Agenda packet — Sierra Madre City Council, November 18, 2025 (part 1 of 2)

CITY COUNCIL

MEETING AGENDA PACKET
Tuesday, November 18, 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

CITY OF

SIERRA MADRE

CITY COUNCIL

SPECIAL MEETING AGENDA
Mayor Robert Parkhurst | Mayor Pro Tem Kristine Lowe
Council Member Edward Garcia | Council Member Gene Goss | Council Member Kelly Kriebs Tuesday, November 18, 2025, 5:30 P.M.

City Council Chambers, 232 W. Sierra Madre Blvd.

AMERICANS WITH DISABILITIES ACT
Pursuant to the Americans with Disabilities Act, persons with a disability who require a disability related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification or accommodation from the City Clerk at (626) 574-5455. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting.

PUBLIC COMMENT & ACCESS
The Brown Act provides the public with an opportunity to make public comments at any public meeting. As an alternative, public comment may be submitted by e-mail to [email protected] by 3:00PM on the day of the meeting. Emails will be acknowledged at the City Council meeting, filed into public record, and scanned onto the City website for public review.

A copy of the posted agenda and a live video stream of the meeting can be found on the City’s website at sierramadreca.gov , on Foothills Media website at foothillsmedia.org/sierramadre, and broadcast on Government Access Channel 3 (Spectrum).

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

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 City Council’s ability to conduct City business may be asked to leave the meeting. Any and all demonstrations which disrupt, interrupt, or obstruct the City 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.

1. CALL TO ORDER

2. PLEDGE OF ALLEGIANCE AND INSPIRATION
Council Member Kriebs

3. ROLL CALL OF CITY COUNCIL MEMBERS
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
Edward Garcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member

4. REPORT FROM CITY ATTORNEY REGARDING CLOSED SESSION

5. SUPPLEMENTAL INFORMATION FROM CITY CLERK REGARDING AGENDA ITEMS

6. REPORTS FROM MAYOR AND CITY COUNCIL (including reports from City Council related to meetings attended at City expense per AB 1234)

7. REPORTS FROM CITY STAFF

8. PRESENTATIONS
a) Presentation on State Bill 707 Open Meetings: Meetings and Teleconference Requirements

9. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA
Any person wishing to speak before the City Council is asked to complete a Speaker Card and provide it to the City Clerk prior to the start of the meeting. Speakers are generally limited to three (3) minutes per person and time may not be delegated; any changes to the allotted time will be announced prior to the Public Comment period. Under the Brown Act, the City Council is prohibited from discussing or taking action on any item not listed on the posted 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.

10. PUBLIC HEARING
Any person wishing to speak before the City Council on a public hearing item is asked to complete a Speaker Card noting the agenda item number and provide it to the City Clerk prior to the start of the public hearing. Separate and apart from the applicant (who may speak longer in the discretion of the City Council) speakers are generally limited to three (3) minutes per person; any changes to the allotted time will be announced prior to the Public Comment period. Under the Brown Act, the City Council is prohibited from discussing or acting on any item not listed on the posted agenda. The applicant may additionally submit rebuttal comments, at the discretion of the City Council.

11. CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine and can be acted on by one roll call vote. There will be no separate discussion of these items unless a member of the City Council requests that a specific item be removed from the Consent Calendar for separate discussion and action.
a) Regular Meeting Minutes of October 28, 2025
CEQA: Not a Project
Recommended Action: Approve
b) First Amendment to the Professional Services Agreement with Hue C. Quach CEQA: Not a Project
Recommended Action: Approve
c) First Amendment to the Professional Services Agreement with King Office Services extending the contract term and increasing the Not-to-Exceed amount to $146,045
CEQA: Not a Project
Recommended Action: Approve
d) Quarterly Treasurer’s Report
CEQA: Not a Project
Recommended Action: Receive and File
e) Resolution No. 25-62 accepting $30,000 in grant funds from the State of California Department of Alcoholic Beverage Control Grant Assistance Program, approving the grant budget, appropriating said funds to the Sierra Madre Police Department and authorizing the City Manager or designee to execute all related records.

CEQA: Not a Project
Recommended Action: Adopt
f) Resolution No. 25-67 Approving Certain Demands
CEQA: Not a Project
Recommended Action: Adopt
g) Resolution No. 25-68 amending the Classification Plan and Salary Matrix for Executive Management.

CEQA: Not a Project
Recommended Action: Approve
h) Resolution 25-70 amending the Fiscal Year 2025-2026 budget approving a supplemental budget appropriation from the Public Education and Government Fund Reserve
CEQA: Not a Project
Recommended Action: Adopt

12. ITEMS FOR FUTURE AGENDAS

13. ADJOURNMENT
The City Council will adjourn to a regular meeting on Tuesday, December 9, 2025.

MINUTES

REGULAR MEETING

SIERRA MADRE CITY COUNCIL
Tuesday, October 28, 2025
5:30 pm
City of Sierra Madre
City Council Chambers
232 W. Sierra Madre Boulevard
Sierra Madre, California 91024
Robert Parkhurst, Mayor
Kristine Lowe, Mayor Pro Tem
EdwardGarcia, Council Member
Gene Goss, Council Member
Kelly Kriebs, Council Member
Sue Spears, City Treasurer
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 City 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 sierramadreca.gov , 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 called the meeting to order at 5:30 p.m. City Clerk Aguilar called the roll.

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

Absent: None.

Also Present: Michael Bruckner, City Manager
Aleks Giragosian, City Attorney
Laura Aguilar, City Clerk
Gustavo Barrientos, Police Chief
Brent Bartlett, Fire Chief
Clare Lin, Director of Planning & Community Preservation Katelyn Huang, Assistant Planner
James Carlson, Senior Analyst

PLEDGE OF ALLEGIANCE AND INSPIRATION
Council Member Goss led the audience in the pledge of allegiance.

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

Mayor Parkhurst asked for a motion to amend the agenda or approve as presented.

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

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.

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

APPROVAL OF MEETING MINUTES
Approval of October 14, 2025 City Council Regular Meeting minutes.

Mayor Parkhurst asked the Council for any edits to the meeting minutes.

Council Member Garcia noted in an e-mail to the City Clerk’s Office that one of the speakers that testified during Public Hearing 1 – Ordinance No. 1486 Relating to the adoption and amendments to the 2025 International Fire Code and the 2025 California Fire Code Updates, was recognized as Ellen Andrews. The minutes reflected Paula Andrews and Council Member Garcia asked for a correction to the speaker’s name.

Hearing no other changes, Mayor Parkhurst asked for a motion regarding the October 14, 2025 Regular Meeting minutes.

Council Member Goss made a motion to approve the October 14, 2025 Regular Meeting minutes, as amended.

Council Member Garcia 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 approve the meeting minutes as amended was approved by a unanimous voice vote by all Members present.

Mayor Parkhurst then continued the meeting to discuss the reading of resolutions and ordinances by title only.

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

Mayor Parkhurst asked for a motion.

Council Member Garcia made a motion to approve the reading of ordinances and resolutions by title only.

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.

The motion to approve the reading of ordinances and resolutions by title only was approved by a unanimous voice vote by all Members present.

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

Council Member Kriebs:

Reported that she attended the October 20 Community Services Commission meeting. She also reported that she attended the ribbon-cutting for the new pickleball courts at Sierra Vista Park on October 21. On October 25 she attended the Pancake Breakfast at the Sierra Madre Fire Department.

Council Member Goss
On October 16 he attended a meeting with San Gabriel Valley Council of Governments. State Senator Sasha Perez provided an update on Eaton Fire recovery. Council Member Goss also reported that he attended the October 16 Planning Commission meeting. The Commission discussed the annual report of Alverno Heights Academy Conditional Use Permit (CUP).

Council Member Garcia
Reported that he attended the Halloween Happenings window painting. He thanked the Civic Club for sponsoring the event. Council Member Garcia also reported that he attended the Sierra Madre Fire Department Pancake Breakfast on October 25.

Mayor Pro Tem Lowe:

Reported that she attended a Cole Gallagher performance at the Sierra Madre Playhouse on October 16.

She also went to the new restaurant BESS and enjoyed her meal. On October 22nd she attended a meeting of the Los Angeles County Sanitation District; On October 25th she attended the Pancake Breakfast at the Sierra Madre Fire Department. On October 27, Mayor Pro Tem reported attending a meeting of the Library Board of Trustees.

Mayor Parkhurst
Reported that he attended the October 15, 2025 Natural Resources Commission meeting, he also reported attending meetings with the Clean Power Alliance on October 16 and October 23.

PUBLIC PARTICIPATION CODE OF CONDUCT
The City 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 City Council will listen to the public on any item on the agenda. In addition, the City 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, the City 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. Comments addressed to the City Council shall occur during the appropriate time on the agenda and should not be construed as an opportunity for dialogue.

Mayor Parkhurst opened the podium for public comment on items not on the agenda.

City Clerk Aguilar announced that three speaker cards had been submitted for items not on the agenda.

1. Mary Carney, 62 W. Alegria: Spoke about Flipping the Switch on Aging

2. Brian Dickenson, Interim Public Works Manager: Introduced himself to the City Council and Community as the interim Public Works Manager.

3. Leila Regan, City Librarian: Provided information on upcoming Library programming and an update on the move from the temporary library to the permanent library.

Seeing no one else come forward, Mayor Parkhurst closed public comment and moved on to presentations.

PRESENTATIONS

1. PRESENTATION FROM PASADENA UNIFIED SCHOOL DISTRICT (PUSD) PUSD Board Member Tina Fredericks thanked the City Council for agreeing to co-fund the cost of crossing guards.

PUSD Superintendent Dr. Blanco provided an update on the State of the school district and shared plans for the District’s fiscal stabilization and budget reductions.

Sierra Madre Elementary School Principal Dr. Marchesso provided an update on this year’s progress at the Elementary School.

Sierra Madre Middle School Principal Newsom provided highlights of the school’s continued success.

PUSD Chief Academic Officer Chan Hill shared the programming offered at the various local PUSD high schools.

Pasadena High School Principal Dr. Barba shared highlights on the School’s curriculum and signature programs.

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.

At the conclusion of the presentations, Mayor Parkhurst moved onto Action Items. City Clerk Aguilar read the following reports:

CONSENT
a) RESOLUTION 25-59 APPROVING CERTAIN DEMANDS
It is recommended that the City Council approve Resolution 25-56 approving payment of City Warrants in the aggregate amount of $662,047.79, Sierra Madre Library Warrants in the aggregate amount of $639,985.51, and Payroll Transfer in the aggregate amount of $563,463.22, for the Fiscal Year ending June 30, 2026.
b) RESOLUTION 25-60 AMENDING THE FISCAL YEAR 2025-26 BUDGET AUTHORIZING A

SUPPLEMENTAL APPROPRIATION FROM THE POLICE DONATION FUND IN THE AMOUNT OF $45,000 AND APPROVAL OF A PURCHASE ORDER WITH IRV SEAVER BMW FOR THE

ACQUISITION OF A POLICE MOTORCYCLE
It is recommended that the City Council adopt Resolution 25-60. c) RESOLUTION 25-64 AMENDING THE EXECUTIVE MANAGEMENT CLASSIFICATION PLAN

AND SALARY MATRIX TO ESTABLISH THE PUBLIC WORKS DIRECTOR/CITY ENGINEER

POSITION AND ALIGN THE PLANNING & COMMUNITY PRESERVATION DIRECTOR RANGE It is recommended that the City Council adopt Resolution 25-64. d) RESOLUTION 25-65 AUTHORIZING AN APPROPRIATION FROM FUND 32012 – DOWNTOWN

LANDSCAPING AND LIGHTING MAINTENANCE DISTRICT FUND BALANCE AND APPROVAL

OF A CONTRACT FOR THE BANNER POLE INSTALLATION PROJECT IN KERSTING COURT It is recommended that the City Council approve Resolution 25-65. e) RESOLUTION 25-66 AMENDING THE CLASSIFICATION PLAN AND SALARY MATRIX FOR

CLASSIFIED EMPLOYEES ASSOCIATION, SIERRA MADRE PROFESSIONAL FIREFIGHTERS

ASSOCIATION, CONFIDENTIAL-EXEMPT, AND EXECUTIVE MANAGEMENT It is recommended that the City Council approve Resolution 25-66. f) ASSEMBLY BILL (AB) 1600 MITIGATION FEE ACT COMPLIANCE REPORT It is recommended that the City Council receive and file this report. g) SECOND READING OF ORDINANCE 1487 AMENDING VARIOUS CHAPTERS OF TITLE 15 (BUILDINGS AND CONSTRUCTION) OF THE SIERRA MADRE MUNICIPAL CODE TO ADOPT BY REFERENCE THE 2025 CALIFORNIA BUILDING STANDARDS CODES WITH CERTAIN

EXCEPTIONS, MODIFICATIONS, AND ADDITIONS
It is recommended that the City Council adopt Ordinance 1487.

At the conclusion of City Clerk Aguilar’s report, Mayor Parkhurst brought the matter to the City Council for questions. The City Council asked questions for clarification on Consent Items A, B, C, D, and G.

Staff provided responses for clarity.

Mayor Pro Tem Lowe had additional questions regarding Consent G. There were questions about options for shade in rear yards. City Attorney Giragosian suggested that the City Council bring back Ordinance 1487 to a future meeting to allow staff to research the questions.

Mayor Parkhurst opened the podium for public comment and asked if any e-mails had been received prior to the meeting. City Clerk Aguilar noted for the record that no e-mails had been received prior to the City Council meeting.

Seeing no one come forward, Mayor Parkhurst closed Public Comment and brought the matter back to the City Council.

Mayor Parkhurst asked the Council for a motion.

Mayor Pro Tem Lowe made a motion to approve Consent A-F as presented.

Council Member Garcia 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.

Consent Items Consent A-F were approved by majority voice vote. Consent Item G was pulled for discussion.

PUBLIC HEARINGS

1. ORDINANCE NO. 1486 AMENDING CHAPTER 15.24 (FIRE CODE) AND ADDING CHAPTER 15.25 (CALIFORNIA WILDLAND URBAN INTERFACE CODE) OF TITLE 15 (BUILDINGS AND CONSTRUCTION) OF THE SIERRA

MADRE MUNICIPAL CODE
It is recommended that the City Council introduce for first reading by title only, recommending adoption of Ordinance No. 1486
This report was presented by Fire Chief Bartlett.

At the conclusion of their report, Mayor Parkhurst brought the matter to the City Council for questions then opened the topic for public comment. City Clerk Aguilar noted for the record that no e-mails had been received prior to the City Council meeting, and no speaker cards were submitted.

Seeing no one come forward, Mayor Parkhurst closed Public Comment and brought the matter back to Council.

Mayor Parkhurst asked the Council for a motion.

Mayor Pro Tem Lowe made a motion to approve first reading of Ordinance 1486.

Council Member Garcia 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 approve the first reading of Ordinance 1486 was approved by a unanimous voice vote by all Council Members.

2. ORDINANCE NO. 1488 APPROVING A MUNICIPAL CODE TEXT AMENDMENT (MCTA 25-03) AND RECOMMENDING THE CITY COUNCIL ADOPT AN ORDINANCE AMENDING CHAPTER 17.72 (“SIGNS”) OF TITLE 17 (“ZONING”)

OF THE SIERRA MADRE MUNICIPAL CODE
It is recommended that the City Council introduce for first reading by title only, recommending adoption of Ordinance No. 1488
This report was presented by Assistant Planner Huang.

At the conclusion of her report, Mayor Parkhurst brought the matter to the City Council for questions then opened the topic for public comment. City Clerk Aguilar noted for the record that no e-mails had been received prior to the City Council meeting, and no speaker cards were submitted.

Seeing no one come forward, Mayor Parkhurst closed Public Comment and brought the discussion back to Council.

Mayor Parkhurst asked the Council for a motion.

Mayor Pro Tem Lowe made a motion to approve first reading of Ordinance 1488.

Council Member Goss 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 approve first reading of Ordinance 1488 was approved by unanimous voice vote.

DISCUSSION

1. REVIEW AND POTENTIAL AMENDMENT OF SIERRA MADRE CODE OF ORDINANCES TITLE 10 – VEHICLES AND TRAFFIC CHAPTER 10.52 PARKING

PROHIBITIONS ON YELLOW AND RED FLAG ALERTS DAYS
It is recommended that the City Council provide staff with direction.

Fire Chief Bartlett presented the report to the City Council.

At the conclusion of his report, Mayor Parkhurst brought the matter to the City Council for questions then opened the topic for public comment. City Clerk Aguilar noted for the record no e-mails had been received prior to the City Council meeting and no speaker cards submitted.

Seeing no one come forward, Mayor Parkhurst closed Public Comment and brought the discussion back to Council.

Council Member Garcia made a motion to: strike “Yellow Flags” from paragraph 1 of General Prohibitions of 10.52.030 and consolidate C and D of 10.52.020 “Definitions”:

C. Red Flag Alert Day: A day determined by the fire department when weather conditions indicate either:

1. Moderate debris and mudflows may occur in multiple areas of the city; or

2. There is potential for significant debris and mudflows in specific high-risk areas.

This alert is triggered by a Los Angeles County Phase II or III forecast.

D. Red Flag Fire Weather Event: A specific fire-weather alert determined by the fire department when extreme burning conditions are expected or ongoing. Criteria include:

1. Sustained wind averages of 15 mph or greater;

2. Relative humidity of 25% or lower;

3. Temperatures exceeding 75°F; and

4. Additional factors such as dry lightning or unstable air.

Council Member Goss 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 was approved by a unanimous voice vote.

The City Council continued their discussion of Consent G:
g) SECOND READING OF ORDINANCE 1487 AMENDING VARIOUS CHAPTERS OF TITLE 15 (BUILDINGS AND CONSTRUCTION) OF THE SIERRA MADRE MUNICIPAL CODE TO ADOPT BY REFERENCE THE 2025 CALIFORNIA BUILDING STANDARDS CODES WITH CERTAIN

EXCEPTIONS, MODIFICATIONS, AND ADDITIONS
It is recommended that the City Council adopt Ordinance 1487.

Mayor Pro Tem Lowe made a motion to approve the second reading of Ordinance 1487.

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 Ordinance 1487 was approved by a unanimous voice vote.

Mayor Parkhurst continued the meeting, asking Council if they would like to add any items to future meetings.

FUTURE ITEMS
Mayor Parkhurst:

Presentation for electric vehicle charging stations
Council Member Goss:

Consequences for parked vehicles during Red Flag conditions.

Mayor Pro Tem Lowe:

An update on the salaries for the Executive Management Team Hearing no other requests from Council, Mayor Parkhurst asked for a motion to adjourn the meeting.

Mayor Pro Tem Lowe made a motion to adjourn the meeting.

Council Member Goss seconded the motion to adjourn.

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 adjourn the meeting to Special meeting on November 18, 2025 at this same location was approved by all Members at 7:47 pm.

Minutes taken and typed by: Approved by Council Action:
_____________________ _______________________________
Laura M. Aguilar Robert Parkhurst
City Clerk Mayor

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

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 Special Meeting on Tuesday, November 18, 2025.

CITY OF

SIERRA MADRE STAFF REPORT

HUMAN RESOURCES
DATE: November 18, 2025
TO: Honorable Mayor and City Council
FROM: Miguel Hernandez, Assistant City Manager
Aleks Giragosian, City Attorney
SUBJECT: First Amendment to the Professional Services Agreement with Hue C. Quach

RECOMMENDATION
It is recommended that the City Council approve, and authorize and direct the City Manager to execute the First Amendment to the Professional Services Agreement with Hue C. Quach to provide Finance Department project management and oversight support services.

SUMMARY
At the September 23, 2025, City Council Meeting, the City Council approved a Professional Services Agreement with Hue C. Quach (Consultant) to assist the City with the development of financial policies, procedures, and internal controls. In October 2025, the City’s Finance Director announced his resignation, creating a critical vacancy on the City’s Executive Team and a leadership void in the Finance Department.

Per the Sierra Madre Municipal Code, the City Manager has assumed the Acting Finance Director role; however, given the unique and essential nature of the finance function, the Consultant has agreed to amend his scope of work to provide additional services. These services will include assisting the City Manager and Finance Department with financial oversight and operational support, as well as providing staff guidance, mentorship, and continuity during the leadership transition.

The amended scope ensures that the City maintains fiscal stability, compliance with all applicable regulations, and timely completion of key financial responsibilities such as mid-year budget development, audit preparation, and financial reporting. The Consultant’s continued involvement will provide consistency, technical expertise, and support to both staff and the City Manager while the City evaluates long-term options for the Finance Director position.

First Amendment to the Professional Services Agreement with Hue C. Quach November 14, 2025

Page 2 of 3 ends

No changes to the overall contract budget are proposed at this time; the amendment reflects an expansion of duties within the existing not-to-exceed amount. Staff will continue to monitor workload and financial impacts and return to the City Council with any necessary adjustments.

DISCUSSION & ANALYSIS
At the September 23, 2025 City Council meeting, the Council approved a Professional Services Agreement with Hue C. Quach (“Consultant”) to develop financial policies, procedures, and internal controls.

In October 2025, the Finance Director announced his resignation, creating a critical vacancy on the Executive Team and a leadership gap within the Finance Department. Pursuant to the Sierra Madre Municipal Code, the City Manager has assumed the Acting Finance Director role; however, the day-to-day finance function requires specialized oversight to maintain operational continuity, meet regulatory deadlines, and support staff during the transition.

To address this need, the Consultant has agreed to amend his scope, within the existing not-toexceed amount, to provide interim financial oversight in partnership with the City Manager, operational support for core functions (cash management, budget monitoring, purchasing/payables review, and general ledger integrity), staff guidance and mentorship, and continuity for key deliverables such as mid-year budget development, audit preparation, and recurring financial reporting.

This approach preserves continuity of operations, strengthens internal controls, and ensures timely compliance while the City evaluates long-term options for the Finance Director position.

The amendment does not increase the contract budget; staff will prioritize critical-path tasks, monitor hours and fiscal impacts, and return to the City Council with any recommended adjustments should workload or circumstances change.

STRATEGIC PLAN RELATIONSHIP
None.

ENVIRONMENTAL ANALYSIS
The proposed action does not constitute as a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be determined with certainty that it will have no impact on the environment.

FISCAL IMPACT
There is no impact to the General Fund. The funding for this agreement has been appropriated from the Administration Internal Service Fund. Additional funding may be required depending on First Amendment to the Professional Services Agreement with Hue C. Quach November 14, 2025

Page 3 of 3 ends

the duration of the City’s recruitment for the Finance Director position. Sufficient fund balance is available in the Administration Internal Service Fund for this purpose.

Approved by:
___________________________
Michael Bruckner
City Manager
Attachment(s):

1. First Amendment

2. Original Professional Services Agreement
421684.1

FIRST AMENDMENT TO

PROFESSIONAL SERVICES AGREEMENT

FOR CONSULTANT SERVICES
This First Amendment to Professional Services Agreement for Consultant Services (“Amendment”) is entered into by and between the City of Sierra Madre, a California municipal corporation (“City”), and Hue C. Quach, an individual (“Consultant”), (collectively, “Parties”).

RECITALS
A. On September 24, 2025, the Parties executed a Professional Services Agreement for Consultant Services so that Consultant would assist the City in developing fiscal policies (“Agreement”).

B. The Parties desire to amend the Agreement to expand the scope of services to include general assistance to the Acting Finance Director.

AMENDMENTS

1. AMENDMENT: Section 3.1 of the Agreement is amended as follows, with underlined text denoting additions and struck through text denoting deletions:
“Scope of Services”: Such professional services as are set forth in Consultant’s proposal to City dated September 8, 2025 and attached hereto as Exhibit A and incorporated herein by this reference. Assistance with the Development of Fiscal Policies

2. AMENDMENT: Exhibit A to the Agreement shall be deleted and replaced with Exhibit A to this Amendment.

3. AMENDMENT: Exhibit B to the Agreement shall be deleted and replaced with Exhibit B to this Amendment.

4. INTEGRATION: This Amendment amends the Agreement and, except as specifically amended hereby, the Agreement shall remain in full force and effect.

5. 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 and effect.
421684.1
IN WITNESS WHEREOF, this Agreement shall be executed by the representatives of the Parties authorized to do so and shall take effect upon the dates set forth below. “City”
City of Sierra Madre
By:_______________________
Michael Bruckner
City Manager
Date: _____________________
“Consultant”
Hue C. Quach
By:_______________________
Hue C. Quach
Date: _____________________
Attest:

By:_______________________
Laura Aguilar, City Clerk
Date: _____________________
Approved as to form:

By:_______________________
Aleks R. Giragosian, City Attorney
Date: _____________________
421684.1

EXHIBIT A
Scope of Services
Consultant commits to deliver the following support services to the City Manager while the City Manager serves as Acting Finance Director:

I. Financial Oversight and Support
a. Review, analyze, draft, and make recommendations on the City’s financial policies, procedures, and reports to ensure accuracy, compliance, and sound financial management.
b. Assist the City Manager as Acting Finance Director in the preparation of budgets, forecasts, and financial analyses.
c. Provide technical advice and recommendations on fiscal policy, internal controls, and best practices.

II. Staff Support and Guidance
a. Assist in providing support and guidance to Finance Department staff on work assignments, priorities, and performance expectations.
b. Recommend staffing, training, or operational improvements as needed to enhance departmental effectiveness.
c. Provide input and recommendations regarding employee performance, hiring, or disciplinary matters as requested by the City Manager as Acting Finance Director.

III. Administrative and Operational Assistance
a. Review and recommend contracts, purchase orders, and other financial documents for the City Manager’s consideration and approval.
b. Advise on accounting, auditing, and reporting practices to ensure compliance with applicable laws, regulations, and standards.
c. Support the City in preparing reports and presentations to the City Council, committees, or external agencies as directed.

IV. Restrictions on Authority
a. The Consultant shall not exercise any supervisory, hiring, or firing authority over City employees.
b. The Consultant shall not sign or approve contracts, purchase orders, financial documents, or any other instruments on behalf of the City.
c. The Consultant shall not hold the title or function as “Acting” or “Interim” Finance Director.

V. General Provisions
a. All work shall be performed under the direction and supervision of the City Manager as Acting Finance Director.
b. The Consultant shall comply with all applicable CalPERS restrictions for retired annuitants, including limitations on work hours and compensation. 421684.1

EXHIBIT B
Approved Fee Schedule
In consideration of the project scope, the proposed billable rate is $120 per hour.

Professional Services Agreement – Consultant Services

Page 1 of 17 ends

311135.v1 8/21/2023
412544.1

PROFESSIONAL SERVICES AGREEMENT

FOR CONSULTANT SERVICES
(City of Sierra Madre /Hue C. Quach)

1. IDENTIFICATION
This PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into by and between the City of Sierra Madre, a California municipal corporation (“City”), and Hue C. Quach, an individual (“Consultant”).

2. RECITALS

2.1. City has determined that it requires the following professional services from a consultant:

2.2. 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.

2.3. 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 1090, the Political Reform 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. “Scope of Services”: Such professional services as are set forth in Consultant’s proposal to City dated September 8, 2025 and attached hereto as Exhibit A and incorporated herein by this reference. Assistance with the Development of Fiscal Policies.

3.2. “Agreement Administrator”: The Agreement Administrator for this project is: 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

3.3. “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.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 2 of 17 ends

311135.v1 8/21/2023
412544.1

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 Fifty Eight Thousand Dollars ($58,000).

3.5. “Commencement Date”: September 24, 2025.

3.6. “Termination Date”: June 30, 2026.

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 performing 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, 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 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 Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 3 of 17 ends

311135.v1 8/21/2023
412544.1
of more than two hundred fifty dollars ($250) made within the preceding 12 months by the party or the party’s agent. Consultant shall provide a signed copy of the attached Campaign Contribution Disclosure Form to the City prior to, or concurrent with, the Consultant’s execution of this Agreement.

5.8. Appropriate Personnel. Consultant 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 perform such services. City Manager 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 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 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 firm 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 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 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.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 4 of 17 ends

311135.v1 8/21/2023
412544.1

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 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.

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 mark-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

7.1. 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.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 5 of 17 ends

311135.v1 8/21/2023
412544.1

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/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 terms of this Agreement, no payments shall be made to Consultant until City is satisfied that the services are satisfactory.

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 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 performance 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. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents or other written material, and all electronic files, including computeraided 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 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.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 6 of 17 ends

311135.v1 8/21/2023
412544.1

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 have 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. 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 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 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.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 7 of 17 ends

311135.v1 8/21/2023
412544.1

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. 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 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 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 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.

12.2. Documentation of Insurance. 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:
• 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 project name: City of Sierra Madre Policy Update – Financial Policies. • 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.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 8 of 17 ends

311135.v1 8/21/2023
412544.1

12.3. Coverage Amounts. Insurance coverage shall be at least in the following minimum amounts:
• Professional Liability Insurance: $1,000,000 per occurrence $2,000,000 aggregate
• General Liability:
o General Aggregate: $2,000,000
o Products Comp/Op Aggregate $2,000,000
o Personal & Advertising Injury $1,000,000
o Each Occurrence $1,000,000
o Fire Damage (any one fire) $ 50,000
o Medical Expense (any 1 person) $ 5,000
• Workers' Compensation: o Workers'
Compensation Statutory Limits
o EL Each Accident $1,000,000
o EL Disease - Policy Limit $1,000,000
o EL Disease - Each Employee $1,000,000
• Automobile Liability:
• 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 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 forms 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.

12.7. Professional Liability Insurance or Errors & 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.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 9 of 17 ends

311135.v1 8/21/2023
412544.1

12.8. Claims-Made Policies. 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 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 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 does 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 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 material 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 Endorsements, Certificates of Insurance and Notices of Cancellation is: City of Sierra Madre, Attn: Miguel Hernandez, Assistant City Manager, 232 W. Sierra Madre Blvd., Sierra Madre, CA 91024.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 10 of 17 ends

311135.v1 8/21/2023
412544.1

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 selfinsurance 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 termination 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 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 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).

Page 11 of 17 ends

311135.v1 8/21/2023
412544.1
in Defense of Claims), Section 15 (Surviving Covenants), Section 17 (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, documents, 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 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 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 shall 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 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 Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 12 of 17 ends

311135.v1 8/21/2023
412544.1
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 necessary 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 permitted 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.

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 Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. 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 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 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.

Page 13 of 17 ends

311135.v1 8/21/2023
412544.1
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 Consultant.

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 forbearance 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 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 and 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.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 Professional Services Agreement – Consultant Services

Page 14 of 17 ends

311135.v1 8/21/2023
412544.1
TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below.

CONSULTANT
City of Sierra Madre Hue C. Quach
Authorized Signatories:

Signature: _______________________
Printed: Michael Bruckner
Title: City Manager
Date: ___________________________
232 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
(626) 355-7135
[email protected]
Signature: _____________________
Printed: Hue C. Quach
Title: Consultant
Date: _________________________
1125 Orange Ave.

Monrovia, CA 91016
(626) 678-7823
[email protected]
Attest:

Signature: _______________________
Printed: Laura Aguilar
Title: City Clerk
Date: __________________________
Approved as to Form:

Signature: ______________________
Printed: Aleks Giragosian
Title: City Attorney
Date: __________________________
CITY
Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 9/24/2025
9/24/2025
9/24/2025
9/24/2025
Proposal for the City of Sierra Madre
Assistance with the Development of Fiscal
Policies
Hue C. Quach
September 8, 2025
Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 September 8, 2025
Michael Bruckner
City Manager
City of Sierra Madre
232 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
Proposal – Assistance with the Development of Fiscal Policies Mike,
Thanks for thinking of me for this important project. I appreciate this opportunity to submit a proposal to provide consultant services to assist in the development of various fiscal policies for the City of Sierra Madre.

The attached proposal offers the City my services as a seasoned municipal finance professional with over 30+ years of experience, culminating as the Administrative Services Director for the City of Arcadia.

My extensive background, which includes hands-on experience as an Accountant, provides a rare, bottom-up mastery to manage the integrated functions of Finance, Human Resources, and Information Technology. By applying this comprehensive insight, I have successfully implemented robust policies that strengthened internal controls, ensured sound financial management, and advanced prudent financial stewardship throughout the city.

The comprehensive insight gained from this 30-plus-year career in municipal finance provides direct assurance that all departmental work will be executed correctly and in accordance with generally accepted municipal accounting principles.

Please contact me at (626) 678-7823 or [email protected] with any questions.

Sincerely,
Hue C. Quach
Consultant
Sole Proprietorship
Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0

WORK PERFORMED
I have reviewed the City of Sierra Madre’s list of functions below and will properly perform or coordinate the work to be performed during the agreed-upon scheduled hours. While changing priorities may impact the timeline, all work will be ensured to be completed efficiently and to professional municipal accounting standards.

Consulting Services for the Development of Fiscal Policies:

The following list outlines the priority level for each policy, as determined by the City.

I. High Priority

1. Cash Management Policy:
o No formal policy currently exists.
o Essential to establish procedures covering:
 Handling of cash, deposits, wire transfers, and credit card receipts.  Segregation of duties, reconciliation standards, and internal controls.

2. Credit Card Usage:
o The existing policy is outdated and incomplete.
o Must define:
 Issuance, use, and approval authority.
 Spending limits, prohibited uses, and accountability measures.  Documentation and audit requirements.

3. Budget Administration:
o Guidance is fragmented.
o Needs clear rules for:
 Transfers, carryovers, and capital project funds.
 Definition of a balanced budget.
 Budget amendment and approval processes.

4. Budget Reserves:
o The current policy is limited in scope (e.g., Enterprise Funds have no reserve thresholds)
o Should provide comprehensive standards, including:
 Target levels of reserves.
 Allowable uses and replenishment procedures.
 Distinction between emergencies and one-time uses.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 WORK PERFORMED (Cont’d)

5. Fund Balance (GASB 54 Compliance):
o No compliant policy currently exists.
o Policy should:
 Define all GASB 54 categories of fund balance (non-spendable, restricted, committed, assigned, and unassigned).
 Establish procedures for committing and assigning balances.  Extending application to Enterprise Funds (e.g., Water and Sewer).

6. Timekeeping:
o Not formally documented
o Policy should cover:
 Time entry standards and formats
 Supervisory approvals and correction procedures
 Record retention and audit protocols
II. Medium Priority

1. Capital Assets:
o No formal policy exists.
o Must establish standards for:
 Capitalization thresholds.
 Asset tracking and inventory.
 Disposal and surplus procedures.

2. Travel & Expense Reimbursement:
o Current Policy dates to 2006.
o Need updates for:
 IRS/GSA per diem and mileage rates.
 Rideshare, lodging, and modern travel methods.
 Applicability across all employees.
 Reimbursement rules and documentation.

3. User Fees & Charges:
o Existing language is strong but needs refinement.
o Clarifications should address:
 Cost recovery targets
 Frequency of updates
 CPI or other inflation-based adjustments.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 WORK PERFORMED (Cont’d)
III. Low Priority

1. Accounting & Financial Reporting:
o Content is generally adequate.
o Should be relocated into a stand-alone policy for clarity and continuity.

2. Accounts Receivable & Collections:
o No formal policy currently exists
o Depending on receivable volume, it may be useful to formalize:
 Write-off thresholds and approvals.
 Collection procedures and escalation.

3. Long-Term Financial Planning:
o Currently, only brief references exist.
o A stand-alone policy would:
 Institutionalize multi-year forecasting.
 Apply to the General Fund and major funds.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0

SIERRA MADRE PROJECT TEAM
A retired former Finance Director is available to assist the City of Sierra Madre with its financial policies. With extensive experience in proper fiscal oversight and accountability, this professional can guide the city in developing effective internal controls and ensuring prudent financial stewardship.

Hue C. Quach
With more than three decades of experience, Hue is a highly skilled municipal finance expert who recently retired as Director of Administrative Services for the City of Arcadia. His career progression, from entry-level Accountant to Administrative Services Director, provided him with a comprehensive understanding of municipal finance operations. This breadth and depth of experience, combined with his nuanced insight into all Finance Department functions, positions him to effectively guide the City in the development of sound fiscal policies.

For a complete overview of qualifications, a resume is attached.

PROJECT COST
In consideration of the project scope, the proposed billable rate is $120 per hour. The estimated completion timeline is approximately five months, based on a 24-hour weekly schedule, with a total projected cost of $58,000. Please note that the timeframe for each task is contingent upon the scope and evolving requirements of policy development.

Invoices will be submitted bi-weekly for services rendered. Any miscellaneous costs outside the scope of work in this proposal will be invoiced separately. • The first invoice will be submitted ten business days after the notice to proceed. • Payments are due within 21 days of invoice submission.

Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0 HUE C. QUACH

EXPERIENCE
JULY 2024 – AUGUST 2025
CONSULTANT – FINANCE/ACCOUNTING ASSISTANCE

CITY OF SOUTH PASADENA
 Prepare investment report and staff report
 Analyze and correct trial balance errors, which include all balance sheet and income statement accounts.
 Review and post daily journal entries; Preparation of year-end closing journals and audit work.
 Work with external auditors for: PROP A/C/TDA/AQMD; Measure M, R, &W.  Providing services as necessary due to accounting staff vacancies in the Finance Department.

JULY 2008 – DECEMBER 2023 (Retirement)

DIRECTOR OF ADMINISTRATIVE SERVICES

CITY OF ARCADIA
Strategic city executive who provides decisive leadership and oversight for all financial and internal support services. Directed the operations of multiple departments, including Finance, Purchasing, Human Resources, and Information Technology, to deliver complex and highly responsive administrative support across the city. Guided the City to budget surpluses since 2008 and added to the City’s General Fund Reserve Balances from $28 Million to $70 Million in 2023.
 Strong debt management proficiencies. Earned S&P’s ‘AAA’ rating for the City.

Saved tens of millions of dollars in the issuance of $95 million Pension Obligation Bonds.
 Developed investment policy & managed investment portfolio of $120+ Million.  Strategized long-term financial outlook and positioned the City on a sound financial footing.

FEBRUARY 2006 – JULY 2008

DIRECTOR OF FINANCE CITY OF NORWALK
Oversight of the City’s financial affairs to include accounting, budgeting, investment, and debt management. Committed to quality and excellence in ensuring the financial integrity of the City.

FEBRUARY 1998 – JANUARY 2006

ASSISTANT DIRECTOR OF FINANCE CITY OF BELLFLOWER
Oversaw operational activities of the finance department, including accounting, investment, budgeting, investment, and debt financing. Effective liaison to department heads and Council to drive effectiveness and efficiency to policy-driven goals.

EDUCATION
Master of Public Administration, CSU Los Angeles
Business Administration – Finance, CSU Los Angeles
Docusign Envelope ID: 5AB6C12E-90DE-47B0-9FB5-2E72923D37B0

CITY OF

SIERRA MADRE STAFF REPORT

LIBRARY SERVICES
DATE: November 18, 2025
TO: Honorable Mayor and City Council
FROM: Leila Regan, Library Services Director
SUBJECT: First Amendment to the Professional Services Agreement with King Office Services Extending the Contract Term and Increasing the Not to Exceed Amount to $146,045

RECOMMENDATION
It is recommended that the City Council:

1. Approve the First Amendment to the Professional Services Agreement (PSA) with King Office Services extending the contract term through March 31, 2026 and increasing the total contract amount to $146,045; and

2. Authorize and Direct the City Manager to execute the amendment and related documents on behalf of the City.

SUMMARY
As part of the Library Meaningful Improvement Project, King Office Services coordinated the relocation of the Library from 440 W. Sierra Madre Blvd. to its temporary site at 350 W. Sierra Madre Blvd., and secured long-term storage for approximately two-thirds of the Library’s collection. The relocation and storage are funded through Fund 29007 – Targeted State Grants– Library, which provides dedicated state library grant funding for library renovation, enhancement, and temporary relocation activities.

The original PSA, approved for the term November 6, 2023 through November 6, 2025, was budgeted at $134,660. To align the contract term with the grant’s expiration date of March 31, 2026, and ensure continuity of storage and relocation services through project completion, the PSA requires amendment. The proposed extension adds $11,385, bringing the total not-toexceed contract amount to $146,045 that is well within the $200,000 grant allocation.

First Amendment to the Professional Services Agreement with King Office Services November 18, 2025

Page 2 of 3 ends

DISCUSSION & ANALYSIS
The Library’s relocation and storage services were procured under the Targeted State Grant administered by the California State Library. This grant includes funding specifically designated for storage, relocation, and the eventual return of Library materials once the renovation is complete. King Office Services successfully completed the initial move in November 2023, transferring the Library’s operations and securing long-term offsite storage for the collection.

Extending the contract through March 31, 2026, will ensure service continuity until project completion and the reopening of the renovated Library facility. The total amended amount of $146,045 remains within the approved grant budget and preserves an adequate contingency to address any unforeseen needs. The existing Professional Services Agreement (PSA) with King Office Services must also be modified to reflect the extension and updated funding details.

STRATEGIC PLAN RELATIONSHIP
This action supports the City of Sierra Madre Strategic Plan 2025–2026, particularly under:

Goal 3 – Infrastructure & Growth Management, Objective 3.3 – Municipal Facilities Modernization & Resilience. By maintaining safe and accessible library operations during the renovation, this contract extension advances the City’s commitment to modernize and enhance municipal facilities while ensuring fiscal responsibility and continuity of public services, consistent with the City’s Mission and Vision Statements to provide exceptional public services that enhance quality of life and sustain community character.

FISCAL IMPACT
There is no impact to the General Fund as a result of the recommended action. The total amended contract amount of $146,045 will be fully funded from Fund 29007 – Targeted State Grants–Library, which provides state Library funding specifically allocated for library facility improvement and relocation projects.

First Amendment to the Professional Services Agreement with King Office Services November 18, 2025

Page 3 of 3 ends

Approved by:
___________________________
Michael Bruckner
City Manager
Attachment(s):

1. First Amendment to the Professional Services Agreement

2. King Office Proposal
Professional Services Agreement – Consultant Services

Page 1 of 15 ends

177360.2233825.3

PROFESSIONAL SERVICES AGREEMENT

FOR CONSULTANT SERVICES
(City of Sierra Madre / King Office Services)

2. RECITALS

2.1. City has determined that it requires the following professional services from a consultant: Relocate part of the Sierra Madre Public Library collection temporarily to 350 W Sierra Madre Blvd. Move and maintain remaining Library collection to an offsite storage facility through March 31, 2026. Return complete collection of Library from storage and temporary location to 440 W Sierra Madre Blvd, specific date to be determined in the year 2026.

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 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 Leila Regan, Library Services Director for Sierra Madre Public Library. 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 Professional Services Agreement – Consultant Services

Page 2 of 15 ends

177360.2233825.3
completion of services and any interim milestones. City reserves the right to change this designation upon written notice to Consultant

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 one hundred forty-six thousand forty-five Dollars ($146,045.00).

3.5. “Commencement Date”: November 6, 2023.

3.6. “Termination Date”: March 31, 2026

5. CONSULTANT’S DUTIES

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

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

Professional Services Agreement – Consultant Services

Page 3 of 15 ends

177360.2233825.3

5.7. Appropriate Personnel. Consultant 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 perform such services. Leila Regan 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 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.

5.9. Permits and Approvals. Consultant 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 permits 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 subcontractor. 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 documents 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 Professional Services Agreement – Consultant Services

Page 4 of 15 ends

177360.2233825.3
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 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.

5.12. 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 requirement and Contractor agrees to use a skilled and trained workforce.

6. SUBCONTRACTING

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

7. COMPENSATION

Page 5 of 15 ends

177360.2233825.3
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.

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

9. OWNERSHIP OF WRITTEN PRODUCTS
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 without restriction or Professional Services Agreement – Consultant Services

Page 6 of 15 ends

177360.2233825.3
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.

10. RELATIONSHIP OF PARTIES

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

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 Professional Services Agreement – Consultant Services

Page 7 of 15 ends

177360.2233825.3
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 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 Defense 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 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 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 agents to do the same.

Professional Services Agreement – Consultant Services

Page 8 of 15 ends

177360.2233825.3
 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: [City of Sierra Madre]
 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: $1,000,000 per occurrence, $2,000,000 aggregate
 General Liability:
 General Aggregate: $2,000,000
 Products Comp/Op Aggregate $2,000,000
 Personal & Advertising Injury $1,000,000
 Each Occurrence $1,000,000
 Fire Damage (any one fire) $ 50,000
 Medical Expense (any 1 person) $ 5,000
 Workers' Compensation:
 Workers' Compensation Statutory Limits
 EL Each Accident $1,000,000
 EL Disease - Policy Limit $1,000,000
 EL Disease - Each Employee $1,000,000
 Automobile Liability
 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 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 forms are not acceptable.

Professional Services Agreement – Consultant Services

Page 9 of 15 ends

177360.2233825.3

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

12.10. Failure 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 right, but not the duty, to obtain the required insurance and deduct the premium(s) from any amounts due the Consultant Professional Services Agreement – Consultant Services

Page 10 of 15 ends

177360.2233825.3
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 material 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 Endorsements, Certificates of Insurance and Notices of Cancellation is: City of Sierra Madre, Attn: [Human Resources], 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.

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.

Professional Services Agreement – Consultant Services

Page 11 of 15 ends

177360.2233825.3

13. MUTUAL COOPERATION

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 service during Consultant’s and City’s regular business hours; or (ii) on the third business day following 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).

If to City
Leila Regan
City of Sierra Madre
Sierra Madre Public Library
232 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
Telephone: (626) 355-7135
Email: [email protected]
If to Consultant
Nick Stentz
King Office Services
13535 Larwin Circle
Santa Fe Springs, CA 90670
Telephone: 800-854-3679 ext 114
Email: [email protected]
With courtesy copy to:

Aleks R. Giragosian, Esq.

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

Page 12 of 15 ends

177360.2233825.3

12.8 (Claims-Made Policies), paragraph 12.13 (Waiver of Subrogation), Section 13.2 (Consultant Cooperation in Defense of Claims), Section 15 (Surviving Covenants), Section 17 (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

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

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 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 here from shall be effective and binding only if made in writing and executed on by City and Consultant.

Professional Services Agreement – Consultant Services

Page 13 of 15 ends

177360.2233825.3

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 necessary 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 permitted by law.

18. GENERAL PROVISIONS

Professional Services Agreement – Consultant Services

Page 14 of 15 ends

177360.2233825.3

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-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.

Professional Services Agreement – Consultant Services

Page 15 of 15 ends

177360.2233825.3

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 Sierra Madre
Signature:

Printed:

Title:

Date:
“CONSULTANT”
King Office Services
Signature:

Printed:

Title:

Date:

Attest:

Signature:

Printed:

Title: City Clerk
Date:

Approved as to form:

Professional Services Agreement – Consultant Services

Page 16 of 15 ends

177360.2233825.3
Signature:

Printed:

Title: City Attorney
Date:

MAINTENANCE AGREEMENT
Providing Payment of Prevailing Wages
(City of Sierra Madre / King Office Services)

1. IDENTIFICATION
This MAINTENANCE AGREEMENT (“Agreement”) is entered into by and between the City of Sierra Madre, a California municipal corporation (“City”), and King Office Services, a business and facility relocation company (“Contractor”).

2. RECITALS

2.1. City has determined that it requires the following maintenance services from a contractor: Relocate 50 percent ofthe Sierra Madre Public Library’s collection temporarily to 350 W Sierra Madre Blvd. Move and maintain the remaining 50 percent ofthe Library’s collection at an offsite storage facility for up to two years.

Return complete collection ofLibrary from storage and temporary location to 440 W Sierra Madre Blvd specific date to be determined in the year 2025.

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

NOW, THEREFORE, for and in consideration ofthe mutual covenants and conditions herein contained, City and Contractor agree as follows:

3. DEFINITIONS

3.1. “Scope of Services”: Such maintenance services as are set forth in Contractor’s September 21, 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 Leila Regan, City Librarian for Sierra Madre Public Library. 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 ofthe Agreement Administrator. The Agreement Administrator will establish the timetable for completion ofservices and any interim milestones. City reserves the right to change this designation upon written notice to Contractor
Maintenance Services Agreement

Page 1 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.

3.3. “Maximum Amount”: The highest total compensation and costs payable to Contractor by City under this Agreement. The Maximum Amount under this Agreement is one hundred thirty-four thousand six hundred sixty dollars ($134,660).

3.4. “Commencement Date”: November 6, 2023.

3.5. “Termination Date”: November 6, 2025.

5. CONTRACTOR’S DUTIES

5.1. Services. Contractor 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 performing services under this Agreement, Contractor shall coordinate all contact with City through its Agreement Administrator.

5.3. Budgetary Notification. Contractor shall notify the Agreement Administrator, in writing, when fees and expenses incurred under this Agreement have reached eighty percent (80%) ofthe Maximum Amount. Contractor shall concurrently inform the Agreement Administrator, in writing, of Contractor’s estimate oftotal 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. Contractor shall obtain and maintain in force a City business license for the duration ofthis Agreement.

5.5. Professional Standards. Contractor shall perform all work to the highest standards ofContractor’s profession and in a manner reasonably satisfactory to City.

Contractor shall keep itselffully informed of and in compliance with all local, state, and federal laws, rules, and regulations in any manner affecting the performance of this Agreement, including all Cal/OSHA requirements, the conflict ofinterest provisions of Government Code § 1090 and the Political Reform Act (Government Code § 81000 et seq.).

5.6. Campaign Contributions. This Agreement is subject to Government Code Section 84308, as amended by SB 1439. Consultant shall disclose any contribution in an Maintenance Services Agreement

Page 2 of 17 ends

approved for use 02/01/2021
Error! Unknown document property name.
amount of more than two hundred fifty dollars ($250) made within the preceding 12 months by the party or the party's agent. Consultant shall provide a signed copy of the attached Campaign Contribution Disclosure Form to the City prior to, or concurrent with, the Consultant's execution ofthis Agreement.

5.7. Appropriate Personnel. Contractor 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 Contractor or under its supervision or by subcontractor(s) ofContractor, and all personnel engaged in the work shall be qualified to perform such services. Leila Regan, City Librarian, shall be Contractor’s project administrator and shall have direct responsibility for management of Contractor’s performance under this Agreement. No change shall be made in Contractor’s project administrator without City’s prior written consent.

5.8. Prevailing Wages. This Agreement is subject to the prevailing wage law as more fully set forth in Section 8 (Labor Code), for all work performed under this Agreement for which the payment of prevailing wages is required under the California Labor Code. In particular, Contractor acknowledges that prevailing wage determinations are available for work performed under this Agreement.

5.9. 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 Contractor agrees to use a skilled and trained workforce.

5.10. Permits and Approvals. Contractor shall obtain, at its sole cost and expense, all permits and regulatory approvals necessary, if any, for Contractor’s performance of this Agreement including, but not limited to, professional licenses and permits.

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

5.12. Records. Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to City under this Agreement for a minimum ofthree (3) years, or for any longer period required by law, from the date offinal payment to Contractor 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 Section 8546.7, ifthe 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 ofthe State for use 02/01/2021
■! Unknown document property name.

Maintenance Services Agreement

Page 3 of 17 ends

Auditor, at the request of City or as part of any audit ofCity, for a period ofthree (3) years after final payment under this Agreement.

6. SUBCONTRACTING AND ASSIGNMENT

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

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

6.3. Subcontracting. Contractor shall not subcontract any portion ofthe performance contemplated and provided for herein unless (1) such subcontracting is specifically described in the proposal attached hereto or (2) the City provides prior written approval. In any event, Contractor shall supervise all work subcontracted by Contractor in performing the services described in the Scope of Services and shall be responsible for all work performed by a subcontractor as if Contractor itself had performed such work. The subcontracting of any work shall not relieve Contractor from any of its obligations under this Agreement with respect to the services described in the Scope of Services. Contractor is obligated to ensure that any and all subcontractors performing any services under this Agreement shall be fully insured in all respects and to the same extent as set forth under Section 13 (Insurance), to City’s satisfaction.

6.4. Compensation for Subcontractors. Contractor 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

7.1. General. City agrees to compensate Contractor for the services provided under this Agreement, and Contractor agrees to accept payment, the Maximum Amount in full satisfaction for such services. Compensation shall not exceed the Maximum Amount. Contractor shall not be reimbursed for any expenses unless provided for in this Agreement or authorized in writing by City in advance.

7.2. Invoices. Contractor 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. Contractor shall include a copy of each subcontractor invoice, if any, for which reimbursement is sought in the invoice.

Maintenance Services Agreement

Page 4 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.

7.3. Taxes. City shall not withhold applicable taxes or other payroll deductions from payments made to Contractor except as otherwise required by law. Contractor 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 Contractor.

L LABOR CODE

8.1. Prevailing Wage Law. Prevailing Wage Law. This Agreement is subject to the requirements ofthe prevailing wage laws, including, but not limited to, Labor Code Section 1720 et seq., and Labor Code Section 1770 et seq., as well as Code of Regulations, Title 8, Section 16000 et seq., which require payment ofprevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. Contractor shall defend, indemnify, and hold harmless City, and its officers, employees, agents, and volunteers free and harmless from any claim or liability arising out offailure or alleged failure ofContractor to comply with such prevailing wage laws.

8.2. Payment of Prevailing Wages. Contractor shall pay the prevailing wage rates for all work performed under this Agreement. When any craft or classification is omitted from the general prevailing wage determinations, the Contractor shall pay the wage rate ofthe craft or classification most closely related to the omitted classification.

8.3. Forfeiture. Contractor shall forfeit as a penalty to City Two Hundred Dollars ($200.00), or any greater penalty provided in the Labor Code, for each calendar day, or portion thereof, for each worker paid less than the prevailing wage rates for any work done under this Agreement employed in the performance ofthe Scope of Services by Contractor or by any subcontractor of Contractor in violation ofthe provisions ofthe Labor Code. In addition, the difference between such prevailing wage rates and the amount paid to each worker for each calendar day, or portion thereof, for which each worker was paid less than the prevailing wage rate shall be paid to each worker by Contractor.

8.4. Apprentices. Contractor shall comply with the provisions of Labor Code section 1777.5 concerning the employment of apprentices on public works projects.

Contractor shall be responsible for ensuring compliance by its subcontractors with Labor Code 1777.5.

8.5. Payroll Records. Pursuant to Labor Code section 1776, Contractor and any subcontractor(s) shall keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by Contractor in Maintenance Services Agreement

Page 5 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.
connection with this Agreement. Each payroll record shall contain or be verified by a written declaration that it is made under penalty ofperjury, stating both ofthe following: (1) The information contained in the payroll record is true and correct; and (2) The employer has complied with the requirements ofLabor Code section 1811 and Labor Code section 1815 for any work performed by his or her employees on the public works project. The payroll records shall be certified and shall be available for inspection at all reasonable hours as required by Labor Code 1776.

Pursuant to Labor Code section 1776, such records must be maintained for at least three years after completion ofwork.

8.6. 8-Hour Work Day. This Agreement is subject to 8-hour work day and wage and hour penalty laws, including, but not limited to, Labor Code section 1810 and Labor Code section 1813. Contractor and any subcontractor(s) ofContractor shall strictly adhere to the provisions ofthe Labor Code regarding 8-hour work day and 40-hour work week requirements, and overtime, Saturday, Sunday, and holiday work.

Pursuant to the Labor Code, eight hours’ labor shall constitute a legal day’s work.

Work performed by Contractor’s employees in excess of eight hours per day, and 40 hours during any one week, must include compensation for all hours worked in excess of eight hours per day, or 40 hours during any one week, at not less than one and one-halftimes the basic rate ofpay. Contractor shall forfeit as a penalty to City $25.00, or any greater penalty set forth in the Labor Code, for each worker employed in the execution ofthe work by Contractor or by any subcontractor(s) of Contractor, for each calendar day during which such worker is required or permitted to the work more than eight hours in one calendar day or more than 40 hours in any one calendar week in violation ofthe Labor Code.

8.7. Registration with DIR. Contractor and any subcontractor(s) of Contractor shall comply with the provisions ofLabor Code section 1771 and Labor Code section 1725.5 requiring registration with the Department ofIndustrial Relations (DIR).

Contractors shall be registered through the Department ofIndustrial Relation’s (DIR) Public Works Program for state and local public works contracts, for maintenance work valued at more than $15,000.

9. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents or other written material, and all electronic files, including computeraided design files, developed by Contractor in the performance ofthis 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. Contractor 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 Contractor.

Maintenance Services Agreement

Page 6 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.

10. RELATIONSHIP OF PARTIES

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

10.2. No Agent Authority. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf ofCity as an agent.

Neither City nor any of its agents shall have control over the conduct of Contractor or any ofContractor’s employees, except as set forth in this Agreement. Contractor shall not represent that it is, or that any of its agents or employees are, in any manner employees ofCity.

10.3. Independent Contractor Status. Under no circumstances shall Contractor or its employees look to the City as an employer. Contractor shall not be entitled to any benefits. City makes no representation as to the effect ofthis independent contractor relationship on Contractor’s previously earned California Public Employees Retirement System (“CalPERS”) retirement benefits, if any, and Contractor specifically assumes the responsibility for making such a determination. Contractor 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 Contractor or any employee, agent, or subcontractor ofContractor providing services under this Agreement claims or is determined by a court of competentjurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee ofthe City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf ofContractor 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 ofthis Section 11, “Contractor” shall include Contractor, its officers, employees, servants, agents, or subcontractors, or anyone directly or indirectly employed by either Contractor or its subcontractors, in the performance ofthis Agreement. “City” shall include City, its officers, agents, employees and volunteers.

11.2. Contractor to Indemnify City. To the fullest extent permitted by law, Contractor 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 Contractor’s alleged negligence, recklessness or willful Maintenance Services Agreement

Page 7 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.
misconduct or other wrongful acts, errors or omissions of Contractor or failure to comply with any provision in this Agreement.

11.3. Scope ofIndemnity. 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. Contractor shall not be required to indemnify City for such loss or damage as is caused by the sole active negligence or willful misconduct ofthe City.

11.4. Attorneys’ Fees. Such costs and expenses shall include reasonable attorneys’ fees for counsel ofCity’s choice, expert fees and all other costs and fees oflitigation.

Contractor 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. The City may request a deposit for defense costs from Contractor with respect to a claim. Ifthe City requests a defense deposit, Contractor shall provide it within 15 days ofthe request.

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

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

11.7. Indemnification by Subcontractors. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 12 from each and every subcontractor or any other person or entity involved in the performance ofthis Agreement on Contractor’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. Contractor’s indemnification obligations apply regardless ofwhether 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. Contractor shall maintain insurance as described in this section and shall require all of its subcontractors, Contractors, and other agents to do the same. Approval ofthe insurance by the City shall not relieve or decrease any liability ofContractor. Any requirement for insurance to be maintained after completion ofthe work shall survive this Agreement.

12.2. Documentation ofInsurance. 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 Maintenance Services Agreement

Page 8 of 17 ends

Approved for use 02/01/2021
Srror! Unknown document property name.
not waive the Contractor’s obligation to provide them. Contractor shall file with City:
• Certificate ofInsurance, indicating companies acceptable to City, with a Best’s Rating ofno lessthan A:VII showing. The Certificate ofInsurance must include the following reference: Sierra Madre Public Library Temporary Relocation & Storage
• Documentation ofBest’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.

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

General Liability:
• Professional Liability Insurance: $1,000,000 per occurrence, $2,000,000 aggregate
• Any vehicle, combined single limit $ 1,000,000
• General Aggregate: $2,000,000
• Products Comp/Op Aggregate
• Personal & Advertising Injury
• Each Occurrence
• Fire Damage (any one fire)
• Medical Expense (any 1 person)
• Workers’ Compensation:
$2,000,000
$1,000,000
$1,000,000
$ 50,000
$ 5,000
• Workers’ Compensation
• EL Each Accident
• EL Disease - Policy Limit
• EL Disease - Each Employee
• Automobile Liability
Statutory Limits
$1,000,000
$1,000,000
$1,000,000
Any available insurance proceeds broader than or in excess ofthe 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

13.1. 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 forms are not acceptable.

Maintenance Services Agreement

Page 9 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.

13.2. Worker’s Compensation Insurance. Contractor is aware ofthe provisions of Section 3700 ofthe Labor Code which requires every employer to carry Workers’ Compensation (or to undertake equivalent self-insurance), and Contractor will comply with such provisions before commencing the performance ofthe work of this Agreement. Ifsuch 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 ofCalifornia.

13.3. Automobile Liability Insurance. Covered vehicles shall include owned if any, non-owned, and hired automobiles and, trucks.

13.4. Claims-Made Policies. If any ofthe required policies provide coverage on a claims-made basis the Retroactive Date must be shown and must be before the date ofthe contract or the beginning of contract work. Claims-Made Insurance must be maintained and evidence ofinsurance must be provided for at least five (5) years after completion ofthe contract ofwork. 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 Contractor must purchase “extended reporting” coverage for a minimum offive (5) years after completion of contract work.

13.5. 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, for liability arising out of ongoing and completed operations by or on behalf ofthe Contractor. Contractor’s insurance policies shall be primary as respects any claims related to or as the result ofthe Contractor’s work. Any insurance, pooled coverage or self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or Contractors shall be non-contributory. 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 Contractor’s insurance at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10 and CG 20 37.

13.6. Failure to Maintain Coverage. In the event any policy is canceled prior to the completion ofthe project and the Contractor does 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 Contractor under this Agreement. Failure ofthe Contractor to maintain the insurance required by this Agreement, or to comply with any ofthe requirements ofthis section, shall constitute a material breach ofthis Agreement.

13.7. Insurance Notices. Contractor shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any ofthe required policies are reduced; (3) or the deductible or self-insured retention is increased.

Contractor shall provide no less than 30 days’ notice of any cancellation or material for use 02/01/2021
■! Unknown document property name.

Maintenance Services Agreement

Page 10 of 17 ends

change to policies required by this Agreement. Contractor shall provide proofthat 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 ofthe coverages. The name and address for Additional Insured Endorsements, Certificates ofInsurance and Notices of Cancellation is: City of Sierra Madre, Attn: Arnulfo Yanez, Public Works, 232 W.

Sierra Madre Blvd., Sierra Madre, CA 91024.

13.8. Contractor’s Insurance Primary. The insurance provided by Contractor, 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 ofContractor’s insurance and shall not contribute with it.

13.9. Waiver of Subrogation. Contractor hereby waives all rights ofsubrogation against the City. Contractor shall additionally waive such rights either by endorsement to each policy or provide proof ofsuch waiver in the policy itself.

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

13.11. Premium Payments and Deductibles. Contractor must disclose all deductibles and self-insured retention amounts to the City. The City may require the Contractor 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 ofthis Agreement. City has no obligation to pay any premiums, assessments, or deductibles under any policy required in this Agreement. Contractor shall be responsible for all premiums and deductibles in all ofContractor’s insurance policies. The amount of deductibles for insurance coverage required herein are subject to City’s approval.

13.12. Duty to Defend and Indemnify. Contractor’s duties to defend and indemnify City under this Agreement shall not be limited by the foregoing insurance requirements and shall survive the expiration ofthis Agreement as well as expiration or early termination ofthis Agreement.

14. MUTUAL COOPERATION

14.1. City Cooperation in Performance. City shall provide Contractor with all pertinent data, documents and other requested information as is reasonably available for the proper performance ofContractor’s services under this Agreement.

14.2. Contractor Cooperation in Defense of Claims. If any claim or action is brought against City relating to Contractor’s performance in connection with this Maintenance Services Agreement

Page 11 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.

Agreement, Contractor shall render any reasonable assistance that City may require in the defense ofthat claim or action.

15. 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, electronic mail or overnight courier service during Contractor’s and City’s regular business hours; or (ii) on the third business day following 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
Leila Regan
City of Sierra Madre
Sierra Madre Public Library
232 W. Sierra Madre Blvd.

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

Aleks R. Giragosian, Esq.

Sierra Madre City Attorney
Colantuono, Highsmith & Whatley, PC
790 E. Colorado Blvd.., Ste. 850
Pasadena, Angeles, CA 91101
Telephone: (213) 542-5700
Email: [email protected]
Ifto Consultant
Nick Stentz
King Office Service
13535 Larwin Circle
Santa Fe Springs, CA 90670
Telephone: 800-854-3679 ext 114
Email: [email protected]

16. SURVIVING COVENANTS
The parties agree that the covenants contained in paragraph 5.10 (Records), paragraph 10.4 (Indemnification ofCalPERS Determination), Section 11 (Indemnification), paragraph 12.7 (Claims-Made Policies), paragraph 12.12 (Waiver of Subrogation), paragraph

13.2 (Contractor Cooperation in Defense ofClaims), Section 15 (Surviving Covenants), Section 17 (Interpretation ofAgreement), and Section 18 (General Provisions) ofthis Agreement shall survive the expiration or termination ofthis Agreement, subject to the provisions and limitations ofthis Agreement and all otherwise applicable statutes of limitations and repose.

17. TERMINATION

17.1. City Termination. City may terminate this Agreement for any reason on five calendar days’ written notice to Contractor. Contractor agrees to cease all work Maintenance Services Agreement

Page 12 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.
under this Agreement on or before the effective date of any notice oftermination.

All City data, documents, objects, materials or other tangible things shall be returned to City upon the termination or expiration ofthis Agreement.

17.2. Contractor Termination. Contractor may terminate this Agreement for a material breach by the City ofthis Agreement upon 30 days’ notice.

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

17.4. Remedies. City retains any and all available legal and equitable remedies for Contractor’s breach ofthis Agreement.

18. INTERPRETATION OF AGREEMENT

18.1. Governing Law. This Agreement shall be governed and construed in accordance with the laws ofthe State ofCalifornia.

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

18.3. Headings. The headings and captions appearing at the commencement ofthe 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 ofwhich it appears, the language ofthe section or paragraph shall control and govern in the construction ofthis Agreement.

18.4. 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).

18.5. Severability. If any term or provision ofthis Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then Maintenance Services Agreement

Page 13 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.
such term 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 form. In such event, the remainder ofthis Agreement, or the application ofsuch 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 ofthis Agreement shall be valid and be enforced to the fullest extent permitted by law.

18.6. 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.

19. GENERAL PROVISIONS

19.1. Confidentiality. All data, documents, discussion, or other information developed or received by Contractor for performance ofthis Agreement are deemed confidential and Contractor 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 ofthis Agreement.

19.2. Conflicts ofInterest. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor 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 Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making ofthis Agreement. Contractor further agrees to file, or shall cause its employees or subcontractor to file, a Statement ofEconomic Interest with the City’s Filing Officer ifrequired under state law in the performance ofthe services. For breach or violation ofthis warranty, City shall have the right to rescind this Agreement without liability. For the term ofthis Agreement, 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.

19.3. Non-assignment. Contractor 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 Contractor.

19.4. Binding on Successors. This Agreement shall be binding on the successors and assigns ofthe parties.

19.5. 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.

Maintenance Services Agreement

Page 14 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.

19.6. Time of the Essence. Time is ofthe essence for each and every provision ofthis Agreement.

19.7. Non-Discrimination. Contractor shall not discriminate against any employee or applicant for employment because ofrace, 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 ofpay or other forms of compensation; or in terms, conditions or privileges of employment, and selection for training. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, the provisions ofthis nondiscrimination clause.

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

19.9. Excused Failure to Perform. Contractor shall not be liable for any failure to perform ifContractor 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 Contractor.

19.10. 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 ofthe exercise, or the forbearance from the exercise by any party of any one or more ofsuch rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any or all ofsuch other rights, powers or remedies.

19.11. Attorneys’ Fees. If legal action shall be necessary to enforce any term, covenant or condition contained in this Agreement, each party shall pay its own costs, including any accountants’ and attorneys’ fees expended in the action.

19.12. Venue. The venue for any litigation shall be the Superior Court Los Angeles County, California and Contractor hereby consents to sole jurisdiction in that court for purposes ofresolving any dispute or enforcing any obligation arising under this Agreement.

Maintenance Services Agreement

Page 15 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.

19.13. Counterparts; Electronic Signatures. This Agreement may be signed in one or more counterparts, each ofwhich shall be deemed an original, but all ofwhich 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 and 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.

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 Sierra Madre
Authorized Signatories:

Attest:

Title: City Clerl
Date: II I?
Approved as to Form:

Signature:

Printed:

Title: City Attorney
Date:___ \\/'P't/ _____
“CONSULTANT”
King Office Service
Signature:

Printed: Nick Stentz
Title: Project Manager
Date: 10/31/23
Maintenance Services Agreement

Page 16 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.

WORKER’S COMPENSATION INSURANCE ACKNOWLEDGEMENT
I am aware ofthe provisions of Section 3700 ofthe Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions ofthat code, and I will comply with such provisions before commencing the performance ofthe work ofthis contract. If any class of employees engaged in work under this contract at the site ofthe Project is not protected under any Worker’s Compensation law, Contractor shall provide and shall cause each subcontractor to provide adequate insurance for the protection of employees not otherwise protected. Contractor shall indemnify and hold harmless City for any damage resulting from failure of either Contractor or any subcontractor to take out or maintain such insurance.

Date: 10/31/23
Signature
Nick Stentz
Printed Name
Project Manager
Title
Maintenance Services Agreement

Page 17 of 17 ends

Approved for use 02/01/2021
Error! Unknown document property name.

CITY OF

SIERRA MADRE STAFF REPORT

FINANCE
DATE: November 18, 2025
TO: Honorable Mayor and City Council
FROM: Anthony Rainey, Director of Finance
By: Selena Yang, Senior Accountant
SUBJECT: Quarterly Treasurer’s Report – Quarter Ending September 30, 2025

RECOMMENDATION
It is recommended that the City Council receive and file the Treasurer’s Report for the cash and investment portfolio for quarter ended September 30, 2025.

SUMMARY
The City of Sierra Madre’s Treasurer’s Report provides a comprehensive accounting of all Cityheld cash and investments as of the end of each fiscal quarter, in accordance with California Government Code Section 53646.

This first-quarter report for Fiscal Year 2025/26 (covering July 1 through September 30, 2025) presents the City’s financial position across all funds, summarizes investment performance, and affirms compliance with the City’s Investment Policy and all applicable state laws governing the safety, liquidity, and yield of public funds.

As of September 30, 2025, the City’s total cash and investment portfolio totaled $44,107,285.67.

DISCUSSION & ANALYSIS
To provide clear context and transparency for readers, the Treasurer’s Report is organized into three main sections. Each section focuses on a distinct aspect of the City’s financial management and investment compliance.

1. Cash and Investment Portfolio Summary (Attachment A, Page 1) This section presents a consolidated summary of the City’s total cash and investment holdings as of September 30, 2025. It includes all bank accounts, investment pools, and securities held by the City. Key highlights:

Quarterly Treasurer’s Report – September 30, 2025
November 18, 2025

Page 2 of 4 ends

 Total City Cash: $3,505,152.79
 Total City Investments: $40,602,132.88
 Total Portfolio: $44,107,285.67
The City’s investment portfolio is primarily composed of the Local Agency Investment Fund (LAIF), which is administered by the State of California Treasurer’s Office. LAIF represents approximately

91.69% of the total portfolio, with a market value of $37,370,125.55 and an average yield of

4.21% for the quarter. The City also holds a smaller investment portfolio through BMO Capital Markets, valued at $3,309,977.44, consisting mainly of U.S. Treasury securities with laddered maturities to balance liquidity and return.

Operating cash is maintained in BMO demand deposit accounts to meet short-term obligations such as payroll, vendor payments, and emergency contingencies.

2. Cash Balances by Fund (Attachment B, Pages 2–3)
This section provides a detailed accounting of the City’s cash activity within each fund, showing the beginning balance, receipts, disbursements, and ending balance for the quarter. Highlights include:
 General Fund: Began with $13,740,489.53 and ended with $11,861,602.29, reflecting regular operational disbursements and timing differences in revenue collection.  Water Fund: Increased from $11,500,544.03 to $12,849,323.12, due to steady service charges and the deferral of some capital projects.
 Sewer Fund: Increased slightly from $2,671,079.23 to $2,683,447.69, maintaining operational stability.
 Internal Service Funds: Decreased primarily due to scheduled capital and technology improvements in City facilities and infrastructure.

This section serves as a transparent financial snapshot of each fund’s liquidity position and supports the City’s accounting under Governmental Accounting Standards Board (GASB) requirements.

3. Bank Reconciliation and Investment Statements (Attachment C, Pages 4–9) This section contains the detailed documentation that verifies the balances reported in the Treasurer’s Report. It includes:
 BMO Bank Reconciliation confirming that the City’s general ledger balance of $3,505,152.79 reconciles with the bank’s statement after accounting for deposits in transit and outstanding checks.
 Local Agency Investment Fund (LAIF) statements for July through September 2025, confirming an ending balance of $37,298,155.74.

Quarterly Treasurer’s Report – September 30, 2025
November 18, 2025

Page 3 of 4 ends

 Market Valuation Reports for the City’s investments held through BMO Capital Markets, demonstrating that all assets are held in safekeeping and are in compliance with the City’s Statement of Investment Policy.

Category June 30, 2025 Sept.30, 2025 Change % of Total
(Q1 FY 2025/26)
City Cash $3,979,982.61 $3,505,152.79 -$474,829.82 7.95% City Investments $44,839,852.78 $40,602,132.88 ($4,237,719.90) 92.05% Total Portfolio $48,819,835.39 $44,107,285.67 -9.6% 100% Liquidity and Yield
The City’s portfolio remains well positioned for both liquidity and safety, with average yields consistent with market rates for public funds. The Weighted Average Maturity (WAM) of the investment portfolio ensures ongoing liquidity and compliance with policy limits, enabling the City to meet all expenditure requirements over the next six months.

In accordance with California Government Code Section 53646, the City Treasurer hereby certifies that:
 The City of Sierra Madre has sufficient investment liquidity and anticipated revenues to meet expenditure requirements for at least the next six months.  All investments comply with the City’s Statement of Investment Policy and all applicable state laws governing local agency investments.

This certification appears on the signed Treasurer’s Report attached to this staff report.

STRATEGIC PLAN RELATIONSHIP
Strategy OS 2.2 – Develop and Maintain Long-Term Financial Planning

FISCAL IMPACT
There is no impact to the General Fund as a result of the recommended action.

Quarterly Treasurer’s Report – September 30, 2025
November 18, 2025

Page 4 of 4 ends

Approved by:
___________________________
Michael Bruckner
City Manager
Attachment(s):

1. Treasurer’s Report – Quarter Ending September 30, 2025 (signed)

City of Sierra Madre
Treasurer's Report
Cash Balances by Fund
For the Quarter Ended September 30,2025
Fund Balance Balance
No. Fund 7/1/2025 Receipts Disbursements 9/30/2025
10000 General 13,740,489.53 3,401,951.56 5,280,838.80 11,861,602.29 25001 Homeland Security Fund - - 45,162.58 (45,162.58)
26002 Misc Grants 89,601.22 877.30 - 90,478.52
29007 Targeted State Grants-Library 6,671,481.79 158,168.01 2,168,340.25 4,661,309.55 32XXX Assessment Districts 1,329,970.13 13,755.87 33,463.98 1,310,262.02 34002 Development Impact Fees 1,095,347.61 10,655.87 16,822.76 1,089,180.72 34003 Art In Public Places 27,998.10 274.67 - 28,272.77 35001 DUI Enforcement Grant 1,294.03 12.69 - 1,306.72
35003 Police Donations 50,657.91 496.96 - 51,154.87
35004 PSAF 188,504.90 44,501.91 9,079.06 223,927.75
35005 State COPS Grant 4,260.79 8,675.45 52,376.15 (39,439.91) 35008 Officer Wellness and Mental Health 16,290.05 159.81 - 16,449.86 36002 Fire Department Donations 32,094.57 309.37 4,296.56 28,107.38 37001 Community Arts Commission 6,379.92 62.59 - 6,442.51 37003 Recreation Donations 9,724.82 89.69 1,071.67 8,742.84 37004 Prop A 1,106,479.64 85,823.64 2,827.00 1,189,476.28 37005 Open Space Fund 254,806.21 14,954.17 - 269,760.38 37006 Senior Center 223,584.87 2,534.27 2,830.71 223,288.43 37007 SM Community Foundation 57,230.98 561.45 - 57,792.43 37008 Youth Activity Center 69,128.34 678.16 - 69,806.50 37009 Prop C 257,647.85 64,454.65 3,200.00 318,902.50
37010 County Prop A Park Dev - - 330.08 (330.08)
38001 CA Beverage Container 8,509.57 83.48 8,593.05
38002 CDBG (36,813.58) 64,634.20 93,731.07 (65,910.45)
38003 AQMD 41,792.78 4,218.13 46,010.91
38004 Environmental Fund 345,319.97 80,080.71 50,113.63 375,287.05 38005 Gas Tax 286,156.35 85,676.65 69,679.48 302,153.52 38007 Measure R 196,689.86 48,357.55 - 245,047.41
38012 Measure M 508,541.35 57,235.76 54,004.30 511,772.81 38013 RMRA 366,424.60 57,636.90 - 424,061.50
38015 Measure W 58,979.93 307,847.82 263,199.56 103,628.19 39002 Library Gift & Memorial 248,136.58 9,958.91 4,623.62 253,471.87 39006 Friends of the Library (13,548.81) 21,150.04 25,028.15 (17,426.92) 39009 Robert Day Trust 744,509.27 7,549.03 - 752,058.30 39010 American Rescue Plan Act 275,213.29 2,699.89 - 277,913.18 40000 Capital Projects Fund 379,190.68 1,767.00 98,461.60 282,496.08 47000 Low & Mod Housing 361,843.31 3,549.75 - 365,393.06 50001 Debt Service 13,337.63 - - 13,337.63
60000 Internal Svcs - Fleet 904,202.27 10,965.65 93,849.55 821,318.37 60001 Internal Svcs - Facilities 1,131,648.27 10,422.37 248,292.72 893,777.92 60002 Internal Svcs - Admin 947,947.42 10,373.37 250,993.24 707,327.55 60003 Internal Svcs - Technology 862,612.09 14,110.39 468,491.25 408,231.23 60007 IS-Personnel & Risk Mgmt 1,516,564.68 1,981,903.19 3,323,634.13 174,833.74 60008 General Plan Update 186,107.06 1,825.75 - 187,932.81 71000 Water 11,500,544.03 2,389,782.83 1,041,003.74 12,849,323.12 72000 Sewer 2,671,079.23 382,817.92 370,449.46 2,683,447.69 76000 Special Services Strike team 81,874.30 - - 81,874.30 TOTALS 9,363,645.38 48,819,835.39 14,076,195.10 44,107,285.67 General Ledger Beginning Balance $                   3,350,681.63 +Deposits 3,797,823.22
‐Withdrawals/Debits/Checks (3,643,352.06)
General Ledger Ending Balance: 3,505,152.79 $
Bank Statement Ending Balance: $                   4,099,036.76 +Deposits in Transit 42,230.27
‐Outstanding Checks/Withdrawals (636,114.24)
General Ledger Ending Balance: 3,505,152.79 $
‐
City of Sierra Madre
Bank Reconciliation
General Account‐ BMO
Period Ending 9/30/25
As of June 30, 2025
Investment Purchase Maturity Amount
Annual
Interest
Rate
Annual Interest
Income
LAIF (Estimate) Various Any time 41,054,970 $      4.269% 1,752,637 $ US Treasury 9/11/2024 9/4/2025 500,000             4.02% 20,100 US Treasury 10/24/2024 10/2/2025 500,000             4.15% 20,750 US Treasury 12/10/2024 11/28/2025 365,000             4.13% 15,075 US Treasury 12/18/2023 11/30/2025 450,000             4.30% 19,350 US Treasury 5/4/2022 6/30/2026 1,100,000          0.88% 9,625 US Treasury 9/11/2024 8/31/2026 500,000             3.55% 17,750 US Treasury 10/24/2024 9/30/2026 500,000             3.95% 19,755 Total 44,969,970 $      1,875,041 $
Investment Maturity Illustration
Annual Maturities
2025 42,869,970
2026 2,100,000
Total 44,969,970 $
State of California
Pooled Money Investment Account
Market Valuation as of 09/30/2025
Fiscal Year 25‐26
Cost   37,298,155.74
FMV Factor 1.001929581
FMV   37,370,125.55
FMV Appr         71,969.81
99999‐00000‐12001‐LAIF   37,298,155.74
10000‐00000‐12006‐Allow for FMV LAIF           71,969.81 TOTAL 37,370,125.55
CHECK                       ‐
Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001
August 04, 2025
LAIF Home
PMIA Average Monthly
Yields

CITY OF SIERRA MADRE

FINANCE DIRECTOR
232 W. SIERRA MADRE BLVD
SIERRA MADRE, CA 91024
Account Number: 98-19-870
July 2025 Statement
Tran Type Definitions
Effective
Date
Transaction
Date
Tran
Type
Confirm
Number
Web
Confirm
Number Authorized Caller Amount
7/15/2025 7/14/2025 QRD 1779856 N/A SYSTEM 443,185.56
7/15/2025 7/15/2025 RW 1780289 1740882 SELENA YANG -3,000,000.00 Account
Summary
Total Deposit: 443,185.56 Beginning Balance: 41,054,970.18 Total Withdrawal: -3,000,000.00 Ending Balance: 38,498,155.74 Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001
September 02, 2025
LAIF Home
PMIA Average Monthly
Yields

CITY OF SIERRA MADRE

FINANCE DIRECTOR
232 W. SIERRA MADRE BLVD
SIERRA MADRE, CA 91024
Account Number: 98-19-870
August 2025 Statement
Tran Type Definitions
Account
Summary
Total Deposit: 0.00 Beginning Balance: 38,498,155.74
Total Withdrawal: 0.00 Ending Balance: 38,498,155.74
Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001
November 04, 2025
LAIF Home
PMIA Average Monthly Yields

CITY OF SIERRA MADRE

FINANCE DIRECTOR
232 W. SIERRA MADRE BLVD
SIERRA MADRE, CA 91024
Account Number: 98-19-870
September 2025 Statement
Tran Type Definitions
Effective
Date
Transaction
Date
Tran
Type
Confirm
Number
Web
Confirm
Number Authorized Caller Amount
9/23/2025 9/22/2025 RW 1782780 1743385 SELENA YANG -1,200,000.00 Account
Summary
Total Deposit: 0.00 Beginning Balance: 38,498,155.74
Total Withdrawal: -1,200,000.00 Ending Balance: 37,298,155.74

!

#"$%&'%'(

#

)*
"

8;
!@'#
""5

-."/
0

1 %

6

-)

#
*

3*
+2,
*
+21

,
>.'/>/,$

6 ,

-+
,
.%<%'<'(
.%<%$<'3
6+ 3>>&>3%:%% (%%&%%%:%%
>.'/>//

6 ,

-+
,
..<'?<'(
..<'><'3
6+ $4'&4($:%( $4(&%%%:%%

=+

8=79 8=79

=+*

1 %

6

-)

#
*

3*
+2,
*
+21

,
>.'?'1?

6 ,

-
+
,%4<$%<'4%:?/(@
%4<$%<'.
6+ .&%/4&/'3:%% .&.%%&%%%:%%
>.'?'14

6 ,

-
+
,..<$%<'(3:?/(@
..<$%<'$
6+ 3(%&(4':(% 3(%&%%%:%%
>.'?')'

6 ,

-
+
,%?<$.<'4$:/(%@
%?<$.<'3
6+ (%%&.%%:%% (%%&%%%:%%
>.'?'3

6 ,

-
+
,%><$%<'4$:(%%@
%><$%<'3
6+ 3>>&%3%:%% (%%&%%%:%%

=+*

7=7=9 779
)*!
5

"

7879 779
;+,+

"
*
!#

:,

,+< +<,

":

!'$

CITY OF

SIERRA MADRE STAFF REPORT

POLICE DEPARTMENT
DATE: November 18, 2025
TO: Honorable Mayor and City Council
FROM: Gustavo Barrientos, Chief of Police
By: Veronica Saucedo, Acting Captain
SUBJECT: Resolution No. 25-62 Accepting a $30,000 Grant From State of California Department of Alcoholic Beverage Control and Amending the Fiscal Year 2025/26 Police Department Budget

RECOMMENDATION
It is recommended that the City Council:

1. Adopt Resolution No. 25-62 accepting $30,000 in grant funds from the State of California Department of Alcoholic Beverage Control (ABC), Office of Traffic Safety (OTS) Grant Assistance Program;

2. Appropriate these funds to the Fiscal Year 2025/26 Police Department operating budget in Fund 35001 – DUI Enforcement Grant; and

3. Authorize and direct the City Manager, or their designee, to execute all related grant documents.

SUMMARY
Participation in the ABC OTS Grant Program strengthens the Sierra Madre Police Department’s ability to prevent alcohol-related incidents and maintain public safety. Grant funding will cover personnel overtime, enforcement operations, and specialized training, ensuring a strategic, datadriven approach to alcohol compliance and education.

Key Grant Components
 Targeted enforcement: Conducting compliance checks, decoy operations, and saturation patrols to deter illegal alcohol sales and consumption.  Community collaboration: Working with ABC agents, the City Attorney’s Office, and the Code Enforcement Division to coordinate enforcement activities and ensure consistent application of state and local laws.

Resolution No. 25-62 Accepting OTS Grant Funds and Amending the Fiscal Year 2025/26 Budget November 18, 2025

Page 2 of 3 ends

 Public education: Issuing press releases at the launch and completion of operations to inform residents and businesses about enforcement efforts, reinforcing voluntary compliance and community awareness.
 Data and accountability: Submitting required operational reports to ABC to document outcomes and ensure program transparency.

DISCUSSION & ANALYSIS
Participation in the ABC Office of Traffic Safety (OTS) Grant Program provides the Sierra Madre Police Department (SMPD) with targeted resources to enhance its alcohol-related enforcement and prevention efforts. Alcohol consumption continues to be a contributing factor in a variety of public safety challenges, including impaired driving, underage drinking, and disturbances related to over-service. By leveraging state grant funding, SMPD can expand its capacity to address these issues without impacting the City’s General Fund.

The grant will fund personnel overtime, enforcement operations, and specialized training, allowing officers to conduct focused compliance checks, DUI saturation patrols, and community education initiatives. These activities are designed to reduce alcohol-related incidents through proactive, data-driven strategies. Additionally, participation in the program reinforces interagency coordination and aligns Sierra Madre’s enforcement efforts with regional and statelevel public safety priorities.

Beyond enforcement, the program supports a broader community education and prevention component, helping local businesses comply with alcohol laws and promoting responsible beverage service. This balanced approach—combining enforcement with outreach—strengthens public trust and enhances the Department’s role in maintaining a safe, well-informed community.

In summary, participation in the ABC OTS Grant Program enhances operational readiness, provides critical funding support, and advances the Department’s mission to safeguard public safety through evidence-based enforcement and community engagement.

STRATEGIC PLAN RELATIONSHIP
None.

FISCAL IMPACT
There is no impact to the General Fund as a result of the recommended action. The City of Sierra Madre will appropriate the total grant award of $30,000 to Fund 35001 – DUI Enforcement Grant.

Resolution No. 25-62 Accepting OTS Grant Funds and Amending the Fiscal Year 2025/26 Budget November 18, 2025

Page 3 of 3 ends

Reimbursement will be received from the State of California Department of Alcoholic Beverage Control upon submission of required documentation and performance reports.

Approved by:
___________________________
Michael Bruckner
City Manager
Attachment(s):

1. Resolution No. 25-62

2. OTS Grant Award Letter
RESOLUTION NO. 25-62

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SIERRA MADRE, CALIFORNIA, ACCEPTING $30,000 IN

GRANT FUNDS FROM THE STATE OF CALIFORNIA

DEPARTMENT OF ALCOHOLIC BEVERAGE CONTROL

GRANT ASSISTANCE PROGRAM, APPROVING THE

GRANT BUDGET, APPROPRIATING SAID FUNDS TO THE

POLICE DEPARTMENT, AND AUTHORIZING THE CITY

MANAGER, OR DESIGNEE, TO EXECUTE ALL RELATED

GRANT DOCUMENTS

RECITALS
WHEREAS The City of Sierra Madre will accept grant funding from the State of California Department of Alcoholic Beverage Control (ABC) through the Office of Traffic Safety (OTS) Grant Program to support local law enforcement efforts to reduce alcoholrelated crime, promote compliance among licensees, and enhance public safety; and WHEREAS the State of California Department of ABC provides grant funding through the OTS Grant Program to support local law enforcement efforts to reduce alcohol-related crime, promote compliance among licensees, and enhance public safety; and
WHEREAS, since 1995, the ABC Grant Program has provided funding to law enforcement agencies to develop comprehensive and strategic approaches to addressing alcohol-related issues associated with licensed establishments; and WHEREAS, the Sierra Madre Police Department (SMPD) has been awarded $30,000 in grant funds from the ABC-OTS Grant Program for Fiscal Year 2025–2026; and WHEREAS, the grant funds will be used to support overtime operations including IMPACT inspections, “Shoulder Tap” and “Minor Decoy” operations, general undercover enforcement targeting problematic ABC-licensed establishments and events, and the training of patrol officers in ABC-related laws and enforcement practices; and WHEREAS, the program will enhance the department’s ability to proactively prevent and address alcohol-related offenses, increase compliance, and improve community safety; and
WHEREAS the grant funds do not require matching contributions from the City of Sierra Madre and will be reimbursed by the State of California upon submission of appropriate documentation; and
WHEREAS acceptance of these funds serves the public interest by strengthening law enforcement’s ability to promote a safe and responsible environment within the community.

WHEREAS, the City Manager has certified that there are sufficient funds available in the appropriate fund to support the appropriation, and that acceptance of the grant funds will not adversely affect the City’s financial position.

THEREFORE, THE CITY COUNCIL OF THE CITY OF SIERRA MADRE, CALIFORNIA, DOES RESOLVE AS FOLLOWS:

SECTION 1. Recitals. The Recitals above are true and correct and incorporated herein by reference.

SECTION 2. Appropriation. The City of Sierra Madre appropriates Thirty Thousand Dollars ($30,000) to the Sierra Madre Police Department ABC Grant Fund to support enforcement and prevention efforts targeting underage drinking, alcohol-related disturbances, and other violations involving licensed premises. The California Department of Alcoholic Beverage Control reimburses the City upon submission of required reports and documentation.

SECTION 3. CEQA. The proposed action does not constitute as a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be determined with certainty that it will have no impact on the environment.

SECTION 4. Severability. If any sections, subsections, subdivisions, paragraph, sentence, clause or phrase of this Resolution or any part hereof or exhibit hereto is for any reason held to be invalid, such invalidity shall not affect the validity of the remaining portions of this Resolution or any part thereof or exhibit thereto. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause, or phrase hereof, irrespective of the fact that anyone or more sections, subsections, subdivisions, paragraph, sentences, clauses, or phrases be declared invalid.

SECTION 5. Certification. Pursuant to Government Code Section 36932, the City Clerk shall certify the passage, approval, and adoption of this Resolution by the City Council.

SECTION 6. Effective Date. This Resolution shall take effect immediately upon adoption.

PASSED, APPROVED, AND ADOPTED this 18
th day of November 2025.
__________________________
Robert Parkhurst, Mayor
I HEREBY CERTIFY the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Sierra Madre, California, at a meeting held on the ________, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAINED:
___________________________
Laura Aguilar, City Clerk
STATE OF CALIFORNIA — BUSINESS, CONSUMER SERVICES, AND HOUSING AGENCY Gavin Newsom, Governor

DEPARTMENT OF ALCOHOLIC BEVERAGE CONTROL
3927 Lennane Drive, Suite 100
Sacramento, CA 95834
(916) 419-2500
September 26, 2025
Chief Gustavo Barrientos
Sierra Madre Police Department
242 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
Re: ABC-OTS Grant Program
Dear Chief Barrientos:

Congratulations. Your agency has been selected to participate in the Department of Alcoholic Beverage Control’s ABC-OTS Grant Program. Funding for this project is provided by the Office of Traffic Safety through the National Highway Traffic Safety Administration.

We anticipate operations to begin upon completion of the one-day mandatory training class for your operations officer. Fiscal Officers will be contacted by our Fiscal Coordinator; Kristine Okino for training how to submit claims for reimbursement.

Since the grant starts October 1, 2025, you can make pre-paid travel arrangements on or after that date for your operations officer to attend the training. Pre-paid travel purchased prior to October 1st will not be reimbursed. The information regarding the date, location and authorized per diem rates are enclosed.

To expedite the issuance of your contract, please review and complete the enclosed ABC-OTS Grant Program Information Sheet. In addition, we will also need a resolution from your agency’s governing body. Since these resolutions must be put on calendar, we ask that you do so as soon as possible. For your convenience attached is a sample resolution format.

Please mail, or email the Grant Information Sheet to our Grant Coordinator; Diana Fouts-Guter, at 3927 Lennane Drive, Suite 100, Sacramento, CA 95834, or at [email protected].

If you have questions, please contact Grant Supervisor Daniel Sumida via email at [email protected].

We appreciate your prompt response and look forward to working with your agency.

Sincerely,

Paul Tupy
Director
Enclosures

CITY OF

SIERRA MADRE STAFF REPORT

FINANCE
DATE: November 18, 2025
TO: Honorable Mayor and City Council
FROM: Anthony Rainey, Director of Finance
SUBJECT: Resolution No. 25-67 Approval of Warrants for Payment

RECOMMENDATION
It is recommended that the City Council adopt Resolution No. 25-67 and approve payment for the following:

1. Outstanding Obligated City Warrants: $672,504.79

2. Outstanding Obligated Sierra Madre Library Warrants: $15,779.45

3. Payroll Transfer: $1,180,965.26

SUMMARY
The City Council is requested to ratify warrants and approve checks issued for payment, as certified by the Director of Finance. These payments have been reviewed for compliance with the City’s approved budget, financial policies, and authorized spending limits. Ratification by the City Council formally authorizes the disbursement of public funds, ensuring transparency, accountability, and adherence to sound fiscal management practices.

DISCUSSION & ANALYSIS
The Warrant Register provides an aggregated breakdown of the warrants, including descriptions (e.g. categories of payments), amounts, and corresponding fiscal year allocations. Note that the last page serves as a reference document to support the warrant approvals requested in this report, ensuring transparency and accountability in financial transactions. The attachment includes details on general warrants, utility bills, library warrants, and payroll transfers.

The Check Approval Register provides a comprehensive record of financial disbursements by the City of Sierra Madre, detailing payment transactions, vendor information, and check dates to ensure transparency and accountability. Additionally, the Payroll Summary Register outlines payroll disbursements, including total earnings, employer expenses, and overall payroll costs for Resolution No. 25-67 Approving Warrants for Payment
November 18, 2025

Page 2 of 2 ends

each pay period. The total payroll expenditure for the most recent pay period (PR #22) for Date 10/23/25 & (PR #23) for Date 11/6/25:
 Total Earnings (Salaries) @ $436,505.64 plus Employer Benefits @ $155,907.09 = Total @ $592,412.73,
 Total Earnings (Salaries) @ $432,125.55 plus Employer Benefits $156.426.98 = Total @ $588,552.53,
This aligns with the payroll transfer amount listed in the attachment. These records collectively support the accuracy and legitimacy of the financial transactions presented for approval.

STRATEGIC PLAN RELATIONSHIP
None.

FISCAL IMPACT
There is no impact to the General Fund as a result of the recommended action.

Approved by:
_______ ____________________
Michael Bruckner
City Manager
Attachment(s):

1. Resolution No. 25-67
RESOLUTION NUMBER 25-67

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 $672,504.79; Sierra Madre Library Warrants in the aggregate amount of $15,779.45; and Payroll Transfer in the aggregate amount of $1,180,965.26 for the fiscal year ending June 30, 2026.

APPROVED AND ADOPTED this 18th day of November 2025.
_____________________________________
Mayor, City of Sierra Madre, California
I hereby certify that the foregoing Resolution Number 25-67 was adopted by the City Council of the City of Sierra Madre at a regular meeting held on the 18th day of November 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 November 18, 2025

CITY OF SIERRA MADRE AND SIERRA MADRE LIBRARY
City of Sierra Madre Warrants …..……….………….…….……..……….……..$672,504.79 Sierra Madre Library Warrants……...…..……..…………...………..……......….$15,779.45 Payroll Transfer……..…..............………..…………………………………….$1,180,965.26

CITY OF

SIERRA MADRE STAFF REPORT

HUMAN RESOURCES
DATE: November 18, 2025
TO: Honorable Mayor and City Council
FROM: Miguel Hernandez, Assistant City Manager
Aleks Giragosian, City Attorney
SUBJECT: Resolution No. 25-68 Amending the Classification Plan and Salary Matrix for Executive Management

RECOMMENDATION
It is recommended that the City Council adopt Resolution 25-68 (Attachment 1) amending the Classification Plan and Salary Matrix for Executive Management.

SUMMARY
The position of Finance Director was recently vacated. During this period, per the Sierra Madre Municipal Code, the City Manager can serve as Acting Finance Director. To ensure continuity of operations, the City has contracted with a Financial Consultant to provide the Finance Department with support services, funded through salary savings created by the vacancy.

The Finance Department is a full-service operation responsible for the City’s general financial management, accounting, budgeting, payroll, purchasing, and related support for City programs and operations. The current vacancy provides an opportunity to evaluate the Finance Director position in light of the department’s scope and service delivery needs.

City staff has completed:
 Job description update: Modernizes the Finance Director role to include developing, implementing, and administering the City’s annual operating budget and capital improvement program; providing strategic financial analysis; and ensuring sound fiscal policies and internal controls.
 Salary study: A salary study to evaluate the City’s competitiveness for comparable positions in similarly situated agencies.

Resolution 25-68 Amending the Classification Plan and Salary Matrix for Executive Management November 18, 2025

Page 2 of 3 ends

The updated classification clarifies essential functions, required knowledge, skills, and abilities. It further defines leadership expectations for cross-functional teams and aligns reporting relationships. The accompanying market study provides data to inform any recommended compensation adjustments to support effective recruitment and retention.

DISCUSSION & ANALYSIS
City staff completed a comprehensive review of the Finance Director role to reflect current operational needs and responsible-charge requirements. A redlined job description and a clean version are provided as Attachments 2 and 3. As a best practice prompted by the vacancy, staff conducted a salary study of eleven peer agencies (see Attachment 4). The analysis indicates the City’s current salary range for comparable finance leadership positions is approximately 11% below the average and 17% below the median.

Recently, the City Council approved a new salary range for the recruitment of a Public Works Director at Range 405: $13,936 (Step 1) to $17,404 (Step 10). It is recommended that the City Council add the Finance Director to this range. With this adjustment, the position would be at the average and only 3% below the median of the market, substantially improving competitiveness while remaining fiscally prudent. Additionally, aligning the position at this range promotes equity and parity within the Executive Management Group.

Range Step 1 Step 10
Current $10,833 $13,529
Proposed $13,936 $17,404
Assuming that any incumbent placement would begin at Step 3 in the proposed range and is a “Classic CalPERS” candidate, based on the current FY 2025/26 fully-burdened budgeted salary, the net cost to the Administration Internal Services Fund is estimated to be $34,997.

Fund % Allocated Budget Proposed Net
Administration
Internal Service 100 $209,806 $244,803 $34,997
Costs associated with the change in salary will be funded from the Administration Internal Services Fund’s Fund Balance.

STRATEGIC PLAN RELATIONSHIP
The proposed action aligns with Strategic Plan Strategy OS 1.1 Improve Recruitment Potential and OS 1.3 to Enhance Staff Retention Efforts.

Resolution 25-68 Amending the Classification Plan and Salary Matrix for Executive Management November 18, 2025

Page 3 of 3 ends

FISCAL IMPACT
There is no impact to the General Fund. The Finance Director position is funded in the Administration Internal Services Fund through cost allocation charges operating funds. The salary in the cost allocation plan will be fixed at the FY 2025/26 rate. Any additional costs created by the proposed salary change will be funded by the Administration Internal Services Fund’s Fund Balance. The total estimated impact to the fund balance is estimated at $34,997 annually. The current Fund Balance in the Administration Internal Services Fund is $640,913.

Approved by:
___________________________
Michael Bruckner
City Manager
Attachment(s):

1. Resolution 25-68

2. Job Description - Redlined

3. Job Description – Clean

4. Finance Director Position Salary Comparisons

5. Executive Management Salary Matrix
RESOLUTION NO. 25-68

AMENDING THE CLASSIFICATION PLAN AND SALARY MATRIX FOR

EXECUTIVE MANAGEMENT

THE CITY COUNCIL OF THE CITY OF SIERRA MADRE DOES HEREBY RESOLVE:

WHEREAS, the City of Sierra Madre’s Classification Plan and Salary Matrix identifies one full-time Finance Director which is a member of the Executive Management group; and
WHEREAS, the City Council is authorizing the Finance Director position to be adjusted to Range 405 in the amended Compensation Plan and Salary Matrix; WHEREAS, in the amended Classification Plan and Salary Matrix, the salary, duties, responsibilities, training, and experience for all other positions remain the same;
WHEREAS, the recommended changes will have a fiscal impact to the Administration Internal Services Fund of $34,997; and
WHEREAS, the total estimated impact will be funded by the Administration Internal Services Fund’s Fund Balance. It is recommended that an additional budget appropriation of $35,000 is to be approved for the implementation of said pay Range 405;

NOW, THEREFORE, BE IT RESOLVED
SECTION 1. The City Council adopts the amended City of Sierra Madre Classification Plan and Salary Matrix, included herein as Attachment 1.

SECTION 2. That the changes to the Executive Management Classification Plan and Salary Matrix take effect November 19, 2025.

SECTION 3: That an additional budget appropriation of $35,000 from the Administration Internal Services Fund shall be allocated to implement the subject changes.

Passed, Approved and Adopted on the 18th day of November 2025.

Robert Parkhurst
Mayor, City of Sierra Madre, CA
I, the undersigned, hereby certify that the foregoing Resolution was duly adopted at a regular meeting of the City of Sierra Madre City Council on the 18th day of November 2025 by the Sierra Madre City Council following a roll call vote:

Ayes
Noes
Absent
Laura Aguilar
City Clerk, City of Sierra Madre, CA
Job Description
Job Title: Finance Director
Department/Division: Finance Department
Reports To: City Manager
Exemption Status: Exempt
Work Week: Not Applicable
Classification: Not Applicable
Bargaining Group: Executive Management
Date Prepared: October 28, 2025 (Revised)
Date Prepared: November 13, 2024

GENERAL PURPOSE
Under the administrative direction of the City Manager, the Finance Director plans, organizes, and directs the City’s financial operations in accordance with the Sierra Madre Municipal Code and applicable state and federal regulations.

This position oversees all activities of the Finance Department, including accounting, budgeting, payroll, accounts payable, purchasing, utility billing, and financial reporting. The Finance Director coordinates with the City Treasurer, City departments, elected officials, and external agencies to ensure effective financial management and compliance.

The position is responsible for developing, implementing, and administering the City’s annual operating budget and capital improvement program, providing strategic financial analysis, and ensuring sound fiscal policies and internal controls. The Finance Director also provides high-level, complex administrative and policy support to the City Manager, offering recommendations on financial planning, risk management, revenue strategies, and resource allocation to support City goals and priorities.

Under general administrative direction of the City Manager, administers the City’s financial affairs as provided in the municipal code; oversees the activities and operations of the Finance Division including Accounting, Billing, Purchasing and Printing; coordinates with the City Treasurer, other City Departments and outside agencies; prepares and administers biennial City budget; provides highly responsible and complex administrative support to the City Manager’s Office.

CLASSIFICATION CHARACTERISTICS
Not Applicable

ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

City of Sierra Madre
232 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
(626) 355-7135
sierramadreca.gov
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: +Headings (Cambria)
• Develops and implements goals, objectives, and priorities, working closely with the City Manager, related to the City’s finances; provides general supervision over staff engaged in finance and accounting related work; assists the City Manager in the administration of the citywide budget. • Assists the City Manager in the coordination and preparation of the City’s annual operating and capital budget; prepares City revenue estimates; checks revenue and expenditure estimates and forecasts; participates in budget meetings with City staff; compiles proposed and adopted budgets for publication. • Manages the City’s finances, utility billing, accounting, accounts payable, investments, payroll, and purchasing.
• Monitors and participates in the City’s accounting activities, including accounts payable, receivable, purchasing and payroll; reviews purchases and contracts for compliance with City ordinances, rules and procedures, and to determine that expenditures are made in accordance with the terms of the contract. • Serves as the fiscal officer for the City’s successor agency. • Plans and develops accounting procedures for bookkeeping and processing of claims, expenditures, purchases, budget data, salary warrants, receipts and subventions, journal entries, and the general ledger. • Supervises assigned staff; reviews employees’ work; performs staff evaluations; instructs staff in policies and procedures.
• Assists managers and supervisors in financial matters pertaining to City operations. • Compiles and prepares required state and federal reports for various government agencies; reviews, analyzes, evaluates, and implements improvements to fiscal control systems and procedures; works with independent auditors on annual audit compliance.
• Reviews, evaluates, and recommends improvements to the City’s administrative and financial internal control systems and procedures and ensures audit compliance.
• Prepares monthly financial reports for the City Council, City Manager, and staff. • Checks fund balances and recommends transfer of funds as necessary. • Conducts internal training sessions in the areas of Finance. • Performs special studies and duties as assigned by the City Manager. • Represents the City administration’s financial services to citizens, organizations, auditors, and other City agencies and governmental organizations; informs, answers inquiries, interprets policies, procedures, and actions; responds to problems by analyzing and developing recommendations for resolutions by instituting programs, procedures or systems.
• Participates in cross training and provides back up to other staff; assists other office personnel in performing related administrative support functions; serves as a backup to other Finance functions. • Performs other duties as assigned.
• Assume management responsibility for the City’s financial services and activities including accounting, billing, budget, payroll, and purchasing.
• Coordinate, develop, prepare, analyze and implement the biennial City, Public Financing Authority, and Successor Agency budget; prepare and present mid-year and year-end budget reports on revenue and expenses; prepare the long term financial and capital improvement plans for the City. • Ensure City compliance with State, Federal and other legal or fiscal requirements related to financial activities, including, but not limited to annual audits, financial reports and related documentation. • Prepare and supervise the preparation of reports to the State Controller, County Auditor Controller and other government agencies; meet and confer with outside agencies as needed. • Conduct studies relating to the development or rates and charges for utilities, impact fees and user charges; responsible for annual updates to the fees and charges. • Prepare and present oral and written financial reports and analysis, including City budgets. • Assist the City Treasurer with investments of City funds and banking services. • Develop and implement policies and procedures to govern the operations of the division and fiscal control systems; responsible for internal control procedures of the division and for the enterprise resource planning (ERP) system.
• Train, motivate and evaluate Finance personnel; provide or coordinate staff training; work with employees to correct deficiencies; allocate personnel and resources as needed to meet the operational requirements of the division; assign projects and areas of responsibility; evaluate and review work methods and procedures.

Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
Formatted: Font: Not Italic
• Participate in professional development organizations and programs; maintain knowledge of new trends and innovations in the field of financial services.
• Respond to and resolve difficult and sensitive inquiries and complaints. • Prepare complex, highly sensitive reports, correspondence and closed session presentations. • Continually promote, in actions, words and writing, the highest customer service standards. • Provide highly responsible and complex administrative support to the City Manager’s Office.

QUALIFICATIONS GUIDELINES
Knowledge of:
• Principles and practices of governmental accounting, GAAP, and GASB standards • Budget development, monitoring, and administration (operating and capital budgets) • Fund accounting and cost allocation principles for municipal operations • Financial reporting and audit preparation, including the Annual Comprehensive Financial Report (ACFR) • Revenue sources for California cities (property tax, sales tax, user fees, enterprise funds, etc.) • Treasury, investments, and cash management practices
• Debt financing, bonds, and long-term capital planning • Procurement and purchasing laws and policies
• Payroll, benefits accounting, and internal controls
• CalPERS and other pension accounting standards (GASB 68) • Applicable federal, state, and local laws, including the California Government Code, Brown Act (as applicable to finance), and Prop 218/26
• GASB standards and pronouncements
• Maintaining general and subsidiary ledgers under Generally Accepted Accounting Principles applicable to California local governments
• Monitoring program results and demonstrating outcomes both qualitatively and quantitatively • Reconciling and analyzing accounts and funds with a clear understanding of governmental accounting, such as: Prepaid Expenses, Deposits, Accrued Expenses, Investments, Capital Leases, interfund transfers, and CIP reporting
• Writing and reviewing journal entries including maintenance of recurring journal entries and allocations in accordance with GAAP
• Principles and practices applying to contract development and administration • Familiarity with pertinent federal, state and local laws, codes, and regulations • Principles of supervision, training, motivation, and performance evaluation Ability to:
• Analyze complex financial and operational data and make sound, data-driven recommendations • Develop and implement policies that enhance transparency and accountability • Manage multiple projects, deadlines, and competing priorities • Maintain confidentiality and professional integrity
• Build trust and effective relationships with elected officials, department heads, auditors, and the public • Adapt to changing fiscal, regulatory, and technological environments • Exercise independent judgment within established policy frameworks • Communicate clearly and concisely, both orally and in writing • Prepare and present oral and written reports to the City Council, Commissions, outside agencies, boards and organizations
• Manipulate data in a computerized environment, including mainframe and networked personal computers
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: List Paragraph, Left, Line spacing: Multiple 1.11 li, Bulleted + Level: 1 + Aligned at: 0.5" + Indent at: 0.75", Tab stops: -1", Left + -0.5", Left + 0", Left + 0.25", Left +

0.5", Left + 0.75", Left + 1", Left + 1.25", Left + 1.5", Left + 1.75", Left + 2", Left + 2.25", Left + 2.5", Left + 2.75", Left + 3", Left + 3.25", Left + 3.5", Left + 3.75", Left + 4", Left + 4.25", Left + 4.5", Left + 4.75", Left + 5", Left +

5.25", Left + 5.5", Left + 6", Left + 6.5", Left
Formatted: Font: (Default) +Body (Calibri), 11 pt, Not Bold Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt, Not Bold Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt, Not Bold Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt, Not Bold Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt, Not Bold Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt, Not Bold Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt, Not Bold Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt, Not Bold Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt, Not Bold Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
Formatted: Font: (Default) +Body (Calibri), 11 pt
• Prepare articulate and accurate spreadsheets, written reports and account analyses • Ensure the timely reporting of all monthly financial information • Research and prepare complex reports and analysis on a variety of subjects • Recruit, retain, supervise, motivate and evaluate employees • Understand, explain and apply policies and procedures • Represent the City in a variety of meetings and formats • Establish and maintain effective working relationships with the community at large, the City Council, internal management staff and the other public officials and agencies • Respond to emergency and problem situations in an effective, efficient, and appropriate manner • Deal constructively with conflict and resolve situations accordingly and effectively • “Multitask” to handle competing priorities and demands • Facilitate employee and community groups to work effectively and collaboratively • Analyze and interpret department policies and procedures Education/Training/Experience:

Bachelor’s degree from an accredited college or university in accounting, finance, business administration, public administration, or a closely related field is required. A master’s degree in a related field and/or possession of a valid California Certified Public Accountant (CPA) license is highly desirable.

The position requires a minimum of six (6) years of progressively responsible professional experience in accounting, finance, or public sector financial management, including at least two (2) years in a supervisory, administrative, or management capacity. Experience with municipal finance, budgeting, and financial reporting is strongly preferred.

This position requires six years of professional experience in accounting or finance, including at least two year in administration, leadership, and management. A Bachelor’s degree in major accounting, finance, and administration, public administration, or closely related field; a license to practice as a CPA in the state of California is desirable.

Licenses; Certificates; Special Requirements:

Must possess a current American Red Cross certificate in First Aid/CPR/AED for Schools and the Community or obtain within three months of employment as well as Aa valid Class C California driver’s license. and the ability to maintain insurability under the City’s Vehicle Usage Policy.

PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, the employee is regularly required to sit, stand, walk, talk, and hear, both in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands and arms; stoop, kneel, or crouch to access or place records or files; lift and carry records and documents, typically weighing less than 20 pounds. The employee must be able to physically lift, push, pull, and/or carry materials and equipment weighing up to 50 pounds.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands:

While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret data and situations; use math and mathematical reasoning; perform highly detailed work under changing, intensive Formatted: Justified
Formatted: Justified
deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with City officials, attorneys, union representatives, media, citizens groups, contractors, employees, management, and others encountered in the course of work; occasionally subject to conflicts.

WORK ENVIRONMENT
The employee primarily works in an office setting but works in the field in traveling to different city City facilities and events. In the office setting, the noise level is frequently quiet or moderately quiet. In field settings, the employee could be exposed to loud noise during sporting and recreational activities and be under variable weather conditions at different sites and events. Driving may be required to visit city facilities, and community and public meetings.

DISASTER SERVICE WORKERS
All City of Sierra Madre employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

EQUAL OPPORTUNITY EMPLOYER
The City of Sierra Madre is an Equal Opportunity Employer. In compliance with the Americans With Disabilities Act, the City of Sierra Madre will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

This Job Description has been prepared for the City of Sierra Madre for using in planning, staffing, budgeting and/or evaluation of employees. It also provides employees with guide to the duties they are expected to effectively perform in the course of their employment with the City of Sierra Madre.

I have read the Job Description and believe that it does accurately define the job.

Employee Signature Date
Department Head / Supervisor Signature Date
Job Description
Job Title: Finance Director
Department/Division: Finance Department
Reports To: City Manager
Exemption Status: Exempt
Work Week: Not Applicable
Classification: Not Applicable
Bargaining Group: Executive Management
Date Prepared: October 28, 2025 (Revised)

CLASSIFICATION CHARACTERISTICS
Not Applicable

ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
• Develops and implements goals, objectives, and priorities, working closely with the City Manager, related to the City’s finances; provides general supervision over staff engaged in finance and accounting related work; assists the City Manager in the administration of the citywide budget. • Assists the City Manager in the coordination and preparation of the City’s annual operating and capital budget; prepares City revenue estimates; checks revenue and expenditure estimates and forecasts; participates in budget meetings with City staff; compiles proposed and adopted budgets for publication. • Manages the City’s finances, utility billing, accounting, accounts payable, investments, payroll, and purchasing.

City of Sierra Madre
232 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
(626) 355-7135
sierramadreca.gov
• Monitors and participates in the City’s accounting activities, including accounts payable, receivable, purchasing and payroll; reviews purchases and contracts for compliance with City ordinances, rules and procedures, and to determine that expenditures are made in accordance with the terms of the contract. • Serves as the fiscal officer for the City’s successor agency. • Plans and develops accounting procedures for bookkeeping and processing of claims, expenditures, purchases, budget data, salary warrants, receipts and subventions, journal entries, and the general ledger. • Supervises assigned staff; reviews employees’ work; performs staff evaluations; instructs staff in policies and procedures.
• Assists managers and supervisors in financial matters pertaining to City operations. • Compiles and prepares required state and federal reports for various government agencies; reviews, analyzes, evaluates, and implements improvements to fiscal control systems and procedures; works with independent auditors on annual audit compliance.
• Reviews, evaluates, and recommends improvements to the City’s administrative and financial internal control systems and procedures and ensures audit compliance.
• Prepares monthly financial reports for the City Council, City Manager, and staff. • Checks fund balances and recommends transfer of funds as necessary. • Conducts internal training sessions in the areas of Finance. • Performs special studies and duties as assigned by the City Manager. • Represents the City administration’s financial services to citizens, organizations, auditors, and other City agencies and governmental organizations; informs, answers inquiries, interprets policies, procedures, and actions; responds to problems by analyzing and developing recommendations for resolutions by instituting programs, procedures or systems.
• Participates in cross training and provides back up to other staff; assists other office personnel in performing related administrative support functions; serves as a backup to other Finance functions. • Performs other duties as assigned.

QUALIFICATIONS GUIDELINES
Knowledge of:
• Principles and practices of governmental accounting, GAAP, and GASB standards • Budget development, monitoring, and administration (operating and capital budgets) • Fund accounting and cost allocation principles for municipal operations • Financial reporting and audit preparation, including the Annual Comprehensive Financial Report (ACFR) • Revenue sources for California cities (property tax, sales tax, user fees, enterprise funds, etc.) • Treasury, investments, and cash management practices
• Debt financing, bonds, and long-term capital planning • Procurement and purchasing laws and policies
• Payroll, benefits accounting, and internal controls
• CalPERS and other pension accounting standards (GASB 68) • Applicable federal, state, and local laws, including the California Government Code, Brown Act (as applicable to finance), and Prop 218/26
Ability to:
• Analyze complex financial and operational data and make sound, data-driven recommendations • Develop and implement policies that enhance transparency and accountability • Manage multiple projects, deadlines, and competing priorities • Maintain confidentiality and professional integrity
• Build trust and effective relationships with elected officials, department heads, auditors, and the public • Adapt to changing fiscal, regulatory, and technological environments • Exercise independent judgment within established policy frameworks • Communicate clearly and concisely, both orally and in writing • Ensure the timely reporting of all monthly financial information • Research and prepare complex reports and analysis on a variety of subjects • Recruit, retain, supervise, motivate and evaluate employees • Understand, explain and apply policies and procedures • Respond to emergency and problem situations in an effective, efficient, and appropriate manner • Deal constructively with conflict and resolve situations accordingly and effectively • Analyze and interpret department policies and procedures Education/Training/Experience:

Licenses; Certificates; Special Requirements:

A valid Class C California driver’s license.

Physical Demands:

Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands:

While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret data and situations; use math and mathematical reasoning; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with City officials, attorneys, union representatives, media, citizens groups, contractors, employees, management, and others encountered in the course of work; occasionally subject to conflicts.

WORK ENVIRONMENT
The employee primarily works in an office setting but works in the field in traveling to different City facilities and events.

In the office setting, the noise level is frequently quiet or moderately quiet. In field settings, the employee could be exposed to loud noise during sporting and recreational activities and be under variable weather conditions at different sites and events. Driving may be required to visit city facilities, and community and public meetings.

I have read the Job Description and believe that it does accurately define the job.

Employee Signature Date
Department Head / Supervisor Signature Date
Attachment 4 Finance Director Position Salary Comparison November 18, 2025 Resolution 25-68
Step 1 Step 5 Step 7 Step 9 Step 10 Step 12 Step 20 Note:

Santa Fe Springs Director of Finance $ 15,974.54 $ 19,829.34 Commerce Director of Finance & City Treasurer $ 14,241.71 $ 17,351.99 Westlake Village Finance Director $ 13,561.00 $ 20,462.00 La Canada Flintridge Director of Finance $ 11,615.00 $ 15,565.00 Hawaiian Gardens Director of Finance $ 10,551.00 $ 12,825.00 Artesia Finance Manager
Claremont Finance Director $ 14,520.31 $ 17,541.94
San Dimas Director of Administrative Services/City Treasurer $ 15,581.00 $ 18,939.00 South Pasadena Finance Director $ 11,419.00 $ 15,303.00 San Marino Finance Director $ 15,032.00 $ 18,272.00
Signal Hill Administrative Services Officer/Finance Director $ 14,938.42 $ 19,600.49 Average $ 13,743.40 $ 17,568.98
Median $ 14,381.01 $ 17,906.97
Sierra Madre $ 12,346.00 $ 15,419.00
Average Variance ($) $ (1,397.40) $ (2,149.98)
Average Variance (%) -11.3% -13.9%
Median Variance ($) $ (2,035.01) $ (2,487.97)
Median Variance (%) -16.5% -16.14%
Attachment - 4
Range Positoon T ,tie
39 Fire Chief
Utilities Director
40 Administrative Services Director/City Clerk
Planning & Community Preservation Director
43 Police Chief
406 Library Services Director
46 Assistant City Manager
Public Works Director/ Civil Engineer 405 Finance Director Amended Range 39 - effective July 2, 2023 • Resolution 23-54 Amended Range 40 - effective July 1, 2025 - Resolution 25-36 Added Range 405 - Effective October 28, 2025 Resolution 25-64 Annual Salary
Hourly
Annual Salary
Hourly
Annual Salary
Hourly
Annual Salary
Hourly
Annual Salary
Hourly
Annual Salary
Hourly
Added Finance Director to Range 405 Effective November 30, 2025 Resolution 25-68 $
$
$
$
$
$
$
$
$
$
$
$
Salary Matrix - Executive Management
Step 1 Step 2 Step 3 Step4
143,229 $ 146,806 $ 150,467 $ 154,232

68.86 $ 70.58 $ 72.34 $ 74.15
133,910 $ 137,238 $ 140,670 $ 144,186

64.38 $ 65.98 $ 67.63 $ 69.32
143,229 $ 146,806 $ 150,467 $ 154,232

68.86 $ 70.58 $ 72.34 $ 74.15
82,618 $ 84,677 $ 86,798 $ 88,962

39.72 $ 40.71 $ 41.73 $ 42.77
138,798 $ 145,746 $ 153,026 $ 160,680

66.73 $ 70.07 $ 73.57 $ 77.25
167,232 $ 171,413 $ 175,698 $ 180,086

80.40 $ 82.41 $ 84.47 $ 86.58
Step S Step 6 Step 7
$ 158,080 $ 162,032 $ 166,088
$ 76.00 $ 77.90 $ 79.85
$ 147,805 $ 151,486 $ 155,293
$ 71.06 $ 72.83 $ 74.66
$ 158,080 $ 162,032 $ 166,088
$ 76.00 $ 77.90 $ 79.85
$ 91,187 $ 93,475 $ 95,805
$ 43.84 $ 44.94 $ 46.06
$ 168,730 $ 177,154 $ 186,014
$ 81.12 $ 85.17 $ 89.43
$ 184,600 $ 189,218 $ 193,939
$ 88.75 $ 90.97 $ 93.24
Step 8
$ 170,248 $
$ 81.85 $
$ 159,162 $
$ 76.52 $
$ 170,248 $
$ 81.85 $
$ 98,197 $
$ 47.21 $
Is 195,312 $
$ 93.90 $
$ 198,786 $
$ 95.57 $
July 13, 2025
Fiscal Year 2025-26
Step9 Step 10
174,491 $ 178,859

83.89 $ 85.99
163,134 $ 167,232

78.43 $ 80.40
174,491 $ 178,859

83.89 $ 85.99
100,651 $ 103,168

48.39 $ 49.60
205,088 $ 215,342

98.60 $ 103.53
203,757 $ 208,853

97.96 $ 100.41

CITY OF

SIERRA MADRE STAFF REPORT

INFORMATION TECHNOLOGY
DATE: November 18, 2025
TO: Honorable Mayor and City Council
FROM: Miguel Hernandez, Assistant City Manager
By: Oscar Millan, Information Technology Manager
SUBJECT: Resolution No. 2025-70 Amending the Fiscal Year 2025/26 Budget Approving a Supplemental Budget Appropriation from the Public, Education, and Government (PEG) Fund Reserve and Approval of a Professional Services Agreement with Western Audio Visual & Security in an Amount Not to Exceed $128,503.03 for Audio/Visual System Upgrades to City Council Chambers

RECOMMENDATION
It is recommended that the City Council:

1. Adopt Resolution No. 2025-70 amending the Fiscal Year 2025-26 budget approving a supplemental budget appropriation from the Public, Education, and Government (PEG) Special Revenue Fund; and

2. Authorize and direct the City Manager to execute a Professional Services Agreement with Western Audio Visual and Security for the City Council Chambers AV Upgrade in an amount not to exceed $128,503.03.

SUMMARY
Senate Bill (SB) 707, signed into law by Governor Gavin Newsom on October 3, 2025, modernizes the Brown Act by requiring cities to provide teleconference access to public meetings beginning July 1, 2026, with reliable two-way audio and visual, accessibility for individuals with disabilities, and opportunities for remote public participation. The proposed AV infrastructure upgrades directly support these requirements. By approving staff’s recommendation now, the City would be compliant six (6) months before the July 1, 2026 deadline, positioning the City as proactively ahead of the mandate, allowing ample time for testing, training, and adjustments, and ensuring uninterrupted, accessible participation for the public.

Resolution No. 2025-70 and Professional Services Agreement with Western Audio Visual For City Council Chambers Audio/Visual System Upgrades
November 18, 2025

Page 2 of 4 ends

DISCUSSION & ANALYSIS
The existing audio-visual system in the City Council Chambers has reached end-of-life and does not meet the needs of modern public meetings. The system has not seen a meaningful upgrade in nearly a decade, with some components of the current solution being over fifteen years old.

The system has experienced recurring issues with sound clarity, video projection and production, and streaming capabilities. Currently, staff and members of the public cannot reliably use remote teleconferencing options to participate in public meetings. To improve the quality and reliability of public meetings, both for in-person attendees and remote viewers, Information Technology solicited an updated proposal for a comprehensive AV system replacement that includes the required hardware, as well as the design and installation of the equipment for the City Council Chambers.

Per the City’s procurement policy for computer technology and hardware, Information Technology informally solicited proposals for qualified vendors based on a design-bid process as opposed to an RFP process. This allowed the City to solicit proposals directly from qualified integrators with both a history of successfully completing City Council Chamber’s upgrades in government facilities as well as knowledge of Senate Bill 707. The design-bid approach proves significantly beneficial for technology driven projects that require advanced engineering, installation, and design. This process also ensures that proposals meet the unique needs of the City. As part of the design-bid process, the City received four proposals:

VENDOR LOCATION AMOUNT
Community Media of the Foothills Monrovia, CA $97,635.00 Matrix Audio Visual Designs Burbank, CA $119,402.57
Western Audio/Visual & Security Fullerton, CA $128,503.03 Studio Spectrum Burbank, CA $121,858.44
Information Technology has determined that the proposal from Western Audio Visual & Security best meets the City’s needs. Western Audio Visual & Security (WAVS) is a firm specializing in municipal and corporate AV design and installation. WAVS has over 30 years of experience and has successfully completed similar installations throughout Southern California, including the following neighboring cities: San Marino, Walnut, San Dimas, Covina, Duarte, Pomona, Irwindale, West Covina, Azusa, La Puente, El Monte, and Monterey Park.

Resolution No. 2025-70 and Professional Services Agreement with Western Audio Visual For City Council Chambers Audio/Visual System Upgrades
November 18, 2025

Page 3 of 4 ends

While not the lowest bidder, we found that their extensive experience, strong reference checks, proven quality of work, and direct integration with our newly selected Agenda Management platform solidified their proposal as the best long-term solution for the City.

City Council Chambers Upgrade:

Advanced Displays and Integration of Existing Displays: The proposal includes modernizing from a ceiling mounted projector to a new 110” LG UHD commercial display. The proposal also includes integration of the four existing displays in the chambers. Advanced displays are a critical requirement for displaying highly detailed maps, graphs, and information to the public as well as individual control of each screen independently and with touch sensitive controls.

Advanced Audio System: The proposal includes replacing all of the microphones at the dais. This ensures that the audience, both in public and remote, can reliably hear the meeting and that high-fidelity audio is captured for recordings. The proposal also includes the installation of an assisted listening system for ADA Compliance, as mandated by SB 707.

Video Conferencing & Streaming: The existing cameras in the room will be replaced with 4K capable cameras that can be utilized for the live broadcast as well as for a video conference (Zoom, Teams, etc.).

Control & Integration: A new Crestron touch panel for easy meeting room control for City Clerk and support staff.

Wireless Presentation System: The proposal includes the installation of a wireless presentation system that allows anyone to connect their laptop, phone, or tablet to present from their device in the City Council Chambers.

The project scope also includes programming, cabling, testing, commissioning, and staff training.

Deliverables such as as-built drawings, network schematics, and user manuals are also included.

Upgrades to the Council Chambers are tentatively scheduled for the Council’s holiday dark period, with an estimated completion of January 5th, 2026.

STRATEGIC PLAN RELATIONSHIP

1. Strategic Goal: Organization Stability – Goal 3: Invest in innovation and technology.

2. Strategic Goal: Community Enrichment – Goal 2: Improve Communication and Collaboration.

3. Strategic Goal: Community Enrichment – Goal 3: Provide Education on Critical Civic Issues

ENVIRONMENTAL ANALYSIS
Resolution No. 2025-70 and Professional Services Agreement with Western Audio Visual For City Council Chambers Audio/Visual System Upgrades
November 18, 2025

Page 4 of 4 ends

The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be determined with certainty that it will have no impact on the environment.

FISCAL IMPACT
There is no impact to the General Fund. This project will be funded entirely through Public, Educational, and Governmental (PEG) Access funds, which are restricted special revenues collected from cable franchise fees. The funds are designated by federal and state law for the purpose of supporting and improving community broadcasting, and related technology infrastructure. While there is no fiscal impact to the General Fund, this action will result in a PEG Fund expenditure of $128,503.03. Sufficient funding PEG funding is available for this project.

Approved by:
___________________________
Michael Bruckner
City Manager
Attachment(s):

1. Resolution No. 2025-70

2. Professional Services Agreement with Western Audio Visual

3. Western Audio Visual Proposal
273249.1
RESOLUTION NO 25-70

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SIERRA MADRE, CALIFORNIA, AMENDING THE FISCAL
YEAR 2025-26 BUDGET APPROVING A SUPPLEMENTAL

BUDGET APPROPRIATION FROM THE PUBLIC
EDUCATION AND GOVERNMENT FUND RESERVE.

RECITALS
WHEREAS, on June 10th 2025, the City of Sierra Madre City Council adopted the Fiscal Year 2025-26 Annual Budget via Resolution 25-39; and WHEREAS, the City collects Public, Education, and Government (PEG) fees that are restricted for PEG capital expenditures, including equipment, broadcasting, and infrastructure supporting public access video and communication services; and the City collects Public, Education, and Government (PEG) fees that are restricted for PEG capital expenditures, including equipment, broadcasting, and infrastructure supporting public access video and communication services; and
WHEREAS, Senate Bill 707, signed into law on October 3, 2025, enacted major amendments to the Ralph M. Brown Act (Gov. Code § 54950 et seq.), including new requirements for eligible legislative bodies to provide expanded remote participation and accessibility options (including two-way telephonic or audiovisual access and live webcasting of meetings) beginning July 1, 2026; and
WHEREAS, the City of Sierra Madre proposed improvements funded by the Public, Education, and Government (PEG) Fund Reserve to upgrade the City’s audiovisual, broadcasting, and streaming infrastructure will support implementation of SB 707 and enhance public access to City Council meetings;

THEREFORE, THE CITY COUNCIL OF THE CITY OF SIERRA MADRE, CALIFORNIA, DOES RESOLVE AS FOLLOWS:

SECTION 1. Recitals. The Recitals above are true and correct and incorporated herein by reference.

SECTION 2. Appropriation. The sum of One Hundred and Twenty Eight Thousand and Five Hundred and Four Dollars ($128,504) is hereby appropriated from the Public, Education, and Government (PEG) Fund Reserve.

SECTION 3. CEQA. The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be determined with certainty that it will have no impact on the environment.
273249.1
SECTION 4. Severability. If any sections, subsections, subdivisions, paragraph, sentence, clause or phrase of this Resolution or any part hereof or exhibit hereto is for any reason held to be invalid, such invalidity shall not affect the validity of the remaining portions of this Resolution or any part thereof or exhibit thereto. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause or phrase hereof, irrespective of the fact that anyone or more sections, subsections, subdivisions, paragraph, sentences, clauses or phrases be declared invalid.

SECTION 5. Certification. Pursuant to Government Code Section 36932, the City Clerk shall certify the passage, approval, and adoption of this Resolution by the City Council.

SECTION 6. Effective Date. This Resolution shall take effect immediately upon adoption.

PASSED, APPROVED, AND ADOPTED this 18th day of November, 2025. __________________________
Robert Parkhurst, Mayor
I HEREBY CERTIFY the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Sierra Madre, California, at a meeting held on the 18th day of November, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAINED:
___________________________
Laura Aguilar, City Clerk
Professional Services Agreement – Consultant Services

Page 1 of 17 ends

311135.v1 8/21/2023

PROFESSIONAL SERVICES AGREEMENT

FOR CONSULTANT SERVICES
(City of Sierra Madre / ________________________________)

2. RECITALS

2.1. City has determined that it requires the following professional services from a consultant: City Council Chambers Upgrade of Technology.

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 proposal to City dated __________ and attached hereto as Exhibit A and incorporated herein by this reference.

3.2. “Agreement Administrator”: The Agreement Administrator for this project is:
______________________________ 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

3.3. “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 Professional Services Agreement – Consultant Services

Page 2 of 17 ends

311135.v1 8/21/2023
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 ___________________________________________ Dollars ($_______________).

3.5. “Commencement Date”: ____________.

3.6. “Termination Date”: ____________.

5. CONSULTANT’S DUTIES

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

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, including all Cal/OSHA requirements, the conflict of interest provisions of Professional Services Agreement – Consultant Services

Page 3 of 17 ends

311135.v1 8/21/2023
Government Code § 1090 and the Political Reform Act (Government Code § 81000 et seq.).

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 party’s agent. Consultant shall provide a signed copy of the attached Campaign Contribution Disclosure Form to the City prior to, or concurrent with, the Consultant’s execution of this Agreement.

5.8. Appropriate Personnel. Consultant 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 perform such services. _________________________ 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.

Page 4 of 17 ends

311135.v1 8/21/2023
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 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.

6. SUBCONTRACTING

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

7. COMPENSATION

Page 5 of 17 ends

311135.v1 8/21/2023
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.

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

Professional Services Agreement – Consultant Services

Page 6 of 17 ends

311135.v1 8/21/2023

10. RELATIONSHIP OF PARTIES

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

11. INDEMNIFICATION

Page 7 of 17 ends

311135.v1 8/21/2023
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.

11.6. 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.

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 agents to do the same.

12.2. Documentation of Insurance. 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:
• 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 project name: __________________________________________________ • Documentation of Best’s rating acceptable to the City.

Professional Services Agreement – Consultant Services

Page 8 of 17 ends

311135.v1 8/21/2023
• 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: $1,000,000 per occurrence, $2,000,000 aggregate
• General Liability:
o General Aggregate: $2,000,000
o Products Comp/Op Aggregate $2,000,000
o Personal & Advertising Injury $1,000,000
o Each Occurrence $1,000,000
o Fire Damage (any one fire) $ 50,000
o Medical Expense (any 1 person) $ 5,000
• Workers' Compensation:
o Workers' Compensation Statutory Limits
o EL Each Accident $1,000,000
o EL Disease - Policy Limit $1,000,000
o EL Disease - Each Employee $1,000,000
• Automobile Liability:
• 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 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 forms are not acceptable.

Professional Services Agreement – Consultant Services

Page 9 of 17 ends

311135.v1 8/21/2023

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

Page 10 of 17 ends

311135.v1 8/21/2023
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 Endorsements, Certificates of Insurance and Notices of Cancellation is: City of Sierra Madre, Attn:____________________________, 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.

13. MUTUAL COOPERATION

Professional Services Agreement – Consultant Services

Page 11 of 17 ends

311135.v1 8/21/2023

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 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).

If to City
________________________________
City of Sierra Madre
________________________________
232 W. Sierra Madre Blvd.

Sierra Madre, CA 91024
Telephone: (626) 355-7135
Email: __________________________
If to Consultant
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
With courtesy copy to:

Aleks R. Giragosian, Esq.

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

15. SURVIVING COVENANTS
The parties agree that the covenants contained in Section 5.11 (Records), Section 10.4 (Indemnification of CalPERS 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 17 (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

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

Professional Services Agreement – Consultant Services

Page 12 of 17 ends

311135.v1 8/21/2023

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.

Professional Services Agreement – Consultant Services

Page 13 of 17 ends

Sierra Madre City CouncilNovember 18, 2025

Sierra Madre City Council
November 18, 2025