Redlands City Council
May 19, 2026

CITY OF REDLANDS

CITY COUNCIL

A G E N D A
May 19, 2026

MARIO SAUCEDO
Mayor
District 3

MARC SHAW
Mayor Pro Tempore
District 4

PAUL BARICH
Council Member
District 5

EDDIE TEJEDA
Council Member
District 2

DENISE DAVIS
Council Member
District 1

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

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, May 19, 2026
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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 time. 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.

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PLEASE SILENCE CELL PHONES, PAGERS AND OTHER ELECTRONIC

COMMUNICATION DEVICES UPON ENTERING THE CHAMBERS
5:00 PM
A. Call City Council Meeting to Order
B. Public Comment
(Any person wishing to provide public comment on a closed session matter may do so at this time.) C. Recess City Council Meeting to a Closed Session

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

1. Maldonado v. City of Redlands, et al, U.S. District Court, Central District, Case No. 5:25-cv-02169-SSS (MAAx)

2. Maldonado v. Redlands Police Department, et al., San Bernardino Superior Court, Case No.

CIVSB2403830

2. Conference with labor negotiator - Government Code §54957.6 (Assistant City Manager McConnell)
Agency Negotiators:

John Bakhit, Jay Trinnaman, Janice McConnell, Jorge Castillo Employee Organizations:

Redlands Association of Department Directors
Redlands Association of Management Employees
Redlands Association of Mid-Management Employees
Redlands Association of Safety Management Employees
Redlands Association of Fire Management Employees
Redlands Police Officers Association
Redlands Professional Firefighters Association
Redlands Civilian Safety Employees
Teamsters Local 1932 Redlands Chapter
D. Reconvene City Council Meeting at 6:00 p.m.

E. Invocation by Mayor Pro Tem Shaw- Pledge of Allegiance by Smiley Elementary (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.) G. Presentations

1. Presentation of the Redlands Bike Classic Sponsorship gift to the City of Redlands by Scott Welsh, Eric Reiser, Brian Zander, and Sean Wilson
(Mayor Pro Tem Shaw)
H. Public Comment - City Council
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. Approval of minutes of the regular meeting of May 5, 2026 (City Clerk Donaldson)

2. Adopt Resolution No. 8781 Annexation No. 32 declaring intent to annex territory into Community Facilities District 2004-1 and determine that the proposed project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (Development Services Director Reilly)

3. Adopt Resolution No. 8782 establishing the rate for the voter-approved special tax for emergency paramedic services for Fiscal Year 2026-2027
(Fire Chief Sessler)

4. Approve a Sole Source purchase with Azteca Systems for Cityworks License Renewal for a period of three years at a total cost of $171,500.52
(Interim Management Services/Finance Director Garland)

5. Adopt Resolution No. 8783 to implement STOP control at Ford Street and Garden Hill Drive intersection and determine that approval of the resolution is exempt from environmental review pursuant to Section 15301(c) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Heredia)

6. Receive and file the 2025 Annual Report of the Municipal Utilities and Public Works Commission (Municipal Utilities and Engineering Director Heredia)

7. Approve an Event Services Agreement with the University of Redlands to conduct the Redlands Emergency Services Academy at the University's facility, and determine 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
(Police Chief Tolber)

8. Approve the Second Amendment to the agreement with the Counseling Team International and a purchase order modification in the amount of $20,000 for Redlands Police Department (Police Chief Tolber)
J. New Business

1. Discussion and possible action relating to the Redlands Downtown Morning Market hours of operation and future location options
(Mayor Pro Tem Shaw)

2. Approve a new Enterprise License Agreement with Esri for a three-year term, not to exceed $271,185.15 (Interim Assistant City Manager Garcia)

3. Consideration of approval of a Cooperative Agreement with San Bernardino County Transportation Authority (SBCTA) for management and delivery of the construction phase of the Highland/Redlands Regional Gap Connector Project (Project) in the amount not to exceed $440,396; approval of a Cooperative Agreement with City of Highland for sharing final design cost of the Project in the amount not to exceed $57,850; and determination that these actions are 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 Heredia)

4. Consideration for approval of an Agreement with Pro-Craft Construction, Inc. for citywide plumbing and repair services for a one-year term with two (2) optional one-year extensions, in an amount not to exceed $300,000.00
(Facilities and Community Services Director Crocker)

5. Consideration of a First Amendment to the Agreement with Quinmar Janitorial Inc. to increase the total compensation from $1,612,706.58 to $1,957,668.82 and extend the services for eight calendar months (Facilities and Community Services Director Crocker)
K. Individual Council Member Announcements and/or Reports on Activities (No collective discussion or action.)
L. Adjournment
The next regular meeting of the City Council will be held on June 2, 2026.

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 meeting.

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 Date Posted: May 14, 2026
City Council AGENDA ITEM NO.  I1.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Approval of minutes of the regular meeting of May 5, 2026 (City Clerk Donaldson) MOTION:

I move to approve the regular meeting minutes of May 5, 2026.

Attachments
City-Council-05-5-2026-minutesdraft

MINUTES
Regular meeting of the City Council of the City of Redlands held in the Council Chambers, Civic Center, 35 Cajon Street, on Tuesday, May 5, 2026 at 5:00 P.M.

Present: Mario Saucedo, Mayor
Marc Shaw, Mayor Pro Tempore
Denise Davis, Council Member

Absent: Paul Barich, Council Member

Absent: Eddie Tejeda, Council Member (Remote Participation through Item H-Public Comment) Staff:

Janice McConnell, Assistant City Manager; Chris Boatman, Assistant City Manager; Yvette M.

Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Phillip Doolittle, City Treasurer; Carl Baker, Public Information Officer; Danielle Garcia, Management Services/Finance Director; Rich Sessler, Fire Chief; Jeremy Floyd, Deputy Police Chief; Tabitha Crocker, Facilities and Community Services Director; Sean Reilly, Development Services Director; Goutam Dobey, City Engineer
A. Call City Council Meeting to Order
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. City Attorney Garcia announced that due to an illness, Council Member Tejeda would participate remotely during tonight's meeting.

B. Public Comment
No public comment.

C. Recess City Council Meeting to a Closed Session

1. Conference with legal counsel: Existing Litigation - Government Code §54956.9(d)(1) (City Attorney Abich Garcia)
Two Cases:
a. Holzer v. City of Redlands, et al., San Bernardino Superior Court, Case No. CIVSB2322787 b. Wagner Zemming Christensen, LLP v. City of Redlands, San Bernardino Superior Court, Case No.CIVSB2529490 D. Reconvene City Council Meeting at 6:00 p.m.

Mayor Saucedo reconvened the meeting at 6:04 P.M. Council Member Tejeda announced that due to an illness, he would participate remotely during tonight's meeting.

E. Invocation by Council Member Tejeda - Pledge of Allegiance by Lugonia Elementary F. Closed Session Report
City Attorney Garcia announced that no reportable action was taken during the closed session.

G. Presentations

1. Redlands Pet Adoption
Animal Services Supervisor Joe Alcarez and Kennel Attendant Hailey Stuck showed off "Gordy", a one- year-old male Australian Cattle Dog, who is available for adoption, along with forty-four other dogs and five cats at the Redlands Animal Shelter. Mr. Alcarez provided the Shelter statistics for March 2026, which included 41 adopted dogs, and 4 adopted cats.

2. Presentation of Certificate of Recognition to Redlands High School student Jiarui Li for receiving a $50,000 scholarship from Southern California Edison
No presentation was made.

3. Presentation of the Asian American Pacific Islander Heritage Month Proclamation to Sabre Foster and Kevin Suzuki with the Redlands Japanese Cultural Center
Mayor Saucedo presented the proclamation.

4. Presentation of the National Day of Prayer Proclamation presented to Kawa Shwaish, President, Redlands Area Interfaith Council
Mayor Saucedo presented the proclamation.

H. Public Comment - City Council
Teamster Negotiations - Teamster's Business Agent Andrew Coleman requested the City continue to bargain in good faith with a strong emphasis on investing in its employees. He noted again that City employees are, on average, paid 12% below market.

Seeking to Serve - Lucille Yglesias, who recently retired, said she was ready and willing to volunteer in a part-time capacity as a way to serve the community.

Open Government - Stephen Rogers raised concerns about the City's reporting through the Notice of Department Designation (NODD) filed with the State for Development Services and Municipal Utilities and Engineering Departments.

ANNOUNCEMENT: Mayor Saucedo reported that Council Member Tejeda was unable to continue participating remotely. A quorum was established and the meeting continued.

I. Consent Calendar

1. Approve minutes of the regular meeting of April 21, 2026 On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the minutes of the regular meeting of April 21, 2026.

Vote: 3-0 Passed

2. Authorize issuance of a proclamation declaring May 7, 2026, as National Day of Prayer in the City of Redlands On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the Proclamation.

Vote: 3-0 Passed

3. Authorize issuance of a proclamation declaring the month of May 2026, as Asian American Pacific Islander Heritage Month
On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the Proclamation.

Vote: 3-0 Passed

4. Approve Side Letter between the City of Redlands and the Redlands Association of Department Directors On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the Side Letter of agreement between the City and the Redlands Association of Department Directors. Sean Reilly was promoted to the position of Development Services Director on March 16, 2026. The RADD MOU provides for annual leave with a cap of 900 hours. The Side Letter provides Director Reilly up until December 31, 2027, to utilize or sell his earned leave while continuing to accrue leave. All other provisions of the MOU are unaffected by this side letter of agreement.

Vote: 3-0 Passed

5. Adopt Resolution No. 8776, Rescinding Resolution No. 8105 and Establishing Updated Terms for Portal-to-Portal Compensation for Fire Department Personnel
On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council adopted, by roll call vote, Resolution No. 8776, rescinding Resolution No. 8105, and establishing updated terms and conditions for portal-to-portal compensation for Fire Department personnel.

Vote: 3-0 Passed

6. Approve a Sole Source Three-Year Agreement with Fifth Asset Inc., dba Debtbook, for the provision of Debt Management Software and Lease/Subscription Management Software in the amount of $52,500 On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the sole source three-year agreement with Fifth Asset Inc., dba Debtbook, for the provision of debt management software and lease/subscription management software in the amount of $52,500.

Vote: 3-0 Passed

7. Reject all bids for the Redlands Wastewater Treatment Plant Upgrades - Phase 2, Project No. 521006, and direct staff to solicit new bids for the project
On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council rejected, by roll call vote, all bids received for the Wastewater Treatment Plant Upgrades, Phase 2; and directed staff to solicit new bids. All bids significantly exceed the construction cost estimate and available Project funding.

Vote: 3-0 Passed

8. Approve a Purchase Order Modification in the amount of $87,000 with Flock Group, Inc. for the remainder of the fiscal year
Deputy Chief Jeremy Floyd explained that the City approved a sole-source renewal with Flock Group, Inc on November 4, 2025, for automated license plate recognition (ALPR) camera leases and related subscription/licensing services. These cameras have helped law enforcement with investigations in serious crimes and continue to support public safety.

The additional request of $87,000 covers service for 29 deployed ALPR cameras across multiple phases, based on renewal invoices and subscription quotes, including coverage for the 2026–2027 service period. The funding will keep services uninterrupted and maintain compliance with contractual obligations. The total purchase order will rise from $133,500 to $220,500, funded through the City’s Citizens’ Option for Public Safety (COPS) program budget.

As public comment, Kathy Sadanala pointed out the cameras are sold as crime fighting tools but she insisted that instead, they silently undermine constitutional rights, violate the Fourth Amendment, and are used far beyond their intended use. John Malcolm described certain controversies surrounding Flock Group and suggested this item be tabled and brought back to a future meeting for a more thorough public discussion. He added there are a number of national and local agencies who have voiced their distrust of what they perceive as an expanding surveillance infrastructure which could potentially be used to target individuals. Deputy Chief Floyd offered clarification that the Police Department is permitted access to the database only when there is an active investigation associated with a case number.

On motion of Mayor Pro Tem Marc Shaw, seconded by Mayor Mario Saucedo, the City Council approved, by roll call vote, a purchase order modification in the amount of $87,000 with Flock Group, Inc. for the remainder of fiscal year 2025-26.

Vote: 3-0 Passed

9. Approve a Memorandum of Agreement (MOA) with the Los Angeles Police Department for Internet Crimes Against Children (ICAC) Unit and authorize the Chief of Police to sign the agreement On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the Memorandum of Agreement (MOA) with the Los Angeles Police Department for Internet Crimes Against Children Unit; and authorized the Chief of Police to sign the agreement.

Vote: 3-0 Passed

10. Adopt Resolution No. 8759 Authorizing the City Manager or Designee to Apply for and Accept Caltrans Airport Improvement Program (AIP) Matching Grant Funds
On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, Resolution No. 8759, authorizing the City Manager or designee to apply for California Department of Transportation grants related to the Redlands Municipal Airport.

Vote: 3-0 Passed

11. Adopt Resolution No. 8769 initiating proceedings to continue levying assessments, appointing an assessment engineer, and ordering the preparation of the Engineer's Reports for Street Lighting District No. 1 and Landscape Maintenance District No. 1, rescind Resolution No. 8651, and determine that adoption of the resolution is exempt from environmental review pursuant to the general rule of the California Environmental Quality Act (CEQA) guidelines On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, Resolution No. 8769, initiating proceedings to continue levying assessments, appointing an assessment engineer, and ordering the preparation of Engineer's Reports for Street Lighting District No. 1 and Landscape Maintenance District No.1; and determined adoption of Resolution No. 8769 is exempt from environmental review pursuant to the general rule of the California Environmental Quality Act (CEQA) guidelines.

Vote: 3-0 Passed

12. Approve the request of an in-kind support in the amount of $11,448.00 related to the Annual Redlands Festival of Arts event hosted by Redlands Art Festival Association, Inc., on Saturday, May 23 and Sunday, May 24, 2026; approve temporary street closures of South 4th Street and Eureka Street; authorize 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 On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that the approval of the Redlands Festival of Arts event is exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act; approved the request for in-kind support in the amount of $11,448.00; and approved the temporary street closures on South 4th Street and Eureka Street; and authorize the sale and consumption of alcoholic beverages, for the Annual Redlands Festival of Arts event to be held on Saturday, May 23, and Sunday, May 24, 2026.

Vote: 3-0 Passed

13. Approve the request of an in-kind support in the amount of $54,212.28 related to the Summer Music Festival hosted by Redlands Bowl Performing Arts (RBPA), beginning June 19, 2026, and continuing through August 14, 2026; approve temporary street closures of Eureka Street and Grant Street; 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
On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that approval of the event is exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environment Quality Act; approved the request for in-kind support in the amount of $54,212.28; and approved the temporary street closures of Eureka Street and Grant Street for the Summer Music Festival event, beginning June 19, 2026 and continuing through August 14, 2026.

Vote: 3-0 Passed

14. Approve the request of an in-kind support in the amount of $10,854 for the street closures related to the Jagannath Rath Yatra (Summer Float Festival) event held on Saturday, July 25, 2026, hosted by Shri Darshan, 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
On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that the approval of the event is exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environment Quality Act; approved the request for in-kind support in the amount of $10,854.00; and approved the temporary street closure of Church Street, East Colton Avenue, division Street, and East High Avenue for the Jagannath Rath Yatra, which will be held on Saturday, July 25, 2026.

Vote: 3-0 Passed
J. Communications

1. Consideration of a Letter of Support for San Bernardino County’s Active Transportation Program Application for Safe Routes to School Improvements Serving Redlands East Valley High School Mayor Saucedo explained that San Bernardino County is preparing an application for Active Transportation Program (ATP) funding to implement Safe Routes to School improvements serving Redlands East Valley High School. While the project is located in an unincorporated area adjacent to the City, it will benefit Redlands students and families traveling to the school. Proposed improvements include sidewalks, bicycle facilities, enhanced crossings, and traffic- calming measures to improve safety and connectivity.

On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council authorized, by roll call vote, the Mayor to sign a letter of support for San Bernardino County's Active Transportation Program (ATP) application for Safe Routes to School improvements serving Redlands East Valley High School.

Vote: 3-0 Passed

2. City of Redlands Food Security Task Force Update and Provide Direction to Staff Homeless Solution Manager David Rabindranath reported that the City Council adopted Resolution No. 8732 on November 4, 2025, creating the City of Redlands Food Security and Child Nutrition Support Initiative and directing staff to form a Food Security Task Force. The Task Force met with local nonprofit and faith-based providers to identify food access challenges, including rising food costs, reduced funding, transportation barriers, limited distribution capacity, and coordination issues.

The Task Force recommended several possible strategies for Council consideration: donating tote bags and boxes for food distribution, evaluating shared cold storage options, creating a mini-grant program for food providers, exploring transportation assistance such as a vehicle or bus passes, and improving coordination and communication among providers.

Assistant City Manager Boatman expressed his appreciation to everyone who participated in the Task Force meetings, which offered a valuable opportunity for open, meaningful, and substantive dialogue. Staff is now seeking City Council direction on which options to pursue and whether further analysis or detailed program proposals are needed.

In a lengthy discussion, Council Members offered their thoughts and perspectives regarding the recommendations and how best to move forward. Council Member Davis was grateful to be a part of this program and said she supported all the Task Force's recommendations, especially the development of a mini-grant program.

Mayor Saucedo stressed the importance of establishing a coordinated outreach effort that could leverage the strengths of each and every organization. His vision called for the City to serve as a central clearinghouse of information for non-profit organizations. Mayor Pro Tem Shaw pointed out that several groups were capable of doing the work, and he was hesitant to place the funding burden solely on the City.

As public comment, Kawa Shwaish of Redlands Area Interfaith Council, agreed that many resources are available, but it was essential to harness these resources through a coordinated approach. Mayor Saucedo was in support of tabling the item. He added that Fair for Change, a community event designed to connect people with meaningful ways to give back, was continuing to encourage greater participation and bring more people to the table.

Council Member Denise Davis motioned to direct staff to create a discussion item for the Food Insecurity Task Force recommendation into the Fiscal Year 2027-2028 City Council budget discussions. With no second, the motion failed.

On motion of Mayor Mario Saucedo, seconded by Mayor Pro Tem Marc Shaw, the City Council agreed, by roll call vote, to table this item to allow more time to hear from various stakeholders and non-profit partners.

Vote: 3-0 Passed

3. Consideration of the recommendation for appointment of one (1) representative to the San Bernardino Regional Housing Trust Board
Assistant City Manager Boatman reported on Resolution No. 8766 authorizing the City of Redlands to participate in the Joint Powers Authority (JPA) establishing the San Bernardino Regional Housing Trust (SBRHT). The formation of the SBRHT followed several years of regional coordination led by the San Bernardino Council of Governments (SBCOG), beginning in 2021 with the creation of an ad hoc subcommittee to evaluate the feasibility of a regional housing trust. Subsequent outreach, strategic planning, and stakeholder engagement throughout 2022 and 2023 resulted in the recommendation to form a regional JPA to support affordable housing production, preservation, and financing efforts across San Bernardino County.

As part of the approved governance structure, participating member agencies may appoint a representative to serve on the SBRHT Board of Directors. This item returns to the City Council for consideration of appointing the City of Redlands’ representative to the Board, allowing the City to participate in regional decision-making, funding priorities, and policy direction related to affordable housing initiatives.

On motion of Mayor Pro Tem Marc Shaw, seconded by Mayor Mario Saucedo, the City Council appointed, by roll call vote, Council Member Denise Davis to serve as the City of Redlands' representative to the San Bernardino Regional Housing Trust Board.

Vote: 3-0 Passed
K. New Business

1. Consideration of the First Amendment to the Encampment Resolution Funding (ERF-2) Agreement with the California Interagency Council on Homelessness (Cal ICH) and Approval of Amendments to Sub-recipient Agreements Homeless Solutions Manager David Rabindranath presented the First Amendment to the Encampment Resolution Funding (ERF-2 Agreement with the California Interagency Council on Homelessness (Cal ICH) and approval of amendments to sub-recipient agreements. The amendment updates administrative terms, aligns the contract with the current State requirements, and extends the agreement by 13 months, moving the end date from March 31, 2027 to April 30, 2028. This gives the City and its partners more time to implement the program and spend the awarded $4,529.069 in ERF-2 funds. It also revises exhibits such as the scope of work, budget, and terms and conditions, while keeping the overall grant amount and approved program scope unchanged.

Sub-recipient agreements are extended to match the revised timeline, and the Church of Religious Science agreement increases by $5,000 to a total of $185,000. The Family Service Association and Salvation Army agreements are also extended. Overall, the amendment is intended to maintain compliance, ensure continuity of services, and support outreach, case management, housing navigation, and other supportive services for people experiencing homelessness.

On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the First Amendment to the Encampment Resolution funding (ERF-2) Agreement with the California Interagency Council on Homelessness (Cal ICH); approved the Amendments to Sub-recipient Agreements; approved the four (4) amended agreements for the ERF-2 sub-recipients agreements; authorized the City Manager, or designee, to execute the amendment and all related documents; and authorized the City Manager, or designee, to execute and administer sub-recipient agreements necessary to implement the ERF-2 program.

Vote: 3-0 Passed

2. Consideration of Approval of Citywide Annual Purchase Orders for miscellaneous supplies with Fastenal, Home Depot, Lowe's and Office Depot for Fiscal Year 2026-2027, in an amount not to exceed $1,080,000 Management Services/Finance Director Garcia reviewed the Citywide Annual Purchase Order for miscellaneous supplies with Fastenal, Home Depot, Lowe's and Office Depot for Fiscal Year 2026-2027, in an amount not to exceed $1,080,000. By leveraging purchasing power and economies of scale, the annual estimated savings to the City is roughly $115,000.

On motion of Mayor Pro Tem Marc Shaw, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the Citywide Annual Purchase Orders with Lowe’s, Fastenal, Home Depot, and Office Depot for Fiscal Year 2026-2027, in a total amount not to exceed $1,080,000.

Vote: 3-0 Passed
L. Individual Council Member Announcements and/or Reports on Activities

1. Individual Council Member Report on Activities for April 2026 from Mayor Pro Tem Shaw In lieu of individual announcements and reports, Mayor Saucedo, Mayor Pro Tem Shaw, Council Member Davis, and staff took the opportunity to recognize the many accomplishments and significant contributions made by Assistant City Manager Chris Boatman throughout his years of dedicated service to Redlands. He will be greatly missed. Mr.

Boatman expressed his gratitude to everyone and shared that his time with the City has been deeply rewarding and it's been a privilege for him to serve in the city where he grew up.

M. Adjournment
There being no further action required the meeting adjourned at 7:19 P.M. The next regular meeting of the City of Redlands City Council will be held on May 19, 2026.

City Council AGENDA ITEM NO.  I2.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8781 Annexation No. 32 declaring intent to annex territory into Community Facilities District 2004-1 and determine that the proposed project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (Development Services Director Reilly) MOTION:

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

1. I move that the City Council determine that the proposed project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and

2. I move to adopt Resolution No. 8781.

RECOMMENDATION:

Staff recommends City Council adopt Resolution No. 8781 declaring its intent to annex territory into Community Facilities District No. 2004-1 and determine that the proposed project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act.

DISCUSSION:

The City Council established Community Facilities District No. 2004-1 (CFD) for the purpose of providing certain services that are necessary to meet demands placed upon the City by development. The City Council is being asked to consider Resolution No. 8781, a Resolution of Intention to annex territory into the CFD.

City staff received petitions from Balboa Park Properties, LLC requesting annexation of its properties into the CFD for the maintenance of street trees within the street right-of-way adjacent to Tract Map No. 20755, currently identified as Assessor's Parcel Numbers 0169-156-10-0000 through 20-0000 and 0169-156-29-0000 through 32- 0000 and as shown on Attachment C. This annexation is for the properties located at the northeast corner of North Eureka Street and West Stuart Avenue. Tract Map No. 20755 was approved by the City Council on December 2, 2025. The San Bernardino County Assessor has not yet assigned an Assessor's Parcel Number to the newly created lot. The lot is still under the ownership of the project development team. If Resolution No. 8781 is adopted, a public hearing will be scheduled for the City Council meeting on July 7, 2026.

The proposed project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (CEQA) as it has been determined there is no possibility the annexation of the proposed project will result in an environmental impact.

ALTERNATIVES:

City Council may choose not to adopt Resolution No. 8781 and provide staff alternate direction.

STRATEGIC PLAN:

N/A

SUBMITTED BY:

Sean Reilly, 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, Interim Assistant City Manager
James Garland, Interim Management Services/Finance Director PREPARED BY:

Don Young, One Stop Permit Center Manager

FISCAL IMPACT
Fiscal Year:

Revenue Generating: Yes
Amount: $
Budgeted Y/N:

Account No.:

Additional Appropriation Required: No
Discussion:

Annexation of the property into CFD 2004-1 will ultimately generate revenue that can be used for tree trimming/maintenance in the project area.

Attachments
Resolution_No_8781_Annexation_No_32.pdf
Petition_of_Balboa_Park_Properties_LLC_-_CFD_2004-1.pdf SIGNEDRedlands_-_CFD_2004-1_Petition_ANNEX_No_32.pdf
Attachment_C_AERIAL_VIEW_For_Reference.pdf
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RESOLUTION NO. 8781

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

REDLANDS DECLARING INTENTION TO ANNEX

TERRITORY TO COMMUNITY FACILITIES DISTRICT
NO. 2004-1 OF THE CITY OF REDLANDS AND ADOPTING

A MAP OF THE AREA PROPOSED TO BE ANNEXED
THERETO (ANNEXATION NO. 32)
WHEREAS, the City Council (the “City Council”) of the City of Redlands (the “City”) has established Community Facilities District No. 2004 -1 of the City of Redlands, County of San Bernardino, State of California (the “Community Facilities District”) for the purpos e of levying special taxes on parcels of taxable property therein for the purpose of providing certain services which are necessary to meet increased demands placed upon the City as a result of the development of said real property; and
WHEREAS, it is necessary that certain parcels of property be annexed to the Community Facilities District in order that they may be developed and receive the benefit of services which will be financed by the annual levy of special taxes on said property sufficient to pay the costs of such services and costs incidental thereto; and

WHEREAS, the current Rate and Method of Apportionment of Special Tax (the “Rate and Method”) set forth in Exhibit “B” hereto, requires that Special Tax for all parcels increase annually in accordance with the Los Angeles -Riverside-Orange County Consumer Price Index (the “LR O Index”); and
WHEREAS, the LRO Index no longer exists and has been replaced by the Riverside -San Bernardino-Ontario Consumer Price Index (the “RSO Index”); and WHEREAS, it is necessary for the Rate and Method to be modified to reference the RSO Index, as the LRO Index no longer exists; and
WHEREAS, the City Council is authorized by Article 3.5 (commencing with Section 53339) of Chapter 2.5 of Part 1 of Division 2 of Title 5 of the California Government Code, commonly known as the “Mello- Roos Community Facilities Act of 1982,” to annex territory to the Community Facilities District by complying with the procedures set forth in said Article 3.5;

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

Section 1. Recitals. The above recitals are true and correct and are hereby incorporated into this resolution.

Section 2. Name of District. The name of the existing Community Facilities District is “Community Facilities District No. 2004-1 of the City of Redlands, County of San Bernardino, State of California.”
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Section 3. Amendment of Rate and Method. The reference to the “Los Angeles - Riverside-Orange County” Consumer Price Index in Section C of the Rate and Method is hereby replaced with the “Riverside-San Bernardino-Ontario Consumer Price Index.” No other portion of the Rate and Method shall be amended.

Section 4. Intention. The City Council declares its intention to conduct proceedings pursuant to said Article 3.5 for the annexation to the Community Facilities District of the territory described in Exhibit “A” attached hereto. The City Council determines that the public convenience and necessity require that such territory be annexed to the Community Facilities District.

Section 5. Description of Territory Proposed To Be Annexed; Annexation Map. The territory which is included in the existing Community Facilities District is described on the map of the Community Facilities District recorded on May 18, 2004 in Book 76 of Maps of Assessment and Community Facilities Districts, page 94, and as Instrument No 2004- 0347327 in the official records of the County of San Bernardino. The territory proposed to be annexed to the Community Facilities District is described in Exhibit “A” attached hereto and by this reference made a part hereof. Such territory is also shown and described on the map thereof entitled “Annexation Map No. 32, Community Facilities District No. 2004 -1 of the City of Redlands, County of San Bernardino, State of California,” which is on file with the City Clerk (the “Annexation Map”) and is incorporated herein by this reference.

Section 6. Types of Services; Incidental Expenses; Plan for Providing Services . The services to be provided and financed by the existing Community Facilities District include the maintenance of landscaping within the Community Facilities District, including but not limited to, parkways, open space areas, firebreaks, medians and street trees and the associated maintenance of bushes, shrubs and ground cover . Annexation No. 32 is proposed to provide maintenance of including but not limited to, landscaping and street trees, and street right-of-way adjacent to Tract Map Nos. 3632 and 2083, and any other public services authorized by the Mello-Roos Community Facilities Act of 1982, in the area of the Annexation No. 32 property and the Community Facilities District. The Community Facilities District shall also finance costs associated with the determination of the amount of and the levy and collection of special taxes which are levied to provide such services and costs otherwise incurred in order to carry out its authorized p urposes.

The services described above shall be provided, as needed, throughout the Community Facilities District and the territory proposed to be annexed thereto for the benefit of all owners of property and residents of the Community Facilities District and the territory proposed to be annexed thereto.

All owners of taxable parcels of property within the Community Facilities District and the territory proposed to be annexed thereto shall pay special taxes at the same rate to finance the annual cost of providing such services. The services to be provided and financed by the Community Facilities District, as previously described, are necessary to meet increased demands placed upon the City as a result of development occurring within the Community Facilities District and the territory proposed to be annexed thereto.

Section 7. Special Taxes. Except where funds are otherwise available, special taxes sufficient to pay the costs of the services described in Section 6 above and the annual administrative expenses of the City and the Community Facilities District in determining, apportioning, levying and collecting such special taxes, shall be annually levied within the territory proposed to be annexed to the Community F acilities District. Pursuant to Section 53340 of the -3-
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California Government Code, the special taxes shall be collected in the same manner as ordinary ad valorem property taxes are collected and shall be subject to the same penalties and the same procedure, sale, and lien priority in case of delinquency as is provided for ad valorem taxes. The rates and method of apportionment of said special taxes shall be as set forth in Exhibit “B” attached hereto and by this reference made a part hereof. The property within the territory proposed to be annexed shall be ass igned at the rate set forth for Special Tax Rate Category A as set forth in Exhibit “B” attached hereto and for Fiscal Year 2026-27, and each Fiscal Year thereafter, assessed at the rate set forth in Table 2 in Exhibit “B” attached hereto, subject to annual increases beginning in Fiscal Year 2027- 28 by the greater of 2% or the percentage increase in the Consumer Price Index as determined pursuant to the method of apportioning such special taxes set forth in said Exhibit “B”. No alteration of the special tax rates to be levied in the existing Community Facilities District, and established annexations, will result from the proposed annexation. The maximum special tax rate in the existing community facilities district, and established annexations, may not be increased as a result of this proceeding to annex property to the Community Facilities District.

Section 8. Adoption of Annexation Map. Pursuant to Section 3110.5 of the Streets and Highways Code, the City Council adopts the Annexation Map as the map of the area proposed to be annexed to the Community Facilities District. Pursuant to Section 3111 of said Code, the City Clerk shall file the original of the Annexation Map in her office and shall file a copy of the Annexation Map with the County Recorder of the County of San Bernardino no later than 15 days prior to the date of the hearing specified in Section 9 hereof.

Section 9. Hearing. A public hearing on the proposed annexation of said territory to the Community Facilities District shall be held at 6:00 p.m., or as soon thereafter as the matter may be heard, on July 7, 2026 in the Council Chambers at the City of Redlands Civic Center, 35 Cajon Street, Redlands, California, 92373.

Section 10. Notice. The City Clerk shall publish a notice of the time and place of said hearing as required by Section 53322 of the California Government Code, and shall also give notice of the hearing by first class mail to each registered voter and landowner within the territory proposed to be annexed to the Community Facilities District as prescribed by Section 53339.4 of said Code. Said notice shall be published at least seven (7) days and mailed at least fifteen (15) days before the date of the hearing and shall contain the information required by said Section 53339.4.

Section 11. Description of Voting Procedures. The voting procedures to be followed in conducting the election on the proposition with respect to the levy of special taxes within the territory proposed to be annexed to the Community Facilities District to shall be as follows:
(a) If, for each of the 90 days preceding the close of the public or protest hearing (hereinafter referred to as the “protest hearing”) at least 12 persons are registered to vote within the territory proposed to be annexed to the Community Facilities District, the election shall be conducted by the C ity Clerk, and shall be held on a date selected by the City Council in conformance with the provisions of Section 53326 of the California Government Code (“Section 53326”) and pursuant to the applicable provisions of law regulating elections of the City, insofar as they may be applicable, and pursuant to Section 53326 the ballots for the election shall be distributed to the qualified electors of the territory -4-
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proposed to be annexed to the Community Facilities District by mail with return postage prepaid and the election shall be conducted as a mail ballot election. (b) If at the time of the close of the protest hearing, and for at least the preceding 90 days, less than 12 persons have been registered to vote within the territory proposed to be annexed to the Community Facilities District, and pursuant to Section 53326, the vote is therefore to be by the landowners of that territory, with each landowner of record at the close of the protest hearing having one vote for each acre or portion of an acre of land that he or she owns, the election shall be conducted by the City Clerk as follows:
(1) The election shall be held on the earliest date following the conclusion of the protest hearing upon which it can be held pursuant to Section 53326 which may be selected by the City Council, or such earlier date as the owners of land within the territory proposed to be annexed to the Community Facilities District and the City Clerk agree and concur is acceptable.
(2) Pursuant to Section 53326, the election may be held earlier than 90 days following the close of the protest hearing if the qualified electors of the territory proposed to be annexed to the Community Facilities District waive the time limits for conducting the election set forth in Section 53326 by unanimous written consent and the City Clerk concurs in such earlier election date as shall be consented to by the qualified electors.
(3) Pursuant to Section 53326, ballots for the election shall be distributed to the qualified electors by the City Clerk by mail with return postage prepaid or by personal service.
(4) Pursuant to applicable provisions of law regulating elections of the City which govern the conduct of mail ballot elections, and Division 4 (commencing with Section 4000) of the California Elections Code with respect to elections conducted by mail, the City Clerk shall mail or deliver to each qualified elector an official ballot in a form specified by the City Council in the resolution calling the election, and shall also mail or deliver to all such qualified electors a ballot pamphlet and instructions to voter, including a sample ballot identical in form to the official ballot but identified as a sample ballot, a statement pursuant to Section 9401 of the said Code, an impartial analysis by the City Attorney pursuant to Section 9280 of the said Code with respect to the ballot proposition contained in the official ballot, ballot arguments and rebuttals, if any, pursuant to Sections 9281 to 9287, inclusive, of said Code, a return identification envelope with prepaid postage thereon addressed to the City Clerk for the return of voted official ballots, and a copy of this resolution; provided, however, that such statement, analysis and arguments may be waived with the unanimous consent of all the landowners of the territory proposed to be annexed to the Communi ty Facilities District and shall be so stated in the resolution adopted by the City Council calling the election. (5) The official ballot to be mailed or delivered by the City Clerk to each landowner-voter shall have printed or typed thereon the name of the landowner - -5-
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voter and the number of votes to be voted by the landowner -voter, and shall have appended to it a certification to be signed by the person voting the official ballot which shall certify that the person signing the certification is the person who voted the official ballot, and if the landowner-voter is other than a natural person, that he or she is an officer of or other person affiliated with the landowner-voter entitled to vote such official ballot, that he or she has been authorized to vote such official ballot on behalf of the landowner-voter, that in voting such official ballot it was his or her intent, as well as the intent of the landowner-voter, to vote all votes to which the landowner-voter is entitled based on its land ownership on the proposition s et forth in the official ballot as marked thereon in the voting square opposite such proposition, and further certifying as to the acreage of the landowner -voter’s land ownership within the territory proposed to be annexed to the Community Facilities District.
(6) The return identification envelope delivered by the City Clerk to each landowner-voter shall have printed or typed thereon the following: (i) the name of the landowner, (ii) the address of the landowner, (iii) a declaration under penalty of perjury stating that the voter is the landowner or the authorized representative of the landowner entitled to vote the enclosed ballot and is the person whose name appears on the identification envelope, (iv) the printed name and signature of the voter, (v) the address of the voter, (vi) the date of signing and place of execution of said declaration, and (vii) a notice that the envelope contains an official ballot and is to be opened only by the City Clerk.
(7) The information-to-voter form to be mailed or delivered by the City Clerk to the landowner-voters shall inform them that the official ballots shall be returned to the City Clerk properly voted as provided thereon and with the certification appended thereto properly completed and signed in the sealed return identification envelope with the certification thereon completed and signed and all other information to be inserted thereon properly inserted by 5:00 o’clock p.m. on the date of the election.
(8) Upon receipt of the return identification envelopes which are returned prior to the voting deadline on the date of the election, the City Clerk shall canvass the votes cast in the election, and shall file a statement with the City Council at its next regular meeting regarding the results of such canvass and the election.

The procedures set forth in this section for conducting the election may be modified as the City Council may determine to be necessary or desirable by a resolution subsequently adopted by the City Council.

[See next page for Signatures]
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ADOPTED this 19th day of May, 2026.
____________________________________
Mario Saucedo, Mayor
ATTEST:
______________________________
Jeanne Donaldson, City Clerk

[See next page]

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CERTIFICATE
I, Jeanne Donaldson, City Clerk of the City of Redlands, do hereby certify that the foregoing resolution was regularly adopted by the City Council of said City at a regular meeting of said City Council duly held on the 19
th of May, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAINED:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Redlands this 19
th day of May, 2026.

____________________________________
Jeanne Donaldson, City Clerk

[See next page]

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EXHIBIT “A”

LEGAL DESCRIPTION
FOR
ANNEXATION NO. 32 TO
COMMUNITY FACILITIES DISTRICT NO. 2004-1

CITY OF REDLANDS, COUNTY OF SAN BERNARDINO

STATE OF CALIFORNIA
The property located in the City of Redlands, County of San Bernardino, State of California identified by San Bernardino County Assessor’s Parcel Nos .: 0169-156-09-0000 through 0169- 156-20-0000 and 0169-156-29-0000 through 0169-156-32-0000.

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.

EXHIBIT “B”

RATE AND METHOD OF APPORTIONMENT OF SPECIAL TAX
COMMUNITY FACILITIES DISTRICT NO. 2004-1

OF THE CITY OF REDLANDS

A Special Tax (the “Special Tax”) shall be levied on and collected from each Parcel of Taxable Property (defined below) in Community Facilities District No. 2004- 1 (the “District”), in each Fiscal Year, (defined below), commencing in the Fiscal Year beginning July 1, 2004, in an amount determined by the City Council of the City of Redlands, acting in its cap acity, as the legislative body of the District (hereinafter as the “Council”), by applying the rate and method of apportionment set forth below. All of the real property in the District, unless exempted by law or by the provisions herein, shall be taxed for the purposes, to the extent, and in the manner provided herein.

A. DEFINITIONS
“Additional Maintenance” means the maintenance of landscaping for Parcels assigned to a Special Tax Rate Category in addition to the Basic Maintenance, including, but not limited to, the maintenance of significant open space, citrus groves , and firebreaks and extensive medians and parkways.
“Additional Maintenance Rate Per Benefit Unit” means the Special Tax Rate per Benefit Unit that will be levied in any Fiscal Year on Parcels of Taxable Property assigned to a Special Tax Rate Category to pay the cost of Additional Maintenance, if any, for such Parcels, including, but not limited to, the City’s administrative costs in levying and collecting the Special Tax and managing and administering the Additional Maintenance in such Fiscal Year.
“Basic Maintenance” means the normal maintenance of basic landscaping within the District, including, but not limited to, parkways, open space areas, medians and street trees and the associated maintenance of bushes, shrubs and ground cover. “Base Rate Per Benefit Unit” means the Special Tax Rate per Benefit Unit that will be levied in any Fiscal Year on all Parcels of Taxable Property in the District to pay the estimated cost of the Basic Maintenance, including, but not limited to, the City’s administrative costs in levy ing and collecting the Special Tax and managing and administering the Basic Maintenance in such Fiscal Year.

“Benefit Unit” means a Single -family residential lot or dwelling unit or the equivalent.

Commercial property is assigned Benefit Units based on acreage with the basis being four (4) Benefit Units per acre, consistent with the average residential density in the City.

Industrial Property is assigned Benefit Units based on acreage with the basis being two (2) Benefit Units per acre. Multi- family property is assigned 60 percent of one Benefit Unit per dwelling unit and Religious Property is assigned two (2) Benefit Units per acre.

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“City” means the City of Redlands.

“Council” has the meaning set forth in the preamble.

“Commercial Property” means any Parcel that is used for the purpose of selling, distributing or furnishing a product or service.

“Development” means any approved development and/or improvement of property resulting in the recordation of a final map or the issuance of a building permit.

“District” has the meaning set forth in the preamble.

“Exempt Property” means property that is exempt from the levy of the Special Tax, including all publicly owned or dedicated property, sliver parcels, common lots, open space and any other property that cannot be developed.

“Fiscal Year” means the period from and including July 1 st of any year to and including
the following June 30th.

“Industrial Property” means any Parcel that is used for the purpose of manufacturing a product.

“Land Use Category” means any of the categories contained in Table 1 to which Parcels of Taxable Property are assigned consistent with the land use approvals that have been received or proposed for the Parcel as of March 1 preceding the beginning of a Fiscal Year.

“Maximum Special Tax Rate(s)” means the Maximum Special Tax Rate(s) per Benefit Unit for Parcels in all Special Tax Rate Categories that can be levied by the Council in any Fiscal Year as determined pursuant to Section C . The Maximum Special Tax Rates per Benefit Unit for Parcels in all Special Tax Rate Categories , including the Base Rate Per Benefit Unit and the Additional Maintenance Rate Per Benefit Unit, as set forth in Table 2, shall be increased by the percentage increase in the Consumer Price Index (All Items) for Los Angeles – Riverside – Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or by two percent (2%), whichever is greater, on July 1, 2005 for Fiscal Year 2005-06 and on each subsequent July 1 for the Fiscal Year then commencing.

“Multi-family Residential Property” means any Parcel of residential property that consists of a building or buildings comprised of attached residential units available for rental, but not purchase, by the general public and under common ownership and/or management.

“Parcel” means a lot or Parcel of land that is identified by an Assessor’s Parcel Number in the Tax Assessment Roll of the County Assessor of the County of San Bernardino.

“Religious Property” means any Parcel used as a place of worship or for other religious activities.

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“Single-family Residential Property” means any Parcel of residential property that is or will be improved with a building comprised of attached or detached residential units available for purchase or rent by the general public.

“Special Tax(es)” means the Special Tax to be levied in each Fiscal Year on each Parcel of Taxable Property.

“Special Tax Rate Category” means any of the categories identified in Table 2 to which Parcels of Taxable Property in a Development are assigned based on the cost of the Basic Maintenance and the cost of the Additional Maintenance, if any, which will be provided to such Parcels.
“Taxable Property” means Parcels that are not Exempt Property.

B. ASSIGNMENT TO LAND USE CATEGORY

Parcels of Taxable Property in a Development shall be assigned to the appropriate Land Use Category contained in Table 1. Such Parcels shall also be assigned to the appropriate Special Tax Rate Category contained in Table 2, based on the estimated cost for providing the Additional Maintenance, if any, to the Development. The Special Tax shall be levied upon and collected from each such Parcel for each Fiscal Year based on the Benefit Units which are assigned to the Parcel as a result of its assignment to the appropriate Land Use Category and Special Tax Rate Category, as provided in Sections C and D.

TABLE 1
Land Use Category

Land Use Category

Description

Benefit Unit(s)

1 Single-family
Residential

One (1) / Residence
2 Commercial

Five (5) / Acre
3 Industrial

Two (2) / Acre
4 Multi-family
Residential

Six tenths (0.6) / Residential Unit
5 Religious Property Two (2) / Acre

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C. MAXIMUM SPECIAL TAX RATES
The Maximum Special Tax Rate per Benefit Unit for each Parcel for each Fiscal Year shall be the total of the Base Rate Per Benefit Unit plus the Additional Maintenance Rate Per Benefit Unit for the Special Tax Rate Category to which the Parcel is assigned. For Fiscal Year 2004-05 the Base Rate Per Benefit Unit and the Additional Maintenance Rate Per Benefit Unit for each Special Tax Category shall be the amounts set forth in Table 2 for such Special Tax Rate Category. The Base Rates Per Benefit Unit and the Additional Maintenance Rates Per Benefit Unit for all Parcels in all Special Tax Rate Categories shall be increased by the percentage increase in the Consumer Price Index (All Items) for Los Angeles – Riverside – Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or by two percent (2%), whichever is greater, on July 1, 2005 for Fiscal Year 2005-06 and on each subsequent July 1 for the Fiscal Year then commencing.

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TABLE 2
Maximum Special Tax Rates

Maximum Rates Per Benefit Unit
Special Tax Additional
Rate Category Base Rate Maintenance Rate
A $250 $0
B $250 $100
C $250 $200
D $250 $300
E $250 $400
F $250 $500
G $250 $600
H $250 $700
I $250 $800
J $250 $900
K $250 $1,000
L $250 $1,100
M $250 $1,200
N $250 $1,300
O $250 $1,400
P $250 $1,500
Q $250 $1,600
R $250 $1,700
S $250 $1,800
T $250 $1,900
U $250 $2,000
V $250 $2,100
W $250 $2,200
X $250 $2,300
Y $250 $2,400
Z $250 $2,500

The Parcels which are to be included in the District at the time of its formation and which are identified in Table 3 shall be assigned to the Land Use Category and the Special Tax Rate Category specified in Table 3.

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TABLE 3
Assignment to Land Use Category
and Special Tax Rate Category

Land Use Special Tax Rate
Tract No. Category Category
16408 One (1) K

D. METHOD OF APPORTIONMENT AND LEVY OF ANNUAL SPECIAL TAX For each Fiscal Year, commencing with Fiscal Year 2004- 05, the Council shall (a) determine the cost of providing the Basic Maintenance in the District and the amount of the Base Rate Per Benefit Unit to be levied on Parcels of Taxable Property in the District to pay the cost of the Basic Maintenance; (b) determine the cost of providing the Additional Maintenance, if any, for each Special Tax Rate Category, as then applicable, and the amount of the Additional Maintenance Rate Per Benefit Unit, if any, to be levied on Parcels of Taxable Property in each Special Tax Rate Category to pay the cost the Additional Maintenance therefor; and (c) levy the Special Tax on all Parcels of Taxable Property in each Special Tax Rate Category, as then applicable. The amount of the Special Tax to be levied on any Parcel of Taxable Property in any Fiscal Year shall be determined by multiplying the Benefit Units for the Parcel, depending on the Land Use Category to which it is assigned, by the Base Rate Per Benefit Unit and the Additional Maintenance Rate Per Benefit Unit, if any, determined pursuant to clauses (a) and (b) above, for the Special Tax Rate Category to which the Parcel is assigned.

No Special Tax shall be levied on property which, at the time of adoption of the Resolution of Formation for the District, is Exempt Property.

E. FUTURE ANNEXATIONS
It is anticipated that additional properties will be annexed to the District from time to time.

As each annexation is proposed, an analysis will be prepared to determine the types and area of landscaping to be maintained, i.e., Basic Maintenance and/or Additional Maintenance, if any, and the estimated annual cost of providing the Additional Maintenance, if any, to the property. Based on this analysis, the property to be annexed will be assigned to the appropriate Special Tax Rate Category contained in Table 2.

17942.00056\44897391.1

PETITION TO THE CITY COUNCIL OF THE CITY OF REDLANDS

REQUESTING INITIATION OF PROCEEDINGS FOR THE ANNEXATION OF TERRITORY TO COMMUNITY FACILITIES DISTRICT NO. 2004-1 OF THE

CITY OF REDLANDS, AND CONSENTING TO THE LEVY OF SPECIAL

TAXES TO PAY THE ANNUAL COSTS OF CERTAIN SERVICES
(ANNEXATION NO. 32)

1. Balboa Park Properties LLC a Nevada limited liability company (the “Owner”), requests that the City Council (the “City Council”) of the City of Redlands (the “City”) initiate proceedings pursuant to Article 3.5 (commencing with Section 53339) of Chapter 2.5 of Part 1 of Division 2 of Title 5 of the California Government Code, commonly known as the “Mello- Roos Community Facilities Act of 1982,” (the “Act”) for the annexation of the property described in Exhibit “A” attached hereto (the “Property”) to “Community Facilities District No. 2004-1 of the City of Redlands, County of San Bernardino, State of California” (the “CFD”) for the purpose of providing for the funding, through the levy of special taxes, of the annual costs of services, including but not limited to, the maintenance of landscaping and street trees within and the street right-of-way adjacent to Tract Map Nos. 2083 and 3632, and any other public services authorized by the Act, in the area of the Property and the CFD.

2. Owner represents to the City Council that they are the owner of all of the Property.

DATED: _____________________, 2026
Balboa Park Properties LLC, a Nevada limited liability
company
By its Manager:

Judson & Brown LLC, a Nevada limited liability
company
______________________________________
By: Donald J. Berry Jr.

Its: Manager
17942.00056\44897391.1
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EXHIBIT “A”

DESCRIPTION OF THE PROPERTY
The property located in the City of Redlands, County of San Bernardino, State of California identified by San Bernardino County Assessor’s Parcel Nos.:0169-156-09-0000 through 0169- 156-20-0000 and 0169-156-29-0000 through 0169-156-32-0000.

City Council AGENDA ITEM NO.  I3.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8782 establishing the rate for the voter-approved special tax for emergency paramedic services for Fiscal Year 2026-2027 (Fire Chief Sessler) MOTION:

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

I move to adopt Resolution No. 8782.

RECOMMENDATION:

Staff recommends that the City Council adopt Resolution No. 8782 establishing the rate for the voter-approved special tax for emergency paramedic services for Fiscal Year 2026-2027.

DISCUSSION:

Ordinance No. 1900, approved by the voters in 1985, authorizes the City Council of the City of Redlands to establish a rate for the special tax assessment necessary to fund anticipated paramedic expenses, provided the special tax rate does not exceed the maximum allowance limits as set forth in Ordinance No. 1900. The Ordinance permits the continuation of the tax on each improved parcel of property, each residential unit in a multiple dwelling, or each of the mobile home sites in the City of Redlands. The San Bernardino County Auditor- Controller/Treasure/Tax Collector requires that this resolution be approved prior to August 10, 2026, in order to apply this special assessment to the tax rolls for Fiscal Year 2026-2027 ALTERNATIVES:

City Council may choose not to adopt Resolution No. 8782 establishing the rate for the voter-approved special tax for emergency paramedic services.

STRATEGIC PLAN:

Priority B - Public Health & Safety

SUBMITTED BY:

Rich Sessler, Fire Chief

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
James Garland, Interim Managment Services/Finance Director PREPARED BY:

Bruni Reyes, Management Analyst

FISCAL IMPACT
Fiscal Year: FY 2026-27
Revenue Generating: Yes
Amount: $
Budgeted Y/N:

Account No.:

Additional Appropriation Required: No
Discussion:

The special assessment for Paramedic Service is expected to generate approximately $1,005,300 to fund 205250 (Emergency Medical Services).

Attachments
Resolution_No_8782.pdf
1 I:\cmo\Resolutions\Resolution 8782.Paramedic Tax.bm.05.01.2026.docx RESOLUTION NO. 8782

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

REDLANDS SETTING THE SPECIAL TAX FOR EMERGENCY

PARAMEDIC SERVICE

WHEREAS, Ordinance No. 1900 permits the levy of a special tax by the City Council of the City of Redlands (“this City Council”) on each improved parcel of property, each residential unit in a multiple dwelling, and each mobile home site in the City of Redlands; and WHEREAS, Ordinance No. 1900 further empowers this City Council to establish, by Resolution, the rate of special tax to fund anticipated expenses in an effort to provide an adequate level of paramedic service, but in no event shall the special tax exceed the maximum allowable limits as set forth in Ordinance No. 1900.

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

Section 1. That the rate of the special tax for emergency paramedic service shall be as follows for the Fiscal Year 2026-2027 only:

Multi-family and Mobile Home Units $ 29.70
Single Family (Including condominiums)
Commercial and Industrial:
$ 39.70
0 to 4,999 Square feet $ 39.70
5,000 to 9,999 Square feet $ 79.45
10,000 to 19,999 Square feet $ 119.20
20,000 to 39,999 Square feet $ 158.95
Greater than 39,999 Square feet = $158.95 plus $39.70 for each 20,000 Square foot Increment of floor area, or portion thereof, in excess of 39,999 Square feet.

ADOPTED, SIGNED AND APPROVED THIS 19th day of May, 2026.

____________________________
Mario Saucedo, Mayor

ATTEST:

______________________________
Jeanne Donaldson, City Clerk

2 I:\cmo\Resolutions\Resolution 8782.Paramedic Tax.bm.05.01.2026.docx

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 19th day of May, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

___________________________________________
Jeanne Donaldson, City Clerk

City Council AGENDA ITEM NO.  I4.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a Sole Source purchase with Azteca Systems for Cityworks License Renewal for a period of three years at a total cost of $171,500.52 (Management Services/Finance Director Garcia)
MOTION:

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

I move that the City Council approve the software license purchase from Azteca Systems, LLC for a period of three years at a cost not-to-exceed $171,500.52.

RECOMMENDATION:

Staff recommends that the City Council approve the software license purchase from Azteca Systems, LLC, for a period of three years at a cost not-to-exceed $171,500.52 DISCUSSION:

In 2008, Cityworks was adopted as the work order system for the Facilities and Community Services Department to monitor and maintain streets, sidewalks, streetlights, trees, parks, and other infrastructure citywide. In 2011 permitting functions were implemented in Cityworks for MUED, Building and Safety, Fire, and Planning.

Cityworks is now an essential operational platform used across multiple departments to manage asset maintenance, service requests, permit tracking, fee calculations, inspections, and development-related workflows.

The system is also integrated with Redlands 311, allowing residents to submit service requests online, and in 2022 the City implemented the Cityworks Public Portal to allow customers to apply online for certain building permits.

The proposed license renewal will allow the City to continue uninterrupted use of a mission-critical system that supports day-to-day municipal operations and customer service. Cityworks has been extensively configured over many years to reflect the City’s business processes, departmental workflows, and permitting requirements. As a result, the City has made a substantial investment in the platform, both financially and operationally.

Continued licensing is particularly important because Cityworks remains central to the City’s broader service delivery and technology improvements. As Council has previously approved, the City is using Cityworks Permits, Licensing, and Land Management to support development review, permit processing, and future improvements to payment and financial system integration. Maintaining the software license is necessary to preserve the City’s existing operations, support ongoing system enhancements already authorized by Council (to enable online payments), and avoid disruption to public-facing services.

ALTERNATIVES:

The alternative is to not approve the software license purchase. This would result in the loss of the City’s work order and permitting system resulting in a major disruption of city services until a new system could be implemented.

STRATEGIC PLAN:

N/A

SUBMITTED BY:

Danielle Garcia, Interim Assistant City Manager

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

Janice McConnell, Assistant City Manager
Dana Abramovitz-Daniel, Procurement Manager
James Garland, Interim Management Services/Finance Director PREPARED BY:

Eric Owens, Information Technology Manager

FISCAL IMPACT
Fiscal Year: FY2026
Revenue Generating: No
Amount: $54,401.43
Budgeted Y/N: Y
Account No.: 604900
Additional Appropriation Required: No

Fiscal Year: FY2027
Revenue Generating: No
Amount: $57,121.51
Budgeted Y/N: Y
Account No.: 604900
Additional Appropriation Required: No

Fiscal Year: FY2028
Revenue Generating: No
Amount: $59,977.58
Budgeted Y/N: Y
Account No.: 604900
Additional Appropriation Required: No

Discussion: Funding for this purchase is included in the IT Division's current budget for FY 2026 and is included in the Division's request for FY 2027 & FY 2028.

Attachments
Cityworks_Sole_Source_Form.pdf
Cityworks_Renewal_Quote.pdf
Sole Source/ Single Source/ Standardization Form
For procurement of supplies, equipment and services valued at $5,000 and over NOTE:Every question must be answered with appropriate documentation attached; incomplete forms will be immediately rejected by Purchasing.

Date:

T :Purchasing Division
F :

Estimated Total Cost: $____
Proposed Vendor: ____________
Request Term: ______
This form must accompany the purchase document whenever an exception to the competitive process is requested. Requests for goods and/or services from a specific vendor or limited to a specific brand, where substitutes to the recommended vendor or brand are unacceptable, must be accompanied by a written justification explaining the circumstances that make alternatives unacceptable.

The City Manager will determine whether the justification is appropriate. Requests for exception must be supported by factual statements that will pass an audit.

EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
2 INSTRUCTIONS

1. Please check all applicable categories (a. through i.) below and provide additional information where indicated.
a. The requested product is an integral repair part or accessory compatible with existing equipment.

Existing Equipment:

Manufacturer/Model Number:

Age:

Current Estimated Value:
b. The requested product has unique design/performance specifications or quality requirements that are not available in comparable products. c. I have standardized the requested product and the use of another brand/model would require considerable time and funding to evaluate.
d. The requested product is one in which I (and/or my staff) have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or funding.
e. The requested product is used or demonstration equipment available at a lower-than- new cost.
f. Repair/Maintenance service is available only from manufacturer or designated service representative.
g. Upgrade to or enhancement of existing software is available only from manufacturer. h. Service proposed by vendor is unique; therefore, competitive bids are not available or applicable.
i. Other factors (provide detailed explanation in #2 below).

2. Provide a detailed explanation and pertinent documentation for each categorychecked in item 1 above. Attach additional sheets if necessary:

EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
3 3. Was an evaluation of other equipment, products, or services performed? Yes No
If yes, please explain the type of evaluation performed and provide all supporting documentation:

4. List below the name of each individual who was involved in the evaluation, if conducted, and in making the recommendation to procure this product or service. Attach additional information, if necessary.

Explain what action(s) the department would take if the sole/single source services were no longer available
I certify that the above information is accurate to the best of my knowledge, and a signed copy of this document will be kept on file and available for audit in my department _________________________________________________________ Prepared by Date
_________________________________________________________ Department Director Date
Purchasing Approvals
______________________________________________________
Purchasing Agent Approval Date
_______________________________________________________ City Manager Approval Date

10368 Westmoor Drive
Westminster, CO 80027

March 26, 2025

ATTN: Danielle Garcia
Management Services/Finance Director
City of Redlands
35 Cajon Street
Redlands, CA 92373

Re: Sole Source Letter
Dear Danielle:

Thank you for your interest in Cityworks (

This letter confirms that the Offering is a product, designed, created, and owned exclusively by Azteca Within the United States of America, Trimble is the sole source provider of the Offering and related maintenance and support services.

Please feel free to contact the undersigned at [email protected] if you have any questions.

Sincerely,

Carlos Abaunza
Senior Director
Azteca Systems, LLC, a Trimble company

Quote Number Q-46540-2
Created Date 4/27/2026
Expiration Date 7/21/2026

Contact Information

Contact Name: Prepared By
Name:

Joe Pilimai
Customer: Redlands (CA), City of Prepared By
Phone:
(801) 523-2751
Contact Address: 35 Cajon Street
Redlands, CA
92373

Quote Lines
Product Name Quantity/
Population
Net Unit Price
AMS ELA Standard 1.00 USD 27,200.72
PLL ELA Standard 1.00 USD 27,200.71
TOTAL: USD 54,401.43

Notes

Year 1 Dollar Value USD 54,401.43 Year 1 Date Range 05/05/2026 - 05/04/2027* Year 2 Dollar Value USD 57,121.51 Year 2 Date Range 05/05/2027 - 05/04/2028** Year 3 Dollar Value USD 59,977.58 Year 3 Date Range 05/05/2028 - 05/04/2029** Notes:

Server AMS Standard Enterprise License Agreement (ELA), Includes Unlimited Quantities of the Identified Products:

Respond
Mobile Native Apps (for iOS/Android)

--Includes the following Add-ons:

Storeroom
Equipment Checkout
Contracts
Cityworks for Excel
Cityworks Analytics for AMS
eURL (Enterprise URL)
Workload
Web Hooks
Citizen Engagement API
Use of Cityworks AMS Application Programming Interfaces (APIs) with commercially available Cityworks-centric applications that are licensed and maintained by authorized Cityworks partners

--

Server PLL Standard Enterprise License Agreement (ELA), Includes Unlimited Quantities of the Identified Products:

Respond
Mobile Native Apps (for iOS/Android)

--Includes the following Add-ons:
eURL (Enterprise URL)
Public Access for PLL
Cityworks Analytics for PLL
Workload
Web Hooks

Annual fee herein is based on 50,001 - 100,000 population range

*Yearly Increases are 5%

**This Quote is a 12 month term. Year 2 and Year 3 are mutual option quotes. Customer must provide notification of renewal, and Trimble will provide approval or rejection of renewal.

Year 2: 05/05/2027 - 05/04/2028
Year 3: 05/05/2028 - 05/04/2029

DISCLAIMER. PLEASE BE ADVISED THAT THE PRODUCTS ASSOCIATED WITH THIS QUOTE MAY NO LONGER BE SUBJECT TO ENHANCEMENTS OR MAINTENANCE. WE URGE YOU TO CONSULT THE COMMUNICATION

SENT OUT CONCERNING UPDATES TO CITYWORKS SOFTWARE SUPPORT & YOUR PATH FORWARD AND SUNSETTING. THE PRICE INDICATED HEREIN SHALL CONSTITUTE THE RENEWAL RATE OFFERED UNDER YOUR CURRENT AGREEMENT AS AMENDED BY THIS COMMUNICATION. A COPY OF THE COMMUNICATION CAN BE PROVIDED TO YOU UPON REQUEST. YOU ARE URGED TO REVIEW THIS QUOTE THOROUGHLY AND ASSESS ANY NECESSARY ADJUSTMENTS TO YOUR SUBSCRIPTION. SHOULD THERE BE ANY INQUIRIES OR A NEED FOR FURTHER ASSISTANCE, PLEASE CONTACT US PROMPTLY. WE APPRECIATE YOUR UNDERSTANDING AND CONTINUED PARTNERSHIP.

Terms and Conditions

Payment Terms
Payment due within 30 days

IF YOUR ORGANIZATION REQUIRES A PURCHASE ORDER, PLEASE CONTACT YOUR FINANCE DEPARTMENT TO BEGIN THE APPROVAL PROCESS TO AVOID PAYMENT DELAYS.

All quotations are valid for ninety-days (90) from the date above, unless otherwise stated in this quotation form. All prices quoted are in USD, unless specifically provided otherwise, above. These prices and terms are valid only for items purchased for use and delivery for the Customers listed above.

Unless otherwise referenced, this quotation is for the Cityworks software products referenced above only. Pricing for implementation services (installation, configuration, training, etc.), or other software applications is provided separately and upon request.

The procurement, installation and administration of the Esri software or any other third-party software utilized in conjunction with Cityworks will be the responsibility of the Customer.

For “on-prem” installations, the procurement, installation and administration of the RDBMS utilized in conjunction with Cityworks will be the responsibility of the Customer. Currently, Cityworks supports Oracle and SQL Server. The procurement, installation and administration of the infrastructure
(hardware and networking) utilized in conjunction with Cityworks will be the responsibility of the Customer.

This quotation and the pricing information herein is confidential and proprietary and may not be copied or released other than for the express purpose of the current system Software and Product selection and purchase. This information may not be given to outside parties or used for any other purpose without written consent from Azteca Systems, LLC or unless otherwise specifically permitted by law. If a “public access” or similar request is made, Customer, shall notify Azteca Systems, prior to any disclosure.

Software Licensing
All Azteca Systems software offered in this quotation are commercial off-the-shelf (COTS) software developed at private expense, and is subject to the terms and conditions of the signed “Cityworks Software License and Maintenance Agreement” ("Agreement") and any and all addendums or amendments thereto. A fully executed copy of the Agreement and any addendum(s) is required before delivery and installation and usage of the software is subject to the terms of the current license agreement.

City Council AGENDA ITEM NO.  I5.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8783 to implement STOP control at Ford Street and Garden Hill Drive intersection and determine that approval of the resolution is exempt from environmental review pursuant to Section 15301(c) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Heredia) MOTION:

If City Council determines the Traffic and Parking Commission and staff recommendations are appropriate, the following motions are provided:

1. I move that the City Council determine the adoption of Resolution No. 8783 is exempt from environmental review pursuant to Section 15301(c) of the State's guidelines implementing the California Environmental Quality Act, and

2. I move to adopt Resolution No.8783.

RECOMMENDATION:

STAFF RECOMMENDATION
Staff recommends that City Council adopt Resolution No. 8783 to implement a STOP control at the intersection of Ford Street and Garden Hill Drive and determine that approval of Resolution No. 8783 is exempt from environmental review pursuant to Section 15301(c) of the State's guidelines implementing the California Environmental Quality Act.

TRAFFIC AND PARKING COMMISSION RECOMMENDATION
On February 26, 2026, the Traffic and Parking Commission voted 5:0 to recommend that the City Council approval to implement a STOP control at the intersection of Ford Street and Garden Hill Drive.

DISCUSSION:

In 2025, staff received a resident-initiated request to permanently close Garden Hill Drive at its connection with Ford Street due to concerns related to vehicle speeds, safety, and the protection of historic infrastructure within the Garden Hill Historic & Scenic District. In response, staff conducted a traffic study which found generally low travel speeds and a total of seven reported collisions over the past ten years. The study also determined that large vehicle traffic along Garden Hill Drive was infrequent. Staff concluded that a permanent closure could negatively impact emergency response access and would likely reroute traffic to nearby residential streets.

As an alternative to roadway closure, staff implemented several measures intended to address resident concerns.

These actions included initiating a request to Caltrans to reclassify Garden Hill Drive as a local street to reduce truck routing, which is currently underway. Staff also installed supplemental signage directing truck drivers to turn on South Avenue rather than continue southbound on Ford Street, and upgraded the size and visibility of existing warning signs.

In addition to engineering and signage improvements, increased traffic enforcement has occurred in the Garden Hill Drive area over the past year to address operational and safety concerns. More recently, a resident requested that traffic conditions along Garden Hill Drive be revisited and asked staff to evaluate the feasibility of installing a stop control at the intersection of Ford Street and Garden Hill Drive.

Staff conducted a one-week traffic study between September 29, 2025, and October 6, 2025, to evaluate existing traffic conditions on Garden Hill Drive near Ford Street. The results indicate that traffic volumes on Ford Street are consistent with those of a residential street, with generally low vehicle speeds and most drivers traveling between 16 and 25 miles per hour. The 85th percentile speed was below 25 miles per hour, indicating that excessive speeding is not prevalent. Large truck traffic was observed infrequently, accounting for approximately 0.1 percent of total traffic, compared to approximately 0.4 percent recorded during the May 2025 evaluation prior to the implementation of additional signage and routing measures, demonstrating the effectiveness of these improvements.

The analysis determined that the location does not meet the collision warrant, with only two reported collisions in the past five years, nor the volume warrant, with approximately 101 vehicles per hour on the major street and 6 vehicles per hour on the minor street. However, the intersection does meet the condition related to limited sight distance due to a tight S-shaped horizontal curve and lateral offset on Garden Hill Drive south of the intersection, which restricts forward visibility. Based on the warrant analysis, only one criterion for multi-way stop control is met at the intersection of Ford Street and Garden Hill Drive. Accordingly, the Traffic & Parking Commission considered the findings and, on February 26, 2026, voted 5:0 to recommend that the City Council approve the installation of a stop control at this location.

ALTERNATIVES:

City Council may deny the Traffic and Parking Commission and staff recommendations and provide alternate direction.

STRATEGIC PLAN:

N/A

SUBMITTED BY:

Monica Heredia, Municipal Utilities and Engineering Director

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

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

Goutam Dobey, City Engineer

FISCAL IMPACT
Fiscal Year: FY 2025/26
Revenue Generating: No
Budgeted Y/N: Yes
Discussion:

There is no fiscal impact associated with this action. The project includes routine maintenance tasks that are included in the approved FY 25/26 Facilities & Community Services operating budget.

Attachments
A_Resolution_No_8783.pdf
B_Location_Map.pdf
1 I:\cmo\Resolutions\Resolution.8783.Stop sign.bm.05.01.2026.docx RESOLUTION NO. 8783
A R

ESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

ESTABLISHING A STOP CONTROL ON FORD STREET AND GARDEN
HILL DRIVE INTERSECTION PURSUANT TO TITLE 10 OF THE

REDLANDS MUNICIPAL CODE
W
HEREAS, pursuant to studies made under the authority of Title 10 of the Redlands Municipal Code, and the presentation of information contained in such studies, the City Council of the City of Redlands has determined that certain traffic regulations are necessary to protect the public health, safety, and welfare and should be established pursuant to Title 10 of the Redlands Municipal Code.

N

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

S
ection 1. This City Council determines that approval of this Resolution is exempt from review under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301(c), which provides that CEQA applies only to projects that have the potential for causing a significant effect on the environment. This City Council finds with certainty that the approval of this Resolution will not have a significant effect on the environment.

S
ection 2. Pursuant to Section 10.36.010 of the Redlands Municipal Code, the City Council hereby establishes a STOP control at the intersection of Ford Street and Garden Hill Drive.

S
ection 3. City staff is hereby directed to take all actions to undertake installation of pavement striping, and signage to implement this Resolution.

ADOP
TED, SIGNED AND APPROVED this 19th day of May, 2026.
________________________
M
ario Saucedo, Mayor
A
TTEST:
____________________________

Jeanne Donaldson, City Clerk
2 I:\cmo\Resolutions\Resolution.8783.Stop sign.bm.05.01.2026.docx 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 19th day of May, 2026, by the following vote:

AYE
S:

NOES:

ABSENT:

ABSTAIN:
______________________________

Jeanne Donaldson, City Clerk
STOP
STOP
STOP

FORD ST
M
A
R
C
IA
S
T
J
O
R
D
A
N
D
R

GARDEN HILL DR
110
305
127
310
111
306
1665
302
123
107
116
126
0 60 120 180 24030
US Feet
³

GARDEN HILL DRIVE

REQUESTED ALL WAY STOP INTERSECTION

SIGHT DISTANCE TRIANGLES
Existing STOP sign, bar and legend
were relocated to improve visibility.
.Requested STOP control
City Council AGENDA ITEM NO.  J1.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Receive and file the 2025 Annual Report of the Municipal Utilities and Public Works Commission (Municipal Utilities and Engineering Director Heredia)
MOTION:

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

I move that the City Council receive and file the 2025 Annual Report of the Municipal Utilities and Public Works Commission.

RECOMMENDATION:

Staff recommends that the City Council receive and file the 2025 Annual Report of the Municipal Utilities and Public Works Commission.

DISCUSSION:

Chapter 2.38 of the Redlands Municipal Code establishes Municipal Utilities and Public Works Commission (MUPWC) appointment protocols, objectives, goals, and reporting requirements. Each year, MUPWC presents a report to the City Council summarizing the previous year's accomplishments and goals for the next year. Attached to this staff report is the 2025 Annual Report as prepared by Steve Stockon, MUPWC Chair.

SUBMITTED BY:

Monica Heredia, Municipal Utilities and Engineering Director REVIEWED BY:

Charles M. Duggan, Jr., City Manager
Janice McConnell, Assistant City Manager
Attachments

City Council AGENDA ITEM NO.  I7.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Approve an Event Services Agreement with the University of Redlands to conduct the Redlands Emergency Services Academy at the University's facility, and determine 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 (Police Chief Tolber) MOTION:

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

1. I move to determine 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, and

2. I move to approve the Event Services Agreement with the University of Redlands.

RECOMMENDATION:

Staff recommends that the City Council approve the Event Services Agreement with the University of Redlands for services relating to the Redlands Emergency Services Academy beginning Wednesday, July 8, 2026, through Wednesday, July 15, 2026, and determine 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.

DISCUSSION:

The Redlands Emergency Services Academy (RESA) is the result of a longstanding partnership between the Redlands Police Department, Redlands Fire Department, Crafton Hills College, and the University of Redlands.

The program is designed to provide graduating high school students with a rigorous, hands-on introduction to careers in public safety.

This week-long academy offers local students the opportunity to learn directly from Redlands police officers and firefighters, while gaining practical insight into the demands and rewards of emergency service professions. Many RESA participants have gone on to pursue careers in law enforcement and fire service, reflecting the program’s long-term impact on workforce development.

For more than twenty-five years, the University of Redlands has supported RESA by providing the use of its campus facilities, including housing, meeting space, and meals. The current agreement includes costs associated with program activities conducted on campus, a significant portion of which is underwritten by the University. The remaining costs are funded through donations from community members and local organizations, including the Redlands Police Community Foundation.

RESA has actively pursued grant funding and donations to offset program expenses. To date, funding requests include a $30,000 grant from Yuhaaviatam of San Manuel Nation (secured), a $20,000 grant from Stater Bros. (secured), a $12,000 grant from Tom Bell, a $500 donation from the Redlands Police Officers’ Association, and a $500 donation from the Redlands Professional Firefighters’ Association.

The total cost associated with the University of Redlands, including lodging, facility rentals, and meals, is $54,339.08. The University has agreed to underwrite $45,500.00 of these costs, primarily for lodging and facility use. This leaves a remaining balance of $8,839.08 to cover meals, fees, and service charges. These remaining costs will be fully offset by grant funding and donations, resulting in no fiscal impact to the General Fund.

ALTERNATIVES:

The City Council may decline to approve the agreement with the University of Redlands and provide alternative direction.

STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Rachel Tolber, Police Chief

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Christopher Boatman, Assistant City Manager
James Garland, Interim Management Services/Finance Director PREPARED BY:

Chay Miller, Executive Police Assistant

FISCAL IMPACT
Fiscal Year: FY2026-27
Revenue Generating: No
Amount: $0
Budgeted Y/N: N
Account No.: N/A
Additional Appropriation Required: No
Discussion:

Attachments
RESA_Agreement_2026.pdf
RESA_Agreement_2025.pdf
Organization: RESA-Redlands Emergency Services Academy University of Redlands Conferences and Events Client Contact: Povero, Dominick 1200 East Colton Avenue Address: 1270 W. Park Avenue
Redlands CA 92373
PO Box 3080
Redlands, CA 92373
Phone: (909) 557-6928
Email: [email protected] www.redlands.edu/event-services [email protected]
(909) 748-8116
Conferences and Events AGREEMENT
This is an agreement by and between the University of Redlands, a California nonprofit educational corporation with multiple campuses in California (the "University") and City of Redlands, a municipal corporation and general law city, herein (the "User"). Essentially, the User is agreeing to rent space from, and utilize the services of, the University on the terms and conditions specified in this agreement (the "Agreement") Agreement Issue Date: February 27, 2026
Agreement Expiration Date: March 19, 2026
To give the User time to review, consider, and finalize this Agreement, the University will reserve the event dates and event spaces that are the subject of this Agreement until the Agreement Expiration Date as a courtesy to the User. If the User has not returned the completed/executed Agreement, together with any required deposits and documents, the User understands that the University may release, and not hold, the dates and space.

Subject of this Agreement: RESA26 - Housing
RESA26 - Housing - 2026-ABRDQV

RESERVATIONS
Wednesday, Jul 08 2026
12:00 AM - 11:30 PM Expected Attendance: 40
Grossmont Hall (120)
7:00 AM - 8:30 AM Expected Attendance: 40
No location assigned
4:30 PM - 6:00 PM Expected Attendance: 40
Dinner at The Table
Report Printed on Feb 27 2026 at 11:08 A.M. Page 1

RESA Agreement.bm.05.06.2026.FY2526-172
RESA26 - Housing - 2026-ABRDQV
Wednesday, Jul 08 2026
8:00 PM - 8:30 PM Expected Attendance: 40
Memorial Chapel Steps
Thursday, Jul 09 2026
12:00 AM - 11:30 PM Expected Attendance: 40
Grossmont Hall (120)
7:00 AM - 8:30 AM Expected Attendance: 40
Breakfast at The Table
4:30 PM - 6:00 PM Expected Attendance: 40
Dinner at The Table
Friday, Jul 10 2026
12:00 AM - 11:30 PM Expected Attendance: 40
Grossmont Hall (120)
7:00 AM - 8:30 AM Expected Attendance: 40
Breakfast at The Table
4:30 PM - 6:00 PM Expected Attendance: 40
Dinner at The Table
Saturday, Jul 11 2026
12:00 AM - 11:30 PM Expected Attendance: 40
Grossmont Hall (120)
7:00 AM - 8:30 AM Expected Attendance: 40
Breakfast at The Table
4:30 PM - 6:00 PM Expected Attendance: 40
Dinner at The Table
Sunday, Jul 12 2026
12:00 AM - 11:30 PM Expected Attendance: 40
Grossmont Hall (120)
7:00 AM - 8:30 AM Expected Attendance: 40
Breakfast at The Table
4:30 PM - 6:00 PM Expected Attendance: 40
Dinner at The Table
Monday, Jul 13 2026
12:00 AM - 11:30 PM Expected Attendance: 40
Grossmont Hall (120)
7:00 AM - 8:30 AM Expected Attendance: 40
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Monday, Jul 13 2026
7:00 AM - 8:30 AM Expected Attendance: 40
Breakfast at The Table
4:30 PM - 6:00 PM Expected Attendance: 40
Dinner at The Table
Tuesday, Jul 14 2026
12:00 AM - 11:30 PM Expected Attendance: 40
Grossmont Hall (120)
7:00 AM - 8:30 AM Expected Attendance: 40
Breakfast at The Table
4:30 PM - 6:00 PM Expected Attendance: 40
Dinner at The Table
8:00 PM - 11:00 PM Expected Attendance: 40
Orton Center
Wednesday, Jul 15 2026
12:00 AM - 11:30 PM Expected Attendance: 40
Grossmont Hall (120)
7:00 AM - 8:30 AM Expected Attendance: 40
Breakfast at The Table
5:00 PM - 9:00 PM Reserved: 3:00 PM - 9:00 PM Expected Attendance: 175 Orton Center

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FINANCIALS
List Price Adjustment Sub Total for Jul 08 2026 - Jul 15 2026 Standard Breakfast($12.15,plus tax)7-26 $3,192.00 $3,471.30 $3,471.30
List Price Adjustment Sub Total for Jul 08 2026 - Jul 14 2026 Standard Dinner ($14.85, plus tax)7/1/26 $3,906.00 $4,247.78 $4,247.78
List Price Adjustment Sub Total for Jul 15 2026 - Jul 16 2026 Orton Center $4,500.00 (100%) Concession $0.00
AV – Conference AV Base Package $100.00 (100%) Concession $0.00 $0.00
List Price Adjustment Sub Total for Jul 08 2026 - Jul 15 2026 Grossmont Hall (120) $37,800.00 (100%) Concession $0.00 Conference - Service Fee $1,120.00 $160 per day for 7 days $1,120.00 $1,120.00
List Price Adjustment Sub Total for Jul 14 2026 - Jul 15 2026 Orton Center $3,000.00 (100%) Concession $0.00
AV – Conference AV Base Package $100.00 (100%) Concession $0.00 $0.00
TOTAL PROJECTED AMOUNT: $8,839.08
Non-Refundable Reservation Deposit (25%): $2,209.77
Minimum Revenue Requirement (80%): $7,071.26
Additional services and/or equipment may result in fees not outlined in the financials above, such as audio visual or rentals.

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I. RESERVATION
The University will reserve the venue(s), housing, food service plans, equipment, and services as outlined in this Agreement.

User’s reservation must include the time needed for pre-event preparations and post-event cleanup, including any time needed by User’s external vendors. Should additional venues, housing, food service plans, equipment, or services be requested, the User must submit to the University a written request for the adjustment. Requests for additional reservations are not guaranteed but will be accommodated when possible. If the University is able to accommodate the additional reservations an addendum to this Agreement will be issued.

A reservation becomes effective after (a) the Agreement is signed by both the University and the User and (b) the University has received a non-refundable reservation deposit in the amount of 25% of the total minimum initial projected amount specified in the Agreement.

II. VENUE(S)
The University has venues that may be available for rental throughout the year. Fees for venue rentals include only (a) use of the reserved venue during the reserved days/times and (b) existing tables and chairs available from the University’s inventory and located in the venue. Other equipment and services may be arranged with additional costs, including audio visual equipment and/ or services.

If the User wants the venue(s) set up in a particular way, the User must submit to Conferences and Events a written request specifying the room set-up specifications and/or diagrams no less than twenty-one (21) days prior to the first day of guest arrival.

Any set-up specifications submitted less than twenty-one (21) days prior to the first day of guest arrival cannot be guaranteed.

Although it is rare, and the University seeks to avoid any changes, the University reserves the right to change specific venue assignments as necessary for University business. If a change becomes necessary, the University will move the event/function to a comparable and adequate venue on the University campus and will communicate any such changes to the User in a timely manner.

Although collaboration between the University and the User is expected, the University reserves the right to make the final decision concerning the suitability of holding a function outdoors or relocating to an indoor space due to inclement weather (including excessive heat and/or poor air quality), construction, or other unforeseen circumstances. In the event a function is moved, the University agrees to provide directions and assistance on the alternate location.

The University of Redlands strives to be inclusive of all individuals with disabilities and/or limited mobility of varying degrees on our campus. Despite our efforts to be inclusive, some buildings were built prior to the advent of modern building codes and accessibility standards. To provide access or reasonable accommodation for all individuals, it is imperative that the User submit to Conferences and Events a written request specifying the accommodation specifications for attendees with special needs (including housing) no less than twenty-one (21) days prior to the first day of guest's arrival. Strong pre-planning will allow us to create a program that meets the needs of your entire group with the venues that are available. Any accommodation requests submitted less than twenty- one (21) days prior to the first day of guest arrival cannot be guaranteed.

III. HOUSING
When residence halls and/or apartments are included in a reservation, the following terms and conditions will apply.

A. Specific Residence Hall/Apartments
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Although it is rare, and the University seeks to avoid any changes, the University reserves the right to change specific residence hall/apartment assignments as necessary for University business. If a change becomes necessary, the University will provide comparable residence hall/apartment space and will communicate any such changes to the User in a timely manner.

B. Check-In and Check-Out
Check-in and check-out times and locations must be arranged and approved by Conferences and Events no less than twenty-one (21) days prior to the first day of guest arrival.

C. Rooming List
A FINAL rooming list of all guests must be submitted to Conferences and Events no less than fourteen (14) days prior to the first day of guest arrival. The FINAL rooming list must include: each guest’s first and last names and room assignment.

The University will provide hall charts and diagrams for the User to make room assignments. Room changes are to be handled by the User’s Conference Supervisor and must be reported to Conferences and Events.

All rooming lists must be legible and include participants’ first and last names.

D. Capacity Requirements
To meet fire codes and ensure personal safety, room capacities in the residence halls shall not exceed the number of persons per established sleeping room, unless otherwise designated on floor plans provided by the University. Under no circumstances may attendees sleep on the floor of any residence hall or apartment.

E. Notice of Onsite Staff
Be advised the User may be placed in housing that has a University Employee living in residence. Onsite staff members are trained mandated reporters and have undergone a background check.

F. Right of Entry
The University reserves the right to enter any housing provided to the User pursuant to this Agreement to inspect the premises for the purposes of maintaining health and safety, for reasonable maintenance inspection, for repair, or in any situation deemed by the University to be an emergency. Under no circumstances shall the University enter housing for any reason other than health, safety, maintenance and repair, emergency, or compliance with University policies without prior notification to the User. This includes vendors contracted by the University.

G. Quiet Hours
Quiet hours are 11:00 PM-07:00 AM. Radios, televisions, stereos, and other such equipment must be operated so as not to disturb. This is to be observed by all guests to ensure a peaceful and comfortable living environment.

H. After Hours
The Conference and Events office is open daily from 8am – 8pm. Any questions or services required after hours will be handled by the University’s Public Safety Department. All calls for assistance should be made to Public Safety at 909-748-8888.

I. Linens
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Linens are available to rent, per seven (7) day period. Each linen packet includes a pillow, two sheets, pillowcase, blanket, bath towel, and wash cloth. Linens must be ordered no less than fourteen (14) days prior to the first day of guest arrival and cannot be added after this date. Final pricing per packet will be outlined when linens are ordered, not when Agreement is signed.

IV. FOOD SERVICE PLANS

When food service plans are included in a reservation, the following terms and conditions will apply.

A. Exclusive Provider

The University has an exclusive contract with Harvest Table Culinary Group (“Harvest Table”) for all food and beverage services on the University’s Redlands campus. No external food or beverages may be brought on the Redlands campus without prior written approval from Harvest Table and Conferences and Events.

B. Regular Summer Dining Hours at The Table

Breakfast 07:00 AM- 08:30 AM, Lunch 11:30 AM- 01:00 PM, and Dinner 05:00 PM- 06:30 PM User must submit FINAL MEALTIMES for standard meal plans to Harvest Table no less then twenty-one (21) days prior to the first day of guest arrival.

C. Standard Meal Plans

Prices specified in the Agreement reflect the standard meal plans at The Table in The Irvine Commons (“The Table”). Meals at The Table are All-You-Care-To-Eat and must be consumed on the premises. If to-go options are needed, arrangements must be made with Harvest Table no less than ten (10) days prior to the first day of guest arrival.

Harvest Table needs a guarantee of fifty (50) guests to open The Table. If User is below fifty (50) guests there will be a surcharge on each meal. A surcharge will be determined based on User guest numbers, along with other potential users or diners eating during User’s stay.

Meal passes will be supplied by the University to the User. If a meal pass is lost, Conferences and Events must be notified immediately and a replacement fee will be incurred for each new pass.

D. Final Guarantee for Standard Meal Plans

User must submit a FINAL GUARANTEE for standard meal plans to Harvest Table no less than fourteen (14) days prior to the first day of guest arrival. User can have no more than three (3) different standard meal plan configurations. Numbers for standard meal plans may not be reduced once the FINAL GUARANTEE is received for any reason including, but not limited to, guests who do not show up and use their standard meal plan or additional meal events that change the number of guests using their standard meal plan.

Should the User’s numbers increase after the FINAL GUARANTEE has been given, requests can be made to Harvest Table up to seven (7) days prior to the first day of guest arrival, but adjustments are not guaranteed. Changes to guest counts cannot be made less than three (3) days prior to the first day of guest arrival.

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E. Water Stations

A complimentary water station, including to-go cups, will be available daily outside of the Irvine Commons.

If additional water stations are needed, arrangements, including any financial obligations, must be made directly between the User and Harvest Table no less than twenty-one (21) days prior to the first day of guest arrival.

F. Catering

Catering arrangements, including any financial obligations, must be made directly between the User and Harvest Table no less then twenty-one (21) days prior to the first day of guest arrival. The University is not involved in catering arrangements and does not accept responsibility for catering.

It is the responsibility of the User to notify the University as to which standard meals will be provided at The Table and which meals will be a Harvest Table catered event. User accepts all responsibility for guaranteed numbers given for either meal cards or catered events.

G. Alcoholic Beverages

The possession or consumption of alcoholic beverages by anyone under the age of twenty-one (21) is prohibited by California law.

Harvest Table Culinary Group (Harvest Table) is the only organization that is permitted to bring to or have alcohol available for an event at the University. Harvest Table carries the appropriate liquor licenses and requires state regulated training for bartenders and wait staff that handle alcohol. Harvest Table requires a minimum of thirty (30) days advanced notice of a bar/alcohol request.

In order to serve alcohol at an outdoor venue, perimeter fencing must be provided at the User’s expense. The perimeter fence must be diagramed by Conferences and Events and submitted to Harvest Table for approval a minimum of thirty (30) days prior to the event date. Once the diagram is approved, changes cannot be made.

Should the University or Harvest Table determine any User or User’s guest has brought any alcohol onto the premises without prior written approval, or allows any minor to consume any alcoholic beverage, the university or Harvest Table reserves the right to close the bar immediately and/or terminate the function entirely at the User’s expense. User shall be responsible for providing transportation for the safety and well-being of all guests. In addition, the User will be responsible for all fines, loss of business, assessments, and liability of any nature as a result of the above.

Alcohol is not permitted in the residence halls. Violation of this Agreement may result in the immediate removal of the guests from the residence hall at the University’s sole discretion.

V. ADDITIONAL SERVICES AND/OR EQUIPMENT

Sometimes Users arrange for additional services or equipment from the University that are not included in the venue rental rates. Common services or equipment include audio-visual services or equipment, IT services, printing services, or use of the University’s Outdoor Programs equipment. Additional services and equipment must be specifically arranged and agreed upon.

VI. FINANCIAL TERMS AND CONDITIONS
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The following financial terms and conditions apply to this Agreement.

A. Minimum Revenue Requirement

User will be billed a Minimum Revenue Requirement which is determined by adding the total dollar values of the Venues, Housing, Food Service, and other billable expenses which equal the Total Minimum Initial Projected Amount, and multiplying this figure by 80%.

User understands and fully accepts the Minimum Revenue Requirement due to the University no matter the actual number of guests or spaces and equipment used. Final invoices will be calculated based on the criteria detailed below, and will be whichever is greatest of the following:

1. The Minimum Revenue Requirement, plus Additional Charges as outlined below. Under no circumstances with the User be charged less the Minimum Revenue Requirement.

2. The final requested room set-up specifications and/or diagrams of all needed venues (submitted twenty-one (21) days prior to the first day of guest arrival), the final rooming list of all guests (submitted fourteen (14) days prior to the first day of guest arrival), and the final guarantee for standard meal plans (submitted twenty-one (21) days prior to the first day of guest arrival) if greater than actual numbers, plus Additional Charges as outlined below.

3. The actual number of guests, venues, housing, and food service plans if higher than final guarantees, plus Additional Charges as outlined below.

B. Service Fee

The User understands and agrees that the University adds a service fee of five percent (5%) to the final billable amount for all events.

C. Payment

Payment may be made by check, credit card, or wire.

Checks should be made payable to "University of Redlands" and sent to the following address:

University of Redlands
Conferences and Events Department
1200 East Colton Avenue
Redlands, CA 92373
A $25.00 fee will be assessed for returned checks.

For Payments less than $25,000, the University accepts payment by credit cards.

For payments more than $25,000, the University prefers wire payment, which can be coordinated with Conferences and Events.

General questions regarding billing should be addressed with Conferences and Events.

D. Deposit Payment

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The reservation that is the subject of this Agreement becomes effective when both the Agreement is fully executed and when the University receives payment a deposit (see above). Deposits are non-refundable.

The deposit will be applied to the User’s full invoice or to any cancellation fee that may apply.

E. Payment Schedule

Following the conclusion of the event, the University will email the User a final invoice that captures any unpaid balances/ amounts and any charges incurred during the event as provided for in this Agreement.

The User agrees to pay any invoice within thirty (30) days after receipt of the invoice. Failure to pay the balance due as stated on the invoice within thirty (30) days of the invoice date will result in late fees being charged at a rate of 5% every fourteen (14) days.

The User specifically agrees to be responsible for any and all charges levied consistent with this Agreement, including but not limited to late fees.

F. Additional Charges

1. Damages

The User is responsible for all damages caused by User, User’s guests/attendees, and/or User’s service providers.

Reasonable wear and tear is not considered to be “damages.” Should damages occur, the University will provide as much detailed information concerning the location of damages and, if possible, the date and time they occurred (or were discovered) along with a photograph. All decisions regarding damages are unilaterally made by the University which is under an obligation to exercise that discretion in a reasonable manner. The User agrees to respect the University’s unilateral judgments about damages.

2. Cleaning

Each User (and User’s service providers) will be responsible for general cleanup. All decorations must be removed prior to departure. All trash must be placed in the trash receptacles in or near the contracted venue(s). Any glass breakage is to be swept up and removed from the premises. Any plates, bottles, or linens on lawns are to be picked- up. Rental items from service providers must be removed upon departure. No rental items are to be left on University property overnight. A minimum charge of $300.00 will be assessed to the User for rental items left by User or service providers in any venue or University location. The University is not responsible for the delivery, storage, or protection of any property, items, or material goods left in the venue or on University property.

The standard rental of any venue on campus includes a basic “light-cleaning” (which includes vacuuming venue and sanitizing of bathrooms), both before and after the event. No additional fees will be charged for this basic cleaning as it is included in the rental fee. Cleaning that is required that goes beyond light cleaning will be billed to the User at the hourly cleaning rate then in effect. All decisions regarding the necessity of cleaning are unilaterally made by the University which is under an obligation to exercise that discretion in a reasonable manner. The User agrees to respect the University’s unilateral judgments about cleaning.

3. Services or Equipment from the University

Services or Equipment ordered through the University including, but not limited to, Audio-Visual Services or Equipment, IT Services, Printing Services, and Outdoor Programs equipment will incur additional charges.

4. Services or Equipment from Outside the University

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Sometimes Users need services or equipment that are not available from the University. User accepts financial responsibility for any and all services or equipment rentals obtained from providers outside the University whether the User arranges for these services or equipment directly or whether the services or equipment are arranged by the University on behalf of the User as a courtesy (and at the User’s direction).

User shall ensure that all such entities or vendors that it retains directly maintain insurance that complies with all requirements stated in the INSURANCE section of this Agreement.

5. Room Setup Changes or Late Submissions

Rental fees include University setup and take down service for the existing tables and chairs based on University inventory limits for the reserved venues. If the User changes the setup or arrangement after the final venue setup is submitted (or if the setup is submitted late), the University reserves the right to charge the User a late fee of up to $200.00 per day for each day beyond requested room set-up specifications and/or diagrams due date.

6. Time Charges

User’s reservation must include the time needed (including time for User’s venders) for set-up and tear-down. If the User exceeds the time limits established in the Agreement, the User understands and agrees that the User will be billed for the additional rental time, rounded up to the next hour, at a rate established in the Agreement (the rate for extra-contractual time will be a minimum of 150% of the average hourly cost of the rental).

7. Late Housing Lists

The University reserves the right to charge the User a late fee of up to $200.00 per day for each day beyond the FINAL rooming list due date until the User’s rooming list is received by the University – outlined in HOUSING, Rooming List.

8. Lost Keys

Keys lost during the event or not returned during check-out or within eight (8) hours after check-out will be assessed a fee of $75.00 each for residence hall/apartment keys. Master keys lost during the event or not returned during check-out or within eight (8) hours after check-out will be assessed a fee of $750.00 each. There are NO exceptions to the return timeline.

9. Pool Passes

Pool passes are available at a cost per guest. Pool passes are valid for a seven (7) day period. The availability of pool passes is contingent upon the pool being open during the User’s event and pool passes must be used during the posted hours for general usage. Any guest using the pool who is under the age of eighteen (18) years must be accompanied by a responsible adult who also has a pool pass.

10. Fitness Center Passes

Fitness Center passes are available at a cost per guest. Fitness Center passes are valid for a seven (7) day period.

The availability of Fitness Center passes is contingent upon the Fitness Center being open during the User’s event and Fitness Center passes must be used during the posted hours for general usage. Fitness Center usage is restricted to persons eighteen (18) years or older.

VII. TERMINATION / CANCELLATION

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A. Termination of Agreement by the University

The University does not have the right unilaterally to cancel this Agreement or terminate its obligations under the Agreement absent a force majeure event.

B. Termination of Agreement by the User

User must give written notice of any event cancellation or termination of the Agreement. A cancellation that is received by the University more than ninety (90) days prior to the event date will result in a forfeiture of the deposit User made, together with any costs already incurred to outside vendors. A cancellation that is received by the University ninety (90) days or less before the event date will result in a forfeiture of the entire cost of the event as specified in the Agreement, together with any costs already incurred and agreed to by User. Rescheduling an event is considered the same as cancellation and is subject to the above policy.

VIII. INSURANCE

The University requires all non-university events to carry comprehensive general liability insurance. A certificate of insurance can be purchased through Campus Connexions, the University of Redlands' special event insurance partner: https:// redlands.campusconnexions.com/student-insurance/tenant-user-liability-insurance.html. A certificate of insurance can also be obtained through an existing business or homeowner's insurance company. Most insurance companies will provide a rider policy for the day of the event for a nominal fee. This service works for events that are personal in nature - i.e. weddings, parties, anniversaries, graduation parties, etc.

Comprehensive General Liability insurance must list the University of Redlands, its trustees, officers, employees, representatives, and assigns as an additional insured on a primary and non-contributory basis, and must include a waiver of subrogation. A certificate of insurance should be issued by the carrier in the amount of $1,000,000 for each occurrence and $2,000,000 for general aggregate.

The certificate of liability insurance must be received by the University thirty (30) days from the Agreement date .

If in connection with this Agreement, User or guests of User will include persons under the age of eighteen (18), then the General Liability insurance policy must provide coverage for sexual misconduct (including by definition sexual molestation, abuse, and harassment) with limits of no less than $1,000,000 per occurrence/$2,000,000 aggregate. Note: If the General Liability coverage has any sub-limits or exclusions inconsistent with the above that apply to coverage for sexual misconduct the Certificate of Insurance must define those limits or exclusions.

If the event includes the use of an automobile for the purposes of the activity, automobile insurance is required by the carrier in the amount of $1,000,000 for each occurrence and $2,000,000 for general aggregate.

If the client is bringing workers on campus for the event, workers comp is required at the state-mandated limits.

Each insurance policy shall be issued by an insurance company authorized to do business in the State of California or eligible surplus lines insurer acceptable to the State and having agents in California to whom service of process may be made, and currently rated by A.M. Best as “(A-) IX” or better.

For subcontractor insurance requirements, see the Services or Equipment from Outside the University section of this Agreement.

IX. FORCE MAJEURE

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If either party is delayed, interrupted or prevented from the performance of its contractual obligations by reason of an act of nature, fire, flood, war, public disaster, acts of terror, strikes or labor difficulties, governmental enactment, regulation or order, civil tumult, pandemic, epidemic, telecommunications failures, network or power failures or interruptions, or any other cause beyond its control, such party shall not be liable to the other therefore, except, however that the User shall remain liable for all non-cancelable costs paid and/or contracted by the University of Redlands before the event that occasioned the delay, interruption, or prevention. Non- cancelable costs are defined as third party costs for services already rendered or items already consumed.

X. MISCELLANEOUS

A. Animals

No animals of any kind may be brought into or kept in a University venue. Emotional Support Animals (ESAs) are also not permitted. Under Fair Housing Act/HUD guidelines, ESAs must be permitted in a qualifying individual’s permanent residence.

Because guests are staying in temporary housing on the University of Redlands campus, the University campus does not become a “residence” and thus ESAs are not permitted. Service animals that accomplish tasks for a disabled person are the only animals permitted on campus during events. Prior notification of the need of service animals is requested.

B. Bicycles

Bicycles may not be brought into or kept in residence halls. Ample parking for bicycles is available near each residence hall. The University is not responsible for the security of bicycles. Motorbikes are not permitted inside any building.

C. Cooking Appliances

Guests may not bring their own refrigerator or microwave. Guests may bring and use in their rooms, coffee makers with an automatic shut-off. Appliances which have an open coil or use hot oil are not allowed in residence halls.

D. Decorations

Users may only decorate the venue(s) reserved within this Agreement. Users may not attach tape, florist clay, tacks, screws, nails, or any other adhering device to any indoor or outdoor property at the University. Decorations may be attached by using reusable all-surface poster tack (painter’s tape). User may not attach decorations to antique furniture, ceiling fixtures, windows, or doors. No items can be attached to or block vision of emergency exit signs. No items, including pictures, may be removed from walls or shelves in any area of the University. If directional signs are posted outdoors, they must be placed by the Conferences and Events office. Use of confetti, straw, bird seed, rice, silly string, powder, sparklers, glitter, or smoke machine is strictly prohibited.

No open flames of any kind may be used at outdoor events. Only votive candles and hurricane lamps are allowed in indoor venues. Users must place protective drip plates under candles.

Any decorations, flower arrangements, or additional items brought in by the User must be removed at the conclusion of the event. Failure of the User, their guests, or service providers to abide by the building and/or decorating policies may result in additional fees for damage or excessive cleaning.

E. Drugs

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User and User’s guests’ involvement in the use, possession, distribution, or sale of illegal drugs or narcotics is strictly prohibited, including the use of medical marijuana whether a medical marijuana card is issued or not. Non-compliance by anyone associated with the User will result in immediate removal from the residence hall, and dismissal from participation in activities on University property. The University operates under a no-tolerance policy and will also report any instances of substance abuse, possession, or sale to local law enforcement for possible prosecution.

F. Elevators

Elevators exist in some University venues for the convenience of guests. Elevators must be used properly. Misuse may result in temporary loss of service and/or a service charge for repairs resulting from that misuse. Notify the University immediately if an elevator failure occurs.

G. Equipment

Equipment needed for gaming tables (billiards, table tennis, etc.) and outdoor courts (volleyball, basketball, etc.) must be supplied by User, not the University. This may include the volleyball nets.

H. Fire Safety

All University venues are equipped with fire safety systems. All attendees must evacuate the building immediately when the fire alarm sounds. Maps describing evacuation routes are posted within each venue. User should familiarize all attendees with these routes. Misuse or damage to fire safety equipment (sprinkler systems, smoke detectors, fire alarms, pull stations, fire extinguishers, and fire hoses) is strictly forbidden and will result in damage charges to the User and to prosecution.

I. Food Outside of the Irvine Commons

The University strongly discourages food and soft drinks in the residence halls, classrooms, and meeting venues that do not have kitchens. Food and sugar-filled sodas attract ants and cockroaches. The 100+ year old campus is located on the site of former citrus groves. There is a massive ant population which is immediately drawn to open food and soda containers. Crumbs also draw these insects from other areas. It is not unusual for ants to be found on the 3rd floor of dormitories and classrooms. The University sprays routinely for these pests. Your support and diligence in observing this regulation will help make your visit an enjoyable one.

J. Gambling

Gambling of any nature is strictly prohibited on University property.

K. Harassment

The University prohibits aggressive recruitment through proselytizing, selling, etc. to any persons on the University campus. External clients including conferences, meetings, or special events may not use aggressive tactics to engage students, staff, or faculty. Failure to abide by this policy will result in immediate removal from the campus. Additionally, illegal harassment based on protected characteristics is, of course, prohibited and grounds for immediate removal.

L. Internet

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Requests for internet access for User and User’s attendees while on campus must be submitted, in writing, to the University.

Typically, internet access can be arranged without additional cost; internet access is not guaranteed. If internet access is essential for the event, such access must be specifically requested and arranged in advance at an additional cost. Failure to submit a request in advance may, on occasion, result in the inability to provide access to campus internet.

The campus wireless network is a common means for people to access internet services. Due to its over-the-air nature, wireless communications are vulnerable to intrusive attacks. The University accepts no responsibility for the safety of information downloaded by the User or any individual associated with the User. All downloads are done at User’s own risk.

User accepts full responsibility for the legality of all content downloaded by the User or User’s attendees.

M. Language

The use of foul language and profanities is discouraged at all times. The University hosts many groups with diverse backgrounds. Courtesy towards others, both within the User’s group and between the User’s group and others is expected at all times.

N. Medical Emergency / Injury

In the event of a medical emergency or injury, call Public Safety at 909-748-8888 or 911

O. Minors (under the age of eighteen (18))

For groups with participants under the age of eighteen (18) User hereby agrees and acknowledges that it has complied and will comply with applicable provisions of section INSURANCE regarding insurance for events with minors present or as participants, and with all applicable laws and regulations for the User’s operations pertaining to the protection of minors, including but not limited to training for adult advisors, background checks, and reporting obligations for sexual or physical child abuse. By way of clarity and not by way of limitation, User’s indemnification of university under section INDEMNIFICATION expressly applies to any breach of User’s obligations under this provision.

P. Misconduct

The University reserves the right to evict any person or persons whose conduct is unacceptable by University standards.

Q. Packages

User will inform the University of Redlands of any materials being shipped to the campus in order to coordinate receipt of all packages. Fees may apply. Packages can be received Monday-Thursday 08:00 AM-04:30 PM and Friday 08:00 AM-11:00 AM. All shipping labels must have the following information, in addition to the designated mailing address for proper handling:

User group and person’s name, Attention: Conferences and Events.

Please check with the university before shipping packages to confirm that the correct shipping address is being used.

Do not send materials more than seven (7) days prior to the arrival date, as the University has limited storage space.

Charges will be assessed for storing or moving these materials. Items received more than seven (7) days in advance of your event may be returned at the User’s expense. Also, at the User’s own expense, arrangements must be made for the return shipping of any surplus materials. The University reserves the right to discard any materials not removed within seven (7) days after your scheduled departure date. The University is not responsible for mislabeled packages, lost packages, or damages to items shipped, or left for pick-up to/at the University.

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R. Personal Property

The University assumes no responsibility for loss, theft, or damage to personal property belonging to the User or to any of the User’s guests. Guests who believe they have left personal effects behind may contact Public Safety or Conferences and Events.

While the University attempts to return personal effects to their proper owners, it cannot assume responsibility for any item found at a venue. To prevent loss, participants should reclaim their personal effects from the University as soon as possible.

The University cannot hold items longer than fourteen (14) days after the last day of conference residency.

All shipping charges associated with the return of property to the User or a User attendee will be the responsibility of the individual. The University will not assume the cost of shipping any item back to its original owner/location.

S. Pool Etiquette/Safety Rules

The University pool is used by all faculty, staff, students and guests of the University. It is expected that all users are respectful and courteous at all times. Safety rules are clearly posted at the entrance. All rules must be followed at all times. Failure to follow established safety procedures will result in a cancellation of pool privileges with no refund of the pool pass fees.

T. Public Safety

For emergency situations, Public Safety is available 24 hours a day, 7 days a week, 365 days a year, and can be reached at 909-748-8888.

U. Publications and Sales

Before the User prints or distributes any publication or other material in which the University venues and/or services are mentioned, or in which any University venues are pictured, User must send a draft of such proposed publication to the University for written approval in order to ensure that University services and venues are properly represented.

The name “University of Redlands” as well as all University logos and trademarks are the sole property of the University.

These may not be used without prior consent from the University.

Before the User or User’s service providers attempt to sell any merchandise on University property, the User must first obtain written approval from the University.

V. Quiet Hours

Quiet hours in all shared-use venues are 09:00 PM-09:00 AM daily. Quiet hours in housing are 11:00 PM- 07:00 AM.

Radios, televisions, stereos, and other such equipment must be operated so as not to disturb other guests. This is to be observed by all guests to ensure a peaceful and comfortable living and learning environment.

W. Smoking

The University is entirely non-smoking. User is responsible for making guests and service providers aware of and in compliance with the no smoking policy. Cleaning charges will be assessed if there is evidence of smoking in any venue.

X. University Rules and Policies
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Any individual or organization renting venues at the University must abide by and conform with all applicable University rules, policies, and regulations. The User shall be responsible for making their guests, service providers (event planners, wedding coordinators, musicians, photographers, DJs, rental deliveries, etc.), and other concerned parties aware of and abide by University policies and regulations.

Y. Vehicles and Parking

Vehicles on University property are governed by the University’s Department of Public Safety. User and User’s attendees assume all responsibility for vehicles on University property. Under no circumstances is the University responsible for damage to any vehicle while located on University property. All parking is subject to guidelines established by the Department of Public Safety. Parking permits are not required, but all state, local, and campus parking laws/policies must be followed.

Z. Visitation

All non-resident visitors within a residence hall are required to be escorted at ALL times by a resident of that residence hall. University staff may require the User to request any participants or group of participants to leave the residence hall(s) and/or University property if regulations/procedures specified in this Agreement are violated.

AA. Weapons

The University and California Penal Code prohibit carrying or possession of weapons on University property. “Weapon” means any object designed to inflict a wound, cause injury, or incapacitate, including, but not limited to firearms, BB/pellet/ air soft guns, paint guns, knives with blades 2.5 or more inches in length, dangerous chemicals such as mace, pepper spray, or tear gas, or any object prohibited by law.

BB. Windows

Window screens, where provided, are not to be removed for any reason. User will be charged for each window screen removed or damaged.

XI. EXTERNAL SERVICE PROVIDERS

User must notify Conferences and Events if an external vendor(s) is going to provide services for an event. User, or a representative of User, must be on the premises when external service providers are on campus and must be available to accept deliveries. All external service providers (rental companies, florists, musicians, etc.) that are contracted directly with User are the sole responsibility of the User. Service providers arranged by the University will be managed by the University. All service providers, regardless of how they are engaged, must provide a certificate of liability insurance as outlined in INSURANCE.

XII. INDEMNIFICATIONS

User hereby assumes all responsibility for the safety and welfare of guests during the event. No illegal activities of any kind are permitted on the University of Redlands campus.

User shall defend, indemnify and hold harmless the University, its trustees, officers, agents, and employees from and against any and all liability, loss, expense (including reasonable attorneys’ fees), or claims for injury or damages arising out of the performance of this Agreement but only in proportion to and to the extent such liability, loss, expense, attorney’s fees, or claims for injury or damages are caused by or result from the negligent or intentional acts or omissions of User, User’s guests, or User’s service providers, or Users breach of any provision of this Agreement.

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User, if a charitable organization, association, corporation, entity or individual, having or claiming immunity or exemption (statutory or otherwise) from liability for damage or injury to property or person, hereby waives its right to plead defensively such immunity or exemption against the University.

XIII. COMPLIANCE WITH STATE AND LOCAL LAWS AND REGULATIONS

Individuals and/or organizations renting venues at the University shall comply with all laws – federal, state and local – including all ordinances of the City of Redlands. All rules, regulations, and requirements of the police and fire departments shall be observed.

If requested by the University, any permit, license or tax required for any activity shall be purchased/paid by the User and made available to the University. It is also the responsibility of the User to determine which laws and ordinances apply to the activity of the User and to ensure compliance with same. Should any violation be found to exist, User hereby assumes all responsibility for correcting or removing such violation.

XIV. DISPUTE RESOLUTION

In the event that a dispute arises under this Agreement, the University and User agree first to attempt to work out their differences with each other in good faith. If the matter cannot be resolved through good faith efforts, the parties agree to submit the matter to binding arbitration as follows below. This Agreement is governed by the laws of the State of California, as applied to contracts made and to be performed in California.

Arbitration
All controversies, disputes or claims (including those based upon statute, tort or public policy and those brought against individuals or other entities) arising out of or relating to this Agreement, the services to be performed under it, or the breach thereof, shall be determined by arbitration in accordance with the procedures established below.

Arbitration must be initiated by a party providing the other party with a written demand to arbitrate and notice of selection of one arbitrator.

Within five (5) calendar days of receipt of the written demand to arbitrate, the second party shall select one arbitrator and give notice of its choice to the first party. The two arbitrators so selected shall be unrelated to and unaffiliated in any way with either of the parties. The two arbitrators so selected will together choose a third arbitrator within five (5) calendar days after the selection of the second. In the event that the two are unable to agree upon a third arbitrator, either party may petition the presiding judge of the San Bernardino County Superior Court, for the appointment of a third arbitrator.

Within five (5) calendar days after the selection or appointment of the third arbitrator, each party shall submit a proposed decision to the arbitrators with appropriate findings of fact and conclusions of law to support the proposed decision. A copy of the proposed decision shall be given to the other party and to all arbitrators.

Within seven (7) calendar days after the submission of the two proposed decisions, the arbitrators will hold a hearing at which the parties to the dispute may submit evidence and examine witnesses. The arbitrators, if necessary, may issue subpoenas upon the request of the parties to compel the testimony of third parties and the production of documents as provided in Section 1282.6 of the California Code of Civil Procedure. There shall be no pre-hearing discovery, except for the foregoing. Testimony shall be taken under oath and the parties may be represented by legal counsel.

The arbitrators, by majority decision, shall issue a written decision within five (5) calendar days after the conclusion of the hearing.

The decision of the arbitrators shall be final and binding upon the parties and may be entered as a judgment in a court of competent jurisdiction. The arbitrators shall not have the authority to amend, modify or delete any provision of this Agreement.

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The costs of the arbitrators shall be split equally between the parties. Each party shall bear its own cost of arbitration, including fees of its counsel.

XV. NON-DISCRIMINATION

The parties agree to be bound by applicable state and federal rules governing Equal Employment Opportunity and Non- Discrimination.

XVI. ENFORCEMENT

The University’s failure to insist upon or enforce strict performance of any provision of this Agreement shall not be construed as a waiver of any provision or right. Neither the course of conduct between the parties nor trade practice shall act to modify any provision of this Agreement..

XVII. PREVAILING LANGUAGE

In the event that the language in this Agreement conflicts with any language in any other documents related to this Agreement, the language in this Agreement shall prevail.

XVIII. ENTIRE AGREEMENT

This Agreement, and its accompanying Addendums, constitute the entire agreement between the University and User with respect to its subject matter and may be amended only by written notification between both parties. Any and all other proposals, negotiations, promises, arrangements, or understandings, whether oral or written, made prior to this Agreement are hereby extinguished and considered null and void by both parties. University and User guarantee that, except as set forth in this Agreement, no representatives, warranties, or promises have been made to each other by their respective agents, representatives, or employees with respect to this Agreement. Neither User nor the University may assign their rights or obligations under this Agreement without the express written consent of the other party.

XVIII. FILM SHOOT

If the User videotapes, films, take digital images, still photography, or anything intended for motion pictures or other published media, the FILMING GUIDELINES, ADDENDUM TO AGREEMENT must be completed by the User, and its terms are incorporated by reference into this Agreement contract and binding on the User.

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Event Lease Agreement
Redlands Emergency Services
Academy
XIX. Mutual and Binding Agreement
This Agreement, when signed and dated below by the respective authorized representatives of University and User will be considered in force and legally binding on both parties. The User acknowledges reviewing and accepting the cancellation provisions. The person(s) signing this Agreement shall have the authority to bind their respective organizations and agree to the terms and conditions herein. The parties agree that the electronic signature, whether digital or encrypted, of a party to this Agreement shall be as valid as an original signature of such party and shall be effective to bind such parties to this Agreement City of Redlands
Mario Saucedo, Mayor Council Member Date
Printed Name
University of Redlands
DateAuthorized Representative
Event Coordinator:

Fusco, Terri
1200 E Colton Ave
Redlands CA 92374
[email protected]
University of Redlands Conferences and Events
1200 E. Colton Ave
PO Box 3080
Redlands, CA 92373
www.redlands.edu/events-services
[email protected]
(909) 748 - 8116
Revised June 2025
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Jeanne Donaldson, City Clerk Date
Printed Name

RESA Agreement.bm.05.06.2026.FY2526-172
U N I V E R 5 1 T Y O F
Redlands
Organization: City of Redlands University of Redlands Event Services Client Contact: Povero, Dominick
1200 East Colton Avenue
PO Box 3080
Address: 1270 W. Park Avenue Redlands, CA 92373
Redlands CA 92373
Phone:( 909) 557- 6928
Email: dpovero@redlandspolice. org
www. rediands. edu/ event- services
events@redlands. edu
909) 748- 8116

EVENT SERVICES AGREEMENT
This is an agreement by and between the University of Redlands, a Californianonprofit educational corporation with multiple campuses in California ( the " University") and City of Redlands , a municipal coporation and general law city, herein ( the User"). Essentially, the User is agreeing to rent spacefrom, and utilize the servicesof, the University on the terms and conditions specified in this agreement ( the
Agreement").

Agreement Issue Date: March 09, 2025
Agreement Expiration Date: April 16, 2025
To givethe Usertime to review, consider, andfinalizethis Agreement, theUniversitywill reservethe eventdatesandevent spaces that are the subject of this Agreement until the Agreement Expiration Date as a courtesy to the User. If the User has not returned the completed/ executed Agreement, together with any required deposits and documents, the User understands that the University may release, and not hold, the dates and space.

Subject of this Agreement: RESA25 - Housing - 2025- ABPWMQ

RESERVATIONS
Wednesday, July 09, 2025
12: 01AM- 11: 59PM
Grossmont Hall ( 120)
07: 00 AM - 08: 30 AM
05: 00 PM - 06: 30 PM
Dinner at The Table
Thursday, July 10, 2025
12: 01 AM - 11: 59 PM
Grossmont Hall ( 120)
Expected Attendance: 40
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Thursday. July 10. 2025
07: 00 AM - 08: 30 AM Expected Attendance: 40
Breakfast at The Table
05: 00 PM - 06: 30 PM Expected Attendance: 40
Dinner at The Table
Friday, July 11, 2025
12: 01 AM - 11: 59 PM
Grossmont Hall ( 120)
07: 00 AM - 08: 30 AM Expected Attendance: 40
Breakfast at The Table
05: 00 PM - 06: 30 PM Expected Attendance: 40
Dinner at The Table
Saturday, July 12, 2025
12: 01 AM - 11: 59 PM
Grossmont Hall ( 120)
07: 00 AM - 08: 30 AM Expected Attendance: 40
Breakfast at The Table
05: 00 PM - 06: 30 PM
Sunday, July 13, 2025
12: 01 AM - 11: 59 PM
Grossmont Hall ( 120)
07: 00 AM - 08: 30 AM Expected Attendance: 40
Breakfast at The Table
05: 00 PM - 06: 30 PM Expected Attendance: 40
Dinner at The Table
Monday, July 14, 2025
12: 01 AM - 11: 59 PM
Grossmont Hall ( 120)
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Mondav, July 14, 2025
07: 00 AM - 08: 30 AM
Breakfast at The Table
05: 00 PM - 06: 30 PM
Dinner at The Table
Tuesdav, July 15, 2025
12: 01 AM - 11: 59 PM
Grossmont Hall ( 120)
07: 00 AM - 08: 30 AM
Breakfast at The Table
05: 00 PM - 06: 30 PM
Dinner at The Table
08: 00 PM - 11: 00 PM
Orton Center
Wednesday, July 16, 2025
12: 01 AM - 11: 59 PM
Grossmont Hall ( 120)
07: 00 AM - 08: 30 AM
Breakfast at The Table
05: 00 PM - 06: 30 PM
05: 00 PM - 09: 00 PM
Orton Center
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Expected Attendance: 40
Expected Attendance: 40
Expected Attendance: 40
Expected Attendance: 40
Expected Attendance: 40
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FINANCIALS
List Price Adjustment Sub Total for Jul 09 2025
Standard Breakfast($ 11. 80 Plustax) 7/ 1 $ 2, 832. 00 $ 3, 079. 80 List Price Adjustment
Standard Dinner($ 14. 44 plus tax) 7/ 1 $ 3, 465. 60
Orton Center
AV - Conference AV Base Package
Grossmont Hall ( 120)
Conference - Service Fee
Orton Center
AV - Conference AV Base Package
List Price Adjustment
3, 500. 00 ( 100%) Concession
100. 00 ( 100%) Concession
List Price Adjustment
37, 800. 00 ( 100%) Concession
1, 085. 00 $ 155 x 7 days
List Price Adjustment
3, 000. 00 ( 100%) Concession
100. 00 ( 100%) Concession
3, 079. 80
Sub Total for Jul 09 2025
3, 768. 84
3, 768. 84
Sub Total for Jul 16 2025
00 00
00 Sub Total for Jul 09 2025
00 1, 085. 00
1, 085. 00
Sub Total for Jul 15 2025
00 00
00 TOTAL MINIMUM INITIAL PROJECTED AMOUNT: $ 7, 933. 64 Non - Refundable Reservation Deposit ( 25%): $ 1, 983. 41 Minimum Revenue Requirement ( 80%): $ 6, 346. 91
Additional services and/ or equipment may result in fees not outlined In the financials above, such as audio visual or rentals.

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I.

The University will reserve the venue(s), housing, food service plans, equipment, and servicesas outlined in this Agreement. User's reservation must Include the time needed for pre -event preparations and post -event cleanup, including any time neededby User's external vendors. Shouldadditional venues, housing, food service plans, equipment, or services be requested, the Usermust submit to the University a written request for the adjustment. Requests for additional reservations are not guaranteed, but will be accommodated when possible.

If the University is able to accommodatethe additional reservationsan addendumto this Agreement will be issued.

A reservation becomes effective after ( a) the Agreement is signed by both the University and the User and ( b) the University has received a non-refundablereservation deposit in the amount of 25% of the total minimum initial projected amount specified in the Agreement.

II. VENUE( S)
The University hasvenues that may be available for rental throughout the year. Feesfor venue rentals include only (a) use of the reserved venue during the reserved days/times and (b) existing tables and chairs available from the University's Inventory and located in the venue. Other equipment and services may be arranged with additional costs, including audio visual equipment and/ or services.

If the User wants the venue( s) set up in a particular way, the User must submit to Event Services a written request specifying the room set-up specificationsand/or diagrams no lessthan twenty-one (21) days prior to the first day of guest arrival. Any set-up specificationssubmitted lessthan twenty- one (21) days prior to the first day of guest arrival can not be guaranteed.

Although it is rare, and the University seeks to avoid any changes, the University reserves the right to change specific venue assignments as necessary for University business. If a change becomes necessary, the University will move the event/ function to a comparable and adequate venue on the University campus and will communicate any such changes to the User in a timely manner.

Although collaboration between the University and the User is expected, the University reserves the right to make the final decision concerning the suitability of holding a function outdoors or relocating to an indoor space due to inclement weather ( including excessive heat and/ or poor air quality), construction, or other unforeseen circumstances. In the event a function is moved, the University agrees to provide directions and assistance on the alternate location.

The University of Redlandsstrives to be inclusive of all individuals with disabilities and/or limited mobility of varying degreeson our campus. Despiteour efforts to be inclusive, some buildings were built prior to the advent of modern building codes and accessibility standards. To provide access or reasonable accommodation for all individuals, it is imperative that the User submit to Event Services a written request specifying the accommodation specifications for attendees with special needs ( including housing) no less than twenty- one ( 21) days prior to the first day of guests arrival. Strong pre -planning will allow us to create a program that meets the needs of your entire group with the venues that are available. Any accommodation requests submitted less than twenty- one ( 21) days prior to the first day of guest arrival can not be guaranteed.

III. HOUSING
When residence halls and/ or apartments are included in a reservation, the following terms and conditions will apply.

A. Specific Residence Hall/ Apartments
Although it is rare, and the University seeks to avoid any changes, the University reserves the right to change specific residence hall/ apartment assignments as necessary for University business. If a change becomesnecessary, the University will provide comparable residencehall/apartment space and will communicate any such changes to the User in a timely manner.

B. Check - In and Check - Out
Check - in and check- out times and locations must be arranged and approved by Event Services no less than twenty- one ( 21) days prior to the first day of guest arrival.

C. Rooming List
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A FINAL rooming list of all guests must be submitted to Event Services no less than fourteen ( 14) days prior to the first day of guest arrival. The FINAL rooming list must include: each guest' s first and last names and room assignment.

The University will provide hall charts and diagrams for the User to make room assignments. Room changes are handled by the User's conference registrar, event planner, or representative and must be reported to Event Services.

All rooming lists must be legible and Includeparticipants' first and last names.

The University may, in its sole discretion, reassign any guest within the residence halls/ apartments to a comparable room. The User will not be charged for any room assignment initiated by the University unless it is due to guest behavior.

D. Safety Requirements
To meet fire codes and ensure personal safety, room capacities in the residence halls shall be limited to no more than the number of persons per established sleeping room, unless otherwise designated on floor plansprovided by the University. Under no circumstancesmay attendees sleep on the floor of any residence hall or apartment.

E. Notice of Onsite Staff
Be advisedthe User may be placed in housingthat has a student affairs professionalsliving in residence.

Onsite staff members are trained mandated reporters and have undergone a background check.

F. Right of Entry
The University reserves the right to enter any housing provided to the User pursuant to this Agreement to inspect the premises for the purposes of maintaining health and safety, for reasonable maintenance inspection, for repair, or in any situation deemed by the University to be an emergency. Under no circumstances shall the University enter housing for any reason other than health, safety, maintenance and repair, emergency, or compliance with University policies without prior notification to the User. This includes vendors contracted by the University.

G. Quiet Hours
Quiet hours are 11: 00 PM-07: 00 AM. Radios, televisions, stereos, and other such equipment must be operated so as not to disturb. This is to be observed by all guests to ensure a peaceful and comfortable living environment.

H. After Hours
Any questions or services required after hours will be handled by the University' s Public Safety Department.

All calls for assistance should be made to Public Safety at 909- 748- 8888.

Linens
Linens are available to rent, per seven ( 7) day period. Each linen packet includes a pillow, two sheets, pillowcase, blanket, bath towel, and wash cloth. Linensmust be ordered no lessthan fourteen ( 14) days prior to the first day of guest arrival and cannot be added after this date. Final pricing per packet will be outlined when linens are ordered, not when Agreement is signed.

Pillows
Pillows are available to rent, per seven ( 7) day period. Pillows must be ordered no less than fourteen ( 14) days prior to the first day of guest arrival and cannot be added after this date. Final pricing per pillow will be outlined when linens are ordered, not when Agreement is signed.

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IV. FOOD SERVICE PLANS
Whenfood service plans are included in a reservation, the following terms and conditionswill apply.

A. Exclusive Provider
The University has an exclusive contract with Harvest Table Culinary Group (" Harvest Table") for all food and beverage services on the University' s Redlands campus. No external food or beverages may be brought on the Redlands campus without prior written approval from Harvest Table and Event Services.

Regular Summer Dining Hours at The Table
Breakfast 07: 00 AM- 08: 30 AM, Lunch 11: 30 AM- 01: 00 PM, and Dinner 05: 00 PM- 06: 30 PM User must submit FINAL MEALTIMES for standard meal plans to Harvest Table no less then twenty- one 21) days prior to the first day of guest arrival.

C. Standard Meal Plans
Prices specified in the Agreement reflect the standard meal plans at The Table in The Irvine Commons The Table"). Meals at The Table are All -You - Care -To -Eat and must be consumed on the premises. If to -go options are needed, arrangementsmust be made with Harvest Table no lessthan ten ( 10) days prior to the first day of guest arrival.

HarvestTable needs a guarantee of fifty ( 50) gueststo openThe Table. If Useris below fifty ( 50) guests there will be a surcharge on each meal. A surcharge will be determined based on User guest numbers, along with other potential users or diners eating during User's stay.

Mealpasseswill be supplied by the University to the User. If a meal pass is lost, Event Servicesmust be notified immediately and a replacement fee will be incurred for each new pass.

D. Final Guarantee for Standard Meal Plans
User must submit a FINAL GUARANTEEfor standard meal plans to Harvest Table no less than fourteen ( 14) days prior to the first day of guest arrival. Usercan have no more than three (3) different standard meal plan configurations. Numbers for standard meal plans may not be reduced once the FINAL GUARANTEEis receivedfor any reason including, but not limited to, guests who do not show up and use their standard meal plan or additional meal events that change the number of guests usingtheir standard meal plan.

Should the User' s numbers increase after the FINAL GUARANTEEhas been given, requests can be made to HarvestTable up to seven (7) days prior to the first day of guest arrival, but adjustments are not guaranteed. Changesto guest counts cannot be made less than three (3) days prior to the first day of guest arrival.

E. Water Stations
A complementary water station, including to -go cups, will be available daily outside of the Irvine Commons.

If additional water stations are needed, arrangements, including any financial obligations, must be made directly between the User and Harvest Table no less than twenty-one (21) days prior to the first day of guest arrival.

F. Catering
Catering arrangements, including any financial obligations, must be made directly between the User and Harvest Table no less then twenty- one ( 21) days prior to the first day of guest arrival. The University is not involved in catering arrangements and does not accept responsibility for catering.

It is the responsibility of the User to notify the University as to which standard mealswill be provided at The Table and which meals will be a Harvest Table catered event. User accepts all responsibility for guaranteed numbers given for either meal cards or catered events.

G. Alcoholic Beverages
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prohibited by California law.

Harvest Table Culinary Group ( Harvest Table) is the only organization that is permitted to bring to or have alcohol available for an event at the University. Harvest Table carries the appropriate liquor licenses and requires state regulated training for bartenders and wait staff that handle alcohol. Harvest Table requires a minimum of thirty ( 30) days advanced notice of a bar/ alcohol request.

In order to serve alcohol at an outdoor venue, perimeter fencing must be provided at the User's expense.

The perimeter fence must be diagramed by Event Services and submitted to Harvest Table for approval a minimum of thirty ( 30) days prior to the event date. Once the diagram is approved, changes cannot be made.

Should the University or Harvest Table determine any User or User's guest has brought any type of alcohol onto the premises without prior written approval, or allows any minor to consume any alcoholic beverage, the university or Harvest Table reserves the right to close the bar immediately and/ or terminate the function entirely at the User's expense. User shall be responsible for providing transportation for the safety and well- being of all guests. In addition, the User will be responsible for all fines, loss of business, assessments, and liability of any nature as a result of the above.

Alcohol is not permitted in the residence halls. Violation of this Agreement may result in the immediate removal of the guests from the residence hall at the University' s sole discretion.

V. ADDITIONAL SERVICES AND/ OR EQUIPMENT
Sometimes Users arrange for additional services or equipment from the University that are not included in the venue rental rates. Common services or equipment include audio- visual services or equipment, IT services, printing services, or use of the University' s Outdoor Programs equipment. Additional services and equipment must be specifically arranged and agreed upon.

VI. FINANCIAL TERMS AND CONDITIONS
The following financial terms and conditions apply to this Agreement.

A. Minimum Revenue Requirement
User will be billed a Minimum Revenue Requirement which is determined by adding the total dollar values of the Venues, Housing, Food Service, and other billable expenses which equal the Total Minimum Initial Projected Amount, and multiplying this figure by 80%.

User understands and fully accepts the Minimum Revenue Requirement due to the University no matter the actual number of guests or spaces and equipment used. Final invoices will be calculated based on the criteria detailed below, and will be whichever is greatest of the following:

The Minimum Revenue Requirement, plus Additional Charges as outlined below. Under no circumstances with the User be charged less the Minimum Revenue Requirement.

2. The final requested room set- up specifications and/ or diagrams of all needed venues ( submitted twenty- one ( 21) days prior to the first day of guest arrival), the final rooming list of all guests submitted fourteen ( 14) days prior to the first day of guest arrival), and the final guarantee for standard meal plans ( submitted twenty- one ( 21) days prior to the first day of guest arrival) if greater than actual numbers, plus Additional Charges as outlined below.

3. The actual number of guests, venues, housing, and food service plans if higher than final guarantees, plus Additional Charges as outlined below.

B. Service Fee
The User understands and agrees that the University adds a service fee of five percent ( 5%) to the final billable amount for all events.

C. Payment
Payment may be made by check, credit card or wire.

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Checks should be made payable to " University of Redlands" and sent to the following address:

University of Redlands
Event Services Department
1200 East Colton Avenue
Redlands, CA 92373
A $ 25. 00 fee will be assessed for returned checks.

For payments less than $ 25, 000, the University accepts payment by credit card.

For Payments more than $ 25, 000, the University prefers wire payment, which can be coordinated with Events Services.

General questions regarding billing should be addressed with Event Services.

D. Deposit Payment
The reservation that is the subject of this Agreement becomes effective when both the Agreement is fully executed and when the University receives payment a deposit ( see above). Deposits are non- refundable.

The deposit will be applied to the User' s full invoice or to any cancellation fee that may apply.

E. Payment Schedule
Following the conclusion of the event, the University will mail to the User a final invoice that captures any unpaid balances/ amounts and any charges incurred during the event as provided for in this Agreement.

The User agrees to pay any invoice within thirty ( 30) days after receipt of the invoice. Failure to pay the balance due as stated on the invoice within thirty ( 30) days of the invoice date will result in late fees being charged at a rate of 5% every fourteen ( 14) days.

The User specifically agrees to be responsible for any and all charges levied consistent with this Agreement, including but not limited to late fees.

Additional Charges
Damages
The User is responsible for all damages caused by User, User's guests/ attendees, and/ or User's service providers. Reasonablewear and tear is not consideredto be "damages." Shoulddamages occur, the University will provide as much detailed information concerning the location of damages and, if possible, the date and time they occurred ( or were discovered) along with a photograph. All decisions regarding damages are unilaterally made by the University which is under an obligation to exercise that discretion in a reasonable manner. The User agrees to respect the University' s unilateral judgments about damages.

2. Cleaning
Each User ( and User's service providers) will be responsible for general cleanup. All decorations must be removed prior to departure. All trash must be placed in the trash receptacles in or near the contracted venue( s). Any glass breakage is to be swept up and removed from the premises. Any plates, bottles, or linens on lawns are to be picked -up. Rental items from service providers must be removed upon departure. No rental items are to be left on University property overnight. A minimum charge of $ 300. 00 will be assessed to the User for rental items left by User or service providers in any venue or University location. The University is not responsible for the delivery, storage, or protection of any property, items, or material goods left in the venue or on University property.

The standard rental of any venue on campus includes a basic " light -cleaning" ( which Includes vacuumingvenue and sanitizing of bathrooms), both before and after the event. No additional fees will be charged for this basic cleaning as it is included in the rental fee. Cleaning that is required that goes beyond light cleaning will be billed to the User at the hourly cleaning rate then in effect. All decisions regarding the necessity of cleaning are unilaterally made by the University which is under an Generated on Mar 9 2025 at 7:59 PM Page 9 of 18
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obligation to exercise that discretion in a reasonable manner. The User agrees to respect the University' s unilateral judgments about cleaning.

3. Services or Equipment from the University
Services or Equipment ordered through the University including, but not limited to, Audio -Visual Services or Equipment, IT Services, Printing Services, and Outdoor Programs equipment will incur additional charges.

4. Services or Equipment from Outside the University
Sometimes Users need services or equipment that are not available from the University. User accepts financial responsibility for any and all servicesor equipment rentals obtained from providers outside the University whether the Userarranges for these servicesor equipment directly or whether the servicesor equipment are arranged by the University on behalf of the Useras a courtesy (and at the User' s direction).

User shall ensure that all such entitles or vendors that it retains directly maintain insurance that complies with all requirements stated In the INSURANCE section of this Agreement.

Room Setup Changes or Late Submissions
Rental fees include University setup and take down servicefor the existing tables and chairs based on University inventory limits for the reservedvenues. If the Userchangesthe setup or arrangement after the final venue setup is submitted ( or if the setup is submitted late), the University reserves the right to charge the User a late fee of up to $200.00 per day for each day beyond requestedroom set-up specifications and/ or diagrams due date.

6. Time Charges
User's reservation must Include the time needed ( including time for User's venders) for set- up and tear -down. If the User exceeds the time limits established in the Agreement, the User understands and agrees that the User will be billed for the additional rental time, rounded up to the next hour, at a rate established in the Agreement ( the rate for extra -contractual time will be a minimum of 150% of the average hourly cost of the rental).

7. Late Housing Lists
The University reservesthe right to charge the Usera late fee of up to $200.00 per day for each day beyond the FINAL rooming list due date until the User' s rooming list is received by the University - outlined in HOUSING, Rooming List.

8. Lost Keys
Keys lost during the event or not returned during check-out or within eight (8) hours after check-out will be assessed a fee of $ 75. 00 each for residence hall/ apartment keys. Master keys lost during the event or not returned during check-out or within eight (8) hours after check-out will be assesseda fee of $ 750. 00 each. There are NO exceptions to the return timeline.

9. Pool Passes
Poolpassesare availableat a cost per guest. Poolpassesare valid for a seven (7) day period, The availability of pool passesis contingent upon the pool being open during the User's event and pool passesmustbe usedduringthe postedhoursfor generalusage. Anyguestusingthe poolwhois under the age of eighteen (18) years must be accompaniedby a responsibleadult who also has a pool pass. 10, Fitness Center Passes
FitnessCenter passesare available at a cost per guest. FitnessCenter passesare valid for a seven (7) day period. The availability of FitnessCenter passesis contingent upon the FitnessCenter being open during the User's event and FitnessCenter passesmust be used during the posted hours for general usage. Fitness Center usage is restricted to persons eighteen ( 18) years or older Generated on Mar 9 2025 at 7: 59 PM Page 10 of 18
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VII. TERMINATION/ CANCELLATION
A. Termination of Agreement by the University
The University does not have the right unilaterally to cancel this Agreement or terminate its obligations under the Agreement absent a force majeure event.

B. Termination of Agreement by the User
User must give written notice of any event cancellation or termination of the Agreement. A cancellation that is received by the University more than ninety (90) days prior to the event date will result in a forfeiture of the deposit User made, together with any costs already incurred to outside vendors. A cancellation that is received by the University ninety ( 90) days or less before the event date will result in a forfeiture of the entire cost of the event as specified in the Agreement, together with any costs already incurred and agreed to by User. Reschedulingan event is consideredthe same as cancellationand is subject to the above policy.

VIII. INSURANCE
The University requires all non -university events and users to carry either self -Insure or carry comprehensive general liability insurance. A certificate of insurance can be purchased through Campus Connexions, the University of Redlands' special event insurance partner: https:// rediands. campusconnexions. com/ student- insurance/ tenant- user- liability- insurance. html. A certificate of insurance can also be obtained through an existing businessor homeowner's insurancecompany. Mostinsurancecompanieswill provide a rider policy for the day of the event for a nominal fee. This service works for events that are personal in nature - i.e. weddings, parties, anniversaries, graduation parties, etc. ComprehensiveGeneralLiability insurance must list the University of Redlands, its trustees, officers, employees, representatives, and assigns as an additional insured on a primary and non-contributory basis, and must include a waiver of subrogation. A certificate of insurance should be issued by the carrier in the amount of $ 1,000, 000 for each occurrence and $ 2,000, 000 for general aggregate. The certificate of liability insurance must be received by the University thirty ( 30) days from the Agreement date.

If in connectionwith this Agreement, Useror guests of Userwill include personsunder the age of eighteen (18), then the General Liability insurance policy must provide coverage for sexual misconduct ( including by definition sexual molestation, abuse, and harassment) with limits of no less than $ 1,000, 000 per occurrence/$ 2, 000, 000 aggregate. Note: If the General Liability coverage has any sub -limits or exclusions inconsistent with the above that apply to coverage for sexual misconduct the Certificate of Insurance must define those limits or exclusions.

If the event includes the use of an automobile for the purposes of the activity, automobile insurance is required by the carrier in the amount of $1,000,000 for eachoccurrenceand $2,000,000 for general aggregate.

If the client is bringing workers on campusfor the event, workers comp is required at the state -mandated limits.

Eachinsurancepolicy shall be issuedby an insurancecompany authorized to do businessin the State of California or eligible surplus lines insurer acceptable to the State and having agents in California to whom service of processmay be made, and currently rated by A.M. Best as "(A-) IX" or better.

For subcontractor insurance requirements, see the Services or Equipment from Outside the University section of this Agreement.

VIX. FORCE MAJEURE
If either party Is delayed, interrupted or prevented from the performance of its contractual obligations by reason of an act of nature, fire, flood, war, public disaster, acts of terror, strikes or labor difficulties, governmental enactment, regulation or order, civil tumult, pandemic, epidemic, telecommunications failures, network or power failures or interruptions, or any other causebeyond its control, such party shall not be liable to the other therefore, except, however that the User shall remain liable for all non - cancelable costs paid and/ or contracted by the University of Redlandsbefore the event that occasionedthe delay, interruption, or prevention.

Non -cancelable costs are defined as third party costs for services already rendered or items already consumed.

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X. MISCELLANEOUS
A. Animals
No animals of any kind may be brought into or kept in a University venue. Emotional Support Animals ESAs) are also not permitted. Under Fair Housing Act/ HUD guidelines, ESAs must be permitted in a qualifying individual' s permanent residence, Because guests are staying in temporary housing on the University of Redlands campus, the University campus does not become a " residence" and thus ESAs are not permitted. Service animals that accomplish tasks for a disabled person are the only animals permitted on campus during events. Prior notification of the need of service animals is requested.

Bicycles
Bicycles may not be brought into or kept in residence halls. Ample parking for bicycles is available near each residence hall. The University is not responsible for the security of bicycles. Motorbikes are not permitted inside any building.

C. Cooking Appliances
Guests may not bring their own refrigerator or microwave. Guests may bring and use in their rooms, coffee makers with an automatic shut- off. Appliances which have an open coil or use hot oil are not allowed in residence halls.

D. Decorations
Users may only decorate the venue( s) reserved within this Agreement. Users may not attach tape, florist clay, tacks, screws, nails, or any other adhering devise to any indoor or outdoor property at the University.

Decorations may be attached by using reusable all surface poster tack ( painter' s tape). User may not attach decorations to antique furniture, ceiling fixtures, windows, or doors. No items can be attached to or block vision of emergency exit signs. No items, including pictures, may be removed from walls or shelves in any area of the University. If directional signs are posted outdoors, they must be placed by the Event Services office. Use of confetti, straw, bird seed, rice, silly string, powder, sparklers, glitter, or smoke machine is strictly prohibited.

No open flames of any kind may be used at outdoor events. Only votive candles and hurricane lamps are allowed in indoor venues. Users must place protective drip plates under candles.

Any decorations, flower arrangements, or additional items brought in by the User must be removed at the conclusion of the event. Failure of the User, their guests, or service providers to abide by the building and/ or decorating policies may result in additional fees for damage or excessive cleaning.

E. Drugs
User and User' s guests' involvement in the use, possession, distribution, or sale of illegal drugs or narcotics is strictly prohibited, including the use of medical marijuana whether a medical marijuana card is issued or not. Non- compliance by anyone associated with the User will result in immediate removal from the residence hall, and dismissal from participation in activities on University property. The University operates under a no tolerance policy and will also report any instances of substance abuse, possession, or sale to local law enforcement for possible prosecution.

Elevators
Elevators exist in some University venues for the convenience of guests. Elevators must be used properly.

Misuse may result in temporary loss of service and/ or a service charge for repairs resulting from that misuse. Notify the University immediately if an elevator failure occurs.

G. Equipment
Equipment needed for gaming tables ( billiards, table tennis, etc.) and outdoor courts ( volleyball, basketball, etc.) must be supplied by User, not the University. This may include the volleyball nets.

H. Fire Safety
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immediately when the fire alarm sounds. Maps describing evacuation routes are posted within each venue.

User should familiarize all attendees with these routes. Misuse or damage to fire safety equipment sprinkler systems, smoke detectors, fire alarms, pull stations, fire extinguishers, and fire hoses) is strictly forbidden and will result in damage charges to the User and to prosecution.

I. Food Outside of the Irvine Commons
The University strongly discourages food and soft drinks in the dormitories, classrooms, and meeting venues that do not have kitchens. Food and sugar - filled sodas attract ants and cockroaches. The 100+ year old campus is located on the site of former citrus groves. There is a massive ant population which is immediately drawn to open food and soda containers. Crumbs also draw these insects from other areas. It is not unusual for ants to be found on the 3rd floor of dormitories and classrooms. The University sprays routinely for these pests. Your support and diligence in observing this regulation will help make your visit an enjoyable one.

Gambling
Gambling of any nature is strictly prohibited on University property.

K. Harassment
The University prohibits aggressive recruitment through proselytizing, selling, etc. to any persons on the University campus. External clients including conferences, meetings, or special events may not use aggressive tactics to engage students, staff, or faculty. Failure to abide by this policy will result in immediate removal from the campus. Additionally, illegal harassment based on protected characteristics also is, of course, prohibited and grounds for immediate removal.

L. Internet
Requests for Internet access for User and User' s attendees while on campus must be submitted, in writing, to the University. Typically, internet access can be arranged without additional cost; internet access is not guaranteed. If internet access is essential for the event, such access must be specifically requested and arranged in advance at an additional cost. Failure to submit a request in advance may, on occasion, result in inability to provide access to campus internet.

Internet access is also available on campus computers, including in Computer Labs and the Library during hours when available to the public. Children under the age of eighteen ( 18) may not be left in any computer lab without supervision.

The campus wireless network is a common means for people to access internet services. Due to its over - the - air nature, wireless communications are vulnerable to intrusive attacks. The University accepts no responsibility for the safety of information downloaded by the User or any individual associated with the User. All downloads are done at User's own risk. User accepts full responsibility for the legality of all content downloaded by the User or User's attendees.

M. Language
The use of foul language and profanities is discouraged at all times. The University hosts many groups with diverse backgrounds. Courtesy towards others, both within the User's group and between the User's group and others is expected at all times.

Medical Emergency / Injury
In the event of a medical emergency or injury, call Public Safety at 909- 748- 8888 or 911 O. Minors ( under the age of eighteen ( 18))
For groups whose participants are under the age of eighteen ( 18) User hereby agrees and acknowledges that it has complied and will comply with applicable provisions of section INSURANCE regarding insurance for events with minors present or as participants, and with all applicable laws and regulations for the User's operations pertaining to the protection of minors, including but not limited to training for adult advisors, background checks, and reporting obligationsfor sexual or physical child abuse. By way of clarity and not by way of limitation, User's indemnification of university Generated on Mar 9 2025 at 7: 59 PM Page 13 of 18
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under section INDEMNIFICATION expressly applies to any breach of User' s obligations under this provision.

P. Misconduct
The University reserves the right to evict any person or persons whose conduct is unacceptable by University standards.

Q. Packages
User will inform the University of Redlands of any materials being shipped to the campus in order to coordinate receipt of all packages. Fees may apply. Packages can be received Monday - Thursday 08: 00 AM- 04: 30 PM and Friday 08: 00 AM- 11: 00 AM. All shipping labels must have the following information, in addition to the designated mailing address for proper handling: User group and person' s name, Attention:

Event Services.

Please check with the university before shipping packages to confirm that the correct shipping address is being used.

Do not send materials more than seven ( 7) days prior to the arrival date, as the University has limited storage space. Charges will be assessed for storing or moving these materials. Items received more than seven ( 7) days in advance of your event may be returned at the User' s expense. Also, at the User' s own expense, arrangements must be made for the return shipping of any surplus materials. The University reserves the right to discard any materials not removed within seven ( 7) days after your scheduled departure date. The University is not responsible for mislabeled packages, lost packages, or damages to items shipped, or left for pick- up to/ at the University.

R. Personal Property
The University assumes no responsibility for loss, theft, or damage to personal property belonging to the User or to any of the User's guests. Guests who believe they have left personal effects behind may contact Public Safety or Event Services
While the University attempts to return personal effects to their proper owners, it cannot assume responsibility for any item found at a venue. To prevent loss, participants should reclaim their personal effects from the University as soon as possible. The University cannot hold items longer than fourteen ( 14) days after the last day of conference residency.

All shipping charges associated with the return of property to the User or a User attendee will be the responsibility of the individual. The University will not assume the cost of shipping any item back to its original owner/ location.

S. Pool Etiquette/ Safety Rules
The University pool is used by all faculty, staff, students and guests of the University. It is expected that all users are respectful and courteous at all times. Safety rules are clearly posted at the entrance. All rules must be followed at all times. Failure to follow established safety procedures will result in a cancellation of pool privileges with no refund of the pool pass fees.

T. Public Safety
For emergency situations, Public Safety is available 24 hours a day, 7 days a week, 365 days a year, and can be reached at909- 748- 8888.

U. Publications and Sales
Before the User prints or distributes any publication or other material in which the University venues and/ or services are mentioned, or in which any University venues are pictured, User must send a draft of such proposed publication to the University for written approval in order to ensure that University services and venues are properly represented.

The name " University of Redlands" as well as all University logos and trademarks are the sole property of the University. These may not be used without prior consent from the University.

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User must first obtain written approval from the University.

V. Quiet Hours
Quiet hours in all shared -use venues are 09: 00 PM-09: 00 AM daily. Quiet hours in housing are 11: 00 PM- 07: 00 AM. Radios, televisions, stereos, and other such equipment must be operated so as not to disturb other guests. This is to be observed by all guests to ensure a peaceful and comfortable living and learning environment.

W. Smoking
The University is entirely non- smoking. User is responsible for making guests and service providers aware of and in compliance with the no smoking policy. Cleaning charges will be assessed if there is evidence of smoking in any venue.

X. University Rules and Policies
Any individual or organization renting venuesat the University must abide by and conform with all applicable University rules, policies, and regulations. The User shall be responsible to make guests, their service providers ( event planners, wedding coordinators, musicians, photographers, DJs, rental deliveries, etc.), and other concerned parties aware of and abide by University policies and regulations.

Y. Vehicles and Parking
Vehicles on University property are governed by the University' s Department of Public Safety. User and User' s attendees assume all responsibility for vehicles on University property. Under no circumstances is the University responsible for damage to any vehicle while located on University property. All parking is subject to guidelines established by the Department of Public Safety. Parking permits are not required, but all state, local, and campus parking laws/ policies must be followed.

Visitation
All non- resident visitors within a residence hall are required to be escorted at ALL times by a resident of that residence hall. University staff may require the User to request any participants or group of participants to leave the residence hall( s) and/ or University property if regulations/ procedures specified in this Agreement are violated.

AA. Weapons
The University and California Penal Code prohibit carrying or possession of weapons on University property.

Weapon" means any object designed to inflict a wound, cause injury, or incapacitate, including, but not limited to firearms, BB/ pellet/ air soft guns, paint guns, knives with blades 2.5 or more inches in length, dangerous chemicals such as mace, pepper spray, or tear gas, or any object prohibited by law.

BB. Windows
Window screens, where provided, are not to be removed for any reason. User will be charged for each window screen removed or damaged.

XI. EXTERNAL SERVICE PROVIDERS
User, or a representative of User, must be on the premises when external service providers are on campus and must be available to accept deliveries. All external service providers ( rental companies, florists, musicians, etc.) that are contracted directly with User are the sole responsibility of the User. Service providers arranged by the University will be managed by the University. All service providers, regardless of how they are engaged, must provide a certificate of liability insurance as outlined in INSURANCE.

XII. INDEMNIFICATIONS
User hereby assumes all responsibility for the safety and welfare of guests during the event. No illegal activities of any kind are permitted on the University of Redlands campus.

User shall defend, indemnify and hold harmless the University, its trustees, officers, agents, and employees from and against any and all liability, loss, expense ( including reasonable attorneys' fees), or claims for Injury or damages arising out of the performance of this Agreement but only in proportion to and to the extent such Generated on Mar 9 2025 at 7: 59 PM Page 15 of 18
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liability, loss, expense, attorney's fees, or claims for injury or damagesare causedby or result from the negligent or intentional acts or omissions of User, User' s guests, or User' s service providers, or Users breach of any provision of this Agreement.

User, if a charitable organization, association, corporation, entity or individual, having or claiming immunity or exemption ( statutory or otherwise) from liability for damage or injury to property or person, hereby waives its right to plead defensively such immunity or exemption against the University.

XIII. COMPLIANCE WITH STATE AND LOCAL LAWS AND REGULATIONS Individuals and/ or organizations renting venues at the University shall comply with all laws - federal, state and local - including all ordinances of the City of Redlands. All rules, regulations, and requirements of the police and fire departments shall be observed.

If requested by the University, any permit, license or tax required for any activity shall be purchased/ paid by the User and made available to the University. It is also the responsibility of the User to determine which laws and ordinances apply to the activity of the User and to ensure compliance with same. Should any violation be found to exist, User hereby assumes all responsibility for correcting or removing such violation.

XIV. DISPUTE RESOLUTION
In the event that a dispute arises under this Agreement, the University and User agree first to attempt to work out their differences with each other in good faith. If the matter cannot be resolved through good faith efforts, the parties agree to submit the matter to binding arbitration as follows below. This Agreement is governed by the laws of the State of California, as applied to contracts made and to be performed in California.

Arbitration
All controversies, disputes or claims ( including those based upon statute, tort or public policy and those brought against individuals or other entities) arising out of or relating to this Agreement, the services to be performed under it, or the breach thereof, shall be determined by arbitration in accordance with the procedures established below.

Arbitration must be initiated by a party providing the other party with a written demand to arbitrate and notice of selection of one arbitrator.

Within five ( 5) calendar days of receipt of the written demand to arbitrate, the second party shall select one arbitrator and give notice of its choice to the first party. The two arbitrators so selected shall be unrelated to and unaffiliated in any way with either of the parties. The two arbitrators so selected will together choose a third arbitrator within five ( 5) calendar days after the selection of the second. In the event that the two are unable to agree upon a third arbitrator, either party may petition the presiding judge of the San Bernardino County Superior Court, for the appointment of a third arbitrator.

Within five ( 5) calendar days after the selection or appointment of the third arbitrator, each party shall submit a proposeddecisionto the arbitrators with appropriate findings of fact and conclusionsof law to support the proposeddecision. A copy of the proposeddecision shall be given to the other party and to all arbitrators.

Within seven ( 7) calendar days after the submission of the two proposed decisions, the arbitrators will hold a hearing at which the parties to the dispute may submit evidence and examine witnesses. The arbitrators, if necessary, may issue subpoenas upon the request of the parties to compel the testimony of third parties and the production of documents as provided in Section 1282. 6 of the California Code of Civil Procedure. There shall be no pre -hearing discovery, except for the foregoing. Testimony shall be taken under oath and the parties may be represented by legal counsel.

The arbitrators, by majority decision, shall issue a written decisionwithin five ( 5) calendardays after the conclusion of the hearing. The decision of the arbitrators shall be final and binding upon the parties and may be entered as a judgment in a court of competent jurisdiction. The arbitrators shall not have the authority to amend, modify or delete any provision of this Agreement.

The costs of the arbitrators shall be split equally between the parties. Each party shall bear its own cost of arbitration, including fees of its counsel.

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XV. NON- DISCRIMINATION
The parties agree to be bound by applicable state and federal rules governing Equal Employment Opportunity and Non - Discrimination.

XVI. ENFORCEMENT
The University' s failure to insist upon or enforce strict performance of any provision of this Agreement shall not be construed as a waiver of any provision or right. Neither the course of conduct between the parties nor trade practice shall act to modify any provision of this Agreement.

XVII. PREVAILING LANGUAGE
In the event that the language in this Agreement conflicts with any language in any other documents related to this Agreement, the language in this Agreement shall prevail.

XVIII. ENTIRE AGREEMENT
This Agreement, and its accompanying Addendums, constitute the entire agreement between the University and User with respect to its subject matter and may be amended only by written notification between both parties.

Any and all other proposals, negotiations, promises, arrangements, or understandings, whether oral or written, made prior to this Agreement are hereby extinguished and considered null and void by both parties. University and User guarantee that, except as set forth in this Agreement, no representatives, warranties, or promises have been made to each other by their respective agents, representatives, or employees with respect to this Agreement. Neither User nor the University may assign their rights or obligations under this Agreement without the express written consent of the other party
XIX. FILM SHOOT
If the User videotapes, films, take digital images, still photography, or anything intended for motion pictures or other published media, the FILMING GUIDELINES, ADDENDUM TO AGREEMENTmust be completed by the User, and its terms are incorporated by reference into this Agreement contract and binding on the User.

This space intentionally left blank.

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XX. Mutual and Binding Agreement
This Agreement, when signed and dated below by the respective authorized representatives of University and User will be considered in force and legally binding on both parties. The User acknowledges reviewing and accepting the cancellation provisions. The person( s) signing this Agreement shall have the authority to bind their respective organizations and agree to the terms and conditions herein. The parties agree that the electronic signature, whether digital or encrypted, of a party to this Agreement shall be as valid as an original signature of such party and shall be effective to bind such parties to this Agreement.

City of R dlands
Signature
Mario Saucedo, Mayor
Date
University of Redlands
Signature
Terri Fusco, Senior Director
Attest:
i ature
Jeanne Donaldson, City Clerk
6 zb -Z6"
Date
Date
University of Redlands Event Services
1200 E. Colton Ave
PO Box 3080
Redlands, CA 92373
www. rediands. edu/ event- services
events@redlands. edu
909) 748- 8116
Revised January 2023
Generated on Mar 9 2025 at 7: 59 Pint Page 18 of 18
City Council AGENDA ITEM NO.  I8.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the Second Amendment to the agreement with the Counseling Team International and a purchase order modification in the amount of $20,000 for Redlands Police Department (Police Chief Tolber)
MOTION:

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

I move to approve a Second Amendment to the agreement and a purchase order modification in the amount of $20,000 with The Counseling Team International.

RECOMMENDATION:

Staff recommends City Council approve the Second Amendment and authorize staff to execute the modification of an existing purchase order in the amount of $20,000 with The Counseling Team International.

DISCUSSION:

On February 4, 2025, the City approved the first amendment to its agreement with The Counseling Team International (TCTI) to include additional services for the Redlands Police Department (“RPD”) related to mental health wellness checks. RPD utilized an existing contract through the Human Resources Department (HR) with TCTI to implement these services. RPD is now requesting an increase of $20,000 to the current purchase order bringing the total to $53,400 to continue providing services for its police officers and professional staff during the third year of the contract. The additional cost will be funded through the RPD's current budget.

ALTERNATIVES:

City Council may decide not to approve the Second Amendment and modification to the purchase order.

SUBMITTED BY:

Rachel Tolber, Police Chief

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

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

Jimmy Nguyen, Management Analyst

FISCAL IMPACT
Fiscal Year: FY25-26
Revenue Generating: No
Amount: $20,000
Budgeted Y/N: Y
Account No.: 101202
Additional Appropriation Required: No
Discussion:

There is no fiscal impact associated with this action. Sufficient funding remains in the FY25-26 RPD's Support Services account.

Attachments
Second_Amendment_w_TCTI.pdf
First_Amendment.pdf
TCTI_Original_Agreement.pdf
TCTI_Purchase_Order_-_22550044.pdf
1 I:\cmo\Agreements\Second Amendment w TCTI.bm.05.05.2026.FY2526-171.docx

SECOND AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES

This second amendment (“Second Amendment”) to the agreement for the provision of Employee Assistance Program services (“Agreement”), dated September 5, 2023, by and between the City of Redlands, a municipal corporation and a general law city (“City”), and Nancy K. Bohl, Inc. dba The Counseling Team International (“Consultant”), is made and entered into this 19th day of May, 2026.

RECITALS

WHEREAS, it is the desire of City and Consultant to amend their existing Agreement to increase Consultant’s compensation by $20,000 in year three.

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, entitled “Payments To Consultant," subs ection 5.1 of the Agreement, is hereby amended to read as follows:

“5.1 The total annual compensation for Consultant' s performance of the Services shall not exceed the amount of T hirty-Four Thousand Eight Hundred dollars ($34,800) in year one, the total annual compensation for year two will increase by $25,000 providing a total amount of sixty-one thousand five hundred forty dollars ($61,540) which will be covered by RPD's BSCC Officer Wellness and Mental He alth grant program and the total annual compensation for year three will increase by $20,000 providing a total amount of fifty - eight thousand four hundred dollars ($58,400) in year three, and 5% increase if services are sustained for year 4 and 5. City shall pay Consultant on a time and materials basis up to the not-to-exceed amount in accordance with Exhibit “B,” titled ("Fee Schedule") which is attached hereto and incorporated herein by reference."

Section 2.

Exhibit “B” of the Agreement, titled “Fee Schedule,” is hereby amended to the additional cost as set forth in Attachment 1.

Section 3. All other provisions of the Agreement shall remain unchanged by this Second Amendment and in effect.

[See next page for Signatures]

2 I:\cmo\Agreements\Second Amendment w TCTI.bm.05.05.2026.FY2526-171.docx IN WITNESS WHEREOF, the parties have executed this Second Amendment, to be effective as of May 19, 2026.

CITY OF REDLANDS NANCY K. BOHL, INC. dba THE

COUNSELING TEAM INTERNATIONAL

By: _______________________________ By: ________________________________ Mario Saucedo, Mayor Julie Casto Koot, Executive Director

ATTEST:

By: _______________________________
Jeanne Donaldson, City Clerk

3 I:\cmo\Agreements\Second Amendment w TCTI.bm.05.05.2026.FY2526-171.docx ATTACHMENT 1

EXHIBIT “B”

FEE SCHEDULE
COST PAGE YEAR 1

The Counseling Team International will provide confidential assessment and counseling services to safety employees and their dependents. The pricing will include the following:

A. Short- term confidential, professional counseling for approximately 155 safety employees and their eligible dependents living within the home.

1. Up to ten (10) sessions of assessment and referral/ short term counseling per family (employee and his/ her dependents), per incident, per calendar year for city safety officers.

2. Up to four hundred (400) special purpose counseling sessions to be allocated over the three (3) year life of the contract as formal or informal manager referrals.

B. Supervisor Referrals/ Consultations —provide consultations with supervisors regarding problem safety employees and/ or any aspect of the Employee Assistance Program.

C. Follow-up Sessions - for safety employees involved in Critical Incidents.

D. Orientation - TCTI will conduct an initial orientation for command staff and/ or peer support to explain the Employee Assistance Program (RAP).

E. Health Fair - TCTI will attend one health fair a year.

F. Brown Bag Seminar - TCII will conduct Twelve (12) Sixty (60) Monte seminars annually.

All benefits and services above will NOT EXCEED the annual amount of $34,800.00. This will be billed at the rate of $2, 900.00 per month.

Additional services not included in the annual amount.

A. Critical Incident Intervention - provide Stand-By-Status (SBS) 24/ 7/ 365 On-call Critical Incident Stress Management services at the reduced rate of $275.00 per hour port to port.

B. Training — provide a wide variety of training classes at the reduced rate of $225.00 per hour port to port.
4 I:\cmo\Agreements\Second Amendment w TCTI.bm.05.05.2026.FY2526-171.docx COST PAGE YEAR 2

The Counseling Team International will provide confidential assessment and counseling services to safety employees and their dependents. The pricing will include the following:

A. Short-term confidential, professional counseling for approximately 155 safety employees and their eligible dependents living within the home.

1. Up to ten (10) sessions of assessment and refe rral/short term counseling per family (employee and his/her dependents), per incident, per calendar year for city safety officers.

2. Up to font hundred (406) special purpose counseling sessions to be allocated over the three (3) life of the contract as formal or informal manager referrals.

B Supervisor Referrals/Consultations — provide consultations with supervisors regarding problem safety employees and/or any aspect of the Employee Assistance program.

C. Follow- up sessions - for safety employees involved in Critical Incidents.

D. Orientation - TCTI will conduct an initial orientation for command staff and/or peer support to explain the Employee Assistance Program (EAP).

E. Health Fair - TCTI will attend one health fair a year.

F. Brown Bag Seminar - TCTI will conduct Twelve (12) Sixty (60) Minute seminars annually.

All benefits and services above will NOT EXCEED the annual amount of $36, 540. 00. This will be billed at
the rate of $3,045. 00.00 per month.

Additional services not included in the annual amount.

A. Critical Incident Intervention - provide Stand -By -Status (SBS) 24n1365 On -call Critical Incident Stress Management services at the reduced rate of $290.00 per hour port to port.

B. Training — provide a wide variety of training classes at the reduced rate of $240. 00 per hour port to port.

Program Operations Cost: Annual Wellness Checkups
The Counseling Team International will provide annual wellness checkups service not to exceed 25,000 funded by the Redlands Police Department' s Board of State and Community Corrections' Officer Wellness and Mental Health grant program.
5 I:\cmo\Agreements\Second Amendment w TCTI.bm.05.05.2026.FY2526-171.docx COST PAGE YEAR 3
The Counseling Team International will provide confidential assessment and counseling services to safety employees and their dependents. The pricing will include the following:

A. Short-term confidential, professional counseling for approximately 155 safety employees and their eligible dependents living within the home.

1. Up to ten (10) sessions of assessment, and referral/short term counseling per family (employee and his /her dependents), per incident, per calendar year for city safety officers.

2. Up to four hundred (400) special purpose counseling sessions to be allocated over the three (3) year life of the contract as formal or informal manager referrals.

B. Supervisor Referrals/Consultations — provide consultations with supervisors regarding problem safety employees and/or any aspect of the Employee Assistance program.

C. Follow- up Sessions - for safety employees involved in Critical Incidents.

D. orientation - TCTI will conduct an initial orientation for command staff and/or peer support to explain the Employee Assistance Program (EAP).

E. Health Fair - TCTI will attend one health fair a year.

F. Brown Bag Seminar - TCTI will conduct Twelve (12) Sixty (60) Minute seminars annually.

All benefits and services above will NOT EXCEED the annual amount of $38,400. 00. This will be billed at the rate of $3,200.00 per month.

Additional services not included in the annual amount.

A. Critical Incident Intervention - provide Stand -By -Status (SBS) 24/7/365 On -call Critical Incident Stress Management services at the reduced rate of $305. 00 per hour port to port.

B. Training — provide a wide variety of training classes at the reduced rate of $255.00 per hour port to port.

There will be a 5% increase on all charges if you continue services in Year 4 and a 5% increase on all charges if you continue services in Year 5.

Program Operations Cost: Annual Wellness Checkups

The Counseling Team International will provide annual wellness checkups service not to exceed $20,000 funded by the Redlands Police Department.

FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES This first amendment (" First Amendment") to the agreement for the provision of Employee AssistanceProgramservices ("Agreement"), datedSeptember5, 2023, by andbetweenthe City of Redlands, a municipal corporation and a general law city (" City"), and Nancy K. Bohl, Inc. a California corporation dba The Counseling Team International (" Consultant"), is made and entered into this 4°i day of February, 2025.

RECITALS
WHEREAS, it is the desireof the City andConsultantto amendtheir existing Agreement, more particularly describedin Exhibit " A," " Scope of Services," which is attached hereto by reference; and
WHEREAS, it is the desireof City and Consultantto amendArticle 5.1of their existing Agreementto increaseConsultant's compensationby $25,000 in year two which will be funded from Redlands Police Department' s (" RPD") Board of State and Community Corrections' BSCC") Officer Wellness andMental Health grant program; NOW, THEREFORE, for goodandvaluableconsiderationin thereceiptof which ishereby acknowledgedCity andConsultantagreeasfollows:

AGREEMENT,
Section 1. Exhibit " A" of the Agreement, titled " Scope of Services," is hereby amended to authorize the additional services to RPD at the approved upon cost and services as identified in Attachment 1, which is attached hereto and incorporated herein by this reference.

Section 2. Article 5, entitled " Payments To Consultant," Section 5. 1 of the Agreement, is hereby amended to read as follows:

The total annual compensation for Consultant' s performance of the Services shall not exceedthe amount of thirty- four thousandeight hundreddollars ($34,800) in year one, the total annual compensation for year two will increase by $ 25,000 providing a total amountof sixty-onethousandfive hundredforty dollars ($61,540) which will becovered by RPD's BSCC Officer Wellness and Mental Health grant program and thirty eight thousandfour hundred dollars ($38,400) in year three, and 5% increaseif servicesare sustainedfor year 4 and5. City shallpay Consultant on atime andmaterialsbasisup to the not to exceed amount in accordance with Exhibit ` B," titled (" Fee Schedule Title ") which is attached hereto and incorporated herein by reference." Section 3. Exhibit ` B" of the Agreement, titled " Fee Schedule Title," is hereby amended to the additional cost as identified in Attachment 2.

Section 4. All other provisions of the Agreement shall remain unchanged by this First Amendment and in effect.

Morno\ AgreemomMirst Amendment Nancy K. Bohl, Inc, dba The Counseling Team international FY23- 0126.docx-jm IN WITNESS WHEREOF, thepartieshaveexecutedthis First Amendment, to beeffective as of February 4, 2025.

CITY OF REDLANDS NANCY K. BOHL, INC. dba THE

COUNSELING TEAM INTERNATIONAL
By: WB -
Mario S ueedo, ayor Juli Casto Koot, * Exer- uIve 4Director ATTEST:

BY=
ne Donaldson, City Clerk
2 I: 1cmolAgreements\First Amendment Nancy K. Bohl, Inc, dba The Counseling Team International FY23- 0126.docxjm ATTACHMENT 1

EXHIBIT A

SCOPE OF SERVICES
a. Apprroaahand Mothodology:

Provideastraightforwardandoonofsepresevistlon, TheproposalshouldIncludeadescriptionof yourunderstandingoftheCityandemphasizeadearunderstandingofthescopeofsavviest requiredandcismonatrateto necessaryresourcesto performtheintendedservices.

TCTIunderstandsdueCityofRedlandsisseekinganEmployeeAssistanceProgramfartheirSafety employees, TCTIunderstandsthefunctionoftheEAPistoattendtotheemotional, mentaland psycholoplcaitwithofemployeesandtheireligiblefamilymembersbyprovidingaccesstooutside counselingandreferralstoappropriatecommunityandprofessionalresourcesforhelpinresolvingproblems.

Core Cbtr6911nri
Forsafetyemployeesandtheirdependenh: '
Liptoten (to) saaslorisofassessmentandrelarraVahort-termcounselingperfamily (employeeand hisorherdependents) perindentperWonderyearforCitySafetyOfficers-, and UptofeuhundredW) specialpuposscounselingsessionstobeallocatedoverthethree (a) year whhanoptiontoextendservicesfortwo (2) additionalone (1) yearextensionswiththesameterns andconditionsduringtheWeofthecontractasInformalorFormalMergerreferrals TCTIunderstandsthevendorshallalsoprovide:
kind, Thesesessionsshall beconducted
LicensedprofessionalEAPcounselors— experiencedinprovidingEAPservices —shalldeliveroonfrdendal, toleheailhelwrt-teml, solution [causedassessmentavidcounselingseWoneforemployeesanddrabNMIias memberswhoareexperiencingIgoproblemsofanykind. Thesesessions Ibeconductedusingads and securevirtualplatforms.

Ucensed, professionalEAPcounselorsshallbeavailableinsufficientnumbersandinapproprlatsloaadonsto deliverbothurgentandnon -urgentservicesinatimelymanner, urgentrequestforserviceshallbemet within24hoursandnon -urgentrequestwithinfivebusinessdays.

TheEAPwillprovidecounselingforproblemsrelated, butnotIlmitedter: stress, family, work, grim, smoking cessation, alcohol & drugabuse, marriage & divorce, depression, parent -chillrelationships, childrspouss abuse, aging, eldercare, eOjv disorders, thnerrcialandcreditproblems, gambling, ooaffalresolution, serious ikneWdsaihofafamilymember, andmentalhealdtIssues,
IdcraMUreementslFirstAmendmentNancyK. Bahl, Inc. dbaTheCounselingTeamIntomationalFY23-0126.docxim Additional Services:

Program Operations Cost: Annual Wellness Checkups
TheCounselingTeamInternational (TCTI), TCTI shallprovidethefollowingservices:

Annual Wellness Checkups for all Redlands Police Department employees: TCTI will provide a clinician onsite at the Redlands Police Department or at the TCTI office to meet with every employee, both sworn andprofessionalstaff, in orderto reducestigmaaroundmentalwellnessand promoteeffectivestressmanagementattherateof $175perhour. 4 IdemoUgreementsWirstAmendmentNancyK. Bahl, Inc. dbaTheCounselingTeaminternationalFY23-0126.docxjm

ATTACHMENT

EXHIBIT B

FEE SCHEDULE TITLE
The CounselingTeamInternationalwill provide confidentialassessmentandcounselingservicesto safetyemployeesandtheir dependents. Thepricing will includethefollowing:

A. Short-term confidential, professionalcounselingfor approximately 155safetyemployeesandtheir eligible dependentsliving within thehome.

1. Up to ten (10) sessionsof assessmentandreferral/shortterm counselingper family (employee andhis/her dependents), per incident, per calendaryearfor city safetyofficers.

2. Up to fourhundred (400) specialpurposecounselingsessionstobeallocatedoverthethree (3) year life of the contractasformal or informal managerreferrals.

B. SupervisorReferrals/Cousultations —provide consultationswith supervisorsregardingproblem safety employeesand/or any aspectof the EmployeeAssistanceProgram.

C. Follow-up Sessions - for safetyemployeesinvolvedin CriticalIncidents.

D. Orientation - TCTI will conductaninitial orientationfor commandstaff and/or peersupportto explain the Employee Assistance Program ( RAP).

E. Health Fair - TCTI will attendonehealth fair a year.

F. BrownBagSeminar - TCII will conductTwelve (12) Sixty (60) Monteseminarsannually.

All benefits and services above will NOT EXCEED the annual amount of $ 34,800. 00. This will be billed at the rateof $2,900.00 permonth.

Additional serWees not included in the annual amount,
A. CriticalIncidentIntervention - provideStand -By -Status (SBS) 24/7/365On -callCriticalIncidentStress Managementservicesatthereducedrateof $275.00perhourportto port.

B. Training —provideawidevarietyoftrainingclassesatthereducedrateof $225.00perhourporttoport.

I:\ cmo\Agreern= ts\First Amendment Nancy K. Bobl, Inc. dba' 11ieCounseling Team Intematlonal FY23- 0126.docxjm.

COST PAGE YEAR 2
TheCounselingTeamInternationalwillprovideconfidentialassessmentandcounselingservicesto safetyemployeesandtheirdependents. Thepricingwill includethefollowing:

A. Short-termconfidential, professionalcounselingfor approximately155safetyemployeesandtheir eligible dependentsliving within thehome.
1 Uptoten (10) sessionsof assessmentandrefenal/shoattermcounselingperfamily (employee andhis/her dependents), perincident, per calendaryearfor city safetyofficers. 2 Uptofonthuirdtrd (406) specialpurposecounselingsessionstobeallocatedoverthethree (3) yen lde ofWeedakiacta§ fotntttlorinformalmanagerreferrals.

B SupervisorReferrals/Consultations —provideconsultationswith supervisorsregardingproblemsafety employeesand/oranyaspectof theEmployeeAssistanceprogram.

C. Follow-upsessions - forsafetyemployeesinvolvedin CriticalIncidents.

D. Orientation - TCTf will conductaninitial orientationfor commandstaffand/orpeersupportto explain the Employee Assistance Program ( EAP).

E. HealthFair - TCTI will attendonehealthfair ayear.

F. BrownBagSeminar - TCTIwill conductTwelve (12) Sixty (60) Minuteseminarsannually.

All benefits and services above will NOT EXCEED the annual amount of $ 36,540.00. This will be billed at therateof $3,045.00.00permonth.

Additional services ga Included In the annual amount.

A. CriticalIncidentIntervention -provideStand -By -Status (SBS) 24n1365On -callCriticalIncidentStress Managementservicesatthereducedrateof $290.00perhourporttoport.

B. Training —provideawidevarietyoftrainingclassesatthereducedrateof $240.00perhourporttoport.

Program Operations Cost: Annual Wellness Checkups
The Counseling Team International will provide annualwellness checkupsservice not to exceed 25,000 fundedby the RedlandsPolice Department's Board of Stateand Community Corrections' Officer WellnessandMental Health grantprogram.

IornolAgnementsTirst AmendmentNancyK. Bohl, Inc. dbaTheCounselingTeamInternationalFY23-0126.docx-jm AGE YEAR 3
The Counseling Team luteltiational will provide confidential assessmentand c< safetyemployeesandtheirdependents. Thepricingwill includethefollowing:

A. Short-termconfidential, professionalcounselingfor approximately155safetyemployeesandtheir eligible dependentsliving within thehome.
to
1 Uptoten (10) sessionsof assessment, andreferral/shorttermcounselingperfamily (employee andhisliier dependents), per incident, per calendaryear for city safetyofficers. 2 Uptofourhundred (400) specialpurposecounselingsessionstobeallocatedoverthethree (3) year life of thecontractasformal or informal managerreferrals.

B. SupervisorReferrals/Consultations—provideconsultationswith supervisorsregardingproblemsafety employeesand/or anyaspectof theEmployeeAssistanceprogram.

C. Follow-up Sessions - for safetyemployeesinvolvedin Critical Incidents.

D. orientation - TCTI will conductaninitial orientationfor commandstaff and/or peersupportto explain the Employee Assistance Program ( EAP)_
E. HealthFair - TCTI will attendonehealthfair ayear.

F. BrownBagSeminar - TCTIwill conductTwelve (12) Sixty (60) Minuteseminarsannually.

All benefits and services above will NOT EXCEED the annual amount of $38,400.00. This will be billed at thefate of $3,200.00per month.

Additional services not included in the annual amount.

A- Critical IncidentIntervention - provide Stand -By -Status (SBS) 24/'7/365 On -call Critical Incident StressManagementservicesat thereducedrateof $305.00 perhourport to port.

B. Training —provideawidevarietyoftrainingclassesatthereducedrateof $255.00perhourporttoport.

There will be a 5% increase on all chargesH you continue servicesin Year 4 and a 5% increaseon all chargesif you continue servicesin Year 5.

IAcmolAgreements;Wirst Amendment Nancy K. Bob], Inc, dbaThe Counseling Team International FY23- 0126.doexjm

AGREEMENT TO PERFORM PROFESSIONAL SERVICES
Thisagreementfor theprovisionof EmployeeAssistanceProgramservices ("Agreement") ismadeandenteredinthis5thdayof September2023 ("Effective Date"), by andbetweentheCity of Redlands, a municipal corporation (" City") andNancyK. Bohl, Inc. dbaTheCounselingTeam International " Consultant"), a California corporation. City and Consultant are sometimes individually referredto hereinasa "Party" and, together, asthe "Parties." In consideration of the mutualpromisescontainedherein, City andConsultantagreeasfollows:

1. 1
ARTICLE 1 - ENGAGEMENT OF CONSULTANT
City herebyengagesConsultantto provideEmployeeAssistanceServicesfor City (the Services").

1. 2 TheServicesshallbeperformedby Consultantin aprofessionalmanner, andConsultant representsthat it hasthe skill and the professionalexpertisenecessaryto provide the Servicesto City at a level of competencypresentlymaintainedby otherpracticing professionalconsultantsin theindustryprovidinglikeandsimilartypesof Services.

ARTICLE 2 — SERVICES OF CONSULTANT

2. 1 TheServicesthatConsultantshallperformaremoreparticularlydescribedin Exhibit " A," titled " Scope of Services," which is attached hereto and incorporated herein by this reference. -

2. 2 Consultantshallcomplywithapplicablefederal, stateandlocallawsandregulationsinthe performanceof this Agreementincluding, but not limited to, any applicableState prevailingwagelaws.

ESPO SIB1LITIES CITY'

3. 1 CitydesignatesTommiNg, AssistantDirectorof HumanResources/RiskManagement, as City'srepresentativewith respectto performanceof theServices, andsuchpersonshall havetheauthoritytotransmitinstructions, receiveinformation, interpretanddefineCity's policiesanddecisionswith respecttoperformanceoftheServices.

ARTICLE 4 — PERFORMANCE OF SERVICES

4. 1 ConsultantshallperformandcompletetheServicesinapromptanddiligentinaccordance with the schedulesetforth in Exhibit " A," which is attachedhereto and incorporated herein by reference.

4. 2 Thetermof thisAgreementshallbefor aperiodof three (3) yearsfrom September6, 2023, through September 5, 2026 ( the " Initial Term"). The .City shallhavetheoptionto extend the Initial Term of this Agreement by two ( 2) additional one-year terms ( each, an Extended Term"), on the same terms and conditions, by providing written notice to Consultant 1 I:\cmo\Agreements\The CounselingTeamFY22-0219.docxjm
at leastthirty (30) dayspriortotheexpirationof theInitialTermoranyExtendedTerm.

4. 3 If Consultant' s Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to City, consistent with City Council -adoptedpolicy for the same. It shall be the obligationof Consultantto obtaina copyof suchpolicy from City staff.

ARTICLE 5 — PAYMENTS TO CONSULTANT

5. 1 The total annualcompensationfor Consultant's performanceof the Servicesshall not exceedthe amountof thirty four thousandeight hundreddollars ($34,800) in year one, thirty six thousandfive hundredforty dollars ($36,540) in yeartwo, thirty eightthousand four hundred dollars ($ 38,400) in year3, and5% increaseif servicesare sustainedfor year 4 and5. CityshallpayConsultantonatimeandmaterialsbasisupto thenotto exceed amount in accordance with Exhibit " B," titled (" Fee Schedule Title") which is attached hereto and incorporated herein by reference.

5. 2 Consultantshallsubmitmonthlyinvoicesto City describingtheServicesperformedduring theprecedingmonth. Consultant'sinvoicesshallincludeabriefdescriptionoftheServices performed, thedatesthe Serviceswereperformed, thenumberof hoursspent andby whom, and a description of reimbursable expensesrelated to the Services. City shall pay Consultantnolaterthanthirty (30) daysafterreceiptandapprovalby City of Consultant's invoice.

5. 3 Any noticeor othercommunicationrequired, or whichmaybe given, pursuantto this Agreement, shallbe in writing. Any suchnoticeshallbedeemeddelivered (i) onthedate ofdeliveryinperson; (ii) five (5) daysafterdepositinfirstclassregisteredmail, withreturn receiptrequested; (iii) ontheactualdeliverydateif depositedwith anovernightcourier; or iv) on the datesentby facsimileor electronicmail transmission (includingPDF), if confirmed with a copy sent contemporaneouslyby first class, certified, registered or expressmail; in eachcaseproperlypostedandfully prepaidto theappropriateaddressset forth below, or suchotheraddressasa Partymay providenotice in accordancewith this section:

CITY: CONSULTANT:

City Clerk
City of Redlands
35 Cajon Street
P.O. Box 3005 (mailing)
Redlands, CA 92373
[email protected]
Phone: ( 909) 798- 7531
2 I:\emo\Agreements\The CounselingTeam FY22-0219.docxjm Julie Casto Koot, Executive Director
NancyK. Bohl, Inc. dbaTheCounseling
Team International
1881 Business Center Drive, # 11
San Bernardino, CA 92408
[email protected]
Phone: 800- 222- 9691
Fax: 909- 384- 0734
ARTICLE 6 — INSURANCE AND INDEMNIFICATION

6. 1 The following insurancecoveragerequiredby this Agreementshall be maintainedby Consultantfor thedurationof itsperformanceof theServices. Consultantshallnotperform anyServicesunlessanduntiltherequiredinsurancelistedbelowisobtainedbyConsultant.

ConsultantshallprovideCity with certificatesof insuranceandendorsementsevidencing suchinsuranceprior to commencementof the Services. Any cancelledor non -renewed policywill bereplacedwithnocoveragegapandacurrentCertificateof Insurancewill be provided to the City.

A. Workers' Compensation and Employer' s Liability, insurance in the amount that meets statutoryrequirementswith aninsurancecarrieracceptableto City, or certificationto City thatConsultantis self -insuredor exemptfromtheworkers' compensationlaws of the State 'of California. ConsultantshallexecuteandprovideCity with Exhibit "C titled " Workers' Compensation Insurance Certification," which is attached hereto andincorporatedhereinby this reference, prior to performanceof theServices.

B. Comprehensive General Liability insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($ 1,000,000) per occurrenceandTwo Million Dollars ($ 2,000,000) aggregate, for public liability, property damageand personal injury is required. City shallbenamedasanadditionalinsuredandsuchinsuranceshall beprimaryandnon-contributingto anyinsuranceor self-insurancemaintainedby City.

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

D. BusinessAuto Liability coverage, with minimum limits of One Million Dollars 1,000,000) peroccurrence, combinedsinglelimit bodily injury liability and property damageliability. This coverageshall include all Consultantownedvehiclesusedin connectionwith Consultant'sprovisionof theServices, hiredandnon -ownedvehicles, andemployeenon -ownershipvehicles. City shallbenamedasanadditionalinsured and such insuranceshall be primary andnon-contributingto any insuranceor self- insurance maintained by City.

E. Consultantis expresslyprohibitedfrom assigningorsubcontractinganyof theServices without the prior written consentof City. In the event of mutual agreement by the Partiesto assignor subcontracta portion of the Services, Consultantshall addsuch assigneeasanadditionalinsuredto the insurancepoliciesrequiredherebyandprovide City with the insuranceendorsementsprior to any Servicesbeingperformedby the assignee or subcontractor.

6. 2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed officials, employees and agents from and against any and all claims, losses or liability, including attorneys' fees, arising from injury or deathto personsor damageto property 3 I:\emo\Agreements\The CounselingTeamFY22-0219,docx-jm occasionedby anynegligentactor omissionby, or thewillful misconductof, Consultant, or its officers, employees and agents in performing the Services.

ARTICLE - CONFLICTS OF INTEREST

7. 1 Consultant covenants and representsthat it doesnot have any investment or interest in any real propertythat may be the subjectof this Agreementor any othersourceof income, interestin realpropertyor investmentthatwouldbeaffectedin anymanneror degreeby theperformanceof Consultant'sServices. Consultantfurthercovenantsandrepresentsthat intheperformanceofitsdutieshereunder, nopersonhavinganysuchinterestshallperform any Services under this Agreement.

7. 2 Consultantagreesit is not a designatedemployeewithin the meaningof the Political Reform Act because Consultant:

A. Does not make a governmental decision whether to:
i) approve a rate, rule or regulation, or adopt or enforce a City law; ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; iii) authorize City to enter into, modify or renew a contract; iv) grantCity approvalto a contractthatrequiresCity approvalandto which City is aparty, orto thespecificationsfor suchacontract; v) grantCity approvalto aplan, design, report, studyor similar item; vi) adopt, or grantCity approvalof, policies, standardsor guidelinesfor City or for anysubdivisionthereof.

B. Doesnot servein a staff capacitywith City and in that capacity, participatein makinga governmentaldecisionor otherwiseperformthesameor substantiallythe samedutiesfor City that would otherwisebeperformedby anindividual holdinga position specifiedin City' s Conflict of InterestCode under GovernmentCode section 87302.

7. 3 In theeventCity determinesthatConsultantmustdiscloseitsfinancialinterests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk's office pursuantto the written instructions providedby theCity Clerk.

ARTICLE 8 — GENERAL CONSIDERATIONS

8. 1 In theeventanyactionis commencedto enforceor interpretanyof thetermsor conditions of this Agreementtheprevailing Partyshall, in additionto anycostsandotherrelief, be entitledto therecoveryof its reasonableattorneys' fees, includingfeesfor the useof in- housecounsel by a Party.

8. 2 Consultant shall not assign any of the Services, except with the prior written approval of 4 I:\cmo\Agreements\The CounselingTeam FY22-0219.docxjm City andin strict compliancewith thetermsandconditionsof this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretionof City, resultin City'simmediateterminationofthisAgreement.

8. 3 Consultantisfor all purposesunderthisAgreernentanindependentcontractorandshall performtheServicesasanindependentcontractor. NeitherCity noranyits agentsshall have control over the conduct of Consultant or Consultant' s employees, except as herein setforth. Consultantshallsupplyall necessarytoolsandinstrumentalitiesrequiredto performtheServices. AssignedpersonnelemployedbyConsultantareforitsaccountonly, and in no event shall Consultantor personnelretainedby it be deemedto have been employedby Cityor engagedbyCityfortheaccountof, oronbehalfof City. Consultant shallhaveno authority, expressor implied, to act on behalfof City in anycapacity whatsoever asan agent, nor shall Consultant have any authority, expressor implied, to bind City to any obligation.

8. 4 This Agreementmay be terminatedby City, in its solediscretion, by providing not less thanfive (5) dayspriorwrittennoticeto Consultantof City's intentto terminate. If this Agreementis terminatedby City, an adjustmentto Consultant's compensationshall be made, but ( 1) no amount shall be allowed for anticipated profit or unperformed Services, and (2) anypaymentdueConsultantatthetimeofterminationmaybeadjustedtotheextent ofanyadditionalcoststo CityoccasionedbyanydefaultbyConsultant. Uponreceiptof a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five ( 5) days of the date of the termination notice, deliver or otherwise make availableto City, copies (in both hard copy and electronicform, whereapplicable) of projectrelateddata, designcalculations, drawings, specifications, reports, estimates, summariesand suchother informationandmaterialsas may havebeenaccumulatedby ConsultantinperformingtheServices. Consultantshallbecompensatedonapro-ratabasis for Servicescompletedupto thedateof termination.

8. 5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documentsevidencingcostsandexpensesrelatedto the Servicesfor a periodof three (3) years, orforanylongerperiodrequiredbylaw, fromthedateoffinalpaymenttoConsultant pursuantto this Agreement. Suchbooksshall be availableat reasonabletimesfor examinationby City at theoffice of Consultant.

8. 6 This Agreement, includingthe Exhibits incorporatedhereinby reference, representsthe entireagreementandunderstandingbetweenthePartiesasto thematterscontainedherein, andanypriornegotiations, writtenproposalsorverbalagreementsrelatingtosuchmatters are supersededby this Agreement. Except as otherwise provided for herein, any amendmentto this Agreementshallbein writing, approvedby City andsignedby City and Consultant.

8. 7 This Agreementshall be governedby and construedin accordancewith the laws of the Stateof California, without regardto its conflicts of laws provisions. The Partiesagreethat all actionsor proceedingsarisingin connectionwith this Agreementshallbetried and litigatedonly in thestatecourtslocatedin SanBernardinoCounty, California, and the 5 I:\emo\Agreements\ The CounselingTeam FY22- 0219.docx-jm federal courts located in Riverside County, California.

8. 8 If oneor moreof thesentences, clauses, paragraphsor sectionscontainedin thisAgreement is declaredinvalid, void or unenforceableby a court of competentjurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidatethe remainingsentences, clauses, paragraphsor sectionscontained herein, unlessto do so would deprive a Party of a material benefit of its bargain under this Agreement.

IN WITNESSWHEREOF, duly authorizedrepresentativesof City andConsultanthave signed in confirmation of this Agreement.

CITY OF
ddie Tejeda, Mayor
ATTEST:
e Donaldson, City Clerk
6 I:\cmo\Agreements\The CounselingTeam FY22-0219.docx-jm NANCY K. BOHL dba THE COUNSELING

TEAM INTERNATIONAL
asto Koot, Executive Director
EXHIBIT " A"
Scope of Services
c. Approach and Methodology:

Provideastraightforwardandconcisepresentation. ThepropgsalshouldIncludeadedcrlptianof yourunderstandingoftheCityandemphasizeaclearunderstandingofthescopeofservices requiredanddemonstratethenecessaryresourcestoperformtheintendedservices.

TCTIunderstandstheCityofRedlandsisseekinganEmployeeAssistaneeProgramfortheirSafety employees, TCTIunderstandsthefunctionoftheEAPis toattendtotheemotional, mentaland psychologlealhealthofemployeesandtheireligiblefamilyMembersbyprovidingaccesstooutside counselingandreferralstoappropriatecommunityandprofessionalresourceforhelpinresolvingproblems, CoreCeeneeiinq
Forsafetyemployeesandtheirdependents:

Uptoten (10) sessionsofassessmentandreferraltshort-termcounselingperfamily (employeeand hisorherdependents) perincidentpercalendaryearforCitySafetyOfficers; and Uptofourhundred (400) specialpurposecounselingsessionstobeallocatedoverthethree (3) year withanoptiontoextendservicesfortwo (2) additionalone (1) yearextensionswiththesameterms andcoreiltiionsduringthelifeofthecontractasinformalorFormalManagerreferrals TCTIunderstandsthevendorshallalsoprovide:

LicensedprofessionalEAPcounselors — experiencedinprovidingEAPservices — shalldeliverconfidential, Infer on ilia -Perm; Solutionfbaused sessmenteiridoounaeiingsessionsforenrp e®sandtheirfamilies memberswhoareexperiencingfileproblemsofanykind. Thesesessionsshahbeconductedinsafe, private, andconfidentialoffices,
LicensedprofessionalEAPcounselors— experiencedinprovidingEAPservices — shalldeliverconfidential, teiehealthshorttern, solutionfocusedassessmentandcounselingsessionsforemployeesandtheirfamilies memberswhoareexperiencinglifeproblemsofanykind. Thesesessionsshallbeconductedusingsafeand securevirtualplatforms.

Licensed, professionalEAPcounselorsshallbeavailableinsufficientnumbersandinappropriatelocationsto deliverbothurgentandnon -urgentservicesinatimelymanner, Urgentrequestforserviceshallbemet within 24 hoursandnon -urgentrequestwithinfive businessdays, TheEAPwillprovidecounselingforproblemsrelated, butnotlimitedto: stress, family, work, grief, smoking cessation, alcohol & drugabuse, marriage & divorce, depression, parent -childrelationships, childlspouse abuse, aging, eldercare, eatingdisorders, financialandcreditproblems, gambling, conflictresolution, serious illness/deathofa familymember, andmentalheathissues,
7 I:\cmo\Agreements\The CounselingTeamFY22-0219,docxjm
EXHIBIT " B"
Fee Schedule Title
COST PAGE YEAR I.

The CounselingTeamInternationalwill provideconfidentialassessmentandcounselingservicesto safetyemployeesandtheirdependents. Thepricingwill includethefollowing:

A. Short -teenconfidential, professionalcounselingforapproximately155safetyemployeesaid their eligible dependentsliving within thehome.

1. Up to ten (10) sessionsof assessmentandrefesral/shorttenn counselingperfamily (employee andluslherdependents), perincident, percalendaryearfor city, safetyofficers..

2. Uptofourhundred (400) specialpurposecounselingsessionstobeallocatedoverthethree (3) yearlifeofthecontractasformalorinformall<n><anagerreferrals.

B. SupervisorReferrals/Consultations —provideconsultationswith supervisorsregardingproblemsafety employeesand/oranyaspectof theEmployeeAssistanceProganx.

C. Follow-up Sessions - for safetyemployeesinvolvedin CriticalIncidents.

ID. Orientation - TCTIwill conductaninitialorientationforcommandstaffond/orpeer :tpportto explain the F:rplayee Assistance Program ( EAP).

E. Health Fair - TCTI will attend one health fair ayear.

F. BrownBagSeminar - TCTIwill conductTwelve (12) Sixty (60) 11/4iJinuteseal ,nrsnzuit,lly.

AlI benefits and services above will NOT EXCEED the annual amount ©f $34 800.00. This will be billed at the rateof $2,900.00permonth.

Additional services not included in the annual amount_
A. Crd ctl IncidentIntervention - provideStand.BY-Status (SBS) 24/7/365'On-call Critca Managementservicesatthereducedrateof $275..00perhourport to part.

B. Training — provideawidevarietyof !Tailingclassesatthereducedrateof $225.0Operhourporttoport. 8 1:\cmo\Agreements\The CounselingTeam FY22-0219.docx-jm COST PAGE YEAR 2
The CounselingTeamInternational will provide confidential assessmentand counselingservicesto safetyemployeesandtheirdependents. Thepricingwill includethefollowing:

A. Short-termconfidential, professionalcounselingforappro:umately155safety `etuployeesandtheir eligibledependentsLivingwithin thehome.
1 Uptoten (10) sessionsofassessmentandreferral/shortternscounselingperfamily (employee andIns/herdependents), perincident, percalentdaryearfor city safetyofficers. 2 Uptofourhundred (400) speetalputposecounselingsessionstobeallocatedoverthet see (3) yearlife ofthecontractasforxnaiorinformalmanagerreferrals.. i SupervisorReferrals!Consultntions — provideconsultationswithsupervisorsregardingproblemsafety employeesand/or any aspectof the Employee AssistanceProgram.

C. Follow-up Sessions - for safetyemployeesinvolvedin CriticalIncidents.

D. Orientation - TCTI will conduct an initial orientation for command staff andfor peer supportto explain the Employee Assistance Program ( EAP).

HealthFai- TCTIwill attendonehealthfairayear.

F Brown Rag Seminar - TCTT will conduct Twelve ( 17.) Sixty (60) Mitmte Seminarsannually All benefits andservices abovewill NOT EXCEED the annual amount of $36,540.00. This will bebilled at therateof $3,045.00.00permonth.

Additional services not included in the annual amount.

A. CriticalIncidentIntervention - provideStand -By -Status (SBS) 24/7/365On -callCriticalIncidentStress Managementservicesatthereducedrateof $290.00perhourport to port.

B. Training — provideawidevarietyoftrainingclassesatthereducedrateof $240.00perhourporttoport. 9 1:\cmo\Agreements\The CounselingTeamFY22-0219.docxjm
COST PAGE YEAR 3
TheCounselingTeamInternationalwill provideconfidentialassessmentandcounseling .servicesto safetyemployeesandtheirdependents. Thepricing. will includethefollowttng:

A. Short -ternsconfidential, professionalcounselingfor approximately155safetyemployeesandtheir eligibledependentslivingwithinthehome.
1 Upto ten (10) sessionsofassessmentandreferral/shortterrnxcounselingperfamily (employee andhis/herdependents), per incident, per calendaryear for citysafetyofficers,. 2 Up to fourliundred (400) specialpuposecounselingsessionsto beallocatedover the the (3 year life of thecontractas formalor informalmanagerreferrals. B.

SupervisorReferrals/ Consultations — provide consultationswith supervisorsregarding problem safety employees and/ or anyaspectof theEmployeeAssistanceProgram. C.

Follow-up Sessions - for safetyemployeesinvolved in CriticalTucidents. D.

Orientation - TCTI will conductAD initialorientationfor commandstaff uidlorpeer upportto e cplainthe EmployeeAssistance Program ( EAP). E.

HealthFair - TCTI will attendone healthfair a year. F,
BrownBag Seminar -'TCTI will conductTwelve (12) Sixty (60) Minuteseminarsannually. All benefits andservicesabovewill NOT EXCEEDthe annual momof $ 382400.00. This wilt be billedat the rate of $3, 200.00per month. Additionalservices ,
got itrcludedinthe annual amount. A. Critical
IncidentIntetventiort _ provideStand - By - Status (SBS) 24/ 7/ 365On -callCriticalIncidentStressManagement servicesat the reducedrateof $ 305,00 per hourportto port. B. Training — providea wide varietyof Namingclassesat the reducedrateof $ 255.00 per hourportto port. Therewill be a 5% increaseon all chargesif you continueservicesin Year 4 and a 5% increasean all chargesif you continueservicesin Year 5. 10 I:\
cmo\
Agreements\Tile Counseling TeamFY22- 0219, docx jm
EXHIBIT " C"

WORKERS' COMPENSATION INSURANCE CERTIFICATION
Everyemployer, excepttheState, shallsecurethepaymentof compensationin oneormoreof the following ways:
a) By beinginsuredagainstliability to paycompensationby oneor moreinsurersduly authorized to write compensation insurance in this State. b) By securingfrom the Director of IndustrialRelations, a certificateof consentto self -insure, either as an individual employer, or as one employer in a group of employers, which may begivenuponfurnishingproof satisfactoryto theDirector of Industrial Relations of ability to self -insure and to pay any compensation that maybecomedueto his or heremployees.

CHECK ONE
I amawareof theprovisionsof Section3700of theLaborCodewhichrequireseveryemployer to be insured againstliability for Workers' Compensationor to undertakeself- insurancein accordancewith the provisions of that Code, and I will comply with suchprovisions before commencingthe performanceof the work and activities required or permitted under this Agreement. ( Labor Code § 1861).

I affirm that at all tittles, in performing the work and activities required or permitted under this Agreement, I shall not employanypersonin any mannersuchthat I becomesubjectto the workers' compensation laws of California. However, at any time, if I employ any person suchthat I become subject to the workers' compensation laws of California, immediately I shall provide the City with a certificateof consentto self -insure, or a certificationof workers' compensation insurance.

I certifyunderpenaltyofperjuryunderthelawsoftheStateof Californiathattheinformationand representations made in this certificate are true and correct.

Nancy K. Bohl dba
The Counseling Team International
asto Koot, Exd Director
11 I:\ cmo\Agreements\The CounselingTeamFY22-0219.doexjm Date:

Vendor
Bil
l To
Fiscal Year
Department
Purchase Order Date
Purchase Order Number
Required By
Ship To
VENDOR PHONE NUMBER REQUISITI
ON NUMBERVENDOR NUMBERVENDOR FAX NUMBER DELIVERY REFERENCEBUYER NAME NOTES
ITEM # DESCRIPTION QUANTITY UOM UNIT PRICE EXTEND
ED PRICE
Ship Email:

PURCHASE ORDER
1591

NANCY K BOHL INC
DBA: THE COUNSELING TEAM INTERNATIONAL
PO BOX 7667
NEWPORT BEACH, CA 92658

CITY OF REDLANDS
PO BOX 3005
REDL
ANDS, CA 92373
EMAIL: [email protected]
*Emailing invoice and referencing PO No.
is required and will expedite payment*
.

FINBIL
22550044

HUMAN RESOURCES/RISK MGMT
08/27/2025

THIS PURCHASE ORDER NUMBER MUST APPEAR ON
ALL INVOICES, PACKAGES, AND SHIPPING PAPERS.
09/06/2025

Human Resources Div
35 Cajon St
Suite 200
Redlands, CA 92373
HR
800-222-9691 12502567 Marina Walker1591

OFFICES

OF MENTAL HEALTH PRACTITIONERS
PURCHASE ORDER AS PER CITY COUNCIL APPROVAL AND AGREEMENT DATED SEPTEMBER 5, 2023, PER CITY COU

NCIL APPROVAL AND FIRST AMENDMENT TO THE
AGREEMENT DATED FEBRUARY 4, 2025, AND PER RFP NO.20230621EM BID CONFIRMATION NO. 352483 DAT ED JULY 5, 2023.
.

PURCHASE ORDER TERM:

SEPTEMBER 6, 2025 - SEPTEMBER 5, 2026.
.

NOT TO EXCEED DOLLAR AMOUNT PER PO TERM. THI
S PO WILL BE CLOSED WHEN THE TOTAL AMOUNT IS EXHAUSTED. .

PURCHASE ORDER WILL BE VALID ONLY WITH A CURRENT APPROVED MINIMUM LIABILITY COVERAGE ON FILE WITH RISK MANAGEMENT. .

PURCHASE ORDER IS YEAR 3 OUT OF A 3 YEAR INITIAL TERM.

1.0000 EA $38,400.0000 $38,400.00PROVIDE EMPLOYEE ASSISTANCE SERVICES FOR SAFTEY EMPLOYEES FOR THE CITY OF REDLANDS.
1 mwalke
[email protected]
PROCUREMENT MANAGER Purchase Order Total
Total Ext. Price $38,400.00
$38,400.00

PURCHASING DIVISI
ON - 1270 W. PARK AVE. REDLANDS, CA 92373 - Email: [email protected]

PLEASE SEE ATTACHED PURCHASE ORDER TERMS

AND CONDITIONS

CITY OF REDLANDS

PURCHASE ORDER TERMS AND CONDITIONS
unless otherwise specified in an executed agreement, the following shall apply

1. INVOICES: Each purchase
order is to be invoiced separately and all invoices shall be submitted to the billing address as shown on the front of the Purchase Order. All invo
ices, shipping documents, correspondence, and-related papers must have the purchase order number and consignee shown clearly in their face.

2. PACKAGIN
G AND DRAYAGE: Unless so specified on the Purchase Order and evidenced by a copy of the freight bill attached to the invoice, there shall be no char
ge to the City for either packaging and/or drayage

3. INSPECTION: All materials and workmanship provided under the terms of the Purchase Order are subj ect to inspection and test by the City
to ensure compliance with the requirements and specifications contained therein. In the event that the goods or serv ices delivered are
defective, or are not in conformity with the Purchase Order, the City shall have the right to either reject said goods or services, or require that
they be corrected or otherwise brought into conformity with the terms set forth in the Purchase Order.

4. RESPONSIBILITIES: Unless othe
rwise specified in the Purchase Order, the supplier/contractor shall be responsible for all items covered in said Purchase Order until delivered at
the designated delivery point and thereafter accepted by the City. Supplier/contractor shall bear all risks as the goods and services provided until they
are finally accepted by the City. Upon the City’s notice to supplier/contractor of its rejection of the goods or services provided or the need for the corr
ection thereof. All such defective goods or services shall be removed from City premises, and any and all expenses incurred in the removal and/or correction of such defective goods or services shall be borne entirely by the supplier/contractor.

5. ACCEPTANCE: The City’s final acceptance of the goods or services provided under the Purchase Order shall be conclusive except in those instances where a latent defect or fraud is subsequently discover ed, or when a supplier/contractor has committed such gross mistakes that they are tantamount to a fraud. The City’s failure to inspect and either accept or reject the goods or services delivered shall not relieve the supplier/contractor for the responsibility for strict compliance with the terms and spec ifications of the Purchase Order.

6. CHANGES: This Purchase Order may, at any time, be changed with regard to the materials or services to be furnishe d, the quantity
ordered, the unit price, discount, delivery point or arrangements, terms or any other matters affecting a valid order. However, in order to be
effective, any such change or amendment causes an increase or decrease in the cost of performance hereunder, an equitable adjustment shall
be made to reflect the increase or the decrease in the cost thereof. Any such adjustment shall be subject to the written approval of the Purchasing Agen
t. No variation in the quality, quantity, or coat of any item called for by this Purchase Order Shall be acceptable by the City except in pursuance
of a written Change Order approved by the Purchasing Agent.

7. TERMINATION: This Purchase Order may be terminated, in whole or in part, at any time , by written notice to the supplier/contractor. Such
termination shall be effective with respect to the quantity, manner, and time specified in such noti ce. The City shall be liable at the stipulated
price only for such materials and/or services as have been delivered and/or rendered and accepted as of the effective date of said written
notice. The City shall not be liable for any excess cost arising out of such termination, and failure of the supplier/contractor to cease delivery
and/or work upon receipt of such termination notice shall not occasion a claim for extra costs.

8. TIME IS OF THE ESSENCE: In the even
t that the supplier/contractor fails to perform this Purchase Order within the time specified, the Purchasing Agent may, by written notice, order the supp lier/contractor to cease further deliveries and may hold the supplier/contractor liable for any damages caused to the City by reason of such delay. If no time is specified, it is expected that the supplier/contractor shall begin performance within a reasonable time after placement of the order. The City may extend periods of performance if the facts as to the cause of the delay, in sole opinion of the Purchasing Agent, justify such an extension.

9. LIABILTIY: The supplier/contractor shall defend, indemnify and hold harmless the City, its elected officials, officers, employees, and agents from all clai
ms, losses, damages, costs, expenses and suits, in law or in equity, because of personal injury, property damage, or alleged or actual patent infringements,
based on the performance of this Purchase Order or asserted against it. Further, supplier/contractor warrants that the City shall not be responsible for any dama
ges that may be claimed by reason or death injury of the person of the supplier/contractor’s officer, agents, employees, invitees or licensees or for damage to any property of the supplier/contractor or any other damage that may arise or result at anytime because of personal injury or damage to prop erty sustained by any other person or persons, which may have been caused or contributed by proximately or otherwise by reason of, or in course of, carrying out this Purchase Order.

10. DISPUTES: All disputes concerning questions of fact which may arise under this Purchase Order under this Purchase Orde r, and not
disposed of by mutual agreement and/or consent, shall be decided by the sole discretion of the Purchasing Agent. All disputes concerning ques
tions of law, which may arise under this Purchase Order, shall be decided under applicable laws of the State of California.

11. PAYMENTS: Payment
s shall be made upon submission of an itemized invoice, presented in duplicate of the prices stipulated in the Purchase Order and within 30 days of
becoming due for supplies delivered and accepted or services rendered and accepted, less deductions if any. When requested by the supplier/contractor, payment on partial deliveries may be made whenever, in the sole discretion of the Purchasing Agent, the surrounding circumstances warrant such partial payment. In the event and, if for any reason, an overpayment is made; the City requires prompt refund of said overpayment by way of supplier/contactor’s properly referenc ed check.

12. LICENSOR: All supplier/contractors who perform work within the City, must have on file at the Redlands City Revenue Office, a current and vali
d city business license.

13. CONFORMITY WITH SAFETY ORDERS: The goods and/or services covered by this Purchase Order or contract must conform to the safety orde
r of OSHA, CAL-OSHA, and/or NIOSHA and any and all applicable material safety data sheets (MSDS).

14. PREVAILING WAGES: When applicable, the City
is subject to the State of California prevailing wage laws as set forth in California Labor Code Section 1770 et seq. The contractor is responsible for determining the appropriate Department of Industrial Relations (DIR) classification for the various employees and subcontractors used for a particular project or service. The rates for each classification are posted on the DIR website at http://www.dir.ca.gov/DIRdatabases.html. All contractors performing work for the City are responsible for abiding by all applicable prevailing wage laws, and must furnish the City with Certified Payroll Records upon request.

City Council AGENDA ITEM NO.  J1.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Discussion and possible action relating to the Redlands Downtown Morning Market hours of operation and future location options (Mayor Pro Tem Shaw) MOTION:

The following motions are provided for the Council to consider:

Option 1:

I move to direct staff to adjust the current Downtown Morning Market hours of operation to begin at 7:00 am and end by 11:00 am, with the corresponding parking lot closure to extend no more than one hour before or one hour after the event hours.

Option 2:

I move to direct staff to contact the Grove School with the intent to merge the current Downtown Morning Market with their Farmers Market and cease to host the Downtown Morning Market after July 25, 2026.

Option 3:

I move to direct staff to explore alternative sites near downtown and solicit proposals for third-party administration of a weekly farmers market near downtown.

Option 4:

I move to direct staff to continue with the Downtown Morning Market as currently administered with no change to day, location, or hours.

RECOMMENDATION:

At the request of the Mayor Pro Tem Shaw, this item has been placed on the agenda for City Council discussion and possible direction regarding the Downtown Morning Market hours of operation, potential relocation options, and possible coordination with the existing Farmers Market at Grove School.

DISCUSSION:

The Downtown Morning Market has served as a long-standing community program supporting local agriculture, small businesses, and downtown activity. The market currently operates on Saturdays from 9:00 am to 1:00 pm in the municipal parking lot near Ed Hales Park and continues to attract vendors and visitors to the downtown area.

At the request of Mayor Pro Tem Shaw, the City Council is being asked to discuss whether the market hours should be adjusted to begin and end earlier in the day in an effort to reduce the impact on downtown parking availability and peak business activity. Potential changes to market hours should also consider vendor participation, customer attendance, operational needs and expenses, and overall market success.

The City Council may also wish to discuss future location options for the market, relocating the market to another downtown-adjacent area like Smiley Park, or evaluating possible coordination or consolidation with the existing Farmers Market at Grove School.

ALTERNATIVES:

The City Council may choose to take no action and maintain the current market operations, or provide alternative direction to staff.

STRATEGIC PLAN:

Priority A: Quality of Life.

SUBMITTED BY:

Marc Shaw, Mayor Pro Tem
REVIEWED BY:

Charles M. Duggan Jr., City Manager
Janice McConnell, Assistant City Manager
PREPARED BY:

Whitney Mesna, Management Analyst

FISCAL IMPACT
Fiscal Year: 2025-26
Revenue Generating: Yes or No
Amount: $
Budgeted Y/N:

Account No.:

Additional Appropriation Required: Yes or No
Discussion:

There is no immediate fiscal impact associated with this discussion item.

Attachments
2026_04_27_Downtown_Morning_Market_Summary.pdf
Downtown Morning Market – Program Assessment and Future Considerations Summary
The Downtown Morning Market is a long -standing program supporting local agriculture, small businesses, and downtown activity. It has evolved through multiple changes to location, hours, and operations to balance vendor success, community access, and impacts on surrounding businesses.

Currently operating Saturdays (9:00 a.m. to 1:00 p.m.) in the municipal parking lot near Ed Hales Park, the market hosts 30+ vendors and averages approximately 600 attendees weekly. While it enhances community vibrancy, it displaces parking and requires General Fund support, generating mixed feedback from downtown stakeholders.

Recent vendor outreach indicates that 19 of 27 vendors support relocating the market to Smiley Park (adjacent to the Police Department), suggesting interest in reducing parking conflicts while remaining near downtown.

Key considerations include:
• Location: Visibility vs. parking impacts
• Hours: Vendor viability vs. business access
• Operations: City control vs. cost efficiency
Program Background
The market has historically adapted to stakeholder needs. Originally located on State Street with earlier hours, it shifted to later hours to improve vendor sales, which increased overlap with peak downtown activity.

To address traffic and business concerns, the market moved to the municipal parking lot near Ed Hales Park, reducing street closures while maintaining a downtown presence. A temporary relocation to Grove School reduced downtown impacts but also decreased visibility. Following stakeholder outreach and City Council direction, the market returned downtown in March 2023.

The market remains a consistent weekly amenity and community gathering space, but it operates within tradeoffs. While supporting vendors and activating downtown, it reduces available parking during peak hours and requires ongoing city resources.

A recent vendor poll found that 19 of 27 vendors favor maintaining current operational hours and relocating to Smiley Park rather than changing the operational hours of the Downtown Morning Market , indicating openness to a site that may alleviate parking concerns while maintaining proximity to downtown. However, past experience shows that location changes can impact attendance and vendor sales.

Financial Overview
Annual Revenue
Non-Farmer Vendor Permits $11,000
Farmer Fees (4%) $12,075

Total Revenue $23,075

Annual Expenses
Staff (FCS) $38,915
Stand-by Staff $41,400
Portable Restrooms $12,967

Total Expenses $93,282

Net Subsidy $70,187

Key Policy Considerations
Location
The current site offers strong visibility but limits parking. Relocation to Smiley Park would reduce staff resources and could reduce business impacts but may risk lower attendance.

Hours of Operation
Current hours (9:00 AM–1:00 PM) support vendor sales but overlap with peak business activity. Earlier hours may reduce impacts but could negatively affect vendor performance.

Operational Model
City operation ensures program alignment but requires staffing and subsidy. Contracted or nonprofit models could reduce costs while limiting direct City control.

Conclusion
The Downtown Morning Market provides community and economic benefits but involves ongoing tradeoffs. Future decisions regarding location, hours, and operations should be evaluated together, considering stakeholder feedback (vendor support for relocation ) while balancing market vitality, business impacts, and program sustainability.

City Council AGENDA ITEM NO.  J2.

DATE: May 19, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a new Enterprise License Agreement with Esri for a three-year term, not to exceed $271,185.15 (Management Services/Finance Director Garcia) MOTION:

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

I move to approve the Enterprise License Agreement with Esri for a three-year term, in an amount not to exceed $271,185.15.

RECOMMENDATION:

Staff recommends that the City Council approve the Enterprise License Agreement (ELA) with Esri for a three-year term, not to exceed $271,185.15.

DISCUSSION:

In May 2011, the City entered into an Enterprise License Agreement (ELA) with Esri to utilize Esri’s geographic information system (GIS) software and services. At that time, it represented the first ELA that Esri entered into with a city the size of Redlands. The agreement presented herein would represent the City’s sixth consecutive ELA with Esri.

This type of licensing agreement has enabled the City to expand the use of Esri’s GIS technology across multiple departments. Esri’s ArcGIS Desktop software continues to be an integral part of many City business processes, supporting planning, engineering, utilities, public safety, and other operational activities.

In addition, the City has leveraged ArcGIS Online to extend GIS capabilities to mobile environments, allowing field crews to access and update data in real time, and enabling the public to interact with City information through web applications. Esri software is also used to develop a variety of applications that support departmental operations and improve service delivery.

The City also utilizes ArcGIS Server to publish and share geographic information with the public through interactive maps and dashboards. The City’s GIS currently maintains more than 400 data layers and hundreds of interactive map applications and dashboards, all of which rely on Esri licensing. Examples include applications related to zoning, the General Plan, capital improvement projects, road closures and water shutdowns, which are made readily available to residents and businesses.

Additionally, the City maintains an Open Data Hub, which provides public access to GIS datasets and applications, further promoting transparency and community engagement. The Open Data Hub can be accessed at: https://datahub-coredlands.hub.arcgis.com/.

The proposed agreement establishes a three-year term with Esri for the City’s core Geographic Information System (GIS) platform through a Small Government Enterprise Agreement (SGEA). The SGEA provides fixed and known pricing of $60,300 annually, for a total of $180,900 over the three-year term. The annual subscription details are included in Quote Q-563058.

In addition to the SGEA, the agreement includes several ancillary software subscriptions, including ArcGIS Hub, Site Scan, Drone2Map, and ArcGIS Indoors. The ancillary components are currently priced for the three-year term as follows:

ArcGIS Hub Premium: $5,150 annually, for a total of $15,450 over three years ArcGIS Site Scan (2 subscriptions): $5,495.05 annually, for a total of $16,485.15 over three years ArcGIS Drone2Map: $1,750 annually, for a total of $5,250 over three years These items are included in Quote Q-563058.

ArcGIS Indoors is provided under a separate quote (Q-564749) with an annual subscription fee of $17,700, for a total of $53,100 over the three-year term.

Examples of GIS Applications Used Across City Departments The City uses Esri GIS technology across multiple departments to support planning, infrastructure management, public safety, and community services. Examples include:

1. Development Services
The OneStop Map helps staff locate development projects and analyze surrounding conditions using layers such as parcels, addresses, zoning boundaries, fire hazard zones, streets, traffic signals, and aerial imagery. It is available through ArcGIS Pro, and the OneStop Web App and has supported initiatives such as the Pavement Accelerated Repair Implementation Strategy (PARIS) and the Street Lighting Upgrade Program.

GIS layers also support the CityWorks asset management system, which processes work orders and infrastructure maintenance requests through the One Stop Permit Center. Additionally, Esri Business Analyst supports the City’s economic development efforts by identifying opportunities to attract and expand businesses.

2. Facilities & Community Services
GIS applications support the management of parks, trails, and community resources, including public maps for City Parks, Public Trails, and Homeless Resources.

3. Fire Department
The Fire Department uses GIS tools to support emergency preparedness and inspections. The Weed Abatement Program uses Survey123 for field data collection and ArcGIS Dashboards to track inspection status. Additional applications include maps for High Fire Hazard Zones, Historical Flooding, and Illegal Fireworks Reporting.

4. Police Department
GIS data maintained through Esri products supports the Police Department’s Spillman Computer-Aided Dispatch (CAD) system. Additional applications include the Voluntary Camera Registry, Traffic Collision analysis, and Shopping Center analysis dashboards.

5. Municipal Utilities & Engineering
GIS is used to maintain the City’s water distribution and sewer infrastructure systems, with updates occurring both in the field and through desktop GIS tools. Additional applications support programs such as Measure I transportation projects, Average Daily Traffic analysis, Moratorium Streets, and Parcel Slope analysis.

6. Open Government
The City provides public access to GIS data and applications through its Open Data Hub, which organizes datasets and web mapping applications for residents and businesses (https://datahub-coredlands.hub.arcgis.com/). The new License Agreement incorporates new applications and continuous subscriptions listed below:

ArcGIS Indoors Spaces for ArcGIS Online & ArcGIS Indoors Maps for ArcGIS Online: provides data management tools and focused apps to enhance operations, maintenance, safety, security, and wayfinding within your facilities. Visualize people, spaces, assets, and incidents on floor-aware 2D and 3D maps, modernize asset and space management, improve situational awareness in emergencies, and transform occupant and visitor experiences.

ArcGIS Hub Premium for ArcGIS Online: a cloud-based collaboration and engagement platform that enables organizations to work together, share data openly or securely, and turn insight into measurable impact.

Site Scan for ArcGIS: end-to-end, cloud-based drone mapping software for drone imagery data collection, processing, and analysis.

ArcGIS Drone2Map Advanced: a desktop application that turns drone images into valuable 2D and 3D information products.

ALTERNATIVES:

The City Council could choose not to approve the Enterprise License Agreement. This alternative is not recommended because many City operations, applications, and workflows depend on Esri GIS technology. Without the agreement, the City would be unable to maintain many of its existing GIS systems and services.

STRATEGIC PLAN: Esri tools and software support the following initiatives - Supports Priority A Objective 2b: Increase accessibility to businesses and essential services through improvements to mobility and parking.

Supports Priority A Objective 3b: Expand historic surveys to include areas that were not previously surveyed and properties with historically eligible buildings built in the 1950s and 1960s.

Supports Priority A Objective 3c: Promote the City’s historic preservation programs through new user-friendly educational materials.

Supports Priority A Objective 4a: Develop an assessment and improvement plan for City parks and open spaces that includes adherence to industry standards.

Supports Priority B Objective 2c: Evaluate public safety workforce to determine if staffing levels are consistent with population growth. Develop a plan for workforce growth based upon results.

Supports Priority B Objective 4b: Develop methods to reduce and prevent homelessness.

Supports Priority D Objective 2a: Expand the non-potable water system.

Supports Priority D Objective 3b: Engineer and construct transportation facilities to accommodate all potential users – motorists, cyclists and pedestrians.

Supports Priority D Objective 5a: Explore City initiatives to address the effect of climate change.

SUBMITTED BY:

Danielle Garcia, Interim Assistant City Manager

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

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

Claudia Caceres, GIS Supervisor

FISCAL IMPACT
Fiscal Year: FY 2026
Amount: $90,395.05
Budgeted Y/N:

Account No.: 604900
Additional Appropriation Required: No
Discussion: Funding for the first year of the agreement is included in the current adopted budget. Funding for years two and three is incorporated in the Division's budget requests for FY 2027 & 2028 as part of the City’s biennial budget process.

Attachments
MasterAgreement-full.pdf
Enterprise_License_Agreement.pdf
City_of_Redlands_Indoors_Spaces_and_Maps.pdf
User_Type_Matrix.pdf
Q-573623_City_of_Redlands_SGEA.pdf
Q-573625_City_of_Redlands_ArcGIS_Indoors.pdf
Esri_License_Agreement.pdf
Master Agreement
Products and Services

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Revised August 1, 2025
IMPORTANT—READ CAREFULLY

Unless superseded by a signed license agreement between you and Esri, Esri is willing to provide Esri Offerings and Services to you only if you accept all terms and conditions contained in this Agreement as the sole and final agreement of the parties regarding your acquisition of these Esri Offerings and Services. Please read the terms and conditions carefully. You may not use the Esri Offerings unless you agree to the terms and conditions of the Agreement. Your access and use of Esri Offerings, or Services, constitutes your acceptance of the terms and conditions of this Agreement. If you do not agree, contact your local sales representative prior to making your purchase.

This Master Agreement (“Agreement”) is between you (“Customer”) and Environmental Systems Research Institute, Inc. (“Esri”), a California corporation with a place of business at 380 New York Street, Redlands, California 92373-8100 USA.

Attachment A contains definitions of capitalized terms used throughout this Agreement. Each section of this Agreement may include additional definitions that are used exclusively within that section.

1.0 GENERAL GRANT OF RIGHTS AND RESTRICTIONS

1.1 Grant of Rights. In consideration of Customer’s payment of all applicable fees and in accordance with this Agreement, Esri

a. Provides Services as set forth in this Agreement;
b. Grants to Customer a nonexclusive, nontransferable right and license or subscription to access and use Esri Offerings as set forth in the Specifications and applicable Ordering Documents; and c. Authorizes Customer to copy and make derivative works of the Documentation for Customer’s own internal use in conjunction with Customer’s authorized use of Esri Offerings. Customer will include the following copyright attribution notice acknowledging the proprietary rights of Esri and its licensors in any derivative work:

“Portions of this document include intellectual property of Esri and its licensors and are used under license.

Copyright © [Customer will insert the actual copyright date(s) from the source materials.] Esri and its licensors. All rights reserved.”

The grants of rights in this section (i) continue for the duration of the subscription or applicable Term or perpetually if no Term is applicable or identified in the Ordering Documents and (ii) are subject to additional rights and restrictions in this Agreement including Attachment B.

1.2 Consultant or Contractor Access. Customer may authorize its consultants or contractors to (i) host Esri Offerings for Customer’s benefit and (ii) use Esri Offerings exclusively for Customer’s benefit. Customer will be solely responsible for its consultants’ and contractors’ compliance with this Agreement and will ensure that each consultant or contractor discontinues use of Esri Offerings upon completion of work for Customer. Access to or use of Esri Offerings by consultants or contractors that is not exclusively for Customer’s benefit is prohibited.

1.3 Reservation of Rights. All Esri Offerings are the copyrighted works of Esri or its licensors; all rights not specifically granted in this Agreement are reserved.

1.4 Customer Content. Esri does not acquire any rights in Customer Content under this Agreement other than as needed to provide Esri Offerings and Services to Customer.

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2.0 SOFTWARE AND ONLINE SERVICES

2.1 Definitions. The following definitions supplement the definitions provided in Attachment A:

a. “Anonymous Users” means all who have public access (i.e., without having to provide a Named User Credential) to any part of Customer Content or Customer’s Value-Added Applications. b. “App Login Credential(s)” means a system-generated application login and associated password, provided when registering a Value-Added Application with Online Services, which when embedded in a Value-Added Application allows the Value-Added Application to access and use Online Services. c. “Commercial App Deployment License” means a license to distribute Value-Added Applications to third parties for a fee.
d. “Concurrent Use License” means a license to install and use Software on computer(s) on a network, provided that the number of simultaneous users may not exceed the number of licenses acquired. A Concurrent Use License includes the right to run passive failover instances of Concurrent Use License management software in a separate operating system environment for temporary failover support. e. “Deployment License” means a license to incorporate ArcGIS Runtime components in Value-Added Applications and distribute Value-Added Applications to Customer’s end users. f. “Deployment Server License” means a license to use Software under a Server License for all uses permitted in this Agreement and as described in the Documentation. g. “Development Server License” means a license to use Software under a Server License only to build and test Value-Added Applications as described in the Documentation. h. “Development Use” means the right to install and use Products to build and test Value-Added Applications as described in the Documentation.
i. “Failover License” means a license to install Software on redundant systems for failover operations, but the redundantly installed Software may be operational only during the period the primary site is nonoperational.

Except for system maintenance and updating of databases, the redundant Software installation(s) will remain dormant while the primary site (or any other redundant site) is operational. j. “Named User(s)” is Customer’s employee, agent, consultant, or contractor to whom Customer has assigned a unique, secure login credential (identity) enabling access to a Product that requires such identity in order to access identity-managed capabilities within a Product for Customer’s exclusive benefit. For educational use, Named Users may include registered students.
k. “Named User Credential(s)” means an individual person’s login and associated password enabling that person to access and use Products.
l. “Named User License” means the right for a single Named User to use a specific Esri Offering. m. “Online Services Subscription” means a limited-term subscription conveying the right for one or more Named Users to access and use Online Services.
n. “Redistribution License” means a license to reproduce and distribute Software provided that

1. Customer reproduces and distributes the Software in its entirety;

2. A license agreement that protects the Software to the same extent as this Agreement accompanies each copy of the Software, and the recipient agrees to the terms and conditions of the license agreement;

3. Customer reproduces all copyright and trademark attributions and notices; and

4. Customer does not charge a fee to others for the use of the Software.

o. “Server License” means a license to install and use Software on any computer being used as a server.

Server Licenses may be subject to a limited number of server cores or distributed deployment on multiple servers as described in the Ordering Documents or Documentation. If the Software description includes failover use rights, each Server License includes a Failover License. p. “Sharing Tools” means publishing capabilities included with Customer’s authorized use of Online Services or ArcGIS Enterprise that allow Customer to make Customer Content and Value-Added Applications available to third parties or Anonymous Users.
q. “Single Use License” means a license for a single authorized end user to install and use Software on a single computer. The single authorized end user may also install a second copy for the end user’s exclusive use on a second computer as long as only 1 copy of Software is in use at any time. No other end user may use Software under the same license at the same time for any other purpose.

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r. “Staging Server License” means a license to use Software under a Server License to build and test Value- Added Applications and map caches; conduct user acceptance, performance, and load testing of other third- party software; stage new commercial data updates; and conduct training activities as described in the Documentation. Customer may use Value-Added Applications and map caches with Development and Deployment Server Licenses.

2.2 License and Subscription Types. Esri provides Products under one or more of the license or subscription types identified in the definitions above. The Documentation or Ordering Documents identify which license or subscription type(s) applies to the ordered Products.

2.3 Software Terms of Use.

a. Customer may

1. Install, access, or store Software and Data on electronic storage device(s);

2. Make archival copies and routine computer backups;

3. Install and use a newer version of Software concurrently with the version to be replaced during a reasonable transition period not to exceed 6 months, provided that the deployment of either version does not exceed Customer’s licensed quantity; thereafter, Customer will not use more Software in the aggregate than Customer’s total licensed quantity. This concurrent use right does not apply to Software licensed for Development Use;

4. Move Software in the licensed configuration to a replacement computer;

5. Distribute Software and any associated Authorization Codes required for use of a Deployment License to third parties; and

6. Governmental or not-for-profit organizations that operate a website or offer Internet services may use server Software for revenue-generating purposes on a cost-recovery basis and not for profit.

b. Customer may customize Software using any macro or scripting language, APIs, or source or object code libraries but only to the extent that such customization is described in the Documentation. c. Customer may use all fonts provided with Software for any authorized use of the Software. Customer may also use Esri fonts separately to print any output created by the Software. Any use restrictions for third-party fonts included with the Software are set forth in the font file itself. d. Esri publishes Product-Specific Terms of Use at https://www.esri.com/legal/scope-of-use.

2.4 Online Services Terms of Use.

a. Online Services Descriptions. Esri publishes Product-Specific Terms of Use at https://www.esri.com/legal/scope-of-use. Use of Online Services is also subject to the Cloud Services terms found in Attachment B.
b. Modifications of Online Services. Esri may change Online Services and associated APIs at any time, subject to 30 days’ notice of material changes and 90 days’ notice for deprecations. If any modification, discontinuation, or deprecation of Online Services causes a material, adverse impact to Customer’s operations, Esri may, at its discretion, attempt to repair, correct, or provide a workaround for Online Services.

If a viable solution is not commercially reasonable, Customer may cancel its subscription to Online Services, and when applicable, Esri will issue a prorated refund. c. Sharing Customer Content. Sharing Customer Content using Sharing Tools enables third parties to use, store, cache, copy, reproduce, (re)distribute, and (re)transmit Customer Content through Online Services. Esri is not responsible for any loss, deletion, modification, or disclosure of Customer Content resulting from use or misuse of Sharing Tools. Customer’s use of Sharing Tools is at Customer’s sole risk.

2.5 Named User Licenses. Except as expressly set forth in this Agreement, the following terms apply to Software and Online Services for which Customer acquires Named User Licenses.

a. Named Users.

1. Named User login credentials are for designated users only and may not be shared with other individuals.

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