08/31/2023 CITY COUNCIL NOTECARD ENVELOPES 583.530.00 10346 SUPER SOCCER STARS 08/31/2023 8015818,736.00Regular 0.00 11716 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 161.000.00 Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 11717 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 241.500.00 11718 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 161.000.00 11719 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 486.500.00 11720 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 322.000.00 11721 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 409.500.00 11722 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 241.500.00 11723 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 329.000.00 11724 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 644.000.00 11725 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 241.500.00 11726 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 329.000.00 11728 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 563.500.00 11729 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 241.500.00 11730 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 168.000.00 11731 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 577.500.00 11732 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 80.500.00 11735 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 808.500.00 11740 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 483.000.00 11741 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 402.500.00 11742 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 885.500.00 11745 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 280.000.00 11748 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 357.000.00 11754 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 80.500.00 11755 Invoice 08/31/2023 SUMMER INSTRUCTOR PAYMENT 241.500.00 10347 SUPERIOR PROPERTY SERVICES INC 08/31/2023 8015826,443.33Regular 0.00 17856 Invoice 08/31/2023 PRESSURE WASH LFSP & PARKS JUL 6,443.330.00 10366 THOMAS J O CONNELL 08/31/2023 8015832,563.37Regular 0.00 INV-2023-171 Invoice 08/31/2023 REPAIR LIGHTS ALONG LOS ALISOS JUL EL … 150.800.00 INV-2023-172 Invoice 08/31/2023 RESET CIRCUIT BREAKER JUL VETERANS P… 150.800.00 INV-2023-173 Invoice 08/31/2023 REPAIR CIRCUIT BREAKER JUL MOUNTAIN … 150.800.00 INV-2023-174 Invoice 08/31/2023 REPAIR RESTROOM TIMER JUL LFSP 226.200.00 INV-2023-175 Invoice 08/31/2023 INSTALL PALM TREE LIGHT STRAPS JUL LFSP 1,055.370.00 INV-2023-176 Invoice 08/31/2023 RECONNECT AIR RATING SYSTEM JUL VET… 829.400.00 10370 TOTAL COMPENSATION 08/31/2023 8015841,750.00Regular 0.00 12062 Invoice 08/31/2023 GASB 75 VALUATION SERVICES 1,750.000.00 10391 US BANK PARS 08/31/2023 8015852,375.43Regular 0.00 08/18/2023 Invoice 08/31/2023 PARS CONT PPE 08/18/2023 2,375.430.00 10392 US DEPT OF TREASURY 08/31/2023 801586888.03Regular 0.00 08/18/2023 Invoice 08/31/2023 AGENCY TRACKING WG2122418 PPE 08/1… 888.030.00 10393 US TOO GYMNASTICS 08/31/2023 8015871,921.50Regular 0.00 11797 Invoice 08/31/2023 SUMMER GYMNASTICS INSTRUCTOR PAY… 147.000.00 11799 Invoice 08/31/2023 SUMMER GYMNASTICS INSTRUCTOR PAY… 147.000.00 11800 Invoice 08/31/2023 SUMMER GYMNASTICS INSTRUCTOR PAY… 297.500.00 11802 Invoice 08/31/2023 SUMMER GYMNASTICS INSTRUCTOR PAY… 154.000.00 11803 Invoice 08/31/2023 SUMMER GYMNASTICS INSTRUCTOR PAY… 147.000.00 11804 Invoice 08/31/2023 SUMMER GYMNASTICS INSTRUCTOR PAY… 101.500.00 11805 Invoice 08/31/2023 SUMMER GYMNASTICS INSTRUCTOR PAY… 294.000.00 11809 Invoice 08/31/2023 SUMMER GYMNASTICS INSTRUCTOR PAY… 315.000.00 11811 Invoice 08/31/2023 SUMMER GYMNASTICS INSTRUCTOR PAY… 318.500.00 10398 VERIZON WIRELESS 08/31/2023 8015881,598.90Regular 0.00 9941498782 Invoice 08/31/2023 PARKS PRIVATE VPN FOR CCTV JUL 258.180.00 9941895054 Invoice 08/31/2023 CELLULAR PHONE SERVICE AUG 1,340.720.00 10400 VISION SERVICE PLAN 08/31/2023 8015891,956.54Regular 0.00 818527556 Invoice 08/31/2023 VISION INSURANCE AUG 2023 1,956.540.00 10406 WALLACE & ASSOCIATES 08/31/2023 8015909,407.00Regular 0.00 Item: 7
45 Check Report Date Range: 08/01/2023 - 08/31/2023
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount 18612 Invoice 08/31/2023 CA/CI PORTOLA PARK LIGHTING JUL 9,407.000.00 10820 WESTERN ROOFING SYSTEMS 08/31/2023 801591161.04Regular 0.00 RESB-07-23-60880 Invoice 08/31/2023 REFUND CANCELLED PERMIT 161.040.00 10491 WILLDAN FINANCIAL SERVICES 08/31/2023 801592870.00Regular 0.00 010-55661 Invoice 08/31/2023 COMPREHENSIVE DEVELOPMENT IMPACT … 870.000.00 6,882,855.64Total Regular: 0.00
Item: 7
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount Payment Type: Bank Draft
10080 CALPERS HEALTH BENEFITS BRANCH 08/02/2023 DFT000007191,595.31Bank Draft 0.00 100000017234667 Invoice 08/03/2023 HEALTH INSURANCE AUGUST 2023 91,595.310.00 10076 CALPERS EMPLOYER SVCS 08/03/2023 DFT000007250,938.31Bank Draft 0.00 07/21/2023 Invoice 08/03/2023 RETIREMENT CONTRIBUTIONS PPE 07/21/… 50,938.310.00 10076 CALPERS EMPLOYER SVCS 08/14/2023 DFT000007550,991.85Bank Draft 0.00 08/04/2023 Invoice 08/14/2023 RETIREMENT CONTRIBUTIONS PPE 08/04/… 50,991.850.00 10004 ADP 08/04/2023 DFT00000781,633.27Bank Draft 0.00
638967493 Invoice 08/04/2023 ADP TIME AND ATTENDANCE 1,633.270.00 10004 ADP 08/04/2023 DFT00000791,601.10Bank Draft 0.00
638967919 Invoice 08/04/2023 WORKFORCE NOW HCM PE 07/10/2023 1,601.100.00 10004 ADP 08/04/2023 DFT00000802,002.50Bank Draft 0.00
638967320 Invoice 08/04/2023 PROCESSING CHARGES FOR PE 7/7, 7/13, … 2,002.500.00 10076 CALPERS EMPLOYER SVCS 08/30/2023 DFT000008151,127.70Bank Draft 0.00 08/18/2023 Invoice 08/30/2023 RETIREMENT CONTRIBUTIONS PPE 08/18/… 51,127.700.00 10077 CALPERS FINANCIAL REPORTING 08/30/2023 DFT0000082700.00Bank Draft 0.00 100000017249872 Invoice 08/30/2023 GASB 68 FEES - REPORTS & SCHEDULES 700.000.00 250,590.04Total Bank Draft: 0.00
Regular Checks
Manual Checks
Voided Checks
Discount
Payment
CountPayment Type
Bank Code OP Summary
Bank Drafts
EFT's
278
6 0
8 0
0.00 0.00
0.00 0.00
0.00 292 0.00
Payment
6,882,855.64
4,156.36
0.00 250,590.04
0.00 7,137,602.04
Payable
Count
555
6 0
8 0
569
Item: 7
47 Check Report Date Range: 08/01/2023 - 08/31/2023
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Vendor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount Payable # Post Date Payable Description Payable AmountPayable Type Discount Amount Bank Code: PR-Payroll
Payment Type: Bank Draft
10004 ADP 08/11/2023 DFT0000073240,465.40Bank Draft 0.00 DD 08/04/2023 Invoice 08/11/2023 DIRECT DEPOSIT ACH PPE 08/04/2023 240,465.400.00 10004 ADP 08/11/2023 DFT000007456,034.33Bank Draft 0.00 08/04/2023 Invoice 08/11/2023 PAYROLL TAXES FOR PPE 08/04/2023 56,034.330.00 10005 ADP TAX FINANCIAL SVC 08/25/2023 DFT000007655,547.12Bank Draft 0.00 08/18/2023 Invoice 08/25/2023 PAYROLL TAXES FOR PPE 08/18/2023 55,547.120.00 10004 ADP 08/25/2023 DFT0000077232,588.64Bank Draft 0.00 DD 08/18/2023 Invoice 08/25/2023 DIRECT DEPOSIT ACH FOR PPE 08/18/2023 232,588.640.00 584,635.49Total Bank Draft: 0.00
Regular Checks
Manual Checks
Voided Checks
Discount
Payment
CountPayment Type
Bank Code PR Summary
Bank Drafts
EFT's
0 0
0 4
0 0.00
0.00 0.00
0.00 0.00
4 0.00
Payment
0.00 0.00
0.00 584,635.49
0.00 584,635.49
Payable
Count
0 0
0 4
0 4
Item: 7
48 Check Report Date Range: 08/01/2023 - 08/31/2023
All Bank Codes Check Summary
Payment Type Discount
Payment
Count Payment
Payable
Count
Regular Checks
Manual Checks
Voided Checks
Bank Drafts
EFT's
278
6 0
12 0
0.00 0.00
0.00 0.00
0.00 296 0.00
6,882,855.64
4,156.36
0.00 835,225.53
0.00 7,722,237.53
555
6 0
12 0
573
Fund Name AmountPeriod
Fund Summary
999 Pooled Cash 7,722,237.538/2023
7,722,237.53
Item: 7
49 CITY COUNCIL AGENDA REPORT
MEETING DATE: 9/19/2023
DEPARTMENT: Public Works
SUBJECT:
CONTRACT AWARD FOR TRAFFIC MODELING SERVICES
RECOMMENDED ACTION(S):
Recommend Council to:
1. Award an Agreement for Traffic Modeling Services in the amount of $250,000 to Stantec Consulting Services, Inc.
2. Authorize the Mayor to sign, and the City Clerk to attest, the award of Agreement to Stantec Consulting Services, Inc., substantially in the form attached.
EXECUTIVE SUMMARY:
Since 2012, Stantec Consulting Services (“Stantec”) has maintained the Lake Forest Traffic Analysis Model (“LFTAM”) that they originally developed for the Lake Forest Transportation Mitigation Program (“LFTM”). Throughout the years, Stantec has updated traffic modeling and forecasting data associated with developed and on-going development projects in the city. Stantec is uniquely qualified to complete the traffic modeling services in Lake Forest because of their experience, knowledge, and background of LFTAM which has kept the City consistent with the Orange County Transportation Authority’s Orange County Traffic Analysis Model (“OCTAM”) and allowed the City to verify any traffic impacts on the regional level due to outside agency development or our own development. Based on this and in conformance with the City’s Purchasing and Contracting Guidelines, staff solely solicited a proposal for the required Traffic Modeling Services from Stantec.
The work anticipated to be completed under this contract includes, but is not limited to, an update to the LFTM program, traffic modeling support for development review, support for City-directed studies, and additional traffic modeling services with various Capital Improvement Program (“CIP”) projects.
Staff recommends the City Council approve the attached Professional Consultant Services Agreement with Stantec, which includes a three-year term with two optional one-year extensions and a $250,000 compensation amount Item: 8
50 (“Agreement”)(Attachment 1). Funds to cover the costs of the proposed Agreement are included as part of individual project budgets, developer funded traffic mitigation programs, and the 2023-2025 Operating Budget. As such, sufficient funds exist in those various sources for the recommended action.
BACKGROUND:
The LFTAM was developed as part of the Opportunities Study Area (“OSA”) process to determine traffic impacts and required mitigation associated with the land use changes identified by the OSA. It was modeled based off the Orange County Transportation Authority’s (“OCTA”) OCTAM. Austin-Foust, which was acquired by Stantec in 2012, developed the original LFTAM. Stantec used the traffic model to prepare the LFTM program. Stantec currently maintains LFTAM and LFTM programs and has completed all LFTM updates and other associated modeling work since 2012, including several updates to LFTM in 2014 and 2018.
All previous traffic modeling services had been authorized using individual contracts approved by the City Council and City Manager.
In 2018, the City Council awarded Stantec a three-year contract with two one- year extensions for Traffic Modeling Services via sole source procurement pursuant to the City’s Purchasing and Contracting Guidelines and has maintained a “very satisfied” performance review throughout their contract term.
DISCUSSION:
There are several substantial traffic modeling efforts that will need to be completed in the next one to two years. These include the required five-year update to the LFTM program, traffic modeling support for the mixed-use development areas, and associated traffic modeling work with any proposed warehouse development. To efficiently complete these and other related traffic modeling tasks, staff recommends that the City Council approve a three-year Agreement with Stantec to provide ongoing support to the City.
The work will consist of, but not limited to, the following:
•All traffic modeling, traffic forecasting, traffic analysis, improvement analysis, and cost analysis for the Lake Forest Traffic Analysis Model (“LFTAM”)
•All traffic modeling, traffic forecasting, traffic analysis, improvement analysis, and cost analysis for the Lake Forest Transportation Mitigation Program (“LFTM”)
Item: 8
51 •All traffic modeling, traffic forecasting, traffic analysis, improvement analysis, and cost analysis to be consistent with the latest Lake Forest General Plan
•All traffic modeling, traffic forecasting, traffic analysis, improvement analysis, and cost analysis are related to the development activity. •Any and all traffic modeling, traffic forecasting, traffic analysis, improvement analysis, cost analysis, traffic engineering and other related work, including but not limited to, report preparation and presentations to elected and appointed bodies, as directed by the City.
Some of the specific detailed work that needs to be completed over the next one to two years includes:
•Five-Year LFTM Update ($80,000)
The LFTM program is required to have a full update completed at least once every five years. The work includes revised traffic forecasting, traffic analysis, concept improvement drawings, and updated costs for the mitigation improvements. This information is then used to adjust developer fees, if necessary.
•Development Review ($50,000+)
For larger development projects, including warehouse development projects and mixed-use development projects, traffic modeling is used to determine the traffic impacts and identify any mitigation that the developer will be required to construct. The City’s consultant will provide baseline data to the developer’s consultants for analysis. The City’s consultant also provides a peer review of the findings in coordination with staff. •City Directed Studies ($25,000 - $50,000)
City Council, Traffic and Parking Commission, and staff will occasionally request information on potential changes to traffic patterns or intersection operations if certain traffic improvements are added or deleted. This includes supporting the Traffic Operations Improvement Study that the City Council adopted as part of the 2023-2025 Operating Budget. •Capital Improvement Projects Traffic Modeling ($25,000 - $70,000) Proposed improvements to LFTM and Foothill Corridor Phasing Plan (“FCPP”) intersections, including major widening at:
- Bake Parkway and Jeronimo Road
- Lake Forest Drive and Jeronimo Road
- Los Alisos Boulevard and Rockfield Boulevard
- Los Alisos Boulevard and Muirlands Boulevard
- El Toro Road and Jeronimo Road
Item: 8
52 These road sections may require various levels of traffic modeling. This would also provide support for the various projects in the 2023-25 CIP Program.
Under the City’s Purchasing and Contracting Guidelines, the City Council is permitted to consider sole source procurements so long they are in the best interests of the City. Stantec is uniquely qualified to complete the traffic modeling services since Stantec (formerly known as Austin-Foust) developed the City’s Lake Forest Traffic Analysis Model back in 2012 and has maintained the modeling database since inception. Stantec’s experience, knowledge, and background of LFTAM has kept the City consistent with the OCTAM which has allowed the City to verify any traffic impacts on the regional level due to outside agency development or our development. Due to Stantec’s unique familiarity with LFTAM, LFTM, and how the projects need to be consistent with OCTAM, staff solicited a proposal exclusively from Stantec. The City Council previously approved a sole source Agreement with Stantec in 2018.
Staff recommends the City Council approve the attached Agreement with Stantec. The Agreement includes a three-year term with two optional one-year extensions and a $250,000 compensation amount (Attachment 1). Funds to cover the costs of the proposed Agreement are included as part of individual project budgets, developer funded traffic mitigation programs, and the 2023-2025 Operating Budget. Staff performed a reference check for Stantec, which returned favorable reviews from all agencies contacted (Attachment 2). As such, sufficient funds exist in those various sources for the recommended action.
FISCAL IMPACT:
The proposed Agreement with Stantec includes a three-year term with two optional one-year extensions. The Agreement includes a $250,000 compensation amount. Funds to cover the costs of the proposed Agreement are included as part of individual project budgets, developer funded traffic mitigation programs, and the 2023-2025 Operating Budget.
ATTACHMENTS:
1. Agreement with Stantec Consulting Services, Inc.
2. Contractor Reference Check
Initiated By: Tran Tran, Traffic Engineering Manager
Submitted By: Thomas E. Wheeler, P.E., Director of Public Works/City Engineer Approved By: Debra Rose, City Manager
Item: 8
53 ATTACHMENT 1
Item: 8
54 (BB&K 2019)
55136.00200\31918793.1 -1-
CITY OF LAKE FOREST
PROFESSIONAL CONSULTANT SERVICES AGREEMENT
1. PARTIES AND DATE.
This Agreement is made and entered into this [***INSERT DAY***] day of [***INSERT MONTH***], [***INSERT YEAR***], by and between the City of Lake Forest, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 100 Civic Center Drive, Lake Forest, California, 92630 ("City") and Stantec Consulting Services, Inc., a New York corporation, with its principal place of business at 38 Technology Drive, Suite 200, Irvine, CA 92618 ("Consultant"). City and Consultant are sometimes individually referred to herein as "Party" and collectively as "Parties."
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain professional engineering consulting services required by the City on the terms and conditions set forth in this Agreement. Consultant represents that i t is experienced in providing professional engineering consulting services to public clients, is licensed in the State of California, and is familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such professional engineering consulting services for the Traffic Modeling Services project ("Project") as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials, tools, equ ipment, services, and incidental and customary work necessary to fully and adequately supply the professional engineering consulting services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from October 17, 2023 to October 16, 2026, unless earlier terminated as provided herein. The City shall have the unilateral option, at its sole discretion, to renew this Agreement automatically for n o more than two (2) additional one -year terms. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines.
3.2 Responsibilities of Consultant.
3.2.1 Independent Contractor; Control and Payment of Subordinates . The DocuSign Envelope ID: B55193F8-B405-4F15-8E8D-717B79743FD1 Item: 8
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Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee.
Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Neither City, nor any of its officials, officers, directors, employees or agents shall have control over the conduct of Consult ant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as re quired by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by refere nce. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant's conformance with the Schedule, City shall respond to Consultant's su bmittals in a timely manner. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements . All work prepared by Consultant shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel . Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may subs titute other personnel of at least equal competence upon written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed belo w, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of pe rsons or property, shall be promptly removed from the Project by the Consultant at the request of the City. The key personnel for performance of this Agreement are as follows: Maria Morris, Project Manager.
3.2.5 City's Representative . The City hereby designates Thomas Wheeler, Director of Public Works/City Engineer, or his designee, to act as its representative in all matters pertaining to the administration and performance of this Agreement ("City's Representative").
City's Representative shall have the power to act on behalf of the City for review and approval of all products submitted by Consultant but not the authority to enlarge the Scope of Work or change the total compensation due to Consultant under this Agreement. The City Manager shall be authorized to act on City's behalf and to execute all necessary documents which enlarge the Scope of Work or change the Consultant's total compensation subject to the provisions contained in Section 3.3 of this Agreement. Consultant shall not accept direction or orders from any person other than the City Manager, City's Representative or his/her designee.
3.2.6 Consultant's Representative. Consultant hereby designates Daryl Zerfass, DocuSign Envelope ID: B55193F8-B405-4F15-8E8D-717B79743FD1 Item: 8
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Principal-in-Charge, or his/her designee, to act as its repres entative for the performance of this Agreement ("Consultant's Representative"). Consultant's Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant's Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences, and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and mai ntains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subconsultants shall have sufficient skill and experience to perform the Services assigned to them. Finally, Consultant re presents that it, its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses and approvals shall be maintained throughout the term of this Agreement.
As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re -employed to perform any of the Services or to work on the Project.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If Consultant performs any work knowing it to be contrary to such laws, rules and regulations, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, employees, agents, and volunteers free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations.
3.2.10 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of em ployees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions, where applicable, shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedur es; (B) instructions in accident prevention for all employees and subconsultants, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, DocuSign Envelope ID: B55193F8-B405-4F15-8E8D-717B79743FD1 Item: 8
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confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
3.2.11 Insurance. Consultant agrees to procure and maintain, at Consultant ’s expense all insurance specified in Exhibit “D” attached hereto and by this reference incorporated herein. Consultant shall require all subconsultants to carry the same policies and limits of insurance that the Consultant is required to maintain, unless otherwise approved in writing by the City.
3.2.12 Water Quality Management and Compliance.
3.2.12.1 Storm Water Management. Storm, surface, nuisance, or other waters may be encountered at various times during the Services. Consultant hereby acknowledges that it has investigated the risk arising from such waters, and assumes any and all risks and liabilities arising therefrom.
3.2.12.2 Compliance with Water Quality Laws, Ordinances and Regulations. Consultant shall keep itself and all subcontractors, staff, and employees fully informed of and in compliance with all local, state and federal laws, rules and regulations that may impact, or be implicated by the performance of the Services including, without limitation, all applicable provisions of the City’s ordinances regulating wat er quality and storm water; the Federal Water Pollution Control Act (33 U.S.C. § 1251, et seq.); the California Porter -Cologne Water Quality Control Act (Water Code § 13000 et seq.); and any and all regulations, policies, or permits issued pursuant to any such authority. Consultant must additionally comply with the lawful requirements of the City, and any other municipality, drainage district, or other local agency with jurisdiction over the location where the Services are to be conducted, regulating water quality and storm water discharges.
3.2.12.3 Compliance with DAMP and LIP. In addition to compliance with the laws, ordinances and regulations listed in Section 3.2.12.2 of this Agreement, Consultant must comply with all applicable requirements of the Orange County Drainage Area Management Plan (“DAMP”), the City of Lake Forest Local Implementation Plan (“LIP”) and the applicable Water Quality Management Plan (“WQMP”). The DAMP contains requirements related to design and construction of public projects. Consultant must be familiar the DAMP, and the LIP and comply with the requirements as specified therein.
A copy of the DAMP is available on the internet at:
https://media.ocgov.com/gov/pw/watersheds/documents/damp/default.asp A copy of the LIP is available on the internet at:
http://www.lakeforestca.gov/depts/pw/water/local_implementation_plan_%28lip%29.asp More information on the applicable WQMP is available on the internet at:
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3.2.12.4 Standard of Care. Consultant warrants that all employees and subcontractors shall have sufficient skill and experience to perform the work assigned to them without impacting water quality in violation of the laws, regulations and policies described in Sections 3.2.12.2 and 3.2.12.3 of this Agreement. Consultant further warrants that it, its employees and subcontractors have or will receive adequate training, as determined by the City, regarding these requirements as they may relate to the Services.
3.2.12.5 Liability for Non-compliance.
(A) Indemnity: Failure to comply with laws, regulations, and ordinances listed in Sections 3.2.12.2 and 3.2.12.3 of this Agreement is a violation of federal and state law. Notwithstanding any other indemnity contained in this Agreement, Consultant agrees to indemnify and hold harmless the City, its officials, officers, agents, employees and authorized volunteers from and against any and all claims, demands, losses or liabilities of any kind or nature which the City, its officials, officers, agents, employees and authorized volunteers may sustain or incur for noncompliance with the laws, regulations, and ordinances listed above, arising out of or in connection with the Services, except for liability resulting from the sole established negligence, willful misconduct or active negligence of the City, its officials, officers, agents, employees or authorized volunteers.
(B) Defense: City reserves the right to defend any enforcement action or civil action brought against the City for Consultant’s failure to comply with any applicable water quality law, regulation, or policy. Consultant hereby agrees to be bound by, and to reimburse the City for the costs associated with, any settlement reached betwee n the City and the relevant enforcement entity.
(C) Damages: City may seek damages from Consultant for delay in completing the Services caused by Consultant’s failure to comply with the laws, regulations and policies described in Sections 3.2.12.2 and 3.2.12. 3 of this Agreement, or any other relevant water quality law, regulation, or policy.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed TWO HUNDRED FIFTY THOUSAND DOLLARS ($250,000) without written approval of the City Council or City Manager as applicable. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation . Consultant shall submit to City a monthly invoice which indicates work completed and hours of Services rendered by Consultant. The invoice shall describe the amount of Services provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the invoice.
City shall, within 30 days of receiving such invoice, review the invoice and pay all non -disputed and approved charges thereon. If the City dispu tes any of Consultant's fees, the City shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth therein.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any DocuSign Envelope ID: B55193F8-B405-4F15-8E8D-717B79743FD1 Item: 8
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expenses unless authorized in writing by City, or included in Exhibit "C" of this Agreement.
3.3.4 Extra Work . At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined b y City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Consultant shall not perform, nor be compensated for, Extra Work without written au thorization from the City.
3.3.5 Rate Increases. In the event that this Agreement is renewed pursuant to Section 3.1.2, the rate set forth in Exhibit “C” may be adjusted each year at the time of renewal as set forth in Exhibit “C.”
3.4 Labor Code Requirements.
3.4.1 Prevailing Wages. Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and since the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Consult ant shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Consultant's principal place of busin ess and at the project site. It is the intent of the parties to effectuate the requirements of sections 1771, 1774, 1775, 1776, 1777.5, 1813, and 1815 of the Labor Code within this Agreement, and Con sultant shall therefore comply with such Labor Code sect ions to the fullest extent required by law. Consultant shall defend, indemnify and hold the City, its officials, officers, employees, agents, and volunteers free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4.2 Registration. If the Services are being performed as part of an applicable “public works” or “maintenance” project, in addition to the foregoing, then pursuant to Labor Code sections 1725.5 and 1771.1, the Consultant and all subconsultants must be registered with the Department of Industrial Relations (“DIR”). Consultant shall maintain registration for the duration of the project and require the same of any subconsultants. This project may also be subject to compliance monitoring and enforcement by the DIR. It shall be Contractor’s sole responsibility to comply with all applicable registration and labor compliance requirements, including the submission of payroll records directly to the DIR.
3.5 Accounting Records.
3.5.1 Maintenance and Inspection . Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agree ment for a period of three (3) years DocuSign Envelope ID: B55193F8-B405-4F15-8E8D-717B79743FD1 Item: 8
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from the date of final payment under this Agreement.
3.6 General Provisions.
3.6.1 Termination of Agreement.
3.6.1.1 Grounds for Termination . City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause.
3.6.1.2 Effect of Termination . If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen (15) days of the request.
3.6.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
3.6.1.4 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:
Consultant: Stantec Consulting Services, Inc.
38 Technology Drive, Suite 200
Irvine, CA 92618
ATTN: Daryl Zerfass, Principal-in-Charge
City: City of Lake Forest
100 Civic Center Drive
Lake Forest, CA 92630
ATTN: City Clerk
Such notice shall be deemed made when personally delivered or when mailed, forty -eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequa te notice on the date actual notice occurred, regardless of the method of service.
3.6.2 Ownership of Materials and Confidentiality.
3.6.2.1 Documents & Data; Licensing of Intellectual Property . This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data DocuSign Envelope ID: B55193F8-B405-4F15-8E8D-717B79743FD1 Item: 8
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magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subconsultants to agree in writing that City is granted a non -exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Docu ments & Data.
Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents & Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk.
3.6.2.2 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents & Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prio r written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City.
3.6.2.3 Confidential Information. The City shall refrain from releasing Consultant’s proprietary information ("Proprietary Information") unless the City's legal counsel determines that the release of the Proprietary Information is required by the California Public Records Act or other applicable state or federal law, or order of a court of competent jurisdiction, in which case the City shall notify Consultant of its intention to release Proprietary Information.
Consultant shall have five (5) working days after receipt of the Release Notice to give City written notice of Consultant's objection to the City's release of Proprietary Information. Consultant shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney’s fees) arising out of a legal action brought to compel the release of Proprietary Information. City shall not release the Proprietary Information after receipt of the Objection Notice unless either: (1) Consultant fails to fully indemnify, defend (with City's choice of legal counsel), and hold City harmless from any legal action brought to compel such release; and/or (2) a final and non-appealable order by a court of competent jurisdiction requires that City release such information.
3.6.3 Cooperation; Further Acts . The Part ies shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.6.4 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action.
3.6.5 Indemnification.
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To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant's Services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorneys fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the Consultant or the City, its officials, officers, employees, agents or volunteers.
If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional ” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.
3.6.6 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties.
3.6.7 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Orange County.
3.6.8 Time of Essence. Time is of the essence for each and every provision of this Agreement.
3.6.9 City's Right to Employ Other Consultants . City reser ves right to employ other consultants in connection with this Project.
3.6.10 Successors and Assigns . This Agreement shall be binding on the successors and assigns of the parties.
3.6.11 Assignment or Transfer . Consultant shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by re ason of such attempted assignment, hypothecation or transfer.
3.6.12 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel, employees, agents, and subconsultants of Consultant, except as otherwise specified in this Agreement. All references to City include its DocuSign Envelope ID: B55193F8-B405-4F15-8E8D-717B79743FD1 Item: 8
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elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various a rticles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.6.13 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.6.14 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
3.6.15 No Third -Party Beneficiaries . There are no intended third party beneficiaries of any right or obligation assumed by the Parties.
3.6.16 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.6.17 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in th is Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.6.18 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non -discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.6.19 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services.
3.6.20 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
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3.6.21 Counterparts. This Ag reement may be signed in counterparts, each of which shall constitute an original.
3.7 Subcontracting.
3.7.1 Prior Approval Required. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.
CITY OF LAKE FOREST STANTEC CONSULTING SERVICES,
INC.
By:
[AUTHORIZED CITY SIGNATURE]
By:
[VENDOR SIGNATURE 1]
Doug Cirbo
Mayor
Dave Elwell
Vice President
[If Corporation, TWO SIGNATURES,
President OR Vice President AND
Secretary OR Treasurer REQUIRED]
ATTEST:
By:
[VENDOR SIGNATURE 2]
Daryl Zerfass
Principal
By:
[CITY CLERK SIGNATURE]
Lisa Berglund
City Clerk
APPROVED AS TO FORM:
By:
[CITY ATTORNEY SIGNATURE]
Best Best & Krieger LLP
City Attorney
[CONTRACT ADMINISTRATOR APPROVAL]
[PROJECT MANAGER APPROVAL]
[CITY CLERK - INSURANCE APPROVAL]
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Exhibit “A”-1
EXHIBIT "A"
SCOPE OF SERVICES
TRAFFIC MODELING SERVICES
The Work will generally consist of, but not limited to, the following:
1. All traffic modeling, traffic forecasting, traffic analysis, improvement analysis and cost analysis for the Lake Forest Traffic Area Model (“LFTAM”);
2. All traffic modeling, traffic forecasting, traffic analysis, improvement analysis and cost analysis for the Lake Forest Transportation Mitigation Program (“LFTM”);
3. All traffic modeling, traffic forecasting, traffic analysis, improvement analysis and cost analysis for the Lake Forest General Plan Update;
4. All traffic modeling, traffic forecasting, traffic analysis, improvement analysis and cost analysis related to development activity; and
5. Any and all traffic modeling, traffic forecasting, traffic analysis, improvement analysis, cost analysis, traffic engineering and other related work, including but not limited to, report preparation and presentations to elected and appointed bodies, as directed by the City.
All and any associated traffic modeling programs, files, media, documents, etc. shall be the sole property of the City of Lake Forest. At the request of the City, the consultant shall provide any and all of these associated items within 30 calendar days of the initial request.
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Exhibit “B”-1
EXHIBIT "B"
SCHEDULE OF SERVICES
Consultant shall perform the work identified in the above Scope of Services (Exhibit “A”) at the direction of the City.
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Exhibit “C”-1
EXHIBIT "C"
COMPENSATION
Consultant shall be paid for services rendered in accordance with Section 3.3 of the Agreement, as described above under Exhibit “A” Scope of Services, and the not to exceed fee of two hundred fifty thousand dollars ($250,000) based on the following rates.
Traffic Modeling Services Typical Task Prices
Stantec Billing Level 17 16 17 13 10
Rate ($/hr) $265 $256 $281 $209 $173
DESCRIPTION
Principal QA/
QC
Transportation
Specialist
Project
Manager
EIT Total
hrs hrs hrs hrs hrs hrs Fee
CITYWIDE RUN WITH NETWORK CHANGE(S)
Model Run and Citywide
Intersection Volumes & ICUs
(includes post-processing)
1 1 4 1 6 13 $2,892
Citywide ADT Volume Map
(includes post-processing)
1 2 8 11 $2,058
Sub-Total Task 1 2 4 3 14 24 $4,950
CITYWIDE RUN WITH LAND USE CHANGE(S)
Model Run (includes land
use/trip generation listing) and
Citywide Intersection Volumes &
ICUs (includes post-processing)
1 1 4 1 6 13 $2,892
Citywide ADT Volume Map
(includes post-processing)
1 2 8 11 $2,058
Sub-Total Task 1 2 4 3 14 24 $4,950
CITYWIDE RUN WITH NETWORK AND LAND USE CHANGE(S)
Model Run (includes land
use/trip generation listing) and
Citywide Intersection Volumes &
ICU’s (includes post-processing)
1 1 4 3 10 19 $4,002
Citywide ADT Volume Map
(includes post-processing)
1 2 8 11 $2,058
Sub-Total Task 1 2 4 5 18 30 $6,060
SELECT ZONE RUN WITH CURRENT LAND USE/TRIP GENERATION
Model Run 1 1 1 1 4 8 $1,703
Intersection Volumes 1 1 1 3 $638
ADT Link Volumes 1 1 1 3 $638
Sub-Total Task 1 3 1 3 6 14 $2,979
SELECT ZONE RUN WITH ALTERNATIVE LAND USE/TRIP GENERATION Model Run 1 1 1 1 8 12 $2,395
Intersection Volumes 1 1 1 3 $638
ADT Link Volumes 1 1 1 3 $638
Sub-Total Task 1 3 1 3 10 18 $3,671
The above outlines typical costs for various types of model runs that may be needed in support of a wide -range of projects being undertaken by the City. These scenarios cover most applications, and if special needs arise, a customized proposal would be pre pared accordingly.
For multiple sets of data, a 25 percent cost reduction may be applied if applicable for the second and each subsequent model run, provided that the model runs are able to be prepared at the same time. Traffic model runs requiring extensive land use and/or network changes will require a detailed cost estimate specific to the needs of each particular run.
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Billing Rates Initial Term
Billing
Level
Hourly
Rate Description
Junior Level Position
3 $111 Independently carries out assignments of limited scope using standard procedures, methods and techniques
4 $122 Assists senior staff in carrying out more advanced procedures 5 $139 Completed work is reviewed for feasibility and soundness of judgement Graduate from an appropriate post-secondary program or equivalent Generally, one to three years’ experience
Fully Qualified Professional Position
6 $143 Carries out assignments requiring generally familiarity within a broad field of the respective profession
7 $152 Makes decisions by using a combination of standard methods and techniques 8 $162 Actively participates in planning to ensure the achievement of objectives Works independently to interpret information and resolve difficulties Graduate from an appropriate post-secondary program with credentials or equivalent Generally, three to six years’ experience
First Level Supervisor or first completed Level of Specialization 9 $168 Provides applied professional knowledge and initiative in planning and coordinating work programs
10 $173 Adapts established guidelines as necessary to address unusual issues 11 $189 Decisions accepted as technically accurate, however may on occasion be reviewed for soundness of judgement
Graduate from an appropriate post-secondary program with credentials or equivalent Generally, five to nine years’ experience
Highly Specialized Technical Professional or Supervisor of groups of professionals 12 $198 Provides multi-discipline knowledge to deliver innovative solutions in related field of expertise 13 $209 Participates in short and long range planning to ensure the achievement of objectives 14 $219 Makes responsible decisions on all matters, including policy recommendations, work methods, and financial controls associated with large expenditures Reviews and evaluates technical work
Graduate from an appropriate post-secondary program with credentials or equivalent Generally, ten to fifteen years’ experience, with extensive, broad experience Senior Level Consultant or Management
15 $232 Recognized as an authority in a specific field with qualification of significant value 16 $256 Provides multi-discipline knowledge to deliver innovative solutions in related field of expertise 17 $265 Independently conceives programs and problems for investigation Participates in discussions to ensure the achievement of program and/or project objectives Makes responsible decisions on expenditures, including large sums or implementation of major programs and/or projects
Graduate from an appropriate post-secondary program with credentials or equivalent Generally, more than twelve years’ experience, with extensive experience Senior Level Management under review by Vice President or higher 18 $270 Recognized as an authority in a specific field with qualification of significant value 19 $281 Responsible for long range planning within a specific area of practice or region 20 $291 Makes decisions which are far reaching and limited only by objectives and policies of the organization
21 $309 Plans/approves projects requiring significant human resources or capital investment Graduate from an appropriate post-secondary program with credentials or equivalent Generally, fifteen years’ experience with extensive professional and management experience
Survey Crews
Crew Size Regular Rate Overtime Rate
1-person $200 $260
2-person $310 $420
3-person $420 $580
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Expert Witness Services carry a 50% premium on labor. Overtime may be charged at 1.5 times the standard billing rate.
In the event that this Agreement is renewed pursuant to Section 3.1.2, the rates set forth above may be increased or reduced each year at the time of renewal, but any increase shall not exceed the Consumer Price Index, All Urban Consumers, Los Angeles-Riverside-Orange Counties.
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Exhibit “D”-1
EXHIBIT “D”
INSURANCE REQUIREMENTS
3.2.11 Insurance.
3.2.11.1 Time for Compliance . Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has provided evidence satisfactory to the City that the subconsultant has secured all insurance required under this section.
3.2.11.2 Types of Insurance Required . As a condition precedent to the effectiveness of this Agreement for work to be performed hereunder, and without limiting the indemnity provisions of the Agreement, the Consultant, in partial performance of its obligations under such Agreement, shall procure and maintain in full force and effect during the term of the Agreement the following policies of insurance. If the existing policies do not meet the insurance requirements set forth herein, Consultant agrees to amend, supplement or endorse the policie s to do so.
(A) Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office "occurrence" form CG 0001, or the exact equivalent, with limits of not less than $1,000,000 per occurrence and no less than $2,000,000 in the general aggregate. Defense costs shall be paid in addition to the limits. The policy shall contain no endorsements or provisions (1) limiting coverage for contractual liability; (2) excluding coverage for claims or suits by one insured against another (cross-liability); or (3) containing any other exclusion(s) contrary to the terms or purposes of this Agreement. (B) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering "Any Auto" (Symbol 1), or the exact equivalent, covering bodily injury and property damage for all activities with limits of not less than $1,000,000 combined limit for each occurrence. (C) Workers' Compensation: Work ers' Compensation
Insurance, as required by the State of California and Employer's Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury and disease. (D) Professional Liability (Errors & Omissions): Professional Liability insurance or Errors & Omissions insurance appropriate to Consultant’s profession with limits of not less than $1,000,000. Covered professional services shall specifically include all work to be performed under the Agreement and delete any exclusions that may potentially affect the work to be performed (for example, any exclusions relating to lead, asbestos, pollution, testing, underground storage tanks, laboratory analysis, soil work, etc.). If coverage is written on a claims-made basis, the retroactive date shall precede the effective date of the initial Agreement and continuous coverage will be maintained or an extended reporting period will be exercised for a period of at least three (3) years from termination or expiration of this Agreement.
3.2.11.3 Insurance Endorsements. Required insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms approved by the City to add the following provisions to the insurance policies:
(A) Commercial General Liability:
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Exhibit “D”-2
(1) Additional I nsured: The City, its officials, officers, employees, agents, and volunteers shall be additional insureds with regard to liability and defense of suits or claims arising out of the performance of the Agreement.
Additional Insured Endorsements shall not (1) be
restricted to "ongoing operations"; (2) exclude "contractual liability"; (3) restrict coverage to "sole" liability of Consultant; or (4) contain any other exclusions contrary to the terms or purposes of this Agreement. For all policies of Commercia l General Liability insurance, Consultant shall provide endorsements in the form of ISO CG 20 10 10 01 and 20 37 10 01 (or endorsements providing the exact same coverage) to effectuate this requirement. (2) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (B) Automobile Liability:
(C) Cancellation: Required insurance policies shal l not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium.
3.2.11.4 Professional Liability (Errors & Omissions):
(A) Cancellation: Req uired insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (B) Contractual Liability Exclusion De leted: This insurance shall include contractual liability applicable to this Agreement. The policy must “pay on behalf of” the insured and include a provision establishing the insurer’s duty to defend.
3.2.11.5 Workers' Compensation:
(A) Cancellation: Required insur ance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (B) Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the City, its officials, officers, employees, agents, and volunteers.
3.2.11.6 Primary and Non -Contributing Insurance . All policies of Commercial General Liability and Automobile Liability insura nce shall be primary and any other insurance, deductible, or self-insurance maintained by the City, its officials, officers, employees, agents, or volunteers shall not contribute with this primary insurance. Policies shall contain or be endorsed to contain such provisions.
3.2.11.7 Waiver of Subrogation . All policies of Commercial General Liability and Automobile Liability insurance shall contain or be endorsed to waive subrogation against the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to DocuSign Envelope ID: B55193F8-B405-4F15-8E8D-717B79743FD1 Item: 8
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Exhibit “D”-3
waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against the City, its officials, officers, employees, agents, and volunteers, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
3.2.11.8 Deductibles and Self-Insured Retentions. Any deductible or self- insured retention must be approved in writing by the City and shall protect the City, its officials, officers, employees, agents, and volunteers in the same manner and to the same extent as they would have been protected had the policy or policies not contained a deductible or self -insured retention.
3.2.11.9 Evidence of Insurance . The Consultant, concurrently with the execution of the Agreement, and as a condition precedent to the effectiveness thereof, shall deliver either certified copies of the required policies, or original certificates on forms approved by the City, together with all endorsements affecting each policy. Required insurance policies shall not be in compliance if they include any limiting provision or endorsement that has not been submitted to the City for approval. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen (15 days) prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has b een renewed or extended shall be filed with the City. If such coverage is cancelled or reduced and not replaced immediately so as to avoid a lapse in the required coverage, Consultant shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.
3.2.11.10 Failure to Maintain Coverage . In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced immediately so as to avoid a lapse in the required coverage, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement effective upon notice.
3.2.11.11 Acceptability of Insurers . Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and authorized to transact business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
3.2.11.12 Enforcement of Agreement Provisions (non estoppel) .
Consultant acknowledges and agrees that actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligation on the City nor does it waive any rights hereunder.
3.2.11.13 Requirements Not Limiting . Requirement of specific coverage or minimum limits contained in this Appendix are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance.
3.2.11.14 Insurance for Subconsultants . Consultant shall include all subconsultants engaged in any work for Consultant relating to this Agreement as additional insureds under the Consultant's policies, or the Consultant shall be responsible for causing DocuSign Envelope ID: B55193F8-B405-4F15-8E8D-717B79743FD1 Item: 8
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Exhibit “D”-4
subconsultants to purchase the appropriate insurance in compliance with the terms of these Insurance Requirements, including adding the City, its officials, officers, employees, agents, and volunteers as additional insureds to the subconsultant's policies. All policies of Commercial General Liability insurance provided by Consultant’s subconsultants performing work relating to this Agreement shall be endorsed to name the City, its officials, officers, employees, agents and volunteers as additional insureds using endorsement form ISO CG 20 38 04 13 or an endorsement providing equivalent coverage. Consultant shall not allow any subconsultant to commence work on any su bcontract relating to this Agreement until it has received satisfactory evidence of subconsultant’s compliance with all insurance requirements under this Agreement, to the extent applicable. The Consultant shall provide satisfactory evidence of compliance with this section upon request of the City.
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74 ATTACHMENT 2
Item: 8
75 Traffic Modeling Services
Contractor: Contact #1: Contact #2: Contact #3:
City of Laguna NiguelStantec Consulting Services, Inc. City of Irvine City of Costa Mesa Name
Email
Sun-Sun Murillo Jennifer Rosales Kathy Nguyen
[email protected] [email protected] [email protected] Phone No. 949-724-6262
RESPONSE
Traffic Modeling, Studies / Analysis -
Current On-Call
714-754-5180
RESPONSE
Traffic Modeling, Studies / Analysis -
Current On-Call
949-362-4341
QUESTION RESPONSE
Traffic Studies / Analysis - Current On-
Call1. Title and type of project
2. Contract Amount and Duration On-Call Traffic Services - Design Team On-Call Traffic Services Master Agreement for On-Call
3. Quality of the customer service (Rate 1-5)
4. Quality of the work (Rate 1-5)
5. Similarity of the Project (Rate 1-5)
Good
Good
Good
Very Good
Very Good
Very Good
Good
Good
Good
6. Contractor’s relationship with agency representatives (Rate 1-5) Good Very Good Good
7. Agency’s desire to retain Contractor services (Yes/No) Yes Yes Yes Most of Stantec's work is related to
traffic modeling and traffic study
preparation for developer projects
reviewed by city staff. Minimal work
directly on city project. However, quality
of work is good.
8. Additional Comments None None
Item: 8
76 CITY COUNCIL AGENDA REPORT
MEETING DATE: 9/19/2023
DEPARTMENT: City Manager
SUBJECT:
Amendment of the Personnel Rules And Regulations
RECOMMENDED ACTION(S):
Adopt a Resolution entitled: A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LAKE FOREST, CALIFORNIA, ADOPTING AN AMENDMENT OF THE
PERSONNEL RULES AND REGULATIONS
EXECUTIVE SUMMARY:
The Personnel Rules and Regulations (“Personnel Rules”) is a guiding policy for the administration of staff. The Personnel Rules govern employee conduct in performing the City’s important business. The Personnel Rules were last updated via City Council approval on November 15, 2022.
After a thorough review of the Personnel Rules, staff proposes amendments to one of the chapters and Exhibit A (Benefits Matrix). Exhibit A updates the health insurance premiums provided to full-time employees for 2024 calendar year at an estimated additional cost of $101,152. The exact amount of fiscal impact will depend upon the benefit elections of employees during 2024 Open Enrollment period.
If approved, the updated Personnel Rules and Regulations will be effective as of September 19, 2023, and Exhibit A will be in effect January 1, 2024. Staff will continue monitoring any legal developments in this area of public employee personnel management and present future amendments to the Personnel Rules as needed.
BACKGROUND:
The City of Lake Forest Municipal Code (“Municipal Code”) Sections 2.60.030 and 2.60.050 authorizes the adoption of personnel policies and procedures by the City Manager, subject to the review of the City Council (Attachment 1). The Municipal Code establishes that the City Manager, or the City Manager’s designee, shall administer the City personnel system. Originally written upon the incorporation of the City and last updated in 2022, the City’s Personnel Rules Item: 9
77 2
7 3
4 have been amended over the years to accommodate changes in law, certain benefit provisions, and the need to modernize policies and procedures. The Personnel Rules consist of the following nine (9) chapters and one (1) exhibit:
Chapter 1 Introduction
Chapter 2 Recruitment, Selection, Appointment, and Probation Chapter 3 Discipline
Chapter 4 Complaint and Grievance Procedure
Chapter 5 Separation from Service
Chapter 6 Compensation and Hours
Chapter 7 Employee Benefits
Chapter 8 Leave
Chapter 9 Miscellaneous (includes policies such as Non-Discrimination, Substance Abuse, etc.)
Exhibit A Benefits Matrix
DISCUSSION:
Staff are proposing a revision to the Personnel Rules to reflect a change in employee benefits. All proposed changes are summarized in Table 1 below.
Staff has also attached an underline/strike-out version of the Personnel Rules highlighting these changes (Attachment 2).
Table 1: Summary of Proposed Changes to Rules and Regulations and Exhibit A Section 7.1 of the Personnel Rules states, “the City shall pay for medical, dental, and vision according to the benefits matrix contained in Exhibit A of these Personnel Rules.” The City contracts with the California Public Employees Chapter 7 - Employee Benefits (Attachment 2 Page 35)
Section Change
7.1 Health and Life Insurance
Paragraph 1
Add language to add a cash in lieu
option for eligible employees.
Exhibit A (Attachment 2 Page 63)
Section Change
N/A
Update benefits matrix to incorporate
increased monthly allotment offered to
full-time employees for 2024 medical
insurance and add a cash in lieu
option.
Item: 9
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4 Retirement System (“CalPERS”) for twelve health insurance plans offered to employees, two of which are Preferred Provider Organization (“PPO”) plan types and nine of which are Health Maintenance Organizations (“HMO”) plan types. As such, eligible employees may enroll in any of the eleven plans offered by CalPERS, and the City covers the cost of the plan up to a fixed dollar amount (i.e., “health contribution”) or 95% of the plan cost, whichever is less. In 2024, the CalPERS health insurance plans in which City employees are enrolled will increase by an average of 12%. Monthly premiums for the health insurance plan selected by most employees – Kaiser HMO – is increasing by 19.67%. As a result, the proposed benefits matrix reflects an 8.0% increase to the City- provided health contribution (Attachment 2, Exhibit A), which would result in an estimated additional cost of $101,152 for the 2024 calendar year.
A common practice for many cities is to offer employees an opt-out payment for declining an offer of medical insurance coverage. These payments are commonly referred to as a “Cash In Lieu” option. Human Resources surveyed thirteen local government agencies in the area and found that Lake Forest is the only City that does not provide the Cash in Lieu option. Therefore, the proposed matrix includes a Cash in Lieu option of $450 per month or $207.69 per pay period.
If a Cash in Lieu option were made available, employees who have qualifying group medical insurance through a spouse, domestic partner, parent, or another source would have the option to receive the $450 Cash in Lieu benefit instead of enrolling in traditional City-sponsored health insurance. To be eligible, proof of group medical insurance would need to be provided to Human Resources at the beginning of the calendar year. Employees enrolled in individual coverage, such as TRICARE, Medicare, Medi-Cal, and Covered California, are not eligible to receive a Cash in Lieu option.
Cash in Lieu options are treated as taxable income and would be reported on the employee’s W-2 statement for the tax year the employee receives the payment.
Cash in Lieu options are not considered compensation for retirement purposes.
Beyond adding the Cash in Lieu option, the proposed changes to Exhibit A of the Personnel Rules and Regulations memorialize the City’s most recent Classification Plan and Salary Schedule that was adopted via resolution by the City Council on June 20, 2023, with an effective date of June 23, 2023. The proposed changes to Exhibit A include the new job titles and reclassified positions as documented in the Classification Plan along with red-line changes to the benefits allowance.
Approval of the proposed changes to Exhibit A would make the Classification Plan changes effective on a retroactive basis to June 23, 2023. The benefit modification (inclusion of a Cash in Lieu option and increased City-provided health insurance contribution) would be effective January 1, 2024.
Item: 9
79 2
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4 Given the dynamic nature of public employment laws and regulations, staff will continue to monitor those subject areas and others that may affect the City’s Personnel Rules and return to the City Council on an as-needed basis.
Staff recommends that the City Council adopt the attached Resolution (Attachment 3), which revises Exhibit A of the Personnel Rules. ______________________________________________________________ FISCAL IMPACT:
The recommended action will result in an estimated additional cost of $101,152 for the calendar year 2024 due to the increase in the City’s increased employee health insurance contribution. The exact amount of fiscal impact will depend upon the benefit elections of employees during 2024 Open Enrollment period.
The 2023-2025 Operating Budget includes sufficient funds to cover the costs of the recommended action.
ATTACHMENTS:
1. Lake Forest Municipal Code Excerpts
2. Proposed Changes to the Personnel Rules and Regulations– Redline Version
3. Resolution Amending Personnel Rules and Regulations
Initiated By: Shelly Cisneros, Human Resources Manager
Submitted By: Keith Neves, Assistant City Manager
Approved By: Debra Rose, City Manager
Item: 9
80 ATTACHMENT 1
Item: 9
81 2.60.030 - Administration.
The City Manager shall administer the City personnel system and may delegate any of the powers and duties of such administration to any officer or employee of the City or may recommend that such powers and duties be performed under contract as provided in Section 2.60.130 of this chapter. The City Manager shall:
A. Act as the appointing authority for the City in accordance with Section 2.08.060(C) of this Code; B. Administer all the provisions of this chapter and of the personnel policies and procedures not specifically reserved to the Council;
C. Prepare or cause to be prepared personnel policies and procedures and revisions. The City Attorney shall approve the legality of such policies and procedures and revisions prior to their submission and to their implementation;
D. Recommend to the City Council personnel policy issues involving financial commitments such as, but not limited to, pay rates and employee benefit programs; E. Prepare or cause to be prepared, a position classification plan, including class specifications and revisions of the plan;
F. Prepare or cause to be prepared, a plan of compensation and revisions thereof, covering all classification titles for authorized City positions. The plan and any revisions thereof shall become effective upon approval of the Council;
G. Have the authority to discipline employees in accordance with this chapter and the personnel policies of the City;
H. Provide for the recruitment and selection of City employees based upon open or promotional recruitments and perform any other duty that may be required to administer the personnel system.
I. The City Manager or designated Personnel Director shall have the authority to request from the State Department of Justice a copy of the State Summary Criminal History Information for any position — regular, part-time, or volunteer — involving the care or supervision of children, minors, the elderly, the handicapped, or the mentally impaired, or for any other position with the City wherein such information is deemed important to the selection process. The City Manager or designated Personnel Director shall utilize the process and procedure set forth in Chapter 2.62 of this Code. (Ord. 165 § 1 (Exh. B (part)), 2007)
Item: 9
82 2.60.050 - Personnel policies—Adoption and amendment.
Personnel policies shall be prepared and may be amended from time to time by the City Manager, subject to review by the City Council. Any policy matters involving the commitment of financial resources shall be recommended and must be approved by the City Council prior to implementation. The policies shall govern the personnel system, including but not limited to:
A. Preparation, installation, revision and maintenance of a position classification plan covering all positions in the competitive service, including employment standards and qualifications for each class;
B. Preparation, revision and administration of a plan of compensation directly correlated with the position classification plan providing a rate or range of pay for each class; C. Open and promotional recruitments to fill regular positions; D. The making of temporary and emergency appointments;
E. Establishment of probationary testing periods;
F. Transfer, promotion, demotion and reinstatement of employees; G. Evaluation of the job performance of employees;
H. Separation of employees from the City service;
I. Content, maintenance and use of personnel records and forms; and, J. The establishment of any necessary appeal procedures. (Ord. 165 § 1 (Exh. B (part)), 2007)
Item: 9
83 ATTACHMENT 2
Item: 9
84 1
5 2
5 5
5 PERSONNEL RULES AND REGULATIONS
CHAPTER 1
INTRODUCTION
1.1 PERSONNEL SYSTEM
In order to establish an equitable and uniform procedure for dealing with personnel matters, to attract to municipal service the best and most competent persons available, to assure that appointments and promotions of employees will be based on merit and fitness, and to provide a reasonable degree of security for qualified employees, the following personnel system is hereby adopted.
1.2 GENERAL PROVISIONS
Paragraph 1: Adoption, Amendment, and Revision. Municipal Code Sections 2.60.030 and 2.60.050 authorize the adoption and revision of “personnel policies and procedures” by the City Manager, subject to review by the City Council except those policy matters which require commitment of financial resources which will be recommended to and approved by the City Council. These Personnel Rules shall be adopted and amended from time to time as “personnel policies and procedures” in accordance with the Municipal Code. The City Manager shall determine which if any policies or revisions will be recommended to and adopted by the City Council.
Paragraph 2: Fair Employment. No employee shall be promoted, demoted, terminated, or in any way favored or discriminated against, because of political opinions or affiliations, genetic characteristics or information, race, color, national origin, ancestry, religion, creed, sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), physical or mental disability, medical condition, marital status, military or veteran status, sexual orientation, age (40 and over), or any basis protected by applicable federal, state, or local law; or because of the exercise of his or her rights under the Meyers-Milias-Brown Act.
Paragraph 3: Violation of Rules. Violation of the provisions of these Personnel Rules shall be grounds for rejection or discipline, up to and including dismissal.
Item: 9
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5 1.3 COMPETITIVE SERVICE
The provisions of these Personnel Rules shall apply to all officers and employees in the competitive service of the City. The following officers and employees shall be excluded from the competitive service:
A. Members of the City Council.
B. Members of the appointive boards, commissions, and committees.
C. Persons engaged under contract to supply expert, professional, or technical services for a definite period of time.
D. Volunteer personnel, who receive no regular compensation from the City.
E. City Attorney and City Manager.
F. Department Directors, City Clerk, City Treasurer, and other management positions so designated in writing by the City Manager, except where expressly provided.
G. Emergency employees who are hired to meet the immediate requirements of an emergency condition, such as an extraordinary fire, flood, or earthquake that threatens life or property.
H. Any position primarily funded under a State or Federal employment program.
I. Part-time, seasonal, provisional, or temporary employees. Also excluded are employees who are not full-time regular employees.
J. Any new position hereafter created by the City Council, unless declared by the City Council to be in the competitive service at the time of creation or thereafter.
Employees excluded from the competitive service under this Section shall serve at the will of their appointing authority.
Item: 9
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5 1.4 APPLICABILITY OF RULES TO CERTAIN POSITIONS EXCLUDED FROM
COMPETITIVE SERVICE
Paragraph 1: City Manager, Department Directors, City Clerk, City Treasurer, Probationary Employees, and Designated Positions.
The following provisions of these Personnel Rules do not apply to the City Manager, Department Directors, City Clerk, City Treasurer, probationary employees, and designated positions, unless otherwise specified:
Chapter 2: Sections: 2.1, 2.2 Paragraph 1, 2.4, 2.5, 2.6, 2.7, 2.9 Paragraphs 2 and 3
Chapter 3: All
Chapter 5: Section: 5.2
Chapter 6: Sections: 6.1, 6.3
Paragraph 2: Part-Time, Seasonal, Provisional, and Temporary Employees.
The following provisions of these Personnel Rules do not apply to part-time, seasonal, provisional, or temporary employees, unless otherwise specified:
Chapter 2: Sections: 2.1, 2.2 Paragraph 1, 2.4, 2.5, 2.6, 2.7, 2.9 Chapter 3: All
Chapter 5: Section: 5.2
Chapter 6: Sections: 6.1, 6.2, 6.4, 6.9
Chapter 7: Sections: 7.1, 7.2, 7.3, 7.4, 7.9, 7.10, 7.11, 7.12 Chapter 8: Sections: 8.1, 8.2, 8.3, 8.6, 8.8, 8.10
1.5 PERSONNEL OFFICER
The City Manager or the City Manager’s designee shall be the Personnel Officer except in those instances provided for in the Lake Forest Municipal Code. The City Manager may delegate any of the powers and duties conferred on the Personnel Officer under the Personnel Ordinance and these Personnel Rules to any other officer or employee of the City or may recommend that such powers and duties be performed under contract as provided in Section 9.4, “Right to Contract for Special Services.” The Personnel Officer shall:
•Administer all the provisions of the Personnel Ordinance and of the Personnel Rules not specifically reserved to the City Council.
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5 •Prepare and recommend to the City Manager, Personnel Rules and revisions and amendments to such Personnel Rules subject to City Council review, or approval when deemed required.
•Prepare or cause to be prepared a Position Classification Plan, including class specifications and revisions of the Plan. The Plan, and any revisions to it, shall become effective upon approval by the City Council.
•Provide for the publishing or posting of notices of vacant positions within the competitive service, the receiving of applications therefore, the conducting and grading of any necessary tests, and the certification to the appointing authority of a list of all persons eligible for appointment to the appropriate position in the competitive service.
1.6 PERSONNEL REPORTS AND FILES
Paragraph 1: Personnel File. The Personnel Officer shall maintain a service or personnel file for each employee in the service of the City showing the name, title, or position held; the department to which assigned; salary; change in employment status; and such other information as may be considered pertinent.
Paragraph 2: Change of Status Report. Every appointment, transfer, promotion, demotion, change of salary rate, and any other temporary or permanent change in status of employees shall be reported to the Personnel Officer in such manner as he/she may prescribe.
Paragraph 3: Maintenance of Personnel Records. The City will maintain a copy of each employee’s personnel record for a period of not less than six years after termination.
Paragraph 4: Inspection of Personnel Records. Current and former employees have a right to inspect their personnel files. When requested, the City will make the contents of the personnel files available to current or former employees, or their representatives, at reasonable intervals and at reasonable times, but no later than 30 calendar days from the date which the employer receives the written request and will provide a copy upon request.
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5 CHAPTER 2
RECRUITMENT, SELECTION, APPOINTMENT, AND PROBATION
2.1 GENERAL PROVISIONS REGARDING APPOINTMENTS
A. Appointments to vacant positions in the competitive service shall be made in accordance with the Personnel Rules. Appointments and promotions shall be based on merit and fitness to be ascertained by selection techniques that will test fairly the qualifications of candidates. Examinations, such as written tests, personal interviews, performance tests, physical agility tests, evaluation of daily work performance, work samples, or any combination of these or other tests, may be used and conducted to aid in the selection of qualified employees. In any examination, the Personnel Officer may include, in addition to competitive tests, a qualifying test or tests and set minimum standards thereof.
B. Appointments shall be made by the City Council when required by the Lake Forest Municipal Code for City Council appointments; otherwise, they shall be made by the City Manager.
2.2 APPLICATIONS AND APPLICANTS
Paragraph 1: Announcement. When vacancies occur in the competitive service, all such vacancies shall be publicized by such methods the Personnel Officer deems appropriate.
Paragraph 2: Application Forms. Applications shall be made as prescribed on the announcement of the vacancy. Application forms shall require information covering training, experience, and other pertinent information, and may include references, background checks, and fingerprinting.
Paragraph 3: Disqualification. The Personnel Officer may reject any application which indicates on its face that the applicant does not possess the minimum qualifications required for the position. Applications may be rejected if the applicant is deemed unable or unfit to perform the duties of the position, has made any false statement of any material fact, or practiced any deception or fraud in his or her application.
Paragraph 4: Proof of Right to Work. Under Federal law, all newly hired employees must produce original documentation establishing their identity and right to work in the United States, and complete INS Form I-9, Item: 9
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5 swearing that they have a right to work in the United States. The City will require new employees to complete the I-9 and provide documentation on the first day of work. Required documentation must be presented to the Personnel Officer, who will be responsible for processing the documents.
Failure to comply with this paragraph will result in termination.
2.3 PRE-EMPLOYMENT PHYSICAL EXAMINATIONS
Paragraph 1: Physical examination. All applicants, who are offered a position with the City of Lake Forest, may be required to undergo a pre- employment physical examination at the City’s expense if the Personnel Officer determines such an examination is necessary for the position (job related and consistent with business necessity) to determine whether an applicant is able to perform the essential functions of the job, with or without accommodations. All applicants entering the same job classification will be subject to the same examination.
Paragraph 2: Drug Testing. As part of the City’s pre-employment screening process, applicants who are deemed “safety sensitive” as determined by the Personnel Officer who are offered employment with the City of Lake Forest, will be required to pass a test for controlled substances, under procedures described in the City of Lake Forest’s Substance Abuse Policy.
2.4 EXAMINATIONS
Paragraph 1: Nature and Types of Examinations. The selection of techniques used in the examination process shall be impartial and relate to those subjects which, in the opinion of Department Directors, and approved by the Personnel Officer, fairly measure the relative capacities of the persons examined to execute the duties and responsibilities of the class to which they seek to be appointed. Examinations shall consist of selection techniques that will test fairly the qualifications of candidates. When an oral board or panel is used, the majority of the board or panel shall be composed of persons, who are not City personnel, with similar experience or expertise in the field as the position being filled.
Paragraph 2: Promotional Examinations. Promotional examinations may be conducted whenever, in the opinion of the Department Directors and Personnel Officer, they are required. Only regular, probationary, and part- time employees who meet the requirements set forth in the promotional examination announcements may compete in promotional examinations.
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5 Paragraph 3: Conduct of Examinations. The City may contract, with any competent agency or individual, for the preparation and/or administration of examinations. In the absence of such a contract, the Personnel Officer will see that such duties are performed. The Personnel Officer shall arrange for the use of the necessary equipment and facilities to conduct the examinations.
2.5 EMPLOYMENT LISTS
Paragraph 1: Employment Lists. As soon as possible after the completion of the selection process, the Personnel Officer shall prepare and maintain an employment list consisting of the names of candidates who qualified.
Paragraph 2: Duration of Lists. Employment lists shall remain in effect for one year unless sooner exhausted or abolished by the Personnel Officer upon the recommendation of the appointing authority. An employment list may be extended for six months upon approval of the Personnel Officer.
Paragraph 3: Lay Off and Reemployment Lists. The names of regular and probationary employees laid off, or demoted in lieu of lay off, shall be placed on reemployment lists for two years for those classes requiring the same qualifications, duties, and responsibilities of the class from which lay off or demotion in lieu of lay off was made, unless such persons are sooner reemployed.
A. Persons whose names are placed on reemployment lists in accordance with this Paragraph, and who are reemployed within the prescribed period, shall be regarded as having been on unpaid leave of absence during this period of absence.
B. When a reemployment list is to be used to fill vacancies, the Personnel Officer shall certify all of the names on the list for consideration by the appointing authority.
Paragraph 4: Removal of Names From List. The name of any person appearing on an open-employment, reemployment, or promotional- employment list shall be removed by the Personnel Officer if the eligible person requests in writing that his/her name be removed, if he/she fails to respond to a notice of certification mailed to his/her last known address, or for any of the reasons specified in these Personnel Rules. The person affected shall be notified of the removal of his/her name by a notice mailed to his or her last known address. The names of persons on promotional- Item: 9
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5 employment lists who resign or are terminated from the service shall automatically be dropped from such lists.
Paragraph 5: Employment Lists Confidential. Employment lists are confidential and the relative position of an eligible person on a list or his/her score shall not be made available except to the person or to the head of the department or division where he/she is considered for appointment.
2.6 METHOD OF FILLING VACANCIES
Paragraph 1: Types of Appointments. All vacancies in the competitive service shall be filled by transfer, demotion, reinstatement, or from eligible persons certified by the Personnel Officer from an appropriate employment list. In the absence of persons eligible for appointment in these ways, provisional appointments may be made in accordance with the Personnel Ordinance and these Personnel Rules.
Paragraph 2: Notice to Personnel Officer. If a vacancy in the competitive service is to be filled, the appointing authority shall notify the Personnel Officer in the manner prescribed.
Paragraph 3: Transfer or Demotion. If the appointing authority determines to fill the vacancy by transfer or demotion, the Personnel Officer shall post notice of such vacancy in areas accessible to all personnel and utilize all reasonable means to assure that employees are informed. Interested employees will be expected to apply to the Personnel Officer in the manner prescribed in the notice. The Personnel Officer shall certify the eligibility of those screened for availability with the Department Director of whom they are assigned and the appointing authority – if different.
Paragraph 4: Certification of Eligible Persons. If the appointing authority determines to fill the vacancy from an employment list, certification shall be made from an appropriate promotional-employment list or an open- employment list.
A. When the appointing authority requests a vacancy be filled by appointment from a promotional-employment list or from an open-employment list, the Personnel Officer should certify (from the specified list of names) all individuals willing to accept appointment.
Paragraph 5: Appointment. After interviewing and investigating, the appointing authority shall make an appointment from among those certified and shall immediately notify the Personnel Officer of the person appointed.
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5 The Personnel Officer shall notify the appointee of the selection and the date for processing. The person accepting appointment shall present himself/herself to the Personnel Officer, or the designated City representative, for processing on or before the date of appointment. If the applicant does not present himself/herself within such period of time, he/she shall be deemed to have declined the appointment.
Paragraph 6: Provisional Appointment For Vacancies in Competitive Service.
A. In the absence of individuals willing to accept appointment from appropriate employment lists, a provisional appointment may be made by the appointing authority of a person meeting the minimum training and experience qualifications for the position. The term of a provisional appointment shall not exceed six (6) months.
B. When a position in the competitive service is temporarily vacant due to a leave of absence of the employee appointed to that position, the appointing authority may provisionally appoint an individual to temporarily serve in that position while the permanently appointed individual is on leave. The term of such provisional appointments shall be at-will and may exceed six (6) months.
C. A provisional employee may be removed at any time without the right of appeal or hearing. No special credit shall be allowed in meeting any qualifications or in the giving of any test or the establishment of any open- employment or promotional-employment lists for service rendered under a provisional appointment.
2.7 PROBATIONARY PERIOD
Paragraph 1: Term of Probationary Period. All original appointments shall be tentative and subject to a probationary period of one (1) year unless the employee is notified of a longer period. Promotional appointments shall be subject to a probationary period of six (6) months unless the employee is notified of a longer period. Probationary periods may be extended if an employee is absent from work for more than one month total during their probationary period.
Paragraph 2: Purpose of Probationary Period. The primary purpose of the probationary period is to provide an effective environmental orientation for the employee, educating him/her in prevailing management attitudes, policies, and procedures, and training him/her in the tasks associated with the Item: 9
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5 assignment. The probationary period shall be regarded as a part of the testing process and shall be utilized for closely observing the employee’s work, for securing the most effective adjustment of a new employee to this position, and for determining if he/she is capable of meeting the requirements of the assignment.
Paragraph 3: Extend Probationary Period.
A. The Department Director may determine to extend the probationary period if more on-the-job training is warranted, or if further observation of the employee is desired based on unique circumstances to allow a full and fair evaluation of the probationary employee during the probationary period. The Department Director, upon approval of the City Manager, may extend a probationary period a maximum of six (6) months, but extensions may not be used to uniformly change the length of the probationary period.
B. A leave of absence in excess of fifteen (15) working days will cause the employee’s probationary period to automatically be extended by the length of the leave of absence. An employee who is suspended will have his or her probation automatically extended by the length of the suspension unless the suspension results in the employee’s termination.
Paragraph 4: Rejection of Probationer. During the probationary period, an employee may be rejected at any time by the appointing authority without cause and without the right of appeal. Additionally, no probationary employee has property or vested rights to his or her position with the City and will not be entitled to an appeal or a hearing. Written notification of rejection shall be given by the appointing authority to the employee and a copy filed with the Personnel Officer. Notice shall be given to the employee personally or by mail at the employee’s last known address. This paragraph will apply only to original appointments and not to promotional appointments.
Paragraph 5: Rejection Following Promotion. Any employee rejected during the probationary period following a promotional appointment is entitled to be reinstated to the position from which the employee was promoted if it is vacant. If the employee’s former position has been deleted or abolished, or is not vacant, the employee may be placed in a vacant position in the same classification from which the employee was promoted. If there are no such vacant positions, the employee shall be terminated from City service. An employee will also not be reinstated to the position or class Item: 9
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5 if the employee is terminated in the manner provided in the Personnel Ordinance and these Personnel Rules.
Paragraph 6: Regular Appointment Following Probationary Period. If the service of the probationary employee has been satisfactory to the Department Director, then the Department Director is entitled to file with the appointing authority or Personnel Officer a written evaluation to such effect and stating that the retention of such an employee in the competitive service is desired after completing probation. The probationary employee shall become a regular employee at the end of the probationary period unless the probationer is rejected, during the probationary period in accordance with Section 2.7, Paragraph 4 above.
2.8 BACKGROUND INVESTIGATION
Following an offer of employment, an applicant will be subject to a background investigation, which may include fingerprinting for a criminal records search, checking references and employment history, a DMV check and a credit check for applicable positions. An applicant must successfully undergo any investigation deemed necessary by the Personnel Officer as a prerequisite for employment. A criminal conviction will not be an automatic bar to employment, and the City will undertake an individualized assessment.
2.9 TRANSFER, PROMOTION, AND REINSTATEMENT
Paragraph 1: Transfer. No employee shall be transferred into a position for which the employee does not possess the minimum qualifications. Upon notice to the Personnel Officer, an employee may be transferred by the appointing authority, at any time, from one position to another position in the same or comparable class. For transfer purposes, a comparable class is one with the same maximum salary, involves the performance of similar duties, and requires the same basic qualifications.
If the transfer involves a change from one department to another, both Department Directors must consent thereto, unless the City Manager orders the transfer. Transfer shall not be used to effectuate a promotion, demotion, or reduction, each of which may be accomplished only as provided in the Personnel Ordinance and these Personnel Rules. The employee may appeal denial of transfer by the releasing department to the City Manager. The City Manager will review such actions to ensure that consideration is given to the employee’s rights and operational requirements of the City administration.
The decision of the City Manager shall be final.
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5 Paragraph 2: Promotion. The appointing authority may choose to fill vacancies in the competitive service by promotion.
Paragraph 3: Reinstatement. The appointing authority may reinstate, a former employee, within two (2) years of the effective date of resignation, who resigned with a good record to a vacant position in the same or comparable class formerly held. Upon reinstatement, the employee shall be subject to the probationary period prescribed for the class. Credit for the former employment may be granted in computing salary, vacation, sick leave, or other benefits by the appointing authority.
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5 CHAPTER 3
DISCIPLINE
3.1 STANDARD FOR DISCIPLINE
Disciplinary measures may be taken for reasonable cause. The extent of the disciplinary action taken shall be commensurate with the offense, provided that the prior employment history of the employee may also be considered pertinent. Reasonable cause may include violation of the Personnel Ordinance, these Personnel Rules; any written City policy or City procedure; any department rule or regulation; any act of insubordination or act detrimental to the public service of the City; failure to adhere to or follow policies and rules; refusal or inability to comply with the duties of the position occupied by the employee; or any other type of misfeasance, malfeasance, or nonfeasance relating to the employee’s duties, office, or position.
3.2 RANGE OF DISCIPLINARY ACTION
The types of disciplinary actions are verbal reprimands, written reprimands, suspensions without pay, involuntary demotion, reduction in pay, and termination. For each type of disciplinary action, certain steps and due process procedures must be followed. Before taking any action, a supervisor or Department Director who is considering a disciplinary action should discuss the circumstances of the situation with the Personnel Officer unless the particular situation requires immediate action. A supervisor or Department Director, after considering the specific circumstances of each violation, may determine which disciplinary action(s) is(are) appropriate.
3.3 PROGRESSIVE DISCIPLINE
Disciplinary action may, but is not required to be taken in progressive steps as follows:
Paragraph 1: Verbal Reprimands. The supervisor should hold a meeting with the employee. The purpose of the meeting is to explain the employee’s conduct or acts which are in violation of City rules, policies, or practices, or are not meeting the expectations of the position; to remind the employee of the behavior that is expected in the future and the consequences of not meeting the performance expectations. The supervisor shall document the meeting by preparing a memorandum of the matters discussed. This memorandum to file shall be retained by the supervisor.
Paragraph 2: Written Reprimands. The supervisor should prepare a written reprimand. The written reprimand shall constitute notice of the infraction(s) including date, time, and circumstances, as well as a reminder Item: 9
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5 that failure to correct the infractions may result in further disciplinary actions up to and including termination. The supervisor shall present the written reprimand to the employee, who shall be asked to acknowledge receipt, by signing and dating the written reprimand, which shall be placed in the employee’s personnel file and a copy given to the employee.
A. Employees who have received written reprimands are entitled to the following due process:
(1) A meeting with the supervisor to receive the written reprimand and to be informed of its contents.
(2) The employee has five (5) business days from receipt of the written reprimand in which to write a response and/or to request and to informally meet with the person issuing the reprimand to discuss its contents. The employee must submit any written response to the Department Director, to be forwarded to the issuer of the written reprimand for consideration. The issuer of the written reprimand will then consider the response and either withdraw the written reprimand or submit it to the Personnel Officer, to be placed in the employee’s personnel file. The employee’s written response, if any, will also be placed in the employee’s personnel file.
Paragraph 3: Suspension Without Pay. An employee may be suspended without pay for up to thirty (30) days. Employees who are exempt from overtime pay under the Fair Labor Standards Act (“FLSA”) shall only be suspended without pay for less than one full week for violations of written workplace conduct rules (not performance or attendance issues). Exempt employees may be suspended without pay for one week or in increments of full weeks for any cause. When placing an employee on suspension for forty (40) hours or less, the supervisor shall prepare a memorandum describing the disciplinary action, the supervisor’s expectations, the employee’s failure to meet the expectations, and a warning that the failure to comply with the reasonable expectations of the supervisor in the future may be grounds for disciplinary action up to and including termination. Employees who are placed on suspension for forty (40) hours or less are entitled to the same due process rights as listed above in Paragraph 2 Section A. The suspension, if any, shall not be served until the procedures described above have been completed.
When placing a competitive service employee on suspension without pay for more than forty (40) hours, the Department Director shall follow all of the Item: 9
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5 steps listed under Section 3.4, Paragraph 2, subsections (A) - (E) and Section 3.11.
Paragraph 4: Involuntary Demotion. The Department Director may demote an employee whose ability to perform his or her required duties falls below standards or for other disciplinary purposes. No employee shall be demoted to a position for which he or she does not possess the minimum qualifications. An employee may be demoted to a classification having a lower salary range. When demoting a competitive service employee, the supervisor shall follow all of the steps listed under Section 3.4, Paragraph 2, subsections (A) - (E) and Section 3.11.
Paragraph 5: Reduction in Pay. An employee may be reduced in salary rate of pay. When reducing the salary of a competitive service employee for disciplinary reasons, the Personnel Officer shall follow all of the steps listed under Section 3.4, Paragraph 2, subsections (A) - (E) and Section 3.11.
Paragraph 6: Termination. When it is necessary to terminate a competitive service employee, the Department Director shall follow all of the steps listed under Section 3.4, Paragraph 2, subsections (A) - (E) and Section
3.11. 3.4 IMPOSITION OF DISCIPLINE
Paragraph 1: Imposition by Supervisor/Department Director.
A. Any discipline described in Section 3.3, Paragraphs 1 - 3, (provided suspension without pay is for forty (40) hours or less) may be imposed by the supervisor with the concurrence of the Department Director.
B. Appeal Rights. Any discipline described in Section 3.3, Paragraph 3 (provided the suspension without pay is for forty (40) hours or less) shall have the right to appeal the action to the Personnel Officer in writing. The employee shall initiate an appeal by the filing of a written appeal with the Personnel Officer within ten (10) business days of the imposition of discipline. The written appeal shall set forth the reasons and basis for the employee’s disagreement with the discipline.
(1) The Personnel Officer shall prepare and deliver to the affected parties a written decision on the appeal. The decision of the Personnel Officer shall be the final administrative decision of the City.
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5 Paragraph 2: Imposition by Department Director/Personnel Officer/City Manager or Designee.
A. Any discipline described in Section 3.3, Paragraph 3 (provided the suspension without pay is for more than forty (40) hours) or Paragraphs 4, 5, and 6 may only be imposed by the Department Director with the prior written concurrence of the Personnel Officer, the City Manager or designee.
B. Notice of Intent to Discipline Required: A notice of intent to discipline shall be given to the employee whenever the City intends to impose any discipline described in Section 3.3, Paragraph 3 (provided the suspension without pay is for more than forty (40) hours) or Paragraphs 4, 5, and 6.
C. Content of Notice of Intent to Discipline: The notice of intent to discipline shall inform the employee of the disciplinary action intended and the effective date of the intended action. Further, it shall set forth the nature of the infraction(s), any previous disciplinary actions taken, how the employee’s conduct has had an adverse impact on the City’s or department’s operation, all materials upon which the action is based, and notification that the employee has the right to respond, orally or in writing to the proposed discipline.
(1) Whether delivery is made in person or by mail, the notice of intent to discipline shall contain a “statement of delivery or mailing” indicating the date on which the notice of intent was personally delivered or deposited in the United States mail. Such date of delivery or mailing shall be the “date of issuance” of the notice of intent.
D. Written Response to Notice: The employee shall be entitled to respond in writing to the notice of intent to discipline. Such response, if any, must be received by the Personnel Officer, or a designee, within five (5) business days from the date of issuance of the notice of intent to discipline if personally served and ten (10) business days if served by mail.
E. Oral Response to Notice: An employee who receives a notice of intent to discipline may request to respond to the notice of intent. The request for such a response shall be delivered to the Personnel Officer, or a designee, within five (5) business days of the issuance of the notice of intent to discipline if personally served and ten (10) business days if served by mail.
Upon the receipt of a request for an oral response, the Personnel Officer, or a designee, shall schedule a meeting to take place with the employee and supervisor to receive the oral response. An employee who has requested an Item: 9
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oral response in accordance with this subsection may at their own election and cost retain representation for the presentation of the oral response conducted under this subsection.
F. Personnel Officer Determination: Following the review of the oral or written response, the Personnel Officer, or a designee — with the Personnel Officer’s approval — shall issue and deliver to the employee a written statement of its decision to uphold, modify, or reject the proposed disciplinary action. Such action to be taken may not include discipline more severe than that described in the notice of intent; however, the City may reduce such discipline without the issuance of an additional notice of intent.
3.5 PLACEMENT IN PERSONNEL FILE
Official disciplinary action documents shall be placed in the employee’s personnel file.
Official disciplinary documents include disciplinary documents and any evidence supporting the discipline provided to employees in accordance with this Chapter, except that documentation of a verbal reprimand will be retained by the supervisor and not placed in the personnel file.
3.6 EMPLOYEE ACKNOWLEDGMENT
Whenever a disciplinary action is taken, the employee may be asked to sign the document to acknowledge that it was received. Signing to acknowledge receipt by an employee does not indicate that the employee agrees with the facts stated in the document or agrees to the discipline. If an employee refuses to sign the document, the supervisor or Personnel Officer delivering the document will note the employee’s refusal to sign the document and that the employee has received the document.
3.7 ADMINISTRATIVE LEAVE
Paragraph 1: Investigatory Leave. An employee may be placed on an Investigatory leave with pay to allow the employee’s supervisor to review the facts of an alleged violation. Pursuant to Government Code Section 53243, et seq. which became effective of January 1, 2012, if an employee is convicted of a crime involving an abuse of his/her office or position, and the employee has been provided with administrative leave pay pending an investigation, the employee shall be required to fully reimburse such amounts paid. For this Section, abuse of office or position means either: (1) an abuse of public authority, including waste, fraud, and violation of the law under color of authority; or (2) a crime against public justice, including a crime described in Title 7 commencing with Section 92 of the Penal Code.
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Paragraph 2: Leave Pending Disciplinary Action. An employee may be placed on Administrative leave with pay pending an employee’s response to the notice of intent and a determination by the Personnel Officer, or a designee, of the disciplinary action.
3.8 EMERGENCY SUSPENSION
An employee may be removed from the workplace immediately without pay pending an investigation because of an employee’s apparent gross misconduct which has resulted in a potential emergency situation, including, but not limited to, situations which may endanger life or property. Such removal shall not exceed twenty-four (24) hours, at which time the employee shall be given a notice of intent to impose discipline, or returned to full-pay status. If no discipline is imposed, the employee will be repaid for any time off without pay.
3.9 TIME EXTENSIONS
Any time limitations or requirements, as set forth under Chapter 3 may be extended or changed by mutual written agreement of all parties.
3.10 DELIVERY OF NOTICE
When notice is required, the notice shall be given to the affected employee either by delivery of the notice of intent to the employee in person; or by placing the notice of intent in the United States mail, first class, postage paid, and by certified mail, return receipt requested, in an envelope addressed to the employee’s last known home address.
It shall be the responsibility of the employee to inform the Personnel Officer in writing, of his or her current home address and of any change in such address, and the information so provided shall constitute the employee’s “last known home address.” Such personal delivery or mailing shall be presumed to provide actual notice to the affected employee.
3.11 RIGHT OF APPEAL
A. Employees shall have the right to appeal any disciplinary action described in Section 3.3, Paragraph 3 (provided the suspension without pay is for more than forty (40) hours), Paragraph 4, Paragraph 5, and Paragraph 6 to the City Manager or designee. This right is limited where the right to appeal is specifically prohibited by Chapter 2.60 of the Lake Forest Municipal Code, these Personnel Rules, or elsewhere. The right to appeal provided in accordance with these Personnel Rules is exhausted with an appeal to the City Manager level.
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B. All appeals shall be concluded as expeditiously as possible and in accordance with the requirements and procedures as set forth in these Personnel Rules.
3.12 RULES ON APPEAL TO THE CITY MANAGER
Paragraph 1: Right of Appeal. Any employee in the competitive service shall have the right to appeal to the City Manager, within seven (7) business days of any discipline as described in Section 3.3, Paragraph 3 (provided the suspension without pay is for more than forty (40) hours), Paragraph 4, Paragraph 5, and Paragraph 6, except in instances where the right of appeal is specifically prohibited by these Personnel Rules.
Paragraph 2: Method of Appeal. Appeals shall be in writing, signed by the employee (appellant), and filed with the Personnel Officer who shall, within three (3) business days after receipt of the appeal, inform the City Manager, or the appointing authority, and such other persons or officers named or affected by the appeal, of the filing of the appeal. The appeal shall be addressed to the City Manager, explaining the matter appealed from and setting forth therein, a statement of the action desired by the appellant with his/her reasons, therefore. The formality of a legal document is not required.
Paragraph 3: Notice. Upon the filing of an appeal, the City Manager may reject it if the appeal is untimely, ambiguous, incomplete, or appeals an issue that is not subject to appeal under these Personnel Rules. The City Manager may also direct the Personnel Officer, or designee, to set a date for a hearing on the appeal, before the City Manager or designee, not more than fifteen (15) days from the date of filing.
Paragraph 4: Investigation. The City Manager or designee may request information relevant to the matter as he/she may deem necessary, and such information shall be made a part of the record of the proceedings.
Paragraph 5: Hearing. The appellant or his/her representative may appear personally before the City Manager or designee at the time and place of the hearing. The parties may produce relevant oral or documentary evidence at the hearing. The City’s case shall be stated first, and at the conclusion, opposition material may then be presented by the appellant.
Rebuttal matter which is not repetitive may be allowed at the discretion of the City Manager or designee. The conduct and decorum of the hearing shall be under the control of the City Manager or designee, with due regard to the rights and privileges of the parties appearing before him or her. Hearings need not be conducted according to technical rules relating to evidence and Item: 9
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witnesses. The hearing shall be closed to the public unless the appellant, in writing, requests an open hearing.
Paragraph 6: Subpoenas. A subpoena may be issued when it is deemed necessary to secure the presence of a witness or evidence at a hearing before the City Manager or designee. The party requesting a subpoena must submit the request to subpoena (either evidence or a witness) to the Personnel Officer. The Personnel Officer shall determine if the request for subpoena is appropriate. If the request is appropriate, the Personnel Officer shall cause the subpoena to be prepared and submit it for approval to the Mayor and City Clerk.
Paragraph 7: Findings and Decision. The City Manager or designee shall, within ten (10) business days after the conclusion of the hearing, certify his or her findings and decision in writing, which shall be the final administrative decision of the City.
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CHAPTER 4
COMPLAINT AND GRIEVANCE PROCEDURE
4.1 PURPOSE OF COMPLAINT AND GRIEVANCE PROCEDURE
It is the City’s purpose to provide an effective and acceptable system whereby employees can seek resolution of complaints or grievances, at the lowest possible level, on matters affecting their jobs. Department Directors and other managers excluded from the competitive service are not eligible to file grievances against the City. All levels of administration and supervision are expected to inform and encourage employees to discuss matters affecting their employment.
4.2 DEFINITIONS
A. Complaint: An allegation or charge by an employee that a wrong has been committed.
B. Complaint Procedure: The process by which a determination is made as to whether or not a wrong has been committed.
C. Grievance: An expressed claim by a regular employee that the City has violated, misinterpreted, or misapplied an obligation to the employee during their employment as such obligation is expressed and written in the City Personnel Ordinance, these Personnel Rules, or other written City policies.
Disciplinary actions, the content of performance evaluations, rejection from probation, and denial of merit increases are not subject to the complaint or grievance procedure.
D. Grievance Procedure: The process by which the validity of a grievance is determined.
E. Representative: A person who, at the request of the employee or management, is invited to participate in grievance conferences.
4.3 COMPLAINT PROCEDURE
A. Step 1: The employee should present and review any complaint with the immediate supervisor. At least one conference shall be held between the employee and the immediate supervisor within two (2) business days after the employee has expressed the complaint. The immediate supervisor is required to review every complaint and attempt to settle it as quickly and fairly as possible.
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B. Step 2: If the action taken by the immediate supervisor is not satisfactory, the employee may take the complaint to successive levels of supervision up to and including the Personnel Officer. The decision of the Personnel Officer is the final administrative decision.
4.4 GRIEVANCE PROCEDURE
Paragraph 1: Informal Grievance Procedure. The employee shall inform the immediate supervisor orally of the grievance and relevant facts within five (5) business days after the employee knew, or in the exercise of reasonable diligence should have known, of the events giving rise to the grievance. At least one conference shall be held between the employee and the immediate supervisor within two (2) business days after the employee has expressed the grievance. The immediate supervisor shall orally advise the employee of the decision within five (5) business days following the conference.
Paragraph 2: Formal Grievance Procedure.
A. Step 1: If the grievance is not resolved informally, the employee shall put the grievance in writing and submit copies to the immediate supervisor no later than five (5) business days following completion of the informal grievance procedure. The written grievance shall include a citation of the sections of the Personnel Ordinance, Policy, or these Personnel Rules alleged to have been violated and the remedy sought by the employee. A conference shall be held between the employee and the immediate supervisor within two (2) business days after the written grievance is received. The supervisor shall review the grievance and render a written decision to the employee within five (5) business days following the date of the Step 1 grievance conference. The issuance of a decision will complete Step 1.
B. Step 2: In the event that the grievance is not resolved in Step 1, the employee may submit it to the Department Director no later than five (5) business days following completion of Step 1. A conference shall be held between the employee and the Department Director within two (2) business days from the receipt of the Step 2 grievance. The Department Director shall have five (5) business days following the Step 2 grievance conference, in which to review the matter. At the conclusion of this review, a decision in writing shall be given to the employee. The issuance of a decision will complete Step 2.
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C. Step 3: In the event that the grievance is not resolved in Step 2, the employee may submit it to the Personnel Officer or designee no later than five (5) business days following completion of Step 2. A conference may be held between the employee and the Personnel Officer within two (2) business days from the receipt of the Step 3 grievance. The Personnel Officer shall have ten (10) business days following the Step 3 grievance conference in which to review the matter. At the conclusion of this review, a decision in writing shall be given to the employee. The decision issued by the Personnel Officer is the final administrative decision of the grievance procedure.
4.5 GENERAL PROVISIONS
A. No retribution or prejudice shall be suffered by employees making use of the grievance or complaint procedures by reason of such use.
B. Forms for filing and processing grievances and other documents necessary under these procedures shall be prepared by the Personnel Officer and given appropriate distribution.
C. All documents, communications, and records dealing with the processing of grievances shall be filed separately from personnel files.
D. Failure at any step of this procedure to communicate the decision on the grievance within specified time limits shall permit the aggrieved employee to proceed to the next step.
E. Failure at any step of this procedure to seek review of a decision on a grievance within specified time limits shall be deemed acceptance of the last decision rendered and waiver of further steps.
F. The time limits specified at any step in this procedure may be extended by mutual written agreement of all parties.
G. Reasonable time off without loss of pay shall be given to an employee who has a complaint or grievance and to the employee’s representative in order to participate in the complaint and grievance procedures.
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CHAPTER 5
SEPARATION FROM SERVICE
5.1 DISCHARGE/TERMINATION
An employee in the competitive service may be discharged at any time by the appointing authority for reasonable cause. Discharge shall be pursuant to these Personnel Rules, the Personnel Ordinance, and in accordance with law. Employees not in the competitive service of the City are employed at-will and can be terminated at any time with or without cause and without notice.
5.2 LAY OFF
Paragraph 1: Elimination of Position. Whenever, in the judgment of the City Council, it becomes necessary in the interest of economy or because the necessity for a position no longer exists, the City Council may abolish any position or employment in the competitive service, and the employee holding such position or employment may be laid-off without the right of appeal.
Paragraph 2: Lay Off Procedure. The order of lay off of employees shall be established by the Personnel Officer on the recommendation of the Department Director involved. The Department Director shall take into consideration the job performance and length of service of employees in preparing a recommended lay off list, provided that no regular or probationary employees shall be laid off from their position in any department while any temporary, seasonal, provisional, or part-time employees are serving in the same class within the department. Employees to be laid off shall be given at least fourteen (14) days prior notice.
5.3 RESIGNATION
An employee wishing to leave City employment in good standing shall file a written resignation with the appointing authority, stating the effective date and reasons for leaving, at least two (2) weeks before leaving the service. Such time limit may be waived by the appointing authority if the employee furnishes evidence that such notice would result in unreasonable hardship or loss of opportunity. A statement as to the resigned employee’s service performance and other pertinent information shall be forwarded to the Personnel Officer. Failure to give notice as required by this Rule may be cause for denying future employment by the City.
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5.4 JOB ABANDONMENT
An employee is deemed to have resigned if the employee is absent for five (5) consecutive business days without prior authorization and without notification during the period of absence. Employees have no right to appeal if deemed to have resigned as a result of job abandonment. Employees separated from employment for job abandonment will be reinstated with such charge removed from the employee’s record upon presentation of justification for absence such as severe accident, severe illness, false arrest, or mental or physical impairment which made it impossible not only to come to work, but also to communicate that inability to his/her supervisor.
5.5 RETIREMENT
Employees covered by the contract between the California Public Employee’s Retirement System (CalPERS) and the City of Lake Forest shall be eligible to retire based upon meeting CalPERS eligibility requirements.
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CHAPTER 6
COMPENSATION AND HOURS
6.1 CLASSIFICATION POLICY
Paragraph 1: Preparation of Plan. The Personnel Officer, or a person or agency employed for that purpose, shall ascertain, and record the duties and responsibilities of all classifications in the competitive service and, after consulting with the appointing authority and Department Directors, shall recommend a classification/compensation plan for such positions. The classification/compensation plan shall consist of classifications of positions in the competitive service defined by classification specifications, including the title. The classification/compensation plan shall be so developed and maintained that all positions similar with respect to duties, responsibilities, authority, and character of work are included within the same classification; and that the same schedules of compensation may be made to apply with equity under like working conditions to all positions in the same classification.
Paragraph 2: Adoption, Amendment, and Revision of Plan. The classification/compensation plan shall be adopted and may be amended from time to time by resolution of the City Council. The Personnel Officer shall determine which, if any, amendments will be proposed to the City Council.
Amendments or revisions to the classification/compensation plan proposed by the Personnel Officer shall be publicly posted for at least seventy-two (72) hours prior to consideration by the City Council.
Paragraph 3: Allocation of Positions. Following the adoption of the classification/compensation plan, the Personnel Officer shall allocate every position in the competitive service to one of the classifications established by the Plan.
Paragraph 4: New Classification. When a new classification is created, before any position may be filled, the appointing authority shall notify the Personnel Officer, and except as otherwise provided by the Personnel Ordinance or these Personnel Rules, no person shall be appointed or employed to fill any such position until the classification/compensation plan has been amended to include such position.
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be used for the purpose of avoiding restrictions concerning demotions and promotions. When a reclassification occurs, no person shall be appointed or employed to fill the reclassified position until the classification/compensation plan has been amended to include a position not already in the plan.
6.2 FULL-TIME SALARY ADMINISTRATION POLICIES
The following salary policies shall govern the administration of the compensation plan for all full-time classifications:
A. The minimum rate is normally the hiring rate for the grade. An employee may be assigned, upon appointment, to a rate other than the normal entering salary rate upon the recommendation of the Department Director, and with approval of the City Manager when it is decided that such action is in the best interest of the City.
B. The comprehensive wage and salary plan is based on a 40-hour work week for all full-time employees.
6.3 PART-TIME WAGE ADMINISTRATION POLICIES
The following salary policies shall govern the administration of the wage schedule for part-time classifications:
A. An employee shall be assigned, upon appointment, to an hourly wage rate upon the recommendation of the Department Director and with approval of the City Manager. The wage must be that as set forth in the wage schedule.
B. The wage is an hourly rate and represents the comprehensive rate.
C. The wage schedule shall be adopted by Resolution of the City Council.
D. Part-time employees shall be eligible for a step increase after working at least 500 hours, completing one (1) year of service, and receiving a “Meets Minimum Job Requirements” performance evaluation overall rating. If an employee works less than 500 hours after one (1) year of service, they will be eligible for the increase upon reaching 500 hours, or upon the completion of two (2) years of service, whichever comes first. The effective date of the increase shall be the employee’s anniversary date, or upon reaching the 500 hours. Part-time employees can be eligible for a double step increase for outstanding performance upon the approval by the Department Director and City Manager.
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E. Part-time employees promoted within one (1) month of their eligibility for a step increase will receive a double step increase upon promotion. Part-time employees promoted within three (3) months of their eligibility for a step increase are eligible for a double step increase upon promotion subject to approval by the Department Director and City Manager.
6.4 PERFORMANCE COMPENSATION PLAN (Does not apply to the City Manager or the City Attorney).
Paragraph 1: Purpose. The purpose of this Pay for Performance Plan is to establish a compensation plan and policy that will not only attract, retain, and motivate people with a high degree of commitment and excellent skills to the City for employment, but will compensate employees equitably for the value of the work they perform and the contributions their efforts make to achieving the City’s goals and long-term objectives. The Plan will recognize and reward employees for the results they achieve and the behaviors they demonstrate consistent with the City’s vision and values. With exceptional results for the citizens and stakeholders in the City will come exceptional rewards for those who accomplish them.
Paragraph 2: Background. While the City appreciates and values long-term service from good employees and rewards such service tenure through other programs, the City recognizes that compensation programs and policies are among the most critical tools in setting a high-performance bar and focusing energy, effort, and commitment to meeting and exceeding performance standards. This Plan is established to institutionalize the concept that salary ranges present the opportunity to earn higher salary and are not a guarantee of annual salary increases. When merit increases are awarded on the basis of work results compared to performance targets equitably established and communicated, employees are empowered to be individually accountable — to influence the pay they receive by the level of their performance.
Paragraph 3: Policy. The Pay for Performance Plan shall apply to all full-time employees who receive an annual performance evaluation except for the City Manager and City Attorney. Compensation adjustments under this Plan will be considered in conjunction with the employee’s annual performance evaluation. When an employee receives their annual performance review, an employee rating shall be determined based on the criteria outlined in the evaluation form. Only employees who are recommended by their Department Director and approved by the City Manager as rating “Meets Minimum Job Requirements” or higher shall be Item: 9
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eligible for adjustments to base pay and lump sum performance incentives in accordance with this Plan. An employee’s eligibility for salary movement may be based on three types of increase policies:
A. Performance – based merit increase policy. To be eligible to receive a performance – based merit increase, an employee must receive a performance rating based on the criteria outlined in the evaluation form used in the annual performance review of all full-time employees performed each year after the completion of the fiscal year. Employees who are hired during the fiscal year will be eligible for a pro-rata share of the performance- based merit increase based on the date of their hire and their rating. The following reflects the pro-rata percentage of the increase that will be available to employees based on their hire date:
Month of Hire Pro-Rata Percentage
July 100%
August 92%
September 84%
October 75%
November 67%
December 59%
January 50%
February 42%
March 34%
April 25%
May 17%
June 9%
The following conditions are also part of the performance-based merit increase policy:
(1) The increase will be applied to salary if possible. However, the salary increase will be limited by the pay range maximum for each position. (2) Any amount of increase which cannot be accommodated within the pay range maximum will be paid in a lump-sum payment after the employee’s evaluation each year. However, employees are not eligible to receive a lump-sum performance incentive award unless they are at the maximum salary of their range.
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(3) All increases made under this policy, whether in the form of salary increases or lump-sum payments, must be according to law. (4) Lump-sum payments will not be included as compensation for purposes of disability benefits, vacation or holiday pay, or other pay related to City benefits to an employee.
(5) Performance based merit increases are discretionary, and subject to City Manager review and approval. The City Manager is also authorized to adjust and/or limit the percentage increases based upon City financial conditions and budgetary considerations.
B. Promotional increase policy. A promotional increase will be granted to an employee who is promoted to a position at least one grade higher than the employee’s previous class. The amount of the increase will be as determined by the City Manager but will be a minimum increase of five (5%) percent over the prior salary. The City Manager’s determination will be based on, but not limited to, the “size” of the promotion (one grade versus five grades), the “time” since the employee’s last increase, and an assessment of the employee’s “readiness” for full job performance in the new position.
C. Structural movement increase policy. This policy provides for review and adjustment of the salary structure (if necessary) at least every two years.
When the salary structure is adjusted, employees with salaries that fall below new range minimums after any pay-for-performance increase will receive a structural increase to the minimum.
6.5 WORKING HOURS
Actual working hours will be determined on the basis of operational efficiency and employee preference. Supervisors will establish normal working schedules subject to approval of the Department Director or the City Manager. Any deviation from normal work schedules shall be approved by the Department Director and the Personnel Officer.
6.6 PAY PERIODS AND PAY DAYS
All officers and employees of the City of Lake Forest shall be paid once every two weeks. Compensation shall be made available on an every-other Friday basis. In the event that a payday falls on a holiday, all warrants or checks in payment of compensation shall be made available on the day preceding the holiday.
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6.7 PAYROLL DEDUCTIONS
The City can lawfully withhold amounts from an employee's wages only: (1) when required or empowered to do so by state or federal law, or (2) when a deduction is expressly authorized in writing by the employee to cover insurance premiums, benefit plan contributions or other deductions not amounting to a rebate on the employee's wages, or (3) when a deduction to cover health, welfare, or pension contributions is expressly authorized by a wage or collective bargaining agreement.
The following payroll deductions may be made from the salary of employees, where applicable:
Paragraph 1: Obligations to the City. The City, if deemed necessary by the City Manager, may deduct from the employee’s pay amounts equal to the obligations incurred through cash advances and damage to City property entrusted in the care of the employee, if said damage results from proven negligence on the part of the employee, when authorized by the employee.
Paragraph 2: Health and Life Insurance Benefits. The City will make deductions of those amounts authorized by the employee equal to the employee’s share of the health and life insurance benefits made available to the employee.
Paragraph 3: Income Tax -Medicare and Social Security. The City shall make deductions from the salary in the amount required by Federal and State law.
Paragraph 4: Public Employees’ Retirement System. The City shall deduct from the employee’s salary the amount required to be contributed to the Public Employees’ Retirement System (PERS) after considering Section
7.2 “Public Employees’ Retirement System.”
Paragraph 5: Credit Union Deductions. The City shall deduct from the employee’s salary authorized deductions to the credit union and pay such amounts to the credit union.
Paragraph 6: Charitable Deductions. The City shall deduct charitable contributions periodically, when authorized by the employee.
Paragraph 7: Deferred Compensation. The City, upon authorization by the employee, shall deduct eligible amounts as determined by the employee for contribution to the Deferred Compensation Program.
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Paragraph 8: Miscellaneous Deductions. The City, upon authorization by the employee, shall deduct amounts as determined by the employee.
Paragraph 9: Court Ordered Garnishment. The City shall deduct an amount from an employee’s salary when so ordered by a court of competent jurisdiction.
6.8 COMPENSATION FOR OVERTIME
Paragraph 1: General Overtime Provisions. Subject to approval of the City Manager and to the following provisions, an authorized supervisor may prescribe reasonable periods of overtime work to meet the operational needs of the department. Except as otherwise provided herein, overtime shall be paid at one and one-half times the hourly equivalent of the employee’s salary rate, based on the number of overtime hours actually worked.
A. Overtime is defined as work required by an authorized supervisor on a form approved by the Personnel Officer in excess of forty (40) hours in a work week.
B. In the event a bona fide emergency arises that dictates the need for immediate overtime and the employee’s supervisor is not available for authorization, the employee shall seek approval from a management employee prior to working the overtime and on the next working day shall prepare a memorandum to the responsible supervisor outlining the same.
C. Time off taken for purposes of sick leave, vacation, compensatory time, jury duty, holiday, bereavement, and other leave shall not serve as time worked when computing the forty (40) hours in a work week.
D. Compensatory-time In Lieu of Compensation. An employee is entitled to elect to receive compensatory-time in lieu of compensation for overtime.
The maximum hours of compensatory time that an employee shall receive in lieu of compensation is forty (40) hours. Once an employee has reached the maximum level of compensatory-time the City shall directly compensate the employee, until the employee’s balance of compensatory-time falls below the forty (40) hour maximum level.
(1) Part-time employees are not entitled to receive compensatory time in lieu of overtime pay.
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(FLSA) are not entitled to overtime. However, these personnel may be granted compensation for work beyond the normal work week at the sole discretion of the City Manager.
Paragraph 3: Court Time. Employees, other than those covered by Paragraph 2 above, who are required to appear in court during their off-duty hours in connection with City business shall receive overtime compensation at one and one-half times the number of hours they spend in court.
6.9 PAY FOR SERVING IN HIGHER JOB CLASSIFICATION
Paragraph 1: Prior Approval for Serving in Higher Job Classification.
Prior to an employee serving in a higher job classification for more than ten (10) consecutive business days, the Department Director must submit a memo to the City Manager requesting authorization. The memo must document reason for need, estimated duration of service, and specific job responsibilities to be covered. The job responsibilities to be covered shall be approved by the Department Director and the Personnel Officer.
Paragraph 2: Pay for Serving in Higher Job Classification. An employee who is required, on the basis of acting appointment, to serve in a class with a higher salary range to that of the class in which the employee is normally assigned, shall receive the greater of the minimum salary rate of the higher salary range or a five percent (5%) increase from the employee’s current salary rate on the eleventh business day of serving. This increase is conditional provided the employee performs all of the duties and assumes all the responsibilities of the higher class, and only after the employee has served more than ten (10) consecutive business days in the higher classification. The ten (10) consecutive days is exclusive of time off. If each of these conditions is met, the increase in salary shall be retroactive to the eleventh business day of such qualifying service. This section only entitles an employee to the salary of the higher class and not the benefits of the higher class. Compensation under this section shall not be permitted for any position which is subject to City Council appointment unless specifically authorized by the City Council.
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CHAPTER 7
EMPLOYEE BENEFITS
7.1 HEALTH AND LIFE INSURANCE
Paragraph 1: Health Insurance. Full-time employees and their dependents will have medical, dental, and vision insurance made available.
The City retains the right to make health insurance benefits available to part- time employees in specific situations, at the part-time employee’s own cost.
The City shall pay for medical, dental, and vision insurance for full-time employees and their dependents in accordance with the benefits matrix contained in Exhibit A to these Personnel Rules. The City will pay the cost of the dental and vision plans offered by the City to full-time employees.
Additionally, employees may select to be covered by any one of the medical plans offered by the City.
Employees that have qualifying group health insurance through a spouse, domestic partner, parent, or another source, have the option to receive cash in lieu of City-sponsored health benefits. Employees who elect the Cash in Lieu option will receive $450 per month. As a condition of receiving such benefit, the employee must provide evidence, satisfactory to the City, that they have enrolled in medical insurance coverage comparable to coverage available through the City program which meets the definition of “minimum essential coverage” (as defined by the Affordable Care Act). Employees enrolled in individual coverage, such as TRICARE, Medicare, Medi-Cal, and Covered California, are not eligible to receive the Cash In Lieu option. Once elected, generally employees cannot change or cancel enrollment during the plan year unless there is a qualifying change in status.
Cash In Lieu is treated as taxable income and is reported on the employee’s W-2 statement for the tax year the employee receives the payment. Cash In Lieu is not considered compensation for retirement purposes.
Paragraph 2: Life Insurance Benefits. Group term life insurance will also be made available to these employees. The amount of life insurance made available will be in accordance with the benefits matrix contained in Exhibit A to these Personnel Rules.
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7.2 PUBLIC EMPLOYEES’ RETIREMENT SYSTEM (Does not apply to part-time except as set forth below or required by law).
New Members
“New member” employees will be required to contribute at least fifty percent (50%) of the total annual normal cost rate or the current contribution rate of similarly situated employees, whichever is greater (equal sharing of normal cost) as dictated per PEPRA.
Employee contributions will be deducted from employees’ base salary on a pre-tax basis and paid to PERS.
Classic Members
“Classic member” employees will be required to contribute the full seven percent (7%) employee contribution to PERS (employee normal contribution). Employee contributions will be deducted from employees’ base salary on a pre-tax basis and paid to PERS.
Part-Time Employees
Part-time employees who are eligible to participate in PERS will be required to contribute based upon their membership status as stated above. Employee contributions will be deducted from employees’ base salary on a pre-tax basis.
7.3 PHYSICAL EXAMINATION ALLOWANCE
Full-time employees are entitled to an annual allowance on a reimbursement basis for a physical examination by a licensed physician of the employee’s choice. Department Directors may receive a maximum allowance of Five Hundred Dollars ($500.00) each fiscal year. All other eligible employees may receive a maximum allowance of Three Hundred Dollars ($300.00) each fiscal year. This allowance can only be used to pay that portion of the cost of the physical, which is not covered by the employee’s insurance plan, or for preventive medical tests ordered by a physician as part of the physical exam such as pap smear, cholesterol testing, mammogram, colonoscopy, diabetes testing, prostate cancer screening, and bone density testing.
7.4 CELL PHONE ALLOWANCE
Some employees may receive a cell phone allowance to reimburse them for business use of their personal cell phones when it is determined that an employee may need to be available by telephone during non-business hours or when an employee is away from City Item: 9
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facilities. The City will pay a cell phone allowance in accordance with the benefits matrix contained in Exhibit A to these Personnel Rules.
7.5 WORKERS’ COMPENSATION
In the event that an employee incurs a job-related accident or injury, the employee may supplement his or her workers’ compensation payments with a fractional amount of earned sick leave or vacation to bring employee’s total compensation up to the employee’s maximum wage.
7.6 DEFERRED COMPENSATION
City employees, including part-time, provisional, temporary, and seasonal employees, are eligible for a Deferred Compensation Program. All contributions will be made by the employee.
7.7 TRAINING OF EMPLOYEES (Paragraph 2 does not apply to part-time, seasonal, provisional, or temporary employees).
Paragraph 1: Purpose of Training and Policy. It is the policy of the City to develop maximum efficiency in the performance of official duties by City employees by providing for the training of employees in the performance of their official duties, and by assisting them in fulfillment of their duties and responsibilities as well-informed citizens of the community.
A. The Personnel Officer shall monitor training programs, provide support and assistance to Department Directors in the administration of internal training programs, and submit recommendations to the City Manager.
B. The development of a continuous program of post-entry training as a part of the normal operation of City administration shall be encouraged. All other things being equal, priority consideration shall be given to training opportunities sponsored by and conducted by the City.
Paragraph 2: Tuition Reimbursement. The City will provide to employees a maximum of Fifteen Hundred Dollars ($1,500) per fiscal year per employee for tuition reimbursement for courses which relate to their job assignments, or when they are pursuing a degree in a major with potential value to the City. Tuition reimbursement may only be applied to the cost of tuition; incidental costs including those for books, parking, or other fees are not reimbursable. The City’s program is intended to qualify as an Educational Assistance Program under federal and state tax laws. The Item: 9
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completion date of the class shall be used in determining the fiscal year in which the benefit shall apply.
A. To be eligible, an employee must:
(1) have full-time status for one year;
(2) receive no other duplicate benefits under any student aid programs; (3) receive prior written approval by the employee’s supervisor on a form approved by the City Manager before registering for the class; (4) forward to the Personnel Officer proof of payment of tuition for which City reimbursement is being requested; provide the Personnel Officer with evidence of satisfactory completion of a course (a “C” grade or better or a “pass” in a pass/fail grading system) within thirty (30) days of the end of the course. If good cause is demonstrated, the City Manager may approve payment of the course following registration and;
(5) remain in City employment for at least one year after course completion.
B. The City may withhold from an employee’s paycheck sums equal to any amounts which may have been advanced or reimbursed if an employee does not provide evidence of satisfactory completion of a course within thirty (30) days; or, an employee terminates within one year after course completion.
7.8 EXPENSE ALLOWANCES
Paragraph 1: Mileage Reimbursement.
A. Expense claims for use of private automobiles must be approved by the Department Directors or City Manager. Such use will be reimbursed at the official Internal Revenue Service (IRS) mileage rate that is in effect at the time of the travel. The City Manager may authorize advance payment of estimated expenses to employees, i.e., gasoline or mileage. The employee may elect to be reimbursed by actual mileage in lieu of the car allowance if an employee expects to exceed his/her allowance.
B. Use of private vehicles for business trips out of the metropolitan area may be approved by the City Manager when use of commercial transportation is not practical or for other acceptable justifications.
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Paragraph 2: Car Allowance. (Does not apply to part-time, seasonal, provisional, or temporary employees). A car allowance instead of mileage for normal day-to-day operation may be made available in accordance with the benefits matrix contained in Exhibit A to these Personnel Rules. The car allowance is not applicable to employees who are assigned a City vehicle or do not possess or use a private vehicle in the scope of their employment.
Paragraph 3: Travel Expenses. When air, rail, or public transportation is used, expenses for local transportation such as taxi cab or automobile rental will be allowed when necessary for the conduct of City business.
A. Expenses for lodging will be reimbursed in accordance with the City’s Expense Reimbursement Policy.
B. Expenses for meals will be reimbursed in accordance with the City’s Expense Reimbursement Policy.
7.9 LONG-TERM DISABILITY
Full-time employees are entitled to benefits under a Long-Term Disability Plan provided by the City. Employees who are eligible for the use of sick leave in accordance with Personnel Rule Section 8.4, Sub-paragraph 1.A(1) are entitled to benefits according to the plan waiting period.
7.10 SHORT-TERM DISABILITY
Full-time employees are entitled to benefits under a Short-Term Disability Plan provided by the City. Employees who are eligible for the use of sick leave in accordance with Personnel Rule Section 8.4, Sub-paragraph 1.A(1) are entitled to benefits according to the plan waiting period.
7.11 CONFERENCES, SEMINARS, AND MEMBERSHIPS
Employee attendance at conferences and seminars may be authorized in accordance with the City’s Travel Policy.
7.12 INSURANCE/BENEFIT PLANS
The City retains the right to select the vendor(s) for the various insurance plans and to amend the benefits provided by these various plans. Nothing shall limit the City’s right to make any changes or guarantee the continuation of the benefits as outlined in these policies.
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CHAPTER 8
LEAVE
8.1 VACATION LEAVE
Paragraph 1: Full-Time Employees. Employees working full-time for the City accrue vacation hours each pay period according to the following schedule:
After completion of the following years of continuous service employees begin to accrue this number of hours annually.
Years in Service Annual Hours
0-4 80
5-9 120
10 128
11 136
12 144
13 152
14 or greater 160
Some employees are entitled to earn an additional forty (40) hours of vacation each year.
This additional annual vacation accrual shall be provided to employees in accordance with the benefits matrix contained in Exhibit A to these Personnel Rules.
Employees shall accrue vacation beginning the first year of employment. Employees are not allowed to accumulate more than two hundred-eighty (280) hours of vacation. Once an employee accumulates two hundred-eighty (280) hours of vacation, the employee shall stop accruing vacation. Accrual shall not begin again until the vacation leave is less than two hundred-eighty (280) hours.
Paragraph 2: Sell Back of Accumulated Vacation. The City allows for sell back of accumulated vacation based upon the approved annual operating budget. The City Manager will have the final authority to review, modify, and approve all requests. A qualified employee may request a sell back of accumulated vacation during two months of the year, June, and December. In order to qualify for the sell back, an employee must:
A. Have at least eighty (80) hours of accumulated vacation remaining after the sell back is completed, and
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B. Have taken at least forty (40) hours of vacation/management leave, of which at least twenty-six (26) vacation/management leave hours must be consecutive, within the last twelve (12) months preceding the sell back.
If the employee is qualified and desires the sell back, the employee must follow any additional procedures established by the Personnel Officer.
8.2 MANAGEMENT LEAVE
Management leave may be made available in accordance with the benefits matrix contained in Exhibit A to these Personnel Rules.
The accrual of this leave is in a lump-sum in January of each year. New employees, who are eligible for this leave, shall accrue on the first of the month following the date of employment. However, the amount accrued in the first year of employment shall be on a prorated basis. Management leave received pursuant to this Section shall be either taken as time off with pay or will be paid off in a pay period in January ..
8.3 HOLIDAYS
Employees shall have the following holidays as time off with pay:
New Year’s Day (January 1)
Martin Luther King Day (3rd Monday in January)
President’s Birthday (3rd Monday in February)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (1st Monday in September)
Veteran’s Day (November 11)
Thanksgiving Day (4th Thursday in November)
Friday after Thanksgiving
Christmas Day (December 25)
In the event that a holiday occurs on a regular day-off and is not observed on a preceding or following day by the City, each employee who is employed prior to the holiday shall receive eight (8) hours of floating holiday. Floating holiday hours may be used hour by hour or in the full eight (8) hour increment. Floating holiday hours must be used within the same calendar year they are received and will not carry over to future years.
8.4 SICK LEAVE
Paragraph 1: Sick Leave Generally. The granting of sick leave shall be determined by the following rules:
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A. Accrual of Sick Leave: Sick leave, in the forms described below, may be made available in accordance with the benefits matrix contained in Exhibit A to these Personnel Rules:
(1) Full-time employees shall accrue sick leave with pay at a rate of eight (8) hours per month. Any such leave accrued but unused in any year shall be credited to the following year. At separation, the City will compensate the employee leaving City service for one-half of accumulated sick leave, for separation reasons other than discharge/termination or job abandonment as defined in Chapter 5. (2) In accordance with the Healthy Workplaces, Healthy Families Act, and as documented in the Lake Forest Healthy Workplaces, Healthy Families (Paid Sick Leave) policy, part-time employees who, on or after July 1, 2015, work in California for 30 or more days within a year from the beginning of employment are entitled to paid sick leave. Part-time employees shall accrue sick leave with pay at a rate of one hour per every 30 hours worked, beginning at the commencement of employment or July 1, 2015, whichever is later.
The accrual of paid sick days cannot exceed 48 hours. Accrued and unused paid sick days shall carry over year to year based on the original hire date. A part-time employee shall be entitled to use accrued paid sick leave beginning on the 90th day of employment, after which the employee may use paid sick leave as it accrues. At separation, part-time employees may be eligible for one-half of accumulated sick leave for separation reasons other than discharge/termination or job as defined in Chapter 5 if approved by the City Manager.
B. Permitted Uses of Sick Leave: An employee eligible for sick leave with pay shall be granted such leave for the following reasons:
(1) Personal illness or physical incapacity.
(2) Enforced quarantine of the employee in accordance with community health regulations.
(3) Doctor and dental appointments.
(4) For an employee or their child who is a victim of domestic abuse, sexual assault, or stalking for specified purposes.
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(5) Absence from duty because the employee’s presence is needed to attend to diagnosis, care, or treatment of an existing health condition of, or preventative care for, an employee’s family member. “Family member” means any of the following:
(a) A child, meaning a biological, adopted, or foster child, stepchild, child of a domestic partner, legal ward, or a child to whom the employee stands in loco parentis.
This definition of child is applicable regardless of age or dependency status.
(b) A biological, adoptive, or foster parent, stepparent, or legal guardian of an employee or the employee’s
spouse or registered domestic partner, or a person who
stood in loco parentis when the employee was a minor
child.
(c) A designated person defined as “any individual related by blood or whose association with the employee is the
equivalent of a family relationship.
(d) A spouse,
(e) A registered domestic partner.
(f) A grandparent.
(g) A grandchild.
(h) A sibling.
Full-time employees may use accrued sick leave up to the amount earned during six months of employment each calendar year (48 hours) for purposes other than their own illness or medical/dental care. Part- time employees may use accrued sick leave up to 48 hours each calendar year.
C. Conditions on Use of Sick Leave: Sick leave is not a right which an employee may use at his or her discretion. Sick leave is subject to the following:
(1) Observed holidays occurring during the sick leave will not be counted as sick leave.
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(2) An employee must call no later than thirty (30) minutes after the regular starting time of their assigned shift and report to their supervisor. An employee has an obligation to keep their supervisor informed regarding their condition and whereabouts during working hours.
(3) Except in extraordinary circumstances, failure to call before the thirty (30) minute time limit is a basis for denying use of sick leave. (4) An employee who misses work shall, upon return to work, ensure sick leave request is input into the City’s leave system. (5) An employee who misses five days or more of work shall, upon return to work, furnish a certificate issued by a medical provider indicating the employee was on medical leave.
(6) In cases of suspected abuse of sick leave, a supervisor may require a doctor’s statement for any illness. Failure to validate an absence with a doctor’s statement may be grounds for denying use of sick leave. Continued abuse will be cause for discipline.
Paragraph 2: Sick Leave Sell Back. The City allows for sell back of accumulated sick leave based upon the approved annual operating budget.
The City Manager will have the final authority to review, modify, and approve all requests. A qualified employee may request a sell back of accumulated sick leave in December. In order to qualify for the sell back, an employee must:
A. Employees who have accumulated more than 360 hours of sick leave may sell all or part of those hours in excess of 360 back to the City at the rate of one hour of pay for each two hours sick leave. If the employee is qualified and desires the sell back, the employee must follow any additional procedures established by the Personnel Officer.
Paragraph 3: Sick Leave Donation Policy.
A. Purpose: The purpose of this Policy is to establish a program and procedures for employees to donate a portion of their accumulated sick leave time to fellow employees who have exhausted their paid leave entitlements and (1) who are suffering from a catastrophic illness or injury or (2) whose absence from duty is caused by the need to attend to the catastrophic illness or injury of their child, spouse, parent, or domestic partner.
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B. Background: The City’s employees accrue paid sick leave and other various forms of paid leave for their use when the employees are absent from work.
There have been occasions when a City employee, due to a serious health condition, has exhausted all forms of paid time off. Such employees have been forced to go without compensation for a length of time. This Policy is designed to address such circumstances during that medical and financial emergency.
C. Policy: This Policy allows City employees to provide assistance to a fellow employee who is facing a crisis due to their own or a family member’s catastrophic illness or injury. A catastrophic illness or injury is one that is expected to incapacitate a person for an extended period of time and that creates a financial hardship because the employee has exhausted all of his or her accumulated leave. Participation by donors or recipients in the Sick Leave Donation Program is entirely voluntary.
D. Catastrophic Leave Donation Banks: The Sick Leave Donation Program will allow an employee, who is absent from work due to his or her own serious health condition or due to the need to attend to the serious health condition of their child, spouse, parent, or domestic partner to request that a Catastrophic Leave Donation Bank be established on his or her behalf. A Catastrophic Leave Donation Bank shall not be established unless the City Manager or the City Manager’s designee has approved the employee’s request. Leave donations will be credited to a particular recipient’s Catastrophic Leave Donation Bank and will be for use by that designated recipient only.
(1) Eligibility of Employee for Catastrophic Leave Donation Bank. To be eligible to receive Catastrophic Leave Donation Bank donations, an employee must meet all the following conditions:
(a) Must be eligible for the accrual of sick leave in
accordance with Personnel
Rule Section 8.4; and,
(b) Must have been employed by the City in a regular
position for at least one year or if good cause can be
demonstrated, the City Manager can waive the one
year requirement; and,
(c) Must submit a confidential statement from his or her treating physician which indicates that the employee’s
absence is due to the employee’s own “serious health
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condition” or is due to the need to attend to the
“serious health condition” of their child, spouse, or
parent, or domestic partner as defined according to state and federal laws. The statement must also estimate the duration of the employee’s absence from work; and,
(d) Must have applied for short-term disability insurance or for Workers’ Compensation benefits, if eligible, and
have authorized the City to integrate any such awarded
benefits with available leave balances; and,
(e) Must have exhausted all earned leave balances
(including sick, vacation, management leave, and
compensatory time). However, the City Manager may
approve the solicitation and acceptance of sick leave
donations prior to all balances being exhausted when
the physician’s statement and existing leave balances
indicate that all such balances will be exhausted within the next two pay periods.
(2) Catastrophic Leave Donation Bank Guidelines. Leave donations will be credited to a recipient’s Catastrophic Leave Donation Bank on an hour-for-hour basis, regardless of the hourly pay rate of any particular employee. While using leave from the recipient’s Catastrophic Leave Donation Bank, the recipient will be treated as though he or she was merely using the recipient’s own sick leave.
Thus, the recipient will accrue additional annual vacation or sick leave, as usual, during the use of hours from the Catastrophic Leave Donation Bank. The maximum amount of sick leave which may be donated, in total, by City employees to a particular Catastrophic Leave Donation Bank is a total of four hundred eighty (480) hours.
Any hours of donated sick leave remaining in the Catastrophic Leave Donation Bank at the time the Bank is abolished will be forfeited.
The donated hours used by the recipient are taxable to him or her in accordance with Internal Revenue Service regulations and are subject to withholdings as required by law.
E. Leave Donations: Donations of sick leave are subject to the following requirements:
(1) Full-Time Employees Only. Only full-time employees, who are eligible for the accrual of sick leave in accordance with Personnel Item: 9
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Rule Section 8.4, Sub-paragraph 1.A, may make sick leave donations to a Catastrophic Leave Donation Bank.
(2) Type of Donations. Employees may donate from his or her accumulated sick leave balance only. Transitional sick leave balances are not available for donation.
(3) Minimum Donations. Employees wanting to donate will be notified of the hours needed per pay period. Employees may donate a minimum of one hour from his or her accumulated sick leave balance. No donation from an employee will be permitted that would result in the donor’s accumulated sick leave balance, immediately after the donation, being below eighty (80) hours of accumulated sick leave.
(4) Whole Hour Donations. Leave donations must be in whole hours. No fractions of hours may be donated.
(5) Donation's Impact on Sick Leave Sell-Back. Sick leave donations may affect the donor’s ability to annually sell sick leave back to the City.
F. Responsibilities Under the Policy: The development and use of a Catastrophic Leave Donation Bank carries with it a shared responsibility between City's management and individual employees desiring to participate in the program. The respective responsibilities are set forth below:
(1) The Requesting Employee: The requesting employee will prepare and submit to the Personnel Office a “Request to Establish a Catastrophic Leave Donation Bank” form. Additionally, the requesting employee should submit a “Certification of Physician or Practitioner” form to the Personnel Office in a sealed envelope labeled “Confidential – Request to Establish a Catastrophic Leave Donation Bank.” If the requesting employee is unable to make the request on their own behalf, the employee’s Department Director may submit a request on the employee’s behalf.
(2) The Program Administrator: The City Manager, or the City Manager’s designee, will serve as the administrator of the Sick Leave Donation Program. The Administrator will receive the confidential statement from the requestor’s physician in a manner consistent with federal and state laws. The Administrator will Item: 9
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approve or deny the establishment of a requested Catastrophic Leave Donation Bank. If the request is approved, the Bank shall be established, and the Administrator will publicize the request with the statement approved by the requestor. The Administrator shall approve or deny each offered donation, if any, to the Catastrophic Leave Donation Bank in accordance with the requirements of this Policy.
The Administrator shall determine when the Catastrophic Leave Donation Bank shall be abolished.
(3) The Donating Employee: A donating employee will prepare and submit to the Personnel Office a “Request to Donate to Catastrophic Leave Donation Bank” form.
(4) The Finance Department: The Finance Department will make the appropriate payroll and leave balance adjustments for both the recipient and any donors. The Finance Department will coordinate the usage of hours from the Catastrophic Leave Donation Bank and the integration of any other benefits therewith, if applicable. Any hours remaining in the Catastrophic Leave Donation Bank at the time it is abolished will be forfeited.
G. Forms: The forms utilized in the Sick Leave Donation Program are attached as follows:
(1) Request to Establish a Catastrophic Leave Donation Bank (2) Request to Donate to Catastrophic Leave Donation Bank The Sick Leave Donation Program forms are available from the intranet or Human Resources.
8.5 FAMILY AND MEDICAL LEAVE POLICY
Family and Medical Leave shall be provided in accordance with state and federal law and the Lake Forest Family and Medical Leave Policy.
8.6 BEREAVEMENT LEAVE
Full-time employees are eligible for a maximum of three (3) days per year paid bereavement leave in the event of the death of a member of the employee’s immediate family. Should additional time be required due to unusual circumstances, an additional two (2) days may be approved by the City Manager. For the purpose of this Section, immediate family is limited to a parent, stepparent, spouse, domestic partner, child, Item: 9
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stepchild, brother, sister, mother-in-law, father-in-law, grandfather, grandmother, grandchild, son-in-law, daughter-in-law, aunt, or uncle of the employee, regardless of residence.
An employee is eligible for bereavement leave once they have been employed for at least 30 days prior to the commencement of leave. The employee can use bereavement leave for each qualifying occurrence, but full-time employees are only eligible for three (3) days per year paid bereavement leave. Employees may use vacation, compensatory time, floating holiday, and management leave for an additional bereavement leave beyond the three days.
The five days of bereavement leave do not need to be taken consecutively; and can be intermittent. The employee must complete the bereavement leave within three months of the family member’s date of death.
8.7 MILITARY LEAVE
Military leave shall be granted in accordance with state and federal law, including the California Military and Veterans Code and the provisions of the Uniformed Services Employment and Reemployment Rights Act (USERRA) and the City of Lake Forest Military Leave Policy. All employees entitled to military leave shall give the appointing authority an opportunity within the limits of military regulations to determine when such leave shall be taken.
8.8 LEAVE OF ABSENCE WITHOUT PAY
A. Department Directors may grant employees leave of absence without pay for not more than five (5) business days. Such leave shall be reported to the Personnel Officer.
B. The City Manager may grant employees leave of absence without pay or seniority, not to exceed three (3) months. After three (3) months, the leave of absence may be extended, if authorized by the City Council. No such leave shall be granted except upon written request of the employee, setting forth the reason for the request, and such approval shall be made in writing.
Upon expiration of a regularly approved leave or within a reasonable period of time after notice to return to duty, the employee shall be reinstated in the position held at the time leave was granted. Failure on the part of an employee to return to duty within five business days after notice to return shall be considered an absence without leave and be cause for immediate termination, and such employee automatically waives all rights under the Personnel Ordinance and these Personnel Rules. Deposit in the United Item: 9
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States mail of a first-class letter, postage paid, addressed to the employee’s last known place of residence, shall be reasonable notice.
C. Employees placed on an unpaid status will not accrue sick or vacation leave.
An employee will be eligible for an unpaid status after exhausting all accrued paid vacation, management leave, compensatory leave, and sick leave balances.
8.9 SCHOOL ACTIVITY LEAVE
Employees are entitled to up to 40 hours of unpaid leave per year to attend or otherwise be involved with their child’s school or day care facility, upon reasonable advance notice.
This includes:
a) To find, enroll or reenroll his or her child in a school or with a licensed childcare provider, or to participate in activities of the school or childcare provider, limited to 8 hours per month; or
b) To address a school emergency or childcare provider emergency (including a situation where a child cannot stay at school or with a childcare provider due to behavioral or discipline problems); or
c) To appear at their child’s school after the child has been suspended.
If possible, the employee should give reasonable written notice to his/her supervisor of his/her intent to do so. The written notice must include the date and time of the visit, as well as the child whose school the employee will be visiting. The City may deny the request if it will result in undue disruption to City operations.
The employee may take off up to a maximum of 40 hours per school year, but not more than 8 hours in one month, per child. The employee may utilize existing vacation, compensatory time, or management leave, if applicable, for purposes of this planned absence.
The employee’s supervisor may require the employee to provide written documentation from the school as proof of these visits.
8.10 JURY DUTY LEAVE
All employees required to serve as a juror shall be compensated for the difference between their normal wage and the compensation for jury duty, less travel pay, during the period of such service.
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8.11 ADMINISTRATION OF LEAVE
Employees shall attend their work location in accordance with these Personnel Rules regarding hours of work, holidays, and leaves. All departments shall keep attendance records of employees which shall be reported to the Personnel Officer when and in the manner the Personnel Officer specifies. Failure on the part of an employee to return to duty within five business days after notice to return shall be considered an absence without leave and be cause for immediate termination, and such employee automatically waives all rights under the Personnel Ordinance and these Personnel Rules. Deposit in the United States mail of a first-class letter, postage paid, addressed to the employee’s last known place of residence, shall be reasonable notice.
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CHAPTER 9
MISCELLANEOUS
9.1 NON-DISCRIMINATION POLICY
No employee shall be promoted, demoted, terminated, or in any way favored or discriminated against because of political opinions or affiliations, genetic characteristics or information, race, color, national origin, ancestry, religion, creed, sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), physical or mental disability, medical condition, marital status, military or veteran status, sexual orientation, age (40 or over), or because of the exercise of his/her rights under the Meyers- Milias-Brown Act, or any basis protected by applicable federal, state, or local law.
9.2 POLITICAL ACTIVITY
The political activities of City employees shall conform to pertinent provision of the Ethics in Government Act of 1990; Section 89500 et seq. of Title 9, Chapter 9.5 of the Government Code. Also, employees shall conform to the limits on the expenditure of City funds for political activities in accordance with Section 54964 of Title 5, Chapter 9.5 of the Government Code.
9.3 POLITICAL ACTIVITIES OF PUBLIC EMPLOYEES
Employees may not solicit political funds or contributions from other employees during working hours or on City property, nor may employees participate in political activities while in any uniform which would represent the City, while on City property or during working hours. Employees are prohibited from soliciting political contributions from other City employees or applicants on an employment list unless the solicitation is made as part of a request to a significant segment of the public. Also, candidates for City office may not use or threaten to use political authority or influence over City employees and City employees will not have any adverse job actions taken as a result of failing to contribute to a political campaign or engage in political activities. The purpose of these restrictions is clearly to keep the City employee’s job free from political influence.
9.4 RIGHT TO CONTRACT FOR SPECIAL SERVICES
The City Manager shall consider and make recommendations to the City Council regarding the extent the City should contract for the performance of technical services in connection with the establishment or operation of the personnel system. The City Council may contract with any qualified entity to perform any or all of the responsibilities and duties imposed by the Personnel Ordinance, including, but not limited to the following:
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A. The preparation of Personnel Rules and its subsequent revisions and amendments.
B. The preparation of a position Classification/Compensation Plan and its subsequent revisions and amendments.
C. The preparation, conduct, and grading of competitive tests.
D. The conduct of employee training programs.
E. Special and technical services of advisory or informational character on matters relating to personnel administration.
9.5 SEVERABILITY
If any section, subsection, paragraph, subparagraph, sentence, clause, phrase, or portion of these Personnel Rules is, for any reason, held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of these Personnel Rules.
9.6 CONFIDENTIAL POSITIONS
As provided for in Government Code Section 3507.5 (the Meyers-Milias-Brown Act), the City has designated the following positions as confidential: City Manager and Department Directors, and any other employees who have access to confidential employee relations information or who have responsibilities within the employee relations function. The City Council hereby authorizes the City Manager to make further designations of confidential positions by preparing a memorandum stating the same. A copy of this memorandum shall be sent to those employees impacted by such designation.
9.7 ADDITIONAL POLICIES
In addition to the rules and policies set forth in these Personnel Rules, the following additional rules and policies are on file with Human Resources:
Paragraph 1: Family and Medical Leave Policy.
Paragraph 2: Disability Discrimination Policy.
Paragraph 3: Harassment, Discrimination, and Retaliation Policy.
Paragraph 4: Substance Abuse Policy.
Paragraph 5: Conflict of Interest Code.
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Paragraph 6: Computer and Telecommunications Equipment Use Policy.
Paragraph 7: Electronic Communication Usage and Retention Policy.
Paragraph 8: Violence in the Workplace Policy.
Paragraph 9: Military Leave Policy.
9.8 DEFINITION OF TERMS
ALLOCATION: The assignment of a single position to its proper class in accordance with the duties performed and the authority and responsibilities exercised.
APPOINTING AUTHORITY: The City Council shall appoint the City Manager and City Attorney. The City Manager shall appoint all other positions within the City administration which are exempt from the “competitive service.” AT-WILL: An employee who can be terminated at any time with or without cause and without notice.
CLASS: All positions sufficiently similar in duties, authority, and responsibility to permit grouping under a common title in the application with equity of common standards of selection, transfer, promotion, and salary.
COMPARABLE CLASS: Refers to jobs in classes which require equal skill, effort, and responsibility, and that are performed under similar working conditions.
COMPETITIVE SERVICE: All positions of employment in the service of the City except those specifically excluded by the Lake Forest Municipal Code and these Personnel Rules.
DAYS: Means calendar days, unless otherwise stated.
DEMOTION: The movement of an employee from one class to another class having a lower maximum rate of pay.
DOMESTIC PARTNER: Individuals registered as domestic partners with the Secretary of State of California pursuant to the California Family Code.
ELIGIBLE: A person whose name is on an employment list.
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EMPLOYMENT LIST:
Open-Employment List: A list of names of persons who have qualified for appointment to a class in the competitive service.
Promotional-Employment List: A list of names of persons who have qualified for promotion to a class in the competitive service.
Reemployment List: A list of names of probationary and regular employees who have been laid off or demoted in lieu of lay off.
EXAMINATION:
Open Competitive Examination: An examination for a particular class that is open to all persons meeting the qualifications for the class.
Promotional Examination: An examination for a particular class which is open only to employees meeting the qualifications for the class who, with no subsequent break in City service except for approved leave of absence, are classified as part- time or full-time regular employees, or six (6) months of probationary status.
FULL-TIME EMPLOYEE: Is an employee who is regularly scheduled to work no less that forty (40) hours per work week.
FULL-TIME REGULAR EMPLOYEE: Is an employee hired for an indefinite term into a budgeted position, who is regularly scheduled to work no less than forty (40) hours per work week, has successfully completed the probationary period, and has been retained by the City.
MANAGEMENT LEAVE: Is paid leave granted by Section 8.2 of these Personnel Rules designed to recognize the hours worked beyond the normal work week by an employee .
PART-TIME EMPLOYEE: An employee who is hired into a position for less than forty (40) hours per week.
PERSONNEL OFFICER: The City Manager or the individual designated by the City Manager to administer the personnel system.
PERSONNEL ORDINANCE: Lake Forest Municipal Code Chapter that creates a personnel system for the City.
POSITION: A group of duties and responsibilities in the competitive service requiring full-time or part-time employment of one (1) person.
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PROBATIONARY EMPLOYEE: An employee who has been appointed to a position, who is currently in the working test period where the employee is required to demonstrate the fitness for the position to which he/she is appointed by actual performance of the duties of the position.
PROBATIONARY PERIOD: A working test period during which an employee is required to demonstrate the fitness for the position to which he/she is appointed by actual performance of the duties of the position.
PROMOTION: The movement of an employee from one class to another classification having a higher maximum rate of pay.
PROVISIONAL EMPLOYEE: A temporary appointed employee who possesses the minimum training and experience qualifications for a particular position and appointed to a vacant position in the absence of available eligible individuals from an employment list or during a temporary vacancy due to another employee’s leave of absence.
REGULAR EMPLOYEE: An employee who has successfully completed his/her probationary period and has been retained as provided in these Personnel Rules.
REINSTATEMENT: The employment without examination of a former regular employee or probationary employee.
SALARY: The amount of compensation provided to an employee in the classified service, within a maximum and minimum range of pay that corresponds to the classification of the position held by that employee and is based upon the classification plan and compensation schedule, adopted by the City Council.
SUSPENSION WITHOUT PAY: The temporary separation from the service of any employee, without pay, for disciplinary purpose.
TEMPORARY EMPLOYEE: An employee who is hired into any classification to meet a short-term need of the City. A temporary employee is employed at-will, does not receive most City provided benefits (except CalPERS benefits if determined to be required by law) and shall be hired for a specified term, not to exceed six (6) months and/or 980 hours per year, with the express written approval of the City Manager.
TRANSFER: A change of an employee from one position to another position in the same classification or in a comparable class with the same maximum rate of pay.
WAGE: The amount of compensation provided to a part-time, temporary, or seasonal employee, as an hourly rate of pay that corresponds to the position held by that employee Item: 9
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as set forth in the Classification Plan and Compensation Schedule, adopted by the City Council.
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TABLE OF CONTENTS
Page No.
CHAPTER 1 INTRODUCTION................................................................................1
1.1 PERSONNEL SYSTEM .................................................................... 1
1.2 GENERAL PROVISIONS ................................................................. 1
1.3 COMPETITIVE SERVICE................................................................ 2
1.4 APPLICABILITY OF RULES TO CERTAIN POSITIONS
EXCLUDED FROM COMPETITIVE SERVICE .............................3
1.5 PERSONNEL OFFICER.................................................................... 3
1.6 PERSONNEL REPORTS AND FILES ............................................. 4 CHAPTER 2 RECRUITMENT, SELECTION, APPOINTMENT, AND
PROBATION .....................................................................................5
2.1 GENERAL PROVISIONS REGARDING APPOINTMENTS ......... 5
2.2 APPLICATIONS AND APPLICANTS............................................. 5
2.3 PRE-EMPLOYMENT PHYSICAL EXAMINATIONS.................... 6
2.4 EXAMINATIONS.............................................................................. 6
2.5 EMPLOYMENT LISTS…………………………………………….7
2.6 METHOD OF FILLING VACANCIES............................................ 8
2.7 PROBATIONARY PERIOD ............................................................. 9
2.8 BACKGROUND INVESTIGATION .............................................. 11
2.9 TRANSFER, PROMOTION, AND REINSTATEMENT ............... 11 CHAPTER 3 DISCIPLINE .....................................................................................13
3.1 STANDARD FOR DISCIPLINE..................................................... 13
3.2 RANGE OF DISCIPLINARY ACTION ......................................... 13
3.3 PROGRESSIVE DISCIPLINE......................................................... 13
3.4 IMPOSITION OF DISCIPLINE ...................................................... 15
3.5 PLACEMENT IN PERSONNEL FILE ........................................... 17
3.6 EMPLOYEE ACKNOWLEDGMENT............................................ 17
3.7 ADMINISTRATIVE LEAVE.......................................................... 17
3.8 EMERGENCY SUSPENSION ........................................................ 18
3.9 TIME EXTENSIONS....................................................................... 18 Item: 9
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3.10 DELIVERY OF NOTICE ................................................................ 18
3.11 RIGHT OF APPEAL........................................................................ 18
3.12 RULES ON APPEAL TO THE CITY MANAGER ........................ 19 CHAPTER 4 COMPLAINT AND GRIEVANCE PROCEDURE .........................21
4.1 PURPOSE OF COMPLAINT AND GRIEVANCE PROCEDURE 21
4.2 DEFINITIONS ................................................................................. 21
4.3 COMPLAINT PROCEDURE .......................................................... 21
4.4 GRIEVANCE PROCEDURE .......................................................... 22
4.5 GENERAL PROVISIONS ............................................................... 23 CHAPTER 5 SEPARATION FROM SERVICE ....................................................24
5.1 DISCHARGE/TERMINATION ...................................................... 24
5.2 LAY OFF.......................................................................................... 24
5.3 RESIGNATION ............................................................................... 24
5.4 JOB ABANDONMENT................................................................... 25
5.5 RETIREMENT ............................................................................... 25 CHAPTER 6 COMPENSATION AND HOURS ...................................................26
6.1 CLASSIFICATION POLICY .......................................................... 26
6.2 FULL-TIME SALARY ADMINISTRATION POLICIES.............. 27
6.3 PART-TIME WAGE ADMINISTRATION POLICIES.................. 27
6.4 PERFORMANCE COMPENSATION PLAN................................. 28
6.5 WORKING HOURS ........................................................................ 30
6.6 PAY PERIODS AND PAY DAYS .................................................. 30
6.7 PAYROLL DEDUCTIONS ............................................................. 31
6.8 COMPENSATION FOR OVERTIME ............................................ 32
6.9 PAY FOR SERVING IN HIGHER JOB CLASSIFICATION ........ 33 CHAPTER 7 EMPLOYEE BENEFITS..................................................................34
7.1 HEALTH AND LIFE INSURANCE ............................................... 34
7.2 PUBLIC EMPLOYEES’ RETIREMENT SYSTEM . .................... 35
7.3 PHYSICAL EXAMINATION ALLOWANCE............................... 35 Item: 9
142
7.4 CELL PHONE ALLOWANCE........................................................ 35
7.5 WORKERS’ COMPENSATION ..................................................... 36
7.6 DEFERRED COMPENSATION ..................................................... 36
7.7 TRAINING OF EMPLOYEES . ..................................................... 36
7.8 EXPENSE ALLOWANCES ............................................................ 37
7.9 LONG-TERM DISABILITY ........................................................... 38
7.10 SHORT-TERM DISABILITY ......................................................... 38
7.11 CONFERENCES, SEMINARS, AND MEMBERSHIPS................ 38
7.12 INSURANCE/BENEFIT PLANS .................................................... 38 CHAPTER 8 LEAVE..............................................................................................39
8.1 VACATION LEAVE ....................................................................... 39
8.2 MANAGEMENT LEAVE ............................................................... 40
8.3 HOLIDAYS...................................................................................... 40
8.4 SICK LEAVE ................................................................................... 40
8.5 FAMILY AND MEDICAL LEAVE POLICY ................................ 47
8.6 BEREAVEMENT LEAVE .............................................................. 47
8.7 MILITARY LEAVE......................................................................... 48
8.8 LEAVE OF ABSENCE WITHOUT PAY ......................................49
8.9 SCHOOL ACTIVITY LEAVE ........................................................ 49
8.10 JURY DUTY LEAVE ...................................................................... 49
8.11 ADMINISTRATION OF LEAVE ...................................................50 CHAPTER 9 MISCELLANEOUS..........................................................................51
9.1 NON-DISCRIMINATION POLICY ............................................... 51
9.2 POLITICAL ACTIVITY.................................................................. 51
9.3 POLITICAL ACTIVITIES OF PUBLIC EMPLOYEES................. 51
9.4 RIGHT TO CONTRACT FOR SPECIAL SERVICES ................... 51
9.5 SEVERABILITY.............................................................................. 52
9.6 CONFIDENTIAL POSITIONS ....................................................... 52
9.7 ADDITIONAL POLICIES............................................................... 52 Paragraph 1: Family and Medical Leave Policy.............................52 Item: 9
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Paragraph 2: Disability Discrimination Policy...............................52 Paragraph 3: Harassment, Discrimination, and Retaliation Policy.52 Paragraph 4: Substance Abuse Policy. ...........................................52 Paragraph 5: Conflict of Interest Code. ..........................................52 Paragraph 6: Computer and Telecommunications Equipment Use Policy.........................................................................53 Paragraph 7: Electronic Communication Usage and Retention Policy.........................................................................53 Paragraph 8: Violence in the Workplace Policy.............................53 Paragraph 9: Military Leave Policy................................................53
9.8 DEFINITION OF TERMS ............................................................... 53 EXHIBIT A -- Benefits Matrix ....................................................................A-1 Item: 9
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Exhibit A
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Exhibit A
Benefits Matrix
Effective January 1, 20243
1 Category Car
Allowance
Life
Insurance
Additional
Vacation
Administrative
Leave (Hours)
Cell
Phone1
City's 20243 Health Contribution
(monthly)
City's 20243 Dental
Contribution
(monthly)
City's 20243 Vision
Contribution
(monthly)
A
$400/month
or City
vehicle per
City
discretion
1 x Annual
Salary 40 hours 40
$100
ACM
$80 DH
B
$250/month
or City
vehicle per
City
discretion
1 x Annual
Salary or
75,0002
(max)
No 24
$80
ATCM
$30
MGR
C No $50,000 No 16 No
D No $50,000 No No No
Employee only:
$812.17752.01($757.02701.01 LA)
or 95% of the selected premium,
whichever is less
Employee + 1:
$1,624.411,504.08
($1,514.031,402.03 LA) or 95% of
the selected premium, whichever is
less
Family:
$2,111.671,955.25
($1,968.251,822.64 LA) or 95% of
the selected premium, whichever is
less
Employees who provideprovide
proof of enrollment in a group
medical plan may receive a cash in
lieu benefit of $450 per month as
taxable income.
HMO
Employee Only:
$15.05
Employee + 1:
$27.47
Family:
$40.51
PPO
Employee Only:
$66.74
Employee + 1:
$135.26
Family: $204.28
Employee Only:
$18.16
Employee + 1:
$26.30
Family:
$46.76
A B C D
Assistant City Manager Accounting Manager Accounting Supervisor Accountant City Clerk Administrative Services Manager Associate Planner Accounting Technician Deputy City Manager Assistant Director of Community Development Code Enforcement Supervisor Administrative Specialist Director of Community
Services Assistant Director of Finance Communications & Marketing Analyst Assistant City Clerk
Director of Community
Development Assistant to the City Manager Communications & Marketing Specialist Assistant Planner
Director of Economic
Development Communications & Marketing Manager Environmental Compliance Inspector Audio Visual Technician
Director of Management
Services Economic Development Manager Executive Assistant Building Permit Technician Director of Finance Economic Development/Housing Manager Facilities Supervisor Code Enforcement Officer Item: 9
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Exhibit A
Benefits Matrix
Effective January 1, 20243
2 A B C D
Director of Public
Works/City Engineer Engineering Services Manager/Assistant City Engineer Finance Analyst Community Outreach Specialist Environmental Manager GIS/Applications Analyst Community Preservation Technician Facilities Manager Information Technology Analyst Engineering Aide Housing Manager Information Technology Specialist Engineering Technician Human Resources Manager Landscape Administrator Facilities Maintenance Specialist Information Technology Manager Management Analyst GIS/Applications Technician Planning Manager Management Assistant Human Resources Technician Public Safety Manager Principal Civil Engineer Management Aide Public Works Maintenance Manager Principal Planner Office Specialist Recreation Manager Public Works Supervisor Permit Technician Traffic Engineer Manager Recreation Supervisor Planning Aide Senior Accountant Receptionist/Cashier
Senior Communications &
Marketing Analyst Records Coordinator
Senior Communications &
Marketing Specialist Records Specialist
Senior Financial Analyst Senior Accounting Technician
Senior Landscape Administrator Senior Audio-Visual Technician Senior Management Analyst Senior Building Permit Technician Senior Planner *2 Senior Code Enforcement Officer
Senior Recreations Supervisor Senior Office Specialist
Street Maintenance Administrator Senior Permit Technician 1 May receive cell phone allowance or City paid cell phone but not both. 2 Grandfathered as of 08/22/2012. Positions filled prior to 08/22/2012 will receive the benefits of Category B, positions filled on or after 08/22/2012 will receive the benefits of Category C.
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ATTACHMENT 3
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RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LAKE FOREST, CALIFORNIA,
ADOPTING AN AMENDMENT OF THE PERSONNEL RULES AND
REGULATIONS
THE CITY COUNCIL OF THE CITY OF LAKE FOREST DOES
HEREBY RESOLVE AS FOLLOWS:
WHEREAS, the City has adopted and amended, from time to time, the Personnel Rules and Regulations in accordance with Municipal Code Sections
2.60.030 and 2.60.050; and
WHEREAS, the City Council now desires to make changes to the Personnel Rules and Regulations to ensure compliance with new laws and to conform to current practices; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKE
FOREST, CALIFORNIA, DOES HEREBY RESOLVE, DETERMINE AND
ORDER AS FOLLOWS:
SECTION 1. The City Council approves the amendments to the Personnel Rules and Regulations, attached hereto as Exhibit A, and directs the Personnel Officer to have those changes incorporated into the Personnel Rules and Regulations and disseminated to all employees affected by the changes.
PASSED, APPROVED AND ADOPTED this ___ day of _____, 2023 by the following vote, to wit:
_____________________
DOUG CIRBO
MAYOR
ATTEST:
______________________________
LISA BERGLUND
CITY CLERK
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APPROVED AS TO FORM:
______________________
MATTHEW RICHARDSON
CITY ATTORNEY
STATE OF CALIFORNIA)
COUNTY OF ORANGE ) SS
CITY OF LAKE FOREST )
I, Lisa Berglund, City Clerk of the City of Lake Forest, California, do hereby certify that the foregoing Resolution No.__ was duly passed and adopted at a regular meeting of the Lake Forest City Council on the ___ day of _____, 2023 by the following vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
_______________________
LISA BERGLUND
CITY CLERK
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EXHIBIT
A
NOTE: A clean version of the Personnel Rules and Regulations will be attached if approved by the City Council. Please see Attachment 2 for a red- lined (underline/strike-out) version of the Personnel Rules and Regulations.
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CITY COUNCIL AGENDA REPORT
MEETING DATE: 9/19/2023
DEPARTMENT: Finance
SUBJECT:
THIRD AMENDMENT TO THE AGREEMENT WITH CLEARSOURCE
FINANCIAL CONSULTING FOR MASTER FEE SCHEDULE SERVICES FOR FISCAL YEAR 2023-24
RECOMMENDED ACTION(S):
1. Approve the Third Amendment to the Professional Consultant Services Agreement with ClearSource Financial Consulting for Master Fee Schedule Services for Fiscal Year 2023-24 to extend the term only.
2. Authorize the Mayor to sign, and the City Clerk to attest, the Third Amendment to the Agreement, substantially in the form attached.
EXECUTIVE SUMMARY:
Per the City Council Financial Management and Budgetary Policy, the City shall periodically conduct a study of the cost of services in the City’s Comprehensive Master Fee Schedule. The City utilizes the services of a professional financial consulting firm to review and update costs and propose updated user fees. The City currently contracts with ClearSource Financial Consulting (“ClearSource”) to provide master fee schedule services (“Agreement”). The First Amendment to the Agreement was executed in March 2021 and increased the total compensation and scope of services. The Second Amendment extended the term of the Agreement to December 9, 2023 through a one-time, two-year extension, authorized the scope of services, and increased the total compensation to $93,060. The proposed Third Amendment would maintain the total compensation amount of the Agreement and extend the term to September 30, 2024.
The proposed Third amendment would extend the term of the agreement in order to complete the comprehensive fee study and cost allocation plan that began in Fiscal Year 2022-23. Sufficient funding is available in Fiscal Year 2023-24 of the 2023-2025 Operating Budget for the remaining scope of work under the Agreement. The proposed Third Amendment was prepared by the Finance Department and approved as to form by the City Attorney.
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BACKGROUND:
Pursuant to the City Council Financial Management and Budgetary Policy, the City may update the full cost of activities supported by user fees to take into account inflation and other related matters. The City Council may, by resolution, update the City’s Master Fee Schedule following the analysis of user and regulatory fees. In addition, per the City Council Financial Management and Budgetary Policy, the City shall periodically, and at least every five years, conduct a comprehensive fee study of all activities included in the Comprehensive Master Fee Schedule.
On December 20, 2018, the City entered into the Agreement with ClearSource.
The Agreement includes an initial three-year term with a scope of work that includes consulting services to prepare a Fee Policy, Fee Study, Cost Allocation Study, and provide fee schedule updates for two years (Attachment 1). The total compensation amount of the Agreement is $47,400 and was approved by the City Manager following a Request for Proposal (“RFP”) process.
In March of 2021, the City Manager approved the First Amendment to the Agreement with ClearSource to conduct an update of user and regulatory fees as a part of developing the 2021-2023 Operating Budget. The First Amendment increased the total compensation by $2,100, brining the total compensation amount to $49,500 (Attachment 2). On December 7, 2021, the City Council approved the Second Amendment to allow the City to conduct a minor update to its user and regulatory fees in Fiscal Year 2021-22 and to conduct a comprehensive study of user and regulatory fees in Fiscal Year 2022-23 (Attachment 3). The proposed Third Amendment would extend the term of the agreement in order to complete the comprehensive study of user and regulatory fees started in Fiscal Year 2022-23.
DISCUSSION:
The proposed Third Amendment would extend the term of the Agreement with ClearSource through September 30, 2024, and maintain the existing total compensation under the Agreement. The proposed term extension would allow the City to complete the comprehensive study of user and regulatory fees started in Fiscal Year 2022-23. ClearSource and the Finance Department began soliciting preliminary information from City departments in Fiscal Year 2022-23 following the implementation of the City’s new financial management system and transition to a program-based budgeting and accounting system. Work for the comprehensive study began in alignment with the development of the 2023-2025 Operating Budget while prioritizing the transition to a program-based budgeting and accounting system.
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Due to the changes associated with the City’s transition to a program-based budget, staff requests additional time to conduct and complete the comprehensive study of citywide user and regulatory fees. The proposed Third Amendment would extend the term to ensure sufficient time for user and regulatory fees to be structured in alignment with the new program-based accounting system and to be reviewed properly by all departments, City Council Audit Committee, and City Council. The remaining Scope of Work for this amendment includes the following:
•A comprehensive study of Citywide user and regulatory fees in Fiscal Year 2023-24 scheduled to become effective July 1, 2024, and; •A full cost allocation plan in Fiscal Year 2023-24 to support recovery of Citywide indirect costs in fees and other recovery methods.
The Finance Department budgeted funding for the comprehensive fee study in Fiscal Year 2022-23 and carried over sufficient budgeted funds into Fiscal Year 2023-24 to allow for the completion of the work under the Agreement. The total cost of the comprehensive user and regulatory fee study is $38,280. The proposed Third Amendment would not change the Agreement’s total compensation amount of $93,060.
The City’s Purchasing and Contracting Guidelines allow for two optional one-year extensions to standard professional consulting services agreements. The previous Second Amendment exhausted the standard two optional one-year extensions through a one-time, two-year extension approved by the City Council.
Due to the timing of conducting the comprehensive fee study in Fiscal Year 2023-24, the time needed to complete the work in the existing scope of work would exceed the remaining term of the Agreement, which is set to expire on December 9, 2023. Therefore, staff proposes extending the term through September 30, 2024 to ensure sufficient time to conduct the study, review proposed fees, and adopt and implement a new comprehensive master fee schedule.
Upon the completion of the comprehensive fee study and the expiration of the proposed extended term, staff anticipates conducting a competitive procurement process in the fall of 2024 to procure a new professional services agreement for future fee studies and fee schedule updates.
Pursuant to the City’s Purchasing and Contracting Guidelines, staff completes a vendor performance assessment either on an annual basis or during a proposed contract amendment. The vendor performance is used as a guide to determine whether a contract should be amended, renewed, or terminated based on performance in the following categories: performance of scope of services; timeliness; budget performance; and customer service.
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ClearSource Financial Consulting Performance Assessment December 20, 2018, to September 5, 2023
Category Rating
Performance of Scope of
Services
□ Unsatisfied □ Satisfied X Very Satisfied □ N/A
Timeliness □ Unsatisfied □ Satisfied X Very Satisfied □ N/A Budget Performance □ Unsatisfied □ Satisfied X Very Satisfied □ N/A Customer Service □ Unsatisfied □ Satisfied X Very Satisfied □ N/A The chart above provides an overall summary of the consultant’s performance during the respective evaluation period. The evaluation period for ClearSource is from the start of the contract term on December 20, 2018, through September 5, 2023. Consistent with the City’s Purchasing and Contracting Guidelines, the Finance Department prepared the Third Amendment and the City Attorney’s Office reviewed and approved it as to form.
FISCAL IMPACT:
The proposed Third Amendment would maintain $93,060 as the total compensation amount under the Agreement with ClearSource. The Third Amendment would extend the term of ClearSource Agreement to September 30, 2024. Sufficient funding is available in Fiscal Year 2023-24 of the 2023-2025 Operating Budget to complete the remaining scope of services under the Agreement.
ATTACHMENTS:
1. Agreement with ClearSource Financial Consulting
2. First Amendment to Agreement with ClearSource Financial Consulting
3. Second Amendment to Agreement with ClearSource Financial Consulting
4. Third Amendment to Agreement with ClearSource Financial Consulting Initiated By: Amy Lewis, Assistant Director of Finance
Submitted By: Kevin Shirah, Director of Finance/City Treasurer Approved By: Debra Rose, City Manager
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ATTACHMENT 1
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ATTACHMENT 2
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ATTACHMENT 3
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ATTACHMENT 4
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55136.00200\31919338.1 Attachment “2”-1
DocuSign Envelope ID: 7E3AA717-3FC5-4783-B6E3-F63D9B4B8B3D
CITY OF LAKE FOREST
THIRD AMENDMENT TO
AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES
PARTIES AND DATE.
This Third Amendment to the Agreement for Professional Consultant Services (“Third Amendment”) is entered into on the ___ _______ day of ____ _______, ________, by and between the City of Lake Forest, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 100 Civic Center Drive, Lake Forest, CA 92630 (“City”) and ClearSource Financial Consulting, a California corporation, with its principal place of business at 7960 B Soquel Drive, Suite 363, Aptos, California 95003 ("Consultant"). City and Consultant are sometimes individually referred to herein as "Party" and collectively as "Parties." RECITALS.
2.1 Agreement. The Parties entered into that certain Agreement for Professional Financial Consulting Services dated December 20, 2018 (“Agreement”).
2.2 First Amendment. The Parties entered into that certain First Amendment to expand the scope of services, increase the total amount of compensation of the Agreement, and update the Delivery of Notices dated March 18, 2021 (“First Amendment”).
2.3 Second Amendment. The Parties entered into that certain Second Amendment to extend the term of the Agreement, expand the scope of services, and increase the total amount of compensation under the Agreement, dated December 15, 2021 (“Second Amendment”).
2.4 Third Amendment. The Parties now desire to amend the Agreement in order to extend the term of the agreement.
TERMS.
Term. Section 3.1.2 of the Agreement is hereby amended in its entirety to read 3.1 as follows:
The term of this Agreement shall be from December 10, 2018 to September 30, 2024, unless earlier terminated as provided herein.
Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines.
3.2 Remaining Provisions of Agreement. Except as otherwise specifically set forth in this Third Amendment, the remaining provisions of the Agreement shall remain in full force and effect.
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55136.00200\31919338.1 Attachment “2”-2
DocuSign Envelope ID: 7E3AA717-3FC5-4783-B6E3-F63D9B4B8B3D
CITY OF LAKE FOREST CLEARSOURCE FINANCIAL CONSULTING
By:
Doug Cirbo
Mayor
By:
Terry Madsen
President
[If Corporation, TWO SIGNATURES,
President OR Vice President AND Secretary
OR Treasurer REQUIRED]
ATTEST:
By:
Lisa Berglund
City Clerk
By:
Bethany Madsen
Secretary
APPROVED AS TO FORM:
By:
Best Best & Krieger LLP
City Attorney
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CITY COUNCIL AGENDA REPORT
MEETING DATE: 9/19/2023
DEPARTMENT: Finance
SUBJECT:
ADOPTION OF RESOLUTION AUTHORIZING EXAMINATION OF SALES OR
TRANSACTIONS AND USE TAX RECORDS
RECOMMENDED ACTION(S):
Adopt a Resolution Entitled: A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LAKE FOREST AUTHORIZING EXAMINATION OF SALES OR
TRANSACTIONS AND USE TAX RECORDS
EXECUTIVE SUMMARY:
The City contracts with an economic consulting services firm to obtain and examine sales and use tax records. Sales and use tax records are confidential and require that the City Council adopt a resolution naming the representatives of the City and entities that are authorized to examine those records. The current resolution was adopted in 1992 (Attachment 1) and the California Department of Tax and Fee Administration (“CDTFA”) requires an updated resolution for its records. Staff has prepared a new resolution authorizing six City representatives and Hinderliter, de Llamas and Associates (“HDL”) to examine sales and use tax records. Staff recommends the City Council adopt the Resolution authorizing the examination of sales or transactions and use tax records (Attachment 2). The resolution was prepared by the Finance Department and approved as to form by the City Attorney.
BACKGROUND:
Since 1992, the City has contracted with an economic consulting services firm to obtain and examine sales and use tax records. Sales and use tax records are confidential and require that the City Council adopt a resolution naming the representatives of the City and entities that are authorized to examine those records. On January 7, 1992, the City Council adopted Resolution 1992-02, which authorized City representatives and the economic consulting services firm Hinderliter, de Llamas & Associates ("HdL") to examine sales and use tax records (Attachment 1).
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DISCUSSION:
At its August 15, 2023, meeting, the City Council awarded a new contract to HdL for Economic Consulting Services - Sales and Use Tax Auditing (“Agreement”).
Following the award of contract and in the process of onboarding HdL under the new Agreement, City staff prepared a new resolution to update its records with the CDTFA. As the previous resolution had not been updated since 1992, the CDTFA requires an updated record of positions authorized to examine sales and use tax records. The proposed resolution names the following positions as representatives for the City that are authorized to view sales and use tax records:
•City Manager
•Assistant City Manager
•Director of Finance
•Deputy City Manager
•Assistant Director of Finance
•Economic Development Manager
The resolution also names HdL as the current consulting firm authorized to view records for purposes related to the collection of City sales and use taxes. In addition to listing the entities that are authorized to view the records, the proposed resolution would authorize the following additional governmental functions:
•Management and Support – Finance - Budget Planning and Forecasting •Management and Support – Finance – Accounting and Payroll •Management and Support – Finance – Treasury
•Community, Vitality, and Engagement – Economic Development Including these additional governmental functions would allow the City to use sales and use tax information for purposes other than the routine review of records for accuracy of local tax allocation. The proposed updated resolution would align the listed government functions with the new program-based structure of the City’s functions.
Staff recommends the City Council adopt a Resolution authorizing the examination of sales or transactions and use tax records (Attachment 2). The resolution was prepared by the Finance Department and approved as to form by the City Attorney.
FISCAL IMPACT:
There is no fiscal impact associated with the recommended action.
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ATTACHMENTS:
1. City Council Resolution 1992-02 Authorization of Sales and Use Tax Records
2. City Council Resolution Authorizing Examination of Sales and Use Tax Records
Initiated By: Nidia Ruelas, Senior Management Analyst
Submitted By: Kevin Shirah, Director of Finance/City Treasurer Approved By: Debra Rose, City Manager
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ATTACHMENT 1
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RESOLUTION NO. 92-02
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LAKE FOREST AUTHORIZING
EXAMINATION OF SALES AND USE TAX RECORDS
WHEREAS, pursuant to ordinance 2, the City of Lake
Forest entered into a contract with the State Board of
Equalization to perform all functions incident to the
administration and collection of local sales and use taxes; and
WHEREAS, the City Council of the City of Lake
Forest deems it desirable and necessary for authorized
representatives of the City to examine confidential sales and use tax records of the State Board of Equalization
pertaining to sales and use taxes collected by the Board for the City pursuant to that contract; and
WHEREAS, Section 7056 of the California Revenue
and Taxation code sets forth certain requirements and
conditions for the disclosure of Board records, and
establishes criminal penalties for the unlawful disclosure of information contained in, or derived from, the sales and use tax records of the Board;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
LAKE FOREST HEREBY RESOLVES AS FOLLOWS:
Section 1. That the City Manager, or other
officer of employee of the City designated in writing by the City Manager to the State Board of Equalization (hereafter referred to as Board), is hereby appointed to represent the City with authority to examine sales and use tax records of the Board pertaining to sales and use taxes collected for the City by the Board pursuant to the contract between the City and the Board. The information obtained by examination of Board records shall be used only for purposes related to the collection of City sales and use Taxes by the Board pursuant to that contract.
Section 2. That Hinderliter de Llames and
Associates is hereby designated to examine the sales and use tax records of the Board pertaining to sales and use taxes collected for the City by the Board. The person or entity designated by this section meets all of the following
conditions:
(a) has an existing contract with the City to
examine those sales and use tax records;
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(b) is required by that contract to disclose
information contained in, or derived from, those sales and use tax records only to the officer or employee authorized under section 1 of this resolution to examine the
information.
(c) is prohibited by that contract from
performing consulting services for a retailer during the term of that contract; and
(d) is prohibited by that contract from retaining
the information contained in, or derived from those sales and use tax records, after that contract has expired.
The information obtained by examination of Board
records shall be used only for purposes related to the
collection of City sales and use taxes by the Board pursuant to the contract between the City and the Board.
Introduced, approved and adopted this 7th day
of January , 1992
HELEN WILSON
MAYOR
ATTEST:
JERI L. STATELY, CITY CLERK
STATE OF CALIFORNIA
COUNTY OF ORANGE )Ss
CITY OF LAKE FOREST
I, Jeri L. Stately, City Clerk of the City of Lake
Forest, California, DO HEREBY CERTIFY that the foregoing resolution was duly introduced,
approved and adopted by the City Council of the
City of Lake Forest, at a regular meeting of said Council held on the 7th day of January 19 92, by the
following roll call vote:
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AYES: (Names of Council Members) VAN HAUN, LINK, DIXON
RUDOLPH, WILSON
NOES: (Names of Council Members) NONE
ABSENT: (Names of Council Members) NONE
JERI L. STATELY, CITY CLERK
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ATTACHMENT 2
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RESOLUTION NO. 2023-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
LAKE FOREST AUTHORIZING EXAMINATION OF SALES
OR TRANSACTIONS AND USE TAX RECORDS
WHEREAS, pursuant to Ordinance Number 2, the City of Lake Forest (City) entered into a contract with the California Department of Tax and Fee Administration (Department) to perform all functions incident to the administration and collection of sales and use taxes; and
WHEREAS, the City Council of the City of Lake Forest deems it desirable and necessary for authorized officers, employees and representatives of the City to examine confidential sales or transactions and use tax records of the Department pertaining to sales and use taxes collected by the Department for the City pursuant to that contract; and
WHEREAS, Section 7056 of the California Revenue and Taxation Code sets forth certain requirements and conditions for the disclosure of Department records, and Section 7056.5 of the California Revenue and Taxation Code establishes criminal penalties for the unlawful disclosure of information contained in, or derived from, the sales or transactions and use tax records of the Department.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKE
FOREST, DOES HEREBY RESOLVE, AS FOLLOWS:
Section 1. That the City Manager, Assistant City Manager, Director of Finance, Deputy City Manager, Assistant Director of Finance, and Economic Development Manager, or other officer or employee of the City designated in writing by the City Manager to the California Department of Tax and Fee Administration is hereby appointed to represent the City with authority to examine sales or transactions and use tax records of the Department pertaining to sales and use taxes collected for the City by the Department pursuant to the contract between the City and the Department.
Section 2. The information obtained by examination of Department records shall be used only for purposes related to the collection of City sales and use taxes by the Department pursuant to that contract, and for purposes related to the following governmental functions of the City:
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Resolution No. 2023-XX