PALM DESERT CITY COUNCIL
STUDY SESSION MEETING
AGENDA
Thursday, January 9, 2025
2:45 p.m.
Council Chamber, City Hall
73-510 Fred Waring Drive
Palm Desert, California
NOTICE IS HEREBY GIVEN that the purpose of the Study Session is to review the items listed on the agenda. No action will be taken.
This is a joint meeting of the Palm Desert City Council, Successor Agency to the Palm Desert Redevelopment Agency, Palm Desert Housing Authority, and Palm Desert Board of Library Trustees.
Pursuant to Assembly Bill 2449, this meeting may be conducted as a hybrid meeting allowing public access via teleconference or in person, and up to two Councilmembers may attend remotely.
WATCH THE MEETING LIVE: Watch the City Council meeting live at the City’s website:
https://palmdesert.zoom.us/ or on the City's YouTube Channel.
OPTIONS FOR PARTICIPATING IN THIS MEETING:
Send your comments by email to: [email protected].
Emails received prior to 10:00 a.m. on the day of the City Council meeting will be made part of the record and distributed to the City Council. Emails will not be read aloud at the meeting.
Pages
1. CALL TO ORDER - STUDY SESSION
2. STUDY SESSION TOPICS
2.a STUDY SESSION: FISCAL YEAR 2025-26 OUTSIDE AGENCY FUNDING
AWARD UPDATE
5 RECOMMENDATION:
Receive and file an update and provide feedback on the Fiscal Year 2025- 26 Outside Agency Funding Award Program.
2.b STUDY SESSION: EVALUATION OF BUSINESS LICENSING SERVICES 27 RECOMMENDATION:
1. Provide feedback on the following considerations:
Bring all business licensing functions back in-house beginning January 1, 2026; and
a.
Establish an annual fixed date for Business Licensing
renewals.
b.
2.c STUDY SESSION: UPDATE ON THE STATUS OF KEY PROJECTS IN
PROGRESS BY THE DEVELOPMENT SERVICES DEPARTMENT
43 RECOMMENDATION:
Receive an update on the status of key projects in progress by the Development Services Department.
2.d STUDY SESSION: CITY COUNCIL ROLES AND NEW LAWS 51
RECOMMENDATION:
Receive and file a presentation regarding City Council Roles and recently enacted legislation.
3. ADJOURNMENT
City Council Study Session
January 9, 2025
2 4. PUBLIC NOTICES
NOTE: Pursuant to Assembly Bill 2449, this meeting may be conducted by teleconference. Study Session is accessible in person or on the City’s website:
www.palmdesert.gov under the Council Agenda link at the top of the page.
Agenda Related Materials: Pursuant to Government Code §54957.5(b)(2) the designated office for inspection of records in connection with this meeting is the Office of the City Clerk, Palm Desert Civic Center, 73-510 Fred Waring Drive, Palm Desert. Staff reports for all agenda items considered in open session, and documents provided to a majority of the legislative bodies are available for public inspection at City Hall and on the City’s website at www.palmdesert.gov by clicking “Council Agenda” at the top of the page.
Americans with Disabilities Act: It is the intention of the City of Palm Desert to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, or in meetings on a regular basis, you will need special assistance beyond what is normally provided, the City will attempt to accommodate you in every reasonable manner. Please contact the Office of the City Clerk, (760) 346-0611, at least 48 hours prior to the meeting to inform us of your needs and to determine if accommodation is feasible.
AFFIDAVIT OF POSTING
I, Michelle Nance, Acting Assistant City Clerk of the City of Palm Desert, do hereby certify, under penalty of perjury under the laws of the State of California, that the foregoing agenda for the Palm Desert City Council, Successor Agency for the Palm Desert Redevelopment Agency, and Housing Authority, was posted on the City Hall bulletin board and City website www.palmdesert.gov no less than 72 hours prior to the meeting.
/S/ Michelle Nance
Acting Assistant City Clerk
City Council Study Session
January 9, 2025
3 4
CITY OF PALM DESERT
STAFF REPORT
MEETING DATE: January 9, 2025
PREPARED BY: Veronica Chavez, Director of Finance
Amy Lawrence, Deputy Director of Economic Development
SUBJECT: STUDY SESSION: FISCAL YEAR 2025-26 OUTSIDE AGENCY FUNDING
AWARD UPDATE
RECOMMENDATION:
Receive and file an update and provide feedback on the Fiscal Year 2025-26 Outside Agency Funding Award Program.
BACKGROUND/ANALYSIS:
The Outside Agency Funding and City Sponsored Event application period will open January 10, 2025, for the 2025-26 Fiscal Year. Applications will be received via our online portal OpenGov through April 30, 2025. Staff will provide an update on the program guidelines and solicit feedback on funding requests that fall outside of the established program guidelines.
Legal Review:
This report has been reviewed by the City Attorney’s Office FINANCIAL IMPACT:
There is no financial impact associated with this report.
ATTACHMENTS:
1. Outside Agency Guidelines
2. City Sponsored Events Guidelines
3. Presentation
5 6
1 CITY OF PALM DESERT
OUTSIDE AGENCY / CHARITABLE CONTRIBUTIONS COMMITTEE
Outside Agency Application Guidelines (Revised January 1, 2024) FOCUS
The Outside Agency Charitable Contributions Committee was designed to support charities that further Palm Desert programs and services and assist residents in need of support. • Primary consideration is given to recognized nonprofit organizations that directly benefit Palm Desert residents.
• Secondary consideration is given to recognized nonprofit organizations that indirectly affect the quality of life for the residents of Palm Desert.
• Preference is given to those applicants meeting the health and human service needs of underserved populations.
OBJECTIVES
• Protection and improvement of the living environment for the residents of Palm Desert. • Assistance to low and moderate-income households and special population groups such as the elderly in meeting basic needs.
• Enabling residents to increase or improve his/her capacity to successfully handle issues over the long-term without continuing public assistance.
PRIORITIES
Priority is given in the following order to programs, projects or services that:
1. Address basic living conditions of the residents of Palm Desert, which include food and shelter.
2. Improve an individual’s or household’s health, basic living conditions and capacity to be selfsufficient, which include health care and related transportation, seniors, children, and youth services.
3. Improve the livability of the community. While these requests may provide programs or services that are not of necessity, they do offer exposure to arts and culture, advocacy, historic places or events, animals, educational programs, or services related to employment or job training, and other programs or services deemed necessary to support community groups and organizations.
Funding for certain events or activities that do not fall under the Special Programs umbrella may be considered on a case-by-case basis and must be open to the public (e.g. public park, inclusive event.)
APPLICATION GUIDELINES FOR RECOGNIZED NON-PROFIT ORGANIZATIONS
1. Failure to comply with these Guidelines, including misuse of funds, may result in the termination of funding and disqualification from future grant cycles. 231
Outside Agencies Committee Meeting
7 Guidelines for Application Review and Consideration
Revised: January 1, 2024
2 2. This is a competitive grant process; all applications will be evaluated based on the merit of the program or project. Applications must be complete in order to be accepted. Applications must:
A. Describe the organization’s purpose, years of operation, and leadership team; B. Include the estimated number of people that will be impacted by the use of the grant funds; C. Explain how the proposed use of grant funds aligns with community needs and the community benefit that will be achieved by the use of the grant funds; D. Describe project feasibility and the organization’s financial stability; E. Indicate whether the Applicant has received any other sources of funding for the proposed project.
4. The Applicant will agree to submit program outcomes and financial reports to the City regarding use of the funds upon request.
5. Requests for funds that will be re-granted by the organization in any way will not be considered.
6. Due to the competitive nature of the grant process, receiving time at the Finance Department will be the governing time for acceptance of applications. It is the responsibility of the Applicant to see that any material sent through the mail, in person, or by any other delivery method, will have sufficient time to be received by this specified date and time. Postmarks will not be accepted in lieu of actual delivery.
7. Applicants must be able to demonstrate that they apply for and receive funding from other sources, governmental or otherwise, and are not relying solely on City support. If the service offered is unique to Palm Desert, special consideration may be provided.
8. Funding requests are for the period of July 1 through June 30 of the program year. The activity or service for which funds are requested must occur in this timeframe. No award will be considered for any part of the program or service that falls outside of these dates, unless otherwise authorized by the City Manager as provided below.
9. The Applicant requesting funds must be in existence for a minimum of five (5) years prior to the application deadline in order to be considered for funding by the Outside Agency Funding Committee.
10. The Applicant must be of verifiable non-profit status and presently providing charitable, public benefit, public welfare or educational services to persons residing in the City of Palm Desert (the “City”).
11. Organizations shall agree not to use grant funds for political lobbying or discriminatory activities. The funds must be used for activities which are open to the general public and not restricted based on a person’s race, religion, ethnicity, age, sex, gender, gender identity, gender expression, disability, sexual orientation, or economic status.
12. Funds must be used towards the activity described in the application. The grant funds cannot be directly provided to specific individuals, nor may the grant funds be constructively provided to specific individuals (e.g. Using grant funds to pay for certain individuals to go to an event is not permitted. By contrast, using grant funds to reduce the overall costs of an event is permitted.).
13. Religious organizations are eligible to apply for grant funds, but the use of the grant funds cannot be devoted to a religious purpose. Instead, the grant funds must be used toward a secular purpose (e.g. cultural heritage; promote community knowledge and understanding). 232
Outside Agencies Committee Meeting
8 Guidelines for Application Review and Consideration
Revised: January 1, 2024
3 14. The Applicant must have an existing program in place and a staff that is ready and willing to provide services to the City for the benefit of its residents. Funds will not be contributed to any agency or group for “startup” costs.
15. The City must have the desire to have the services as detailed in the Applicant’s application performed for the City and its residents by the agency or group. Priority is given to agencies providing a direct benefit to Palm Desert residents.
16. Organizations receiving a Community Development Block Grant (CDBG) or other City funding in the same period are typically not considered for Outside Agency funding.
17. Funds awarded to successful Applicants are for the purposes of providing a program or service to the City of Palm Desert, or its sphere of influence, to the extent possible. Said funds are not designated for capital purchases, equipment, or insurances of any kind, and cannot be used for salaries of employees on the payroll of the Applicant without prior approval of the City Council.
18. The Applicant agrees to use the funds granted by the City to provide only the services represented in its application for funding and listed on the Agreement between the Applicant and the City.
19. An Applicant is ineligible to receive funding for events or programs which it does not conduct itself or conduct in collaboration with another organization.
20. Where the Applicant received funding for the current fiscal year, all documents must be submitted and agreement terms complete prior to funding disbursement for the following fiscal year.
21. Organizations requesting funding after the deadline for the annual review has passed may submit an application to the City Manager for special consideration. Award of funds in this circumstance is rare, and is contingent upon (1) available funds remaining in the Outside Agency
22. Budget following disbursement to organizations compliant with the Committee’s annual deadlines, (2) a finding made by the City Manager that special circumstances prevented the Applicant from applying for grant funds by the required deadline and the event could not occur the following year.
23. Recreational fundraising events (i.e. golf tournaments, luncheon/dinner sponsorships and tickets, gala attendance and support) do not qualify for Outside Agency funding.
24. Emergency requests for contributions should be reviewed by the City Manager on a case-bycase basis to determine funding availability.
25. The City Manager may, after a request from an approved Outside Agency, consider a reallocation of the approved contribution provided such reallocation is consistent with the guidelines and the previously approved use.
ADDITIONAL GUIDELINES FOR SCHOOL ORGANIZATIONS (PTOs)
The City of Palm Desert may elect to award funding to a Parent Teacher Organization, Association, Parent Club, Foundation or other formal group (“PTO”) of a Palm Desert public school in an effort to enhance educational programs and improve the scholastic abilities of the student body as a whole, and to support the various booster clubs at the school. The City aims 233
Outside Agencies Committee Meeting
9 Guidelines for Application Review and Consideration
Revised: January 1, 2024
4 to support efforts furthering student accomplishments in the areas of Science, Technology, Engineering and Mathematics (STEM) as well as college preparation programs, and requires that the PTO be in good standing with the City relative to any and all previous grant applications and agreements.
The City does not award funding for instruction, tuition or supervision of routine educational activities as these costs are not the responsibility of a municipality. Additionally, the City will direct any individual requests received from school clubs (boosters, dance, cheer, robotics, etc.) during the funded year back to the PTO for their consideration and recommend they submit a request to their PTO for inclusion in the upcoming application year. The City encourages the PTO to fundraise and support specialty programs for overall student enhancement as they see fit. The City has focused its interest in providing a charitable contribution to specific areas the City regards as beneficial to a majority of students.
Examples of Acceptable Expenditures
• Math and science-oriented computer software programs (e.g. TurnItIn, StateStandards) • Odyssey of the Mind, SAT preparation and AP testing fee reimbursement • Tutoring and scholastic reading programs and materials (does not include tutor compensation) • Bully-, drug-, and gang-prevention programs and assemblies • Curriculum-based assemblies (authors, demonstrations) • Educational, curriculum-based field trip admission and transportation for students only o Examples of educational field trips: Living Desert, Riley’s Farm, Museum of Tolerance, Coachella Valley Water District. Show how the trip relates to the curriculum and follow up with student reports on what was learned.
o Examples of non-educational field trips: Disneyland, SeaWorld, Knott’s Berry Farm o Transportation costs for approved travel should be reasonable such as school bus or coach. Limousines or other modes of transportation not regularly provided for school use are not reimbursable.
Any other expenditure requests not specifically listed must be submitted and discussed during the application process to determine if they would qualify for reimbursement. Any adjustments are at the discretion of the City Manager.
Examples of Discouraged Expenditures
• Awards assemblies and supplies (i.e. student of the month and improvement awards) • Tuition, salary, or supervision expenses
• Supplemental classroom materials or library supplies
• Capital equipment or hardware such as computers, laptops, televisions or projector screens • Culinary, photography, or other specialty programs
• Reward or social parties (i.e. pizza party, ice-cream social) • Food, drinks, snacks of any kind for any meetings or activities • School dance, promotion, graduation expenses
• Hotel accommodations for any activities or events
• Fundraising, alumni or celebratory activities (bounce house rentals, carnival booths, festival events.
234
Outside Agencies Committee Meeting
10 CITY OF PALM DESERT
ADMINISTRATIVE PROCEDURES
Subject Community Event Sponsorship Policy
Policy No. CMGR-002
Date Issued: January 25, 2024
Approved by Resolution No. 2024 - 001
I. PURPOSE
The City of Palm Desert’ s Community Event Sponsorship Policy (“ Policy”) establishes guidelines for disbursement of funds approved by City Council, as well as in-kind services, to sponsor community events produced by qualified organizations. This Policy aims to foster a vibrant community by supporting events that encourage civic engagement, celebrate cultural diversity, stimulate tourism, drive economic vitality, and uphold public health and sustainability. By concentrating resources on diverse events that resonate with the City’s character, this Policy supports Palm Desert’ s identity as a vibrant locale for residents and a premier destination for visitors.
II. SCOPE
A. This policy applies to all City sponsorship support of external community events where the City provides funds to an outside organization. This policy does not apply to table sponsorship requests, nor does it apply to the third-party sponsorships of City produced events.
B. The granting of City funds or in-kind support is evaluated based on the proposed community event’ s impact on the community. Special attention is paid to sponsorships that promote Palm Desert’s attractiveness as a place to visit and/or live, celebrate the heritage of the City and its environs, and enrich the character and quality of life of its residents and visitors.
C. The City is under no obligation to approve a requested sponsorship. The City Council and City Manager reserve the right to deviate from the policy and criteria contained herein when they believe it is the City’s best interest to do so.
III. DEFINITIONS
A.“ Applicant” means an organization or individual applying for a community event sponsorship under this Policy.
B.“ Community Event” means an occurrence of a local celebration, fundraiser, athletic, cultural, or educational activity designed to attract a public audience which benefits the residents and visitors of Palm Desert. ( i.e., festival, walk, run, fashion show, concert, parade, breakfast, luncheon, dinner, etc.)
DocuSign Envelope ID: 7BB6E29B- BC4A-45DE-B4EB-A4FE7E0A7066 11 Community Event Sponsorship Policy
Updated January 25, 2024
C.“ Community Sponsorship Subcommittee” is comprised of the Mayor and Mayor Pro Tem, City Manager, Director of Finance, and the City Manager’ s designee( s) overseeing community event sponsorships.
D.“ Outside Agency” means a nonprofit organization that may be eligible to receive City funding and support to offer programs and services benefiting the City’s residents and visitors under guidelines and accountability measures implemented by the City’s Outside Agency/ Charitable Contributions Committee.
E.“ Recipient” means an organization or individual that is awarded a community event sponsorship under this Policy.
F.“ Sponsorship” means any financial or in-kind support from the City ( i.e., City staff time, public safety services, use of City facilities or property, permit fees, etc.) to the organizing agency that helps offset the costs of the event operations.
G.“ Sponsorship Agreement” means a binding agreement between the City and an organization or individual to pay a fee, provide services, share products or any combination thereof, including advertising and promotional opportunities between the City and an organization or individual.
H.“ Table Sponsorship” means a City sponsorship to cover the cost of a table at a non-City event allowing a group of individuals, often representing the City or involved in City-related initiatives, to attend the event without incurring individual expenses.
IV. GENERAL REQUIREMENTS, ELIGIBILITY CRITERIA, AND CONDITIONS A. Failure to comply with this Policy, including misuse of funds, may result in the forfeiture of funds and disqualification from future requests.
B. All applicants must submit a community event sponsorship application. Applications must be complete in order to be accepted. Applications must:
1. Describe the organization’ s purpose, years of operation, leadership team, and financial stability;
2. Include the estimated number of people that will attend the community event;
3. Describe the community event and explain how it benefits Palm Desert residents and visitors;
4. Indicate whether Applicant has received any or will apply for other sponsorships or sources of funding for the community event, and if so, which ones; and
5. Provide additional information as requested by staff to evaluate compliance with this Policy.
C. Due to limited resources, not all community event sponsorship requests are funded. The number of community events that the City sponsors varies annually. The City will evaluate each request based upon available funds, satisfaction of the eligibility criteria, and compliance with the application requirements set forth below.
DocuSign Envelope ID: 7BB6E29B- BC4A-45DE-B4EB-A4FE7E0A7066 12 Community Event Sponsorship Policy
Updated January 25, 2024
D. Applicants for community event sponsorships must meet all the following requirements, eligibility criteria, and conditions:
1. Applicants must independently conduct the community event or collaborate with another organization to be eligible to receive a sponsorship.
2. The community event must take place within Palm Desert city limits, with limited exceptions. Reason( s) for not holding the proposed event within Palm Desert city limits must be stated on the application. Exemption from this requirement will be provided on a case-by-case basis and will favor activity promoting the City of Palm Desert as a desirable place to live, visit, and do business.
3. Applicants agree to submit a Special Events Application/ Agreement a minimum of 120 days prior to the event, or a Temporary Use Permit (TUP), if applicable.
4. Applicants agree to use sponsorship funds exclusively for the community event represented in the application.
5. Recipients shall provide the City recognition as a sponsor in exchange for the sponsorship in a method consistent with other sponsors at the community event.
In no event shall the recognition for the City's sponsorship be less than that provided to other sponsors who have contributed the same total financial or in-kind support.
6. Applicants are required to enter a sponsorship agreement with the City and provide a certificate of liability insurance or proof of self-insurance, if applicable.
7. Community event sponsorship applications are limited to one per year, per taxpayer identification number.
8. Sponsorships will be approved on a competitive basis and are not guaranteed.
Applicants should be aware that they may not receive the full amount of the sponsorship requested.
9. Sponsorship approvals are made on an annual basis and shall be considered as a one-time approval. Approval for sponsorship in one year does not imply or guarantee that the City will approve sponsorship for the same event or organization in subsequent years.
10. An official post-community event evaluation form must be submitted to City staff within ninety ( 90) days following the conclusion of a sponsored community event.
V. INELIGIBLE ORGANIZATIONS AND ACTIVITIES OR PROJECTS
A. Examples of ineligible organizations or activities include, but are not limited to:
1. Any non- community event request, such as on-going programming or structured activities. ( i.e., classes, performances, procedures, etc.)
2. Private events or events that are not open to the general public.
DocuSign Envelope ID: 7BB6E29B- BC4A-45DE-B4EB-A4FE7E0A7066 13 Community Event Sponsorship Policy
Updated January 25, 2024
3. Discriminatory activities such as those restricted based on a person’s race, religion, ethnicity, age, sex, gender, gender identity, gender expression, disability, sexual orientation, or economic status.
4. A political, politically affiliated, or political action organization or event or activity that promotes any political viewpoint, provides for a political purpose or causes participants to engage in or otherwise affiliate or express an endorsement of partisan political functions or activities.
5. An event or activity that promotes a religious purpose ( as opposed to a secular purpose, such as promoting cultural heritage or community understanding).
6. A private individual for his/her own use.
7. Funds cannot be used for costs, cash prizes, cash awards, salaries, salary reimbursements, or general budget subsidy.
8. Funds cannot be directly provided to specific individuals, nor may funds be constructively provided to specific individuals ( e.g. using funds to pay for certain individuals to go to an event is not permitted.) By contrast, using funds to reduce the overall costs of an event is permitted.
9. An organization receiving Outside Agency funding concurrently ( during the same fiscal year).
10. A K-12 school or school- related groups, as funding requests for schools and schoolrelated groups shall be processed by the Outside Agency/ Charitable Contributions Committee.
B. No sponsorship shall be granted for community events or to organizations where a conflict of interest exists. Specifically, City officials, employees, or their immediate family members shall not receive sponsorship funding for events they are directly involved with or that may result in personal financial gain. In the event of a potential conflict of interest, officials and employees are required to disclose such conflicts and recuse themselves from any related sponsorship decisions. This provision serves to ensure that sponsorship decisions are made for the sole benefit of the community and are free from personal or private interest influences.
VI. ASSESSMENT CRITERIA
A. An applicant’ s first sponsorship request may total no more than 50% of the community event budget ( if sponsorship includes in-kind, value of the in-kind items may not equal more than 50% of the event budget).
B. An applicant’ s second or subsequent sponsorship request may total no more than 35% of the community event budget ( if sponsorship includes in-kind, value of the in-kind items may not equal more than 35% of the event budget).
C. Sponsorship requests for a 5K walk/run shall be eligible for a maximum sponsorship of 2,500.
DocuSign Envelope ID: 7BB6E29B- BC4A-45DE-B4EB-A4FE7E0A7066 14 Community Event Sponsorship Policy
Updated January 25, 2024
D. Special consideration will be given to registered local nonprofit corporations or local 501(c) organizations with tax-exempt status.
Please note that requesting the allowed percentage does not ensure that the applicant will receive that percentage, or any, amount. No request is considered approved until it is approved by the City Council or City Manager. The City Council reserves the right to deviate from the criteria contained herein when it believes it is the City’s best interest to do so.
VII. FUNDING TIMELINE
The community event sponsorship application period will typically open in January. Once the application period opens, applicants will be required to submit applications by the posted deadline for events that will occur in the upcoming program year. A program year runs from July 1 through June 30. The community event for which a sponsorship is requested must occur in this timeframe. No sponsorship will be considered for any community event that falls outside of these dates.
Organizations requesting funding after the application period closes may submit an application to the City Manager for special consideration. Sponsorships awarded in this circumstance are rare and are contingent upon ( 1) available funds remaining in the budget following disbursement to organizations compliant with this Policy’s annual deadline; and (2) a finding made by the City Manager that special circumstances prevented the Applicant from applying for a sponsorship by the required deadline and the community event could not occur the following year.
VIII. ADMINISTRATION AND ENFORCEMENT OF POLICY
1. The City Council designates the City Manager to administer the Sponsorship Policy. This delegation is with the power of re-designation to appropriate staff.
2. The City Manager or her/his designee shall review all Sponsorship applications and determine compliance with this policy.
3. On an as needed basis, the City Manager or her/his designee may refer any community event sponsorship application directly to the City Council for approval or rejection with a majority vote.
4. Recipients must comply with all other applicable City, state, and federal laws and regulations.
DocuSign Envelope ID: 7BB6E29B- BC4A-45DE-B4EB-A4FE7E0A7066 15 16
Outside Agency Funding
Program
January 9, 2025 Study Session
17 Outside Agency Funding Program
The Outside Agency Funding Committee aims to support
charities benefiting Palm Desert residents, with a
preference for nonprofits addressing health and human
services for underserved populations. Primary focus is on direct support to residents, followed by indirect support improving residents' quality of life.
2 18
Outside Agency Funding Objectives and
Priorities
3 OBJECTIVES
• Enhancing living conditions for
Palm Desert residents.
• Assistance to low and moderateincome households and special population groups such as the
elderly in meeting basic needs.
• Enabling residents to increase or
improve their capacity to
successfully handle issues longterm without continued public assistance.
PRIORITIES (IN ORDER)
• Programs addressing basic
needs like food and shelter.
• Programs improving health, selfsufficiency, and care for vulnerable populations.
• Programs enhancing community
livability, including arts,
education, and job training.
19 Outside Agency Funding Guidelines
4 GUIDELINES
• Applications must be complete and provide organization details, the number of impacted individuals, alignment with community needs, project feasibility, and financial stability. • Re-granting of funds is not permitted.
• Demonstrate other funding sources and nonprofit status. • Funding is for July 1–June 30 and may not be used for capital purchases or employee salaries without approval.
• Organizations must be established for at least five years and provide direct benefits to Palm Desert residents.
• Funds cannot be used for political or discriminatory activities, and programs must be open to the general public.
• Religious organizations may apply, but funds must be used for secular purposes. • School organizations (PTO) may be awarded funding to support student programs, particularly in STEM and college prep, but not for routine educational costs. 20 Community Event Sponsorship Funding
5 The City of Palm Desert also grants cash and in-kind sponsorships to qualified applicants to help support events that benefit our community.
For consistency, the application period for event sponsorships is aligned with Outside Agency Funding, and the Outside Agency Committee is responsible for recommending event sponsorship fund allocations to applicants each year.
Community event sponsorship applications are evaluated based on the proposed event’s impact on the community.
Attention is paid to events that promote Palm Desert as a place to visit or live, celebrate the heritage of the City and its surroundings, and enrich the character and quality of life of its residents and visitors.
Applicants are restricted to one funding source each fiscal year. If Outside Agency funds are awarded, then the applicant is not eligible for a community event sponsorship or CDBG funding.
21 Outside Agency/Community Event Sponsorship
Timeline for FY 2025-26 Awards
6 Application Period: January 10 – April 30
Application Review by OA Committee: May 29, 2025
Recommendation to City Council: June 26, 2025
Applicants notified with awards: July 1, 2025
22 Outside Agency/Community Event Sponsorship
Timeline for FY 2025-26 Awards
Outside Agency Budgets
Program Amount Details
PD Elementary Schools $33,555 Educational trips,
read-a-thon,
books
PD Middle School 19,000 KARE program &
writers' wkshp
PD High School 10,000 Plagiarism
detection software
Non-Profits 162,445 30 entities offering
services to PD
Residents
Partnerships 306,000 YMCA childcare,
youth in govt, and
the Living Desert
TOTAL $521,000
7 Community Events Budgets
Event Amount Details
PD Chamber $27,500 Business Awards,
Public Safety
Lunch, State of
the City
PD Chamber 50,000 Golf Cart Parade
LocaliQ 25,000 Celebrate CV
Friends of the Desert
Mountains
18,000 Wildflower
Festival
Pickering Events 5,000 Date Festival
Non-Profits 60,500 Various annual
events
TOTAL $186,000
23 Other Funding Requests
8 Desert X
The Living Desert, The
McCallum Theatre,
Eisenhower Hospital
Fashion Week Food & Wine
Throughout the year, the City may receive funding requests that do not completely fit in either program category and staff requests guidance on the following multi-year event and/or program funding requests:
24 Questions?
25 26
CITY OF PALM DESERT
STAFF REPORT
MEETING DATE: January 9, 2025
PREPARED BY: Richard D. Cannone, AICP, Development Services Director SUBJECT: STUDY SESSION: EVALUATION OF BUSINESS LICENSING SERVICES RECOMMENDATION:
1. Provide feedback on the following considerations:
a. Bring all business licensing functions back in-house beginning January 1, 2026; and b. Establish an annual fixed date for Business Licensing renewals.
BACKGROUND/ANALYSIS:
In 2021, the City Manager, through the authority granted by the City Council for emergency provisions during the pandemic, authorized Contract No. C41450 with Hinderliter De Llamas and Associates (HdL) to outsource the City’s business license functions. This was in response to a significant backlog of licensing applications, poor internal software solutions, local business needs for PPE loans requiring active business licenses, and HdL's ability to supplement staff in the field to follow up on delinquent or unlicensed businesses. HdL assumed responsibility for all business licensing functions, including new applications, renewals, and pursuing delinquent accounts. Staff is currently in the final year of the agreement term.
Starting in August 2023, Development Services staff began a comprehensive evaluation of the business licensing services provided by HdL. This evaluation revealed several significant challenges that have impacted the program's effectiveness. A primary issue identified was the limited access City staff had to the HdL software system, which has created difficulties in assisting customers promptly and efficiently. As a result, staff have depended on HdL for basic tasks, such as providing printed copies of business licenses.
Under HdL’s service model, City staff have minimal capacity to address customers' business license needs fully. For example, when a customer visits the Development Services Center to request a printed copy of their business license, staff are required to direct the customer to log into their personal portal to access and print the document themselves or send an email request to HdL asking them to provide a link for the customer to print it. This lack of personal customer service has caused frustration for both staff and customers, who expect a more responsive customer service experience.
A summary of the comprehensive evaluation key findings include:
1. Limited Access to HdL Software
o One of the primary concerns raised by staff was the lack of access to the HdL software system, which has restricted the staff’s ability to assist customers effectively. 27 City of Palm Desert
Business Licensing Evaluation
o Customer frustration has increased because of this limited access. Customers expect to be able to receive the necessary services directly from City staff, but instead, they are being redirected to the online portal, which has caused inefficiencies and dissatisfaction.
2. Inconsistencies and Complaints from Local Businesses o Over the past six months, staff from both Development Services and the Finance Department have held numerous meetings and calls with HdL to address the lack of access and continued complaints from local businesses.
o These complaints primarily centered on communication issues, inconsistent service delivery, and confusion over how the City’s business license program was administered.
Despite these discussions, the issues persisted, and local businesses remained dissatisfied with the service.
3. Compliance Program Suspension
o In May 2024, the City launched the compliance component of the contract with HdL to address unlicensed and delinquent businesses in the City. This compliance program aimed to improve enforcement and increase license renewal compliance. o The compliance program officially launched in July 2024 but was suspended in August 2024 after it became clear that there were significant issues with how the program was being executed by HdL. Among the reasons for suspension were:
Inconsistencies in the implementation of the program. Ongoing complaints from business owners regarding how they were being handled.
Misinterpretations of the City’s business license ordinance that had not been properly communicated to City staff.
4. Lack of Clear Communication and Policy Alignment
o Another major issue that became evident was the misalignment between HdL’s interpretation of the City’s business license ordinance and the City’s actual policies. This lack of clear communication led to confusion among local businesses, with some businesses being incorrectly informed about their license status, fees, and renewal requirements.
To date, we have identified over 50 unresolved concerns related to intake processes, documentation, client services, the online portal, fee assessments, and fee collection. The service model provided by HdL has significantly limited the ability of City staff to assist customers effectively. Given these persistent challenges, we believe it is time to pursue a different service model.
Considerations:
1. Bring all business licensing functions back in-house beginning January 1, 2026.
Staff revisited the vendors from the 2021 competitive selection process for managing the City’s business license operations and engaged with the second-ranked vendor. While this vendor stated they could address the issues identified by staff, reference checks with municipalities currently using their services revealed that similar problems remain unresolved with those municipalities.
28 City of Palm Desert
Business Licensing Evaluation
The City’s purchase of the Clariti software includes a business licensing module, eliminating the need for additional software purchases to transition licensing operations in-house.
Implementation would require a one-time cost of approximately $100,000 to build workflows and the on-line interface. With an estimated timeline of 15 weeks, the implementation process could begin in the first quarter of FY 2025-26, with a targeted Go-Live date of January 1, 2026. To ensure a smooth transition, it is recommended to wait until after the permitting system has gone live and stabilized before initiating the business licensing module.
Staff from Development Services and Information Technology participated in a Clariti demonstration of the business licensing module. The integrated system offers several benefits, including:
Streamlining contractor licensing to improve efficiency. Automating approvals through GIS/Zoning integration, allowing for same-day license approvals.
Tracking conditions of approval seamlessly during the renewal process.
This integration enhances overall functionality, supports a more efficient, unified approach to business licensing operations, and provides for the following:
1. Direct Oversight and Control:
The City retains full control over the licensing process, ensuring quick resolution of issues (e.g., delays in license approvals) without waiting on a third-party vendor. Internal operations can quickly adjust to changing needs or regulations without relying on a vendor’s timeline.
2. Improved Customer Service:
An in-house team better understands local businesses and community needs, enabling tailored support and faster resolution of issues. Businesses interact directly with City staff, reducing miscommunication or delays, which was common with our current third-party provider.
3. Building Institutional Knowledge:
This will ensure that regulations and rules are correctly interpreted. Over time, City staff will gain a deep understanding of licensing nuances, such as handling appeals or exemptions. This institutional knowledge ensures faster and more accurate responses to inquiries, reducing dependency on vendor-specific knowledge.
Additionally, as licensing needs evolve (e.g., new business types like cannabis dispensaries), in-house staff can proactively address requirements without additional vendor costs or delays.
4. Greater Transparency:
In-house management fosters greater transparency and accountability and avoids reliance on third-party vendors whose performance may vary or fail to meet expectations, as seen in reference checks with other municipalities. 29 City of Palm Desert
Business Licensing Evaluation
Licensing fees, requirements, or delays can be communicated clearly via City channels, ensuring businesses remain informed without intermediaries complicating the process.
2. Establish an annual fixed date for Business Licensing renewals.
The City currently has approximately 5,500 active business licenses, each with its own unique renewal date. This lack of standardization has contributed to several operational challenges, including inefficiencies in renewals, follow-up, and enforcement.
To address this, Development Services proposes a policy change to establish a fixed renewal date of July 1st each year for all business licenses. This change is designed to standardize operations, improve efficiency, and enhance service delivery, benefiting both City staff and business owners. Below are the key reasons for this proposed change:
1. Streamlined Operations and Allocation of Staff Time
A fixed renewal date will allow for better alignment of internal processes, making it easier to plan and allocate resources throughout the year. It will reduce the need for constant adjustments to renewal schedules, which can cause confusion and administrative burdens.
Staff will be able to prepare more effectively for the peak period leading up to July 1st and ensure that all renewal activities are handled within a set timeframe.
2. Improved Customer Experience
Ensure that all business licenses renew on the same schedule, preventing discrepancies in expiration dates and minimizing confusion among business owners.
A standard renewal date makes it easier for the City to communicate with businesses. Renewal notices will be sent on a fixed schedule, ensuring all businesses receive timely notifications well in advance of their renewal deadline.
This improved communication reduces the number of customer inquiries and ensures that businesses are better informed about upcoming deadlines.
3. Easier Enforcement and Compliance
A set renewal date will make it easier for Development Services to track noncompliance and focus enforcement efforts on one annual cycle. It will help avoid gaps in where businesses might be overlooked or unknowingly operate without a valid license.
Enforcement actions can be planned and executed more effectively with a fixed renewal date, ensuring all businesses renew their licenses in a timely manner.
4. Efficient Fee Assessment and Collection
With all renewals occurring on the same date, the fee collection process will be more predictable and streamlined.
A standardized renewal period allows for better tracking of revenues, more accurate budgeting, and improved financial reporting for the City. It will eliminate the complexity of managing multiple renewal dates for different businesses, making the tax and fee collection process more efficient.
5. Improved Data Management and Reporting
30 City of Palm Desert
Business Licensing Evaluation
A fixed renewal date will allow for easier tracking and reporting of renewal activity.
The City can use data to monitor compliance rates, identify trends, and make datadriven decisions to improve the program. It will also support better coordination with other City departments and services that rely on business license data, such as planning, code compliance, and economic development.
Improved budget estimations for business licensing and the El Paseo parking and business improvement area.
6. Alignment with Best Practices
Many cities and municipalities have successfully implemented fixed renewal dates to improve the efficiency of their business license programs. Establishing a fixed date for renewals would align the City with best practices in business license management and help standardize operations across various work groups within the city that interact with business license data (e.g., code enforcement, planning, finance, economic development)
Bringing business licensing in-house will provide the City with increased control, improved customer service, and long-term cost savings. Coupled with the proposed fixed renewal date, these changes will streamline operations, improve enforcement, and enhance the overall efficiency of the business licensing process.
Legal Review:
This report has been reviewed by the City Attorney’s Office.
FINANCIAL IMPACT:
In the previous fiscal year, the cost for the HdL contract was $150,972, and the budget allocation for the current fiscal year is $180,000. The estimated one-time cost for the software implementation, approximately $100,000, would be included in the budget request for the next fiscal year and may require a request for one additional code officer (50% of cost supported by Business License) to provide compliance services, estimated at $53,000.
ATTACHMENTS:
1. Presentation
31 32
EVALUATION OF BUSINESS
LICENSING SERVICES
CITY COUNCIL STUDY SESSION
JANUARY 9, 2025
33 Evaluation and Key
Findings
1. Limited Software Access for City Staff
• Increased customer frustration due to the lack of direct access, requiring city staff to redirect users to an online portal.
2. Inconsistencies and Complaints from Local Businesses • Numerous meetings held between Development Services, Finance Department staff, and HdL over the past six months to address access limitations and business complaints.
3. Compliance Program Suspension
• Program launched in July 2024 but suspended in August 2024 due to:
• Inconsistent program implementation.
• Ongoing complaints from business owners.
• Misinterpretations of the business license ordinance that were not clearly communicated to city staff.
• Uncovered numerous other issues regarding business license 34 Challenges &
Consideration
Over 50 unresolved items:
Intake processes
Documentation
Client services
Online portal
Fee assessments
Fee collection
HdL’s service model:
Insufficient for
effective customer
service
Significantly limited
the ability of city
staff to assist
customers effectively
35 Vendor Review
Revisited
vendors from the
2021 competitive
selection
process for
business license
services.
Engaged with the secondranked vendor - reference
checks revealed
unresolved issues in
municipalities currently
using their services.
36 Consideration 1: Bring all
business licensing functions
back in-house
Clariti
Software
Solution:
City’s purchase
of Clariti
software
includes a
business
licensing
module,
eliminating the
need for
additional
software
Implementation
Cost:
Approximately
$100,000 for
workflow and
interface
development.
Timeline: 15 weeks
to go live,
estimated to begin
in the first
quarter of FY
2025/26.
Target Go-Live
Date: January 1,
2026 - To ensure a
smooth transition,
recommended to
wait until after
the permitting
system has gone
live and
stabilized
37 Key Benefits Direct
Oversight and
Control: Ability to
quickly
adjust to
changing
needs or
regulations
and provide a
quick
resolution.
Allows staff
to have
access to all
data.
Building
Institutiona
l Knowledge:
Ensure that
regulations
and rules are
correctly
interpreted
Staff will
gain an
understanding
of nuances,
i.e. appeals
or exemptions.
Improved
Customer
Service:
Businesses
interact
directly with
staff,
reducing
miscommunicati
on or delays,
offering
direct
assistance
with
applications,
renewals, and
issue
Greater
Transparency
:
Licensing
fee’s,
requirements,
or delays can
be
communicated
clearly,
ensuring
businesses
remain
informed
without
intermediaries
complicating
the process
Consideration 1: Bring all
business licensing functions back
in-house
38 Consideration 2:
Establish a Fixed Renewal
Date
39 Key Benefits Streamlined
Operations:
Aligns internal
processes for
efficient
planning and
resource
allocation.
Staff can prepare
effectively for a
peak renewal
period.
.
Enhanced
Customer
Experience:
Reduces confusion
with a single
renewal schedule.
Notices sent on a
predictable
timeline,
improving
communication and
reducing
inquiries.
Simplified
Enforcement and
Compliance:
Focus enforcement
on one annual
cycle, ensuring
all businesses
remain compliant.
Enforcement
actions are more
manageable and
timelier.
Consideration 2:
Establish a Fixed Renewal Date
40 Key Benefits Efficient Fee
Collection:
Standardized
renewal allows
predictable
revenue tracking
and improved
financial
reporting.
Simplifies the
collection
process by
eliminating
multiple renewal
dates.
Improved Data
Management:
Easier tracking
and reporting of
renewals.
Supports
coordination with
planning, code
compliance, and
economic
development.
Alignment with Best
Practices:
Many cities use
fixed renewal
dates to
streamline
business license
management.
Consideration 2:
Establish a Fixed Renewal Date
41 Recommendation & Feedback
1.Bring all business licensing functions
back in-house beginning January 1, 2026;
and
1.Establish an annual fixed date for
Business Licensing renewals.
42
CITY OF PALM DESERT
STAFF REPORT
MEETING DATE: January 9, 2025
PREPARED BY: Richard D. Cannone, AICP, Development Services Director SUBJECT: UPDATE ON THE STATUS OF KEY PROJECTS IN PROGRESS BY THE DEVELOPMENT SERVICES DEPARTMENT.
RECOMMENDATION:
Receive an update on the status of key projects in progress by the Development Services Department.
BACKGROUND/ANALYSIS:
Staff has prepared the attached presentation, which outlines the current key projects, their status, and estimated completion dates. The key projects include the following:
1. Implementation of a New Land Management Software (Clariti) System
2. Creation of a Unified Development Code & Code Update
3. Update to the Hillside Development Ordinance
4. Creation of Downtown Objective Design Standards
5. Update of the General Plan Circulation Element
6. Update of the University Neighborhood Specific Plan
7. Development Services Fee Study
8. City-wide Historical Resource Survey
9. Revamp the Business Licensing Program
10.GIS Integration for the Department
Legal Review:
This report has been reviewed by the City Attorney’s Office.
FINANCIAL IMPACT:
There is no financial impact with this action.
ATTACHMENT:
1. Presentation
43 44
DEVELOPMENT SERVICES
DEPARTMENT
KEY PROJECTS – STATUS UPDATE
CITY COUNCIL STUDY SESSION
JANUARY 9, 2025
45 Development Services Department
01/09/2025 STUDY SESSION - DEVELOPEMNT SERVICES PROJECTS UPDATE 2
1. Planning
2. Building & Safety
3. Code Compliance
4. Land Development Engineering
5. Development Services Center
46 Key Project Status Completion
Development Services Fee Study • Send to DVBA in January • City Council March 2025
Q1 2025
New Land Management Software System (Clariti) • Finalizing Processes • Testing Phase
Q2 2025
City-wide Historical Resource Survey • Drafting context statement and survey results for staff review
• CPRC review March 2025
Q2 2025
General Plan Circulation Element • Staff reviewing policy alternatives • Study Session March 2025
Q3 2025
Hillside Development Ordinance • Subcommittee Meeting January 2025 • Study Session February 2025
Q4 2025
University Neighborhood Specific Plan • Finalizing internal review draft. • Identify final location of sports fields.
Q4 2025
01/09/2025 STUDY SESSION - DEVELOPEMNT SERVICES PROJECTS UPDATE 3 Development Services - Key Projects
47 Development Services - Key Projects
Key Project Status Completion
Downtown Objective Design Standards • Completing Assessment • Staff processing zoning map updates
Q1 2026
Business Licensing Program • Transition to in-house Q1 2026 Unified Development Code & Code Update • Finalizing Assessment Memo • Study Session March 2025
Q3 2026
GIS Integration • On-Going On-Going
01/09/2025 STUDY SESSION - DEVELOPEMNT SERVICES PROJECTS UPDATE 4 48 Questions
01/09/2025 STUDY SESSION - DEVELOPEMNT SERVICES PROJECTS UPDATE 5 49 50
CITY OF PALM DESERT
STAFF REPORT
MEETING DATE: January 9, 2025
PREPARED BY: Anthony J. Mejia, City Clerk
SUBJECT: STUDY SESSION: CITY COUNCIL ROLES AND NEW LAWS RECOMMENDATION:
Receive and file a presentation regarding City Council Roles and recently enacted legislation.
BACKGROUND/ANALYSIS:
City staff will present an update on recent changes to Brown Act regulations and the Political Reform Act. Additionally, we will provide a refresher on the roles of the City Council, specifically when serving as Mayor, Mayor Pro Tem, or as liaisons to Boards, Commissions, Committees, and Task Forces (“appointed bodies”).
Legal Review:
This report has been reviewed by the City Attorney’s Office.
FINANCIAL IMPACT:
There is no financial impact.
ATTACHMENT:
Presentation
51 52
Roles of the City Council
City of Palm Desert
January 2024
53 Assembly Bill 2449, as amended by AB 2302
Quorum must be present in the meeting room
Remote participation allowed for “Just Cause”
Childcare or caregiving for a family member
Contagious illness
A need related to a physical or mental disability
Travel on official City business or another state or local agency Limited to two meetings per year
Remote participation allowed for “Emergency Circumstances” Physical or medical emergency
Must announce a general description of the circumstances Must be approved by the City Council
Disclose if anyone over 18 years old is present and the nature of the relationship Total remote participate cannot exceed five meetings per year.
Sunsets January 1, 2026
Brown Act Update: Teleconferencing
54 FPPC Filing Officer - Gov. Code 87200 Filiers
AB 1170 Implementation
AB 1234 Ethics Training
Effective January 1, 2025, the City Council, Planning Commission, City Manager, City Attorney, and City Treasurer must file Statements of Economic Interest (Form 700) directly with the Fair Political Practices Commission (FPPC).
The Form 700 must be filed electronically using the FPPC/Granicus system.
Questions related to filing obligations should be directed to the FPPC Advice Line (1-866-ASK FPPC) or the City Attorney.
Thursday, January 30, 2025, at 9:00 AM
BBK Attorney’s will lead a live, virtual 2-hours ethics training.
Attend in-person in Council Chambers or via Zoom.
To register, please contact Erika Castellano
55 Role of the Mayor/Presiding Officer (PDMC 2.36.140)
Mayor/Presiding Officer
Other Duties
Explain to the public how the meeting will be conducted May reasonably limit time for public comment
State questions coming before the City Council
May move, second, and vote on all motions
Preserve order and decorum at all meetings
Sign ordinances and other documents approved by the City Council W/Mayor Pro Tem, approve the issuance of proclamations/recognitions Represent the City of Palm Desert at ceremonial events
56 Role of the Mayor Pro Tem
In The Absence Proclamations
Serves on a subcommittee with the
Mayor, to review and approve all
requests for proclamations and
other recognitions
In the absence of the Mayor, the
Mayor Pro Tem shall serve as the
Presiding Officer at City Council
meetings
Serves on a subcommittee with the
Mayor to review matters of interest
with the City Manager
Subcommittee to CM
57 Propriety of Conduct - City Council (PDMC 2.36.240)
"Members of the City Council must
preserve order and decorum and shall
not by conversation or otherwise delay
nor interrupt the proceedings of the
council in any way, nor disturb any other
member of the council while speaking,
nor refuse to obey the orders of the
council or presiding officer, except as
otherwise provided in this chapter."
58 Role of a Member of City Council - Best Practices
Represent and work for the common
good of the city
Refrain from taking action where
there may be a conflict of interest
Provide unbiased, fair, and equal
treatment to all persons and matters
(DUE PROCESS)
Work with staff prior to meetings on
questions of clarification
Refrain from abusive conduct, personal
charges, or attacks upon others
Limit distractions and provide your
undivided attention at public hearings
and quasi-judicial proceedings
59 Role of the City Council Liaison
The City Council liaison facilitates communication between the City Council and the advisory body. A City Council Liaison is not a member or advocate of the advisory body and does not give direction or influence decisions but can assist and provide information.
Key Reminders:
Do not influence the decision of the commission/committee.
Request for Action should be made at City Council meetings 60 Attending Meetings as a Member of the Public
When attending a city meeting as a member of the
public, such as a commission or community input
meeting, where two other councilmembers are
attending in an official capacity the third
coucilmember should not communicate in any fashion
(verbal or non-verbal) with the other councilmembers
(please contact the city attorney for more guidance).
61 Questions
62