CITY OF ALHAMBRA NOTICE OF SPECIAL MEETING OF THE SUCCESSOR AGENCY TO THE FORMER ALHAMBRA REDEVELOPMENT AGENCY (Notice No, NZI17-34) NOTICE IS HEREBY GIVEN that a special meeting of the Successor Agency to the Former Alnambra Redevelopment Agency will be held in conjunction with the regular meeting of the ‘Alnambra City Council on Monday, March 27, 2017, commencing at 5:30 p.m. in the Council Chambors of Alhambra City Hall, 111 South First Street, Alhambra, California, pursuant to the order of the Mayor ofthe City of Alhambra, the Chairman of tie Successor Agency to the Former Alhambra Redevelopment Agency, the Alhambra City Charter, the Alhambra Municipal Code, and Section 54956 of the Government Code of the Stat of Calforia| ‘An agenda of such special mesting is attached hereto incorporated herein by reference and ‘made a part hereof as though fully set forth herein LAUREN MYLES, CMC CITY CLERK Dated March 24, 2017 Notice No N2MI17-34 32747CITY OF ALHAMBRA AGENDA ALHAMBRA CITY COUNCIL. SUCCESSOR AGENCY TO THE FORMER ALHAMBRA REDEVELOPMENT AGENCY MARCH 27, 2017 ISSION STATEMENT. Gamay ‘The City of Alhambra is dedicated to responsive, crvatve leadership ‘othe ‘and qually services, ensuring desirable neighborhoods and a San Gabriel alley ‘Supportive business “environment, while being sensitve to the atversty of our community VISION STATEMENT The Cily of Alhambra shall be the premior family-orionted and economically prosperous community in the San Gabriel Vale. ‘Adcressing the Counc’ Secon 2.06210 of tho Alhanéra Municipal Code esabishes the procedues for ‘Strecsg he Counc Any perso wishing to addres the Coun dung the mestng must comptes Speaker Request Cara ana sutmt ato the Cy Crk nen called upon by the ayer, ease stop fo he poum and give your ram, ats and organization or oher port you reps, Hany, Frans ane ove forte reer. Remar Utd oS mits. ‘remarks shal be added othe Cowes a boty and elo any member thetzt. No pereon, ober han the ‘Counc and tha person hewn the oor, shal be period to ele ina any acuslon, ether recy trough 8 ‘rember of te Counc, wihou the person ofthe Mayor No usin shal be aiad 2 Councpersonexcest trough he Mayr ‘Standards of Decorum: fey person making personal, impertinent or slanderous remarks or who sal become ‘otros we sarossing the Counl shal eft by the Mayo, bared om themes, Enforcomant of Decorum: Th Chi of Poe, os signee, shal bo Sergeant ams of the Counel mactigs. ‘Tha SeroantoL Arms shel cary outs ert and tution Quen bythe Mayor othe purpose of mal.nng ‘nde and decorum the Counel meeting. PPoreons Autnonsed 9 be Within Kas No parson, owopt ly ols, represen, lem Fopore, shalt permite witin na alin kontafhe Coune Chamber hou the execs consent ofthe Cound, ‘Agenda Tracking Numbers: Ni eunbars isos in bod are le ofeach Agen tam ate Cy Clk acing ‘bors at eso fr ng and eearch purposes. aart7AGENDA Rogular Meeting ALHAMBRA CITY COUNCIL Special Meeting SUCCESSOR AGENCY TO THE FORMER ALHAMBRA, REDEVELOPMENT AGENCY City Council Chambers 111 South First Street March 27, 2017 Geen 520m. Som Gain Vey ov ay COUNCIL: ‘Sham, Messina, Maloney, Ayala, Mejia ‘SUCCESSOR AGENCY: ‘Sham, Messina, Maloney, Ayala, Mejia FLAGSALUTE: Led by Mayor Mejia CITY CLERK REPORT - NOTICE NO. N2M17-24 ‘The City Clerk hereby reports that she duly gave notice ofthe Special Meeting ofthe Successor ‘Ageney to the Former Alhambra Redevelopment Agency to be held this evening in conjunction with the regular meeting of the Alhambra City Council pursuant tothe order to the Mayor and the Chaitperson of the Successor Agency to the former Alhambra Redevelopment Agency in accordance with Section 54956 ofthe Government Code of the State of California, READING OF ORDINANCE TITLES ‘Government Code Section 36934 requires that all ordinances be read in fll prior to City Council taking action on the ordinance. By ising the ordinance tite on the Counell agenda, Counc may {determine thatthe tile has been read, Recommended Action: _ By motion, determine that the tits to all ordinances which appear ‘on this publie agenda have been read, and waive futher reading. PRESENTATION 4. SPECIAL EVENTS PREVIEW: ALHAMBRA PUMPKIN RUN & MAINFEST — P2M 17-18 Staff and Ms. Joanna Vargas, Downtown Alhambra Business Associaton Past President wil presertinforaton onthe 2047 Alhamtra Pumpin Run. The 2017 event il ake place on Sunday, October 15" an wil feature a now route, binging the race and other entertainment and food & beverage enhancements fo the Downtown. An update on the planing fr the 2047 MainFest Muse and Art Festal wll slgo bo presented, Scheduled for September 8 Recommended Action: City Council recelve and order fled the informational report presented this evening 327-17SUCCESSOR AGENCY MATTERS 2, RESOLUTION: TERMINATE CONTRACT BETWEEN THE BOARD OF ADMINISTRATION CALIFORNIA PUBLIC EMPLOYEES’ _ RETIREMENT ‘SYSTEM AND THE CITY OF ALHAMBRA AS SUCCESSOR AGENCY TO THE FORMER ALHAMBRA REDEVELOPMENT AGENCY ~ F2M16-2, RAM17-12, Staff recommends that the Successor Agency approve a resolution approving an ‘Agreement to. terminate the contract between the Board of Administration ‘California Publc Employees’ Retirement System and the City of Alhambca as Successor ‘Agency fo the Former Alhambra Redevelopment Agency (CalPERS ID: 1641766083) ‘and authorize the City Manager or his designee to undertake such other actions as are necessary fo complete the selected termination option, Recommended Action: Successor Agency adopt Resolution No. R2M17-12 ‘enitled: A Resolution fo terminate the contract between tho Board of Administration California Publle Employees’ Retirement Systm and the Cly of Alhambra as ‘Successor Agency fo the Former Alhambra Redevelopment Agency, and, authorize the City Monager or his designee to undertake euch other actions as are necessary to complete the selected termination option. CLOSED SESSION & CITY ATTORNEY ANNOUNCEMENT re SAME -F2M17-14 ‘The City Counc and Suecessor Agency tothe Former Alhambra Redevelopment Agency will move into a closed session pursuant to applicable fav, Including the Brown Act (Government Code Sec. 54950, ef seq) for the purposes of confering with the City’s Real Property Negotiator, enclor Confering with the City Attomey on potential andlor existing ligation, andlor discussing matlors Covered under Government Cade Section 54957 (Personnel), andlor conferring with the Ciy’s Labor Negotiators as falows; provided, however, prior to so moving into closed session, the Cily Attorney shall make any announcoments required by the Brown Act pertaining to such closed session matters Conference with Real Property Negotiator (Govt. Code Section 54956.8): None Conference with Legal Counsel-Existing Litigation (Gov. Code Section £54956.9()(1)):None Conference with Legal Counsel - Anticipated Ligation: Signifcant exposure to Iigation pursuant to Govt. Code Seaton 54956,9(0)(2) 1 mati Iniiaton of ligaton pursuant” ip Gow Code Sesion 54086.9(0)4). 1 malt Discussion of Personnel Matters (Govt. Code Seetion 54957): None Conference with City's Labor Negotiator (Govt. Code Section 54967.6): Tara Schuta. Assistant Cy. Managar'Dreetor of Human Resources, re. Management Employees, Alhambra, Poles Miscellaneous Assocation, Alhambra Police Offcers Associaton, Albambra Police Management Aseociaton, Ahambra Fite Fighters ‘Associaton, andthe Alambra Cty Employoos' Associaton RECONVENE & CITY ATTORNEY REPORT: In the event the Clty Council and Successor ‘Agency to the Forner Alhambra Redevelopment Agency move into a closed session, the City CCouneil and Successor Agency to the Former Alhambra Redevelopment Agency shall reconvene at 7:00 pam. ana the City Atfomey shall report upon the closed session if required 4 TATCOUNCIL BUSINESS 3. ANNUAL BOARDS AND COMMISSIONS APPOINTMENTS ~F2N17-28 The terms of office for all members ofthe City’s various Boards and Commission expire ‘on March 27, 2017; therefor, itis appropriate for Councipersons to appoint or reappoint theie representatives at this ime. With the exception of the Youth Commission, each representative may serve for a maximum of eight consecutive terms of one year each. ‘Appoints wil be effective for a one-year period commencing March 27, 2017 and fending March 28, 2018. Recommencled Action: _ The Mayor and each Couneilperson shall announce his ner new appointments to the Civil Service CommissioBoard of Appeals, HCDA Citizen ‘Advisory Committee, Board of Library Trustees, Parks & Recreation Commission, Planning Commission, Design Review Board, ‘Transportation Commission, Youth Commission, the Alhambra Cly Arts & Cultural Events Committee and the Environmental Committee with each appointment to be effective for a one-year period ‘commencing March 27, 2017 and ending March 26, 2018, Other than announcing ames of new appoiniees, no action is requite. CONSIDERATION OF A CHIEF OF POLICE CONTRACT WITH TIMOTHY VU - F2M-74, F2MI7-2, C2MI7-22, MZMI7-47 Staff requests thatthe City Council approve an Employment Agreement with Timothy Vu for the postion of Chief of Police, effective April 6, 2017 and authotize the City Manager to execute the Employment Agreement. The City contracted with Bob Murray and ‘Associates to undertake the gearch for a new Chief of Pofce and ster an extensive process, the City Manager selected Timathy Vu, curently Interim Chief of Police and Deputy Chiet of Police forthe City of Westminster. Recommended Action: City Council approve thet certain Employment Agreement designating Timothy Vu as the Chief of Police effective Apri 6, 2017 on fle inthe Office of the Ciy Clerk a8 Contract No. C2MI7-22 and by this reference incorporated herein land made a part hereof as though fully set forth herein, authorize the City Manager to execute the Employment Agreement, and, direct staf to undertake the steps necessary to finakze Counels action. (M2M17-47) CONSENT AGENDA, (itom Nos. 5-13) ‘Allitems listed under the Consent Agenda are considered by the City Council to be routine and will be enacted by one motion unless a clizen or Council member requests otherwise; in which ‘ease, the tem will be removed for separate consideration. AMEND CONTRACT: PROFESSIONAL AUDITING SERVICES- F2M5.63, C212.24, M2748 Staff requests thal the City Councll approve a three year extension of the City’s external independent aust contract, The Cay's current five year contract witn Wihte Nelson Dich 5 samyEvans, LLP expired with the audit of fiscal year 2015-2016, White Nelson Diehl Evans LLP and the City wish to extend the agreement for three more years to include the audit for fiscal years 2016-2017, 2017-2018 ane 2018-2019. City staf has been very pleased with White Nelson Diehi Evans’ professionalism and constructive suggestions during the course of the contract, especially with implementation of the new accounting pronouncements which have been and continue to be issued. The extension of the [agreement wil alo allow for consistency and continuity, Recommenled Action: City Council approve a. three (9) year extension of the City's extemal independent audit contract with the CPA frm of White Nelson Diehi Evans, LLP (C2M12.24); and, direct staf to undertake the steps necessary to finalize CCounci's action. (M2M17-48) 6. NOTICE OF COMPLETION: ALMANSOR PARK JOGGING TRAIL SECURITY LIGHTING PROJECT —F2N16-33, C2M16-44, M2M17-49, ‘On June 27, 2016 the ity Council awarded a contract to Facility Solutions Group in the amount of $67,960 for tha Almansor Park Jogging Trail Securty Lighting Project. ‘There was one change order issued for ths project, which resulted in a savings of $8,204, This project has been inspected by staff and all work has been completed i accordance withthe City's requirements and specications. As such, staf requests that the City Counc to accept ths project as complete Recommended Action: City Council accept the work of Facility Solutions Group for the Aimansor Park Jogging Tral Securty Lighting Project in the amount of $81,758 as complete: direct the City Clerk to fle a Notice of Gompletion with the County of Los ‘Angeles for recordation; instruct the Finance Director to release the 5% retention 35 days from the date of recordation if no lens are fled: and, direct staf to undertake the steps necessary to finalize Counci's action, (M2M17-49) APPROPRIATE FUNDS: CITY HALL LANDSCAPING PROJECT - F2M15-42, M2M17- 50 ‘Staff requests that the City Council appropriate funding for the City Hall Landscaping Project in the amount of $90,000. Grant proceeds from the San Gabriel Valley Municipal ‘Water District wil be used to cover the costs ofthe project through a two-year combined grant Recommended Action: City Council appropriate funding for the City Hall Landscaping Project in the amount of $90,000; instruct the Director of Finance to amend the Puble Works Depariment’s budget accordingly, and, direct staff to undertake the steps necessary to finalize Council's action. (M2MA7-50) 8, SUBMISSION OF THE SINGLE AUDIT REPORT ~ F2M16-17 Staff requests thatthe City Counell receive and flle the Single Audit report forthe year fended June 30. 2016, Annually, the City is required to undergo an annual single audit of 6 327-1710 its federally funded programs. This auét was conducted by the City’s independent ‘accounting firm, White Nelson Diehl Evans, LLP. The Single Audit entais compliance Tequitements described n the U.S Ofice of Management and Budget (OMB) Circular A {133 Compliance Supplement that are applicable to each ofits major federal programs for the year ended June 30, 2016. In addition fo testing for compliance, the auctors also tested for internal control compliance. The City’s Single Aut did’ not Identify any deficiencies in internal control over compliance that were considered to be material weaknesses, Recommended Action: City Council receive and order fled the Single Aust report for tre year ended June 30, 2018, FY 2016 URBAN AREA STRATEGIC SECURITY INITIATIVE GRANT ~ F2M1-106, (¢2M17-23, M2M17-46, ‘As a designated Core Cily, the City of Los Angeles is eligible for adaltional funding trough the Urban Area Strategie Security Initative (UASI) Grant Program that is ‘administered by the Depariment of Homeland Securty. In addition to the Core City, Indwvidual eles that are contiguous 10 the City of Los Angeles are also elgible for funding. The Alnamera Fire Depariment and the Alhambra Police Department jolly submited a grant request for $119,137 to the Approval Authority wo administers the UASI Grant Program, and the request was approved, The Fire Department was allocated $97,560 and the Police Department was alocated $21,577. The Fire Department wll use ther funds to cover the cost of Urban Sgarch & Rescue equipment for the Regional Training Center, and for MOBEX Exercises. The Police Department vil ‘use Is allocated funds for Trauma Kits and @ Mask Ft Tes! Machine, Recommended Action: City Council take the follow actions: 1) Accept the 2018 UUASI grant in the amount of $119,137; 2) Direct the Director of Finance to amend the City's 2016-2017 adopted budget, increase the Fire Department revenue by $97,560 in Account 107.30,42392 and appropriate $97,560 in account 101.20.3610.09382, inerease the Police Department revenue by $21,577 in account 101,20.42382 and appropriate $21,577 In acoount 101,20.2010,98382; 3) Approve an agreement withthe Cily of Los Angeles for the FY 2016 UASI Grant and authorize the Fie Chief to sign the Agreement, ‘and, 4) Direct staff to undertake the steps necessary to finalize Council's action ((m2ht7-46) BUDGET APPROPRIATION TO FUND PURCHASE OF A NEW BOILER FOR CITY HALL F2M16-17, M2M17-51 ‘The borin Cty Hal, which Is the primary piece of machinery that produces heal forthe buiing, fled approximately four weeks ago. The City’s contracted preventative ‘maintenance company, Johnsons Controls, Inc. has advised that a repair would be costly and would not extend the life of the boller much longer. Based on this recommendation, staff solicited written proposals from three different companies forthe replacement and instalation of a new boiler. The proposals ranged from $52,168.42 to ‘$29,800. Equipment Tech Services works primarily with boilers, and their proposal came in the least expensive at $29,800. Staff is requesting an appropriation of funds in the 7 3271714 12, 13, ‘amount of $30,000 to purchase and install a now boiler from Equipment Tech Services, land retum heat to Gity Hall, making customers and staff more comfortable withthe ‘imate inside the building, Recommended Action: City Council approve a General Fund appropriation in the ‘amount of $30,000 to Building Maintenance forthe purchase of a new boiler in City Hal land, drect staf to undertake the steps necessary to finalize Counei’s action. (M2MA7- a) ‘TREASURER’S REPORT -F2N17-4 Recommended Action: City Council receive and fle as submitted the Treasurer's Report prepared by the Director of Finance for the month of February, 2017, Isting all of the Citys investments as of February 28, 2017, MINUTES: Recommended Action: City Council review and approve as submitted the Minutes ‘of tie Maren 13, 2017 regular meeting of the Alhambra Cty Council DEMANDS - F2M17-4 Recommended Action: City Council approve as submited Final Check List (180847 tu 180924) in the amount of $1,891,685 87 forthe period ending February 23, 2017 and Schedule of Wire Transfers in the amount of $2.282,085.25 for tho woek tending February 24, 2017: Final Check List (181180 thru 181368) in the amount of [$553,119.17 forthe period ending March @, 2017 and Schedule of Wire Transfers in the ‘amount of $1,374,987,95 forthe weok ending March 1, 2017; Final Check List (181369 thu 181561 In the amount of $1, 196,984.85 for the poriod ending March 16, 2017; ‘Schedule of Wire Transfers in the amount of $1,005,987.91 for the week ending March 10, 2017; and, Schedule of Wire Transfers in the amount of $1,853,426 78 for the week tending March 10, 2017. ORDINANCES ~ SECOND READING 44, ORDINANCE AMENDING CHAPTER 6.15 OF THE ALHAMBRA MUNICIPAL CODE PERTAINING TO GRADING AND POSTING OF LEIIEK GRADES TO INCLUDE MOBILE FOOD FACILITIES (FOOD TRUCKS) - F2N17-16, O2M17-4710 Staff requests that the City Council adopt an Ordinance amending Chapter 6.15 of the ‘Alhambra Municipal Code pertaining to grading and posting of letter grades to include ‘mobile food facilites (food trucks). The City was contacted by the Director of the Bureau of Specialized Sunvelance and Enforcement for the County of Los Angeles Public Health Department Who requested that the City of Alhambra adopt an ordinance conforming with the County's as it related to inspection grading and posting of letter grades for moble food faciilies to help ensure countywide enforcement. The evelopment of @ grading program for mobile food facities (food trucks), as with 8 ara745, restaurants and food markets in the City, is intended to minimize the risk of foodborne jess by identifying high risk violations and bringing these conditions to the attention of the facilly owmerioperator and the public. Recommended Action: Clty Council drect the City Attomey to give second reading by title onl to the folowing ordinance entitled Ordinance No. O2M17-4710: An Ordinance of the City Council of the Gly uf Alembra, Calforia, amending Chepler 6.15 of tho Alhambra Municipal Code pertaining to grading and posting of letter grades to inoluce Mobile Food Facilties (Food Trucks) after which the Counel, by mation, may adopt Ordinance No, O2M17-4710. REAUTHORIZATION OF CITY PEG FEE COLLECTION AUTHORITY UNDER STATE LAW ~ F96-22, O2M17-4711 Staff requests that the City Council adopt an Ordinance reauthorizing the City PEG fee collection authority under state law. In California, franchising and regulation of cable TV and video providers is governed by the Digtal Infrastructure and Video Competition Act of 2006 (DIVCA). One provision of DIVCA allows local entities to establish by ordinance '8 fee equal to one percent of operators’ grass revenues generated locally, which can be Used solely fo support Public, Educetional and Government Access (PEG) capital expenditures. In 2007, the City Council amended Alhambra’s Telecommunications (Grdinance — Chapter 4.08 of the Municipal Code te incorporate requirements for video providers franchised by the state in conformance with DIVCA. The amendments Included estabishment of the PEG Fee for state-ranchised providers, The current state~ issued franchises forthe two video providers operating in Alhambra - AT&Y and Charter ‘Communications (now branded as Spectrum) — expire in March, 2017 and January, 2016 respectively. The conclusion ofthe intial 10-year terms of the state franchises is significant because DIVCA slates that local one percent PEG fee ordinances "shall ‘empire, and may be reauthori2ed, upon the expiration ofthe state franchise." At present, itis unclear whether re-authorization ofthe Gitys PEG Fee ordinance is required upon texpiration of the ATT and Charter video franchises. However, staf has observed that ther local agencies, including the City of Los Angeles, have sought re-authorization of ther PEG Fee ordinances as AT&T's inal statewide franchise comes to an end. Although a reasonable argument may be made that DIVCA's expiration language does not apply, there is the possiblity tat PEG funding could be lost unless the fee is eauthorived Ax sich, stall recommends the Gy Council adopt the proposed brdinance Recommended Action: City Gouncl direc the Cty Attorney to give second reading by title only to the folowing ordinance entitled: Ordinance No, O2M7-4711: An Ordinance of the Alhambra City Council reauthoriing the Pubte, Educational, and Governmental Access Fee after which the Council, by mation, may adopt Ordinance No. O2MA7-4711 ° s2ri7‘ORAL COMMUNICATIONS (TIME LIMITATION - § MINUTES! CCitzens wishing to address the Council and/or Successor Agency to the Former Alhambra Redevelopment Agency on any matter which is within the subject matter jurisdiction ofthe City Council and/or Successor Agency to the Former Alhambra Redevelopment Agency not on the ‘Agenda may do s0 atts time. Please state your name and adress clealy forthe record. Please note that while the City Council andlor Successor Agency to the Former Alhambra Redevelopment Agervy values your comments, pursuant to the Dfown Act, the City Counell andlor Succeseor Agenoy to the Former Alhambra Redevelopment Agency cannot take action ‘nies the matter appears as an tem on @ forthcoming agenda. COUNCIL COMMUNICATIONS (ANNOUNCEMENTS & FUTURE AGENDA ITEMS) F2M17.7 Each Councilmember at his discretion may address the Council and public on matters of general information andior concern inclsing announcements and future agenda items, ADJOURNMENT: The next regulary schedluled meeting of the Alhambra Cty Council will be held on Monday, April 10, 2017 at 5:30 pm, in the Alhambra City Hall Council Chambers, 111 South First Street, Alhambra, California. NOTICE ‘Agenda ltems: Copies of he staff reports or other written documentation relating to the items listed ‘on this agenda are on fle with the City Clarkin Alhambra City Hall located at 111 South Fist Street, Alhambra, California, and are avaliable for inspection during regular office hours, Monday through Faday fram 8:00 am, 19 5:00 pm. I You would ike fo sign-up fo recelve the City Counc meeting ‘agenda and staf reports packet, please vist the Ciy’s website at w.ctofalhambra.org and you willbe able to submit your email address on the homepage tothe subscription service. Broadcast of Meeting: A lve vdeo stream of each Gouncil esting Is avalabe though the City’s website, The regular meetings of the Alhambra City Councl are recorded and are brosdcast on Charter Channels 2 and 182 at 7:30 pm. on the Thursdays and Mondays following the meeting Recordings are also avalabe for Viewing by the pubic on tha Cy of Alhambra's website, at the ‘Anambra Public Library and, upon appointment, inthe Adminstrave Services Department. Americans with Disabilities Act: if you require special assistance to participate in any City meeting (including assisted istening devices), please contact the City Cetl's Office (626) 670-5090. Notication of at losst 72 hours prior to tha mesting wail anable tha Cily i make reasonable arrangements fo ensure aecassbity to this meeting LAUREN MYLES, CMC CITY CLERK 10 a2rt7NO STAFF REPORTItem No. CITY OF ALHAMBRA faire "AGENDA REPORT CITY MANAGER APPROVAL: DATE: March 27, 2017 To: Honorable Chair and Boardmembers suourrreD BY: Tar shut Aen! Cy anguftine f an Para SUBJECT: TERMINATION OF THE CONTRACT BETWEEN THE BOARD OF ADMINISTRATION CALIFORNIA PUBLIC EMPLOYEES" RETIREMENT ‘SYSTEM AND THE CITY OF ALHAMBRA AS SUCCESSOR AGENCY TO ‘THE FORMER ALHAMBRA REDEVELOPMENT AGENCY (CalPERS ID: 11641766093) RECOMMENDATION: Staff is recommending tha the Successor Agency approve Resolution No, R2M17-12 approving an ‘Agreement to Terminate the Contract between the Board of Administration Calfernia Public Empoyees’ Retirement System and the Gity of Alhambra as Successor Agency to the Former ‘Alnambra Redevelopment Agency (CalPERS ID: 1641768098) and authorize the Cty Manager or his dasignee to undertake auch other actions as are necessary to complete the selected ermination option. BACKGROUND: |n2012, legislation was passed eliminating Redevelopment throughout the Stat of California and requiring all former agencies to wind down the business and financial obigations of each respective lagency. The financial obligations ofthe former Redevelopment Agency were submited to and ‘2pproved by the Department of Finance (DOF). Among these obigations's the contract between the former Agency and the Califoria Public Employees Retirement System, which provides retirement benef for currant and retired employees of the former Agency. (On March 14, 2016, the Successor Agency approved Resolution No. R2MI6-6 giving Notice of Intention to Terminate the Contract between the Board of Administration Celifomia Public Employees’ Retirement System and the former Alhamora Redevelopment Agency (CalPERS ID: 1681766093). Staff submited tis to PERS who began the actuarial analysis fr the preliminary ‘estimate for the Agency s consideration and submission to DOF for approval. The actuarial analysis ‘overs a total of 20 employees, both retired and sill working, ‘On September 12,2016, the Successor Agency approved Final Compensation atRtirement (Non- Frozen) as the Termination Option for terminating the contract with CalPERS. This option would allow forthe current employees to include any increases in compensation in thelr calculation when thay retire at some point In their future. This is the way retirement compensation Is normally ‘calulated, The estimated cost for ths option as of June 30, 2016 is $5,227,200 based on the PERS Actuarial estimate forthe Termination received in June 2016.ANALYS! ‘The PERS contract termination process isa 12month process and would become effective March 48, 2017, Upon adoption of Resolution No. R2M17-12 and the Agreement Terminating the Contract, PERS wil conduct the final actuarial rmination valuation to determine the reserves lo be held for the benefit of the relied members, mombers leaving contribution on deposit and Beneficaries who are enilled to receive benefits. This process takes three to six months to ‘complete. Funding forthe payment ofthe termination is avalable through the proceeds from the Sele of former Agency assets. Use of these funds has been approved by the Department of Finance ATTACHMENTS: Resolution No, R2M17-12Resolution R2M17-12 RESOLUTION TO TERMINATE THE CONTRACT BETWEEN THE BOARD OF ADMINISTRATION ‘CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT SYSTEM AND THE CITY OF ALHAMBRA AS SUCCESSOR AGENCY TO THE FORMER ALHAMBRA REDEVELOPMENT AGENCY WHEREAS, the City of Alhambra as Successor Agency to the Former Alhambra Redevelopment Agency entered into a contract with the Board of ‘Admin{stration, Public Employees’ Retirement System effective September 25, 1969, providing for the participation of their employees in the Public Employees’ Retirement System; and WHEREAS, the City of Alhambra as Successor Agency to the Former Alhambra Now, Attest: Genk Redevelopment Agecny did declare its intent to terminate sald contract by executing a Resolution of Intention on March 14, 2016 to terminate the contract between sald governing body and the Board of Administration of the Public Employees’ Retirement System; ‘THEREFORE, BE IT FURTHER RESOLVED, that an Agreement ‘Terminating the Contract between the City of Alhambra as Successor Agency to the Former Alhambra Redevelopment Agency and the Board of Administration of the Public Employees’ Retirement System Is hereby authorized, a copy of said agreement being attached hereto, marked “Exhibit AY and hy such reference ‘made a part hereof as though herein set out i full The Presiding Officer of the City of Alhambra as Successor Agency to the Former Alhambra Redevelopment Agency is hereby authorized, empowered and directed to execute said agreement for and on behalf of said agency. Adopted this_day of. Presiding Officer n 77/6)“EXHIBIT A" AGREEMENT TO TERMINATE THE CONTRACT BETWEEN THE BOARD OF ADMINISTRATION ‘CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT SYSTEM AND THE CITY OF ALHAMBRA AS SUCCESSOR AGENCY TO THE FORMER ALHAMBRA WHEREAS, WHEREAS, WHEREAS, [REDEVELOPMENT AGENCY the City of Alhambra as Successor Agency to the Former Alhambra Redevelopment Agency and the Board of Administration, Public Employees’ Retirement, entered into a contract pursuant to Sections 20460, et seq. of the Government Code, effective September 25, 1969, for the participation of said Public Agency in the Public Employees’ Retirement System; and Section 20570 of the Government Code provides that a contract between the Board of Administration of the Public Employees’ Retirement System and a contracting agency may be terminated by adoption of a resolution by the governing body of the public agency, giving notice of intention to terminate, and by the adoption, not less than one year thereafter, by the affirmative vote of two thirds of the members of the governing body ofthe public agency, terminating the contract; and the City of Alhambra as Successor Agency to the Former Alhambra Redevelopment Agency adopted a Resolution of Intention on March 14, 2016 to ‘withdraw from the Public Employees’ Retirement System effective no eater than fone year thereafter; NOW, THEREFORE, BE IT AGREED between the City of Alhambra as Successor Agency to the Former Alhambra Redevelopment Agency and the Board of Administration, Public Employees’ Retirement System that the contract entered into effective September 25, 1969 is terminated effective ‘and obligations on and after that date of the agency and its employees who are members under the Public Employees’ Retirement System, are as provided in Government Code Section 20575 which provides that the final compensation used in the calculation ‘of benefits shall be calculated in the same manner as the benefits of employees of agencies that are not terminating. ‘Witness our hands this__day of. BOARD OF ADMINISTRATION CITY OF ALHAMBRA AS SUCCESSOR PUBLIC EMPLOYEES’ RETIREMENT SYSTEM AGENCY T0 THE FORMER ALHAMBRA, REDEVELOPMENT AGENCY By, BY. CHERYL EASON, CHIEF FINANCIAL OFFICER PRESIDING OFFICER PUBLIC EMPLOYERS RETIREMENT SYSTEM Attest Clerk es.con 78 2057510. 3/0;2060)tam Wo, peal SROENDA REPORT ia CITY MANAGER APPROVAL: ATE: March 27,2017 To: Honorable Mayor an Member ofthe Cy Counc SUBMITTED BY: Lauren yes, Cy Cle SUBJECT: _ ANNUAL APPOINTHENTS T0 CITY BOARDS AND COMMISSIONS Recommended Action: Each Counclperson shall announce his/her new appointments to the Civil ‘Service Commission/Board of Appeals, HCDA Citizen Advisory Committee, Board of Library Trustees, Parks & Recreation Commission, Planning Commission, Design Review Board, Transportation Commission, Youth Commission and the Alhambra City Arts & Cultural Events Commitee with each ‘such appointment to be effective for a one-year period commencing March 27, 2017 and ending March 26, 2018. Other tan announcing names of new appointees, no action is required ‘To assis the City Council in making appointments this evening listed below are the current appointees, {or each Councilmember whose terms of office expice on March 26, 2018: MAYOR MEJIA Appointee other than Incumbent Incumbent Chil Service Commission! Board of Appeals ‘Michael Placido HCDA Citizen Advisory Charles Lucero Committes Vacant Mareos Sayon Board of Library Trustees Gary Frucholz Parks & Recreation Commission ‘Maurice Norringlon Vacant —Gany Guevara Planning Commission Tom Berge Jr ‘Thomas MaloneyDesign Review Board ‘Transportation Commission Youth Commission ‘Alhambra City Arts & Cultural Events Committee Environmental Committee Vacant (rng Kao teed) Joseph Malcor Vacant Lucy Banuslos. Madeline Placido Vcr ney Cevme ett) Hi Duan Maple Duong Elsa Jimenez Gregory Palm Vaca Lillian De Loza-Gutiorrez COUNCILMEMBER MESSINA Cul Service Commission! Board of Appeals HCDA Citzen Advisory Committee Board of Library Trustees Parks & Recreation Commission Panning Commission Design Review Board ‘Transportation Commission ‘Youth Commission ‘Alhambra City Arts & Cultural Events Commitee Environmental Committee Appointee other than Incumbent Incumbent David Delgado Carolyn Ortiz (etavio Casado Antoinette Rodriguez Bolla Flowers Frank Bodernan Antonio Chavira Jr Debra Garcia Ricardo Sanchez Atel Sanders Vacant Steven Placido Belinda Olmeda Vacant James Salazar ‘Vacant ee Finan tnd ou Carla Pemberton John VuongCOUNCILMEMBER AYALA Civil Service Commission! Board of Appeals HDA Citizen Advisory Committee Board of Library Trustees Parks & Recreation Commission Planning Commission Design Review Board Appointee othor than Incumbent Incumbent Magdalena Ocampo Maria Conchita Bafelos Lupe Ramos Patricia Rocriguez-Mackintosh Vacant Veronica Martinez ‘Suzi Dunkel-Soto Ross Maza Daniel Amaya Freire ‘Transportation Commission Brandon Cree! Darin Eng —————— ‘Youth Commission Kenny Yeung Nataly Aviles Michelle Pham ‘Alhambra City Arts & Cultural Events Committee Julian Reyes. Environmental Committee im Luu COUNCILMEMBER SHAM Appointee other than Incumbent Incumbent civil Service Commission! Board of Appeals Stephen PerryHDA Citizen Advisory Steven J. Cosci Committee Vacant ory Stu emed o) Mark Le Board of Library Trustees Vacant (oven S.chan ered __Kerry Situ Parks & Recreation Commission Margaret Whelan Donald Mumfore! Pianning Commission Mary Louise Bunker Gay TK. Tse Design Review Board Wing Ho ‘Transportation Commission Vacant taktsemevectencaay _Gwen Chen Vacant ‘Youth Commission Sophia Garcia Vacant ‘Amber Gutierrez ‘Anthony Hu ‘Alhambra City Arts & ‘Cultural Events Committee kristen Lau Environmental Committee Joseph Fong COUNCILMEMBER MALONEY Appointee other than Incumbent Incumbent Civil Service Commission! Board of Appeals Loe Lieberg HCDA Gitizen Advisory Todd Sakamoto Committee Nickie Chan Board of Library Trustees Betty Hanson Parks & Recreation Commission Glenn Barnett Vacant ‘Anthony SetoPlanning Commission Design Review Board Transportation Commission Youth Commission ‘Alhambra City Ats & Cultural Events Commitee Environmental Committee ‘Owen Guenthard Steve Huang Nora ©. Hernandez Vacant ‘Scott Chan ‘Tracy Duong Stella Lin ‘Vacant ets mere taes Randy Fukuda Linda Yamauchi John Lodge Sophia Omeda— Luthi Dan LewisItem No. CITY OF ALHAMBRA Coe "AGENDA REPORT CITY MANAGER APPROVAL: wy \ DATE: March 27, 2017 To: Honorable Mayor and City Counci UEMTTED mY: Tm cy, Assit Cy HanapeDlecor tan Resse fe ‘SUBJECT CONSIDERATION OF A POLICE CHIEF CONTRACT WITH TIMOTHY VU, RECOMMENDATION: Staffs recommending that the Cty Council authorize the Cty Manager to execute the attached Employment Agreement designating Timothy Vu, as the Chief of Police, effective Api 6, 2017. BACKGROUND: On July 1, 2046, the City contracted with Jackie Gomez-Whiteley to serve as the Citys Interim Police Chief while t conducted a search for a new Police Chief to take the place of former Chief Mark Yokoyama when he was appointed City Manager. “The City contracted with Bob Murray & Associates to undertake the search forthe now Police Chie. ‘Aller an extensive process, the Cily Manager selected Timothy Vu, current the interim Police Chet and Assistant Police Chief forthe Cty of Westminster. Fred Freeman of Bob Murray & Associates undertook the negotiation of the employment contact, ‘which is attached for City Counc consideration, FINANCIAL IMPACT: ‘The proposed benefits are commensurate with those provided to current City department heads. The base salary will be one hundred, ninety thousand dollars per year. ATTACHMENTS: Contract No, C2M17-22EMPLOYMENT AGREEMENT FOR THE POSITION OF CHIEF OF POLICE ‘CITY OF ALHAMBRA. (CONTRACT NO. C2M17-22 ‘This Employment Agreement (“AGREEMENT”) is made and entered into by and between the CITY OF ALHAMBRA, a Charter Law City and Municipal Corporation of the State of California CITY"), and TIMOTHY VU CVU"), an individual, (collectively the PARTIES") onthe following terms and conditions: RECITALS A. __ CITY desires to employ the services of VU as CHIEF OF POLICE of CITY (/CHIEF OF POLICE”), as provided for bythe City of Alhambra Charter and City of Alhambra “Municipal Code, in consideration of and subject the terms, conditions, and benefits set forth in this AGREEMENT, B. —_ VU desires 10 accept at-will employment as CHIEF OF POLICE of CITY in consideration of and subject to the terms, conditions, and benefits set forth in this AGREEMENT; OPERATIVE PROVISIONS THEREFORE, in consideration of the above recitals and promises and conditions ‘contained herein, CITY and VU mutually agre as follows: Position and Duties. LA Position. VU accepts employment with CITY as CHIEF OF POLICE and shall perform all functions, duties and services set forth in Section 1.6 [Duties] ofthis AGREEMENT. 1.2 Period of EmploymentiCommencement Date. This AGREEMENT commences and is effective on April 6, 2017 (“COMMENCEMENT DATE") after being approved by the City Council, and after being executed oth by VU and the City Manager. 1.3. ARWilL VU acknowledges that he isan at-will employee of CITY who shall serve atthe pleasure of the City Manager at al times uring the period of his employment and that his employment may be terminated at any me for any of no reason with or without cause 35. provided in Section 5 {Termination} of this AGREEMENT and/or by operation of applicable California or federal law. The terms of the CITY's personnel rules, policies, regulations, procedres, ordinances, resolutions, Charter, or Municipal Code, as they may be amended or ‘supplemented from time to time, (Collectively "PERSONNEL POLICIES") shall apply to VU to the extent such PERSONNEL POLICIES do not conflict with this at-will status. — This provision is not intended to limit, ia any way, any right that VU has under the Public Safety Officers Procedural Bill of Rights Act, as set forth in California Government Code Sections 300-3313.1.4 No Property Right, Nothing in this AGREEMENT fs intended to, or does, confer ‘upon VU any right to any property interest in coninued employtnent, or any due process ght to 4 hearing before or after a decision by the CITY to terminate his employment, except Is expressly provided in Section 5 [Termination] of this AGREEMENT and/or by operation of California or federal law. Nothing contained in this AGREEMENT shall in any way preven, Limit or otherwise Interfere with the ight of CITY to terminate the services of VU as provided in Section 5 [Termination], Nothing in this AGREEMENT shall prevent, limit or otherwise Jnerfro with the sight of VU to resign at any time from this postion with CITY, subject only to the provisions sat forth in Section [Termination] ofthis AGREEMENT. This provision is not Intended to Limit, in any way, any right that VU has under the Public Safety Officers Procedural Bill of Rights Act, as set forth in Califomia Government Code Sections 3300-3313. 1.5. Application of Citys Personnel Policies. The terms of the CITY's PERSONNEL POLICIES shall apply 10 VU unless such PERSONNEL POLICIES conflict with this AGREEMENT. 1.6 Duties. VU shall have the powers, duties and responsibilities set forth in this Section 1.6. VU shall exercise such powers and perform such duties and responsibilities atthe direction and under the supervision of the City Manager. 1.6.1 _ VU shall serve as the CHIEE OF POLICE and perform the ‘duties set forth in the Job Description attached hereto and Incorporated herein by reference as Attachment “A”. In addition to the foregoing, a the CHIEF OF POLICE, VU shall: (a) keep the City Manager fully apprised of all significant ‘ongoing operations of the Police Department; (b) report direcly to the City Manager; and (c) periodically, or as may be otherwise specifically requested by the City Manager or City Council, provide status reports to the City Counell on his ‘activities and those ofthe Police Department. 1.62 VU agrees to exercise all Chief of Police powers and perform all Chief of Police duties set forth in the City of Alhambra Charter, Article XIIL, section 77, including subsequent amendments, which include, but are not limited to, che following duties: ©The chief of police shall enforce, within the jurisdiction of the city, the execution of all laws and ordinances; and for the suppression of any riot, public mult, disturbance of the peace of resistance against law or public authorities inthe lawful exercise of, their functions. (He shall have all powers that are now or may hereafter be conferred upon police officers by the laws ofthe state, and shall in all respects be entitled to the same protection, and his lawful orders shall be promptly executed by deputies and police officers in the city, and every citizen shall also lend aid, wen required for the arest of offenders and in ‘maintenance of public order, (li) He shall and Is hereby authorized wo execute and rem all processes issued and directed to him by a court of competent jurisdiction or judge o other legalauthority. (Gv) He shall have charge ofthe city jl and prisoners. (0) _ He shall devote his entire time tothe discharge of the duties of his, office, and subject to the Charter and such rules and regulations as the council may prescribe, shall have contol ofthe police force. (vi) _ In addition to his duties in this Charter specified, he shall discharge all duties requiced of hie by dhe laws of this state and ordinances notin conflict with this Char, 1.63 Without addluional compensation, VU shall provide such other services 25 are customary and appropriate to the position of CHIEF OF POLICE, together with such adaltional services consistent with California and federal law, the Police Department and PERSONNEL POLICIES that are assigned from time to time by the City Manager. VU shall devote his best efforts and full-time atention tothe performance of these duties. 17. Hours of Work. VU shall devote the ime necessary to adequately perform his duties as CHIEF OF POLICE 2s provided herein. In addton, VU may be placed on an altemate ‘work sehedule by the City Manager (.., 4/10 0° 9180). VU shall be required to have an onsite presence atthe CITY's Police Department Headquarters, Police Stations andr City Hall during each day of his work schedule assigned by the City Manager to provide adequate availablity 10 the City Counell, Cy Manager, City staff, Police Department, and members of the community during regular CITY business hours an forthe performance of his duties and of CITY bus ‘The position of CHIEF OF POLICE shall be deemed an exempt position under state and federal ‘wage and hour laws. VU's compensation (whether salary or benefits or other allowances) isnot based on hours worked and VU shall not be ented to any compensation for overtime. 18 Regional and Professional Activity. CITY desires VU to be reasonably active in ‘ational, statewide, regional and professional organizations that will contribute to the CHIEF OF POLICE's professional development and standing and tha will contribute tothe advancement of CCITY’s interests and standing. Toward that end, VU may, upon advance approval from the City ‘Manager and adequate budgeted funds therefor, undertake such activities as are directly related to his professional development and that advance the interests and standing of CITY. These activites may include, without limitation, parcipation in the California Peace Otficers ‘Association, California Police Chiefs Association, Los Angeles County Police Chiefs ‘Assoclation or other similar national, statewide, regional or professional ganizations, provided that such activities do notin any way Interfere with or adversely affect his employment as. CHIEF OF POLICE or the performance of his duties as provided herein, CITY agrees to retnbutse, as provided in Section 1.10 [Reimbursement] ofthe AGREEMENT, VU's reasonable and necessary travel, business and subsistence expenses for the activities described herein. 19 Other Activiy. In accordance with Government Cade Section 1126, during the period of his employment, VU shall not accept, without the express prior writen consent ofthe Gay Manager, any other employment or engage, directly ot indirectly, in any other business, ‘commercial, ot professional activity (except a8 peritied under Section 1.8 (Regional andProfessional Activity), whether or not for pecuniary avantage, chat is or may be competitive ‘with CITY, that might cause a conflic-of-interest with CITY, of that otherwise might interfere with the business or operation of CITY or the sauisfactory performance of VU's duties as CHIEF OF POLICE, 1.10 Reimbursement. CITY stall reimburse VU for reasonable and necessary travel, subsistence and other business expenses incurred by VU in the performance of his duties. All reimbursements shall be subject to and in accordance with California and federal law and CITY's policies and procedures regarding reimbursement 2 Compensation. 21 Base Salary. 24.1 VUstall receive an annual base salary of one hunted and ninety thousand dollars and zero. cents ($190,000.00) paid according to the scheduled paydays for CITY personnel 24.2 Any and all adjustments to VU's base salary compensation ‘will be obzained through negotiation withthe City Manager. 213 The Clty Manager shall have sole discretion in determining ‘he amount and timing of any Increases to VU's base salary, including, but not limited to, whether and to what extent such increases will be retroactive in effect 2.2 Evaluation. In accordance with City policy, the City Manajer will review and evaluate the performance of VU as CHIEF OF POLICE. The purpose ofthe review shall be to provide VU with feedback on his performance, desired areas of improvement, and progress in meeting, achieving, or exceeding City Council and City Manager defined goals, objectives, Priorities, activites, and programs. Periodically, VU shall meet with the City Manager to ‘establish goals forthe following year. Failure by the City Manager to provide a timely or any performance evaluation shall not limit the City Manager's ability to terminate this Agreement pursuant to Section § [Termination 23 Benefits. 23.1 Health Insurance ()_ Health, dental and vision insurance coverage shall be provided to LU in accordance with CITY's PERSONNEL POLICIES, (i) The terms and conditions of U's eligibility for any post-retirement health insurance coverage shall be subject to CITY's PERSONNEL POLICIES: {o the extent such PERSONNEL POLICIES do not confic with this AGREEMENT. Subject to ‘these terms and conditions, after twenty (20) yeas of service, the CITY shall pay VU a monthly amount of twa hundred and sixty dollars and Zero cents ($260.00), after twenty-five 25) years of service, the CITY shall pay VU a monthly amount of three hundred and sixty dollars and zero ‘cents ($360.00), plus the minimum employer contribution amount for an employee eligible forparticipation in the Public Employees" Medical and Hospital Care Act program as se forth in Goverment Code Section 22892(b). 24 Vehicle Operation, The terms and conditions of VU's eligibility for use of a CITY Vehicle shall be subject to CITY’s PERSONNEL POLICIES to the extent such PERSONNEL POLICIES do not conflict with this AGREEMENT, Subject to these tems and conditions, CITY agrees to provide VU with a CITY vehicle tobe used in connection with the performance of his duties as CHIEF OF POLICE along with incidental personal use. VU agrees {hat he shall operate the CITY vehicle ina safe manner, use due care and caution in its operation and otherwise in observance of all taffic laws and ordinances and shall maintain 2 valid California automobile crver license during the period of employment under this AGREEMENT, 25 Educational Incentive Bonus. VU is eligible 1 receive educational incentive pay {in the amount of three hundred dollas and zero cents ($300.00) per month for possessing a master’s degre from an accredited school, 26 Uniform Allowance. CITY shall make an annual one-time payment of $825.00 to VU, in the fire pay period in July, forthe purchase of uniform items, as described in Exhibit Hy 3. Vacation and Other Leave, 3.1 Vacation Leave. The terms and condltions of VU's eligibility for use of vacation leave shall be subject CITY's PERSONNEL POLICIES to the extent such PERSONNEL POLICIES do not conflict with this AGREEMENT. . Subjept to these tems and conditions, VU shall be entitled to ninery six (96) hours of vacation leave of the COMMENCEMENT DATE of this AGREEMENT, [In addtion tothe ninety six (96) hours of vacation leave, VU shall also be eligible to acerue vacation leave ata total of 96 hours per year of employment. Vacation leave shall accrue at arate of 8 hours per month. ‘The maximum amount of vacation leave that VU may have at any time shall equal 440 hours. If VU's earned but unused vacation leave reaches 440 hours, VU will stop accruing vacation Ieave unless and und the accrued vacation leave falls below 440 hours. Vacation leave will not be earmed during the period in which VU's benefits are a such maximum amount. VU shall be paid the value of any eamed and unused vacation leave the time of separation of employment for any reason. Bonus time stall be accrued at 8 hours per year beginning in the anniversary of VU's S* year to a maximum of 64 hours of vacation bonus time per year. 32 Holidays. 32.1 Clky Holidays, Paid holidays shall be provided to VU in accordance with CITY's PERSONNEL POLICIES. Paid holidays will be those deemed authorized by CITY, 32.2 Floating Holidays, The terms and conditions of VU's cligibilty for use of floating holidays shall be subject to CITY’s PERSONNEL POLICIES to the excent such PERSONNEL POLICIES do not conflict with this AGREEMENT. Subject to these terms and conditions, VU shall be eligible to acerue floating holidays ata total of 32 hours on July 1° of each fiscal year. ‘The‘maximum amount of floating holidays that VU may have at any dime shall equal 32 hours, VU will stop accruing floating holidays unless and until the accrued flosting holidays falls below 32 hours. Floating holidays will not be eared during the period In which VU's benefits are at such maximum amount. VU shall be paid the value of any earned and unused floating holidays atthe time of separation of employment for any reason 33 Administrative Leave. The terms and concitions of VU's eligibility for use of administrative leave shall be subject to CITY's PERSONNEL POLICIES 10 the extent cuch PERSONNEL POLICIES do not conflict with this AGREEMENT. Subject to these tems and conditions, VU shall be eligible to acerue adminisiaive eave a a total of one hundred and sixty tight (168) hours per calendar year In consideration of being required to attend after hour evens ‘The maximum amount of administrative leave that VU may have at any time shall equal 168, hours. - VU will stop accruing administrative leave unless and unl dhe accrued administrative leave falls below 168 hours. Administrative Leave will nat be eared during the period in which U's benefits are at such maximum amount. VU shall be eligible to cash out up to forty (40) hours of any earned and unused administrative leave on December 31 ofeach year. VU shall be paid the value of any eamed and unused administrative leave at the time of separation of employment for any reason, 34 Sick Leave. ‘The terms and conditions of VU's eligibility for use of sick leave shall be subject to CITY's PERSONNEL POLICIES to the extent such PERSONNEL POLICIES do not conflict with this AGREEMENT, Subject to these terms and conditions, VI shall be entitled to four hundred (400) hous of sick leave on the COMMENCEMENT DATE of this AGREEMENT. [a addition o these fous hundred (400) hours of sick leave, VU shall also be eligible to acer sick leave at a total of 86 hours per year of employment. Sick leave shall, cerue at arate of 6 hours pet month, No compensation shall be provided for earned and unused sick leave and such earned and unused sick leave shall not be paid out to VU, unless otherwise provided by CITY's PERSONNEL POL 4. Retirement, 4.1 Retirement Benefit Eoumula, The terms and conditions of VU's eligibility for retirement shall be subject to CITY's PERSONNEL POLICIES to the extent such PERSONNEL. POLICIES do not conflict with this AGREEMENT. ‘Subject to these terms and conditions, VU shall be enrolled in the State of California's Public Employees Retirement System (“CalPERS”) in accordance with CITY's 2% at 50 Retirement Benefit Formula, 42. Emplover Paid Member Contibution (“BPMC 42.1 City shall pay 2% of the employee contribution amonnt established by CalPERS for the 3% at 50 retirement benefit formula. ‘The City shall report the 2% EPMC as compensation eamable in accordance with Government Code Section 20636(0)4). 42.2 VU shall pay through payroll deduction, 6% of the employee contribution amount established by CalPERS forthe 3% at 50 Retirement Benefit Formula, Member contributions shall be made on a pre-tax basis to theextent permitted by the Intemal Revenue Code, 26 USC Section 414(h\.2). 423 Other Benefits, The terms and conditions of VU's ligibilty for contract benefits shall be subject to CITY's PERSONNEL POLICIES to the extent such PERSONNEL POLICIES do not conflict with this AGREEMENT, Subject to these terms and conditions, VU shall be entitled to participate in the Pre-Resrement Death Benefit - Election of Optional Settlement Two (Gov. Code § 21548), 5. Termination. SA By CITY, CITY may terminate VU at any time, with or without cause, by providing written notice of the reason(s) and an opportunity for administrative appeal, as provided by the CITY's Police Chief Administrative Appeal Policy, in accordance withthe requirements of the Public Safety Officers Procedural Bill of Rights Act, as set forth in California Government Code sections. 3300-3313 ("POLICE CHIEF ADMINISTRATIVE APPEAL POLICY"). CITY right to terminate VU shall only be subject to the POLICE CHIEF ADMINISTRATIVE APPEAL POLICY and not be subject to or in any way limited by any CITY PERSONNEL POLICIES or past CITY practices relating to the employment, discipline, or termination of its employees. VU expressly waives any rights provided for the CHIEF OF POLICE or CITY Personnel under the CITY's PERSONNEL POLICIES or under other State or federal law to any other form of pre- or post-temination hearing, appeal, or other administative pracess pertaining to tenmination, except as provided by the POLICE CHIEF ADMINISTRATIVE APPEAL POLICY. 52 ByCHTY fol Case. 52.1 CITY may immediately terminate this Agreement at any time by providing VU written notice of his termination for cause and the facts and grounds constituting cause in accordance with the POLICE | CHIEF ADMINISTRATIVE APPEAL POLICY. For purpose of this AGREEMENT, cause for termination shall include, but shall not be limited tothe following: (1) theft or ‘attempted theft; (2) dishonest; (3) willful or persistent material breach of duties; (4) ‘engaging in unlawful discrimination or harassment of employees or any third party ‘while on CITY premises or time; (5) conviction ofa felony; (6) engaging in conduct ‘ending to bring embarrassment of distepute to CITY and (7) unauthorized absences (CAUSE") 52.2 IF the termination remains in effect following administrative appeal in accordance withthe POLICE. CHIEF ADMINISTRATIVE APPEAL POLICY, or if VU does not exercise his right co administrative appeal, no severance payment or any futher salary shall be paid beyond the effective date of the termination. However, VU shall receive payment for his accrued and unused vacation, floating holidays and administrative leave as provided for in this AGREEMENT together with any extension of benefits required under California law. 53 ByCITY for Reasons other than cause,53.1 By providing VU at least thiny (30) days prior writen notice thereof, CITY may terminate VU for reasons other than CAUSE for the purpose of implementing the CITY's goals or polices, including but not limited to: (2) change of administration; or (2) incompatibility of management styles. 532 If the termination remains in effect following ‘administrative appeal in accordance withthe POLICE CHIEF ADMINISTRATIVE. AAPPRAT. POLICY, oe if VU dows not exerrise hie vight to adminitative appeal, VET shall be entitled t0 a “severance payment” equal to three (3) months base salary, less applicable deductions, plus applicable accrued and unused vacation, floating Dolidays, and administrative leave, as provided herein together with any extension of benefits required under Califomia law. This provision is intended to comply with Government Code Sections $3260 and 5326I. 54 By Employee. VU may terminate his employment for any reason, and at any time, with or without reason, by providing the City Manager with thiny (20) days advance ‘written notice, CITY shall have the option in its complete discretion, to make VU's termination effective at any time prior to the end of such period, provided CITY pays VU all compensation {due and owing him through the last day actually worked in accordance with the POLICE CHIEF ADMINISTRATIVE APPEAL POLICY. VU shall not be entitled to any severance payment under the AGREEMENT. tis understood and agreed that any notice of termination should be siven as soon as practicable and inthe best interest of CITY, 55.) Bflect of Coon on Teint. If VU is contd of rine invavng an abuse of i fear postin, a efnedn Covert Code Seton 882484, te fling reaiclons wil pai () any pad leave sven VO peng a iestgatn shall be alt ‘imbued o CIT i) any fans expend by CHY fre lea cma eee of VO hall be ly reused to CIT (i) any cash setlemen pal to VU sal be flys Upon convcton ofa covered felony unr Calfomia Govemment Cae scans 752277 ot 7i2b74 VU ay tel te bene necrdance wih hes Sets, 5.6 Benefits Upon Termination, All benefits to which VU Is entitled under cis AGREEMENT shall cease upon the termination of VU's employment in accordance with this, Section 5, unless expressly continued either under this AGREEMENT, under any specific written policy or benefit plan applicable to VU, or unless otherwise required by law. 7 Temminaton Obligations. VU agrees that all property, Including, without limitation, al! equipment, tangible Proprietary Information (as defined below), document, ‘econ, nos conrad Compergenermed mera frlshed 0 or prepared By hm inden to his employment belongs to CITY and shal be returned prompay t0 CITY epon termination of VU's employment. VU's obligations under this subsection shall survive the termination of his employment nthe expiration ofthis AGREEMENT. 6 Conflict OF interest. ‘VU represents and warrants to CITY that he presently has no interest, and represents that hhe will not acquire any interest, director indirect, financial or otherwise, which would conflict ia‘ermination of VU's employment. VU's obligations under this subsection shall survive the {termination of his employment andthe expiration of this AGREEMENT. 6. Conflict OF Interest. ‘VU represents and warrants to CITY that e presently has no interest, and represents that the will not acquize any interest, director indirect, financial or otherwise, which would conflict in ‘any manner or interfere in any way with performance of his services under this AGREEMENT. 7. General Provisions. 7A Recitals, ‘The recital, inclusive of all facts and representation, re incorporated ino this AGREEMENT as if set forth in the Operative Provisions. 712 Notices, All notices, requests, demands and other communications under this AGREEMENT shall be in writing and shall be effective upon delivery by hand or three (3) business days after deposit in the United States mail, postage prepaid, certified or registered, and addressed to CITY at the address below, and/or 1o the last known address maintained in VU personnel file. VU agrees to notify CITY in writing of any change in his address during his ‘employment with CITY, Notice of change of address shall be effective only when accomplished in accordance with this Section CITY’s Notice Address: City of Alhambra City Hall, Attn: City Manager TLL South First Stet Alhambra, CA 91801 VU"s Notice Address: Mr. Timothy Vu 73 Indemnification. Subject o, in aeordance wit, and to the extent provided by California Government Code Sections 995 through 996.6, CITY will indermily, defend, and hold VU harmless ffom and against any action, demand, suit, monetary judgment or other Tegal or administrative proceeding, and any lability, injury, loss or other damages, arising out of any ‘ct of omission occurring within the scape of his employment under this AGREEMENT. 74 Integration. This AGREEMENT is intended fo be the final, complete, and ‘exclusive statement ofthe terms of VU's employment by CITY under this AGREEMENT. “This AGREEMENT supersedes all other prior and contemporaneous agreements and statements, Whether written or oral, express or implied, pertaining in any manner to the employment of VU, ‘and it may not be contradicted by evidence of any prior or contemporaneous statements oF agreements, To the extent that the practices, policies, or procedures of CITY, now or in the future, apply to VU and are inconsistent with the terms of this AGREEMENT, the provisions of this AGREEMENT shall control Page 9 of 12AGREEMENT, CITY may, upon prior writen notice to VU, atsgn is rights and obligations Dereundet 7.8 Severability. If court or arbitrator holds any provision of this AGREEMENT to be invalid, unenforceable, or voi, such provision shall be severed from this AGREEMENT and the remaining provision shall remain in full force and effect, unless the result of suc ‘would be to substantially alter this AGREEMENT or the obligations of the PARTIES, in which case this AGREEMENT stall be immediately terminated, 7.9 Attorneys” Fees. In any legal action, abitation, or other proceeding brought to enforce or interpret the terms of this AGREEMENT, the prevailing party shall be entitled to recover reasonable attomeys” fees and costs, 7.10 Governing Law. This AGREEMENT shall be governed by and construed in accordance with the laws ofthe State of Califomia, and any ation in connection with o arising ‘ut of this AGREEMENT or any dispute beeween the PARTIES shal have venue proper only in [Los Angeles Count, State of California 7A1 Interpretation, This AGREEMENT shall be construed asa whole, according to its fair meaning, and not in favor of or against any party. By way of example and notin limitation, this AGREEMENT shall not be construed in favor ofthe party receiving a benefit aor against the party responsible for any particular Inguage In this AGREEMENT. Captions are used for reference purposes only and should be ignored in the interpretation of the AGREEMENT. This, AGREEMENT may be altered, amended or modified only by an instrument in writing, executed by the PARTIES to this AGREEMENT and by no other means. Each party waives their future right to claim, contest or assert that this AGREEMENT was modified, cancelled, superseded or changed by any oral agreement, course of conduct, walveror estoppel. 7.42 Further Assurances. The PARTIES shall execute and deliver such papers, ‘documents, and instuments, and perform such acts as are necessary ot approplate, co implement the terms ofthis AGREEMENT and the inten ofthe PARTIES to this AGREEMENT. 7.413 Acknowledgment. VU acknowledges that he has had the opportunity to consult legal counsel in regard to this AGREEMENT, that he has read and understands this AGREEMENT, that he i fully ware ofits legal effect, and that he has entered into it freely and ‘voluntarily and based a his ov judgment and not on any representations or promises other than those contained inthis AGREEMENT. IN WITNESS WHEREOF, CITY has caused this AGREEMENT to be signed and executed on its behalf by is City Manager and duly attested to by its City Clerk, ond VU has signed and executed this AGREEMENT. DATED: ory: ‘Mark Yokoyama,Loe mouly Vu ATTEST APPROVED AS TO FORM Lauren Myles, City Clerk “Joseph M. Montes, Cty AnomeyExhibit A Uniforms ‘As indicated in Section 2.6 of tis contract, below isa listing of the uniform items. Dry cleaning, services for cleaning and maintenance of Class A. & Class B uniforms Is provide by the City. The City pays forthe weekly cleaning of up to 2 uniforms ata eost of $2.20 per item, [Tn asap rans to) [Yessy Uniform Allwance | Disposed 1 pay pared | — $825.09 —| | oldu Pant Nt Safety Related | $85.00 each Class OSH Not Safety Related —| — $59.50 each Class Ahir Net SafetyRelated | $72.50 each — ‘ifr eka ‘Nat Safety Related —| #250 00each Shoss/Beots ‘Not safety elated | ~$i4000each Tiew/Tie Bar ‘Nat Safety elated | — $11.0each aly sek ‘SanvSall6rown — | — #55.00each (Wot Reportable) | (Notreportabe)Hem No. cry of aunamona oennantron cmvuanacerarrrovar; __\\Y\ bare Marc 27,2017 ro: Horeable Mayr and Member the ity Cone SUBMITTED BY: Paul Espincza, Fiance Decor /“” SUBJECT: APPROVAL OF THE FIRST CONTRACT ANENOMENT FoR caMt2.24 (iin tts NELSON SEH. EVANS, LLP FOR PROFESSIONAL Storia sewvcee RECOMMENDATION: itis recommended that the City Council approve a three (3) year extension of the City’s external independent audit contract with the CPA fm of White Nelson Diehl Evans, LLP. BACKGROUND: “The City’s current five (5) year Contract C2M12-24 with White Nelson Diehl Evans, LLP expired with the audit of fiscal year 2015-2076, White Nelson Diehl Evans, LLP and the City wish o extend the ‘agreement for three more years to include the auc fr fiscal years 2016-17, 2017-2018 and 2018 18. City staff has been very pleased with White Nelson Dich! Evans’ professionalism and constructive suggestions during the course ofthe contract, especialy with implementation ofthe new accounting pronouncements which have been and continue to be issued, The extension ofthe agreement vl flow for consistency and continuity FINANCIAL ANALYSIS: For the first year extension White Nelson Diehl Evans, LLP has proposed a fee of $4,500, a 3.9% increase over the fee for the FY 2015-2016, For the second year extension a fee of $46,785 is proposed, a 8% increase over the first year extension. For the third year extension a fee of $49,130 Is proposed, a 5% Increase aver the sacond year extension. ATTACHMENT: First Amendment to the Agreement for Professional Services Contract No. C2M12-24FIRST AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES Contract No. C2M12-24 ‘This FIRST AMENDMENT AGREEMENT FOR PROFESSIONAL SERVICES (“AGREEMENT”) is made and entered into effective as of the 27* day of March, 2017, by and between the CITY OF ALHAMBRA, a charter law cly, located at 111 South First Street, Alhambra, CA 91801, ("CITY") and White Nelson Dieh! Evans, LLP., located at 2875 Michelle Drive, Suite 300, Irvine, CA $2606 ("CONSULTANT’), 1. The CITY and CONSULTANT agree to amend Contract C2M12-24 for professional auditing (‘SERVICES’) as set forth below: "2, SCOPE OF SERVICES. Exhibit A attached to Contract C2M12-24 is hereby replaced with the proposal dated March 10, 2017 attached hereto as Exhibit A.” “8. FEE. Compensation to CONSULTANT for the total services to be rendered pursuant to this AGREEMENT shall be in an amount not to exceed $44,550, $46,785 and $49,130 for fiscal years ending June 30, 2017, 2018 and 2019 at rates described in Exhibit A “8. TERM, The term of this AGREEMENT shall be through the performance of ‘audit services for the fiscal years ending June 30, 2017, 2018 and 2019, 2. All other provisions of Amended and Restated Contract C2M12-24 remain Unchanged. AUTHORIZED SIGNATURES ON NEXT PAGEIN WITNESS WHEREOF, the parties hereto have caused this FIRST AMENDMENT to be executed on its effective date by their respective officers duly authorized on their behalf. fen CITY OF ALHAMBRA, a Charter Law City ATTEST: By David Mejia, Mayor Tauren Myles, City Clerc APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY By “CONSULTANT” WHITE NELSON DIEHL EVANS, LLP. ‘TAXPAYER ID # 33-0686301 By Print Name: Title: By Print Name: Title:IN DIEHL EVANS LLE March 10,2017 Mr, Paul Espinoza Director of Finance City of Alhambra 11 South Fist Street Alhambra, CA 91801 Dear Mr. Espinoza “The City of Alhambra (the City) has requested to extend our professional services agreement to provide audit services to the City and Cal State L.A. Metrolink Station Authority (the Authority) for thre additional years. Our maximum proposed fees for the aut services forthe fiscal years ending June 30,2017, 2018, and 2019, are as fellows: City - Ault 3 25700 T3033 Fa eH0 GASB 68 sts 1,655 i740 Single Ault of Federal Grants (1) 6450 675 Tals ‘Authority = Audit 33300 3,465 3,640 State Controller's Report: City 3.850 4.045 4250 Authority ss 1 ts Totals ian Ds Ee Additional Services, If Required Preparation of the City's CAFR §_4,J09 $_4,935 $_5.180 (1) The fees are quoted for two major programs, each additional major program will be an additional fee of $1,500. ‘Attached are the engagement letters forthe Cty and Authority for your review. Please sign and send a signed copy once it i available you have any question, pleae cll me at your convonionee. Very uly yours, WHITE NELSON DIEHL EVANS LLP M Daphinie Munoz. CPA Engagement Parner 2515 Nichelle Dive Suite 300, levine, CA 92606 Te 714.978.1300 i TM. STATIBS ‘is de Orgy and Son Dio CaerMarch 10,2017 ‘Me. Paul Espinoza Director of Finance ‘of Alhambra 1 South Fist Street Allambra, CA 91801 Dear Mr. Espinoza ‘We are pleased to confirm our understanding of the services we are to provide the City of Alhambra (the City) as of and for the three years ending June 30, 2017, 2018, and 2019. We will aut the Financial statements of the governmental activities, the busines-iype activities, each major fund and the aggregate remaining fund information, including the related notes to the financial statements, ‘which collectively comprise the basic financial statements, of the City as of and forthe three years ending lune 30,2017, 2018, and 2019. Accounting standards generally accepted in the United Stes of| ‘America provide for certain required supplementary information (RSI), such as management's discussion and analysis, 10 supplement the City’s basic financial statements. Such information, although not a part of the basie financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic or historical context. AS part of our ‘engagement, we will apply certain limited procedures to the City’s RSI in accordance with auditing standards generally accepted in the United States of America, These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquires, the basic financial sfatements, and other knowledge we obtained during our audit ofthe basic financial statements. We not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance, The following RSI is required by generally accepted accounting principles and will be subjected to certain Iimited procedures, but will not be audited 1) Management's Discussion and Analysis 2) Defined Benefit Plan Schedules Required by GASB Statement No. 68, Accounting and Financial ‘Reporting for Pensions - An Amendment of GASB Statement No. 27 3) Schedules of Funding Progress for Health Subsidy Pension Plan and Other Post-Employment Benefit Plan 1 287 Micelle Dive, Suite 30, vine, CA 92505 * Te: 714 978.1300 + Fe: 714.978.7893, (Oil xO Digg Cos‘Me. Paul Espinoza, Directo of Finance City of Alhambra March 10,2017 Page 2 ‘We have also been engaged to report on supplementary information other than RSI that accompanies the City's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit ofthe Financial statements and certain additional procedures, including comparing and reconciling such information directly tothe underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional peocedures in accordance with auditing standards generally accepted inthe United States of ‘America und will provide an opinion on ii relation the fnancal statements asa whole: 1) Combining and individual fond financial statements 2) ‘Schedule of expenditures of federal awards “The following other information accompanying the basic financial statements will not be subjected to the auditing procedures applied in our audit ofthe financial statements, and for which our auditors’ report will disclaim an opinion: 1) Introductory Section 2) Statistial Section Audit Objectives “The objective of our aut isthe expression of opinions as to whether your basic finaneal statements are fatty presented, in all material respects, in conformity with accounting. principles. generally ‘accepted in the United States of America and to report on the faimess of the supplementary information referred to inthe second paragraph when considered in relation to the finaneal statements asa whole. The objective also includes reporting on: 1) Intemal contol related tothe financial statements and comy regulations, contracts, and grant agreements, noncompliance with which could have « material effect on the financial statements in accordance with Government Auditing Standards, 2) Internal control related to major programs and an opinion (or disclaimer of opinion) on compliance with laws, regulations, and the provisions of contacts or grant agreements that could have a direct and material effect on each major program in accordance with the Single ‘Aut Act Amendments of 1996 and Tile 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Quidanee). ‘The Government Aualting Standards report on internal control over financial reporting and on ‘compliance and other maters will include a paragraph that states (1) thatthe purpose ofthe report is solely to describe the scope of testing of intemal canrol and compliance and the results of that testing, ‘and not to provide an opinion onthe effectiveness ofthe City’s internal control or on compliance, and ‘@) that the report is an integral port of an audit performed in accordance with Government Auditing ‘Standards in coasidering the City's intemal conteol and compliance. The Uniform Guidance report on Jnternal control over compliance will include a paragraph that states thatthe purpose ofthe report on internal control over compliance is solely to describe the scope of testing of internal contol over ‘compliance and the results ofthat testing based on the requirements of the Uniform Guidance, Both reports will state thatthe report isnot suitable for any other purpose.Mr. Paul Espinoza, Director of Finance ‘of Alhambra ‘March 10, 2017 Page 3 Audit Objectives (Continued) ‘Our audit will be conducted in accordance with auditing standards generally accepted in the United States of Ameria; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States; the Single Audit Act Amendments of 1996; and the provisions of the Uniform Guidanee, and will include tests of accounting records, a ‘eierminsion of major programs) in accordance with the Uniform Guidance, and other procedures we consider necessary to enable us to express such opinions. We will issue written reports upon ‘completion of our audit. Our reports will be addressed to the City Council. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is rneeessry for us to modify our opinions or add emphass-ol-matier or other-matter paragraphs, If ur ‘opinions onthe financial statements or the single audit compliance opinions ae other than unmodified, ‘we will discuss the reasons with you in advanes If for any reason, we are unable to complete the audit ‘or are unable to form or have not formed opinions, we may decline to express opinions or isu reports, ‘or may’ withdraw rom this engagement Audit Procedures - General ‘An audit ineludes examining, on atest bass, evidence supporting the amounts and disclosures inthe financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of secounting policies used and the reasonableness of significant accounting estimates made by ‘management, as wel as evaluating the overall presentation of the financial statements. We will plan and perform the aut to obtain reasonable rather than absolute assurance about whether the financial Satements are free of material misstatement, whether ftom (1) eors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are tatibutabe tothe City orto acts by management or employees acting on behalf ofthe City. Because the determination of abuse is subjective, Government dditing Standards do not expect auditors ¢0 provide reasonable assurance of detecting abuse Because of the inherent limitations of an audit, combined with the inherent limitations of ‘contol, and because we will not perform «detailed examination of all transactions, there isa risk that ‘materia! misstatements or noncompliance may exist and not be detected by us, even though the audit is properly planned and performed in accordance with U.S. generally accepted auditing standards and Government Auditing. Standards. In addition, an audit is not designed to detcet immaterial misstatements or violations of laws or governmental regulations that do not have a diret and material ‘effect onthe financial statements or major programs. However, we will inform the appropriate level of ‘management of any material eors or any fraudulent inanetal reporting or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations ‘of laws or governmental regulations that come to our attention, unless clearly inconsequential and of| ‘eny material abuse that comes to our attention. We will include such matters in the reports required for ‘single audit. Our responsibilty as auditors i limited to the period covered by our adit and does not ‘extend to any later periods for which we are not engaged as auditorsMe, Paul Espinoza, Director of Finance City of Alnambra March 10,2017 Page 4 Audit Procedures - General (Continued) (Our procedures will include tests of dacumentay evidence supporting the transactions recaded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by comespondence with selected individuals, funding sources, eeditors, and financial institutions. We will request writen representations from rent, and they may bill you for roepanding to this ingulry. AC the il require certain writen representations from you about your responsibilities forthe financial statements; schedule of expenditures of federal awards; federal award programs; compliance with laws, regulations, ‘contacts, and grant agreements; and other responsibilities required by general accepted auditing standard. Audit Procedures - Internal Controls vr audit will include obtaining an understanding of the government and its environment, including ‘tral control, sufficient to assess the risks of material misstatement ofthe financial statements and to design the nature, timing, end extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting exrors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal aets and ether noncompliance matters tht have a drcot and material effect on the financial statements. Our tests, if performed, willbe less in seope than would be necessary to render an ‘pinion on internal control and, accordingly, no opinion will be expressed in our report on internal ‘onirol issue! pursuant to Goverment Auditing Standards ‘As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements applicable 10 each major federal award program. However, our tests will be less in scope than would be necessary to render an opinion ‘on those controls and, accordingly, no opinion will be expressed in our report on inteenal control issued pursuant tothe Uniform Guidance, ‘An audit isnot designed to provide assurance on intemal control orto identify significant deficiencies for material weakness. However, during the audit, we will communicate to management and those charged with governance intemal control related matters that are required to be communicated under AICPA professional standards, Government Auditing Standards, and the Uniform Guidance. Audit Procedures - Compliance ‘As part of obtaining reasonable assurance about whether the financial statements ar free of material misstatement, we will perform tests of the City's compliance with provisions of applicable laws and regulations and the provisions of contracts and agreements including grant sgreements. However, the objective of those procedures will ot be to provide an opinion on overall compliance and we will not fexpress such an opinion in our report om compliance issued pursuant to. Government duditing ‘Standards.Me. Paul Espinoza, Director of Finance City of Alhambra March 10, 2017 Pages Audit Procedures - Complis “The Uniform Guidance requires that we also plan and perform the aut to obtain reasonable assurance about whether the auditee has complied with applicable laws and regulations and the provisions of ‘contracts and grant agreements applicable to major programs. Our procedures will consist of test of| teansactions and other applicable procedures described in the OMB Compliance Supplement for the types of compliance requirements that could have a direct and material effect on exch of the major programs. The purpese of those procedures will be wo express an opinion oa the City’s ‘compliance with requirements applicable to each of its major programs in our report on compliance issued pursuant tothe Uniform Guidance. Other Services preparing the schedule of expenditures of federal awards, and related notes ofthe ity of Alhambra in conformity with U.S. generally accepted accounting principles and the Uniform ‘Guidance based on information provided by you. We will also assist in the preparation ofthe City’s ‘Annual Financial Transactions Report, which are forms prescribed by the State Controller's Office. ‘These nonaudt services do not constitute an audit under Government Auditing Standards and sich services will not be conducted in accordance with Government Auditing Standards, We will perform {the services in accordance with applicabe professional standards. The other services ae limited to the schedule of expenditures of federal awards, related notes, andthe City's Annual Financial Transactions Report services previously defined. We, in our sole professional judgment, reserve the right to refuse {0 perform any procedure or take any action tht could be eonsived as assuming management responsibilities, ‘Management Responsibilities Management is responsible for (1) establishing and maintaining effective internal controls, including internal controls over federal awards, and for evalualing and monitoring ongoing activities, to help censure that appropriate goals and objectives are met; (2) following laws and regulations; 3) ensuring that there is reasonable assurance that government programs are administered in compliance with ‘compliance requirements; and (4) ensuring that management is relinble and financial information is reliable and properly reportd. Management is also responsible for implementing systems designed 10 achieve compliance with applicable laws, regulations, contracts, and grant agreements. You are also responsible forthe selestion and application of accounting principles; for the preparation and fait presentation of the financial siatoments, schedule of expenditures. of federal awards and all accompanying information in conformity with U.S. generally accepted accounting principles; and for compliance with applicable laws and regulations including federal statutes) and the provisions of contacts ond grant agrooments (insivding award aarvomonts). Your responsibilities also include ‘identifying significant contractor relationships in whieh the contractor has responsibilty for program ‘compliance and forthe accuracy and completeness ofthat information. ‘Management i also esponsible for making all financial records and related information available (0 us and for the accuracy and completeness for that information. You are also for providing us (Daceess to al information of whieh you are aware that is relevant to the preparation and fe presentation of the financial statements, 2) access to personnel, records, supporting documentation, and other information as needed to perform an audit under the Uniform Guidance, (3) additional information that we may request for the purpose of the aut, and (4) unrestricted access to persons the government from whom we determine it necessary o obtain audit evidence,Me. Paul Espinoza, Director of Finance City of Ahambra March 10,2017 Page 6 Management Responsibilities (Continued) ‘Your responsibilities include adjusting the financial statements to correct material misstatements and ‘confirming to ws in the management representation leter that the effects of any uncorrected ‘misstatements aggregated by us during the current engagement and peesining to the latest period ‘resented are immaterial, bth individually and in the aggregate, tothe Financial statements taken as @ who. You are responsible forthe design and implementation of programs and eontros to prevent and detect fraud, and for informing us about all know or suspected fraud affecting the government involving (1) management, 2) employees wiro have significant roles in internal contro, and (3) others where the fraud could have a material effect onthe financial statements. Your esponsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantor, regulators, or others. In eddiion, you are responsible for identifying and ensuring that the goverament complies with applicable las, regulations, contracts, agreement, and prams. Management is also responsible for taking timely and appropriate steps to remedy fraud and noncompliance with provisions of laws, regulations, contracts, and grant agreements o abuse that we repor. Additonal, s requited by the Uniform Guidance, itis managements responsibilty o evaluate and moditar noncompliance with federal statutes, regulation, andthe terms and conditions of federal awarls; ke prompt actin when instances of noncompliance ate identified inetuding noncompliance identified in audit findings; promptly follow up and take coretive action on reported audit findings: and to prepare a summary edule of prior audit fangs and a separate comcctive action plan. You are rexponsble for identifying all federal awards received and understanding. and cmplying with the compliance requirements and forthe preparation af the schedule af expenditures of federal avards ine and noneashasistance received) in conformity with the Uniform Guidance. You agree to include our report onthe schedule of expanditures of federal ards in any document that contsins and indeats that we have reported onthe schedule of expenditures of federal awards. You also agree to make the audited financial statements readily available to intended users of the schedule of expenditures of federal awards no later than the date the schedule of expenditures of federal awards i issued with ot report teen, Your responsibliesinlude acknowledging 1 us in the writen representation leet that (1) you are responsible for presentation ofthe schedule of expenditures of federal awards in sccordance with the Uniform Guidance; @) you believe the schedule of expenditures of federal vars, including its form and content, is uly presented in accordance with the Uniform Guidanes: {G)that the methods of measurement or presentation have not changed from those used in the piot petod (or, it tey nave changed tbe reasons for such changes); and (4) you have disclosed 10 us any ‘Significant essumptions or interpretations underlying the measurement ot presentation af the schedule of expenitures of federal awards‘Me. Paul Espinoza, Director of Finance City of Alharbea ‘March 10,2017 Page ‘Management Responsibilities (Continued) Yow are als responsible for the preparation of he oh supplement infomation, which we have ‘been engaged to report on, in conformity with U.S, generally accepted accounting principles, You agree to include our report on the supplementary information in any document that contains, and indiates tha we have reported on, the supplementary information. You also agree to make the audited ‘nancial statements readily available to users of the supplementary information no later than the date the supplementary information is issued with our report thereon. Your responsibilities include acknowledging ut inthe written representation letter that (1) you are responsible for presentation of | the supplementary information in accordance with GAAP: (2)you believe tho supplementary information, including its form and content, is fatty presented in accordance with GAAP: (3) thatthe methods of measurement or presentation have not changed from those used inthe prior period (or, they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions of inlerprelaions underlying the measurement or presentation of the supplementary information. ‘Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management i also responsible for identifying and providing report copies of previous financial audits, attestation engagements, performance audits, or other studies related to the objectives discussed in the Audit Objectives section ofthis letter. This responsibility ineludes relaying o us corrective ations taken to address significant findings and recommendations resulting from those auults, attestation engagements, performance audits, or studies. You are also responsible for providing management's views on our current findings, conclusions, and recommendations, 26 well as your planned corrective actions, for the report, and for the timing and {format for providing that information. ‘You agre fo assume all management responsibilities relating to the schedule of expenditures of federal awaris, and related notes, and any other nonaudit services we provide. You will be required 10 acknowledge inthe management representation leter our assistance with preparation ofthe schedule of expenditures of federal avards, and related notes and that you have reviewed and approved the schedule of expenditures of federal awards, and related notes prior o thei issuance and have accepted responsibilty for them, Further, you agree to oversee the nonaudit services by designating an individual, preferably from senioe management, who possesses suitable skill, knowledge, or experience; evaluate the adequacy and results of those services; and accept responsibility for then. With regard to the electronic dissemination of audited financil statements, including financial ements published electronically on your website, you understand that electronic sites are a means to distribute information and, therefore, we are not required to read the information contained in these Ses oF 10 consider the consistency of other infomation in the electonie site with the original Audit Administration, Fees and Other [Noted below is tsting of work required by City sta assist in the suis Preparation of trial balances for ll funds, after posting of all year-end journal entries, reparation of supporting schedules for all material balance shect accounts, and selocted revenue and expenditure seeounts ‘ypig ofa anfmation eqs Pilling and refilin of all supporting documents required for audit verification. Preparation ‘of the Comprehensive Annual Financial Report and notes to the financial statements‘Mr. Paul Espinoza, Director of Finance of Alhambra March 10,2017 Page 8 Audit Administration, Fees and Other (Continued) (Our maximum annual fes forthe fiscal years ending June 30, 2017, 2018, and 2019 areas follows: Fiscal Year Bading June 20, 207 2018 201 ity - Audit F387 FEF Shea GASB 68 1595 1655 740 Single Audit of Federal Grants (1) 6480 6775 ms City - State Controller's Report, 3.850 4.045 450 "Totals Som Tosi Tans Adultional Services, IF Required Preparation ofthe City’s CAFR §_4.200 $_4935. $_3,180. (1) The fees are quoted for two major programs, each addtional major program will be an additional fee of $1,500. ‘The maximum annual fes stipulated herein contemplate that conditions satisfactory to the normal progress and completion of the examination will be encountered and the City accounting personnel ‘will furnish the agreed upon assistance in connection with the audit. However, if unusual circumstances are encountered which make it necessary for us to do additional work; we shall report such conditions tothe responsible City officials and provide the Cty with an estimate of the additional Aaceounting fees involved [At the conclusion of the engagement, we will complete the appropriate section ofthe Data Collection Form that summarizes our audit Findings. It is management’ responsibilty to submit the reporting package (including. financial statements, schedule of expenditures of federal awards, summary ‘Schedule of prior audit Findings, auditors reports, and corrective action plan) along with the Dala Colletion Form (o the federal audit clearinghouse. We will coordinate with you the eloetronic submission and certification. If applicable, we wll provide copies of our repot for Yo to include with the reporting package you will submit to pass-through entites. The Data Collection Form and the ‘reporting package must be submited within the earlier of 30 days after receipt ofthe auditors reports ‘or nine months ate the end afte audit period, ‘We will provide copies of our reports tothe City; however, management is responsible for diseibuton of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our reports are to be made available Tor public pectin, ‘The audit documentation for this engagement isthe property of White Nelson Diehl Evans LLP and ‘constitute confidential information, However, subject to applicable laws. and regulations, audit ‘documentation and appropriate individuals willbe made available upon request and in timely manner to the cognizant or oversight agency forthe auditor its designee, a federal ageney providing diet or indirect funding, or the U.S. Goverament Accountability Office For purposes ofa quality review of the aueit, to resolve aut findings, or to carey out oversight responsibilities, We will notify you of any ‘such request. If requested, aecess to such audit documentation will be provided under the supervision ‘of White Nelson Diehl Evans LLLP personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned partes. The parties may intend, or decide, to dlistribute the copies or information contained therein to others, including other governmental agencies.‘Mr. Paul Espinoza, City of Alhambra March 10,2017 Page Audit Administration, Fees and Other (Continued) In accordance with our fim's current record eetention policy, all of your original reconts will be retumed to you atthe conclusion of this engagement. The audit documentation for this engagement will be reigned for @ period of seven years ater the report release date or for any additional period requested by the aforementioned parties, If we are aware that a federal awarding agency, pase-through entity, oF audite is contesting an audit Finding, we will contact the partes) contesting the eudit for ‘guidance prior to destoying the audit documentation. Physical deterioration or catastrophic events ‘ay further shorten the life of these records. The audit documentation of ou frm is nota substitute for ‘your original records Government Auditing Standards require that we provide you with a copy of our most recent external peer review report and any letter of comment, and any subsequent peer review reports and letters of ‘comment received during the period ofthe contract. Our most recent peer review report accompanies this lever ‘We appreciate the oppoctunity 10 be of service to the City of Alhambra and believe this leter aveurately summarizes the significant terms of our engagement. If you have any questions, please let 1s know. If you agree with the terms of our engagement as described in this letter, please sign the ‘enclosed copy and return ito us, Very truly yours, waure ho DIEHL EVANS, LLP Engagement Partner RESPONSE: ‘This letter correctly sets forth the understanding ‘of the City of Alhambra, By Tie DateHeidenreich & Heidenreich, CPAs, PLLC cecaeicaas ‘System Review Report July 22, 2015 “To the Ouners of ‘White Nelson Dich Evane LLP and the Peer Review Commitee ofthe CA Sacialy of CPAs We have reviewed the system of quslty contra fo the accounting and auditing practice of White Nelson Diehl Evans LLP (the fm) in effect for the year ended March 31, 2018. Our poe review was ‘conducted in accordance with the Standards for Performing and Reparing on Peer Reviews ‘established bythe Paar Raviaw Board ofthe American Insite of Ceriied Public Accountants-A a par of our peer review, we considered reviews by regulary etl, appleable, in determining the nature and extent of our procedures. The fm s responsible for designing a system of qually contol ‘and complying vith ito provide the fr wth reasonable assurance of pafarming and reporting in ‘conformity wih appileable professional standard n all material respects, Our responsibilty sto ‘express an opinion onthe design of he systam of qually contol and the Gra's compliance therevith based on our review The nature, abjectves, scope mtatons of, and the procedures pecfotmed in & ‘System Review are desorbed nthe standards at ww alcpa.orgipreurmay. ‘As required by the standards, engagements solected for review included engagements performed Lnder the Government Audtng Standers and uit of employee benef pane. In our opinion, the system of quality contra forthe accounting and auditing practice of White Nelson (Dienl Evans LLP i affect forthe Yaa ended March 31,2018, ha bean sutaly designed and ‘complied with to provide the fm wth reasonable aseurance of performing anid reporting in conformity ‘ith aplleable professional standards all materia respects Fms can recoive a raing of pass, ‘pase with defloneytis) of ff, White Nelson Dieht Evans LLP has received a peer review rating of ass, Peds hie Da hanrecck)» Cds PLLE Heidenreich & Heidenreich, CPAs, PLLCMarch 10, 2017 Me. Paul Espinoza ‘Treasurer al Sate LA. Metrolink Station Authority 111 South First Stet Athambra, CA 91801 Dear Mr. Espinoza: We are pleased to confirm our understanding of the services we are to provide the Cal State L.A, Metrolink Station Authority (the Authority) as of and for the three years ending June 30, 2017, 2018, and 2019, ‘We will audit the financial statements ofthe Authority as of and forthe three years ending June 30,2017, 2018, and 2019. Accounting standards generally accepted in the United States of ‘America provide for including the management's discussion and analysis as required supplementary information (RS!) to supplement the Authorty’s basic financial statements, Such information, although not a part of the basic financial statements, is required by the Govemmmental Accounting ‘Standards Board who considers it to be an essatil part of financial reporting for placing the basic Financial statements in an appropriate operational, economic or historical context, AS part of our engagement, we will apply certain limited procedures tothe Authority's management discussion and analysis in accordance with auditing standards generally accepted in the United States of America ‘These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquires the financial statements, and other knowledge we obtained during our audit ofthe Financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with suficent evidence to express an opinion or provide any We have also been engaged to report on supplementary information other than RSI that accompanies the Authority’ financial statements, We will subject the schedule of revenues, expenses and changes tn net position - budget and actual to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underiying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additonal procedures in accordance with auditing standards generally accepted in the United States of America and will provide an opinion on i in relation to the financial statements as a whole. 1 2875 Michele Drive Site 30, ling, CA 92606 + Tel, 714.978.1300 «Fae: 7149787893 Ofte ix Orgad Sav Diy CorMr, Paul Espinoza “Treasurer Cal Sate L.A. Metrolink Staion Authority March 10,2017 Page 2 Audit Objective ‘The objective of our aut is the expression ofan opinion as to whether the Authority's base financial statements are fairly presented, in all material respects, in conformity with accounting principles {generally accepted inthe United States of Ameria and to report on the falmess of the supplementary information referred to inthe second paragraph when considered in relation to the financial statements taken asa whole. (Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America and will include tests of the accounting records of the Authority and other Procedures we consider necessary to enable us to express such an opinion. We will issue a writen report upon completion of our audit of the Authority's financial statements. We cannot provide assurance that an unmodified opinion will be expressed. Circumstances may arise in which it is necessary for us to modify our opinion or add emphasis-of-matter or ather-matier paragraphs, I our ‘opinion on the financial statements is other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the auditor are unable ta form of have not formed an opinion, we may decline to express an opinion or to issue a report as a result of this engagement Audit Procedures - General ‘An aut includes examining, on atest bass, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the numberof transactions to be examined and the areas to be tested. An audit also includes evaluating. the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by ‘management, as well as evaluating the overall presentation of the financial statements, We will plan and perform the aut to obtain reasoneble rather than absolute assurance about whether the financial Statements are flee of material misstatement, whether from (I)erors, (2) fraudulent financial reporting, (3) misappropriation of asets, or (8) violations of laws of governmental regulations that are attebutable ro the Authority o to ats by management or employees acting on behalf oF the Authority Because of the inerent limitations of an audit, combined with the inherent Fimitations of internal and because we will not perform a detailed examination ofall transactions, thee isa rsk that i misstatrmonte may exist and not be deteoted by us, even though the audit a propsty planned and performed in accordance with U.S. generally accepted auditing standards, ta addition, an audit is ‘not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements, However, we will inform the appropriate level of management of any material errors or any fraudulent financial reporting or misappropriation of assets that come to our attention. We will also inform the appropriate level of ‘management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. Our responsibility a auditors is limited fo the period covered by our audit and doesnot extend to any later periods fr which we are not engaged as auditors.Me, Paul Espinoza ‘Treasurer Cal State LA. Metrolink Station Authority March 10, 2017 Page 3 Audit Procedures - General (Continued) Our procedures will include tests of documentary evidence supporting the transactions recorded inthe accounts, and may include tests of physical existence of inventories, and direct confemation of receivables and certain other asets and liabilities by correspondence with selected individuals, funding sourees, creditors, and financial institutions, We will request writen ropresentations from your allomeys a par of the engagement, and they may bill you for responding to this inquiey. At the ‘conclusion of our audit, we will aso require certain writen representations ftom you about the financial statements and related matters, ‘Audit Procedures - Internal Control Our audit will include obtaining an understanding of the Authority and its environment, including internal contro, sufficient to assess the risks of material misstatement ofthe financial statements andro design the nature, timing, and extent of further audit procedures. An audit i not designed to provide assurance on internal contol or to identity deficiencies in internal eorgol. Hosvever, during the audit, ‘we will communicate to management and those charged with governance intemal control related ‘matters that are required to be communicated under AICPA professional standards. Audit Procedures - Compliance AAs part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the Authority's compliance with applicable laws, regulations, ‘contacts, and agreements. However, the objective of our audit will not bo to provide an opinion an ‘overall compliance and we will not express such an opinion Other Services We will also prepare the financial statements of the Authority in conformity with US. generally accepted accounting prineiples based on information provided by you. We will also assist in the preparation ofthe Authorty’s Annual Financial Transactions Report, which are forms prescribed by the State Controller's Office. We will perform the services in accordance with applicable professional standards. ‘The oer services are limited tothe financial statement and annual financial transactions report services previously defined. Wo, in our ole professional judgment, reserve the right fo rei to perform any procedure or take any’ action thet could be construed as assuming. management responsibilities. ‘Management Responsibilities Management is responsible for establishing and maintaining effective intemal contols, including ‘monitoring ongoing activities; for the selection and application of accounting principles; and for the preperation and fair presentation of the finencal statements in conformity with U.S. generally accepted accounting principlesMe, Paul Bspinoza ‘Treasurer Cal State LA. Metrolink Station Authority March 10, 2017 Page 4 Management Responsibilities (Continued) Managernent is also responsible for making all financial records and related information avilable to us and forthe accuracy and completeness of that information. You are also responsible for providing us ‘with (1) aecess to all information of whish you are aware that is zolevent tothe preparation and fai presentation athe financial statements, (2) additonal information tat we may request forthe purpose of the audit, and (3) unesrited access to persons within the Authority from whom we determine it necessary f obtain audit evidence. ‘Your responsibilities include adjusting the financial statements o correct material misstatements and confirming to us in the representation letter that the effects of any uncorrected. misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and inthe agaregate, othe nancial statements taken asa whole, ‘You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud or illegal ats affecting the government involving (1) management, 2) employees who have significant roles in internal control, and (3) others where the fraud or illegal acts could have a material effect on the financial statements, Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the Authority received in communications ffom employees, former employees, regulators, of ‘others. In addition, you are responsible for ilentiying and ensuring thatthe Authority complies with applicable laws and regulations, ‘You are also responsible for the preparation of the other supplementary information, which we have bbeen engaged to report on, in conformity with U'S. generally accepted accounting principles. You ‘gree to include our report on the supplementary information in any document that contains and indicates that we have reported onthe supplementary information. You also agree to make the audited Financial statements readily available to users ofthe supplementary information no later than the date the supplementary information is issued with our report thereon. Your responsibilities include acknowledging o us inthe writen representation letter that (2) you ae responsible for presentation of | the supplementary information in accordance with GAAP: (B) that you believe the supplementary information, inching its form and content, is fairly presented jn accordance with GAAP: (c) tha the ‘methods of measurement or presentation have not changed from those used inthe rior period (oF, if they have changed, the reasons for such changes): and (@) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information ‘You agree to assume all management responsibilities for any nonatest services we provide; oversee the services by designating an individual, preferably from senior management, with suitable skill, knowledge, or experience; evaluate the adequacy and results ofthe services and accept responsibility for them. With regard to the electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand tha electronic sites are & means to distribute information and, therefore, we are not required to read the information contained in these tes or to consider the consistency of other information in the electronic site with the original jocument.Mr. Paul Espinoza “Treasurer Cal Stato LA. Metrolink Station Authority ‘March 10, 2017 Page 5 Audit Administration Fees, and Other "Noted below is listing of work required by Authority stafo assist in the aut. 1. Preparation of ria balances for all tunds, alter posting ofall year ond journal entses 2. Preparation of supporting schedules forall material balance sheet accounts, and selected revenue and expense accounts 3. Typing ofall confirmation requests, 4. Pulling and refiling ofall supporting documents required for audit verification, ‘Our maximum annual fes fr the fiscal years ending June 30, 2017, 2018, and 2019 areas follo Fiscal Year Ending ne 30, __ 2701s 3019 Audit s§ 3300 FF 60 State Controller's Report ——a5 mo __ms Totals S30 $_4ans §_s3ss ‘The above fees for these services generally willbe based upon our standard hourly rates, together with lravel and other out-of-pocket costs. Our standard hourly rates vary according to the degree of responsibility involved and the experience level ofthe personnel assigned to your audit. Invoices be rendered as workis performed andl are payable on presentation, ‘The maximum annual fee stipulated herein contemplates that conditions satisfactory to the normal progress and completion of the cxamination will be encountered and the Authority's accounting personne! will furnish the agreed upon assistance in connection with the audit. However, if unusual circumstances are encountered which make it necessary for us to do edditonal work; such conditions to the responsible Authority offeils und provide the Authority wit suditional accounting fees involved ‘The audit documentation for this engagement isthe property of White Nelson Diehl Evans LLP and ‘constitutes confidential information. However, subject to applicable laws and regulations, audit documentation and approprito individuals willbe made avilable upon request and in a tmsly manner to grantor agencies or their designees, federal agency providing direct ot indirect funding, or the U.S. Government Accountability Office for purposes of quality review of the audi, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If ‘requested, access to such audit documentation will be provided under the supervision of White Nelson Dichi Evans LLP personnel. Furthermore, upon request, we may provide copies of selected audit ‘documentation tothe aforementioned partes. ‘These parties may intend, or decide, to distibute the copies or information contained therein to thers, including other governmental agencies.Me, Paul Espinoza “Treasurer Cal State L.A. Metrolink Station Authority March 10, 2017 Page 6 Audit Administration Fees, and Other (Continued) In accordance with our firm's current record retention policy, all oF your original records will be ‘etumed fo you at the conclusion of this engagement. Our audit documentation files willbe kept for a Period of sven yeas ater the issuance ofthe aut report. All other files will be kept for as Tong as you retain us a8 your accountants, However, upon termination of our serve, all records will be ‘destroyed after a period of seven years. Physical deterioration or catastrophic events may further shorten the life ofthese records. The audit documentation fils of our fim are nota substitute for your ‘original records We appreciate the opportunity fo be of service to the Cal State L.A. Metrolink Station Authority and believe tis letter accurately summarizes the significant tems of our engagement, If you have any ‘questions, plese let us know. Ifyou agree with the terms of our engagement as described inthis letter, please sign the enclosed copy and return ito us, ‘Very teuly yours, WHITE NELSON DIEHL EVANS LLP M Daphnie Munoz, CPA Engagement Parner RESPONSE: “This letter correctly sts forth the understanding ofthe Cal Sate LA. Metrolink Station Authority. By. Tide DateIn CITY OF ALHAMBRA ee "AGENDA REPORT ‘Ales CITY MANAGER APPROVAL: { \ DATE: March 27, 2017 To: Honorable Mayor and Members ofthe City Council ge. SUBMITTED BY: Martin Raji opuy Cty ManageriCommuniy Senices Director Mike Macias, Deputy Director of Community Serces. SUBJEC' NOTICE OF COMPLETION ~ ALMANSOR PARK JOGGING TRAIL ‘SECURITY LIGHT REPLACEMENT PROJECT G2M16-44 RECOMMENDATION: It is recommended that the City Council accept the work of Facility Solutions Group for the ‘Almansor Park Jogging Trail Securiy Light Replacement Project n the amount of $81,758.00 as complete. Further, it is recommended that the City Clerk be directed to fle a’ Notice of Completion with the County of Los Angeles for recordation; instruct the Finance Director to release the 5% retention 35 days from the date of recordation if no lens ate fied; and direct staff to undertake the steps necessary to finalize Counci’s action, BACKGROUND: (On June 27, 2016 the City Counel awarded contract C2M16-44 to Faclly Solutions Group in the amount of $67,960.00 for the Almansor Park Jogging Tall Security Light Replacement Project. There was one change order issued for this project, which resuited ina savings of $6,204.00. This project has been inspected by staff and all work has been completed in accordance with the Ciy’s requirements and specifications. As such, it would be appropriate for the Cty Council, to accept this project as complete FINANCIAL ANALYSIS: Funding for this project was made available through CDBG in fiscal year 2015-18 in account 261.12 1252.91831, ‘ATTACHMENTS: Nonethem No, 7 CITY OF ALHAMBRA, "AGENDA REPORT CITY MANAGER APPROVAL: mw DATE: March 27, 2017 To: Honorable Mayor and Members ofthe City Council SUBMITTED BY: Paolo E. Kespract, Management Assistant? ‘SUBJECT: ‘Appropriate Funding forthe City Hall Landscaping Project RECOMMENDATION: itis recommended tha the Cty Council appropriate funding forthe ity all Landscaping Projectin the amount of $80,000.00, instruct the Finance Director to amend the Public Works’ budget ‘accordingly, and dict staf to undertake the steps necessary to finalize the Counci’s action, BACKGROUND: “The grant proceeds from the San Gabriel Valley Municipal Water District willbe used to remove tut ‘grass, install waterwise California Native and drought-tolerant landscaping and install water-wise inigation equipment fr the Cty Hal Landscaping Project. The project, estimated at $90,000.00, wil be covered through a hwo ~ye8r, combined, grant FINANCIAL ANALYSIS: ‘The fiscal impact ofthis grants @ $55,000.00 carryover from FY 15-16 Civic Center Landscaping Projet (107.70.42041) into FY 16-17 Civic Center Landscaping Project (101.70.42041) and an ‘appropriation of addtional grant revenus in the amount of $35,000.00 into FY 16-17 Civic Center Landscaping Project, resulting in an increase of $90,000.00 nthe Civic Center Landscaping Project revenue account (101.70.42041) and $90,000.00 in expenditures from the folowing account (101.70.7010.91527) Civie Center Landscaping Project. None.tem no, CITY OF ALHAMBRA Cee "AGENDA REPORT CITY MANAGER APPROVAL: AM \ DATE: March 27, 2017 vo: ovr Mayor and Mabe ofthe iy Cash SUBMITTEDEY: PauEsinosa, France Dror Ac SUBJECT: SUBMISSION OF THE SINGLE AUDIT REPORT RECOMMENDATION: Itis recommended that the City Counel receive and fle the Single Aueitrepor forthe year ended june 20, 2016, BACKGROUND: ‘Annually, the City is required to undergo an annual single audit ofits federally funded programs. This audt was conducted by the City’s independent accounting frm, White Nelson Diehl Evans, LLLP. The Single Ault entails compliance requirements described in he U.S Ofice of Management ‘and Budget (OMB) Circular A-133 Complance Supplement that are applicable to each ofits major federal programs for the year ended June 30, 2016. FINANCIAL ANALYSIS: In adaltion to testing for compliance, the auuiors also tested for internal control compliance. Government Auditing Standards (GAS) are issued by the Controller General of the United States, GAS defines a material weakness in internal contol aver compliance isa deficiency, or combination (of deficiencies, in internal control over compliance, such that there isa reasonable possibilty that ‘material noncompliance witn a type of compliance requirement of a federal program will not be prevented, or detected and corrected on a timely basi. The City's Single Audit dd not entity any {eficencies in intemal control over compliance for each ofthe Cly's major federal programs that ‘wore considered to be material weaknesses. ATTACHMEN? ‘Single Audit Report forthe City of Alhambra forthe year enced June 30, 2018CITY OF ALHAMBRA, CALIFORNIA SING! AND. AUDIT OF FEDERAL {CTED STATE AWARDS, JUNE 30, 2016CITY OF ALHAMBRA, CALIFORNIA ‘TABLE OF CONTENTS June 30, 2016 Independent Auditors’ Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an ‘Audit of Financial Statements Performed in Accordance with Government Auditing Standards 1-2 Independent Auditors’ Report on Compliance for Each Major Program and on Internal Contol over Compliance Required by the Uniform Guidance and on the Schedule of Expenclitres of Federal and Selected State Awards 3-3 Schedule of Expenditures of Fedora and Selected State Awards ‘and Schedule of Findings and Questioned Costs Schedule of Expenditures of Federal and Selected State Awants| 6-7 [Notes to Schedule of Expenditures of Federal and Selected ‘State Awards 5 Schedule of Findings and Questioned Costs eu Summary Sehedule of Prior Audit Findings nNELSON DIEHL EVANS LLF INDEPENDENT AUDITORS’ REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN "ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS ‘The Honorable Mayor and Members of City Council City of Alhambra Alhambra, Califoenia| We have audited, in accordance with the auditing standards generally accepted inthe United States of ‘America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the financial statements ofthe governmental activities, the business-type activities, each major fund, end the aggregate remaining fund information ‘of the City of Alhambra, California (the City), as of and for the year ended June 30, 2016, and the related notes to the financial statements, which collectively comprise the City's basic financial statements, and have issued our report thereon dated December 27, 2016. Internal Control over Financial Reporting In planning and performing our audit ofthe financial statements, we considered the City's internl ‘contol over financial reporting (interal contol) to determine the audit procedures that are appropriate inthe circumstances forthe purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness ofthe City's internal control. Accordingly, we do not express an opinion onthe effectiveness ofthe City's intemal contol A deficiency In intemal contol exists when the design or operation of « control does not allow ‘management or employees, in the normal course of performing their assigned functions, to prevent, ot detect and comect, misstatements on a timely basis. A material weakness is a deficiency, oF 3 combination of deficiencies, in internal control, such that there is @ reasonable possibility that a ‘material misstatement of the City's financial statements will not be prevented, or detected and corrected ona timely bass. A significant deficiency is a deficiency, or a combination of deficiencies, in intemal control that i less severe than a material weakness, yet important enough to merit attention by those charged with governance (Our consideration of intemal control was forthe limited purpose described in the first paragraph of this section and was not designed to identify all defiiencies in internal contol that might be material ‘weaknesses of, significant deficiencies. Given thse limitations, during our audit we did not identity any deficiencies in internal control that we consider to be material weaknesses. However, material ‘weaknesses may exist that have not been identified. eS 275 Michele Dive, Suite 30, lin, CA 92606 Te 714.978.1300 Fe 7149787895, ‘Oat ix Orgs a Sa Dr orCompliance and Other Matters ‘As par of obtaining reasonable assurance about whether the City’s financial statements are fee from ‘material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements, noncompliance with which could have a direet and ‘material effect on the determination of financial statement amounts. However, providing an opinion on ‘compliance with those provisions was not an objective of our aut, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required fo be reported under Government Auditing Standards ‘We noted a matter involving internal contol and its operation that we have reported to management of the City ina separate letter dated December 27, 2016 Purpose ofthis Report ‘The purpose of this report is solely to describe the scope of our testing of intemal contro! and compliance and the results ofthat testing, and not to provide an opinion on the effectiveness ofthe City's internal control or on compliance. This report isan integral part of an audit performed in sccordance with Government Auditing Standards in considering the Citys internal control and compliance. Accordingly, this communication is not suitable for any other purpose. Adbites Hekirn) fliide Cana) LiP Irvine, California December 27, 2016SUDAN SOD INDEPENDENT AUDITORS’ REPORT ON COMPLIANCE FOR EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER ‘COMPLIANCE REQUIRED BY THE UNIFORM GUIDANCE AND ON THE ‘SCHEDULE OF EXPENDITURES OF FEDERAL AND SELECTED STATE AWARDS "The Honorable Mayor and ‘Members of City Council City of Alhambra Alhambea, California Report on Compliance for Rach Major Federal Program We have audited the City of Alhambra’s (dhe City) compliance with the types of compliance requirements described in the OMB Compliance Supplement that could have a diet and material cffect on each of the City's major federal programs for the year ended June 30, 2016. The City's major federal programs are identified in the summary of auditors’ results soetion of the accompanying schedule of Findings and questioned costs. ‘Management's Responsibility Management is responsible for compliance with the federal statutes, regulations, and the terms and ‘conditions ofits federal awards applicable to its federal programs. Auditors’ Responsibility ‘Our responsibility is to express an opinion on compliance for each of the City’s major federal programs based on our audit ofthe types of compliance requirements refered to above. We conducted ‘our audit of compliance in accordance with auditing standatds generally accepted inthe United States ‘of America; the standards applicable to financial audits contained in Goverment Auditing Standards, issued by the Compuoller General of the United States; and the audit requirements of Tile 2 U.S. Code of Federal Regulations Part 200, Uniform Adminisiative Requirements, Cost Principles, and Auclt Requirements for Federal Awards (Uniform Guidance). Those standards and the Uniform Guidance require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct, and material effect on a major federal program occurred. An audit includes examining, on atest bass, evidence about the City’s compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion on compliance for each major federal program. However, our audit does not provide a legal determination of the City’s compliance. ES 2875 Michele Drive, St 300, levine, CA 92606 + Tet 714.978.1300 + Fae 7149787898, Oise is Orgran Son Diy CotsOpinion on Each Major Federal Progeam {In ur opinion, the City complied, in all material respects, withthe types of compliance requirements referred to above that could have a ditect and material effect on each ofits majoe federal programs for the year ended June 30, 2016. Other Matters ‘The results of our auditing procedutes disclosed an instance of noncompliance, which i required to be reported in accordance with the Uniform Guidance and which is described in the accompanying schedule of findings and questioned costs as Finding Number 2016-001. Our opinion on each major {ederal program is not moditied with respec to this mater ‘The Ciy's response to the noncompliance finding identified in our audit is described in the accompanying schedule of findings and questioned costs. The City's response was not subjected tothe auditing procedures applied in the audit of compliance and, accordingly, we express no opinion on the response ‘Report on Internal Control over Compliance Management ofthe Cty is responsible for establishing and maintaining effective intern contol over compliance with the types of compliance requirement referred to above. In planning. and petforming ‘our audit of compliance, we considered the City's internal control over compliance with the types of requirements that could have a diet and material effect on each major federal program to determine the auditing procedures that are appropriate in the circumstances forthe purpose of expressing an ‘opinion on compliance foreach major federal program and to test and repost on intemal control ever compliance in accordance withthe Uniform Guidance, bu not forthe purpose of expressing an opinion ‘on the effectiveness of internal control over compliance. Accordingly, we do nt express an opinion on the effectivencss ofthe City's internal contol over compliance A defiiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing theit assigned functions, prevent, or detect and correct, noncompliance with » type of compliance requirement of a federal program on a timely basis. A material weakness in internal control over ‘compliance is 4 deficiency, ot combination of deficiencies, in internal contro over compliance, such that there isa reasonable possibility that material noncompliance with a type of compliance requirement of a federal program will not be prevented, or detected and corrected, on a timely basis. A significant deficiency in internal control over compliance is a deficiency, ot a combination of deficiencies, in intemal control over compliance with a type of compliance requirement ofa federal ‘program tha i less severe than a material weakness in intemal control over complianes, yet important ‘enough o merit attention by those charged with governance. ‘Our considerston of internal contol over compliance was forthe limited purpose described in the ist paragraph of this section and was not designed to identify all deficiencies in intemal contol over ‘compliance that might be material weaknesses or significant deficiencies. We did not ieatify any deficiencies in intemal control over compliance that we consider to be material weaknesses. However, material weaknesses may exis that have not been identitied, ‘The purpose ofthis report on intemal control over compliance is solely to describe the scope of our testing of internal control over compliance andthe results of that testing based on the requirements of ‘the Uniform Guidance. Accordingly, this report isnot suitable for any other purpose.Report on Schedule of Expenditures of Federal and Selected State Awards Required by the Uniform Guidance ‘We have audited the financial statements ofthe governmental setvities, the business-ype activites, cach major fund, and the aggregate remaining fund information ofthe City of Alhambra, as of and for the year ended June 30, 2016, and the related notes to the financial statements, which collectively ‘comprise the City’s basic financial statements. We issued our repor thereon dated December 27,2016, ‘whieh contained unmodified opinions on those statemenis. Our audit was conducted for the purpose of {orming opinions on the financial statements that colletvely comprise the base financial statements, ‘The accompanying schedule of expenditures of federal and selected state awards i presented for ‘purposes of additonal analysis as required by the Uniform Guidance and is nota requited part ofthe ‘asic financial statements, Such information isthe responsibilty of management and was derived from and relates directly to the underlying accounting and other records used to prepare the basic Financial statements. The information has beon subjected tothe auditing procedures applied in the audit of the financial statements and certain additional procedures, including comparing. and reconciling such information diretly to the underlying accounting and other records used to prepare ‘the basic financial stutements of to the basic financial statements themselves, and other addtional procedures in accordance with auditing standards generally accepted in the United States of America, [nour opinion, the schedule of expenditures of federal and selected state awards is fairly stated in all material respect in relation tothe basic financial statements taken as. whole, Udhites edit) Lhe) Chana) LLP Invine, California March I, 2017, except for the Report on Schedule of Expenditures of Federal and Selected State ‘Awards to which the date is December 27, 2016‘SCHEDULE OF EXPENDITURES OF FEDERAL AND SELECTED STATE AWARDS, ‘AND SCHEDULE OF FINDINGS AND QUESTIONED COSTSCITY OF ALHAMBRA ‘SCHEDULE OF EXPENDITURES OF FEDERAL ‘AND SELECTED STATE AWARDS For the year ended June 30, 2016 canlgot Feel Peden = Domenie Prog Sled Disbursement Pdr Gator Paes Avioamee — Unettonton Bate . ‘er aan Nimber amber” __Exgendies_Subeipiet Diet rg ‘Stoner Fed Seve Progra fr Chien loss isgismov-2am {U8 Deparment of onsing wd i Delo Diet Programs ‘Comunity Developmest Bleck Gras nem Gra Leak BASMCosasIL —L19s885 . HOME vest Parner Pree la MasMCososor __ ean “Tot US. Depart of Hoang ‘td Utes Develop 133386 US. Dna ost Dict Progra dnrd yrs Memorial Jace Astince ‘rane Progam ene anispmxais9 nae US Depumeso bansoonaion Pasod tough he St Caieia Offs o Tate ae ‘Se nd Comma Highway Safty mao rrveco na prisizs 10.6 Subs Suteond High Community Safey s798 ima Peis for Rept Ofc for Driving While Inox 2608 risco saz Prisizs 24st ‘Suet Mini Pens fr Rept ‘Ofer fr Ding Whe nested asa Paned tough he Sito sifenie: Doprimen of Taparion m20s —_stIsL-sts9017, ‘Toul US. DepmietoF Faparaion roa - (Continued) See accompanying notes to Schedule of Expenditures of Federal and Selected State Awards. “6:CITY OF ALHAMBRA ‘SCHEDULE OF EXPENDITURES OF FEDERAL ‘AND SELECTED STATE AWARDS (CONTINUED) For the year ended June 30, 2016 Canlogot Fede eral Grantor Pass-Through Acsianee — Wencon State a cra Progr Number "Number" __Expenires _Subeiien 1S. Dspuime of Honan Seca assdtengh hy of Los Anges, omend Seco Gant Pogar- Ubu ‘Arse Seay ive ora; casio $9137 {US Envonment Protein Agcy Diet ropa Conroy Mandel Projet ama sorsasot p00 ‘TOTAL. EXPENDITURES OF FEDERAL AWARDS (2 Se Asad Tol though he County of Lox Angele ‘eparmet of Commanty and Sener ‘Stpprive Servis Progam ‘TOTAL EXPENDITURES OF SELECTED STATE AWARDS ‘TOTAL, EXPENDITURES OF FEDERAL "AND SELECTED STATE AWARDS 2518866 : a0 sass ‘See accompanying notes to Schedule of Expenditures of Federal and Selected State Awatds. TeCITY OF ALHAMBRA NOTES TO SCHEDULE OF EXPENDITURES OF FEDERAL ‘AND SELECTED STATE AWARDS For the year ended June 30,2016 |. GENERAL! ‘The accompanying Schedule of Expenditures of Federal and Selected State Awards (the Schedule) present the actviy ofall federal and selected state financial assistance programs of the City. The City's reporting entity is defined in Note I of the notes to the City's financial statements. All financlal assistance received directly from federal agencies, federal financial assistance passed though other government agencies tothe City, as well ws certain state financial assistance passed through the County of Los Angeles Department of Community and Senior Citizens Services is included in the accompanying Schedule, The information in this Schedule is presented in accordance with the requirements of Title 2 U.S. Cadle of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (niform Guidance), BASIS OF ACCOUNTING: ‘The accompanying Schedule is presented using the modified accrual basis of accounting for ‘governmental funds andthe accrul basis for proprietary funds, which is described inthe Note lof the notes to the City's finaneial statements, Such expenditures are recognized following the cost principles contained in the Uniform Guidance and OMB Citeuler A-87, Cost Principles for State, Local, and Indian Tribal Governments, wherein certain types of expenditures are not allowable oF face limited ast reimbursement. INDIRECT COST RATE: ‘The City has elected no to use the 10% de minimis indirect cost rate as allowed under the Uniform Guidance. [RELATIONSHIP TO COMPREHENSIVE ANNUAL FINANCIAL REPORT: Amounts reported in the accompanying Schedule agree to amounts reported within the City’s ‘Comprehensive Annual Financial Report. RELATIONSHIP TO FEDERAL FINANCIAL REPORTS: [Amounts reported in the accompanying Schedule agree with amounts reported in federal financial reports.1 CITY OF ALHAMBRA ‘SCHEDULE OF FINDINGS AND QUESTIONED COSTS For the year ended June 30,2016 Summary of Auditors’ Results: Financial Statements ‘Type of auditors epor issued: +" Unmoditied Internal control over finaeial reporting: ‘+ Material weakness idetiied? nd ‘+ Significant deficiency identified? = yes “xT none reported ‘Noncompliance material to financial statements noted: __ yes Federal Awards Internal control over major programs: ‘© Material weakness identified? ves xm ‘+ Significant deficiency identified? = yes Lo none reported ‘Type of auditors report issued on compliance for major programs: + Unmodified ‘Any audit findings dislosed that are requited tobe reported in aocordance with 2 CFR Section 200.516(0)?| x yes na ‘See Finding Number 2016-001 |denieaton of major programs: CEDA Number [Name of Federal Progam or Cluster 14218 Community Development Block Grants - Entitlement Grant Dollar threshold used to distinguish between type A and type B prowrans $__130,000 Adit qualified as lowerisk audit? ysCITY OF ALHAMBRA ‘SCHEDULE OF FINDINGS AND QUESTIONED COSTS (CONTINUED) For the year ended June 30, 2016 2._ Findings - Financial Statements A None noted. 3. Findings and Questioned Costs Major Federal and Selected State Award Programs Audit Finding Number 2016-001 Major Program United States Department of Housing and Urban Development, Community Development Block Grants» Entitlement Grant (CFDA 14.218), Grant Identification Number: B-1S-MC-06-0511 aitecia Unde Uniform Guidance Subpart E, Cost Priniples, Section 200.430, charges to Federal awards for salaries and wages must be based on records tat accurately reflect the work performed. Budget, estimates (ie, estimates determined before the services are performed) alone do not qualify as suppor for charges to Federal awards Condition During our aut of salaries and wages charged (othe grant, we noted that 2 out of the 25 payroll transactions selected for testing included charges for employee's salaries and wages that were based on a budgcted percentage instead of actual hours, This issue was only noted for two administrative employees and only for thee administration time. Actual hours worked on specific rant projects were tacked and eharge othe specific grant projects accordingly. in addition, we noted that effetive Mareh 2016, the entire salaries and wages for these employees were charged to ‘the grant based on actual hours, Cause ‘These two employees note do not tack and document actual adminis federal program. Effect ‘The City is nt in compliance with the Uniform Guidant -10-CITY OF ALHAMBRA ‘SCHEDULE OF FINDINGS AND QUESTIONED COSTS (CONTINUED) For the year ended June 30,2016 3. Findings and Questioned Costs - Major Federal and Selected Stale Award Programs Audit ‘The amount of administrative salaries and wages, including benefits, charged to the federal program for these two employees for the period from July T to February 28 is approximately $59,000. The amount of questioned costs cannot be determined since there are no records that asceurately reflect the actual work performed, Context ‘There are two employees that charge administrative salaries and wages tothe federal program, Recommendation \We recommend the City charge slaries and wages to Federal programs based on sotual hours ‘worked by employees on each Federal program and maintain proper documentation of actual hours worked. Managsments Response The City has corrected the above condition and cutrently tracks, documents, and charges actual ‘ime worked on federal programs. oneCITY OF ALHAMBRA ‘SUMMARY SCHEDULE OF PRIOR AUDIT FINDINGS. For the year ended une 30,2016 ‘There were no findings or questioned costs forthe year ended June 30, 2015. 12tom no, fe ciry oF ALNAMaRA ie AcchoA neon ‘ie onvanuomarenevn: __ WW. are: March21,2017 wo: ovoabe Mayr an ener the ly Cand SUBMITTED BY: Thomas M. Phaips, Fire Chief Silvia Smith, Assistant to the Fre Chief ‘SUBJECT: FY 2016 URBAN AREA STRATEGIC SECURITY INITIATIVE GRANT RECOMMENDATION: Itis recommended that the City Councit 4. Accept the 2016 UAS! grant inthe amount of $119,137.00, 2. Direct the Finance Director to amend the City’s 2016-17 Adopted Budget. Increase the Fle Department revenue by $97,560.00 in account 101.0.42382 and appropriate ‘$97,560.00 in account 101.30.3610.99962, Increase the Police Department revenue by $2177.00 in account 107,20.42382 and appropriate $21,577.00 in account 401'20,2010:99992, and 3. Direct staf to undertake the steps necessary to finalize Counci’s action BACKGROUNI Los Angeles City has been identifed by the United States Department of Homeland Security as, Core City with several potential terrorist targets within its borders, As a designated Core City, they are eligible for adltional funding through the UASI Grant Program that is administered by the Department of Homeland Security. In addition to the Core City (Los Angeles), individual Cites that are contiguous to the City of Los Angeles are also eligibie for funcing. ‘The City of ‘Anambra and 15 other etles are identified as contiguous ciies and, therefore, are eligible for funding through tis grant ‘The Alhambra Fire Department and the Alhambra Police Department jointy submited a grant request for $119,137.00 to the Approval Authorty who administers the UASI Grant Program, land the request was approved. The Fire Department was allocated $97,560.00 and the Police Department was allocated $21,877.00 ‘During the 2016 UASI Grant process, the Los Angeles Area Fire Chief's Association allocated {$97,560.00 to the Alhambra Fire Department for Urban Search and Rescue equipment and training. This would include $43,360.00 for the cost of Urban Search & Rescue equioment, '$50,000,00 for the Regional Training Center, and $4,200.00 for MOBEX Exercises. The Police Department was allocated $21,577.00. This would include $12,182.00 for Trauma Kits and ‘$9,305.00 for a Mask Fit Test Machine.FINANCIAL ANALYSIS: ‘This ie a reimbursement grant Once a request is approved by the Los Angeles City Urban Area Approval author and the State (Cal OES), the sub-grantee (Alhambra Fire Department) ‘must spend the money for approved expenses and make a claim for reimbursement. There are ‘no enet share or match requirements associated with this funding fr the approved equipment. ‘Acceptance of the 2016 UASI Grant by the City Council would require an amendment to the fiscal year 2016-2017 adopted budget for anticpated grant revenues to 2016 UASIGrant-Fire Department (Account No. 101.30.42392) inthe amount of $97,580.00; and a budget increase to Fire Department UAS 2016 (Account No. 101.30.9810,99392), and the 2016 UASI Grant-Police Department (Account No. 101.20.42392) inthe amount of $21,577.00; and a budget increase to Police Department UASI 2016 (Acenunt Na 101 20 2010 88362)‘SUBAWARD AGREEMENT Subrecipient: The City of Alhambra Tite: FY 2016 Urban Area Security Initiative (UAS!) Grant Program C2M17-23 City Contract Number.‘TABLE OF CONTENTS: io ‘Section Tie fad §32 §33 §3.4 §35 S36 $37 33 §3.9 §3.10 gait §3.12 §3.13 1. GENERAL INFORMATION Federal Award Information... Subawvard Information and Period of Performance Parties and Notice. Authorities 1, SUBAWARD TERMS AND CONDITIONS ‘Summary of Requirements... City Adminstrative Requirements, DHS and CalOES Requirements Uniform Requirements for Federal Awards: II STANDARD PROVISIONS Independent Party Construction of Provisions and Applicable Law, Interpretation and Enforcement. Integrated Agreement ' Excusable Delays, Breach... Prohibition Against Assignment and Delegation... Indemmiftation.. Subcontractor Assurances. Remedies for Noncompliance Termination... ‘Amendment ‘Complete Agreement Signature Page... LUAS! 18 Subawaed Agreement iExhibit A Exhibit Exhibit Exhibit D Exhibit E EXHIBITS DHS Standard Conditions and CalOES Assurances Financial Management Forms Workbook Modification Request and Reimbursement Request Forms (CalOES Forms. Technology Standards LAS! 16 Subaward Agroemont iiAGREEMENT NUMBER __OF CITY CONTRACTS BETWEEN THE CITY OF LOS ANGELES AND THE CITY OF ALHAMBRA ‘THIS SUBAWARD AGREEMENT (‘Agreement" or Contract’) is made and entered into by and between the City of Los Angeles, a municipal corporation (the City’), and the City of Alnambra, a municipal corporation (the "Subreciplent’). In ‘consideration ofthe mutual covenants set forth herein and the mutual benefits to be rived therafrom, the City and Subrecipient (each a “Party” and collectively, the Parties") agree as follows: 4 |. GENERAL INFORMATION Federal Award Information “The “Federal award” (as such term is defined inthe Code of Federal Regulations (‘CFR"), 2 CFR §200.38, and used inthis Agreement) is the Fiscal Year (FY) 2016 Urban Area Security Initiative Grant Program, FAIN #2016-DJ-BX-0248, CFDA #16,738, Federal Award Date August 10, 2016, ‘The "Federal awarding agency’ (as such term is defined in 2 CFR §200.36 and sed in this Agreement is the United States Department of Homeland Security, Federal Emergency Management Agency, Grants Program Directorate ("DHS") ‘The State of California, through its Governor's Office of Emergency Services ((CsI0ES"), acts as the “pass-through entity” (as such term is defined in 2 CFR. §§200.74 and used in this Agreement) forthe subaward ofthe Federal award to the City for the benefit ofthe Los Angeles/Long Beach Urban Area ("LAILBUA") In the amount of $54,888,000.00. ‘The City, acting through its Mayor's Office of Public Safely "Mayor's Office”), acts as the pass-through entity for this subaward of the Federal award to Subrecipient. §1.2 Subaward information and Period of Performance ‘Subreciplent hereby accepts the folowing subaward (‘Subaward") of the Federal ‘award upon the terms and conditions set forth in this Agreement: ‘Subaward amount $119,197.00 ‘Subaward Period of Performance (‘Term’): September 1, 2016 to May 31, 2019 Match Requirement: None UASI 16 Subaward Agreement 13 gta ‘The torn ofthis Agreement shall be the “Term” as set forth inthis Section 4.2 Parties and Notice ‘The Parties to this Agreement, and thelr respective representatives who are authorized to administer this Agreement and to whom formal notices, demands ‘and communications shall be given are as follows: Panty: City of Los Angeles ‘Authorized Representative: Jeff Gorel, Deputy Mayor ‘Authorized Department: Mayor's Office of Public Safety ‘Address, Phone, Fax, E-mail 200 N. Spring Siseet, Room 303, Los Angeles, CA 90012 Phone: (213)978-0687 Email: jeff gorell@lacity.org Party: Gity of Alhambra Authorized Representati Chief Doug Shonkviler ‘Authorized Department: Fire Department Address, Phone, Fax, E-mall 301. 1" St ‘Alhambra, CA 91801 Phone: (626) 670-5199 Email: dshonkwiler@alhambrafre.org Authorized Representative: Lt Jennifer Wiese ‘Authorized Department: Palice Department ‘Address, Phone, Fax, E-mail: 301 N. 1 St. ‘Alhambra, CA 91801 Phone: (628) 308-4817 Email: Jwiese@alhambrapd.org Formal notices, demands and communications to be given hereunder by either Party shall be made in writing and may be effected by personal delivery or by registered or certified mail, postage prepaid, return receipt requested and shall be deemed communicated as of the date of mailing. Ifthe name of the person designated to receive the notices, demands or communications or the address of ‘such person is changed, written notice shall be given, in accordance with this ‘section, within five (5) business days of said change. Authors ‘The Los Angeles City Council and the City’s Mayor have aocepted the Federal ‘award and have authorized the City to execute this Agreement (C.F. #160777, ) ‘Subreciplont warrants that it has obtained written authorization from its city ‘council, governing board, or authorized body to execute this Agreement and UASI 16 Subaward Agreement 2accept and use the Subaward. Subrecipient further warrants that such written authorization specifies that Subreciplent and the city council, governing board or authorized body agree: ‘a. Toprovide all matching funds required under the Subaward and that any cash match willbe appropriated as required. b. That any lablity arising out ofthe performance of this Agreement shall be ‘the responsibilly of Subrecipient and the city council, governing board or authorized body. . Thal Subaward funds shall not be used to supplant expenditures controlled by the city council, governing board or authorized body. d.—Thatthe official executing this Agreement i, in fact, authorized to do so, ‘Subreciplent shall maintain this proof of authority on fle and make it readily ‘avaliable upon demand, IREMAINDER OF PAGE INTENTIONALLY LEFT BLANK] LUASI 16 Subaward Agreement a24 I SUBAWARD TERMS AND CONDITIONS su ements By executing this Agreement, Subreciptent horeby agrees that it shall comply ‘with all terms and conditions set forth inthis Agreement, which includes all ‘guidance, regulations and requirements (collectively, “Requirements') of the Federal avearding agency and CalOES that are applicable to a recipient andlor ‘subreciplent of @ Federal award or grant. Such Requirements are set forth in the following documents and incorporated herein by tis reference: (1) Department ‘of Homeland Security FY 2016 Homeland Security Grant Program Notice of Funding Opportunity (DHS NFO", (2) FY 2016 DHS Standard Terms and Conditions (‘DHS Standard Conditions"), (3) FEMA Information Bulletins ("15"), (4) CalOES 2016 Homeland Security Grant Program California Supplement to the Federal Notioe of Funding Opportunity (‘CalOES Supplement’), (5) CalOES 2016 Standard Assurances for All CalOES Federal Grant Programs ("CalOES ‘Assurances’, (8) CalDES Grant Management Memos ("GMM"), and (6) the cost principlas, uniform administrative requirements and audit requirement for federal ‘grant programs as housed in Tile 2, Part 200 of the Code of Federal Regulations CFR") and In updates Issued by the Office of Management and Budget ("OMB") on house.govlomb!. ‘Subrecipient hereby certifies that ithas the legal authority to execute this ‘Agreement, accept the Subaward given through this Agreement, and has the institutional, managerial and financial capability to ensure proper planning, ‘management and completion o its projects being funded by the Subaward. Subrecipient hereby acknowledges that its responsible for reviewing and adhering to all Requlremants referenced above. For reference and without imitations, certain ofthe Requirements are set forth in more detail n the sections below. §22 Cly Administrative Requirements A. Subrecipient acknowledges and agrees thatthe City is acing as a “pass- through ently” (as such term is defined in 2 CFR §200.74 and used in this ‘Agreement) for this Subaward and that the City shall have the rights and obligations relating to this Subaward and its administration as set forth in this Agreament and in 2 CFR Part 200. B. _Subrecipient and the City have previously completed a mutually approved Financial Management Forms Workbook which was approved by CalOES prio to the execution ofthis Agreement (the “Workbook") and which is attached hereto as Exhibit B. The Workbook contains detailed listings of items and projects and the amount of Subaward funds allocated for such items and projects. Subrecipient shall use the Subaward funds strity in ‘accordance with the Workbook, and any expenditures not so made shall bbe deemed disallowed under this Subaward, UASI 16 Subaward Agreement 4‘The City shall provide Subrecipient with an electronic Workbook of ‘Subrecipient’s projects. Any request by Subrecipient to modify the ‘Workbook must ba made in writing and accompanied by a completed Moadffcation Request Form, attached hereto as Exhibit C, and a revised ‘Workbook showing such modification and containing all supporting documentation as required. Workbook modification requests must be submitled to the City no often than once a month and prior to deadiines set by the City. Requests submited after any such deadtine willbe retuned ta Suibrecipiant and will nt be accepted until the following submission period. The Gity will notify Subrecipient in wilting if Workbook ‘modification requests are inaccurate andlor incomplete. Inaccurate andior incomplete requests shall be returned to the Subreciplent for revision and shall be accepted by the City when such requests are accurate and ‘complete, Subreciplent shall not expend any funds on modified Workbook items until such modification is approved by the City and CalOES. ©. _Subreciplent previously submitted to the City a Project Application in ‘connection with the Subaward, which included a Project Timeline (‘Project Timeline’) setting forth detalls regarding the milestone and completion dates for Subrecipient projects funded under the Subaward. Subrecipient shall manage its Subaward funded projects in accordance with the Project ‘Timeline and provide, in a timely manner, any plans and reports requested by the City regarding the status of such projects. Inthe event a Workbook modification request requires a modification to the Project Timalin, ‘Subrecipient shall update the Project Timeline accordingly and submit it ‘along with its Workbook modification request for approval. Failure to meet any milestones or deadlines as set forth in Subrecipiont’s Project Timeline may result in the Cty reducing Subaward funds allocated to the Subrecipiont. D. _Subrecipient shall complete and deliver tothe City all forms required by ‘CalOES in connection with the implementation of Subreciplent’s projects ‘under the Subaward, Such forms, which are collectively attached hereto ‘as Exhibit D, include: (1) an aviation equipment request form, (2) a \atereraft equipment request form, (3) an Emergency Operations Center request form, (4) an Environmental and Historical Preservation ("EHP") request form, and (6) a sole source procurement request form. ‘Subrecipient acknowledges that all such forms must be completed, delivered and approved by the City and CalOES prior to the purchase of ‘sald equipment, implementation of the project, or the completion ofa sole ‘source procurement, as the case may be. Approval of such requests and ‘forms shall be made by the City and CalOES in their respective sole discretion. Failure to gain approval of such completed requests and forms by the Cy and CalOES may disallow any costs Incurred by Subrecipient ‘under this Subaward in connection with such equipment, project or procurement, UASI 16 Subaward Agreement 5E, _Subreciplont agrees that any equipment, product, service or activity funded with this Subaward shall comply with any and all technological andlor Interoperability specifications and standards as may be approved by the LA/LBUA region, and any such equipment, product, service or ‘actly not so compliant shall be not eligible for funding by this Subaward, ‘A ist of technological standards currently approved by the LA/LBUA region is altached as Exhibit E. Subrecipient shall further ensure that it ‘olsins rom is contractors, subcontractors, and vendors al rights related to Inventions, copyrightable materials, and data for which the Federal awarding agency and CalOES has rights to, as more fully set forth in 2 CFR §315 Agreement and Section 2.3.P. ofthis Agreement. F. Any “equipment” (as such term is defined in 2 CFR §200.33 and used in this Agreement) acquired or obtained with Subaward funds: (1) Shall be ‘made avalable pursuant to applicable terms ofthe California Disaster and Civil Defense Mastor Mutual Ald Agreement in consultation with representatives of the various fre, emergency medical, hazardous materials response services, and law enforcement agencles within the Jurisdiction of the LAILBUA, and deployed with personnel trained inthe use of such equipment in a manner consistent withthe California Law Enforcement Mutual Aid Pian or the California Fire Services and Rescue ‘Mutual Aid Plan; (2) Shall be consistent with needs as identified in the State Homeland Security Strategy and wll be deployed in conformance ‘with that Strategy, and (3) Shall have an LIVLBUA identification decal affixed tot, and, when practical, shal bo affixed where It is readily visible {and prominently marked as folows: "Purchased with funds provided by the U.S. Department of Homeland Secunly.” ‘Subreciplent shal take a physical inventory ofall equipment acquired or ‘obtained with Subaward funds and reconcile the results with equipment ‘records at least once every year. G, This Subaward is not a “fixed amount award” as such term is defined in 2 CFR §200.45. Subrecipiont agrees that disbursment ofthis Subaward to ‘Subreciplent shall bo made on a reimbursement method. In the event ‘Subrecipient requests advance payment of Subaward funds, Subrecipient shall comply with, and provide evidence to the City of compliance with, the criteria and obligations related to the use of advance payments as set forth in 2 CFR §200,305 as well as satistying any other Cy and CalOES. requirements for advance payments. In requesting reimbursement from Subaward funds, Subrecipiont shall prepare, maintain and provide to the City a completed Reimbursement Request Form (attached hereto as Exhibit C) along with invoices, purchase orders, proof of delivery, proof of payment and payroll records, limesheets, receipts and any other supporting documentation necessary ASI 16 Subaward Agreement 6923 to fully and accurately describe the expenditure of funds for which reimbursement from the Subaward is requested (collectively, the "Reimbursement Request’), All such supporting documentation forthe Reimbursement Request shall satisfy applicable Federal, State and City audit and review standards and requirements. Such documentation shalt be propared at the sole expense and responsibilty of Subrecipient, and the City and the Subaward will nt reimburse the Subrecipient for any ‘costs incurred for such preparation. The City may request, in writing, ‘changes to the content and format af such documentation at any ima, and the City reserves the rght to request adaillonal supporting documentation to substantiate costs incurred at any time, The City wll notify Subrecipient in writing if Reimbursement Requests inacourate andlor incomplete. Inaccurate andlor incomplete Reimbursement Requests shall be returned to Subrecipient for revision and shall be accepted by the Cily when Reimbursement Requesis are accurate and complete. Reimburement Requests must be submitted to the City on a monthiy basis. The City shall forward a Reimbursement Request to CalOES for payment within tity (30) days of receipt of such Reimbursement Request, provided such request is deemed acourale and complete. The City shall forward reimbursement payment on a Reimbursement Request to Subrecipient within thity (30) days of receipt of such reimbursement payment from CalOES to the City. Final Reimbursement Requests for this Subaward must be received by the City no later than one hundred twenty (120) days prior tothe end of the ‘Term to allow the City sufficient time to complete close-out activities for this Subaward (the ‘Relmbursement Deadline’). Any Reimbursoment Request submilted after the Reimbursement Deadline shall be rejected unless, prior to the the submission of such request, the Mayor's Office, in lis sole discretion, has approved in writing the submission of such request, after the Reimbursement Deadline. Alter the Reimbursement Deadiine, ‘any unexpended Subaward funds may be re-directed to other needs across the LALBUA region. The City will notify Subrecipent, in writing, when unexpended Subaward funds may be re-directed H. —Subrecipient acknowledges thatthe City makes no commitment to disburse Subaward funds beyond the terms set forth herein and that ‘nding for all periods during the Subaward Term Is subject to the continuing avallabilily to the Clly of federal funds for this Subaward from CalOES and the Federal awarding agency. This Agreement may be terminated immediately upon written notice to Subrecipient of such loss or reduction of Subaward funds, DHS and GalOES Reaulrements UASI 16 Subaward Agreement 7‘Subrecipient shall comply vith all Requirements promulgated by DHS (which is the Federal awarding agency for this Subaward) and GalOES which are ‘applicable to this particular Subaward, These include, without limitation, (1) the Requirements for recipients and subrecipionts set forth in the OHS NOFO and the DHS Standard Condltions, and (2) the Requirements for “Applicant” and ssubrecipients set forth in the CalOES Supplement and the CalOES Assurances, For reference, the DHS Standard Conditions and the CalOES Assurances are both attached hereto as Exhibit A and incorporated herein. Some of these DHS. ‘and CalOES Requirements ara set forth below in this Section 2.3 ‘A. Subrecipient will not use Subaward funds to supplant (replace) funds that have been budgeted forthe same purpose through nor-federal sources. Upon request by the Cty, CalOES andlor the Federal awarding agency, Subreciplent shal be required to demonstrate and document that a reduction in non-Federal resources occurred for reasons other than the receipt or expacted receipt of Subaward funds. Subrecipient shall not charge any costs allocable under this Subaward to any other Federal ‘award to overcome fund deficiencies, to avoid restrictions imposed by Federal statutues, regulations, or terms and conditions of Federal awards, or for other reasons. Subrecipient shall not be delinquent inthe repayment of any Federal debt. Subrecipient must request instruction from the City and CalOES for proper disposition of any original or replacement equipment acquired with Subaward funds. 8. Subrecipient shall comply withthe requirement of 31 U.S.C. Section 3729- 3733, which sets forth that no subgrantee, recipient or subreciplent of federal funds or payments shall submit a false claim for payment, reimbursement or advance. Subrecipient agrees to be subject to the administrative remedies as found in 38 U.S.C. Section 3801-3812 for Violations ofthis requirement. ©. Subrecipient shall comply withthe provisions of DHS Specific ‘Acknowledgements and Assurances section set forth in the DHS Standard Conditions and the Reporting Accusations and Findings of Discrimination section of the CalOES Assurances. . _Subrecipient shall comply withthe provisions of the Lobbying and Political “Activities section set forth in the CalOES Assurances. In connection thereto, Subreciplent hereby certifies that: ‘8. No Federal appropriated funds have been paid or will be paid, by or on ‘behalf of Subrecipient, to any person for influencing or attempting to Influence an officer or employee of an agency, a Member of Congress, {an officer or employee of Congress, or an employee of a Member of ‘Congress in connection with the awarding of any Federal contract, the ‘making of any Federal grant, the making of any Federal loan, the UASI 16 Subaward Agreement 8entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal Contract, gran, loan or cooperative agreement, », Ifany funds other than Federal appropriated funds have boon pald or ‘wll be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer cor employee of Congress, oF an employee of a Member of Congress in ‘connection with tis Federal contract, grant, loan, or cooperative agreement, Subraciplent shall complate and submit Standard Form-LLL "Disclosure Form to Report Lobbying" in accordance with its instructions. «©, Subrecipient shall requir thatthe language of this certifcation be included in the award documents forall subawards at al tiers (Including subcontracts, subgrants, and contracts under grants, loans, ‘and cooperative agreements) and that all subrecipients shall certify ‘and disclose accordingly. E, As required by Executive Orders (EO) 12549 and 12689, and 2 CFR §§200.212 and codified in 2 CFR Part 180, Subrecipient shall provide protection against waste, fraud and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the Federal government. Subrecipient hereby certifies thatit and its principals: ‘a. Ate not presently debarred, suspended, proposed for debarment, SUBJECT: [BUDGET APPROPRIATION TO FUND PURCHASE OF A NEW BOILER FOR CITY HALL RECOMMENDATION: Itis recommended that the City Council approve @ General Fund appropriation in the amount of '$30,000 to Building Maintenance forthe purchase of a new boiler in City Hall, and direct staf to Lundertake the steps necessary to finalize Council's acon, BACKGROUND: ‘Alhambra City Hallis 58 year old building that was opened in 1961. As a result, many different "mechanical and HVAC systems anc equipment have reached the end ofthat ite and are routinely replaced to keep the building working properly. ‘The boiler in City Hal, which the primary piece of machinery the produces heat forthe bulding, failed approximately four weeks ago, the Citys contracted preventative maintenance company, ‘Johnsons Controle, Ine. has been out several times to see fa repair is possible, but they advised ‘hate repair would be costly and would not extend the if of the boler much longer. Based on this recommendation, staf slcted writen proposals from three diferent companies for the replacement and installation of anew boiler in the basement of City Hall. The proposals ranged ‘rom $52,168.42 to $29,800. Equipment Tech Services works primarily with bollers, and thelr proposal came in the least expensive at $29,800. ‘Staff is requesting an appropriation of funds in the amount of $30,000 o purchase and installa new boiler from Equipment Tech Services, and return heat te Cty Hall, making customers and staff mare Comfortable with the climate inside the bulding FINANCIAL ANALYSIS: ‘To fund the purchase of the replacement boiler would entail a General Fund appropriation in the amount of $30,000 to Building Maintenance ~ Various Capital Outlay (account 101, 14,1230, 98010), ATTACHMENTS: Nonetem No,_!) Is CITY OF ALHAMBRA. ‘Athambra AGENDA REPORT. CITY MANAGER APPROYA\ i\N \ DATE: March 27, 2017 TO: Honorable Mayor and Members ofthe City Council SUBMITTED BY: Paul Espiner, Fiance Decor /, SUBJECT: ‘TREASURER’S REPORT AS OF FEBRUARY 28, 2017 RECOMMENDATION: Itis recommended thatthe City Counel receive and file the attached February 28,2017 Treasurer's Report. FACTS AND BACKGROUND: 1, Attached is «copy ofthe Treasurer's Report that lists the City's investments as of February 28, 2017. 2. City investments are made in compliance with the City’s Investment Policy Statement as adopted by the City Council on June 27, 2016, 3. Theattachod February 2017 Treasurer's Report lists investmentsheld by the City as of February 28, 2017 as well as the current market value for such investments. All investments have been ‘made in accordance with the City’s Investment Policy Statement as adopted by the City Council ‘The City invests primarily in the Stale of Califonia’s Local Agency Investment Fund, Certificates of Deposit and U.S, Government Treasury snd U.S. Ageney securities, all of which are considered safe investments. All investments are considered fist for safety, then liquidity ‘and finally yield, Securities are purchased to be held until maturity and not to be traded for short term gains; however, if certain market conditions exist, the preservation of capital principal will be employed to maintain safely involving market and credit tsk eitrion FINANCIAL ANALYSIS: Based upon California Government Code Section 3646 (b)(3), the City of Alhambra’s cash position is sufficient to meet its expenditure needs for the next six months.Saute i Fee See 4n7 —srapoo» sumo cam Tout Cerone of ose = Eases — ae Leste ment a Pap steno ome most Secret Frc pcan dees rot rans Sacer Frome scat Seon Eine cat 9 sista Pekar ny eon rob on areca secur Fr rea. sous Free oe Bewed [Prt Post ane. Bhp Cay | a = — a = uta: Ts aa at ei po atin ant atom Sent penn wa may ‘at San saan ey pce yc gh aa ayes bce orrnventnotmenTiamer agnor? 1 $<ply Setn 125 Fa tant ee) ore gaat asonse “al bunk Demo Aco ld Fas 7 aon oper bueredconrerstion Pan ia ane 2918) ivsproies — sstouees “Tot ployee elaed Compensation Progam Bisons — ahr rnewsoe roses meseae Cal state LA Mav station Aut Sincere Rest ot Wee genes siesesr 001 ey at rat ta ont surgeseo___wrgeseo a0 “oles Se A Main ton Ato aires’ tears ‘aan beste Cotes Pau cA Soernet ad etn 86460) (NE fren ry r i seon7s amperes © sesnenrs oom ese hears co. ea rarely 6211870) 10 0 10 ons EBeoctcetnowaarFaaee S _ ae Ens ants aa 4 ananoraReturaratgrvwnet Bode Pat nate manera gonna’ sesnent Dae entree vacaon bed oon et size ous sim ome Sato Ano 94 evant Fu Ac 860 sete Yom Bese Fad: ct 02054 oe oe oes eee ‘Boances iSO 20 cumece saree armen Srctrert Rc tee ans etme ons eis osn ante Fig hry on Eantarnon canon Pani 3 coerce cer esse asasaen ——zsnansen 0008 ans Yk Ata Pain 209s Revue D608 can vies oan encom a8 ‘Bana Yok Abas Water 16 Cont of sun AsV 82112 248400 rases0 raset89 0.00% Ban aw Yo Anam Wate 162008 Esra ect 224 Total Rested Cas a vests nseswors2 naooorer _seoren + Let oe nomen tm Ban aw Yous ak _evFADinsintmies etre Rees emo «at‘Agenda Item No. jz Unofficial until approved by the ‘Alhambra City Council MINUTES. Regular Meeting ALHAMBRA CITY COUNCIL March 13, 2017 5:30 pam. ROLL CALL: At 5:31 pum. on Monday, March 13, 2017 the Alhambra City Council met in the Council Chambers of the Alhambra City Hall PRESENT: MESSINA, MALONEY, AYALA, MEJIA ABSENT: SHAM Officials Present: City Manager Yokoyama, Assistant Cily ManagerDirector of Human Resources Schultz, City Attorney Montes, Cty Clerk Myles, Assistant City Manager/Director of Risk Management Bacio, Director of Public Works Chavez, Director of Development Services ace, Fire Chief Phelps, Dicector of Administrative Services Paulson, Director of Community Services Ray, Director of Environmental Services Jarvis, Interim Chief of Police Gomez~ Whiteley, Library Director Hemandez, Director of Finance Espinoza, Deputy City Manager Binnquisl, Management Assistant Kespract FLAG SALUTE: Led by Mayor Mejia CLOSED SESSION & CITY ATTORNEY ANNOUNCEMENT re SAME - F2M17-14 City Attomey MONTES identified those items listed on this evening's agenda which would be discussed in Closed Session as follows: Conference with Real Property Negotiator (Govt. Code Section 94956.8): None Conference with Legal Counsel-Existing Litigation (Govt. Code Section '54956.9(¢)(1)): City of Gardena v. Regional Water Qualty Control Board, City of ‘Alhamba (as_a Real Party in Interest), LASC Case No. BS 156242 Conference with Legal Counsel - Anticipated Litigation: Significant exposure foiligation pursuant to Govt. Code Coction 64058-0(6)(2):2 matters. Intiation of ligation pursuant to Govt. Code Section 54958.9(6\4). 2 matters Discussion of Personnel Matters (Govt. Code Section 54957): None Conference with City’s Labor Negotiator (Govt. Code Section 54957.6): Tara ‘Schultz, Assistant City Manager/Director of Human Resources, re: Management Employees, Alhambra Police Miscellaneous Association, ‘Alhambra Police COficers' Association, Alhambra Police Management Association, Alhambra Fire Fighters" Association, and the Alhambra City Employees’ Association 1 343.17‘whereupon at 5:52 p.m, the City Counci! moved into closed session pursuant to applicable lav, ineluding the Brown Aet (Government Code Sec. 54950, et seq.) for the purpose of conferring with the Cty Attomey. RECONVENE: At 7:06 pm. the City Council moved oul of closed session with all members present [SHAM, absent] City Attorney MONTES announced thal when the City Council moved but of closed session it had not conclused the closed session, Therefore, after the 7:00 p.m. ponlon of the agenda was concluded, te ily Council woul! muve back ilo use! session CEREMONIALS 4 2. COMMENDATIONS: AYSO REGION 60 U-12 GIRLS’ SOCCER TEAM: THE ALHAMBRA FC ~ F2417-3 Mayor Mejia and the Alhambra City Council, on behalf of the citizens of Alhambra, wished to congratulate the Alhambra FC U-12 Girs' Soccer Team for winning both tt ‘AYSO Regional and Area 1C Championships and reaching The Riverside Sectional Finals. where the team placed third. The Alhambra FC team is to be commended for ‘accomplishing their t2am goal to reach the Riverside Sectional Finals and for finishing their season with an impressive record of 18 wins and only 1 loss. The Alhambra ‘community is praud to have the members of the Alhambra FC team representing the ity of Alhambra and AYSO Region 60. Mayor Melia presented the commendations toteam members ofthe Alhambra FC. ALHAMBRA FC Toam Members SADEEL QWAIDER ZOE CHAN BREANNA GONZALEZ ‘AUDREY CHENG NATALIA OSORIO CAITLYN CHENG. LAUREN BARELA KIYOMI MACIEL JOCELYN CRUZ LILIANA REYNOSO ISABELLA GABRIEL Head Coach OSCAR REYNOSO SR. ‘Assistant COACH OSCAR REYNOSO JR. ‘Team Mom LETICIA REYNOSO CONMENDATIONS: SPARK OF LOVE TOY DRIVE DONORS ~ 2417-3, Mayor Mejia and the Alhamiora City Council, on behalf of the citizens of Alhambra, Wished to recagnize and thank all the organizations that donated to and supported the 1026-15‘Anambra Fite Fighters’ Spark of Love toy drive, The support of these organizations alowed the City to serve over 540 families during the holiday season, Because of their fffors, children and familes were able to experience the love and care of their ‘community and share the joy of the season. The Cily Council deeply appreciates the ‘supped ofall the organizations which allows the Cy to continue the Spark of Love toy ‘rive, a wenderul tradition to serve families in our community. Mayor Mejia presented ‘commendations tothe folowing Alhambra Spark of Love donors: [AL HAMARA POLICE OFFICER ASSOCIATION ALHAMBRA UNIFIED SCHOOL DISTRICT [EMIMAUS LUTHERAN CHURCH ROSEMEAD CHAMBER OF COMMERCE ALHAMBRA CHAMBER OF COMMERCE ‘YMCA OF WEST SAN GABRIEL VALLEY ‘SOROPTOWIST INTERNATIONAL OF ALMAMGRAISAN GABRIELISAN MARINO ‘COLDWELL BANKER GEORGE REALTY O.LA.RB, (ORIGINAL LOS ANGELES RAIDERS BOOSTER} COMMENDATION: GINA PUCGINELLI - RECIPIENT OF THE GIRL SCOUT GOLD AWARD - F2M17-3 ‘The Alhambra City Council, on behalf of the ctzens of Alhambra, wished to commend and congratulate Gina Puccinali as she receives the Git Scout Gold Award, the highest achiovement in gi scouting. Ms. Puccinel’s project to renovate the playhouse at the YMCA of the West San Gabriel Valley to meet legal safety requirements not only ‘demonstrated her commitment to keep kids safe, but has glven chidren at the YMCA a fun place to imagine and play, Ms, Puccinell is to be commended for her outstanding accomplishment in leadership and service to our community. Mayer Mejia presented a commendation to Ms. Puccinell PUBLIC HEARING 4 SECOND AMENDMENT TO THE CITY OF ALHAMBRA'S 2016-2017 ANNUAL ACTION PLAN FOR CDBG AND HOME PROGRAMS — F2N16-36, NaM17-12, w2ma7-40 Deputy City Manager BINNQUIST reported that this is the time end place set by Notice No, N2M17-12 for the Cty Council to hold a pubic hearing on the reprogramming and utilzaton of CDBG and HOME funds in The Second Amendment to the Ciy's Action Plan and {0 receive comment on the proposed changes. She noted that staf was seeking authorization to increase the funding currently allocated to CDBG. ‘Adminstration by $70,000 to provide additonal program oversight, including salaries ‘and overhead, for the program income activites and will be charged by itemized fimecard and authorization to commit and spend the funds on tho aforementioned program, Staff was also seeking authorization to increase the funding currently allocated 3 a4a417to the Home Buyer Program by $88,312 to provide down payment assistance to a ‘qualified First Time Homebuyer and authorization to commit and spend the funds on the Sforementioned program, On February 7, 2017, staff presented the proposed Second ‘Amendment to the Housing and Community Development Ciizen Advisory Commitee. ‘The Committee unanimously recommended approval ofthe Secone Amendment to the 2016-2017 Annual Action Plan. The 30-day review period began February 8, 2017 and ‘concluded March 10, 2017, Ne comments from the puble were received, Opened & Cloeed Public Hearing: Mayor MEJIA opened tha puilic heating: and, as there was no one present wishing fo speak, he closed the same. Discussion: None Action Taken: City Councl approved the Second Amendment to the City of Alhambra's 2016-2017 Annual Action Plan to reallocate CDBG and HOME funds. (w2Mr7-40) Vote: Moved: AYALA ‘Seconded: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA. Noes: NONE ‘Absent; SHAM CONSENT AGENDA (Item Nos. 5 - 16) {All tems listed under the Consent Agenda were considered by the Cty Council to be routine ‘and, therefore, were enacted by one mation. 6 FY 2015-2046 TO FY 2016-2017 CARRYOVERS - F2M16-17, F2N17-17, RAM17-10 In May 2016, the City Council adopted the 2015-2016 fiscal year budget that ‘appropriated sums of money to the various departments, offices, boards, commissions {and accounts of the City of Alhambra within each fund. tthe close of the fscal year 2015-16 staff identfied vatious appropriation canryovers that need to be re-appropriated to the fiscal year 2016-17. The City Manager and Director of Finance have reviewed ‘each department's requests and recommend approval ofthe requests of encumbrances ‘and carryovers dentfied in Resolution No, R2M17-10. Discussion: None ‘Action Taken: Council adopted Resolution No. R2N17-10 entiled: A Resolution of the Anambra City Council approving those certain fiscal year-end Carryovers from Fiscal Year 2016-2016 fo Fiscal Year 2016-17 and reappropriation of ‘outstanding encumbrances a the close ofthe Fiscal Year 2015-16 Vote: Moved: AYALA Seconded: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noes: NONE ‘Absent SHAM aat76, STEPHEN SHAM: APPROVE LEAVE OF ABSENCE ~ F92-27, M2M17-45 See. 12 of the Alhambra City Charter provides in pertinent part that an “elective office ecomes vacant... ia member of the council. fais to attend the meetings of the Council.» of which he or she is a member fora lke period (\e., 30 consecutive days) without being excused therefrom by the counci” Vice Mayor Sham is attending the National League of Cites’ Congressional City Conference in Washington D.C. (March 111-15, 2047) on behalf ofthe City of Alhambra and is not able to attend this evening's Discussion: None ‘Action Taken: Excused Vice Mayor Sham from this evening's Regular Meeting ofthe ‘Alsambra Cty Council. (W2M17-45) Vote: Moved: AYALA Seconded: MESSINA, ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noss; NONE Absent: SHAM 7, NIB: 2017 USDA SUMMER FOOD SERVICE PROGRAM - F2M6-60, N2M17-25 Staff requested that the City Councll approve the City’s participation in the Summer Food Service Program for 2017 and authorize the staf to culate a Notice Inviting Bids te secure a vendor to provide prepared lunches and snacks for the program. Distribution of lunches and shacks are proposed for Menday through Friday, beginning May 28 through August 4, 2017, tussion: None ‘Action Taken: City Council approved the City participation Inthe 2017 Summer Food Service Program (SFSP) and authorized staff o circulate a Notice Inviting Bigs to secure a vendor to provide prepared lunches and snacks forthe program. Vote: Moved: AYALA Seconded: MESSINA ‘Ayes; MESSINA, MALONEY, AYALA, MEJIA Noes) NONE Absent: SHAM 8 NOTICE OF COMPLETION: ALMANSOR PARK JOGGING TRAIL RECONSTRUCTION PROJECT ~ F2M16-38, C2M16.55, M2MI7-41, (On August 8, 2016 the City Council awarded a contract to Beynon Sports Surfaces Ino. in the amount of $59,000 for the Almansor Park Jogging Trail Reconstruction project. ‘There were no change orders issued for the project. This project has been inspected by staff and all work has been completed in accordance withthe City's requirements and specifications, As such, staff requested that the City Council to accept this project as complete. 3434710, Discussion: None ‘Action Taken: City Council accepted the work of Beynon Sports Surfaces Ine, for the Almansor Park Jogging Teall Reconstruction Project in the amount of $59,000 as ‘complete, directed the City Clerk to file a Notice of Completion ith the County of Los [Angeles for recordation; instructed the Finance Director fo release the 8% retention 35 ‘days from the date of recordation if no liens ar fled: and, directed staff to undertake the Slope necessary to fnaiza Councils action (2MAT-1) Vote: Moved: AYALA Seconded: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noes: NONE Aosent: SHAM AUTHORIZE ANNUAL FOURTH OF JULY FIREWORKS SHOW & AWARD ‘CONTRACT FOR FIREWORKS PROVIDER ~ F2MT-50, C2N17-20, M2M17-42 Staff requested thatthe Clty Council authorize the presentation of the annual Fourth of July fireworks show in Aimansor Park. The expenciture for the 2017 fireworks show ‘must be approved in order fr the City fo enter nto a contract with Exposhows Ine. The ‘expenditure will be charged to FY 2017-2018, Discussion: None ‘Action Taker City Council authorized the production ofthe annual Fourth of July fireworks show and celebration; author'zed entering into a contract with Exposhows Inc. fata coat of $25,900, and, insted the Finance Director to pay 50% of the cost (13.450) in fiscal year 2016-2017 and record the entire cost of $26,900 a8 an ‘expenditure in fiscal Year 2017-2018 in account number 101.60.6110.66914, (M2M17- 42) Vote: Moved: AYALA Secondeé: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noes: NONE ‘Absent, SHAM BUDGET APPROPRIATION TO FUND PURCHASE OF SOFTWARE SYSTEM ~ 247-27, M2M17-43 In an effort to make it easier for the public to submit applications for a variety of purposes, such a8 Building and Planning applications, Public Records Requests, and to be able to log-in and check the status of an application, City staff has been exploring ‘companies that offer these services. During this process, staf found a vendor that can provide an excellent customerfacing platform, which hes work-fiow built in for staf to Easily. make approvals and commanis on ‘an application. The product is called ‘SeamiessGov from the company SeamlessDocs, In addition to having the ably to streamline the application and approval process for applications in all City departments, 6 343-17"1 2, the product also has an intranet feature and the product comes with a full redesign ofthe Citys wobsite, making it more ADA accessible and more mobile friendly, 38 well 3s, giving a much more sophisticated and simple design. Staff requested that the City Council approve an appropriation for the purchase of the SeamlessGov software system, Discussion: None ‘Aetion Taken: City Couneil_ approved an appropriation inthe amount of $43,000 to the Administrave Services Department - Professional Services for the purchase of the SeamlessGov soflvare system: and, directed staff to undertake the Steps necessary to finalize Council’ action, (M2M17-43) Vote: Moved: AYALA Seconded: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noes: NONE Absent: SHAM NIB: SEWER LIFT STATION NO. 2 REPLACEMENT PROJECT - F2M14.27, N2M17~ 29 ‘Staff requestee that the City Council approve the distribution of a Notice Inviting Bids to {ualfied contractors for the Sewer Plant No, 2 Replacement Project. This project increases the capacty of the plant from 650 gallons per minute to 1,260 gallons per minuto. Discussion: None Action Taken: City Council approved the distribution of a Notice Inviting Bids to {qualified contractors for the Sewer Plant No, 2 Replacement Project with bids due no later than 1030 am, on April 27, 2077; and, directed staff to undertake the sieps necessary to finalize Council’ action, Vote: Moves: AYALA Seconded: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA. Noes: NONE Absent SHAM RESOLUTION ESTABLISHING A LICENSE FEE FOR COLLOCATED WIRELESS TELECOMMUNICATIONS ANTENNA FACILITIES ON CITY PROPERTY IN THE PUBLIC RIGHT-OF-WAY - F2N16-40, R2M17-11 Staff requested that the City Council adopt @ resolution establishing a license fee for collocated wireless telecommunications antenna facities on City property in the public Fight-ot way. In July, 2016 the City Councl adopted Ordinance No. O2M16-4691 wich Created regulation® for the placement of wireless facilites in the public right-of-way. Section 23.64 230 ofthe Ordinance provides that an annual license fee for placement of ' wireless telecommunicetions antenna faclity on Cty owned property wil be subject to 7 S43713. 4 ‘an annual fee as set by City Council resolution. Staff proposed that the City Counci set the annual Fcense fee at $7,000 Discussion: None Action Taken: City Council adopted Resolution No. R2MI7-11 entitled: A Resolution of the Cily Council of the City of Alhambra establishing @ license foe for ‘allocated wireless telecommunications antenna facities on City property inthe public rghtotway Vote: Moved: AYALA Seconded: MESSINA. ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA, Noes: NONE Absent: SHAM AWARD CONTRAGT: VALLEY BOULEVARD PHASE ll SEWER MAINLINE IMPROVEMENT PROJECT - F2M13-44, N2M17-5, C2M17-21, M2M17-44 (On January 9, 2017, the City Council approved distribution of a Notice Inviting Bids for the Valley Boulevard Phase Il Sewer Replacement Project. Nine bids were received for the project and GRECO Ine. was the lowest qualified bidder at $2,777,601 Discussion: None Action Taken: City Council awarded @ contract, subject to final language ‘approval by the Cy Manager and City Attomey, to GRFCO. Inc. in the amount of §2.777.601 forthe Valley Boulevard Phase Il Sewor Replacement Project, directed the Finance Director to appropriate $777,601 from the Sewer Fund balance for the Project. and, directed staff to undertake sleps necessary to finalize Council's action (w2mt7-44) Vote: Moved: AYALA Seconded, MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noes: NONE Absent: SHAM MINUTES. Discussion: None ‘Action Taken: __Cily Council reviewed and approved as submitted the Minutes of the Febsuary 13, 2017 regular meeting ofthe Alhambra City Counci Vote: Movec: AYALA Seconded: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noes) NONE Absent. SHAM 24718. 16. PERSONNEL ACTIONS ~F2M17-2 Discussion: None Action Taken: City Council ratified the actions of the City Manager set forth in that certain Personnel Actions document dated March 13, 2017 showing the various seiications, salary changes, etc, since the last Cy Council meeting Vote: Moved: AYALA Sacnndnd: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noes: NONE Absent: SHAM DEMANDS - F2417-1 Discussion: None Action Taken: City Council approved as submitted Final Check List (180925 thru 181031) in the amount of $29,799.02 for the period ending March 1, 2017; and, Final Check List (181022 thru 181179) in the amount of $508,856.25 for the periad ending Maren 2, 2017, Schedule of Wire Transfers inthe amount of §1,994,785.42 forthe wok fending February 17, 2017 and Schedule of Wire Transfers in the amount of '$1,221,228.20 forthe week ending February 24, 2017 Vote: Moved: AYALA Seconded: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA, Noes: NONE Absent; SHAM ORDINANCES — FIRST READING a7. ORDINANCE AMENDING CHAPTER 6.18 OF THE ALHAMBRA MUNICIPAL CODE PERTAINING TO GRADING AND POSTING OF LETTER GRADES TO INCLUDE MOBILE FOOD FACILITIES (FOOD TRUCKS) - F2N17-16, O2M17-4710 Cty Atlomey MONTES reported that the Cily was contacted by the Director of the Bureau of Specialized Surveillance and Enforcement for the County of Los Angeles Public Health Department who requested thatthe City of Alhambra adopt an ordinance Conforming with the Counly’s as i related to inspection grading and posting of letter fades for mobile focd facies to help ensure countywide enforcement. The evelopment of a grading program for mobile food facities (food trucks), as with festaurants and food markets in the City, 's intended to minimize the risk of foodborne iinese by identifying high Fsk violations and bringing these condtions to the attention of the facility owner/operator and the pubic. The use of ltter grades wl provide the public with an easily recognizable methoo of making informed choices based on the food safety practices found on the mobile food facility atthe time of inspection, Discussion: None 3134718. Action Taken: City Council direcied the City Attorney to give first reading by tle only 0 the following ordinance entitled Ordinance No, O2M17-4710: An Ordinance of the City Couneil of the Gity of Alhambra, California, amending Chapter 6.15 of the Alhambra Municipal Code pertaining to grading and posting of letter grades to include Mobile Food Faciities (Food Trucks) which ordinance would retum for a second reading and adoption atthe next Couneil meeting Vote: Moved: MALONEY Seconded: MESSINA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noes: NONE Absent: SHAM REAUTHORIZATION OF CITY PEG FEE COLLECTION AUTHORITY UNDER STATE LAW F95-22, O2M17-4711 Cy Attorney MONTES reported that in Caforia, franchising and regulation of cable TV ‘and video providers ie governed by. he Digital Infrastructure and Video Competition Act ‘0f 2006 (DIVCA). One provision of DIVCA allows focal entities to establish by ordinance 2 fee equal to one porcent of operators’ gross revenues generated locally, which can be used solely to support Public. Educational and Government Access (PEG) capital ‘expenditures. In 2007, the City Council amended Alhambra's.Telecommunications ‘Ordinance — Chapter 4.08 of the Municioal Code to incorporate requirements for video providers franchised by the state in conformance with DIVCA. The amendments, inoluded establishment of the PEG Fee for state-‘ranchised providers. The current stale- issued francnises for the two video providers operating in Alhambra - AT&T and Charter Communications (now branded as Spectrum) — expre in March, 2017 and Januaty, 2018 respectively. The conclusion of the intial 10-year terme of the state franchises | significant because DIVCA states that local one percent PEG fee ordinances ", shall expire, and may be reauthotized, upon the expiration of the state franchise.” At present, iis unclear whether re-authoriztion of the Cis PEG Fee ordinance is required’ upon expiration of the AT&T and Charter video franchises. However, staffhas observed that ather local agencies, including the City of Los Angeles, have sought re-authorization oftheir PEG Fee orsinances as AT&T's inal statewide franchise comes to an end. Although a reasonable argument may be made that DIVCA's ‘expiration language does not appy, there is the possibilty that PEG funding could be lost unless the fee is reauthorized. As such, he noted that staff recommended the Ciy ‘Council approve the proposed ordinance. Discussior None ‘Action Taken: City Couneil, by one motion, took the folowing actions: 10 34317Found that the following proposed action is exempt from the Calforia Environmental Qualty Act (CEQA") pursuant to State CEQA Guidelines Section 118081 (0)(3); general ule; and, 2. Directed the City Attomey to give frst reading by tile only to the folowing ordinance entitid: Ordinance No. O2M17-4711: An Ordinance of the Alhambra City Counc reauthorizing the Public, Educational, and Governmental Access Fee - which ordinance would return for a second reading and adoption at the hrent Couel meatng Vote: Moved: MESSINA Seconded: AYALA ‘Ayes: MESSINA, MALONEY, AYALA, MEJIA Noes) NONE Absent: SHAM ‘ORAL CONMUNICATIONS ~ F2417-4 Christian DALY, Assistant Field Deputy for Supervisor Kathryn Barger, introduced himsetf to the Cty Couns He noted that he looked forward to working with the City of Alhambra and that he was avallable fo assist with any of the Giy's needs from the County COUNCIL COMMUNICATIONS: None ADJOURNED TO CLOSED SESSION: At7:28 pm. the City Councli moved back into closed ‘session pursuant to apalicabie law, including the Brown Act (Govemment Code Sec, 54950, ef '56q,) forthe purpose of conferring with the City Attorney, RECONVENE & ADJOURNMENT: At 8:30 pm, there being no further business for the Council to transact, the Mayor, with the consent ofthe Cty Council adjourned their meeting to Moneay, March 27, 2017 at 5:30 p.m. in the Alhambra City Hail Council Chambers, 111 South First Street, Alhambra, Calforia, LAUREN MYLES, CMC CITY CLERK " 34347teem wo. [2 ‘The information for this item is available at the City Clerk’s Office (626) 570-5090Agenda ttem No, |) ORDINANCE NO. 02m17-4710 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ALHAMBRA, CALIFORNIA, AMENDING CHAPTER 6.15 OF THE ALHAMBRA MUNICIPAL CODE PERTAINING TO GRADING AND POSTING OF LETTER GRADES TO INCLUDE MOBILE FOOD FACILITIES (FOOD TRUCKS) ‘THE CITY COUNCIL OF THE CITY OF ALHAMBRA DOES ORDAIN AS FOLLOWS: SECTION 1. Findings. The City Council finds and determines as follows ‘A. Chapter 6.18 of the Alhambra Municipal Code (‘AMC") sets forth and describes the procedures for regulation and posting of leter grades for restaurants. B, The City Council desires to include in that regulation the inspection and posting ofletter grades to include mobile food facilities as known as food trucks. SECTION 2. Amendment to AMC § 6.15. Chapter 6.15 Grading System for Food Establishments ofthe Alhambra Municipal Code is amended to read as folows: "§6.15.020 DEFINITIONS, MOBILE FOOD FACILITY means any vehicle used in conjunction with a commissary or other permanent food facility upon which food is sold or distributed at retail. “Mobile food facity” {oes not include a "Yransporter' used to transport packaged food from a food fecility, or other approved source to the consumer. RETAIL FOOD ESTABLISHMENT. Any food service business which prepares any potentially hazardous food on the premises for sale or gift to the public and includes, but is not Timited to, all restaurants, markets, bakeries, mobile food preparation units, mobile food {acilties, commissaries, and foad processing establishments, § 6.15.045 ROUTE LOCATION FOR MOBILE FOOD FACILITIES, The ownerfoperator of a mobile food facility shall complete @ Mobile Food Faciity Route Sheet, obtained from the County of Los Angeles, Department of Healtn Services, obtained from the county neath officer, isting tne complete adaress, elepnone number and arrvaldeparture times of each location where the retail food business is being conducted. The Mobile Facilty Route Sheet shall be maintained on fie atthe Vehicle Inspection Program. The ownerloperator of a mobile food facitty or mobile support unit shall notify the county health office of any significant changes to the Mobile Foad Facility Route Sheet. Failure to provide an accurate and current Mobile Food Facilty Route Sheet may resuit in suspension or revocation of the puble health license or permit’ SECTION 3. Severability. If any section, subsection, subdivision, paragraph, sentence, clause or phrase, or portion of this Ordinance is, for any reason, held to be unconstitutional or invalid ofineffective by any court of competent Jurisdiction, such decision shall not affect the valcty or ‘effectiveness of the remaining portions ofthis Ordinance or any part thereof, The City Council hereby declares that it would have adopted this Ordinance and each section, subsection, subdivision, paragraph, sentence, clause or phrase of this Ordinance irrespective of the fac that ‘one or more sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases be ‘declared unconstitutional or invalid or ineffective. To this end the provisions af this Ordinance fare deciared to be severable, ‘SECTION 4. Publication. The City Clerk is crected to cerily to the adoption ofthis Ordinance land publish in accorsance win law. PASSED, APPROVED, AND ADOPTED this 27" day of March, 2017 DAVID META, Mayor ATTEST: “TAUREN MYLES, Gly Gere APPROVED AS TO FORM ‘JOSEPH MA MONTES, Giy AtomeySTATE OF CALIFORNIA COUNTY OFLOSANGELES ss. CITY OF ALHAMBRA, ) |, Lauren Myles, City Clerk of the City of Alhambra, County of Los Angeles, State of Califoria, hereby attest tothe above signature and ceriy that Ordinance No. O2M17-4710 was adopted by the City Counci of the City of Anambra at a regular meeting of said Council held on the 27” day of March, 2017, by he folowing vote: AYES: NOES: ABSENT: TAUREN MVLES, Gily Clerk15 ‘Agenda Itom No. ‘ORDINANCE NO. 02017-4711 AN ORDINANCE OF THE ALHAMBRA CITY COUNCIL REAUTHORIZING THE PUBLIC, EDUCATIONAL, AND GOVERNMENTAL ACCESS FEE WHEREAS, Section 5870(n) ofthe Public Utlites Code, which was enacted as part of the Digital Infrastructure and Video Competion Act of 2006, authorized the City of Ahnambra to adopt an ordinance establishing a fee on state-ranchised video service providers to support public, educational, and governmental access channel facities; and WHEREAS, on June 11, 2007 the City of Alhambra adopted Ordinance Number 4497 to ‘establish such a fee; and WHEREAS, Section 5870(n) ofthe Public Utites Code appears to indicate that such an ‘ordinance shall expire, and may be reauthorized, upon the expiration ofa state franchise; and WHEREAS, California Video Franchise Certicate Franchise No. 0002 granted to Pacific Bell Telephone Co, dibla SBC Pactic Bel Telephone Co, dib/a AT&T California, will expire on March 30, 2017; and WHEREAS, this ordinance is not intended to impose a nw or increased fee, but rather Is intonded to reauthorize the already existing PEG fee at the same level, tothe extent such reauthorization is required by State aw in oer to continue to collect said fe. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ALHAMBRA DOES: CORDAIN AS FOLLOWS: SECTION 1. The City of Alhambra hereby reauthorizes the fee on state-ranchised video ‘service providers to support public, educational, and governmental channel facilties adopted in (Ordinanee Number 4497, and referenced in Alhambra Municipal Code Section 4.08,020. The {ee shall remain unchanged and in fll effect as to all stle-franchised video service providers. SECTION 2, Environmental Findings. The City Council exercises its independent Judgment and finds that ths ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to the State CEQA Guidelines, Califoria Code of Reguiations, Tile 14, Chapter 3, section1$06 1(6\(3) because the activity is covered by the general rule that CEQA apples only to projects which have the potential for causing a significant effect on the environment and it can be seen with certainty that there is no possibly that this Orcinance may hhave a significant effect on the environment. SECTIONS, Severability. If any section, subsection, sentence, clause, or phrase of this ordinance is for any reason held to be invalid or unconstitutional by a decision of any court ‘of competent jurisdiction, such decision will not affect the validity of the remaining portions of this ordinance. The City Counal declares that it would have passed this ordinance and each land every section, subsection, sentence, clause, of phrase not declared invalid or ‘Unconstitutional without regard to whather any portion of the ordinance would be subsequently declared invalid or unconstitutionalSECTION 4, Effective Date. This ordinance takes effect 30 days from the date ofits adoption. SECTIONS. Publication. The City Clerks crected to erty this ordinance and cause It to be published inthe manner required by law. PASSED, APPROVED, AND ADOPTED THIS 27° DAY OF March, 2017 David Mejia, Mayor ATTEST: Tauren Wiles, City Clerk APPROVED AS TO FORM Toseph Mantes, Gy Attorney|, Lauren Myles, City Clerk of the City of Alhambra, verily Ordinance No. O2M17-4711 was adopted by the City Council at a regular meeting held on the 27" day of March 2017, by the fallowing vote: AYES: NOES. ABSENT. Tauren Wyles, ity Clerk