Finance Committee
October 23, 2023

AGENDA

FINANCE/AUDIT COMMITTEE

SPECIAL MEETING NOTICE
OCTOBER 23, 2023
PUBLIC MEETING 3:00 P.M.

Members
Victor M. Gordo, Mayor
Tyron Hampton, District 1
Felicia Williams, District 2
STAFF
Matthew Hawkesworth, Director of Finance
Theresa Fuentes, Assistant City Attorney
Gloria Acevedo, Recording Secretary

MISSION STATEMENT
The City of Pasadena is dedicated to delivering exemplary municipal services, responsive to our entire community and consistent
with our history, culture and unique character.

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Items on the agenda may not be called in order listed. Agendas and supporting documents are available on the Internet at
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SPECIAL MEETING
AGENDA

FINANCE/AUDIT COMMITTEE
OCTOBER 23, 2023
Public Meeting: 3:00 P.M.

Council Chamber, Pasadena City Hall
100 North Garfield Avenue, Room S249

PUBLIC MEETING - 3:00 P.M.

ROLL CALL

PUBLIC COMMENT – LIMITED TO ITEMS ON THIS SPECIAL MEETING

AGENDA AND WILL BE HEARD AT THE TIME THE ITEM IS

CONSIDERED

APPROVAL OF MINUTES

September 11, 2023 Special Meeting
September 25, 2023 Cancellation Notice
October 9, 2023 Cancellation Notice

NEW BUSINESS

1. AUTHORIZE THE CITY MANAGER TO ENTER INTO A MEMORANDUM OF

UNDERSTANDING WITH THE TASK FORCE FOR REGIONAL AUTO THEFT PREVENTION AND AMEND THE POLICE DEPARTMENT’S FY 2024

OPERATING BUDGET BY RECOGNIZING REVENUE AND APPROPRIATING $247,595

2. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT
WITH TACTICAL SUPPORT EQUIPMENT, INC. NOT-TO-EXCEED
$1,281,614 FOR THE PURCHASE OF A CELLULAR SITE SIMULATOR AND AMEND THE POLICE DEPARTMENT’S FISCAL YEAR 2024
OPERATING BUDGET BY APPROPRIATING $1,281,614

3. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH

THE DEPARTMENT OF ALCOHOLIC BEVERAGE CONTROL (ABC) FOR A GRANT AND AMEND THE POLICE DEPARTMENT’S FY 2024 OPERATING BUDGET BY RECOGNIZING REVENUE AND APPROPRIATING $40,000

4. ACCEPTANCE OF “SAFE STREETS AND ROADS FOR ALL ACTION PLAN” GRANT FUNDS AND AMEND THE CITY’S BUDGET TO RECEIVE AND

EXPEND FUNDS

2 5. AMENDMENT OF THE HOUSING DEPARTMENT’S FISCAL YEAR 2024 OPERATING BUDGET IN THE AMOUNT OF $379,900; APPROVAL OF KEY

TERMS OF HOUSING ACQUISITION LOAN AGREEMENT WITH HERITAGE

HOUSING PARTNERS TO PROVIDE PURCHASE FINANCING IN AN
AMOUNT NOT TO EXCEED $379,900 TO IMPLEMENT PURCHASE OPTIONS ON AFFORDABLE HOMEOWNERSHIP UNIT AT 588 N. FAIR OAKS
AVENUE, #103

6. AUTHORIZE THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH

THE SUBSTANCE ABUSE AND MENTAL HEALTH SERVICES
ADMINISTRATION TO RECOGNIZE AND APPROPIRATE $675,000 TO THE FISCAL YEAR 2024 PUBLIC HEALTH DEPARTMENT OPERATING BUDGET

TO SUPPORT THE PASADENA OUTREACH AND RESPONSE TEAM
(“PORT”) PROGRAM AND AMEND CONTRACT NO. 32463 WITH UNION

STATION HOMELESS SERVICES

7. AMENDMENTS TO FISCAL YEAR 2024 CAPITAL IMPROVEMENT

PROGRAM AND AUTHORIZE THE CITY MANAGER TO EXECUTE ALL

AGREEMENTS FOR THE RECEIPT OF ACTIVE TRANSPORTATION

PROGRAM AND HIGHWAY SAFETY IMPROVEMENT PROGRAM GRANT
FUNDS IN THE AMOUNT OF $10,942,040

8. DIRECTION REGARDING AMENDMENTS TO THE CITY’S CHARTER

RELATED TO THE GENERAL FUND TRANSFER FROM THE ELECTRIC

UTILITY

9. DIRECTION REGARDING AMENDMENTS TO THE CITY’S CHARTER AND

MUNICIPAL CODE RELATED TO PROCUREMENT

10. ALTERNATE PROJECT DELIVERY METHODS

INFORMATION ONLY

11. INTERNAL AUDIT STATUS UPDATE

12. THE AUDITOR’S COMMUNICATION WITH THOSE CHARGED WITH

GOVERNANCE PURSUANT TO STATEMENTS ON AUDITING
STANDARDS NO. 114

13. FY 2024 CAPITAL IMPROVEMENT PROGRAM-FIRST QUARTER MONITORING REPORT

ADJOURN

APPROVAL OF MINUTES

 September 11, 2023 Special Meeting
 September 25, 2023 Cancellation Notice
 October 9, 2023 Cancellation Notice

01 9/11/2023 Finance Committee

CITY OF PASADENA

FINANCE COMMITTEE MINUTES

PASADENA CITY HALL
100 NORTH GARFIELD AVENUE
CITY HALL COUNCIL CHAMBER S249
SEPTEMBER 11, 2023

SPECIAL MEETING

OPENING The Chair called the special meeting of the Finance Committee to order at 3:08 p.m.

ROLL CALL: Mayor Victor M. Gordo
Councilmember Tyron Hampton
Vice Mayor Felicia Williams

Staff: Miguel Márquez, City Manager
Brenda Harvey-Williams, Assistant City Manager
Javan Rad, Chief Assistant City Attorney
Matthew Hawkesworth, Director of Finance
Laura Rubio-Cornejo, Director of Transportation
Sebastián Andrés Hernández, Principal Planner
Britt Card, Planner
Randy Mabson, Program Coordinator
Antonio Watson, Acting Procurement Administrator
Valerie Gibson, Transportation Services Manager
Gloria Acevedo, Recording Secretary

APPROVAL OF MINUTES: It was moved by Councilmember Hampton and seconded by Vice Mayor Williams, to approve the minutes of the August 28, 2023 (special meeting) as submitted. (Motion unanimously carried) (Absent: None)

NEW BUSINESS AMENDMENT TO THE HOUSING DEPARTMENT’S FISCAL YEAR 2024

OPERATING BUDGET AND AUTHORIZATION TO ENTER INTO AN

AGREEMENT WITH SOUTHERN CALIFORNIA HOUSING RIGHTS
CENTER, INC. FOR FAIR HOUSING SERVICES NOT TO EXCEED
$125,000
Chair Gordo introduced the item and Randy Mabson, Project Coordinator, provided a PowerPoint presentation and responded to questions.

Councilmember Hampton supported the item and suggested that for subsequent years, the item should be presented to the Pasadena Rental Housing Board (PRHB) to avoid duplication of efforts. Mr. Mabson gave detailed examples of what the housing services will provide outside of what the PRHB may offer. City Manager , Miguel Márquez, agreed to trac k the

02 9/11/2023 Finance Committee

services that will become available f rom the PRHB and will report back to the committee.

Vice Mayor Williams agreed with C ouncilmember Hampton regarding the concern for duplication of efforts and the need to define the services that will be provided by the PRHB, this should eliminate some of the confusion for residents. She also suggested having a dedicated phone line for residents to call with housing questions so they can be directed to the appropriate entity.

Chair Gordo expressed concern over delaying services to pending cases given the PRHB is in the process of building its staff. Chair Gordo also asked for clarification on the jurisdiction of the housing element. Mr. Mabson agreed to separate the role of the housing element, the PRHB, and the Community Development Building Communities when the topic returns to the Finance Committee in six-months.

It was moved by Councilmember Hampton seconded by Vice Mayor Williams, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion unanimously carried) (Absent: None)

ADOPT A RESOLUTION AND AUTHORIZE THE CITY MANAGER TO

EXECUTE ALL AGREEMENTS FOR THE RECEIPT OF LOW

CARBON TRANSIT OPERATIONS PROGRAM (LCTOP) FUNDS

INCLUDING LCTOP FUNDS FROM THE STATE AND THE COUNTY
OF LOS ANGELES AND AMEND THE CITY’S BUDGET TO RECEIVE

AND EXPEND FUNDS
Chair Gordo introduced the item and Laura Rubio-Cornejo, Director of Transportation, gave a brief outline.

Vice Mayor Williams asked for confirmation that the item was consistent with the Department’s Adopted Transition Plan. Ms. Rubio-Cornejo confirmed that it was.

It was moved by Vice Mayor Williams seconded by Councilmember Hampton, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion unanimously carried) (Absent: None)

AUTHORIZE THE CITY MANAGER TO SIGN ANY AND ALL

AGREEMENTS TO RECEIVE FUNDS FROM THE ENERGIIZE

COMMERCIAL VEHICLE PROJECT GRANT FOR A HYDROGEN
FUELING STATION AND AMEND THE CITY’S BUDGET TO

RECEIVE AND EXPEND THE GRANT FUNDS
Chair Gordo introduced the item and Laura Rubio-Cornejo, Director of Transportation, gave a brief outline.

03 9/11/2023 Finance Committee

Councilmember Hampton inquired about the outreach efforts on the item.

Ms. Rubio-Cornejo stated that a press release will be released along with the other items on this agenda so that the public is aware of the funding that was secured to promote zero emission vehicles and facilities.

Councilmember Hampton requested that staff provide a list of the number of grants the department has applied to on the Department of Transportation website with the status, Ms. Rubio Cornejo agreed to post the data on the department webpage.

Chair Gordo inquired on the timeline for the receipt of the grant. Sebastián Andrés Hernández, Principal Planner , responded that the typical time window is two -years for the implementation of the construction of the building.

It was moved by Councilmember Hampton seconded by
Vice Mayor
Williams, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) (Absent: None)

ACCEPTANCE OF TRANSIT AND INTERCITY RAIL CAPITAL

PROGRAM GRANT AND ADOPTION OF A RESOLUTION FOR RECEIPT
OF $14,424,000 FOR THE PASADENA TRANSIT SYSTEM LEGACY

PROJECT
Chair Gordo introduced the item and Laura Rubio-Cornejo, Director of Transportation, gave a brief outline, while Sebastián Andrés Hernández, Principal Planner, responded to questions.

Councilmember Hampton asked why the project was coined the term “rail capital program”. Mr. Hernández responded that the grant also applies to agencies that run a transit and intercity rail.

It was moved by Vice Mayor Williams seconded by Councilmember Hampton, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) (Absent: None)

AUTHORIZATION TO EXECUTE ALL AGREEMENTS WITH METRO AND
NATURE FOR ALL ASSOCIATED WITH THE RECEIPT OF $747,245
GRANT FUNDING FOR THE MT. WILSON EXPRESS PILOT PROJECT
Chair Gordo introduced the item and Laura Rubio-Cornejo, Director of Transportation, gave a brief outline, while Britt Card, Planner, provided a PowerPoint presentation and responded to questions.

Vice Mayor Williams showed enthusiasm for the project and asked that there be plenty of outreach efforts and offered to disseminate information to her district members when it became available.

Councilmember Hampton asked about the feasibility of the project commencing sooner and requested that Nature For All to partner with local

04 9/11/2023 Finance Committee

nonprofit agencies when it came to the outreach and construction phases of the project. Ms. Card indicated that due to the amount of work the project will take, the Spring of 2025 launch date is firm. She stated that Nature For All will work with community -based organizations on the outreach portion and she can share with them the request to work with local nonprofit organizations for the opportunity to bid on the construction phase of the project.

It was moved by Vice Mayor Williams seconded by Councilmember Hampton, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) (Absent: None)

AUTHORIZATION TO EXECUTE TRANSIT SERVICE OPERAT ION

AGREEMENT WITH LOS ANGELES COUNTY METROPOLITAN

TRANSPORTATION AUTHORITY FOR THE NEXTGEN SERVICE AND
AMEND FY2024-2028 CAPITAL IMPROVEMENT PROGRAM BUDGET
TO RECEIVE UP TO $30,476,143 IN FUNDING FOR PASADENA

TRANSIT VEHICLES
Chair Gordo introduced the item and Laura Rubio-Cornejo, Director of Transportation, gave a brief outline, while Sebastián Andrés Hernández, Principal Planner, provided a PowerPoint presentation and responded to questions.

Vice Mayor Williams inquired why Metro had terminated two bus routes and if the Highland Park route would be funded by Metro. Mr. Hernández stated that the reduction is consistent with Metro’s goal to focus on prioritizing regional services and confirmed Metro will fund the Highland Park route.

Councilmember Hampton expressed concern regarding how funding these lines will be done after the seven year contract w hen Nextgen ends. Ms.

Rubio-Cornejo stated that the vehicles’ average life is 12 years and that the City will be able to keep the vehicles at the end of seven years, future funding for the continuation of the bus routes will be evaluated and staff will present alternatives at that time.

Chair Gordo cautioned that it is costly to continue routes outside of the City without funding from Metro and stated residents should be made aware.

City Manager Má rquez thanked Laura Rubio- Cornejo for the outstanding work in securing roughly $60 million in funding to support transit projects.

It was moved by Councilmember Hampton seconded by Vice Mayor Williams, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) (Absent: None) INFORMATION ONLY REPORT ON CITY PROCUREMENT - CALENDAR YEARS 2021 AND 2022

05 9/11/2023 Finance Committee

Chair Gordo introduced the item and Matthew Hawkesworth, Director of Finance, introduced Antonio Watson, Acting Purchasing Administrator, who provided a PowerPoint presentation and responded to questions.

Councilmember Hampton thanked Mr. Watson for his outreach efforts in promoting the City’s Pasadena First Buy Local program, which is very well received by vendors. He also inquired if staff had received feedback from vendors on how to improve the process. Mr. Watson stated that the City’s new electronic portal, allows for vendors to communicate directly with the purchasing staff and that the new procurement system requires vendors to submit all required documents before they are allowed to complete a proposal or a bid, both contribute to streamlining communication and making it easier to compete for business in the City.

Councilmember Hampton requested for staff to conduct a procurement study to ensure the City is providing every opportunity available to make it feasible for local businesses to compete for business in Pasadena. The City Manager’s Office will conduct the study and provide the result either at a Finance Committee or post in the City Manager’s Newsletter.

Following a brief discussion, on the order of the Chair and consensus of the Committee, the item was received and filed.

ROSE BOWL OPERATING COMPANY FINANCIAL UPDATE
Chair Gordo introduced the item and Matthew Hawkesworth, Director of Finance, gave a brief outline on the item and shared that the review of the Proforma related to the Brookside Park expansion of the driving range and putting golf is being conducted, the results will be brought to the Finance Committee meeting in November.

Chair Gordo welcomed the good news and commented on the great turnaround that is taking place at the Rose Bowl Operating Company (RBOC). He also congratulated the staff at the RBOC for all their efforts.

Following a brief discussion, on the order of the Chair and consensus of the Committee, the item was received and filed.

PASADENA CENTER OPERATING COMPANY FINANCIAL UPDATE
Chair Gordo introduced the item and Matthew Hawkesworth, Director of Finance, gave a brief outline on the item and shared that the Pasadena Center Operating Company (PCOC) will receive almost the cap amount of the transient occupancy tax revenue sharing for Fiscal Year 2023. If the recovery trend in hotel stays continues, the PCOC will reach the cap amount next fiscal year.

06 9/11/2023 Finance Committee

Chair Gordo welcomed the good news and commented on the great improvements taking place at the PCOC and congratulated the staff for all their efforts.

Following a brief discussion, on the order of the Chair and consensus of the Committee, the item was received and filed.

ADJOURNMENT On the order of the Chair, the special meeting of the Finance Committee was adjourned at 4:21 p.m.

ATTEST: ______________________
Mayor Victor M. Gordo Chair
Finance Committee

____________________
Gloria Acevedo
Recording Secretary

NEW BUSINESS
ITEM 1

1. AUTHORIZE THE CITY MANAGER TO ENTER INTO A

MEMORANDUM OF UNDERSTANDING WITH THE

TASK FORCE FOR REGIONAL AUTO THEFT

PREVENTION AND AMEND THE POLICE
DEPARTMENT’S FY 2024 OPERATING BUDGET BY

RECOGNIZING REVENUE AND APPROPRIATING
$247,595

NEW BUSINESS
ITEM 2

2. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT
WITH TACTICAL SUPPORT EQUIPMENT, INC. NOT-TO-EXCEED
$1,281,614 FOR THE PURCHASE OF A CELLULAR SITE SIMULATOR AND AMEND THE POLICE DEPARTMENT’S FISCAL YEAR 2024
OPERATING BUDGET BY APPROPRIATING $1,281,614

October 23, 2023

TO: Honorable Mayor and City Council

THROUGH: Finance Committee

FROM: Police Department

SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH TACTICAL SUPPORT EQUIPMENT, INC. NOT-TO-EXCEED
$1,281,614 FOR THE PURCHASE OF A CELLULAR SITE SIMULATOR AND AMEND THE POLICE DEPARTMENT’S FISCAL YEAR 2024
OPERATING BUDGET BY APPROPRIATING $1,281,614

RECOMMENDATION:

It is recommended that the City Council:

1. Find the proposed action is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15061(b)(3), the “Common Sense” exemption that CEQA only applies to projects that may have the potential for causing a significant effect on the environment;

2. a) Accept the bid dated August 14, 2023, submitted by Tactical Support Equipment, Inc. (TSE) in response to specification for a cellular site simulator for the Police Department, and b) authorize the issuance of a contract with TSE in an amount not to exceed $1,281,614. This includes the base amount of $1,074,548, use tax of $107,066 and contingency of $100,000; and

3. Amend the Police Department’s Fiscal Year (FY) 2024 Operating Budget by appropriating $1,281,614 from the unappropriated fund balance in the Asset Forfeiture Fund (207) for the purchase of the cellular site simulator.

BACKGROUND:

The Pasadena Police Department (PPD) has identified the need to procure cellular site simulator (CSS) technology. The CSS technology is utilized by law enforcement personnel to locate suspects of criminal investigations, victims of adduction or foul play, and missing persons. This technology would substantially increase the Police

Cellular Site Simulator
October 23, 2023

Department’s ability to achieve its public safety objectives for the residents and guests of Pasadena.

The PPD’s CSS technology project team conducted a preliminary assessment to define goals of the project as well as gather information about competition, standard operations, and other features available in the marketplace. Subject matter experts from across the United States, employed by both governmental agencies (local, regional, state, and federal levels) and private businesses, were consulted. Their insight assisted the PPD project team in determining an optimal technological solution and procurement strategy.

Deployment of the CSS equipment would commonly occur in critical incidents such as:
missing persons (Amber / Silver Alerts), homicides, attempted homicides, kidnappings, major drug trafficking, credible school threats, and credible threats to Rose Bowl events.

The Police Department has been relying on other law enforcement agencies for assistance with the CSS technology. Although the assistance has been appreciated and effective, there are delays associated to borrowing the technology; the consequences of which led to violent offenders remaining in our community to re-offend.

The CSS technology will offer authorized investigators the ability to locate cellular devices in two scenarios: (1) During an exigent situation / emergency, which must be followed up by a search warrant submittal to a magistrate within 72 hours or (2) following a search warrant being reviewed and signed by a magistrate in accordance with applicable state and federal law. In both scenarios, the search warrant must specifically request the use of CSS technology. Authorized investigators can use the CSS technology to help locate cellular devices whose unique identifiers are already known to law enforcement, or to determine the unique identifiers of an unknown device.

The CSS equipment uses cellular technology to provide the precise geo-location of a cellular device. The system does not allow investigators to access, read, and/or listen to any communication, data, text messages, emails, etc. from the target’s cellular communication device. There are no violations of privacy laws or infringement of personal privacy when CSS technology is utilized pursuant to magistrate approval based upon probable cause. The CSS technology shall not be utilized unless the proper legal process has been followed.

On August 3, 2023, an email notification about the procurement of a Cellular Site Simulator was sent via the City’s e-procurement site to 2,608 users. Nine vendors downloaded the bid documents. One response was received by the bid closing date of August 14, 2023. The bid results are as follows:

Bidder(s)
Amount
Tactical Support Equipment, Inc. (TSE, Inc., Fayetteville, NC) $1,074,548

TSE was the one responsive and responsible bidder that complies in all aspects of the requirements in the Bid Specification. Based on a comparison of historical prices and

Cellular Site Simulator
October 23, 2023

purchases conducted by other cities of similar technology, this pricing represents fair market value. The proposed contract includes the base bid of $1,074,548. The Police Department is requesting an additional $100,000 as contingency should any modifications become necessary during manufacturing along with $107,066 for the payment of applicable use tax. The total cost would be $1,281,614.

The Police Department recommends purchasing the CSS technology from TSE for the base bid of $1,074,548, plus allowing an additional $100,000 be set aside as a contingency and $107,066 for use tax. If approved, the total cost would be $1,281,614.

COUNCIL POLICY CONSIDERATION:

This agenda item supports the following City Council Strategic Planning Goals:

Ensure public safety: This technology furthers the City Council’s strategic planning goal of ensuring public safety by giving the Police Department the ability to quickly locate violent offenders following the commitment of criminal acts and / or save vulnerable victims who have been abducted or are missing.

ENVIRONMENTAL ANALYSIS:

The proposed action has been determined to be exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061 (b)(3), the Common Sense Exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment. The purchase of the CSS technology would have no adverse impact on the environment.

NEW BUSINESS
ITEM 3

3. AUTHORIZE THE CITY MANAGER TO ENTER

INTO A CONTRACT WITH THE DEPARTMENT OF

ALCOHOLIC BEVERAGE CONTROL (ABC) FOR A

GRANT AND AMEND THE POLICE
DEPARTMENT’S FY 2024 OPERATING BUDGET

BY RECOGNIZING REVENUE AND
APPROPRIATING $40,000

NEW BUSINESS
ITEM 4

4. ACCEPTANCE OF "SAFE STREETS AND ROADS FOR
ALL ACTION PLAN" GRANT FUNDS AND AMEND THE
CITY’S BUDGET TO RECEIVE AND EXPEND FUNDS

Agenda Report
TO: Honorable Mayor and City Council
THROUGH: Finance Committee
FROM: Department of Transportation
October 23, 2023
SUBJECT: ACCEPTANCE OF "SAFE STREETS AND ROADS FOR ALL ACTION PLAN" GRANT FUNDS AND AMEND THE C ITY'S BUDGET

TO RECEIVE AND EXPEND FUNDS
RECOMMENDATION:

It is recommended that the City Council:

1. Find that the recommended actions are exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines per Section 15061 (b) (3), the Common Sense Exemption that CEQA only applies to projects that may have an effect on the environment;

2. Authorize the City Manager to enter into an agreement with the Federal Highway Administration (FHWA) to receive grant funding for the Safe Streets and Roads for All (SS4A) Action Plan Grant in the amount of $200,000 and execute any subsequent agreements regarding this grant award; and

3. Amend the City's operating budget to receive and appropriate $200,000 as detailed in the fiscal impact section.

BACKGROUND:

In September 2022, the US Department of Transportation issued a notice of funding opportunity for the SS4A grant program with up to $1 billion available in fiscal year 2022 for local, regional, and tribal agencies to enhance roadway safety. The SS4A grant program is divided into two distinct grant opportunities, Action Plan grants and Implementation grants. Action Plan grants are intended for agencies to develop a holistic, well-defined strategy to prevent roadway fatalities and serious injuries, while Implementation grants are intended to fund projects and strategies identified in an Action Plan.

MEETING OF _____ _ AGIENOA ITEM NO. ___ _

NEW BUSINESS
ITEM 5

5. AMEN

DMENT OF THE HOUSING DEPARTMENT'S
FISCAL YEAR 2024 OPERATING BUDGET IN THE
AMOUNT OF $379,900; APPROVAL OF KEY TERMS

OF HOUSING ACQUISITION LOAN AGREEMNT WITH

HERITAGE HOUSING PARTNERS TO PROVIDE

PURCHASE FINANCING IN AN AMOUNT NOT TO
ECXEED $379,900 TO IMPLEMENT PURCHASE

OPTIONS ON AFFORDABLE HOMEOWNERSHIP UNIT
AT 588 N. FAIR OAKS AVENUE, #103

NEW BUSINESS
ITEM 6

6. AUT

HORIZE THE CITY MANAGER TO ENTER INTO AN

AGREEMENT WITH THE SUBSTANCE ABUSE AND MENTAL

HEALTH SERVICES ADMINISTRATION TO RECOGNIZE AND
APPROPRIATE $675,000 TO THE FISCAL YEAR 2024 PUBLIC

HEALTH DEPARTMENT OPERATING BUDGET TO SUPPORT THE
PASADENA OUTREACH AND RESPONSE TEAM ("PORT")
PROGRAM AND AMEND CONTRACT NO. 32463 WITH UNION

STATION HOMELESS SERVICES

NEW BUSINESS
ITEM 7

7. AMENDMENTS TO FISCAL YEAR 2024 CAPITAL

IMPROVEMENT PROGRAM AND AUTHORIZE THE

CITY MANAGER TO EXECUTE ALL AGREEMENTS FOR

THE RECEIPT OF ACTIVE TRANSPORTATION

PROGRAM AND HIGHWAY SAFETY IMPROVEMENT

PROGRAM GRANT FUNDS IN THE AMOUNT OF
$10,942,040

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Agenda Report
October 23, 2023
I
THROUGH:

I FROM:

I SUBJECT:
!
Honorable Mayor and City Council
Finance Committee (October 23, 2023)
Department of Public Works
AMENDMENTS TO FISCAL YEAR 2024 CAPITAL IMPROVEMENT

PROGRAM AND AUTHORIZE THE CITY MANAGER TO EXECUTE ALL

AGREEMENTS FOR THE RECEIPT OF ACTIVE TRANSPORATION

PROGRAM AND HIGHWAY SAFETY IMPROVEMENT PROGRAM
GRANT FUNDS IN THE AMOUNT OF $10,942,040
RECOMMENDATION:

It is recommended that the City Council:

I

1. Find that the proposed actions are not "projects" as defined in the California I Environmental Quality Act (CEQA), Public Resources Code Section 21065 and Section | 15378(b)(4) and (5) of the State CEQA Guidelines and, as such, are not subject to i environmental review; i

2. Amend the Fiscal Year 2024 Capital Improvement Program (CIP) Budget as detailed in Attachments A and B of this report; and

3. Authorize the City Manager or designee to execute any and all agreements associated with the receipt of $9,938,000 in Active Transportation Program (ATP) Cycle 6 grant funds and $1,004,040 in Highway Safety Improvement Program (HSIP) Cycle 11 grant funds.

BACKGROUND:
j
I
Throughout the Fiscal Year (FY), the Department of Public Works in conjunction with other impacted departments review active CIP projects to determine if budgetary changes are needed. Staff has completed this report detailing needed budget adjustments. This report includes both "carry-forwards" and amendments to the FY 2024 CIP Budget as detailed on Attachments A and B respectively. The budgetary changes to the projects are listed below. | f
MEETING OFAGENDA ITEM NO.

Amendments to FY 2024 CIP Budget
October 23, 2023

Proposed Carrv-Forward Items
Carry-Forward of Remaining Funds to New Project Phases - The Department of Public Works recommends appropriations in the amount of $565,075 be carried forward from closed projects in the FY 2023 CIP budget to the next five-year increment of the projects in the FY 2024 CIP budget. These on-going projects are broken into five-year increments for financial tracking purposes. Carrying forward the remaining funds to the new phase of the project will allow planned work to continue. As detailed in Attachment A, the recommended appropriations represent the remaining balance transfers from the previous phase to the new phase of the following on-going projects:

1. Annual Sewer System Improvements & Capacity Upgrades FY 2022 - 2026 - This project provides for the systematic condition assessment repair, rehabilitation and/or replacement of the City's sewer collection system. Staff recommends carrying forward $207,240 in Sewer Facility Charge and $100,000 in Sewer Fund to this next five-year phase of this project for a total appropriation of $307,240 and increasing the budget by a like amount.

2. Street Lighting Program FY 2024 - 2028 - This project provides for the periodic installation of in-fill street lighting on existing power poles, installation of new street lighting systems along City streets with sporadic lighting, and fulfillment of citizen requests that are warranted. Staff recommends carrying forward $135,782 in Gas Tax and $122,053 in Street Occupancy Rental Fees to this next five-year phase of this project for a total appropriation of $257,835 and increasing the budget by a like amount.

Budget Amendments

1. Brookside Park Stormwater Capture Project - Design Phase (76294) - The Department of Public Works recommends appropriating $2,198,612 in Measure W- Safe, Clean Water Program Grant funds to fully fund this project. The City was awarded these grant funds from the Los Angeles County Flood Control District for the design of a regional stormwater capture project at Brookside Park underneath Parking Lot I. The project proposes components for both stormwater capture and infiltration and stormwater quality improvements, assisting with regulatory compliance in the Arroyo Seco. Project design will begin in FY 2024.

2. Eaton Wash Stormwater Capture Project - Design Phase (76295) - The Department of Public Works recommends appropriating $2,292,762 in Measure W - Safe, Clean Water Program Grant funds to fully fund this project. The City was awarded these funds from the Los Angeles County Flood Control District for the design of a stormwater treatment facility to assist the City in achieving regulatory stormwater compliance. The project is proposed at a City-owned vacant parcel along S. Kinneloa Avenue adjacent to the channel that will divert dry weather and stormwater flows from the Eaton Wash for treatment through a series of filters and vegetated ponds prior to capture in a subsurface storage reservoir. Project design will begin in FY 2024.

Amendments to FY 2024 CIP Budget
October 23, 2023

3. Building Maintenance FY 2021 - 2025 (71903)- The Department of Public Works recommends appropriating $3,277 in Private Capital received from Crown Castle in FY 2023 and $600,000 in General Fund (ARPA) to this project and increasing the budget by a like amount. The objective of this investment is to secure City assets and resources, safeguard against future loss, improve facilities' access management controls and limit public access to areas that house potentially dangerous equipment and staff areas. The work will include the installation of security fencing along the Southwest Perimeter of the City Yards, security upgrades to the BSFMD Administrative Building and Guard Shack as well as the installation of new security card readers at key access points for the Public Works Building at the City Yards. This project will begin in FY 2024.

4. Street Lighting Program FY 2024 - 2028 (74422) - The Department of Public Works recommends appropriating $42,221 in Private Capital to this project and increasing the budget by a like amount. This money was collected as a condition of development by several developers for the installation of new streetlights.

5. Street Lighting Program (74413) - The Department of Public Works recommends appropriating $38,182 in Private Capital to this project and increasing the budget by a like amount. This money was collected as a condition of development for the installation of new streetlights. This action will correct this project's budget and allow this project to be closed.

6. Concrete Traffic Signal/Street Lighting Pole Replacement (74416) - The Department of Public Works recommends appropriating $100,000 in Private Capital to this project and increasing the budget by a like amount. This was a condition of development at 380 Cordova Street for the replacement of a pre-cast concrete signal pole with a new pole, removal and upgrade of existing pedestrian push buttons, conduit, concrete, and detection cameras.

7. Parking Lot Improvements at City Facilities FY 2024 - 2028 (71927) - The Department of Public Works recommends appropriating $62,000 in Library Fund to this project and increasing the budget by a like amount. This appropriation will fully fund the Lamanda Park Library parking lot resurfacing project at a total estimated project cost of $222,000. The scope of work includes reconstruction of the parking lot, installation of ADA compliant ramps, walkway improvements and irrigation and drainage upgrades in connection to the existing library building. This project will be completed in FY 2024.

8. Central Park - Lawn Bowling Clubhouse Retrofit - Design Phase (78091)- The Department of Public Works recommends appropriating $15,000 in Residential Impact Fees to this project and increasing the budget by a like amount. The original construction documents for this historic building cannot be located. As such, additional building and site investigation work needs to be completed to identify as built conditions to move forward with design and engineering work. This appropriation will pay for this additional work and ensure the historical integrity of the facility is maintained.

Amendments to FY 2024 CIP Budget
October 23, 2023

9. Lake Ave Traffic and Pedestrian Safety Enhancements from Mountain St to Maple Ave (75105) - The Department of Transportation recommends appropriating $9,938,000 in ATP Cycle 6 grant funds to this project and increasing the budget by a like amount. In addition, staff recommends expanding the scope of this project from "design phase" to both design and construction. This grant was awarded to the City for final design and construction of pedestrian and safety enhancements for the North Lake Avenue corridor from just north of Maple Street to Mountain Street. Design will begin in FY 2024.

10. Installation of Pedestrian Hybrid Beacon at Washington Blvd and Hudson Ave (75512) - The Department of Transportation recommends appropriating $357,210 in HSIP Cycle 11 grant funds and increasing the budget by a like amount. This grant was awarded to the City towards construction of the hybrid beacon at this location. Design will be completed in FY 2024.

11. Pedestrian Crossing Enhancements Program FY 2021-2025 (75112) -The Department of Transportation recommends appropriating $4,200 in HSIP Cycle 10 grant funds, $249,120 HSIP Cycle 11 grant funds, $236,148 in Metro Measure M Multi-Year Subregional Plan (Measure M MSP) grant funds, and $21,830 in Traffic Reduction Fees to this project for a total appropriation of $511 ,298. Staff requested and was awarded an increase in the HSIP Cycle 10 amount from $244,500 to $248,700 for the installation of rectangular rapid flashing beacons (RRFBs) at three locations. The HSIP Cycle 11 grant is for the implementation of additional crosswalk improvements on Cordova Street at Michigan Avenue and on Green Street at Michigan Avenue, and the Measure M MSP grant is for additional RRFBs at locations to be determined. This work will begin in FY 2024.

12. Transportation System Safety Enhancements Project FY 2021-2025 (75115) -The Department of Transportation recommends appropriating $397,710 in HSIP Cycle 11 funds to this project and increasing the budget by a like amount. This grant is for the installation of retroreflective backplates and near side signal heads on existing traffic signals to improve safety and visibility of the signals at the following corridors: Fair Oaks Avenue, Walnut Street, Lake Avenue, Glenarm Street, California Boulevard, and Washington Boulevard. This work will begin in FY 2024.

13. Traffic Signal at Del Mar Blvd and Michigan Ave (75211) -The Department of Transportation recommends appropriating $683,000 in Metro Measure M Multi-Year Subregional Plan (Measure M MSP) funds to this project. These funds were awarded to the City by the LA Metro Board as part of the Arroyo Verdugo Subregion Measure M MSP Five-Year Plan. These funds are for construction of the traffic signal at this location. Design will continue in FY 2024.

14.1n8tallation of Traffic Signal and Curb Extensions at Sierra Bonita Ave and Orange Grove Blvd (75134) -The Department of Transportation recommends

Amendments to FY 2024 CIP Budget
October 23, 2023

appropriating $837,923 in Metro Measure M Multi-Year Subregional Plan (Measure M MSP) funds to this project. These funds were awarded to the City by the LA Metro Board as part of the Arroyo Verdugo Subregion Measure M MSP Five-Year Plan. These funds are for construction of the traffic signal at this location. Design will begin in FY 2025.

15. Adaptive Traffic Control Network Phase II (75095) - The Department of Transportation recommends appropriating $15,983 in Traffic Reduction Fees to this project and increasing the budget by a like amount. The budget shortfall is due to additional staff time needed to complete this project. This appropriation will allow this project to be closed.

16. Hydrogen Fueling Station (75133) - The Department of Transportation recommends appropriating $5,027,372 in Proposition C - Local Return Fund, and $1,240,768 in Proposition A - Local Return Fund to this project for a total appropriation of $6,268,140.

This appropriation will fully fund this project.

COUNCIL POLICY CONSIDERATION:

All of the above projects and actions address City Council's goals to maintain fiscal responsibility and stability and improve, maintain, and enhance public facilities and infrastructure.

ENVIRONMENTAL ANALYSIS:

CEQA excludes from environmental analysis those actions that are not "projects" as defined by State CEQA Guidelines Section 15378. That section excludes from the definition of "project" the creation of government funding mechanisms and fiscal activities which do not yet commit the lead agency to any specific project, and also excludes organizational or administrative governmental activities that do not result in physical changes to the environment. The actions proposed herein are budgetary and part of the City's normal administrative process as it takes early steps to prepare for the possibility of undertaking a project, and therefore they are not yet "projects" as defined by CEQA. As the City becomes more certain it will undertake one of the projects, and before it commits itself to the project, the appropriate environmental analysis will be conducted and brought to the appropriate City body for approval.

Amendments to FY 2024 CIP Budget
October 23, 2023

FISCAL IMPACT:

The carry forwards totaling $565,075 and the proposed budget amendments totaling $24,361,318 will increase the FY 2024 CIP Budget by $24,926,393. Most of the budget amendments totaling $17,194,685 are appropriations of Federal, State and County grants. The specific funding sources for the carry forwards and budget amendments are listed on Attachment A and B respectively.

Respectfully submitted,
T0NY OLfVIOS, P.E.

Director of Public Works
Prepared by:

Phylli^Hallowell
Management Analyst V
Approved by:

MIGUEL MARQUEZ
City Manager
Attachment A - Carry-Forward Items to FY 2024 - 2028 CIP Budget Attachment B -Amendments to the FY 2024 - 2028 CIP Budget

Attachment A
Carry Forwards from FY 2020 to FY 2021 CIP Budget
5 Year Phase Transfers
Project/Fund SourceAppropriations
Through
FY 2024
ChangesRevised
Appropriation
1Annual Sewer System Improvements & Capacity Upgrades FY 2022-2026(76918)
Sewer Facility Charge
Sewer Fund
Total
Annual Sewer System Improvements & Capacity Upgrades FY 2021 (76916)
Sewer Facility Charge
Sewer Fund
Total
3,500,000
0 3,500,000
1,500,000
100,000
1,600,000
207,240
100,000
307,240
(207,240)
(100,000)
(307,240)
3,707,240
100,000
3,807,240
1,292,760
0 1,292,760
2Street Lighting Program FY 2024 -2028 (74422)
Gas Tax
Street Occupancy Rental Fees
Total
Street Lighting Program (74413)
Gas Tax
Street Occupancy Rental Fees
Total
200,000
0 200,000
790,489
122,053
912,542
135,782
122,053
257,835
(135,782)
(122,053)
(257,835)
335,782
122,053
457,835
654,707
0 654,707
Total Carry-Forward / Re-appropriation565,075

Attachment B
Amendments to the FY 2024 -2028 CIP Budget
Project/Fund Source
Appropriations
Through FY
2024Changes
Revised
Appropriation
1Brookside Park Stormwater Capture Project - Design
Phase (76294)
Measure W - Safe, Clean Water Program Grant
Total
0 0
2,198,612
2,198,612
2,198,612
2,198,612
2Eaton Wash Stormwater Capture Project - Design
Phase (76295)
Measure W - Safe, Clean Water Program Grant
Total
0 0
2,292,762
2,292,762
2,292,762
2,292,762
3Building Maintenance FY 2021 - 2025 (71903)
Private Capital
Building Preventive Maintenance Fund
Charter Capital
General Fund
Total
101,272
6,590,027
475,000
575,000
7,741,299
3,277
0 600,000
603,277
104,549
6,590,027
475,000
1,175,000
8,344,576
4Street Lighting Program FY 2024 - 2028 (74422)
Gas Tax
Street Occupancy Rental Fees
Private Capital
Total
335,782
122,053
0 457,835
0 0
42,221
42,221
335,782
122,053
42,221
500,056
5Street Lighting Program (74413)
Private Capital
General Fund
Federal Highway Administration Grant
Gas Tax
Total
221,311
26,024
73,386
654,707
975,428
38,182
0 0
0 38,182
259,493
26,024
73,386
654,707
1,013,610
6Concrete Traffic Signal/Street Lighting Pole
Replacement (71927)
Private Capital
Gas Tax
Measure M
Street Occupancy Rental Fees
Total
0 150,000
50,000
250,000
450,000
100,000
0 0
0 100,000
100,000
150,000
50,000
250,000
550,000
7Parking Lot Improvements at City Facilities FY 2024 -
2028(71927)
Library Fund
Total
160,000
160,000
62,000
62,000
222,000
222,000
8Central Park - Lawn Bowling Clubhouse Retrofit -
Design Phase (78091)
Residential Impact Fee
Total
200,000
200,000
15,000
15,000
215,000
215,000

Attachment B
Amendments to the FY 2024 -2028 CIP Budget
Project/Fund Source
Appropriations
Through FY
2024Changes
Revised
Appropriation
9Lake Ave Traffic and Pedestrian Safety
Enhancements from Mountain St to Maple Ave
(75105)
Active Transportation Program Cycle 6
Traffic Reduction Fee
Total
0 205,532
205,532
9,938,000
0 9,938,000
9,938,000
205,532
10,143,532
10Installation of Pedestrian Hybrid Beacon at
Washington Blvd and Hudson Ave (75512)
HSIP Cycle 11
Commercial Development Fees
Measure M MSP
Traffic Reduction Fee
Total
0 14,000
500,000
46,000
560,000
357,210
0 0
0 357,210
357,210
14,000
500,000
46,000
917,210
11Pedestrian Crossing Enhancements Program FY
2021-2025(75112)
HSIP Cycle 10
HSIP Cycle 11
Traffic Reduction Fees
Metro Measure M Multi-Year Subregional Plan
Reserve for Key Projects
Gas Tax
Community Development Block Grant
Total
244,500
0 175,000
0 38,645
75,000
213,786
746,931
4,200
249,120
21,830
236,148
0 0
0 511,298
248,700
249,120
196,830
236,148
38,645
75,000
213,786
1,258,229
12Transportation System Safety Enhancements Project
FY 2021-2025 (75115)
HSIP Cycle 11
Civic Center Parking Meter Fund
Gas Tax
Traffic Reduction Fee
Total
0 100,000
50,000
75,000
225,000
397,710
0 0
0 397,710
397,710
100,000
50,000
75,000
622,710
13Traffic Signal at Del Mar Blvd and Michigan Ave
(75211)
Metro Measure M Multi-Year Subregional Plan
American Rescue Plan Act (ARPA)
Total
0 83,000
83,000
683,000
0 683,000
683,000
83,000
766,000
14Installation of Traffic Signal and Curb Extensions at and Beyond Sierra Bonita Ave and Orange Grove
(75134)
Metro Measure M Multi-Year Subregional Plan
Total
0 0
837,923
837,923
837,923
837,923

Attachment B
Amendments to the FY 2024 -2028 CIP Budget
Project/Fund Source
Appropriations
Through FY
2024Changes
Revised
Appropriation
15Adaptive Traffic Control Network Phase II (75095)
Traffic Reduction Fee
MTA Grant - Proposition C
Total
414,353
1,657,413
2,071,766
15,983
0 15,983
430,336
1,657,413
2,087,749
16Hydrogen Fueling Station (75133)
Proposition A - Local Return
Proposition C - Local Return
EnergiZE Grant
Transit Intercity Rail Capital Program Grant
Total
62,500
187,500
3,355,860
6,126,000
9,731,860
1,240,768
5,027,372
0 0
6,268,140
1,303,268
5,214,872
3,355,860
6,126,000
16,000,000
Net Changes 24,361,318
Total Grant Appropriations 17,194,685

NEW BUSINESS
ITEM 8

8. DI

RECTION REGARDING AMENDMENTS TO THE
CITY’S CHARTER RELATED TO THE GENERAL FUND

TRANSFER FROM THE ELECTRIC UTILITY

NEW BUSINESS
ITEM 9

9. DIR

ECTION REGARDING AMENDMENTS TO THE
CITY’S CHARTER AND MUNICIPAL CODE RELATED TO

PROCUREMENT

NEW BUSINESS
ITEM 10

10. ALTERNATE PROJECT DELIVERY METHODS

Attachment A - Project Delivery Approach Comparison

INFORMATION ONLY
ITEM 11

11. INTERNAL AUDIT STATUS UPDATE

Office of the City Manager

October 23, 2023

TO: Finance/Audit Committee

FROM: Ruthe Holden, Internal Audit Manager

SUBJECT: Internal Audit Status Update

Recommendation:

This report is for information only.

Background:

The Institute of Internal Auditors International Standards for the Professional Practice of Internal Auditing (Standards) requires the Internal Audit Manager to periodically report to the Finance/Audit Committee and Senior Management on the internal audit activity’s performance relative to its plan. This status update to the Finance/Audit Committee includes the status of progress to the approved audit plan, discussion of external audits received by the City, status of all open audit recommendations, a summary of fraud hotline issues, results of the internal and external quality assessments, and the periodic communications required by the auditing standards.

Status of the Internal Audit Plan

The Audit Committee approved the 2-year Internal Audit Plan for fiscal years 2022 and 2023 at the October 25, 2021 meeting. Institute of Internal Auditors’ Audit Standard 2010 requires that the Internal Auditor must establish a risk-based audit plan that determines the priorities of the internal audit activity, consistent with City goals. The audit plan with the status of each audit is included in Attachment A. The completed and in-process audits are summarized below:

Internal Audit Status Update
October 23, 2023

A. Completed Projects:

High Risk Inventory Audit
This audit was part of our FY2022-23 audit plan, based on recommendations and corrective actions taken from prior external audits of city inventory practices. The audit report was issued July 31, 2023 and presented to the Finance/Audit Committee on August 28, 2023. The scope of this audit included controlled substances maintained on rescue ambulances in the Fire Department, laptops, desktops and radios procured and distributed by the Department of Information Technology (DoIT) and firearms and ammunition maintained by the Police Department. We identified 8 issues that need to be addressed and 18 recommendations associated with those findings.

Informal Review of Water and Power’s IRP Survey process At the request of the City Manager, Internal audit conducted a review of the public survey released by Pasadena Water and Power (PWP) staff on February 22, 2023. Our review focused on three objectives: 1) the process and methodology used to develop the survey; 2) whether any outside influence affected the survey development; and 3) how many people opened and responded to the survey.

Based on our review, Internal Audit found that the development of the survey was rushed, and it appears there was insufficient time for appropriate review and vetting of survey questions. Based on our document review and interviews, PWP employees were solely responsible for the development and release of the 2023 public survey. We found no evidence of external influence from non-PWP energy industry personnel, elected officials, members of the community, or any other non-PWP staff relating to the 2023 public survey or the questions asked therein. The survey was posted online for less than 24 hours, during which 33 responses were received.

B. On-going audits

1. Program Audit of Pasadena’s role as Designated Administrator to implement the WIOA program. This audit has been outsourced to TAP, International, a woman owned firm with offices in Pasadena, CA. The objectives of the audit are as follows:
a. Are internal controls designed to promote compliance with the key financial provisions of the joint powers agreement (JPA), City of Pasadena policies and procedures and grant accounting requirements? b. Are internal controls designed to promote compliance with the requirements in its role as administrator and provider of services as outlined in the JPA and other relevant governance documents? c. Is the Career Services Division implementing its programs and services consistent with the vision and intentions outlined in the Local Plan for program years 2021 – 2024?

Internal Audit Status Update
October 23, 2023

2. Informal Review of Fraud Hotline Complaint
At the request of the City Manager, Internal Audit conducted a review of a complaint alleging information provided to City Council at the July 31, 2023 meeting was not accurate or complete. The scope of the review was to determine if the agenda report and presentation to Council contained information that was both accurate and complete. Based on the review, the hotline complaint does not appear to have any merit. The allegation appears to be based on miscommunication or misunderstanding of statements made.

3. Informal Review of Public Art Procurement Process at Robinson Park At the request of the City Manager, Internal Audit is in the process of conducting a review of the procurement process for art that will be installed at Robinson Park. This review is in the planning stage and the final scope and objectives will be made prior to conducting fieldwork.

External Audits Received by the City

Periodically the City is audited by external agencies such as the County of Los Angeles, U.S. Department of Housing and Urban Development, Los Angeles County Metro and the California State Auditors for compliance to grants and other legislated mandates.

There following reports were received during the year ended June 30, 2023:

1. Public Health – Los Angeles County Program Review of Contract Number PH002516/PH004980 Children’s Health Outreach, Enrollment, Utilization, and Retention Services

Additional projects worked on this year

DoIT Asset Transfer Process
Internal Audit worked with DoIT on reviewing internal controls on their revised process for managing the assignment of assets to end-users.

Open Audit Recommendations

The open audit recommendation report contains audit recommendations from prior audits where the corrective action has not yet been completed. The June 30, 2023 report contains 26 open recommendations from 11 audit reports.

At the beginning of the year, there were 19 open audit recommendations. During this period ended June 30, 2023, 1 audit recommendation was completed by departments and 8 recommendations were added from reports issued during the year.

There are 26 open audit recommendations as of June 30, 2023 from the following audits:

Internal Audit Status Update
October 23, 2023

# of Open Audit
Recommendations
Audit Report
1 Consolidated Matrix of Recommendations made by
KPMG, the Citizen’s Task Force and Management
Partners 2015 reports regarding steps to enhance
Operational and Financial Oversight
2 MGO Fraud Risk Assessment Phase 3
2 Audit of the City’s Vendor Master File Maintenance and 1099 Processes
2 Public Health Contract Compliance Review
1 JRCC Internal Controls Review
2 Operational Audit of Parking Garage Operators
1 Audit of City Cash Handling, Petty Cash & Pcard
Programs
3 Grants Management Audit
4 Audit of City’s Ethics Policies and Processes
7 Audit of High-Risk Inventory
1 Program Review of Emergency Preparedness & Response
Services Contract
26 Total

The details on the status of all open audit recommendations are included in Appendix B.

Internal Quality Assessment

The International Standards for the Professional Practice of Internal Auditing (IIA Standards) require that an annual internal quality self-assessment evaluating compliance to the audit standards be completed by the Internal Audit division. The IIA Standards also require the findings be reported to Senior Management and the Audit Committee. The annual self-assessment was completed on October 17, 2023 and is included as Appendix C in this report.

Additional Required Communications

A. Internal Audit Framework

Internal Audit Status Update
October 23, 2023

The IIA Standards requires that Internal Audit review our Internal Audit Framework periodically, present it to management and obtain Audit Committee approval.

The Internal Audit Framework was originally presented and approved by the Finance/Audit Committee on January 25, 2016. A revised Internal Audit Framework was presented and approved at the September 24, 2018 and the August 20, 2020 Audit Committee meetings. The Internal Audit Framework was reviewed this year to verify it still complies with IIA Standards and is attached in Appendix D.

B. Independence of Internal Audit Activity
The IIA Standards requires that Internal Audit report annually on our organizational independence. Organizational independence is achieved if the Internal Audit Manager reports to a level within the City that allows the internal audit activity to fulfill its responsibility.

Consistent with the Internal Audit Framework, Internal Audit reports to the City Manager through the Deputy City Manager. Therefore, we are organizationally independent and in compliance with this standard.

C. Resource Requirements
The IIA Standards requires the Internal Audit division to communicate the internal audit activity’s plans and resource requirements to the Senior Management and the Finance/Audit Committee. The fiscal year (FY) 2023-2024 Internal audit plan and resource requirements will be presented at a future Finance/Audit Committee meeting.

Internal Audit Status Update
October 23, 2023

Summary of Fraud Hotline Issues

There were 37 issues reported to the Fraud Hotline for the year ended June 30, 2023; investigations were completed for 33 complaints as of June 30, 2023. Of the 37 complaints, 11 were received from our voicemail line; one was sent by letter, one was an in-person complaint and 20 were submitted online.

Based on the complaints received during the quarter, the following departments were asked to investigate and resolve the new complaints:

 City Attorney – 7
 City Clerk – 2
 Finance – 2
 Housing - 2
 Human Resources – 9
 Internal Audit – 7
 Public Health - 1
 Transportation - 1
 Public Works - 2

The following chart depicts the number of days on average it takes to investigate and close fraud hotline complaints.

Attachments: (4)
Appendix A: Status of Progress on Internal Audits as of June 30, 2023 Appendix B: Status of Open Audit Recommendations as of June 30, 2023 Appendix C: Internal Quality Self-Assessment dated October 17, 2023 Appendix D: Internal Audit Framework

APPENDIX A: STATUS OF PROGRESS ON INTERNAL AUDITS

Title Audit Objective Area Status

1. Audit of High-Risk
Inventory
To determine if high-risk inventory items
such as controlled substances, weapons,
and valuable assets are adequately
managed in accordance with City policy
and best practices.

Information Technology
Fire
Police
Completed
July 31, 2023

2. Program Audit of
Pasadena’s role as
Designated Administrator
to implement the WIOA
program
Evaluate program’s internal controls to
promote compliance to JPA, policies and
procedures, grant accounting requirements
and requirements in its role as
administrator and provider of services.

Evaluate implementation of programs and
services consistent with vision and
intentions outlined in the Local Plan for
program years 2021 – 2024.

Economic Development Draft audit report in
process

Expected completion:

December 31, 2023

Outsourced: TAP
International

3. Review of PWP’s
February 2023 Public
Survey Process
This review was conducted at the request of
the City Manager. The review focused on
three objectives: 1) the process and
methodology used to develop the survey; 2)
whether any outside influence affected the
survey development; and 3) how many people
opened and responded to the survey.

Water & Power Completed
March 23, 2023

APPENDIX A: STATUS OF PROGRESS ON INTERNAL AUDITS

4. Audit of Fleet
Management Practices
Reviewing City policies and procedures
and internal controls related to vehicle

acquisition, reassignment, and disposal,
monitoring of fuel consumption, and
vehicle repair and maintenance.

Public Works
Water & Power

Not Started

Expected start date
FY23/24

5. Informal Review of
Fraud Hotline Complaint
Determine if information presented to City
Council on July 31, 2023 was accurate and
compete
Pasadena Rental Housing
Board
In Process

6. Informal Review of
Procurement Process for
art installation at
Robinson Park
Determine if procurement process was
bias-free and complied with City policies,
procedures and Municipal Code
Planning and Community
Development
In Process

7. Audit of Accounts
Payable Process
To evaluate the accounts payable process
to determine that vendors are paid timely,
duplicate invoices are not paid. Review
Special Handling Request Forms to assess
process, procedures and actual practices.

Finance and all other City
Departments
Not started

To be Outsourced

APPENDIX A: STATUS OF PROGRESS ON INTERNAL AUDITS

8. IT Risk Assessment To assess the information technology (IT) related risks within the levels of risk
tolerance set by the city. IT risk addresses
the ability to deliver the IT services that
enable the City to perform its operations.

DoIT
Water & Power
Not Started

To be Outsourced

9. Follow up on
Implementation of High-Risk
Audit Recommendations
Selectively follow up on department’s
implementation of high-risk
recommendations to ensure the

underlying risk/issue has been
successfully implemented
Prior audit report
recommendations
Not Started

Expected start date
FY23/24

10. Payroll/VTI & Telestaff
Audit
Review the internal controls and
processes for the new payroll and
timekeeping systems.

All City Departments Not Started

To be co-sourced

11. Building & Safety
Inspections
Review policies and processes in
place to ensure existing buildings &
new construction are inspected in
accordance with state and local
requirements
Planning
Fire
Other Departments - tbd
Not Started

Expected start date
FY23/24

12. Audit of Management
of Minors & Vulnerable
populations at City facilities
To verify that current City practices and
policies are compliant with best practices
to ensure that minors and other
vulnerable populations are adequately
protected at City facilities.

Library & Information Services
Parks, Recreation &
Community Services
Police
Other departments - tbd
Not Started

Expected start date
FY23/24

13. Audit of Citywide
Succession Planning
To verify the effectiveness of City
succession planning processes to ensure
smooth transitions in City departments
Human Resources
All City Departments
Not Started

Expected start date
FY23/24

APPENDIX A: STATUS OF PROGRESS ON INTERNAL AUDITS

Consulting Activities

1. Fraud Hotline Monitoring,
Maintenance, and Marketing
Continuous monitoring,
response/referral, and maintenance of
fraud allegations reported to the City’s
telephone hotline and online reporting
database. Additionally, distribute
materials to promote fraud hotline and
awareness.

Citywide Ongoing

2. System Implementation
Advisory Reviews
Providing ad hoc internal control
reviews/discussions of ongoing system
implementation plans including Land
Management System/EnerGov, - Water
and Power Customer Information
System (CIS), and other department
systems that collect revenue or process
financial transactions. Anticipate
additional
implementation projects
during the year.

Citywide Ongoing

3. Other Ongoing Consultation
Activities
Providing ad hoc advisory services for
management including internal control
reviews, process reviews, formal
training, and other value-added services.

Citywide As needed/based on
availability

Appendix B: Status of Open Audit Recommendations as of June 2023 Department Beginning of Quarter
July 2022 Added Completed Qtr
June 2023
Total Open
Recommendations In-Progress Not Started
City Clerk 0 0
City Attorney 0 0
City Manager 2 2 1 1
Internal Audit 1 1 1
Finance 6 1 5 5
Fire 0 1 1 1
Housing 0 0
Human Resources 3 3 3
Information Technology 0 5 5 5
Library & Information Services 2 2 2
Parks, Recreation & Community Services 1 1 1
Planning &
Community Development 0 0
Police 0 1 1 1
Public Health 2 1 3 3
Public Works 0 0
Transportation 2 2 2
Water & Power 0 0
Total 19 8 1 26 24 2
Risk Ranking Criteria High Medium Low
Potential significant
financial/operational
losses to the City
Weakness that
could cause
moderate losses to
the City
Control
weaknesses exist
but are mitigated
by other controls
Significant internal
control weaknesses
that are Citywide or
affect a department’s
operations.

Internal control
weaknesses at a
division or unit
level or non-
compliance with
Citywide policies
Controls which, if
eliminated or re-
engineered, would
benefit
productivity or
effectiveness
Significant violation of
laws, regulations or
Municipal
Code/Ordinance
Non-compliance
with grant
requirements or
other contractual
agreements
Opportunities for
process
improvements or
increased
efficiencies
Total for this quarter 17 9
1 of 1

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
1 H
Finance
Information
Technology
Audit of the City's Vendor
Master File Maintenance and
1099 Processes
10/29/2018
ISSUE: ACCESS TO VENDOR MASTER FILE NEEDS STRENGTHENING RECOMMENDATION- In addition to the process developed by Finance and DoIT for reviewing and granting access rights, the Director of Finance or his designee should also:

Require specific procedures to request written Finance Director approval for system administrator roles and/ or otherwise conflicting roles. Additionally, employees granted System Administrator rights should be monitored on a periodic basis to ensure their access is still appropriate.

CORRECTIVE ACTION- The Finance Director agrees to work with DoIT to periodically review existing user access rights and develop procedures for authorizing system administrator or otherwise conflicting roles. The Finance department is working with DoIT to develop a procedure for removing access rights due to employee separation or transfer.

The Information Technology Director agrees that the implementation of the recommendations will strengthen the internal controls associated with these functions and processes. In addition, the test users in the production database have been deactivated.

STATUS: Some progress has been made in terms of documenting the removal of DoIT permissions at the same time as separation forms are completed. There is a current project on DoIT's workplan to develop an electronic system to track user permissions and signature authorities. 12/31/2023 In Process
2 H Human
Resources
Audit of the City's Vendor
Master File Maintenance and
1099 Processes
10/29/2018
ISSUE: POTENTIAL CONFLICT OF INTEREST INFORMATION NOT COLLECTED RECOMMENDATION: The Director of Human Resources or her designee should:

Consult with the City Attorney’s Office and Director of Finance, if needed, to review and determine which City employee-affiliated active vendors require an official IRS SS-8 determination.

CORRECTIVE ACTION: A meeting will be scheduled with the City Attorney's Office and Department of Finance, if needed, to determine which City employee-affiliated active vendors require an official IRS SS-8 determination.

STATUS: HR & Finance staff will meet to review the current list of City employee-affiliated vendors. 12/31/2023 In Process

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
3 H
Parks,
Recreation &
Community
Services
JRCC Internal Controls Review 6/25/2018
ISSUE: OUTSIDE AGENCIES USING CITY FACILITIES WITHOUT FORMAL

AGREEMENTS
RECOMMENDATION: Identify all outside agency service providers and groups that are informally using JRCC and other HSRD facilities, and determine if the use is appropriate based on City policy and goals and work with the City Attorney's office to formalize the use of City facilities and resources with a written agreement authorized by the City Manager, City Council, or other appropriate authority.

CORRECTIVE ACTION: The HSRD has identified all external agency agreements as well as those agencies without agreements for all Centers. One such agency has already left the JRCC. HSRD will set up a timeline to work with the various departments to prepare and execute the required agreements.

STATUS: The Department has developed a comprehensive list of its external agency agreements. (41 total) Staff is working with the City Attorney's office and Real Property Manager to renew 4 expired contracts.
12/31/2023 In Process
4 H Finance Audit of City Cash Handling,
Petty Cash & Pcard Programs 3/5/2020
ISSUE: UPDATE AND COORDINATE FINANCIAL POLICIES SO THEY ARE

CONSISTENT
RECOMMENDATION: The Director of Finance should review and reconcile citywide petty cash, purchasing card, and other applicable financial policies to ensure they are consistent in what expenses are appropriate and/or inappropriate uses of City funds, and the appropriate level of supporting documentation that should be provided for these purchases.

CORRECTIVE ACTION: The Finance Department concurs with the recommendation and a comprehensive review of all policies related to petty cash, purchasing cards and other financial transactions has been completed. Revised policies were distributed in early March 2020.

STATUS:

The petty cash policy was reviewed, and updated. The purchasing handbook purchasing card section was updated, needs to be reviewed by Finance Management and posted on City Net. 12/31/2023 In Process
5 H Finance Grants Management Audit -
Moss Adams 11/26/2019
ISSUE: THE CITY NEEDS TO DEVELOP AND IMPLEMENT A COMPREHENSIVE

GRANTS MANAGEMENT PROGRAM
RECOMMENDATION: Develop and implement comprehensive grant administration P&Ps (specifically for Public Works and City-wide) to provide guidance to personnel responsible for managing grants on the City’s behalf.

CORRECTIVE ACTION: Finance will develop and implement Citywide P&Ps that will include Department specific guidance where unique guidance is required for certain departments, including Public Works.

STATUS:

This project has been delayed as the staff responsible for this are the same staff managing all the FEMA reimbursement requests related to COVID along with the Controller position being vacant for much of the year.
12/31/2023 In Process

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
6 H Finance Grants Management Audit -
Moss Adams 11/26/2019
ISSUE: THE CITY NEEDS TO DEVELOP AND IMPLEMENT A COMPREHENSIVE

GRANTS MANAGEMENT PROGRAM
RECOMMENDATION: Create a grant management and administration training program to provide in-depth guidance for employees involved in grant functions. Training should cover all aspects of the new Grant Administration P&Ps to give employees the tools to ensure compliance.

CORRECTIVE ACTION: In conjunction with new P&Ps Finance will facilitate training for all employees involved in grant functions.

STATUS: Training and work on this has continued. Due to the turnover in both grant accounting staff and staff in program areas, this item will remain as open through the closing of FY23 to evaluate if additional work is required.
12/31/2023 In Process
7 H Finance Grants Management Audit -
Moss Adams 11/26/2019
ISSUE: THE CITY NEEDS TO DEVELOP AND IMPLEMENT A COMPREHENSIVE

GRANTS MANAGEMENT PROGRAM

RECOMMENDATION
: Develop a Citywide comprehensive tracking report and related procedures to track all open grant-funded projects including their current status, percentage of completion, milestones, deadlines, grant expiration date, expenditures to date, and remaining funds. Project managers should be required to populate this information on a regular basis, and monitoring should occur to ensure delays are identified and addressed timely.

CORRECTIVE ACTION: This will be accomplished either as reporting tools of the Munis Grant Accounting Module, another grant accounting module, or a database maintained by Finance which will include the stated and needed information.

STATUS: During the Single Audit for FY21, some areas of improvement have been identifies, so this item will remain open to ensure we follow-up on those areas. 12/31/2023 In Process
8 H Human
Resources
Audit of City Ethics Policies and
Processes 11/18/2021
ISSUE: MONITORING REQUIRED ETHICS TRAINING
RECOMMENDATION: The City Manager should establish a citywide performance goal for the completion of ethics training. Human Resources should provide department directors with a list of their completion rates and a list of employees who have not completed the required ethics training immediately after the deadline to increase compliance. After providing additional time to Department Directors to improve training completion performance, the Human Resources Director should provide the City Manager with a list of the outstanding employees by department for further review and action.

CORRECTIVE ACTION: Human Resources will implement this recommendation to report ethics training completion rates to Directors and the City Manager with the next employee-required training.

STATUS: HR will start this when the next Ethics Training is required to be completed 12/31/2023 In Process

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
9 H City Manager Audit of City Ethics Policies and
Processes 11/18/2021
ISSUE: MONITORING REQUIRED ETHICS TRAINING
RECOMMENDATION: Human Resources should provide department directors with a list of their completion rates and a list of employees who have not completed the required ethics training immediately after the deadline to increase compliance. After providing additional time to Department Directors to improve training completion performance, the Human Resources Director should provide the City Manager with a list of the outstanding employees by department for further review and action.

CORRECTIVE ACTION: The City Manager agrees with this recommendation and establish this performance goal by March 31, 2023
STATUS: Will be added to the next performance goals set with Department Directors 12/31/2023 Not Started
10 H Human
Resources
Audit of City Ethics Policies and
Processes 11/18/2021
ISSUE: ENSURE ETHICS TRAINING MATERIALS ARE CURRENT
RECOMMENDATION: The Director of Human Resources should also periodically review the ethics training prior to its rotation year to ensure it is up to date with any policy or reporting hotline changes, as well as any other relevant information.

CORRECTIVE ACTION: Human Resources staff will review the ethics training video annually starting in 2022 and make any needed changes to ensure it remains up-to-date STATUS: HR will start this when the next Ethics Training is required to be completed 12/31/2023 In Process
11 H City Manager Audit of City Ethics Policies and
Processes 11/18/2021
ISSUE: CONVENE AD HOC COMMITTEE WHEN NECESSARY
RECOMMENDATION: The City Manager should convene an ad hoc review committee with members from Human Resources, City Attorney/Prosecutor, City Clerk, and the City Manager to discuss Form 700 violations and how to best address each situation CORRECTIVE ACTION: The City Manager Agrees with this recommendation and going forward the City will report suspected violations to the Fair Political Practices’ Commission online complaint portal.

STATUS: In Process
12/31/2023 In Process

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
12 H Fire Audit of High Risk Inventory
(A21-COP-01) 7/31/2023
ISSUE: Stronger physical security access to safe.

RECOMMENDATION: The Fire Chief should also research whether there is funding available to purchase safes that assign unique PIN codes to individual users.

CORRECTIVE ACTION: Researching stronger physical controls with various vendors for narcotic storage and diversion. This will be a priority for PFD in FY2024. The new system will use unique pin codes utilizing the City ID card.

STATUS: In Process
12/31/2023
13 H DoIT Audit of High Risk Inventory
(A21-COP-01) 7/31/2023
ISSUE: Stronger oversight to exception process
RECOMMENDATION: The Chief Information Officer should approve any exceptions to DRP policies. Any exemption process granted should also be documented in the DRP policy.

CORRECTIVE ACTION: DRP policies will be updated to require approval by CIO for exceptions to the policy
STATUS: In Process
12/31/2023
14 H DoIT Audit of High Risk Inventory
(A21-COP-01) 7/31/2023
ISSUE: Stronger controls over issuance of assets to employees RECOMMENDATION: The Chief Information Officer should amend DoIT policies and procedures to limit the number of assets that can be assigned to one person. When there are exceptions made to this policy, (i.e., training rooms or labs) DoIT should require a mitigating control such as inventory of assets on a daily/weekly basis. DoIT should also ensure that all assets are assigned to a specific individual and a physical location where the asset is primarily housed and maintained.

CORRECTIVE ACTION: DoIT will advise departments on various technology and non-technical options to ensure inventory of technology assets. DoIT management will incorporate discussions of mitigating controls into the DRP policy. Limiting number of assets assigned to one person and ensuring assets are assigned to a specific individual and physical location has already been implemented.

STATUS: In Process
12/31/2023 In Process
15 H DoIT Audit of High Risk Inventory
(A21-COP-01) 7/31/2023
ISSUE: Stronger controls over issuance of assets to employees RECOMMENDATION: The Chief Information Officer should consider what is a reasonable number of devices a single employee can be assigned at any time and require a department to provide a formal justification for one employee to be assigned more than that number of devices. Device thresholds or exceptions to the thresholds should be documented in DoIT policies.

CORRECTIVE ACTION: This recommendation has been partially implemented. A reasonable number of devices to be assigned to an individual employee is one device per type of device. The DRP policy will be updated with the device threshholds and exception approval process beyond the threshhold.

STATUS: In Process
12/31/2023 In Process

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
16 H DoIT Audit of High Risk Inventory
(A21-COP-01) 7/31/2023
ISSUE: Develop policies and procedures to inventory radios RECOMMENDATION: The Chief Information Officer should develop policies and procedures for a formal inventory process for radios and other portable assets, including routine or random asset count of any high-risk portable items maintained in storage within DoIT facilities.

CORRECTIVE ACTION: Policies and procedures will be updated.

STATUS: In Process
12/31/2023 In Process
17 H Police Audit of High Risk Inventory
(A21-COP-01) 7/31/2023
ISSUE: Stronger controls over firearm suppressors
RECOMMENDATION: Going forward, the Chief of Police should require the firearms training team (or Range Master) to record suppressor serial numbers in the firearms database, noting when they are attached to a firearm or on hand. Serialized suppressors should also be subject to routine inventory/verification counts in the same manner as firearms and incorporated into formal policies and procedures used to audit and account for department firearms.

CORRECTIVE ACTION: When a serialized suppressor is mounted to a firearm the Firearms Training Team/Rangemaster sends the weapons relocation form to the Finance Manager with the serialized suppressor information. The Finance manager enters information into Lucity.

STATUS: In Process
12/31/2023 In Process
18 M Internal Audit Consolidated Matrix 11/23/2015
ISSUE: SURPRISE AUDITS
RECOMMENDATION: 36. Conduct surprise audits: Department Directors should implement a process of surprise operational compliance audits in connection with the Internal Audit function.

Surprise audits can be an important fraud prevention mechanism in deterring potential fraudulent employee behavior. Areas of focus in a surprise should include:
-Accounts Payable: Audit for fictitious vendors, vendors should be researched to ensure that they exist and represent legitimate organization. Red flags include PO Box addresses, missing required vendor set- up documents, or missing vendor data in the system.
-Payroll: Audit for ghost employees on City payroll by reviewing payroll report or W-2s for any unfamiliar names to ensure individuals are actual employees.

CORRECTIVE ACTION: 36A. The City concurs with this recommendation. The Internal Audit Manager will include this in her work plan.

STATUS: Accounts Payable audit has been completed and Payroll audit has been scheduled to start this fiscal year.
12/31/2023 In Process

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
19 M Public Health Contract Compliance Review 4/14/2017 ISSUE: APPROPRIATE COST ALLOCATION
RECOMMENDATION: Recommendation 9: Repay the Division of HIV and STD Programs $7,707, or provide adequate documentation to support the expenditures.

CORRECTIVE ACTION: PPHD disagrees with the recommendation to repay DHSP $7,707. The PPHD will work with DHSP to develop a methodology to document the expenditures, and will work with DHSP or other methods of reconciliation.

STATUS: County and Public Health Department are still working to resolve this recommendation 12/31/2023 In Process
20 M Public Health Contract Compliance Review 4/14/2017 ISSUE: ALLOWABLE EXPENDITURES
RECOMMENDATION: Recommendation 10: City of Pasadena Public Health Department management: repay the division of HIV and STD Programs $123,397.

CORRECTIVE ACTION: PPHD disagrees with the recommendation to repay DHSP of $123,397.

PPHD will work with DHSP to develop a methodology to document the expenditures to repay any excess amounts received.

STATUS: The Pasadena Public Health Department is waiting for a response from LA County. 12/31/2023 In Process

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
21 M Transportation Operational Audit of Parking
Garage Operators 7/19/2019
ISSUE: COMPREHENSIVE LONG-TERM PARKING GARAGE PROGRAM
RECOMMENDATION: Establish a comprehensive parking garage program that includes development of long-term strategies, program goals and objectives, performance benchmarks, processes for routine contract management and administration, and performance monitoring, keeping apprised of current parking technologies, and dedicating staff to perform day-to-day administration.

CORRECTIVE ACTION: Long term approach: DOT will be developing a Parking Strategic Plan that will address both on and off street parking systems as a holistic parking network. The Strategic Plan will define the goals, objectives and purpose of the City's parking system, develop performance benchmarks and will identify strategies for increasing revenue and customer satisfaction. Analysis will include evaluation of modifying parking fee structure, cost/benefit analysis of a single operator overseeing all City garages and cost/benefit analysis of contracting a 3rd party contract administrator.

STATUS: Stakeholders requested additional opportunities for input when presented with plan recommendations, causing the need to increase the contract amount. An agenda report will be coming to council in the fall for the contract increase, and outreach will take place during the fall/winter of 2022.
12/31/2023 In Process
22 M Transportation Operational Audit of Parking
Garage Operators 7/19/2019
ISSUE: COMPREHENSIVE LONG-TERM PARKING GARAGE PROGRAM
RECOMMENDATION: Task the City DoIT with developing a long-term revenue enhancement plan that includes, at a minimum, the revenue options described in this report.

CORRECTIVE ACTION: Long Term Approach: The Strategic Plan shall perform a more exhaustive evaluation of revenue generation opportunities for City Council consideration.

STATUS: Stakeholders requested additional opportunities for input when presented with plan recommendations, causing the need to increase the contract amount. An agenda report will be coming to council in the fall for the contract increase, and outreach will take place during the fall/winter of 2022.
12/31/2023 In Process

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
23 M
Library &
Information
Services
MGO Risk Assessment Phase 3 7/31/2018
ISSUE: LIBRARIANS SHOULD BE TRAINED ON CITY DONATION HANDLING

REQUIREMENTS
RECOMMENDATION: Library Branches- We recommend the Department continuously train employees on the procedures to follow for handling donations, developing policies for handling credit card and confidential information, and developing procedures to ensure all monies collected by library employees are recorded in Tyler Munis to ensure an audit trail is maintained.

CORRECTIVE ACTION: The Department is committed to investigating the feasibility of implementing self-service printing/copying services at all locations. These are currently the only transactions performed by staff that are not recorded in Tyler Munis. We are working with our printing services vendor to install self-service equipment. The timeline for installation is based on prioritizing locations with the highest revenues. All locations have relatively low cash handling for printing and copying services.

STATUS: As of October 2022, it is not yet known when self-service equipment will be installed at the three remaining branches.
12/31/2023 In Process
24 M
Library &
Information
Services
MGO Risk Assessment Phase 3 7/31/2018
ISSUE: APPRAISAL OF VALUABLE INVENTORY
RECOMMENDATION: Appraisal of Valuable Inventory-Central Library and Library Branches-We recommend the Department develop policies to identify, track, maintain, and appraise all of its valuable assets and a physical inventory should be performed periodically.

CORRECTIVE ACTION: The Department will develop practices to track, maintain, and appraise valuable assets, including periodic inventory of those assets.

STATUS: As of October 2022, there are no immediate plans to secure another purchase order for an art appraiser. Due to the closure of Central Library, we do not anticipate project completion until the seismic retrofit is complete.
12/31/2023 In Process
25 M Public Health
Program Review of Emergency
Preparedness and Response
Services Contract #PH-003349
6/15/2023
ISSUE: SUBMIT TIMELY MONTHLY BILLINGS
RECOMMENDATION: Contractor shall make every effort to submit montly billing along with required programmatic report and/or data to County within 45 calendar days after the close of each month.

CORRECTIVE ACTION: In the future, the program staff will continue to make every attempt to submit invoices within 45 days of the close of each month.

STATUS:

In Process
12/31/2023 In Process

Appendix B: Status of Open Audit Recommendations as of June 2023 No. Ranking Department Audit Report Date of the
Report Audit Issue/Recommendation/Corrective Action
Agreed To
Corrective
Action Date
Disposition
Status
26 M DoIT Audit of High Risk Inventory
(A21-COP-01) 7/31/2023
ISSUE: Stronger physical controls in technology storage area RECOMMENDATION: The Chief Information Officer should work with the appropriate departments to identify ways to mitigate the storage cage physical gap and overhead sprinklers to better protect assets in storage from theft or destruction.

CORRECTIVE ACTION: DoIT staff will work with appropriate departments to evaluate cost and effort.

STATUS:

In Process
12/31/2023 In Process

Office of the City Manager
City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774
Date: October 17, 2023
To:

Miguel Marquez, City Manager
Brenda Harvey-Williams, Assistant City Manager
David Reyes, Assistant City Manager
Nicholas Rodriguez, Assistant City Manager
Alex Souto, Deputy City Manager
Fr
om: Ruthe Holden, Internal Audit Manager
Su
bject: Required Annual Internal Self-Assessment of Internal Audit’s compliance to Institute of Internal Auditors’ International Professional Practices Framework (Standards) Executive Summary
As required by Standard 1311, internal assessments must include periodic self-assessments.

Ongoing monitoring is an integral part of the internal audit activity. Periodic assessments are conducted to evaluate conformance with the Definition of Internal Auditing, the Code of Ethics, and the Standards. The principal objectives of the internal quality assessment were to assess the internal audit activity’s conformance to The Institute of Internal Auditors’ (IIA’s) International Standards for the Professional Practice of Internal Auditing (Standards), evaluate the internal audit activity’s effectiveness in carrying out its mission (as set forth in its charter and expressed in the expectations of ABC’s management), and identify opportunities to enhance its management and work processes, as well as its value to City of Pasadena.

OPINION AS TO CONFORMANCE WITH THE STANDARDS
It is my overall opinion that the internal audit activity generally with the Standards and Code of Ethics. For a detailed list of conformance with individual Standards, please see attachment A.

The IIA’s Quality Assessment Manual suggests a scale of three ratings, “Generally Conforms,” “Partially Conforms,” and “Does Not Conform.” “Generally Conforms” means that an internal audit activity has a charter, policies, and processes that are judged to be in conformance with the Standards. “Partially Conforms” means deficiencies in practice are noted that are judged to deviate from the Standards, but these deficiencies did not preclude the internal audit activity from performing its responsibilities in an acceptable manner. “Does Not Conform” means deficiencies

APPENDIX C

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774
in practice are judged to be so significant as to seriously impair or preclude the internal audit activity from performing adequately in all or in significant areas of its responsibilities.

SCOPE AND METHODOLOGY
As part of the preparation for the quality assessment, the internal audit activity prepared advanced documentation with detailed information. The internal audit activity’s risk assessment and audit planning processes, audit tools and methodologies, engagement and staff management processes, and a representative sample of the internal audit activity’s workpapers and reports were also reviewed.

RE
COMMENDATIONS AND OBSERVATIONS: SUMMARY
None noted for this year’s review.

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

ATTACHMENT A
City of Pasadena
Quality Assessment Evaluation Summary
(GC = Generally Conforms, PC = Partially Conforms, DNC = Does Not Conform)

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
Purpose, Authority, and Responsibility

1. Is the internal audit charter a formal document that defines the internal audit activity’s purpose, authority, and responsibility? (1000)
X

2. Is the internal audit charter consistent with the Mission of Internal Audit and the mandatory elements of the International Professional Practices Framework (the Core Principles for the Professional Practice of Internal Auditing, the Code of Ethics, the Standards, and the Definition of Internal Auditing? (1000)
X

3. Is the internal audit charter periodically reviewed by the CAE and presented to senior management and the board for approval with final approval of the internal audit charter residing with the board? (1000)
X

4. Does the internal audit charter establish the position of the internal audit activity within the organization from a functional and administrative perspective? (1000)
X

5. Does the internal audit charter specifically describe the nature of the functional reporting relationship of the CAE to the board? (1000)
X

6. Does the internal audit charter authorize access to records, personnel, and physical properties relevant to the performance of engagements? (1000)
X

7. Does the internal audit charter define the scope of internal audit activities? (1000)
X

8. Is the nature of assurance services provided to the organization defined in the internal audit charter? (1000.A1)
X

9. Is the nature of consulting services provided defined in the internal audit charter? (1000.C1)

X
Recognizing Mandatory Guidance in the Internal Audit Charter

10. Is the mandatory nature of the Core Principles for the Professional Practice of Internal Auditing, the Code of Ethics, the Standards, and the Definition of Internal Auditing recognized in the internal audit charter? (1010)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A

11. Does the CAE discuss the Mission of Internal Audit and the mandatory elements of the International Professional Practices Framework with senior management and the board? (1010)
X
Independence and Objectivity

12. Is the internal audit activity free from conditions that threaten the ability of the internal audit activity to carry out its internal audit and responsibilities in an unbiased manner? (1100)
X

13. Does the CAE have direct and unrestricted access to senior management and the board? (1100)
X

14. Are threats to independence managed at the individual auditor, engagement, functional, and organizational levels? (1100) X

15. Do internal auditors not subordinate their judgment on audit matters to others? (1100)
X

16. Are threats to objectivity managed at the individual auditor, engagement, functional, and organizational levels? (1100) X
Organizational Independence

17. Does the CAE report to a level in the organization that allows the internal audit activity to fulfill its responsibilities? (1110) X

18. Does the CAE confirm to the board, at least annually, the organizational independence of the internal audit activity? (1110) X

19. Does the CAE report functionally to the board? (1110) X

20. Is functional reporting demonstrated by the board approving the internal audit charter? (1110)
X

21. Is functional reporting demonstrated by the board approving the risk-based internal audit plan? (1110)
X

22. Is functional reporting demonstrated by the board approving the internal audit budget and resource plan? (1110)
X

23. Is functional reporting demonstrated by the board receiving communications from the CAE on the internal audit activity’s performance relative to its plan and other matters? (1110) X

24. Is functional reporting demonstrated by the board approving decisions regarding the appointment and removal of the CAE? (1110)
X

25. Is functional reporting demonstrated by the board approving the remuneration of the CAE? (1110)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A

26. Is functional reporting demonstrated by the board making appropriate inquiries of management and the CAE to determine whether there are inappropriate scope or resource limitations? (1110)
X

27. Is the internal audit activity free from interference in determining the scope of internal auditing, performing work, and
communicating results? (1110.A1)
X

28. If interference has occurred, has the CAE disclosed such interference to the board and discussed the implications? (1110.A1) X
Direct Interactions with the Board

29. Does the CAE communicate and interact directly with the board? (1111)
X
Chief Audit Executive Roles Beyond Internal
Auditing

30. Where the CAE has, or is expected to have, roles and/or responsibilities that fall outside of internal auditing, have safeguards been put in place to limit impairments to independence and objectivity? (1112)
X
Individual Objectivity

31. Do internal auditors have an impartial, unbiased attitude and avoid any conflict of interest? (1120)
X
Impairment to Independence or Objectivity

32. Is impairment to independence or objectivity, in fact or in appearance, disclosed in detail to appropriate parties? (1130) X

33. Do internal auditors refrain from assessing operations for which they had responsibility within the previous year? (1130.A1) X

34. Are assurance engagements for functions over which the CAE has responsibility overseen by a party outside the internal audit activity? (1130.A2)
X

35. Where the internal audit activity provides assurance services in areas where it had previously performed consulting services, does the nature of the consulting services not impair objectivity? (1130.A3)
X

36. Is individual objectivity managed when assigning resources to assurance engagements in areas where consulting services had been provided previously? (1130.A3)
X

37. If internal auditors have potential impairments to independence or objectivity relating to proposed consulting services, is disclosure made to the engagement client prior to accepting the engagement? (1130.C2)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774
Se
ction/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
Code of Ethics

38. Does department policy establish the expectation that the internal audit staff will conform to the Code of Ethics requirements? (Code of Ethics)
X

39. Is there evidence that the policy is communicated to and understood by the internal audit activity staff? (Code of Ethics)
X

40. Do internal auditors apply and uphold the principles of integrity, objectivity, confidentiality, and competency? (Code of Ethics) X
Quality Assurance and Improvement Program

41. Has the CAE developed and maintained a QAIP that covers all aspects of the internal audit activity? (1300)
X
Requirements of the Quality Assurance and Improvement Program X

42. Does the QAIP have both internal and external assessment components? (1310)
X
Internal Assessments

43. Is there is evidence of ongoing monitoring of the performance of the internal audit activity? (1311)
X

44. Is there evidence of periodic self-assessments or assessments by other persons within the organization with sufficient knowledge of internal audit practices? (1311)
X
External Assessments

45. Is there evidence that an external assessment has been conducted within the past five years? (1312)
X

46. Is there evidence that the CAE has discussed with the board the form and frequency of the external assessment? (1312)
X

47. Is there evidence that the CAE has discussed with the board the qualifications and independence of the external assessor or assessment team, including any potential conflict of interest? (1312)
X

48. Does the independent assessor or assessment team not have actual or perceived conflicts of interest of the organization to which the internal audit activity belongs? Are they not a part of or under the control of the organization? (1312)
X
Reporting on the Quality Assurance and Improvement Program X

49. Is there evidence that the CAE has communicated the results of the QAIP to senior management and the board? (1320)
X

50. Does disclosure include the scope and frequency of both the internal and external assessments? (1320)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A

51. Does disclosure include the qualifications and independence of the assessor(s) or assessment team, including potential conflicts of interest? (1320)
X

52. Does disclosure include conclusions of assessors? (1320) X

53. Does disclosure include corrective action plans? (1320) X

54. Is there evidence that the CAE has communicated the results of ongoing monitoring annually to senior management and the board? Do results include the independent assessor’s or assessment team’s evaluation with respect to the degree of conformance? (1320) X

55. Is there evidence that the CAE has communicated the results of external assessments to senior management and the board upon completion? Do results include the independent assessor’s or assessment team’s evaluation with respect to the degree of conformance? (1320)
X
Use of “Conforms with the International Standards for the Professional Practice of Internal Auditing”

56. Is it indicated that the internal audit activity “conforms with the Standards for the Professional Practice of Internal Auditing” only if supported by the results of the QAIP? (1321)

X
Disclosure of Nonconformance

57. Is there evidence that when nonconformance with the Code of Ethics or the Standards impacts the overall scope or operation of the internal audit activity, the CAE has disclosed the
nonconformance and the impact to senior management and the board? (1322)
X
Proficiency and Due Professional Care

58. Are engagements performed with proficiency and due professional care? (1200)
X
Proficiency

59. Do internal auditors possess the knowledge, skills, and other competencies needed to perform their individual responsibilities? (1210)
X

60. Does the internal audit activity collectively possess or obtain the knowledge, skills, and other competencies needed to perform its responsibilities? (1210)
X

61. Has the CAE obtained competent advice and assistance when the internal audit staff lacks the knowledge, skills, or other competencies needed to perform all or part of the engagement? (1210.A1)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A

62. Do internal auditors have sufficient knowledge to evaluate the risk of fraud and the manner in which it is managed by the
organization? (1210.A2)
X

63. Do internal auditors have sufficient knowledge of key IT risks and controls and available technology-based audit techniques to perform their assigned work? (1210.A3)
X

64. Does the CAE decline consulting engagements or obtain competent advice and assistance if the internal auditors lack the knowledge, skills, or other competencies needed to perform all or part of the engagement? (1210.C1)

X
Due Professional Care

65. Do internal auditors apply the care and skill expected of a reasonably prudent and competent internal auditor? (1220) X

66. Do internal auditors exercise due professional care by considering the extent of work needed to achieve the engagement’s objectives? (1220.A1)
X

67. Do internal auditors exercise due professional care by considering the relative complexity, materiality, or significance of matters to which assurance procedures are applied? (1220.A1)
X

68. Do internal auditors exercise due professional care by considering the adequacy and effectiveness of governance, risk management, and control processes? (1220.A1)
X

69. Do internal auditors exercise due professional care by considering the probability of significant errors, fraud, or noncompliance? (1220.A1)
X

70. Do internal auditors exercise due professional care by considering the cost of assurance in relation to potential benefits? (1220.A1) X

71. Do internal auditors consider the use of technology-based audit and other data analysis techniques? (1220.A2)
X

72. Are internal auditors alert to the significant risks that might affect objectives, operations, or resources? (1220.A3)
X

73. Do internal auditors exercise due professional care during consulting engagements by considering the needs and expectations of clients, including the nature, timing, and communication of engagement results? (1220.C1)
X

74. Do internal auditors exercise due professional care during consulting engagements by considering the relative complexity and extent of work needed to achieve the engagement’s objectives? (1220.C1) X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A

75. Do internal auditors exercise due professional care during consulting engagements by considering the cost of the consulting engagement in relation to potential benefits? (1220.C1)
X
Continuing Professional Development

76. Do internal auditors enhance their knowledge, skills, and other competencies through continuing professional development? (1230)
X
Managing the Internal Audit Activity

77. Is effective management of the internal audit activity demonstrated by the internal audit activity achieving the purpose and responsibility included in the internal audit charter? (2000) X

78. Is effective management of the internal audit activity demonstrated by the internal audit activity conforming with the Standards? (2000) X

79. Is effective management of the internal audit activity demonstrated by the internal audit activity’s individual members conforming with the Code of Ethics and the Standards? (2000)
X

80. Is effective management of the internal audit activity demonstrated by the internal audit activity considering trends and emerging issues that could impact the organization? (2000)
X

81. Does the internal audit activity:
• consider strategies, objectives, and risks;
• strive to offer ways to enhance governance, risk management, and control processes; and
• objectively provide relevant assurance? (2000)
X
Planning

82. Has the CAE established a risk-based plan to determine the priorities of the internal audit activity, consistent with the organization’s goals? (2010)
X

83. To develop the risk-based plan, does the CAE consult with senior management and the board and obtain an understanding of the organization’s strategies, key business objectives, associated risks, and risk management processes? (2010)
X

84. Does the CAE review and adjust the plan as necessary, in response to changes in the organization’s business, risks, operations, programs, systems, and controls? (2010)
X

85. Is the internal audit activity’s plan of engagements based on a documented risk assessment undertaken at least annually and with consideration of input of senior management and the board? (2010.A1)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A

86. Does the CAE identify and consider the expectations of senior management, the board, and other stakeholders for internal audit opinions and other conclusions? (2010.A2)
X

87. Does the CAE consider accepting proposed consulting engagements based on the engagement’s potential to improve management of risks, add value, and improve the organization’s operations? (2010.C1)
X

88. Are accepted engagements included in the audit plan? (2010.C1) X Communication and Approval

89. Does the CAE communicate the internal audit activity’s plans and resource requirements, including significant interim changes and the impact of resource limitations, to senior management and the board for review and approval? (2020)
X
Resource Management

90. Does the CAE ensure that internal audit resources are appropriate, sufficient, and effectively deployed to achieve the approved plan? (2030)
X
Policies and Procedures

91. Has the CAE established policies and procedures in a form to guide the internal audit activity? (2040)
X
Coordination and Reliance

92. Does the CAE share information, coordinate activities, and consider relying upon the work of other internal and external providers of assurance and consulting services to ensure proper coverage and minimize duplication of efforts? (2050)
X

93. If the CAE relies upon the work of other internal and external providers of assurance and consulting services, is a consistent process for the basis of reliance established? (2050)
X

94. Does the CAE consider the competency, objectivity, and due professional care of the assurance and consulting service providers? (2050)
X

95. Does the CAE have a clear understanding of the scope, objectives, and results of the work performed by other providers of assurance and consulting services? (2050)
X
Reporting to Senior Management and the Board

96. Does the CAE report periodically to senior management and the board on the internal audit activity’s purpose, authority, responsibility, and performance relative to its plan? (2060) X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A

97. Does the CAE report periodically to senior management and the board on the internal audit activity’s conformance with the Code of Ethics and the Standards? (2060)
X

98. Does the CAE report significant risk and control issues, including fraud risks, governance issues, and other matters that require the attention of senior management and/or the board? (2060)

X
External Service Provider and Organizational Responsibility for Internal Auditing

99. When an external service provider serves as the internal audit activity, does the provider make the organization aware that the organization has the responsibility for maintaining an effective internal audit activity? (2070)
X
Nature of Work
100. Does the internal audit activity evaluate and contribute to the improvement of governance, risk management, and control processes using a systematic, disciplined, and risk-based approach? (2100)
X
101. Are internal auditors proactive and do their evaluations offer new insights and consider future impact? (2100)
X
Governance
102. Does the internal audit activity assess and make appropriate recommendations to improve the organization’s governance processes for making strategic and operational decisions? (2110) X
103. Does the internal audit activity assess and make appropriate recommendations to improve the organization’s governance processes for overseeing risk management and control? (2110) X
104. Does the internal audit activity assess and make appropriate recommendations to improve the organization’s governance processes for promoting appropriate ethics and values within the organization? (2110)
X
105. Does the internal audit activity assess and make appropriate recommendations to improve the organization’s governance processes for ensuring effective organizational performance management and accountability? (2110)
X
106. Does the internal audit activity assess and make appropriate recommendations to improve the organization’s governance processes for communicating risk and control information for appropriate areas of the organization? (2110)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774
Se
ction/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
107. Does the internal audit activity assess and make appropriate recommendations to improve the organization’s governance processes for coordinating the activities of, and communicating information among, the board, external and internal auditors, other assurance providers, and management? (2110)
X
108. Does the internal audit activity evaluate the design, implementation, and effectiveness of the organization’s ethics- related objectives, programs, and activities? (2110.A1) X
109. Does the internal audit activity assess whether IT governance of the organization supports the organization’s strategies and objectives? (2110.A2)
X
Risk Management
110. Does the internal audit activity evaluate the effectiveness and contribute to the improvement of risk management processes? (2120)
X
111. Does the internal audit activity determine whether organizational objectives support and align with the organization’s mission? (2120) X
112. Does the internal audit activity determine whether significant risks are identified and assessed? (2120)
X
113. Does the internal audit activity determine whether appropriate risk responses are selected that align risks with the organization’s risk appetite? (2120)
X
114. Does the internal audit activity determine whether relevant risk information is captured and communicated in a timely manner across the organization, enabling staff, management, and the board to carry out their responsibilities? (2120)
X
115. Are risk management processes monitored through ongoing management activities, separate evaluations, or both? (2120) X
116. Does the internal audit activity evaluate risk exposures relating to the organization’s governance, operations, and information systems regarding:
• Achievement of the organization’s strategic objectives? • Reliability and integrity of financial and operational information? • Effectiveness and efficiency of operations and programs? • Safeguarding of assets?
• Compliance with laws, regulations, policies, procedures, and contracts? (2120.A1)
X
117. Does the internal audit activity evaluate the potential for the occurrence of fraud and how the organization manages fraud risk? (2120.A2)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
118. During consulting engagements, do internal auditors address risk consistent with the engagement’s objectives and are they alert to the existence of other significant risks? (2120.C1)
X
119. Do internal auditors incorporate knowledge of risks gained from consulting engagements into their evaluation of the organization’s risk management processes? (2120.C2)
X
120. When assisting management in establishing or improving risk management processes, do internal auditors refrain from assuming any management responsibility by actually managing risks? (2120.C3)
X
Control
121. Does the internal audit activity assist the organization in maintaining effective controls by evaluating their effectiveness and efficiency and by promoting continuous improvement? (2130) X
122. Does the internal audit activity evaluate the adequacy and effectiveness of controls in responding to risks within the organization’s governance, operations, and information systems regarding:
• Achievement of the organization’s strategic objectives? • Reliability and integrity of financial and operational information? • Effectiveness and efficiency of operations and programs? • Safeguarding of assets?
• Compliance with laws, regulations, policies, procedures, and contracts? (2130.A1)
X
123. Do internal auditors incorporate knowledge of controls gained from consulting engagements into evaluation of the organization’s control processes? (2130.C1)
X
Overall Opinions
124. When an overall opinion is issued, does it take into account the strategies, objectives, and risks of the organization and the expectations of senior management, the board, and other stakeholders? (2450)
X
125. When an overall opinion is issued, is it supported by sufficient, reliable, relevant, and useful information? (2450)
X
126. Does an overall opinion communication include the scope including the period to which the opinion pertains? (2450)
X
127. Does an overall opinion communication include scope limitations? (2450)
X
128. Does an overall opinion communication include consideration of all related projects and reliance on other assurance providers? (2450) X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774
Se
ction/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
129. Does an overall opinion communication include a summary of the information that supports the opinion? (2450)
X
130. Does an overall opinion communication include the risk or control framework, or other criteria used as the basis for the overall opinion? (2450)
X
131. Does an overall opinion communication include the overall opinion, judgment, or conclusions reached? (2450)
X
132. Does an overall opinion communication include reasons for the unfavorable overall opinion, if applicable? (2450)
X
Communicating the Acceptance of Risks
133. When the CAE concludes that management has accepted a level of risk that may be unacceptable to the organization, does the CAE discuss the matter with senior management? If the CAE determines that the matter has not been resolved, does the CAE communicate the matter to the board? (2600)
X
Engagement Planning
134. Do internal auditors develop and document a plan for each engagement, including the engagement’s objectives, scope, timing, and resource allocations? (2200)
X
135. Does the plan for each engagement consider the organization’s strategies, objectives, and risks relevant to the engagement? (2200) X
Planning Considerations
136. When planning the engagement, do the internal auditors consider the strategies and objectives of the activity being reviewed and the means by which the activity controls its performance? (2201) X
137. When planning the engagement, do the internal auditors consider the significant risks to the activity’s objectives, resources, and operations, and the means by which the potential impact of risk is kept to an acceptable level? (2201)
X
138. When planning the engagement, do the internal auditors consider the adequacy and effectiveness of the activity’s governance, risk management, and control processes compared to a relevant framework or model? (2201)
X
139. When planning the engagement, do the internal auditors consider the opportunities for making significant improvements to the activity’s governance, risk management, and control processes? (2201)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
140. When planning an engagement for parties outside the organization, do internal auditors establish a written understanding with them about objectives, scope, respective responsibilities, and other expectations, including restrictions on distribution of the results of the engagement and access to engagement records? (2201.A1) X
141. Do internal auditors establish an understanding with consulting engagement clients about objectives, scope, respective
responsibilities, and other client expectations? For significant engagements, is this understanding documented? (2201.C1) X
Engagement Objectives
142. Are objectives established for each engagement? (2210) X 143. Do internal auditors conduct a preliminary assessment of the risks relevant to the activity under review? Do engagement objectives reflect the results of this assessment? (2210.A1)
X
144. Do the internal auditors consider the probability of significant errors, fraud, noncompliance, and other exposures when
developing the engagement objectives? (2210.A2)
X
145. Do the internal auditors ascertain the extent to which management and/or the board has established adequate criteria to determine whether objectives and goals have been accomplished? If adequate, do internal auditors use such criteria in their evaluation? If inadequate, do internal auditors identify appropriate evaluation criteria through discussion with management and/or the board? (2210.A3)
X
146. Do consulting engagement objectives address governance, risk management, and control processes to the extent agreed upon with the client? (2210.C1)
X
147. Are consulting engagement objectives consistent with the organization’s values, strategies, and objectives? (2210.C2) X
Engagement Scope
148. Is the established scope sufficient to achieve the objectives of the engagement? (2220)
X
149. Does the scope of the engagement include consideration of relevant systems, records, personnel, and physical properties, including those under the control of third parties? (2220.A1) X
150. If significant consulting opportunities arise during an assurance engagement, is a specific written understanding as to the objectives, scope, respective responsibilities, and other expectations reached and are the results of the consulting engagement communicated in accordance with consulting
standards? (2220.A2)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774
Se
ction/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
151. When performing a consulting engagement, do internal auditors ensure that the scope of the engagement is sufficient to address the agreed-upon objectives? If internal auditors develop reservations about the scope during the engagement, are these reservations discussed with the client to determine whether to continue with the engagement? (2220.C1)
X
152. During consulting engagements, do internal auditors address controls consistent with the engagement’s objectives and are they alert to significant control issues? (2220.C2)
X
Engagement Resource Allocation
153. Do internal auditors determine appropriate and sufficient resources to achieve engagement objectives based on an evaluation of the nature and complexity of each engagement, time constraints, and available resources? (2230)
X
Engagement Work Program
154. Do internal auditors develop and document work programs that achieve the engagement objectives? (2240)
X
155. Do work programs include procedures for identifying, analyzing, evaluating, and documenting information during the engagement? (2240.A1)
X
156. Is the work program approved prior to its implementation, and are any adjustments approved promptly? (2240.A1)
X
157. Are work programs in evidence for consulting engagements? (2240.C1)
X
Performing the Engagement
158. Do internal auditors identify, analyze, evaluate, and document sufficient information to achieve the engagement’s objectives? (2300)
Identifying Information
159. Do internal auditors identify information that is sufficient - factual, adequate, and convincing so that a prudent, informed person would reach the same conclusions as the internal auditor? (2310) X
160. Do internal auditors identify information that is reliable - the best attainable information using appropriate engagement techniques? (2310)
X
161. Do internal auditors identify information that is relevant - supports engagement observations and recommendations and is consistent with the objectives for the engagement? (2310)
X
162. Do internal auditors identify information that is useful - helps the organization meet its goals? (2310)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
Analysis and Evaluation
163. Do internal auditors base conclusions and engagement results on appropriate analyses and evaluations? (2320)
X
Documenting Information
164. Do internal auditors document sufficient, reliable, relevant, and useful information to support the engagement results and conclusions? (2330)
X
165. Does the CAE control access to engagement records? Does the CAE obtain the approval of senior management and/or legal counsel prior to releasing such records to external parties, as appropriate? (2330.A1)
X
166. Has the CAE developed retention requirements for engagement records regardless of the medium in which each record is stored? Are these retention requirements consistent with the organization’s guidelines and any pertinent regulatory or other requirements? (2330.A2)
X
167. Has the CAE developed policies governing the custody and retention of consulting engagement records, as well as their release to internal and external parties? Are these policies consistent with the organization’s guidelines and any pertinent regulatory or other requirements? (2330.C1)
X
Engagement Supervision
168. Are engagements properly supervised to ensure objectives are achieved, quality is assured, and staff is developed? (2340) X
169. Is appropriate evidence of supervision documented and retained? (2340)
X
Communicating Results
170. Do internal auditors communicate the results of engagements? (2400)
X
Criteria for Communicating
171. Do communications include the engagement’s objectives, scope, and results? (2410)
X
172. Does the final communication of engagement results include applicable conclusions, as well as applicable recommendations and/or action plans? (2410.A1)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774
Se
ction/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
173. Where appropriate, is the internal auditor’s opinion provided? Does the opinion take into account the expectations of senior management, the board, and other stakeholders, and is it supported by sufficient, reliable, relevant, and useful information? (2410.A1)
X
174. Do internal auditors acknowledge satisfactory performance in engagement communications? (2410.A2)
X
175. When releasing engagement results to parties outside the organization, does the communication include limitations on distribution and use of the results? (2410.A3)
X
176. For consulting engagements, was the form and content of communications appropriate given the nature of the engagement and the needs of the client? (2410.C1)
X
Quality of Communications
177. Are communications accurate - free from errors and distortions, and faithful to the underlying facts? (2420)
X
178. Are communications objective - fair, impartial, and unbiased, and the result of a fair-minded and balanced assessment of all relevant facts and circumstances? (2420)
X
179. Are communications clear - easily understood, and logical, avoid unnecessary technical language, and provide all significant and relevant information? (2420)
X
180. Are communications concise - to the point, and avoid unnecessary elaboration, superfluous detail, redundancy, and wordiness? (2420) X
181. Are communications constructive - helpful to the engagement client and the organization, and lead to improvements where needed? (2420)
X
182. Are communications complete - lack nothing that is essential to the target audience, and include all significant and relevant information and observations to support recommendations and conclusions? (2420)
X
183. Are communications timely - opportune and expedient, and depending on the significance of the issue, do they allow management to take appropriate corrective action? (2420) X
Errors and Omissions
184. If a final communication contained a significant error or omission, has the CAE communicated corrected information to all parties who received the original communication? (2421)
X
Use of “Conducted in Conformance with the International Standards for the Professional Practice of Internal Auditing

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774

Section/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
185. If it is Indicated that engagements are “conducted in conformance with the International Standards for the Professional Practice of Internal Auditing”, is it supported by the results of the quality assurance and improvement program? (2430)
X
Engagement Disclosure of Nonconformance
186. When nonconformance with the Code of Ethics or the Standards impacts a specific engagement, does communication of the results disclose the Principle(s) or Rule(s) of Conduct of the Code of Ethics or the Standards with which full conformance was not achieved? (2431)
X
187. When nonconformance with the Code of Ethics or the Standards impacts a specific engagement, does communication of the results disclose the reason(s) for nonconformance? (2431)
X
188. When nonconformance with the Code of Ethics or the Standards impacts a specific engagement, does communication of the results disclose the impact of nonconformance on the engagement and the communicated engagement results? (2431)
X
Disseminating Results
189. Does the CAE communicate results to the appropriate parties? (2440)
X
190. Is the CAE responsible for reviewing and approving the final engagement communication before issuance, and for deciding to whom and how it will be disseminated? When the CAE delegates these duties, does the CAE retain overall responsibility? (2440) X
191. Does the CAE communicate the final results to parties who can ensure that the results are given due consideration? (2440.A1) X
192. If not otherwise mandated by legal, statutory, or regulatory requirements, prior to releasing assurance engagement results to parties outside the organization, did the CAE assess the potential risk to the organization? (2440.A2)
X
193. If not otherwise mandated by legal, statutory, or regulatory requirements, prior to releasing assurance engagement results to parties outside the organization, did the CAE consult with senior management and/or legal counsel as appropriate? (2440.A2) X
194. If not otherwise mandated by legal, statutory, or regulatory requirements, prior to releasing assurance engagement results to parties outside the organization, did the CAE control dissemination by restricting the use of results? (2440.A2)
X
195. Does the CAE communicate the final results of consulting engagements to clients? (2440.C1)
X

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774
Se
ction/Standard
Internal Controls
Carried Out and
Complied with
Standards

ATTRIBUTE STANDARDS GC PC DNC N/A
196. If significant governance, risk management, or control issues are identified during a consulting engagement, are they communicated to senior management and the board? (2440.C2)
X
Monitoring Progress
197. Has the CAE established and maintained a system to monitor the disposition of results communicated to management? (2500) X
198. Has the CAE established a follow-up process to monitor and ensure that management actions have been effectively implemented or that senior management has accepted the risk of not taking action? (2500.A1)
X
199. Does the internal audit activity monitor the disposition of results of consulting engagements to the extent agreed upon with the client? (2500.C1)
X

RATING DEFINITIONS
“Generally Conforms” means the assessor has concluded the following:
• For individual standards, that the internal audit activity conforms to the requirements of the standard (e.g., 1000, 1010, 2000, 2010, etc.) or elements of the Code of Ethics (both Principles and Rules of Conduct) in all material respects. • For the sections (Attribute and Performance) and major categories (e.g., 1000, 1100, 2000, 2100, etc.), the internal audit activity achieves general conformity to a majority of the individual standards and/or elements of the Code of Ethics, and at least partial conformity to others, within the section/category.
• For the internal audit activity overall, there may be opportunities for improvement, but these should not represent situations where the internal audit activity has not implemented the Standards or the Code of Ethics, has not applied them effectively, or has not achieved their stated objectives.
“Partially Conforms” means the assessor has concluded the following:
• For individual standards, the internal audit activity is making good faith efforts to conform to the requirements of the standard (e.g., 1000, 1010, 2000, 2010, etc.) or element of the Code of Ethics (b oth Principles and Rules of Conduct) but falls short

Required Internal Self-Assessment of Internal Audit

City Hall  100 N. Garfield Avenue  Pasadena, CA 91109 (626) 744-4333  FAX - (626) 744-4774
of achieving some major objectives.
• For the sections (Attribute and Performance) and major categories (e.g., 1000, 1100, 2000, 2100, etc.), the internal audit activity partially achieves conformance wit h a majority of the individual standards within the section/category and/or elements of the Code of Ethics.
• For the internal audit activity overall, there will be s ignificant opportunities for improvement in effectively applying the Standards or Code of Et hics and/or achieving their objectives. Some deficiencies may be beyond the control of the internal audit activity and may result in recommendations to senior management or the board of the organization.
“Does Not Conform” means the assessor has concluded the following:
• For individual standards, the internal audit activity is not aware of, is not making good faith efforts to conform to, or is failing to achieve many/all of the objectives of the standard (e.g., 1000, 1010, 2000, 2010, etc.) and/or elements of the Code of Ethics (both Principles and Rules of Conduct).
• For the sections (Attribute and Performance) and major categories (e.g., 1000, 1100, 2000, 2100, etc.), the internal audit activity does not achieve conformance with a majority of the individual standards within the section/category and/or elements of the Code of Ethics.
• For the internal audit activity overall, there will be deficiencies that will usually have a significant negative impact on the internal audit activity’s effectiveness and its potential to add value to the organization. These may also represent significant opportunities for improvement, including actions by senior management or the board.

APPENDIX D

INFORMATION ONLY
ITEM 12

12. THE AUDITOR’S COMMUNICATION WITH THOSE

CHARGED WITH GOVERNANCE PURSUANT TO
STATEMENTS ON AUDITING STANDARDS NO. 114

TO:

FROM:

SUBJECT:

DEPARTMENT OF FINANCE
October 23, 2023
Finance/Audit Committee
Matthew Hawkeswort
Director of Finance
The Auditor's Communication With Those Charged with Governance Pursuant to Statements on Auditing Standards No. 114
The independent certified public accounting firm Lance, Soll & Lunghard, LLP will perform the annual financial audit for fiscal year ending June 30, 2023. Professional auditing standards require that as part of an audit, and in compliance with the Statement of Auditing Standa rds (SAS) No. 114, the auditor is to communicate certain matters to the gov erning body. This is accomplished through the presentation of the attached SAS No. 114 letter and private interviews with one or two Finance/ Audit Committee members, performed during the interim portion of the audit.

The
purpose of this requirement is to communicate responsibilities of the auditor in relation to the financial statement audit, provide an overview of the scope a nd timing of the audit, to obtain information relevant to the audit, and to provide t imely observation arising from the audit that are relevant to those charged with governance.

Attachment:

A) Letter from Lance, Soll & Lunghard, LLP dated August 29, 2023

1611 E. Fourth Street, Suite 200
Santa Ana, CA 92701
(714) 569-1000
203 N. Brea Blvd, Suite 203
Brea, CA 92821
(714) 672-0022
21 Waterway Avenue, Suite 30089
The Woodlands, TX 77380
(936) 828-4587
2151 River Plaza Dr., Suite 150
Sacramento, CA 95833
(916) 503-9691
24422 Avenida de la Carlota, Suite 275
Laguna Hills, CA 92653
(949) 829-8299
www.lslcpas.com
August 29, 2023
To the Honorable Mayor and Members of the City Council
City of Pasadena
We are engaged to audit the financial statements of the governm ental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information of the City of Pasadena, California (the “City”) for the year ended June 30, 2023. In addition, we were engaged to perform an audit of the financial statement for the Pasadena Water and Power, the Pasadena Housing Successor Fund, the Succe ssor to PCDC Fund, the Workforce Development Board, the City of Pasadena Air Quality Management Fund, and the Single Audit for the year ended June 30, 2023. Professional standards requi re that we provide you with the following information related to our audit. We would also appreciate the opportunity to meet with you to discuss this information further since a two-way dialogue can provide v aluable information for the audit process.

Our Responsibilities under U.S. Generally Accepted Auditing Standards, Government Auditing Standards and the Uniform Guidance As stated in our engagement letter dated August 29, 2023, our responsibility, as described by professional standards, is to express opinions about whether the financial s tatements prepared by management with your oversight are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles. Our audit of the financial statements do es not relieve you or management of your responsibilities.

In planning and performing our audit, we will consider City of Pasadena ’s internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinions on the financial statements and not to provide assurance on the intern al control over financial reporting. We will also consider internal control over compliance with requirements that could have a direct and material effect on a major federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal contro l over compliance in accordance with the Uniform Guidance.

As part of obtaining reasonable assurance about whether City of Pasadena’s financial statements are free of material misstatement, we will perform tests of its compliance with certain provisions of laws, regulations, contracts, and grants. However, providing an opinion on complia nce with those provisions is not an objective of our audit. Also in accordance with the Uniform Gui dance, we will examine, on a test basis, evidence about City of Pasadena’s compliance with the types of compliance requirements described in the U.S. Office of Management and Budget (OMB) Compliance Supplemen t applicable to each of its major federal programs for the purpose of expressing an opinion on City of Pasadena’s compliance with those requirements. While our audit will provide a reasonable basis f or our opinion, it will not provide a legal determination on City of Pasadena’s compliance with those requirements.

We gave significant consideration to the preparation of the sch edule of expenditures of federal awards which may reasonably be thought to bear on independence, in reaching the conclusion that independence has not been impaired.

Attachment A

Generally accepted accounting principles provide for certain re quired supplementary information (RSI) to supplement the basic financial statements. Our responsibility with respect to the management’s discussion and analysis, the budgetary comparison schedules for the genera l fund and major special revenue funds, the required pension supplementary schedules, and the required other post-employment benefit schedules, which supplement the basic financial statements, is to apply certain limited procedures in accordance with generally accepted auditing standards. However, the RSI will no t be audited and, because the limited procedures do not provide us with sufficient appropriate evidence to express an opinion or provide any assurance, we will not express an opinion or provide any assurance on the RSI.

We have been engaged to report on the combining and individual fund statements and schedules which accompany the financial statements but are not RSI. Our responsibility for this supplementary information, as described by professional standards, is to evaluate the pres entation of the supplementary information in relation to the financial statements as a whole and to report on whether the supplementary information is fairly stated, in all material respects, in relation to the financial statements as a whole.

We have not been engaged to report on the introductory and stat istical sections of the Annual Comprehensive Financial Report, which accompany the financial s tatements but are not RSI. Our responsibility with respect to this other information in documents containing the audited financial statements and auditor’s report does not extend beyond the financial infor mation identified in the report. We have no responsibility for determining whether this other informatio n is properly stated. This other information will not be audited, and we will not express an opinion or provide any assurance on it. The expectation is we will be provided the final version of all documents compr ising the annual report, including other information, prior to the date of the auditor’s report so that required audit procedures can be completed prior to the issuance of the auditor’s report. If obtaining the final version of these documents is not possible prior to the date of the auditor’s report, that the documents will be provided as soon as practicable, and that the entity will not issue the annual report prior to providing them to the auditor. The potential implications of providing the documents after the date of the auditor’s report, including any actions that may be necessary in the event the auditor concludes that there is a material misstatement.

Planned Scope, Timing of the Audit, Significant Risks, and Other An audit
includes examining, on a test basis, evidence supporti ng the amounts and disclosures in the financial statements; therefore, our audit will involve judgmen t about the number of transactions to be examined and the areas to be tested.

Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of fu rther audit procedures. Material misstatements may result from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by management or employees acting on behalf of the entity. We will generally communicate our significant findings at the conclusion of the audit. However, some matters could be communicated sooner, part icularly if significant difficulties are encountered during the audit where assistance is needed to over come the difficulties or if the difficulties may lead to a modified opinion. We will also communicate any internal control related matters that are required to be communicated under professional standards.

A risk assessment is performed as part of our audit planning to design the nature, timing, and extent of further audit procedures. We hav e not concluded our risk assess ment for the year ended June 30, 2023, as of the date of this communication, and additional risks may be identified. The risks of improper revenue recognition due to fraud and management override of internal co ntrols are always considered to be significant risks of material misstatement in an audit accordin g to professional auditing standards and therefore must be considered in our audit plan and approach.

We e
xpect to begin our audit on approximately July 10, 2023 and issue our report in approximately December 2023. Brandon Young is the engagement partner and is responsible for supervising the engagement and signing the report or authorizing another individual to sign it.

This information is intended solely for the use of the Board of Directors and management of City of Pasadena and is not intended to be, and should not be, used by anyone other than these specified parties.

Very truly yours,

INFORMATION ONLY
ITEM 13

13. FY 2024 CAPITAL IMPROVEMENT PROGRAM-FIRST

QUARTER MONITORING REPORT

Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
LEGEND
Project Completed
Project Delayed - External Factors
Project Delayed - Internal Factors
Project Over Budget

Municipal Buildings and Facilities
9,000,0009,000,000Central Library Seismic Retrofit
and Renovations - Design Phase
719221 Schematic design and public
outreach efforts continued in the first
quarter. Public meetings held in the
first quarter include: Farmer's Market
Pop-Up at Victory Park (July 8), Pop-
Up at Colorado St Bridge Party (July
15), Historic Preservation
Commission (July 18), Library
Commission (July 19), Design
Commission (July 20), and outreach
event at National Night Out (August
1). Direction was received at the City
Council meeting held on August 21
to proceed with a shear wall retrofit
approach. Following the City Council
meeting a Town Hall Meeting was
held at Robinson Park Recreation
Center (September 21).

Environmental documentation and
design will continue in FY 2024.
4,000,000
18% 6/30/2025 Design1,662,959
7,675,0008,175,000Fire Stations Renovations and
Improvements
719113 Construction at FS 38 continued in
the first quarter and is anticipated to
be completed in the third quarter.

Additionally, a construction contract
was awarded for a pre-fabricated
building at FS 33 on July 10, 2023.

Seismic retrofit and renovations at Fire
Station 38, and storage building at Fire
Station 33, will be completed in FY
2024.
1,500,000
65% N/A Construction4,992,698
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 2

7,741,2998,741,299Building Maintenance FY 2021 -
2025
719034 Project planning and specification
development to purchase and install
roll up doors at the City Yard Fleet
Building, and Water & Power (WP)
Meter Shop and Warehouse began
in the first quarter. Procurement for
electrical panel upgrades for the
BSFMD Administration Building,
Fleet Main Garage and Barn
Buildings, and rear access door for
the Pasadena Community Health
Center also began in the first quarter.

The following projects were
completed in the first quarter:
installation of interior basketball court
LED lights at Robinson Park Center,
Victory Park Center, and Villa-Parke
Community Center; and installation
of exterior LED lights on various
buildings at the City Yard (BSFMD
Shops, Safety Shop, Main Garage,
Barn, and WP Meter Shop).

Work will be completed at the following
locations in FY 2024: City Hall, Hale
Building, City Yards, Robinson Park
Center, Villa Parke Center, Victory
Park Center, Police Department, and
Pasadena Community Health Center.
1,000,000
55% 6/30/2025 Ongoing4,256,435
3,400,0003,400,000Mobile Operations Center719195 Contract for professional design services was awarded on July 10,
2023 and a contract for the purchase
of prefabricated building and
specialty doors was awarded on
September 18, 2023. Erection of the
steel building is anticipated to occur
in the third quarter.

Construction of the new hanger will
begin in FY 2024.
500,000
53% 6/30/2025 Design1,797,739
160,0004,060,000Parking Lot Improvements at City
Facilities FY 2024-2028
719277 Construction of the Lamanda Park
Library parking lot, included as part
of the Annual Citywide Street
Resurfacing and ADA Improvement
contract, will be paved in the third
quarter. The evaluation of the
pavement condition at Citywide
Facility Parking Lots beginning in the
first quarter.

In FY 2024, construction of the
Lamanda Park Library parking lot
improvements will be completed, and
the Citywide Facility Parking Lots
Assessment will be re-evaluated and
updated.
160,000
0% 6/30/2028 Construction0
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 3

3,907,9333,908,000Hale Building Interior Remodel -
Phase II
711708 Design documents were submitted to
and reviewed by the Planning
Department in the first quarter.

Permit documents are anticipated to
be approved in the second quarter.

Phase II construction will begin FY
2024.
500,000
9% 6/30/2025 Design350,267
600,000600,000Roof Replacements - Hill Ave
Library and Victory Park
Recreation Center
719169 Temporary repairs to the clay tile roof
system at Hill Ave Library were
completed by BSFMD in the first
quarter.

Design of the Hill Avenue Library roof
will begin in FY 2024.
300,000
24% N/A Ongoing141,387
300,000300,000City Hall Building Systems -
Design Phase
7192310 The City Hall Building Assessment
report was completed in the fourth
quarter of FY 2023. Design in FY
2024 will begin when project scope is
identified and prioritized.

Design will begin in FY 2024.300,000
1% 6/30/2025 Ongoing2,470
175,000175,000Update to ADA Transition Plan for
City Facilities
7192411 Review of the received Request for
Proposals was completed in the first
quarter. Consultant selection
interviews are scheduled for October
2023 and a contract is anticipated to
be awarded in the third quarter.

This project will continue in FY 2024.150,000
10% 6/30/2025 Ongoing16,863
380,000380,000Alkebu-Lan Cultural Center
Improvements
7192112 Construction contract for restroom
improvements was approved by City
Manager on July 27, 2023 and is
anticipated to begin and complete in
the second quarter. Additionally,
construction of roof repairs was
completed in the first quarter.

Construction will be completed in FY
2024.
345,589
18% 6/30/2024 Construction68,416
100,000100,000Public Health Building Restrooms
- ADA Improvements
7192513 Construction bids received on August
2, 2023 exceeded project budget and
were rejected. As a result, staff
began solicitation of additional bids
through Sourcewell in the first
quarter. Construction contract is
anticipated to be awarded in the
second quarter. Additionally, BSFMD
completed the installation of a baby
changing table in the first quarter.

Improvements will be completed in FY
2024.
69,565
43% 6/30/2024 Ongoing43,277
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 4

500,0005,000,000Improvements at City Yards
Facility
7192816 Design began in the first quarter.Design and construction of the phased parking lot resurfacing will be
completed in FY 2024. Construction
for parking lot improvements will be
done in coordination with the Sunset
Reservoir project, located adjacent to
City Yards.
500,000
0% N/A Design0
Streets and Streetscapes
16,195,39156,195,391Annual Citywide Street
Resurfacing and ADA
Improvement Program FY
2023/2024
739381 This project will be constructed under
two construction contracts. The
contract for Phase 1 work went out to
bid, was awarded, and the project
began construction in September.

Nearly 16 miles will be resurfaced.

The contract for Phase 2 is
anticipated to bid in the third quarter
where approximately 8 miles will be
resurfaced.

Resurfacing will continue in FY 2024.5,000,000
3% 6/30/2024 Construction516,371
1,598,0502,798,050Curb Ramp ADA Improvements
Program FY 2022 - 2026
739372 Design began in the first quarter.Installation of curb ramps will continue in FY 2024.
300,000
83% 6/30/2026 Design1,319,880
14,035,10822,035,108Annual ADA Sidewalk
Improvement Program
739133 Construction began in the first
quarter.

Repair of sidewalks will continue in FY
2024.
1,400,000
82% 6/30/2024 Construction11,439,069
2,208,8242,408,824Miscellaneous Sidewalk Repair
Program FY 2021 - 2025
739404 The next phase of sidewalk repair
began in the first quarter.

Sidewalk repairs will continue in FY
2024.
200,000
54% 6/30/2025 Construction1,195,786
3,050,0003,050,000Colorado Street Bridge Barrier
Enhancements - Design Phase
733245 Preliminary concept design
development and public outreach
continued in the first quarter. A virtual
public outreach meeting was held
August 29, 2023 to present
concepts. Following the meeting, a
public opinion poll was posted to the
project website to solicit feedback
and received nearly 300 responses.

The next public outreach meeting is
scheduled for October 26, 2023 at
Council Chambers.

Conceptual design and public
outreach will continue in FY 2024.
300,000
40% 6/30/2025 Design1,212,418
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 5

2,525,00010,575,000Holly Street Bridge - Seismic
Retrofit
733236 Work to finalize the Seismic Retrofit
Strategy Report with Caltrans
continued in the first quarter.

Design will continue in FY 2024.500,000
41% 6/30/2025 Design1,033,040
200,000600,000Guardrail Program FY 2023 -
2027
739417 One on-call contract bid was
received and is anticipated to be
awarded in the second quarter.

This is a continuing program. Projects
will be scheduled by City staff as
repairs and/or replacements are
identified.
100,000
26% 6/30/2027 Ongoing52,295
100,000500,000Bridge Improvement Program FY
2024 - 2028
739438 LA County is scheduled to re-bid
BPMP Group 16 (New York Dr
Eastbound) in the third quarter.

Bridge inspections and improvements
will continue in FY 2024.
100,000
0% 6/30/2028 Ongoing0
Street Lighting
4,435,0004,935,000High Voltage Series Street Light
Conversion - Phase I
744151 Design for the S-104 (Linda Vista
Ave) substructure facility was
completed and construction contract
was advertised for bids in the first
quarter. Design for S-057 (Orange
Grove Blvd from Wilson Ave to Oak
Ave) circuit and installation of
electrical service feed points also
began in the first quarter.

In FY 2024, design will continue for the
S-104 (Linda Vista Ave.) and S-057
(Orange Grove Blvd. from Wilson Ave.
to Oak Ave.) circuits. In addition,
construction on S-013 (Marengo Ave.)
circuit will be completed.
1,000,000
25% 12/31/2025 Ongoing1,121,778
300,00015,620,000High Voltage Series Street Light
Conversion - Phase II
744172 Design for S-092 (Orange Grove
East) circuit continued in the first
quarter.

Design of the S-048 (San Rafael Ave.)
and S-092 (Orange Grove) circuits will
continue in FY 2024. Future circuit
conversions pending additional
funding.
60,000
79% N/A Design237,849
155,0005,060,000High Voltage Series Street Light
Conversion - Phase III
744203 Construction continued in the first
quarter.

Construction on the S-064
(Rosemead) circuit will be completed
in FY 2024. Future circuit conversions
will begin when funding becomes
available.
70,000
55% N/A Construction84,886
200,0006,500,000Street Lighting Program FY 2024 -
2028
744224 City crews removed and replaced 12
LED luminaires in the first quarter.

This is a continuing program. Projects
will be scheduled by City staff as
requests are received for enhanced
lighting or in-fill lighting; and as street
light components in need of repair or
replacement are identified.
100,000
2% 6/30/2028 Ongoing4,856
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 6

300,0002,860,000LED Street and Safety Lighting
Upgrades FY 2023 - 2027
744215 Planning and review of qualified
products for LED procurement was
completed in the first quarter.

Procurement and installation of Phase
I will be completed in FY 2024.
150,000
8% 6/30/2027 Ongoing24,786
Street Lighting and Electric Undergrounding
4,800,00011,130,000Mountain Street - Electrical
System Undergrounding, Lake
Avenue to Hill Avenue
32131 Design for substructure and electrical
infrastructure continued in the first
quarter. In addition, the first
community meeting for the Mountain
St underground utility district was
held.

In FY 2024, PWP will complete the
design and begin construction contract
procurement. Public Works will begin
design of the street lighting and civil
improvements.
50,000
2% 6/30/2027 Design75,008
1,110,00036,310,000Raymond Avenue - Electrical
System Undergrounding, Maple
Street to North City Limits
32142 Detailed designs for substructure
and electrical infrastructure
continued in the first quarter.

In FY 2024, PWP will complete the
design and begin construction contract
procurement. Public Works will begin
design of street lighting and civil
improvements.
90,000
24% 6/30/2027 Design267,248
634,000385,000Electric System Undergrounding
Outside Established
Undergrounding Districts
32103 One reimbursement request was
received and routed for review and
processing in the first quarter.

This is an ongoing project involving
undergrounding projects that are not
part of an established undergrounding
district. In FY 2024, an estimated four
service reimbursements will be
processed.
17,000
33% 6/30/2027 Ongoing206,852
76,0003,081,000Florecita Drive - Electrical System
Undergrounding
32174 No reportable activity in the first
quarter.

In FY 2024, Pasadena Water and
Power will formally establish the
underground utility district and begin
design work to underground high
voltage overhead circuitry in the Tier 3
Fire Threat areas containing Florecita
Dr. Project area contains addresses at
the north end of Crestford Dr.,
Florecita Crescent, and Florceita Dr.
60,000
0% 6/30/2027 No Activity This
Quarter
0 Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 7

513,481613,481Pasadena Bicycle Program FY
2021-2025
751111 Bike rack installation continued in the
first quarter. Bike racks will be
pushed to support new demand for
bike parking near the Union Street
Bikeway.

Implementation of the Bicycle
Transportation Plan will continue in FY
2024, including installation of
additional painted bikeway amenities
such as green paint at conflict points
and installation of sharrows along
Roseways. In addition, prioritization of
bike boulevards (Greenways), existing
bike network gaps, and associated
outreach will continue in FY 2024.
90,000
83% 6/30/2025 Ongoing423,968
574,915874,915Citywide Complete Streets
Program FY 2021-2025
751142 Outreach for both NTMP projects
continued in the first quarter.

Ongoing work, including speed hump
investigations, the preferential parking
program, and the Neighborhood Traffic
Management Program (NTMP), will
continue in FY 2024. A specific NTMP
for the neighborhood of Mountain
St./El Molino Ave. area (between Los
Robles Ave. and Lake Ave.) is
expected to begin in FY 2024.
75,000
75% 6/30/2025 Ongoing430,791
746,9311,419,981Pedestrian Crossing
Enhancements Program FY 2021-
2025
751123 Construction continued in the first
quarter.

Construction of Rectangular Rapid
Flashing Beacons at Raymond Ave.
and Grandview St., Euclid Ave. and
Glenarm St., and El Molino Ave. and
Buckeye St. will begin in FY 2024.
250,000
71% 6/30/2025 Ongoing532,187
260,500410,500Arterials Speed Management
Program FY 2021-2025
751134 Procurement for additional speed
feedback signs for future installations
began in the first quarter.

Design for speed feedback signs on El
Molino Ave. between Del Mar Blvd.
and California Blvd.; El Molino Ave.
between California Blvd. and Alpine
St.; Los Robles Ave. between
California Blvd. and Fillmore St.; and
Orange Grove Blvd. between Wigmore
St. and Arlington Dr. will begin in FY
2024.
75,000
40% 6/30/2025 Ongoing105,410
10,312,01710,312,017Complete Streets Project - Union
Street Cycle Track
750875 This project was completed in the
first quarter. A ribbon cutting for the
new Union Street protected bikeway
was held on September 9, 2023.

Construction will be completed in FY
2024.
2,500,000
88% 12/30/2023 Completed9,060,426
4,476,3425,500,000Complete Streets Project -
Cordova St from Hill Ave to Arroyo
Pkwy
750526 Construction continued in the first
quarter.

Construction will be completed in FY
2024.
600,000
72% 6/30/2024 Construction3,204,104
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 8
Transportation
Active Transportation/Complete Streets

4,071,0004,071,000Complete Streets Project - Ave 64
from Colorado Blvd to South City
Limits
750778 Construction contract was awarded
on August 28, 2023.

Construction is anticipated to begin in
FY 2024.
2,400,000
14% 12/20/2024 Construction565,639
1,599,9801,599,980Complete Streets Project - N Hill
Ave from North City Limit to Villa
St
750939 Construction continued in the first
quarter and is anticipated to be
completed in the second quarter.

In FY 2024, construction will begin for
improvements at the intersection of Hill
Ave. and Topeka St.
1,200,000
27% 11/3/2023 Construction434,970
3,783,0903,783,090South Lake Ave Pedestrian
Access Improvements to L Line
Station
7510610 Construction began in the first
quarter.

Construction will begin in FY 2024.2,500,00015% 12/30/2024 Construction565,792 2,106,6812,606,681Enhancements to Metro L Line
Allen Station
7551411 Procurement for design services
began in the first quarter.

In FY 2024, construction of the quick
build is anticipated to begin, and the
design of the permanent installation
will continue.
100,000
0% 12/30/2026 Design1,739
1,507,5001,507,500Installation of Leading Pedestrian
Interval and Audible Signals at
Signalized Intersections
7512512 Efforts to advertise construction
contract began in the first quarter.

Construction will begin in FY 2024.1,000,000
8% 12/30/2024 Construction117,571
12,600,00012,600,000Greenway (Bike Boulevard)
Implementation
7512613 Project planning continued in the first
quarter. Metro funding agreement for
design and construction of the four
north-south Greenways is anticipated
to be completed in the second
quarter.

Greenway outreach will continue on
Craig Ave. and El Molino Ave.
corridors in FY 2024. A final Greenway
work plan for all four corridors is being
developed, pending the execution of a
Metro funding agreement for Measure
R MIP funding.
400,000
0% 6/30/2029 Planning0
150,0002,200,000Pasadena Pedestrian Plan -
Outreach and Conceptual Design
7551114 No reportable activity in the first
quarter.

Pedestrian Plan is anticipated to be
revised in the second quarter.

Outreach and concept design is
anticipated to begin in FY 2024.
130,000
0% N/A No Activity This
Quarter
0 75,100,00075,100,000Pasadena Ave and St John Ave
Street Improvements
7512716 No reportable activity in the first
quarter.

Project is pending execution of Metro
funding agreement.

The work plan for the project is under
development, pending the execution of
a Metro funding agreement for
Measure R MIP funding in FY 2024.
250,000
0% 6/30/2029 No Activity This
Quarter
0 9,900,0009,900,000Columbia Street Multimodal
Improvements
7512817 No reportable activity in the first
quarter.

Project is pending execution of Metro
funding agreement.

The work plan for this project is under
development, pending the execution of
a Metro funding agreement for
Measure R MIP funding in FY 2024.
100,000
0% 6/30/2029 No Activity This
Quarter
0 Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 9

160,000160,000Left Turn Signal Phasing at Fair
Oaks Ave. and Colorado Blvd.
7509051 No reportable activity in the first
quarter.

City field crews will complete the
signal mast arm replacement after
the 2024 Tournament of Roses
Parade.

Construction will be completed by City
crews in FY 2024.
0 98% 6/30/2024 No Activity This
Quarter
157,345
Traffic Operations, Traffic Signals, and ITS
1,447,1911,447,191Implement Bus Signal Priority
System on Pasadena Transit
Buses
7509424 Efforts to advertise construction
contract began in the first quarter.

Construction will begin in FY 2024.1,000,000
23% 12/31/2024 Construction331,824
159,512189,512Old Pasadena Traffic
Improvement - FY 2021-2025
7511625 No reportable activity in the first
quarter.

On-street dining and midblock
crosswalk study will continue in FY
2024. Additional enhancements to
signing, striping, on-street parking,
and signal operations will continue as
requested and received.
30,000
13% 6/30/2025 No Activity This
Quarter
20,329
698,711698,711Intelligent Transportation System
Phase I - Parking Guidance
7591226 Infrastructure portion of project was
completed in the first quarter.

Implementation is pending
coordination with parking consultant.

Construction will be completed in FY
2024.
400,000
39% 12/31/2023 Construction275,651
350,802500,802Intelligent Transportation System
(ITS) Equipment
Upgrades/Replacement - FY
2021-2025
7511727 No reportable activity in the first
quarter.

This project will continue in FY 2024.50,000
25% 6/30/2025 No Activity This
Quarter
87,560
312,144462,144Mobility Corridor Improvements
FY 2021-2025
7511828 No reportable activity in the first
quarter.

This project will continue in FY 2024.50,000
87% 6/30/2025 No Activity This
Quarter
270,909
4,100,0004,100,000Walnut St Corridor Signal
Improvements
7512130 Design continued in the first quarter.Design will be completed in FY 2024.1,200,000 4% 12/31/2025 Design174,851
2,605,0002,605,000St. John Capacity Enhancement7512031 Design continued in the first quarter.Design will be completed and construction will begin in FY 2024.
2,000,000
6% 12/31/2024 Design154,728
3,800,0003,800,000Intelligent Transportation System
Projects & Traffic Flow
Improvements within the SR 710
Affected Corridors
7591432 Design continued in the first quarter.Design of signalized intersections along segments of Orange Grove
Blvd., Colorado Blvd., Green St., and
Hill Ave. will be completed in FY 2024.
400,000
0% 6/30/2027 Design0
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 10

990,000990,000Traffic Signal at Orange Grove
Blvd and Craig Ave
7509734 Design continued in the first quarter.Design will be completed in FY 2024.75,00012% 12/31/2025 Design122,589 531,000531,000Traffic Signal at Orange Grove
Blvd and Sunnyslope Ave
7509935 This project was completed in the
first quarter.

Construction will be completed in FY
2024.
200,000
86% 12/31/2023 Completed457,611
851,350851,350Installation of Automated License
Plate Readers - Pilot Program
7511936 No reportable activity in the first
quarter.

In FY 2024, installation of new ALPRs
on traffic signals at up to 13 additional
intersections will be completed.
631,350
1% N/A No Activity This
Quarter
9,777
560,000560,000Installation of Pedestrian Hybrid
Beacon at Washington Blvd and
Hudson Ave
7551237 Design continued in the first quarter.Design will continue in FY 2024.50,000 1% 6/30/2026 Design5,889
4,270,8005,711,908L Line Phase I - Project
Enhancements
7550638 Construction continued in the first
quarter.

Implementation of the Light Rail Train
Tracking and Network System (75517)
and analysis of traffic conditions at
Holly St. and Arroyo Pkwy. for
Pedestrian Access Enhancements to
Metro L Line Memorial Park Station
(75523) is anticipated to be completed
in FY 2024.
25,000
1% 6/30/2024 Construction33,857
2,500,0002,500,000Pasadena Light Rail Train (LRT)
Tracking and Network Monitoring
System - Phase II
7552445 No reportable activity in the first
quarter.

Project is pending execution of Metro
funding agreement.

The work plan for the project is under
development, pending the execution of
a Metro funding agreement for
Measure R MIP funding in FY 2024.
100,000
0% 6/30/2026 No Activity This
Quarter
0 2,071,7662,071,766Adaptive Traffic Control Network -
Phase II
7509552
Construction was completed in
FY 2023. No reportable activity
in the first quarter.

Software updates at the Traffic
Management Center will be completed
in FY 2024.
0 92% 6/30/2024 No Activity This
Quarter
1,896,002
Transit
25,232,52126,042,493Purchase of Replacement Transit
Vehicles and Expansion Fixed-
Route Transit Vehicles
7508546 Procurement of vehicles began in the
first quarter.

Eleven replacement renewable natural
gas (RNG) transit buses and one zero
emission bus were purchased in FY
2023 with anticipated delivery in FY
2024.
8,607,852
20% 6/30/2024 Ongoing5,137,615
1,903,0715,234,316Purchase of Dial-A-Ride Vehicles7508647 Procurement of vehicles began in the first quarter.

Two replacement vehicles and one
expansion vehicle were purchased in
FY 2023 with an anticipated delivery in
FY 2024.
399,021
50% 6/30/2024 Ongoing946,893
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 11

68,460,00068,110,000Construction of Transit Operations
Maintenance Facility
7570748 Design began in the first quarter.Design will continue in FY 20243,500,0003% 6/30/2027 Ongoing2,016,187 1,898,0934,332,093Bus Stop Improvement Program7590049 No reportable activity in the first quarter.

This is a continuing program. Projects
will be scheduled by City staff as
locations are identified.
300,000
18% N/A No Activity This
Quarter
344,318
9,711,86016,000,000Hydrogen Fueling Station7513350 Procurement for environmental and design services began in the first
quarter and contract for design
services is anticipated to be awarded
in the second quarter. Additionally,
grant funding agreement for the Low
Carbon Transit Operations Program
was executed in the first quarter.

Conceptual design and outreach will
begin in FY 2024.
250,000
0% 6/30/2027 Design7,153
Parking
3,000,00012,100,000Off-Street Parking Facility
Maintenance and Repair Project
721601 Construction began in the first
quarter.

Modernization of all elevators in the
Paseo, Marengo, Los Robles,
Schoolhouse, DeLacey, and Marriott
garages will begin in FY 2024.
1,500,000
3% 6/30/2032 Construction76,283
Sewers and Storm Drains
3,500,00024,100,000Annual Sewer System
Improvements and Capacity
Upgrades - FY 2022-2026
769181 Construction continued in the first
quarter. Contractor is working on
completing contractual obligations
including extra work requests.

Repair or rehabilitation of sewer will
continue in FY 2024 as identified by
annual inspection and evaluation.
500,000
27% 6/30/2026 Construction934,653
2,826,2937,326,293Annual Storm Drain System
Repair & Improvements - FY 2020
- 2024
769132 Requested drainage work was
completed by contractor in the first
quarter.

Various improvements to the City's
storm drain system will be prioritized
and implemented in FY 2024.
500,000
28% 6/30/2024 Construction794,073
9,641,5519,641,551San Rafael Treatment Wetlands
and Storm Water Capture
762913 Design continued in the first quarter.Construction will begin in FY 2024.1,000,000 13% 6/30/2025 Design1,282,367
2,900,0003,300,000Modernization of Busch Garden
and Rosemont Sewer Pump
Stations
769174 No reportable activity in the first
quarter.

Design will be completed in FY 2024.2,500,000
10% 12/19/2025 No Activity This
Quarter
289,990
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 12

2,970,0002,970,000NPDES Rio Hondo Bacteria Load
Reduction - Design Phase
762925 Design continued in the first quarter.Design of this project will continue in FY 2024 and is being managed by
San Gabriel Valley Council of
Governments.
500,000
24% N/A Design715,437
200,0001,000,000Civil Defense - Septic System
Upgrades
769196 Design continued in the first quarter.Design will be completed in FY 2024.50,000 21% 6/30/2026 Design41,400
900,000900,000NPDES - Storm Drain Master
Plan and Watershed Assessment
7691410 Project planning and GIS build-out
began in the first quarter.

The GIS build-out will be completed in
FY 2024.
81% 6/30/2024 Planning728,863
Rose Bowl Improvements
1,907,9852,465,757Brookside Golf Course &
Clubhouse Preventative
Maintenance FY 2020 - 2024
1 No reportable activity in the first
quarter.

Preventative maintenance to the golf
course, including repairs to bunkers,
tree trimming and maintenance,
miscellaneous concrete repairs, and
golf course equipment buyout, will
continue in FY 2024. Preventative
maintenance and improvements to the
clubhouse, including repairs and
upgrades to IT and utilities, will also
continue.
1,871,119
0%N/A No Activity This
Quarter
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 13

N/A N/A

Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
4,560,0005,925,000Rose Bowl Preventative
Maintenance FY 2020 - 2024
2 No reportable activity in the first
quarter.

In FY 2024, the following repair and
preventative maintenance work will
continue: miscellaneous electrical
power repairs; repairs to stadium fiber
and IT; repair and/or replacement of
security cameras, magnetometer and
AV control room equipment; HVAC
and escalator/elevator equipment
repairs; stadium roof, plumbing,
concourse restroom, and concrete
spall repairs; flooring repairs and
replacements; repairs to thin profile
seats and backs; maintenance of the
videoboard; safety netting cleaning;
repairs to stadium perimeter gate and
bollard; repairs to stadium wayfinding
and signage; parking lot maintenance,
including asphalt and slurry repairs
and crack sealant; landscaping work,
including tree thinning and irrigation;
maintenance work for Stormwater
Pollution Prevention Plan state
compliance; and various repair work
and equipment replacement in the
Pavilion.
1,365,000
0%N/A No Activity This
Quarter
October 16, 2023 Page 14

N/A N/A

17,180,37628,370,000Rose Bowl Major Improvement
Projects FY 2020 - 2024
3 No reportable activity in the first
quarter.

In FY 2024, the following projects will
take place: electrical and information
technology upgrades and
improvements for stadium cameras,
stadium and campus fiber, sound
cables, and the broadcast and
audio/visual control room; stadium
exterior and concourse improvements,
including improvements to perimeter
pedestrian flow safety, remodeling of
concourse restrooms, replacement of
gas line, and north gate stage
improvement; field growth blankets;
inside stadium bowl improvements,
including a new speaker system at the
stadium and gates, and chairs, tables
and carts for minor events; pavilion
improvements, including upgrades to
the audio/visual and sound system,
exterior TVs and furnishing,  and new
man door in overhead coiling door for
the loading dock; stadium statues; and
marquee refurbishment. Future project
studies and assessments will also
occur.
8,780,000
0%N/A No Activity This
Quarter
Parks and Landscaping - Park Projects
4,208,4664,208,466Citywide Sports Facilities
Improvements and Installations
780441 Construction of Jefferson School
pickleball courts was completed on
September 27, 2023 and a ribbon
cutting ceremony was held on
September 29, 2023. Construction of
Eaton-Blanche tennis court fencing
was also completed on September
27, 2023. Additionally, construction
began for Brenner Park
improvements on September 25,
2023 and is scheduled to be
completed in the second quarter.

Construction of improvements at
Brenner Park, and ADA public access
improvements from El Molino Ave. to
McKinley School courts, will be
completed in FY 2024.
500,000
83% 6/30/2024 Construction3,508,692
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 15

N/A N/A

2,950,6005,850,600Central Park Improvements784612 Procurement of materials for construction began in the first
quarter. Construction is anticipated to
begin in the second quarter.

Construction of the playground
improvements will be completed in FY
2024.
620,000
79% N/A Ongoing2,325,676
100,000100,000Brenner Park Playground
Improvements - Design Phase
782003 A public outreach event was held at
Brenner Park on August 26, 2023.

Additionally, Request for Proposal
responses from on-call consultants
were received on September 28,
2023. Design is anticipated to begin
in the second quarter.

Design will be completed in FY 2024.90,000
15% 6/30/2024 Ongoing15,298
995,0005,200,000Vina Vieja Pickleball Courts780864 Construction bids received on July 20, 2023 exceeded project budget
and were rejected by City Council on
September 11, 2023. Revised bids
are being solicited through
Sourcewell and a contract is
anticipated to be awarded in the
second quarter. Additionally, a
stakeholder meeting was held on site
on September 13, 2023.

Construction of two pickleball courts
and parking modifications will be
completed in FY 2024.
500,000
45% N/A Ongoing447,713
350,000350,000Hamilton Park Field
Improvements - Design Phase
780715 Planning and scoping continued in
the first quarter. Public outreach
efforts are anticipated to begin in the
second quarter.

Design will be completed in FY 2024.300,000
5% 6/30/2024 Ongoing16,739
750,000750,000Villa Parke Community Center -
ADA Improvements - Locker
Room and Parking Lot
780726 Design contract to on-call consultant
was awarded, began in the first
quarter, and is anticipated to be
completed in the third quarter.

Design of the ADA improvements will
be completed in FY 2024.
750,000
1% 6/30/2025 Design4,151
600,0001,800,000Citywide Parks Playground Shade
Structure Installations - Phase I
780847 Design of shade structures at all four
locations began in the first quarter
and is anticipated to be completed in
the second quarter.

Design of shade structures at
McDonald Park, Victory Park, Vina
Vieja, and Washington Park, and
installation at Washington Park will be
completed in FY 2024.
600,000
0% N/A Design0
200,000200,000Central Park - Lawn Bowling
Clubhouse Retrofit - Design
Phase
780918 Design contract to on-call consultant
was awarded, began in the first
quarter, and is anticipated to be
completed in the fourth quarter.

Design will be completed in FY 2024.200,000
0% 6/30/2024 Design0
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 16

5,900,0005,900,000Robinson Park - Pool and Pool
Building Renovations
7808512 This project was completed in the
first quarter.

Public use of pool began on
September 15, 2023 with a "soft
opening" and a ribbon cutting
ceremony is scheduled for October
14, 2023.

Construction will be completed in FY
2024.
632,181
95% 12/31/2023 Completed5,631,642
3,000,0003,000,000Washington Park Community
House and Restroom -
Construction Phase
7808913 Construction continued in the first
quarter and is scheduled to be
completed on October 20, 2023. A
ribbon cutting is scheduled for
October 28, 2023.

Construction will be completed in FY
2024.
617,379
81% 12/31/2023 Construction2,432,289
Parks and Landscaping - Landscape Projects
618,3161,218,316Tree Replacement/Planting
Citywide - FY 2023-2027
789591 No reportable activity in the first
quarter.

In FY 2024, 400 trees will be
purchased and planted.
200,000
30% 6/30/2024 No Activity This
Quarter
187,728
Arroyo Projects
1,300,0001,300,000Brookside Park - Upgrade of
Athletic Field Lighting and
Backstop Replacement
773631 Material procurement for
construction continued in the first
quarter. Construction contract for
electrical work is anticipated to be
awarded on October 2, 2023, begin
in the second quarter, and be
completed in the third quarter.

Construction will be completed in FY
2024.
1,253,064
6% 6/30/2024 Ongoing77,184
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 17

500,000500,000One Arroyo Project – Upper
Arroyo Trail Loop and Lower
Arroyo Trail Loop – Environmental
and Design Phase
773812 Design and environmental
documentation (mitigated negative
declaration) for Mayberry-Parker
Bridge scope continued in the first
quarter and is anticipated to be
completed in the third quarter.

Construction schedule is to be
determined pending funding.

Additionally, design for maintenance
scope of the project was completed
in the first quarter. CEQA finding
(Categorical Exemption) was filed
with LA County in the fourth quarter
of FY 2023. One Arroyo will bid the
project and contract for construction.

Construction is anticipated to begin
in the third quarter.

Environmental and design will be
completed in FY 2024.
400,000
25% 6/30/2024 Design125,136
1,622,9001,722,900Hahamongna - Implement Master
Plan - Oak Grove Area
Improvements
775064 Habitat maintenance, monitoring,
and reporting services continued in
the first quarter.

The five-year environmental and
habitat monitoring effort was started in
FY 2022 and will continue through FY
2026.
40,000
83% 6/30/2026 Ongoing1,351,758
938,8031,038,803Lower Arroyo Seco - Habitat
Restoration
774105 Habitat maintenance, monitoring,
and reporting services continued in
the first quarter.

The five-year environmental and
habitat monitoring effort began in FY
2022 and will continue through FY
2026.
40,000
97% 6/30/2026 Ongoing907,515
2,508,4722,608,472Implement Master Plan -
Hahamongna Watershed Park -
Berkshire Creek Area
Improvements
775096 Habitat maintenance, monitoring,
and reporting services continued in
the first quarter.

The five-year environmental and
habitat sustainability plan was started
in FY 2022 and will continue through
FY 2026.
40,00098% 6/30/2026 Ongoing2,462,814
82,55082,550Central Arroyo - Recreational
Stairs - Concept Study
773837 A meeting was held with
Councilmember Hampton on April
18, 2023 to discuss project location
ideas and scope. The
Councilmember has since asked
staff to develop a concept scope and
estimates for basketball courts
adjacent to Kidspace Museum.

Concept drawings and project
estimates were completed in the first
quarter.

The concept study will be completed in
FY 2024.
73,520
11% 6/30/2024 Ongoing9,030
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 18

120,000120,000Hahamongna Watershed Park -
Disc Golf Improvements
775178 Construction contract was awarded
on July 31, 2023 and is anticipated to
begin and be completed in the
second quarter.

Project will be completed in FY 2024.84,414
14% 6/30/2024 Ongoing17,040
Pasadena Center Improvements
5,400,00012,900,000Restoration, Upgrades, and
Repairs of the Civic Auditorium,
Convention Center and Ice Rink
1 Project planning began and a
contract for development of project
specifications was awarded in the
first quarter. Additionally, the bid for
the Civic Auditorium waterproofing
project was advertised.

In FY 2024, design for the restoration
of the exterior façade, exterior stairs,
roof, lower level interior spaces below
the plaza, and the Civic Auditorium
Plaza will begin. Staff is securing cost
for interior painting of the Civic.

General and emergency maintenance
will continue as needed.
2,500,000
0%N/A Planning
Water System
20,480,00037,980,000Distribution Mains10801 A total of 28,057 square feet of asphalt roadway and 5,477 square
feet of concrete roadway and
sidewalk were repaired in the first
quarter. Construction of the Arroyo
Parkway and final paving for the
Foothill Boulevard main replacement
projects were completed.

Additionally, construction of the
Avenue 64 main and design for
future water main construction
continued in the first quarter.

In FY 2024, Avenue 64 (from
Glenullen Dr. to La Loma Rd.) will be
completed and Fair Oaks Ave. (from
Montana St. to Washington Blvd.) will
begin. Gate valve replacements will be
prioritized to support the unidirectional
flushing program.
5,227,520
77% 6/30/2024 Ongoing15,861,394
5,469,00065,368,200Sunset Reservoir Improvements10752 The Environmental Impact Report (EIR) analysis indicated a seismic
retrofit study is required to complete
the draft EIR analysis. Efforts are
underway to complete this study
during the current fiscal year,
consequently leading to the
temporary suspension of design
activities.

In FY 2024, the design, environmental
review, and permitting will be
completed. In addition, project
contracting and construction
preparation will occur.
1,594,189
57% 6/30/2025 Design3,133,045
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 19
N/AN/A

10,149,00011,079,000Well Improvements10743 Construction activities for the above- grade improvements on the Garfield
Replacement Well project were
initiated in the first quarter. In
addition, the demolition of the
Jourdan Well continued.

Construction of above-grade
improvements for Garfield
Replacement Well will be completed.

Other well abandonments and well
equipment replacements will occur as
required in FY 2024.
5,048,845
55% 6/30/2027 Construction5,548,802
10,058,44121,938,441Arroyo Seco Canyon Project10404 The Area 3 Spreading Basin Expansion project is postponed until
the Explorer Well project is
constructed. The Gabrielino Trail at
Area 1 Headworks which washed out
during the severe winter storm, was
repaired in the first quarter. In
addition, the Area 2 Diversion
Structure redesign, which includes
the California Department of Fish
and Wildlife's required bypass
fishway, continued.

In FY 2024, efforts will be made to
seek grant funding for the Arroyo Seco
Canyon Project and to finalize permits
with the Fish and Wildlife, the
Regional Water Quality Control Board,
and the US Army Corps of Engineers.

The conceptual design and
environmental documentation will be
completed in collaboration with Los
Angeles County and the Raymond
Basin Management Board for
additional infiltration of the expanded
spreading basins (Devil's Gate
Reservoir Pump Back).
367,560
64% 6/30/2026 Design6,461,161
6,670,0008,655,000Booster Improvements10735 Contractor submittals continue to be reviewed for the Ross Booster
Station upgrades. An upgraded
motor for the Wilson Booster #2 was
installed in the first quarter.

Electrical switchgear delivery
continues to be delayed to
December 2023.

Construction of Ross Booster Station
upgrades will continue and booster
pumps will be replaced as required in
FY 2024. The design of Eagle Rock
Booster Station upgrades will begin.
2,661,880
58% 6/30/2027 Construction3,898,063
7,075,00010,575,000Meters and Services10816 City crews replaced 275 small and 5 large meters, and renewed 11
services in the first quarter.

Small and large meter installations are
planned in FY 2024. Vaults will be
replaced and domestic and fire service
renewals and abandonments are also
anticipated.
1,235,700
88% 6/30/2024 Ongoing6,246,358
2,290,0006,902,600Monk Hill Groundwater Treatment
Improvements
10767 Preparation of the Explorer Well
initial study/mitigated negative
declaration continued in the first
quarter. The Notice to Proceed was
issued in July for the Explorer Well
design final plans and specifications.

Explorer Well design and
environmental compliance will be
completed in FY 2024. In addition,
drilling and below-grade improvement
construction will begin.
2,080,288
11% 6/30/2027 Design243,563
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 20

1,230,0004,005,000New Water Well10888 Site plan preparations for the Water portion were initiated in the first
quarter.

In FY 2024, land acquisition for a new
well (Daisy Well) will be completed,
and preliminary design, permits, and
preparation of environmental
documents will begin. The new well
site will be shared with an Electric
Vehicle fast charging depot.
1,098,596
5% 6/30/2024 Planning61,409
2,610,0009,374,500Advanced Metering Infrastructure
(AMI)
10789 No reportable activity in the first
quarter. The project kick-off is
anticipated for the second quarter.

In FY 2024, project procurement will
begin for the program management,
AMI network, systems integration, and
meters.
2,504,088
0% 6/30/2027 No Activity This
Quarter
0 1,175,0003,342,200Customer Information System
Managed Services - Water
109610 Enhancements of the Customer
Information System continued in the
first quarter.

Additional CIS system enhancements
and upgrades will continue to add
benefits to PWP customers and staff in
FY 2024.
625,363
51% 6/30/2027 Ongoing596,276
325,000425,000Water SCADA Improvements108711 The SCADA software was installed and programmed on the new servers
in the first quarter.

Enhanced SCADA communication
through radio, cellular, and fiber
systems will be completed in FY 2024.

In addition, software and server
upgrades will be conducted.
120,478
63% 6/30/2024 Ongoing206,188
1,205,0002,005,000Computerized Maintenance
Management System
108912 Eleven proposals offering a
Computerized Maintenance
Management System (CMMS)
solution and solution implementer
were received in the first quarter.

Nine of the eleven proposals met the
required minimum qualifications. The
CMMS selection committee initiated
review and scoring of qualified
proposals.

Proposal evaluations, solution
demonstrations, and final selection for
the Computerized Maintenance
Management System and the solution
implementer will begin in FY 2024.
682,028
19% 6/30/2027 Ongoing230,087
361,491431,491Field Services and Meter Reading
Automation
101213 A system upgrade assessment was
initiated in the first quarter.

Purchase of new meter reading
hardware, software, and professional
services for the upgrade to Cloud
capability will begin in FY 2024.
71,470
34% 6/30/2027 Planning123,677
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 21

642,000904,500Management Information Systems108314 No reportable activity in the first quarter.

Project work in FY 2024 includes
implementation of vulnerability
assessment recommendations, new
vulnerability scanner, inventory system
Cloud upgrade, security upgrades,
information technology data center
miscellaneous hardware and software,
and network equipment for switches
and firewalls.
278,733
35% 6/30/2027 No Activity This
Quarter
226,211
1,005,0001,250,000Geographic Information System
(GIS) Enhancements
108415 Aqua Twin software improvements
were procured to integrate with GIS
in the first quarter.

The ArcGIS upgrade will be completed
and the GIS Utility Network Upgrade
preparation and training will be
conducted in FY 2024.
684,070
16% 6/30/2027 Ongoing163,069
1,635,0002,405,000Emergency Generators - Water107916 Manual transfer switches were installed at all eight booster stations
and startup and testing activities
were completed in the first quarter.

Assessment, evaluation, and design
for stationary generators at booster
stations and well sites will be
completed in FY 2024.
127,625
88% 6/30/2027 Construction1,439,755
555,0001,055,000Water Operations / Training and
Storage / Work Shop
109017 Due to lead contamination and
clean-up costs associated with the
original site location, a new site was
identified in the first quarter.

Design of the Water
Operations Materials Storage Facility
will be completed in FY 2024.
163,360
5% 6/30/2024 Planning27,881
1,330,0002,840,000Reservoir Improvements109318 Procurement efforts for the annual reservoir inspection was initiated in
the first quarter.

Design of Don Benito Reservoir will
begin in FY 2024. Other reservoir
improvements will be performed as
needed.
122,52043% 6/30/2027 Planning571,455
8,302,67410,302,674Non-Potable Water Project101319 No reportable activity in the first quarter. The project is on hold until
the groundwater levels in the
Raymond Basin are restored.

An evaluation of indirect potable reuse
options, including additional treatment
of the tertiary treated and disinfected
recycled water from the Los Angeles-
Glendale Water Reclamation Plant for
groundwater recharge, will be
completed in FY 2024.
153,150
94% 6/30/2027 Ongoing7,834,022
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 22

8,073,00016,073,000Customer Driven - Mains, Meters,
and Services
108220 A total of 14 water service
applications with deposits and 39 fire
flow testing applications were
received from customers and
developers in the first quarter. There
were 16 installed projects which
include the following tasks: 30 feet
of water main, 27 domestic services,
7 fire services with backflow
prevention devices, 4 meters, 1 fire
hydrant, and 10 service
abandonments.

Installations of new meters, services,
mains, fire hydrants, gate valves, and
services, including final paving of
trenches, will be completed in FY
2024.
2,042,000
70% 6/30/2024 Ongoing5,625,098
2,968,0462,968,046Water and Power Facilities
Modernization
105621 The procurement process for the
locker room remodel project was
initiated during the first quarter. Bids
are expected to be received in the
second quarter.

The locker room upgrades will be
completed in FY 2024.
648,000
78% 6/30/2027 Design2,315,065
245,000545,000Facilities Improvement Initiative109223 The hugel at Jones Reservoir/Sierra Madre median was completed in the
first quarter.

Water facility conservation
assessments and plans will be
completed in FY 2024. A contractor will
be secured to develop and implement
landscape retrofits at facilities. In
addition, installation of leak detection
equipment on water service lines will
begin.
76,575
59% 6/30/2027 Ongoing145,186
Electric System
4,875,00010,075,000Conductor Replacement Program32261 The Raymond cable replacement project was initiated in the first
quarter and is expected to be
completed by the third quarter.

The cable replacement on the
Raymond Circuit will be completed in
FY 2024. In addition, other projects
may be competed as needed to
mitigate the risk of failure.
1,363,000
48% 6/30/2024 Ongoing2,357,338
10,337,57123,287,5714kV to 17kV Distribution System
Conversion Program
32272 A construction contract was awarded
for the F11, F9, and S3 conversion
projects in the first quarter.

The 4kV to 17kV conversions from
circuits F11 to Lincoln and F9 to
Belmont and Lincoln will be completed
in FY 2024. Additional conversion
projects may occur based on
operational needs or to prepare for
major developments.
4,000,000
25% 6/30/2024 Ongoing2,628,103
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 23

13,786,35642,570,356Advanced Metering Infrastructure
(AMI)
31423 No reportable activity in the first
quarter.

In FY 2024, project procurement will
begin for the program management,
AMI network, systems integration, and
meters.
12,963,080
2% 6/30/2027 No Activity This
Quarter
305,166
1,130,8001,630,800GT-5 Capital Equipment
Replacements
32804 No reportable activity in the first
quarter.

Upgrades to the GT-5 turbine nitrogen
oxide control equipment will be
completed in FY 2024. In addition, the
work plan includes miscellaneous
improvements on an as needed
basis.
1,130,800
0% 6/30/2028 No Activity This
Quarter
0 1,941,0003,200,000Subtransmission Cable Upgrade
(34-20)
32765 Design began and material was
ordered in the first quarter.

In FY 2024, the 34-20 subtransmission
line upgrade between Santa Anita and
Chester substations will begin.
1,941,000
0% 6/30/2025 Design0
3,610,0003,610,000Subtransmission Cable Upgrade
(34-4)
32726 No reportable activity in the first
quarter. A delayed shipment is
expected later this year.

The replacement for the 34-4
subtransmission line between
Glenarm and Chester substations will
be completed through existing
infrastructure in FY 2024.
1,106,000
80% 6/30/2024 No Activity This
Quarter
2,889,805
35,240,50335,640,503GT-1 and GT-2 Capital Equipment
Replacements
31827 No reportable activity in the first
quarter.

Planned work in FY 2024 includes the
Generator Step Up (GSU) transformer
containment, replacement of the
Selective Catalytic Reduction (SCR)
Catalyst on GT-1, painting of both
units, and if needed, GT-1 Ammonia
Continuous Emissions Monitoring
Systems (CEMS) Installation.
1,744,516
95% 6/30/2027 No Activity This
Quarter
33,320,227
7,645,3679,245,367GT-3 and GT-4 Capital Equipment
Replacements
31868 No reportable activity in the first
quarter.

Upgrades to the GT-3/4 Turbines and
the Balance of Plant (BOP) Control
System will be completed in FY 2024.

In addition, the work plan includes
installation of GT-3 Silencers, GT-3/4
Ammonia CEMS (if required by
AQMD), re-coating of the Cooling
Tower Basin, and
miscellaneous improvements on an
as-needed basis.
2,066,280
63% 6/30/2027 No Activity This
Quarter
4,833,436
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 24

7,120,00014,920,000Electrical Vault Replacement and
Reinforcement Program
32299 One vault project was completed in
the first quarter. In addition, work
orders for two more sites were
prepared.

A total of 50 vaults and/or pullboxes
will be reinforced, replaced, or have
their frame/cover replaced in FY
2024.
1,911,000
42% 6/30/2024 Ongoing3,015,900
6,320,50012,320,500Distribution Switch Replacement
Program
323110 One switch replacement was
completed in the first quarter.

A total of 17 distribution switches will
be replaced based on oil test results
and field evaluation in FY 2024.
1,448,000
77% 6/30/2024 Ongoing4,861,897
2,590,0004,690,000Fire Threat Mitigation Tier 2 Areas325811 Contract for the El Mirador fire threat mitigation project was awarded in the
first quarter. In addition, the
Rosemont fire threat mitigation
project construction continued.

Pole replacements and new
equipment will be installed along
Rosemont Ave, between Washington
Blvd, and N. Arroyo Blvd, within the
Tier 2 areas to mitigate the impact of
potential wildfires in FY 2024.
403,00050% 6/30/2027 Ongoing1,301,655
3,174,7584,631,758Receiving Station 35kV Upgrades326212 No reportable activity in the first quarter.

The upgrade of five 35 kV Potential
Transformers will be completed in FY
2024.
301,000
62% 6/30/2027 No Activity This
Quarter
1,966,011
776,5004,776,500Energy Storage System Phase II327513 An environmental consultant began the California Environmental Quality
Act (CEQA) review for the project
site in the first quarter. Inspections
and assessments of the site for the
demolition scope continued. In
addition, staff developed proposed
design and layout of the new
administration and maintenance
shops.

Planned work in FY 2024 includes
permitting, environmental study,
development of specifications for a
RFP for major construction,
installation, and Owner's Engineer.
771,000
9% 6/30/2027 Planning67,674
2,950,0004,933,000Distribution Transformer
Replacement Program
323714 Approximately 10 transformer
replacements were completed in the
first quarter.

A total of 10 transformers will be
replaced based on field inspection,
evaluation criteria, or a modeling
indication of overloading in FY 2024.
463,000
85% 6/30/2024 Ongoing2,517,678
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 25

11,088,00019,088,000Electric Vehicle Charging
Infrastructure
322515 Construction of the Shoppers Lane,
Victory Park, and Robinson Park
Electric Vehicle Supply Equipment
projects continued in the first quarter.

In addition, three Level 2 EV
chargers at Fire Station 32 were
completed.

Electric Vehicle (EV) charging stations
with both fast and Level 2 chargers at
Robinson Park, Victory Park,
Shoppers Lane, and a fire station will
be installed in FY 2024. Installation of
12 additional fast chargers at the
Arroyo EV Charging Depot and 20
more Level 2 chargers at the
Playhouse Park will be completed. In
addition, installation of Department of
Transportation electric services for two
electric bus fast chargers will be
completed. Land acquisition and
design for a new EV charging depot
that will be shared with the Water
division’s new water well site will
begin.
2,445,000
45% 6/30/2027 Ongoing5,037,384
2,175,0006,160,800Customer Information System
Managed Services - Power
327116 Enhancements of the Customer
Information System continued in the
first quarter.

Additional CIS system enhancements
and upgrades will continue to add
benefits to PWP customers and staff in
FY 2024.
1,169,350
52% 6/30/2027 Ongoing1,124,437
1,090,1244,612,124T.M. Goodrich Receiving Station
Upgrades
326317 No reportable activity in the first
quarter.

The installation and commissioning of
TM Goodrich Bank 2 Dissolved Gas
Analysis (DGA) system will be
completed in FY 2024. In addition, the
design, installation, and
commissioning of the 34-6 and 34-9
power meter upgrades will be
completed in FY 2024.
263,000
56% 6/30/2027 No Activity This
Quarter
609,015
352,0001,836,000Power Substation Weatherizing
Enhancements
327918 No reportable activity in the first
quarter.

Two substations will be weatherized in
FY 2024. Enhancements will include
protective weatherproof high-
temperature paint coating for eight
transformers and protective
rubberized/weatherproof coating for
two control room structures and four
metal clad switchgear.
352,000
19% 6/30/2028 No Activity This
Quarter
68,597
132,0002,349,372Oak Knoll Substation Upgrades327719 No reportable activity in the first quarter.

The design and specification for Oak
Knoll 35kV switch upgrades will be
initiated in FY 2024.
132,000
0% 6/30/2027 No Activity This
Quarter
0 Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 26

132,0002,349,372Villa Substation Upgrades327820 No reportable activity in the first quarter.

The design and specification for Villa
35kV switch upgrades will be
completed in FY 2024.
132,000
0% 6/30/2027 No Activity This
Quarter
0 5,650,00012,642,000Substation Modernization
Program
323521 The field construction and installation
of Brookside Substation Battery
Charger and Wilson Unit 1 XFMR
Health Upgrade were completed in
the first quarter. In addition,
engineering designs for Hastings
Units 1 & 2 and Villa Unit 1
transformer health upgrades, and
Villa Unit 1 modernization were
initiated.

The Villa Unit 1 substation
modernization featuring new metering
and capacitor bank controllers will be
completed in FY 2024. In addition, five
transformer health upgrades featuring
new nitrogen cabinets, load tap
changer oil filters, and load tap
changer desiccant filters will be
completed.
1,758,000
71% 6/30/2027 Ongoing4,029,601
4,188,2784,988,278Computerized Maintenance
Management System
314022 Eleven proposals offering a
Computerized Maintenance
Management System (CMMS)
solution and solution implementer
were received in the first quarter.

Nine of the eleven proposals met the
required minimum qualifications. The
CMMS selection committee initiated
review and scoring of qualified
proposals.

Proposal evaluations, solution
demonstrations, and final selection for
the Computerized Maintenance
Management System and the solution
implementer will begin in FY 2024.
1,926,000
35% 6/30/2027 Ongoing1,468,426
7,592,00012,192,000Emergency Transmission and
Distribution System
Replacements
322223 Four emergency replacement
projects were completed in the first
quarter. Two of the replacements
were extensive due to the July heat
wave and the impact and aftermath
of the tropical storm in August.

Emergency replacements to
transmission, distribution, and
substation systems will be completed
on an as needed basis in FY 2024.
1,408,000
90% 6/30/2027 Ongoing6,803,906
18,518,00031,318,000Installation of Low Voltage
Electrical Services
322124 Approximately 141 residential and
commercial installation requests for
new service, modifications, and
upgrades from the public right of way
equal to 400 amps or below were
completed in the first quarter. In
addition, 45 solar connections were
completed.

Modifications, upgrades, solar
installations, telecom, unmetered
service, or new low voltage electric
service will be installed as requested
in FY 2024. Installation of service
conductors to provide electrical
service will be installed, as needed.
3,118,000
88% 6/30/2027 Ongoing16,295,186
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 27

16,343,00026,943,000Installation of High Voltage
Electrical Services
322025 Two private property electric service
installations in response to customer
requests for new service,
modifications, and upgrades higher
than 400 amps of service were
completed in the first quarter.

Modifications, upgrades or new high
voltage electric services will be
completed as requested in FY 2024.

Installation of cables, conduits,
switches, transformers, and meters will
be installed as necessary.
2,616,000
87% 6/30/2027 Ongoing14,138,037
1,065,0006,287,500Supervisory Control and Data
Acquisition (SCADA) System
Expansion
324526 No reportable activity in the first
quarter.

The design and specifications for the
Connex 30 substation gateways and
Jungle Mux fiber optic multiplexer
upgrades will begin in FY 2024.
263,000
42% 6/30/2024 No Activity This
Quarter
444,643
1,350,0004,850,000Primary Dispatch Facility
Remodel
325327 A field review and assessment of
Primary Dispatch West and South
first floor panels was completed in
the first quarter.

A technical evaluation of the South
Wall power and controls equipment
will be completed in FY 2024. In
addition, a design package for
equipment removal and/or relocation
will be initiated.
328,000
6% 6/30/2027 Planning76,497
855,00014,862,500Fair Oaks Substation Upgrades326728 Staff reviewed a Design Build contract strategy with the City
Attorney's office in the first quarter.

The design and specifications of a
new unit substation for Fair Oaks
Substation will continue in FY 2024.
285,000
7% 6/30/2027 Ongoing63,156
160,000560,000Replacement of Power Plant
Instruments and Controls
323229 No reportable activity in the first
quarter.

Procurement of instruments and
controls at the Glenarm Power Plant
will occur on an as-needed basis in FY
2024.
102,800
1% 6/30/2024 No Activity This
Quarter
2,280
6,070,55612,670,556Deteriorated Pole Replacement
Program
323330 Approximately six poles were
replaced in the first quarter.

A total of 60 utility poles will be
replaced based on inspection and
evaluation criteria in FY 2024. In
addition, funds are required to cover
Southern California Joint Pole
Committee charges that account for
joint pole work performed by other
utilities.
1,559,000
81% 6/30/2027 Ongoing4,899,909
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 28

2,744,3203,144,320Power Production Facility
Improvements
323631 No reportable activity in the first
quarter.

Work planned for FY 2024 includes:
installation of a perimeter wall at
Azusa; Remote Intelligent Gateway
(RIG) improvements to allow
communication between the units and
the California Independent System
Operator (CAISO); physical security
improvements; and miscellaneous
facility improvements on an as-needed
basis.
899,500
39% 6/30/2025 No Activity This
Quarter
1,059,986
2,910,0004,310,000Seismic Upgrade of Power
Facilities
319632 The procurement process for
Brookside and Oak Knoll seismic
upgrade projects continued in the
first quarter.

Construction of the seismic upgrade of
the Del Mar substation will be
completed in FY 2024.
302,000
57% 6/30/2024 Design1,658,148
700,0001,508,000Vault Cover Lid Replacement
Program
323033 Work orders for 22 manhole cover
replacements were prepared and
sent for permitting in the first quarter.

Installation of restraint system and lid
enhancement for 15 vault/manhole
covers will be completed in FY 2024.
202,000
40% 6/30/2027 Ongoing280,163
450,0002,450,000Fire Threat Mitigation Tier 3 Areas325734 Work on the overhead and the underground portions of the fire
threat mitigation design for Canyon
Close Rd. was began in the first
quarter.

Designs for the civil and electrical
systems for converting the high
voltage distribution line on Canyon
Close Rd and Fox Ridge Dr to
underground utilities will be completed
in FY 2024.
40,000
49% 6/30/2025 Design220,911
4,470,0006,154,000Santa Anita 35kV Receiving
Station Upgrades
326035 The installation of Santa Anita
Receiving Station Control House
circuit breaker upgrades for 34-28,
North Tie, South Tie, and CAPS 4-6
circuit breakers were completed in
the first quarter. In addition, the
engineering designs were completed
for the 34-15, 34-16, and 34-25
circuit breakers.

The 34-20, 34-23, 34-27, 34-28, North
Tie, and South Tie protection and
control upgrades for the Santa Anita
35 kV circuit breakers will be
completed in FY 2024.
882,000
57% 6/30/2027 Ongoing2,557,829
5,915,0016,915,001Distribution System Automation319236 No reportable activity in the first quarter. Construction of the City Hall
Automated Transfer Switch (ATS) is
delayed due to the manufacturer's
extended delivery time.

One Supervisory Control and Data
Acquisition (SCADA) connected
Resettable Fault Interrupter (RFI) on
the Waverly Circuit and one Automatic
Transfer Switch (ATS) for City Hall to
provide a backup power source will be
installed in FY 2024.
402,000
82% 6/30/2024 Ongoing4,872,171
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 29

670,0001,570,000Security, Access Control, and
Lighting Program at Power
Facilities
324837 No reportable activity in the first
quarter.

Construction of security, access
control, and lighting for the Fair Oaks
substation will be completed in FY
2024.
151,000
24% 6/30/2027 No Activity This
Quarter
162,744
546,521946,521Distribution System GIS
Enhancements
324638 No reportable activity in the first
quarter.

A GIS mobile solution and related
forms/applications to facilitate field
inspections of assets and customer
facilities will be completed in FY 2024.

In addition, the GIS will continue to be
enhanced to meet operational needs.
100,000
6% 6/30/2024 No Activity This
Quarter
34,184
6,995,5288,195,528Distribution System Expansion
Program
322839 The design work for the Paloma
circuit continued in the first quarter.

Design and installation of the new
underground cable that will make up
the new Paloma Circuit out of
Hastings Substation will be completed
in FY 2024. In addition, field ties will
be constructed, with the neighboring
17kV circuits, to provide backup
support to Hastings Substation.

Underground infrastructure for
customer related projects will be
enhanced and expanded.
503,000
90% 6/30/2024 Design6,327,843
1,810,0003,810,000Customer Facility Replacements326940 Construction was completed for 13 out of 14 sites for the replacement of
the Resettable Fault Interrupters in
customer facilities in the first quarter.

A total of 10 units will be replaced
based on field recommendation and
resource availability in FY 2024.
606,000
49% 6/30/2027 Ongoing892,104
545,0001,145,000Fiber Optic Cable Expansions /
Overbuilds
324441 No reportable activity in the first
quarter.

The installation of overhead and
underground fiber-optic cables along
El Mirador from Colorado Blvd. up to
El Mirador Tower on Glen Oaks Blvd.
will be completed in FY 2024. In
addition, work in coordination with
Department of Technology to complete
fiber projects to meet PWP operational
and system needs will continue.
151,000
28% 6/30/2024 No Activity This
Quarter
152,594
1,541,0001,996,000Geographic Information System
(GIS) Enhancements
324042 No reportable activity in the first
quarter.

The ArcGIS upgrade will be completed
and the GIS Utility Network Upgrade
preparation and training will be
conducted in FY 2024.
1,213,040
8% 6/30/2027 No Activity This
Quarter
130,984
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 30

607,463737,463Field Services and Meter Reading
Automation
302543 A system upgrade assessment was
initiated in the first quarter.

Purchase of new meter reading
hardware, software, and professional
services for the upgrade to Cloud
capability will begin in FY 2024.
133,640
51% 6/30/2027 Planning310,007
1,380,0007,380,000Energy Storage System Phase I320644 California Environmental Quality Act (CEQA) began in the first quarter. In
addition, the RFP was released with
proposals due in the second quarter.

Planned work in FY 2024 includes
permitting, environmental study, and
development of specifications for
Requests for Proposal (RFP) for major
construction, installation, and owner's
engineer.
709,320
10% 6/30/2025 Planning139,334
870,0005,966,000Station Transformer Upgrades325945 The Mobile Transformer request for bid was released in the first quarter.

The vendor selection and procurement
contract for the Mobile Transformer
and Mobile Transformer Station
Upgrades will be issued in FY 2024. In
addition, the design and specification
for the Mobile Transformer Housing
Upgrades will be completed, the
vendor selected, and the procurement
contract will be issued.
353,000
36% 6/30/2027 Ongoing312,998
1,731,3472,981,347Power System Equipment325446 Preliminary estimates for test equipment have been collected and
a purchasing strategy was developed
in the first quarter.

Major tools and test equipment will be
purchased upon field evaluation in FY
2024.
604,000
53% 6/30/2027 Planning910,264
1,946,6033,074,603Santa Anita 17kV Substation
Upgrades
326147 Partial delivery of Santa Anita 17 kV
animal guards were received by the
PWP Warehouse in the first quarter.

The Santa Anita Bank 4 Transformer
Controller upgrade will be completed
in FY 2024. The upgraded controller
will monitor transformer temperature
and performance, control radiator
fans, and provide real-time updates to
the Power SCADA system.
290,000
72% 6/30/2027 Ongoing1,399,240
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 31

1,593,0003,073,000Distribution Volt/Var
Enhancements Program
325248 A new location for a switched
capacitor was selected in the first
quarter.

A switch capacitor bank solution will
be installed to alleviate low voltage
problems in the system in FY 2024.

Voltage correction projects will occur
when determined by recorded voltage
abnormalities or when customers
request connection or upgrade of a
service connection. In addition,
communication functionality to the
battery units installed on the C-1
Circuit will be completed.
402,000
83% 6/30/2024 Ongoing1,328,327
5,306,3527,579,352Substation Oil Containment312849 The procurement process for Wilson and Oak Knoll oil containment
projects continued in the first quarter.

In addition, the contract for the Villa
oil containment project was executed
but construction is on hold pending
material arrival.

In FY 2024, a new oil containment
system for the Wilson, Oak Knoll, and
Villa substations will be constructed. In
addition, the design of a new oil
containment system for the Chester
substation will be completed and the
design of a new oil containment
system for Glenarm Units 1 and 2 will
be initiated.
925,000
58% 6/30/2027 Ongoing3,087,937
19,939,28219,939,282Water and Power Facilities
Modernization
317550 The procurement process for the
locker room remodel project was
initiated during the first quarter and
bids are expected to be received by
the second quarter.

The locker room upgrades will be
completed in FY 2024.
1,177,000
90% 6/30/2027 Design18,042,930
1,920,0007,358,400Glenarm Receiving Station
Upgrades
326651 LA Line Load Shedding Motor
Actuator that failed during final
testing and commissioning was sent
back to the manufacturer for repair in
the first quarter.

The protection and control upgrades
for the GT-1 and GT-2 circuit breakers
will be completed in FY 2024. In
addition, the design and specifications
for Glenarm RSC and RSD 35kV
protection and control upgrades for
mini lines (34-31, 34-32, 34-4, 34-7,
34-8, and 34-3), major lines (34-15,
34-16, 34-24, and 34-25), and radial
lines (34-1, 34-2, 34-13, and 34-14)
will be initiated.
748,000
44% 6/30/2027 Ongoing849,188
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 32

3,942,0004,342,000Transmission System
Enhancements
319552 PWP began working with Southern
California Edison on a draft Letter
Agreement to replace one of the
220kV disconnects and its
associated foundation at TM
Goodrich Receiving Station.

In FY 2024, an aging communication
device, RFL 6780 transmitter/receiver,
will be replaced. In addition, other
transmission equipment may be
replaced or upgraded per the
inspection results and
recommendations of Southern
California Edison.
101,000
84% 6/30/2027 Ongoing3,311,090
610,000615,000PWP Training Yard327453 Site evaluations for the PWP Training Yard continued during the
first quarter.

Environmental remediation will begin
in FY 2024.
251,000
1% 6/30/2027 Planning5,710
1,000,0002,000,000Power Supply Integrated
Resource Planning and Design
324954 ACES continues to write and compile
the IRP in the first quarter and these
efforts are expected to continue
through November 2023. In addition,
a vendor was hired to audit the
results and processes used by ACES
in modeling the IRP scenarios.

Work on the 2023 IRP will continue
with stakeholder meetings in FY 2024.

The 2023 IRP will be completed and
approved by City Council by
December 31, 2023.
205,600
86% 6/30/2025 Ongoing855,705
1,159,0001,646,500Management Information Systems323955 No reportable activity in the first quarter.

Project work in FY 2024 includes
implementation of vulnerability
assessment recommendations, new
vulnerability scanner, inventory system
cloud upgrade, security upgrades,
information technology data center
miscellaneous hardware and software,
and network equipment for switches
and firewalls.
521,196
39% 6/30/2024 No Activity This
Quarter
450,340
1,073,0001,873,000Power Transmission Program325156 LADWP is the operating agent for this project. Work on the following
projects continued in the first quarter:
480V Breaker Replacement, HVAC
System upgrade, Fire Protection
System Replacement, and
Replacement of three IGS Towers.

The following work will take place in
FY 2024: continued work on the
replacement of the 480 V breaker at
Sylmar Converter Station (SCS);
removal of Old Ground System;
replacement of 3 IGS Towers; air
conditioning unit replacement for
Converter 1 & 2 Valve Halls; Phase 2
of the Fire Protection System
Replacement; and various smaller
capital projects.
443,799
18% 6/30/2024 6/30/2027 Ongoing190,325
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 33

9,428,9999,478,999Power Transmission Program319057 LADWP is the operating agent for this project. Work on the following
projects continued in the first quarter:

AC/DC Filter Replacements,
Porcelain Insulator replacement, and
three 230kV shunt reactor bushings.

Work will continue on the Sylmar
AC/DC Filter Replacement project and
SCS Fire Protection System
Replacement-Construction Phase 1
project in FY 2024. The Porcelain
Insulators Replacement project will
continue and is projected to be
complete in December 2024. The
Reactor Bushing Replacement project
is expected to be completed in FY
2024.
297,082
95% 6/30/2027 Ongoing8,966,259
463,0005,663,000Power Facility Wastewater /
Storm Water Capture and
Treatment
327058 No reportable activity in the first
quarter.

Work planned for FY 2024 includes
the completion of a study to determine
the most cost-effective option for
managing chemical constituents in
stormwater; replacement of the oily
water separator, and addressing any
needs of storm and wastewater
treatment, storage, recycling, and
disposal facilities at the Power Plant.
305,600
0% 6/30/2027 No Activity This
Quarter
0 490,0004,816,000Chester Substation Upgrades327359 No reportable activity in the first quarter.

The design and specifications for the
Chester 35kV switch upgrades will be
completed in FY 2024.
285,000
7% 6/30/2027 No Activity This
Quarter
35,766
792,9001,192,900Power Supply Facility Security323460 No reportable activity in the first quarter.

In FY 2024, procurement and
installation of new and/or improved
security systems with a focus on
Glenarm Plant will continue, and work
on Broadway and Azusa Hydroelectric
Plants will be performed on an as-
needed basis.
308,400
53% 6/30/2024 No Activity This
Quarter
420,315
Technology Projects
3,550,0003,550,000Police Computer-Aided Dispatch
and Records Management
System Replacement
711681 Data migration work from the legacy
systems continued in the first quarter
and is anticipated to be completed in
the second quarter.

Implementation of additional systems
and historical data migration will be
completed in FY 2024.
765,600
75% 6/30/2024 Ongoing2,678,133
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 34

8,212,2318,212,231DoIT Equipment Lifecycle
Replacement FY 2020 - FY 2024
711652 Network and server infrastructure
equipment and software updates
continued as part of planned lifecycle
replacements in the first quarter. The
contract for the PBX replacement
project was finalized and the
replacement of the Contact Center
(Call Center) technology is
anticipated to be implemented in the
second quarter. Replacement of the
batteries for the Radio Towers was
also completed.

Annual system life cycle replacement
of hardware and software will continue
in FY 2024.
1,100,000
43% 6/30/2024 Ongoing3,525,686
3,126,3673,126,367Enterprise Building Security
Management
711633 Security enhancements at the Hill
Ave Branch Library and camera
installations at the Jackie Robinson
Community Center were completed
in the first quarter. Additional work in
the lobby of Jefferson Elementary
began in the first quarter and is
anticipated to be completed in the
second quarter.

Work will continue at various branch
library locations, and potentially
expand to other City facilities in FY
2024.
500,000
70% 6/30/2024 Construction2,196,864
2,596,6533,536,653City Fiber Network Expansion FY
2020 - FY 2024
711674 Fiber expansion along South Lake
Avenue and to the Mirador Reservoir
and Radio Tower began the first
quarter. Proposals for a citywide
Strategic Broadband Plan were
evaluated and a contract was
awarded. Additional customer-related
projects including the Art Center and
Huntington Library also began in the
first quarter.

Fiber expansion plans along South
Lake Ave. will continue in FY 2024.

Additionally, fiber expansion to the
Mirador Reservoir and Radio Tower
will begin and is expected to be
completed in FY 2024.
450,000
38% 6/30/2024 Ongoing983,112
1,500,0001,500,000City Park Public Wifi Expansion711695 Contract for design of the wireless infrastructure at each of the
remaining parks and park facilities
was advertised and awarded by City
Council in the first quarter. Design is
anticipated to begin in the second
quarter.

Implementation and construction will
begin in FY 2024 following design
finalization.
500,000
0% 6/30/2024 Design0
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 35

800,7912,000,000Enterprise Content Management
System
711516 An assessment of all ECMS
department websites and features
included in those websites were
completed in the first quarter. A
SharePoint consultant was also hired
to plan and assist with the upgrade
and migration.

Upgrade of the existing system will
take place in FY 2024 to support future
capabilities and expanded use to
support any department needs.
45,000
91% 6/30/2024 Ongoing725,365
Capital Improvement Program
FY 2024 Quarter Monitoring Report
Activity Through September 30, 2023
Priority
Total
Estimated
CostProject Name
Appropriation
Thru FY 2024
FY 2024
Anticipated
Expenditures Status UpdateFY 2024 Workplan ScheduleProject# % of
Appropriations
Spent To Date
Revised
Completion
Date
Target
Completion
Date Phase
Expenditures
Life of
Project
October 16, 2023 Page 36