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CL_AGN_230227_CC_AgendaPacket_F_A1.CALL TO ORDER 2.ROLL CALL 3.PLEDGE OF ALLEGIANCE 4.PRESENTATIONS/PROCLAMATIONS/ANNOUNCEMENTS 5.APPROVE ORDER OF THE AGENDA This is the appropriate time for the Mayor or Councilmembers to approve the agenda as is or reorder. 6.BLUE FOLDER ITEMS (SUPPLEMENTAL) Blue folder (supplemental) items are additional back up materials to administrative reports, changes to the posted agenda packet, and/or public comments received after the printing and distribution of the agenda packet for receive and file. 6.A.FOR BLUE FOLDER DOCUMENTS APPROVED AT THE CITY COUNCIL MEETING RECOMMENDATION: Approved 7.PUBLIC COMMENT ON NON-AGENDA ITEMS This is the appropriate time for members of the public to make comments regarding items not listed on this agenda. Pursuant to the Brown Act, no action will take place on any items not on the agenda. 8.CONSENT CALENDAR 2 PORTUGUESE BEND ROAD ROLLING HILLS, CA 90274 (310) 377-1521 AGENDA Regular City Council Meeting CITY COUNCIL Monday, February 27, 2023 CITY OF ROLLING HILLS 7:00 PM The meeting agenda is available on the City’s website. The City Council meeting will be live-streamed on the City’s website. Both the agenda and the live-streamed video can be found here: https://www.rolling-hills.org/government/agenda/index.php Members of the public may submit written comments in real-time by emailing the City Clerk’s office at cityclerk@cityofrh.net. Your comments will become part of the official meeting record. You must provide your full name, but please do not provide any other personal information that you do not want to be published. Recordings to City Council meetings can be found here: https://www.rolling-hills.org/government/agenda/index.php Next Resolution No. 1329 Next Ordinance No. 383 CL_AGN_230227_CC_BlueFolderItem_7.pdf CL_AGN_230227_CC_BlueFolderItem_8C.pdf CL_AGN_230227_CC_BlueFolderItem_8D.pdf CL_AGN_230227_CC_BlueFolderItem_12A.pdf 1 Business items, except those formally noticed for public hearing, or those pulled for discussion are assigned to the Consent Calendar. The Mayor or any Councilmember may request that any Consent Calendar item(s) be removed, discussed, and acted upon separately. Items removed from the Consent Calendar will be taken up under the "Excluded Consent Calendar" section below. Those items remaining on the Consent Calendar will be approved in one motion. The Mayor will call on anyone wishing to address the City Council on any Consent Calendar item on the agenda, which has not been pulled by Councilmembers for discussion. 8.A.APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF FEBRUARY 27, 2023 RECOMMENDATION: Approve. 8.B.APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER READING OF ALL ORDINANCES AND RESOLUTIONS LISTED ON THE AGENDA RECOMMENDATION: Approve. 8.C.APPROVE THE FOLLOWING CITY COUNCIL MINUTES: FEBRUARY 13, 2023 RECOMMENDATION: Approve as presented. 8.D.PAYMENT OF BILLS. RECOMMENDATION: Approve as presented. 8.E.REPUBLIC SERVICES RECYCLING TONNAGE REPORT FOR JANUARY 2023 RECOMMENDATION: Receive and file. 8.F.RECEIVE AND FILE REPORT ON THE FINANCE/BUDGET/AUDIT COMMITTEE MEETING OF FEBRUARY 13, 2023 RECOMMENDATION: Receive and file. 8.G.RECEIVE AND FILE PAST ADMINISTRATIVE REPORTS RELATING TO THE CITY HALL CAMPUS EMERGENCY POWER PROJECT RECOMMENDATION: Receive and file. 8.H.CONSIDER AND APPROVE THE PLANNED EXPENDITURES FOR FISCAL YEAR 2023-2024 SAFE, CLEAN WATER (MEASURE W) MUNICIPAL PROGRAM FUNDS FOR SUBMISSION TO LOS ANGELES COUNTY FLOOD CONTROL DISTRICT RECOMMENDATION: Approve as presented. 9.EXCLUDED CONSENT CALENDAR ITEMS 10.COMMISSION ITEMS CL_AGN_230227_CC_AffidavitofPosting.pdf CL_MIN_230213_CC_F.pdf CL_MIN_230213_CC_F_A.pdf CL_AGN_230227_CC_PaymentOfBills.pdf CL_AGN_230227_CC_PaymentOfBills_E.pdf VC_REP_230221_January_YTD_TonnageReport.pdf CL_AGN_220214_CC_Item12B_Solar_Generator.pdf CL_AGN_211122_CC_Item4G_Solar_Generator.pdf CL_AGN_210524_CC_Item9B_Solar_Generator.pdf CL_AGN_230227_CC_2023-24_SCW_Expenditure_Budget(FinalDraft).pdf 2 11.PUBLIC HEARINGS 12.OLD BUSINESS 12.A.CONSIDER REPAIR OPTIONS PROPOSED BY EC CONSTRUCTION TO ADDRESS SINKHOLE NEAR 1 MIDDLERIDGE LANE SOUTH AND PROVIDE DIRECTION TO STAFF RECOMMENDATION: Provide direction to staff. 12.B.DISCUSSION ON THE REPLACEMENT OF THE THREE RAIL FENCE, LOCATED ADJACENT TO PORTUGUESE BEND ROAD NEAR THE MAIN GATE AND FUTURE CAMPUS LANDSCAPING PLAN RECOMMENDATION: Provide direction to staff. 13.NEW BUSINESS 13.A.APPROVE AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE A LEASE AGREEMENT WITH CBE OFFICE SOLUTIONS FOR A UNITED STATES POSTAL SERVICE COMPLIANT PITNEY BOWES SENDPRO C-AUTO 95 POSTAGE MACHINE; APPROVE AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH CBE OFFICE SOLUTIONS TO PURCHASE A DIGITAL COLOR SYSTEM (COPIER / PRINTER / SCANNER) AND SIGN A MAINTENANCE SERVICE AGREEMENT RECOMMENDATION: Approve as presented. 13.B.RECEIVE AND FILE A POTENTIAL FINANCING PLAN FOR CITY HALL ADA IMPROVEMENTS CONSTRUCTION RECOMMENDATION: Receive and file. 14.MATTERS FROM THE CITY COUNCIL 14.A.DISCUSS FAA'S TWO NEW DEPARTURE PROCEDURES OPPOSED BY THE RPV AND LAWA (WILSON) RECOMMENDATION: Provide direction to staff. 15.MATTERS FROM STAFF 16.RECESS TO CLOSED SESSION PW_DRA_230207_MiddleridgeLnSystem_ECC_Estimate_Lining_A.pdf PW_DRA_230201_1MiddleridgeLnS_Sinkhole_ECC_Estimate_CMP.pdf PW_DRA_230223_1MiddleridgeLnS_Sinkhole_ECC_Estimate_Lining_Rev2.pdf CL_AGN_230227_CC_CBE_PitneyBowes_Proposal.pdf CL_AGN_230227_CC_PitneyBowes_SendProC-Auto_USMI_Info.pdf CL_AGN_230227_CC_CBE_Sharp_CopierUpgrade_Proposal.pdf CL_AGN_230227_CC_SharpCDS_Info.pdf CL_AGN_230227_CC_CBE_PitneyBowes_ServiceAgreement.pdf CL_AGN_230227_CC_CBE_Sharp_CopierUpgrade_PurchaseServiceAgreement.pdf CL_AGN_CC_230227_RPV_Council_Letter_to_FAA.pdf CL_AGN_CC_230227_RPV_Report_without_Attach_A_C.pdf 3 16.A.CONFERENCE WITH LABOR NEGOTIATOR GOVERNMENT CODE SECTION 54957.6 CITY'S DESIGNATED REPRESENTATIVE: MAYOR PATRICK WILSON UNREPRESENTED EMPLOYEE: CITY MANAGER ELAINE JENG RECOMMENDATION: None. 17.RECONVENE TO OPEN SESSION 18.ADJOURNMENT This meeting will be adjourned in memory of Rolling Hills Resident Lisa Hansen, Chair of the Norris Foundation. The next regular meeting: Monday, March 13, 2023 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.: 6.A Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:FOR BLUE FOLDER DOCUMENTS APPROVED AT THE CITY COUNCIL MEETING DATE:February 27, 2023 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approved. ATTACHMENTS: CL_AGN_230227_CC_BlueFolderItem_7.pdf CL_AGN_230227_CC_BlueFolderItem_8C.pdf CL_AGN_230227_CC_BlueFolderItem_8D.pdf CL_AGN_230227_CC_BlueFolderItem_12A.pdf 5 BLUE FOLDER ITEM (SUPPLEMENTAL) Blue folder (supplemental) items are additional back up materials to administrative reports, changes to the posted agenda packet, and/or public comments received after the printing and distribution of the agenda packet for receive and file. CITY COUNCIL MEETING February 27, 2023 7. PUBLIC COMMENT ON NON-AGENDA ITEMS FROM: CHRISTIAN HORVATH, CITY CLERK/EXECUTIVE ASSISTANT TO THE CITY MANAGER CL_AGN_230227_CC_PublicComment01_BCLetter.pdf 6 February 22, 2023 Dear Honorable Mayor and RH City Councilmembers: The Block Captains want the City to ensure all residents can be notified during an emergency evacuation order during a complete power failure, defined as no phone, cell nor internet communications. The sirens remain a viable option to satisfy this concern. The next step for the Outdoor Siren project is for HQE to conduct a sound propagation analysis for $4,195 and verify coverage is sufficient to notify all residents. In addition to verifying coverage is sufficient to notify all residents, we request this step include an updated cost analysis for: • Tone only vs. tone and intelligible voice; • Siren poles vs. poles with camouflaged tree facade coverings; • 30’ or 50’ poles, if applicable; • Ongoing maintenance costs We respectfully request the City Council: 1. Withdraw the hold on the project; 2. Finish the sound propagation analysis with updated implementation costs; 3. Vote YES or NO; 4. If YES, then gauge the interest of other cities, investigate grants, and determine the timing of implementation. This project was initiated over 18 months ago in 2021. We do not want the Outdoor Siren Project to be unnecessarily delayed when the City Council has not yet voted on the viability of outdoor sirens for Rolling Hills’ residents. We request the Council complete the phase in a timely manner. We do not want the Outdoor Siren project to be like the backup generator project, which has been going on for 4+ years with no resolution. Respectfully submitted, 7 Page 2 – Letter to Rolling Hills City Council dated February 23, 2023 Block Captains/Support Team Arlene Honbo, Portuguese Bend Road Gene Honbo, Portuguese Bend Road Marian Visco, Cinchring Road Debra Shrader, Saddleback Road Marita Geraghty, Southfield Drive Kathy Patman, Chuckwagon Road Dorothy Vinter, Georgeff Road Kathleen Hughes, Caballeros Road Carol Marrone, Southfield Drive Judith Haenel, Eastfield Drive Leslie Stetson, Saddleback Road Maureen Hill, Cinchring Road Chris Linton, Pine Tree Lane Nancy Hoffman, Packsaddle Road West Doris Tse, Saddleback Road Danielle Puhl, Lower Blackwater Canyon Road Jonathan Beutler, Portuguese Bend Road Kay Lupo, Georgeff Road Ed Swart, Meadowlark Lane Rae Walker, Wagon Lane Arun Bhumitra, Buggy Whip Drive Susan Collida, Ringbit Road West Nicole Tangen, Johns Canyon Road Clint Patterson, Georgeff Road Tony Mian, Palos Verdes Drive North Kelly Cook, Ringbit Road West Melissa McNabb, Quail Ridge South Sandy Sherman, Crest Road East Michael Sherman, Crest Road East Pam Crane, Caballeros Road Michele Mottola, Flying Mane Road Diane Montalto, Quail Ridge South Residents Don Crocker, Cinchring Road Ron Sommers, Poppy Trail 8 BLUE FOLDER ITEM (SUPPLEMENTAL) Blue folder (supplemental) items are additional back up materials to administrative reports, changes to the posted agenda packet, and/or public comments received after the printing and distribution of the agenda packet for receive and file. CITY COUNCIL MEETING February 27, 2023 8.C APPROVE THE FOLLOWING CITY COUNCIL MINUTES: FEBRUARY 13, 2023 FROM: CHRISTIAN HORVATH, CITY CLERK/EXECUTIVE ASSISTANT TO THE CITY MANAGER CL_MIN_230213_CC_F_A.pdf 9 BLUE FOLDER ITEM (SUPPLEMENTAL) Blue folder (supplemental) items are additional back up materials to administrative reports, changes to the posted agenda packet, and/or public comments received after the printing and distribution of the agenda packet for receive and file. CITY COUNCIL MEETING February 27, 2023 8.D PAYMENT OF BILLS FROM: CHRISTIAN HORVATH, CITY CLERK/EXECUTIVE ASSISTANT TO THE CITY MANAGER CL_AGN_230227_CC_PaymentOfBills_E.pdf 10 BLUE FOLDER ITEM (SUPPLEMENTAL) Blue folder (supplemental) items are additional back up materials to administrative reports, changes to the posted agenda packet, and/or public comments received after the printing and distribution of the agenda packet for receive and file. CITY COUNCIL MEETING February 27, 2023 12.A CONSIDER REPAIR OPTIONS PROPOSED BY EC CONSTRUCTION TO ADDRESS SINKHOLE NEAR 1 MIDDLERIDGE LANE SOUTH AND PROVIDE DIRECTION TO STAFF FROM: CHRISTIAN HORVATH, CITY CLERK/EXECUTIVE ASSISTANT TO THE CITY MANAGER PW_DRA_230223_1MiddleridgeLnS_Sinkhole_ECC_Estimate_Lining_Rev2.pdf 11 Agenda Item No.: 8.A Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF FEBRUARY 27, 2023 DATE:February 27, 2023 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve. ATTACHMENTS: CL_AGN_230227_CC_AffidavitofPosting.pdf 12 Administrative Report 8.A., File # 1666 Meeting Date: 02/27 /202 3 To: MAYOR & CITY COUNCIL From: Christian Horvath, City Clerk TITLE APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF FEBRUARY 27, 202 3 EXECUTIVE SUMMARY STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF ROLLING HILLS ) AFFIDAVIT OF POSTING In compliance with the Brown Act, the following materials have been posted at the locations below. Legislative Body City Council Posting Type Regular Meeting Agenda Posting Location 2 Portuguese Bend Road, Rolling Hills, CA 90274 City Hall Window City Website: https://www.rolling-hills.org/government/agenda/index.php https://www.rolling-hills.org/government/city_council/city_council_archive_agendas/index.php Meeting Date & Time February 27 , 2023 7:00pm Open Session As City Clerk of the City of Rolling Hills, I declare under penalty of perjury, the document noted above was posted at the date displayed below. Christian Horvath, City Clerk Date: February 24, 2023 13 Agenda Item No.: 8.B Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER READING OF ALL ORDINANCES AND RESOLUTIONS LISTED ON THE AGENDA DATE:February 27, 2023 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve. ATTACHMENTS: 14 Agenda Item No.: 8.C Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:APPROVE THE FOLLOWING CITY COUNCIL MINUTES: FEBRUARY 13, 2023 DATE:February 27, 2023 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve as presented. ATTACHMENTS: CL_MIN_230213_CC_F.pdf CL_MIN_230213_CC_F_A.pdf 15 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 1 Minutes Rolling Hills City Council Mon day, February 13, 202 3 Regular Meeting 7:00 p.m. 1. CALL TO ORDER The City Council of the City of Rolling Hills met in person on the above date at 7:02 p.m. Mayor Wilson presiding. 2. ROLL CALL Councilmembers Present: Dieringer, Pieper, Mayor Pro Tem Mirsch, Mayor Wilson Councilmembers Absent: None Staff Present: Elaine Jeng , City Manager Christian Horvath, City Clerk / Executive Assistant to the City Manager John Signo, Planning & Community Services Director Robert Samario, Finance Director Pat Donegan, City Attorney 3. PLEDGE OF ALLEGIANCE – Mayor Wilson 4. PRESENTATIONS/PROCLAMATIONS/ANNOUNCEMENTS – NONE 5. APPROVE ORDER OF THE AGENDA Without objection, Mayor Wilson moved Item 13.A to just after the Consent Calendar. 6. BLUE FOLDER ITEMS (SUPPLEMENTAL) Motion by Councilmember Pieper, seconded by Councilmember Black to receive and file Blue Folder Items for 8G and 12B. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 7. PUBLI C COMMENT ON NON-AGENDA ITEMS Public Comment: Beth Howell, Judy Martin, Sue Breiholz Mayor Wilson requested agendizing a discussion regarding the 3-rail fence and campus landscape design for the February 27, 2023 City Council meeting. 8. CONSENT CALENDAR 8.A. APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF FEBRUARY 13, 2023 8.B. APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER READING OF ALL ORDINANCES AND RESOLUTIONS LISTED ON THE AGENDA 16 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 2 8.C. APPROVE THE FOLLOWING CITY COUNCIL MINUTES: JANUARY 23, 2023 8.D. PAYMENT OF BILLS 8.E. ADOPT BY RESOLUTION NO. 1325 AUTHORIZING A BUDGET MODIFICATION OF $23,670; APPROVE AN AMENDED AGREEMENT WITH NV5 TO PHASE THE 8” SEWER MAIN ENGINEERING PLANS FOR $23,670 AND AUTHORIZE THE CITY MANAGER TO EXECUTE 8.F. ADOPT BY RESOLUTION NO. 1326 AUTHORIZING A BUDGET MODIFICATION OF $5,000 FOR BOLTON ENGINEERING FOR THE TENNIS COURT ADA IMPROVEMENT PROJECT 8.G. PULLED BY COUNCILMEMBER DIERINGER 8.H. PULLED BY COUNCILMEMBER DIERINGER 8.I. PULLED BY COUNCILMEMBER DIERINGER Motion by Councilmember Pieper, seconded by Councilmember Dieringer to approve Consent Calendar except Items 8G, 8H and 8I. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 9. EXCLUDED CONSENT CALENDAR ITEMS 8.G. APPROVE A WELLNESS PROGRAM FOR CITY STAFF Motion by Councilmember Black, seconded by Councilmember Mirsch to approve as presented. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 8.H. APPROVE BENNETT LANDSCAPING PROPOSALS TO REPAIR AND REPLACE ONE PRESSURE REGULATOR AND LEAKY VALVE, CORRECT IRRIGATION ISSUES, PROVIDE GOPHER ABATEMENT, LANDSCAPE DESIGN, TREE REMOVAL, AND LANDSCAPE IMPROVEMENTS Public Comment: Sean Bennett Motion by Councilmember Black, seconded by Councilmember Dieringer to approve as presented. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None Motion by Councilmember Dieringer, seconded by Councilmember Black for reconsideration amending the original motion to include direction to the City Manager regarding checking with Cal Water about potential no-cost turf replacement programs. Motion carried unanimously with the following vote: 17 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 3 AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 8.I. RECEIVE AND FILE A PRESENTATION OF THREE SELECTED LOCATIONS FOR THE OUTDOOR SIREN PROJECT TO PERFORM SOUND PROPAGATION ANALYSIS AND APPROVE AMENDED AGREEMENT WITH HQE IN THE AMOUNT OF $4,195 Councilmember Dieringer provided materials and a proposal from Genasys, another siren vendor. Motion by Councilmember Pieper, seconded by Councilmember Black to receive and file. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None Public Comment: Arlene Honbo, Sue Breiholz Motion by Councilmember Pieper, seconded by Councilmember Black to table this item until the March 13, 2023 City Council meeting and direct the City Manager to give a report on the City of Rolling Hills’ progress thus far related to the Siren project with HQE and gauge interest from the other Peninsula cities at the March 9, 2023 Peninsula Public Safety Committee. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 10. COMMISSION ITEMS – NONE 11. PUBLIC HEARINGS – NONE 13. NEW BUSINESS 13.A. FISCAL YEAR 2022/23 MID-YEAR REPORT FOR THE SIX MONTHS ENDED DECEMBER 31, 2022 Presentation by Finance Director Robert Samario Public Comment: Arlene Honbo Motion by Councilmember Pieper, seconded by Mayor Pro Tem Mirsch to receive and file. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 12. OLD BUSINESS 12.A. CONSIDER AND APPROVE THE UPDATED CITY COUNCIL COMMITTEE ASSIGNMENTS FOR 2023 18 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 4 Presentation by City Clerk / Executive Assistant to the City Manager Christian Horvath Motion by Councilmember Black, seconded by Councilmember Dieringer to add Councilmember Dieringer as a delegate to the South Bay Cities Council of Governments. Motion failed with the following vote: AYES: Black, Dieringer NOES: Pieper, Mirsch, Mayor Wilson ABSENT: None Motion by Councilmember Black, seconded by Mayor Pro Tem Mirsch to put Councilmember Black on the Personnel Committee. Motion carried with the following vote: AYES: Black, Pieper, Mirsch NOES: Dieringer, Mayor Wilson ABSENT: None Motion by Councilmember Black, seconded by Mayor Pro Tem Mirsch to put Mayor Pro Tem Mirsch on the Personnel Committee. Motion carried with the following vote: AYES: Black, Pieper, Mirsch, Mayor Wilson NOES: Dieringer ABSENT: None Motion by Councilmember Black, seconded by Councilmember Dieringer to put Councilmember Dieringer on the Fire Fuel Reduction Ad Hoc Committee. Motion carried with the following vote: AYES: Black, Pieper, Dieringer NOES: Mirsch, Mayor Wilson ABSENT: None Motion by Councilmember Black, seconded by Councilmember Dieringer to put Mayor Pro Tem Mirsch on the Fire Fuel Reduction Ad Hoc Committee. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None Motion by Councilmember Dieringer, seconded by Mayor Wilson to add Councilmember Dieringer as the alternate to the South Bay Cities Council of Governmen ts. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None Motion by Councilmember Pieper, seconded by Councilmember Black to approve all else as presented but remove Councilmember Dieringer as an alternate on Southern California Association of Governments. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 19 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 5 12.B. ACCEPT BID PROPOSAL FROM EC CONSTRUCTION FOR EMERGENCY STORM DRAIN REPAIR AT 1 MIDDLERIDGE LANE SOUTH; ADOPT BY RESOLUTION NO. 1327 AP PROVING THE EMERGENCY WORK; ADOPT BY RESOLUTION NO. 1328 AUTHORIZING A BUDGET MODIFICATION OF $38,640; DIRECT THE CITY ATTORNEY TO FINALIZE A CONSTRUCTION CONTRACT; AND AUTHORIZE THE CITY MANAGER TO EXECUTE; RECEIVE AND FILE ENGINEERING DESIGN PROPOSAL FROM ONWARD ENGINEERING Presentation by City Manager Elaine Jeng Motion by Mayor Pro Tem Mirsch, seconded by Councilmember Pieper to direct staff to work with EC Construction to bring back an agreement and resolution for the 600 linear square feet of lining; and request that a representative from EC Construction attend the February 27, 2023 City Council meeting. Motion carried with the following vote: AYES: Dieringer, Pieper, Mirsch, Mayor Wilson NOES: Black ABSENT: None 12.C. RECEIVE AND FILE A TECHNICAL MEMORANDUM FROM PACIFIC ARCHITECTURE AND ENGINEERING INC., ON OPTIONS TO REPLACE THE EXISTING CITY HALL CAMPUS EMERGENCY STANDBY DIESEL GENERATOR AND PROVIDE DIRECTION TO STAFF. Presentation by City Manager Elaine Jeng Motion by Councilmember Pieper, seconded by Councilmember Dieringer to table this item and allow Councilmember Pieper time to speak with the Rolling Hills Community Association president. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 13. NEW BUSINESS 13.B. APPROVAL OF PROFESSIONAL SERVICES AGREEMENT FOR DRONE SERVICES WITH SKY LADDER DRONES Presentation by City Manager Elaine Jeng Motion by Councilmember Pieper, seconded by Councilmember Dieringer to receive and file. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 14. MATTERS FROM THE CITY COUNCIL 14.A. DISCUSS CALL FOR SERVICE EMAILS GENERATED BY THE LOS ANGELES COUNTY SHERIFF'S DEPARTMENT (COUNCILMEMBER JEFF PIEPER) 20 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 6 Motion by Councilmember Pieper, seconded by Mayor Pro Tem Mirsch to ask the Los Angeles County Sheriff’s Department to only send notification emails when a crime is reported. Motion unanimously with the following vote: AYES: Black, Pieper, Mirsch, Mayor Wilson NOES: Dieringer ABSENT: None 14.B. DISCUSS AND PROVIDE DIRECTION REGARDING SOUTH BAY CITIES COUNCIL OF GOVERNMENTS PROPOSAL TO INCREASE DUES BASED ON THREE POTENTIAL SCENARIOS (COUNCILMEMBER DIERINGER) No Action taken. 15. MATTERS FROM STAFF – NONE 16. RECESS TO CLOSED SESSION – 10:41 P.M. 16.A. CONFERENCE WITH LABOR NEGOTIATOR GOVERNMENT CODE SECTION 54957.6 CITY'S DESIGNATED REPRESENTATIVE: MAYOR PATRICK WILSON UNREPRESENTED EMPLOYEE: CITY MANAGER ELAINE JENG 17. RECONVENE TO OPEN SESSION – 11:39 P.M. 18. ADJOURNMENT: 11:39 P.M. The meeting was adjourned at 11:39 p.m on February 13, 2023. The next regular adjourned meeting of the City Council is scheduled to be held on Mon day, February 27, 2023 beginning at 7:00 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. It will also be available via City’s website link at: https://www.rolling-hills.org/government/agenda/index.php All written comments submitted are included in the record and available for public review on the City website. Respectfully submitted, ____________________________________ Christian Horvath, City Clerk Approved, ____________________________________ Patrick Wilson, Mayor 21 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 1 Minutes Rolling Hills City Council Mon day, February 13, 2023 Regular Meeting 7:00 p.m. 1. CALL TO ORDER The City Council of the City of Rolling Hills met in person on the above date at 7:02 p.m. Mayor Wilson presiding. 2. ROLL CALL Councilmembers Present: Dieringer, Pieper, Mayor Pro Tem Mirsch, Mayor Wilson Councilmembers Absent: None Staff Present: Elaine Jeng, City Manager Christian Horvath, City Clerk / Executive Assistant to the City Manager John Signo, Planning & Community Services Director Robert Samario, Finance Director Pat Donegan, City Attorney 3. PLEDGE OF ALLEGIANCE – Mayor Wilson 4. PRESENTATIONS/PROCLAMATIONS/ANNOUNCEMENTS – NONE 5. APPROVE ORDER OF THE AGENDA Without objection, Mayor Wilson moved Item 13.A to just after the Consent Calendar. 6. BLUE FOLDER ITEMS (SUPPLEMENTAL) Motion by Councilmember Pieper, seconded by Councilmember Black to receive and file Blue Folder Items for 8G and 12B. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 7. PUBLI C COMMENT ON NON-AGENDA ITEMS Public Comment: Beth Howell, Judy Martin, Sue Breiholz Mayor Wilson requested agendizing a discussion regarding the 3-rail fence and campus landscape design for the February 27, 2023 City Council meeting. 8. CONSENT CALENDAR 8.A. APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF FEBRUARY 13, 2023 8.B. APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER READING OF ALL ORDINANCES AND RESOLUTIONS LISTED ON THE AGENDA 22 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 2 8.C. APPROVE THE FOLLOWING CITY COUNCIL MINUTES: JANUARY 23, 2023 8.D. PAYMENT OF BILLS 8.E. ADOPT BY RESOLUTION NO. 1325 AUTHORIZING A BUDGET MODIFICATION OF $23,670; APPROVE AN AMENDED AGREEMENT WITH NV5 TO PHASE THE 8” SEWER MAIN ENGINEERING PLANS FOR $23,670 AND AUTHORIZE THE CITY MANAGER TO EXECUTE 8.F. ADOPT BY RESOLUTION NO. 1326 AUTHORIZING A BUDGET MODIFICATION OF $5,000 FOR BOLTON ENGINEERING FOR THE TENNIS COURT ADA IMPROVEMENT PROJECT 8.G. PULLED BY COUNCILMEMBER DIERINGER 8.H. PULLED BY COUNCILMEMBER DIERINGER 8.I. PULLED BY COUNCILMEMBER DIERINGER Motion by Councilmember Pieper, seconded by Councilmember Dieringer to approve Consent Calendar except Items 8G, 8H and 8I. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 9. EXCLUDED CONSENT CALENDAR ITEMS 8.G. APPROVE A WELLNESS PROGRAM FOR CITY STAFF Motion by Councilmember Black, seconded by Councilmember Mirsch to approve as presented. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 8.H. APPROVE BENNETT LANDSCAPING PROPOSALS TO REPAIR AND REPLACE ONE PRESSURE REGULATOR AND LEAKY VALVE, CORRECT IRRIGATION ISSUES, PROVIDE GOPHER ABATEMENT, LANDSCAPE DESIGN, TREE REMOVAL, AND LANDSCAPE IMPROVEMENTS Public Comment: Sean Bennett Motion by Councilmember Black, seconded by Councilmember Dieringer to approve as presented. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None Motion by Councilmember Dieringer, seconded by Councilmember Black for reconsideration amending the original motion to include direction to the City Manager regarding checking with Cal Water about potential no-cost turf replacement programs. Motion carried unanimously with the following vote: 23 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 3 AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 8.I. RECEIVE AND FILE A PRESENTATION OF THREE SELECTED LOCATIONS FOR THE OUTDOOR SIREN PROJECT TO PERFORM SOUND PROPAGATION ANALYSIS AND APPROVE AMENDED AGREEMENT WITH HQE IN THE AMOUNT OF $4,195 Councilmember Dieringer provided materials and a proposal from Genasys, another siren vendor. Motion by Councilmember Pieper, seconded by Councilmember Black to receive and file. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None Public Comment: Arlene Honbo, Sue Breiholz Motion by Councilmember Pieper, seconded by Councilmember Black to table this item until the March 13, 2023 City Council meeting and direct the City Manager to give a report on the City of Rolling Hills’ progress thus far related to the Siren project with HQE and gauge interest from the other Peninsula cities at the March 9, 2023 Peninsula Public Safety Committee. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 10. COMMISSION ITEMS – NONE 11. PUBLIC HEARINGS – NONE 13. NEW BUSINESS 13.A. FISCAL YEAR 2022/23 MID-YEAR REPORT FOR THE SIX MONTHS ENDED DECEMBER 31, 2022 Presentation by Finance Director Robert Samario Public Comment: Arlene Honbo Motion by Councilmember Pieper, seconded by Mayor Pro Tem Mirsch to receive and file. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 12. OLD BUSINESS 12.A. CONSIDER AND APPROVE THE UPDATED CITY COUNCIL COMMITTEE ASSIGNMENTS FOR 2023 24 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 4 Presentation by City Clerk / Executive Assistant to the City Manager Christian Horvath Motion by Councilmember Black, seconded by Councilmember Dieringer to add Councilmember Dieringer as a delegate to the South Bay Cities Council of Governments. Motion failed with the following vote: AYES: Black, Dieringer NOES: Pieper, Mirsch, Mayor Wilson ABSENT: None Motion by Councilmember Black, seconded by Mayor Pro Tem Mirsch to put Councilmember Black on the Personnel Committee. Motion carried with the following vote: AYES: Black, Pieper, Mirsch NOES: Dieringer, Mayor Wilson ABSENT: None Motion by Councilmember Black, seconded by Mayor Pro Tem Mirsch to put Mayor Pro Tem Mirsch on the Personnel Committee. Motion carried with the following vote: AYES: Black, Pieper, Mirsch, Mayor Wilson NOES: Dieringer ABSENT: None Motion by Councilmember Black, seconded by Councilmember Dieringer to put Councilmember Dieringer on the Fire Fuel Reduction Ad Hoc Committee. Motion carried with the following vote: AYES: Black, Pieper, Dieringer NOES: Mirsch, Mayor Wilson ABSENT: None Motion by Councilmember Black, seconded by Councilmember Dieringer to put Mayor Pro Tem Mirsch on the Fire Fuel Reduction Ad Hoc Committee. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None Motion by Councilmember Dieringer, seconded by Mayor Wilson to add Councilmember Dieringer as the alternate to the South Bay Cities Council of Governments. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None Motion by Councilmember Pieper, seconded by Councilmember Black to approve all else as presented but remove Councilmember Dieringer as an alternate on Southern California Association of Governments. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 25 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 5 12.B. ACCEPT BID PROPOSAL FROM EC CONSTRUCTION FOR EMERGENCY STORM DRAIN REPAIR AT 1 MIDDLERIDGE LANE SOUTH; ADOPT BY RESOLUTION NO. 1327 APPROVING THE EMERGENCY WORK; ADOPT BY RESOLUTION NO. 1328 AUTHORIZING A BUDGET MODIFICATION OF $38,640; DIRECT THE CITY ATTORNEY TO FINALIZE A CONSTRUCTION CONTRACT; AND AUTHORIZE THE CITY MANAGER TO EXECUTE; RECEIVE AND FILE ENGINEERING DESIGN PROPOSAL FROM ONWARD ENGINEERING Presentation by City Manager Elaine Jeng Motion by Mayor Pro Tem Mirsch , seconded by Councilmember Pieper to direct staff to work with EC Construction to bring back an agreement and resolution for the 600 linear square feet of lining; and request that a representative from EC Construction attend the February 27, 2023 City Council meeting. Motion carried with the following vote: AYES: Dieringer, Pieper, Mirsch, Mayor Wilson NOES: Black ABSENT: None 12.C. RECEIVE AND FILE A TECHNICAL MEMORANDUM FROM PACIFIC ARCHITECTURE AND ENGINEERING INC., ON OPTIONS TO REPLACE THE EXISTING CITY HALL CAMPUS EMERGENCY STANDBY DIESEL GENERATOR AND PROVIDE DIRECTION TO STAFF. Presentation by City Manager Elaine Jeng Motion by Councilmember Pieper, seconded by Councilmember Dieringer to table this item and allow Councilmember Pieper time to speak with the Rolling Hills Community Association president. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 13. NEW BUSINESS 13.B. APPROVAL OF PROFESSIONAL SERVICES AGREEMENT FOR DRONE SERVICES WITH SKY LADDER DRONES Presentation by City Manager Elaine Jeng Motion by Councilmember Pieper, seconded by Councilmember Dieringer to receive and file. Motion carried unanimously with the following vote: AYES: Black, Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: None 14. MATTERS FROM THE CITY COUNCIL 14.A. DISCUSS CALL FOR SERVICE EMAILS GENERATED BY THE LOS ANGELES COUNTY SHERIFF'S DEPARTMENT (COUNCILMEMBER JEFF PIEPER) 26 MINUTES – CITY COUNCIL MEETING Monday, February 13, 2023 Page 6 Motion by Councilmember Pieper, seconded by Mayor Pro Tem Mirsch to ask the Los Angeles County Sheriff’s Department to only send notification emails when a crime is reported. Motion carried with the following vote: AYES: Black, Pieper, Mirsch, Mayor Wilson NOES: Dieringer ABSENT: None 14.B. DISCUSS AND PROVIDE DIRECTION REGARDING SOUTH BAY CITIES COUNCIL OF GOVERNMENTS PROPOSAL TO INCREASE DUES BASED ON THREE POTENTIAL SCENARIOS (COUNCILMEMBER DIERINGER) No Action taken. 15. MATTERS FROM STAFF – NONE 16. RECESS TO CLOSED SESSION – 10:41 P.M. 16.A. CONFERENCE WITH LABOR NEGOTIATOR GOVERNMENT CO DE SECTION 54957.6 CITY'S DESIGNATED REPRESENTATIVE: MAYOR PATRICK WILSON UNREPRESENTED EMPLOYEE: CITY MANAGER ELAINE JENG 17. RECONVENE TO OPEN SESSION – 11:39 P.M. 18. ADJOURNMENT : 11:39 P.M. The meeting was adjourned at 11:39 p.m on February 13, 2023. The next regular adjourned meeting of the City Council is scheduled to be held on Mon day, February 27, 2023 beginning at 7:00 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. It will also be available via City’s website link at: https://www.rolling-hills.org/government/agenda/index.php All written comments submitted are included in the record and available for public review on the City website. Respectfully submitted, ____________________________________ Christian Horvath, City Clerk Approved, ____________________________________ Patrick Wilson, Mayor 27 Agenda Item No.: 8.D Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:PAYMENT OF BILLS. DATE:February 27, 2023 BACKGROUND: A final Payment of Bills with the City Manager's signature will be Blue Foldered at the February 27, 2023 Council Meeting. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve as presented. ATTACHMENTS: CL_AGN_230227_CC_PaymentOfBills.pdf CL_AGN_230227_CC_PaymentOfBills_E.pdf 28 Check No.Check Date Payee Description Amount 028005 2/21/2023 4Leaf, Inc.Code Enforcement for January 2023 760.00 028006 2/21/2023 Abila 03-18-2023 - 04-17-2023 Accounting Software 326.80 028007 2/21/2023 Civicplus Online Hosting 1,965.00 028008 2/21/2023 Southern California News Group City Notice 02-02-23 246.24 028008 2/21/2023 Southern California News Group City Notice 02-02-23 260.63 028008 2/21/2023 Southern California News Group City Notice 02-11-23 689.94 028008 2/21/2023 Southern California News Group City Notice 02-09-23 521.28 CHECK TOTAL 1,718.09$ 028009 2/21/2023 Elaine Jeng Meeting Reimbursement 106.72 028009 2/21/2023 Elaine Jeng 01/17/23 City Council Drainage Ad Hoc Lunch Meeting $ 028009 2/21/2023 Elaine Jeng 01/24/23 Peninsula City Manager Monthly Lunch Meeting $ 028009 2/21/2023 Elaine Jeng Meeting and Mileage Reimbursement 336.42 028009 2/21/2023 Elaine Jeng 02/06/23 Meeting with LA County on Capital Improvement Projects $ 028009 2/21/2023 Elaine Jeng 02/08/23 Cal Cities City Managers Conference $ 028009 2/21/2023 Elaine Jeng 02/10/23 Cal Cities City Managers Conference $ 028009 2/21/2023 Elaine Jeng 02/12/23 Super Bowl 5K Employee Wellness Program CHECK TOTAL 443.14$ 028010 2/21/2023 Elite Engineering Contractors Inc C&D Refund 15 Upper Blackwater Cyn Permit 21-04 1,000.00 028011 2/21/2023 Environmental Design Associates Landscape Review Project 2022 MWELO Annual Report 375.00 028012 2/21/2023 Gladwell Governmental Services, Inc.Record Retention Legal Review FY 22-23 300.00 028013 2/21/2023 GWMA Harbor Toxic Cost Share for FY 2023-24 7,315.00 028014 2/21/2023 LA County Sheriff's Department 01-23-23 LMT Traffic Enforcement 1,065.42 028015 2/21/2023 League of California Cities 2023 Cal Cities Membership Dues 1,218.00 028016 2/21/2023 MV CHENG AND ASSOCIATES Monthly Accounting Services January 2023 16,020.00 028017 2/21/2023 NV5, INC.January 2023 Services- CORH-22-11241 Flow Monitoring 1,889.01 028018 2/21/2023 Onward Engineering Public Works Inspection January 2023 962.50 028019 2/21/2023 Orkin Monthly Pest Control January 2023 158.00 028020 2/21/2023 Palos Verdes Security Sys, Inc.CCTV Lease 03-01-2023 to 03-31-2023 168.00 028021 2/21/2023 Race Communications 02/01/23 to 03/01/2023 Internet Services 1,020.00 028022 2/21/2023 City of Rolling Hills Estates 01-09-23 2023 CCCA Legislative Tour So.Bay Cities Dinner 307.08 028023 2/21/2023 Robert Half Temp service week ending 2/10/2023 for Planning 1,448.00 028024 2/21/2023 City of Rancho Palos Verdes 7% of Monthly ALPR Camera Cost 135.36 028025 2/21/2023 Standard Insurance Company August 2022 Life Insurance Policy #161783 Div 0001 225.87 028025 2/21/2023 Standard Insurance Company December 2022 Life Insurance Policy #161783 Div 0001 351.96 028025 2/21/2023 Standard Insurance Company February 2023 Life Insurance Policy 161783 Div 0001 201.30 028025 2/21/2023 Standard Insurance Company January 2023 Life Insurance Policy #161783 Div 0001 267.90 028025 2/21/2023 Standard Insurance Company July 2022 Life Insurance Policy #161783 Div 0001 264.72 028025 2/21/2023 Standard Insurance Company November 2022 Life Insurance Policy #161783 Div 0001 225.87 028025 2/21/2023 Standard Insurance Company October 2022 Life Insurance Policy #161783 Div 0001 225.87 028025 2/21/2023 Standard Insurance Company September2022 Life Insurance Policy #161783 Div 0001 225.87 CHECK TOTAL 1,989.36$ 028026 2/21/2023 Stephens Plumbing Heating & Air Conditioning Plumbing Services 165.00 CITY OF ROLLING HILLS AP23-021 & ACH23-035, 036 & 037 Check Run 02/21/2023 29 Check No.Check Date Payee Description Amount 028027 2/21/2023 Sterling Employee Background Check for January 2023 319.00 028028 2/21/2023 Willdan Inc.Traffic Engineer for December 2022 Proj 105238.00.1002.001 232.50 ACH-175 1/13/2023 CalPERS PERS Retirement for Payroll Ending 01-10-23 3,769.14 ACH-176 1/13/2023 Vantagepoint Transfer Agents - 306580 ICMA for Payroll Ending 01-10-23 5,681.63 ACH-177 2/16/2023 CalPERS PERS ICMA Payroll Ending 01-24-23 3,790.70 ACH-178 1/27/2023 Vantagepoint Transfer Agents - 306580 ICMA Payroll Ending 01-24-23 1,912.49 ACH-179 2/23/2023 California Water Service Co.Water Usage 12-28-22 to 01-27-23 291.43 ACH-180 2/21/2023 California Water Service Co.Water Usage 12-28-22 to 01-27-23 251.02 ACH-181 2/21/2023 Delta Dental Dental Coverage March 2023 1,125.74 ACH-182 2/21/2023 Vision Service Plan - (CA)Vision March Coverage 192.78 PR LINK 2/7/2023 PR LINK - Payroll & PR Taxes PR#3 Payroll Processing Fee PR#3 01/25/2023 - 02/07/2023 59.36 PR LINK 2/7/2023 PR LINK - Payroll & PR Taxes PR#3 Pay Period - PR#3 01/25/2023 - 02/07/2023 27,006.91 85,381.46$ 85,381.46 for the payment of above items. Elaine Jeng, P.E., City Manager I, Elaine Jeng, City Manager of Rolling Hills, California certify that the above demands are accurate and there is available in the General Fund a balance of 30 31 32 Agenda Item No.: 8.E Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:REPUBLIC SERVICES RECYCLING TONNAGE REPORT FOR JANUARY 2023 DATE:February 27, 2023 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Receive and file. ATTACHMENTS: VC_REP_230221_January_YTD_TonnageReport.pdf 33 Year 2023 Franchise Y/N Y Month Commodity Tons Collected Tons Recovered Tons Disposed Diversion % Jan Greenwaste 75.94 75.94 - 100.00% Greenwaste - Free Residential Roll Off Bin 4.76 4.76 - 100.00% Trash 180.77 - 180.77 0.00% Jan Total 261.47 80.70 180.77 30.86% Grand Total 261.47 80.70 180.77 30.86% CITY OF ROLLING HILLS RESIDENTIAL FRANCHISE 2023 Page 1 of 3 34 Page 2 of 3 35 Year 2023 Franchise Y/N N Month Commodity Tons Collected Tons Recovered Tons Disposed Diversion % Jan Recycle 0.41 0.19 0.21 47.92% Trash 68.77 - 68.77 0.00% Organics 0.03 0.01 0.02 20.85% Jan Total 69.20 0.20 69.00 0.29% Grand Total 69.20 0.20 69.00 0.29% CITY OF ROLLING HILLS NON-FRANCHISE 2023 Page 3 of 3 36 Agenda Item No.: 8.F Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ROBERT SAMARIO, FINANCE DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:RECEIVE AND FILE REPORT ON THE FINANCE/BUDGET/AUDIT COMMITTEE MEETING OF FEBRUARY 13, 2023 DATE:February 27, 2023 BACKGROUND: On February 13, 2023, staff met with the Finance/Budget/Audit Committee to begin work on developing a balancing strategy for the General Fund for fiscal year 2023/24. The purpose of this report is to provide the City Council with a recap of that meeting. DISCUSSION: As presented to the City Council on February 13, 2023, the General Fund has a structural budget deficit of $406,071 as of December 31, 2022, based on ongoing revenues $2,507,702 versus ongoing costs total $2,913,773. Staff reviewed General Fund revenues and developed very preliminary 2022/23 fiscal year- end projections. Staff used those projections to develop preliminary revenue projections for FY 2023/2024, which were discussed with the Finance/Budget/Audit (FBA) Committee on February 13. Based on these very preliminary estimates, ongoing revenues total $2,665,880, representing an increase of $91,430 from the current fiscal year. In addition to the revenue increases, staff also presented to the FAB Committee a number of proposed reductions to expenditures totaling $177,973. These include reductions based on recent trends and more thorough understanding of the costs charged to each account. They also include real cuts to expenditures. The combination of increased revenues of $91,430 and proposed expenditure cuts lowers the deficit to $136,668. However, staff identified two expenditure accounts that should be increased, which are considered structural fixes. The first item relates to building services provided by Los Angeles County Public Works Department and Wildan Group. Since building revenue estimates were increased based on prior year results and revenues through the first six months of this fiscal year, a commensurate increase in fees for these services paid to the County is necessary. Accordingly, staff believes it is appropriate to add $150,000 to the expenditure budget for 37 these services. The second item relates to the General Fund transfer to the Refuse Fund which partially subsidizes trash collection/disposal rates charges to City residents. Based on the actual revenue and expenditure results in the Refuse Fund, the General Fund needed to transfer $249,229 in FY 2021/22 to keep the fund balanced. One of the reasons was the incorrect treatment of refundable deposits that were recognized as revenues versus a liability in fiscal year 2021/22. In addition, it appears some parcels that were receiving service were not assessed. As a result, staff suggested adding $63,000 to the FY 2023/24 budgeted transfer from the General Fund to the Refuse Fund as a conservative adjustment to offset the impacts of these items to the Refuse Fund. Based on these two “structural fixes” totaling $213,000, the final projected deficit is back up to $349,668. Lastly, staff presented a schedule summarizing the major cost categories that make up the General Fund expenditure budget for the Finance/Budget/Audit Committee’s consideration in identifying other cuts totaling $349,668 to balance the budget. The FAB Committee will be meeting again on March 9 to continue the discussion and to develop a final recommendation to the City Council for balancing the General Fund budget. FISCAL IMPACT: None. RECOMMENDATION: Receive and file. ATTACHMENTS: 38 Agenda Item No.: 8.G Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:RECEIVE AND FILE PAST ADMINISTRATIVE REPORTS RELATING TO THE CITY HALL CAMPUS EMERGENCY POWER PROJECT DATE:February 27, 2023 BACKGROUND: The current emergency standby generator is outdated and no longer functioning properly. On October 26, 2020, the City Council directed staff to seek professional expertise to assist staff with unit replacement. At the January11, 2021 City Council meeting, City Council approved an amended agreement with Pacific Architecture and Engineering Inc. to assess the existing standby generator for the City Hall campus, provide a report on their findings, and discuss options to replace the existing non-working standby generator. The Final Report was presented to City Council on May 10, 2021 and identified the parameters and constraints for the replacement standby generator/system. Based on a review of the prior 12 months electric bills, it was determined that the existing 75 kw could be replaced with an equivalent sized system that would be sufficient for the current building loads (City Hall and Rolling Hills Community Association (RHCA) Building). At the May 24, 2021 meeting City Council directed staff to: 1) Pursue the Solar Option to replace the existing Emergency Standby Generator, and; 2) Consider leasing portable generator to provide emergency standby power until the Solar option is designed and installed, and; 3) Verify the portable generator could connect to the existing Automatic Transfer Switch (ATS), and; 4) Remove the existing nonfunctioning emergency standby generator, and: 5) Repair the water intrusion problem at the existing generator structure repaired. On June 14, 2021, the City Council approved the second amendment to the contract with Pacific Architecture and Engineering Inc. for design services required to address the direction provided by City Council and outlined in items 1 through 5 in the last paragraph in the background section for approximately $59,000. 39 PAE provided preliminary design plans for layout of the solar panels in November 2021.The available roof surface area, orientation of the surface area to the sun, and other design/cost factors were considered. The most efficient and cost-effective design was to position all the solar panels on the RHCA building. The preliminary design was provided to RHCA and the plans were reviewed by the Architectural Review Committee on December 7, 2021. Staff presented a discussion item regarding feedback from the RHCA on January 24, 2022 and the City Council tabled the item until February 14, 2022. The City Council directed staff to write a letter to the RHCA board requesting that they take on the emergency standby power project and provide the city, within a 60 day period, a workable proposal that the city will then review to ensure it meets the city’s needs. At the July 25, 2022 City Council Meeting (Councilmember Pieper and Mayor Black absent) the Council considered the approval of the RHCA request to install a natural gas unit to provide stand-by power for the city hall campus but had a variety of questions. Staff provided the RHCA staff with a summary of the Council's discussion and requested the RHCA provide additional information based on questions and comments raised. On November 8, 2022, the RHCA provided a memo in response. At the November 14, 2022 City Council meeting, the Council voted to take control of the process for evaluating a backup power plan and project back to City Council as the lead. At the February 13, 2023 City Council Meeting, a discussion regarding the replacement of the Emergency Standby Diesel Generator was tabled to allow time for Councilmember Pieper to speak with the RHCA Board President. DISCUSSION: The following attachments of previous administrative reports are consolidated here to help inform the City Council on prior discussions, actions and estimated costs as presented during the past two years in anticipation of further discussion specific to the Campus Emergency Power project and potential use of solar power and/or battery backup. FISCAL IMPACT: None. RECOMMENDATION: Receive and file. ATTACHMENTS: CL_AGN_220214_CC_Item12B_Solar_Generator.pdf CL_AGN_211122_CC_Item4G_Solar_Generator.pdf CL_AGN_210524_CC_Item9B_Solar_Generator.pdf 40 Agenda Item No.: 12.B Mtg. Date: 02/14/2022 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ALAN PALERMO, PROJECT MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:DISCUSS THE ROLLING HILLS COMMUNITY ASSOCIATION'S REQUEST RELATING TO THE CITY HALL CAMPUS EMERGENCY POWER PROJECT AND PROVIDE DIRECTION TO STAFF. DATE:February 14, 2022 BACKGROUND: On January 24, 2022, the council voted to continue this item until February 14, 2022. To replace the non-functioning standby generator that provides emergency power to City Hall and the Rolling Hills Community Association, the City Council authorized an assessment report and considered three options for replacement at the May 10, 2021 City Council meeting. On May 24, 2021, after City Council discussed the three options, staff was directed to: 1) design the solar option; 2) consider leasing portable generator to provide emergency if necessary; and 3) remove the existing non-functioning emergency standby generator, and repair the water intrusion problem at the existing generator structure. At the June 14, 2021 City Council meeting, City Council approved a second amendment with Pacific Architecture and Engineering, Inc. for preparing plans to remove the existing standby generator including repairing of the water intrusion at the generator housing and prepare design plans to implement the solar option.. The second amendment with Pacific Architecture and Engineering, Inc. (PAE) was executed in July 2021 and PAE proceeded with preliminary design. City Staff and PAE held several meetings to discuss the proposed solar option and layout. After a period of research and information gathering, PAE provided preliminary design plans for layout of the solar panels in November 2021. The preliminary design plan was reviewed by staff. The available roof surface area, the orientation of the surface area to the sun, and other design/cost factors were considered. The most efficient and cost effective design was to position all the solar panels on the Rolling Hills Community Association (RHCA) building. The preliminary design was provided to RHCA and the plans were reviewed by the Architectural Review Committee on December 7, 2021. The Architectural Committee requested to have solar panels over the entry of the RHCA building be removed and placed on the City Hall Building. The preliminary design plans submitted to the Architectural Review meeting and the meeting minutes are attached to this 141 report. DISCUSSION: Removing solar panels from the RHCA Building and placing them on the City Hall building will have several impacts/issues to consider: There is a tree at City Hall making the panels less efficient. The city could consider cutting this tree down so that the panels would have more exposure to the sun. There is space for 29 panels on the City Hall roof versus 66 panels on the RHCA building. Panels on both buildings will drive up the cost of the project. Cost of re-roofing one roof vs two roofs (roughly savings of $20,000 just for roof and waterproofing, and additional $30,000-$50,000 if structural reinforcement is needed). This item was presented to the City Council at the January 10, 2022 meeting. The City Council decided to delay taking action so that Councilmember Jeff Pieper can participate in the discussion. Councilmember Pieper was absent from the January 10, 2022 City Council meeting. FISCAL IMPACT: The overall project cost will be impacted if the solar panels are divided between roofs of City Hall and the RHCA building. High level estimation shows the cost differential between placing all solar panels on the RHCA building and dividing the panels is approximately $20,000 to $60,000. RECOMMENDATION: Provide direction to staff. ATTACHMENTS: Rolling_Hill_Maintenance_Buildings_One__Two-_SFR_V3_Review.pdf 242 %$($*$!('-'("$)"#(''744B#C<14@8;4%0B7         '#()&NBUILDINGTWOBUILDINGONE4=4@0;#>B4A&.1*48.(*&1*/  "   &035 -.5-26282/6&.(:56*0(215.5652+7./).1,1* &19-&!   *1*4&(29*4:56*05#  $ "%18*46*4  :+'(  :+%(AB8<0B43:+7?@>3C2430==C0;;G   :+7 -.5-26282/6&.(:56*0(215.5652+ &19-&!    *1*4&(29*4:56*05#  $ "%18*46*45  :+'(   :+%(AB8<0B43:+7?@>3C2430==C0;;G  :+7@0E=1G EE411&4D8A8>= Project Address:Project Name:Project contact:0B4 8BG>5&>;;8=68;;A %>@BC6C4A44=3&>03&>;;8=68;;A     '(%7>B>D>;B082'GAB4<'!*&$,&#+!' !!   >>B78;;;D3'C8B4 @20380   !82   C=C98B00;;   INVERTER&BATTERYSTORAGEEQUIPMENTLOCATIONINVERTER&BATTERYSTORAGE EQUIPMENTLOCATION2IN SCHEDULE90PVCCONDUIT TO BECONNECTED BETWEENTHE TWO BUILDING FORSOLAR ARRAY343 %$($*$!('-'("$)"#(''744B#C<14@8;4%0B7     '#()&4=4@0;#>B4A&.1*48.(*&1*/  "   &035 -.5-26282/6&.(:56*0(215.5652+7./).1,1* &19-&!   2/&43&1*/562'*/2(&6*)21422+2+7./).1, 92 *1*4&(29*4:56*05#  $ "%18*46*4  :+'(  :+%(AB8<0B43:+7?@>3C2430==C0;;G   :+7@0E=1G EE411&4D8A8>= Project Address:Project Name:Project contact:0B4 8BG>5&>;;8=68;;A3<8=8AB@0B8>=C8;38=6 %>@BC6C4A44=3&>03&>;;8=68;;A    :+'(%7>B>D>;B082&>>5'GAB4<'!*&$,&#+!' !!   >>B78;;;D3'C8B4 @20380   !82   C=C98B00;;   NBUILDING ONEINVERTER&BATTERY STORAGEEQUIPMENT LOCATION444 %$($*$!('-'("$)"#(''744B#C<14@8;4%0B7     '#()&4=4@0;#>B4A&.1*48.(*&1*/  "   &035 -.5-26282/6&.(:56*0/2(&6*)217./).1, 92 &19-&!    *1*4&(29*4:56*05#  $ "%18*46*4  :+'(  :+%(AB8<0B43:+7?@>3C2430==C0;;G   :+7@0E=1G EE411&4D8A8>= Project Address:Project Name:Project contact:0B4 8BG"08=B4=0=24C8;38=6 %>@BC6C4A44=3&>03&>;;8=68;;A    '(%7>B>D>;B082'GAB4<'!*&$,&#+!' !!   >>B78;;;D3'C8B4 @20380   !82   C=C98B00;;   NBUILDINGTWOINVERTER&BATTERYSTORAGEEQUIPMENTLOCATION545 %$($*$!('-'("$)"#(''744B#C<14@8;4%0B7       '#()&4=4@0;#>B4A&.1*48.(*&1*/  "   &035 -.5-26282/6&.(:56*0(215.5652+7./).1,1* &19-&!   *1*4&(29*4:56*05#  $ "%18*46*4  :+'(  :+%(AB8<0B43:+7?@>3C2430==C0;;G   :+7@0E=1G EE411&4D8A8>= Project Address:Project Name:Project contact:0B4 8BG"08=B4=0=24C8;38=6 %>@BC6C4A44=3&>03&>;;8=68;;A    '(%7>B>D>;B082'GAB4<'!*&$,&#+!' !!   >>B78;;;D3'C8B4 @20380   !82   C=C98B00;;    8= 8=  #&%+&!!A<0@B10BB4@G  :+720?028BG0=3  :+7CA01;44=4@6G$)($$&&(#" &"#'$#'!F+F F F   8=   8= #&%+&4;;4=4@02%>E4@'GAB4<A,*(  .  */"#'$#'!F+F F  F '$!&'$##(#&%+&4;;CB><0B82(@0=A54@'E8B2717.1 kwh City Hall 8 kwh Community Association Building When batteries are used in a black out event: 42 cells dedicated to City Hall 24 cells dedicated to Community Association Buildings646 Agenda Item No.: 4.G Mtg. Date: 11/22/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ALAN PALERMO, PROJECT MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:APPROVE PROJECT PLANS, SPECIFICATIONS FOR REMOVING THE EXISTING NON-OPERABLE STANDBY GENERATOR AND DIRECT STAFF TO ADVERTISE FOR CONSTRUCTION BIDS. DATE:November 22, 2021 BACKGROUND: The current emergency standby generator is outdated and no longer functioning properly. Over the past few years City staff has enlisted several maintenance firms to service the existing generator. The existing emergency standby generator is at the end of its life cycle and the City is looking to replace the existing equipment with a new emergency standby generator. Repair activities for the current generator was presented to the City Council on October 26, 2020. Based on the information provided, the City Council directed staff to seek professional expertise to assist staff with unit replacement. At the January 11, 2021 City Council meeting, City Council approved an amended agreement with Pacific Architecture and Engineering Inc. to assess the existing standby generator for the City Hall campus, provide a report on their findings, and discuss options to replace the existing non-working standby generator. The draft of the Standby Generator Assessment Report was delivered to the City on April 21, 2021. Pacific Architecture and Engineering, Inc. met with City staff on April 30, 2021 to review and discuss the report and findings. The Final Report was updated and submitted to the City on May 5, 2021 and City Staff presented to City Council on May 10, 2021. In summary, The report identified the parameters and constraints for the replacement standby generator/system Based on review of the prior 12 months electric bills, determined the existing 75 kw could be replaced with an equivalent sized system that would sufficient for the current building loads (City Hall and Rolling Hills Community Association (RHCA) Building). The existing structure housing the generator does not comply with current code requirements for clearances and has water intrusion with water collecting in the fuel moat with the potential infiltrate into the electrical system and cause damage. This building would need to be removed, replaced, or repaired for repurposing. The report presented to City Council on May 10, 2021 provided 3 Options for consideration and an interim solution. City Council raised numerous questions about the report during the May 10, 2021 meeting and moved to continue this item to a future meeting pending responses to questions raised. Pacific Architecture and Engineering Inc. provided responses to the list of questions generated. The 147 questions and responses were reviewed and discussed at the May 24, 2021 City Council meeting. At the May 24, 2021 meeting City Council directed staff to: 1) Pursue the Solar Option to replace the existing Emergency Standby Generator, and; 2) Consider leasing portable generator to provide emergency standby power until the Solar option is designed and installed, and; 3) Verify the portable generator could connect to the existing Automatic Transfer Switch (ATS), and; 4) Remove the existing non- functioning emergency standby generator, and: 5) Repair the water intrusion problem at the existing generator structure repaired. At the June 14, 2021 City Council meeting, City Council approved the second amendment to the contract with Pacific Architecture and Engineering Inc. for design services required to address the direction provided by City Council and outlined in items 1 through 5 in the last paragraph in the background section for approximately $59,000. DISCUSSION: Pacific Architecture and Engineering Inc. has prepared plans and specifications for the demolition (removal) of the existing emergency generator and to address the water intrusion problem at the existing generator structure (included in items 4 and 5 in the scope of work under the second amendment to their contract). These plans and specifications are ready to put out to bid and are attached to this staff report. FISCAL IMPACT: The cost for this work to remove the existing emergency generator and address the existing water intrusion problem at he existing generator building is estimated to be $39,312. The Order of Magnitude Cost Estimate is attached to this staff report. This work effort is included in the Fiscal Year 2021-2022 budget. RECOMMENDATION: Staff recommends that the City Council approve Emergency Generator Demolition Plans and Specifications to solicit bids from qualified firms to perform the required work. ATTACHMENTS: RH Technical Specifications.pdf ROLLING-HILLS-DEMO_R20_20211110_.pdf 20211118_ROLLINGHILLSDEMO_COSTEST_.pdf 248 TECHNICAL SPECIFICATIONS City of Rolling Hills Generator Removal, Waterproofing Removal and Electrical November 11, 2021 Pacific Architecture and Engineering, Inc. 349 TABLE OF CONTENTS DIVISION 00 - PROCUREMENT AND CONTRACTING REQUIREMENTS 00 0101 PROJECT TITLE PAGE 00 0102 PROJECT INFORMATION DIVISION 02 - EXISTING CONDITIONS 02 4100 DEMOLITION TABLE OF CONTENTS Page 1 450 PROJECT MANUAL SECTION 00 0101 PROJECT TITLE PAGE FOR GENERATOR AND WATERPROOFING REMOVAL OWNER: CTY OF ROLLING HILLS 2 PORTUGESE BEND ROAD ROLLING HILLS, CA 90274 DATE: 11.12.2021 PREPARED BY: PACIFIC ARCHITECTURE AND ENGINEERING INC. END OF SECTION 00 0101 - 1 PROJECT TITLE PAGE 551 PART 1 GENERAL 1.1 PROJECT IDENTIFICATION SECTION 00 0102 PROJECT INFORMATION A. Project Name: City of Rolling Hills B. Address: 2 Portuguese Bend Road Rolling Hills, CA 90274 C. The Owner, hereinafter referred to as City: City of Rolling Hills D. City's Project Manager: Alan Palermo 1.2 NOTICE TO PROSPECTIVE CONTRACTORS A. These documents constitute an invitation to prospective Contractors to submit qualifications and proposals for the scope of work for the project described below. Electrical Bid and Demolition Bid shall be submitted separately. One prime contractor may bid for both Demo and Electrical Scope. 1.3 PROJECT DESCRIPTION A. Summary Project Description: Removal of Generator and Waterproofing B. Demolition Scope: and removal of the generator, soil around shed, removal of the waterproofing around Generator Shed. Dispose of soil. C. Electrical Scope: Cap electrical to remove generator, trace conduit to City Hall and Community Association Building. D. Exclude filling of moat with concrete E. Waterproofing removal: Waterproofing material must be sand blasted to ensure complete removal and no black material shall remain on face of CMU. Removal includes foam sheet and any other material adhered to CMU. 1.4 PROJECT CONSULTANTS A. The Architect, hereinafter referred to as Architect: Pacific Architecture and Engineering 1.5 PROCUREMENT TIMETABLE A. RFP Documents Available: . B. Last Request for Substitution Due: 7 days prior to due date of proposals. C. Last Request for Information Due: 7 days prior to due date of proposals. D. Proposal Due Date: , before 4 PM local time. E. Proposal Opening: Same day, 5 PM local time. F. The City reserves the right to change the schedule or terminate the entire procurement process at any time. 1.6 PROCUREMENT DOCUMENTS A. Availability of Documents: Complete sets of procurement documents may be obtained: 1. From City at the Project Manager's address listed above. PART 2 PRODUCTS (NOT USED) PART 3 EXECUTION (NOT USED) END OF SECTION 00 0102 - 1 PROJECT INFORMATION 652 PART 3 EXECUTION SECTION 02 4100 DEMOLITION 1.1 PROCEDURES AND PROJECT CONDITIONS A. Comply with applicable codes and regulations for demolition operations and safety of adjacent structures and the public. 1. Obtain required permits. 2. Take precautions to prevent catastrophic or uncontrolled collapse of structures to be removed; do not allow worker or public access within range of potential collapse of unstable structures. 3. Provide, erect, and maintain temporary barriers and security devices. 4. Conduct operations to minimize effects on and interference with adjacent structures and occupants. 5. Do not close or obstruct roadways or sidewalks without permit. 6. Conduct operations to minimize obstruction of public and private entrances and exits; do not obstruct required exits at any time; protect persons using entrances and exits from removal operations. 7. Obtain written permission from owners of adjacent properties when demolition equipment will traverse, infringe upon or limit access to their property. B. Do not begin removal until receipt of notification to proceed from City. C. Prior to removal of generator, written acknowledgement by licensed Electrical contractor that power is capped to generator, and it is safe to remove by Demolition contractor and all methods of turning on the power to generator is permanently capped. D. Upon demolition of generator, Electrical Contractor to trace conduits to City Hall and Community Association Building and provide CAD survey of path of conduit to City Project Manager. After completion of survey cap conduits in a manner so that they may be utilized in future solar panel project. E. Protect existing structures and other elements that are not to be removed. 1. Provide bracing and shoring as required. 2. Prevent movement or settlement of adjacent structures. 3. Stop work immediately if adjacent structures appear to be in danger. 4. Remove and salvage fencing behind generator shed as required. 5. Protect in place existing equipment 6. Salvage fencing if removed. 7. Stock pile removed soil if requested by City. 1.2 DEBRIS AND WASTE REMOVAL A. Remove soil, debris, junk, generator, removed waterproofing material and trash from site. B. Leave site in clean condition, ready for subsequent work. C. Clean up spillage and wind-blown debris from public and private lands. END OF SECTION 02 4100 - 1 DEMOLITIO 753 854 City of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUEDATEDESCRIPTION13/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910112447 Pacific Coast Highway, #218Hermosa Beach, CA 90254(310)698-8711info@pacific-ae.comPACIFIC ARCHITECTURE& ENGINEERING, INC11/10/2021 6:46:29 PMAD0COVERCITY HALL ADACheckerAuthorCONSTRUCTION NOTES1. THE CONTRACTOR SHALL VERIFY ALL EXISTING CONDITIONS, DIMENSIONS, LOT LINES ,PROPERTY LINES, AND ELEVATIONS BEFORE PROCEEDING WITH THE WORK.2. DO NOT SCALE DRAWINGS. CONTRACTOR SHALL VERIFY UNDERGROUND AND ABOVEGROUNDUTILITIES, PIPES, STRUCTURES. 3. CONTRACTOR SHALL TAKE SOLE RESPONSIBILITY FOR COST INCURRED DUE TO DAMAGE ANDREPLACEMENT OF SAID UTILITIES. 4. ALL WORK, CONSTRUCTION AND MATERIALS SHALL COMPLY WITH ALL PROVISIONS OF THE 2019CALFORNIA BUILDING CODE, LA COUNTY BUILDING CODE AND WITH OTHER RULES, REGULATIONS AND ORDINANCES GOVERNING THE PLACE OF BUILDING. BUILDING CODE REQUIREMENTS TAKE PRECEDENCE OVER THE DRAWINGS, AND IT SHALL BE THE RESPONSIBILITY OF ANYONE SUPPLYING LABOR OR MATERIALS OR BOTH TO BRING TO THE ATTENTION OF THE ARCHITECT, ANY DISCREPENCIES OR CONFLICTS BETWEEN THE REQUIREMENTS OF THE CODE AND THE DRAWINGS. 5. REFERENCE TO ANY DETAIL OR DRAWING IS FOR CONVENIENCE ONLY AND DOES NOT LIMIT THEAPPLICATION OF SUCH DETAILS OR DRAWINGS. 6. DISCREPENCIES IN THE DRAWINGS OR BETWEEN THE DRAWINGS AND ACTUAL FIELDCONDITIONS SHALL BE REPORTED TO THE ARCHITECT. CORRECTED DRAWINGS OR INSTRUCTIONS SHALL BE ISSUED BY THE ARCHITECT PRIOR TO THE INSTALLATION OF ANY WORK. 7. VERIFY ALL DIMENSIONS IN THE FIELD PRIOR TO EXECUTING THE WORK.8. GENERAL CONTRACTOR IS RESPONSIBLE FOR ALL WORK SHOWN ON THESE DRAWINGS ANDSPECIFICATIONS UNLESS SPECIFICALLY NOTED OTHERWISE.9. THE CONTRACT DRAWINGS AND SPECIFICATIONS REPRESENT THE FINISHED STRUCTUREUNLESS OTHERWISE SHOWN, THEY DO NOT INDICATE THE METHOD OF CONSTRUCTION. THE CONTRACTOR SHALL SUPERVISE AND DIRECT THE WORK AND HE SHALL BE SOLELY RESPONSIBLE FOR ALL PROCEDURES. OBSERVATION VISITS TO THE SITE BY FIELD REPRESENTATIVES OF THE ARCHITECT AND THEIR ENGINEERS SHALL NOT INCLUDE INSPECTIONS OF THE PROTECTIVE MEASURES OR THE CONSTRUCTION PROCEDURES REQUIRED, WHICH ARE THE SOLE RESPONSIBILITY OF THE CONTRACTOR. ANY SUPPORT SERVICES PERFORMED BY THE ARCHITECT AND HIS ENGINEERS DURING CONSTRUCTION SHALL BE DISTINGUISHED FROM CONTINUOUS AND DETAILED INSPECTION SERVICES WHICH MAY BE FURNISHED BY OTHERS. THESE SUPPORT SERVICES PERFORMED BY THE ARCHITECT AND THEIR ENGINEERS, WHETHER OF MATERIAL OR WORK, AND WHETHER PERFORMED DURING OR AFTER COMPLETION OF CONSTRUCTION ARE PERFORMED SOLELY FOR THE PURPOSE OF ASSISTING IN QUALITY CONTROL AND IN ACHIEVING CONFORMANCE WITH CONTRACT DRAWINGS AND SPECIFICATIONS, BUT THEY DO NOT GUARANTEE CONTRACTOR'S PERFORMANCE AND SHALL NOT BE CONSTRUED AS SUPERVISION OF CONSTRUCTION. 10. ANY CONFLICTS WITH WALLS, CEILING SYSTEMS, LIGHTS, SPRINKLERS, SPRINKLER HEADS, ANDANY OTHER CONFLICTS WITH THE WORK DEPICTED IN THE DRAWINGS SHALL BE RELOCATED AT THECONTRACTOR'S COST WHEN EXECUTING THE WORK OF REPLACING THE HVAC UNITS AND ANYSTRUCTURAL SUPPORTS.11. CONTRACTOR SHALL NOT WILLFULLY PROCEED WITH CONSTRUCTION IF INCONSISTENCIES OROBSTRUCTIONS IMPEDE THE PROJECT. SUCH CONDITIONS SHALL BE BROUGHT TO THE OWNER'S REPRESENTATIVE IN WRITING. THE CONTRACTOR SHALL ASSUME FULL RESPONSIBILITY FOR ALL NECESSARY REVISIONS IF OWNER IS NOT NOTIFIED. 12. EXIT DOORS, HARDWARE, EXIT LIGHTS, LIGHTS, OUTLETS, AND FIRE EXTINGUISHER LOCATIONSSHALL NOT BE CONCEALED OR OBSTRUCTED. 13. THIS PROJECT SHALL BE A NO FEE PROJECT. PICK UP ALL NECESSARY CITY PERMITS AT THEBUILDING COUNTER.14. PATCH AND PAINT ALL SURFACES DAMAGED TO RETURN THEM TO THEIR ORIGINAL CONDITION.15. CONTRACTOR SHALL CONFIRM WORKING HOURS AND ALSO OBTAIN APPROVAL OF FIRST DAYOF CONSTRUCTION AND DURATION OF WORK WITH CITY PROJECT MANAGER PRIOR TO PROCEEDING.16. ALL DIMENSIONS ARE FOR REFERENCE ONLY. CONTRACTOR TO VERIFY IN FIELD PRIOR TO BID.17. CONTRACTOR MAY NOT USE CITY RESTROOM FACILITIES IN THE BUILDING AND MUST BRINGPORTABLE RESTROOMS TO THE SITE FOR THE PROJECT.18. THE CONTRACTOR WARRANTS TO THE OWNER AND THE ARCHITECT THAT ALL MATERIALS ANDEQUIPMENT FURNISHED WILL BE NEW UNLESS OTHERWISE SPECIFIED AND THAT ALL WORK WILL BE OFGOOD QUALITY, FREE FROM FAULTS AND DEFECTS.19. ANY DAMAGED ACT CEILING OR LIGHTS MUST BE REPLACED AT CONTRACTOR'S COST WITH NOADDITIONAL COST TO THE CITY. 20. IT SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR TO LOCATE ALL EXISTING UTILITIESWHETHER SHOWN HEREIN OR NOT AND TO PROTECT THEM IN PLACE FROM DAMAGE. THECONTRACTOR SHALL BEAR ALL EXPENSE OF REPAIR OR REPLACEMENT IN CONJUNCTION WITH THEEXECUTION OF THIS WORK.21. THE CONTRACTOR SHALL BE RESPONSIBLE FOR COORDINATING HIS WORK WITH ALL TRADESAND/OR EQUIPMENT SUPPLIED BY THE OWNER. 22. AT THE COMPLETION OF THE WORK, SUBMIT TO BUILDING OWNER. MAINTENANCE MANUALSPRESENTING FULL DETAILS FOR CARE AND MAINTENANCE OF ALL SURFACE AND EQUIPMENT OF EVERY NATURE. CONTENTS SHALL INCLUDE MANUFACTURER'S AND INSTALLER'S NAMES, ADDRESSES, PHONE NUMBERS, AND INSTRUCTIONS FOR INSTALLATION, START-UP AND OPERATION, MAINTENANCE PARTS LIST, AND DATA SHEETS. 23. LAYDOWN AREA AND CONSTRUCTION AREA LOCATION, AND FENCING LOCATION SHALL BECOORDINATED WITH CITY PROJECT MANAGER. OBTAIN APPROVAL FROM CITY PROJECT MANAGER PRIOR TO PROCEEDING. 24. CONTRACTOR SHALL BE RESPONSIBLE FOR ALL VERIFICATION AND COORDINATION WITH OTHERTRADES OR SUBCONTRACTORS AND THEIR WORK TO ENSURE COMPLIANCE WITH THE DRAWINGS AND SPECIFICATIONS, CONTRACTOR SHALL BE FULLY RESPONSIBLE FOR KEEPING ABREAST OF CONSTRUCTION PROGRESS AND WHERE DELAYS HAVE OCCURRED DUE TO THE CONTRACTOR'S FAULT, MAKE UP TIME LOST AT HIS OWN EXPENSE AS NECESSARY TO MAINTAIN THE CONTRACT SCHEDULE. 25. THE CONTRACTOR SHALL BE RESPONSIBLE FOR CONTINUOUS CLEANUP OF THE SITE OF ALLDEBRIS WHETHER CREATED BY HIS WORK OR THE FAILURE OF THE SUBCONTRACTOR TO CLEAN UP AFTER THEIR WORK. 26. ALL EQUIPMENT PADS SHALL BE LEVEL PER MANUFACTURER'S RECOMMENDATIONS,CONTRACTOR SHALL EXECUTE INSTALLATION OF HVAC UNITS SO THAT THE FLASHING AT EQUIPMENT PADS DO NOT POND. CONTRACTOR SHALL WATER TEST EACH PAD TO INSURE THAT WATER DOES NOT POND. 27. PLEASE NOTE DIMENSIONS AND EXISTING CONDITIONS ARE FROM CITY PERMIT DRAWINGS,DIMENSIONS ARE NOT CERTIFIED, CONTRACTOR PROVIDE SURVEY IF NEEDED. 28. PROVIDE TO CITY PROJECT MANAGER AND MAINTENANCE STAFF TRAINING ON ANY AND ALLEQUIPMENT INSTALLED FOR OPERATION AND MAINTENANCE FOR USE AND OWNERSHIP OF EQUIPMENT INSTALLED AS PART OF THIS WORK.GENERAL NOTESABBREVIATIONSINDEXLEGENDSCOPE OF WORK& AndAngle @ AtCenterlineØ Diameter or Round Perpendicular# Pound or Number(E) ExistingA/C Air ConditioningACOUS Acoustical A.D. Area DrainADJ Adjustable AL Aluminium APROX ApproximateARCH Architectual ASPH Asphalt AT Acoustical TileBD Board BITUM Bituminous BLDG Building BLK BlockBM Beam BOT BottomCAB Cabinet C.B. Catch BasinCEM Cement CER Cemeric C.I. Cast Iron CLG Ceiling CLKG Calking CLR Clear CMU Concrete Masonry Unit COL CloumnCONC ConcreteCONN ConnectionCONST ConstructionCONT ContinuousCT Ceramic Tile CTR Center DBL Double DEPT Department D.F. Drinking FountainDIA Diameter DET Detail DIM Dimension DISP DispenserDN Down DR Door DS DownspoutDWG Drawing E East EA Each D.J. Expansion JointEL ElevationELEC ElectricalELEV ElevatorEMER EmergencyENCL EnclosureEQ EqualEQPT EquipmentEXIST ExistingEXPO ExposedEXP Expansion EXT Exterior F.A. Fire Alarm F.D. Floor DrainFDN. Foundation F.A. Fire Extinguisher F.A.C. Fire Extinguisher Cabinet FIN Finish FL Floor FLASH FlashingFLUOR Fluorescent F.O.C. Face of ConcreteF.O.F. Face of FinishF.O.S. Face of StudFPRF Fireproof FT Foot or FeetFTG FootingFURR FurringGA Gauge GALV GalvanizedG.I. Galvanized IronGL GlassGND GroundGR GradeGYP GypsumH.B. Hose BibH.C. Hollow coreHDWD HardwoodHDWE HardwareHM Hollow MetalHORIZ HorizontalHR HourHGT HeightI.D. Inside Diameter(Dimension) INSUL Insulation INT Interior JAN Janitor JT Joint KIT Kitchen LAM Laminate LAV Lavatory LT Light MAX Maximum M.C. Medicine CabinetMECH MechanicalMEMB MembraneMTL Metal MFR Manufacturer MIN Minimum MISC Miscellaneous M.O. Masonry OpeningMTD Mounted MRG Moisture Resistant Gyp. Bd. MUL Mullion N North NIC Not In Contract NO. Number NOM Nominal NTS M Not To Scale O/ Over OBS Obscure O.C. On CenterO.D. Outside Diameter (Dimension)OFF. Office OPNG Opening OPP OppositePROST Precast PL Plate P.LAM.Plastic LaminatePLAS PlasterPLYWD PlywoodPR Pair PT Point Q.T. Quarry Tile R Riser RAD Radius R.D. Roof DrainREF Reference REFR Refrigerator REINF Reinforced Required REQ Resilient RESIL RM Room R.O. Rough Opening RWD Redwood S South SC Solid Core SCHED Schedule SECT Section SH Shelf SHR Shower SHT Sheet SIM imilar SPEC Specification SQ Square S.STL. Stainless SteelS.SK Service SinkSTA Station STD Standard STL Steel STOR Storage STRUC Structural SUSP Suspended SYM Symmetrical TRD TreadT.B. Towel Bar T.C. Top of CurbTEL TelephoneT & G Tongue and GrooveTHK Thick T.P. Top of PavementTV Television T.W. Top of Wall TYP Typical UNF Unfinished U.O.N. Unless Otherwise NotedUR Urinal VERT Vertical VEST Vestibule W WestW/ WithW.C. Water ClosetWD WoodW/O WithoutWP Waterproof WSCT WainscotWT Weight W.I. Wrought IronPROJECT DATAVICINITY MAPCITY HALL ADA IMPROVEMENT PROJECTCITY OF ROLLING HILLSDEMOLITION PACKAGEELECTRICAL AND DEMOLITION BIDS SHALL BE SEPARATE CONTRACTS. CONTRACTORS TO COORDINATE WORK.DEMOLITION PACKAGE:DEMOLITION SCOPEREMOVE GENERATOR. IT WAS DETERMINED BY THE CITY THAT THERE IS NO AQMD PERMIT FOR THIS GENERATOR. REPORTING TO AQMD IS NOT NECESSARY.REMOVE DIRT AROUND GENERATOR SHED.REMOVE AND SANDBLAST WATER PROOFING ON CMU.ELECTRICAL SCOPELICENSED ELECTRICAL ENGINEER TO TURN OFF POWER AND CONFIRM THERE IS NO POWER TO GENERATOR, CAP CONDUITS & DETERMINE THAT GENERATOR MAY BE DEMOLISHED.TRACE CONDUIT FROM GENERATOR TO DETERMINE IF CONDUIT TRAVELS TO BOTH CITY HALL AND COMMUNTY ASSOCIATION BUILDINGCITY SCOPECITY: HAZMAT TESTING IS REQUIRED ON CMU INSIDE SHED INCLUDING RESIDUE FROM WATER INTRUSION.APN: 7569-003-904AD0 COVERAD101 SITE PLANAD102 SITE DEMO PLANAD202NOT USEDAD221 ENLARGED ELECTRICAL SHED PLAN AND ELEVAIONSAD222 ELECTRICAL SHED IMPROVEMENTS PLAN AND ELEVATIONS 955 AD2211GENERATOR SHEDCOMMUNITY ASSOCIATION BUILDING City of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUE DATEDESCRIPTION1 3/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910112447 Pacific Coast Highway, #218Hermosa Beach, CA 90254(310)698-8711info@pacific-ae.comPACIFIC ARCHITECTURE& ENGINEERING, INC11/10/2021 6:46:29 PMAD101SITE PLANCITY HALL ADACheckerAuthor 1/16" = 1'-0"1SITE PLAN1056 CONTRACTOR TO REMOVE EXISTING SOIL ON ALL THREE SIDES OF THE EXISTING BUILDING TO ALLOW FOR REMOVAL OF WATERPROOFING. PROVIDE MINIMUM 2-FOOT HORIZONTAL GRADED SETBACK FROM BUILDING TO ALLOW FOR WORKING SPACE AND CUT BACK SLOPE AT 2:1 (HORIZ:VERT) TO EXTENTS NEEDED TO MATCH EXISTING GRADE. CONTRACTOR SHALL REMOVE AND SALVAGE EXISTING FENCE TO MINIMUM EXTENTS NECESSARY TO PERFORM THE ABOVE WORK. FENCE SHALL BE REPLACED IN KIND OR REINSTALLED.City of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUE DATEDESCRIPTION1 3/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910112447 Pacific Coast Highway, #218Hermosa Beach, CA 90254(310)698-8711info@pacific-ae.comPACIFIC ARCHITECTURE& ENGINEERING, INC11/10/2021 6:46:29 PMAD102SITE DEMO PLANCITY HALL ADACheckerAuthor 1/16" = 1'-0"1SITE DEMO PLAN1157 REMOVE ALL WATERPROOING FROM ALL SIDES OF BUILDING.DIRT MUST BE REMOVED FIRST.EXISTINGEXISTINGREMOVE ALL WATERPROOFING FROM ALL SIDES OF BUILDINGDIRT MUST BE REMOVED FIRST.PROTECT VENT LOUVER AND PIPE DURING DEMO WITH PLYWOOD FOR LOUVER AND LARGER PIPE FOR EXHAUST VENT.EXISTINGEXISTINGREMOVE ALL WATERPROOFING FROM ALL SIDES OF BUILDINGDIRT MUST BE REMOVED FIRSTEXISTINGPROTECT IN PLACE OR REMOVE STORE AND REPLACE DURING DEMO SO THAT THERE IS NO DAMAGE2AD2213AD2214AD2215AD221EXISTING ATS PROTECT WITH PLYWOOD DURNING DEMO OF GENERATOR.DEMO AND REMOVE EXISTING GENERATOR INSIDE SHED.DO NOT DAMAGE SHED.SEE DEMO NOTES.PROTECT ATS WITH PLYWOOD WALL FLOOR TO CEILINGEXISTINGEXISTINGEXISTINGEXISTINGEXISTINGEXISTINGCity of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUE DATEDESCRIPTION1 3/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910112447 Pacific Coast Highway, #218Hermosa Beach, CA 90254(310)698-8711info@pacific-ae.comPACIFIC ARCHITECTURE& ENGINEERING, INC11/10/2021 6:46:31 PMAD221ENLARGED ELECTRICALSHED PLAN ANDELEVAIONSCITY HALL ADACheckerAuthor 1/4" = 1'-0"2EAST ELEVATION - ELECTRICAL SHED 1/4" = 1'-0"3NORTH ELEVATION - ELECTRICAL SHED 1/4" = 1'-0"4WEST ELEVATION - ELECTRICAL SHED 1/4" = 1'-0"5SOUTH ELEVATION - ELECTRICAL SHEDDEMO NOTES:1. REMOVE GENERATOR THIS MAY REQUIRE GENERATOR TO BE CUT AND REMOVED IN SECTION.2. DOORS MAY BE REMOVED AND REPLACED, PROTECT EXISTING ATS WITH FLOOR TO CEILING FIRE RATEDPLYWOOD WALL DURING REMOVAL OF GENERATOR.3. DO NOT DAMAGE SHED AND PROTECT IN PLACE CMU WALLS, IT WILL CONTINUE TO BE UTILIZED.4. NOTIFY CITY PROJECT MANAGER OF INTERRUPTION OF SERVICE TO CITY FACILITIES SEVEN DAYS INADVANCE.5. ASSUME FIVE FEET OF WATERPROOFING MATERIAL AND FOAM AND WATERPROOFING SHEET OR BOARD ONTHREE SIDES OF BUILDING.6. BLACK ASPHALT BASED WATERPROOFING MUST BE SAND BLASTED AND BLACK MATERIAL MUST BECOMPLETELY REMOVED AND CMU ONLY IS VISIBLE. 1/4" = 1'-0"1ENLARGED PLAN - ELECTRICAL SHEDNOTE:ALL SCOPE OF WORK IN DRAWINGS DETAIL 1-5 APPLY TO DEMO CONTRACTORELECTRICAL NOTES:1. REQUEST CITY TO TURN OFF POWER.2. LICENSED ELECTRICIAN TO CAP POWER AT GENERATOR.3. LICENSED ELECTRICIAN TO CONFIRM POWER IS OFF AT GENERATOR BEFORE REMOVAL OF GENERATOR MAYBEGIN.4. AFTER REMOVAL OF GENERATOR AND PRIOR TO POWER BEING CAPPED, TRACE CONDUIT FROM REMOVEDGENERATOR TO SEE IF THE CONDUITS GO TO BOTH CITY HALL AND COMMUNITY BUILDING AND CAMERA THECONDUIT TO CONFIRM DONUITS ARE IN GOOD CONDITION FOR SOLAR PANEL USE.5. LICENSED ELECTRICAL CONTRACTOR TO RECONNECT MAIN SWITCHBOARD TO MAKE SURE SERVICEREMAINS INTACT UPON DEMOLITION OF GENERATOR. PROVID RECORD PHOTO OF WIRES PRIOR TO CAPPINGANY WIRES, AS WELL AS CAPPED LOCATION FOR CITY'S RECORD.1258 FILL IN MOAT WITH CONCRETE #4 REBAR 12" O.C.2AD2223AD2225AD2224AD222EXISTINGEXISTINGEXISTINGEXISTINGEXISTINGEXISTINGEXISTINGEXISTINGEXISTINGCity of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUE DATE DESCRIPTION1 3/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910112447 Pacific Coast Highway, #218Hermosa Beach, CA 90254(310)698-8711info@pacific-ae.comPACIFIC ARCHITECTURE& ENGINEERING, INC11/10/2021 6:46:32 PMAD222ELECTRICAL SHEDIMPROVEMENTS PLANAND ELEVATIONSCITY HALL ADACheckerAuthor 1/4" = 1'-0"1ENLARGED PLAN - ELECTRICAL SHED IMPROVEMENTNOTES:MAINTAIN FIRE RATED PLYWOOD WAL DURING THIS WORK. 1/4" = 1'-0"2EAST ELEVATION - ELECTRICAL SHED IMPROVEMENT 1/4" = 1'-0"3NORTH ELEVATION - ELECTRICAL SHED IMPROVEMENT 1/4" = 1'-0"5SOUTH ELEVATION - ELECTRICAL SHED IMPROVEMENT 1/4" = 1'-0"4WEST ELEVATION - ELECTRICAL SHED IMPROVEMENTNOTE:ALL SCOPE OF WORK IN DRAWINGS DETAIL 1-5 APPLY TO DEMO CONTRACTOR1359 352-(&752//,1*+,//6'(02 -2%12 /2&$7,21&,7<2)52//,1*+,//635(3$5('%< &/,(17&,7<2)52//,1*+,//6&+(&.('%< '(6&5,37,21352-(&76800$5<(67,0$7('$7( 5(9 25'(52)0$*1,78'(&267(67,0$7( 7$% '(6&5,37,21 $'-6) 81,7 &267 727$/ 352-(&76800$5< +$5'&2676 '(02  6)   6,7(:25.  6)   727$/352-(&7%$6(+$5'&2676  727$/%$6(352-(&7+$5' 62)7&2676  63(&8/$7,9(%,'5$1*()25(&$67 %$6('21&855(170$5.(7&21',7,216 +$5'&267621/< /2:6,'( 25025(%,''(56   /,.(/< %,''(56   +,*+6,'( %,''(56   11/18/2021 ROLLING HILLS DEMO_COST ESTIMATE (F-86) Page 1 of 1 1460 352-(&752//,1*+,//6'(02 5+:&&-2%12 /2&$7,21&,7<2)52//,1*+,//635(3$5('%< &/,(17&,7<2)52//,1*+,//6&+(&.('%<-) '(6&5,37,215(129$7,21%$6((67,0$7((67,0$7('$7( 5(129$7,21%$6(*6) 5(129$7,21$'-867('*6) 5(9 25'(52)0$*1,78'(&267(67,0$7( ,7(0 '(6&5,37,21 48$17,7< 81,7 &267 727$/ *(1(5$/&21',7,216,1&/8'(',13525$7(6 121( '(02/,7,21   6,7(:25.  121( (;&$9$7,21   &21&5(7(  121( 0$6215<  121( 6758&785$/67((/ 0(7$/'(&.  121( 0,6&,521 $5&+,7(&785$/0(7$/6  121( &$53(175<528*+  121( &$53(175<),1,6+  121( 522),1*  121( ,168/$7,21  121( 6.</,*+76  121( &$8/.,1* 6($/$176  121( '2256  121( 6725()5217 :,1'2:6  121( *<3%2$5' 67((/678')5$0,1*  121( &(5$0,&7,/(  121( $&2867,&$/7,/(  121( )/225&29(5,1*  121( 3$,17,1*  121( 72,/(73$57,7,216 $&&(6625,(6  121( %8,/',1*63(&,$/7,(6  121( (48,30(17  121( )851,6+,1*6  121( &219(<$1&(  121( 3/80%,1*  121( ),5(3527(&7,21  121( +($7,1*9(17,/$7,1* $,5&21'  121( (/(&75,&$/:25.   (/(&75,&$/63(&,$/6<67(06  121( 727$/',5(&7&267   11/18/2021 ROLLING HILLS DEMO_COST ESTIMATE Page 1 of 16 1561 352-(&752//,1*+,//6'(02 5+:&&-2%12 /2&$7,21&,7<2)52//,1*+,//635(3$5('%< &/,(17&,7<2)52//,1*+,//6&+(&.('%<-) '(6&5,37,215(129$7,21%$6((67,0$7((67,0$7('$7( 5(129$7,21%$6(*6) 5(129$7,21$'-867('*6) 5(9 25'(52)0$*1,78'(&267(67,0$7( ,7(0 '(6&5,37,21 48$17,7< 81,7 &267 727$/ 3525$7(6 *(1(5$/&21',7,216   '(6,*1&217,1*(1&<  (6&$/$7,21  68%727$/  &2175$&725%85'(16 %21'6   29(5+($'$1'352),7   5(129$7,21$5($727$/352-(&7&2676   11/18/2021 ROLLING HILLS DEMO_COST ESTIMATE Page 2 of 16 1662 352-(&752//,1*+,//6'(02 5+:&&-2%12 /2&$7,21&,7<2)52//,1*+,//635(3$5('%< &/,(17&,7<2)52//,1*+,//6&+(&.('%<-) '(6&5,37,215(129$7,21%$6((67,0$7((67,0$7('$7( 5(129$7,21%$6(*6) 5(129$7,21$'-867('*6) 5(9 25'(52)0$*1,78'(&267(67,0$7( ,7(0 '(6&5,37,21 48$17,7< 81,7 &267 727$/  *(1(5$/&21',7,216 6((3525$7(6$%29(   68%727$/  6) 121(  '(02/,7,21 '(02/,7,21,7(06 '(02 ( :$7(53522),1*  ($  '(02 ( 6$1'%/$67  ($  +$8/ ',6326$/)((6  /6  121'(02,7(06 3527(&7,21%2$5' $//2:$1&(  ($  6$/9$*( ( )(1&(  ($  6$/9$*( ( 6+(''225  ($   68%727$/  6)  11/18/2021 ROLLING HILLS DEMO_COST ESTIMATE Page 3 of 16 1763 352-(&752//,1*+,//6'(02 5+:&&-2%12 /2&$7,21&,7<2)52//,1*+,//635(3$5('%< &/,(17&,7<2)52//,1*+,//6&+(&.('%<-) '(6&5,37,215(129$7,21%$6((67,0$7((67,0$7('$7( 5(129$7,21%$6(*6) 5(129$7,21$'-867('*6) 5(9 25'(52)0$*1,78'(&267(67,0$7( ,7(0 '(6&5,37,21 48$17,7< 81,7 &267 727$/  6,7(:25. 6((6,7(:25.7$%   68%727$/  6) 121(  (;&$9$7,21 $5281'6+('$1')(1&,1*  ($   68%727$/  6)  11/18/2021 ROLLING HILLS DEMO_COST ESTIMATE Page 4 of 16 1864 352-(&752//,1*+,//6'(02 5+:&&-2%12 /2&$7,21&,7<2)52//,1*+,//635(3$5('%< &/,(17&,7<2)52//,1*+,//6&+(&.('%<-) '(6&5,37,215(129$7,21%$6((67,0$7((67,0$7('$7( 5(129$7,21%$6(*6) 5(129$7,21$'-867('*6) 5(9 25'(52)0$*1,78'(&267(67,0$7( ,7(0 '(6&5,37,21 48$17,7< 81,7 &267 727$/  (/(&75,&$/:25. 6(/(&7,9('(02/,7,21 &21'8,76&$378512))32:(5785121 32:(5  *(1  (/(&75,&$/6(/(&7,9('(02/,7,21  ($  (48,30(17&211(&7,216 &$3*(1(5$725  ($  0,6&(48,30(17&211(&7,2166859(<  /'  11/18/2021 ROLLING HILLS DEMO_COST ESTIMATE Page 14 of 16 1965 352-(&752//,1*+,//6'(02 5+:&&-2%12 /2&$7,21&,7<2)52//,1*+,//635(3$5('%< &/,(17&,7<2)52//,1*+,//6&+(&.('%<-) '(6&5,37,215(129$7,21%$6((67,0$7((67,0$7('$7( 5(129$7,21%$6(*6) 5(129$7,21$'-867('*6) 5(9 25'(52)0$*1,78'(&267(67,0$7( ,7(0 '(6&5,37,21 48$17,7< 81,7 &267 727$/ 68%727$/  6)  11/18/2021 ROLLING HILLS DEMO_COST ESTIMATE Page 16 of 16 2066 352-(&752//,1*+,//6'(02 -2%12 /2&$7,21&,7<2)52//,1*+,//635(3$5('%< &/,(17&,7<2)52//,1*+,//6&+(&.('%<-)+ '(6&5,37,216,7(:25.(67,0$7('$7( 6,7(:25.*6) 6,7(:25.$'-867('*6) 5(9 25'(52)0$*1,78'(&267(67,0$7( ,7(0 '(6&5,37,21 48$17,7< 81,7 &267 727$/ 6,7(:25.6800$5<  0,6&6,7(:25.,7(06  6,7(:25.727$/',5(&7&267  3525$7(6 *(1(5$/&21',7,216   '(6,*1&217,1*(1&<  (6&$/$7,21  68%727$/  &2175$&725%85'(16 %21'6   29(5+($'$1'352),7   6,7(:25.727$/352-(&7&2676   11/18/2021 ROLLING HILLS DEMO_COST ESTIMATE Page 1 of 4 2167 352-(&752//,1*+,//6'(02 -2%12 /2&$7,21&,7<2)52//,1*+,//635(3$5('%< &/,(17&,7<2)52//,1*+,//6&+(&.('%<-)+ '(6&5,37,216,7(:25.(67,0$7('$7( 6,7(:25.*6) 6,7(:25.$'-867('*6) 5(9 25'(52)0$*1,78'(&267(67,0$7( ,7(0 '(6&5,37,21 48$17,7< 81,7 &267 727$/  0,6&6,7(:25.,7(06 *5$'($5281'6+('  /)   68%727$/  6)  11/18/2021 ROLLING HILLS DEMO_COST ESTIMATE Page 4 of 4 2268 Agenda Item No.: 9.B Mtg. Date: 05/24/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ALAN PALERMO, PROJECT MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:REVIEW ASSESSMENT REPORT FROM PACIFIC ARCHITECTURE AND ENGINEERING, INC. AND CONSIDER OPTIONS TO REPLACE A NON-WORKING EMERGENCY STANDBY GENERATOR. DATE:May 24, 2021 BACKGROUND: The current emergency standby generator is outdated and no longer functioning properly. Over the past few years City staff has enlisted several maintenance firms to service the existing generator. The existing emergency standby generator is at the end of its life cycle and the City is looking to replace the existing equipment with a new emergency standby generator. Repair activities for the current generator was presented to the City Council on October 26, 2020. Based on the information provided, the City Council directed staff to seek professional expertise to assist staff with unit replacement. At the January 11, 2021 City Council meeting, City Council approved an amended agreement with Pacific Architecture and Engineering Inc. to assess the existing standby generator for the City Hall campus, provide a report on their findings, and discuss options to replace the existing non-working standby generator. The draft of the Standby Generator Assessment Report was delivered to the City on April 21, 2021. Pacific Architecture and Engineering, Inc. met with City staff on April 30, 2021 to review and discuss the report and findings. The Final Report was updated and submitted to the City on May 5, 2021 and City Staff presented to City Council on May 10, 2021. In summary, The report identified the parameters and constraints for the replacement standby generator/system Based on review of the prior 12 months electric bills, determined the existing 75 kw could be replaced with an equivalent sized system that would sufficient for the current building loads (City Hall and Rolling Hills Community Association (RHCA) Building). The existing structure housing the generator does not comply with current code requirements for clearances and has water intrusion with water collecting in the fuel moat with the potential infiltrate into the electrical system and cause damage. This building would need to be removed, replaced, or repaired for repurposing. The report provided 3 Options for consideration and an interim solution: 169 Option 1a: Proposes a new 75 kw Diesel Generator, new code compliant structure, and possible new electrical components at an estimated total cost of $240,000. This option would replace the existing facilities in their entirety to comply with all current codes, and would require permitting through AQMD. Option 1b: Proposes a new 75 kw Diesel Generator and possible new electrical components at an estimated total cost of $150,000. This option would place new generator outside and would comply with all current codes, and would require permitting through AQMD. The existing structure could be demolished or repurposed. Cost of removing the existing structure or repurposing (storage?) is not included in the cost estimate. Option 2: Proposes a Solar PV System with backup battery/storage for use in an emergency at an estimated total cost of $225,000 (final cost dependent on the size of the PV system and backup storage/battery). No AQMD permits are required and the Solar PV system would reduce the amount of the electric bill for City Hall and the RHCA building. Interim Solution: Implementation of any of the options stated above will take a minimum of 12 months to design, permit and construct. In the interim, the City could elect to lease a portable generator at a cost of approximately $1,900 per month. This interim solution would also require improvements to install a connection switch/disconnect for the portable generator to connect to the building electrical system. This improvement has an estimated cost of $20,000. Proposed Immediate Actions: The existing generator is not functional, it is recommended to remove this generator and either demolish/remove the existing building or fill in the fuel most to prevent the possibility of further water intrusion/collection and the potential for water intrusion into the electrical system. DISCUSSION: City Council raised numerous questions about the report during the May 10, 2021 meeting and moved to continue this item to a future meeting pending responses to questions raised. Pacific Architecture and Engineering Inc. provided responses to the list of questions generated. The questions and responses are included with this staff report. FISCAL IMPACT: The adopted budget for FY20-21 includes $20,000 for contractual services for repairs and maintenance to City Hall. Some of this budget can be used to address some of the costs that would be incurred for the Interim Solution and Immediate needs. The selected option for the long term solution would need to be budgeted for FY21-22. RECOMMENDATION: Staff recommends that the City Council revisit the Assessment Report, review the responses from Pacific Architecture and Engineering Inc. to questions City Council had and provide instructions to staff on options to replace the existing standby generator. ATTACHMENTS: 2021-04-19 Rolling Hills Generator Report_REV_.pdf 2021.05.10 City Council FeedbackanswersJF.docx 270 The City of Rolling Hills City Hall Generator Assessment Report 2 Portuguese Bend Dr. April 19, 2021 Rolling Hills, CA Prepared by: Pacific Architecture and Engineering Inc. 371 2 BACKGROUND: The Engineering Team performed a site survey on April 2, 2021 of the existing generator at the City of Rolling Hills City Hall. It is assumed this generator serves two existing buildings located at 2 Portuguese Bend Drive in Rolling Hills, California. Record drawings for the current electrical system were not available, assessment is based on visual observation, as well as Southern California Edison (SCE) utility bills and limited as-builts. Subject to the visual limitations of such observation, the following are observations, recommendations, and options for the replacement of the generator. SUMMARY: The existing electrical service observed is 600A, 240/120V 3-Phase 4-Wire (delta “high leg”). According to the SCE utility, the maximum 12-month demand on the 600A service meter was 30 kW. The current generator is 75 kW and is non-operational. Electrical Engineer assumes that the generator shall only need to be provided for and connected to the 600A switchboard, as it appears that is how it is currently connected. This will need to be confirmed during design. A new generator of the same size will be sufficient for existing building loads per calculations based on the SCE utility bills. If additional loads are planned to be added in the future, a 75 kW generator will not be sufficient and must be increased to 250 kW to meet full switchboard load size. In this scenario, the Automatic Transfer Switch(ATS) would also need to be replaced. It will be assumed that the generator will not be upsized. Conduit location is not verified, ground penetrating radar was recommended to verify connection to Community Building. Existing service connections to main switchboard and both buildings should be confirmed by an electrician tracing all feeder circuits. The current building where the generator is housed does not meet current California Electrical Code clearance requirements and is undersized. Any replacement shall require a new structure. Water intrusion was observed at current structure, waterproofing membrane at Concrete Masonry Block(CMU) wall has failed and will require replacement. Water ponding was observed in fuel moat. Current conditions at switchboard do not meet clearance requirements per California Electrical Code may be resolved with the removal of the generator and new generator may be placed at a new location or solar panels are installed. Three Options were considered: Option 1: REPLACE GENERATOR (SAME SIZE) Option 2: INSTALL SOLAR SYSTEM WITH SOLAR BACK UP BATTERY ALTERNATE 1: FOR IMMEDIATE USE IN INTERIM: LEASE PORTABLE GENERATOR ALERTANTE 2: FOR IMMEDIATE USE IN INTERIM: PURCHASE SMALLER GENERATOR EXISITING ELECTRICAL SYSTEM: According to the SCE utility bills received, there are two existing electrical services. 472 3 The existing electrical service observed is 600A of power rated for 240/120V 3-Phase 4-Wire (delta “high leg”). The service meter switchboard is in a small CMU structure in the parking lot that also houses the generator and ATS. The existing standby generator inside the structure is 75 kW (93.8 kVA) at 240/120V 3-Phase 4-Wire. A 400A ATS is located on the back interior wall of the structure adjacent to the main switchboard. It was not immediately clear how the power is currently fed into the switchboard from the utility, but Electrical Engineer observed an existing utility pole behind the structure. Structure that houses existing generator, utility switchboard/meter, and ATS with utility pole behind Inside of structure viewing existing generator with switchboard and ATS behind (ATS not visible in photo) 573 4 The existing 75 kW standby generator is McGraw-Edison Onan GenSet model number 75.ODYC- 15R/1140K. According to a service log located inside the generator, it was first serviced in November of 2010 and last serviced in July of 2019. Two service records from February and May of 2019 indicate “fuel line (still leaking)” and “unable to perform load bank test due to engine internal issues.” The City stated that the generator has not been operational for some time. Existing generator markings and nameplate Per as-builts dated 11/18/1996, the existing structure is 20’ by 11’-4” and contains a 4” fuel moat around the generator. Observed actual constructed conditions related to equipment placement was not as shown on as-builts. The existing main switchboard was manufactured by Siemens, is rated for 600A, and is in a NEMA 3R rated enclosure. The nameplate on the switchboard indicates 208Y/120V 3-Phase 4-Wire, this label appears to be inconsistent, as ATS and generator are both labeled for 240/120 3-Phase 4-Wire. A handwritten note on the gear adjacent to the main breaker in the switchboard reads, “Gen set backs up entire main 600 amp.” One of the exterior doors on the main switchboard is bent and difficult to open. Additionally, proper working clearance of at least three feet is not provided for main switchboard, and there is standing water in a fuel moat directly in front of the switchboard. The main switchboard contains one 600A main breaker and six branch breakers labeled and rated as follows: “Lights Outlet” (20A, 1 pole, 1-Phase); “Block Heater” (30A, 1 pole, 1-Phase); “Outside Lighting” (100A, 2 pole, 1-Phase); “City Hall” (100A, 2 pole, 1-Phase); “AC City Hall” (100A, 3 pole, 3- Phase); “Assoc.” (200A, 2 pole, 1-Phase). While the Association building interior was not observed, it is assumed that this 600A main switchboard serves both the City Hall and Association buildings from meter SCE 259000-037969 (account number 3-013-8772-33). It has not been confirmed where the meter and service for SCE account 3-048-5137-00 are located or what they are serving. This will need to be confirmed when circuits are confirmed during design. This report has been prepared under the assumption that the generator shall only need to be provided for and connected to the 600A meter in this main 674 5 switchboard, as it appears that is how it is currently connected. Per the SCE bills received, the maximum 12-month demand on this meter was 30 kW. The maximum 12-month demand for the other, unknown (and not used here) account (3-048-5137-00) was 28.8 kW. Existing main switchboard enclosure with bent door located behind generator Main switchboard with doors open, SCE meter, main and branch breakers, and fuel moat 775 6 Main switchboard with doors open, branch breakers, fuel moat, and insufficient working clearance The existing automatic transfer switch (ATS) for the generator is GE Zenith ZTG, 400A, 240/120V 3- Phase 4-Wire and is located to the right of the main switchboard. Existing ATS on back interior wall of structure Electrical Engineer assumes City Hall building has one branch panel – a 225A, 240/120V 1-Phase 3- Wire panel in an existing utility/storage closet. However, the breaker in the main switchboard labeled “City Hall” is only 100A, and an additional 100A breaker in the main switchboard is labeled “AC City Hall,” although a branch panel for AC load connection was not observed at time of survey. There is an additional 100A breaker labeled “service disconnect” at the exterior of the back door of the City Hall building. As-builts dated 9/8/66 that were received by Electrical Engineer indicate an 876 7 additional electrical room to the right of the back exterior door. However, City has stated to engineering team that the equipment at this location has been abandoned, further investigation is required to confirm this. Existing City Hall branch panel exterior, interior, and nameplate “City Hall” breaker in main switchboard “AC City Hall” breaker in main switchboard 977 8 “Assoc.” breaker in main switchboard \ Existing panel and breaker labeled “service disconnect” at back exterior of City Hall building 1078 9 During the survey, Electrical engineer observed a large switchboard at the back exterior of the Community Association building. This switchboard is labeled “Instant Switchboard Model No. RMSP42-3SNW” and “RUG30W,” was most likely manufactured by Eaton, and is 400A, 240/120V 1- Phase 3-Wire in a NEMA 3R enclosure. It contains an empty meter socket with no cover and a 200A branch breaker labeled “community center load center (rest room),” along with several other smaller branch breakers. The smaller branch breakers were labeled with labels such as “AC,” “garage,” “sprinkler,” “tool room,” and “bath heater.” It is not confirmed at the time of survey if this switchboard is operational and will need to be confirmed during design. It is assumed that it could be fed from the 200A breaker in the main switchboard shown above. However, an electrician would need to trace the circuit to make a final determination. Switchboard behind Association building, interior breakers, abandoned meter socket OPTIONS: Option 1a: REPLACE 75kW GENERATOR, REPLACE GENERATOR BUILDING COST OF GENERATOR $70,000 INSTALLATION $20,000 BUILDING AND ELECTRICAL IMPROVEMENTS: $150,000 TOTAL COST $240,000 Option 1b: REPLACE 75kW GENERATOR AT EXTERIOR WITHOUT BUILDING COST OF GENERATOR $70,000 INSTALLATION: $20,000 REMOVAL OF GENERATOR AND BUILDING UPGRADES AT SWITCHBOARD: $50,000 1179 10 LANDSCAPE SCREENING: $10,000 TOTAL COST: $150,000 1. Existing service connections to main switchboard and both buildings should be confirmed by an electrician tracing all feeder circuits. Electrician shall provide inclusive existing conditions single line diagram for both buildings and all pieces of equipment on property. 2. Current generator structure should be replaced to remedy water intrusion issues and clearance issues. 3. Main switchboard’s bent door should be replaced, NEMA 3R rating shall be confirmed, and required clearances need to be met. 4. The main switchboard requires a new, larger structure to be built to ensure proper working clearances for main switchboard and ATS, as well as to maintain generator fuel moat outside of switchboard clearances. New structure must maintain proper exhaust and clearances for new generator. 5. A new generator of the same size will only be sufficient for existing building loads. If additional loads may be added in the future, a 75 kW generator will not be sufficient and must be increased per item 6 below to meet full switchboard load size. 6. Confirmation is required to determine if existing ATS is listed for use with new generator; otherwise, also provide a new ATS of equal size to correspond with new generator. 7. If there are new electrical loads planned, the new diesel generator replacement shall be 250 kW, 240/120 3-Phase 4-Wire. New generator may be required to be Tier 4 with sound and emissions mitigation for use near schools and residences. Generator may also be required to be provided with particulate filter(s) and noise cancellation devices and options, shall be South Coast AQMD certified, and shall be from a manufacturer such as Cummins, Caterpillar, Kohler, or equal. 8. For item 7 above, contractor shall provide new ATS rated for 600A, 240/120 3-Phase 4-Wire. New ATS shall be listed for use with new generator. 9. Also required is a double wall belly tank system. 10. Environmental Impact: The generator utilizes fossil fuels and creates noise when in use in proximity to residences and school. 11. These costs assumes only the generator is non-functional. Option 2: INSTALL SOLAR SYSTEM WITH SOLAR BACK UP BATTERY COST: $225,000 1. Install Solar PV system (panels, inverters, storage battery cabinets) as an alternate back up power source. Battery backup of 5kW, upgrade of battery back up of 25kW, and 50kW may be added at any time in the future. A new Solar PV system of 75 kW will only be sufficient for existing building loads. If additional loads may be added in the future, a 75 kW generator will not be sufficient and must be increased to meet full switchboard load size. 1280 11 Solar Panel will offset daily peaktime energy use with a reduction in the electric bill. Consider reducing emergency load by limiting what is powered during an event.(Such as refrigerators) 2. Environmental benefits include removing the use of fossil fuels from the facility. Solar Power is a clean renewable power source. 3. The Solar Power option provides continuous daily use in comparison to generator which would sit idle for long periods of time, at risk of corrosion and failure. This means the solar panel would provide power on a daily basis and reduce peak load and reduce the electric bill. 4. There may be tax credits and rebates but is not significant. 5. Cost could be reduced by reducing required loads during an event. ALTERNATE 1: PORTABLE GENERATOR FOR IMMEDIATE USE IN INTERIM LEASE for 75KW: $1,890 PER MONTH COST FOR CONNECTION: $20,000 1. Standby power in the form of a portable generator. 2. There is the option to rent at time of a blackout event when a generator is needed, however if there is a large blackout event a generator to lease may not be available due to demand. 3. The portable generator would need to be placed in a visible area and may not be placed in the existing building due to ventilation and clearance requirements not being met. 4. Also required: New portable generator connection switch/disconnect located in the parking lot for temporary generator. Temporary generator shall be same capacity as permanent one with minimum fuel capacity to support at least 24 hours at full load. 5. There are AQMD requirements for renting or leasing, may only be used during imminent or actual blackouts, emissions may required to be reported. ALTERNATE 1: SMALLER PORTABLE GENERATOR FOR IMMEDIATE USE IN INTERIM PURCHASE: $2,000-$8,000(Battery capacity varies) 1. This option allows for the use of a small number of computer stations to plug into a standalone generator for computer use but does not allow use of the building systems such as air conditioning refrigerator, or building lighting. Lamps will need to be plugged into the generator for lighting during the evening hours. Plug in data low voltage connection will also need to be configured in case of an event. FINAL SUMMARY AND RECOMMENDATION: The cost to replace obsolete generator CMU building increases the cost of replacing the generator. Solar panels and battery backup should also be considered at similar cost while also providing daily energy savings. The existing CMU building is too small to house a new generator with current requirements for required California Electrical code clearance around equipment. Ventilation requirements are not met in the current structure per manufacturer’s recommendations and further increases costs. If the City finds it acceptable that the generator is visible, it may be placed on the exterior without the cost of a new CMU building with landscape screening. 1381 May 10, 2021 City Council Meeting Emergency Standby Generator Assessment Report – Questions and Comments 1. Clarify the 30 kw demand stated in summary a. Clarified at meeting demand is 30 + 28.8 kw (RHCA Building) for a total demand of 58-59 kw 2. Confirm what size Battery was included in Solar Option Cost Estimate (5 kw?) Yes –14 or 16kwh battery – it would power phone network lifesafety a.What is the cost if battery capacity be sized to supply 24 hours of power? During the day the solar produces power so the battery would supply at night so this battery should be 24 hours. The battery can be cycled. Battery can be used at peaktime. The battery likes to be used everyday it extends the life of the battery. Sell battery power or use it to power building. So the generator sits there costing money while the solar produces power b. What is the life expectancy for storage batteries (One council member stated is was 5-10 years, which means 6 years) 10 year warranty 3. What size Solar panel system is included in cost estimate and what reduction in electrical bill could be expected/estimated? The solar panel rebate will be $4k Electric use(and bill) will be reduced by 95%, the solar panels can power both buildings. See Table below. Solar panel cost - $120k Battery Cost $40k Other costs - reroofing, engineering 1482 a.What is the life expectancy for Solar Panels? 25 year warranty 4.Will the existing trees around the buildings impact the Solar option or will they need to be removed No, we took a preliminary look and stayed away from trees but some might need to be cut back a little but they don’t need to be removed. We examined this. 5.What is the expected life span of solar panels? 25 year warranty 6.What impact would a fire (smoke) have on the solar option efficiency? 1583 Less production because of smoke but they still are functional 7. What is included in the $10k cost estimate for landscaping around the generator? (One council member stated, landscaping would $300, and made them question the rest of the cost estimates). This is not only landscaping, but the concrete pad, fencing, landscaping, installation of conduit and AQMD permitting. 8. Any recommendations on Grant Programs for Solar Panels. See response to Question No. 3 on estimated solar panel rebate 9. Confirm the cost of a 75 kw Diesel generator. A 60 kw gas generator runs about $20k, is $70k an accurate estimate for the 75 kw diesel generator? If yes, why does the slightly larger diesel generator cost so much more? The cost is about the same for both size generators, $20k is installation only. The cost of both generators is approximately $70k. This price is from the manufacturer directly. The lease is $1,890 per month on a $70k generator. 10. Are Diesel Generators required to be Tier 4? Can a Diesel Generator operate at less than a Tier 4? Yes this is possible, AQMD specialist would confirm this during design. 11. If the generator is outdoors, are there any long term impacts to the generator a. Clarified at meeting these generators are designed to operate in an outdoor environment. Housing is for esthetic purposes 12. Are there any legal requirements/restraints (such as the school across the street) that would require special conditions/AQMD permitting? Yes notifications are required per AQMD, and the AQMD permitting specialist would guide this process. 13. The report references several unknowns. Do the cost estimates for each of the options take into consideration the unknowns or would these unknowns be additional costs? If not, can range of costs be estimated? City wants to understand the total repair costs. Any unknowns that are revealed with further investigations would be added to the cost during the design process. 1684 14.Confirming the new ATS cost is included in all the options? No it is not as it is not confirmed a new ATS is needed. 15. What improvements/work would be required regardless of the option selected? Recommend removal of generator, fill in moat and fix water intrusion. 16. What are rules for Cities regarding emergency standby generators? Do they have to abide by all the permitting requirements (assume yes)? Yes absolutely. 17. What are the interim costs to remove the existing generator and fill in the fuel most? We estimate $10k 18. If the interim option is moved forward, does the $20k cost for connection reduce the total cost for the other options or is this cost just for the interim solution? It is an interim solution and does not reduce the costs of any of the options. 1785 Agenda Item No.: 8.H Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:JOHN SIGNO, DIRECTOR OF PLANNING & COMMUNITY SERVICES THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER AND APPROVE THE PLANNED EXPENDITURES FOR FISCAL YEAR 2023-2024 SAFE, CLEAN WATER (MEASURE W) MUNICIPAL PROGRAM FUNDS FOR SUBMISSION TO LOS ANGELES COUNTY FLOOD CONTROL DISTRICT DATE:February 27, 2023 BACKGROUND: In 2018, Los Angeles County voters approved Measure W (Safe Clean Water Municipal Program Funds), a tax measure that is estimated to raise about $280 million annually for storm water projects that build up the county’s water self-sufficiency. Funding is provided through a parcel tax of 2.5 cents per square foot of impermeable land area (building, concrete, etc.). The measure provides cities, watershed areas, and Los Angeles County with the funds to capture, treat, and recycle storm water. The City Council has been involved in the planning efforts and has approved the plans for how these funds have been and will be utilized to advance the goals of the enabling legislation tied to Measure W. 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, as well as for other programs and studies related to protecting and improving water quality in lakes, rivers and ocean. To receive funds, cities must submit their Safe Clean Water Municipal Program annually for review and approval. It is projected that the City will receive approximately $100,000 during FY2023/2024 in Municipal Program Funds. The City must spend at least 70% of its Municipal Program Funds on eligible expenses related to new projects or programs. Up to 30% of a City’s Municipal Program Funds may be used to pay for eligible costs and expenses related to the continuation of programs. Twenty percent (20%) of the City’s projected Municipal Program Funds will be 86 set aside in case revenues are lower than anticipated. Program funds are allocated as described in the attached expenditure budget. FISCAL IMPACT: The City will receive approximately $100,000 during Fiscal Year 2023-2024 in Municipal Program Funds. RECOMMENDATION: Approve as presented. ATTACHMENTS: CL_AGN_230227_CC_2023-24_SCW_Expenditure_Budget(FinalDraft).pdf 87 Description Estimated actual cost for Line Item SCW Expenditures for Ongoing Programs - up to 30% of expenditures SCW Expenditures for New Projects or Programs - at least 70% of expenditures Source Explanation 1 Coordinated Integrated Monitoring Program (CIMP) and TMDL Monitoring 47,170.42$ 27,785.68$ CIMP MOU 2nd Amendment FY23- 24 cost share per November 2021 Cost Share revision This is an ongoing effort implemented prior to adoption of Measure W by the voters in November 2018 and is limited to a maximum of 30% of SCW expenditures per fiscal year. Allowable expenditure is calculated by applying the 30:70 (ongoing vs new effort) ratio against total expenditures in the 70% new effort column. 2 Sepulveda Canyon Monitoring Study 11,933.25$ 11,933.25$ Detailed FY2324 Cost Estimate from NV5 for 12 months of NV5 Task 1 (Project Management & Coord) plus NV5 Task 3 labor & ODCs. Required by LA Water Board in 2022 as a condition of WMP approval. This is a new requirement and therefore falls in the 70% new effort category. 3 SCW Municipal Program Planning and Reporting (incl. 3-yr audit)11,400.00$ 11,400.00$ Estimated costs for consultant assistance with SCW planning and reporting based on budget for FY2022-23 (McGowan Task 2.2). Also includes estimate for cost of 3- yr independent audit ($3K). Eligible in the 70% category as a new effort since it is required by the SCW program. City must obtain an independent audit to assess compliance with terms and conditions of SCW Transfer Agreement and Municipal requirements applicable in Chapters 16 and 18 of the LA County Flood Control District Code. Independent audit of municipal SCW program payments is required every three (3) years and are funded with Municipal Program funds. Audits must be filed for posting on SCW program website. 4 Enhanced Sediment-Borne Pollutant Source Control 6,000.00$ 6,000.00$ 10% of contract code enforcement during FY2023-24 Effort to address storm-borne sediment pollutants from insufficiently controlled construction sites and potential wild fires through enforcement of brush/vegetation control ordinance. 5 Expanded Low Impact Development Standards 5,000.00$ 5,000.00$ Allowance for consulting assistance for developing outreach materials or revising LID developer guide (McGowan Task 4.3). Expansion of LID beyond baseline requirements in the MS4 Permit is a new effort to support the City's retention of the 85%, 24-hr storm runoff. Revision of the Developer Guide to address revised LID requirements as per the 2021 Regional MS4 Permit is a new effort. 6 Development & Implementation of Community Outreach/Engagement 7,700.00$ 7,700.00$ McGowan Task 2.1 and 8.2 plus ODCs for website hosting and graphic design Effort to develop new materials and methods for and tracking of dissemination of outreach materials and engagement as required by Regional MS4 Permit. 7 Watershed Progress Reports 2,000.00$ 2,000.00$ Estimated based on McGowan Task 8.1 budget for FY2022-23 City's consulting costs for the Peninsula Watershed semi-annual reports are a new effort under the 2021 Regional MS4 Permit. 8 Wildfire Prevention Measures 20,800.00$ 20,800.00$ Planned expenditure for 2023 for PVPLC 3rd Maintenance Payment from Phase 2 as shown in 7/12/2021 Staff Report agenda item 5.C. Wildfire prevention also prevents post-fire stormwater pollution from multiple pollutants mobilized by fire and subsequent storms. These include targeted TMDL pollutants: nitrogen, phosphorus, metals, legacy pesticides, and sediment/debris flows. 27,785.68$ 64,833.25$ $ 92,618.93 Check: total planned expenditures are less than funds available to spend in FY2023-24. PLANNED EXPENDITURES FOR FY23-24 SAFE CLEAN WATER (SCW or Measure W) MUNICIPAL PROGRAM FUNDS Planned Expenditures 88 Agenda Item No.: 12.A Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER REPAIR OPTIONS PROPOSED BY EC CONSTRUCTION TO ADDRESS SINKHOLE NEAR 1 MIDDLERIDGE LANE SOUTH AND PROVIDE DIRECTION TO STAFF DATE:February 27, 2023 BACKGROUND: The December 2021 rain storms caused three sinkholes on Middleridge Lane, North and South. Working with the Los Angeles County Department of Public Works to address the sinkholes, the department found a 1972 signed agreement between the Los Angeles County Flood Control District and Rolling Hills noting that the City is responsible for the maintenance of a storm drain line along Middleridge Lane North and South. The sinkholes, located adjacent to the roadway on Middleridge Lane South were caused by breaks in the subject storm drain line as with the sinkhole on 1 Middleridge Lane North. The City made emergency repairs on three areas of the storm drain system between February and April 2022. In September 2022, staff was alerted to another section at 3 Middleridge Lane North creating safety issues on private property and the City Council directed staff to address via emergency repairs as well. That project was officially accepted as completed during the December 13, 2022 City Council meeting. Staff was notified over the weekend of January 14, 2023 that another sinkhole had developed adjacent to 1 Middleridge Lane South just south of the repaired segments from January 2022. On Wednesday, January 18, 2023, staff met on site with the city contracted inspector from Onward Engineering to evaluate the situation. Staff also provided the inspector with documentation and pipeline video from LA County Department of Public Works. Onward Engineering provided an Observation Report based on their inspection and recommended to engage its engineering group to develop repair measures for the City. On January 23, 2023, the City Council directed staff to have EC Construction provide repair proposal to address the sinkholes that developed over the weekend of January 14, 2023. The City Council also directed staff to engage Onward Engineering to provide recommendations 89 using the CCTV data to properly maintain the entire drainage system and to request the Rolling Hills Community Association to cover the sinkholes. DISCUSSION: At the February 13, 2023 City Council meeting staff presented the following: 1. EC Construction's proposal to install 40 feet of new Corrugated Metal Pipe (CMP) to address the newly developed sinkhole as done for the previous three emergency jobs for $33,600. 2. EC Construction's recommendation for lining the existing 600 linear feet of CMP with Cured In Place Pipe (CIPP) for $215,000 in addition to $9,295 (plus 25% markup on materials) per day to fill bottom void of existing CMP Pipe with slurry and sandbags thereby creating a stable base in preparation for lining. 3. A Resolution declaring an emergency and necessitating emergency work and a budget amendment Resolution for approval to move forward with immediate repair of the Middleridge storm drain and sinkholes that developed in January, 2023. 4. Onward Engineering's completed preliminary research and proposal, which aligned with the above lining recommendation from EC Construction and their costs to date of $1,690 in preparation of the proposal are as follows. The City Council directed staff to invite EC Construction and their subcontractor Sancon to attend the February 27, 2023 meeting to answer questions on the CIPP proposal. FISCAL IMPACT: The repair to the storm drain line system is an unexpected expense. If the City Council directs staff to proceed with one of the repair options proposed by EC Construction, the cost of the selected repair option would need to be funded using the General Fund Reserve. RECOMMENDATION: Provide direction to staff. ATTACHMENTS: PW_DRA_230207_MiddleridgeLnSystem_ECC_Estimate_Lining_A.pdf PW_DRA_230201_1MiddleridgeLnS_Sinkhole_ECC_Estimate_CMP.pdf PW_DRA_230223_1MiddleridgeLnS_Sinkhole_ECC_Estimate_Lining_Rev2.pdf 90 BID PROPOSAL AND CONTRACT 2213 CHICO AVE./SO. EL MONTE, CA 91733 Phone: (626) 444-9596 Fax: (626) 444-3077 California Contractors License #366814 DATE: 2/7/2023 TO City of Rolling Hills JOB ADDRESS 2 Portuguese Bend Rd Rolling Hills, CA 90274 1 Middleridge Lane S We agree to furnish all labor, materials, equipment and supervision necessary to complete the f ollowing: STORM DRAIN LINING 1. Fill bottom void of existing CMP Pipe with slurry and sandbags to create stable base in preparation for lining. COST….$9,295.00 plus 25% markup on materials per day. Estimated 3-6 days. 1. Install Sancon CIPP Liner to existing CMP pipe, approx. 600LF COST…..$215,000.00 This proposal includes traffic control, confined space entry procedures, pipe invert repairs and cleaning of existing pipe, pre video of pipeline, installing CIPP liner, reconnection of active laterals, final video inspection, and restoration of trail areas disturbed for entry and exit areas for lining work. Exclusions: permits, inspection fees, SWPPP plan, engineering, survey, relocation of underground utilities, night or weekend work, concrete, and striping. The above described work will be performed in a workman like manner and in accordance with standard practices. TERMS: Unless credit arrangements have been made, in writing, in advance, the invoice for the work described herein is due and payable on presentation. 1 ½ % per month will be charged on a daily basis on all accounts or portions thereof not paid within 10 days of the date of the invoice. Customer agrees to pay reasonable attorney fees and collection costs incurred by E.C. Construction Co. for the collection of both principal and interest due to customer’s failure to pay per this agreement. Unless otherwise specified, if this proposal is not accepted within______30___________days from bid date, we reserve the right of cancellation. APPROVE AND ACCEPTED Respectfully Submitted, ___________________________ E.C. CONSTRUCTION CO. Date__________________20___ By_________________________ 91 BID PROPOSAL AND CONTRACT 2213 CHICO AVE./SO. EL MONTE, CA 91733 Phone: (626) 444-9596 Fax: (626) 444-3077 California Contractors License #366814 DATE: 2/1/2023 TO City of Rolling Hills JOB ADDRESS 2 Portuguese Bend Rd Rolling Hills, CA 90274 1 Middleridge Lane S We agree to furnish all labor, materials, equipment and supervision necessary to complete the f ollowing: STORM DRAIN REPAIR 1. Excavate all wet soil at 2 sink hole areas. 2. Remove approx. 40 LF of 24” CMP Pipe. 3. Install approx. 40 LF of new 24” CMP, connecting to existing CMP pipe. 4. Backfill with 1 sack slurry around new pipe and 1’ over new pipe. 5. Backfill and compact remaining depth with clean dirt. 6. Repair asphalt edge at trail where sink holes occurred. COST……$33,600.00 Exclusions: permits, inspection fees, SWPPP plan, engineering, survey, relocation of underground utilities, night or weekend work, concrete, slurry, and striping. The above described work will be performed in a workman like manner and in accordance with standard practices. TERMS: Unless credit arrangements have been made, in writing, in advance, the invoice for the work described herein is due and payable on presentation. 1 ½ % per month will be charged on a daily basis on all accounts or portions thereof not paid within 10 days of the date of the invoice. Customer agrees to pay reasonable attorney fees and collection costs incurred by E.C. Construction Co. for the collection of both principal and interest due to customer’s failure to pay per this agreement. Unless otherwise specified, if this proposal is not accepted within______30___________days from bid date, we reserve the right of cancellation. APPROVE AND ACCEPTED Respectfully Submitted, ___________________________ E.C. CONSTRUCTION CO. Date__________________20___ By_________________________ 92 BID PROPOSAL AND CONTRACT 2213 CHICO AVE./SO. EL MONTE, CA 91733 Phone: (626) 444-9596 Fax: (626) 444-3077 California Contractors License #366814 DATE: 2/23/2023 TO City of Rolling Hills JOB ADDRESS 2 Portuguese Bend Rd Rolling Hills, CA 90274 1 Middleridge Lane S We agree to furnish all labor, materials, equipment and supervision necessary to complete the f ollowing: STORM DRAIN LINING 1. Fill bottom void of existing CMP Pipe with slurry and sandbags to create stable base in preparation for lining. COST….$9,295.00 plus 25% markup on materials per day. Estimated @ 10 days. COST….$122,950.00 2. Install Sancon CIPP Liner to existing CMP pipe, approx. 710 LF COST…..$232,000.00 This proposal includes traffic control, confined space entry procedures, pipe invert repairs and cleaning of existing pipe, pre video of pipeline, installing CIPP liner, reconnection of active laterals, final video inspection, and restoration of trail areas disturbed for entry and exit areas for lining work. Exclusions: permits, inspection fees, SWPPP plan, engineering, survey, relocation of underground utilities, night or weekend work, concrete, and striping. The above described work will be performed in a workman like manner and in accordance with standard practices. TERMS: Unless credit arrangements have been made, in writing, in advance, the invoice for the work described herein is due and payable on presentation. 1 ½ % per month will be charged on a daily basis on all accounts or portions thereof not paid within 10 days of the date of the invoice. Customer agrees to pay reasonable attorney fees and collection costs incurred by E.C. Construction Co. for the collection of both principal and interest due to customer’s failure to pay per this agreement. Unless otherwise specified, if this proposal is not accepted within______30___________days from bid date, we reserve the right of cancellation. APPROVE AND ACCEPTED Respectfully Submitted, ___________________________ E.C. CONSTRUCTION CO. Date__________________20___ By_________________________ 93 Agenda Item No.: 12.B Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:DISCUSSION ON THE REPLACEMENT OF THE THREE RAIL FENCE, LOCATED ADJACENT TO PORTUGUESE BEND ROAD NEAR THE MAIN GATE AND FUTURE CAMPUS LANDSCAPING PLAN DATE:February 27, 2023 BACKGROUND: At the August 22, 2022 City Council Meeting, representatives from the Women's Club Beautification Committee spoke during public comment regarding the roses and fencing along Portuguese Bend Rd at the City Hall Campus. Mayor Black requested that an agenda item be brought forth at the next meeting. At the September 12, 2022 City Council meeting, the Council directed staff to have discussions with the Rolling Hills Community Association (RHCA) regarding the timing of the fence removal, create an RFP for replacement with vinyl fencing, and bring back the RFP at the next meeting for council approval. The 3-rail fence was removed the week of September 12th by the RHCA per previous staff requests prior to the meeting. City staff was also in the process of a Landscaping Maintenance RFP and awaiting responses. Staff believed it would be prudent to finalize the Landscaping RFP process and interviews since concerns were expressed over the plantings and irrigation in the same area which inadvertently led to the rotting of the wood fencing. At the October 24, 2022 City Council meeting, staff made a recommendation for a new Landscaping Maintenance partner, who discussed in detail during an interview the following concerns that should be considered: Outdated irrigation system with incorrect nozzles/spray heads for the pathway adjacent vegetation that contributed to the fence deterioration. Improper rose bush maintenance over the years has led to a scenario where they had grown too tall, outlived their useful life span and required replacement and subsequent proper maintenance. Staff had observed the use of the pathway in the previous month and anecdotally seen 94 no issues with equestrian or pedestrian passage which was a stated concern for replacing the fencing. Staff recommended taking more time to evaluate the need for a fence replacement and instead explore the more pressing need for the campus existing irrigation system upgrades and subsequent update of the plant palette along Portuguese Bend Road. Once staff had a new landscape provider, it would work collaboratively with them and bring back recommendations to the Council. The City Council voted to receive and file with City Council comments made that evening to be taken into consideration by staff. Council comments included consideration of ongoing costs of roses, what could be planted aside from roses, the idea of considering landscaping after a new fence was installed, and the need to make decisions that would avoid future unfunded expenses. At the November 14, 2022 City Council meeting, Bennett Landscaping was selected as the service provider for the City Hall Campus. The service agreement was fully executed in January, 2023. DISCUSSION: At the February 13, 2023 City Council meeting, members of the Women's Club Beautification Committee spoke during Public Comment on Non-Agenda items and expressed their continued interest in replacing the 3-rail fence and use of white climbing roses as part of the forthcoming new landscape design. Mayor Wilson requested that this item be agendized for the next meeting. The City Council also approved Item 8.H which included a proposal from Bennett Landscaping to provide Landscape Design Services with Ric Dykzeul functioning as the consultant and a focus on drought tolerant landscape plants. Staff will be working with Bennett Landscaping and Mr. Dykzeul specific to a new Campus Landscape Design, but at this time does not have further input. FISCAL IMPACT: None. RECOMMENDATION: Provide direction to staff. ATTACHMENTS: 95 Agenda Item No.: 13.A Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:APPROVE AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE A LEASE AGREEMENT WITH CBE OFFICE SOLUTIONS FOR A UNITED STATES POSTAL SERVICE COMPLIANT PITNEY BOWES SENDPRO C-AUTO 95 POSTAGE MACHINE; APPROVE AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH CBE OFFICE SOLUTIONS TO PURCHASE A DIGITAL COLOR SYSTEM (COPIER / PRINTER / SCANNER) AND SIGN A MAINTENANCE SERVICE AGREEMENT DATE:February 27, 2023 BACKGROUND: City staff relies on a multifunction printer/copier/scanner to perform necessary tasks for all departments on a daily basis. This includes high-volume and time-consuming projects like agenda preparation, newsletters, records management and more. Staff also uses a postage machine regularly for all packages and mail, but more importantly for newsletter and public notice distribution. DISCUSSION: Multifunction Digital Color System In June 2013, the City purchased a Konica Minolta 754 multifunction black and white printer for $10,549.17. That system was replaced in September, 2018 with the current Konica Minolta Bizhub C759 for another purchase of $10,947.19. The current maintenance agreement will expire in October of 2023 and has a cost per copy basis of $0.0058 per B/W copy and $0.043 per Color copy. Last year, staff considered outsourcing newsletter production as a way to potentially create internal efficiencies and cost savings. After research and estimated quotes, the expense was determined to not meet the city's budgetary goals or allow for the flexibility to handle 96 immediate workflow needs. Staff currently has a complicated multi-step process for creating and producing the Blue Newsletter which includes the use of an external folding machine with its own performance issues. As a result, staff has been working with one of our preferred vendors, CBE, on finding a solution that would be both economical, improve overall production, and ideally allow staff to focus on other pressing tasks and issues. Due to high-volume and extensive use, the system requires more frequent maintenance to ensure production can continue. Recent monthly average volumes recorded have been 6,739 B/W and 10,458 Color or an expense of $509.67. The total amount of printed pages/copies since the printer came into service is 1,009,465. The total amount of scans used for records management and digitization of files in the same period is 101,094. Staff recommends the purchase of a new Sharp BP-70C65 Digital Color System that includes an inline folding function. Many of the recent technological improvements would also assist in our future records management process for digitization, optical character recognition (OCR) and archiving of materials to our servers and/or Laserfiche system. Staff negotiated both purchase and lease pricing as follows: Pricing includes the system as configured in the attachments, installation/training/delivery, removal/disposal of the existing machine and a trade-in allowance of $1,000 with a sales order signed and submitted by March 3, 2023. Purchase - $10,945 ($9,945 with trade-in) not including tax 63 Month Lease - $232.58 monthly ($14,652.54 over term / $13,652,54 with trade-in) not including tax Staff also negotiated with CBE to match our current Maintenance and Supplies Agreement on a cost per copy basis. Whether purchased or leased, the service and maintenance agreement will cover labor, all replacement parts, toners, staples, all supplies (except paper) and repair service to keep the equipment tuned up and operating efficiently. Maintenance personnel will service the machine and replace any necessary parts and supplies when needed at no additional cost. Staff believes it is most economical to, again, make a one-time purchase for the machine and realize a savings of $4,707.54 (including the trade-in allowance.) Pitney Bowes Postage Equipment The city's current 36-month lease contract for our postage machine expired in February 2022. Our current DM400C will be decertified by the USPS on December 31,2024. The unit is experiencing a variety of issues and damages mail pieces while also slowing down production. The city continues to rely on the blue newsletter for communication with residents via the bi- weekly version as well as the special editions which provide more detailed and specific information about programs, policies and updates. While staff has grown our social media presence in the past year, more residents continue to rely on the newsletter. As a result, staff saw a 14% increase in postage costs during 2022 over 2021 and a 10% increase in the 97 number of mail pieces. The current equipment cost per month is $220.18 plus tax (postage costs not included.) Our postage costs in 2021 were $18,134 and $20,669 in 2022. While use of the machine saves the city money on postage due to the discounts offered by Pitney Bowes, it should be noted that USPS rates continue to rise each year. Staff recommends the lease of a new Pitney Bowes Send Pro C-Auto 95 which is a comparable upgrade to our existing machine. Staff negotiated lease pricing as follows: FMV Lease, Equipment, Meter Rental and Maintenance included. 36 Month - Yr. 1: $189.71/mo Yrs. 2-3: $224.74/mo 48 Month - Yr. 1: $159.86/mo Yrs. 2-4: $193.89/mo 60 Month - Yr. 1: $142.30/mo Yrs. 2-5: $176.33/mo Staff believes it is in the city's best interest to upgrade to a United States Postal Service compliant machine and most economical to continue leasing the machine but for a recommended term of 60 months. The city will realize a monthly savings of $77.88 or $934.56 annually in Year 1 and a monthly savings of $43.85 or $526.20 annually in Years 2-5. FISCAL IMPACT: The FY22/23 Adopted Budget has available funds in 01-01-745 Equipment Leasing Costs to continue with a new lease agreement for the replacement postage machine's ongoing expenses. The FY22/23 Adopted Budget has available funds in both 01-75-894 Computer Hardware Fund and 01-01-891 Records Management for the one-time purchase of the Multifunction Digital Color System and in in 01-01-745 Equipment Leasing Cost for the ongoing maintenance service agreement. RECOMMENDATION: Approve as presented. ATTACHMENTS: CL_AGN_230227_CC_CBE_PitneyBowes_Proposal.pdf CL_AGN_230227_CC_PitneyBowes_SendProC-Auto_USMI_Info.pdf CL_AGN_230227_CC_CBE_Sharp_CopierUpgrade_Proposal.pdf CL_AGN_230227_CC_SharpCDS_Info.pdf CL_AGN_230227_CC_CBE_PitneyBowes_ServiceAgreement.pdf CL_AGN_230227_CC_CBE_Sharp_CopierUpgrade_PurchaseServiceAgreement.pdf 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 Office Solutions Page 1 of 2 www.kopiers.com Lease Type Months Payment Deposit FMV See Lease SOLD TO:SHIP TO: Contact Contact Phone Phone E-mail E-mail Qty 1 Initial Set-up Service Program Accepted: Yes No Monthly Qrtly Yes No, Service Includes Parts & Labor Customer Signature: Title: Date: CBE Acceptance:Title:Date: Amount City of Rolling Hills City of Rolling Hills 2 Portuguese Bend Rd 2 Portuguese Bend Rd Rolling Hills, CA 90274 Rolling Hills, CA 90274 Christian Horvath Connie Viramontes 310.377.1521 310.377.1521 Product Code chorvath@cityofrh.net cviramontes@cityofrh.net Description AcceptanceLocationsC5CC See Lease Pitney Bowes SendPro C-Auto 95 10-lb Scale, Standard Accounting, Catch Tray Exit NotesServiceService Billing Period (monthly if not checked) Base Rate Included in Lease: See Lease Delivery Inc SIGNATURES BY BOTH PARTIES ACT AS A BINDING CONTRACT AND CANNOT BE CANCELLED OR TERMINATED AND CONFIRMS YOU HAVE READ AND UNDERSTAND THE MAINTENANCE TERMS AND CONDITIONS ON THE REVERSE SIDE OF THIS DOCUMENT. Balance Due Inc Sales Tax See Lease Billed Separately See Lease Subtotal Total Due CBE will pick up and return the current DM400 at no additional cost. CBE will install and train on the new SendPro C-Auto. Sourcewell contract provides the first of service at no cost. Billing will begin in the second year, invoiced by Pitney Bowes as Maintenance is included in the lease payment. CBE Office Solutions provides all field service with CBE/Pitney Bowes Certified Service Technicians. Trade-In N/A See Lease Amount Paid Terms Chris Hoffie Purchase Order No. Date Purchase ______________________________________ ___________________ ________________ ____________________Equipment Customer Salesperson Corporate Office Los Angeles and the Valleys Office Torrance/South Bay Office Inland Empire Office 4A Mason St 13200 Crossroads Pkwy 19191 So Vermont Ave 800 N Haven Ave Irvine CA 92618 Suite 135 Suite 470 Suite 220 949.830.1400 Industry CA 91746 Torrance CA 90502 Ontario CA 91764 Corporate Office Los Angeles and the Valleys Office Long Beach/South Bay Office Inland Empire Office 4A Mason St 13200 Crossroads Pkwy 18726 S Western Ave 800 N Haven Ave Irvine CA 92618 Suite 135 Suite 212 Suite 220 949.830.1400 Industry CA 91746 Gardena CA 90301 Ontario CA 91764 142 CELL BUSINESS EQUIPMENT: SERVICE AGREEMENT Terms and Conditions 143 144 145 146 147 148 Agenda Item No.: 13.B Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ALAN PALERMO, PROJECT MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:RECEIVE AND FILE A POTENTIAL FINANCING PLAN FOR CITY HALL ADA IMPROVEMENTS CONSTRUCTION DATE:February 27, 2023 BACKGROUND: In December 2019, the City released a Request For Proposal for Architectural and Engineering Design Services to prepare ADA Improvement Plans for the Rolling Hills City Hall, excluding building exterior path of travel. At the January 27, 2020 City Council Meeting, City Council considered and approved a Professional Services Agreement with Pacific Architecture and Engineering, Inc. (PAE) to prepare Improvement Plans (ADA and Space Planning). A kick off meeting with PAE was held February 27, 2020. At the May 26, 2020 City Council Meeting, City Council received a presentation from staff on the options developed to bring the restrooms up to date and comply with ADA and related codes. At the July 13, 2020 City Council Meeting, City Council received a presentation from staff with additional information to the two preferred options including opinions of probable costs of construction. At the July 13, 2020 City Council Meeting, City Council voted to move forward with the more economic Option 2 which kept the restrooms in the same location. PAE submitted the 65% plans for City review on March 9, 2021. This submittal incorporated the restroom option selected at the July 13, 2020 City Council Meeting. The City has reviewed the 65% plans with comments. Before City review comments are returned to PAE to further develop the plans to 90% design, City Council recommended that the City Council revisit the layout options. At the June 28, 2021 meeting, the City Council directed staff to add measurements to option 1 layout for additional discussion at the July 12, 2021 meeting. Using the measurement shown for option 1 in the City Hall lobby area, staff also taped the floor of the lobby to locate the proposed public counter. At the July 12, 2021 meeting, the City Council delayed to item to the July 26, 2021 meeting. At the September 13, 2021 meeting, staff recommended the inclusion of accordion doors along with the possibility of expanding the lobby area by moving the glass partition wall out. Additional suggestions were made to use French doors and remove an existing interior wall behind the display case to expand the lobby area of City Hall to 149 accommodate the number of residents that attend the annual holiday house event. The City Council directed staff to bring back City Hall ADA Improvements project at a future City Council meeting so that the City Council can provide direction to staff on the next steps. At the October 25, 2021 meeting, staff presented a third option prepared by staff for consideration. Option 3 took into consideration the City Council's feedback from the September 13, 2021 meeting. Option 3 proposed by staff includes pushing the existing line of wall at the front door to the City Hall, moving one of the three All Gender restrooms to the newly expanded space and enclosing the hallway to the Council Chambers to allow for a meeting room. The City Council favored Option 3 but decided to hold off on giving staff direction on the next steps until the City Council has an opportunity to consider all the capital improvement projects at the 2022 Strategic Planning Workshop. At the April 25, 2022 meeting, City Council provided direction to staff to proceed with the City Hall ADA Improvement Project with Option 3 and approved a contract amendment with PAE in the amount of $96,485 to complete the construction documents (fee includes bid support and construction administration). DISCUSSION: Schematic Design Plans were submitted to the City in August 2022 for confirmation of the layout and PAE proceeded with construction documents. 100% Plan Check Set documents are scheduled to be completed and submitted for plan review on April 7, 2023 and 100% Construction Documents are scheduled to be completed and submitted on June 27, 2023. The City submitted an application to California Joint Powers Insurance Authority (CJPIA) in 2021 for a loan to fund the costs of the City Hall ADA Improvement project was approved for a loan in the amount of $300,000. Staff reached out to CJPIA to apply for additional funding (loan) from CJPIA in September 2022 and was informed the program was on hold until 2023. Staff has reached out to CJPIA in 2023 to confirm if the program has restarted and if the City can proceed with an application for additional loans for the City Hall ADA Improvement Project and awaits a response from CJPIA. CJPIA informed the City they have not restarted the program for 2023, however, there may be an opportunity to amend the existing proposal to request a larger loan amount. Staff has engaged in discussion with CJPIA to confirm the previous application can be amended and if there are any limits to the amount that can be requested. FISCAL IMPACT: The adopted Fiscal Year 2022-2023 budget did not include construction fund for the City Hall ADA Improvement project. Given the progress on the architectural and engineering plan development, construction is anticipated in Fiscal Year 2023-2024. In anticipation of the upcoming budget planning for Fiscal Year 2023-2024, if the City Council should direct staff to pursue a loan through CJPIA for the entire estimated amount of construction cost for the project, the proposed budget would be built accordingly. If the City Council decides not to pursue the CJPIA loan, staff would recommend using the General Fund Reserve to fund the construction of the City Hall ADA Improvement project. RECOMMENDATION: Receive and File a potential financing plan for the City Hall ADA Improvement Project. ATTACHMENTS: 150 151 Agenda Item No.: 14.A Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:JOHN SIGNO, DIRECTOR OF PLANNING & COMMUNITY SERVICES THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:DISCUSS FAA'S TWO NEW DEPARTURE PROCEDURES OPPOSED BY THE RPV AND LAWA (WILSON) DATE:February 27, 2023 BACKGROUND: This item is on the agenda at the direction of Mayor Wilson. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Provide direction to staff. ATTACHMENTS: CL_AGN_CC_230227_RPV_Council_Letter_to_FAA.pdf CL_AGN_CC_230227_RPV_Report_without_Attach_A_C.pdf 152 153 154 1 LAX Van Nuys City of Los Angeles Eric Garcetti Mayor Board of Airport Commissioners Beatrice C. Hsu President Valeria C. Velasco Vice President Gabriel L. Eshaghian Nicholas P. Roxborough Belinda M. Vega Karim Webb Justin Erbacci Chief Executive Officer December 12, 2022 Mr. Erik Amend Acting Regional Administrator Federal Aviation Administration Western-Pacific Region 777 S. Aviation Blvd., Suite 150 El Segundo, CA 90245 RE: LAWA’s Comments on Two New Departure Procedures – STHBY and KYLOW Dear Mr. Amend: Los Angeles World Airports (LAWA) recently received a notification from the Federal Aviation Administration (FAA) indicating that the agency is proposing to amend one flight procedure and create two new flight procedures at LAX. The stated purpose for these proposed procedures is to provide greater air traffic separation between departures and arrivals during Over-Ocean noise abatement configuration from 12 AM to 6:30 AM, and to improve the safety and efficiency of the airspace during that same period. These proposed procedures are currently scheduled to be published on February 28, 2023. Upon review of the proposed flight procedures, LAWA is very concerned that these departure operations will not be consistent with the LAX No Turn Before Shoreline policy, will result in more departures flying closer to coastline communities in the South Bay and Palos Verdes Peninsula, and will be used at times other than when Over-Ocean noise abatement configurations are in effect. If FAA cannot specifically resolve the items of concern, then LAWA will not support the implementation of these proposed procedures as currently designed. LAWA is also very concerned that this information was not shared with potentially affected communities earlier in the process, and that airport staff were not invited to participate in any working groups that were convened to discuss the proposed procedures. It seems the process for FAA requested flight procedure changes is not transparent and does not include any public outreach. It should not fall solely to the airport to notify community groups, such as the LAX/Community Noise Roundtable, to inform them of the FAA’s intent to publish revised or new proposed procedures within just a few months, as LAWA had to do. The two new procedures (STHBY ONE and KYLOW ONE) will seemingly result in aircraft beginning their turns before the shoreline, which is not consistent with current noise abatement policy in place for more than the past 30 years. This 155 Mr. Amend Federal Aviation Administration December 12, 2022 2 potential increase in early turns will lower the compliance rate and cause nearby residents to notice more aircraft overflights and noise. Therefore, LAWA requests that FAA revise the proposed procedures to ensure aircraft do not initiate their turn prior to the shoreline when using the new departure procedures to maintain consistency with said policy. Another noise concern is associated with the STHBY departure procedure, where new waypoints will result in jet aircraft flying closer to the coastline around the South Bay and Palos Verdes Peninsula. In addition, it would potentially affect southbound turboprop aircraft, currently flying offshore, to also fly closer to or over the Peninsula to maintain the required separation between jets and turboprops. This will result in residents noticing more flight activity and associated noise. For the past twenty years, LAWA, in collaboration with the FAA and the Roundtable, has made notable efforts to reduce and minimize aircraft flying over this area and does not want to see this progress eroded. FAA should relocate the new waypoints and/or use existing waypoints for that route segment so that departures fly farther away from the Peninsula. LAWA understands that the purpose of the two new flight procedures is to address issues during nighttime Over-Ocean air traffic configuration. However, the KYLOW One Departure chart includes a vague notation restricting the use during noise abatement procedures, while the STHBY ONE procedure does not have any notation regarding this restriction. To be consistent with the intention of using these procedures only during nighttime Over-Ocean Operations to improve safety and efficiency, LAWA requests both flight procedures include the specific notation “For use only when nighttime noise abatement procedures are in effect.” LAWA is aware that FAA issued Categorical Exclusions for these proposed procedures, which does not require public notification and input. However, LAWA believes FAA should still reach out to potentially affected communities, such as the City of El Segundo, to inform the public about the potential aircraft flight and noise implications associated with implementing these procedures and afford the public the chance to provide the FAA with feedback. Thank you for the opportunity to share our concerns, which were also submitted via the IFP Information Gateway and included more technical comments that were shared with the Western Flight Procedures Team. LAWA requests FAA make efforts to address these potential issues with the proposed flight procedures, provide careful and thorough consideration of these requests, and incorporate changes into the flight procedures prior to implementation. We appreciate the recent discussion with FAA representatives regarding these issues and look forward to engaging more fully regarding the STHBY ONE and KYLOW ONE proposed departure procedures and to FAA’s continued support over the years of LAWA’s noise abatement efforts. If you have any questions regarding this matter, please contact Kathryn Pantoja, Airport Environmental Manager, via email at kpantoja@lawa.org or by phone at (424) 646-6501. 156 Mr. Amend Federal Aviation Administration December 12, 2022 3 Sincerely, Samantha Bricker Chief Sustainability and Revenue Management Officer SB:KP:OS CC: Mark McClardy 157 CITY COUNCIL MEETING DATE: 02/07/2023 AGENDA REPORT AGENDA HEADING: Regular Business AGENDA TITLE: Consideration and possible action to receive a status report on the City’s participation in the Los Angeles International Airport (LAX) Community Noise Roundtable and the new FAA proposed departure procedures. RECOMMENDED COUNCIL ACTION: (1) Receive and file a status report on the City’s participation in the LAX Community Noise Roundtable; (2) Authorize the Mayor to sign a letter to FAA Western-Pacific Acting Regional Administrator Erik Amend opposing the FAA’s proposal to implement two new departure procedures and mirroring the Los Angeles World Airports’ (LAWA) recommended responses; (3) Direct Staff to transmit a copy of the above-referenced letter to the mayors and city managers of El Segundo, Manhattan Beach, Hermosa Beach, Redondo Beach, Torrance, Lomita, Palos Verdes Estates, Rolling Hills Estates and Rolling Hills; and, (4) Request the South Bay Cities Council of Governments (SBCCOG) Board of Directors place an agenda item on its next available meeting to oppose the FAA’s proposal to implement two new departure procedures and to mirror LAWA’s three recommendations. FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Robert Nemeth, Associate Planner REVIEWED BY: Octavio Silva, Interim Director of Community Development APPROVED BY: Ara Mihranian, AICP, City Manager ATTACHED SUPPORTING DOCUMENTS: A. Draft letter to FAA Western-Pacific Acting Regional Administrator Erik Amend (page A-1) B. Passenger Jet PV Peninsula Overflight and Altitude Data (page B-1) C. LAWA’s comments to the FAA’s proposal (page C-1) D. OSHNN Departure Flight Path (page D-1) 1 RANCHO PALOS VERDES 158 E. Proposed STHBY ONE Departure (page E-1) F. Proposed KYLOW One Departure (page F-1) G. Over-Oceans Operations Map (page G-1) H. Early Turns Map (page H-1) I. PEVEE Aerial Map (page H-1) BACKGROUND: Creation of the LAX Community Noise Roundtable The LAX Community Noise Roundtable (Roundtable) is a voluntary advisory body whose mission is to provide an interactive forum to address aircraft noise issues associated with aircraft operations to, from, and at LAX. Its membership is composed of concerned municipal government officials, members of recognized community groups, the FAA, major airline companies, and LAWA staff. Roundtable meetings are regularly scheduled public meetings every other month that provide the public and affected communities with a forum to identify noise concerns and make recommendations to LAWA or the FAA to implement. City Staff has been an attending member since the Roundtable’s inception in the early 2000s. The central tenet of the Roundtable is to seek, with the cooperation of the FAA, ways to reduce certain types of aircraft noise (passenger jet aircraft) in a community without shifting the noise to another community. It should be noted that the FAA has complete jurisdiction concerning airspace activity, while LAWA, essentially the City of Los Angeles, manages and operates ground-based activities and facilities at LAX. Noise concerns produced by low-flying aircraft, such as Cessna-type models, follow the FAA’s General Aviation Rules and are not within the Roundtable’s purview. DISCUSSION: 1. LAX Community Noise Roundtable and Passenger Jet Activity The aircraft noise that is produced by passenger jets over or near Rancho Palos Verdes is generated by flights that depart LAX for easterly and southerly destinations. P assenger jets departing LAX are supposed to follow flight routes, established by the FAA, 3 to 5 miles offshore of the Rancho Palos Verdes coastline (Attachment D). However, FAA air traffic controllers will sometimes vector passenger jets from their established flight paths to alternate waypoints for a variety of authorized reasons; the typical reasons cited are the safe spacing between aircraft or operational efficiency. Passenger jet overflights, when they do occur, seem to occur during the morning hours when airlines are pressured to meet the demand for Midwest or East Coast destinations. It is City Staff’s understanding that the FAA’s air traffic controllers try to accommodate th is rush of air traffic by controlling the vertical and horizontal spacing of aircraft along the congested offshore eastbound route. In order to keep to their safe-spacing requirements and/or operational efficiency, some aircraft are authorized by FAA controllers to vector from the published route, which means they will “shortcut” the route and cross over Rancho Palos 2 159 Verdes airspace. Most flights adhere to the offshore routes, but when they do overfly the Peninsula airspace, the overflight will typically occur in the vicinity of the intersection at Palos Verdes Drive East and Palos Verdes Drive South and in a northeast direction. Note, the altitude of most vectored passenger jets overflying the Peninsula is above 13,000 feet. In order to monitor flight activity over or near the Peninsula, LAWA staff regularly supplies flight data to City Staff in order to observe the ebb and flow of flights throughout the year and take note of any anomalies. The latest flight data is shown in Attachment B. Relative to other communities in the region, aircraft overflights are not an hourly occurrence within the Peninsula airspace, but further reductions are expected and sought. As such, over the past few years, City Staff has transmitted numerous letters to the FAA requesting that their air traffic controllers take specific measures that would ensure pilots closely follow the published jet routes offshore and not overfly the Peninsula. As reflected in Attachment B, over the past five years there has been a steady decline in passenger jet Peninsula overflights due to the efforts of the Roundtable, the Rancho Palos Verdes City Council and community engagement. 2. FAA’s New Route Proposal and City’s Response In late 2022, without consultation to the Roundtable members or impacted cities, the FAA informed LAWA staff that two new flight procedures were going to be published as soon as February 28, 2023 (Attachments E and F). These new flight routes are meant only for passenger jets departing LAX between midnight–6:30 a.m. during its Over-Ocean Operations (Attachment G). The FAA’s proposal would create new waypoints (latitude/longitude points where aircraft fly to) not far from the South Bay shoreline and the Palos Verdes Peninsula shoreline, thereby potentially adversely impacting the nighttime tranquility of Rancho Palos Verdes residents. Upon hearing from LAWA about the FAA’s proposal and LAWA’s response to the proposal, City Staff contacted LAWA staff who confirmed that the two procedures were indeed contemplated by the FAA . In response to the FAA’s proposal, LAWA staff provided a written response to the FAA expressing concerns that the two new flight paths would bring aircraft closer to th e shoreline, which would lead to coastal South Bay cities including the Peninsula cities to experience more aircraft noise (Attachment C). Furthermore, LAWA noted that the proposed flight paths have the potential to affect turbo propeller (freight) aircraf t activity, which currently fly offshore, to fly closer to or over the Palos Verdes Peninsula. LAWA also admonished the FAA for not providing outreach or notice to the Roundtable members about the proposed new flight paths. To address LAWA’s concern that the new flight paths will adversely affect coastal South Bay communities, including the Palos Verdes Peninsula, LAWA recommends the following changes to the FAA’s new flight route proposal: 1. That the FAA revise the two new proposed departure procedures named STHBY and KYLOW to ensure that passenger jets are prohibited from initiating turns prior to the shoreline (Attachment H). 3 160 2. That the FAA use the existing waypoint PEVEE, which is farther away from the Peninsula than the new waypoint STHBY, which is approximately half a mile closer to the Peninsula (Attachment I). 3. That the FAA place a specific notation, “For use only when nighttime noise abatement procedures are in effect,” for new departure procedures. After receiving LAWA’s response, the FAA has delayed the implementation of the new departure routes, which would have been effective on February 28, 2023. Other Roundtable members were also caught off guard about the FAA proposal, bu t at the Roundtable meeting on January 18, 2023, the Roundtable Chairman and LAWA staff briefly raised the topic citing that the FAA is collaborating with the LAWA staff to resolve LAWA’s written concerns. At this time, FAA and/or LAWA staff will be updating the Roundtable at a future meeting concerning these two proposed flight paths. Nonetheless, City Staff cannot be sure that the FAA will address the concerns that LAWA has raised, which are also shared by the City. Therefore, based on the discussion above, Staff recommends that the City Council authorize the Mayor to sign a letter (Attachment A) to FAA Western-Pacific Acting Regional Administrator Erik Amend expressing the City’s vehement opposition to the proposed two new departure routes and to mirror LAWA’s three Recommendations, as noted above. 3. Transmit a Copy of the City’s Letter to South Bay Cities To bring larger awareness to this regional issue, it is recommended that the City Council direct Staff to transmit a copy of the above-referenced letter to the mayors and city managers of El Segundo, Manhattan Beach, Hermosa Beach, Redondo Beach, Torrance, Lomita, Palos Verdes Estates, Rolling Hills Estates, and Rolling Hills. These coastal cities would equally be impacted by the FAA’s proposed new departure routes and may also want to submit similar correspondence to the FAA. 4. Request SBCCOG Board of Directors Place an Agenda Item In addition to reaching out to some South Bay Cities, it is recommended that the City Council request the SBCCOG Board of Directors place an agenda item on its next available meeting to oppose the FAA’s proposal to implement two new departure procedures and to mirror LAWA’s three recommendations. CONCLUSION: In addition to receiving and filing a status report on the City’s participation in the LAX Community Noise Roundtable, Staff recommends authorizing the Mayor to send a letter to the FAA opposing the proposed two new departure routes and sharing the City’s letter with other South Bay Cities and the SBCCOG. 4 161 Palos Verdes Peninsula –Jet Overflights 6 The graphs below show the total number of jets turning south upon departure from LAX and the number of those departures that fly over the Palos Verdes Peninsula. Sample Jet Departure Flight Track Over PV Peninsula 149228 161377 153090 80788 114863 131009 4% 2%3% 3%3%3% 5590 3846 4489 2480 3166 3531 0 2,000 4,000 6,000 8,000 10,000 12,000 0 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 180,000 2017 2018 2019 2020 2021 2022 PV Jet OverflightsSouthbound Jet DeparturesAnnual Comparison Southbound Jets PV Overflights 10327 10830 10306 1103210817 11370 10689 11103 11250 9933 11141 11271 11267 4%4%4%3%2%2%2% 3%3%2%3%3%3% 379 435 363 316 226 194 203 327 292 230 316 322 307 0 200 400 600 800 1000 1200 0 2000 4000 6000 8000 10000 12000 14000 16000 Dec- 21 Jan- 22 Feb- 22 Mar- 22 Apr- 22 May- 22 Jun- 22 Jul- 22 Aug- 22 Sep- 22 Oct- 22 Nov- 22 Dec- 22 PV Jet OverflightsSouthbound Jet DeparturesMonthly Comparison Southbound Jets PV Overflights B-1 t-------10 _mi------< T I lAWA LOS ANG E LES WORLD AIRPORTS © 2015 Tom Tom, Rel. Sep 2015 B < 10000 I 11000 _ 12000 10000 -11000 12000 -13000 > 13000 -- -- ____ .......... _____ ..-1■---... .---------.............. -•■~-t~ ... ■ ■ 162 B-2 Jetr Altitudes o, er P\ Penit1sula October 2022 il:o December 2022 ■Jct O.-c hts ..,,..,-.------------ 700 ----- 621 --- SOC! ------ 400 .300 ..... -------------------------- 200 -----.--. --...___ --100 9 6 ---. 0 dOOO l!:l 1000ll-10 1 1000-11 12000.12 9 hl.lJH IJl.1 11 ~ Ft.fl MSl H:3000 163 SW-3, 19 JUL 2018 to 16 AUG 2018SW-3, 19 JUL 2018 to 16 AUG 2018D-1-o ~ c.n II Zz ~z Om (/) -I G) ZI z -I -::o ►m g~ '-J ;::o -I C ;::o m D-ATIS DEP 135.65 CLNC DEL 120.35 327.0 CPDLC GNDCON (N) 121.65 327.0 (S) 121.75 327.0 (W) 121.4 327.0 LOS ANGELES TOWER (N) 133.9 239.3 (S) 120. 95 379.1 SOCAL DEP CON 124.3 363.2 (045°-224°) 125.2 263.025 (225°-044°) TAKEOFF MINIMUMS Rwys 6L/R, 7L/R: NA-ATC. TOP ALTITUDE: 17000 Rwys 24L/R, 25L/R: Standard with minimum climb of 500' per NM to 640. LAS VEGAS LAS 0 H1_0 c;§Po/ //Y "'~c:i"j~(;)"\ BEAlE s::)(;) J../ ~ ~ / "'ry~"j~"'" /MLAZN .._(:)~?,~I,;\ ARRtf1/ \:: c;:,<::>(;)o ff \b-:<'" s::) /fl "'~c:i"j~~ MISEN / r WYZEE FABRA 640 'ry<::>C! ~ r" ~ t:::,. ~ ENNEY 3000 -\ 2510 === "'c:i":J NNAVY £~~~/ ()'?Jc;:,<::><::> 5000 ¥g3°~~ ==== GUNNR _)..(' '-'-'Jc:::,'V '-~(!(:)\ N NAANC A.,_ 0 --/y / ;;1::1 1-253°--,..,-----256 DLREY'-640 s::)<::> RI ~ (7) (2) 3000 640 0 [so "rye! ~,t \ (:ic::,r:J ';t/ YELAH .:$ DOCKR~ \.2[L.==== §&§ /Cl~Cliq\ 3000 I'.\ /Y;-==== Xnr-, WEILR {F 'l,~ ¼-\ 'i51° 2,9° ARCUS -c:;'.. 5oo~'l, '\ HIIPR 640 PLAYY Cl r:ic::ic::i ~t!J X,riri\?-3000 -i:_,c::ic::ic::i0,,..-, \f:31{),3\ I ~"\ rf!,' ;f(_ SEBBY \ ci?J9 i\ NOTE: DME/DME/IRU or GPS required. n,,\/Y ADORE ~ (19 NOTE: RNAV 1. 1-' 9 5000 _ct' 0/ NOTE: RADAR required. o-c.n~ II zZ z~ m() G) ~ IZ -I z o-:: ca ~ )> -~ C ;::o m ;;1::1 z ~ 11/ \"->\ ,~{' '-' NOTE: This departure ta be used anly if unable to use HAYNK _ _.SHAEF c:::,,:::::(;) the LOOP/ORCKA DEPARTURES. 5 _ _ c;:,Cl~~* NOTE: Rwys 24L/R departure expect RADAR vector to 5 u, 1/ ~ o, ,'-'J~!_v 2?6~~ PEVEE prior to NAANC. ~ ~ ~ 1/.u>"li'o .9t!J ~ --NOTE: Turn ot HIIPR and DOCKR are required for ~ z ~ ~ C?/ , \ / CAHIL ATC separation. 2G)► i!!mG) 5j @ ~ .5. ,§' o 15000 NOTE: MISEN TRANSITION restricted to aircraft landing ell u, - m 2'f' Joo ,cs ~ '-' --LAS complex. m -~ 9 PEVEE f;.7°~~1~o~ _).{_Cl~ NOTE: HAILO/LAS/NNAVY TRANSITIONS ATC only. 9 ~ 8 ~ HOLT~ (8) -YosHNN ~ 8 >~ ~> ><1 z (NARRATIVE ON FOLLOWING PAGE) NOTE: chart not to scale. ~ ><1 ......,►---------------------------------------------~►......, 164 E-1-u, 5!1--1 :I: :::r: ~~ en O :i!z ~m ~o G'im ~ ~ C ;;;c, m RNAV 1 -DME/DME/IRU or GPS. RADAR required. TAKEOFF MINIMUMS Rwys 6L/R, 7L/R: NA-ATC. D-ATIS DEP 135.65 CLNC DEL 120.35 327.0 CPDLC GNDCON (N) 121.65 327.0 (S) 121.75 327.0 (W) 121.4 327.0 LOS ANGELES TOWER (N) 133.9 239.3 (S) 120.95 379.1 SOCAL DEP CON 124.3 363.2 (045°-224°) 125.2 263.025 (225°-044°) Rwys 24L/R, 25L/R: Standard with minimum climb of 500' per NM to 628. NOTE:Jet aircraft only. (NARRATIVE ON FOLLOWING PAGE) 165 F-1 (KYLOWl .KYLOW) FIG KYLOW ONE DEPARTURE (RNAV) AL-237 (FAA) LOS ANGELES INTL (LAX) LOS ANGELES, CALIFORNIA TOP ALTITUDE: FICKY and GROGU TRANSITIONS: 14000 SCTRR, STOKD, MCKEY, DINTY and RIZEN TRANSITIONS: FL230 NOTE:Turbojet aircraft only. NOTE: For use only when noise abatement procedujres are in effect. NOTE:GROGU TRANSITION ATC assigned only. Do not file. NOTE: Expect GROGU TRANSITION when W292E is in use. KYLOW ONE DEPARTURE (RNAV) (KYLOWl .KYLOW)FIG NOTE: Chart not to scale. (NARRATIVE ON FOLLOWING PAGE) LOS ANGELES, CALIFORNIA LOS ANGELES INTL (LAX) SW-3 20 SEPT 2022 COMPILER: CG REVIEWER: DBLCHKR: EFF: FIG 166 G-1 Key to Flight Tracks: Jet Arrivals J t D p rtur 167 H-1 I Sllldlld Wnle tr Def ls a l f.llJTII 168 I-1 169 Agenda Item No.: 16.A Mtg. Date: 02/27/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONFERENCE WITH LABOR NEGOTIATOR GOVERNMENT CODE SECTION 54957.6 CITY'S DESIGNATED REPRESENTATIVE: MAYOR PATRICK WILSON UNREPRESENTED EMPLOYEE: CITY MANAGER ELAINE JENG DATE:February 27, 2023 BACKGROUND: None DISCUSSION: None FISCAL IMPACT: None RECOMMENDATION: None. ATTACHMENTS: 170