CITY OF
HONORARY PROCLAMATION DECLARING MAY 2014 AS "BIKE MONTH"; MAY 7, 2014 AS "BIKE TO SCHOOL DAY" AND MAY 16, 2014 AS "BIKE TO WORK DAY"
WHEREAS, bicycle commuting is an effective means to reduce air pollution and conserve energy and promotes the "livability" of communities by reducing traffic, noise and congestion; and
WHEREAS, bicycle transportation is an integral part of the "multi-modal" transportation systems planned by federal, state, regional, and local transportation agencies; and
WHEREAS, Bike Month 2014 is an inclusive request to people of all ages and abilities to ride bicycles to their destinations throughout San Luis Obispo County; and
WHEREAS, Bike Month promotions such as "Bike to Work Day", "Bike to School Day" and the Bike Month iRideshare Challenges encourages citizens to ride their bicycles, thereby reducing vehicular emissions in the county; and
NOW, THEREFORE, BE IT RESOLVED, that I, Tony Ferrara, Mayor of the City of Arroyo Grande, on behalf of the City Council, do hereby proclaim May 2014 as "Bike Month", May 7, 2014 as "Bike to School Day" and May 16, 2014 as "Bike to Work Day" in the City of Arroyo Grande.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Arroyo Grande to be affixed this 22"d day of April, 2014.
TONY FERRARA, MAYOR
Item 6.a. - Page 1
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Item 6.a. - Page 2 OF
HONORARY PROCLAMATION DECLARING APRIL 25, 2014 AS ARBOR DAY
WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and
WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and
WHEREAS, 2014 is the 142"d Anniversary of Arbor Day, and it is now observed throughout the nation and· the world; and
WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce life-giving oxygen, and provide habitat for wildlife; and
WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires, and countless other wood products, increase property values, enhance the economic vitality of business areas, beautify our community, and trees are a source of joy and spiritial renewal; and
WHEREAS, the City of Arroyo Grande has been recognized as a Tree City USA by the National Arbor Day Foundation for the 32"d consecutive year and desires to continue its tree-planting ways.
NOW THEREFORE, BE IT RESOLVED, that I, Tony Ferrara, Mayor of the City of Arroyo Grande, on behalf of the City Council, do hereby proclaim Friday, April 25th as "ARBOR DAY" in the City of Arroyo Grande, and urge all citizens to celebrate "ARBOR DAY", to support efforts to care for our trees and woodlands, and to support our City's community forestry program.
BE IT FURTHER RESOLVED, that all citizens are urged to plant a tree to gladden the heart and promote the well-being of this and future generations.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Arroyo Grande to be affixed this 22"d day of April 2014.
TONY FERRARA, MAYOR
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Item 6.b. - Page 2 CITY OF
WHEREAS, the Office of the Municipal Clerk, a time honored and vital part of local government exists throughout the world; and
WHEREAS, the Office of the Municipal Clerk provides the professional link between the citizens, the local governing bodies and agencies of government at other levels; and
WHEREAS, Municipal Clerks have pledged to be ever mindful of their neutrality and impartiality, rendering equal service to all; and
WHEREAS, the Municipal Clerk serves as the information center on functions of local government and community; and
WHEREAS, Municipal Clerks continually strive to improve the administration of the Office of the Municipal Clerk through networking, continuing education, and participation in their state and international professional organizations; and
WHEREAS, it is most appropriate that we recognize the accomplishments of the Office of the Municipal Clerk.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Arroyo Grande to be affixed this 22"d day of April 2014.
TONY FERRARA, MAYOR
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Item 6.c. - Page 2 MEMORANDUM ;
TO: CITY COUNCIL
FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES
. BY: TRICIA MEYERS, SENIOR ACCOUNT CLERK I (Y'\
SUBJECT: CONSIDERATION OF CASH DISBURSEMENT RATIFICATION
DATE: APRIL 22, 2014
RECOMMENDATION: It is recommended the City Council ratify the attached listing of cash disbursements for the period April 1 through April 15, 2014.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is a $946,546.43 fiscal impact that includes the following items:
• Accounts Payable Checks 161725-161968 $ 452,885.05 • Payroll Checks & Benefit Checks $ 493,661.38
No or minimal future staff time is projected.
BACKGROUND: Cash disbursements are made weekly based on the submission of all required documents supporting the invoices submitted for payment. Prior to payment, Administrative Services staff reviews all disbursement documents to ensure· that they meet the approval requirements adopted in the Municipal Code and the City's Purchasing Policies and Procedures Manual of February 2000. •
ANALYSIS OF ISSUES: The attached listing represents the cash disbursements required of normal and usual operations during the period. The disbursements are accounted for in the FY 2013-14 budget.
Item 8.a. - Page 1 CITY COUNCIL CONSIDERATION OF CASH DISBURSEMENT. RATIFICATION APRIL 22, 2014 ' PAGE2
ALTERNATIVES: The following alternatives are provided for the Council's consideration:
• Approve staff's recommendation; • Do not approve staff's recommendation; • Provide direction to staff. I
ADVANTAGES: • The Administrative Services Department monitors payment of invoices for accountability, accuracy and completeness using standards approved by the Council. • Invoices are paid in a timely manner to establish goodwill with merchants. • Discounts are taken where applicable.
DISADVANTAGES: No . disadvantages have been identified as long as City Council confirms · all expenditures are appropriate.
ENVIRONMENTAL REVIEW: No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, Apr 17, 2014. The Agenda and report were posted on the City's website on Friday, Apr 18, 2014. No public comments were received. ·
Attachments: 1. Apr 1-Apr 15, 2014 -Accounts Payable Check Register 2. Apr 4, 2014 - Pay'roll Check & Benefit Checks Register ·
Item 8.a. - Page 2 ATTACHMENT 1 Page:1 apCkHist Check History Listing 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total
161725 04/04/2014 006606 AH SIR BOUNCE A LOT 032714 03/27/2014 E 010.4424.5252 280.00 280.00 280.00 161726 04/04/2014 008756 AMERICAN ASPHALT PW 2013-08 04/01/2014 SOUTH INC E 350.5638.7001 15,135.36 15, 135.36 15,135.36 161727 04/04/2014 007300 AMERICAN MARBORG 3194233 03/16/2014 E 010.4201.5601 114.98 114.98 114.98 161728 04/04/2014 005180 APEX OUTDOOR POWER 33073 03/24/2014 EQUIP, INC E 010.4420.5605 42.66 42.66 42.66 161729 04/04/2014 003175 AQUA-METRIC SALES 0051264-IN 03/21/2014 CO(DBA) E 640.4712.5611 1,081.07 1,081.07 1,081.07
161730 04/04/2014 009250 ARROYO GRANDE 1077 03/16/2014 SAFETY SUPPLY ,E 612.4610.5255 208.87" 208.87 208.87
161731 04/04/2014 005507 AT & T 030714 03/07/2014 E 010.4201.5403 64.06 64.06 64.06
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Item 8.a. - Page 3 apCkHlst Check History Listing Page:2 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161732 04/04/2014 008304 AT&T MOBILITY 287231244582 03/27/2014 E 010.4425.5255 67.77 67.77 67.77 161733 04/04/2014 000055 B & T SVC STN 128097 03/17/2014 CONTRACTORS, INC E 010.4305.5303 798.60 798.60 128019 03/11/2014 E 010.4305.5303 145.00 145.00 943.60 161734 04/04/2014 000078 BLUEPRINT EXPRESS 020775 03/14/2014 E 350.5443.7501 14.04 14.04 020920 03/28/2014 E 010.4301.5201 11.23 11.23 25.27 161735 04/04/2014 008185 RHONDA BOWEN 032614 03/26/2014 B 010.0000.2206 30.00 30.00 30.00 161736 04/04/2014 000090 BRISCO MILL & LUMBER 157514 03/26/2014 ·YARD ... E 010.4420.5605 34.06• ·- - . -- . ·- - .. -- 34.06 34.06
161737 04/04/2014 010088 JUSTINE BRYANT 032614 03/26/2014 B 010.0000.2206 30.00 30.00 30.00
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Item 8.a. - Page 4 apCkHlst Check History Listing Page:3 04/15/2014 . 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date . Amount Paid Check Total .
161738 04/04/2014 007304 BURKE, WILLIAMS & 175814 03/26/2014 SORENSEN LLP E 010.4003.5327 2,014.00 2,014.00 2,014.00 161739 04/04/2014 000110 CA ST DEPT OF 1800230076 03/19/2014 CORRECTIONS E 220.4303.5303 2,426.82 2,426.82 1800230077 03/19/2014 E 220.4303.5303 202.24 202.24 2,629.06 161740 04/04/2014 007085 CALPORTLAND PW 2013-07 04/01/2014 CONSTRUCTION E 350.5638.7001 37,124.34 37, 124.34 37, 124.34 161741 04/04/2014 008558 CAME SECURITY ALARMS 19844 03/24/2014 E 010.4201.5614 1,241.08 1,241.08 19843 03/24/2014 E 010.4213.5303 96.86 96.86 1,337.94
161742 04/04/2014 005890 CANNON 56223 04/02/2014 E 350.5947.7501 9,185.00 9,185.00 9,185.00
161743 04/04/2014 000152 CENTRAL COAST 48095 03/20/2014 PRINTING E 010.4102.5255 145.81 145.81 48036 03/13/2014 E 010.4102.5255 54.00 54.00
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Item 8.a. - Page 5 apCkHlst Check History Listing Page:4 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice · Inv. Date Amount Paid Check Total 199.81 161744 04/04/2014 002223 CIO SOLUTIONS LP 15104 03/26/2014 E 010.4140.5303 1,050.00 1,050.00 1,050.00 161745 04/04/2014 003227 SHANE DAY 033114 03/31/2014 E 010.4201.5322 36.84 36.84 36.84 161746 04/04/2014 005091 JOHN DEERE 67367895 03/18/2014 LANDSCAPES INC E 010.4430.5605 28.07 28.07 28.07 161747 04/04/2014 006392 DEPT OF PUBLIC HEALTH 1450540 03/21/2014 E 640.4710.5303 3,891.20 3,891.20 3,891.20
161748 04/04/2014 000208 J B DEWAR, INC 52705 03/15/2014 E 010.4201.5608 22.76 22.76 22.76 161749 04/04/2014 009523 DIVIS. OF THE STATE 040114 04/01/2014 ...ARCHITECT B.010.0000.2231 -688.10 R 010.0000.4050 983.00 294.90 294.90
161750 04/04/2014 002673 DOCTORS MEDPLUS MED ACCT2022593.0 02/10/2014 CNTR E 010.4201.5315 130.00 130.00 ACCT10915.0 02/26/2014 E 640.4712.5303 85.00 85.00
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Item 8.a. - Page 6 apCkHist Check History Listing Page:S 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 1912750.0 02/03/2014 E 010.4201.5315 65.00 65.00 280.00 161751 04/04/2014 009350 EXECUTIVE JANITORIAL 56838 03/20/2014 INC E 010.4420.5303 3,930.00 3,930.00 3,930.00 161752 04/04/2014 001884 FASTENAL COMPANY CAS147419 03/10/2014 E 640.4712.5273 37.31 37.31 37.31 161753 04/04/2014 001525 FERGUSON 0451557 03/14/2014 ENTERPRISES, INC E 612.4610.5610 313.20 313.20 0456818 03/13/2014 E 640.4712.5610 41.73 41.73 354.93 161754 04/04/2014 006333 FIA CARD SERVICES 3/20-8794 03/20/2014 E 010.4201.5322 2,349.58 E 010.4201.5608 111.56 2,461.14 3/30-2956 03/30/2014 E 010.4201.5501 988.14 E 010.4201.5608 140.28 1,128.42 3/20-4095 03/20/2014 E 010.4201.5501 508.35 E 010.4201.5608 96.16 604.51
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Item 8.a. - Page 7 apCkHist Check History Listing Page:6 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check#. ..Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 3/30-5316 03/30/2014 E 010.4201.5272 428.41 E 010.4201.5614 165.33 593.74 3/20-1831 03/20/2014 E 010.4201.5255 390.74 ·390.74 3/20-4116 03/20/2014 E 010.4201.5201 218.01 E 010.4201.5208 5.12 E 010.4201.5504 107.14 330.27 3/20-4737 03/20/2014 E 010.4201.5501 255.58 255.58 3/20-5014 03/20/2014 E 010.4201.5255 244.84 244.84 3/20-0754 03/20/2014 E 010.4201.5501 200.00 200.00 3/20-0958 03/20/2014 E 010.4201.5501 27.13 27.13 6,236.37 161755 .. 04/04/2014 008491- FRANK'S LOCK & KEY .. 3711.1 03/13/2014. E 010.4213.5303 65.00 65.00 37107 03/12/2014 E 010.4430.5255 12.96 12.96 77.96
161756 04/04/2014 000605 THE GAS COMPANY 3/25-1500 03/25/2014 E 010.4145.5401 79.89 79.89
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Item 8.a. - Page 8 apCkHlst Check History Listing Page:7 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 3/26-910 03/26/2014 E 010.4145.5401 43.14 43.14 123.03 161757 04/04/2014 008351 HARVEY'S HONEY HUTS 8947 03/17/2014 E 220.4303.5552 86.08 86.08 86.08 161758 04/04/2014 005265 KIDZ LOVE SOCCER (OBA) 2014Wl-F89 03/21/2014 E 010.4424.5351 3,274.60 3,274.60 3,274.60 161759 04/04/2014 000383 LIEBERT, CASSIDY, 177143 02/28/2014 WHITMORE E 010.4120.5303 312.00 312.00 312.00 161760 04/04/2014 009977 LSA ASSOCIATES INC 128285 03/18/2014 E 350.5546.7701 3,598.60 3,598.60 128541 03/26/2014 E 350.5546.7701 1,851.25 1,851.25 5,449.85 161761 04/04/2014 000393 LUCIA MAR UNIFIED 140413 03/24/2014 SCHOOL DIST E 010.4425.5303 450.00 450.00 450.00
161762 04/04/2014 010089 CARRIE MAGGARD 032614 03/26/2014 B 010.0000.2206 30.00 30.00 30.00
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Item 8.a. - Page 9 apCkHlst Check History Listing Page:8 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total
161763 04/04/2014 000403 MAINTENANCE 040314 04/03/2014 SUPERINTENDENTS E 220.4303.5503 40.00 40.00 40.00 161764 04/04/2014 000429 MINER'S ACE HARDWARE, 281460 03/25/2014 INC E 220.4303.5613 168.71 168.71 281520 03/26/2014 E 010.4420.5605 88.14 88.14 281274 03/24/2014 E 220.4303.5273 62.58 62.58 280915 03/20/2014 E 010.4420.5605 59.28 59.28 203181 03/25/2014 E 010.4420.5605 51.82 51.82 277711 02/19/2014 E 220.4303.5613 28.07 28.07 276182 02/03/2014 E 010.4213.5604 17.26 17.26- 203531 03/28/2014 E 640.4712.5604 12.59 12.59 201197 03/06/2014 E 010.4430.5255 11.40 11.40 280890 03/20/2014 E 010.4420.5605 10.79 10.79
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Item 8.a. - Page 10 apCkHist Check History Listing Page:9 04/15/2014 . 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor · Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 276254 02/04/2014 E 010.4213.5604 7.55 7.55 518.19 161765 04/04/2014 000441 MULLAHEY FORD 20397 11/06/2013 E 220.4303.5613 110.88 110.88 77935 03/03/2014 . E 010.4305.5601 42.00 42.00 152.88 161766 04/04/2014 000454 NATIONAL NOTARY ASSN A52598 03/19/2014 E 010.4201.5503 177.00 177.00 177.00 161767 04/04/2014 000481 PACIFIC GAS & ELECTRIC 3/18-154503 03/18/2014 E 010.4145.5401 940.82 940.82 940.82 161768 04/04/2014 009969 PAPER CONNECTION 34382 03/19/2014 E 010.4102.5255 298.62 298.62 34376 03/10/2014 E 010.4102.5255 286.74 286.74 585.36 161769 04/04/2014 009859 PERRY'S ELECTRIC 16460 03/10/2014 MOTORS E 640.4712.5610 2,097.44 2,097.44 2,097.44
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Item 8.a. - Page 11 apCkHlst Check History Listing Page:10 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161770 04/04/2014 000523 R & T EMBROIDERY, INC 43481 03/04/2014 E 220.4303.5255 41.72 41.72 41.72 161771 04/04/2014 002751 RANGE MASTER 7925 03/18/2014 E 010.4201.5605 36.00 36.00 36.00 161772 04/04/2014 002932 RUTAN & TUCKER, LLP 685791 03/18/2014 E 286.4103.5303 546.00 546.00 685790 03/18/2014 E 286.4103.5303 468.00 468.00 1,014.00 161773 04/04/2014 002142 SAN LUIS PAPER CO 699432 03/13/2014 E 010.4213.5604 604.91 604.91 604.91
161774 04/04/2014 000575 SANTA MARIA TIRE, INC 579475 03/28/2014 E 010.4201.5608 105.00 105.00 570430 03/25/2014 E 010.4201.5601 41.56 41.56 146.56
161775 04/04/2014 000579 JOYCE SARUWATARI 032814 03/28/2014 E 010.4423.5253 27.02 27.02 27.02
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Item 8.a. - Page 12 apCkHist Check History Listing Page: 11 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161776 04/04/2014 000583 ALLEN SCHOFIELD 1445 03/10/2014 ELECTRIC INC E 010.4201.5614 1,071.22 1,071.22 1,071.22 161777 04/04/2014 009047 SE TECHNOLOGIES 2373 03/14/2014 E 220.4303.5613 299.14 299.14 2385 03/19/2014 E 220.4303.5613 226.38 226.38 2378 03/17/2014 E 220.4303.5613 113.44 113.44 2375 03/14/2014 E 220.4303.5613 102.60 102.60 741.56 161778 04/04/2014 009954 T SIMON CO INC PW 2013-09 04/01/2014 E 350.5533.7001 5,651.72 5,651.72 5,651.72 161779 04/04/2014 000553 SLO COUNTY 033114 03/31/2014 CLERK-RECORDER E 010.4002.5201 50.00 50.00 50.00 161780 04/04/2014 010090 MAI SOUNG 032614 03/26/2014 B 010.0000.2206 30.00 30.00 30.00 161781 04/04/2014 007176 SPRINKLER KING INC 6923 01/24/2014 E 350.5964. 7702 30,722.55 30,722.55
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Item 8.a. - Page 13 apCkHlst Check History Listing Page: 12 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check#· Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 30,722.55 161782 04/04/2014 010091 LIZ STRALEY 032614 03/26/2014 B 010.0000.2206 30.00 30.00 30.00 161783 04/04/2014 006054 TIMES PRESS RECORDER 030414 03/04/2014 E 010.4201.5503 21.00 21.00 21.00 161784 04/04/2014 004079 TRI COUNTY OFFICE 103239 03/11/2014 FURN, INC E 010.4101.6001 3,890.46 3,890.46 3.890.46 161785 04/04/2014 006551 UNITED STAFFING 21499 03/26/2014 ASSOC. E 010.4213.5303 1,106.00 E 226.4306.5303 1,106.00 E 612.4610.5303 1,106.00 3,318.00 21063 03/19/2014 E 010.4213.5303 663.60 E 612.4610.5303 1, 106.00 1,769.60 5,087.60 . 161786 ... .. 04/04/2014 000822 US POSTMASTER . . . 032014 . . 03/20/2014 E 010.4145.5208 220.00 220.00 220.00 161787 04/04/2014 009528 USDA 040114 04/01/2014 E 472.4101.5802 21,206.25 21,206.25 21,206.25
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Item 8.a. - Page 14 apCkHlst Check History Listing Page:13 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161788 04/04/2014 000685 WALLACE GROUP A CALIF 36472 02/06/2014 CORP E 350.5546.7301 448.50 448.50 448.50 161794 04/04/2014 008941 AARON BAYLES 040414 04/04/2014 E 010.4424.5352 80.00 80.00 80.00 161795 04/04/2014 000081 BOLLINGER 040414 04/04/2014 E 010.4424.5257 300.00 300.00 300.00 161796 04/04/2014 004790 DEANNA FLOYD 040414 04/04/2014 E 010.4424.5352 30.00 30.00 30.00 161797 04/04/2014 004142 STAN GAXIOLA 040414 04/04/2014 E 010.4424.5352 88.00 88.00 88.00 161798 04/04/2014 002405 CHARLES HARE 040414 04/04/2014 E 010.4424.5352 154.00 154.00 154.00 161799 04/04/2014 004188 EDDIE HARRIS 040414 04/04/2014 E 010.4424.5352 200.00 200.00 200.00
161800 04/04/2014 008748 MIKE HAY 040414 04/04/2014 E 010.4424.5352 66.00 66.00
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Item 8.a. - Page 15 apCkHist Check History Listing Page:14 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 66.00 161801 04/04/2014 009286 TIFFANIE KETTING 040414 04/04/2014 E 010.4424.5352 36.00 36.00 36.00 161802 04/04/2014 010092 ANTHONY KIM 040414 04/04/2014 E 010.4424.5352 120.00 120.00 120.00 161803 04/04/2014 009542 MICHAEL KON 040414 04/04/2014 E 010.4424.5352 200.00 200.00 200.00 161804 04/04/2014 004845 JOHN LARSON 040414 04/04/2014 E 010.4424.5352 20.00 20.00 20.00 161805 04/04/2014 001136 DOUGLAS LINTNER 040414 04/04/2014 E 010.4424.5352 222.00 222.00 222.00 161806 04/04/2014 000393 LUCIA MAR UNIFIED 040314 04/03/2014 SCHOOL DIST .. -· - E 010.4424.5251 15.00 15.00 15.00 161807 04/04/2014 008387 COREY MAYNE 040414 04/04/2014 E 010.4424.5352 120.00 120.00 120.00
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Item 8.a. - Page 16 ---- -
apCkHlst Check History Listing Page:15 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161808 04/04/2014 009700 VICTOR ORTIZ 040414 04/04/2014 E 010.4424.5352 60.00 60.00 60.00 161809 04/04/2014 008942 MARC RODRIGUEZ 040414 04/04/2014 E 010.4424.5352 176.00 176.00 176.00 161810 04/04/2014 004833 STEPHEN ROMO 040414 04/04/2014 E 010.4424.5352 126.00 126.00 126.00 161811 04/04/2014 000536 GREGORY M ROSE 040414 04/04/2014 E 010.4424.5352 60.00 60.00 60.00 161812 04/04/2014 003649 CHARLES D (DON) RUIZ 040414 04/04/2014 E 010.4424.5352 204.00 204.00 204.00 161813 04/04/2014 006080 MARTINA SARMIENTO 040414 04/04/2014 E 010.4424.5352 286.00 286.00 286.00 161814 04/04/2014 003024 MARK SCHAFFER 040414 04/04/2014 E 010.4424.5352 240.00 240.00 240.00
161815 04/04/2014 007792 TIM SHERIDAN 040414 04/04/2014 E 010.4424.5352 60.00 60.00
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'·'·.·:·,; Item 8.a. - Page 17 apCkHlst Check History Listing Page:16 04/15/2014 10:51AM. CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice· Inv. Date Amount Paid Check Total 60.00 161816 04/04/2014 000609 BOB SPEAR 040414 04/04/2014 E 010.4424.5352 128.00 128.00 128.00 161817 04/04/2014 007927 SHIRLEY WILLMOTT 040414 04/04/2014 E 010.4424.5352 121.00 121.00 121.00 161818 04/07/2014 006333 FIA CARD SERVICES 3/20-5987 03/20/2014 E 010.4201.5255 210.11 E 010.4201.5608 114.34 E 010.4201.5614 96.33 420.78 03/20-0472 03/20/2014 E 010.4201.5608 20.91 E 010.4201.5614 218.84 239.75 660.53 161819 04/08/2014 010093 PATRICIA BEASLEY Ref000135629 04/07/2014 B 640.0000.2301 63.91 63.91 63.91 161820 04/08/2014 010094 DOROTHY GORLEY Ref000135630 04/07/2014 B 640.0000.2301 104.38 104.38 104.38 161821 04/08/2014 010095 JEFF NEIMEYER Ref000135631 04/07/2014 B 640.0000.2301 9.17 9.17 9.17
Page:16
Item 8.a. - Page 18 apCkHist Check History Listing Page:17 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total
161822 04/08/2014 010097 KAREN PRICE Ref000135633 04/07/2014 B 640.0000.2301 19.66 19.66 19.66 161823 04/08/2014 010096 ANTHONY VILLANTI Ref000135632 04/07/2014 B 640.0000.2301 60.77 60.77 60.77 161824 04/08/2014 004548 CARMEL & NACCASHA, 17699/17677/17702-03 04/04/2014 LLP E 010.4003.5304 20,525.55 E 010.4003.5327 1,490.49 22,016.04 22,016.04 161833 04/09/2014 000008 ADAMSON INDUSTRIES, v 04/10/2014 1A 04/09/2014 INC E 010.4120.5303 1.00 1.00 1.00 161834 04/10/2014 000492 PETTY CASH 041014 04/10/2014 B 010.0000.2013 400.00 400.00 400.00 161835 04/11/2014 010078 HEATHER PENDLEY Ref000135253 03/21/2014 B 640.0000.2301 60.25 60.25 60.25 161836 04/11/2014 001259 AGP VIDEO, INC 5748 03/27/2014 E 010.4002.5330 2,615.00 2,615.00 5749 03/27/2014 E 010.4002.5303 750.00 750.00 3,365.00
Page:17
Item 8.a. - Page 19 apCkHlst Check History Listing Page: 18 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161837 04/11/2014 000013 AIR-VOL BLOCK, INC 406504 03/08/2014 E 010.4430.5274 395.21 395.21 395.21 161838 04/11/2014 007300 AMERICAN MARBORG 3182419 02/28/2014 E 010.4201.5614 1,419.00 1,419.00 3182381 02/28/2014 E 010.4201.5614 140.55 140.55 1,559.55 161839 04/11/2014 006196 STEVEN ANNIBALI 040814 04/08/2014 E 010.4201.5501 354.20 354.20 354.20 161840 04/11/2014 006607 AT&T 5249529 03/24/2014 E 010.4145.5403 1,758.10 1,758.10 5248743 03/25/2014 E 010.4201.5403 814.44 814.44 5248745 03/25/2014 E 010.4201.5403 89.04 89.04 5248739 03/25/2014 E 010.4201.5403 67.76 67.76 5248742 03/25/2014 E 010.4201.5403 38.82 38.82 3/22-2345 03/22/2014 E 010.4217.5403 31.04 31.04
Page:18
Item 8.a. - Page 20 apCkHist Check History Listing Page:19 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 3/25-1935 03/25/2014 E 640.4710.5403 30.81 30.81 5242867 03/22/2014 E 010.4201.5403 29.68 29.68 5248738 03/24/2014 E 010.4145.5403 16.92 16.92 3/25-5452 03/25/2014 E 010.4145.5403 16.35 16.35 3/25-2041 03/25/2014 E 010.4145.5403 14.85 14.85 2,907.81 161841 04/11/2014 008666 AUTOSYS INC 606 03/31/2014 E 640.4712.5303 260.00 260.00 260.00
161842 04/11/2014 007518ZAKAYALA 040314 04/09/2014 E 010.4201.5501 366.00 366.00 366.00 161843 04/11/2014 007591 BARNETI COX & ASSOC 2015 02/28/2014 E 240.4150.5301 1,650.00 1,650.00 2014 02/28/2014 E 240.4150.5301 1,430.00 1,430.00 1983 02128/2014 E 240.4150.5301 404.42 404.42 3,484.42
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Item 8.a. - Page 21 apCkHlst Check History Listing Page:20 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161844 04/11/2014 007492 BATIERY SYSTEMS 23-039636 03/26/2014 E 010.4201.5601 119.19 119.19 119.19 161845 04/11/2014 009474 BIG BRAND TIRE CO. 11767 04/02/2014 E 220.4303.5601 640.01 640.01 640.01 161846 04/11/2014 000078 BLUEPRINT EXPRESS 020997 04/07/2014 E 010.4301.5201 27.65 27.65 27.65
161847 04/11/2014 010099 CARL BORGSTROM 040114 04/01/2014 B 010.0000.2206 30.00 30.00 30.00
161848 04/11/2014 000087 BREZDEN PEST 27840 03/26/2014 CONTROL, INC E 010.4213.5303 112.00 112.00 112.00
161849 04/11/2014 000095 BURKE AND PACE OF AG, 2464723 03/03/2014 INC E 220.4303.5613 78.26 78.26 2465101 03/10/2014 E 220.4303.5613 60.06 60.06 2464716 03/03/2014 E 220.4303.5613 35.58 35.58 2464813 03/04/2014 E 220.4303.5613 15.65 15.65
Page:20
Item 8.a. - Page 22 apCkHlst Check History Listing Page:21 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 2465112 03/10/2014 E 220.4303.5613 10.99 10.99 2464782 03/04/2014 E 220.4303.5613 10.32 10.32 210.86 161850 04/11/2014 006481 CALIFORNIA P18312 03/21/2014 CONTRACTORS SUPPLIE E 220.4303.5613 705.54 705.54 705.54 161851 04/11/2014 010098 CALIFORNIA TRAINING 032214 04/01/2014 INSTITUTE E 010.4201.5501 277.00 277.00 277.00 161852 04/11/2014 010098 CALIFORNIA TRAINING 040114 04/01/2014 INSTITUTE E 010.4201.5501 277.00 277.00 277.00 161853 04/11/2014 010098 CALIFORNIA TRAINING 040214 04/09/2014 INSTITUTE E 010.4201.5501 277.00 277.00 277.00 161854 04/11/2014 000603 CARQUEST AUTO PARTS 7314-693175 04/03/2014 E 010.4420.5601 205.19 205.19 7314-689799 03118/2014 E 220.4303.5603 35.25 35.25 7314-692652 04/01/2014 E 010.4420.5603 24.49 24.49
Page:21
Item 8.a. - Page 23 -----
apCkHist Check History Listing Page:22 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 7314-691794 03/27/2014 E 010.4201.5255 22.23 22.23 7314-690670 03/21/2014 E 220.4303.5601 11.91 11.91 7314-690634 03/21/2014 E 220.4303.5601 8.51 8.51 7314-693250 04/03/2014 E 010.4420.5601 -69.12 -69.12 238.46 161855 04/11/2014 000149 CENTRAL COAST FENCE, 75670 03/10/2014 INC E 640.4712.5610 815.65 815.65 815.65 161856 04/11/2014 000152 CENTRAL COAST 48124 03/25/2014 PRINTING E 010.4102.5255 226.80 226.80 48152 03/27/2014 E 010.4102.5255 151.20 151.20 . 48276 04/02/2014 E 010.4102.5255 108.02 108.02 48237 03/31/2014 E 010.4102.5255 75.60 75.60 58279 04/02/2014 E 010.4102.5255 37.81 37.81 599.43
Page:22
Item 8.a. - Page 24 apCkHist Check History Listing Page:23 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161857 04/11/2014 000157 CENTRAL VALLEY 220933 03/04/2014 TOXICOLOGY INC E 010.4201.5324 215.00 215.00 221216 03/11/2014 E 010.4201.5324 29.00 29.00 244.00 161858 04/11/2014 010100 CHANDRA CESTARO 040114 04/01/2014 B 010.0000.2206 30.00 30.00 30.00 161859 04/11/2014 000160 CHAPARRAL 373161 03/25/2014 E 010.4102.5602 172.53 172.53 373130 03/25/2014 E 010.4421.5602 151.81 151.81 324.34 161860 04/11/2014 009985 CLEANTECH 29962 03/25/2014 ENVIRONMENTAL INC E 010.4305.5601 59.40 59.40 59.40 161861 04/11/2014 007468 COAST RIDERS 3632 03/25/2014 POWERS PORTS E 010.4201.5601 666.40 666.40 666.40 161862 04/11/2014 009942 COASTAL ROLLOFF 4432574 04/01/2014 E 010.4201.5614 313.45 313.45 313.45
Page:23
Item 8.a. - Page 25 apCkHlst Check History Listing Page:24 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161863 04/11/2014 003042 COLLEGE TOWING SOUTH 32183 04/03/2014 E 010.4201.5601 82.00 82.00 82.00 161864 04/11/2014 006556 COMPUCOM SYSTEMS, 62208055 03/31/2014 INC E 010.4140.6103 13,223.97 13,223.97 13,223.97 161865 04/11/2014 008017 CROCKETT'S AUTO BODY 101660 02/03/2014 E 010.4201.5601 851.04 851.04 851.04 161866 04/11/2014 006653 DATAPROSE LLC DP1400807 03/31/2014 E 612.4610.5555 44.45 E 640.4710.5208 1,356.11 E 640.4710.5303 400.00 E 640.4710.5555 177.80 1,978.36 1,978.36 161867 04/11/2014 005091 JOHN DEERE 67508552 04/01/2014 LANDSCAPES INC E 350.5515.7001 294.49 294.49 67392912 03/20/2014 E 350.5515.7001 259.93 259.93 67463637 03/27/2014 E 350.5515.7001 118.45 118.45 67450832 03/26/2014 E 350.5515.7001 73.48 73.48
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Item 8.a. - Page 26 apCkHist Check History Listing Page:25 04/16/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 67108195 03/21/2014 E 010.4420.5605 72.32 72.32 67394526 03/20/2014 E 010.4420.5605 70.18 70.18 67395070 03/20/2014 E 010.4420.5605 41.15 41.15 930.00 161868 04/11/2014 000208 J B DEWAR, INC 52922 03/31/2014 E 010.4201.5608 28.14 28.14 28.14 161869 04/11/2014 007928 THE DOCUTEAM 76506 04/01/2014 E 010.4201.5201 30.00 30.00 30.00 161870 04/11/2014 008389 EARTHSCAPES 2014-202 03/31/2014 E 216.4460.5304 110.00 E 219.4460.5304 830.00 940.00 940.00 161871 04/11/2014 005531 EXECUTIVE INFORMATION 7208 04/01/2014 SERVINC E 010.4201.6101 4,995.00 4,995.00 4,995.00
161872 04/11/2014 000240 FARM SUPPLY CO 15422 03/18/2014 E 010.4420.5605 84.62 84.62 15671 03/26/2014 · E 010.4201.5322 50.75 50.75
Page:25
Item 8.a. - Page 27 apCkHist Check History Listing Page:26 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor ·Status ClearNold Date Invoice Inv. Date · Amount Paid Check Total 15421 03/18/2014 E 010.4420.5605 19.02 19.02 15491 03/20/2014 E 010.4201.5322 14.03 14.03 168.42 161873 04/11/2014 001884 FASTENAL COMPANY CAS147519 03/19/2014 · -E 612.4610.5255 133.48 133.48 147641 04/10/2014 E 640.4712.5273 102.59 102.59 147394 03/26/2014 E 640.4712.5273 -102.59 -102.59 133.48 161874 04/11/2014 009525 FIGUEROA'S TIRES 57403 03/22/2014 E 220.4303.5603 690.95 690.95 690.95 161875 04/11/2014 010101 FIVE CITIES VINEYARD 040814 04/09/2014 CHURCH B 010.0000.2206 30.00 30.00 30.00 161876 04/11/2014 010102 ROBIN FOGEL 040814 04/09/2014 B 010.0000.2206 30.00 30.00 30.00
161877 04/11/2014 008491 FRANK'S LOCK & KEY· 37187 03/27/2014 E 010.4213.5303 143.44 143.44
Page:26
Item 8.a. - Page 28 apCkHlst Check History Listing Page:27 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 37001 02/12/2014 E 010.4213.5303 55.08 55.08 198.52 161878 04/11/2014 000605 THE GAS COMPANY 3/28-111 03/28/2014 E 010.4145.5401 67.40 67.40 3/27-211 03/27/2014 E 010.4145.5401 57.86 57.86 3/27-215 03/27/2014 E 010.4145.5401 45.50 45.50 170.76 161879 04/11/2014 002813 GRAINGER, INC 9398613381 03/25/2014 E 612.4610.5255 401.76 E 640.4712.5255 401.76 803.52 803.52 161880 04/11/2014 000499 GRAND AWARDS, INC 9153 04/04/2014 E 010.4212.5201 59.40 59.40 59.40 161881 04/11/2014 010111 CHRISTINA GROGG 040714 04/07/2014 R 010.0000.4606 45.00 45.00 45.00
161882 04/11/2014 000288 CITY OF GROVER BEACH 051610 04/02/2014 R 612.0000.4751 178.84 178.84 178.84
Page:27
Item 8.a. - Page 29 apCkHist Check History Listing Page:28 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161883 04/11/2014 006578 HDS WHITE CAP CONST. 10001457710 03/17/2014 SUPPLY E 220.4303.5255 85.61 85.61 85.61 161884 04/11/2014 009055 K.D. JANNI LANDSCAPING 23417 03/31/2014 INC E 010.4420.5303 3,150.96 E 217.4460.5355 225.00 E 217.4460.5356 225.00 3,600.96 3,600.96 161885 04/11/2014 010103 LINDA JOHNSON 041014 04/10/2014 E 226.4306.5554 247.00 247.00 247.00 161886 04/11/2014 010104 LA COSTA GRILL 040114 04/01/2014 R 010.0000.4050 30.00 30.00 30.00 161887 04/11/2014 000387 LINSON SIGNS(DBA) 8081 02/21/2014 E 010.4201.5614 837.00 837.00 837.00 161888 04/11/2014 009952 MID-STATE CONTAINER 83452 04/01/2014 SALES INC E 010.4201.5614 1,393.63 1,393.63 83484 04/01/2014 E 010.4201.5614 853.20 853.20 2,246.83
161889 04/11/2014 000426 MIER BROS LANDSCAPE 213676 03/11/2014 PRODUCTS E 220.4303.5613 165.24 165.24
Page:28
Item 8.a. - Page 30 apCkHlst Check History Listing Page:29 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 213432 03/05/2014 E 220.4303.5613 139.32 139.32 213683 03/11/2014 E 220.4303.5613 70.20 70.20 374.76 161890 04/11/2014 000429 MINER'S ACE HARDWARE, 278350 02/25/2014 INC E 010.4201.5614 121.87 121.87 278319 02/25/2014 E 010.4201.5614 69.18 69.18 200629 02/28/2014 E 010.4201.5614 65.55 65.55 278296 02/24/2014 E 010.4201.5614 51.81 51.81 278375 02/25/2014 E 010.4201.5614 48.57 48.57 278567 02/25/2014 E 010.4201.5614 43.75 43.75 278224 02/27/2014 E 010.4201.5614 43.19 43.19 278499 02/26/2014 E 010.4201.5614 36.25 36.25 278276 02/24/2014 E 010.4201.5614 22.01 22.01
Page:29
Item 8.a. - Page 31 apCkHlst Check History Listing Page:30 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 281752 03/28/2014 E 220.4303.5613 21.59 21.59 278365 02/25/2014 E 010.4201.5614 17.70 17.70 282194 04/01/2014 E 010.4420.5605 17.03 17.03 281047 03/21/2014 E 640.4712.5610 9.24 9.24 278417 02/25/2014 E 010.4201.5614 7.55 7.55 280656 03/18/2014 E 010.4201.5614 -1.08 -1.08 281800 03/28/2014 E 010.4420.5605 -21.60 -21.60 552.61 161891 04/11/2014 000441 MULLAHEY FORD 78660 03/28/2014 E 010.4420.5601 1,354.47 1,354.47 1,354.47 161892 04/11/2014 009414 NAPA AUTO PARTS 329766 03/20/2014 E 010.4201.5601 258.51 258.51 329771 03/20/2014 E 010.4201.5601 210.05 210.05 329776 03/20/2014 E 010.4201.5601 210.05 210.05
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Item 8.a. - Page 32 apCkHist Check History Listing Page:31 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 678.61 161893 04/11/2014 009577 NATIONAL LEAGUE OF 96568 03/04/2014 CITIES E 010.4145.5503 1,489.00 1,489.00 1,489.00 161894 04/11/2014 000466 NOBLE SAW, INC 216687 03/31/2014 E 220.4303.5603 308.24 308.24 215024 03/14/2014 E 220.4303.5273 245.61 245.61 553.85 161895 04/11/2014 000468 OFFICE DEPOT 696880081001 03/17/2014 E 010.4102.5201 98.02 98.02 98.02 161896 04/11/2014 007108 PARAMOUNT CLEANERS 5235 04/01/2014 E 010.4201.5303 491.60 491.60 491.60 161897 04/11/2014 010105 MARK PAYNE 040814 04/08/2014 B 010.0000.2206 30.00 30.00 30.00 161898 04/11/2014 005938 PITNEY BOWES 448974 03/29/2014 E 010.4102.5201 54.15 54.15 54.15 161899 04/11/2014 010113 REDWOOD VETERINARY 191491 03/17/2014 CLINIC E 010.4201.5322 777.30 777.30
Page: 31
Item 8.a. - Page 33 apCkHlst Check History Listing Page:32 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total 191866 03/24/2014 E 010.4201.5322 400.00 400.00 1,177.30 161900 04/11/2014 002670 RICOH LEASING 40805058 03/22/2014 E 010.4421.5602 169.67 169.67 169.67 161901 04/11/2014 003556 ROADLINE PRODUCTS, 10540 03/28/2014 INC E 220.4303.5613 168.94 168.94 168.94 161902 04/11/2014 010106 KATHY ROEMER 040114 04/01/2014 B 010.0000.2206 30.00 30.00 30.00 161903 04/11/2014 010107 JENNA SARR 040114 04/01/2014 B 010.0000.2206 30.00 30.00 30.00 161904 04/11/2014 009047 SE TECHNOLOGIES 2404 03/27/2014 E 220.4303.5613 535.08 535.08 2400 03/24/2014 E 220.4303.5613 246.96 246.96 2424 04/03/2014 E 220.4303.5613 166.70 166.70 948.74
Page:32
Item 8.a. - Page 34 apCkHlst Check History Listing Page:33 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total
161905 04/11/2014 000550 SLO COUNTY AIR 15885 03/25/2014 POLLUTION E 220.4303.5303 196.00 E 612.4610.5303 98.00 . E 640.4712.5303 98.00 392.00 392.00 161906 04/11/2014 000564 SLO COUNTY 7036877 11/10/2013 NEWSPAPERS E 010.4301.5301 154.50 154.50 7040186 12/25/2013 E 010.4002.5301 131.45 131.45 285.95 161907 04/11/2014 003641 SOUTH COUNTY 4432711 04/01/2014 SANITARY SVC, INC E 010.4213.5303 381.68 381.68 4399029 04/01/2014 E 010.4213.5303 141.29 141.29 4424279 04/01/2014 E 010.4213.5303 121.70 121.70 4424669 04/01/2014 E 010.4213.5303 121.70 121.70 4432702 04/01/2014 E 010.4213.5303 77.76 77.76 844.13 161908 04/11/2014 004393 SP MAINTENANCE 47082 04/01/2014 · SERVICES, INC E 010.4307.5303 .1,426.88 E 220.4303.5303 5,707.52 7,134.40 7,134.40
Page:33
·' •',• Item 8.a. - Page 35 apCkHist Check History Listing Page:34 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total
161909 04/11/2014 009355 STAPLES 701127942 03/21/2014 E 010.4201.5201 316.26 316.26 701127948 03/21/2014 E 010.4201.5201 61.50 61.50 377.76 161910 04/11/2014 000613 STATEWIDE SAFETY & 6683 03/27/2014 SIGNS INC E 220.4303.5613 707.52 707.52 6154 11/26/2013 E 220.4303.5613 -112.88 -112.88 CREDIT 03/19/2014 R 010.0000.4807 -550.00 -550.00 44.64 161911 04/11/2014 000616 STERLING 28593 03/26/2014 COMMUNICATIONS E 640.4712.5603 588.00 588.00 588.00
161912 04/11/2014 009590 STEVE'S CENTRAL COAST 698351 03/24/2014 E 010.4201.5601 220.00 . 220.00 . 698363 04/08/2014 E 010.4201.5601 175.00 175.00 395.00
161913 04/11/2014 006054 TIMES PRESS RECORDER acct240-00079652 03/11/2014 E 010.4421.5201 21.00 21.00 21.00
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Item 8.a. - Page 36 apCkHlst Check History Listing Page:35 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# . Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161914 04/11/2014 004801 TOMARK SPORTS 95979244 03/27/2014 E 010.4430.5255 547.12 547.12 95974468 02/10/2014 E 010.4430.5255 109.22 109.22 656.34 161915. 04/11/2014 008042 TOM'S AUTO SERVIC.E ...... 5884 ·11/22/2013. E 010.4201.5601 1,007.94 1,007.94 6534 03/25/2014 E 220.4303.5601 289.63 289.63 1,297.57 161916 04/11/2014 010017 TRANSUNION RISK 040114 04/01/2014 E 010.4201.5303 15.50 15.50 15.50 161917 04/11/2014 004609 TROESH RECYCLING, INC 23891 04/01/2014 E 220.4303.5613 415.06 415.06 23899 04/02/2014 E 220.4303.5613 305.36 305.36 720.42 161918 04/11/2014 010109 NELLIE TUCKER 040814 04/08/2014 B 010.0000.2206 75.00 R 010.0000.4354 155.00 230.00· 230.00
Page:35
Item 8.a. - Page 37 apCkHist Check History Listing Page:36 04/15/2014 10:51AM · CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total
161919 04/11/2014 010108 TW TELECOM 6078890 03/10/2014 E 010.4201.5403 700.61 700.61 700.61 161920 04/11/2014 007515 ULINE 57564163 03/20/2014 E 010.4201.5255 169.64 169.64 169.64- .. 161921 04/11/2014 005252 UL TREX BUSINESS 175656 01/24/2014 E 010.4307.5201 180.70 E 612.4610.5201 180.70 361.40 361.40 161922 04/11/2014 009340 US BANK OF CALIFORNIA 022814 02/28/2014 R 070.0000.4301 77.75 77.75 033114 03/31/2014 R 070.0000.4301 35.75 35.75 113.50 161923 04/11/2014 002137 VERIZON WIRELESS 9722294593 03/22/2014 E 010.4305.5403 29.30 29.30 29.30•
161924 04/11/2014 000685 WALLACE GROUP A CALIF 36786 04/04/2014 E 350.5638.7501 69.00 69.00 69.00 161925 04/11/2014 010110 JAMIE WALLACE 040144 04/01/2014 B 010.0000.2206 30.00 30.00 30.00
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Item 8.a. - Page 38 apCkHist Check History Listing Page:37 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total
161926 04/11/2014 000699 LEE WILSON ELECTRIC 1402 03/27/2014 COMPANY INC E 010.4307.5303 1,527.60 1,527.60 2026 03/14/2014 E 220.4303.5303 1,052.92 1,052.92 2052 03/05/2014 E 220.4303.5303 242.55 . 242.55 2027 03/24/2014 E 220.4303.5303 229.51 229.51 3,052.58 161927 04/11/2014 000672 US POSTAL SERVICE 041114 04/11/2014 E 010.4421.5504 1,872.85 1,872.85 1,872.85 161928 04/15/2014 010117 CASSIDY AINSWORTH 040414 04/04/2014 E 010.4424.5352 30.00 30.00 30.00 161929 04/15/2014 007241 ANIMAL SERVICES 040114 04/01/2014 E 010.4201.5321 15,098.25 15,098.25 15,098.25 161930 04/15/2014 008360 BREVEN BAIMA 041414 04/14/2014 E 010.4424.5352 84.00 84.00 84.00
161931 04/15/2014 008941 AARON BAYLES . 041414 04/14/2014 E 010.4424.5352 60.00 60.00
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Item 8.a. - Page 39 apCkHlst Check History Listing Page:38 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa . Check# Date Vendor Status ClearNold Date Invoice Inv. Date Amount Paid Check Total . 60.00 161932 04/15/2014 000123 CA ST BOARD OF 33114 03/31/2014 EQUALIZATION B 010.0000.1202 271.00 271.00 271.00 161933 04/15/2014 002223 CIO SOLUTIONS LP 88357 02/25/2014 E 010.4201.5303 6,778.80 6,778.80 6,778.80
161934 04/15/2014 009985 CLEANTECH 40626 04/02/2014 ENVIRONMENTAL INC E 010.4305.5303 190.00 190.00 190.00 161935 04/15/2014 005928 DIRECT DOCUMENT 1637 03/21/2014 SYSTEMS E 010.4120.5201 154.20 154.20 154.20
161936 04/15/2014 002673 DOCTORS MEDPLUS MED 2023668.0 04/09/2014 E 010.4425.5303 190.00 190.00 190.00 161937 04/15/2014 004676 ECS IMAGING, INC. 9952 04/05/2014 E.010.4140.5303 8,679.00 . 8,679.00 8,679.00
161938 04/15/2014 004676 ECS IMAGING, INC. 9976 04/09/2014 E 010.4120.5201 27.00 27.00 27.00
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Item 8.a. - Page 40 apCkHlst Check History Listing Page:39 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# - Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total
161939 04/15/2014 001058 TONY M FERRARA 041414 04/14/2014 E 010.4001.5501 240.69 240.69 240.69 161940 04/15/2014 004790 DEANNA FLOYD 041414 04/14/2014 E 010.4424.5352 45.00 45.00 45.00 161941 04/15/2014 004142 STAN GAXIOLA 041414 04/14/2014 E 010.4424.5352 44.00 44.00 44.00 161942 04/15/2014 002405 CHARLES HARE 041414 04/14/2014 E 010.4424.5352 88.00 88.00 88.00 161943 04/15/2014 004188 EDDIE HARRIS 041414 04/14/2014 E 010.4424.5352 160.00 160.00 160.00 161944 04/15/2014 008748 MIKE HAY 041414 04/14/2014 E 010.4424.5352 176.00 - __ 176.00 176.00 161945 04/15/2014 006644 IRON MOUNTAIN KDW5214 03/31/2014 E 010.4002.5303 156.37 156.37 156.37
161946 04/15/2014 009286 TIFFANIE KETTING 041414 04/14/2014 -- E 010.4424.5352 60.00 60.00
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Item 8.a. - Page 41 apCkHlst Check History Listing Page:40 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 60.00 161947 04/15/2014 010092 ANTHONY KIM 041414 04/14/2014 E 010.4424.5352 60.00 60.00 60.00 161948 04/15/2014 009542 MICHAEL KON 041414 04/14/2014 E 010.4424.5352 160.00 160.00 160.00 161949 04/15/2014 004845 JOHN LARSON 041414 04/14/2014 E 010.4424.5352 20.00 20.00 20.00 161950 04/15/2014 001136 DOUGLAS LINTNER 041414 04/14/2014 E 010.4424.5352 248.00 248.00 248.00
161951 04/15/2014 005129 M & W PUMPS INC 10013 03/27/2014 E 010.4430.5605 6,410.00 E 640.4712.5610 6,410.00 12,820.00 12,820.00
161952.. 04/15/2014 008387 COREY MAYNE 041414 04/14/2014 E 010.4424.5352 120.00 120.00 120.00
161953 04/15/2014 000426 MIER BROS LANDSCAPE 213462 03/06/2014 PRODUCTS E 640.4712.5610 86.40 86.40 213797 03/13/2014 E 640.4712.5610 70.20 70.20
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Item 8.a. - Page 42 apCkHlst Check History Listing Page:41 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date ·Vendor Status Clear/Void Date Invoice Inv. Date Amount Paid Check Total 156.60 161954 04/15/2014 000481 PACIFIC GAS & ELECTRIC 4/10-620838 04/10/2014 E 612.4610.5402 213.69 213.69 4/10-190318 04/10/2014 E 010.4145.5401 103.99 103.99 317.68 161955 04/15/2014 008942 MARC RODRIGUEZ 041414 04/14/2014 E 010.4424.5352 66.00 66.00 66.00 161956 04/15/2014 010114 VERONICA ROJAS 040914 04/14/2014 R 010.0000.4605 188.00 188.00 188.00 161957 04/15/2014 004833 STEPHEN ROMO 041414 04/14/2014 E 010.4424.5352 132.00 132.00 132.00 161958 04/15/2014 000536 GREGORY M ROSE 041414 04/14/2014 E 010.4424.5352 120.00 120.00 . · 120.00 .
161959 04/15/2014 003649 CHARLES D (DON) RUIZ 041414 04/14/2014 E 010.4424.5352 120.00 120.00 120.00
161960 04/15/2014 006080 MARTINA SARMIENTO 041414 04/14/2014 E 010.4424.5352 209.00 209.00 209.00
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Item 8.a. - Page 43 apCkHist Check History Listing Page:42 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice . Inv. Date Amount Paid Check Total
161961 04/15/2014 003024 MARK SCHAFFER 041414 04/14/2014 E 010.4424.5352 80.00 80.00 80.00 161962 04/15/2014 000564 SLO COUNTY 7045960 03/14/2014 NEWSPAPERS E 010.4002.5301 311.06 311.06 7045984 03/15/2014 E 010.4002.5301 246.70 246.70 7045245 03/06/2014 E 010.4002.5301 198.68 198.68 7045246 03/06/2014 E 010.4002.5301 121.84 121.84 7045959 03/14/2014 E 010.4002.5301 106.47 106.47 984.75 161963 04/15/2014 000602 SOUTH SLO COUNTY 033114 03/31/2014 SANITDIST E 010.4145.5401 76.50 · B 760.0000.2304 118,011.01 B 760.0000.2305 6,806.00 124,893.51 124,893.51 161964 04/15/2014 000609 BOB SPEAR 041414 04/14/2014 E 010.4424.5352 110.00 110.00 110.00
161965 04/15/2014 007176 SPRINKLER KING INC 19949 03/17/2014 E 226.4306.5303 1,498.73 1,498.73
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Item 8.a. - Page 44 apCkHist Check History Listing Page:43 04/15/2014 10:51AM CITY OF ARROYO GRANDE
Bank code: boa
Check# Date Vendor Status · ClearNoid Date Invoice Inv. Date Amount Paid Check Total 1,498.73
161966 04/15/2014 005252 ULTREX BUSINESS 179890 04/03/2014 E 010.4102.5201 421.20 421.20 421.20 161967 . 04/15/2014 008445 THE UPS STORE 041114 04/11/2014 E 640.4712.5303 98.37 98.37 98.37
161968 04/15/2014 007927 SHIRLEY WILLMOTT 041414 04/14/2014 E 010.4424.5352 77.00 77.00 77.00
boa Total: 452,885.05
231 checks in this report Total Checks: 452,885.05
Page:43
Item 8.a. - Page 45 ATTACHMENT 2
CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION PAY PERIOD 3/14/2014. 3/27/2014 04/04/14
FUND 010 323,793.75 5101 Salaries Full time 232,081.95 FUND 216 5102 Salaries Part-Time - PPT 20,728.29 FUND 217 5103 Salaries Part-Time - TPT 25,433.63 FUND 219 5105 Salaries OverTime 25,992.07 FUND220 11,696.46 5107 Salaries Standby 355.50 FUND226 5108 Holiday Pay 9,091.44 FUND284 5109 Sick Pay 6,036.33 FUND 285 5110 Annual Leave Buyback FUND 290 135,247.84 5111 Vacation Buyback FUND 350 446.88 5112 Sick Leave Buyback FUND 612 3,259.97 5113 Vacation Pay 4,612.48 FUND 640 19,216.48 5114 Comp Pay 4,963.97 493,661.38 5115 Annual Leave Pay 4,414.06 5116 Salaries - Police FTO 178.93 5121 PERS Retirement 79,106.27 5122 Social Security 23,284.67 OVERTIME BY DEPARTMENT: 5123 PARS Retirement 663.04 Admin. Support Services 5126 State Disability Ins. 1,389.03. Community Development 5127 Deferred Compensation 650.00 Police 8,473.65 5131 Health Insurance 45,718.81 Fire 17,234.90 5132 Dental Insurance 5,451.55 Govrnment Bldg Maint. 5133 Vision Insurance 1,290.90 Engineering 5134 Life Insurance 478.77 Fleet Maintenance 5135 Long Term Disability Parks 61.73 5143 Uniform Allowance Recreation - Admn 5144 Car Allowance 1,084.38 Rec - Special Events 5146 Council Expense Children In Motion 5147 Employee Assistance 7.41 Soto Sport Complex 5148 Boot Allowance Public Works Maintenance 221.79 5149 Motor Pay 70.40 25,992.07 5150 Bi-Lingual Pay 75.00 5151 Cell Phone Allowance 502.50 493,661.38
Item 8.a. - Page 46 MEMORANDUM
TO: CITY COUNCIL FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES ir- BY: RYAN CORNELL, ACCOUNTING SUPERVISO~
SUBJECT: CONSIDERATION OF STATEMENT OF INVESTMENT DEPOSITS
DATE: APRIL 22, 2014
RECOMMENDATION: It is recommended the City Council receive and file the attached report listing of investment deposits of the City of Arroyo Grande, as of March 31, 2014, as required by Government Code Section 53646(b).
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no funding impact to the City related to these reports. However, the City does receive interest revenue based on the interest rate of the investment(s).
No or minimal future staff time is projected.
BACKGROUND: This report represents the City's investments as of March 31, 2014. It includes all investments managed by the City, the investment institution, investment type, book value, maturity date, and rate of interest. As of March 31, 2014, the investment portfolio was in compliance with all State laws and the City's investment policy.
ANALYSIS OF ISSUES: The Director of Administrative Services has historically submitted to the City Council a monthly report, providing the following information:
1. Type of investment. 2. Financial institution (bank, savings and loan, broker, etc). 3. Date of maturity. 4. Principal amount. 5. Rate of interest. 6. Current market yalue for all securities having a maturity of more than 12 months. 7. Relationship of the monthly report to the annual statement of investment policy.
Item 8.b. - Page 1 CITY COUNCIL CONSIDERATION OF INVESTMENT DEPOSITS APRIL 22, 2014 PAGE2
ALTERNATIVES: The following alternatives are provided for the Council's consideration:
Recommended Alternative - Approve staff's recommendation to receive and file the attached report listing the investment deposits. 06 not approve staff's recommendation Provide direction to staff
ADVANTAGES: Safety of prinCipal is the foremost objective of the City. Investments are undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio.
DISADVANTAGES: Some level of risk is present in any investment transaction. Losses could be incurred due to market price changes, technical cash flow complications such as the need to withdraw a non negotiable Time Certificate of Deposit early, or even the default of an issuer. To minimize such risks, diversifications of the investment portfolio by institution and by investment instruments are being used as much as is practical and prudent.
ENVIRONMENTAL REVIEW: No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, April 17, 2014. The Agenda and report were posted on the City's website on Friday, April 18, 2014. No public comments were received.
Attachments:
1. Portfolio Summary: March 31, 2014
Item 8.b. - Page 2 ATTACHMENT 1
City of Arroyo Grande CITY OF 300 E. Branch St. Arroyo Grande, CA 93420 Phone: (805)473-5400 CITY OF ARROYO GRANDE Portfolio Management Portfolio Summary March 31, 2014
Interest . .Investments Book Value Interest Rate Rate PY Date of Purchase Term Maturity Date ,. "lo of.Portfolio
Loca/Agencylnvest111entFund $ 11,200,446.86 0.236% 0.286% 60.966%
Certicates of Deposit Redding Bank of Commerce 250,000.00 1.410% March 22, 2012 36mos March 22, 2015 1.361% Mission Community Bank 1,000,000.00 1.040%. July 1, 2012 36mos June 30, 2015 5.443% Rabobank 253,153.41 0.990% September 28, 2012 36mos September 28, 2015 1.378% Silvergate Bank 249,000.00 0.900% November 14, 2012 54 mos May 15, 2017 1.355% BMW Bank 245,000.00 2.000% August 30, 2013 60mos August 30, 2018 1.334% Cathay Bank 248,000.00 0.750% August 30, 2013 30mos February 29, 2016 1.350% Heritage Oaks Bank 100,000.00 0.500% October 21, 2013 13 mos November 21, 2014 0.544% Total Certificates of Deposit 2,345, 153.41 12.765%
Agency Bonds Federal Home Loan Bank (Freddie Mac) 1,865, 718. 75 1.850% August 28, 2013 60mos August 21, 2018 10.156% Federal Home Loan Bank (Fannie Mae) 995, 109.00 0.750% August28,2013 35mos July 26, 2016 5.417% Federal Home Loan Bank (Fannie Mae) ------,,-,,...... ,....,,....,'""'=.,....1,965,062.00 1.250% February 28, 2014 60mos January 30, 2019 10.696% Total Agency Bonds 4,825,889.75 ----26-.-26..,...8"""0/c...,...o
TOTAL INVESTMENTS ======$ 18,371,490.02 100.000%
Item 8.b. - Page 3
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Item 8.b. - Page 4 MEMORANDUM
TO: CITY COUNCIL FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES ·r SUBJECT: CONSIDERATION OF AGREEMENT FOR CONSULTANT SERVICES FOR AUDIT SERVICES
DATE: APRIL 22, 2014
RECOMMENDATION: It is recommended the City Council award an agreement for consultant services to Moss, Levy & Hartzheim LLP, Certified Public Accountants (MLH) for a period of three years, with an option to extend for two additional one-year periods, and authorize the Mayor to execute all documents.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Audit services for the fiscal year are performed in the following fiscal year, when the City's financial results for the year are completed. Therefore costs for the fiscal year ending June 30, 2014 are paid from the FY 2014-15 Budget. The current budget includes approximately $21,400 for this service. The proposed contract amount is not to exceed $19,200 in the first year; therefore no additional budget appropriation will be required.
Minimal staff time is required to award the auditing services contract.
BACKGROUND: Municipalities are required to hire auditors to produce annual financial statements and to conduct evaluations of the entity's internal controls. The auditor is responsible for determining that the financial statements do not include material misstatements and do not misrepresent the City's financial condition. In the evaluation of internal control, the auditor appraises procedures that could allow collusion, theft, or fraud.
The City has contracted with MLH for auditing services since 2001, and has been satisfied with their performance, responsiveness and audit procedures. However, the contract has expired and based on industry best practices, on January 31, 2014, staff issued a Request for Proposals (RFP) for auditing services for Fiscal Years 2013-14, 2014-15 and 2015-16. The RFP included an option for providing ·auditing services to the Five Cities Fire Authority; however, consideration and approval of that contract will be awarded separately by the Authority and is not the subject of this report.
Item 8.c. - Page 1 CITY COUNCIL AWARD OF AUDIT SERVICES CONTRACT APRIL 22, 2014 PAGE2
ANALYSIS OF ISSUES: The City received seven responsive proposals and one proposal after the due date of March 14, 2014. The seven proposals were as follows:
Firm FY 2013-14 FY 2014-15 FY 2015-16 Badawi & Associates $18,955 $19,524 $20,109 Moss, Levy & Hartzheim $19,200 $19,885 $20,615 Pressley & Associates $19,800 $18,900 $19,400 Patel & Associates $20,707 $20,707 $20,707 Van Lant & Fankhanel $27,100 $27,100 $27,100 Glenn Burdette Attest Company $33,550 $34,250 $34,950 R.J. Ricciardi $35,500 $35,500 $35,500
Proposals were evaluated based on several criteria including: understanding of the work to be performed, the auditor's experience in conducting audits of cities of similar nature, size and complexity, technical experience and professional qualifications of the audit team, the firms' commitment to keeping the same team assigned to the job for each successive year, the ability of the proposed approach to meet the needs of the City, and price. While price was a component of the evaluation process, it was not the most important factor in evaluating the proposals.
Based on an evaluation of the proposals, staff recommends awarding the contract to MLH. The firm conducts annual audits for over 30 cities, including Atascadero, Grover Beach, Paso Robles and Santa Maria and demonstrated extensive experience with cities of similar nature, size and complexity. The firm has a history of technical expertise and professionals that specialize in governmental accounting, and total audit fees are competitive.
Engaging a new auditor could provide a fresh or different perspective and occasionally having new eyes looking at the City's operations can provide value. Continuing the City's long-standing relationship with MLH does not offer this advantage. However, there are significant advantages to the auditor having a thorough and complete understanding of the City's operations. Staff has discussed this with MLH and believes that potential disadvantages can be overcome during the contract period with additional auditing processes and procedures that will help ensure that neither party has become "too comfortable" with each other.
ALTERNATIVES: The following alternatives are provided for City Council consideration:
1. Approve staff recommendation; 2. Do not approve staff recommendation; or 3. Provide direction to staff.
Item 8.c. - Page 2 CITY COUNCIL AWARD OF AUDIT SERVICES CONTRACT APRIL 22, 2014 PAGE3
ADVANTAGES: Awarding the agreement to MLH will provide the City with a qualified firm to perform the City's required audits within the approved budget. It also provides advantages of operational familiarity and efficiencies for both City staff and the auditor.
DISADVANTAGES: The disadvantage of the recommendation is that other qualified audit firms will not be selected. The City may not benefit from different auditor perspectives or interpretations.
ENVIRONMENTAL REVIEW: No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, April 17, 2014. The Agenda and report were posted on the City's website on Friday, April 18, 2014. No public comments were received.
ATTACHMENTS: Agreement for Consultant Services
Item 8.c. - Page 3 AGREEMENT FOR CONSULTANT SERVICES
This AGREEMENT FOR CONSULTANT SERVICES ("Agreement"), is made and effective as of April 22, 2014, between Moss, Levy & Hartzheim LLP ("Consultant"), and the CITY OF ARROYO GRANDE, a Municipal Corporation ("City"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on April 22, 2014 and shall remain and continue in effect for a period of three years (the "Initial Term"), or until completion of services as set forth herein, unless sooner terminated pursuant to the provisions of this Agreement. This Agreement may be extended for two additional one-year periods after the Initial Term upon written agreement by City and Consultant. All terms and conditions of this Agreement shall apply to any additional one year terms.
2. SERVICES
Consultant shall perform the tasks described and comply with all terms and provisions set forth in the City's Request For Proposals, Exhibit "A", attached hereto and incorporated herein by this reference.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
City's Director of Administrative Services shall represent City in all matters pertaining to the administration of this Agreement. Ron A. Levy, CPA shall represent Consultant in all matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Consultant's Proposal, Exhibit "B", attached hereto and incorporated herein by this reference.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at
Page 1
Item 8.c. - Page 4 least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5.
7. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the following events:
(a) Bankruptcy or insolvency of any party; (b) Sale of Consultant's business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement Initial Term specified in Section 1, unless otherwise extended.
8. DEFAULT OF CONSULTANT
(a) The Consultant's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant. for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault or negligence of the Consultant, it shall not be considered a default.
(b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
9. LAWS TO BE OBSERVED. Consultant shall:
Page2
Item 8.c. - Page 5 (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement;
(b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant's performance under this Agreement, or the conduct of the services under this Agreement;
(c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above;
(d) Immediately report to the City's Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section.
10. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of five (5) years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling,
Page 3
Item 8.c. - Page 6 transferring, and printing computer files. Upon request by City, Consultant shall make available all work papers and reports to any successor auditor in a timely manner.
11. INDEMNIFICATION
(a) Indemnification for Professional Liabilitv. When the law establishes a professional standard of care for Consultant's Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subcontractors or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement.
(b) Indemnification for Other Than Professional Liabilitv. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant.
(c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section.
12. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit "C" attached hereto and incorporated herein as though set forth in full.
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Item 8.c. - Page 7 13. INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.
14. UNDUEINFLUENCE
Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement.
16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at
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Item 8.c. - Page 8 depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena.
(b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.
17. NOTICES
Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid,· return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:
To City: City of Arroyo Grande Director of Administrative Services 300 E. Branch Street Arroyo Grande, CA 93420
To Consultant: Moss, Levy & Hartzheim, LLP Ron A. Levy, Partner 2400 Professional Pkwy, Ste 205 Santa Maria, CA 93455
18. ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City.
19. GOVERNING LAW
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Item 8.c. - Page 9 The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande.
20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.
21. TIME
City and Consultant agree that time is of the essence in this Agreement.
22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the City's Request for Proposal, Exhibit "A", attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant In the event of conflict, the requirements of City's Request for Proposals and this Agreement shall take precedence over those contained in the Consultant's proposals.
23. CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate.
24. AMENDMENTS
Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement.
25. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on
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Item 8.c. - Page 10 behalf of the Consultant and has the authority to bind Consultant to the perfonnance of its obligations hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By: ______By: ______Tony Ferrara, Mayor
Its: Attest: ------(Title)
Kelly Wetmore, City Clerk
Approved As To Fann:
Timothy J. Cannel, City Attorney
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Item 8.c. - Page 11 EXHIBIT A
CITY'S REQUEST FOR PROPOSAL
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Item 8.c. - Page 12 Exhibit A
.{i~CITV OF f/Mf"~:..·--~.~-=-
REQUEST FOR PROPOSAL FOR PROFESSIONAL AUDITING SERVICES
DUE DATE: Friday, March 14, 2014 at 3:00 p.m.
Item 8.c. - Page 13 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Page I
CITY OF ARROYO GRANDE
REQUEST FOR PROPOSAL FOR PROFESSIONAL AUDITING SERVICES
I. PROPOSAL INTENT
The City of Arroyo Grande is soliciting the services of qualified CPA firms to audit all funds of the City of Arroyo Grande forthe Fiscal Years 2013-14, 2014-15, and 2015-16. These audits are to be performed in accordance with generally accepted auditing standards, the standards set forth for financial audits in the U.S. Government Accountability Office's (GAO) Government Auditing Standards (GAS), the provisions of the Federal Single Audit Act and the U.S. Office of Management and Budget (OMB) Circular A-133, and Governmental Accounting Standards Board (GASB) Pronouncements.
We have made every effort to include sufficient information within this Request for Proposal for an auditor to prepare a responsive, comprehensive proposal. In order to achieve an equitable dissemination of information, a pre-proposal teleconference will be held on February 11, 2014 at 2:00 pm to allow all interested CPA firms to ask questions for the mutual benefit of all involved. All questions and correspondence should be directed to Debbie Malicoat, Director of Administrative Services at [email protected]. The question and answer will then be forwarded to all firms that provide an email address, and posted on the City's website. All questions must be submitted no later than February 7, 2014. Responses will be provided by February 12, 2014.
The City's CAFRs from prior fiscal years are located on the City's website at www.arroyogrande.org/departments/administrative-services/annual-financial-reports/.
II. BACKGROUND
The Citv of Arroyo Grande:
The City of Arroyo Grande (the City) is a full-service city, which currently comprises 5.45 square miles and serves approximately 17,400 residents. It is located on the Central Coast of California, halfway between Los Angeles and San Francisco.
The City provides full range of services including: police protection, the transmission and distribution of water and wastewater, recreation and cultural events, the construction and maintenance of parks, facilities, streets and highways, as well as, other general government activities.
The City provides fire service to its citizen through the Five Cities Fire Authority (FCFA), a joint powers authority between the Cities of Arroyo Grande, Grover Beach and the Oceana Community Services District. The City provides financial services to FCF A.
The City is the Successor Agency of the Fonner Arroyo Grande Redevelopment Agency (the Agency). The Agency is included in the City's financial statements as part of the Private Purpose Trust Fund.
Item 8.c. - Page 14 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Page2
The Finance Staff:
The Finance department administers the City's operating activities for Treasury, Utility Billing, Business Licenses and Purchasing. The department also administers the financial activities for the General Ledger, Accounts Payable, and Payroll. It also leads the City's budget preparation process and is responsible for the preparation of the Comprehensive Annual Financial Report and special reports as required by law.
The City of Arroyo Grande uses Eden lnforum Gold software for general ledger, budget, accounts payable, and payroll accounting.
Number of Individual Funds by Type:
Governmental Funds: General Fund I Special Revenue Funds 24 Capital Projects Fund 1 Debt Service Funds ------2 Total Governmental Funds 28
Proprietary Funds: Enterprise Funds ------3 Total Proprietary Funds ------3 Fiduciary Funds: Private-Purpose Trust Fund 1 Agency Funds ------2 Total Fiduciary Funds ------3 Total Funds 34 ======ill. SCOPE OF WORK
The selected audit firm will perform a financial and compliance audit to determine whether the combined financial statements of the City fairly present the financial position and the results of financial operations in accordance with generally accepted accounting principles, and whether the City has complied with laws and regulations that may have a material effect upon the financial statements.
The auditors will examine the City's internal accounting controls and accounting procedures and render written reports of their findings and recommendations to the Director of Administrative Services and/or the City Manager. The examination shall be made and reports rendered in accordance with generally accepted government auditing standards.
In the required reports on internal controls, the auditor shall communicate any reportable conditions found during the audit. A reportable condition shall be defined as a significant deficiency in the design or operation of the internal control structure, which could adversely affect the organization's ability to record, process, summarize, and report financial data consistent with the assertions of management in the financial statements.
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Item 8.c. - Page 15 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Page 3
Reportable conditions that are also material weaknesses shall be identified as such in the report. Non-reportable conditions discovered by auditors shall be reported in a separate letter to management, which shall be referred to in the reports on internal controls.
The auditors shall be required to make an immediate, written report of all irregularities and illegal acts or indications of illegal acts of which they become aware to the following parties: City Manager; City Attorney; and the Director of Administrative Services.
The Director of Administrative Services or designee will be responsible for coordinating the audit process internally. The auditors will meet with the Director of Administrative Services or designee at the end of the fieldwork process to discuss preliminary audit findings and management recommendations.
Prior to issuing their final reports, the auditors will meet with the Director of Administrative Services and/or designee. All audit reports will be addressed to the City Council.
The auditors may be consulted occasionally throughout the year as an information resource. The auditors may be asked to provide guidance on implementation of GASB requirements and specifics of federal and state regulations as they may affect local government accounting. They may also be asked to assist with the implementation of new pronouncements.
Additional Stand Alone Reports:
The City generally does not have federal expenditures that exceed $500,000 and therefore is not subject to the single audit requirements. However, in years where the City's federal expenditures exceeded $500,000, there has usually been one major program. If required, the auditors will perform a single audit on the expenditures of federal grants in accordance with OMB Circular A-133 and render the appropriate audit reports on Internal Controls over Financial Reporting based up on the audit of the City's financial statements in accordance with Government Auditing Standards and the appropriate reports on compliance with Requirements Applicable to each Major Program, Internal Control over Compliance and on the Schedule of Expenditures ofFederal Awards in Accordance with OMB Circular A-133. The single audit report will include appropriate schedule of expenditures of federal awards, footnotes, findings and questioned costs, including reportable conditions and material weaknesses, and follow up on prior audit findings where required. In addition, the auditor will be required to submit the report to the federal clearing house.
The City receives funding under the Transportation Development Act (TOA) through the San Luis Obispo Council of Governments (SLOCOG). SLOCOG requires a financial and compliance audit of funds received and expended from Section 99400, 99234, and 99260 of the Public Utilities code. The auditors will be required to perform this audit and prepare the required report.
As mentioned earlier, the City provides financial services to FCF A. As part of this proposal, the auditors will perform audit services, as well as, provide an opinion on FCF A's basic financial statements.
The auditor, subject to an amendment, will prepare any other special purpose audits that may be required during the term of the agreement.
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Item 8.c. - Page 16 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Page4
City Responsibilities:
The City responsibilities will be to prepare the final closing of the books. The City will provide balance sheets for all funds and groups, statement ofrevenues and expenditures for all funds as well as detailed subsidiary ledgers. The City will prepare a DRAFT CAFR (including schedules, notes and statistics) from the financial system as of June 30th of each fiscal year under contract. (Please note Auditor assistance may be required with certain note disclosures or schedules.)
The City will produce the confirmation letters that are mailed by the auditors.
The City staff will be available to assist the auditors in locating records or preparing audit schedules.
The City will provide the auditor with reasonable workspace, desks, and chairs. The auditors will also be furnished access to telephones, facsimile machines, and photocopying machines.
IV. PROPOSAL REQUIREMENTS
A. Independence
The finn should provide an affirmative statement that it is independent of the City of Arroyo Grande as defined by generally accepted auditing standards. Moreover, the finn must have no conflict of interest with regard to any other work performed for the entity being audited. It is understood that the services performed by the auditors are in the capacity of independent contractors and not as an officer, agent, or employee of the City.
B. License to Practice in California
An affirmative statement should be included indicating that the finn and all assigned key professional staff are properly licensed to practice in California.
C. Finn Qualifications and Experience
The proposal should state the size of the firm, the location of the office from which the work on this engagement is to be performed, and the number of the staff that will be assigned to the audit. Indicate the scope of work, date, engagement partners, total hours, and the name and telephone number of the principal client contact.
The firm shall provide information on the results of any federal or state desk reviews or field reviews of its audits during the past three (3) years. In addition, the finn shall provide information on the circumstances and status of any disciplinary action taken or pending against the finn during the past three (3) years with state regulatory bodies or professional organizations.
For the firm's office that will be assigned responsibility for the audit, list the most significant engagements (maximum 5) performed in the last five years that are similar to the engagement described in this request for proposals.
D. Partner. Supervisory and Staff Qualifications and Experience
The firm shall identify the principal supervisory and management staff, including engagement
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Item 8.c. - Page 17 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Page 5
partners, managers, other supervisors and specialists, who would be assigned to the engagement and indicate whether each such person is licensed to practice as a certified public accountant in the State of California. The firm should also provide information on the staffs governmental auditing experience.
The firm should provide as much information as possible, regarding the number, qualifications, experience and training of the specific staff to be assigned to this engagement.
The firm should also provide information regarding the processes or procedures it uses to ensure compliance with AB 1345.
E. Total All-Inclusive Maximum Price
The proposal should contain all pricing information relative to performing the audit engagement as described in this request for proposals. The total all-inclusive maximum price to be proposed is to contain all direct and indirect costs.
The proposal should include a schedule of professional fees and expenses, which support the total of the all-inclusive maximum price.
The proposal should itemize the maximum price option for 1) performing auditing services and financial statement assistance for the City of Arroyo Grande for all funds; 2) performing auditing services and financial statement assistance for the Five Cities Fire Authority; 3) performing compliance audit for Single Audit requirements, if applicable; and 4) performing compliance audit for the Transportation Development Act, in accordance with the requirements of San Luis Obispo Council of Governments.
F. Ownership of City Related Documents
All property rights, including publication rights of all reports produced by the selected firm in connection with services performed under this agreement shall be vested in the City of Arroyo Grande. The selected firm shall not publish or release any of the results of its examinations without express written permission from the City.
G. Working Paper Retention and Access to Work Papers
All work papers must be retained, at the auditor's expense, for a minimum of five (5) years, unless the auditor is notified in writing by the City of the need to reduce this retention period. The auditors will be required to make working papers available to the City and any other third parties authorized by the City. At the completion of this contract, the auditor will make available all work papers and reports to the successor auditor in a timely manner.
H. Acceptance of Proposal Contents
After auditors are selected by the City, the contents of the submitted proposal will become a contractual obligation. The successful firm will be required to execute a standard consultant agreement with the City, an example of which is included as Attachment I.
I. Acceptance or Rejection and Negotiation of Proposals
The City reserves the right to reject any or all proposals, to waive non-material irregularities or
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Item 8.c. - Page 18 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Page6
information in the request for proposal, and to accept or reject any item or combination ofitems. By requesting proposals, the City is in no way obligated to award a contract or to pay expenses of the proposing firms in connection with the preparation or submission of a proposal. Furthermore, the City reserves the right to reject any and all proposals prior to the execution of the contract(s), with no penalty to the City of Arroyo Grande.
V. PROPOSAL FORMAT AND CONTENT
Firms desiring to respond shall make their proposals brief and concise, yet with sufficient detail to allow for a thorough evaluation. The purpose is to demonstrate the qualification, competence and capacity of the firms seeking to undertake the independent audit of the City. As such, the substance of the proposals will carry more weight than their form or manner of presentation. Each proposal shall include as a minimum the following information in this format:
A. Introduction Present an introduction to the proposal describing the firm's understanding of the desired work. Include a detailed description of the methods by which the consultant intends to perform the work set forth in the Scope of Services.
B. Qualifications Include a brief description of the firm's background, experience with similar projects, and resumes of key personnel proposed to work on the project.
C. Work Plan Provide a tentative schedule by phase, key task, and proposed compensation for completing the work. This schedule, as modified to be acceptable to the City, will be used as an Exhibit to the Agreement between the City and the successful consultant.
D. Costs Submit a cost proposal, which includes a performance and cost schedule for all services necessary to complete this project. The proposal should include a separate all-inclusive cost for each of the three years of the contract. The proposal should specify the major components, the cost breakdown by major component or phase, and the expected time of completion for each component based on the scope of services outlined in the proposal. The proposal should include, a total proposed, "not to exceed" costs of the services, including a fee and rate schedule describing all charges and hourly rates for services. Cost will not be the deciding factor in making the selection.
E. References List former clients for whom similar or comparable services have been performed. Include the name, mailing address, and telephone number of the appropriate contact person.
VI. SELECTION PROCESS
The proposals for the City's audit will be evaluated by the Director of Administrative Services and staff. Evaluation considerations will include the following:
A. Responsiveness of the proposal in clearly stating the understanding of the work to be performed and in demonstrating the intention and ability to perform the work.
B. Cost. Although a significant factor, other factors will be considered.
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Item 8.c. - Page 19 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Page7
C. Auditors' experience in conducting audits of cities of similar nature, size, and complexity, and the auditors' commitment to maintaining technical expertise in the municipal financial environment.
D. Technical experience and professional qualifications of the audit team.
E. The firms' commitment to keeping the same team assigned to this job for each successive year the auditor is awarded the contract.
F. Ability of proposed approach to meet the needs of the City.
VII. TENTATIVE SCHEDULE -The timing of the proposal process is subject to change, depending on the needs of the City, but is anticipated as follows:
RFP released ...... January 31, 2014 Pre-Proposal Teleconference ...... February 11, 2014 Proposals Due ...... March 14, 2014 Interviews (if requested) ...... March 17 - 21, 2014 Select Consultant ...... March 24, 2014 Finalize Contract...... April 1, 2014 City Council Consideration ...... April 22, 2014
VIII. SUBMITTAL
A. Submit a total of2 copies to:
Debbie Malicoat Director of Financial Services 300 E. Branch Street Arroyo Grande, CA 93420
B. Show the following information on the outside of the package:
• Firm's name and address • Audit Services Proposal
C. The proposal must be received at the above address by the closing date and time. Firms mailing or shipping their proposals must allow sufficient delivery time to ensure timely receipt of their proposals by the time specified. Late proposals will not be accepted.
D. Closing Date: All proposals must be received by Friday, March 14, 2014 at 3:00 p.m.
G. The City reserves the right to reject any or all proposals for any or no reason.
H. For more information, please contact Debbie Malicoat at [email protected].
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Item 8.c. - Page 20 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Attachment l
AGREEMENT FOR CONSULTANT SERVICES
This AGREEMENT FOR CONSULTANT SERVICES ("Agreement"), is made and effective as of 2014, between ("Consultanf), and the CITY OF ARROYO GRANDE, a Municipal Corporation ("City"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on , 2014 and shall remain and continue in effect for a period of three years (the "Initial Term"), or until completion of services as set forth herein, unless sooner terminated pursuant to the provisions of this Agreement. This Agreement may be extended for two additional one-year periods after the Initial Term upon written agreement by City and Consultant. All terms and conditions of this Agreement shall apply to any additional one year terms.
2. SERVICES
Consultant shall perform the tasks described and comply with all terms and provisions set forth in the City's Request For Proposals, Exhibit "B", attached hereto and incorporated herein by this reference.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
City's Director of Administrative Services shall represent City in all matters pertaining to the administration of this Agreement. shall represent Consultant in all matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Consultant's Proposal, Exhibit "8", attached hereto and incorporated herein by this reference.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
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Item 8.c. - Page 21 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Attachment 1
(a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5.
7. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the following events:
(a) Bankruptcy or insolvency of any party; (b) Sale of Consultant's business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement Initial Term specified in Section 1, unless otherwise extended.
8. DEFAULT OF CONSULTANT
(a) The Consultant's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault or negligence of the Consultant, it shall not be considered a default.
(b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
9. LAWS TO BE OBSERVED. Consultant shall:
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Item 8.c. - Page 22 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Attachment 1
(a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement;
(b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant's performance under this Agreement, or the conduct of the services under this Agreement;
(c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above;
(d) Immediately report to the City's Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section.
10. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of five (5) years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling,
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Item 8.c. - Page 23 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Attachment 1 transferring, and printing computer files. Upon request by City, Consultant shall make available all work papers and reports to any successor auditor in a timely manner.
11. INDEMNIFICATION
(a) Indemnification for Professional Liabilitv. When the law establishes a professional standard of care for Consultant's Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subcontractors or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement.
(b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant.
(c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section.
12. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit "C" attached hereto and incorporated herein as though set forth in full.
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Item 8.c. - Page 24 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Attachment I
13. INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.
14. UNDUEINFLUENCE
Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement.
16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at
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Item 8.c. - Page 25 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Attachment 1
depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena.
(b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.
17. NOTICES
Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:
To City: City of Arroyo Grande Director of Administrative Services 300 E. Branch Street Arroyo Grande, CA 93420
To Consultant:
18. ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City.
19. GOVERNING LAW
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Item 8.c. - Page 26 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Attachment 1
The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande.
20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.
21. TIME
City and Consultant agree that time is of the essence in this Agreement.
22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the City's Request for Proposal, Exhibit "A", attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant In the event of conflict, the requirements of City's Request for Proposals and this Agreement shall take precedence over those contained in the Consultant's proposals.
23. CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate.
24. AMENDMENTS
Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement.
25. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on
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Item 8.c. - Page 27 City of Arroyo Grande Exhibit A RFP for Professional Auditing Services Attachment I behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. ·
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By: ______By: ______Tony Ferrara, Mayor
Its: Attest: ------(Title)
Kelly Wetmore, City Clerk
Approved As To Form:
Timothy J. Carmel, City Attorney
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Item 8.c. - Page 28 EXHIBIT 8
CONSULTANT'S PROPOSAL
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.- - .; Item 8.c. - Page 29 · ...... : .... • •! ....,. A •: ,·..._- _;. ,J.a.,~1... • V· j·· '-"~ --··"· Exhibit B
CITY OF ARROYO GRANDE
PROPOSAL FOR PROFESSIONAL AUDITING SERVICES
For Fiscal Years 2013-14, 2014-15, and 2015-2016
Submitted By: Moss, Levy & Hartzheim LLP 2400 Professional Parkway, Suite 205 Santa Maria, CA 93455 Phone: 805.925.2579 Fax: 805.925.2147 Email: [email protected] Submitted On: March XX, 2014 Contact Person: Ron A. Levy, CPA
Item 8.c. - Page 30 Exhibit B CITY OF ARROYO GRANDE AUDIT PROPOSAL TABLE OF CONTENTS
Introduction:
Letter of Transmittal ...... : ...... 1
Technical Proposal:
Qualifications
Experience ...... ~ ...... 4 Peer Review ...... 5 Firm Profile ...... : ...... 5 License to Practice in California ...... 6 Standard Hourly Rates ...... 7 Statement of Past Contract Disqualifications ...... 7
Work Program
Tentative Schedule ...... 8 Specific Audit Approach ...... 8 Services or Data to be Provided by the City ...... 11
Appendices:
Appendix A - References ...... 12 Appendix B - Peer Review Report ...... : ...... 13 Appendix C - Resumes ...... 14
Item 8.c. - Page 31 Exhibit B
MOSS, LEVY & HARTZHEIM LLP CERTIFIED PUBLIC ACCOUNTANTS
PARTNERS 2400 PROFESSIONAL PKWY, STE 205 RONALD A LEVY, CPA SANTA MARIA, CA 93455 CRAIG A HARTZHEIM, CPA TEL: 805.925.2579 HADLEY Y HUI, CPA FAX: 805.925.2147 www.mlhcpas.com Debbie Malicoat Director of Fiscal Services City of Arroyo Grande 300 East Branch Street Arroyo Grande, CA 93420
We are pleased to respond to the City of Arroyo Grande's Request for Proposal for independent auditing services. We have prepared our proposal to address each specification included in the City of Arroyo Grande's Request for Proposal.
After 61 years in public accounting and more than 37 years of performing local governmental audits, it is extremely gratifying to witness the continued growth of Moss, Levy & Hartzheim LLP. The Firm has evolved from a one-person operation to a regional public accounting firm with offices in Beverly Hills, Culver City, and Santa Maria, with clients throughout the State of California, as well as 31 other states. We and the entire staff are pleased with not only the continuing development of the firm, but also the progress and economic health of our clients. We understand that governmental accounting is a specialized industry with its own accounting standards and requirements and that is why we strive to constantly improve the quality of our professional services. This degree of dedication coupled with our ability to inform our clients of any new accounting and auditing issues is paramount to our success.
We feel that our size is such that we are large enough to provide a broad spectrum of services and experience backed by an in-house training program, professional development courses, and an extensive professional library, yet not so large as to become impersonal and rigid. Our informal style allows us to be flexible enough to complete our audits in a timely manner that is the most convenient for each client. Also, this style allows us to be more accessible to our clients when our clients have questions or concerns.
It is our understanding that we will be responsible for expressing opinions on the City of Arroyo Grande's basic financial statements in conformity with accounting principles generally accepted in the United States of America. In addition to those procedures deemed necessary to express our opinions on the basic financial statements, we understand that we will also be responsible for performing certain limited procedures involving supplementary information required by the Governmental Accounting Standards Board (Managemenf s Discussion and Analysis, Statistical Section, and Supplementary Information).
Our audit would be made in accordance with auditing standards generally accepted in the United States of America; Government Auditing Standards, issued by the Comptroller General of the United States; Office of Management and Budget (OMB) Circular A-133, Audits of State, Local Governments, and Nonprofit Organizations; and Guidelines for Compliance Audits of California Redevelopment Agencies issued by the State Controller, Division of Local Government Fiscal
OFFICES: BEVERLY HILLS· CULVER CITY· SANTA MARIA
MEMBER AMERICAN INSTITUTE OF CPAs · CALIFORNIA SOCIETY OF MUNICIPAL FINANCE OFFICERS · CALIFORNIA ASSOCIATION OF SCHOOL BUSINESS OFFICIALS
Item 8.c. - Page 32 Exhibit B Affairs. As part of performing our audits in accordance with these standards, we understand that we will be required to audit the Schedule of Ex_penditures of Federal Awards.
It is also our understanding that we will be responsible for issuing the following:
1. Reports on the fair presentation of the financial statements in accordance with auditing standards generally accepted in the United States of America as listed below:
a) Basic Financial Statements for the City of Arroyo Grande b) Audit Report for the City of Arroyo Grande in accordance with the Single Audit Act (if applicable) c) Basic Financial Statements for the Five Cities Fire Authority (FCFA)
2. Financial and compliance audit of the Transportation Development Act funds
3. A report based on the auditor's understanding of the internal control structure and assessment of control risk. In this report, we will communicate any reportable conditions found during the audit and indicate whether they are also material weaknesses.
4. A separate report on our analysis of the internal control structure used in the administration of federal financial assistance programs.
5. Test compliance with Proposition 111, Article Xlll.B - Review of Appropriation Limit Calculations
6. A report on the City's compliance with laws and regulations, related to "major" federal awards including an opinion on compliance with specific requirements applicable to "major" federal awards programs. This report on compliance will include all instances of non-compliance (if applicable).
7. A Management Letter addressed to the City Council of the City of Arroyo Grande setting forth recommendations for improvements in the City's accounting systems.
8. We will communicate in a letter to the Mayor, Treasurer, City Manager, and Finance Manager any reportable conditions found during the audit. A reportable condition shall be defined as a significant deficiency in the design or operation of the internal control structure, which could adversely affect the City's ability to record, process, summarize, and report financial data consistent with the assertions of management in the financial statements. "Nonreportable conditions" discovered by us will also be communicated in the "Management Letter".
9. We will make immediate, written notification to the City Manager, Finance Manager, and the City Attorney of all irregularities and illegal acts or indications of illegal acts of which we become aware.
We will make all communications to the City as required by the audit standards under which the engagement is performed. Those communications include, but are not limited to: 1. The Auditor's responsibility under auditing standards generally accepted in the United States of America.
2. Significant accounting policies.
3. Management's judgment and accounting estimates.
4. Significant audit adjustments.
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Item 8.c. - Page 33 Exhibit B
5. Other information in documents containing audited financial statements.
6. Disagreements with management.
7. Management consultation with other accountants.
8. Major issues discussed with management prior to retention.
9. Difficulties encountered in performing the audit.
10. Errors, irregularities, and illegal acts.
We will be available to present our audit plan prior to beginning field work.
All work papers and reports will be retained, at our expense, for a minimum of seven years (or the retention timeframe established by the professional standards, whichever is longer) unless the Firm is notified in writing by the City of the need to extend the retention period. The work papers are subject to review by federal and state agencies and other individuals designated by the City. Accordingly, the work papers will be made available upon request.
In addition, we will respond to the reasonable inquiries of successor auditors and allow successor auditors to review work papers.
All adjusting journal entries made by us will be discussed and explained to the designated Finance Department personnel prior to recording. They will be in a format that shows the lowest level of posting detail needed for data entry in the general ledger systems.
Minimal assistance of the City's staff is required during the course of the audit, however, we do ask that the City provide the following: cooperation in answering questions, requested confirmations, bank reconciliations, a general ledger, and other miscellaneous items. Also, with the City's approval, our audit team can pull and file appropriate supporting documents, which includes invoices. We feel this approach minimizes the disruption of the City's routine.
This proposal is a firm and irrevocable offer until June 14, 2014.
Thank you for your consideration and please do not hesitate to contact the authorized representative listed below with any questions, problems, or concerns.
Ron A. Levy, CPA Partner 2400 Professional Pkwy, Ste 205 Santa Maria, CA 93455 (805) 925-2579
Sincerely,
4.CPA-" 3
Item 8.c. - Page 34 CITY OF ARROYO GRANDE Exhibit B Technical Proposal
QUALIFICATIONS
Experience
Moss, Levy & Hartzheim LLP has an extensive background in auditing cities with over 37 years of experience in this specialized field. We currently perform over 30 city audits and numerous other governmental audits. ·
Please see Appendix A -References/Similar Engagements
Recent local auditing experience includes the following: 1. CSMFO and GFOA Award Programs The Firm currently audits the following seven cities that participate in either or both of the CSMFO and GFOA Award Programs: (Each city has received the awards it has participated in). City of Bellflower City of Santa Maria City of Morgan Hill City of Watsonville City of Paso Robles City of Whittier City of Tracy
2. OMB Circular A-133 We have performed compliance audits in accordance with the Office of Management and Budget (OMB) Circular A-133, Audits of State, Local Governments and Nonprofit Organizations, for each of our 30 municipal clients. · 3. Special Districts Currently, our Firm audits 62 special districts including recreation districts, utility districts, cemetery districts, community services districts, sanitary districts, water districts, fire districts, an ambulance services district, and an airport district.
4. State Controller's Report and Street Report We have prepared State Controller's reports and street reports for numerous cities, redevelopment agencies, and special districts. We feel this experience allows us to help assist our clients in their preparation of the state controller's reports or prepare the reports as a separate engagement for our clients.
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Item 8.c. - Page 35 CITY OF ARROYO GRANDE Exhibit B Technical Proposal
5. Federal and State Grant Programs and the Single Audit Each of our municipal clients, the majority of our special district clients, and all of our school district clients receive federal and state grants which require compliance audits. Some of our most commonly audited federal programs are as follows: Municipal Major Programs: Community Development Block Grant Funds (CDBG) HOME Program Airport Improvement Program Federal Emergency Management Act Funds (FEMA) Section 8 Housing Assistance Payments Urban Mass Transportation Act Funds (UMTA) Highway Planning and Construction Other Common Municipal Programs: COPS Fast Grants COPS More Grants Asset Seizure funds Retired Senior Volunteer Program Enterprise Community Grants Economic Development Administration
6. Franchise Audits The Firm has assisted several cities in reviewing franchise financial statements as part of reviewing franchise requests for rate increases. In addition, the Firm has performed transient occupancy audits for five cities and has performed various audits of operating lease charges (such as use of a sewage treatment plant based on percentage of use by our client and actual expenses as recorded by the treatment plant operator).
Peer Review
Please see Appendix B - Peer Quality Review Report for a copy of our firm's most recent quality review report, which includes a review of local governmental engagements.
Firm Profile
Moss, Levy & Hartzheim LLP is a minority owned regional firm that performs audits of governmental entities from the Oregon to the Mexican border. The Firm currently employs 33 professionals and has annual gross revenues between 4 and 4.5 million dollars. The Firm has three offices in California: Beverly Hills, Culver City, and Santa Maria.
The audit work will be completed by staff from our Santa Maria office.
The Santa Maria office is currently staffed by seven certified public accountants (two partners, two managers, and three senior accountants). In addition, the office employs three senior accountants and five staff accountants.
The City of Arroyo Grande will have one partner and one alternate partner assigned to the audit at all times. In addition, one manager, one senior accountant, and two or three staff accountants will be assigned on a full-time basis to the audit from the Santa Maria office. The City of Arroyo Grande will also have a computer specialist assigned to the audit on a full-time basis. This individual assists the audit team in documenting the computer system internal control structure.
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Item 8.c. - Page 36 CITY OF ARROYO GRANDE Exhibit B Technical Proposal
License to Practice in California
Moss, Levy & Hartzheim LLP is a properly licensed certified public accounting firm in the State of California, license # 5863. All certified public accountants engaged in the audit of the City are licensed to practice in the State of California and have received at least the minimum number of governmental continuing professional education hours required by the State Board of Accountancy to perform a governmental audit.
Partner, Supervisory, and Staff Qualifications and Experience
It is the firm's policy to have our partners and audit manager involved in the managing function of our governmental audits. Having both the partner and audit manager involved in the engagement allows the City to receive immediate response to questions about accounting and audit topics, concerns, and findings.
It is expected that Mr. Ron Levy would be the partner in-charge of the City's audit. Mr. Levy would have primary responsibility for the audit. Mr. Levy would also be responsible for assisting in the preparation of the City's CAFR. Mr. Levy has assisted numerous cities and has prepared award winning CAFRs. Mr. Levy will also be responsible for addressing any City's questions or concerns that arise during the year. It is the firm's policy to have a partner on site for a majority of the field work. This policy enables the partner to become acquainted with the City's daily operations and key personnel.
Mr. Craig Hartzheim will be the alternate partner assigned to the audit. As alternate partner, it is his responsibility to be familiar with the City, its staff, the audit, and any special problem areas of the City in the event that Mr. Levy is unavailable. Mr. Hartzheim has assisted numerous cities and prepared award winning CAFRs. Mr. Hartzheim has also assisted cities in preparing the State Controller's reports.
Mr. Adam Guise will be the manager assigned to the audit. As manager, Mr. Guise will oversee the day to day operations of the audit and will review all audit areas. Mr. Guise will be at the City for 100% of the fieldwork. He performs in-house training for governmental auditing staff members and is in charge of keeping the firm updated on aspects of governmental accounting and auditing issues.
I Mr. Travis Hole will be the senior accountant assigned to the audit. As senior accountant, it will be Mr. Hole's responsibility to oversee the staff accountants, do preliminary reviews of audit sections, and to perform more difficult audit sections.
Mr. David Ortiz will be the Information Technology Director assigned to the audit. Mr. Ortiz has extensive knowledge in auditing EDP functions. Mr. Ortiz will also perform the statistical sampling procedures for the audit. Also, he will document and test the internal control structure of the computer systems.
Please see Appendix C - Resumes for each individual's resume.
In addition to the supervisory staff listed above, two or three staff accountants will be assigned to the audit. All staff accountants have degrees from accredited colleges or universities, have received in house governmental audit training, and at present have at least one year of governmental auditing experience. All staff accountants will be directly supervised by the senior accountant and/or manager assigned to the audit at all times. All partners, managers, and staff members have worked on numerous governmental engagements together. Consistently working together will provide the
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Item 8.c. - Page 37 CITY OF ARROYO GRANDE Exhibit B Technical Proposal
City with a knowledgeable and efficient audit team.
The Firm will maintain staff continuity on the engagement throughout the term of the contract, barring any terminations, illnesses, or other unforeseen circumstances. At the request of the City, any Moss, Levy and Hartzheim LLP employee assigned to the audit can be removed and replaced by another qualified employee. Moss, Levy & Hartzheim LLP has an advantage in that there is relatively low turnover in employees as can be seen on individual resumes and therefore, the Firm will not use the City as a training ground for its employees.
Standard Hourly Rates
Separate fee schedule based on hourly rates in accordance with the following: Partner $ 130 hour Manager $ 90 hour Senior Accountant $ 70 hour Junior Accountant $ 50 hour Support $ 45 hour
Statement of Past Desk Reviews and/or Disciplinary Action
The firm has not had any federal or state desk reviews during the past three (3) years. In addition, there has been no disciplinary action taken or pending against the firm during the past three (3) years.
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Item 8.c. - Page 38 CITY OF ARROYO GRANDE Exhibit B Technical Proposal
WORK PROGRAM
Tentative Schedule
Please see separate Cost Proposal for proposed compensation.
Phase Activities Timeframe Staff Assigned
Preliminary correspondence -Scope & timing of audit May5 Partner -Review any accounting issues Manager -Address the City personnel's concerns about the impending audit
Interim fieldwork -Risk assessment June2-6 Manager (on site) -Communicate with those charged with gowmance Senior -Test of controls 2-3 Staff Accountants -Confirmations mailed July 15 Support
Year end fieldwork -Risk assessment September 22-26 Manager (on site) -Analytical procedures Senior -Review confirmations 2-3 Staff Accountants -Review draft management report of audit findings
Fieldwork wrap up -Finalize any outstanding issues September 29- Partner -Submit any adjusting journal 0ctober 3 Manager entries Senior
Preparation of financial statements -Financial statement proofing October 14-31 Manager process -Changes to CAFR to City Nowmber 1 Support
Audit wrap up -Management letter
Specific Audit Approach
The main extent of our work would be what is required to enable us to express an opinion on the financial statements in accordance with: 1. A/CPA Industry Audit Guide for State and Local Governmental Units 2. A/CPA Audit Standards 3. National Committee on Governmental Accounting, Auditing and Financial Reporting (Amended) Publication 4. Laws of the State of California 5. Requirements of Office of Management and Budget Circular A -133, Audits of State, Local Governments, and Nonprofit Organizations 6. GAO Standards for Audit of Governmental Organizations, Programs, Activities, and Functions, the Guidelines for Financial and Compliance Audits of Federally Assisted Programs 7. Our Firm's own additional standards and procedures The audit will be made in accordance with auditing standards generally accepted in the United States of America.
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Item 8.c. - Page 39 CITY OF ARROYO GRANDE Exhibit B Technical Proposal
The primary purpose of the audit is to express an opinion on the basic financial statements, and such an audit is subject to the inherent risk that material errors or fraud may exist and not be detected by us. If conditions are discovered which lead to the belief that material errors, defalcations, or fraud may exist or if any other circumstances are encountered that require extended services, we will promptly advise the City.
Our audit would begin when it is convenient for the City staff. We estimate this to be around June to perform interim work. During May or June each fiscal year, the partner or manager of the firm will contact the Finance Department personnel. The purpose of this contact will be to discuss the scope and timing of the annual audit, to review any accounting issues known at that time, and to address any City personnel's concerns about the impending audit.
We will schedule approximately one week of interim work each fiscal year. During the first fiscal year, we will prepare narrative flow charts and other documentation of the internal control structure and of the major systems, such as revenue and cash receipts, purchasing and cash disbursements, payroll and personnel, inventory, property and equipment, grant compliance, in~estment activities, and the budget process. We will gain this information through discussions with appropriate City staff and the review of available documented policies, organizational charts, manuals, programs, and procedures. Once we obtain this information, we will evaluate the systems of internal controls and revise our standard governmental audit programs. During the interim work in subsequent fiscal years, we will note changes in the system, if any.
For our first fiscal year of engagement, we will utilize the prior fiscal year's financial statements, the current fiscal year budget and our knowledge of your systems to determine materiality for the different audit sections. Each fiscal year, we will select a sample of transactions to determine to what extent the systems are functioning as described to us. The extent of our sample size will depend upon our assessment of the internal control structure. The selection of transactions for testing will be made using a combination of random, systematic, and haphazard sampling techniques. We will identify the strength of the systems upon which we can rely in planning our substantive tests. Our internal control review will meet all the requirements of the AICPA Statement on Auditing Standards (SAS) No. 55, Consideration of the Internal Control Structure in a Financial Statement Audit, as amended by Statement on Auditing Standards No. 78 and SAS 99 Consideration of Fraud in a Financial Statement Audit. We will also perform preliminary analytical review procedures using prior fiscal years' audited statements and current budget.
We will also review the following documents in order to determine compliance with laws and regulations:
(a) Minutes of the governing body with special attention to: indications of new revenue sources, including federal and state grants; expenditure authorizations and related appropriations, including any special or restrictive provisions; appropriation transfers; authorization for bank or other debt incurred; awards to successful bidders; authorization for new leases entered into; changes in licenses, fines or fees; authorization for fund balances designations or reservations; and authorization for significant new employees hired (b) New agreements and amendments to new agreements including but not limited to: grant agreements; debt and lease agreements; labor agreements; joint venture agreements; and other miscellaneous agreements (c) Administrative Code (d) Investment Policy
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Item 8.c. - Page 40 CITY OF ARROYO GRANDE Exhibit B Technical Proposal
Before April 1 of each fiscal year, we will contact you to provide our detailed audit plan for the fiscal year end fieldwork. We will also discuss with you any matters that may impact our audit procedures or your financial reporting. Also, we will discuss with you any assistance the City may need witfl the fiscal year-end closing.
Our fiscal year-end fieldwork would begin after the City has closed its books which we estimate to be the second week of September. The fiscal year end audit work will begin with an analytical review of all significant balance sheet and revenues and expenditures/expense accounts for each fund group, which includes a comparison of prior fiscal year financial statements and current fiscal year budget to the fiscal year-end trial balance. The primary objective of the fiscal year end audit work is to audit the final numbers that will appear in the City's CAFR.
The primary objective of the fiscal year end audit work is to audit the final numbers that will appear in the City's financial statements. Our fieldwork would also consist of procedures required under SAS No. 99, Consideration of Fraud in a Financial Statement Audit. We will also be maintaining compliance with SAS Nos. 103-112, during each fiscal year. These procedures significantly changed the way auditors approach audits and are required for audits with a fiscal year ended beginning after December 31, 2006. This will entail a risk-based audit approach which will significantly increase the time spent between the City's staff and the audit staff. Also, this will require additional meetings with an audit committee or similar governing body representative.
We will also perform procedures such as:
(a) Confirmations by positive and negative circularizations including but not limited to all cash and investment accounts; selected receivable and revenue balances; all bonds, loans, notes payable, and capital leases; all notes receivable; all insurance carriers; all legal firms employed on the City's business; and other miscellaneous confirmations as deemed necessary (b) Physical verifications and observations (c) Analysis and review of evidential materials (d) Interviews and investigative efforts (e) Electronic data processing testing for computer and software reliability (f) Numerous other procedures
During the entire engagement, our audit team will be determining the risk assessment of federal programs to be audited in compliance with OMB Circular A-133. We will perform tests of: general requirements; specific requirements; claims for advances and reimbursements; and amounts claimed or used for matching in compliance with the Single Audit Act. Also we will obtain an understanding of the internal control structure of each program tested. The compliance audit will be made in accordance with auditing standards generally accepted in the United States of America and the GAO Standards for Audits of Governmental Organizations, Programs, Activities, and Functions, and the GAO Guidelines for Financial and Compliance Audits of Federally Assisted Programs. The objective in testing transactions for compliance with laws, regulations, the provisions of contracts, and grant agreements is to express an opinion on whether the governmental unit has complied in all material respects, with applicable compliance requirements, noncompliance with which could have a material effect on each major program. In drawing audit samples for purposes of tests of compliance, we will plan our tests to support a low assessed level of control risk. We will select transactions from each program or area which requires testing. The selection of transactions to test would be based on auditor's professional judgment. We use the PPG Guide to Audits of Local Governments and the PPG Guide to Single Audits for guidance in determining the number of transactions to test.
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Item 8.c. - Page 41 CITY OF ARROYO GRANDE Exhibit B Technical Proposal
SAS No. 99, Considerations of Fraud in a Financial Statement Audit impacts both the planning and the performance of the audit. In planning, the audit team will discuss how and where the financial statements might be susceptible to material misstatement due to fraud. To determine this we will inquire of management, consider results of analytical procedures, and consider other fraud risk factors. We will review the results of our inquiries and identification of potential fraud areas on a daily basis to achieve a high level of compliance with SAS No. 99.
As part of our audit engagements, we issue our clients management letters if we note certain observations or recommendations that we feel need to be disclosed. Our Firm's philosophy regarding the management letter is that the management letter is to help management improve its internal control and accounting procedures and not to criticize the management in charge. This is why we present our management letters to management in draft form for open discussion prior to issuance.
The Firm uses PPC audit programs, checklists, and questionnaires in conjunction with client specific audit program procedures. In addition to our PPC checklists, the Firm uses GFOA and CSMFO Award Program Reviewer's Checklists as an additional guide for CAFRs.
The Governmental Accounting, Auditing and Financial Reporting (GAAFR), issued by the Government Finance Officers Association (the "Blue Book'1 and other GFOA publications are often used as additional tools when preparing the financial statements of our governmental clients. The Firm has and uses its extensive library of current AICPA, GFOA, and GASB publications and pronouncements.
Services or Data to be Provided by the City
Minimal assistance of the City's staff is required during the course of the audit, however, we do ask that the City provide the following: cooperation in answering questions, requested confirmations, bank reconciliations, a general ledger, and other miscellaneous items. Also, with the City's approval, our audit team can pull and file appropriate supporting documents, which includes invoices. We feel this approach minimizes the disruption of the City's routine.
Respectfully submitted,
MOSS, LEVY & HARTZHEIM LLP
Ro Ale , CPA Moss, L vy & Hartzheim LLP is an Equal Opportunity Employer
II
Item 8.c. - Page 42 ExhibitB
APPENDICES
Item 8.c. - Page 43 Exhibit B CITY OF ARROYO GRANDE. APPENDIX A· REFERENCES/SIMILAR ENGAGEMENTS
Reference No. 1 Customer Name City of Santa Maria Contact Individual Rene Vise, Director of Administrative Services
Telephone & FAX Number Tel: 805.925.0951 ext. 215 FAX: 805.925.2243 Street Address 110 East Cook Street City, State, Zip Code Santa Maria, CA 93454 Description of services provided -CAFR, Single Audit, TOA, and Redevelopment Agency audits. -Awarded GFOA
Reference No. 2 Customer Name City of El Paso de Robles Contact Individual Deanne Purcell, Finance Manager Telephone & FAX Number Tel: 805.227.7276 FAX: 805.237.6565 Street Address 821 Pine Street City, State, Zip Code City of El Paso de Robles, CA 93446 Description of services provided -CAFR, Single Audit, TOA, and Redevelopment Agency audits. -Awarded CSMFO
Reference No. 3 Customer Name City of Atascadero Contact Individual Jeri Rangel, Director of Administrative Services Telephone & FAX Number Tel: 805.461.5000 FAX: 805.461.7612 Street Address 6500 Palma Ave City, State, Zip Code Atascadero, CA 93422 Description of services provided -CAFR, Single Audit, TOA, and Redevelopment Agency audits.
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Item 8.c. - Page 44 Exhibit B
Jessie C. Powell, CPA PowELL & SPAFFORD. LLD Patrick D. Spofford, CPA
CERTIFIED DUBUC ACCClUNlANTS L;...,....J 1., II.. c:,1.1 ...;, r..-i ,J ~...... b ...,, \i.:nJ-rn ~ ..... ,. l... tL.1.. .I C. .. hl;.J P.. u ... -'\.. .. _,.,,J,
System Review Report
To the Partners of Moss, Levy & Hartzheim, LLP and the Peer Review Committeeofthe California SocietyofCPAs
We have reviewed the system of quality control for the accounting and auditing practice of Moss, Levy & Hartzheim., LLP (the firm) in effect for the year ended December 31, 2011. Our review was conducted in accordance with standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants. The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting 1n conformity with applicable professional standards in all material respects. Our responsibility is to express an opinion on the design of the system of quality control and the firm's compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures perfoIJJled in a System Review are descn"bed in the standards at www.aicpa.org/prsnmmary.
As required by the standards, engagements selected for review included engagements. perfor3led under Government Auditing Standards and audits of employee benefit plans.
In our opinion, the system of quality control for the accounting and auditing practice·of Moo-s,;;Levy & Hartzheim, ll.P in effect for the year ended December 31, 2011, has been suitably designed anilicomplied with to provide the firm with reasonable assurance of performing and reportmg in conformity with applicable professional standards in all material respects. Firms can receive a rating of pass. pass with . deficiency (ies) or/ail. Moss, Levy & Hartzheim, LLP has recei~d a peer review r~ting ofpass.
July 1-1, 2012
664 92410 8847 • g43·75 W. Bi.Ji Courl • San Bernardino.. CA ° P.O. Be..-.: Redlands, CA - Telephone 909-8"35-ml • fox 909-885-7541
Item 8.c. - Page 45 CITY OF ARROYO GRANDE Exhibit B APPENDIX C - RESUMES
RON A. LEVY, CPA - PARTNER
• California licensed CPA with 37 years of audit experience with governmental entities.
• Partner in charge of all governmental audits, currently including 30 municipal audits (including Redevelopment Agency & Single Audits), 28 school district audits, and 62 special district audits.
• Has assisted governmental clients with year end closings, key position interviews, preparation of award winning CAFR's, and preparation of State Controller's Reports.
• Honored as CPA of the year (2006) by the Santa Barbara Chapter of the California Special Districts Association.
• Has met or exceeded all continuing education requirements, including recent courses in:
2013, 2012, and 2011 Governmental Accounting Conferences GASB Statement No.34 Training Conference Compliance Auditing, Audit Sampling and Concluding the Audit Audits of State and Local Governments Governmental Accounting Update The Single Audit Act 2013, 2012, and 2011 School District Conferences Auditor's Reports on Audits of Local Governments Planning a Governmental Audit Engagement
• Member of the following:
California Society_ of Municipal Finance Officers American Institute of Certified Public Accountants California Society of Certified Public Accountants California Association of School Business Officials Kiwanis Club
• A Bachelor of Science degree from Oregon State University conferred in 1977.
• Taught accounting courses at a branch of Laverne College and Chapman College.
• Knowledgeable about all areas of tax law.
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Item 8.c. - Page 46 CITY OF ARROYO GRANDE Exhibit B APPENDIX C - RESUMES
CRAIG HARTZHEIM, CPA- PARTNER (ALTERNATE)
• California licensed CPA with 30 years of audit experience with governmental, non-profit, and commercial entities.
• Engagement partner for governmental and non-profit audits (Beverly Hills office), currently including 40 special district audits (including Los Angeles County Flood Control District and the County Sanitation District of Los Angeles County), 12 school districts and related audits, and 17 municipal audits.
• Has assisted governmental clients with year end closings, key position interviews, preparation of award winning CAFRs, and preparation of State Controller's Reports.
• Has met or exceeded all continuing education requirements, including recent courses in the following:
2013, 2012, and 2011 Governmental Accounting Conferences 2013, 2012, and 2011 School District Conferences Audits of States and Local Gov~mments Preparing Governmental Financial Statements GAAS Guide Other Comprehensive Basis of Accounting (OCBOA) Statements Audit Standards update Implementing SAS No. 112 Implementing SAS No. 114 Auditing update Grants Management
• A Bachelor of Science degree in Accounting from Marquette University conferred in 1982.
• Member of the following:
American Institute of Certified Public Accountants California Society of Certified Public Accountants
• Knowledgeable about all areas of tax law including non-profit and payroll tax issues.
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Item 8.c. - Page 47 CITY OF ARROYO GRANDE Exhibit B APPENDIX C - RESUMES
ADAM GUISE - MANAGER
• California Licensed CPA with 7 years of audit experience with governmental, non profit, and commercial entities.
• A Bachelor of Science degree in Business Administration with a concentration in public accounting from California Polytechnic State University, San Luis Obispo.
• Managing Auditor for 7 Cities, 3 school district audits, and 9 special districts.
• Has assisted governmental clients with year end closings, preparation of award winning CAFRs, and preparation of State Controller's Reports.
• Has met or exceeded all continuing education requirements, including recent courses in the following:
2013, 2012, and 2011 School District Conferences 2013, 2012, and 2011 Governmental Accounting Conferences Audits of State and Local Governments Single Audits of Governmental Entities ln.ternal Control Over Governmental Financial Reporting California Ethics: Making Ethical Decisions in the Practice of Public Accounting
• Previous work experience included 2 years auditing publically traded corporations with an international public accounting firm.
TRAVIS HOLE, CPA- SENIOR ACCOUNTANT
• California Licensed CPA with 4 years of audit experience with governmental, non profit, and commercial entities.
• A Bachelor of Arts degree in Economics and Business with a concentration in accounting from Westmont College.
• Auditor for 4 Cities, 12 school district audits, 10 special districts, 3 non-profits, and 1 commercial business.
• Has attended recent courses in the following:
2013, 2012, and 2011 School District Conferences 2013, 2012, and 2011 Governmental Accounting Conferences Government Auditing Standards: Yellowbook California Ethics: Ethical Obligations of California CPAs
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Item 8.c. - Page 48 CITY OF ARROYO GRANDE Exhibit B APPENDIX C - RESUMES
PABLO TORRES, CPA - SENIOR ACCOUNTANT
• California Licensed CPA
• A Bachelor of Science degree in Business Administration with a concentration in public accounting from California Polytechnic State University, San Luis Obispo.
• Auditor for 5 Cities, 10 school district audits, 9 special districts, and 4 non-profits.
• Has attended recent courses in the following:
2013, 2012, and 2011 School District Conferences 2013, 2012, and 2011 Governmental Accounting Conferences
ALEXANDER HOM, CPA- SENIOR ACCOUNTANT
• California Licensed CPA
• A Bachelor of Science degree in Business Administration with a concentration in public accounting from California Polytechnic State University, San Luis Obispo.
• Auditor for 4 Cities, 11 school district audits, 8 special districts, and 2 non-profits.
• Has attended recent courses in the following:
2013, 2012, and 2011 School District Conferences 2013, 2012, and 2011 Governmental Accounting Conferences
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Item 8.c. - Page 49 Exhibit B
CITY OF ARROYO GRANDE
DOLLAR COST BID FOR FISCAL YEARS
2013-14, 2014-15 and 2015-16
Submitted By: Moss, Levy & Hartzheim LLP 2400 Professional Pkwy, Ste 205 Santa Maria, CA 93455 Phone: 805.925.2579 Fax: 805.925.2147 Email: [email protected] Submitted On: March XX, 2014 Contact Person: Ron A. Levy, CPA Certification: Ron A. Levy, CPA, is entitled to represent the firm, is empowered to submit the bid, and is authorized to contract with the City of Santa Maria.
Item 8.c. - Page 50 CITY OF ARROYO GRANDE Exhibit B Dollar Cost Bid Fees Per Fiscal Year
All-Inclusive not to exceed fixed fees
Fiscal Year 2014 Audits:
City Audit Single Audit (if applicable) TOA Audit FCFAAudlt Includes CAFR assistance and Includes Management Letter, if Includes Management Letter, if Includes Financial Statement Assistance, proofing, Gann, and Management needed needed and Management Letter Letter t:stimatea =ien'""' t:Sllmatea Extenaea EStimetea ex
Fiscal Year 2015 Audits:
City Audit Single Audit (if applicable) TOA Audit FCFAAudit Includes CAFR assistance and Includes Management Letter, if Includes Management Letter, if Includes Financial Statement Assistance, proofing, Gann, and Management needed needed and Management Letter Letter t:Sllmetea CJ<"'"""" t:Sllmetea ex
Fiscal Year 2016 Audits:
City Audit Single Audit {if applicable) TOA Audit FCFAAudit Includes CAFR assistance and Includes Management Letter, if Includes Management Letter, if Includes Financial Statement Assistance. proofing, Gann, and Management needed needed and Management Letter Letter Estlmetea CJ<1enucu t:st1metea CJ<1enucu t:Stimatea ex Item 8.c. - Page 51 CITY OF ARROYO GRANDE Exhibit B Dollar Cost Bid Summary of Fees Per Fiscal Year Fiscal Year CitvAudit Simile Audit TOA FCFA Total 2014 $ 16,000 $ 1,200 $ 2,000 $ 6,000 $ 25,200 2015 $ 16,560 $ 1,245 $ 2,080 $ 6,220 $ 26,105 2016 $ 17,160 $ 1,310 $ 2,145 $ 6.420 $ 27,035 Item 8.c. - Page 52 EXHIBIT C INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant's employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a "pay on behalF basis, with defense costs payable in addition to policy limits. Policy shall contain a provision obligating insurer at the time insured's liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to City for injury to employees of Consultant, subcontractors or others involved in the Work. The scope of coverage Page 1 Item 8.c. - Page 53 provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and "Covered Professional Services" as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf or the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 2010. Consultant also agrees to require all Consultants, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant's employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called "third party action over" claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. Page2 Item 8.c. - Page 54 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8. The insurer will provide 30 days notice to City of any cancellation of coverage. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant's existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. Page 3 Item 8.c. - Page 55 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant's insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers' compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Page4 Item 8.c. - Page 56 Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Pages Item 8.c. - Page 57 __J THIS PAGE INTENTIONALLY LEFT BLANK Item 8.c. - Page 58 ACTION MINUTES REGULAR MEETING OF THE CITY COUNCIL TUESDAY, APRIL 8, 2014 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor Ferrara called the Regular City Council Meeting to order at 6:00 p.m. 2. ROLL CALL City Council: Council Member Kristen Barneich, Council Member Tim Brown, Council Member Joe Costello, Mayor Pro Tem Jim Guthrie, and Mayor Ferrara were present. City Staff Present: City Manager Steven Adams, City Attorney Timothy Carmel, Director of Legislative and Information Services/City Clerk Kelly Wetmore, Director of Administrative Services Debbie Malicoat, Director of Community Development Teresa McClish, and Director of Public Works Geoff English. 3. FLAG SALUTE Allan Buck, representing Five Cities Men’s Club, led the Flag Salute. 4. INVOCATION Pastor Merritt Greenwood, Saint Barnabas Episcopal, delivered the invocation. 5. AGENDA REVIEW 5.a. Closed Session Announcements. None. 5.b. Ordinances Read in Title Only. Council Member Brown moved, Council Member Costello seconded, and the motion passed unanimously that all ordinances presented at the meeting shall be read by title only and all further readings be waived. 6. SPECIAL PRESENTATIONS 6.a. Honorary Proclamation Declaring April 2014 as “Autism Awareness Month”. Mayor Ferrara presented a Proclamation recognizing April 2014 as “Autism Awareness Month”. Gary Dee, representing Central Coast Autism Spectrum Center, accepted the Proclamation. 7. CITIZENS’ INPUT, COMMENTS, AND SUGGESTIONS Speaking from the public in opposition to the proposed vacation rentals and homestay ordinance were Michael Howard (submitted petition), Ashley Moses, Sue Fowle, Betty DePaul, Mike Nelbut, and Susanna Ortman; and Gay Groomes, who spoke in support of the proposed ordinance. 8. CONSENT AGENDA Mayor Ferrara invited public comment on the Consent Agenda. No comments were received. Item 8.d. - Page 1 Minutes: City Council Page 2 Tuesday, April 8, 2014 Action: Council Member Brown moved, and Council Member Costello seconded the motion to approve Consent Agenda Items 8.a. through 8.g., with the recommended courses of action. City Attorney Carmel read the full title of the ordinance in Item 8.g. The motion passed on the following roll-call vote: AYES: Brown, Costello, Barneich, Guthrie, Ferrara NOES: None ABSENT: None 8.a. Consideration of Cash Disbursement Ratification. Action: Ratified the listing of cash disbursements for the period March 16, 2014 through March 31, 2014. 8.b. Consideration of Approval of Minutes. Action: Approved the minutes of the Regular City Council Meeting of March 25, 2014, as submitted. 8.c. Consideration of Cancellation of July 22, 2014 City Council Meeting. Action: Cancelled the regularly scheduled Council meeting of July 22, 2014. 8.d. Consideration of Temporary Use Permit 14-004 Regarding Street Closures for the Amgen Tour of California Bike Race on Thursday, May 15, 2014. Action: Adopted Resolution No. 4575 entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING TEMPORARY USE PERMIT CASE NO. 14-004; AUTHORIZING STREET CLOSURES AND RELATED ACTIONS FOR THE AMGEN TOUR OF CALIFORNIA BIKE RACE; APPLIED FOR BY AEG CYCLING LLC”. 8.e. Consideration of a Resolution Accepting Pedestrian Easement and Public Improvements for Conditional Use Permit No. 12-005, McDonald’s Renovation, Located in the 400 Block of East Grand Avenue. Action: Adopted Resolution No. 4576 entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ACCEPTING PEDESTRIAN ACCESS EASEMENT AND PUBLIC IMPROVEMENTS FOR CONDITIONAL USE PERMIT NO. 12-005, McDONALD'S RENOVATION PROJECT, LOCATED AT THE 400 BLOCK OF EAST GRAND AVENUE”. 8.f. Consideration of Amendment No. 5 to the Agreement for Consultant Services with Water Systems Consulting, Inc. to Support the Preparation of the Northern Cities Management Area 2013 Annual Monitoring Report and to Develop a Water Supply, Production and Delivery Plan. Action: 1) Approved and authorized the Mayor to execute Amendment No. 5 to the Consultant Services Agreement with Water Systems Consulting, Inc. 8.g. Consideration of Adoption of an Ordinance to Prezone a 48.74 Acre Property Adjoining the City in the Vicinity of Castillo Del Mar and a Resolution for Initiation of Proceedings for the Annexation of Territory; Development Code Amendment 14-003; Applicant – Heights at Vista Del Mar Group, LLC. Action: 1) Adopted Ordinance No. 661 entitled: “AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE PREZONING A 48.74-ACRE PROPERTY ADJOINING THE CITY IN THE VICINITY OF CASTILLO DEL MAR (APN 075-021-026) FOR THE PURPOSE OF ANNEXATION (DEVELOPMENT CODE AMENDMENT 14-003); APPLICANT – THE HEIGHTS AT VISTA DEL MAR Item 8.d. - Page 2 Minutes: City Council Page 3 Tuesday, April 8, 2014 GROUP, LLC”; and 2) Adopted Resolution No. 4577 entitled: “A RESOLUTION OF APPLICATION FROM THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING INITIATION OF PROCEEDINGS FOR THE ANNEXATION OF TERRITORY”. 9. PUBLIC HEARINGS 9.a. Consideration of Proposed City Charter. City Manager Adams presented the staff report and recommended that the Council: 1) Hold a public hearing on the proposed City Charter; 2) Review the draft City Charter recommended by the City Charter Advisory Committee and amended by the City Council; 3) Receive community comments and suggestions on the proposed Charter and provide direction on any changes to the proposed Charter; 4) Direct staff to continue proceeding with the process of placing a City Charter measure on the ballot at the General Municipal Election to be held on November 4, 2014; and 5) Direct staff to schedule an additional public hearing for June 24, 2014 to formally vote on the submission of the proposed Charter ballot measure to the voters. Staff responded to questions from Council. Council discussion ensued regarding the proposed Charter. Mayor Ferrara suggested minor modifications to Section 205 (Elections) to specify language that the Charter shall only be amended by a vote of the people at a Statewide General Election; and Section 302 (Prevailing Wage) to clarify that the City Council shall establish “by ordinance” criteria and guidelines for determining when payment of prevailing wages will apply to any contract. Mayor Ferrara opened the public hearing. The following members of the public spoke: - Steve Weiner, Tri-Counties Building and Construction Trades Council; who referred to a report from the LaMirada City Charter Exploratory Committee recommending against becoming a Charter City; - Michael Lopez, Local 14 Training Coordinator, in opposition to the Charter proposal without prevailing wage requirements: - Steve Ross, Garden Street, in support of the City’s proposal to remove prevailing wage requirements from locally funded projects; - Terry Madonna, Santa Margarita, in opposition to the Charter proposal without prevailing wage requirements: - Sam Murlino, California Field Iron Workers, in opposition to the Charter proposal without prevailing wage requirements: - Kyle Krahelfrolander, Oceanside, in opposition to the Charter proposal without prevailing wage requirements: - Ross Kongable, Arroyo Grande, commenting that more public education regarding the matter is needed; - John Keen, Arroyo Grande, in support of Alternative 2 or 3 in the staff report which include delaying placing the Charter on the ballot until court rulings involving SB 7 are completed or removing the prevailing wage section from the proposed City Charter. Upon hearing no further comments, Mayor Ferrara closed the public hearing. Item 8.d. - Page 3 Minutes: City Council Page 4 Tuesday, April 8, 2014 Action: Council Member Costello moved to: 1) direct staff to continue proceeding with the process of placing a City Charter measure on the ballot at the General Municipal Election to be held on November 4, 2014; 2) direct staff to schedule an additional public hearing for June 24, 2014 to formally vote on the submission of the proposed Charter ballot measure to the voters; and 3) to amend the proposed City Charter to modify the language in Sections 205 and 302, as follows: Section 205 Elections. The City Council may approve by ordinance use of a mail-in ballot or other electronic voting systems for special elections, except that mail-in ballot or other electronic voting systems for elections shall not be used for elections to amend this Charter. this Charter shall only be amended by a vote of the people at a Statewide General Election. All elections shall be held in accordance with all other provisions of the law applicable to general law cities Section 302 Prevailing Wage. The City Council shall establish by ordinance criteria and guidelines for determining when payment of prevailing wages will apply to any contract. Prevailing wages shall also apply if: (i) the prevailing wage is legally required, and constitutionally permitted, to be imposed; (ii) required by Federal or State grants pursuant to Federal or State law; (iii) the City Council does not consider the project to be a municipal affair. Council Member Guthrie seconded, and the motion passed on the following roll call vote: AYES: Costello, Guthrie, Brown, Barneich, Ferrara NOES: None ABSENT: None 10. CONTINUED BUSINESS None. 11. NEW BUSINESS None. 12. COUNCIL COMMUNICATIONS None. 13. STAFF COMMUNICATIONS None. 14. COMMUNITY COMMENTS AND SUGGESTIONS Michael Lopez, Local 14 Training Coordinator, commented that SB 7 is now law. 15. ADJOURN TO CLOSED SESSION: Mayor Ferrara invited public comment on the closed session items. No public comments were received. At 7:48 p.m., Mayor Ferrara adjourned the open session and the Council proceeded to closed session. Item 8.d. - Page 4 Minutes: City Council Page 5 Tuesday, April 8, 2014 16. CLOSED SESSION: a. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6: Agency Designated Representative: Steven Adams, City Manager Represented Employees: Arroyo Grande Police Officers' Association b. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6: Agency Designated Representative: Steven Adams, City Manager Represented Employees: Service Employees International Union, Local 620 c. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6: Agency Designated Representative: Steven Adams, City Manager Unrepresented Employees: Management Employees d. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6: Agency Designated Representative: Timothy J. Carmel, City Attorney Unrepresented Employee: Steven Adams, City Manager 17. RECONVENE TO OPEN SESSION 18. ADJOURNMENT Mayor Ferrara adjourned the meeting at 9:08 p.m. ______Tony Ferrara, Mayor ATTEST: ______Kelly Wetmore, City Clerk (Approved at CC Mtg ______) Item 8.d. - Page 5 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.d. - Page 6 MEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY MANAGER SUBJECT: CONSIDERATION OF RESOLUTION APPROVING ENGINEERING STAFFING CHANGES DATE: APRIL 22, 2014 RECOMMENDATION: It is recommended City Council: 1) adopt a Resolution approving creation of, and job ,_ descriptions for, a new City Engineer position and new Capital Projects Engineer position and elimination of the existing Assistant City Engineer position; and 2) approve an appropriation of $8,000 from the Water Fund and $5,500 from the Sewer Fund for the Capital Projects Engineer position. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The annual cost of the Capital Projects Engineer position is approximately $160,000. It is proposed that it be funded 50% from the General Fund, 30% from the Water Fund and 20% from the Sewer Fund. This results in the following costs: • General Fund $80,000 • Water Fund $48,000 • Waste Water Fund $32,000 The General Fund portion is proposed to be funded $25,000 from the funds that were recently budgeted for inspection services, $20,000 from the additional revenue projected from the increase in the annual encroachment permit fee that was recently approved, and $35,000 from existing consultant services funds and funds budgeted in capital projects for design, construction management and inspection services. Therefore, the position will have no impact to the projected General Fund balance. While the recent rate study did not anticipate these costs to the Water and Sewer Funds, staff believes they can be accommodated without the need to modify the rate recommendations. These changes will be made in the budget adjustments that will be presented to the City Council in June for FY 2014-15. Item 8.e. - Page 1 CITY COUNCIL CONSIDERATION OF ENGINEERING STAFFING CHANGES APRIL 22, 2014 PAGE 2of4 In the current FY 2013-14 budget, only appropriations of $8,000 from the Water Fund and $5,500 from the Sewer Fund are needed to complete the remainder of the year. Sufficient funds are available from both these sources. The City Engineer position will result in an increase of approximately $10,000 for FY 2014-15 when compared to the existing Assistant City Engineer position. Based on the current allocation of costs for the Assistant City Engineer position, this cost will be paid $3,500 from the General Fund, $3,000 from the Water Fund, $1,500 from the Street Fund, $2,000 from the Sewer Fund. The General Fund portion of the costs will be paid from existing consultant services accounts so there will be no impact to the General Fund balance. No appropriation is requested in FY 2013-14. Consultant services will be contracted using existing funding for the remainder of the fiscal year while the recruitment for the new position takes place. The changes will provide staffing to better address engineering needs of the City. Therefore, there will be a positive impact on personnel resources. BACKGROUND: During the recession, a number of structural and personnel changes were made to the City's engineering services in order to address budget reductions while maintaining critical service levels. The Engineering Division was moved from the Public Works Department to the Community Development Department in order to provide a more seamless development review process. The Public Works Director/City Engineer, Engineering Technician, and Construction Inspector positions were eliminated. The Associate Engineer and Office Assistant II positions were reduced to part-time. The Associate Engineer position has recently been increased back to full-time. Currently, the Engineering Division has an Assistant City Engineer, Associate Engineer, part-time Associate Engineer, Intern, and part-time Office Assistant II. The Division is responsible for capital projects requiring design services, review of development proposals for grading and public improvements, traffic engineering, encroachment permits, storm water regulations, mapping, and other engineering services. Maintenance oriented capital projects have been transferred to the Public Works Department, but Engineering Division staff still provide assistance with the bidding process. ANALYSIS OF ISSUES: Staff recently completed an organizational assessment of the Engineering Division and a number of issues were identified, which primarily include the following: • Despite recent changes, there is still confusion regarding the roles and responsibilities of the Public Works Department and Engineering Division with regard to the management of capital projects, as well as other functions. Item 8.e. - Page 2 CITY COUNCIL CONSIDERATION OF ENGINEERING STAFFING CHANGES APRIL 22, 2014 PAGE 3of4 • While the City has begun to include funding in capital p(oject budgets for contract inspection services, there is still inadequate staffing available for inspection of private development projects and work associated with encroachment permits. Some funding has been budgeted to address this need, but it is difficult to contract for inspection services on a part-time basis since it is not possible to project specifically when inspections will be needed. • There is insufficient available staffing dedicated to oversight of the Engineering Division's role in the development review process, which has prevented the City from achieving its customer service goals. • While more capital project work has been transferred to the Public Works Department to reduce workload on the Engineering Division, there is insufficient professional staff support available in the Public Works Department to address all the functions involved in managing these projects. • Extensive new stormwater management requirements approved by the Regional Water Quality Control Board are increasing staffing requirements to administer this program. In order to better clarify and assign clear departmental responsibilities, it is recommended the Public Works Department oversee all improvements to the City's street, water, sewer and storm drain systems and the Community Development Department oversee the development review process, long-range planning functions, and storm water compliance. Therefore, management of all capital projects will be transferred to the Public Works Department. The Community Development Department will continue to oversee the planning phase of long-range projects involving significant public and inter-agency involvement, such as the Brisco Road Interchange and Bridge Street Bridge, but they will be transferred to the Public Works Department for the construction phase. To accomplish this, it is proposed a Capital Projects Engineer position be created in the Public Works Department, who will oversee all the capital project design, bidding, project construction management and inspection. The existing Assistant City Engineer will be transferred to that position and the salary will be Y-rated, which means the employee will not be eligible for cost of living adjustments (COLA's) until the new position's salary is equal to the current position's salary. The Assistant City Engineer position will be replaced with a City Engineer position in the Community Development Department, who will oversee all engineering related development review, traffic engineering, circulation planning, encroachment permits, and stormwater regulations. Since the City Engineer will be responsible for a significant portion of the plan check work, it will enable the Associate Engineer to increase time devoted to inspection of private development projects and encroachment permits. It will also provide a management level engineering position · available to attend Planning Commission meetings to address development related engineering issues. Item 8.e. - Page 3 CITY COUNCIL CONSIDERATION OF ENGINEERING STAFFING CHANGES APRIL 22, 2014 PAGE 4 of 4 Job descriptions for each of these positions are attached to the Resolution. If approved, it is recommended to proceed immediately with establishing the Capital Projects Engineer position in the Public Works Department. A part-time contract City Engineer will be used in the Engineering Division while recruitment takes place for the new full-time City Engineer position. The Public Works Department is designing modifications to the new building to accommodate the additional office needs and one of the vehicles recently replaced, but still operational, is being held back from auction to address vehicle needs. However, purchase of an additional vehicle will be necessary in the future. ALTERNATIVES: The following alternatives are presented for consideration: • Approve staff's recommendations; • Modify and approve the job titles, job descriptions and/or salary ranges; • Direct staff to modify the recommendations to utilize more contractual services; • Do not approve the proposed changes; or • Provide staff other direction. ADVANTAGES: The recommendations will provide a more effective division and assignment of responsibilities in order to improve accountability, will significantly improve the City's development review process, will enable the creation and implementation of more effective engineering standards, will address inspection needs for private development and encroachment permits, will improve the management of City capital projects, and will help address new extensive stormwater regulations. DISADVANTAGES: There will be cost impacts to the Water and Sewer Funds, temporary disruption to City services due to a variety of organizational changes, and create a need for additional office space and a vehicle in the Public Works Department. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted in front of City Hall on Thursday, April 17, 2014, and on the City's website on Friday, April 18, 2014. No comments were received. Item 8.e. - Page 4 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ESTABLISHING JOB DESCRIPTIONS AND SALARY RANGES FOR THE POSITIONS OF CITY ENGINEER AND CAPITAL PROJECTS ENGINEER WHEREAS, the findings of an operational assessment of the Engineering Division have recommended the restructuring of the management and design of capital projects, development review activity, stormwater management regulations, traffic engineering, encroachment permits, mapping, and other engineering services; and WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to eliminate the existing Assistant City Engineer position and to establish a Capital Projects Engineer assigned to the Public Works Department; and WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to establish a City Engineer position assigned to the Community Development Department; and WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to establish a job description for the position of "Capital Projects Engineer", a copy of which is incorporated hereto as Exhibit "A" and a job description for the position of "City Engineer", a copy of which is attached hereto as Exhibit "B"; and WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to establish a salary range for the position of Capital Projects Engineer and City Engineer, which will be placed on the full-time salary schedule. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande does hereby eliminate the position of Assistant City Engineer and establishes the positions of Capital Projects Engineer and City Engineer to perform the duties and responsibilities set forth in the job descriptions so attached as Exhibit "A" and Exhibit "B". The permanent full-time positions of Capital Projects Engineer and Assistant City Engineer shall receive the rates of pay as follows: POSITION: Capital Projects Engineer Range M-49 $6,553 - $7,967 POSITION: City Engineer Range 56 $7,791 - $9,473 Item 8.e. - Page 5 RESOLUTION NO. PAGE2 BE IT FURTHER RESOLVED that this Resolution shall become effective as of May 1, 2014. On motion of Council Member , seconded by Council Member and on the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this 22"d day of April, 2014. Item 8.e. - Page 6 RESOLUTION NO. PAGE3 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Item 8.e. - Page 7 EXHIBIT A CAPITAL PROJECTS ENGINEER Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. DEFINITION To perform and/or coordinate the planning, budgeting, design, management, and inspection of construction of capital projects involving the maintenance and upgrade of the City's street, water, sewer and storm drain systems. SUPERVISION RECEIVED AND EXERCISED Receives administrative direction from the Director of Public Works. Exercises supervision of contractors and assigned staff. ESSENTIAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1. Plan, prioritize and schedule construction of public works projects involving maintenance and upgrade of the City's building, street, water, sewer and storm drain systems. 2. Prepare budget estimates, funding strategies and manage construction budgets of public works projects. 3. Perform and/or coordinate the design, bidding, and inspection of public works projects; review and approve progress payments to contractors on City projects. 4. Form and lead project teams with staff from other divisions and departments to coordinate planning and design of public works projects. 5. Perform field investigation and prepare feasibility reports on proposed public works projects. 6. Prepares, coordinates and administer contracts and requests for proposals for consultant services and prepare agreements for design and construction projects. 7. Participate in the development and administration of the department's annual budget; participate in the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement adjustments. 8. Prepare and present staff reports and other necessary correspondence to the City Council, boards and commissions. 9. Coordinate the filing and digital scanning of project records and documents. 1o. Participate in meetings to coordinate issues related to public works projects and infrastructure issues. 11. Coordinate update of infrastructure master plans. 12. Provide responsible staff assistance to the Director of Public Works; may assume responsibility for management of the department in the absence of the Director. Revised 4/14 Item 8.e. - Page 8 CITY OF ARROYO GRANDE Capital Projects Engineer (Continued) Page2 Essential Functions: {Continued) 13. Conduct a variety of organizational and operational studies and investigations; recommend modifications to public works programs, policies and procedures as appropriate. 14. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of public works. 15. Respond to and resolve difficult and sensitive citizen inquiries and complaints. 16. Respond and perform assigned duties in the event of a City declared emergency. 17. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Operational characteristics, services and activities of a public works program, including streets, water, sewer and storm drain functions. · Advanced principles and practices of civil engineering and Computer-Aided Design. Engineering mathematics, theories, principles and formulas used in the design and construction of public works projects. Methods and equipment used in engineering construction and inspection. Principles and practices of program development and administration. Principles and practices of municipal budget preparation and administration. Pertinent Federal, State and local laws, codes and regulations. Ability to: Independently plan, budget, design, bid, manage and inspect capital projects. Effectively assume management of the department in the absence of the Director. Perform field investigation of construction projects. Participate in the development and administration of department goals, objectives and procedures. Assist in the preparation and administration of large and complex budgets. Prepare clear and concise staff reports. Prepare clear and concise administrative and financial reports. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Interpret and apply Federal, State and local policies, laws and regulations. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties. EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience; Five years of increasing responsible public works/engineering experience including two years of project management responsibility. Revised 4/14 Item 8.e. - Page 9 CITY OF ARROYO GRANDE Capital Projects Engineer (Continued) Page3 Training: Equivalent to a Bachelors degree from an accredited college or university with major course work in civil engineering. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver's license. Possession of registration as a professional engineer in the State of California. WORKING CONDITIONS Environmental Conditions: Office and field environment; travel from site to site; exposure to computer screens, noise, dust and inclement weather conditions; work around heavy construction equipment; operate vehicles. Physical Conditions: Essential and other important responsibilities and duties may require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; climbing stairs and ladders; operating motorized equipment and vehicles; light to moderate lifting. Revised 4/14 Item 8.e. - Page 10 EXHIBIT B CITY ENGINEER Class specffications are intended to present a descriptive list of the range of duties performed by employees in the class. Specffications are not intended to reflect all duties performed within the job. DEFINITION To direct, manage, supervise and coordinate assigned programs and activities within the Engineering Division of the Community Development Department including land development, traffic engineering, circulation planning and stormwater management regulations; to coordinate assigned activities with other divisions and outside agencies; and to provide highly responsible and complex administrative support to the Director of Community Development. SUPERVISION RECEIVED AND EXERCISED Receives administrative direction from the Director of Community Development. Exercises direct supervision over lower level staff. ESSENTIAL FUNCTION STATEMENTS--Essentia/ and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1. Assume management responsibility for assigned activities of the Engineering Division of the Community Development Department related to land development, traffic engineering, circulation planning and stormwater management regulations. 2. Perform and/or supervise plan checking of tract and parcel maps, grading, construction in the public right-of-way, and other engineering functions. 3. Prepare and/or supervise the preparation of the Engineering Division's conditions of approval for proposed tract and parcel maps, temporary and conditional permits and other projects. 4. Oversee stormwater management regulations. 5. Develop and update engineering standards. 6. Meet with applicants, respond to questions and concerns, and develop strategies to resolve development issues. 7. Coordinates the evaluation of transportation and traffic impacts of development proposals and permits; prepares or coordinates traffic studies and reports. 8. Coordinates, intersection, traffic signal and channelization design. 9. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels. 1O. Plan, direct, coordinate and review the work plan for Engineering Division staff; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems. Revised 4/14 Item 8.e. - Page 11 CITY OF ARROYO GRANDE City Engineer (Continued) Page2 Essential Functions (Continued): 11. Train, motivate and evaluate Engineering Division personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. 12. Supervise the work of lower level Engineering Division staff in the updating, filing and digitally scanning of City maps and plans; supervise the preparation of exhibit maps and plans used for City meetings. 13. Respond to requests and inquiries from the public over the telephone and at front counter regarding engineering issues. 14. Participate in the development and administration of the department's annual budget; participate in the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement adjustments. 15. Serve as the liaison for the Engineering Division with other City departments, divisions and outside agencies; negotiate and resolve sensitive and controversial issues. 16. Serve as staff on a variety of boards, commissions and committees; prepare and present staff reports and other necessary correspondence, including Traffic Commission, Planning Commission and City Council. 17. Provide responsible staff assistance to the Director of Community Development; may assume responsibility for management of the department in the absence of the Director. 18. Conduct a variety of organizational and operational studies and investigations; recommend modifications to programs, policies and procedures as appropriate. 19. Prepare and review staff reports to City Council, Traffic Commission and Planning Commission. 20. Respond and perform assigned duties in the event of a City declared emergency. 21. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Advanced principles and practices of civil engineering. Operational characteristics, services and activities of a public works program including streets, water and sewer services functions. Engineering mathematics, theories, principles and formulas used in the design and construction of public works projects. Methods and equipment used in engineering construction and inspection. Principles and practices of program development and administration. Principles and practices of municipal budget preparation and administration. Principles of supervision, training and performance evaluation. Modern Information Technology engineering tools and equipment. Pertinent Federal, State and local laws, codes and regulations. Ability to: Review private development plans for compliance with codes, regulations and engineering standards. Oversee and participate in the management of the Engineering Division's services and activities. Effectively assume management of the department in the absence of the Director. Revised 4/14 Item 8.e. - Page 12 CITY OF ARROYO GRANDE City Engineer (Continued) Page3 Ability to (continued): Oversee, direct and coordinate the work of lower level staff. Supervise, train and evaluate staff. Participate in the development and administration of department goals, objectives and procedures. Assist in the preparation and administration of large and complex budgets. Prepare clear and concise staff reports. Prepare clear and concise administrative and financial reports. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Research, analyze and evaluate new service delivery methods and techniques. Interpret and apply Federal, State and local policies, laws and regulations. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties. EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience; Five years of increasing responsible engineering experience, including two years of administrative and supervisory responsibility. Training: Equivalent to a Bachelors degree from an accredited college or university with major course work in civil engineering. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver's license. Possession of registration as a professional engineer in the State of California. WORKING CONDITIONS Environmental Conditions: Office and field environment; travel from site to site; exposure to computer screens, noise, dust and inclement weather conditions; work around heavy construction equipment; operate vehicles. Physical Conditions: Essential and other important responsibilities and duties may require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; climbing stairs and ladders; operating motorized equipment and vehicles; light to moderate lifting. Revised 4/14 Item 8.e. - Page 13 MEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY MANAGER~ SUBJECT: CONSIDERATION OF RESOLUTION ESTABLISHING SALARY AND BENEFITS FOR MANAGEMENT EMPLOYEES DATE: APRIL 22, 2014 RECOMMENDATION: It is recommended the City Council adopt a Resolution establishing salary and benefits for management employees for FY 2014-15. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Total proposed management compensation changes will result in an increase to the FY 2014-15 General Fund Budget of approximately $133,000 and about $3,000 to the Water and Waste Water Funds. The budget will be amended to reflect the change as part of the year-end budget amendments. Sufficient funds are projected to be available to cover these costs and maintain a balanced budget. Staff has also prepared long range financial projections to ensure the costs can be maintained in the future with ongoing revenues, which is determined to be feasible under a number of alternative economic scenarios. BACKGROUND: Management compensation is reviewed on an annual basis and adjustments are normally recommended in conjunction with the annual budget process. The City's current salary and classification system was structured based on a compensation and classification study completed by Ralph Andersen & Associates in September 1997. As noted in the study, the goals of the City's compensation plan are to: • Ensure that the City has the ability to attract and retain well-qualified personnel for all job classes; • Ensure that the City's compensation practices are competitive with those of comparable employers; Item 8.f. - Page 1 CITY COUNCIL CONSIDERATION OF RESOLUTION ESTABLISHING SALARY AND BENEFITS FOR MANAGEMENT EMPLOYEES APRIL 22, 2014 PAGE2 • Provide defensibility to City salary ranges based on the pay practices of similar employers; and • Ensure pay consistency and equity among related classes based on the duties and responsibilities assumed. At the August 14, 2012 meeting, for the first time the City Council approved a Resolution identifying all management and salary benefits. The purpose was to maintain one central document that can be easily referred to for a summary of management salary and benefits. Therefore, the Resolution presented for City Council consideration is an update to that document. Changes will not take effect until July 4, 2014. ANALYSIS OF ISSUES: The City's management employees have been instrumental in helping t_he City maintain services in a cost effective manner over the past several years through what has been the worst economic period since the Great Depression. They have consistently provided leadership in the organization in foregoing compensation increases and accepting concessions, which has been key to successfully negotiating participation from the other employees represented by labor unions. Management employees have not received any ongoing net increase in compensation since 2008. As a result, salaries for many positions have dropped well below those in similar positions in neighboring jurisdictions, which are the primary organizations the City competes with for quality staff to fill and maintain existing positions. Staff prepared a salary comparison with other cities in San Luis Obispo County. Based on the results, the following changes to the salary and benefit Resolution are recommended, with the goal of providing compensation within 2% of the median for all positions within the next 2-3 year period: • All management employees will receive a 3% Cost of Living Adjustment (COLA) effective July 4, 2014. • An additional equity adjustment of 2.5% will be provided to positions that are at least 7.5% below the median, 5% for positions at least 10% below the median, and a 7.5% for positions at least 15% below the median. • The City will pay 50% of any increase to the dental plan, vision plan and the lowest cost HMO medical insurance plan available through CalPERS in San Luis Obispo County. Item 8.f. - Page 2 CITY COUNCIL CONSIDERATION OF RESOLUTION ESTABLISHING SALARY AND BENEFITS FOR MANAGEMENT EMPLOYEES APRIL 22, 2014 PAGE3 ALTERNATIVES: The following alternatives are provided for the Council's consideration: - Adopt Resolution approving proposed management salary and benefits; - Modify as appropriate and adopt the Resolution; Do not adopt the Resolution; Provide direction to staff. ADVANTAGES: Approval of the proposed Resolution will help address management compensation needs and inequities, which will be important to help the City provide services by recruiting and maintaining quality staff. Since the recommendations were prepared as part of long-range financial planning process, staff also believes the recommendations are provided in a cost efficient and financially responsible manner. DISADVANTAGES: The recommendations will increase costs. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, April 17, 2014 and on the City's website on Friday, April 18. No comments were received. Item 8.f. - Page 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ESTABLISHING WAGES AND BENEFITS FOR MANAGEMENT EMPLOYEES FOR FY 2014-15 WHEREAS, the City Council of the City of Arroyo Grande ("City") has established a system of classification for all positions within the City service with descriptive occupational titles used to identify and distinguish positions from one another based on job duties, essential functions, knowledge, skills, abilities and minimum requirements; and WHEREAS, the City Council has established a system of compensation for the classification titles listed herein, based on resolutions and agreements as approved and adopted by the City Council; and WHEREAS, the City Council deems it in the best interest of the City that compensation for management employees be adjusted as hereinafter provided. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande that: SECTION 1. AFFECTED EMPLOYEES The wages and benefits set forth herein are to be provided to all management employees listed in Exhibit A. SECTION 2. WAGES The salary ranges for all affected job classes shall be as set forth on Exhibit A, which is attached hereto and by this reference made a part hereof. The salary ranges reflect a three (3.0)% COLA for all positions effective July 4, 2014. The ranges also reflect equity increases for the following positions effective July 4, 2014: Position Equity Increase Director of Public Works 5.0% Planning Manager 7.5% Director of Administrative Services 5.0% Director of Community Development 5.0% Director of Legislative and Information Services 5.0% Director of Recreation Services 5.0% Police Chief 5.0% Human Resources Manager 5.0% l.T. Manager 5.0% Building Official 2.5% Item 8.f. - Page 4 Resolution No. Page 2 SECTION 3. DEFERRED COMPENSATION The City shall contribute $600 per year to management employees and $1,200 to department directors and the City Manager to a defined contribution supplemental retirement plan established in accordance with sections 401 (a) and 501 (a) of the Internal Revenue Code of 1986 and California Government Code sections 53215- 53224. SECTION 4. HEAL TH PLAN BENEFITS A. Cafeteria Plan 1. The City shall contribute an equal amount towards the cost of medical coverage under the Public Employee's Medical and Hospital Care Act (PEMHCA) for both active employees and retirees. The City's contribution toward coverage under PEMHCA shall be the minimum contribution amount established by CalPERS on an annual basis. The City's contribution under PEMHCA shall be $119 per month from July 1, 2014 through December 31, 2014 and $122 per month from January 1, 2015 through June 30, 2015. 2. Employees participating in the City's full flex cafeteria plan shall receive a flex dollar allowance to purchase group health coverage for medical, dental and vision under the City's Cafeteria Plan. For the period of July 1, 2014 through November 30, 2014, the monthly flex dollar allowance shall be $558.00 with respect to an employee enrolled for self alone, $1,019.68 for an employee enrolled for self and one family member, and $1,305.77 for any employee enrolled for self and two or more family members. For the period of December 1, 2014 through June 30, 2015, the flex dollar allowance shall be increased by fifty percent of any increase in the lowest cost CalPERS HMO medical plan, and dental and vision rates for 2015. 3. A portion of the flex dollar allowance ($119 for 2014 and $122 for 2015) is identified as the City's contribution towards PEMHCA. This amount shall be adjusted on an annual basis as the PEMHCA minimum contribution increases. Remaining flex dollars must be used by employees to participate in the City's health plans. Employees who waive medical coverage under the Cafeteria Plan because he/she provided the City with written proof that medical insurance coverage is in force through coverage provided by another source consistent with any rules or restrictions on the City by the medical plan provider, can take flex dollars for the amount provided to employees enrolled for self alone (taxable income), deposit it·into their 457 plan, or use it to purchase voluntary products. No remaining flex dollars may be redeemed. Item 8.f. - Page 5 Resolution No. Page 3 B. Medical Insurance 1. The base medical plan shall be defined as the lowest cost Health Maintenance Organization (HMO) program available through CalPERS in San Luis Obispo County. If availability of an HMO to the City is discontinued by the medical plan provider, the base plan shall become the basic PPO plan available to the City by the existing · medical plan provider. 2. The City shall maintain health benefits through CalPERS for calendar year 2015. C. Vision Insurance The City shall provide a Vision Care Plan for management employees. The City may select an alternate vision care provider during the term of this resolution providing that: 1. Any new plan maintains equivalent benefits to the employees; and 2. At least twenty-one (21) days advanced notice of plan changes are provided to affected employees. D. Dental Insurance Plan The City shall provide a dental plan of the City's choice for management employees. The City may select an alternate dental insurance plan provider during the term of this resolution providing that: 1. Any new plan maintains equivalent benefits to the employees; and 2. At least twenty-one (21) days advanced notice of plan changes are provided to affected employees. SECTION 5. LIFE INSURANCE PLAN A. The City shall provide group term life insurance benefit plan for management employees, which shall provide for fifty thousand dollars ($50,000) life and AD&D coverage for employees only during the term of their employment. B. The City shall mak.e available additional voluntary life insurance coverage, at the employee's expense, as long as the minimum participation requirements of the insurance provider are met. SECTION 6. SHORT AND LONG-TERM DISABILITY The City shall provide a short and long-term disability plan for management employees during the term of their employment. Item 8.f. - Page 6 Resolution No. Page 4 SECTION 7. RETIREMENT A. Retirement Defined Retirement is defined as the termination of employment at an age when the employee would qualify for an allowance under the Public Employees' Retirement System (PERS) and the_City's Personnel Regulations. B. PERS Retirement Contributions 1. G.C. Section 21354.4. The CalPERS 2.5% at Age 55 Retirement Plan shall be provided for non-sworn employees hired prior to December 21, 2012. Non-sworn employees under this plan shall pay the full eight percent (8%) of the employee share of CalPERS. 2. G.C. Section 21354. The CalPERS 2.0% at Age 55 Retirement Plan shall be provided for non-sworn employees hired between December 21, 2012 and December 31, 2012, CalPERS "Classic" members hired on or after January 1, 2013, and those eligible for reciprocity hired on or after January 1, 2013. Non- sworn employees under this plan shall pay the full seven percent (7%) of the employee share of CalPERS. 3. G.C. Section 7522.20. The CalPERS 2% @ 62 Retirement Plan shall be provided for new non-sworn employees hired on or after January 1, 2013 who are not CalPERS "Classic" employees and are not eligible for reciprocity. Non-sworn employees under this plan shall pay at least 50% of the total normal cost rate (currently 6.25%) of the employee share of CalPERS. 4. G.C. Section 21362.2. The CalPERS Public Safety Officer 3% @ 50 Retirement Plan shall be provided for sworn personnel hired prior to December 9, 2011. Sworn employees under this plan shall pay the full nine percent (9%) of the employee share of CalPERS. 5. G.C. Section 21363.1. The CalPERS Public Safety Officer 3% @55 Retirement Plan shall be provided for sworn employees hired between December 9, 2011 and December 31, 2012, CalPERS "Classic" members hired on or after January 1, 2013, and those eligible for reciprocity hired on or after January 1, 2013. Sworn employees under this plan shall pay the full nine percent (9%) of the employee share of CalPERS. 6. G.C. Section 7522.25~ The CalPERS Public Safety Officer 2.7% @ 57 Retirement Plan shall be provided for new sworn employees hired on or after January 1, 2013 who are not CalPERS "Classic" employees and are not eligible for reciprocity. Sworn employees under this plan shall pay at least 50% of the total normal cost rate (currently11.5%) of the employee share of CalPERS. Item 8.f. - Page 7 Resolution No. Page 5 7. G.C. Sections 21024 and 21027. Employees may buy back, at their expense, retirement service credit for prior military service as permitted by PERS. 8. GC Section 20042. For sworn employees hired prior to December 9, 2011 and non-sworn employees hired prior to December 21, 2012, retirement benefits are based on the highest single year compensation. 9. GC Section 20037. For sworn employees hired on or after December 9, 2011 and non-sworn employees hired on or after. December 21, 2012, retirement benefits are based on the highest average annual compensation earnable by a member during three consecutive years of employment. 10. GC Section 20965. Employees shall receive credit for unused sick leave. 11. GC Section 21548. The spouse of a deceased member, who was eligible to retire for service at the time of death, may elect to receive the Pre-Retirement Optional Settlement 2 Death Benefit. 12. Effective January 1, 2013, the Public Employees' Pension Reform Act of 2013 (PEPRA) shall apply to all sworn and non-sworn employees, as well as for employees transferring from other CalPERS or reciprocal agencies. · C. Retiree Medical 1. Employees who retire from City service shall be allowed to purchase medical insurance coverage through the City. 2. GC Section 22892. The City's contribution shall be an equal amount for both employees and annuitants, which shall be the minimum contribution amount established by CalPERS on an annual basis. That amount shall be $119 per month during calendar year 2014 and $122 during calendar year 2015. The City's contribution shall be adjusted annually thereafter by the CalPERS Board to reflect any change in the medical care component of the Consumer Price Index, provided that the City is participating in the CalPERS Health Plan. 3. The City shall provide a supplemental contribution to employees that are: 1) employed on a full-time basis as of June 30, 2008 and who have been employed with the City on a full-time basis for five (5) years or more at the time of retirement; or 2) employed on a full-time basis after June 30, 2008 and who have been employed by the City on a full-time basis for ten (10) years or more at the time of retirement. Item 8.f. - Page 8 Resolution No. Page 6 The supplemental contribution shall be equal to the difference between the minimum contribution amount established by CalPERS as set forth above in Section 4. A. 1. and the following amounts: For single annuitant coverage: $175.10 For annuitant + 1 dependent: $302.85 For annuitant + 2 or more dependents: $376.79 SECTIONS. ANNUAL LEAVE Regular, full-time management employees shall accrue annual leave with pay to be used as leave for vacation, illnesses, and other personal purposes. Management employees may accrue such paid leave as provided by this provision to be used in the future or may convert annual leave to salary compensation under the conditions contained in these regulations. A. Accumulation Rates: Management employees shall accrue annual based upon the following schedule: 1. Management employees with less than five (5) years of service shall earn annual leave at the rate of 29 days (232 hours) per year; 2. Management employees with five (5) to ten (10) years of service shall earn annual leave at the rate of 31 days (248 hours) per year; 3. Management employees with ten (10) to fifteen (15) years of service shall earn annual leave at the rate of 33 days (264 hours) per year; and 4. Management employees with over fifteen (15) years of service shall earn annual leave at the rate of 34 days (272 hours) per year. 5. New full-time management employees shall be granted fifty-six (56) hours of Annual Leave upon hiring. However, additional Annual Leave shall not be accumulated until after completion of three (3) months of continuous service. If a new management employee terminates during the first three months of employment, the Annual Leave balance shall reflect the actual amount that would have been accumulated at the established rate per pay period, less any usage. If the employee's usage of Annual Leave exceeds the adjust accumulation amount, the employee shall refund the excess amount used. The refund to the City shall be equal to excess hours used times the employee's hourly salary compensation rate. B. Maximum Accrual: Item 8.f. - Page 9 Resolution No. Page 7 The maximum accrual of annual leave shall be 725 hours. If an employee has accrued the maximum number of hours, accrual of annual leave shall be discontinued. Accrual shall resume on the first day of the pay period following a reduction in the accrued balance below the maximum allowed. C. Conversion to Salary: A management employee may convert a maximum of 48 hours of annual leave to salary compensation per year. Such conversions shall be allowed at the first pay period in July and at the first pay period in December of each year. In order to be eligible to convert annual leave to salary compensation, the employee must: a) convert a minimum of sixteen (16) hours to pay; and b) upon making the conversion to pay, the employee must be left with a minimum of 160 hours of annual leave. Employees who are promoted or reclassified into a management position and were not subject to the annual leave program for the entire twelve (12) month period shall be allowed to include previous vacation and ·sick leave use as annual leave for the purpose of this provision. D. Notification and Approval: Annual leave shall be scheduled in advance by the employee whenever possible, subject to the approval of the department director. It is the responsibility of the employee to provide the supervisor or department director with reasonable notice of an absence. The department director shall have the authority to approve or deny the use of annual leave for any period of absence. . The scheduling of the use of annual leave shall be by the department director with due regard to the wishes of the employee and particular regard for the needs of the City. Employees who are off for extended periods due to illness or injury may be required to provide a physician's statement authorizing their return to work. Reasonable absences of less than eight (8) hours shall not be debited against annual leave. Such absences should have the prior approval of the employee's supervisor and/or City Manager. E. Separation from Employment: Management employees who separate their employment from the City shall have all annual leave accumulations converted to salary compensation at the employee's current rate. Compensation shall be paid in one lump sum. Annual leave shall not be used to extend an employee's actual date of separation. When notice is given by an employee that he/she is terminating, the use of annual leave shall be suspended. The only exception to this provision is that with the approval of the employee's supervisor, the employee may be granted short-term leave (one (1) to three (3) days) to attend to Item 8.f. - Page 10 Resolution No. Page 8 personal business. However, such short-term leaves may be conducted consecutively and with a frequency to create in effect, a long-term leave. F. Service Credit Conversion: 1. Upon retirement an employee may have unused annual leave converted to Service Credit with the Public Employees' Retirement System (PERS). 2. Annual leave shall be converted to sick leave for PERS at the rate of one (1) hour of annual leave equals one (1) hour of sick leave. 3. When unused annual leave is converted to sick leave, for a service credit conversion, an employee may not receive additional cash compensation for the unused leave. G. Conversion of Sick leave and Vacation Leave to Annual leave; Employees who are promoted or reclassified into a management position shall convert their sick leave and vacation leave accumulation to annual leave. 1. Sick leave accumulations shall be converted to annual leave at the rate of one (1) hour of sick leave equals .5 hours of annual leave. 2. Vacation leave accumulations shall be converted to annual leave at the rate of one (1) hour of vacation leave equals one (1) hour of annual leave. SECTION 9. HOLIDAYS Management employees shall receive the following paid holidays: New Year's Eve, December 31 New Year's Day, January 1 Martin Luther King Day, third Monday of January Lincoln's Birthday, February 12 (or day of observance) Washington's Birthday, third Monday of February Memorial Day, the last Monday in May Independence Day, July 4 Labor Day, the first Monday in September Veteran's Day, November 11 (or day of observance) Thanksgiving Day, fourth Thursday in November (or day of observance) Day following Thanksgiving Christmas Eve, December 24 Christmas Day, December 25 One Floating Day per Fiscal Year (employee choice with Supervisor approval) Item 8.f. - Page 11 Resolution No. Page 9 Every day designated by the President, Governor, or Mayor for public observance as a special nonrecurring single event, such as the death of a national leader or end of war. All holidays in the above schedule that fall on a Saturday shall be observed on the preceding Friday; all holidays in the above schedule that fall on a Sunday shall be observed on the following Monday. SECTION 9. VEHICLE ASSIGNMENT OR ALLOWANCE Automobile allowance shall be provided in the amount of $200 per month for the Director of Legislative and Information Services, Director of Administrative Services, and Direction of Recreation Services, $275 per month for the Director of Community Development, and $400 per month for the City Manager. The Police Chief shall be assigned a take home City vehicle. The Director of Public Works shall be assigned a City vehicle for use during work hours. SECTION 10. JURY DUTY Management employees shall be granted leave with full pay and no loss in benefits when called for jury duty if the employee remits jury fees received for such jury duty. The employee may retain all travel pay or subsistence pay granted by the court because of the employee's participation in jury duty. The employee shall be responsible for notifying his/her supervisor as soon as possible upon receiving notice to appear for jury duty, make every reasonable effort to keep his/her supervisor advised as to the anticipated length of service, and return to work immediately following the end of jury duty service. SECTION 11. BEREAVEMENT LEAVE Management employees are entitled to a paid bereavement leave of absence, not to exceed five (5) days, in the event of the death of a member of the employee's immediate family, to include an employee's or spouse's parents, spouse, children, brother, sister, stepchildren, grandparents, grandchildren, aunt, uncle, son-in-law, daughter-in-law, step relatives described above, or any other person residing in the same household, for the purpose of attending the funeral and making other arrangements at the time the loss occurs. · As a condition of granting leave for bereavement purposes, the appointing authority may request verification of the loss. Such leave is independent of annual leave. In order to receive this benefit, domestic partners must be registered with the Secretary of State. SECTION 12. EMPLOYEE ASSISTANCE PLAN The City shall provide an employee assistance plan for management employees and their dependents during the term of their employment. Item 8.f. - Page 12 EXHIBIT A CITY OF ARROYO GRANDE Management Salary Ranges 7/4/2014 Range LOW MID HIGH Position M-10 2,578 2,841 3,132 M-11 2,641 2,911 3,211 M-12 2,707 2,987 3,293 M-13 2,775 3,061 3,374 M-14 2,844 3,135 3,459 Office Assistant I M-15 2,915 3,214 3,545 M-16 2,989 3,296 3,632 M-17 3,063 3,378 3,726 M-18 3,138 3,462 3,819 Office Assistant II M-19 3,217 3,549 3,913 M-20 3,299 3,638 4,011 M-21 3,381 3,729 4,112 M-22 3,466 3,822 4,213 M-23 3,554 3,916 4,320 M-24 3,641 4,015 4,426 Administrative Secretary M-25 3,732 4,116 4,538 M-26 3,825 4,219 4,651 M-27 3,919 4,323 4,769 Item 8.f. - Page 13 CITY OF ARROYO GRANDE Management Salary Ranges 7/4/2014 M-28 4,019 4,431 4,886 M-29 4,119 4,543 5,009 Executive Secretary M-30 4,222 4,656 5,135 Executive Asst./ Deputy City Clerk M-31 4,328 4,773 5,263 M-32 4,437 4,894 5,392 M-33 4,547 5,013 5,529 Assistant Planner M-34 4,661 5,139 5,668 M-35 4,777 5,268 5,807 M-36 4,898 5,399 5,953 M-37 5,018 5,535 6,103 Associate Planner Accounting Supervisor M-38 5,144 5,672 6,255 M-39 5,273 5,813 6,410 M-40 5,405 5,962 6,571 M-41 5,539 6,108 6,736 M-42 5,677 6,261 6,905 Planning Manager M-43 5,821 6,420 7,077 M-44 5,966 6,580 7,254 M-45 6,113 6,743 7,437 M-46 6,268 6,912 7,621 Item 8.f. - Page 14 CITY OF ARROYO GRANDE Management Salary Ranges 7/4/2014 M-47 6,426 7,086 7,813 Information Technology Manager M-48 6,585 7,262 8,006 M-49 6,750 7,444 8,206 Building Official Capital Projects Engineer M-50 6,919 7,629 8,412 Director of Legislative and Information Services Director of Recreation Services Human Resources Manager M-51 7,093 7,820 8,623 M-52 7,269 8,016 8,839 M-53 7,451 8,215 9,059 M-54 7,636 8,421 9,285 Director of Public Works M-55 7,828 8,631 9,517 M-55-A 7,866 8,674 9,564 Police Commander M-56 8,025 8,847 9,757 City Engineer M-57 8,222 9,068 9,999 M-58 8,431 9,296 10,250 M-59 8,640 9,529 10,507 M-60 8,858 9,766 10,771 M-61 9,078 10,011 11,039 M-62 9,303 10,261 11,314 Director of Administrative Services Director of Community Development M-63 9,537 10,517 11,596 Item 8.f. - Page 15 -j CITY OF ARROYO GRANDE Management Salary Ranges 7/4/2014 M-64 9,775 10,781 11,887 M-65 10,021 11,049 12,183 M-66 10,269 11,326 12,488 M-66-A 10,320 11,383 12,550 Police Chief M-67 10,527 11,608 12,802 M-68 10,791 11,899 13,121 M-69 11,060 12,196 13,450 M-70 11,336 12,499 13,786 M-71 11,621 12,815 14,131 M-72 11,912 13,134 14,484 M-73 12,210 13,464 14,844 M-74 12,516 13,799 15,215 M-75 12,828 14,144 15,596 Item 8.f. - Page 16 MEMORANDUM TO: CITY COUNCIL FROM: TIMOTHY J. CARMEL, CITY ATTORNEY/~ SUBJECT: CONSIDERATION OF CITY MANAGER EMPLOYMENT AGREEMENT DATE: APRIL 22, 2014 RECOMMENDATION: It is recommended the City Council approve a new Employment Agreement ("Agreement") with the City Manager. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Approval of the Agreement will result in an increase to the FY 2014-15 General Fund Budget of $15,236. The budget will be amended to reflect the change as part of the year-end budget amendments. Sufficient funds are projected to be available to cover this cost and maintain a balanced budget. Staff has also prepared long-range financial projections to ensure the costs can be maintained in the future with ongoing revenues, which is determined to be feasible under a number of alternative economic scenarios. BACKGROUND: The City Manager has not received an equity adjustment in salary for over six (6) years. His salary is more than 23% below the median city manager salary in San Luis Obispo County. ANALYSIS OF ISSUES: The City Manager has effectively led the City through the Great Recession with almost no reduction or disruption in City services. His creativity in restructuring City departments and best utilizing personnel and resources were critical in moving the City through economic hard times. The proposed salary increase for the City Manager is consistent with the criteria and formula established for the management compensation adjustments: • A 3% Cost of Living Adjustment, effective July 4, 2014; and • An equity adjustment of 7.5% based upon his current salary being 23.04% below the County median for city managers, effective July 4, 2014. Item 8.g. - Page 1 CITY COUNCIL CONSIDERATION OF CITY MANAGER EMPLOYMENT AGREEMENT APRIL 22, 2014 PAGE2 With the salary increase, the City Manager will still be more than 12% below the median salary for city managers within the County. In order to effectuate the change to the City Manager's salary a new Employment Agreement has been prepared. It should be noted that the new Agreement includes a provision (added to Section 6.B.) mandated by the passage of AB 1344 in response to the abuses in Bell, California. It requires reimbursement of any cash settlement related to termination of employment if the employee is convicted of a crime involving an abuse of his or her position. ALTERNATIVES: The following alternatives are provided for the Council's consideration: - Approve the proposed Employment Agreement; - Modify as appropriate and approve the Employment Agreement; Do not approve the Employment Agreement; Provide direction to staff. ADVANTAGES: Approval of the proposed Employment Agreement will help address a significant inequity in the City Manager's compensation. DISADVANTAGES: The recommendation will increase costs. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, April 17, 2014 and on the City's website on Friday, April 18. No comments were received. Item 8.g. - Page 2 EMPLOYMENT AGREEMENT THIS AGREEMENT, made and entered into this 22nd day of April, 2014, by and between the CITY OF ARROYO GRANDE, a municipal corporation of the State of California (the "City"), and STEVEN DUANE ADAMS, an individual (the "Employee"), both of whom understand as follows: WITNESS ETH: WHEREAS, City desires to continue to employ the services of Employee as the City Manager as provided by State law and the Arroyo Grande Municipal Code; and WHEREAS, it is the desire of City to establish certain conditions of employment and to set working conditions of Employee; and WHEREAS, it is the desire of City to (a) secure and retain Employee and to provide inducement for him to remain in such employment; (b) to make possible full work productivity by assuring Employee's morale and peace of mind with respect to future security; (c) to act as a deterrent against malfeasance or dishonesty for personal gain on the part of Employee; (d) to provide a just means for terminating Employee's services at such time as he may be unable to fully discharge his duties or when City may desire to otherwise terminate his employment; and WHEREAS, Employee desires to continue employment as City Manager of City; and WHEREAS, this Agreement shall supersede and replace the previous Employment Agreement between the parties dated October 22, 2013. NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties agree as follows: Section 1: Term. A. City hereby agrees to continue to employ Employee as City Manager for an indefinite term. B. Nothing in this Agreement shall prevent, limit, or otherwise interfere with the right of Employee to resign at any time from his position with City, subject only to the provision set forth in Section 6, Paragraph A., of this Agreement. C. Nothing in this Agreement shall prevent, limit, or otherwise interfere with the right of the City Council to terminate the services of Employee at any time, with or without good cause, subject only to the provisions set forth in Section 6, Paragraphs B. and C., of this Agreement. Item 8.g. - Page 3 EMPLOYMENT AGREEMENT - STEVEN D. ADAMS Page 2of6 D. Except as otherwise specified herein, Employee agrees to remain in the exclusive employment of City and not become employed by any other employer until a termination date is effected as hereinafter provided. Section 2: Duties. City hereby agrees to continue to employ Employee as City Manager to perform the functions and duties specified in the Arroyo Grande Municipal Code and as provided by State and Federal law and to perform other legally permissible and proper duties and functions as the City Council shall from time to time assign. Section 3: Salary. City agrees that Employee's annual base salary shall be increased to $157,294 commencing on July 4, 2014, which increase includes both an equity adjustment and a cost of living increase for fiscal year 2014-15. The annual base salary is payable in equal installments at the same time as other employees of City are paid. Section 4: Other Compensation. City agrees to provide Employee additional compensation and benefits as provided to other management employees of the City, and any future overall cost of living adjustments approved by the City Council for management employees. Section 5: Performance Evaluation. City agrees to increase the base salary and/or other benefits of Employee in such amounts and to such extent as the City Council may determine that it is desirable to do so on the basis of annual performance evaluation which shall occur no later than the end of October of each year. The performance evaluation shall be in accordance with specific criteria developed jointly by the City Council and Employee. Such criteria may be added to or deleted as the City Council may from time to time determine in consultation with Employee. Section 6. Resignation and Termination. A. In the event Employee voluntarily resigns his position with City, Employee shall give City forty-five (45) days written notice in advance, unless the parties otherwise agree. Should Employee fail to give such period of notice, then Employee shall pay to City as liquidated damages the sum of $40 per working day for the difference between the number of actual days of prior notice and forty-five (45) days. Item 8.g. - Page 4 EMPLOYMENT AGREEMENT - STEVEN D. ADAMS Page 3of6 B. It is understood and agreed that the employment relationship established hereby shall be "at-will". In the event Employee is terminated by the City Council during such time that Employee is willing and able to perform his duties under this Agreement, then, in that event, City agrees to pay Employee a lump sum cash payment equal to six (6) months salary and benefits in effect at the time of termination (limited to the following: PERS, medical, dental, and vision insurance). Notwithstanding anything to the contrary in this subsection, pursuant to the requirements set forth in Government Code Section 53243.2, regardless of the term of this Agreement, if the Agreement is terminated, any cash settlement related to the termination that Employee may receive from City shall be fully reimbursed to City if Employee is convicted of a crime involving an abuse of his office or position. In the event Employee is terminated for good cause, then City shall have no obligation to pay the sum designated in this paragraph. For the purpose of this Agreement, "good cause" shall include, but not necessarily be limited to, any of the following: ( 1) A material breach of the terms of this Agreement; (2) Misfeasance; (3) Malfeasance; (4) A failure to perform his duties in a professional and responsible manner consistent with generally accepted standards of the profession; (5) Conduct unbecoming the position of City Manager or likely to bring discredit or embarrassment to City. "Good cause" shall not mean a mere loss of support or confidence by a majority of the Council. C. In the event City at any time during this Agreement reduces the salary or other financial benefits of Employee in a greater percentage than an applicable across-the-board reduction for all employees of City, or in the event City Item 8.g. - Page 5 EMPLOYMENT AGREEMENT - STEVEN D. ADAMS Page 4of6 refuses, following written notice, to comply with any other provision benefiting Employee herein, or Employee resigns following a formal suggestion by the City Council that he resign, then, in that event, Employee may, at his option, be deemed to be "terminated" at the date of such reduction or such refusal to comply, within the meaning and context of Paragraph B. above. Section 7: Outside Professional Activities. Employee, with prior written approval of the City Council, may undertake outside professional activities for compensation, including consulting, teaching, speaking, and writing provided such activities do not interfere with Employee's normal duties and are not done with any existing vendors or contractors of City. Under no circumstances shall such outside activities create a conflict of interest with the duties of Employee and the interests of City. Section 8: Suspension. City may suspend Employee with full pay and benefits at any time during the term of this Agreement. Section 9: Fringe Benefits. City shall provide and pay for fringe benefits at the Department Director level in accordance with the adopted annual Resolution establishing wages and benefits for management employees. Section 10: Annual Leave. Employee shall accumulate Annual Leave in accordance with the adopted annual Resolution establishing wages and benefits for management employees. Section 11: Automobile. Employee shall provide his own automobile. City shall provide Employee a $400 monthly automobile allowance. Employee shall receive no reimbursement for travel mileage within a fifty (50) mile radius of City; for any required City travel mileage outside the fifty (50) mile radius, Employee shall be reimbursed for mileage at the rate as set forth by the City Council. Section 12: Physical Examination. Employee may receive an annual physical examination at City's expense. Item 8.g. - Page 6 EMPLOYMENT AGREEMENT - STEVEN D. ADAMS Page 5of6 Section 13: Other Terms and Conditions of Employment. City, in consultation with Employee, shall fix, in writing, any such other terms and conditions of employment, as it may determine from time to time, relating to the performance of Employee, provided such terms and conditions are not inconsistent with or in conflict with the provisions of this Agreement, the Arroyo Grande Municipal Code, or any applicable State or Federal law. Section 14: Notices. Notices pursuant to this Agreement shall be given by deposit in the custody of the United States Postal Services, postage prepaid, addressed as follows: EMPLOYER: City of Arroyo Grande Attn: City Clerk 300 E. Branch Street Arroyo Grande, CA 93420 EMPLOYEE: Steven D. Adams 1597 Chilton Street Arroyo Grande, CA 93420 Alternatively, notices required pursuant to this Agreement may be personally served in the same manner as is applicable to civil judicial practice. Notice shall be deemed given as of the date of personal service or as of the date of deposit of such written notice in the course of transmission in the United States Postal Service. Section 15: General Provisions. The text herein shall constitute the entire agreement between the parties. Any amendments to this Agreement must be in writing and executed by both parties. This Agreement shall be binding upon and inure to the benefit of the heirs at law and executors of Employee. This Agreement shall become effective commencing April 22, 2014. If any provision, or any portion thereof, contained in this Agreement is held unconstitutional, invalid, or unenforceable, the remainder of this Agreement, or portion thereof, shall be deemed severable, shall not be affected, and shall remain in full force and effect. Item 8.g. - Page 7 EMPLOYMENT AGREEMENT - STEVEN D. ADAMS Page 6of6 IN WITNESS WHEREOF, the City of Arroyo Grande has caused this Agreement to be signed and executed in its behalf by its Mayor, and duly attested by its City Clerk, and Employee has signed and executed this Agreement, both in duplicate, the day and year first above written. EMPLOYEE: STEVEN D. ADAMS EMPLOYER: CITY OF ARROYO GRANDE By: ______TONY FERRARA, MAYOR ATTEST: KELLY WETMORE CITY CLERK APPROVED AS TO FORM: CARMEL & NACCASHA, LLP By: ______TIMOTHY J. CARMEL CITY ATTORNEY Item 8.g. - Page 8 MEMORANDUM TO: CITY COUNCIL FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: CONSIDERATION OF A PUBLIC ART MURAL AT 303 E. BRANCH STREET; APPLICANT ARROYO GRANDE IN BLOOM - PUBLIC ART COMMITTEE (STAFF PROJECT NO. 14-001) DATE: APRIL 22, 2014 RECOMMENDATION: It is recommended the City Council allow public comment and provide input on the proposed mural. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no fiscal impact projected or recommended. The proposed public art is funded exclusively from a private donation. BACKGROUND: In 2002, the City Council approved staff recommendations for an Art in Public Places Program and Process. The recommendations were prepared with the assistance of the San Luis Obispo County Arts Council. It was largely in response to a community controversy that was generated by public art that was displayed by a private developer in the Village. An Art Donation Program was approved by the City Council in 2006. In 2011, the Public Art Guidelines were amended regarding the Art in Public Places Program and limited the process only to private projects. The City's current Guidelines are included in Attachment 1. ANALYSIS OF ISSUES: In January 2013, a Public Art Committee was formed by Arroyo Grande In Bloom, called Arroyo Grande Public Art (AGPA). In February 2014, they sent out a Request for Proposals (RFP) for a mural at 303 E. Branch Street sponsored by the building owner, NKT Commercial (Attachment 2). The RFP was posted with the California Art Council, many city and county art councils across California, and a number of well known muralists in California. Over 20 artists submitted inquiries and four artists submitted complete proposals including a sketch. The mural proposals were reviewed and ranked by a subcommittee in compliance with the RFP and submitted to the property owner for selection of the proposal. The Item 9.a. - Page 1 CITY COUNCIL CONSIDERATION OF A MURAL LOCATED AT 303 E. BRANCH STREET APRIL 22, 2014 PAGE2 winning proposal is from Coleen Mitchell-Veyna, who is from Visalia. According to the AGPA, she is a well known muralist and has created many murals across California and in Reno. Her work can be viewed at http://veynadesignstudios.com/cities.html. The proposal is a sketch at this time and it is anticipated that the final mural will have more detail. Historical research was done to make sure elements in the mural are historically accurate. In accordance with the City's Public Art Guidelines, the art project decision is made by the panel after a City Council public hearing. The panel selection for this project includes the following to date: );;> Two representatives from the property owner: Nick Tompkins and one other person of his choice );;> Two representatives from the County Art Council: Kathy Teuffel and Jim Trask );;> One representative from the ARC: to be selected at the April 21, 2014 ARC meeting );;> One representative from the Chamber or VIA: Judith Bean );;> One representative from the South County Historical Society: Jan Scott The intent of establishing the process was to ensure that public art projects were sensitive to community concerns, but to avoid government censorship of art. The primary focus was on private projects in public view. Therefore, the Council cannot take action, only provide input. The following are criteria to be used in the selection of public art, which were also developed by the County Arts Council: • Relationship to the social, cultural and historical identity of the area. If the public art is proposed to be located in the Village Core Downtown or Village Mixed Use Districts, the art piece shall be representative or evocative of the turn of the century historical period; • Evaluation of artistic excellence; • Appropriateness of scale, form, material, content and design relative to the immediate and general neighborhood; • Relationship to the social, cultural and historical identity of the area; • Appropriateness of proposed materials as regards to structural and surface integrity, protection against vandalism, public safety and weathering; • Ease of maintenance; • Appropriateness of proposed method of installation of artwork and safety and structural factors involved in installation; • Artist's experience in working on comparable projects. Item 9.a. - Page 2 CITY COUNCIL CONSIDERATION OF A MURAL LOCATED AT 303 E. BRANCH STREET APRIL 22, 2014 PAGE3 If approved by the Public Art Panel, work on the mural could start as early as the first week in May. It is anticipated that the work will take two months with completion projected in early July, 2014. ALTERNATIVES: The following alternatives have been identified: );;;> Review and provide an opportunity for public comment on the proposed mural prior to decision of the public art panel; );;;> Provide direction to staff. ADVANTAGES: Providing review and comment on the proposed mural maintains compliance with the procedures in the City's Public Art Guidelines previously approved by Council. Art will enhance the Village and community. DISADVANTAGES: No disadvantages have been identified. ENVIRONMENTAL REVIEW: In compliance with the California Environmental Quality Act (CEQA), the Community Development Department has determined that this project is categorically exempt based upon section 15301 of the CEQA Guidelines. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, April 17, 2014 and on the City's website on Friday, April 18, 2014. No comments were received prior to agenda distribution. Attachments: 1. City of Arroyo Grande Public Art Guidelines 2. RFP and Mural Artist Selection Process 3. Proposed Mural sketch Item 9.a. - Page 3 ATIACHMENTl- CIIT OF ARROYO GRANDE ------'•o" ... Public Art Guidelines And Public Art Donation Program Adopted by City Council Resolution No. 3787 October 12, 2004 Ordinance No. 557 October 26, 2004 Amended by City Council Resolution No. 4411 November 8. 2011 © 2004, 2011 City of Arroyo Grande All Rights Reserved Item 9.a. - Page 4 CITY OF ARROYO GRANDE PUBLIC ART PUBLIC ART GUIDELINES Purpose The purpose of these Guidelines is to create a framework to facilitate and encourage property owners to provide outdoor public art on their property, or, if approved by the Director of Community Development, in the adjacent public right-of-way. For purposes of these Guidelines "Public Art" shall mean art loeated on private property that is displayed in an open area that is freely available to the general public or public accessibility is provided based upon the characteristics of the artwork or its placement on the site. Artwork may include free-standing pieces (e.g. a sculpture or water fountain) or may be integrated into its surroundings as an architectural element (e.g. relief sculpture embedded in pavement or a wall, a mosaic or mural on a wall, decorative railings or lighting. These Guidelines are intended to assist artists, citizens and city officials and staff to understand the City's goals regarding art that is displayed in a manner that is available and aecessible to the general public. The City recognizes that art and artistic expression is a protected activity and these Guidelines are not intended to unduly restrict creative expression or limit the types of public art possible. Rather, they are intended to facilitate and encourage the best possible combination of sites and artwork, and help to guide what is essentially a form of communication between the artist and the corilmunity. Process These Guidelines are applicable to public art projects proposed to be located on private property or by a private owner in the adjacent public right of way. The guidelines and criteria contained herein shall also apply to public art projects on City property, which shall be considered and approved by the City Council, in consultation with the San Luis Obispo County Arts Council, and with the recommendation of the Parks and Recreation Commission if art is proposed to be placed on park property, and are subject to the Public Art Donation Program to the extent applicable. Public Art Panel In order to solicit community input and involvement for the consideration and promotion of public art on private property in the City, a Public Art Panel has been established to review all public art. The 7 member panel is made up of the following representatives to be convened as needed {a minimum of 6 members shall be residents or business owners in Arroyo Grande): •:• 2 representatives from the property owner. •:• 2 representatives designated by the County Arts Council •:• 1 representative from the Architectural Review Committee. •:• 1 representative from the Chamber of Commerce or 1 representative from the Village Improvement Association if the project is within the Village Districts. •:• 1 representative from the Historical Society. Item 9.a. - Page 5 CITY OF ARROYO GRANDE PUBLIC ART The Public Art Panel will convene to approve public art by a majority vote after the piece or plans are presented at a public hearing held by the City Council for the purpose of obtaining community input. The San Luis Obispo County Arts Council shall act in an advisory capacity to the Public Art Panel. Guidelines The following guidelines developed by the San Luis Obispo County Arts Council are intended to facilitate and encourage Public Art that is proposed to be placed on private property or by a property owner on adjacent public right of way within the City: 1. Public art shall be of high artistic quality. 2. Public art shall be compatible with the immediate site and neighborhood in tenns of social and cultural characteristics, architectural scale, materials, land use and geographical and environmental context. 3. Public art shall not impede pedestrian or vehicle traffic or conflict with public or private easements. , 4. Consideration shall be given to any public safety or public health concerns related to, or created by, the artwork. 5. Public art shall be constructed of durable, high-quality materials and require minimal or no maintenance. 6. Public art shall be securely installed. 7. A wide variety of artistic expression is encouraged. However, expressions of profanity or vulgarity are inappropriate. Selection Criteria The following are considerations for the selection of public art 1. Relationship to the social, cultural and historical identity of the area 2. Evaluation of artistic excellence; 3. Appropriateness of scale, form, material, content and design relative to the immediate neighborhood; 4. Appropriateness of proposed materials as regards to structural and surface integrity, protection against vandalism, public safety and weathering; 5. Ease of maintenance; Item 9.a. - Page 6 CITY OF ARROYO GRANDE PuBLICART 6. Appropriateness of proposed method of installation and artwork and safety and structural factors involved in installation; 7. Artist's experience in working on comparable projects. The City or Public Art Panel may consider a revolving art program for a proposed location on an ongoing basis. Location Public art is allowed in any district and is strongly encouraged in the Village Downtown, Village Mixed Use, Gateway Mixed Use, Fair Oaks Mixed Use and Public Facility Districts. Promotion of public art visible from intersections within these districts as well as proximate to public gathering areas, plazas and public parking areas is highly recommended. PUBLIC ART DONATION PROGRAM Purpose Public art can provide aesthetic, cultural and economic benefits to the community. The City of Arroyo Grande Public Art Donation Program is a means by which an artist, or an individual or group commissioning an artist, may donate, gift or bequeath public art to the City of Arroyo Grande for location in a city owned public place. Definition Public art can be defined as "The engagement of an artist with public place involving original, creative work by an individual or a group." This includes functional and original works of art that also serve as capital improvements, such as, but not limited to seating, fountains, lighting, and free standing art forms. Pre-fabricated manufactured items such as benches, fountains etc. are not considered public art. Proposal Proposals should include: 1. A donor applicatio.n form (See Attachment 1) 2. The artist or donor's name, 3. Title of the work and artist statement 4. Description of the work (such as a photograph, artist's rendering or computer generated image) 5. The materials and size of the work 6. A preferred public location 7. A statement from the donor and artist that the art is free of encumbrances Item 9.a. - Page 7 CITY OF ARROYO GRANDE PUBLIC ART 8. The artist's resume if available 9. Estimated value of donated work 10. Recommended manner of installation 11. Estimated maintenance cost Process The following steps will result in the review and decision regarding a proposal: 1. The proposal would be submitted to the Community Development Department to review it to: a. Determine ongoing and General Plan consistency, accuracy and appropriateness. b. Insure it would not create an undue risk or a safety problem. c. Consider maintenance requirements d. Determine durability e. Identify any engineering concerns 2. The proposal will be reviewed by the Parks and Recreation Commission if proposed to be placed on a park property. 3. Recommendations will be forwarded to the City Council for review and action during a public hearing. The Council would have final approval of the donation. Guidelines for Review of the Proposal The following guidelines would be used for review of art donations: 1. Public art shall be of high artistic quality. 2. Public art shall be compatible with the immediate site and neighborhood in terms of social and cultural/historical characteristics, architectural scale, materials, land use and geographical and environmental context. · 3. Public art shall not impede pedestrian or vehicle traffic or conflict with public or private easements. 4. Consideration shall be given to any public safety or public health concerns related to or created by the artwork. S. Public art shall be constructed of durable, high-quality materials and require minimal or no maintenance. Item 9.a. - Page 8 CITY OF ARROYO GRANDE PUBLIC ART 6. Public art shall be securely installed. 7. A wide variety of artistic expression is encouraged. However, expressions of profanity or vulgarity are inappropriate. Display of Public Art 1. A contract shall be executed between the artist and the City establishing the terms of the proposed installation. 2. Artwork shall be displayed to include the artwork title, artist's name, patron's name if applicable and date of completion. The materials used and a short explanation of the work could be included as an option. Plaques will not be used for advertising purposes. 3. Prior to accepting the project, the Community Development Department shall receive from the artist or donor a set of plans, specifications, and a copy of a maintenance record, which identifies maintenance, installation and removal instructions. The transportation, installation and adjunct costs (such as engineering, a base for the artwork or other installation elements) related to artwork are the responsibility of the donor. 4. Once the art piece is installed (by the donor under the supervision of City staff with the artist's installation direction and donor installation funding), it will require inspection and sign off by a City Building Inspector. 5. Following inspection, the artwork shall become the property of the City. A publicized dedication ceremony shall be held to present the art piece to the community. Item 9.a. - Page 9 ATTACHMENT 2 Arroyo Grande Public Art Part of Arroyo Grande In Bloom, Inc. ARROYO GRANDE PUBLIC ART REQUEST FOR PROPOSALS THE ARROYO GRANDE AGRICULTURAL HISTORY MURAL REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES FOR MURAL TO BE LOCATED AT 303 E. BRANCH STEET, ARROYO GRANDE, CA Proposal Request: February 3, 2014 Proposals Due: March 5, 2014 Arroyo Grande Public Art, in conjunction with NKT Commercial, is seeking proposals from qualified professional muralists to create an historical mural related to the agricultural history of Arroyo Grande on the east side of the building located at 303 Branch Street, Arroyo Grande, CA. 1 Item 9.a. - Page 10 Project Goals The goal of the Arroyo Grande Agricultural History Mural is to select a qualified muralist or artist team who can demonstrate artistic excellence and create a mural consistent with the following theme: The City of Arroyo Grande has rich agricultural history. The mural is to depict the agricultural history of Arroyo Grande, with images reflecting farm.ing, agriculture, and shipping of produce using a narrow gauge railroad. It could incorporate vegetables, vineyards, horses and cattle, as well as images of the growers/shippers from the early days of the community. The artist should also consider incorporating a three dimensional element into the artwork. The area also has historically been farmed by agricultural families with deep roots and history in the community and who came from many different cultures, including the Japanese-American community, the Filipino-American community and the Portuguese-American community. This diversity of cultures would also be appropriate to depict in the mural. For example, the Pismo Oceano Vegetable Exchange consists of many of the old Japanese-American farming families that have been in the region for generations and there are many fine images available of them and their farming activities that can be incorporated into a mural artwork (see for example http://pove.net/our-historv/). The South County Historical Society has many old photographs, and other graphics that can be accessed as inspiration for the mural project, and we also have secured other historic images that will be made available to muralists to review. We are attaching a few representative images to this RFP for reference. Scope of Work and Location The location of the mural will be a wall on the east side of the building located at 303 E. Branch Street in Arroyo Grande, CA. As noted, the goal is to create a mural related to Arroyo Grande's agricultural history, incorporating themes reflecting the many cultures who have contributed to the history and development of the community. The successful artist proposal will be responsible for the preparation of the design including, but not limited to, design, layout, and art production. The space is rectangular, 79 feet long by 22 feet high. The wall is terminated at the ground meeting the parking lot at a ninety degree angle. A photograph of the wall is provided with this Request for Proposals, but interested muralists are encouraged to visit the site to further evaluate the wall in relation to their proposal. Arroyo Grande Public Art and NKT Commercial seek experienced muralists, including individuals or an artist team, with an excellent mural proposal that is novel, creative and engaging. Prior experience creating large murals, including work on scaffolding on a large building wall is required. 2 Item 9.a. - Page 11 Proposal Submission Requirements To be considered for the work, interested muralists must submit a proposal to Arroyo Grande Public Art and NKT Commercial to include: 1. A narrative and drawing illustrating the concept, including supplemental information such as medium, and approximate dimensions of the proposed mural. The narrative should convey the artistic intent; colors, style of work, etc. 2. A suggested method and cost estimate for a protective coating that will be applied to the mural after completion. The artist will be required to apply the protective coating. 3. An itemized budget and cost proposal. 4. A timetable for the Project (the mural must be completed within 60 days of execution of the Professional Services Agreement). 5. A maintenance plan describing the material and processes used (so that repairs can be made) and a schedule of required maintenance (such as the replacement of an anti-ultraviolet coating), consistent with the following: --Periodic inspections, at intervals recommended by the artist, should be made of the surface of the mural for cracks caused by changes in the substrate below. Repairs should be made so moisture cannot get under the surface and cause blistering due to temperature changes affecting the surface. --Any repairs to the painted surface must be re-coated according to the manufacturer's instructions or as necessary to preserve the anti-ultraviolet coating. --Anti-graffiti anti-ultraviolet coating, with a minimum number of coats recommended by the coating manufacturer, should be applied on a specified schedule, according to the manufacturer's recommendations. The art piece should be cleaned and thoroughly dry before any application of the recommended protective coating. --If it is determined that it is desirable to clean the surface of the mural, washing instructions shall be included. For example, this could include washing with cool water (under 90 degrees Fahrenheit), and Joy Dishwashing liquid or any dishwashing liquid that does not contain chlorine, or a mild solution of Tri-sodium Phosphate and water (diluted to the recommendations of the manufacturer), which could also be used to clean the surface of the mural, along with thorough rinsing. Use of any cleaning products with bleaches or oils would not be appropriate and should not be recommended. 3 Item 9.a. - Page 12 6. A detailed resume, contact information and artist statement. 7. Supporting material such as examples of other works and/or reviews of similar work. Examples should describe size, materials, cost and location of other public art projects. 8. Artists shall submit their qualifications, consistent with the Artist Selection Considerations set forth below, to Arroyo Grande Public Art and NKT Commercial with their proposal. 9. Three (3) copies of the proposal shall be submitted which must be printed one sided. 10. A statement describing the artist's or art firm's experience in all tasks associated with producing a quality product. This must include murals of a comparable scale created by the artist; 11. Samples of the artist or firm's work and a draft sketch of the proposed mural. 12. At least three recent references with telephone numbers; Qualifications ARTIST SELECTION CONSIDERATIONS The selection of an artwork proposal to be implemented for the project will be based on the following criteria: 1. The aesthetic quality of the proposed work. Artwork examples submitted must represent the artist's own original creative work. The artist's work should reflect artistic excellence, innovation and originality, as evidenced by professional quality of craftsmanship and mastery of skills, techniques; professional approaches to processes and presentation, and/or communicate a unique vision or perspective. 2. The artist's work will be judged on the basis of being appropriate to the goals of the project and the demonstrated maintainability and durability of the artwork's design, materials, fabrication and installation methods 3. The artist's professional experience must be appropriate to meet the demands of the project. Qualifying activities should include some combination of the following: education and training as an artist; an exhibition record in museums; commercial art galleries, and/or non-profit art spaces; previous public or private commissions; participation in artist in-residency programs; or other related activities indicative of a professional art practice. Artists must have experience creating large 4 Item 9.a. - Page 13 mural artworks, preferably on large exterior walls, and must also have experience using scaffolding during the creation of such mural artworks. 4. The demonstrated feasibility of the preliminary proposal and the proposal budget. 5. The artist's availability to participate in the design, approval and implementation of the project as required. 6. An assessment of the ability to meet project deadlines and to perform work in a timely and professional manner. 7. Results of reference checks. Evaluation Evaluation of proposals will be based on cost, as well as the ability of the artist or designer to produce a professional quality product. The most qualified respondent may be invited, at Arroyo Grande Public Art's discretion to, to an interview with the representatives of Arroyo Grande Public Art and NKT Commercial. Funding for the project is through NKT Commercial. Artists submitting proposals are hereby notified that the successful proposal will also be required to go through the City of Arroyo Grande's Public Art juried approval process, and the final award of the project shall be subject to approval through that process. General Arroyo Grande Public Art and NKT Commercial reserve the right to reject any or all proposals or to waive any irregularities or informalities in any proposal. The artist that is selected will be required to enter into a professional services agreement with NKT Commercial, the terms of which will be subject to negotiation by the parties. The agreement will include indemnification and insurance requirements to be provided by the artist. The agreement will also address issues of rights of reproduction, ownership and related matters consistent with the requirements of Arroyo Grande Public Art, NKT Commercial, and the provisions of the Federal Visual Artist Rights Act of 1990 (Title 17 U.S. Code et seq.) and the California Art Preservation Act (Civil Code Section 987 et seq.). Individuals or firms desiring additional information, including questions regarding costs and budgets, and to request historical photos may contact Trudy Jarratt at 805- 709-6005 or at [email protected]. 5 Item 9.a. - Page 14 Resources Arroyo Grande Village http://www.arroyograndevillage.org South County Historical Society http://www.southcountvhistorv.org Arroyo Grande In Bloom/Arroyo Grande Public Art http://www.arroyograndeinbloom.org/public_art/index.shtml Submittal Proposals must be received no later than Wednesday, March 4, 2014 at 5:00 p.m. Proposals should be sent to the attention of Arroyo Grande Public Art, P .0. Box 231, Arroyo Grande, CA 93421 . 6 Item 9.a. - Page 15 ~~ArroyoGrande Public Art Mural Artist Selection Process The Former '1f's Market" Building 2014 Background In February 2013 AGIB President Bob Lund and AG Public Art (AGPA)Chairperson Trudy Jarratt met with Nick Tompkins of NKT Commercial to suggest he consider including public art in a Arroyo Grande project. He expressed an interest in doing so. An opportunity presented itself during the development of the old JJ's market building and the surrounding property. In December 2013 a meeting was held with Nick Tompkins and a sub-committee of AGPA to discuss an RFP /Q for qualified artists to create a mural on the east wall of the old "JJ's Market" building. The subject was to be the agricultural history of the Arroyo area. Below is a paragraph taken from the RFP which defines the scope of the project: "The City of Arroyo Grande has rich agricultural history. The mural is to depict the agricultural history of Arroyo Grande, with images reflecting farming, agriculture, and shipping of produce using a narrow gauge railroad. It could incorporate vegetables, vineyards, horses and cattle, as well as images of the growers/shippers from the early days of the community. The artist should also consider incorporating a three dimensional element into the artwork. " The RFP and Resulting Proposals The RFP was released on February 3 to the California Arts Council, ARTS Obispo (the SLO County Arts Council) and other art councils across California, as well as several individual well known muralists in the state. It was also posted on the Linkedin muralist blog. Proposals were due to AGPA and NKT Commercial by March 5. We received 20 inquires from artists and 4 artists submitted proposals. The AGPA sub-committee met on March 10 to go over the proposals to insure they met the basic requirements of the RFP/Q. The RFP/Q artist qualifications called for the artist's professional experience be appropriate to meet the demands of the project. Qualifications included education and training as an artist; exhibition record; previous commissions etc. Experience creating large mural artworks was a must. Item 9.a. - Page 16 On March 18 the sub-committee met with Nick Tompkins of NKT Commercial to provide him with the proposals and our input which included a ranking of the proposals based on the RFP criteria. Mr. Tompkins was then given the proposals to review. On Thursday, March 27, Mr. Tompkins notified AGPA Chairperson Trudy Jarratt of his selection. Both the sub-committee and Mr. Tompkins chose the same proposal as the most appropriate for the job. The winning artist is Colleen Mitchell-Veyna from Visalia. She has worked on numerous large scale murals throughout California and Nevada, including Exeter, California which is well-known for their outstanding murals. You can view some of her mural work on her website: http://veynadesignstudios.com/cities.html It our hope that work can begin on the mural sometime in May. The project should take two months to complete. Item 9.a. - Page 17 aTTACHMENT 3 Item 9.a. - Page 18 MEMORANDUM TO: CITY COUNCIL FROM: STEVEN N. ANNIBALI, CHIEF OF POLICE SUBJECT: CONSIDERATION OF AN AGREEMENT WITH THE COUNTY OF SAN LUIS OBISPO SHERIFF FOR 911 PUBLIC SAFETY DISPATCH SERVICES DATE: APRIL 22, 2014 RECOMMENDATION: It is recommended the City Council approve and authorize the City Manager to enter into an agreement with the County of San Luis Obispo Sheriff for 911 public safety dispatch services. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The proposed cost is based on a three year contract proposal, including the $89,588 that the County has projected for the remaining FY13-14. There are funds available in the existing FY2013-14 Police Department budget that will cover the $89,588 for the remainder of the fiscal year. The three year cost for FY2014-15 through FY 2016-17 is $322,576, $352,839 and $379,837 respectively. These costs are based on a staffing level of three dispatcher positions. For reference, in FY13-14, the City of Arroyo Grande budgeted approximately $500,000 for staffing of five full-time dispatchers and one part-time dispatcher. BACKGROUND: At the October 8, 2013 meeting, the City Council approved staff’s recommendations for temporary relocation of the Police Department during the construction of the proposed police station improvements. The recommendations included entering into an agreement with the Sheriff’s Department for temporary use of their dispatch center during this period. In 2013, the San Luis Obispo County Grand Jury released a report regarding the “Consolidation of Public Safety Dispatch Systems”. The report focused on the feasibility and cost savings of consolidating dispatch services. Item 10.a. - Page 1 CITY COUNCIL CONSIDERATION OF AN AGREEMENT WITH THE COUNTY OF SAN LUIS OBISPO SHERIFF FOR 911 PUBLIC SAFETY DISPATCH SERVICES APRIL 22, 2014 PAGE 2 On February 3, 2014, the City of Arroyo Grande dispatch personnel were relocated to the Sheriff’s Department dispatch center to operate at that location on a temporary basis during the remodel of the police station. The relocation of dispatch personnel was also intended to serve as a pilot project regarding the feasibility of contracting with the Sheriff’s Department for dispatch services. ANALYSIS OF ISSUES: As part of the Police Department relocation project, the Police Department enhanced their connectivity of radios, telephones and information technology systems with the Sheriff’s Department in order to provide for the temporary dispatch measures. The communications enhancement was successful and currently the Police Department and Sheriff’s Department have complete inter-operability with these systems. During this temporary relocation, discussions continued with the Sheriff’s Department regarding the feasibility of contracting dispatch services from them. The primary focus of the contract proposal is to increase the level of service to the citizens of Arroyo Grande by providing increased dispatch staffing levels at any given time, provide full Emergency Medical Dispatch services, improvement of multi-agency coordination in emergencies and reduce costs through the economy of scale. The Sheriff’s Department’s proposed contract provides for 911 public safety dispatch services for the City of Arroyo Grande. Police calls for service would be handled by Sheriff’s dispatchers and fire calls for service would be transferred to the City of Grover Beach who provides dispatch services for the Five Cities Fire Authority. During this temporary arrangement for dispatch services, three employees have resigned to work for other cities, and another employee is scheduled to be hired by the Sheriff’s Department upon contract approval. The Sheriff’s Department was willing to hire three dispatchers from the City of Arroyo Grande. Current employees would have to apply and go through the Sheriff’s Department background and hiring process. To date, there is one current employee left who has not applied. The employee has been notified that under Article 41 of the Police Officers’ Association Memorandum of Understanding, their position will be subject to lay-off should this contract be approved. The City has met and conferred with the Police Officers’ Association on the effects of contracting out dispatch services to the Sheriff’s Department and all concerns have been resolved. Both the Police and Sheriff’s Department have resolved the logistical, technical and procedural issues regarding contracted dispatch services and are prepared to move forward with the contract proposal. The agreement was extensively reviewed and revised by the City Attorney’s Office and several provisions were negotiated between the County Counsel’s Office and the City Attorney’s Office. The final agreement has been approved by the City Attorney. Item 10.a. - Page 2 CITY COUNCIL CONSIDERATION OF AN AGREEMENT WITH THE COUNTY OF SAN LUIS OBISPO SHERIFF FOR 911 PUBLIC SAFETY DISPATCH SERVICES APRIL 22, 2014 PAGE 3 The Sheriff’s Department is proposing a three-year agreement. This will provide for fiscally predictable dispatch services and a long-term commitment for both parties. The first year potential savings to the City of Arroyo Grande is approximately $177,000. Additionally, the contract provides for a renewal clause that limits any potential increases to a cap of 10% of the previous year’s dispatch services. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve the agreement; 2. Do not approve the agreement and direct staff to re-establish dispatch services in the City of Arroyo Grande following the police building remodel project 3. Provide staff direction. ADVANTAGES: The proposal will address the need for adequate dispatcher staffing, provide enhanced dispatch and technology services and reduce costs for dispatch services. DISADVANTAGES: The main disadvantage is the need to coordinate communications with a contract service provider and the cost to provide fire dispatch services through the City of Grover Beach. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, April 17, 2014 and on the City’s website on Friday, April 18, 2014. No comments were received. Item 10.a. - Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Item 10.a. - Page 4