Agenda packet — Redlands City Council, April 15, 2025 (part 1 of 3)

CITY OF REDLANDS

CITY COUNCIL

A G E N D A
APRIL 15, 2025

MARIO SAUCEDO
Mayor

MARC SHAW
Mayor Pro Tempore

PAUL BARICH
Council Member

EDDIE TEJEDA
Council Member

DENISE DAVIS
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

April 15, 2025
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A G E N D A

The following information comprises the agenda for the regular meeting of the City Council of the City of Redlands at the times noted below in the City Council Chambers, Civic Center, 35 Cajon Street, Redlands, California, on:

TUESDAY, APRIL 15, 2025

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 896 2789 8341, 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 896 2789 8341
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

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.)

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C. Recess City Council Meeting to a Closed Session

1. CONFERENCE WITH LEGAL COUNCIL- ANTICIPATED LITIGATION PURSUANT TO GOVERNMENT CODE SECTIONS 54956.9(d)(2) and (e)(3): A point has been reached where, in the opinion of the legislative body of the local agency on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the local agency, based on the receipt of a government claim from claimant Travis Martinez threatening litigation (copy available for public inspection in City Clerk’s Office).

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

California Department of Housing and Community Development v. Shangri-la Industries, LLC, et al., Los Angeles Superior Court, Case No. 24STCV00629 a.

3. Conference with real property negotiators - Government Code §54956.8 (Assistant City Manager Christopher Boatman)
Property: APN 0292-063-38-0000
Agency
Negotiators:

Charles M. Duggan, City Manager; Christopher Boatman, Assistant City Manager
Negotiating Party: Seth Davis; Managing Director, Arixa Capital Under Negotiation: Terms of payment and price for possible purchase of property by the City.

4. Conference with real property negotiators - Government Code §54956.8 (Facilities and Community Services Director Crocker)
Property: 0168031120000, 0168031100000, 0168031080000, 0291201110000, 0291201170000, 0168041190000, 0168041250000, 0168041490000, 0168041600000, 0291201060000, 0291201050000, 0291201040000, 0291201030000, 0168041210000, 0168311080000, 0297111050000, 029711107000
Agency
Negotiators:

Charles M. Duggan, City Manager; Tabitha Crocker, Facilities and Community Services Director
Negotiating
Party:

San Bernardino County
Under
Negotiation:

Terms of property transfer.

6:00 P.M.

D. Reconvene City Council Meeting

E. Invocation by Mayor 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.)

F. Closed Session Report
(No reportable action taken in closed session unless otherwise announced by the City Attorney at this time.)

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G. Presentations

1. Presentation of the National Donate Life Month proclamation to John Vancampen, One Legacy Ambassador (Mayor Saucedo)

2. Presentation on the National Day of Prayer Proclamation to Carolyn Preschern with the Inland Empire Prayer Breakfast (Mayor Saucedo)

3. Presentation of gift to the City Council by Roy Cencirulo of Sister Cities and students who visited Hino, Japan (Mayor Saucedo)

H. 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.)

I. 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 regular meeting minutes April 1, 2025 (City Clerk Donaldson)

2. Authorize issuance of a proclamation declaring the month of April, 2025 as National Donate Life Month (Mayor Saucedo)

3. Authorize issuance of a proclamation declaring May 1, 2025, as National Day of Prayer in the City of Redlands (Mayor Saucedo)

4. Adopt Resolution No. 8680 approving the City Council Member Reference Handbook (Assistant City Manager McConnell)

5. Approve Resolution No. 8678 to authorize a one-year time extension to the expiration date of Conditional Use Permit No. 1107 and associated entitlements for the adaptive reuse of a historic single-family residence as a medical clinic and pediatrician’s office. The project site is located at 1605 Calvary Circle (APN: 0293-133-13-0000) (Development Services Director Desatnik)

6. Approve terminating the Non-Professional Services Agreement with Clean Infusion, LLC for cause, rejecting all bids for the Wastewater Treatment Plant Secondary Clarifier No. 1 Rehabilitation Project (Bid #20240923-FM), and directing staff to solicit new bids for the project (Municipal Utilities and Engineering Director Harris)

7. Approve the request for the temporary closure of E. Brockton Ave for the University of Redlands Commencement on April 25, 2025, and determine that the temporary closure of the street 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)

8. Approve the request for in-kind support in the amount of $7,587 related to the Redlands Festival of April 15, 2025
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8. Approve the request for in-kind support in the amount of $7,587 related to the Redlands Festival of Arts to be held on Saturday, May 24, and Sunday, May 25, 2025; authorize temporary street closures related to the event; approve a request for in-kind support in the amount of $7,587; authorize the sale and consumption of alcoholic beverages at the event, 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)

9. Approve a request to hold the Redlands Firefighter's Car Show event hosted by the Redlands Professional Firefighters Association on May 25, 2025, at Ed Hales Park and along East State Street and Citrus Avenue; authorize temporary street closures related to the event; approve a request for in-kind support in the amount of $16,507.00; authorize the sale and consumption of alcoholic beverages at the event, 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)

J. Communications

1. Discussion and possible action relating to the formation of, and appointments to, an Ad Hoc Committee of the City Council to review all charters for the City's Commissions, Boards and Committee (Mayor Pro Tem Shaw)

K. New Business

1. Consideration of an Amendment to a Professional Services Agreement with Holt Architects, Inc. for design and construction management services of the City's new Safety Hall Facility to increase the total agreement to an amount not to exceed $4,537,563 and an additional appropriation in the amount of $2,302,563 from the General Fund Reserve for Future Facilities (Assistant City Manager Boatman)

2. Introduction of Ordinance No. 2981 Amending Section 2.36.020 of the Redlands Municipal Code relating to the appointment of members of the Planning Commission, adoption of Resolution No. 8674 establishing procedures for the selection of Planning Commissioners, and consideration of a determination of exemption pursuant to Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act Guidelines (Development Services Director Desatnik)

3. Consideration of the purchase and replacement of two solid waste collection vehicles from Rush Truck Centers in an amount not to exceed $968,279.76 (Facilities and Community Services Director Crocker)

4. Consideration of Resolution No. 8677 pursuant to Government Code Section 54221 declaring that certain real property located at 304 9th Street, Redlands, CA 92373 comprising approximately .48 acres (APN: 0169-321-03-0000) is exempt surplus land, and finding that such declaration is exempt from environmental review pursuant to Section 15312 of the State's guidelines implementing the California Environmental Quality Act (Facilities and Community Services Director Crocker)

5. Consideration of Resolution No.8679 approving the City of Redlands Personnel Rules and Regulations (Human Resources/Risk Management Director Meteau)

6. Consideration of the Public Work Construction Contract with Liftech Elevator Services for an amount not to exceed $251,000 for the A.K. Smiley Library Lower Level Revive, Phase 1 project, 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 (A.K. Smiley Library Director McCue)

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7. Consideration of Resolution No. 8676 Establishing a Business License Amnesty and Compliance Program (Management Services/Finance Director Garcia)

8. Consideration of a non-competitive Professional Services Agreement with Parsons Water & Infrastructure, Inc. for construction plan consolidation and bid support services for the Wastewater Treatment Plant Improvement Phase 2 Project for an amount not-to-exceed $694,473 and an additional appropriation of $444,473 and determination that approval of the agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)

9. Consideration of a Professional Services Agreement with Richard Brady & Associates, Inc. for the Engineering phase of the Sunset Reservoir Replacement Project, an additional appropriation of $1,305,910 from the Water Fund (501), and determination that approval of the Agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)

L. Individual Council Member Announcements and/or Reports on Activities (No collective discussion or action.)

M. Adjournment
The next regular meeting of the City Council will be held on May 6, 2025.

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 Meeting I. 1.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the regular meeting minutes April 1, 2025 (City Clerk Donaldson)
MOTION:

I move to approve the regular meeting minutes April 1, 2025.

Attachments
Regular Meeting Minutes of April 1, 2025

MINUTES

Regular meeting of the City Council of the City of Redlands held in the Council Chambers, Civic Center, 35 Cajon Street, on April 1, 2025 at 5:00 P.M.

Present: Mario Saucedo, Mayor
Marc Shaw, Mayor Pro Tempore
Paul Barich, Council Member
Eddie Tejeda, Council Member
Denise Davis, Council Member
Staff: Charles M. Duggan, Jr., City Manager; Yvette M. Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Phillip Doolittle, City Treasurer; Janice McConnell, Assistant City Manager; Carl Baker, Public Information Officer; Danielle Garcia, Management Services/Finance Director; Brian Desatnik, Development Services Director; Rich Sessler, Fire Chief; Rachel Tolber, Police Chief; Tabitha Crocker, Facilities and Community Services Director; Robert Meteau, HR/Risk Management Director

Mayor Saucedo called the 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 comment on any item on the agenda for the closed session.

PUBLIC COMMENT

None forthcoming

CLOSED SESSION

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

Miller & Associates, LLC v. City of Redlands, San Bernardino Superior Court, Case No. CIVSB2203755
a.

Harper v. City of Redlands, et al., U.S. District Court Central District of California, Case No. 5:23-cv-00695-SSS-KKy
b.

RECONVENE CITY COUNCIL MEETING

The meeting reconvened at 6:00 P.M. with an invocation by Mayor Pro Tem Shaw followed by the pledge of allegiance to the American flag.

CLOSED SESSION REPORT

City Attorney Garcia announced that no reportable action was taken during the closed session.

PRESENTATIONS
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PRESENTATIONS

Dolores Huerta Day Proclamation
Mayor Saucedo presented a Proclamation to Jenna Aquirre, declaring April 10, 2025 as Dolores Huerta Day.

Earth Day Proclamation
Council Member Davis presented a Proclamation to Linda Hamilton and other members of ANCA, declaring April 22, 2025 as Earth Day.

Arbor Day Proclamation
Mayor Saucedo presented a Proclamation to Erik Reeves, Field Services Superintendent of Facilities and Community Services, declaring April 25, 2025 as Arbor Day in the City of Redlands.

Autism Acceptance Month Proclamation
Mayor Saucedo presented a Proclamation to Regina Frazer (President), Arrissia Owen, (Vice-President), and Carren Garcia (Incoming President) from the Redlands Special Education Parent Teacher Association declaring April 2025 as Autism Acceptance Month.

Child Abuse Prevention Month Proclamation
Mayor Saucedo presented a Proclamation to Jeany Glasgow, Director of San Bernardino County Children & Family Services, declaring the month of April 2025 as Child Abuse Prevention month.

National Library Week Proclamation
Council Member Barich presented a Proclamation to Rosa Gomez, Vice President of the Library Board, Rebecca McCurdy, Friends of the Library President, and Nathan Gonzales, Library Archivist/Curator, declaring the week of April 6-12, 2025, as National Library Week.

As public comment, Michael Paisner praised the work of librarians and urged the community to pay close attention to the discussions at the Redlands Unified School District Board meetings, where they have considered a policy to ban certain books from school libraries.

PUBLIC COMMENT

AQMD Rebate Program - Todd Warden, of SCAQMD, promoted various rebate programs offered by the district for garden and lawn equipment, reminding everyone that replacing older polluting equipment with electric models was a great way to help reduce air pollution.

Bicycle Classic Signs - Dennis Bell pointed out he had seen multiple Redlands Bicycle Classic signs throughout the city that were posted improperly and violated city code. He insisted the Council needs to focus on growing programs that generate revenue.

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City's DefenseCounsel - Stephen Rogers questioned the city's choice of Best Best & Krieger LLP, to act as special counsel for the litigation with Coyote Aviation, since he thought there appeared to be a conflict of interest.

CONSENT CALENDAR

Minutes

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously approved, by roll call vote, the regular meeting minutes of March 18, 2025.

Vote: 5 - 0 Passed

Child Abuse Prevention Month Proclamation

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously approved, by roll call vote, the issuance of a proclamation declaring the month of April 2025 as Child Abuse Prevention Month.

Vote: 5 - 0 Passed

Proclamation April 2025 as Arts, Culture, & Creativity Month

Vote: 5 - 0 Passed

Proclamation April 2025 National Autism Acceptance Month

Vote: 5 - 0 Passed

Proclamation April 6-12, 2025 National Library Week

Vote: 5 - 0 Passed

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Proclamation April 10, 2025 Dolores Huerta Day

Vote: 5 - 0 Passed

Proclamation April 6-12, 2025 National Crime Victims’ Rights Week

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously approved, by roll call vote, the issuance of a proclamation declaring April 6-12, 2025 National Crime Victims’ Rights Week.

Vote: 5 - 0 Passed

Proclamation April 22, 2025 Earth Day

Vote: 5 - 0 Passed

Proclamation April 25, 2025 Arbor Day

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously approved, by roll call vote, the issuance of a proclamation declaring April 25, 2025, as Arbor Day in the City of Redlands.

Vote: 5 - 0 Passed

Proclamation Commending Ken and Judith Stanford

Council Member Barich was pleased to recognize and commend the work of Ken and Judith Stanford for their service to the Redlands Bowl. The Stanfords have shown great devotion to the mission of the Redlands Bowl Performing Arts, have faithfully attended the Bowl for decades, and have been generous sponsors of Bowl performances for eighteen consecutive years.

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously approved, by roll call vote, the issuance of a proclamation commending Ken and Judith Stanford for their service to the Redlands Bowl.

Vote: 5 - 0 Passed

Settlement Agreement Disclosure
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On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously approved, by roll call vote, the disclosure of details of a Settlement Agreement and Release of All Claims between the City of Redlands and Milton Price. Under the terms of the agreement, the City agrees to pay Mr. Price $75,000 to settle and dispose of disputes and controversies associated with civil action in the San Bernardino Superior Court and entitled Milton Price v. City of Redlands; Case No. CIVSB 2218802.

Vote: 5 - 0 Passed

Resolution No. 8672 One-year Time Extension CRA No. 931

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously adopted, by roll call vote, Resolution No. 8672, authorizing a one-year Extension of Time to the expiration date of Commission Review & Approval No. 931, with associated entitlements, to merge two parcels into one single parcel for the construction of a 40,415 square-foot hotel with 90 guest rooms, four stories high, and related on-site improvements including parking lot, landscaping, lighting, and utilities on a

1.52-acre site. The project site is located on the south side of West Colton Avenue at Columbia Street and 719 N. Eureka Street (APN’s: 0169-155-05-0000 and 0169-142-07-0000) in the Village General (VG) District of the Transit Villages Specific Plan.

Vote: 5 - 0 Passed

Construction of Public Improvements Lien Release

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously determined, by roll call vote, that approval of the lien release is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; approved the public improvements constructed at 1001 Columbia Street as complete and accepted those improvements as satisfaction of the obligation to construct public improvements required by the lien agreement entered into with the City by the owner of the property; and approved a Release of Lien for construction of improvements at 1001 Columbia Street.

Vote: 5 - 0 Passed

Resolution No. 8671 One-year Extension of Time CRA No. 950

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously adopted, by roll call vote, Resolution No. 8671 approving a one-year Extension of Time to the expiration date for Commission Review & Approval No. 950 for the construction of an RV sales, storage, and service facility on a 4.6-acre property.

The approved project includes an approximately 3,000 square-foot sales office and caretaker’s residence as well as an approximately 1,500 square-foot vehicle service area.

The project site is located at 1060 Nevada Street (APN: 0292-063-57-0000) in the Commercial Transition (EV/TC) district of the East Valley Corridor Specific Plan.

Vote: 5 - 0 Passed
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Vote: 5 - 0 Passed

Stand-Up to Stigma 5K In-kind Request

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously determined, by roll call vote, that authorization for the items associated with Stand Up to Stigma 5k on Sunday, May 04, 2025, are exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act; authorized and approved the expenditure of city resources and in-kind support in the amount of $1,800 for the Loma Linda University Behavioral Health Institute Stand Up to Stigma 5k to be held Sunday, May 4, 2025; and authorized and approved the temporary street closures as detailed in the staff report for the Stand Up to Stigma 5k to be held Sunday, May 4, 2025.

Vote: 5 - 0 Passed

Agreement for California Street Landfill Phase 5 Expansion

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously determined, by roll call vote, that approval of the Agreement is exempt from environmental review pursuant to 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and approved the agreement with Geo-Logic Associates Inc. for design, engineering, and construction support for the California Street Landfill for the Phase 5 expansion in the amount of $198,936.

Vote: 5 - 0 Passed

Amending Agreement Fire Station 262 Renovation Project

On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council unanimously approved, by roll call vote, an amendment to the Professional Services Agreement for Architectural and Engineering Services with Wolff/Lang/Christopher Architects, Incorporated, doing business as PBK-WLC, to extend the contract term and increase the total contract amount by $50,000, bringing it to $275,000, for the completion of the Fire Station 262 Renovation Project.

Vote: 5 - 0 Passed

COMMUNICATIONS

SCAQMD Proposed Rule 1111 & Rule 1121

Mayor Pro Tem Shaw explained that his request for Council to consider taking action regarding South Coast Air Quality Management District's (SCAQMD) Proposed Amended Rule 1111 (PAR 1111) and Proposed Amended Rule 1121 (PAR 1121) was originally introduced during the March 18, 2025 meeting. The Council agreed to table the matter to allow additional time to review the revised SCAQMD proposals. The PARs seek to transition to zero-emission space and appliances, based on future effective dates when existing appliances need to be replaced.

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PAR 1111, as currently proposed, after the applicable compliance date, no person shall manufacture, supply, sell, resell, offer for sale, import, or install, any furnace for use in the South Coast AQMD, that exceed the NOx emission limits. PAR 1121, as currently proposed, after the applicable compliance dates, no person shall manufacture, supply, sell, resell, offer for sale, import, or install a Water Heater for use in the South Coast AQMD that exceeds the NOx emission limits.

As public comment, Michael Krause, representing SCAQMD, reported on the recent revisions made to the proposed rules, stating the rules were not a ban on natural gas. He said any additional costs to the consumer were nominal, and he highlighted the rebate program. He requested the City hold off on a decision tonight and wait until the newest revisions are presented to San Bernardino Transportation Authority (SBCTA). Eight people, including Michael Paisner, Dick Corneille, of ANCA, Andrea Vidaurre, Yassi Kavezade, Pete Marsh, Jennifer Cardenas, of the Sierra Club, Ann Pemick, and Vanessa supported the SCAQMD proposed rules. They spoke of the need for programs that can reduce NOx emissions and addressed the importance of seeking ways to transition away from fossil fuels. They pointed out that each person must play a part in promoting a safer and cleaner community, especially because this region has the worst air pollution in the nation. Andy Hoder and Dale Broome were against the proposals, citing the rules do not promote their cause and the costs would be enormous. They wondered whether there would even be any available funding for rebates.

Council Member Davis thanked everyone who spoke. She thought that opposing the SCAQMD programs would put the City on the wrong side of history and would be in opposition to the City's Climate Action Plan. Council Members raised questions and concerns related to the overall costs, the viability of relying on one energy source, the timing of a decision and the value of waiting until the newest versions were presented to SBCTA and other agencies.

On motion of Council Member Eddie Tejeda, seconded by Council Member Paul Barich, the City Council unanimously agreed, by roll call vote, to table the matter to allow additional time to consider the revised proposals. There was consensus to wait and see how San Bernardino Transportation Authority (SBCTA) and other agencies intend to vote on the new version of Rule 1111 and Rule 1121.

Vote: 5 - 0 Passed

NEW BUSINESS

Resolution No. 8673 Naming Joslyn Senior Center Classroom

Facilities and Community Services Director Crocker introduced Resolution No. 8673 and the request to name the Joslyn Senior Center classroom in honor of Pete Serfass. The Senior Activities Advisory Board submitted recommendations to the Parks and Recreation Advisory Commission (PRC), who supported the naming, and it was recommended to the City Council. Mr. Serfass, whose legacy at the Joslyn Senior Center reflects over two decades of unparalleled service. He devoted more than 20 years to leading the center's Bridge Group, fostering camaraderie and connection among its members. He was a volunteer member of the Senior Activities Board for 10 years, and he played a pivotal role CC_April 1, 2025

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in shaping programs and advocating for the needs of seniors.

On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, Resolution No. 8673, naming of the classroom at the Joslyn Senior Center in honor of Pete Serfass.

Vote: 5 - 0 Passed

PO Modification Replacement Solid Waste Rear Loader Vehicle

Facilities and Community Services Director Crocker explained the need for a $62,583.80 purchase order modification with Rush Truck Centers for a replacement solid waste rear loader vehicle, for a total purchase order amount not to exceed $1,591,059.51.

On motion of Mayor Pro Tempore Marc Shaw, seconded by Council Member Paul Barich, the City Council unanimously approved, by roll call vote, the $62,583.80 purchase order modification with Rush Truck Centers for a replacement solid waste rear loader vehicle for a total purchase order amount not to exceed $1,591,059.51.

Vote: 5 - 0 Passed

COUNCIL MEMBER ANNOUNCEMENTS AND ACTIVITIES

Fire Department Badge Pinning & Recognition Ceremony. - Council Members enjoyed the Fire Department's Recognition and Badge Pinning ceremony held on March 22nd and all agreed it was a great event.

Mayor Saucedo represented the City at a few ribbon-cutting events in town, participated in the League of Cal Cities subcommittee on community policy, and was honored to attend the Vietnam Veterans Memorial event held at Jennie Davis Park.

Mayor Pro Tem Shaw participated in the Chamber of Commerce Board meeting and the Leadership Redlands ribbon-cutting celebrating the "greetings" mural at Viva La Boba. He attended the League of Cal Cities divisional meeting and General Session, as well as the Public Safety Committee meeting. He also attended the Traffic and Parking Commission meeting and was proud to honor Vietnam Veterans at an event held at Jennie Davis Park.

Council Member Tejeda attended the ribbon-cutting event, hosted by the Chamber of Commerce in honor of Pink Hammer and enjoyed a ride-along with Fire Station 263.

Council Member Davis participated in a strategic planning workshop with Omnitrans, toured the Children's Museum in Rancho Cucamonga, and attended the Redlands Forum with guest speaker Dr. Nicholas Reksten of the University of Redlands, who explored the topic of what it means to have a "healthy planet".

ADJOURNMENT

There being no further action required the meeting adjourned at 7:29 P.M. The next regular meeting of the City of Redlands City Council will be held on April 15, 2025.

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City Council Meeting I. 2.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize issuance of a proclamation declaring the month of April, 2025 as National Donate Life Month (Mayor Saucedo)
MOTION:

I move to authorize issuance of a proclamation declaring the month of April, 2025 as National Donate Life Month.

Attachments
National Donate Life Month 2025

City Council Meeting I. 3.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize issuance of a proclamation declaring May 1, 2025, as National Day of Prayer in the City of Redlands (Mayor Saucedo) MOTION:

I move to authorize issuance of a proclamation declaring May 1, 2025, as National Day of Prayer in the City of Redlands
Attachments
National Day of Prayer 2025

PROCLAMATION
National Day of Prayer
WHEREAS, Americans have long turned to prayer both in times of joy and times of sorrow. On their voyage to the New World, the earliest settlers prayed that they would "rejoice together, mourn together, labor, and suffer together, always having before our eyes our commission and community in the work;" and
WHEREAS, from that day forward, Americans have prayed as a means of uniting, guiding, and healing. In times of hardship and tragedy, and in periods of peace and prosperity, prayer has provided reassurance, sustenance, and affirmation of common purpose; and WHEREAS, the National Day of Prayer is a tradition in this country dating back to 1775; and WHEREAS, at a time in our nation's history when the power of prayer is needed more than ever, it is fitting that individuals come together in the community to publicly demonstrate their faith in the power of divine intercessions; and
WHEREAS, in 1988, the first Thursday in May was pennanently chosen as National Day of Prayer; and
WHEREAS, the National Day of Prayer belongs to all Americans. It is a day that transcends differences, bringing together citizens from all backgrounds.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Redlands does hereby proclaim May 1, 2025, as the National Day of Prayer and urges all citizens to observe this day in keeping with their personal beliefs.

IN WITNESS WI-IEREOF, we hereunto affix our signatures and Official Seal of the City of Redlands on this I5 th day of April 2025.

Mario Saucedo, Mayor
Attest:

Jeanne Donaldson, City Clerk
City Council Meeting I. 4.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8680 approving the City Council Member Reference Handbook (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 adopt Resolution No. 8680.

RECOMMENDATION:

It is recommended that the City Council adopt Resolution No. 8680 approving the City Council Member Reference Handbook.

DISCUSSION:

The creation of a City Council Reference Handbook (“Handbook”) began as part of a new onboarding experience for all city staff. Although new council members are typically introduced to the executive staff and receive overviews of the municipality's function, there was no existing comprehensive resource for new council members.

The intention of the Handbook is a compilation of existing laws, policies and practices of the City Council to serve as an orientation tool for new City Council members and as a reference manual with information concerning the municipality's governing structure, department functions, communications between city staff and elected officials, as well as the expectations of the City Council, City Manager, and City Attorney. The Handbook is a collection of City Council practices, policies and ordinances relevant to the roles and responsibilities of City Council members, as well as state laws pertaining to legislative bodies and elected officials, such as the Ralph M. Brown Act and the Political Reform Act of 1974.

The Handbook is not all-inclusive, nor does the city intend for it to supersede The Handbook is not all-inclusive, nor does the city intend for it to supersede any local, state, or federal law. The Handbook is an evolving document, and may be amended as needed.

ALTERNATIVES:

The City Council may choose not to approve the Handbook.

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
Carl Baker, Public Information Officer
PREPARED BY:

Jennifer Macias, Management Analyst
Fiscal Impact
Discussion:

There is no fiscal impact of adopting Resolution 8680.

Attachments
Resolution No. 8680
Exhibit A - City Council Reference Handbook 2025 2
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RESOLUTION NO. 8680

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

ADOPTING THE CITY COUNCIL MEMBER REFERENCE HANDBOOK

WHEREAS, a City Council Reference Handbook (“Handbook”) has been developed to consolidate currently adopted practices and policies that facilitate and guide the City Council’s performance of its duties as the legislative body of the City; and

WHEREAS, the Handbook serves as a resource for council members, to assist City Council Members in understanding their roles, responsibilities, and the procedures for carrying out their duties; and

WHEREAS, the Handbook can serve as an effective reference guide for city staff ensuring that staff can effectively support and administer the City Council’s day-to-day work for the Redlands community; and

WHEREAS, if a provision of this Handbook conflicts or is inconsistent with the Redlands Municipal Code, or State or Federal law, the Code, or State or Federal law shall govern; and

WHEREAS, by this Resolution, the City Council wishes to adopt the Handbook as purposed herein.

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

Section 1. The City Council of the City of Redlands does hereby adopt the City Council Member Reference Handbook attached hereto as Exhibit “A”.

Section 2. As the City of Redlands’ administrative head pursuant to Section

2.04.060 of the Redlands Municipal Code, the City Manager may cause the City Council Member Reference Handbook to be updated as needed without further action by the City Council of the City of Redlands as long as the changes are consistent with the overall intent of the policy to be amended or to align with changes to the Redlands Municipal Code, State or Federal law.

Section 3. The City Council may amend the City Council Member Reference Handbook by resolution or minute action.

[SIGNATURE ON THE NEXT PAGE]

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ADOPTED, SIGNED AND APPROVED THIS 15th day of April, 2025.

Mario Saucedo, Mayor

ATTEST:

Jeanne Donaldson, City Clerk

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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 15th day of April, 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

__________________________________
Jeanne Donaldson, City Clerk

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EXHIBIT A

CITY COUNCIL MEMBER REFERENCE HANDBOOK
City ofRedlands
City Council Handbook

City of Redlands
City County Handbook 20252
Introduction 7 1. Governance 9 Governmental Structure 9 1.1 City of Redlands Municipal Code 10 1.2 City of Redlands Administrative Policy Manual 10 1.3 Appointment of City Manager and City Attorney 10 1.4 City Council/City Manager Mutual Expectations 12 1.5 Organizational Chart 15 2. Council Organization & Duties 17 2.1 Newly Elected Members 17 2.2 Appointment of Mayor and Mayor Pro Tempore 17 2.3 Meeting Duties of Mayor and Mayor Pro Tempore 18 2.4 Seating Order 18 2.5 Representation at Ceremonial Functions 18 2.6 City Council Recognition 18 2.7 Execution of City Documents 22.8 Annual Events 2 3. Council Administration2 3.1 Ethics Training 2 3.2 Political Reform Act of 1974 2 3.3 The Brown Act 3.4 Sexual Harassment Prevention Training and Education 3.5 Salaries and Benefits City of Redlands
City County Handbook 20253
Travel and Expense Reimbursement 3.6 4. Conducting City Council BusinessTime and Place of Meetings 4.1 Attendance/Quorum 4.2 Best Practices of Civility and Civil Discourse 4.3 Agendas 4.4 Agenda Order 4.5 Council Action Items 4.6 4.7 Addressing the City Council 4.8 City Council Meeting Disruptions 4.9 Televised and Web Streamed Meeting Coverage 5. Communications 5.1 General Communications 5.2 Use of City Seal and City Logo 5.3 Processing and Delivering of City Council Mail 5.4 Written Correspondence 5.5 Legislative Communications 5.6 Speaking Engagements 5.7 Media Relations 5.8 Citizen Inquiries 5.9 Complaints Regarding Performance of Staff 5.10 Communications with Staff 5.11 Handling of Litigation/Confidential Information City of Redlands
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5.12 Protocol for Communications with Project Applicants 5.13 Electronic Communications using Personal Devices 6. Commissions/Committee/Boards 6.1 Council Member Appointments to Local and Regional Boards, Commissions, and Committees 6.2 Description/Duties of Regionally Significant Boards and Committees 6.3 Appointment of Primary Voting Delegate and Alternate to National League of Cities and/or League of California Cities Annual Conferences 6.4 City Commissions/Committees/Boards 6.5 Community Organizations 7. City Departments 7.1 7.2 Human Resources 7.3 Development Services Department 7.4 Facilities & Community Services Department 7.5 Fire Department 7.6 A.K. Smiley Public Library 7.7 Management Services/Finance Department 7.8 Municipal Utilities & Engineering Department 7.9 Police Department List of Appendices City of Redlands
City County Handbook 20255
Mission Providing superior services to elevate the quality of life, to cultivate community and encourage a thriving economy while preparing for the future. Vision In Redlands, we envision a connected, conscientious, safe community with a small town feel in which all people and businesses thrive. City of Redlands City County Handbook 20256
Introduction The City Council Handbook is meant to serve as a reference document for City Council Members. The objective is to provide comprehensive orientation information for new City Council Members, and to compile and maintain operational practices for the entire Council. The guidelines and protocols set forth herein are intended to support the inherent power and general legal authority of the City Council. A majority of the Council Members may vote to waive any of the protocols herein if they deem that there is good cause to do so based upon particular facts and circumstances. The policies shall be amended by a majority vote of the City Council and may be state, and local law.

City County Handbook 20257
City of Redlands
City County Handbook 20258

1. Governance1.1 Governmental Structure The City of Redlands is a general law city incorporated in 1888. Pursuant to California Government Code section 34851 et seq., and Redlands Municipal Code 2.04.010, the Office of the City Manager was established, thereby creating a council-manager form of government. (Ord. No. 2893, (2019)). The council-manager form of government is a system of local government that combines the political leadership of elected officials in the form of a mayor and city council with the professional managerial experience of an appointed local government manager. In council-manager governments, the mayor and council members are the leaders and policy makers elected to represent various segments of the community and to concentrate on policy issues that are responsive to citizens' needs and wishes The CityManager is appointed by the City Council to oversee the daily operations of the municipality. The City Council consists of five representatives chosen by the constituency of their respective districts. The City Council shall choose one of its members as Mayor, and one of its members as Mayor pro tempore pursuant to a process set forth by separate resolution of the City Council. (Reso. No. 8508, (2024)). The Mayor presides over meetings of the Council, City County Handbook 20259
and votes as a Member of the Council, but has no veto power. The Mayor and Council set policy, enact legislation, and adopt the budget under which the City operates. 1.2 City of Redlands Municipal Code The City of Redlands is a general law city. The City Council must act within the framework of limitations and procedures established by State Law. Local laws are established by Ordinance and are set forth in the Redlands Municipal Code. The Redlands Municipal Code contains the regulatory, penal and administrative laws of general application to the City. These laws are enforceable by the City, and violations thereof can constitute a misdemeanor or an infraction. Other directives and policies of the City Council are recorded in Council Ordinances, Resolutions or by direction of the City Council at a council meeting as voted and recorded in the meeting minutes. 1.3 City of Redlands Administrative Policy Manual The Administrative Policy Manual consolidates all administrative policies and procedures of a general or inter-departmental nature into one City document. Administrative regulations meet the following criteria: 1) are directed toward an ongoing City process or procedure; 2) are limited to one major subject area; and 3) are applicable to more than one City department. Administrative regulations are issued from the City Administrative Policy Manual will be provided to City Council members at their request. 1.4 Appointment of City Manager and City Attorney City Manager The City Manager shall be appointed by the City Council solely on the basis of his/her executive and administrative qualifications and ability and shall hold office at the pleasure of the City Council. The City Manager reports directly to the City Council. Absence: In case of the absence or disability of the City Manager, the City Council may designate a duly qualified person to perform the duties of the City Manager. (Ord. No. 2893, (2019)). Orders and Directions From Council: Individual City Council members shall deal with the administrative services of the City only through the City Manager, except for the purpose of inquiry to subordinate employees; and the individual City Council members shall not give orders to any subordinate of the City Manager. (Ord. No. 2893, (2019)).

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Employment Agreement and Compensation: The City Manager shall be employed pursuant to written agreement, approved by the City Council, which shall provide for the City Manager's compensation, including the provisions required by Government Code sections 53243 through 54243.4 and Government Code section 53260, as such provisions may be amended from time to time, and specify such other duties and responsibilities of the City Manager in addition to those specified by this chapter. (Ord. No. 2893, (2019)). Powers: In addition to his general powers as administrative head, and not as a limitation thereon, it shall be his/her duty and he/she shall have the power: A. Enforcement Of Laws, Agreements: To see that all laws and ordinances ofthe City are duly enforced, and that all franchises, permits and privileges granted bythe City are faithfully observed;B. Departments: To control, order and give directions to all heads of departments,subordinate officers and their respective staffs, except elective officers and theirrespective staffs, and to conduct studies and effect such administrativereorganization of offices, positions or units under his direction as may be indicatedin the interest of efficient, effective and economical conduct of the City's business;C. Appointments; Removals: To appoint and dismiss all subordinate appointive officersand employees, except the City Attorney; provided, however, thatthe City Manager shall consult with the City Council prior to, and as a condition of,the appointment of any department director. If the Offices of City Clerkand City Treasurer are made appointive, appointments to such offices shall bemade by the City Council unless the City Council vests such appointing authority inthe City Manager by ordinance;D. Council Meetings: To attend all meetings of the City Council unless excusedtherefrom by the City Council;E. Ordinances: To recommend to the City Council for adoption such measures andordinances as the City Manager deems necessary or expedient;F. Financial Advice: To keep the City Council at all times fully advised as to thefinancial conditions and needs of the City;G. Budget: To prepare and submit to the City Council the biennial budget;H. Purchases: To purchase or cause to be purchased all supplies for all of thedepartments or divisions of the City;I. Investigations: To make investigation into the affairs of the City, and anydepartment or division thereof, and any contract, or the proper performance ofany obligations of the City; City of Redlands
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J. Complaints: To investigate all complaints in relation to matters concerning theadministration of the City government and in regard to the service maintained bypublic utilities in the City, and to see that all franchises, permits and privilegesgranted by the City are faithfully performed and observed;K. Property: To exercise general supervision over all public buildings, public parks andother public property which are under the control and jurisdiction ofthe City Council;L. Supervision: To supervise, in general, the operation of all departments of the City;M. Other Duties: To perform such other duties and exercise such other powers asmay be delegated to him from time to time by ordinance or resolution ofthe City Council;N. Departmental Cooperation: It shall be the duty of all subordinate officers to assistthe City Manager in administering the affairs of the City efficiently, economicallyand harmoniously. (Ord. No. 2893, (2019)).City Attorney The City Attorney is appointed by and reports directly to the City Council and is responsible for planning, organizing, directing, and reviewing the services of the City departments, and various City boards and commissions. The City Attorney ensures that decisions are made and policies are formulated with consideration and appreciation for possible legal consequences. The City Attorney, with the consent of the City Manager, may enter into professional services contracts for the retention of special legal counsel to the City, consultants having expertise in the subject matter of the litigation, expert witnesses, appraisers and other persons with specialized knowledge without the prior approval of the City Council. Such contracts shall be executed by the Mayor, the Mayor Pro Tempore, or any member of the City Council in such order of availability. (Ord. No. 2797, (2014)). To the extent the contracts are disclosable public records under the California Public Records Act contained in Government Code section 7920.000, et seq., such contracts shall be filed with and maintained in the Office of the City Clerk. (Ord. No. 2797, (2014)). 1.5 City Council/City Manager Mutual Expectations The following expectations have been agreed upon by the City Council and City Manager regarding their respective roles for the successful operation of the Council/Manager form of government. They serve as a general framework to foster a constructive working City of Redlands
City County Handbook 202512
relationship and provide new Council Members an overall outline of how the Council/Manager form of government shall operate. They may also serve as a basis for discussion to resolve potential concerns or when changes in the expectations are desired. Expectation of City Manager A. Promote a high level of customer service to be provided by the organization.B. Clearly communicate to the City Council the operational impacts of policydecisions and direction.C. Deal with the City Council, staff and community in a transparent and honestmanner at all times.D. Be responsive to Council direction and needs and keep Council Members informedof key issues, activities and ensure that there is adequate follow-up to requests.Take necessary steps to avoid surprises for the City Council in public.E. Provide information equally to all Council Members.F. Provide complete information regarding an issue or item. Never manipulateinformation in order to promote one viewpoint.G. Ensure staff reports include alternatives, potential impacts of each alternative andH.I. Seek community input in planning activities on issues impacting the public and makeevery effort to develop a consensus on issues in which there are differingviewpoints.J. Demonstrate and insist from all staff the highest level of ethics and integrity.K. Be an active and visible member of the community.L. Be an effective problem solver.M. Provide strong leadership in the organization, but also promote participation andN. Promote professional development of staff in the organization.O. Be accessible.Expectations of the City Council A. Recognize that the City Council is governed by the open meeting laws of the Ralph City of Redlands
City County Handbook 202513
M. Brown Act and direction is given only as a convened body. Share opinions andviews, but refrain from providing direction without the participation of the full CityCouncil. Do not individually attempt to influence the decisions orrecommendations of staff.B. Conclude discussions requiring staff follow-up or action with specific directionagreed upon by the City Council.C. Make an effort to let staff know concerns and questions prior to public meetings sostaff can be prepared to respond.D.appearances of impropriety.E. Direct questions or requests for information to the City Manager or DepartmentDirectors only. Make requests that will require staff to prepare information to theCity Manager.F. Treat staff in a respectful manner at all times. Recognize good work by staff.Communicate any concerns involving staff to the City Manager. Refrain fromcriticizing staff in public.G. Prevent disagreements with each other, the City Manager or staff from becomingpersonal. Commit to and support team building efforts when necessary andappropriate.H. Provide feedback on an ongoing basis.I. In addition to ongoing communications, meet individually with the City Manager atleast monthly for Council Members and twice a month for the Mayor.J. Seek and provide honesty, directness and openness.K. Immediately communicate to the City Manager any items that are perceived not tobe handled in accord with these expectations.L.

City of Redlands
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Organizational Chart
City of Redlands
City County Handbook 202515
City of Redlands
City County Handbook 202516

2. Council Organization & Duties2.1 Newly Elected Members Newly-elected Council Members are sworn into office generally at a meeting in December following a regular municipal election. Immediately upon election (even before being sworn into office), newly-elected Council Members are subject to the provisions of the Ralph M. Brown Act. 2.2 Appointment of Mayor and Mayor Pro Tempore Per Resolution No. 8508 adopted December 17, 2024, 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 by way of council member nomination. The terms of office of the Mayor and Mayor Pro Tempore shall be for (2) years. In the event of the terms of the Council member are shortened or extended, as a result of any change in the election date for City Council members, the terms of the Mayor and Mayor Pro Tempore shall be City Council shall meet and select one of its members to serve as Mayor and one of its City County Handbook 202517
extended until the next municipal election. The Mayor and Mayor Pro Tempore shall hold office, at the pleasure of the City Council, from the date of their selection and until their successors are chosen. 2.3 Meeting Duties of Mayor and Mayor Pro Tempore The Mayor shall preside at the meetings of the Council and shall preserve order and decorum at all regular and special meetings of the City Council. The City Council will honor the role of the Mayor in maintaining order and decorum of the meeting. If the Mayor is absent or unable to act, the Mayor Pro Tempore shall serve until the Mayor returns or is able to act. In the absence of the Mayor and Mayor Pro Tempore, the City Clerk shall call the Council to order, whereupon a temporary Chairperson shall be elected by the members of the City Council present. 2.4 Seating Order Following the City Council reorganization, the Mayor shall designate the seating order 2.5 Representation at Ceremonial Functions The Mayor shall represent the City Council at ceremonial functions. The Mayor may, at their own discretion, ask the Mayor Pro Tempore or another Council Member to represent the Council at the function. Voluntary attendance at ceremonial functions by Council Members is encouraged. 2.6 City Council Recognition plaques and other tangible tributes or honors signed or issued by the Mayor on behalf of the or achievements or to honor special occasions, events, celebrations and business openings. (Reso. No. 8663, (2025)). General Provisions All forms of recognition are signed solely by the Mayor on behalf of the entire City Council. The sponsoring Council Member will present recognition on behalf of City Council, except when absent, then the Mayor or Mayor Pro Tempore, will perform the duties. Commissioners/Board Members/Committee members may not issue any official recognition on behalf of the City or in their official capacity as commissioners or members of any board or City of Redlands
City County Handbook 202518
committee. Recognition may only be issued where there is a clear nexus or connection to the community of Redlands. Recognitions, when applicable, will only be presented at one City Council meeting. Recognition will not be issued for campaigns or events contrary to city policy, matters of politics, or for personal ideological or religious beliefs. (Reso. No. 8663, (2025)). Proclamations: A. Proclamations are official documents of the City Council signed by the Mayor,approved by the City Council, and prepared to commemorate or create awarenessof a special occasion, event, issue, individual or organization.B. Proclamations are placed on the agenda for City Council approval and oftenpresented at City Council meetings.C. Proclamations constitute endorsement by the City and should be viewed as suchwhen being considered.D.E.weeks ahead of the scheduled City Council meeting for which the proclamation isbeing requested for Council consideration.F.-G.H. (Reso. No. 8663, (2025)).Certificates: A. Certificates are official documents of the City Council bearing the signature of theMayor on behalf of the City Council. Certificates may be presented at City Councilmeetings or at offsite events without formal City Council approval.B. Requests for certificates must be approved by the Mayor.C.they are needed.D.create the certificate(s) and make it/them available for presentation.E. Certificates may be awarded to recognize events and achievements including, butnot limited to:

City of Redlands
City County Handbook 202519
Special events such as conferences, conventions, seminars, and professionalcelebrations.Milestones, achievements and celebrations.Academic achievements (individual, group or team). Athletic achievements(individual, group or team).Acts of volunteerism or service. Recognition of dignitaries or legislatorsrepresenting the City.Honorable completion of office by an elected official or appointed advisorygroup member.New business: grand openings and ribbon cuttings.certificate. (Reso. No. 8663, (2025)).Awards and Plaques: A. Awards or plaques may be presented in order to recognize events andachievements of greater significance, including but not limited to:Significant acts of volunteerism or service to the community.Individual or organization achievement or service benefiting the City ofRedlands by board members or executive officers.plaque or award.B. Awards or plaques may be presented at City Council meetings or at offsite eventswithout formal City Council approval.C. Requests for awards or plaques must be approved by the Mayor.D.are needed.E.create the plaque(s)/awards(s) and make it/them available for presentation. (Reso.No. 8663, (2025)).In memory of: A meeting may be adjourned in memory of an individual at the direction of the Mayor or a member of the City Council. The announcement will be made following roll call.

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2.7 Execution of City Documents Per Chapter 2.15 Execution of Documents in the Redlands Municipal Code: A. All demands drawn on the city treasurer, all written contracts and conveyancesmade or entered into by the City, and all instruments requiring the City seal maybe signed by the Mayor, the Mayor Pro Tempore, or any member of the CityCouncil in such order of availability. (Ord. No. 2797, (2014)).B. Notwithstanding subsection A of this section, to facilitate the daily operations ofthe City, the City Council may, from time to time, by resolution or minute action,authorize the City Manager, or the City Manager's authorized designee, to executecontracts and other written instruments and authorizations on behalf of the City.(Ord. 2797, (2014)).2.8 Annual Events There are a number of annual events that the Mayor and Council Members may attend or participate in, including but not limited to the following: Downtown Christmas Tree Lighting Event Community Center Christmas Block Party PD Heroes and Helpers Event PD Welcome Aboard, Promotional, and Award Ceremonies Volunteer Celebration Senior 5K and Health Fair PD Coptober City Halloween Celebration Community Day of Service Civics Day Juneteenth Celebration City of Redlands
City County Handbook 202521
City of Redlands
City County Handbook 202522

3. Council Administration3.1 Ethics Training California Government Code Section 532.35 requires that specified local agency officials receive at least two (2) hours training in ethics every two years. Local agency officials include City of Redlands elected officials. In addition, any newly elected or appointed local agency official must receive two (2) hours of ethics training within one year of taking the oath of office and once every two years thereafter. Ethics training is available through the City 3.2 Political Reform Act of 1974 The Political Reform Act of 1974 provides for 1) the comprehensive regulation of campaign financing, contributions and expenditures by candidates and ballot measure committees; 2) regulates lobbyists financial disclosures and lobbying activities; and 3) it sets out ethical rules for state and local government officials that imposes strict limits on decisions or votes that affect the official's financial interests, including an official's interests in business entities, sources of income and real property. (Government Code, Sections 81000-91015) City County Handbook 202523
Conflict of Interest - General Provisions of the Law The Political Reform Act of 1974 regulates conflicts of interest of state and local government officials through public disclosure and prohibition (recusal) from participation in decisions, which constitute conflicts of interest under the Act. The Fair Political Practices Commission is the state agency that enforces the Political Reform Act. Council Members must disqualify themselves from making or participating in making or influencing any governmental decision that will have a foreseeable material financial effect on any economic interest of the Council Member or certain family members. Government Code Section 87105 states that a Council Member who has a conflict of interest upon identifying a conflict of interest or a potential conflict of interest and immediately prior to the consideration of the matter must do all of the following: A. Publicly identify the financial interest. This must be done in enough detail for thepublic to understand the financial interest that creates the conflict of interest.Note: Residential street addresses do not have to be disclosed.B. Recuse yourself from both the discussion and the vote on the matter. You mustrecuse yourself from all proceedings related to the matter.C. Leave the meeting room until the matter has been completed. The matter isconsidered complete when there is no further discussion, vote or any other action.Exception If the matter is on the consent calendar, the council member must public identify their financial interest, but does not have to leave the room. Exception: Under limited circumstances, if the council member wishes may do so as long as they have complied with the disclosure and recusal requirements, left the meeting room and make their comments during the time the public makes its comments. Comments are limited to the matter only as it relates to the council public comment on a matter in which recusal is required. The Political Reform Act and its regulation are complex and depend heavily on the facts of each situation. Please consult with the City Attorney's Office if there are any questions regarding the ability to participate in a decision before the City Council. Government Code Section 1090 Government Code Section 1090 applies only to City contracts in which a public official has a financial interest. The financial interests covered by Government Code Section Section1090 are different from those in the Political Reform Act. Having an interest in a contract may preclude the City from entering into the contract at all, even if the individual City of Redlands
City County Handbook 202524
recuses him or herself from the decision. In addition, the penalties for violating Government Code Section1090 are severe and include criminal consequences and a ban from holding public office. If a Council Member believes that he or she may have any financial interest in a contract that will be before the Council, the member should immediately seek advice from the City Attorney and/or the Fair Political Practices Commission. Gifts person or organization whether the gift be financial support, loans, event tickets or passes, meals, etc. The Fair Political Practices Commission imposes a limit on the amount an official may accept in a calendar year. Moreover, gifts may need to be reported and may present a conflict of interest when considering and/or voting on projects or issues brought before the City Council by the donor of the gift. Event Tickets Pursuant to City Council Resolution No. 6894, tickets (as defined in section 18944.1 of Title 2 of California Code), and passes are not considered gifts to public officials if the City distributes the tickets and passes in accordance with the adopted resolution. Legal Advice interpretation of State laws and regulations on conflict matters, such advice is solely an interpretation of the law. The only authority that can provide binding interpretations and possible immunity from civil or criminal liability on such matters is the Fair Political Practices Members to seek assistance) in formulating questions for the Commission, since the quality and utility of the response from the Commission is normally dependent upon how the question is posed. It is also important to keep in mind that the City Attorney represents the City and City Council as a whole and not individual Council Members. FPPC Filing Requirements Elected officials file a Statement of Economic Interest (Form 700) to disclose certain investments, interests in real property, sources of income, gifts, loans and business positions within 30 days of assuming office; annually by April 1, covering the previous calendar year or from the last filing period, as required; and within 30 days of leaving office. Certain City commission members and designated City employees are also subject to this disclosure requirement.

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Form 460 is filed semi-annually in January and July; Form 470 is filed annually in July as required by the FPPC. During an election year, candidates running for office have to meet additional filing requirements. 3.3 The Brown Act The Ralph M. Brown Act is the state open meetings law which provides that all meetings of a legislative body, whether meetings of the City Council or its appointed advisory bodies, shall be open and public and all persons shall be permitted to attend. Notices of regular meetings must be made 72 hours prior to the meeting. Special meetings may be called by the Mayor or a majority of the City Council and must be noticed 24 hours prior to the time of the meeting. The Open & Public Guide to the Ralph M. Brown Act will be provided to all Council Members upon assuming office. 3.4 Sexual Harassment Prevention Training and Education State law requires that elected officials who receive any type of compensation, salary, or stipend from a local agency receive at least two hours of sexual harassment prevention training and education within the first six months of taking office, and every two years thereafter (Government Code Sections 53237-53237.5). 3.5 Salaries and Benefits As set forth in the Redlands Municipal Code Section 2.02.040, members of the City Council shall be compensated according to the following schedule: A. When the population of Redlands is up to and including thirty five thousand(35,000) in population, three hundred dollars ($300.00) per month;B. When the population of Redlands is over thirty five thousand (35,000) up to andincluding fifty thousand (50,000) in population, four hundred dollars ($400.00) permonth;C. When the population of Redlands is over fifty thousand (50,000) up to andincluding seventy five thousand (75,000) in population, five hundred dollars($500.00) per month;D. When the population of Redlands is over seventy five thousand (75,000) up to andincluding one hundred fifty thousand (150,000) in population, six hundred dollars($600.00) per month. (Ord. No. 2953)).

City of Redlands
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(The population of the city shall be determined either by the last preceding federal census, or by any subsequent census, or by an estimate validated by the state of California Department of Finance. (Ord. No. 2953, (2023)). council members may be increased beyond the amount provided in section 2.02.030 of this chapter by an ordinance, or by an amendment to an ordinance, but the amount of the increase may not exceed an amount equal to five percent (5%) for each calendar year from the operative date of the last adjustment of the salary in effect when the ordinance, or ordinance amendment, is enacted. No salary ordinance shall be enacted or amended which provides for automatic future increases in section 2.02.030, and notwithstanding any other provision of this chapter, the compensation of city council members shall be fourteen hundred dollars ($1,400.00) per month, commencing with the first full City pay period after January 1, 2023. (Ord. 2953, 2023)). 3.6 Travel and Expense Reimbursement It is the policy of the City of Redlands to reimburse Council Members for reasonable and necessary expenses incurred in connection with approved travel on behalf of the City. The City strongly encourages Council Members to book travel in advance and to utilize travel discounts when making travel arrangements. Council Members seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or the appearance of impropriety. (Reso No. 7938) Reimbursement is allowed only when reimbursement has not been, or will not be, received from other sources. If a circumstance arises that is not specifically covered in this travel policy, then the most conservative course of action should be taken. Travel includes: attendance at workshops, seminars, conventions, conferences, or other meetings of interest to the City. Reimbursement requests for travel expenses are submitted on an Expense Reimbursement Claim form signed by the designated approval authority and accompanied by the following (if applicable): Approved Training and Travel Request Form;Itemized expense receipts;Internet map showing route and miles traveled;Event brochure or flier;GSA Meals & Incidentals Breakdown for destination; andListing of prepaid travel expensesThese forms must be submitted to the Finance Division within 60 days after the travel is completed. Forms not submitted within this time frame require exception approval from the Management Services Director or City Manager or their designee. Reimbursement of travel City of Redlands
City County Handbook 202527
expenses is based on documentation of reasonable and actual expenses supported by the original, itemized receipts. The City will reimburse travel expenses for the most efficient and economical mode of transportation. International and out-of-state travel require prior approval by City Council. (Reso No. 7938) Per Resolution 7938, at the council meeting following conferences and meetings attended by report, either verbally or by written report. Notice of the report shall be agendized. City of Redlands City County Handbook 202528

4. Conducting City Council BusinessThe City Council meetings shall be governed by the procedures provided for in this handbook, with the exception of any special rule adopted by the City Council, or as otherwise provided by state statute. The City Attorney is designated as the parliamentarian for City absence. 4.1 Time and Place of Meetings Regular meetings of the City Council shall be the first and third Tuesday of each month at five o'clock (5:00) P.M. in the council chambers, Civic Center, 35 Cajon Street, Suite 2, Redlands, California. If any such regular meeting falls on a legal holiday, the meeting shall be held on the next city business day. (Ord. 2953, (2023)). A special meeting may be called at any time by the presiding officer (Mayor) or by a majority of the City Council. The Council may adjourn any regular, or special meeting, to a time and place specified in the order of adjournment pursuant to the procedures set forth in the Brown Act.

City County Handbook 202529
A regular meeting may be cancelled by a majority vote of the Council or when there is lack of a quorum. Historically, it has been the practice to cancel the regular meetings in August so the City Council and staff can coordinate vacation time during the summer months. In addition, the City Council generally cancels the first regular meeting in January due to the holidays and related City office closures. The order of business for the City Council shall be as arranged by the City Manager, except for matters set at a specific time by the Council. 4.2 Attendance/Quorum Council Members acknowledge that attendance at lawful meetings of the City Council is part of their official duty. Council Members shall make a good faith effort to attend all such meetings. Council Members will notify the City Manager or City Clerk if they will be absent from a meeting. Three members of the City Council shall constitute a quorum and shall be sufficient to transact business. If less than three appear at a regular meeting, the Mayor, Mayor Pro Tempore in the absence of the Mayor, any Council Member in the absence of the Mayor and Mayor Pro Tempore, or in the absence of all Council Members, the City Clerk, or his/her designee, shall adjourn the meeting to a stated day and hour or cancel the meeting due to the lack of a quorum. Exceptions under AB 2449 In September 2022, California Governor Gavin Newsom signed California Assembly Bill 2449 (AB 2449). When implemented in January 2023, AB 2449 authorized a local agency to use teleconferencing without complying with the traditional teleconferencing requirements of the Brown Act which state: 1. Each teleconference location be identified in the notice and agenda; and2. Each teleconference location be accessible to the public.On February 13, 2023, City Council authorized the continued use of Zoom for City Council and Planning Commission meetings, and authorized all other commissions, boards, and committees to follow traditional Brown Act teleconferencing rules. The traditional Brown Act teleconferencing requirements may only be waived provided that at least a quorum of the members of the legislative body participate in person from a singular physical location clearly identified on the agenda, and that that location be open to the public and situated within the Until AB 2449 expires on January 1, 2026, members of the legislative body are City of Redlands
City County Handbook 202530
Just Cause and Emergency Circumstances Definitions & Procedures Just Cause is defined as the following: Childcare or caregiving of a child, parent, grandparent, grandchild, sibling, spouse, ordomestic partner that requires a Council Member to participate remotely.A contagious illness that prevents a member from attending in person.A need related to a physical or mental disability.Travel while on official business of the City or another state or local agency.To participate under the Just Cause exception, the Council Member must notify the Council at the earliest opportunity of the need to participate remotely and provide a general explanation as to which of the aforementioned categories is requiring their remote participation. The Just Cause exception may only be invoked twice in a calendar year. Emergency Circumstances is defined as a physical or family medical emergency that prevents a Council Member from attending in person. Under the Emergency Circumstances exception, the Council Member must notify the Council at the earliest opportunity and provide a brief description of the need to teleconference under Emergency Circumstances. The Council must take a formal action approving the request. If the request does not allow for the item to be placed on the agenda, the Council may take action on the matter at the beginning of the meeting by majority vote. AB 2302, in effect as of January 1, 2025, revised the limits for the number of times teleconferencing may be used under either circumstance based on the number of meetings the legislative body holds each month. Under AB2302 the legislative body may teleconference up to five (5) times per year, if the body meets three or more times per month. For the City Council to operate within the parameters of AB 2449 and the teleconferencing requirements contained therein, council members must additionally adhere to the following: Participate through both audio and visual technology.

City of Redlands
City County Handbook 202531
Council Members participating remotely must publicly disclose at the meeting andbefore any action has been taken if an individual 18 years or older is present in thetelecommunication location and what the relationship is to that person.4.3 Best Practices of Civility and Civil Discourse The City Council shall promote the use of and adherence to the principles of civility and civil discourse in conducting business with appointed and elected officials, staff, and citizens. Council Members may ask a question for clarification, make an announcement, or report briefly on his or her activities. Council Members may also request staff to report back to the Council at a subsequent meeting concerning any matter or request that staff place a matter of business on a future agenda. Proper action will be taken by staff. 4.4 Agendas The purpose of the agenda is to provide a framework within which Council meetings can be conducted and to effectively implement the approved Council Goals, Long Term Financial Plan and Budget, Critical Needs Action Plan and also work programs, objectives, and business of the City as established by the City Council. Agenda items may also include, but not be limited to, recommendations to the City Council from advisory bodies, public hearings for land use and zoning actions or appeals, awarding bids, contracts, agreements, and adoption of resolutions and ordinances establishing various City regulations or policies. Agenda items will be within the policy context established by the Council, the scope of existing work programs, and within the jurisdiction of the City. For items that are of a regional, State, or Federal nature, including but not limited to proposed legislation, the item may be placed on the City Council agenda if it meets any of the following criteria: A. Items that will result in any direct significant financial impact to the City; Items thatinvolve new regulations, requirements or other impacts that will result in asignificant impact to staff workload or adversely impact Redlands businesses orcitizens;B. Items that will create or increase a fee, tax or other charge unique to Redlandsresidents.City Council agenda packet, including all reports, communications, ordinances, resolutions, City of Redlands
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contracts, documents that are available, or other matters to be considered by the City Council at the regular meeting, will be delivered to members of the City Council no later than 72 hours preceding the Tuesday Council meeting to which the agenda packet pertains. Agenda packets for special meetings will be delivered electronically to members of the City Council no later than 24 hours preceding the date and time set for the special meeting. Agendas shall be posted in a publicly accessible location at City Hall, 35 Cajon St. Redlands, and posted on the City website at www.cityofredlands.org 4.5 Agenda Order The order of the Regular Meeting Agenda is generally as follows: Call to Order Public Comment (Closed Session Items) Closed Session Reconvene City Council Meeting for Open Session Invocation and Pledge of Allegiance Closed Session Report Presentations Public Comment Consent Calendar Communications Public Hearings New Business Individual Council Member Announcements and/or Reports on Activities Adjournment 4.6 Council Action Items Staff Reports Each City Council agenda business item shall have a coordinating staff report prepared by the originating department. Staff reports are written specifically for the purpose of communicating information necessary for policy and decision-making and generally includes an abbreviated summary of action, impact on financial and personnel resources, recommended action, background, analysis of issues, alternatives, advantages, disadvantages, environmental review (if applicable), public notification City of Redlands
City County Handbook 202533
Ordinances Ordinances are the laws of a municipality. An ordinance generally prescribes some permanent rule of conduct that remains in force until the ordinance is repealed. Ordinances may only be passed at a regular meeting or at an adjourned regular meeting. Except for urgency ordinances, ordinances may not be passed at a special meeting. Ordinances generally take effect 30 days following the date of adoption. The following ordinances take effect immediately: 1) Ordinances relating to an election; and 2) urgency ordinances for the immediate preservation of the public peace, health, or safety, containing a declaration of the facts constituting the urgency, and passed by a four- fifths vote of the City Council. Resolutions A Resolution expresses City Council policy or directs certain types of administrative action and may be changed by a subsequent Resolution. Resolutions are generally effective on the date of adoption Agreements/Contracts Municipal government enters into contracts for many different types of goods and services. These contracts are usually written agreements that are legally binding upon the parties. Typically, agreements are entered into with the approval of the City Council or, if authorized, the City Manager. Minute Motion A minute action or motion is appropriate when: 1) the action is not of a penal nature or intended to be a local law; 2) an ordinance or resolution is not specifically required; or 3) a formal document reflecting the such action is in the form of minutes taken of the meeting at which the action is taken. Submitted Materials at Meetings are Public Record Any written correspondence or other materials, when distributed to all, or a majority of all, of the members of the City Council by any person in connection with a matter subject to discussion or consideration at an open public meeting, are disclosable public records under the California Public Records Act and shall be made available upon request without delay. Writings that are public records and that are distributed during a public meeting shall be made available for public inspection at the meeting if prepared by City staff or a member of the City Council, or after the meeting if prepared by some other person. All writings referenced herein shall be provided to and documented with a received/filed date by the City Clerk.

City of Redlands
City County Handbook 202534
Minutes Clerk, or their Deputy, shall attend and prepare minutes of all public meetings of the City ]. Minutes ready for Council approval shall be placed on the regular City Council meeting agenda and included in the Council packet. Minutes of Council meetings are available for review in the City Clerk's Office and online at www.cityofredlands.org. 4.7 Addressing the City Council Each person wishing to address the Council during a City Council meeting shall proceed to the podium upon invitation by the Mayor. Speakers shall be asked to voluntarily state their name for the record, but speakers will not be required to state their name as a condition of attendance or participation. Unless further time is granted by the Mayor, (unless overruled by a majority vote of the Council), the speaker shall limit their remarks to three (3) minutes unless special circumstances exist. All remarks shall be pertinent to the subject at hand. All remarks must be addressed to the Council as a whole and not to any Member individually. No questions shall be asked of a Council Member or member of City staff without the permission of the Mayor. In order to avoid repetitious presentations and delay in the business of the Council, whenever any group of persons wishes to address the Council on the same subject matter, it shall be proper for the Mayor to request a spokesperson be chosen by the group to represent its position. The Mayor may, in his or her discretion, grant additional time for a speaker that has been recognized or designated by a group to present comments on their behalf. After a motion has been made and seconded, or a public hearing has been closed, no member of the public shall address the Council from the audience on the matter under consideration without first securing permission to do so from the Mayor or a majority vote of the Council. 4.8 City Council Meeting Disruptions The following procedure and format will be used by the City Council to address disruptive persons at a Council Meeting: Section 403, and you are directed to be orderly and silent. Penal Code section 403 states that any person who, without authority of law, willfully disturbs or breaks up a lawfully convened meeting of the City Council is guilty of a misdemeanor. Continued disruption of this City Council meeting will result in your removal from the meeting by the officer present and you will not be permitted to return to Council Chambers for the duration of the meeting. In City of Redlands
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addition, any continued disruption of this meeting is grounds for your being arrested and If, after receiving a clear warning from the Mayor, the person persists in disturbing the meeting, the Mayor may order a brief recess of the Council to regain order. If the person persists in disturbing the meeting, despite having been previously warned, the Mayor may order him or her to leave the Council meeting. If the person does not depart the Council Chambers of his or her own volition, the Mayor may order any law enforcement officer who is on duty at the meeting to escort that person from the Council Chambers. The Chief of Police or the officer present shall carry out all orders and instructions given him/her by the Mayor for the purpose of maintaining order in the Council Chambers. Upon instructions from the Mayor, it shall be the duty of the Chief of Police or his/her representative to eject any person from the Council Chambers or place him/her under arrest or both. As set forth in the Brown Act (Government Code Section 54957.9), in the event that any meeting is willfully interrupted by a group or groups of persons so as to render the orderly conduct of such meeting unfeasible and order cannot be restored by the removal of individuals who are willfully interrupting the meeting, the members of the Council may order the meeting room cleared and continue in session. Only matters appearing on the agenda may be considered in such a session. Representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend any session held pursuant to this section. Nothing in the section shall prohibit the legislative body from establishing a procedure for readmitting an individual or individuals not responsible for willfully disturbing the orderly conduct of the meeting. Any person who willfully disturbs or breaks up a Council meeting may be arrested and charged with a misdemeanor, pursuant to California Penal Code Section 403. Penal Code 403 assembly or meeting that is not unlawful in its character, other than an assembly or meeting referred to in Section 302 of the Penal Code or Section 18340 of the Elections Code, is guilty 4.9 Televised and Web Streamed Meeting Coverage All regular City Council meetings held in the City Council Chambers are broadcast live website, and archived online for on-demand viewing. The purpose of televising and web streaming meetings of the Redlands City Council is to enhance the awareness and education of the general public regarding the actions and deliberations of the City Council. Council coverage is not to be edited or subjected to editorial comment.

City of Redlands
City County Handbook 202536
All regular City Council meetings shall be televised and web streamed, except for meetings or portions of meetings which are closed to the public, or when the Council directs otherwise. Cameras used shall be owned by the City and operated only by City employees or persons under contract with the City. Cameras shall be operated so that they are focused primarily on the officially recognized speaker or on Council as a body, and on any visually displayed information the speaker may be showing. To assure timely information for the public, Council meeting video will be placed on City of Redlands City County Handbook 202537
City of Redlands
City County Handbook 202538

5. Communications5. 1 General CommunicationA fundamental role of a Council Member is communication communication with the public to assess community opinions and needs communication with members of the L and, communication with the media to inform the public about the functions of government. Because the City Council functions as a body, i.e., acting on a majority vote, it is the public is so advised. To ensure that accurate City communications reach the public in a timely manner, the following shall apply. 5.2 Use of City Seal and City Logo The seal and logo are considered symbols of the authority and jurisdiction of the City and, as such, are valuable assets of the City and its citizens. The City seal and logo shall be used for official purposes only and according to policies and guidelines developed by the City Manager, or as authorized by the City Council. (Reso. No. 7938) City County Handbook 202539 Unauthorized use of the Official City Seal, City Logos, Badges and/or Patches for malicious, deceptive, fraudulent, or other unauthorized purposes in violation of this Chapter is declared to be a public nuisance and the City can abate or enjoin such use pursuant to the Redlands Municipal Code. Violation of this Chapter shall be an infraction or misdemeanor, as determined by the City Attorney. Nothing herein prevents the City from using any other available civil and/or criminal remedies allowed by law to protect the Official City Seal, City Logos, City Badge and/or Patch from improper or illegal use. (Ord. 2940, 2022) 5.3 Processing and Delivering of City Council Mail receive and open all mail addressed to the City Council, the Mayor and/or individual City Council Members. Said mail shall be opened and date stamped the day it was received. Letters addressed to the Mayor and/or individual City Council members will be copied to the full Council. Letters received which include issues directly related to a particular department shall be copied to the City Manager and the Department Director. Mail relating to a legal issue may also be forwarded to the City Attorney. Council Members may pick up their mail any time at City Hall. Notwithstanding mail that is time sensitive needing immediate attention, all other mail that is not picked up at City Hall will be delivered to the Council at every Council meeting. 5.4 Written Correspondence Members of the City Council will often be called upon to write letters to citizens, businesses or other public agencies. Typically, the Mayor will be charged with transmitting the members of the Council will often prepare letters for constituents in response to inquiries or to provide requested information. City letterhead is available for this purpose, and staff can assist in the preparation of such correspondence. On occasion, members may wish to transmit correspondence on an issue upon which the Council has yet to take a position or about an issue for which the Council has no position. In these circumstances, members should clearly indicate either in correspondence or verbally that they are not speaking for the City Council as a whole, but for themselves as one member of Council. City letterhead and office support may be utilized in these circumstances. After the City Council has taken a position on an issue, official correspondence should reflect this position. While members who may disagree with a position are free to prepare correspondence on such issues as private citizens, City letterhead, official Council title, and staff support should not be utilized. In addition, City letterhead and staff support cannot be City of Redlands
City County Handbook 202540
utilized for any personal or political purposes. (Reso. No. 7938) Council Members may use stationery, business cards, and other materials and articles printed by the City that include the Official City Seal, City Logos, Badges, and/or Patches only while acting within the scope of their office (Ord. No. 2940, 2022)). All Council Member correspondence using City letterhead shall be copied to the full Council, the City Manager, the City Attorney, and the City Clerk. In addition, all Council correspondence to public agencies in which the Mayor or Council Member identifies themselves as such, shall be copied to the full Council. Additionally, per Government Code section 8314(a): It is unlawful for any elected state or local officer, including any state or local appointee, employee, or consultant, to use or permit others to use public resources for a campaign activity, or personal or other purposes which are not authorized by law. or the improper use of public resources may cause liability to a person for a civil penalty not to exceed $1000 per day for each day the violation occurs. If two or more persons violate the section, they each can be jointly and severally liable for the violation and penalty. (GC 8314) Social Media: any communication relating to a matter within the subject matter jurisdiction of that agency that is made, posted, or shared by any other member of the legislative body. Government media by members of the legislative body. (See Brown Act Handbook) 5.5 Legislative Communications From time to time, the City is asked by the League of California Cities or other City-affiliated organizations to take a support or oppose position on a particular piece of legislation and/or proposal. When such a request is received, the matter shall be placed on the agenda and acted upon at the next regularly scheduled City Council meeting. When a request is received necessitating a more timely response in that action is required prior to the next regularly scheduled City Council meeting, the Mayor in his/her individual capacity may sign and submit the requested communication so long as the position is consistent with the position taken by the League and/or other City-affiliated organizations and previous positions, if any, taken by the City. A copy of the communication shall be provided to the City Council. 5.6 Speaking Engagements Council members may accept public speaking invitations.

City of Redlands
City County Handbook 202541
A Council Member may indicate that their individual position differs from that which was adopted. 5.7 Media Relations Typically, the Mayor is the designated representative of the Council to speak on official City positions. Individual Council Members may comment to the media but should be clear about whether their comments represent the official City position or a personal viewpoint. Generally, press releases shall be prepared and routed to the City Manager or his designee for approval before release to the media. Police and Fire responses to, and/or press releases regarding emergencies, may be reported directly to the media by the designated department spokesperson. 5.8 Citizen Inquiries Often a constituent will call a Council Member with a question or a complaint about a particular problem or issue. Sometimes the complaint is related to not understanding why a particular action is taken and sometimes it relates to how a service has been provided or not provided. The most effective way for staff to ensure citizens receive a response is for the Council Member to email the City Manager's office to relay the question or complaint. Staff will take the information, coordinate with the appropriate Department, follow up with the citizen directly or provide information back to the full Council, and/or both, whichever is preferred. 5.9 Complaints Regarding Performance of Staff Any concerns by a member of Council over the behavior or work of a City employee should be directed to the City Manager privately to ensure the concern is resolved. Council Members shall not reprimand employees directly, nor shall they communicate their concerns to anyone other than the City Manager. 5.10 Communications with Staff The City Council and its members, except for the purpose of inquiry, shall deal with administrative services solely through the City Manager, and neither the City Council nor any member thereof shall give orders to any officer or employee of the City under the supervision of the City Manager.

City of Redlands
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In regard to questions relating to agenda items, Council Members are encouraged to contact the City Manager to ask questions for clarification prior to the meeting at which time the subject will be discussed. 5.11 Handling of Litigation/Confidential Information Council Members shall keep all written materials and verbal information provided to position is not compromised. No disclosure or mention of information in these materials shall be made to anyone other than Council Members, the City Attorney, or City Manager. Council Members may not disclose information obtained in closed session unless authorized by a majority vote of the Council, or as otherwise required by law. 5.12 Protocol for Communications with Project Applicants The following are informal protocol guidelines and procedures regarding meetings between developers and City Council members to discuss upcoming projects. A. When meeting with developers/constituents on a pending project, there is always arisk of a serial meeting under the Brown Act. Serial meetings being those wherethere is a series of communications, of any kind, among a majority of members of alegislative body, directly or through intermediaries, to discuss, deliberate, or takeaction on any item of business that is within the subject matter jurisdiction of thelegislative body. A developer may become an intermediary who causes an illegalwith the Brown Act can aggravate this potential problem because they may expecta Council Member to be willing to commit to a position in a private conversation inadvance of a public hearing. Lastly, commitments to approve or disapprove aproject outside a public hearing may require a Council Member to recuse him orherself for pre-rights. Of course, Council Members are not legally required to meet withdevelopers or constituents regarding pending projects and may respectfully declinesuch meetings. A Council Member who chooses to accept such meetings withdevelopers or constituents related to projects which will be presented at a publichearing should adhere to the following guidance:a. State the ground rules up front. Ask if the developer/constituent has orintends to talk with other members of the Council about the same subject;if so, make it clear that the constituent should not share your commentswith other Council Members.

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b.Explain to the developer/constituent that you will not make a final decisionon a matter prior to the meeting. State law prevents me fromgiving you a commitment outside a meeting. I will listen to what you have to sayand give it consideration as I make up my mindc. Do more listening and asking questions than expressing opinions.d. If you disclose your thoughts about a matter, counsel the constituent not toshare them with other members of the City Council.e. If a constituent persists in offering information or sharing documents withyou but is unwilling to testify before the whole City Council, tell the personto put the information or documents on the record by sending an email orletter to City planning staff.f. Emails, letters and any documents you receive during communications withdevelopers or constituents related to a project pending before the CityCouncil should be sent to planning staff for review and/or inclusion in theCity Council packets.g. If you make a site visit with or without the applicant, or have discussionswith the developer or constituents about the project, you must disclose thatfact (and the contents of those discussions) on the record when the Mayoropens the public hearing on the project.B. If any materials are provided by an applicant, the council member should providethem to the City Manager, who will forward copies to each of the other membersof the City Council.C. A Council Member may make a request to the City Manager for staff to attend ameeting if desired. If staff attends, it should be communicated to the applicant thatstaff is present to answer any process or technical questions. It is not appropriatefor staff to participate in discussion regarding the merits of the project at such ameeting.D. While the meeting is an appropriate opportunity to ask questions and identifyissues, Council Members should refrain from stating how they intend to vote on aproject and should avoid making representation or commitments regarding futureactions. A vote should be based upon information presented during the publichearing and as part of the formal application process.E. Council Members must disclose ex parte contacts with a project applicant duringthe public hearing and before the public speaks on the matter.

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5.13 Electronic Communications Using Personal Devices As a public official, your communications regarding City business are potentially subject to disclosure pursuant to a California Public Records Act (PRA) request, regardless of the medium used to send, receive, or store the records. In order to minimize potential risk, embarrassment, or awkward situations for yourself and for the City, please take the following into consideration when using various electronic communication methods: A. All City business should be conducted using City communications accounts to thegreatest extent feasible. Conducting work communications in this way assures thatthe City has a record of your communications, which can then be searched andproduced in a non-invasive manner should a public records request be received.However, should you need, under limited circumstances, to use personal accounts,such as text messaging, email, or social media, to communicate with othersregarding City business, please be prepared to timely search for and provide copiesof work-related communications if the City receives a related PRA request.B. Exercise tact and caution when communicating in writing regarding City business,regardless of the medium or recipient. While the PRA's definition of work-related"records" is essentially limited to communications relating to actual conduct of theCity's business by an individual in their official capacity, there is no guarantee thatany particular personal or seemingly incidental work-related communication willultimately be deemed exempt from production or disclosure.While the law attempts to strike a balance between the public's interest indisclosure and the official's personal right to privacy, permitted exemptions fromproduction and disclosure are rather narrow, and the City Attorney must actimpartially when determining whether a record is exempt. Factors such as potentialembarrassment cannot be accounted for in determining what to produce, and theCity is obligated by law to err on the side of disclosure.Additionally, bear in mind that in the event of litigation, a subpoena for records is amore powerful tool that can potentially compel the City to produce a broaderarray of records, including those that would not have been produced under a PRArequest.C. Consider the appropriate platform for all work-related communications. As always,a good rule of thumb before hitting "send" is to consider how you would feel if thecommunication were to be reprinted in the newspaper. If a communication issensitive enough that you would not want it to be reprinted, you are encouraged City of Redlands
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to consider using the telephone and personal visits to communicate instead, when appropriate. be provided to Council Members upon assuming office. City of Redlands City County Handbook 202546

6. Commissions/Committees/Boards6.1 Council Member Appointments to Local and Regional Boards, Commissions, and Committees There are a number of local and regional boards, commissions and committees that either require a member of the City Council as the City representative or it has been established practice for a Council Member to serve as the representative. They include, but may not be limited to, the following: CONFIRE Board of DirectorsInland Empire Economic PartnershipInteragency Council on HomelessnessLeague of California Cities-Legislative Task ForceOMNITRANSRedlands Chamber of CommerceRedlands ConservancyRedlands Service Club CouncilCity County Handbook 202547 San Bernardino County Solid Waste Advisory Task Force (SWAT)Santa Ana River Wash CommitteeSan Bernardino County Transit Authority (SBCTA)Southern California Association of Governments (SCAG)The City Council makes these appointments at the first regular meeting in February following a municipal election. Appointments include selection of a primary representative and an alternate. 6.2 Description/Duties of Regionally Significant Boards and Committees SCAG The Southern California Association of Governments (SCAG) is a Joint Powers Authority under California state law, established as an association of local governments and agencies that voluntarily convene as a forum to address regional issues. Under federal law, SCAG is designated as a Metropolitan Planning Organization (MPO) and under state law as a Regional Transportation Planning Agency and a Council of Governments The SCAG region encompasses six counties (Imperial, Los Angeles, Orange, Riverside, San Bernardino and Ventura) and 191 cities in an area covering more than 38,000 square miles. The agency develops long-range regional transportation plans including sustainable communities strategy and growth forecast components, regional transportation improvement programs, regional housing needs allocations and a portion of the South Coast Air Quality management plans. Meeting schedule: First Thursday of the month. SBCTA The San Bernardino County Transit Authority is statutorily designated to serve in the following capacities: County T ransportation Commission (1976) Allocates and programs State andFederal funds for regional transportation projects throughout the county.Service Authority for Freeway Emergencies (1986) Manages the system of callboxes on major highways throughout the county.

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County T ransportation Authority (1989) Administers the voter-approved half-centtransportation sales tax and provides major transportation improvements withinthe county.Congestion Management Agency (1990) Implements the plan for addressingcongestion and air quality related to transportation facilities throughout the county.Meeting schedule: First Wednesday of the month. Council liaisons receive $100 from SBCTA for each regular Board meeting they attend. SBCOG The San Bernardino County Council of Governments is comprised of representatives from 24 cities and towns that focus on regional matters affecting member agencies. SBCOG provides a forum to reduce duplication of effort and to share information. The San Bernardino County Board of Supervisors have a seat on the SBCOG Board of Directors. The governing board sets policy for SBCOG. Meeting schedule: First Wednesday of the month as needed. Council liaisons receive $100 from SBCTA for each regular meeting they attend. OMNITRANS Omnitrans is the public transit agency serving the San Bernardino Valley. Omnitrans currently operates local and express bus routes, sbX bus rapid transit service, and Access, a of the unincorporated areas of San Bernardino County. Meeting schedule: First Wednesday of the month. Council liaisons receive $150 from SBCTA for each meeting they attend. CONFIRE Board of Directors CONFIRE is a Joint Powers Authority (JPA) located in San Bernardino County, established to provide communications, dispatch, computer information systems support (IS), and geographic information systems (GIS) to CONFIRE members and contract agencies. The Board of Directors is responsible for adopting the CONFIRE budget, for establishing assessments, and for establishing overall fiscal policy. Secondly, the Board establishes overall policy direction for CONFIRE and its operation. Meeting schedule: As needed City of Redlands
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Santa Ana River Wash Task Force (SBVWCD) The Santa Ana River Wash T ask Force falls under the umbrella of the San Bernardino Valley Water Conservation District that ensures recharge of the Bunker Hill Groundwater Basin in an environmentally and economically responsible way, using its facilities as well as all sources of high-quality surface water, including imported and recycled water. The Santa Ana River Wash T ask Force is comprised of agencies with projectspermitted by the Upper Santa Ana River Wash Habitat Conservation Plan (HCP).The primary goal of the HCP is to balance ground-disturbing activities of waterconservation, aggregate mining, recreational activities, and other public services inthe Plan Area with the conservation of natural communities and populations ofspecial-status plant and animal species.Meeting schedule: As needed. Regional Recycled Water Committee (SBVWMD) The Regional Recycled Water Committee falls under the umbrella of the San Bernardino Valley Municipal Water District (Valley District). Valley District imports water into the service area through participation in the State Water Project and manages groundwater storage within its boundaries. Valley District does not deliver water directly to retail water customers. San Bernardino County Solid Waste Advisory T ask Force The Solid Waste Advisory T ask-Force (SWAT) of San Bernardino County carries out the responsibilities mandated by the State of California through AB 939 that include: Enacting plans and implementing programs to divert 25 percent of their solid wasteby 1995 and 50 percent by year 2000. Later legislation mandates the 50 percentdiversion requirement be achieved every year.SWAT may also consider and make recommendations to the County on such othersolid waste related matters as they may deem appropriateLeague of California Cities (Cal Cities) Cal Cities defends and expands local control through advocacy efforts in the Legislature, at the ballot box, in the courts, and through strategic outreach that informs and City of Redlands
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educates the public, policymakers, and opinion leaders. The League of California Cities: Legislative T ask Force responsibility is to collaboratewith member cities of the Inland Empire division to discuss legislation that isdirectly impacting the Inland Empire.6.3 Appointment of Primary Voting Delegate and Alternate to National League of Cities and/or League of California Cities Annual Conferences The City Council shall appoint a voting delegate and an alternate to serve as the voting delegate for all League of California Cities annual business meetings. However, if the Mayor or a Council Member serves on the League of California Cities (LOCC) Executive Board of Directors, the LOCC Channel Counties Division Board of Directors, or in any other League capacity, priority shall be given to that individual to be designated as the Voting Delegate. In the event that this individual does not attend, the Council shall appoint a voting delegate and alternate 6.4 City Commissions/Committees/Boards The City Council shall appoint committees as deemed necessary for the proper conduct of City business. No committee or subcommittee shall include in its membership more than two (2) Council Members. Role: The role of each board is to advise the City Council regarding areas of interest assigned to it by Federal, State, and local law. Except on those infrequent matters where the board has the legal authority to make decisions, the advisory role shall be paramount. (Resolution No. 4783, 1991)). -consuming tasks to City staff or the development of new projects or programs without Council approval, nor does it suggest budgetary or day-to-day administrative responsibilities unless specifically assigned by the City Council (Resolution No. 4783, 1991)). Council liaison: The Council will designate one of its members to serve as liaison between each board and the Council. The liaison Council Member may attend board meetings similar to any other member of the public. (Resolution No. 4783, 1991)). Staff liaison: shall be assigned to boards by the City Manager as City resources permit. Staff liaison shall prepare agendas, taking into account board requests consistent with Resolution Number 4783. Staff shall also draft summary minutes for board review reflecting City of Redlands
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Appointment: Pursuant to Council Resolution, appointments to the board/commissions/committees shall be made by the Mayor with the consent of City Council. The City of Redlands has 13 advisory Boards/Commissions/Committees. Those are: Airport Advisory BoardCitrus Preservation CommissionCultural Arts CommissionHistoric and Scenic Preservation CommissionHuman Relations CommissionMeasure T Oversight CommitteeMunicipal Utilities and Public Works CommissionParks and Recreation Advisory BoardPlanning CommissionLibrary BoardStreet Tree CommitteeTraffic and Parking CommissionUtilities Advisory CommitteePursuant to 2.52.050 of the Redlands Municipal Code, the Disaster Council shall consist of the following: A. The Mayor of the City, who shall be chairperson;B. The City Manager of the City, who shall serve as the director of emergencyservices, and who shall be vice chairperson;C. The emergency services chief who shall coordinate all emergency services for theCity and is provided for in the current plan of the City;D. The disaster council of the City of Redlands shall consist of existing groups thatsupport a strong team merging sectors of the community including elected officials,emergency management, first responders, volunteer services, major industry andcommercial, healthcare and education;E. A citizens corps council shall be created as a subgroup of the Disaster Council. Thecitizens corps council will utilize members of the Disaster Council for themanagement of existing volunteer resources defined by the council, to leveragemutually supportive endeavors among the represented groups, and to direct overall City of Redlands
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local plans to implement citizens corps in the community. This council will have the lead role in implementing citizen corp groups within the City of Redlands. It shall be the duty of the City Disaster Council, and it is empowered, to develop and recommend for adoption by the City Council emergency and mutual aid plans and Disaster Council shall meet upon call of the chairman or, in his absence from the City or inability to call such meeting, upon call of the vice Application: Those seeking appointment to a Commission/Board/Committee must members whose terms have expired and are interested and eligible to serve an additional term, must convey their desire for reappointment to the City staff liaison as terms do not automatically renew. Members must be in good standing, having completed all applicable notify the public that a vacancy exists, and solicit applications. Applications shall remain valid and on file for one year. Following Council appointment, the new Commission/Board/Committee member will coordinate all City required training (Resolution 7206, 2012). Copies of the letter and completed application form(s) will be forwarded to the appropriate staff liaison, who will contact the successful member(s) regarding meeting dates, times and responsibilities. Removal: A person appointed by the City Council to a Commission/Board/Committee shall continue to serve as a member thereof except when: A. The person's term of office expires and a different person has been appointed.B. The person voluntarily resigns from the Commission /Board/Committee.C. The person no longer meets the eligibility requirements.D. The person fails to attend three (3) consecutive meetings of the Commission anddoes not have prior approval for said absences by way of a majority action of theCity Council.E. A majority of the City Council determines the member shall be removed.Any member of the City Council may initiate a person's removal from a Commissionby requesting that consideration of the person's removal be placed on the Council's agenda at City of Redlands
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a regular or special meeting for discussion and potential action. The City Clerk shall notify the person affected of the time and place of the meeting. When the item is on the City Council agenda, the City Council may, by majority vote, remove the person from a Commission. Annual Report Each City advisory board and commission established by the City Council shall submit to the City Council an annual progress report and recommended implementing tasks to achieve its goals for the succeeding year by January 31 of each year. Such implementing tasks shall be developed in consultation with the City staff and Council Member liaisons. (Resolution No. 6757, 2008)). 6.5 Community Organizations Redlands Chamber of Commerce promotion and assistance, community development and community promotion. It has been City business that might affect or be of interest to Chamber members. It has also been the custom for City Council Members to attend the monthly meeting in an alternating schedule among themselves. Redlands Service Club Council The Redlands Service Club Council (RSCC) accepted its charter and mission statement in January of 2009. The purpose of the organization is to offer assistance to the City through cooperative work projects and capital improvements. RSCC works closely with the Facilities and Community Services Department to organize the annual Community Day of Service. The annual event is an opportunity for citizens to reinvest in beautifying the City by volunteering their energy and effort in specific local projects. The group is comprised of a multitude of groups, most being non-profit and charitable organizations. City Council members, and various department directors attend the event each year. Additionally, City field staff is onsite throughout the duration of the workday to assist with staging and cleanup outside of the workday hours. On average there are three to five project sites throughout Redlands, past workdays have drawn in hundreds to thousands of volunteers from the community each year.

City of Redlands
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7. City DepartmentsThe City Manager provides direction and leadership for the effective administration and operation of all municipal services for the City of Redlands as directed by the City Council. Operating under the traditional Council-Manager form of government, the City Manager is appointed by the five-member City Council and is responsible for the day-to-day operations of the City. While the City Manager maintains oversight and offers guidance to all department heads, to better facilitate the monitoring of progress made toward achieving goals and objectives, the following reporting structure is in place:

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integrating strategic management and best practices into government operations. By doing so, the organization continually improves performance, maximizes efficiencies, and creates value Managers and a Public Information Officer. and Community Relations, and Grants Coordinating. Communications and Community Relations Division platforms, government access television and video production, media relations and other outreach. The Communications and Community Relations Office is responsive to the public and the media and provides service internally to City staff and elected officials. The division educates and informs residents, visitors and businesses about City programs, services and events. Using targeted communication strategies in cooperation with other City departments, the division engages the community in the governmental process, facilitates transparency, and increases participation in City programs and activities to strengthen quality of life and support access cable TV facilities and operation. RTV televises and records live events, such as City Council and Planning Commission meetings, provides a Community Events Bulletin Board, and creates or facilitates original informational videos highlighting City services and programs. RTV programming is available to cable television subscribers through Spectrum (Channel 3) and Frontier Communications (Channel 35). Grants Coordinating The Grants Coordinating office was established in September 2021 as a division of the the City and researching grant opportunities to determine applicability, preparing grant applications, compiling proposed project information, and aligning project needs with funder goals. The division monitors grant activity, composes and submits quarterly grant reports on project progress and is responsible for submitting all final close-out grant materials. 7.2 Human Resources The Human Resources team works collaboratively to develop and administer programs that are designed to increase the effectiveness of staff and the organization. The division City of Redlands
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provides the full range of human resource services to all City departments, and where applicable, residents and visitors to our community. The primary functions of this division include recruitment and selection, employee benefits administration, wellness, performance management, training, organizational development, personnel data maintenance, volunteer management, State and Federal reporting, MOU (Memorandum of Understanding) administration, employee assistance, and labor and employee relations. Training Division The Training Division is responsible for coordination and oversight of citywide employee training. Focus is directed toward employee development that will apply throughout all levels of the organization to meet necessary skills and provide a network of mentoring and leadership training. Risk Management The Risk Management Division identifies, assesses, and controls risk to the City and ensures a safe and secure work environment. The division manages the processing of all property and general liability claims filed against the City. The division also establishes the insurance coverage for property and general liability, workers compensation, crime, and various other policies. The City contracts with a third-party administrator (TPA) that ensures compliance with all regulations regarding the administration and investigation of all claims. The TPA coordinates with the Risk Management staff, City Attorney, City Manager, and City Council as needed. The City of Redlands is self-a third-party administrator (TPA) whose focus is to keep abreast of the continually changing these changes, and, most importantly, facilitate the care needed to return the employee to their pre-through a wide network of healthcare practitioners. In an effort to reach the goal of returning an employee to their pre-injury productivity, the City, whenever possible, provides modified duty. Modified duty allows the employee to remain an active and productive member of the organization while still recuperating from their injury. Safety Employee safety is an organizational responsibility first and foremost, but also a personal responsibility. The Safety Division of the Human Resources Division is responsible City of Redlands
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for providing the tools and information necessary for each City division to function at its optimal safety level. To this end we facilitate the training our employees are required to maintain in order to continue working in compliance with OSHA and other regulatory agencies. 7.3 Development Services Department The Development Services Department is responsible for reviewing development projects and ensuring that they are appropriately zoned and meet all State and local development standards. The department endeavors to enhance and protect the urban and natural environment of the City of Redlands ensuring the City remains an ideal place to live and work. Economic Development The Economic Development Division administers a variety of economic development programs and services that support businesses and residents in the City of Redlands. Division staff is involved in business attraction and retention activities, City/Chamber and regional collaborative efforts, business networking, marketing, workforce development, tourism, and project support. Building and Safety The Building and Safety Division administers California codes and City ordinances to safeguard life, health, property, and public welfare by regulating the design, construction, accessibility, quality of materials, flood protection, use, occupancy, location, and maintenance of all buildings and structures within the City of Redlands. This includes plan review of proposed buildings and structures; on-site inspections to ensure compliance; complaint investigation and enforcement; disaster emergency response; maintenance, storage and retrieval of building records and; coordination with other government agencies. Land Use Engineering Land Use Engineering works hand-in-hand with developers and staff in the Planning Division to achieve excellence in the design and construction of development projects in the City. Planning The Planning Division performs current and advanced planning functions which include: processing land development applications; responding to land use inquiries from residents, business owners, and development professionals; maintenance and updates of the General Plan, the Housing Element, various specific plans, and zoning code; project management on special projects; administering contracts with consultants hired to perform environmental and City of Redlands
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planning services; annexation requests; and providing technical and professional support to the City Council, Planning Commission, Historic & Scenic Preservation Commission, Preliminary/Development Review Committee, and Minor Exception Permit Committee. Grants The Grants Program within the Development Services Department consists of the as researching, applying, securing, and administering other County, State, or Federal grant opportunities that benefit planning and community development needs. As a Participating an annual award from the U.S. Department of Housing and Urban Development (HUD). The County of San Bernardino administers the award on behalf of the City and retains 20% of the annual award for administrative expenses 7.4 Facilities & Community Services Department The Facilities and Community Services Department oversees 13 divisions, including Administration, within the City providing direct services to residents, including Solid Waste, Parks, Citrus, Recreation and Senior Services, Animal Services, Code Enforcement, Cemetery, and physical facilities. Building Maintenance The Building Maintenance Division performs both routine maintenance and emergency service for all City-owned facilities. This division is utilized for a wide range of building maintenance functions including carpentry, plumbing, electrical, HVAC, painting, furniture assembly and relocation, general cleaning services, and special projects including office construction, remodeling, janitorial issues, environmental testing, and downtown holiday decorating. Building Maintenance provides maintenance services to all City facilities totaling approximately 385,000 square feet and includes the Civic Center, three parking structures, A.K. Smiley Public Library, Lincoln Shrine, Contemporary Club, four Fire stations, Police Annex, Joslyn Senior Center, Community/Senior Center, facilities at the Corporate Yard, Redlands Airport and Hillside Memorial Park. Recently acquired facilities include 300 E. State St. (new City Hall) and 1625 W. Redlands Blvd. (new Redlands Police Department), totaling 198,139 sq. ft. of additional space. Parks The Parks Division is responsible for the maintenance and upkeep of approximately 800 acres consisting of 18 established parks, over 60 water well and reservoir sites, parking City of Redlands
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lots, 14.5 acres of median strips and traffic islands throughout the City, the downtown area, and the improved I-10 Gateway. Parks Division also supplements several community facility districts and landscape maintenance districts within the City. The division also maintains more and parcels. Parks Division staff also helps facilitate special events along with maintaining all of homeless encampments, illegal dumps and graffiti abatement throughout the City. Community Facility, Land Maintenance and Street Lighting Districts The City established Landscape District No. 1 and Street Lighting District No. 1 in accordance with the "Landscaping and Lighting Act of 1972." The San Bernardino County Assessor's Office collects annual assessments from affected district property owners to provide for the district's management, administration, maintenance, and operational expenses. Maintenance costs associated with the Landscape District No. 1 include water and labor costs, materials and equipment to maintain/replace trees, bushes, groundcover, and turf, and repairs for irrigation lines and irrigation control systems. Maintenance costs associated with the Street Lighting District include the cost of power to illuminate the street lights and the labor, materials, and equipment to replace burnt-out or broken street light infrastructure within these districts. The revenues collected through the assessments in both districts have not been adequate to cover the cost of providing high levels of maintenance. As a result, General Fund revenues have been used to subsidize the cost of providing these services. The intent of a maintenance district is to provide adequate funding to support all necessary maintenance services within its boundaries. Services provided will be minimized to a level supported by the annual assessments to reduce the burden on the General Fund. Code Enforcement The Code Enforcement Division is responsible for improving the quality of life, protecting property values, and ensuring the health and safety of our community by fair and consistent enforcement of the Redlands Municipal Code. Such enforcement activities include, but are not limited to, enforcement of codes related to property maintenance, graffiti, inoperative vehicles, unsafe conditions, unsafe buildings, unpermitted (unsafe) construction, and the eradication of neighborhood blight. The Code Enforcement Division provides a balance of providing customer service to residents concerned with municipal code violations while working to educate and gain voluntary compliance improving the quality of life and serving the entire community. Recreation and Senior Services The City of Redlands Recreation and Senior programs promote wellness and human City of Redlands
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development through leisure pursuits. The division operates the Joe R. Gonzales Community Center, Ediberto and Gloria Flores Senior Center, and Joslyn Senior Center which are open to the community for a variety of educational and leisure activities. The centers feature a gymnasium, computer labs, classrooms, reading lounges, multi-purpose rooms, and kitchen facilities. In addition to manning the centers, the division also facilitates the rentals of indoor and outdoor recreation sites. The senior services programs focus on community support and partnerships, nutrition and healthy eating, and active living. The Senior Information and Referral Services Offices are located in the Community Center at 111 W. Lugonia Ave. and offer assistance to seniors seeking housing, medical, and financial information. Animal Services The Animal Services Unit enforces State and Federal animal laws and City municipal codes. It also provides a variety of services to meet the needs of the community and ensure the welfare of animals. The Animal Services officers are responsible for handling stray animals on City streets, animal disturbance calls, reports of injured or aggressive animals, and animals receiving fatal injuries. The Animal Services Unit also quarantines animals after reported animal bites, investigates reports of animal abuse, and temporarily provides shelter to neglected livestock and injured wildlife. Downtown Redlands The Downtown Redlands Division is dedicated to ensuring the downtown is the cornerstone of the community; offering an enhanced experience of shopping and dining and at the same time making it a true destination. The division concentrates efforts on the promotion of special events, enhanced maintenance efforts, and customer service outreach for the downtown businesses. Promotional events include the Certified Farmers Market, Downtown with other various popular downtown events. Solid Waste The Solid Waste Division operates automated refuse, recycling, and green waste collection for approximately 20,300 single-family residential units. Commercial bin service is provided one to six days per week to approximately 989 customers, and commercial recycling service is provided to about 614 businesses. New commercial organic waste recycling is provided to 35 customers. Roll-off bin service is provided using 181 roll-off bins, which customers rent on a weekly basis. An un-staffed recycling drop-off center is provided at the The Division recently implemented a Curbside Organic Waste Recycling Program that collects organic waste along with green waste for composting, in compliance with State law. As a City of Redlands
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community service, the Solid Waste Division provides cleanup of illegal dumping, educational activities with schools, and other solid waste education, including recycling and waste reduction for Redlands residents and businesses. Streets The Streets division provides street cleaning and sweeping services on public roadways within the City. Cleaning actions include mechanical sweeping, debris removal, storm cleanup, and other related services. Streets are swept on a bi-monthly basis totaling 510 curb miles swept during each sweeping rotation, equating to 1,020 curb miles cleaned per month. The division is also charged with providing for the maintenance and repair of 72 City-owned traffic signals and approximately 5,000 City-owned street lights. Citrus The City currently farms 22 separate citrus groves totaling approximately 184 acres. Several citrus varieties, including Navel orange, Valencia orange, Ruby Star grapefruit, and Rio grapefruit, are farmed within these groves. The department staff provides onsite repairs and maintenance as well as oversight of various contractors. The Citrus Preservation Commission has been appointed by the City Council to advise staff and the City Council on both the technical and business matters relative to citrus grove management. Seventy acres of the City-owned groves are designated as Citrus Heritage Groves to be protected for future generations. The groves were primarily purchased with Cemetery Hillside Memorial Park is a historic cemetery consisting of more than 50 acres of land. There are 11.75 acres of undeveloped land for future developments. The cemetery has performed and recorded over 32,794 interments since it was established in 1886. The cemetery conducts an average of 220 interments per year. Families who select Hillside Memorial Park as a final resting place are presented with an array of products to choose from which span from ground burials to mausoleum entombments. There are also multiple options for families who prefer cremation services. The cemetery is an Enterprise Fund organized to produce revenue to offset expenditures. Portions of the cemetery revenues are placed into the Cemetery Perpetual Care Fund to help offset the expenses associated with future maintenance and upkeep of the cemetery grounds as well as to fund capital improvement projects. Redlands Municipal Airport The Aviation Division manages airfield operations and airport land leases, tie-downs, facilities and equipment. Further, the division ensures compliance with the Federal Aviation Administration and the California Department of Transportation Aeronautics Division City of Redlands
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requirements for General Aviation airport facilities. The airport budget is an Enterprise Fund to sustain the program through airport revenue. The City Council has appointed the Airport Advisory Board to advise them on airport management matters. Oversight is provided by department staff who coordinate airport maintenance activities, grant acquisition, and administration through various department divisions. The airport encompasses 177 acres, with 197 hangars, 25 offices, 210 tie-downs, and approximately 240 based aircraft. There are currently 14 businesses based at the airport. Equipment Maintenance The Equipment Maintenance Division provides service, maintenance, repairs, and safety inspections for the City of Redlands vehicles and equipment. Emphasis is placed on safety, preventive maintenance, and compliance with air quality regulations. Equipment Maintenance provides the support necessary to address fleet concerns and manage the City's fuel station. The Equipment Maintenance Division is an Internal Service Fund. Streets and Electrical Division The Street Division provides for the general maintenance and repair of 314 miles of streets and 90 miles of storm drains within the City. Crews respond to approximately 1,000 annual calls for routine street maintenance services. The division also provides routine street cleaning and sweeping services on public roadways within the city. Cleaning actions include mechanical sweeping, debris removal, storm cleanup, and other related services. Streets are swept on a bi-monthly basis totaling 510 curb-miles swept during each sweeping rotation, equating to 1,020 curb-miles cleaned per month. The division is also charged with providing the maintenance and repair of 72 city-owned traffic signals and approximately 5,000 city-owned streetlights. 7.5 Fire Department The Redlands Fire Department is an all-risk department that provides emergency services including fire suppression; risk reduction, prevention, and education; emergency and disaster preparedness and recovery; emergency medical services; and hazardous waste mitigation. Administrative Services Administrative Services consists of the Fire Chief who oversees all Fire Department activities. The Redlands Fire Department operates and maintains four separate fire stations and fire headquarters. The Administrative Division is responsible for the overall management of the various programs of the department and ensures overall requirements and program goals and objectives are accomplished.

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City County Handbook 202563
Suppression This division operates under the direction of the Deputy Chief supported by one Senior Administrative Assistant and consists of the 54 personnel assigned to line or operational responsibilities. The department staffs four 3-person engines, one 3-person ladder truck, one 2-person paramedic squad, and one Battalion Chief per 24-hour shift. Community Risk Reduction Division This division operates under the direction of the Fire Chief and consists of the Fire Marshal, one Deputy Fire Marshal, one Fire Inspector, and one Administrative Assistant II. Operating under the guidelines of the California Fire Code (CFC) as adopted by the State of California and the City of Redlands, the Community Risk Reduction Division provides an all-hazards approach to life and fire safety, safeguarding the community from fire and other hazards through education, engineering, enforcement, investigation, evaluation, and analysis. Training Program This division operates under the direction of the Deputy Chief and consists of one Shift Battalion Chief and is supported by three Shift Captains. This team is responsible for all aspects of developing, implementing and documenting training strategies and exercises while meeting local, state, and federal requirements. This division provides training and proficiency drills in various areas such as fire suppression, emergency medical care, infection control, hazardous materials response, technical rescue, water rescue operations, and wildland-urban interface fire suppression. The Training Division is also responsible for identifying individual and department-level training needs to ensure we meet the challenges and necessities of the community we serve. Emergency Preparedness The Emergency Management and Preparedness Program has the task of planning and preparing all City departments, residents, and businesses for man-made and natural emergencies. The Emergency Operations Division utilizes planning, training, and exercises to capabilities. Emergency Medical Services Overseen by the Deputy Chief, the division consists of an Emergency Medical Service Coordinator who ensures compliance with Federal, State, and County procedures and protocol. This program is responsible for ensuring the delivery of high-level advanced life support pre-hospital care by well-trained personnel, as well as meeting the education and delivery standards required by the State of California to ensure this level of service. Paramedics City of Redlands
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function as an extension of the emergency room doctor and, with his/her regulatory control, can administer the necessary medical treatment to stabilize a patient before transport to the hospital. Paramedics presently respond from all fire stations. This program includes a Quality Assurance/Quality Improvement (QA/QI) program, which is required and monitored by Inland Counties Emergency Medical Agency (ICEMA). The QA/QI program is overseen by the EMS Coordinator and provides oversight to training and certification as well as protocol implementation for both EMTs and paramedics. Household Hazardous Waste The Household Hazardous Waste Program provides for the proper disposal of hazardous materials that might otherwise end up in landfills or wastewater treatment facilities. The program provides personnel with the proper training and equipment to properly evaluate, accept, document, and recycle household hazardous waste. The Household Hazardous Waste recycling hazardous substances and electronic equipment. The San Bernardino County Fire Protection District now oversees and administers the Household Hazardous Waste Program and the maintenance of the facility. 7.6 A.K. Smiley Public Library The mission of the A.K. Smiley Public Library is to inspire lifelong learning by providing free and open access to information, thereby enhancing the community of Redlands. In his speech at the dedication of the Library in 1894, Library co-founder Alfred Smiley aptly libraries adapt to the digital age, ranging from traditional books, periodicals, and programming to new electronic books and databases. In addition, the Library also operates the Lincoln Shrine and manages the collections for the future Museum of Redlands. 7.7 Management Services/Finance Department The mission of the Management Services / Finance Department focuses on effective management of City finances, sound internal controls, and meaningful financial reporting. The department is also responsible for supporting automation and process efficiencies through technology and works proactively to develop, research, and recommend the best technical solutions to facilitate positive interaction with our City departments, residents, businesses, and visitors.

City of Redlands
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Finance This division performs the functions of administration, accounting, budgeting, payroll, accounts payable, and accounts receivable. Other responsibilities of the division include administration of all City-related debts/bonds, preparation of regular financial analysis, accountability for the annual budget process and spending oversight, the performance of and preparation of all related reports as required by law. Revenue The Revenue Division has the responsibility for and authorization to collect all City monies and deposit all cash receipts in authorized banks; to maintain and balance records of receipts and disbursements; to responsibly invest City funds through secure, approved methods; to submit quarterly investment reports in compliance with the approved investment policy; and to keep and monitor deposit accounts and records for collateral pledged by banks as security for public funds. The elected City Treasurer oversees the investment responsibilities of this division. The division issues business licenses, dog licenses, transient occupancy tax forms, yard services at the customer service counter, the collection of payments for City utility bills, invoices, fees and permits for all City departments and investment revenue for City funds. Innovation and Technology The mission of the Division of Innovation and Technology is to properly align IT services in support of activities that drive service delivery to residents, visitors, businesses, and the community. Top priorities include automation of manual processes, online customer self-service, open data, and integration of City records (databases) across software applications. Customer Service The Customer Service Division is responsible for providing quality customer service to all City residents and utility customers. In addition, the division is responsible for billing over 22,000 utility customers for water, wastewater, solid waste, household hazardous waste and street cleaning services, totaling 78,478 services billed every two months. Utility bills are produced and mailed on a bi-monthly basis to keep operational costs to a minimum. Purchasing and Stores procedures and policies. This division is also responsible for procurement and inventory of materials and supplies in support of all City departments and handles items declared as surplus for redistribution or disposal per the City ordinance.

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7.8 Municipal Utilities & Engineering Department Municipal Utilities & Engineering Department (MUED) plans, designs, constructs, the City, making our community a desirable place to live, work, and visit. Engineering The City of Redlands Engineering Division provides quality engineering services for the citizens of Redlands and the private development community. Engineering reviews capital improvement projects and private development projects, and manages construction of City infrastructure improvement projects such as street rehabilitation, water and sewer main replacement, and storm drain construction. Water The water utility produces and distributes water through approximately 23,500 water service lines to approximately 77,800 customers within its service area. Generally, the service area includes the City of Redlands, a small portion of the City of Loma Linda, and unincorporated areas of the county (Mentone and Crafton areas), as well as the San gallons per day (mgd), which peaks at a maximum of 35 mgd in the summer. The average consumption per capita is approximately 170 gallons per day. The water utility operates and maintains approximately 384 miles of potable pipelines, within seven pressure zones and two sub-zones, and provides a maximum storage capacity of 54.5 million gallons. The Water Division operates approximately 3,500 fire hydrants, 18 reservoirs, two surface water treatment plants, one perchlorate treatment plant, four engineered blending sites, 22 active potable groundwater production wells, and 14 booster station facilities. The City also has two interconnections established with Loma Linda and Western Heights which allows for supplemental water delivery, when needed. Wastewater The wastewater utility collects municipal wastewater from approximately 18,000 customers within the service area. Generally, the service area includes the City of Redlands, unincorporated areas of the county (Mentone and Crafton areas), and the San Bernardino County Donut Hole area. The wastewater utility includes the operation and maintenance of approximately 250 miles of sewer mainline, one sewer lift station, and a wastewater treatment plant capable of treating approximately 9.2 million gallons per day (mgd) of influent. The wastewater treatment plant, originally constructed in 1962, includes a water quality laboratory where routine regulatory compliance tests are performed.

City of Redlands
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Non-Potable The city manages seven specialized water systems that distribute non-potable water. Non-potable water is water collected from ground and/or surface water sources that are not suitable for drinking but may still be ideal for other applications such as irrigation and other non-consumptive uses. One of these systems integrates recycled water, which is treated wastewater repurposed for environmentally responsible uses. These systems, drawing from twelve wells across the city, ensure optimal utilization of our water resources. The Municipal Utilities and Engineering Department (MUED) serves approximately 130 non-potable water customers, including parks and recreation areas, agricultural sites, and provides landscape irrigation for shopping centers and warehouses. Additionally, MUED operates and maintains 15 non-potable fire hydrants and approximately 38 miles of non-potable pipelines. The city actively promotes the use of non-potable and recycled water, requiring new developments to be equipped to integrate these resources, thereby enhancing our commitment to sustainability. Moreover, the city implements an advanced treatment process to recycle used water, which fulfills local needs and supports the replenishment and sustainability of our local groundwater basin. 7.9 Police Department The Redlands Police Department is dedicated to enhancing public safety through trust, innovation, community partnership, and service excellence. Office of the Chief of Police The Office of the Chief of Police is comprised of the Chief, two Deputy Chiefs, one Executive Assistant, one Management Analyst, one Operations Coordinator, and a Sergeant assigned to Professional Standards. The Deputy Chiefs oversee the day-to-day operations of for the Office, handling complex and confidential executive-level administrative and secretarial duties for the management staff. The Executive Assistant also coordinates special projects and development and monitoring, purchase requisitions, grant coordination, and payroll hire background investigations for all staff and volunteer positions. The Operations Coordinator also oversees and maintains all training files and ensures that the entire met. The Professional Standards sergeant oversees internal investigations and personnel issues and is the point of contact for the community for any inquiries and complaints.

City of Redlands
City County Handbook 202568
The Records Unit consists of a supervisor and five full-time customer service representatives (CSRs) who are responsible for the maintenance and security of all criminal records, as well as processing all reports, citations, and other records produced by the various departmental units. The CSRs are also primary points of contact for the community when requesting records. Records personnel are also responsible for cross-reporting to other law enforcement agencies, the District Attorney, courts, Department of Children & Family Services, Department of Motor Vehicles, Parole, Probation, and the Department of Justice. The unit also acts as the court liaison and is responsible for the delivery of all reports to the District Attorney and courts. They are also responsible for the acceptance and service of subpoenas to officers and provide any additional investigative evidence collection, such as audio recordings, 911 tapes, photos, and videos to requesting law enforcement agencies. Additional duties include registering and keeping current accurate information on all arson and sex registrants who reside in the City of Redlands. Patrol Services Bureau The Patrol Services Bureau is one of the most visible units in the department as it provides 24-hour-a-day service to the residents of our community. Patrol officers respond to a wide variety of emergency and non-emergency calls for service. The Patrol Services Bureau is comprised of several sub-units, namely: Patrol: Patrol teams are comprised of four to seven officers including the corporaland sergeant. Seven patrol teams rotate schedules supplemented by civilianCommunity Service Officers (CSO).Reserves: The Redlands Police Department Reserve Unit is comprised ofvolunteers from a variety of professions who live in the City or neighboringcommunities.Explorers: The Redlands Police Department Law Enforcement Explorer Post is acareer exploration program. The Explorer Post began in 1968 and has been thestarting point for many future law enforcement officers. Young men and womeninterested in joining the program must be at least 15 years of age and no older than21 years.Field Training and Evaluation Program: The Field Training and Evaluation Program isresponsible for the development of recruits into competent officers. Field trainingofficers coordinate and deliver nearly six months of training to new officers toprepare them to operate as solo police officers.Custody: The department contracts with Allied Universal to provide custodyofficers who are responsible for the booking, processing, and transportation ofprisoners.

City of Redlands
City County Handbook 202569
Communications Unit appropriate services to meet those needs. These highly trained individuals are responsible for assisting callers on more than 25 incoming telephone lines including 911 emergency, alternate emergency, business lines, and Text-to-911. In addition to answering multiple phone lines, communications personnel are tasked with dispatching calls via radio and a Computer Aided Dispatch (CAD) system. They also monitor over a dozen different radio channels. These radio channels include all of the frequencies utilized by the various units of the department, local government, and other allied agencies. The Communications Unit also utilizes a variety of cameras from various locations in town to support responding units on calls for service and by providing an additional resource to ensure site security at the various locations. Support Services Bureau The goal of the Support Services Bureau is to supply the necessary equipment, provisions, and support personnel to facilitate the delivery of efficient and courteous public safety services to residents of Redlands. The Support Services Bureau includes the Office of the Chief of Police and is comprised of the following additional units: Operations Manager, Records, and Fleet. The Operations Manager oversees the Records Unit, Communications Unit, building maintenance, and fleet operations. Community Services Bureau The Community Services Bureau works closely with residents and business owners to Community Services Bureau is comprised of several sub-units, namely: Traffic and Special Events Unit: One Sergeant and two traffic officers are assignedto the Traffic and Special Events Unit. The sergeant is responsible for coordinatingthe efforts of the community service officers assigned to parking control whoenforce parking standards throughout the city. The sergeant also manages all theOffice of Traffic Safety (OTS) grants which encompass sobriety checkpoints, ClickIt or Ticket operations, additional traffic enforcement, and DUI saturation patrolsduring special events and holidays. In addition to traffic duties, the unit organizestraffic flow for all special events in town such as the Christmas Parade, RedlandsBicycle Classic, Run Through Redlands, Lincoln Pilgrimage Parade, high schoolgraduation ceremonies, several triathlon/5-10 K runs and approximately 30additional special events that are held on weekends that require traffic control.The sergeant also supervises the Citizen Volunteer Unit, the Community Policing City of Redlands
City County Handbook 202570
Unit, and the two school resource officers. Community Policing Unit: Two officers are assigned to the Community PolicingUnit and are committed to addressing issues such as homelessness and ongoingcrime problems, and they promote long-term interactions with communitymembers and local businesses. They also spearhead department youth programsand assist in special events.School Resource Officers: Two officers have been assigned to work as schoolresource officers (SROs). The SROs work with the Redlands Unified SchoolDistrict to improve the safety of students and staff at the selected schools and toreduce crime committed by juveniles and young adults. One officer is assigned topositions are funded by the Redlands Unified School District.Triage, Engagement, and Support Teams (TEST): One San Bernardino CountyDepartment of Behavioral Health TEST team member is assigned to work in theRedlands Police Department to assist both community policing officers and patrolofficers in providing services to residents. Triage teams specialize in crisisintervention, continuum of care, and intensive case management for individualsexperiencing an urgent psychiatric health condition with up to 59 days ofindividualized linkage and follow-up services. The goal is to improve consumerexperience by improving access to mental health services with local staff and rapidresponse times, allowing the consumer to possibly stay within their community bystrengthening their opportunity for recovery and wellness while reducinginvolvement with the criminal justice system, reducing frequencies of emergencyroom visits and/or unnecessary hospitalization.Citizen Volunteers: The Department also has a Citizen Volunteer Unit consisting ofhardworking men and women who have chosen to give back to their community.After a person completes the application process to join the Citizen VolunteerUnit, they complete a preparation academy. This intensive training gives them anunderstanding of the various components of the department and the expectationsof the community. After their initial training, the CVs patrol the city in speciallyprovide a lookout for illegal activities, carry a police radio, and are in constantcontact with Dispatch and the officers on duty.Special Services Bureau Redlands Police Department's Special Services Bureau includes the Investigations Unit and the Special Operations Unit. The Investigations unit is responsible for conducting criminal City of Redlands
City County Handbook 202571
investigations and unresolved field investigations. Following up on the initial efforts of patrol those responsible for the commission of various crimes, such as homicides, sexual assaults, robberies, burglaries, thefts, aggravated assaults, and to facilitate the recovery of stolen property. The Investigations Unit is also responsible for protecting the innocent and wrongfully accused. Criminal investigations include gathering information, interviewing parties, and collecting evidence. The arrests of offenders and recovery of stolen property are accomplished through the evaluation of crime trends and patterns, the identification and location of past and probable offenders, and the utilization of modern police technology and forensic sciences. The Investigations Unit is comprised of the following: Violent Crimes: This sub-unit has primary responsibility for homicides, rapes,assaults, robberies, and other acts of violence against adults.Special Victims: This sub-unit has primary responsibility for crimes against childrenor senior citizens.Property Crime: This sub-unit is responsible for burglaries, fraud, identity theft,vehicle theft, and other theft-related crimes.Internet Crime Against Children (ICAC): This sub-ICAC Task Force and is responsible for investigating Internet Crimes AgainstChildren. Reports are generated through the National Center for Missing andExploited Children (NCMEC). NCMEC receives the reports from electronicservice providers and persons who report directly on their website.Crime Analysis: This sub-unit has primary responsibility for analyzing crime trends,apprehend criminals, as well as control crime.Forensics Unit: This sub-unit works closely with the Investigations Unit, othermembers of the Special Services Bureau, and the Patrol Services Bureau todocument, collect and process evidence at a crime scene.Property and Evidence: This sub-unit assists by properly retaining and maintainingall property and evidence. The unit is also responsible for the transportation ofCrime Lab.Asset Forfeiture and Grants The Redlands Police Department receives a share of the value of all assets seized during drug-related arrests. Expenditures of these funds are intended to supplement, not City of Redlands
City County Handbook 202572
supplant, Police Department needs, including personnel, equipment, and vehicles. All The Redlands Police Department actively seeks a variety of grants to supplement operations. City of Redlands City County Handbook 202573
City of Redlands
City County Handbook 202574
List of Appendices DATE DESCRIPTION ACTION Resolutions 11/19/1991 A Resolution of the City Council of the City of Redlands establishing rules for advisory boards and commissions Resolution No. 4783 11/3/2009 A Resolution of the City Council of the City of Redlands approving a policy for the distribution of event tickets and passes to City Officials. Resolution No. 6894 7/26/2012 A Resolution of the City Council of the City of Redlands establishing the requirement for mandatory sexual harassment prevention training for City Commissioners and Committee Members Resolution No. 7206 2/3/2015 A Resolution of the City Council of the City of Redlands establishing a protocol for resolving disturbances at public meetings Resolution No. 7482 11/19/2019 A Resolution of the City Council of the City of Redlands adopting an expense and use public resource policy Resolution No. 7938 12/17/2024 A Resolution of the City Council of the City of Redlands establishing the process for the selection of the Mayor and Mayor Pro Tempore and their respective terms of office and Repealing Reso 8414 Resolution No. 8508 3/18/2025 A Resolution of the City Council of the City of Redlands establishing a policy for City Council Proclamations, Certificates, Plaques/Awards and other recognitions that Honor the Contributions of Individuals, Organizations or Events that Benefit the Community Resolution No. 8663 Ordinances 1/2/2002 An Ordinance of the City of Redlands amending chapter 2.52 of the Redlands Municipal Code relating Ordinance No. 2485 7/15/2003 An Ordinance of the City Council of the City of Redlands amending Chapter 2.52 of the Redlands Municipal Code relating to Emergency Organization Ordinance No. 2547 3/4/2014 An Ordinance of the City of Redlands amending Chapters 2.15 and 2.16 of the Redlands Municipal Code relating to the execution of the City documents and the disposition of surplus personal property, respectively Ordinance No. 2797 City of Redlands
City County Handbook 202575
DATE DESCRIPTION ACTION 6/18/2019 An Ordinance of the City of Redlands amending Chapter 2.04 of the Redlands Municipal Code relating to the position of City Manager Ordinance No. 2893 12/6/2022 An Ordinance of the City of Redlands, California, amending Redlands Municipal Code chapter 1.08 establishing regulations for custody and use of the City Seal, Logos, Badges, and Patches Ordinance No. 2940 1/17/2023 An Ordinance of the City of Redlands amending Chapter 2.02 of the Redlands Municipal Code relating to the selection of Mayor and Mayor Pro Tempore and their respective terms of office Ordinance No. 2953 City of Redlands City County Handbook 202576
City Council Meeting I. 5.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve Resolution No. 8678 to authorize a one-year time extension to the expiration date of Conditional Use Permit No. 1107 and associated entitlements for the adaptive reuse of a historic single-family residence as a medical clinic and pediatrician’s office.

The project site is located at 1605 Calvary Circle (APN:
0293-133-13-0000) (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. 8678 to approve a one-year extension of time for Conditional Use Permit No. 1107 and associated entitlements for the property at 1605 Calvary Circle.

RECOMMENDATION:

Staff recommends that the City Council adopt Resolution No. 8678 to approve a one-year extension of time for Conditional Use Permit No. 1107, Historic Parking Modification No. 31, and associated entitlements, for the adaptive reuse of a historic single-family residence as a medical clinic and pediatrician’s office located at 1605 Calvary Circle (APN: 0293-133-13-0000).

DISCUSSION:

The approved project includes rehabilitation and the adaptive reuse of an existing single-family dwelling as a pediatrician's office and includes construction of a 1,238 square-foot addition resulting in a total building size of 3,649 square-feet. The entitlements also include Variance No. 799 that approved a reduced street-side setback (for a parking lot area) as well as Historic Parking Modification No. 31 to reduce specified parking lot improvements in order to accommodate the reuse of the property. The Council also approved Historic accommodate the reuse of the property. The Council also approved Historic Designation No. 135 that added the property to the City’s list of Designated Historic Resources.

The City Council approved the first Extension of Time on April 16, 2024. The approval of Conditional Use Permit No. 1107 and associated entitlements will expire on April 19, 2025, unless a building permit has been issued to commence construction of the project, or an extension of time is granted. The applicant currently has two building permits nearing approval in Plan Check; however, permits may not be issued and construction may not begin prior to April 19, 2025.

Approval of the time extension will make the new expiration date April 19, 2026, for this project. No changes to the project are proposed, and the original Conditions of Approval (see Attachment D) remain applicable for the project.

Approval of a one-year time extension will provide additional time for the new property owner to continue processing the building plans currently in the plan check process.

In accordance with RMC Section 18.192.090, the City Council may grant a one-year extension of time, and not to exceed a total number of three (3) extensions. This is the applicant’s second request for a time extension.

ALTERNATIVES:

The City Council may deny the request, which would result in the expiration of Conditional Use Permit No. 1107 and the associated entitlements. This would require the applicant to submit an entirely new development application.

STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Brian Desatnik, Development Service Director
RECOMMENDED BY:

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

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Chris Boatman, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Brian Foote, City Planner/Planning Manager
Fiscal Impact
Fiscal Year: 24-25
Revenue Generating: No
Appropriation Required Y/N: No
Discussion:

No fiscal impact. The applicant paid the applicable filing fee.

Attachments
Attachment A: Location Map & Aerial Photo
Attachment B: City Council staff report of 4/19/2022
Attachment C: Approved Project Plans
Attachment D: Council Resolution 8323 (with original Conditions of Approval) Attachment E: Resolution No. 8678 (Extension of Time)

BROOKSIDE AVE

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0 Copyright nearmap 2015
Location Map
OneStop.mxd
0 190 380
Feet
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.

February 14, 2022
.

BARTON RD
ALABAM
A
ST

CALVARY CIR
1609
1605
1601
1500
1536
27240
Aerial
OneStop.mxd
0 30 60
Feet
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.

February 14, 2022
.

City Council Meeting AGENDA ITEM NO. K. 1.

DATE: 04/19/2022
TO: Honorable Mayor and City Council Members
SUBJECT: GUADALUPE COBANOV, APPLICANT
(Mayor to declare meeting open as a public hearing)
PUBLIC HEARING to consider the following applications for the property located at 1605 Calvary Circle in the Administrative Professional (EV/AP) District of the East Valley Corridor Specific Plan (APN: 0293-133-13-0000), and associated California Environmental Quality Act Exemptions:

Resolution No. 8321 (Historic Designation No. 135)
designating the property located at 1605 Calvary Circle as a Historic Resource (Historic and Scenic Resource
No. 135).

1. Resolution No. 8322 (Specific Plan No. 40,
Amendment No. 47), approving Amendment No. 47 to
Specific Plan No. 40 to amend Division 4 (Community
Design), Chapter 1 (Circulation), Section EV4.0110(B)
(Road Standards), Section EV4.0155(A) (Special
Landscaped Streets), and Section EV4.0125(2)
(Setbacks and Intersections) to amend the required road right-of-way requirements for the property located at
1605 Calvary Circle.

2. Resolution No. 8323 (Conditional Use Permit No.
1107) approving Conditional Use Permit No. 1107 for
the adaptive reuse of the property located at 1605
Calvary Circle.

3. Resolution No. 8324 (Variance No. 799) approving
Variance No. 799 relating to a front yard and parking lot setback requirements for property located at 1605
Calvary Circle.

4. Resolution No. 8325 (Historic Parking Modification5.

Resolution No. 8325 (Historic Parking Modification
No. 31) approving a Historic Parking Modification No. 31 in connection with the adaptive reuse of the property
located at 1605 Calvary Circle.

5. (Development Services Director Desatnik)
PROCEDURE FOR PUBLIC HEARING:

Mayor declares the meeting open as a public hearing.1.

Mayor calls upon Department Director for report.2.

Mayor calls for questions/comments from members of the City Council.

3. Mayor calls upon applicant, or his/her representative, for comments and testimony.

4. Mayor calls for comments/questions/testimony from members of the public
(3 minutes per speaker).

5. Mayor calls upon City Clerk to note any written comments received.

6. Mayor calls upon the applicant, or representative, for rebuttal comments (5 minutes).

7. Mayor closes the public hearing.8.

City Council considers the motion and votes.9.

MOTION(S):

If the City Council determines that the recommendations of the Historic and Scenic Preservation Commission and the Planning Commission are appropriate, the following motion is provided:

I move that the City Council adopt Resolution Nos. 8321, 8322, 8323, 8324, and 8325.

COMMISSION RECOMMENDATION:

The Historic and Scenic Preservation Commission (HSPC) reviewed the request to adaptively reuse the single family dwelling as a medical office on July 10, 2019 and again on November 4, 2022, after the project transitioned to the current owner, as well as the applicant’s related request to nominate the structure as a locally designated historic resource (Historic Resource No. 135).

The applicant worked with this Commission to incorporate its design comments to implement the best rehabilitation practices of the Secretary of the Interior’s Standards for the Treatment of Historic Properties in finalizing the design of the project. The HSPC indicated its support for the adaptive reuse project as an effort to encourage the building’s long-term preservation and continued use, unanimously recommending that the City Council locally designate the property, and making recommendations to the Planning Commission and City Council that these respective bodies recommend approval and approve the adoption of the Specific Plan Amendment, Conditional Use Permit, Variance, and Historic Parking Modification to facilitate the project.

On February 22, 2022, the Planning Commission reviewed Specific Plan No. 40, Amendment No. 47, Conditional Use Permit No. 1107, Variance No. 799, and Historic Parking Modification No. 31, and unanimously voted to recommend that the City Council determine the project is exempt from the California Environmental Quality Act subject to Section 15061(b)(3), Section 15301 (Existing Facilities) and Section 15305 (Minor Alterations in Land Use Limitations), and approve the project.

BACKGROUND:

Project Description: The project is proposed at 1605 Calvary Circle, located on the south side of Calvary Circle, and at the northwest corner of Alabama Street and Barton Road (see Attachment A – Location Map & Aerial Photograph). The proposal includes the following applications (See Attachment B, Project Plans):

Historic Resource Designation to designate the property located at 1605 Calvary Circle as a locally designated historic resource;

1. Amendment to the East Valley Corridor Specific Plan (Specific Plan No. 40) to amend the required road right-of-way and streetscape landscaping requirements along the project site’s Alabama Street frontage (which will reduce the amount of dedication required and allow greater flexibility in the street landscaping design);

2. Conditional Use Permit to adaptively reuse the existing single family dwelling as a medical office;

3. Variance for a reduction in the front yard setback (from 25’0” to 20’2”) to allow the encroachment of a ramp to accommodate ADA accessibility, and a recommendation for a reduction to the parking lot setback (from 15 feet to 0 feet) to accommodate the adaptive reuse of the property; and,

4. Historic Parking Modification allow a reduction in the width of landscape planters to 3 feet, allow up to 4 compact parking stalls, without requiring 25 standard spaces, allow for the deletion of the loading space requirements for historic structures having less than 6,000 square feet of gross floor area, and allow the reduction of driveway approach from 26 feet to approximately 20’4” feet.

5. ANALYSIS:

A) General Plan
The proposed project is located in the Office land use designation of the General Plan (Attachment C – General Plan Land Use Map), which designates are for the development of a wide range of office types, including general office, medical, and other professional uses, as well as ancillary commercial uses. The 2035 General Plan addresses topic areas including those promoting office and commercial land uses and the preservation of historic resources. See Attachment D, General Plan Policies, for a list of applicable policies and the project’s consistency with each.

The proposed adaptive reuse and rehabilitation project furthers the implementation of the policies within the General Plan and ensures the long-term preservation of a local historic resource.

B) East Valley Corridor Specific Plan
The project site is located within the Administrative Professional District of the East Valley Corridor Specific Plan (Attachment E – Zoning Map), which supports businesses and professions which provide services primarily from offices and maintain no stock of foods for retail trade. This district provides a transition or buffer between more intensive commercial areas and major arterials and residential land uses. The East Valley Corridor Specific Plan provides the current development standards for the Administrative Professional District, a detailed analysis for which has been provided in Attachment F – Development Standards.

The project includes a request to convert a residential building from a residential use to an office use. The East Valley Corridor Specific Plan does not specifically address this in the Administrative Professional District, however the use of an office use in a residential structure is not prohibited in the district and would otherwise be permitted in the Administrative Professional District. As such, staff has used the provisions for the conversion of a residential structure within the provisions of the City’s Municipal Code (Sections 18.156.390 through18.156.420). This approach was utilized to approve other similar conversions of residential structures to office uses within the same zoning designation, including the conversion of the Barton House (Conditional Use Permit No. 803), located north of Barton Road on Nevada Street. The Municipal Code allows for the conversion of certain structures subject to specific requirements and under the approval of a Conditional Use Permit.

C) Historic Resource Designation
Section 2.62.180 of the RMC provides that any person or group may request the nomination and designation of a resource by submitting an application to the Historic and Scenic Preservation Commission.A nominated or designated resource may include single structures or sites, portions of structures, urban design features, manmade or natural landscape elements, or works of art that are fifty (50) years old or older.

The criteria set forth in Section 2.62.170 is used to determine if the nominated resource is significant.Based on the inventory survey submitted by the applicant, staff recommends that the subject property meets the following criterion for designation as follows: Based upon consideration of the Determination of Eligibility and the updated DPR form, three local eligible criteria are recommended as being met for designation as a historic resource.These include:

Chapter 2.62.170(F): “It embodies elements of architectural design, detail, materials, or craftsmanship that represents a significant architectural innovation;” Chapter 2.62.170(H): “It has unique design or detailing.” Chapter 2.62.170(I): “It is a particularly good example of a period or style.” Response: The structure represents the Queen Anne-Victorian architectural style and front porch, which influences from the beginning of the Craftsman style as seen in the dwelling’s front windows. As such, the structure appears to represent a transitional example between the two styles. The Queen Anne style is seen through significant characteristics such as the turret-bay tower, at the northwest corner, featuring curved glass windows on each floor and witch’s cap roof, multiple roof planes, large overhangs with exposed elliptical cut rafters and exposed eaves, a large wrap around porch, cylindrical Corinthian columns, and decorative moldings. The dwelling is built on a rock foundation, and utilizes shingles and shiplap on the exterior.

The significant characteristics of the Craftsman style seen include the three large square double-hung windows on the first floor, the mild pitched lower roof, flat porch roof. The inventory form suggests that the architect, who is unknown, may have been more inclined to emphasize the Queen Anne style, which was popular in 1905, and may have been experimenting with elements of the beginning of the Craftsman style.

Following the designation of the historic resource, exterior alterations, demolition, moving of the structure, or other permanent change to the property will require review by City staff and the Historic and Scenic Preservation Commission and will be subject to the provisions of Article III of Chapter 2.26 of the RMC (Application for Certificate of Appropriateness).

The structure, while in need of rehabilitation, has not been significantly modified over the years. Permit history is limited and indicates a reroof in the 1990s.

Google Street View and Google Street photography indicates that an addition was previously constructed to the rear of the dwelling that was not compatible with the architectural style, and was subsequently removed, exposing the previous framing of the original exterior wall. While this has a minor effect on the integrity of the building, the remaining building is largely intact. The applicant intends to rehabilitate the structure and construct a new two-story addition to the rear of the building.

The applicant does not intend to include the accessory structure (garage) as part of the nomination, as it is utilitarian is nature and would not meet the eligibility criteria as a historic structure. The applicant proposed to return with a request to demolish the structure, to accommodate parking lot improvements necessary for the adaptive reuse and preservation of the primary structure.

D) Specific Plan Amendment
A Specific Plan Amendment is proposed as part of the project scope to amend Division 4 (Community Design), Chapter 1 (Circulation), Section EV4.0110(b) (Road Standards), Section EV4.0115(a)(Special Landscaped Streets), and Section EV4.0125(2) (Setbacks at Intersections) to amend the required road right-of-way requirements of a 300 linear foot segment of Alabama Street on the north side of Barton Road (from a width of 120 feet to 110 feet), allow for a 50 foot half-width on the western side and a 60 foot half-width on the eastern side of Alabama Street, and exclude the segment of Alabama Street from the special landscape street and intersection design requirements.

Currently, the East Valley Corridor Specific Plan would require that the property provide ten (10’0”) additional feet of right-of-way dedication along Alabama Street, and utilize special landscaping street and intersection design requirements. Due to the unique shape of the parcel, the loss of 10 additional feet to the property would render an adaptive reuse project infeasible, as the property would no longer be able to retain enough room for the required parking lot and landscaping improvements. As indicated above, the General Plan supports adaptive reuse projects as a preservation mechanism for historic resources. The emphasis of historic adaptive reuse is to retain as much of the historic character and features as possible. Implementing the special landscape street and intersection standards would require substantial alteration to historic elements of the property and would require the removal of existing mature trees and affect a historic garden wall intended to remain on the property. In addition, the implementation of special intersection landscaping standards would be difficult due to topographical differences at the intersection and would require substantial grading and additional retaining walls to incorporate room for additional trees that would be located outside of the corner cut-off area to ensure safe intersection visibility protection. The subject property would be the sole property affected by the Specific Plan Amendment, and as such, the change would be very limited in scope and would not affect other sections of Alabama Street. The amendment would allow the property to be adaptively reused without additional dedication and would allow the Planning Commission and City Council to review the site design with a historic preservation scope in- mind.

The Municipal Utilities and Engineering Department has reviewed the potential effects of the Specific Plan Amendment related to roadway improvements along this property’s eastern frontage and determined that it is unlikely that such dedication would be utilized for street widening due to the existing and foreseen needs of this intersection and the difficulties and potential impacts upon historic improvements and topographical differences. A legislative version of the proposed changes has been included as Attachment G – Specific Plan Amendment.

E) Conditional Use Permit
As referenced in the analysis above, a Conditional Use Permit is required to establish a non- residential use in a residential building. The medical office use would essentially replace the residential use of the structure and allow the building and property to be adaptively reused in this capacity, aiding in its long-term viability and rehabilitation. The Conditional Use Permit application includes:

The approval of a nonresidential use (medical office) in a residential structure;

1. Construction of a two-story 1,238 square foot addition to the rear (a 51% enlargement);

2. Façade improvements, including a new 50-year asphalt shingle roofing material, new decorative corbels at a basement stairway, new turned solid wood architectural columns on the addition, new rafter tails on the addition, similar compatible materials (shingles and siding on addition to match existing materials), a new ADA accessible ramp and guard rail; and

3. Construction of related on-site improvements, including a parking lot and landscaping planters, which will require the removal of an existing accessory building, subject to approval of a subsequent demolition application.

4. To adaptively reuse a residential building for a non-residential use, RMC Section

18.156.410 indicates that the building must have historical, architectural, cultural or aesthetic interest or value to the community proposed to be preserved or continued. The Historic and Scenic Preservation Commission (HSPC) has reviewed the proposed property and made a recommendation to the City Council to designate the property as a local historic resource, indicating that the property meets three of the City’s historic eligibility criteria for designation, Criterion F, H, and I, as referenced above.

Documentation of the property’s historic significance has been prepared on Department of Parks and Recreation (DPR) forms, reviewed by the HSPC, included as Attachment H – DPR Forms. The structure represents the Queen Anne-Victorian architectural style and front porch, which influences from the beginning of the Craftsman style as seen in the dwelling’s front windows. As such, the structure appears to represent a transitional example between the two styles. The Queen Anne style is seen through significant characteristics such as the turret-bay tower, at the northwest corner, featuring curved glass windows on each floor and witch’s cap roof, multiple roof planes, large overhangs with exposed elliptical cut rafters and exposed eaves, a large wrap around porch, cylindrical Corinthian columns, and decorative moldings. The dwelling is built on a rock foundation, and utilizes shingles and shiplap on the exterior.

The significant characteristics of the Craftsman style seen include the three large square double- hung windows on the first floor, the mild pitched lower roof, flat porch roof. The historic inventory form suggests that the architect, who is unknown, may have been more inclined to emphasize the Queen Anne style, which was popular in 1905, and may have been experimenting with elements of the beginning of the Craftsman style.

The proposed conversation will include a 1,238 square foot two-story addition (resulting in a total building size of 3,649 square feet). The addition and the rehabilitation has been designed utilizing the Secretary of the Interior’s Standards for the Treatment of Historic Properties, in a manner to respect the original design of the historic structure and will retain the original appearance of a single family dwelling. The new addition will integrate a design that is compatible and consistent with the original structure, while implementing the Historic and Scenic Preservation Commission’s comments for subtle differentiation of the columns and rafter tails of the new addition to differentiate new work from the original work, as recommended by historic preservation practices. While the HSPC has reviewed and indicated their support the design of the project, a Certificate of Appropriateness application for the exterior improvements will be required by the HSPC, upon approval and recordation of the historic designation, as incorporated in the Conditions of Approval.

RMC Section 18.156.420 discusses the property development standards required for non-residential uses in residential buildings. These are discussed below:

The residential structure shall be improved to conform with the requirements of the Fire and Building and Safety Departments.Their requirements shall be developed from a careful study of each structure and the appropriate building and fire ordinances of the City.It is anticipated that all possible alternatives will be explored to retain the structure and still comply with the spirit and intent of the codes.

The project will be required to comply with all requirements of the Building and Fire Code. With historic designation of the property, the project will be able to utilize the California Historic Building Code to aid in additional flexibility to retain the structure and comply with the spirit and intent of the code. The Fire Department has provided conditions of approval, which require the applicant to provide adequate fire flow, follow the California Fire Code requirements, maintain minimum fire hydrant flow rates and distance requirements, provide an unobstructed fire access to the building, adequately address the building to commercial standards, and provide a knox box and fire sprinklers.

1. The exterior of the structure shall not be modified in a manner that would alter its residential character.

The design of the project will retain the residential character and architectural design of the structure. The addition to the building has been designed to be compatible and consistent with the design of the structure, without detracting or calling attention away from the primary, historic portion of the building.

2. The Commission may require complete exterior renovation of the structure, including repainting and reroofing.

The project scope already increases the complete exterior renovation of the structure, including a reroofing with a new 50-year asphalt shingle roofing material, new decorative corbels at a basement stairway, new simplified turned solid wood architectural columns to differentiate the new columns from the existing columns, new simplified rafter tails on the addition to differentiate the new columns from the existing, similar compatible materials (shingles and siding on addition to match existing materials), and a new ADA accessible ramp and guard rail.

3. Off-street parking shall be provided as required in Sections 18.152.140 through 18.152.320 of the Redlands Municipal Code. No parking permitted in any existing front-yard area.

The residential structure is proposed to be adaptively reused as a medical office. Medical offices are required to provide 1 parking space per 200 square feet of gross floor area with a minimum of five (5) parking stalls.

The total parking required on-site is nineteen (19) parking stalls. As designed, the project complies with the amount of parking stalls required.

Due to the unique shape of the parcel, which originally only anticipated a narrow northern portion to accommodate a residential driveway, a Historic Parking Modification and Variance application have also been submitted, which will provide the property flexibility to meet the parking requirements, given the property constraints and the difficulties involved with adaptive reuse projects, within the intent of the parking requirements.

4. One identification sign containing the name of the business and/or use, not exceeding twenty square feet in area, is permitted. In reviewing the sign, special emphasis will be placed on the proper integration of the sign with the project.

The applicant has not submitted any plans for signage, however, room for a future monument sign has been accommodated on the site plan as part of planning the site design. Prior to the development of any signs on the property, subsequent approval from the Planning and Historic and Scenic

5. Preservation Commission for any signs.

F) Variance
The applicant is requesting a variance for two specific areas in order to allow the property to have enough area to meet the development standards for parking lots and accessibility (Attachment I – Applicant’s Variance Request). RMC Section 18.196.010 states that the purpose of a variance shall be to ensure that no property, because of special circumstances applicable to it (such as size, shape, topography, location or surroundings) shall be deprived of privileges commonly enjoyed by other properties in the same vicinity. The variance requests are:

Reduction in the parking lot setback from 15 feet to 0 feet adjacent to Alabama Street, with modified parkway standards, to accommodate the adaptive reuse and long-term preservation of the property.

1. Reduction in the front yard setback by 20% (from 25’0” to 20’2”) to allow the encroachment of a ramp to accommodate the required
ADA-accessibility improvements.

2. The subject parcel is irregularly shaped, with the existing single family dwelling located on the widest part of the lot at a higher elevation, and the usable area for the development of a parking lot extending on a narrower finger sloping downwards towards Calvary Circle. The area for the parking lot is 60 feet in width, and needs to incorporate landscape planters, 19 foot deep parking lot stalls, a 26 foot wide driveway, 15 foot deep compact parking stalls, and 8 foot wide parallel parking stalls. As indicated in the background above, when the existing parcel was created as part of the recordation of an earlier parcel map, there were no known plans for the adaptive reuse of the property, as the area transitioned through the development of adjacent commercial and high density uses after this time. As such, the shape and size of the lot was driven towards maintaining access for a single family dwelling and allowing enough room for the development of the commercial day care facility located to the west. As such, there are constraints created by the properties unique shape, the adjacency of the property along streets on three sides, creating larger setbacks on three sides of the property, the sloping topography of the lot, and the existing placement of the historic resource.

The variance would be essential for the conversion of the property to an office use. The property is currently constructed as a single family dwelling, which is no longer a use permitted by right in the underlying zoning district, the Administrative Professional (EV/AP) District of the East Valley Corridor Specific Plan. In order to convert the property to an office use, and retain the historic structure, the property would be required to construct a paved and striped parking lot. The use proposed for the structure, a medical office, is a use permitted by right in the zoning district. Therefore, its establishment of a permitted use is contingent on the development standard reliefs requested in the variance. The construction of an ADA accessible ramp for access is a variance. The construction of an ADA accessible ramp for access is a requirement to establish a commercial use in the building. To preserve the historic integrity of the building and establish the necessary slope gradient maximum allowed for ramps, the new ramp structure would extend into the 25-foot setback by less than 5 feet.

G) Historic Parking Modification
The intent of a Historic Parking Modification is to allow for the consideration and approval of a permit for modified parking requirements for historic structures.

Pursuant to RMC Section 18.164.410, the permit allows certain specified citywide parking requirements to be modified as an incentive to preserve and maintain designated historic structures. The residential structure is proposed to be adaptively reused as a medical office, and medical offices are required to provide 1 parking space per 200 square-feet of gross floor area, with a minimum of five (5) parking stalls. Based on the proposed square-footage (including the addition), the total parking required on-site is 19 parking stalls, and 20 will be provided.

The applicant is seeking a Historic Parking Modification to:

Allow a reduction in the width of landscape planters to 3 feet;1.

Allow up to 4 compact parking stalls, without requiring the 25 standard (full-size) spaces;

2. Allow for the deletion of the loading space requirements for historic structures having less than 6,000 square-feet of gross floor area; and

3. Allow the reduction of the driveway width from 26 feet minimum to approximately 20’4” feet.

4. The table below shows how the project is designed to comply with the requirements of a Historic Parking Modification, given the practical difficulties and infeasibility of meeting the standard parking lot requirements that would otherwise be required for new developments.

Development
Standard
Municipal Code
Requirement
(Without an Exception)
Municipal Code
Requirement
(With Exception)
Landscaping Planter
Width 5 ft, 6 inches 3 feet
Number of Compact
Parking Stalls
Allowed
25 full-size parking stalls;
25% of remaining stalls
may be compact.
25% of stalls may be
compact stalls (5
stalls)
Loading Stalls 1 0
Driveway Approach 26 feet wide 14 feet wide
As designed, with the relief indicated above, the project site can be designed to incorporate 20 parking stalls, therefore allowing them to meet the minimum parking requirement. The modification will not require a reduction in the overall number of parking stalls, even with incorporation of the addition. The proposal has been reviewed by Planning and Engineering staff, and the Historic and Scenic Preservation Commission and Planning Commissions have made recommendations for approval to the City Council.

ENVIRONMENTAL REVIEW:

The Specific Plan Amendment would be exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines. Section 15061(b)(3) is referred as the “general rule” and applies to those projects where it is seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.

Conditional Use Permit would be exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) and Section 15331 (Historical Resource Restoration/Rehabilitation) of the CEQA Guidelines and the Variance and Historic Parking Modification would be exempt pursuant to Section 15305 (Minor Alterations in Land Use Limitations) of the CEQA Guidelines.

ALTERNATIVES:

The City Council may continue the public hearing and direct staff to address any issues or bring back additional information; or,

1. The City Council may continue the public hearing and direct staff to prepare findings supporting denial of the request.

2. SUBMITTED BY:

Brian Desatnik, Development Services Director
Brian Desatnik, Development Services Director
RECOMMENDED BY:

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

Daniel J. McHugh, City Attorney
Janice McConnell, Assistant City Manager
PREPARED BY:

Loralee Farris, Principal Planner
Attachments
Attachment A: Location Map & Aerial Photo
Attachment B: Site Plans, Floor Plans, Elevations
Attachment C: General Plan Land Use Map
Attachment D: General Plan Policies
Attachment E: Zoning Map
Attachment F: Table of Development Standards
Attachment G: Specific Plan Amendment
Attachment H: DPR Forms
Attachment I: Variance Request
Attachment J: Resolution No. 8321 - Historic Resource No. 135 Attachment K: Resolution No. 8322 - Specific Plan No. 40 Amendment No. 47 Attachment L-1: Resolution No. 8323 - Conditional Use Permit No. 1107 Attachment L-2: Exhibit B (MUED Conditions of Approval) Attachment L-3: Exhibit C (Fire Dept. Conditions of Approval) Attachment M: Resolution No. 8324 - Variance No. 799
Attachment N: Resolution No. 8325 - Historic Parking Modification No. 31

1 I:\cmo\Resolutions\8678_SFR Adaptive Reuse (Time_Extension).doc -jm RESOLUTION NO. 8678

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

APPROVING A ONE-YEAR EXTENSION OF TIME TO THE EXPIRATION DATE FOR CONDITIONAL USE PERMIT NO. 1107 AND ASSOCIATED

ENTITLEMENTS PERTAINING TO THE ADAPTIVE REUSE OF A SINGLE- FAMILY DWELLING LOCATED AT 1605 CALVARY CIRCLE.

WHEREAS, Guadalupe Cobanov, property owner and applicant, has submitted an application for Extension of Time No. 2 to construct the project approved with Conditional Use Permit No. 1107 for a physician’s office and medical clinic located at 1605 Calvary Circle (APN:
0293-133-13-0000); and

WHEREAS, on April 19, 2022, the Redlands City Council held a public hearing and adopted Resolution Nos. 8321, 8322, 8323, 8324, and 8325 to approve Historic Resource Designation No. 135, Amendment 47 to Specific Plan No. 40, Conditional Use Permit No. 1107, Variance No. 799, and Historic Parking Modification No. 31 for the project; and

WHEREAS, Redlands Municipal Code section 18.192.090 permits an applicant to request a one-year extension of time to extend the expiration date for a Conditional Use Permit, provided the total number of such one-year extensions does not exceed three; and

WHEREAS, on April 16, 2024, the City Council approved the first Extension of Time for the entitlements; and

WHEREAS, the applicant intends to develop the project approved by Conditional Use Permit No. 1107, and filed an Extension of Time application prior to the entitlement’s expiration date in accordance with the Redlands Municipal Code; and

WHEREAS, on April 1 5, 202 5, the City Council determined that the approval of the requested one-year extension of time is in the best interests of the public health, safety, and general welfare.

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

SECTION 1. California Environmental Quality Act. Approval of this Resolution is exempt from further environmental review pursuant to Section 15061(b)(3) of the State Guidelines implementing the California Environmental Quality Act, as there is no possibility of any potentially significant environmental effects as a result of the time extension. City Council Resolution No. 8323 was adopted on April 19, 2022, and determined the project was exempt from environmental review in accordance with the California Environmental Quality Act (Sections 15061(b)(3), 15301, 15305, and 15331 of the CEQA Guidelines).

2 I:\cmo\Resolutions\8678_SFR Adaptive Reuse (Time_Extension).doc -jm SECTION 2. Approval of Extension of Time. The proposed one-year extension of time for Conditional Use Permit No. 1107, with associated entitlements, is hereby approved in accordance with Redlands Municipal Code Section 18.192.090.

SECTION 3. Expiration Date. The new expiration date for Conditional Use Permit No. 1107 and associated entitlements shall be April 19, 2026. The project shall remain subject to all original Conditions of Approval contained in City Council Resolutions 8323, 8324, and 8325.

SECTION4. Effective Date. This Resolution shall become effective upon adoption.

ADOPTED, SIGNED AND APPROVED this 15th day of April, 2025.

Mario Saucedo, Mayor

ATTEST:

Jeanne Donaldson, City Clerk

3 I:\cmo\Resolutions\8678_SFR Adaptive Reuse (Time_Extension).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 15th day of April, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Jeanne Donaldson, City Clerk
City Council Meeting I. 6.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve terminating the Non-Professional Services Agreement with Clean Infusion, LLC for cause, rejecting all bids for the Wastewater Treatment Plant Secondary Clarifier No. 1 Rehabilitation Project (Bid #20240923-FM), and directing staff to solicit new bids for the project (Municipal Utilities and Engineering Director Harris) MOTION(S):

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

I move that the City Council terminate the Non-Professional Services Agreement with Clean Infusion, LLC for cause.

1. I further move that the City Council reject all bids for the Wastewater Treatment Plant Secondary Clarifier No. 1 Rehabilitation Project (Bid #20240923-FM) and direct staff to solicit new bids for the project.

2. RECOMMENDATION:

Staff recommends that City Council terminate the Non-Professional Services Agreement with Clean Infusion, LLC for cause, reject all bids for the Wastewater Treatment Plant Secondary Clarifier No. 1 Rehabilitation Project (Bid #20240923-FM), and direct staff to solicit new bids for the project.

DISCUSSION:

On September 23, 2024, MUED staff issued a Request for Bids to rehabilitate and repair the Wastewater Treatment Plant Secondary Clarifier No. 1. On October 24, 2024, the City received bids from nine (9) Contractors. After reviewing the proposals, MUED staff recommended City Council approval of a Non-Professional Services Agreement (NPS Agreement) with Clean Infusion, LLC (Clean Infusion) on December 3, 2024.

On January 20, 2025, Clean Infusion informed MUED staff of its inability to pre-purchase project equipment as required by the bid documents and NPS Agreement and requested that a separate "Joint Check Payment Agreement" be executed by the City, Clean Infusion, and Ovivio USA, LLC (equipment manufacturer). The parties met to discuss alternatives for advancing this project within the terms of the existing NPS Agreement. Ultimately, a solution acceptable to all parties could not be reached, and Clean Infusion submitted a request to terminate the NPS Agreement. No project work has been performed, Clean Infusion has not incurred any project expenses, and no project payments have been made by the City. Therefore, MUED staff recommends that City Council terminate the NPS Agreement with Clean Infusion.

MUED staff reviewed the remaining project bids and determined that all proposals exceed the available project funding. Therefore, MUED staff recommends that City Council reject all bids for the Wastewater Treatment Plant Secondary Clarifier No.1 Rehabilitation Project (Bid #20240923-FM) and direct staff to solicit new bids for the project. If approved, MUED staff will revise the project scope of services and re-advertise the project.

ALTERNATIVES:

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

STRATEGIC PLAN:

N/A
SUBMITTED BY:

John R. Harris, Municipal Utilities & 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:

Fernando Mata, Wastewater Utility Manager
Fiscal Impact
Discussion:

There is no fiscal impact associated with these actions.

Attachments
Executed Agreement (Reference only)
Bid Report
Contract Termination Letter

Phone: +1-267-698-1176 www.CleanInfusion.com [email protected]

TO: City of Redlands
Municipal Utilities & Engineering Dept.
35 Cajon St. Suite 15A
Redlands, CA, 92372

Date: February 19th, 2025

Subject: Formal Notice of Bid Award Declination

City of Redlands,
I am writing to formally notify City of Redlands that Clean Infusion must respectfully decline the award for Secondary Clarifier No.1 Rehab Project/Bid #20240923-FM, which was recently awarded to us.

After a thorough review of the contract scope and financial requirements, we have determined that we are unable to proceed due to financial constraints related to the procurement of the required equipment specified in the scope of work.

We sincerely appreciate the opportunity to bid on this project and regret any inconvenience this decision may cause. Please consider this letter as our formal notification of declination.

Thank you for your understanding. We look forward to the possibility of working with the City of Redlands on future opportunities.

Sincerely,

Michael Russell
Inside Sales
Office: 267-698-1176
Cell: 573-489-2710
[email protected]

City Council Meeting I. 7.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the request for the temporary closure of E. Brockton Ave for the University of Redlands Commencement on April 25, 2025, and determine that the temporary closure of the street 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)
MOTION(S):

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

I move that the City Council determine that authorization for the items associated with the University of Redlands commencement ceremony on April 25, 2025 are exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act.

1. I move to approve the temporary street closure of E. Brockton Ave from University Street to Grove Street on April 25, 2025, for the University of Redlands commencement ceremony.

2. RECOMMENDATION:

Staff recommends that the City Council determine that authorization for the items associated with the University of Redlands commencement ceremony on April 25, 2025, are exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act; Also, that the City Council direct staff accordingly regarding the temporary street closure request of E. Brockton Avenue from University Street to Grove Street on April 25, 2025, for the University of Redlands commencement ceremony.

DISCUSSION:

The University of Redlands is holding their commencement activities on Friday, April 25, 2025, at the University campus from 6:00 a.m. to 9:00 p.m. As part of the event, the University of Redlands is requesting the temporary closure of E.

Brockton Avenue between University Street and Grove Street from 5:00 a.m. to 10:00 p.m. This request requires City Council's approval due to the necessity of a temporary street closure, aimed at managing traffic flow and ensuring the safety of both pedestrians and drivers along E. Brockton Avenue, between University Street and Grove Street. Should the City Council elect to approve the temporary street closure, the following condition of approval will apply; the event will be held on Brockton Avenue between University Street and Grove Street.

The event is exempt from the requirements of the California Environmental Quality Act’s guidelines pursuant to Section 15311(c). Section 15311(c), accessory structures Class 11 facilities, consists of construction, or replacement of minor structure accessory to existing commercial, industrial, or institutional facilities, including placement of seasonal or temporary use items such as mobile food units, portable restrooms or similar items in generally the same locations from time to time in publicly owned parks or other facilities designed for public use.

ALTERNATIVES:

The City Council may elect to deny the request for temporary street closure and direct staff accordingly.

STRATEGIC PLAN:

Priority A - Quality of Life, Beautification, Arts and Culture.

SUBMITTED BY:

Tabitha Crocker, Facilities and Community Services Department Director RECOMMENDED BY:

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

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

Jaclyn Ramirez, Administrative Assistant II
Fiscal Impact
Fiscal Year: FY 2024/25
Revenue Generating: Y
Appropriation Required Y/N: N
Budgeted Y/N: N
Discussion:

Fees for closure will be billed to the University of Redlands; therefore there is no associated cost to the general fund.

Attachments
Commencement Schedule of Events
Event Closure Map
Street Closure Form
Commencement Schedule of Events
Below is the full schedule of events and receptions hosted by the U of R in celebration of graduating students. Please note some events require an RSVP at the link provided.

Friday, April 25, 2025

Time Description Location

9:00 a.m. Undergraduate Commencement Ceremony Ted Runner Stadium

11:00 a.m. Undergraduate Reception Serrao Gateway Lawn

12:00 p.m. Honorary Degree Recipients Lunch Casa Loma Room

5:00 p.m. Graduate Commencement Ceremony Ted Runner Stadium

7:00 p.m. Graduate Reception Serrao Gateway Lawn

City Council Meeting I. 8.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the request for in-kind support in the amount of $7,587 related to the Redlands Festival of Arts to be held on Saturday, May 24, and Sunday, May 25, 2025; authorize temporary street closures related to the event; approve a request for in-kind support in the amount of $7,587; authorize the sale and consumption of alcoholic beverages at the event, 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)
MOTION(S):

If the City Council determines that the staff’s recommendations are appropriate, the following motions are provided:

I move that the City Council determine that authorization for the items associated with the Redlands Festival of Arts to be held on Saturday, May 24, and Sunday, May 25, 2025, are exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act;

1. I move to authorize and approve the expenditure of city resources and in-kind support, the temporary street closures, and the sale and consumption of alcoholic beverages during the Redlands Festival of Arts to be held on Saturday, May 24 and Sunday, May 25, 2025.

2. RECOMMENDATION:

Staff recommends that the City Council determine that authorization for the items associated with the Redlands Festival of Arts is exempt from environmental review pursuant to Section 15311(c) of CEQA guidelines. Staff further recommends that the City Council direct staff accordingly regarding the expenditure of $7,587 for personnel, equipment, in-kind support, and the temporary street closures detailed in the staff report. Additionally, staff recommends that the City Council authorize and approve the sale and consumption of alcoholic beverages in the designated area for the event.

DISCUSSION:

The Facilities and Community Services Department manages the administration and issuance of permits for special events held in public areas of the city. Upon the issuance of a special event permit, the event may take place contingent on the event organizer paying the required fees. The City recognizes the value of partnering with non-profit agencies and organizations to provide services beneficial to the community. In an effort to support programs that provide a community benefit, the City Council will, from time to time, consider the authorization of in-kind support, including the use of city equipment, staff, and facilities for special events.

According to the application, the event will showcase over 100 artist booths, seven food trucks, a beer garden, and two locations for small musical groups to perform. This is the 12th anniversary of the event, which started in 2013. The estimated attendance for this year's event is 7,000. The event organizer is requesting setup to begin Friday, May 23 at 9:00 a.m. through Sunday, May 25, 2025 at 9:00 p.m. The Redlands Arts Festival Association (RAFA) is requesting permission to serve alcohol at the event which will end no later than 5:00 p.m. on each day of the two-day event. RAFA is also requesting approval to close Eureka Street from Olive Avenue to the south side of the Joslyn Senior Center parking lot. A soft closure would be erected with barricades and personnel from Olive Avenue to the north side of the Contemporary Club parking lot, then a hard closure would be in place, using the Meridian crash barriers, from the north side of the Contemporary Club parking lot to the south side of the Joslyn Senior Center parking lot. The soft closure would allow residents in this portion of Eureka Street access to their driveways and homes during the closure dates.

RAFA is also requesting the closure of Forth Street between W. Vine Street and the north side of the Contemporary Club parking lot. This portion would also be closed as a hard closure with the use of the Meridian crash barriers. The closure of Eureka Street and Fourth Street would be set up on Friday, May 23rd, at 9:00 a.m. and stay in place until Sunday, May 25, at 9:00 p.m. The soft closure on Eureka would be removed during the after-hours timeframe and re-set at the commencement of the event the next day.

Redlands Arts Festival Association is also requesting in-kind support in the amount of $7,587 for departmental resources, including personnel and equipment from the Police and Facilities and Community Services departments.

RAFA is a registered non-profit organization operating out of the City of Redlands. The City previously approved in-kind support in the amount of $5,407 for the Redlands Festival of Arts. RAFA, has successfully hosted these events, gathering hundreds of thousands, which is a benefit for local businesses and community engagement.

The event is exempt from the requirements of the California Environmental Quality Act’s guidelines pursuant to Section 15311(c). Section 15311(c), accessory structures Class 11 facilities, consists of the construction or replacement of a minor accessory structure next to existing commercial, industrial, or institutional facilities, including placement of seasonal or temporary use items such as mobile food units, portable restrooms, or similar items in generally the same locations from time to time in publicly owned parks or other facilities designed for public use.

ALTERNATIVES:

The City Council may elect to deny the request for in-kind support, deny the request for temporary street closure and direct staff accordingly.

STRATEGIC PLAN:

Priority A - Quality of Life, Beautification, Arts and Culture.

SUBMITTED BY:

Tabitha Crocker, Facilities and Community Services Department Director RECOMMENDED BY:

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

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

Jaclyn Ramirez, Administrative Assistant II
Fiscal Impact
Fiscal Year: FY 2024/25
Revenue Generating: Y
Appropriation Required Y/N: N
Amount: $7,587.00
Budgeted Y/N: N
Discussion:

Please see the "Fiscal Impact" attachment for reference.

Attachments
In-Kind Request
Event Map
Verification of Non-Profit
ABC Permit
Street Closure Permit/Map
Fiscal Impact

In anticipation of the City Council's consideration of this request, staff has compiled the following table outlining costs related to fees established by Resolution of the City Council and departmental charges pertaining to personnel and equipment resources necessary for the support of the event. The departmental charges are costs outside of normal City operations that would not be incurred by the City if the special event was not taking place.

Departmental Charges
(Personnel & Equipment)
2024-2025
Amount Type 2023-2024
Amount
Police Personnel1 $3,997.00 Hard Cost $3,392.00
Fire Personnel1 $0.00 Hard Cost $0.00
Facilities & Community Services Personnel1 $3,375.00 Hard Cost $1,800.00 Personnel & Equipment Subtotal $7,372.00 $5,192.00
Fees Established by City Council
Resolution

Park Reservation $215.00 Soft Cost $215.00
FCS Equipment $0.00 Soft Cost $0.00
Fire Equipment $0.00 Soft Cost $0.00
Fees Subtotal $215.00 $215.00
Total Departmental Charges and Fees $7,587.00 $215.00

$7,372.00
$215.00
$7,587.00
Hard Cost
Soft Cost
Total
$5,192.00
$215.00
$5,407.00
1Personnel costs are calculated conservatively assuming the highest staff cost scenario. Actual costs may vary on the day of the event based on the actual staff present. Actual costs will be confirmed following the event and will be included in a reconciliation report presented to the City Council.

The following table summarizes the total estimated costs associated with the use of City resources and waiver of fees approved for events scheduled during Fiscal Year 2024-25 to date:

TABLE 2: FY 2024-25 Fee Waivers to date
Hard Costs Soft Costs Deposits
Refunded
Waiver
Amount
Net
Amount
$380,665.30 $30,368.70 $0.00 $411,034.00 $411,034.00

City Council Meeting I. 9.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a request to hold the Redlands Firefighter's Car Show event hosted by the Redlands Professional Firefighters Association on May 25, 2025, at Ed Hales Park and along East State Street and Citrus Avenue; authorize temporary street closures related to the event; approve a request for in-kind support in the amount of $16,507.00; authorize the sale and consumption of alcoholic beverages at the event, 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)
MOTION(S):

If the City Council determines that the staff’s recommendations are appropriate, the following motions are provided:

I move that the City Council determine that authorization for the items associated with the Redlands Firefighter Car Show are exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act;

1. I move to authorize and approve the temporary street closures, expenditure of city resources and in-kind support, and the sale and consumption of alcoholic beverages relating to the Firefighter Car Show Event on May 25, 2025.

2. RECOMMENDATION:

Staff recommends that the City Council determine that authorization for the Redlands Firefighter Car Show is exempt from environmental review pursuant to Section 15311(c) of CEQA guidelines. Staff further recommends that the City Council direct staff accordingly regarding the expenditure of $16,507.00 for personnel, equipment, and in-kind support, as well as the temporary street closures detailed in the staff report. Additionally, staff recommends that the City Council authorize and approve the sale and consumption of alcoholic beverages at Ed Hales Park (State St & 5th St) during the event.

DISCUSSION:

The Redlands Professional Firefighters (RPFA) is requesting to hold the annual Redlands Firefighter's Car Show event at Ed Hales Park and along East State Street and Citrus Avenue in the downtown area on Sunday, May 25, 2025, from 5:00 a.m. to 6:00 p.m. The RFPA is requesting street closures from 2:00 a.m. to 8:00 p.m. to allow for vendor and entry vehicle check-in, set up and clean up.

The RFPA is requesting the closure of East State Street between Orange Street and Redlands Boulevard; 5th Street between Redlands Boulevard and Citrus Avenue; 6th Street between the alleyway north of East State Street and Citrus Avenue; 7th and 8th Streets between the alleyway north of East State Street and the alleyway south of East State Street; 9th Street between Redlands Boulevard and the alleyway south of East State Street, Orange St. between Citrus Ave. and Redlands Blvd, and Citrus Ave. between Orange St. and 5th St. Access to both the lower and upper levels of the Citrus Ave. parking structure will remain open.

City Council approval is also necessary to authorize the consumption of alcohol for this event due to its proposed location of Ed Hales Park. Staff's approval authority is limited to only enclosed public areas in public parks as defined by Resolution No. 7559 and therefore the approval of this request is outside of staff's purview.

The City previously approved in-kind support in the amount of $9,598.00 for the Annual Firefighter Car Show Event in 2024. Redlands Professional Firefighters Association has successfully hosted 25 of these events, gathering thousands of people throughout the Downtown area of Redlands, which is a huge benefit for local businesses. The application states that it will provide local service clubs and organizations with an opportunity to raise funds for charity and bring revenue to local businesses.

The event is exempt from the requirements of the California Environmental Quality Act’s guidelines pursuant to Section 15311(c). Section 15311(c), accessory structures Class 11 facilities, consists of the construction or accessory structures Class 11 facilities, consists of the construction or replacement of a minor accessory structure next to existing commercial, industrial, or institutional facilities, including placement of seasonal or temporary use items such as mobile food units, portable restrooms or similar items in generally the same locations from time to time in publicly owned parks or other facilities designed for public use.

ALTERNATIVES:

The City Council may elect to deny the request for in-kind support, deny the request for temporary street closure and direct staff accordingly.

STRATEGIC PLAN:

Priority A - Quality of Life, Beautification, Arts and Culture.

SUBMITTED BY:

Tabitha Crocker, Facilities and Community Services Department Director RECOMMENDED BY:

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

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

Jaclyn Ramirez, Administrative Assistant II
Fiscal Impact
Fiscal Year: FY 2024/25
Revenue Generating: Y
Appropriation Required Y/N: N
Amount: $16,507.00
Budgeted Y/N: N
Discussion:

Please see the "Fiscal Impact" attachment for reference.

Attachments
In-Kind Request
Street Closure Map
Event Flyer
Verification of Non-Profit
ABC Permit
Street Closure Permit
Fiscal Impact

Fireﬁghters Car Show Street Closure- 2025

1. 2.

3. 4.

5. 6.

7. 8.

9. Event: 26th Annual Redlands Flreflghter's Car Show Date: 1 /24/25

PERMIT TO CLOSE STREET FOR SOCIAL EVENT(S)
Permission to close a street for an event is
subject to the following requirements:

Street Oosure Diagram MUST be attached. (Failure to submit diagram will result In non-Issuance of permit).

Event Flyer or Event Description MUST be attached. (Failure to submit flyer or event description will result In non-issuance of permit).

Applicant MUST provide insurance coverage per City's requirements (see reverse) Written permission from all residents of the effected portion of the street MUST be attached.

No tables or other objects shall be placed on the street surface.

No alcohol shall be consumed on the street or City right-of-way outside of a permitted area.

Temporary No Parking Signs and barricades shall be supplied and posted by City Staff Affected street(s) shall remain accessible for emergency vehicles and local traffic at all times.

This permit pertains only to the closing of the street(s). This permit does not relate to the type of activity, noise, or any other aspect of the event. All other applicable and appropriate ordinances and laws apply.

Permission is hereby granted to: -RFD ------------------------ To close (street names) E. Stat e St, Orange St, Citrus Ave, 5th,6th,7th,8th,9th, Between (street names)_R_ e_fe_r _to_atta_c_h _ed_m_a.;..p ___ --==,---==--------==--=.,.....-- On (date)S/25/25 Event times- from (time)_S __ jvlamDm to (time) _6 __ Dan@pm Address of Applicant: PO Box 784 Redlands £A 92373 . Phone No: 909 705 717 4 Signature of Applicant:� c:=----:----: Applicant Name (print): Dustin Tucker Condition(s);set up �me requir�d: ____________________ _ Event Description:_C_h _an_·ty .......... C_a_r S_ho_w ______ -:-----:---:--------------- 3,
r
the Chief of Police In order to be valid.

Facilities & Community Services Department

4. �-Risk Ma�Dav:on
Date// /
1 l:x?I-Z-C
Date
Date
Street Closure time: From_2_:o_o ___ Iv/am Dpm To_8_:o_o __ Oam!v'lpm Staff Notes:

FCS staff to close all areas with barriers
Fireﬁghters Car Show Street Closure- 2025

Departmental Charges
(Personnel & Equipment)
2024-2025
Amount Type 2023-2024
Amount
Police Personnel1 $5,913.00 Hard Cost $6,804.00
Fire Personnel1 $0.00 Hard Cost $0.00
Facilities & Community Services Personnel1 $6,300.00 Hard Cost $2,700.00 Personnel & Equipment Subtotal $12,213.00 $9,504.00
Fees Established by City Council
Resolution

Park Reservation $94.00 Soft Cost $94.00
FCS Equipment $3,600.00 Soft Cost $0.00
Fire Equipment $600.00 Soft Cost $0.00
Fees Subtotal $4,294.00 $94.00
Total Departmental Charges and Fees $16,507.00 $94.00

$12,213.00
$4,294.00
$16,507.00
Hard Cost
Soft Cost
Total
$9504.00,
$94.00
$9,598.00
1Personnel costs are calculated conservatively assuming the highest staff cost scenario. Actual costs may vary on the day of the event based on the actual staff present. Actual costs will be confirmed following the event and will be included in a reconciliation report presented to the City Council.

The following table summarizes the total estimated costs associated with the use of City resources and waiver of fees approved for events scheduled during Fiscal Year 2024-25 to date:

TABLE 2: FY 2024-25 Fee Waivers to date
Hard Costs Soft Costs Deposits
Refunded
Waiver
Amount
Net
Amount
$380,665.30 $30,368.30 $0.00 $411,034.00 $411,034.00

City Council Meeting J. 1.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Discussion and possible action relating to the formation of, and appointments to, an Ad Hoc Committee of the City Council to review all charters for the City's Commissions, Boards and Committee (Mayor Pro Tem Shaw)
MOTION:

If the City Council concurs with Mayor Pro Tem Shaw's recommendation, the following motions are provided.

I move to approve the formation of an Ad Hoc Committee of the City Council to review all charters for the City's Commissions, Boards and Committees.

1. I further move to appoint _______________________________ and ___________________________ to the Ad Hoc Committee.

2. RECOMMENDATION:

It is recommended by Mayor Pro Tem Shaw that the City Council form an Ad Hoc Committee of the City Council to review all charters for the City's Commissions, Boards and Committees, and appoint two Council members to the committee.

DISCUSSION:

Mayor Pro Tem Shaw is seeking the Council's concurrence to create an Ad Hoc Committee of the City Council charged with the review of all charters for the City's Commissions, Boards and Committees. This committee, comprised of two Council members, will review the charters and make recommendations to the Council in approximately 60 days (Regular Meeting of June 17, 2025) on any proposed language amendments. The goal is to increase and improve consistency across the various Commissions, Boards and Committees of the City.

The Ad Hoc Committee will not be subject to the Brown Act as it will be limited in scope and duration. Once the City Council reviews the work of the committee and the matter is finalized, the Ad Hoc Committee will automatically dissolve.

SUBMITTED BY:

MARC SHAW
Mayor Pro Tempore
City Council Meeting K. 1.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of an Amendment to a Professional Services Agreement with Holt Architects, Inc. for design and construction management services of the City's new Safety Hall Facility to increase the total agreement to an amount not to exceed $4,537,563 and an additional appropriation in the amount of $2,302,563 from the General Fund Reserve for Future Facilities (Assistant City Manager Boatman)
MOTION(S):

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

I move to approve the First Amendment to the Agreement with Holt Architects, Inc to increase the total agreement to an amount not to exceed $4,537,563; and

1. I move to approve an additional appropriation in the amount of $2,302,563 from the General Fund Reserve for Future Facilities.

2. RECOMMENDATION:

Staff recommends the City Council approve the First Amendment to the Agreement with Holt Architects, Inc., to increase the total agreement to an amount not to exceed $4,537,563 and an additional appropriation in the amount of $2,302,563 from the General Fund Reserve for Future Facilities.

DISCUSSION:

In December 2021, the City Council approved a Purchase and Sale Agreement for the acquisition of the property located at 1625 W. Redlands Blvd for the future development of a Public Safety facility to be utilized by the Redlands Police Department. The Police Department is currently split between four facilities: 30 Cajon Street (Annex), 1270 Park Ave (Corporate Yard), Records, and Evidence. This facility will house all the current Police Department staff, consisting of approximately 90 sworn personnel and 59 support and volunteer staff, while allowing for future growth.

In February 2023, the City Council approved a Professional Services Agreement with Holt Architects, Inc., for the design and construction management services of the City's new Safety Hall Facility for an amount not exceeding $2,235,000.

This initial contract included space planning, design drawings, and construction drawings. This amendment represents the entirety of the contract and reflects the full scope of the project now that the space planning and design are complete. As the fee schedule for the design and construction management services is based on a percentage of the total project budget, an amendment to the agreement is required. To contribute to the success of this project, Holt Architects has reduced the standard service fee from 5.79% to 4.25%.

ALTERNATIVES:

City Council may elect not to approve the amendment, however this will detrimentally affect the progress of the project.

STRATEGIC PLAN:

Supports Priority B - Public Health and Safety, Strategic Objective 2 - Complete steps to prepare for construction of a police station.

SUBMITTED BY:

Chris Boatman, Assistant City Manager
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
Rachel Tolber, Chief of Police
PREPARED BY:

Tricia Swope, Manager, Facilities & Community Services
Fiscal Impact
Fiscal Year: FY2024-25
Appropriation Required Y/N: Y
Amount: $2,302,563
Account No.: 406501.8501
Discussion:

The total cost of the amendment to the agreement with Holt Architects is $2,302,563. This expense will be offset by a corresponding release from the General Fund Reserve for Future Facilities. The current available (unencumbered) Future Facilities Reserve balance is $17,422,532. Should the Council approve this additional appropriation, the Future Facilities Reserve balance will be $15,139,969.

Attachments
A. Holt First Amendment
B. Professional Services Agreement - Holt
C. Additional Appropriation Form

1 I:\cmo\Agreements\Holt_Architects 1st Amendment FY25-0041.docx-jm

FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES

This first amendment (“First Amendment”) to the agreement for Design and Construction Management of a Public Safety Facility services (“Agreement”), dated February 21, 2023 by and between the City of Redl ands, a municipal corporation and a general law city (“City”), and Holt Architects, Inc., a California corporation (“Consultant”), is made and entered into this 15th day of April, 2025.

RECITALS

WHEREAS, it is the desire of the City and Consultant to amend their existing Agreement, specifically regarding total compensation;

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 of the Agreement, entitled “ Payments to Consultant ,” is hereby amended to read as follows:

“Compensation: Total compensation for Consultant’s performance of the Services shall be in the amount of Four Million Five Hundred Thirty Seven Thousand Five Hundred and Sixty- Three Dollars ($4,537,563). City shall pay Consultant in accordance with Exhibit “C,” titled “Fee Schedule ” which is attached hereto and incorporated herein by this reference.”

Section 2. The Agreement is amended to replace Exhibit “C” with a new Exhibit ‘C” attached hereto as Attachment 1 to this FirstAmendment.

Section 3. All other provisions of the Agreement shall remain unchanged by th is First Amendment and in effect.

IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective as of April 15, 2025.

[Signatures on following page]

2 I:\cmo\Agreements\Holt_Architects 1st Amendment FY25-0041.docx-jm

CITY OF REDLANDS HOLT ARCHITECTS, INC.

________________________________ By: ________________________________ Mario Saucedo, Mayor Thomas Howell, Senior Principal

ATTEST:

__________________________________
Jeanne Donaldson, City Clerk

ATTACHMENT 1

EXHIBIT "C"
Fee Schedule

Proposed
Phasing Description % of Fee Amount
A 1a - Diligence $ 188,040
1b - Program/Preliminary Design $ 220,595

B 2a - Schematic Design 20.00% $ 680,656
2b - Design Development 24.00% $ 816,787
3-4a - Construction Documents 30.00% $ 1,020,983
3-4b - Plan Check 4.00% $ 136,130
5a - Bid 1.00% $ 34,033
5b - Construction Admin 20.00% $ 680,656
5c - Typical Close-out 1.00% $ 34,033
B - Supplemental Supplemental Services $ 448,710 Services Total $ 4,260,623
Reimburseables % of Design Fee ($4,260,623) 1.5% $ 63,909 Contingency % of Design Fee ($4,260,623) 5% $ 213,031 $ 4,537,563

AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreementfor the provision of Design and Construction Management of a Public Safety Facility(" Agreement") is madeand enteredin this 21st day of February, 2023 ("Effective Date"), by and between the City of Redlands, a municipal corporation (" City") and Holt Architects, Inc, a California Corporation (" Consultant"). City and Consultant are sometimes individually referred to hereinas a "Party" and, together, asthe "Parties." In consideration of the mutual promisescontainedherein, City andConsultantagreeasfollows:

ARTICLE 1— ENGAGEMENT OF CONSULTANT

1. 1 City hereby engagesConsultant to provide Design and Construction Managementof a Public Safety Facility servicesfor City (the "Services").

1.2 The Servicesshall be performedby Consultantin aprofessionalmanner, 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 professionalconsultantsin the industry providing like andsimilar types of Services.

ARTICLE 2 — SERVICES OF CONSULTANT

2. 1 The Servicesthat Consultant shall perform are more particularly described in Exhibit A," titled " Scope of Services," which is attachedheretoandincorporatedhereinby this reference.

2. 2 Consultant shall comply with applicable federal, state and local laws and regulations in the performanceof this Agreement including, but not limited to, any applicable State prevailing wagelaws.

ARTICLE 3 — RESPONSIBILITIES OF CITY

3. 1 City designatesChris Boatman, Assistant City Manager, 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 decisionswith respectto performanceof the Services.

ARTICLE 4 — PERFORMANCE OF SERVICES

4. 1 Consultant shall perform and complete the Services in a prompt and diligent manner in accordance with the schedule set forth in Exhibit " B," titled " Project Schedule," which is attachedheretoandincorporatedhereinby reference.

4. 2 If Consultant's Servicesinclude deliverable electronic visual presentationmaterials, such materialsshall be deliveredin a form, andmadeavailableto City, consistentwith City 1 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la Council -adoptedpolicy for the same. It shall be the obligation of Consultant to obtain a copy of suchpolicy from City staff.

ARTICLE 5 — PAYMENTS TO CONSULTANT

5. 1 Compensation: Total compensationfor Consultant's performanceof the Servicesshall be in the amount of Two Million Two Hundred Thirty -Five ThousandDollars ($2, 235, 000).

City shall pay Consultantin accordancewith Exhibit " C," titled " Fee Schedule" which is attachedhereto and incorporated herein by this reference.

5. 2 Consultant shall submit monthly invoices to City describing the Services performed during the precedingmonth. Consultant's invoicesshall includea brief description of the Servicesperformed, the datesthe Serviceswere performed, the number of hours spent and by whom, and a description of reimbursableexpensesrelatedto 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 suchnotice shall be deemeddelivered (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 depositedwith an overnight courier; or (iv) on the date sentby 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 appropriateaddressset forth below, or suchother addressas a Party may provide notice in accordance with this section:

CITY:

City Clerk
City of Redlands
35 Cajon Street
P.O. Box 3005 (mailing)
Redlands, CA 92373
[email protected]
Phone: ( 909) 798- 7531
CONSULTANT:

Thomas Howell, Senior Principal
Holt Architects, Inc.
36951 Cook St., Suite 103
Palm Desert, CA 92211
Email: thowell@holtarchitecture. com
Phone: 760- 328- 5280
ARTICLE 6 — INSURANCE AND INDEMNIFICATION

6. 1 The following insurancecoveragerequired by this Agreement shall be maintained by Consultant for the duration of its performance of the Services. Consultant shall not perform any Servicesunless anduntil the required insurancelisted below is obtainedby Consultant. Consultant shall provide City with certificates of insuranceand endorsements evidencing such insuranceprior to commencementof the Services. Insurancepolicies 2 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la shall include a provision prohibiting cancellation or modification of the policy except upon thirty ( 30) daysprior written notice to City.

A. Workers' Compensation and Employer' s Liability insurancein the amount that meets statutory requirementswith an insurancecarrier acceptableto City, or certification to City that Consultant is self -insured or exempt from the workers' compensationlaws of the State of California. Consultant shall execute and provide City with Exhibit D," titled " Workers' Compensation Insurance Certification," which is attached heretoandincorporatedherein by this reference, prior to performanceof the Services.

B. ComprehensiveGeneral Liability insurancewith carriers acceptableto 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 personalinjury is required. City shall be namedas an additional insured and- such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City.

C. Consultant shall secureand maintain professional liability insurancethroughout the term of this Agreement in the 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 damageliability. This coverageshall 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 primary and non-contributing to any insurance or self-insurancemaintainedby City.

E. Consultant is expressly prohibited from assigning or subcontracting any of the Serviceswithout the prior written consentof City. In the event of mutual agreement by the Partiesto assignor subcontract aportion of the Services, Consultantshall add such assigneeor subcontractor as an additional insured to the insurancepolicies required hereby and provide City with the insurance endorsementsprior to any Servicesbeing performed by the assigneeor subcontractor.

6. 2 Consultant shall defend, indemnify andhold harmlessCity and its electedand appointed officials, employeesand agentsfrom and againstany and all claims, lossesor liability, including attorneys' fees, arising from injury or deathto personsor damageto property occasionedby anynegligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agentsin 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 3 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la income, interestin real property or investmentthat would be affectedin any manneror degree by the performance of Consultant's Services. Consultant further covenantsand representsthat in the performanceof its duties hereunder, no personhaving any such interest shall perform any Servicesunderthis Agreement.

7. 2 Consultant agreesit is not a designatedemployeewithin the meaning of the Political Reform Act because Consultant:

A. Does not make a governmental decision whether to:
i) approvea rate, rule or regulation, or adopt or enforcea City law; ii) issue, deny, suspendor revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; iii) authorizeCity to enterinto, modify or renewacontract; iv) grant City approvalto a contractthat requiresCity approvalandto which City is aparty, or to the specifications for sucha contract; v) grant City approvalto aplan, design, report, study or similar item; vi) adopt, or grantCity approvalof, policies, standardsor guidelinesfor City or for any subdivision thereof.

B. Does not servein a staff capacity with City and in that capacity, participate in makinga governmentaldecisionor otherwiseperform the sameor substantially the sameduties for City that would otherwise be performed by an individual holding aposition specified in City' s Conflict of InterestCodeunder Government Code section 87302.

7. 3 In the event City determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statementof Economic Interests, with the City Clerk's office pursuantto the written instructionsprovidedby the City Clerk.

ARTICLE 8 — GENERAL CONSIDERATIONS

8. 1 In the event any action is commencedto enforce or interpret any of the terms or conditionsof this Agreementtheprevailing Party shall, in additionto any costsandother relief, be entitledto the recoveryof its reasonableattorneys' fees, including feesfor the useof in-housecounselby aParty.

8. 2 Consultantshallnot assignany of the Services, exceptwith theprior written approvalof City and in strict compliancewith the terms and conditionsof this Agreement. Any assignmentor attemptedassignmentwithout suchprior written consentmay, in the sole discretionof City, resultin City' simmediateterminationof this Agreement.

8. 3 Consultant is for all purposes under this Agreement an independent contractor and shall perform the Servicesasan independentcontractor. Neither City nor any its agentsshall have control over the conduct of Consultant or Consultant' s employees, except as herein 4 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la set forth. Consultant shall supply all necessarytools and instrumentalitiesrequired to perform the Services. Assigned personnel employed by Consultant are for its account only, andin no eventshall Consultantor personnelretainedby it be deemedto havebeen employedby City or engagedby City for the accountof, or on behalf of City. Consultant shall have no authority, expressor implied, to act on behalf of City in any capacity whatsoeveras an agent, nor shall Consultanthave any authority, expressor implied, to bind City to any obligation.

8. 4 This Agreementmay be terminatedby City, in its solediscretion, by providing not less than five (5) daysprior written noticeto Consultantof City' s intent to terminate. If this Agreement is terminated by City, an adjustmentto Consultant's compensationshall be made, but (1) no amountshallbe allowedfor anticipatedprofit or unperformedServices, and (2) any paymentdue Consultantat the time of terminationmay be adjustedto the extentof any additionalcoststo City occasionedby any defaultby Consultant. Upon receiptof a terminationnotice, Consultantshall immediatelydiscontinueits 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, specifications, reports, estimates, summaries and such other information and materials as may have been accumulatedby Consultant in performing the Services. Consultant shall be compensated on apro-rata basis for Servicescompletedup to the dateof termination.

8. 5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documentsevidencingcostsandexpensesrelated to the Servicesfor aperiod 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 reasonabletimes for examinationby City at the office of Consultant.

8. 6 This Agreement, including the Exhibits incorporatedhereinby reference, representsthe entire agreement and understanding between the Parties as to the matters contained herein, andanyprior negotiations, writtenproposalsor verbalagreementsrelatingto such mattersaresupersededby this Agreement. Exceptasotherwiseprovidedfor herein, any amendmentto this Agreementshallbe in writing, approvedby City and signedby City and Consultant.

8. 7 This Agreement shall be governedby and construed in accordancewith the laws of the Stateof California, without regardto its conflicts of laws provisions. The Partiesagree that all actions or proceedingsarising in connection with this Agreement shall be tried and litigated only in the statecourtslocatedin SanBernardinoCounty, California, and the federalcourtslocatedin RiversideCounty, 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 sameshall be deemedseverablefrom the remainder of this Agreement andshallnot affect, impair or invalidatethe remainingsentences, clauses, paragraphsor 5 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement.

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

CITY OF ' AND
By: / /... 1" By:

Eddie Tejeda, Mayo
ATTEST:
at-a-aixa.,_
e Donaldson, City Clerk
6 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la HOLT ARCHITECTS, INC.

Thomas Howell, Senior Principal
EXHIBIT " A"

SCOPE OF SERVICES

1. Site and Building Master Planning Process
Perform a space needs analysis to determine the long-term space requirements for the Police Department based on the City's projected population of 72,000 residents at the estimated build - out date of 2028.

Perform a comprehensive evaluation of the existing building site.

Provide a complete site survey to verify all existing grades, easements and site conditions.

Provide all entitlement documentation for the project site including location of all easements, site restrictions and CC& R' s.

Provide all coordination with local utility agencies to resolve all wet and dry utility services to the project site.

Submit project developmenttimeline in Excel or other City approved formatto establish a baseline project schedule that will be monitored and updated throughout each phase of the project development.

Prepare site master plan alternatives.

Provide presentation renderings as required to relay design concepts, spatial relationships and site issues and constraints to City staff and committee members.

Present master plan scenarios to the Project Design Team to determine preferred alternative.

Revised master plan preferred alternative based on City staff input and submit plans to Project Design Team for approval.

2. Design Development Process
Revise project development timeline based on final project master plan approval Submit master plan preferred alternative to Development Review Committee for review and comment
Revise master plan as necessary to obtain Development Review Committee approval.

Submit master plan to Planning Commissionfor approvaland recommendationto City Council of final.

Attend project -related meetings including, Project Design .Team, Development Review Committee, Planning Commissionand City Council meetingsas requiredby City staff to convent the intent of the design to City staff and address any project -related issues.

Provide probable cost of construction estimates during the course of project development from initial design through construction document preparation per Section A Scope of Consultants Services, Item No. 3.

3. Construction Document Preparation
Revise project development timeline based on final project approval by City Planning Commission.

Prepare construction documents ( plans, general and special conditions and technical specifications and structural calculations) for the project.

Submit construction documents to City for review and revise as necessary to obtain final plan approval from the Planning Division.

Construction documents to be designed to achieve a minimum of Silver Certification through the LEED certification process per Section E, Green Building Certification.

Prepare final construction cost estimates based on proposed Bid Schedule and Additive/ Deductive Bid Items.
7 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la Construction documents shall be prepared in City standard format per City of Redlands Standard Specifications including plan size and Title Block format. Construction plans shall be preparedin AutoCAD2000, or comparablecomputer -aided software, as approvedby the City. Copies of the constructiondocumentsshall be providedto the City and the City's reproduction company via electronic copy on CD at the City's request. Consultant shall provide up to six full sets of plans to the City per submittal at no additionalcost to the City.

Technical specification shall be provided by the consultant in Microsoft Word, or in the format determinedby the City. City shall providethe consultanta copy of the City's General Conditions for incorporation into the technical specifications. Draft and final technical specifications submitted to the City shall include a full copy on CD. Consultant shall provide up to six full sets of technical specifications to the City at no additional cost to the City.

City shall be responsible for all construction document reproduction costs required for project advertisement and bidding purposes.

4. Interior Design Services
Coordinate the design and selection of all building interior finishes included but not limited to casework, furniture, walls, flooring and specialty equipment.

Provide color boards and product samples for all specified surface finishes and equipment as required to convey the intent of the interior design and to obtain consensus from the Project Design Team.

Specify interior finishes and equipment that meets the program requirements to meet and obtain LEED Silver Certification.

Review interior finishes and equipment to ensure that all products meet the project budget constraints.

5. Construction Management Services
Revise project development timeline for bidding and construction schedule.

Conduct pre -bid meeting, evaluate and prepare responses to Requests for Information RFI's), prepare any required Bid Addenda, or clarifications prior to the submittal of contractor bids.

Review construction bid proposals and conduct review of apparent low bidder and listed subcontractors and make final recommendations to the City regarding the award of the construction contract.

Review construction bid proposals and make recommendations to the City,regarding the award of Base Bid and Additive/ Deductive Bid items.

Conduct pre -construction meeting, respond to contractors RFI's, Request for Clarifications and any project related issues throughout the course of construction.

Reviewandprocessconstructionsubmittals/shopdrawingsforcompliancewithconstruction documents and to meet requirements for LEED Certification.

Provide plan clarifications, details and consultation to the City during construction to ensure proper interpretation of the construction documents and completion of work.

Conduct weekly site construction meetings during the course of construction, coordinate the documentation and distribution of meeting minutes, monitor and evaluate the status of the construction schedule and respond to any construction -related issues as they arise.

Review, evaluation and respond to any Request for Change Orders.

6. Project Close - Out and LEED Certification
Review as -built documents to ensure plan documents reflect building and site changes made during the construction process.

Coordinate the project close-out documentation process including receipt and review of all contractor supplies maintenance manuals, product system warranty documents and as - built construction drawings.
8 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la Coordinatethe submissionof all LEEDCertificationdocumentsto the USGBC, including any follow- up documents requested in order to achieve final LEED Certification.

A. Police Department
The following outlines the components of the building development:

The control, processingand housingof detainees. This includesa temporaryholdingfacility prior to the transfer of prisonersto the West Valley DetentionCenterfor further processing.

The developmentof the City's secondaryEmergencyOperationsCenter (EOC). The facility shall be capable of housing police, fire and support operations during local agency response to a man- made or natural disaster.

The developmentof an on -site firing range. The overall size of the range and number of firing lanes shall be determined by the City during designdevelopmentportionsof the project.

The developmentof secured parkingand entry/ exit points for staff The developmentof covered parkingw/ solar panels
The development of a drone base rooftop
The development of an employee gym
Developmentof a signageprogramfor the site includingsite, buildingidentificationandway - finding signage to facilitate access to the site and within the building.

Development of an electric charging station area for the Police Department's vehicle.

B. Building and Engineering Department Requirements
TheCity's BuildingDepartmenthas adoptedthe 2019versionof the InternationalBuildingCode (IBC).

The buildingdesign, structuralcalculationsand constructiondocumentsshall all be preparedto meet all Building Codes currently adopted by the City at the time of construction document submittal.

All constructiondocuments, includingcivilengineeringdrawingsshallbeprocessedthroughthe City's DevelopmentServicesDepartmentPlanningDivision (PlanningDivision). Buildingplans, structural drawingsand structuralcalculations are reviewed by an outside plan review company. The plan review processnormallyrequiresa minimumof three plansubmittalspriorto finalapprovalbythe Planning Division. Site constructiondrawings (civil engineering) are reviewthroughthe City's MunicipalUtilitiesand EngineeringDepartment (EngineeringDepartment) and generallyrequirea minimumof three plan submittalsprior to final approval by the City Engineer. Consultantshall provide all plan revision submittals as requiredto complete the plan check processat no additional cost to the City.

C. Cost Estimating / Value Engineering
Consultant shall provide cost estimating for the development of the Police Department based on completion of the following project milestones:

At completion of the schematic design process and approval of the final site plan.

At completionof designdevelopmentprocessand approvalof final buildingand site design (prior to Planning Commission approval).

At 50% completionof the construction document preparation. 9 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la At 100% completion of construction document preparation including submittal of bid estimate based on project Bid Form including Base Bid and all Additive/ Deductive Bid Items.

All cost estimates shall incorporate value engineering principles to ensure the most cost effective methods of construction are being utilized in the development of the facilities.

D. Green Building Certification
The City has electedto take a proactiveapproachto greendevelopmentand the incorporationof green design principles into the building construction. The City has established a goal of LEED Silver Certification for the project through the U.S. Green Building Council (USGBC). The consultant hall be required to perform all aspects of the building certification including, but not limited to, the following items:

Project registration and certification fees with the USGBC.

Development of the LEED Target Scorecard.

Design document review and recommendations.

Construction specification preparation.

Plan check review of the construction plans and specifications.

Contractor bid review for LEED targeted credit compliance.

Construction submittal review and documentation.

Project commissioning including all energy modeling, HVAC and specialty systems.

Design, plan preparationand construction administrationmeetingswith the City and consultant team required to ensure project is meeting all the established design goals.

Preparation and submittal of all documentation to the USGBC as required for project certification.

Appealing of any credits required to achieve the established LEED level of certification.

The consultant shall be responsible for coordinating with the Project Design Team to ensure that the projectwill achieve a LEED Silver Certificationat developmentof the building. 10 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la EXHIBIT " B"

PROJECT SCHEDULE
Time ( Months)
Part RFP # Phase Item Item Phase
A 1 Planning
Program, Preliminary Design & Project Diligence 3
4 City Review 1
B
2 Schematic Design
Document Development 3
4 City Review 1
Entitlement City Review + Entitlement Process (as needed) 3 3 Design Development -
Document Development 3
4 City Review 1
3 Construction Documents Document Development 3 3
4 Plan Check City, Fire, LEED & Utilities 3 3
S
Bid & Construction Administration
Services
Public Bid Process 2
25 City Award for Construction Process 2
Preliminary Project Construction Duration 18
Construction Contingency 3
Sub - Total 46
LEED Certification - Post Construction Project Certification Process 3 Total 49
11 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0I26. doc- la EXHIBIT " C"
Fee Schedule
Proposed
Phasing
Description of Fee Amount
A la - Diligence 7. 72% 172, 560
lb - Program/Preliminary
Design

9.87% 220, 595
B 2a - Schematic Design 15. 00% 335, 250
2b - Design Development 17. 00% 379, 950
3- 4a - Construction Documents 25. 00% 558, 750
3- 4b - Plan Check 3. 00% 67, 050
5a - Bid 1.00% 22, 350
5b - Construction Admin 19. 00% 424, 650
5c - Typical Close- out 0. 50% 11, 175
5d - LEED Close- out 1.50% 33, 525
Reimburseables 0. 41% 9, 146
2, 235, 000
12 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la

HOLTARC HITFCTIJRF
2023 HOURLY RATE AND EXPENSE SCHEDULE
Rates Effective through 12/ 31/ 2023

HOLT ARCHITECTURE STAFF
Senior Principal 246. 00
Principal 214. 00
Project Architect 193. 00
Project Manager + Designer 166. 00
Assistant Project Manager + Assistant Designer + Interior Designer 139. 00 Project Assistant 107. 00
Administration Assistance 91. 00
Intern 75. 00

CONSULTANTS
Services performed by Consultants outside the Scope of Work delineated in Professional Services Agreement such as: Structural, Mechanical, Electrical Plumbing, Civil; Soils, Landscape, etc_ Cost + 15%

REIMBURSABLE EXPENSES
Vehicle h itaaga 0_80 Mile
Postage/ Delivery Service, Outside Reprographic Service, Photography, Permits & Fees
Cost + 15%
Copies, Printing B. Scanning Black P. White Color
8°,ixll 20 50
11 x 17 50 1.00
1$ x 24 2. 00 4. 00
24 x 36 4. 00 6. 00
30 x 42 6. 00 9. 00
36 x 48 12C0 16. 00
36951 Cook Street, Suite 1031 Palm Desert, CA 92211
2300 Market Street, Suite 140 I Riverside, CA 92501
760. 328. 5280
13 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la EXHIBIT " D"

WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall securethe payment of compensationin one or more of the following ways:
a) By being insuredagainstliability to pay compensationby one or more insurers duly authorizedto write compensationinsurancein this State. b) By securing from the Director of Industrial Relations, a certificate of consent to self -insure, eitheras an individual employer, or asone employerin a group of employers, which may be given upon furnishing proof satisfactoryto the Director of Industrial Relationsof ability to self -insure and to pay any compensationthat may become due to his or her employees.

CHECK ONE
X I am awareof the provisionsof Section3700 of the Labor Codewhich requiresevery employer to be insured against liability for Workers' Compensation or to undertake self- insurancein accordancewith theprovisionsof thatCode, andI will complywith suchprovisions beforecommencingthe performanceof the work and activitiesrequiredor permittedunderthis Agreement. ( Labor Code § 1861).

I affirm that at all times, in performingthework andactivitiesrequiredor permittedunder this Agreement, I shall not employ any person in any manner suchthat I become subjectto the workers' compensationlaws of California. However, at any time, if I employ any personsuch that I becomesubjectto the workers' compensationlaws of California, immediatelyI 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.

HOLT ARCHITECTS, INC.

By:.. e. Date: 2/ 21/ 2023
Thomas Howell, Senior Principal
14 I:\ cmo\ Agreements\ Holt Architecture, Inc. FY22- 0126. doc- la

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Facilities & Community Services
Other Betterments/Improvements 406501 8501 $ 2,302,563.00 General Fund Transfer Out 101501 9901 $ 2,302,563.00
Transfers In 406501 4901 $ 2,302,563.00
Design and construction management services for Redlands PD Safety Hall. This funding will come from the future facilities reserve (3319) $ 4,605,126.00
$ 2,302,563.00
City Council Meeting K. 2.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Introduction of Ordinance No. 2981 Amending Section 2.36.020 of the Redlands Municipal Code relating to the appointment of members of the Planning Commission, adoption of Resolution No. 8674 establishing procedures for the selection of Planning Commissioners, and consideration of a determination of exemption pursuant to Sections 15061(b)(3) and 15378(b)(5) 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 introduce Ordinance No. 2981, adopt Resolution No. 8674, and find that the Ordinance and Resolution are exempt pursuant to Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act Guidelines." RECOMMENDATION:

Staff recommends that the City Council introduce Ordinance No. 2981 to amend Chapter 2.36 of the Redlands Municipal Code relating to the appointment of members of the Planning Commission and ancillary text amendments, and adopt Resolution No. 8674 establishing procedures for the selection of Planning Commissioners.

DISCUSSION:

Section 2.36.020 of the Redlands Municipal Code describes the membership of the City's Planning Commission and how members to the Commission are appointed. The code states that the members to the Planning Commission shall be appointed by the Mayor with the approval of the City Council. Recently the City Council has expressed a desire to change this process and, for the most City Council has expressed a desire to change this process and, for the most recent appointments, the Mayor appointed an ad-hoc sub-committee of the City Council to review and interview applicants and then make recommendations for appointments to the full City Council. The proposed ordinance and resolution will formalize this process going forward.

The ordinance will also require that terms of Planning Commissioners be staggered such that two or three Commission terms terminate every two years.

The attached spreadsheet shows how this would be implemented going forward, with the current membership of the Planning Commission and their respective terms (see Attachment C).

The attached resolution establishes procedures for the selection process, and includes criteria to be considered in the review of applications. It also discusses training that new Commissioners should complete as they start their service on the Commission.

Each member shall serve for a four (4) year term until his or her successor is appointed. No person shall serve more than two (2) consecutive full terms unless appointed to an additional term by a four-fifths (4/5) vote of the City Council. Vacancies on the commission shall be filled in accordance with the procedures and guidelines adopted by City Council resolution, and with the approval of the City Council for the unexpired portion of the term.

Other ancillary text amendments to Sections 2.36.030, 2.36.050, and 2.36.070 are proposed for clarifications to the existing regulations (see Attachment A).

The proposed ordinance and resolution are exempt from environmental review in accordance with Sections 15061(b)(3),and 15378(b)(5) of the California Environmental Quality Act Guidelines. Pursuant to Section 15378(b)(5) of the California Environmental Quality Act (“CEQA”), this proposal is an organizational or administrative activity of the City that will not result in direct or indirect physical changes in the environment, and therefore not a project. Additionally, pursuant to CEQA Guidelines Section 15061(b)(3), this proposal is exempt from CEQA review because there is no possibility that the code amendment or resolution will have a significant effect on the environment.

ALTERNATIVES:

The City Council may introduce the Ordinance and adopt the Resolution with changes.

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

Jennifer Macias
Attachments
Attachment a-1: Draft Ordinance 2981 (legislative
Attachment A-2: Draft Ordinance 2981 (clean)
Attachment B: Resolution 8674
Attachment C: Planning Commission Term Rotation

1 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Legislative_final.docx-jm ORDINANCE NO. 2981
AN ORDINANCE OF THE CITY OF REDLANDS AMENDING CHAPTER 2.36 (PLANNING COMMISSION) OF THE REDLANDS MUNICIPAL CODE ,
SECTION 2.36.020 RELATING TO THE APPOINTMENT PROCEDURE AND

TERMS FOR MEMBERS OF THE PLANNING COMMISSION, AS WELL AS SECTIONS 2.36.030 , 2.36.050, AND 2.36.070 FOR ANCILLARY TEXT AMENDMENTS.

WHEREAS, the Redlands City Council wishes to update Chapter 2.36 of Title 2 of the Redlands Municipal Code related to the appointment procedure for members of the Planning Commission as well as ancillary text amendments; and

WHEREAS, the Redlands City Council wishes to amend Chapter 2.36 of Title 2 of the Redlands Municipal Code to clarify the term lengths of Planning Commissioners; and

WHEREAS, the adoption of Ordinance No. 2981 qualifies for exemption from environmental review in accordance with Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF REDLANDS DOES ORDAIN AS FOLLOWS:

Section 1. Redlands Municipal Code Section 2.36.020, entitled “Membership,” is hereby amended to read as follows:
“2.36.020: MEMBERSHIP:

The Planning Commission shall consist of seven (7) members appointed by the Mayor with the approval of the City Council. Each member shall serve for a four (4) year term until his or her successor is appointed. No person shall serve more than two (2) consecutive full terms unless appointed to an additional term by a four-fifths (4/5) vote of the City Council. Vacancies on the commission shall be filled by appointment by the Mayor with the approval of the City Council for the unexpired portion of the term.

Appointments made to fill an unexpired term will constitute a full term if more than one- half (1/2) of a term remains. For example, if a term is four (4) years and an appointment for an unexpired term is for more than two (2) years, this appointment constitutes a full term. The members of the commission shall serve without compensation, shall each be a resident of the City, and neither a member of any other standing commission, board or committee of the City nor an employee thereof. The City Council may remove any member of the commission at any time, without cause, by a majority vote. Four (4) members of the commission shall constitute a quorum.

2 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Legislative_final.docx-jm

A. Membership and Selection of the Planning Commission.

1. The Planning Commission shall consist of seven (7) members appointed by the City Council.

2. The members shall be selected pursuant to procedures and guidelines adopted by City Council resolution.

B. Terms.

1. Each member shall serve for a four (4) year term until his or her successor is appointed.

2. No person shall serve more than two (2) consecutive full terms unless appointed to an additional term by a four-fifths (4/5) vote of the City Council.

3. The terms of the members shall be staggered such that the terms of not more than three members shall expire in any year.

4. Members whose initial appointments are less than one-half the full term of four (4) years will be allowed to serve their partial term and then two full terms.

C. Vacancies.

Vacancies on the commission shall be filled in accordance with the procedures and guidelines adopted by City Council resolution, and with the approval of the City Council for the unexpired portion of the term. Appointments made to fill an unexpired term will constitute a full term if more than two (2) years of a term remains.

D. Compensation.

The members of the commission shall serve without compensation, shall each be a resident of the City, and neither a member of any other standing commission, board or committee of the City nor an employee thereof.

E. Removal.

The City Council may remove any member of the commission at any time, without or without cause, by a majority vote.

F. Quorum.

Four (4) members of the commission shall constitute a quorum.”

3 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Legislative_final.docx-jm Section 2. Redlands Municipal Code Section 2.36.030, entitled “Organization and Meetings:” is hereby amended to read as follows:
“The commission shall annually elect from its number a Chairman, who shall serve for a term of one (1) year, and such other officers as the commission may deem advisable. Except as otherwise provided in this Code, or by the laws of this State, the commission shall provide for its own organization, shall adopt rules and regulations for the transaction of business before it, and shall designate the time and place for its regular monthly meeting or meetings. The commission may use the Council Chambers in Safety Hall as the place for its meetings, provided that such meetings do not conflict or interfere with meetings of the City Council.” Section 3. Redlands Municipal Code Section 2.36.050, entitled “Hearing; Application:” is hereby amended to read as follows:
“Applications are filed with the Planning Development Services Department on forms provided by the Department with the applicable filing fee(s) established by Council resolution. A complete application shall be filed not less than twenty one (21) sixty (60) days prior to the a hearing date. The hearing date shall be determined by the Department.” Section 4. Redlands Municipal Code Section 2.36.070, entitled “Hearing; Commission Actions:” is hereby amended to read as follows:
“A. Commission action on a variance is final unless appealed.

B. The City Council is not required to act on a commission recommendation for denial of a zone change. A commission recommendation for approval is forwarded to the City Council for action.

C. For a conditional use permit the commission recommends approval or denial to the City Council.

D. C. The City Council may approve, modify, or reject any decision of the Planning Commission subject to certain procedures established in the zoning ordinance for the particular application.”
Section 5. California Environmental Quality Act. The proposed Ordinance Text Amendment does not require environmental review in accordance with Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act Guidelines. Pursuant to Section 15378(b)(5) of the California Environmental Quality Act (“CEQA”), this proposal is an organizational or administrative activity of the City that will not result in direct or indirect physical changes in the environment, and therefore not a project. Addit ionally, pursuant to CEQA Guidelines Section 15061(b)(3), this proposal is exempt from CEQA review because there is no possibility that the amendment to the Redlands Municipal Code may have a significant effect on

4 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Legislative_final.docx-jm the environment, insofar as it would update the administrative procedures pertaining to the City of Redlands Planning Commission.

Section 6. If any section, subsection, subdivision, sentence, clause, phrase, or portion of this ordinance for any reason is held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have adopted this ordinance, each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsection s, subdivision s, sentence s, clause s, phrase s, or portions thereof be declared invalid or unconstitutional.

Section 7. The Mayor shall sign this ordinance and the City Clerk shall certify to the adoption of this ordinance and shall cause it, or a summary of it, to be published once in a newspaper of general circulation within the City, and thereafter, this ordinance shall take effect as provided by law.

_____________________________
Mario Saucedo, Mayor

ATTEST:

___________________________________
Jeanne Donaldson, City Clerk

5 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Legislative_final.docx-jm I, Jeanne Donaldson, City Clerk, City of Redlands, hereby certify that the foregoing Ordinance was duly adopted by the City Council at the regular meeting thereof, held on the 15th day of April, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

__________________________________
Jeanne Donaldson, City Clerk

1 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Clean_final2.docx-jm ORDINANCE NO. 2981
AN ORDINANCE OF THE CITY OF REDLANDS AMENDING CHAPTER 2.36 (PLANNING COMMISSION) OF THE REDLANDS MUNICIPAL CODE ,
SECTION 2.36.020 RELATING TO THE APPOINTMENT PROCEDURE AND

TERMS FOR MEMBERS OF THE PLANNING COMMISSION, AS WELL AS SECTIONS 2.36.030 , 2.36.050, AND 2.36.070 FOR ANCILLARY TEXT AMENDMENTS.

WHEREAS, the Redlands City Council wishes to amend Chapter 2.36 of Title 2 of the Redlands Municipal Code to clarify the term lengths of Planning Commissioners; and

WHEREAS, the adoption of Ordinance No. 2981 qualifies for exemption from environmental review in accordance with Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF REDLANDS DOES ORDAIN AS FOLLOWS:

Section 1. Redlands Municipal Code Section 2.36.020, entitled “Membership,” is hereby amended to read as follows:
“2.36.020: MEMBERSHIP:

A. Membership and Selection of the Planning Commission.

1. The Planning Commission shall consist of seven (7) members appointed by the City Council.

2. The members shall be selected pursuant to procedures and guidelines adopted by City Council resolution.

B. Terms.

1. Each member shall serve for a four (4) year term until his or her successor is appointed.

2. No person shall serve more than two (2) consecutive full terms unless appointed to an additional term by a four-fifths (4/5) vote of the City Council. 2 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Clean_final2.docx-jm

3. The terms of the members shall be staggered such that the terms of not more than three members shall expire in any year.

4. Members whose initial appointments are less than one-half the full term of four (4) years will be allowed to serve their partial term and then two full terms.

C. Vacancies.

D. Compensation.

E. Removal.

The City Council may remove any member of the commission at any time, without or without cause, by a majority vote.

F. Quorum.

Four (4) members of the commission shall constitute a quorum.”

Section 2. Redlands Municipal Code Section 2.36.030, entitled “Organization and Meetings:” is hereby amended to read as follows:
“The commission shall annually elect from its number a Chairman, who shall serve for a term of one (1) year, and such other officers as the commission may deem advisable. Except as otherwise provided in this Code, or by the laws of this State, the commission shall provide for its own organization, shall adopt rules and regulations for the transaction of business before it, and shall designate the time and place for its regular monthly meeting or meetings. The commission may use the Council Chambers as the place for its meetings, provided that such meetings do not conflict or interfere with meetings of the City Council.” Section 3. Redlands Municipal Code Section 2.36.050, entitled “Hearing; Application:” is hereby amended to read as follows:
“Applications are filed with the Development Services Department on forms provided by the Department with the applicable filing fee(s) established by Council resolution. A complete 3 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Clean_final2.docx-jm application shall be filed not less than sixty (60) days prior to a hearing date. The hearing date shall be determined by the Department.”
Section 4. Redlands Municipal Code Section 2.36.070, entitled “Hearing; Commission Actions:” is hereby amended to read as follows:
“A. Commission action on a variance is final unless appealed.

B. The City Council is not required to act on a commission recommendation for denial of a zone change. A commission recommendation for approval is forwarded to the City Council for action.

C. The City Council may approve, modify, or reject any decision of the Planning Commission subject to certain procedures established in the zoning ordinance for the particular application.”
Section 5. California Environmental Quality Act. The proposed Ordinance Text Amendment does not require environmental review in accordance with Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act Guidelines. Pursuant to Section 15378(b)(5) of the California Environmental Quality Act (“CEQA”), this proposal is an organizational or administrative activity of the City that will not result in direct or indirect physical changes in the environment, and therefore not a project. Additionally, pursuant to CEQA Guidelines Section 15061(b)(3), this proposal is exempt from CEQA review because there is no possibility that the amendment to the Redlands Municipal Code may have a significant effect on the environment, insofar as it would update the administrative procedures pertaining to the City of Redlands Planning Commission.

4 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Clean_final2.docx-jm

_____________________________
Mario Saucedo, Mayor

ATTEST:

___________________________________
Jeanne Donaldson, City Clerk

5 I:\cmo\Ordinances\2981 Ordinance_RMC_2.36_update_PC_appointments_Clean_final2.docx-jm I, Jeanne Donaldson, City Clerk, City of Redlands, hereby certify that the foregoing Ordinance was duly adopted by the City Council at the regular meeting thereof, held on the 15th day of April, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

__________________________________
Jeanne Donaldson, City Clerk

1 I:\cmo\Resolutions\8674 PC_Appointment_Procedures.docx-jm

RESOLUTION NO. 8674

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

ESTABLISHING PROCEDURES AND GUIDELINES FOR REVIEW ING
APPLICATIONS TO FILL VACANCIES ON THE PLANNING COMMISSION.

WHEREAS, the Redlands City Council wishes to update its procedures for reviewing applications and filling vacancies on the Redlands Planning Commission; and

WHEREAS, the Redlands City Council has considered an ordinance updating Chapter 2.36 of Title 2 of the Redlands Municipal Code to amend the appointment procedure for the Planning Commission; and

WHEREAS, the adoption of Resolution No. 8674 qualifies for exemption from environmental review in accordance with Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act.

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

Section 1. Procedures and Guidelines to Fill Vacancies on the Planning Commission. The following procedures and guidelines are hereby adopted pertaining to the review of applications and recommendations to the City Council to fill vacancies on the Planning Commission:

I. City Council Ad-Hoc Subcommittee

1. The Mayor shall appoint an ad-hoc subcommittee at a regularly scheduled City Council meeting, and said committee shall consist of two (2) Councilmembers, with approval of a majority of Councilmembers present.

2. The notice of vacancy shall be posted by the City Clerk in accordance with State law.

3. The ad-hoc subcommittee shall review all complete applications that are received prior to the published date and time deadline for a commission vacancy. Applicants may not submit additional information after the filing deadline, nor may members of the ad-hoc subcommittee or City staff request additional information or materials after the filing deadline.

4. The ad-hoc subcommittee shall report its findings and recommendations to the City Council in a regular public City Council meeting. Consensus by the ad- hoc subcommittee is not required for consideration of an applicant by the full City Council.

2 I:\cmo\Resolutions\8674 PC_Appointment_Procedures.docx-jm

5. The ad-hoc subcommittee shall be automatically disbanded (without further action required by the City Council) upon the appointment(s) of new Commissioner(s) and all vacancies on the Planning Commission have been filled.

II. Criteria for Review of Applications

1. Eligible applicants shall be residents of the City of Redlands and registered to vote at the time of filing the application. Councilmembers may consider the applicant’s length of residency as well as knowledge of local planning or community development trends and issues.

2. Councilmembers shall consider the applicant’s background, training, and/or professional experience and its relevance to the Planning Commission’s duties and responsibilities. Preference will be given to applicants who have knowledge, training, and/or experience that are directly related to and will contribute meaningfully to the Planning Commission’s responsibilities. Relevant fields of knowledge, training, or experience include, but are not limited to, urban planning, architecture, civil engineering, landscape architecture, real estate, real estate development, community development, economic development, environmental policy, public policy, public administration, finance and business administration.

3. Councilmembers may also consider other relevant factors such as: the applicant’s demonstrated history of civic involvement in Redlands; previous positions and performance on other City of Redlands boards, commissions, or committees; or other volunteer or civic experience, and its relevance to the Planning Commission’s duties and responsibilities.

4. Special consideration should be given to achieving a variety or diversity of backgrounds and representation on the Planning Commission, as this will contribute to a more fully informed analysis and public deliberation of topics by the entire Planning Commission.

5. Ad hoc subcommittee members shall personally interview all finalists prior to making its recommendation(s) to the City Council.

III. Planning Commissioner Training

1. Planning Commissioners must maintain compliance with certain public official training requirements, including completing training courses for ethics and sexual harassment prevention.

3 I:\cmo\Resolutions\8674 PC_Appointment_Procedures.docx-jm

2. The Development Services Department will provide introductory training for new Commissioners as soon as practicable after appointment.

3. The Development Services Department will provide relevant training for all Commissioners on an annual or as-needed basis. Commissioners may obtain training from external providers or conferences, with registration costs (including costs for any books or related course materials) paid by the City, subject to budget availability and pre-authorization by the Development Services Director.

Section 2. California Environmental Quality Act. The proposed Resolution does not require environmental review in accordance with Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act Guidelines. Pursuant to Section 15378(b)(5) of the California Environmental Quality Act (“CEQA”), this proposal is an organizational or administrative activity of the City that will not result in direct or indirect physical changes in the environment, and therefore no t a project. Additionally, pursu ant to CEQA Guidelines Section 15061(b)(3), this proposal is exempt from CEQA review because there is no possibility that the adoption of the Resolution may have a significant effect on the environment, insofar as it would establish administrative procedures and guidelines for reviewing applications to fill vacancies on the City of Redlands Planning Commission.

Section 3. Effective Date. This Resolution shall take effect upon adoption of Ordinance No. 2981.

ADOPTED, SIGNED AND APPROVED this 15th day of April, 2025.

______________________________
Mario Saucedo, Mayor
ATTEST:

______________________________
Jeanne Donaldson, City Clerk

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I, Jeanne Donaldson, City Clerk of the City of Redlands, do hereby certify that the foregoing Resolution was duly adopted by the City Council at a regular meeting thereof held on the 15th day of April, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

______________________________
Jeanne Donaldson, City Clerk

Planning Commisioner rotation
# 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 2037 2038 1 Endsley Endsley 4-Year Term 4-Year Term
2 Gonzales Gonzales 4-Year Term 4-Year Term
3 Wells Wells 4-Year Term 4-Year Term
4 Shaw 3-Year Term 4-Year Term 4-Year Term
5 Elliott Elliott 4-Year Term
6 Smith Smith 4-Year Term 4-Year Term
7 Stanson Stanson Stanson 4-Year Term
City Council Meeting K. 3.

DATE: 04/15/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of the purchase and replacement of two solid waste collection vehicles from Rush Truck Centers in an amount not to exceed $968,279.76 (Facilities and Community Services Director Crocker)
MOTION(S):

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

I move to approve a purchase and replacement of two solid waste collection vehicles from Rush Truck Centers in an amount not to exceed $968,279.76.

RECOMMENDATION:

Staff recommends City Council approve the purchase and replacement of two solid waste collection vehicles from Rush Truck Centers in an amount not to exceed $968,279.76.

DISCUSSION:

The City of Redlands operates a Solid Waste Enterprise, which includes collection and landfill services, supported by a fleet of 43 vehicles requiring regular maintenance and scheduled replacement. The City's vehicle replacement policy is guided by industry standards established by the American Public Works Association (APWA) and has been created to ensure the most cost-effective, timely, and efficient replacement of vehicles. Of the City's 43 solid waste vehicles, several have exceeded APWA standards and need replacement. Since 2020, the global issue in the parts and labor supply chain has affected all Heavy Duty OEM Truck Manufacturers in North America. Since then, the production of truck chassis has been cut back, resulting in a lead time for specialized truck builds between 12-18 months. Staff is recommending the purchase of two solid waste collection vehicles at this time to fulfill equipment purchase of two solid waste collection vehicles at this time to fulfill equipment needs over the next two years.

The Solid Waste Division’s adopted budget for Fiscal Year 2024-2025 includes sufficient funds to purchase two solid waste collection vehicles. In accordance with the City’s procurement policies, the City utilized an existing cooperative contract agreement for Public Utility Equipment with Sourcewell. By utilizing the Sourcewell cooperative purchasing, the City can benefit from previously posted bid packages that have been competitively bid and awarded. Agencies can review bid results from more than 50,000 government, educational, and non-profit organizations and draw from the terms and pricing for similar units and vehicles. The vehicle types and purchase prices are listed in the table below.

Front Loader $484,139.88
Front Loader $484,139.88
TOTAL $968,279.76
Replacing these aging vehicles with newer models not only reduces maintenance costs but also enhances the safety of staff operating the City’s solid waste collection vehicles, which will greatly improve the efficiency and reliability of waste collection services.

ALTERNATIVES:

The City Council may elect not to approve the request to purchase and replace the Solid Waste vehicles and provide alternative direction to staff.

STRATEGIC PLAN:

Supports Priority D – Sustainability.

SUBMITTED BY:

Tabitha Crocker, Facilities and Community Services Department Director RECOMMENDED BY:

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

Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Chris Boatman, Assistant City Manager
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Nathalie Ayala, Senior Administrative Assistant
Fiscal Impact
Fiscal Year: FY 2024-25
Revenue Generating: Yes
Amount: $968,279.76
Budgeted Y/N: Y
Account No.: 511005-511910-8704
Discussion:

Sufficient funding for this purchase is included in the Solid Waste Division's project budget for Fiscal Year 2024-25 as approved by City Council.

Attachments
A. Contract
B. Sourcewell Quote- Front Loader
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Solicitation Number: RFP #032824

CONTRACT

This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Rush Truck Centers of Texas, L.P., 555 IH-35 South Ste. 500, New Braunfels, TX 78130 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Class 4-8 Chassis and Cabs with Related Equipment, Accessories, and Services from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities located in the United States that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT

A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

EXPIRATION DATE AND EXTENSION. This Contract expires July 9, 2028, unless it is cancelled sooner pursuant to Article 22. This Contract allows up to three additional one-year extensions upon the request of Sourcewell and written agreement by Supplier. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.

B. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.

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2. EQUIPMENT, PRODUCTS, OR SERVICES

A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All Equipment and Products provided under this Contract must be new and the current model.

Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, subject to the Notice of Security Interest attached hereto as Exhibit A for Participating Entities with deferred payment terms. Any warranties on any Equipment and Products sold by Rush are limited only to any printed warranty provided by the applicable manufacturer of the Equipment or Product. Supplier agrees to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Supplier warrants that all services performed by Supplier for a Participating Entity, including repair, maintenance, and installation services (“Services”), will be performed in a good and workmanlike manner in accordance with industry standards (“Services Warranty”).

The Services Warranty is valid for a period of ninety (90) days from the date the Service is completed.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Equipment, Products and Services will be offered for sale to Participating Entities through Supplier and its affiliates as stated in Supplier’s Proposal. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING

All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered

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Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

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4. PRODUCT AND PRICING CHANGE REQUESTS

Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:

x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities located in the United States that can legally access the Equipment, Products, or Services under this Contract.

A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

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B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government- owned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING

A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum, the terms of which will be negotiated directly between the Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as applicable. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as e- commerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

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1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE

A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, performance issues, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT

A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:

x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;

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x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE

Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE

A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Contract are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the

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end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.

D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.

E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, brought or alleged by unaffiliated third parties arising out of any negligent act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by the negligent act or omission of Supplier relating to the Equipment, Products, or Services provided by Supplier under this Contract. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES

Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell

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under this Contract and as it applies to all data created, collected, received, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT

A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

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C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.

14. GOVERNING LAW, JURISDICTION, AND VENUE

The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE

Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY

If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES

A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed

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work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract.

The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:

x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:

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$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations $2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

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D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE

A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION

Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.

Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS

Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the

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procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.

C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

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Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

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G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring

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solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by a Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.

R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.

Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.

T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.

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22. CANCELLATION

Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell Rush Truck Centers of Texas, L.P.

By: __________________________ By: __________________________ Jeremy Schwartz Michael Lyons
Title: Chief Procurement Officer Title: Associate General Counsel

Date: ________________________

032824-RTG
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Exhibit A
Notice of Security Interest

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Bid Number: RFP 032824 Vendor Name: Rush Enterprises

Table 16: Category 2 - Depth and Breadth of Offered Equipment Products and Services Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additi onal comments in the text box provided, as necessary.

Proposers seeking an award in Category 2, as defined herein, must include at least one solution offered within the scope of Cat egory 2 for electric propulsion systems only. See RFP Section II. B. 1 for details.

We will not be submitting for Table 16: Category 2 - Depth and Breadth of Offered Equipment Products and Services Line
Item Category or Type Offered* Comments
80 Battery Electric Vehicle (BEV)
Class 4 Chassis
Yes
No
Rush Truck Centers is not offering an OEM that has a BEV vehicle for the class 4 space. 81 Battery Electric Vehicle (BEV)
Class 5 Chassis
Yes
No
Isuzu is looking to offer a BEV class 5 unit towards the end of 2024/beginning of 2025. Although pricing isn t currently available, once made available to Rush Truck Centers, we intend to work with Sourcwell to have this model added to the contract.
82 Battery Electric Vehicle (BEV)
Class 6 Chassis
Yes
No
Rush Truck Centers is not offering an OEM that has a BEV vehicle for the class 6 space on. 83 Battery Electric Vehicle (BEV)
Class 7 Chassis
Yes
No
Rush Truck Centers is not offering an OEM that has a BEV vehicle for the class 7 space. 84 Battery Electric Vehicle (BEV)
Class 8 Chassis
Yes
No
Rush Truck Centers is not offering an OEM that has a BEV vehicle for the class 8 space. 85 Related equipment, accessories, parts, upfitting,
services, used chassis and Class 3 chassis
Yes
No
Rush Truck Centers is offering the Ford E-Transit line which we are offering on this proposal.

Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.

Documents
Ensure your submission document(s) conforms to the following :

1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.

2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibilit y to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell.

3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.

4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zip ped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marke ting Plan category save the document as "Marketing Plan." Pricing - MSRP Pricing.zip - Thursday March 28, 2024 13:53:27 Financial Strength and Stability - 2023 10-K Final.pdf - Tuesday March 26, 2024 10:49:33 Marketing Plan/Samples (optional)
WMBE/MBE/SBE or Related Certificates (optional)
Warranty Information - Exhibit C - Rush Limited Warranty.pdf - Thursday March 28, 2024 12:41:37 Standard Transaction Document Samples - Sourcewell Docs Example.pdf - Thursday March 28, 2024 14:24:57 Requested Exceptions - RFP_033824_Class_4-8_Chassis_&_Cabs_Contract_Template_Rush revisions.docx - Tuesday March 26, 2024 11:39:46 Upload Additional Document - Additional Documents.zip - Thursday March 28, 2024 12:40:50 Bid Number: RFP 032824 Vendor Name: Rush Enterprises

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Bid Number: RFP 032824 Vendor Name: Rush Enterprises

SW0225250353
Date: February 28, 2025
To: City of Redlands
Address: 1270 W. Park Ave. # l Redlands, CA 92373
Member ID# : 18877
Name: Louie Miranda
Email: [email protected]
Phone: (909) 798-7663
Quote Expire: April 30, 2025
Sourcewell: Contract # 032824-PMC
YEAR: 2026 TRANS.: Allison 4500 RDS-P
MAKE: Peterbilt R. AXLE: 44K
MODEL: 520 F. AXLE: 20K
Body Type: Front Loader PINTLE HITCH: None
GVWR: 64,000 lbs PUSHER AXLE: None
ENGINE: Cummins L9N ( CNG ) Wheels: Aluminum
H/P: 320 hp @ 1000 ft/lbs torque FUEL TANKS: 75 DGE Roof Mounted Model 520 Cab & Chassis
List Price : ( Per Specifications of Redlands) $302,631.00 Model Sourcewell Discount: ( See Pg. 2 ) 25.00% -$75,657.75 Customer Price $226,973.25
Sourced Goods
Body: Newway FEL $148,676.00
Floor plan production per diem $16,095.88
Chassis Engineering Frame Layout $1,500.00
SmartLINQ 5 Yr $799.00
Allison Surcharge $1,600.00
CARB Warranty 3yr / 100 Mile $1,443.00
2 Year Towing coverage $600.00
Fuel System: 75 DGE $34,250.00
Spare Tires $2,500.00
Post Body Install Inspection $1,600.00
Delivery Wash $150.00
Delivery Transport $500.00
Transport: Yuma - Ray Gaskin $3,500.00
Taxable Fees ( Document Fee, Admin Fee ) $330.00
Total $213,543.88
Model 520 Cab & Chassis $226,973.25
Sourced goods $213,543.88
Total $440,517.13
Sales Tax (8.75%) $38,545.25
Admin Process - ( License/Title/Reg Exempt/Doc Prep/Filing ) $34.00 Warranties: Cummins, Allison & R Gaskin 5 yrs, Eaton Rear Axle $5,026.00 Tire Recycling Fee $17.50
Total Price $484,139.88
* 12% Ferderal ExciseTaxes Apply to State/Local Govt who are NOT Exempt * Contact: Ray Gamez Phone: (949) 355-4382
Cummins CNG Engine with Allison Transmission
2026 Peterbilt 520

DESCRIPTION
Sourcewell Quote Sheet
8830 E. Slauson Ave. Pico Rivera, CA 90660
Email: [email protected]
Rush Truck Centers
Rush Truck Centers of California, Inc. dba Rush Truck Center, Los Angeles

Page 1 of 28 ends

Redlands City CouncilApril 15, 2025

Redlands City Council
April 15, 2025