Agenda packet — Sierra Madre City Council, February 11, 2025 (part 1 of 2)

CITY COUNCIL

MEETING AGENDA PACKET
Tuesday, February 11, 2025
5:30 pm
Sierra Madre City Council Chambers
232 W. Sierra Madre Boulevard
Sierra Madre, California 91024
Mayor Robert Parkhurst, Mayor Pro Tempore Kristine Lowe Council Members: Edward Garcia, Gene Goss, and Kelly Kriebs AGENDA

REGULAR MEETING

SIERRA MADRE CITY COUNCIL
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Sue Spears, City Treasurer
Tuesday, February 11, 2025
5:30 pm
City of Sierra Madre
City Council Chambers
232 W. Sierra Madre Boulevard
Sierra Madre, California 91024
The Brown Act provides the public with an opportunity to make public comments at any public meeting; As an alternative, public comment may be made by e-mail to [email protected] by 3:00PM on the day of the meeting. Emails will be acknowledged at the Council meeting, filed into public record, and scanned onto the City website for public review.

The meeting will be streamed live on the City’s website at www.cityofsierramadre.com, on Foothills Media website at http://www.foothillsmedia.org/sierramadre and broadcast on Government Access Channel 3 (Spectrum)

CALL TO ORDER/ROLL CALL MEMBERS OF THE CITY COUNCIL
Mayor Parkhurst, Mayor Pro Tem Lowe, Council Member Garcia, Council Member Goss, Council Member Kriebs

PLEDGE OF ALLEGIANCE AND INSPIRATION
Council Member Garcia

APPROVAL OF MEETING AGENDA
Vote of the City Council to proceed with City business.

COUNCIL OUT FROM CLOSED SESSION
Report out from Closed Session held on January 28, 2025.

APPROVAL FOR READING RESOLUTIONS AND ORDINANCES
Vote of the City Council to read all Ordinances and Resolutions by title only and waive the reading in full.

APPROVAL OF MEETING MINUTES
Approval of January 9, 2025, City Council Special Meeting minutes Approval of January 21, 2025, City Council Special Meeting minutes.

Approval of January 28, 2025, City Council meeting minutes

MAYOR AND CITY COUNCIL REPORTS
Reporting of Council Members' activities related to City business.

PUBLIC PARTICIPATION CODE OF CONDUCT
Your participation is welcomed and invited at all City Council meetings. The Council requests that participants refrain from making personal, slanderous, profane, or disruptive remarks. A person who continues to disrupt the orderly conduct of the meeting after being warned by the Mayor or designee to cease the disruption may be precluded from further participation in the meeting. No signs, posters, or other large objects shall be brought into official meeting places if doing so would disrupt, disturb, or otherwise impede the orderly course of the meeting.

PUBLIC COMMENT
The Council will listen to the public on any item on the agenda. In addition, the Council will devote time for public comment on items not on the agenda. Addressing the City Council from the audience is not permitted; all comments addressing the Council must be made from the podium. Only public comment made from the podium will be recognized by the City Council and entered into public record.

Providing Public Comment For Items on the Meeting Agenda Persons wishing to speak on any item on the agenda will be called during the comment period at the time the agenda item is brought forward. Persons wishing to speak on closed session items have a choice of doing so either immediately prior to the closed session or at the time for comments on items at the open session.

Provide Public Comment for Topics not on the Meeting Agenda Time shall be devoted to provide public comments for items not on the agenda. Under the Brown Act, Council is prohibited from taking action on items not on the agenda.

Providing Public Comment

1. Any person wishing to provide public comment is asked to complete a comment card.Each speaker will be limited to up to three continuous minutes, which may not be delegated or deferred.

2. A podium is provided for public comment. Comments addressed to the Council shall occur during the appropriate time on the agenda and should not be construed as an opportunity for dialogue.

PRESENTATIONS

1. PRESENTATION TO SIERRA MADRE SEARCH AND RESCUE IN RECOGNITION OF THEIR

ASSISTANCE TO THE CITY OF SIERRA MADRE AND SURROUNDING COMMUNITY DURING THE EATON WILDFIRE IN JANUARY 2025.

2. PRESENTATION IN RECOGNITION OF OUTGOING CITY TREASURER MICHAEL AMERIO

FOR HIS DEDICATED SERVICE TO THE CITY OF SIERRA MADRE

ACTION ITEMS
Regardless of staff recommendation on any agenda item, the City Council will consider such matters, including action to approve, conditionally approve, reject, or continue such item.

CONSENT
.
a) CONSIDERATION OF RESOLUTION 25-12 APPROVING CERTAIN DEMANDS It is recommended that the City Council approve Resolution 25-12 approving payment of City Warrants in the aggregate amount of $729,023.38, Sierra Madre Library Warrants in the aggregate amount of $4,803.79, and Payroll Transfer in the aggregate amount of $536,844.90; for the Fiscal Year ending June 30, 2025. b) CITY TREASURER’S REPORT FOR QUARTER ENDING DECEMBER 31, 2024 It is recommended that the City Council receie and file the informative report. c) CONSIDERATION OF APPROVING AMENDMENT No. 1 EXTENSION OF SERVICES FOR THE PROFESSIONAL SERVICES AGREEMENT TO TATE, SNYDER, KIMSEY, INC. (TSK)

ARCHITECTURE SERVICES FOR THE LIBRARY PROJECT, IN THE AMOUNT NOT TO EXCEED $901,751, FOR THE REMAINDER OF FISCAL YEARS 2024/25 AND 2025/26 It is recommended that the City Council approve Amendment No. 1 extending the architechure services to TSK in an amount not to exceed $901,751. d) CONSIDERATION OF AMENDMENT NO. 2 TO PROFESSIONAL SERVICES

AGREEMENT WITH WILLDAN ENGINEERING FOR FIRE MARSHAL, FIRE PLAN

REVIEW, FIRE CODE OFFICIAL, AND FIRE INSPECTION SERVICES It is recommended that the City Council approve Amendment No. 2 to the professional services agreement with Willdan Engineering for fire marshal, fire plan review, fire code official, fire inspection services, and authorize the City Manager to execute such amendment to the contract in a form acceptable to the City Attorney.

PUBLIC HEARING

1. CONSIDERATION OF FEE SCHEDULE ADJUSTMENTS FOR THE SIERRA MADRE FIRE

DEPARTMENT
It is recommended that the City Council open a Public Hearing, receive testimony and consider adoption of fees for the Sierra Madre Fire Department.

DISCUSSION

1. SIGN PLACEMENT IN PUBLIC PARKWAYS
It is recommended that the City Council provide direction.

2. CONSIDERATION OF ORDINANCE 1478 TO DESIGNATE THE CITY MANAGER AS

THE DIRECTOR OF EMERGENCY SERVICES
It is recommended that the City Council conduct it’s first reading of Ordinance 1478, by title only.

3. RESOLUTION NO. 25-06 ESTABLISHING A LEGISLATIVE ADVOCACY POLICY AND

AUTHORIZING THE CITY MANAGER OR DESIGNEE TO TAKE POLICY POSITIONS

ON LEGISLATION, REGULATION, INITIATIVES, OR OPPORTUNITIES It is recommended that the City Council consider adoption of Resolution No. 25-06 establishing a legislative advocacy policy and authorizing the City Manager or designee to take policy positions on legislation, regulation, initiatives, or opportunities.

ACTION ITEMS
Regardless of staff recommendation on any agenda item, the City Council will consider such matters, including action to approve, conditionally approve, reject, or continue such item.

PUBLIC HEARING
The appellant and/or applicant will each be provided a total of ten (10) minutes to address their item. A portion of their allotted time may be reserved for rebuttal or a summary conclusion at the close of public comment. All other speakers will be limited to a total of three continuous minutes, which cannot be delegated. These rules will be enforced but may be changed by appropriate City Council action.

AVAILABILITY OF AGENDA MATERIALS
Materials related to items on this agenda are available for public inspection on the City’s website at www.cityofsierramadre.com.

LIVE BROADCASTS
Regular City Council meetings are broadcast live on Cable Channel 3 and rebroadcast on Wednesday and Saturday at 5:30 p.m.

MEETING ASSISTANCE
If you require special assistance to participate in this meeting, please call the City Clerk’s office at (626) 355-7135 at least 48 hours prior to the meeting.

ADJOURNMENT
The City Council will adjourn to a meeting to take place on February 25, 2025. 1 AGENDA

SPECIAL

EMERGENCY MEETING

SIERRA MADRE CITY COUNCIL
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
EdwardGarcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Sue Spears, City Treasurer
Thursday, January 9, 2025
11:40 am
City of Sierra Madre
City Council Chambers
232 W. Sierra Madre Boulevard
Sierra Madre, California 91024
The Brown Act provides the public with an opportunity to make public comments at any public meeting; As an alternative to attending the meeting in person, public comment may be made by e-mail to [email protected] by 3:00 PM on the day of the meeting. Emails will be acknowledged at the Council meeting, filed into public record, and scanned onto the City website for public review.

The meeting will be streamed live on the City’s website at www.SierraMadreCA.gov, on Foothills Media website at http://www.foothillsmedia.org/sierramadre and broadcast on Government Access Channel 3 (Spectrum).

CODE OF CONDUCT
The purpose of a City Council meeting is to conduct City business. Members of the public that behave in a manner that interrupts or obstructs the Council’s ability to conduct City business may be asked to leave the meeting. Any and all demonstrations that disrupt, interrupt, or obstruct the Council’s ability to conduct City business are prohibited. No signs, posters or other large objects shall be brought into the Council Chambers or other meeting place if doing so would disrupt, disturb or otherwise impede the orderly course of the meeting.
2 CALL TO ORDER/ROLL CALL MEMBERS OF THE CITY COUNCIL
Mayor Parkhurst, Mayor Pro Tem Lowe, Council Member Garcia, Council Member Goss, Council Member Kriebs
Mayor Parkhurst called the meeting to order at 11:40 a.m. City Clerk Aguilar called the roll.

Present: Mayor Kelly Kriebs, Mayor Pro Tem Robert Parkhurst, and Council Members Edward Garcia, Gene Goss, and Kristine Lowe.

Absent: None.

PLEDGE OF ALLEGIANCE AND INSPIRATION
Mayor Pro Tem Robert Parkhurst led the Pledge of Allegiance.

APPROVAL OF MEETING AGENDA
Vote of the City Council to proceed with City business.

Council Member Garcia made a motion to amend the agenda.

Council Member Kriebs seconded the motion.

Mayor Parkhurst called for a vote of the Council:

Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, and Council Members Garcia, Goss, and Kriebs Noes: None.

Absent: None.

Abstain: None.

The motion to move to approve the agenda as presented was approved by a unanimous voice vote.

APPROVAL FOR READING RESOLUTIONS AND ORDINANCES
Vote of the Council to read all ordinances and resolutions by title only and waive the reading in full.

CONSIDERATION OF RESOLUTION 25-07 PROCLAIMING THE EXISTENCE OF A LOCAL

EMERGENCY CAUSED BY THE EATON FIRE
It is recommended that the City Council adopt Resolution 25-07.

Absent of a vote by the Council, the report was read by City Manager Reynoso, Police Chief Barrientos, Senior Management Analyst Carlson, and Fire Chief Bartlett

PUBLIC PARTICIPATION CODE OF CONDUCT
Your participation is welcomed and invited at all City Council meetings. The Council requests that participants refrain from making personal, slanderous, profane, or disruptive remarks. A person who continues to disrupt the orderly conduct of the meeting after being warned by the Mayor or designee to cease the disruption may be precluded from further participation in the meeting. No signs, posters, or other large objects shall be brought into the Council Chambers or other meeting places if doing so 3 would disrupt, disturb, or otherwise impede the orderly course of the meeting.

PUBLIC COMMENT
The Council will listen to the public on any item on the agenda. In addition, the Council will devote time for public comment on items not on the agenda. Addressing the City Council from the audience is not permitted; all comments addressing the Council must be made from the podium. Only public comments made from the podium will be recognized by the City Council and entered into public record.

Providing Public Comment for Items on the Meeting Agenda Persons wishing to speak on any item on the agenda will be called during the designated comment period. Persons wishing to speak on closed session items have a choice of doing so either immediately prior to the closed session or at the time for comments on items at the open session.

Providing Public Comment

1. Any person wishing to provide public comment is asked to complete a comment card. Each speaker will be limited to up to three continuous minutes, which may not be delegated or deferred.

2. Comments addressed to the Council shall occur from the podium during the appropriate time on the agenda and should not be construed as an opportunity for dialogue

PUBLIC COMMENT ON NON-AGENDA ITEMS
Mayor Parkhurst opened the meeting for public comment on non-agenda items.

Glen Lambdin, 444 Sturtevant Drive: Expressed gratitude to first responders, including Sierra Madre Fire and Police personnel.

Teri Buchanan, 65 W. Grandview: Raised several questions, including whether the City of Sierra Madre has the authority to lift evacuation orders with the Federal Emergency Management Agency (FEMA). She also inquired if decisions are being made with the Palisades Fire in mind, whether Southern California Edison (SCE) is coordinating with fire response efforts, and when evacuation orders, particularly for areas north of Grandview Avenue, will be lifted.

Leila Regan, City Librarian: Announced that the City Library is open.

Ms. Navarro: Expressed gratitude to City management and Council Members.

Seeing no one else come forward, Mayor Parkhurst closed public comment.

REPORT OUT FROM CLOSED SESSION
No Closed Sessions since Council last adjourned their meeting.

LIVE BROADCASTS
Regular City Council meetings are broadcast live on Cable Channel 3 and rebroadcast on Wednesday and Saturday at 5:30 p.m. Additionally, meetings are streamed live on the City of Sierra Madre YouTube channel at https://www.youtube.com/@3SMTV/streams..

MEETING ASSISTANCE
If you require special assistance to participate in this meeting, please call the City Clerk’s office at (626) 355-7135 at least 48 hours before the meeting.

ADJOURNMENT
The City Council will adjourn this meeting to January 21, 2025.

Mayor Parkhurst made a motion to adjourn the meeting.

Council Member Goss seconded the motion.

The meeting was adjourned at 1:24 p.m. to a special meeting to be held on January 21, 2025. ________________________________
Robert Parkhurst, Mayor
Minutes taken and prepared by:
___________________
Eric Lozick, Administrative Analyst
Minutes edited by
___________________
Laura Aguilar, City Clerk
1 MINUTES

SPECIAL MEETING

SIERRA MADRE CITY COUNCIL
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Thursday, January 21, 2025
5:30 pm
Sue Spears, City Treasurer
City of Sierra Madre
City Council Chambers
232 W. Sierra Madre Boulevard
Sierra Madre, California 91024
The Brown Act provides the public with an opportunity to make public comments at any public meeting; As an alternative to attending the meeting in person, public comment may be made by e-mail to [email protected] by 3:00 PM on the day of the meeting. Emails will be acknowledged at the Council meeting, filed into public record, and scanned onto the City website for public review.

Present: Mayor Robert Parkhurst, Mayor Pro Tem Kristine Lowe, and Council Members Edward Garcia, Gene Goss, and Kelly Kriebs.

Absent: None.

Also Present: Jose Reynoso, City Manager
Miguel Hernandez, Assistant City Manager
Aleks Giragosian, City Attorney
Laura Aguilar, Deputy City Manager/City Clerk
James Carlson, Senior Management Analyst
Brent, Bartlett, Fire Chief
Gustavo Barrientos, Chief of Police
Clare Lin, Planning Manager
Joshua Wolf, Senior Planner
Arnulfo Yanez, Public Works Director
James Carlson, Senior Management Analyst
Steven McGee, Water Superintendent
Oscar Millan, IT Manager

PLEDGE OF ALLEGIANCE AND INSPIRATION
Mayor Pro Tem Lowe led the Pledge of Allegiance. Mayor Pro Tem Kris Lowe began the meeting with reflections on recent events, including the impact of the Eaton Fire and Martin Luther King Jr. Day. She expressed gratitude to Sierra Madre residents and acknowledged the challenges faced by neighboring cities like Altadena and Pasadena, which have been more severely affected. She highlighted the historical significance of these neighboring cities in advancing desegregation and inclusivity, tying their efforts to the legacy of Dr. Martin Luther King Jr. She offered prayers for their rebuilding efforts and expressed hope that they would maintain the values of inclusivity.

Mayor Pro Tem Lowe then read a poem titled After the Fire by Steve Emig, which she found relevant to the community's experience following the fire. The poem vividly depicted the emotional aftermath of a devastating fire, symbolizing loss, resilience, and hope for renewal, embodied by a single green blade of grass that survived the destruction. She emphasized the poem's message of perseverance and rebuilding, encouraging the community to find strength and inspiration to move forward together.

APPROVAL OF MEETING AGENDA
Vote of the City Council to proceed with City business.

City Manager Reynoso asked that agenda be amended to pull the introduction of the new Police Department staff members from the agenda.

Council Member Garcia asked that Consent item (C), with consideration to award consulting services contract for furniture, fixtures, and equipment services for the Library Meaningful Improvement Project to TSK Architects be listed in the amount to not exceed $25,000.

Council Member Kriebs made a motion to approve the agenda as amended.

Council Member Goss seconded the motion.
3 Mayor Parkhurst called for a vote of the Council:

Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, and Council Members Garcia, Goss, and Kriebs. Noes: None.

Absent: None.

Abstain: None.

The motion to move to approve the agenda as amended was approved by a unanimous voice vote.

COUNCIL REPORT OUT FROM CLOSED SESSION
City Attorney Giragosian reported on the Closed Session meeting, held at 4:30 pm on January 21, 2025.

1. Public Employee Discipline/Dismissal/Release (G.C. 54957). No reportable action.

2. Conference with Legal Counsel Existing Litigation (G.C. 54956.9(d)(1)) prejudice the position of the City in the litigation. Case Name: Project Sierra Madre v. City of Sierra Madre et al. Case No. 24STCP01652.

No reportable action.

3. Conference with Legal Counsel; Initiation of Litigation (G.C. 54956.9(d)(4)). Number of cases: 1. No reportable action.

4. Threat to Public Services or Facilities (G.C. 54957). Consultation with: Fire Chief Bartlett and Police Chief Barrientos. Reportable action: Council Member Kriebs recused due to conflict of interest.

APPROVAL FOR READING RESOLUTIONS AND ORDINANCES
Vote of the Council to read all ordinances and resolutions by title only and waive the reading in full.

A motion to approve the reading of resolutions and ordinances was made by Mayor Pro Tem Lowe.

Member Garcia seconded the motion.

Mayor Parkhurst called for a vote of the Council:

Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, and Council Members Garcia, Goss, and Kriebs.

Noes: None.

Absent: None.

Abstain: None.

The motion to approve the reading of all ordinances and resolutions by title only, and waive the reading in full, was passed by a unanimous voice vote.

APPROVAL OF MEETING MINUTES
Approval of the December 10, 2024 City Council meeting minutes.

Approval of the January 9th, 2025 Special Emergency City Council meeting minutes.

Council Member Garcia asked that the January 9th, 2025 Special Emergency City Council meeting minutes reflect consideration of Resolution 25-07, proclaiming the existence of a local emergency caused by the Eaton Fire.

Council Member Kriebs made a motion to approve minutes as amended.

Council Member Garcia seconded the motion.

Mayor Kriebs called for a vote of the Council:
4 Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, and Council Members Garcia, Goss, and Kriebs.

Noes: None.

Absent: None.

Abstain: None.

MAYOR AND CITY COUNCIL REPORTS
Reporting of Council Members' activities related to City business.

Council Member Garcia:
• He attended the Candlelight Walk in December.
• He participated in the ending of the Blessing of the Menorah event, which was well attended, with over 100 participants.
• The Senior Community Commission meeting, scheduled for the Thursday after the fire began (January 9th, 2025), was canceled due to the emergency, so there were no updates from that meeting. • Council Member Garcia attended multiple incident meetings for the Eaton Fire virtually and visited the YMCA several times during the response efforts.
• He received regular updates from City Manager Reynoso throughout the process but noted the timeline of events and meetings he attended as of December 10, 2024 was complex due to the nature of the emergency.

Council Member Kriebs:
• She attended the Candlelight Walk in December, describing it as an inspiring and community-building event.
• Her focus in recent weeks has been on ensuring the public received timely information, including recirculating updates through Facebook Live, Nixle, and other communication platforms. • She visited the YMCA multiple times and expressed gratitude for the partnership with the YMCA as well as the efforts of individual citizens who organized relief efforts immediately after the fire. She specifically commended Fred Thomas and Russ Meek for their consistent contributions and dedication. • Along with Council Member Garcia, she toured the Auburn water tanks and highlighted the city's efforts in maintaining defensible spaces, which helped protect the tanks from fire damage despite active flames being nearby. She praised the city's proactive mitigation measures that safeguarded critical assets.

Council Member Goss:
 While he did not attend the Candlelight Walk, he highlighted the Rose Float, recognizing its impressive display at Kersting Court and during the Rose Parade. He commended the Rose Float Association, its volunteers, and the committee for their excellent work, expressing pride in the community’s annual accomplishment.
 He noted the postponement of two meetings due to the Eaton Fire:
 The Library Project Ad Hoc Committee meeting, originally scheduled for January 13.  The Foothill Employment Training Consortium Policy Board meeting, which has yet to be rescheduled.
5  Goss attended the Council of Governments (COG) meeting in Monrovia, where:
 A new third vice president, Michael Allawos, a Council Member from Glendora, was elected. Goss cast his vote in favor, aligning with the majority.  A significant policy was passed to create an affiliate program for non-voting agencies, allowing them to participate in committees, policy discussions, and pay dues. Goss supported this initiative.
 He emphasized the City Council's continuous involvement and coordination during the Eaton Fire:
 All five council members remained in constant communication with each other, the City Manager, and the Mayor throughout the emergency, even during the early hours of the night.
 Goss acknowledged the importance of stepping back to allow professionals to handle the crisis while supporting them from the background.

He praised the Mayor for his leadership and representation during the events.

Mayor Pro Tem Lowe:
 She participated in the Rose Float decoration, enjoying the experience with her mother-in-law. She noted that volunteers for the float come not only from the local community but also from out of state.

She encouraged residents to consider hosting out-of-town volunteers during the holiday season to support their efforts.
 She attended the Candlelight Vigil, highlighting its inclusive and collaborative nature, with many religions represented. She expressed appreciation for the community's participation.  Lowe praised the volunteers who organized relief efforts at the YMCA following the Eaton Fire. She recognized individuals who devoted significant time to these efforts, including Alana Thomas, Mary Pines, Andromeda Liberata, Heidi Hartman, Matt Fellows, Liz Nuccio (who donated time despite personal losses in Altadena), Casey Clark, Troy High, and Natalie Turco.  She acknowledged the work of neighboring fire chiefs, Chief Richard Oishi (a Sierra Madre resident) and Chief Tom Devlin, who coordinated with the Sierra Madre Fire Department to respond effectively to the fire. She commended their knowledge of the city and their quick action in fighting the fire.  Lowe also expressed gratitude to the Sierra Madre Police Department for ensuring a safe and efficient evacuation process, praising their efforts in keeping residents safe.

Mayor Parkhurst:
• Community Events:
 Attended the Transportation Committee meeting on December 11, where progress was made on refining the city bus schedule. Final approvals are expected in upcoming meetings.  Stopped by the Historical Society Christmas gathering, celebrating the group's dedication to preserving the city's history.
 Participated in the 75th anniversary celebration of Jim Plumbing at the Chamber of Commerce's new offices on December 12.
 Attended the Sierra Madre Museum open house on December 14, which included carolers, and later joined the Santa parade from the YMCA to the firehouse. 6 • Fire Response and Support:
 Expressed gratitude for the overwhelming community and statewide support during the Eaton Fire. He highlighted outreach from Assembly Member Chris Holden, Senator Susan Rubio, Supervisor Kathryn Barger, and Congresswoman Judy Chu, who offered assistance and resources to aid the city's recovery.
 Recognized the collaborative efforts of neighboring police departments (e.g., Arcadia, Baldwin Park, Monrovia, and others) and fire departments from as far as Arizona, Nevada, and Northern California.
 Praised city staff and leadership, including Bob Spears for managing the Emergency Operations Center (EOC), library and community services staff for communication efforts, and the fire and police departments for ensuring safety and effective coordination during the fire. • City Contributions:
 Commended the YMCA for its ongoing recovery work, including hosting a distribution center for water, food, and supplies. He encouraged donations of nonperishable items, bottled water, and volunteers to support their efforts.
 Noted City Hall's role in providing water, N-95 masks, and other assistance, as well as the library's provision of emergency services during the fire. • Other Notable Updates:
 Shared that First Partner Jennifer Siebel Newsom visited the YMCA on Martin Luther King Jr.

Day to highlight recovery efforts and engage with the community.  Announced upcoming events, including a craft workshop at the Hart Park Senior Center and opportunities to volunteer for trail repairs led by Bob Spears.  Highlighted the importance of donations to the Fletcher Fund to further recovery and community support. (www.sierramadrefoundation.org
501(c)(3) organization – EIN-45-1489623

PUBLIC PARTICIPATION CODE OF CONDUCT
Your participation is welcomed and invited at all City Council meetings. The Council requests that participants refrain from making personal, slanderous, profane, or disruptive remarks. A person who continues to disrupt the orderly conduct of the meeting after being warned by the Mayor or designee to cease the disruption may be precluded from further participation in the meeting. No signs, posters, or other large objects shall be brought into the Council Chambers or other meeting places if doing so would disrupt, disturb, or otherwise impede the orderly course of the meeting.

PUBLIC COMMENT
The Council will listen to the public on any item on the agenda. In addition, the Council will devote time for public comment on items not on the agenda. Addressing the City Council from the audience is not permitted; all comments addressing the Council must be made from the podium. Only public comments made from the podium will be recognized by the City Council and entered into public record.

1. Any person wishing to provide public comment is asked to complete a comment card. Each speaker will be limited to up to three continuous minutes, which may not be delegated or deferred.

2. Comments addressed to the Council shall occur from the podium during the appropriate time on the agenda and should not be construed as an opportunity for dialogue

PUBLIC COMMENT
Mayor Parkhurst opened the meeting for public comment.

Jean Richardson, 575 N Hermosa Ave: Jean Richardson, a resident of 575 N. Hermosa, expressed gratitude to the firefighters for saving her home and preventing further damage after the fire at 585 N. Hermosa. She raised concerns about the lack of a time frame for demolishing the burned structure next door, citing safety and health hazards. She suggested the city assist homeowners by coordinating with demolition companies and establishing a reasonable timeline of no more than three months.

Additionally, she proposed the city hold an open forum with experts from institutions like Cal Poly Pomona or UC Riverside to provide guidance on replanting vegetation to prevent soil erosion and mudslides. She emphasized the need for the city to offer support and clear information to help homeowners recover and restore the community. She concluded by thanking the firefighters and police for their efforts.

David Gordon: expressed gratitude to the City Council, staff, and the fire and police departments for their efforts during the recent fire.

As president of the Sierra Madre Playhouse, he announced that programming, which was temporarily canceled, would resume with a Lunar New Year festival. Highlights include:
• A youth program on Saturday featuring a play about Patsy Mink, the first Asian-American congresswoman.
• A screening of the first known Chinese-American feature film from 1916, directed by Marion Wong.
• Performances by the Bob Baker Marionettes, including a lion dance and children’s workshop. • Various cultural events such as a concert by the Asian American New Music Institute, a Philippine folk arts celebration, and a jazz series performance by Eric Ching.

He emphasized the diversity and cultural significance of the upcoming events and invited the community to participate.

Seeing no one else come forward, Mayor Parkhurst closed public comment and brought the matter back to Council for further discussion or a motion.

PRESENTATIONS

EATON FIRE UPDATE
City Manager Reynoso:

City Manager Jose Reynoso began the Eaton Fire update by expressing gratitude to the City's 100 employees for their extraordinary efforts during the emergency. He specifically thanked individuals and teams, including YMCA staff, communication support personnel, and key members of his executive team, such as Fire Chief Brett Bartlett, Police Chief Barrientos, and other department heads like the Deputy City 8 Manager, Public Works Director, City Librarian, and Water Superintendent Steven McGee, who ensured hydrants remained pressurized.

Reynoso also acknowledged the contributions of the Community Services team, Finance Department, and dedicated police and fire personnel, highlighting that Sierra Madre's strength lies in its people. He expressed pride in the collective efforts of all involved.

Fire Chief Bartlett:

Chief Bartlett detailed the fire’s containment status, noting that 89% has been contained, with 37 structures threatened and 15 destroyed in Sierra Madre. He commended the department's immediate response, including mobilizing nine personnel for 36 continuous hours until additional resources arrived. Mutual aid from nearby agencies, such as Arcadia and Santa Fe Springs, was instrumental in maintaining services and ensuring firefighter safety.

He emphasized community engagement in fire prevention through programs like the Fire Safe Council and Fire Wise Communities, which offer education and potential funding opportunities for mitigation efforts. Chief Bartlett recommended creating a Community Risk Reduction Officer position to improve public education and compliance with fire codes.

During the Q&A, Chief Bartlett discussed the department's use of pre-planning measures, such as red-flag parking restrictions, which provided critical access during the fire. He highlighted the rapid evacuation timeline and addressed the importance of partnerships that ensured resource availability. The council inquired about future prevention strategies, including community involvement in fire-safe initiatives and potential benefits such as insurance rate reductions. Chief Bartlett encouraged residents to contact the fire department for more information on joining these programs.

Police Chief Barrientos:

Chief Barrientos expressed gratitude to the Sierra Madre Police Department, supporting law enforcement agencies, city staff, the fire department, the National Guard, and volunteers for their collective efforts during the fire. He highlighted the police department's pivotal role in evacuating two-thirds of the city north of Sierra Madre Boulevard and their swift activation of the Emergency Operations Center (EOC), which coordinated over 50 officers from neighboring cities to assist in the evacuation.

After the evacuations, the department transitioned to securing evacuated areas through fixed posts and extra patrols to deter criminal activity and ensure property safety. The National Guard supplemented these efforts, and the department maintained maximum deployment until the situation stabilized. The repopulation process was conducted in phases to ensure safety, and the department continued to support recovery efforts, such as aiding the YMCA and ensuring public safety.

During the Q&A, Chief Barrientos emphasized the effectiveness of early evacuations, clear communication through Nixle and Genasys systems, and door-to-door notifications. Council members commended the department for their professionalism and the community’s high compliance rate with evacuation orders, which contributed to the overall safety. Discussions included exploring additional emergency communication tools, such as a halo siren, and enhancing existing systems like Nixle and AM 1630. The department’s collaboration with external agencies and the community’s cooperation were credited as critical factors in the successful response.

Public Works Director Yanez:

Public Works Director Yanez provided updates on the department’s efforts in response to the fire, including debris flow mitigation, sandbag distribution, and dam maintenance. He outlined plans for installing K-rails in the northern parts of the city to mitigate mudflows, with 28 K-rails already placed and an additional 25 arriving soon. The city has 3,000 filled sandbags ready for emergency use, with another 10,000 expected shortly. Sandbags and sand are available for residents at the city yard and firehouse. 9 Yanez highlighted the collaboration with LA County Public Works, the Army Corps of Engineers, and former Public Works Director Chris Cimino to address potential mudflows and debris clearance. He detailed plans to clear debris from the city dam starting January 27, with operations expected to take 2–3 weeks. A traffic route for the debris removal process is being coordinated with law enforcement.

During the Q&A, Yanez and council members discussed:
• Mudflow Hotline: Residents can contact LA County’s 24/7 hotline (1-800-933-0930) to request property assessments by county engineers within 48 hours.
• K-Rails: Efforts to anchor K-rails securely are underway, though Yanez cautioned that severe pressure from debris could still move them. He urged residents to avoid relying on K-rails for personal safety during mudflows.
• Resident Safety: There is a need for public education on what to do during a mudflow. Yanez committed to working with LA County and the fire department to develop or distribute safety guidelines. • Evacuation Plans: The council emphasized the importance of having clear evacuation plans and educating the community about mudflow risks.

The presentation highlighted the department’s proactive measures and collaboration with regional partners to protect the city and residents from mudflow hazards.

Senior Management Analyst Carlson:

Senior Management Analyst James Carlson provided updates on trash services, wildlife activity, and coordination with LA County Public Works regarding flood control and recovery efforts. • Trash Services: Residents and commercial owners are urged to continue using Athens Services.

Despite delays in some areas, Athens maintained regular schedules to avoid confusion. Spoiled food bins remain available at Sierra Vista Park, with pickup being closely coordinated. • Wildlife Update: Wildlife behavior after the fire was discussed. Coyotes are expected to behave unpredictably, while larger mammals like deer, bears, and mountain lions are likely to avoid the area for 3–4 weeks before returning in search of food. Resources from the Wildlife Disaster Network and UC Davis Wildlife Team will be shared with residents.
• Flood Control Coordination: Carlson attended a watershed meeting and noted that localized flood flow maps for the Eaton Canyon fire area will be available on Friday. These maps will provide critical information for flood phase forecasting (Phase 1, 2, and 3) aligned with readiness protocols (Ready, Set, Go). LA County will issue 72-hour, 48-hour, and 12-hour precipitation notices with forecasts for specific areas of Sierra Madre.
• Q&A Highlights:
 Residents should not feed or provide water to wildlife.  The small amount of rain forecasted for the weekend may help identify areas at risk of sliding, providing useful insights for future mitigation.
 Public Works coordinates private debris cleanup and works with LA County engineers on priority areas.

Carlson emphasized ongoing efforts to manage waste, wildlife, and flood mitigation, as well as the importance of community patience and cooperation during recovery.

Water Superintendent McGee:

Superintendent Steven McGee updated the council on the city's water system status and efforts following the fire:
10 • Water System Preparedness and Response:
 Ahead of the wind event, reservoirs were filled to maximum capacity to ensure sufficient water for city needs and fire suppression, even in the event of power loss.  Despite the fire’s impact, the city's water system maintained pressure and showed no signs of contamination or infrastructure compromise.
 A "Do Not Drink, Do Not Boil" water advisory was issued on January 14, 2025, for Zone 3 due to the presence of burned structures connected to the city's water system, following state directives.
• Testing and Monitoring:
 The city worked with Water Quality Treatment Solutions (WQTS) to draft and implement a comprehensive monitoring plan focused on assessing potential contamination, particularly for benzene and volatile organic compounds (VOCs).
 The plan was approved by the State Water Resources Control Board, and sampling began immediately. Testing includes a full VOC panel beyond the required benzene tests.  Initial lab results are expected within 5–7 days, with additional bacteriological sampling conducted to ensure safety.
• Hydraulic System and Redundancy:
 The city’s three water zones—each served by different reservoirs—operate on a gravity-fed system. Zone 3 relies on the Auburn Reservoir, while Zones 1 and 2 have added redundancy to maintain pressure even if reservoir levels drop.
 During the fire, staff ran additional pumps (boosters) to sustain pressure, showcasing expertise and system flexibility.
• Proactive Measures:
 Staff took immediate steps to collect water samples from affected areas, including burned structures, even before state directives.
 The city is committed to transparency and resident safety, ensuring all results are reviewed by both the city and the State Water Resources Control Board. • Q&A Highlights:
 Distinction Between Zones: Residents were informed about the difference between Genasys zones used for evacuation and water zones based on reservoir connections.  VOCs and Fire Contamination: VOCs can enter water systems through burned materials like PVC pipes and synthetic products if pressure is lost. However, the city maintained consistent pressure throughout the event, minimizing risk.
 Timeline for Restoring Water Use: The city expects to resolve the advisory once test results are reviewed and approved by the state, with no anticipated delays from additional testing.  Emergency Preparedness: Coordination with the state and robust system design, including strategic pressure valves, ensure water safety during emergencies.

IT Manager Millan:

Oscar Millan, the city's IT Manager, shared his experiences and insights from managing technology during the recent emergency:

1. Challenges Faced During the Event:
 Power Loss:
 The city’s Achilles heel during the event was power outages, particularly at the city yard.  Batteries typically provide 6–8 hours of backup, but extended outages required quick improvisation, including repurposing equipment from City Hall and utilizing generators.  IT staff worked overnight to maintain critical infrastructure, such as water system controls, ensuring continuous operation.
11  Technology-Dependent Systems:
 Systems like the SCADA (Supervisory Control and Data Acquisition) for water management, computer-aided dispatch for fire and police, and communications infrastructure (e.g., radio systems) were vital and required constant monitoring and adjustment.

2. Collaboration and Staff Efforts:
 Cross-department collaboration was critical, with staff wearing multiple hats to respond to challenges in real time.
 The teamwork and dedication of all city departments were noted as inspiring and effective.

3. Infrastructure Successes:
 Redundancy and Backup Systems:
 The IT team prepared extensively, deploying resources like satellite internet (Starlink), dual broadband providers (Spectrum and Frontier), 5G hotspots, and battery backups.  Despite power fluctuations and outages, IT maintained connectivity and operational continuity throughout the event.
 Proactive Measures:
 Batteries were reinforced ahead of the event, allowing for extended uptime of critical systems.
 A portable Starlink system provided additional redundancy.

4. Reflection and Future Improvements:
 Power Resilience:
 Millan emphasized the need for improved power solutions, such as large-capacity lithium-ion batteries paired with solar panels, to enable days or even weeks of backup power.
 Existing solar infrastructure (e.g., 110 kW battery at the city yard) could potentially be expanded for greater backup capacity.
 System Redundancy:
 IT continues to explore ways to enhance system reliability, including additional power filtration systems to prevent issues from “dirty power” generated during outages.  Technology as a Lifesaver:
 Millan highlighted the critical role of technology in saving lives during the emergency and underscored the importance of continued investment in IT infrastructure.

Q&A Highlights:

1. Improving Power Infrastructure:
 Councilmembers discussed the potential for solar-powered battery systems to address power issues long-term.
 Millan noted that while the city currently uses portable batteries and generators, a large-scale investment in solar and battery storage would provide the most robust solution.

2. Lessons from Past Outages:
 Reflecting on the 2011 outage, the city has made significant upgrades to battery capacity and backup systems. However, further investment is needed to ensure resilience against simultaneous outages at multiple locations.

3. Critical System Sensitivity:
 IT systems, including SCADA, require clean and stable power. Backup power systems, such as advanced battery filtration devices, are crucial to protect sensitive equipment. 12 4. SCADA System Access and Continuity:
 The SCADA system is accessible remotely through VPN, enabling offsite monitoring and adjustments. However, all supporting infrastructure (servers, batteries, etc.) must remain operational for the system to function.

5. City Hall Power Resilience:
 City Hall is equipped with a turbine generator tested before the event. It provides reliable backup power without the issues associated with "dirty power."

6. Future Contingency Planning:
 Councilmembers discussed integrating emergency power from sources like Tesla batteries and leveraging solar infrastructure through Clean Power Alliance programs.  Millan noted that City Hall’s solar and battery backup plans are in progress, with a focus on powering critical systems like the EOC, dispatch, and essential offices.

Council recess taken at 8:15 p.m. during the presentation and reconvened at 8:25 p.m. to continue the Eaton Fire Update.

Assistant City Manager Hernandez:

Miguel Hernandez commended staff for their dedication and effectiveness during the emergency. Many employees participated in the Emergency Operations Center (EOC) for the first time and performed exceptionally well.

EOC Operations and Emergency Proclamation Timeline
• The EOC is currently operating at Level 3 (remote), focusing on cost collection for recovery. • Emergency proclamations must be issued within 10 days of the EOC activation, ratified by the City Council within seven days.
• For this incident, the proclamation was ratified on January 9, beginning a five-day timeline to gather and submit initial damage estimates.

Initial Damage Estimate (IDE)
• Staff compiled costs across several categories:
 Roads and bridges
 Water control facilities
 Public utilities (e.g., water and sewer pipes)
 Parks and trails
• The IDE team, including members from finance, H.R., planning, and other departments, submitted a $1.9 million estimate ahead of the January 14 deadline, later moved up to January 13.

Next Steps for Cost Recovery
• A public assistance request has been submitted to FEMA. A call from FEMA is expected within two weeks to begin the audit and review process.
• Ongoing tasks include:
 Collecting invoices from departments
 Including costs for protective measures (e.g., police, fire, emergency activities) and debris removal in future estimates.
• Recovery efforts will continue for months, with FEMA and Cal OES providing guidance.

After-Action Reporting
• The city will begin an after-action reporting phase, which involves soliciting feedback and creating a comprehensive event overview. This resource-intensive process will aid future emergency preparedness.
• Hernandez noted that while contracting a third party for after-action reporting may be possible, FEMA reimbursement for such costs is limited to about 5%.
13 • Overtime for staff working on the after-action reporting is recoverable under FEMA guidelines.

Discussion and Questions
• Mudflows as a Continuation of the Incident: There’s uncertainty whether mudflows will be classified as part of the same incident or a separate one. Items purchased for mudflow preparation may be partially included in the recovery effort.
• Staff Workload and Cost Recovery: Hernandez clarified that overtime costs for staff involved in afteraction reporting are recoverable.

Deputy City Manager / Public Information Officer Aguilar:

Deputy City Manager Laura Aguilar: Communication Efforts During the Crisis Laura Aguilar detailed the city's communication strategy during the emergency, emphasizing the rapid response and teamwork involved to keep residents informed.

Initial Communication and Alerts
 First Nixle alert issued at 1:06 PM on January 7, warning of high winds and red flag restrictions.  6:43 PM: Nixle alert about a fire in the Eaton Canyon area.  7:23 PM: Evacuation warnings issued for Genasys Zones 1 and 16, within 40 minutes of the fire report.
 8:08 PM: Expanded evacuation warnings to areas east of Grandview Avenue and north of Grove.
 9:33 PM: Evacuation orders for Genasys Zones 1, 2, 3, 7, 8, 15, and 16.

Collaboration and Public Assistance
 Aguilar and City Librarian Regan led the communication efforts, with critical support from city departments.
 City Hall and the library served as key hubs, collectively managing over 2,400 phone calls and 600 in-person visits from January 9–15.
 Library provided charging stations and a safe space for displaced residents.

Communication Channels
 Ten Facebook Live videos featuring updates from city officials, including City Manager Reynoso and Fire Chief Bartlett.
 70 infographics created and shared to disseminate critical information.  Published updates in Mountain Views News editions on January 11 and 18.  Distributed FEMA resource packets, flood preparation guides, and N-95 masks to residents.  Extended City Hall and library hours to provide additional support.  Challenges with AM 1630 radio station noted due to outdated technology; improvements are being explored.

Support from Neighborhood Watch and Assistance Centers
 Neighborhood Watch captains helped relay information and check on neighbors.  Staff worked 12-hour shifts at PCC Local Assistance Center, providing critical resources such as DMV services and disaster relief guidance.

Challenges and Future Improvements
 Communication was managed alongside regular duties and emergency response efforts.  Addressed community feedback about audio quality in early Facebook Live videos and enhanced subsequent videos.
 Proposed improvements include better promotion of official city communication platforms (e.g., social media handles on the website) and expanding outreach through additional platforms like 14 YouTube.

Key Statistics
• 70 infographics created.
• 10 Facebook Live videos produced.
• Over 2,000 phone calls and 400 visitors at City Hall. • Library served an additional 400 visitors for resources and charging stations.

Council Discussion
• Council members commended Aguilar and city staff for their exceptional efforts under resource constraints.
• Suggestions included:
 Hiring additional communication staff to enhance future responses.  Improving accessibility by leveraging tools like YouTube and ensuring official communication handles are visible on the city’s website.
• Recognized the teamwork across departments, with multiple staff wearing “different hats” to manage the crisis.

Planning Manager, Lin:

Planning Manager Lin provided an update on the Planning Department’s role in the ongoing recovery efforts following the fire incident, focusing on structural assessments, debris removal, and coordination with partner agencies.

Structural Damage Assessment
 Completed damage assessments on 60 structures, with:
 26 red-tagged structures (15 primary residences and 11 accessory structures).  34 structures categorized as damaged (combination of red- and green-tagged).  Ongoing efforts to identify additional damaged structures; residents are encouraged to report damage via the city’s email at [email protected].

Debris Removal and Recovery Coordination
 City is part of a joint task force with federal, state, and county agencies, including:
 Environmental Protection Agency (EPA).
 US Army Corps of Engineers.
 California Office of Emergency Services (CalOES) and Los Angeles County Public Health.
 Recovery involves two key phases:
 Phase 1: Hazardous material removal by the EPA to ensure safety before other work begins.
 Phase 2: Fire-damaged debris removal and utility work, managed by the Army Corps of Engineers, including capping/removing damaged service lines.  Property owners will need to sign a "right of entry" form to allow debris removal; the form is under review by the city attorney.

Federal Support and Local Coordination
 Efforts are being conducted at no cost to residents.
 EPA has established a staging site in Irwindale and is preparing to deploy 40–60 crews for cleanup.
 A public “story map” website and toll-free number will be provided by the EPA to update residents on cleanup progress.

Community Outreach and Challenges
 Coordination with residents who own red-tagged properties remains ongoing. 15  Efforts to gather contact information include counter visits, past permit records, and collaboration with other departments.
 EPA and public health agencies will issue guidelines for residents regarding proximity to debris piles and safety measures.

Key Issues Discussed
 Concerns about displaced families and how to prioritize properties for cleanup.  Lack of personalized communication with all affected property owners so far; only a small number have reached out to the city.
 Potential health hazards from toxic materials (e.g., lead, arsenic, asbestos, VOCs, and lithiumion batteries).

Council Feedback and Next Steps
 Council emphasized the importance of tailored outreach to affected residents and requested updates on cleanup timelines.
 The Planning Department will remain engaged with partner agencies and provide regular updates to the council and community as new information becomes available.

City Attorney Giragosian:

City Attorney Alek Giragosian provided updates on federal, state, and local orders relevant to the city’s response to the fire incident and its aftermath.

Federal Updates
 The Angeles National Forest is closed until the end of the month, with a prohibition on flying drones over the area due to interference risks with firefighting activities. Violators may face civil penalties of up to $20,000.

State Updates
 Rebuild Process:
 CEQA (California Environmental Quality Act) requirements have been waived or suspended to fast-track rebuilding and debris removal efforts.  Fast-tracked approvals are in place for rebuilding single-family homes and ADUs damaged in the fire.

Emergency Protections:
 Price gouging (inflated prices for goods or contractor services) is illegal during emergencies.
 Unsolicited offers to purchase property below fair market value are prohibited for three months.
 Evictions are restricted, particularly for residents housing individuals displaced by the fire.
 Residents experiencing price gouging, eviction issues, or unsolicited purchase offers are encouraged to contact the California Department of Justice’s Disaster Relief Task Force at 1- 800-952-5225 or through their website.

Local Updates
 The LA County Public Health order prohibiting the use of leaf blowers remains in effect countywide. Residents are encouraged to report violations to local code enforcement.  The city declared a local emergency, allowing for three executive orders issued by the City Manager (as Director of Emergency Services). Although the executive orders have expired, the local emergency declaration remains in effect and will be reconsidered at the next city council meeting.

Relevant State and Local Financial Relief
16  State relief programs include proposed bills for financial aid, such as $100 million allocated for small businesses affected by the fire.
 Discussion of additional funding proposals, including $1 billion for wildfire response and $1.5 billion for statewide climate resilience, is ongoing in the legislature.

Eviction Moratorium and Insurance Protections
 A moratorium on fire-related insurance cancellations ensures coverage for affected residents.  Protections also extend to residents hosting displaced individuals, preventing evictions based on occupancy limits during the emergency.

Key Takeaways
 Residents affected by the incident are encouraged to report damages to the city through [email protected].
 The city continues to monitor legislative developments to ensure access to financial and recovery resources for residents and businesses.

The City Attorney highlighted the coordinated efforts across federal, state, and local agencies to protect residents' rights and facilitate recovery.

ACTION ITEMS
Regardless of staff recommendation on any agenda item, the City Council will consider such matters, including action to approve, conditionally approve, reject, or continue such item.

CONSENT
The reports were presented by City Clerk Aguilar.
a) CONSIDERATION OF RESOLUTION 25-01 APPROVING CERTAIN DEMANDS It is recommended that the City Council approve Resolution 25-01 approving payment of Ratified City Warrants in the aggregate amount of $326,921.49; Ratified Sierra Madre Library Warrants in the aggregate amount of $18,666.94; and Ratified Payroll Transfer in the aggregate amount of $1,200,510.03; for the fiscal year ending June 30, 2025. b) CONSIDERATION OF RESOLUTION 25-02 APPROVING CERTAIN DEMANDS It is recommended that the City Council approve Resolution 25-02 approving payment of City Warrants in the aggregate amount of $840,474.22, Sierra Madre Library Warrants in the aggregate amount of $295.00, and Payroll Transfer in the aggregate amount of $575,901.75; for the fiscal year ending June 30, 2025.
c) CONSIDERATION TO AWARD CONSULTING SERVICES CONTRACT FOR

FURNITURE, FIXTURES, AND EQUIPMENT SERVICES FOR THE LIBRARY

MEANINGFUL IMPROVEMENT PROJECT TO TSK ARCHITECTS
It is recommended that the City Council award a Consulting Services Contract to TSK Architects in an amount not to exceed $25,500.00 to oversee the programming/meetings, selection, quoting, ordering, delivery, installation, and final walk-throughs of furniture, fixtures, and equipment for the Library Meaningful Improvement Project. d) CONSIDERATION TO SIGN A LETTER OF SUPPORT FOR THE CITY OF ARCADIA’S

APPLICATION FOR THE CALTRANS SUSTAINABLE TRANSPORTATION

PLANNING GRANT
17 It is recommended that the City Council approve and authorize the City Mayor to sign a letter of support endorsing the City of Arcadia’s application for the Caltrans Sustainable Transportation Planning Grant to support their Active Transportation Plan (ATP). e) FINAL SUBDIVISION MAP APPROVAL FOR PARCEL MAP NO. 83267, A LOT SUBDIVISION AT 91 E. ORANGE GROVE AVE.

It is recommended that the City Council review and approve the final subdivision map for Parcel Map No. 83267 and authorize the City Clerk to certify Parcel Map No. 83267. f) CONSIDERATION OF RESOLUTION 25-04 AMENDING RESOLUTION 23-21 FOR

THE PURPOSE OF EXTENDING THE EXPIRATION DATE OF A CONDITIONALLY

APPROVED TENTATIVE PARCEL MAP FOR A CONDOMINIUM PROJECT LOCATED AT 182 SOUTH BALDWIN AVENUE IN SIERRA MADRE
It is recommended that the City Council adopt Resolution 25-04 approving a twenty- four month time extension of the tentative parcel map approval for Parcel Map No. 83920. g) CONSIDERATION RESOLUTION 25-03 TERMINATING THE CITY OF SIERRA MADRE’S PARTICIPATION IN THE MEMORANDUM OF UNDERSTANDING AND WITHDRAWING FROM THE 5-CITIES ALLIANCE REGARDING THE PROPOSED 710 FREEWAY EXTENSION.

It is recommended that the City Council adopt Resolution 25-03 terminating its participation in the Memorandum of Understanding and withdrawing from the 5-Cities Alliance regarding the proposed 710 freeway extension.
h) CONSIDERATION OF APPROVING AMENDMENT NO. 1 EXTENSION OF SERVICES

FOR THE PROFESSIONAL AGREEMENT FOR LANDSCAPE SERVICES TO MERCHANTS LANDSCAPE SERVICES, INC. IN THE AMOUNT NOT TO EXCEED $125,100 FOR THE REMAINDER OF FISCAL YEAR 2024/2025
It is recommended that the City Council approve amendment No. 1 extending landscaping services to Merchants Landscaping Services, Inc. in an amount not to exceed $125,100 for the remainder of fiscal year 2024/2025 i) CONSIDERATION OF APPROVING AMENDMENT No. 1 EXTENSION OF SERVICES

FOR THE PROFESSIONAL SERVICES AGREEMENT FOR EXTERMINATION

SERVICES TO EXTREME PEST CONTROL, IN THE AMOUNT NOT TO EXCEED $6000 FOR THE REMAINDER OF THE FISCAL YEAR 2024/25.

It is recommended that the City Council approve amendment No. 1 extending pest control services to Extreme Pest Control in an amount not to exceed $6,000 for the remainder of the fiscal year 2024/2025
j) CONSIDERATION OF RESOLUTION NO. 25-08 TO ACQUIRE THE RIGHT-OF- WAY

FOR THE OFFSITE IMPROVEMENT OF CARTER AVENUE FROM THE COUNTY OF

LOS ANGELES
It is recommended that the City Council adopt Resolution 25-08 to acquire the right- ofway for the offsite improvement of Carter Avenue from the County of Los Angeles and to determine that the acquisition is exempt from CEQA under 14 CCR 15182(c).

Mayor Parkhurst brought the matter to the City Council for questions. 18 Mayor Parkhurst opened Public Comment.

Seeing no one come forward, Mayor Parkhurst brought the matter back to the City Council for further discussion and/or a motion.

Council Member Goss made a motion to approve Consent Items A-J, as presented.

Council Member Garcia seconded the motion.

Mayor Kriebs called for a vote of the Council
Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, Council Members Garcia, Goss, and Kriebs.

Noes: None.

Absent: None.

Abstain: None.

PUBLIC HEARING

1. CONSIDERATION OF RESOLUTION 25-05 AUTHORIZING THE ALLOCATION OF FY 2025- 2026 CDBG FUNDS TO CONTINUE THE SENIOR MINOR HOME REHABILITATION PROGRAM Presented by: Planning Manager Lin
It is recommended that the City Council open a Public Hearing, receive testimony and consider adoption of Resolution 25-05 authorizing the allocation of Fiscal Year 2025-2026 Community Block Grant Funds and prior year’s unallocated funds to the Senior Minor Home Rehabilitation Program.

Mayor Parkhurst brought the matter to the City Council for questions.

Mayor Parkhurst opened Public Comment to receive testimony.

Seeing no one come forward, Mayor Parkhurst brought the matter back to the City Council for further discussion and/or a motion.

Council Member Kriebs made a motion to introduce for first reading of Resolution 25-05, Authorizing The Allocation of FY 2025-2026 CDBG Funds To Continue The Senior Minor Home Rehabilitation Program.

Mayor Pro Tem Lowe seconded the motion.

Mayor Kriebs called for a vote of the Council
Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, Council Members Garcia, Goss, and Kriebs.

Noes: None.

Absent: None.

Abstain: None.

The motion to introduce for first reading of Resolution 25-05, Authorizing The Allocation of FY 2025-2026 CDBG Funds To Continue The Senior Minor Home Rehabilitation Program was approved by unanimous voice vote.

DISCUSSION

1. CITY COUNCIL LIAISON APPOINTMENTS AND CONSIDERATION OF RESOLUTIONS 25-03, 25-04, AND 25-05 RELATING TO APPOINTMENTS TO THE SAN GABRIEL VALLEY 19 COUNCIL OF GOVERNMENTS, LEAGUE OF CALIFORNIA CITIES, SOUTHERN

CALIFORNIA ASSOCIATION OF GOVERNMENTS, AND THE LOS ANGELES COUNTY

SANITATION DISTRICT
Staff recommends that the City Council approve City Council liaisons and/or voting delegates to serve on various boards, commissions, and associations. It is also recommended that the City Council approve Resolution 25-03 designating a Voting Delegate and Alternate Voting Delegate to the San Gabriel Valley Council of Governments; Resolution 25-04 designating a Voting Delegate and Alternate Voting Delegate to League of California Cities; and Resolution 25-05 designating a Voting Delegate and Alternate Voting Delegate to Southern California Association of Governments.

Mayor Parkhurst brought the matter to the City Council for questions.

Mayor Parkhurst opened Public Comment to receive testimony.

Seeing no one come forward, Mayor Parkhurst brought the matter back to the City Council for further discussion and/or a motion.

Council Member Kriebs made a motion to designate Council Member Garcia as the voting delegate for the League of California Cities and to designate Mayor Parkhurst as the primary voting representative for the Los Angeles County Sanitation District, with Mayor Pro Tem Lowe as the backup representative.

Additionally, Council Member Kriebs moved to approve Resolutions 20-5-03, 20-5-04, and 20-5-05 to formalize these appointments.

Mayor Pro Tem Lowe seconded the motion.

Council Member Goss called for a vote of the Council.

Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, Council Members Garcia, Goss, and Kriebs Noes: None.

Absent: None.

Abstain: None.

Following this motion, Mayor Pro Tem Lowe made a motion to approve Resolution 25-03, appointing Council Member Goss as the voting delegate for the San Gabriel Valley Council of Governments and Council Member Garcia as the alternate.

The motion was seconded by Council Member Kriebs.

Mayor Pro Tem called for a vote of the Council.

Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, Council Members Garcia, Goss, and Kriebs Noes: None.

Absent: None.

Abstain: None.

2. CONSIDERATION OF RESOLUTION NO. 25-06 ESTABLISHING A

LEGISLATIVE ADVOCACY POLICY AND AUTHORIZING THE CITY MANAGER

OR DESIGNEE TO TAKE POLICY POSITIONS ON PENDING LEGISLATION OR

REGULATION
Staff recommends the City Council consider adoption of Resolution No. 25-06 20 establishing a legislative advocacy policy and authorizing the City Manager or designee to take policy positions on pending legislation or regulation.

Council Member Kriebs made a motion to continue consideration of Resolution No. 25-06, establishing a legislative advocacy policy and authorizing the City Manager or designee to take policy positions on pending legislation or regulation.

Mayor Pro Tem Lowe seconded the motion.

Mayor Parkhurst called for a vote of the Council.

Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, Council Members Garcia, Goss, and Kriebs Noes: None.

Absent: None.

Abstain: None.

FUTURE AGENDA ITEMS
• Streamlining the Permitting Process for Rebuilding: Council Member Garcia recommended adding a discussion to streamline the permitting process for destroyed or damaged structures, ensuring applicants with resources ready for rebuilding are prioritized to avoid bottlenecks. • Staffing for Permit Processing: Council Member Kriebs requested an analysis of whether additional staff is needed to process a potential influx of permit applications and whether such staffing costs could be included in the city’s recovery costs.
• Community Risk Reduction Officer: Council Member Garcia proposed exploring the addition of a Community Risk Reduction Officer position to enhance city preparedness and resident education, following the Fire Department's recommendations.
• Motorized Bikes and Scooters Safety Regulations: Council Member Garcia suggested reviewing city codes related to electric motorbikes and scooters, including enforcement of existing state laws, police education, and potential code updates to improve safety for children and the community.

AVAILABILITY OF AGENDA MATERIALS
Materials related to items on this agenda are available for public inspection on the City’s website at www.SierraMadreCA.gov

MEETING ASSISTANCE
If you require special assistance to participate in this meeting, please call the City Clerk’s office at (626) 355-7135 at least 48 hours before the meeting.

ADJOURNMENT
The City Council will adjourn this meeting to a Regular meeting on January 28, 2025.

Mayor Parkhurst asked for a motion to adjourn the meeting. 21 Council Member Goss made a motion to adjourn the Regular meeting to a Regularl meeting on January 28, 2025.

Mayor Pro Tem Lowe seconded the motion to adjourn.

The meeting was adjourned at 10:11 p.m. to a Regular meeting to be held on January 28, 2025.

Robert Parkhurst, Mayor
Minutes taken and prepared by:

Eric Lozick, Administrative Analyst
Minutes edited by
Laura Aguilar, City Clerk
1 MINUTES

REGULAR MEETING

SIERRA MADRE CITY COUNCIL
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Thursday, January 28, 2025
5:30 pm
Sue Spears, City Treasurer
City of Sierra Madre
City Council Chambers
232 W. Sierra Madre Boulevard
Sierra Madre, California 91024
The Brown Act provides the public with an opportunity to make public comments at any public meeting; As an alternative to attending the meeting in person, public comment may be made by e-mail to [email protected] by 3:00 PM on the day of the meeting. Emails will be acknowledged at the Council meeting, filed into public record, and scanned onto the City website for public review.

Present: Mayor Robert Parkhurst, Mayor Pro Tem Kristine Lowe, and Council Members Edward Garcia, Gene Goss, and Kelly Kriebs.

Absent: None.

Also Present: Jose Reynoso, City Manager
Miguel Hernandez, Assistant City Manager
Aleks Giragosian, City Attorney
Laura Aguilar, Deputy City Manager/City Clerk
James Carlson, Senior Management Analyst
Brent, Bartlett, Fire Chief
Joshua Wolf, Senior Planner
Arnulfo Yanez, Public Works Director
James Carlson, Senior Management Analyst
Steven McGee, Water Superintendent
Oscar Millan, IT Manager
Leila Regan, City Librarian
Anthony Rainey, Finance Director
Henry Amos, Police Captain

PLEDGE OF ALLEGIANCE AND INSPIRATION
Council Member Edward Garcia acknowledged the Eaton Fire tragedy and its impact on the community as the Lunar New Year approached. He reflected on the holiday’s themes of resilience, renewal, and hope, recognizing its relevance in helping the community heal.

He noted the reopening of schools in Sierra Madre, Pasadena, and Altadena, emphasizing the importance of supporting students and staff as they return to their school communities following recent hardships. He expressed optimism that those who have experienced loss will find solace and strength within their community.

Garcia highlighted the symbolism of the Lunar New Year, noting that just as the seasons change and the moon waxes and wanes, challenges and hardships are followed by renewal and growth. He encouraged the community to come together, commit to acts of service and kindness, and find gratitude in small blessings.

He commended the volunteerism and generosity demonstrated by Sierra Madre residents in response to the tragedy and closed with an optimistic message, seeing the new year as an opportunity for renewal, hope, and unity.

APPROVAL OF MEETING AGENDA
Vote of the City Council to proceed with City business.

Council Member Garcia made a motion to amend Consent Calendar Item (C) – the City of Sierra Madre Annual Comprehensive Financial Report, Auditor’s Report, and Associated Financial Reports for Fiscal Year 2023/2024 – by moving it from the Consent Calendar to a Discussion item. Additionally, he moved to defer the approval of the January 21, 2025, City Council Meeting Minutes to the February 11, 2025, Council meeting.
3 Council Member Goss seconded the motion.

Mayor Parkhurst called for a vote of the Council:

Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, and Council Members Garcia, Goss, and Kriebs.

Noes: None.

Absent: None.

Abstain: None.

The motion to move to approve the agenda as amended was approved by a unanimous voice vote.

COUNCIL REPORT OUT FROM CLOSED SESSION
No closed Sessions were held between January 21, and 2025 and January 28, 2025.

APPROVAL FOR READING RESOLUTIONS AND ORDINANCES
Vote of the Council to read all ordinances and resolutions by title only and waive the reading in full.

A motion to approve the reading of resolutions and ordinances was made by Council Member Kriebs.

Mayor Pro Tem Lowe seconded the motion.

Mayor Parkhurst called for a vote of the Council:

Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, and Council Members Garcia, Goss, and Kriebs.

Noes: None.

Absent: None.

Abstain: None.

The motion to approve the reading of all ordinances and resolutions by title only, and waive the reading in full, was passed by a unanimous voice vote.

APPROVAL OF MEETING MINUTES
Approval of the January 21, 2025, City Council Meeting Minutes moved to the February 11, 2025, Council meeting.

MAYOR AND CITY COUNCIL REPORTS
Reporting of Council Members' activities related to City business.

Council Member Goss:

No report.

Council Member Kriebs:

Reported that, in light of a recent executive order, she proactively reached out to several local elected officials to discuss potential impacts on federal funding allocated to Sierra Madre. She contacted Congresswoman Judy Chu, Senator Alex Padilla, Senator Adam Schiff, and State Assembly member John Harabedian to inquire about any concerns regarding federal funds designated for the city, particularly those related to public safety initiatives and FEMA recovery efforts following the Eaton Fire.

Council Member Kriebs received responses from both Assembly member Harabedian and Congresswoman Chu's offices, acknowledging the concerns and indicating that they were addressing the issue. She also noted that a court injunction had been issued, temporarily halting the executive order until the beginning of the following week. Council Member Kriebs emphasized his commitment to ensuring that the city remains informed and prepared concerning the receipt of these critical funds. 4 Council Member Garcia:

Attended a press conference organized by SoCal Gas and the YMCA of Metropolitan Los Angeles. The event featured notable attendees, including SoCal Gas CEO, Pasadena Mayor Victor Gordo, and Victor Dominguez, President and CEO of the YMCA of Metropolitan Los Angeles. During the event, SoCal Gas announced a $400,000 donation to support the YMCA's relief efforts. The event highlighted the collaborative efforts of volunteers from both Sierra Madre and SoCal Gas in supporting the community.

Council Member Garcia expressed gratitude to the first responders, city staff, volunteers, the YMCA, and SoCal Gas for their contributions to the community's recovery.

Mayor Pro Tem Lowe:

Attended a webinar titled "Green Jobs for LA County," which focused on the evolving landscape of the economy and workforce, particularly in relation to disaster preparedness and recovery. The discussion emphasized the increasing demand for specialized roles in areas such as post-fire cleanup, management of lithium-ion batteries, and adaptation to changing fire behaviors. The webinar highlighted the need to prepare for various types of disasters and the emergence of new job categories to address these challenges.

Additionally, Mayor Pro Tem Lowe attended the memorial service for Eddie Truman, a beloved Sierra Madre resident known for his contributions to the community. The service provided an opportunity for residents, especially those from the canyon area, to come together, share memories, and reflect on experiences, including previous fires and community resilience.

Furthermore, she engaged in discussions with Assembly member John Harabedian regarding the availability of relief funds for private schools in the aftermath of recent disasters. While public schools have applied for FEMA funds and initiated relief efforts, concerns were raised about the 40% of students attending private institutions that may not have access to the same funding. Assembly member Harabedian is investigating potential avenues for these schools to receive assistance, considering their unique status that doesn't align directly with public school or small business funding categories.

Mayor Parkhurst:

He began by discussing Governor Gavin Newsom’s visit to Pasadena on January 23, 2025, where he signed two bills totaling $2.5 billion. Of that amount, $1.5 billion is allocated for Los Angeles fire relief, while $1 billion is designated for statewide climate change response initiatives. He noted that the swift passage of these measures reflects the urgency in providing resources to affected communities.

He then announced water billing adjustments for Sierra Madre residents in response to the recent emergency. Residents will receive two separate water bills: one covering the period from December 29, 2024, through January 7, 2025, and another covering January 25 through the end of February 2025. No residents will be billed for water usage during the emergency period of January 8 through January 24, 2025. Additionally, homeowners who lost their homes will not receive any water bills until their properties are rebuilt. These adjustments were initiated by city staff to ease financial burdens on impacted residents.

He also announced the upcoming Fire Safe Council Meeting, scheduled for Monday, February 3, 2025, at 6 p.m. in the council chambers. The Fire Safe Council will focus on reducing fire risks to homes, building community resilience, and potentially improving insurance rates for residents in high-risk areas. While insurance benefits are not guaranteed, the initiative is expected to provide additional protection and preparedness for the community.

Mayor Parkhurst concluded by sharing a message from Nicole Tibbet, Assistant City Manager of San Marino and Director of Programming for the Municipal Management Association of Southern California.

She recently attended a meeting in Tampa, where nearly 60 city and county managers from across the country expressed their concern for California communities affected by recent fires. In a show of support, city and county officials from across the United States wrote letters of encouragement to Sierra Madre. 5 Mayor Parkhurst read several of these letters, highlighting the national solidarity and compassion extended to the community during this challenging time.

PUBLIC PARTICIPATION CODE OF CONDUCT
Your participation is welcomed and invited at all City Council meetings. The Council requests that participants refrain from making personal, slanderous, profane, or disruptive remarks. A person who continues to disrupt the orderly conduct of the meeting after being warned by the Mayor or designee to cease the disruption may be precluded from further participation in the meeting. No signs, posters, or other large objects shall be brought into the Council Chambers or other meeting places if doing so would disrupt, disturb, or otherwise impede the orderly course of the meeting.

PUBLIC COMMENT
The Council will listen to the public on any item on the agenda. In addition, the Council will devote time for public comment on items not on the agenda. Addressing the City Council from the audience is not permitted; all comments addressing the Council must be made from the podium. Only public comments made from the podium will be recognized by the City Council and entered into public record.

Providing Public Comment

1. Any person wishing to provide public comment is asked to complete a comment card. Each speaker will be limited to up to three continuous minutes, which may not be delegated or deferred.

2. Comments addressed to the Council shall occur from the podium during the appropriate time on the agenda and should not be construed as an opportunity for dialogue

PUBLIC COMMENT
Mayor Parkhurst opened the meeting for public comment.

Joseph Cain, 2081 Liliano Dr: raised concerns about overgrown vegetation and fire hazards in a small valley on the west side of Liliano Drive and the north end of Stonehouse Road. He noted that the recent fire reached the backyard of a home on Liliano Drive before being stopped and emphasized that the area contains cut wood, leaf piles, overgrown brush, and eucalyptus trees in need of thinning and removal.

He stated that minimal maintenance has been done for years, and the fuel load has increased significantly due to recent heavy rains, posing a heightened wildfire risk. Cain urged the City Council to prioritize wildfire mitigation efforts and sought guidance on addressing this hazard to protect the neighborhood from future fires.

Chris Bohler, 691 Chaparral Rd: a local builder with over 30 years of experience addressed the council regarding the lengthy and complex building permit process. He proposed creating a catalog of pre-approved home designs—specifically tailored for Fire Zone 4—to expedite reconstruction efforts in areas affected by recent fires, such as Altadena, Sierra Madre, and Pasadena. This initiative would allow residents to select from various designs online, significantly 6 reducing architectural fees and permit processing times. Bohler suggested collaborating with architects willing to contribute their designs for a nominal fee, enabling quicker project commencements post-hazardous material cleanup. He expressed concerns that, without such measures, the rebuilding process could extend over several years due to anticipated bottlenecks in design and permitting. Bohler also inquired about contacting Supervisor Kathryn Barger to discuss this proposal further.

John Cassara, 2085 Kaia Lane: expressed concerns about mudslide risks and the need for K-rail barriers following the recent fire. He stated that he and his neighbors fought the fire themselves using hydrants and successfully saved several homes, despite not seeing fire crews for two days.

The area behind his home, which had not burned since 1971, is now completely scorched, creating a significant risk of mudflows.

He requested that the City provide four large K-rail barriers to help protect his property and his neighbor's home from potential debris flow. Cassara noted that LA County Sheriff's deputies visited his property and questioned why Sierra Madre had not yet provided K-rail, given the urgency of the situation. He also stated that LA County officials confirmed that they had provided Sierra Madre with K-rail for fire-impacted areas.

City officials informed Cassara that a public works representative would follow up with him regarding his request. Cassara emphasized that while some homes in other areas had received Krail, his neighborhood remains at immediate risk, and he urged the City to act quickly to prevent post-fire damage to homes.

Jon Fullinwider: expressed frustration over a lack of communication and support from the city during and after the fire. Despite multiple attempts to contact Public Works, he never received a response, while LA County Public Works informed him that K-rail had been provided to Sierra Madre for distribution.

He emphasized the urgent need for proactive mudslide mitigation to prevent damage, referencing past disasters like the Chantry Flats mudslide. He called for a post-event analysis involving public input to assess the city’s emergency response and coordination with other agencies.

In response to a council inquiry, Fullinwider suggested direct emails for specific invitations and continued use of city alerts and sheriff notifications for broader public communication.

Leila Regan, City Librarian: announced the 2025 One Book One City program, featuring What You Are Looking for Is in the Library by Michiko Aoyama. She highlighted several upcoming events:

Origami Cats Craft: Available throughout the month at the library.

Community Writing Submission: Residents are invited to submit creative nonfiction or poetry (1,000 words or less) about how the library has impacted them. Submissions are due by Monday, February 3rd, at 8:00 PM. The collected works will be published in a community book, followed by a book signing and reading event.

Sip and Shush Silent Book Club: An opportunity to read quietly in a social setting at T. T. Rogers.

Sessions are scheduled for Saturday, February 8th, at 6:30 PM, and Wednesday, February 26th, at 7:00 PM.

Crafted Workshop: Led by Rich Proctor's daughter, this session will teach participants the art of felting, inspired by the book's librarian character.

The World's Strongest Librarian Play: Tentatively planned for Monday, February 24th, at 7:30 PM, at the Sierra Madre Playhouse.
7 Leila encouraged the community to participate in these events throughout February.

Seeing no one else come forward, Mayor Parkhurst closed public comment and brought the matter back to Council for further discussion or a motion.

PRESENTATIONS

PUBLIC WORKS WATER MAIN UPDATE
Presented by Water Superintendent McGee:

Steven McGee provided an update on the city's water main replacement efforts and shared recent rainfall totals, noting that the city received approximately 0.75 inches of rain at the yard and nearly an inch at the tunnel system.

He thanked the community for their patience during the recent boil water advisory, emphasizing the seriousness of maintaining a reliable water system and commending his staff and City Manager Reynoso for their efforts in resolving the situation.

McGee outlined the city’s aging water infrastructure as a primary cause of increasing leaks. Before 2015, the city experienced approximately 50 leaks per year, but that number has since risen to 400 annually due to aging pipes well past their life expectancy. To address this, the city began a focused effort on water main replacements in 2015 and developed a Water Master Plan in 2017, which originally identified 29,000 feet of pipe in need of replacement. To date, over 35,000 feet of mainline has been replaced, surpassing initial projections.

Challenges include rising material and construction costs, reducing the amount of pipe that can be replaced annually. Current projects complete approximately 2,500 feet of pipeline per year, compared to 5,000-6,000 feet in previous years. However, the city’s increased budget from $1.2 million to $1.5 million in FY 2025-26 will allow for continued replacement efforts.

McGee discussed the importance of updating the Water Master Plan to reassess remaining priority areas and seek additional funding through grants and emergency funds. He confirmed that water loss has decreased from 30% to approximately 12%, despite continued high leak rates, and attributed this to proactive repairs, pipeline replacements, and system monitoring.

Looking ahead, the city will continue prioritizing mainline replacements based on leak data and master plan recommendations, while also exploring opportunities to further expand replacement efforts as funding allows.

ACTION ITEMS
Regardless of staff recommendation on any agenda item, the City Council will consider such matters, including action to approve, conditionally approve, reject, or continue such item.

CONSENT
The reports were presented by City Clerk Aguilar.
a) CONSIDERATION OF RESOLUTION 25-11 APPROVING CERTAIN DEMANDS It is recommended that the City Council approve Resolution 25-11 approving payment of City Warrants in the aggregate amount of $376,041.28, Sierra Madre Library Warrants in the aggregate amount of $7,723.70, and Payroll Transfer in the aggregate amount of $620,908.91; for the Fiscal Year ending June 30, 2025.
b) GRANT OF EASEMENT TO SOUTHERN CALIFORNIA EDISON TO CONSTRUCT NEW ANCHORS AT TRACT 2456, ASSESSOR PARCEL NUMBER 5764-025-902, A CITY OWNED PROPERTY LOCATED AT 530 ALTA VISTA DRIVE, SIERRA MADRE,

CALIFORNIA
8 It is recommended that the City Council grant an easement to Southern California Edison at Parcel Number 5764-025-902 to construct, use, maintain, operate, alter, add to, repair, replace, inspect, relocate, and remove at any time and from time to time stub poles, guywires, anchors, and other appurtenant fixtures and/or equipment made for anchorage purposes.

It is recommended that the City Council receive and file the Annual Comprehensive Financial Report for Fiscal Year 2023/2024.
c) SECOND READING OF ORDINANCE 1476 ADOPTING AN ADMINISTRATIVE

REMEDIES PROCEDURE FOR CHALLENGES TO FEES, CHARGES, AND

ASSESSMENTS
It is recommended that the City Council conduct a second reading of Ordinance 1476, by title only, waiving any further reading, and adopt Ordinance 1476. d) STATE HOMELAND SECURITY PROGRAM SUB RECIPIENT AGREEMENT FOR GRANT YEAR 2023
It is recommended that the City Council approve the grant agreement between the City of Sierra Madre and County of Los Angeles for a State Homeland Security Program grant and authorize the City Manager or his designee to execute the agreement and any additional documents related to the grant.

Mayor Parkhurst brought the matter to the City Council for questions.

Mayor Parkhurst opened Public Comment.

Seeing no one come forward, Mayor Parkhurst brought the matter back to the City Council for further discussion and/or a motion.

Council Member Goss made a motion to approve Consent Items A-D, as presented.

Council Member Garcia seconded the motion.

Mayor Kriebs called for a vote of the Council
Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, Council Members Garcia, Goss, and Kriebs.

Noes: None.

Absent: None.

Abstain: None.

PUBLIC HEARING

1. CONSIDERATION OF RESOLUTION 25-10 APPROVING A CITY PARKING BAIL

SCHEDULE TO ESTABLISH OPERATIONAL COSTS ASSOCIATED WITH PARKING

ENFORCEMENT, INSTITUTING LATE PAYMENT PENALTY FINES FOR DELINQUENT

PAYMENT OF PARKING CITATIONS AND AUTHORIZE THE FINANCE DIRECTOR TO

MAKE ANY NECESSARY BUDGETARY AND ACCOUNTING ENTRIES
It is recommended that the City Council open a Public Hearing, receive testimony and consider adoption of Resolution 25-10
9 Presented by: Henry Amos, Police Captain:

Captain Amos of the Sierra Madre Police Department presented Resolution 25-10, which establishes a structured fee and penalty system for parking violations in compliance with California Vehicle Code Section 40203.5(a). The resolution authorizes cost recovery for parking enforcement operations, institutes late payment penalties, and permits the Finance Director to make necessary budget adjustments.

The parking fine structure consists of three levels:
• Initial fine: Must be paid within 21 days.
• Late fee: After 21 days, a $25 penalty is added.
• DMV hold: If unpaid, the citation is sent to the DMV, adding a $15 fee and preventing vehicle registration renewal until the fine is settled.

The fine for standard parking violations, including overnight parking without a permit, is $100, increasing to $125 after 21 days and $140 if sent to the DMV. Fines for violations related to disabled parking spaces and access are $300, increasing to $325 after 21 days and $340 if sent to the DMV.

Council members inquired about the history of the ordinance, which was previously reviewed and approved after adjustments to fine amounts. It was noted that the resolution still listed the former mayor’s name, raising a procedural question regarding its signature validity.

Other discussion points included:
• Overnight parking enforcement: Vehicles without a permit are subject to a citation each night they are parked illegally. The annual permit fee is approximately $115, while temporary permits are about $6-$7 per night.
• 72-hour parking rule: Regardless of having an overnight parking permit, vehicles must be moved every 72 hours per California Vehicle Code to allow street sweeping and prevent vehicle abandonment. • Cost recovery: While the city recovers some costs, the fines do not fully cover parking enforcement expenses, as portions of the revenue go to the court, the state, and the city’s parking citation vendor. • Comparison to other cities: Parking fines in neighboring cities range from $6 to $215, with Sierra Madre’s proposed fines falling within a similar range.
• DMV hold process: If unpaid, citations are sent to the DMV within 60-90 days after multiple notices to the vehicle owner.

Captain Amos confirmed that officers do not automatically issue 72-hour parking violations, but rather mark vehicles and issue warnings before citing them. Council members emphasized the importance of ensuring proper enforcement and considering potential adjustments in the future.

Mayor Parkhurst brought the matter to the City Council for questions.

Mayor Parkhurst opened Public Comment to receive testimony.

Seeing no one come forward, Mayor Parkhurst brought the matter back to the City Council for further discussion and/or a motion.

Mayor Pro Tem Lowe made a motion to adopt Resolution 25-10, approving a city parking bail schedule to establish operational costs associated with parking enforcement, instituting late payment penalty fines for delinquent payment of parking citations and authorize the Finance Director to make any necessary 10 budgetary and accounting entries.

Council Member Kriebs seconded the motion.

Mayor Parkhurst called for a vote of the Council
Ayes: Mayor Parkhurst, Mayor Pro Tem Lowe, Council Members Garcia, Goss, and Kriebs.

Noes: None.

Absent: None.

Abstain: None.

The motion to adopt Resolution 25-10, approving a city parking bail schedule to establish operational costs associated with parking enforcement, instituting late payment penalty fines for delinquent payment of parking citations and authorize the Finance Director to make any necessary budgetary and accounting entries was approved by a unanimous voice vote.

DISCUSSION

1. CITY OF SIERRA MADRE ANNUAL COMPREHENSIVE FINANCIAL REPORT, AUDITOR’S REPORT, AND ASSOCIATED FINANCIAL REPORTS FOR FISCAL YEAR 2023/2024.

Presented by: Anthony Rainey, Finance Director:

Finance Director Anthony Rainey presented the Annual Comprehensive Financial Report (ACFR) for the fiscal year ending June 30, 2024, highlighting its role in accountability, decision-making, creditworthiness, and compliance. The report adheres to Generally Accepted Accounting Principles (GAAP) and is audited in accordance with Governmental Accounting Standards Board (GASB) requirements.

Key points discussed included:
• Financial Performance: The city’s net position improved by $5.1 million due to increased revenues ($37.94M, up by $5.24M) and decreased expenses ($31.1M, down from $34.8M). • Pension Liabilities: The city’s net pension liability decreased from $5.98M to $2.2M, attributed to actuarial adjustments and prior pension refinancing efforts. • Investment Performance: Higher-than-expected returns resulted from temporary investment of ARPA funds and library grant money, but future investment returns are expected to be lower. • Budgeting Approach: Rainey outlined plans to transition to a modified zero-based budget, prioritizing core expenses while allowing for decision-based adjustments. • Reserves & Fund Management: The city maintains healthy reserves (~$4M), with discussions emphasizing their use for one-time expenses rather than ongoing operational costs.

Council members inquired about the impact of grant funding, investment strategies, and financial forecasting. Clarifications were made on enterprise funds (such as water utilities, which operate on set rates) versus general fund-supported services like public safety, where cost recovery through fees is limited. The council acknowledged the importance of reserves for long-term financial stability and the need for prudent fiscal planning.

The council was asked to receive and file the ACFR, auditor’s report on internal controls, and SAS 114 letter, formally completing the financial reporting process for FY 2023/24.

Following the Discussion, Mayor Pro Tem made a motion to receive a file the City of Sierra Madre Annual Comprehensive Financial Report, Auditor’s Report, and Associated Financial Reports for Fiscal Year 11 2023/2024.

Council Member Kriebs seconded the motion.
2 CONSIDERATION OF RESOLUTIONS 25-06 ESTABLISHING A LEGISLATIVE

ADVOCACY POLICY AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO

TAKE POLICY POSITIONS ON PENDING STATE OR FEDERAL LEGISLATION OR

REGULATION
It is recommended that the City Council adopt Resolution 25-06.

Presented by Aleks Giragosian, City Attorney:

The City Council discussed the adoption of a legislative advocacy policy that would establish legislative priorities and authorize the City Manager or designee to take positions on pending state or federal legislation or regulations. The Council considered different models for delegation, including a fully delegated approach, a hybrid model, and maintaining the current process of bringing legislative items directly to the Council for discussion.

After discussion, the City Council decided not to adopt a broad legislative advocacy policy at this time, citing concerns about the complexity, political implications, and potential unintended consequences of taking formal positions on state and federal legislation. Instead, the Council provided direction to staff to draft a revised policy that would allow the City Manager, in consultation with the Mayor, to sign letters of support for grant applications and initiatives from neighboring cities or regional agencies that directly benefit Sierra Madre.

This decision does not preclude the Council from taking official positions on specific legislative matters when deemed necessary, which will continue to be discussed in regular or special meetings as needed.

The City Attorney will return with a revised resolution reflecting the Council’s direction.

Mayor Parkhurst brought the matter to the City Council for questions.

Mayor Parkhurst opened Public Comment to receive testimony.

Action Taken:

No formal vote was taken. Direction was provided to staff to revise the resolution to reflect the Council’s decision.

FUTURE AGENDA ITEMS

1. Post-Fire Incident Town Hall & Assessment
• The Council will consider holding a town hall or postmortem discussion regarding the recent fire incident.
• The meeting would include a review of the city’s response, presentations from staff, and community feedback on emergency preparedness.
• The Council may explore renaming evacuation zones instead of numbering them to improve public recall, potentially through a community naming contest. • The discussion aligns with recommendations from Emergency Planner Bob Spears.

2. Review of Emergency Meeting Protocols
• The Council will consider whether to adjust protocols for calling special or emergency meetings to respond more effectively to urgent matters affecting the city, such as regional partnerships and grant opportunities.
12 AVAILABILITY OF AGENDA MATERIALS
Materials related to items on this agenda are available for public inspection on the City’s website at www.SierraMadreCA.gov

MEETING ASSISTANCE
If you require special assistance to participate in this meeting, please call the City Clerk’s office at (626) 355-7135 at least 48 hours before the meeting.

ADJOURNMENT
The City Council will adjourn this meeting to a Regular meeting on January 28, 2025.

Mayor Parkhurst asked for a motion to adjourn the meeting.

Council Member Garcia made a motion to adjourn the Regular meeting to a Closed Session meeting.

Council Member Kriebs seconded the motion to adjourn the meeting to a Closed Session meeting.

The meeting was adjourned at 8:23 p.m. to a Closed Session meeting.

Robert Parkhurst, Mayor
Minutes taken and prepared by:

Eric Lozick, Administrative Analyst
Minutes edited by
Laura Aguilar, City Clerk
TO:

FROM:

REVIEWED BY:

DATE:

City of Sierra Madre
Agenda Report
Mayor and City Council
Anthony Rainey, Finance Director
Jose Reynoso, City Manager
February 11 , 2025
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Sue Spears, Ciry Treasurer
SUBJECT: APPROVAL OF WARRANTS FOR PAYMENT

STAFF RECOMMENDATION
Staff recommends the City Council approve payment of the following:
• Outstanding Obligated City Warrants: $729,023.38
• Outstanding Obligated Sierra Madre Library Warrants: $4,803.79 • Payroll Transfer: $536,844.90

ALTERNATIVES

1. Approve the requested ratifications.

2. Direct staff to return with additional information.

SUMMARY
The approval and ratification of warrants for payment by the Sierra Madre City Council is a procedural requirement mandated under the California Government Code (§ 37208) and the Sierra Madre Municipal Code(§ 3.04.010). This process ensures transparency, accountability, and compliance in financial transactions involving public funds. Warrants serve as written authorizations for payments to vendors, contractors, and service providers, ensuring that expenditures align with the City's budgetary allocations and procurement policies. City Council ratification confirms and formally approves payments after a thorough review process, making them officially valid. The Director of Finance has certified that all payments comply with the City's approved budget, financial policies, and authorized spending limits. By ratifying these warrants, the City Council formally authorizes the disbursement of public funds, reinforcing

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sound fiscal management practices and maintaining public trust through responsible financial oversight.

ANALYSIS
State and City Requirements: The approval of warrants for payment by the City Council is a procedural requirement established under the California Government Code (§ 37208) and the Sierra Madre Municipal Code (§ 3.04.010). The City utilizes resolutions to approve warrants in accordance with Chapter 3.04 - Administration of Fiscal Matters under Title 3 - Finance of the Sierra Madre Municipal Code. These provisions outline the procedures and regulations governing the issuance and management of payment warrants, ensuring transparency, accountability, and compliance in financial transactions involving public funds.

Warrant: A "warrant" is a written authorization directing the payment of money to vendors, contractors, or service providers for goods or services rendered to City departments. These measures ensure that public funds are used appropriately and in alignment with City policies and legal requirements.

Purpose of the Process: The primary purpose of this process is to confirm that all payments align with the City's budgetary allocations, procurement policies, and service agreements.

Approval by the City Council serves as a critical management control, ensuring that expenditures are lawful, necessary, and consistent with City priorities. Department Heads review and verify invoices, while City staff maintain robust internal controls through proper documentation, authorization workflows, and reconciliation procedures.

Warrant for Payment Report: This attached report, commonly referred to as the Check Approval Register, provides a detailed account of payees, payment amounts, and purposes.

This tool allows the City Council and staff to actively monitor expenditures, ensuring financial oversight, fostering public trust, and reinforcing fiscal responsibility. Failure to adhere to these practices could expose the City to financial risks, compliance issues, and diminished public confidence.

Check Approval Register Overview: The Check Approval Register is generated using the City's Enterprise Resource Planning (ERP) system, Tyler Technologies Pro 10. This report offers a comprehensive overview of financial disbursements, including payee names, payment amounts, dates, and purposes. By providing a clear and detailed record of financial transactions, the register promotes transparency and ensures public funds are utilized effectively. This level of detail allows City Council members and residents to track municipal expenditures and reinforces accountability in financial management. The following are key fields from the Check Approval Register and their definitions:

1. Packet: Refers to a batch of payment transactions processed together, often linked to a specific date or approval cycle.

2. Vendor Set: Identifies the category or group of vendors (e.g., utilities, general, or project-specific).

3. Vendor Number: A unique identifier assigned to each vendor for tracking and referencing purposes.

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4. Vendor Name: The name of the individual or organization receiving the payment.

5. Bank Code: A code representing the bank account from which the payment is drawn.

6. Payment Type: Specifies the method of payment, such as check, electronic funds transfer (EFT), or wire transfer.

7. Invoice #: The unique number associated with the vendor's invoice, serving as a reference for the payment.

8. Invoice Description: A brief summary of the goods or services rendered, as described on the invoice.

9. Account Number: The City's general ledger account charged for the payment, structured as follows:
a. Fund Code: (e.g., 10000) Identifies the fund, such as the General Fund. b. Department Code: (e.g., 81200) Indicates the responsible department, such as Public Works.
c. Object Code: (e.g., 52200) Specifies the type of expenditure, such as contractual services.

10. Distribution Amount: The amount allocated to a specific account, showing how the payment is distributed across budget line items.

These fields ensure accuracy, transparency, and accountability in financial reporting and expenditure tracking, aligning with the City's commitment to sound fiscal management practices. This process not only fulfills legal and procedural requirements but also underscores the City's dedication to effective governance and responsible stewardship of public funds.

CONSISTENCY WITH GENERAL PLAN
Not applicable.

FINANCIAL REVIEW/SOURCE OF FUNDING
The payments presented for ratification have been made in accordance with the City's approved budget for the fiscal year. All expenditures are charged to their respective funds and accounts as outlined in the City's financial plan. The warrants, library payments, and payroll transfers were funded from the General Fund, Special Revenue Funds, and other designated funding sources, ensuring compliance with budgetary allocations and authorized spending limits. No unbudgeted or unauthorized expenses are included in this report.

ENVIRONMENTAL (CEQA)
Not applicable.

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PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City's website at www.cityofsierramadre.com.

Attachments
Resolution 25-12
RESOLUTION NUMBER 25-12

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIERRA MADRE

APPROVING CERTAIN DEMANDS
WHEREAS, Government Code sections 37208-37209 authorize the City Council to ratify and approve warrants or checks drawn in payment of demands certified or approved by the Director of Finance as conforming to the budget; and, WHEREAS, the following demands have been reviewed and approved by the Finance Director; and,
WHEREAS, the Finance Director has verified that appropriated funds are available for payment thereof; and,
WHEREAS, the register of audited demands has been submitted to the City Council for approval; and
WHEREAS, City Warrants are the payment of bills, invoices and contractual obligations incurred by the City of Sierra Madre during the period enumerated therein, based on the approved fiscal year budget and existing budgetary authority, Municipal Code authority, or prior policy direction by the City Council; and WHEREAS, Payroll Transfer is the transfer of funds to cover the payroll costs for all City employees for the period enumerated therein.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sierra Madre does hereby approve payment of City Warrants in the aggregate amount of $729,023.38; Sierra Madre Library Warrants in the aggregate amount of $4,803.79; and Payroll Transfer in the aggregate amount of $536,844.90 for the fiscal year ending June 30,2025
APPROVED AND ADOPTED this 11th day of February 2025.

Mayor, City of Sierra Madre, California
I hereby certify that the foregoing Resolution Number 25-12 was adopted by the City Council of the City of Sierra Madre at a regular meeting held on the 11th day of February 2025.

AYES:

NOES:

ABSTAIN:

ABSENT:

City Clerk, City of Sierra Madre, California
City of Sierra Madre
Department of Finance
Warrant Register Recap
City Council Meeting of February, 2025

CITY OF SIERRA MADRE AND SIERRA MADRE LIBRARY
City of Sierra Madre Warrants ............................................................ $729,023.38 Sierra Madre Library Warrants ................................................................. $4,803.79 Payroll Transfer .................................................................................. $536,844.90 Packet:

Vendor Set:

City of Sierra Madre, CA
APPKT07864 - GEN 2/11/2S
01 - Vendor Set 01
Vendor Number Vendor Name
Check Approval Register

Page 1 ends

Check Date: 02/05/2025
Bank Code PaymentType Invoice# . _ _ Inyc,i~e Desc~!ptio~ VEIIID3454 •• •• • • AMAZON CAPiTAL SERVICES •••••••••
Account Number
Vendor Total
Distribution Amount

APBWEST
1550

APBWEST
VEN04026

APBWEST
1552

APBWEST
0122

APBWEST
VEN02212

APBWEST
VEN01658

APBWEST
VEN03070

APBWEST
1727

APBWEST
VEN04233

APBWEST
1167

APBWEST
0841

APBWEST
VEN03180

APBWEST
VEN03198

APBWEST
VEN04433

APBWEST
VEN0445!!

APBWEST
0567
Check 1149-77Y1-7MJF
11l3-DKTQ-YF7T
1C7C-7LRD-7MC3
1F9G-TXFD-9MUJ
lQMM-OCMR-7446
1 WDG-PlR9-9L4G
1XYJ-4MT1-6PDJ

ARCADIA SMOG TEST ONLY INC
Check

ARCADIA TIRES
Check INV039919
ARNOLD'S FRONTIER HARDWARE. Fire
Check 114626
114669
114721

ARNOLD'S FRONTIER HARDWARE- PW
Check 114500
114546
114579
114581
114591
114606
114609
114643
JJ~~

BLACK & WHITE EMERGENCY VEHICLES
Check 5741

BRENT BARTLETT
Check INV039920

BROWN BROTHERS BACKFLOW TESTING INC
Check

CHRIS CIMINO
Check

COMMLINEINC
7230
MAR2025
Check 9481620-IN

COMMUNITY MEDIA OF THE FOOTHILLS
Check 691
693
697
699
700
DAPEER, ROSENBLIT & UlVAK,LLP
Check 23993

DICKS AUTO SUPPLY
Check 227476
227905

EDWARD DELCOURE
Check MAR2025

EKOS INC
Check 220003

FRESH GRILL LLC
Check 51274937

GENERAL PUMP COMPANY
2/5/2025 11:36:18 AM
BPO • IT SU PP LIES
BPO • IT SUPPLIES
BPO • IT SUPPLIES
BPO • IT SUPPLIES
lQMM-DCMR-7446 1/6/25 -1/19/25
MISC SUPPLIES 1/6/25 • 1/19/25
BPO • IT SUPPLIES
SMOG TEST/ DODGE 2015
VEHICLE MAINT/#5111
MISC. SUPPLIES
MISC. SUPPLIES
MISC. SUPPLIES
FY 24/25 MAINTENANCE SUPPLIES
FY 24/25 MAINTENANCE SUPPLIES
FY 24/25 MAINTENANCE SUPPLIES
FY 24/25 MAINTENANCE SUPPLIES
FY 24/25 MAINTENANCE SUPPLIES
FY 24/25 WATER DEPARTMENT SUPPLIES
FY 24/25 WATER DEPARTMENT SUPPLIES
FY 24/25 MAINTENANCE SUPPLIES
FY 24/25 MAINTENANCE SUPPLIES
2100TR REPLACEMENT LIGHT
60003.30000.53103
60003.30000.53103
60003.30000.53103
60003.30000.53801
10000.61000.52302
37006. 72000.53999
60003.30000.53103
60000.83100.53208
60000.83100.53208
10000.61000.53204
10000.61000.53204
10000.61000.53204
60001.83200.53200
60002.30000.53999
60001.83200.53200
60001.83200.53200
60001.83200.53200
71000.81100.53200
71000.81100.53200
60001.83200.53200
60001.83200.53200
10000.50000.52302
TRAVEL REIMB: LEAGUE OF CAL CITIES· BRENT 10000.61000.52205 BACKFLOW TEST 12/12/24
MAR 2025 RETIREE HEALTH INSURANCE

POLY PTT HEADSET ADAPTER
71000.81100.52200
60007. 70100.51302
10000.50000.53301
FY 24/25 TELECAST OF CITY MEETINGS OCT 202• 60003.30000.52100 FY 24/25 TELECAST OF CITY MEETINGS NOV 202 60003.30000,52100 FY 24/2S TELECAST OF CITY MEETINGS DEC 202• 60003.30000.52100 FY 24/25 TELECAST OF CITY MEETJNGS JAN 202~ 60003.30000.52100 FY 24/25 SIERRA MADRE PRODUCTION SERVICE! 60003.30000.52100 MUNICODE ENFORC. 12/11/24 • 12/31/24
FY 24/25 AUTO PARTS
FY 24/25 AUTO PARTS
MAR 2025 RETIREE HEALTH INSURANCE
60002.30000.52100
60000.83100.53208
60000.83100.53208
60007. 70100.51302
EKOS • CELLULAR MODEM - FOR CITY YARD FUEl 60001.83200.52301 ADMIN LUNCHES 28009.33000.53999
637.79
2,041.83
348.17
6,346.12

20.47 108.89
437.92

60.00 60.00
174.26
174.26

24.59 15.41

5.87 3.31
262.81

7.59 24.44

8.76 23.52

14.53 27,55

72.73 17.60

66.09 263.57
263.57
598.95
598.95
1,540.00
1,540.00
714.40
714.40
297.83
297.83
12,735.80
2,547.16
2,547.16
2,547.16
2,547.16
2,547.16

70.S0

70.50 317.88
185.00
132.88
607.24
607.24
2,928.00
2,928.00
3,442.50
3,442.50
8,889.65

Page 1 of 5 ends

Packet:

Vendor Set:

Vendor Number
Bank Code '" ,¾-, '""·" ·"''"~·-,,,,-••• ,._.

APBWEST
1639

APBWEST
03!4

APBWEST
1044

APBWEST
1185

APBWEST
VEN,filfi§

APBWEST
VEN044H

APBWEST
p274

APBWEST
0277

APBWEST
0640

APBWEST
VEN01070

APBWEST
VEN0348S

APBWEST
1608

APBWEST
0786

APBWEST
0321

APBWEST
VEN03819

APBWEST
VEN04274

APBWEST
0336

APBWEST
0338

APBWEST
VEN04165

APBWEST
0447

APBWEST
VEN02937

APBWEST
0257

APBWEST
VEN03177

APBWEST
APPKT07864 • GEN 2/11/2S
01 - Vendor Set 01
Vendor Name
P~yment T_ype
Check
Invoice#

GMS ELEVATOR SERVICES INC
Check

HDL, COREN & CONE
Check

JESSE TORIBIO
Check

KEYSTONE UNIFORM
Check

KIM TURNER LLC
Check

KOS MONT COMPANIES
SiN047043
070852
lnvoice-5907
lnvolce-5910
Check 2407.S-O_Qg

LEAGUE OF CALIFORNIA CITIES
Check iNV-26898-T9Q2RO

LIEBERT CASSIDY WHITMORE
Check
LIFE-ASSIST INC.

Check

MARTIN CRUZ
284425
285314
285329
Check 1:{1AR2025

MUNICIPAL EMERGENCY SERVICES INC
Check
IN2184846

MUNICIPAL MAINTENANCE EQUIP IN
Check

OFFICE DEPOT, INC
Check
PARKHOUSE TIRE, INC.

Check 1011013l42

PAYDIRT PRINTING SERVICES
Check 248290
2483001
248301
248315

PERFORMANCE PIPELINETECHNOLOGIES INC
Check

POST ALARM SYSTEMS
3838
3838-RET
Check 4597.§

PRUDENTIAL OVERALL SUPPLY
Check 52854729
52856487
52858243

R&A TANK TECHNOLOGIES LLC
Check 1201-1221
?025-0721
2025-320:i

RAYMOND BASIN MANAGEMENT BOARD
Check 12-24-0007

RCI IMAGE SYSTEMS
Check 7763..§

REGIONAL TAP SERVICE CENTER
Check 6024266

RELIABLE BUILDING MAINTENANCE LLC
Check 1141
1142
2/5/2025 11:36:18 At•i
Invoice Description Account Number ,.,_.__ _.,,_.,." ,., -,---,· OIL CHANGE AND SERVICE FOR ALL WELLS & BO 71000.81100.53212 MONTHLY SERVICE 60001.83200.52200
JAN· MAR 2025 PROF. SRVCS/PROPERlY TAX 60002.30000.52100 MARCH 2025 RETIREE HEALTH INSURANCE 60007.70100.S1302
UNIFORMS 10000.50000.53303
COMPLACENCY & CRIT. DECISION MAKING· TRA 10000.50097 .S2205 COMPLACENCY & CRIT. DECISION MAKING· TRA 10000.50097.52205 ECON DEV ADVISORY SERVICES 12/1/24 - 12/3110000.30000.53000 2025 MEMBERSHIP DUES 60002.30000.53409
DEC 2024 LEGALSERVICES: GENERAL 60007.70100.52201
DEC 2024 LEGAL SERVICES: FLSA & PAYROLL REV 60007 .70100.52201 DEC 2024 LEGAL SERVICES: INVESTIGATION ADV 60007.70100.52201 FY 24/25 EMS MEDICAL SUPPLIES
MAR 2025 RETIREE HEALTH INSURANCE
10000.64000.53300
60007.70100.51302
FY 24/25 PERSONAL PROTECTIVE UNIFORM EQL 10000.61000.53300 FY 24/25 PERSONAL PROTECTIVE UNIFORM EQL 10000.61000.53300

MISC SUPPLIES

OFFICE SUPPLIES
FY 24/25 PURCHASE TIRES/SERVICES
BUSINESS CARDS - BRANDON J. WILSON

ELECTRICAL PERMIT APPLICATIONS

BUSINESS CARDS RICHARD ROGERS

BLANK STOCK RED,YELLOW, & GREEN
72000.81200.52302
60002.31100.53100
60007. 70100.53999
60000.83100.53208
60002.31100.53102
10000.40000.53100
10000.S0000.53102
10000.40000.53100
FY 23/24 WATER LINING PROJECT OCT 2024 71000.81100.56011 FY 23/24 WATER LINING PROJECT OCT 2024 RET 71000.00000.23500

UPGRADE ALARM SYSTEM
FY 24/25 UNIFORM SUPPLY
FY 24/25 UNIFORM SUPPLY
FY 24/25 UNIFORM SUPPLY

TRI ANNUAL FUEL TANK TESTING
71000.81100.52200
60001.83200.53303
60001.83200.53303
60001.83200.53303
60000.83100.52401
TRI ANNUAL FUEL TANK TESTING - EMERGENCY 60000.83100.52200 ANNUAL CERS SU BITTAL 60000.83100.5S001
TITLE 22 MONITORING 8/2024 - 10/2024 71000.81100.52001
FY 24~2S DOCUMENT SCANNING SERVICES 10000.40000.52200
DEC 2024 REGIONAL TAP SERVICES CENTER-CAR 37004.80000.52001 JAN 2025 JANITORIAL SERVICES
FLOOR: FLOOR MAINTENANCE
60001.83200.52200
60001.83200.52200
Check Date: 02/05/2025

Page 2 ends

Vendor Total
Distribution Amount
8,889.65
100.00
100.00
2,578.37
2,578.37
357.20
357,20
694.69
694.69
348.00
149.00
199.00
3,039.40
3,039.40
6,944.00
6,944.00
2,340.00
360.00
555.00
1,425.00
122.88
122.88
714.40
714.40
1,765.19
1,414.39
350.80
571.72
571.72
106.69

66.57 40.12
1,898.01
1,898.01
512.68

80.64 253.77

60.63 117.64
39,520.00
41,600.00
-2,080.00
799.95
799.95
466.44
135.44
13S.44
19S.56
5,520.00
2,800.00
2,420.00
300.00
923.90
923.90
300.00
300.00

75.84 75.84
5,311.83
4,561.83
750.00
Page of 5
Packet:

Vendor Set:

APPKT07864 • GEN 2/11/25
02 • Vendor Set 02
Vendor Number Vendor Name
Bank Code Payment Type Invoice#
ROBERTl',-MALFITAN<f
APBWEST Check INV039921
VEN04464

APBWEST
VEN.94349

APBWEST
VEl'J0-.459

APBWEST
VHJ04374

APBWEST
VEN04209

APBWEST

0..;26

APBWEST
0425

APBWEST
1053

APBWEST

RYANN LOPEZ
Check INV039923

THE VERTEX COMPANIES LLC
Check

THEODORE TEGART
Check !NV039924

TOWNSEND PUBLIC AFFAIRS INC
Check 22601
22745
22892

TSK ARCHITECTS
Check 23-025,00-18

WESTERN WATER WORKS
Check 1264126-00

WILLDAN ASSOCIATES
Check OO,J~770
002-33957
00233958
006-29471

WITTMAN ENTERPRISES, LLC
Check 2412056
2/5/2025 11:36:18 AM
Invoice Description Account Number
TARGET- COUNCIL SUPPLIES 10000.11000,53999
RElMB: CRAFT - POTPOURRI JAR WITH LIGHTS 37006.72000,53999 PROJECT MANAGEMENT LIBRARY IMPROVEMEN 29007.90000.56010 REFUND: FLEX SPENDING DEDUCTION 60007.00000.26001
Consulting Services for the monthe DEC 2024 10000.32000.52200 Consulting Services for the monthe JAN 2025 10000,32000.52200 Consulting Services for the monthe FEB 2025 10000.32000.52200 ARCHITECTURAL & ENGINEERING· LIBRARY PRO 29007.90000.56010 FY 24/25 WATER DISTRIBUTION SUPPLIES 71000.81100,53200
JAN 2025 FIRE CODE SERVICES 10000.40000.52100
DEC 2024 PLAN CHECK AND INSPECTION SERVIC 10000.40000.52100 DEC 2024 FIRE CODE SERVICES
DEC 2024 ENGINEERING SERVICES
DEC 2024 EMS Billing Services
10000,40000.52100
10000.40000,52100
10000.64000.52200
Check Date: 02/05/2025

Page 3 ends

Vendor Total
Distribution Amount
as::iG

35.36 14.22

14.22 37,385.00
37,385.00
130.89
130.89
18,000.00
6,000.00
6,000.00
6,000.00
13,992.00
13,992.00
6,700.44
6,700.44
25,729.59
4,160.00
16,824.59
845.00
3,900.00
2,965.20
2,965.20
Report Total: 222,833.06

Page 3 ends

Packet:

Vendor Set:

Vendor Number
Bank Code

APBWEST
VEN01721

APBWEST
City of Sierra Madre, CA
APPKT07853 • GEN MAN 2/11/25
01 • Vendor Set 01
Vendor Name
Payment Type Invoice #
AMG ANDASS0CtATESINC
Check
ULINE
Check
AP03
AP03 RET
188175633
2/5/2025 11:38:34 AM
Check Approval Register
Page4
Check Date: 01/31/2025
Invoice Description Account Number
LIB MEANINGFUL IMPROVEMENT PROJ. 12/31/2 29007.90000.56010 LIB MEANINGFUL IMPROVEMENT PROJ. 12/31/2 29007.00000.23500 EATON FIRE EMERGENCY EROSION CONTROLS 28009.33000.53206 Report Total:

Vendor Total
Distribution Amount
• 465,423.91
489,919.90
-24,495.99
4,323.94
4,323.94
469,747.85

Page 1 of 2 ends

Packet:

Vendor Set:

Vendor Number
Bank Code
0893

APBWEST
0279

APBWEST
026$

APBWEST
City of Sierra Madre, CA
APPKT07851 • GEN MAN 2/11/25
01 - Vendor Set 01
Vendor Name
Payment Type Invoice #
CREATIVE FORMS & CONCEPTS, !NC
Check 121021
L.A. CO. TAX COLLECTOR
Check 5862015270-2.
586201527:J-2
5862015272·2
5862015273-2
LA. CO. DEPT. OF PUBLIC WORKS
Check 5761-003:;!QJi
2/5/2025 11:39:14 AM
Check Approval Register

Page 5 ends

Check Date: 01/29/2025
Invoice Description Account Number
1099 G FORMS 60002.30000.53102
5862 015 270 PROPERTY TAX 2024 2ND INSTALL 60002.30000.52200 5862 015 271 PROPERTY TAX 2024 2ND INSTALL 60002.30000.52200 5862 015 272 PROPERTY TAX 2024 2ND INSTALL 60002.30000.52200 5862 015 273 PROPERTY TAX 2024 2ND INSTALL 60002.30000.52200 SMP-6 M2423005 BAILEY DEBRIS DAM 99,140, 810000.00000.23600 Report Total:

Vendor Total
Distribution Amount
1oi!!o
103.90
630.14
128.59
348.93

60.56 92.06
19,247.00
19,247.00
19,981.04

Page 1 of 2 ends

Check Approval Register
Packet:

Vendor Set:

City of Sierra Madre, CA
APPKT07848 • GEN MAN 2/11/25
01- Vendor Set 01
Vendor Number Vendor Name
Bank Code Payment Type Invoice# Invoice Description ,,,,,,, ,,,,,, ,,,, Account Numb,e,r ,, ,,,,,,,,,,, 1m. ' ' ' ' ' MOUNTAINVIEWS NEWS '', ',' ' ' ' ' ·, ' ' -- ,'' APBWEST Check CM202304152 EMERGENCY NOTICES FOR EATON FIRE 1/27/25 28009.33000.52200 Page6
Check Date: 01/28/2025
Vendor Total
Distribution Amount • • ,,· ••• 3,003.04
Report Total:
3,003.04
3,003.04
2/5/2025 11:39:51 AM Page 1 of 2
Packet:

Vendor Set:

Vendor Number
Bank Code

APBWEST
0216

APBWEST
Q942

APBWEST
VEN04342

APBWEST
City of Sierra Madre, CA
APPKT07863 • UB 2/11/25
01 • Vendor Set 01
Vendor Name
Payment Type
• ii1NGCENTRAL 1t-1f
Invoice ff
Check CD 001016<!21

THE GAS COMPANY
Check INV03':.1_930

TPX COMMUNICATION
Check 184046304-0
WESTBOUND SOLAR 3 LLC
Check .:5260319
2/5/2025 11 :37:47 AM
Invoice Description
1/23/25 • 2/22/25 VOiP PHONE SERVICE
118-261-4788 3 12/1/24 • 1/1/25
1/23/25 • 2/22/25 PHONE SERVICE
DEC 2024 SOLAR ENERGY
Check Approval Register

Page 7 ends

Check Date: 02/05/2025
Account Number
60003.30000.SSOOS
60000.83100,55001
60003.30000.55005
71000.81100.55003
Report Total:

Vendor Total
Distribution Amount
4,788.89
4,788.89
340.77
340.77
686.54
686.54
7,642.19
7,642.19
13,458.39
Page of 2
Packet:

Vendor Set:

Vendor Number
Bank Code

APBWEST
0132

APBWEST
VEN03929

APBWEST
VENQ~271

APBWEST
VEN04367

APBWEST
VEN04268

APBWEST
0786

APBWEST
1-illi

APBWEST
City of Sierra Madre, CA
APPKT0786S - LIB 2/11/2S
01 - Vendor Set 01
Vendor Name
Payment Type Invoice#
AMAZON CAPITAL sF:RvtcEs·
Check
BAKER & TAYLOR, INC.

Check

DOREEN THOMAS
Check

GEOCON WEST INC
Check

JLM ENVIRONMENTAL
Check

KING OFFICE SERVICES
Check
OFFtCE DEPOT, INC
Check
196R-MC6F-9R4!j
1D19-4FQ9-7PVN
1NPJ\l-4KW7-CT69
1RR1-PY6T-N3VD
;i.Q,19285081
5019285084
5019287449
50192117~
5019292102
5019292103
!NV039925
1NV039926
72412022.7
JL39609
89731-016
386604548001

PETTY CASH FUND-LIBRARY
Check INV039927
lNV039928
l!)IV039929
2/5/2025 11:35:24 AM
Check Approval Register

Page 8 ends

Check Date: 02/05/2025
Invoice Description
MISC SUPPLIES 1/6/25 - 1/19/25
MISC SUPPLIES 1/6/25 - 1/19/25
MISC SUPPLIES 1/6/25 - 1/19/25

MISC SUPPLIES CREDIT
Account Number
39006.90000.53406
10000.90000.53100
10000.90000.53100
39006.90000.53999
BOOKS AND REFERENCE & MEDIA (FY 2024-25) 10000.90000.53406 LIBRARY SUPPIES 10000.90000.52200
BOOKS AND REFERENCE & MEDIA {FY 2024-25) 10000.90000.53406 LIBRARY SUPPIES 10000.90000.52200
BOOKS AND REFERENCE & MEDIA (FY 2024-25) 10000.90000.53406 LIBRARY SUPPIES 10000.90000.52200
REIMB: OC PERFORMER SHOWCASE· TOLL ROA! 10000.90000.53402 REIM B: OC SHOWCASE 10000.90000.53404
GEOTECHNICAL INVESTIGATION LIBRARY SITE 29007.90000.56010

ASBESTOS INSPECTION/AIR SAMPLES
39010.80000.56010
29005.90000.56010
39010.80000.56010
LIB MAT STORAGE FEES DURING REMODEL 1/6-; 29007.90000.56010 OFFICE SUPPLIES 10000.90000.53100
LAUNDRY 39006.90000.53999
LAUNCHPAD/PLAYWAY REPLACEMENT MAILING 39006,90000.53406 CAREGIVER WORKSHOP: SNACKS 39006.90000.53999
Report Total:

Vendor Total
Distribution Amount

71.52 98.85

39.23 47.04
-113.60
2,222.12
292.19

22.53 1,474.46

88.96 318.78

25.20 85.32

16.44 68.88
1S5.00

77.S0

77.50 400.00
200.00
200.00
1,792.00
1,792.00

18.46 18.46

59.37 4.00

22.19 33.18
4,803.79

Page 1 of 2 ends

City of Sierra Madre
Agenda Report
<RJ)6ert Pari{.fzurst, 'Mayor
'l(ristine Lowe, 'Mayor <Pro Tern
<E,awara (}arcia, Councif 'Mem6er
(Jene (Joss, Counci[ 'Mem6er
'l(effy 'l(rie6s, Counci[ 'Mem6er
Sue Spears, City Treasurer
TO:

FROM:

Honorable Mayor and Members of the City Council
Sue Spears, City Treasurer
Selena Yang, Senior Accountant
REVIEWED BY: Jose Reynoso, City Manager
DATE: February 11, 2025
SUBJECT: TREASURER'S REPORT - QTR ENDED December 31, 2024

STAFF RECOMMENDATION
It is recommended that the City Council receive and file the Treasurer's Report for the cash and investment portfolio for quarter ended December 31, 2024.

SUMMARY
Attached is the 2nd quarter of the Treasurer's Report for the 2024-25 fiscal year.

ANALYSIS
The fiscal officer is presenting to the City Council a quarterly treasurer's report along with a statement that the City has sufficient investment liquidity and revenues to be able to meet the City's expenditure requirements for the next three months. In addition, the statement verifies that the investments are in compliance with the City's Statement of Investment Policy.

Cash held in demand deposit accounts are kept at a level to ensure that all city outstanding warrants are covered, to maximize interest income and to minimize bank fees. Idle cash is invested in LAIF and other investments in compliance with the City's Investment Policy.

FINANCIAL REVIEW/SOURCE OF FUNDING
No fiscal impact from this action.

Treasurer's Report- Quarter ended December 31 , 2024
February 11, 2025

Page 2 of 2 ends

PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City's website at www.cityofsierramadre.com.

ATTACHMENTS
Treasurer's Report for October - December 2024

ACCOUNT
ALL

ACCOUNT NAME
General Account
ISSUER

INSTITUTION
BMO
TOTAL

LOCAL AGENCY INVESTMENT FUND
BMO Capital Markets
TOTAL
ISSUER

LOCAL AGENCY INVESTMENT FUND
BMO Capital Markets
TOTAL

CITY OF SIERRA MADRE

TREASURER'S REPORT

CASH AND INVESTMENT PORTFOLIO
Oct-Dec 2024

CITY CASH

BALANCE
$ ___ 1--',9_8_9_,__,8_6_0_. 7_9
$ ===1=,9=89=,8=6=0=.7=9

BEGINNING

BALANCE
1,886,399.52
RATE

0.000%
+

DEPOSITS
13,878,449.59
(·)

WITHDRAWALS
(13,774,988.32)
ENDING

BALANCE
1,989,860.79
$ 1,886,399.52 $ 13,878,449.59 $ (13,774,988.32) $==1='=98=9=,8=60=.7=9=

CITY INVESTMENT

PERCENT OF

BOOK VALUE FACE VALUE MARKET VALUE PORTFOLIO
$ 40,185,370.00 $ 40,185,370.00 $ 40,170,179.33 85.72%
$ 6,652,418.28 $ 6,840,000.00 $ 6,694,185.95 14.28%
$ 46,837,788.28 $ 47,025,370.00 $ 46,864,365.28 100.00% BEGINNING + (·) ENDING

BALANCE DEPOSITS WITHDRAWALS BALANCE
$ 37,238,992.99 $ 4,946,377.01 (2,000,000.00) $ 40,185,370.00 $ 7,758,257.52 $ 2,508,968.63 (3,614,807.87) $ 6,652,418.28 $ 44,997,250.51 $ 7,455,345.64 $ (5,614,807.87) $ 46,837,788.28 CITY -TOTAL CASH AND INVESTMENT $ 48,827,649.07 ========= In compliance with the California Code Section 53646, as the City Treasurer of the City of Sierra Madre, I hereby certify that sufficient investment liquidity and anticipated revenues are available to meet the City's expenditure requirements for the next six months and that all investments are in compliance to the City's Statement of Investment Policy.

I also certify that this report reflects all Government Agency pooled investments and all City's bank balances.

Sue Spears, City Treasurer Date
STATED
RATE

4.434%
See Attached
Fund
No.
10000
26002
29007
32XXX
34002
34003
35001
35003
35004
35005
35008
36002
37001
37003
37004
37005
37006
37007
37008
37009
38001
38002
38003
38004
38005
38007
38012
38013
38015
38018
39002
39006
39009 ~.
39010
40000
47000
50001
60000
60001
60002
60003
60007
60008
71000
72000
76000
City of Sierra Madre
Treasurer's Report
Cash Balances by Fund
For the Quarter Ended December 31,2024
Balance
Fund 10/1/2024 Receipts Disbursements
General 12,227,347.23 I 5,550,934.91 i 3,251,720.48 :

Misc Grants 305,233.78 - 3,175.00 -------
Targeted State Grants-Library 8,458,702.29 i 895.00 ; 74,132.10 i Assessment Districts ' 1,277,345.22 \ 47,718.20 : 39,551.49 i Development Impact Fees i 1,121,412.08 i 23,170.57 : 82,369.24 1 Art In Public Places ! 27,158.24 j - -
DUI Enforcement Grant 1,255.21 \ - -
Police Donations 41,598.40 12,600.00 2,546.78
PSAF 142,701.03 i 41,591.03 i 25,435.65
State COPS Grant I (36,527.64) 177,053.88 i 14,208.29
Officer Wellness and Mental Health i 15,801.40 - -
Fire Department Donations i 11,372.91 10,372.00 : -
Community Arts Commission i 6,188.55 - I - '
Recreation Donations 11,570.22 : - ' 102.57 !
' Prop A 899,329.18 ! 69,688.33 i 34,255.09 I
Open Space Fund 206,466.32 16,526.08 i - :

Senior Center 223,022.48 i 684.52 i 7,390.97 •
SM Community Foundation 55,514.23 - - i
Youth Activity Center ' 67,054.71 ' - -
Prop C 77,419.56 57,606.33 ! - i
CA Beverage Container i 18,159.54 - 5,000.00 i
CDBG i - ; 22,540.00 29,556.50 •
AQMD i 29,994.02 3,709.30 -
Environmental Fund 268,177.58 41,545.35 36,615.00
Gas Tax '. 248,509.47 85,116.22 66,858.54
Measure R ' 61,474.96 43,191.95 -
Measure M : 347,033.38 31,957.40 - i
RMRA 276,856.10 119,021.50 69,195.25
Measure W 60,137.43 - -
Cal Energy commission Grant - 16,795.00 - I
Library Gift & Memorial 214,337.52 228.59 825.00
Friends of the Library (14,698.45) 14,831.77 7.444.54 I Robert Day Trust 746,426.35 - -
American Rescue Plan Act 1,444,062.91 187,626.43 1,148,843.33 1 Capital Projects Fund 467,372.81 - 32,971.09
Low & Mod Housing 350,989.12 / - - i
Debt Service 13,337.63 - -
Internal Svcs - Fleet 823,664.16 1,818.00 122,299.15 i
Internal Svcs - Facilities 1,044,472.60 - 200,951.36 i
Internal Svcs - Admin 952,040.41 554.62 235,708.49 I
Internal Svcs - Technology 801,441.98 6,510.79 247,611.50 ! ' IS-Personnel & Risk Mgmt 388,444.77 i 1,692,607.93 1,506,096.24 '.

General Plan Update 146,570.58 i - -
Water 10,494,862.23 i 1,986,422.62 1,231,671.76;
Sewer 2,478,143.23 316,017.23 158,801.10 i
Special Services Strike team 81,874.30 i - -
TOTALS 46,883,650.03 10,579,335.55 8,635,336.51
Balance
12/31/2024
14,526,561.66
302,058.78
8,385,465.19
1,285,511.93
1,062,213.41
27,158.24
1,255.21
51,651.62
158,856.41
126,317.95
15,801.40
21,744.91
6,188.55
11,467.65
934,762.42
222,992.40
216,316.03
55,514.23
67,054.71
135,025.89
13,159.54
(7,016.50)
33,703.32
273,107.93
266,767.15
104,666.91
378,990.78
326,682.35
60,137.43
16,795.00
213,741.11
(7,311.22)
746,426.35
482,846.01
434,401.72
350,989.12
13,337.63
703,183.01
843,521.24
716,886.54
560,341.27
574,956.46
146,570.58
11,249,613.09
2,635,359.36
81,874.30
48,827,649.07
General Ledger Beginning Balance
+Deposits
-Withdrawals/Debits/Checks
General Ledger Ending Balance:

Bank Statement Ending Balance:
+Deposits in Transit
-Outstanding Checks/Withdrawals
Reconciling items
General Ledger Ending Balance:

City of Sierra Madre
Bank Reconciliation
General Account- BMO
Period Ending 12/31
$
$
$
$
2,059,296.85
7,576,252.63
(7,645,688.69)
1,989,860.79
2,311,712.02
40,180.10
(365,478.12)
3,446.79
1,989,860.79
As of December 31, 2024
-· ·- .. U,
Investment Purchase
LAIF {Estimate) Various
US Treasury 12/10/2024
US Treasury 3/21/2024
US Treasury 5/26/2021
US Treasury 6/13/2024
US Treasury 12/10/2024
US Treasury 9/11/2024
US Treasury 10/24/2024
US Treasury 12/10/2024
US Treasury 12/18/2023
US Treasury 5/4/2022
US Treasury 9/11/2024
US Treasury 10/24/2024
Total
Investment Maturity Illustration
2025
2026
Total
I Annual Maturities I
4,890,000
1,950,000
$ 6,840,000
-•
Maturity
Anytime
3/13/2025
3/20/2025
5/31/2025
6/12/2025
6/12/2025
9/4/2025
10/2/2025
11/28/2025
11/30/2025
6/30/2026
8/31/2026
9/30/2026
:, : .t.·"' Annual
Interest Annual Interest
Amount Rate Income
$ 40,185,370 4.434% $ 1,781,819
600,000 4.28% 25,680
225,000 4.94% 11,115
1,000,000 0.35% 3,500
500,000 4.80% 23,988
600,000 4.23% 25,380
500,000 4.02% 20,100
500,000 4.15% 20,750
365,000 4.13% 15,075
450,000 4.30% 19,350
1,100,000 0.88% 9,625
500,000 3.55% 17,750
500,000 3.95% 19,755
$ 47,025,370 $ 1,993,886
State of California
Pooled Money Investment Account
Market Valuation as of 12/31/2024
Fiscal Vear
Cost
FMV Factor
FMV
FMV Appr
99999-00000-12001-LAI F
10000-00000-12006-Allow for FMV LAIF
TOTAL
CHECK
24-25
40,185,370.00

0.999621985
40,170,179.33
(15,190.67)
40,185,370.00
(15,190.67)
40,170,179.33
11 /12/24, 5:20 PM
Californ·a State Treasurer
Fiona Ma, CPA
Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001

CITY OF SIERRA MADRE

FINANCE DIRECTOR
232 W. SIERRA MADRE BLVD
SIERRA MADRE, CA 91024
Account Number: 98-19-870
October 2024 Statement
all Effective Transaction
Date Date flyJH Confirm Number
10/15/2024 10/14/2024 QRD 1762191
10/24/2024 10/24/2024 RW 1762896
Account
Summary_
LAIF Regular Monthly Statement
Web
Confirm
Number
NIA
1723415
November 12, 2024
LAIF Home
PMIA Averagg
MonthlY- Yields
Tran TYP-e Definitions
Authorized Caller
SYSTEM

SELENA YANG
Total Deposit: 446,377.01 Beginning Balance:

Total Withdrawal: -2,000,000.00 Ending Balance:
https://laifms.treasurer.ca.gov/RegularStatement.aspx
Amount
446,377.01
-2,000,000.00
37,238,992.99
35,685,370.00
1/1
California State Treasurer
Fiona Ma1 CPA
Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001

CITY OF SIERRA MADRE

FINANCE DIRECTOR
232 W. SIERRA MADRE BLVD
SIERRA MADRE, CA 91024
Account Number: 98-19-870
November 2024 Statement
Account
Summary_
Total Deposit:

Total Withdrawal:

January 16, 2025
LAIF Home
PMIA Averag.e
MonthlY. Yields
Tran Tyne Definitions
o.oo Beginning Balance:
o.oo Ending Balance:
35,685,370.00
35,685,370.00
California State Treasurer
Fiona Ma1 CPA
Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001

CITY OF SIERRA MADRE

FINANCE DIRECTOR
232 W. SIERRA MADRE BLVD
SIERRA MADRE, CA 91024
Account Number: 98-19-870
December 2024 Statement
Effective Transaction ~: Confirm
Date Date Number
12/23/2024 12/20/2024 RD 1764670
Account
Summary
Web
Confirm
Number
1725207
January 16, 2025
LAIF Home
PMIA Averagg
MonthlY. Yields
Tran Tyne Definitions
Authorized Caller

SELENA YANG
Total Deposit:

Total Withdrawal:
4,soo,ooo.oo Beginning Balance:
o.oo Ending Balance:

Amount
4,500,000.00
35,685,370.00
40,185,370.00
BMO E) r - -~
Statement of Securities Held l
As of close of business December 31 , 2024
___ __,
Account 1053048172 CITY OF SIERRA MADRE
- - -- - - - ~ - - - - -·-
Account 1053048172 CITY OF SIERRA MADRE
Holdings - Available Positions
t - -
Asset Type

CUSIP/ISIN
912797KJ5
912797LN5
912797MH7
912797MS3
912797MT1
912797NL7
Asset Type

CUSIP/ISIN
912828ZT0
91282CCJ8
91282CJL6
US Treasury Bills
Security Description

UNITED STATES OF AMERICA TREASURY BILLS
M 03/20/25 D 03/21/24

UNITED STATES OF AMERICA TREASURY BILLS
M 06/12/25 D 06/13/24

UNITED STATES OF AMERICA TREASURY BILLS
M 09/04/25 D 09/05/24

UNITED STATES OF AMERICA TREASURY BILLS
M 10/02/25 D 10/03/24

UNITED STATES OF AMERICA TREASURY BILLS
M 03/13/25 D 09/12/24

UNITED STATES OF AMERICA TREASURY BILLS
M 11/28/25 D 11/29/24
US Treasury Bonds
Security Description

UNITED STATES OF AMERICA US TREASURY
BONDS M 05/31/25 0.250% D 05/31/20

UNITED STATES OF AMERICA US TREASURY
BONDS M 06/30/26 0.875% D 06/30/21

UNITED STATES OF AMERICA US TREASURY
BONDS M 11/30/25 4.875% D 11/30/23
Holding Location
FRB
FRB
FRB
FRB
FRB
FRB
US Treasury Bills Totals
Holding Location
FRB
FRB
FRB
Current Face Value Market Value ($)
223,008.75
1,079,683.00
486,240.00
484,795.00
595,134.00
351,816.20
3,220,676.95
Current Face Value Market Value ($) -- ~
983,970.00
1,046,969.00
452,520.00
* BMO Bank is not responsible for validating market value. Market value for MBS/ABS/CMOs reflects previous factor if current factor is unavailable.

Page 2 of 3 ends

Securities Safekeeping
-
Par Value ($/unit)
225,000.00
1,100,000.00
500,000.00
500,000.00
600,000.00
365,000.00
3,290,000.00
Par Value ($/unit)
1,000,000.00
1,100,000.00
450,000.00
I
J
.

BMO E)
I Account
I
... -- - - --
l Account 1053048172
91282CLH2
91282CLP4
Statement of Securities Held
As of close of business December 31 , 2024
--
~ ~ - -- - ---- - - - - -- - - ----- --..
1053048172 CITY OF SIERRA MADRE
CITY OF SIERRA MADRE ... continued

UNITED STATES OF AMERICA US TREASURY
BONDS M 08/31 /26 4.000% D 08/31/24

UNITED STATES OF AMERICA US TREASURY
BONDS M 09/30/26 3.500% D 09/30/24
FRB
FRB
US Treasury Bonds Totals
Holdings - Available Positions Totals
End of account details

END OF ADVICE
496,195.00
493,855.00
3,473,509.00
6,694,185.95
* BMO Bank is not responsible for validating market value. Market value for MBS/ABS/CMOs reflects previous factor if current factor is unavailable.

Page 3 of 3 ends

Securities Safekeeping
--- --~
500,000.00
500,000.00
3,550,000.00
6,840,000.00
City of Sierra Madre
Agenda Report
<Rg6ert <Parltfiurst, :Mayor
'l(;ristine Lowe, :Mayor Pro <Tem
'l(e[fy 'l(rie6s, Counci[ :Mem6er
qene qoss, Counci[ :Mem6er
1'£cfwarcf qarcia, Counci[ :Mem6er
Sue Spears, City rJ'reasurer
TO: Honorable Mayor and Members of the City Council
FROM: Arnulfo Yanez, Director of Public Works
REVIEWED BY: Jose Reynoso, City Manager
DATE: February 11, 2025
SUBJECT: CONSIDERATION OF APPROVING AMENDMENT No. 1 EXTENSION OF

SERVICES FOR THE PROFESSIONAL SERVICES AGREEMENT FOR TATE, SNYDER, KIMSEY, INC. (TSK) ARCHITECTURE SERVICES IN REGARD TO THE LIBRARY PROJECT IN THE AMOUNT NOT TO EXCEED $901,751 FOR THE REMAINDER OF THE FISCAL YEAR 2024/25 AND 2025/26.

STAFF RECOMMENDATION
Staff recommends that the City Council approve Amendment No.1, extending architecture services to TSK in an amount not exceeding $901,751 for the remainder of the fiscal year 2024/25 and 2025/26. There is no additional budget impact; this is an extension of time to the current agreement.

ALTERNATIVES

1. The City Council may approve Amendment No.1 for the extension of architecture services to TSK in the amount not to exceed $901,751 for the remainder of the fiscal year 2024/25 and 2025/26.

2. The City Council may decide not to approve Amendment No.1 for extending architecture services to TSK and provide Staff with further direction.

SUMMARY
Staff negotiated a 13-month contract extension with TSK Architects for the remainder of the fiscal year and the 2025/26 fiscal year at the existing agreement FOR CITY COUNCIL AGENDA __ _ ITEM NUMBER ---
of a $901,751 design service fee. Recently, staff redesigned the scope of services to include seeing the Library through completion, estimated for a January 2026 completion date.

ANALYSIS
TSK is our current architecture firm for the design services of the significant library project and has performed to the satisfaction of the City with the services described in the scope of work outlined in the agreement, They have done a good job and have had few problems with their performance.

Services will also provide on-call emergency consulting/design services.

FINANCIAL REVIEW/ SOURCE OF FUNDING
Project funding shall be from the State of California Library Meaningful Improvement Targeted Grant, which was awarded to the City of Sierra Madre to provide funding for the Sierra Madre Library. There is no additional budget impact; this is an extension of time to the current agreement.

PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies of this report are available at the City Hall public counter and at the Sierra Madre Public Library and can be accessed on the City's website at www.cityofsierramadre.com.

ATTACHMENTS

1. Amendment No. 1

2. Current Agreement
AMENDMENT NO. 1 TO

PROFESSIONAL SERVICES AGREEMENT FOR DESIGN PROFESSIONALS This Amendment No. 1 ("Amendment") is entered into between the City of Sierra Madre, a California municipal corporation ("City"), and TSK, an Architecture Firm ("Consultant"), to amend the Professional Services Agreement for Design Professionals between the parties with a commencement date of May 23, 2023 ("Agreement").

RECITALS
A. Under the Agreement, the Consultant provides architectural and engineering redesign and construction improvements to the Sierra Madre Library.

B. The parties desire to amend this Agreement to retroactively extend the Termination Date.

NOW THEREFORE, the Parties agree to amend the Agreement as follows:

I. Section 3.7 of the Agreement is amended to read as follows, with deletions denoted by struck through text and additions denoted by underlined text:

3.7. "Termination Date": March 31, 2026 January 31, 2025.

II. Integration. This Amendment amends, as set forth herein, the Agreement and except as specifically amended hereby the Agreement shall remain in full force and effect. To the extent there is any conflict between this Amendment and the Agreement, the terms and provisions of this Amendment shall control. This Amendment and the Agreement, including any exhibits attached to the Agreement, integrate all the terms and conditions of the Parties' agreement and supersede all negotiations with respect hereto.

III. Severability. If any provision of this Amendment is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in anyway. 1 387985.1
The Parties hereby enter into this Amendment upon the date of the last signature below.

CITY OF SIERRA MADRE
("City")
AUTHORIZED SIGNATORIES:

By: ___________ _
Name: -----------
Title: ------------
Date: ------------
ATTEST:

By: ------------
Name: -----------
Title: ------------
Date: ------------
APPROVED AS TO FORM:

By: __________ _
Name: -----------
Title: ------------
Date: ------------
387985.1
TSK
("Consultant")
By:--------------
Name: -------------
Title: -------------
Date: -------------
2 PROFESSIONAL SERVICES AGREEMENT

FOR DESIGN PROFESSIONALS
(City of Sierra Madre/ Architects

1. IDENTIFICATION
This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into by and between the City of Sierra Madre, a California municipal corporation ("City''), and TSK, an Architecture Firm ("Consultant").

2. RECITALS
City has determined that it requires the following professional services from a consultant for:

Architectural and Engineering Redesign and Construction Improvements to the City Library.

2.1. Consultant represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees. Consultant further represents that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set forth in this Agreement.

2.2. Consultant represents that it has no known relationships with third parties, City Council members, or employees of City which would ( 1) present a conflict of interest with the rendering of services under this Agreement under Government Code Section 1090, the Political Refonn Act (Government Code Section 81000 et seq.), or other applicable law, (2) prevent Consultant from performing the terms of this Agreement, or (3) present a significant opportunity for the disclosure of confidential information.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and Consultant agree as follows:

3. DEFINITIONS
3 .1. "Design Professional": A Design Professional is any individual satisfying one or more of the following: (1) licensed as an architect pursuant to Business and Professions Code 5500 et seq., (2) licensed as a landscape architect pursuant to Business and Professions Code 5615 et seq., (3) licensed as a professional land surveyor pursuant to Business and Professions Code 8700 et seq., or ( 4) registered as a professional engineer pursuant to Business and Professions Code 6700 et seq.

3.2. "Scope of Services": Such professional services as are set forth in Consultant's February 10, 2023 proposal to City attached hereto as Exhibit A and incorporated herein by this reference.

3.3. "Agreement Administrator": The Agreement Administrator for this project is Mr.

Arnulfo Yanez, Deputy Director of Public Worl<s. The Agreement Administrator shall be the principal point of contact at the City for this project. All services under this Agreement shall be performed at the request of the Agreement Administrator. The Agreement Administrator will establish the timetable for completion of services and any interim milestones. City reserves the right to change this designation upon written notice to Consultant

3.4. "Approved Fee Schedule": Consultant's compensation rates are set forth in the fee schedule attached hereto as Exhibit B and incorporated herein by this reference. This fee schedule shall remain in effect for the duration of this Agreement unless modified in writing by mutual agreement of the parties.

3.5. "Maximum Amount": The highest total compensation and costs payable to Consultant by City under this Agreement. The Maximum Amount under this Agreement is Nine Hundred and One Thousand Seven Hundred and Fifty-One.00/xl00 Dollars

3.6. "Commencement Date": Upon Approval & Signature of Agreement.

3.7. "Termination Date": January 31, 2025

4. TERM
The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall expire at 11 :59 p.m. on the Termination Date unless e:dended by written agreement of the parties or terminated earlier under Section 18 ("Termination") below. Consultant may request extensions of time to perform the services required hereunder. Such extensions shall be effective if authorized in advance by City in writing and incorporated in written amendments to this Agreement.

5. CONSULTANT'S DUTIES

5.1. Services. Consultant shall perform the services identified in the Scope of Services. City shall have the right to request, in writing, changes in the Scope of Services. Any such changes mutually agreed upon by the parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendment to this Agreement.

5.2. Coordination with City. In perfonning services tmder this Agreement, Consultant shall coordiliate all contact with City through its Agreement Administrator.

5.3. Budgetary NotUication. Consultant shall notify the Agreement Administrator, in writin:g, when fees and expenses incurred under this Agreement have reached eighty percent (80%) of the Maximum Amount. Consultant shall concurrently inform the Agreement Administrator, in writing, of Consultant's estimate of total expenditures required to complete its current assigpments before proceeding, when the remaining work on such assignments would exceed the Maximum Amount.

5.4. Business License. Consultant shall obtain and maintain in force a City business license for the duration of this Agreement.
5 .5. Professional Standards. Consultant shall perform all work in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances at the same time and in the same or similar locality. Consultant shall keep itself fully informed of and in compliance with all applicable laws,. rules, and regulations in any manner affecting the performance of this Agreement, including all Cal/OSHA requirements, the conflict of interest provisions of Government Code§ 1090 and the Political Reform Act (Government Code § 81000 et seq.).

5.6. Avoid Conflicts. During the term of this Agreement, Consultant shall not perform any work for a.p,other person or entity for whom Consultant was not working at the Commencement Date if such work would present a conflict interfering with performance under this Agreement. However, City may consent in writing to Consultant's performance of such work.

5.7. Appropriate P~sonneL Consultant has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Services, All such servic.es shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. Mr. Johnathan Richert shall be Consultant's project administrator and shall have direct responsibility for management of Consultant's performance under this Agreement. No change shall be made in Consultant's project administrator without City"s prior written consent.

5.8. Substitution of Personnel. Any persons named in the proposal or Scope of Services constitutes a promise to tb.e City that those persons will perform an.d coordinate their respective sernces under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. If City and Consultant cannot agree as to the substitution of key personnel, City may terminate this Agreement for cause. 5 ,9. Permits and Approvals. Cc>nsultan.t shall obtain, at its sole cost and expense, all permits and regulatory approvals necessary for Consultant's performance of this Agreement. This includes, but shall not be limited to, professional licenses! encroachment pe:rmits and building and safety permits and inspections.

5.10. Notification of Organizational Changes. Consultant shall notify the Agreement Administrator, in writing, of any change in name, ownership or control of Consultant's firm or of any subc.onttactor. Change of ownership or control of Consultant's firm may require an amendment to this Agreement.

5.11. Records. Consultant shall :maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or docmnents evidencing or relating to charges for services or expenditures and disbursements charged to City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from, the date of final payment to Consultant under this Agreement. All such documents shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of City. In addition, pursuant to Government Code Sectio~ 8546. 7, if tlie amount of public funds expended under this Agre.ement exceeds ten thousand dollars, all such documents and this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for. a period oftbree (3) years after final payment under this Agreement.

5.12. Skilled and Trained Workforce Requirement. When the use of a skilled and trained workforce is required to complete a contract pursuant to existing law, this contract is subject to such requitexnent and Contractor agrees to use a skilled and trained workforce.

6. SUBCONTRACTING

6.1. General Prohibltion. This Agreement covers professional services of a specific and unique nature. Except as otherwise provided herein, Consultant shall not assign or transfer its interest in this Agreement or subcontract any services to be performed without amenc;ling this Agreement.

6.2. Consultant Responsible. Consultant shall be responsible to City for all services to be performed under this Agreement.

6.3. Identification in Fee Schedule. All subcontractors shall be specifically listed and their billing rates identified in the Approved Fee Schedule, Exhibit B. Any changes must be approved by the Agreement Administrator in writing as an amendment to this Agreement.

7. COMPENSATION

7.1. General. City agrees to compensate Consultant for the services provided under this Agreement, and Consultant agrees to accept payment in accordance with the Fee Schedule in full satisfaction for such services. Compensation shall not exceed the Maximum Amount. Consultant shall not be reimbursed for any expenses unless provided for in this Agreement or authorized in writing by City in advance. 7 .2. Invoices. Consultant shall submit to City an invoice, on a monthly basis or as otherwise agreed to by the Agreement Administrator, for services performed pursuant to this Agreement. Each invoice shall identify the Maximum Amount, the services rendered during the billing period, the amount due for the invoice, and the total amount previously invoiced. All labor charges shall be itemized by employee name and classification or position with the firm, the corresponding hourly rate, the hours worked, a description of each labor charge, and the total amount due for labor charges. 7 .3. Taxes. City shall not withhold applicable taxes or other payroll deductions from payments made to Consultant except as otherwise required by law. Consultant shall be solely responsible for calculating, withholding, and paying all taxes. 7 .4. Disputes. The parties agree to meet and confer at mutually agreeable times to resolve any disputed amounts contained in an invoice submitted by Consultant.

7.5. Additional Work. Consultant shall not be reimbmsed for any expenses incurred for work performed outside the Scope of Services unless priorwritten approval is given by the City through a fully executed written amendment. Consultant shall not undertake any such work without prior written approval of the City.

7.6. City Satisfaction as Precondition to Payment. Notwithstanding any other terms of this Agreement, no payments shall be made to Consultant until City is satisfied that the services are in accordance with the Scope of Services.

7.7. Right to Withhold Payments. If Consultant fails to provide a deposit or promptly satisfy an indemnity obligation described in Section 11, City shall have the right to withhold payments under this Agreement to offset that amount. 8, PREVAILING WAGES
Consultant is aware of the req~ements of California Labor Code Section 1720J et seq,, and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000. et seq .• ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain "public worlcs" and "maintenance" projects including the design and preconstruction phases ofa covered public works project Consultant shall defend, indemnify, and hold the City, its elected officials, officers, employees, and agents free and harmless form any claim or liability arising out of any failwe or alleged failure of Consultant to comply with the Prevailing Wage Laws.

9. OWNERSHIP OF WRITTEN PRODUC'l'S
All reports, documents or other written material, and all electronic files, including computer-aided design files, developed by Consultant in the performance of this Agreement (such written material and electronic files are collectively known as "written products") shall be and remain the property of City witb.011t restriction or linlitation upon its use or dissemination by City except as provided. by law. CoU$Ultant may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Consultant.

10. RELATIONSHIP OF PARTIES

10.1. General. Consultant is, and shall at all times remain as to City, a wholly independent conti;,actor.

10.2. No Agent Authority. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its .agents shall have control over the conduct of Consultant or any of Consultant's employee$, except as set forth in this Agreement. Consultant shall not represent that it is, or that any of its agents or employees are, in any manner employees of City.

10.3. Independent Contractor Status. Under no circu:pistances shall Consultant or its employees look to the City as an employer. Consultant shall not be entitled to any benefits. City makes 110 represep:tation.as·to the effect of this independent contractor relationship on Consultant's previously earned California Public Employees Retirement System ("CalPERS") retirement benefits, if any, and Consultant specifically assU1I1es the responsibility for making such a determination. Consultant shall be responsible for all reports and obligations including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation, and other applicable federal and state taxes.

10.4. Indemnification of CalPERS Determination. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

11. INDEMNIFICATION

11.1 Definitions. For purposes of this Section 11, "Consultant'' shall include Consultant, its officers, employees, servants, agents, or subcontractors, or anyone directly or indirectly employed by either Consultant or its subcontractors, in the performance of this Agreement. "City" shall include City, its officials, officers, agents, employees and volunteers.

11.2 Consultant to Indemnify City. Where the services to be provided by Consultant under this Agreement are design professional services, as that term is defined under Civil Code Section 2782.8, Consultant agrees to indemnify, defend and hold harmless, the City, its officers, officials, employees and volunteers from any and all claims, losses, damages, demands, costs or liability that arise out of, or the negligence, recklessness or willful misconduct of Consultant and its agents in the performance of services under this contract, but this indemnity does not apply to liability for damages for bodily injury, property damage or other loss, arising from the sole negligence, negligence or willful misconduct by the City, its officers, official employees, and volunteers. If it is finally adjudicated that liability is caused by the comparative active negligence or willful misconduct of the City, then Consultant's indemnification and defense obligations shall be reduced in proportion to the established comparative liability of the City and shall not exceed Consultant's proportionate percentage of fault.

As respects all acts or omissions which do not arise directly out of the perfonnance of design professional services, including but not limited to those acts or omissions normally covered by general and automobile liability insurance, and to the full extent permitted by law, Consultant agrees to indemnity, defend and hold harmless the City, its officers, officials, agents, employees, and volunteers from and against any claims, demands, losses, liability of any kind or nature (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorney's fees and costs, court costs, interest, defense costs, and expert witness fees) where the same arise out of, are in connection with, are a con.sequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or sub-contractors of Consultant, excepting those which arise out of the active negligence, sole negligence or willful misconduct of the City, its officers, officials, employees and volunteers.

11.3 Scope of Indemnity. Personal injury shall include injury or damage due to death or injury to any person, whether physical, emotional, consequential or otherwise, Property damage shall include injury to any personal or real property. Consultant shall not be required to indemnify City for such loss or damage as is caused by the sole active negligence or willful misconduct of the City. If it is finally adjudicated that liability is caused by the comparative negligeuce or willful misconduct of an indemnified party, then Consultant's indemnification obligation shall be reduced in proportion to the established comparative liability.

11.4 Attorneys Fees. Such costs and expenses shall include reasonable attorneys' fees for counsel of City's choice, expert fees and all other costs and fees of litigation. Consultant shall not be entitled to any refund of attorneys' fees, defense costs or expenses in the event that it is adjudicated to have been non-negligent.

11.5 Defense Deposit. If the Consultant is unable or unwilling to defend the City as contractually required in § 11.2, the City may request an initial deposit of up to $50,000.00 for defense costs from Consultant with respect to a claim. If the City requests a defense deposit, Consultant shall provide it within 15 days of the request.

11.6 Waiver of Statutory Immunity. The obligations of Consultant under this Section 11 axe not limited by the provisions of any workers' compensation act or similar act, Consultant expressly waives its statutory immunity under such. statutes or laws as to City.

11. 7 Indemnification by Subcontractors. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 11 from each and every subcontractor or any other person or entity involved in the performance of this Agreement on Consultant's behalf.

11.8 Insurance Not a Substitute. City does not waive any indemnity rights by accepting any insurance policy or certificate required pursuant to this Agreement. Consultant's indemnification obligations apply regardless of whether or not any insurance policies axe determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.

11.9 Civil Code. The parties are aware. of the provisions of Civil Code 2782.8 relating to the indemnification and the duty and the cost to defend a public agency by a Design Professional and agree that this Section 11 complies therewith.

12. INSURANCE

12.1. Insurance Required. Consultant shall maintain insurance as described in this section and shall require all ofits subcontractors, consultants, and other agents to do the same.

Approval of the insurance by the City shall not relieve or decrease any liability of Consultant Any requirement for insurance to be maintained after completion of the work shall survive this Agreement.

Certificate of Insurance, indicating companies acceptable to City, with a Best's Rating of no less than A:VII showing. The Certificate of Insurance must show the City, its City Council, Commissions, officers, and employees of Sierra Madre as additional insured parties. The Certificate of Insurance must include the following reference: Architectural & Engineering Redesign of the Library Meaningful Improvement Project.
• Documentation of Best's rating acceptable to the City. • Original endorsements effecting coverage for all policies required by this Agreement.
• Complete, certified copies of all required insurance policies, including endorsements affecting the coverage.

12.3. Coverage Amounts. Insurance coverage shall be at least in the following minimum amounts:

Professional Liability Insurance:

General Liability:
• General Aggregate:
• Products Comp/Op Aggregate
• Personal & Advertising Injury
• Each Occurrence
• Fire Damage (any one fire)
• Medical Expense (any 1 person)
Workers' Compensation:
• Workers' Compensation
$1,000,000 per occurrence,
$2,000,000 aggregate
$2,000,000
$2,000,000
$1,000,000
$1,000,000
$ 50,000
$ 5,000
Statutory Limits
• EL Each Accident
• EL Disease - Policy Limit
• EL Disease - Each Employee
• Automobile Liability
$1,000,000
$1,000,000
$1,000,Q00
• Any vehicle, combined single limit $1,000,000
Any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements .or limits shall be available to the City as additional insured. Furthermore, the requil'enients for coverage and limits shall be the greater of (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured

12.4. General Lhtbility Insurance. Commercial General Liability Insurance shall be no less broad than ISO form. CG 00 01. Coverage must be on a standal'd Occurrence form.

Claims-Made~ modified, funited or restricted Occurrence fonns are not acceptable.

12.5. Worker's Compensation Insurance, Consultant is aware of the provisions of Section 3700 of the Labor Code which requires every employer to carry Workers' Compensation ( or to lUldertake equivalent self-insurance), and Consultant will comply with such provisions before commencing the performance of the work of this Agreement. If such insurance is underwritten by any agency other than the State Compensation Fund, such agency shall be a company authorized to do business in the State of California.

12.6. Automobile Liability Insurance. Covered vehicles shall include owned if any, nonowned, and hired automobiles and, trucks.

12. 7. Professional Liability Insuran~e or Enors & Omissions Coverage. The deductible or self-insured retention may not exceed $50,000. If the insurance is on a Claims-Made basis, the retroactive date shall be no later than the commencement of the work.

Coverage shall be continued for two years after the completion of the work by one of the following: (1) renewal of the existing policy; (2) an extended reporting period endorsement; or (3) replacement insurance with a retroactive date no later than the commencement of the work under this Agreement.

12.8. Claims-Made J.>olicies. If any of the required policies provide coverage on a claimsmade basis the Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. Claims-Made Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. If coverage is canceled or non-renewed, and not replaced with another claims-made policy fonn with a Retroactive Date prior to the contract effective date, the Consultant must purchase "extended reporting" coverage for a minimum of five (5) years after completion of contract.work.

12.9. Additional lnsur.ed Endorsements. The City, its City Council, Commissions, officers, and employees of Sierra Madre must be endorsed as an additional insured for each policy required herein, other than Professional Errors and Omissions and workers colllpensation, for liability arising out of ongoing and completed operations by or on behalf of the Consultant. Consultant's insurance policies shall be primary as respects any claims related to or .as the result of the Consultant's work. Any insw:ance, pooled coverage or self,-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants shall be noncontributory. All endorsements shall be signed by a person authorized by the insurer to bind coverage on its behalf. General liability coverage can be provided using an endorsement to the Consultant's insurance at least as broad as ISO Fonn CG 20 10 11 85 or both CG 20 10 and CG 20 37.

12.10. Failure to Maintain Coverage. In the event any policy is canceled prior to the completion of the project and the Consultant doeI!l not furnish a new certificate of insurance prior to cancellation, City has the right, but not the duty, to obtain the required insurance and deduct the premium(s) from any amounts due the CoJ,lSllltant under this Agreement. Failure of the Consultant to maintain the insurance required by this Agreement, or to comply wit:ll any of the requirements of this section, shall constitute a material breach of this Agreement.

12.11. Notices. Consultant shall provide immediate written notice if (1) any ofthe required insurance policies is terminated; (2)·the limits of any of the requited policies are reduced; (3) or the deductible or self-insured retention is increased. Consultant shall provide no less than 30 days• notice of any cancellation or material. change to policies required by this Agreement. Consultant shall provide proof that cancelled or expired policies of insurance have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coveta.ges. The name and address for Additional Insured EndQrsements, Certificates of lnsurm:ice and Notices of Cancellation is: City of Sierra Madre, Attn: Mr. Arnulfo Yanez, Public Works Department 232. W. Sierra Madre Blvd., Sierra Madre, CA 91024.

12.12. Consultant's Insurance Primary. The insurance provided by Consultant, including all endorsements, shall be primary to any coverage available to City. Any insurance or self-insurance maintained by City and/or its officers, employees, agents or volunteers, shall be in excess of Consultant's insurance and shall not contribute with it.

12.13. Waiver of Subrogation. Consultant hereby waives all rights of subrogation against the City. Consultant shall additionally waive such rights either by endorsement to each policy or provide proof of such waiver in the policy itself.

12.14. Report of Claims to City. Consultant shall report to the City, in addition to the Consultant's insurer, any and all insurance claims submitted to Consultant's insurer in connection with the services under this Agreement.

12.15. Premium Payments and Deductibles. Consultant must disclose all deductibles and self-insured retention amounts to the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within retention amounts. Ultimately, City must approve all such amounts prior to execution of this Agreement.

City has no obligation to pay any premiums, assessments, or deductibles under any policy required in. this Agreement. Consultant shall be responsible for all premiums and deductibles in all of Consultant's insurance policies. The amount of deductibles for insurance coverage required herein are subject to City's approval.

12.16. Duty to Defend and Indemnify. Consultant's duties to defend and indemnify City under this Agreement shall not be limited by the foregoing insurance requirements and shall survive the expiration or early terinination of this Agreement.

13. MUTUAL COOPERATION

13.1. City Cooperation in Performance. City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for the proper performance of Consultant's services under this Agreement.

13.2. Consultant Cooperation in Defense of Claims. If any claim or action is brought against City relating to Consultanf s performance in connection with this Agreement, Consultant shall render any reasonable assistance that City may require in the defense of that claim or action.

14.NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, facsimile or overnight courier se~ce during Co~ultant's and City's regular business hours; or (ii) on the third business day followmg deposit in the United States mail if delivered by mail postage prepaid, to the addresses listed below ( or to such other addresses as the parties may, from time to time, designate in writing). •
Ifto City
Mr. Arnulfo Yanez
City of Sierra Madre
Public Works / Engineering Department
232 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
Telephone: (626) 355-7135
With courtesy copy to:

Aleks R. Giragosian, Esq.

Sierra Madre City Attorney
Colantuono, Highsmith & Whatley, PC
790 E. Colorado Blvd., Ste. 850
Pasadena, CA 91101
Telephone: (213) 542-5700

15. SURVIVING COVENANTS
Ifto Consultant
Jonathan Richert
Civic Market Director
TSK Architects
316 West 2nd Street
Los Angeles, CA 90012
Telephone: (213) 614-0900
The parties agi;ee that the covenants contained in paragraph 5 .11 (Records), paragraph 10.4 (Indemnification of Ca1PERS Determination), Section 11 (Indemnity), paragraph 12.8 (Claii:;ns .. Made Policies), paragraph 13.2 (Coll$Ultant Cooperation in Defense of Claims), paragn1.ph 12.13 (Waiver of Subrogation), paragraph 12.6 (Automobile Liability ~ance ), section 17 (Interpretation of .Agreement), paragraph

18.10 (Remedies Non-Exclusive), paragraph 18.1 (Confidentiality), paragraph 18.11 (Attorneys' Fees), and paragraph 18.12 (Venue) of this Agreement shall survive the expiration or termination of this Agreement, subject to the provisions and limitations of this Agreement and aUotherwu;e applicable statutes of limitations and repose.

16. TERMINATION

16.1. City Termination. City may terminate this Agreement for any reason on five calendar days' written notice to Consultant. Con,sultant agrees to cease all work under this Agreement on or before the effective date of any notice of termination. All City data, documents, objects, materials or other tangible things shall be returned to City upon the termination or expiration of this Agreement.

16.2. Consultant Term.inatlon. Consultant may termina.te this Agreement for a material breach by the City of this Agreement upon 30 days' notice.

16.3. Compensation Following Termination. Upon termination, Consultant shall be paid based on the work satisfactorily performed and the expenses reasonably incurred and allowable llllder the contract at the time of termination. In. no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the services required by this Agreement. The City shall have the benefit of such work as may have been completed up to the time of such termination.

16.4. Remedies. City retains any and all available legal and equitable remedies for Consultant's breach of this Agreement.

17. INTERPRETATION OF AGREEMENT

17.1. Governing Law. This Agreement shall be governed and construed in accordance with the laws of the State of California.
17 .2. Integration of Exhibits. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. In the event of any material discrepancy between the provisions of thi$ Agreement and its exhibits, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated herein. No other prior oral or written agreements are bin.ding upon the parties. Amendments hereto or deviations here:from shall be effectivesnd binding only if made in writing and executed on by City and Consultant.

17.3. Heaclings. The headings and capti,ons appealing at the commencement of the sections hereof, and· in 81).y paragraph thereof, are descriptive only and for convenience in reference to this Agreement. Should there be any conflict between such heading, and the section or paragraph thereof at the head of which it appears, the language of the section or p~graph shall control and govem in the construction ofthis Agreement. 17 .4. Pronouns. Masculine or feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the singular form and vice versa, in any place or places herein in which the context requires such substitution(s). 17 .5. Severability. If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to the extent necessru:y to, cure such invalidity or unenforceability, and shall be enforceable in its amended form. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent penn,itted by law. 17 .6. No Presumption .Agaiust Dra,fter. Each party had an opportunity to consult with an attorney in reviewing and drafting this agreement. Any uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting to any party.

18. GENERAL PROVISIONS

18.1. Confidentiality. All data, documents, discussion, or other information developed or received by Consultant for performance of this Agreement are deemed confidential and Consultant shall not disclose it without prior written consent by City. City shall grant such consent if disclosure is legally required. All City data shall be returned to City upon the termination or expiration of this Agreement.

18.2. Conflicts of Interest Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to ·solicit or secure this Asreement Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, com.mission, percentage, brokerage fee, gift or other consi®J,"ati0n contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subcontractor to file, a State~t of Economic Interest with the City's Filing Officer if required under state law in the performance of the services. For breach or violation of this warranty, City shall have tb.e right to rescind this 'Agreement without liability. For the tenn. of thi$ Agteement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

18.3. Non-assignment. Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City's prior written consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant.

18.4. Binding on Suceessors. This Agreement shall be binding on the successors and assigns of the parties.

18.5. No Third-Party Beneficiaries. Except as expressly stated herein, there is no intended third-party beneficiary of any right or obligation assumed by the parties.

18.6. Time of the Essence. Time is of the essence for each and every provision of this Agreement.

18.7. Non-Discrimination. Consultant shall not discriminate against any employee or applicant for employment because of race, sex (including pregnancy, childbirth, or related medical condition), creed, national origin, color, disability as defined by law, disabled veteran status, Vietnam veteran status, religion, age (40 and above), medical condition (cancer-related), marital status, ancestry, or sexual orientation. Employment actions to which this provision applies shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; or in terms, conditions or privileges of employment, and selection for training. Consultant agrees to post in conspicuous places, available to employees and applicants for employment, the provisions of this nondiscrimination clause.

18.8. Waiver. No provision, covenant, or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing signed by one authorized to bind the party asserted to have consented to the waiver. The waiver by City or Consultant of any breach of any provision, covenant, or condition of this Agreement shall not be deemed to be a waiver of any subsequent breach of the same or any other provision, covenant, or condition.

18.9. Excused Failure to Perform. Consultant shall not be liable for any failure to perform if Consultant presents acceptable evidence, in City's sole judgment, that such failure was due to causes beyond the control and without the fault or negligence of Consult.ant.

18.10. Remedies Non-Exclusive. Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the fOl'bearance from the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any or all of such other rights, powers or remedies.

18.11. Attorneys' Fees. If legal action shall be necessary to enforce any term, covenant or condition contained in this Agreement, the prevailing party shall be entitled to an award of reasonable attorneys' fees and costs expended in the action.

18.12. Venue. The venue for any litigation shall be Los Angeles County, California and Consultant hereby consents to jurisdiction in Los Angeles County for purposes of resolving any dispute or enforcing any obligation arising under this Agreement.

18.13. Counte:cparts; Electronic Signatures. This Agreement may be signed in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument. The parties acknowledge and agree that this Agreement may be executed by electronic signature, which shall be considered as an original signature for all pw:poses and shall have the same force and effect as an original signature. Without limitation, ''electronic signature" shall include faxed or emailed versions ofan original signature, electronically scanned and transn:tltted versions (e.g., via pdf) of an original signature, or a digital signature.

18.14. Federal Requirements. FEMA financial assistance may be used to fund all or a portion of this contract. Consultant shall comply with all federal requirements including, but not limited to~ the following:
• 2 C.F.R. Part200-Uniform Administrative Requirements, Cost Principles, and AuditR..equirements for Federal Awards, which is expressly incorporated herein by reference.
• Federal Contract Provisions attached hereto as Exhibit C and incorporated herein by reference.

Subcontracts, if any, shall contain a provision making them subject to all of the provisions stipulated in the contract, including but not limited to, 2 C.F .R. Part 200 and the Federal Contract Provisions.

With respect to any conflict between such federal requirements and the tenns of this contract and/or the provisions of state law and except as otherwise required under federal law or regulation, the more stringent requirement shall control.

TO EFFECTUATE THIS AGREEl\,IENT, the parties have caused their dJ,tly authorized representatives to execute this Agreement on the dates set forth below. "City'
City of Sierra Madre
By: ~& Signature
Printed: kfLLY }(RlffiS
Title: MlrjoR. PRO T~/Y}
Date: 6 !P,,b?
Attest:

Approved as to form:
"Consultant''
=~Mhl~r~
Signature
Printed: Jonathan Richert
Title: Civic Market Director
Date: 05/12/23

EXHIBIT A

SCOPE OF SERVICES

EXBIBITB

FEE SCHEDULE

EXHIBITC

FEDERAL CONTRACT PROVISIONS
During the performance of this contract, Consultant shall comply with all applicable federal laws and regulations including but not limited to the federal contract provisions in this Exhibit. In this Exhibit, the term "Agency'' shall mean the local agency entering into this contract with Consultant.

1. CONTRACTING WITH SMALL AND MINORITY FIRMS, WOMEN'S
BUSINESS ENTERPRISE AND LABOR SURPLUS AREA FIRMS (2 C.F.R § 200.321)
Consultant shall be subject to 2 C.F.R § 200.321 and will take affirmative steps to assure that minority firms, women's business enteq,rises, and labor surplus area firms are used when possible and will not be discriminated against on the grounds of race, color, religious creed, sex, or national origin in consideration for an award.

Affirmative steps shall include:

Placing qualified small and minority businesses and women's business enteq,rises on solicitation lists;
Assuring th.at small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;
Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enteq,rises;
Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises; and
Using the services/assistance of the Small Business Administration (SBA), and the Minority Business Development Agency (MBDA) of the Department of Commerce.

Consultant shall submit evidence of compliance with the foregoing affirmative steps when requested by the Agency,
Notwithstanding the foregoing, the affirmative steps requirements detailed above do not apply in the case of a noncompetitive procurement made under the emergency exception/exigency exception to competitive procurements.

COST PRINCIPLES (2 C.F.R. PART 200, SUBPART E)
If any indirect costs will be charged to the Agency under this contract, such costs must conform to the cost principles set forth under the Uniform Rules at 2 C.F.R. Part 200, subpart E {"Cost Principles"). In general, costs must (i) be necessary and reasonable; (ii) allocable to the grant award; (iii) conform to any limitations or exclusions set forth in the Cost Principles; {iv) be adequately documented; and (v) be determined in accordance with generally accepted accounting principles ("GAAP!I), except, for state and local governments and Indian tribes only, as otherwise provided for in 2 C.F.R. Part 200, subpart E. 2 C.F .R. § 200.403. Costs that are determined unallowable pursuant to a federal audit are subject to repayment by Consultant.

ACCESS TO RECORDS & RECORD RETENTION (2 C.F.R. 200,336) Consultant shall comply with 2 C.F.R. § 200.336 and provide the Federal Agency, Inspectors General, the Comptroller General of the United States, Agency, and the State of California or any of their authorized representatives access, during normal bus.mess hours, to documents, papers, books and records which are directly pertinent to this contract for the purposes of making and responding to audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Consultant!s personnel for the purpose of interview and discussion related to the books and records.

Consultant agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

Consultant agrees to provide the Federal Agency or its authorized representatives access to construction or other work sites pertaining to the work being completed under the contJ;act.

REQUIRED CONTRACT PROVISIONS 1N ACCORDANCE WITH APPENDIX Il TO PART 200-CONTIU.CT PROVISIONS FOR NON-FEDERAL ENTITY
CONTRACTS UNDER FEDERAL AW ARDS (2 C.F.R.. § 200.326)
Appendix II to Part 200 (A); Appendix Il to Part 200 (B): Remedies for Breach; Termination for ca.use/Convemence. If the contract is in excess of $10,000 and the contract does not include provisions for both termination for cause and termination for ccmvenience by the Agency, including the manner by which it will be effected and the basis for settlement, then the following termination clauses shall apply. If the contract is for more than the simplified acquisition threshold (see 2 C.F.R. § 200.88) at the time the contract is executed and does not provide for aclmi:oistrative, contractual, or legal remedies in instances where· Contractor violates or breaches the terms of the contract, then. the following termination clauses shall apply and have precedence over the contract. Otherwise, the following tennination clauses shall not be applicable to the contract.

Termination for Convenience. The Agency may, by written notice to Consultant, terminate this contra.ct for convenience, in whole or in part, at any time by giving written notice to Consultant of such termination, and specifying the effective date thereof ("Notice of Termination for Convenience"). If the termination is for the convenience of the Agency, the Agency shall compensate Consultant for work or materials fully and adequately provided through the effective date of termination. No amount shall be paid for unperfon,:ied work or materials not provided, including anticipated profit. Consultant shall provide documentation deemed adequate by the Agency to show the work actually completed or materials provided by Consultant prior to the effective date of termination. This contract shall terminate on the effective date of the Notice of Termination.

Termination for Cause. If Consultant fails to perform. pw:suant to the terms of this contract, the Agency shall provide written notice to Consultant specifying the default ("Notice of Default''). If Consultant does not cure such default within ten (10) calendar days of receipt of Notice of Default, the Agency may terminate this contract for cause. If Consultant fails to cure a default as set forth above, the Agency may, by written notice to Consultant, terminate this contract for cause, in whole or in part, and specifying the effective date thereof e'Notice of Termination for Cause"). If the termination is for cause, Consultant shall be compensated for that portion of the work or materials provided which has been fully and adequately completed and accepted by the Agency as of the date the Agency provides the Notice of Termination. In such case, the Agency shall have the rigllt to take whatever steps it deems necessary to complete the project and correctConstlltant's deficiencies and charge the cost thereof to Consultant, who shall be liable for the full cost of the Agencys corrective· action, including reasonable overhead, profit and attorneys' fees.

Reimbursement; Damages. The Agency shall be entitled to reimbursement for any compensation paid in excess of work rendered or materials provided and shall be entitled to withhold compensation for defective work or other damages caused by Consultant's performance of the work
Additional TerminationProvfsions. Upon receipt of a Notice of Termination, either for cause or for conve,:iience, Consultant shall promptly discontinue the work unless the Notj~ directs to the contrary. Consultant shall deliver to the Agency and transfer title (if necessary) to all provided materials .and completed work, and work in progress including drafts, documents, plans, forms, maps, products, graphic!!; computer pro~ and reports. The rights 8,Jld remedies of the parties provided in this Section are in addition to any other rights and remedies provided by law or under this contract. Consultant acknowledges the Agency's ri,ght to ter.minate this contract With or without cause as provided in this Section, and hereby waives any and all claims for damages that might ,arise from the Agency's termination of this contract. The Agency shall not be liable for any costs other than the charges or portions thereof which are specified herein.

Consultant sb,all not be entitled to payment for unperformed work or materials not provided, and shall not be entitled to damages or compensation for termination of work or supply of materials. If Agency terminates this contract for cause, and it is later determined that the tennination for cause was wrongful, the termination shall automatically be converted to .and treated as a termination for convenience. In such event, Consultant shall be entitled to receive only the am?unts payable under this Section, and Consultant specifically waives any claun for any other amounts or damages, including, but not limited to, any claim for consequential damages or lost profits. The rights and remedies of the Agency provided in this Section shall not be exclusive and are in addition to any other rights and remedies provided by law, equity or under this contract including, but not limited to, the right to specific performance.

Appendix TI to Part 200 (C) - Equal Employment Opportunity: Except as otherwise providedunder41 C.F.R. Part 60, Consultant shall comply with the following equal opportunity clause, in accordance with Executive Order 11246 of September 24, 1965 entitled ''Equal Employment Opportunity," as amended by Executive Order 11375 of October 13, 1967 and implementation regulations at 41 C.F.R. Chapter 60:

Consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. Consultant will take affirmative action to insure that applicants are employed and that employees are treated equally during employment, without regard to race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following:
employment upgrading, demotion, transfer, recruitment, or recruitment advertising; layoff or termination; rates of pay or other fonns of compensation; and selection for training including apprenticeship. Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Agency setting forth the provisions of this nondiscrimination clause.

Consultant will, in all solicitations or advertisements for employees placed by or on behalf of Consultant; state that all qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, or national origin.

Consultant will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee1s essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with Consultant's legal duty to furnish infonnation.

Consultant will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer, advising the labor union or workers' representative of the contractor's commitments under Section 202 of Executive Otder No. 11246 of September 24, 1965. and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

Consultant will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.

Consultant 'Will furnish all infotmation and reports required by Executive Order No. 11246 of September 24, 1965,, and by the rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

In the event of Consultant's noncompliance with the nondiscrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be cancelleid, terminated or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts in accordance with procedures authorized in.Executive Order No.11246 of Sept. 24, 1965, and such other sanctions may be imposed and.remedies invoked as provided in Executive Order No.11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

Consultant will include the provisions of paragraphs (i) through (viii) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the. Secretary of Labor issued pursuant to Section 204 of Executive Order No. 11246 of September24,1965, so that such provisions will be binding upon each subcontractor or Consultant. Consultant will take, such action with respect to any subcontract or purchase orcler as may be directed by the Secretary of Labor as a means of enforcing such provisions including sanctions for noncompliance: Provided, however, that in the event Consultant becomes involved in, or is threatened with, litigation with a subcontractor or Consultant as a result of such direction, Consultant may request the United States to enter into such litigation to protect the interests of the United States.

A]2pendix II to :eart 200 (D) - Davis~Bacon Act: Copeland Act: Not applicable to this contract.

ARPendix II to Part 200. (E) - Contract Work Hours and Safety Standards Act:

If this contract is in excessof$100,000 andinvolves the employment of mechanics or laborers, Consultant shall comply with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F .R. Part S). Under 40 U.S.C. 3 702, eaeh contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is pennissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.

In the event of any violation of the clause set forth in paragraph (ii) of this section the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (ii) of this section, in the sum of $10 for each calendar clay on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (ii) of this section.

The Agency shall upon its own action or upon written request of an authorized representative of the Department of Labor with.hold or cause to be withheld, from any moneys payable on account of work performed by Consultant or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (iii) of this section.

Consultant or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (ii) through (v) of this Section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The Contractor shall be responsible for compliance by any subcontractor or lower tier ~ubcontractor with the clauses set forth in paragraphs (ii) through (v) of this Section.

Appendix II to Part 200 (F) - Rights to Inventions Made Under a Contract or Agreement:

If the Federal award meets the definition of "funding agreement" under 37 C.F.R. § 40 l .2(a) and the non-Federal entity wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that "funding agreement," the non-Federal entity mu.st comply with the requirements of 37 C.F.R. Part 401 (Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements), and any implementing regulations issued by the Agency.

The regulation at 37 C.F.R. § 401.2(a) currently defines "funding agreement" as any contract, grant, or cooperative agreement entered into between any Federal agency, other than the Tennessee Valley Authority, and any contractor for the performance of experimental, developmental, or research work funded in whole or in part by the Federal government. This term also includes any assignment, substitution of parties, or subcontract of any type entered into for the performance of experimental, developmental, or research work under a funding agreement as defined in the first sentence of this paragraph.

This requirement does not apply to the Public Assistance, Hazard Mitigation Grant Program, Fire Management Assistance Grant Program, Crisis Counseling Assistance and Training Grant Program, Disaster Case Management Grant Program, and Federal Assistance to Individuals and Households - Other Needs Assistance Grant Program, as FEMA awards under these programs do not meet the definition of"funding agreement."
Appendix II to Part 200 (G) - Clean Air Act and Federal Water Pollution Control Act: If this contract is in excess of $150,000, Consultant shall comply with all applicable standards, orders, or requirements issued pursuant to the Clean Air Act ( 42 U.S.C. 7401~767lg) and the Federal Water Pollution Control Act as amended(33 U.S.C. 1251-1387).

Pursuant to the Clean Air Act, (1) Consultant agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq., (2) Consultant agrees to report each violation to the Agency and understands and agrees that the Agency will, in turn, report each violation as required to assure notification to the Federal awarding agency and the appropriate Environmental Protection Agency Regional Office, and (3) Consultant agrees to include these requirements in each subcontract exceeding $150,000.

Pursuant to the Federal Water Pollution Control Act, (1) Consultant agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq., (2) Consultant agrees to report each violation to the Agency and understands and agrees that the Agency will, in tum, report each violation as required to assure notification to the Federal awarding agency and the appropriate • Environmental Protection Agency Regional Office, and (3) Consultant agrees to include these requirements in each subcontract exceeding $150,000.

Appendix IT to Part 200 (H) - Debarment and Suspension: A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the 0MB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 C.F.R. part 1986 Comp., p. 189) and 12689 (3 C.F.R. part 1989 Comp., p. 235), "Debarment and Suspension.'' SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

This contract is a covered transaction for purposes of 2 C.F .R. pt. 180 and 2 C.F.R. pt. 3000. As such Consultant is required to verify that none of the Consultant, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).

Consultant must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.

This certification is a material representation of fact relied upon by Agency. If it is later determined that Consultant did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the Agency, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.

Consultant warrants that it is not debarred, suspended, or otherwise excluded from or ineligible for participation in any federal programs. Consultant also agrees to verify that all subcontractors performing work under this contract are not debarred, disqualified, or otherwise prohibited from participation in accordance with the requirements above. Consultant further agrees to notify the Agency in writing immediately if Consultant or its subcontractors are not in compliance during the term of this contract.

Appendix II to Part 200 {I) - Byrd Anti-Lobbying Act: If this contract is in excess of $100,000, Consultant shall have submitted and filed the required certification pursuanttotheByrdAnti-LobbyingAmendment(31 U.S.C. § 1353). Ifatanytime during the contract term funding exceeds $100,000.00, Consultant shall file with the Agency the Federal Standard Form LLL titled "Disclosure Form to Report Lobbying." Consultants that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.

Such disclosures are forwarded from tier to tier up to the recipient.

Appendix Il to Part 200 {J) - Procurement of Recovered Materials:

Consultant shall comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resomce Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement.

In the perfonnance of this contract, Consultant shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired: Competitively within a timeframe providing for compliance with the contract perfonnance schedule; Meeting contract performance requirements; or at a reasonable price.

Information about this requirement, along with the list of EPA-designate items, is available at EPA's Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/comprehensive-procurement-guideline-cpgprogram.

MISCELLANEOUS PROVISIONS
Consultant shall not use the DHS seal(s), logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA preapproval.

This is an acknowledgement that FEMA financial assistance may be used to fund the contract only. Consultant will comply with all applicable federal law, regulations, executive orders, FEMA policies, procedures, and directives.

Consultant acknowledges that 31 U.S.C. Chapter 38 (Administrative Remedies for False Claims and Statements) applies to Consultant's actions pertaining to this contract.

The Federal Government is not a party to this contract and is not subject to any obligations or liabilities to the Agency, Consultant, any subcontractors or any other party pertaining to any matter resulting from the contract.

General and Administrative Expenses And Profit For Time And Materials Contracts/Amep.dments.

General and administrative expenses shall be negotiated and must conform to the Cost Principles.

Profit shall be n~gotiated as a separate element of the cost. To establish a fair and reasonable :profit, consideration must be given to the complezjty of the work to be performed, the risk borne by Consultant, Consultant's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.

Any agreement, amendment or change order for work performed on a time and materials basis shall include a ceiling price that Consultant exceeds at its own risk.

TO:

FROM:

REVIEWED BY:

DATE:

SUBJECT:

City of Sierra Madre
Agenda Report
(]{96ert Park,liurst, :Mayor
'l(ristine Lowe, :Mayor <Pro Tem
CJ:.awara qarcia, Counci{ :Mem6er
qene qoss, Counci{ :Mem6er
'l(effy 1(rie6s, Counci{ :Mem6er
Sue Spears, City Treasurer
Honorable Mayor and Members of the City Council
Clare Lin, Acting Director of Planning and Community Preservation Brent Bartlett, Fire Chief
Aleks, Giragosian, City Attorney
Jose Reynoso, City Manager
February 11, 2025
CONSIDERATION OF AMENDMENT NO. 2 TO PROFESSIONAL

SERVICES AGREEMENT WITH WILLDAN ENGINEERING FOR

FIRE MARSHAL, FIRE PLAN REVIEW, FIRE CODE OFFICIAL,

AND FIRE INSPECTION SERVICES

STAFF RECOMMENDATION
It is recommended that the City Council approve Amendment No. 2 to the professional services agreement with Willdan Engineering for fire marshal, fire plan review, fire code official, fire inspection services, and authorize the City Manager to execute such amendment to the contract in a form acceptable to the City Attorney.

ALTERNATIVES

1. Approve Amendment No. 2 of the professional services agreement with Willdan Engineering;

2. Continue consideration and provide direction to staff.

ANALYSIS
On May 11, 2011, the City entered into a prime contract with Willdan Engineering for Building Inspector, Building Official, and Plan Examiner services. On January 2, 2022, that primate contract was amended to include a part-time Fire Marshal to support fire-code related services in the Planning and Fire Department. This temporary arrangement was initiated in response to a personnel change in the Fire Department. The amendment expired on January 6, 2023.

On August 22, 2023, the City entered into a separate agreement with Willdan Engineering for Fire Marshal, Fire Plan Review, and Fire Inspection services at a fixed rate of $130 per hour (discounted 20% from their normal rate), included as Attachment B. On May 6, 2024, the City amended the contract to extent the term to June 30, 2027 and to increase the budget to $135,000, included as Attachment C. Despite the discount embedded in the hourly rates, the City was subsidizing residents' fire-related services, as the recovery under the City's approved fee schedule was consistently less than the amount the City was being billed for Willdan Engineering's hourly services.
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For example, in the fiscal year FY 2023-2024, the City collected $18,014 in fees related to fire code services, while the cost for consultant services amounted to $30,770. On average, the City pays the consultant approximately $715 per permit, despite the published application fee being $578. These figures clearly demonstrate that the current hourly rate arrangement results in a net subsidy by the City.

The proposed amendment does three things:

First, it revises the compensation structure by basing payment on a percentage of the approved fee schedule. This change will avoid City subsidies and mirror the compensation structure in the City's contract with Willdan Engineering for engineering services. Under Amendment No. 2, Willdan Engineering will recover 90 percent of the "Fire Fees" as listed in the City's published fee schedule.

Second, it revises the scope of work to include a new title - "Fire Code Official." Willdan Engineering thought this new title was important to authorize them to satisfy some reporting obligations with the State.

Lastly, the contract's budget was increased from $135,000 to $300,000 over the four year life of the contract to more accurately reflect the annual expense borne by the City.

FINANCIAL REVIEW/SOURCE OF FUNDING
The costs associated with providing fire code services, in the not to exceed amount of $300,000. These costs will be recovered through the City's FY 2024-2025 Fee Schedule.

ENVIRONMENTAL (CEQA)
Environmental Review is not applicable to contracts for professional services.

PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City's website at www.cityofsierramadre.com.

Attachments:

Attachment A: Amendment No. 2 to the professional services agreement with Willdan Engineering for fire marshal, fire plan review, and fire inspection services Attachment B: Executed Professional Services Agreement with Willdan Engineering, dated May 11, 2024.

Attachment C: Executed Amendment No. 1 to Professional Services Agreement with Willdan Engineering, dated May 6, 2024.
388305.1
AMENDMENT NO. 2 TO

PROFESSIONAL SERVICES AGREEMENT FOR CONSULTANT SERVICES This Amendment No. 2 ("Second Amendment") is entered into between the City of Sierra Madre, a California municipal corporation ("City"), and Willdan Engineering, a California Corporation ("Consultant"), to amend the Professional Services Agreement for Consultant Services between the parties with a commencement date of August 22,2023 ("Agreement").

RECITALS
A. Under the Agreement, the Consultant provides Fire Marshal, Fire Plan Review, and Fire Inspection services.

B. On May 6, 2024, the parties entered into an Amendment No. 1 to Professional Services Agreement for Consultant Services ("First Amendment") to extend the Agreement's term and enlarge the "Maximum Amount."
C. The parties desire to further amend this Agreement to expand the "Scope of Services," increase the "Maximum Amount," and amend the "Approved Fee Schedule." NOW THEREFORE, the Parties agree to amend the Agreement as follows:

I. Section 2.1 of the Agreement is amended to read as follows, with deletions denoted by struck through text and additions denoted by underlined text:

2.1. City has determined that it requires the following professional services from a consultant: Fire Marshal, Fire Plan Review, Fire Inspection, Fire Code Official, and related consulting services provided on an as-needed basis to enforce the California Fire Code and other fire prevention laws adopted by the City of Sierra Madre.

II. Section 3.3 of the Agreement is amended to read as follows, with deletions denoted by struck through text and additions denoted by underlined text:

3.3. "Maximum Amount": The highest total compensation and costs payable to Consultant by City under this Agreement. The Maximum Amount under this Agreement is Thirty One Thousand Three Hundred Seventy Five Dollars ($3 l ,375)Three Hundred Thousand Dollars ($300,000).

III. Exhibit A of the Agreement is repealed in its entirety and replaced by Exhibit A to this Second Amendment.

IV. Exhibit B of the Agreement is repealed in its entirety and replaced by Exhibit B to this Second Amendment.
1 387999.1
V. Integration. The Agreement and the First Amendment shall remain in full force and effect, except as specifically amended hereby. To the extent there is any conflict between this Second Amendment and the Agreement or First Amendment, the terms and provisions of this Second Amendment shall control.

VI. Severability. If any provision of this Second Amendment is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in anyway. 2 387999.1
The Parties hereby enter into this Second Amendment upon the date of the last signature below.

CITY OF SIERRA MADRE
("City")
AUTHORIZED SIGNATORIES:

By: ___________ _
Name: -----------
Title: ------------
Date: ------------
ATTEST:

By: ------------
Name: -----------
Title: ------------
Date: ------------
APPROVED AS TO FORM:

By:------------
Name: -----------
Title: ------------
Date: ------------
387999.1

WILLDAN ENGINEERING
("Consultant")
By:_;Qfik/k~,__
Name: Dennis J. Grubb -------
Title: _ Deputy Director Fire Services __ _
Date: _January 31, 2025 ______ _
3 February 11, 2025:

EXHIBIT A
Scope of Services
Fire Marshal, Fire Plan Review, Fire Inspection, Fire Code Official, and related consulting services will be provided on an as-needed basis to enforce the California Fire Code and other Fire Code requirements, as adopted by the City of Sierra Madre. 4 387999.1

EXHIBITB
Approved Fee Schedule
Willdan Engineering will recover 90 percent of the "Fire Fees" listed in the City's published fee schedule for which it provides services.
5 387999.1

PROFESSIONAL SERVICES AGREEMENT

FOR CONSULTANT SERVICES
(City of Sierra Madre/ Willdan Engineering)

1. IDENTIFICATION
This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into by and between the City of Sierra Madre, a Califomia municipal corporation ("City"), and Willdan Engineering, a California Corporation ("Consultant").

2. RECITALS

2.1. City has determined that it requires the following professional services from a consultant: Fire Marshal, Fire Plan Review, Fire Inspection, and related consulting services provided on an as-needed basis to enforce the Califomia Fire Code and other fire prevention laws adopted by the City of Sierra Madre.

2.2. Consultant represents that it is fully qualified to perfom1 such professional services by virtue of its experience and the training, education, and expertise of its principals and employees. Consultant further represents that it is willing to accept responsibility for perfo1ming such services in accordance with the terms and conditions set f011h in this Agreement.

2.3. Consultant represents that it has no known relationships with third parties, City Council members, or employees of City which would (1) present a conflict of interest with the rendering of services under this Agreement under Government Code Section I 090, the Political Reform Act (Govemment Code Section 81000 et seq.), or other applicable law, (2) prevent Consultant from performing the terms of this Agreement, or (3) present a significant opportunity for the disclosure of confidential information.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and Consultant agree as follows:

3. DEFINITIONS
3 .1. "Scope of Services": Such professional services as are set forth in Consultant's August 4111, 2023 proposal to City attached hereto as Exhibit A and incorporated herein by this reference.

3.2. "Agreement Administrator": The Agreement Administrator for this project is the Sie1Ta Madre Director of Planning and Community Preservation. The Agreement Administrator shall be the principal point of contact at the City for this project. All services under this Agreement shall be performed at the request of the Agreement Administrator. The Agreement Administrator will establish the timetable for completion of services and any interim milestones. City reserves the right to change this designation upon written notice to Consultant
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3.3. "Approved Fee Schedule": Consultant's compensation rates are set forth in the fee schedule attached hereto as Exhibit B and incorporated herein by this reference. This fee schedule shall remain in effect for the duration of this Agreement unless modified in writing by mutual agreement of the parties.

3.4. "Maximum Amount": The highest total compensation and costs payable to Consultant by City under this Agreement. The Maximum Amount under this Agreement is Thirty~ five Thousand Dollars ($35,000.00).

3.5. "Commencement Date": August 22, 2023.

3.6. "Termination Date": May 11, 2024

4. TERM
The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall expire at 11 :59 p.m. on the Termination Date unless extended by written agreement of the parties or terminated earlier under Section 16 ("Termination") below. Consultant may request extensions of time to perform the services required hereunder. Such extensions shall be effective if authorized in advance by City in writing and incorporated in written amendments to this Agreement.

5. CONSULTANT'S DUTIES

5. 1. Services. Consultant shall perform the services identified in the Scope of Services. City shall have the right to request, in writing, changes in the Scope of Services. Any such changes mutually agreed upon by the parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendment to this Agreement.

5.2. Coordination with City. In perfonning services under this Agreement, Consultant shall coordinate all contact with City through its Agreement Administrator.

5.3. Budgetary Notification. Consultant shall notify the Agreement Administrator, in writing, when fees and expenses incurred under this Agreement have reached eighty percent (80%) of the Maximum Amount. Consultant shall concurrently inform the Agreement Administrator, in writing, of Consultant's estimate of total expenditures required to complete its current assignments before proceeding, when the remaining work on such assignments would exceed the Maximum Amount.

5.4. Business License. Consultant shall obtain and maintain in force a City business license for the duration of this Agreement.

5.5. Professional Standards. Consultant shall perform all work to the standards of Consultant's profession and in a manner reasonably satisfactory to City. Consultant shall keep itself fully informed of and in compliance with all local, state, and federal laws, rules, and regulations in any manner affecting the performance of this Agreement, 318816.vl
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including all Cal/OSHA requirements, the conflict of interest prov1s1ons of Government Code § 1090 and the Political Reform Act ( Government Code § 81000 et seq.).

5.6. Avoid Conflicts. During the term of this Agreement, Consultant shall not pe1form any work for another person or entity for whom Consultant was not working at the Commencement Date if such work would present a conflict interfering with performance under this Agreement. However, City may consent in writing to Consultant's performance of such work.

5.7. Campaign Contributions. This Agreement is subject to Government Code Section 84308, as amended by SB 1439. Consultant shall disclose any contribution in an amount of more than two hundred fifty dollars ($250) made within the preceding 12 months by the party or the pmty' s agent. Consultant shall provide a signed copy of the attached Campaign Contribution Disclosure Form to the City prior to, or concunent with, the Consultant's execution of this Agreement.

5.8. Appropriate Personnel. Consultm1t has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Services. All such services shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to pe1form such services. Vincent Gonzalez, Director of Plmming and Community Preservation shall be Consultant's project administrator and shall have direct responsibility for management of Consultant's performance under this Agreement. No change shall be made in Consultant's project administrator without City's prior written consent.

5.9. Substitution of Personnel. Any persons named in the proposal or Scope of Services constitutes a promise to the City that those persons will perform and coordinate their respective services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. If City and Consultant cannot agree as to the substitution of key personnel, City may terminate this Agreement for cause.

5.10. Permits and Approvals. Consultant shall obtain, at its sole cost mid expense, all permits and regulatory approvals necessary for Consultant's performance of this Agreement. This includes, but shall not be limited to, professional licenses, encroachment permits and building and safety permits and inspections.

5.11. Notification of Organizational Changes. Consultant shall notify the Agreement Administrator, in writing, of any change in name, ownership or control of Consultant's firm or of any subcontractor. Change of ownership or control of Consultant's film may require an amendment to this Agreement. •

5.12. Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements chm·ged to City under this Agreement for a minimum of three (3) years, or for any longer period required by law, 318816.vl
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from the date of final payment to Consultant under this Agreement. All such documents shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of City. In addition, pursuant to Governtnent Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds ten thousand dollars, all such documents and this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement.

5.13. Skilled and Trained Workforce Requirement. When the use of a skilled and trained workforce is required to complete a contract pursuant to existing law, this contract is subject to such requirement and Consultant agrees to use a skilled and trained workforce.

6. SUBCONTRACTING

6.1. General Prohibition. This Agreement covers professional services of a specific and unique nature. Except as otherwise provided herein, Consultant shall not assign or transfer its interest in this Agreement or subcontract any services to be performed without amending this Agreement.

6.2. Consultant Responsible. Consultant shall be responsible to City for all services to be perfonned under this Agreement.

6.4. Compensation for Subcontractors. City shall pay Consultant for work performed by its subcontractors, if any, only at Consultant's actual cost plus an approved matk-'up as set forth in the Approved Fee Schedule, Exhibit B. Consultant shall be liable and accountable for any and all payments, compensation, and federal and state taxes to all subcontractors performing services under this Agreement. City shall not be liable for any payment, compensation, or federal and state taxes for any subcontractors.

7. COMPENSATION

7.2. Invoices. Consultant shall submit to City an invoice, on a monthly basis or as otherwise agreed to by the Agreement Administrator, for services performed pursuant to this Agreement. Each invoice shall identify the Maximum Amount, the services rendered 318816.vl
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during the billing period, the amount due for the invoice, and the total amount previously invoiced. All labor charges shall be itemized by employee name and classification/position with the firm, the corresponding hourly rate, the hours worked, a description of each labor charge, and the total amount due for labor charges.

7.3. Taxes. City shall not withhold applicable taxes or other payroll deductions from payments made to Consultant except as otherwise required by law. Consultant shall be solely responsible for calculating, withholding, and paying all taxes.

7.4. Disputes. The parties agree to meet and confer at mutually agreeable times to resolve any disputed amounts contained in an invoice submitted by Consultant.

7.5. Additional Work. Consultant shall not be reimbursed for any expenses incurred for work performed outside the Scope of Services unless prior written approval is given by the City through a fully executed written amendment. Consultant shall not undertake any such work without prior written approval of the City.

7.6. City Satisfaction as Precondition to Payment. Notwithstanding any other tenns of this Agreement, no payments shall be made to Consultant until City is satisfied that the services are satisfactory.

8. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the pe1formance of other requirements on certain "public works" and "maintenance'' projects. This Agreement is subject to Prevailing Wage Laws, for all work performed under this Agreement for which the payment of prevailing wage is required by those laws. Consultant shall defend, indemnify, and hold the City, its elected officials, officers, employees, and agents free and harmless form any claim or liability arising out of any failure or alleged failure of Consultant to comply with the Prevailing Wage Laws.

9. OWNERSIDP OF WRITTEN PRODUCTS
All reports, documents or other written material, and all electronic files, including computer~ aided design files, developed by Consultant in the perfonnance of this Agreement (such written material and electronic files are collectively known as "written products") shall be and remain the property of City without restriction or limitation upon its use or dissemination by City except as provided by law. Consultant may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Consultant. 318816.vl
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10. RELATIONSHIP OF PARTIES

10.1. General. Consultant is, and shall at all times remain as to City, a wholly independent contractor.

10.2. No Agent Authority. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its agents shall hav:e control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not represent that it is, or that any of its agents or employees are, in any manner employees of City.

10.3. Independent Contractor Status. Under no circumstances shall Consultant or its employees look to the City as an employer. Consultant shall not be entitled to any benefits. City makes no representation as to the effect of this independent contractor relationship on Consultant's previously earned California Public Employees Retirement System ("CalPERS") retirement benefits, if any, and Consultant specifically assumes the responsibility for making such a determination. Consultant shall be responsible for all reports and obligations including; but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation, and other applicable federal and state taxes.

10.4. IndemJiification of CalPERS Determination. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

11. INDEMNIFICATION

11.1. Definitions. For purposes of this Section 11, "Consultant" shall include Consultant, its officers, employees, servants, agents, or subcontractors, or anyone directly or indirectly employed by either Consultant or its subcontractors, in the performance of this Agreement. "City" shall include City, its officers, agents, employees and volunteers.

11.2. Consultant to Indemnify City. To the fullest extent permitted by law, Consultant shall indemnify, hold harmless, and defend City from and against any and all claims, losses, costs or expenses for any personal injury or property damage arising out of or in connection with Consultant's alleged negligence, recklessness or willful misconduct or other wrongful acts, errors or omissions of Consultant or failure to comply with any provision in this Agreement.

11.3. Scope of Indemnity. Personal injury shall include injury or damage due to death or injury to any person, whether physical, emotional, consequential or otherwise, Property Professional Services Agreement - Consultant Services

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damage shall include injury to any personal or real property. Consultant shall not be required to indemnify City for such loss or damage as is caused by the sole active negligence or willful misconduct of the City.

11.4. Attorneys Fees. Such costs and expenses shall include reasonable attorneys' fees for counsel of City's choice, expert fees and all other costs and fees of litigation.

Consultant shall not be entitled to any refund of attorneys' fees, defense costs or expenses in the event that it is adjudicated to have been non-negligent.

11.5. Det"ense Deposit. The City may request a deposit for defense costs from Consultant with respect to a claim. If the City requests a defense deposit, Consultant shall provide it within 15 days of the request.

11.6. Waiver of Statutory Immunity. The obligations of Consultant under this Section 11 are not limited by the provisions of any workers' compensation act or similar act.

Consultant expressly waives its statutory immunity under such statutes or laws as to City.

11.7. Indemnification by Subcontractors. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 11 from each and every subcontractor or any other person or entity involved in the performance of this Agreement on Consultant's behal£

11.8. Insurance Not a Substitute. City does not waive any indemnity rights by accepting any insurance policy or certificate required pursuant to this Agreement. Consultant's indemnification obligations apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.

12. INSURANCE

12.1. Insurance Required. Consultant shall maintain insurance as described in this section and shall require ·all of its subcontractors, consultants, and other agen.ts to do the same.

12.2. Documentation oflnsurance. City will not execute this agreement until it has received a complete set of all required documentation of insurance coverage. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. Consultant shall file with City:
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• Certificate of Insurance, indicating companies acceptable to City, with a Best's Rating of no less than A: VII showing. The Certificate of Insurance must include the following reference: Fire Marshal Services
• Documentation of Best's rating acceptable to the City.

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• Original endorsements effecting coverage for all policies required by this Agreement.
• Complete, certified copies of all required insurance policies, including endorsements affecting the coverage.

12.3. Coverage Amounts. Insurance coverage shall be at least in the following minimum amounts:
•
•
•
•
Professional Liability Insurance:

General Liability:
• General Aggregate:
• Products Comp/Op Aggregate
• Personal & Advertising Injury
• Each Occurrence
• Fire Damage (any one fire)
• Medical Expense (any 1 person)
Workers' Compensation:
• Workers' Compensation
• EL Each Accident
• EL Disease - Policy Limit
• EL Disease - Each Employee
Automobile Liability
• Any vehicle, combined single limit
$1,000,000 per occurrence,
$2,000,000 aggregate
$2,000,000
$2,000,000
$1,000,000
$1,000,000
$ 50,000
$ 5,000
Statutory Limits
$1,000,000
$1,000,000
$1,000,000
$1,000,000
Any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements or limits shall be available to the additional insured. Furthermore, the requirements for coverage and limits shall be the greater of (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured

12.4. General Liability Insurance. Commercial General Liability Insurance shall be no less broad than ISO form CG 00 01. Coverage must be on a standard Occurrence form.

Claims-Made, modified, limited or restricted Occurrence fonns are not acceptable.

12.5. Worker's Compensation Insurance. Consultant is aware of the provisions of Section 3700 of the Labor Code which requires every employer to carry Workers' Compensation ( or to undertake equivalent self-insurance), and Consultant will comply with such provisions before commencing the performance of the work of this Agreement. If such insurance is underwritten by any agency other than the State Compensation Fund, such agency shall be a company authorized to do business in the State of California. •

12.6. Automobile Liability Insurance. Covered vehicles shall include owned if any, nonowned, and hired automobiles and, trucks. 318816.vl
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12.7. Professional Liability Insurance or Errors & Omissions Coverage. The deductible or self-insured retention may not exceed $50,000. Ifthe insurance is on a Claims-Made basis, the retroactive date shall be no later than the commencement of the work.

Coverage shall be continued for two years after the completion of the work by·one of the following: (1) renewal of the existing policy; (2) an extended reporting period endorsement; or (3) replacement insurance with a retroactive date no later than the commencement of the work under this Agreement.

12.8. Claims-Made Policies. If any of the required policies provide coverage on a claimsmade basis the Retroactive Date must be shO\•Vn and must be before the date of the contract or the beginning of contract work. Claims-Made Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase "extended reporting" coverage for a minimum of five (5) years after completion of contract work.

12.9. Additional Insured Endorsements. The City, its City Council, Commissions, officers, and employees of Sierra Madre must be endorsed as an additional insured for each policy required herein, other than Professional Errors and Omissions and Worker's Compensation, for liability arising out of ongoing and completed operations by or on behalf of the Consultant. Consultant's insurance policies shall be primary as respects any claims related to or as the result of the Consultant's work. Any insurance, pooled coverage or self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants shall be noncontributory. All endorsements shall be signed by a person authorized by the insurer to bind coverage on its behalf General liability coverage can be provided using an endorsement to the Consultant's insurance at least as broad as ISO Form CG 20 10 1 I 85 or both CG 20 10 and CG 20 37.

12.10. FaUure to Maintain Coverage. In the event any policy is canceled prior to the completion of the project and the Consultant does not furnish a new certificate of insurance prior to cancellation, City has the light, but not the duty, to obtain the required insurance and deduct the premium(s) from any amounts due the Consultant under this Agreement. Failure of the Consultant to maintain the insurance required by this Agreement, or to comply with any of the requirements of this section, shall constitute a matelial breach of this Agreement.

12.11. Notices. Consultant shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any •• of the required policies are reduced; (3) or the deductible or self~insured retention is increased. Consultant shall provide no less than 30 days' notice of any cancellation or material change to policies required by this Agreement. Consultant shall provide proof that cancelled or expired policies of insurance have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages. The name and address for Additional Insured 318816.vl
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Endorsements, Certificates of Insurance and Notices of Cancellation is: City of Sierra Madre, Attn: Miguel Hernandez. 232 W. Sierra Madre Blvd., Sierra Madre, CA 91024.

12.13. Waiver of Subrogation. Consuhanthereby waives all rights of subrogation against the City. Consultant shall additionally waive such rights either by endorsement to each policy or provide proof of such waiver in the policy itself.

12.15. Premium Payments and Deductibles. Consultant must disclose all deductibles and self-insured retention amounts to the City. The City may require the Consultant to provide proofof ability to pay losses and related investigations, claim administration, and defense expenses within retention amounts. Ultimately, City must approve all such amom1ts prior to execution of this Agreement. City has no obligation to pay any premiums, assessments, or deductibles under any policy required in this Agreement.

Consultant shall be responsible for all premiums and deductibles in all of Consultant's insurance policies. The amount of deductibles for insurance coverage required herein are subject to City's appr.oval.

13. MUTUAL COOPERATION

13.2. Consultant Cooperation in Defense of Claims. If any claim or action is brought against City relating to Consultant's performance in connection with this Agreement, Consultant shall render any reasonable assistance that City may require in the defense of that claim or action.

14.NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, email, or overnight courier service during Consultant's and City's regular business hours; or (ii) on the third business day following deposit 318816.vl
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in the United States mail if delivered by mail, postage prepaid, to the addresses listed below ( or to such other addresses as the parties may~ from time to tim:e, designate in writing).

Ifto City
Vincent Gonzalez
City of Sierra Madre
Planning and Commun.ity Preservation
232 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
Telephone; (626) 355-7135
Email; v:[email protected]
With courtesy copy to:

Aleks R. Giragosian, Esq.

SierraMadre City Attorney
Colantuono, Highsmith & Whatley, PC
790 E. Colorado Blvd .. , Ste. 850
Pasadena, Angeles, CA 91101
Telephone: (213) 542-5700
Email: [email protected]

15. SURVMNG COVENANTS
If to Consultant
Patrick Johnson
Director of Building and Safety
Willdan. Engineering
13191 Crossroads Parkway North, Suite 405
Industry, CA 917 46
Telephone: (562) 364-8499
Facsimile: (562) 695-2120
The parties agree that the covenants contained in Section 5.11 (Records), Section 10.4 (IndemnificationofCalPERS Determination), Section 11 (Indemnification), Section 12.8 (ClaimsMade Policies), paragraph 12.13 (Waiver of Subrogation), Section 13.2 (Consultant Cooperation in Defense of Claims), Section 15 (Surviving Covenants), Section I 7 (Interpretation of Agreement), and Section 18 (General Provisions) of this Agreement shall survive the expiration or termination of this Agreement, subject to the provisions and limitations of this Agreement and all otherwise applicable statutes of limitations and repose.

16. TERMINATION

16..1. City Termination. City may terminate this Agreement for any reason on five calendar days' written notice to Consultant. Consultant agrees to cease all work under this Agreement on or before the effective date of any notice of termination. All City data, docum~nts,. objects, materials or other tangible things shall be returned to City upon the termination or .expiration of this Agreement.

16.2. Consultant Termination. Consultant may terminate this Agreement for a material breach of this Agreement by the City upon 30 days' notice.

16.3. Compensation Following Termination. Upon termination, Consultant shall be paid based on the work satisfactorily performed at the time of termination. In no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the services required by this Agreement. The City shall have 318816.vl
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the benefit of such work as may have been completed up to the time of such termination.

16.4. Remedies. City retains any and all available legal and equitable remedies for Consultant's breach of this Agreement.

17. lNTERPRETATION OF AGREEMENT
17 .1. Governing Law. This Agreement shall be governed and construed in accordance with the laws· of the State of California.

17.2. Integration of Exhibits. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. In the event of any material discrepancy between the provisions of this Agreement and its exhibits, the provisions of this Agreement shall prevail. In the event of any material discrepancy between the express provisions of this Agreement and the exhibits of this Agreement, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated herein. No other prior oral or written agreements are binding upon the parties. Amendments hereto or deviations herefrom $hall be effective and binding only if made in writing and executed on by City and Consultant.

17.3. Headings. The headings and captions appearing at the commencement of the sections hereof, and in any paragraph thereof, are descriptive only and for convenience in reference to this Agreement. Should there. be any conflict between such heading, and the section or paragraph thereof at the head of which it appears~ the language of the section or paragraph shall control and govern in the construction of this Agreement.

17.4. Pronouns. Masculine or feminine pronouns shall be substituted for the neuter fonn and vice versa, and the plural shall be substituted for the singular fonn and vice versa, in any place or places herein in which the context requires such substitution(s). 17 .5. Severability. If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such tenn or provision shall be amended to, and solely to the extent necessary to, cure such invalidity or unenforceability, and shall be enforceable in its amended fonn. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent pennitted by law. 17 .6. No Presumption Against Drafter. Each party had an opportunity to consult with an attorney in reviewing and drafting this agreement. Any uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting to any party. 318816.vl
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18. GENERAL PROVISIONS

18.1. Confidentiality. AU data, documents, discussion, or other infonnation developed or received by Consultantforperfonnance of this Agreement a.redeemed confidential and Consultant shall not disclose it without prior written consent by City. City shall grant such consent if disclosure is legally required. AU City data shall be returned to City upon the termination or expiration of this Agreement
182. Conflicts .of Interest. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that ithas not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage,. brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subcontractor to file, a Statement of Economic Interest with the City's Filing Officer if required under state law in the performance of the services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of City, during the tenn of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

18.3. Non-assignment. Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City's prior written coni;ent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant.

18.4. Binding on Successors. This Agreement shall be binding on the successors and assigns of the parties.

18.5. No Third-Party Beneficiaries. Except as expressly stated herein, there is no intended third-party beneficiary of any right or obligation assumed by the parties.

18.6. Time of the Essence. Time is of the essence for each and every provision of this Agreement.

18.7. Non-Disc.rimination. Consultant shall not discriminate against any employee or applicant for employment because of race, sex (including pregnancy, childbirth, or related medical condition), creed, national origin, color, disability as defined by law, disabled vetera,n status, Vietnam veteran status, religion, age (40 and above), medical condition (cancer-related), marital status, ancestry, or sexual orientation. Employment actions to which this provision applies shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; or in terms, conditions or privileges of employment, and selection for training. Consultant agrees to post in conspicuous places, available to employees and applicants for employment, the provisions of this nondiscrimination clause. 318816.vl
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18. l 0. Remedies Non~Exclusive. Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance from the exercise by any paity of any one or more of such rights, powers or remedies shall not preclude the simultai1eous or later exercise by such party of any or all of such other rights, powers or remedies.

18.12. Venue. The venue for any litigation shall be Los Angeles County, California and Consultant hereby consents to sole jurisdiction in Los Angeles County for purposes of resolving any dispute or enforcing any obligation arising under this Agreement.

18.13. Counterparts; Electronic Signatures. This Agreement may be signed in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same.instrument. The parties acknowledge and agree that this Agreement may be executed by electronic signature, which shall be considered as an original signature for all purposes ai1d shall have the same force and effect as an original signature. Without limitation, "electronic signature" shall include faxed or emailed versions of an original signature, electronically scanned and transmitted versions ( e.g., via pdf) of an original signature, or a digital signature. 318816.vl
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TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below. "CITY"
City of Siem Madre
Authorized Signatories:

Signature:k 2~
Printed: --Edward Garcia -=.aa.;..==-=.==-------- -
Title: Mayor
Date: August 22. 2023
Attest:

Signature:-~~~~ - 1_......_l/Jfi _
"CONSULT ANT"
Willdan Engineering
Signature:

Printed: Patrick Johnson --~=~==----- - -
Title: Director• • Building & Safety
Date: August 4111, 2023
Printed: __ .... La=ur=a::..aA..;;.g...,u=il=ar=--- ------ Title: City Clerk
Date: August 22. 2023
Approved as to Form:

Signature: ~)
Printed: ~=gosian
Title: City Attorney
Date:
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August 4, 2023:

EXHIBIT A
Scope of Services
Fire Marshal, Fire Plan Review, Fire Inspection and related consulting services will be provided on an as-needed basis to enforce the California Fire Code and other Fire Code requirements, as adopted by the City of Sierra Madre.
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August 4, 2023:

ExhibitB
Approved Fee Schedule
Fire Marshal, Fire Plan Review, Fire Inspection and related consulting services will be provided on an hourly basis at the rate of $130.00 per hour.
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AMENDMENT NO. 1
TO

PROFESSIONAL SERVICES AGREEMENT FOR CONSULT ANT SERVICES This Amendment No. 1 ("Amendment") is entered into between the City of Sierra Madre, a California municipa] corporation ("City"), and Willdan Engineering, a California corporation ("Consultant"). to amend the Professional Services Agreement for Consultant Services between the parties with a commencement date of August 22, 2023 ("Agreement,.}.

RECITALS
A. Under the Agreement, the Consultant provides the services of Fire Marshal, Fire Ptan Review, and Fire Inspection; and
B. The parties desire to amend this Agreement to extend its duration and enlarge the Maximum Amount.

NOW THEREFORE, the Parties agree to amend the Agreement as follows:

I. Section 3.4 of the Agreement is amended to read as fol1ows, with deletions denoted by smielc tNeugh text and additions denoted by underlined text:

3.4. "Maximum Amount'': The highesttotal compensation and costs payable to Consultant by City under this Agreement. The Maximum Amount under this Agreement is One Hundred Thirty-Five Thousand Dollars {$135,000). ThtffY fi•+'e TheHSaad DeUMs E!:3S,Q0Q.QQ).

II. Section 3.6 of the Agreement is amended to read as follows, with deletions denoted by smiek U~foo.gh text and additions denoted by underlined text:

3.6. "Termination Date": June 30, 2027 May 11,202.4.

Ill. Integration. This Amendment amends, as set forth herein, the Agreement and except as specifically amended hereby the Agreement shall remain in full force and effect. To the extent there is any conflict between this Amendment and the Agreement, the terms and provisions of this Amendment shall control. This Amendment and the Agreement, including any exhibits attached to the Agreement, integrate all the tenns and conditions of the Parties' agreement and supersede all negotiations with respect hereto.

IV. Severabi!ity. If any provision of this Amendment is held by a court of competent jwisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in anyway.

The Parties hereby enter into this Amendment upon the date of the last signature below. 1 353578.2

CITY OF SIERRA MADRE
("City")
AUTIIORIZED SIGNATORIES:

WILLDAN ENGINEERING
("Consultant")
:-=___ By.C:~-
Name: _-_t-t-_""'_,.._ "-.J-~-------- Name: Patrid< Johnson, PE, ceo Title: urr. M/rN/lGg. Title: Director of Suildina & Safety Date: 5/4 /z ~ Date: April 30, 2024 ' , ----------
ATTEST:

Name:lEttJl?8: /)tdzl)J /Al?--,
Title: U rV ~LE&J< I
Date: flu l ~ I' LJ
3SJ571.l
2 TO:

City of Sierra Madre
Agenda Report
~6ert <ParliJiurst, 'M-ayor
'l(ristine Lowe, 'M-ayor <Pro !{em
<£aware[ qarcia, Counci[ 'M-em6er
(Jene (Joss, Counci[ 'M_em6er
'l(e[[y 'l(rie6s, Counci[ 'M_em6er
'M-icfiae[Jlmerio, City crreasurer
FROM:

Honorable Mayor Parkhurst and Members of the City Council Karen Bustillos, EMS Captain
REVIEWED BY:

DATE:

SUBJECT:

STAFF RECOMMENDATION
Brent Bartlett, Fire Chief
Jose Reynoso, City Manager
January 16, 2024

APPROVAL OF FEE SCHEDULE ADJUSTMENTS FOR

THE SIERRA MADRE FIRE DEPARTMENT
1) It is recommended that City Council choose alternative one (1 ), Approve request for adjustments to fee schedule for the Sierra Madre Fire Department.

ALTERNATIVES
2) Approve request for adjustments to fee schedule for the Sierra Madre Fire Department. 3) Do not approve request for adjustments to fee schedule for the Sierra Madre Fire Department.
4) Alternatively, discuss and take other possible action related to this item.

SUMMARY
The Sierra Madre Fire Department, EMS division is requesting the mid-year addition of three fees to the city's fee schedule and the adjustment of fees for the department's current paramedic subscription program. The addition of the requested fees will aide in recovery costs for the City of Sierra Madre and provide alternative cost-saving options for residents participating in the paramedic subscription program. The generated fees are not being requested for the purpose of gaining profit from community members, but to cover costs currently being paid for by the city. The requested fees are as follow:

1. ePCR Fee

2. Dispatch Fee

3. First-Responder Fee

Page 2 of 4 ends

4. Paramedic Subscription Fees

ANALYSIS
ePCR Fee
The department of health services, Los Angeles mandate states that "An EMS Record must be completed for every EMS response regardless of patient disposition." (Ref.606).

Documentation includes all times and locations of emergency calls, patient information, record of vital signs, medication and treatments given, and transport destinations. The Sierra Madre Fire Department has utilized Digital EMS as a platform for documenting all calls for service.

Digital EMS is the main provider for nearly all agencies in Los Angeles County and allows for the seamless transfer of calls between agencies during times of automatic aid. The contracted company currently charges a fee of $4.95 per entry. There is currently no charge for this service in the city's fee schedule. It is the request of the Sierra Madre Fire Department that the addition of $4.95 be added to the fee schedule for all calls for service in order to recoup costs associated with providing patient care.

Dispatch Fee
Verdugo Fire Communications is the current dispatching entity for the Sierra Madre fire Department and surrounding agencies. All calls for service are sent to Verdugo Fire Communication and dispatched appropriately, as to the needs of the call. Verdugo currently charges $84.18 per call dispatched. There is currently no charge for this service in the city's fee schedule. It is the request of the Sierra Madre Fire Department that the addition of $84.18 be added to the fee schedule for all calls for service in order to recoup costs associated with providing patient care.

The requested first-responder fee would only be applied in instances where Paramedic Engine 41 responds to calls for service without the city's rescue ambulance (RA41 ). A previous charge for this service was in place in the city's fee schedule, however it was removed when ALS transport fees increased in past years. Currently, there is no charge for this service in the city's fee schedule. It is the request of the Sierra Madre Fire Department that the addition of $189.00 be added to the fee schedule for all calls for service in order to recoup costs associated with providing patient care. The requested fee is at the same rate as the previous fee that was removed.

Page 3 of 4 ends

Currently, the subscription program offers one fee per user at a cost of $89/year and sits at a 5% user rate. The requested adjustment would allow for new options for residents, including family and business plans, and promote increased usage throughout the community. It is the request of the Sierra Madre Fire Department that the addition of plan options with fees be added to the fee schedule in order to help ease the burden of costs to residents in an emergency.

Proposed Paramedic Subscription Plans and Fees
Plan Type Description Cost Per Year Additional Members
Single Resident
Single Household $89 N/A
Couple 2 Member Household $142 ($71pp)
Each Additional Member: $18. Cap at
Family 3 Member Household $158 ($56pp) 5 people
Business 10 Employees $100 Each Additional 10 Employees: $100 Low
Income Entire Household $45 As Verified by City

CONSISTENCY WITH GENERAL PLAN
The proposed is consistent with the General Plan's Chapter Three - Hazard Prevention, Section One: Fire Safety.

FINANCIAL REVIEW/SOURCE OF FUNDING
No sources of funding are needed.

ENVIRONMENTAL (CEQA)
There is no environmental impact associated with this action.

PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies of this report can be accessed on the City's website at www.cityofsierramadre.com.

Page 4 of 4 ends

Attachments
A) Request for Fee Schedule Adjustment
B) ePCR Paramedic Template
C) Assessment Unit Inventory
D) ALS Unit Inventory
E) Paramedic Subscription Flyer
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nit\ SIERRA MADRE FIRE DEPARTMENT - EMS DIVISION

REQUEST FOR FEE SCHEDULE ADJUSTMENT
The Sierra Madre Fire Department, EMS division is requesting the mid-year addition of three fees to the city's fee schedule. The addition of the requested fees will aide in recovery costs for the City of Sierra Madre. The generated fees are not being requested for the purpose of gaining profit from users, but to cover costs currently being paid for by the city. The requested fees are as follow:

1. ePCR Fee

2. Dispatch Fee

3. First-Responder Fee

4. Paramedic Subscription Fees
ePCRFee
The department of health services, Los Angeles mandate states that "An EMS Record must be completed for every EMS response regardless of patient disposition." (Ref.606).

Digital EMS is the main provider for nearly all agencies in Los Angeles County and allows for the seamless transfer of calls between agencies during times of automatic aid. The contracted company currently charges a fee of $4.95 per entry. There is currently no charge for this service in the city's fee schedule. The following data shows other departments in Los Angeles county currently charging for this fee and the associated rate. 2023 RATE COMPARISON LA COUNTY

DEPARTMENT
City of Arcadia Emergency Ambulance Service
City of Burbank Paramedic Services
City of Downey
City of Glendale Fire Department
City of La Verne Paramedic Services
ePCR FEE
$4.70
$5.30
$25.00
$5.00
$15.00
It is the request of the Sierra Madre Fire Department that the addition of $4.95 be added to the fee schedule for all calls for service in order to recoup costs associated with providing patient care.
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r,ifr. SIERRA MADRE FIRE DEPARTMENT - EMS DIVISION
Dispatch Fee
Verdugo Fire Communications is the current dispatching entity for the Sierra Madre fire Department and surrounding agencies. All calls for service are sent to Verdugo Fire Communication and dispatched appropriately as to the needs of the call. Verdugo currently charges $84.18 per call dispatched. There is currently no charge for this service in the city's fee schedule. The following data shows other departments in Los Angeles county currently charging for this fee and the associated rate.
2023 RATE COMPARISON LA COUNTY

DEPARTMENT
City of Arcadia Emergency Ambulance Service
City of Burbank Paramedic Services
City of Monterey Park Fire Dept and Ambulance
City of Pasadena
City of San Gabriel Ambulance Billing
City of San Marino Fire Department
City of South Pasadena Fire Department
-----------·- DisQatch FEE
$83.00
$62.45
$80.17
$42.00
$103.47
$84.18
$84.18
It is the request of the Sierra Madre Fire Department that the addition of $84.18 be added to the fee schedule for all calls for service in order to recoup costs associated with providing patient care.

First-Responder Fee
In November of 2024 the Sierra Madre Fire Department received approval from the county to upgrade its Paramedic Assessment Engine to a Paramedic Engine. This upgrade allowed the unit to carry additional supplies and critical medications, including narcotics. Paramedic Engine 41 is one in only a handful of Paramedic units in the Verdugo area and provides an even higher level of service to the residents of Sierra Madre. With this change comes an increase in supply costs and cost of materials to outfit the engine to meet county regulations. The requested firstresponder fee would only be applied in instances where Paramedic Engine 41 responds to calls for service without the city's rescue ambulance (RA41). There is currently no charge for this service in the city's fee schedule. The following data shows other departments in Los Angeles County currently charging for this fee and the associated rate. ,"-Y..~4/,,
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HRI SIERRA MADRE FIRE DEPARTMENT - EMS DIVISION
2023 RATE COMPARISON LA COUNTY
City of Burbank Paramedic Services
City of La Verne Paramedic Services
City of San Gabriel Ambulance Billing
DEPARTMENT First-Responder FEE
$570.00
$250.00
$189.25
It is the request of the Sierra Madre Fire Department that the addition of$189.00 be added to the fee schedule for all calls for service in order to recoup costs associated with providing patient care.

Cost Recovery
The following data is an example of recovery costs for the previous four years, had fees been in place and is to be seen as an estimate of what cost recovery efforts could look like once implemented.
ePCR FEE
Year of Reference EMS Call Volume Fee Total Recoverv
2021 620 $4.95 $3,069.00
2022 797 $4.95 $3,945.15
2023 879 $4.95 $4,351 .05
01/2024 - 11/2024 897 $4.95 $4,440.15
Dispatch FEE
Year of Reference Call Volume Fee Total Recovery
2021 1125 $84.14 $94,657.50
2022 1303 $84.14 $109,634.42
2023 1467 $84.14 $123,433.38
01/2024 - 11/2024 1415 $84.14 $119,058.10
First-Responder FEE
Year of Reference EnQine-Onlv Calls Fee Total Recovery
2021 206 $189.00 $38,934.00
2022 229 $189.00 $43,281 .00
2023 218 $189.00 $41,202.00
01/2024 - 11/2024 226 $189.00 $42,714.00
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niti SIERRA MADRE FIRE DEPARTMENT - EMS DIVISION
Total Cost Recovery
Year of Reference
2021
2022
2023
2024 YTD
Average Total Cost
Recovery/Year
Cost Recovery
$124,172.15
Historical costs recovered (79%)
$136,660.50
$156,860.57
$168,986.43
$166,212.25
$107,961 .80
$123,919.85
$133,499.28
$131,307.68
Historically the department has been able to recover an average of 79% of total costs per year through ambulance billing. The addition of all requested fees is anticipated to provide the city with an average of$124.172.15 in recovery costs (based of previous years data).

The suggested fee revenues are estimates and do not take into account pass-through fees that are billed to private party insurances and private pay. No historical data exists for the fees and recovery data is assumed and not definitive.

Paramedic Subscription Plan
Rising costs of ambulance fees are reaching 4,000 dollars per transport with additional fees added, depending on severity of event. These costs are often not covered by insurance providers in totality, resulting in out-of-pocket fees for the user. The Sierra Madre Fire Department's paramedic subscription program allows resident's peace of mind knowing all fees not covered by insurance providers, will be covered at no additional cost to the user. Currently, the subscription program offers one fee per user at a cost of $89/year and sits at a 5% user rate. The requested adjustment would allow for new options for residents, including family and business plans, and promote increased usage throughout the community. Requested adjustments to the paramedic subscription plan are listed below:

Proposed Paramedic Subscription Plans and Fees
Plan Type Desaiptlon Cost Per Year Additional Members
Single Single Resident Household $89 N/A
Couple 2 Member Household $142 ($71pp)
Family 3 Member Household $158 ($56pp) Each Additional Member: $18. Cap at 5 people Business 10 Employees $100 Each Additional 10 Employees: $100 Low Income Entire Household $45 As Verified by City
Plans follow a ~20% reduction from previous plan
It is the request of the Sierra Madre Fire Department that the addition of plan options with fees be added to the fee schedule in order to help ease the burden of costs to residents in an emergency.

Date Inc. # Loe. Code PD on Scene MCI? PD PD Unit# PD Actions 01/16/2025 YON YON AEDPlacement . AED Shock 0 RR O Cx at Sc O Lift Asst O PuB Asst O IFT O DoA O Fireline O Mutual Aid O NC/No PT O PErs Fnd/No PT □ NarCan Street Number
Prov A/B/H Unit
Street Name
Disp Arrival At Pt
At#
Left At Fae Fae Equip Avail Age__ DY OM
~ H
f----+---+--+----+----+---+----+----+---+----+-#_3 _____ -+#4-------1Gender □ M □ F #1
#5 #6 r---+---+----1----11----+----+----+----+----1---f-'#:..::7 ------+-#8'-------~Weight __ Kg
'--p-,-o-toLc-ol_...,..._P_ro_to_co...,__I --N-ot-ifi_ca .. ti-on_? ___ .__ ~Y~a!,--N ___ .,__ __ T_RA _ _. N_S_T_O __ ...... ___ _._ ______ RA_ T_IO_N_.A_L_E _______ Peds Color Code --- W
Est.

N
AMA? Y □ N □ MAR □ PeriNat□ EDAP□ STEMI No SC Req □ Criteria/Required □ Guidelines Distress Level O None O MilD lr.l-----~-_J--~----ICode 3? □ Y □ N □ Med. Ctrl Adv.Prov.Lvl Rec. Fae Assess.Treat and Release? □ Y ND TC/PTC PMC □ PrimAry stroke Ctr. D Judgment □ EXtremis D No SC Access D Mod D Severe Assess, Treat and Transfer? Dy D N D SART D Other D Com . StroKe Ctr.

Treatment in Place? Y N ALSO BLS □ Heli □ No Trans ED Sat RequeS bY-------1pt Complaint First M.I. DOB Phone Prov Impress
•1-::--....,...,.,--..,.----:::---,..,.----------------::--c------=,--L----------'-::-:-:----==-----r:-::-:----IMechanism Street Name Apt# City State Zip Mileage

GCS / STROKE
'-----------------------------------------------------i 1-----------__,JL-__________________ ....., _________ ....,_ ____ ---1 nme Verbal Eyes Motor
~
GCS Total
----------------------------------------..-S-u_s_p_e-ct_e_d_:--------1 Normal for PUAge □ YD N Hospital ID PMD Name Partial SS #
ETOH? □ Y □ N mLAPSS □ Met □ Not Met
Drug Use? DY D N Last known well: D Unk
If yes: Date: Time:
r:a----------...,:.....,= ..,,.....:.,-------------------------- □ AMPhetamines Witness Unknown □ Yes □ HERoin □ cocaine Witness Name: D Cannabis (TH~ □ Other OPioid □ OTHer ----------i-'--,,C...--"-...;........:;._:;.;::._~--------------------1 Route: Witness Phone: _____ _ ----------''-------'----'"---"-- .;....-'---- -------------------1 0 INJected OINHaled
LAMS
D Assisted with Home Meds __
D Back BlowsfThrust
0BVM
D Breath Sounds "'□--Abd--om-;,-,-, P-,-io/-Pro_b_le_m_s (-A-BO __ P_) -----==-c-h-ild-~-.,,, ... (ML.o-,h-er-) (_B_RT __ H_) ___ ..;;;. ,;,__--==-Hy-pe_<lh ____ (lt.,.EA= T)_,.__ ______ --=--R""e-,p-. --rn-,tr-.. -s/Pu-,m-E""d'"em-aJC""""'H"'F ""<c""HF""F,-1) □ Chest Rise B ~9~~0~::::it~~~lng <CHOK) B = f6ff~a;ns ccoFL> 8 :=9= ~~~~l B ~=:~::~~~~;J1l D Existing Trach Alcohol Intoxication (ETOH) □ Dizziness/Vertigo (DIZZ) □ Hypolhennla/Cold Injury (COLO) □ Sepsis (SEPS) D OP/NP Airway □ Allergic Reaction (ALRX) □ DOA-Obvious Death (DEAD) □ Inhalation Injury (INHL) □ Shock {$HOK) □ C 1 . M □ ALOC-Not Hypoglycemia or SE (ALOC) □ Dystonic Reaction {DYRX) □ Lower GI Bleeding {LOGI) R Smou Inhalation (SMOK) 00 ing easures -- □ Anaphyta,is (ANPH) □ Electrocution(ELCT) □ Medical Dev;ce Malfunctioo-f"1 (FAIL) [] S1ingllllenomoos Bttes (STNG) □ OX _ lpm □ NC or□ Mask __ B :~:~~~~:~~~!~~a~l~~ ~~ ) 8 ~~!:~~~g~~~encies (ENTP) 8 ~=S:(em~il(NAVM) □ ~:~ ~ K/DRWN) D REstraints B:~~~~:~~:)) B~=!~~=; v~r;~matic(DIZZ) 8~e~:~:~~:~1~:~tion,(ODPO) B~raiu~= !::':C~~~) □ Distal CSM Intact □ Carbon Monoxide (COMO) □ Fever (FEVR) □ Palpitations {PALP) □ TraumatiC Atrest-Penetrallng (CAPT) □ HOB Elevation B g:~::~ ~;:~~:i;(~°v~:~ (CANT> 8 =~~~~~~~Ou~,5pecit1ed (Guooi 8 :~~=~~tf::~1 ~:~ (PREGl 8 ~:.,m: ~::~~~ 11 O Spinal Motion Restriction □ Chest Pain-Not Cardiac (CPNC) □ Headache-Non-Traumatic (HPNT) □ Respiratory Arrest/Failure (RARF} 8 V8gil\ll Bleeding (VABL) 0 C-Collar 8 g~::! ~::~:~:~=:~!)rdiac (CPSCJ 8 ~=:~ic:~J~=~) 8 ===~~:~ g::::~o:~~n (SOBB) Weakness-General ) 0 Back8oarD D CMS Intact • Before
D CMS Intact • After
SPiint DY N Poison Control Contacted? DY ON DPH Notified? DY ON ~20wks IUP? DY ON wks Translator:

Contacted MCS (LVAD)? DY ON Suspected Abuse/Neglect? DY ON Barriers to Pt. Care: Speech Hearing Physical Language Other = PERL Normal Clear Normal O Diaphoretic 12LeadTime:__ 2"" 12LeadTime: _ _ D Traction Splint
suction
D Pinpoint D Wheezes O Rales D Cyanotic D Hot EMS Interpretation: EMS Interpretation: 0 BLd Gluc #1 __ #2 ___ _ 0 Sluggish □ RHonchi O SnorinG □ Flushed □ Cold O NL O ABnl O STEMI O NL O ABnl O STEMI 0 CPAP ____ cm H20 0 Fixed & Oil. D Unequal D JVD D Pale Software Interpretation: Software Interpretation: Time ___ _ D FB Removal 0 IV ___ g site
Cataracts Strider Labored CapRefill: NL OABnl O STEMI NL OABnl OSTEMI 0 Unequal □ Apnea □ AMU □ NoRmal □ DEiayed Artifact O Y O N Artifact O Y ON 0 Pt's Norm __________ Wavy Baseine O Y ON Wavy Baseline O Y ON O 10 ___ length Site D HUmerus D TibiA Paced Rhythm O Y O N Paced Rhythm O Y O N Transmitted? 0 Y O N Transmitted? 0 Y ON Tidal Volume □ N O + □ · Total IV/10 Fluids Rec'd: mis
BP Pulse RR 02 Sat Pain CO2 Time TM# Rh hm Meds Defib Dose OoseUnits Route Result D DRessings Dice Pack ---+--+-..:.1-,--t---+-+---l---l---1-----ll!S---+--+---+----+---+--t---t----l D TourniQuet I □ TourniQuet PTA .. -----+--+--'-/--+---+--+---+--+--+-----s::a---+--+----+-----+---+---t---t----1 D Hemostatic Dressing l&i----+--+--'---t---+--+---+--+--+-----E:a---+--+----+-----t----+---t---t----1 D Needle THoracostomy I ~~ ~a
---t--t--/-:--t-----t--t----t---t---t-----ma----t---t----t------t---t----i----t-----i D Vagal Maneuver __ / 0TCPacing_mA_bpm __ ---1--t---'-c--+--+-+---+---+---+-----lt.lll---f--+----+-----t----+--+---+----I Time ___ _ ---+--+--'/--+----+-+---f--t--f-----a--+----t----t----+----t---t----t----1 PPE Usage I □ Standard D Contact D Aerosol ,----+--+---'-/--+--+--+--+--+--l---.... a---1--,1----+-----t----t---,l----t----l O OTher ____ _ Morphine Midazolam
Given: ___ m Wasted: ___ m Given: ___ m Wasted: ___ m
Reassessment after Therapies and/or Condition on Transfer:

Care Transferred To: D Facility D ALS D BLS D Heli Transfer VS Time Signature TM completing form
Si #1 Si #2
Fentanyl
Given: __ me Wasted:---· me
TM# BP
I
Pulse RR 02Sat
Si natur
CO2 Rhythm CPAP Pressure GCS
E V M
Reviewed B

DEPARTMENT OF HEAL TH SERVICES

COUNTY OF LOS ANGELES
SUBJECT: ASSESSMENT UNIT INVENTORY
(PARAMEDIC, MICN)
REFERENCE NO. 704
PURPOSE: To provide a standardized minimum inventory on all Assessment Units.

PRINCIPLE:

1. Any equipment or supplies carried for use in providing emergency medical care must be maintained in good working order.

2. The minimum required amounts may be augmented according to anticipated needs in consultation with the Provider Agency Medical Director and the Medical Director of the Emergency Medical Services Agency
POLICY:

I. Assessment Units shall carry the following equipment. Reasonable variations may occur; however, any exceptions must have prior approval of the EMS Agency.

II. All sharps must comply with CCR, Title 8, Section 5193, Bloodborne Pathogens.

MEDICATIONS*
Adenosine 6mgs Glucagon 1mg
Albuterol (pre-mixed w/ NS) Smgs Ketorolac 15mgs/ml 4
OR
Ketorolac 30mgs/2mls 2
Aspirin (chewable 81 mg) 648mgs Naloxone 2mgs
Atropine sulfate (1mg/10ml) 1mg Normal saline (for injection) 2 vials Nitroglycerin (SL) spray, tablets, or
1 pump/
Dextrose 10% / Water 250ml 1 bottle/ or single dose powder packets 36 packets Dextrose - glucose paste/gel 45gms Olanzapine 10mg ODT 20mgs Epinephrine (1 mg/ml) 1mg Ondansetron 4mg ODT 16mgs
Epinephrine (0.1 mg/ml) 2mgs Ondansetron 4mg IV 16mgs
Sodium bicarbonate 50mls

INTRAVENOUS FLUIDS
Normal saline 250 or 500 ml 2 bags [
SUPPLIES*
Airways - Oropharyngeal: Bag-Mask Ventilation (BMV) - Masks:

Large 1 Large 1
Medium 1 Medium 1
Small AdulUChild 1 Small AdulUChild 1
Infant 1 Toddler 1
Neonate 1 Infant 1
Neonate
Medical Director, EMS Agency
SUBJECT: ASSESSMENT UNIT INVENTORY REFERENCE NO. 704
Adhesive dressing (Band-Aids®) 5 Tube Introducer 2
Alcohol prep pads 5 Magill Forceps:

Bag-Mask-Ventilation (BMV) device w/O2 inlet & reservoir: Adult 1 Bag Volume >900 ml ml 6
Bag Volume 400-700 mL6
Bag Volume 200-450ml 6
Burn pack or burn sheet
Cardiac Monitor-Defibrillator w/ oscilloscope
Defibrillator pads or paste (including
pediatric)
ECG Electrodes:

Adult
Pediatric
Pulse Oximeter
Waveform Capnography
Noninvasive blood pressure monitor
Transcutaneous pacing
1 Pediatric 1
1 Mucosal Atomization Device (MAD) 2
1 Needle, filtered-5micron 1 1
1 Normal saline for irrigation 1 bottle
1 OB pack & bulb syringe 7 1
2 Oxygen cannulas:

Adult 1
6 Pediatric 1
6 Oxygen Masks (non-rebreather):
1 Adult 1
1 Pediatric 1
1 Infant 1
1 Standardized Pediatric Length-Based
1--------------------+------1 Resuscitation Tape, approved by the EMS 1 ECG, 12-lead & transmission capable
Cervical collars (rigid):

Adult (adjustable)
Pediatric
Color Code Drug Doses, Ref. No. 1309
Contaminated needle container
Commercial Catheter-Over-Needle Chest
Decompression Needles 3.0-3.5" 14G
Endotracheal tubes with stylets
Sizes: 6.5-7.5
End Tidal CO2 Detector (Adult)
Filter, viral HEPA
Flashlight or Penlight
Gauze sponges 4x4 (sterile)
Gauze bandages
Gloves, unsterile
Glucometer w/ strips
Lancets (automatic retractable)
Hand-held nebulizer pack
1 Agency (e.g., Broselow 2011A or newer)
Personal Protective Equipment
1 Mask 1 per provider
1 Gown 1 per provider
1 Eye protection 1 per provider
1 Radio transmitter receiver (Hand-Held) 4 1
Saline locks 2
2 Scissors 1
1 each
Sphygmomanometer:

Thigh 1
1 Adult 1
2 Pediatric 1
1 Infant 1
4 Suction Unit (portable) w/adapter 1
2 Stethoscope 1
6 pairs Tape (various types, must include cloth) 2
1 2
1 PAGE 2 OF 4
SUBJECT: ASSESSMENT UNIT INVENTORY REFERENCE NO. 704
Intravenous catheters: Sizes 16G - 22G 2 each Suction catheters:

Intravenous Tubing - macrodrip 2 Size 8Fr. 1
Laryngoscope Blades: Size 10Fr. 2
Adult, curved and straight 1 each Size 12Fr. 4
Pediatric, Miller #1 & #2 1 each TonsillarTip 1
Laryngoscope Handle: Syringes sizes: 1 ml - 60ml w/ luer adapter assorted Adult (compatible w/ pediatric blades)
1 Thermometer (Oral or axillary)
i-gel (Disposable Supraglottic Airway): Tourniquets (IV) Neonate (size 1) 1 Tourniquets (commercial for bleeding control
Infant (size 1.5) 1 Vaseline gauze
Small pediatric (size 2) 1 Manometer5
Large pediatric (size 2.5) 1
Small adult (size 3) 1
Medium adult (size 4) 1
Large adult+ (size 5) 1
Albuterol Metered-Dose-Inhaler (MDI) 8 MDI Mask 8
Continuous Positive Airway Pressure (CPAP) Device 2 MDI Spacer 8 Hemostatic Dressings - EMS Authority Approved Dressings Only Splints: Long & Short lntraosseous Device: 2 Splints - traction:

Adult & Pediatric Adult & Pediatric
Lidocaine 2% 3 Airflow Meter Device with rate and volume capability5 Oxygen Masks - Simple Tranexamic Acid (TXA) 1 gm 9
Normal saline 50 or 100 ml bag 9,10
1 Optional, if not utilizing glass ampules.
2 Requires EMS Agency approval, which includes an approved training program and QI method prior to implementation.
3 Utilized with infusions through 10 access.
4 Los Angeles County Department of Communications, Spec. No. 2029/2031/2033. 5 An airflow meter device or monitor/defibrillator with rate and volume feedback capability may be substituted for or in addition to a manometer.
6 Device volume, not delivered volume.
7 OB kits w/ clamps / scissors (no scalpels).
8 All required if using Albuterol / Metered Dose Inhaler. 9 Requires TXA 1gm and NS 50-100ml bag
10 Tranexamic Acid (TXA) premix 1gm in 50-100ml replaces the NS 50-100ml requirement This policy is intended as an Assessment Unit inventory only. Supply and resupply shall be in accordance with Ref. No. 701, Supply and Resupply of Designated EMS Provider UnitsNehicles.

CROSS REFERENCES:

Prehospital Care Manual:

Ref. No. 416, Assessment Unit
PAGE 3 OF 4
1 2
2 2
2 SUBJECT: ASSESSMENT UNIT INVENTORY REFERENCE NO. 704
Ref. No. 701, Supply and Resupply of Designated EMS Provider UnitsNehicles PAGE 4 OF 4

DEPARTMENT OF HEAL TH SERVICES

COUNTY OF LOS ANGELES
SUBJECT: ALS UNIT INVENTORY REFERENCE NO. 703
PURPOSE: To provide a standardized minimum inventory on all Advanced Life Support (ALS) Units.

PRINCIPLE: Any equipment or supplies carried for use in providing emergency medical care must be maintained in good working order.

POLICY:

I. Providers may only carry one narcotic analgesic on the ALS units. Provider Agency Medical Directors may request approval from the Emergency Medical Services (EMS) Agency's Medical Director to carry Fentanyl.

II. ALS Units shall carry the following equipment. Reasonable variations may occur; however, any exceptions must have prior approval of the EMS Agency. Transport vehicles shall also be equipped and supplied according to the Department of the California Highway Patrol, California Administrative Code, Title 13.

Ill. All sharps must comply with CCR, Title 8, Section 5193, Bloodborne Pathogens.

MEDICATIONS
Adenosine 24mgs Glucagon
Albuterol (pre-mixed w/ NS) 20mgs Ketorolac 15mgs/mL
OR
Amiodarone 900mgs Ketorolac 30mqs/2mLs
Aspirin (chewable 81 mg) 648mgs Lidocaine 2% 4
Atropine sulfate (1mg/10ml) 3mgs Midazolam 5
Calcium chloride 1gm Morphine sulfate 6
Dextrose 10% / Water 250ml 3 bags Naloxone
Dextrose - glucose paste/gel 45gms Normal saline (for injection) Nitroglycerin (SL) spray, tablets, or Diphenhydramine 100mgs single dose powder packets Disaster Cache 1 1 Olanzapine 10mg ODT
Epinephrine (1 mg/ml) 5mgs Ondansetron 4mg ODT
Epinephrine (0.1 mg/ml) 7mgs Ondansetron 4mg IV
Fentanyl 2• 3 500mcgs Sodium bicarbonate
Tranexamic Acid (TXA)

INTRAVENOUS FLUIDS
Normal saline 1000 ml I 6 bags Normal saline 50 or 100 ml 13 ! ! 1mg
4 2
200mgs
20mgs
20mgs
4mgs
2 vials
1 pump
bottle/ or
36 packets
40mgs
16mgs
16mgs
50mls
2gms
2 bags
EFFECTIVE: 01-01-78
REVISED: 01-01-25
SUPERSEDES: 12-01-23
PAGE 1 OF 4
APPROVED:

Medical ~ Director, EMS Agency
SUBJECT: ALS UNIT INVENTORY REFERENCE NO. 703
Adhesive dressing (Band-Aids®) 1 box Color Code Drug Doses, Ref. No. 1309 1 Airways - Nasopharyngeal: Commercial Catheter-Over-Needle Chest 2 Decompression Needles 3.0-3.5" 14G Large (34-36) 1 Contaminated needle container 1
Medium (26-28) 1
Small (20-22) 1
Continuous Positive Airway Pressure (CPAP) device: 3
Airways - Oropharyngeal: Small 1
Large 1 Medium 1
Medium 1 Large 1
Small Adult/Child 1 Endotracheal tubes w/ stylets Sizes 6.0-8.0 2each Infant 1 Tube introducer 2
Neonate 1 End Tidal CO2 Detector (Adult) 1
Alcohol prep pads 1 box Extrication device or short board 1 Backboards 2 Filter, viral HEPA 2
Bag-Mask-Ventilation (BMV) device w/ 02 inlet & reservoir: Flashlight or penlight 1 Bag Volume >900 ml' 1 Gauze bandages 6
Bag Volume 400-700 ml' 1 Gauze sponges 4x4 (sterile) 12 Bag Volume 200-450 ml' 1 Gloves, sterile 2 pair
Bag-Mask-Ventilation (BMV) Masks: Gloves, unsterile 1 box Large 1 Glucometer w/ strips 1
Medium 1 Lancets (automatic retractable) 5
Small Adult/Child 1 Hand-held nebulizer pack 2
Toddler 1 Hemostats, padded 1
Infant 1
lntraosseous device: 3
Neonate 1
Burn pack or burn sheet 1 Adult 1
Cervical collars (rigid): Pediatric 1
Adult (adjustable) 4 Intravenous catheters: Sizes 16G - 22G 5 each Pediatric 2 Intravenous tubing - Macrodrip 12
Cardiac Monitor-Defibrillator w/ oscilloscope 1 i-gel (Disposable Supraglottic Airway):

Defibrillator pads or paste (including pediatric) 2 each Neonate (size 1) 1 ECG electrodes: Infant (size 1.5) 1
Adult 6 Small pediatric (size 2) 1
Pediatric 6 Large pediatric (size 2.5) 1
Pulse oximeter 1 Small adult (size 3) 1
Noninvasive blood pressure monitor 1 Medium adult (size 4) 1 Transcutaneous pacing 1 Large adult+ (size 5) 1
Waveform capnography 1 Laryngoscope blades:

ECG, 12-lead & transmission capable 1 Adult: curved & straight 1 each Pediatric: Miller #1 & #2 1 each
PAGE 2 OF 4
SUBJECT: ALS UNIT INVENTORY REFERENCE NO. 703
Laryngoscope handle: Saline locks 4
Adult (compatible w/ pediatric blades) 1 Scissors 1
Magill forceps: Sphygmomanometer:

Adult 1 Thigh 1
Pediatric 1 Adult 1
Manometer 2 Pediatric 1
Mucosal Atomization Device (MAD) 3 Infant 1
Needle, filtered-5micron 8 2
Normal saline for irrigation 1 bottle Splints:

OB pack & bulb syringe 9 1 Long 2
Oxygen cannulas: Short 2
Adult 3 Splints - traction:

Pediatric 3 Adult 1
Oxygen masks - (non-rebreather): Pediatric 1
Adult 4 Stethoscope 1
Pediatric 2 Suction unit (portable) w/adapter 1
Infant 2 Suction catheters:

Size 8Fr. 1
Size 10Fr. 2
Size 12Fr. 4
Tonsillartip 1
Standardized Pediatric Length-Based
Resuscitation Tape, approved by the EMS 1 Syringes sizes: 1 ml - 60ml w/ luer adapter assorted Agency (e.g., Broselow 2011A or newer)
Personal Protective Equipment:

Mask 1 per provider
Gown 1 per provider
Eye protection 1 per provider
Radio transmitter receiver (Hand-Held) 10 1
Hemostatic dressings-EMS Authority approved dressings only Intravenous tubing, blood
Mechanical CPR device 3
Metered-Dose-Inhaler (MDI) Spacer 12
Normal saline 250 or 500 ml
Oxygen masks - simple
Tape (various types, must include cloth)
Thermometer (Oral or axillary)
Tourniquets (IV)
Tourniquets (commercial for bleeding control)
Vaseline gauze or commercial occlusive
seal
Pediatric laryngoscope handle - FDA Approved
Resuscitator w/ positive pressure demand valve
flow rate not to exceed 40Umin
Albuterol / Metered Dose Inhaler (MDI) 12
Metered-Dose-Inhaler (MDI) Mask 12
Airflow Meter Device with rate and volume capability 11 1 Disaster Cache minimum contents include: (9) DuoDote kits or equivalent; And when available: (6) AtroPen Auto Injector 1.0mg
(6) AtroPen Auto Injector 0.5mg - Pediatric Use
2 Fentanyl carried on ALS Unit is not to exceed 1500mcgs. 1 1
2 .2
2 3 Requires EMS Agency approval, which includes an approved training program & QI method prior to implementation.

PAGE 3 OF 4
SUBJECT: ALS UNIT INVENTORY
4 Utilized w/ infusions through 10 access. 5 Midazolam carried on ALS Unit is not to exceed 40mgs. 6 Morphine sulfate carried on ALS Unit is not to exceed 60mgs. 7 Device volume, not delivered volume. 8 Optional, if not utilizing glass ampules. 9 OB kits w/ clamps/ scissors (no scalpels).
10 Los Angeles County Department of Communications, Spec. No. 2029/2031/2033.

REFERENCE NO. 703
11 An airflow meter device or monitor/defibrillator with rate and volume feedback capability may be substituted for or in addition to a manometer. 12 All required if using Albuterol / Metered Dose Inhaler. 13 Tranexamic Acid (TXA) premix 1gm in 50-100ml x 2 replaces the NS 50-100ml bag requirement This policy is intended as an ALS Unit inventory only. Supply and resupply shall be in accordance with Ref. No. 701, Supply and Resupply of Designated EMS Provider UnitsNehicles.

CROSS REFERENCES:

Prehospital Care Manual:

Ref. No. 701,
Ref. No. 702,
Ref. No. 710,
Ref. No. 712,
Ref. No. 1104
Supply and Resupply of Designated EMS Provider UnitsNehicles Controlled Drugs Carried on ALS Units
Basic Life Support Ambulance Equipment
Nurse Staffed Specialty Care Transport Unit Inventory
Disaster Pharmaceutical Caches Carried by First Responders PAGE 4 OF 4
ity of Sierra Madre

PA EDIC

SUBSCRIPTION
•
for Individuals, Households, Business
and Modest-Income Families
*This subscription service is only available to Sierra Madre residents and business . ~ •• Introducing the NEW Sierra Madre •n•
Paramedic Subscription Program f II f • •
The City of Sierra Madre is proud to introduce the new Paramedic Subscription Program, a cost-effective solution to help residents, households, businesses, and families with financial challenges manage the expense of emergency medical responses.

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Take advantage of this program today and protect yourself, your family, or your business from unexpected medical expenses.

For additional information, please contact the Fire Dept. at 626-355-3611, email [email protected] or visit City Hall during regular business hours.
ity of Sierra Madre

PA EDIC

SUBSCRIPTION
• • •
Signup Form
*This subscription service is only available to Sierra Madre residents and business.

ANNUAL FEES
• Residents: $89 per year for single resident; • •
$142 for two member household;
$158 for three member household. (each additional member: $18 capped at 5 people). • Discounted fee of $45 per year for qualifying modest-income household. • Businesses: starting at $100 for 10 employees and each additional 10 employees :$100.

SUBSCRIBER(S) INFORMATION
0 Residential 0 Business
Subscriber Name ------------------------------ Business Name (if applicable) ________________________ _ Home/Business Address
Phone Number Email
Additional Subscriber Name(s) ------------------------- Emergency Notification Signup O NIXLE O Smart911 0 Genasys Protect For additional information, please contact the Fire Dept. at 626-355-3611, email [email protected] or visit City Hall during regular business hours. Payments may be made in person at City Hall or malled to: Sierra Madre Fire Department
Attn: Paramedic Subscription Program
TO:

FROM:

REVIEWED BY:

DATE:

SUBJECT:

City of
Sierra Madre
Agenda Report
City Counci[
<R..,o6ert <Parl<fiurst, :Mayor
'l(ristine Lowe, :Mayor <Pro 'Tern
!£aware[ qarcia, Counci[ :Mem6er
qene qoss, Counci[ :Mem6er
1(,e[[y 'l(rie6s, Counci[ :Mem6er
Sue Spears, City 'Treasurer
Mayor Parkhurst and Sierra Madre City Council
Clare Lin, Acting Director of Planning and Community Preservation Aleks Giragosian, City Attorney
Jose Reynoso, City Manager
February 11, 2025

SIGN PLACEMENT IN PUBLIC PARKWAYS

STAFF RECOMMENDATION
Staff recommends the City Council discuss and provide direction.

ALTERNATIVES

1. Amend Sierra Madre Municipal Code Chapter 17.72 to prohibit the placement of signs on public property; or

2. Amend Sierra Madre Municipal Code Chapter 17.72 to establish guidelines on the placement of signs in parkway.

SUMMARY
At the December 10, 2024 Council Meeting, Mayor Pro Tern Lowe directed staff to agendize the topic of sign placement in parkways. Staff is providing analysis and additional information.

ANALYSIS
In Sierra Madre Municipal Code ("SMMC") Section 10.04.130, "parkway" is defined to mean "that portion of the a street other than a traveled roadway." It is commonly referred to as the portion of the street between the sidewalk and the public right-of-way, often containing some form of landscaping.

The SMMC does not contain a specific rule regarding sign placement in parkways. However, SMMC 17. 72.020(C) does prohibit all signs on public property or right-of-way, except for garage and yard sale signs regulated under SMMC 17.20.020(J)(6). Since the parkway is public property, staff interprets the prohibition to apply to signs placed in the parkway, as well. The restrictions ensure that signs in the public right-of-way do not block pedestrian pathways, utility access, or traffic visibility.
385192.2

Page 2 of 3 ends

Sierra Madre City CouncilFebruary 11, 2025

Sierra Madre City Council
February 11, 2025