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04-12-2021_CCAgendaPacket1.CALL TO ORDER 2.ROLL CALL NO. 2 PORTUGUESE BEND ROAD ROLLING HILLS, CA 90274 (310) 377-1521 FAX (310) 377-7288 AGENDA Regular Council Meeting CITY COUNCIL Monday, April 12, 2021 CITY OF ROLLING HILLS 7:00 PM This meeting is held pursuant to Executive Order N-29-20 issued by Governor Gavin Newsom on March 17, 2020. All Councilmembers will participate by teleconference. The meeting agenda is available on the City’s website. A live audio of the City Council meeting will be available on the City’s website. Both the agenda and the live audio can be found here: https://www.rolling- hills.org/government/agenda/index.php. Members of the public may observe and orally participate in the meeting via Zoom and or submit written comments in real-time by emailing the City Clerk’s office at cityclerk@cityofrh.net. Your comments will become part of the official meeting record. You must provide your full name, but please do not provide any other personal information that you do not want to be published. Zoom access: https://us02web.zoom.us/j/87227175757? pwd=VzNES3Q2NFprRk5BRmdUSktWb0hmUT09 Or dial (669) 900-9128 meeting ID: 872 2717 5757 passcode: 780609 Audio recordings to all the City Council meetings can be found here: https://cms5.revize.com/revize/rollinghillsca/government/agenda/index.php While on this page, locate the meeting date of interest then click on AUDIO. Another window will appear. In the new window, you can select the agenda item of interest and listen to the audio by hitting the play button. Written Action Minutes to the City Council meetings can be found in the AGENDA, typically under Item 4A Minutes. Please contact the City Clerk at 310 377-1521 or email at cityclerk@cityofrh.net for assistance. Next Resolution No. 1275 Next Ordinance No. 371 1 3.OPEN AGENDA - PUBLIC COMMENT WELCOME This is the appropriate time for members of the public to make comments regarding the items on the consent calendar or items not listed on this agenda. Pursuant to the Brown Act, no action will take place on any items not on the agenda. 4.MEETING MINUTES 4.A.MINUTES: REGULAR MEETING OF MARCH 22, 2021. RECOMMENDATION: Approve as presented. 5.CONSENT CALENDAR Matters which may be acted upon by the City Council in a single motion. Any Councilmember may request removal of any item from the Consent Calendar causing it to be considered under Council Actions. 5.A.PAYMENT OF BILLS. RECOMMENDATION: Approve as presented. 5.B.CITY OF ROLLING HILLS SUPPORT LETTERS FOR SB 765 ADU SETBACK (STERN) AND AB 1053 CITY SELECTION COMMITTEES QUORUM AND TELECONFERENCING (GABRIEL). RECOMMENDATION: Receive and file. 5.C.CTY OF ROLLING HILLS OPOSITION LETTER TO AB 1372 RIGHT TO TEMPORARY SHELTER (MURATSUCHI). RECOMMENDATION: Receive and file. 5.D.FINANCIAL STATEMENTS FOR THE QUARTER ENDING MARCH 31, 2021 RECOMMENDATION: Receive and file. 5.E.CONSIDER AND APPROVE TIME EXTENSION REQUEST FOR STORM HILL SUBDIVISION IMPROVEMENTS AGREEMENT. R EC O MM EN D ATION : Consider and approve the proposed 5th amendment to subdivision improvements agreement. 5.F.CONSIDER AND APPROVE AMENDED CITY MANAGER EMPLOYMENT CONTRACT RECOMMENDATION: Approve amended employment contract. 2021-03-22_CCMinutes_F.docx Check Voucher Register - Council Report Expenditures from 3-24-2021.pdf Check Voucher Register - Council Report Expenditures from 4-12-2021.pdf Letter of Support SB 765 (Stern) Accessory Dwelling Unit Setback.pdf Letter of Support SB 765 (Stern) ADU Setback.pdf Letter of Support for AB1053.pdf AB 1372 Notice of Opposition Ltr 2021.03.31.pdf Budget Comparative 03-31-21.pdf ROLLING HILLS - Fifth Amendment to Subdivision Improvement Agreement (Storm)- c1.DOCX Extension Letter - PM 26356 - 2.01.2021.pdf FIRST AMENDMENT to CM agreement Elaine Jeng (2021)-c1_2021-04-09_F.pdf 2 6.CITY COUNCIL REORGANIZATION A. PRESENTATION OF NEW MAYOR AND MAYOR PRO-TEM. B. PRESENTATION TO MAYOR PIEPER IN RECOGNITION OF HIS SERVICE DURING HIS 2020-2021 TERM AS MAYOR. C. COMMENTS FROM OUTGOING MAYOR. 7.COMMISSION ITEMS 8.PUBLIC HEARINGS 8.A.CONSIDER AND ADOPT AN URGENCY ORDINANCE AND INTRODUCE AN ORDINANCE AMENDING CHAPTER 8.36 OF TITLE 8 OF THE ROLLING HILLS MUNICIPAL CODE, FLOODPLAIN MANAGEMENT REGULATIONS, FOR COMPLIANCE UNDER THE NATIONAL FLOOD INSURANCE PROGRAM. RECOMMENDATION: Waive full reading and adopt Urgency Ordinance 370U and introduce and waive full reading of Ordinance 370 amending Chapter 8.36 Floodplain Management Regulations. 9.OLD BUSINESS 9.A.REVIEW PREVIOUSLY PRESENTED CITY HALL ADA IMPROVEMENTS PROJECT RESTROOM LAYOUT OPTIONS. R E COM M EN D ATIO N : Review the two options previously presented for ADA compliant restroom layouts and provide direction to staff. 10.NEW BUSINESS 10.A.PRESENTATION BY PALOS VERDES PENINSULA UNIFIED SCHOOL DISTRICT SUPERINTENDENT ON REOPENING SCHOOLS. RECOMMENDATION: None. 10.B.CONSIDER FEE WAIVER REQUEST FOR A MIXED-USE APPLICATION AT 24 CINCHRING. RECOMMENDATION: Consider request and provide directions to staff. 10.C.REQUEST BY RESIDENT JUDITH HAENEL TO ALLOW RESIDENTS TO PURCHASE MEMORIAL BRICKS TO BE PLACED ON WALKING PATHS IN AND AROUND THE CITY HALL CAMPUS. RECOMMENDATION: Consider request and provide direction to staff. Ordinance 370U Floodplain Management Regulations (Urgency).DOCX Ordinance 370 Floodplain Management Regulations_.DOCX City_of_Rolling_Hills_Chapter_8.36___FLOODPLAIN_MANAGEMENT_REGULATIONS_FEMA_Technical_Review.pdf 20200509_rollinghills_costestimate10.pdf rolling_hills_city_hall__option1_202006008_Layout1__1_.pdf rolling_hills_city_hall__option2_202006008d_Layout1__1_.pdf Fee Waiver Request Letter.pdf 3 10.D.REVIEW SOLID WASTE COLLECTION SERVICE FEE INCREASE FOR FY 2021-22 AND CONSIDER SETTING PROPOSITION 218 REQUIRED PROTEST HEARING DATE. RECOMMENDATION: It is recommended the City Council review the Refuse Rate for Fiscal Year 2021-22 and provide directions to staff. 10.E.CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH WORLDWISE PRODUCTIONS LLC TO PRODUCE HOME HARDENING EDUCATIONAL VIDEOS. RECOMMENDATION: Approve as presented. 10.F.CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH MNS ENGINEERS FOR ASSISTANCE WITH FEMA/CAL-OES GRANT APPLICATIONS. RECOMMENDATION: Approve as presented. 11.MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS 11.A.VACCINATION PASSPORT/BADGE TO BE ISSUED BY THE CITY OF ROLLING HILLS FOR RESIDENTS THAT HAVE RECEIVED THE COVID-19 VACCINATION. (COUNCILMEMBER BLACK) RECOMMENDATION: None. 11.B.AMENDED SB 9 HOUSING DEVELOPMENT: APPROVALS (MAYOR PRO TEM DIERINGER). RECOMMENDATION: None. 11.C.ASSEMBLY CONSIDERS BALLOT MEASURES TO NULLIFY STATE INFLUENCE OVER ZONING (MAYOR PRO TEM DIERINGER) RECOMMENDATION: None. 12.MATTERS FROM STAFF 13.CLOSED SESSION 14.ADJOURNMENT FullSizeRender[2].jpg FullSizeRender[1].jpg FullSizeRender.jpg Fiscal Year 2021-22 Projected Refuse Subsidy.pdf PSA with Worldwise for Home Hardening Video Production Services-c1_2021-04- 07_signed.pdf Rolling Hills Home Hardening Videos Proposal 3.18.21.pdf Professional Services Agreement - MNS.pdf Exhibit A Scope of Work for MNS 2021 Agreement.PDF 4 THE MEETING WILL BE ADJOURNED IN MEMORY OF JOHN DOUGLASS, HUSBAND OF PLANNING COMMISSIONER ABBY DOUGLASS WHO PASSED AWAY IN THE MONTH OF MARCH 2021. Next regular meeting will be held on Monday, April 26, 2021 at 7:00 p.m. via Zoom. Zoom access: Join Zoom Meeting https://us02web.zoom.us/j/87227175757?pwd=VzNES3Q2NFprRk5BRmdUSktWb0hmUT09 Meeting ID: 872 2717 5757 Passcode: 780609 Notice: Public Comment is welcome on any item prior to City Council action on the item. Documents pertaining to an agenda item received after the posting of the agenda are available for review in the City Clerk's office or at the meeting at which the item will be considered. In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting due to your disability, please contact the City Clerk at (310) 377-1521 at least 48 hours prior to the meeting to enable the City to make reasonable arrangements to ensure accessibility and accommodation for your review of this agenda and attendance at this meeting. 5 Agenda Item No.: 4.A Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:MINUTES: REGULAR MEETING OF MARCH 22, 2021. DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve as presented. ATTACHMENTS: 2021-03-22_CCMinutes_F.docx 6 MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA MONDAY, MARCH 22, 2021 1.CALL TO ORDER The City Council of the City of Rolling Hills met via Zoom Teleconference on the above date at 7:00 p.m. via teleconference. Mayor Pro Tem Bea Dieringer presiding. 2.ROLL CALL Present: Mayor Pro Tem Dieringer, Mirsch, Black and Wilson Absent: Mayor Piper Staff Present:Elaine Jeng, City Manager Meredith T. Elguira, Planning & Community Services Director Jane Abzug, Assistant City Attorney Terry Shea, Finance Director 3.OPEN AGENDA PUBLIC COMMENT WELCOME NONE . 4.CITY COUNCIL MINUTES 4A REGULAR MEETING OF MARCH 08, 2021. MOTION:Councilmember Mirschcalled for a motion to approve the minutes as amended and the motion was seconded by Councilmember Wilson. AYES: COUNCILMEMBERS: Mayor Pro Tem Dieringer, Mirsch, and Wilson NOES: COUNCILMEMBERS: Black ABSENT: COUNCILMEMBERS: Mayor Piper ABSTAIN: COUNCILMEMBERS: None 5.CONSENT CALENDAR 5A PAYMENT OF BILLS 5B JOINT PENINSULA LETTER OPPOSING SB 10 5C REPUBLIC SERVICES RECYCLING TONNAGE REPORT FOR FEBRUARY 2021. 7 Minutes 2 City Council Regular Meeting March 22, 2021 MOTION:Councilmember Wilson called for a motion to approve the consent calendar and the motion was seconded by Councilmember Mirsch. AYES:COUNCILMEMBERS:Mayor Pro TemDieringer, Mirsch,Black,and Wilson NOES:COUNCILMEMBERS: None ABSENT:COUNCILMEMBERS: Mayor Piper ABSTAIN: COUNCILMEMBERS: None 6. COMMISION ITEMS 6A ZONING CASE NO 20-10: VARIANCE REQUEST FOR: 1) ENCROACHMENT INTO THE FRINT AND REAR YARD SETBACKS FOR THE PROPOSED 1,021 SQUARE FOOT RESIDENTIAL ADDITION, TWO- CAR GARGE, SWIMMING POOL WITH SPA, AND PATIO DECK; 2) TOTAL LOT COVERAGE EXEEDANCE; AND 3) EXEMPETION FROM THE STABLE AND CORRAL REQUIREMENTS; AND SITE PLAN REVIEW FOR: 1) EXCEEDINF THE 999 SQUARE-FOOT MAXIMUM ADDITION ALLOWED BY RIGHT AND 2) REMOVING AND REPLACING EXISTING 5 FOOT HIGH WALL WITH THE SAME HEIGHT WALL IN THE SAME LOCATION LOCATED AT 3 OPEN BRAND ROAD, ROLLING HILLS, CA (ROSA). Planning and Community Services Director Meredith Elguira presented the agenda item. MOTION:Councilmember Black called for a motion to receive and file and the motion was seconded by Councilmember Mirsch. AYES:COUNCILMEMBERS: Mayor Pro Tem Dieringer, Mirsch, Black, and Wilson NOES:COUNCILMEMBERS: None ABSENT:COUNCILMEMBERS: Mayor Piper ABSTAIN:COUNCILMEMBERS: None 7.PUBLIC HEARINGS 7A PROPOSED ASSESMENT DISTRICT NO. 2021-1 (EASTFIELD DRIVE UTILITY IMPROVEMENTS) PUBLIC HEARING AND BALLOT TABULATION. Resident Judith Haenelasked what would happen next if the agenda item resulted in ano vote. Bond Counsel Brian Forbath advised that a resolution to abandon proceeds is also before the Council which would effectively terminate the process. Resident Judith Haenel asked for the status of the FEMA grants. City Manager Elaine Jeng stated that there is nothing to report at this time. 8 Minutes 3 City Council Regular Meeting March 22, 2021 Assessment Engineer Jeff Cooper reported that there was 18.09% in favor and 89.91% oppose. MOTION:Councilmember Black called for a motion to move to adopt Resolution No. 1274 abandoning the proceedings and the motion was seconded by Councilmember Mirsch. AYES:COUNCILMEMBERS: Mayor Pro Tem Dieringer, Mirsch, Black, and Wilson NOES:COUNCILMEMBERS: None ABSENT:COUNCILMEMBERS: Mayor Piper ABSTAIN:COUNCILMEMBERS: None 8.OLD BUSINESS 8A CONSIDER AND DISCUSS A CAMPAIGN FOR FIRE FUEL MANAGEMENT IN THE CANYONS. City Manager Jeng presented the agenda item. Councilmember Mirsch stated that she is ready to conduct a focus group meeting on April 15, 2021 to gather data and bring the data back to Council. She further explained the proposed purpose and scope of work of the campaign. She also stated that she should be able to bring the results to Council on April 26. Councilmember Black stated his concerns about the availability of bins and where to place them and how they could impact ease of access and potentially reduce costs in clearing canyons. Councilmember Wilson asked about the focus group timeline and Republic Services’ policy restrictions relating to the free greenwaste bin. He also shared his experience with the Fire Department on brush clearance. Mayor Pro Tem Dieringer suggested that the focus group should be delayed to a later date to allow for more input and time to advertise. Additionally, Mayor Pro Tem Dieringer suggested that there should be multiple ways for residents to provide feedback. PUBLIC COMMENTS: Resident Alfred Visco asked if third party experts on fire fuel reduction could join the focus group meeting and advised to hold the meeting on April 15th. Block Captain Arlene Honbo advised that she is in support of holding the meeting on April 15th in the evening. MOTION:Councilmember Black called for a motion to move forward with Fire Fuel Reduction under the leadership of Councilmember Mirsch the motion was seconded by Councilmember Wilson. 9 Minutes 4 City Council Regular Meeting March 22, 2021 AYES:COUNCILMEMBERS: Mayor Pro Tem Dieringer, Mirsch, Black, and Wilson NOES:COUNCILMEMBERS: None ABSENT:COUNCILMEMBERS: Mayor Piper ABSTAIN:COUNCILMEMBERS: None 9.NEW BUSINESS 9A MID-YEAR BUDGET (FY20-21) REPORT AND APPROPRIATION. Finance Director Terry Shea presented the agenda item. MOTION:Councilmember Wilson called for a motion to receive and file the adjusted budget and motion was seconded by Councilmember Mirsch. AYES:COUNCILMEMBERS: Mayor Pro Tem Dieringer, Mirsch, Black, and Wilson NOES:COUNCILMEMBERS: None ABSENT:COUNCILMEMBERS: Mayor Piper ABSTAIN:COUNCILMEMBERS: None 9B SOUTH BAY CITIES COUNCIL OF GOVERNMENTS (SBCCOG) SPECIAL ASSESSMENT FOR REGIONAL PLANNER. Mayor Pro Tem Dieringer summarized the scope of work of the regional planner, and outlined the assessment amount per city. Discussions ensued among the Councilmembers. MOTION:Mayor Pro Tem Dieringer called for a motion to oppose the assessment and that the City would join only if the planner’s term was limited to one year and the City’s contribution limited to $1,000 and re-evaluate after one year and the motion was seconded by Councilmember Mirsch. AYES:COUNCILMEMBERS: Mayor Pro Tem Dieringer, Mirsch, and Wilson NOES:COUCCILMEMBERS: Black ABSENT:COUNCILMEMBERS: Mayor Piper ABSTAIN:COUNCILMEMBERS: None 9C MNS ENGINEERS CONTRACT AMENDMENT. MOTION:Mayor Pro Tem Dieringer directed staff to bring the item back at the next City Council meeting. 9D SAFE CLEAN WATER MUNICIPAL PROGRAM ANNUAL PLAN EXPENDITURES FOR FISCAL YEAR 2021-2022. City Manager Jeng presented the agenda item. 10 Minutes 5 City Council Regular Meeting March 22, 2021 Consultant Kathleen McGowan stated that the fund disbursement from last year is delayed due to the City’s previous submittal being misplaced by the County. Ms. McGowan briefed the Council about the outfall monitoring and reported that there is no flow recorded from the recent rains and that this is really good news for the City’s compliance but would require more monitoring and modeling to support the data. MOTION:Councilmember Mirsch called for a motion to approve as presented and motion was seconded by Councilmember Black. AYES:COUNCILMEMBERS: Mayor Pro Tem Dieringer, Mirsch, Black, and Wilson NOES:COUNCILMEMBERS: None ABSENT:COUNCILMEMBERS: Mayor Piper ABSTAIN:COUNCILMEMBERS: None 9E AB 1053 CITY SELECTION COMMITTEES: QUORUM: TELECONFERENCING. City Councilmember Wilson explained the difficulty of getting a quorum due to lack of attendance. MOTION:Councilmember Wilson called for a motion to support the bill as written and direct staff to issue a letter of support and motion was seconded by Councilmember Mirsch. AYES:COUNCILMEMBERS: Mayor Pro Tem Dieringer, Mirsch and Wilson NOES:COUNCILMEMBERS: Black ABSENT:COUNCILMEMBERS: Mayor Piper ABSTAIN:COUNCILMEMBERS: None 9F SB 765 ACCESSORY DWELLING UNIT (ADU) SETBACK. City Manager Jeng presented the agenda item that would allow cities to determine setbacks for ADUs that are more conducive to individual cities. MOTION:Councilmember Black called for a motion to support SB 765 ADU setback and to direct staff to send letters of support to Senate and Assembly representatives. AYES:COUNCILMEMBERS: Mayor Pro Tem Dieringer, Mirsch, Black and Wilson NOES:COUNCILMEMBERS: None ABSENT:COUNCILMEMBERS: Mayor Piper ABSTAIN:COUNCILMEMBERS: None 9G AB 1372 RIGHT TO TEMPORARY SHERLTER. City Manager Jeng presented the agenda item that would require every city to provide temporary shelter, homeless services and job training to someone who has actively sought temporary shelter in the jurisdiction for at least three days and require cities to provide rent subsidies if they are unable to provide temporary shelter. 11 Minutes 6 City Council Regular Meeting March 22, 2021 MOTION:Councilmember Mirsch called for a motion to oppose AB 1372 and to direct staff to send opposition letters to senate and assembly representatives and motion was seconded by Councilmember Black. 10.MATTERS FROM THE CITY COUCIL AND MEETING ATTENDANCE REPORTS 10A VACCINATION PASSPORT/BADGE TO BE ISSUED BY THE CITY OF ROLLING HILLS FOR RESIDENTS THAT HAVE RECEIVED THE COVID- 19 VACCINATION (COUNCILMEMBER BLACK). Councilmember Black proposed issuing a badge or some type of identification to identify residents who have been fully vaccinated. Councilmember Mirsch recommended a more fun version of a badge and more socialized way of disseminating them to residents to spread the word about getting vaccinated. Assistant City Attorney Abzug stated that the City must comply with LA County Health Orders and explained the potential liabilities with staff issuing badges or stickers. Ms. Abzug’s final recommendation was to push out information. COMMENTS: Resident Judith Haenel stated that she is against having a badge and recommended that a non- city organization to administer the plan. In other matters, Councilmember Mirsch asked to agendize, for discussion, pending bills that could impact the community. 11.MATTERS FROM STAFF NONE. 12.CLOSED SESSION NONE. 13.ADJOURNAMENT Hearing no further business before the City Council, the meeting was adjourned at 10:35 PM. Next regular meeting: Monday, April 12, 2021 at 7:00 p.m. via City's website's link at: https://www.rolling-hills.org/government/agenda/index.php Zoom access: https://us02web.zoom.us/j/87227175757?pwd=VzNES3Q2NFprRk5BRmdUSktWb0hmT9 or dial (669) 900-9128, meeting ID: 872 2717 5757, passcode: 780609 12 Minutes 7 City Council Regular Meeting March 22, 2021 Respectfully submitted, ____________________________________ Elaine Jeng, P.E. Acting City Clerk Approved, ______________________________________ Jeff Pieper Mayor 13 Agenda Item No.: 5.A Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:STEPHANIE GRANT , ADMINISTRATIVE CLERK THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:PAYMENT OF BILLS. DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve as presented. ATTACHMENTS: Check Voucher Register - Council Report Expenditures from 3-24-2021.pdf Check Voucher Register - Council Report Expenditures from 4-12-2021.pdf 14 15 16 Agenda Item No.: 5.B Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:STEPHANIE GRANT , ADMINISTRATIVE CLERK THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CITY OF ROLLING HILLS SUPPORT LETTERS FOR SB 765 ADU SETBACK (STERN) AND AB 1053 CITY SELECTION COMMITTEES QUORUM AND TELECONFERENCING (GABRIEL). DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Receive and file. ATTACHMENTS: Letter of Support SB 765 (Stern) Accessory Dwelling Unit Setback.pdf Letter of Support SB 765 (Stern) ADU Setback.pdf Letter of Support for AB1053.pdf 17 18 19 20 21 22 Agenda Item No.: 5.C Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:STEPHANIE GRANT , ADMINISTRATIVE CLERK THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CTY OF ROLLING HILLS OPOSITION LETTER TO AB 1372 RIGHT TO TEMPORARY SHELTER (MURATSUCHI). DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Receive and file. ATTACHMENTS: AB 1372 Notice of Opposition Ltr 2021.03.31.pdf 23 24 25 Agenda Item No.: 5.D Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:TERRY SHEA, FINANCE DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:FINANCIAL STATEMENTS FOR THE QUARTER ENDING MARCH 31, 2021 DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: General Fund Budget Comparison for the Quarter Ending March 31, 2021 FISCAL IMPACT: None RECOMMENDATION: Receive and File. ATTACHMENTS: Budget Comparative 03-31-21.pdf 26 Page: 1 4/5/2021 YTD YTD YTD Budget Actual Variance Percentage 1,190,300$ $ 716,183 $ (474,117) 60.17% 4,800 22,726 17,926 473.46% 33,500 71,896 38,396 214.61% 232,500 119,050 (113,450) 51.20% 281,250 135,764 (145,486) 48.27% 20,000 22,433 2,433 112.17% 1,300 258 (1,042) 19.85% 19,000 7,280 (11,720) 38.32% 14,300 3,211 (11,089) 22.45% 585.0 Covid 19 Revenues 50,000 50,000 - 100.00% 68,000 51,741 (16,259) 76.09% - 18,401 18,401 #DIV/0! 56,250 - (56,250) 0.00% 800 752 (48) 94.00% 600 350 (250) 58.33% 100,000 18,599 (81,401) 18.60% - 47,733 47,733 #DIV/0! 37,800 3,241 (34,559) 8.57% 24,000 18,000 (6,000) 75.00% 2,134,400 $ 1,307,618 (826,782)61.26% 258,402 62,987 195,415 24.38% 258,402 62,987 195,415 24.38% 424,600 221,068 203,532 52.07% 10,500 - 10,500 0.00% 72,400 43,746 28,654 60.42% 7,700 6,209 1,491 80.64% 47,600 20,232 27,368 42.50% 30,300 24,943 5,357 82.32% 26,800 11,604 15,196 43.30% 2,000 1,041 959 52.05% 3,200 2,100 1,100 65.63% 60,000 22,667 37,333 37.78% 4,100 4,219 (119) 102.90% 11,300 10,605 695 93.85% 10,000 325 9,675 3.25% 2,000 498 1,502 24.90% 2,000 - 2,000 0.00% 500 26 474 5.20% 15,000 13,613 1,387 90.75% 6,100 5,061 1,039 82.97% 10,000 75 9,925 0.75% 6,000 4,062 1,938 67.70% 5,000 550 4,450 11.00% 1,500 325 1,175 21.67% 10,000 1,760 8,240 17.60% 90,000 62,006 27,994 68.90% 3,000 - 3,000 0.00% 6,000 27,408 (21,408) 456.80% 30,000 3,633 26,367 12.11% 84,200 94,168 (9,968) 111.84% - 3,117 (3,117)#DIV/0! 670.0 Interest Earned Section 115 950.0 Capital Outlay-Equipment 890.0 Consulting Fees 850.0 Election Expense City Council 820.0 Website 802.0 Legal Expenses-Other 801.0 City Attorney 795.0 Other Gen Admin Expense 790.0 Advertising 785.0 Codification 780.0 Minutes Clerk Meetings 775.0 City Council Expense 770.0 Telephone 765.0 Postage 761.0 Auto Mileage 759.0 Training & Education 757.0 Meetings Expense 755.0 Conference Expense 750.0 Dues & Subscriptions 745.0 Equipment Leasing Costs 740.0 Office Supplies & Expense 720.0 Auto Allowance 719.0 Deferred Compensation 718.0 Employer Payroll Taxes 717.0 Retiree Medical 716.0 Group Insurance 715.0 Workers Compensation Insurance 710.0 Retirement CalPERS-Employer 703.0 Salaries-Part Time Dept: 01 City Administration 702.0 Salaries-Full Time Total 00 Expenditures Dept: 00 999.0 Operating Transfer Out Total Revenues 670.0 Interest Earned 675.0 Miscellaneous Revenue 699.0 Operating Transfer In 650.0 PSAF & COPS 655.0 Burgler Alarm Responses 620.0 Proposition A Exchange 600.0 City Hall Leasehold RHCA 505.0 Grants 460.0 Franchise Fees 480.0 Fines & Traffic Violations 450.0 Variance, Planning & Zoning 455.0 Animal Control Fees 440.0 Building & Other Permit Fees 420.0 Motor Vehicles in Lieu Tax-VLF 401.0 Property Taxes 410.0 Real Estate Transfer Tax CITY OF ROLLING HILLS BUDGET COMPARISON GENERAL FUND FY 2020-21 MARCH City of Rolling Hills 405.0 Sales Tax Fund: 01 - General Fund Revenues Current Year As Of: 03/31/21 27 CITY OF ROLLING HILLS BUDGET COMPARISON GENERAL FUND FY 2020-21 MARCH 981,800 585,061 396,739 59.59% Amended YTD YTD YTD Budget Actual Variance Percentage $ 2,100 -$ $ 2,100 0.00% 17,100 17,110 (10) 100.06% 103,683 48,566 55,117 46.84% 122,883 65,676 57,207 53.45% 196,700 132,281 64,419 67.25% 15,750 26,357 (10,607) 167.35% 33,800 27,512 6,288 81.40% 3,800 2,385 1,415 62.76% 16,200 10,415 5,785 64.29% 16,750 10,268 6,482 61.30% 2,400 500 1,900 20.83% 600 - 600 0.00% 5,000 - 5,000 0.00% 3,000 855 2,145 28.50% 2,000 - 2,000 0.00% 2,000 419 1,581 20.95% 67,000 57,857 9,143 86.35% 150,000 86,506 63,494 57.67% 124,000 99,253 24,747 80.04% 7,000 10,287 (3,287) 146.96% 196,400 103,772 92,628 52.84% 2,000 - 2,000 0.00% 844,400 568,667 275,733 67.35% 232,785 129,439 103,346 55.60% 3,000 1,072 1,928 35.73% 50,000 2,562 47,438 5.12% 6,000 2,395 3,605 39.92% 291,785 135,468 156,317 46.43% 27,600 21,761 5,839 78.84% 4,100 2,000 2,100 48.78% 11,000 381 10,619 3.46% 650 0 650 0.00% 29,000 14,135 14,865 48.74% 25,000 0 25,000 0.00% 97,350 38,277 59,073 39.32% 34,000 24,390 9,610 71.74% 20,000 14,867 5,133 74.34% 13,500 18,680 (5,180) 138.37% 67,500 57,937 9,563 85.83% Total Expenditures and Transfers 2,664,120 1,514,073 1,150,047 56.83% Revenues Over (Under) Expenditures (529,720)$ (206,455)$ 323,265$ Total City Properties 930.0 Repairs & Maintenance 932.0 Area Landscaping 985.0 Contingency Dept: 75 City Properties 925.0 Utilities Total Non-Department 917.0 Emergency Preparedness 916.0 Civil Defense Expense 915.0 Community Recognition 901.0 South Bay Comm. Organization 895.0 Insurance & Bond Expense Dept: 65 Non-Department Total Public Safety 838.0 Animal Control Expense 837.0 Wild Life Mgmt & Pest Control 833.0 Other Law Enforcement Expenses Dept: 25 Public Safety 830.0 Law Enforcement Total Planning & Development 950.0 Capital Outlay-Equipment 884.0 Special Project Study & Consul 882.0 Variance & CUP Expense 881.0 Storm Water Management 878.0 Build Inspect. LA County/Willd 872.0 Property Development-Legal Exp 776.0 Miscellaneous Expenses 759.0 Training & Education 758.0 Planning Commission Meeting 755.0 Conference Expense 750.0 Dues & Subscriptions 720.0 Auto Allowance 718.0 Employer Payroll Taxes 716.0 Group Insurance 715.0 Workers Compensation Insurance Dept: 15 Planning & Development 702.0 Salaries-Full Time 710.0 Retirement CalPERS-Employer 703.0 Salaries-Part Time Total Finance 890.0 Consulting Fees 810.0 Annual Audit 750.0 Dues & Subscriptions Expenditures Dept: 05 Finance Page: 2 Current Year As Of: 03/31/21 4/5/2021 City of Rolling Hills Total City Administration 28 Agenda Item No.: 5.E Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER AND APPROVE TIME EXTENSION REQUEST FOR STORM HILL SUBDIVISION IMPROVEMENTS AGREEMENT. DATE:April 12, 2021 BACKGROUND: The subdividers of the Storm Hill project are requesting two-year extension to complete the required subdivision improvements on Parcel Map 26356. DISCUSSION: The global pandemic that began in March 2020 has significantly impacted the progress of the project. Despite the slow down in the development industry, the subdividers are continuing to move forward with the following activities: Plan Approval Grading/road plan check: Almost complete with plan check. Only waiting for LA County Soils dept (GMED) approval. Expect within 4-6 months. Dry sewer line: Almost complete with plan check. Working on final response and creation/recording of easements. Expect within 2-3 months. Water line : Working with Cal-water and LA County Fire Dept on design. Expect within 6-9 months. Dry utilities: Final design complete. Waiting on easements documents from different agencies. Expect within 3-4 months. It will take a few months to get the construction permit and a few more months to build. With Covid-19 and current situation, these are approximate timelines and can vary significantly. Hence the request for 2-year extension to provide some buffer from the deadline. FISCAL IMPACT: None. RECOMMENDATION: Approve Storm Hill's Fifth Amendment to Subdivision Improvement Agreement. ATTACHMENTS: 29 ROLLING HILLS - Fifth Amendment to Subdivision Improvement Agreement (Storm)-c1.DOCX Extension Letter - PM 26356 - 2.01.2021.pdf 30 1 65277.00010\32589446.1 FifthAmendment to Subdivision Improvement Agreement This Fifth Amendment to Subdivision Improvement Agreement (“Fifth Amendment”), effective _____, 2021, is between the City of Rolling Hills, a municipal corporation (“City”), and Storm Properties, Inc. and Claudia Storm Grzywacz (the “Subdividers”), whose addresses are set forth in the amended Subdivision Reference Data attached hereto as Schedule A, as of the date set forth below. RECITALS A.The City and Subdividers entered into a Subdivision Improvements Agreement dated June 8, 2005, which was recorded on June 12, 2007 as document number 20071416757 (“Improvement Agreement”). B.The City and Subdividers amended the Improvement Agreement in 2008, 2010, 2015, and 2020. C.From March 2020, the COVID-19 global pandemic disrupted business and life around the world. D.The Subdividers have requested an extension of the Time of Performance under the Improvement Agreement by two (2) years. E.The City does not object to such an extension. F.The parties therefore desire to modify the Improvement Agreement by this Fifth Amendment to reflect the extended term of the Improvement Agreement. AMENDMENTS 1.Section 2. TIME OF PERFORMANCE shall be amended as follows: Subdividers shall complete the Improvements, as specified in Schedules A through E, by no later than June 8, 2023 or upon development of any one of the building sites of the Subdivisions, whichever comes first. 2.No Other Changes Except as expressly modified by this Fifth Amendment, all provisions of the Improvement Agreement as amended, remain unchanged and are reaffirmed by this Fifth Amendment. [Signatures on Following Page] 31 2 65277.00010\32589446.1 City CITY OF ROLLING HILLS, a municipal corporation By: Its: Date: Approved as to form: By: Its: Date: Attest by: City Clerk Subdividers STORM PROPERTIES, INC. By: Its: Date: CLAUDIA STORM GRZYWACZ, trustee of the Claudia Storm Bird Trust dated August 3, 1995, as to an undivided 1/4 interest. By: Date: 32 3 65277.00010\32589446.1 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA ) COUNTY OF ) On _________________, 2021 before me, , Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature:(seal) 33 4 65277.00010\32589446.1 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA ) COUNTY OF ) On _________________, 2021 before me, , Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature:(seal) 34 5 65277.00010\32589446.1 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA ) COUNTY OF ) On _________________, 2021 before me, , Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature:(seal) 35 6 65277.00010\32589446.1 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA ) COUNTY OF ) On _________________, 2021 before me, , Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature:(seal) 36 7 65277.00010\32589446.1 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA ) COUNTY OF ) On _________________, 2021 before me, , Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature:(seal) 37 8 65277.00010\32589446.1 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA ) COUNTY OF ) On _________________, 2021 before me, , Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature:(seal) 38 9 65277.00010\32589446.1 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA ) COUNTY OF ) On _________________, 2021 before me, , Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature:(seal) 39 40 Agenda Item No.: 5.F Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ELAINE JENG, CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER AND APPROVE AMENDED CITY MANAGER EMPLOYMENT CONTRACT DATE:April 12, 2021 BACKGROUND: The City Council conducted the City Manager's annual performance evaluation in November 2020 for the period between September 28, 2019 and September 28, 2020. DISCUSSION: As a result of the performance evaluation, certain terms of the employment contract for the City Manager are proposed to be amended. FISCAL IMPACT: If the amended employment contract is approved, there would be an expenditure increase of approximately $8,000 to the City Administration Department for Fiscal Year 2021-2022. RECOMMENDATION: Approve the amended employment contract. ATTACHMENTS: FIRST AMENDMENT to CM agreement Elaine Jeng (2021)-c1_2021-04-09_F.pdf 41 65277.00001\31326953.1 FIRST AMENDMENT TO EMPLOYMENT AGREEMENT THIS FIRST AMENDMENT TO EMPLOYMENT AGREEMENT is made and entered into as of this 12th day of April, 2021, by and between the CITY OF ROLLING HILLS, a general law city and municipal corporation (hereinafter “City”), and ELAINE H. JENG (hereinafter “Employee”), both of whom understand as follows: R E C I T A L S A. City and Employee entered into an Employment Agreement on August 13, 2018 to appoint Employee as City Manager of the City of Rolling Hills (the “Agreement”). B. City evaluated Employee’s annual performance for the period of September 28, 2019 to September 28, 2020 under the terms of the Agreement. C. City and Employee now desire to amend the Agreement to increase the annual salary, car allowance, and management leave and to reflect a higher contribution for Employee’s health insurance and 457 plan (the “First Amendment”). NOW, THEREFORE, in consideration of the mutual covenants hereinafter contained the parties agree as follows: 1. Paragraph 5 (Salary) of the Agreement is amended to read as follows: 5. Salary. City agrees to pay Employee for the services required by this Agreement a monthly base annual salary of Two Hundred and Ten Thousand Dollars ($210,000.00) payable in installments at the same time as other employees of the City are paid. The salary shall be adjusted annually by the cost of living (COLA) on the same basis as other employees of the City. City agrees to pay Employee a monthly car allowance of Four Hundred Dollars ($400) per month. The car allowance is intended to reimburse Employee for the use of her private vehicle for City business. Employee must provide her own automobile for her use in performing her duties and is responsible for all maintenance, repair, fuel 42 65277.00001\31326953.1 2 and insurance expenses for said vehicle. Employee shall use her personal cellular telephone for transaction of City business and City agrees to reimburse Employee $110 per month for use of her phone for business. At the time of her annual evaluation as provided for in paragraph 12 herein, City agrees to evaluate Employee’s salary and/or any other benefits Employee receives under this Agreement and to make modifications in such amounts and to such an extent (whether in the nature of a cost of living adjustment, merit increase, bonus or other compensation enhancement or otherwise) as City Council in its discretion may determine that it is desirable to do so. Employee may be given exceptional performance recognition in the form of a one-time check for exceptional performance during the prior fiscal year. 2. Paragraph 11 (Retirement and Insurance Benefits) of the Agreement is amended to read as follows: 11. Retirement and Insurance Benefits. A. Retirement. During the term of this Agreement, City shall contribute to employer's portion and Employee shall contribute to Employee's portion of Employee's membership in the Public Employees Retirement System. Employee shall pay any legally required Social Security withholding. City shall fund a “457” deferred compensation plan on Employee’s behalf, payable in 26 equal installments concurrent with employee pay periods, in the amount of 2% of Employee’s annual salary. B. Medical and Other Insurance. City shall pay the entirety of the cost of health insurance for Employee, including her dependents. City shall provide Employee with the same disability insurance and life insurance benefits as is provided to other employees of the City. City shall provide Employee with a term life insurance policy in the face amount of $250,000. C. Other Insurance. City shall provide and pay for all other insurance mandated by State law. D. Termination of Benefits. Notwithstanding the foregoing, City’s obligation to pay Employee health benefits, including dependents, terminates upon 43 65277.00001\31326953.1 3 the employment of Employee by another employer on the date such benefits are effective for Employee. 3. Paragraph 12 (Sick Leave, Vacation and Holidays) of the Agreement is amended to read as follows: 12. Sick Leave, Vacation and Holidays. A. Sick Leave. Employee shall earn 3.46 hours of sick leave per pay period up to a maximum accrual of 225 hours. Employee may carry over accrued sick leave as provided in the Employee Handbook and Personnel Policy Manual. B. Vacation. Employee shall earn 159 hours of vacation per year. Employee may elect to cash out unused vacation as provided in the Employee Handbook and Personnel Policy Manual. C. Management Leave. Employee shall be provided eighty (80) hours of management leave each calendar year, all of which will be available for Employee’s use as of January 1 of each year this Agreement is in effect, in lieu of the floating holiday provided for in the Employee Handbook and Personnel Policy Manual. Management leave will not accrue or carry over from year to year nor does it have any cash value. Management leave will not be prorated for partial years’ service. D. Other Leave. Employee shall be entitled to bereavement leave in the same manner as employees of the City. E. Holidays. Employee shall be entitled to the same number of paid holidays per year as provided to other City employees. 4. All terms and conditions of the Agreement not amended by this First Amendment shall remain in full force and effect. 5. This First Amendment shall be effective as of March 10, 2021. IN WITNESS WHEREOF the parties have executed this First Amendment as of the day and year first above written. 44 65277.00001\31326953.1 4 EMPLOYEE ________________________ ELAINE H. JENG, P.E. CITY OF ROLLING HILLS By: ________________________ JEFF PIEPER, MAYOR ATTEST: ________________________ CITY CLERK 45 Agenda Item No.: 8.A Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER AND ADOPT AN URGENCY ORDINANCE AND INTRODUCE AN ORDINANCE AMENDING CHAPTER 8.36 OF TITLE 8 OF THE ROLLING HILLS MUNICIPAL CODE, FLOODPLAIN MANAGEMENT REGULATIONS, FOR COMPLIANCE UNDER THE NATIONAL FLOOD INSURANCE PROGRAM. DATE:April 12, 2021 BACKGROUND: On December 17, 2020, the City received updated Flood Insurance Rate Maps (FIRMs). When a community receives updated flood maps, FEMA is required to conduct a technical review of the community’s floodplain management regulations to ensure compliance with the National Flood Insurance Program (NFIP), regardless if they are receiving new flood zones and/or base flood elevations. Under the NFIP, the City must ensure its adopted floodplain management regulations are compliant with the NFIP minimum requirements. DISCUSSION: If the City does not have an adopted revised and legally enforceable ordinance by April 21, 2021, the City of Rolling Hills will be Suspended from the NFIP Program. Suspension from the NFIP carries with it the following consequences: 1. City of Rolling Hills residents will be unable to purchase an NFIP flood insurance 2. Existing NFIP flood insurance policies will not be reviewed 3. No Federal grants or loans for development may be made in identified flood hazard areas under programs administered by Federal agencies such as Housing & Urban Development, US. Environmental Protection Agency, and US. Small Business Administration. 4. No Federal disaster assistance may be provided to repair insurable buildings located in identified 46 flood hazard areas for damage caused by a flood 5. No Federal mortgage insurance or loan guarantees may be provided in identified flood hazard areas. This includes policies written by Federal Housing Authority, Veterans Administration, and 6. Federally insured or regulated lending institutions, such as banks and credit unions, must notify applicants seeking loans for insurable buildings in flood hazard areas that there is a flood hazard and that the property is not eligible for Federal disaster relief. FISCAL IMPACT: None. RECOMMENDATION: Waive full reading and adopt Urgency Ordinance 370U and introduce and waive full reading of Ordinance 370 amending the City of Rolling Hills Municipal Code's Chapter 8.36 Floodplain Management Regulations. ATTACHMENTS: Ordinance 370U Floodplain Management Regulations (Urgency).DOCX Ordinance 370 Floodplain Management Regulations_.DOCX City_of_Rolling_Hills_Chapter_8.36___FLOODPLAIN_MANAGEMENT_REGULATIONS_FEMA_Technical_Review.pdf 47 Ordinance No. 370-U 1 ORDINANCE NO. 370-U AN URGENCY ORDINANCE OF THE CITY OF ROLLING HILLS AMENDING CHAPTER 8.36 OF TITLE 8 OF THE ROLLING HILLS MUNICIPAL CODE, FLOODPLAIN MANAGEMENT REGULATIONS, FOR COMPLIANCE UNDER THE NATIONAL FLOOD INSURANCE PROGRAM; AND DETERMINING THE ORDINANCE TO BE EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT AND DECLARING THE URGENCY THEREOF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS DOES HEREBY ORDAIN AS FOLLOWS: Section 1.Section 8.36.030 of Chapter 8.36 of the Rolling Hills Municipal Code, “Definitions,” is hereby amended to add or amend the following definitions in alphabetical order: "Floodplain Administrator" is the community official designated by title to administer and enforce the floodplain management regulations. "Historic structure" means any structure that is: 1. Listed individually in the National Register of Historic Places (a listing maintained by the Department of Interior) or preliminarily determined by the Secretary of the Interior as meeting the requirements for individual listing on the National Register; 2. Certified or preliminarily determined by the Secretary of the Interior as contributing to the historical significance of a registered historic district or a district preliminarily determined by the Secretary to qualify as a registered historic district; 3. Individually listed on a state inventory of historic places in states with historic preservation programs which have been approved by the Secretary of Interior. 4. Individually listed on a local inventory of historic places in communities with historic preservation programs that have been certified either by an approved State program as determined by the Secretary of the Interior or directly by the Secretary of the Interior in states without approved programs. "New construction," for floodplain management purposes, means structures for which the "start of construction" commenced on or after August 26, 2006 and includes any subsequent improvements to such structures. “Zone D” means a FEMA mapped designation on the community’s effective Flood Insurance Rate Map (FIRM) used for areas where there are possible but undetermined flood hazards, as no analysis of flood hazards has been conducted. Section 2.Section 8.36.050 of Chapter 8.36 of the Rolling Hills Municipal Code, “Basis for establishing flood-prone areas,” is hereby amended to read as follows: 48 Ordinance No. 370-U 2 The Floodplain Administrator or his or her designee, shall obtain, review, and reasonably utilize any base flood data available from other Federal or State Agencies or other source to identify flood-prone areas within the jurisdiction of the City of Rolling Hills. The areas of special flood hazard identified by the Federal Emergency Management Agency (FEMA) in the “Flood Insurance Study (FIS) for Los Angeles County and Incorporated Areas” dated September 26, 2008, with accompanying Flood Insurance Rate Maps (FIRM’s) and Flood Boundary and Floodway Maps (FBFM’s), dated September 26, 2008, and all subsequent amendments and/or revisions, are hereby adopted by reference and declared to be a part of this ordinance. This FIS and attendant mapping is the minimum area of applicability of this ordinance and may be supplemented by studies for other areas which allow implementation of this ordinance and which are recommended to the City of Rolling Hills City Council by the Floodplain Administrator. This data will be on file at the Rolling Hills Department of Planning, City Hall, No. 2 Portuguese Bend Road, Rolling Hills, California 90274. Section 3.Section 8.36.110 of Chapter 8.36 of the Rolling Hills Municipal Code, “Establishment of flood damage prevention permit,” is hereby amended to read as follows: A flood damage prevention permit shall be obtained for all proposed construction or other development in the community, including substantial damage, and the placement of manufactured homes, so that it may be determined whether such construction or other development is within flood-prone areas. Section 4.Section 8.36.140 of Chapter 8.36 of the Rolling Hills Municipal Code, “Standards of construction,” is hereby amended to read as follows: If a proposed building site is in a flood-prone area, including the Zone D area as identified on the effective Flood Insurance Rate Map, all new construction and substantial improvements, including manufactured homes, shall: A. Be designed (or modified) and adequately anchored to prevent flotation, collapse, or lateral movement of the structure resulting from hydrodynamic and hydrostatic loads, including the effects of buoyancy; B. Be constructed: 1. With materials and utility equipment resistant to flood damage, 2. Using methods and practices that minimize flood damage, 3. With electrical, heating, ventilation, plumbing and air conditioning equipment and other service facilities that are designed and/or located so as to prevent water from entering or accumulating within the components during conditions of flooding. Section 5.Severability.If any provision of this ordinance is declared to be invalid by a court of competent jurisdiction, it shall not affect any remaining provision hereof. The City Council of the City of Rolling Hills hereby declares that it would have adopted this ordinance despite any partial invalidity. 49 Ordinance No. 370-U 3 Section 6.Environmental Review. The City Council finds that adopting the foregoing amendments to the City’s floodplain management regulations is exempt from the California Environmental Quality Act (“CEQA”) under section 15061(b)(3) of the CEQA Guidelines. (14 Cal. Code Regs. § 15061(b)(3).) This Ordinance adopts amendments identified by the Federal Emergency Management Agency (“FEMA”) as necessary to ensure that the City’s building standards account for the risk of regional flood hazards, consistent with the National Flood Insurance Program. The amendments are thus administrative in nature and designed to improve and not degrade environmental quality. As such, there is no possibility that adopting this ordinance would adversely affect the environment in any manner that could be significant for purposes of CEQA. The measure also qualifies for the Class 8 exemption for agency actions taken to assure the maintenance, restoration, enhancement, or protection of the environment. (14 Cal. Code Regs. § 15308.) By regulating construction in flood hazard areas, the ordinance ensures the protection of the City’s building environment. Section 7.Statement of Urgency. The City Council declares that it is necessary to the public peace, safety, and welfare that this ordinance be adopted as an urgency measure, to take effect immediately by a four-fifths vote of the Council. It is essential that the City have in effect at the earliest possible date floodplain management regulations which are necessitated by the area’s local topographic, geologic, and climatic conditions and regulate construction in potential flood zones. In the absence of immediate effectiveness, permits may be issued for construction that does not adhere to the necessary standards, to the detriment of the public health, safety, and welfare. It is also essential that the City have in effect at the earliest possible date the revised floodplain management regulations because, under the National Flood Insurance Program, the City is required to revise its floodplain management regulations according to Federal Emergency Management Agency’s Base Flood Elevation determinations by the effective date of the City’s revised flood map, or by April 21, 2021. Section 8.Notice and Filing. The City Clerk shall certify as to the adoption of this ordinance and post a certified copy of this ordinance, including the vote for and against the same, in the office of the City Clerk, in accordance with Government Code Section 36933. PASSED, APPROVED AND ADOPTED this 12th day of April 2021. _____________________________ JEFF PIEPER, MAYOR ATTEST: _____________________________ ELAINE JENG ACTING CITY CLERK 50 Ordinance No. 370 1 ORDINANCE NO. 370 AN ORDINANCE OF THE CITY OF ROLLING HILLS AMENDING CHAPTER 8.36 OF TITLE 8 OF THE ROLLING HILLS MUNICIPAL CODE, FLOODPLAIN MANAGEMENT REGULATIONS, FOR COMPLIANCE UNDER THE NATIONAL FLOOD INSURANCE PROGRAM; AND DETERMINING THE ORDINANCE TO BE EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT AND DECLARING THE URGENCY THEREOF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS DOES HEREBY ORDAIN AS FOLLOWS: Section 1.Section 8.36.030 of Chapter 8.36 of the Rolling Hills Municipal Code, “Definitions,” is hereby amended to add or amend the following definitions in alphabetical order: "Floodplain Administrator" is the community official designated by title to administer and enforce the floodplain management regulations. "Historic structure" means any structure that is: 1. Listed individually in the National Register of Historic Places (a listing maintained by the Department of Interior) or preliminarily determined by the Secretary of the Interior as meeting the requirements for individual listing on the National Register; 2. Certified or preliminarily determined by the Secretary of the Interior as contributing to the historical significance of a registered historic district or a district preliminarily determined by the Secretary to qualify as a registered historic district; 3. Individually listed on a state inventory of historic places in states with historic preservation programs which have been approved by the Secretary of Interior. 4. Individually listed on a local inventory of historic places in communities with historic preservation programs that have been certified either by an approved State program as determined by the Secretary of the Interior or directly by the Secretary of the Interior in states without approved programs. "New construction," for floodplain management purposes, means structures for which the "start of construction" commenced on or after August 26, 2006 and includes any subsequent improvements to such structures. “Zone D” means a FEMA mapped designation on the community’s effective Flood Insurance Rate Map (FIRM) used for areas where there are possible but undetermined flood hazards, as no analysis of flood hazards has been conducted. Section 2.Section 8.36.050 of Chapter 8.36 of the Rolling Hills Municipal Code, “Basis for establishing flood-prone areas,” is hereby amended to read as follows: 51 Ordinance No. 370 2 The Floodplain Administrator or his or her designee, shall obtain, review, and reasonably utilize any base flood data available from other Federal or State Agencies or other source to identify flood-prone areas within the jurisdiction of the City of Rolling Hills. The areas of special flood hazard identified by the Federal Emergency Management Agency (FEMA) in the “Flood Insurance Study (FIS) for Los Angeles County and Incorporated Areas” dated September 26, 2008, with accompanying Flood Insurance Rate Maps (FIRM’s) and Flood Boundary and Floodway Maps (FBFM’s), dated September 26, 2008, and all subsequent amendments and/or revisions, are hereby adopted by reference and declared to be a part of this ordinance. This FIS and attendant mapping is the minimum area of applicability of this ordinance and may be supplemented by studies for other areas which allow implementation of this ordinance and which are recommended to the City of Rolling Hills City Council by the Floodplain Administrator. This data will be on file at the Rolling Hills Department of Planning, City Hall, No. 2 Portuguese Bend Road, Rolling Hills, California 90274. Section 3.Section 8.36.110 of Chapter 8.36 of the Rolling Hills Municipal Code, “Establishment of flood damage prevention permit,” is hereby amended to read as follows: A flood damage prevention permit shall be obtained for all proposed construction or other development in the community, including substantial damage, and the placement of manufactured homes, so that it may be determined whether such construction or other development is within flood-prone areas. Section 4.Section 8.36.140 of Chapter 8.36 of the Rolling Hills Municipal Code, “Standards of construction,” is hereby amended to read as follows: If a proposed building site is in a flood-prone area, including the Zone D area as identified on the effective Flood Insurance Rate Map, all new construction and substantial improvements, including manufactured homes, shall: A. Be designed (or modified) and adequately anchored to prevent flotation, collapse, or lateral movement of the structure resulting from hydrodynamic and hydrostatic loads, including the effects of buoyancy; B. Be constructed: 1. With materials and utility equipment resistant to flood damage, 2. Using methods and practices that minimize flood damage, 3. With electrical, heating, ventilation, plumbing and air conditioning equipment and other service facilities that are designed and/or located so as to prevent water from entering or accumulating within the components during conditions of flooding. Section 5.Severability.If any provision of this ordinance is declared to be invalid by a court of competent jurisdiction, it shall not affect any remaining provision hereof. The City Council of the City of Rolling Hills hereby declares that it would have adopted this ordinance despite any partial invalidity. 52 Ordinance No. 370 3 Section 6.Environmental Review. The City Council finds that adopting the foregoing amendments to the City’s floodplain management regulations is exempt from the California Environmental Quality Act (“CEQA”) under section 15061(b)(3) of the CEQA Guidelines. (14 Cal. Code Regs. § 15061(b)(3).) This Ordinance adopts amendments identified by the Federal Emergency Management Agency (“FEMA”) as necessary to ensure that the City’s building standards account for the risk of regional flood hazards, consistent with the National Flood Insurance Program. The amendments are thus administrative in nature and designed to improve and not degrade environmental quality. As such, there is no possibility that adopting this ordinance would adversely affect the environment in any manner that could be significant for purposes of CEQA. The measure also qualifies for the Class 8 exemption for agency actions taken to assure the maintenance, restoration, enhancement, or protection of the environment. (14 Cal. Code Regs. § 15308.) By regulating construction in flood hazard areas, the ordinance ensures the protection of the City’s building environment. Section 7.Notice and Filing. The City Clerk shall certify as to the adoption of this ordinance and post a certified copy of this ordinance, including the vote for and against the same, in the office of the City Clerk, in accordance with Government Code Section 36933. PASSED, APPROVED AND ADOPTED this ___ day of April 2021. _____________________________ JEFF PIEPER, MAYOR ATTEST: _____________________________ ELAINE JENG ACTING CITY CLERK 53 Chapter 8.36 - FLOODPLAIN MANAGEMENT REGULATIONS Sections: 8.36.010 - Statutory authorization. The Legislature of the State of California has in Government Code Sections 65302, 65560 and 65800 conferred upon local governments the authority to adopt regulations designed to promote the public health, safety, and general welfare of its citizenry. This chapter is enacted in order to establish the floodplain management regulations required under Title 44, Section 60 of the Code of Federal Regulations in order for the residents of Rolling Hills to be eligible to purchase flood insurance through the National Flood Insurance Program. (Ord. 300 §2(part), 2006). 8.36.020 - Statement of purpose. It is the purpose of this chapter to promote the public health, safety, and general welfare, and to minimize public and private losses due to flood conditions in specific areas by provisions designed to: A. Protect human life and health; B. Minimize expenditure of public money for costly flood control projects; C. Minimize the need for rescue and relief efforts associated flooding and generally undertaken at the expense of the general public; D. Minimize prolonged business interruptions; E. Minimize damage to public facilities and utilities such as water and gas mains; electric, telephone and sewer lines; and streets and bridges located in areas of special flood hazard; F. Help maintain a stable tax base by providing for the sound use and development of areas of special flood hazard so as to minimize future blighted areas caused by flood damage; G. Ensure that potential buyers are notified that property is in an area of special flood hazard; and H. Ensure that those who occupy the areas of special flood hazard assume responsibility for their actions. (Ord. 300 §2(part), 2006). 8.36.030 - Definitions. Unless specifically defined below, words or phrases used in this chapter shall be interpreted so as to give them the meaning they have in common usage and to give this chapter its most reasonable application. "Area of special flood hazard" means the land in the floodplain within a community subject to a one percent or greater chance of flooding in any given year. 54 "Base flood," means a flood, which has a one percent chance of being equaled or exceeded in any given year (also called the "100-year flood"). Base flood is the term used throughout this chapter. Building. See "Structure." "Development" means any man-made change to improved or unimproved real estate, including, but not limited to, buildings or other structures, mining, dredging, filling, grading, paving, excavation or drilling operations or storage of equipment or materials. "Floodplain Administrator" is the community official designated by title to administer and enforce the floodplain management regulations. "Floodplain management" means the operation of an overall program of corrective and preventive measures for reducing flood damage and preserving and enhancing, where possible, natural resources in the floodplain, including but not limited to emergency preparedness plans, flood control works, floodplain management regulations, and open space plans. "Floodplain or flood-prone area" means any land area susceptible to being inundated by water from any source. "Historic structure" means any structure that is: 1. Listed individually in the National Register of Historic Places (a listing maintained by the Department of Interior) or preliminarily determined by the Secretary of the Interior as meeting the requirements for individual listing on the National Register; 2. Certified or preliminarily determined by the Secretary of the Interior as contributing to the historical significance of a registered historic district or a district preliminarily determined by the Secretary to qualify as a registered historic district; 3. Individually listed on a state inventory of historic places in states with historic preservation programs which have been approved by the Secretary of Interior. 4. Individually listed on a local inventory of historic places in communities with historic preservation programs that have been certified either by an approved state program as determined by the Secretary of the Interior or directly by the Secretary of the Interior in states without approved programs. "Manufactured home" means a structure, transportable in one or more sections, which is built on a permanent chassis and is designed for use with or without a permanent foundation when attached to the required utilities. The term "manufactured home" does not include a "recreational vehicle." "Manufactured home park or subdivision" means a parcel (or contiguous parcels) of land divided into two or more manufactured home lots for rent or sale. "New construction," for floodplain management purposes, means structures for which the "start of construction" commenced on or after August 26, 2006 and includes any subsequent improvements to such structures. One-hundred-year flood or 100-year flood. See "Base flood." "Recreational vehicle" means a vehicle, which is: 1. Built on a single chassis; 2. Four hundred square feet or less when measured at the largest horizontal projection; 3. Designed to be self-propelled or permanently towable by a light-duty truck; and 55 4. Designed primarily not for use as a permanent dwelling but as temporary living quarters for recreational, camping, travel, or seasonal use. "Start of construction" includes substantial improvement and other proposed new development and means the date the building permit was issued, provided the actual start of construction, repair, reconstruction, rehabilitation, addition, placement, or other improvement was within one hundred eighty days from the date of the permit. The actual start means either the first placement of permanent construction of a structure on a site, such as the pouring of slab or footings, the installation of piles, the construction of columns, or any work beyond the stage of excavation; or the placement of a manufactured home on a foundation. Permanent construction does not include land preparation, such as clearing, grading, and filling; nor does it include the installation of streets and/or walkways; nor does it include excavation for a basement, footings, piers, or foundations or the erection of temporary forms; nor does it include the installation on the property of accessory buildings, such as garages or sheds not occupied as dwelling units or not part of the main structure. For a substantial improvement, the actual start of construction means the first alteration of any wall, ceiling, floor, or other structural part of a building, whether or not that alteration affects the external dimensions of the building. "Structure" means a walled and roofed building that is principally above ground; this includes a gas or liquid storage tank or a manufactured home. "Substantial damage" means damage of any origin sustained by a structure whereby the cost of restoring the structure to its before damaged condition would equal or exceed fifty percent of the market value of the structure before the damage occurred. "Substantial improvement" means any reconstruction, rehabilitation, addition, or other proposed new development of a structure, the cost of which equals or exceeds fifty percent of the market value of the structure before the "start of construction" of the improvement. This term includes structures, which have incurred "substantial damage," regardless of the actual repair work performed. The term does not, however, include either: 1. Any project for improvement of a structure to correct existing violations or state or local health, sanitary, or safety code specifications which have been identified by the local code enforcement official and which are the minimum necessary to assure safe living conditions; or 2. Any alteration of a "historic structure," provided that the alteration would not preclude the structure's continued designation as a "historic structure." (Ord. 300 §2(part), 2006). Zone “D” means a FEMA mapped designation on the community’s effective Flood Insurance Rate Map (FIRM) used for areas where there are possible but undetermined flood hazards, as no analysis of flood hazards has been conducted. 8.36.040 - Lands to which this chapter applies. This chapter shall apply to all areas identified as flood-prone within the jurisdiction of the City of Rolling Hills. (Ord. 300 §2(part), 2006). 8.36.050 - Basis for establishing flood-prone areas. 56 The Floodplain Administrator or his or her designee, shall obtain, review, and reasonably utilize any base flood data available from other Federal or State Agencies or other source to identify flood-prone areas within the jurisdiction of the City of Rolling Hills. The areas of special flood hazard identified by the Federal Emergency Management Agency (FEMA) in the “Flood Insurance Study (FIS) for Los Angeles County and Incorporated Areas” dated September 26, 2008, with accompanying Flood Insurance Rate Maps (FIRM’s) and Flood Boundary and Floodway Maps (FBFM’s), dated September 26, 2008, and all subsequent amendments and/or revisions, are hereby adopted by reference and declared to be a part of this ordinance. This FIS and attendant mapping is the minimum area of applicability of this ordinance and may be supplemented by studies for other areas which allow implementation of this ordinance and which are recommended to the City of Rolling Hills City Council by the Floodplain Administrator. This data will be on file at the Rolling Hills Department of Planning, City Hall, No. 2 Portuguese Bend Road, Rolling Hills, California 90274. (Ord. 300 §2(part), 2006). 8.36.060 - Compliance. No structure or land shall hereafter be constructed, located, extended, converted, or altered without full compliance with the terms of this chapter and other applicable regulations. Violation of the requirements (including violations of conditions and safeguards established in connection with conditions) shall constitute a misdemeanor. Nothing herein shall prevent the City Council from taking such lawful action as is necessary to prevent or remedy any violation. (Ord. 300 §2(part), 2006). 8.36.070 - Abrogation and greater restrictions. This chapter is not intended to repeal, abrogate, or impair any existing easements, covenants, or deed restrictions. However, where this chapter and another chapter, easement, covenant, or deed restriction conflict or overlap, whichever imposes the more stringent restrictions shall prevail. (Ord. 300 §2(part), 2006). 8.36.080 - Interpretation. In the interpretation and application of this chapter, all provisions shall be: A. Considered as minimum requirements; B. Liberally construed in favor of the governing body; and C. Deemed neither to limit nor repeal any other powers granted under state statutes. (Ord. 300 §2(part), 2006). 8.36.090 - Warning and disclaimer of liability. 57 The degree of flood protection required by this chapter is considered reasonable for regulatory purposes and is based on scientific and engineering considerations. Larger floods can and will occur on rare occasions. Flood heights may be increased by man-made or natural causes. This chapter does not imply that land outside the areas of special flood hazards or uses permitted within such areas will be free from flooding or flood damages. This chapter shall not create liability on the part of the City Council, any officer or employee thereof, the County of Los Angeles as designee of the Floodplain Administrator, the State of California, or the Federal Insurance Administration, Federal Emergency Management Agency, for any flood damages that result from reliance on this chapter or any administrative decision lawfully made hereunder. (Ord. 300 §2(part), 2006). 8.36.110 - Establishment of flood damage prevention permit. A flood damage prevention permit shall be obtained for all proposed construction or other development in the community, including substantial damage, and the placement of manufactured homes, so that it may be determined whether such construction or other development is within flood-prone areas. (Ord. 300 §2(part), 2006). 8.36.120 - Designation of the Floodplain Administrator. The City Manager, or his or her designee, is hereby appointed to administer, implement, and enforce this chapter by granting or denying flood damage prevention permits in accord with its provisions. (Ord. 300 §2(part), 2006). 8.36.130 - Duties and responsibilities of the Floodplain Administrator. The duties and responsibilities of the Floodplain Administrator, or his or her designee, shall include, but not be limited to the following: A. Permit Review. Review all flood damage prevention permit applications to determine: 1. Permit requirements of this chapter have been satisfied; 2. All other required State and Federal permits have been obtained; and 3. The site is reasonably safe from flooding. B. Review and Use of Any Other Base Flood Data. The Floodplain Administrator, or his or her designee, shall obtain, review, and reasonably utilize any base flood data available from other Federal or State Agency or other source. C. Notification of Other Agencies. 1. Alteration or relocation of a watercourse: a. Notify adjacent communities and the California Department of Water Resources prior to alteration or relocation; b. Submit evidence of such notification to the Federal Emergency Management Agency; and 58 c. Assure that the flood carrying capacity within the altered or relocated portion of said watercourse is maintained. 3. Changes in corporate boundaries: Notify FEMA in writing whenever the corporate boundaries have been modified by annexation or other means and include a copy of a map of the community clearly delineating the new corporate limits. (Ord. 300 §2(part), 2006). 8.36.140 - Standards of construction. If a proposed building site is in a flood-prone area, including Zone D areas as identified on the effective Flood Insurance Rate Map, all new construction and substantial improvements, including manufactured homes, shall: A. Be designed (or modified) and adequately anchored to prevent flotation, collapse, or lateral movement of the structure resulting from hydrodynamic and hydrostatic loads, including the effects of buoyancy; B. Be constructed: 1. With materials and utility equipment resistant to flood damage, 2. Using methods and practices that minimize flood damage, 3. With electrical, heating, ventilation, plumbing and air conditioning equipment and other service facilities that are designed and/or located so as to prevent water from entering or accumulating within the components during conditions of flooding. (Ord. 300 §2(part), 2006). 8.36.150 - Standards for subdivisions or other proposed new development. If a subdivision proposal or other proposed new development, including manufactured home parks or subdivisions, is in a flood-prone area, any such proposals shall be reviewed to assure that: A. All such proposals are consistent with the need to minimize flood damage within the flood prone area; B. All public utilities and facilities such as sewer, gas, electrical, and water systems are located and constructed to minimize or eliminate flood damage; and C. Adequate drainage is provided to reduce exposure to flood hazards. (Ord. 300 §2(part), 2006). 8.36.160 - Standards for utilities. A. All new and replacement water supply and sanitary sewage systems shall be designed to minimize or eliminate: 1. Infiltration of flood waters into the systems; and 2. Discharge from the systems into floodwaters. 59 B. On-site waste disposal systems shall be located to avoid impairment to them, or contamination from them during flooding. (Ord. 300 §2(part), 2006). 8.36.170 - Severability. This chapter and the various parts thereof are hereby declared to be severable. Should any section of this chapter be declared by the courts to be unconstitutional or invalid, such decision shall not affect the validity of the chapter as a whole, or any portion thereof other than the section so declared to be unconstitutional or invalid. (Ord. 300 §2(part), 2006). 60 Agenda Item No.: 9.A Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ALAN PALERMO, PROJECT MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:REVIEW PREVIOUSLY PRESENTED CITY HALL ADA IMPROVEMENTS PROJECT RESTROOM LAYOUT OPTIONS. DATE:April 12, 2021 BACKGROUND: In December 2019, the City released an RFP for Architectural and Engineering Design Services to prepare ADA Improvement Plans for Rolling Hills City Hall, excluding building exterior path of travel. At the January 27, 2020 City Council Meeting, City Council considered and approved a Professional Services Agreement with Pacific Architecture and Engineering, Inc. to prepare Improvement Plans (ADA and Space Planning) for City of Rolling Hills City Hall. A kick off meeting with Pacific Architecture and Engineering, Inc. was held February 27, 2020. At the May 26, 2020 City Council Meeting, City Council received a presentation from staff on the options developed to bring the restrooms up to date and comply with ADA and related codes. At the July 13, 2020 City Council Meeting, City Council received a presentation from staff with additional information to the two preferred options including opinions of probable costs of construction. At this July 13, 2021 City Council Meeting, City Council voted to move forward with Option 2 which kept the restrooms in the same location and had the lower opinion of probable cost of construction. DISCUSSION: Pacific Architecture and Engineering, Inc. has submitted the 65% plans for City review on March 9, 2021. This submittal incorporated the restroom option selected at the July 13, 2020 City Council Meeting. The City is currently review the 65% plans. Before these plans are returned to Pacific Architecture and Engineering, Inc. to take the plans to 90% design, Mayor Piper recommended revisiting the restroom options. FISCAL IMPACT: The project is budgeted under the Capital Improvement Program FY / 2020-2021. Any change in design at this time would require an additional contract amendment for design services. RECOMMENDATION: Review the two options previously presented for ADA compliant restroom layouts and provide direction to staff. ATTACHMENTS: 20200509_rollinghills_costestimate10.pdf 61 rolling_hills_city_hall__option1_202006008_Layout1__1_.pdf rolling_hills_city_hall__option2_202006008d_Layout1__1_.pdf 62 ROLLING HILLS CITY HALL RENOVATIONS 2 PORTUGUESE BEND ROAD ROLLING HILLS, CALIFORNIA 10% SCHEMATIC DESIGN COST ESTIMATE May 9, 2020 20-06 PREPARED BY PACIFIC ARCHITECTURE & ENGINEERING, INC. HERMOSA BEACH, CA Rev 0 RHWCC JOB NUMBER: 63 PACIFIC ARCH & ENG, INC.0FFICE: 310-698-8711 DATE: 05/09/20 2447 PACIFIC COAST HIGHWAY, SUITE 218 RHW NO: 20-06 HERMOSA BEACH, CA 90254 REV: 0 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS 2 PORTUGUESE BEND ROAD ROLLING HILLS, CALIFORNIA OWNER:CITY OF ROLLING HILLS CLIENT:CITY OF ROLLING HILLS DESIGN TEAM:PACIFIC ARCHITECTURE & ENGINEERING. INC. ARCHITECTURAL: PACIFIC ARCH & ENG STRUCTURAL:TBD MECHANICAL:TBD ELECTRICAL:TBD ESTIMATING TEAM: ARCH/STRUCT: RW PLUMBING:RW ELECTRICAL:RW CHECKED BY:JFH ESTIMATE LEVEL:10% SCHEMATIC DESIGN COST ESTIMATE ESTIMATE TYPE:OPINION OF COST PLAN DATE:2020-05-06, 3 PAGES SPEC DATE:NONE PROJECT TYPE:ADA & NON-ADA UPGRADES PROJECT SCOPE: ESTIMATE BASIS: THE CITY OF ROLLING HILLS IS MODERNIZING THEIR CITY HALL BUILDING WITH ADA UPGRADES THIS COST ESTIMATE IS DEFINED AS AN “OPINION OF COST” MEANING THAT THE COSTS REFLECTED IN THE ESTIMATE ARE THE CONSIDERED OPINION OF THE ESTIMATOR BASED ON THE CURRENT COSTS OF MATERIAL AND LABOR, UPON INFORMATION AVAILABLE IN PUBLISHED REFERENCE SOURCES, HISTORICAL COST DATA, CLIENT OR VENDOR PROVIDED COST DATA AND THE PERSONAL EXPERIENCE OF THE ESTIMATOR. THE FINAL COST OF THE PROJECT MAY VARY FROM THE ESTIMATOR’S “OPINION OF COST” BASED ON FACTORS BEYOND THE CONTROL OF THE ESTIMATOR SUCH AS, BUT NOT LIMITED TO, THE NUMBER OF GENERAL CONTRACTORS AND/OR SUBCONTRACTORS PARTICIPATING IN THE BID PROCESS; SUDDEN CHANGES IN NATIONAL AND LOCAL MARKET CONDITIONS; THE NATIONAL AND LOCAL ECONOMY; AND DECISIONS MADE BY THE CLIENT. Page 1 of 3 64 PACIFIC ARCH & ENG, INC.0FFICE: 310-698-8711 DATE: 05/09/20 2447 PACIFIC COAST HIGHWAY, SUITE 218 RHW NO: 20-06 HERMOSA BEACH, CA 90254 REV: 0 COMPETITIVE BIDDING: ESCALATION: WAGE RATES: WORK SCOPE CHANGES: PHASES:NONE PRORATES: AREA SF: GSF GENERAL CONDITIONS:25.0%ADA AREAS 0 DESIGN CONTINGENCY:35.0%NON-ADA AREAS 0 ESCALATION:2.1% INSURANCE & BONDS:1.2% OVERHEAD & PROFIT:25.0%TOTAL BUILDING AREA 0 ESCALATION: ESCALATION (9 MONTHS TO MPC AT 3.5% P/A) ESCALATION PER YEAR:3.5% ESTIMATE DATE:05/09/20 START DATE:09/01/20 CONST. LEN: 6.0 MONTHS FINISH DATE:03/01/21 MID-POINT: 7.0 MONTHS THE PRICES IN THIS ESTIMATE ARE BASED ON COMPETITIVE BIDDING. COMPETITIVE BIDDING IS RECEIVING RESPONSIVE BIDS FROM AT LEASTFIVEORMOREGENERALCONTRACTORSANDTHREEORMORERESPONSIVEBIDSFROMMAJORSUBCONTRACTORSOR TRADES. MAJOR SUBCONTRACTORS ARE CONCRETE, MASONRY, STRUCTURAL STEEL, FRAMING, ROOFING, MECHANICAL, PLUMBING AND ELECTRICAL SUBCONTRACTORS AND ANY OTHER MAJOR COMPONENTS OF THE PROJECT. WITHOUT COMPETITIVE BIDDING, CONTRACTOR BIDS CAN AND HAVE RANGED FROM 25% TO 100% AND MORE OVER THE PRICES IN THIS ESTIMATE, DEPENDING ON THE SIZE OF THE JOB. WITH COMPETITIVE BIDDING, CONTRACTOR BIDS CAN RANGE AS LOW AS 25% BELOW THE PRICES IN THIS ESTIMATE BASED ON CURRENT MARKET CONDITIONS. ESCALATION IS BASED ON 3.5% PER YEAR AND CARRIED FROM THE ESTIMATE DATE TO THE MID-POINT OF CONSTRUCTION. ONE MAJOR FACTOR IN ESCALATION IS INFLATION AND WE MAY BE IN A PERIOD WITH THE POTENTIAL FOR EXTREME INFLATIONARY PRESSURES. THERE ARE TOO MANY VARIABLES TO DETERMINE HOW ESCALATION WILL IMPACT ANY SPECIFIC PROJECT. THERE MAY ONLY BE NEGLIGIBLE IMPACT OR IT MAY BE GREATER THAN PREDICTED. THIS OPINION OF COST IS BASED ON MARKET WAGE-RATES & CONDITIONS AND CURRENTLY APPLICABLE PREVAILING WAGES IN LOS ANGELES COUNTY. THE USER IS CAUTIONED THAT SIGNIFICANT CHANGES IN THE SCOPE OF THE PROJECT, OR ALTERATIONS TO THE PROJECT DOCUMENTS AFTER COMPLETION OF THIS OPINION OF COST ESTIMATE CAN CAUSE MAJOR COST CHANGES. IN THIS CIRCUMSTANCE, RHWCC SHOULD BE NOTIFIED AND AN APPROPRIATE ADJUSTMENT MADE TO THIS OPINION OF COST ESTIMATE. Page 2 of 3 65 PACIFIC ARCH & ENG, INC.0FFICE: 310-698-8711 DATE: 05/09/20 2447 PACIFIC COAST HIGHWAY, SUITE 218 RHW NO: 20-06 HERMOSA BEACH, CA 90254 REV: 0 SUPPLIER PROVIDED QUOTES & OTHER CONTACTS: NONE GENERAL EXCLUSIONS (UNLESS OTHERWISE NOTED): 1.ARCHITECTURAL FEES, ENGINEERING FEES & OTHER SOFT COSTS. 2.THE COST OF LAND & EASEMENT ACQUISITION. 3.ASSESSMENTS, TAXES, FINANCE, LEGAL & DEVELOPMENT CHARGES. 4.COMPRESSION OF SCHEDULE & PREMIUM OR SHIFT WORK. 5.RESTRICTIONS ON THE CONTRACTOR'S WORKING HOURS. 6.BUILDER'S RISK, PROJECT WRAP-UP & OTHER OWNER PROVIDED INSURANCE PROGRAMS. 7.SUSTAINABLE DESIGN & LEED REQUIREMENTS. 8.H AZARDOUS MATERIAL HANDLING, DISPOSAL & ABATEMENT. 9.ENVIRONMENTAL IMPACT MITIGATION. 10.OWNER SUPPLIED & INSTALLED FURNITURE, FIXTURES & EQUIPMENT. 11.LOOSE FURNITURE & EQUIPMENT EXCEPT AS SPECIFICALLY IDENTIFIED. Page 3 of 3 66 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:PROJECT SUMMARY ESTIMATE DATE: 05/09/20 REV: 0 10% SCHEMATIC DESIGN COST ESTIMATE TAB DESCRIPTION ADJ SF UNIT COST TOTAL PROJECT SUMMARY OPTION 1 - RESTROOMS & RECONFIGURATION 1,390 SF $483.04 671,420$ OPTION 2 - RESTROOMS 260 SF $1,033.31 268,660$ SPECULATIVE BID RANGE FORECAST BASED ON CURRENT MARKET CONDITIONS AND GENERAL CONTRACTOR BIDDER PARTICIPATION LEVELS %OPTION 1 OPTION 2 1 - 2 GC BIDDERS 100%1,342,840$ 537,320$ 2 - 3 GC BIDDERS 75%1,174,990$ 470,160$ 3 - 4 GC BIDDERS 50%1,007,130$ 402,990$ 4 - 5 GC BIDDERS 25%839,280$ 335,830$ 5 - 6 GC BIDDERS 0%671,420$ 268,660$ 6 - 7 GC BIDDERS -5%637,850$ 255,230$ 7 - 8 GC BIDDERS -10%604,280$ 241,800$ 8 - 9 GC BIDDERS -15%570,710$ 228,370$ 10 + GC BIDDERS -20%537,140$ 214,930$ NOTE: THE BASIC CONCEPT IS THAT HISTORICALLY WITH FEWER GC BIDDERS PRICES WILL GENERALLY RISE AND WITH MORE GC BIDDERS PRICES WILL GENERALLY FALL. 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 (F-86)Page 1 of 1 67 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 1 - RESTROOMS & MISC. AREAS ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 1,390 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM #DESCRIPTION QUANTITY UNIT COST TOTAL OPTION 1 1.10 GENERAL CONDITIONS INCLUDED IN PRORATES - NONE 2.10 SITEWORK 7.1% 17.99 25,000 2.20 DEMOLITION 8.2% 20.86 28,990 3.10 CONCRETE 5.5% 13.95 19,390 6.10 CARPENTRY 7.5% 19.05 26,480 8.10 DOORS & WINDOWS 10.9% 27.68 38,480 9.10 FINISHES 18.8% 47.68 66,280 9.50 TILE 4.4% 11.28 15,680 10.10 SPECIALTIES 2.4% 6.06 8,430 15.10 PLUMBING 10.5% 26.62 37,000 15.20 FIRE PROTECTION 1.0% 2.50 3,480 15.30 HVAC 9.9% 25.00 34,750 16.10 ELECTRICAL 13.8% 35.00 48,650 TOTAL DIRECT COST $253.68 352,610$ PRORATES GENERAL CONDITIONS 20.0%70,530 DESIGN CONTINGENCY 35.0%123,420 ESCALATION 2.1%7,410 SUBTOTAL $398.54 553,970$ CONTRACTOR BURDENS BONDS 1.2%6,650 OVERHEAD & PROFIT 20.0%110,800 OPTION 1 - TOTAL PROJECT COSTS $483.04 671,420$ 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 1 of 5 68 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 1 - RESTROOMS & MISC. AREAS ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 1,390 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM #DESCRIPTION QUANTITY UNIT COST TOTAL 1.10 GENERAL CONDITIONS See Prorates Above. 0.00 - - SUBTOTAL 1.10 $0.00 SF NONE 2.10 SITEWORK Sewer Line, 4"150 LF 100.00 15,000 Restore Landscaping & Hardscape (Allowance)1 LS 10,000.00 10,000 - SUBTOTAL 2.10 $17.99 SF 25,000 2.20 DEMOLITION Mass Demolition Areas (Per SF Allowance)1,200 SF 15.00 18,000 Demo for New Restroom Concrete 224 SF 10.00 2,240 Demo Flooring Only (Per SF Allowance)190 SF 5.00 950 Haul & Disposal Fees (Allowance)1 LS 5,300.00 5,300 Sawcutting (Allowance)1 LS 2,500.00 2,500 - SUBTOTAL 2.20 $20.86 SF 28,990 3.10 CONCRETE New Restroom Sloping Concrete & Substrate 224 SF 35.00 7,840 Float & Level Previous Restroom Floor 70 SF 10.00 700 Concrete Curb, 6"90 LF 65.00 5,850 Misc. Concrete Work (Allowance)1 LS 5,000.00 5,000 - SUBTOTAL 3.10 $13.95 SF 19,390 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 2 of 5 69 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 1 - RESTROOMS & MISC. AREAS ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 1,390 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM #DESCRIPTION QUANTITY UNIT COST TOTAL 6.10 CARPENTRY Rough Carpentry Wood Framed Walls, 2x4 1,250 SF 10.00 12,500 Wood Framed Walls, 2x8 200 SF 12.50 2,500 Reframe (e) Door Openings 6 EA 500.00 3,000 Finish Carpentry Lobby Reception Desk, 10 lf 1 EA 5,000.00 5,000 Misc. Finish Carpentry (Per SF Allowance)1,390 SF 2.50 3,480 - SUBTOTAL 6.10 $19.05 SF 26,480 8.10 DOORS & WINDOWS New Interior Doors, SC Wood, 3'x7'13 EA 2,960.00 38,480 Includes Frames & Standard Hardware - - SUBTOTAL 8.10 $27.68 SF 38,480 9.10 FINISHES Wall Finishes New Walls, 2x4 x 125 lf 1,250 SF 20.00 25,000 New Walls, 2x8 x 20 lf 200 SF 25.00 5,000 Misc. Patch & Repair (Per SF Allowance)1,390 SF 2.50 3,480 Walls include gypboard, sound batts & paint. Flooring Resilient Flooring 570 SF 10.00 5,700 Carpet Tiles 110 SF 10.00 1,100 Lobby Brick (Remove & Replace)380 SF 20.00 7,600 Vinyl Base, 4"410 LF 7.50 3,080 Ceilings Acoustic Ceiling Tile, 2x4 1,060 SF 7.50 7,950 Suspended Gypboard Ceiling 224 SF 15.00 3,360 Paint Gypboard Ceiling 224 SF 2.50 560 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 3 of 5 70 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 1 - RESTROOMS & MISC. AREAS ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 1,390 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM #DESCRIPTION QUANTITY UNIT COST TOTAL Additional Painting Paint/Stain Doors 13 EA 150.00 1,950 Misc. Additional Painting (Allowance)1 LS 1,500.00 1,500 - SUBTOTAL 9.10 $47.68 SF 66,280 9.50 TILE Ceramic Tile, Floor 224 SF 25.00 5,600 Ceramic Tile, Wainscot, 4'336 SF 30.00 10,080 - SUBTOTAL 9.50 $11.28 SF 15,680 10.10 SPECIALTIES Toilet Partitions & Accessories Toilet Partition, ADA 1 EA 1,500.00 1,500 Toilet Partition, Door & Panel 1 EA 500.00 500 Coat Hooks 3 EA 75.00 230 Grab Bar Sets 2 EA 350.00 700 Mirrors 3 EA 120.00 360 Paper Towel Dispenser & Waste Combo 2 EA 750.00 1,500 Seat Cover Dispensers 3 EA 75.00 230 Soap Dispensers 3 EA 75.00 230 Toilet Paper Dispensers 3 EA 75.00 230 General Building Specialties Corner Guards 8 EA 75.00 600 Markerboards, 6'x4'1 EA 600.00 600 TV Wall Mounting Bracket 1 EA 750.00 750 Misc. General Building Specialties (Allowance)1 LS 1,000.00 1,000 - SUBTOTAL 10.10 $6.06 SF 8,430 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 4 of 5 71 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 1 - RESTROOMS & MISC. AREAS ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 1,390 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM # DESCRIPTION QUANTITY UNIT COST TOTAL 15.10 PLUMBING Toilets 3 EA 2,500.00 7,500 Urinals 1 EA 1,500.00 1,500 Lavatories 3 EA 1,000.00 3,000 Plumbing Rough-Ins 7 EA 3,500.00 24,500 Sterilization & Testing 1 LS 1,000.00 500 - SUBTOTAL 15.10 $26.62 SF 37,000 15.20 FIRE PROTECTION Adjust Sprinkler Heads (Per SF Allowance) 1,390 SF 2.50 3,480 - SUBTOTAL 15.20 $2.50 SF 3,480 15.30 HVAC Reconfigure Existing HVAC (Per SF Allowance) 1,390 SF 25.00 34,750 - SUBTOTAL 15.30 $25.00 SF 34,750 16.10 ELECTRICAL Reconfigure Existing Electrical (Per SF Allowance) 1,390 SF 35.00 48,650 - SUBTOTAL 16.10 $35.00 SF 48,650 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 5 of 5 72 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 2 - RESTROOMS ONLY ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 260 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM #DESCRIPTION QUANTITY UNIT COST TOTAL OPTION 2 1.10 GENERAL CONDITIONS INCLUDED IN PRORATES - NONE 2.10 SITEWORK 0.0%- NONE 2.20 DEMOLITION 7.0% 35.38 9,200 3.10 CONCRETE 11.9% 60.04 15,610 6.10 CARPENTRY 4.6% 23.46 6,100 8.10 DOORS & WINDOWS 6.8% 34.15 8,880 9.10 FINISHES 12.3% 62.23 16,180 9.50 TILE 13.2% 66.81 17,370 10.10 SPECIALTIES 3.6% 18.19 4,730 15.10 PLUMBING 28.2% 142.31 37,000 15.20 FIRE PROTECTION 0.5% 2.50 650 15.30 HVAC 4.9% 25.00 6,500 16.10 ELECTRICAL 6.9% 35.00 9,100 TOTAL DIRECT COST $505.08 131,320$ PRORATES GENERAL CONDITIONS 25.0%32,830 DESIGN CONTINGENCY 35.0%45,970 ESCALATION 2.1%2,760 SUBTOTAL $818.77 212,880$ CONTRACTOR BURDENS BONDS 1.2%2,560 OVERHEAD & PROFIT 25.0%53,220 OPTION 2 - TOTAL PROJECT COSTS $1,033.31 268,660$ 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 1 of 5 73 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 2 - RESTROOMS ONLY ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 260 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM # DESCRIPTION QUANTITY UNIT COST TOTAL 1.10 GENERAL CONDITIONS See Prorates Above. 0.00 - - SUBTOTAL 1.10 $0.00 SF NONE 2.10 SITEWORK None - - SUBTOTAL 2.10 $0.00 SF NONE 2.20 DEMOLITION Mass Demolition Areas (Per SF Allowance) 260 SF 15.00 3,900 Demo for New Restroom Concrete 260 SF 10.00 2,600 Haul & Disposal Fees (Allowance) 1 LS 1,700.00 1,700 Sawcutting (Allowance) 1 LS 1,000.00 1,000 - SUBTOTAL 2.20 $35.38 SF 9,200 3.10 CONCRETE New Restroom Sloping Concrete & Substrate 210 SF 35.00 7,350 Concrete Curb, 6" 104 LF 65.00 6,760 Misc. Concrete Work (Allowance) 1 LS 1,500.00 1,500 - SUBTOTAL 3.10 $60.04 SF 15,610 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 2 of 5 74 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 2 - RESTROOMS ONLY ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 260 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM # DESCRIPTION QUANTITY UNIT COST TOTAL 6.10 CARPENTRY Rough Carpentry Wood Framed Walls, 2x4 120 SF 10.00 1,200 Wood Framed Walls, Dbl 2x4 340 SF 12.50 4,250 Finish Carpentry Misc. Finish Carpentry (Per SF Allowance) 260 SF 2.50 650 - SUBTOTAL 6.10 $23.46 SF 6,100 8.10 DOORS & WINDOWS New Interior Doors, SC Wood, 3'x7' 3 EA 2,960.00 8,880 Includes Frames & Standard Hardware - SUBTOTAL 8.10 $34.15 SF 8,880 9.10 FINISHES Wall Finishes New Walls, 2x4 x 12 lf 120 SF 20.00 2,400 New Walls, Dbl 2x4 x 34 lf 340 SF 25.00 8,500 Misc. Patch & Repair (Per SF Allowance) 260 SF 2.50 650 Walls include gypboard, sound batts & paint. Ceilings Suspended Gypboard Ceiling 210 SF 15.00 3,150 Paint Gypboard Ceiling 210 SF 2.50 530 Additional Painting Paint/Stain Doors 3 EA 150.00 450 Misc. Additional Painting (Allowance) 1 LS 500.00 500 - SUBTOTAL 9.10 $62.23 SF 16,180 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 3 of 5 75 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 2 - RESTROOMS ONLY ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 260 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM # DESCRIPTION QUANTITY UNIT COST TOTAL 9.50 TILE Ceramic Tile, Floor 210 SF 25.00 5,250 Ceramic Tile, Wainscot, 4' 404 SF 30.00 12,120 - SUBTOTAL 9.50 $66.81 SF 17,370 10.10 SPECIALTIES Toilet Accessories Coat Hooks 3 EA 75.00 230 Grab Bar Sets 2 EA 350.00 700 Mirrors 3 EA 120.00 360 Paper Towel Dispenser & Waste Combo 3 EA 750.00 2,250 Seat Cover Dispensers 3 EA 75.00 230 Soap Dispensers 3 EA 75.00 230 Toilet Paper Dispensers 3 EA 75.00 230 General Building Specialties Misc. General Building Specialties (Allowance) 1 LS 500.00 500 - SUBTOTAL 10.10 $18.19 SF 4,730 15.10 PLUMBING Toilets 3 EA 2,500.00 7,500 Urinals 1 EA 1,500.00 1,500 Lavatories 3 EA 1,000.00 3,000 Plumbing Rough-Ins 7 EA 3,500.00 24,500 Sterilization & Testing 1 LS 500.00 500 - SUBTOTAL 15.10 $142.31 SF 37,000 15.20 FIRE PROTECTION Adjust Sprinkler Heads (Per SF Allowance) 260 SF 2.50 650 - SUBTOTAL 15.20 $2.50 SF 650 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 4 of 5 76 PROJECT:ROLLING HILLS CITY HALL RENOVATIONS RHWCC JOB NO.: 20-06 LOCATION:ROLLING HILLS, CALIFORNIA PREPARED BY: RW CLIENT:CITY OF ROLLING HILLS CHECKED BY: JFH DESCRIPTION:OPTION 2 - RESTROOMS ONLY ESTIMATE DATE: 05/09/20 ADJUSTED GSF: 260 REV 0 10% SCHEMATIC DESIGN COST ESTIMATE ITEM # DESCRIPTION QUANTITY UNIT COST TOTAL 15.30 HVAC Reconfigure Existing HVAC (Per SF Allowance) 260 SF 25.00 6,500 - SUBTOTAL 15.30 $25.00 SF 6,500 16.10 ELECTRICAL Reconfigure Existing Electrical (Per SF Allowance) 260 SF 35.00 9,100 - SUBTOTAL 16.10 $35.00 SF 9,100 5/9/2020 Rolling Hills City Hall Renovations 10% SD Estimate Rev 0 pg4 Page 5 of 5 77 78 79 Agenda Item No.: 10.A Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ELAINE JENG, CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:PRESENTATION BY PALOS VERDES PENINSULA UNIFIED SCHOOL DISTRICT SUPERINTENDENT ON REOPENING SCHOOLS. DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: None. ATTACHMENTS: 80 Agenda Item No.: 10.B Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER FEE WAIVER REQUEST FOR A MIXED-USE APPLICATION AT 24 CINCHRING. DATE:April 12, 2021 BACKGROUND: Property owners of 24 Cinchring Road, the Nakamuras are requesting to use a previous appeal fee payment of $3,000 submitted in August 2017 to cover their current mixed use application fee totaling $2,250. Records show that the appeal hearing with the City Council was conducted in 2018. DISCUSSION: The Nakamuras are claiming that they were informed by the former Planning Director Ms. Yolanta Schwartz that their previous appeal fee of $3,000 would be applied toward future application fees. Staff was not able to find any records showing that the City agreed to said arrangement. Additionally, staff reached out to Ms. Schwartz and Ms. Schwartz stated that she does not recall informing the applicant that the appeal fee would be applied to future applications. The current mixed use application requires Site Plan Review, Variance and Conditional Use Permit. The total amount of the application fee is $2,250 and was paid in full by the Nakamuras at the time the application was accepted by the City. FISCAL IMPACT: The applicant is requesting fee credit in the amount of $2,250. RECOMMENDATION: Consider applicant's request and provide directions to staff. ATTACHMENTS: Fee Waiver Request Letter.pdf 81 82 Agenda Item No.: 10.C Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ELAINE JENG, CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:REQUEST BY RESIDENT JUDITH HAENEL TO ALLOW RESIDENTS TO PURCHASE MEMORIAL BRICKS TO BE PLACED ON WALKING PATHS IN AND AROUND THE CITY HALL CAMPUS. DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: Resident Judith Haenel provided photographs of memorial bricks to staff and requested consideration to place similar memorial bricks on the City Hall campus. FISCAL IMPACT: In Ms. Haenel's proposal, the memorial bricks would be paid for by the residents. There would be no fiscal impact to the City for the fabrication and placement of the memorial bricks but there could be on- going maintenance cost funded by the City. RECOMMENDATION: Consider request and provide direction to staff. ATTACHMENTS: FullSizeRender[2].jpg FullSizeRender[1].jpg FullSizeRender.jpg 83 84 85 86 Agenda Item No.: 10.D Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:TERRY SHEA, FINANCE DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:REVIEW SOLID WASTE COLLECTION SERVICE FEE INCREASE FOR FY 2021-22 AND CONSIDER SETTING PROPOSITION 218 REQUIRED PROTEST HEARING DATE. DATE:April 12, 2021 BACKGROUND: In March of each Fiscal Year the City’s Refuse provider, Republic Services requests an annual CPI increase in its Refuse Rates. Beginning in Fiscal Year 2015-16 the City has approved the increases that have been requested but has chosen not to pass along these increases to the residents. The rate the City has been charging the residents has remained at $1,100 per year since Fiscal Year 2015-16. For Fiscal Year 2020-21 the City is paying Republic Services $1,293.60 per parcel and is offsetting the difference with available Net Position (Reserves) and a General Fund subsidy of $57,527. DISCUSSION: For Fiscal Year 2021-22 Republic Services has requested a 3% increase in rate. The Refuse Rate for Fiscal Year 2020-21 is $1,293.60 per parcel and a 3% increase would increase the rate to $1,332.41 per parcel. The total cost of service, billed annually at $1,332.41 per is $912,699. At $1,100 per parcel, currently, the total fees collected from residents is $753,500. If the City continues to subsidize the solid waste collection service fee, the difference between the total cost of service for FY 2020-2021 and the amount collected from residents of $159,199 need to be paid by the General Fund and the Refuse Fund Reserves. For Fiscal Year 2020-21 we are projecting and ending Net Position of $19,327 in the Refuse Fund. FISCAL IMPACT: If the service rate increase is absorbed by the City, approximately $159,199 of General Fund will be used for the subsidy for FY 2021-2022. No fiscal impact is anticipated if the service rate increase is paid for by the residents. 87 RECOMMENDATION: It is recommended the City Council review the Refuse Rate increase for FY 2021-2022, and decide to pass the rate increase to the residents or absorb the rate increase. If the direction is to pass the rate increase to the residents, per Proposition 218, the City will need to conduct a protest hearing prior to July 1, 2021, the effective date of the rate increase. ATTACHMENTS: Fiscal Year 2021-22 Projected Refuse Subsidy.pdf 88 Fiscal Year 2020‐21 Refuse Rates: Rate Per Residence 1,293.60$ Number of Residences 685 Annual Republic Charge to City 886,116.00$ Calculated Increase for FY 2021‐22: Fiscal Year 2020‐21 Refuse Rates 1,293.60$ Republic Services FY 2021‐22 Request (3%) 1.03 Projected Rate per Residence FY 2021‐22 1,332.41 Number of Residences 685 Projected Charge to City FY 2021‐22 912,699.48$ Projected Charge to City FY 2021‐22 912,699.48$ Projected Charge to Residences 753,500.00 Projected City FY 2021‐22 Subsidy 159,199.48$ Projected Rate passed to Residences 1,100.00$ Number of Residences 685 Projected Charge to Residences 753,500.00$ Fiscal Year 2020‐21 Projected Net Position: Net Position of Refuse Fund 7/1/2020 107,366.00$ Refuse Charges FY 2020‐21 753,500.00 Construction and Demo Charges 11,050.00 Republic Service Charges FY 2020‐21 (886,116.00) General Fund Transfer to Refuse Fund 57,527.00 Refuse Fund Transfer to General Fund (24,000.00) Projected Net Positon for 6/30/21 19,327.00$ City of Rolling Hlls Projected Refuse Rates FY 2021‐22 89 Agenda Item No.: 10.E Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ELAINE JENG, CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH WORLDWISE PRODUCTIONS LLC TO PRODUCE HOME HARDENING EDUCATIONAL VIDEOS. DATE:April 12, 2021 BACKGROUND: One of the goals in 2021 for the Block Captains Program is to encourage, support and educate the community on home hardening measures. Hardening the home is a proven way to mitigate wildfire impacts to residential structures. In late 2020, the Block Captains started an education campaign on hardening homes and worked with the Los Angeles County Fire Department to provide complimentary inspections by the Forestry Division of the department to all residents of Rolling Hills. These inspections are not enforcement inspections but intended to provide guidance and expert opinions on best practices. Since the commencement of the complimentary inspections in September 2020, inspections of 34 properties in Rolling Hills have been conducted. The Block Captains have investigated other means to encourage, support and educate the community on the importance of hardening homes. Through research and discussions with the Los Angeles County Fire Department, the Block Captains are proposing to produce educational videos, between one minute and four minutes long, shot on location in Rolling Hills. These educational videos are intended to be timeless sources of guidance for the community on home hardening measures. Cal Water has taken a similar educational approach and produced brief educational videos that can be found on the company's website. DISCUSSION: The Block Captains and staff solicited proposals from two vendors: Think Marketing and WorldWise Productions LLC. Staff and a few Block Captains conducted scoping meetings with both vendors and both vendors provided proposals for consideration. There was a third vendor that was contacted but the vendor did not respond. 90 With assistance of a resident whose profession was in the media production industry, the proposals were evaluated by staff, the Lead Block Captains, and Block Captain Debra Shrader for meeting the scope of work, providing sufficient information on project approach including timeline, and a clear break down of the cost of the proposal. The Block Captains and staff are recommending engaging the services of WorldWise Productions LLC. to produce home hardening educational videos. Company Think Marketing WorldWise Production LLC. Cost Proposal $12,440 - $13,790 $9,550 FISCAL IMPACT: The total production cost proposed by WorldWise Productions LLC. is $9,550. The adopted FY 2020- 2022 includes $29,000 in Non-Department 65, in account 917 dedicated to Emergency Preparedness. There are sufficient funds in this account to engage the services of WorldWise Production LLC. to produce educational videos. RECOMMENDATION: Approve as presented. ATTACHMENTS: PSA with Worldwise for Home Hardening Video Production Services-c1_2021-04-07_signed.pdf Rolling Hills Home Hardening Videos Proposal 3.18.21.pdf 91 PROFESSIONAL SERVICES AGREEMENT THIS PROFESSIONAL SERVICES AGREEMENT, is made and entered in the City of Rolling Hills, California on April 12, 2021 by and between the CITY OF ROLLING HILLS, a municipal corporation, hereinafter referred to as "CITY," and WORLDWISE PRODUCTION, LLC, a limited liability company, hereinafter referred to as “CONSULTANT.” RECITALS A. CITY desires to engage CONSULTANT to produce a home hardening educational video for the public in response to wildfire risks within the community; and B. CONSULTANT is well qualified by reason of education, training, and experience to perform such services; and C. CITY does not have the personnel able and available to perform the services required under this Agreement; and D. CONSULTANT is willing to render such professional services as hereinafter defined. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, CITY hereby engages CONSULTANT and CONSULTANT agrees to perform the services set forth in this Agreement: 1. SCOPE OF WORKS CONSULTANT shall perform all work necessary to complete in a manner satisfactory to CITY the services set forth in the scope of work attached as Exhibit A and incorporated herein by reference except that, to the extent that any provision in Exhibit A conflicts with this Agreement, the provisions of this Agreement govern. The first edit of the video identified in scope of work shall be produced to CITY by _May 17, 2021. The final product of the video identified in the scope of work shall be produced to CITY by May 31, 2021 (the “Deliverable”). 2. CITY RESPONSIBILITIES CITY shall provide information and documents as may be reasonably necessary to assist with the performance of the obligations by CONSULTANT under this Agreement. 3. COST CITY agrees to pay CONSULTANT for the services required by this Agreement an amount not to exceed nine thousand five hundred and fifty dollars ($9,550), inclusive of all expenses and travel, as set forth in Exhibit A. Any increase in the Agreement amount 92 or scope shall be approved by express written amendment to this Agreement executed by CITY and CONSULTANT. 4. METHOD OF PAYMENT CONSULTANT shall submit an invoice in duplicate and addressed to the CITY OF ROLLING HILLS, CITY MANAGER, 2 Portuguese Bend Road, Rolling Hills, CA 90274 on a monthly basis for the services performed in the preceding month. Each invoice shall itemize the services performed. CITY shall remit payment within thirty (30) days of receiving this invoice. 5. SUBCONTRACTING CONSULTANT shall not be permitted to subcontract any portion of this Agreement without the express written consent of CITY. 6. COMMENCEMENT OF WORK CONSULTANT shall commence work under this Agreement upon execution of this Agreement. 7. RECORDS CONSULTANT must maintain the documents and communications arising from performance of its obligations under this Agreement at CONSULTANT’s California office during this Agreement period and thereafter for five years from the date of final payment. 8. WARRANTIES AND LIMITATIONS CONSULTANT represents and warrants to CITY that the Deliverable created by CONSULTANT shall be original work and shall not infringe upon the intellectual property rights of any third party. CITY represents and warrants to CONSULTANT that it has the right to use any trademark, content, or other intellectual property that has been provided by CITY to CONSULTANT for use in the Deliverable. 9. OWNERSHIP OF RECORDS All records, data, documents, and other material prepared under this Agreement shall become the property of CITY. CONSULTANT is creating the Deliverable as a work made for hire and agrees that all intellectual property rights associated with the Deliverable, including without limitation, all copyright and associated rights, will be owned by CITY upon the payment of the fees pursuant to this Agreement. Such ownership includes, without limitation, the world wide right to display, use, distribute, stream, modify, copy, license, sub-license, merchandise, and create derivative works of the Deliverable in tangible and digital form. CONSULTANT will execute such documents as may reasonably be requested by CITY to evidence the ownership of all intellectual property rights. CITY shall not be obligated to designate or credit CONSULTANT as the 93 creator of the Deliverable. The Deliverable is being provided by CONSULTANT in requested digital file formats (such HD format .mov, mp4, etc.) that will be readable by software that is compatible with such formats and will not contain any proprietary software or source code of CONSULTANT. Following the delivery of the Deliverable to CITY, CONSULTANT shall not make any use of the Deliverable, provided, however, that CONSULTANT may make use of a sample of the Deliverable that has been approved by CITY in advance for display in CONSULTANT’s portfolio of work to show other potential customers. At the same time as the delivery of the Deliverable, CONSULTANT shall also deliver all of the raw footage captured under this Agreement. Thereafter, CONSULTANT shall delete all copies of the Deliverable and the raw footage with the exception of the sample of the Deliverable that has been approved by the CITY in advance for display in CONSULTANT’s portfolio of work to show other potential customers. 10. TERM OF AGREEMENT This Agreement shall be valid for one (1) year upon the execution of this Agreement. Extension of the term of this Agreement shall be made in writing and agreed upon by CITY and CONSULTANT through written amendment to this Agreement. 11. TERMINATION Either party may terminate this Agreement without cause upon thirty (30) days written notice to the other party. The effective date of termination shall be upon the date specified in the notice of termination or, in the event no date is specified, upon the thirtieth (30th) day following delivery of notice. The termination without cause of this Agreement shall not terminate the parties’ rights and obligations with respect to work and work product provided during the term of this Agreement or any extension thereof. Should the Agreement be breached in any manner, the non-breaching party may, at its option, terminate the Agreement not less than five (5) days after written notification is received by the breaching party to remedy the violation or within any other time period agreed to by the parties. 12. ASSIGNABILITY CONSULTANT shall not assign or transfer interest in this Agreement without the prior written consent of CITY. 13. AMENDMENT It is mutually understood and agreed that no alteration or variation of the terms of this Agreement, or any subcontract requiring the approval of CITY, shall be valid unless made in writing, signed by the parties hereto, and approved by all necessary parties. 94 14. NON-SOLICITATION CLAUSE CONSULTANT warrants that he or she has not employed or retained any company or persons, other than a bona fide employee working solely for CONSULTANT, by any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, CITY shall have the right to annul this Agreement without liability or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or other consideration. 15. INDEMNITY CONSULTANT shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees, and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys’ fees, expert fees, and all other costs and fees of litigation) of every nature arising out of or in connection with CONSULTANT’s performance of work hereunder or its failure to comply with any of its obligations contained in this AGREEMENT. Should CITY in its sole discretion find CONSULTANT’s legal counsel unacceptable, then CONSULTANT shall reimburse CITY its costs of defense, including without limitation reasonable attorneys’ fees, experts fees, and all other costs and fees of litigation. CONSULTANT shall promptly pay any final judgment rendered against CITY (and its officers, officials, employees, and volunteers) with respect to claims determined by a trier of fact to have been CONSULTANT’s allocated share of liability. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. 16. INSURANCE A. Without limiting CONSULTANT’S obligations arising under paragraph 15 - Indemnity, CONSULTANT shall not begin work under this Agreement until it obtains policies of insurance required under this section. The insurance shall cover CONSULTANT, its agents, representatives, and employees in connection with the performance of work under this Agreement, and shall be maintained throughout the term of this Agreement. Insurance coverage shall be as follows: i. Automobile Liability Insurance with minimum coverage of $300,000 for property damage, $300,000 for injury to one person/single occurrence, and $300,000 for injury to more than one person/single occurrence. If CONSULTANT or CONSULTANT’s employees will use personal automobiles in any way on this project, CONSULTANT shall obtain evidence of personal automobile liability coverage for each such person and promptly provide it to CITY before such person performs work under this Agreement. In addition, if CONSULTANT obtains CITY’s written consent to hire a subcontractor, CONSULTANT shall also obtain evidence of personal automobile liability coverage for each such person and promptly provide it to CITY before such person performs work under this Agreement. 95 ii. General Liability insuring CITY its elected and appointed officers, employees, agents, and volunteers from claims for damages for personal injury, including death, as well as from claims for property damage which may arise from CONSULTANT’S actions under this Agreement, whether or not done by CONSULTANT or anyone directly or indirectly employed by CONSULTANT. Such insurance shall have a combined single limit of not less than $1,000,000. In addition, if CONSULTANT obtains CITY’s written consent to hire a subcontractor, CONSULTANT shall insure CITY its elected and appointed officers, employees, agents, and volunteers from claims for damages for personal injury, including death, as well as from claims for property damage which may arise from such subcontractor’s actions. iii. Worker’s Compensation Insurance for all CONSULTANT’S employees to the extent required by the State of California. In addition, if CONSULTANT obtains CITY’s written consent to hire a subcontractor, CONSULTANT shall also require every subcontractor to similarly maintain Worker’s Compensation Insurance in accordance with the laws of the State of California for all of the subcontractor’s employees. Any notice of cancellation or non-renewal of all Workers’ Compensation policies must be received by CITY at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against CITY, its officers, employees, agents, and volunteers for losses arising from work performed by CONSULTANT for CITY. This provision shall not apply if CONSULTANT has no employees performing work under this Agreement. If CONSULTANT has no employees for the purposes of this Agreement, CONSULTANT shall sign the “Certificate of Exemption from Workers’ Compensation Insurance” which is attached hereto and incorporated herein by reference as “Exhibit B.” iv. Professional Liability Coverage. CONSULTANT shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from CONSULTANT’s operations under this Agreement, whether such operations be by CONSULTANT or by its employees or subcontractors. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis or a combined single limit per occurrence basis. B. Deductibility Limits for policies referred to in subparagraphs A (i) - (iii) shall not exceed $5,000 per occurrence. C. Endorsements. Each general liability and automobile liability insurance policy shall be issued by insurers possessing a Best’s rating of no less than A-: VII. Each general liability and automobile liability insurance policy shall be endorsed with the language of Sections (i) – (vi) below. CONSULTANT also agrees to require all subcontractors to do likewise. i. Additional Insured Clause. “The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the CONSULTANT.” 96 ii. Primary Insurance Clause. This policy shall be considered primary insurance as respect to CITY, its elected or appointed officers, officials, employees, agents, and volunteers. Any insurance maintained by CITY, including any self-insured retention CITY may have, shall be considered excess insurance only and shall not contribute to this policy. iii. Separation of Insured Clause. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. iv. Failure to Report to Insurer. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to CITY, its elected or appointed officers, officials, employees, agents, or volunteers v. Waiver of Right to Subrogation Clause. CONSULTANT, and its insurer through endorsement, waives all rights of subrogation against CITY, its elected or appointed officers, officials, employees, agents, and volunteers regardless of the applicability of any insurance proceeds, and CONSULTANT agrees to have all subcontractors, and subcontractors’ insurers through endorsement, to do likewise. vi. Notice of Change in Insurance. The insurance provided by this policy shall not be suspended, voided, or reduced in coverage or limits except after thirty (30) days’ written notice has been submitted to CITY and approved of in writing, except in the case of cancellation, for which ten (10) days’ written notice shall be provided. D. Notice to CITY. 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. CONSULTANT also agrees to provide immediate written notice to CITY if any insurance policy listed above is suspended, voided, or reduced in coverage or limits. CONSULTANT agrees to have all subcontractors do likewise. E. Claims-made policies. Should any of the required insurance be provided under a claims-made form, CONSULTANT shall maintain such coverage continuously throughout the term of this Agreement and, without lapse, for a period of three years beyond the expiration of this Agreement, to the effect that should occurrences during the Agreement term give rise to claims made after expiration of the Agreement, such claims shall be covered by such claims-made policies. F. Defense costs. Should any of the required insurance be provided under a form of coverage that includes a general annual aggregate limit or provides that claims investigation or legal defense costs be included in such general annual aggregate limit, such general aggregate limit shall double the occurrence or claims limits specified above. G. Acknowledgment of the Minimum Amount of Coverage. Notwithstanding the provisions included in any of the ISO Additional Insured Endorsement forms, 97 CONSULTANT acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amounts 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. H. Self Insured Retention/Deductibles. All policies required by this Agreement shall allow CITY, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of CONSULTANT (as the named insured) should CONSULTANT fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director. CONSULTANT understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by CONSULTANT as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should CITY pay the SIR or deductible on CONSULTANT’s behalf upon CONSULTANT’s failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, CITY may include such amounts as damages in any action against CONSULTANT for breach of this Agreement in addition to any other damages incurred by CITY due to the breach. I. Certificates of Insurance. CONSULTANT shall provide certificates of insurance with original endorsements to CITY as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with CITY on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with CITY at all times during the term of this Agreement. J. Failure to Procure Insurance. Failure on the part of CONSULTANT to procure or maintain required insurance shall constitute a material breach of this Agreement under which CITY may terminate this Agreement. 17. NOTICE All Notices permitted or required under this Agreement shall be in writing and shall be deemed made when delivered to the applicable party’s representative as provided in this Agreement. Additionally, such notices may be given to the respective parties at the following addresses or at such other addresses as the parties may provide in writing for this purpose. Such notices shall be deemed made when personally delivered or when mailed forty-eight (48) hours after deposit in the U.S. mail, first-class postage prepaid, and addressed to the party at its applicable address. CITY: City of Rolling Hills 2 Portuguese Bend Road Rolling Hills, California 90274. Attention: City Manager, Elaine Jeng, PE CONSULTANT: Worldwise Productions, LLC 1829 Seasons Street 98 Simi Valley, CA 93065 Attention: Jinah Kim 18. ENFORCEMENT OF AGREEMENT In the event that legal action is commenced to enforce or declare the rights created under this Agreement, the prevailing party shall be entitled to an award of costs and reasonable attorney’s fees in the amount to be determined by the court. 19. CONFLICTS OF INTEREST No member of the governing body of CITY and no other officer, employee, or agent of CITY who exercises any functions or responsibilities in connection with the planning and carrying out of the program shall have any personal financial interest, direct or indirect, in this Agreement; and CONSULTANT further covenants that in the performance of this Agreement, no person having any such interest shall be employed. 20. INDEPENDENT CONTRACTOR CONSULTANT is and shall at all times remain as to CITY a wholly independent contractor. Neither CITY nor any of its agents shall have control over the conduct of CONSULTANT or any of CONSULTANT’s employees, except as herein set forth. CONSULTANT shall not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of CITY. 21. PERSONNEL CONSULTANT represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by CONSULTANT or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. CONSULTANT reserves the right to determine the assignment of its own employees to the performance of CONSULTANT’s services under this Agreement, but CITY reserves the right, for good cause, to require CONSULTANT to exclude any employee from performing such services. 22. CONFIDENTIALITY CONSULTANT in the course of its duties may have access to confidential data of CITY, CITY officers, employees, agents, or volunteers, or private individuals. CONSULTANT covenants that all data, documents, discussion, or other information received by CONSULTANT or provided for performance of this Agreement are deemed confidential and shall not be disclosed by CONSULTANT without written authorization by CITY. CITY shall grant such authorization if disclosure is required by law. CONSULTANT’s covenant under this section shall survive the termination of this Agreement. 99 23. ENTIRE AGREEMENT OF THE PARTIES This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to retaining CONSULTANT by CITY and contains all the covenants and agreements between the parties with respect to such retention in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONSULTANT. 24. GOVERNING LAW This Agreement shall be governed by and construed in accordance with the laws of the State of California and all applicable federal statutes and regulations as amended. IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their duly authorized representatives as of the date of the signature of the parties below. CITY OF ROLLING HILLS WORLDWISE PRODUCTIONS, LLC ______ _____ ________ ELAINE JENG, CITY MANAGER JINAH KIM ATTEST: _________________________________ CITY CLERK APPROVED AS TO FORM: _________________________________ MICHAEL JENKINS, CITY ATTORNEY EXHIBIT A 100 SCOPE OF WORK EXHIBIT B 101 Certificate of Exemption from Workers’ Compensation Insurance TO: City of Rolling Hills SUBJECT: Sole Proprietor/Partnership/Closely Held Corporation with No Employees Please let this memorandum notify the City of Rolling Hills that I am a sole proprietor partnership nonprofit organization closely held corporation and do not have any employees whose employment requires me to carry workers’ compensation insurance. Therefore, I do not carry worker’s compensation insurance coverage. CONSULTANT Signature ____________________________ Printed Name of CONSULTANT ____________________________ Date 102 Page 1 of 3 WORLDWISE RECYCLES PLEASE RECYCLE TOO Jinah Kim WorldWise Productions 1829 Seasons St Simi Valley, CA 93065 March 19, 2021 Elaine Jeng City Manager City of Rolling Hills 2 Portuguese Bend Rd. Rolling Hills, CA 90274 Dear Elaine, Thank you very much for giving WorldWise Productions the opportunity to partner with your city in creating a public education video about hardening your home against wildfires. As the producer of thousands of training, educational and marketing videos for large public agencies and corporate clients nation-wide, we come with years of relevant and professional experience that will benefit your project. Based on what we discussed, we estimate the following: Home Hardening – Educational Video SCOPE • Consult with client to understand the goals of the video. • Create a clear, informative video script with visual references. • Schedule shoot, talent and crews. • Shoot high-quality, professional video on-site in Rolling Hills. • Weave voiceover, graphics and footage into an engaging video, up to 6 minutes long. • First draft of video will be delivered to client via private website link. • Client is entitled to one round of editing revisions of the video. * • If revisions are requested, we will make the edits and deliver version 2 of the video. This revision request can encompass breaking the single video into smaller videos. • Once the final videos are approved, we will send downloadable video files. 103 Page 2 of 3 WORLDWISE RECYCLES PLEASE RECYCLE TOO Pre-Production 1. Script writing: $750 2. 10 hours pre-production: $600 • Includes pre-interviews, calls, research, scheduling, concept creation, etc. Production 1. 1 full shooting day – (up to 10 hours from arrival to departure): $2,350 a. Videographer, 4K camera package, light package, basic audio: $1,600 b. Producer / Director / Script Supervisor / Talent Coach: $750 2. Drone videography, 4K camera (FAA licensed): $850 Post-Production 1. Voiceover service: $350 2. 3 days video editing: $2,850 3. Copyright-free music: $250 4. Custom video graphics package, with city branding, font, colors, style: $1,500 5. Closed captioning: $50 Total production estimate: $9,550 The shoot includes: On-camera direction and coaching. HD camera package, all necessary gear, basic lights and audio. Professional and experienced production crew. Light hair & makeup. Full day is 10 hours from arrival to departure. The edit includes: Ingesting of all raw footage into digital files, color correction, audio mixing, graphics incorporation. The first edit will be delivered to client online for review. The link to the video can be emailed to as many stakeholders as needed. *The client is then entitled to one editing revision of the video, free of charge. This complimentary edit does not apply to script and content that were approved prior to production, or to any changes that would be considered out-of-scope of the original project parameters. Those, and additional revisions will be billed at $150 per hour. Once the videos are approved and finalized, the client receives the final products on a computer- and-web -friendly HD format (.mov, mp4, etc..). 104 Page 3 of 3 WORLDWISE RECYCLES PLEASE RECYCLE TOO Sincerely, Jinah Kim Principal & Executive Producer WorldWise Productions Jinah@WWPVideo.com (877) WWP-Video x701 (direct) www.WWPVideo.com 105 Page 1 of 3 WORLDWISE RECYCLES PLEASE RECYCLE TOO Jinah Kim WorldWise Productions 1829 Seasons St Simi Valley, CA 93065 March 19, 2021 Elaine Jeng City Manager City of Rolling Hills 2 Portuguese Bend Rd. Rolling Hills, CA 90274 Dear Elaine, Thank you very much for giving WorldWise Productions the opportunity to partner with your city in creating a public education video about hardening your home against wildfires. As the producer of thousands of training, educational and marketing videos for large public agencies and corporate clients nation-wide, we come with years of relevant and professional experience that will benefit your project. Based on what we discussed, we estimate the following: Home Hardening – Educational Video SCOPE • Consult with client to understand the goals of the video. • Create a clear, informative video script with visual references. • Schedule shoot, talent and crews. • Shoot high-quality, professional video on-site in Rolling Hills. • Weave voiceover, graphics and footage into an engaging video, up to 6 minutes long. • First draft of video will be delivered to client via private website link. • Client is entitled to one round of editing revisions of the video. * • If revisions are requested, we will make the edits and deliver version 2 of the video. This revision request can encompass breaking the single video into smaller videos. • Once the final videos are approved, we will send downloadable video files. 106 Page 2 of 3 WORLDWISE RECYCLES PLEASE RECYCLE TOO Pre-Production 1. Script writing: $750 2. 10 hours pre-production: $600 • Includes pre-interviews, calls, research, scheduling, concept creation, etc. Production 1. 1 full shooting day – (up to 10 hours from arrival to departure): $2,350 a. Videographer, 4K camera package, light package, basic audio: $1,600 b. Producer / Director / Script Supervisor / Talent Coach: $750 2. Drone videography, 4K camera (FAA licensed): $850 Post-Production 1. Voiceover service: $350 2. 3 days video editing: $2,850 3. Copyright-free music: $250 4. Custom video graphics package, with city branding, font, colors, style: $1,500 5. Closed captioning: $50 Total production estimate: $9,550 The shoot includes: On-camera direction and coaching. HD camera package, all necessary gear, basic lights and audio. Professional and experienced production crew. Light hair & makeup. Full day is 10 hours from arrival to departure. The edit includes: Ingesting of all raw footage into digital files, color correction, audio mixing, graphics incorporation. The first edit will be delivered to client online for review. The link to the video can be emailed to as many stakeholders as needed. *The client is then entitled to one editing revision of the video, free of charge. This complimentary edit does not apply to script and content that were approved prior to production, or to any changes that would be considered out-of-scope of the original project parameters. Those, and additional revisions will be billed at $150 per hour. Once the videos are approved and finalized, the client receives the final products on a computer- and-web -friendly HD format (.mov, mp4, etc..). 107 Page 3 of 3 WORLDWISE RECYCLES PLEASE RECYCLE TOO Overtime beyond 10 hours for the shoots will be billed at time-and-a-half per crew member. Upon request, WWP will give client all the raw footage. However, all project files remain the property of WorldWise Productions, unless otherwise agreed-upon. Client must provide the hard drive and shipping costs. Once this proposal is accepted and finalized, client will be responsible for an up-front retainer of 50% of the estimated cost of the selected project immediately. The remainder of the fee shall be paid upon delivery of the final product. Client agrees that all provided and/or taped material is or will be legally approved for agreed upon use and agrees to be fully responsible for any copyright and usage issues, thereby releasing any and all liability from WorldWise Productions. Client shall own all copyright rights in the works, including without limitation the right to make and distribute copies and to create derivative works. Client agrees to allow WorldWise Productions to use the final product for demonstration and resume purposes. Upon acceptance of the proposal, please sign. Mail a check for the 50% retainer to: WorldWise Productions 1829 Seasons St. Simi Valley, CA 93065 Client accepts this proposal and grants permission to proceed with project(s): ____________________________________Date ____________________________________ Signature ____________________________________Print Name Sincerely, Jinah Kim Principal & Executive Producer WorldWise Productions Jinah@WWPVideo.com (877) WWP-Video x701 (direct) www.WWPVideo.com 108 Agenda Item No.: 10.F Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH MNS ENGINEERS FOR ASSISTANCE WITH FEMA/CAL-OES GRANT APPLICATIONS. DATE:April 12, 2021 BACKGROUND: MNS Engineers (MNS) provided professional services to prepare FEMA/CalOES grant applications and responded to additional information requests, beyond the contract scope, months after grant applications were submitted. MNS provided assistance when staff needed to respond to the grantor's quick turn-around deadlines and helped re-establish records that the City were missing. The contract was never properly amended to cover the additional scope of work when MNS exceeded their approved budget. The City and the MNS now wish enter into a new Agreement to memorialize the services in excess of the scope of work identified in the 2019 Agreement, see Exhibit A for additional scope of work. DISCUSSION: Through numerous discussions with MNS and thorough review of invoices and service hours provided beyond the approved contract agreement, staff was able to reconcile, confirm and justify the additional requests for payment on services rendered. It was concluded that services not billed for additional scope of work amounts to $18,782.23. FISCAL IMPACT: The outstanding fee of $18,782.23 includes the cost for the services and all expenses, travel and mileage, attendance at meetings and reimbursable expenses. RECOMMENDATION: Approve as presented. ATTACHMENTS: Professional Services Agreement - MNS.pdf 109 Exhibit A Scope of Work for MNS 2021 Agreement.PDF 110 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 12th day of April 2021 by and between the CITY OF ROLLING HILLS, a California municipal corporation (hereinafter the “CITY”), and MNS Engineer, Inc., a corporation with main office at 3350 Shelby Street, Suite 370, Ontario, 91764, California (hereinafter the “CONSULTANT”). 1. RECITALS: A. On March 14, 2019, the CITY and CONSULTANT entered into an agreement whereby CONSULTANT was hired to write, develop, and submit full grant sub-applications DR-4382-0172, DR-4382-0177, and DR-4382-0175 (the “2019 Agreement”). CONSULTANT performed services in excess of the scope of work in the 2019 Agreement. The 2019 Agreement expired on March 14, 2020. B. CONSULTANT was determined to be well qualified by reason of education, training, and experience to perform such services. C. CITY and CONSULTANT now wish to enter into this Agreement to memorialize the services in excess of the scope of work identified in the 2019 Agreement. Now, therefore, for and in consideration of the mutual covenants and conditions herein contained, CITY engaged CONSULTANT and CONSULTANT performed the Services set forth in this Agreement. 2. SCOPE OF WORK CONSULTANT performed services for the CITY highlighted in grey (Column C) and red (Column E) as set forth in Exhibit A, which is attached to this Agreement and incorporated herein by reference (the “Services”), from March 1, 2019 to October 31, 2019. 3. COST The CITY agrees to pay CONSULTANT for the Services an amount not to exceed $18,782.23. This fee includes the cost for the Services and all expenses, travel and mileage, attendance at meetings, and reimbursable expenses. 4. METHOD OF PAYMENT Upon full execution of this Agreement, CONSULTANT shall submit an invoice in duplicate and addressed to the CITY OF ROLLING HILLS, CITY MANAGER, 2 Portuguese Bend Road, Rolling Hills, CA 90274. CITY shall remit payment for the Services within fourteen (14 days) of receiving this invoice. 111 5. SUBCONTRACTING CONSULTANT warrants that it did not employ any independent subcontractors to assist CONSULTANT with the performance of the Services without CITY’s prior written approval. 6. COMPLIANCE WITH LAW All Services rendered under this Agreement were provided in accordance with the requirements of relevant local, state, and federal laws. 7. ACCOUNTING RECORDS CONSULTANT shall maintain accounting records and other evidence pertaining to costs incurred for the Services under this Agreement. Records and documents shall be kept available at the CONSULTANT’s Ontario office for five years from the date of final payment. 8. OWNERSHIP OF DATA All data, maps, photographs, and other material collected or prepared under the Agreement shall become and remain the property of the CITY. 9. ASSIGNABILITY CONSULTANT warrants that it did not assign or transfer any interest in this Agreement without the prior written consent of CITY. 10. NON-SOLICITATION CLAUSE The CONSULTANT warrants that it did not employ or retain any company or persons, other than a bona fide employee working solely for the CONSULTANT, to obtain any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the CITY shall have the right to annul this Agreement without liability or, in its discretion, to deduct from the Agreement price or consideration or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 11. INDEMNITY A. CONSULTANT shall indemnify and save harmless CITY, its elected and appointed officers and employees from all claims, damages, suits, costs, or actions of every name, kind, or description, brought for, or on account of, (i) injuries to or death of any person, (ii) damage to property, or (iii) arising from performance of this Agreement in any manner that results from the fault or negligence of CONSULTANT, its officers, agents, employees, and/or servants in connection with this Agreement. 112 B. CITY shall indemnify and save harmless CONSULTANT, its officers, agents, employees, and/or servants from all claims, damages, suits, costs, or actions of every name, kind, or description, brought for, or on account of, (i) injuries to or death of any person, (ii) damage to property, or (iii) arising from performance of this Agreement in any manner that result from the fault or negligence of CITY, its elected and appointed officers and employees in connection with this Agreement. C. If CONSULTANT subcontracted any portion of the Services to be performed under this Agreement, CONSULTANT warrants that it required each subcontractor to indemnify, hold harmless, and defend CITY and each of its officers, officials, employees, agents, and volunteers in accordance with paragraph A for such subcontractor’s fault or negligence in connection with this Agreement. D. Survival. The obligations established by this section will survive termination of this Agreement. 12. INSURANCE A. Without limiting CONSULTANT’S obligations arising under paragraph 11 - Indemnity, CONSULTANT warrants that it obtained and maintained policies of insurance required under this section while providing the Services under this Agreement. The insurance covered CONSULTANT, its agents, representatives, and employees in connection with the performance of the Services under this Agreement. Insurance policies included coverage for the following: i. Automobile Liability Insurance with minimum coverage of $300,000 for property damage, $300,000 for injury to one person/single occurrence, and $300,000 for injury to more than one person/single occurrence. ii. Public Liability and Property Damage Insurance, insuring CITY its elected and appointed officers, agents, and employees from claims for damages for personal injury, including death, as well as from claims for property damage which may arise from CONSULTANT’S actions under this Agreement, whether or not done by CONSULTANT or anyone directly or indirectly employed by CONSULTANT. Such insurance shall have a combined single limit of not less than $500,000. iii. Worker’s Compensation Insurance for all CONSULTANT’S employees to the extent required by the State of California. CONSULTANT shall require all subcontractors who are hired by CONSULTANT to perform the Services and who have employees to similarly obtain Worker’s Compensation Insurance for all of the subcontractor’s employees. iv. Professional Liability Insurance for CONSULTANT that at a minimum covers professional misconduct or lack of the requisite skill required for the performance of Services in the amount of not less than $500,000 per occurrence. 113 B. Deductibility Limits for policies referred to in subparagraphs A (i) (ii) and (iii) shall not exceed $5,000 per occurrence. C. Endorsements. Each automobile liability insurance policy and public liability and property damage insurance policy shall be endorsed with the language of Sections (i) – (ii) below. (i) Additional Insured Clause. The CITY, its elected or appointed officers, and employees, shall be named as additional insureds. (ii) Primary Insurance Clause. The insurance required by subparagraphs A(i) and (ii) shall be primary and not excess coverage. D. Evidence of Insurance. CONSULTANT shall furnish to CITY, prior to the execution of this Agreement, satisfactory evidence of the insurance required, issued by an insurer authorized to do business in California. All required insurance policies are subject to the approval of the City Attorney. 13. ENFORCEMENT OF AGREEMENT In the event that legal action is commenced to enforce or declare the rights created under this Agreement, the prevailing party shall be entitled to an award of costs and reasonable attorney’s fees in the amount to be determined by the court. 14. CONFLICTS OF INTEREST No member of the governing body of the CITY and no other officer, employee, or agent of the CITY who exercises any functions or responsibilities in connection with the planning and carrying out of the program, had any personal financial interest, direct or indirect, in this Agreement; and the CONSULTANT further covenants that in the performance of this Agreement, no person having any such interest was employed. 15. INDEPENDENT CONTRACTOR The CONSULTANT was and at all times remains as to the CITY a wholly independent contractor. Neither the CITY nor any of its agents had control over the conduct of the CONSULTANT or any of the CONSULTANT’s employees in the performance of the Services, except as herein set forth. The CONSULTANT did not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of the CITY. 16. ENTIRE AGREEMENT OF THE PARTIES This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONSULTANT by CITY and contains all the covenants and agreements between the parties with respect to such employment in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, orally or otherwise, have been made 114 by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONSULTANT. 17. NOTICE All written notices required by or related to this Agreement shall be sent by Certified Mail, return receipt requested, postage prepaid, and addressed as listed below. Neither party to this Agreement shall refuse to accept such mail; the parties to this Agreement shall promptly inform the other party of any change of address. All notices required by this Agreement are effective on the day of receipt, unless otherwise indicated herein. The mailing address of each party to this Agreement is as follows: CITY: Elaine Jeng, PE, City Manager City of Rolling Hills 2 Portuguese Bend Road Rolling Hills, California 90274. CONSULTANT: Greg Jaquez, PE MNS Engineers, Inc. 3350 Shelby Street, Suite 370 Ontario, CA 91764 18. GOVERNING LAW This Agreement shall be governed by and construed in accordance with the laws of the State of California and all applicable federal statutes and regulations as amended. 19. FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE The acceptance by the CONSULTANT of the final payment made under this Agreement shall operate as and be a release of the CITY from all claims and liabilities for compensation to the CONSULTANT for anything done, furnished or relating to the CONSULTANT’s work or services under the 2019 Agreement and this Agreement. Acceptance of payment shall be any negotiation of the CITY’s check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by the CITY shall not constitute, nor be deemed, a release of the responsibility and liability of the CONSULTANT, its employees, sub-consultants, and agents for the accuracy and competency of the information provided and/or work performed under the 2019 Agreement and this Agreement; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the CITY for any defect or error in the work prepared by the CONSULTANT, its employees, sub-consultants and agents. 115 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year written below. CITY OF ROLLING HILLS MNS ENGINEERING, INC. __________________________ __________________________ ELAINE JENG, City Manager JAMES SALVITO, President & CEO DATE:___________ DATE:_____________ ATTEST: __________________________ CITY CLERK APPROVED AS TO FORM: __________________________ MICHAEL JENKINS CITY ATTORNEY 116 EXHIBIT A SCOPE OF WORK 117 3350 Shelby Street, Ste. 370 / Ontario, CA 91764 323.484.5737 Direct 323.797.1498 Mobile mnsengineers.com TRANSPORTATION / WATER RESOURCES / GOVERNMENT SERVICES / FEDERAL March 22, 2021 Submitted via email Ms. Elaine Jeng City of Rolling Hills 2 Portuguese Bend Road Rolling Hills, CA 90274 Dear Ms. Jeng, MNS Engineers Additional Scope of Work City of Rolling Hills HMG 2019 Application to CAL-OES and FEMA In accordance with our discussions and as requested by Ms. Meredith Elguira, I am providing as follows a descrip�on of the scope of work MNS performed and the resul�ng project descrip�ons for alterna�ve fuel break loca�ons. The original scope was based on loca�ons iden�fied by the City as project loca�ons to construct wildfire fuel breaks. Upon ini�al inves�ga�on the originally proposed fuel break loca�ons were determined to be infeasible from both the standpoints of func�onality and constructability. New loca�ons for fuel breaks needed to be iden�fied and project concepts needed to be developed which was work outside the original scope of work. Loca�ons ul�mately iden�fied were along Crest Road west of the Los Angeles Count Fire Sta�on and along Portuguese Bend Road in the vicinity of 52 Portuguese Bend Road. Scope of Work tasks associated with this work which will be the subject of a new contract are as follows: Ta sks 1. Iden�fy poten�al alterna�ve fuel break project loca�ons through desktop review exercise . 2. Coordinate review of poten�al fuel break project loca�ons with City staff for approval. 3. Field inves�gate poten�al alterna�ve fuel break project loca�ons to determine general feasibility. 4. Perform desktop analysis of topography for grading requirements. 5. Prepare project plan exhibits. 6. Prepare engineer ’s es�mate of probable cost. If you have any ques�ons, please contact me at (323) 484-5737 or gjaquez@mnsengineers.com. Sincerely, MNS Engineers, Inc. Greg Jaquez, PE Principal Project Manager Government Services Division GAJ 118 Regular Hours Total Ovt Hrs Total Amount Billing 2.00 121.40 450.00 450.00 .50 30.35 100.00 100.00 1.50 91.05 300.00 300.00 1.50 91.05 300.00 300.00 .50 30.35 100.00 100.00 6.00 364.20 1,250.00 6.00 360.00 810.00 810.00 .50 12.08 55.00 55.00 1.00 24.15 110.00 110.00 .50 12.08 55.00 55.00 2.00 48.31 1,030.00 14.00 772.51 2,280.00 1,479.07 14.00 2,251.58 2,280.00 97.94 112.63 112.63 21.08 24.24 24.24 8.56 9.84 9.84 14.44 16.61 16.61 7.80 8.97 8.97 6.55 7.53 7.53 156.37 179.82 156.37 179.82 156.37 179.82 14.00 2,407.95 2,459.82 .50 30.35 112.50 112.50 1.00 60.70 225.00 225.00 1.50 91.05 337.50 1.25 75.00 168.75 168.75 2.00 120.00 270.00 270.00 2.75 165.00 371.25 371.25 2.25 135.00 303.75 303.75 2.00 120.00 270.00 270.00 10.25 615.00 1,383.75 3.00 138.00 480.00 480.00 14.75 844.05 2,201.25 1,616.04 14.75 2,460.09 2,201.25 14.75 2,460.09 2,201.25 2.00 108.66 350.00 350.00 1.00 54.33 175.00 175.00 3.00 162.99 525.00 525.00 1.50 81.50 262.50 262.50 1.00 54.33 175.00 175.00 1.00 54.33 175.00 175.00 1.00 54.33 175.00 175.00 1.00 54.33 175.00 175.00 11.50 624.80 2,012.50 3.00 93.00 375.00 375.00 4.00 124.00 500.00 500.00 4.00 124.00 500.00 500.00 4.00 124.00 500.00 500.00 3.00 93.00 375.00 375.00 6.50 201.50 812.50 812.50 .50 15.50 62.50 62.50 25.00 775.00 3,125.00 Investigated a request made by Greg regarding relabeling all the "fire breaks" as "fuel breaks". Total for 1314 25.00 775.00 GEN120 F 1314 Haefele, Matthew 4/16/2019 6.50 201.50 Made an updated cost estimate on the proper cost estimate form. GEN120 X 1314 Haefele, Matthew 5/28/2019 .50 15.50 Finished updates to the exhibits and added additional details. Created PDFs for submission to the City. GEN120 F 1314 Haefele, Matthew 4/11/2019 3.00 93.00 Created a cost estimate and updated some small corrections on the exhibits. GEN120 F 1314 Haefele, Matthew 4/9/2019 4.00 124.00 Worked on creation of updated exhibits for the Fire Breaks. GEN120 F 1314 Haefele, Matthew 4/10/2019 4.00 124.00 Worked on creation of an exhibit showing the fire breaks and surrounding location. GEN120 F 1314 Haefele, Matthew 4/8/2019 4.00 124.00 Finished with the fire break exhibit drawings. Total for 1078 11.50 624.80 GEN120 F 1314 Haefele, Matthew 4/5/2019 3.00 93.00 Review estimate with MGH and give direction and then submit to GJ for his use. GEN120 F 1078 Yankee, Kent 4/16/2019 1.00 54.33 Review request from GJ to provide cost estimate in format needed for submission which is new information than originally requested. Determine GEN120 F 1078 Yankee, Kent 4/10/2019 1.00 54.33 Review exhibits and provide redline edits to MGH and submit to GJ after corrections. GEN120 F 1078 Yankee, Kent 4/11/2019 1.00 54.33 Meeting with GJ and Yolanta Schwartz regarding desires of fire breaks and their locations. Determine some locations and go over intent and GEN120 F 1078 Yankee, Kent 4/9/2019 1.00 54.33 Give further direction and then provide substantial redline comments to exhibit. GEN120 F 1078 Yankee, Kent 4/5/2019 3.00 162.99 Research for fire break standards. Get scope of what need to do organized to assign MGH. GEN120 F 1078 Yankee, Kent 4/8/2019 1.50 81.50 Meeting with GJ regarding fire break exhibits and scope of work desired. Go over maps and profiles. Review information prior to meeting to ask GEN120 F 1078 Yankee, Kent 4/3/2019 1.00 54.33 Create images of locations discussed with GJ. Create folder structure and current aerials for performance of work. Level2 Number: TASK03 Draft Grant Applications Labor GEN120 F 1078 Yankee, Kent 4/2/2019 2.00 108.66 Total for Labor and Overhead 14.75 844.05 Total for TASK02 14.75 844.05 Project Kick-Off with Rolling Hills Total for Labor 14.75 844.05 Total for Overhead (Estimated) Prepare rolling hills bca Total for 1344 10.25 615.00 GEN110 F 1465 Killen, Monica 3/19/2019 3.00 138.00 MUN135 F 1344 Palmquist, Linda 4/12/2019 2.25 135.00 Prepare rolling hills bca MUN135 F 1344 Palmquist, Linda 4/15/2019 2.00 120.00 Prepare rolling hills bca MUN135 F 1344 Palmquist, Linda 4/11/2019 2.75 165.00 Prepare rolling hills bca MUN135 F 1344 Palmquist, Linda 4/9/2019 1.25 75.00 Prepare rolling hills bca MUN135 F 1344 Palmquist, Linda 4/10/2019 2.00 120.00 MUN135 F 1321 Jaquez, Gregory 3/26/2019 1.00 60.70 Location ID and maps. Total for 1321 1.50 91.05 Labor MUN135 F 1321 Jaquez, Gregory 3/19/2019 .50 30.35 Follow up with information request for plans, maps. Arrangements for subconsultant. Total for TASK01 14.00 772.51 Level2 Number: TASK02 Data Collection Total for Reimbursable Expenses Total for Expenses X AP 35505 5/31/2019 / FedEx / Merchandise/Killen - West Covina CA Total for 5101.00 X AP 35505 5/31/2019 / FedEx / CA Governors Office of Emergen/ShafeelK - Mather CA X AP 35505 5/31/2019 / FedEx / City of Rolling Hills/YolandaS - Rolling Hills CA X EX 8991 4/15/2019 / Lombardi, Emma / AMAZON.COM LLC X AP 35174 4/25/2019 / FedEx / City of Rolling Hills-Planning Dir/Schwartz - Palos Verdes Penin CA Expenses Reimbursable Expenses 5101.00 Reimb. General & Project Expenses X EX 8991 4/15/2019 / Lombardi, Emma / AMAZON.COM LLC Total for Overhead (Estimated) Total for Labor and Overhead 14.00 772.51 Fedex for MKillen Total for 1373 2.00 48.31 Total for Labor 14.00 772.51 ADM105 X 1373 Lombardi, Emma 4/16/2019 1.00 24.15 Labels for Proposal ADM105 X 1373 Lombardi, Emma 5/2/2019 .50 12.08 BCA tool training ADM105 X 1373 Lombardi, Emma 4/15/2019 .50 12.08 Supply Order for Proposal Total for 1321 6.00 364.20 ADM165 X 1344 Palmquist, Linda 4/8/2019 6.00 360.00 GEN100 F 1321 Jaquez, Gregory 4/16/2019 .50 30.35 Project coordination and logistics review with grant writer. GEN100 F 1321 Jaquez, Gregory 4/8/2019 1.50 91.05 Review and propose new fire break locations with Y. Schwartz. GEN100 F 1321 Jaquez, Gregory 4/15/2019 1.50 91.05 Estimate Overhead Total Hours Regular Amount Project Number: CIROH.190066.00 CAL-OES Grant Request Level2 Number: TASK01 Project Management PROJECT DETAIL - Grant Applications for FEMA Hazard Mitigation Grant - Vegetative Management/Fuel Break/Erosion Control Project, Community Wildfire Prevention Plan, Eastfield Drive Electrical Utility Undergrounding Project Tuesday, February 16, 2021 MNS Engineers, Inc. Transactions for 3/1/2019 through 10/31/2019 Kickoff meeting with City staff. GEN100 F 1321 Jaquez, Gregory 4/1/2019 .50 30.35 Guidance for conceptual PE for fire breaks. Labor GEN100 F 1321 Jaquez, Gregory 3/19/2019 2.00 121.40 Eastfield staging are exhibit. Coordination on cost narratives. v7.6.760 (TKANJA) - Cost and Billing, Estimate Overhead Page 1 of 1 72119 Regular Hours Total Ovt Hrs Total Amount BillingEstimate Overhead Total Hours Regular Amount 3.00 182.10 600.00 600.00 3.00 182.10 600.00 600.00 6.00 364.20 1,200.00 5.50 330.00 742.50 742.50 4.00 240.00 540.00 540.00 9.50 570.00 1,282.50 .50 23.00 80.00 80.00 1.50 69.00 240.00 240.00 3.50 161.00 560.00 560.00 4.00 184.00 640.00 640.00 4.00 184.00 640.00 640.00 3.50 161.00 560.00 560.00 7.50 345.00 1,200.00 1200.00 3.00 138.00 480.00 480.00 5.00 230.00 800.00 800.00 6.00 276.00 960.00 960.00 3.50 161.00 560.00 560.00 3.50 161.00 560.00 560.00 4.00 184.00 640.00 640.00 7.50 345.00 1,200.00 1200.00 5.50 253.00 880.00 880.00 8.00 368.00 1,280.00 1280.00 5.00 230.00 800.00 800.00 8.00 368.00 1,280.00 1280.00 83.50 3,841.00 13,360.00 11.50 1,840.00 1840.00 4.75 760.00 760.00 16.25 2,600.00 151.75 6,175.00 23,580.00 11,822.82 151.75 17,997.82 23,580.00 118.75 118.75 118.75 287.50 287.50 287.50 406.25 406.25 406.25 406.25 406.25 406.25 151.75 18,404.07 23,986.25 2.00 121.40 400.00 400.00 8.00 485.60 1,600.00 1600.00 10.00 607.00 2,000.00 4.00 240.00 540.00 540.00 14.00 847.00 2,540.00 1,621.69 14.00 2,468.69 2,540.00 61.48 61.48 61.48 34.96 40.20 40.20 67.48 77.60 77.60 55.17 63.45 63.45 64.27 73.91 73.91 39.72 45.68 45.68 2.28 2.62 2.62 5.13 5.90 5.90 9.11 10.48 10.48 278.12 319.84 278.12 319.84 339.60 381.32 14.00 2,808.29 2,921.32 .25 15.18 50.00 50.00 2.00 121.40 400.00 400.00 1.00 60.70 200.00 200.00 1.00 60.70 200.00 200.00 3.25 197.28 650.00 650.00 3.00 182.10 600.00 600.00 .50 31.82 100.00 100.00 Total for Expenses Total for Direct Expenses Prepare revised Vulnerable Infrastructure document. GEN100 X 1321 Jaquez, Gregory 8/1/2019 .50 31.82 MUN135 X 1321 Jaquez, Gregory 6/6/2019 3.25 197.28 Revised writeup for Vulnerable Infrastructure. MUN135 X 1321 Jaquez, Gregory 6/7/2019 3.00 182.10 Research Vulnerable Infrastruture cost estimation. GEN100 X 1321 Jaquez, Gregory 6/4/2019 1.00 60.70 Team discussion on response for Vulnerable Infrastructure estimates and revised BCA. MUN135 X 1321 Jaquez, Gregory 5/21/2019 2.00 121.40 Prepare edits to Veg. Fuel Breaks Subapp. MUN135 X 1321 Jaquez, Gregory 6/4/2019 1.00 60.70 Labor GEN100 X 1321 Jaquez, Gregory 5/20/2019 .25 15.18 Coordinate with staff on Veg Mgmt/Fuel Break subapplication edits requested by OES. Total for TASK04 14.00 847.00 Level2 Number: TASK05 Post Deadline Edits Total for Reimbursable Expenses Total for Expenses X EX 9132 4/22/2019 / Jaquez, Gregory / FEDEX OFFIC31900031955 WEST COVINA CATotal for 5101.00 X EX 9132 4/22/2019 / Jaquez, Gregory / FEDEX OFFIC31900031955 WEST COVINA CA X EX 9132 4/22/2019 / Jaquez, Gregory / FEDEX OFFIC31900031955 WEST COVINA CA X EX 8845 4/19/2019 / Jaquez, Gregory / FEDEXOFFICE 00000828 800-4633339 TX X EX 9132 4/22/2019 / Jaquez, Gregory / FEDEX OFFIC31900031955 WEST COVINA CA X EX 8845 4/19/2019 / Jaquez, Gregory / FEDEXOFFICE 00000828 800-4633339 TX X EX 8845 4/19/2019 / Jaquez, Gregory / FEDEXOFFICE 00000828 800-4633339 TX Reimbursable Expenses 5101.00 Reimb. General & Project Expenses X EX 8845 4/19/2019 / Jaquez, Gregory / FEDEXOFFICE 00000828 800-4633339 TX Expenses Direct Expenses 6115.00 Direct Other Expenses F EX 8754 4/18/2019 / Killen, Monica / Mileage Total for Overhead (Estimated) Total for Labor and Overhead 14.00 847.00 MUN135 F 1344 Palmquist, Linda 4/17/2019 4.00 240.00 Prepare rolling hills bca Total for Labor 14.00 847.00 MUN135 F 1321 Jaquez, Gregory 4/19/2019 8.00 485.60 Final QA/QC, assembly and submittal. Total for 1321 10.00 607.00 Labor MUN135 F 1321 Jaquez, Gregory 4/16/2019 2.00 121.40 QA/QC subapplication materials. Total for TASK03 151.75 6,175.00 Level2 Number: TASK04 Revisions, QA/QC, Submittal F AP 35281 5/13/2019 / Candice Rankin / Services from 4/1/19 - 4/30/19 Total for 6005.00 Expenses Direct Expenses 6005.00 Direct Consultants F AP 35280 5/13/2019 / Candice Rankin / Services from 3/1/19 - 3/31/19 Total for Overhead (Estimated) Total for Labor and Overhead 151.75 6,175.00 Total for RANK 16.25 Total for Labor 151.75 6,175.00 MUN135 F RANK Rankin, Candice 3/31/2019 11.50 MUN135 F RANK Rankin, Candice 4/30/2019 4.75 MUN135 X 1465 Killen, Monica 4/19/2019 8.00 368.00 Work on CalOES applications Total for 1465 83.50 3,841.00 Work on CalOES applications MUN135 X 1465 Killen, Monica 4/18/2019 5.00 230.00 Work on CalOES applications GEN120 X 1465 Killen, Monica 4/15/2019 5.50 253.00 Work Rolling Hills Applications and communicate with Rolling Hill City Staff. MUN135 X 1465 Killen, Monica 4/17/2019 8.00 368.00 Work on Draft applications, call with Linda, gather information for BCA reports. GEN120 X 1465 Killen, Monica 4/12/2019 7.50 345.00 Work on draft Rolling Hills applications, communi GEN120 X 1465 Killen, Monica 4/9/2019 3.50 161.00 Work on draft applications for Rolling Hills. GEN120 X 1465 Killen, Monica 4/11/2019 4.00 184.00 Work on grant GEN120 X 1465 Killen, Monica 4/8/2019 3.50 161.00 Work on Rolling Hills Draft Applications. GEN120 X 1465 Killen, Monica 4/4/2019 5.00 230.00 Work on Rolling Hills Draft Grant Applications and review narrative. GEN120 X 1465 Killen, Monica 4/5/2019 6.00 276.00 Work on CalOES applications GEN105 F 1465 Killen, Monica 4/18/2019 3.00 138.00 Travel to and from Rolling Hills to pick up signed documents for grant applications. MUN135 * F 1465 Killen, Monica 3/29/2019 3.50 161.00 Work on draft Rolling Hills Application and reach out to Rolling Hills for additional information. MUN135 F 1465 Killen, Monica 4/16/2019 7.50 345.00 Preparation of draft grant applications, assign task to Candice. MUN135 * F 1465 Killen, Monica 3/28/2019 4.00 184.00 Call with Rolling Hills and review of Rolling Hills documents, assignment of grant application to Candice and start on draft grant application. MUN135 * F 1465 Killen, Monica 3/26/2019 3.50 161.00 Review Rolling Hills Documents and Upload to Dropbox. MUN135 * F 1465 Killen, Monica 3/27/2019 4.00 184.00 Follow up with City of Rolling Hills with document collection. MUN135 * F 1465 Killen, Monica 3/25/2019 1.50 69.00 Communication with Rolling Hills for additional info and upload Rolling Hills photo for grant applications. Total for 1344 9.50 570.00 MUN135 * F 1465 Killen, Monica 3/20/2019 .50 23.00 Prepare rolling hills bca MUN135 F 1344 Palmquist, Linda 4/17/2019 4.00 240.00 Prepare rolling hills bca Total for 1321 6.00 364.20 MUN135 F 1344 Palmquist, Linda 4/16/2019 5.50 330.00 Cost estimates, schedules, and cost narrative. MUN135 F 1321 Jaquez, Gregory 4/18/2019 3.00 182.10 Schedule and cost narrative. NEPA checklist. MUN135 F 1321 Jaquez, Gregory 4/17/2019 3.00 182.10 v7.6.760 (TKANJA) - Cost and Billing, Estimate Overhead Page 1 of 1 73120 Regular Hours Total Ovt Hrs Total Amount BillingEstimate Overhead Total Hours Regular Amount .50 31.82 100.00 100.00 11.50 701.00 2,300.00 .50 30.00 67.50 67.50 1.00 60.00 135.00 135.00 4.25 255.00 573.75 573.75 1.75 105.00 236.25 236.25 3.00 180.00 405.00 405.00 .50 30.50 67.50 67.50 .50 30.50 67.50 67.50 1.00 61.00 135.00 135.00 12.50 752.00 1,687.50 2.00 92.00 320.00 320.00 2.00 92.00 320.00 320.00 3.00 138.00 480.00 480.00 .50 23.00 80.00 80.00 3.50 161.00 560.00 560.00 .25 11.50 40.00 40.00 1.50 69.00 240.00 240.00 .50 23.00 80.00 80.00 1.00 46.00 160.00 160.00 .25 11.50 40.00 40.00 1.25 57.50 200.00 200.00 3.50 161.00 560.00 560.00 1.00 46.00 160.00 160.00 1.50 69.00 240.00 240.00 .25 11.50 40.00 40.00 .50 23.00 80.00 80.00 .25 11.50 40.00 40.00 .25 11.50 40.00 40.00 .50 23.00 80.00 80.00 23.50 1,081.00 3,760.00 47.50 2,534.00 7,747.50 4,983.77 47.50 7,517.77 7,747.50 12.90 14.84 14.84 47.50 7,530.67 7,762.34 242.00 33,611.07 39,330.98 3987.50 13373.75 18719.73 3187.50 62.50 LEGEND MNS Request for City Council Approval of Budget Increase =+= Time billed on MNS March 2019 invoice Time billed on MNS April 2019 invoice Time billed on MNS April 2019 invoice for additional scope of work Time not billed; exceeded budget for original scope of work Total for Overhead (Estimated) Total for Labor and Overhead 47.50 2,534.00 Phone call with Yolanta regarding CalOES document request. Reach out to Greg regarding Yolanta's request. Forward Yolanta's email to Greg and Total for 1465 23.50 1,081.00 Time not billed for additional scope of work Total for TASK05 47.50 2,534.00 Total for CIROH.190066.00 242.00 11,172.56 Expenses Reimbursable Expenses 5101.00 Reimb. General & Project Expenses X EX 8749 5/2/2019 / Killen, Monica / USB Drive Purchase Total for Labor 47.50 2,534.00 GEN120 X 1465 Killen, Monica 7/31/2019 .25 11.50 Review email communication from Rolling Hills and CalOES. MUN135 X 1465 Killen, Monica 10/3/2019 .50 23.00 Follow up on CalOES email and provide update document to City of Rolling Hills GEN120 X 1465 Killen, Monica 7/30/2019 .25 11.50 Email follow up with Rolling Hils regarding CalOES request. ADM125 X 1465 Killen, Monica 6/10/2019 .25 11.50 Email Yolanta documents sent to Cal-OES. GEN120 X 1465 Killen, Monica 7/26/2019 .50 23.00 Update Maintenance letter and SOW. Send Maintenance Letter to City of Rolling Hills for format and final signature. ADM125 X 1465 Killen, Monica 6/7/2019 1.50 69.00 Finalize documents to be emailed over and submit to Cal-OES. Call with Greg to identify options to send large document files to Cal-OES. ADM125 X 1465 Killen, Monica 6/5/2019 3.50 161.00 Call with Greg, email review and follow up. ADM125 X 1465 Killen, Monica 6/6/2019 1.00 46.00 Respond to CalOES regarding their request for additional updates to BCA report. ADM125 X 1465 Killen, Monica 6/4/2019 1.25 57.50 Emails to CalOES and call with Greg and Linda to discuss BCA report revisions. GEN120 X 1465 Killen, Monica 5/24/2019 1.00 46.00 Submit Post Deadline Edits to CalOES. Follow up with City of Rolling Hills. GEN120 X 1465 Killen, Monica 5/29/2019 .25 11.50 Call with Greg to discuss revisions to CalOES grant and make changes to specified items as requested by CalOES. GEN120 X 1465 Killen, Monica 5/21/2019 .50 23.00 Call with Shafeel at CalOES to get clarification regarding email. GEN120 X 1465 Killen, Monica 5/16/2019 .25 11.50 Received notification from Yolanta in Rolling Hills about additional information needed for Fuel Break Application. Provided response and forwarded GEN120 X 1465 Killen, Monica 5/20/2019 1.50 69.00 Follow up with CalOES regarding post-submission requests. ADM125 X 1465 Killen, Monica 5/2/2019 3.50 161.00 Purchase USB drives to respond to CAL-OES request, copy files, communicate with City of Rolling Hills regarding shipment and deliver to FedEx ADM105 X 1465 Killen, Monica 4/24/2019 3.00 138.00 Phone and Email Follow up with City of Rolling Hills regarding docs for CalOES application. Assemble and ship Rolling Hills information materials via ADM105 X 1465 Killen, Monica 4/30/2019 .50 23.00 Phone and Email Follow up with City of Rolling Hills regarding docs for CalOES application ADM105 X 1465 Killen, Monica 4/23/2019 2.00 92.00 Phone and Email Follow up with City of Rolling Hills regarding post-submission docs for CalOES application Follow up on FEMA questions Total for 1344 12.50 752.00 ADM105 X 1465 Killen, Monica 4/22/2019 2.00 92.00 MUN135 X 1344 Palmquist, Linda 8/1/2019 .50 30.50 Conference call and sending files GEN100 X 1344 Palmquist, Linda 10/3/2019 1.00 61.00 Prepare required changes MUN135 X 1344 Palmquist, Linda 7/29/2019 .50 30.50 Talk with OES and send attachments MUN135 X 1344 Palmquist, Linda 6/6/2019 1.75 105.00 Prepare required changes MUN135 X 1344 Palmquist, Linda 6/7/2019 3.00 180.00 Prepare required changes MUN135 X 1344 Palmquist, Linda 6/5/2019 4.25 255.00 Prepare required changes MUN135 X 1344 Palmquist, Linda 5/20/2019 .50 30.00 Review of state comments for BCA MUN135 X 1344 Palmquist, Linda 6/3/2019 1.00 60.00 MUN135 X 1321 Jaquez, Gregory 10/3/2019 .50 31.82 Eastfield undergrounding BCA explanation to OES. Total for 1321 11.50 701.00 Respond to requests from OES. $18,719.73 $62.50 $18,782.23 v7.6.760 (TKANJA) - Cost and Billing, Estimate Overhead Page 1 of 1 74121 Agenda Item No.: 11.A Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CONNIE VIRAMONTES , ADMINISTRATIVE ASSISTANT THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:VACCINATION PASSPORT/BADGE TO BE ISSUED BY THE CITY OF ROLLING HILLS FOR RESIDENTS THAT HAVE RECEIVED THE COVID-19 VACCINATION. (COUNCILMEMBER BLACK) DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: None. ATTACHMENTS: 122 Agenda Item No.: 11.B Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ELAINE JENG, CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:AMENDED SB 9 HOUSING DEVELOPMENT: APPROVALS (MAYOR PRO TEM DIERINGER). DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: None. ATTACHMENTS: 123 Agenda Item No.: 11.C Mtg. Date: 04/12/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:ASSEMBLY CONSIDERS BALLOT MEASURES TO NULLIFY STATE INFLUENCE OVER ZONING (MAYOR PRO TEM DIERINGER) DATE:April 12, 2021 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: None. ATTACHMENTS: 124