From: Windy Quintanar
To: Chelsi Wilson; Chet Simmons; Craig Koehler; Emeline Noda; Kain Gallaugher; Luke South; Michael Claborn; Michael S. Daudt; OCFA Chief Covey; Robert Acosta; Ron Noda Cc: Eleanor Granflor; Katherine Preciado
Subject: RE: Accelerated Warrants Report - March 18, 2024 Date: Monday, April 15, 2024 1:13:08 PM
Attachments: 04-15-24 Accelerated Warrants.pdf
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Good Afternoon Council,
Please see the attached questions and answers regarding tonight’s warrants. Several items require additional research and are noted accordingly. These have also been provided on the website and copies will be made available at the meeting.
Thank you.
Windmera Quintanar
City Clerk, MMC/Director of
Communications
City of Los Alamitos
(562) 431-3538, ext. 220
My Digital Business Card
Connect with me
From: Windy Quintanar <[email protected]> Sent: Monday, April 8, 2024 5:17 PM
To: Chelsi Wilson <[email protected]>; Chet Simmons <[email protected]>; Craig Koehler <[email protected]>; Emeline Noda <[email protected]>; Kain Gallaugher <[email protected]>; Luke South <[email protected]>; Michael Claborn <[email protected]>; Michael S. Daudt <[email protected]>; OCFA Chief Covey <[email protected]>; Robert Acosta <[email protected]>; Ron Noda <[email protected]> Cc: Eleanor Granflor <[email protected]>; Jennifer Sisoev <[email protected]>; Jason Bruton <[email protected]>; Irving Montenegro Jr <[email protected]>
Subject: Accelerated Warrants Report - March 18, 2024
Good Afternoon Council,
Attached is the Accelerated Warrant report for the Council meeting on April 15, 2024.
Please provide your questions to staff by noon Thursday, April 11, 2024. Per the Council Adopted Policy, this will allow staff time to research and respond to questions properly.
Thank you.
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Windmera Quintanar
City Clerk, MMC/Director of Communications
City of Los Alamitos
(562) 431-3538, ext. 220
My Digital Business Card
<image003.png>
Connect with me
APRIL 15, 2024 CITY COUNCIL MEETING
ACCELERATED WARRANT QUESTIONS AND RESPONSES (Revised)
Hibbard’s Requests
1. Page 1 – Architag LLP – Civic Center as Builts - General Fund - Capital Projects. $6412.50
Want to see: contract/purchase order, invoice, and deliverable PO and invoice attached
2. Page 1 – Architag LLP – Civic Center Drawings - General Fund - Capital Projects. $16,200.00
3. Want to see: contract/purchase order, invoice, PO and invoices attached. The drawings are still in draft form. The next step is to meet with each Department to review the drawings for feedback. After receiving feedback, revisions will be made. The estimated timeline for this is approximately 8 weeks.
4. Page 1 – Charles Abbott Associates, Inc.
Services for City 01/24 – General Fund – Building Inspection. $42,225.58 Want to see: contract/purchase order, invoice, deliverable invoice attached NPDES and WQMP Contract:
https://portal.laserfiche.com/Portal/DocView.aspx?id=32490&repo=r-8ad256a6 Building and Safety Contract:
https://portal.laserfiche.com/Portal/DocView.aspx?id=30098&repo=r-8ad256a6
5. Page 2 - Data Ticket, Inc.
Monthly charges 01/24 – General Fund – Traffic. $686.67 Want to see: contract
2018: https://portal.laserfiche.com/Portal/DocView.aspx?id=17846&repo=r8ad256a6 Amendment:
https://portal.laserfiche.com/Portal/DocView.aspx?id=22337&repo=r-8ad256a6
6. Page 2 – DMV Renewal
Reissues: Registration Renew – Garage Fund – Garage. $6,152.00 Want to see: DVM statements showing what vehicles are being renewed renewal for one vehicle – trailer, invoice attached
7. Page 2 – Docusign Inc.
$2760.00. This is very expensive. The e-signature program I use is $35 per month. How many electronic signatures were collected for $2760.00? invoice and PO attached. This is an annual business fee with unlimited signatures and five users. 152 envelopes were sent in the last 365 days. Each envelope contains multiple documents, with each document containing multiple signatures. A total of 626 signatures were collected.
8. Page 3 – Harris & Associates Inc.
Lampson Peer Review 01/24 – General Fund – Non Departmental. $3575.00 Want to see: contract/purchase order, invoice, deliverable invoice and PO attached
Contract: https://portal.laserfiche.com/Portal/DocView.aspx?id=32605&repo=r8ad256a6
9. Page 4 – M&C Construction Group Inc
Warehouse Weld arrows – General Fund – building maintenance. $1250.00 Want to see: contract/purchase order, invoice - Invoice attached
10.Page 4 - Metropolitan Water District of So Cal
Lease for Park 03/24-02/25 – General Fund – Park Maintenance. $1103.32 Want to see: our lease with the Metropolitan Water District invoice attached 2013 Lease -
https://portal.laserfiche.com/Portal/DocView.aspx?id=14715&repo=r-8ad256a6 2018 Amendment -
https://portal.laserfiche.com/Portal/DocView.aspx?id=19987&repo=r-8ad256a6
11.Page 5 – PSI
Pressure washer – Garage fund – garage. $20,443.95
This is an incredibly expensive pressure washer.
Want to see: purchase order/invoice PO and invoice attached; qualifies as fixed asset being depreciated
12.Page 5 – Quadient Finance USA Inc.
Postage 02/24 – general fund – finance. $1250
Want to see: purchase order/invoice - invoice attached
13.Page 5 – Quadient Leasing USA Inc.
Lease payment Q4 – general fund – finance. $706.62
Want to see: our lease with Quadient Leasing USA Inc. Request pending
14.Page 6 – The Bank of New York Mellon Trust Co
Interest payable 2015 cop – laurel park debt – non-departmental. $59534.38 Want to see: original purchase agreement copy of Official Statement bond debt payment schedule attached
15.Page 6 – Team Alert
Panic button – general fund – community development admin. $1441.00 Where is this panic button located?
We are still in the process of implementation, but the panic buttons will be located at the following:
a. Community Center 1 – Front reception
b. Community Center 2 – Front reception
c. Community Center 2 – City Clerk/CM area
d. Preschool
e. PD – Front Lobby
f. PD – Holding area
g. Civic Center – Reception
16.Page 7 – VCA Lakewood Animal Hospital 111
K9 emergency exam – general fund – patrol. $848.47
What happened to the K9 that required an emergency exam? Refer to the memo attached.
17.Page 7 – Willdan Engineering
There are 10 “reissued” payments for $55,791.25.
What happened to cause these payments to be re-issued? Willdan did not receive the initial check; stop[ payment done and check was reissued
18.Page 9 – All City Management Services
Crossing guards. $10876.72
19.Want to see: original agreement, and most current amendment, with All City Management Services for crossing guard services.
2023: https://portal.laserfiche.com/Portal/DocView.aspx?id=32596&repo=r8ad256a6
20.Page 9 – Archi.Txture LLC
City Hall 2 furniture – general fund – building maintenance. $14451.84 Want to see: our depreciation schedule for city owned furniture (this was also requested at our March 2024 council meeting but was never provided). This does not qualify for depreciation as the modular pieces were separate and less than $5K each. Aggregate is $14,451.84 and would have qualified for depreciation if it had been one item, however it is being expensed in the year of purchase.
21.Page 10 – Flock Group Inc
Year renewal camera – police capital exp – communications technol. $27705.21 Want to see: original contract and current amendment (if any) with Flock Group Inc.
2023: https://portal.laserfiche.com/Portal/DocView.aspx?id=32646&repo=r8ad256a6
22.Page 10 - Frontier Communications
Jail alarm 03/24 – general fund – communications technol. $403.77 This is very expensive for this. Need to see: invoice/bill. Invoice attached
23.Page 11 – Gary Saldivar
Insurance premium refund – general fund – nondepartmental. $389.50 What’s this for? He was being billed for insurance as a retiree and no longer qualifies, so premiums were refunded.
24.Page 11 – George Hills Company Inc
Service flat fee 03/24 – general fund – administration. $1291.67 Need to see: invoice attached
25.Page 11 – Hinderliter, De Llamas and Associates
Q3 contract services sales – general fund – finance. $1619.28 Want to see: contract/purchase order and invoice. Attached Contract: https://portal.laserfiche.com/Portal/DocView.aspx?id=24744&repo=r8ad256a6
26.Page 12 – Manhattan Stitching Company Inc
Bomber jackets embroidery – general fund – administration. $1002.08 Want to see: purchase orders to and invoices from Manhattan Stitching Company in calendar year 2024 only one invoice for 2024, copy attached
27.Page 13 – Public Agency Retirement Services and
Payment 3 pars trust – general fund – nondepartmental. $50,000.00 What bank is this trust account held with? U S bank, Trustee for PARS
28.Page 13 - Redflex Traffic Systems Inc.
Red light cameras 02/24 – general fund – traffic.$10,887.54 Want to see: contract
When was the last time we analyzed our red light cameras? For example, who is responsible for analyzing how much are we collecting, how much are we spending, and what’s the net outcome is? Response pending, however, this is a public safety item and not typically viewed as a way to generate revenue.
29.Page 15 – US Bank
Travel and training – general fund – finance $599.00
What was this for? Training for Finance: i.e. Payroll reporting, accounting, Excel, etc.; courses are $199 each. $599 is for a full 12 months unlimited.
30.Monthly car washes – general fund – police administration $128 We also paid vendor Jose Martinez $690 (see page 3) for PD car washes. What cars are not being washed by Jose Martinez? Who are we paying the $128 in additional car washes to Jose Martinez is the business owner and his company washes the City’s vehicles. The $128 was done outside of the contract with Martinez.
Occasionally, due to calendared events or calls for service, some vehicles may not be accessible on scheduled car wash dates. To uphold a professional appearance at all times, it may be necessary to wash affected vehicles outside of the regular bi-weekly car wash schedule.
31.Several K-9 expenditures – how are we tracking expenditures for the Elvis the K-9? PD currently tracking; new budget will propose separate division for K-9 for better transparency
32.Invoice stamps $233.70 – what are these? 10 receiving stamps with date
33.Etablet for Commdev mgr – general fund - $467.59
Who is our commdev mgr? Development Services Manager Irving Montenegro Jr.
34.R. Hill hotel room travel – general fund – neighborhood preservation $131.24.
Who is this? What was this for? Riley Hill, Code Enforcement Officer for training reimbursement
35.Refund R. Hill caceo train – general fund – neighborhood preservat - $500 What was this for? Same as above
36.Swag Good morning Los Al – general fund – economic development $1045.94
How much have we spent on “swag” in 2024? Further research required.
37.Page 16 – K-9 supplies – general fund – aquatics $54.01 What is Elvis the K-9 dog doing in the pool? Miscoded and corrected should be division 522 PD
38.Page 19 – Willdan Engineering
Interim PW mgr 12/23 – general fund – city engineer $12,375.00 Interim PW mgr 01/24 – general fund – city engineer $13,687.50 invoices attached
39.Are we actively trying to hire for this position? Interim PW Manager – we are not actively hiring for this position at this time.
40.Page 21 – Lenco armored vehicles
New armored vehicle PD – general fund – non departmental $380,087.00 Want to see: purchase order/invoice PO attached. Check has been cut but is being held pending receipt of invoice
Murphy’s Requests
41.Page 3: Jill E Thorndike: Claim Settlement of $435.00 a. Purpose of claim?
b. How many payments have been made in total? How many are yet to be made?
c. Please provide a copy of the executed contract, and/or settlement agreement between the parties. Claims are generally confidential and information is not available.
42.Page 4: Konica Minolta Premier Finance in the amount of $27.32 a. What caused the returned payment fee? New security process and protection that was implemented for checks and check was returned due to a bank error. Seeking reimbursement from bank.
43.Page 5: Personnel Concepts in the amount of $1,182.21 a. How many personnel Labor Law Posters were purchased? 5 sets each, invoice copy attached
b. Are California Labor Law Posters available at no cost? There are some posters that can be downloaded and printed for free. However, Personnel Concepts has an easy streamlined process for compliance and makes sure that we are in compliance with all of the information posted. c. Please provide a copy of the invoice and/or purchase order. d. How long has the City used Personnel Concepts as their primary Labor Law poster vendor? Since 2011
e. Is the City aware of the negative reviews associated with Personnel Concepts and their business practices? No
f. On Page 14: What additional Labor Law Posters 2024 were required to be purchased in the amount of $224.40 – We needed to order an additional set for the new Youth Center/Community Center Building
44.Page 5: Rogers, Anderson, Malody & Scott, LLP in the amount of $17,060.00 a. What was the scope of professional services provided? Auditing for FY22-23
b. What specific financial information was presented for auditing? FY22-23 c. Please provide a copy of the executed contract, and statement/invoice or purchase order. Invoice copy attached
45.Page 6: Truth be Told Polygraph, LLC in the amount of $250.00 a. Which employee or employees required a pre-employment polygraph considering this is a non-departmental expense? This is generally not disclosed
46.Page 9: Agile Occupational Medicine in the amount of $190.00 a. Which employee or employees required a pre-employment physical considering this is a non-departmental expense? Same answer as above
47.Page 9: Bordin Semmer, LLP in the amount of $11,002.35 a. Is this in connection to the Keenan & Associates e/o Michael Sulliv settlement payment of $50,000.00 to Michael Sulliv on page 11? yes b. If so, what is the purpose of the additional payment? Would have been discussed in closed session
c. If not, what is the purpose of the payment?
d. Please provide a copy of the executed contract, and statement/invoice or purchase order. Generally not provided
48.Page 11: Keenan & Associates e/o Michael Sulliv in the amount of $50,000.00 a. Please provide a copy of the invoice and executed settlement statement detailing the scope of the agreement between the parties. Same answer as above
49.Page 12: Los Altos Trophy Gallaugher in the amount of $18.35 a. Why is the expense attributed to the City Council? Yes, name plate for Captain Gallaugher
b. Will the nameplate be used exclusively at council meetings? Yes
50.Page 13: Townsend Public Affairs, Inc., in the amount of $6,000.00 a. Is this a monthly fee? Is there a contract? What is the term of the contract between the parties? Contract:
https://portal.laserfiche.com/Portal/DocView.aspx?id=32433&repo=r8ad256a6 b. Please provide a copy of the contract, and invoice/purchase order to review the scope of consulting services provided for $4,000.00. PO and invoice attached
Doby’s Requests
51.THE BANK OF NEW YORK MELLON TRUST CO. INTEREST PAYABLE 2015 COP LAUREL PARK DEBT NON-DEPARTMENTAL $59,534.38
What is this charge for? Is it recurring? Recurring – semiannual interest for COP bonds; schedule attached.
52.LENCO ARMORED VEHICLES. NEW ARMORED VEHICLE PD GENERAL FUND. NON-DEPARTMENTAL $380,087.00
Can you remind me of how the payment for this will be recovered? Grant
53.There are several items that say REISSUE (mostly under Willdan Engineering).
What does that mean? Is it recurring or a replacement payment or...
Reissue was for replacement check where vendor did not receive original
54.Of the $1.4M Claim Settlement for Innabi Law Group and Lori Gardner, what portion will our insurance company reimburse? Our SIR is $100,000, the City is responsible for $100,000 and the PRISM Insurance pool will cover the remaining amount.
Hasselbrink’s Requests
55.What is the $50k claim settlement for Keenan & Associates for? This is the same Claim Settlement; the District agreed to accept $50,000 and Plaintiff agreed to accept $1.45 million for a full settlement of all claims. Keenan & Associates provides the District’s Workers Compensation benefits.
56.What are the charges for Horsemen Background checks, which are $800/each? Our existing agreement with Horsemen provides Police Personnel background services at varied rates depending on the level of service required. The background investigation requirements under California POST regulations vary based on the job position/level. The $800 charge for the Horsemen background checks is for a “Volunteer – Civilian Personnel.”