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CL_AGN_230508_CC_AgendaPacket1.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. 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 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 MAY 8, 2023 2 PORTUGUESE BEND ROAD ROLLING HILLS, CA 90274 (310) 377-1521 AGENDA Regular City Council Meeting CITY COUNCIL Monday, May 08, 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. 1336 Next Ordinance No. 383 1 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: APRIL 24, 2023 RECOMMENDATION: Approve as presented. 8.D.PAYMENT OF BILLS RECOMMENDATION: Approve as presented. 9.EXCLUDED CONSENT CALENDAR ITEMS 10.COMMISSION ITEMS 11.PUBLIC HEARINGS 12.OLD BUSINESS 12.A.RECEIVE A REPORT ON THE ACTION OF THE SOUTH BAY CITIES COUNCIL OF GOVERNMENTS (SBCCOG) BOARD OF DIRECTORS REGARDING MEMBERSHIP DUES AND PROVIDE DIRECTION TO STAFF RECOMMENDATION: Receive report and provide direction to staff. 13.NEW BUSINESS 13.A.ADOPT RESOLUTION NO. 1335 ESTABLISHING A POLICY RELATED TO THE BILLING OF RESIDENTIAL PREMISES IN THE CITY FOR REFUSE SERVICES AND FINDING THE SAME EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT RECOMMENDATION: Approve as presented. 13.B.UPDATE ON AUDIT REQUEST FOR PROPOSALS RECOMMENDATION: Receive a report on the status of the recent Request for Proposals (RFP) process for audit services; and provide direction to staff on how to move forward. 13.C.FISCAL YEAR 2023/24 PROPOSED BUDGET - REPORT ON FINANCE COMMITTEE RECOMMENDATIONS R E C O M M E N D AT I O N : Receive, consider, and provide direction to staff regarding the Finance Committee's recommended adjustments to the proposed fiscal year 2023/24 General Fund revenues and expenditures. CL_AGN_230508_CC_AffidavitofPosting.pdf CL_MIN_230424_CC_F.pdf CL_AGN_230508_CC_PaymentOfBills.pdf ResolutionNo1335_SolidWasteBillingPolicy.pdf CL_AGN_230508_CC_FY23-24_FBA_CommitteeRecs.pdf CL_AGN_230508_CC_GeneralFund_BudgetSummary.pdf 2 13.D.APPROVAL TO CLOSE CITY HALL ON THREE FRIDAYS IN MAY 2023 AND ONE FRIDAY IN JUNE 2023, FOR THE CITY HALL HVAC REPAIR PROJECT RECOMMENDATION: Approve as presented. 13.E.DISCUSS REPUBLIC SERVICES REQUEST REGARDING A MODIFICATION TO SOLID WASTE SERVICES RECOMMENDATION: Receive report, discuss the item and provide direction to staff. 13.F.CONSIDERATION OF CALWATER'S REQUEST TO SUPPORT ASSEMBLY BILL 838 CALIFORNIA WATER AFFORDABILITY AND INFRASTRUCTURE TRANSPARENCY ACT OF 2023 RECOMMENDATION: Consider and provide direction to staff. 14.MATTERS FROM THE CITY COUNCIL 15.MATTERS FROM STAFF 15.A.RECEIVE AND FILE REPORT ON THE BLOCK CAPTAIN EDUCATIONAL EVENT ON APRIL 30, 2023 RECOMMENDATION: Receive and file. 15.B.RECEIVE AND FILE REPORT ON ARBOR DAY EVENT AT THE CITY HALL CAMPUS ON APRIL 28, 2023 RECOMMENDATION: Receive and file. 16.RECESS TO CLOSED SESSION 17.RECONVENE TO OPEN SESSION 18.ADJOURNMENT - THIS MEETING WILL BE ADJOURNED IN THE MEMORY OF LONG-TIME ROLLING HILLS RESIDENT DR. BLAIR FILLER Next regular meeting: Monday, May 26, 2023 at 7:00 p.m. in the City Council Chamber, Rolling Hills City Hall, 2 Portuguese Bend Road, Rolling Hills, California, 90274. CL_AGN_230508_CC_FY23-24_GeneralFund_Revenues.pdf CL_AGN_230508_CC_GeneralFund_LineItem_ExpenditureDetails.pdf CA_AGR_2020 - Republic Services Agreement__FINAL.pdf CL_AGN_220328_UnforseenCircumstances_CVTFire.pdf CL_AGN_230508_CC_AB838_FactSheet_03.23.pdf CL_AGN_230508_CC_AB838_FactSheet_FINAL.pdf CL_AGN_230508_CC_AB838_Text.pdf CL_AGN_230508_CC_BCP_EventPhotos.pdf PS_BCP_230430_EdEvent_LACFD_SignInSheets_Redacted.pdf PS_BCP_230430_EdEvent_LACFD_HH_CM_SignUp2_Redacted.pdf CL_AGN_230508_CC_ArborDay_Pics.pdf Notice: Public Comment is welcome on any item prior to City Council action on the item. 3 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.: 8.A Mtg. Date: 05/08/2023 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 MAY 8, 2023 DATE:May 08, 2023 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve. ATTACHMENTS: CL_AGN_230508_CC_AffidavitofPosting.pdf 5 Administrative Report 8.A., File # 1779 Meeting Date: 05/08 /202 3 To: MAYOR & CITY COUNCIL From: Christian Horvath, City Clerk TITLE APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF MAY 8 , 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 May 8 , 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: May 5, 2023 6 Agenda Item No.: 8.B Mtg. Date: 05/08/2023 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:May 08, 2023 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve. ATTACHMENTS: 7 Agenda Item No.: 8.C Mtg. Date: 05/08/2023 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: APRIL 24 , 2023 DATE:May 08, 2023 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve as presented. ATTACHMENTS: CL_MIN_230424_CC_F.pdf 8 MINUTES – CITY COUNCIL MEETING Monday, April 24, 2023 Page 1 Minutes Rolling Hills City Council Mon day, April 24, 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 7:00 p.m. Mayor Wilson presiding. 2. ROLL CALL Councilmembers Present: Dieringer Pieper, Mayor Pro Tem Mirsch, Mayor Wilson Councilmembers Absent: Black Staff Present: Elaine Jeng, City Manager Christian Horvath, City Clerk / Executive Assistant to the City Manager John Signo, Planning & Community Services Director Pat Donegan, City Attorney Robert Samario, Finance Director 3. PLEDGE OF ALLEGIANCE – Mayor Wilson 4. PRESENTATIONS/PROCLAMATIONS/ANNOUNCEMENTS 4.A. PRESENTATION OF CAL CITIES WOMEN'S CAUCUS, WOMEN OF PERSISTENCE AWARD CERTIFICATE AND CITY COUNCIL COMMENDATION TO ROLLING HILLS RESIDENT DR. CARMEN ESTRADA SCHAYE. RECEIVE AND FILE PRESENTATION ON THE FULBRIGHT PROGRAM Councilmember Dieringer presented the Cal Cities Women’s Caucus Women of Persistence Award to Dr. Estrada Schaye. Dr. Carmen Estrada Schaye made a presentation on the Fulbright Program. Mayor Wilson called for a brief recess at 7:17 p.m. Without objection, so ordered. Mayor Wilson called the meeting back to order at 7:24 p.m 4.B. PRESENTATION BY SITELOGIQ: POTENTIAL FUNDING SOURCES AND IMPLEMENTATION PATHWAY FOR CITY ENERGY & RESILENCY PROJECTS Presentation by Josh Steeber, SitelogiQ. 5. APPROVE ORDER OF THE AGENDA Mayor Wilson asked to move Item 13.A up after Consent Calendar. Without objection, so ordered. 6. BLUE FOLDER ITEMS (SUPPLEMENTAL) Motion by Councilmember Pieper, seconded by Councilmember Dieringer to receive and file Blue Folder Items for 7A. Motion carried unanimously with the following vote: 9 MINUTES – CITY COUNCIL MEETING Monday, April 24, 2023 Page 2 AYES: Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: Black 7. PUBLIC COMMENT ON NON-AGENDA ITEMS Public Comment: Rob Hammond 8. CONSENT CALENDAR 8.A. APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF APRIL 24, 2023 8.B. APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER READING OF ALL ORDINANCES AND RESOLUTIONS LISTED ON THE AGENDA 8.C. APPROVE THE FOLLOWING CITY COUNCIL MINUTES: APRIL 10 , 2023 8.D. PAYMENT OF BILLS 8.E. REPUBLIC SERVICES RECYCLING TONNAGE REPORT FOR MARCH 2023 8.F. PULLED BY COUNCILMEMBER DIERINGER 8.G. CONSIDER AND APPROVE SUBSCRIPTION TO LOS ANGELES COUNTY'S GEOGRAPHIC INFORMATION SYSTEM (GIS); AND AUTHORIZE THE ALLOCATION OF $4,500 FROM SALARY SAVINGS IN THE PLANNING DEPARTMENT TO COVER THE ONE-TIME COST OF THE GIS. 8.H. PULLED BY COUNCILMEMBER DIERINGER Motion by Councilmember Pieper, seconded by Mayor Pro Tem Mirsch to approve Consent Calendar with the exception of 8F and 8H. Motion carried unanimously with the following vote: AYES: Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: Black Councilmember Dieringer abstained from Item 8C. 9. EXCLUDED CONSENT CALENDAR ITEMS 8.F. APPROVE PROFESSIONAL SERVICES AGREEMENT WITH MNS ENGINEERS, INC TO PREPARE AND SUBMIT A NOTICE OF INTENT (NOI) TO FEMA FOR GRANT FUNDS FOR ADDITIONAL FIRE FUEL ABATEMENT IN ROLLING HILLS Motion by Councilmember Pieper, seconded by Mayor Pro Tem Mirsch to approve as presented . Motion carried unanimously with the following vote: AYES: Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: Black 10 MINUTES – CITY COUNCIL MEETING Monday, April 24, 2023 Page 3 8.H. APPROVE AREA G'S SOUTH BAY ALERT ADMINISTRATOR CONTRACT RENEWAL FOR USE WITH THE EVERBRIDGE SYSTEM Motion by Councilmember Pieper, seconded by Mayor Pro Tem Mirsch to approve as presented with an annual cap amount of $1200 for any additional costs to the South Bay Administrator fee within the 3 -year agreement. Motion carried unanimously with the following vote: AYES: Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: Black Mayor Wilson moved to Item 13A. 13. NEW BUSINESS 13.A. FISCAL YEAR 2022/23 INTERIM FINANCIAL REPORT FOR THE NINE MONTHS ENDED MARCH 31, 2023 Presentation by Finance Director Robert Samario Public Comment: Greg Willis Motion by Councilmember Pieper, seconded by Councilmember Dieringer to receive and file. Motion carried unanimously with the following vote: AYES: Dieringer, Pieper, Mirsch, Mayor Wilson NOES: None ABSENT: Black Mayor Wilson returned to Item 10A. 10. COMMISSION ITEMS 10.A. ZONING CASE NO. 22-81: REQUEST FOR APPROVAL OF A SITE PLAN REVIEW FOR 1) A 912- SQUARE-FOOT SWIMMING POOL/SPA, 2) DETACHED GARAGE, 3) APPURTENANT STRUCTURES, HARDSCAPE, LANDSCAPE, AND 4) NON-EXEMPT GRADING; CONDITIONAL USE PERMITS FOR 1) AN EQUESTRIAN RIDING ARENA, 2) RELOCATION OF AN EXISTING DRIVEWAY APRON, 3) 1,334 -SQUARE-FOOT RECONSTRUCTED STABLE ON THE SAME FOOTP RINT; AND VARIANCES FOR 1) STRUCTURES TO ENCROACH INTO THE REQUIRED SETBACKS AND FRONT YARD, AND 2) TO EXCEED THE 20% FRONT YARD COVERAGE FOR THE DRIVEWAY, IN ZONING CASE NO. 22-81 LOCATED AT 9 PORTUGUESE BEND ROAD, AND FINDING THE PROJECT CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (LOT 74-RH) (WILLIS) Councilmember Pieper recused himself from the Item due to his residence being within 1000 feet and left the dais. Presentation by Planning & Community Services Director John Signo Motion by Councilmember Dieringer to take this Item under consideration of the City Council. Motion failed for lack of a second. 11 MINUTES – CITY COUNCIL MEETING Monday, April 24, 2023 Page 4 Motion by Mayor Pro Tem Mirsch , seconded by Mayor Wilson to receive and file. Motion carried with the following vote: AYES: Mirsch, Mayor Wilson NOES: Dieringer ABSENT: Black, Pieper Councilmember Pieper returned to the dais. 11. PUBLIC HEARINGS – NONE 12. OLD BUSINESS – NONE 13. NEW BUSINESS 13.B. CONSIDER AND APPROVE AMENDED CITY MANAGER EMPLOYMENT CONTRACT Presentation by City Attorney Pat Donegan Motion by Councilmember Pieper, seconded by Mayor Pro Tem Mirsch to approve as recommended. Motion carried with the following vote: AYES: Pieper, Mirsch, Mayor Wilson NOES: Dieringer ABSENT: Black 14. MATTERS FROM THE CITY COUNCIL Mayor Wilson discussed a certified letter the City Council received from resident Jim Partridge and requested staff do further research on 1. Historical storm drain flow on the Shen property; 2. Shen property as an alternate for fire escape route; 3. Hook up to sewer line; 4. Pending road work on Portuguese Bead Road (at or near Ranchero Road) by the Rolling Hills Community Association ; 5. Moved survey markers on Mr. Partridges property and where they went. Mayor Pro Tem Mirsch regarding the above, wanted to know what inf ormation the Councilmembers can share at the upcoming Women’s Club Neighborhood meeting Mayor Wilson advised the City Council of AB233 a potential bill regarding local government disposal of horse manure. Councilmember Dieringer discussed an email and discussion with the City Manager regarding ACH Credit Card charges not showing on the Council report. 15. MATTERS FROM STAFF City Manager Jeng announced the Sunday, April 30, 2023 Block Captain’s Educational Event on defensible space, to help the community get ready for the LA County Fire Department inspections, with special guest Assistant Fire Chief Brian Bennett. 16. RECESS TO CLOSED SESSION – NONE 17. RECONVENE TO OPEN SESSION – NONE 12 MINUTES – CITY COUNCIL MEETING Monday, April 24, 2023 Page 5 18. ADJOURNMENT : 9:36 P.M. The meeting was adjourned in memory of former Rolling Hills resident Marge Schmidt at 9:36 p.m on April 24, 2023. The next regular adjourned meeting of the City Council is scheduled to be held on Monday, May 8, 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 13 Agenda Item No.: 8.D Mtg. Date: 05/08/2023 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:May 08, 2023 BACKGROUND: None. DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: Approve as presented. ATTACHMENTS: CL_AGN_230508_CC_PaymentOfBills.pdf 14 15 5/4/202316 Agenda Item No.: 12.A Mtg. Date: 05/08/2023 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 A REPORT ON THE ACTION OF THE SOUTH BAY CITIES COUNCIL OF GOVERNMENTS (SBCCOG) BOARD OF DIRECTORS REGARDING MEMBERSHIP DUES AND PROVIDE DIRECTION TO STAFF DATE:May 08, 2023 BACKGROUND: At the February 13 City Council meeting, Councilmember Bea Dieringer presented the South Bay Cities Council of Government's (SBCCOG) Finance Committee recommendations for potential membership dues. No action was taken by the City Council. At the same meeting, the City Council voted to assign Mayor Pat Wilson to be the designated representative to the SBCCOG. Previously, Councilmember Dieringer was the designated SBCCOG representative. Both Mayor Wilson and Councilmember Dieringer participated in the February 23 SBCCOG Board of Directors meeting where the proposed membership dues were discussed. In response to the request of Rolling Hills, the SBCCOG Board of Directors voted to notice member cities of a potential increase and postpone further discussion on the matter until the next board meeting. At the March 13, 2023 meeting, the City Council discussed the SBCCOG's three proposed scenarios for membership dues to take effect July 1, 2023. Scenario 3 was the SBCCOG's Finance Committee preferred scenario which included the current membership dues combined with a planner assessment and a $20,000 increase. In reviewing the data on a per capita basis, Mayor Wilson noted the inequity of Scenario 3. Dividing the membership dues listed under Scenario 3 by the population of the respective city, the City of Carson would pay $0.36 per capita while the City of Rolling Hills Estates would pay $1.39 per capita. Excluding Rolling Hills, these points representing the low and the high cost per capita of the spread. Rolling Hills would pay $4.42 per capita. The agreed upon formula, as proposed by the City Council and verified by staff, used 17 SBCCOG Scenario 3 projected dues ($498,336) divided by total SBCCOG membership population (1,017,441.) to arrive at the unit rate of $0.48 per capita. Using a population of 1,939 for Rolling Hills, the annual membership dues for Rolling Hills would be $931.00. After much discussion the following motion was made and approved with Councilmember Dieringer opposed and Councilmember Jeff Pieper absent: Motion by Mayor Pro Tem Leah Mirsch, seconded by Councilmember Black to request the SBCCOG use a formula which ensures that the City of Rolling Hills arrives at a not-to-exceed dues amount of $1,000; and if the SBCCOG Board does not accept this dues formula proposal, staff will return to the City Council with a procedural item to formally leave the SBCCOG as a member agency. This motion and formula was presented to the SBCCOG Executive Director and in turn the SBCCOG Steering Committee. Their recommendation to the SBCCOG Board was to approve Scenario 3 as is without a special carve out for Rolling Hills as presented. DISCUSSION: On April 27, 2023, the SBCCOG Board of Directors discussed the FY23/24 Dues with the recommendation for approval from the Steering Committee. During the discussion, the City of Lawndale requested the bifurcation of the annual dues and the Planning Assessment. Mayor Wilson was unavailable to attend the meeting and Councilmember Dieringer represented the City. Councilmember Dieringer raised the inequities of the current dues structure to the City of Rolling Hills and proposed to the Board of Directors a dues amount of $2,275 for Rolling Hills. In response, the City of Inglewood motioned to lower the City of Rolling Hills dues to an amount of $2,275. The motion failed. The City of Lawndale made a motion to accept the dues formula as presented but remove the Planner Assessment as a separate and optional fee for cities to opt in. This motion passed and SBCCOG staff will bring back the modified numbers at their May Board meeting. Councilmember Dieringer voted no on this motion. Staff was directed to bring the item back to the City Council for action. FISCAL IMPACT: The SBCCOG membership dues would go into effect on July 1, 2023. The proposed FY23/24 budget includes funds in account 01-01-750 to pay for membership dues. RECOMMENDATION: Receive report and provide direction to staff. ATTACHMENTS: 18 Agenda Item No.: 13.A Mtg. Date: 05/08/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ROBERT SAMARIO, FINANCE DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:ADOPT RESOLUTION NO. 1335 ESTABLISHING A POLICY RELATED TO THE BILLING OF RESIDENTIAL PREMISES IN THE CITY FOR REFUSE SERVICES AND FINDING THE SAME EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT DATE:May 08, 2023 BACKGROUND: The City provides its residents solid waste collection and disposal services by contract through a private hauler, Republic Services. The last several years have seen refuse revenues decline due to a shift in approach starting in fiscal year 2020 whereby certain parcels deemed to have temporarily suspended services were not billed. This shift, while having merit, has led to challenges in determining which parcels are not receiving service - either temporarily or permanently - without pure billing records and, thus, has also led to inconsistent billings. Consequently, staff is recommending Council adopting the policies included in the accompanying resolution that will ensure consistent billings, the avoidance of mistakes, and provide a reliable and sustainable revenue stream to cover the cost of providing the services. DISCUSSION: The proposed policies establish that all residential premises that have any kind of development (habitable or otherwise), structure(s), or any other kind of improvement shall be billed for solid waste services each year. Residential premises that are vacant without any development, structure(s) or any improvement shall not be billed for solid waste services. Residential premises that are set not to be billed for solid waste services may opt into solid waste services for activity on the vacant Residential Premises. In order to opt in, the owner (or authorized representative) must submit a request in writing to the City that acknowledges that the Residential Premises will be assessed at the same rate as every other Residential Premises in the City that is billed for solid waste services. 19 FISCAL IMPACT: The fiscal impact of adopting a policy would be a more sustainable and fiscally sound Refuse Fund. RECOMMENDATION: Approve as presented. ATTACHMENTS: ResolutionNo1335_SolidWasteBillingPolicy.pdf 20 RESOLUTION NO. 1335 A RESOLUTION OF THE CITY COUNCIL OF ROLLING HILLS ESTABLISHING A POLICY RELATED TO THE BILLING OF RESIDENTIAL PREMISES IN THE CITY FOR REFUSE SERVICES AND FINDING THE SAME EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA, DOES HEREBY RESOLVE, DECLARE, DETERMINE, AND ORDER AS FOLLOWS: Section 1. Recitals. A. The City of Rolling Hills (“City”) contracts with Consolidated Disposal Service, L.L.C. dba Republic Services of Southern California (“Republic”) for solid waste management services in the City. B. Pursuant to the City’s contract with Republic, Republic is paid for its services by the City and the City, in conjunction with the Los Angeles County Assessor’s office, assesses each Residential Premises in the City that receives services from Republic and places this charge on the property tax bill of the Residential Premise. C. In order to ensure the City’s process to include Residential Premises in the assessment accurately reflects those Residential Premises in the City that use Republic’s services and those that do not, the City Council desires to adopt a policy governing the inclusion or exclusion of Residential Premises in the City from the assessment for solid waste management services. D. The purpose and goal of this policy is to ensure that Residential Premises in the City that utilize the services of Republic are properly charged for these services and that those Residential Premises that do not utilize the services of Republic are not charged. Section 2. Policy for Solid Waste Services Billing. A. All Residential Premises that have any kind of development (habitable or otherwise), structure(s), or any other kind of improvement shall be billed for solid waste services each year. Residential Premises that are vacant without any development, structure(s) or any improvement shall not be billed for solid waste services. B. City shall coordinate with and direct Republic (or any future solid waste services provider) not to provide solid waste services to those Residential Premises 21 which are not being billed for solid waste services. C. Within a reasonable amount of time after adoption of this policy, City staff shall coordinate and work with Republic to establish a list of Residential Premises that are vacant without any development, structure(s) or any other kind of improvement that shall not be billed for solid waste services. After this list is established, the City shall provide written notification to the owner of each Residential Premises on the list that: (i) the Residential Premises is not going to be billed for solid waste services; (ii) the Residential Premises is not going to receive solid waste services, including the communal services offered by the City’s solid waste services provider; (iii) the owner’s responsibility for properly managing and disposing of their refuse and waste in accordance with all applicable local, state and federal law; and (iv) the owner’s ability to opt into the City’s solid waste services. D. Residential Premises that are set not to be billed for solid waste services may opt into solid waste services for activity on the vacant Residential Premises. In order to opt in, the owner (or authorized representative) must submit a request in writing to the City that acknowledges that the Residential Premises will be assessed at the same rate as every other Residential Premises in the City that is billed for solid waste services. E. City staff shall work with Republic (or any future solid waste services provider), to maintain an accurate list of Residential Premises that should not be billed for solid waste services. In the event of development, structure(s) or any other kind of improvement, or use of Republic’s solid waste services by a Residential Premises on the do not bill list, the Residential Premises shall be removed from the do not bill list. Only upon a showing of good cause to the satisfaction of the City Manager that the use of the City’s solid waste services was inadvertent or that the development, structure(s) or any other kind of improvement on the Residential Premises will not generate solid waste that will be serviced by the City’s solid waste service provider, shall the Residential Premises remain on the do not bill list. City Manager shall provide written notice to the owner of the Residential Premises upon removal from the do not bill list. F. In the event of any dispute or challenge under this policy, the City Manager shall attempt to resolve the dispute in a way that furthers the intent and goals of this policy and may bring any dispute, challenge or other issue related to this policy to the City Council. Section 3. Environmental Review. Pursuant to the California Environmental Quality Act (“CEQA”), the City finds that there is no evidence that this policy would have a significant effect on the environment as it merely sets up a policy for billing for solid waste services. Thus, 22 pursuant to CEQA Guidelines section 15061(b)(3), it can be seen with certainty that there is no possibility that the activity in question may have significant effect on the environment. Further, section 15273 of the CEQA Guidelines states that CEQA does not apply to the establishment, modification, structuring, restructuring, or approval of charges by public agencies which the public agency finds are for the purpose of meeting operating expenses or financial needs. PASSED, APPROVED, AND ADOPTED this 8th day of May, 2023. ______________________________ PAT WILSON MAYOR ATTEST: ______________________________ CHRISTIAN HORVATH CITY CLERK 23 Agenda Item No.: 13.B Mtg. Date: 05/08/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ROBERT SAMARIO, FINANCE DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:UPDATE ON AUDIT REQUEST FOR PROPOSALS DATE:May 08, 2023 BACKGROUND: Each year the City must undergo a financial and compliance audit by an independent CPA firm. The purpose of the audit is to receive an opinion of the City's Annual Financial Report (AFR), to review the City's internal accounting controls, and test the City's compliance with any federal grant programs it may receive. The City has contracted with LSL, LLC, to perform the audit during the last 7 years. Last year, the City Council directed staff to conduct an RFP, primarily to ensure the auditors do not get complacent and too familiar with the City, and to ensure the fees paid are still competitive. Finance staff issued an RFP to six CPA firms, including the current auditors, all of whom have extensive experience in the audit of local governments and who that have an office in southern California. DISCUSSION: Responses to the RFP were due on April 17th. Unfortunately, no responses were received, leaving the City in a precarious position. Staff spoke with the City's auditors who shared that they did not submit a proposal because they have lost money in the last few years based on the number of hours spent on the audit, and did not think the City would be interested in paying what they consider a more reasonable price, which is in the mid-$30,000s. Staff has also reached out to other firms to gain an understanding of why they decided against submitting a proposal, but as of the writing of this staff report, no one has returned calls. At this point, staff is seeking direction from Council on how to move forward. FISCAL IMPACT: Staff expects the price to secure an auditor will be higher than expected. 24 RECOMMENDATION: Provide direction to staff on how to move forward with securing audit services. ATTACHMENTS: 25 Agenda Item No.: 13.C Mtg. Date: 05/08/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ROBERT SAMARIO, FINANCE DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:FISCAL YEAR 2023/24 PROPOSED BUDGET - REPORT ON FINANCE COMMITTEE RECOMMENDATIONS DATE:May 08, 2023 BACKGROUND: Over the last few months the City of Rolling Hills has been working on developing the proposed budget for fiscal year 2023/24. The Finance/Budget/Audit Committee has played a key role in this effort, reviewing the various iterations of preliminary revenue and expenditure estimates. Pursuant with the Council-approved budget calendar, the Finance Committee convened on May 1, 2023, to review the most recent General Fund revenue projections and expenditures, including staff-recommended adjustments to certain line-item accounts. Staff will be presenting Finance Committee's recommendations for Council consideration. DISCUSSION: General Fund Revenues Attached to this agenda report is a listing of each General Fund revenue, showing the current year budget, preliminary projections through year-end, and updated revenue projections for next fiscal year. Based on revenues received through March 31, 2023 and further analysis of recent trends, overall revenues projections for next year are now $158,184 higher than the projections presented to the City Council last month. Fiscal year 2022/23 budgeted revenues total $2,728,383. Excluding the one-time ARPA grant revenues of $220,682, ongoing budgeted revenues are $2,507,701. Based on the preliminary year-end projections, total ongoing revenues for fiscal year 2023/24 are estimated at $2,757,316. Thus, ongoing revenues are projected to increase by $249,615. Notable changes to revenues relative to the current year budget include real property transfer tax revenues, building revenues, and interest on investments. 26 Real property transfer tax revenues have been dramatically impacted by the rise in interest rates. Total revenues for the current fiscal year are estimated to be $40,713 versus budgeted revenues of $122,706. For next fiscal year, based on a conservative 3% assumed growth rated, revenues are projected at $41,934. In contrast, building revenues are expected to reach $600,000 by year-end, well above the $475,000 budgeted revenue. It is possible for revenues to be even higher, but given the recent increase in interest rate, and the slowdown to building that typically follows, the projection for fiscal year 2023/24 assumes no growth. Interest earnings from the investment of City funds is also tracking well above budget. The year-end projection is $110,146 versus the budget of $40,000. This increase is due to the shift of $750,000 in funds held in the State's Local Agency Investment Fund (LAIF) to certificates of deposit to capitalize on the increase to interest rates. For next fiscal year, staff has kept the projection at $110,000 since interest rates have stabilized and the investment portfolio is not expected to change much next year. Note that the revenue estimates are still subject to change as more financial data is received in April and May. General Fund Expenditures Based on staff's more thorough analysis of expenditure trends, a better understanding of costs, and factoring in the latest information, staff developed a number of proposed adjustments. The proposed adjustments, as well as the items recommended by the Finance Committee, are included in the attached Finance Committee Recommendations report. The key adjustments recommended by the Committee are discussed below. Reducing Emergency Preparedness Budget ($81,900) - Based on expected costs next fiscal year, the budget can be reduced by $81,900. The specific items included within this account include a reduction to the Peninsula Expo by $8,000; a reduction to Alert South Bay by $10,000; the elimination of the Wildland Resource Management (Inspections) provision ($7,500); reduction in Consulting Costs (Enforcement) by $30,000; and reduction in the Fuel Abatement Program by $26,400. Reducing Costs for Legal Services ($50,000) - Based on a reduction of large projects and complex matters that involve the City Attorney relative to prior years, staff proposes reducing legal costs in the Planning Department by $20,000 and the City Manager Department by $30,000. Reduction in Building-Related Services Provided by LA County and Willdan ($70,000) - As we continue to refine both the revenues from building-related fees collected by the County and Willdan, the associated costs for these services continue to be refined. Based on our more recent analysis, staff believes the budget can be lowered by $50,000 for the County and $20,000 for Willdan. Increasing Budget for Law Enforcement by $30,000 - The LA County Sheriff's Department advised the City that their contract cost will increase by 7.61% and the liability charge will 27 increase from 11% to 12%. The net impact to the General Fund, after allocation supplemental services to the COPs Fund, will be $30,000. Continuation of Contracted Project Management Costs ($35,000) - The current year budget (FY 2022/23) includes $45,000 in one-time funds for capital project management services provided by Alan Palermo. Since these projects will continue into next fiscal year, staff proposes adding $35,000 to the budget. CPI Increase to Staff Salaries and Wages ($25,164) - Staff has adjusted staff salaries by 3.5% based on the Employee's Handbook which provides for an increase in salaries based on the LA County CPI for the year ended March 2023, not to exceed 3.5%. The actual CPI for that period was 3.7%. The budget impact is $25,164 Note that the Finance Committee did not have a recommendation for staff's proposed $20,000 increase to the Finance Department. Staff recommended this increase to provide, in their opinion, an appropriate and sustainable funding level to maintain the level and quality of services currently being provided by contracted finance staff. Update General Fund Balancing Factoring in the adjustments recommended the Finance Committee, the proposed ongoing expenditure budget totals $2,543,057. With the updated revenue projections, the General Fund now has a budgeted surplus of $214,259. It is important to note that current proposed budget does not provide any funding towards capital improvement projects. To the extent Council wishes to provide funding for capital improvements, such as ADA improvements to the City's tennis courts, it would reduce the surplus and potentially dip into reserves. This topic will be covered at the May 8, 2023 Finance/Budget/Audit Committee meeting. FISCAL IMPACT: None. RECOMMENDATION: Receive, consider, and provide direction to staff regarding the Finance Committee's recommended adjustments to the proposed fiscal year 2023/24 General Fund revenues and expenditures. ATTACHMENTS: CL_AGN_230508_CC_FY23-24_FBA_CommitteeRecs.pdf CL_AGN_230508_CC_GeneralFund_BudgetSummary.pdf CL_AGN_230508_CC_FY23-24_GeneralFund_Revenues.pdf CL_AGN_230508_CC_GeneralFund_LineItem_ExpenditureDetails.pdf 28 Staff FBA Comm Proposed Recomm'd CITY ADMINISTRATOR DEPARTMENT Continuing Project Management Contract 35,000$ 35,000$ Add Back Funding for City Council Expenses 5,000 - Reduction to Attorney Budget - Per Recent Trends (30,000) (30,000) Salary Adjustments Including 3.5% CPI Increase 52,175 52,175 (1) Increase to Workers Comp Insurance 1,000 1,000 Restoring 5% Across the Board Cuts to City Manager Budget 8,127 - Reduce Codification Budget Based on Trends (2,000) (2,000) Increase General Admin Expense 1,450 1,450 Reduce Misc Expenses (1,450) (1,450) Reduce Equipment Leasing Budget - New Lease Agmts (450) (450) Total City Admininstrator 68,852 55,725 PLANNING DEPARTMENT Salary Adjustments Including 3.5% CPI Increase (27,011) (27,011) Restoration of Contracted Code Enforcement 27,880 - Reduction to Planning Legal Costs Per Actuals (20,000) (20,000) Reduction in Building Services - LAC & Willdan (70,000) (70,000) Restoring 5% Across the Board Cuts to Planning 3,115 - Increase Dues & Subscriptions Based on Need 4,500 4,500 Decrease Conference Expense (1,500) (1,500) Increase Stormwater Mangement Costs 8,677 8,677 Reduce Workers Comp Insurance Expense (100) (100) Total Planning Department (74,439) (105,434) FINANCE DEPARTMENT Increase Budget for Contracted Services 20,000 - (2) Increase to Annual Audit Budget 500 500 Increase Budget For Licenses Costs - Accounting System 1,000 1,000 Total Finance Department 21,500 1,500 PUBLIC SAFETY DEPARTMENT Adjust for Increase to Sheriff's Contract 30,000 30,000 Reduce Pest Control Budget Based on Trends/Need (4,000) (4,000) CITY OF ROLLINGS HILLS Finance Committee Recommendations 1 29 Staff FBA Comm Proposed Recomm'd Reduce Animal Control Costs (1,000) (1,000) Total Public Safety 25,000 25,000 NON-DEPARTMENTAL Increase to Insurance Costs (Property/Crime/Pollution)7,361 7,361 Add Back Areas 1 & 2 Maintenance 32,800 - Adjust Emergency Preparedness Based on Expectations (81,900) (81,900) Total Non-Departmental (41,739) (74,539) CITY PROPERTIES Establish Budget for Equipment Replacement - Chambers 15,000 15,000 Increase Budget for IT Services Based on Actuals 9,700 9,700 Increase Budget for Granicus 300 300 Increase Budget for Repairs & Maintenance 6,000 6,000 Increase Budget for Area Landscaping 3,100 3,100 Total City Properties 34,100 34,100 TOTAL - ALL ADJUSTMENTS 33,274$ (63,648)$ (1) The Committee had no recommendation and is leaving it to the CC to decide. (2) Adjusted for the recent salary adjustment to City Manager. 2 30 Council's Adjusted FY 2024 FBA FY 2024 Budget Recomm'd Budget ONGOING EXPENDITURES 2,606,705$ (63,648)$ 2,543,057$ ONGOING REVENUES 2,599,132 158,184 2,757,316 Surplus (Deficit)(7,573)$ 221,832$ 214,259$ CITY OF ROLLINGS HILLS Fiscal Year 2023/24 Budget Summary 31 Prelim.Estimated Prelim. FY 2023 Year-End Year-End FY 2024 Adopted Estimate Variance Projection Property Taxes 1,425,207$ 1,458,407$ 33,200$ 1,531,327$ 5% Sales Taxes 19,300 13,500 (5,800) 13,905 3% Property Transfer Tax 122,706 40,713 (81,993) 41,934 3% Other Taxes - 1,000 1,000 1,000 Flat Motor Vehicle In Lieu 252,000 260,000 8,000 265,200 2% Building & Other Permits 475,000 600,000 125,000 600,000 Flat C&D Permits - 5,600 5,600 5,600 Flat Variance, Planning & Zoning 20,000 44,926 24,926 45,000 Flat Animal Control Fees 250 150 (100) 150 Flat Franchise Fees 14,000 13,397 (603) 13,400 Flat Fines & Traffic Violations 4,500 3,442 (1,058) 3,500 Flat Cost Recoivery - Publications 15,000 7,196 (7,804) 7,200 Flat RHCA Lease Revenue 69,000 69,000 - 69,000 Flat Public Safety Aug Fund 1,000 1,007 7 1,100 Flat Burglar Alarm Response 500 - (500) - Flat Interest on Investments 40,000 110,146 70,146 110,000 Flat PARS Earnings 20,239 15,000 (5,239) 20,000 Flat Miscellaneous Revenue 5,000 6,000 1,000 5,000 Flat Transfer In - ARPA Fund 220,682 220,682 - - N/A Transfers In - Refuse Fund 24,000 24,000 - 24,000 Flat TOTALS 2,728,383$ 2,894,166$ 165,782$ 2,757,316$ Year-End Projections at Mid-Year 2,599,132$ Increase from Mid-Year 158,184$ CITY OF ROLLING HILLS General Fund Revenues Fiscal Year 2023/24 Preliminary Projections 32 33 Ongoing Council Adjusted FBA Comm.Proposed Baseline Adjustments Budget Recomm'd Budget 01 - CITY ADMINISTRATOR 702 Salaries -Full Time 474,258$ -$ 474,258$ 31,036$ 505,294$ 705 Temporary Salaries - - - 7,000 7,000 710 Retirement CalPERS-Employer 39,769 - 39,769 7,166 46,935 712 CalPERS Unfunded Liability 65,095 (65,095) - - - 715 Workers Compensation Insurance 8,100 - 8,100 1,000 9,100 716 Group Insurance 71,316 - 71,316 1,591 72,907 717 Retiree Medical 35,231 - 35,231 2,269 37,500 718 Employer Payroll Taxes 36,997 - 36,997 2,404 39,401 719 Deferred Compensation 4,559 - 4,559 159 4,718 720 Auto Allowance 4,800 - 4,800 - 4,800 721 Phone Allowance 1,970 - 1,970 550 2,520 740 Office Supplies 11,000 - 11,000 2,000 13,000 745 Equipment Leasing Costs 11,450 - 11,450 (450) 11,000 750 Dues & Subscriptions 16,240 - 16,240 (2,000) 14,240 755 Conference Expense 10,000 (8,127) 1,873 - 1,873 757 Meetings Expense 2,000 - 2,000 - 2,000 759 Training & Education 5,000 - 5,000 - 5,000 761 Auto Mileage 500 - 500 - 500 765 Postage 21,000 - 21,000 - 21,000 775 City Council Expense 10,000 (5,000) 5,000 - 5,000 776 Miscellaneous Expenses 6,200 - 6,200 (1,450) 4,750 780 Communications/Newsletters & Outreach 5,000 - 5,000 - 5,000 785 Codification 5,000 - 5,000 (2,000) 3,000 790 Advertising 2,400 - 2,400 - 2,400 795 Other Gen Admin Expense 1,050 - 1,050 1,450 2,500 801 City Attorney 120,000 - 120,000 (30,000) 90,000 802 Legal Expense - Other 3,000 - 3,000 - 3,000 820 Website 6,000 - 6,000 - 6,000 850 Election Expense City Council 15,000 (15,000) - - - 890 Consulting Fees - - - 35,000 35,000 891 Records Management 1,700 - 1,700 - 1,700 Total City Administrator 994,635 (93,222) 901,413 55,725 957,138 Department/Object Account CITY OF ROLLING HILLS FY 2023/24 Expenditure Budget Ongoing Expenditures Finance Committee Recommendations 1 Page: 1 34 Ongoing Council Adjusted FBA Comm.Proposed Baseline Adjustments Budget Recomm'd BudgetDepartment/Object Account CITY OF ROLLING HILLS FY 2023/24 Expenditure Budget Ongoing Expenditures Finance Committee Recommendations 05 - Finance 740 Office Supplies - - - - - 750 Dues & Subscriptions 2,000 - 2,000 1,000 3,000 810 Annual Audit 18,500 - 18,500 500 19,000 890 Consulting Fees 120,000 - 120,000 - 120,000 Total Finance 140,500 - 140,500 1,500 142,000 15- PLANNING & DEVELOPMENT 702 Salaries 236,748 - 236,748 (24,233) 212,515 703 Salaries - Part-Time 26,587 - 26,587 1,023 27,610 710 Retirement CalPERS-Employer 18,100 - 18,100 (1,350) 16,750 715 Workers Compensation Insurance 4,000 - 4,000 (100) 3,900 716 Group Insurance 44,275 - 44,275 (1,606) 42,669 718 Employer Payroll Taxes 20,237 - 20,237 (1,710) 18,527 719 Deferred Comp - - - 865 865 720 Auto Allowance 1,200 - 1,200 - 1,200 721 Phone Allowance 600 - 600 - 600 761 Auto Mileage 300 - 300 - 300 750 Dues & Subscription 1,000 - 1,000 4,500 5,500 755 Conference Expense 5,000 (3,115) 1,885 (1,500) 385 759 Training & Education 1,000 - 1,000 - 1,000 790 Publication/Advertising/Noticing 15,000 - 15,000 - 15,000 802 Legal Expenses-Other 20,000 - 20,000 (10,000) 10,000 872 Property Development-Legal Exp 80,000 (20,000) 60,000 (10,000) 50,000 875 Willdan Building 50,000 - 50,000 (20,000) 30,000 878 Build Inspect. LA County 150,000 150,000 300,000 (50,000) 250,000 881 Storm Water Management 97,142 (21,719) 75,423 8,677 84,100 884 Special Project Study & Consulting 20,000 - 20,000 - 20,000 886 Code Enforcement 82,880 (20,000) 62,880 - 62,880 890 Consulting Fees - On-Call Maint (Onward)- - - - - 928 Traffic Engineering 5,000 - 5,000 - 5,000 Total Planning & Development 879,069 85,166 964,235 (105,434) 858,801 2 Page: 2 35 Ongoing Council Adjusted FBA Comm.Proposed Baseline Adjustments Budget Recomm'd BudgetDepartment/Object Account CITY OF ROLLING HILLS FY 2023/24 Expenditure Budget Ongoing Expenditures Finance Committee Recommendations 25 - Public Safety 830 Law Enforcement 225,000 - 225,000 30,000 255,000 833 Other Law Enforcement Expenses 4,000 - 4,000 - 4,000 837 Wild Life Mgmt & Pest Control 10,000 - 10,000 (4,000) 6,000 838 Animal Control Expense 6,000 - 6,000 (1,000) 5,000 Total Public Safety 245,000 - 245,000 25,000 270,000 65 - NON-DEPARTMENTAL 776 Miscellaneous Expenses - - - - 895 Insurance & Bond Expense 29,657 - 29,657 7,361 37,018 901 South Bay Comm. Organization 15,000 (5,000) 10,000 - 10,000 915 Community Recognition 20,000 (10,000) 10,000 - 10,000 917 Emergency Preparedness 221,700 (62,800) 158,900 (81,900) 77,000 Total Non-Departmental 286,357 (77,800) 208,557 (74,539) 134,018 75 - CITY PROPERTIES 892 IT Services 54,000 (2,500) 51,500 9,700 61,200 893 Granicus Services 8,000 - 8,000 300 8,300 894 Computer Hardware Fund 5,000 - 5,000 - 5,000 925 Utilities 85,212 (25,212) 60,000 - 60,000 930 Repairs & Maintenance 35,000 (25,000) 10,000 6,000 16,000 932 Area Landscaping 12,500 - 12,500 3,100 15,600 946 Buildings & Equipment - - - 15,000 15,000 947 Non-Building Improvements - - - - - Total City Properties 199,712 (52,712) 147,000 34,100 181,100 TOTALS BEFORE TRANSFERS 2,745,273 (138,568) 2,606,705 (63,648) 2,543,057 OPERATING TRANSFERS OUT 999 Refuse Collection Fund (Fund 50)168,500 (168,500) - - - Total Transfers Out 168,500 (168,500) - - - GENERAL FUND TOTALS 2,913,773$ (307,068)$ 2,606,705$ (63,648)$ 2,543,057$ 3 Page: 3 36 Agenda Item No.: 13.D Mtg. Date: 05/08/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ELAINE JENG, CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:APPROVAL TO CLOSE CITY HALL ON THREE FRIDAYS IN MAY 2023 AND ONE FRIDAY IN JUNE 2023, FOR THE CITY HALL HVAC REPAIR PROJECT DATE:May 08, 2023 BACKGROUND: On January 31, 2023, the City Hall HVAC Repair Project was advertised for construction bids. Three bids were received and on March 13, 2023 the City Council awarded a construction contract to AC Pros. DISCUSSION: AC Pros will commence construction on Wednesday, May 10, 2023 and complete construction on Thursday, June 15, 2023. Sawcutting of Asphalt/haul away and Demo of existing HVAC and ductwork will take place in the first week. The lead and asbestos abatement is scheduled on Friday, May 12, 2023 through Saturday May 13, 2023. Ellis Environmental Management, Inc. is working on behalf of the city to monitor the abatement work and report on the abatement activities. In the subsequent weeks, AC Pros will be performing the outdoor and interior work including framing for new ducts, preparation of pads for outdoor equipment, installation of outdoor and indoor units, electrical work, ductwork, refrigeration lines, diffusers, thermostats, vents and gas lines for furnaces, drains and insulation. On the last week of the work schedule, AC Pros start up the new equipment, and generate a punch list with city staff. Because the work requires lead and asbestos abatement as a result of insulation, ducts, and ceiling replacement, staff is working closely with the contractor on impacts to operations and employees during business hours. To minimize impacts to the construction schedule, operations at City Hall, the contractor adjusted their standard working days to Tuesday to Saturday to offset a weekday in their schedule. Additionally, staff is recommending to close 37 City Hall for three Fridays in May (May 12, May 19, and May 26) and one Friday in June (June 2) to minimize disruption to operations and construction, and to expedite the overall work. The City Hall staff is made of two teams. Each team rotate taking alternate Fridays off. The team that would have been working on the proposed Friday closure will work remotely on that day, responding to calls to City Hall via the Nextiva app, and via the shared drive in the cloud. FISCAL IMPACT: None. RECOMMENDATION: Approve as presented. ATTACHMENTS: 38 Agenda Item No.: 13.E Mtg. Date: 05/08/2023 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 REPUBLIC SERVICES REQUEST REGARDING A MODIFICATION TO SOLID WASTE SERVICES DATE:May 08, 2023 BACKGROUND: On July 1, 2020, the City entered into an Amended and Restated Agreement (Agreement) with Republic Services for residential solid waste management services for the collection, transportation, recycling, composting and disposal of solid waste, including recyclable materials, green waste, bulky items, and brush. The City Council obtained the services of HF&H Consultants, LLC (HF&H), to assist with preparing the Agreement, which ends on June 30, 2029. Republic Services provides services to the City all weekdays, except for Wednesday. Section 5.8 of the Agreement requires all collected solid waste other than green waste and brush to be delivered to a material recovery facility for mixed waste processing. This allows residents to put all solid waste into one container which is sorted at Republic Services' facilities. Solid waste is collected using scooter vehicles which drive up private driveways to the service yard. Workers hand lift solid waste from containers onto the scooter vehicle, which then returns to a much larger mother truck to consolidate the waste. The waste is then brought to a consolidated volume transfer (CVT) processing facility to be sorted and transported. On February 28, 2022, Republic Services sent the City a letter indicating its CVT processing facility in Anaheim, which in part serves the City of Rolling Hills, was significantly damaged due to fire on February 22, 2022. Republic Services indicated this was a "force majeure" event pursuant to Section 27.1 of the Agreement which affected their ability to perform processing of the City's residential recyclables and organic materials under the terms of the Agreement. Republic Services began diverting the City's collected materials to other facilities on a temporary basis until the damaged facility could be rebuilt or other permanent solutions could be considered. On April 24, 2023, staff met with representatives from Republic Services about mixed use processing services to the City. The representatives indicated there is no timeline as to when 39 the damaged building would be repaired which negatively affects their ability to serve the City. Further, the scooter service offered to the single-family homes in Rolling Hills is unique and not offered anywhere else in the area. In the past, CalRecycle was able to offer credits for waste transformation but those credits are no longer available as of January 1, 2023. DISCUSSION: During the April 24th meeting, Republic Services offered solutions to continued service in the City. Since services are provided all week, except Wednesdays, Republic Services is proposing Wednesdays to be recycling day. The rest of the week would be for regular trash pick up and Wednesdays would be for recycling in 35-gallon containers. Staff expressed concern with this option since residents have relief from trash trucks on Wednesday. Additionally, residents would have to be informed and retrained on how to separate and dispose of waste. Further, additional costs would be incurred by the City for the additional day of service. Another option would be to amend the Agreement so it only requires of diversion rate of 10% mixed use processing as opposed to 30% as stated in Section 12.1 of the Agreement. The Agreement does allow either party to request an adjustment to the minimum diversion rate not more than once every two years. Modifications to the Agreement are covered under Section 25. According to Section 12.1, adjustments can be made "based on factors including waste characterization data provided by Contractor, trends in source reduction and reuse, trends in third party Diversion, extent of reverse logistics, the availability of permitted Facilities that are capable of processing material to achieve the required levels of Diversion, emerging methods of processing and Recycling/reusing new waste materials, the availability of markets, transportation constraints, embargoes, and the impact of scavenging. City shall consider such information provided by Contractor and other industry data and shall, at its sole discretion, determine if any adjustments to the minimum Diversion requirements shall be made, and such changes must be approved by the City Council before becoming effective." Republic Services is open to discussing other options suggested by City Council. FISCAL IMPACT: None. RECOMMENDATION: Receive report, discuss the item and provide direction to staff. ATTACHMENTS: CA_AGR_2020 - Republic Services Agreement__FINAL.pdf CL_AGN_220328_UnforseenCircumstances_CVTFire.pdf 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 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 City of Rolling Hills INCORPORATED JANUARY 24, 1957 NO. 2 PORTUGUESE BEND ROAD ROLLING HILLS, CA 90274 (310) 377-1521 FAX (310) 377-7288 - 1 - Agenda Item No.: 3-H Mtg. Date: 02-22-10 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ANTON DAHLERBRUCH, CITY MANAGER SUBJECT: CONSIDERATION OF A TRAFFIC COMMISSION RECOMMENDATION OF STAGING LOCATIONS FOR THE REFUSE HAULER’S “MOTHER TRUCK”. DATE: FEBRUARY 22, 2010 ATTACHMENTS: 07-07-09 Memo from Traffic Engineer concerning staging locations 03-05-09 Memo from Traffic Engineer concerning staging locations Summary List of Recommended Staging Locations Notice Data for Addresses Adjacent to Proposed Staging Locations RECOMMENDATION It is recommended that the City Council approve the Traffic Commission’s recommendation of 14 locations for Allied Waste to stage its “mother truck” (front loader) for the collection and transport of solid waste. BACKGROUND The City’s refuse hauler, Allied Waste, operates through “scouts” that collect refuse at each residence and transports it to a “mother truck” at a central location. The “mother truck” moves throughout each day to different locations in th e City that are central to the collection efforts in a particular area the “scouts” are working. Allied Waste states that the “scouts,” for optimal operations, should cover an area consisting of 27 to 65 residences. As such, on each day refuse is collected, Allied Waste desires 7 to 8 locations where the “mother truck” can be strategically stationed. The “mother truck” would be (is) in each location for approximately 2 hours. 133 -2- Over the years, residents have complained about the staging location of the “m other truck” citing issues of noise, emissions, visual impact, leftover debris and leakage with the vehicles. To address the complaints, Allied Waste has reduced and relocated the “mother truck” staging locations to a point where, according to Allied Wast e, operations have been impacted. Allied Waste reports that the reduction of staging locations has caused the “scouts” to cover 86 to 126 residences, drive longer from residences to the “mother truck” and, for the “mother truck” to be stationed in one location for extended periods of time. As such, Allied Waste has requested the formal designation of staging locations. In response to Allied Waste’s request, the City’s Traffic Engineer and City Manager, on multiple occasions toured the City with Allied Waste representatives to identify locations that served Allied Waste operationally while also addressing the Traffic Engineer’s concerns for traffic safety. Fourteen (14) locations were identified that met both parties’ interests. Thereafter, at its meetings of March 26, July 23 and September 24, 2009, and its meeting of January 28, 2010, the Traffic Commission considered Allied Waste’s request for approval of the 14 locations to stage the “mother truck.” For Traffic Commission meeting on March 26, 2009, notice of the agenda item was mailed to all residents adjacent to proposed staging locations and information about the meeting was included in the City Newsletter. In response, the Traffic Commission received input from residents about the locations at Portuguese Bend Road/Ranchero Road (for visibility); Crest Road East, east of Eastfield Drive (for noise and traffic); and Saddleback Road near Hillside Lane (for impact on horses). As a result, the Allied Waste representative and City Traffic Engineer re-evaluated the three locations for functionality, safety and alternatives. For the July 23, 2009 Traffic Commission meeting, notice of the agenda item was mailed to the resident from Portuguese Bend Road/Ranchero Road; the residents closest to the proposed staging location at Crest Road East; and the residents from 26 Saddleback Road to Hillside Lane. At the meeting, the Traffic Commission concluded that there was no alternative for the staging locations at Portuguese Bend Road/Ranchero Road and at Crest Road East and both represented the best functional location for Allied Waste, presented no traffic concern to the City Traffic Engineer and was not immediately adjacent to a residential structure (relative to noise). Additionally, it was noted without these staging locations, the impact of “scouts” traveling longer distances and the “mother truck” being stationed in one location longer is greater on the community. In regard to the Crest Road East site, Allied Waste proposed operating on the southside rather than the northside of the roadway. Also, in response to the residents of 76 Eastfield Drive, the Traffic Commission agreed to continue the discussion of this location to September 24. For the September 24, 2009 Traffic Commission meeting, notice of the ag enda item was mailed to 76 Eastfield Drive, and two other residents who had expressed interest on the 134 -3- topic – a resident adjacent to Wagon Lane and a resident on Chuckwagon Road at Eastfield Drive. At the meeting, the Traffic Commission received input fro m the resident adjacent to Wagon Lane (32 Portuguese Bend Road) about the emissions generated from the “mother truck” when stationed on Wagon Lane, expressing concern about its health impacts. In response, Allied Waste reported that their vehicles meet th e State’s emissions requirements and, replacement “mother trucks” would soon be employed that will reduce emissions further. Allied Waste and the Traffic Engineer also stated that there was no operational and safe alternative to this staging location. However, in recognition of the concern, staff was directed to re -consider locations. In regard to the Crest Road East staging location, the residents of 76 Eastfield Drive, who could not attend the meeting, asked that the matter be continued. For the January 28, 2010 Traffic Commission meeting, notice of the agenda item was mailed to 32 Portuguese Bend Road and 76 Eastfield Drive. With regard to the proposed staging location on Crest Road East, Allied Waste stated that it would be used on an as- needed basis and, when utilized, the “mother truck” would be stationed in a location to minimize the noise impact on the residence. Despite the resident’s desire to limit the number of days Allied Waste might use this area, the Traffic Commission supported this site as a staging location. DISCUSSION The Traffic Commission has reviewed and supports the 14 locations identified by Allied Waste and the City’s Traffic Engineer for staging the “mother truck” for the collection of solid waste. As such, the City Council is requested to consider and approve the Traffic Commission’s recommendation per Allied Waste’s request. NOTIFICATION Notice of this matter before the City Council has been provided to the community through the routine procedure of publishing the agenda in the citywide newsletter as well as through legal posting at City Hall. CONCLUSION Allied Waste is fully aware that they must keep their staging sites clear of debris and residue, contain refuse that falls out of their “scouts” and maintain their high quality service. Such conditions, in combination with the topography of the City and service levels desired by the community, leave few options for the method of refuse collection in the City. The “mother truck”/”scout” collection method of refuse collection appears the only functional means of collecting refuse at this time so designated staging locations are necessary. 135 -4- AD:hl 136 Summary of Citywide "Mother Truck" Staging Locations Area 1 Location Current Staging Location Requested as Staging Location Recommende d Saddleback Road and Roadrunner Road X X Wagon Lane X X Georgeff Road X X Lower Blackwater Canyon Rd. and Middleridge Lane North X Saddleback Road (between 36 and 42)X X Area 2 Location Current Staging Location Requested as Staging Location Recommende d Caballeros Road and Crest Road East X X Crest Road East and Eastfield Drive X X Chuckwagon Road and Eastfield Drive X X Outrider Road and Eastfield Drive X X Southfield Drive and Packsaddle Road East X X Area 3 Location Current Staging Location Requested as Staging Location Recommende d Southfield Drive and Packsaddle Road East X X Portuguese Bend Road South and Ranchero Rd.X X Qualiridge Road North X X 6/24/2020 137 Summary of Citywide "Mother Truck" Staging Locations Buggy Whip Drive X X Johns Canyon Road X X 6/24/2020 138 Page 1 Memorandum TO: Anton Dahlerbruch, City Manager FROM: Vanessa Munoz, City Traffic Engineer DATE: July 7, 2009 SUBJECT: Citywide Allied Waste “ Mother Truck” loading stationing areas This memo is in response to the Traffic Commissioner ’s request to re-evaluate three (3) staging locations for the Allied Waste “Mother Truck.” The locations being re-evaluated are:  Area 1- Saddleback Road ( near Hillside)  Area 2 - Crest Road E. and Eastfield Drive  Area 3 - Portuguese Bend South and Ranchero Road On May 21, 2009, Sam Pena, from Allied Waste, and I went out and re -evaluated the three locations for:  Visibility for Allied Waste vehicles, other vehicles, pedestrians and equestrians;  Width of street;  Traffic volumes;  Driving distance for each Scout to the “Mother T ruck” location;  Impact to passing traffic at each location. The Area 1 location of Saddleback Road (near Hillside) was re-evaluated. The main concern expressed by the resident of 3 Hillside Lane was that her horse would get easily scared when the “Mother Truck” parked between the Saddleback easement and the riding fence. The roadway characteristics along Saddleback Road in this particular area of the City allow for the truck to be stationed further north from this location. I recommend the “Mother Tru ck” be stationed between 36 and 42 Saddleback Road. This location provides visibility for vehicles, equestrian riders and the Allied Waste truck. The Area 2 location of Crest Road E. and Eastfield was re -evaluated. The main concern was noise and its proximity to the resident’s home. The parking of the truck on Eastfield Drive east of Crest Road is an acceptable location; the “Mother Truck” does not impede vehicle visibility and gives the Allied Waste vehicles easy access, the roadway has a low traffic volume and has the least impact to passing traffic. However, to accommodate the concerns of the residents, I recommend the truck be parked on the south side of Eastfield Drive. This should eliminate some of the noise and the truck would not be adjacent to the resident’s home. The Area 3 location of Portuguese Bend South and Ranchero Road was re -evaluated. The main concern was visibility for northbound traffic. The parking of the truck at the present location is an acceptable location. From my field ob servation the northbound traffic is able to see the truck 139 Page 2 Memorandum when driving up hill. Additionally, since drivers are traveling at low speeds due to the grade on the hill, most drivers have enough time to react and stop if needed. I also evaluated the recommendation of 52 Portuguese Bend Road south as a possible staging location, however the “Mother Truck” cannot park on dirt roads and unless this area gets asphalt it cannot serve as a staging area. VM:mec (06160) 16878/1002/M02 140 141 142 143 144 145 Agenda Item No.: 13.F Mtg. Date: 05/08/2023 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:CONSIDERATION OF CALWATER'S REQUEST TO SUPPORT ASSEMBLY BILL 838 CALIFORNIA WATER AFFORDABILITY AND INFRASTRUCTURE TRANSPARENCY ACT OF 2023 DATE:May 08, 2023 BACKGROUND: Cal Water is seeking support from their cities for the California Water Affordability & Infrastructure Transparency Act (CAn’t WAIT Act) authored by Assemblymember Connolly. AB 838 would provide more transparency into how water providers are investing in their infrastructure by requiring them to submit infrastructure investment and customer bill data to the State Water Resources Control Board annually. CalWater believes that more transparency for customers and water leaders will help identify not only problems, but also solutions. A list of supporters can be found on the website: www.yesab838.com. The PVP Chamber's Legislative Affairs Committee and Board approved a support position. DISCUSSION: The following text is an abstract of the bill. Existing law, the California Safe Drinking Water Act, requires the State Water Resources Control Board to administer provisions relating to the regulation of drinking water to protect public health. Existing law declares it to be the established policy of the state that every human being has the right to safe, clean, affordable, and accessible water adequate for human consumption, cooking, and sanitary purposes. The act prohibits a person from operating a public water system unless the person first submits an application to the state board and receives a permit to operate the system, as specified. The act requires a public water system to submit a technical report to the state board as a part of the permit application or when otherwise required by the state board, as specified, and to submit the report in the form and format and at intervals specified by the state board. Existing law provides that a specified violation of the act is a crime. 146 This bill would require, beginning January 1, 2025, and thereafter at intervals determined by the state board, public water systems to provide specified information and data related to customer water bills and efforts to replace aging infrastructure to the state board. By requiring information and data to be provided to the state board, this bill would expand the scope of a crime and create a state-mandated local program. The California Constitution requires the state to reimburse local agencies and school districts for certain costs mandated by the state. Statutory provisions establish procedures for making that reimbursement. This bill would provide that no reimbursement is required by this act for a specified reason. FISCAL IMPACT: None. RECOMMENDATION: Consider and provide direction to staff. ATTACHMENTS: CL_AGN_230508_CC_AB838_FactSheet_03.23.pdf CL_AGN_230508_CC_AB838_FactSheet_FINAL.pdf CL_AGN_230508_CC_AB838_Text.pdf 147 Assemblymember Damon Connolly, 12th District AB 838 – THE CAN’T WAIT ACT THE CALIFORNIA WATER AFFORDABILITY & INFRASTRUCTURE TRANSPARENCY ACT 03/21/23 As amended March 21, 2023 AB 838 Fact Sheet BACKGROUND Water crises in Jackson, Mississippi, Flint, Michigan, and Newark, New Jersey have highlighted the critical need for investment in water infrastructure to ensure that residents have access to clean and safe water supply. In late summer 2022, approximately 150,000 residents of Jackson, Mississippi lost access to potable drinking water for months as a result of the catastrophic failure of the city’s water system. This failure was the result of decades of neglect, deferred maintenance, and underinvestment, leaving the city’s water infrastructure in a state of crisis. Similar scenarios have played out in Flint, Michigan and Newark, New Jersey. These issues have made it clear that we CAn’t WAIT. ISSUE The State Water Resources Control Board estimated that 21% of water systems in California have unaffordable water rates – even for basic needs. However, proper analysis of this issue is delayed due to a systemic lack of adequate data regarding water bills paid by customers. Instead, hypothetical amounts are calculated based on estimated water consumption. The public has a right to know how well water suppliers are maintaining the infrastructure in their communities and how their water bills compare to those in other communities. Transparency regarding water affordability and infrastructure not only helps to keep the public informed, but also provides valuable data for state decision makers. EXISTING LAW In 2016, the California State Water Resources Control Board (State Water Board) adopted a Human Right to Water Resolution. In 2019, to advance these goals, California passed Senate Bill 200 (SB 200), which enabled the State Water Board to establish the Safe and Affordable Funding for Equity and Resilience (SAFER) Program. SB 200 established a set of tools, funding sources, and regulatory authorities that the State Water Board harnesses through the SAFER Program to help struggling water systems sustainably and affordably provide safe drinking water. Current law requires public water systems to submit an Electronic Annual Report (EAR). The EAR collects critical water system information intended to assess the status of compliance with specific regulatory requirements, provide updated contact and inventory information (such as population served and number of service connections), and provide information that is used to assess the financial capacity of water systems, among other information reported. In 2020, the State Water Board began a multi-year effort to improve the EAR survey to provide additional functionality, improve data validations, and enhance the EAR user experience. The 2020 EAR reporting year marked the first-time customer charges and financial data was required reporting. THIS BILL AB 383 would require, starting January 1, 2025, a public water system to include information related to the average water bill paid by customers in their state reporting, and data related to the system’s completed and planned efforts to replace aging infrastructure. Data regarding bill payments would include the median dollar amounts billed in the prior calendar year and the total dollar amount billed to customer accounts in the prior calendar year. Data regarding infrastructure costs would include costs of improvements completed and the percentage of water mains replaced. This bill would continue to advance the EAR’s goals to improve data collection, data quality and enhance the user experience. SUPPORT California Water Association (Co-Sponsor) California Water Service (Co-Sponsor) California American Water California African American Chamber of Commerce California Hispanic Chamber of Commerce California Senior Advocates League Kern County Taxpayers Association League of United Latin American Citizens Sustainable Silicon Valley Visalia Chamber of Commerce FOR MORE INFORMATION Michael Dyar P: (916) 319-2012 Michael.Dyar@asm.ca.gov 148 AB 838 (Connolly) Would Improve Water Reliability and Safety for Californians AB 838 Will Provide More Transparency Into How Water Providers are Investing In and Modernizing Their Water Infrastructure To avoid water infrastructure failures that have left customers in Jackson, MS, Flint, MI, and Newark, NJ, without access to clean drinking water for weeks and months on end, policy makers and the public need more information about improvements water utilities are making to their water systems and how those improvements are impacting the affordability of customer bills. AB 838, the California Water Affordability and Infrastructure Transparency Act, would give Californians greater insight into their bills by requiring California water providers to submit infrastructure investment and customer bill data to the State Water Resources Control Board annually. Just as residents have a right to know how water suppliers are maintaining the infrastructure in their communities, they also have a right to know how their actual water bills compare to those in other communities. Here’s why AB 838 makes sense. According to 2022 report from the California State Auditor, of the more than 370 failing water systems, two-thirds of them served disadvantaged communities with significant financial need. 370 FAILING SYSTEMS Further, for 2022, the State Water Board’s data show that an additional 432 water systems serving more than 1 million people are at risk of failing. 432 AT RISK OF FAILING The State Water Resources Control Board estimated that 21 percent of water systems in California have water rates that are unaffordable, even for basic needs. 21% ARE UNAFFORDABLE Nearly 240 of these water systems have been failing for at least three years, and more than 150 have been failing for five years. 3-5 YEARS FAILING Aging Water Infrastructure Disproportionally Affects Disadvantaged Communities 149 Water Providers are Already Reporting a Wealth of Data to the Water Board, but Little About Infrastructure and Nothing About Actual Water Bills Paid by Customers AB 838 Would Require All Water Utilities in California to Report Actionable Information More Transparency for Customers and Water Leaders Will Help Identify Not Just Problems, But Also Solutions Vote Yes on AB 838 Starting January 1, 2025, water utilities would be required to report: Verifiable data showing customers’ median monthly water bills. The total dollar amount billed to customer accounts in the prior calendar year. Information and data related to the public water system’s completed and planned efforts to replace aging infrastructure, including: • The total cost of all infrastructure improvements completed in the prior calendar year. • The percentage of water main replaced in the prior calendar year. A 2022 study found that more disclosure by water providers improves compliance with public health standards such as drinking water quality violations. According to a study by the American Water Works Association, more transparency in water utility spending and the impacts on customer bills is critical. The study notes “making water affordability more transparent is important to improve our understandings of the scale of affordability challenges across and within utilities.” Not only can more transparency identify infrastructure issues, but with more information, regulators can identify funding shortfalls and work with lawmakers to fashion policies to finance improvements or help offset customer bills. Required by Health and Safety Code Section 116530, water utilities in California already report a wealth of information to the State Water Board, including everything from the average age of the water system’s water pipes to the types of conservation programs that are offered. What is not included, is any information about the types of improvements they’ve made to their water systems. Similarly, water utilities currently report information about water rates and revenue to the State Water Board, but they do not provide any information about actual water bills sent to customers. Without this information, it is impossible to know how much customers are actually paying for their water and whether or not their water bills are affordable. Guestimates must be replaced by verifiable data. yesab838.com 150 AMENDED IN ASSEMBLY MARCH 21, 2023 california legislature—2023–24 regular session ASSEMBLY BILL No. 838 Introduced by Assembly Member Connolly February 14, 2023 An act to amend Section 116530 of the Health and Safety Code, relating to drinking water. legislative counsel’s digest AB 838, as amended, Connolly. California Water Affordability and Infrastructure Transparency Act of 2023. Existing law, the California Safe Drinking Water Act, requires the State Water Resources Control Board to administer provisions relating to the regulation of drinking water to protect public health. Existing law declares it to be the established policy of the state that every human being has the right to safe, clean, affordable, and accessible water adequate for human consumption, cooking, and sanitary purposes. The act prohibits a person from operating a public water system unless the person first submits an application to the state board and receives a permit to operate the system, as specified. The act requires a public water system to submit a technical report to the state board as a part of the permit application or when otherwise required by the state board, as specified, and to submit the report in the form and format and at intervals specified by the state board. Existing law provides that a specified violation of the act is a crime. This bill would require, on beginning January 1, 2025, and annually thereafter, thereafter at intervals determined by the state board, public water systems to provide specified information and data related to customer water bills and efforts to replace aging infrastructure to the 98 151 state board. By requiring information and data to be provided to the state board, this bill would expand the scope of a crime and create a state-mandated local program. The California Constitution requires the state to reimburse local agencies and school districts for certain costs mandated by the state. Statutory provisions establish procedures for making that reimbursement. This bill would provide that no reimbursement is required by this act for a specified reason. Vote: majority. Appropriation: no. Fiscal committee: yes.​ State-mandated local program: yes.​ The people of the State of California do enact as follows: line 1 SECTION 1. This bill shall be known as the California Water line 2 Affordability and Infrastructure Transparency Act of 2023. line 3 SEC. 2. The Legislature finds and declares all of the following: line 4 (a)  In 2022, approximately 150,000 residents of the City of line 5 Jackson, Mississippi, were forced to go without potable drinking line 6 water as a result of the catastrophic failure of the city’s water line 7 system. line 8 (b)  The failure of the City of Jackson’s water system was the line 9 result of decades of neglect, deferred maintenance, and line 10 underinvestment, leaving the city’s water infrastructure in a state line 11 of crisis. line 12 (c)  The disaster in the City of Jackson is the most recent example line 13 of underinvestment in critical water infrastructure. Similar line 14 scenarios have played out in the City of Flint, Michigan, and the line 15 City of Newark, New Jersey. line 16 (d)  Even in California, the State Water Resources Control Board line 17 has identified approximately 345 water systems that fail to meet line 18 the goals of the state’s human right to safe, clean, affordable, and line 19 accessible water, established by Assembly Bill 685 (Chapter 524 line 20 of the Statutes of 2012). line 21 (e)  The State Water Resources Control Board has estimated that line 22 21 percent of water systems in California have water rates that are line 23 unaffordable, even for basic needs. line 24 (f)  Proper analysis of affordability issues is hampered, however, line 25 by the lack of adequate data about actual water bills paid by line 26 customers, as opposed to hypothetical amounts calculated using line 27 arbitrarily selected amounts of water consumption. 98 — 2 — AB 838 152 line 1 (g)  The public has a right to know how well water suppliers are line 2 maintaining the infrastructure in their communities and how their line 3 water bills compare to those in other communities. line 4 (h)  Transparency regarding water affordability and infrastructure line 5 not only helps to keep the public informed, but also keeps water line 6 suppliers accountable. Recent research concludes that there is a line 7 correlation between increased transparency on the part of water line 8 suppliers and the reduced incidence of violations of the Safe line 9 Drinking Water Act. line 10 SEC. 3. line 11 SEC. 2. Section 116530 of the Health and Safety Code is line 12 amended to read: line 13 116530. (a)  A public water system shall submit a technical line 14 report to the state board as part of the permit application or when line 15 otherwise required by the state board. This report may include, line 16 but not be limited to, detailed plans and specifications, water line 17 quality information, physical descriptions of the existing or line 18 proposed system, information related to technical, managerial, and line 19 financial capacity and sustainability, and information related to line 20 achieving the goals of Section 106.3 of the Water Code, including line 21 affordability and accessibility. line 22 (b)  A public water system shall submit the report in the form line 23 and format and at intervals specified by the state board. line 24 (c)  Beginning January 1, 2025, and annually thereafter, line 25 thereafter at intervals determined by the state board, a public water line 26 system shall provide to the state board both of the following: line 27 (1)  Information and data related to the average water bill paid line 28 by customers, including, but not limited, to limited to, all of the line 29 following: line 30 (A)  The median dollar amount billed to customer accounts in line 31 the prior calendar year. line 32 (B)  The total dollar amount billed to customer accounts in the line 33 prior calendar year. line 34 (C)  If the public water system differentiates between customer line 35 classifications, separate information and data may be provided for line 36 each customer classification. line 37 (2)  Information and data related to the public water system’s line 38 completed and planned efforts to replace aging infrastructure, line 39 including, but not limited to, both of the following: 98 AB 838 — 3 — 153 line 1 (A)  The total cost of all infrastructure improvements completed line 2 in the prior calendar year. line 3 (B)  The percentage of water main replaced in the prior calendar line 4 year. line 5 (d)  For purposes of this section, the following definitions apply: line 6 (1)  “Median dollar amount billed” shall be calculated by line 7 identifying the middle value of all of the water bills presented to line 8 customers. line 9 (2)  “Water main” means any pipeline, except for user service line 10 lines, within the distribution system. line 11 (e)  For purposes of this section, a water corporation may submit line 12 data for each ratemaking area, as identified by the Public Utilities line 13 Commission, as opposed to at the public water system level. line 14 SEC. 4. line 15 SEC. 3. No reimbursement is required by this act pursuant to line 16 Section 6 of Article XIII B of the California Constitution because line 17 the only costs that may be incurred by a local agency or school line 18 district will be incurred because this act creates a new crime or line 19 infraction, eliminates a crime or infraction, or changes the penalty line 20 for a crime or infraction, within the meaning of Section 17556 of line 21 the Government Code, or changes the definition of a crime within line 22 the meaning of Section 6 of Article XIII B of the California line 23 Constitution. O 98 — 4 — AB 838 154 Agenda Item No.: 15.A Mtg. Date: 05/08/2023 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ELAINE JENG, CITY MANAGER THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:RECEIVE AND FILE REPORT ON THE BLOCK CAPTAIN EDUCATIONAL EVENT ON APRIL 30, 2023 DATE:May 08, 2023 BACKGROUND: The Block Captain Program is comprised of resident volunteers working with the city in educating the community on emergency preparedness. Earlier this calendar year, the Los Angeles County Fire Department Forestry Division sent out notices to most of the Peninsula residents, informing communities that the department will be enforcing a recent legislation that required homes to remove flammable materials including vegetation located within five feet from structures. This caused residents to be concerned. In response to the notices, the Block Captain Leads, Marian Visco, Debra Shrader, and Marita Geraghty reached out to the Los Angeles County Fire Department and requested clarification. At the first 2023 Block Captain meeting held on February 16, 2023, the Block Captain Leads invited the Forestry Division to answer the Block Captains' questions about the new requirements listed in the recent notice. At the February 16, 2023 Block Captain meeting, the Forestry Division informed all that the zero to five feet zone WILL NOT be enforced for the inspections in 2023. Recognizing the discrepancy between the Forestry Division's announcement and that of the notice that residents received, the Block Captain Leads thought it was important to get the appropriate information to the community. The Block Captain Leads requested a social and educational event on the City Hall campus dedicated to distributing information about the upcoming Defensible Space Inspections (previously known as Annual Brush Clearance Inspections) by the Los Angeles County Fire Department. DISCUSSION: The City Council allocates budget annually to support the Block Captains and their educational work for the community. 155 The Block Captains hosted a social and educational event in partnership with the LA County Fire Department on Sunday, April 30, 2023 between 4pm to 6pm on the City Hall campus. All residents were invited via the Blue Newsletter. The event was well attended, with more than 75 people in attendance, excluding the Los Angeles County Fire Department personnel. In the first hour of the event, the Block Captain Leads set up the check-in tables with educational materials including sign up sheets for home hardening complimentary inspections and canyon management consultation by the Los Angeles County Fire Department. Additionally, guest were asked if they want to be a Block Captain incentivized with a free bottle of wine. There were many sign-ups for home hardening and canyon management consultation, and one sign-up to be a Block Captain. Additionally, the Palos Verdes Peninsula Land Conservancy was invited to the event and Director of Development Susan Wilcox showcased native plants from the Conservancy's nursery. Block Captain Nicole Tangen along with a friend had a table educating residents about evacuating large animals. Block Captain Debra Shrader displayed her Go-Pak for emergencies. One staff worked the event on Sunday, along with many community volunteers like Mayor Pro Tem Leah Mirsch, Marian Visco, Debra Shrader, Marita Geraghty, Alfred Visco, Daniel Shrader, Judith Haenel and Diane Gilman. The group started with tables and chair set-up at 2pm. Rolling Hills Estates provided a mobile sound system that allowed speakers to be heard at the event. Following the event, the same volunteers stayed to help with breakdown and clean up. Los Angeles County Fire Department Assistant Fire Chief Brian Bennett brought with him the Battalion Chief serving Rolling Hills, and the staff from Fire Station 56. Community Liaison from the Department was also in attendance. Assistant Fire Chief Bennett gave a brief presentation for five minutes, referred to the Defensible Space Inspection Q/A literature that he distributed and conducted questions and answers with the guests. Residents asked questions for about 40 minutes over tacos, churros and aqua fresco provided by Taco Man. Majority, if not all the guests stayed for the questions and answer session with Assistant Fire Chief Bennett. While the residents expressed difficulty with having to remove vegetation on their property to comply with the upcoming Defensible Space inspection by the Department, the majority of the guests were observed to be understanding of the need of the requirements to be enforced in 2023 and in future years. The event concluded around 6pm. Three Councilmembers attended the event: Mayor Pat Wilson, Mayor Pro Tem Leah Mirsch, and Councilmember Bea Dieringer. The Councilmembers also participated in the questions and answer session with Assistant Fire Chief Bennett. FISCAL IMPACT: There is sufficient funds in account 01-65-917 in the FY 2022-2023 adopted budget to cover expenses associated with the April 30, 2023 Block Captain social and educational event. RECOMMENDATION: Receive and file. ATTACHMENTS: CL_AGN_230508_CC_BCP_EventPhotos.pdf PS_BCP_230430_EdEvent_LACFD_SignInSheets_Redacted.pdf 156 PS_BCP_230430_EdEvent_LACFD_HH_CM_SignUp2_Redacted.pdf 157 158 159 160 161 162 163 164 165 166 167 168 169 170 Agenda Item No.: 15.B Mtg. Date: 05/08/2023 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 REPORT ON ARBOR DAY EVENT AT THE CITY HALL CAMPUS ON APRIL 28, 2023 DATE:May 08, 2023 BACKGROUND: Arbor Day, from the Latin origin of the word arbor, is a holiday that celebrates the planting, upkeep and preservation of trees. For centuries, communities spanning the globe have found various ways to honor nature and the environment. Arbor Day has been celebrated in the nation since April 10, 1872, when about 1 million trees were planted in Nebraska. The idea stemmed from J. Sterling Morton, tree enthusiast and Nebraska newspaper editor. As Arbor Day Foundation explains, people moving to the state’s plains missed living among trees, which they needed for fuel, lumber, shade, and erosion control. Celebrating the holiday by planting trees is a tradition that sprouted in 45 states and territories by 1920, especially in schools, the foundation says. Today, tree lovers mark the day in all 50 states after President Richard Nixon issued a proclamation designating the last Friday of April 1970 as National Arbor Day. DISCUSSION: Mayor Pro Tem Leah Mirsch announced April 28, 2023 as Arbor Day in the City of Rolling Hills. In celebration of Arbor Day, city partner, Bennett Landscaping donated a tree and planted the donated tree on the City Hall campus on April 28, 2023. Mayor Pro Tem Mirsch, along with resident Ralph Black, Rolling Hills Community Association Manager Kristen Raig, and City Clerk Christian Horvath attended the event. Mayor Wilson had a conflict that morning with another event elsewhere on the Peninsula. The celebration event was the first in Rolling Hills. Bennett Landscaping discussed with staff that they would like to celebrate annually with the city. 171 FISCAL IMPACT: The tree was donated by Bennett Landscaping at no cost to the city. There is no fiscal impact to celebrating Arbor Day. RECOMMENDATION: Receive and file. ATTACHMENTS: CL_AGN_230508_CC_ArborDay_Pics.pdf 172 Page 4 of 4 173