Agenda packet — Lawndale City Council, February 3, 2025 (part 2 of 2)

COUNCIL POLICY
SUBJECT:

Purchasing Policy
POLICY NO.: 53-00 DATE ADOPTED:
10/2/00
6/25/18
11/5/18
10/18/21
AUTHORITY:

Resolution No. CC-0009-96
Resolution No. CC-1806-027
Resolution No. CC-1811-046
Resolution No. CC-2110-044
PURPOSE:

Lawndale Municipal Code (LMC) Section 3.08 establishes a complete legal framework for the purchasing system, elements of which are delineated in this Council Policy.

The purchasing system establishes procedures for the purchase of supplies, services and equipment; it secures acquisitions at the lowest possible price commensurate with quality required; it creates financial controls; it clearly defines authority for the purchasing function; and it seeks to ensure the quality of purchases.

POLICIES:

I. The City’s purchasing operation shall obtain goods, services, and contracts at the best quality and lowest price through an open, fair and competitive process.

II. Excluded from this Policy is the purchase of supplies, services and equipment that are included within the specification of a “Public Works” construction project. Such acquisitions are subject to the regulations contained in the California Public Contract Code.

III. The City Manager is the City’s purchasing officer and has ultimate administrative oversight of all purchases. The City Manager may delegate day to day administrative authority to the Finance Director to carry out all purchasing functions as Finance is the appropriate department for this measure.

IV. Exceptions to bidding for supplies and equipment may be permitted by the purchasing officer in the following situations: emergency, sole source, cooperative purchasing, or for fuel purchase, per LMC Section 3.08.110. Each exception must be documented in a writing signed by the purchasing officer.

V. Every procurement, whether by contract or otherwise must also include a payment voucher and purchase requisition initiated by the applicable department head.

VI. Whenever a funding source (i.e., special revenue funds, grants) imposes stricter purchasing requirements than the City’s purchasing regulations, the stricter requirements must be followed.

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and conditions equal except price, a preference will be given to in-Ccity vendors equal to 1% of the quoted price when General Fund monies are used. The rationale for the preference is that 1% of the sales tax on most acquisitions returns to the City’s General Fund as revenue.

PROCEDURES:

1. City Council Award (City Council Award: $greater than $15,000) – LMC Section

3.08.120 and 3.08.130
a. Formal bidding procedures and a written contract are required. for purchase of goods and services in amounts greater than $15,000.
b. See LMC Section 3.08.120 and 3.08.130.
bc. The lowest bidder able to provide the required goods and/or services will be recommended to the City Council for contract award. In the case of service contracts, factors other than price may be used in determining contract award. cd. Following award, a purchase order must be delivered to the finance department.

2. City Manager May Award after Bidding: (Between >$5,000 and $15,000) - LMC Section

3.08.120 and 3.08.130
a. Three formal bids are required for purchase of goods and three proposals for services. in amounts between >$5,000 and up to $15,000. b. See LMC Section 3.08.120 and 3.08.130.
c. The lowest bidder able to provide the required goods will be recommended to the City Council for contract award. In the case of service contracts, factors other than price may be used in determining contract award.
d. Requires a written contract which may be approved by the City Manager if funds have been appropriated for this use.
e. Following approval, a purchase order must be delivered to the finance department.
f. During a state of emergency or unforeseen catastrophe the City Manager Award limit may be up to $50,000.

3. Department Head May Award after Bidding: Between >$1,000 and $5,000 - LMC Sections 3.08.120 and 3.08.130
a. Three formal bids are required for the purchase of goods and services. in amounts of >$1,000 and up to $5,000.
b. See LMC Sections 3.08.120 and 3.08.130 regarding formal bids. c. Award is to the lowest bidder able to provide the required goods. In the case of service contracts, factors other than price may be used in determining contract award.
d. Requires a written agreement for services, purchase order for goods, which may be approved by the Department Head when authorized in writing by the City Manager and if funds have been appropriated for this use. e. Following approval, a purchases order must be delivered to the finance department.

4. Department Award No Formal Bidding Required: $1,000 or Less – LMC Section

3.08.100
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a. Three formal bids are not required for purchase of goods and services. in amounts up to $1,000. However, obtaining informal bids (e.g. from internet) is still an advisable practice.
b. The applicable Department Head can approve any payment voucher for $1,000 or less when funds have been appropriated for this use.
c. No purchase order is required. However, a Payment Voucher with the matching invoice must be submitted and signed by the department director.

5. Emergency and Other Exigent Purchasing by the City Manager – LMC Section 3.08.050 and 3.08.110
a. In case of emergency, the City Manager may dispense with bidding and procure goods or services necessary to alleviate the emergency situation. Such dispensation shall be made in writing. Any purchase made pursuant to such a dispensation shall be reported to the City Council and public at the next feasible meeting of the City Council, but in no event more than 30 days from the date of purchase. For purposes of this section, “emergency” shall mean a situation in which a State of Emergency has been formally declared by the Federal, State, County, or City government in accordance with the statutes or ordinances giving it the power to do so. It shall also mean a situation in which due to weather conditions, natural disaster, civil unrest, or other circumstances affecting the City there is an immediate need to obtain goods and/or services to prevent harm to City facilities or personnel (or the public) and the immediate need makes infeasible or impossible full compliance with the Purchasing Ordinance. b. The City Manager may authorize in writing the continuation of work on an award made pursuant to Section 3 or 4 above even though the continued work would take the total contract price into the next-higher tier (i.e., from Section 4 into Section 3, or from Section 3 into Section 2). The City Manager may so authorize if City staff received an estimate for the work, the work was awarded based on the estimate, while the work was being performed additional issues arose that were not readily apparent at the time the estimate was procured, and the City Manager determines that good cause exists to continue the work at the higher price. Any purchase made pursuant to such a dispensation shall be reported to the City Council and public at the next feasible meeting of the City Council, but in no event more than 30 days from the date of purchase.

REGULATIONS FOR PROCUREMENTS OF PROPERTY OR SERVICES UTILIZING FEDERAL FUNDING:

A. This section will appliesy to the awarding of sub-grants and contracts by the City for projects using federal grant funding. This includes the award of sub-grants and contracts by the City stemming from state, county, or other non-federal government entity grants originating as federal grants.

A.B.

B. Procurement Standards.

1. The City has these standards to ensure contractors perform in accordance with the terms, conditions and specifications of their contracts or purchase orders.

2. 1. The City’s has a written conflict of interest code which prohibitsgoverns the actions of its employees from engaginged in the selection, award and administration of contracts . No Formatted: Indent: Left: 0", First line: 0"
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employee, officer or agent of the City will participate in selection, or in the award or administration of a contract supported by federal funds if any of the following a real or apparent conflicts exist: of interest, real or apparent, would be involved. Such a conflict would arise when:
a. The employee, officer or agent;
b. Any member of his or her immediate family;
c. His or her partner; or
d. An organization which employs, or is about to employ, any of the above, has a financial or other interest in or a tangible personal benefit from a firm considered for award.

3. 2. The City’s officers, employees or agents will not solicit or accept gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to subagreements. A conflict does not arise where the financial interest is not substantial or the gift is an unsolicited item of nominal intrinsic value. Disciplinary action will be applied to any violations of these standards by officers, employees, or agents of the City.

4.3. The City will not enter into a contract with a non-Federal entity that has a parent, affiliate, or subsidiary organization that is not a state, local government, or Indian tribe, unless the non-Federal entity maintains written standards of conduct covering organizational conflicts of interest which. Organizational conflicts of interest occur whenmean due to relationships with a parent company, affiliate, or subsidiary organization, the non-Federal entity is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization.

4. The City will avoid acquisition of unnecessary or duplicative items.

5. Consideration will be given to the following to determine the most economical procurement approach:
a. Cconsolidating or breaking out procurements to obtain a more economic purchase. Where appropriate, an analysis will be made of b. Llease versus purchase alternatives., and any other appropriate analysis to determine the most economical approach.
c. Entering into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services.
d. Using Federal excess and surplus property in lieu of purchasing new equipment and property.
e. Using value engineering clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. Value engineering is a systematic and creative analysis of each contract item or task to ensure its essential function is provided at the overall lower cost. f.

5. 6. The City will consider entering into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services.

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7. The City will consider using Federal excess and surplus property in lieu of purchasing new equipment and property whenever such use is feasible and reduces project costs.

8. The City will consider using value engineering clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. Value engineering is a systematic and creative analysis of each contract item or task to ensure its essential function is provided at the overall lower cost.

9.6. The City will maintain records sufficient to detail the history of procurement.

These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection and the basis for the contract price.

10. The City will use time and material type contracts only:
a. After a determination is made that no other contract is suitable; and b. If the contract includes a ceiling price such that the contractor exceeds at their own risk.

11. The City alone will be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising out of procurements including . These issues include, but are not limited to, source evaluation, protests, disputes, and claims. These standards do not relieve the City of any contractual responsibilities under its contracts.

C. Competition.

1. The City will conduct procurement transactions in a manner providing full and open competition. To ensure objective contractor performance and eliminate unfair competitive advantage, Ccontractors developing or drafting specifications, requirements, statements of work, or invitations for bids or requests for proposals are excluded from competing for such procurements.

2. The City will not use statutorily or administratively imposed in-state or local geographical preferences in the evaluation of bids or proposals, unless applicable Federal statutes expressly require or encourage geographic preference. When contracting for architectural and engineering (A/E) services, geographic location may be a selection criteria provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract.

3. All procurement solicitations must:
a. Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description will not, in competitive procurements, contain features which unduly restrict competition. The description may include a statement of the qualitative nature of the material, product, or service to be procured, and when necessary, will set forth those minimum essential characteristics and standards to which it must conform if it is to satisfy its intended use. Detailed product specifications should be avoided. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a brand name or equal description may be used to define the Formatted: Line spacing: single
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performance or other salient requirements of procurement. The specific features of the named brand which must be met by offerors will be clearly stated; and b. Identify all requirements which the offerors must fulfill and all other factors to be used in evaluating bids or proposals.

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

D. Methods of Procurement to be followed. The City will use one of the following methods of procurement:

1. Procurement by Micro-Purchases - Federal Acquisition Regulation at 48 CFR Subpart 2.1 (Definitions). Procurement by micro-purchase is the
a. Aacquisition of supplies or services, the aggregate dollar amount of which does not exceed the micro-purchase threshold. as set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1 (Definitions) and

1.b. Threshold amount adjusted periodically for inflation. As of the date of this policy, the micro-purchase threshold is $3,500.10,000

2. Procurement by Small Purchase Procedures - Federal Acquisition Regulation at 48 CFR Subpart 2.1 (Definitions); 41 U.S.C. 1908.
a. Small purchase procedures are relatively simple and informal procurement methods for securing services, supplies, or other property that do not cost more than the simplified acquisition threshold. as set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1 (Definitions) and in accordance with 41 U.S.C. 1908 and
adjusted for inflation. If small purchase procedures are used, b. Pprice or rate quotations must be obtained from an adequate number of qualified sources.

2.c. As of the date of this policy, the simplified acquisition threshold is $2150,000, periodically adjusted for inflation. For purchases exceeding fifty thousand ($50,000), City Council approval is required.

3. Procurement by Sealed Bids (Formal Advertising). Bids are publicly solicited and a firmfixed-price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming to all the material terms and conditions of the invitation for bids, is the lowest in price.
a. For sealed bidding to be feasible, the following conditions should be present:
(1) A complete, adequate, and realistic specification or purchase description is available;
(2) Two or more responsible bidders are willing and able to compete effectively for the business; and
(3) The procurement lends itself to a firm-fixed-price contract and the selection of the successful bidder can be made principally based on price. b. If sealed bids are used, the following Rrequirements for sealed bidsapply:

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(1) The invitation for bids will be publicly advertised and bids will be solicited from an adequate number of known suppliers, providing them sufficient time prior to the date set for opening the bids;
(2) The invitation for bids, which will include any specifications and pertinent attachments, will define the items or services for the bidder to properly respond;
(3) All bids will be publicly opened at the time and place prescribed in the invitation for bids;
(4) A firm-fixed-price contract award will be made in writing to the lowest responsive and responsible bidder. Where specified in bidding documents, factors such as discounts, transportation cost, and life cycle costs will be considered in determining which bid is lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of; and
(5) If there is a sound documented reason, any or all bids may be rejected.

4. Procurement by Competitive Proposals. The technique of competitive proposals is Nnormally conducted with more than one source submitting an offer, and either a fixedprice or cost-reimbursement type contract is awarded. It is generally used when conditions are not appropriate for the use of sealed bids. If this method is used, the following

4. Rrequirements for Competitive Proposalsapply:
a. Requests for proposals will be publicized and identify all evaluation factors including relative importance. Any response to publicized requests for proposals must be honored to the maximum extent practical;
b. Proposals will be solicited from an adequate number of qualified sources; c. The City will conduct technical evaluations of the proposals received. and for selecting awardees;
d. Awards will be made to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered; and e. The City may use competitive proposal procedures for qualifications-based procurement of architectural/engineering (A/E) professional services whereby competitors’ qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types of services though A/E firms are a potential source to perform the proposed effort.

5. Procurement by Noncompetitive Pproposals is procurement through solicitation of a proposal from only one source and may be used only when one or more of the following circumstances applies:
a. The item is available only from a single source;
b. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
c. The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in a written request from the City; or d. After solicitation of multiple sources, competition is determined inadequate.

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6. Contracting with Small and Minority Businesses, Women’s Business Enterprises, and Labor Surplus Area Firms.
a. The City will take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible. b. Affirmative steps include:
(1) Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;
(2) Assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources;
(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses and women’s business enterprises;
(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses and women’s business enterprises;
(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and
(6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in subsections 6.b.(1) through (6) of this section.

7. Contracts Cost and Price.
a. The City will perform a cost or price analysis in every procurement action exceeding the simplified acquisition threshold including contract modifications.

The method and degree of analysis will be dependent on the facts surrounding each procurement situation. As a starting point, the City will make independent estimates before receiving bids or proposals.
b. Costs or prices based on estimated costs for contracts under the Federal award will be allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for the City under Subpart E – Cost Principles of Title 2, Subtitle A, Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards). c. The cost plus a percentage of cost and percentage of construction cost methods of contracting will not be used.

8. Federal Awarding Agency or Pass-Through Entity Review. a. The City will make available, upon request of the Federal awarding agency or passthrough entity, technical specifications on proposed procurements where the Federal awarding agency or pass-through entity believes such review is needed to ensure that the item or service specified is the one being proposed for purchase. b. The City will make available upon request, for the Federal awarding agency or pass-through entity pre-procurement review, procurement documents, such as requests for proposal or invitations for bids, or independent cost estimates when:
(1) The City’s procurement procedures or operation fails to comply with the procurement standards of Title 2, Subtitle A, Part 200, Subsection 200.324; Formatted: Underline
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(2) The procurement is expected to exceed the simplified acquisition threshold and is to be awarded without competition or only one bid or offer is received in response to a solicitation;
(3) The procurement, which is expected to exceed the simplified acquisition threshold, specifies a “brand name” product;
(4) The proposed contract is more than the simplified acquisition threshold and is to be awarded to other than the apparent low bidder under a sealed bid procurement; or
(5) A proposed modification changes the scope of a contract or increases the contract amount by more than the simplified acquisition threshold. c. The City may be exempted from the pre-procurement review in subsection 8.b. above if the Federal awarding agency or pass-through entity determines that its procurement systems comply with the standards set forth in Title 2, Subtitle A, Part 200, or the City self-certifies compliance with such standards if self-certification is permitted by the Federal awarding agency or pass-through entity.

9. Bonding Requirements. The City will require bid guarantees, performance bonds, and payment bonds consistent with Title 2, Part 200, Section 200.325 of the Code of Federal Regulations.

10. Contract Provisions. The City’s contracts will contain the provisions in Appendix II to Title 2, Subtitle A, Part 200 – Contract Provisions for non-Federal Entity Contracts Under Federal Awards, as applicable.
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LAWNDALE PURCHASING POLICY OVERVIEW
These are general guidelines for acquisition of supplies, equipment, operating and maintenance services, and construction projects other than "Public Works Projects". The evaluation and selection procedures for certain goods and services may vary on a case-by-case basis.

TYPE CATEGORY

Department Award
Without Formal
Bids:

Goods from $0
to $1,000

Department Award
with Formal Bids:
>$1,000
to
$5,000
City Manager
Award
>$5,000
to
$15,000
City Council Award
>$15,000
and
Up

PURCHASING AUTHORITY/FEATURES
"Department Award Without Formal Bids"
 Per LMC Section 3.08.100
 Bids not required
 Purchase order not required
 May not be used for services
 Process invoice using payment voucher
 Department Head signature required if funds are in
budget for this use
 "Department Award after Formal Bids"
 Per LMC Sections 3.08.120 & 3.08.130
 Department solicits at least three bids
 Authorized by Department Head at requisition level
 Bids and supporting data attached to requisition
 Purchase transacted with purchase order unless it’s
for a service which requires a written contract
 Department archives written quotation
 "City Manager Award"
 Per LMC Sections 3.08.120 & 3.08.130
 At least three formal bids/proposals needed
 May be authorized by City Manager
 Bids and supporting data attached to requisition
 Written agreement required
 Department archives written quotations
 "City Council Award"
 Per LMC Section 3.08.120 & 3.08.130
 Formal bidding required with a written agreement
 Authorized by City Council only
 Approved actions transacted only with purchase order
 Department archives all support materials
 City Clerk archives agenda item

ATTACHMENT B
Resolution No. CC-2409-095
Updating Council Policy No. 53-00
Purchasing Policy
1 RESOLUTION NO. CC-2409-095

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF LAWNDALE, CALIFORNIA
ADOPTING AN UPDATED VERSION OF COUNCIL POLICY NO. 53-00

PERTAINING TO PURCHASING
WHEREAS, the City Council of the City of Lawndale ("City") has established a Council Policy Manual to set forth and identify policies of the City Council which may not otherwise be established in ordinances of the City, or which are restated to further amplify existing City policy; and
WHEREAS, all policies included in the Council Policy Manual are adopted by resolution; and
WHEREAS, the City Council previously adopted a purchasing policy to establish guidelines, in addition to those set forth in the Lawndale Municipal Code, for the purchase of supplies, goods, and services; and
WHEREAS, the City Council has determined that there is a need to update policy to include emergency and exigent purchases, to increase purchasing transparency and align with similar organization's best practices.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAWNDALE, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. That the City Council approves an amended and restated version of Policy No. 53-00, entitled "Purchasing Policy", a copy of which is attached hereto and incorporated herein as Exhibit "A".

SECTION 2. The City Clerk's Department is directed to replace said policy into the Council Policy Manual with this updated version.

SECTION 3. This resolution shall take effect as of the date of its passage and adoption.

PASSED, APPROVED AND ADOPTED this 3rd day of February, 2025. _______________________________
Robert Pullen-Miles, Mayor

Resolution No. CC-2409-095
Updating Council Policy No. 53-00
Purchasing Policy
2 ATTEST:

State of California )
County of Los Angeles ) SS
City of Lawndale )
I, Erica Harbison, City Clerk of the City of Lawndale, California, do hereby certify that the City Council of the City of Lawndale duly approved and adopted the foregoing Resolution No. CC-2409- 095 at a regular meeting of said Council held on the 3rd day of February 2025, by the following roll call vote:

Name Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Robert Pullen-Miles, Mayor
Pat Kearney, Mayor Pro Tem
Sirley Cuevas
Bernadette Suarez
Frank M. Talavera
_______________________________
Erica Harbison, City Clerk
APPROVED AS TO FORM:
______________________________
Gregory M. Murphy, City Attorney
Council Policy No. 53-00

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COUNCIL POLICY
SUBJECT:

Purchasing Policy
POLICY NO.: 53-00 DATE ADOPTED:
10/2/00
6/25/18
11/5/18
10/18/21
2/3/25
AUTHORITY:

Resolution No. CC-0009-96
Resolution No. CC-1806-027
Resolution No. CC-1811-046
Resolution No. CC-2110-044
Resolution No. CC-2409-095
PURPOSE:

Lawndale Municipal Code (LMC) Section 3.08 establishes a complete legal framework for the purchasing system, elements of which are delineated in this Council Policy.

POLICIES:

I. The City’s purchasing operation shall obtain goods, services, and contracts at the best quality and lowest price through an open, fair and competitive process.

V. Every procurement, whether by contract or otherwise must also include a payment voucher and purchase requisition initiated by the applicable department head.

VI. Whenever a funding source (i.e., special revenue funds, grants) imposes stricter purchasing requirements than the City’s purchasing regulations, the stricter requirements must be followed.

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VII. The City utilizes local preference for purchases. Purchases from Lawndale vendors are strongly encouraged where competitive prices and quality exist. With all specifications and conditions equal except price, a preference will be given to in-City vendors equal to 1% of the quoted price when General Fund monies are used. The rationale for the preference is that 1% of the sales tax on most acquisitions returns to the City’s General Fund as revenue.

PROCEDURES:

1. City Council Award (City Council Award: greater than $15,000) – LMC Section

3.08.120 and 3.08.130
a. Formal bidding procedures and a written contract are required. b. The lowest bidder able to provide the required goods and/or services will be recommended to the City Council for contract award. In the case of service contracts, factors other than price may be used in determining contract award. c. Following award, a purchase order must be delivered to the finance department.

2. City Manager May Award after Bidding: (Between >$5,000 and $15,000) - LMC Section

3.08.120 and 3.08.130
a. Three formal bids are required for purchase of goods and three proposals for services.
b. The lowest bidder able to provide the required goods will be recommended to the City Council for contract award. In the case of service contracts, factors other than price may be used in determining contract award.
c. Requires a written contract which may be approved by the City Manager if funds have been appropriated for this use.
d. Following approval, a purchase order must be delivered to the finance department.
e. During a state of emergency or unforeseen catastrophe the City Manager Award limit may be up to $50,000.

3. Department Head May Award after Bidding: Between >$1,000 and $5,000 - LMC Sections 3.08.120 and 3.08.130
a. Three formal bids are required for the purchase of goods and services. b. Award is to the lowest bidder able to provide the required goods. In the case of service contracts, factors other than price may be used in determining contract award.
c. Requires a written agreement for services, purchase order for goods, which may be approved by the Department Head when authorized in writing by the City Manager and if funds have been appropriated for this use. d. Following approval, a purchases order must be delivered to the finance department.

4. Department Award No Formal Bidding Required: $1,000 or Less – LMC Section

3.08.100
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a. Three formal bids are not required for purchase of goods and services.. However, obtaining informal bids (e.g. from internet) is still an advisable practice. b. The applicable Department Head can approve any payment voucher for $1,000 or less when funds have been appropriated for this use.
c. No purchase order is required. However, a Payment Voucher with the matching invoice must be submitted and signed by the department director.

REGULATIONS FOR PROCUREMENTS OF PROPERTY OR SERVICES UTILIZING FEDERAL FUNDING:

A. This section applies to the awarding of sub-grants and contracts by the City for projects using federal grant funding. This includes the award of sub-grants and contracts by the City stemming from state, county, or other non-federal government entity grants originating as federal grants.

Procurement Standards

1. The City’s written conflict of interest code which prohibits its employees from engaging in the selection, award and administration of contracts supported by federal funds if any of the following real or apparent conflicts exist:
a. The employee, officer or agent;
b. Any member of his or her immediate family;
c. His or her partner; or
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Page 4 ends

d. An organization which employs, or is about to employ, any of the above, has a financial or other interest in or a tangible personal benefit from a firm considered for award.

2. The City’s officers, employees or agents will not solicit or accept gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to subagreements. A conflict does not arise where the financial interest is not substantial or the gift is an unsolicited item of nominal intrinsic value.

3. The City will not enter into a contract with a non-Federal entity that has a parent, affiliate, or subsidiary organization that is not a state, local government, or Indian tribe, unless the non-Federal entity maintains written standards of conduct covering organizational conflicts of interest which occur when the non-Federal entity is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization.

4. The City will avoid acquisition of unnecessary or duplicative items.

5. Consideration will be given to the following to determine the most economical procurement approach:
a. Consolidating or breaking out procurements to obtain a more economic purchase.
b. Lease versus purchase alternatives.
c. Entering into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services.
d. Using Federal excess and surplus property in lieu of purchasing new equipment and property.
e. Using value engineering clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. Value engineering is a systematic and creative analysis of each contract item or task to ensure its essential function is provided at the overall lower cost.

6. The City will maintain records sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection and the basis for the contract price.

7. The City will use time and material type contracts only:
a. After a determination is made that no other contract is suitable; and b. If the contract includes a ceiling price such that the contractor exceeds at their own risk.

8. The City alone will be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising out of procurements including source evaluation, protests, disputes, and claims.

C. Competition.

1. The City will conduct procurement transactions in a manner providing full and open competition. Contractors developing or drafting specifications, requirements, statements of Council Policy No. 53-00

Page 5 ends

work, or invitations for bids or requests for proposals are excluded from competing for such procurements.

3. All procurement solicitations must:
a. Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured.When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a brand name or equal description may be used to define the performance or other salient requirements of procurement. The specific features of the named brand which must be met by offerors will be clearly stated; and
b. Identify all requirements which the offerors must fulfill and all other factors to be used in evaluating bids or proposals.

D. Methods of Procurement to be followed. The City will use one of the following methods of procurement:

1. Procurement by Micro-Purchases - Federal Acquisition Regulation at 48 CFR Subpart 2.1 (Definitions)
a. Acquisition of supplies or services, the aggregate dollar amount of which does not exceed the micro-purchase threshold.
b. Threshold amount adjusted periodically for inflation. As of the date of this policy, the micro-purchase threshold is $,10,000

2. Procurement by Small Purchase Procedures - Federal Acquisition Regulation at 48 CFR Subpart 2.1 (Definitions); 41 U.S.C. 1908
a. Simple and informal procurement methods for securing services, supplies, or other property that do not cost more than the simplified acquisition threshold.
.
b. Price or rate quotations must be obtained from an adequate number of qualified sources.
c. As of the date of this policy, the simplified acquisition threshold is $250,000, periodically adjusted for inflation. For purchases exceeding fifty thousand ($50,000), City Council approval is required.

Council Policy No. 53-00

Page 6 ends

a. For sealed bidding to be feasible, the following conditions should be present:
(1) A complete, adequate, and realistic specification or purchase description is available;
(2) Two or more responsible bidders are willing and able to compete effectively for the business; and
(3) The procurement lends itself to a firm-fixed-price contract and the selection of the successful bidder can be made principally based on price. b. Requirements for sealed bids:
(1) The invitation for bids will be publicly advertised and bids will be solicited from an adequate number of known suppliers, providing them sufficient time prior to the date set for opening the bids;
(2) The invitation for bids, which will include any specifications and pertinent attachments, will define the items or services for the bidder to properly respond;
(3) All bids will be publicly opened at the time and place prescribed in the invitation for bids;
(4) A firm-fixed-price contract award will be made in writing to the lowest responsive and responsible bidder. Where specified in bidding documents, factors such as discounts, transportation cost, and life cycle costs will be considered in determining which bid is lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of; and
(5) If there is a sound documented reason, any or all bids may be rejected.

4. Procurement by Competitive Proposals. Normally conducted with more than one source submitting an offer, and either a fixed-price or cost-reimbursement type contract is awarded.

It is generally used when conditions are not appropriate for the use of sealed bids.

Requirements for Competitive Proposals:
a. Requests for proposals will be publicized and identify all evaluation factors including relative importance. Any response to publicized requests for proposals must be honored to the maximum extent practical;
b. Proposals will be solicited from an adequate number of qualified sources; c. The City will conduct technical evaluations of the proposals received.; d. Awards will be made to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered; and e. The City may use competitive proposal procedures for qualifications-based procurement of architectural/engineering (A/E) professional services whereby competitors’ qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types of services though A/E firms are a potential source to perform the proposed effort.

5. Procurement by Noncompetitive Proposals is procurement through solicitation of a proposal from only one source and may be used only when one or more of the following circumstances applies:

Council Policy No. 53-00

Page 7 ends

a. The item is available only from a single source;
b. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
c. The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in a written request from the City; or d. After solicitation of multiple sources, competition is determined inadequate.

7. Contracts Cost and Price.
a. The City will perform a cost or price analysis in every procurement action exceeding the simplified acquisition threshold including contract modifications.

Council Policy No. 53-00

Page 8 ends

b. The City will make available upon request, for the Federal awarding agency or pass-through entity pre-procurement review, procurement documents, such as requests for proposal or invitations for bids, or independent cost estimates when:
(1) The City’s procurement procedures or operation fails to comply with the procurement standards of Title 2, Subtitle A, Part 200, Subsection 200.324; (2) The procurement is expected to exceed the simplified acquisition threshold and is to be awarded without competition or only one bid or offer is received in response to a solicitation;
(3) The procurement, which is expected to exceed the simplified acquisition threshold, specifies a “brand name” product;
(4) The proposed contract is more than the simplified acquisition threshold and is to be awarded to other than the apparent low bidder under a sealed bid procurement; or
(5) A proposed modification changes the scope of a contract or increases the contract amount by more than the simplified acquisition threshold. c. The City may be exempted from the pre-procurement review in subsection 8.b. above if the Federal awarding agency or pass-through entity determines that its procurement systems comply with the standards set forth in Title 2, Subtitle A, Part 200, or the City self-certifies compliance with such standards if self-certification is permitted by the Federal awarding agency or pass-through entity.

9. Bonding Requirements. The City will require bid guarantees, performance bonds, and payment bonds consistent with Title 2, Part 200, Section 200.325 of the Code of Federal Regulations.

Page 9 ends

TYPE CATEGORY

Department Award
Without Formal
Bids:

Goods from $0
to $1,000

Department Award
with Formal Bids:
>$1,000
to
$5,000
City Manager
Award
>$5,000
to
$15,000
City Council Award
>$15,000
and
Up

CITY OF LAWNDALE
14717 BURIN AVENUE, LAWNDALE, CALIFORNIA 90260
PHONE (310) 973-3200 ♦ www.lawndalecity.org
DATE: February 3, 2025
TO: Honorable Mayor and City Council
FROM: Jason Minter, Community Services Director
PREPARED BY: Jason Minter, Community Services Director
SUBJECT: Approval of Senior Citizen Advisory Committee Resolution

BACKGROUND
The Lawndale Senior Citizen Advisory Committee (SCAC) is made up of Lawndale residents and/or those individuals 55 years of age or older that participate in the City's senior citizen programs and/or reside within a South Bay City. The Senior Citizen Advisory Committee is appointed by the Mayor to two (2) year terms, unless a term is vacated prior to the end of the two-year cycle. The role of the Committee is to advise the Parks, Recreation and Social Services Commission on matters relating to senior citizen programs and needs of the Lawndale Community.

The Senior Citizen Advisory Committee was approved to have twelve (12) positions, requiring a minimum of seven (7) members to be present to have quorum. Unfortunately the committee has had challenges in the recruitment and retention of volunteers, causing a large number of meetings to be canceled due to lack of quorum. The following is a list of the last twelve (12) months of meetings, along with the most recent scheduled meeting in January 2025:

Month/Year Meeting Attendance
January 2024 No No meeting (only 6 members present)
February
2024
Yes 7 members present
March 2024 No No meeting (only 4 members present)
April 2024 No Meeting canceled due to lack of quorum
May 2024 No No meeting (only 6 members present)
June 2024 No Meeting canceled due to lack of quorum
July 2024 No No meeting (only 4 members present)
August 2024 No No meeting (only 4 members present)
September
2024
Yes 7 members present
October
2024
No No meeting (only 5 members present)
November
2024
No Meeting canceled due to lack of quorum
December
2024
No Holiday
January 2025 No No meeting (only 5 members present)
As you can see in table above, only two (2) meetings were held during the last thirteen (13) months, with one meeting canceled due to the Christmas holiday, and the other ten (10) due to a lack of quorum.

STAFF REVIEW
Community Services Department staff have done an evaluation of other commissions/committees within the City to see how the number of members compare. Here is the list of Lawndale commissions/committees with their respective members:

Planning Commission - 5 positions
Parks, Recreation and Social Services Commission - 5 positions Beautification Committee - 5 positions (recently changed in 10/24) Senior Citizen Advisory Committee - 12 positions
Youth Advisory Committee - 7 positions
In addition, staff have surveyed neighboring cities to determine the size of their respective Senior commissions/committees. As indicated below, the cities that have senior related commissions/committees have either five (5) or seven (7) positions, as opposed to the twelve (12) positions in Lawndale.

City of Gardena - 5 appointed positions
City of Hawthorne - 5 appointed positions
City of Hermosa Beach - No senior commission/committee
City of Redondo Beach - No senior commission/committee
City of Torrance - 7 appointed positions
The Senior Citizen Advisory Committee currently has a strong core of members that are committed to being a part of the SCAC. Staff have believe that reducing the size of the committee from twelve (12) to seven (7) will significantly improve the number of meetings that will be held, and in turn improve the effectiveness of the Senior Citizen Advisory Committee.

Staff will continue to work on recruitment and retention of the committee members, specifically with those individuals that participate in the programs offered in the community center. Staff will also target individuals that work or volunteer in partner agencies that also serve the Lawndale Community, as identified in Council Policy 94-09. A copy of Policy 94-09 with the proposed change has been included (Attachment A) along with a draft Resolution No. CC 2502-008 (Attachment B).

LEGAL REVIEW
The City Attorney has reviewed this staff report, the Resolution, and the proposed changes to Council Policy 94-09 and approve them to form.

FISCAL IMPACT
Staff anticipate no additional costs as a result of this recommendation.

RECOMMENDATION
Staff recommends that the City Council approve Resolution No. CC 2502-008 modifying Council Policy 94- 09 by reducing the number of appointed positions from twelve (12) to seven (7) for the Senior Citizen Advisory Committee.

Attachments
Attachment A: Council Policy 94-09 Draft Changes.SCAC
Attachment B: Resolution No CC-2502-008

ATTACHMENT A
City Council Policy No. 94-09

COUNCIL POLICY
SUBJECT: POLICY NO.: 94-09 DATE ADOPTED:

Policies Pertaining to City Council Formed
Committees AUTHORITY:

Resolution No. CC-0905-03 5/4/09
Resolution No. CC-1407-032 7/7/14
Resolution No. CC-1410-056 10/6/14
Resolution No. CC-1507-030 7/6/15
Resolution No. CC-1708-039 8/21/17
Resolution No. CC-1907-037 7/15/19
Resolution No. CC-2410-097
Resolution No. CC-2502-008
10/7/24
2/3/25
PURPOSE:
1) To state policies pertaining to committees formed by the City Council which are not contained in state laws and regulations, the Lawndale Municipal Code and other written City policies. 2) To state policies which are unique to individual committees.

POLICY:

COMMITTEES GENERALLY
Unless prescribed otherwise in this policy, the following policies shall pertain to all committees that are formed by the City Council:

Term: Committee members shall serve a two-year term, unless earlier terminated as provided in Lawndale Municipal Code Chapter 2.40. Except as hereinafter described, the term of each member shall commence on March 1 of each odd-numbered year and terminate two years later, February 28 of the succeeding odd-numbered year.

Meetings: The proceedings of the committee shall be conducted in accordance with its bylaws or, in the absence of adopted bylaws, in accordance with the City's Manual of Procedural Guidelines for the Conduct of City Council Meetings.

BEAUTIFICATION COMMITTEE
Purpose of the Committee: The purposes of the Beautification Committee are as follows: • Sponsor a "Clean Up Week" activity; • Sponsor holiday decoration competition(s); • Sponsor a program of awards for recognition of homes with significantly improved appearances; • Sponsor a program of awards for recognition of businesses with significantly improved appearances; • Develop a beautification program in conjunction with City-sponsored community functions; • Participate in the City's Art in Public Places Program as provided in Council Policy No. 88-06; and • Any other purposes which the City Council may from time-to-time assign.

Council Policy No. 94 09

Page 1 ends

Removal of Members: Three unexcused absences from three consecutive meetings will be grounds to be removed from the Beautification Committee, at the discretion of the Beautification Committee themselves.

SENIOR CITIZEN ADVISORY COMMITTEE (SCAC)
Purpose of the Committee: The primary function of the committee shall be to advise the Parks, Recreation and Social Services Commission on matters relating to senior citizen programs and needs in the City of Lawndale.

Composition and qualifications: The committee shall be comprised of 12 seven (7) individuals, 55 years of age or older. Committee members shall reside (a) within the city of Lawndale; or (b) participate in the City's senior citizen program and reside within any of those cities commonly known as the South Bay Cities; specifically, the cities of Carson, El Segundo, Gardena, Hawthorne, Hermosa Beach, Inglewood, Lomita, Manhattan Beach, Palos Verdes Estates, Rancho Palos Verdes, Redondo Beach, Rolling Hills, Rolling Hills Estates, or Torrance; or (c) participate in the City's senior citizen program and reside within the unincorporated portion of Los Angeles County known as El Camino Village.

One member of the Parks, Recreation and Social Services Commission shall serve as an ex-officio member of the Senior Citizen Advisory Committee.

MEDIA AND TECHNOLOGY ADVISORY COMMITTEE (MTAC)
Purpose of the Committee: The purposes of the Media and Technology Advisory Committee are as follows: • Reviewing and commenting on the current use of technology and service approaches • Providing feedback on the City's future technology plans • Assisting City staff in exploring the feasibility of new technology • Serving as informed communicators to others in the community of current policies, activities, and plans of the City of Lawndale
• And implementing the Lawndale Community Television Policies and Guidelines and Lawndale Community Television Sponsorship Policy as set forth in City Council Policies 97-11 and 99-11, respectively, formerly the duties/responsibilities of the Cable Commission:

1. Make recommendations regarding Lawndale community cable television programming;

2. Develop and recommend a promotion plan to enhance channel usage and viewership;

3. Review effectiveness of outreach efforts;

4. Create maximum interest in local events, people, place and issues via community cable television;

5. Provide Lawndale residents, businesses and organizations an opportunity to produce and participate in community television;

6. Encourage the education of Lawndale students in community television programming and production;
Council Policy No. 94 09

Page 2 ends

Composition and Qualifications: The committee shall consist of five members, eighteen (18) years of age or older. To qualify for appointment, applicants must have resided in Lawndale for at least thirty consecutive days prior to submitting the written application. No technology experience is necessary to apply, although it is preferable. Applicants are selected on the basis of individual interest, experience, expertise, and ability to provide objective feedback and input to City staff.

Meeting Schedule: The committee shall meet no less than once every 3 months (quarterly).

YOUTH ADVISORY COMMITTEE (YAC)
Purpose of the Committee: The committee shall be an advisory body to the City Council on matters relating to youth and teen programs and activities. When requested by the City Council, the Committee shall identify the needs of youth and teens and propose new programs intended to meet those needs. The Committee shall periodically review existing programs and shall report its conclusions and recommend actions by the City Council.

Composition and Qualifications: The committee shall consist of seven (7) Lawndale residents in grades six through 12, who are 18 years of age or less. To qualify for appointment, members must submit an Application for Appointment to the Youth Advisory Committee to the city clerk. If the applicant is a minor, a parent or legal guardian must sign the application.

Term of Office: Each appointed member shall serve a two-year term beginning October 1 of each evennumbered year and ending September 30 of the succeeding even-numbered year.

Other Committee Activities: The committee members will be encouraged to assist in the planning and organizing of and attend youth and teen events planned for Lawndale residents.

Meeting Schedule: The committee shall meet no less than once per month.

Council Policy No. 94-09

Page 3 ends

ATTACHMENT B
Resolution No. CC-2502-008
Resolution No. CC-2502-008
Recommendation to Reduce the Number of Active Members Sitting on the Senior Citizen Advisory Committee From Twelve Members to Seven
RESOLUTION NO. CC-2502-008

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF LAWNDALE, CALIFORNIA,

TO REDUCE THE NUMBER OF ACTIVE MEMBERS SITTING

ON THE SENIOR CITIZEN ADVISORY COMMITTEE
FROM TWELVE MEMBERS TO SEVEN.

WHEREAS the Senior Citizen Advisory Committee is currently required to have twelve (12) members per Council Policy 94-09; and
WHEREAS the Senior Citizen Advisory Committee has been unable to hold the majority of its meetings during the course of the last year; and WHEREAS the Senior Citizen Advisory Committee is required to have a minimum of seven (7) members present to have quorum as a twelve (12) member committee; and
WHEREAS the Senior Citizen Advisory Committee has not been able to fulfill their serve their purpose as ten (10) of the last thirteen (13) meetings have been canceled due to a lack of quorum; and
WHEREAS the current core of active Senior Citizen Advisory Committee members would like to be able to meet so that the public can have an opportunity to attend the meetings and share their needs and concerns to the Committee.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
LAWNDALE DOES HEREBY RESOLVE AND RECOMMEND AS FOLLOWS:

Section 1. The City Council finds and determines that the recitals above are true and correct.

Section 2. The City Council finds and determines that the change to the City’s Municipal Code made by this proposed Ordinance are consistent with the General Plan of the City of Lawndale. Additionally, the proposed update to the Lawndale Municipal Code will benefit the Senior Citizen Advisory Committee and the general public by allowing the Senior Citizen Advisory Committee to hold regular meetings with a quorum.

Section 3. The City Council finds and determines that the number of active Senior Citizen Advisory Committee members shall be reduced from twelve (12) members to seven (7) members.

Resolution No. CC-2502-008
Recommendation to Reduce the Number of Active Members Sitting on the Senior Citizen Advisory Committee From Twelve Members to Seven
PASSED, APPROVED AND ADOPTED this 3rd day of February, 2025. _________________________
Robert Pullen-Miles
ATTEST:

State of California )
County of Los Angeles ) SS
City of Lawndale )
I, Erica Harbison, City Clerk of the City of Lawndale, California do hereby certify that the City Council of the City of Lawndale duly approved and adopted the foregoing Resolution No. CC-2502-008 at a regular meeting of said Council held on the 3rd day of February 2025, by the following roll call vote:
_________________________________ ______________
Erica Harbison, City Clerk Date
APPROVED AS TO FORM:
______________________________
Gregory M. Murphy, City Attorney
Name Voting Present, Not Voting Absent Aye No Abstain Not Participating Robert Pullen-Miles, Mayor
Pat Kearney, Mayor Pro Tem
Bernadette Suarez
Sirley Cuevas
Francisco Talavera

CITY OF LAWNDALE
14717 BURIN AVENUE, LAWNDALE, CALIFORNIA 90260
PHONE (310) 973-3200 ♦ www.lawndalecity.org
DATE: February 3, 2025
TO: Honorable Mayor and City Council
FROM: Sean M. Moore, City Manager
PREPARED BY: Raylette Felton, Deputy City Manager/Director of Human Resources SUBJECT: Consideration of Compensation Increase for City Clerk

BACKGROUND
During the City Council meeting held on January 21, 2025, City Council discussed the City Clerk’s compensation and asked staff to draft and bring back an ordinance to increase the compensation for City Clerk for further consideration. During this same meeting, staff was also asked to provide additional information regarding the elected City Clerk duties and compensation at other agencies.

STAFF REVIEW
The Lawndale Municipal Code Section 2.16 identifies the duties and responsibilities of the Lawndale City Clerk. The City Clerk is a part-time elected official, serving a 4-year term in office. The elected City Clerk plays an important role in municipal governance and duties includes: 1) certifying official city documents (i.e., city ordinances, resolutions, and other legal documents) and 2) performs ceremonial duties such as:
attending city council meetings, calling roll, and announcing city council proceedings; and attends swearingin ceremonies, city events, and public meetings. While the day-to-day administrative and operational functions of the clerk's office are managed by a full-time staff, the elected City Clerk’s schedule varies as needed and primarily focuses on attending council meetings and serving as a representative for the City.

Staff surveyed 12 South Bay cities used during the Citywide Classification and Compensation Study for information regarding City Clerk compensation.(Attachment A) Based on the information obtained, most of the City Clerks are either elected full-time or appointed by the City Manager or City Council. Of the cities surveyed, the cities of Gardena, Hawthorne, and Signal Hill were found to be the most comparable to Lawndale as the City Clerks are part-time elected and performs ceremonial duties:

City City Council Compensation City Clerk Compensation
Gardena $1,600 per month eff. 12/22/24 $1,000 per month Hawthorne $1,900 per month eff. 1/1/25 $833.33 per month Signal Hill $722.18 per month $482.04 per month
The Lawndale City Clerk’s compensation was last reviewed and adjusted by City Council in September 2007 to its current rate of $350. In the past, City Council has considered adjustments for the City Clerk’s position when also considering adjustments to the City Council compensation:

Date Ordinance City Council Compensation City Clerk Compensation October 1999 865-99 $250 per month $250 per month
September 2007 1001-07 & 1003-07
$450 per month (appvd. September 2007/ eff.

May 2008)
$350 per month
A review of the current compensation for the elected City Clerk indicates that it falls below the local average. Ensuring a fair and competitive salary for this position will help attract and retain qualified officeholders, in line with the intent of SB 329 - a measure designed to uphold equitable pay for city officials, reflect job responsibilities and economic trends, and broaden access to public service.

Government Code section 36517 permits City Council to set the compensation of the city clerk by ordinance or resolution and does not provide any specific requirements or legal restrictions concerning compensation adjustments for the City Clerk. Therefore, Ordinance No. 1209-25 has been drafted and now presented for City Council's consideration. Staff recommends that the City Council provide direction on the preferred approach for adjusting the City Clerk compensation.

LEGAL REVIEW
The City Attorney has reviewed and approved this report and draft ordinance as to form.

FISCAL IMPACT
The salary for the City Clerk is currently budgeted at $4,200 per fiscal year. Adjusting the City Clerk's salary will require an amendment to the current Fiscal Year 2024-25 budget.

RECOMMENDATION
Staff recommends that the City Council 1) review and discuss this report regarding the City Clerk compensation; and 2) discuss and provide direction to staff regarding the total monthly compensation amount to be added to the draft ordinance amending Chapter 2.16 of the Lawndale Municipal Code regarding compensation for the City Clerk; or 3) provide other direction to the City Manager and staff.

Attachments
Attachment A - City Clerk Survery.pdf
Attachment B - Draft Ord No 1209-25 Amend LMC Ch 2.16 City Clerk Stipend.pdf

ATTACHMENT A

CITY CLERK COMPENSATION SURVEY
• Elected - Part-Time – elected by voters and provide ceremonial duties. • Elected – Full-Time - elected by voters, works full-time hours, and may supervise/manage staff or considered department director. • Appointed - appointed full-time by City Manager or City Council. • Full-Time Staff – employee serving in additional capacities of the organization (management or non-represented professional)
City Population General Law/
Charter
Appointed/Elected Compensation -
Monthly
Bellflower 77,000 General Law Appointed Starts at $11,674 Carson 92,000 Charter City Elected – Full Time $128,941 year El Segundo 17,000 General Law Elected – Part-Time $3,375 Gardena 60,000 General Law Elected – Part-Time $1,000
Hawthorne 86,000 General Law Elected – Part-Time $833.33 Hawaiian Gardens 14,000 General Law Full Time Staff Starts at $9,271 Hermosa Beach 19,000 General Law Appointed Starts $10,736 Lomita 20,000 General Law Full Time Staff Starts at $8,547 Manhattan Beach 34,000 General Law Appointed Starts at $14,841 Rolling Hills Estates 8,534 General Law Full time Staff Starts at $8,546 Signal Hill 11,448 Charter City Elected – Part-Time $482.04 Temple City 36,000 Charter City Full time Staff Starts at $8,658 Lawndale 31,000 General Law Elected – Part-Time $350

ATTACHMENT B
Ordinance No. 120925
Amending City Clerk Compensation 1
ORDINANCE NO. 1209-25

AN ORDINANCE OF THE CITY COUNCIL

OF THE CITY OF LAWNDALE, CALIFORNIA,
AMENDING CHAPTER 2.16 OF THE

LAWNDALE MUNICIPAL CODE REGARDING

COMPENSATION FOR THE CITY CLERK
SUMMARY: This ordinance will increase the monthly salary paid to the City Clerk.

WHEREAS, Lawndale Municipal Code Section 2.16.010 describes the compensation given the City Clerk of the City of Lawndale; and
WHEREAS, pursuant to California Government Code Section 36517, the City Council may increase the compensation of the City Clerk; and
WHEREAS, pursuant to Ordinance 1003-07, the monthly compensation for the City Clerk was previously adjusted from $250 per month to $350 per month; and WHEREAS, the City Council desires to amend Lawndale Municipal Code Section

2.16.010 to increase the City Clerk’s monthly stipend.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAWNDALE, CALIFORNIA DOES HEREBY ORDAIN AS FOLLOWS:

SECTION 1. Section 2.16.010 of the Lawndale Municipal Code is hereby amended, in its entirety, to read as follows:
"2.16.010 Election -- Qualifications -- Salary.

The office of city clerk shall be filled by election by the voters of the city. No person shall hold the office of city clerk unless such person has the qualifications for office provided in Title 4, Division 3, Part 1 of the Government Code of the State of California. The city clerk shall receive as compensation the sum of three hundred fifty _____________ dollars per month, as prescribed in Government Code Section 36517."
SECTION 2. Any portion of any resolution or ordinance in conflict herewith, including Ordinance No. 1003-07, is superseded and repealed as of the effective date of this ordinance.

SECTION 3. If any section, subsection, sentence, clause, or phrase of this ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of any competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance.

The City Council hereby declares that it would have passed this ordinance, and each and every section, subsection, sentence, clause and phrase thereof not declared invalid or unconstitutional without regard to whether any portion of the ordinance would be subsequently declared invalid or unconstitutional.
2 SECTION 4. The City Clerk shall certify to the passage and adoption of this ordinance, and shall make a minute of the passage and adoption thereof in the records of and the proceedings of the City Council at which the same is passed and adopted. This ordinance shall be in full force and effect thirty (30) days after its final passage and adoption, and within fifteen (15) days after its final passage, the City Clerk shall cause it to be published in a newspaper of general circulation and shall post the same at the City Hall and the United States Post Office, Lawndale Branch.

INTRODUCED this ___th day of ________, 2025, PASSED, APPROVED, AND ADOPTED this __th day of ________, 2025.
______________________________
Robert Pullen-Miles, Mayor
3 ATTEST:

State of California )
County of Los Angeles ) SS
City of Lawndale )
I, Erica Harbison, City Clerk of the City of Lawndale, California, do hereby certify that the foregoing Ordinance No. 1209-25 was duly introduced at a regular meeting of the City Council held on the __th day of _______, 2025, and was duly approved and adopted said Ordinance No. 1209-25 at its regular meeting held on the __th day of _______, 2025, by the following roll call vote:

Name Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Robert Pullen-Miles, Mayor
Pat Kearney, Mayor Pro Tem
Sirley Cuevas
Bernadette Suarez
Frank M. Talavera
______________________________ ______________
Erica Harbison, City Clerk Date
APPROVED AS TO FORM:
______________________________
Gregory M. Murphy, City Attorney

CITY OF LAWNDALE
14717 BURIN AVENUE, LAWNDALE, CALIFORNIA 90260
PHONE (310) 973-3200 ♦ www.lawndalecity.org
DATE: February 3, 2025
TO: Honorable Mayor and City Council
FROM: Sean M. Moore, City Manager
PREPARED BY: Michael Reyes, Municipal Services Director SUBJECT: Code Enforcement Process

BACKGROUND
The City of Lawndale, like most cities in Southern California has a Municipal Code that has been in existence since the incorporation of the City, to set standards pertaining to public safety and to create property maintenance guidelines for the enhancement and enrichment of the City’s appearance. Recently, City Councilmember Bernadette Suarez requested an explanation of the Code Enforcement process and an explanation of the actions taken by Code Enforcement Officers in the course of their duties.

STAFF REVIEW
Per the directive of the City Council, Code Enforcement Officers are required to open a case only when there is a complaint lodged for a violation of the Municipal Code. However, on some occasions, Code Enforcement Officers will open a case without a complaint if they witness an immediate threat to the safety of the public as a result of non-permitted work being done. This could include non-permitted electrical work, construction without permits, or some other work involving mechanical or plumbing work.

When a complaint is lodged, the Code Officer will begin with an inspection of the reported property. The officer will visit the property, identify themselves as an agent of the City, and advise the property owner of the complaint. The Code Officer will ask for permission to enter the property to verify the complaint, and if the property owner is willing, the officer will enter the property and either confirm that a violation is present or observe that no violation exists. If no violation is observed, the officer will close the case and document with photographs and notes, that an inspection was conducted and determined that no violations were present.

If the Officer does observe violations, even ones that were not part of the original complaint, the Officer will open a code enforcement case, and then issue a Notice of Violation to the property owner listing the violations that were observed, with instructions on how to rectify those violations. Typically, all construction, plumbing, or electrical violations observed will require permits, and thus the property owner will need to speak with Community Development Department staff for instructions on submitting plans and obtaining permits.

Ideally, the violating party will honor the Notice of Violation and work towards correcting all violations right away. However, if the violating party ignores or refuses to acknowledge the violations observed by the Code Enforcement Officer, then a second Notice of Violation will be issued, two weeks after the initial NOV.

If there is still no acknowledgment or corrections made by the violating party, then a third and final Notice of Violation is issued two weeks after the second NOV.

Once three NOV’s have been issued and unanswered, Code Enforcement Officers have been authorized to begin issuing Administrative Citations to the violating party. Administrative Citations start at $100 per violation and rise to $250 per violation 21 days after the first Administrative Citation is issued.

Administrative Citations top off at $500 per violation three weeks after the second Administrative Citations if the violating party is still in non-compliance.

Once three Notices of Violation have been issued, and three Administrative Citations issued with noncompliance, the case may be referred to an administrative hearing officer for adjudication or else handed over to the City Attorney’s Office for criminal prosecution or civil action. The City Attorney’s Office will begin by sending the violating party a Notice of Violation on City Attorney letterhead, outlining the existing violations and will request that the violating party contact the City Attorney’s Office for an office conference. Often this results in the party instead contacting City staff and beginning the compliance process. If after all these steps have been exhausted, and there is still no effort or compliance from the violating party, the City Attorney’s Office has been instructed to begin moving forward with criminal prosecution, and to file the case with the courts. From time to time, in its discretion, the City Attorney's Office may instead take cases to civil court, re-recommend an administrative hearing, or recommend other actions particular to the facts of an individual case. When criminal cases are filed, the City Attorney's Office attempts to use the leverage of a potential conviction as a means to achieve code compliance not as a means to punish the violating party.

LEGAL REVIEW
The City Attorney has reviewed this staff report and approves it to form.

FISCAL IMPACT
None.

RECOMMENDATION
Staff recommends that City Council receive and file this staff report.

CITY OF LAWNDALE
14717 BURIN AVENUE, LAWNDALE, CALIFORNIA 90260
PHONE (310) 973-3200 ♦ www.lawndalecity.org
DATE: February 3, 2025
TO: Honorable Mayor and City Council
FROM: Dr. Sean M. Moore, City Manager
PREPARED BY: Raylette Felton, Deputy City Manager/Director of Human Resources SUBJECT: Consideration and Direction Regarding Funding for Bus Transportation

BACKGROUND
At the January 6, 2025, regular City Council meeting a resident spoke during public comments regarding an upcoming Metro C Line (Green) Project meeting and asked if the city would fund a bus for Lawndale residents to attend. Councilmember’s Bernadette Suarez and Sirley Cuevas requested funding to be allocated.

STAFF REVIEW
During the June 5, 2023, regular City Council meeting, $6,000 was approved as part of the Fiscal Year 2023- 24 Budget to fund transportation for Lawndale residents attending the Metro C Line (Green) Project meeting. This funding allowed for the reservation of two buses for the Lawndale Community Group, with a total expenditure of $5,922.41 to attend the meeting held on Thursday, May 23, 2024, at 8:00 am.

Currently, no funds have been allocated for future transportation. The estimated cost to reserve two buses for this fiscal year is $6,200, with an additional $3,100 needed if a third bus is desired. If funding is to be provided, a budget amendment will be necessary.

LEGAL REVIEW
N/A

FISCAL IMPACT
A budget amendment of $6,200 is needed to fund the bus transportation from account 100-160-530.100 Contract Services.

RECOMMENDATION
Staff recommends that the City Council: 1) review and discuss this item; 2) authorize and direct the Director of Finance/City Treasurer to appropriate $6,200 from the General Fund to account number 100-160-530.100 Contract Services to fund bus transportation for Lawndale residents attending the Metro C Line (Green) Project meeting; OR 2) provide other direction to the City Manager and staff, if any.

CITY OF LAWNDALE
14717 BURIN AVENUE, LAWNDALE, CALIFORNIA 90260
PHONE (310) 973-3200 ♦ www.lawndalecity.org
DATE: February 3, 2025
TO: Honorable Mayor and City Council
FROM: Dr. Sean M. Moore, City Manager
PREPARED BY: Vanesa Alvarez, Administrative Assistant
SUBJECT: Report of Attendance at Meetings
No supporting documentation was forwarded to the City Clerk Department for this item.

CITY OF LAWNDALE
14717 BURIN AVENUE, LAWNDALE, CALIFORNIA 90260
PHONE (310) 973-3200 ♦ www.lawndalecity.org
DATE: February 3, 2025
TO: Honorable Mayor and City Council
FROM: Dr. Sean M. Moore, City Manager
PREPARED BY: Yvette Palomo, Assistant City Clerk
SUBJECT: Conference with Legal Counsel – Existing Litigation

BACKGROUND
The City Council will conduct a closed session, pursuant to Government Code section 54956.9(d)(1), to discuss existing litigation: Name of Case: City of Lawndale v. LA Investment, LLC (LA Superior Court Case No. 20TRCV00065).

CITY OF LAWNDALE
14717 BURIN AVENUE, LAWNDALE, CALIFORNIA 90260
PHONE (310) 973-3200 ♦ www.lawndalecity.org
DATE: February 3, 2025
TO: Honorable Mayor and City Council
FROM: Dr. Sean M. Moore, City Manager
PREPARED BY: Yvette Palomo, Assistant City Clerk
SUBJECT: Conference with Legal Counsel – Anticipated Litigation

BACKGROUND
The City Council will conduct a closed session pursuant to Government Code section 54956.9(d)(4), to discuss the potential initiation of litigation: one (1) case.

Lawndale City CouncilFebruary 3, 2025

Lawndale City Council
February 3, 2025