Lomita City Council
January 21, 2025

This AGREEMENT to conduct a City of Lomita resident budget and priority survey is entered into this 21st day of January, 2025, by and between the CITY OF LOMITA, a general law city and municipal corporation (“CITY”) and Fairbank, Maslin, Maullin, Metz & Associates (FM3) a California corporation (“CONSULTANT”).

R E C I T A L S
A. CITY does not have the personnel able and/or available to perform the services required under this agreement.

B. Therefore, CITY desires to contract out for consulting services for design, conducting, and analysis of a community survey.

C. CONSULTANT warrants to CITY that it has the qualifications, experience and facilities to perform properly and timely the services under this Agreement.

D. CITY desires to contract with CONSULTANT to perform the services as described in Exhibit A of this Agreement.

NOW, THEREFORE, based on the foregoing recitals, CITY and CONSULTANT agree as follows:

1. CONSIDERATION AND COMPENSATION.

A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, attached as Exhibit A;
B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT an amount not to exceed $33,250, for CONSULTANT’s services, unless otherwise specified by written amendment to this Agreement.

D. No additional compensation shall be paid for any other expenses incurred, unless first approved by the City Manager or his designee.

Tuesday, January 21, 2025 Reg CC MTG, Page *137

E. CONSULTANT shall submit to CITY, by not later than the 10th day of each month, its bill for services itemizing the fees and costs incurred during the previous month. CITY shall pay CONSULTANT all uncontested amounts set forth in the CONSULTANT'S bill within 30 days after it is received.

2. SCOPE OF SERVICES.

A. CONSULTANT will perform the services and activities set forth in the SCOPE OF SERVICES attached hereto as Exhibit A and incorporated herein by this reference.

If any part of Exhibit A is inconsistent with the terms of this Agreement, the terms of this Agreement shall control.

B. Except as herein otherwise expressly specified to be furnished by CITY, CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space, and facilities necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement.

3. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit an invoice to CITY which lists the reimbursable costs, the specific tasks performed, and, for work that includes deliverables, the percentage of the task completed during the billing period.

4. TIME OF PERFORMANCE. The services of CONSULTANT are to commence upon receipt of a notice to proceed from CITY and shall continue until all authorized work is completed to CITY’s reasonable satisfaction, in accordance with the schedule incorporated in “Exhibit A,” unless extended in writing by CITY.

5. FAMILIARITY WITH WORK. By executing this Agreement, CONSULTANT represents that CONSULTANT has (a) thoroughly investigated and considered the scope of services to be performed; (b) carefully considered how the services should be performed; and (c) understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.

6. KEY PERSONNEL. CONSULTANT’s key person assigned to perform work under this Agreement is Richard Bernard. CONSULTANT shall not assign another person to be in charge of the work contemplated by this Agreement without the prior written authorization of CITY.

7. TERM OF AGREEMENT. The term of this Agreement shall commence upon execution by both parties and shall expire on January 22, 2026, unless earlier termination occurs under Section 11 of this Agreement, or extended in writing in advance by both parties.

8. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be Tuesday, January 21, 2025 Reg CC MTG, Page *138

authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties.

9. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number.

10. PERMITS AND LICENSES. CONSULTANT will obtain and maintain during the term of this Agreement all permits, licenses, and certificates that may be required by local, state and federal laws in connection with the performance of services under this Agreement, including a business license as specified in Title VI, Chapter 2 of the Lomita Municipal Code.

11. TERMINATION.

A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. Notice of termination shall be in writing.

B. CONSULTANT may terminate this Agreement. Notice will be in writing at least 30 days before the effective termination date.

C. In the event of such termination, CONSULTANT shall cease services as of the date of termination, all finished or unfinished documents, data, drawings, maps, and other materials prepared by CONSULTANT shall, at CITY’s option, become CITY’s property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination.

D. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.

12. INDEMNIFICATION.

A. CONSULTANT shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with CONSULTANT's performance of work hereunder or its failure to comply with any of its obligations contained in this AGREEMENT, regardless of CITY’S passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of CITY. Should CITY in its sole discretion find CONSULTANT’S legal counsel unacceptable, then CONSULTANT shall reimburse CITY its costs of defense, including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation.

CONSULTANT shall promptly pay any final judgment rendered against CITY (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State Tuesday, January 21, 2025 Reg CC MTG, Page *139

of California and will survive termination of this Agreement.

B. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 17, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.

13. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.

CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.

14. INDEPENDENT CONSULTANT. CITY and CONSULTANT agree that CONSULTANT will act as an independent CONSULTANT and will have control of all work and the manner in which is it performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only.

15. AUDIT OF RECORDS.

A. CONSULTANT agrees that CITY, or designee, has the right to review, obtain, and copy all records pertaining to the performance of this Agreement.

CONSULTANT agrees to provide CITY, or designee, with any relevant information requested and will permit CITY, or designee, access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this Agreement.

CONSULTANT further agrees to maintain such records for a period of three (3) years following final payment under this Agreement.

B. CONSULTANT will keep all books, records, accounts and documents pertaining to this Agreement separate from other activities unrelated to this Agreement.

16. CORRECTIVE MEASURES. CONSULTANT will promptly implement any corrective measures required by CITY regarding the requirements and obligations of this Agreement. CONSULTANT will be given a reasonable amount of time as determined by CITY to implement said corrective measures. Failure of CONSULTANT to implement required corrective measures shall result in immediate termination of this Agreement.

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17. INSURANCE REQUIREMENTS.

A. CONSULTANT, at CONSULTANT’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies:

1. Workers Compensation Insurance as required by law. CONSULTANT shall require all subconsultants similarly to provide such compensation insurance for their respective employees. Any notice of cancellation or non-renewal of all Workers’ Compensation policies must be received by CITY at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against CITY, its officers, agents, employees, and volunteers for losses arising from work performed by CONSULTANT for CITY.

2. General Liability Coverage. CONSULTANT shall maintain commercial general liability insurance in an amount of not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.

3. Automobile Liability Coverage. CONSULTANT shall maintain automobile liability insurance covering bodily injury and property damage for all activities of CONSULTANT arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired, and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence.

4. Professional Liability Coverage. CONSULTANT shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from CONSULTANT’S operations under this Agreement, whether such operations be by CONSULTANT or by its employees, subconsultants, or subconsultants. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis, or a combined single-limit-per-occurrence basis. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated.

Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.

B. Endorsements. Each general liability, automobile liability and professional liability insurance policy shall be issued by a financially responsible insurance company or companies admitted and authorized to do business in the State of Tuesday, January 21, 2025 Reg CC MTG, Page *141

California, or which is approved in writing by CITY, and shall be endorsed as follows. CONSULTANT also agrees to require all CONSULTANTs, and subconsultants to do likewise.

1. “The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the CONSULTANT, including materials, parts, or equipment furnished in connection with such work or operations.”

2. This policy shall be considered primary insurance as respects CITY, its elected or appointed officers, officials, employees, agents, and volunteers.

Any insurance maintained by CITY, including any self-insured retention CITY may have, shall be considered excess insurance only and shall not contribute with this policy.

3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.

4. The insurer waives all rights of subrogation against CITY, its elected or appointed officers, officials, employees, or agents.

5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to CITY, its elected or appointed officers, officials, employees, agents, or volunteers.

6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days’ written notice has been received by CITY.

C. CONSULTANT agrees to provide immediate notice to CITY of any claim or loss against CONSULTANT arising out of the work performed under this agreement.

CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.

D. Any deductibles or self-insured retentions must be declared to and approved by CITY. At CITY’s option, CONSULTANT shall demonstrate financial capability for payment of such deductibles or self-insured retentions.

E. CONSULTANT shall provide certificates of insurance with original endorsements to CITY as evidence of the insurance coverage required herein.

Certificates of such insurance shall be filed with CITY on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with CITY at all times during the term of this Agreement.

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F. Failure on the part of CONSULTANT to procure or maintain required insurance shall constitute a material breach of contract under which CITY may terminate this Agreement pursuant to Section 11 above.

G. The commercial general and automobile liability policies required by this Agreement shall allow CITY, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the CONSULTANT (as the named insured) should CONSULTANT fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director. CONSULTANT understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by CONSULTANT as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should CITY pay the SIR or deductible on CONSULTANT’S behalf upon CONSULTANT’S failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, CITY may include such amounts as damages in any action against CONSULTANT for breach of this Agreement in addition to any other damages incurred by CITY due to the breach.

18. USE OF OTHER CONSULTANTS. CONSULTANT must obtain CITY’s prior written approval to use any CONSULTANTs while performing any portion of this Agreement. Such approval must include approval of the proposed CONSULTANT and the terms of compensation.

19. FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE. The acceptance by the CONSULTANT of the final payment made under this Agreement shall operate as and be a release of CITY from all claims and liabilities for compensation to the CONSULTANT for anything done, furnished or relating to the CONSULTANT’S work or services. Acceptance of payment shall be any negotiation of CITY’S check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by CITY shall not constitute, nor be deemed, a release of the responsibility and liability of CONSULTANT, its employees, sub-CONSULTANTs and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by CITY for any defect or error in the work prepared by CONSULTANT, its employees, sub-CONSULTANTs and agents.

20. CORRECTIONS. In addition to the above indemnification obligations, the CONSULTANT shall correct, at its expense, all errors in the work which may be disclosed during CITY’S review of CONSULTANT’S report or plans. Should the CONSULTANT fail to make such correction in a reasonably timely manner, such correction shall be made by CITY, and the cost thereof shall be charged to CONSULTANT. In addition to all other available remedies, CITY may deduct the cost of such correction from any retention amount held by CITY or may withhold Tuesday, January 21, 2025 Reg CC MTG, Page *143

payment otherwise owed CONSULTANT under this Agreement up to the amount of the cost of correction.

21. NON-APPROPRIATION OF FUNDS. Payments to be made to CONSULTANT by CITY for services preformed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that CITY does not appropriate sufficient funds for payment of CONSULTANT’S services beyond the current fiscal year, the Agreement shall cover payment for CONSULTANT’S only to the conclusion of the last fiscal year in which CITY appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.

22. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:

CITY CONSULTANT
City of Lomita
24300 Narbonne Avenue
Lomita, CA 90717
ATTN: City Manager
Fairbank, Maslin, Maullin,
Metz & associates (FM3)
12100 Wilshire Boulevard,
Suite 350
Los Angeles, CA 90025
ATTN: Richard Bernard,
Partner
Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. Courtesy copies of notices may be sent via electronic mail, provided that the original notice is deposited in the U.S. mail or personally delivered as specified in this Section.

23. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’s bona fide employee, 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 CONSULTANT’s bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.

24. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT’s or CITY’s obligations under this Agreement.

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25. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.

26. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written.

27. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.

28. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment with signatures of all parties to this Agreement. CITY’s city administrator, or designee, may execute any such amendment on behalf of CITY.

29. ACCEPTANCE OF FACSIMILE OR ELECTRONIC SIGNATURES. The Parties agree that this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission, scanned and delivered via electronic mail, or delivered using digital signature technology approved by CITY. Such facsimile or electronic signatures will be treated in all respects as having the same effect as an original signature.

30. FORCE MAJEURE. Should performance of this Agreement be impossible due to fire, flood, explosion, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation of either party to the other.

31. TIME IS OF ESSENCE. Time is of the essence to comply with dates and schedules to be provided.

32. ATTORNEY’S FEES. The parties hereto acknowledge and agree that each will bear his or its own costs, expenses and attorneys' fees arising out of and/or connected with the negotiation, drafting and execution of the Agreement, and all matters arising out of or connected therewith except that, in the event any action is brought by any party hereto to enforce this Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees and costs in addition to all other relief to which that party or those parties may be entitled.

33. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY.

CONSULTANT represents that its financial resources, surety and insurance Tuesday, January 21, 2025 Reg CC MTG, Page *145

experience, service experience, completion ability, personnel, current workload, experience in dealing with private CONSULTANTs, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public agency.

34. DISCLOSURE REQUIRED. (CITY and CONSULTANT initials required at one of the following paragraphs)
By their respective initials next to this paragraph, CITY and CONSULTANT hereby acknowledge that CONSULTANT is a “CONSULTANT” for the purposes of the California Political Reform Act because CONSULTANT’S duties would require him or her to make one or more of the governmental decisions set forth in Fair Political Practices Commission Regulation 18700.3(a)(2) or otherwise serves in a staff capacity for which disclosure would otherwise be required were CONSULTANT employed by CITY. CONSULTANT hereby acknowledges his or her assumingoffice, annual, and leaving-office financial reporting obligations under the California Political Reform Act and the CITY’S Conflict of Interest Code and agrees to comply with those obligations at his or her expense. Prior to CONSULTANT commencing services hereunder, the City’s Manager shall prepare and deliver to CONSULTANT a memorandum detailing the extent of CONSULTANT’S disclosure obligations in accordance with the CITY’S Conflict of Interest Code.

City Initials ______
CONSULTANT Initials ______
OR
By their initials next to this paragraph, CITY and CONSULTANT hereby acknowledge that CONSULTANT is not a “CONSULTANT” for the purpose of the California Political Reform Act because CONSULTANT’S duties and responsibilities are not within the scope of the definition of CONSULTANT in Fair Political Practice Commission Regulation 18700.3(a)(2) and is otherwise not serving in staff capacity in accordance with CITY’S Conflict of Interest Code.

City Initials ______
CONSULTANT Initials ______
[Signatures on following page]
Tuesday, January 21, 2025 Reg CC MTG, Page *146

IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.

CITY OF LOMITA CONSULTANT
Andrew Vialpando, City Manager By: Richard Bernard, Partner ATTEST:

Kathleen Horn Gregory, City
Clerk
Taxpayer ID No.

APPROVED AS TO FORM:

Trevor Rusin, City Attorney
Tuesday, January 21, 2025 Reg CC MTG, Page *147
12100 Wilshire Boulevard, Suite 350 | Los Angeles, CA 90025 Phone: (310) 828-1183 | Fax: (310) 453-6562
1999 Harrison St., Suite 2020 | Oakland, CA 94612
Phone: (510) 451-9521 | Fax: (510) 451-0384
TO Andrew Vialpando, City Manager
City of Lomita
FROM Dr. Richard Bernard & Maya Gutierrez
FM3 Research
RE: Cost & Scope Options for Public Opinion Research
DATE December 16, 2024
Fairbank, Maslin, Maullin, Metz & Associates (FM3) is pleased to submit this proposal to conduct a resident budget and priority survey for the City of Lomita. As you know, since 2019 FM3 has conducted a total of four surveys for your city. These surveys have included baseline and tracking surveys on behalf of Lomita’s successful ¾-cent sales tax—a simple majority measure which received 60.56% yes votes during the November 2020 Election. We have also been fortunate enough to conduct community satisfaction surveys among adult Lomita residents in both 2019 and 2023. Our recent and extensive library of attitudes and reported behaviors will provide our firm the ability to hit the ground running with this newly proposed research.

Given the recent passage of Los Angeles County’s Measure A and the repeal of Measure H (the 2017 ¼-cent homeless sales tax), there is an opportunity for a taxing authority (such as the City of Lomita, Los Angeles County or LA Metro) to ask Lomita voters to consider supporting the available ¼-cent sales tax. Our survey will examine such issues as whether voters perceive there is a need for additional funding, assess whether a potential measure is viable and identify how voters would like potential funding to be used.

Scope of Work:

FM3 proposes to conduct a 20-minute dual-mode survey (online and by telephone) among a random sample of between 250 and 300 City of Lomita residents who are registered to vote and deemed likely—based on past voting behavior—to do so in the November 2026 General Election. Given the comparatively modest number of City of Lomita residents who fall into this group, FM3 will work diligently to obtain the desired sample size. However, if it is ultimately unobtainable, the survey price will be prorated to reflect the actual completed sample. If FM3 is able to obtain more than 300 completed surveys, it will not bill for any additional surveys beyond the 300 completes. FM3 will offer the survey online and on the telephone in English and Spanish.

Detailed scope of work specifications and costs for the proposed research are provided below; we look forward to working with the City on this important project.

Exhibit A
Tuesday, January 21, 2025 Reg CC MTG, Page *148

Research
Methodology
Dual-mode voter survey
Data Collection
Mode
Telephone and online interviews
Respondent
Contact Method
Telephone calls, Email and texting invitations
Sample Up to 300 City of Lomita registered voters likely to participate in the November 2026 General Election based on past voting history.

Margin of
Sampling Error
±6.2 percent in 95 out of 100 cases for a sample of 250 interviews ±5.7 percent in 95 out of 100 cases for a sample of 300 interviews Questionnaire 20-minute survey, featuring between 55-70 unique questions (including battery question items)
Language Online and telephone interviews will be conducted in English and Spanish.

Deliverables Following the completion of the survey, we will provide:
• A survey questionnaire for easy reference
• A complete analysis of survey results in PowerPoint
• A presentation of the survey results
FM3 will also be available for ongoing consultation and any further analysis of the research.

Cost FM3 is prepared to conduct a dual-mode survey (online and by telephone) among 250-300 likely November 2024 City of Lomita voters for a not-to-exceed amount of $33,250. This price is comprehensive, and includes all costs for questionnaire design, Spanish translation, sample acquisition and preparation, programming, email invitations, bilingual survey hosting, bilingual telephone interviewing, data entry and analysis, and reporting.

We would welcome the opportunity to work with you on this research. If you have any questions or if there is any further information we can provide, please do not hesitate to contact us. Thank you for your consideration. You may reach us in our Los Angeles office as follows:

Richard Bernard, Ph.D., Partner
Fairbank, Maslin, Maullin, Metz & Associates (FM3)
12100 Wilshire Boulevard, Suite 350
Los Angeles, CA 90025
(310) 428-1809 (Cell)
[email protected]
Maya Gutierrez, Researcher
Fairbank, Maslin, Maullin, Metz & Associates (FM3)
12100 Wilshire Boulevard, Suite 350
Los Angeles, CA 90025
(661) 709-1845 (Office)
[email protected]
Tuesday, January 21, 2025 Reg CC MTG, Page *149
1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Lina Hernandez, Deputy City Manager/Public Works Director MEETING DATE: January 21, 2025
SUBJECT: Installation of a Parking Time Limit at 25600-25616 Pennsylvania Avenue

RECOMMENDATION
Approve the installation of a two-hour parking time limit from 9:00 a.m. to 7:00 p.m. daily, directly in front of Hathway Park located along the east side of 25600-25616 Pennsylvania Avenue.

BACKGROUND
The City routinely examines alternatives to optimize parking solutions in the interest of safety and practical use. From time to time, City staff receives parking complaints which may result in recommendations to the City Council for parking solutions to curb nuisances or enhance traffic and pedestrian safety.

DISCUSSION
Vehicle traffic from multiple businesses and schools on Pacific Coast Highway utilize the street parking pocket at 25600-25616 Pennsylvania Avenue on a daily basis for extended periods of time. The parking pocket is intended for use by Hathway Park patrons and residents. Staff has observed this activity and has received multiple complaints from residents in the vicinity. The long-term parking usage is also preventing Public Works staff from being able to unload and use the necessary equipment to maintain Hathaway Park.

Attempts to communicate with the businesses/schools were unsuccessful. Additionally, written requests to the businesses/schools to cease the practice have been ignored.

Installing a two-hour parking time limit will afford park patrons adequate time to use the park and prevent the parking spaces from being occupied for a full day. For the small percentage of park patrons that use the park for longer intervals, there is available parking

CITY OF LOMITA

CITY COUNCIL REPORT
Item No. 7n
Tuesday, January 21, 2025 Reg CC MTG, Page *150
2 to the north of the park on Pennsylvania Avenue and on 256th Street. Instituting a twohour parking time limit from 9:00 a.m. to 7:00 p.m. daily would be consistent with the parking restrictions in other areas of the City such as on Narbonne Avenue and in the Downtown area.

This item was discussed at the Public Safety and Traffic Commission on meeting on December 18, 2024, and the Commission has recommended the proposed action to the City Council.

FISCAL IMPACT
It is anticipated that the cost to install three signs, including materials and labor, will be a total of approximately $900. This amount is included in the Adopted Budget.

OPTIONS

1. Approve staff’s recommendation.

2. Provide alternative direction.

ATTACHMENTS

1. Hathaway Park Parking Pocket Photo
Approved by:
_______________________
Andrew Vialpando
City Manager
Prepared by:
______________________
Lina Hernandez
Deputy City Manager/Public Works Director
Tuesday, January 21, 2025 Reg CC MTG, Page *151
Attachment No. 1
Tuesday, January 21, 2025 Reg CC MTG, Page *152
1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Lina Hernandez, Deputy City Manager/Public Works Director MEETING DATE: January 21, 2025
SUBJECT: Approve funds for Emergency Sidewalk Repair

RECOMMENDATION
Approve funds in the amount not to exceed $5,000 for emergency sidewalk repair with Rojas Construction.

BACKGROUND
On August 6, 2024, the City Council awarded an agreement to Rojas Construction to repair and replace 27 sidewalk locations as part of the City’s Sidewalk Repair Program, as a result of an extensive survey conducted in 2023 to inspect the conduction of sidewalks throughout the City. The purpose of this project is to maintain a safe pedestrian walkway for residents and visitors alike as part of the City of Lomita’s commitment to expanding pedestrian transportation safety.

DISCUSSION
Rojas Construction began work in November 2024 for the 27 agreed sites. During this time, a broken curb at the corner of 24516 Narbonne Avenue resulted from an overweight vehicle reversing in the alley. The quote from Rojas Construction to complete this additional repair was $5,000 (the invoice is attached to this report as an attachment). The repair was added as an unforeseen emergency work order to quickly address the public hazard.

It is recommended that the City Council approve $5,000 for the emergency repair.

Minor repair work is pending and the Notice of Completion will be brought before the Council for the complete Sidewalk Repair Program Project in the near future.

CITY OF LOMITA

CITY COUNCIL REPORT
Item No. 7o
Tuesday, January 21, 2025 Reg CC MTG, Page *153
2 FISCAL IMPACT
The project is included in the FY 2024-25 budget and is funded through the street fund.

OPTIONS
Approve recommended action.

ATTACHMENTS

1. Rojas Construction Invoice #4 indicating the $5,000 cost for the emergency repair Approved by:
______________________
Andrew Vialpando
City Manager
Prepared by:
__________________________
Lina Hernandez
Deputy City Manager/Public Works Director
Tuesday, January 21, 2025 Reg CC MTG, Page *154

INVOICE
Rojas Construction
3539 S Carolina Street * San Pedro, CA 90731
Ph: (310).987.0726 Fax (310).548.0451
[email protected]
Date: December 29, 2024
Invoice 4
TO City of Lomita
CONFIRMATION (PO) # RFQ # DUE DATE
Upon Receipt

QTY DESCRIPTION UNIT PRICE LINE TOTAL
Demo & Install
# 21
Demo
-4” Sidewalk: 18 SF
-6” Curb: 12 LF
Install
6” Curb: 12 Lf
Item 4
Item
Item
Total
$120.25
$300.00
$720.00
$1,140.25
#26
Demo:
-6” Sidewalk: 213.75 SF
-Base: 130.87 CF
Curb & Gutter 24 Lf
Install
-4” Sidewalk: 113 SF
-6” Apron: 101.25 SF
Curb & Gutter: 24 LF
Base: 130 CF
Item 3
Item 10
Item 5
Item 8
Item 7
Item 9
Item 11
Total
$1,816.87
$265.66
$720.00
$1,412.50
$1,366.87
$2,280.00
$273.00
$8,134.90

ADDED WORK ON NARBONNE AVE
(where truck damaged curb) Item $5,000.00
TOTAL $14,275.15
Thank you for your business!
Tuesday, January 21, 2025 Reg CC MTG, Page *155
1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Emma Kelley, Parks and Recreation Director MEETING DATE: January 21, 2025
SUBJECT: Update on the Port of Los Angeles Waterfront Red Railcar Loan to the City of Lomita and Appointment of Ad Hoc Committee Members

RECOMMENDATION
Appoint two members of the City Council to a Red Car Ad Hoc Committee for a term expiring on June 30, 2025.

BACKGROUND
In 2023, the Port of Los Angeles contacted the City of Lomita to offer one of its replica Waterfront Red Trolly Railcar (Red Car) for loan to be displayed at the Lomita Railroad Museum for an indefinite period of time. On November 7, 2023, Lomita City Council directed staff to engage in negotiations with the Port of Los Angeles to consider a Lease Agreement to receive the Red Car.

DISCUSSION
The draft lease agreement to display the Red Car at the Lomita Railroad Museum is nearly finalized. However, during discussions, staff considered several important details to which the City Council should be aware. First, the Port of Los Angeles owns two Red Cars, one of which will be loaned to the Huntington Library in Arcadia, CA., and the other to Lomita. One of the Red Cars appears in photos to be significantly deteriorated and in dilapidated condition. Staff will need to inspect both Red Cars in person to determine if it is in the City’s best interest to move forward with accepting the Red Car.

Secondly, the Port of Los Angeles informed staff that if the City accepts receivership of the Red Car, they will only coordinate and pay for transport of the Red Car to Lomita Railroad Museum, but the City will be responsible for placement of the Red Car to its final resting spot.

CITY OF LOMITA

CITY COUNCIL REPORT
Item No. SCH. 8a
Tuesday, January 21, 2025 Reg CC MTG, Page *156
2 Lastly, staff has considered the costs of various options should the City undertake this project. Estimates range from $100,000 to $750,000 for various preparations, including grading and leveling the Irene Lewis lawn area, securing and protecting the Red Car from vandalism and weathering, and installation (i.e. crane rental, street closures, utility shutoffs, etc.).

Staff recommends that the City Council appoint two Ad Hoc members of the City Council to serve as advisory members and report back to the City Council.

FISCAL IMPACT
There are no financial implications resulting from this recommendation.

OPTIONS

1. Appoint two City Councilmembers to the Red Car Ad Hoc Committee for a term ending June 30, 2025.

2. Provide Staff with alternative direction.

Prepared by: Approved by:
_______________________ ______________________
Emma Kelley Andrew Vialpando
Parks and Recreation Director City Manager
Tuesday, January 21, 2025 Reg CC MTG, Page *157
1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Susan Kamada, Administrative Services Director MEETING DATE: January 21, 2025
SUBJECT: Discussion and Consideration of Adopting Resolution No. 2025-05 Amending the City’s Administrative Policy on Travel and Reimbursements

RECOMMENDATION
Approve Resolution No. 2025-05 adopting the City’s Administrative Policy related to Travel and Reimbursements.

BACKGROUND
The City of Lomita is committed to the highest level of financial integrity. As prudent fiduciary stewards, City staff regularly examines its financial policies to ensure they align with industry best practices and procedures and are compliant with laws and regulations.

Adopted financial management policies are essential to carrying-out effective management of the City, establishing the framework for Lomita’s overall financial planning, fostering public confidence and achieving the following general financial goals:
• Ensure the financial integrity of the City;
• Provide an adequate financial base to sustain a sufficient level of municipal services to maintain the social well-being and physical condition of the City; • Provide and maintain essential public facilities, utilities, and capital equipment; • Enhance policy setting for and sound management of City government by providing accurate and timely information on current and anticipated financial conditions; • Protect and enhance the City’s credit ratings; and,
• Provide the financial stability needed to navigate through economic downturns, adjust to changes in the service requirements of the community and respond to other changes as they affect the City’s residents.

CITY OF LOMITA

CITY COUNCIL REPORT
Item No. SCH. 8b
Tuesday, January 21, 2025 Reg CC MTG, Page *158
2 Although the City Manager may adopt administrative policies as needed as the City’s Chief Executive Officer pursuant to the City’s Municipal Code, City policies that have a budget impact or extend to its elected officials may require approval by the City Council.

The City approved its current Travel Policy in 2006 through the adoption of Resolution No. 2006-06. The provisions of the current policy are antiquated, and some sections no longer apply to the City due to outdated practices.

DISCUSSION:

Policies for reimbursement of travel related expenses vary from city to city. State law does prescribe some threshold standards, especially as it relates to reimbursement of city councilmember travel. State law also contains safeguard to ensure that public funds are used efficiently. This new policy aligns with industry best practices by Government Finance Officers Association (GFOA), Government Accounting Standards Board (GASB), and the Internal Revenue Service (IRS).

This proposed Travel Policy has several important updates to the travel policy.

Key Updates:
• Lodging eligibility will depend on a minimum distance or time of travel. • The City will discontinue reimbursement of meals and expenses pursuant to IRS rates. Instead, employees and City Officials will be issued per diem stipends of $55.00 per day of travel and 50% or $27.50 per day for the first and last day of travel.
• Reimbursements for prepaid expenses (i.e. airfare, conference registration, lodging, etc.) will be issued within thirty-days before or after travel is completed. • Employees and City Officials are subject to Fair Political Practices Commission Agency Disclosures related to travel paid for by other governmental or non-profit agencies.

OPTIONS

1. Approve Resolution No. 2025-05 adopting the City’s Administrative Policy related to Travel and Reimbursements.

2. Give staff alternative direction.

FISCAL IMPACT
None.

ATTACHMENTS

1. Resolution No. 2025-05
Tuesday, January 21, 2025 Reg CC MTG, Page *159
3 Prepared by: Approved by:
__________________ ____________________________
Susan Kamada Andrew Vialpando
Administrative Services Director City Manager
Tuesday, January 21, 2025 Reg CC MTG, Page *160

RESOLUTION NO. 2025-04

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOMITA,

CALIFORNIA, APPROVING TRAVEL POLICY AND REPEALING AND

RESCINDING ANY PREVIOUS POLICIES OR ADMINISTRATIVE

MEMORANDA RELATED TO TRAVEL

THE CITY COUNCIL OF THE CITY OF LOMITA, CALIFORNIA, DOES HEREBY FIND, ORDER AND RESOLVE AS FOLLOWS:

Section 1. The City recognizes that fiscal policies and procedures are necessary for efficient, effective, and proper accounting of City spending; and Section 2. The City Council of the City of Lomita has reviewed the Travel Policy, attached hereto as Exhibit A, and wishes to adopt the policy; and Section 3. The adoption of this policy will further contribute to the City of Lomita’s financial stability and well-being.

Section 4. A Travel Policy for the City of Lomita, which is set forth in Exhibit A to this Resolution, and which is incorporated herein by reference, is hereby adopted and enacted.

Section 5. That any policies, or administrative memoranda, previously in force are hereby repealed to the extent that any portion or provision thereof is in conflict with the attached Travel Policy.

Section 6. This Resolution will become effective immediately upon adoption.

Section 7. The City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions.

PASSED, APPROVED AND ADOPTED, this 21st day of January 2025.

___________________________
Mark Waronek, Mayor
APPROVED AS TO FORM: ATTEST:

Trevor Rusin, City Attorney Kathleen Horn Gregory, MMC, City Clerk Tuesday, January 21, 2025 Reg CC MTG, Page *161

ADMINISTRATIVE POLICY &PROCEDURE
CATEGORY: Finance – Travel
SUBJECT: Travel Policy
Lomita Administrative Memorandum Page 1 of 7

1.0 PURPOSE
The purpose of the Travel Policy is to establish responsibilities and guidelines for City employees and elected officials when attending business or professional conferences, training seminars, or other travel on authorized City business. This policy shall establish standards for the documentation, approval and payment of cash advances and reimbursements of expenses incurred for travel-related expenses by employees, elected officials, and other persons who conduct City business. These standards shall balance the City’s fiduciary responsibility of managing public funds with the recognition of the need to provide transportation, lodging, and meals to employees and public officials as they pursue City business.

It is the intent of the City of Lomita to ensure compliance with all federal and state regulations and laws, including United States Internal Revenue Service regulations and California Assembly Bill 1234 (2005) and implement responsible and ethical fiduciary policies and best practices..

2.0 POLICY
The City shall pay for essential travel expenses which directly and logically relate to the conduct of City business. Travel requests and reimbursement claims shall conform to the provisions of this policy and other applicable laws, grants, contracts, or policies. Expenses shall be documented as required and shall leave no reasonable question that such expenditures did, in fact, relate to and were necessary for conducting City business.

Employees should always use the methods of travel that is the most efficient, direct, and economical mode of transportation required by the occasion. City employees and elected officials are expected to exercise sound judgment when incurring and submitting travel expenses, in keeping with standards and proprieties of a visible and accountable public agency.

3.0 AUTHORIZED ACTIVITIES
Travel, meals, and lodging incurred in connection with the following types of activities, set forth below, constitute authorized expenses, if the other requirements of this policy are fulfilled:

1. Communicating with representatives of regional, state, and federal government for official City business under the City’s adopted policy positions.

Document: Travel Revision:

Subject: Travel Policy Effective Date:

Author: Administrative Services Department Authorized by: City Council Tuesday, January 21, 2025 Reg CC MTG, Page *162

ADMINISTRATIVE POLICY &PROCEDURE
CATEGORY: Finance – Travel
SUBJECT: Travel Policy
Lomita Administrative Memorandum Page 2 of 7

2. Attending educational seminar/conferences designed to improve an employee’s or city official’s skill and information levels as it pertains to their duties in the organization.

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

4. Implementing a City Council approved strategy for attracting or retaining businesses, programs and services to the City.

Expenses incurred in connection with activities or events, not listed above require prior approval/authorization by the City Manager.

The following also requires prior approval/authorization from the City Council:

1. International travel; and

2. Foreseeable expenses (for a single trip) that could exceed $5,000

4.0 UNAUTHORIZED EXPENSES
The City will not reimburse employees or City officials for expenses incurred outside of the scope of City business-related activities such as, but not limited to, the following:

1. Any personal portion of a trip.
a. If an employee or City official elects to travel to an event in advance or elect to stay longer on personal business, the City need only reimburse for roundtrip costs and costs incurred during the event’s duration.

2. Political or charitable contribution or events.

3. Family or guest expenses, including partner’s expenses when accompanying a City official or employee on agency-related business, as well as children- or pet-related expenses.

4. Entertainment expenses. Including theater, movies (in-room included), sporting events (i.e. gyms, massage and/or golf-related expenses) or other cultural events.

5. Personal auto expenses unrelated to mileage, including repairs, traffic citations, insurance, or gasoline.

6. Personal losses incurred while on a City business.

7. Expenses previously reimbursed by another organization. (See section 10.0 FPPC Form 801) Any questions regarding the propriety of an expense should be resolved by the approving authority before the expense is incurred.

5.0 GENERAL PROVISIONS

1. Travel authorization, for any person officially representing the City at an event, is mandatory regardless of whether the City funds or does not fund the travel expenses.

2. All travel by employees will require prior authorization of the department head and City Manager.

3. Before Travel – Estimated expenses for such travel shall be reported to the Finance Department on a Travel Expense Report after approval by the appropriate department and City Manager.

Tuesday, January 21, 2025 Reg CC MTG, Page *163

ADMINISTRATIVE POLICY &PROCEDURE
CATEGORY: Finance – Travel
SUBJECT: Travel Policy
Lomita Administrative Memorandum Page 3 of 7
a. Include an itinerary and itemized list of reasonable anticipated expenses. b. Include informational material such as a brochure on overall content of the event, the relationship between the travel and work functions and the benefit to the City. c. Include an estimated budget for mileage reimbursement for travel/training when using a private vehicle.

4. Budgeted funds for reimbursement must be available and authorized.

5. Travel expenses for prepaid reservations, such as conference registration, lodging, air, or rail transportation. shall be paid by a City-issued credit card (through the Finance Department or department head) or through the established warrant procedure. If an employee or City Official prefers to use their personal payment method, the reimbursement can be made within thirtydays of travel or after travel is completed. Please see the After Travel procedures below.

6.0 SPECIFIC EXPENSES
Transportation
Employees and/or City Officials must use the most economical mode and class of transportation, reasonably consistent with scheduling needs, using the most direct and time-efficient route. When available, government and/or group rates must be used.

1. Airfare
• To identify the lowest airfare, City officials and employees should use an online travel search engine that compares flights across major airlines. Baggage handling fees for one checked bag shall be reimbursed.

2. Automobile
• Mileage reimbursement for the use of an official or employee’s personal vehicle to conduct City business shall be reimbursed at Internal Revenue Service rates in effect at the date of travel. (see https://www.irs.gov/tax-professionals/standard-mileage-rates) i. These rates are designed to compensate the driver for fuel, insurance, maintenance, and other expenses associated with operating a vehicle; this does not include bridge and/or road tolls, which are also reimbursable.
• The amount of reimbursable mileage shall not exceed the amount of an airplane ticket purchased 10 days in advance, using the City’s rate, from a commercial carrier. • An employee or city official may leave from their home for City business. However, the City will not reimburse mileage that exceeds mileage from City Hall to the destination point. • Mileage reimbursement are only for those employees who do not receive transportation allowance.

3. Car Rental
• Charges for rental vehicles may be reimbursed under this provision if more than one City official or employee is attending an out-of-town conference, and it is determined that sharing a rental vehicle is more economical than other forms of transportation.

Tuesday, January 21, 2025 Reg CC MTG, Page *164

ADMINISTRATIVE POLICY &PROCEDURE
CATEGORY: Finance – Travel
SUBJECT: Travel Policy
Lomita Administrative Memorandum Page 4 of 7
• In making such a determination, the cost of the rental vehicle, parking and gasoline will be compared to the combined cost of such other forms of transportation.

4. Taxis/Shuttles/Rideshare
• Taxis, shuttles or ride share fares may be reimbursed, including a 15% gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, fuel and parking combined, or when such transportation is necessary for time-efficiency.

5. Airport Parking
• Long-term parking must be used for travel exceeding 24 hours.

Lodging
Lodging expenses will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay. Government and group rates must be used when available.

Local lodging, defined as within 50 miles or less than a 60-minute one-way commute from City Hall, will not be reimbursed without prior approval by the City Manager.

1. Lodging Expenses
• Will be reimbursed only at the single occupancy rate for rooms using government rates when possible.
• Will be reimbursed for when travel on official City business reasonably requires an overnight stay.

2. Conferences/Meetings
• If lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question of such rates are available at the time of booking.
• If group rates are not available at the time of booking, the City official or employee shall secure the most economical lodging in close proximity of the conference/meeting venue.

3. Other Lodging
• Lodging rates that are equal to or less than government rates, or the U.S. General Services Administration per diem rates for the applicable area (see https://www.gsa.gov/travel/plan-book/per-diem-rates), are presumed to be reasonable and hence reimbursable for purposes of this policy.
• A City official or employee may stay with a friend or relative while attending an out-of-town meeting or conference, however, the City will not reimburse for any payment to the friend or relative for lodging, meals, or transportation.

Per Diem Allowance

1. Meals – Overnight Travel
• Meal expenses shall be those charges for food and non-alcoholic beverages purchased and consumed by city employees or officials while on official City business.

Tuesday, January 21, 2025 Reg CC MTG, Page *165

ADMINISTRATIVE POLICY &PROCEDURE
CATEGORY: Finance – Travel
SUBJECT: Travel Policy
Lomita Administrative Memorandum Page 5 of 7
• Meal expenses incurred will be reimbursed on a per diem basis of $55.00 per day. The first and last day of travel per diem will be 50% or $27.50. If the cost of the employees’ or officials’ daily meals exceeds the per diem daily allowance, it will be the responsibility of the employee or elected official. Receipts are not required for meals as part of the per diem allowance.

2. Business Meeting Meals
• In the conduct of official city business, officials will be reimbursed actual meal and nonalcoholic beverage expenses not to exceed the federal government per diem for Lomita before tax and gratuities. Tax and gratuities will be reimbursed at 15% Other Expenses

1. Internet
• City officials or employees will be reimbursed for the internet access connection and/or usage fees away from home, not to exceed $15.00 per day, if internet access is necessary for official business.

2. Telecommunication expenses
• City officials/employees will be reimbursed for actual telecommunication expenses incurred on City business. No reimbursement is made for use of personal cell phones.

3. Gratuities
• Gratuities of up to fifteen (15) percent will be reimbursed for services customarily subject to gratuity.

7.0 CASH ADVANCE POLICY AND CANCELLATIONS
Cash Advance Policy
From time to time, it may be necessary for the employee or City official to request a cash advance to cover anticipated expenses while traveling or doing business on the City’s behalf. Such request for an advance should be submitted to the City Manager 15 days before the need for the advance with the following information:
• The purpose of the expenditure(s)
• The benefits of such expenditure(s) to the residents of the City • The anticipated amount of the expenditure(s)
• The dates of the expenditure(s)
Any unused advance must be returned to the City’s Finance Department within two (2) business days of the employee’s or official’s return, along with an expense report and receipts documenting how the advance was used in compliance with this policy.

If the City Administrator is uncertain as to whether a request complies with this policy, the City Administrator must seek City Council approval.

Cancellations
Tuesday, January 21, 2025 Reg CC MTG, Page *166

ADMINISTRATIVE POLICY &PROCEDURE
CATEGORY: Finance – Travel
SUBJECT: Travel Policy
Lomita Administrative Memorandum Page 6 of 7
If the City has prepaid any expenses and the City employee or official is unable to attend a planned trip or event, it is the employee’s or official’s responsibility to:

1. Arrange for an alternate employee or official to attend in their absence; or

2. Ensure any prepaid and/or credit card fees are refunded within thirty (30) days of the unattended event to the City.

For fees not fully refunded, the employee or official shall provide the City Manager with a written explanation within thirty (30) days of the unattended event, addressing the reason(s) (ex. unexpected illness, injury or death in the family, etc.) he or she was unable to attend. The City Manager will determine whether the reason(s) given for the failure to attend complies with this policy. If it is determined that the reason(s) given do not comply with this policy, a written explanation addressing the reason(s) he or she was unable to attend the event and/or to refund the City for any prepaid and/or credit card fees, may result in the fees being deducted from the employees’ or the officials’ compensation, salary or stipend.

8.0 EXPENSE REPORT CONTENT AND SUBMISSION DEADLINE
All cash advance expenditures, credit card expenses and expense reimbursements requests must be submitted on a Final Travel Expense Report form provided by the City. All expenses reported on the form must comply with the City’s policies relating to expenses and use of public resources. The information submitted on the form is a public record. Penalties for misusing public resources and violating the City’s policies include loss of reimbursement privileges, restitution, civil and criminal penalties as well as additional income tax liability.

After Travel
Employees and City officials shall submit an updated Travel Expense Form within forty-five (45) days of travel; this form shall be accompanied by the itemized receipts necessary to meet this policy for expenditure of public resources. Documentation required include, but is not limited to:
a. Credit card, bank statement, cancelled check, and/or cash payment receipts. b. Itemized meal, hotel, transportation, and other expense receipts c. Conference registration
d. Meeting Agenda or conference itinerary
e. Business purpose of travel
f. Any other documentation required to evidence reimbursement as outlined in the policy (i.e. mileage verification, evidence of pre-conference registrations, etc.) Inability to provide such documentation in a timely manner may result in the expense being borne by the City official or employee. All expenses are subject to verification that they comply with this policy.

9.0 REPORTS TO GOVERNING BOARD
Tuesday, January 21, 2025 Reg CC MTG, Page *167

ADMINISTRATIVE POLICY &PROCEDURE
CATEGORY: Finance – Travel
SUBJECT: Travel Policy
Lomita Administrative Memorandum Page 7 of 7
At the following meeting, each City official shall briefly report on meetings attended at City expense. If multiple officials attended, a joint report may be made.

10.0 COMPLIANCE WITH LAWS
Some expenditures may be subject to reporting under the Political Reform Act and other laws. All agency expenditures are public records subject to disclosure under the California Public Records Act.

Fair Political Practices Commission (FPPC) Agency Disclosure Form 801 is used to report certain payments received by state and local government agencies, including a payment for an official’s travel expenses for the purpose of facilitating the public’s business in lieu of a payment using agency funds; and a payment that would otherwise be considered a gift or income to the benefiting official, but is instead accepted on behalf of the agency. This form is for use by all state and local government agencies to disclose payments made to the agency when payments provide a personal benefit to an official of the agency.

Examples may include travel, meals, or other benefits. Under certain circumstances, these payments will not result in a gift to the official but will be considered a gift to the agency. The payments must be used for official agency business and must meet other requirements that are set out in FPPC Regulation 18944.2, which is available on the FPPC website. For all gifts, the City Manager or his/her designee, shall (1) determine whether it is in the City’s interest to accept the gift, (2) attest that the gift is in compliance with FPPC regulations, and (3) determine which employee(s) best represent the City’s interests as afforded by the gift.

11.0 VIOLATIONS OF THIS POLICY AND ENFORCEMENT AUTHORITY Use of public resources/funds or falsifying expense reports in violation of this policy may result in any or all the following:
• Loss of reimbursement privileges.
• A demand for restitution to the City.
• The City reporting the expense as income to county, state and/or federal authorities. • Civil penalties of up to $1,000 per day and three (3) times the value of the resources/funds used; and
• Prosecution for misuse of public resources/funds.

Tuesday, January 21, 2025 Reg CC MTG, Page *168
1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Lina Hernandez, Deputy City Manager/Public Works Director MEETING DATE: January 21, 2025
SUBJECT: Discussion and Consideration to Approve Appropriation of Funds for the Downtown Lomita Streetscape Enhancements

RECOMMENDATION
Approve an appropriation for an additional $230,000 from the General Fund available balance toward the procurement, installation, and construction of Downtown Lomita Streetscape Upgrades as described.

BACKGROUND
Downtown Lomita consists of the general area that intersects Lomita Blvd. and Narbonne Ave., serving as the City’s center for charming small restaurants, businesses, and mixeduse development. Over the years, the City has invested in strategic plans and design standards to preserve Downtown Lomita’s character and charm, while enhancing economic development and mixed-use opportunities.

In 2018, the City commissioned a Retail Analysis and Downtown Strategy Plan. The consultants found that Downtown Lomita is appropriately scaled, easily accessible and has positive demographics to become a vibrant economic area. Goals and recommendations were laid out in a short-medium-long-term implementation pattern in addition to options to enhance the public space and create a more active and delineated downtown area. The City has successfully implemented recommendations from the study such as hosting more events in the Downtown area with the expansion of the two-day Founders Day Celebration and a Holiday Tree Lighting Ceremony with added space and attractions; Movies Under the Stars, the Summer Concert Series, and National Night Out/Classic Car Show drawing larger crowds; and the popular Graduate photo back drop sign.

CITY OF LOMITA

CITY COUNCIL REPORT
Item No. SCH. 8c
Tuesday, January 21, 2025 Reg CC MTG, Page *169
2 The City has also prioritized housing and economic development, welcoming Cream Pan Bakery, The Slip Bar & Eatery, and a new 16-unit condominium development on 245th Street and Woodward Avenue as part of its medium term and ongoing economic development efforts.

In 2019, the City developed its longer-term vision through the Downtown Lomita Design Manual to serve as a planning tool for public and private projects in conjunction with the development of public right-of-way adjacent property within Downtown Lomita. The established guidelines identify and coordinate well designed elements for the restoration and rehabilitation of existing buildings and streetscape within Downtown Lomita to meet the needs of residents, merchants, visitors, and other interested users in the community while maintaining the distinct character of Lomita. The manual has a dedicated section on the importance of streetscape design improvements, predominantly Lomita Boulevard and Narbonne Avenue, to maintain and expand a strong retail business environment, a sense of uniqueness, and a clear cultural “heart.”

DISCUSSION
Staff is recommending several streetscape upgrades to the Downtown area to enhance its attractiveness and overall aesthetics in line with the Downtown Strategy Plans mentioned above.

Thermal Coated City Logo Intersection Paint
At the core of every brand identity is an easily recognizable mark or logo, which represents the brand in its simplest form. For Lomita, a simple, cursive capital “L” with a palm tree and little hill are instantly recognizable and capture the City’s spirit and values.

It is proposed to install a simplified version of the existing logo at the intersection of Lomita Blvd. and Narbonne Ave. using a heat-reflective decorative asphalt surfacing system, as can be seen in the Cities of Hermosa Beach, Hawthorne, and Bellflower. This pavement marking material is heat-sealed directly into asphalt surfaces, ensuring it remains flush with the asphalt. This innovative approach provides enhanced durability and longevity, making it a preferred choice for urban streetscapes and high-traffic environments. Staff obtained a quote for $19,920 (Attachment 1) and rendering (Attachment 2). Installation would take one day, minimizing impacts to traffic, local businesses, and schools.

Overhead String Lighting
String lighting in a downtown area can provide several benefits, including enhancing the aesthetic appeal, creating a welcoming atmosphere, boosting nighttime foot traffic, promoting local businesses, improving safety perceptions, and adding a festive ambiance, all while often being relatively cost-effective to install and maintain. It is proposed to install these lights along Narbonne Avenue between 241st and 247th Streets.

The durability of the ornate light poles will be studied to ensure they will support the weight of the lights. This addition will create a cohesive look with the existing string lights in the City Hall annex and Narbonne Plaza. Staff obtained the estimated cost for the purchase Tuesday, January 21, 2025 Reg CC MTG, Page *170
3 and installation of the string lights is $13,000 with the proposed locations and conceptual rendering (Attachment 3).

Replacement of Street Signs
There are four different varieties of street signs installed at intersections throughout the City (Attachment 4). There are two versions in blue, one with the City seal and one without but with “City of Lomita” lettering on the bottom. Of the two green versions, one has the “City of Lomita” lettering only while the other simply has the street name with no seal, logo, nor lettering indicating it’s the City of Lomita.

This project will include only the replacement of the four signs located at the Lomita Blvd. and Narbonne Ave. intersection, which are worn down and faded. Staff obtained a quote (Attachment 5) through our current contractor for $11,850 for installation of two (2) Narbonne Ave and two (2) Lomita Avenue double sided, fluorescent, blue background 8- inch white lettering signs with the same simplified, proposed Lomita “L” logo on the ground (Attachment 2). The four street signs at this intersection may be covered by Prop C funds.

If this design is approved, staff will come back with a recommendation to update all overhead street signs within the City with this design for a unified, cohesive, updated look in the near future.

Median Landscaping
The medians located on Lomita Blvd. east and west of Narbonne Ave. are landscaped areas that serve to separate the two directions of traffic along these busy streets. Medians typically feature mature plants, shrubs and trees, providing both aesthetic value and safety by reducing traffic speed and improving visibility. Currently, the area is mostly barren with wood chips and a few palm trees and small shrubs.

This part of the Downtown Lomita Upgrade Project involves commissioning a Landscape Design Plan at an estimated cost of $27,500 (Attachment 6), which will include input from the City Council as design progresses. Additionally, the recommended action includes $130,000 in estimated construction costs to install the selected landscape design option.

These landscaped median improvements are designed to enhance the overall streetscape and create a charming, pleasant environment. Additionally, they may include features such as lighting, irrigation and hardscape to provide a safety area for landscapers.

Other Downtown Improvements in Progress
The design and eventual construction of Circle of Honor Wall and the restoration of the Downtown Post Clock and vintage Lomita Welcome Signs are among the additional enhancement projects in progress. Staff will continue tree trimming and landscaping maintenance, the repairs and consistent color of benches, trash receptacles, tree wells, and signal poles to unify and maintain the downtown charm. These improvements are part of the City’s commitment to help bring about revitalization within the Downtown and Tuesday, January 21, 2025 Reg CC MTG, Page *171
4 beyond. Should the City Council approve this project and appropriate the funds, each phase of the proposal will be brought before the City Council for further consideration.

FISCAL IMPACT
Estimated costs for this project will include:

1. Thermal Coated City Logo at the Lomita Blvd/Narbonne Avenue Intersection

2. Purchase, pole reinforcement, and installation of string lights along Narbonne Avenue between 241st and 247th Streets

3. Replacement Street Signs at the Lomita Blvd/Narbonne Avenue Intersection

4. Design and Construction of Median Landscaping on Lomita Blvd

5. Traffic Control, Electrician, and other as needed contracted services

OPTIONS
Approve recommended action.

ATTACHMENTS

1. Thermal Coated City Logo Intersection Paint Quote

2. Thermal Coated City Logo Intersection Paint Rendering

3. Overhead String Lighting Rendering

4. Street Signs Current and Proposed Lomita Blvd Street Signs

5. Street Signs Quote

6. Street Medians Quote
Approved by:
_______________________
Andrew Vialpando
City Manager
Prepared by:
__________________________
Lina Hernandez
Deputy City Manager/Public Works Director
Tuesday, January 21, 2025 Reg CC MTG, Page *172
Tuesday, January 21, 2025 Reg CC MTG, Page *173
Tuesday, January 21, 2025 Reg CC MTG, Page *174
Downtown Lomita Streetscapes Upgrades Project
Attachment 2 – Proposed String Lights in Yellow
Narbonne Avenue between 247th to 245th Streets
Narbonne Avenue between 245th and 241st Streets
Example
Tuesday, January 21, 2025 Reg CC MTG, Page *175
Downtown Lomita Streetscapes Upgrades Project
Attachment 4 - Current and Proposed Street Signs
Lomita Blvd at Crenshaw Blvd Lomita Blvd at Pennsylvania Avenue Lomita Blvd at Narbonne Avenue Lomita Blvd at Eshelman Avenue Proposed New Signage
Tuesday, January 21, 2025 Reg CC MTG, Page *176

Yunex Traffic
1026 E. Lacy Ave
Anaheim, CA 92805
714.284.0206
714.284.1150 Fax
https://yunextraffic.com
September 9, 2024
Hector Flores
City of Lomita
24428 Eshelman Ave
Lomita, Ca. 90717
RE: Palos Verdes & Rolling Vista; Replace Bad BBS Batteries Dear Mr. Flores:

Yunex Traffic is pleased to offer to perform the following work at the below listed price:

Upon your authorization, Yunex Traffic will furnish and install (4) new 18”x72” Type A IISNS, Double Sided, Fluorescent, Blue Background White Letter 8” UC/6” LC, “New” Lomita Logo, with the legends to read:
• (2) “Narbonne Ave” • (2) “Lomita Ave”
The below listed price includes all labor, equipment, and material to restore intended operation.

TOTAL LABOR, EQUIPMENT, AND MATERIAL: $11,850.00

This proposal is an estimate, if unexpected problems arise, we will notify you before we proceed and a change order for the extra work will be provided. Additionally, the price listed above does not include any bonds, permits, fees, shift work, night work, holiday, or weekend work.

This offer shall expire 30 days from the date hereof and may be withdrawn by us at any time prior thereto with or without notice. This offer supersedes any prior offers, commitment, or orders, contains all terms, conditions, and warranties and when accepted, constitutes the entire contract between the parties. The resulting contract shall not be modified except by formal written amendment. This offer shall be accepted by delivery to us of a copy of this offer duly signed by you in the space provided.

The foregoing offer is hereby accepted this _______ day of __________, 2024.

Thank you,

YUNEX TRAFFIC
Joshua Ferras City of Lomita
Joshua Ferras By:

Regional Manager Title:

Tuesday, January 21, 2025 Reg CC MTG, Page *177
Corporate Office
151 Kalmus Drive, Suite M8
Costa Mesa, CA 92626
714.641.1300
Coachella Valley Office
78060 Calle Estado
La Quinta, CA 92253
760.580.5165
San Jose Office
111 North Market Street, Suite 300
San Jose, CA 95113
669.444.0461
San Diego Office
4660 La Jolla Village Dr, Suite 100 #1834
San Diego, CA 92122
858.2471222
August 19, 2024
Hector Flores
Public Works Superintendant
City of Lomita
24300 Narbonne Avenue
Lomita, CA 90717
RE: PROPOSAL TO PROVIDE PROFESSIONAL

LANDSCAPE ARCHITECTURE DESIGN
SERVICES FOR LOMITA BLVD. MEDIANS
Dear Mr. Flores,
Lomita Boulevard is one of the main thoroughfares
in the City, upgrading the landscape to a beautiful
drought tolerant planting scheme along this
important corridor will make a positive impact on
your community. David Volz Design has developed
inspired plans for hundreds of highway corridor
improvement projects for cities throughout California.

Several of these projects have been recognized for their community defining designs and received recognition
and awards from APWA. Our design studio is currently working on important street right-of-way projects in Fontana, Indian Wells, and Anaheim. These projects include street median plantings of unique water saving landscapes that respond to the neighborhoods, and community aesthetics where they are being implemented.

The Lomita Boulevard landscape that DVD envisions is one that will provide great color and interest for the many travelers along this street. We will design medians that reflect the guidelines for street median landscapes being developed with the City Council. The enhancement landscape will include appropriate street trees, flowering shrubs and an emphasis on a greater “green” impact along this thoroughfare. Low water use plantings and new irrigation systems will be designed for each median.

Should you have any questions or require additional information, please do not hesitate to call.

Very truly yours,

DAVID VOLZ DESIGN
Eric Sterling, R.L.A. # 5463

PLANNING & DESIGNING
Demonstration gardens, mitigation & restoration
Nature parks, interpretive gardens &
wilderness camps
Streetscape development & redevelopment
Community, Neighborhood & mini-parks
Facility master plans & feasibility studies
School fields & campus planning
Irrigation renovation & redesign
Design guidelines & standards
Sports parks & stadiums
Grant applications
& GIS
Founded in 1997
25 years in business
S-Corporation-CA
Never filed for bankruptcy
Wholly-owned Business
15 employees
David Volz RLA#2375
Gary Vasquez RLA #3883
Eric Sterling RLA#5463
Luis Pedraza RLA#6782
Shaun Johnson RLA#6413
LEED Accredited
SBE
Contact Person:

David Volz, President, RLA,

LEED AP, QSD/QSP
714-641-1300
[email protected]
“DVD continues to build its reputation
on creativity and service in the design
of outstanding public spaces. We create
high quality public spaces for our clients’
communities and neighborhoods. We work
with public agencies and the people they
serve to develop innovative landscapes of
outstanding beauty.”
Like us on Facebook!
Follow us on Instagram!
@davidvolzdesign
Designing landscapes that create
community...

Leveraging location-based
technologies to create a smarter world
www.dvolzdesign.com
Tuesday, January 21, 2025 Reg CC MTG, Page *178

LOMITA AVENUE MEDIANS, CITY OF LOMITA DVD
2 TASK 2 – CONCEPT PLANS/COMMUNITY

PRESENTATION

2.01 Prepare initial concept plans
a. Develop concepts for medians
b. Refine + consolidate ideas
c. Prepare concept plan map
d. Develop rough order of magnitude
construction cost budgets

2.02 Prepare project boards depicting concept
plans
a. Develop rendered conceptual site
plans
b. Prepare plant palette and landscape
materials display
c. Develop relevant street sections

2.03 Prepare for staff and community review
a. Present concept to city staff
b. Update concepts as directed
c. Present concepts to Design Review
Committee and/or City Council

MEETINGS AND DELIVERABLES
Meetings with city staff
Concept plans
Community Stakeholder presentation
Design Review Committee presentation/City
Council presentation
Initial project design will be focused on the landscape and aesthetic qualities that will be the legacy of this important refurbishment project. Once the project parameters are set and our team has met with your department, DVD will work within the landscape spaces to create an interesting and creative design layout for the project areas. The preliminary landscape designs we put forth will include photos and samples of the plantings and materials proposed. We will develop preliminary plans, identify layout options and put forth recommendations for plants and irrigation solutions. All work will align with Lomita Avenue beautication and improvement plans.

TASK 1 - INITIALIZE PROJECT AND BASE MAP

PREPARATION

1.01 Field survey and record research
a. Collect available data and maps
b. Meet with city project personnel
c. Review Preliminary project program
and development criteria
d. Review plans and documents
e. Conduct site review with city
maintainence to review scope
• Identify location and condition of
medians

1.02 Prepare site plan based upon any city
archive documents and field points

MEETINGS AND DELIVERABLES
Project site base map
Tuesday, January 21, 2025 Reg CC MTG, Page *179

LOMITA AVENUE MEDIANS, CITY OF LOMITA DVD
3 FEE SCHEDULE

PR SLD LD PD AD
Scope of Services $230 $155 $140 $120 $110
Task 1 - Initialize Project and Base Map Preparation 2 20 16 2 40 $ 5,700 Task 2 - Concept Plan/Community Presentation 4 80 20 40 8 152 21,800$ 6 100 20 56 10 192 $ 27,500
Reimbursable expenses, printing, copying, postage, etc. $ 5,000

TOTAL PROPOSED DESIGN FEE
Total
Hrs
Fee
$ 32,500

1. No survey included.

2. Conceptual plans only.

3. Estimate based off conceptual takeoffs.

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CITY OF PICO RIVERA, CIT Y WIDE ROADWAY MEDIAN LANDSCAPE RESTORATION MASTER PLAN DVD
15 FIGURE 4 - Whittier Boulevard Concept Plan
FIGURE 5 - Paramount Boulevard Concept Plan

CONCEPT PLANS
Tuesday, January 21, 2025 Reg CC MTG, Page *183