04-27-2020_CCAgendaPacket1.CALL TO ORDER
2.ROLL CALL
3.COMMENTS WILL BE TAKEN BY EMAIL IN REAL TIME - 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.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.
NO. 2 PORTUGUESE BEND ROAD
ROLLING HILLS, CA 90274
(310) 377-1521
FAX (310) 377-7288
AGENDA
Regular Council Meeting
CITY COUNCIL
Monday, April 27, 2020
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.
Public Participation: City Hall will be closed to the public until further notice. A
live audio of the City Council meeting will available on the City’s website
(http://www.rolling-hills.org/). The meeting agenda is on the City’s website
(https://www.rolling-hills.org/government/city_council/city_council_agendas.php).
Members of the public may submit comments in real time by emailing the City Clerk
a t ycoronel@cityofrh.net. Your comments will become part of the official meeting
record. Please provide your full name, but please do not provide any other personal
information (i.e., phone numbers, addresses, etc.) that you do not want to be
published.
PLEDGE OF ALLEGIANCE
1
4.A.APPROVAL OF MINUTES.
RECOMMENDATION:Approve as presented.
4.B.PAYMENT OF BILLS.
RECOMMENDATION:Approve as presented.
4.C.REPUBLIC SERVICES RECYCLING TONNAGE REPORT FOR MARCH
2020.
RECOMMENDATION:Approve as presented.
4.D.FINANCIAL STATEMENTS FOR THE FIRST QUARTER OF 2020.
RECOMMENDATION:Approve as presented.
4.E.UPDATED CITY COUNCIL BUDGET CALENDAR FOR FY 2020-2021.
RECOMMENDATION:Approve as presented.
4.F.NEW 2020 SPRING CLEANUP DATES.
RECOMMENDATION:Approve as presented.
5.COMMISSION ITEMS
None.
6.PUBLIC HEARINGS
None.
7.NEW BUSINESS
7.A.CONSIDER AND APPROVE A PROPOSAL FROM PALOS VERDES
PENINSULA LAND CONSERVANCY FOR ADDITIONAL FIRE FUEL
REMOVAL WORK IN THE PRESERVE IN THE AREAS ADJACENT TO
THE CITY BORDER.
RECOMMENDATION:Staff recommends that the City Council consider and
approve the proposed fire fuel removal work in the Preserve and reallocate $50,000
from the budget set aside for the Tennis Courts Improvement Project to commence
the work in May 2020.
02-10-20CCDraftMinutes
Payment of Bills.pdf
Rolling Hills Tonnage March 2020.pdf
Budget Comparative 3-31-20 Update.pdf
BudgetCalendarFY20-21_v3.docx
Republic Services - Rolling Hills Postcard
PVPLC Reducing Fuel Load Project RH 2020.docx
RH Map 1.pdf
RH Map 2.pdf 2
7.B.PRESENTATION ON A POTENTIAL PROJECT TO ELIMINATE
STORMWATER DISCHARGE AT ONE DISCHARGE POINT FROM THE
CITY TO THE RECEIVING WATERS.
RECOMMENDATION:Staff recommends that the City Council receive a
presentation from SEITec on the Bent Springs Canyon stormwater detention project.
7.C.FY 2020/21 BUDGET PREPARATION DOCUMENTS FY 2019/2020 YEAR-
END REVENUE AND EXPENDITURE PROJECTIONS FY 2020/2021
CONSUMER PRICE INDEX (CPI) ADJUSTMENT FOR BUDGET
RECOMMENDATION:Staff recommends that the City Council receive and file
the proposed FY 2019/20 Year-end Projections for the General Fund and FY 2020/21
CPI adjustment information for budget.
8.OLD BUSINESS
8.A.UPDATE ON MEASURE W - SAFE CLEAN WATER PROGRAM
TRANSFER AGREEMENT TO RECEIVE LOCAL RETURN
ALLOCATIONS.
RECOMMENDATION:Staff recommends that the City Council receive and file
an update on Measure W Transfer Agreement.
8.B.UPDATE ON THE LOS ANGELES COUNTY REVIEW OF THE CITY'S
SEWER FEASIBILITY STUDY PHASE II PROJECT.
RECOMMENDATION:Staff recommends that the City Council receive and file
an update on the City's Sewer Feasibility Study Phase II project.
8.C.STRATEGIC PLANNING WORKSHOP DISCUSSION #3.
RECOMMENDATION:Staff recommends that the City Council receive and file
proposed budget items for Fiscal Year 2020-2021 developed as a part of the strategic
planning workshop from January 2020.
9.MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS
9.A.CONSIDER REQUEST FROM MAYOR JEFF PIEPER TO DISCUSS
Presentation April 27, 2020.pdf
FY 19-20 Final General Fund Projections .pdf
March 2020 CPI.pdf
SCWP-Transfer-Agreement-Municipal-Template-20200306-1400-CLEAN--
c1.pdf
City of Rolling Hills Comments on SCW Transfer Agreement.pdf
Rolling Hills Sewer Cost Estimate 01.16.2020.pdf
Rolling Hills Sewer Cost Estimate 03.30.2020.pdf
Sewer Plans.pdf
StrategicPlanningWorkshopBudgetItems_2020-04-27.xlsx
3
TIMING FOR RE-OPENING ROLLING HILLS CITY HALL TO THE
PUBLIC.
RECOMMENDATION:None.
10.MATTERS FROM STAFF
11.ADJOURNMENT
Next regular meeting: Monday, May 11, 2020 at 7:00 p.m. in the City Council Chamber, Rolling
Hills City Hall, 2 Portuguese Bend Road, Rolling Hills, California, 90274.
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.
4
Agenda Item No.: 4.A
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:YOHANA CORONEL, CITY CLERK
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:APPROVAL OF MINUTES.
DATE:April 27, 2020
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
02-10-20CCDraftMinutes
5
-1-
MINUTES OF
A REGULAR MEETING
OF THE
CITY COUNCIL OF THE
CITY OF ROLLING HILLS, CALIFORNIA
MONDAY, FEBRUARY 10, 2020
1.CALL TO ORDER
A regular meeting of the City Council of the City of Rolling Hills was called to order by Mayor
Mirsch at 07:01p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling
Hills, California.
2.ROLL CALL
PLEDGE OF ALLEGIANCE
Councilmembers Present:Mayor Mirsch, Pieper, Dieringer, and Wilson.
Councilmembers Absent:Black.
Others Present:Elaine Jeng, P.E., City Manager.
Meredith Elguira, Planning and Community Services Director
Yohana Coronel, City Clerk
Michael Jenkins, City Attorney
Chris Sarabia, Land Conservancy Conservation Director
Alfred Visco, 15 Cinchring Road
Mrs. Toshiko Nakamura, 24 Cinchring Road
3.OPEN AGENDA - PUBLIC COMMENT WELCOME
NONE.
4.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.
A.MINUTES – REGULAR MEETING OF AUGUST 27, 2018 AND REGULAR
MEETING OF APRIL 09, 2018.
RECOMMENDATION: APPROVE AS PRESENTED
B. CONSIDER AND APPROVE RESOLUTION 1248: A RESOLUTION OF THE
CITY COUNCIL OF THE CITY OF ROLLING HILLS AUTHORIZING THE
DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION
34090 OF THE GOVERNEMNT CODE OF THE STATE OF CALIFORNIA.
RECOMMENDATION: APPROVE AS PRESENTED
6
Minutes
City Council Meeting
02-10-20 -2-
C.CONSIDER AND APPROVE RESOLUTION 1249 THAT SUPPORTS THE
RECOMMENDATION BY THE PERSONNEL COMMITTEE TO ADJUST THE
MAXIMUM CITY CONTRIBUTION TO EMPLOYEE HEALTH INSURANCE
PREMIUMS FOR CALENDAR YEAR 2020 THROUGH 2024.
RECOMMENDATION: APPROVE AS PRESENTED
D. PAYMENT OF BILLS.
RECOMMENDATION: APPROVE AS PRESENTED
Councilmember Dieringer moved that the City Council approve the consent items as presented
with amendments to the minutes. Mayor Pro Tem Pieper seconded the motion. The motion passed
by voice vote as follows:
AYES:COUNCILMEMBERS: Mayor Mirsch, Pieper, Dieringer, and Wilson
NOES:COUNCILMEMBERS: None.
ABSENT:COUNCILMEMBERS: Black.
ABSTAIN: COUNCILMEMBERS: None.
5.COMMISSION ITEMS
NONE.
Mayor Mirsch requested that Old Business Item 7B be heard first due to guest present in the
audience.
(Out of Order)
7.OLD BUSINESS
B. RECEIVE AND FILE A PRESENTATION FROM THE PALOS VERDES
PENINSULA LAND CONSERVANCY ON THE ACACIA AND MUSTARD
PLANTS REMOVAL WORK IN THE PRESERVE.
Land Conservancy staff Chris Sarabia introduced himself and gave an update on the removal of
the Acacia and Mustard plants in the preserve via PowerPoint presentation. He reported to the
Council that the project was to remove two acres of Acacia and mow over sixteen acres of Mustard
plant. This was to be followed up with annual mowing for three years, beginning in 2020 and
provide site maintenance to minimize Mustard Plant regrowth. He informed the Council that some
areas were hard to reach and therefore the Conservancy had to deploy hand-crews to mow. He
further stated that the Conservancy crew were trained to recognize native plants and worked
carefully around them. The crew also noticed Milkweed growing back which is essential to the
Monarch Butterfly’s survival. Mr. Sarabia pointed out that careful measures were taken in order
to prevent habitat impacts.
Mayor Mirsch asked if the Conservancy used any chemicals to prevent regrowth of certain plants
and trees.
7
Minutes
City Council Meeting
02-10-20 -3-
Mr. Sarabia replied that very minimal chemicals were used. Rather than treating certain areas with
chemicals, the Conservancy closely monitors for regrowth. Using Chemicals is not the
Conservancy’s first choice.
Mayor Pro Tem Pieper requested that the Conservancy submit a timeline of when the residents
should mow the Acacia. He suggested that staff provide the information in the City’s Blue
Newsletter.
Mayor Mirsch asked for public comment.
Alfred Visco, resident of 15 Cinchring Road stated that from the view of his home some Mustard
plant had not been completely removed.
Mr. Sarabia replied areas noted by Mr. Visco should have been mowed. He asked Mr. Visco if it
was possible that the Rim Trail was in front of the Mustard line.
Mr. Visco answered that the Rim Trail winds in and out of the Mustard plants and felt that the
Conservancy should have cleared the Mustard plants. He noted that the Conservancy’s crew did
not follow the polygon lines.
Mayor Pro Tem Pieper asked if the Conservancy could come up with a “next-phase” plan for fire
reduction for Rolling Hills.
Mayor Mirsch suggested that the Conservancy remove plants for fire mitigation rather than
removing them based on type.
Councilmember Wilson inquired about the difficulties of entering the site to perform the work.
Mr. Sarabia replied that the crew had entered from properties on Cinchring Road.
Councilmember Dieringer asked for clarification on the polygons referenced in Mr. Sarabia’s
presentation.
Mr. Sarabia showed areas the Conservancy mowed, removed plants and hard to reach areas via
shapes on presentation slides or polygons.
Mayor Mirsch noted that Lemonade Berry is not an endangered plant and inquired the
Conservancy’s treatment of the plant.
Mr. Sarabia stated the Lemonade Berry would only be removed if the County Ag Commissioner
viewed it as a fire hazard. If so, it would be documented and a fee would be associated with the
removal. Trimming of the Lemonade Berry is only conducted when absolutely necessary.
Mr. Visco inquired if the Conservancy was willing to map existing vegetation for the City or
possibly map selected canyons. He requested the City Council consider the service.
8
Minutes
City Council Meeting
02-10-20 -4-
Councilmember Black arrived at 7:34 p.m.
Mrs. Toshiko Nakamura, resident of 24 Cinchring, expressed disappointment with the community
with respect to fire preparation. She requestedthe Council to consider a fence along the City border
and grow ivy on the fence to stop the fire coming into the City. From experience she noted that
residents on Cinchring are the biggest victims when it comes to wildfires.
Mayor Mirsch thanked Mrs. Nakamura for her comments.
Mr. Sarabia stated that his hope was that the efforts being made by the Land Conservancy would
help with fire mitigation. He also add that RPV had double their enforcement by having Rangers
and Volunteers actively patrol the area.
Councilmember Black added that he has never witnessed anyone patrolling the area.
Mayor Pro Tem Pieper informed Councilmember Black that the Conservancy was asked to work
on a “second-phase” vegetation management plan.
Councilmember Wilson asked if the Preserve was patrolled by vehicle or foot.
Mr. Sarabia replied both, vehicle and on foot. Enforcement officers are in uniform and conducts
random checks throughout the week. Mr. Sarabia recommended reporting issues in the Preserve
to the Rangers and/or volunteers.
Mrs. Nakamura commented that she observed over 20 motorcycles in the area during the
nighttime.
Mayor Mirsch thanked Mrs. Nakamura for her comments and asked that Mrs. Nakamura’s
comments be logged and communicated to RPV.
City Manager Jeng requested the City Council to take Item 8A-New Business to be able to dismiss
the Finance Director before the end of the Council meeting. The Mayor and City Council
concurred.
(Out of Order)
8.NEW BUSINESS
A.REVIEW OF FISCAL YEAR 2018/2019 AUDITED FINANCIAL
STATEMENTS.
Finance Director Terry Shea gave an overview of the Fiscal Year 2018-2019 Audited Financial
Statements. Lance, Soll & Lunghard LLP (LSL) audited the City’s financial records including a
review of internal controls and testing procedures. Audit results were presented to the
Finance/Budget/Audit Committee in December 2019. There were no issues or findings reported
by the auditors
9
Minutes
City Council Meeting
02-10-20 -5-
Councilmember Dieringer noted that on page 129 of the staff report that the firm was not engaged
to report on several items listed. She then questioned if the Council should seek the auditors to
report on those items.
Finance Director Shea replied that it was his opinion that LSL was not correct with that statement
because LSL clearly stated in the letter labeled Independent Auditor’s Report, page 136, providing
an opinion on the governmental activities (debt and capital assets), major funds (general fund,
transit fund and the underground utility fund) and all the other funds. He clarified LSL does not
provide an opinion on RSI and management discussions. He assured the Council that he would
follow up with LSL to clarify the language.
Councilmember Dieringer recalled the Finance Director offering an option of internal control. She
recalled the option was going to be explored but did not recall if it was ever brought back to the
Council.
Finance Director Shea assured the Council that the City does have effective internal control for
staff. For example, the Council signs all the checks; the City Manager and/or Department Heads
approve all the invoices. The Finance Department does not approve any invoices. He offered to
go back to last year’s City Council meeting minutes and confirm the discussion on internal control
options.
Councilmember Dieringer stated best practices called for a rotation of auditors in order to have a
fresh set of eyes.
Finance Director Shea shared that three years ago the City only received cost proposals from 5
firms. Three out of the 5 firms were interviewed and Councilmember Black, who sat the
Finance/Budget/Audit Committee, made the decision to hire LSL. He recalled the other committee
member (Mirsch) was unavailable when the decision was made. He noted that there are three years
left on LSL’s current contract and that LSL switched partners about two years ago. Per State law
auditors must rotate partners every 6 years.
Mayor Mirsch shared that she had finance background and still had trouble with government
accounting. She stated that she felt it was important for the Council to understand the audit reports
since they are responsible for signing off on the documents. She inquired about training to better
prepare the Council for financial decisions.
Finance Director Shea offered to conduct a workshop for the Council.
Mayor Mirsch and Councilmember Dieringer stated they would both be interested in attending the
workshop.
Finance Director Shea continued to review the audit reports and highlighted pages 148-149, the
City’s accruals. He reported that there were no issues reported by the Internal Control Letter. He
moved on to the financial statements, page 150. The page listed the City’s total assets of
$5,945,000 from the General Fund. Finance Director Shea reported the total liability to be
$150,000, for a total Fund Balance of approximately $5.7 million. He reminded the Council that
10
Minutes
City Council Meeting
02-10-20 -6-
the City has three major funds. Funds are determined by size and must be 10% of the assets, 10%
of the liabilities, 10% of the revenues or 10% of the expenditures and 5% of the City’s franchise
fund. The City’s trash fund meets these criteria.
Councilmember Wilson asked if the Transit fund could be further explained. He asked is this the
money the City gives away, trades, and/or sell at a discount.
Finance Director Shea replied yes and explained that the Transit Fund has to do with Prop A and
Prop C funds. The City gifts the Prop C money and sells the Prop A money.
Finance Director Shea turned the Council’s attention to page 152, and explained that the General
Fund took in $2,352,000 and spent $1,858,000 resulting in an excess of revenues of $493,000. He
continued to review the rest of the reconciliation statements of revenues, expenditures, and changes
in fund balances of governmental funds for the year ending June 30, 2019. He reviewed the
business type activity highlighted on page 154. He explained that the City receives money through
the property tax rolls and twice a year. The City then pays Republic Services. He stated that as of
June 30, 2019 the City owed Republic Services $397,000. It was his understanding that amount
was paid in early September 2019.
City Manager Jeng explained that RH residents are charged $1,100 for trash services and that the
City pays Republic Services approximately $1,295 per property for the current year.
Councilmember Wilson asked what the difference was between the two fees. He further inquired
if the City went by the number of parcels, because it is his understanding that there are about 685.
Finance Director Shea replied the difference between the two fees was about $200.00.
City Manager Jeng replied that historically the City used 685 number parcels but currently there
are more parcels than 685.
Councilmember Wilson stated that when he ran the math and multiplied $200.00 by 685, he came
to a total of $13700.00. He was curious why that amount was not noted in the report and reported
as a loss or reimbursement.
Finance Director Shea replied it was his understanding that there was a difference between the
numbers of parcels the City has and the number of parcels charged.
City Manager Jeng clarified there was a difference between accounts placed on the tax roll and the
Republic Service’s invoice to the City.
Councilmember Wilson stated he understood but again stressed that he felt there should be
representation of how much cost the City is absorbing regarding the resident’s trash service
subsidy fee.
Finance Director Shea replied he understood how the report could be slightly deceiving.
11
Minutes
City Council Meeting
02-10-20 -7-
City Manager Jeng offered to work with Finance Director Shea to prepare a report that breaks
down the information from year to year. She stated she would also share the break down report
with the Solid Waste Committee.
Finance Director Shea continued to report on the pensions liabilities on page 187. He reported that
the pension liability went down from $627,859.00 to $622,408.00. He pointed out how the
liabilities numbers have changed throughout the years between 2015 through 2019. He stated that
money was set-aside in the Pension Stabilization Trust for the increase in cost. He added the City
currently had a total of approximately $400,000 in the account. He will be recommending more
deposits into the Pension Stabilization Fund. He continued to page 189 and reviewed the OPEB
assets. He stated that the OPEB net liability is actually an asset of $209,000.00. The last quarterly
statement showed the City had over $600,000.00 in the account.
Councilmember Dieringer asked the Finance Director if he had a recommendation for the Council
as to the disparity between the Pension Stabilization Fund and the Liability Fund.
Finance Director Shea replied that it was his understanding that the consensus from the
Budget/Finance/Audit Committee was to recommend to the Council that they should set aside
$150,000 for the upcoming budget. What was originally set aside was not enough and mentioned
that the liabilities increased by 152%.
Mayor Pro Tem Pieper stated that is was his understanding that the City pays Republic Services
in two parts. He asked if there was a way to pay Republic Services upfront and request a discount
to future service rates.
Finance Director Shea stated that some of his other clients pay vendors once the money is
collected. Rollin Hills however gets billed by Republic Services in July for the first six months
and then again in January for the second six months. He suggested exploring the possibility of
changing the timing of the payout.
Mayor Pro Tem Pieper moved that the City Council receive and file the item as presented.
Councilmember Wilson seconded the motion and the motion passed by voice vote as follows:
AYES:COUNCILMEMBERS: Mayor Mirsch, Pieper, Black, Dieringer, and Wilson
NOES:COUNCILMEMBERS: None.
ABSENT:COUNCILMEMBERS: None.
ABSTAIN: COUNCILMEMBERS: None.
6.PUBLIC HEARINGS
A.CONSIDER AND APPROVE ADOPTION OF AN URGENCY
ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ROLLING
HILLS AMENDING CHAPTER 17.28 OF THE CITY OF ROLLING HILLS
MUNICIPAL CODE RELATING TO ACCESSORY DWELLING UNITS
AND JUNIOR ACCESSORY DWELLING UNITS AND DETERMINE THE
ORDINANCE TO BE EXEMPT FROM CEQA AND INTRODUCE AND
12
Minutes
City Council Meeting
02-10-20 -8-
APPROVE A NON-URGENCY ORDINANCE OF THECITY COUNCIL OF
THE CITY OF ROLLING HILLS AMENDING CHAPTER 17.28 OF THE
CITY OF ROLLING HILLS MUNICIPAL CODE RELATING TO
ACCESSORY DWELLING UNITS AND JUNIOR ACCESSORY
DWELLING UNITS AND DETERMINE THE ORDINANCE TO BE
EXEMPT FORM CEQA.
Planning and Community Services Director Meredith Elguira gave an overview of the Urgency
and Non-Urgency Ordinance via PowerPoint presentation. She stated that the item had gone before
the Planning Commission on January 21, 2020. In 2019, the California Legislature and the
California Governor signed into law a number of bills (“New ADU Laws”) that amended
Government Code section 65852.2 and 65852.22 to impose new limits on local authority to
regulate ADUs and JADUs. She reported that the New ADU Laws took effect on January 1, 2020,
and if the City’s ADU Ordinance does not comply with the New ADU Laws, the City’s Ordinance
become null and void on that date as a matter of law. Failure to comply with Government Code
sections 65852.2 and 65852.22 (as amended) as of January 1, 2020 renders the City’s Ordinance
regulating ADUs and JADUs null and void, thereby limiting the City to the application of the few
default standards provided in Government Code sections 65852.2 and 65852.22 for the approval
of ADUs and JADUs.
She stated that new ADU laws were presented to the Planning Commission which comply with
the States requirements and are also exempt from CEQA. She stated that the City had to make
findings for the proposed revisions to assure that the new regulations would not cause significant
impact to the community. For example, that there would be no damage to the scenic resources and
that the site is not located in a vicinity to a hazardous waste site, which the City is not. Also, that
there is no significant impact to historical resources (not currently present in the City). She
reviewed the difference between ADU and JADU. A JADU is not larger than 500 square feet. It
is contained entirely within an existing or proposed new single family residence. It includes a
separate sanitation facility or it can be shared within the existing single family residence. It also
includes an efficiency kitchen, which would consist of appliances, at least 15 square feet of counter
space and 30 square feet of cabinet space. An ADU is either an attached or detached residential
dwelling unit. It is completely independent and can either have an efficiency unit or a manufactured
unit. She proceeded to highlight the changes to the code. She stated that there are two requirements,
one is a building permit and the other would require an ADU permit. A building permit is needed
when an existing detached or attached unit has been converted. Any discretionally approval can
be waived if the unit is at least 4 feet away from the side yard or rear yard setback. The unit must
be smaller than 800 square feet and lower than 16 feet in height. She informed the Council that an
ADU could be located within any part of the parcel, including the front property line. This would
be an over the counter approval which would require a building permit and that the City must act
within 60 days of a complete application. She added that there were certain stipulations that must
be meet, for example, the unit cannot be rented for less than 60 days. It cannot be sold separately
from the single family residence. There are also occupancy requirements, which she pointed out
per the list on the PowerPoint presentation.
Councilmember Black left the meeting at 8:37 p.m.
13
Minutes
City Council Meeting
02-10-20 -9-
PCSD Elguira pointed out that there were also deed restrictions. She proceeded to go over the
development standards and informed the Council that she had received advice from the City
Attorney’s Office. Together they tried to develop the most stringent requirements that could be
submitted to HCD for approval. The most stringent requirements that were advised to her were to
make a one bedroom and/or studio a maximum of 800 square feet. For two bedrooms or more the
maximum is 1000 square feet. If either unit are outside the requirements set forth (maximum 800
square feet, no taller than 16 feet), they will have to comply with the front property line set-back
of 30 feet, site and rear property line of 4 feet with maximum lot coverage of 50%. She proceeded
to outline further details via the PowerPoint Presentation.
PCSD Elguira informed the Council that she confirmed with the Finance Director that the City
does not have impact fees, which are usually used to defray some infrastructure cost for a new
development. Finance Director Shea informed her that the City does not have enough development
and usually in a built-out City you do not get impact fees from single family residential
development, but rather from a large development like multi-family residential development. She
explained that impact fees help pay for schools, sewer and/or roads. For any non-comforting ADU
the City would require the owner go through a discretional approval which would require a
conditional use permit. She stated that she felt the most important thing to point out about the
ADU/JADU Ordinance was the building permit requirements for applications regarding converted
spaces. If it is an existing accessory structure, the applicant would need a building permit. This
unit must meet the following requirements; independent exterior access and fire and safety access.
A detached new unit must be 4 feet away from the side and rear set-back; must be 800 square feet
or less and maximum 16 feet in height; and a building permit is required. There are separate
requirements for multi-family lot zones, but since there are none in the City this was not reviewed
however it was added to the ordinance because it was a State requirement. The goal was to put
forth regulations in order to receive the States’ approval and have the City’s own regulations in
place. She informed the Council that the Housing Ad Hoc Committee and the Planning
Commission were informed that this item would be brought back once more information was
available or if staff had additional recommendations.
PCSD Elguira added there were discussions on adding more regulations outside of the ADU
umbrella possibly to the City’s Building Code or Fire Code requirements.
Councilmember Dieringer asked about the definition of the JADU. A JADU was described as
being contained entirely within an existing or proposed single family residents however in the
proposed ordinance theword “residence”was listed as “structure”. She stated that she felt the word
“structure” could be interpreted as anything on a single family lot.
PCSD Meredith Elguira replied that she believed the definition was understood that it has to be a
secondary structure to the residential unit since all of the City’s zoning is a residential zone. She
explained there must be a primary residence prior to having an accessory dwelling unit.
City Attorney Michael Jenkins commented that he believed single family structure and single
family residence means the same thing.
Mayor Pro Tem Piper suggested approving the item as is.
14
Minutes
City Council Meeting
02-10-20 -10-
City Attorney Jenkins stated that he didnot see any ambiguity with the word or any issueschanging
the word structure to dwelling. He added that once the ordinance is adopted, staff may come back
with some minor changes but that would be a separate process. He stated there should be no
changes between the first reading and the second reading.
Councilmember Dieringer requested the change of the word be made. She also wanted to address
the process and timing highlighted on page 4, regarding ADU permits. It was her understanding
that the City must act on an application within 60 days of receipt and that there were only two
exceptions to the rule. She inquired if the City was obligated to approve an application if the
applicant fails to reply to the City’s inquiry about a concern. She asked if there was a possibility
of a hybrid situation where the City would not deny the application but request a modification
before approval.
City Attorney Jenkins replied that the City was not obligated to approve an incomplete application
or if insufficient information was provided. The applicant would have to come back and reapply.
In a hybrid situation, the City could approve the application if the corrections are made and
submitted. If changes needed to be made, the applicant would be asked to agree to a delay; if the
applicant does not agree, the application would be denied.
Councilmember Dieringer wanted to confirm that the City would not permit anything over two
bedrooms for any ADUs.
PCSD Elguira replied that State code allows up to 1200 square feet and can be more than 1
bedroom. The City’s ordinance proposes a maximum of 1000 square feet to deter applicants from
exceeding 1 bedroom. However, she reminded the Council that the Planning Department does not
conduct post-construction inspections.
City Attorney Jenkins confirmed that the City would not allow more than two bedrooms.
Councilmember Dieringer asked for the definition of a right-of-way line and clerestory. She also
asked if the City could collect impact fees since it was in the language of the proposed ordinance.
PCSD Elguira replied that the right-of-way line was referring to an easement. Clerestory refers to
a bank of windows.
City Attorney Jenkins replied that there was a difference between filing fee and impact fee. He
explained that an impact fee require a study. That study must demonstrate that the ADU is creating
an impact on the community and that the community has to be compensated. The fee would then
be used to mitigate that impact. The City currently does not have impact fees for Single family
residents furthermore the City would have a hard time placing an impact fee on ADUs.
Mayor Pro Tem Piper predicted that the septic issue will slow the process down. He shared that
his neighbors, the Shumaker’s were quoted $120,000 to install a new septic tank.
15
Minutes
City Council Meeting
02-10-20 -11-
Councilmember Dieringer stated she did not understand the utilities fees and how that is detailed
in the proposed ordinance.
PCSD Elguira explained that if a unit exists and it is being converted, it is assumed that there are
utilities in place. For new detached ADU’s the applicant would have to pay for a connection fee.
The typical building permit would be require to connect, therefore triggering an upgrade to an
electrical panel, then the City could require undergrounding per the City’s code.
Councilmember Wilson asked if a resident has an attached garage and they wanted to converted
to a JADU, was the resident obligated to have an efficiency kitchen in place. He then asked what
would happen if the efficiency kitchen was removed in later years? How would that unit be
viewed?
PCSD Elguira replied yes, the resident would be obligated to have an efficiency kitchen in place.
She then added that policing ADUs and JADUs would be difficult. She explained that the unit
would be considered illegal because the owner would have signed a deed declaring the unit as an
accessory dwelling unit with efficiency kitchen and the unit is self-sufficient. Once those elements
are removed the unit no longer is self-sufficient, the unit would no longer be considered a JADU.
Councilmember Wilson suggested that when advertising information about ADUs and JADUs in
the Blue Newsletter to spell out the acronyms (ADUs and JADUs) for those residents that are not
familiar with the language.
Mayor Pro Tem Pieper requested a list of requirements be given to all applicants of ADU and
JADUs in order to try and curb the growth of potential units.
Mayor Mirsch requested to discuss solid fencing and vegetation as screens.
PCSD Elguira replied that she is working with the RHCA, and Assistant City Attorney Todd
Leishman to address those issues in addition to opaque glass.
Councilmember Dieringer asked if the City’s code allowed for multi-family dwellings. Her
concern was that multiple ADUs could be erected on one parcel.
City Attorney Jenkins answered no.
Mayor Mirsch opened the item to public comment.
Alfred Visco, 15 Cinchring Road, asked eligible structures for ADUs to be attached to. He also
asked if he converted his 1000 square foot garage to an ADU, would he be obligated to provide
additional parking spaces.
PCSD Elguira replied that an attached ADU can be attached to an existing barn, single car garage
or a single family house. He would not be required to provide additional garage or parking spaces.
Mayor Pro Tem Pieper moved that the City Council approve waiving a full reading and adopt the
16
Minutes
City Council Meeting
02-10-20 -12-
Urgency Ordinance Number 364U. Councilmember Wilson seconded the motion and the motion
passed by voice vote as follows:
AYES:COUNCILMEMBERS: Mayor Mirsch, Pieper, Dieringer, and Wilson
NOES:COUNCILMEMBERS: None.
ABSENT:COUNCILMEMBERS: Black.
ABSTAIN: COUNCILMEMBERS: None.
Mayor Pro Tem Pieper moved that the City Council introduce and approve on first reading the
Non-Urgency Ordinance Number 364. Councilmember Wilson seconded the motion and the
motion passed by voice vote as follows:
AYES:COUNCILMEMBERS: Mayor Mirsch, Pieper, Dieringer, and Wilson
NOES:COUNCILMEMBERS: None.
ABSENT:COUNCILMEMBERS: Black.
ABSTAIN: COUNCILMEMBERS: None.
7.OLD BUSINESS
A.ANNOUNCE COX “POP-UP” OPEN HOUSE AT HESSE PARK. TWO
SESSIONS BETWEEN 3PM AND 8PM TO ACCOMMODATE
RESIDENT’S SCHEDULES. DATE TO BE DETERMINED (ORAL).
PCSD Elguira stated that other Peninsula Cities have service issues with COX. The City of Rolling
Hills Estates advised that COX will hold an open house tentatively scheduled for March 4
th, 2020.
Two sessions of the open house will held; one at 3pm and the other at 8pm. PCSD Elguira stated
that she planned to come back to the Council with a confirmed date at the next City Council
meeting.
City Manager Jeng offered to announce the event in the City’s Blue Newsletter.
Mayor Pro Tem Pieper moved that the City Council receive and file the item as presented.
Councilmember Dieringer seconded the motion and the motion passed by voice vote as follows:
AYES:COUNCILMEMBERS: Mayor Mirsch, Pieper, Dieringer, and Wilson
NOES:COUNCILMEMBERS: None.
ABSENT:COUNCILMEMBERS: Black.
ABSTAIN: COUNCILMEMBERS: None.
C. DISCUSS FISCAL YEAR 2021-2022 AND 2022-2023 POTENTIAL BUDGET
ITEMS TO SUPPORT THE CITY COUNCIL PRIORITIES DEVELOPED
AS A PART OF THE STRATEGIC PLANNING WORKSHOP.
Mayor Pro Tem Pieper moved that the City Council move Item 7C to the next City Council
Meeting of February 27, 2020. Councilmember Wilson seconded the motion and the motion passed
by voice vote as follows:
17
Minutes
City Council Meeting
02-10-20 -13-
AYES:COUNCILMEMBERS: Mayor Mirsch, Pieper, Dieringer, and Wilson
NOES:COUNCILMEMBERS: None.
ABSENT:COUNCILMEMBERS: Black.
ABSTAIN: COUNCILMEMBERS: None.
9.MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE
REPORTS
NONE.
10.MATTERS FROM STAFF
Councilmember Dieringer inquired about having someone review the internal control of the City.
Mayor Pro Tem Pieper recalled Finance Director Shea provide this service for other cities. He
suggested asking Finance Director Shea for a quote to add the service to his scope of work.
Mayor Mirsch mentioned that the Council packets have been produced and posted on the City’s
website by Thursdays. She asked Councilmember Dieringer if she has found the postings of the
agenda by Thursdays helpful.
Councilmember Dieringer stated that she appreciated being able to download the agenda but is
frustrated that the attachments cannot be found on the same page as the agenda. She would prefer
to download one document with everything included.
Mayor Mirsch remarked that all Councilmembers could benefit from one downloaded document.
11. ADJOURNMENT
Hearing no further business before the City Council, Mayor Mirsch adjourned the meeting at
9:06p.m. The next regular meeting of the City Council is scheduled to be held on Monday,
February 24, 2020 beginning at 7:00 p.m. in the City Council Chamber at City Hall, 2 Portuguese
Bend Road, Rolling Hills, California.
Respectfully submitted,
_______________________
Yohana Coronel, MBA
City Clerk
Approved,
18
Minutes
City Council Meeting
02-10-20 -14-
_____________________________________
Leah Mirsch
Mayor
19
Agenda Item No.: 4.B
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CONNIE VIRAMONTES , ADMINISTRATIVE ASSISTANT
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:PAYMENT OF BILLS.
DATE:April 27, 2020
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
Payment of Bills.pdf
20
21
Agenda Item No.: 4.C
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CONNIE VIRAMONTES , ADMINISTRATIVE ASSISTANT
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:REPUBLIC SERVICES RECYCLING TONNAGE REPORT FOR MARCH
2020.
DATE:April 27, 2020
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
Rolling Hills Tonnage March 2020.pdf
22
Franchise?Y
Mth/Yr Overall Commodity Tons Collected Tons Recovered Tons Disposed Diversion %
Jan-20 Trash 178.78 38.00 140.78 21.26%
Greenwaste 102.61 102.61 - 100.00%
Recycle 0.03 0.01 0.02 20.00%
Jan-20 Total 281.42 140.62 140.80 49.97%
Feb-20 Trash 159.76 32.85 126.91 20.56%
Greenwaste 95.32 95.32 - 100.00%
Recycle 2.18 0.44 1.74 20.00%
Feb-20 Total 257.26 128.61 128.65 49.99%
Mar-20 Trash 208.78 60.00 148.78 28.74%
Greenwaste 92.55 92.55 - 100.00%
Recycle 0.01 0.00 0.01 21.00%
Mar-20 Total 301.34 152.55 148.79 50.62%
Grand Total 840.02 421.78 418.24 50.21%
421.78
CITY OF ROLLING HILLS RESIDENTIAL FRANCHISE
2020
Contract Requires 50% Household -
Page 1 of 2
23
Franchise?N
Mth/Yr Overall Commodity Tons Collected Tons Recovered Tons Disposed Diversion %
Jan-20 Trash 144.92 - 144.92 0.00%
Recycle 1.90 0.38 1.52 20.00%
C&D - - - #DIV/0!
Jan-20 Total 146.82 0.38 146.44 0.26%
Feb-20 Trash 140.05 - 140.05 0.00%
Greenwaste 10.33 10.33 - 100.00%
Recycle 0.15 0.03 0.12 20.00%
C&D - - - #DIV/0!
Feb-20 Total 150.53 10.36 140.17 6.88%
Mar-20 Trash 108.28 - 108.28 0.00%
Recycle 0.28 0.06 0.22 21.00%
C&D - - - #DIV/0!
Mar-20 Total 108.56 0.06 108.50 0.05%
Grand Total 405.91 10.80 395.11 2.66%
CITY OF ROLLING HILLS NON-FRANCHISE
2020
Non Residential Volume - Temporary Container, C&D Projects & Permanent Manure
Page 2 of 2
24
Agenda Item No.: 4.D
Mtg. Date: 04/27/2020
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 FIRST QUARTER OF 2020.
DATE:April 27, 2020
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
Budget Comparative 3-31-20 Update.pdf
25
Approved
Cumulative Total % Total
Year-to-Date Adjusted of Budget
Actual Budget Used
REVENUES
Taxes 785,149.01$ 1,417,800$ 55.38%
License and Permits 116,864.37 624,300 18.72%
Fines 11,308.58 14,300 79.08%
Franchise Fees 10,699.70 19,000 56.31%
Investment Earnigs 76,470.24 100,000 76.47%
Other Income 64,704.64 102,900 62.88%
Total Revenues 1,065,197 2,278,300 46.75%
EXPENDITURES
DEPARTMENTS
Administration
Salaries and Benefits 364,272.84 596,400 61.08%
Materials and Supplies 68,721.08 141,000 48.74%
Contractual Services 110,043.73 176,600 62.31%
Finance
Contractual Services 81,820.00 119,450 68.50%
Planning & Development
Salaries and Benefits 226,213.92 288,200 78.49%
Materials and Supplies 2,463.81 12,600 19.55%
Contractual Services 186,726.36 418,000 44.67%
Public Safety
Contractual Services 126,207.85 297,200 42.47%
Non-Departmental
Materials and Supplies - 25,000 0.00%
Contractual Services 14,650.50 34,900 41.98%
Community Promotion 11,932.73 44,750 26.67%
City Properties
Contractual Services 49,645.38 79,500 62.45%
Total Expenditures 1,242,698.20 2,233,600 55.64%
Revenues Over (Under) Expenditures (177,501.66) 44,700 -397.10%
Transfers
Transfers In 18,000.00 24,000 75.00%
Transfers Out (29,497.50) (398,000) 7.41%
Total Transfers (11,497.50) (374,000) 3.07%
Excess (Deficit) (188,999.16) (329,300) 57.39%
Fund Balance - Beginning of Year (Audited) 5,795,780 5,795,780
Fund Balance - March 31, 2020 (Before Closing) 5,606,780.84$ 5,466,480$
CITY OF ROLLING HILLS
STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE
GENERAL FUND
FOR THE NINE MONTHS ENDED MARCH 31 ,2020
26
Approved
Cumulative Total % Total
Year-to-Date Adjusted of Budget
Actual Budget Used
REVENUES
Prop A Revenues 30,380$ 39,300$ 77.30%
Investment Earnigs - 150 0.00%
Total Revenues 30,380 39,450 77.01%
EXPENDITURES
Materials and Supplies - - #DIV/0!
Contractual Services - - #DIV/0!
Total Expenditures - - #DIV/0!
Revenues Over (Under) Expenditures 30,380 39,450 77.01%
Fund Balance - Beginning of Year (Audited) 17,366 17,366
Fund Balance - March 31, 2020 (Before Closing) 47,746$ 56,816$
Approved
Cumulative Total % Total
Year-to-Date Adjusted of Budget
Actual Budget Used
REVENUES
Prop C Revenues 25,200$ 32,600$ 77.30%
Investment Earnigs - 150 0.00%
Total Revenues 25,200 32,750 76.95%
EXPENDITURES
Materials and Supplies - - #DIV/0!
Contractual Services - - #DIV/0!
Total Expenditures - - #DIV/0!
Revenues Over (Under) Expenditures 25,200 32,750 76.95%
Fund Balance - Beginning of Year (Audited) 9,045 9,045
Fund Balance - March 31, 2020 (Before Closing) 34,245$ 41,795$
PROP A TRANSPORTATION FUND
FOR THE NINE MONTHS ENDED MARCH 31 ,2020
CITY OF ROLLING HILLS
STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE
PROP C TRANSPORTATION FUND
FOR THE NINE MONTHS ENDED MARCH 31 ,2020
CITY OF ROLLING HILLS
STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE
27
Approved
Cumulative Total % Total
Year-to-Date Adjusted of Budget
Actual Budget Used
REVENUES
Measure R Revenues 18,888$ 24,450$ 77.25%
Investment Earnigs - 150 0.00%
Total Revenues 18,888 24,600 76.78%
EXPENDITURES
Materials and Supplies - - #DIV/0!
Contractual Services - - #DIV/0!
Total Expenditures - - #DIV/0!
Revenues Over (Under) Expenditures 18,888 24,600 76.78%
Fund Balance - Beginning of Year (Audited) 57,294 57,294
Fund Balance - March 31, 2020 (Before Closing) 76,182$ 81,894$
Approved
Cumulative Total % Total
Year-to-Date Adjusted of Budget
Actual Budget Used
REVENUES
Measure M Revenues 21,227$ 27,700$ 76.63%
Investment Earnigs - 150 0.00%
Total Revenues 21,227 27,850 76.22%
EXPENDITURES
Materials and Supplies - - #DIV/0!
Contractual Services - - #DIV/0!
Total Expenditures - - #DIV/0!
Revenues Over (Under) Expenditures 21,227 27,850 76.22%
Fund Balance - Beginning of Year (Audited) 48,387 48,387
Fund Balance - March 31, 2020 (Before Closing) 69,614$ 76,237$
TRANSIT MEASURE M
FOR THE NINE MONTHS ENDED MARCH 31 ,2020
CITY OF ROLLING HILLS
STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE
TRANSIT MEASURE R
FOR THE NINE MONTHS ENDED MARCH 31 ,2020
CITY OF ROLLING HILLS
STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE
28
Approved
Cumulative Total % Total
Year-to-Date Adjusted of Budget
Actual Budget Used
REVENUES
Measure W Revenues -$ 120,000$ 0.00%
Investment Earnigs - 900 0.00%
Total Revenues - 120,900 0.00%
EXPENDITURES
Storm Water Management - 120,000 0.00%
Total Expenditures - 120,000 0.00%
Revenues Over (Under) Expenditures - 900 0.00%
Fund Balance - Beginning of Year (Audited) - -
Fund Balance - March 31, 2020 (Before Closing) -$ 900$
Approved
Cumulative Total % Total
Year-to-Date Adjusted of Budget
Actual Budget Used
OPERATING REVENUES
Service Charges 563,779$ 768,900$ 73.32%
Miscellaneous Revenue - 65,000 0.00%
Construction & Demo Permits 20,625 7,000 294.64%
Total Revenues 584,404 840,900 69.50%
OPERATING EXPENSES
Refuse Service Contract 618,813 825,089 75.00%
Miscellaneous Expense 15,343 65,000 23.60%
Total Expenditures 634,156 890,089 71.25%
Operating Loss Before Transfers (49,752) (49,189) 101.14%
Transfers Out (18,000) (24,000) 75.00%
Change in Net Position (67,752) (73,189) 92.57%
Net Position - Beginning of Year (Audited) 177,521 177,521
Net Position - March 31, 2020 (Before Closing) 127,769$ 128,332$
CITY OF ROLLING HILLS
STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE
REFUSE COLLECTION FUND
FOR THE NINE MONTHS ENDED MARCH 31 ,2020
CITY OF ROLLING HILLS
STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE
LA COUNTY MEASURE W
FOR THE NINE MONTHS ENDED MARCH 31 ,2020
29
Agenda Item No.: 4.E
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:YOHANA CORONEL, CITY CLERK
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:
UPDATED CITY COUNCIL BUDGET CALENDAR FOR FY 2020-2021.
DATE:April 27, 2020
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
BudgetCalendarFY20-21_v3.docx
30
City of Rolling Hills INCORPORATED JANUARY 24, 1957
NO. 2 PORTUGUESE BEND ROAD
ROLLING HILLS, CA 90274
(310) 377-1521
FAX (310) 377-7288
REVISED BUDGET CALENDAR
FISCAL YEAR 2020/2021
January 13, 2020 Finance/Budget/Audit Committee meeting with Auditor to
review FY 2018/19 Comprehensive Annual Financial Report
(CAFR).
January 13, 2020 City Council receive, review and approve FY 2020/2021 budget
calendar.
January 25, 2020 City Council Strategic Planning Session #1 with staff for FY
2020/2021 and beyond.
January 27, 2020 City Council receive and review FY 2018/2019 Audited Financial
Statements.
February 10, 2020 City Council Strategic Planning Session #2 with staff for FY
2020/2021 and beyond.
April 27, 2020 City Council Strategic Planning Session #3 with staff for FY
2020/2021 and beyond.
March 09, 2020 City Council receive and review FY 2019/2020 mid-year budget
report and appropriations.
April 23, 2020 Staff review of FY 2019/2020 year-end expenditure projections
with City Manager.
April 27, 2020 Finance/Budget/Audit Committee review Financial and
Investment Policies; and review and discuss Schedule of Fees and
Charges.
April 27, 2020 City Council review of FY 2019/2020 year-end revenue and
expenditure projections, and annual CPI projections.
April 29, 2020 Staff proposed FY 2020/2021 Budget Requests and discussion
with City Manager.31
City of Rolling Hills INCORPORATED JANUARY 24, 1957
NO. 2 PORTUGUESE BEND ROAD
ROLLING HILLS, CA 90274
(310) 377-1521
FAX (310) 377-7288
May 06, 2020 Final Staff proposed FY 2020/2021 Budget Requests with City
Manager.
May 11, 2020 Finance/Budget/Audit Committee review of FY 2020/2021 staff
proposed budget.
May 26, 2020 City Council budget workshop.
June 08, 2020 City Council budget public hearing, adoption of FY 2020/2021
budget, and approval of Gann Limit.
32
Agenda Item No.: 4.F
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:YOHANA CORONEL, CITY CLERK
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:NEW 2020 SPRING CLEANUP DATES.
DATE:April 27, 2020
BACKGROUND:
Anticipating potential impacts to personnel due to COVID-19 pandemic, Republic Services requested
to change the previously scheduled 2020 Spring Cleanup dates to the following:
Event Old Date New Date
Greenwaste April 8, 2020 May 13, 2020
Shred and E-Waste April 25, 2020 May 16, 2020
Bulk Item Collection May 13, 2020 May 20, 2020
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
Republic Services - Rolling Hills Postcard
33
Republic Services
12949 Telegraph Rd
Santa Fe Springs, CA 90670
Important Notice
Regarding your
Annual Cleanup
Service Day
ADDRESS AREA
CITY, STATE, ZIP
POSTAGE AREA
34
REVISED 2020 SPRING CLEANUP SCHEDULE
Dear Rolling Hills Residents,
Please make note of revised Spring Cleanup dates:
Greenwaste: May 13, 2020
Shred and E-waste: May 16, 2020
Bulk Item Collection: May 20, 2020.
Thank you for your attention.
For questions, please call: 800.299.4898
35
Agenda Item No.: 7.A
Mtg. Date: 04/27/2020
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 PROPOSAL FROM PALOS VERDES
PENINSULA LAND CONSERVANCY FOR ADDITIONAL FIRE FUEL
REMOVAL WORK IN THE PRESERVE IN THE AREAS ADJACENT TO
THE CITY BORDER.
DATE:April 27, 2020
BACKGROUND:
In October 14, 2019, the City Council approved an agreement with the Palos Verdes Peninsula Land
Conservancy (Land Conservancy) for fire fuel removal for $34,200. Of the total amount, $27,000 was
for 2 acres of Acacia removal within the northeastern portion of the Portuguese Bend Reserve along the
Rim Trail; and $7,200 was for removing 16 acres of invasive mustard plant around the Grapevine Trail.
This work has been completed by the Land Conservancy in early March 2020.
The agreement also included an additional $12,000 per year for three years for springtime Mustard
mowing and monitoring of Acacia to prevent regrowth. The Land Conservancy commenced this work
on April 20, 2020.
At the February 10, 2020 City Council meeting, Land Conservancy staff provide a presentation of the
fire fuel removal work conducted between November 2019 and February 2020. At that meeting, the
City Council requested another proposal for additional fire fuel removal work in the Preserve in areas
closer to the City border.
DISCUSSION:
The Land Conservancy provided a proposal on April 20, 2020 to include removal of Acacia plants, and
other non-native shrubs and trees like Chinese Pistache and Myoporum as well as the limbing up of
Pine tress (1 acre). The proposal also includes mowing of Mustard plant (14 acres) for a total estimated
cost of $50,000.
The Land Conservancy discussed with the City Council in October 2019 the strategy to prevent Mustard
regrowth. The first step is to continuously remove the plan prior to seed drop. This removal should
occur for a period of three to five years. Following seed management, replanting the areas with native
species would further prevent re-growth. Although not a part of the $50,000 estimate of removing 36
Acacia, non-native and the Mustard plants, the Land Conservancy also provided an estimate of $30,000
for planting and maintaining one acre of cactus restoration project over a 5 year period for
consideration.
The 15 acre fire fuel removal work can be completed in approximately 37 work days and the work can
commence after May 15, 2020.
Attached to this report is the Land Conservancy proposal from April 20, 2020. Also attached are two
maps depicting the locations of the completed vegetation management work and the locations of
proposed work to characterize the extent of the overall fire fuel removal work in the Preserve funded
and potential to be funded by the City of Rolling Hills.
FISCAL IMPACT:
The Acacia and Mustard plan removal proposed by the Land Conservancy for fire season will cost
approximately $50,000. In Fiscal Year 2019-2020, $300,000 is budgeted for the Tennis Courts ADA
improvements. Based on discussions with the Rolling Hills Community Association (RHCA), and the
logistics of implementing the ADA improvements with the amenities proposed by the RHCA at the
tennis courts, the project won't be ready for construction until next fiscal year. If the proposed fire fuel
removal is approved by Council, the budget allocated for the Tennis Courts ADA Improvement project
can be used to fund the work.
RECOMMENDATION:
Staff recommends the City Council approve the Land Conservancy's proposal for fire fuel removal in
the Preserve; direct staff to execute an agreement with the Land Conservancy; and fund the work using
monies set aside for capital improvements for Fiscal Year 2019-2020.
ATTACHMENTS:
PVPLC Reducing Fuel Load Project RH 2020.docx
RH Map 1.pdf
RH Map 2.pdf
37
1
Proposal to the City of Rolling Hills
Fuel Load Reduction in 2020
Submitted by the Palos Verdes Peninsula Land Conservancy
The Palos Verdes Peninsula Land Conservancy (Conservancy) is intimately aware of the fire
concerns on the Palos Verdes Peninsula, and has discussed measures to reduce fire risk with
the four peninsula cities. Conservancy staff members continue to work with City of Rolling Hills
staff to implement fuel modification work as required by County Department of Agriculture
Weights and Measures as part of landowner responsibilities for fuel modification near adjacent
homes. Additionally, the Conservancy clears over 90 acres of weeds in restoration sites within
the Palos Verdes Nature Preserve and clears 30+ miles of trails annually. This weeding
approach is very specialized and must be accomplished while complying with the NCCP/HCP
implementation guidelines and respecting the natural resources on the preserve. We
understand that the city desires to continue to prioritize efforts to reduce fuel load in Preserve
areas, and the Conservancy understands that vegetation exists beyond current fuel mod zones
that pose fire threats. Therefore, the Conservancy is offering technical expertise to aid the
City and augment city staff in the effort to continue reduce fuel load vegetation by targeting
the removal of invasive plants such as Acacia and Mustard and other non-native plants, which
in turn improves habitat for local wildlife, including the federally threatened coastal California
gnatcatcher, the cactus wren, a state species of concern and the federally endangered Palos
Verdes Blue Butterfly.
This proposal outlines the potential areas for this extra 2020 work. The areas identified in
Portuguese Bend Reserve include the areas abutting Rolling Hills between Portuguese Canyon and
Klondike Canyon. In total, 15 acres are proposed for fuel load reduction in the Preserve.
This work can be completed in 4-6 weeks by simultaneously contracting with
multiple companies for Acacia removal and dry brush mowing in order to complete
this work in a timely manner during fire season. For these additional efforts, the
Conservancy requests a one-time grant from the city up to $50,000 for the
proposed work outlined herein.The Conservancy understands the city’s timing
considerations and would be prepared to begin the work as soon as funding is made available.
The Conservancy has identified the priority removal of tall Acacia shrubs due to their combustible
nature (Acacia shrub contain an estimated 90% dry plant matter and volatile resins) and their
prevalence throughout the Preserve and border areas. The locations for the proposed Acacia
removal were chosen due to prior fires occurring in those areas, proximity to homes and risk to
the community as well as the ecological benefits of invasive plant removal. Fire agencies agree
that Acacia is a highly flammable plant and that it should be removed wherever possible. It was
included as a high-hazard plant in the L.A. County Fire Department’s recently published “Ready!
Set! Go!” pamphlet. This proposal also includes the removal of other non-native shrubs and trees 38
2
like Chinese Pistache and Myoporum as well as the limbing up of Pine trees. Mustard when dry,
continues to be a high fire risk species. The continued expansion of mowing areas is also included
in this proposal.
The Conservancy, as Habitat Managers for the Preserve, has qualified experts on staff with the
experience required to oversee the work to be performed and will assure the correct and safe
removal of the invasive plants using the best techniques at the most efficient cost. The results of
this work will be shared with the City provided at the conclusion of the work performed.
Where possible and with simpler tasks, volunteers will be deployed to augment the work volume
and control costs. In ongoing maintenance activities, the Conservancy will create internship and
volunteer opportunities for invasive plant management to keep the Acacia from re-invading the
areas and to assist in monitoring activities. In this way, additional valuable learning opportunities
will be made available to local youth.
As projects are completed and conditions are assessed, restoration in these locations may be
appropriate and funding may be pursued, since this proposal does not include replanting in the
Acacia removal sites.
Acacia Removal
Approximately 1 acre
The Acacia removal sites are situated throughout the northern portion of Portuguese Bend
Reserve along the border with the city of Rolling Hills. A fire occurred at this location in 2009
burning approximately 230 acres. Much of the vegetation was burned, including the non-native
Acacia, which has since begun to grow back from stump sprouting and seed germination.
It is recommended that crews enter the area on foot as possible and remove shrubs with
chainsaws and lighter equipment can be brought in via the Fire Station Trail or Ishibashi Trail as
needed. Acacia should be chipped in designated areas and treated to prevent regrowth.
Acacia stumps will need to be treated to prohibit any regrowth and the site will be monitored
for seed germination and removal.
The Acacia throughout this area totals approximately 1 acre. This site is known habitat of the
federally threatened coastal California gnatcatcher and the cactus wren, a state species of
concern.
39
3
40
4
Mowing Areas
There are a few large stands of invasive mustard in Portuguese Bend that are now dry and can
be mowed if access is possible. These sites were historically farmed and were disked in
subsequent years, so the loose soils have provided a disturbance regime which is particularly
favorable to mustard and non-native grasses and weeds. In response to community concern
about the vast expanse of dry mustard growth at Portuguese Bend Reserve, the Conservancy
will oversee mowing throughout 14 acres.
41
5
42
6
43
10
Budget
The budget reflects a typical detailed tree and shrub removal project within the preserve with
minimal disturbance to native habitat and to the surrounding vegetation, following NCCP/HCP
protocols. Careful non-native tree removals proposed in this project, increase the habitat value
for the federally threatened coastal California gnatcatcher and cactus wren, a state species of
concern, as well as other native species while providing public benefit. These costs reflect the
estimated time it would take the contractors to complete the project using hand tools and
machinery to either chip tree material or haul plant material offsite, stump treat the cut Acacia
to prevent regrowth, and oversight and bird monitoring by Conservancy biologists to assure
that best management practices are implemented (ie. minimization and avoidance measures such
as nesting bird surveys are required by the NCCP/HCP).
These costs are based on best estimates provided by contractors for day rates to remove the 1
acre of Acacia targeted for removal since the exact number of labor hours required to achieve
the project are speculated. If the projects are completed under budget, the Acacia removal areas
will be expanded to appropriately areas which generate the most impact, with approval from the
city of Rancho Palos Verdes and Rolling Hills. The cost for mowing mustard is also a day rate
that includes Conservancy staff time and cost to provide mechanical equipment to execute the
14-acre mustard removal work. If any cost savings are possible, an expanded area will create a
bigger impact to the fuel load on the peninsula and concurrently increase habitat on the
preserve.
Fuel Load Reduction Budget
Site Acres Work Days*Budget
Acacia Removal 1 7 $28,000
Mowing 14 30 $22,000
One-time Project Total 15 37 $50,000
*Day rate for Acacia removal includes work crews and rental costs for equipment, as well as PVPLC staff
time to monitor biological resources and birds and manage the contractors. These services total $4000 per
day.
** Mowing dry mustard will be done by with a mower and with weedwacking crews for harder to reach
locations. It will take a total of 30 days and cost $1200 per day for weedwacking crews and $800 per
day for a tractor mower and includes work crews and rental cost for equipment as well as PVPLC staff
time to monitor biological resources and manage the contractors.
44
11
Other Project Considerations
This project is a worthwhile investment into the long-term benefit of the communities adjacent
to the open space and wildlife within. While more costly per acre to implement new, labor-
intensive work than annual fuel modification weed whacking efforts, removing Acacia and other
non-native trees is a positive, visible impact to the landscape and a one-time project cost to the
City in these target areas. This is unlike areas of mustard which, while needed to reduce fire
threat, require annual treatment and ongoing maintenance costs. To help ensure that this
investment is successful, the Conservancy recommends annual monitoring of areas to prevent
regrowth. This project strategy is supported by the Fire Department, which has identified Acacia
removal as a priority effort to reduce fire fuel load in the Preserve. This project is also
responding to the nearby community requests to respond to nuisance Acacia and mustard near
homes on the Preserve border.
Community Partnerships
As part of the Conservancy’s collaborative approach, we partner with various organizations to
complete projects and provide various benefits to the community. If the timing and logistics are
appropriate, we would work with some of our partner organizations to add to the costs savings.
We work with the Los Angeles Zoo and Botanical Gardens which accept fresh Acacia greenery
for the enhancement of their animal’s physical and mental health. We will save many of the
straight long branches from the Acacia tree for delineation of trails and to provide ground snags
for lizards and insects. We also have a partnership with the local schools that offer
woodworking classes for instructional teaching. Lastly, if the material does not contain seeds,
w e will use the chipped wood as a mulch in fuel modification zones to keep weeds down into
the future.
The Conservancy will also engage the local colleges with applicable internships which allow
students to gain a better understanding of the natural world, resource management and gain
experience to prepare to enter the workforce. In 2019 to date, the Conservancy has received
over 1000 hours of intern assistance with projects, and counting. By engaging these students
who span from across the globe, we are creating a lasting experience and leaving a lasting
impression of the great natural habitat that exists on the peninsula.
Potential for Restoration and Supplemental Work
As these projects are completed, the cleared land can provide opportunity for habitat
restoration and enhancement. A species that is potentially applicable to many of the local habitat
types of Palos Verdes, is our local cactus. While no plant is fireproof, there are certain
characteristics which make some plants more resistive to fire, such as cactus. Where applicable,
45
12
cactus can be planted and maintained until establishment, if supplemental funding is available.
Mature cactus holds a mutual relationship with the cactus wren, a state species of concern, since
the cacti needles protect young nestlings from predators, providing the best habitat.
To make a larger impact, the Conservancy typically plants mature cactus that is appropriate for
immediate nesting, giving us more value per dollar spent. The approximate cost for planting and
maintaining a 1 acre cactus restoration project over a 5 year span is approximately $30,000, and
the Conservancy would be pleased to provide a restoration plan for lands along the Rolling
Hills border of the Preserve for the benefit of community and wildlife.
46
47
48
Agenda Item No.: 7.B
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:PRESENTATION ON A POTENTIAL PROJECT TO ELIMINATE
STORMWATER DISCHARGE AT ONE DISCHARGE POINT FROM THE
CITY TO THE RECEIVING WATERS.
DATE:April 27, 2020
BACKGROUND:
On January 25, 2020, the City Council held a strategic plan workshop discussing priorities for the City
for the next three years. One of the topic was to explore capital improvement projects to retain city
stormwater discharges to eliminate the need for city outfall and receiving waters monitoring required by
the Regional Water Quality Control Board.
On April 13, 2020, the City Council and Planning Commission held a Joint Study Session Meeting and
discussed 11 topics received from both groups. One of the topics discussed involved exploring possible
ways to retain stormwater runoff within City boundaries to seek relief from provisions of the MS4
permits. Staff was directed to seek expert opinions on possible paths forward.
DISCUSSION:
Dr. Shahriar Eftekharzadeh has conducted high level feasibility study and concept design for potential
solutions to capturing water and eliminating discharge to the receiving waters. Dr. Eftekharzadeh will
be presenting his findings for the City Council's consideration.
FISCAL IMPACT:
None
RECOMMENDATION:
Staff recommends that the City Council receive a presentation from SEITec on the Bent Springs
Canyon stormwater detention project.
ATTACHMENTS:
Presentation April 27, 2020.pdf
49
City of Rolling Hills
MS4 Compliance
Shahriar Eftekharzadeh, PhD, PE, PMP
April 21, 2020
50
Page 2
N
Agenda
1.City of Rolling Hills
Stormwater Overview
2.MS4 Compliance
Approach
3.Proposed Brent Springs
Canyon Project
4.Measure W Funding
Opportunity
51
City of Rolling Hills Stormwater Overview
52
Page 4
City’s Stormwater Overview
•Subject to LA County MS4
permit
•Opted out of EWMP
•Member of the Peninsula
CIMP Group
•Wants to achieve 100%
compliance with MS4 permit
(stop reporting)
53
Page 5
City of Rolling Hills MS4 Discharges
All tributaries to Santa Monica
Bay and Machado Lake
All creeks within the City, are
part of MS4
i.e.
All Creek Flows Out of City
Boundaries are MS4
Discharges
Sant Monica
Bay
Watershed
Dominguez
Channel
Watershed
Rolling
Hills
54
Page 6
City of Rolling Hills MS4 Discharge Points
1.All canyons and creeks
crossing at PV Drive N
2.All creeks on the East
side
3.All creeks south of Crest
Road
1
2
3
City Hall
Discharge Point1
2
3
55
MS4 Compliance Approach
56
Page 8
Compliance Approach
Capture the 85% P. storm
runoff at ALL discharge
locations
City Hall
Discharge Point1
2
3
a b c
d
e f g
a
b
c
d
abc
d
e
f
Start with Brent Canyon
Springs at City Hall (1d)
57
Page 9
First Project: Bent Springs Canyon at City Hall
(Discharge Point 1d)
58
Bent Springs Canyon at City Hall
Page 10
City Hall
59
Bent Springs Canyon/City Hall Stormwater Project
Page 11
•Create impoundment on Bent
Springs Canyon at City Hall
•Impoundment can also receive
City Hall Campus runoff
•Irrigate City Hall Campus and
canyon with captured stormwater
•Drawdown impoundment to
County Sanitary Sewer
Impoundment
City Hall
60
Bent Springs Canyon Drainage Area
Page 12
DA = 142.6 ac
61
Bent Springs Canyon 85th Percentile Runoff
Page 13
24-hr Rain
(in)
Peak Flow
(cfs)
Mitigation Volume
(ac-ft)(MG)
1.05 4.4 3.32 1.1
Need to create impoundment
with 1.1 MG water storage
capacity
62
Bent Springs Canyon Earth Dam & Access Road
Page 14
63
Bent Springs Canyon Dam Storage Curve & Allocations
Page 15
420
422
424
426
428
430
432
434
436
438
440
442
0.0 0.2 0.4 0.6 0.8 1.0 1.2 1.4 1.6 1.8 2.0Elevation, ftStorage, MG
Max. Water Level, El. 440
Water Storage
1.1 MG
Sediment Storage
0.5 MG
Max. Sediment
Level, El. 432
64
Bent Springs Canyon Impoundment
Page 16
El. 440
1.7 MG
65
Bent Springs Canyon Dam Impoundment Section
Page 17
416
420
424
428
432
436
440
444
448
452
456
460
464
468
472
476
0.0 50.0 100.0 150.0 200.0 250.0 300.0 350.0Elevation, ftSTN, ft
Max. Water Level El. 440
PV Drive N. El. 454
66
Bent Springs Canyon Dam Impoundment Profile
Page 18
416
420
424
428
432
436
440
444
448
452
456
0.0 100.0 200.0 300.0 400.0 500.0Elevation, ftSTN, ft
Max. Water Level El. 440
PV Drive N. El. 454
67
Impoundment Drawdown
Page 19
Pump
4” Force Main
Sewer Manhole
1200 LF
Planned Sewer
68
Preliminary Opinion of Construction Costs
Page 20
Item Cost ($)
Site Preparation 150,000
Access Road 50,000
Dam and Spillway 1,250,000
Watershed Erosion Control 250,000
City Hall BMPs 250,000
Force Main to Sanitary Sewer 250,000
Sub Total 2,200,000
Allowances 1,000,000
Total 3,200,000
69
Funding Opportunities
70
1. County Safe, Clean Water Program
Page 22
•The Regional Program Call for
Projects for FY 2021-22 is open
•Proposals for FY 2021-22 must
be submitted by July 31, 2020
•Requires Feasibility Study
Can be done if acted on
expedtiously
71
Recommendation
Page 23
1.Prepare Feasibility Study for Bent
Springs Canyon Stormwater Project
2.Combine with City Hall BMPs
3.Submit to County SCW Program for
funding in FY21-22
Time is of the essence
72
Schedule with County SCW Program Funding
Page 24
Milestone Complete by
Grant Application Jul. 2020
Received Funding Jun. 2021
Design Complete Apr. 2022
Bid Jul. 2022
Award Oct. 2022
Construction Complete Dec. 2023
73
2. California Prop. 1 Stormwater Grant Program
Page 25
•Round 2 solicitation notice just
released
•Application deadline is July 2, 2020
•Has 50% cost sharing requirement
(County SCW funding qualifies)
•Application requires extensive
project documentation
Can be done if acted on
expedtiously 74
Recommendation
Page 26
1.Leverage Measure W feasibility
study for Prop. 1 application
documents
2.Prepare and submit grant
application by July 2, 2020
Time is of the essence
75
Thank you
Page 27
Shahriar Eftekharzadeh, PhD, PE, PMP
Principal Engineer
Tel: (310) 375 0342, Cell: (310) 879 9376
Shahriar.Eftekharzadeh@seitecinc.com
SEITec
25500 Hawthorne Blvd, Suite 1170
Torrance, CA 90505
www.seitecinc.com 76
Agenda Item No.: 7.C
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:TERRY SHEA, FINANCE DIRECTOR
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:
FY 2020/21 BUDGET PREPARATION DOCUMENTS
1. FY 2019/2020 YEAR-END REVENUE AND EXPENDITURE
PROJECTIONS
2. FY 2020/2021 CONSUMER PRICE INDEX (CPI) ADJUSTMENT
FOR BUDGET
DATE:April 27, 2020
BACKGROUND:
Annually, the Finance Department provides a report of revenue and expenditure projections for the
fiscal year to kick-off budget planning for the next fiscal year. Attached is the Finance Department’s
revenue and expenditure projections for the fiscal year ending June 30, 2020.
DISCUSSION:
Year-End Projections
This budget to actual report is through February 2020.
Staff is projecting total General Fund Revenues through June 30, 2020 of $1,887,597 which is $390,703
lower than the amended Budget amount of $2,278,300. The decreased revenues are primarily Building
& Other Permit Fees lower by $346,288 and Variance, Planning & Zoning Fees which are projected to
be lower by $30,169 due to the effect of the COVID-19 virus.
For General Fund Expenditures through June 30, 2020 we are projecting $1,868,938 which is $364,662
lower than the amended budget amount of $2,233,600. The decrease is due primarily to the following:
City Administration Department projected Salary and Benefit savings associated with vacant Senior
Management Analyst position; Planning & Development Department projected LA County Building
Inspection savings associated with lower volume of building inspections; Law Enforcement projected
savings associated with unspent Wild Life Management & Pest Control expense; and Non-Department 77
cost savings for peninsula wide preparedness staff member. We are projecting a deficit of $26,041
before all operating transfers. Also, General Fund projected savings of $339,738 in Fund Transfers Out
to CIP due to project timing issues.
Total FY 2019/2020 projected budget surplus after transfers of $313,697.
In addition, where appropriate for preparing the FY 2020/21 budget (e.g., where/if necessary for some
contracts, materials and supplies and cost-of-living adjustments), staff is projecting a March-to-March
CPI of 1.9%.
FISCAL IMPACT:
The cost to prepare the budget documents by the Finance Department is a part of the approved FY
2019/2020 operating budget.
RECOMMENDATION:
Staff recommends that the City Council receive and file the proposed FY 2019/20 Year-end Projections
for the General Fund and FY 2020/21 CPI adjustment information for budget. This report is for
informational purposes and, the FY 2020/21 budget will reflect the CPI in the projected expenditures
where appropriate.
ATTACHMENTS:
FY 19-20 Final General Fund Projections .pdf
March 2020 CPI.pdf
78
4/23/2020 4:05 PM
VARIANCE
FAVORABLE
ADJUSTED % ACTUAL PROJECTED (UNFAVORABLE)
ANNUAL BUDGET JULY TO MARCH TO BUDGET VS
BUDGET USED FEB JUNE PROJECTED PROJECTED
FY 19/20 THRU FEB FY 19/20 FY 19/20 FY 19/20 FY 19/20
GENERAL FUND REVENUES
TAXES 1,194,300$ 57.63% 688,244$ 467,500 1,155,744$ (38,556)$
OTHER AGENCIES 223,500 50.90% 113,766 112,300 226,066 2,566
LICENSES & PERMITS 643,300 19.82% 127,482 137,850 265,332 (377,968)
USE OF PROPERTY & MONEY 184,000 73.41% 135,074 82,992 218,066 34,066
EXCHANGE FUNDS - - - - - -
OTHER REVENUES 33,200 35.66% 11,839 10,550 22,389 (10,811)
TOTAL REVENUES 2,278,300$ 47.25% 1,076,405$ 811,192$ 1,887,597$ (390,703)$
GENERAL FUND EXPENDITURES
01 CITY ADMINISTRATION
EMPLOYEE SALARIES 419,800$ 51.96% 218,116$ 118,750$ 336,866$ 82,934$
EMPLOYEE BENEFITS 176,600 60.68% 107,162 39,641 146,803 29,797
TOTAL PERSONNEL 596,400 54.54% 325,278 158,391 483,669 112,731
MATERIALS & SUPPLIES 141,000 49.04% 69,142 42,725 111,867 29,133
CONTRACTUAL SERVICES 176,600 56.27% 99,377 67,160 166,537 10,063
CAPITAL OUTLAY - - - - - -
01 TOTAL CITY ADMINISTRATION 914,000$ 54.03% 493,797$ 268,276$ 762,073 151,927
05 FINANCE
MATERIALS & SUPPLIES 650 47.69% 310 - 310 340
CONTRACTUAL SERVICES 118,800 61.78% 73,398 45,000 118,398 402
CAPITAL OUTLAY - - - - -
05 TOTAL FINANCE 119,450$ 61.71% 73,708$ 45,000$ 118,708$ 742$
15 PLANNING & DEVELOPMENT
EMPLOYEE SALARIES 209,250$ 75.64% 158,287$ 69,500$ 227,787$ (18,537)$
EMPLOYEE BENEFITS 78,950 62.62% 49,439 15,391 64,830 14,120
TOTAL PERSONNEL 288,200 72.08% 207,726 84,891 292,617 (4,417)
MATERIALS & SUPPLIES 12,600 19.38% 2,442 4,100 6,542 6,058
CONTRACTUAL SERVICES 418,000 41.63% 174,016 170,500 344,516 73,484
CAPITAL OUTLAY - - - - - -
15 TOTAL PLANNING & DEVELOPMENT 718,800$ 53.45% 384,184$ 259,491$ 643,675$ 75,125$
25 LAW ENFORCEMENT 297,200$ 36.36% 108,059$ 113,500$ 221,559$ 75,641$
65 NON-DEPARTMENT 104,650$ 23.92% 25,037$ 28,500$ 53,538$ 51,112$
75 CITY PROPERTIES 79,500$ 56.77% 45,135$ 24,250$ 69,385$ 10,115$
GENERAL FUND TOTAL EXPENDITURES 2,233,600$ 50.59% 1,129,920$ 739,017$ 1,868,938$ 364,662$
NET REVENUES BEFORE TRANSFER 44,700$ (53,515)$ 72,175$ 18,659$ (26,041)$
TRANSFERS (374,000)$ -4.28% 16,000$ (49,738)$ (33,738)$ 339,738$
NET REVENUE(DEFICIT) AFTER TRANSFER (329,300)$ (37,515)$ 22,437$ (15,079)$ 313,697$
CITY OF ROLLING HILLS
GENERAL FUND REVENUES & EXPENDITURES
FISCAL YEAR 2019-20 PROJECTIONS FINAL
GENERAL FUND REVENUES & EXPENDITURES SUMMARY
City of Rolling Hills 2019-2020 Yearend Budget Projections
79
4/23/2020 4:05 PM
VARIANCE
FAVORABLE
ADJUSTED % ACTUAL PROJECTED (UNFAVORABLE)
ANNUAL BUDGET JULY TO MARCH TO BUDGET VS
BUDGET USED FEB JUNE PROJECTED PROJECTED
FY 19/20 THRU FEB FY 19/20 FY 19/20 FY 19/20 FY 19/20
CITY OF ROLLING HILLS
GENERAL FUND REVENUES & EXPENDITURES
FISCAL YEAR 2019-20 PROJECTIONS FINAL
GENERAL FUND REVENUES & EXPENDITURES DETAIL
GENERAL FUND REVENUES
4001 TAXES:
401 Property Taxes 1,144,500$ 57.89% 662,541$ 450,000$ 1,112,541$ (31,959)$
405 Sales Tax 8,000 15.83% 1,266 2,500 3,766 (4,234)
410 Real Estate Transfer Tax 41,800 58.46% 24,437 15,000 39,437 (2,363)
4001 Total 1,194,300 57.63% 688,244 467,500 1,155,744 (38,556)
4030 OTHER AGENCIES
420 Motor Vehicle in Lieu Tax-VLF 223,500 50.90% 113,766 112,300 226,066 2,566
4050 LICENSES & PERMITS
440 Building & Other Permit Fees 583,000 19.16% 111,712 125,000 236,712 (346,288)
450 Variance, Planning & Zoning Fees 40,000 12.08% 4,831 5,000 9,831 (30,169)
455 Animal Control Fees 1,300 18.38% 239 350 589 (711)
460 Franchise Fees 19,000 56.32% 10,700 7,500 18,200 (800)
4050 Total 643,300 19.82% 127,482 137,850 265,332 (377,968)
4060 FINES & VIOLATIONS
480 Fines & Traffic Violations 14,300 72.95% 10,432 6,000 16,432 2,132
5000 USE OF PROPERTY & MONEY
600 City Hall Leasehold RHCA 84,000 66.65% 55,984 27,992 83,976 (24)
670 Interest Earned 100,000 79.09% 79,090 55,000 134,090 34,090
5000 Total 184,000 73.41% 135,074 82,992 218,066 34,066
6500 EXCHANGE FUNDS
620 Proposition A - - - - - -
6700 OTHER REVENUE
650 PSAF & COPS 800 84.38% 675 300 975 175
655 Burglar Alarm Responses 600 100.00% 600 250 850 250
675 Miscellaneous 17,500 0.75% 132 4,000 4,132 (13,368)
6700 Total 18,900 7.44% 1,407 4,550 5,957 (12,943)
TOTAL GENERAL FUND REVENUES 2,278,300$ 47.25% 1,076,405$ 811,192$ 1,887,597$ (390,703)$
City of Rolling Hills 2019-2020 Yearend Budget Projections
80
4/23/2020 4:05 PM
VARIANCE
FAVORABLE
ADJUSTED % ACTUAL PROJECTED (UNFAVORABLE)
ANNUAL BUDGET JULY TO MARCH TO BUDGET VS
BUDGET USED FEB JUNE PROJECTED PROJECTED
FY 19/20 THRU FEB FY 19/20 FY 19/20 FY 19/20 FY 19/20
CITY OF ROLLING HILLS
GENERAL FUND REVENUES & EXPENDITURES
FISCAL YEAR 2019-20 PROJECTIONS FINAL
GENERAL FUND EXPENDITURES
01 CITY ADMINISTRATION
7001 Employee Salaries
702 Salaries Full Time 409,300$ 53.29% 218,116$ 118,750$ 336,866$ 72,434$
703 Salaries Part Time 10,500 - - - 10,500
7001 Total 419,800 51.96% 218,116 118,750 336,866 82,934
7005 Employee Benefits
710 Retirement CalPERS - Employer 63,100 65.55% 41,363 8,000 49,363 13,737
715 Workers Compensation Insurance 7,800 66.46% 5,184 2,616 7,800 -
716 Group Insurance 40,800 60.24% 24,576 10,875 35,451 5,349
717 Retiree Medical 28,900 67.50% 19,508 9,800 29,308 (408)
718 Employer Payroll Taxes 33,600 41.15% 13,828 7,050 20,878 12,722
719 Deferred Compensation - 1,103 500 1,603 (1,603)
720 Auto Allowance 2,400 66.67% 1,600 800 2,400 -
7005 Total 176,600 60.68% 107,162 39,641 146,803 29,797
7500 Materials & Supplies
740 Office Supplies & Expense 60,000 49.28% 29,569 20,000 49,569 10,431
745 Equipment Leasing Costs 4,100 89.78% 3,681 1,500 5,181 (1,081)
750 Dues & Subscriptions 11,300 32.17% 3,635 5,600 9,235 2,065
755 Conference Expense 10,000 37.72% 3,772 2,000 5,772 4,228
757 Meeting Expense 1,500 167.53% 2,513 500 3,013 (1,513)
759 Training & Education 2,000 155.00% 3,100 500 3,600 (1,600)
761 Auto Mileage 500 10.20% 51 125 176 324
765 Postage 13,000 45.92% 5,970 3,000 8,970 4,030
770 Telephone 6,100 61.95% 3,779 2,000 5,779 321
775 City Council Expense 10,000 35.57% 3,557 3,000 6,557 3,443
776 Miscellaneous Expenses - - - - -
780 Minutes Clerk Meetings 6,000 73.72% 4,423 1,500 5,923 77
785 Codification 5,000 11.00% 550 1,000 1,550 3,450
790 Advertising 1,500 - - 1,000 1,000 500
795 Other General Administrative Expense 10,000 45.42% 4,542 1,000 5,542 4,458
7500 Total 141,000 49.04% 69,142 42,725 111,867 29,133
8000 Contractual Services
801 City Attorney 90,000 55.79% 50,211 33,000 83,211 6,789
802 Legal Expenses - Other 3,000 0.00% - 1,000 1,000 2,000
820 Website 6,000 52.15% 3,129 8,000 11,129 (5,129)
850 Election Expense City Council - 0.00% 140 160 300 (300)
890 Consulting Fees 77,600 59.15% 45,897 25,000 70,897 6,703
8000 Total 176,600 56.27% 99,377 67,160 166,537 10,063
9000 Capital Outlay
950 Capital Outlay - Equipment - - - - - -
948 Capital Outlay - City Hall Improvements - - - - -
955 Disaster Emergency - Equipment - - - - - -
9000 Total - - - - - -
01 TOTAL CITY ADMINISTRATION 914,000$ 54.03% 493,797$ 268,276$ 762,073$ 151,927$
City of Rolling Hills 2019-2020 Yearend Budget Projections
81
4/23/2020 4:05 PM
VARIANCE
FAVORABLE
ADJUSTED % ACTUAL PROJECTED (UNFAVORABLE)
ANNUAL BUDGET JULY TO MARCH TO BUDGET VS
BUDGET USED FEB JUNE PROJECTED PROJECTED
FY 19/20 THRU FEB FY 19/20 FY 19/20 FY 19/20 FY 19/20
CITY OF ROLLING HILLS
GENERAL FUND REVENUES & EXPENDITURES
FISCAL YEAR 2019-20 PROJECTIONS FINAL
05 FINANCE
7500 Materials & Supplies
750 Dues & Subscriptions 650$ 47.69% 310$ -$ 310$ 340$
776 Miscellaneous Expenses - - - - -
7500 Total 650 47.69% 310 - 310 340
8000 Contractual Services
810 Annual Audit 17,100 98.13% 16,780 - 16,780 320
890 Consulting Fees 101,700 55.67% 56,618 45,000 101,618 82
8000 Total 118,800 61.78% 73,398 45,000 118,398 402
9000 Capital Outlay
950 Capital Outlay - Equipment - - - - - -
9000 Total Capital Outlay - - - - - -
05 TOTAL FINANCE 119,450$ 61.71% 73,708$ 45,000$ 118,708$ 742$
15 PLANNING & DEVELOPMENT
7001 Employee Salaries
702 Salaries Full Time 193,500$ 79.05% 152,954$ 66,500$ 219,454$ (25,954)$
703 Salaries Part Time 15,750 5,333 3,000 8,333 7,417
7001 Total 209,250 75.64% 158,287 69,500 227,787 (18,537)
7005 Employee Benefits
710 Retirement CalPERS - Employer 29,800 85.24% 25,402 4,100 29,502 298
715 Workers Compensation Insurance 3,850 66.47% 2,559 1,291 3,850 -
716 Group Insurance 19,000 44.39% 8,434 5,000 13,434 5,566
718 Employer Payroll Taxes 16,750 68.77% 11,519 4,200 15,719 1,031
719 Deferred Compensation 7,150 0.00% - - - 7,150
720 Auto Allowance 2,400 63.54% 1,525 800 2,325 75
7005 Total 78,950 62.62% 49,439 15,391 64,830 14,120
7500 Materials & Supplies
758 Planning Commission Meeting 3,000 36.20% 1,086 800 1,886 1,114
776 Miscellaneous Expenses 2,000 12.50% 250 100 350 1,650
750 Dues & Subscriptions 600 0.00% - 600 600 -
755 Conference Expense 5,000 22.12% 1,106 1,600 2,706 2,294
759 Training & Education 2,000 0.00% - 1,000 1,000 1,000
7500 Total 12,600 19.38% 2,442 4,100 6,542 6,058
8000 Contractual Services
802 Legal Expense - Other - - - - -
872 Property Development - Legal Expense 47,000 36.85% 17,318 15,000 32,318 14,682
878 Build Inspection LA County/Willdan 195,000 30.65% 59,758 38,000 97,758 97,242
881 Storm Water Management 65,000 112.95% 73,415 40,000 113,415 (48,415)
882 Variance & CUP Expense 6,000 100.08% 6,005 2,500 8,505 (2,505)
884 Special Project Study & Consultant 105,000 16.69% 17,520 75,000 92,520 12,480
8000 Total 418,000 41.63% 174,016 170,500 344,516 73,484
9000 Capital Outlay
950 Capital Outlay - Equipment - - - - - -
9000 Total Capital Outlay - - - - - -
15 TOTAL PLANNING & DEVELOPMENT 718,800$ 53.45% 384,184$ 259,491$ 643,675$ 75,125$
City of Rolling Hills 2019-2020 Yearend Budget Projections
82
4/23/2020 4:05 PM
VARIANCE
FAVORABLE
ADJUSTED % ACTUAL PROJECTED (UNFAVORABLE)
ANNUAL BUDGET JULY TO MARCH TO BUDGET VS
BUDGET USED FEB JUNE PROJECTED PROJECTED
FY 19/20 THRU FEB FY 19/20 FY 19/20 FY 19/20 FY 19/20
CITY OF ROLLING HILLS
GENERAL FUND REVENUES & EXPENDITURES
FISCAL YEAR 2019-20 PROJECTIONS FINAL
25 LAW ENFORCEMENT
8200 Law Enforcement
830 Law Enforcement 221,700$ 44.49% 98,637$ 100,000$ 198,637$ 23,063$
832 Parking Citation - 0.00% - - -
833 Other Law Enforcement Expenses 3,000 11.10% 333 2,000 2,333 667
837 Wild Life Management & Pest Control 61,500 11.63% 7,152 8,000 15,152 46,348
838 Animal Control Expense 11,000 17.61% 1,937 3,500 5,437 5,563
8200 Total 297,200 36.36% 108,059 113,500 221,559 75,641
25 TOTAL LAW ENFORCEMENT 297,200$ 36.36% 108,059$ 113,500$ 221,559$ 75,641$
65 NON-DEPARTMENT
7500 Materials & Supplies
776 Miscellaneous Expenses -$ - -$ -$ -$ -$
901 South Bay Community Organization 4,100 63.41% 2,600 500 3,100 1,000
985 Contingency 25,000 0.00% - 5,000 5,000 20,000
7500 Total 29,100 8.93% 2,600 5,500 8,100 21,000
8000 Contractual Services
895 Insurance & Bond Expense 34,900 37.55% 13,106 15,000 28,106 6,794
8000 Total 34,900 37.55% 13,106 15,000 28,106 6,794
8500 Community Promotion
915 Community Recognition 11,000 63.05% 6,935 - 6,935 4,065
916 Civil Defense Expense 650 96.46% 627 - 627 23
917 Emergency Preparedness 29,000 6.10% 1,770 8,000 9,770 19,230
8500 Total 40,650 22.96% 9,332 8,000 17,332 23,318
65 TOTAL NON-DEPARTMENT 104,650$ 23.93% 25,038$ 28,500$ 53,538$ 51,112$
75 CITY PROPERTIES
8000 Contractual Services
925 Utilities 34,000$ 60.28% 20,494$ 11,250$ 31,744$ 2,256$
930 Repairs & Maintenance 32,000 58.63% 18,763 7,000 25,763 6,237
932 Area Landscaping 13,500 43.54% 5,878 6,000 11,878 1,622
8000 Total 79,500 56.77% 45,135 24,250 69,385 10,115
9000 Capital Outlay
946 Building & Equipment - - - - - -
9000 Total - - - - - -
75 TOTAL CITY PROPERTIES 79,500$ 56.77% 45,135$ 24,250$ 69,385$ 10,115$
131 GENERAL FUND TOTAL EXPENDITURES 2,233,600$ 50.59% 1,129,921$ 739,017$ 1,868,938$ 364,662$
NET REVENUES BEFORE TRANSFERS 44,700$ (53,516)$ 72,175$ 18,659$ (26,041)$
699 Fund Transfers (OUT) IN
Traffic Safety Fund (54,500)$ 0.00% -$ (23,458)$ (23,458)$ (31,042)$
Capital Improvement Fund (340,000) 0.00% - (34,280) (34,280) 374,280
Underground Utility Fund 0.00% - - - -
Community Facilities Fund (3,500) 0.00% - - - (3,500)
Refuse Collection Fund 24,000 66.67% 16,000 8,000 24,000 -
699 Total (374,000) -4.28% 16,000 (49,738) (33,738) 339,738
NET REVENUE(DEFICIT) AFTER TRANSFER (329,300)$ (37,516)$ 22,437$ (15,079)$ 313,697$
City of Rolling Hills 2019-2020 Yearend Budget Projections
83
84
Agenda Item No.: 8.A
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:UPDATE ON MEASURE W - SAFE CLEAN WATER PROGRAM
TRANSFER AGREEMENT TO RECEIVE LOCAL RETURN
ALLOCATIONS.
DATE:April 27, 2020
BACKGROUND:
The Safe Clean Water Program was created in November 2018 when Measure W was passed by Los
Angeles County voters. The Program provides funding for stormwater and urban runoff to increase
local water supply, improve water quality and protect public health. The Program is expected to
generate up to $300 million per year.
DISCUSSION:
The LA County Flood Control District administers the program, distributes funds, provides staff
support and oversees capacity building programs. Cities receive funding through the Municipal
Program proportional to the revenues generated within its boundaries. The funds provide local agencies
the opportunity to identify programs that will best address its stormwater and urban runoff. The funding
can be used for eligible activities such as project development, design, construction, effectiveness
monitoring, operations and maintenance (including operation and maintenance of projects built to
comply with 2012 MS4 permits), as well as for other programs and studies related to protecting and
improving water quality in lakes, rivers and ocean.
To receive funds, cities enter into Fund Transfer Agreement with the District annually, see attached
Draft Transfer Agreement. Cities are given the opportunity to review and comment on the draft
Agreement before it is presented to the Board of Supervisors for approval. The City of Rolling Hills
submitted its comments prior to the April 21, 2020 deadline. The Board is expected to review and
approve the Transfer Agreement this summer and funds are expected to be allocated in August 2020.
FISCAL IMPACT:
None
RECOMMENDATION:
Staff recommends that the City Council receive and file an update on Measure W Transfer Agreement.85
ATTACHMENTS:
SCWP-Transfer-Agreement-Municipal-Template-20200306-1400-CLEAN--c1.pdf
City of Rolling Hills Comments on SCW Transfer Agreement.pdf
86
Municipal Program
Agreement No. _________
Page 1 of 22
-DRAFT TEMPLATE-
TRANSFER AGREEMENT BETWEEN
THE LOS ANGELES COUNTY FLOOD CONTROL DISTRICT
AND (MUNICIPALITY)
AGREEMENT NO. _______________
SAFE, CLEAN WATER PROGRAM – MUNICIPAL PROGRAM
This Transfer Agreement, hereinafter referred to as “Agreement,” is entered into as of
____________________ by and between the Los Angeles County Flood Control District,
hereinafter referred to as "District," and ___(Municipality)____, hereinafter referred to as
"Municipality."
WHEREAS,District, pursuant to the Los Angeles Region Safe, Clean Water (SCW)
Program ordinance (Chapter 16 of the Los Angeles County Flood Control District Code)
and the SCW Program Implementation Ordinance (Chapter 18 of the Los Angeles County
Flood Control District Code), administers the SCW Program for the purpose of funding
Projects and Programs to increase stormwater and urban runoff capture and reduce
stormwater and urban runoff pollution in the District;
WHEREAS,Municipality, pursuant to Section 16.04.A.2. of the Los Angeles County Flood
Control District Code, forty percent (40%) of annual SCW Program tax revenues shall be
allocated to Municipalities within the District, in the same proportion as the amount of
revenues collected within each Municipality, to be expended by those cities within the
cities' respective jurisdictions and by the County within the unincorporated areas that are
within the boundaries of the District, for the implementation, operation and maintenance,
and administration of Projects and Programs, in accordance with the criteria and
procedures established in this Chapters 16 and 18 of the Los Angeles County Flood
Control District Code;
WHEREAS,pursuant to Section 16.05.A.1. of the Los Angeles County Flood Control
District Code, prior to their receipt of SCW Program funds, Municipalities must enter into
an agreement with the District to transfer SCW Program funds.;
WHEREAS,the County of Los Angeles Board of Supervisors has approved a standard
template Agreement, as required by and in accordance with Section 18.09 of the Los
Angeles County Flood Control District Code, for the transfer of SCW Program funds to
Municipalities.
NOW, THEREFORE, in consideration of the promises, mutual representations,
covenants and agreements in this Agreement, the District and the Municipality, each
binding itself, its successors and assigns, do mutually promise, covenant, and agree as
follows:
87
Municipal Program
Agreement No. _________
Page 2 of 22
I.DEFINITIONS
The definitions set forth in Sections 16.03 and 18.02 of the Los Angeles County Flood
Control District Code shall apply to this Agreement. In addition, the following definitions shall
also apply:
“Agreement” means this Transfer Agreement, including all exhibits and attachments hereto.
“Annual Plan” means the plan referred to in Section 18.09.B.5 of the Code that includes
the contents specified in Exhibit A..
"Code" means the Los Angeles County Flood Control District Code.
“Days” means calendar days unless otherwise expressly indicated.
“Fiscal Year” means the period of twelve (12) months terminating on June 30 of any year.
“Safe Clean Water (SCW) Program Payment” means the Municipality's annual allocation
of SCW Program funds as described in Section 16.04.A.2. of the Code disbursed by the
District to the Municipality .
“Year” means calendar year unless otherwise expressly indicated.
II. PARTY CONTACTS
The District and the Municipality designate the following individuals as the primary points
of contact and communication regarding the Funded Activity and the administration and
implementation of this Agreement.
Los Angeles County Flood Control District Municipality:
Name:
(Program Manager)
Name:
(Municipal Contact)
Address:Address:
Phone:Phone:
Email:Email:
Either party to this Agreement may change the individual identified as Municipal Contact
above by providing written notice of the change to the other party.
III. EXHIBITS INCORPORATED BY REFERENCE
The following exhibits to this Agreement, including any amendments and supplements
hereto, are hereby incorporated herein and made a part of this Agreement:
EXHIBIT A – ANNUAL PLAN CONTENTS
EXHIBIT B – GENERAL TERMS AND CONDITIONS
EXHIBIT C- SPECIAL CONDITIONS
88
Municipal Program
Agreement No. _________
Page 3 of 22
EXHIBIT D – NATURE-BASED SOLUTIONS (Best Management Practices)
EXHIBIT E – OPERATIONS AND MAINTENANCE GUIDANCE DOCUMENT
IV. MUNICIPAL PROGRAM IMPLEMENTATION
A. The Municipality shall annually prepare and submit to the District, an Annual Plan.
The Annual Plan for the 2020-21 Fiscal Year shall be submitted to the District no
later than 45-days after the execution of this Agreement by the last party to sign.
An Annual Plan for each subsequent Fiscal Year shall be submitted not later than
April 1st of that Fiscal Year.
B. The Municipality shall utilize the SCW Program Payments in compliance with
Chapters 16 and 18 of the Code.
C. The Municipality shall comply with the terms and conditions in Exhibits B, C, and
D, of this Agreement, and all applicable provisions of Chapters 16 and 18 of the
Code, specifically including, without limitation, Section 18.06.
V.SCW PROGRAM PAYMENTS TO MUNICIPALITIES
A. The District shall disburse the Municipality's SCW Program Payment for the 2020-
21 Fiscal Year within 45-days of receipt of the signed executed Agreement. The
initial disbursement of SCW Program Payments shall include the amount of
revenue collected bythe District at the time of Agreement execution; anyremaining
funds will be disbursed by August 2020. Subsequent disbursements shall occur
annually in August.
B. For subsequent Fiscal Years, the District shall disburse the Municipality's SCW
Program Payment upon satisfaction of the following conditions: (1) the District has
received the Annual Report required pursuant to Section 18.06.D of the Code; (2)
the District has received Municipality's Annual Plan for that Fiscal Year, and (3)
the Municipality has complied with the audit requirements of Section 16.07 of the
Code.
C. Notwithstanding any other provision of this Agreement, no disbursement shall be
made at any time or in any manner that is in violation of or in conflict with federal,
state, County laws, policies, or regulations.
E. All disbursements shall be subject to and be made in accordance with the terms
and conditions in this Agreement and Chapters 16 and 18 of the Code.
VI. Term of Agreement
This Agreement shall expire at the end of the _____(3-5 years for first Agreement and
3-year terms for subsequent Agreements)_______ Fiscal Year. The parties shall
thereafter enter into a new agreement based on the most recent standard template
agreement approved by the Board.
89
Municipal Program
Agreement No. _________
Page 4 of 22
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
___(Municipal Contact)____:
By: ____________________________________
Name:
Title:
Date: __________________________________
LOS ANGELES COUNTY
FLOOD CONTROL DISTRICT:
By: ____________________________________
Name:
Title:
Date: __________________________________
90
Municipal Program
Agreement No. _________
Page 5 of 22
EXHIBIT A – ANNUAL PLAN CONTENTS
A-1. Description of all projects anticipated to be funded using the SCW Program
Payment. Include a discussion of how the projects will result in the achievement of
SCW Program Goals.
A-2. Description of all programs anticipated to the funded using the SCW Program
Payment. Include a discussion of how the programs will result in the achievement of
SCW Program Goals.
A-3. Description of all operation and maintenance activities anticipated to the funded
using the SCW Program Payment. Include a discussion of how those activities will
result in the achievement of SCW Program Goals.
A-4. Stakeholder and community outreach/engagement activities anticipated to be
funded with the SCW Program Payment.
A-5. Description of post-construction monitoring for projects completed using the SCW
Program Payment.
A-6. Provided the status of projects that have been awarded Institute for Sustainable
Infrastructure (ISI) verification.
A-7. A programmatic budget for the SCW Program Payment.
91
Municipal Program
Agreement No. _________
Page 6 of 22
EXHIBIT B – GENERAL TERMS AND CONDITIONS
B-1. Accounting and Deposit of Funding Disbursement
1. SCW Program Payments distributed to the Municipality shall be held in a separate
interest-bearing account and shall not be combined with other funds. Interest
earned from each account shall be used by the account holder only for eligible
expenditures consistent with the requirements of the SCW Program.
2. The Municipality shall not be entitled to interest earned on undisbursed SCW
Program Payments.
3. The Municipality shall operate in accordance with Generally Accepted Accounting
Principles (GAAP).
4. The Municipality shall be strictly accountable for all funds, receipts, and
disbursements.
B-2. Acknowledgement of Credit and Signage
The Municipality shall include appropriate acknowledgement of credit to the Los Angeles
County Flood District’s Safe, Clean Water Program for its support when promoting
activities funded with SCW Program funds or using any data and/or information
developed SCW Program funds. When the SCW Program Payment is used, in whole or
in part, for an infrastructure Project, signage shall be posted in a prominent location at
Project site(s) or at the Municipality’s headquarters and shall include the Safe, Clean
Water Program color logo and the following disclosure statement: “Funding for this project
has been provided in full or in part from the Los Angeles County Flood Control District’s
Safe, Clean Water Program.” At a minimum the sign shall be 2’ x 3’ in size. The
Municipality shall also include in each of its contracts for work under this Agreement a
provision that incorporates the requirements stated within this paragraph.
When the SCW Program Payment is used, in whole or in part, for a scientific study, the
Municipality shall include the following statement in the study report: “Funding for this
study has been provided in full or in part from the Los Angeles County Flood Control
District’s Safe, Clean Water Program.” The Municipality shall also include in each of its
contracts for work under this Agreement a provision that incorporates the requirements
stated within this paragraph.
B-3. Acquisition
Acquisition of real property shall include a Covenants, Conditions and Restrictions
(CC&R) for any real property and the property shall be used for meeting the purposes of
the Safe, Clean Water Program and comply with Chapter 16 and 18 of the Code.
92
Municipal Program
Agreement No. _________
Page 7 of 22
B-4. Amendment
No amendment or variation of the terms of this Agreement shall be valid unless made in
writing, signed by the parties, and approved as required. No oral or written understanding
or agreement not incorporated in this Agreement is binding on any of the parties.
B-5. Assignment
The Municipality shall not assign this Agreement.
B-6. Audit and Recordkeeping
1. The Municipality shall retain for a period of seven (7) years after Activity
Completion, all records necessary in accordance with Generally Accepted
Accounting Principles to determine the amounts expended, and eligibility of
Projects implemented using SCW Program Payments. The Municipality, upon
demand by authorized representatives of the District, shall make such records
available for examination and review or audit by the District or its authorized
representatives. Records shall include: accounting records, written policies and
procedures, contract files, original estimates, correspondence, change order files,
including documentation covering negotiated settlements, invoices, and any other
supporting evidence deemed necessary to substantiate charges related to SCW
Program Payments and expenditures.
2. The Municipality is responsible for obtaining an independent audit to determine
compliance with the terms and conditions of this Agreement and all requirements
applicable to the Municipality contained in chapters 16 and 18 of the Code.
Municipality shall obtain an independent audit every three (3) years. Audits shall
be funded with Municipal Program funds.
3. Municipality shall file a copy of all audit reports by the sixth (6th) month from the
end of each three (3) year period. Audit reports shall be posted on the District’s
publicly-accessible website.
Every Third Fiscal Year
SIP Fiscal Year Audit Begins Audit Report Due to District
2020-21 7/1/2023 No later than 12/31/2023
4. At all reasonable times, the Municipality shall permit the Chief Engineer to examine
the infrastructure Projects using SCW Program Payments. The Municipality shall
permit the authorized District representative, including the Auditor-Controller, to
examine, review, audit, and transcribe any and all audit reports, other reports,
books, accounts, papers, maps, and other records that relate to the SCW Program
Payments.
5. Unsupported or ineligible expenditures, as described but not limited to those in
Section 16.05.A.3 of the Los Angeles County Flood Control District Code, shall be
93
Municipal Program
Agreement No. _________
Page 8 of 22
disallowed upon audit. The Municipality will be required to repay the District for all
disallowed costs.
B-7. Availability of Funds
District’s obligation to disburse the SCW Program Payment is contingent upon the
availability of sufficient funds to permit the disbursements provided for herein. If sufficient
funds are not available for any reason including, but not limited to, failure to fund
allocations necessary for disbursement of the SCW Program Payment, the District shall
not be obligated to make any disbursements to the Municipality under this Agreement.
This provision shall be construed as a condition precedent to the obligation of the District
to make any disbursements under this Agreement. Nothing in this Agreement shall be
construed to provide the Municipality with a right of priority for disbursement over any
other Municipality. If any disbursements due the Municipality under this Agreement are
deferred because sufficient funds are unavailable, it is the intention of the District that
such disbursement will be made to the Municipality when sufficient funds do become
available, but this intention is not binding. If this Agreement’s funding for any Fiscal Year
is reduced or deleted by order of the Board, the District shall have the option to either
cancel this Agreement with no liability occurring to the District or offer an amendment to
the Municipality to reflect the reduced amount.
B-8. Choice of Law
The laws of the State of California govern this Agreement.
B-9. Claims
B-10. Any claim of the Municipality is limited to the rights, remedies, and claims
procedures provided to the Municipality under this Agreement.
B-11. Compliance with SCW Program
The Municipality shall comply with and require its contractors and subcontractors to
comply with all provisions of Chapters 16 and 18 of the Code.
B-12. Compliance with Law, Regulations, etc.
The Municipality shall, at all times, comply with and require its contractors and
subcontractors to comply with all applicable local, state and federal laws, rules,
guidelines, regulations, and requirements.
B-13. Continuous Use of Municipal Projects; Lease or Disposal of Municipal Projects
The Municipality agrees that, except as provided in this Agreement, it will not abandon,
substantially discontinue use of, lease, or dispose of all or a significant part or portion of
any Project funded in whole or in part with SCW Program Payments during the useful life
of the Project without prior written approval of the District. Such approval may be
conditioned as determined to be appropriate by the District, including a condition requiring
94
Municipal Program
Agreement No. _________
Page 9 of 22
repayment of all SCW Program Payments used to fund the Project together with accrued
interest and any penalty assessments that may be due, .
B-14. Disputes
Should a dispute arise between the parties, the party asserting the dispute will notify all
other parties in writing of the dispute. The parties will then meet and confer within 21
calendar days of the notice in a good faith attempt to resolve the dispute.
If the matter has not been resolved through the process set forth in the preceding
paragraph, any party may initiate mediation of the dispute. Mediation will be before a
retired judge or mediation service mutually agreeable to the parties. All costs of the
mediation, including mediator fees, will be paid one-half by the District and one-half by
the Municipality. SCW Program Payments shall not be used to pay for any costs of the
mediation.
The parties will attempt to resolve any dispute through the process set forth above before
filing any action relating to the dispute in any court of law.
B-15. Final Inspection and Certification of Registered Professional
Upon completion of the design phase and before construction of a project, the Recipient
shall provide certification by a California Registered Professional (i.e., Professional Civil
Engineer, Engineering Geologist) that the design has been completed.
Upon completion of the project, the Municipality shall provide for a final inspection and
certification by a California Registered Professional (i.e., Professional Civil Engineer,
Engineering Geologist), that the Project has been completed in accordance with
submitted final plans and specifications and any modifications thereto and in
accordance with this Agreement.
B-16. Municipal Project Access
The Municipality shall ensure that the District or any authorized representative, will have
safe and suitable access to the site of any Project implemented by the Municipality in
whole or in part with SCW Program Payments at all reasonable times.
B-17. Funding Considerations and Exclusions
1. All expenditures of SCW Program Payments by Municipality must comply with the
provisions of Chapters 16 and 18 of the Los Angeles County Flood Control District
Code, including but not limited to the provisions regarding eligible expenditures
contained in Section 16.05.A.2 and the provision regarding ineligible expenditures
contained in Section 16.05.A.3.
2. SCW Program Payments shall not be used in connection with any Project
implemented as an Enhanced Compliance Action ("ECA") and/or Supplemental
Environmental Project ("SEP") as defined by State Water Resources Control
95
Municipal Program
Agreement No. _________
Page 10 of 22
Board Office of Enforcement written policies, or any other Project implemented
pursuant to the settlement of an enforcement action or to offset monetary penalties
imposed by the State Water Resources Control Board, a Regional Water Quality
Control Board, or any other regulatory authority; provided, however, that SCW
funds may be used for a Project implemented pursuant to a time schedule order
("TSO") issued by the Los Angeles Regional Water Quality Control Board if, at the
time the TSO was issued, the Project was included in an approved watershed
management program (including enhanced watershed management programs)
developed pursuant to the MS4 Permit.
B-18. Indemnification
The Municipality will indemnify, defend and hold harmless the District the County of Los
Angeles and their elected and appointed officials, agents, and employees from and
against any and all liability and expense , including defense costs, legal fees, claims,
actions, and causes of action for damages of any nature whatsoever, including but not
limited to bodily injury, death, personal injury, or property damage, arising from or in
conjunction with: (1) any Project or Program paid for, in whole or in part, with SCW
Program Payments or (2) any breach of this Agreement by the Municipality.
B-19. Independent Actor
The Municipality, and its agents and employees, if any, in the performance of this
Agreement, shall act in an independent capacityand not as officers, employees, or agents
of the District.
The Municipality shall not contract work with a contractor who is in a period of debarment
from any agency within the State. (LACC Chapter 2.202)
B-20. Integration
This is an integrated Agreement. This Agreement is intended to be a full and complete
statement of the terms of the agreement between the District and Municipality, and
expressly supersedes any and all prior oral or written agreements, covenants,
representations and warranties, express or implied, concerning the subject matter of this
Agreement.
B-21. Lapsed Funds
1. The Municipality shall be able to carry over uncommitted SCW Program Payments
for up to five (5) years from the end of the fiscal year in which those funds are
transferred from the District to the Municipality.
2. If the Municipality is unable to expend the SCW Program Payment in a timely
manner, then lapsed funding procedures will apply. Lapsed funds are funds that
were transferred to the Municipalitybut were not committed to eligible expenditures
by the end of the fifth (5th) fiscal year after the fiscal year in which those funds were
transferred from the District.
96
Municipal Program
Agreement No. _________
Page 11 of 22
3. Lapsed funds shall be allocated by the Watershed Area Steering Committee of the
respective Watershed Area to a new Project with benefit to that Municipality or
Watershed Area.
4. In the event that funds are to lapse, due to circumstances beyond the Municipality’s
control, then the Municipality may request an extension of up to six (6) months in
which to commit the funds to eligible expenditures. Extension Requests must
contain sufficient justification and be submitted to the District in writing no later
than six (6) months before the funds are to lapse.
5. The decision to grant an extension is at the sole discretion of the District.
6. Funds still uncommitted to eligible expenditures after an extension is granted will
be subject to lapsed funding procedures without exception.
Fiscal Year*
Awarded
Funds Lapse
After
Extension
Request Due
Commit By
2019-20 6/30/2025 No later than
12/31/2024
No later than
12/31/2025
B-22. Non-Discrimination
The Municipality agrees to abide by all federal, state, and County laws, regulations, and
policies regarding non-discrimination in employment and equal employment opportunity.
B-23. No Third-Party Rights
The parties to this Agreement do not create rights in, or grant remedies to, any third party
as a beneficiary of this Agreement, or of any duty, covenant, obligation, or undertaking
established herein
B-24. Notice
1. The Municipality shall notify the District in writing within five (5) working days of the
occurrence of the following:
a. Bankruptcy, insolvency, receivership or similar event of the Municipality; or
b. Actions taken pursuant to State law in anticipation of filing for bankruptcy.
2. The Municipality shall notify the District within ten (10) working days of any litigation
pending or threatened against the Municipality regarding its continued existence,
consideration of dissolution, or disincorporation.
3. The Municipality shall notify the District promptly of the following:
a. Any proposed change in the scope of the Annual Plan.
97
Municipal Program
Agreement No. _________
Page 12 of 22
b. Discovery of any potential archaeological or historical resource. Should a
potential archaeological or historical resource be discovered during
construction, the Recipient agrees that all work in the area of the find will cease
until a qualified archaeologist has evaluated the situation and made
recommendations regarding preservation of the resource, and the District has
determined what actions should be taken to protect and preserve the resource.
The Recipient agrees to implement appropriate actions as directed by the
District;
c. Any public or media event publicizing the accomplishments and/or results of
this Agreement and provide the opportunity for attendance and participation by
District representatives with at least fourteen (14) days’ notice to the District;
B-25. Municipality’s Responsibility for Work
The Municipality shall be responsible for all work and for persons or entities engaged in
work performed pursuant to this Agreement including, but not limited to, contractors,
subcontractors, suppliers, and providers of services. The Municipality shall be responsible
for responding to any and all disputes arising out of its contracts for work on the Project.
The District will not mediate disputes between the Municipality and any other entity
concerning responsibility for performance of work.
B-26. Reporting
The Municipality shall be subject to and comply with all applicable requirements of the
District regarding reporting requirements.
1. Annual Progress/Expenditure Reports. The Municipality shall submit Annual
Progress/Expenditure Reports, using a format provided by the Program Manager,
within forty-five (45) days following the end of the Fiscal Year to the Program
Manager. The Annual Progress/Expenditure Reports may be posted on the
District’s publicly accessible website. The Annual Progress/Expenditure Report
shall include:
a. Amount of funds received;
b. Breakdown of how the SCW Program Payment has been expended;
c. Documentation that the SCW Program Payment was used for eligible
expenditures in accordance with Chapters 16 and 18 of the Los Angeles
County Flood Control District Code;
d. Description of activities that have occurred, milestones achieved, and
progress made to date, during the applicable reporting period;
e. Work anticipated for the next reporting period;
98
Municipal Program
Agreement No. _________
Page 13 of 22
f. Description of the Water Quality Benefits, Water Supply Benefits, and
Community Investment Benefits and a summary of how SCW Program
Payments have been used to achieve SCW Program Goals for the prior
year.
g. Additional financial or Project-related information in connection with activity
funded in whole or in part using SCW Program Payments as required by
the District.
h. Certification from a California Registered Professional (Civil Engineer or
Geologist, as appropriate), that projects implemented with SCW Program
Payments were conducted in accordance with Chapters 16 and 18 of the
Code.
i. Report on annual and total (since inception of program) benefits provided
by programs and projects funded by SCWP:
i. Annual volume of stormwater captured and treated
ii. Annual volume of stormwater captured and reused
iii. Annual volume of stormwater captured and recharged to a managed
aquifer
iv. Annual acreage increases in nature based solutions (good, better,
best
2. Annually, the Municipality shall prepare and provide members of the public with
up-to-date information on the actual and budgeted use of the SCW Program
Payment.
3. As Needed Information or Reports. The Municipality agrees to promptly provide
such reports, data, and information as may be reasonably requested by the District
including, but not limited to material necessary or appropriate for evaluation of the
SCW Program or to fulfill any reporting requirements of the County, state or federal
government.
B-27. Representations, Warranties, and Commitments
The Municipality represents, warrants, and commits as follows:
1. Authorization and Validity. The execution and delivery of this Agreement, including
all incorporated documents, by the individual signing on behalf of Municipality, has
been duly authorized by the governing body of Municipality, as applicable. This
Agreement constitutes a valid and binding obligation of the Municipality,
enforceable in accordance with its terms, except as such enforcement may be
limited by law.
2. No Violations. The execution, delivery, and performance by the Municipality of this
Agreement, including all incorporated documents, do not violate any provision of
any law or regulation in effect as of the date set forth on the first page hereof, or
99
Municipal Program
Agreement No. _________
Page 14 of 22
result in any breach or default under any contract, obligation, indenture, or other
instrument to which the Municipality is a party or by which the Municipality is bound
as of the date set forth on the first page hereof.
3. No Litigation. There are no pending or, to the Municipality’s knowledge, threatened
actions, claims, investigations, suits, or proceedings before any governmental
authority, court, or administrative agency which affect the Municipality's ability to
complete the Annual Plan.
4. Solvency. None of the transactions contemplated by this Agreement will be or have
been made with an actual intent to hinder, delay, or defraud any present or future
creditors of the Municipality. As of the date set forth on the first page hereof, the
Municipality is solvent and will not be rendered insolvent by the transactions
contemplated by this Agreement. The Municipality is able to pay its debts as they
become due.
5. Legal Status and Eligibility. The Municipality is duly organized and existing and in
good standing under the laws of the State of California. The Municipality shall at
all times maintain its current legal existence and preserve and keep in full force
and effect its legal rights and authority.
6. Good Standing. The Municipality must demonstrate it has not failed to comply with
previous County and/or District audit disallowances within the preceding ten years.
B-28. Travel
Any reimbursement for necessary ground transportation and lodging shall be at rates not
to exceed those set by the California Department of Human Resources; per diem costs
will not be eligible expenses. These rates may be found at
http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. Reimbursement
will be at the State travel amounts that are current as of the date costs are incurred by
the Municipality. No travel outside the Los Angeles County Flood Control District region
shall be reimbursed unless prior written authorization is obtained from the Program
Manager.
B-29. Unenforceable Provision
In the event that any provision of this Agreement is determined by a court of competent
jurisdiction to be unenforceable, the parties agree that all other provisions of this
Agreement have force and effect and shall not be affected thereby.
B-30. Withholding of Disbursements and Material Violations
Notwithstanding any other provision of this Agreement, the District may withhold all or
any portion of the SCW Program Payment for any Fiscal Year in the event that:
1. The Municipality has violated any provision of this Agreement; or
100
Municipal Program
Agreement No. _________
Page 15 of 22
2. The Municipality fails to maintain reasonable progress in achieving SCW Program
Goals.
101
Municipal Program
Agreement No. _________
Page 16 of 22
EXHIBIT C – SPECIAL CONDITIONS
C-1. The Recipient acknowledges and agrees that the Recipient is the "lead agency"
regarding compliance with the California Environmental Quality Act (CEQA) in
connection with the Funded Activity and shall be responsible for the preparation of
all documentation, analysis and other work and any mitigation necessary to comply
with CEQA in connection with the Funded Activity prior to implementation. By
entering into this Agreement, the District is not approving any activity that would
be considered a project under CEQA.
C-2. In addition to its other indemnification obligations pursuant to this Agreement, the
Recipient hereby agrees to indemnify, defend, and hold harmless District, the
County of Los Angeles and their officers, employees, and agents from and against
any and all claims and/or actions related to the Funded Activity that may be
asserted by any third party or public agency alleging violations of CEQA or the
State CEQA Guidelines or the NEPA.
C-3. Notwithstanding any other provision of this Agreement, if any documentation or
other analysis pursuant to CEQA discloses that the Funded Activity, or portion
thereof, will have one or more significant environmental impacts that cannot be
feasibly mitigated, the Recipient shall promptly notify and consult with the District.
With the District's approval, the Recipient may determine to terminate or modify
the implementation of all or any portion of the Funded Activity in order to avoid
such environmental impacts.
C-4. In the event the parties, pursuant to the preceding paragraph, determine to
terminate the implementation of the entirety of the Funded Activity, the Recipient
shall promptly return all previously disbursed but unspent SCW Program
Contributions and the Recipient shall thereafter have no further obligation under
this Agreement to implement the Funded Activity. In the event the parties
determine to terminate the implementation of a portion of the Funded Activity, the
Recipient shall promptly return all previously disbursed but unspent SCW Program
Contributions for the terminated portion of the Funded Activity and the Recipient
shall thereafter have no further obligation under this Agreement to implement the
terminated portion of the Funded Activity, but this Agreement shall remain in full
force and effect as to the portion of the Funded Activity not terminated.
102
Municipal Program
Agreement No. _________
Page 17 of 22
EXHIBIT D – NATURE BASED SOLUTIONS (NBS) BEST MANAGEMENT
PRACTICES
Municipalities shall consider incorporation of Nature-based solutions (NBS) into their
projects. NBS refers to the sustainable management and use of nature for undertaking
socio-environmental challenges, including climate change, water security, water pollution,
food security, human health, and disaster risk management. As this environmental
management practice is increasingly incorporated into projects for the SCW Program, this
guidance document may be expanded upon to further quantify NBS practices based on
benefits derived from their incorporation on projects.
The SCW Program defines Nature-Based Solutions as a Project that utilizes natural
processes that slow, detain, infiltrate or filter Stormwater or Urban Runoff. These methods
may include relying predominantly on soils and vegetation; increasing the permeability of
Impermeable Areas; protecting undeveloped mountains and floodplains; creating and
restoring riparian habitat and wetlands; creating rain gardens, bioswales, and parkway
basins; enhancing soil through composting, mulching; and, planting trees and vegetation,
with preference for native species. Nature-Based Solutions may also be designed to
provide additional benefits such as sequestering carbon, supporting biodiversity,
providing shade, creating and enhancing parks and open space, and improving quality of
life for surrounding communities. Nature-Based Solutions include Projects that mimic
natural processes, such as green streets, spreading grounds and planted areas with
water storage capacity. Nature-Based Solutions may capture stormwater to improve
water quality, collect water for reuse or aquifer recharge, or to support vegetation growth
utilizing natural processes.
Municipalities are to include in each quarterly and annual report whether and how their
project achieves a good, better, or best for each of the 6 NBS methods in accordance
with the guidance below. Additionally, reports should include discussion on any
considerations taken to maximize the class within each method. If at least 3 methods
score within a single class, the overall project can be characterized as that class.
BEST
BETTER
GOOD
103
Municipal Program
Agreement No. _________
Page 18 of 22
METHODS GOOD BETTER BEST
Vegetation/Green
Space
Use of climate-
appropriate, eco-friendly
vegetation
(groundcover, shrubs,
and trees) / green space
5%-15% covered by
new climate-appropriate
vegetation
Use of native, climate-
appropriate, eco-friendly
vegetation
(groundcover, shrubs,
and trees) / green space
16%-35% covered by
new native vegetation
Establishment of plant
communities with a
diversity of native
vegetation
(groundcover, shrubs,
and trees) / green space
that is both native and
climate-appropriate
More than 35% covered
by new native
vegetation
Increase of
Permeability
Installation of vegetated
landscape – 25%-49%
paved area removed
Redesign of existing
impermeable surfaces
and/or installation of
permeable surfaces
(e.g. permeable
pavement and
infiltration trenches)
Installation of vegetated
landscape – 50%-74%
paved area removed
Improvements of soil
health (e.g., compaction
reduction)
Installation of vegetated
landscape – 75%-100%
paved area removed
Creation of well-
connected and self-
sustained natural
landscapes with healthy
soils, permeable
surfaces, and
appropriate vegetation
Protection of
Undeveloped
Mountains &
Floodplains
●Preservation of native
vegetation
●Minimal negative
impact to existing
drainage system
●Preservation of native
vegetation
●Installation of new
feature(s) to improve
existing drainage
system
●Creation of open green
space
●Installation of features
to improve natural
hydrology
Creation &
Restoration of
Riparian Habitat &
Wetlands
Partial restoration of
existing riparian habitat
and wetlands
Planting of climate
appropriate vegetation -
between 11 and 20
different climate-
appropriate or native
plant species newly
planted
No potable water used
to sustain the wetland
●Full restoration of
existing riparian habitat
and wetlands
●Planting of native
vegetation - between
21 and 40 different
native plant species
newly planted
No potable water used
to sustain the wetland
●Full restoration and
expansion of existing
riparian habitat and
wetlands
Planting of plant
communities with a
diversity of native
vegetation – between
41 and 50 different
native plant species
newly planted
No potable water used
to sustain the wetland
104
Municipal Program
Agreement No. _________
Page 19 of 22
New Landscape
Elements
Elements designed to
capture runoff for other
simple usage (e.g. rain
gardens and cisterns),
capturing the 85th
percentile 24-hour storm
event for at least 50% of
the entire parcel
Elements that design to
capture/redirect runoff
and filter pollution (e.g.
bioswales and parkway
basins), capturing the
85th percentile 24-hour
storm event from the
entire parcel
Large sized elements
that capture and treat
runoff to supplement or
replace existing water
systems (e.g. wetlands,
daylighting streams,
groundwater infiltration,
floodplain reclamation),
capturing the 90th
percentile 24-hour storm
event from the entire
parcel and/or capturing
off-site runoff
Enhancement of Soil
Use of soil amendments
such as mulch and
compost to retain
moisture in the soil and
prevent erosion
Planting of new climate-
appropriate vegetation
to enhance soil organic
matter
Use of soil amendments
such as mulch and
compost that are locally
generated to retain
moisture in the soil,
prevent erosion, and
support locally-based
composting and other
soil enhancement
activities
Planting of new native,
climate-appropriate
vegetation to enhance
soil organic matter
Use of soil amendments
such as mulch and
compost that are locally
generated, especially
use of next-generation
design with regenerative
adsorbents (e.g.
woodchips, biochar) to
retain moisture in the
soil, prevent erosion,
and support on-site
composting and other
soil enhancement
activities
Planting of new native,
climate appropriate
vegetation to enhance
soil organic matter
105
Municipal Program
Agreement No. _________
Page 20 of 22
EXHIBIT E – OPERATIONS AND MAINTENANCE GUIDANCE DOCUMENT
Municipalities shall operate and maintain infrastructure projects for the useful life of the
project and are to consider using the following guidance for operations and maintenance
for infrastructure projects. Operational maintenance is the care and upkeep of Projects
that may require detailed technical knowledge of the Project’s function and design.
Operational maintenance may include but not be limited to those activities listed below.
Operational maintenance is to be performed by the operator of the Project with a purpose
to make the operator aware of the state of readiness of the Project to deliver stormwater
and urban runoff benefits.
1. Litter Control
Weekly removal of litter, nonhazardous waste materials, and accumulated
debris near planted areas, rock areas, decomposed granite areas, rest
areas, fence perimeters, adjoining access roads and driveways, drains,
pedestrian trails, viewing stations, shelter houses, and bicycle pathways.
Weekly inspection and maintenance of pet waste stations
Maintaining trash receptacles
Removal of trash, debris, and blockages from bioswales
Inspection and cleaning of trash booms
Inspection of weir gates and stop logs to clean debris, as required.
2. Vegetation Maintenance
Weed control
o Recognition and removal of weeds, such as perennial weeds,
morning glory, vine-type weeds, ragweed, and other underground
spreading weeds.
o Avoiding activities that result in weed seed germination (e.g. frequent
soil cultivation near trees or shrubs)
o Weekly removal of weeds from landscape areas, including from
berms, painted areas, rock areas, gravel areas, pavement cracks
along access roads and driveways, drains, pedestrian trails, viewing
stations, park shelters, and bicycle paths.
Tree and shrubbery trimming and care
o Removal of dead trees and elimination of diseased/damaged growth
o Prevent encroachment of adjacent property and provide vertical
clearance
o Inspect for dead or diseased plants weekly
Wetland vegetation and landscape maintenance
o Installation and maintenance of hydrophytic and emergent plants in
perennially wet and seasonal, intermittent habitats.
o Draining and drawdown of wetland and excessive bulrush removal
o Weed and nuisance plant control
106
Municipal Program
Agreement No. _________
Page 21 of 22
o Removal of aquatic vegetation (e.g. algae and primrose) using
appropriate water craft and harvesting equipment
o Wild flower and meadow maintenance
o Grass, sedge, and yarrow management
o Removal of unwanted hydroseed
3. Wildlife Management
Exotic species control
Provide habitat management; promote growth of plants at appropriate
densities and promote habitat structure for animal species
Protect sensitive animal species (e.g. protection during critical life stages
including breeding and migration)
Avoid disturbances to nesting birds
Avoid spread of invasive aquatic species
4. Facility Inspection
Inspect project sites for rodent and insect infestations on a weekly basis
Inspect for and report graffiti in shelter houses, viewing stations, benches,
paving surfaces, walls, fences, and educational and directional signs
Inspect facilities for hazardous conditions on roads and trails (e.g. access
roads and trails, decomposed granite pathways, and maintenance roads)
Inspect shade structures for structural damage or defacement
Inspect hardscapes
Inspect and maintain interpretive and informational signs
Inspect site furnishings (e.g. benches, hitching posts, bicycle racks)
Maintain deck areas (e.g. benches, signs, decking surfaces)
Visually inspect weirs and flap gates for damage; grease to prevent locking.
Inspect all structures after major storm events, periodically inspect every 3
months, and operate gates through full cycles to prevent them from locking
up.
5. Irrigation System Management
Ensuring automatic irrigation controllers are functioning properly and
providing various plant species with proper amount of water.
o Cycle controller(s) through each station manually and automatically
to determine if all facets are functioning properly.
o Inspection should be performed at least monthly.
o Recover, replace, or refasten displaced or damaged valve box
covers.
o Inspect and repair bubbler heads.
o Repair and replace broken drip lines or emitters causing a loss of
water (to prevent ponding and erosion).
107
Municipal Program
Agreement No. _________
Page 22 of 22
o Maintain drip system filters to prevent emitters from clogging.
Inspection and cleaning should occur at least monthly.
o Inspect and clean mainline filters, wye strainers, basket filters, and
filters at backflow devices twice a year.
o Maintain and check function of the drip system.
Keeping irrigation control boxes clear of vegetation
Operating irrigation system to ensure it does not cause excessively wet,
waterlogged areas, and slope failure
Utilizing infrequent deep watering techniques to encourage deep rooting,
drought tolerant plant characteristics to promote a self-sustaining, irrigation
free landscape
Determine watering schedules based on season, weather, variation in plant
size, and plant varieties. At least four times a year (e.g. change of season),
reschedule controller systems.
Turn off irrigation systems at the controller at the beginning of the rainy
season, or when the soil has a high enough moisture content.
Use moisture sensing devices to determine water penetration in soil.
6. Erosion Management and Control
Inspect slopes for erosion during each maintenance activity
Inspect basins for erosion
Take corrective measures as needed, including filling eroded surfaces,
reinstalling or extending bank protection, and replanting exposed soil.
7. Ongoing Monitoring Activities
Monitor controllable intake water flow and water elevation
Examine inflow and outflow structures to ensure devices are functioning
properly and are free of obstructions.
Quarterly water quality sampling
Checking telemetry equipment
Tracking and reporting inspection and maintenance records
8. Vector and Nuisance Insect Control
Monitoring for the presence of vector and nuisance insect species
Adequate pretreatment of influent wastewater to lessen production of larval
mosquitos
Managing emergent vegetation
Using hydraulic control structures to rapidly dewater emergent marsh areas
Managing flow velocities to reduce propagation of vectors
108
City of Rolling Hills
Notes on Draft Template
Transfer Agreement Between The Los Angeles County Flood Control District and
Municipality
Safe, Clean Water Program – Municipal Program
B-1
• “2. The Municipality shall not be entitled to interest earned on undisbursed SCW
Program Payments.”
Note: It seems to conflict with #1 which states that interest earned from each account shall be
used by the account holder only for eligible expenditures consistent with the requirement of the
SCW Program. Suggest deleting #2.
B-7
• “If any disbursements due to the Municipality under this Agreement are deferred
because sufficient funds are unavailable…”
B-10
• “Any claim of the Municipality against the District and any claim of the District
against the Municipality is limited to the rights, remedies, and claims procedures
provided to the Municipality under this Agreement.”
B-13:
• “The Municipality agrees that, except as provided in this Agreement, it will not
abandon, substantially discontinue use of, lease, or dispose of all or a significant
part or portion of any Project funded in whole or in part with SCW Program
Payments during the useful life of the Project without prior written approval of
the District, including a condition requiring repayment of all SCW Program
Payments used to fund the Project together with accrued interest and any penalty
assessments that may be due.”
Note: if it has approval by the District, the Municipality should not be required to pay accrued
interest or penalties.
B-17
Note: suggest including the definition of Enhances Compliance Action and Supplemental
Environmental Project.
109
B-18
“The Municipality will indemnify, defend and hold harmless the District, the County of
Los Angeles, and their elected and appointed officials, agents, and employees from and against
any and all liability and expense, including defense costs, legal fees, claims, actions, and causes
of action for damages of any nature whatsoever, including but not limited to bodily injury, death,
personal injury, or property damage, arising from or in conjunction with: (1) any Project or
Program paid for, in whole or in part, with SCW Program Payments to the extent caused by
Municipality’s negligence or (2) any breach of this Agreement by the Municipality.
The District will indemnify, defend and hold harmless the Municipality, its officers,
agents, and employees from and against any and all liability and expense, including defense
costs, legal fees, claims, actions, and causes of action for damages of any nature whatsoever,
including but not limited to bodily injury, death, personal injury, or property damage, arising
from or in conjunction with: (1) any Project or Program paid for, in whole or in part, with SCW
Program Payments to the extent caused by District’s negligence or (2) any breach of this
Agreement by the District.”
B-19
“The Municipality, and its agents and employees, if any, in the performance of this
Agreement, shall act in an independent capacity and not as officers, employees, or agents of the
District. The Municipality shall not contract work with a contractor who is in a period of
debarment from any agency within the State. (LACC Chapter 2.202).
The District, and its agents and employees, if any, in the performance of this Agreement,
shall act in an independent capacity and not as officers, employees, or agents of the
Municipality.”
B-21
“5. The decision to grant an extension is at the sole discretion of the District.”
Note: suggest providing criteria by which the District makes the decision to grant an extension so
that it is uniformly analyzed across the board.
B-24
Note: suggest changing “working days” to “business days”
B-26
2.Annually, the Municipality shall prepare and provide members of the public with up-to-
date information on the actual and budgeted use of the SCW Program Payment.
110
Note: This seems like it can be accomplished through Annual Report, which is accessible to the
public. Suggest striking #2.
“3. As Needed Information or Reports. The Municipality agrees to promptly provide such
reports, data, and information as may be reasonably requested by the District [] as necessary or
appropriate for evaluation of the SCW Program or to fulfill any reporting requirements of the
County, state or federal government.”
Note: Suggest striking language that would have been included in brackets.
04.06.20
111
1
Comments on Draft Transfer Agreement Between LACFCD and Municipalities
SCW Program – Municipal Program
1. Part IV.A. please clarify whether the Annual Plan that is to be submitted “not later than
April 1st” is forward-looking or retrospective, i.e., if it is intended to be forward-looking,
then second sentence of this paragraph should be modified to read: “An Annual Plan for
each subsequent Fiscal Year shall be submitted not later than April 1st of that the
preceding Fiscal Year.”
2. Part VI. Term of Agreement: Why is the term of the initial agreement term proposed to
be two-years longer than subsequent agreements?
3. Exhibit A, Annual Plan Contents, A-5: Please clarify that this requirement is asking for a
description of planned post-construction monitoring for projects to be funded using the
SCW Program Payment. Presumably since reporting on monitoring activities for
completed projects would be provided in the annual reports.
4. Exhibit A, Annual Plan Contents, A-6: Please clarify the intent of this requirement—is
the purpose to identify the level of award received by a project from the Institute for
Sustainable Infrastructure once it has been awarded, or to report on progress toward
pursuing an award if that is planned. Also please clarify that this is an optional pursuit,
that is projects are not required to pursue such an award.
5. Exhibit B, General Terms and Conditions, B-6 Item 3: Recommend deleting the term
“SIP” in the first column of the table which refers to the Regional Program’s
“Stormwater Investment Plan” and is not relevant to the Municipal Program transfer
agreement.
6. Exhibit B, General Terms and Conditions, B-24 Notice, item 3.a. requires the
Municipality to promptly notify the district of “any proposed change in the scope of the
Annual Plan”. Please identify where in Chapter 16 or Chapter 18 of the LACFCD code
this additional reporting/notification is required. This additional requirement creates an
excessive administrative burden on municipalities since a plan is necessarily subject to
change, and for a municipality to report every change in the plan throughout the course
of the implementing year is unnecessarily burdensome. Already municipalities are
required to prepare a plan each year and to prepare an annual report which also
includes “work anticipated to be accomplished during the next reporting period”. We
recommend that this requirement be eliminated so long as any changes in planned
expenditures are consistent with the provisions of Chapter 16 and 18 of the LACFCD
code and are eligible uses of municipal funds. If this requirement is not eliminated, then
the degree of change that requires notification should be defined to limit such
notification to major changes. Additionally, it should be clarified that schedule delays in
implementation that may defer the expenditure into a subsequent fiscal year should not
require reporting.
112
2
7. Exhibit B, General Terms and Conditions, B-26 Reporting, item 1: requires that Annual
Progress/Expenditure Reports be submitted “within 45 days of the end of the Fiscal Year
to the Program Manager”. This provision is in conflict with LACFCD Chapter 18.06.D.1.
which provides “Each Municipality shall prepare and submit an annual report to the
District, not later than six months after the end of that Municipality’s fiscal year”. Please
revise this provision to be consistent with the Chapter 18.06.D.1 that the report be
submitted not later than six months after the end of the fiscal year.
8. Exhibit B, General Terms and Conditions B-26 Reporting, item 1h: requires certification
by a “California Registered Professional (Civil Engineer or Geologist, as appropriate) that
projects implemented with SCW Program Payments were conducted in accordance with
Chapters 16 and 18 of the Code”. Civil Engineers and/or Geologists may not be in a
position to certify that projects were conducted in accordance with SCW requirements
and this requirement should already be covered by the requirements in Section B-6 that
a Municipality must obtain an independent audit every three (3) years to determine
compliance with all requirements of Chapters 16 and 18 of the Code and the
requirements in Section B-15 whereby the Recipient must provide certification by a
California Registered Professional that design has been completed prior to construction
of a project and that a Project has been completed in accordance with submitted final
plan and specifications. Since this requirement was not specified in Chapters 16 or 18 of
the Code, we recommend eliminating it from B-26 Annual Progress/Expenditure
reporting requirements.
9. Exhibit B, General Terms and Conditions, B-30 Withholding of Disbursements and
Material Violations: This provision should be revised to reference LACFCD Chapter
18.14 Enforcement and Remedies for Violations. Under those provisions the District
may not withhold disbursements without first issuing a notice of violation to the
municipality in writing and providing the municipality an opportunity to correct the
violation and/or to dispute the notice of violation.
10. Exhibit B, General Terms and Conditions, B-30 Withholding of Disbursements and
Material Violations, item 2. This provision that the District may withhold payment of
disbursement if “The Municipality fails to maintain reasonable progress in achieving
SCW Program Goals” must be better defined, and it should not be a unilateral decision
on the part of the District, rather such a determination should result from a decision of
the Los Angeles Board of Supervisors as a result of a recommendation from the Regional
Oversight Committee as provided for in Chapter 18.06.D.4. Also note that the District’s
Enforcement and Remedies for Violations in Chapter 18.14.D. provides for withholding
of future disbursements only after the process described in Chapter 18.14.A-C is
undertaken. Additionally, the Municipality has the right to dispute such an action by the
District per 18.14.E.
113
3
11. Exhibit C, Special Conditions, C-4: requires the Recipient of SCW funding to return all
previously disbursed funds in the event implementation of a Funded Activity is
terminated. We suggest that Municipalities should have the option of re-programming
the funds toward another eligible activity or project before being required to return
them to the District so long as the funds have not lapsed per Section B-21.
12. Exhibit D, Nature Based Solutions BMPs: we recommend that the BMPs included in
Exhibit D should not be a part of the Transfer Agreement but should exist as separate
guidance and would also be applicable to the Regional Program—such guidance will
need to be updated periodically and it is unwieldy to attach it to an agreement such as
this. Furthermore, Chapter 16.05.C. states that “Projects implemented through the
Municipal Program shall include a Water Quality Benefit. Multi-Benefit Projects and
Nature-Based Solutions are strongly encouraged.” Additionally, Chapter 18.06.A.B.1.
specifically requires that municipalities “prioritize the development of Projects that, to
the extent feasible, assist in achieving compliance with the MS4 Permit.” It is important
that municipalities must first meet the requirement that their programs and projects
include a water quality benefit and assist in achieving compliance with the MS4 Permit,
and while multi-benefit and nature-based solutions are strongly encouraged, they are
not a requirement of the municipal program. For these reasons it is inappropriate to
include exhibits focused solely on Nature Based Solutions within the Transfer
Agreement beyond the provisions already stated in Chapters 16 and 18 as they pertain
to the municipal programs. Since Provision IV.A.C. of the draft Transfer Agreement
requires the Municipality to comply with “all applicable provisions of Chapters 16 and 18
of the Code, specifically including, without limitation Section 18.06”, we suggest simply
adding the language “and Section 16.05.C.” to Provision IV.A.C of the Transfer
Agreement and eliminate Exhibit D.
13. Exhibit E, Operations and Maintenance Guidance Document: we recommend that
Exhibit E not be a part of the Transfer Agreement but established as separate guidance
which would allow flexibility to update guidance periodically without amending the
agreement. Such guidance would be applicable to projects under both the Regional
Program and the Municipal Program and should not be overly prescriptive since ongoing
operation, maintenance and monitoring is project-specific, dependent on the design and
function of the infrastructure project, and should follow the O&M plan and/or
monitoring plan established specifically for the project.
114
Agenda Item No.: 8.B
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:UPDATE ON THE LOS ANGELES COUNTY REVIEW OF THE CITY'S
SEWER FEASIBILITY STUDY PHASE II PROJECT.
DATE:April 27, 2020
BACKGROUND:
The Sewer Feasibility Study comprises of two phases. The first phase of the study analyzed three
possible pipe alignments. The second phase analyzed the preferred alignment to achieve Will Serve
Letters from the LA County Sanitation District (LACSD). The preferred alignment is located north of
Portuguese Bend Road to Rolling Hills Road and connects to the main sewer lines located in Rolling
Hills Estates.
Phase II of the project analyzed the addition of discharge from the City Hall Campus and Tennis Courts,
in addition to 235 single family homes located within City boundaries. The City coordinated with
Rolling Hills Estates, City of Torrance and LACSD.
DISCUSSION:
The first Will Serve Letter covering the City Hall Campus and Tennis Courts was received by the City.
The second Will Serve Letter covering the 235 single family dwelling units was also granted to the
City.
Back in November 2019, staff informed the City Council that there is a segment of the pipe that needs
to be upgraded from the proposed 8-inch pipe to a 10-inch pipe to accommodate the additional
discharge from the City of Rolling Hills. The estimated project cost, with the pipe upgrade, came in at
approximately $1,087,000. The feasibility study continues to be under review by the Los Angeles
County Department of Public Works (LACDPW). The review comment received in early 2020 called
for the methodology of estimating sewer flow to be changed from occupancy to land use/zoning
requiring the proposed 10-inch pipe to be upgraded to a 12-inch pipe in three segments of the existing
sewer system. Increasing the sizes in the lower segments will place the sewer under Design Capacity.
The new estimated project cost, with the proposed size increase, is approximately $1,098,000.
115
On April 13, 2020, Willdan Engineering reported that LACDPW expects to complete the review of the
City's sewer study on the week of April 27, 2020.
FISCAL IMPACT:
The cost to prepare the Sewer Feasibility Study Phase II and to achieve two Will Serve Letters from the
Los Angeles County Sanitation District was $49,955. $17,535 of the Phase II fee was offset by
remaining balance from the Sewer Feasibility Study Phase I. Willdan Engineering provided
engineering services for both Phase I and Phase II. The cost of Phase II study is a part of the City's
approved FY 2019/2020 budget.
RECOMMENDATION:
Staff recommends that the City Council receive and file an update on the City's Sewer Feasibility Study
Phase II project.
ATTACHMENTS:
Rolling Hills Sewer Cost Estimate 01.16.2020.pdf
Rolling Hills Sewer Cost Estimate 03.30.2020.pdf
Sewer Plans.pdf
116
1/16/2020
Description Qty Unit Unit Cost Total Cost
1 Furnish and Install 10-inch VCP, (includes trenching, shoring, and pavement
repair)581 LF 250$ 145,250$
2 Furnish and Install 8-inch VCP, (includes trenching, shoring and pavement
repair)1,339 LF 200$ 267,800$
3 Construct Precast Concrete Manhole 3 EA 12,000$ 36,000$
4 Break into Existing Manhole 5 EA 4,500$ 22,500$
5 Construct Laterals to City Hall and Tennis Court Site 575 LF 100$ 57,500$
6 Reconnect Existing Sewer Laterals in New 10-Inch VCP Segment 8 EA 3,000$ 24,000$
7 Perform CCTV Inspection (Post Construction) 1,920 LF 5$ 9,600$
8 Sewer Bypass System @ 10% of 10-inch VCP Segment 1 LS 20,000$ 20,000$
9 Traffic Control @ 5% 1 LS 29,200$ 29,200$
10 Mobilization @ 10% 1 LS 58,300$ 58,300$
670,150$
167,600$
837,750$
83,800$
83,800$
41,900$
40,000$
1,087,250$
5% Construction Management
Permits and connection fees
Total
Subtotal
Subtotal
Contingency @ 25%
City of Rolling Hills
Engineer's Estimate of Probable Construction Cost
Sewer Study For Connection to City Hall
Engineering @ 10%
10% Inspection
117
3/30/2020
Description Qty Unit Unit Cost Total Cost
1 Furnish and Install 12-inch VCP, (includes trenching, shoring, and pavement
repair)235 LF 275$ 64,625$
2 Furnish and Install 10-inch VCP, (includes trenching, shoring, and pavement
repair)346 LF 250$ 86,500$
3 Furnish and Install 8-inch VCP, (includes trenching, shoring and pavement
repair)1,339 LF 200$ 267,800$
4 Construct Precast Concrete Manhole 3 EA 12,000$ 36,000$
5 Break into Existing Manhole 5 EA 4,500$ 22,500$
6 Construct Laterals to City Hall and Tennis Court Site 575 LF 100$ 57,500$
7 Reconnect Existing Sewer Laterals in New 10-Inch VCP Segment 8 EA 3,000$ 24,000$
8 Perform CCTV Inspection (Post Construction) 1,920 LF 5$ 9,600$
9 Sewer Bypass System @ 10% of Downstream 10" and 12" Segments 1 LS 20,000$ 20,000$
10 Traffic Control @ 5% 1 LS 29,500$ 29,500$
11 Mobilization @ 10% 1 LS 58,900$ 58,900$
676,925$
169,300$
846,225$
84,700$
84,700$
42,400$
40,000$
1,098,025$
Roundup 1,100,000$
5% Construction Management
Permits and connection fees
Total
Subtotal
Subtotal
Contingency @ 25%
City of Rolling Hills
Engineer's Estimate of Probable Construction Cost
Sewer Study For Connection to City Hall
Engineering @ 10%
10% Inspection
118
46040036034 0
30 0
4 0 0
5003 4 0
4 2 0
3 4 0
119
120
121
122
Agenda Item No.: 8.C
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:ELAINE JENG, CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:STRATEGIC PLANNING WORKSHOP DISCUSSION #3.
DATE:April 27, 2020
BACKGROUND:
In May 2019, the City Council approved staff's recommendation to hold a Strategic Planning Workshop
discussing the work plan for the next three years. The Strategic Planning Workshop was held on
Sunday, January 25, 2020. The City Council also used the regular City Council meetings on February
10 and February 24, 2020 to provide guidance for staff to develop budget items for next fiscal year.
At the Strategic Planning Workshop, the City Council developed four priorities for the City of Rolling
Hills:
1. Wildfire Mitigation/Emergency Preparedness
2. Utility Undergrounding
3. Drainage
4. Sewer
Wildfire Mitigation/Emergency Preparedness
Under this priority, the City Council discussed allocating funds to create fire breaks on either side of the
border between the City of Rolling Hills and the Preserve. The City Council also discussed continuing
with the active enforcement of the Fire Fuel Abatement Ordinance including taking action on the
Rolling Hills Community Association, if necessary.
Utility Undergrounding
Under this priority, the City Council discussed the goal of placing all utility lines within the City
underground. This could be accomplished via a combination of grant funds and individual assessment
district projects. The City currently has two grant applications with CalOES to underground a segment
of Crest Road East near Eastfield Drive, as well as a segment along Eastfield Drive. Staff has heard
positive news on the City's application for the segment on Crest Road East and anticipates the award of
the grant.
123
Drainage
Under this priority, the City Council discussed two action items: the first action is to implement policy
change on parcels to require stormwater detention/retention pits or basins to slow down discharge or
infiltrate onsite beyond LID requirements to eliminate runoffs in the canyons within the City; and the
second action is to identify capital improvement projects to address stormwater runoff from common
areas within the City to achieve the same purposes as the first action.
Sewer
Under this priority, the City Council discussed installing sewer main lines to transition the community
from using septic tanks. To achieve this priority, based on lessons learned from past efforts, discussed
seeking implementation via small segments of projects similar to the extension of the Johns Canyon line
and installing the proposed 8" main along Portuguese Bend Road/Rolling Hills Road.
DISCUSSION:
Staff developed the following budget items to support the City Council's priorities for next fiscal year.
Wildfire Mitigation/Emergency Preparedness
1. Block Captain Program
2. Fire Fuel Reduction in the Preserve
3. Fire Fuel Reduction in Rolling Hills
4. CWPP Development/Adoption
5. Arborist to support enforcement of Fire Fuel Abatement Ordinance
Utility Undergrounding
1. Crest Road Undergrounding Cal OES grant
2. Eastfield Drive Undergrounding Cal OES grant
3. Assessment District support continuous workshops for neighborhood groups
4. Pursue grants for projects
Drainage
1. Parcel based hydromodification policy development to minimize impacts to surrounding canyons and
downstream parcels
2. Bend Springs capital improvement project feasibility study to include City Hall campus stormwater
discharge
3. Masterplan to eliminate stormwater discharge from the City
Sewer
1. Investigate extension of existing sewer mains into the City of Rolling Hills
2. Design of 8" sewer main along Portuguese Bend Road/Rolling Hills Road to connect with County
truck line on Crenshaw Boulevard
3. Pursue grants for capital improvement projects
Included with this report is a spreadsheet with high level cost estimates for the budget items listed
above.
FISCAL IMPACT:
The preparation of this report is a part of the City's operating budget for Fiscal Year 2019-2020.
It is unknown at this time the impacts the COVID-19 pandemic will have on the City's finances in
future fiscal years. Conservatively, staff anticipates that the revenue level for next fiscal year will be 124
lower than years past. However, if there is an economic downturn, the City stands to benefit from
reduced prices from all sectors including professional services, construction and materials. In this
regard, staff recommends the City Council consider programming projects for the next fiscal year.
RECOMMENDATION:
Staff recommends that the City Council receive and file proposed budget items for Fiscal Year 2020-
2021 developed as a part of the strategic planning workshop from January 2020.
ATTACHMENTS:
StrategicPlanningWorkshopBudgetItems_2020-04-27.xlsx
125
CITY COUNCIL
STRATEGIC PRIORITIES
Proposed Budget Items for Fiscal Year 2020-2021
Wildfire Mitigation/Emergency Preparedness Utility Undergrounding Drainage Sewer
Budget Item Cost Budget Item Cost Budget Item Cost Budget Item Cost
1 Block Captain Program $50,000 Crest Road
Undergrounding -
CalOES grant
City match provided by
Rule 20A purchased
credits
Parcel based
hydromodification policy
development*
$8,000 Investigate extension of
existing sewer mains
into the City of Rolling
Hills
$30,000
2 Fire Fuel Reduction in the
Preserve
$100,000 Eastfield
Undergrounding -
CalOES grant
City match provided by
Rule 20A purchased
credits
Bend Springs capital
improvement project
feasibility study to
include City Hall
campus*
$80,000 Design of 8" sewer main
along Portuguese Bend
Road/Rolling Hills Road
to connect with County
truck line on Cresshaw
Blvd.
$90,000
3 Fire Fuel Reduction in
Rolling Hills in the areas
adjacent to the Preserve
$50,000 Assessment District
Project Support -
workshops for
neighborhood groups
and supple technical
experts for Q/A
$15,000 Masterplan: eliminate
stormwater discharge
from the City*
$50,000 Pursue grants for capital
improvement projects
$20,000
4 CWPP -
Development/Adoption
$5,000 Pursue grants for
projects
$10,000
5 Arborist to support
enforcement of Fire Fuel
Abatement
$5,000
$210,000 $25,000 *Eligible to use Measure
W local returns
$138,000 $140,000
Grand Total $513,000
126
Agenda Item No.: 9.A
Mtg. Date: 04/27/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:ELAINE JENG, CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:CONSIDER REQUEST FROM MAYOR JEFF PIEPER TO DISCUSS
TIMING FOR RE-OPENING ROLLING HILLS CITY HALL TO THE
PUBLIC.
DATE:April 27, 2020
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
None.
ATTACHMENTS:
127