members of the public not participating in the tournament have access to 2 pickleball courts throughout the tournament. REACH is hoping to engage a limited number of sponsors for this event; sponsors would be staged in areas that will not impact other park uses.
FISCAL IMPACT:
This item does not require an expenditure of City funds. As part of the co-sponsorship, court rental fees of $216 would be waived. No additional staff time or costs are anticipated as the event will be coordinated by REACH.
STRATEGIC PLAN:
Primary Strategic Pillar(s) and Initiative(s):
Optimal Levels of Service for Residents and Businesses
• Support and establish programs and events that created a strong sense of community pride and a connection to our history and heritage ATTACHMENTS:
A. Resolution
Agenda Item No. 09 Page 2 of 4 CC Agenda 10-07-2024
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT HUENEME, CALIFORNIA, AUTHORIZING THE CITY OF PORT HUENEME TO COSPONSOR A PICKLEBALL TOURNAMENT COORDINATED BY REACH WHEREAS, recreational, educational, arts and cultural programs enhance the quality of life of Port Hueneme residents; and
WHEREAS, Recreation, Education, Activities and Culture in Hueneme (REACH) is a 501(c)3, non-profit organization, dedicated to supporting these essential programs through fundraising activities; and
WHEREAS, REACH has submitted a request to host a pickleball tournament at Moranda Park on November 9, 2024 to serve as a fundraising event in support of its mission; and
WHEREAS, co-sponsoring the REACH’s pickleball tournament aligns with the City of Port Hueneme’s commitment to fostering community well-being and enrichment; and WHEREAS, promoting and supporting recreational activities like pickleball enhances community engagement and promotes healthy lifestyles among residents; and WHEREAS, waiving court rental fees will decrease event costs, thereby increasing the amount of funds that can may be generated by event.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF PORT HUENEME, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1: The City Council of Port Hueneme hereby co-sponsors the November 9, 2024 Pickleball Tournament at Moranda Park.
SECTION 2: The City Council of Port Hueneme authorizes all fees associated with the rental of the pickleball courts to be waived.
SECTION 3: The City Council of Port Hueneme authorizes the City Manager to execute all necessary agreements, contracts or permits as may be required for this event.
SECTION 4: This Resolution shall take effect immediately upon its passage.
SECTION 5: The City Clerk shall certify to the adoption of this Resolution and enter it into the book of original Resolutions.
PASSED, APPROVED, AND ADOPTED, this 7
th day of October, 2024.
Misty Perez, Mayor
ATTEST:
________________________________
Georgianna Nicole Alvarez
City Clerk
Attachment A
Agenda Item No. 09 Page 3 of 4 CC Agenda 10-07-2024
CC Resolution No. ___, Page 2 of 2
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF VENTURA ) SS.
CITY OF PORT HUENEME )
I, Georgianna Nicole Alvarez, City Clerk of the City of Port Hueneme, California, do hereby certify that the foregoing Resolution No. ____ was duly adopted at the regular meeting of the City Council on the 7
th day of October, 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Dated:
Georgianna Nicole Alvarez
City Clerk
Agenda Item No. 09 Page 4 of 4 CC Agenda 10-07-2024
DATE: October 7, 2024
TO: Honorable City Council
FROM: James Vega, City Manager
Brian Popovich, City Manager’s Administrative Analyst
SUBJECT: UPDATE ON CITY TRAFFIC AND PEDESTRIAN SAFETY EFFORTS RECOMMENDATION:
That the City Council receive an update on the City’s traffic and pedestrian safety efforts, and receive requested pedestrian related data, and provide direction.
BACKGROUND/ANALYSIS:
On March 18, 2024, the City Council discussed a potential pedestrian safety campaign, and ultimately directed staff to return to the City Council with additional information and data related to pedestrian safety. Additionally, staff noted that several traffic improvements were also in progress and a status update on those items would be included. This report is intended to provide an update on recent efforts related to traffic and pedestrian safety, while allowing the City Council to receive additional data related to pedestrian incidents, and provide direction regarding a potential pedestrian safety focused public outreach campaign.
Recent Efforts Related to Traffic and Pedestrian Safety Over the past year, the City has prioritized traffic and pedestrian safety, launching several initiatives aimed at addressing community concerns.
Key actions include the reinstatement of the Police Department's Traffic Division, along with Motorcycle Enforcement, and the realignment of Parking Enforcement within the Traffic Division to better coordinate efforts focused on safety related matters. The City also introduced new traffic focused improvements, including a pilot program for speed humps and an application process for neighborhoods requesting them. A second pilot program was recently launched to install rubber medians, specifically designed to prevent vehicle donuts on Surfside Drive. Additionally, the City also installed an additional rapid flashing beacon/pedestrian crossing on Surfside Drive, increasing the total number of rectangular rapid flashing beacons in the City to four, and in June 2023, added a marked crosswalk and a "keep clear" zone at the Bolker Park and Channel Islands intersections.
Agenda Item No. 10 Page 1 of 7 CC Agenda 10-07-2024
Traffic and Pedestrian Safety Efforts
October 7, 2024
The City also updated speed limit signs in October 2023 to align with a new traffic study, resulting in decreased speed limits on Channel Islands Boulevard and other streets.
School crosswalks were also upgraded with ADA-accessible ramps installed at Parkview Elementary on 6th Place and Helen Street, and at Sunkist Elementary on Bryce Canyon Avenue in December 2023. In May 2024, the City adopted Stop Sign Operating Procedures to streamline the process for installing stop signs where needed, and installed stop signs in the Ponoma neighborhood to address traffic issues in that area.
The City also installed truck route signs around the City to ensure trucks adhere to designated routes, and the City’s Public Works department is planning to pursue an $80,000 grant through the United States Department of Transportation’s Safe Streets for All (SS4A) program. This grant will fund the development of a Comprehensive Safety Action Plan, with a future resolution to establish a committee or task force to oversee its implementation, as required by the grant.
Finally, at the September 16 City Council meeting, the City Council approved an MOU to develop an ADA transition plan, which will include recommendations to enhance pedestrian and ADA safety on sidewalks, crosswalks, city-owned walkways, and streets.
Work is expected to begin on this project in coming weeks.
The City is continuing its focus on traffic and pedestrian safety improvements, and is currently anticipating the arrival of a second motorcycle this month.
City Council Discussion of Pedestrian Safety Campaign
As noted above, on March 18, 2024, the City Council discussed the development of a pedestrian safety campaign. At that time, the City Council requested additional data regarding pedestrian safety.
According to the Transportation Injury Mapping System (TIMS), which compiles the data from the California Statewide Integrated Traffic Records System (SWITRS), there has been a reported 262 total crashes in the City from January 1, 2019 to March 31, 2024, this is approximately 52 accidents per year, or one per week over a 5-year period. Out of the 262 total crashes, 33 involved pedestrians (11) or bicycles (22). It must be noted that data from 2022 and onwards is provisional data and could be subject to change.
Out of the 11 recorded crashes by pedestrian action, 7 of the accidents involved either crossing in a crosswalk at an intersection or crossing in a crosswalk not at an intersection.
The 33 accident locations involving pedestrians and bicycles are noted on the map provided as Attachment B.
This attached accident map illustrates a few key areas where incidents involving pedestrians are most likely to occur. These areas include N. Ventura Road at Park Road, Sunkist Street and Port Hueneme Road intersections. Other areas of concern include Channel Islands Boulevard at the Patterson Road and Wheelhouse Avenue intersections.
Further data going back to 2012 was consistent in these being the most accident-prone areas involving pedestrians and bicycles.
Agenda Item No. 10 Page 2 of 7 CC Agenda 10-07-2024
Traffic and Pedestrian Safety Efforts
October 7, 2024
At this time, using existing resources and existing budget, staff proposes distributing the attached pedestrian safety poster on various digital platforms and throughout the City, including City bus stops, on the recently installed big belly trash receptacles and other locations. Staff would place an emphasis on making the pedestrian safety poster visible at the City bus stops as the data illustrated most of the accidents involving pedestrians and bicycles have occurred near them. Additionally, staff would distribute the safety poster to key partners such as the Port of Hueneme, Navy Base, and local schools to enhance awareness of pedestrian safety. The City’s reinstated Traffic Enforcement team can also provide educational outreach to these entities to help ensure collaboration among key stakeholders. During the outreach events, high visibility bracelets (snap bands) would be given to students and attendees to further promote wearing reflective items to increase safety. The cost of purchasing 600 reflective snap bands is estimated to total $360.
Lastly, if a pedestrian safety outreach campaign is approved, staff will provide weekly pedestrian safety tips that can be distributed on social media to increase awareness and safety. Messaging will focus on safety tips such as:
Visibility is crucial and pedestrians should wear bright, reflective clothing or accessories, especially at dawn, dusk, or nighttime. Items like LED armbands, reflective vests, or shoes with reflective details, along with carrying a flashlight or using your cell phones flashlight make pedestrians more visible to drivers.
Staying alert and avoiding distractions is crucial. Pedestrians should put their phones away and if they are wearing headphones, keep them at a low volume to hear oncoming vehicles. Make sure to always use crosswalks, wait for traffic signals, and look both ways before crossing. Avoid jaywalking, as drivers may not expect pedestrians outside of designated areas.
Knowing your surroundings is vital. Be aware of cars turning, parking, or backing up, and always stay alert and prepared to react. Whenever possible, walk on sidewalks. If there are no sidewalks, walk facing traffic so you can see approaching vehicles. Remember to be cautious around large vehicles with blind spots and give them extra space as they may not see you. Finally, teach children road safety. If walking with children, make sure to hold their hands near busy streets and teach them about looking both ways before crossing.
FISCAL IMPACT:
Sufficient funds and resources are available in the budget to distribute safety posters and purchase reflective high visibility bracelets (snap bands) to distribute.
STRATEGIC PLAN:
Primary Strategic Pillar(s) and Initiative(s):
Agenda Item No. 10 Page 3 of 7 CC Agenda 10-07-2024
Traffic and Pedestrian Safety Efforts
October 7, 2024
Safe, Secure, & Beautiful Community
• Increase levels of safety awareness and education
Strategic Partnerships
• Establish a mechanism for engagement, information sharing, dialogue and ongoing cooperative decision-making with key stakeholders ATTACHMENTS:
A. Reflect Yourself Poster
B. 1/1/2019 – 3/31/2024 Pedestrian and Bicycle Accident Map Agenda Item No. 10 Page 4 of 7 CC Agenda 10-07-2024
Attachment A
Agenda Item No. 10 Page 5 of 7 CC Agenda 10-07-2024
This Page Intentionally Left Blank
Agenda Item No. 10 Page 6 of 7 CC Agenda 10-07-2024
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Attachment B
Agenda Item No. 10 Page 7 of 7 CC Agenda 10-07-2024
DATE: October 7, 2024
TO: Honorable City Council
FROM: James Vega, City Manager
Lupe Acero, Finance Director
Tony Stewart, Community and Economic Development Director SUBJECT: AWARD OF CONTRACT FOR CANNABIS REVENUE AUDIT SERVICES RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to award the contract for Cannabis Revenue Audit Services (Limited Scope) to Booth Management Consulting (B.M.C), which is anticipated to significantly reduce costs to local businesses associated with these audits.
BACKGROUND/ANALYSIS:
The cannabis Development Agreements require an annual audit of the financial statements. At the inception of the cannabis business program, the city issued a proposal for audit services and HDL Companies was awarded the contract in 2018. Since then, HDL has been conducting the Revenue Audits of the cannabis businesses. The current costs to complete the annual audit are $10,000.00.
Because audits were not conducted during the covid stay at home orders, there was some catching up and the recent audits covered multiple years. Most businesses have had audits completed through June 30, 2022. The new firm will be conducting the audit starting with fiscal year 2023.
The Cannabis industry has been experiencing sales declines in California. The businesses in Port Hueneme have been experiencing significant sales decreases due to competition and market saturation with many new businesses opening in neighboring cities. The city is aware of these challenges and has been proactively investigating ways to reduce costs for Port Hueneme businesses and, in an effort to reduce audit costs, staff issued a Request for Proposal for Audit Services (RFP). The RFP issued was for a “Full Scope Revenue Audit” on July 10, 2024 with a due date for responses of August 23, 2024. The city received four responses to the RFP from competitive firms. The Review Committee consisting of the Finance Director, Community and Economic Development Director, Sr. Accountant and Accountant reviewed all of the responses and scheduled a follow up meeting to discuss a prospective reduction in scope lowering the scope of the Agenda Item No. 11 Page 1 of 27 CC Agenda 10-07-2024
Cannabis Revenue Audit Services
October 7, 2024
audit from a “Full Scope Audit” to a “Limited Scope Audit” in an effort to reduce costs even further.
It is important to note with a limited scope audit, the audit firm will limit the approach and methodology used to conduct the audit and will limit the documents reviewed to a reduced number of documents focusing on the core financial documentation. By doing this, the audit scope and time to conduct the audit is reduced resulting in lower audit costs.
In addition to requesting a “Limited Scope Audit” for the traditional in store businesses, staff also requested consideration for a lower audit fee for the delivery-only businesses as the sales volume for deliveries is lower than the traditional in store businesses.
The audit firms were provided additional time to respond to the limited scope audit proposal. After a comprehensive review of the responses received for the “Limited Scope Audit”, staff is recommending Booth Management Consulting (B.M.C) to conduct the annual cannabis revenue audits. B.M.C. is a CPA firm based in Maryland, offering extensive top-notch services, including attestation, contract and grant management and accounting services. The firm’s experience includes grant management and compliance monitoring for the Washington State Department of Commerce, and regulatory compliance (auditing) for the Mississippi Department of Employment Services.
The proposed annual audit fee for a “Limited Scope Audit” revenue audit is $1,880.00 for traditional in store businesses. When we compare this to the previous cost of $10,0000 for a “Full Scope Audit”’ this provides the businesses a reduction of $8,120.00 per annual audit. In addition, a further reduction in audit costs for delivery and/or businesses with sales under $3.5 million is being provided; the annual audit fee for these businesses will be $1,760.00. Please note these proposed costs include a 4.0% escalation in Years 2 and Year 3.
It is important to note the audit fee is based on the presumption the businesses maintain books and records in a manner consistent with standard accounting procedures and good practices to fairly report all monies received by the business as is required by the Development Agreement. In cases where the business does not maintain proper record keeping and the audit requires more audit hours to complete, the costs of the audit will increase as these businesses will have to pay the per hour rate for any additional hours that are beyond the norm. Since these businesses recently completed a full scope audit it is anticipated that they will be prepared for this audit.
Most of the cannabis businesses operating in the city have undergone one or more audits and are familiar with proper recordkeeping and the audit records that need to be maintained. Staff strongly recommends all businesses maintain proper records in to facilitate the audit and avoid additional audit fees due to poor or no documentation. The typical records that should be maintained are copies of tax returns, point of sale registers, financial ledgers and bank statements. Although this list is not intended to be comprehensive, these are critical in order to complete the revenue audit.
Agenda Item No. 11 Page 2 of 27 CC Agenda 10-07-2024
Cannabis Revenue Audit Services
October 7, 2024
It is the intent of the City to contract for the services presented herein for a term of three (3) years. The City reserves the right to extend the term of this contract for two (2) additional one-year terms subject to the annual review and recommendation of the Audit Committee, City Manager and City Council.
FISCAL IMPACT:
None. This action does not require an additional expenditure of funds as the audits are paid for by individual businesses. Approval is anticipated to result in reduced costs for local cannabis businesses.
STRATEGIC PLAN:
Strategic Pillar: Fiscal and Economic Excellence
ATTACHMENTS:
A. Cannabis Audit RFP Services RFP 2025
B. Professional Services Agreement
Agenda Item No. 11 Page 3 of 27 CC Agenda 10-07-2024
This Page Intentionally Left Blank
Agenda Item No. 11 Page 4 of 27 CC Agenda 10-07-2024
City of Port Hueneme Request for Proposal – Cannabis Revenue Audit Services Page 1
City of Port Hueneme
Request for Proposal
For
Professional Auditing Services of Cannabis
Businesses Operating in the City
City of Port Hueneme
250 North Ventura Rd.
Port Hueneme, CA 93041
Attachment A
Agenda Item No. 11 Page 5 of 27 CC Agenda 10-07-2024
City of Port Hueneme Request for Proposal – Cannabis Revenue Audit Services Page 2 City of Port Hueneme
Request for Proposal
Professional Auditing Services of Cannabis
Businesses Operating in the City
Introduction
The City of Port Hueneme is seeking qualified professional firms (Consultant) to submit proposals to provide revenue audits of cannabis businesses operating in the City. Proposals shall conform to the provisions set forth herein.
Background
The City of Port Hueneme is a unique community along Ventura County's Gold Coast just south of the City of Oxnard and Channel Islands Harbor. The City serves a population of approximately 22,000 residents and covers a 4.5-square mile area that comprise the city limits and serves as home to the Naval Base Ventura County and the Port of Hueneme.
The City of Port Hueneme (“City”) was incorporated in 1948 as a General Law city, and became a Charter city in 1996. The City operates under the council/manager form of government. Five City Councilmembers are elected at large by City residents for staggered four-year terms and serve as the City's legislative and policymaking body. The Mayor is selected annually from the Councilmembers. The City Manager is responsible for directing City affairs prescribed by the City Council. The City Manager also handles the administration of day-to-day activities of the City employees
On June 21, 2021, the City adopted Municipal Code Ordinance 780. Currently, the City collects revenue from thirteen (13) cannabis businesses. The revenue is based on the Development Agreement, which is 5% on retail/delivery and 3% on microbusiness retail – cultivation. These amounts are based on the business’s reportable revenue (Gross receipts less any State Sales and Excise Taxes paid to California Department of Tax and Fee Administration (CDTFA).) Sales are reported and paid monthly by each cannabis business by completion of the Cannabis Business Gross Receipts Reporting Form (attached).
Term of Engagement
It is the intent of the City to contract for the services presented herein for a term of three (3) years. The City reserves the right to extend the term of this contract for two (2) additional one-year terms subject to the annual review and recommendation of the Audit Committee and/or the City Manager, the satisfactory negotiation of terms (including a price acceptable to both the City of Port Hueneme and the selected firm), the concurrence of the City Council of the City of Port Hueneme and the annual availability of an appropriation.
Agenda Item No. 11 Page 6 of 27 CC Agenda 10-07-2024
City of Port Hueneme Request for Proposal – Cannabis Revenue Audit Services Page 3 Scope of the Work to be Performed
The Consultant will conduct an annual Revenue Audit to validate the accuracy of the sales reported to the City during the review period. The Revenue audit tasks could include, but are not limited to:
▪ Review of point- of -sale reports, bank statements, profit and loss statements, and inventory purchases to determine if unrecorded sales might have taken place.
▪ Review of Sales taxes reported to CDTFA
• The Consultant will issue Audit Notification letters, as approved by the City, to each cannabis business.
• The Consultant will provide a draft audit report to the cannabis business. The business will be given the appropriate time to respond or appeal the report in accordance with the City ordinance. The Consultant will review any documentation provided by the business to dispute the findings and will adjust the tax/fee assessment as necessary prior to issuing the final report to the City. • The Consultant will issue the Final Audit report and include the methodology used to conduct the revenue audit and audit findings.
• The Consultant will coordinate with the City as the time for each audit.
City Contact
The City contact (Contact) for this Request for Proposal (RFP) is the sole point of contact for this procurement. All communication shall be in writing and submitted to the Contact as designated below. Direct written questions and/or correspondence related to this RFP to:
Lupe Acero, Finance Director
[email protected]
RFP Deadlines
The following is a list of key dates up to, and including, the date proposals are to be submitted:
Date Activity
July 10, 2024 Request for Proposal Released
July 22, 2024 Deadline for Submitting Questions
August 1, 2024 Responses to Questions
August 23,2024 Due date for proposals **
August 26, 2024 Interview of Qualified Proposers (if necessary) September 3, 2024 Selection
**The Sealed Proposal should be sent to the attention of Lupe Acero, Finance Director via U.S. Mail at the address noted in Section III (A) and should be clearly marked “DO NOT OPEN WITH REGULAR MAIL.”
Agenda Item No. 11 Page 7 of 27 CC Agenda 10-07-2024
City of Port Hueneme Request for Proposal – Cannabis Revenue Audit Services Page 4 Minimum Qualifications and Experience
The City seeks professionals with demonstrated expertise in performing the services described herein. The successful Consultant shall have proven experience in providing the subject professional services and shall, at minimum, have the following:
1. Have at least five (5) years of experience in the field with three (3) similar projects providing the same or similar services requested in this RFP.
2. Have the administrative and fiscal capacity to provide and manage the proposed services.
Technical Proposal
Cover Letter
The Cover Letter shall be on company letterhead, signed by a duly authorized officer, employee, or agent of the Consultant. The Cover Letter shall include the following information:
a. A statement that the Proposal is submitted as a response to RFP – Cannabis Revenue Audit Services.
b. An introduction of the Consultant including: legal name; address and telephone number of office headquarters, along with the local office; type of business entity [sole proprietor, partnership, or corporation (including state of incorporation)]; and date founded.
c. A brief discussion of general background and qualifications and a description of any special knowledge or capabilities material to the services requested in the RFP. Be sure to include whether the Consultant has done work for the public sector in the last five (5) years.
d. Indicate which individual(s) by name, title, address, and telephone number are authorized to negotiate and execute an Agreement with the City on behalf of the Consultant.
Understanding and Approach to the Scope of Work
Demonstrated knowledge of the work; identification and knowledge of Federal, State, City, and other agency requirements, as applicable to the required service.
Describe the proposed approach and methodology to performing the work.
Information should demonstrate the Consultant’s:
a. Knowledge of the technical and functional needs;
b. Describe each service you provide and how you go about obtaining that information;
c. Online capability;
Experience
Agenda Item No. 11 Page 8 of 27 CC Agenda 10-07-2024
City of Port Hueneme Request for Proposal – Cannabis Revenue Audit Services Page 5 The technical expertise and professional competence in areas directly related to the RFP; number of years’ experience in performing similar work; demonstrated ability to manage and coordinate the services, deliver quality services, be a reliable service provider, breadth and depth of resources.
References
Provide a minimum of three (3) references of recent demonstrated experience in providing consulting services similar in nature and size to the Scope of Work, and include any government references. Provide a short description of the work performed, dates of service, names, addresses, telephone numbers, fax numbers, locations, remedies, and contract amount.
Fee Proposal
The Fee Proposal shall be prepared in the following manner. One (1) copy of the Fee Proposal, sealed separately, shall be submitted within the sealed proposal package, and clearly marked as follows: FEE PROPOSAL FOR RFP Cannabis Revenue Audit Services. Proposals without a separate, sealed Fee Proposal will not be accepted. The elements of the Fee Proposal shall include the following:
a. Indicate all fees associated to the services noted in the Scope of Work within this RFP.
Evaluation Criteria
Proposals will be evaluated against the criteria listed below:
1. Understanding and Approach to the Scope of Work; demonstrated knowledge of the work; identification and knowledge of Federal, State, City, and other agency requirements, as applicable to the requested services. – 35 points
2. Experience: The technical expertise and professional competence in areas directly related to this RFP; required number of years’ experience in performing similar work; demonstrated ability to manage and coordinate the services, deliver quality products/services, be a reliable service provider, meet deadlines; level of experience and training of key personnel assigned, including subconsultants, if applicable; strength and stability of the firm; breadth and depth of resources. – 20 points
3. Fees for the Audit – 30 points
4. References: References provided within the proposal will be evaluated. – 10 points
5. Completeness: Overall completeness and thoroughness; initiative; compliance with RFP instructions; exceptions to or deviations from the RFP. – 5 points Selection of Firm
The City will select a firm based upon the recommendation of the Audit Committee.
It is anticipated that a firm will be selected by September 3, 2024. Following notification of the firm selected, it is expected a contract will be executed between both parties within 30 days from notification.
Agenda Item No. 11 Page 9 of 27 CC Agenda 10-07-2024
City of Port Hueneme Request for Proposal – Cannabis Revenue Audit Services Page 6
MISCELLANEOUS PROVISIONS
Proposals Become the Property of The City
Proposals become the property of City and information contained therein shall become public property subject to disclosure laws after Notice of Intent to Award. The City reserves the right to make use of any information or ideas contained in the proposal.
Confidential Material
Proposing Consultant must notify the City in advance of any proprietary or confidential material contained in the proposal and provide justification for not making such material public. Such alleged confidential material must be conspicuously marked as such on the face of the document prior to distribution to the City or any of its employees, agents, officers, or elected officials. The City shall have sole discretion to disclose or not disclose such material in accordance with the California Public Records Act, subject to any protective order which proposing auditor may obtain.
Rejection Of Proposals
The City may reject any or all proposals and may waive any immaterial deviation in a proposal. The City's waiver of an immaterial defect shall in no way modify the Request for Proposal (RFP) documents or excuse the proposing Consultant from full compliance with the specifications if he/she is awarded the contract. Proposals referring to terms and conditions other than the City’s terms and conditions may be rejected as being nonresponsive.
City’s Rights Reserved
1. The City reserves the right to select the proposal(s) which in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for recommending the contract award.
2. The City reserves the right to award multiple contracts from this RFP.
3. The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.
4. The City may modify this RFP by issuance of one or more written addenda.
Addenda will be posted on https://www.ci.port-hueneme.ca.us/Bids.aspx and sent electronically to all proposers registered with the City. The City reserves the right to extend the proposal due date.
5. The City reserves the right to meet with select proposers at any time to gather additional information.
Agenda Item No. 11 Page 10 of 27 CC Agenda 10-07-2024
City of Port Hueneme Request for Proposal – Cannabis Revenue Audit Services Page 7
6. The City shall not be liable for any pre-contractual expenses incurred by prospective consultants, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.
Public Records
All proposals submitted in response to this RFP become the property of the City, and may be subject to public review through a Public Records Act Request.
Exceptions
Proposed Consultant shall certify that they take no exception to this RFP. If the Proposed Consultant does take exception to any portion of the RFP, the specific portion of the RFP to which exception is taken shall be identified and fully explained.
Sample Agreement text may be considered for modification through the contract negotiations phase of the RFP; however, in no event will modifications be considered to any provisions not identified by Proposed Consultant as part of their response to this RFP.
Special Consideration
This RFP does not commit City to award a contract, to defray any cost incurred in the preparation of a proposal pursuant to this RFP, or procure or contract for work.
Right To Cancel
This solicitation does not obligate the City to enter into an agreement with any Proposing Consultant. The City retains the right to cancel in part or in its entirety, this RFP at any time. No obligation, either expressed or implied, exists on the part of the City to make an award or to pay any cost incurred in the preparation or submission of a proposal. If City cancels or revises this RFP, City will notify all proposers in writing and post a notice of revision or cancellation on the City website.
Additional Information
City reserves the right to request additional information and/or clarifications from any or all proposers to this RFP.
Attachments
A – Cannabis Business Gross Receipts Reporting Form
B – Example Agreement for Consultant Services
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Professional Services Agreement
PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into as of the ____ day of ___ 2024, by and between the City of Port Hueneme, (“City”) and __________, a California corporation (“Consultant”), who individually may be referred to herein as a “Party,” and jointly as the “Parties.”
RECITALS
A. Consultant is trained, experienced and competent to perform the services which will be required by this Agreement.
B. Consultant possesses the skill, experience, ability, education, background, certification (if applicable), knowledge and required license(s) (if legally required) to provide the services described in this Agreement on the terms and conditions described herein.
C. City desires to retain Consultant to render professional services as set forth in this Agreement.
AGREEMENT
SERVICES
1. Scope of Services; Extra Work.
A. Consultant shall furnish the services (the “Services”) described in the proposal attached hereto as Exhibit "A" and incorporated herein by this reference (the “Proposal”). Consultant shall provide the Services at the time, place, and in the manner specified in the Proposal. To the extent that the time, place and manner are not fully set forth in the Proposal, the Services will be provided as agreed by the Parties or as required by the nature of the Services.
B. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, Extra Work means any work that is determined by City to be necessary for the proper completion of the Services, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not Attachment B
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perform, nor be compensated for, Extra Work without advance express written authorization from City. Consultant shall perform the Extra Work in the manner specified in the Proposal, or if variations are found by the Parties to be desirable or necessary, in the manner described in the writing wherein the Extra Work is authorized.
2. Familiarity with Work.
A. Consultant warrants that it has thoroughly investigated and considered the scope and nature of the Services, has carefully considered how the Services should be performed and fully understands the facilities and restrictions associated with performance of the Services under this Agreement.
B. Should Consultant, subsequent to the execution of this Agreement, discover any conditions that may materially affect the performance of the Services hereunder, it shall immediately inform City of such fact and shall not proceed without written instructions from City except at its own risk.
3. Standard of Care. Services shall be performed by Consultant in accordance with generally accepted professional practices and principles and not less than the level of care and skill previously exercised by Consultant in providing prior services to City. By delivery of completed work, Consultant certifies that the work conforms to the requirements of this Agreement and all applicable federal, state and local laws and the professional standard of care in California. Consultant shall perform the Services in conformance to and consistent with that degree of care and skill consistent with the generally accepted professional standards prevailing at the time the work is performed. In addition, Consultant represents that its work product does not infringe on any other copyrighted work. If Consultant’s work does infringe on any other copyrighted work, this constitutes willful misconduct under this Agreement.
4. Independent Evaluation. Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the Services, including, without limitation, applicable federal, state and local laws and regulations, and all other contingencies or considerations. Information, opinions, reports, investigations, and other similar information provided by City relating to the Services is not warranted or guaranteed, either expressly or impliedly, by City.
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5. Licenses.
A. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance and approvals of whatsoever nature which are legally required to practice its profession as well as perform the Services.
B. Consultant represents and warrants to City that it shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are legally required of Consultant to practice its profession.
C. Consultant shall maintain a valid City business license.
COMPENSATION
6. Contract Sum. Compensation to be paid to Consultant shall be in the amount and paid in accordance with the description set forth in the Proposal, Exhibit A. No payment will be made by City for Services performed without the prior written approval of City.
7. Payment.
A. Consultant shall submit monthly billings to City describing the work performed during the preceding month. Consultant’s bills shall include a brief description of the Services performed, including by project name and/pr number, if applicable, the date the Services were performed, and a description of any reimbursable expenditures (if provided for in the Proposal).
B. City shall pay Consultant no later than thirty (30) days after approval of the monthly invoice by City staff.
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PERFORMANCE SCHEDULE
8. Time of Performance. The Services of Consultant are to commence upon execution of Agreement, as needed, with work to be completed as needed and/or requested by City staff.
9. Time of Essence. Time is of the essence in the performance of this Agreement.
COORDINATION OF WORK
10. Independent Professional. Neither City nor any of its employees shall have any control over the manner, mode or means by which Consultant, its agents or employees, perform the Services, except as otherwise set forth herein or in the Proposal. City shall have no part in the selection, discharge, supervision or control of Consultant’s employees, servants, discharge, supervision or control of Consultant’s employees, servants, representatives or agents, or in fixing their number, compensation and hours of service. It is understood and agreed that Consultant, in the performance of Services, shall act as and be an independent consultant and shall not act as an agent or employee of City. Consultant shall obtain no rights to retirement benefits or other employment benefits that accrue to City’s employees, and it hereby expressly waives any claim it may have to any such rights.
11. Conflicts of Interest.
A. Consultant (including principals, associates and professional employees) covenants and represents that it does not now have any investment or interest in real property in the City and shall not acquire any interest, direct or indirect, in the City or any other source of income, interest in real property or investment which would be affected in any manner or degree by the performance of the Services. Consultant further covenants and represents that in the performance of the Services no person having any such interest shall perform any services under this Agreement.
B. The City has determined that Consultant is not a designated employee within the meaning of the Political Reform Act.
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12. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express written consent of City, which can be denied at its sole discretion.
Consultant shall not subcontract any portion of the Services without the advance express written authorization of City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law.
RECORDS AND REPORTS
13. Ownership of Documents. All plans, studies, documents and other writings prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of performing the Services, except working notes and internal documents, shall become property of City upon payment to Consultant for such work, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at its expense, provide such reports, plans, studies, documents and other writings to City upon written request.
14. Licensing of Intellectual Property.
A. This Agreement creates a nonexclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in the plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including, but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents and Data”).
B. Consultant represents and warrants that it has the legal right to license any and all Documents and Data it provides to City under this Agreement.
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15. Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents and Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Consultant shall not, without the prior written consent of City, use such materials for any purposes other than the performance of the Services under this Agreement. Consultant shall not use City’s name or insignia, photographs relating to any project for which Consultant’s services under this Agreement in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City.
RECORDS AND REPORTS
16. Books and Records.
A. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement.
B. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.
C. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit at any time during regular business hours, upon written request by the City Manager, City Attorney, City Finance Director or a designated representative of these officers. Copies of such documents shall be provided to City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Consultant’s address indicated for receipt of notices in this Agreement.
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D. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant’s business, City may, by written request by any of the abovenamed officers, require that custody of the records be given to City and that the records and documents be maintained in City Hall. Access to such records and documents shall be granted to any party authorized by Consultant, Consultant’s representatives, or Consultant’s successor-ininterest, unless confidential.
INSURANCE
17. Insurance Requirements.
A. Policies. Consultant, at its own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies.
1. Workers Compensation Coverage. Consultant shall maintain Workers Compensation Insurance and Employer’s Liability Insurance for its employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the State of California for all of the subcontractor’s employees. Any notice of cancellation or nonrenewal of all Workers Compensation policies must be received by the City at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. This provision shall not apply if Consultant has no employees performing work under this Agreement. If Consultant has no employees for the purposes of this Agreement, Consultant shall provide City with a signed Certificate of Exemption from Workers Compensation Insurance in a form acceptable to City.
2. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general Agenda Item No. 11 Page 19 of 27 CC Agenda 10-07-2024
8 Professional Services Agreement
aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.
3. Automobile Liability Coverage. Consultant shall maintain automobile liability insurance covering bodily injury and property damage for all activities of Consultant arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence.
4. Consultant Liability Insurance. Consultant shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors or omissions which may arise from Consultant performance of the Services under this Agreement, whether such performance is by the Consultant or by its employees, subcontractors, or sub consultants. The amount of this insurance shall not be less than one million dollars ($1,000,000) per occurrence.
B. Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a Best’s rating of no less than A:VII and shall be endorsed with the following specific language:
1. City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of Consultant, including materials, parts or equipment furnished in connection with such work or operations.
2. This policy shall be considered primary insurance as respects City, and/or its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by City, including any self-insured retention by City, shall be considered excess insurance only and shall not contribute to Consultant’s insurance.
3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.
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4. The insurer waives all rights of subrogation against City, and its elected or appointed officers, officials, employees or agents.
5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers.
6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by City.
C. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions applicable to Consultant must be declared to and approved by City. At City’s option, Consultant shall demonstrate financial capability for payment of such deductibles or self-insured retentions.
D. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement.
18. Indemnification. Consultant agrees to the following:
A. Indemnification for Professional Services. Consultant will save harmless and indemnify and at City’s request reimburse defense costs for City and all its officers, volunteers, employees and representatives from and against any and all suits, actions, or claims, or any character whatsoever, brought for, or on account of, any injuries or damages sustained by any person or property resulting or arising from any negligent or wrongful act, error or omission by Consultant or any of Consultant’s officers, agents, employees or representatives, in the performance of this Agreement, except for such loss or damage arising from City’s sole negligence or willful misconduct.
B. Indemnification for other Damages. Consultant shall indemnify and hold City harmless from and against any claim, action, damages, costs (including without Agenda Item No. 11 Page 21 of 27 CC Agenda 10-07-2024
10 Professional Services Agreement
limitation, attorney’s fees), injuries, or liability, arising out of this Agreement, or its performance, except for such loss or damage arising from City’s sole negligence or willful misconduct. Should City be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, Consultant will defend City (at City’s request and with counsel satisfactory to City) and will indemnify City for any judgment rendered against it or any sums paid out in settlement or otherwise. Both parties understand and agree that nothing in this agreement constitutes advice by Consultant to City to violate any existing law, and accordingly, this section does not obligate Consultant to the extent that federal or state law may now, or subsequently, prohibit the actions recommended by Consultant pursuant to this Agreement.
MISCELLANEOUS
19. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between City and Consultant with respect to the Services.
All prior written and oral communications, including correspondence, drafts, memoranda, and representations pertaining to the Services, are superseded in total by this Agreement.
20. Waiver. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provisions under this Agreement. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to City at the time of payment.
21. Rights and Remedies. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by a Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.
22. Controlling Law Venue. The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be held exclusively in a state court in the County of Ventura.
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23. Litigation Expenses and Attorneys’ Fees. If either party to this Agreement commences any legal action against the other party (or any third-party institutes such an action naming City) arising out of this Agreement and/or the Services, the prevailing party as between City and Consultant shall be entitled to recover its reasonable litigation expenses, including court costs, expert witness fees, discovery expenses, and attorneys’ fees.
24. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the Parties when at least one copy thereof shall have been signed by both Parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.
25. Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement.
Consultant warrants that the individual(s) who has signed this Agreement has the legal power, right, and authority to make this Agreement and to bind Consultant.
City shall not be bound to this Agreement until such time as the City Manager has executed it.
26. Termination. City may terminate this Agreement immediately for cause. City may terminate this Agreement without cause upon fifteen (15) days written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to its receipt of the notice of termination.
27. Notices. Any notice required to be given under this Agreement shall be in writing and either served personally or sent prepaid, first class mail. Any such notice shall be addressed to the other party at the address set forth below. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.
If to City: James Vega
City Manager
City of Port Hueneme
250 North Ventura Road
Port Hueneme, CA 93041
If to Consultant:
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28. Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.
29. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.
30. Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.
31. Non-liability of City Officers and Employees. No officer or employee of City shall be personally liable to the Consultant, or any successor in interest, in the event of any default or breach by City or for any amount which may become due to Consultant or to its successor, or for breach of any obligation of the terms of this Agreement.
32. Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement.
33. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of sex, marital status, race, color, religion, ancestry, natural origin, physical handicap, sexual orientation or domestic partnership status. Such nondiscrimination shall include, but not be limited to, all activities related to initial employment upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
34. Commencement of Services. Consultant shall not commence performance the Services until this contract has been approved by the City and notification to Agenda Item No. 11 Page 24 of 27 CC Agenda 10-07-2024
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proceed has been issued by the City Manager or designee. No payment will be made prior to approval of any work, or for any work performed prior to approval of this contract.
SIGNATURES APPEAR ON FOLLOWING PAGE
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IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed on the date first written above.
CITY OF PORT HUENEME CONSULTANT
____________________________ By: _____________________________ James Vega, City Manager
ATTEST:
_______________________________
Georgianna Nicole Alvarez, City Clerk
APPROVED AS TO FORM:
_____________________________
Joan Stevens Smyth, City Attorney
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Professional Services Agreement
EXHIBIT “A”
The Consultant will conduct an annual Limited Scope Revenue Audit to validate the accuracy of the sales reported to the City during the audit review period. The main objective of the revenue audits is to ensure the completeness of revenue reported to the city.
The Revenue audit tasks could include, but are not limited to:
▪ The review of supporting documents such as of point- of -sale reports, California Department of Tax and Fee Administration (CDTFA) Quarterly Tax Returns and Profit and Loss statements to determine the accuracy of all sales reported.
The Consultant will issue Audit Notification letters, as approved by the City, to each cannabis business prior to the commencement of the audit.
The Consultant will perform field work and analytical procedures to access the accuracy of the gross revenue. Upon completion of the audit the consultant will review the draft report and any findings with the city prior to issuing the draft report to the cannabis business.
Upon approval from the city, a draft audit report will be issued to the cannabis business.
The business will be given the appropriate time to respond or appeal the report in accordance with the City ordinance. The Consultant will review any documentation provided by the business to dispute the findings and will adjust the tax/fee assessment as necessary prior to issuing the final report to the City.
The Consultant will issue the Final Audit report which includes the methodology used to conduct the revenue audit and revenue audit results.
The Consultant will coordinate with the City as the time for each audit.
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DATE: October 7, 2024
TO: Honorable City Council
FROM: James Vega, City Manager
SUBJECT: COMMUNITY BENEFIT FUND – 2024 PROJECT LIST
RECOMMENDATION:
It is recommended that the City Council receive and approve the proposed list of Community Benefit Fund projects for Fiscal Year 2024/2025.
BACKGROUND/ANALYSIS:
Community Benefit Fund Background
The Community Benefit Fund was created pursuant to the 2015 agreement between the Oxnard Harbor District (Port) and the City of Port Hueneme. The Port annually contributes $100,000 to the Community Benefit Fund (CBF), when its gross operating revenues exceed $13M. Both of these amounts are subject to increase annually by the Consumer Price Index. To facilitate the identification of mutually agreeable CBF allocations, the agreement calls for the establishment of a joint City/Port committee which includes the Mayor, Mayor Pro Tem, City Manager, Port President, Vice President and Port Chief Executive Officer.
The agreement lays out the following four categories for CBF projects:
1. Shoreline Protection Monitoring beach profiles, scrutinizing biannual sand replenishment operations and constructing associated improvements to protect the NCEL (owned by the District) and Hueneme Beach Park (owned by the City).
2. Community Development Implementing joint initiatives that foster the community’s economic, social and environmental well-being including, but not limited to, public infrastructure improvements, sponsorship of special events, support of civic organizations, and similar activities.
3. Opportunistic Endeavors Pursing opportunities that foster the shared mission and interest of the City and District not otherwise described above including, but not limited to, economic development grants, environmental mitigation, enterprise zone establishment, joint trade missions and similar activities.
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CAC Recommendations Re CBF
September 3, 2024
4. Other Projects Agreed To By The Parties Any project or projects as may be agreed to in any year by the District’s Board of Harbor Commissioners and the City Council.
CBF Projects must be determined within 180 days from July 1st per settlement agreement.
Projects nominated by the City Council are vetted by the City-Port Standing Committee.
The list of allocations recommended by that committee return to the City Council and Board of Harbor Commissioners for final approval.
A list of projects and programs that have received CBF appropriations since FY 20-21 is attached as Attachment A.
On April 15, 2024, the City Council created an initial list of projects and programs recommended for funding from the Community Benefit Fund. On May 28, 2024, the CAC reviewed the project list and identified potential process improvements for Council consideration (which is included as the next item on the agenda), but did not provide specific project recommendations pending those process improvements. On September 3, the City Council reviewed a revised list and provided direction to the Joint City/Port Committee, and the Joint Committee met on September 25, 2024 for a final review.
The amount of CBF funding this year totaled $143,000. The City Council has previously approved an initial list totaling $113,000, as follows:
• Grant Writing for Mutually Beneficial City/Port Projects: $ 50,000 • Washington DC Joint Advocacy Trip: $ 20,000
• Performing Arts Program Uniforms for Hueneme School District: $ 5,000 • Annual Health and Wellness Fair/Run for your Heart 5K: $ 10,000 • Lego First Robotics Competition (with City business support focus) $ 5,000 • Police Explorers Events and Programming: $ 5,000
• Reel Guppy Outdoors Programming: $ 5,000
• Inlakech: $ 5,000
• Little League: $ 5,000
• Recreation Program Scholarship
(Preference for Jr. Lifeguard Program) for Low-Income $ 3,000 With the initial list totaling $113,000, at the September 3 and September 25 meetings, several potential projects were discussed as possibilities for the remaining $30,000, such as additional funding for the City’s canine unit, mental health awareness, and/or Economic Development projects.
At the September 25 Joint Committee meeting, the Port indicated a preference for the funding to be used for Economic Development Projects. The City Joint Committee representatives agreed that funding for Economic Development projects would be Agenda Item No. 12 Page 2 of 5 CC Agenda 10-07-2024
CAC Recommendations Re CBF
September 3, 2024
timely, as the City recently adopted its Economic Development Plan and will require funding to implement some of these projects. Although the Port initially proposed a specific Economic Development project (Market Street Analysis), City representatives noted that there may be higher priority items in the Economic Development Plan that require funding. Therefore, the Joint Committee agreed to recommend that the remaining $30,000 be allocated to “Implementation Funding for The City’s Economic Development Plan” generally, noting that specific projects will be discussed between the City and Port staff and recommended for approval.
The final project for consideration is as follows:
• Implementation Funding for the City’s Economic Development Plan $ 30,000 Total: $143,000
Staff recommends that City Council approve this as the final project on the 2024 CBF project list. Upon approval of this year’s list, City and Port staff will discuss and propose Economic Development Plan projects in coming months. Finally, beginning in February, a revised process including an application will be implemented for the 2025 CBF project development.
FISCAL IMPACT:
The projects identified are to be funded using Community Benefit Fund funding, no general fund impact is anticipated.
STRATEGIC PLAN:
Primary Strategic Pillar(s) and Initiative(s):
Optimal Levels of Service for Residents and Businesses
• Increase communication, outreach and proactive engagement of all members of our population
ATTACHMENTS:
A. List of CBF Appropriations (FY 21-Present)
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Public Monument - Bard Phase $ 120,000 allocations of $50,000, $30,000 and $40,000 Public Mural Project $ 50,000 allocations of $15,000, $25,000 and $10,000 City / Port Washington Advocacy Trip $ 40,000 2 allocations of $20,000 Moranda Park Visitor Amenities $ 20,000
Hueneme Park Sand Enhancement $ 20,000
City/Port Community Events $ 16,350
Inlakech Cultural Arts (Youth Mariachi) $ 15,000 3 allocations of $5,000 Reel Guppy Outdoors $ 15,000 3 allocations of $5,000
Police Explorers $ 15,000 3 allocations of $5,000
Boys & Girls Club $ 10,000
LegoFirst First Robotics Competition $ 10,000 2 allocations of $5,000 Scholarships $ 10,000
Port Hueneme HS Boosters Athletic Prog. $ 10,000 2 allocations of $5,000 REACH $ 10,000
$5,000 -Learn to Swim program
$5,000 - Junior Lifeguard program
Cats & Cradle Feral Cat Management $ 8,000 allocations of $3,000 and $5,000 Sister City Program $ 7,500
Navy League $ 7,500 allocations of $2,500 and $5,000
Caregivers $ 6,200 allocations of $1,200 and $5,000
SEEAG $ 5,000
The Children's Workshop $ 5,000
BananaFest - Community Event $ 5,000
Hueneme Beach Festival $ 5,000
Audubon Society Cameras $ 5,000
Little League $ 5,000
Coastal Keepers $ 5,000
Habitat for Humanity $ 2,500
Ventura County Leadership Academy $ 2,500
Hueneme Beach Park Bike Station $ 2,000
COMMUNITY BENEFIT FUND ALLOCATIONS
FY 20-21 THROUGH FY 23-24
Attachment A
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