Redlands City Council
September 5, 2023

CITY OF REDLANDS

CITY COUNCIL

SUCCESSOR AGENCY

A G E N D A S
SEPTEMBER 5, 2023

EDDIE TEJEDA
Mayor
PAUL T. BARICH
Mayor Pro Tempore

DENISE DAVIS
Council Member
JENNA

GUZMAN-LOWERY
Council Member

MARIO SAUCEDO
Council Member
***

JEANNE DONALDSON
City Clerk

PHILLIP DOOLITTLE
City Treasurer
CHARLES M. DUGGAN JR.

City Manager
YVETTE M. ABICH GARCIA
City Attorney
5:00 p.m. Open Public Meeting, Public Comment (Closed Session) 6:00 p.m. Open Session (Public Meeting)
* * *
City Council Chambers
Civic Center, 35 Cajon Street, Redlands, California
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A G E N D A
The following information comprises the agenda for the regular meetings of the City Council of the City of Redlands and the Board of Directors of the Successor Agency of the former Redevelopment Agency of the City of Redlands at the times noted below in the City Council Chambers, Civic Center, 35 Cajon Street, Redlands, California, on:

TUESDAY, SEPTEMBER 5, 2023
To join via Zoom on a computer, laptop, or smart device Please visit www.zoom.us
, click on Join a Meeting
Enter the Meeting ID 824 4618 0187, then run the Zoom launcher To join via Zoom with audio only (cell phone or landline):

Dial 1-877-853-5247
Enter the Meeting ID 824 4618 0187
Should the City lose connectivity on Zoom, we will halt the meeting until it can be restored. To check on the status of remote connectivity in the event of an outage, go to the City’s website at www.cityofredlands.org or
to the City’s Facebook page at @CityofRedlands or the Instagram page at @CityofRedlands_CityHall.

In the event the City cannot reestablish Zoom connectivity in a reasonable amount of time, the mayor will adjourn the meeting to a future date.

PLEASE NOTE: Anyone desiring to speak on an agendized item at this meeting may do so during the consideration of that item. Due to time constraints and the number of persons who may wish to give oral testimony, public comments will be limited to three (3) minutes.

To provide comment while participating from Council Chambers:

Although it is not required, speakers are encouraged to submit a "Speaker Sign Up Sheet" before the meeting is convened. Forms are available in the Office of the City Clerk or in Council Chambers.

After the meeting has convened, you may place the speaker form in the basket at the table along the north wall of the Chambers. Please do not disturb the City Clerk while the meeting is in progress.

To provide comment through Zoom (on a computer, laptop, or smart device):

Click the "Raise Hand" button and the moderator will unmute you when it is your turn to speak To provide comment via audio only (cell phone or landline):

Dial *9 to "Raise Hand". The moderator will identify you by your area code and last 3 numbers of your telephone number when it is your turn to speak.

PLEASE SILENCE CELL PHONES, PAGERS AND OTHER ELECTRONIC

COMMUNICATION DEVICES UPON ENTERING THE CHAMBERS
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5:00 P.M.

A. Call City Council Meeting to Order
B. Public Comment
(Any person wishing to provide public comment on a closed session matter may do so at this time.)
C. Recess City Council Meeting to a Closed Session

1. Conference with legal counsel: Initiation of Litigation – Government Code §54956.9(d)(4) - One (1) Case
(City Attorney Garcia)

2. Conference with legal counsel: Existing Litigation - Government Code §54956.9(d)(1) (City Attorney Garcia)
One Case:

Rogers, et al. v. City of Redlands, San Bernardino Superior Court, Case No.

CIVSB2126031

1. City of Redlands v. Coyote Aviation, Inc., San Bernardino Superior Court, Case No.

LLTVA2200544

2. 3. Conference with real property negotiators - Government Code §54956.8 (Assistant City Manager Boatman)
Property:  APN 0292-166-08-0000
Agency
Negotiators:

Charles M. Duggan, Jr.; Chris Boatman
Negotiating Party: Andrew Christopherson, The Grove School Under Negotiation: Terms of payment and price of possible lease amendment or purchase of City property
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6:00 P.M.

E. Reconvene City Council Meeting
F. Invocation by Council Member Saucedo- Pledge of Allegiance (In keeping with long-standing traditions of legislative invocations, this City Council meeting may include a brief invocation. Such invocations are not intended to proselytize or advance any one, or to disparage any other, faith or belief. Neither the City nor the City Council endorses any particular religious belief or form of invocation.) G. Closed Session Report
(No reportable action taken in closed session unless otherwise announced by the City Attorney at this time.)
H. Presentations

1. Redlands Pet Adoption (Redlands Animal Services)

2. Presentation of California Native American Day Proclamation to Vanessa Brierty

3. Presentation of the Gurudev Sri Sri Ravi Shankar and Mental Health Day proclamation to Suketu Patel

4. Presentation of the San Bernardino Valley Demand Management incentive check to the City of Redlands for the water savings achieved through conservation efforts for the Demand Management Incentive Program by San Bernardino Valley’s Board President, Paul Kielhold, and Director, T. Milford Harrison

5. Presentation of Recognition Certificate to the Redlands 14U Softball All Star Team members Addie Goff, Bailey Burgess, Cali Leverette, Dani Larsen, Emma Akimoto, Jayla Bowens, Marissa Valentin, Macki Larsen, Mele Wilson, Ryleigh Flanigan, and Vanessa James, and coaching staff Manager Wil Goff and Assistant Coaches Richie Burgess, Donnie Leverette, and Thomas Wilson

6. Presentation of Certificates of Appreciation to Assistant Director of Finance James Garland; Finance Manager Marie Datuin; Senior Accountant Denise Camarillo, and Senior Accountant Jannette Mendoza, and recognition of the Government Finance Officers Association Award for the Annual Comprehensive Financial Report FY 2022 (Management Services/Finance Director Garcia)
I. Public Comment - City Council
(At this time, the City Council will provide an opportunity for the public to address them on any subject, within the jurisdiction of the City Council, which is not already scheduled on this agenda. However, any matter that requires action will be referred to staff for a report and possible action at a subsequent meeting. Comments will be limited to three {3} minutes.) J. Consent Calendar
(The following routine items have been recommended for approval and will be acted upon simultaneously unless separate discussion and/or action is requested by a Councilmember or a member of the audience.)

1. Approve the minutes of the regular meeting of July 18, 2023, the adjourned meeting of July 25, 2023, and the Special Meeting of August 22, 2023 (City Clerk Donaldson) Recycled Paper
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2. Authorize proclamation declaring August 10, 2023 as Gurudev Sri Sri Ravi Shankar and Mental Health Day (Mayor Tejeda)

3. Authorize issuance of proclamation recognizing California Native American Day (Mayor Tejeda)

4. Approve recommendation for appointment to the Citizens' Measure T Oversight Committee (Mayor Pro Tem Barich)

5. Approve the agreement with The Counseling Team International to provide employee assistance program services for safety employees (Assistant City Manager McConnell)

6. Approve a Memorandum of Understanding between the City of Redlands and San Bernardino Community College District to provide student interns (Assistant City Manager McConnell)

7. Accept the Department of Homeland Security, Federal Emergency Management Agency 2022 Emergency Management Performance Grant award in the amount of $22,159, and authorize an additional appropriation of the same amount to the Emergency Preparedness fund (Fire Chief Sessler)

8. Adopt Resolution No. 8510 amending the Appropriations Limit for Fiscal Year 2023-2024 and rescinding Resolution No. 8494 (Management Services/Finance Director Garcia)

9. Approve the agreement with the Office of Traffic Safety relating to the distribution of a grant award in an amount not-to-exceed $130,000; authorize the Chief of Police to sign and execute agreements implementing the grant; approve an additional appropriation of the same (Police Chief Tolber)

10. Adopt Resolution No. 8511  declaring the City Council's intention to vacate excess street right-of-way (Street Vacation No. 193) that is one foot in width and approximately 965 feet in length, and totaling approximately 965 square feet in area, located on the east side of Texas Street, approximately 400 feet north of Domestic Avenue, and along the property frontage of proposed Tentative Tract Map No. 20520 (APN: 0167-041-01-0000). This proposal is exempt from environmental review pursuant to Section 15061(b)(3) of the California Environmental Quality Act Guidelines (Development Services Director Desatnik)

11. Approve the First Amendment to the Professional Services Agreement with Walker Consultants Inc., to increase the original agreement from $121,560 by $13,000 for a total aggregate amount not-to-exceed $134,560 for professional consulting services related to preparation of the Downtown Parking Study (Development Services Director Desatnik)

12. Receive and file Pavement Accelerated Repair Implementation Strategy (PARIS) Program Annual Report (Municipal Utilities and Engineering Director Harris)

13. Approve a sole source purchase and Software and Support Agreement with LCPtracker, Inc. to furnish labor compliance review software and related services (Municipal Utilities and Engineering Director Harris)

14. Adopt Resolution No. 8509 for the 2023 Sewer System Management Plan, and determine that this action is exempt from environmental review in accordance with Sections 15061(b)(3), 21000, 15301 and 15302 of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)

15. Approve a sole source purchase and Professional Services Agreement with Virtual Project Recycled Paper
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15. Approve a sole source purchase and Professional Services Agreement with Virtual Project Manager, LLC for construction management software and software training for an amount not to exceed $36,000 for an initial period of three (3) years with two (2) additional one-year renewal options for $12,000 annually, for a total agreement amount not to exceed $60,000 (Municipal Utilities and Engineering Director Harris)

16. Approve the request for in-kind support for $2,625 related to the The Artlands Walk event hosted by The Artlands Creative to be held on September 30, 2023; approve a request to temporarily close East Vine Street from Cajon Street to 6th Street and Civic Center parking lot; authorize the request for the sale and consumption of alcoholic beverages at the event; and determine that the approval of the request is exempt from environmental review pursuant to Section 15311(c) of the state’s guidelines implementing the California Environmental Quality Act (Facilities and Community Services Director Crocker)

17. Approve the request for commercial vendors and the temporary closure of State Street for the Art-On-State-Street event on September 24, 2023, and determination that the event is categorically exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act (Facilities and Community Services Director Crocker)

18. Approve a request for the temporary closure of Clay Street, between Lugonia Avenue and Western Avenue, for the Boys and Girls Club of Greater Redlands-Riverside Day for Kids event on September 16, 2023, from 8:00 am to 4:00 pm, and determine that the event is categorically exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act (Facilities and Community Services Director Crocker)

19. Approve the agreement with Geo-Logic Associates, Inc. to provide construction quality assurance, observation, regulatory compliance and documentation for Gas Extraction Wells Installation Phase 2 & 3 at the California Street Landfill in a total agreement amount not-to-exceed $194,138.16 (Facilities and Community Services Director Crocker)

20. Reject all bids for the Runway and Apron Pavement Treatment Project at the Redlands Municipal Airport, Project No. FCS662023JN (Facilities and Community Services Director Crocker) K. Communications

1. Authorize expenditure of funds for travel to Sister Cities Hino,Japan, for Mayor Tejeda to attend the 60-year celebration of Hino's establishment, and the anniversary of the Sister Cities relationship (Mayor Tejeda)

2. Discussion and possible action relating to the request to fly the Pride flag at City Hall for one week, Sept. 6-12, 2023, in honor of Laura Ann Carleton (Council Member Davis) L. New Business

1. Consideration of Resolution No. 8491 Establishing a Pension Management Policy (Management Services/Finance Director Garcia)

2. Consideration of Memorandum of Understanding between the City of Redlands and the University of Redlands for standby paramedic services at university football games for the 2023-2024 school year (Fire Chief Sessler)

3. Consideration of a Professional Services Agreement with Tilden-Coil Constructors, Inc., for Recycled Paper
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3. Consideration of a Professional Services Agreement with Tilden-Coil Constructors, Inc., for Master Construction Management Services of the City's new Police Department Safety Hall Facility for an amount not to exceed $3,000,000; approval of an additional appropriation of the same; and determination that approval of the agreement is exempt from the California Environmental Quality Act pursuant to Section 15061(b)(3) of the CEQA Guidelines (Assistant City Manager Boatman)

4. Consideration of an award of construction contract for the California Street Landfill Gas Extraction Wells Phase 2 & 3 to BSE General Engineering Inc, in the amount of $423,726.47; and determination that the project is not subject to further environmental review pursuant to Section 15162 of the State's guidelines implementing the California Environmental Act (Facilities and Community Services Director Crocker)

5. Consideration of a Public Works Construction Contract with Harbor Coating and Restoration for the Mission Zanja Channel Improvements Project, Project No. 405003 for an amount not-to-exceed $381,799; and determination that the Project is exempt from environmental review pursuant to Section 15301 of the State’s guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)

6. Consideration of an additional appropriation of $4,932,257.96 from the Water Fund and approval of a Non-Professional Services Agreement with Ferguson Enterprises, LLC for an amount not-to-exceed $6,747,257.96 for the third and final phase of the Water Meter Replacement Project (Municipal Utilities and Engineering Director Harris)

7. Consideration of a Highway Safety Improvement Program (HSIP) Cycle 9 Grant in the amount of $298,000, approving a Construction Contract with California Professional Engineering, Inc. for the HSIP Cycle 9 Orange Blossom Trail Phase 3 Crossings Project for an amount not-to-exceed $259,245, approving an additional appropriation of $48,000 for this project, and determining that the Project is exempt from environmental review pursuant to Section 15301(c) of the State’s guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)
M. Individual Council Member Announcements and/or Reports on Activities (No collective discussion or action.)
N. Adjournment
This meeting is adjourned in memory of former Redlands Mayor Bill Cunningingham. The next regular meeting of the City Council will be held on September 19, 2023.

O. Successor Agency of the former Redevelopment Agency of the City of Redlands

1. Call regular meeting of the Successor Agency Board of Directors to order.

2. Public Comment
(At this time, the Agency Board will provide an opportunity for the public to address them on any subject, within the jurisdiction of the Successor Agency of the former Redevelopment Agency of the City of Redlands, which is not already scheduled on this agenda. However, any matter that requires action will be referred to staff for a report and possible action at a subsequent meeting. Comments will be limited to three {3} minutes.)

3. Approve the regular meeting minutes of July 5, 2023 (Secretary Donaldson)

4. Adjourn Successor Agency Board of Directors' meeting The next regular meeting of the Agency will be held on October 3, 2023 Recycled Paper
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If you challenge any proposed development entitlement listed on this agenda in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council at or prior to this public hearing.

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact Goutam Dobey, of the Municipal Utilities and Engineering Department at (909) 798-7584 ext 2. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
(28 CFR 35.102-35.104 ADA Title II)
Any writings or documents distributed to a majority of the City Council regarding an open session agenda item less than 72 hours before this meeting are available for public inspection at the City Clerk's Office or at the dais of the City Clerk once the open session begins.

Staff reports or other written documentation relating to items referred to on the agenda are available at the A. K. Smiley Public Library, 125 West Vine Street, Redlands, California, and on the City’s website referenced below.

Regular meetings are televised live on Redlands TV Channel 3 (Spectrum) and Channel 35 (Frontier) and re-broadcast at 7:00 P.M. the following Wednesday, Friday and Sunday; and at 9:00 A.M. Thursday, Saturday and Monday. Meetings are also streamed live and archived for later viewing on demand on the City’s website at www.cityofredlands.org
. Agendas, staff reports and minutes of the City Council of the City of Redlands are available online at: www.cityofredlands.org.

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City Council/Successor Agency Meeting H. 6.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Presentation of Certificates of Appreciation to Assistant Director of Finance James Garland; Finance Manager Marie Datuin; Senior Accountant Denise Camarillo, and Senior Accountant Jannette Mendoza, and recognition of the Government Finance Officers Association Award for the Annual Comprehensive Financial Report FY 2022 (Management Services/Finance Director Garcia)
DISCUSSION:

The City was recently awarded the Certificate of Achievement for Excellence in Financial Reporting by the Government Finance Officers Association of the United States and Canada for its FY 2021-2022 Annual Comprehensive Financial Report (CAFR). This is the 20th consecutive year the City has been recognized with the prestigious honor.

The Government Finance Officers Association established the Certificate of Achievement for Excellence in Financial Reporting Program in 1945 to encourage and assist state and local governments to go beyond the minimum requirements of generally accepted accounting principles to prepare comprehensive annual financial reports that evidence the spirit of transparency and full disclosure and then to recognize individual governments that succeed in achieving that goal.

This achievement was made possible primarily through the efforts of the Finance staff – particularly James Garland, Assistant Finance Director; Marie Datuin, Finance Manager; and Denise Camarillo and Jannette Mendoza, Senior Accountants.

Attachments
Result Letter
Certificate
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8/16/2023
Danielle Garcia
Management Services / Finance Director
City of Redlands, California
Dear Danielle:

Congratulations!
We are pleased to notify you that
your annual comprehensive financial report for the fiscal year ended June 30, 2022 has met the requirements to be awarded GFOA's Certificate of Achievement for Excellence in Financial Reporting. The GFOA established the Certificate of Achievement for Excellence in Financial Reporting Program (Certificate Program) in 1945 to encourage and assist state and local governments to go beyond the minimum requirements of generally accepted accounting principles to prepare annual comprehensive financial reports that evidence the spirit of transparency and full disclosure and then to recognize individual governments that succeed in achieving that goal. The Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting. Congratulations, again, for having satisfied the high standards of the program.

Your electronic award
packet contains the following:
 A "Summary of Grading" form and a confidential list of comments and suggestions for possible improvements. We strongly encourage you to implement the recommended improvements in your next report. Certificate of Achievement Program policy requires that written responses to these comments and suggestions for improvement be included with your 2023 fiscal year end submission. If a comment is unclear or there appears to be a discrepancy, please contact the Technical Services Center at (312) 977-9700 and ask to speak with a Certificate of Achievement Program in-house reviewer.
 Certificate
of Achievement. A Certificate of Achievement is valid for a period of one year. A current holder of a Certificate of Achievement may reproduce the Certificate in its immediately subsequent annual comprehensive financial report. Please refer to the instructions for reproducing your Certificate in your next report.
 Award
of Financial Reporting Achievement. When GFOA awards a government the Certificate of Achievement for Excellence in Financial Reporting, we also present an Award of Financial Reporting Achievement (AFRA) to the department identified in the application as primarily responsible for achievement of the Certificate.
 Sample
press release. Attaining this award is a significant accomplishment. Attached is a sample news release that you may use to give appropriate publicity to this notable achievement.

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In addition, award recipients will receive via mail either a plaque (if first-time recipients or if the government has received the Certificate ten times since it received its last plaque) or a brass medallion to affix to the plaque (if the government currently has a plaque with space to affix the medallion). Plaques and medallions will be mailed separately.

As an award-winning
government, we would like to invite one or more appropriate members of the team that put together your annual comprehensive financial report to apply to join the Special Review Committee. As members of the Special Review Committee, peer reviewers get exposure to a variety of reports from around the country; gain insight into how to improve their own reports; achieve professional recognition; and provide valuable input that helps other local governments improve their reports. Please see our website for eligibility
requirements and information on completing an application.

Thank you for participating in and supporting the Certificate of Achievement Program. If we may be of any further assistance, please contact the Technical Services Center at (312) 977-9700.

Sincerely,
Michele Mark Levine
Director, Technical Services
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Government Finance Officers Association
Certificate of
Achievement
for Excellence
in Financial
Reporting
Presented to
City of Redlands
California
For its Annual Comprehensive
Financial Report
For the Fiscal Year Ended
June 30, 2022
Executive Director/CEO
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City Council/Successor Agency Meeting J. 1.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the minutes of the regular meeting of July 18, 2023, the adjourned meeting of July 25, 2023, and the Special Meeting of August 22, 2023 (City Clerk Donaldson)
MOTION:

I move to approve the minutes of the regular meeting of July 18, 2023, the adjourned meeting of July 25, 2023, and the Special Meeting of August 22, 2023.

Attachments
Regular Meeting Minutes of July 18, 2023
Adjourned Meeting Minutes of July 25, 2023
Special Meeting Minutes of August 22, 2023
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MINUTES

Regular meeting of the City Council of the City of Redlands held in the Council Chambers, Civic Center, 35 Cajon Street, on July 18, 2023 at 5:00 P.M.

Present:  Eddie Tejeda, Mayor
Paul Barich, Mayor Pro Tempore
Denise Davis, Council Member
Jenna Guzman-Lowery, Council Member
Mario Saucedo, Council Member
Staff: Charles M. Duggan, Jr., City Manager; Yvette M. Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Carl Baker, Public Information Officer; Danielle Garcia, Management Services/Finance Director; Brian Desatnik, Development Services Director; John Harris, Municipal Utilities and Engineering Director; Rich Sessler, Fire Chief; Rachel Tolber, Police Chief; Tabitha Crocker, Facilities and Community Services Assistant Director

Mayor Tejeda called the meeting to order and announced there were no closed session matters scheduled for the City Council to consider. The meeting was recessed at 5:00 P.M.

RECONVENE CITY COUNCIL MEETING
Due to technical difficulties with Zoom, the meeting reconvened at 7:00 P.M. with an invocation by Council Member Guzman-Lowery followed by the pledge of allegiance to the American flag. Shortly thereafter, technical difficulties forced the Mayor to call for another recess. The meeting reconvened at 7:15 P.M.

PUBLIC COMMENT

Freedom of Speech - Michael Paisner thanked Mayor Tejeda for defending his right to free speech during a Council meeting in May as he displayed the pride flag at the podium, but he was disappointed with the Mayor's overall voting record and thought it lacked consistency.

Redlands Theatre Festival - Paul Blatchley restated his request that the City consider renaming the Avice Meeker Sewall Theatre in honor of Cliff Cabanilla, who had recently passed away.

Post Employment Retiree Health Plan
- Julie Neitzel raised several questions regarding the
City's new methodology to administrate the post employment health plans for retirees. City Manager Duggan explained the City was working through Nationwide to create health medical accounts for employees and retirees. The mechanism was a way to be consistent with both groups and satisfy obligations with CalPers. He announced there would be an informational meeting on July 24, 2023 at 10:00 a.m.

TECHNICAL DIFFICULTIES
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TECHNICAL DIFFICULTIES
Technical difficulties continued to plague Zoom access for the public and City Attorney Garcia recommended the Council consider adjourning the meeting to a specific day and time to be in compliance with the Brown Act.

On motion of Council Member Guzman-Lowery, seconded by Council Member Davis, the City Council, by roll call vote, failed to agree to adjourn the meeting. It wasn't clear to everyone that zoom accessibility was limited.

Vote: 2 - 3  Failed
NAY: Council Member Saucedo, Mayor Pro Tem Barich, Mayor Tejeda Council Members asked staff to verify whether remote attendees were able to participate in the meeting with full audio and video capabilities and once verified, it was clear there were technical difficulties preventing full participation.

On motion of Council Member Guzman-Lowery, seconded by Council Member Davis, the City Council, by roll call vote, agreed to adjourn the meeting to Tuesday, July 25, 2023 at 6:00 P.M.

Vote: 5 - 0 Passed

ADJOURNMENT
With no further action required, the meeting adjourned at 7:40 P.M. to July 25, 2023 at 6:00 P.M.

CC_July 18, 2023

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MINUTES

Regular meeting of the City Council of the City of Redlands, as adjourned on July 18, 2023, and held in the Council Chambers, Civic Center, 35 Cajon Street, on July 25, 2023 at 5:00 P.M.

Present:  Eddie Tejeda, Mayor
Paul Barich, Mayor Pro Tempore
Denise Davis, Council Member
Jenna Guzman-Lowery, Council Member
Mario Saucedo, Council Member
Staff: Chris Boatman, Assistant City Manager; Janice McConnell, Assistant City Manager; Yvette M. Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Phillip Doolittle, City Treasurer; Carl Baker, Public Information Officer; Danielle Garcia, Management Services/Finance Director; Brian Desatnik, Development Services Director; John Harris, Municipal Utilities and Engineering Director; Rich Sessler, Fire Chief; Tabitha Crocker, Facilities and Community Services Assistant Director; Deanna Cantrell, Deputy Police Chief

Mayor Tejeda called the adjourned meeting of July 18, 2023 to order and announced there were no closed session matters scheduled for the City Council to consider. The meeting was recessed at 5:00 P.M.

RECONVENE CITY COUNCIL MEETING
The meeting reconvened at 6:00 P.M. with an invocation by Council Member Guzman-Lowery followed by the pledge of allegiance to the American flag.

PUBLIC COMMENT

Council Member Representation - Andrea Ramirez, a resident of District 1, was frustrated that Council Member Davis had not responded to her emails or acknowledged her concerns and she thought her perspectives were not represented properly.

Rapid Building Growth - Susan Leonard was concerned with traffic congestion and the rapid growth of development within the City, especially in the downtown area.

Council Member Service
- Michael Paisner stated he had watched the actions of council members for several years and was convinced that each one deserved his respect, despite any differences of opinion that might have existed. He thought Council Member Davis had been serving the community well.

CONSENT CALENDAR

Minutes

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On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously approved, by roll call vote, the regular meeting minutes of July 5, 2023.

Vote: 5 - 0 Passed

Citizens' Measure T Oversight Committee Appointment

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously appointed, by roll call vote, Brooke Doolittle of the Redlands Civilian Safety Employees Association to serve a one-year term as the non-public safety bargaining unit member on the Measure T Oversight Committee beginning July 18, 2023, and ending July 18, 2024; and appointed Reggie Brown of the Redlands Association of Fire Management Employees to serve a one-year term as the public safety bargaining unit member on the Measure T Oversight Committee beginning July 18, 2023, and ending July 18, 2024.

Vote: 5 - 0 Passed

Proclamation Redlands Bowl 100th Year Anniversary

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously approved, by roll call vote, a Proclamation celebrating the Redlands Bowl 100th Year Anniversary.

Vote: 5 - 0 Passed

Resolution No. 8504 Salary Schedule

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously approved, by roll call vote, Resolution No. 8504 establishing a Salary Schedule and Compensation Plan for City Employees and Rescinding Resolution No. 8466. The City secured an Encampment Resolution Fund Program Award in the amount of $4,529,069 which provides support in ensuring the wellness and safety of people experiencing homelessness. A portion of these funds will be used to add additional staffing to the City's Homeless Solutions Program.

Vote: 5 - 0 Passed

CalApp Grant Award Acceptance

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously accepted, by roll call vote, the California Energy Commission CalAPP+ Grant in the amount of $60,000 for the implementation of the online solar permitting program; authorized an additional appropriation in the amount of $60,000; and adopted Resolution No. 8501 authorizing the City Manager, or designee, to execute the California Energy Commission Grant Agreement and all other related documents necessary to implement the CalApp Program.

Vote: 5 - 0 Passed
CC_Adjourned Regular_July 25, 2023

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Intergovernmental Purchase Network Security Enhancements

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously approved, by roll call vote, an intergovernmental purchase of Palo Alto Networks Firewall Hardware and Software Support, for network security enhancements from Digital Scepter Corporation in the amount of $240,263.

Vote: 5 - 0 Passed

2002 Type I Seagrave Fire Engine Sale

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously approved, by roll call vote, the sale of a 2002 Type I Seagrave Fire Engine to Crafton Hills College for their Fire Academy and Fire Technology Programs for the amount of $1.

Vote: 5 - 0 Passed

California Conservation Corps Sponsorship Agreement

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously approved, by roll call vote, a Sponsorship Agreement with the California Conservation Corps for participation in the Wildland Fire Mitigation and Fuels Reduction Program.

Vote: 5 - 0 Passed

Resolution No. 8506 CDBG Funding Award

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously accepted, by roll call vote, the 2023-2024 Community Development Block Grant (CDBG) funding award in the amount of $334,141; authorized an additional appropriation of $334,141 for the FY2023-2024 CDBG Program Year; and adopted Resolution No. 8506 authorizing the City Manager, or designee, to execute agreements, amendments and other related documents associated with the 2023-2024 CDBG Program Year.

Vote: 5 - 0 Passed

Resolution Nos 8499 and 8500 Outside City Utilities

Development Services Director Desatnik provided background on Resolution No. 8499 and a request for new connections to the City of Redlands water distribution and sewer collection systems for seven vacant parcels located at the northeast corner of the intersection Nice Avenue and Turquoise Avenue in the unincorporated community of Mentone within San Bernardino County. Measure U, approved by the voters in 1997, requires a Pre-Annexation Agreement with the Applicant, since the development is located within the City's sphere of CC_Adjourned Regular_July 25, 2023

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influence. As public comment, San Orbaker, of the Mentone Chamber of Commerce, opposed the pre-annexation agreement, thought the action illegal and added that Mentone residents did not want to lose any additional land to the City of Redlands. City Attorney Garcia said the item had been reviewed and was found legal, while Director Desatnik explained the action, if approved, was not physically annexing territory within Redlands.

On motion of Council Member Mario Saucedo, seconded by Mayor Pro Tempore Paul Barich, the City Council unanimously adopted, by roll call vote, Resolution No. 8499 for new connections to the City of Redlands water distribution and sewer collection systems for seven vacant parcels located at the northeast corner of the intersection Nice Avenue and Turquoise Avenue and identified as county of San Bernardino Assessor’s Parcel Numbers 0298-103-14-0000 through 0298-103-20-0000 in the unincorporated community of Mentone within San Bernardino County; adopted Resolution No. 8500 relating to Pre-Annexation Agreement No. 23-08 and determined that approval of the Resolutions is exempt from environmental review pursuant to Sections 15303 and 15319 of the California Environment Quality Act (CEQA) guidelines.

Vote: 5 - 0 Passed

Resolution No. 8495 Five Year Measure I Capital Improvement Plan

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously determined, by roll call vote, that adoption of Resolution No. 8495 is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and adopted Resolution No. 8495 for the Fiscal Year 23/24 through Fiscal Year 27/28 Five Year Measure I Capital Improvement Plan (CIP). Measure I requires each local jurisdiction receiving Measure I revenues to adopt a Five-Year CIP listing the projects that will be funded or partially funded through Measure I annually. Streets identified for improvement in the Five-Year CIP are determined through the City’s Pavement Management Program (PMP), which was adopted by City Council in April 2020. Street segments are programmed into the City’s annual street resurfacing project based on the PMP recommendations.

Vote: 5 - 0 Passed

Resolution No. 8498 Traffic Regulations

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously determined, by roll call vote, that approval of the resolution is exempt from environmental review pursuant to Section 15301(c) of the State's guidelines implementing the California Environmental Quality Act; and adopted Resolution No. 8498 establishing a no-parking zone and restricted parking zone from 10:00 PM to 6:00 AM on Industrial Park Avenue between Nevada Street and Alabama Street.

Vote: 5 - 0 Passed

CC_Adjourned Regular_July 25, 2023

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Hold Harmless Agreement for Heroes and Helpers 2023 Event

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously approved, by roll call vote, the Hold Harmless Agreement with Redlands Joint Venture, LLC, Majestic Realty Co. for use of its facilities for the Heroes and Helpers 2023 Event between December 18, 2023 and December 21, 2023.

Vote: 5 - 0 Passed

2023 Toyota Tundra Donation

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously accepted, by roll call vote, the donation of a 2023 Toyota Tundra for the Redlands Police Department's Citizen Volunteers, valued in the amount of $53,156.68, from the Redlands Police Community Foundation; and authorized an additional appropriation of the same amount.

Vote: 5 - 0 Passed

Downtown Redlands Artwalk Event In-Kind Support

Facilities and Community Services Director Crocker introduced the request from Kid's Cures Foundation for in-kind support of $8,344, for street closures and for the sale of alcoholic beverages related to the Downtown Redlands Artwalk to be held on October 29, 2023. As public comment, Dennis Bell pointed out the event host was an out-of-town organization and he wondered why such a busy street as State Street would need to be closed. He also raised questions surrounding the hard and soft costs as listed in the staff report and urged the City for more transparency and accountability. Staff clarified that the in-kind support costs were based on a worst-case scenario and ultimately the final amount paid by the City could be less than estimated.

On motion of Council Member Mario Saucedo, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously determined, by roll call vote, that approval of the event is exempt from environmental review pursuant to Section 15311(c) of the state’s guidelines implementing the California Environmental Quality Act; authorized and approved a request for in-kind support in the amount of $8,344 related to this event; authorized the temporary closure of East State Street from Orange Street to 7th Street, and 5th Street from Redlands Boulevard to State Street on October 29, 2023; and approved the request for the sale and consumption of alcoholic beverages in Ed Hales Park.

Vote: 5 - 0 Passed

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Amending Contract Joslyn Senior Center Renovation Project

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously determined, by roll call vote, that the approval of the agreement is exempt from an environmental review pursuant to Section 15061 of the State's CEQA guidelines; and approved the Second Amendment to the Public Works Contract with Armstrong Cal Builders, Inc. for the Joslyn Senior Center Renovation Project to extend the time for completion by seventy-five (75) calendar days.

Vote: 5 - 0 Passed

Amending Contract Prospect Park Lighting Upgrades

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously approved, by roll call vote, the First Amendment to the Public Works Contract with VT Electric, Inc. for the Prospect Park Lighting Upgrades, to extend time for completion by ninety (90) calendar days.

Vote: 5 - 0 Passed

License Agreement for Regional Aerobatic Competition

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously determined, by roll call vote, that approval of the License Agreement is categorically exempt from environmental review pursuant to Section 15323 of the state's guidelines implementing the California Environmental Quality Act; and approved the License Agreement with International Aerobatic Club Chapter 26 for use of the Redlands Municipal Airport for the 2023 Official Regional Aerobatic Competition to be held August 31, 2023 through September 3, 2023.

Vote: 5 - 0 Passed

COMMUNICATIONS

Use of Zoom for City Council & Planning Commission Meetings

After facing technological difficulties during the meeting of July 18, 2023 which forced the City Council to adjourn the meeting to tonight, Mayor Tejeda asked his colleagues whether they still supported continuing the use of Zoom for all meetings of the City Council and Planning Commission. On February 13, 2023, the City Council authorized the continued use of Zoom for City Council and Planning Commission and agreed to allow for remote participation pursuant to AB 2449. Mayor Pro Tem Barich said he was not a fan of Zoom and instead, preferred in-person meetings with the public speaking directly to the Council. Council Members Davis and Guzman-Lowery valued the increased public participation and accessibility and appreciated the provision of greater flexibility allowed under AB 2449 for the Council to teleconference during meetings (limited to four times per year).

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As public comment, twenty-four people spoke in support of continuing Zoom as a way to engage the public, promote equal and fair access, and they thought the benefits far outweighed any technical glitches experienced. Andy Hoder pointed out the public could watch the live feed through the City's website and through the local government access channel, and anyone could participate using their phones. Dennis Bell stated that Zoom had been unreliable from the very beginning, and he didn't trust its viability. Mayor Pro Tem Barich admitted he learned from the various speakers who addressed the Council tonight, and he recognized the need to reevaluate Zoom's usefulness. Although Zoom could be frustrating at times, Council Members agreed the desired goal was to promote transparency, offer access to everyone and encourage public participation.

On motion of Council Member Denise Davis, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously authorized, by roll call vote, the continued use of Zoom for all meetings of the City Council and Planning Commission in order to comply with teleconferencing requirements as described in California Assembly Bill 2449.

Vote: 5 - 0 Passed

Sister Cities Hino, Japan Travel Expenditure

Mayor Tejeda offered background of the Sister Cities program and read from a letter personally inviting him to Hino, Japan, so that he could attend the 60-year celebration of Hino's establishment, and the anniversary of the Sister Cities relationship. He said that the Council must authorize the expenditure of funds for travel to Sister Cities Hino, Japan.

During a City Council presentation on May 16, 2023, Caitlin Arakawa, of Sister Cities Hino, Japan, extended an invitation to Mayor Tejeda from Hino City Mayor Otsubo to attend their 60th anniversary celebration in Hino this coming November. The last Council Member to travel to Japan was Jon Harrison, who accepted an invitation to visit Hino in 2003 to celebrate their 40th year anniversary.

As public comment, thirteen people raised several questions that were not addressed in the staff report, including what were the costs, what were the goals and how would the expenditure benefit Redlands. Some said they supported cultural experiences, but this was not an appropriate use of funds when the City had so many other pressing needs. They suggested the Mayor consider raising his own funds for the travel expenses. Two speakers, Kenneth Ford and Ellen Gruenbaum supported the sister city program and thought this an excellent opportunity to grow the partnership.

Council Members Guzman-Lowery and Davis asked for more details about the cost and objectives of the trip in order for them to make a more informed decision about authorizing the expenditure. Council Member Davis also pointed out it was their duty to be fiscally responsible with the City's finances. Desiring to provide additional context for the expenditure, Council Member Saucedo read from Resolution No. 7938, the current policy governing expenses and use of public resources. Mayor Pro Tem Barich was curious about the cost, and he thought the item should be postponed until the September 5, 2023 meeting, to give staff time to establish the expenditure amount needed for travel. He supported the trip and even offered to help with a donation. He said the visit would show good will to the people of Hino.

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna CC_Adjourned Regular_July 25, 2023

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On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously directed staff, by roll call vote, to determine trip costs for the Mayor to travel to Sister City Hino, Japan; and directed staff to provide relevant details associated with the visit; and authorized this item be brought back for consideration on September 5, 2023.

Vote: 5 - 0 Passed

Resolution No. 8508 Mayor and Mayor Pro Tempore Selection

Mayor Tejeda opened the discussion relating to Resolution No. 8508, establishing the process for the selection of the Mayor and Mayor Pro Tempore and their respective terms of office and repealing Resolution No. 8414.  On December 20, 2022, the City Council reviewed potential changes to the selection process by which the council selects the Mayor and Mayor Pro Tempore and adopted Resolution No. 8414 to provide for a seniority-based rotating schedule beginning December 2024 and continuing thereafter, every even numbered year. On January 17, 2023, the City Council adopted Ordinance No. 2953 amending Chapter 2.02 of the Redlands Municipal Code relating to the selection process. Resolution No. 8508 would eliminate the rotation system and states that the City Council shall meet after each general municipal election and choose one of its members as Mayor, and one of its members as Mayor Pro Tempore. The terms of office of the Mayor and Mayor Pro Tempore will be for two years.

As public comment, twenty-eight people urged the Council to give the rotation method a chance, pointing out there was no data to prompt the reversal of the current resolution.

Speakers raised several topics, including, the value of providing each district equal and fair representation, the premature timing of the proposal because it had only been seven months since the rotation schedule had been approved and they recommended the process be tested first and then reevaluated. Many said there was an appearance that the proposed resolution attempted to reduce the power of women leaders, diminish the LGBTQ community and target Council Member Davis. Five people preferred having council members select the mayor and MPT amongst themselves, stating this method was based on merit, not on seniority. Ryan Johnson suggested the Council consider electing the mayor at-large, so that every voter was given an opportunity to determine who represented the City as mayor.

Throughout a lengthy discussion, Council Members provided their thoughts and perspectives.

Mayor Tejeda concurred with many of the speakers that the optics were not good, and he apologized. He read from a letter submitted by a former council woman who made the case that the selection of mayor should be based on merit, and not on what is considered fair and equitable, and she thought the council members were in the best position to make that decision. Council Member Davis was unsure why this was on the agenda since the Council had already voted on the matter in December 2022 and the rotation schedule had not been tried and tested yet. She and Council Member Guzman-Lowery questioned the timing and asked the Mayor to explain why this was being considered. Council Member Saucedo favored the system whereby council members determined who would fill the leadership roles based on competency, not on time served. Mayor Pro Tem Barich was uncomfortable making a decision tonight and suggested the matter be tabled so that he and his colleagues could have more time to speak with their constituents and consider all options, including the possibility of electing a mayor at-large.

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, CC_Adjourned Regular_July 25, 2023

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On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council agreed, by roll call vote, to table Resolution No. 8508 establishing the process for the selection of the Mayor and Mayor Pro Tempore and their respective terms of office and repealing Resolution No. 8414. Delaying a decision will allow more time for public engagement.

Vote: 4 - 1 Passed
NAY:  Mayor Eddie Tejeda

PUBLIC HEARINGS

Resolution No. 8497 Delinquent Municipal Services Account Report

Mayor Tejeda declared the meeting open as a public hearing and called on Management Services/Finance Director Garcia for a review of Resolution No. 8497 approving the Delinquent Municipal Services Account Report and the submittal of the report to the Auditor-Controller of San Bernardino County for lien processing. Delinquent accounts not paid by August 23, 2023 will be included on the 2023-2024 tax roll that staff will submit to the County no later than the final deadline of September 1, 2023. Staff will accept payments on delinquent accounts up until August 23rd, such that any and all accounts that are brought current as a result will be excluded from the list being sent to the County for recordation.

With no further comments, the Mayor closed the public hearing.

On motion of Council Member Mario Saucedo, seconded by Mayor Pro Tempore Paul Barich the City Council unanimously approved, by roll call vote, Resolution No. 8497 approving the Delinquent Municipal Services Account Report and Submittal of the Report to the Auditor-Controller of San Bernardino County for Lien Processing.

Vote: 5 - 0 Passed

Resolution No. 8502 Delinquent Administrative Citation and Fine Report

Mayor Tejeda declared the meeting open as a public hearing and called on Facilities and Community Services Director Crocker for a review of Resolution No. 8502, approving the Delinquent Administration Citation Fine Report and submittal to the Auditor-Controller of San Bernardino County for lien processing. Ms. Crocker described the administrative citation program and explained that staff makes every attempt to work with the property owner to comply with the Municipal Code before issuing citations. She added the program was complaint driven. The property owners, identified in the reports, have been found in violation of various sections of the Redlands Municipal Code (RMC). To date, 72 delinquent administrative citations have been issued to the property owners listed in the report with a total unpaid fine balance of $68,705 as of July 1, 2023. The property owners were mailed a notice of the City Council's consideration of this report on July 5, 2023, which specifies that objections may be presented at the hearing or filed in writing five days in advance of the hearing. With no further comments, the public hearing was closed.

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Mario CC_Adjourned Regular_July 25, 2023

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On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Mario Saucedo the City Council unanimously approved, by roll call vote, Resolution No. 8502 approving the Delinquent Administrative Citation and Fine Report and submittal to the Auditor-Controller of San Bernardino County for Lien Processing.

Vote: 5 - 0 Passed

NEW BUSINESS

Resolution No. 8503 Senior Housing Density Bonus Agreement

Sean Reilly, of Development Services, presented Resolution No. 8503 to approve a Density Bonus Agreement for a 108-unit, market-rate, multi-family project that is deed restricted for senior housing (55+) located between Grove Street and Judson Street, south of the Orange Blossom Trail. Mr. Reilly provided background of the density bonus program Pursuant to State law, as well as Section 18.228.030(A) of the Redlands Municipal Code, a density bonus granted to a residential development project shall consist of an increase over the maximum residential density allowable under the City's General Plan designation as of the date of application and in this case, the applicable General Plan designation for the project is High Density Residential. This land use designation allows up to 27 units per acre. Projects that are deed restricted to only allow tenants that are senior citizens, are eligible for a density bonus of up to 20% by both State law and the Municipal Code. The applicant is requesting an increase in density of approximately 15%. As public comment, Bobby Garrity urged the Council to think about the long-term housing needs of Redlands. He pointed out this senior housing development was not accessible to him, and he wondered why the City artificially limited housing development by way of requiring excessive parking standards and arbitrary design standards. Andy Hoder questioned what the term "Market Rate" really represented.

On motion of Council Member Mario Saucedo, seconded by Council Member Jenna Guzman-Lowery, the City Council unanimously approved, by roll call vote, Resolution No. 8503 to approve a Density Bonus Agreement for a 108-unit, market-rate, multi-family project that is deed restricted for senior housing (55+) located between Grove Street and Judson Street, south of the Orange Blossom Trail (APNs: 0170-221-53-0000 and 0170-221-55-0000); and determined that approval of this resolution is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act.

Vote: 5 - 0 Passed

Highway Safety Improvement Program Grant Acceptance

Municipal Utilities and Engineering Director Harris provided details of two Highway Safety Improvement Program grants for projects totaling $653,600 and $245,000, respectively. The first project will install a new traffic signal, including left turn phasing and pedestrian controls, at the intersection of San Bernardino Avenue and Church Street, while the second project will improve existing traffic signals by installing larger signal heads with reflective borders at various locations throughout the City. Furthermore, he explained the need for the City Council to reject a third Highway Safety Improvement Program grant in the amount of $718,100 to install protected left turn phase signals and timing at existing signalized intersections because the General Fund would not be able to support the local match of this CC_Adjourned Regular_July 25, 2023

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intersections because the General Fund would not be able to support the local match of this third project.

Council Member Saucedo wondered if future Highway Safety Grant funds could be used to explore improving safety on Lugonia Avenue corridor from Alabama to Wabash. Director Harris briefly discussed the matter and stated jurisdictions overseeing this stretch included CalTrans, San Bernardino County and the City. He added that staff continues to work with these agencies on a regular basis. As public comment, Bruce Laycook asked how many people needed to die to bring pressure to bear on CalTrans to make safety a priority. Julie Houston suggested the City establish a committee to consider improvements at Lugonia and University.

On motion of Council Member Mario Saucedo, seconded by Mayor Pro Tempore Paul Barich, the City Council unanimously accepted, by roll call vote, two Highway Safety Improvement Program grants for projects totaling $653,600 and $245,000, respectively; rejected one Highway Safety Improvement Program grant in the amount of $718,100; and approved an additional appropriation in an amount not-to-exceed $808,740 for this project.

Vote: 5 - 0 Passed

Resolution No. 8507 FCS Annual POs

Facilities and Community Services Director Crocker reviewed Resolution No. 8507 approving annual purchase orders for the Facilities and Community Services Department for Fiscal Year 2023-24.

On motion of Mayor Eddie Tejeda, seconded by Council Member Mario Saucedo, the City Council unanimously determined, by roll call vote, that adoption of Resolution No. 8507 approving the agreements and purchase orders for the Facilities and Community Services Department for Fiscal Year 2023-24 is exempt from environmental review pursuant to Section 15301 of the State’s guidelines implementing the California Environmental Quality Act; and adopted Resolution No. 8507.

Vote: 5 - 0 Passed

RAFME and Teamsters Local 1932 MOU

Assistant City Manager Boatman provided background of the negotiation process leading to the proposed Memorandums of Understanding between the City of Redlands and the Redlands Association of Fire Management Employees and Teamsters Local 1932 for the period of July 1, 2023 through June 30, 2026. All unit members of each bargaining group will receive a seven percent salary increase for the first year of the contract and two percent salary increases in both years two and three. Other changes include elimination of the two-tier benefit contributions, increases in vacation accruals and deferred compensation, professional development incentives, changes in overtime calculations, and reimbursement for costs associated with obtaining a commercial license.

On motion of Council Member Jenna Guzman-Lowery, seconded by Mayor Pro Tempore Paul CC_Adjourned Regular_July 25, 2023

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On motion of Council Member Jenna Guzman-Lowery, seconded by Mayor Pro Tempore Paul Barich, the City Council unanimously approved, by roll call vote, the Memoranda of Understanding negotiated by City staff between the City of Redlands and the Redlands Association of Fire Management Employees and Teamsters Local 1932 for the period of July 1, 2023 through June 30, 2026.

Vote: 5 - 0 Passed

CA Interagency Council on Homelessness Grant Award

Assistant City Manager Boatman explained the City was awarded just over $4.5 million from the Encampment Resolution Fund (ERF-2) grant to help address unsheltered homelessness and create pathways to housing in the City. Through this program, the City will serve approximately 200 homeless individuals residing within encampments located along the Interstate 10 freeway, Interstate 210 freeway, Highway 38, and in the Santa Ana River basin with services such as street outreach, shelter, housing navigation, rapid rehousing, permanent housing, and hotel vouchers. The majority of the grant funds will be distributed by the City to local non-profit service providers ("subcontractors") in order to meet the project's proposed outcomes. Upon the City Council's acceptance of the Encampment Resolution Funding Program (ERF-2-R) grant, staff will prepare subcontractor agreements for the Council's consideration at a future meeting. The funding will be allocated to local nonprofits that will assist the City in providing services. In addition, funding will be utilized to hire two full-time City outreach workers, and one full-time administrative assistant to support the Homeless Solutions Division. Council Member Guzman-Lowery praised the work of Homeless Solutions Coordinator, David Rabindranath and his team.

On motion of Council Member Jenna Guzman-Lowery, seconded by Mayor Pro Tempore Paul Barich, the City Council unanimously accepted the award of $4,529,069 from the California Interagency Council on Homelessness Unit of the Business, Consumer Services and Housing Agency for the Encampment Resolution Funding Program and authorized the City Manager to execute the grant agreement and related program documents; and authorized the additional appropriation of $4,529,069.

Vote: 5 - 0 Passed

COUNCIL MEMBER ANNOUNCEMENTS AND ACTIVITIES
There were no Council Member announcements presented.

ADJOURNMENT
There being no further action required the meeting adjourned at 10:57 P.M. The next regular meeting of the City of Redlands City Council will be held on September 5, 2023.

CC_Adjourned Regular_July 25, 2023

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MINUTES

Special meeting of the City Council of the City of Redlands held in the Council Chambers, Civic Center, 35 Cajon Street, on August 22, 2023 at 4:30 P.M.

Present:  Paul Barich, Mayor Pro Tempore
Denise Davis, Council Member
Jenna Guzman-Lowery, Council Member
Mario Saucedo, Council Member

Absent: Eddie Tejeda, Mayor
Staff: Charles M. Duggan, Jr., City Manager; Yvette M. Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Phillip Doolittle, City Treasurer; Chris Boatman, Assistant City Manager; Carl Baker, Public Information Officer; Danielle Garcia, Management Services/Finance Director; Brian Desatnik, Development Services Director; John Harris, Municipal Utilities and Engineering Director; Rich Sessler, Fire Chief; Rachel Tolber, Police Chief

Mayor Pro Tem Barich called the special meeting to order and explained that comments could be presented in-person, via Zoom, via cell phone or landline. He offered the public an opportunity to provide comments on any subject within the jurisdiction of the City Council.

PUBLIC COMMENT

In Memory Of - Six people, including Samantha Trad, Jack MacPhee, Hannah Edmondson, Michael Paisner, Jonathan Shidler and Daria Cross expressed their sadness at the loss of Laura Ann "Lauri" Carleton, an ally of the LGBTQ+ community, who was recently shot during a dispute over a pride flag hanging outside her clothing store in Cedar Glen. They urged the Council to consider flying the pride flag in her honor.

Inclusionary Housing Program
- Bruce Laycook reminded the Council there was still work to be done on the Inclusionary Housing Ordinance that was approved last month. He requested the Council consider removing language from the ordinance related to fulfilling the inclusionary housing requirements with moderate income housing, and he stated that accessible housing means housing that is affordable.

Redlands Bowl Music Festival & RUSD Superintendent
- Dennis Bell said that despite
signage stating there would be "No reserving of seats", "No smoking" and "No dogs" allowed, he complained there was an abundance of all of them during the Summer Music Festival. He added the meet and greet hosted by the RUSD to introduce the new district superintendent was not properly advertised to the general public.

COMMUNICATIONS

League of California Cities Annual Conference Voting Delegate

City Manager Duggan opened the discussion to consider designating a voting delegate and an Special CC_August 22, 2023

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City Manager Duggan opened the discussion to consider designating a voting delegate and an alternate to the 2023 League of California Cities Annual Conference scheduled to occur September 20-22, 2023 in Sacramento.

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council designated, by roll call vote, Council Member Mario Saucedo to serve as the voting delegate; and designated Council Member Davis to serve as the alternate voting delegate for the League of California Cities 2023 Annual Conference.

Vote: 4 - 0 Passed

CITY COUNCIL PROJECTS REVIEW
Study Session

City Manager Duggan provided a review of projects that were currently underway throughout the City, and he highlighted several more that were planned for this fiscal year. He briefly introduced nine projects that were previously identified by individual Council Members, and he explained he was seeking additional direction and possible prioritization of these projects, in order to best utilize finite staff time on items the full City Council wishes to pursue.

Council Members spoke in support of each of their individual requests. City Manager Duggan added that Project Nos. 1, 8 and 9 (FRAN/Free Rides Around Neighborhood, Landscape Plan for Santa Ana River Trail Bluff and Developing options for building a parking structure at the current City Hall site) could be removed from this list, as staff was already working on these items. The six remaining projects included: #2-Ordinance to ban gas leaf blowers; #3-Bicycle sharing program; #4-Creation of a mental health response team; #5-Northside economic development/opportunity zones; #6-Broadband improvement in underserved areas of the city; and #7-Cannibis tax.

As a group, the Council discussed the merits of each of the other six projects and it was agreed there was enough support and interest to direct staff to pursue these projects. This included doing research associated with each one and preparing a report to present to Council at a future meeting. As public comment, Andy Hoder voiced concerns about the proposed project to ban gas leaf blowers, stating that this action would impact dozens and dozens of landscape companies. He pointed out that leaf blowers were not the only tools using gas and he asked the Council to consider all sides of the proposal before moving forward. Jennifer Maravillas supported the creation of a mental health response team and she stated that the City should consider the program currently in place in San Bernardino County. Michael Paisner liked the bicycle sharing program, but warned the city had no established infrastructure separating vehicles and bicycles, which he said would be necessary for a safe and successful program.

ADJOURNMENT
City Manager Duggan, Mayor Pro Tem Barich and Council Member Saucedo commended City staff for their tremendous efforts in response to the storm brought on by Hurricane Hillary last weekend. There being no further action the special meeting adjourned at 5:42 P.M.

Special CC_August 22, 2023

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City Council/Successor Agency Meeting J. 2.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize proclamation declaring August 10, 2023 as Gurudev Sri Sri Ravi Shankar and Mental Health Day (Mayor Tejeda)
MOTION:

I move to authorize the issuance of a proclamation declaring August 10, 2023 as Gurudev Sri Sri Ravi Shankar and Mental Health Day.

Attachments
Gurudev Sri Sri Ravi Shankar and Mental Health Day
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City Council/Successor Agency Meeting J. 3.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize issuance of proclamation recognizing California Native American Day (Mayor Tejeda)
MOTION:

I move to authorize issuance of a proclamation recognizing California Native American Day.

Attachments
Proclamation - CA Native American Day
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Redlans Regular Meeting of 09-05-2023
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City Council/Successor Agency Meeting J. 4.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve recommendation for appointment to the Citizens' Measure T Oversight Committee (Mayor Pro Tem Barich)
MOTION:

I move to appoint Scott Welsh (District 5) to serve a two-year term on the Measure T Oversight Committee ending September 5, 2025.

1. RECOMMENDATION:

It is recommended by Mayor Pro Tem Barich that the City Council consider this appointment to represent District 5 on the Measure T Oversight Committee.

DISCUSSION:

During the City Council meeting on December 1, 2020, Ordinance No. 2916 was adopted adding Chapter 2.72 to the Redlands Municipal Code establishing a Citizens' Measure T Oversight Committee ("Oversight Committee") to serve in an advisory capacity to the City Council for the purpose of providing independent advisory review of the proposed expenditure of revenues generated by the City’s transactions and use tax. The committee shall advise the City Council regarding the use of transactions and use tax revenue, according to the priorities set forth in each fiscal year adopted budget. The duties of the committee shall include review of the City's expenditure of revenues received from the one percent (1%) transactions and use tax imposed by Measure T, on an annual basis; act in an advisory capacity to the City Council in all other policy matters pertaining to Measure T funds; and present an annual written report to the City Council.

The Oversight Committee shall consist of seven (7) members. Two members shall represent the City's employee bargaining units; one representing the public safety bargaining units and one representing the remaining non-public safety bargaining units. The bargaining unit members shall be appointed to a one-year term by the Mayor with approval of the City Council. The five (5) remaining Redlans Regular Meeting of 09-05-2023
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term by the Mayor with approval of the City Council. The five (5) remaining citizen members shall each represent a council district and be appointed by the Council Member of that corresponding district with approval of the City Council.

The term of committee member Shelli Stockton ended on April 20, 2023, creating a lack of representation for District 5. In June 2023, the City issued a public notice soliciting applications to represent District 5 on the Measure T Oversight Committee. The public notice was concurrently aired on Redlands TV and posted on the community bulletin board at the A. K. Smiley Public Library.

The local newspapers also received distribution of the public notice. A total of 1 application was received.

SUBMITTED BY:

Janice McConnell, Assistant City Manager
REVIEWED BY:

Charles M. Duggan, Jr., City Manager
PREPARED BY:

Jennifer Macias, Management Analyst
Attachments
Public Notice
District 5 Application
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City Council/Successor Agency Meeting J. 5.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the agreement with The Counseling Team International to provide employee assistance program services for safety employees (Assistant City Manager McConnell)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to approve a three-year agreement with The Counseling Team International to provide employee assistance program services to safety employees for the period beginning September 6, 2023, and continuing through September 5, 2026, with annual amounts not to exceed $34,800-in year 1, $36,540-in year 2, $38,400-in year 3 and a 5% increase if services are sustained for year 4 and 5.

RECOMMENDATION:

Staff recommends that Council approve a three-year agreement with The Counseling Team International to provide employee assistance program services.

DISCUSSION:

On June 21, 2023, Human Resources issued a Request for Proposals (RFP) to solicit a qualified firm to provide a comprehensive Employee Assistance Program (EAP). As part of the RFP process, staff developed and circulated an RFP seeking, among other matters, qualifications, pricing, and a summary demonstrating their understanding of the scope and services. The RFP was posted on Planet Bids and one firm responded: The Counseling Team International (TCTI). Staff recommends that the City Council select TCTI.

The Employee Support Service Program at TCTI was established in 1987 to Redlans Regular Meeting of 09-05-2023
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The Employee Support Service Program at TCTI was established in 1987 to provide safety employees, and their qualified dependents, counseling and referrals to appropriate professional resources in resolving personal and/or work-related problems that may impact their job performance, health, mental and emotional well-being. TCTI's counseling has helped in areas such as stress, depression, marriage and family/relationships, substance abuse, weight control, financial difficulties, suicide ideation and career concerns.

It is recommended that the agreement with TCTI be approved for EAP services to safety employees beginning September 6, 2023, through September 5, 2026 with annual amounts not to exceed $34,800-in year 1, $36,540-in year 2, $38,400-in year 3 and a 5% increase if services are sustained for year 4 and 5.

ALTERNATIVES:

The Council may decide not to approve the agreement and direct staff to seek alternative providers for EAP services.

STRATEGIC PLAN:

N/A
SUBMITTED BY:

Janice McConnell, Assistant City Manager
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Tommi Ng, Assistant Director, HR/Risk Management
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Liz Marin, HR Manager
Fiscal Impact
Fiscal Year: 2023/2024
Appropriation Required Y/N: No
Budgeted Y/N: Yes
Discussion:

The cost of the agreement with The Counseling Team International is not to Redlans Regular Meeting of 09-05-2023
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The cost of the agreement with The Counseling Team International is not to exceed annual amounts of $34,800-in year 1, $36,540-in year 2, $38,400-in year 3 and a 5% increase if services are sustained for year 4 and 5. The first year funding amount of $34,800 has been included in the Adopted FY 2023-2024 budget.

Attachments
Agreement
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1 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm

AGREEMENT TO PERFORM PROFESSIONAL SERVICES

This agreement for the provision of Employee Assistance Program services (“Agreement”) is made and entered in this 5th day of September 2023 (“Effective Date”), by and between the City of Redlands, a municipal corporation (“City”) and Nancy K. Bohl, Inc. dba The Counseling Team International “Consultant”), a California corporation. City and Consultant are sometimes individually referred to herein as a “Party” and, together, as the “Parties.” In consideration of the mutual promises contained herein, City and Consultant agree as follows:

ARTICLE 1 – ENGAGEMENT OF CONSULTANT

1.1 City hereby engage s Consultant to provide Employee Assistance Services for City (the “Services”).

1.2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services.

ARTICLE 2 – SERVICES OF CONSULTANT

2.1 The Services that Consultant shall perform are more particularly described in Exhibit “A,” titled “Scope of Services,” which is attached hereto and incorporated herein by thi s reference.

2.2 Consultant shall comply with applicable federal, state and local laws and regulations in the performance of this Agreement including, but not limited to, any applicable State prevailing wage laws.

ARTICLE 3 – RESPONSIBILITIES OF CITY

3.1 City designates Tommi Ng, Assistant Director of Human Resources/Risk Management, as City’s representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City’s policies and decisions with respect to performance of the Services.

ARTICLE 4 – PERFORMANCE OF SERVICES

4.1 Consultant shall perform and complete the Services in a prompt and diligent in accordance with the schedule set forth in Exhibit “A,” which is attached hereto and incorporated herein by reference.

4.2 The term of this Agreement shall be for a period of three (3) years from September 6, 2023, through September 5, 2026 (the “Initial Term”). The City shall have the option to extend the Initial Term of this Agreement by two (2) additional one -year terms (each, an “Extended Term”), on the same terms and conditions, by providing written notice to Consultant Redlans Regular Meeting of 09-05-2023
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2 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm at least thirty (30) days prior to the expiration of the Initial Term or any Extended Term.

4.3 If Consultant’s Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to City, consistent with City Council-adopted policy for the same. It shall be the obligation of Consulta nt to obtain a copy of such policy from City staff.

ARTICLE 5 – PAYMENTS TO CONSULTANT

5.1 The total annual compensation f or Consultant’s performance of the Services shall not exceed the amount of thirty four thousand eight hundred dollars ($34,800) in year one, thirty six thousand five hundred forty dollars ($36,540) in year two, thirty eight thousand four hundred dollars ($38,400) in year 3, and 5% increase if services are sustained for year 4 and 5. City shall pay Consultant on a time and materials basis u p to the not to exceed amount in accordance with Exhibit “ B,” titled (“Fee Schedule Title”) which is attached hereto and incorporated herein by reference.

5.2 Consultant shall submit monthly invoices to City describing the Services performed during the preceding month. Consultant’s invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom, and a description of reimbursable expenses related to the Services. City shall pay Consultant no later than thirty (30) days after receipt and approval by City of Consultant’s invoice.

5.3 Any notice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date of delivery in person; (ii) five (5) days after deposit in first class registered mail, with return receipt requested; (iii) on the actual delivery date if deposited with an overnight courier; or (iv) on the date sent by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such othe r address as a Party may provide notice in accordance with this section:

CITY: CONSULTANT:

City Clerk Julie Casto Koot, Executive Director
City of Redlands Nancy K. Bohl, Inc. dba The Counseling Team International
35 Cajon Street 1881 Business Center Drive, #11
P.O. Box 3005 (mailing) San Bernardino, CA 92408
Redlands, CA 92373 [email protected]
[email protected] Phone: 800-222-9691
Phone: (909) 798-7531 Fax: 909-384-0734

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3 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm ARTICLE 6 – INSURANCE AND INDEMNIFICATION

6.1 The following insurance coverage required by this Agreement shall be maintained by Consultant for the duration of its performance of the Services. Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant.

Consultant shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Any cancelled or non -renewed policy will be replaced with no coverage gap and a current Certificate of Insurance will be provided to the City.

A. Workers’ Compensation and Employer’s Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self-insured or exempt from the workers’ compensation laws of the State of California. Consultant shall execute and provide City with Exhibit “C ,” titled “Workers’ Compensation Insurance Certification,” which is attached hereto and incorporated herein by this reference, prior to performance of the Services.

B. Comprehensive General Liab ility insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate, for public liability, property damage and personal injury is required. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City.

C. Consultant shall secure and maintain professional liability insurance throughout the term of this Agreement in th e amount of One Million Dollars ($1,000,000) per claim made.

D. Business Auto Liability coverage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability. This covera ge shall include all Consultant owned vehicles used in connection with Consultant’s provision of the Services, hired and non-owned vehicles, and employee non -ownership vehicles. City shall be named as an additional insured and such insurance shall be prima ry and non -contributing to any insurance or self - insurance maintained by City.

E. Consultant is expressly prohibited from assigning or subcontracting any of the Services without the prior written consent of City. In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee as an additional insured to the insurance policies required hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor.

6.2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed officials, employees and agents from and against any and all claims, losses or liability, including attorneys’ fees, arising from injury or deat h to persons or damage to property Redlans Regular Meeting of 09-05-2023
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4 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agents in performing the Services.

ARTICLE 7 – CONFLICTS OF INTEREST

7.1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or degree b y the performance of Consultant’s Services. Consultant further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement.

7.2 Consultant agrees it is not a desi gnated employee within the meaning of the Political Reform Act because Consultant:

A. Does not make a governmental decision whether to:

(i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; (v) grant City approval to a plan, design, report, study or similar item; (vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof.

B. Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position specified in City’s Conflict of Interest Code under Government Code section 87302.

7.3 In the event City determines that Consultant must disclose its financial interests, Consultant shall comple te and file a Fair Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk’s office pursuant to the written instructions provided by the City Clerk.

ARTICLE 8 – GENERAL CONSIDERATIONS

8.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing Party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys’ fees, including fees for the use of in - house counsel by a Party.

8.2 Consultant shall not assign any of the Services, except with the prior written approval of Redlans Regular Meeting of 09-05-2023
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5 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm City and in strict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written cons ent may, in the sole discretion of City, result in City’s immediate termination of this Agreement.

8.3 Consultant is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor any its agents shall have control over the conduct of Consultant or Consultant’s employees, except as herein set forth. Consultant shall supply all necessary tools and instrumentalities required to perform the Services. Assigned personnel employed by Consultant are for its account only, and in no event shall Consultant or personnel retained by it be deemed to have been employed by City or engaged by City for the account of, or on behalf of City. Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation.

8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less than five (5) d ays prior written notice to Consultant of City’s intent to terminate. If this Agreement is terminated by City, an adjustment to Consultant’s compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed Services, and (2) any payment due Consultant at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant. Upon receipt of a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project related data, design calculations, drawings, specificati ons, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services. Consultant shall be compensated on a pro-rata basis for Services completed up to the date of termination.

8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Consultant.

8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein, any amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant.

8.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflicts of laws provisions. The Parties agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated only in the state courts located in San Bernardino County, California, and the Redlans Regular Meeting of 09-05-2023
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6 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm federal courts located in Riverside County, California.

8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contain ed herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement.

IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement.

CITY OF REDLANDS NANCY K. BOHL dba THE COUNSELING

TEAM INTERNATIONAL

By: By:

Eddie Tejeda, Mayor Julie Casto Koot, Executive Director ATTEST:

Jeanne Donaldson, City Clerk
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7 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm EXHIBIT "A"
Scope of Services
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8 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm EXHIBIT "B”
Fee Schedule Title

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11 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm EXHIBIT " C"

WORKERS’ COMPENSATION INSURANCE CERTIFICATION

Every employer, except the State, shall secure the payment of compensation in one or more of the following ways:

(a) By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations, a certificate of consent to self-insure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his or her employees.

CHECK ONE

I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self - insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code §1861).

I affirm that at all times, in performing the work and activiti es required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers’ compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers’ compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers’ compensation insurance.

I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct.

Nancy K. Bohl dba
The Counseling Team International

By: Date:

Julie Casto Koot, Executive Director
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City Council/Successor Agency Meeting J. 6.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a Memorandum of Understanding between the City of Redlands and San Bernardino Community College District to provide student interns (Assistant City Manager McConnell) MOTION(S):

I move to approve a Memorandum of Understanding between the City of Redlands and San Bernardino Community College District to provide student interns.

RECOMMENDATION:

Staff recommends that Council approve a Memorandum of Understanding agreement with San Bernardino Community College District, as it provides the City of Redlands a valuable opportunity for college students to learn about municipal government careers while providing supplemental staffing to multiple city departments.

DISCUSSION:

San Bernardino Community College District is providing a Federal Work-Study Program which is designed to provide eligible students with the opportunity to work as interns with local employers in order to connect classroom knowledge with the workplace and gain valuable work experience. The student intern will work up to a maximum of 15 hours per week and salaries will be covered by the college. The City of Redlands has been engaging student interns for the past several years to perform a variety of tasks and supplement the work force in the city departments. The term of the attached Memorandum of Understanding agreement is for a period of one year from July 1, 2023 to June 30, 2024, unless terminated by either Party after giving the other Party 7 days’ prior written notice of the intent to terminate.

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ALTERNATIVES:

N/A
STRATEGIC PLAN:

N/A
SUBMITTED BY:

Janice McConnell, Assistant City Manager
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
PREPARED BY:

Jennifer Macias, Management Analyst
Fiscal Impact
Discussion:

There is no fiscal impact associated with the approval of this MOU.

Attachments
Agreement
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I:\cmo\Agreements\SBCCD and City of Redlands MOU - Off Campus Work Study-FY22-0224.doc-jm San Bernardino Community College District
550 E Hospitality Ln Suite 200, San Bernardino, CA 92408

Memorandum of Understanding
For Off-Campus Work-Study Placement

This Memorandum of Understanding (“MOU”) is entered into this 5th day of September 2023 by and between the City of Redlands, a municipal corporation and genera law city hereinafter referred to as “SITE” and San Bernardino Community College District for the Campus Crafton Hills College hereinafter referred to as “DISTRICT”.

WHEREAS, SITE and DISRICT desire to form a partnership in support of DISTRICT’ s Federal Work-Study Program.

NOW THEREFORE, SITE and DISTRICT agree to the following:

1. RESPONSIBILITIES OF SITE:

a. Provide support to DISTRICT’ s students in the form of student internships at SITE for skills training.
b. Provide facility, tools, equipmen t and supplies as m ay be deemed necessary to the work experience.
c. Train students as to the SITE’s procedures and duties. d. Monitor student’s timecards and ensure that students do not work more than fifteen (15) hours each week and no more than eight (8) hours in one day.
e. Submit completed student timesheets to DISTRICT by no later than the 12th of each month.
f. Monitor progress of students via evaluation, progress reports and completeness of a student performance objective.
g. SITE reserves the right to approve of the students pr ovided by DISTRICT.

2. RESPONSIBILITIES OF DISTRICT:

a. Provide suitable students who will participate in an internship and provide support to SITE.
b. Provide orientation to students.
c. Provide information and any updates on timesheet reporting. d. Process payroll for students.
e. Provide students with support for any work-related issues. f. Meet with SITE staff, as appropriate.
g. Include students in its Workers’ Compensation Insurance coverage. h. Ensure that students have been fingerprinted for criminal record clearance and are free from active Tuberculosis, if needed by SITE.

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I:\cmo\Agreements\SBCCD and City of Redlands MOU - Off Campus Work Study-FY22-0224.doc-jm

3. TERM

The term of this MOU shall be July 1, 2023, to June 30, 2024.

4. TERMINATION

This MOU may be terminated by either party without cause with seven (7) days prior written notice to the other party

5. RELATIONSHIP OF PARTIES

DISTRICT and SITE hereby agree and acknowledge that SITE, in providing the ser vices herein specified, is and at all times shall be acting as an independent contractor. As such, SITE shall have the rig ht to determi ne the time and the manner in which the cont racted services are performed. DISTRICT shall not have the right to control or to determine the results to be attained by the work for SITE, nor the details, methods, or means b y which that res ult is to be attained. SITE shall not be considere d an agent or employee of DISTRICT and shall not be entitled to participate in any em ployee fringe benefits of DISTRICT. DISTRICT and students shall not be considere d an agent or employee of SITE and s hall not be entitled to participate in any employee fringe benefits of SITE.

The relationship of the parties will be based on the IRS guidelines (see Attachment A).

6. INDEMNIFICATION AND HOLD HARMLESS

To the maximum extent permitted by law, SITE shall in demnify, defend, and hold harmless DISTRICT and its directors, officers, employees, agents, and representatives from and against any and all claims, losses, damages, liabilities, fines, pe nalties, costs and expenses (including all legal co sts such as reaso nable attorneys’ fees, expert costs, court costs, and settlement expenses) (collectively, “ Claims”) arising out of or related to this MOU; provided, however, that SITE’s indemnification obligations under this Section 6 shall not apply to the extent any Cla ims are caused by the negligence or willf ul misconduct of DISTRICT or the students placed by DISTRICT at SITE.

To the maximum extent permitted by law, DISTRICT shall indemnify, defend, a nd hold harmless SITE and its officers, officials, employees, agents, and representatives from and against any and all claims, losses, damages, liabilities, fines, penalties, costs and expenses (including all legal costs such as reasonable attorneys’ fees, expert costs, court costs, and settlement expenses) (collectively, “ Claims”) arising out of or related to this MOU and the willful or negligent acts or omissions of the student working at SITE; provided, however, that DISTRICT’s indemnification obligation s under this Section 6 shall not apply to the extent any Claims are caused by the negligence or willful misconduct of SITE.

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I:\cmo\Agreements\SBCCD and City of Redlands MOU - Off Campus Work Study-FY22-0224.doc-jm

7. INSURANCE

I. Both Parties shall self -insure or maintain a p olicy or policies of insurance as set forth below for the term of this MOU:

A. Workers’ Compensation and Employer’s Liability insurance i n t he amount that meets statutory requ irements or certification of self-insured or exemption from the workers’ compensation laws of the State of California.

B. Comprehensive General L iability insurance in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Doll ars ($2,000,000) aggregate , for public liability, property damage and personal injury is required.

C. Business Auto L iability coverag e, wit h minimum limit s of O ne Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability. This coverage shall include all owned vehicles, hired and non-owned vehicles, and employee non -ownership vehicles.

II. Acceptability of Insurers: Insurance is to be placed with insurers with a curr ent A.M. Best’s rating of no less th an A :VII. Exception may be made f or Stat e Compensations Insurance Fund when not specifically rated.

III.. Verification of Coverage: DISTRICT and SITE shall furnish to the other party original certificates and am endatory endorsements evidencing insurance coverage required by th is provision . All certificates and en dorsements of each party shall be be received and approved by the other party before work commences. However, failure to do so shall not operate as a waiver of these insurance requirem ents. Either party reserves the right to require complete, certified c opies of all required insurance policies, including endorsements affecting the coverage require by these specifications at any time.

IV. Waiver of Subrogation: DISTRICT and SITE each hereby agree to waive subrogation which any insurer or con tractor may acquire f rom vendor by virtue of the payment or any loss. DISTRICT and SITE agree to obtain any endorsement that may be necessary to affect this waiver of subrogation.

8. ATTORNEY’S FEES

Should any party violate or breach any term or condit ion of this Agreement , any other party shall have, without limitation, the right to move for entry of judgment by a court of competent jurisdiction, to seek sp ecific performance thereof, and otherwise exerci se all remedies available to him, her or it under the law to obtain redress from injury or damage resulting from any such violation or breach. In any s uch legal pro ceeding(s) brought to Redlans Regular Meeting of 09-05-2023
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I:\cmo\Agreements\SBCCD and City of Redlands MOU - Off Campus Work Study-FY22-0224.doc-jm enforce the terms and conditions of this Agreement, the prevailing pa rty shall be entitled to recover its reasonable attorney’s fees and costs incurred as a consequence hereof.

9. ENTIRE AGREEMENT

There are no understandings or agreements except as herein expressly stated.

IN WITNESS WHEREOF: the parties to the agreement have executed this MOU on the day and year written above.

DISTRICT SITE
San Bernardino Community College District City of Redlands for the Campus Crafton Hills College

____________________________________ ______________________________ (Signature) (Signature)
Steven J. Sutorus, Business Manager Name: Eddie Tejeda 550 E Hospitality Ln Suite 200, Title: Mayor, City of Redlands San Bernardino, CA 92408 Address:
300 E. State Street, Ste. 690
Redlands, CA 92373

Date: __________________________ Date: ________________________

ATTEST:

______________________________
Jeanne Donaldson, City Clerk
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City Council/Successor Agency Meeting J. 7.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Accept the Department of Homeland Security, Federal Emergency Management Agency 2022 Emergency Management Performance Grant award in the amount of $22,159, and authorize an additional appropriation of the same amount to the Emergency Preparedness fund (Fire Chief Sessler)
MOTION(S):

If the City Council determines that the staff’s recommendation is appropriate, the following motion is provided:

I move to accept the Federal Emergency Management Agency 2022 Emergency Management Performance Grant in the amount of $22,159, and authorize an additional appropriation of the same amount to the Emergency Preparedness fund.

RECOMMENDATION:

Staff recommends that the City Council accept the Federal Emergency Management Agency 2022 Emergency Management Performance Grant in the amount of $22,159, and authorize an additional appropriation of the same amount to the Emergency Preparedness fund.

DISCUSSION:

The purpose of the Emergency Management Performance Grant (EMPG) is to sustain and improve comprehensive emergency management programs at the state, tribal, and local levels for all man-made and natural disasters through the prevention, mitigation, response and recovery of all hazardous events.

The acceptance of the grant award will assist with the partial salary of the Emergency Operations Specialist position in the Fire Department's Emergency Operations division. This position assists with grant management, emergency Redlans Regular Meeting of 09-05-2023
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Operations division. This position assists with grant management, emergency operations, plan development and updating, Community Emergency Response Team (CERT) Program, purchasing and other administrative duties within the Fire Department.

ALTERNATIVES:

Not accept the Emergency Management Performance Grant at this time.

STRATEGIC PLAN:

Priority B - Public Health and Safety
SUBMITTED BY:

Rich Sessler, Fire Chief
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Esther Martinez, Emergency Operations Specialist
Fiscal Impact
Fiscal Year: 2023-2024
Revenue Generating: Y
Appropriation Required Y/N: Y
Amount: $22,159
Budgeted Y/N: No
Account No.: 200250
Discussion:

There is no fiscal impact to the City in accepting the FY2022 EMP Grant award.

The grant funding will be used to offset the personnel cost of the Emergency Operations Specialist within the Fire Department Emergency Management Division.

Attachments
Approval Notification Letter
Additional Appropriation
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City Council/Successor Agency Meeting J. 8.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8510 amending the Appropriations Limit for Fiscal Year 2023-2024 and rescinding Resolution No. 8494 (Management Services/Finance Director Garcia)
MOTION(S):

If the City Council determines that staff's recommendation is appropriate, the following motion is provided:

I move to adopt Resolution No. 8510.

RECOMMENDATION:

Staff recommends City Council approve Resolution No. 8510 amending the appropriations limit for Fiscal Year 2023-2024 from $158,949,814 to $158,925,169 and rescinding Resolution No. 8494.

DISCUSSION:

Article XIIIB of the California Constitution, as originally implemented in 1980, specified that tax-supported appropriations of government entities may increase annually by a growth factor based on the percentage change in local population and the percent change in the consumer price index or California per capita income. In 1990, voters approved Proposition 111, which added language to Article XIIIB that modifies the annual growth factors described above to better reflect inflation and population growth. The present growth factors are as follows:

Inflation Factor
- Either the annual percent change in California per capita income or the percent change in the local property tax assessment roll from the preceding year due to the addition of local non-residential construction.

Population Factor
- Either the annual percent change in the population of Redlans Regular Meeting of 09-05-2023
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Population Factor - Either the annual percent change in the population of the City of Redlands or the annual percent change in the population of the County of San Bernardino.

In order to calculate the Gann Limit for Fiscal Year 2023-24, staff use the percent change in California per capita income and the greater of the annual percent change in the population of the City of Redlands or the annual percent change in the population of the County of San Bernardino. Each year, the City has maintained an exceedingly wide and comfortable margin between its appropriations limit and its proceeds of taxes subject to the limit. This is attributed to annual increases in the limit, based upon California per capita Income, and the greater of the county’s or city’s population growth, both of which are combined for a growth factor that is in significant excess of the increases in proceeds of taxes received each year.

The Gann Limit for Fiscal Year 2023-24 has been amended from the originally submitted Appropriation Limit value of $158,949,814 to $158,925,169 based on the recommendation from the City's Independent External Auditor's review of the same. Based on the procedures performed, the independent auditors recommend that the City revise the limit due to an error wherein staff used the change in population from the prior year for the current year (0.14 instead of

0.12). This change is reflected in the revised resolution and accompanying calculation.

ALTERNATIVES:

None. This is a State constitutional requirement.

STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Danielle Garcia, Management Services / Finance Director RECOMMENDED BY:

Charles M. Duggan, Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
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Fiscal Impact
Fiscal Year: 2023-24
Discussion:

None. It is noted that the Gann Limit revision resulted in a reduction in the limit of $24,645. This had little impact on the City's margin from the originally established limit.

The difference between the City's Appropriations limit of roughly $159 million and the budgeted proceeds of taxes for FY 2023-24, which are roughly $97.6 million, is approximately $61 million. The City is thus $61 million dollars below its Appropriations, or "GANN", limit.

Attachments
Amended Appropriation Limit Calculation for FY 2023-24
Resolution No. 8510 Amending Appropriations Limit (GANN 2023-2024) Schedule of Appropriations Subject to Limit FY 23-24 (GANN) Resolution No. 8494
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City of Redlands
Annual Appropriations (Gann) Limit Calculation
Greater of
Per Capita County/City CPI Population
Fiscal Personal Population Converted Change Growth Prior Year New Year Year Income Growth to Ratio Ratio Factor Limit Limit
1999-00 4.53% 0.63% 1.0453 1.0063 1.0519 48,823,906 51,357,867 2000-01 4.91% 1.04% 1.0491 1.0104 1.0600 51,357,867 54,439,885 2001-02 7.82% 1.89% 1.0782 1.0189 1.0986 54,439,885 59,806,459 2002-03 -1.27% 2.38% 0.9873 1.0238 1.0108 59,806,459 60,452,234 2003-04 2.31% 2.59% 1.0231 1.0259 1.0496 60,452,234 63,450,561 2004-05 3.28% 2.51% 1.0328 1.0251 1.0587 63,450,561 67,176,586 2005-06 5.26% 2.49% 1.0526 1.0249 1.0788 67,176,586 72,470,755 2006-07 3.96% 2.10% 1.0396 1.0210 1.0614 72,470,755 76,922,750 2007-08 4.42% 1.86% 1.0442 1.0186 1.0636 76,922,750 81,816,738 2008-09 4.29% 1.45% 1.0429 1.0145 1.0580 81,816,738 86,563,913 2009-10 0.62% 0.79% 1.0062 1.0079 1.0141 86,563,913 87,788,704 2010-11 -2.54% 0.85% 0.9746 1.0085 0.9829 87,788,704 86,286,122 2011-12 2.51% 1.05% 1.0251 1.0105 1.0359 86,286,122 89,380,648 2012-13 3.77% 0.86% 1.0377 1.0086 1.0466 89,380,648 93,547,951 2013-14 5.12% 0.85% 1.0512 1.0085 1.0601 93,547,951 99,173,476 2014-15 -0.23% 0.78% 0.9977 1.0078 1.0055 99,173,476 99,717,151 2015-16 3.82% 1.09% 1.0382 1.0109 1.0495 99,717,151 104,654,783 2016-17 5.37% 0.93% 1.0537 1.0093 1.0635 104,654,783 111,300,300 2017-18 3.69% 1.16% 1.0369 1.0116 1.0489 111,300,300 116,746,006 2018-19 3.67% 0.95% 1.0367 1.0095 1.0465 116,746,006 122,180,375 2019-20 3.85% 0.90% 1.0385 1.0090 1.0478 122,180,375 128,026,278 2020-21 3.73% 0.51% 1.0373 1.0051 1.0426 128,026,278 133,478,947 2021-22 5.73% -0.01% 1.0573 0.9999 1.0572 133,478,947 141,113,178 2022-23 7.55% 0.14% 1.0755 1.0014 1.0770 141,113,178 151,979,697 2023-24 4.44% 0.12% 1.0444 1.0012 1.0457 151,979,697 158,925,169 Redlans Regular Meeting of 09-05-2023
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1 I:\cmo\Resolutions\8510 Amending_the_Appropriations_Limit_(GANN_2023-24).doc-jm RESOLUTION NO. 8510

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS RESCINDING RESOLUTION NO. 8494 AND AMENDING THE APPROPRIATION LIMIT FOR THE FISCAL YEAR 2023-2024 PURSUANT TO ARTICLE XIIIB OF THE CALIFORNIA

CONSTITUTION

WHEREAS, Article XII IB of the California Constitutio n provides that the total appropriations subject to limitation of each governmental entity, including this city, shall not exceed the appropriation limit of such entity of government for the prior year adjusted for changes in the cost of living or personal income and population, except as otherwise provided for in said Article XIIIB and implementing State statutes; and

WHEREAS, pursuant to said Article XIIIB of the California Constitution and Section 7900 et seq. of the California Government Code, the City is required to set an appropriation limit for each fiscal year; and

WHEREAS, the Management Services / Finance Director of the City of Redlands has interpreted the technical provisions of said Article XIIIB computations and has caused a technical review to be made of the documentation for the City's said appropriation limitation, utilizing the population growth factor for the County, which is higher than that of the City, and has caused the numbers upon which the City's ap propriation limit was and is bas ed to be calculated; and

WHEREAS, the City Council chooses to adjust the City’s Appropriations Limit by calculating inflation using the California per capita personal income growth; and

WHEREAS, based on such calculation, the Management Services / Finance Director has determined the said appropriation limit and, pursuant to Section 7910 of the California Government Code, has made available to the public the documentation used in the determination of said appropriation limit 15 days in advance of consideration of the adoption of this resolution;

NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Redlands, California, that Resolution No. 8494 is rescinded and said appropriation limit for the Fiscal Year 2023-24 shall be and is hereby set in the amount of $158,925,169.

ADOPTED, SIGNED AND APPROVED this 5th day of September, 2023.

Eddie Tejeda, Mayor

ATTEST:

City Clerk
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2 I:\cmo\Resolutions\8510 Amending_the_Appropriations_Limit_(GANN_2023-24).doc-jm I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was duly adopted by the City Council at a regular meeting thereof held on the 5th of September, 2023 by the following vote:

AYES:

NOES:

ABSENT:

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City of Redlands
APPROPRIATIONS SUBJECT TO THE GANN (PROP 4) LIMIT
FOR FISCAL YEAR 2023-24
Proceeds Non-Proceeds
Revenue Source from Taxes from Taxes Total
General Fund:

Property Tax 37,376,555 $ 37,376,555 $
Sales Tax 45,299,822 45,299,822
Public Safety Sales Tax 1,447,680 1,447,680
Transient Occupancy Tax 1,609,000 1,609,000
Mining Tax 360,000 360,000
Franchise Fees 2,567,833 $ 2,567,833
Business Licenses 4,900,000 4,900,000
Property Transfer Tax 571,000 571,000
Other Licenses 54,600 54,600
Building Permit Fees 3,439,239 3,439,239
City Ordinance Violation 7,000 7,000
Motor Vehicle Fees 65,000 65,000
State and Federal 40,000 40,000
City Attorney Fees 90,000 90,000
Engineering Services 1,090,000 1,090,000
Facilities & Community Svcs. 1,184,869 1,184,869 Fire Services 793,400 793,400
Recreation & Senior Scvs. 386,015 386,015
Library Services 27,890 27,890
Police 522,982 522,982
Animal Control 214,595 214,595
Interfund Charges 4,379,383 4,379,383
Donations/Contributions - -
Other Revenue 2,117,754 2,117,754
Sub-Total 91,564,057 $ 16,980,560 $ 108,544,617 $ Percent of Total 84.36% 15.64% 100.00%
Allocation of Investment Income 168,712 31,288 200,000 Sub-Total 91,732,769 $ 17,011,848 $ 108,744,617 $ Other Applicable Funds:

General Govt. Grants 5,900,000
Sub-Total 5,900,000 $
Total Appropriations
Subject to Limit 97,632,769 $
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City Council/Successor Agency Meeting J. 9.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the agreement with the Office of Traffic Safety relating to the distribution of a grant award in an amount not-to-exceed $130,000; authorize the Chief of Police to sign and execute agreements implementing the grant; approve an additional appropriation of the same (Police Chief Tolber)
MOTION(S):

If the City Council determines that staff's recommendation is appropriate, the following motion is provided:

I move to approve an agreement with the Office of Traffic Safety relating to the distribution of a grant award in an amount not-to-exceed $130,000; authorize the Chief of Police to sign and execute agreements implementing the grant; and approve an additional appropriation of the same.

RECOMMENDATION:

Staff recommends accepting the Office of Traffic Safety “Selective Traffic Enforcement Program” PT24155 grant for local law enforcement agencies; authorizing the Chief of Police to sign and execute agreements implementing the grant; and authorizing an additional appropriation to the police department in the amount of $130,000.

DISCUSSION:

California will initiate the Selective Traffic Enforcement Program (STEP) on October 1, 2023. The grant will fund DUI checkpoints, DUI saturation patrols, speeding, red light, and stop sign enforcement, and pedestrian / bicycle enforcement. In addition, the grant will fund the Know Your Limit program and collaborative DUI and traffic enforcement with other agencies. Grant funds will be used to staff the enforcement operations with first-line supervisors and officers from the Redlands Police Department. The STEP operations and DUI Redlans Regular Meeting of 09-05-2023
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officers from the Redlands Police Department. The STEP operations and DUI checkpoint and saturation patrols are highly publicized and provide both education and enforcement of traffic and DUI laws. The grant funds will be used for overtime to conduct the operations.

ALTERNATIVES:

Do not accept the grant.

STRATEGIC PLAN:

Continues the support of Objective E-8.2: Research and implement evidence-based methods to reduce violent and property crime and effectively address traffic concerns.

SUBMITTED BY:

Rachel Tolber, Police Chief
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Martin Gonzalez, Corporal
Fiscal Impact
Fiscal Year: 2023/2024
Revenue Generating: N
Appropriation Required Y/N: Y
Amount: 130,000
Budgeted Y/N: Y
Account No.: 200202-F202033
Discussion:

There is no impact to the General Fund. All expenditures are reimbursable under the grant.

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Attachments
Email Notification
Tentative OTS Grant Agreement
Add'l Approp
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Gonzalez, Martin
From:

Sent:

To:

Subject:

OTS Email <[email protected]>
Friday, July 14, 2023 1:15 PM
Gonzalez, Martin
OTS Tentatively Approved Your Application
[NOTICE: This message originated outside of Redlands Police Department -- DO NOT CLICK on links or open attachments unless you are sure the content is safe.]
Congratulations! Through a competitive process, the Office of Traffic Safety (OTS) has tentatively approved your application 24-004514 in the amount of $130,000 with the proposal titled "Selective Traffic Enforcement Program (STEP)." This tentative award is contingent on approval from the National Highway Traffic Safety Administration. Please do not publicly announce this tentative award until the grant agreement is fully negotiated and signed by the OTS.

Your OTS Coordinator will contact you to discuss your proposal and explain the grant development process. It is our goal to have grants start the first of October. Costs incurred and accrued prior to the grant start date are not reimbursable.

Please notify your coordinator if approval from a City Council or the Board of Supervisors is required. You should begin that process now to avoid a delay in executing your grant.

Thank you for prioritizing traffic safety so that everyone traveling on California roadways can go safely.

Again, congratulations on the success of your application.

Sincerely,
Barbara L. Rooney
Director
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State of California – Office of Traffic Safety

GRANT AGREEMENT

GRANT NUMBER
PT24155

1. GRANT TITLE
Selective Traffic Enforcement Program (STEP)

2. NAME OF AGENCY 3. Grant Period
Redlands From:

To:
10/01/2023
09/30/2024 4. AGENCY UNIT TO ADMINISTER GRANT
Redlands Police Department

5. GRANT DESCRIPTION
Best practice strategies will be conducted to reduce the number of persons killed and injured in crashes involving alcohol and other primary crash factors. The funded strategies may include impaired driving enforcement, enforcement operations focusing on primary crash factors, distracted driving, night-time seat belt enforcement, special enforcement operations encouraging motorcycle safety, enforcement and public awareness in areas with a high number of bicycle and pedestrian crashes, and educational programs. These strategies are designed to earn media attention thus enhancing the overall deterrent effect.

6. Federal Funds Allocated Under This Agreement Shall Not Exceed: $130,000.00

7. TERMS AND CONDITIONS: The parties agree to comply with the terms and conditions of the following which are by this reference made a part of the Agreement:
 Schedule A – Problem Statement, Goals and Objectives and Method of Procedure  Schedule B – Detailed Budget Estimate and Sub-Budget Estimate (if applicable)  Schedule B-1 – Budget Narrative and Sub-Budget Narrative (if applicable)  Exhibit A – Certifications and Assurances
 Exhibit B* – OTS Grant Program Manual
 Exhibit C – Grant Electronic Management System (GEMS) Access *Items shown with an asterisk (*), are hereby incorporated by reference and made a part of this agreement as if attached hereto.

These documents can be viewed at the OTS home web page under Grants: www.ots.ca.gov.

We, the officials named below, hereby swear under penalty of perjury under the laws of the State of California that we are duly authorized to legally bind the Grant recipient to the above described Grant terms and conditions.

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

8. Approval Signatures
A. GRANT DIRECTOR B. AUTHORIZING OFFICIAL
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Martin Gonzalez

Corporal

[email protected]

(909) 647-8847

1270 W Park Ave Building C
Redlands, CA 92373
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Rachel Tolber

Chief of Police

[email protected]

909-557-6584

,

(Signature) (Date) (Signature) (Date)

C. FISCAL OFFICIAL

D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Jimmy Nguyen

Management Analyst

[email protected]

(909) 488-2983

PO Box 1025
Redlands, CA 92373
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Barbara Rooney

Director

[email protected]

(916) 509-3030

2208 Kausen Drive, Suite 300
Elk Grove, CA 95758

(Signature) (Date) (Signature) (Date)

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10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y. CHAPTER STATUTE PROJECTED

EXPENDITURES

AGREEMENT
TOTAL $130,000.00

AMOUNT ENCUMBERED BY THIS DOCUMENT
I CERTIFY upon my own personal knowledge that the budgeted funds for the current budget year are available for the period and purpose of the expenditure stated above.
$130,000.00

PRIOR AMOUNT ENCUMBERED FOR THIS

AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE $130,000.00

E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFETY 9. SAM INFORMATION NAME: Carolyn Vu

SAM #:

REGISTERED
ADDRESS:

CITY:

ZIP+4:
145556747

1270 W Park Ave Bldg C
Redlands
92373-8112
ADDRESS: 2208 Kausen Drive, Suite 300

Elk Grove, CA 95758

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State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule A

GRANT NUMBER
PT24155

1. PROBLEM STATEMENT
The City of Redlands downtown and west end commercial districts have and are currently expanding with new businesses such as restaurants and alcohol serving establishments. The City of Redlands is also seeing an increase in residential building which will promote more vehicular and pedestrian traffic. The Citrus Plaza / Mountain Grove shopping center is currently expanding, and has a movie theater and eating establishments that serve alcoholic beverages. The Mountain Grove shopping complex also plays home to a summer concert series which bring in thousands of people to the shopping and eating establishments. All of this growth has caused an increase in pedestrian traffic and roadway users in the City of Redlands.

The thoroughfares in the city are being improved to relieve congestion and accommodate the high volume of travel by roadway users throughout the day and night. A commuter rail system currently transports members of the community back-and-forth from downtown Redlands to the City of San Bernardino. The commuter rail system has created a significant impact on the roadways and traffic congestion in the city. Highways such as Interstate 10, 210, and State Highway 38, travel through Redlands and provided connectors to a multitude of other cities. The assistance of the STEP grant will allow officers to be deployed for additional traffic safety measures, education, and enforcement. Additional training provided through the STEP grant will also assist officers with investigations and arrests of drivers who are found to be operating a motor vehicle while impaired. This could involve alcoholic beverages, illegal drugs, or prescription medication.

In 2020 the Redlands Police Department investigated 611 injury traffic crashes and in 2021 we had 627 injury traffic crashes which is an increase of 16. Our injury alcohol related traffic crashes went up from 35 in 2020 to 66 in 2021 and then back down to 53 in 2022. This significant decrease/increase is likely due to the statewide lock down and the closure of the bars and other drinking establishments during 2020, coupled with the opening of said establishments in 2021. In 2020 and 2021 we had zero fatal hit and run traffic crashes, however in 2022 that number went up by 1.

As we look at the past and local statistics, we can see the direct correlation with staffing levels and reduction in fatal crashes. To highlight this reduction we look at our 2020 crash data (see Traffic Data Summary). In 2021, we were able to complete all of the grant objectives and sustained four (4) fatal traffic crashes. This is in contrast to 2020, where we were affected by COVID 19, we were unable to complete all of the grant objectives and investigated 6 fatalities. Furthermore, as our fatal crashes in 2020 decreased by 2 in 2021, we also had a decrease in our injury traffic crashes from 2020 to 2021. In 2020 we did not meet the grant objectives; however, this was due to the pandemic and state lock down, not any issues at our department. So, as you as you can see the funding and completing of grant objectives has given the Redlands Police Department the ability to reduce traffic crashes. Another factor in the reduction in fatal traffic crash is that in 2019 the Redlands Police Department was able to staff a full-time traffic unit staffed by a Motor/Traffic detective and a senior Motor/Traffic Investigator. The combination of completing the grant objectives and adding the traffic unit has shown to be effective in reducing the injury traffic crashes in the City of Redlands. The City of Redlands only funds two (2) officers in traffic and special events, therefore, grant funding remains of utmost importance and is likely a large factor in the recent decrease in fatal traffic crashes. The full-time traffic unit is making strides to reduce fatal traffic crashes, but without help from grant funding we feel many of our traffic crashes categories will once again surge.

We know that typically driving under the influence (DUI) is the highest during the holidays. Significant progress has been made in reducing DUI crashes by law enforcement as a whole but, DUI deaths have not dropped and continue to increase. It is going to take a coordinated effort between Law Enforcement, community-based-organizations, and media outreach to help combat this problem.

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Several DUI suspects have made statements during DUI investigations and at checkpoints that they have purchased alcohol beverages at our local bars and restaurants. The City of Redlands has 203 active alcohol-licensed establishments of which 145 are “on-sale”. Continuing growth and development of the city will lead to an increase in the number of alcohol establishments in our city. Our downtown bars have a large amount of calls involving intoxicated patrons, minors purchasing alcohol, and open container consumption in parking lot areas. Continuous inspections of the Alcohol-licensed establishments is key in keeping the locations in compliance. Having a “know your limit” program will ease the alcohol related events and DUI’s in the City of Redlands.

The Redlands Police Traffic Unit clearly needs to do more work to decrease injury crashes and offenses that cause injury crashes. The Redlands Police Department Traffic Units is working on serving the motoring public by increasing awareness, education, and proactive enforcement. Grant funding will assist in meeting our goal to reduce the number of injury traffic crashes and increase traffic safety for the citizens of Redlands.

2. PERFORMANCE MEASURES
A. Goals:

1. Reduce the number of persons killed in traffic crashes.

2. Reduce the number of persons injured in traffic crashes.

3. Reduce the number of pedestrians killed in traffic crashes.

4. Reduce the number of pedestrians injured in traffic crashes.

5. Reduce the number of bicyclists killed in traffic crashes.

6. Reduce the number of bicyclists injured in traffic crashes.

7. Reduce the number of persons killed in alcohol-involved crashes.

8. Reduce the number of persons injured in alcohol-involved crashes.

9. Reduce the number of persons killed in drug-involved crashes.

10. Reduce the number of persons injured in drug-involved crashes.

11. Reduce the number of persons killed in alcohol/drug combo-involved crashes.

12. Reduce the number of persons injured in alcohol/drug combo-involved crashes.

13. Reduce the number of motorcyclists killed in traffic crashes.

14. Reduce the number of motorcyclists injured in traffic crashes.

15. Reduce hit & run fatal crashes.

16. Reduce hit & run injury crashes.

17. Reduce nighttime (2100 - 0259 hours) fatal crashes.

18. Reduce nighttime (2100 - 0259 hours) injury crashes.

B. Objectives: Target Number

1. Issue a press release announcing the kick-off of the grant by November 15. The kick-off press releases and media advisories, alerts, and materials must be emailed to the OTS Public Information Officer at [email protected], and copied to your OTS Coordinator, for approval 14 days prior to the issuance date of the release.
1 2. Participate and report data (as required) in the following campaigns; Quarter 1:

National Walk to School Day, National Teen Driver Safety Week, NHTSA Winter Mobilization; Quarter 3: National Distracted Driving Awareness Month, National Motorcycle Safety Month, National Bicycle Safety Month, National Click it or Ticket Mobilization; Quarter 4: NHTSA Summer Mobilization, National Child Passenger Safety Week, and California's Pedestrian Safety Month.
10 3. Develop (by December 31) and/or maintain a “DUI BOLO” program to notify patrol and traffic officers to be on the lookout for identified repeat DUI offenders with a suspended or revoked license as a result of DUI convictions. Updated DUI BOLOs should be distributed to patrol and traffic officers monthly. 12 4. Send law enforcement personnel to the NHTSA Standardized Field Sobriety Testing (SFST) (minimum 16 hours) POST-certified training. 1 5. Send law enforcement personnel to the DRE Recertification training. 1

6. Conduct DUI/DL Checkpoints. A minimum of 1 checkpoint should be conducted during the NHTSA Winter Mobilization and 1 during the Summer Mobilization. To enhance the overall deterrent effect and promote high visibility, it is recommended the grantee issue an advance press release and conduct social media activity for 7 Redlans Regular Meeting of 09-05-2023
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each checkpoint. For combination DUI/DL checkpoints, departments should issue press releases that mention DL's will be checked at the DUI/DL checkpoint. Signs for DUI/DL checkpoints should read "DUI/Driver's License Checkpoint Ahead." OTS does not fund or support independent DL checkpoints. Only on an exception basis and with OTS pre-approval will OTS fund checkpoints that begin prior to 1800 hours. When possible, DUI/DL Checkpoint screeners should be DRE- or ARIDE-trained.

7. Conduct DUI Saturation Patrol operation(s). 17

8. Conduct Traffic Enforcement operation(s), including but not limited to, primary crash factor violations.
6 9. Conduct highly publicized Distracted Driving enforcement operation(s) targeting drivers using hand held cell phones and texting.
4 10. Conduct highly publicized Motorcycle Safety enforcement operation(s) in areas or during events with a high number of motorcycle incidents or crashes resulting from unsafe speed, DUI, following too closely, unsafe lane changes, improper turning, and other primary crash factor violations by motorcyclists and other drivers. 2 11. Conduct Nighttime (1800-0559) Click It or Ticket enforcement operation(s). 1

12. Conduct highly publicized pedestrian and/or bicycle enforcement operation(s) in areas or during events with a high number of pedestrian and/or bicycle crashes resulting from violations made by pedestrians, bicyclists, and drivers. 4 13. Conduct Traffic Safety educational presentation(s) with an effort to reach community members. Note: Presentation(s) may include topics such as distracted driving, DUI, speed, bicycle and pedestrian safety, seat belts and child passenger safety.
2 14. Conduct Know Your Limit campaigns with an effort to reach members of the community.
6 15. Participate in highly visible collaborative DUI Enforcement operations. 1

16. Participate in highly visible collaborative Traffic Enforcement operations. 3

17. Send law enforcement personnel to DUI Checkpoint Planning and Management training.
1 18. Conduct specialized enforcement operations focusing specifically on street racing and sideshow activities.
2 3. METHOD OF PROCEDURE
A. Phase 1 – Program Preparation (1st Quarter of Grant Year)  The department will develop operational plans to implement the “best practice” strategies outlined in the objectives section.
 All training needed to implement the program should be conducted in the first quarter.  All grant related purchases needed to implement the program should be made in the first quarter.  In order to develop/maintain the “DUI BOLOs,” research will be conducted to identify the “worst of the worst” repeat DUI offenders with a suspended or revoked license as a result of DUI convictions. The DUI BOLO may include the driver’s name, last known address, DOB, description, current license status, and the number of times suspended or revoked for DUI. DUI BOLOs should be updated and distributed to traffic and patrol officers at least monthly.  Implementation of the STEP grant activities will be accomplished by deploying personnel at high crash locations.

Media Requirements Issue a press release approved by the OTS PIO announcing the kick-off of the grant by November 15, but no sooner than October 1. The kick-off release must be approved by the OTS PIO and only distributed after the grant is fully signed and executed. If you are unable to meet the November 15 deadline to issue a kick-off press release, communicate reasons to your OTS coordinator and OTS PIO.

B. Phase 2 – Program Operations (Throughout Grant Year)  The department will work to create media opportunities throughout the grant period to call attention to the innovative program strategies and outcomes.

Media Requirements

The following requirements are for all grant-related activities:

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 Send all media advisories, alerts, videos, graphics, artwork, posters, radio/PSA/video scripts, storyboards, digital and/or print educational materials for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS coordinator. Optimum lead time would be 7 days before the scheduled release but at least 3 business days prior to the scheduled release date for review and approval is appreciated.
 The OTS PIO is responsible for the approval of the design and content of materials. The agency understands OTS PIO approval is not authorizing approval of budget expenditure or cost. Any cost approvals must come from the Coordinator.
 Pre-approval is not required when using any OTS-supplied template for media advisories, press releases, social media graphics, videos or posts, or any other OTS-supplied educational material.

However, copy the OTS PIO at [email protected] and your OTS coordinator when any material is distributed to the media and public, such as a press release, educational material, or link to social media post. The OTS-supplied kick-off press release templates and any kickoff press releases are an exception to this policy and require prior approval before distribution to the media and public.
 If an OTS-supplied template, educational material, social media graphic, post or video is substantially changed, the changes shall be sent to the OTS PIO at [email protected] for approval and copy to your OTS Coordinator. Optimum lead time would be 7 days prior to the scheduled release date, but at least 3 business days prior to the scheduled release date for review and approval is appreciated.
 Press releases, social media posts and alerts on platforms such as NextDoor and Nixle reporting immediate and time-sensitive grant activities (e.g. enforcement operations, day of event highlights or announcements, event invites) are exempt from the OTS PIO approval process. The OTS PIO and your Coordinator should still be notified when the grant-related activity is happening (e.g. car seat checks, bicycle rodeos, community presentations, DUI checkpoints, etc.).
 Enforcement activities such as warrant and probation sweeps, court stings, etc. that are embargoed or could impact operations by publicizing in advance are exempt from the PIO approval process. However, announcements and results of activities should still be copied to the OTS PIO at [email protected] and your Coordinator with embargoed date and time or with “INTERNAL ONLY: DO NOT RELEASE” message in subject line of email.  Any earned or paid media campaigns for TV, radio, digital or social media that are part of a specific grant objective, using OTS grant funds, or designed and developed using contractual services by a subgrantee, requires prior approval. Please send to the OTS PIO at [email protected] for approval and copy your grant coordinator at least 3 business days prior to the scheduled release date.
 Social media posts highlighting state or national traffic safety campaigns (Distracted Driving Month, Motorcycle Safety Awareness Month, etc.), enforcement operations (DUI checkpoints, etc.), or any other grant-related activity such as Bicycle rodeos, presentations, or events, are highly encouraged but do not require prior approval.
 Submit a draft or rough-cut of all digital, printed, recorded or video material (brochures, posters, scripts, artwork, trailer graphics, digital graphics, social posts connected to an earned or paid media campaign grant objective) to the OTS PIO at [email protected] and copy your OTS Coordinator for approval prior to the production or duplication.  Use the following standard language in all press, media, and printed materials, space permitting:

Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration.  Space permitting, include the OTS logo on all grant-funded print materials, graphics and paid or earned social media campaign grant objective; consult your OTS Coordinator for specifics, format-appropriate logos, or if space does not permit the use of the OTS logo.  Email the OTS PIO at [email protected] and copy your OTS Coordinator at least 21 days in advance, or when first confirmed, a short description of any significant grant-related traffic safety event or program, particularly events that are highly publicized beforehand with anticipated media coverage so OTS has sufficient notice to arrange for attendance and/or participation in the event.

If unable to attend, email the OTS PIO and coordinator brief highlights and/or results, including any media coverage (broadcast, digital, print) of event within 7 days following significant grant- related event or program. Media and program highlights are to be reflected in QPRs.

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 Any press releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or informational materials that received PIO approval in a prior grant year needs to be resubmitted for approval in the current grant year.
 Contact the OTS PIO or your OTS Coordinator for consultation when changes from any of the above requirements might be warranted.

C. Phase 3 – Data Collection & Reporting (Throughout Grant Year)

1. Prepare and submit grant claim invoices (due January 30, April 30, July 30, and October 30)

2. Prepare and submit Quarterly Performance Reports (QPR) (due January 30, April 30, July 30, and October 30)
 Collect and report quarterly, appropriate data that supports the progress of goals and objectives.  Provide a brief list of activity conducted, procurement of grant-funded items, and significant media activities. Include status of grant-funded personnel, status of contracts, challenges, or special accomplishments.
 Provide a brief summary of quarterly accomplishments and explanations for objectives not completed or plans for upcoming activities.
 Collect, analyze and report statistical data relating to the grant goals and objectives.

4. METHOD OF EVALUATION
Using the data compiled during the grant, the Grant Director will complete the “Final Evaluation” section in the fourth/final Quarterly Performance Report (QPR). The Final Evaluation should provide a brief summary of the grant’s accomplishments, challenges and significant activities. This narrative should also include whether goals and objectives were met, exceeded, or an explanation of why objectives were not completed.

5. ADMINISTRATIVE SUPPORT
This program has full administrative support, and every effort will be made to continue the grant activities after grant conclusion.

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State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule B

GRANT NUMBER
PT24155

FUND NUMBER CATALOG

NUMBER (CFDA)

FUND DESCRIPTION TOTAL AMOUNT
164AL-24 20.608 Minimum Penalties for Repeat
Offenders for Driving While
Intoxicated
$80,000.00
402PT-24 20.600 State and Community Highway
Safety
$50,000.00

COST CATEGORY FUND
NUMBER

UNIT COST OR
RATE

UNITS TOTAL COST TO
GRANT
A. PERSONNEL COSTS

Straight Time
$0.00
Overtime
DUI/DL Checkpoints 164AL-24 $5,500.00 7 $38,500.00
DUI Saturation Patrols 164AL-24 $1,600.00 17 $27,200.00 Know Your Limit 164AL-24 $1,600.00 6 $9,600.00
Collaborative DUI Enforcement 164AL-24 $1,200.00 1 $1,200.00 Traffic Enforcement 402PT-24 $2,212.00 6 $13,272.00
Distracted Driving 402PT-24 $2,212.00 4 $8,848.00
Motorcycle Safety 402PT-24 $2,212.00 2 $4,424.00
Night-time Click It Or Ticket 402PT-24 $2,212.00 1 $2,212.00 Pedestrian and Bicycle Enforcement 402PT-24 $2,212.00 4 $8,848.00 Traffic Safety Education 402PT-24 $552.00 2 $1,104.00
Street Racing and Sideshow Enforcement
Operations
402PT-24 $2,212.00 2 $4,424.00
Collaborative Traffic Enforcement 402PT-24 $1,106.00 3 $3,318.00 Category Sub-Total $122,950.00
B. TRAVEL EXPENSES
In State Travel 402PT-24 $3,550.00 1 $3,550.00
$0.00
Category Sub-Total $3,550.00
C. CONTRACTUAL SERVICES
$0.00
Category Sub-Total $0.00
D. EQUIPMENT
$0.00
Category Sub-Total $0.00
E. OTHER DIRECT COSTS
DUI Checkpoint Supplies 164AL-24 $2,216.00 1 $2,216.00
PAS Device/Calibration Supplies 164AL-24 $1,284.00 1 $1,284.00 Category Sub-Total $3,500.00
F. INDIRECT COSTS
$0.00
Category Sub-Total $0.00
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GRANT TOTAL $130,000.00

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State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule B-1

GRANT NUMBER
PT24155

BUDGET NARRATIVE

PERSONNEL COSTS
DUI/DL Checkpoints - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

DUI Saturation Patrols - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Know Your Limit - Overtime for grant funded traffic safety presentations or campaigns conducted by appropriate department personnel.

Collaborative DUI Enforcement - Overtime for grant funded Collaborative DUI Enforcement operations conducted by appropriate department personnel
Traffic Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Distracted Driving - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Motorcycle Safety - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Night-time Click It Or Ticket - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Pedestrian and Bicycle Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Traffic Safety Education - Overtime for grant funded traffic safety presentations or campaigns conducted by appropriate department personnel.

Street Racing and Sideshow Enforcement Operations - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Collaborative Traffic Enforcement - Overtime for grant funded Collaborative Traffic Enforcement operations conducted by appropriate department personnel

TRAVEL EXPENSES
In State Travel - Costs are included for appropriate staff to attend conferences and training events supporting the grant goals and objectives and/or traffic safety. Local mileage for grant activities and meetings is included. Anticipated travel may include (enter other known conferences or required events).

All conferences, seminars or training not specifically identified in the Budget Narrative must be approved by OTS. All travel claimed must be at the agency approved rate. Per Diem may not be claimed for meals provided at conferences when registration fees are paid with OTS grant funds.

CONTRACTUAL SERVICES
-

EQUIPMENT
-

OTHER DIRECT COSTS
DUI Checkpoint Supplies - On-scene supplies needed to conduct sobriety checkpoints. Costs may include 28" traffic cones, MUTCD compliant traffic signs, MUTCD compliant high visibility vests (maximum of 10), traffic counters (maximum of 2), generator, gas for generators, lighting, reflective banners, electronic flares, PAS Device/Calibration Supplies, heater, propane for heaters, fan, anti-fatigue mats, and canopies.

Additional items may be purchased if approved by OTS. The cost of food and beverages will not be reimbursed. Each item must have a unit cost of less than $5,000 (including tax and shipping).

PAS Device/Calibration Supplies - Preliminary alcohol screening device to detect the presence of alcohol in a person's breath and calibration supplies to ensure accuracy. Costs may include mouth pieces, gas and accessories.

INDIRECT COSTS
-

STATEMENTS/DISCLAIMERS
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There will be no program income generated from this grant.

Nothing in this “agreement” shall be interpreted as a requirement, formal or informal, that a particular law enforcement officer issue a specified or predetermined number of citations in pursuance of the goals and objectives here under.

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State of California – Office of Traffic Safety

GRANT AGREEMENT
Exhibit A

GRANT NUMBER
PT24155

Certifications and Assurances for Fiscal Year 2024 Highway Safety Grants (23 U.S.C. Chapter 4 or Section 1906, Public Law 109-59, as amended by Section 25024, Public Law 117-58)

The officials named on the grant agreement, certify by way of signature on the grant agreement s ignature page, that the Grantee Agency complies with all applicable Federal statutes, regulations, and directives and State rules, guidelines, policies, and laws in effect with respect to the periods for which it receives grant funding. Applicable provisions include, but are not limited to, the following:

GENERAL REQUIREMENTS
The State will comply with applicable statutes and regulations, including but not limited to:

 23 U.S.C. Chapter 4—Highway Safety Act of 1966, as amended;  Sec. 1906, Public Law 109-59, as amended by Sec. 25024, Public Law 117-58;  23 CFR part 1300—Uniform Procedures for State Highway Safety Grant Programs;  2 CFR part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards;
 2 CFR part 1201—Department of Transportation, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

NONDISCRIMINATION
(applies to all subrecipients as well as States)
The State highway safety agency [and its subrecipients] will comply with all Federal statutes and implementing reg ulations relating to nondiscrimination (“Federal Nondiscrimination Authorities”). These include but are not limited to:

 Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin);
 49 CFR part 21 (entitled Non-discrimination in Federally -Assisted Programs of the Department of Transportation—Effectuation of Title VI of the Civil Rights Act of 1964);  28 CFR 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964);  The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
 Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit discrimination on the basis of sex);  Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended, (prohibits discrimination on the basis of disability) and 49 CFR part 27;  The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits discrimination on the basis of age);
 The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal aid recipients, subrecipients and contractors, whether such programs or activities are Federally- funded or not);
 Titles II and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing) and 49 CFR parts 37 and 38;  Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low- Income Populations (preventing discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations);
 Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency (requiring that recipients of Federal financial assistance provide meaningful access for applicants and beneficiaries who have limited English proficiency (LEP));
 Executive Order 13985, Advancing Racial Equity and Support for Underserved Communities through the Federal Government (advancing equity across the Federal Government); and  Executive Order 13988, Preventing and Combating Discrimination on the Basis of Gender Identity or Sexual Orientation (clarifying that sex discrimination includes discrimination on the grounds of gender identity or sexual orientation).

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The preceding statutory and regulatory cites hereinafter are referred to as the “Acts” and “Regulations,” respectively.

GENERAL ASSURANCES

In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any measures necessary to ensure that:

“No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity, for which the Recipient receives Federal financial assistance from DOT, including NHTSA.”

The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with resp ect to Title VI of the Civil Rights Act of 1964 and other non-discrimination requirements (the Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973), by restoring the broad, institutional-wide scope and coverage of these nondiscrimination statutes and requirements to include all programs and activities of the Recipient, so long as any portion of the program is Federally assisted.

SPECIFIC ASSURANCES
More specifically, and without limiting the above general Assurance, the Recipient agrees with and gives the following Assurances with respect to its Federally assisted Highway Safety Grant Program:

1. The Recipient agrees that each “activity,” “facility,” or “program,” as defined in 49 CFR part 21 will be (with regard to an “activity”) facilitated, or will be (with regard to a “facility”) operated, or will be (with regard to a “program”) conducted in compliance with all requirements imposed by, or pursuant to the Acts and the Regulations.

2. The Recipient will insert the following notification in all solicitations for bids, Requests For Proposals for work, or material subject to the Acts and the Regulations made in connection with all Highway Safety Grant Programs and, in adapted form, in all proposals for negotiated agreements regardless of funding source:
“The [name of Recipient], in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.”

3. The Recipient will insert the clauses of appendix A and E of this Assurance (also referred in every contract or agreement subject to the Acts and the Regulations.

4. The Recipient will insert the clauses of appendix B of DOT Order 1050.2A, as a covenant running with the land, in any deed from the United States effecting or recording a transfer of real property, structures, use, or improvements thereon or interest therein to a Recipient.

5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, the Assurance will extend to the entire facility and facilities operated in connection therewith.

6. That where the Recipient receives Federal financial assistance in the form of, or for the acquisition of, real property or an interest in real property, the Assurance will extend to rights to space on, over, or under such property.

7. That the Recipient will include the clauses set forth in appendix C and appendix D of this DOT Order 1050.2A, as a covenant running with the land, in any future deeds, leases, licenses, permits, or similar instruments entered into by the Recipient with other parties:
a. for the subsequent transfer of real property acquired or improved under the applicable activity, project, or program; and
b. for the construction or use of, or access to, space on, over, or under real property acquired or improved under the applicable activity, project, or program.

8. That this Assurance obligates the Recipient for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the form of, personal property, or real property, or interest therein, or structures or improvements thereon, in which case the Assurance obligates the Recipient, or any transferee for the longer of the following periods:
a. the period during which the property is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefits; or b. the period during which the Recipient retains ownership or possession of the property.

9. The Recipient will provide for such methods of administration for the program as are found by the Secretary of Transportation or the official to whom he/she delegates specific authority to give reasonable guarantee that it, other recipients, sub-recipients, sub- grantees, contractors, subcontractors, consultants, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the Acts, the Regulations, and this Assurance.

10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Acts, the Regulations, and this Assurance.

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By signing this ASSURANCE, the State highway safety agency also agrees to comply (and require any sub-recipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all applicable provisions governing NHTSA's access to records, accounts, documents, information, facilities, and staff. Y ou also recognize that you must comply with any program or compliance reviews, and/or complaint investigations conducted by NHTSA. You must keep records, reports, and submit the material for review upon request to NHTSA, or its designee in a timely, comple te, and accurate way. Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance.

The State highway safety agency gives this ASSURANCE in consideration of and for obtaining any Federal grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal financial assistance extended after the date hereof to the recipients by the U.S. Department of Transportation under the Highway Sa fety Grant Program. This ASSURANCE is binding on the State highway safety agency, other recipients, sub -recipients, sub-grantees, contractors, subcontractors and their subcontractors', transferees, successors in interest, and any other participants in the Highway Safety Grant Program. The person(s) signing below is/are authorized to sign this ASSURANCE on behalf of the Recipient.

THE DRUG-FREE WORKPLACE ACT OF 1988 (41 U.S.C. 8103)
The Subgrantee will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace, and specifying the actions that will be taken against employees for violation of such prohibition; b. Establishing a drug-free awareness program to inform employees about:

1. The dangers of drug abuse in the workplace;

2. The grantee's policy of maintaining a drug-free workplace;

3. Any available drug counseling, rehabilitation, and employee assistance programs;

4. The penalties that may be imposed upon employees for drug violations occurring in the workplace;

5. Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (a);
c. Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will—

1. Abide by the terms of the statement;

2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction; d. Notifying the agency within ten days after receiving notice under subparagraph (c)(2) from an employee or otherwise receiving actual notice of such conviction;
e. Taking one of the following actions, within 30 days of receiving notice under subparagraph (c)(2), with respect to any employee who is so convicted—

1. Taking appropriate personnel action against such an employee, up to and including termination;

2. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency;
f. Making a good faith effort to continue to maintain a drug-free workplace through implementation of all of the paragraphs above.

POLITICAL ACTIVITY (HATCH ACT)
(applies to all subrecipients as well as States)
The State will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds.

CERTIFICATION REGARDING FEDERAL LOBBYING
(applies to all subrecipients as well as States)

CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; Redlans Regular Meeting of 09-05-2023
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2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contra ct, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions;

3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grant, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

RESTRICTION ON STATE LOBBYING
(applies to subrecipients as well as States)

None of the funds under this program will be used for any activity specifically designed to urge or influence a State or loca l legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., “grassroots”) lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal.

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
(applies to all subrecipients as well as States)

INSTRUCTIONS FOR PRIMARY TIER PARTICIPANT CERTIFICATION (STATES)

1. By signing and submitting this proposal, the prospective primary tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.

2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective primary tier participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective primary tier participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.

3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default or may pursue suspension or debarment.

4. The prospective primary tier participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary tier participant learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

5. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations.

6. The prospective primary tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction.

7. The prospective primary tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” provided by the department or agency entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.

8. A participant in a covered transaction may rely upon a certification of a prospective part icipant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or Redlans Regular Meeting of 09-05-2023
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otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
(https://www.sam.gov/).

9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency may terminate the transaction for cause or default.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS —

PRIMARY TIER COVERED TRANSACTIONS

1. The prospective primary tier participant certifies to the best of its knowledge and belief, that it and its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency; b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and
d. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.

2. Where the prospective primary tier participant is unable to certify to any of the Statements in this certification, such prospective participant shall attach an explanation to this proposal.

INSTRUCTIONS FOR LOWER TIER PARTICIPANT CERTIFICATION

1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred , or Redlans Regular Meeting of 09-05-2023
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otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION —

LOWER TIER COVERED TRANSACTIONS

1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency.

2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

BUY AMERICA
(applies to subrecipients as well as States)

The State and each subrecipient will comply with the Buy America requirement (23 U.S.C. 313) when purchasing items using Federal funds. Buy America requires a State, or subrecipient, to purchase with Federal funds only steel, iron and manufactured products produced in the United States, unless the Secretary of Transportation determines that such domestically produced items would be inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of domestic materials will in crease the cost of the overall project contract by more than 25 percent. In order to use Federal funds to purchase foreign produced items, the State must submit a waiver request that provides an adequate basis and justification for approval by the Secretar y of Transportation.

CERTIFICATION ON CONFLICT OF INTEREST
(applies to subrecipients as well as States)

GENERAL REQUIREMENTS

No employee, officer, or agent of a State or its subrecipient who is authorized in an official capacity to negotiate, make, accept, or approve, or to take part in negotiating, making, accepting, or approving any subaward, including contracts or subcontracts, in connection with this grant shall have, directly or indirectly, any financial or personal interest in any suc h subaward. Such a financial or personal interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or personal interest in or a tangible personal benefit from an entity considered for a subaward. Based on this policy:

1. The recipient shall maintain a written code or standards of conduct that provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents. a. The code or standards shall provide that the recipient's officers, employees, or agents may neither solicit nor accept gratuities, favors, or anything of monetary value from present or potential subawardees, including contractors or parties to subcontracts. b. The code or standards shall establish penalties, sanctions, or other disciplinary actions for violations, as permitted by State or local law or regulations.

2. The recipient shall maintain responsibility to enforce the requirements of the written code or standards of conduct.

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DISCLOSURE REQUIREMENTS

No State or its subrecipient, including its officers, employees, or agents, shall perform or continue to perform under a grant or cooperative agreement, whose objectivity may be impaired because of any related past, present, or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy:

1. The recipient shall disclose any conflict of interest identified as soon as reasonably possible, making an immediate and full disclosure in writing to NHTSA. The disclosure shall include a description of the action which the recipient has taken or proposes to take to avoid or mitigate such conflict.

2. NHTSA will review the disclosure and may require additional relevant information from the recipient. If a conflict of interest is found to exist, NHTSA may (a) terminate the award, or (b) determine that it is otherwise in the best interest of NHTSA to continue the award and include appropriate provisions to mitigate or avoid such conflict.

3. Conflicts of interest that require disclosure include all past, present, or currently planned organizational, financial, contractual, or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which are related to this award. The interest(s) that require disclosure include those of any recipient, affiliate, proposed consultant, proposed subcontractor, and key personnel of any of the above. Past interest shall be limited to within one year of the date of award. Key personnel shall include any person owning more than a 20 percent interest in a recipient, and the officers, employees or agents of a recipient who are responsible for making a decision or taking an action under an award where the decision or action can have an economic or other impact on the int erests of a regulated or affected organization.

PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to all subrecipients as well as States)
The State and each subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that specifically target motorcyclists.

POLICY ON SEAT BELT USE
In accordance with Executive Order 13043, Increasing Seat Belt Use in the United States, dated April 16, 1997, the Grantee is encouraged to adopt and enforce on-the-job seat belt use policies and programs for its employees when operating company-owned, rented, or personally-owned vehicles. The National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership and guidance in support of this Presidential initiative. For information and resources on traffic safety programs and policies for employers, please contact the Network of Employers for Traffic Safety (NETS), a public-private partnership dedicated to improving the traffic safety practices of employers and employees. You can download information on seat belt programs, costs of motor vehicle crashes to employers, and other traffic safety initiatives at www.trafficsafety.org. The NHTSA website (www.nhtsa.gov) also provides information on statistics, campaigns, and program evaluations and references.

POLICY ON BANNING TEXT MESSAGING WHILE DRIVING
In accordance with Executive Order 13513, Federal Leadership On Reducing Text Messaging While Driving, and DOT Order 3902.10, Text Messaging While Driving, States are encouraged to adopt and enforce workplace safety policies to decrease crashes caused by distracted driving, including policies to ban text messaging while driving comp any- owned or rented vehicles, Government-owned, leased or rented vehicles, or privately-owned vehicles when on official Government business or when performing any work on or behalf of the Government. States are also encouraged to conduct workplace safety initiatives in a manner commensurate with the size of the business, such as establishment of new rules and programs or re-evaluation of existing programs to prohibit text messaging while driving, and education, awareness, and other outreach to employees about the safety risks associated with texting while driving.

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City Council/Successor Agency Meeting J. 10.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8511 declaring the City Council's intention to vacate excess street right-of-way (Street Vacation No. 193) that is one foot in width and approximately 965 feet in length, and totaling approximately 965 square feet in area, located on the east side of Texas Street, approximately 400 feet north of Domestic Avenue, and along the property frontage of proposed Tentative Tract Map No. 20520 (APN: 0167-041-01-0000). This proposal is exempt from environmental review pursuant to Section 15061(b)(3) of the California Environmental Quality Act Guidelines (Development Services Director Desatnik)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to adopt Resolution No. 8511 for the Notice of Intent to Vacate a one-foot-wide portion of excess Texas Street right-of-way, approximately 400 feet north of Domestic Avenue, and adjacent to Tentative Tract Map No. 20520.

RECOMMENDATION:

On August 8, 2023, the Planning Commission voted to adopt Resolution No. 1628 making a recommendation to the City Council to approve Tentative Tract Map No. 20520 and CUP No. 1167. The resolution also included findings of General Plan conformity and a determination that the proposed vacation of public right-of-way is consistent with the General Plan.

Staff recommends that the City Council adopt Resolution No. 8511 to initiate proceedings to vacate a one-foot-wide linear strip of the eastern portion of Texas Street, approximately 400 feet north of Domestic Avenue, adjacent to Tentative Tract Map No. 20520.

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DISCUSSION:

The applicant, TTLC Redlands Texas St, LLC, has filed an application to vacate an excess portion of public right-of--way, located on the east side of Texas Street adjacent to Tentative Tract Map No. 20520 (APN 0167-041-01-0000), which is located approximately 400 feet north of Domestic Avenue in the northern portion of the City (Attachment A - Location Map). Texas Street is the western boundary of Tentative Tract Map No. 20520, which is a proposal for a 35-unit residential subdivision that was heard by the Planning Commission on August, 8, 2023 (Attachment B - Tentative Tract Map No. 20520). At that meeting, the Planning Commission voted to adopt a resolution recommending approval to the City Council of the project entitlements (TTM No. 20520 and CUP No. 1167) and made a determination that the requested street vacation was consistent with the City of Redlands General Plan. The approximate location of the Street Vacation is shown in Attachment C.

The 2035 General Plan’s “Connected City” chapter indicates Texas Street as a Collector on “Figure 5-5: Roadway Classifications.” Collector Streets are designed with a right-of-way width of 64’ (32’ on each half of the roadway centerline). Currently, dedicated right-of-way exists adjacent to the project that is 66’ wide with a 33’ half width. The applicant is requesting to vacate a one-foot portion of the right-of-way, which would bring the roadway to the standard that exists in the General Plan and allow the applicant to include the vacated area within the project.

Based on the conditions on the ground and the adjoining land uses, the additional right-of-way is not necessary for public access. The proposed Street Vacation would not result in any negative impacts to the traffic-carrying capacity of Texas Street or the adjacent streets, since the area proposed to be vacated is unimproved and beyond the edges of any existing improvements.

The proposal is exempt from environmental review in accordance with the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the State CEQA Guidelines for projects where there is no possibility of any significant environmental effects. Adoption of the resolution and vacation of public right-of-way will not result in any potentially significant environmental effects.

The adoption of the resolution will also initiate all noticing requirements for the street vacation request, as required by law, and set a public hearing date for the street vacation to be heard and acted upon at the regularly scheduled City Council meeting of October 3, 2023 along with Tentative Tract Map No. 20520 and CUP No. 1167.

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ALTERNATIVES:

The City Council may:

Continue the matter to allow for additional information; or,1.

Not adopt the Resolution.2.

STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Brian Desatnik, Development Services Director
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Christopher Boatman, Assistant City Manager
PREPARED BY:

Sean Reilly, Principal Planner
Fiscal Impact
Fiscal Year: 2023-2024
Revenue Generating: No
Appropriation Required Y/N: No
Discussion:

The applicant paid the applicable Planning and Engineering application filing fees, and the proposal will not result in any fiscal impacts.

Attachments
Attachment A: Location Map and Aerial Photograph
Attachment B: TTM No. 20520
Attachment C: Street Vacation Location
Attachment D-1: Resolution No. 8511
Attachment D-2: Street Vacation Legal Description and Exhibit Redlans Regular Meeting of 09-05-2023
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E PIONEER AVE

N CHURCH ST

W PIONEER AVE

ORANGE ST

LUCY ST

DUKE ST

WATERS CT

YVETTE CT

BEATTIE LN

REED ST

JASON CT NATHAN CT

QUINCY CTEDDY CTKIRBY CT

BEAL CT

IRWIN CTHERON CT

DENISE AVE

GAIL AVE

COLUMBIA ST

BLUE JAY LN
DA
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LIA AVE

N CHURCH ST

CLAY STOHIO STWEBSTER ST

ELISE DR

VIRGINIA ST

ALTA ST

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MIDWAY ST
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CAVE ST

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MULVIHILL AVE
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CANTERBURYCIR
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LN

BROOKSTONE ST

E PENNSYLVANIA AVE

TEXAS ST

TENNESSEE ST

LASSEN ST

FRONTIER AVE

HARTZELL AVE

BALDWIN AVE

MOUNTAIN GROVE

CLEMENTINE ST

OCCIDENTALCIR
COL
OR
ADO
ST

DOMESTIC AVE

DISHONG ST

LASHEART DR
E 210 FRWY
W 210 FRWY
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Geographic Information System.

The City of Redlands assumes no warranty or
legal responsibility for the information contained
on this map.

The data used to generate this map is dynamic
in nature, therefore the information shown may
or may not be the most current.

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Copyright nearmap 2015
OneStop.mxd
0 160 320
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Scale
This map was produced by the City of Redlands,
Geographic Information System.

The City of Redlands assumes no warranty or
legal responsibility for the information contained
on this map.

The data used to generate this map is dynamic
in nature, therefore the information shown may
or may not be the most current.

July 24, 2023
.

Project Location
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1 I:\cmo\Resolutions\8511_Street_Vacation_Intent_to_Vacate_Resolution_SV_193.docx-jm RESOLUTION NO. 8511

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

DECLARING ITS INTENTION TO VACATE A PORTION OF EXCESS TEXAS STREET

RIGHT-OF-WAY

WHEREAS, TTLC Redland Texas St, LLC, has submitted an application requesting vacation of an approximately 965-foot long segment of excess public right -of-way, one (1) foot in width, along the east side of Texas Street adjacent to APN: 0167-041-01-0000; and WHEREAS, the City is authorized to vacate all or part of a public street or public service easement within the City pursuant to Public Street, Highway and Service Vacation Easements Law (California Streets and Highway Code, Section 8300 et.seq.); and WHEREAS, pursuant to Section 8340 of the California Streets and Highways Code, the City may for public convenience and necessity reserve and except public service easements from a street vacation; and
WHEREAS, the street vacation qualifies for exemption from environme ntal review in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines. Section 15061(b)(3) is the "general rule" exemption where it can be seen with certainty that the activity in question will not have any significant effects on the environment; and

WHEREAS, the City Council intends to vacate the excess right -of-way as more particularly described in Attachment “A” to this resolution.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS:

SECTION 1. The City Council hereby declares its intention to vacate that portion of Edgemont Drive as further described in Attachment A (Legal Description and Plat) , attached hereto.

SECTION 2. CALIFORNIA ENVIRONMENTAL QUALITY ACT. The proposed street vacation qualifies for exemption from environmental review in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines. Section 15061(b)(3) is the "general rule" exemption where it can be seen with certainty that the activity in question will not have any significant effects on the environment.

SECTION 3. The City Council will conduct a public hearing on the subject of the proposed vacation at a regularly scheduled public meeting of the City Council on October 3, 2023, beginning at 6:00 p.m. or as soon thereafter as the matter may be heard , to be held in the City Council Chamber located at 35 Cajon Street, Suite 2, Redlands, California 92373.

SECTION 4. The City Clerk shall give notice of the public hearing on the public hearing on the proposed vacation by:

a. Publishing notice a newspaper of general circulation , for two successive weeks prior to the hearing; and
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b. Posting notices of the proposed vacation conspicuously along the lines of the portion of right-of-way to be vacated at least two weeks prior to the date set for the public hearing. The notices shall be posted no more than 300 feet apart, and at least three such notices shall be posted. The notices shall reference the adoption of this Resolution of Intention and shall state the date, time, and place of the vacation hearing.

ADOPTED, SIGNED AND APPROVED this 5th day of September 2023.

____________________________
Eddie Tejeda, Mayor

ATTEST:

____________________________________
Jeanne Donaldson, City Clerk

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I, Jeanne Donaldson , City Clerk of the City of Redlands, hereby certifies that the foregoing resolution was adopted by the City Council, at a regular meeting thereof, held on the 5th day of September, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

________________________________
Jeanne Donaldson, City Clerk

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ATTACHMENT A
Legal Description and Plat

[ Attached ]

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R314568.01
7-21-2023

REVISED
7-28-2023
EXHIBIT "A"

LEGAL DESCRIPTION
STREET VACATION NO. 193

That portion of the Northwest Quarter of Section 15, Township 1 South, Range 3 West, San Bernardino Meridian, in the City of Redlands, County of San Bernardino, State of California, according to the official plat thereof, described as follows:

Beginning at the intersection of a line being parallel with and 32.00 feet Easterly of the Westerly line of said Northwest Quarter and the Northerly line of the land described in that certain Grant Deed recorded January 6, 2016, as Instrument No. 2016-0004616, of Official Records in the office of the County Recorder of said County, shown as having a bearing and distance of "N89°57'14"W 683.39' " on Tract Map No. 18988, in said City of Redlands, as shown on the map filed in Book 346, Pages, 19 through 28, inclusive, of Maps, in said office of the County Recorder; thence along said parallel line North 00°16'41" West 862.77 feet and North 00°17'59" West 96.73 feet to the beginning of a curve concave Easterly, having a radius of 35.00 feet; thence leaving said parallel line Northerly 8.40 feet along said curve through a central angle of 13°44'54" to a line being parallel with and 33.00 feet Easterly of said Westerly line; thence non-tangent along said parallel line South 00°17'59" East 105.05 feet and South 00°16'41" East 862.78 feet to said Northerly line; thence leaving said parallel line along said Northerly line South 89°57'14" West 1.00 feet to the Point of Beginning.

Containing an area of 965 square feet, more or less.

Subject to covenants, conditions, reservations, restrictions, rights-of-way and easements, if any, of record.

All as shown on Exhibit "B" attached hereto and by this reference made a part hereof.

___________________________________
DAVID W. MACKEY, PLS 8912

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Δ=13°44'54"
R=35.00'
L=8.40'
N76°34'14"W
RAD
(N00°17'59"W) N00°17'59"W 105.05'
N00°17'59"W 96.73'
W'LY LINE NW 1/4 SEC 15
N00°16'41"W 862.77'
(N00°16'41"W) N00°16'41"W 862.78'

C TEXAS STREETL
1'
32'
33'
P.O.B.

N'LY LINE
2016-0004616 O.R.

N89°57'14"E

1.00'
965 SQ.FT.
(N89°57'14"W 683.39')

R/W TEXAS ST

R/W TEXAS ST
1/4 CORNER SEC 15
452.50'
Q:\R314568.01\CADD\MAPPING\DWG\EX\31456801JEX01.DWG
REVISED: 7-28-2023

AINROFILACFOETATS

ROYEVRUSDNALLANOISSE
PROF
NO. 8912
DAVID W . MACKEY

APPROVED BY
2603 Main Street, Suite 400
Irvine, California 92614
949.988.5815
www.huitt-zollars.com
OF 11SHEET
SCALE:

DRAWN BY: PAA
1" = 20'
REVIEWED BY: DWM
JOB NUMBER: R314568.01

EXHIBIT 'B'

STREET VACATION
NO. 193

SKETCH TO ACCOMPANY

A LEGAL DESCRIPTION
7/28/23
(XXX) INDICATES RECORD
DATA PER TR. NO. 18988
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City Council/Successor Agency Meeting J. 11.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the First Amendment to the Professional Services Agreement with Walker Consultants Inc., to increase the original agreement from $121,560 by $13,000 for a total aggregate amount not-to-exceed $134,560 for professional consulting services related to preparation of the Downtown Parking Study (Development Services Director Desatnik)
MOTION(S):

If the City Council determines that the staff’s recommendation is appropriate, the following motion is provided:

I move to approve the First Amendment to the Agreement with Walker Consultants, Inc., for a total aggregate amount not to exceed $134,560.

RECOMMENDATION:

Staff recommends City Council approve the First Amendment to the Agreement with Walker Consultants Inc., for professional consulting services associated with the preparation of a Downtown Parking Study for a total aggregate amount not-to-exceed $134,560.

DISCUSSION:

On September 6, 2022, (Agenda Item No. J.3.), an agreement in the amount of $121,560 was approved by the City Council for professional consulting services associated with the preparation of a Downtown Parking Study (Study). The need for additional professional consulting services for the completion of the Study includes attending additional meetings, providing written responses, and preparing revisions to the Study.

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ALTERNATIVES:

City Council may elect not to approve the agreement and provide alternative direction to staff. However, not approving the agreement would impact the current schedule for completion of the study.

STRATEGIC PLAN:

Strategic Plan Priority A, Strategic Objective 2 - Increase accessibility to businesses and essential services through improvements to mobility and parking.

SUBMITTED BY:

Brian Desatnik, Development Services Director
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Christopher Boatman, Assistant City Manager
Danielle Garcia, Management Services/Finance Director

PREPARED BY:

Tricia Munoz, Development Services Management Analyst
Fiscal Impact
Fiscal Year: 2023-24
Revenue Generating: N
Appropriation Required Y/N: Y
Amount: $13,000
Budgeted Y/N: Y
Account No.: 101161-6710
Discussion:

This First Amendment to the Agreement with Walker Consultants Inc., will not impact the General Fund. Sufficient appropriation exists in the Development Services Department Economic Development Division Budget (101161-6710) and will increase Purchase Order No. 22300766 by $13,000 from $121,560 to $134,560.

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Attachments
Walker Consultants Inc. First Amendment
Original Agreement_Walker
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FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES

This first amendment (“First Amendment”) to the agreement for the provision professional services associated with the preparation of a Downtown Parking Study and professional consulting services (“Agreement”), dated September 6, 2022, by and between the City of Redl ands, a municipal corporation and a general law city (“City”), and Walker Consultants, Inc ., a Michigan corporation (“Consultant”), is made and entered into this 5th day of September 2023.

RECITALS

WHEREAS, the Parties entered into a Professional Services Agreement (“Agreement”) on September 6 , 2022 , for the provision professional services associated with the preparation of a Downtown Parking Study and the provision of professional consulting services to the City;

WHEREAS, the Parties entered into a First Amendment to the Agreement (“First Amendment”) on September 5, 2023; and

WHEREAS, it is the desire o f the Parties to amend their existing Agreement, specifically to article 5.1 to increase the payment to the Consultant from one hundred twenty -one thousand five hundred sixty-six dollars ($121, 560) to one hundred thirty -four thousand five hundred sixty dollars ($134,560), and amend the Exhibits accordingly.

NOW, THEREFORE, for good and valuable consideration in the receipt of which is hereby acknowledged City and Consultant agree as follows:

AGREEMENT

Section 1. Article 5.1 of the Agreement, entitled “Payments to Consultant,” is hereby amended to read as follows:

“5.1 Compensation: Total compensation for Consultant’s performance of the Services shall not exceed the amount of one hundred thirty -four thousand five hundred sixty dollars ($134,560) . City shall pay Consultant on a time and materials basis up to the not to exceed amount in accordance with Exhibit “ C” titled , (“Fee Schedule”) which is attached hereto and incorporated herein by this reference.”

Section 2. Exhibit “A” entitled , “Scope of Services” is hereby amended and replaced with a new Exhibit “A”, which is attached hereto and incorporated herein and into the Agreement by this reference as Attachment 1.

Section 3. Exhibit “B” entitled , “Project Schedule” is hereby amended and replaced with a new Exhibit “B”, which is attached hereto and incorporated herein by reference as Attachment 2.

Section 4. Exhibit “C” entitled , “Fee Schedule” is hereby amended and replaced with a new Exhibit “C”, which is attached hereto and incorporated herein and into the Agreement by this reference as Attachment 3.

Section 5. All other provisions of the Agreement shall remain unchanged by th is First Amendment and in effect.

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IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective as of September 5, 2023.

CITY OF REDLANDS WALKER CONSULTANTS, INC.

________________________________ By: ________________________________ Eddie Tejeda, Mayor Steffen Turoff, Principal in Charge

ATTEST:

__________________________________
Jeanne Donaldson, City Clerk

ATTACHMENT 1

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EXHIBIT “A”

SCOPE OF SERVICES

Project Approach and Methodology (Revised August 15, 2023) The City of Redlands, its businesses, residents, and visitors are at the confluence of converging and complimentary trends, providing an opportunity to rethink how travel and access should be provided to enhance the quality of life in its historic Downtown area. The traditional paradigm of transportation in California that requires a parking space for every person who patronizes and works at a restaurant or other business in the City is evolving. New technologies and changing consumer preferences for the si mple convenience and pleasure of bicycling and walking allow the public choices other than relying on driving and parking to reach their destination. At the same time, Walker recognizes that the majority of access will continue to occur via private vehicles, which should be accommodated and managed efficiently to maximize the use and utility of parking assets.

The inefficiency and cost of devoting too much land to parking spaces and inefficient management of that space can be detrimental to the vibrancy of a mixed-use Downtown area, constrains business and limits the City’s ability to advance mobility and climate goals. An inefficient parking system increases traffic, deters bicycling and walking, prevents existing businesses from expanding or new business from opening, and limits the number of businesses and destinations to visit in the City.

With the planned addition of 1,000+ residential units to downtown Redlands, the time is now for the City to take a comprehensive look at parking and mobility in its Downtown core to ensure that the system serves the needs of both existing and future businesses, residents, and visitors in an effective and efficient manner.

The City is also constructing a new parking garage that will support the downtown Redlands train station as well as intensifying downtown land uses and activity. The garage should promote a “park once” strategy, creating a more active transportation-oriented downtown.

We will approach this effort from all perspectives, real estate, infrastructure, design, policy, management, financial, and most of all the human experience. How can the City get the highest and best use out of its parking facilities while maintaining a high -level of customer service and satisfaction? How can we use parking policies to efficiently managed demand while also providing incentives for non -auto travel? How can the recommendations and policies determined in this study support the goals of both the General Plan and Transit Villages Specific Plan?

Is parking pricing appropriate as a management tool and as an essential method for fostering equity and balance among diverse populations and user groups? What is the right curb allocation and usage of the curb beyond traditional on -street parking? This is just as important, with ride apps, commercial delivery, and micro mobility options continually changing transportation be haviors and how we use this precious, valuable space.

Walker’s parking plans and policies, parklet designs and programs, shared use analyses for parking facilities, wayfinding plans, technology plans, curb management plans, financial analysis, and active transportation and mobility plans, have answered these questions for our clients, to maximize their parking and generate infinite imagination of those who seek to be together in more livable spaces.

Our Process
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the City’s goals. In keeping with this mandate, we propose to focus on the following core areas of achievement:

• Understand the City of Redland’s holistic approach. The City’s planning efforts embrace the connections between economic, social, modal, environmental, and cultural impacts.

Recommendations developed through this work will be equally comprehensive in their scope and impact.
• Use the City’s goals as a north star. The General Plan and Transit Village Specific Plan can provide a path for all efforts related to parking, mobility, and access. Walker will view the City’s goals for climate, mode share, access, equity, and economic development as our “north star” for developing recommendations that meet the core vision and values of the City and its constituents. • Be aspirational and inspirational, but also data-driven in identifying best practices. In identifying best practice solutions from across the country and around the world, Walker will evaluate not only aspiration and innovation, but also the effectiveness in performance of those best practice solutions from a quantitative and qualitative standpoint. The guiding question in this search will always be “to what extent will this solution serve the Redlands community?” • Focus on clear and unified messaging. We will ensure that this effort is an extension and continuation of the City’s comprehensive planning efforts through clear and unified messaging in open and collaborative partnership with City staff and stakeholders.

Scope of Work
Based on Walker’s understanding of the City’s goals and objectives, and the scope of work provided int he RFP, the following is Walker’s detailed scope of work, outlining how the Project Team will work with the City, the community, and other stakeholders to achieve the goals and objectives of the project as outlined in the RFP. Walker will honor the goals of the tasks as set forth in the RFP as well as add value using creative solutions with a pragmatic and implementable focused deliverable.

Task 1 – Project Management
Jeff Weckstein, the Project Manager for this engagement, is known for his technical, data -driven style, aligned with client’s needs and goals. Jeff’s, and Walker’s, goal is always to develop a mutual understanding of outcomes and conclusions and monitor project progress, and a unified, branded messaging to all constituents. Jeff’s responsive, creative, and flexible approach enables him to maintain original budgets and schedules even when project goals and scope changes. He will organize and lead regular project management meetings and develop action items for follow up. Jeff will be supported by Walker’s effective project management practices created from over 56 years of experience.

Task 1.1 Project Management Plan. Walker will develop the project management plan, identifying major work elements, deliverables, milestones, and the schedule.

Task 1.2 Ongoing Project Management. Walker will provide routine project management using earned value and/or other tools to monitor and manage the project scope, schedule, team, and deliverable. Walker will prepare and submit invoices and progress reports, execute subconsultant agreements, and develop and review contract amendments as needed. Walker will provide document management, perform quality assurance and quality control function, and be responsible for project close-out activities.

Task 1.3 Monthly Project Team Meetings/Project Updates. Walker will conduct virtual monthly project team meetings with the Walker and City teams to review project progress, milestone, status, data, roadblocks, and preliminary findings.

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Task 1.4 Public Meetings. Walker anticipates meeting twice with the traffic and parking commission during the Project. This scope of work assumes one virtual and one in-person meeting with the traffic and parking commission. In addition to the presentation meetings included in Task 6, this scope of work assumes one meeting with City Council during the project but before the presentation stage.

Deliverables:
• Meeting minutes and follow up action items
• Monthly invoices

Task 2 – Analysis of Existing Resources and Utilization Rates We believe that data is the foundation to great outcomes. Our team focuses not only on data analysis, but on clear data visualization to ensure findings are digestible to the community.

Task 2.1 Review of Existing Materials. Walker will review the 2017 Initial Downtown Parking Study and Draft Transit Village Specific Plan.

Task 2.2 Downtown Parking Survey. Walker will prepare a draft downtown parking and mobility survey, and work with City staff to finalize the survey. Walker will work with the City to identify appropriate means/methods to disseminate the survey, which will include, at a minimum, an intercept survey to occur over two days with one Walker staff persons performing the survey during key time periods to be discussed with the City.

Task 2.3 Business Community Outreach. Walker staff will attend two (2) meetings with business community representatives to discuss the goals and objectives of the study and hear specific concerns or interests of the business community related to parking management. This scope of work assumes that the meetings will occur on one day (such as a daytime and evening session) and that the City of Redlands will arrange the meeting locations and attendees.

Task 2.4 Downtown Parking Standards Review. Walker will review parking standards and requirements in the Downtown area. Walker will research parking standards and requirements in up to three (3) peer cities, determined jointly with City staff.

Task 2.5 Data Collection . Walker proposes to partner with IDAX Data Solutions to conduct the data collection effort. IDAX, overseen by Walker, will lead a multi-day data collection effort in the study area to understand and document existing parking conditions. Specifically, we propose to:
a. Conduct an inventory of public on-street and off-street parking spaces. The inventory will include gathering the number of parking spaces and current parking restrictions on a block-by-block basis.

The inventory will also include other curb uses such as bus stops and loading zones and will be provided in GIS format.
b. Conduct parking occupancy counts of public on -street and off -street parking spaces. Walker anticipates the following:
a. Two (2) day of on the ground data collection
i. Weekday (Tuesday, Wednesday, or Thursday) – every hour hours from 9am to 9pm ii. Weekend (Saturday or Sunday) – every hour from 9am to 9pm iii. Turnover (length of stay) data will be collected at select parking facilities/in select locations concurrently with the parking occupancy counts.
b. To provide the public and stakeholder more confidence our data collection efforts will include an analysis of off and on-street parking transaction and revenue data (to be provided by the City as available). We will compare this analysis to our on the ground data collection and analyze to find trends in occupancy, turnover, and peak parking times.

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c. We can provide additional data collection if the City has additional budget available. We are happy to work with the City on the appropriate data collection process based on the City’s preferences and needs.

Task 2.6 Existing Conditions. Walker will summarize the findings from Tasks 2.1-2.4 in a report chapter. Data collection will be presented using tables and through “heat maps” showing the locations in which parking demand is concentrated and locations with more availability. Congested parking area s and underutilized parking facilities will be identified through the analysis and graphics. The report will include survey results, a discussion of where parking may be added to the downtown through restriping or reconfiguration of on- street spaces, and recommendations related to the existing parking standards in the City’s current land use ordinances.

Deliverable:
• Existing Conditions chapter of parking study report

Task 3 – Confirmation of Vision, Goals, and Policies

Building on learnings from previous tasks, Walker will work with the City to confirm the vision, goals, and policy agenda that has already been put in place in the City’s general Plan.

Task 3.1 Confirm Vision and Goals. In partnership with City staff and drawing on the General Plan and learnings from the survey and peer cities review, Walker will confirm the vision and goals for the Parking Plan aligned with the General Plan. The vision will clarify the goals of the parking and mobility program and focus on balancing the needs of the downtown area stakeholders.

Task 3.2 Develop Policies. Based on the data and policy analysis, we will confirm a set of realistic policies, drawn largely from policies set forth in the General Plan. Policies will be grounded in the reality of staff and technology resources and capabilities, guiding regulations and statutes. Policies will address parking and access issues in downtown Redlands based on the findings in Tasks 2 and the vision and goals established in Task 3.1.

Task 3.3 Existing City Hall Redevelopment. Walker’s functional designers will prepare prel iminary conceptual parking layouts for the existing City Hall site which will be vacated. Concepts will involve demolition of the existing parking structure on the site, but potentially involve retaining the existing subterranean parking and integrating it into the conceptual above-grade design.

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7 I:\cmo\Agreements\Walker Consultants Inc First Amendment FY22-0228.docx-jm Deliverable:
• Vision, goals, and policies chapter of parking study report.

Task 4 – Development of Strategies and Actions (Parking Priorities and Recommendations)
We know parking and transportation is a political process. Our team is comprised of policy experts who have shepherded policy initiatives through local, state, and federal elected bodies, from fundamental change to minor amendments. We will work with the City to frame policy strategies and actions based on goals, data, visualizations, and real-life examples, to convey the story for policy change.

Task 4.1 Strategies and Actions. Walker will develop a list of parking, access, and mobility strategies to support the goals identified in Task 3. Walker will also recommend actions to implement the strategies and actions identified.

Deliverable:
• Strategies and actions chapter of parking study report that addresses parking issues in line with the vision, goals, and policies identified in Task 3.

Task 5 – Implementation and Measurement of Success
Task 5.1 Action Implementation. For each action identified in Task 4, develop a “business plan” that defines implementation of each strategy and action. The “business plan” is assumed to include each of the following for implementation:
• Whether each action will be short-, medium-, or long-term. • The responsible City department for implementing each action, as well as departments that will support each action.
• Define how success will be measured, develop Key Performance Indicators (KPIs) for each action and an evaluation strategy to measure success.

Walker anticipates presenting the list of strategies and actions in a visual, easy to digest format, such as a matrix.

Deliverable:
• Business plan/implementation chapter of parking study report.

Task 6 – Deliverables, Draft, and Final Document
Once all deliverables from previous tasks are completed and approved, we will create an illustrative and digestible Downtown Parking Study report.

Task 6.1 Administrative Review Document. Based on all previous tasks, Walker will prepare the draft report for City staff review and comment. Walker will receive one (1) set of consolidated comments on the draft report.

Task 6.2 Update Administrative Review Document. Based on comments received, Walker will update the report.

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8 I:\cmo\Agreements\Walker Consultants Inc First Amendment FY22-0228.docx-jm Task 6.3 Power Point Presentation. Walker will prepare a power point presentation summarizes the key elements of the report to present to the Traffic and Parking Commission and City Council. Task

6.4 Traffic and Parking Commission Review. Walker will update the report based on comments received from the Traffic and Parking Commission.

Task 6.5 City Council Review . Walker will finalize the report based on comments received from City Council. Task 6.6 Final Document. Walker will submit a final document to the City.

Task 6.4a. Traffic and Parking Commission, City Council, Business Associations, Chamber of Commerce and City Staff. Walker will prepare and continue to prepare written response to comments and questions received from downtown business association, chamber of commerce, Traffic and Parking Commissioners, City staff, and City Council.

Task 6.4b. Traffic and Parking Commission, City Council, Business Associations, Chamber of Commerce and City Staff. Walker will interface with members of the downtown business groups, including business associations and chamber of commerce, along with the Traffic and Parking Commission, City Council, and city staff.

Task 6.4c. City Council Attendance and Review. Attendance at upcoming City Council meeting(s), date(s) TBD.

Deliverables:
• Draft and Final document, presentation

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ATTACHMENT 2

EXHIBIT “B”

PROJECT SCHEDULE

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EXHIBIT “C”

FEE SCHEDULE

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City Council/Successor Agency Meeting J. 12.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Receive and file Pavement Accelerated Repair Implementation Strategy (PARIS) Program Annual Report (Municipal Utilities and Engineering Director Harris)
MOTION:

If City Council determines the staff recommendation is appropriate, the following motion is provided:

I move that City Council receive and file the Pavement Accelerated Repair Implementation Strategy (PARIS) Program annual report.

RECOMMENDATION:

Staff recommends the City Council receive and file the Pavement Accelerated Repair Implementation Strategy (PARIS) Program annual report.

DISCUSSION:

On March 6, 2012, City Council adopted the comprehensive Pavement Management Program (PMP 2012). The PMP 2012 provided a condition assessment of all City streets, specified street upgrade strategies, and provided timelines and prioritization for street maintenance treatment. At that time, Redlands streets had an average Pavement Condition Index (PCI) score of 53 (on a scale of 0-100, with 0 being a street needing full reconstruction and 100 being a new street). An average PCI of 53 is considered to be poor according to industry standards. As a result, City Council determined the rehabilitation and improvement of the City streets was a top priority. In order to significantly improve the street conditions, staff developed the Pavement Accelerated Repair Implementation Strategy (PARIS) program.

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On September 18, 2012, City Council adopted PARIS with Resolution No.7219. The PARIS program identified funding sources and specific paving strategies to address the poor condition of the City streets in the most efficient and cost-effective manner. The report outlined paving strategies to upgrade nearly 2/3 of all City streets (440 lane miles) in five (5) phases.

Ordinance No. 2787, adopted by City Council on December 4, 2012, requires the City staff to prepare a report on rate adjustment revenues and other revenues available for street repairs each year. The report also accounts for uses of the money raised by the project and for line item expenses. The most recent reconciliation is provided as an Attachment and was reported to the Municipal Utilities and Public Works Commission at their regular meeting on August 7, 2023. The fifth and final phase of the PARIS Project was completed in December 2020 and achieved the original goal to rehabilitate 440 lane miles of streets. Although $57.3M was available for the project, PARIS was successfully completed for $52.0M and the remaining funds were carried over into the Pavement Management Program (PMP).

In 2019, staff began developing a strategy to pave the remaining 1/3 of City streets, while performing the necessary preventative maintenance on the 2/3 of City streets that were previously rehabilitated. On July 2, 2019, City Council approved an agreement with Bucknam Infrastructure Group, Inc. (Bucknam) to evaluate citywide pavement condition and update the PMP database. Bucknam evaluated the condition of all streets, and updated the citywide Pavement Management Program (PMP 2020). The condition of City street surfaces was evaluated, rated, and the projected life cycle for each was determined. The PMP 2020 identifies a schedule for maintenance and reconstruction of City streets at the appropriate time intervals in order to extend their overall life expectancy in the most efficient and economical manner. In addition, the PMP 2020 establishes a comprehensive process to prioritize the rehabilitation of the City’s roadway system and will be used as a powerful tool in the decision-making process to best utilize the City’s available financial resources.

The updated PMP includes a project forecasting strategy developed by Bucknam that follows the PARIS maintenance and rehabilitation project budgets and addresses the specific needs of each street. Staff used the PMP to prepare plans and specifications for the PMP 2021 Street Resurfacing Project (PMP 2021 Project), which includes resurfacing approximately fifty (50) lane miles of streets. On September 7, 2021, City Council awarded a construction contract to Matich Corporation to complete the PMP 2021 Project. The project was successfully completed in June 2022 and expended in the amount of $8.25M for fiscal year 21/22. Following completion of the PMP 2021 Project, staff prepared the plans and specifications for the PMP 2022 Street Resurfacing Project (PMP 2022 Project), which includes resurfacing approximately thirty-seven (37) lane miles of streets. On April 18, 2023, City Council awarded a construction contract to Matich Corporation for the amount of $4.9M. Currently, the PMP 2022 Project Redlans Regular Meeting of 09-05-2023
138 of 1115
is under construction and anticipated to be completed by the end of 2023. As of June 30, 2023, the ending cash balance of the PARIS fund is approximately $3.7M. Upon completion of the PMP 2022 Projects, approximately $3.2M will be expended and remaining funds will be carried over to the next PMP Projects.

SUBMITTED BY:

John R. Harris, Municipal Utilities and Engineering Director RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Goutam K. Dobey, City Engineer
Attachments
PARIS Reconciliation
PARIS/PMP Map
Redlans Regular Meeting of 09-05-2023
139 of 1115
PARIS Project
Revenue & Expenditures
As of 7/25/2023
FY 2012-13 FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2018-19 FY 2019-20 FY 2020-21 FY 2021-22 FY 2022-23
(Preliminary)
Beginning Cash 2,026,873$ 6,135,331 $ 6,275,383 $ 9,793,684 $ 9,880,829 $ 3,448,175 $ 10,234,522 $ 8,198,152 $ 9,721,885 $ 6,627,871 $ 2,918,454 $ Revenues 4,754,695 9,740,264 16,627,340 4,856,857 2,906,641 9,239,827 8,225,190 5,956,727 6,287,043 7,441,910 5,884,108 Expenditures (646,237) (9,600,212) (13,109,039) (4,769,713) (9,339,295) (2,453,480) (10,261,560) (4,432,994) (9,381,057) (11,151,328) (3,206,006) Net Income (Loss) 4,108,458 140,052 3,518,301 87,144 (6,432,654) 6,786,347 (2,036,370) 1,523,733 (3,094,014) (3,709,417) 2,678,102 Ending Cash 6,135,331$ 6,275,383$ 9,793,684$ 9,880,829$ 3,448,175$ 10,234,522$ 8,198,152$ 9,721,885$ 6,627,871$ 2,918,454$ 5,596,556$ FY 2012-13 FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2018-19 FY 2019-20 FY 2020-21 FY 2021-22 FY 2022-23
(Preliminary)
Beginning Cash -$ 3,095,413$ 2,236,250 $ 5,827,838 $ 5,114,670 $ 413,309 $ 7,859,468 $ 7,604,471 $ 8,929,882 $ 5,271,333 $ 2,191,597 $ Revenues:

Solid Waste Road Impacts Transfer 3,622,150 3,622,150 3,622,150 3,622,150 3,622,150 3,622,150 3,622,150 3,622,150 3,622,150 3,622,150 3,622,150 Less: Solid Waste Bond Payment (1,308,189) (1,703,875) (1,699,975) (1,699,100) (1,700,700) (1,674,052) (1,676,536) (1,675,516) (1,670,993) (1,672,550) Less: iBank 14-105 Payment (195,587) (212,249) (164,934) (203,332) (201,261) (203,218) (203,159) (203,097) Less: iBank 17-114 Payment (124,535) (175,715) (214,105) (216,056) (213,976) (213,907) (213,837) Solid Waste - Road Impacts Transfer (net) 3,622,150 2,313,961 1,918,275 1,726,589 1,586,266 1,580,801 1,530,660 1,528,297 1,529,440 1,534,091 1,532,666 Water - Road Impacts Transfer 102,412 102,412 102,412 102,412 102,412 102,412 102,412 102,412 102,412 102,412 102,412 Sewer - Road Impacts Transfer 17,088 17,088 17,088 17,088 17,088 17,088 17,088 17,088 17,088 17,088 17,088 Water/Sewer - Reconciliation 6,237,739
Paris Soft Costs 350,000 350,000 700,000 350,000 350,000 SB1-RMRA 1,641,586 1,368,015 1,265,655 1,428,405 1,594,984 Measure I 3,084,916 1,253,510 1,034,077 2,248,805 588,713 Cost Recovery/Reimbursed Exp. 36,186 58,339 - Interest Income (77,919) 179,901 220,115 (10,597) 69,152 (26,677) Bond/Loan Proceeds 13,429,381 1,785,775 6,019,500 - - - - - 3,741,650 8,671,200 15,467,156 3,631,864 1,705,766 7,991,882 6,906,563 4,489,436 4,674,262 5,808,292 4,159,186 Expenditures:

PARIS JL 41049 (27,021) (388,198) (5,411) (2) (5) (175,995) PARIS 2013 (1-34) JL 41052 (619,216) (33,975) - - - - - - - - PARIS 2013 (35-450) JL 41056 - (8,880,554) (5,870,505) - - - - - - - Geotechnical JL 41057 - (227,635) (71,911) (8,182) PARIS (567-960) JL 41060 - - (5,927,741) (4,345,030) 5,979 - - - - - PARIS (1029-1490) JL 41063 - - - - (6,000,000) - Colton Paving JL 41064 - - - - (413,101) (1,470) PARIS (567-960) JL 41080 - - - - - - - - - - PARIS (1029-1419) JL 41500 - - - - - - PARIS (1491-1740) JL 41501 - - - - - (12,932) (6,812,776) PARIS (1741-1988) JL 41502 - - - - - - (3,534) PARIS (1741-1988) JL 41503 - - - - - (422) - (2,806,818) PARIS 2019 (1741-1988) PL 211001 (7,916,161)
PARIS 2021 PMP PL 211003 (8,254,069)
Alley Paving (500,000)
PARIS 2022 PMP PL 211006 (1,683,697)
IVDA Mountain View Infra Project (202,818)
No JL - - - - - (346,723) (345,250) (357,206) (416,651) (431,141) (417,856) PARIS (646,237) (9,530,362) (11,875,569) (4,345,032) (6,407,127) (545,724) (7,161,560) (3,164,025) (8,332,812) (8,888,028) (2,601,553) Net Income (Loss) 3,095,413 (859,163) 3,591,587 (713,168) (4,701,361) 7,446,159 (254,997) 1,325,411 (3,658,550) (3,079,736) 1,557,633 Ending Cash 3,095,413$ 2,236,250$ 5,827,838$ 5,114,670$ 413,309$ 7,859,468$ 7,604,471$ 8,929,882$ 5,271,333$ 2,191,597$ 3,749,230$ PARIS Project Summary
Local Transportation (209/211) Detail
Redlans Regular Meeting of 09-05-2023
140 of 1115
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0 0.25 0.5 0.75 1
Miles

PARIS/PMP
MAP
Scale
This map was produced by the City of Redlands,
Geographic Information System.

The City of Redlands assumes no warranty or
legal responsibility for the information contained
on this map.

The data used to generate this map is dynamic
in nature, therefore the information shown may
or may not be the most current.

July 20, 2023
PMP Map.mxd
Legend
PARIS (Completed in 2020)
PMP 2021 Project
(Completed)
PMP 2022 Project
(Under Construction)
Redlands
.

PARIS/PMP LANE MILES
PARIS 5-PHASE 440
PMP 2021 50
PMP 2022 37
TOTAL 527
PARIS (Completed in 2020)
Redlans Regular Meeting of 09-05-2023
141 of 1115
City Council/Successor Agency Meeting J. 13.

DATE: 09/05/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a sole source purchase and Software and Support Agreement with LCPtracker, Inc. to furnish labor compliance review software and related services (Municipal Utilities and Engineering Director Harris)
MOTION(S):

I move City Council approve a sole source purchase and Software and Support Agreement with LCPtracker, Inc. to furnish labor compliance review software and related services for an amount not-to-exceed $36,412.

RECOMMENDATION:

Staff recommends City Council approve a sole source purchase and Software and Services Agreement with LCPtracker, Inc. to furnish labor compliance review software and related services for an amount not-to-exceed $36,412.

DISCUSSION:

The Municipal Utilities and Engineering Department (MUED) uses software and services provided by LCPtracker, Inc. (LCP) to ensure labor compliance for Capital Improvement Projects. The current agreement with LCP expired in August 2023. The LCP software is a web-based system that allows contractors and their subcontractors to submit certified payroll and related labor compliance documentation online to ensure proper prevailing wages and fringe benefits are paid, appropriate deductions are made, apprentices are approved and monitored, and related labor compliance data is submitted. The software is comprehensive, easy to deploy, configurable, user-friendly, and scalable.

Utilizing LCP reduces audit risk and improves administrative efficiency. MUED staff is already well trained and utilizes LCP daily. In accordance with the City’s purchasing policy, staff recommends City Council approve the sole source purchase and Software and Services Agreement with LCP to furnish labor compliance review software and related services for $36,412. The term of the Redlans Regular Meeting of 09-05-2023
142 of 1115
compliance review software and related services for $36,412. The term of the agreement is three (3) years.

ALTERNATIVES:

City Council may deny the staff recommendation and provide alternate direction.

STRATEGIC PLAN:

N/A
SUBMITTED BY:

John R. Harris, Municipal Utilities and Engineering Director RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Goutam K. Dobey, City Engineer
Fiscal Impact
Fiscal Year: FY 23/24
Appropriation Required Y/N: No
Budgeted Y/N: Yes
Account No.: 211400; 501900; 521900
Discussion:

The total cost for all three years of the term of the agreement is $36,412. The FY 23/24 MUED budget includes funding for the first year of this agreement and future fiscal year budgets will include funding for the second and third years of this agreement.

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Attachments
LCPtracker Inc. Agreement
Sole Source Request Form
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LCPtracker, Inc.

Master Subscription Software as a Service Agreement

THIS MASTER SUBSCRIPTION SOFTWARE AS A SERVICE AGREEMENT ("Agreement") is entered into as of September 5, 2023 (the “Effective Date” ) between LCPtracker, Inc., a California corporation with a place of business located at 117 East Chapman, Orange, California 92866 (“LCPtracker”) and the City of Redlands, a municipal corporation and general law city with a place of business located at 35 Cajon Street, Redlands, CA 92373 and its Affiliates (“Client”, together with LCPtracker the “ Parties”, and each a “Party”). The Parties agree as follows:

1. DEFINITIONS .
a. "Affiliate" means any entity which directly or indirectly controls, is controlled by, or is under common control with the subject entity. Control, for purposes of this definition, means direct or indirect ownership or control of more than fifty percent (50%) of the voting interests of the subject entity.
b. "Aggregated Statistics" means data and information related to Client's and Users’ use of the Services that is used by LCPtracker in an aggregate and anonymized manner, including to compile statistical and performance information related to the provision and operation of the Services.
c. “Applicable Law ” means all federal, state, local and other laws, rules and regulations, ordinances, interpretive letters and other official releases of or by any governmental authority, decrees, orders and codes as the same are amended from time to time and as are applicable to a Party’s performance of its obligations under the Agreement, including any applicable law relating to the privacy or processing, protection, collection, use, or disclosure of personally identifiable infor mation as more particularly described in any such applicable law.
d. "Client Data" means all Client and User electronic information entered into the Services or otherwise provided from Client to LCPtracker pursuant to this Agreement. e. "Documentation" means th is Agreement , the applicable Product Schedule , and (i) for LCPtracker Professional, the online user guide (Administrator Manual or Contractor Manual as appropriate) for the Services, accessible via login at LCPtracker online, and updated from time to time, or (ii) for Workforce Manager , the LCPtracker guides entitled “ How to Access Workforce Manager”, “Creating a New Administrator Profile” and “WFM How to reset your password”, that are supplied to Client on request, are accessible via login at LCPtracker online, and that may be updated from time to time . Updates of the Documentation in Section 1(e) (i) and (ii) are in LCPtracker’s sole discretion.
f. "LCPtracker IP " means the Services, the Documentation, and any intellectual property provided to Client or any User in connection with the foregoing. For the avoidance of doubt, LCPtracker IP includes Feedback and Aggregated Statistics , as provided herein . Herein, "intellectual property rights" means any registered and unregistered rights granted, applied for, or otherwise now or hereafter in existence under or related to any patent, copyright, trademark, or trade secret or intellectual property rights laws in any part of the world. g. "Malicious Code" means viruses, worms, time bombs, Trojan horses and other harmful or malicious code, files, scripts, agents or programs.

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h. "Product Schedule" means the document(s) for placing orders hereunder signed by both Parties and made a part hereof . By entering into a Product Schedule hereunder, a Client Affiliate agrees to be bound by the terms of this Agreement as if it were an original party hereto. To be effective a Product Schedule must be signed by both parties to the Product Schedule.
i. “PII” means (i) information about an identified or identifiable individual or household as more particularly described in any Applicable Law in any way relating to privacy and the protection, collection, use, disclosure or distribution of personally identifiable information, including without limitation to the generality of the foregoing, personally identifiable healthcare information or personally identi fiable financial information, or (ii) where no Applicable Law applies, means any information that by itself or when combined with other information (such as, but not limited to, names, addresses, telephone numbers, e -mail addresses, credit card number, dem ographic information, static IP address and government issued identification number) can be used to identify a specific living natural person or household.
j. “Services” means any LCPtracker software as a service products and related services that are ordered by Client under a Product Schedule and made available by LCPtracker online via the Client login or otherwise . " Services" exclude s non-LCPtracker applications or software of any kind.
k. “Service Fees” means the fees payable for the Services that are chosen in the applicable Product Schedule.
l. “Subscription Term” means the applicable term as set forth on the applicable Product Schedule for the Services.
m. "Third-Party Products " means any third-party products that Client or a User uses to connect with the Services.
n. "Users" means persons who are authorized by Client to use the Services, for whom subscriptions to a Service have been ordered, and who have been supplied user identifications and passwords by Client or by Users. Client must ensure that Users not share their user identification or passwords and further protect them. Users may include but are not limited to Client and its Affiliates’ employees, consultants, contractors and agents and use is solely for the benefit of Client/User in connection with the project detailed in the Product Schedule.

2. SERVICES

2.1. Provision of Services. Subject to and conditioned on Client's and its Users' compliance with the terms and conditions of this Agreement, LCPtracker hereby grants Client a non-exclusive, non-transferable (except in compliance with Section 2.3) right to access and use the Services during the applicable Subscription Term solely for use by Client and Users in accordance with the Documentation for their internal business purposes. Client agrees that Client’s access to Services hereunder is neither contingent on the delivery of any future functionality or features nor dependent on any oral /written public comments made by LCPtracker regarding future functionality /features. LCPtracker hereby grants to Client for the applicable Subscription Term a non-exclusive, non-sublicensable, non-transferable (except in compliance with Section 2.3) and revocable license to use the relevant Documentation and any other manuals, instructions, or other materials that LCPtracker makes available to C lient which describe the features /requirements of the Redlans Regular Meeting of 09-05-2023
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Services solely for Client’s internal business purposes in connection with its permitted use of the Services.

2.2. Limitations. Client will not (and will not permit any third party or User to): (i) modify (except as expressly permitted under the applicable Product Schedule), port, translate, localize or create derivative works based on the Services, (ii) use, copy, sell, rent, lease, market, distribute or sublicense the Services except as otherwise specifically permitted hereunder; (iii) reverse engineer, decompile, or disassemble the Services; (iv) access the Services in order to build or contribute to a competitive product or service, (v) access the Services in any manner that violates any intellectual property right of a third party, (vi) remove, or allow to be removed, any LCPtracker proprietary rights notice from any LCPtracker product, (vii) disclose the results of performance test s run on the Services to any third party without LCPtracker’s prior written consent , (viii) make the Services available to anyone other than Users, (ix) use the Services to store or transmit infringing, libelous, or otherwise unlawful or tortious material, or to store or transmit material in violation of third-party privacy rights, (x) use the Services to store or transmit Malicious Code, (xii) interfere with or disrupt the integrity or performance of the Services or third-party data contained therein, or (xiii) attempt to gain unauthorized access to the Services or their related systems or networks. This Agreement grants no additional express or implied license, right or interest in any copyright, patent, trade secret, trademark, invention or other intellectual property right of LCPtracker that is not expressly granted herein . Client shall ; (a) be responsible for the administration of User identifications and passwords and Users' compliance with this Agreement and shall require Users to acknowledge their understanding of and compliance with the restrictions and responsibilities related to the u se of the Services, including, without limitation, protecting their User identification and passwords and compliance with all Applicable Laws; ( b) use their best efforts to prevent unauthorized access to or use of the Services, and notify LCPtracker prompt ly of any unauthorized access or use, and ( c) use the Services only in accordance with the Documentation and Applicable Laws. If Client becomes aware of any actual or threatened activity prohibited by this Section, Client shall, and shall cause its Users to, immediately: (A) take all reasonable and lawful measures within their respective control that are necessary to stop the activity or threatened activity and to mitigate its effects (including, where applicable, by discontinuing and preventing any unauthorized access to the Services); and (B) notify LCPtracker immediately in writing of any such actual or threatened activity.

2.3. Users. Client may permit any number of Users (unless otherwise set forth in the applicable Product Schedule) to use the Services; (i) in accordance with the terms of the applicable Product Schedule and the Documentation, and (ii) through a unique and reasonably secure username and password. If a two-factor authentication login system is provided, it is required to be used. Client is responsible to ensure that its Users comply with all the same obligations regarding use of the Services that it is bound by hereunder.

Client is solely responsible for the activity that occurs on all associated User accounts.

Users are required to keep their user account, username, and password secure. Client must notify LCPtracker immediately of any breach of security or unauthorized use of any User’s account. LCPtracker shall not be responsible for any losses arising out of the loss or theft of user information transmitted from or stored on a computer or device or from unauthorized or fraudulent transactions.

2.4. Use of Services Client is solely responsible for its and its Users’ compliance with all Redlans Regular Meeting of 09-05-2023
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Applicable Law in the use of the Services and LCPtracker shall have no liability for Client’s or its Users’ input of data or use of the Services. Client agrees that Client (a) will confirm the accuracy of any bulk upload /API/data migration /auto-geo assignment integration into the LCPtracker system , and (b) further understands that bulk uploads /API/data migration/auto-geo assignments are effective only as of the date of the upload(s)/migration(s). It is Client’s responsibility to provide updated data to LCPtracker.

Client accepts that auto -geo assignments, based upon the coordinates in the KML supplied by Client to LCPtracker, may have auto -correction applied to the file to close a boundary if there are any incomplete polygons. Furthermore, a third -party system is u tilized to obtain geographical coordinates that are used to determine if a worker’s address falls within the boundaries defined by the client provided KML -file. LCPtracker does not guarantee accuracy of the third -party system. Client agrees to not directly send any PII by email or otherwise (to LCPtracker outside of the LCPtracker SaaS Services product offering) without prior written approval from the LCPtracker Director of Client Services.

2.5 Changes. LCPtracker reserves the right, in its sole discretion, to make any changes to the Services that it deems necessary or useful to: (a) maintain or enhance: (i) the quality or delivery of LCPtracker's services to its customers; (ii) the competitive strength of or market for LCPtracker's services; or (iii) the Services' cost efficiency or performance; or (b) to comply with Applicable Law.

2.6. Data Backup. The Services are programmed to perform routine data backups as set out in LCPtracker's backup policy in effect from time to time (the " Backup Policy"). In the event of any loss, destruction, damage, or corruption of C lient Data for any reason , LCPtracker will, as its sole obligation and liability and as Client's sole remedy, restore the Client Data from LCPtracker's then most current backup of such C lient Data in accordance with the then current Backup Policy . It is the Client and the Users responsibility to maintain their own back-ups of their original data for the required statutory periods.

2.7. Client Control and Responsib ility. Client has and will retain sole responsibility for:
(a) all Client Data, including its content and use; (b) all information, instructions, and materials provided by or on behalf of Client or any User in connection with the Services; (c) Client's informati on technology infrastructure, including computers, software, databases, electronic systems (including database management systems), and networks, whether operated directly by C lient or through the use of third -party services (" Client Systems"); (d) the security and use of Client's and its Users' access credentials; and (e) all access to and use of the Services directly or indirectly by or through the C lient Systems or its or its Users' access credentials, with or without C lient's knowledge or consent, inclu ding all results obtained from, and all conclusions, decisions, and actions based on, such access or use.

2.8. Data Privacy . The Parties agree that, between the Parties, Client shall serve as the business or controller and LCPtracker shall serve as the service provider or processor, as those terms are defined under Applicable Law.

LCPtracker, as a service provider on behalf of Client, shall not access, use, process or retain Client Data containing PII except as necessary to perform i ts obligations under this Agreement and the applicable Product Schedule except in strict accordance with the written instructions of Client, or as otherwise required for LCPtracker to meet its own legal obligations under Applicable Law. Notwithstanding the foregoing, LCPtracker may use, disseminate, and otherwise process deidentified or aggregated Client Data to the full extent allowed under Applicable Law and pursuant to its own discretion. LCPtracker shall use Redlans Regular Meeting of 09-05-2023
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reasonable endeavors to notify Client in the event that it receives any consumer rights requests under Applicable Law, if the requestor informs LCPtracker of the relevant employing entity who is also the Client, and the Client shall have the sole responsibility in responding to such requests, and also for ensuring the requestor’s identity.

3. FEES AND PAYMENT FOR SERVICES

3.1. Service Fees. Except as otherwise specified herein or in the Product Schedule, payment obligations are non -cancelable, and Service Fees paid are non -refundable (except as expressly stated herein or a Product Schedule). Service Fees are based on the start date as set forth in the Product Schedule and shall continue for the Subscription Term. All undisputed amounts payable to LCPtracker under this Agreement shall be paid by Client to LCPtracker in full when due without any setoff, deduction, or withholding for any reason.

3.2. Invoicing and Payment. If required by Client, Client may provide LCPtracker with a valid purchase order or alternative document reasonably acceptable to LCPtracker, provided that no terms contained on Client’s purchase order or alternative document will serve to modify the terms of this Agreement or the applicable Product Schedule. Unless otherwise stated in the Product Schedule, payment is due by check to the address listed above for LCPtracker net 30 days from the date of the applicable invoice.

3.3. Overdue Payments. If any Service Fees are not received from Client by the applicable due date, then at the sole discretion of LCPtracker may without limiting its other rights and remedies, suspend Client’s access to the Services until payment is made in full. LCPtracker will give Client at least thirty (30) business days' prior written notice that Client account is overdue, in accordance with Section 11.1 (Notices), before suspending the Services to Client.

3.4. Payment Disputes. If Client provides written notice to LCPtracker of a dispute about any portion of an invoice prior to the applicable payment due date, LCPtracker shall not exercise its rights under Section 3.3 provided Client is disputing the applicable charges reasonably and in good faith and is cooperating diligently to resolve the dispute.

3.5. Taxes. Unless otherwise stated , Service Fees do not include any taxes, levies, duties or similar governmental assessments of any nature, including but not limited to value - added, sales, use or withholding taxes, assessable by any local, state, provincial, federal or foreign jurisdiction (collectively, "Taxes"). Client is responsible for pa ying all Taxes , if any, associated with Client purchases hereunder, other than those based on LCPtracker’s income. If LCPtracker has the legal obligation to pay or collect Taxes for which Client is responsible under this paragraph, the appropriate amount shall be invoiced to and paid by Client, unless Client provides LCPtracker with a valid tax exemption certificate authorized by the appropriate taxing authority.

3.6. Auditing Rights and Required Records. Client agrees to maintain complete and accurate records in accordance with generally accepted accounting principles during th e Term and for a period of two years after the termination or expiration of this Agreement with respect to matters necessary for accurately determining amounts due hereunder. LCPtracker may, at its own expense, on reasonable prior notice, periodically (during, or after the Term for a period of two (2) years) inspect Client's records with respect to matters covered by this Agreement, provided that if such inspection reveals that Client has underpaid LCPtracker with respect to any amounts due hereunder, Client shall promptly pay the amounts necessary to rectify such underpayment, together with interest in accordance with this Agreement. Client shall pay for the reasonable costs of the Redlans Regular Meeting of 09-05-2023
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