CL_AGN_250324_CC_AgendaPacket_F_A1.CALL TO ORDER
2.ROLL CALL
3.PLEDGE OF ALLEGIANCE
4.PRESENTATIONS/PROCLAMATIONS/ANNOUNCEMENTS
5.APPROVE ORDER OF THE AGENDA
This is the appropriate time for the Mayor or Councilmembers to approve the agenda as is or reorder.
6.BLUE FOLDER ITEMS (SUPPLEMENTAL)
Blue folder (supplemental) items are additional back up materials to administrative reports, changes to the posted
agenda packet, and/or public comments received after the printing and distribution of the agenda packet for receive and
file.
6.A.FOR BLUE FOLDER DOCUMENTS APPROVED AT THE CITY COUNCIL
MEETING
RECOMMENDATION: Approved
7.PUBLIC COMMENT ON NON-AGENDA ITEMS
This is the appropriate time for members of the public to make comments regarding items not listed on this agenda.
Pursuant to the Brown Act, no action will take place on any items not on the agenda.
8.CONSENT CALENDAR
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,
2 PORTUGUESE BEND ROAD
ROLLING HILLS, CA 90274
(310) 377-1521
AGENDA
Regular City Council Meeting
CITY COUNCIL
Monday, March 24, 2025
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. 1387 Next Ordinance No. 385
CL_AGN_250324_CC_Item13A.pdf
CL_AGN_250324_CC_Item13H.pdf
1
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 MARCH 24, 2025
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: MARCH 10, 2025
REGULAR MEETING
RECOMMENDATION: Approve as presented.
8.D.PAYMENT OF BILLS
RECOMMENDATION: Approve as presented.
8.E.REPUBLIC SERVICES RECYCLING TONNAGE AND COMPLAINT REPORTS
FOR FEBRUARY 2025
RECOMMENDATION: Receive and file.
8.F.APPROVE THE FOLLOWING FINANCE, BUDGET, AND AUDIT COMMITTEE
MINUTES: MARCH 10, 2025 SPECIAL MEETING
RECOMMENDATION: Approve as presented.
8.G.RECEIVE AND FILE THE ANNUAL PROGRESS REPORTS FOR THE GENERAL
PLAN.
RECOMMENDATION: Receive and file.
8.H.RECEIVE AND FILE THE ANNUAL PROGRESS REPORT FOR THE HOUSING
ELEMENT.
RECOMMENDATION: Receive and file.
9.EXCLUDED CONSENT CALENDAR ITEMS
10.COMMISSION ITEMS
CL_AGN_250324_CC_AffidavitofPosting.pdf
CL_MIN_250310_CC_F.pdf
CL_AGN_250324_CC_PaymentOfBills_E.pdf
VC_REP_250320_Feb_TonnageReport.pdf
VC_REP_250320_Feb_C&D Report.pdf
VC_REP_250320_Feb_CallLog_Redacted.pdf
VC_REP_250320_Feb_RedTagReport.pdf
VC_REP_250320_FebruaryComplaintList_Redacted.pdf
CL_MIN_250310_FBA_F.pdf
PL_GPN_APR_2024_RollingHillsGeneralPlanAPRLetter_F.pdf
RollingHills2024_HE_APR_Attachment.pdf
2
10.A.RECEIVE AND FILE ZONING CASE NO. 24-078: VARIANCE FOR A DETACHED
GARAGE WITHIN THE FRONT YARD AREA, CONDITIONAL USE PERMIT
REQUEST TO EXCEED 200 SQUARE FEET FOR ACCESSORY STRUCTURES,
AND SITE PLAN REVIEW FOR AN EXPANSION TO THE EXISTING DETACHED
GARAGE AND FINDING THE PROJECT CATEGORICALLY EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT LOCATED 1 PINTO ROAD (36-
FT) (KRAMER)
RECOMMENDATION:
Receive and file.
11.PUBLIC HEARINGS
12.OLD BUSINESS
13.NEW BUSINESS
13.A.PRELIMINARY FISCAL YEAR 2025/26 PROJECTIONS AND BALANCING FOR
THE GENERAL FUND
R E C O M M E N D AT I O N : Receive a presentation from staff on preliminary
General Fund revenue and expenditure projections for fiscal year 2025/26;
and receive direction from Council regarding the increase to refuse rates
starting July 1, 2025, and the noticing requirements to City residents
pursuant to Proposition 218.
13.B.RECEIVE AN UPDATE ON THE EMERGENCY OUTDOOR SIREN
NOTIFICATION SYSTEM PROJECT AND STANDARD OPERATING
PROCEDURES
REC OMMEN D AT ION: Receive and file. Provide guidance on implementing
SAFE Units and determining cost responsibility.
13.C.APPROVE A TRANSITION TO CIVICPLUS AGENDA MEETING AND
Attachment 1: PL_ADR_250206_1PintoRoad_ZC24-
078_RadiusMap_02.18.25PCMeeting.pdf
Attachment 2: PL_ADR_250206_1PintoRd_ZC24-078_DevelopmentTable.pdf
Attachment 3: PL_ADR_250211_1PintoRoad_ZC24-
078_GIS_MAP_02.18.25PCMeeting.pdf
Attachment 4: 2025-02_PC_Resolution_1 Pinto Rd_Kramer_D_v4.pdf
Attachment 5: PL_ADR_250213_1PintoRd_ZC24-078_Plans_4thSubmittal.pdf
Attachment A - CL_AGN_250324_CC_GeneralFund_BudgetSummary.pdf
Attachment B - CL_AGN_250324_CC_GeneralFund_RevenueProjections.pdf
Attachment C - CL_AGN_250324_CC_GeneralFund_Expenditures.pdf
CL_AGN_250324_CC_PPT.pdf
CL_AGN_250324_CC_SampleLettersOfSupport_LASD-Staffing.pdf
Attachment A - PS_EMP_241216_SIR_SOP_F(V-1).pdf
Attachment B - PS_SIR_250324_TEST_SUMMARY_250304.pdf
Attachment C - PS_SIR_250324_TEST_SURV_250304.pdf
Attachment D - CL_AGN_230706_HQE_SirenInstallation_F_A2_E.pdf
Attachment E - PS_SIR_250228_HQE_OutdoorSystem_FAQs.pdf
Attachment F - PS_SIR_250324_HQE_SAFE_GRANT.pdf
3
MANAGEMENT SYSTEM AND AUTHORIZE THE CITY MANAGER TO EXECUTE
A PROFESSIONAL SERVICES AGREEMENT FOR A 3-YEAR TERM
RECOMMENDATION: Approve as presented.
13.D.CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH
GPA CONSULTING TO PROVIDE ENVIRONMENTAL CONSULTING SERVICES
FOR THE EASTFIELD DRIVE FIRE PREVENTION POWER LINE
UNDERGROUNDING PROJECT IN AN AMOUNT NOT TO EXCEED $117,070
FUNDED BY FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA)
HAZARD MITIGATION PROGRAM #DR4382-177-7R-CA, AUTHORIZE THE CITY
MANAGER TO EXECUTE THE AGREEMENT, AND FINDING THE PROJECT
CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT
RECOMMENDATION:
Approve as presented.
13.E.CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH
RYAN ECOLOGICAL CONSULTING TO PROVIDE ENVIRONMENTAL
CONSULTING SERVICES FOR THE 20C PORTION OF THE CREST ROAD
EAST FIRE PREVENTION POWER LINE UNDERGROUNDING PROJECT IN AN
AMOUNT NOT TO EXCEED $2,000 FUNDED BY FEDERAL EMERGENCY
MANAGEMENT AGENCY (FEMA) HAZARD MITIGATION PROGRAM #DR4344-
PJ0526, AUTHORIZE THE CITY MANAGER TO EXECUTE THE AGREEMENT,
AND FINDING THE PROJECT CATEGORICALLY EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT
RECOMMENDATION:
Approve as presented.
13.F.ADOPT RESOLUTION NO. 1386 APPROVING THE BLANKET AUTHORITY TO
FILE APPLICATIONS FOR GRANT FUNDS FROM THE LOS ANGELES COUNTY
REGIONAL PARK AND OPEN SPACE DISTRICT FOR MEASURE A FUNDING
FOR PROJECTS AND PROGRAMS AND AUTHORIZE THE CITY MANAGER TO
SIGN THE MASTER ANNUAL ALLOCATION GRANT AGREEMENT WITH THE
LOS ANGELES COUNTY REGIONAL PARK AND OPEN SPACE DISTRICT
RECOMMENDATION: Approve as presented.
Attachment A - IT_AMS_250324_CivicPlus_SelectProPackage.pdf
Attachment B - IT_AMS_250324_CivicPlus_ExecutiveSummary.pdf
Attachment C - IT_AMS_250324_CivicPlus_Research.pdf
Attachment D - CA_AGR_250310_AMSoftware_Draft_v2.pdf
Attachment E - IT_AMS_250324_CivicPlus_SOW.pdf
CA_AGR_250324_GPA_EastfieldDrive_UU_Environmental_F_PE.pdf
GR_BID_250314_REC_CAGN_PostConSurvey_Proposal.pdf
CA_AGR_250324_REC_CrestRdEast_UU_Environmental_F.pdf
WorkersCompLetter_2021.pdf
Attachment A - ResolutionNo1386_MeasureA_BlanketAuthForGrantFunds_F.pdf
Attachment B - CL_AGN_250324_CC_MeasureA_A66_RH_MasterAgreement.pdf
4
13.G.APPROVE A LETTER OF SUPPORT FOR ROLLING HILLS ESTATE'S' GEORGE
F CANYON NATURE CENTER PROJECT
RECOMMENDATION: Approve as presented or provide direction.
13.H.APPROVE A LETTER OF SUPPORT FOR FEDERAL EARMARK REQUESTS BY
THE CITY OF RANCHO PALOS VERDES FOR A REGIONAL EMERGENCY
OPERATIONS CENTER AND MAINTENANCE OF DEEP DEWATERING WELLS
IN THE PORTUGUESE BEND LANDSLIDE AREA
RECOMMENDATION: Approve as presented or provide direction.
14.MATTERS FROM THE CITY COUNCIL
15.MATTERS FROM STAFF
15.A.UPDATE ON THE CITY HALL ADA IMPROVEMENT PROJECT AND REQUEST
FOR DIRECTION
RECOMMENDATION: Receive and file. Provide direction to staff.
15.B.CONSIDERATION OF PARTICIPATING IN A THIRD ANNUAL ARBOR DAY
EVENT AT THE CITY HALL CAMPUS ON APRIL 25, 2025
RECOMMENDATION: Receive and file. Proved direction to staff.
16.RECESS TO CLOSED SESSION
16.A.EXISTING LITIGATION - GOVERNMENT CODE SECTION 54956.9(D)(1)THE
CITY FINDS, BASED ON ADVICE FROM LEGAL COUNSEL, THAT DISCUSSION
IN OPEN SESSION WILL PREJUDICE THE POSITION OF THE CITY IN THE
LITIGATION. (1 CASE) a. NAME OF CASE: CONNIE ANDERSEN, ET AL. V.
CALIFORNIA WATER COMPANY, ET AL. (SEAVIEW CASE) CASE NO.:
24STCV20953
RECOMMENDATION: None.
16.B.CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
GOVERNMENT CODE SECTION 54956.9 (TWO CASES) CPUC COMPLAINTS
AGAINST SOUTHERN CALIFORNIA EDISON AND SOCAL GAS
RECOMMENDATION: None.
16.C.CONFERENCE WITH LEGAL COUNSEL - INITIATION OF LITIGATION
GOVERNMENT CODE SECTION 54956.9(D)(1) THE CITY FINDS, BASED ON
ADVICE FROM LEGAL COUNSEL, THAT DISCUSSION IN OPEN SESSION WILL
PREJUDICE THE POSITION OF THE CITY IN THE LITIGATION. (1 CASE)
RECOMMENDATION: None.
CL_AGN_250324_LetterOfSupport_RHE_NatureCenterProject_D.pdf
CL_AGN_201123_CC_Agenda_Item8C.pdf
ResolutionNo1263-Approving_Application_for_Per_Capita_Grant_Program_Funds.pdf
ResolutionNo1265-Transfer_of_Per_Capita_Grant_Program_Funds.pdf
CL_AGN_250324_CC_LetterOfSupport_RPV_EOC_Earmarks.pdf
PW_CHC_250131_PAE_VaultRestroom_rev_Proposal.pdf
CL_AGN_250324_Bennett_ArborDay2025_Memo.pdf
5
17.RECONVENE TO OPEN SESSION
18.ADJOURNMENT
Next regular meeting: Monday, April 14, 2025 at 7:00 p.m. in the City Council Chamber,
Rolling Hills City Hall, 2 Portuguese Bend Road, Rolling Hills, California, 90274.
Notice:
Public Comment is welcome on any item prior to City Council action on the item.
Documents pertaining to an agenda item received after the posting of the agenda are available for review in
the City Clerk's office or at the meeting at which the item will be considered.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in
this meeting due to your disability, please contact the City Clerk at (310) 377-1521 at least 48 hours prior to the
meeting to enable the City to make reasonable arrangements to ensure accessibility and accommodation for
your review of this agenda and attendance at this meeting.
6
Agenda Item No.: 6.A
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:FOR BLUE FOLDER DOCUMENTS APPROVED AT THE CITY COUNCIL
MEETING
DATE:March 24, 2025
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approved.
ATTACHMENTS:
CL_AGN_250324_CC_Item13A.pdf
CL_AGN_250324_CC_Item13H.pdf
7
BLUE FOLDER ITEM (SUPPLEMENTAL)
Blue folder (supplemental) items are additional back up materials to administrative reports, changes to the posted agenda packet,
and/or public comments received after the printing and distribution of the agenda packet for receive and file.
CITY COUNCIL MEETING
March 24, 2025
13A. PRELIMINARY FISCAL YEAR 2025/26 PROJECTIONS AND BALANCING FOR THE
GENERAL FUND
FROM: CHRISTIAN HORVATH, CITY CLERK/EXECUTIVE ASSISTANT TO THE CITY MANAGER
CL_AGN_250324_CC_SampleLettersOfSupport_LASD-Staffing.pdf
8
BLUE FOLDER ITEM (SUPPLEMENTAL)
Blue folder (supplemental) items are additional back up materials to administrative reports, changes to the posted agenda packet,
and/or public comments received after the printing and distribution of the agenda packet for receive and file.
CITY COUNCIL MEETING
March 24, 2025
13H. APPROVE A LETTER OF SUPPORT FOR FEDERAL EARMARK REQUESTS BY
THE CITY OF RANCHO PALOS VERDES FOR A REGIONAL EMERGENCY
OPERATIONS CENTER AND MAINTENANCE OF DEEP DEWATERING WELLS IN
THE PORTUGUESE BEND LANDSLIDE AREA
FROM: CHRISTIAN HORVATH, CITY CLERK/EXECUTIVE ASSISTANT TO THE CITY MANAGER
CL_AGN_250324_CC_LetterOfSupport_RPV_EOC_Earmarks.pdf
9
Agenda Item No.: 8.A
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL
REGULAR MEETING OF MARCH 24, 2025
DATE:March 24, 2025
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve.
ATTACHMENTS:
CL_AGN_250324_CC_AffidavitofPosting.pdf
10
Administrative Report
8.A., File # 2693 Meeting Date: 3/24/2025
To: MAYOR & CITY COUNCIL
From: Christian Horvath, City Clerk
TITLE
APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF MARCH 24,
2025
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 MARCH 24, 2025 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: March 21, 2025
11
Agenda Item No.: 8.B
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER
READING OF ALL ORDINANCES AND RESOLUTIONS LISTED ON THE
AGENDA
DATE:March 24, 2025
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve.
ATTACHMENTS:
12
Agenda Item No.: 8.C
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:APPROVE THE FOLLOWING CITY COUNCIL MINUTES: MARCH 10,
2025 REGULAR MEETING
DATE:March 24, 2025
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
CL_MIN_250310_CC_F.pdf
13
MINUTES – CITY COUNCIL MEETING
Monday, March 10, 2025
Page 1
Minutes
Rolling Hills City Council
Monday, March 10, 202 5
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 Pieper
presiding.
2. ROLL CALL
Councilmembers Present: Mirsch, Wilson, Black, Dieringer, Mayor Pieper
Councilmembers Absent: None
Staff Present: Karina Bañales, City Manager
Christian Horvath, City Clerk / Executive Assistant to the City Manager
Samantha Crew, Management Analyst
Pat Donegan, City Attorney
3. PLEDGE OF ALLEGIANCE – Mayor Pro Tem Dieringer
4. PRESENTATIONS / PROCLAMATIONS / ANNOUNCEMENTS – NONE
5. APPROVE ORDER OF THE AGENDA
Motion by Councilmember Black, seconded by Councilmember Mirsch to approve the order of the agenda.
Motion carried unanimously with the following vote:
AYES: Mirsch, Wilson, Black, Dieringer, Mayor Pieper
NOES: None
ABSENT: None
6. BLUE FOLDER ITEMS (SUPPLEMENTAL)
Motion by Councilmember Mirsch, seconded by Councilmember Black to receive and file Blue Folder Item
8F. Motion carried unanimously with the following vote:
AYES: Mirsch, Wilson, Black, Dieringer, Mayor Pieper
NOES: None
ABSENT: None
7. PUBLIC COMMENT ON NON-AGENDA ITEMS
Public Comment: Richard Colyear, Judith Haenel
8. CONSENT CALENDAR
8.A. APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF MARCH
10, 2025
8.B. APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER READING OF ALL
ORDINANCES AND RESOLUTIONS LISTED ON THE AGENDA
14
MINUTES – CITY COUNCIL MEETING
Monday, March 10, 2025
Page 2
8.C. APPROVE THE FOLLOWING CITY COUNCIL MINUTES: FEBRUARY 24, 2025 REGULAR
MEETING
8.D. PAYMENT OF BILLS
8.E. REPUBLIC SERVICES RECYCLING TONNAGE AND COMPLAINT REPORTS FOR JANUARY
2025
8.F. ADOPT RESOLUTION 1385 AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS
AS PROVIDED BY SECTION 34090 OF THE GOVERNMENT CODE OF THE STATE OF
CALIFORNIA
Motion by Councilmember Mirsch, seconded by Councilmember Black to approve the Consent Calendar.
Motion carried unanimously with the following vote:
AYES: Mirsch, Wilson, Black, Dieringer, Mayor Pieper
NOES: None
ABSENT: None
9. EXCLUDED CONSENT CALENDAR ITEMS – NONE
10. COMMISSION ITEMS – NONE
11. PUBLIC HEARINGS – NONE
12. OLD BUSINESS – NONE
13. NEW BUSINESS – NONE
15. MATTERS FROM STAFF
15.A. RECEIVE AND FILE A PUBLIC SAFETY AND EMERGENCY PREPAREDNESS UPDATE
Presentation by Management Analyst Crew
Motion by Councilmember Black , seconded by Mayor Pro Tem Dieringer to receive and file. Motion carried
unanimously with the following vote:
AYES: Mirsch, Wilson, Black, Dieringer, Mayor Pieper
NOES: None
ABSENT: None
15.B. DISCUSSION ON EXISTING NUISANCE ORDINANCE AND POTENTIAL UPDATES
Presentation by City Manager Bañales
Public Comment: Jim Aichele
Motion by Councilmember Mirsch, seconded by Councilmember Black to receive and file. Motion carried
unanimously with the following vote:
AYES: Mirsch, Wilson, Black, Dieringer, Mayor Pieper
15
MINUTES – CITY COUNCIL MEETING
Monday, March 10, 2025
Page 3
NOES: None
ABSENT: None
Mayor Pieper returned to Matters from the City Council. Without objection, so moved.
14. MATTERS FROM THE CITY COUNCIL
Councilmember Mirsch noted that volunteer vegetation growth should be addressed by the Ad Hoc Fire Fuel
Committee.
16. RECESS TO CLOSED SESSION – 7:46 P.M.
16.A. EXISTING LITIGATION - GOVERNMENT CODE SECTION 54956.9(D)(1) THE CITY FINDS,
BASED ON ADVICE FROM LEGAL COUNSEL, THAT DISCUSSION IN OPEN SESSION WILL
PREJUDICE THE POSITION OF THE CITY IN THE LITIGATION. (1 CASE) a. NAME OF CASE:
CONNIE ANDERSEN, ET AL. V. CALIFORNIA WATER COMPANY, ET AL. (SEAVIEW CASE)
CASE NO.: 24STCV20953
16.B. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION GOVERNMENT CODE
SECTION 54956.9 (2 CASES) CPUC COMPLAINTS AGAINST SOTHERN CALIFORNIA EDISON
AND SOCAL GAS
16.C. CONFERENCE WITH LEGAL COUNSEL - INITIATION OF LITIGATION GOVERNMENT CODE
SECTION 54956.9(D)(1) THE CITY FINDS, BASED ON ADVICE FROM LEGAL COUNSEL, THAT
DISCUSSION IN OPEN SESSION WILL PREJUDICE THE POSITION OF THE CITY IN THE
LITIGATION. (1 CASE)
17. RECONVENE TO OPEN SESSION – 8:15 P.M.
18. ADJOURNMENT : 8:16 P.M.
The meeting was adjourned at 8:16 p.m. on March 10, 2025 in memory of longtime resident Debbie Fournier.
The next regular meeting of the City Council is scheduled to be held on Monday, March 24, 2025 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,
____________________________________
Jeff Pieper, Mayor
16
Agenda Item No.: 8.D
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:PAYMENT OF BILLS
DATE:March 24, 2025
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
CL_AGN_250324_CC_PaymentOfBills_E.pdf
17
18
19
Agenda Item No.: 8.E
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:REPUBLIC SERVICES RECYCLING TONNAGE AND COMPLAINT
REPORTS FOR FEBRUARY 2025
DATE:March 24, 2025
BACKGROUND:
As requested, Republic Services has provided the following clarifications to their reports:
Non-franchise means any business not covered under the City’s Franchise Agreement
with Republic Services – for instance, temporary bins or roll offs for construction or
cleanups or permanent dumpsters for horse properties.
The Commercial Recycling is hauled to various transfer facilities. Those facilities
separate and recover(recycle) a portion of that material. They provide Republic recovery
rates each month that is in turn used for the cities Republic serves.
The Greenwaste on the Non-Franchise report can show up and change for various
reasons from month to month. Aspects like changes to the customers service type, load
contamination and data entry errors can contribute to this.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Receive and file.
ATTACHMENTS:
VC_REP_250320_Feb_TonnageReport.pdf
VC_REP_250320_Feb_C&D Report.pdf
VC_REP_250320_Feb_CallLog_Redacted.pdf
VC_REP_250320_Feb_RedTagReport.pdf
VC_REP_250320_FebruaryComplaintList_Redacted.pdf
20
21
Year 2025
Diversion RequirementY
Month Commodity Tons Collected Tons Recovered Tons Disposed Diversion %
1 Greenwaste 128.08 128.08 - 100.00%
Greenwaste - Free Residential Roll Off Bin 1.63 1.63 - 100.00%
Trash 189.31 - 189.31 0.00%
Trash - Free Residential Roll Off Bin 10.51 - 10.51 0.00%
1 Total 329.53 129.71 199.82 39.36%
2 Greenwaste 102.30 102.30 - 100.00%
Greenwaste - Free Residential Roll Off Bin 8.54 8.54 - 100.00%
Recycle 4.35 2.02 2.33 46.46%
Trash 181.14 - 181.14 0.00%
Trash - Free Residential Roll Off Bin 16.57 - 16.57 0.00%
2 Total 312.90 112.86 200.04 36.07%
Grand Total 642.43 242.57 399.86 37.76%
CITY OF ROLLING HILLS RESIDENTIAL FRANCHISE
2025
Page 1 of 2 22
Year 2025
Diversion RequirementN
Month Commodity Tons Collected Tons Recovered Tons Disposed Diversion %
1 C&D 10.85 8.71 2.14 80.24%
Greenwaste 14.33 14.33 - 100.00%
Recycle 0.20 0.08 0.12 41.79%
Trash 56.68 - 56.68 0.00%
1 Total 82.06 23.12 58.94 28.17%
2 C&D 5.26 4.22 1.04 80.24%
Recycle 0.19 0.09 0.10 46.46%
Trash 21.78 - 21.78 0.00%
2 Total 27.23 4.31 22.92 15.82%
Grand Total 109.29 27.43 81.86 25.10%
CITY OF ROLLING HILLS NON-FRANCHISE
2025
Page 2 of 2 23
Republic Services City of Rolling Hills
C&D Report Reporting Period February-25
Disposal Site Material Loads Taken Tons Collected
CWS C&D 1 5.26
Summary
Row Labels Sum of Tons Collected
C&D 5.26
Grand Total 5.26
Page 1 of 1 24
Republic Services Call Log Report
City:Rolling Hills
Year 2025
Month/Quarter 2
Summary of Calls by Type
Final Call
Final Call Type Sub-Type Total
3.Missed Pick Up Missed Recycle - Residential 1
Missed Trash - Residential 8
Missed Yard Waste - Residential 2
3.Missed Pick Up Total 11
Grand Total 11
Pg 1 of 3 25
Republic Services Call Log Report
Final Call Type Sub-Type Case Number
Date/Time
Opened
Date/Time
Closed
Created
By Request Description Resolution Comments Customer Category Account Number Site Account Name Site Address Phone
3.Missed Pick Up Missed Recycle - Residential 20250226-210740413 2/25/2025
5:58 PM
2/28/2025
11:33 PM
Karyme
Lira Garcia (blank)(blank)RESI 9020003355 1 CURRENT
RESIDENT
44 CHUCKWAGON RD
ROLLING HILLS CA (000) 000-0000
3.Missed Pick Up Missed Trash - Residential 20250204-209525751 2/4/2025 9:23
AM
2/7/2025
11:35 PM
Tiffany
Chambers (blank)(blank)RESI 9020003377 1 JONATHAN
GOMEZ
3.Missed Pick Up Missed Trash - Residential 20250211-209930911 2/11/2025
10:22 AM
2/14/2025
11:31 PM Tiffiny Clay (blank)(blank)RESI 9020003529 1 CURRENT
RESIDENT
37 CREST RD W
ROLLING HILLS CA
3.Missed Pick Up Missed Trash - Residential 20250214-210135951 2/14/2025
9:34 AM
2/18/2025
11:31 PM
Cheryl
Fortson (blank)(blank)RESI 9020003025 1 CURRENT
RESIDENT
4 APPALOOSA LN
ROLLING HILLS CA (000) 000-0000
3.Missed Pick Up Missed Trash - Residential 20250219-210374623 2/19/2025
10:55 AM
2/21/2025
11:28 PM
Donna
Hudson (blank)(blank)RESI 9020003377 1 JONATHAN
GOMEZ
3.Missed Pick Up Missed Trash - Residential 20250220-210477402 2/20/2025
2:41 PM (blank)Melanie
Vaughn (blank)(blank)RESI 9020003404 1 MAX KIM 75 SADDLEBACK RD
ROLLING HILLS CA
3.Missed Pick Up Missed Trash - Residential 20250226-210740386 2/25/2025
5:57 PM
2/28/2025
11:33 PM
Karyme
Lira Garcia (blank)(blank)RESI 9020003355 1 CURRENT
RESIDENT
44 CHUCKWAGON RD
ROLLING HILLS CA (000) 000-0000
3.Missed Pick Up Missed Trash - Residential 20250226-210774392 2/26/2025
10:23 AM
2/28/2025
11:33 PM
Karyme
Lira Garcia (blank)(blank)RESI 9020003334 1 CURRENT
RESIDENT
32 CHUCKWAGON RD
ROLLING HILLS CA
Pg 2 of 3 26
Republic Services Call Log Report
Final Call Type Sub-Type Case Number
Date/Time
Opened
Date/Time
Closed
Created
By Request Description Resolution Comments Customer Category Account Number Site Account Name Site Address Phone
3.Missed Pick Up Missed Trash - Residential 20250228-210947432 2/28/2025
12:10 PM (blank)Karina
Torres (blank)(blank)RESI 9020003036 1 CURRENT
RESIDENT
4 BOWIE RD ROLLING
HILLS CA
3.Missed Pick Up Missed Yard Waste - Residential 20250224-210612203 2/24/2025
11:22 AM
2/26/2025
11:33 PM
Joanne
Solis (blank)(blank)RESI 9020002962 1 RESIDENT
3 LOWER
BLACKWATER CYN RD
ROLLING HILLS CA
(000) 000-0000
3.Missed Pick Up Missed Yard Waste - Residential 20250226-210740433 2/25/2025
5:59 PM
2/28/2025
11:33 PM
Karyme
Lira Garcia (blank)(blank)RESI 9020003355 1 CURRENT
RESIDENT
44 CHUCKWAGON RD
ROLLING HILLS CA (000) 000-0000
Pg 3 of 3 27
Rolling Hills Red Tags – February 2025
Date Address Code Issue COMM
2/7/2025 7 SOUTHFIELD DR 6 REFUSE ON TOP OF LID NO
2/10/2025 25 PORTUGESE BEND RD 6 REFUSE ON TOP OF LID NO
2/11/2025 3 OUTRIDER RD 7 CONTAMINATED (REC) NO
2/17/2025 71 CREST RD E 2 CONTAINER
PLACEMENT
NO
2/20/2025 11 UPPER BLACKWATER CYN
RD
2 CONTAINER
PLACEMENT
NO
28
City of Rolling Hills- Republic Services Complaint List February 2025
Date of Issue Time Issue/Complaint Resident Name Resident Address Republic contacted Republic Reponse Date Reponse Time of
Reponse Resolved
2/4/2025 10:48AM Missed Trash and Green Waste 44 Portuguese Bend Rd. Tanasha Malone Tanasha Malone 2/4/2025 10:54AM Yes
2/4/2025 2:45PM Missed Trash Pickup 49 Saddleback Rd. Tanasha Malone Tanasha Malone 2/5/2025 12:30PM Yes
2/11/2025 7:59AM Missed Trash Pickup 37 Crest Rd. W. Tanasha Malone Tanasha Malne 2/11/2025 10:22AM Yes
2/13/2025 9:22AM Missed Trash Pickup All Week 9 Reata Lane Tanasha Malone Tanasha Malone 2/13/2025 11:29AM Yes
2/19/2024 9:32AM Missed Trash Pickup 71 Crest Rd. E. Tanasha Malone Tanasha Malone 2/20/2025 Yes
2/24/2025 12:09PM Missed Trash Pickup 2864 PV Dr. N. Tanasha Malone Tanasha Malone 2/24/2025 12:29PM Yes
29
Agenda Item No.: 8.F
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:APPROVE THE FOLLOWING FINANCE, BUDGET, AND AUDIT
COMMITTEE MINUTES: MARCH 10, 2025 SPECIAL MEETING
DATE:March 24, 2025
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
CL_MIN_250310_FBA_F.pdf
30
MINUTES – FINANCE/BUDGET/AUDIT COMMITTEE MEETING
Monday, March 10, 2025
Page 1
Minutes
Rolling Hills Finance/Budget/Audit Committee
Monday, March 10, 2025
Special Meeting 6:00 p.m.
CALL TO ORDER
The Finance/Budget/Audit Committee of the City of Rolling Hills met in person on the above date at 6:01
p.m.
ROLL CALL
Members Present: Black, Mayor Pieper
Members Absent: None
Staff Present: Karina Bañales, City Manager
Robert Samario, Finance Operations Lead Consultant
Christian Horvath, City Clerk / Executive Assistant to the City Manager
1. CALL TO ORDER
2. ROLL CALL
3. PUBLIC COMMENT ON NON-AGENDA ITEMS – NONE
4. CONSENT CALENDAR
4.A. APPROVE AFFIDAVIT OF POSTING FOR THE SPECIAL FINANCE/BUDGET/AUDIT
COMMITTEE MEETING OF MARCH 10, 2025
Motion by Councilmember Black, seconded by Mayor Pieper to approve Consent Calendar. Motion carried
unanimously with the following vote:
AYES: Black, Mayor Pieper
NOES: None
ABSENT: None
5. DISCUSSION ITEMS
5.A. PRELIMINARY FISCAL YEAR 2025/26 PROJECTIONS AND BALANCING
Presentation by Finance Operations Lead Consultant Samario
Motion by Councilmember Black, seconded by Mayor Pieper to receive and file. Motion carried unanimously
with the following vote:
AYES: Black, Mayor Pieper
NOES: None
ABSENT: None
6. ITEMS FROM THE FINANCE BUDGET AUDIT COMMITTEE – NONE
7. ITEMS FROM STAFF – NONE
31
MINUTES – FINANCE/BUDGET/AUDIT COMMITTEE MEETING
Monday, March 10, 2025
Page 2
8. ADJOURNMENT : 6:34 P.M.
The meeting was adjourned at 6:34 p.m on March 10, 2025. The next regular meeting of the
Finance/Budget/Audit Committee is scheduled to be held on Monday, April 28, 2025 beginning at 6:00 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,
____________________________________
Jeff Pieper, Mayor
32
Agenda Item No.: 8.G
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:LISA EDWARDS, PRINCIPAL PLANNER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:RECEIVE AND FILE THE ANNUAL PROGRESS REPORTS FOR THE
GENERAL PLAN.
DATE:March 24, 2025
BACKGROUND:
The annual progress reports (APRs) for the General Plan and Housing Element are due April
1, 2025. Government Code Sections 65400 and 65700 mandates that all cities and counties
submit an annual report on the status of the General Plan and progress in its implementation
to their legislative bodies, the Governor's Office of Land Use and Climate Innovation (LCI),
and the Housing and Community Development (HCD). Government Code section 65400 also
requires that each city, county, or city and county, including charter cities, prepare an APR on
the status of the housing element of its general plan and progress in its implementation, using
forms and definitions adopted by the California Department of Housing and Community
Development (HCD).
APRs provide local legislative bodies and the public with information regarding the
implementation of the General Plan for their city or county. They also inform the public of
progress in meeting the community’s goals. APRs must be presented to the local legislative
body for review and acceptance, usually as a consent or discussion item on a regular meeting
agenda.
DISCUSSION:
The General Plan APR provides an overview of recent updates to elements and how the City
complies with LCI's guidelines. It summarizes the actions related to the General Plan over the
past year, including adopted ordinances and resolutions. It also summarizes the City's efforts
in updating the Housing Element.
The General Plan APR will be filed with LCI and HCD prior to the April 1st deadline.
FISCAL IMPACT:
None.
33
RECOMMENDATION:
Receive and file.
ATTACHMENTS:
PL_GPN_APR_2024_RollingHillsGeneralPlanAPRLetter_F.pdf
34
INCORPORATED JANUARY 24, 1957
NO. 2 PORTUGUESE BEND ROAD
ROLLING HILLS, CA 90274
(310) 377-1521
FAX (310) 377-7288
March 25, 2025
Office of Planning and Research
P.O. Box 3044
Sacramento, CA 95812-3044
SUBJECT: ROLLING HILLS’ 2024 GENERAL PLAN ANNUAL PROGRESS REPORT
Dear Sir or Madam:
This serves as the City of Rolling Hills’ 2024 General Plan Annual Progress Report (GP APR) to
the Governor’s Office of Land Use and Climate Innovation (LCI).
The Rolling Hills General Plan was last updated in its entirety on June 25, 1990. Its purpose is to
comply with State law in guiding the physical development of the City; provide a long-range plan
for future development in the City, which is sensitive to existing development patterns; and
represents the desires of the community through an extensive public outreach process. The
Rolling Hills General Plan includes the following elements:
• Land Use Element (Amended February 8, 2021)
• Housing Element (6th Cycle adopted September 26, 2022; certified by the California
Department of Housing and Community Development (HCD) on November, 23, 2022)
• Circulation Element
• Open Space/Conservation Element
• Safety Element (Revised update adopted October 24, 2022)
• Noise Element
Compliance
The Rolling Hills General Plan complies with OPR’s General Plan Guidelines. The following is a
summary of actions related to the General Plan and updated Municipal Code sections over the
past year:
• Moratoriums: The City currently has no moratoriums related to the General Plan.
• Accessory Dwelling Units: On November 25, 2024, Ordinance No. 385 was adopted to
amend Chapter 17.28 of the Rolling Hills Municipal Code (RHMC) to comply with recent
changes to state law that impose new limits on local authority to regulate Accessory
35
Page 2 of 4
Dwelling Units (“ADUs”) and Junior Accessory Dwelling Units (“JADUs”), among other
things, AB 2533 (Unpermitted ADUs and JADUs) and SB 1211 (Replacement Parking
Requirements; Multifamily ADUs):
AB 2533 – Unpermitted ADUs and JADUs
Subject to limited exceptions, existing state law prohibits a City from denying a permit to
legalize an unpermitted ADU that was constructed before January 1, 2018, if the denial is
based on the ADU not complying with applicable building, state, or local ADU standards.
One exception allows a City to deny a permit to legalize if the City makes a written finding
that correcting the violation is necessary to protect the health and safety of the public or
the occupants of the structure.
AB 2533 changes this by: (1) expanding the above prohibition to also include JADUs; (2)
moving the construction-cutoff date from January 1, 2018, to January 1, 2020; and (3)
replacing the above exception with a requirement that local agencies find that correcting
the violation is necessary to comply with the standards specified in Health and Safety
Code section 17920.3 (Substandard Buildings). (See amended Gov. Code, § 66332(a)–
(f).)
SB 1211 – Replacement Parking Requirements; Multifamily ADUs
Replacement Parking
Existing state law prohibits the City from requiring off-street parking spaces to be replaced
when a garage, carport, or covered parking structure is demolished in conjunction with the
construction of, or conversion to, an ADU. SB 1211 amends this prohibition to now also
prohibit a City from requiring replacement parking when an uncovered parking space is
demolished for or replaced with an ADU. (See amended Gov. Code, § 66314(d)(11).)
Multifamily ADUs
SB 1211 further defines livable space in connection with converted ADUs inside a
multifamily dwelling structure. Existing state law requires the City to ministerially approve
qualifying building-permit applications for ADUs within “portions of existing multifamily
dwelling structures that are not used as livable space, including, but not limited to, storage
rooms, boiler rooms, passageways, attics, basements, or garages ….” The term “livable
space” is not defined by existing state ADU law.
SB 1211 changes this by adding a new definition: “‘Livable space’ means a space in a
dwelling intended for human habitation, including living, sleeping, eating, cooking, or
sanitation.” (See amended Gov. Code, § 66313(e).)
SB 1211 also increases the number of detached ADUs that lots with an existing multifamily
dwelling can have. Existing state law allows a lot with an existing or proposed multifamily
dwelling to have up to two detached ADUs.
Under SB 1211, a lot with an existing multifamily dwelling can have up to eight detached
ADUs, or as many detached ADUs as there are primary dwelling units on the lot,
36
Page 3 of 4
whichever is less. (See amended Gov. Code, § 66323(a)(4)(A)(ii).) SB 1211 does not alter
the number of ADUs that a lot with a proposed multifamily dwelling can have — the limit
remains at two. (See amended Gov. Code, § 66323(a)(4).)
Landscaping Requirements
Other than addressing the items affected by AB 2533 and SB 1211, the Ordinance remains
largely unchanged with exception to the landscape section which has been deleted. The
section requires an abundant amount of vegetation to be planted around an ADU, which
may be in conflict with recent changes to Fire Department requirements to keep buildings
away from fire fuel. Additionally, new trees could cause view preservation concerns with
neighboring properties. Deleting the section does not preclude owners from planting
vegetation around an ADU so long as Fire Department requirements are met and
neighboring views are protected.
Other Changes
• "Livable space": Added definition.
• Fees: Clarification that the City may charge a fee, including "the costs of adopting or
amending the City’s ADU ordinance. The ADU-permit processing fee is determined by the
director of community development and approved by the City council by resolution."
• Septic System: "If the ADU or JADU will connect to an onsite wastewater-treatment
system, the owner must include with the application a percolation test completed within
the last five years or, if the percolation test has been recertified, within the last 10 years."
• Owner Occupancy: No longer required if an ADU meets the Ordinance and was created
on or after January 1, 2020.
• Rent Reporting: Applicants must provide the City with an estimate of the projected
annualized rents. This is required within 90 days after January 1 following the issuance of
a building permit.
• Setbacks: Changed to be consistent with the setback of an existing structure, if existing
structure is nonconforming. If no existing structure, then the setback remains 4 feet for
side and rear, and 30 feet for front yard setback. This section was deleted but should be
considered: "If the front yard setback is the only location on the lot where an ADU may be
lawfully constructed, then the ADU may encroach into the required front yard setback as
necessary to enable the construction of an eight hundred square foot unit."
• Windows and Doors: Cannot have direct line of sight to an adjoining residential property.
• Allowed Stories: One story allowed, however, if the ADU is attached to a primary residence
with more than one story (e.g., basement), then it may also have a basement.
• Utilities: Clarification that utilities may need to be separate from main residence and
subject to connection and fee requirements of the utility provider.
• Formatting Changes: Minor formatting changes were made throughout Chapter 17.28 of
the Municipal Code regarding accessory dwelling units and junior accessory dwelling
units.
Housing Element
As mentioned earlier, the City adopted its 6th Cycle Housing Element on September 26, 2022.
37
Page 4 of 4
The Housing Element was found to be in full compliance with State law by the California
Department of Housing and Community Development (HCD) on November, 23, 2022. A
separate annual progress report is prepared for the City’s Housing Element.
The housing allocation for Rolling Hills for the Sixth Cycle 2021-2029 period is 45 units,
including:
• 20 very low-income units
• 9 low-income units
• 11 moderate-income units
• 5 above moderate-income units
Each City must plan for the type of housing it has been assigned. In the case of very low- and
low-income units, this typically requires sites that are zoned for multi-family housing. Accessory
dwelling units (ADUs) may be counted as low- and moderate-income units if the City has
sufficient data on rents and construction trends to support its conclusions.
The Housing Element provides data supporting the finding that at least 13 of the future ADUs
will be affordable to lower income households based on data from the Southern California
Association of Governments (SCAG), the City’s 2020 ADU resident survey, and local real estate
ads. The forecast of five ADUs per year is based on the City’s track record of approving nine
ADUs in 2021 alone.
Conclusion
This GP APR was presented to the City Council at its regularly scheduled meeting on March 24,
2025. The General Plan, ordinances, and other documents described in this letter are available
on the City’s website or at City Hall.
Thank you for your consideration to this matter. The City is eager to remain in compliance with
regulatory orders and in good standing with State agencies. If you have any questions regarding
the contents of this letter, please feel free to contact me at 310-377-1521 or email
ledwards.willdan@Cityofrh.net.
Sincerely,
Lisa Edwards
Principal Planner
38
Agenda Item No.: 8.H
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:LISA EDWARDS, PRINCIPAL PLANNER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:RECEIVE AND FILE THE ANNUAL PROGRESS REPORT FOR THE
HOUSING ELEMENT.
DATE:March 24, 2025
BACKGROUND:
The annual progress reports (APRs) for the General Plan and Housing Element are due April
1, 2025. Government Code Sections 65400 and 65700 mandate that all cities and counties
submit an annual report on the status of the General Plan and progress in its implementation
to their legislative bodies, the Governor's Office of Land Use and Climate Innovation (LCI),
and the Housing and Community Development (HCD). Government Code section 65400 also
requires that each city, county, or city and county, including charter cities, prepare an APR on
the status of the housing element of its general plan and progress in its implementation, using
forms and definitions adopted by the California Department of Housing and Community
Development (HCD).
APRs provide local legislative bodies and the public with information regarding the
implementation of the General Plan for their city or county. They also inform the public of
progress in meeting the community’s goals. APRs must be presented to the local legislative
body for review and acceptance, usually as a consent or discussion item on a regular meeting
agenda.
DISCUSSION:
The Housing Element APR is provided on a spreadsheet prepared by HCD. Based on Table
A, activity in the City over the past year includes the submittal of 5 housing applications, 5
proposed units among all applications received (including 4 accessory dwelling units (ADUs)),
and 1 new housing approved (ADU for 17 Buggy Whip Drive). Based on Table A2, Building
Services activity in 2024 included 5 entitlements issued (2 single-family detached units and 3
ADUs) and 3 building permits issued (1 single-family detached unit and 2 ADUs).
Program Implementation Status reported in Table D has been updated to reflect the programs
identified in the recently adopted Sixth Cycle Housing Element. As we are in the early stages
of the Sixth Cycle, which ends in 2029, most programs are still ongoing or in process.
39
A report on the Local Early Action Planning (LEAP) is included in the Housing Element APR
as required by HCD.
The Housing Element APR will be filed with LCI and HCD prior to the April 1st deadline.
FISCAL IMPACT:
None.
RECOMMENDATION:
Receive and file.
ATTACHMENTS:
RollingHills2024_HE_APR_Attachment.pdf
40
Jurisdiction Rolling Hills
Reporting Year 2024
Housing Element Planning Period 6th Cycle
Current Year
Deed
Restricted 0
Non-Deed
Restricted 0
Deed
Restricted 0
Non-Deed
Restricted 0
Deed
Restricted 0
Non-Deed
Restricted 0
3
3
Units by Structure Type Entitled Permitted Completed
Single-family Attached 0 0 0
Single-family Detached 2 1 0
2 to 4 units per structure 0 0 0
5+ units per structure 0 0 0
Accessory Dwelling Unit 3 2 0
Mobile/Manufactured Home 0 0 0
Total 5 3 0
Infill Housing Developments and Infill Units Permitted # of Projects Units
0 0
0 0
1
1
0
0
Total Housing Applications Submitted:
Number of Proposed Units in All Applications Received:
Total Housing Units Approved:
Total Housing Units Disapproved:
Total Units
Housing Applications Summary
Use of SB 423 Streamlining Provisions - Applications
Note: Units serving extremely low-income households are included in the very low-income
Above Moderate
Indicated as Infill
Not Indicated as Infill
Building Permits Issued by Affordability Summary
Income Level
(Jan. 1 - Dec. 31)
10/15/2021 - 10/15/2029
Very Low
Low
Moderate
41
0
0
Income Rental Ownership Total
Very Low 0 0 0
Low 0 0 0
Moderate 0 0 0
Above Moderate 0 0 0
Total 0 0 0
Streamlining Provisions Used - Permitted Units # of Projects Units
SB 9 (2021) - Duplex in SF Zone 0 0
SB 9 (2021) - Residential Lot Split 0 0
AB 2011 (2022)0 0
SB 6 (2022)0 0
SB 423 (2023)0 0
Ministerial and Discretionary Applications # of Units
Ministerial 1 1
Discretionary 0 0
Density Bonus Applications and Units Permitted
Number of Applications Submitted Requesting a Density Bonus 0
Number of Units in Applications Submitted Requesting a Density Bonus 0
Number of Projects Permitted with a Density Bonus 0
Number of Units in Projects Permitted with a Density Bonus 0
Housing Element Programs Implemented and Sites Rezoned Count
24
0
Number of SB 423 Streamlining Applications
Programs Implemented
Sites Rezoned to Accommodate the RHNA
Units Constructed - SB 423 Streamlining Permits
Number of SB 423 Streamlining Applications Approved
42
Jurisdiction Rolling Hills ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field
Reporting Year 2024
(Jan. 1 - Dec.
31)Housing Element Implementation
Planning
Period 6th Cycle 10/15/2021 - 10/15/2029
Date
Application
Submitted
Total
Approved
Units by
Project
Total
Disapproved
Units by
Project
Streamlining
2 3 4 6 7 8 9
Prior APN+Current APN Street Address Project Name+
Local
Jurisdiction
Tracking ID
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Date
Application
Submitted
(see
instructions)
Very Low-
Income
Deed
Restricted
Very Low-
Income
Non Deed
Restricted
Low-
Income
Deed
Restricted
Low-Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income
Non Deed
Restricted
Above
Moderate-
Income
Total
PROPOSED
Units by
Project
Total
APPROVED
Units by
project
Total
DISAPPROVE
D Units by
Project
Please select
state
streamlining
provision/s the
application was
submitted
pursuant to.
Did the
housing
development
application
seek
incentives or
concessions
pursuant to
Government
Code section
65915?
Summary Row: Start Data Entry Below 0 0 0 0 0 1 0 1 0 0
7569026006 17 Buggy Whip
Dr ZC 24-056 ADU R 7/19/2024 1 1 NONE No
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Table A
Cells in grey contain auto-calculation formulas
51
Project Identifier Unit Types Proposed Units - Affordability by Household Incomes Density Bo
Applica
10
Housing Development Applications Submitted
43
Jurisdiction Rolling Hills ANNUAL ELEMENT PROGRESS REPORT
Reporting
Year 2024 (Jan. 1 - Dec. 31)Housing Element Implementation Cells in grey contain auto-calculation formulas
Planning
Period 6th Cycle 10/15/2021 - 10/15/2029
Table A2
Streamlining Infill
Housing without
Financial Assistance or
Deed Restrictions
Term of
Affordability or
Deed Restriction
Notes
2 3 5 6 8 9 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+Current APN Street Address Project Name+
Local
Jurisdiction
Tracking ID
Unit
Category
(SFA,SFD,2
to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income
Deed
Restricted
Very Low-
Income
Non Deed
Restricted
Low-
Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income
Deed
Restricted
Moderate-
Income Non
Deed
Restricted
Above
Moderate-
Income
Entitlement
Date
Approved
# of Units
issued
Entitlements
Very Low-
Income
Deed
Restricted
Very Low-
Income
Non Deed
Restricted
Low-
Income
Deed
Restricted
Low-
Income
Non Deed
Restricted
Moderate-
Income
Deed
Restricted
Moderate-
Income Non
Deed
Restricted
Above
Moderate-
Income
Building
Permits Date
Issued
# of Units Issued
Building Permits
Very Low-
Income
Deed
Restricted
Very Low-
Income
Non Deed
Restricted
Low-
Income
Deed
Restricted
Low-
Income
Non Deed
Restricted
Moderate-
Income
Deed
Restricted
Moderate-
Income Non
Deed
Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions)
Date Issued
# of Units
issued
Certificates of
Occupancy or
other forms
of readiness
How many of
the units
were
Extremely
Low Income?
Please select
the state
streamlining
provision the
project was
APPROVED
pursuant to.
(may select
multiple)
Infill Units?
Y/N+
Assistance
Programs for Each
Development
(may select
multiple - see
instructions)
Deed Restriction
Type
(may select
multiple - see
instructions)
For units affordable
without financial
assistance or deed
restrictions, explain how
the locality determined
the units were affordable
(see instructions)
Term of Affordability
or Deed Restriction
(years) (if affordable in
perpetuity enter
1000)+
Number of
Demolished/Destro
yed Units
Demolished
or Destroyed
Units
Demolished/
Destroyed
Units
Owner or
Renter
Total Density Bonus
Applied to the Project
(Percentage Increase in
Total Allowable Units or
Total Maximum
Allowable Residential
Gross Floor Area)
Number of Other
Incentives,
Concessions,
Waivers, or Other
Modifications
Given to the
Project (Excluding
Parking Waivers or
Parking
Reductions)
List the
incentives,
concessions,
waivers, and
modifications
(Excluding
Parking Waivers
or Parking
Modifications)
Did the project
receive a reduction
or waiver of parking
standards? (Y/N)
Notes+
Summary Row: Start Data Entry Below 0 0 0 0 0 2 3 5 0 0 0 0 0 0 3 3 0 0 0 0 0 0 0 0 0 0
7569026012 27 Buggy Whip ZC 21-22b ADU R 1 8/30/2023 1 1 8/30/2023 1 0
7569020004 8 Middleridge Ln S ZC 22-44 SFD O 1 4/19/2022 1 1 3/21/2024 1 0
7569020004 8 Middleridge Ln S ZC 21-10 ADU R 1 4/19/2022 1 1 3/21/2024 1 0
7569014003 9 Portuguese Bend Rd ZC 22-81 ADU R 1 6/20/2023 1 1 2/20/2024 1 0
7567011020 23 Crest Road East ZC 23-070 SFD O 1 6/25/2024 1 0 0
7567011020 23 Crest Road East ZC 23-070 ADU R 1 6/25/2024 1 0 0
7567017033 4 Spur Lane ZC 23-100 SFD O 1 4/26/2024 1 0 0
7569010016 31 Portuguese Bend Road ZC 23-110 ADU R 1 11/15/2024 1 0 0
7567009025 11 Flying Mane Road ZC 21-02 SFD O 1 6/21/2022 1 0 0
7567006036 23-1/2 Chuckwagon Road ZC 21-01 ADU R 1 1/18/2023 1 0 0
7567014031 4 Poppy Trail ZC 22-51 SFD O 1 11/13/2023 1 0 0
7569026006 17 Buggy Whip Dr ZC 24-056 ADU R 1 11/4/2024 1 0 0
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Note: "+" indicates an optional field
Housing with Financial
Assistance and/or Deed
Restrictions
Demolished/Destroyed UnitsProject Identifier
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units
Density Bonus
1
Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Building Permits Affordability by Household Incomes - Certificates of Occupancy
4 7 10
44
Jurisdiction Rolling Hills
Reporting Year 2024 (Jan. 1 - Dec. 31)
1 2 3 4
Name of Program Objective Timeframe in H.E Status of Program Implementation
Program 1: Annual
Progress Report
City will prepare and file an annual
report on the progress made toward
implementing its Housing Element using
forms and definitions adopted by the
California Department of Housing and
Community Development (HCD).
File by April 1 of each year City has filed 2023 APR and is preparing 2024 APR. City will continue to file APR
by April 1 of each year.
Program 2: Rancho Del
Mar (RDM) Opportunity
Site Monitoring
(1) 16 units of affordable housing on the
RDM site (excludes density bonus,
addressed in Program 3)
(2) Annual meeting between the City
Manager and School Superintendent
(1) Meeting with School
Superintendent by end of
2022 and once annually
thereafter
(2) Preparation of site “fact
sheet” for review by
School District and School
Board by June 2023
(3) Subdivision creating
“western” parcel by end of
2024, subject to School
Superintendent and Board
approval
Ongoing
ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing
as identified in the housing element.
Table D
Program Implementation Status pursuant to GC Section 65583
45
Program 3: No Net Loss
Monitoring and Other Multi-
Family Housing
Opportunities
(1) No net loss of housing capacity to
meet RHNA at all times
(2) Provide an 80% density bonus on the
Rancho Del Mar site, enabling 29 units
of new affordable housing instead of the
16 allowed by the base zoning.
Continuous through 2029 Continuous through 2029
Program 4: Add
Definitions of Transitional
and Supportive Housing,
Residential Care Facilities,
and Employee Housing to
Municipal Code
Create local housing opportunities for at
least six households employed in
Rolling Hills (and currently living
outside the city) during the planning
period.
(1) Ordinance revisions
completed in August 2022
(2) Opportunities for at
least six individuals
working in Rolling Hills
and living elsewhere to
reside in the community
(in ADUs, guest houses,
affordable units on the
Rancho Del Mar site, etc.)
by 2029
Ordinance revisions completed in 2022; metric objectives contiuous through
2029
Program 5: Density Bonus
Ordinance
Application of density bonus to future
affordable rental housing on RDM site
(up to 13 additional units, assuming
100% affordable project on the site)
Ordinance adopted in 2022 Ordinance revisions completed in 2022; metric objectives contiuous through
2029
46
Program 6: Accessory
Dwelling Unit (ADU)
Producction, Monitoring,
and Incentives
Develop citywide ADU registry; annual
ADU survey and monitoring; develop
inventory of potential ADUs; incentives
for ADU construction; pre-approved
ADU plans; coordination with
Community Association (RHCA), septic
tank replacement grants or financial
assistance; non-profit construction of
ADUs; monitor best practices in ADUs;
update Municipal Code provisions for
ADUs; outreach to ADU permit
recipients
(1) Citywide ADU registry of 40 ADUs by
2029, including at least 18 ADUs rented
at levels meeting affordability criteria for
lower income households
(2) ADU Survey, administered once a
year
(3) Inventory of potential ADUs
(4) ADU Incentives
(5) Two to four pre-approved ADU
architectural plans
(6) Municipal Code Revisions (see 6.10
above) -- Completed
(7) 100% completion of ADUs receiving
permits
(8) Seven ADUs/guest houses
constructed by non-profits by 2029 (see
6.8 above and Program 9 below)
(1) Rosters and Surveys
prepared by 2022 and
updated annually
(2) ADU incentives by 2023
(3) Approved architectural
plans by 2024, or as
funding allows
(4) Amend Municipal Code
Chapter 17.28 (Accessory
Dwelling Units) for
consistency with State law
by August 2022 (this
action has been
completed)
(5) Establish protocol for 6-
month check-ins with ADU
permit recipients by
January 1, 2023
(6) Annual monitoring
report on ADU production
ADU Ordinance amended in 2024 to be consistent with State law including
providing incentives or removing obstacles to develop ADUs. ADU survey
prepared by South Bay Cities Council of Governments (SBCCOG) in late 2022.
Other implementation ongoing.
Program 7: ADU Outreach,
Education, Information
(1) Outreach mailer to 639 households
(at least once every 2 years)
(2) Creation of 40 new ADUs by 2029 (5
per year)
(1) First mailing by March
2023
(2) Website update by
June 2023
(3) Update of design
guidelines by 2024
All residents were notified of ADU survey in September 2022 and ADU Ordinance
Amendment in December 2022 via City newsletter. Website continuously
updated. Design guidelines handled by Rolling Hills Community Association
(RHCA); City's Ordinance adheres to State requirements and is compatible with
RHCA.
47
Program 8: Assist Senior
and Disabled Households
Website landing page with senior
housing resources; Facilitate age-in-
place retrofits for 10 senior households;
City Council study session on needs of
seniors and potential actions to assist
Rolling Hills seniors
June 2023 (for website);
Council Study Session
before 12/23
City uses newsletter and local organizations to disseminate information. Council
and staff inform seniors individually and at meetings on assistance
opportunities.
Program 9: Assist
Extremely Low-Income
Households
Provide seven housing units affordable
to Extremely Low Income
Prepare inventory of
Extremely Low Income
(ELI) units by 2024, update
annually; Facilitate
housing assistance to at
least 7 ELI homeowners by
2029
No ELI units received in 2023
Program 10: Support
Regional Efforts to End
Homelessness
Participation in point in time surveys;
participation in at least one regional
meeting annually on strategies to end
homelessness
Ongoing, 2021-2029 Continuous through 2029
Program 11: Permit
Streamlining
Compliance with all provisions of the
Permit Streamlining Act Ongoing, 2021-2029 Continuous through 2029
Program 12: Facilitate
Communication with
Affordable Housing
Service Providers,
Developers, and
Advocates
Hold at least one meeting a year with
one or more non-profit housing
sponsors to discuss housing
opportunities and needs in Rolling Hills;
See also Programs 8, 13, and 15
Convene one meeting
before December 2022.
Convene additional
meetings at least once a
year from 2023 to 2029
Continuous through 2029
Program 13: Home Sharing
Continue to provide informational
brochures advertising shared housing
programs at City Hall and on the City’s
website; at least eight non-resident
households participating in a non-profit
managed home sharing program
enabling them to reside in Rolling Hills
by 2029
Provide article and meet
with home sharing service
in 2023
Ongoing
48
Program 14: Sewer
Feasibility Studies and
Phase One Construction
(1) Complete 1,585-foot sanitary sewer
extension to City Hall/ Tennis Courts
(Phase I); (2) Complete feasibility / cost
study of sanitary sewer extension; (3)
Obtain grants for Phase I project
construction; (4) Updated “Will Serve”
letter from the Los Angeles County
Sanitation District, indicating ability to
accept effluent from 235 existing homes
upon completion of future phase sewer
system
Complete Phase I by 2024;
determine viability of
future phases and
available grants by 2023
City Council has had numerous meetings on improvements to the City Hall
campus and sewer feasibility. In January 2023, Council directed staff to phase
the sewer main project to include a new 8" sewer line in Phase I and for staff to
seek grant funding opportunities for construction. Projects to upgrade the tennis
courts, City Hall, and parking lot area are proceeding. The City updates residents
in its newsletter and at public meetings. The City received a $1,000,000
Community Funding grant via Congressman Ted Lieu and is currently working
with USDA regarding said grant. Phase 1 construction and costs are yet to be
determined.
Program 15 Pursue Grants
for Minor Home Repair
Program
Minor home repair/ age-in-place/ septic
tank replacement assistance to at least
ten lower-income or senior Rolling Hills
households
By 2023, and every two
years thereafter Ongoing
Program 16: Code
Enforcement
Respond to 100 percent of resident
Code Enforcement inquiries Ongoing, 2021-2029 The City has a contract for code enforcement services and follows up on code
enforcement inquiries and reports from residents.
Program 17: Reduce Home
Energy Costs
(1) Provide links on City website related
to energy conservation, weatherization,
and financial assistance (2) Adopt
updated Building Code standards for
energy efficiency
Website Update, with
links: Complete by
January 2023
Website updates continuous; Building Code and Fire Code updates completed in
2023
Program 18: Facilitate New
Construction and Home
Improvements
5 new single family homes (above
moderate income)
Objective covers the
period from 2021 through
2029
Ongoing
Program 19: Remediate
Geologic Hazards
Geologic studies for new development
and major grading permits On-going, 2021 to 2029 Ongoing
Program 20: Fair Housing
Services Program
Administration
At least five households assisted Complete memorandum by
June 2023 Ongoing
49
Program 21: Fair Housing
Outreach and Affirmative
Marketing
(1) At least 50% of future occupants of
affordable housing created on the
RDMO site are from outside Rolling
Hills.
(2) At least 50% of future ADU
occupants are from outside Rolling Hills
(to be measured through the ADU
survey described in Program 6.2)
Ongoing, 2021-2029.
Website update by
December 2022
Ongoing
Program 22: Fair Housing
Training for Staff
(1) At least one Rolling Hills staff
member participates in on-line Fair
Housing training each year through 2029
(2) At least one presentation on fair
housing is delivered to the City Council
in a noticed public hearing, attended by
at least 10 residents
2023 Ongoing
Program 23: Written
Procedures for SB 35
Projects
Posted information on SB 35, including
application form
Complete by December 31,
2022 Information provided on City's website linking to SCAG's resources.
Program 24: Updating of
Linked Files on Planning
and Community Services
Department Landing Page
Reorganized and updated Planning and
Community Services Department
website
Complete by December 31,
2023 Ongoing
50
Jurisdiction Rolling Hills
Reporting Year 2024 (Jan. 1 - Dec. 31)
Total Award Amount Total award amount is auto-populated based on amounts entered in rows 15-26.
Task $ Amount Awarded $ Cumulative Reimbursement Requested Other
Funding Notes
Summary of entitlements, building permits, and certificates of occupancy (auto-populated from Table A2)
Current Year
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 2
3
5
Current Year
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 0
3
3
Current Year
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 0
0
0
Moderate
Above Moderate
Total Units
Completed Entitlement Issued by Affordability Summary
Income Level
Very Low
Low
Moderate
Above Moderate
Total Units
Building Permits Issued by Affordability Summary
Income Level
Very Low
Low
Total Units
Certificate of Occupancy Issued by Affordability Summary
Income Level
Very Low
Low
Moderate
Above Moderate
ANNUAL ELEMENT PROGRESS REPORT
Local Early Action Planning (LEAP) Reporting
(CCR Title 25 §6202)
Please update the status of the proposed uses listed in the entity’s application for funding and the corresponding impact on housing within the region or jurisdiction, as applicable, categorized based on the eligible uses specified in Section 50515.02 or 50515.03, as applicable.
-$
Task Status
51
Agenda Item No.: 10.A
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:STEPHANIE GRANT, ASSISTANT PLANNER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:RECEIVE AND FILE ZONING CASE NO. 24-078: VARIANCE FOR A
DETACHED GARAGE WITHIN THE FRONT YARD AREA,
CONDITIONAL USE PERMIT REQUEST TO EXCEED 200 SQUARE
FEET FOR ACCESSORY STRUCTURES, AND SITE PLAN REVIEW
FOR AN EXPANSION TO THE EXISTING DETACHED GARAGE AND
FINDING THE PROJECT CATEGORICALLY EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT LOCATED 1 PINTO
ROAD (36-FT) (KRAMER)
DATE:March 24, 2025
BACKGROUND:
On February 18, 2025, the Planning Commission held a morning field trip at the subject
property, with all five commissioners present. The commissioners reviewed the project during
the field trip and then proceeded to the public hearing meeting later that evening at City Hall.
During the evening public hearing, staff presented the project. The applicants did not attend
the evening meeting; however, one resident was present and in favor of the project. After
review and discussion, the Commission voted unanimously (5-0) to approve the project and
adopted Resolution number 2025-02 (Attachment 4).
Zoning, Location, and Lot Description
The property is zoned RAS-2 and is located at the end of Portuguese Bend Road South within
the Flying Triangle, near the intersection of Portuguese Bend Road and Pinto Road. The lot
size is 1.79 acres net and 77,980.5 square feet net, as calculated for development purposes.
It has frontage along the longer side of Pinto Road and abuts two streets. The site includes a
30-foot-wide roadway easement along Portuguese Bend Road South and a 25-foot-wide
roadway easement along Pinto Road.
The topography of the land is such that the building pad is set below the grade of the road and
is a valley or depressed lot with a mixture of shallow and steep slopes (Attachment 3).
52
The lot is developed with an existing 3,233 square foot main residence, 400 square foot
detached garage, 549.5 square foot swimming pool, 74 square foot pool equipment, 192.5
square foot shed, 2,047.5 square foot recreational sports court, and 62.75 square foot BBQ.
The main residence was built in 1953.
Previous Projects
On December 16, 2003, the Planning Commission adopted Resolution No. 2003-25,
approving a Site Plan Review and a Conditional Use Permit to construct a detached garage
and a Variance to permit encroachment with the garage into the front yard setback at an
existing single-family residence.
DISCUSSION:
Applicant Request
On September 12, 2025, an application was duly filed by Joey Kramer through their agent with
respect to real property located at 1 Pinto Road, Rolling Hills (Lot 36-FT). The request
includes a Site Plan Review for a 570 square-foot expansion of the existing detached garage,
yielding a 970 square feet structure; Conditional Use Permit to exceed the 200 square feet
allowable area for an accessory structure; and a Variance request for a detached accessory
structure within the front yard area. The architectural plans have been provided in Attachment
5.
Site Plan Review
Site Plan Review is required for construction of any new structure pursuant to Rolling Hills
Municipal (RHMC) Section 17.46.02. The applicant is proposing a 570 square-foot expansion
of the existing detached garage resulting in a 970 square-foot five-car garage. The proposed
new wall is approximately 3 feet tall and 8.5 linear feet long. An existing planter has been
removed between two existing walls, and the new wall connects the two existing walls. The
37.50 square feet of new hardscape is the area of the existing planter to be installed to
connect the existing concrete walkways.
Conditional Use Permit
RHMC Section 17.16.030(Q) permits detached garages and similar accessory structures not
to exceed two hundred square feet, subject to the requirements of RHMC Section
17.16.200(L). The applicant is requesting to expand the existing detached garage by 570
square feet in order to create additional enclosed parking spaces.
Variances
RHMC Section 17.16.210(A)(4)(a) permits approval of a detached garage under certain
53
conditions, provided a Variance to deviate from this condition is approved by the Planning
Commission. The applicant is requesting to expand the existing detached garage. Such
garage will be located on an existing building pad and located in the front yard area.
Structures in the front yard
The current house is oriented to open onto the front yard, where a pool and detached garage
already exist. There is no other viable and safe location for an additional detached garage on
the primary pad due to the existing topography of the subject site. The proposed garage
expansion location currently is part of a paved driveway that is already flat and disturbed and
is the best location because it currently is being used as uncovered parking.
Lot Coverage and Building Pad Coverage
The Project complies with the Development Standards in the RHMC Zoning Code. The
existing structural coverage is 6,559 square feet or 8.41%, and the project proposes a net of
570 square feet or 0.73%, for a total of 7,129 square feet or 9.14%. This is still under the
maximum allowed 20% structural coverage. The existing flatwork coverage is 10,492 square
feet or 13.45% and the project proposes 37.50 square feet or 0.05% of new flatwork behind
the garage. The total flatwork is 10,529.50 square feet or 13.50%, and this is still under the
maximum allowable 15% flatwork coverage. The total overall structural and flatwork coverage
will result in 17,0658.50 square feet or 22.64%, which is still well under the maximum allowed
35% structural and flatwork coverage. See Attachment 2 for more details.
Environmental Review
The Project is exempt from the California Environmental Quality Act (CEQA) Guidelines
pursuant to Section 15303, Class 3 (New Construction or Conversion of Small Structures),
which exempts the construction and location of a limited number of new, small facilities or
structures, including accessory structures, including but not limited to garages, carports,
patios, swimming pools, and fences. Here, the proposed Project is for an expansion to an
existing detached garage.
Public Noticing and Correspondence
Notification of the Development and Planning Commission meeting was published in the Daily
Breeze on February 6, 2025, and letters were mailed to residents within a 1,000 ft radius of
the development on February 6, 2025 (see Attachment 1).
To date, the staff has not received any concerns or comments regarding the project.
FISCAL IMPACT:
None
RECOMMENDATION:
Receive and file.
54
ATTACHMENTS:
Attachment 1: PL_ADR_250206_1PintoRoad_ZC24-078_RadiusMap_02.18.25PCMeeting.pdf
Attachment 2: PL_ADR_250206_1PintoRd_ZC24-078_DevelopmentTable.pdf
Attachment 3: PL_ADR_250211_1PintoRoad_ZC24-078_GIS_MAP_02.18.25PCMeeting.pdf
Attachment 4: 2025-02_PC_Resolution_1 Pinto Rd_Kramer_D_v4.pdf
Attachment 5: PL_ADR_250213_1PintoRd_ZC24-078_Plans_4thSubmittal.pdf
55
City of Rolling Hills ROLLING HILLS, CA 90274
TITLE
VICINITY MAP
CASE NO.
Zoning Case No. 24-078
Conditional Use Permit, Variance, & Site Plan Review
OWNER Kramer
ADDRESS 1 Pinto Road, Rolling Hills 90274 SITE
56
Development Table
Zoning Case No. 24-078
1 Pinto Road
VARIANCE APPLICATION EXISTING PROPOSED TOTAL
RA-S-2 Zone
Site Plan Review
Conditional Use Permit
Variance
Net Lot Area 77,980.50 SF 0 SF 77,980.50 SF
Residence 3,233.00 SF 0 SF 3,233.00 SF
Garage 400.00 SF 570.00 SF 970.00 SF
Swimming Pools/Spa 549.25 SF 0 SF 549.25 SF
Pool Equipment 74.00 SF 0 SF 74.00 SF
Guest House 0 SF 0 SF 0 SF
Cabana 0 SF 0 SF 0 SF
Stable 0 SF 0 SF 0 SF
Recreation Court 2,074.50 SF 0 SF 2,074.50 SF
Attached Covered Porches 0 SF 0 SF 0 SF
Entryway/Porte Cochere, Breezeways 0 SF 0 SF 0 SF
Attached Trellises 0 SF 0 SF 0 SF
Detached Structures: Sheds, Trellises, Gazebo, BBQ, Outdoor Kitchen, Roofed Play Equipment.- over 15 ft high and over 120 SF in area
192.50 SF
62.75 SF
0 SF
0 SF
192.50 SF
62.75 SF
Primary Driveway 2,848.75 SF 0 SF 2,848.75 SF
Paved Walkways, Patio Areas, Courtyards 3,698.50 SF 37.50 SF 3,736.00 SF
Pool Decking 3,269.75 SF 0 SF 3,269.75 SF
Other Paved Driveways, Road Easements, Parking Pads 675.00 SF 0 SF 675.00 SF
Grading (balanced onsite) 0 CY 0 CY CUT
0 CY FILL
0 CY TOTAL
Structural Lot Coverage (20% maximum with deductions) 6,559.00 SF (8.41%) 570.00 SF (0.73%) 7,129.00 SF (9.14%)
Flatwork Lot Coverage (15% maximum) 10,492.00 SF (13.45%) 37.50 SF (0.05%) 10,529.50 SF (13.50%)
Total Lot Coverage (Structures and Flatwork) (35% maximum with deductions)
17,051.00 SF (21.87%) 607.50 SF (0.78%) 17,658.50 SF (22.64%)
Total Disturbed Area (40% maximum) 25,330.00 SF (32.48%) 0 SF (0%) 25,330.00 SF (32.48%)
Building Pad 1 (23,394.15 SF) (30% Maximum Guideline) 6,559.00 SF STRUCTURE AREA (28.04%) 570.00 SF STRUCTURE AREA (2.44%) 7,129.00 SF STRUCTURE AREA (30%)
Building Pad 2 (0 SF) (30% Maximum Guideline) 0 SF STRUCTURE AREA (0%) 0 SF STRUCTURE AREA (0%) 0 SF STRUCTURE AREA (0%)
57
1 Pinto Road (Parcel Highlighted Yellow)•1.79 Net Acres (77,980 SF Net) •RAS-2 Zone•Zoning Case No. 24-078 58
1
RESOLUTION NO. 2025-02
A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF
ROLLING HILLS GRANTING APPROVAL OF ZONING CASE NO. 24-078 FOR
A VARIANCE FOR A DETACHED GARAGE WITHIN THE FRONT YARD AREA,
CONDITIONAL USE PERMIT REQUEST TO EXCEED 200 SQUARE FEET FOR
ACCESSORY STRUCTURES, AND SITE PLAN REVIEW FOR AN EXPANSION
TO THE EXISTING DETACHED GARAGE AND FINDING THE PROJECT
CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT LOCATED 1 PINTO ROAD (36-FT) (KRAMER)
THE PLANNING COMMISSION OF THE CITY OF ROLLING HILLS DOES HEREBY FIND,
RESOLVE, AND ORDER AS FOLLOWS:
Section 1. On September 12, 2025, an application was duly filed by Joey Kramer by
their agent with respect to real property located at 1 Pinto Road, Rolling Hills (Lot 36-FT)
requesting a Site Plan Review for a 570 square-foot expansion of the existing detached garage,
yielding a 970 square feet structure; Conditional Use Permit to exceed the 200 square feet
allowable area for an accessory structure; and a Variance request for a detached accessory
structure within the front yard area.
Section 2. The property is zoned RAS-2 and is located in the Flying Triangle. The lot
is 1.79 acres gross and 77,980 square feet net, as calculated for development purposes. The
frontage of the property is located along the longer street side of Pinto Road and abuts two
streets. The property is located nearest the intersection of Portuguese Bend Road and Pinto
Road and includes a 40-foot-wide roadway easement along Portuguese Bend Road and 25-
foot-wide roadway easement along Pinto Road.
Section 3. Pursuant to Los Angeles County Building Code, properties in the Flying
Triangle in the City of Rolling Hills are considered to contain "Geotechnical Hazards", and
therefore, very limited development is permitted. Section 110.2 of the Los Angeles County
Building Code, which the City adopts by reference, prohibits, subject to certain exceptions, the
issuance of building permits for properties located in geotechnical hazardous areas. One such
exception, contained in Section 110.2.3.5, permits issuance of a building permit when the work
involves one-story, light frame accessory structure not intended or used for human occupancy
and not exceeding 400 square feet in area or 12 feet in height.
Section 4. On December 16, 2003, the Planning Commission adopted Resolution No.
2003-25 approving a Site Plan Review and a Conditional Use Permit to construct a detached
garage, and a Variance to permit encroachment with the garage into the front yard setback at
an existing single-family residence.
Section 5. The Planning Commission conducted duly noticed public hearings to
consider the application at its field trip meeting and regular meeting on February 6, 2025.
Neighbors within a 1,000-foot radius were notified of the public hearings and a notice was
published in the Daily Breeze on February 6, 2025. The applicants and their agent were notified
of the public hearings in writing by first class mail and the agent was in attendance at the
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hearings. Evidence was heard and presented from all persons interested in affecting said
proposal.
Section 6. The Planning Commission finds that the project qualifies as a Class 3 (New
Construction or Conversion of Small Structures), which exempts the construction and location
of a limited number of new, small facilities or structures, including accessory structures, including
but not limited to garages, carports, patios, swimming pools and fences. Here, the proposed
Project is for an expansion to an existing detached garage and is therefore categorically exempt
from environmental review under the California Environmental Quality Act.
Section 7. Site Plan Review Findings. Site Plan Review is required for construction of
any new structure pursuant to RHMC Section 17.46.020. With respect to the Site Plan Review
for the proposed development, the Planning Commission hereby makes the following findings:
A. The project complies with and is consistent with the goals and policies of
the General Plan and all requirements of the zoning ordinance.
The proposed development is compatible with the General Plan, the Zoning Ordinance
and surrounding uses because the proposed structures comply with the General Plan
requirement of low profile, low-density residential development with sufficient open space
between surrounding structures. The project conforms to Zoning Code setback requirements
with the Variance approved by this Resolution. The lot is 1.79 acres net and 77,980.50 square
feet net, as calculated for development purposes. The size of the existing and proposed
structures will be 7,129 square feet, which constitutes 9.14% of the net lot area, and the flatwork
and driveways will be 10,529 square feet which equals 13.5% of the net lot, and the total
structural and flatwork is 17,658.5 square feet or 22.64% which is within the 35% maximum
overall lot coverage permitted. The proposed project is screened from the road so as to reduce
the visual impact of the development.
B. The project substantially preserves the natural and undeveloped state of the
lot by minimizing building coverage. Lot coverage requirements are regarded as
maximums, and the actual amount of lot coverage permitted depends upon the existing
buildable area of the lot.
The project substantially preserves the natural and undeveloped state of the lot by
minimizing building coverage. The topography and the configuration of the lot, has been
considered, and it was determined that the proposed development will not adversely affect or be
materially detrimental to adjacent uses, buildings, or structures because the proposed
construction will be constructed on an existing building pad, will be the least intrusive to
surrounding properties, will be screened and landscaped with mature trees and shrubs, is of
sufficient distance from nearby residences so that it will not impact the view or privacy of
surrounding neighbors, and will permit the owners to enjoy their property without deleterious
infringement on the rights of surrounding property owners.
C. The project is harmonious in scale and mass with the site, the natural terrain
and surrounding residences.
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The proposed development, as conditioned, is harmonious in scale and mass with the
site, and is consistent with the scale of the neighborhood when compared to properties in the
vicinity. The proposed garage will follow the pattern and style of the original residence.
D. The project preserves and integrates into the site design, to the greatest
extent possible, existing topographic features of the site, including surrounding native
vegetation, mature trees, drainage courses and land forms (such as hillsides and knolls).
The development plan incorporates existing trees and native vegetation to the maximum
extent feasible. Specifically, the development plan will supplement the existing vegetation with
landscaping that is compatible with and enhances the rural character of the community.
E. Grading has been designed to follow natural contours of the site and to
minimize the amount of grading required to create the building area.
The development plan substantially preserves the natural and undeveloped state of the
lot by minimizing building coverage because the new structure will not cause the lot to look
overdeveloped. Significant portions of the lot will be left undeveloped. The proposed detached
garage will not be visible from Pinto Road.
F. Grading will not modify existing drainage channels nor redirect drainage
flow, unless such flow is redirected into an existing drainage course.
The property will still maintain the existing terrain and existing drainage will remain as
there will be no proposed grading. Drainage will continue to flow in the existing drainage course.
G. The project preserves surrounding native vegetation and mature trees and
supplements these elements with drought-tolerant landscaping which is compatible with
and enhances the rural character of the community, and landscaping provides a buffer
or transition area between private and public areas.
Landscaping will meet the requirements of the water efficient landscape ordinance and
incorporate low impact development practices. Surrounding native vegetation and mature trees
will not be affected and new landscaping will be considerate of the environment and will enhance
the rural character of the community.
H. The project is sensitive and not detrimental to the convenience and safety of
circulation for pedestrians and vehicles.
The proposed development is sensitive and not detrimental to the convenience and safety
of circulation for pedestrians and vehicles because the proposed project will not change the
existing circulation pattern and will utilize an existing driveway.
I. The project conforms to the requirements of the California Environmental
Quality Act (CEQA).
The project is exempt from the requirements of the California Environmental Quality Act.
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Section 8. Conditional Use Permits Findings. Section 17.16.030(Q) permits detached
garages and similar accessory structures not to exceed two hundred square feet, subject to the
requirements of Section 17.16.200(L). The applicant is requesting to expand the existing
detached garage by 570 square feet. With respect to this request for a Conditional Use Permit,
the Planning Commission finds as follows:
A. That the proposed conditional use is consistent with the General Plan.
The granting of a Conditional Use Permit for the construction of a detached garage would
be consistent with the purposes and objectives of the Zoning Ordinance and General Plan and
because the use is consistent with similar uses in the community. The area proposed for the
detached garage is in an area on the property where impervious surface already exists and will
not change the existing configuration of structures on the lot.
B. The nature, condition and development of adjacent uses, buildings and
structures have been considered, and that the use will not adversely affect or be
materially detrimental to these adjacent uses, building or structures.
The nature, condition, and development of adjacent uses, buildings, and structures have
been considered, and the construction of a detached garage will not adversely affect or be
materially detrimental to these adjacent uses, buildings, or structures because the proposed
garage will not impact the view or privacy of surrounding neighbors.
C. That the site for the proposed conditional use is of adequate size and shape
to accommodate the use and buildings proposed.
The project is harmonious in scale and mass with the site, the natural terrain, and
surrounding residences because the detached garage will comply with the low profile residential
development pattern of the community.
D. That the proposed conditional use complies with all applicable development
standards of the zone district.
The proposed conditional use complies with all applicable development standards of the
zone district because the 400 square foot size of the detached garage is permitted under the
Municipal Code, with the Variance as approved in this Resolution.
E. That the proposed use is consistent with the portions of the Los Angeles
County Hazardous Waste Management Plan relating to siting and siting criteria for
hazardous waste facilities.
The proposed conditional use is' consistent with the portions of the Los Angeles County
Hazardous Waste Management Plan relating to siting and siting criteria for hazardous waste
facilities because the project site is not listed on the current State of California Hazardous Waste
and Substances Sites List.
F. That the proposed conditional use observes the spirit and intent of this title.
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The proposed conditional use observes the spirit and intent of Title 17 of the Zoning Code
because it will not be visible from the road or neighboring properties. An area for a future stable
and corral has been set aside on the site.
Section 9. Variance Findings. Section 17.16.210(A)(4)(a) of the Rolling Hills Municipal
Code permits approval of a detached garage under certain conditions, provided a Variance to
deviate from this condition is approved by the Planning Commission. The applicant is requesting
to expand the existing detached garage. Such garage will be located on an existing building pad
and located in the front yard area. With respect to this request for a Variance, the Planning
Commission finds as follows:
A. That there are exceptional or extraordinary circumstances or conditions
applicable to the property that do not apply generally to other properties in the same
vicinity and zone.
The existing garage already encroaches into the front yard, the area for the addition is
only an expansion of the existing garage to provide more covered parking spaces. There are
exceptional and extraordinary circumstances and conditions applicable to the property that do
not apply generally to the other property or class of use in the same zone. The property is
located in the Flying Triangle area of the City, which has been designated as "Geotechnical
Hazardous Area", and very limited development is permitted in this area. Section 110.2.3.5, of
the Building Code permits issuance of a building permit in geotechnical hazardous area when
the work involves one-story, light frame accessory structure not intended or used for human
occupancy and not exceeding 400 square feet in area or 12 feet in height. The topography of
the lot together with the fact that the existing residence is located very close to the setbacks on
the lot creates a difficulty in constructing the garage elsewhere on the property.
B. That such variance is necessary for the preservation and enjoyment of
substantial property rights possessed by other properties in the same vicinity and zone
but which is denied the property in question.
The Variance is necessary for the preservation and enjoyment of a substantial
property right possessed by other property in the same vicinity and zone, but which is
denied to the property in question. The Variance is necessary because the existing terrain
and development on the lot creates a difficulty in placing the garage elsewhere on the
property. The proposed detached garage will eliminate any need to grade, as the existing
access to the proposed garage will be utilized. The existing detached garage already
encroaches in the front yard. The garage expansion will provide additional parking spaces,
and the expansion will also encroach in the front yard.
C. That the granting of such variance will not be materially detrimental to the
public welfare or injurious to properties or improvements in the vicinity.
The granting of the Variance would not be materially detrimental to the public welfare or
injurious to the property or improvements in such vicinity and zone in which the property is
located. The proposed garage will be constructed on an existing building pad, will be the least
intrusive to surrounding properties, will be screened and landscaped with mature trees and
shrubs, is of sufficient distance from nearby residences so that it will not impact the view or
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privacy of surrounding neighbors, and will permit the owners to enjoy their property without
deleterious infringement on the rights of surrounding property owners.
D. That in granting the variance, the spirit and intent of this title will be
observed.
The granting of the variances will allow for development that is harmonious in scale
and mass with the site, the natural terrain, and surrounding residences and will not give
the property an over-built look. The garage expansion will improve the appearance of
the property by expanding the existing detached garage into a larger accessory
structure to accommodate more parking spaces.
E. That the variance does not grant special privilege to the applicant.
The variance does not grant special privileges for the Applicant, as the proposed
detached garage expansion will provide more covered parking opportunities, and will
results in a common amenity enjoyed by many other properties throughout the City. Strict
application of the Zoning Code would deny the Applicant the same rights as other nearby
homes as the Applicant would have less covered parking than the neighboring properties.
The project, together with the variance, will be compatible with the objectives, policies,
general land uses, and programs specified in the General Plan.
F. That the variance is consistent with the portions of the County of Los
Angeles Hazardous Waste Management Plan relating to siting and siting criteria for
hazardous waste facilities.
Granting variances for the project will be consistent with the applicable portions of
the Los Angeles County Hazardous Waste Management Plan related to siting criteria for
hazardous waste facilities. The project site is not listed on the current State of California
Hazardous Waste and Substances Sites List.
G. That the variance request is consistent with the General Plan of the City of
Rolling Hills.
The proposed development is compatible with the General Plan, the Zoning Ordinance
and surrounding uses because the proposed structures comply with the General Plan
requirement of low profile, low-density residential development with sufficient open space
between surrounding structures.
Section 10. Based upon the foregoing findings, and the evidence in the record, the
Planning Commission hereby approves Zoning Case No. 24-078 subject to the following
conditions:
A. The Site Plan, Conditional Use Permit, and Variance approvals shall expire within
two years from the effective date of approval as defined in RHMC Sections 17.46.080,
17.42.070, and 17.38.070 of the Zoning Ordinance unless otherwise extended pursuant to the
requirements of these sections.
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B. If any condition of this resolution is violated, the entitlement granted by this
resolution shall be suspended and the privileges granted hereunder shall lapse and upon receipt
of written notice from the City, all construction work being performed on the subject property
shall immediately cease, other than work determined by the City Manager or his/her designee
required to cure the violation. The suspension and stop work order will be lifted once the
Applicant cures the violation to the satisfaction of the City Manager or his/her designee. In the
event that the Applicant disputes the City Manager or his/her designee’s determination that a
violation exists or disputes how the violation must be cured, the Applicant may request a hearing
before the City Council. The hearing shall be scheduled at the next regular meeting of the City
Council for which the agenda has not yet been posted; the Applicant shall be provided written
notice of the hearing. The stop work order shall remain in effect during the pendency of the
hearing. The City Council shall make a determination as to whether a violation of this Resolution
has occurred. If the Council determines that a violation has not occurred or has been cured by
the time of the hearing, the Council will lift the suspension and the stop work order. If the Council
determines that a violation has occurred and has not yet been cured, the Council shall provide
the Applicant with a deadline to cure the violation; no construction work shall be performed on
the property until and unless the violation is cured by the deadline, other than work designated
by the Council to accomplish the cure. If the violation is not cured by the deadline, the Council
may either extend the deadline at the Applicant’s request or schedule a hearing for the
revocation of the entitlements granted by this Resolution pursuant to Chapter
17.58 of the Rolling Hills Municipal Code (RHMC).
C. All requirements of the Building and Construction Ordinance, the Zoning
ordinance, and of the zone in which the subject property is located must be complied with unless
otherwise a variance to such requirement has been approved.
D. The lot shall be developed and maintained in substantial conformance with the site
plan on file at City Hall and approved by the Planning Commission on February 18, 2025 except
as otherwise provided in these conditions. The working drawings submitted to the Department
of Building and Safety for plan check review shall conform to the approved development plan.
All conditions of the Site Plan Review, Conditional Use Permit, and Variance approvals shall be
incorporated into the building permit working drawings, and where applicable complied with prior
to issuance of a grading or building permit from the building department.
The conditions of approval of this Resolution shall be printed onto a separate sheet and
included in the building plans submitted to the Building Department for review and shall be kept
on site at all times.
Any proposed modifications and/or changes to the approved project, including resulting
from field conditions, shall be discussed with staff so that staff can determine whether the
modification is minor or major in nature. Minor modifications are subject to approval by the City
Manager or his or her designee. Major modifications are subject to approval by the Planning
Commissioner after a public hearing. Applicant shall not implement modifications or changes to
the approved project without the appropriate approval from the City Manager or designee or the
Planning Commission, as required.
E. Prior to submittal of final working drawings to Building and Safety Department for
issuance of building and grading permits, the plans for the project shall be submitted to City staff
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for verification that the final plans are in compliance with the plans approved by the Planning
Commission.
F. A licensed professional preparing construction plans for this project for Building
Department review shall execute a Certificate affirming that the plans conform in all respects to
this Resolution approving this project and all of the conditions set forth herein and the City’s
Building Code and Zoning Ordinance.
Further, the person obtaining a building and/or grading permit for this project shall execute
a Certificate of Construction stating that the project will be constructed according to this
Resolution and any plans approved therewith.
G. The person obtaining a building and/ or grading permit for this project shall execute
a Certificate of Construction stating that the project will be constructed according to this
Resolution and any plans approved therewith.
H. The project must be reviewed and approved by RHCA.
I. The total structural coverage on the building pad shall not exceed 7,129 square
feet or 30%, respectively.
J. Total lot coverage of structures and paved areas shall not exceed17,658.5 square
feet, or 22.64% in conformance with the zoning ordinance.
K. The disturbance of the net lot shall not exceed 25,330 square feet of surface area
or 32.48% of the net lot area.
L. Prior to any further grading activity, the applicants shall inform the City and RHCA
staff of the date and time of this activity. Workers shall implement Best Management Practices
to assure that streets and adjacent properties are not impacted.
M. Prior to issuance of a grading permit a detailed landscaping plan shall be submitted
to City staff for review. The landscaping plan shall utilize to the maximum extent feasible, plants
that are native to the area, are water-wise and are consistent with the rural character of the
community. A final inspection shall not be granted unless the slopes are vegetated.
N. The graded areas shall be landscaped and continually maintained in good
condition. Any trees and shrubs used in the landscaping scheme for this project shall be planted
in a way that will not result in a hedge like screening and will not impair views from neighboring
properties.
O. If applicable, the applicant shall be required to conform to the City of Rolling Hills
Water Efficient Landscape Ordinance, Chapter 13.18 of the Municipal Code.
P. The applicants shall submit a detailed drainage plan to the City’s drainage
engineer. This project shall meet the requirements of the City’s Low Impact Development portion
of the Storm Water Management and Pollution Control ordinance, if applicable. The applicant
shall comply with grading requirements relative to submittal of grading and construction reports
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as required by the Building Official. In order to prevent sediments and water run-off from reaching
the canyon from the disturbed slopes and an erosion control plan shall be submitted to the
Building Department and implemented, even if grading permits have not been issued by that
time.
Q. The applicants shall secure all permits from the Department of Building and Safety
prior to commencing any work. Consult with the California Department of Fish and Wildlife for
additional requirements.
R. Minimum of 65% of the construction material spoils shall be recycled and diverted
from landfills. The hauler shall obtain a Construction and Demolition permit from the City and
provide proof of recycling.
S. There shall be no discarding of any debris, trash, soil and construction spoils or
any other material into the canyon or deposited anywhere on the property, including easements.
No grading, planting, structures, drainage devices or hardscape, including driveways, or storage
of any objects including building materials shall take place in the easements, unless approved
by the RHCA.
T. The City or the Building Department may require a construction fence for the
duration of the grading for this project. Such fence shall not be located in any easement or cross
over trails or natural drainage course and shall be removed immediately upon completion of the
grading work.
U. In addition, any construction facility, such as a construction trailer/office or portable
toilets, to a maximum extent practicable, shall be located in a manner not visible from the street,
and be in a location satisfactory to City staff.
V. During construction, the property owners shall be required to schedule and
regulate construction and related traffic noise throughout the day between the hours of 7 AM
and 6 PM, Monday through Saturday only, when construction and mechanical equipment noise
is permitted, so as not to interfere with the quiet residential environment of the City of Rolling
Hills.
W. Construction vehicles or equipment, employees’ vehicles, delivery trucks shall not
impede any traffic lanes to maximum extend practical; if traffic must be blocked in order to aid in
the construction, no more than a single lane may be blocked for a short period of time and
flagmen utilized on both sides of the impeded area to direct traffic.
X. During construction, all parking shall take place on the project site, and, if
necessary, any overflow parking may take place within the unimproved roadway easement along
Portuguese Bend Road, and shall not obstruct neighboring driveways or pedestrian and
equestrian passage. During construction, to the maximum extent feasible, employees of the
contractor shall car-pool into the City. A minimum of 4’ wide path, from the edge of the roadway
pavement, for pedestrian and equestrian passage shall be available and clear at all times.
Y. No drainage device may be located in such a manner as to contribute to erosion
or in any way affect a slope, an easement, trail or adjacent properties. The energy dissipaters
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shall be designed in such a manner as to not cross over any equestrian trails or easements. The
drainage system(s) shall not discharge water onto a trail, shall incorporate earth tone colors,
including in the design of the dissipater and shall be screened from any trail and neighbors’
views to the maximum extent practicable, without impairing the function of the drainage system.
Z. The property owners shall be required to conform to the Regional Water Quality
Control Board and County Public Works Department requirements for the installation of best
management practices (BMPs) related to solid waste and storm water management, including
erosion control measures, and post construction maintenance of stormwater drainage facilities.
AA. During construction, conformance with the air quality management district
requirements shall be complied with, so that people or property are not exposed to undue vehicle
trips, noise, dust, and objectionable odors.
BB. The property owner and/or his/her contractor/applicant shall be responsible for
compliance with the no-smoking provisions in the Municipal Code.
CC. The contractor shall not use tools that could produce a spark, including for clearing
and grubbing, during red flag warning conditions. Weather conditions can be found at:
http://www.wrh.noaa.gov/lox/main.php?suite=safety&page=hazard_definitions#FIRE. It is the
sole responsibility of the property owner and/or his/her contractor to monitor the red flag warning
conditions.
DD. The property on which the project is located shall maintain an area of minimum of
1,000 square feet to provide an area meeting all standards for a corral with access thereto, if
applicable.
EE. Until the applicants execute and record an Affidavit of Acceptance of all conditions
of this Variance approval, as required by the Municipal Code, the approval shall not be effective.
FF. Prior to final inspection of the project, “as graded” and “as constructed” plans and
certifications shall be provided to the Planning Department and the Building Department to
ascertain that the completed project is in compliance with the Planning Commission approved
plans. In addition, any modifications made to the project during construction, shall be depicted
on the “as built/as graded” plan.
GG. Any proposed modifications and/or changes to the approved project, including
resulting from field conditions, shall be discussed with staff so that staff can determine whether
the modification is minor or major in mature. Minor modifications are subject to approval by the
City Manager or his or her designee. Major modifications are subject to approval by the Planning
Commission after a public hearing. The applicant shall not implement modifications or changes
to the approved project without the appropriate approval from the City Manager or designee or
the Planning Commission, as required. Minor adjustments to the project regarding grading or
soil retention may be approved by staff.
HH. To the extent permitted by law, Permittee shall defend, indemnify and hold
harmless the City of Rolling Hills, its City Council, its officers, employees and agents (the
“indemnified parties”) from and against any claim, action, or proceeding brought by a third party
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against the indemnified parties and the applicant to attack, set aside, or void any permit or
approval for this project authorized by the City, including (without limitation) reimbursing the City
its actual attorney’s fees and costs in defense of the litigation. The City may, in its sole discretion,
elect to defend any such action with attorneys of its choice. The permittee shall reimburse the
City for any court and attorney's fees which the City may be required to pay as a result of any
claim or action brought against the City because of this permit. Although the permittee is the real
party in interest in an action, the City may, at its sole discretion, participate at its own expense
in the defense of the action, but such participation shall not relieve the permittee of any obligation
under this condition.
II. All conditions of the Site Plan Review, Conditional Use Permit, and Variance
approvals, that apply, shall be complied with prior to the issuance of grading or building permit.
PASSED, APPROVED AND ADOPTED THIS 18st DAY OF FEBRUARY 2025.
BRAD CHELF, CHAIRPERSON
ATTEST:
____________________________________
CHRISTIAN HORVATH, CITY CLERK
Any action challenging the final decision of the City made as a result of the public hearing on
this application must be filed within the time limits set forth in Section 17.54.070 of the Rolling
Hills Municipal Code and Civil Procedure Section 1094.6.
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STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) §§
CITY OF ROLLING HILLS )
I certify that the foregoing Resolution No. 2025-02 entitled:
A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF
ROLLING HILLS GRANTING APPROVAL OF ZONING CASE NO. 24-078 FOR
A VARIANCE FOR A DETACHED GARAGE WITHIN THE FRONT YARD AREA,
CONDITIONAL USE PERMIT REQUEST TO EXCEED 200 SQUARE FEET FOR
ACCESSORY STRUCTURES, AND SITE PLAN REVIEW FOR AN EXPANSION
TO THE EXISTING DETACHED GARAGE AND FINDING THE PROJECT
CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT LOCATED 1 PINTO ROAD (36-FT) (KRAMER)
was approved and adopted at a regular meeting of the Planning Commission on February 18,
2025, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
and in compliance with the laws of California was posted at the following:
Administrative Offices.
__________________________________
CHRISTIAN HORVATH, CITY CLERK
70
MATT SCHNEIDER
ARCHITECT
2110 ARTESIA BLVD. STE #B430
REDONDO BEACH, CA 90278
310-245-2044
MATT@MATTSCHNEIDERARCHITECT.COM
JST.JOIST
VINYL COMPOSITION TILEVCT
L
L
L
YARD
WROUGHT IRON
WOOD
WITHOUT
WITH
WEIGHT
WEATHER PROOF
WAINSCOT
WINDOW
WATER CLOSET
VERTICAL
VOLT AMPERE
VERIFY IN FIELD
VAPOR BARRIER
URINAL
UNFINISHED
TYPICAL
TRANSFORMER
TOILET
THROUGH
THICK
THREADED
THRESHOLD
TELEPHONE
TELEVISION OUTLET
TUBE STEEL
TOP OF WALL
TOP OF SLAB
TOP OF MASONRY
TOP OF JOIST
TOP OF FOOTING
TOP OF CURB
TOP OF BEAM
TOP OF
TELEPHONE MOUNTING BOARD
THROUGH BOLT
TONGUE AND GROOVE
SYSTEM
SYMMETRICAL
SWITCH
SUSPENDED
STEEL
STANDARD
SOUND TRANSMISSION CLASS
SQUARE INCHES
SQUARE FEET
SPEAKER
SPECIFICATIONS
SPACE
SIMILAR
SHEATHING
SHEET
SERVICE ENTRANCE SECTION
SECTION
SCHEDULE
SELF CLOSING
STAINLESS STEEL
SKYLIGHT
SHUT OFF VALVE
SMOKE DETECTOR
SOLID CORE
REMOVE
ROOM
REVISION
RETURN
REQUIRED
REINFORCED
REFERENCE
REFRIGERATOR
RIGHT OF WAY
ROUGH OPENING
ROOF DRAIN OVERFLOW
ROOF DRAIN LEADER
RADIUS
QUANTITY
QUARRY TILE
POWER
POLYVINYLCLORIDE
PARTITION
POUNDS PER SQUARE INCH
POUNDS PER SQUARE FOOT
PREFABRICATED
PERFORATED
PORCELAIN
PLYWOOD
PLUMBING
PLASTIC
PLATE
PLASTER
PHASE
PERPENDICULAR
POINT OF CONNECTION
PLASTIC LAMINATE
PROPERTY LINE
PRECAST CONCRETE
OPPOSITE
OPENING
OVER HEAD
OUTSIDE AIR INTAKE
OUTSIDE RADIUS
ORNAMENTAL IRON
OVER HANG
OUTSIDE DIAMETER
ON CENTER
NOMINAL
NUMBER
NAILER
NOT FOR CONSTRUCTION
NON-CORROSIVE METAL
NOT TO SCALE
NOT IN CONTRACT
MULLION
METAL
MODULAR
MISCELLANEOUS
MINIMUM
MANUFACTURER
MANUFACTURING
MEDIUM
MECHANICAL
MAXIMUM
MATERIAL
MASONRY
MARBLE
MASONRY OPENING
MALLEABLE IRON
MANHOLE
MACHINE BOLT
LAMINATED VENEER LUMBER
LIGHTING
LIGHT
LINOLEUM
LINEAR
LEAD
LAVATORY
LATERAL
LAMINATE
LINEAR FEET
LIGHT EMITTING DIODE
KNOCK OUT
KILN DRIED
KNOCK DOWN
JOINT
JUNCTION
JUNCTION BOX
INTERIOR
INSULATION
"INCLUDE, INCLUSIVE"
IMPREGNATED
INTERMEDIATE METALLIC CONDUIT
ISOLATED GROUND
IDENTIFICATION
INSIDE FACE
INSIDE DIAMETER
INTERCOM OUTLET
HYDRAULIC
HOT WATER
"HEATING, VENTILATING & AIR CONDITIONING"
HEATER
HORIZONTAL
HEIGHT
HARDWARE
HARDBOARD
HANDICAPPED
HOLLOW METAL
HOLLOW CORE
HOSE BIBB
GYPSUM BOARD
GYPSUM
GALVANIZED RIGID TUBING
GATE VALVE
GRADE MARK
GLUE LAMINATED BEAM
GLASS
GROUND FAULT INTERRUPTER
GROUND FAULT CIRCUIT INTERRUPTER
GARAGE
GALVANIZED
GAUGE
GALVANIZED IRON
FURNISH
FOOTING
FIRE PROOF
FLUORESCENT
FLOORING
FLOOR
FINISH
FIRE HOSE CABINET
FOUNDATION
FIRE DEPARTMENT CONNECTION
FIRE ALARM CONTROL PANEL
FABRICATE
FIBERGLASS
FLOOR SINK
FACE OF
FIELD NAILING
FIRE EXTINGUISHER
FLOOR DRAIN
FLOOR CLEAN OUT
FAN COIL
FIRE ALARM
EXTERIOR
EXISTING
EXHAUST
EXCAVATE
ELECTRIC DRINKING COOLER
EVAPORATIVE COOLER
ESTIMATE
EQUIPMENT
EQUAL
ELECTRICAL NON-METALLIC TUBING
ELECTRICAL METALLIC TUBING
ELECTRICAL METALLIC CONDUIT
ELEVATOR
"ELECTRIC, ELECTRICAL"
ELEVATION
EACH
EACH WAY
END NAILING
EXPANSION JOINT
EXHAUST FAN
EXPANSION ANCHOR
DOOR
DOWN
DEAD LOAD
DIMENSION
DIAGONAL
DIAMETER
DEMOLITION
DOUBLE
DISHWASHER
DOWN SPOUT
DECOMPOSED GRANITE
DRINKING FOUNTAIN
PENNY
COPPER
CONTRACTOR
CONTINUOUS
CONSTRUCTION
CONCRETE
COMBINATION
COLUMN
CENTERED
CONCRETE MASONRY UNIT
CLEAR
CLOSET
CAULKING
CEILING
CENTERLINE
CIRCUIT BREAKER
CHANNEL
CUBIC FEET PER MINUTE
CERAMIC
CEMENT
CLOSED CIRCUIT TELEVISION
CAMBER
CABINET
CERAMIC TILE
CLEAN OUT
CONTROL JOINT
CAST IN PLACE
CONSTRUCTION DOCUMENTS
CONCRETE ASBESTOS PIPE
BRONZE
BEARING
BRASS
BEAM
BLOCKING
BLOCK
BUILDING
BOARD
BACK OF CURB
BUILT UP
BOTTOM OF FOOTING
BOTTOM OF
BOUNDARY NAILING
BENCH MARK
ANGLE
AMERICAN WIRE GAUGE
AVERAGE
ASPHALT
ANNEALED
ALTERNATE
ALUMINUM
AIR HANDLER UNIT
ABOVE GRADE
ADDITION or ADDENDUM
ACOUSTICAL CEILING TILE
ACOUSTIC
ASBESTOS-CEMENT BOARD
ABOVE
ACRYLONITRILE-BUTADIENE-STYRENE
AGGREGATE BASE COURSE
AIR CONDITIONING
ABOVE FINISHED GRADE
ABOVE FINISHED FLOOR
ANCHOR BOLT
AMPERES
YD.
W.I.
WD.
W/O
W/
WT.
WP
WCT
WDW
W/C
VERT.
VA
V.I.F.
V.B.
UR
UNF.
TYP.
TRANS.
TLT.
THRU
THK.
THD.
TH.
TEL.
T.V.
T.S.
T.O.W.
T.O.S.
T.O.M.
T.O.J.
T.O.F.
T.O.C.
T.O.B.
T.O.
T.M.B.
T.B.
T & G
SYS.
SYM
SW
SUSP.
STL.
STD.
STC
SQ. IN.
SQ. FT.
SPKR.
SPECS
SPA.
SIM.
SHT'G.
SH
SES
SECT.
SCHED.
SC
S/S
S/L
S.O.V.
S.D.
S.C.
RMV.
RM
REV.
RET.
REQ'D.
REINF.
REF.
REF
R.O.W. or R/W
R.O.
R.D.O.
R.D.L.
R
QTY.
Q.T.
PWR.
PVC
PTN.
PSI
PSF
PREFAB.
PERF.
PORC.
PLYWD.
PLUMB.
PLAS.
PL. or P
PL.
PH or Ø
PERP. or
P.O.C.
P.LAM.
P.L. or P
P.C.
OPPO.
OPNG.
OH
OAI
O.R.
O.I.
O.H.
O.D.
O.C.
NOM.
NO.
NLR.
NFC
NCM
N.T.S.
N.I.C.
MUL
MTL.
MOD
MISC.
MIN.
MFR.
MFG.
MED.
MECH.
MAX.
MAT'L
MAS.
MAR.
M.O.
M.I.
M.H.
M.B.
LVL
LTG.
LT.
LINO.
LIN.
LD.
LAV
LAT.
LAM
L.FT.
L.E.D.
KO
KD
K-D
JT.
JCT
J-BOX
INT.
INSUL.
INCL.
IMPG
IMC
IG
ID
I.F.
I.D.
I.C.
HYD.
HW
HVAC
HTR
HOR.
HGT.
HDW
HDBD.
H/C
H.M.
H.C.
H.B.
GYP. BD.
GYP.
GRC
GM
GM
GLB
GL
GFI
GFCI
GAR.
GALV.
GA.
G.I.
FURN.
FTG.
FP
FLUOR.
FLG.
FL
FIN.
FHC
FDN.
FDC
FACP
FAB.
F/G
F.S.
F.O.
F.N.
F.E.
F.D.
F.C.O.
F.C.
F.A.
EXT.
EXIST. or E
EXH.
EXC
EWC
EVAP.
EST.
EQUIP.
EQ.
ENT
EMT
EMC
ELEV.
ELECT.
EL
EA.
E.W.
E.N.
E.J.
E.F.
E.A.
DR
DN.
DL
DIM.
DIAG.
DIA. or Ø
DEMO
DBL.
D/W
D.S.
D.G.
D.F.
d
CU
CONTR.
CONT.
CONST.
CONC.
COMB.
COL.
CNTRD.
CMU
CLR.
CLO.
CLKG.
CLG.
CL or C
CKT. BKR.
CH or
CFM
CER
CEM.
CCTV
CAM.
CAB
C.T.
C.O.
C.J.
C.I.P.
C.D.
C.A.P.
BRZ
BRG.
BR
BM.
BLKG.
BLK.
BLDG
BD.
B/C
B.U.
B.O.F.
B.O.
B.N.
B.M.
AWG
AVG
ASPH.
ANL
ALT.
AL. or ALUM.
AHU
AG
ADD.
ACT
ACOU.
ACB
ABV.
ABS
ABC
A/C
A.F.G.
A.F.F.
A.B.
A
GENERAL NOTES
1. ALL WORK SHALL COMPLY WITH APPLICABLE REQUIREMENTS OF
CURRENT CBC, CPC, CPC, AND CEC AND TITLE 24 OF THE STATE
BUILDING CODE, AND ALL LOCAL AND STATE AMENDMENTS.
2. THE CONTRACTOR SHALL TAKE ALL NECESSARY PRECAUTIONARY
MEASURES TO PROTECT THE PUBLIC AND ADJACENT PROPERTIES
FROM DAMAGE THROUGHOUT CONSTRUCTION.
3. ANY EXISTING UTILITIES TO BE ABANDONED SHALL BE PROPERLY
DISCONNECTED, PLUGGED OR CAPPED, AS REQUIRED BY CODE OR
SOUND CONSTRUCTION PRACTICE.
4. THESE DRAWINGS ARE DIAGRAMMATIC AND SHALL NOT BE SCALED.
ADDITIONAL DATA SHALL BE FROM THE ARCHITECT THROUGH
WRITTEN CLARIFICATION ONLY. VERIFY ALL EXISTING CONDITIONS,
ELEVATIONS, AND DIMENSIONS BEFORE PROCEEDING WITH ANY
PORTION OF ANY WORK.
5. NO CHANGES, MODIFICATIONS OR DEVIATIONS SHALL BE MADE
FROM THE DRAWINGS OR SPECIFICATIONS WITHOUT FIRST SECURING
WRITTEN PERMISSION FROM THE ARCHITECT.
6. WHERE LACK OF INFORMATION, OR ANY DISCREPANCY SHOULD
APPEAR IN THE DRAWINGS OR SPECIFICATIONS, REQUEST WRITTEN
INTERPRETATION FROM THE ARCHITECT BEFORE PROCEEDING WITH
THAT PORTION OF THE WORK.
7. ALL WORK AS OUTLINED IN THESE DOCUMENTS, SHALL STRICTLY
CONFORM TO ALL APPLICABLE CODES AND ORDINANCES, THE
EVENT OF A CONFLICT, THE MORE STRINGENT REQUIREMENT SHALL
GOVERN AND BE MET.
8. THE CONTRACTOR SHALL PAY FOR ALL FEES, PERMITS, LICENCES,
ETC., NECESSARY FOR PROPER COMPLETION OF THE WORK.
9. THE CONTRACTOR SHALL GUARANTEE ALL WORKMANSHIP AND
MATERIALS FOR A PERIOD OF ONE (1) YEAR FROM THE DATE OF
SUBSTANTIAL COMPLETION OR AS OTHERWISE REQUIRED IN THE
SPECIFICATIONS.
10. PROVIDE ADEQUATE CONCEALED BLOCKING AND ANCHORING
FOR ALL CEILING AND WALL MOUNTED EQUIPMENT, HARDWARE
AND ACCESSORIES.
11. WHEN A SYSTEM OR ASSEMBLY IS CALLED OUT FOR, ALL NECESSARY
PARTS AND MATERIALS REQUIRED FOR A COMPLETE
INSTALLATION/SYSTEM SHALL BE AND INSTALLED ACCORDING TO THE
MANUFACTURERS INSTRUCTIONS.
12. UNLESS OTHERWISE NOTED, ELECTRICAL CONDUITS, PLUMBING LINES,
ETC., SHALL BE RUN CONCEALED AND FRAMING SHALL BE
ADEQUATE SIZE TO ACCOMPLISH RESULT WITHOUT CAUSING ANY
CHANGES IN THE WALL PLANE.
13. COORDINATE WITH ALL TRADES THE LOCATIONS OF SLEEVES OR
OTHER PRESET ACCESSORIES INVOLVING OTHER TRADES.
14. IT IS THE INTENT OF THESE CONTRACT DOCUMENTS TO DEFINE A
COMPLETE FINISHED FACILITY. ANY MATERIAL, SYSTEM, EQUIPMENTS
OR ASSEMBLY, WHICH NORMALLY WOULD BE REQUIRED, SHALL BE
PROVIDED AS IF SPECIFICALLY NOTED.
15. DISRUPTED EXISTING CONDITIONS i.e. LANDSCAPING, LIGHTING,
IRRIGATION, PEDESTRIAN AND VEHICLE ACCESS SHOULD BE
MINIMALLY REPLACED AT THE END OF CONSTRUCTION TO THE SAME
CONDITIONS PRIOR TO CONSTRUCTION DISRUPTION.
16. DISRUPTED ELECTRICAL AND WATER LINES RE-ROUTED DURING
PROJECT CONSTRUCTION ARE TO REMAIN IN CONTINUOUS SERVICE.
17. WHEN WORK IS NOT CALLED OUT AS REQUIRED TO COMPLETE THE
PROJECT, IT SHALL BE PROVIDED BY THE CONTRACTOR AT NO
ADDITIONAL EXPENSE TO THE OWNER AND BE OF THE BEST MATERIALS
AND WORKMANSHIP.
18. DIMENSIONS ARE SHOWN FROM FACE STUD TO FACE OF STUD AND
EDGE OF ROUGH OPENING UNLESS NOTED OTHERWISE.
19. ANY EXTERIOR SIGNS REQUIRED SHALL BE SUBMITTED BY THE
CONTRACTOR TO THE CITY FOR REVIEW AND PERMIT.
20. FIRE SPRINKLER SYSTEM SHALL BE INSTALLED AS REQUIRED, PER
N.F.P.A., AND LOCAL REGULATIONS. THE CONTRACTOR SHALL
SUBMIT SHOP DRAWINGS TO THE CITY FOR PERMIT. /Users/mattschneiderimac/Documents/Arch Office/2024298 Keenan - 1 Pinto Lane/Project pln/Kramer Residence.pln/Users/mattschneiderimac/Documents/Arch Office/2024298 Keenan - 1 Pinto Lane/Project pln/Kramer Residence.plnA.P.N.:
ZONING:
SITE AREA:
BLDG USE:
OCC. GROUP:
CONST. TYPE:
BLDG. CODE:
FIRE SPRINKLERS:
LEGAL DESC'N:
7567-013-011
RAS-2
2.39 ACRES
RESIDENTIAL
R-3/U
V-B
2023 COUNTY OF LOS ANGELES RESIDENTIAL CODE
2023 LA COUNTY FIRE CODE
NOT SPRINKLERED
RECORD OF SURVEY AS PER BK 57 P 4 TO 8 OF RECORD OF SURVEYS
LOT 36
ABBREVIATIONS
GENERAL NOTES
VICINITY MAP
SHEET INDEX
PROJECT TEAM
PROJECT DATASCOPE OF WORK
P R O J E C T I N F O R M A T I O N
KRAMER RESIDENCESITE ANALYSIS
THIS PROJECT SHALL COMPLY WITH TITLE 24 AND 2023 COUNTY OF LOS ANGELES
RESIDENTIAL CODE, 2023 COUNTY OF LOS ANGELES ELECTRICAL CODE, 2023 COUNTY
OF LOS ANGELES PLUMBING CODE, 2023 COUNTY OF LOS ANGELES MECHANICAL
CODE, 2023 COUNTY OF LOS ANGELES GREEN BUILDING STANDARDS CODE, 2022
CALIFORNIA ENERGY CODE, 2023 COUNTY OF LOS ANGELES FIRE CODE AND CITY
ORDINANCES OF ROLLING HILLS. THIS BUILDING IS LOCATED WITH IN A VERY HIGH FIRE
HAZARD SEVERITY ZONE AND MUST COMPLY WITH THE REQUIREMENTS OF LA COUNTY
BUILDING CODE CHAPTER 7A.
RevID ChID Change Name Date
LICENSE D ARCHIT
E
CTST
AT
E OF C A L IF O RNIAMATTHEW P.
SCHNEIDER
No. C-31660
RENEWAL DATE
07-31-25
Drawn by Date
Job Title
Drawing Status
Drawing Number
Drawing Title
Project Number
DESIGN DEV
A1.01
2/13/25Plotted On:
MSA 02/13/25
Revisions
TITLE SHEET / GENERAL INFO
1 PINTO ROAD
ROLLING HILLS, CA 90274
RECORD OF SURVEY AS PER BK 57 P 4 TO 8 OF
RECORD OF SURVEYS LOT 36
KRAMER RESIDENCE
2024-298
ARCHITECT:
MATT SCHNEIDER, ARCHITECT
2110 ARTESIA BLVD STE #B430
REDONDO BEACH, CA 90278
PHONE: (310) 245-2044
CONTACT: MATT SCHNEIDER
EMAIL: matt@mattschneiderarchitect.com
SURVEYOR:
COLLINS & ASSOCIATES LAND SURVEYING
27 CERRITOS AVE
LONG BEACH, CA 90802
(424) 537-7755
PROJECT #: 24139
CLIENT:
JOEY KRAMER
1 PINTO ROAD
ROLLING HILLS,CA 90274
A1 GENERAL ITEMS
A2 SITE ITEMS & PLAN
A3 BUILDING PLANS
A4 EXTERIOR ELEVATIONS
A5 BUILDING SECTIONS
A7 SCHEDULES
A8 ARCHITECTURAL DETAILS
E ELECTRICAL
S STRUCTURAL
SN STRUCTURAL NOTES
A1.01
A1.02
A1.03
A1.04
A2.01
A2.02
A2.03
A2.04
A3.01
A4.01
A5.01
A7.01
A7.02
A8.01
A8.02
A8.03
A8.04
E.01
E.02
E.03
E.04
S.01
S.02
S.03
S.04
S.05
S.06
S.07
S.08
SN.01
TITLE SHEET / GENERAL INFO
GENERAL NOTES & SPECIFICATIONS
2022 CAL GREEN MANDATORY MEASURES
2022 CAL GREEN MANDATORY MEASURES
SITE PLAN
EXISTING HARDSCAPE AREA PLAN
PROPOSED HARDSCAPE AREA PLAN
SITE SURVEY
PROPOSED FLOOR & ROOF PLANS
BUILDING ELEVATIONS
BUILDING SECTIONS
WINDOW/DOOR SCHEDULES
WINDOW/DOOR LEGENDS
ARCHITECTURAL DETAILS
ARCHITECTURAL DETAILS
ARCHITECTURAL DETAILS
ROOFING SPECS & DETAILS
MAIN FLOOR LIGHTING PLAN
UPPER FLOOR LIGHTING PLAN
MAIN FLOOR POWER PLAN
UPPER FLOOR POWER PLAN
FOUNDATION PLAN
MAIN FLOOR STRUCTURAL PLAN
UPPER FLOOR STRUCTURAL PLAN
STRUCTURAL DETAILS
STRUCTURAL DETAILS
STRUCTURAL DETAILS
STRUCTURAL DETAILS
STRUCTURAL DETAILS
STRUCTURAL NOTES
CALCULATION OF LOT COVERAGE
AREA AND STRUCTURES EXISTING PROPOSED TOTAL
NET LOT AREA 77,980.50 sq. ft.77,980.50 sq. ft.
RESIDENCE 3,233.00 sq. ft.sq. ft.3,233.00 sq. ft.
GARAGE 400.00 sq. ft.570.00 sq. ft.970.00 sq. ft.
SWIMMING POOL/SPA 549.25 sq. ft.sq. ft.549.25 sq. ft.
POOL EQUIPMENT 74.00 sq. ft.sq. ft.74.00 sq. ft.
GUEST HOUSE sq. ft.sq. ft.0.00 sq. ft.
CABANA sq. ft.sq. ft.0.00 sq. ft.
STABLE sq. ft.sq. ft.0.00 sq. ft.
RECREATION COURT 2,047.50 sq. ft.sq. ft.2,047.50 sq. ft.
ATTACHED COVERED PORCHES sq. ft.sq. ft.0.00 sq. ft.
ENTRYWAY/PORTE COCHERE,
BREEZEWAYS
sq. ft.sq. ft.0.00 sq. ft.
ATTACHED TRELLISES sq. ft.sq. ft.0.00 sq. ft.
*DETACHED STRUCTURES:
SHEDS, TRELLISES, GAZEBOS,192.50 sq. ft.sq. ft.192.50 sq. ft.
BARBEQUE, OUTDOOR KITCHEN 62.75 sq. ft.sq. ft.62.75 sq. ft.
ROOFED PLAY EQUIP.-over 15ft.sq. ft.sq. ft.0.00 sq. ft.
high and over 120 sq. ft. in area,
WATER FEATURES, ETC.sq. ft.sq. ft.0.00 sq. ft.
SERVICE YARD sq. ft.sq. ft.0.00 sq. ft.
OTHER:sq. ft.sq. ft.0.00 sq. ft.
BASEMENT AREA sq. ft.sq. ft.0.00 sq. ft.
DEPTH OF BASEMENT 0.00 0.00 0.00
TOTAL STRUCTURES 6,559.00 sq. ft.570.00 sq. ft.7,129.00 sq. ft.
% STRUCTURAL COVERAGE 8.41%0.73%9.14%
TOTAL STRUCTURES
EXCLUDING UP TO 5 & UP TO
800 sq. ft. detached structures
that are not higher than 12 ft.0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
% STRUCTURAL COVERAGE 0.00%0.00%0.00%
1 PINTO ROAD, ROLLING HILLS
1 PINTO ROAD
N
1. AN ADDITION OF 570 SQ. FT. TO THE EXISTING 400 SQ. FT. DETACHED
GARAGE. TOTAL OF 970 SQ. FT. TO ACCOMMODATE A 5-CAR GARAGE.
71
BBQA90.34'R320.00'16°10'34"2 6 °10 '0 0 "
R3 0 0 .0 0 '
A 137 .0 1'
A12 5 .7 8 '
R 23 0 .0 0 '
31°2 0 '0 0 "
DYH
DYH855'
8 5 0 '850'845'845'
8 4 5'
845'8
4
0
'840'840'
8 4 0 '8 4 0 '
840'
835'835'
8 3 5 '8 3 5 '835'835'830'8 30'
8 3 0 '8 3 0 '
830'
8
3
0
'
825'
8
2
5'
8 2 5 '825'8 2 5 '825'
820'
820'
820'
8 2 0 '820'820'815'815'
8
1
5'
8 1 5 '8 1 5 '
8 1 5 '
8 1 5 '810'810'
810'
810'810'810'8 0 5 '
805'
8 0 5 '
8 0 5 '805'800'800'
800'
800'
800'795'795'
795'
795'790'7 9 0 '
790'
7 9 0 '785'785'785'785'780'7
8
0'775'775'770'7 7 0 '7 6 5 '760'
7 5 5 '
7 5 0 'P I N T O R O A D
PORTUGUESE BEND ROAD25'25'25'25'
30'
30'
CONC
PATIO
SPORTSCOURT
STONE
(E) PAVER
DRIVEWAY
STONE
POOL
SPA
SLIDE
CONC
CONC
LOT 36
R.S. 57 PG'S 4-8
APN:7567-013-011
1 STORY HOUSE
FF:819.66'
RIDGE:835.64'
GARAGE
FF:818.89'
RIDGE:832.49'
SHED
PP
PP
PP
PP
BRICK
CBW(TYP.)
A S P H A L T S T
ASPHALT STASPHALTDRIVEWAY819.60'819.47'818.94'818.51'818.33'819.82'827.84'833.38'834.76'823.60'819.87'836.49'836.80'837.12'837.24'837.27'837.49'841.68'841.11'840.92'845.65'845.88'0.00'846.19'846.81'847.00'842.27'840.51'836.86'834.99'834.61'821.65'823.85'829.73'833.89'819.28'819.22'819.42'820.14'820.10'820.12'820.00'819.96'819.97'819.96'819.64'819.64'819.56'819.62'819.54'819.70'820.10'819.82'819.84'819.25'819.58'820.20'821.77'821.68'820.05'819.72'819.96'819.84'819.72'819.82'819.66'818.34'818.33'818.73'818.05'818.09'839.24'835.63'834.94'833.33'833.00'820.82'
819.70'
818.70'818.33'818.77'81 9.99'818 .84'
819.41'819.65'
819.75'
819.76'
820.09'
819.66'
819.53'
820.00'
819.67'
821.76'
821.66'
821.97'
818.55'819.68'S 84°14'41" W38.06'
N 5 8 °0 4 '4 1 " E
9 7 .7 7 'S 89°24'41" W68.70'N 17°34'24" W127.17'N 37°55'26" E
332.56'N
5
8
°
0
2'0
9
" W2
8
9.6
5'
N 79°35'09" W
30.00'
18"PINE
24"PINE18"PINE
18"TREE
12"PINE
12"PINE
12"PINE
18"PINE
12"PINE
16"DECIDUOUSTREE
TW:822.74'
FW:819.35'
TW:822.73'
FW:819.82'
TW:826.37'FW:819.82'
TW:826.48'FW:821.81'
TW:823.01'FW:821.88'
TW:822.29'FW:820.82'
TW:822.19'FW:819.48'
TW:822.06'FW:819.84'
TW:822.39'FW:819.83'
WATER LINE
G A S L I N E
WATER LINE
GAS LINE
GAS LINE
N
0 10'20'40'50'-0"FRONT YARD SETBACK35'-0"
SI DE YA R D SET BACK
5
0'-
0
"
R
E
A
R
Y
A
R
D
S
E
T
B
ACK35'-0"SIDE YARD SETBACK50'-0"FRONT YARD SETBACK28'-6"20'-0"1
0'-
0
"
1 0'-0"10'-0"10'-0"10'-0"25'-0"EASEMENT25'-0"10'-0"FUTUREHORSEKEEPING AREA1,000 sq ft 25'-0"86'-0"40'-0"
RHCA EASEMENT LINE
EXISTING WALL EXISTING WALL
NEW WALL
NEW WALL
RHCA EASEMENT
(E) U.G. ELECT SERVICE
(N) U.G. ELECT SERVICE
RELOCATED
RHCA EASEMENT LINE
PROPERTY LINE
LINE OF 10 FT
EXCLUDED FOR NET
LOT AREA
CALCULATION FRONT YARD SETBACK LINE
GARAGE ADDITION
570 SF
POOL
EQUIP
CALCULATION OF LOT COVERAGE
AREA AND STRUCTURES EXISTING PROPOSED TOTAL
NET LOT AREA 77,980.50 sq. ft.77,980.50 sq. ft.
RESIDENCE 3,233.00 sq. ft.sq. ft.3,233.00 sq. ft.
GARAGE 400.00 sq. ft.570.00 sq. ft.970.00 sq. ft.
SWIMMING POOL/SPA 549.25 sq. ft.sq. ft.549.25 sq. ft.
POOL EQUIPMENT 74.00 sq. ft.sq. ft.74.00 sq. ft.
GUEST HOUSE sq. ft.sq. ft.0.00 sq. ft.
CABANA sq. ft.sq. ft.0.00 sq. ft.
STABLE sq. ft.sq. ft.0.00 sq. ft.
RECREATION COURT 2,047.50 sq. ft.sq. ft.2,047.50 sq. ft.
ATTACHED COVERED PORCHES sq. ft.sq. ft.0.00 sq. ft.
ENTRYWAY/PORTE COCHERE,
BREEZEWAYS
sq. ft.sq. ft.0.00 sq. ft.
ATTACHED TRELLISES sq. ft.sq. ft.0.00 sq. ft.
*DETACHED STRUCTURES:
SHEDS, TRELLISES, GAZEBOS,192.50 sq. ft.sq. ft.192.50 sq. ft.
BARBEQUE, OUTDOOR KITCHEN 62.75 sq. ft.sq. ft.62.75 sq. ft.
ROOFED PLAY EQUIP.-over 15ft.sq. ft.sq. ft.0.00 sq. ft.
high and over 120 sq. ft. in area,
WATER FEATURES, ETC.sq. ft.sq. ft.0.00 sq. ft.
SERVICE YARD sq. ft.sq. ft.0.00 sq. ft.
OTHER:sq. ft.sq. ft.0.00 sq. ft.
BASEMENT AREA sq. ft.sq. ft.0.00 sq. ft.
DEPTH OF BASEMENT 0.00 0.00 0.00
TOTAL STRUCTURES 6,559.00 sq. ft.570.00 sq. ft.7,129.00 sq. ft.
% STRUCTURAL COVERAGE 8.41%0.73%9.14%
TOTAL STRUCTURES
EXCLUDING UP TO 5 & UP TO
800 sq. ft. detached structures
that are not higher than 12 ft.0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
% STRUCTURAL COVERAGE 0.00%0.00%0.00%
1 PINTO ROAD, ROLLING HILLS
CALCULATION OF LOT COVERAGE
AREA AND STRUCTURES EXISTING PROPOSED TOTAL
PRIMARY DRIVEWAY(S)2,848.75 sq. ft.0.00 sq. ft.2,848.75 sq. ft.
PAVED WALKS, PATIO AREAS,
COURTYARDS 3,698.50 sq. ft.37.50 sq. ft.3,736.00 sq. ft.
POOL DECKING 3,269.75 sq. ft.0.00 sq. ft.3,269.75 sq. ft.
OTHER PAVED DRIVEWAYS,
ROAD EASEMENTS, PARKING
PADS
675.00 sq. ft.0.00 sq. ft.675.00 sq. ft.
TOTAL FLATWORK 10,492.00 sq. ft.37.50 sq. ft.10,529.50 sq. ft.
% TOTAL FLATWORK COVERAGE 13.45%0.05%13.50%
TOTAL STRUCTURAL &
FLATWORK COVERAGE 17,051.00 sq. ft.607.50 sq. ft.17,658.50 sq. ft.
% TOTAL COVERAGE 21.87%0.78%22.64%
TOTAL STRUCTURAL &
FLATWORK COVERAGE 10,492.00 sq. ft.37.50 sq. ft.10,529.50 sq. ft.
Excl. the allowance of up to 5-800
sq. ft. structures from previous
page.
% TOTAL COVERAGE 13.45%0.05%13.50%
TOTAL DISTURBED AREA 25,330.00 sq. ft.0.00 sq. ft.25,330.00 sq. ft.
% DISTURBED AREA 32.48%0.00%32.48%
GRADING QUANTITY 0.00 0.00 cu. yds.
(include future stable, corral and
access way; basement and all
other areas to be graded)
1 PINTO ROAD, ROLLING HILLS
CALCULATION OF BUILDING PAD COVERAGE
BUILDABLE PAD AREA AND
STRUCTURES
EXISTING PROPOSED TOTAL
BUILDING PAD 23,394.15 sq. ft.0.00 sq. ft.23,394.15 sq. ft.
RESIDENCE 3,233.00 sq. ft.0.00 sq. ft.3,233.00 sq. ft.
GARAGE 400.00 sq. ft.570.00 sq. ft.970.00 sq. ft.
SWIMMING POOL/SPA 549.25 sq. ft.0.00 sq. ft.549.25 sq. ft.
POOL EQUIPMENT 74.00 sq. ft.0.00 sq. ft.74.00 sq. ft.
CABANA/REC. RM 0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
GUEST ROOM 0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
STABLE 0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
SPORTS COURT 2,047.50 sq. ft.0.00 sq. ft.2,047.50 sq. ft.
SERVICE YARD 0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
ATTACHED COVERED PORCHES
PRIMARY RESIDENCE 0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
ACCESSORY STRUCTURES 0.00 sq. ft.0.00 sq. ft.0.00
AREA OF ATTACHED COVERED
PORCHES THAT EXCEED 10% OF
THE SIZE OF RESIDENCE/ACCS.
STRUCTURE
0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
ENTRYWAY/PORTE COCHERE/
BREEZWAY 0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
ATTACHED TRELLISES 0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
ALL DETACHED STRUCTURES
(FROM PREVIOUS PAGES)192.50 sq. ft.0.00 sq. ft.192.50 sq. ft.
ALL DETACHED STRUCTURES
(FROM PREVIOUS PAGES AFTER
EXCLUDING ALLOWED DEDUCTIONS)
62.75 sq. ft.0.00 sq. ft.62.75 sq. ft.
OTHER 0.00 sq. ft.0.00 sq. ft.0.00 sq. ft.
TOTAL STRUCTURES ON PAD NO.1 6,559.00 sq. ft.570.00 sq. ft.7,129.00 sq. ft.
% BUILDING PAD COVERAGE 28.04%2.44%30.47%
TOTAL STRUCTURES ON PAD
NO.1 (EXCLUDING ATTACHED
TRELLISES, EXCLUDING ALLOWED
DEDUCTIONS, AND INCLUDING THE
AREA OF COVERED PORCHES THAT
EXCEED 10% OF THE SIZE OF THE
RESIDENCE/ACCESSORY STRUCTURES)sq. ft.sq. ft.sq. ft.
% BUILDING PAD COVERAGE 0.00%0.00%0.00%
1 PINTO ROAD, ROLLING HILLS
SCALE: 1" = 20'
SITE PLAN
MATT SCHNEIDER
ARCHITECT
2110 ARTESIA BLVD. STE #B430
REDONDO BEACH, CA 90278
310-245-2044
MATT@MATTSCHNEIDERARCHITECT.COM
RevID ChID Change Name Date
/Users/mattschneiderimac/Documents/Arch Office/2024298 Keenan - 1 Pinto Lane/Project pln/Kramer Residence.plnLICENSE D ARCHIT
E
CTST
AT
E OF C A L IF O RNIAMATTHEW P.
SCHNEIDER
No. C-31660
RENEWAL DATE
07-31-25
Drawn by Date
Job Title
Drawing Status
Drawing Number
Drawing Title
Project Number
DESIGN DEV
A2.01
2/13/25Plotted On:
MSA 02/13/25
Revisions
SITE PLAN
1 PINTO ROAD
ROLLING HILLS, CA 90274
RECORD OF SURVEY AS PER BK 57 P 4 TO 8 OF
RECORD OF SURVEYS LOT 36
KRAMER RESIDENCE
2024-298
72
BBQA90.34'R320.00'16°10'34"2 6 °10 '0 0 "
R3 0 0 .0 0 '
A 137 .0 1'
A12 5 .7 8 '
R 23 0 .0 0 '
31°2 0 '0 0 "
DYH
DYH855'8 5 0 '850'845'845'
84 5 '
845'8
4
0
'840'840'
8 4 0 '8 4 0 '
840'
835'835'
8 3 5 '8 3 5 '
835'835'830'8 3 0'
8 3 0 '8 3 0 '
830'
8
3
0
'
825'
8
2
5'
8 2 5 '825'8 2 5 '825'
820'
820'
820'
8 2 0 '820'820'815'815'
8
1
5'
8 1 5 '8 1 5 '
8 1 5 '
8 1 5 '810'810'
810'
810'810'810'8 0 5 '
805'
8 0 5 '
8 0 5 '805'800'800'
800'
800'
800'795'795'
795'
795'790'7 9 0 '
790'
7 9 0 '785'785'785'785'780'7
8
0'775'775'770'7 7 0 '7 6 5 '760'
7 5 5 '
7 5 0 'P I N T O R O A D
PORTUGUESE BEND ROAD25'25'25'25'
30'
30'
CONC
PATIO
SPORTSCOURT
STONE
(E) PAVER
DRIVEWAY
STONE
POOL
SPA
SLIDE
CONC
CONC
LOT 36
R.S. 57 PG'S 4-8
APN:7567-013-011
1 STORY HOUSE
FF:819.66'
RIDGE:835.64'
GARAGE
FF:818.89'
RIDGE:832.49'
SHED
PP
PP
PP
PP
BRICK
CBW(TYP.)WOOD
WALL
A S P H A L T S T
ASPHALT STASPHALTDRIVEWAYS 84°14'41" W38.06'
N 5 8 °0 4 '4 1 " E
9 7 .7 7 'S 89°24'41" W68.70'N 17°34'24" W127.17'N 37°55'26" E
332.56'N
5
8
°
0
2'0
9
" W2
8
9.6
5'
N 79°35'09" W
30.00'
TW:822.74'
FW:819.35'
TW:822.73'
FW:819.82'
TW:826.37'FW:819.82'
TW:826.48'FW:821.81'
TW:823.01'FW:821.88'
TW:822.29'FW:820.82'
TW:822.19'FW:819.48'
TW:822.06'FW:819.84'
TW:822.39'FW:819.83'
WATER LINE
G A S L I N E
WATER LINE
GAS LINE
GAS LINE
2,848.75 sq ft
3,269.75 sq ft
2,047.5 sq ft
1,005.5 sq ft
645.5 sq ft
192.5 sq ft
74 sq ft
62.75 sq ft
675 sq ft
N
0 10'20'40'50'-0"FRONT YARD SETBACK35'-0 "
SIDE YARD SETBACK
5
0'-
0
"
R
E
A
R
Y
A
R
D
S
E
T
B
ACK35'-0"SIDE YARD SETBACK50'-0"FRONT YARD SETBACK1
0'-
0
"
10'-0"10'-0"10'-0"10'-0"25'-0"EASEMENT25'-0"10'-0"FUTUREHORSEKEEPING AREA1,000 sq ft
RHCA EASEMENT LINE
A - EXISTING DRIVEWAY
C - POOL PATIO
E - SPORT COURT
D - REAR WALK
F - SHED WALK
G - SHED
B - PARKING PADRHCA EASEMENT
(E) U.G. ELECT SERVICE
RHCA EASEMENT LINE
PROPERTY LINE
LINE OF 10 FT
EXCLUDED FOR NET
LOT AREA
CALCULATION FRONT YARD SETBACK LINE
POOL
EQUIP
EXISTING HARDSCAPE AREA
AREA ID
A - EXISTING DRIVEWAY
B - PARKING PAD
C - POOL PATIO
D - REAR WALK
E - SPORT COURT
F - SHED WALK
G - SHED
H - POOL EQUIP AREA
I - BBQ AREA
AREA (SF)
2,848.63
675.04
3,269.85
1,005.48
2,047.50
645.52
192.58
74.07
62.63
10,821.30 ft²
SCALE: 1" = 20'
EXISTING HARDSCAPE AREA PLAN
MATT SCHNEIDER
ARCHITECT
2110 ARTESIA BLVD. STE #B430
REDONDO BEACH, CA 90278
310-245-2044
MATT@MATTSCHNEIDERARCHITECT.COM
RevID ChID Change Name Date
/Users/mattschneiderimac/Documents/Arch Office/2024298 Keenan - 1 Pinto Lane/Project pln/Kramer Residence.plnLICENSE D ARCHIT
E
CTST
AT
E OF C A L IF O RNIAMATTHEW P.
SCHNEIDER
No. C-31660
RENEWAL DATE
07-31-25
Drawn by Date
Job Title
Drawing Status
Drawing Number
Drawing Title
Project Number
DESIGN DEV
A2.02
2/13/25Plotted On:
MSA 02/13/25
Revisions
EXISTING HARDSCAPE AREA
PLAN
1 PINTO ROAD
ROLLING HILLS, CA 90274
RECORD OF SURVEY AS PER BK 57 P 4 TO 8 OF
RECORD OF SURVEYS LOT 36
KRAMER RESIDENCE
2024-298
73
PROPOSED HARDSCAPE AREA
AREA ID
HS01 - GARAGE WALK
AREA (SF)
37.50
37.50 ft²
BBQA90.34'R320.00'16°10'34"2 6 °10 '0 0 "
R3 0 0 .0 0 '
A 137 .0 1'
A12 5 .7 8 '
R 23 0 .0 0 '
31°2 0 '0 0 "
DYH
DYH855'8 5 0 '850'845'845'
84 5 '
845'8
4
0
'840'840'
8 4 0 '8 4 0 '
840'
835'835'
8 3 5 '8 3 5 '
835'835'830'8 3 0'
8 3 0 '8 3 0 '
830'
8
3
0
'
825'
8
2
5'
8 2 5 '825'8 2 5 '825'
820'
820'
820'
8 2 0 '820'820'815'815'
815'
8 1 5 '8 1 5 '
8 1 5 '
8 1 5 '810'810'
810'
810'810'810'8 0 5 '
805'
8 0 5 '
8 0 5 '805'800'800'
800'
800'
800'795'795'
795'
795'790'7 9 0 '
790'
7 9 0 '785'785'785'785'780'7
8
0'775'775'770'7 7 0 '7 6 5 '760'
7 5 5 '
7 5 0 'P I N T O R O A D
PORTUGUESE BEND ROAD25'25'25'25'
30'
30'
CONC
PATIO
SPORTSCOURT
STONE
(E) PAVER
DRIVEWAY
STONE
POOL
SPA
SLIDE
CONC
CONC
LOT 36
R.S. 57 PG'S 4-8
APN:7567-013-011
1 STORY HOUSE
FF:819.66'
RIDGE:835.64'
GARAGE
FF:818.89'
RIDGE:832.49'
SHED
PP
PP
PP
PP
BRICK
CBW(TYP.)
A S P H A L T S T
ASPHALT STASPHALTDRIVEWAYS 84°14'41" W38.06'
N 5 8 °0 4 '4 1 " E
9 7 .7 7 'S 89°24'41" W68.70'N 17°34'24" W127.17'N 37°55'26" E
332.56'N
5
8
°
0
2'0
9
" W2
8
9.6
5'
N 79°35'09" W
30.00'
TW:822.74'
FW:819.35'
TW:822.73'
FW:819.82'
TW:826.37'FW:819.82'
TW:826.48'FW:821.81'
TW:823.01'FW:821.88'
TW:822.29'FW:820.82'
TW:822.19'FW:819.48'
TW:822.06'FW:819.84'
TW:822.39'FW:819.83'
WATER LINE
G A S L I N E
WATER LINE
GAS LINE
GAS LINE
37.5 sq ft
N
0 10'20'40'50'-0"FRONT YARD SETBACK35'-0 "
SIDE YARD SETBACK
5
0'-
0
"
R
E
A
R
Y
A
R
D
S
E
T
B
A
CK35'-0"SIDE YARD SETBACK50'-0"FRONT YARD SETBACK28'-6"20'-0"1
0'-
0
"
10'-0"10'-0"10'-0"10'-0"25'-0"EASEMENT25'-0"10'-0"
FUTUREHORSEKEEPING AREA1,000 sq ft 25'-0"86'-0"40'-0"
RHCA EASEMENT LINE
EXISTING WALL EXISTING WALL
NEW WALL
NEW WALLHS01 - GARAGE WALK
RHCA EASEMENT
(E) U.G. ELECT SERVICE
(N) U.G. ELECT SERVICE
RELOCATED
RHCA EASEMENT LINE
PROPERTY LINE
LINE OF 10 FT
EXCLUDED FOR NET
LOT AREA
CALCULATION FRONT YARD SETBACK LINE
GARAGE ADDITION
570 SF
POOL
EQUIP
SCALE: 1" = 20'
PROPOSED HARDSCAPE AREA PLAN
MATT SCHNEIDER
ARCHITECT
2110 ARTESIA BLVD. STE #B430
REDONDO BEACH, CA 90278
310-245-2044
MATT@MATTSCHNEIDERARCHITECT.COM
RevID ChID Change Name Date
/Users/mattschneiderimac/Documents/Arch Office/2024298 Keenan - 1 Pinto Lane/Project pln/Kramer Residence.plnLICENSE D ARCHIT
E
CTST
AT
E OF C A L IF O RNIAMATTHEW P.
SCHNEIDER
No. C-31660
RENEWAL DATE
07-31-25
Drawn by Date
Job Title
Drawing Status
Drawing Number
Drawing Title
Project Number
DESIGN DEV
A2.03
2/13/25Plotted On:
MSA 02/13/25
Revisions
PROPOSED HARDSCAPE AREA
PLAN
1 PINTO ROAD
ROLLING HILLS, CA 90274
RECORD OF SURVEY AS PER BK 57 P 4 TO 8 OF
RECORD OF SURVEYS LOT 36
KRAMER RESIDENCE
2024-298
74
B B Q
WATER LINE
G A S L IN E
WATER LINE
GAS LINE
GAS LINE
8 5 5'850'8 5 0 '845'8 4 5 '8 4 5 '8 4 5 '840'840'8 4 0 '840'840 '840'
8 3 5 '
8 3 5'835'8 3 5 '835'835'830'8 3 0 '8 30'8 3 0 '8 3 0 '
830'
825'
825'
8 2 5 '825'8 2 5 '8 2 5 '820'
820'
820'
8 2 0 '820'8 2 0 '815'81 5 '815'81 5 '8 1 5 '8 1 5 '8 1 5 '810'810'
810'
8 1 0 '810'810'8 0 5 '805'
8 0 5 '805'805'800'8 0 0 '
800'
8 0 0 '
800'795'7 9 5 '795'
7 9 5 '790'7 9 0 '790'790'785'785'7 8 5 '785'780'780'775'775'P IN T O R O A D
PORTUGUESE BEND ROAD2
5
'
2
5
'
2
5
'
2
5
'
30'
30'
T W :8 2 2 .7 4 'F W :8 1 9 .3 5 'T W :8 2 2 .7 3 'F W :8 1 9 .8 2 'TW:826.37'
FW:819.82'
TW:826.48'
FW:821.81'
TW:823.01'
FW:821.88'
TW:822.29'
FW:820.82'
TW:822.19'
FW:819.48'
TW:822.06'
FW:819.84'
TW:822.39'
FW:819.83'
C O N C
PAT I O
S P O R T S
C O U R T
S T O N E
PAV E R
D RI V E W A Y
S T O N E P O O L
S P A
S L I D E
C O N C
C O N C
L O T 3 6
R .S . 5 7 P G 'S 4 -8
A P N :7 5 6 7 -0 1 3 -0 1 1
1 S T O R Y H O U S E
FF:8 1 9 .6 6 'R ID G E :8 3 5 .6 4 'G A R A GE
F F :8 1 8 .8 9 'R I D G E :8 3 2 .4 9 'S H E D
PP
PP
PP
PP
B R I C K
C B W (T Y P .)
W O O D
W A L L
A S P H A L T S T
ASPHALT STASPHALT DRIVEWAY18"
PINE
24"
PINE
18"
PINE
18"
TREE
12"
PINE
12"
PINE
12"
PINE
18"
PINE12"
PINE
16"DECIDUOUS
TREE
NOTE C&A
LAND SURVEYING
TOPOGRAPHIC SURVEYSITE ADDRESS:DPC
1 PINTO RD, ROLLING HILLS CA5/28/23 1" = 20'
24139DRAWN:
DATE OF SURVEY: SCALE:
PROJECT No.
PREPARED BY:
COLLINS & ASSOCIATES
LAND SURVEYING
27 CERRITOS AVE
LONG BEACH, CA 90802
PHONE: 424-537-7755
ALL MAPS, PLATS, REPORTS, DESCRIPTIONS, OR OTHER
DOCUMENTS ARE PREPARED UNDER THE RESPONSIBLE CHARGE
OF A PROFESSIONAL LAND SURVEYOR, LICENSED TO PRACTICE
LAND SURVEYING IN THE STATE OF CALIFORNIA, DANIEL P. COLLINS,
LS 9758, PURSUANT TO THE PROFESSIONAL LAND SURVEYOR'S ACT
BUSINESS AND PROFESSIONS CODE SECTION 8700-8805.
PROFESSIONAL LAND SURVEYOR:
THIS SURVEY AND MAP ARE THE PROPERTY OF COLLINS & ASSOCIATES LAND
SURVEYING AND MAY NOT BE MODIFIED, ALTERED, OR CHANGED IN ANY
FASHION WITHOUT PRIOR WRITTEN APPROVAL BY COLLINS & ASSOCIATES
LAND SURVEYING AND THE CLIENT FOR WHOM THE SURVEY WAS PREPARED.
THIS EXTENDS TO THE RESULTING PLOT OF SAID MAP AND ANY DIGITAL FILES
THEREOF. ANY MODIFICATION WILL VOID ANY PROFESSIONAL OBLIGATION
OR WARRANTY, EITHER EXPRESSED OR IMPLIED, BY COLLINS & ASSOCIATES
LAND SURVEYING AS TO SUCH CHANGED MATERIAL.
CLIENT:
BY DESCRIPTIONDATE OF REV
REVISIONS
0' 20' 40'
KEENAN DEVELOPMENT
DATE:6/7/24
LEGEND
LINETYPE/OBJECT LEGEND
E
G
PROPERTY DECRIPTION
BENCHMARK
A2.04 75
D01 8'-0"16'-0"D02 8'-0"8'-0"W012'-6"
5'-0"Sill 4'-9 1/2"A A
1
1
3
3
B B
2
2
4
A4.01
1
A4.01
C
A5.01
C
A5.01
A
A5.01
A
A5.01
B
A5.01
B
A5.01
3
A4.01
2
A4.01
20'-0"28'-6"
48'-6"
20'-0"28'-6"
48'-6"20'-0"20'-0"20'-0"
818.89' GAR FF 818.89' GAR FF
9.04
9.04
9.04
26.01
8.03
6.01
6.01
6.01
GARAGE GARAGE ADDITION(E) SLOPEMATCH EXISTINGSLOPE5'-0"
5'-0"
5'-0"
0.00'0.00'
WALL LEGEND
EXISTING 2x4 EXTERIOR WALL
EXTERIOR DIMENSIONS
USE FOR GRIDS, OFFSETS FROM GRID,
EXTERIOR WALL FACE OF STUD, CENTER
OF OPENINGS, AND EDGE OF SLABS
AND ROOFS.
INTERIOR WALL DIMENSIONS
INTERIOR DIMENSIONS TO FACE OF STUD
FINISH FACE DIMENSIONS
ROOM SIZE DIMENSIONS TO FACE OF
DRYWALL, FINISH MATERIALS
LEVEL DIMENSIONS
ELEVATION REFERENCE FROM PROJECT
SITE SURVEYPLANSECTION
HB
PLUMBING SYSTEMS
HOSE BIB
NATURAL GAS OUTLET
NEW 2x4 EXTERIOR WALL
A A
1
1
3
3
B B
2
2
C
A5.01
C
A5.01
A
A5.01
A
A5.01
B
A5.01
B
A5.01
832.49'
2'-0"2'-0"2'-0"2'-0"2'-0"2'-0"2'-0"2'-0"
0.08
0.04
0.04 0.08
0.08 0.04
0.08
0.04
RIDGEVALLEYVALLEYRIDGE
EXISTING
RIDGE HT
7.05
7.05
7.05
4:12SLOPE4:12SLOPE4:12
SLOPE
4:12
SLOPE
4:12
SLOPE
1
1
2
2
B B
A A20'-0"20'-0"
EXISTING U.G. ELECTRICAL
SERVICE TO BE RELOCATED.
GARAGE(E) SLOPE1
1
2
2
B B
A A818.89' GAR FF
WALL & CONC STEM
WALL TO BE REMOVED
EXISTING U.G. ELECTRICAL
SERVICE TO BE RELOCATED.
GARAGE(E) SLOPEDEMOLITION PLAN LEGEND
EXISTING EXTERIOR WALL
WALL TO BE DEMOLISHED
DEMOLITION NOTES:
1. PROVIDE ASBESTOS REPORT AND ABATEMENT IF REQUIRED PRIOR
TO START OF DEMOLITION.
2. NOTIFY AQMD AND ANY OTHER REQUIRED AGENCY PRIOR TO
START OF DEMOLITION.
3. SHUT OFF ALL UTILITIES AND REMOVE ALL METERS AS NECESSARY.
4. COMPLY WITH STATE & CITY CONSTRUCTION AND DEMOLITION
DEBRIS RECYCLING AND REUSE PROGRAM.
5. PROVIDE TEMPORARY SHORING AS NEEDED.
ID SHORT DESCRIPTION NOTES
0. GENERAL NOTES
0.04 LINE OF ROOF
0.08 LINE OF BUILDING BELOW
7. THERMAL & MOISTURE PROTECT.
7.05 CONCRETE ROOF TILE - CLASS A ROOFING
RATED BY COOL ROOF RATING COUNCIL
CRRC PRODUCT ID#0942-0009
IAPMO UES ER-412
NEW TILE TO MATCH EXISTING. NEWPOINT CONCRETE ROOF TILE -
DURALITE SAXONY 600 SHAKE COLOR: BUCKSKIN. INSTALL SHINGLES
o/ 2-LAYER OF 30# FELT. ALL ROOF RELATED METALS TO BE MIN. 26
GA. GI OR ZINC ALUME.
7.24 ROOF VENT OHAGEN VENT CONCRETE TILE LOW PROFILE FLAT FIRE & ICE- 88.87
SQ. IN. PER VENT ICC-ES REPORT #SBCCI-9650A
ROOF PLAN KEY NOTES
ID SHORT DESCRIPTION NOTES
6. WOOD & PLASTICS
6.01 2x4 STUD WALL @ 16" O.C.
8. OPENINGS
8.03 MIN. 22”x30” ATTIC ACCESS WITH MINIMUM 30” HEADROOM CLEARANCE.
9. FINISHES
9.04 5/8" TYPE "X" DRYWALL
26. ELECTRICAL
26.01 ELECTRICAL SERVICE PANEL NEW U.G. ELECTRICAL SERVICE PANEL LOCATION.
FLOOR PLAN KEY NOTES
SCALE: 1/4" = 1'-0"
PROPOSED FLOOR PLAN
SCALE: 1/4" = 1'-0"
ROOF PLAN
SCALE: 1/4" = 1'-0"
EXISTING FLOOR PLAN
SCALE: 1/4" = 1'-0"
DEMOLITION PLAN
MATT SCHNEIDER
ARCHITECT
2110 ARTESIA BLVD. STE #B430
REDONDO BEACH, CA 90278
310-245-2044
MATT@MATTSCHNEIDERARCHITECT.COM
RevID ChID Change Name Date
/Users/mattschneiderimac/Documents/Arch Office/2024298 Keenan - 1 Pinto Lane/Project pln/Kramer Residence.plnLICENSE D ARCHIT
E
CTST
AT
E OF C A L IF O RNIAMATTHEW P.
SCHNEIDER
No. C-31660
RENEWAL DATE
07-31-25
Drawn by Date
Job Title
Drawing Status
Drawing Number
Drawing Title
Project Number
DESIGN DEV
A3.01
2/13/25Plotted On:
MSA 02/13/25
Revisions
PROPOSED FLOOR & ROOF
PLANS
1 PINTO ROAD
ROLLING HILLS, CA 90274
RECORD OF SURVEY AS PER BK 57 P 4 TO 8 OF
RECORD OF SURVEYS LOT 36
KRAMER RESIDENCE
2024-298
76
1 2 3A
A5.01
B
A5.01
+818.89'
1 GARAGE FF
+818.89'
1 GARAGE FF
+828.56'
2 TOP PLATE
+828.56'
2 TOP PLATE
20'-0"28'-6"
832.49'13'-73/16"9'-8"9'-8"7.05
7.18
0.01
D01 D02
EXISTING MAX ROOF HT
4 12
EXISTING ADDITION
9.01
(E)
4
A4.01
1
A4.01
3
A4.01
2
A4.01
B A
+818.89'
1 GARAGE FF
+818.89'
1 GARAGE FF
+828.56'
2 TOP PLATE
+828.56'
2 TOP PLATE
C
A5.01
20'-0"9'-8"832.49'13'-73/16"0.01
7.05
EXISTING MAX
ROOF HT
3 2 1A
A5.01
B
A5.01
+818.89'
1 GARAGE FF
+818.89'
1 GARAGE FF
+828.56'
2 TOP PLATE
+828.56'
2 TOP PLATE
28'-6"20'-0"
832.49'9'-8"13'-73/16"26.01
7.187.05
0.01
412
EXISTING MAX ROOF HT
EXISTINGADDITION
9.01
A B
+818.89'
1 GARAGE FF
+818.89'
1 GARAGE FF
+828.56'
2 TOP PLATE
+828.56'
2 TOP PLATE
C
A5.01
20'-0"
832.49'13'-73/16"9'-8"W01
0.01
7.197.05
4 12
EXISTING MAX
ROOF HT
9.01
ID SHORT DESCRIPTION NOTES
0. GENERAL NOTES
0.01 LINE OF EXISTING GRADE
0.02 LINE OF FINISH GRADE
7. THERMAL & MOISTURE PROTECT.
7.05 CONCRETE ROOF TILE - CLASS A ROOFING
RATED BY COOL ROOF RATING COUNCIL
CRRC PRODUCT ID#0942-0009
IAPMO UES ER-412
NEW TILE TO MATCH EXISTING. NEWPOINT CONCRETE ROOF TILE -
DURALITE SAXONY 600 SHAKE COLOR: BUCKSKIN. INSTALL SHINGLES
o/ 2-LAYER OF 30# FELT. ALL ROOF RELATED METALS TO BE MIN. 26
GA. GI OR ZINC ALUME.
7.18 EXISTING WOOD SIDING
7.19 NEW WOOD SIDING
9. FINISHES
9.01 EXTERIOR STUCCO APPLY BASE COATS IN ACCORDANCE WITH ASTM C 926. FINISH
COAT & COLOR TO MATCH EXISTING
26. ELECTRICAL
26.01 ELECTRICAL SERVICE PANEL NEW U.G. ELECTRICAL SERVICE PANEL LOCATION.
BUILDING ELEVATION KEY NOTES
SCALE: 1/4" = 1'-0"1FRONT ELEVATION (SOUTH)
SCALE: 1/16" = 1'-0"
ELEVATION KEY PLAN
SCALE: 1/4" = 1'-0"2LEFT SIDE ELEVATION (WEST)
SCALE: 1/4" = 1'-0"3REAR ELEVATION (NORTH)
SCALE: 1/4" = 1'-0"4RIGHT SIDE ELEVATION (EAST)
FRONT PERSPECTIVE
MATT SCHNEIDER
ARCHITECT
2110 ARTESIA BLVD. STE #B430
REDONDO BEACH, CA 90278
310-245-2044
MATT@MATTSCHNEIDERARCHITECT.COM
RevID ChID Change Name Date
/Users/mattschneiderimac/Documents/Arch Office/2024298 Keenan - 1 Pinto Lane/Project pln/Kramer Residence.plnLICENSE D ARCHIT
E
CTST
AT
E OF C A L IF O RNIAMATTHEW P.
SCHNEIDER
No. C-31660
RENEWAL DATE
07-31-25
Drawn by Date
Job Title
Drawing Status
Drawing Number
Drawing Title
Project Number
DESIGN DEV
A4.01
2/13/25Plotted On:
MSA 02/13/25
Revisions
BUILDING ELEVATIONS
1 PINTO ROAD
ROLLING HILLS, CA 90274
RECORD OF SURVEY AS PER BK 57 P 4 TO 8 OF
RECORD OF SURVEYS LOT 36
KRAMER RESIDENCE
2024-298
77
B A
+818.89'
1 GARAGE FF
+818.89'
1 GARAGE FF
+828.56'
2 TOP PLATE
+828.56'
2 TOP PLATE
C
A5.01
9'-8"20'-0"
3.01B
6.15
7.05
GARAGE
B A
+818.89'
1 GARAGE FF
+818.89'
1 GARAGE FF
+828.56'
2 TOP PLATE
+828.56'
2 TOP PLATE
C
A5.01
9'-8"20'-0"
3.01
9.04
9.04
9.04
6.15
6.08 7.05
0.01 0.01
6.01
6.01
GARAGE ADDITION
4 12
C
A5.01
C
A5.01
A
A5.01
A
A5.01
B
A5.01
B
A5.01
1 2 3A
A5.01
B
A5.01
+818.89'
1 GARAGE FF
+818.89'
1 GARAGE FF
+828.56'
2 TOP PLATE
+828.56'
2 TOP PLATE
9'-8"20'-0"28'-6"
0.01
0.01 3.013.01B
9.04
9.04
6.15
7.05 6.08
6.01
GARAGE GARAGE ADDITION
4 12
EXISTING ADDITION
ID SHORT DESCRIPTION NOTES
0. GENERAL NOTES
0.01 LINE OF EXISTING GRADE
0.02 LINE OF FINISH GRADE
3. CONCRETE
3.01 5” THK CONCRETE SLAB SEE STRUCTURAL PLAN.
3.01B EXISTING CONCRETE SLAB
6. WOOD & PLASTICS
6.01 2x4 STUD WALL @ 16" O.C.
6.08 1/2" CDX PLYWOOD SEE STRUCTURAL PLAN.
6.15 2x ROOF RAFTER SEE STRUCTURAL PLAN.
6.16 2x CEILING JOIST SEE STRUCTURAL PLAN.
7. THERMAL & MOISTURE PROTECT.
7.05 CONCRETE ROOF TILE - CLASS A ROOFING
RATED BY COOL ROOF RATING COUNCIL
CRRC PRODUCT ID#0942-0009
IAPMO UES ER-412
NEW TILE TO MATCH EXISTING. NEWPOINT CONCRETE ROOF TILE -
DURALITE SAXONY 600 SHAKE COLOR: BUCKSKIN. INSTALL SHINGLES
o/ 2-LAYER OF 30# FELT. ALL ROOF RELATED METALS TO BE MIN. 26
GA. GI OR ZINC ALUME.
9. FINISHES
9.04 5/8" TYPE "X" DRYWALL
BUILDING SECTION KEY NOTES
SCALE: 1/4" = 1'-0"ABLDG SECTION
SCALE: 1/4" = 1'-0"BBLDG SECTION
SCALE: 1/16" = 1'-0"
SECTION KEY PLAN
SCALE: 1/4" = 1'-0"CBLDG SECTION
MATT SCHNEIDER
ARCHITECT
2110 ARTESIA BLVD. STE #B430
REDONDO BEACH, CA 90278
310-245-2044
MATT@MATTSCHNEIDERARCHITECT.COM
RevID ChID Change Name Date
/Users/mattschneiderimac/Documents/Arch Office/2024298 Keenan - 1 Pinto Lane/Project pln/Kramer Residence.plnLICENSE D ARCHIT
E
CTST
AT
E OF C A L IF O RNIAMATTHEW P.
SCHNEIDER
No. C-31660
RENEWAL DATE
07-31-25
Drawn by Date
Job Title
Drawing Status
Drawing Number
Drawing Title
Project Number
DESIGN DEV
A5.01
2/13/25Plotted On:
MSA 02/13/25
Revisions
BUILDING SECTIONS
1 PINTO ROAD
ROLLING HILLS, CA 90274
RECORD OF SURVEY AS PER BK 57 P 4 TO 8 OF
RECORD OF SURVEYS LOT 36
KRAMER RESIDENCE
2024-298
78
Agenda Item No.: 13.A
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:ROBERT SAMARIO, FINANCE DIRECTOR
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:PRELIMINARY FISCAL YEAR 2025/26 PROJECTIONS AND
BALANCING FOR THE GENERAL FUND
DATE:March 24, 2025
BACKGROUND:
The City of Rolling Hills has initiated the process of developing the annual budget for fiscal
year 2025/26. One of the key first steps in the process is developing revenue estimates as this
establishes the amounts of funds available to spend for the delivery of services to the
community.
It is still early in the process, and revenues will continue to be monitored and updated over the
next few months as additional information and revenues are received. However, we are far
enough into the fiscal year to be in a position to make reasonable projections to provide a
preliminary sense of whether the City will be facing a structural deficit or will have adequate
ongoing revenues to cover ongoing expenditures. Thus, this report aims to provide the City
Council with preliminary projections of General Fund revenues and expenditures for fiscal year
2025/26 as presented to the Finance, Audit, and Budget Committee and including their
recommendations.
DISCUSSION:
The current fiscal year 2024/25 adopted budget is balanced, meaning ongoing revenues are
adequate to cover ongoing costs. In fact, the adopted budget included a surplus of $19,997.
Based on revenues received in the current fiscal year through December 31, 2024, revenues
are expected to end the year above budget by approximately $70,000. In addition, based on
expenditure savings through December 31, 2024, due largely to staff vacancies, the overall
surplus by fiscal year-end will likely be in the $200,000 - $300,000 range.
Staff used the current fiscal year revenue projections to develop preliminary revenue
projections for fiscal year 2025/2026. Based on these very preliminary estimates, ongoing
revenues are projected at $2,728,545, representing an increase of $62,121 from the current
fiscal year's projected revenue. Please refer to Attachment B.
79
Note that, as discussed with Council on February 24, 2025, all current-year revenues are
reasonably in line with the adopted revenues. Thus, the projected revenues for the fiscal year
2025-26 continue on this trajectory, with normal growth, where appropriate, built into the
projections. We have lowered the normal growth assumption for property taxes slightly, from
5% to 4% in light of the uncertainty around what type of property tax relief might be granted to
properties in the land movement impact area.
On the expenditure side, the "baseline" budget for fiscal year 2025/26 is $2,651,208. This is
$74,500 higher current year's adopted budget of $2,576,708. The baseline budget starts with
the adopted fiscal year 2024-25 budget but then adjusts for several items:
1. An assumed 3.5% increase to salaries starting July 1, 2025, pursuant to the existing
Employee Handbook and Personnel Policy Manual, as well as a 1.5% merit-based
bonus, and additional contributions towards health insurance by the City, all of which
adds $66,492 in costs;
2. An assumed 4% increase to the contract with the Los Angeles County Sheriff's Office for
law enforcement services based on an expected increase between 3.5% and 4%, plus
increasing the liability rate from 12.5% to 13%, together adding $18,764 in costs, of
which $14,600 is allocable to the General Fund portion;
3. Removal of the $15,000 budget for election expenses which will not be needed next
fiscal year; and
4. The addition of $15,000 for extra legal costs related to legal matters with the CPUC.
Overall, the preliminary budget for fiscal year 2025-26 is not only balanced but generates a
modest surplus of $77,337.
Note that the Finance, Audit, and Budget Committee recommended the following changes to
the budget presented to them on March 10 by staff:
1. Reducing the building revenue estimate from $450,000 to $400,000;
2. Keeping the $15,000 for election costs to keep the budget more consistent from year to
year; and
3. Adding $15,000 to legal costs provided by the contracted attorney, from $75,000 to
$90,000, which was already included in staff's baseline budget.
The Committee also recommended we wait to adjust our budget for liability insurance until we
receive notification of the actual premium.
Staff will be soliciting the Council's feedback on the preliminary growth assumptions used to
develop the fiscal year 2025/26 revenue estimates.
FISCAL IMPACT:
None.
RECOMMENDATION:
Receive and file. Provide direction to staff on refuse charge increases and noticing residents
regarding a Prop. 218 Hearing.
ATTACHMENTS:
Attachment A - CL_AGN_250324_CC_GeneralFund_BudgetSummary.pdf
Attachment B - CL_AGN_250324_CC_GeneralFund_RevenueProjections.pdf
80
Attachment C - CL_AGN_250324_CC_GeneralFund_Expenditures.pdf
CL_AGN_250324_CC_PPT.pdf
CL_AGN_250324_CC_SampleLettersOfSupport_LASD-Staffing.pdf
81
ATTACHMENT A
Adjusted Actuals FY 2024-25 FY 2025-26
Adopted Amended Budget Through Prelim Baseline
Budget Budget 12/31/2024 12/31/2024 Projections Budget
Operating Revenues 2,596,685$ 2,596,685$ 1,057,271$ 1,016,483$ 2,715,321$ 2,728,545$
Operating Expenditures 2,576,708 2,623,299 1,311,650 1,418,832 2,455,198 2,651,208
Operating Surplus (Deficit)19,977 (26,614) (254,378) (402,349) 260,123 77,337
Capital Transfers - 825,881 412,940 141,422 250,000 -
Surplus (Deficit) - Total 19,977$ (852,495)$ (158,562)$ (260,927)$ 10,123$ 77,337$
CITY OF ROLLINGS HILLS
Fiscal Year 2025-26 Baseline Budget
General Fund
82
ATTACHMENT B
Preliminary
Adopted Actuals Preliminary FY 2025-26 Assumed
Budget at 12/31/24 YE Proj Estimate Growth
401 Property Taxes 1,500,750$ 589,255$ 1,500,750$ 1,560,780$ 4%
405 Sales Taxes 10,000 8,402 15,000 15,000 0%
410 Property Transfer Tax 64,890 30,175 60,000 62,400 4%
415 Other Taxes 1,000 - - -
420 Motor Vehicle In Lieu 280,545 - 284,574 290,265 2%
440 Building & Other Permits 400,000 162,566 450,000 450,000 0%
441 C&D Permits 10,000 3,600 10,000 10,000 0%
450 Variance, Planning & Zoning 25,000 15,758 30,000 30,000 0%
455 Animal Control Fees 300 269 300 300 0%
460 Franchise Fees 13,000 1,201 13,000 13,000 0%
480 Fines & Traffic Violations 4,000 3,111 4,000 4,000 0%
482 Cost Recoivery - Publications 3,000 1,500 3,000 3,000 0%
600 RHCA Lease Revenue 69,000 34,495 69,000 69,000 0%
650 Public Safety Aug Fund 1,200 930 1,800 1,800 0%
670 Interest on Investments 140,000 80,047 160,000 150,000 N/A
671 PARS Earnings 44,000 24,192 40,000 44,000 N/A
6XX Cal Water Grant - Turf Removal - 48,897 48,897 - N/A
675 Miscellaneous Revenue 6,000 85 1,000 1,000 0%
699 Transfers In - Refuse Fund 24,000 12,000 24,000 24,000 0%
TOTALS 2,596,685$ 1,016,483$ 2,715,321$ 2,728,545$
CITY OF ROLLING HILLS
Preliminary Projections - FY 2025-26
General Fund
83
ATTACHMENT C
Preliminary FY 2025-26
Amended Actuals Year-End Status Quo Adjust-Baseline
Budget at 12/31/24 Projections Budget ments Budget
01 - CITY ADMINISTRATOR
702 Salaries -Full Time 436,262$ 208,795$ 420,000$ 436,262$ 20,354$ 456,616$
705 Temporary Salaries 7,000 - - 7,000 - 7,000
710 Retirement CalPERS-Employer 35,159 13,256 30,000 35,159 2,045 37,204
712 CalPERS Unfunded Liability - 76,564 - - - -
715 Workers Compensation Insurance 9,100 - 9,100 9,100 - 9,100
716 Group Insurance 80,378 47,279 85,000 80,378 23,292 103,670
717 Retiree Medical 37,500 19,651 40,000 37,500 2,500 40,000
718 Employer Payroll Taxes 33,821 14,271 28,000 33,821 1,702 35,523
719 Deferred Compensation 2,239 447 1,000 2,239 1,902 4,141
720 Auto Allowance 3,600 1,762 3,600 3,600 - 3,600
721 Phone Allowance 2,400 1,175 2,400 2,400 - 2,400
740 Office Supplies 13,000 1,952 4,000 13,000 - 13,000
745 Equipment Leasing Costs 11,000 5,261 11,000 11,000 - 11,000
750 Dues & Subscriptions 14,000 11,606 14,000 14,000 - 14,000
755 Conference Expense 2,000 1,245 2,000 2,000 - 2,000
757 Meetings Expense 2,300 698 2,300 2,300 - 2,300
759 Training & Education 5,000 - 2,000 5,000 - 5,000
761 Auto Mileage 500 560 1,000 500 - 500
765 Postage 19,500 6,064 12,000 19,500 - 19,500
775 City Council Expense 5,000 1,307 5,000 5,000 - 5,000
Department/Object Account
CITY OF ROLLING HILLS
FY 2025-26 Baseline Expenditure Budget
GENERAL FUND
1 Page: 1 84
ATTACHMENT C
Preliminary FY 2025-26
Amended Actuals Year-End Status Quo Adjust-Baseline
Budget at 12/31/24 Projections Budget ments BudgetDepartment/Object Account
776 Miscellaneous Expenses 3,000 - 3,000 3,000 - 3,000
780 Comm./Newsletters & Outreach 2,500 531 1,500 2,500 - 2,500
785 Codification 2,400 - 2,400 2,400 - 2,400
790 Advertising 2,400 1,006 2,400 2,400 - 2,400
795 Other Gen Admin Expense 3,300 1,196 3,000 3,300 - 3,300
801 City Attorney 75,000 38,144 75,000 75,000 - 75,000
802 Legal Expense - Other 3,000 - 3,000 3,000 - 3,000
803 Legal & Other Outside Legal - 14,508 15,000 - - -
804 Legal Expense -CPUC - 10,199 15,000 - 15,000 15,000
820 Website 6,000 - 6,000 6,000 - 6,000
850 Election Expense City Council 15,000 1,338 15,000 15,000 (15,000) -
890 Consulting Fees 35,000 371 5,000 35,000 - 35,000
891 Records Management 24,806 3,282 25,000 1,700 - 1,700
Total City Administrator 892,165 482,468 843,700 869,059 51,795 920,854
05 - Finance
750 Dues & Subscriptions 4,500 2,098 4,500 4,500 - 4,500
810 Annual Audit 35,000 22,750 30,000 35,000 - 35,000
890 Consulting Fees 120,000 56,163 120,000 120,000 - 120,000
Total Finance 159,500 81,011 154,500 159,500 - 159,500
2 Page: 2 85
ATTACHMENT C
Preliminary FY 2025-26
Amended Actuals Year-End Status Quo Adjust-Baseline
Budget at 12/31/24 Projections Budget ments BudgetDepartment/Object Account
15- PLANNING & DEVELOPMENT
702 Salaries 219,953 107,223 140,000 219,953 16,115 236,068
703 Salaries - Part-Time 26,587 10,048 15,000 26,587 302 26,889
710 Retirement CalPERS-Employer 17,726 6,874 10,000 17,726 1,508 19,234
715 Workers Comp. Insurance 3,900 - 3,900 3,900 - 3,900
716 Group Insurance 48,107 25,743 35,000 48,107 282 48,389
718 Employer Payroll Taxes 19,310 8,690 12,000 19,310 898 20,208
719 Deferred Comp 4,681 585 750 4,681 - 4,681
720 Auto Allowance 1,200 488 500 1,200 - 1,200
721 Phone Allowance 600 244 250 600 - 600
761 Auto Mileage 300 - - 300 - 300
750 Dues & Subscription 11,670 7,750 11,670 11,670 - 11,670
755 Conference Expense 2,000 1,248 2,000 2,000 - 2,000
759 Training & Education 1,000 - 500 1,000 - 1,000
776 Miscellaneous Expenses 2,000 - - 2,000 - 2,000
790 Publication/Advertising/Noticing 10,000 4,275 10,000 10,000 - 10,000
802 Legal Expenses-Other 10,000 5,388 10,000 10,000 - 10,000
872 Property Development-Legal Exp 37,000 7,239 15,000 37,000 - 37,000
875 Willdan Building 45,000 18,862 45,000 45,000 - 45,000
878 Build Inspect. LA County 250,000 129,127 300,000 250,000 - 250,000
881 Storm Water Management 90,990 86,874 90,990 90,990 - 90,990
884 Special Project Study & Consult.5,000 - 5,000 5,000 - 5,000
886 Code Enforcement 62,880 30,870 61,000 62,880 - 62,880
3 Page: 3 86
ATTACHMENT C
Preliminary FY 2025-26
Amended Actuals Year-End Status Quo Adjust-Baseline
Budget at 12/31/24 Projections Budget ments BudgetDepartment/Object Account
890 Consulting Fees (Onward)- - - - -
928 Traffic Engineering 5,645 3,828 6,000 5,645 - 5,645
Total Planning & Development 875,549 455,356 774,560 875,549 19,105 894,654
25 - Public Safety
830 Law Enforcement 293,000 147,233 294,000 293,000 14,600 307,600
833 Other Law Enforcement Exp 4,000 1,111 2,500 4,000 4,000 8,000
837 Wild Life Mgmt & Pest Control 20,000 1,000 2,000 20,000 - 20,000
838 Animal Control Expense 6,000 3,023 6,000 6,000 - 6,000
Total Public Safety 323,000 152,367 304,500 323,000 18,600 341,600
65 - NON-DEPARTMENTAL
895 Insurance & Bond Expense 40,000 52,456 52,456 40,000 - 40,000
901 South Bay Comm. Organization 17,600 2,528 17,600 17,600 - 17,600
915 Community Recognition 8,000 6,968 8,000 8,000 - 8,000
917 Emergency Preparedness 77,000 18,397 50,000 77,000 - 77,000
Total Non-Departmental 142,600 80,349 128,056 142,600 - 142,600
75 - CITY PROPERTIES
892 IT Services 63,000 35,278 63,000 63,000 - 63,000
893 Granicus Services 8,300 8,143 8,300 8,300 - 8,300
894 Computer Hardware Fund 5,000 647 1,500 5,000 - 5,000
925 Utilities 60,000 32,611 64,000 60,000 - 60,000
4 Page: 4 87
ATTACHMENT C
Preliminary FY 2025-26
Amended Actuals Year-End Status Quo Adjust-Baseline
Budget at 12/31/24 Projections Budget ments BudgetDepartment/Object Account
930 Repairs & Maintenance 42,585 32,631 42,585 19,100 - 19,100
932 Area Landscaping 21,600 9,074 21,600 21,600 - 21,600
932 Landscaping Project - 48,897 48,897 - - -
946 Buildings & Equipment 15,000 - - 15,000 - 15,000
947 Non-Building Improvements - - - - - -
Total City Properties 215,485 167,281 249,882 192,000 - 192,000
TOTAL OPERATING EXPENDITURES 2,608,299 1,418,832 2,455,198 2,561,708 89,500 2,651,208
CAPITAL TRANSFERS
Capital Projects Fund 825,881 141,422 250,000 - - -
TOTAL EXPENDITURES 3,434,180$ 1,560,254$ 2,705,198$ 2,561,708$ 89,500$ 2,651,208$
5 Page: 5 88
CITY OF ROLLING HILLS
PRELIMINARY PROJECTIONS AND BALANCING
FISCAL YEAR 2025/26
89
Purpose of Report
▪To provide preliminary revenue projections for FY 2025/26
▪Projections based on revenues through 12/31/24 and projections for FY
2024/25
▪Revenues will continue to be monitored through the next few months and
will be refined further
▪To provide a preliminary glimpse of the balancing of
revenues and expenditures
▪Do we have a projected deficit or surplus?
90
KEY GENERAL FUND REVENUES
91
Property Taxes
▪3 components to P/T growth
▪Annual CPI (2% max)
▪Supplemental assessments
▪Re -assessments from P/Y sales to MV
▪Growth from re-assessments generally
the largest component
▪Growth factors in possible P/T relief
granted by County
FYE Property %
June 30,Taxes Growth
2017 1,007,250$ Actual
2018 1,089,838 8.20%Actual
2019 1,089,613 -0.02%Actual
2020 1,201,368 10.26%Actual
2021 1,222,948 1.80%Actual
2022 1,323,001 8.18%Actual
2023 1,380,891 4.38%Actual
2024 1,432,117 3.71%Actual
2025 1,500,150 4.75%Projected
2026 1,560,780 4.04%Projected
92
Real Property Transfer Tax
▪FY 2021 -$132,888
▪FY 2022 -$80,719
▪FY 2023 $57,185
▪FY 2024 $63,040
▪FY 2025 through December 31, 2024 = $30,175
▪FY 2025 Projection = $60,000
▪FY 2025 Projection = $62,400 (4%)
93
Building & Other
Permit Revenue
FYE Building
June 30,Revenues
2017 602,149 Actual
2018 769,138 Actual
2019 482,048 Actual
2020 369,250 Actual
2021 184,378 Actual
2022 487,909 Actual
2023 578,496 Actual
2024 537,787 Actual
2025 400,000 Budget
2025 450,000 Projected
2026 450,000 Projected
94
Motor Vehicle License Fee
▪License fees paid with vehicle registration = 2% vehicle
depreciating value
▪Affected by volume of car sales
▪Recent trends
▪FY 2022 –$247,241
▪FY 2023 -$263,987
▪FY 2024 Actual -$274,520
▪FY 2025 Budget -$280,545
▪FY 2025 Projected -$284,574
▪Assumed a 2% growth = $290,265
95
FY 2025/26
Preliminary
Revenue
Projections
Prelim.
Adopted Actuals Prelim.FY 25-26 Assumed
Budget at 12/31/24 YE Proj Estimate Growth
401 Property Taxes 1,500,750$ 589,255$ 1,500,750$ 1,560,780$ 4%
405 Sales Taxes 10,000 8,402 15,000 15,000 0%
410 Property Transfer Tax 64,890 30,175 60,000 62,400 4%
415 Other Taxes 1,000 - - -
420 Motor Vehicle In Lieu 280,545 - 284,574 290,265 2%
440 Building & Other Permits 400,000 162,566 450,000 450,000 0%
441 C&D Permits 10,000 3,600 10,000 10,000 0%
450 Variance, Planning & Zoning 25,000 15,758 30,000 30,000 0%
455 Animal Control Fees 300 269 300 300 0%
460 Franchise Fees 13,000 1,201 13,000 13,000 0%
480 Fines & Traffic Violations 4,000 3,111 4,000 4,000 0%
482 Cost Recoivery - Publications 3,000 1,500 3,000 3,000 0%
600 RHCA Lease Revenue 69,000 34,495 69,000 69,000 0%
650 Public Safety Aug Fund 1,200 930 1,800 1,800 0%
670 Interest on Investments 140,000 80,047 160,000 150,000 N/A
671 PARS Earnings 44,000 24,192 40,000 44,000 N/A
6XX Cal Water Grant - Turf Removal - 48,897 48,897 - N/A
675 Miscellaneous Revenue 6,000 85 1,000 1,000 0%
699 Transfers In - Refuse Fund 24,000 12,000 24,000 24,000 0%
TOTALS 2,596,685$ 1,016,483$ 2,715,321$ 2,728,545$
96
GENERAL FUND EXPENDITURES
97
Summary of Adjustments
▪Salaries
▪3.5% COLA
▪1.5% Merit-Based Bonus
▪Benefits
▪2% Increase to Max Contribution to health, dental, and vision
▪Increase in retirement contributions and employer taxes due to
increased salaries
98
Summary of Adjustments –Cont’d
▪4% increase (estimated 3.5% to 4.5%) to Sheriff Contract
and an increase to the adopted liability charge from 12.5%
to 13%
▪$18,764 total increase
▪$14,600 to GF (75%)
▪Elimination of Election Expense budget -$15,000
▪Additional $15,000 for legal costs related to CPUC matters
99
PRELIMINARY BALANCING
FY 2024-25 FY 2025-26
Adopted Amended Prelim Baseline
Budget Budget Projections Budget
Operating Revenues 2,596,685$ 2,596,685$ 2,715,321$ 2,728,545$
Operating Expenditures 2,576,708 2,623,299 2,455,198 2,651,208
Operating Surplus (Deficit)19,977 (26,614) 260,123 77,337
Capital Transfers - 825,881 250,000 -
Surplus (Deficit) - Total 19,977$ (852,495)$ 10,123$ 77,337$
100
FAB Recommendations
▪Reduce building revenue budget from $450k to $400k
▪Add $15,000 for potential legal costs (already included in
staff’s baseline budget)
▪Wait until we receive final premiums notice for liability
insurance before adjusting
▪Keep the $15,000 for election costs to keep the budget
more stable from year to year
101
Next Steps
▪March/April
▪City staff develop proposed FY 25-26 expenditure budget
▪If refuse rates will be increased, public notice sent to all property owners
▪April 28
▪City Council receives overview of FY 25-26 Proposed GF Revenue Projections,
GF expenditures by Department.
102
Recommendations
▪Consider and provide direction on the FAB Committee’s
recommendations
▪Provide any other direction to staff as appropriate
▪Provide direction on refuse rates to meet Prop 218 noticing
requirements
103
QUESTIONS/DISCUSSION
104
Honorable [name]
Los Angeles County Supervisor
Los Angeles County Hall of Administration
500 West Temple Street
Los Angeles, CA 90012
Dear Supervisor [name],
Public safety remains the most important issue in our community. As one of the 44 cities that contract
with the Sheriff’s Department for police response and patrol services, we are concerned that the
Sheriff’s Department no longer has sufficient staffing to properly secure our neighborhoods.
At the LA County Board of Supervisors hearing on February 21, Sheriff Luna indicated that the
Department has more than 1,400 vacant deputy positions. He said deputies “are doing 100% of the
work, with only 76% of the personnel.”
We know that our local Sheriff’s station’s leadership is doing the best with the number of deputies they
have available, but our requests for more deputies and less dependency on overtime hours have not
been granted.
We have seen firsthand the physical and mental fatigue our deputy sheriffs are experiencing due to
excessive overtime demands. Many of them work nearly 100 hours of overtime every month. We fear
the next greater crisis will be the loss of deputy personnel to other agencies that offer a better-balanced
workload, where overtime is not a constant mandate but a choice.
Our County will soon be in the global spotlight, hosting the Olympics and World Cup. We don’t want to
send a message to the world to that our communities are not safe due to insufficient deputy positions.
These events should be an opportunity to highlight our cities and county’s strengths, placing them as
premier tourist destinations. With the conditions as they are, we are not confident that our community
has the number of deputy sheriffs available to keep us and our visitors safe.
We urge you to match the sentiments of our Sheriff and call this what it is, a staffing crisis at the Los
Angeles County Sheriff’s Department. Please take immediate steps that will reduce the number of
vacancies and support retention efforts for deputy sheriff positions.
Our community leaders are depending on you to act immediately on this issue and report your progress
so that we can assure our residents and businesses that the Sheriff’s Department’s staffing crisis is on its
way to resolution.
Sincerely
[name]
105
Honorable Janice Hahn
Supervisor, 4th District
Los Angeles County Hall of Administration
500 West Temple Street
Los Angeles, CA 90012
Dear Supervisor Hahn,
Public safety is Lakewood’s top priority, and the ability to maintain it depends on having a fully staffed
Sheriff’s Department. As one of the 44 cities that contract with the Sheriff’s Department for police response
and patrol services, we are deeply concerned about the department’s ongoing deputy shortage, which directly
impacts our residents’ safety.
At the LA County Board of Supervisors hearing on February 21, Sheriff Robert Luna reported that the
department has more than 1,400 vacant deputy positions and is operating at just 76% of its necessary staffing
levels. Our local Sheriff’s station is doing the best it can with limited personnel, but notwithstanding those
efforts, the last couple of years have seen an increase in Part I crimes in Lakewood. Unfortunately, the
moratorium on Sheriff contract augmentation due to the vacancies has prevented us from adding more
Deputies to meet the increase in crime. In lieu of adding Deputies, we’ve had to add non-sworn public safety
resources at quite some expense. However, these resources fall far short of the effectiveness of sworn
Deputies, which we would prefer to add but for the moratorium. Even worse, we have been told that the
moratorium is not likely to be lifted soon.
Our frustration is not just driven by the impact to our community, but also the toll taken on the hardworking
men and women of the Department. The current reliance on mandatory overtime is unsustainable. Many
deputies are working nearly 100 overtime hours each month, leading to exhaustion, burnout, and an increasing
risk of losing trained personnel to other agencies that offer better work-life balance. If this trend continues, the
department will struggle not only to fill existing vacancies but also to retain its remaining deputies.
This staffing crisis is a direct threat to public safety—one that will only be magnified as our County prepares
to host the Olympics and World Cup. The world will be watching, and we must ensure that our communities
are safe and adequately staffed. These global events should showcase Los Angeles as a premier destination,
not expose its law enforcement shortages.
We know that the hiring shortfall is not unique to the Department - it’s a nationwide issue - but it is the burden
of all of our communities and all our responsibility to address. We urge you to take the necessary action to
address this public safety crisis. For Lakewood certainly - and for most cities I would imagine - there is no
higher priority than public safety, and prioritizing the hiring and retention of deputy sheriffs must be at the
forefront of the County’s agenda. We ask that you implement concrete measures to accelerate hiring and
improve retention efforts to ensure that our Sheriff’s Department is fully staffed and prepared to meet the
needs of our communities.
Thank you for your attention to this important matter. I would appreciate the opportunity to follow up with
you in the near future to hear your thoughts on how this issue can be addressed.
Sincerely,
Todd Rogers
Mayor
106
|
ANNETTE C. DELGADILLO
Mayor
PEGGY LEMONS
Vice Mayor
ISABEL AGUAYO
Councilmember
BRENDA OLMOS
Councilmember
VILMA CUELLAR STALLINGS
Councilmember
Dedicated to providing fiscally responsible services that maintain a vibrant community.
facebook.com/CityofParamount instagram.com/paramount_posts youtube.com/CityofParamount
16400 Colorado Avenue • Paramount, CA 90723-5012 • Ph: 562-220-2000 • paramountcity.com
March 21, 2025
Honorable Janice Hahn Supervisor, 4th District
Los Angeles County Hall of Administration
500 West Temple Street
Los Angeles, CA 90012
RE: Public Safety in Paramount
Dear Honorable Supervisor Hahn,
Public safety has always been the City of Paramount’s top priority, and our ability to
maintain it depends on having a fully staffed Sheriff’s Department. As one of the cities
that contracts for police services, we are deeply concerned about the ongoing deputy
shortage, which directly impacts the safety of our residents and businesses.
Sheriff Robert Luna recently reported that the department has over 1,400 vacant deputy
positions and is operating at just 76% of its necessary staffing levels, calling this a crisis.
Our local Sheriff’s station is doing its best with limited personnel. In fact, due to the
dedication of our deputies and the partnership with the City’s non-sworn staff, crime in
Paramount fell in 2024 compared to 2023. However, without adequate Sheriff’s staffing
levels, we are concerned that this positive trend will not continue and crime could increase
in Paramount, thereby nullifying all of our constructive efforts.
As you can imagine, the labor shortage takes a toll on the hardworking men and women
of the Sheriff's Department. The current reliance on mandatory overtime is unsustainable.
We’ve heard that many deputies are logging nearly 100 hours of overtime each month,
leading to exhaustion, burnout, and a potential risk of losing trained personnel to other
agencies that offer better work-life balance. If this trend continues, the department will
struggle to fill existing vacancies and retain its remaining deputies. In Paramount, we are
doing our part. We recently provided Paramount deputies at City expense a Refresh &
Restore Day complete with massages sessions, healthy food alternatives, morale
boosters, and wellness gift bags.
We acknowledge that the hiring shortfall is not unique to the Sheriff’s Department; it is a
nationwide issue that affects all our communities. We respectfully ask that you approve
any measures that enhance recruitment and accelerate the processing of new hires
to the Sheriff’s Department. Doing so would ensure that our Sheriff’s Department is fully
staffed and prepared to meet the needs of our communities.
107
Letter of Support – Public Safety in Paramount
March 21, 2025
Page 2
For Paramount, as for most cities, there is no higher priority than public safety, and we
respectfully ask that the Board of Supervisors prioritize the hiring and retention of deputy
sheriffs. Thank you for your attention to this issue and for your continued leadership in
supporting the 4th District. Please feel free to contact City Manager John Moreno at (562)
220-2225, if you have any questions. We thank you for your time and consideration.
Sincerely,
CITY OF PARAMOUNT
Annette C. Delgadillo
Mayor
CC: Paramount City Council
Marcel Rodarte, Contract Cities Executive Director
108
Agenda Item No.: 13.B
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:SAMANTHA CREW, MANAGEMENT ANALYST
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:RECEIVE AN UPDATE ON THE EMERGENCY OUTDOOR SIREN
NOTIFICATION SYSTEM PROJECT AND STANDARD OPERATING
PROCEDURES
DATE:March 24, 2025
BACKGROUND:
SAFE Network Units, Siren Test Results, and SOP
The City of Rolling Hills has been working closely with HQE Systems, Inc (HQE) to finalize the
installation of the Emergency Outdoor Siren Notification System, a capital improvement project
aimed at enhancing emergency alerting. This project originated from the Block Captain
Communication Project, with strong advocacy from the Block Captains and the Honbo family.
This evening, staff will present the Standard Operating Procedures (SOP) (Attachment A) and
seek City Council recommendations implementing SAFE Units and determining cost
responsibility. HQE, the system vendor, will present an overview of the March 4, 2025 siren
test (Attachment B) and provide technical recommendations, including strategic system
expansion, vegetation management, multi-channel alerting, and enhanced resident education
initiatives. They will also share post-siren test survey results (Attachment C), discuss
strategies for purchasing SAFE Units and will be available to address any follow-up questions
from the Council.
Project Development Timeline
Initial Planning & Feasibility Study (2019-2022)
Funding was allocated to explore various communication platforms for emergency situations.
The City initially tested two-way radios, but they proved ineffective. As a result, the City issued
a Request for Proposals (RFP) to identify alternative solutions. HQE was selected through this
process and conducted a feasibility study on an outdoor mass notification system.
Several installation options were evaluated, with cost estimates ranging from $144,573 to
109
$423,683, depending on the number of poles. After careful review and sound propagation
studies, the City ultimately selected a system utilizing three poles for installation.
Approval & Installation Progress (2023-2024)
The City Council approved funding for the siren system at a cost of $261,000 (Attachment D),
with an optional $13,981 annual maintenance fee. The permitting process required reviews
from both the Rolling Hills Community Association (RHCA) and Los Angeles County Building
and Safety (LACBS).
Following these reviews, RHCA approved a revocable license for siren installation, with a
condition allowing for future integration of a communication antenna if feasible. After receiving
clearance from Southern California Edison, installation work officially began.
System Testing, SOP Development, and SAFE Network Units (2024-2025)
System Testing
Several siren tests were conducted to determine the optimal frequency (500-800Hz) for
effective coverage in Rolling Hills' unique topography. During testing, HQE identified technical
issues related to impedance balance, necessitating additional system reconfiguration.
Most recently, on March 4, HQE conducted a system-wide siren test to evaluate sound output,
performance, and coverage. Prior to the test, an FAQ document (Attachment E) was
distributed to residents via Dwelling Live and included as an attachment in the Alert SouthBay
notification, which was sent the evening before the test. Three sirens were activated
sequentially to measure sound levels at multiple locations. HQE personnel, along with City
staff and Block Captains, were stationed throughout the City to provide real-time feedback on
the various alerts. Following the test, HQE provided a survey, available to residents through
Dwelling Live to gather community feedback. The test results, along with survey responses,
have been compiled into a report prepared by HQE.
SOP
In October 2024, HQE presented the first draft of the SOP to City staff for review. The draft
was evaluated by Rolling Hills City Staff, Chief Kane from the LA County Fire Department,
Captain Guerrero from the Los Angeles Sheriff's Department, and Area G Disaster
Management Area Coordinator (DMAC) Brandy Villanueva.
Following the initial review, staff submitted a revised SOP to the Siren Ad Hoc Committee for
further evaluation and input. Adjustments recommended by the Ad Hoc Committee have been
incorporated. Additionally, based on further recommendations from the Area G DMAC, Brandy
Villanueva, staff made additional revisions to reflect the suggested changes. To ensure clarity,
the most recent updates have been highlighted in yellow for easy reference. This evening,
staff is presenting the SOP to the City Council to receive and file.
SAFE Network Units
Rolling Hills received a Community SAFE Grant (CSG) from HQE (Attachment F), providing a
$30,000+ public safety communications network that operates independently of cellular or AC
power for emergency communication. As part of the grant, HQE is offering up to 2100 indoor
SAFE Units at at-cost pricing, bringing the total public safety enhancements to over $65,000.
Following HQE's presentation this evening, Staff are seeking recommendations from the City
110
Council regarding the establishment of the Standard Operating Procedures (SOP) and are
also looking for direction on the path forward regarding the SAFE Network Units, specifically
whether the cost of the units should be covered by the City or placed on the residents. Council
input will help determine the best approach to integrating these public safety enhancements
within the community.
DISCUSSION:
Standard Operating Procedure (SOP)
Through extensive research and valuable stakeholder feedback, staff are presenting a
Standard Operating Procedure (SOP) to the City Council this evening to receive and file. The
goal of this SOP is to provide a clear, structured framework for the operation, maintenance,
and activation of the City's Emergency Outdoor Siren Notification System, ensuring
consistency and efficiency in emergency response. Staff are presenting the SOP as a living
document, subject to ongoing evaluation and refinement, for the City Council to receive and
file. An Al ert and Warning Standard Operating Procedure Manual, which will provide detailed,
step-by-step procedures for City staff, emergency management personnel, and mutual aid
partners will be forthcoming. Before this manual can be finalized, staff training will be required
to ensure effective implementation.
The SOP was developed by analyzing best practices from established siren protocols in other
municipalities. However, given that every city has unique geographical, environmental, and
operational considerations, adjustments were necessary to align with the specific needs of
Rolling Hills.
Described in the SOP are the potential threats to Rolling Hills and the City's alerting systems
and tools, including outdoor sirens, the SAFE network and units, Everbridge (Alert SouthBay),
Wireless Emergency Alerts (WEA), and RHCA's Dwelling Live. The SOP also defines roles
and responsibilities, with the Incident Commander holding ultimate authority over evacuation
warnings and orders, while the City Manager is responsible for activating public alerts. The
pending Alert and Warning Standard Operating Procedure Manual will establish a succession
plan, ensuring trained City staff have the capability and authority to activate the outdoor siren
system when needed. As in an Emergency Operations Center (EOC) activation, City staff are
legally required to serve as disaster service workers under California law.
As the City begins utilizing and testing the siren system, further practical insights will emerge
regarding system performance, community response, and operational best practices. These
real-world applications will provide a more comprehensive understanding of the system’s
effectiveness, allowing staff to refine procedures, incorporate lessons learned, and enhance
response strategies over time. Staff will continue to monitor the system performance, gather
community feedback, and collaborate with emergency response partners to ensure the SOP
remains up-to-date, adaptable, and aligned with the City's public safety objectives.
SAFE Network Units
Staff is seeking direction on the best path forward regarding the funding and implementation of
the SAFE Network Units. A key consideration is whether the cost of these public safety
enhancements should be fully covered by the City, passed entirely to residents, or approached
through a cost-sharing model such as a subsidy or partial reimbursement program.
111
Council input is essential in determining the best approach to implementing these units within
the community. If the City assumes full or partial financial responsibility for the units, several
logistical and policy questions arise, including ownership and transferability. For instance, if a
homeowner who has received a city-funded unit moves, would they be required to return the
unit to the City, or would ownership transfer to the new occupant? Additionally, if the City
retains ownership, what mechanisms would be in place to track and manage the units over
time?
One potential advantage of having residents purchase the units themselves is that it
eliminates any ownership and management concerns for the City. With this approach, the City
would not need to coordinate, store, or track the units, and responsibility for maintenance and
replacement would rest solely with the homeowners. Additionally, this would ensure that if a
resident moves, the unit remains their property without requiring any return or transfer
process.
This evening, the vendor is present to provide an overview of how their website can facilitate a
seamless purchasing process for residents. Their platform would allow individuals to
independently acquire SAFE Units, streamlining the process and reducing the administrative
burden on the City.
FISCAL IMPACT:
The potential fiscal impact to the City depends on whether the City assumes the cost of the
SAFE Network Units or if the expense is passed on to residents.
HQE has offered at-cost pricing for the SAFE Unit, up to 2100 Units (originally 700 Units).
At-costs pricing per Unit - $92.84, before other direct costs (8.75% tax, shipping/handling).
MSRP per Units - $142.95, before other direct costs (8.75% tax, shipping/handling).
Considerations:
If the City covers the full cost, the total fiscal impact would depend on the number of units
provided. For example, if 2,100 units were distributed, the total cost would be $210,000.
If the City subsidizes a portion of the cost, the financial impact would vary based on the
level of subsidy offered.
If residents are responsible for purchasing their own units, there would be no direct cost
to the City.
HQE awarded the City of Rolling Hills a Community SAFE Grant (CSG). This grant includes
the installation of the SAFE Network System. The open market value of the grant exceeds
$30,000.
CONCLUSION
Establishing a clear framework for funding, ownership, and accountability will be crucial in
ensuring the long-term success and sustainability of this initiative. Council guidance on these
issues will help shape a policy that balances public benefit with fiscal responsibility.
In summary, staff is requesting the City Council to take the following actions:
1. Receive and file the Alert and Warning Standard Operating Procedure (SOP)
2. Receive and file a status update on the Siren Project
112
3. Provide direction on the SAFE Network Units and determine the preferred funding
approach for deploying SAFE Network Units within the community by selecting one of
the following options:
Option A: The City fully covers the cost of the units.
Option B: Residents are responsible for covering the full cost of the units.
Option C: A cost-sharing approach is implemented, such as a subsidy program or
partial reimbursement model t to distribute the financial responsibility between the
City and residents.
RECOMMENDATION:
Receive and file SOP. Provide direction on implementing SAFE Units and determining cost
responsibility.
ATTACHMENTS:
Attachment A - PS_EMP_241216_SIR_SOP_F(V-1).pdf
Attachment B - PS_SIR_250324_TEST_SUMMARY_250304.pdf
Attachment C - PS_SIR_250324_TEST_SURV_250304.pdf
Attachment D - CL_AGN_230706_HQE_SirenInstallation_F_A2_E.pdf
Attachment E - PS_SIR_250228_HQE_OutdoorSystem_FAQs.pdf
Attachment F - PS_SIR_250324_HQE_SAFE_GRANT.pdf
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PS_EMP_241216_SIR_SOP_F(V-1)
City of Rolling Hills
Alert and Warning Standard Operating Procedure (SOP)
114
PS_EMP_241216_SIR_SOP_F(V-1)
1. PURPOSE
The purpose of this Standard Operating Procedure (SOP) is to establish clear, effective protocols for
issuing emergency alerts and warnings to protect the safety of residents and visitors within the City of
Rolling Hills. This document details the systems used, the responsible personnel, and the procedures for
issuing alerts in the event of various types of emergencies, ensuring timely and accurate communication
during situations that pose imminent threats to life or property. The SOP is intended for use by City
staff, including emergency management and mutual aid partners, and serves as a guide to ensure that
the appropriate actions are taken based on the nature and severity of the emergency.
The SOP will focus on the utilization of the Everbridge mass notification system, which is deployed
through the City’s Alert SouthBay partnership. It will also cover the use of Genasys, the Rolling Hills
Community Association (RHCA) Dwelling Live system, and the newly installed outdoor warning sirens.
These systems are integral to the City’s emergency response infrastructure, enabling rapid and broad
dissemination of critical information to the public. This procedure outlines when and how to activate
these systems for various emergency scenarios, including natural disasters, civil disturbances, and public
health emergencies.
2. SCOPE
This SOP applies to all departments and personnel within the City of Rolling Hills involved in the
planning, execution, and management of public alerts and warnings. The procedure covers both internal
coordination among City officials and the external dissemination of alerts to the public via multiple
channels, including the Everbridge mass notification system, outdoor warning sirens, the Rolling Hills
Community Association’s Dwelling Live and coordination with media outlets. It also addresses
coordination with neighboring jurisdictions as part of the Alert SouthBay initiative to ensure consistency
and effectiveness in the dissemination of emergency information. Additionally, the Alert and Warning
Standard Operating Procedure Manual outlines step-by-step procedures for city staff, emergency
management personnel, and mutual aid partners to follow.
This document covers a wide range of primary and secondary threats specific to the City of Rolling Hills’
geographic location, including:
Primary Threats:
Wildfire Land Movement Earthquake Aftershock Utility
Disruptions
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PS_EMP_241216_SIR_SOP_F(V-1)
Secondary Threats:
Heavy
Rain
Heavy
Wind
Mudslides Thunderstorm Public
Health
Civil
Unrest
Each threat type will trigger specific alert protocols, which are designed to notify residents and visitors
promptly and to provide clear, actionable guidance for ensuring safety.
3. THREAT OVERVIEW
The City of Rolling Hills faces several key threats that require tailored alert protocols, including primary
and secondary threats.
Primary Threats:
Wildfire
Due to the City’s proximity to brush and wilderness areas, wildfires are a significant threat. The Palos
Verdes Peninsula, including Rolling Hills, is designated as a Very High Fire Hazard Severity Zone by the
State of California Department of Forestry and Fire Protection. Wildfires can spread rapidly, requiring
swift evacuation and sheltering procedures to protect life and property. Dry conditions combined with
high winds can intensify these threats.
Land Movement
Historically, Rolling Hills has seen slow land movement and sinkholes occur within the City. Weather and
unstable areas can increase the risk of landslides. If roads become compromised, residents could
become isolated, due to the many cul-de-sacs within the City.
Earthquake
Located in Southern California, the City is prone to seismic activity. Earthquakes can occur without
warning and result in severe structural damage, fires, and hazardous material releases.
Aftershock
Aftershocks, which follow major earthquakes, also present significant risks and require immediate
response.
Utility Disruptions
An interruption or failure in the essential services that supply electricity, water, gas, or
telecommunications to a community can have a destabilizing impact on a community. These disruptions
can be caused by various factors, including natural disasters (such as wildfires, earthquakes, land
movement or storms), infrastructure failures, maintenance work, or emergency situations. Power
116
PS_EMP_241216_SIR_SOP_F(V-1)
outages, public safety power shutoff (PSPS), water service interruptions, gas supply disruptions and
telecommunications failures are all forms of utility disruptions.
Secondary Threats:
Heavy Wind
The City occasionally experiences extreme wind conditions, which can result in downed power lines,
falling trees, and flying debris. Winds exacerbate wildfire risks and make it more challenging to evacuate
or to respond to emergencies.
Heavy Rain
When an area sees a high amount of precipitation in a short period of time, flooding can occur. If rain is
heavy or prolonged the soil struggles to absorb the water efficiently and may overwhelm water
infrastructures. Roads may become compromised, and homes may see damage. Flooding is the most
common disaster in the United States.
Mudslide
During heavy rainstorms or after earthquakes, the hillsides surrounding the City are at risk of
destabilization, leading to mudslides. These events can block roads, damage property, and pose life -
threatening hazards to anyone in the affected areas.
Thunderstorm
Thunderstorms in Rolling Hills can bring heavy rain, lightning, strong wi nds, and hail, posing risks like
flash floods, fires from lightning strikes, and power outages. These storms can also down trees and
power lines, creating hazardous conditions. While typically brief, thunderstorms can escalate quickly,
requiring fast response to ensure public safety.
Public Health Emergencies
Pandemics and other public health crises, such as disease outbreaks, and unsafe water quality require
mass communication to ensure the public is aware of safety protocols, medical guidelines, and resource
availability.
Civil Unrest
Although less common, civil unrest, active shooter situations or disturbances may occur, requiring
shelter-in-place orders or guidance to avoid certain areas for public safety.
4. ALERT SYSTEM AND TOOLS
The City of Rolling Hills has alert systems and tools that require electricity, cellular signal, or access to
the internet during an emergency. These alert systems include Everbridge Mass Notification System (via
Alert SouthBay). The City of Rolling Hills may experience power and cellular outages during emergencies
including Public Safety Power Shut-off (PSPS) incidents, adverse weather conditions, and heightened fire
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conditions. Outdoor Warning Sirens are designed to notify residents when there is disruption to
electrical power and cellular systems and operate using solar power and battery-backup capability. Due
to the nature of an Outdoor Warning Siren, indoor audibility can vary. The Outdoor Warning Siren
should be considered as a secondary warning method to be used with the City’s primary notification
system, Everbridge, when evacuation is imminent.
The City of Rolling Hills utilizes their alert systems that are coordinated and deployed based on the type
and severity of the emergency. The two systems, Everbridge Mass Notification System and Outdoor
Warning Sirens, are discussed below.
4.1 Everbridge Mass Notification System (via Alert South Bay)
The Everbridge system allows for rapid dissemination of alerts through multiple communication
channels, including phone calls, text messages, and emails. This system is employed for a wide range of
emergencies, from weather advisories to evacuation warnings and orders.
● Primary Use Cases: Imminent threats to life or property, mandatory evacuation orders, and
public safety announcements (such as shelter-in-place orders or road closures).
● Capabilities: Geographically targeted messaging, the ability to update information quickly, and
real-time analytics on message delivery and response rates.
The Everbridge system is integrated with the broader Alert SouthBay initiative, enabling coordination
with neighboring jurisdictions to ensure consistent messaging across City boundaries during region-wide
emergencies.
4.2 Wireless Emergency Alerts (WEA)
WEA alerts are government-issued, geographically targeted messages sent to mobile devices to inform
the public about critical emergencies. These alerts are designed to warn people about imminent threats,
such as severe weather events, natural disasters, public safety emergencies, AMBER Alerts, and national
security threats. WEA alerts do not require users to opt in and are broadcast through cell towers to
reach affected areas, even if phone lines are congested. The alerts are issued by authorized government
agencies, such as the National Weather Service (NWS), local emergency management, and public safety
officials.
4.3 Outdoor Warning Sirens
The City has installed three strategically placed outdoor warning sirens to provide auditory alerts in the
event of life-threatening emergencies.
Locations
• City Hall – 2 Portuguese Bend Road
• Fire Station – 12 Crest Road West
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• Crest Road East Gate – 3960 Crest Road East
The sirens can broadcast clear, high-decibel tones followed by voice messages that provide specific
instructions to situations that pose immediate risk to life or require evacuation including:
Use Cases: Wildfires, land movement, earthquakes and aftershocks, mudslides, heavy winds, heavy
rains, thunderstorms, tsunamis, public advisements including public health, and civil unrest conditions
that pose immediate risk to life or require evacuation.
● Features: Each siren is equipped with a tone alert and a clear voice broadcast messaging system
that can be heard across large outdoor areas. Siren tones are followed by live or pre-recorded
voice messages with instructions.
● SAFE Network System: This system is a public safety communications network designed to
operate independently of cellular or AC power. It ensures uninterrupted communication
between the City’s leadership and residents, even during catastrophic events when traditional
communication methods fail. The system operates through a decentralized, self-sustaining
framework that uses advanced radio frequency technology to maintain reliable communication.
● Indoor SAFE Units for Homes: SAFE Units are compact, easy-to-install, ADA compliant devices
designed to provide emergency alerts and critical information directly within residents’ homes.
These units serve as a vital link in the communication chain, ensuring that even during
widespread outages or disasters, households remain informed and connected to City leadership
and emergency services. The units are designed to operate with standard A.C. power and
include a rechargeable backup battery.
*When electricity and cellular signals are available, the Outdoor Warning Sirens will be used
alongside Everbridge to ensure that people outdoors, as well as those indoors with mobile
phones, and or other emergency communication devices receive critical information.
5. ROLES AND RESPONSIBILITIES
Effective execution of this SOP requires a clear delineation of roles and responsibilities among City
departments and officials.
5.1 Incident Commander (IC)
The Los Angeles County Fire Department Incident Commander holds ultimate authority over the need
for evacuation alerts and warnings. Responsibilities include:
● Tactical and operational responsibility or incident management, including the ability to activate
sirens and other warning systems when the immediacy of the threat requires it for the
protection of residents’ lives.
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5.2 City Manager (CM)
The City Manager or designated person holds authority over the activation of public alerts and warnings.
Responsibilities include:
• In coordination with the IC, ensuring timely decision-making regarding evacuations, shelter-in-
place orders, or other necessary actions during emergencies.
• Authorizing the use of Everbridge and outdoor warning sirens.
• Coordinating with the Emergency Operations Center (EOC) and other City partners to ensure
appropriate response and resource allocation.
• Notifying utility partners.
5.3 City Council (CC)
The City Council plays a key role in policy decisions. The Council will provide direction and guidance to
the City Manager. In an emergency the City Council may:
• Develop and recommend emergency mutual aid plans and agreements.
• Adjust ordinances, resolutions, rules and regulations as are necessary to implement such plans
and agreements.
• Implement other emergency measures.
5.4 Emergency Services Coordinator (ESC)
The Emergency Services Coordinator is responsible for overseeing the technical and operational aspects
of public alerts. This includes:
● Monitoring weather reports, seismic data, and other indicators of potential threats.
● Coordinating with Alert SouthBay to disseminate accurate, timely information via Everbridge.
● Ensuring that the outdoor warning sirens are tested regularly and remain operational.
5.4 Public Information Officer (PIO)
The Public Information Officer is tasked with drafting and reviewing all public messaging before
dissemination to ensure clarity and accuracy. Specific responsibilities include:
● Drafting messages for Everbridge and the outdoor sirens based on pre-scripted templates.
● Preparing City Council talking points.
● Serving as the liaison with news outlets, public relations firm, and ensuring accurate information
is relayed through official channels.
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5.6 Rolling Hills Community Association (RHCA)
The RHCA plays a key role in supporting the City's emergency response infrastructure. Responsibilities
include:
● Assisting the City in the preparation of evacuation routes and execution of evacuation.
● As an additional resource to the City, calling Southern California Edison for downed power lines,
and attending to fallen trees, and other hazards caused by high winds or earthquakes.
● Messaging residents on Dwelling Live at the City Managers request.
● Unlocking the closed Crest Gate as an evacuation exit.
5.5 Rolling Hills Emergency Operations Center (EOC) organizational chart
6. ALERT ACTIVATION PROCEDURES
The activation of alerts is critical for ensuring public safety during emergencies. The decision to activate
alerts is based on the nature of the threat, the population affected, and the time available to respond.
The following outlines the procedure for activating both the Everbridge system and the outdoor warning
sirens. Please see Appendix B – Advisory, Warning, and Order Guidelines for alerting.
6.1 Everbridge Alerts
Activation of Everbridge involves several key steps to ensure accurate and timely dissemination of
information:
● Step 1: Threat Identification
The IC or ESC will assess the threat level and geographic area impacted, taking into
consideration reports from local, state, and federal agencies (e.g., National Weather Service,
USGS).
Incident
Commander
(IC)
Operations Planning Logistics Finance
Public Information
Officer (PIO)(ESC)
Policy Group
(CC) EOC Director
(CM)
EOC Coordinator
(ESC)
Legal Advisor
(City Attorney)
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● Step 2: Message Drafting
Using pre-scripted templates, the ESC or PIO will draft a message tailored to the specific
emergency, providing clear instructions to the public on what actions to take. The message will
include source information, details about the threat, protective actions, and the expected
expiration of the alert.
● Step 3: Authorization
The drafted message will be reviewed and approved by the City Manager or ESC. In a major
event, the Area G DMAC and the Alert SouthBay Coordinator will also be consulted with.
● Step 4: Message Dissemination
Once authorized, the ESC will activate the Everbridge system through the Alert SouthBay
platform, ensuring that the message is distributed via all available communication channels,
including text, email, phone calls, and social media.
6.2 Outdoor Warning Siren Activation
The outdoor warning sirens are primarily used for emergencies and are most useful in situations where
there has been loss of electrical service. The following steps are used to activate the sirens:
● Step 1: Assess the Need for Siren Activation
The IC will determine when an evacuation is necessary.
● Step 2: Activation
If evacuation is required, the CM or designee will activate the sirens through the central control
system. They will select the appropriate siren sound and pre-recorded message. *Refer to the
Alert and Warning Standard Operating Procedure Manual for detailed instructions.
● Step 3: Genasys and Everbridge
The ESC will send an Everbridge notification and update Genasys according to instructions given
by the IC.
● Step 4: Issue Follow-Up Instructions
After the sirens are activated, the ESC or PIO will ensure that additional instructions are
disseminated through Genasys and Everbridge, including specific guidance on evacuation routes,
shelter-in-place instructions, and emergency shelters.
*
7. MESSAGING GUIDELINES
2. CM or
Designee
Activates
Siren
1. IC
Orders
Evacuation
3. Alert via
Everbridge
& Genasys
Update
4. ESC will
provide
Follow-up
Instructions
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Effective emergency communication requires clear, concise, and consistent messaging. The following
guidelines apply to all public alerts issued by the City of Rolling Hills.
7.1 Pre-scripted Messages
Pre-scripted messages enable alerts to be delivered promptly while ensuring they contain all essential
information. However, if an incident is not covered by the pre-scripted messages, alerts can be created
in real-time at the discretion of the CM or their designee. Each message will include the following
components:
● Source: Clearly identify that the message is from the City of Rolling Hills.
● Threat Description: Provide a brief but detailed explanation of the emergency (e.g., "Mudslide
imminent in the [area].").
● Protective Actions: Instruct the public on what actions to take, such as "Evacuate immediately
using Palos Verdes Drive."
● Expiration Time: Inform the public when they can expect updates or when the alert will expire.
Refer to Appendix A for pre-scripted message templates.
7.2 Language Accessibility
To ensure all residents, including non-English speakers and those with access and functional needs, can
understand and act on the alerts, all messages will be:
● Translated into Spanish and other commonly spoken languages in the region, as required by
Senate Bill 1078.
● Written in simple, non-technical language to avoid confusion.
8. COORDINATION AND COMMUNICATION
In large-scale emergencies, effective communication between the City of Rolling Hills and neighboring
jurisdictions is crucial to prevent confusion and conflicting messages. Coordination efforts include:
● Inter-Agency Coordination
The City of Rolling Hills will coordinate with neighboring jurisdictions as part of the Alert
SouthBay partnership. This ensures consistent messaging across City boundaries and facilitate
mutual support for evacuation efforts, sheltering, and public information dissemination.
● Media Engagement
The PIO will maintain close contact with local news outlets to provide real -time updates and
ensure accurate information is broadcasted to the public. Press releases will be coordinated
with neighboring jurisdictions to present a unified message.
● Residents
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The City of Rolling Hills will provide on-going communication with residents during the
emergency using Alert SouthBay, the City of Rolling Hills website, RHCA Dwelling Live and other
means (e.g. local television, radio, etc.).
• Non-Emergent Communication
The City website will have a siren page which will list frequently asked questions (FAQs). The
siren page will also present an educational video along with other pertinent information.
Additionally, the City’s Blue Newsletter will have a dedicated section that will remind residents
of the siren’s monthly testing and will refer to the City’s website siren page for more
information.
9. TESTING AND MAINTANANCE
Monthly siren tests have several purposes. These include verification that the siren is functioning,
enabling listeners to learn the sounds used by outdoor warning sirens, and providing a trigger for
immediate action drills by people at home. The following outlines the testing protocols for both the
outdoor warning sirens and the Everbridge system.
9.1 Monthly Siren Test
The City of Rolling Hills will conduct tests of the outdoor warning sirens at the discretion of the CM. The
tests will ensure that the sirens are operational and that the public is familiar with the sound and
purpose of the sirens.
The test sequence is as follows:
1. 30-second tone to signal the start of the test.
2. Voice Announcement: “This is a test of the City of Rolling Hills' Outdoor Warning Sirens. In the
event of an emergency, the sirens will broadcast emergency alerts, providing details of the
situation and instructions. This is only a test."
3. 30-second tone following the voice announcement.
Pre-test protocol includes the following steps:
• Notify Rolling Hills residents announcing the test via Alert South Bay, the Blue Newsletter and
Dwelling Live.
• Send a form letter email to the ESC of City of Lomita, Palos Verdes Estates, Rancho Palos Verdes,
Rolling Hills Estates and Torrance, announcing each monthly test the day prior to the actual test.
Also send the email to:
- The Captain and Rolling Hills assigned Deputy from the Lomita Sheriff’s Station,
- Division I Assistant Chief of the Los Angeles County Fire Department (LACOF) and
Community Services Liaison,
- The Rolling Hills Fire Station,
- Alert SouthBay Administrator,
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- Area G DMAC,
- Rolling Hills Community Association Manager and Gate Supervisor,
- Palos Verdes Peninsula Unified School District (PVPUSD),
- Miraleste Intermediate School,
- Peninsula Heritage School,
- Dapplegray Elementary School.
• Everbridge alert will be delivered two (2) hours prior to the test. This pre-scripted message
should include the location, date, time and the duration of the test. Also, state that this is a test
only and that no action is required.
9.2 Cancelation of Monthly Test
If, on the day of the siren test, the National Weather Service forecasts a threat of actual severe weather
to the area within the six (6) hours prior and through the six (6) hours following the siren test, the test
should be cancelled. Looming severe weather or other developing emergency situations are appropriate
reasons to cancel siren tests to reduce public confusion. Cancellation reassures people that officials are
actively monitoring developing situations and making appropriate adjustments when needed.
Required actions:
• Notify neighboring jurisdictions and recipients of the form letter email.
• Send out an Everbridge notification to all residents stating that the test has been cancelled.
9.3 Staff Training
All personnel responsible for managing and activating alert systems will participate in regular training
sessions. This includes hands-on training with the Everbridge platform, protocols for issuing alerts, and
operation of the outdoor siren system. Quarterly Everbridge training is required to maintain system
access, while city staff will receive annual siren system training, with refresher courses provided after
significant updates or changes to the alert systems.
9.4 Residents Training
All residents should receive on-going education in Rolling Hills emergency notifications. This training
should include both SouthBay Alert and the Outdoor Siren System. Training should include how they
will be notified when there is electrical power and cellular service, and when there is no power or
cellular service. The Evacuation Procedures - Quick Reference Guide should be included in the training
materials. Ideally, the training material should be a video and posted on the City of Rolling Hills website
so that all residents, new and old, can view and learn about the emergency notification systems.
9.5 Revision of SOP
Identify if revisions to the SOP are necessary. If there is a need, required actions include:
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• Propose changes
• Gather feedback from stakeholders
• Incorporate changes
• Submit the revised SOP to the City Manager for approval
• Communicate and train relevant personnel
• Keep thorough documentation of the revision process for compliance purposes
• Review periodically
CONTACT INFORMATION FOR PUBLIC ALERTS
Residents seeking additional information about the City's alert and warning systems can visit the City of
Rolling Hills' official website at https://www.rolling-hills.org/ or contact the Emergency Service
Coordinator, Samantha Crew, at the City Hall at 310 377-1521
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APPENDIX A - PRE-SCRIPTED MESSAGE TEMPLATES
This appendix contains pre-scripted message templates for each major emergency scenario, including
primary and secondary threats to Rolling Hills. Each template is designed to provide clear, actionable
information to the public, ensuring that residents and visitors can take immediate steps to protect
themselves during an emergency.
Alert Templates
Primary Threat Advisory Warning Order
Wildfire
"Advisory: Fire danger is
high today due to dry
conditions. Avoid outdoor
burning or activities that
could spark a fire. Be vigilant
and monitor conditions."
"Warning: A wildfire is
burning near [specific
area]. Conditions are
favorable for the fire to
spread. Be prepared to
evacuate if necessary."
"Order: Wildfire
approaching [specific area].
Evacuate immediately using
[specific route]. Emergency
shelters are open at
[location]."
Land Movement
"Advisory: Increased risk of
landslides due to recent
weather. Avoid steep,
unstable areas."
"Warning: Landslide risk
elevated in [specific area].
Be ready to evacuate if the
situation worsens."
"Order: Landslide occurring
in [specific area]. Evacuate
immediately and follow
designated evacuation
routes."
Earthquake
"Advisory: (Post event)
There was an earthquake.
Time to check your
surroundings and your
emergency supplies."
N/A (No watch equivalent
for earthquakes as they
are sudden events)
"Order: Major earthquake
reported. Expect
aftershocks. Avoid damaged
structures and roads. Follow
official instructions for
safety."
Aftershock
"Advisory: Small aftershocks
may occur following today’s
earthquake. Inspect
buildings for damage and
prepare for larger
aftershocks."
N/A
"Order: Aftershock has
occurred following the
initial earthquake. Avoid
entering buildings until they
are declared safe. Follow
evacuation orders if issued."
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Secondary Threat Advisory Warning Order
Mudslide
"Advisory: Heavy rains have
loosened the hillsides. Be
aware of the potential for
small mudslides in
vulnerable areas."
"Warning: Mudslide risk is
elevated due to ongoing
rain. Be ready to evacuate
from hillside areas if
conditions worsen."
"Order: Mudslide imminent
in [specific area]. Evacuate
immediately. Use [route] to
exit the area. Shelters
available at [location]."
Heavy Winds
"Advisory: Strong winds
forecasted. Secure loose
outdoor items and be
cautious while driving."
"Warning: High winds
could down trees and
power lines in [specific
area]. Prepare for possible
outages and road
closures."
"Order: Dangerous winds in
[specific area]. Stay indoors,
avoid travel, and be
prepared for power
outages."
Heavy Rains
"Advisory: Heavy rainfall
expected. Localized flooding
possible. Avoid low-lying
areas and secure outdoor
items."
"Warning: Heavy rains
may lead to flooding in
[specific areas]. Be ready
to evacuate if necessary."
"Order: Flash flooding in
[specific area]. Evacuate
immediately and avoid
flooded roads. Seek higher
ground."
Thunderstorm
"Advisory: Thunderstorms
expected this evening.
Monitor weather updates
and avoid outdoor
activities."
"Warning: Severe
thunderstorms possible in
[specific area]. Be
prepared for heavy rain,
hail, and lightning."
"Order: Severe
thunderstorms in [specific
area]. Seek shelter
immediately. Avoid outdoor
activities and travel."
Tsunami N/A (No advisory equivalent
for tsunamis)
"Warning: Tsunami watch
issued for coastal areas.
Monitor updates and be
prepared to move to
higher ground."
"Order: Tsunami warning in
effect. Evacuate
immediately to higher
ground. Avoid coastal areas
and follow evacuation
routes."
Public Health
"Advisory: Public health
officials have identified an
increase in flu cases. Practice
good hygiene and stay home
if sick."
"Warning: Public health
officials warn of an
escalating pandemic.
Prepare for potential
restrictions and monitor
health updates."
"Order: Public health
emergency declared. Follow
health guidelines, avoid
public gatherings, and stay
updated for further
instructions."
Civil Unrest
"Advisory: Large gatherings
planned in [specific area].
Remain cautious and avoid
the area if possible."
"Warning: Civil unrest is
possible in [specific area].
Be prepared for potential
disruptions or road
closures."
"Order: Civil unrest
occurring in [specific area].
Shelter in place and avoid all
public areas until further
notice."
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APPENDIX B: ADVISORY, EVACUATION WARNING, and EVACUATION ORDER
GUIDELINES
This appendix outlines the procedures and guidelines for issuing various levels of alerts, including
Advisory, Evacuation Warning, and Evacuation Order. Each alert type is defined, with instructions on
how to activate the appropriate alert systems, as well as the responsibilities of City officials in
responding to each scenario. These guidelines ensure consistent, clear communication during
emergency situations that threaten life or property.
1. DEFINITION AND DIFFERENCES
1.1 Advisory
An advisory is issued when a hazardous weather or hydrologic event is occurring, imminent, or likely.
Advisories are for less serious conditions than warnings, that cause significant inconvenience and if
caution is not exercised, could lead to situations that may threaten life or property.
Examples of Advisories:
● Wind Advisory - Issued when strong winds (but below warning levels) could cause hazardous
conditions.
● Heat Advisory - Issued when high temperatures pose a risk of heat-related illnesses.
Use of Alert Systems:
● At the discretion of the CM, the City could utilize Everbridge or Dwelling Live to issue an advisory
notification.
Responsibilities:
Step 1 – CM to determine whether an advisory notification should be issued.
Step 2 – If directed by the CM, the ESC/PIO will prepare the appropriate messaging for distribution via
Everbridge or Dwelling Live.
1.2 Evacuation Warning
A warning means that it is time to prepare to leave your home and the area. Gather your family, pets,
basic needs and important paperwork and listen for instructions from emergency responders. If you
have special medical needs or have limited mobility, you should prepare to leave the area when an
evacuation warning is issued. Those with horses or large animals should also begin to evacuate.
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Examples of Evacuation Warning Conditions:
● Wildfire Evacuation Warning - Issued when wildfire is spreading in the area but has not yet
reached residential zones.
● Mudslide Evacuation Warning - A storm is forecasted to cause mudslides, and there is a
possibility that certain areas may need to be evacuated.
Use of Alert Systems:
● Everbridge: An Evacuation Warning should be sent via Everbridge, notifying residents of the
potential need to evacuate. The message will advise residents to prepare for possible
evacuation by packing essential items, arranging transportation, and staying informed about
further developments. If residents have (large) animals, children or need additional time, this is
the time to leave.
● Outdoor Sirens: Outdoor warning sirens are generally not activated for an Evacuation Warning.
However, if there is no power or no cellular service, the sirens will be used to signal immediate
action.
Responsibilities:
Step 1 - IC will issue an Evacuation Warning.
Step 2 – After consulting with the IC the CM or designee will:
In the case of an evacuation warning - Issue an evacuation warning through Everbridge.
*Block Captains are required to take care of themselves and their families first. If they have
time, they may assist by communicating with residents directly to help them understand the
warning and encourage preparation.
Evacuation Warning Example:
"Evacuation Warning: Due to the nearby wildfire, residents in the [specific area] should prepare to
evacuate. Gather essentials, prepare and be ready to leave if conditions worsen. If you have (large)
animals, children or need additional time, this is the time to leave. Stay informed by monitoring City
alerts and emergency notifications."
2.2 Evacuation Order
An order is a directive from the Departments of Sheriff or Fire to leave your home or business
immediately. Failure to follow an evacuation order may result in endangerment to the lives of others,
personal injury, or death. Once you have left the area you will not be able to return until the order has
been lifted.
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Examples of Evacuation Order Conditions:
● Wildfire Evacuation Order - Actively threatening homes, and residents must evacuate
immediately to avoid harm.
● Mudslide Evacuation Order – A mudslide has occurred, or is imminent, and poses an immediate
danger to homes and roads in the area.
Use of Alert Systems:
● Everbridge: An Evacuation Order must be sent immediately via Everbridge, providing clear,
direct instructions to evacuate without delay. The message will specify evacuation routes,
shelters, and other critical information.
● Wireless Emergency Alerts (WEA): Authorities can send WEA alerts to any WEA-enabled mobile
device in a locally targeted area. Alerting authorities who are authorized to send WEAs include
state, local, tribal, and territorial public safety officials, the National Weather Service, the
National Center for Missing and Exploited Children and the President of the United States.
● Outdoor Sirens: Outdoor warning sirens will be activated during an Evacuation Order to alert all
residents in the affected area. Sirens will be followed by voice messages with specific evacuation
instructions, including designated routes and shelters.
Responsibilities:
Step 1 - The IC will issue the Evacuation Order.
Step 2 - The CM will authorize the activation of outdoor warning sirens based on the advisement of first
responders. The decision must be made quickly to minimize the risk to residents.
Step 3 - The CM will contact the RHCA Manager and Gate Supervisor and notify them of the evacuation
routes to be used and also to ensure the locked Crest gate is open for evacuation.
Step 4 - The ESC will coordinate with emergency response teams to ensure that evacuation routes are
clear and safe.
Step 5 - The PIO will draft and disseminate the Evacuation Order message, including evacuation routes,
safe areas, and shelters. The PIO will also provide updates on social media and through media channels.
*Block Captains must evacuate.
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Evacuation Order Example:
"Evacuation Order: Wildfire is approaching [specific area]. Residents must evacuate immediately. Use
Palos Verdes Drive for evacuation. Emergency shelters are open at [location]. Follow instructions from
emergency personnel. This is a mandatory evacuation."
3. MESSAGING GUIDELINES FOR EVACUATION ALERTS
3.1 Language and Clarity
● Messages must be clear and concise to ensure rapid comprehension by all residents. Avoid
technical jargon, and provide instructions in simple, actionable terms.
● Evacuation warnings and orders should always include the following:
○ Source: Identify the City of Rolling Hills as the official source of the message.
○ Location: Clearly specify the affected areas and neighborhoods.
○ Action: Provide specific instructions, such as “prepare to evacuate” for warnings or
“evacuate immediately” for orders.
○ Routes and Shelters: Include evacuation routes and available shelters when
appropriate.
○ Updates: Inform residents when they can expect the next update or where they can get
ongoing information.
3.2 Language Accessibility
● All evacuation warnings and orders should be translated into Spanish and other commonly
spoken languages in the City of Rolling Hills.
● Messages should be accessible to individuals with disabilities, ensuring compliance with the
Americans with Disabilities Act (ADA).
4. KEY DIFFERENCES BETWEEN EVACUATION WARNING AND
EVACUATION ORDER
Alert Type Description Action Required Use of Alert Systems
Evacuation
Warning
A potential threat to
life/property, voluntary
evacuation recommended.
Residents should prepare to
evacuate and take
precautions, but evacuation
is not mandatory. Residents
with animals (large), children
or those that need additional
time should evacuate now.
Everbridge alert; sirens are
not activated unless there is
no power or cell service.
Then, sirens must be used.
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Evacuation
Order
Immediate threat to
life/property, mandatory
evacuation required.
Residents must evacuate
immediately to ensure their
safety.
Everbridge alert; outdoor
sirens activated with voice
messages providing
evacuation instructions.
5. RESPONSIBILITIES OVERVIEW FOR EVACUATION ALERTS
Role Evacuation Warning Evacuation Order
Incident Commander/
City Manager
IC issues Evacuation Warning/CM
or designee issues emergency
notifications.
IC issues Evacuation Order/CM or
designee activates sirens and issues
emergency notifications.
Emergency Services
Coordinator
Sends alerts and monitors
conditions.
Sends alerts and coordinates
evacuation efforts, ensures routes
are clear.
Public Information Officer
(PIO)
Drafts the Evacuation Warning
message for Everbridge.
Drafts the Evacuation Order,
coordinates with media and social
and develops talking points.
Block Captains
Assists with preparedness efforts in
neighborhoods only if their families
and personal obligations are
addressed.
If there is an order to evacuate
Block Captains are instructed to
leave the city.
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City of Rolling Hills - Rolling Hills SPL Survey Results
Date of Test: March 7, 2024
Test Conducted by: HQE Systems, Inc.
Prepared for: City Manager, City of Rolling Hills
1. Introduction
This report provides a comprehensive technical analysis of the Sound Pressure Level (SPL) performance
validation test conducted by HQE Systems, Inc. on March 4, 2025, in the City of Rolling Hills. The purpose
of this test was to:
● Validate the outdoor warning sirens' sound output against factory specifications under
real-world conditions.
● Assess the influence of Rolling Hills’ complex terrain and environmental factors on sound
propagation.
● Identify potential coverage variations due to terrain, vegetation, or placement constraints.
● Confirm that the siren system is fully operational and capable of delivering effective outdoor
notification.
The post-installation SPL verification test was conducted from 8:30 AM to 11:00 AM, with three sirens
activated sequentially to measure sound pressure levels at multiple locations across the city. This test
was executed using precision-calibrated ANSI Type 1 Sound Level Meters, ensuring an accuracy range of
±0.7 dB. Each test location was carefully selected to capture variations due to elevation shifts, acoustic
reflections, and environmental attenuation factors.
The results confirm that the HQE sirens are performing within factory specifications, achieving intended
SPL outputs in all areas without significant system deficiencies. Any identified reductions in SPL are
attributable to physical obstructions such as terrain elevations, dense vegetation, or installation
placement adjustments requested by the City.
This quality control (QC) test serves as an engineering validation to verify system integrity and baseline
performance before a final acceptance test. HQE’s analysis indicates that additional sound reinforcement
in select locations may be considered to optimize performance in lower dB areas further, particularly
where sirens were installed at reduced heights for aesthetic considerations.
As part of this review, HQE Systems will:
● Provide data-backed recommendations to maximize SPL uniformity.
● Offer guidance on potential adjustments to enhance propagation in terrain-affected areas.
● Support the city in selecting standardized Alarm Tones and messaging for resident
familiarization.
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2. Summary of Sound Pressure Level (SPL) Test Data and Resident
Feedback
The SPL validation test included measurements at 13 distinct locations for the City Hall siren, with SPL
readings recorded at varying distances and terrain features. The collected data reflects:
● SPL readings confirm that the City Hall siren is performing at factory-rated levels, averaging 75 dB
across all locations. The maximum SPL recorded was 90 dB at 21 Saddleback Rd, demonstrating
strong sound projection.
● The minimum SPL recorded was 67 dB at 11 Roadrunner Rd, where topographical interference
caused minor attenuation.
● Terrain influences (elevated ridgelines, foliage, and valleys) create natural SPL deviations but do
not indicate system malfunction.
The following table presents the detailed SPL measurements for the City Hall siren, including GPS
coordinates, measured dB levels, and environmental observations.
City Hall Siren SPL Measurements
Test
Site
Latitude,
Longitude
Measured SPL
(dBC)
Distance from
Siren (m)
Environmental Observations
1-1 33.774844,
-118.349002
78 400 Direct line-of-sight, strong
propagation, minor tree reflections
2-1 33.771848,
-118.350611
81 650 Elevated terrain aids projection,
minor diffraction
3-1 33.769851,
-118.353111
74 900 Slight attenuation from mild terrain
obstruction
4-1 33.769203,
-118.354537
70 1100 Partial acoustic shadowing near the
ridgeline
5-1 33.769203,
-118.354537
76 1200 SPL retention remains strong
despite increased distance
6-1 33.772207,
-118.342013
90 300 Maximum SPL recorded; direct
line-of-sight location
7-1 33.769591,
-118.337001
76 800 Topography supports high SPL
retention
8-1 33.769638,
-118.335004
67 950 Lowest SPL reading due to
diffraction and minor valley
shielding
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9-1 33.767046,
-118.342547
74 1100 The sound path follows an open
corridor with consistent projection
10-1 33.763666,
-118.340239
72 1200 Environmental noise influences
perception of siren audibility
11-1 33.760068,
-118.344962
74 1250 Retains expected propagation range
with minimal decay
12-1 33.778543,
-118.348422
71 1400 Gradual SPL reduction due to terrain
13-1 33.768532,
-118.347457
75 1300 Strong SPL presence, meets
expected thresholds
SPL Performance Metrics Value
Average SPL 75 dBC
Maximum SPL 90 dBC
Minimum SPL 67 dBC
Key Engineering Observations
● System Performance Validation:
○ The City Hall siren meets factory output expectations, demonstrating consistent SPL
delivery within its intended coverage range.
○ Peak levels of 90 dB confirm that the siren is functioning at optimal sound power levels
as per factory specifications.
● Influence of Environmental and Topographical Factors:
○ SPL variations between 67-90 dB are entirely attributable to natural terrain and not to
any system malfunction.
○ Acoustic shadowing occurs in low-lying terrain depressions, which is expected based on
the geographic modeling of Rolling Hills.
○ Elevated ridgelines at specific test sites support enhanced SPL projection, aligning with
the anticipated sound propagation model.
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● Confirmation of Outdoor Warning System Functionality:
○ 75% of surveyed residents reported clear siren audibility during the test.
○ Indoor attenuation was consistent with standard sound absorption principles for modern
construction materials.
○ No performance issues were detected in areas where terrain does not obstruct
propagation.
The City Hall siren demonstrated strong acoustic performance, achieving SPL levels of 70 dB at distances
up to 1400 meters, confirming its ability to project sound effectively across its designated coverage area.
The average measured SPL was 75 dB, aligning with factory-rated performance expectations. The lowest
recorded SPL of 67 dB occurred at the eastern end of Roadrunner Road (Site 3), where terrain elevation
partially obstructed the direct sound path from the siren, resulting in localized attenuation. Notably, a
measurement taken just 800 feet west of Site 3 registered at 76 dB, reinforcing the conclusion that
terrain fluctuations—not system deficiencies—are the primary cause of minor SPL variations in this area.
One resident in this northeastern region provided feedback indicating that the alarm and message tones
were perceived as too low. However, supplementary SPL readings taken at surrounding sites (1, 2, and 4)
consistently measured above 74 dB, demonstrating that the system is producing expected sound levels
across the broader area.
The East Gate siren demonstrated strong performance, with an average SPL of 74 dB across all tested
locations. The highest recorded SPL was 90 dB at 92 Crest Rd E (Site 10-1), indicating optimal sound
projection in unobstructed areas. The lowest SPL reading of 66 dB occurred at Site 9 (5-9 Eastfield Dr),
which is located within a low valley approximately 1400 meters from the East Gate siren. This
topographical shielding naturally attenuates sound propagation, which explains the localized reduction in
SPL.
A resident at 1 Hummingbird Lane reported that the siren was not audible indoors. However, on-site
outdoor measurements at Site 9 confirmed an SPL of 66 dB, with both the siren tone and voice messages
remaining clearly detectable outdoors. This aligns with expectations, as standard outdoor warning
systems are optimized for external notification, with indoor audibility naturally affected by building
insulation, window materials, and ambient indoor noise.
Additional block captain feedback supported the measurement data, with a positive report from the
Junction of Caballero and Maverick, where residents described the siren level as "very good" outdoors.
The SPL measurement at nearby Site 9-1 (1 Caballeros Rd) recorded a level of 70 dB, confirming
consistent outdoor coverage in that vicinity.
Given the unique topography of the Eastfield Gate area, where valley shielding results in localized SPL
reductions, HQE recommends exploring potential system expansion options to reinforce coverage if
approved by the City. This could include additional siren placement or directional speaker deployment to
mitigate terrain-based attenuation effects.
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East Gate Siren SPL Measurements
Test Site Latitude,
Longitude
Measured SPL
(dBC)
Dominant
Siren
Approximate Address
Test 1 - Site
9-1
33.751746,
-118.342862
70 East Gate 1 Caballeros Rd, Rolling Hills,
CA 90274
Test 1 - Site
10-1
33.748002,
-118.337083
90 East Gate 92 Crest Rd E, Rolling Hills,
CA 90274
Test 1 - Site
11-1
33.750313,
-118.338977
72 East Gate 79 Eastfield Dr, Rolling Hills,
CA 90274
Test 1 - Site
12-1
33.751788,
-118.338241
76 East Gate 67 Eastfield Dr, Rolling Hills,
CA 90274
Test 1 - Site
13-1
33.75388,
-118.33724
70 East Gate 57 Eastfield Dr, Rolling Hills,
CA 90274
Test 2 - Site
9
33.759779,
-118.332747
66 East Gate 5-9 Eastfield Dr, Rolling Hills,
CA 90274
Test 2 - Site
10
33.754752,
-118.335069
72 East Gate 37 Eastfield Dr, Rolling Hills,
CA 90274
SPL Performance Metrics Value
Average SPL 74 dBC
Maximum SPL 90 dBC
Minimum SPL 66 dBC
Technical Analysis of East Gate Siren Performance
The East Gate siren exhibited strong performance, delivering an average SPL of 74 dB across all measured
locations. The system reached its maximum SPL of 90 dB at 92 Crest Rd E (Site 10-1), demonstrating
excellent sound propagation under optimal conditions.
The lowest recorded SPL of 66 dB occurred at Site 9 (5-9 Eastfield Dr.), which is located in a low valley
approximately 1400 meters from the East Gate siren. This topographical shielding naturally attenuates
sound propagation due to terrain-induced diffraction and absorption effects. Despite this, outdoor sound
levels remained within the expected functional range.
One resident at 1 Hummingbird Lane reported that the siren was not audible indoors. However, on-site
outdoor SPL readings at Site 9 confirmed an SPL of 66 dB, with both siren tones and voice messages
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clearly perceptible in an open-air environment. This aligns with established acoustic propagation
principles, as outdoor warning sirens are optimized for external coverage, and indoor attenuation is
influenced by factors such as building insulation, window thickness, and ambient indoor noise levels.
Block Captain Feedback & Corroborating SPL Readings
Independent feedback from block captains in the test region corroborates the SPL data findings.
Residents reported that the siren levels were “very good” outdoors at the Junction of Caballero and
Maverick. This aligns with SPL readings taken at Site 9-1 (1 Caballeros Rd), where the measured level was
70 dB.
Fire Station Siren SPL Measurements
Test Site Latitude,
Longitude
Measured SPL
(dBC)
Dominant Siren Approximate Address
Test 2 -
Site 6
33.763768,
-118.349343
67 City Hall Portuguese Bend Rd, Rolling
Hills, CA 90274
Test 2 -
Site 8
33.758015,
-118.340928
67 Fire Station 11 Bowie Rd, Rolling Hills, CA
90274
Test 1 -
Site 6-1
33.758062,
-118.349074
67 Fire Station 42 Portuguese Bend Rd, Rolling
Hills, CA 90274
Test 1 -
Site 7-1
33.757146,
-118.354258
91 Fire Station 12 Crest Rd W, Rolling Hills, CA
90274
Test 1 -
Site 8-1
33.755427,
-118.347531
53 Fire Station 2 Georgeff Rd, Rolling Hills, CA
90274
Test 2 -
Site 14
33.764826,
-118.356489
67 Fire Station 98-76 Buggy Whip Dr, Rolling
Hills, CA 90274
Test 2 -
Site 15
33.765718,
-118.351752
67 Fire Station 18-16 Upper Blackwater Canyon
Rd, Rolling Hills, CA 90274
Test 2 -
Site 17
33.748354,
-118.345176
65 Fire Station 10-4 Southfield Dr, Rolling Hills,
CA 90274
Test 2 -
Site 18
33.748128,
-118.352508
67 Fire Station 70 Portuguese Bend Rd, Rolling
Hills, CA 90274
Test 2 -
Site 19
33.751844,
-118.350305
59 Fire Station 56 Portuguese Bend Rd, Rolling
Hills, CA 90274
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Test 2 -
Site 11
33.762097,
-118.365369
73 Fire Station (New
Speaker)
52-48 Crest Rd W, Rolling Hills,
CA 90274
Test 2 -
Site 12
33.76466,
-118.35887
73 Fire Station (New
Speaker)
Rolling Hills, California
Test 2 -
Site 13
33.766401,
-118.364148
66 Fire Station (New
Speaker)
35-1 Morgan Ln, Rolling Hills, CA
90274
SPL Performance Metrics Value
Average SPL 68 dBC
Maximum SPL 91 dBC
Minimum SPL 53 dBC
Technical Analysis of Fire Station Siren Performance
The Fire Station siren exhibited expected sound propagation, given its adjusted placement. The average
SPL across all test locations was 68 dB, with the highest recorded level reaching 91 dB at Site 7-1 (12
Crest Rd W). The lowest SPL was recorded at Site 8-1 (2 Georgeff Rd), measuring 53 dB, attributed to
terrain obstructions and installation height constraints.
The original installation plan positioned the siren on the shoulder of Crest Road at a height designed to
optimize acoustic coverage. However, at the City ’s request, the siren pole was lowered by approximately
20 feet to reduce its visual impact, which negatively affected its ability to project sound effectively into
the southern portion of the coverage area.
This height reduction and tree cover have resulted in attenuation effects, particularly in the southern
‘Flying Triangle’ area. The SPL results demonstrate that the siren’s sound waves are blocked by
surrounding terrain and vegetation, preventing the system's full power from reaching downhill locations.
A new speaker was installed on the siren pole and oriented along Crest Road to the west, improving
coverage in that direction. Sites 11 and 12 (52-48 Crest Rd W and Rolling Hills, CA) both recorded 73 dB,
confirming that the new speaker is effectively reinforcing sound propagation along the roadway.
Resident Feedback and Corroboration with SPL Measurements
● A block captain at 19 Southfield Dr. reported that the siren was faint in their area, aligning with
the measured SPL of 65 dB at Site 17.
● A resident at 33 Portuguese Bend Rd. noted that the siren became “clearer and easier to hear ”
when they opened a sliding glass door, confirming that indoor sound attenuation is a
contributing factor.
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Key Findings and Technical Analysis
1. Resident Survey Findings
A total of 80 residents participated in the Test Day survey, providing valuable insight into the perceived
audibility and effectiveness of the siren system. Key findings include:
● 75% (61 residents) confirmed hearing the alarms and messages during the test. This
demonstrates that the siren system is effectively reaching a majority of the community.
● 71% of respondents were indoors at the time of testing, which aligns with known attenuation
effects for outdoor warning sirens when heard from inside a structure.
● Only 32% of residents reported having received or read the Outdoor Warning Sirens FAQs, while
68% were unaware of their existence.
● 56% of respondents requested a copy of the FAQs, indicating a need for improved resident
education and distribution of emergency alert information.
● 31 residents expressed willingness to support system expansion on their property, reflecting a
community-driven interest in improving coverage in lower dB areas.
These findings confirm that while the current siren system is functioning effectively outdoors, resident
education remains a critical component of overall emergency preparedness.
2. Topographical Impact on Sound Propagation
The complex terrain of Rolling Hills presents natural acoustic challenges, particularly in regions where
elevation variance and terrain shadowing impact sound wave propagation. The following areas were
identified as having SPL reductions due to natural obstructions:
● The southeastern corner of Rolling Hills at the end of Roadrunner Rd. – This area experiences
partial acoustic shadowing, leading to lower measured SPL levels.
● At the easternmost end of Eastfield Drive, similar sound attenuation effects were observed due
to terrain interference.
● North and south of the Fire Station siren – SPL measurements were 3 to 5 dB lower than
expected, directly correlated to the siren’s adjusted placement, which reduced its overall height
and subjected its sound path to obstructions from hills and tree cover.
These findings do not indicate system deficiencies, but rather highlight the expected acoustic behavior in
areas where terrain diffraction and absorption naturally reduce sound energy.
3. Indoor Attenuation and Building Characteristics
As anticipated, indoor audibility was lower than outdoor levels, particularly in areas where the siren
system registered SPL readings between 60-68 dB outside.
● Indoor attenuation is consistent with expected values; materials such as modern insulation,
double-pane windows, and structural barriers absorb and reduce external noise penetration.
● Ambient indoor noise further masked the siren’s tones, meaning that background sounds inside
homes (HVAC systems, household activities, and appliances) contributed to reduced perception
of the alert tones in some locations.
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These observations align with industry expectations for outdoor warning systems, which are engineered
to prioritize external notification rather than indoor coverage.
4. Ambient Community Noise Levels
Additional ambient noise sources within Rolling Hills were observed to contribute to situational sound
masking in specific test locations.
● High-traffic and work-related noise levels (e.g., landscaping equipment, leaf blowers, and
chainsaws) measured between 85-90 dB in some locations, temporarily masking siren tones for
individuals positioned within close proximity to the noise sources.
● As distance from the noise sources increased, siren tones became clearly perceptible again. The
sirens remained distinguishable and effective in areas where background noise levels were
measured between 60-70 dB.
This confirms that while short-term noise interference may occur in isolated conditions, the siren system
retains a strong outdoor presence across the majority of its coverage area.
Recommendations for Enhanced Coverage
To further optimize system performance and ensure maximum reach, HQE recommends the following
enhancements:
1. Strategic System Expansion
○ Additional sirens or directional speaker reinforcement could be installed in
terrain-affected “shadow zones” to support sound propagation in lower dB areas further.
○ Mobile speaker testing should be conducted to identify the most effective expansion
points.
2. Vegetation Management for Unobstructed Sound Paths
○ Tree pruning and vegetation clearing in key obstruction zones will help reduce sound
absorption and improve propagation efficiency near impacted siren locations.
3. Implementation of Parallel Alerting Channels
○ Expanding HQE’s SiSA platform to integrate SMS notifications, SAFE network devices,
and additional communication pathways will ensure that residents in lower dB areas
receive critical emergency alerts through multiple channels.
4. Resident Education & Monthly Testing Awareness
○ An enhanced public education campaign should be implemented to ensure that
residents understand:
■ The outdoor design intent of the system.
■ Expected variations in indoor audibility.
■ Proper emergency response actions when sirens are activated.
○ Monthly testing should include pre-announced siren drills to increase resident
awareness and familiarity with the system.
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5. Publication and Distribution of FAQs
○ Since 68% of residents were unaware of the siren system’s FAQs, HQE recommends a
wider distribution strategy, including digital access via the City’s website, social media,
and printed copies available at community centers.
Conclusion
March 4, 2025, siren system test confirms that HQE’s Outdoor Warning Siren System is fully operational
and performing within factory-rated sound output expectations. The system successfully provides broad
outdoor coverage across Rolling Hills, with measured SPL readings aligning with the designed
performance standards.
The only identified SPL variations are directly correlated to natural terrain influences and the
city-directed installation adjustments, particularly at the Fire Station siren, where aesthetic placement
constraints reduced the overall height of the siren pole, resulting in localized sound attenuation.
Despite these environmental influences, the siren system remains a highly effective outdoor emergency
notification solution. The test data and resident survey feedback confirm the following:
● 75% of residents heard the siren system during the test, reinforcing its effectiveness as an
outdoor alerting mechanism.
● All SPL reductions align with known acoustic behaviors influenced by terrain, building materials,
and vegetation rather than system malfunction.
● Residents have demonstrated interest in system expansion, with 31 willing to support additional
siren installations on their properties to enhance coverage.
To further refine and optimize coverage, HQE has outlined technical recommendations, including
strategic system expansion, vegetation management, multi-channel alerting, and expanded resident
education initiatives. These enhancements, if implemented, will ensure that the Rolling Hills siren system
continues to provide maximum safety and awareness for the community.
HQE remains fully committed to the City of Rolling Hills in delivering a world-class outdoor warning
system and is actively preparing to conduct further acoustic evaluations and expansion studies to ensure
that all residents are optimally covered in future activation scenarios.
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Outdoor Warning Sirens
FAQ
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General Information1
2
What are outdoor warning sirens?
Why are outdoor warning sirens relevant today?
Why does our community need outdoor warning sirens?
Outdoor warning sirens are loud,fixed alert systems designed to notify people
outdoors about emergencies.HQE Systems’sirens emit tones and clear voice
messages,providing actionable information to residents about imminent
threats like severe weather,wildfires,or hazardous material incidents.
Sirens are an essential safety tool,particularly during events like power
outages,natural disasters,or network failures.Unlike mobile alerts,which rely
on operational devices or internet access,sirens ensure everyone outdoors is
alerted promptly.
Sirens are a vital part of the community's emergency notification system.They
alert people outdoors to life-threatening situations,giving them time to seek
shelter or evacuate.Sirens complement other alert systems,ensuring residents
are informed even during communication failures like overloaded cellular
networks.
This FAQ incorporates all potential resident questions and provides
clear,actionable answers.
FAQ Outdoor
Warning
Sirens
176
General Information cont.
What types of emergencies do the sirens warn about?
HQE’s sirens can alert residents about:
•Wildfire
•Land Movement
•Earthquakes
•Mudslides
•Heavy Wind
•Heavy Rain
•Thunderstorm
•Tsunami
•Public Health
•Civil Unrest
Who activates the sirens?
Sirens are activated by local emergency management personnel,law
enforcement,or fire departments based on real-time data and established
protocols.Weather-related activations are often guided by alerts from the
National Weather Service (NWS).
Can I rely on the sirens indoors?
Sirens are designed for outdoor use and may not be audible indoors,
especially in well-insulated buildings.Residents also can receive alerts from
Alert SouthBay,NOAA Weather Radios,electronic alerts,and the SAFE Units™,
for indoor notifications.
FAQ
3
Outdoor
Warning
Sirens
177
Why Are Outdoor Warning Sirens Key
in Life Safety Systems?
How do outdoor warning sirens save lives?
How do sirens work with other alert systems?
What are the benefits of HQE’s sirens?
Sirens provide immediate alerts to those outdoors,enabling quick action
during life-threatening emergencies.HQE’s voice-enabled sirens offer specific
instructions to reduce confusion and improve safety during complex situations
like wildfires,land movements,etc...
Sirens are part of a layered notification strategy,working alongside tools like
Alert SouthBay,SAFE Units™and NOAA Weather Radios to provide
comprehensive coverage for residents.
Immediate,loud notifications for outdoor use
The Sirens provide clear outdoor voice instructions,clarifying the type of
emergency and recommended actions.
Reliable operation during power outages
The solution's self-contained solar powered battery system.ensures true
redundancy and reliability.
2
FAQ
4
Outdoor
Warning
Sirens
178
What Makes Up an Outdoor Warning Siren System?
What components are included in HQE’s siren system?
Electronic sirens:
Fixed-position sirens capable of producing both tones and
voice messages.
Self-powered siren controller:
Siren controllers at each siren site generate their own power from
integrated solar cells.The system is continuously online via
wireless links and performs self-testing on a continuous basis to
ensure high reliability and minimal down time.
Command and Control Interface:
SiSA is a cloud based interface used by your local emergency
manager to monitor and activate the sirens.SiSA can be
expanded to connect to and mange other communications
channels besides the sirens,for example,SiSA can send SMS,
email,phone calls with expanded optional modules.
Communication channels:
HQE sirens support RF,satellite,cellular,hardwired IP/Fiber,
and SAFE Network™connections for redundancy.
3
FAQ
5
Outdoor
Warning
Sirens
Can HQE sirens be customized?
Yes,municipalities can configure sirens with custom tones,prerecorded voice
messages,and installation options tailored to the community’s needs.
How are the sirens powered?
HQE sirens use high reliability maintenance-free batteries for power and these
are charged and maintained with the included Solar charging system.Battery
condition and charge state is monitored via the SiSA interface.
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What Are Myths About Outdoor Warning Sirens?
“Sirens are outdated technology.”
False.HQE’s modern electronic sirens feature advanced capabilities,
including voice messaging,flexible mounting options,and robust
communication redundancy.
“All sirens rotate to cover an area.”
False.HQE sirens are fixed systems with omnidirectional sound output,
providing consistent coverage without the maintenance challenges of
rotating components.
4
FAQ
6
Outdoor
Warning
Sirens
“If I can’t hear a siren,I’m not in danger.”
False.Sirens are designed for outdoor use.Residents indoors or in areas with
limited coverage should rely on complementary alert systems like NOAA
Weather Radios and mobile alerts.Sirens can be relied on if the emergency
has caused other emergency communications methods to fail or if the
emergency calls for people to mobilize or evacuate.
“Sirens are only used for tornado warnings.”
False.HQE sirens can alert for a wide range of emergencies,including
wildfires,floods,land movements,and civil emergencies.
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What Can Residents Expect from the
Locally Installed Outdoor Warning System?
What alerts will the sirens provide?
5
HQE sirens can emit:
•Attention-grabbing tones to signal danger.
•Clear voice messages with specific instructions,such as “Evacuate
immediately”or “Seek shelter now.”
FAQ
7
Outdoor
Warning
Sirens
How will I know if the sirens are functioning?
Regularly scheduled tests will verify that the sirens are operational.
The City will announce test schedules in advance through official
communication channels.
Will the sirens operate during power outages?
Yes.HQE sirens are equipped with backup batteries and optional solar power,
ensuring uninterrupted operation during prolonged outages.
Where are the sirens installed?
City Hall –2 Portuguese Bend Road
Fire Station –12 Crest Road West
Crest Road East Gate –3960 Crest Road East
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FAQ
8
What Can Residents Expect from the
Locally Installed Outdoor Warning System?
How can I report an issue with the sirens?
If you notice a malfunctioning or damaged siren,contact the Rolling Hills City
Hall at 310 377-1521 and provide the siren’s location and a description of the
issue.
What if I cannot hear the siren during an emergency?
Consider factors like wind direction,distance,or nearby obstructions.
Use supplemental alert tools like Alert SouthBay,NOAA Weather Radios or SAFE
Units™to stay informed.
What should residents do when they hear a siren?
Follow the instructions provided in the voice message or tone.
Seek shelter or evacuate as directed.
Go to PVPready.gov and check your zone number for real time status updates,
monitor alerts from Alert SouthBay and check NOAA Weather Radio.
Outdoor
Warning
Sirens
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Additional Information
How can I stay informed about emergencies besides the sirens?
Sign up for
Alert SouthBay
Know Your Zone
Download emergency apps
Apps like FEMA,Red Cross,or National Weather Service offer mobile
notifications and preparedness tools.
Use NOAA Weather Radios
These radios provide continuous emergency updates,even during power
outages.
6
FAQ
9
Outdoor
Warning
Sirens
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website at www.Rolling-Hills.org
For more information
(310) 377-1521
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2024 Community SAFE Grant (CSG) Award
Presented by HQE Systems, Inc.
“Thank You For Supporting The Veteran Community!”
Dear Members of the City Council and Leadership of Rolling Hills,
On behalf of HQE Systems, Inc., we are honored to present the City of Rolling Hills with the 2024
Community SAFE Grant (CSG). This grant represents our commitment as a veteran-owned organization
to strengthening local life-saving capabilities for communities that exemplify unwavering support for U.S.
veterans. The residents, Block Captains, City management, and leadership of Rolling Hills have been
steadfast allies to HQE Systems, a California Disabled Veteran Business Enterprise (DVBE). Your collective
efforts to build a safer, stronger community inspire us, and we are excited to partner with you in
advancing public safety.
The Community SAFE Grant is an initiative created by the veterans of HQE Systems. Each year, we select
one community to receive cutting-edge technology aimed at enhancing life-saving capabilities and
resilience. For 2024, we are privileged to award this grant to Rolling Hills, a city that has stood out for its
remarkable dedication to its residents and veterans alike.
What the CSG Includes:
1. SAFE Network System
The cornerstone of the CSG package is the installation of the SAFE Network System, a revolutionary
public safety communications network designed to operate independently of cellular or AC power. This
system ensures uninterrupted communication between the City ’s leadership, emergency management
team, and residents, even during catastrophic events when traditional communication methods fail.
The SAFE Network operates through a decentralized, self-sustaining framework that uses advanced radio
frequency technology to maintain reliable communication. It is specifically designed to provide seamless
connectivity during disasters, empowering emergency responders and city leaders to make critical
decisions and keep residents informed when it matters most.
● HQE’s Equipment Cost: $9,278.52
● HQE’s Total Cost (including labor and other direct costs): $21,374.35
● Open Market Value: Over $30,000+
The SAFE Network provides unmatched reliability and resilience, delivering $30,000+ in public safety
communication technology to Rolling Hills—at no cost to the City.
2. Indoor SAFE Units for Homes
As part of the CSG, HQE is offering at-cost pricing for up to 700 Indoor SAFE Units, allowing residents to
benefit from this advanced safety technology at significantly reduced costs.
HQE Systems, Inc. | A California Minority Owned, Disabled Veteran Business Advanced Providing Life Saving Technology.
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SAFE Units are compact, easy-to-install devices designed to provide emergency alerts and critical
information directly to residents’ homes. These units serve as a vital link in the communication chain,
ensuring that even during widespread outages or disasters, households remain informed and connected
to city leadership and emergency services.
● MSRP Per Unit: $142.95 (excluding shipping, handling, and tax)
● At-Cost Price Per Unit: $92.84 (excluding shipping, handling, and tax)
● Potential Savings for the Community: $35,077 (if all 700 units are purchased)
These units empower families with vital communication tools during emergencies, ensuring no
household is left unprotected.
Total Grant Value
The Community SAFE Grant delivers a total value of over $65,000 in public safety enhancements:
● $30,000 SAFE Network System at no cost.
● $35,077 in discounts for Indoor SAFE Units for residents.
Why HQE Selected Rolling Hills
HQE Systems’ mission is deeply rooted in supporting communities that support veterans. Rolling Hills’
leadership and residents have continually demonstrated an exceptional commitment to HQE Systems
and our veteran workforce. Your city’s values align with our vision to create safer, more resilient
communities. By awarding the Community SAFE Grant to Rolling Hills, we are not only expressing our
gratitude but also investing in the safety and well-being of a community that inspires us.
Our Commitment to Your Community
As a veteran-owned company, HQE Systems believes in going beyond business to make a meaningful
impact. The Community SAFE Grant is a testament to this belief. We are excited to see how this
partnership will enhance public safety in Rolling Hills and set a precedent for community resilience.
Thank you for the opportunity to serve your community. We look forward to working together to
implement these life-saving technologies.
Very Respectfully,
Qais Alkurdi
CEO, HQE Systems, Inc.
Disabled - Retired Veteran
HQE Systems, Inc. | A California Minority Owned, Disabled Veteran Business Advanced Providing Life Saving Technology.
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Agenda Item No.: 13.C
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:APPROVE A TRANSITION TO CIVICPLUS AGENDA MEETING AND
MANAGEMENT SYSTEM AND AUTHORIZE THE CITY MANAGER TO
EXECUTE A PROFESSIONAL SERVICES AGREEMENT FOR A 3-YEAR
TERM
DATE:March 24, 2025
BACKGROUND:
In 2019, staff initiated an effort to streamline the agenda publishing process. Through a survey
of surrounding cities, staff found that most cities employed an Agenda and Meeting
Management System (AMMS). An AMMS creates efficiencies in agenda preparation and
workflow as well as preserving staff reports, attachments and packets for online archival and
retrieval by the public. Systems typically include a live steaming element that records audio
and video of all meetings, allowing for greater transparency and public participation. Staff
narrowed down the best options at that time to Granicus and CivicPlus. Based on staff
recommendation, the City Council subsequently approved and entered into a 3-year
agreement with Granicus, LLC in June 2019.
In 2022, staff negotiated another 3-year agreement at a fixed rate which will expire in June
2025. During the previous renewal, the City was forced to upgrade the livestream encoder
hardware for one-time additional costs which required the hiring of a third-party to help install
properly. Staff was recently notified that Granicus is requiring, yet again, another hardware
upgrade prior to the end of 2025.
With the above in mind and the desire to find a better solution to assist staff's preparation of
agendas, minutes and record retention of meetings, staff has again evaluated other AMMS
and determined that CivicPlus would provide a better overall service to the City at a lower
cost.
DISCUSSION:
While Granicus Peak Agenda Management Software could remain a viable system for the
City, staff has had issues with the product. Customer service has been unsatisfactory, the
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product has seen no upgrades or company attention despite users from all over providing
similar complaints and suggestions. Meanwhile, in just six years, users have been forced to
make repeated and costly hardware upgrades.
As a result, in recent months, staff reached out to various City Clerks and IT departments to
gain insight into what systems their cities were utilizing (Attachment C), and for those also
currently using Granicus, see if they experienced the same problems staff has identified during
the past six years. Based on feedback and recommendations, staff then held exploratory
meetings with the AMMS providers CivicPlus and eScribe. They each provided demos and
proposals.
Staff also requested a 3-year renewal proposal from Granicus and attempted to negotiate a
similar flat rate year-over-year as accomplished in 2022, but they were unwilling to do so. As
mentioned above, Granicus is also requiring a third hardware encoder change by December
31, 2025 at a one-time cost of $4,770.
While eScribe's product is well thought out and intuitive, it is costly, and the initial quote
provided was approximately double what the City currently spends each year. eScribe is also
limited to their one AMMS product whereas CivicPlus and Granicus offer integration with other
products that can assist cities in providing improved services to residents.
CivicPlus' AMMS product (Attachment A) offers many similarities to Granicus but in a more
up-to-date intuitive cloud platform with efficiencies built in to help staff streamline work
preparation and output. CivicPlus has an excellent reputation for 24/7 customer support and
offers other modules that the City could consider integrating in the future, such as an Open
Records Platform, Website Hosting, Code Enforcment/Permitting/Licensing, and more. The
City is already a CivicPlus customer and utilizes their MuniCode Codification of Ordinances
services. As a result, CivicPlus offers a 10% discount on the AMMS Annual fees. If the City
was to migrate its website hosting in the future, a 20% discount would be available.
Currently, the City spends $8,142.87 for the annual Granicus subscription. Not including one-
time implementation costs or new hardware for live streaming, the City's annual CivicPlus
subscription fee would be $6,570 a year for the next 3 years saving $1,572.87 annually
(Attachment B/E). CivicPlus has agreed to also begin the integration upon contract execution
without billing for services until the new fiscal year 25/26 effectively adding 3 months of service
to the first year. This would allow for a crossover from Granicus to CivicPlus beginning with
the July 2025 meetings. The Professional Services Agreement (Attachment D) is subject to
approval/modification by the City Attorney.
Ongoing Cost Comparison for Annual Service (not including one-time implementation
fees / hardware fees):
CivicPlus Granicus eScribe
FY 25/26 $6,570 $8,631.56 $17,000
FY 26/27 $6,570 $9,149.45 -
FY 27/28 $6,570 --
One-time Costs:
CivicPlus one-time implementation fees would be $2,500. Staff would also recommend
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importing historical Granicus meetings with corresponding videos for $1,500 to comply with
record retention requirements.
As it relates to encoding hardware necessary to live-stream, CivicPlus does not provide or sell
such equipment. Therefore, the City would not be forced to upgrade as a condition to continue
the use of its services. Staff is currently researching CivicPlus recommended encoder options
and other economical hardware solutions that would best serve the City's current Audio/Visual
set-up as well as future planned modifications for the Council Chambers and Emergency
Operations Center. Staff can factor any one-time hardware costs into the current FY 24/25
budget.
Agenda / Minute templates and design
In recent years staff has worked to modernize the Agenda / Minute templates and is currently
exploring ways to improve the flow of Council Agenda Items. As part of the implementation
process, staff would propose removing "Old Business" and "New Business" and replacing with
"Discussion Items" to allow greater flexibility for staff to schedule consultant presentations,
and/or Council to move items around, when deemed necessary, without creating confusion or
complicated minutes.
FISCAL IMPACT:
There is available funding in the FY 2024/25 budget for one-time implementation costs and the
purchase of encoder hardware.
Staff negotiated a flat annual subscription cost for the next 36 months at $6,570 per year.
Beginning the fourth year, the subscription cost uplifts by 5% and every year thereafter unless
staff is able to renegotiate terms at a future date. This is common with Software as a Service
provider, but the city has been successful in the past with negotiating flat fee terms.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
Attachment A - IT_AMS_250324_CivicPlus_SelectProPackage.pdf
Attachment B - IT_AMS_250324_CivicPlus_ExecutiveSummary.pdf
Attachment C - IT_AMS_250324_CivicPlus_Research.pdf
Attachment D - CA_AGR_250310_AMSoftware_Draft_v2.pdf
Attachment E - IT_AMS_250324_CivicPlus_SOW.pdf
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Powering and Empowering
Government
Select Pro with Standard
Implementation
Proposal valid for 60 days from date of receipt
PS12192024
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civicplus.com 1
Company Overview
CivicPlus started back in June of 1998 with a simple yet powerful vision:
to create a website solution that allowed municipal staff to maintain their
websites daily without needing a technical webmaster. As technology
advanced, we saw our customers’ need to bring more services online. We
expanded our vision to make local government work better as a whole.
Today, CivicPlus provides public sector technology that automates
processes, digitizes services, and enhances civic experiences. Our wide
range of government software solutions are designed to be flexible,
scalable, and customizable, ensuring a frictionless experience for residents
and staff. Our portfolio includes solutions for:
•Municipal Websites
•Web Accessibility
•Agenda and Meeting Management
•Codification
•Emergency and Mass Notifications
•Parks and Recreation Management
•311 and Citizen Relationship Management
•Process Automation and Digital Services
•Planning, Permitting, Licensing, and Code
Enforcement
•Fire and Life Safety Inspections
•Social Media Archiving
•FOIA Management
EXPERIENCE & RECOGNITION
25+ Years
10,000+ Customers
950+ Employees
CivicPlus has over 25 years of experience working with municipal organizations across the US and Canada. Our
commitment to deliver the right solutions in design and development, end-user satisfaction, and secure hosting has
been instrumental in making us a leader in government web technology. We are proud to have earned the trust of our
over 10,000 customers and their over 100,000 administrative users. In addition, over 340 million residents engage with
our solutions daily. With such experience, we are confident that we can provide the best solution for you.
PRIMARY OFFICE
302 S. 4th Street, Suite 500, Manhattan, KS 66502
Phone: 888.228.2233
Fax: 785.587.8951
civicplus.com
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Powering & Empowering Government
We empower municipal leaders to transform interactions between residents and government into consistently positive
experiences that elevate resident satisfaction, increase revenue, and streamline operations.
Government leaders tell us that one of their most pressing needs is to improve how residents access and experience
municipal services; however, they struggle with budget cutbacks and technology constraints. CivicPlus enables
civic leaders to solve these problems, making consistently positive interactions between residents and government
possible.
CivicPlus is the only government technology company exclusively committed to powering and empowering
governments to efficiently operate, serve, and govern using our innovative and integrated technology solutions built
and supported by former municipal leaders and award-winning support teams. With it, municipalities increase revenue
and operate more efficiently while fostering trust among residents.
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civicplus.com 3
Features & Functionality
Select Solution
CivicPlus’ Select software is the fastest, most intuitive way
to streamline the entire agenda management process—from
creating agenda items to managing live meetings. It provides
time-saving automation while allowing clerks to balance these
conveniences with manual controls and overrides. Internal
collaboration with Select is easy with customized workflows,
version tracking, and built-in communication tools.
Our Pro package includes the most frequently used
functionality to manage your agendas and meetings. You’ll be
able to seamlessly create agendas with the ability to assign an
item status and use configurable workflows to help manage your internal processes. Built-in integrations and a suite of
APIs make working with other internal applications easy. Select’s user-defined roadmap ensures that the product will
continue to grow and adapt as transparency requirements and compliance expectations change.
Fully Integrated, Cloud-Based Software Suite
»User-friendly, modern interface
»Unlimited users
»Unlimited storage
»Highly configurable to your agenda and
meeting management processes
»Adaptable permission settings
»Confidential attachments
»Enhanced Analytics for Data Visibility
»Field-level versioning
»Single sign-on via the CivicPlus Platform
»Integrated code of ordinances
»Secure Cloud-Based Hosting
»Automatic Updates
»Customer-Defined Roadmap
»Built-in integrations with Dropbox,
Microsoft’s One Drive, Google Drive,
Laserfiche, Zoom, and API availability
(additional fees may apply)
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Agenda Management
FLEXIBLE, PERSONALIZED
DESIGNS
Standardized designs throughout the system provide
consistency and clarity to agendas, packets, staff reports,
and minutes.
EFFICIENTLY MANAGE AGENDA
PACKETS OF ANY SIZE
The software compiles your items and all the legislation,
memorandums, or supporting documentation into a
bookmarked PDF packet quickly and easily, no matter the
size of the packet. Create multiple packet versions instantly
to include or exclude specific attachments for your different internal and external users. Last-minute changes to the
agenda or packet can be made and published with minimal effort.
Administrators choose what they publish to the public, internal users, and elected or appointed officials and when
the information goes out. Automated email notifications can be enabled so all users, both internal and external, know
when the meeting documents are published.
CONVENIENT, ANYTIME AGENDA MODIFICATIONS
Changes to the agenda can be made at any time by administrators without affecting global configurations or settings.
Drag-and-drop reordering allows you to move items and automatically renumbers everything on the agenda. One-
touch copy and move functions enable you to duplicate or move agenda items from meeting to meeting, eliminating
the need for duplicate data entry.
Item Management
CREATE AGENDA ITEMS AND STAFF REPORTS IN SECONDS
An easy-to-use item entry allows staff members to enter agenda items, upload attachments, and collaborate with
each other to make items meeting ready. Configurable field types and our embedded text editor ensure that you are
capturing all the information needed for Select to generate staff reports. Automated PDF file conversion and built-
in integrations with Microsoft’s OneDrive and Google Drive simplify the inclusion of supporting documentation and
attachments.
MANAGE THE MEETING READINESS OF ITEMS
Update item statuses (approved, in-progress, tabled, etc.), assign tasks to staff members to update item content and
attachments, leave comments on items, and be notified when changes are made to items.
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AUTOMATE YOUR APPROVALS PROCESS
The workflow engine streamlines the routing of your agenda items, automates notifications, and gives full
transparency to collaborators as it passes through the approval process. As contributors change items, the system
tracks revisions, keeping them visible within the item fields and on the item timeline. In-app messaging and task
assignments keep everyone in the loop and agenda prep moving forward.
CUSTOM TAGS TO GROUP LIKE AGENDA ITEMS
Administrators can set up tags that can be used by staff when creating their agenda items for improved searching and
reporting. Associate like content with pre-defined tags relevant to your community.
Board Portal
FLEXIBLE ACCESS
Your officials can choose how to access meeting content—helping them work better, faster. Efficiently deliver packets
of any size by paper, email, Dropbox, Google Drive, or post to the Board Portal. It is optimized for all devices, including
desktops, laptops, and tablets. No separate application required.
A PERSONAL MEETING REPOSITORY
Give officials a personal, secure location to review and take notes
on all meeting content, including agendas, supporting documents,
minutes, and media.
FIND WHAT YOU NEED-FASTER
Agenda and Meeting Management Select automatically indexes
published meeting content with Board Portal search functionality,
so it is easy for officials to find information quickly. Our full-text
search tool empowers officials to locate published meeting content
by searching a keyword, date range, and more. An item summary
view allows officials to see the motions, votes, and any comment or
discussion on the item that was recorded in the meeting minutes in
an intuitive display, preventing a manual search through full minutes
documents.
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Public Resident Portal
FEATURES
• Resident portal to embed on any webpage gives
access to all meeting content on a single page
• PDF downloads of Agenda, Packet, Minutes,
Notices, and Other pertinent meeting documents
• HTML agenda view hyperlinks attachments within
the meeting agenda for direct access to specific
documents
• Full-text search and filtering options
• Email notifications
• Social sharing
• Mobile-responsive
• Custom branding
• Side-by-side agenda and video display with
optional CivicPlus Media live streaming and on-
demand video service (additional fees apply)
• Optional Motions and Vote minutes display updates
the HTML agenda view to allow residents to quickly see the final disposition of agenda items without having
to read full minutes documents
• Integrated live or on-demand video with timestamps to easily jump to desired content (additional fees apply)
• Optional public commenting forum
• Easily jump to past, current, upcoming events with an embedded calendar and continuous scrolls
CONTENT ACCESSIBILITY
It’s not enough to be transparent by publishing your agendas and other meeting documents online. Your meeting
content must be accessible to all members of the public.
Closed captioning is also available with our CivicPlus Media service for live streaming and on-demand video.
Additional fees apply for CivicPlus Media and closed captioning.
CONTENT TRANSPARENCY
Build public trust with access to fully searchable meeting content, including legislative decisions and public meeting
videos. Meet municipal transparency requirements while keeping residents engaged and informed.
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Minutes Module
AUTOMATED MINUTES SETUP
A fully-integrated Minutes module will automatically migrate all your agenda content. No manual pre-meeting minutes
setup or agenda import is required. Move from the meeting agenda to the Minutes module with a single click.
KEEP UP WITH THE MEETING ACTION
Meetings move fast. Select’s cloud-based platform allows you to move quickly through your agenda items, recording
official actions and discussion, without having to wait for the system to catch up. The clean, intuitive interface gives
single-screen access to all your meeting controls.
SPEAKER MANAGER
Speakers can be added to the discussion at any time during
the live meeting, while the built-in speaker timer helps keep
meetings running efficiently.
EASY, INTUITIVE MINUTES-
TAKING
While in your live meeting, use the Minutes module to capture
critical meeting actions from a single screen with a clean and
intuitive user interface. Take roll and manage attendance,
record motions and votes, enter speaker information, and
record comments or discussion to be brought into your
minutes document.
If using CivicPlus Media’s integrated video streaming and video-on-demand service, you can also create timestamps
for the accompanying video during the live meeting. Additional fees apply.
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The Civic Experience Platform
Developed specifically to enable municipalities to deliver consistently positive interactions across every department
and every service, the Civic Experience Platform includes technology innovations that deliver frictionless, one-stop,
and personalized resident interactions. Benefit from our Civic Experience Platform with:
• Single Sign-On (SSO) to all of your CivicPlus products supporting two-factor authentication and PCI Level
password compatibility
• A single dashboard and toolbar for administrative access to your CivicPlus software stack
• Access to a continually growing and fully documented set of APIs
• A centralized data store with robust data automation and integration capabilities
CIVICPLUS PORTAL
CivicPlus Portal empowers residents to be more engaged and informed about progress in your community. With a
single username and password, residents can watch a public meeting recording, submit a public works request, pay a
utility bill, or register for an upcoming event. The result is more engaged and informed voters and fewer phone calls,
walk-ins, or emails to your department asking how to find documents or submit records requests.
INTEGRATION HUB
Integration Hub is a tool that can help you unify your disparate cloud-based solutions and your CivicPlus solutions,
assemble powerful workflows, and set up complex automations—without the need for a developer. With Integration
Hub’s easy-to-use drag-and-drop interface, non-technical users can build integrations for syncing content and data
between CivicPlus solutions or with third parties (for an additional fee) saving your staff’s valuable time.
Integrated Code of Ordinances & Web
As the only local government software provider with an integrated agenda and meeting management, codification,
and municipal website solution offering, our suite allows for digital transformation of the entire legislative process -
from the start of the agenda process to the final online publishing of the newly adopted legislation.
If you are also a customer of CivicPlus’ codification services, the cutting-edge integration between your meetings
and agenda management and code of ordinances reduces the manual steps associated between your agenda
management and codification processes. As an example, you can send ordinances directly to CivicPlus for codification
by our team of legal editors. When pushed from Select, this uncodified legislation will be visible on the landing page
of our Online Code Hosting platform nearly instantaneously. You can also take this to the next level by integrating our
Municipal Website solutions with our Online Code Hosting solution, allowing for one-stop search capabilities. With this
integration, the public can instantly access your code, meetings, packets, and agendas in one simple search straight
from your municipal website.
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EXAMPLES OF MEANINGFUL CIVIC EXPERIENCE INTEGRATIONS
The following are examples of integrations between the CivicPlus Agenda and Meeting Management Select with
other CivicPlus solutions and tools. If you have yet to experience all that CivicPlus can provide, please reach out for
additional information and a quote.
Municipal
Websites Central
(Web Central)
• Set-up a workflow to post in Web Central’s News Flash once you’ve published your
meeting documents.
• Automatically add agenda or minute files to Web Central’s Document Center to be
displayed on your website after they are published in Select.
• Meeting information and dates are automatically integrated to the Web Central’s Calendar.
• Meeting files are automatically included in the website’s search results.
Codification
• Send adopted ordinances to the Codification Legal Team in one click.
• Send ordinances straight to your online code portal as “Adopted and Not Yet Codified”.
• Instantly link your online code to the meeting content produced within Select.
CivicPlus Media
• Share high-definition, on-demand video or live video feeds of your meetings directly
from Select and CivicPlus Media, seamlessly integrated with your meeting agendas and
equipped with clear bookmarking and navigation.
Integration Hub • Third-party integrations examples include integrations with Zoom, Webex, and
GoToMeetings, and with Laserfiche, Google Drive, Dropbox, and other APIs.
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Implementation
Project Timeline
14 - 16 Weeks
While every implementation is unique, the following timeline can provide you with information about the different
implementation stages and what you can expect at each stage.
PHASE 1: INITIATE
• Project Kickoff and communication including timeline,
deliverables, and an implementation questionnaire to capture
details for your configuration
PHASE 2: ANALYZE • Choose and build presets from our Design Library to create
Agenda, Minutes, and Item/Staff Report designs
PHASE 3 : DESIGN &
CONFIGURE
• Configuration of designs
• Configuration of up to 10 boards
• Configuration of up to 10 meeting types
• Configuration of up to 10 approval workflows
• Configuration of up to 1 item/staff report
PHASE 4 : OPTIMIZE
• Virtual consulting session(s) to review current processes and
documents and discuss desired goals, best practices, and
configuration options
• Configuration is completed and handed off for review, testing,
and feedback
• Configuration adjustments made per submitted feedback
PHASE 5 : EDUCATE • Live, virtual training sessions are conducted within configured
site
PHASE 6 : LAUNCH
• First Live Meeting and System Launch
• Access to live chat features, Technical Support and
introduction to Live Care
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Implementation Approach
Implementation & Support Experience Designed for You
The Select Implementation Team has experience and expertise to help administrations of any size transform the entire
meeting management process. We know implementation can’t be a one size fits all solution and offer flexible packages
designed to meet your desired outcomes.
Our Standard Implementation Package is the perfect fit for customers who want to improve manual, inefficient agenda
and meeting processes. You will choose presets from our Design Library to create simple Agenda, Minutes, and Item/
Staff Report designs.
Beyond implementation, your users will feel empowered by our in-application support tools, a full online help center, as
well as phone, email, and live chat support with members of the dedicated, award-winning Technical Support team.
CONSULTING
Up to One Hour of Virtual Consultation
During this consulting session, your implementation consultant will be reviewing your submitted project questionnaire
with your key project staff. The implementation consultant will review your agenda, minutes, and item/staff report
designs and discuss the configurations that will be made to ensure your workflows match your current agenda and
meeting processes.
DESIGN CONFIGURATIONS
We will configure the following consistent with your Design Library selections:
• One Agenda Design with both two Section Designs and two Item Designs per Agenda Design
• One Minutes Design with two Discussion Designs
• One Item/Staff Report Design with up to eight system default fields
Additional design configurations and approval workflows can be purchased as needed. For no additional cost,
Approval Workflows can be created from scratch and Meeting Types can be duplicated and modified—while still
making use of existing designs—by administrative users at any time using Help Center resources.
TRAINING
Up to Four Hours of Virtual Training
Your implementation consultant will guide user groups through live, virtual training sessions using your custom
configured Agenda and Meeting Management Select solution. We recommend no more than 20 users per session.
Individual sessions are either 30 or 60 minutes in duration.
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Continuing Services
Technical Support & Services
With technology, unlimited support is crucial. Our live
technical support engineers based in North America are
ready to answer your staff members’ questions and ensure
their confidence. CivicPlus’ support team is available
8 a.m. – 6 p.m. CST to assist with any questions or
concerns regarding technical functionality and usage of
Select.
CivicPlus Technical Support will provide a toll-free number
as well as an online email support system for users to
submit technical issues or questions. If the customer
support specialist is unable to assist with the question or
issue, the three-tier escalation process will begin to report
issues to our product engineering team for resolution.
Emergency technical support is available 24/7 for designated, named points-of-contact, with members of CivicPlus’
support teams available for urgent requests.
AWARD-WINNING
CivicPlus has been honored with three Gold Stevie® Awards, six Silver Stevie® Awards, and nine
Bronze Stevie® Awards. The Stevie Awards are the world’s top honors for customer service, contact
center, business development, and sales professionals.
CIVICPLUS HELP CENTER
CivicPlus customers have 24/7 access to our online Help Center where users can review articles, user guides, FAQs,
and can get tips on best practices. Our Help Center is continually monitored and updated by our dedicated Knowledge
Management Team to ensure we are providing the information and resources you need to optimize your solution. In
addition, the Help Center provides our release notes to keep your staff informed of upcoming enhancements and
maintenance.
CONTINUING PARTNERSHIP
We won’t disappear after your solution is launched. You’ll be assigned a dedicated customer success manager who
will partner with you by providing information on best practices and how to utilize the tools of your new system to
most effectively engage your residents.
Support at a Glance
• Technical support engineers available
8 a.m. – 6 p.m. (CST) Monday – Friday
(excluding holidays)
• Accessible via phone and email
• 4-hour response during normal hours
• 24/7 emergency technical support for
named points of contact
• Dedicated customer success manager
• Online self-service help with the CivicPlus
Help Center (civicplus.help)
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MAINTENANCE
CivicPlus is proactive in identifying any potential system issues and often corrects issues before they ever affect our
customers’ web solutions. Our standard maintenance includes:
• Regular review of site logs, error messages, servers, router activity, and the internet in general
• Full backups performed daily
• Regularly scheduled upgrades including fixes and other enhancements
• Operating system patches
• Testing and development
Hosting & Security
Redundant power sources and internet access ensure consistent and stable connections. We invest over 1.0M annually
to ensure we adapt to the ever-changing security landscape while providing maximum availability. CivicPlus’ extensive,
industry-leading process and procedures for protecting and hosting your site are unparalleled.
CLOUD-HOSTING WITH AZURE
The infrastructure is fully hosted within the Azure Cloud environment using their Infrastructure as a Service (IaaS)
model. Using a mix of Azure Virtual Machines and Storage Accounts, all processing and data storage in done within
this environment. All users need is a web browser to access and utilize the application. Your system is monitored
24/7/365 with a 99.9% guaranteed up-time (excluding maintenance). Additional details regarding our hosting and
security services can be provided upon request.
DISASTER RECOVERY
Agenda and Meeting Management Select utilizes Azure’s Site Recovery Services and Geographically Redundant
Storage Accounts (GRS) to provide disaster recovery between Azure regions. All data is written to a GRS account,
which creates copies of that data in data centers across multiple Azure regions, so access to the data is always
available. Site Recovery Services allows us to quickly spin up and failover to clones of our Azure Virtual Machines.
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Disclaimer
A successful project begins with a contract that meets the needs of both parties. This proposal is intended as a
non-binding document, and the contents hereof may be superseded by an agreement for services. Its purpose is
to provide information on a proposed project we believe will meet your needs based on the information available.
If awarded the project, CivicPlus reserves the right to negotiate the contractual terms, obligations, covenants, and
insurance requirements before a final agreement is reached. Subject to the terms of the final controlling agreement,
CivicPlus requires its standard Master Services and Solutions and Service Terms to be incorporated and linked in the
final agreement. For reference, the CivicPlus standard Master Services and Solutions and Service Terms can be found
online at civicplus.help/hc/en-us/sections/. We look forward to developing a mutually beneficial contract with you.
Optional Enhancements
LIVE MEETING MANAGER
Live Meeting Manager enhances live meetings by integrating the board portal with audience display pages, offering a
unified experience with efficient controls. It features automations to engage participants through in-chamber displays,
electronic voting with one-click, and real-time updates of the current item. The system allows easy display of speaker
details, board member requests, and chairperson controls for managing the meeting. Additionally, it automatically
bookmarks video timestamps to agenda items, making it easier for viewers to access specific discussion topics.
CIVICPLUS MEDIA: LIVE STREAMING & ON-DEMAND VIDEO
Increase resident engagement and participation by sharing high-definition live video feeds of your meetings directly
from Select and CivicPlus Media. Stream up to three concurrent live proceedings and seamlessly integrate all video
content directly into your meeting agendas. Videos feature clear bookmarking and navigation so viewers can quickly
find discussions of interest. Viewers can watch videos from any device with no software or application downloads
necessary. Integrated closed captioning and translation services are available at an additional cost.
BOARDS & COMMITTEES MODULE
The Boards and Committees module tracks vacancies, applications, and appointments. Interactive dashboards give
you quick access to actionable information. Easily manage rosters and generate communications using customized
templates. Store system-generated communications and other necessary documentation at the board or individual
member level. Track training and other internal requirements.
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BOARD APPLICATIONS
The Board Applications solution powered by CivicPlus’ Process Automation and Digital Services solution offers a digital
platform to streamline the recruitment, vetting, and appointment of local government board members. This solution
includes an online portal for residents to apply for board positions, eliminating the need for paper submissions. The
Board Applications solution simplifies the recruitment and management of board members by allowing administrators
to promote open positions and enabling residents to apply online from any device, securely storing all personal data.
It ensures transparent communication with customizable email templates, notifies administrators of new applications,
and facilitates digital review and selection by board committees. The solution supports remote collaboration with
features for managing meeting schedules, member rosters, and vacancies, and offers reporting, analytics, and
advanced search functionality to streamline board operations and inform strategic decisions.
Additionally, the optional addition of the Power Automate Connector integrates with Office 365 products to automate
routine tasks, enhancing efficiency.
PLATFORM IDENTITY PROVIDER (IDP) INTEGRATION
CivicPlus offers IdP integration capabilities, which means you’ll benefit from easier integration between your CivicPlus
solutions and your favorite third-party solutions. Provide single sign-on (SSO) functionality to streamline managing
and supporting user credentials and identify management solutions. CivicPlus IdP partners include Microsoft’s Entra ID
(formerly Azure AD), Microsoft’s Active Directory Federation Services (AD FS) versions 3.0, 4.0, and 5.0, and Okta.
LASERFICHE INTEGRATION
With a third-party integration in Integration Hub you can route data to Laserfiche’s cloud-hosted solution.
HISTORICAL FILE IMPORT
As part of your implementation project, we will import a specified number of meetings to your new system. Choose an
import with or without videos in increments of up to 500, 500-750, or 750+ meetings.
The process includes indexing your imported agendas for keyword searching and retrieval. You and your residents will
still have access to this historical information with increased functionality. Historic meeting documents imported into
Select by your implementation consultant will be optimized for character recognition to improve complete text search,
and accessibility for screen reading assistive devices.
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Options, Features, Implementations
Executive Summary
Rolling Hills, CA
206
Features, Services & Implementations Select Lite Select Pro
Implementation Package Standard Premium Standard Premium
User Configurations (1 Bulk Import) Unlimited Users Unlimited Users
Meeting Types and Board Configurations 5 10
Event Template Configurations 10 20
Virtual Training 4 hours 4 hours
Virtual Consulting 1 hour 1 hour 2 hours
Implementation Timeline 14-16 Weeks 14-16 Weeks
SSO, CivicPlus Public Portal & Notifications
Agendas and Meetings Management (AMM) Public Portal
Upload Agendas, Packets, Minutes & Supplementary
Documents to AMM Public and Board Portals
Video Embeds in AMM Public Portal (YouTube)
Analytics
Upload Item | Staff Reports
Create Items, Agendas & Packets
Agenda Design Configurations 1 1
Agenda Script Design Configuration per Agenda
Design 1 1
Section Design Configurations per Agenda Design 2 4 2 4
Item Design Configurations per Agenda Design 2 4 2 4
Assign Item Status (Approve, In-Progress, Tabled)
Approval Workflows
Approval Workflow Configurations 10
Create Item | Staff Reports
Item | Staff Report Design Configurations 1
Field Configurations per Item | Staff Report 8 32
Create Minutes
Record Manual Votes
Minutes Design Configurations 1
Discussion Design Configurations per Minutes Design 2
Minutes Snippets Configurations 4
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1.5K-3K
Select Lite Select Pro
One-Time Standard Implementation $1,825 $2,500
One-Time Premium Layout Implementation $2,850 *If selected, replaces
the above fee.
$3,900 *If selected, replaces
the fee.
Annual Subscription Fees $2,700 $3,800
Discounts Available
20% Discount on Annual Fees
If a CivicPlus Customer for Website AND Codification
10% Discount on Annual Fees
If a CivicPlus Customer for Website OR Codification
Optional Add-Ons Pricing
Historical Meetings Imports with Video $1,500 One-Time – Less than 500 Meetings
*Ask if More Than 500 Meetings
Historical Meetings Imports w/o Video
$750 – Less than 500 Meetings
Ask if More Than 500 Meetings
Additional Meeting Type Configuration (up to 5 meeting types) $525 One-Time
Additional Custom Templates (1 Template)
*Available for Agenda, Item/Staff Report or Minutes
$525 One-Time
Select Lite: Agendas Only Unless Minutes is Purchased
Additional Approval Workflows (up to 5 workflows) $250 Select Pro Only
Create Minutes $775 One-Time + $600 Annual
Virtual Training or Consulting $250 Per Session (Approx – 1 Hour)
CivicPlus Media: Annual Fee - $3,500
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CivicPlus Research - Other Municipalities
City Name: Pricing: Video Streaming Service:Civic Plus Services Utilized:Pros to Civic Plus:Cons to Civic Plus:
El Segundo 15,000 Annually Granicus for video Agenda Mgmt. User Friendly, easy to navigate no negative feedback
Santa Fe Springs 18,723 Annually (2 yr)youtube/ Civic Plus Video Public RR, Agenda Mgmt.,
municode User friendly, quick response time Training may be difficult to
process
Montebello 20,000 (3 yr)youtube Agenda Mgmt., municode User friendly, easy to customize, easy
to take roll call no negative feedback
Monterey Park 13,000 Annually Granicus for Video website, Agenda Mgmt., public
RR, archive social
Implementation process has been
smoooth, user friendly
restrictions with customization,
tech support slow to respond
City of Industry not shared Teams Agenda Mgmt. User friendly, easy to customize, easy
to navigate
specifications need to be made
with customizable templates
La Palma 23,614 Annually (3 yr)Use video encoder (unsure of
which one)Agenda Mgmt., municode User friendly, no issues No negative feedback
Los Alamitos 25, 000 implementation, 7,000
Annually castus/ like cast Agenda Mgmt., municode no issues, easy to navigate,works well
for electronic voting No negative feedback
Anaheim Not shared Granicus for video Agenda Mgmt.Easy to use, implementation process
was seamless No negative feedback
Maywood 15,6111.40 Annually Logitech & Facebook Agenda Mgmt. Easy to learn without formal training,
user friendly
Cannot edit agenda item
simultaneously with other users
Davidson not shared Matrox Monarch encoder Agenda Mgmt.easy to use, meetings published
automatically and onlie quickly No negative feedback
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_______
CONTRACT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF ROLLING HILLS AND XXX
This AGREEMENT is entered into this 1st day of April, 2025, by and between the
CITY OF ROLLING HILLS, a general law city a municipal corporation (“CITY” or
“CUSTOMER”) and CivicPlus, a Kansas LLC (“CONSULTANT” or “CIVICPLUS”).
R E C I T A L S
A. CITY desires to hire CONSULTANT to provide it with products and
services related to meeting management and post-meeting minutes
creation processes.
B. CITY does not have the personnel able and available to perform the
services required under this Agreement and therefore, CITY desires to
contract for consulting services to accomplish this work.
C. CONSULTANT warrants to CITY that it has the qualifications,
experience, and facilities to perform properly and timely the services
under this Agreement.
D. CITY desires to contract with CONSULTANT to perform the services as
described in Exhibit A of this Agreement.
NOW, THEREFORE, based on the foregoing recitals, the CITY and the
Consultant agree as follows:
1. CONSIDERATION AND COMPENSATION
A. As partial consideration, CONSULTANT agrees to perform the work
listed in the Statement of Work (“SOW”), attached as EXHIBIT A to and
made part of this Agreement, except that, to the extent that any provision
in Exhibit A conflicts with this Agreement, the provisions of this
Agreement govern.
B. As additional consideration, CONSULTANT and CITY agree to abide by
the terms and conditions contained in this Agreement.
C. As additional consideration, CITY agrees to pay CONSULTANT in
accordance with Exhibit A. “CivicPlus Products and Services” means the
products and services made available to CITY pursuant to this
Agreement, which include CivicPlus products and services accessible for
use by CITY on a subscription basis (“Software-as-a-Service” or
“SaaS”), CivicPlus professional services, content from any professional
services or other required equipment components or other required
hardware, as specified in Exhibit A. The annual subscription fee shall not
automatically increase from the previous term’s fees by any percentage
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each year for the initial 36-month term of the Agreement. CONSULTANT
reserves the right to suspend any CivicPlus Products and Services
should there be a lapse in payment. A lapse will require the payment of a
setup fee to reinstate the subscription. All fees are exclusive of
applicable state, local, and federal taxes, which, if any, will be included in
the invoice. It is CITY’s responsibility to provide applicable exemption
certificate(s). Notwithstanding the foregoing, the amounts owed for the
Services exclude, and Customer will be responsible for, all sales, use,
excise, withholding, and any other similar taxes, duties, and charges of
any kind imposed by any federal, state, or local governmental entity in
connection with the Services (excluding taxes based solely on
CivicPlus’s income). If the Customer is tax-exempt, the Customer must
provide CivicPlus proof of their tax-exempt status within fifteen (15) days
of contract signing, and the fees owed by Customer under this
Agreement will not be taxed. If such exemption certificate is challenged
or held invalid by a taxing authority, Customer agrees to pay for all
resulting fines, penalties, and expenses.
D. CONSULTANT shall provide complete help desk support for
administrators and customers of the CivicPlus Products and Services.
Regular support shall be available from 7:00 a.m. to 7:00 p.m. CST,
Monday through Friday, via email (XXX@XXX.com) or toll-free
telephone (XXX-XXX-XXXX). Emergency support is available 24/7 and
is included in the regular support.
E. CONSULTANT shall make best efforts to submit to CITY its invoice for
annual services itemizing the fees and costs for the July 1, 2025 to June
30, 2026 period, July 1, 2026 to June 30, 2027 period, and July 1, 2027
to June 30, 2028 period before the beginning of the annual term.
F. CITY shall pay CONSULTANT all amounts set forth in CONSULTANT’s
invoice within 30 days after the date of invoice. CITY shall provide
CONSULTANT with detailed written notice of any amount(s) CITY
reasonably disputes within thirty (30) days of the date of invoice for said
amount(s) at issue. CONSULTANT will not exercise its rights to suspend
any XXX Products and Services if CITY has, in good faith, disputed an
invoice and is diligently trying to resolve the dispute.
G. After the initial thirty-six (36) month term of this Agreement, the CivicPlus
Product and Services fees shall automatically increase from the previous
term’s fees by five (5) percent upon the anniversary of this Agreement.
This includes the first annual term after the initial thirty-six (36) month
term. It shall not be required for CONSULTANT to provide notice of
such increase prior to the automatic renewal of this Agreement. CITY
and CONSULTANT agree that a Purchase Order will not be required for
issuing such invoice.
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2. SCOPE OF SERVICES. Except as herein otherwise expressly specified to be
furnished
by CITY, CONSULTANT will, in a professional manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space, and facilities necessary or
proper to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. FAMILIARITY WITH WORK. By executing this Agreement, CONSULTANT
represents that CONSULTANT has (a) thoroughly investigated and considered the
scope of services to be performed; (b) carefully considered how the services should be
performed; and (c) understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
4. TERM OF AGREEMENT. The term of this Agreement shall commence on April
1, 2025 and shall continue in full force and effect until June 30, 2028. Unless a Party
has given written notice to the other Party at least ninety (90) days prior to the end of
the then-current term, the CivicPlus Products and Services will automatically renew at
the end of each term for an extension term of one (1) year.
5. CHANGES. CITY may order changes in the services within the general scope of
this Agreement, consisting of additions, deletions, or other revisions, and the contract
sum and the contract time will be adjusted accordingly. All such changes must be
authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY
resulting from changes in the services will be determined in accordance with written
agreement between the parties.
6. USE OF CIVICPLUS PRODUCTS AND SERVICES AND PROPRIETARY
RIGHTS.
A. CivicPlus Products and Services. The CivicPlus Products and Services
are purchased by CITY as a subscription during the terms specified in
Exhibit A.
B. Permitted Use. Subject to the terms and conditions of this Agreement,
CONSULTANT hereby grants during each term specified in Exhibit A, and
CITY hereby accepts, solely for its internal use, a worldwide, revocable,
non-exclusive, non-transferrable right to use the CivicPlus Products and
Services to the extent allowed in the relevant term specified in Exhibit A
(collectively the “Permitted Use”). The Permitted Use shall also include the
right, subject to the conditions and restrictions set forth herein, to use the
CivicPlus Products and Services up to the levels limited in the applicable
term specified in Exhibit A.
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i. Data Sources. Data uploaded into CivicPlus Products and Services
must be brought in from CITY sources (interactions with end users
and opt-in contact lists). CITY cannot upload contact information
purchased from a third party into CivicPlus Products and Services
without CONSULTANT’ written permission and professional
services support for list cleansing.
ii. Passwords. Passwords are not transferable to any third party.
CITY is responsible for keeping all passwords secure and all use of
the CivicPlus Products and Services accessed through CITY’s
passwords.
iii. Content. CITY can only use CivicPlus Products and Services to
share content that is created by and owned by CITY and/or content
for related organizations provided that it is in support of other
organizations but not as a primary communication vehicle for other
organizations that do not have a CONSULTANT subscription. Any
content deemed inappropriate for a public audience or in support
of programs or topics that are unrelated to CITY, can be removed
or limited by CONSULTANT.
1. Disclaimers. Any text, data, graphics, or any other material
displayed or published on CITY’s website must be free from
violation of or infringement of copyright, trademark, service
mark, patent, trade secret, statutory, common law or
proprietary or intellectual property rights of others.
CONSULTANT is not responsible for content migrated by
Client or any third party.
iv. Advertising. CivicPlus Products and Services shall not be used to
solely promote products or services available for sale through CITY
or any third party unless approved in writing, in advance, by
CONSULTANT. CONSULTANT reserves the right to request and
review the details of any agreement between CITY and a third
party that compensates CITY for the right to have information
included in Content distributed or made available through CivicPlus
Products and Services prior to approving the presence of
Advertising within CivicPlus Products and Services.
C. Restrictions. CITY sha ll not:
i. Misuse any CONSULTANT resources or cause any disruption,
including but not limited to, the display of pornography or linking to
pornographic material, advertisements, solicitations, or mass
mailings to individuals who have not agreed to be contacted;
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ii. Use any process, program, or tool for gaining unauthorized access
to the systems, networks, or accounts of other parties, including
but not limited to, other CONSULTANT customers;
iii. CITY must not use the CivicPlus Products and Services in a
manner that would cause disruption of service based on
unreasonable strain on CONSULTANT’S system or network
resources;
iv. CITY must not use the Services as a door or signpost to another
server;
v. Access or use any portion of CivicPlus Products and Services,
except as expressly allowed by this Agreement;
vi. Disassemble, decompile, or otherwise reverse engineer all or any
portion of the CivicPlus Products and Services;
vii. Use the CivicPlus Products and Services for any unlawful
purposes;
viii. Export or allow access to the CivicPlus Products and Services in
violation of U.S. laws or regulations;
ix. Except as expressly permitted in this Agreement, subcontract,
disclose, rent, or lease the CivicPlus Products and Services, or any
portion thereof, for third party use; or
x. Modify, adapt, or use the CivicPlus Products and Services to
develop any software application intended for resale which uses the
CivicPlus Products and Services in whole or in part.
D. CITY Feedback. CITY assigns to CONSULTANT any suggestion,
enhancement, request, recommendation, correction or other feedback
provided by CITY relating to the use of the CivicPlus Products and
Services. CONSULTANT may use such submissions as it deems
appropriate in its sole discretion.
E. Reservation of Rights. Subject to the limited rights expressly granted
hereunder, CONSULTANT and/or its licensors reserve all right, title and
interest in the CivicPlus Products and Services, the documentation and
resulting product including all related intellectual property rights. Further,
no implied licenses are granted to CITY. The CivicPlus name, the
CivicPlus logo, and the product names associated with the services are
trademarks of XXX or its suppliers, and no right or license is granted to
use them.
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7. REPRESENTATIONS, WARRANTIES, AND DISCLAIMERS.
A. Representations. Each Party represents that it has validly entered into this
Agreement and has the legal power to do so.
B. Warranties. CONSULTANT warrants that it takes all precautions that are
standard in the industry to increase the likelihood of a successful
performance for the CivicPlus Products and Services; however, the
CivicPlus Products and Services are provided “AS IS” and as available.
C. Disclaimers. EXCEPT AS PROVIDED IN SECTIONS 8.B. ABOVE, EACH
PARTY HEREBY DISCLAIMS ANY AND ALL OTHER WARRANTIES OF
ANY NATURE WHATSOEVER WHETHER ORAL AND WRITTEN,
EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE
IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, NON-
INFRINGEMENT, AND FITNESS FOR A PARTICULAR PURPOSE.
CONSULTANT DOES NOT WARRANT THAT XXX PRODUCTS AND
SERVICES WILL MEET CITY’S REQUIREMENTS OR THAT THE
OPERATION THEREOF WILL BE UNINTERRUPTED OR ERROR FREE.
8. CONFIDENTIAL INFORMATION.
A. Confidential Information. It is expected that one Party (Disclosing Party)
may disclose to the other Party (Receiving Party) certain information
which may be considered confidential and/or trade secret information
(“Confidential Information”). Confidential Information shall include: (i)
CivicPlus’ Products and Services, (ii) non-public information if it is clearly
and conspicuously marked as “confidential” or with a similar designation at
the time of disclosure; and (iii) non-public information of the Disclosing
Party if it is identified as confidential and/or proprietary before, during, or
promptly after presentation or communication.
Each Receiving Party agrees to receive and hold any Confidential
Information in strict confidence. Without limiting the scope of the
foregoing, each Receiving Party also agrees: (a) to protect and safeguard
the Confidential Information against unauthorized use, publication or
disclosure; (b) not to reveal, report, publish, disclose, transfer, copy or
otherwise use any Confidential Information except as specifically
authorized by the Disclosing Party; (c) not to use any Confidential
Information for any purpose other than as stated above; (d) to restrict
access to Confidential Information to those of its advisors, officers,
directors, employees, agents, consultants, contractors and lobbyists who
have a need to know, who have been advised of the confidential nature
thereof, and who are under express written obligations of confidentiality or
under obligations of confidentiality imposed by law or rule; and (e) to
exercise at least the same standard of care and security to protect the
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confidentiality of the Confidential Information received by it as it protects
its own confidential information.
If a Receiving Party is requested or required in a judicial, administrative, or
governmental proceeding to disclose any Confidential Information, it will
notify the Disclosing Party as promptly as practicable so that the
Disclosing Party may seek an appropriate protective order or waiver for
that instance.
B. Exceptions. Confidential Information shall not include information which:
(i) is or becomes public knowledge through no fault of the Receiving Party;
(ii) was in the Receiving Party’s possession before receipt from the
Disclosing Party; (iii) is rightfully received by the Receiving Party from a
third party without any duty of confidentiality; (iv) is disclosed by the
Disclosing Party without any duty of confidentiality on the third party; (v) is
independently developed by the Receiving Party without use or reference
to the Disclosing Party’s Confidential Information; or (vi) is disclosed with
the prior written approval of the Disclosing Party.
C. Storage and Sending. In the event that CivicPlus Products and Services
will be used to store and/or send Confidential Information, CONSULTANT
must be notified in writing, in advance of the storage or sending. Should
CITY provide such notice, CITY must ensure that Confidential Information
or sensitive information is stored behind a secure interface and that
CivicPlus Products and Services be used only to notify people of updates
to the information that can be accessed after authentication against a
secure interface managed by CITY. CITY is ultimately accountable for the
security and privacy of data held by CONSULTANT on its behalf.
D. Return of Confidential Information. Each Receiving Party shall return or
destroy the Confidential Information immediately upon written request by
the Disclosing Party; provided, however, that each Receiving Party may
retain one copy of the Confidential Information in order to comply with
applicable laws and the terms of this Agreement. CITY understands and
agrees that it may not always be possible to completely remove or delete
all personal data from CONSULTANT’ databases without some residual
data because of backups and for other reasons.
9. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with
a Taxpayer Identification Number.
10. PERMITS AND LICENSES. CONTRACTOR will obtain and maintain during the
term of this Agreement all necessary permits, licenses, and certificates that may be
required in connection with the performance of services under this Agreement.
11. TERMINATION.
A. Except as otherwise provided, CITY and CONSULTANT may terminate
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this Agreement at any time with or without cause upon at least sixty (60)
days’ notice before the end of the current term. Notice of termination
shall be in writing. Should either party be in breach of this Agreement,
the breaching party will have thirty (30) days to cure such breach, or an
additional period of time as agreed to by the parties.
B. In the event of such termination, the CONTRACTOR shall cease services
as of the date of termination, and, and CONSULTANT will receive just and
equitable compensation for any work satisfactorily completed up to the
effective date of notice of termination. Due to the electronic nature of the
Services, in no event, other than material breach of this Agreement by
CivicPlus, shall a refund be granted, in whole or in part, for any reason or
no reason whatsoever, including but not limited to Customer’s cancellation
of the Services prior the end of the Term, Customer’s failure to utilize the
Services, or CivicPlus’s failure to meet any service level agreement set
forth herein, unless such failure is intentional or malicious.
C. Should the Agreement be terminated pursuant to this Section, CITY may
procure on its own terms services similar to those terminated.
12. INDEMNIFICATION.
A. Each party (Indemnitor) shall indemnify and defend with counsel
Indemnitee, its officers, officials, employees and volunteers from and
against all third-party liability, loss, damage, expense, and cost (including
reasonable attorneys’ fees, expert fees and all other costs and fees of
litigation) of every nature solely arising out with performance of work
hereunder or its grossly negligent failure to comply with any of its
obligations contained in this AGREEMENT, but excepting such loss or
damage which is caused by the sole active negligence or willful
misconduct of the Indemnitee. The Indemnitor shall promptly pay any final
judgment rendered against the Indemnitee (and its officers, officials,
employees and volunteers) covered by this indemnity obligation. It is
expressly understood and agreed that the foregoing provisions are
intended to be as broad and inclusive as is permitted by the law of the
State of California and will survive termination of this Agreement.
13. LIMITATION OF LIABILITY.
A. EXCLUSION OF CONSEQUENTIAL AND RELATED DAMAGES.
UNDER NO CIRCUMSTANCES SHALL EITHER PARTY BE LIABLE FOR ANY
SPECIAL, INDIRECT, PUNITIVE, INCIDENTAL, OR CONSEQUENTIAL
DAMAGES, WHETHER AN ACTION IS IN CONTRACT OR TORT AND
REGARDLESS OF THE THEORY OF LIABILITY, EVEN IF A PARTY HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. FURTHER,
CONSULTANT SHALL NOT BE LIABLE FOR: (A) ERROR OR INTERRUPTION
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OF USE OR FOR LOSS OR INACCURACY OR CORRUPTION OF CITY DATA;
(B) COST OF PROCUREMENT OF SUBSTITUTE GOODS, SERVICES OR
TECHNOLOGY; (C) LOSS OF BUSINESS; (D) DAMAGES ARISING OUT OF
ACCESS TO OR INABILITY TO ACCESS THE SERVICES, SOFTWARE,
CONTENT, OR RELATED TECHNICAL SUPPORT; OR (E) FOR ANY MATTER
BEYOND CONSULTANT’ REASONABLE CONTROL, EVEN IF CONSULTANT
HAS BEEN ADVISED OF THE POSSIBILITY OF ANY OF THE RELATED
LOSSES OR DAMAGES. CITY SHALL NOT BE LIABLE FOR ANY MATTER
BEYOND CITY’S REASONABLE CONTROL, EVEN IF CITY HAS BEEN
ADVISED OF THE POSSIBILITY OF ANY OF THE RELATED LOSSES OR
DAMAGES.
B. LIMITATION OF LIABILITY. IN NO INSTANCE SHALL EITHER
PARTY’S LIABILITY TO THE OTHER PARTY FOR DIRECT DAMAGES UNDER
THIS AGREEMENT (WHETHER IN CONTRACT OR TORT OR OTHERWISE)
EXCEED THE FEES PAID BY CITY FOR THE CIVICPLUS PRODUCTS AND
SERVICES DURING THE SIX (6) MONTHS IMMEDIATELY PRECEDING THE
DATE THE DAMAGED PARTY NOTIFIES THE OTHER PARTY IN WRITING
OF THE CLAIM FOR DIRECT DAMAGES. NEITHER PARTY SHALL BE
RESPONSIBLE FOR ANY LOST PROFITS OR OTHER DAMAGES,
INCLUDING DIRECT, INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL
OR ANY OTHER DAMAGES, HOWEVER CAUSED. NEITHER PARTY MAY
INSTITUTE AN ACTION IN ANY FORM ARISING OUT OF NOR IN
CONNECTION WITH THIS AGREEMENT MORE THAN TWO (2) YEARS
AFTER THE CAUSE OF ACTION HAS ARISEN. THE ABOVE LIMITATIONS
WILL NOT LIMIT CITY’S PAYMENT OBLIGATIONS UNDER SECTION 1
ABOVE.
14. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.
CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without
CITY’s written approval are prohibited and will be null and void. Notwithstanding the
foregoing, CivicPlus may assign and transfer all of its rights and obligations under this
Agreement by a sale of a majority of its assets or merger.
15. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work
and the manner in which is it performed. CONSULTANT will be free to contract for
similar service to be performed for other employers while under contract with CITY.
CONSULTANT is not an agent or employee of CITY and is not entitled to participate in
any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct
CONSULTANT as to the details of doing the work or to exercise a measure of control
over the work means that CONSULTANT will follow the direction of the CITY as to end
results of the work only.
16. AUDIT OF RECORDS.
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A. CONSULTANT agrees that CITY, or designee, has the right to review,
obtain, and copy all records pertaining to the performance of this
Agreement. CONSULTANT agrees to provide CITY, or designee, with
any relevant information requested and will permit CITY, or designee,
upon reasonable notice, at reasonable times and at CITY’s expense,
access to such books, records, and documents to the extent that the
books, records, and documents relate to costs or pricing data for the
Agreement. CONSULTANT further agrees to maintain such records for a
period of three (3) years following final payment under this Agreement.
B. CONSULTANT will keep all books, records, accounts and documents
pertaining to this Agreement separate from other activities unrelated to
this Agreement.
17. INSURANCE REQUIREMENTS.
A. The CONSULTANT, at the CONSULTANT’s own cost and expense, shall
procure and maintain, for the duration of the contract, the following
insurance policies:
1. Workers Compensation Insurance as required by law. The
Consultant shall require all subcontractors similarly to provide such
compensation insurance for their respective employees. Any notice
of cancellation or non-renewal of all Workers’ Compensation
policies must be received by the CITY at least thirty (30) days prior
to such change.
2. General Liability Coverage. The CONSULTANT shall maintain
commercial general liability insurance in an amount of not less than
one million dollars ($1,000,000) per occurrence for bodily injury,
personal injury, and property damage. If a commercial general
liability insurance form or other form with a general aggregate limit
is used, either the general aggregate limit shall apply separately to
the work to be performed under this Agreement or the general
aggregate limit shall be at least twice the required occurrence limit.
3. Automobile Liability Coverage. The CONSULTANT shall maintain
automobile liability insurance covering bodily injury and property
damage for all activities of the CONSULTANT arising out of or in
connection with the work to be performed under this Agreement,
including coverage for hired and non-owned vehicles, in an amount
of not less than one million dollars ($1,000,000) combined single
limit for each occurrence. Should CONSULTANT own any vehicles
used for activities of CONSULTANT arising out of or in connection
with the work to be performed under this Agreement, it shall also
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procure such coverage for owned vehicles.
4. Cyber Liability Coverage. The CONSULTANT shall maintain
professional errors and omissions liability insurance for protection
against claims alleging negligent acts, errors, or omissions which
may arise from the CONSULTANT’S operations under this
Agreement, whether such operations are by the CONSULTANT or
by its employees, subcontractors, or subconsultants. The amount
of this insurance shall not be less than one million dollars
($1,000,000) on a claims-made annual aggregate basis, or a
combined single-limit-per-occurrence basis. When coverage is
provided on a “claims made basis,” Such insurance will have the
same coverage and limits as the policy that was in effect during the
term of this Agreement, and will cover CONSULTANT for all claims
made by CITY arising out of any errors or omissions of
CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
B. Endorsements. Each insurance policy shall be issued by a financially
responsible insurance company or companies admitted and authorized to
do business in the State of California, or which is approved in writing by
City. Each general liability and automobile liability insurance policy shall
be endorsed as follows. CONSULTANT also agrees to require all
contractors, and subcontractors to do likewise.
1. “The CITY, its elected or appointed officers, officials, employees,
and agents, are to be covered as additional insureds with respect to
liability arising out of work performed by or on behalf of the
CONSULTANT, including materials, parts, or equipment furnished
in connection with such work or operations.”
2. This policy shall be considered primary insurance as respects the
CITY, its elected or appointed officers, officials, employees, agents,
and volunteers. Any insurance maintained by the CITY, including
any self-insured retention the CITY may have shall be considered
excess insurance only and shall not contribute with this policy.
3. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
4. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its elected or appointed
officers, officials, employees, agents, or volunteers.
5. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits except after
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thirty (30) days written notice has been received by the CITY.
C. CONSULTANT agrees to provide immediate notice to CITY of any claim
or loss against Contractor arising out of the work performed under this
agreement. CITY assumes no obligation or liability by such notice, but has
the right (but not the duty) to monitor the handling of any such claim or
claims if they are likely to involve CITY.
D. Any deductibles or self-insured retentions must be declared to and
approved by the CITY. At the CITY’s option, the CONSULTANT shall
demonstrate financial capability for payment of such deductibles or self-
insured retentions.
E. The CONSULTANT shall provide certificates of insurance with original
endorsements to the CITY as evidence of the insurance coverage
required herein. Certificates of such insurance shall be filed with the CITY
on or before commencement of performance of this Agreement. Current
certification of insurance shall be kept on file with the CITY at all times
during the term of this Agreement.
F. Failure on the part of the CONSULTANT to procure or maintain required
insurance shall constitute a material breach of contract under which the
CITY may terminate this Agreement pursuant to Section 12 above.
G. The commercial general and automobile liability policies required by this
Agreement shall allow City, as additional insured, to satisfy the self-
insured retention (“SIR”) and/or deductible of the policy in lieu of the
Consultant (as the named insured) should Consultant fail to pay the SIR or
deductible requirements. The amount of the SIR or deductible shall be
subject to the approval of the City Attorney and the Finance Director.
Consultant understands and agrees that satisfaction of this requirement is
an express condition precedent to the effectiveness of this Agreement.
Failure by Consultant as primary insured to pay its SIR or deductible
constitutes a material breach of this Agreement. Should City pay the SIR
or deductible on Consultant’s behalf upon the Consultant’s failure or
refusal to do so in order to secure defense and indemnification as an
additional insured under the policy, City may include such amounts as
damages in any action against Consultant for breach of this Agreement in
addition to any other damages incurred by City due to the breach.
18. USE OF OTHER CONSULTANTS. CONSULTANT must obtain CITY’s prior
written approval to use any consultants while performing any portion of this Agreement.
Such approval must include approval of the proposed consultant and the terms of
compensation. CivicPlus reserves the right to outsource to external service providers
operational tasks that require minimal decision-making or creative input. These tasks
may include, but are not limited to: Copying text, images, or multimedia elements from
a source website; Formatting and pasting the content into designated sections on the
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target website; Ensuring basic layout consistency and adherence to predefined
templates or guidelines. CivicPlus uses vetted external providers or automation for such
tasks, and each service provider adheres to CivicPlus's privacy and security policies.
AGREEMENT TERMINATION/END AND RELEASE. Within fourteen (14) calendar
days from the termination Or end of this Agreement, CONSULTANT shall provide CITY
written notice of any unresolved claims or disputes under this Agreement. Failure to
provide this written notice shall constitute a waiver and release of any claims. .
19. CORRECTIONS. In addition to the above indemnification obligations, the
CONSULTANT shall correct, at its expense, all material errors in the work which may be
disclosed during the City’s review of the Consultant’s report or plans. In the event
CONSULTANT does not correct any material errors within fourteen (14) days of written
notice from the CITY, or other reasonable time as agreed to by the parties, correction
action may be made by the City and the cost thereof shall be charged to the
CONSULTANT.
20. NON-APPROPRIATION OF FUNDS. Payments to be made to CONSULTANT
by CITY for services preformed within the current fiscal year are within the current fiscal
budget and within an available, unexhausted fund. In the event that CITY does not
appropriate sufficient funds for payment of CONSULTANT’S services beyond the
current fiscal year, the Agreement shall cover payment for CONSULTANT’S services
only to the conclusion of the last fiscal year in which CITY appropriates sufficient funds
and shall automatically terminate at the conclusion of such fiscal year. Notwithstanding
the foregoing, in the event of termination due to non-funding, Customer shall be
responsible for any invoices covering the initial project development fees or for services
already performed, or any outstanding fees or invoices, and all such amounts owed
shall become due immediately.
21. NOTICES. All communications to either party by the other party will be
deemed made when received by electronic mail or by such party at its respective name
and address as follows:
CITY CONSULTANT
City of Rolling Hills
2 Portuguese Bend Road
Rolling Hills, CA 90274
ATTN: Karina Bañales
XXX
XXX
XXX
ATTN: XXX
Any such written communications by mail will be conclusively deemed to have been
received by the addressee upon deposit thereof in the United States Mail, postage
prepaid and properly addressed as noted above. In all other instances, notices will be
deemed given at the time of actual delivery. Changes may be made in the names or
addresses of persons to whom notices are to be given by giving notice in the manner
prescribed in this paragraph.
22. SOLICITATION. CONSULTANT maintains and warrants that it has not
employed nor retained any company or person, other than CONSULTANT’s bona fide
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employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it
has not paid nor has it agreed to pay any company or person, other than
CONSULTANT’s bona fide employee, any fee, commission, percentage, brokerage fee,
gift or other consideration contingent upon or resulting from the award or making of this
Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind
this Agreement without liability.
23. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein
are generally for the exclusive benefit of CONSULTANT and CITY and not for the
benefit of any other party. There will be no incidental or other beneficiaries of any of
CONSULTANT’s or CITY’s obligations under this Agreement.
24. INTERPRETATION. This Agreement was drafted in, and will be construed in
accordance with the laws of the State of California, and exclusive venue for any action
involving this agreement will be in Los Angeles County.
25. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the
entire understanding of the parties. There are no other understandings, terms or other
agreements expressed or implied, oral or written. This Agreement shall also be subject
to the terms and conditions outlined in the CivicPlus Master Services Agreement and
the applicable Solution and Services terms and conditions available
at https://www.civicplus.help/hc/en-us/p/legal-stuff (the "CivicPlus Terms"). In the event
of any conflict or inconsistency between the terms of this Agreement and the CivicPlus
Terms, the terms of this Agreement shall take precedence.
26. RULES OF CONSTRUCTION. Each Party had the opportunity to independently
review this Agreement with legal counsel. Accordingly, this Agreement will be
construed simply, as a whole, and in accordance with its fair meaning; it will not be
interpreted strictly for or against either Party.
27. AUTHORITY/MODIFICATION. The Parties represent and warrant that all
necessary action has been taken by the Parties to authorize the undersigned to execute
this Agreement and to engage in the actions described herein. This Agreement may be
modified by written amendment with signatures of all parties to this Agreement. CITY’s
city manager, or designee, may execute any such amendment on behalf of CITY.
28. ACCEPTANCE OF FACSIMILE OR ELECTRONIC SIGNATURES. The
Parties agree that this Contract, agreements ancillary to this Contract, and related
documents to be entered into in connection with this Contract will be considered signed
when the signature of a party is delivered by facsimile transmission or scanned and
delivered via electronic mail. Such facsimile or electronic mail copies will be treated in
all respects as having the same effect as an original signature.
29. FORCE MAJEURE. Should performance of this Agreement be impossible due to
fire, flood, explosion, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties’ control, then the
Agreement will immediately terminate without obligation of either party to the other.
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30. TIME IS OF ESSENCE. Time is of the essence to comply with dates and
schedules to be provided. Notwithstanding the foregoing, CivicPlus will not be liable or
responsible for any delay in the time or completion of the Services due to the action or
inaction of Client.
31. ATTORNEYS’ FEES. The parties hereto acknowledge and agree that each will
bear his or its own costs, expenses and attorneys' fees arising out of and/or connected
with the negotiation, drafting and execution of the Agreement, and all matters arising out
of or connected therewith except that, in the event any action is brought by any party
hereto to enforce this Agreement, the prevailing party in such action shall be entitled to
reasonable attorneys' fees and costs in addition to all other relief to which that party or
those parties may be entitled.
32. STATEMENT OF EXPERIENCE. By executing this Agreement,
CONSULTANT represents that it has demonstrated trustworthiness and possesses the
quality, fitness and capacity to perform the Agreement . CONSULTANT represents that
its financial resources, surety and insurance experience, service experience, completion
ability, personnel, current workload, experience in dealing with private consultants, and
experience in dealing with public agencies all suggest that CONSULTANT is capable of
performing the proposed contract and has a demonstrated capacity to deal fairly and
effectively with and to satisfy a public agency.
33. OWNERSHIP OF DOCUMENTS. Upon full and complete payment of amounts
owed for Project Development under Exhibit A, Customer will own any website graphic
designs, Services content, module content, importable/exportable data, and archived
information (“Customer Content”) created by CivicPlus on behalf of Customer
pursuant to this Agreement. “Customer Content” also includes, without limitation, any
elements of text, graphics, images, photos, audio, video, designs, artworks, logos,
trademarks, services marks, and other materials or content which Customer provides
to CivicPlus for processing, transmission, storage, or inputs into any website, software
or module in connection with any Services. Customer Content excludes any content in
the public domain and any content owned or licensed by CivicPlus, whether in
connection with providing Services or otherwise.
Upon completion of the Project Development, Customer will take over the
management and control of the Services and Customer will assume full responsibility
for Customer Content maintenance and administration. Customer, not CivicPlus, shall
have sole responsibility for the accuracy, quality, integrity, legality, reliability,
appropriateness, and intellectual property ownership or right to use of all Customer
Content. Customer hereby grants CivicPlus a worldwide, non-exclusive right and
license to reproduce, distribute and display the Customer Content as necessary to
provide the Services. Customer represents and warrants that Customer owns all
Customer Content or that Customer has permission from the rightful owner to use
each of the elements of Customer Content and that Customer has all rights necessary
for CivicPlus to use the Customer Content in connection with providing the Services.
Customer agrees that CivicPlus shall not be responsible or liable for the content of
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messages created by Customer or by Customer’s Users or end-users who access
Service. Notwithstanding the foregoing, CivicPlus retains the right, but not the
obligation, to remove any Customer Content that is libelous, harassing, abusive,
fraudulent, defamatory, excessively profane, obscene, abusive, hate related, violent,
harmful to minors, that advocates racial or ethnic intolerance, intended to advocate or
advance computer hacking or cracking, or other material, products or services that
violate or encourage conduct that would violate any laws or third-party rights.
At any time during the term of this Agreement, Customer will have the ability to
download the Customer Content and export the data that is processed through the
Services (“Customer Data”). Customer may request CivicPlus to perform the export of
Customer Data and provide the Customer Data to Customer in a commonly used
format, at any time, for a fee to be quoted at time of request and approved by
Customer. Upon termination of the applicable SOW for any reason, whether or not
Customer has retrieved or requested the Customer Data, CivicPlus reserves the right
to permanently and definitively delete the Customer Content and Customer Data held
in the Services thirty (30) days following termination of the applicable SOW. During the
thirty (30) day period following termination of the SOW, regardless of the reason for its
termination, Customer will not have access to the Services.
Intellectual Property in the software or other original works created by or licensed to
CivicPlus, including all software source code, documents, and materials used in
performing the Services (“CivicPlus Property”) will remain the property of CivicPlus.
CivicPlus Property specifically excludes Customer Content. Customer shall not (i)
license, sublicense, sell, resell, reproduce, transfer, assign, distribute or otherwise
commercially exploit or make available to any third party any CivicPlus Property in any
way, except as specifically provided in the applicable SOW; (ii) adapt, alter, modify or
make derivative works based upon any CivicPlus Property; (iii) create internet “links”
to the CivicPlus Property software or “frame” or “mirror” any CivicPlus Property
administrative access on any other server or wireless or internet-based device that
may allow third party entities, other than Customer, to use the Services; (iv) reverse
engineer, decompile, disassemble or otherwise attempt to obtain the software source
code to all or any portion of the Services; (v) make any attempt to gain unauthorized
access to the Services and/or any of CivicPlus’ systems or networks; or (vi) access
any CivicPlus Property in order to: (a) build a competitive product or service, (b) build
a product using similar ideas, features, functions or graphics of any CivicPlus
Property, or (c) copy any ideas, features, functions or graphics of any CivicPlus
Property. The CivicPlus name, the CivicPlus logo, and the product and module names
associated with any CivicPlus Property are trademarks of CivicPlus, and no right or
license is granted to use them outside of the licenses set forth in this Agreement.
Provided Customer complies with the terms and conditions herein, the relevant SOW,
and license restrictions set forth herein, CivicPlus hereby grants Customer a limited,
nontransferable, nonexclusive, non-assignable license to access and use the
CivicPlus Property associated with any valid and effective SOW, for the term of the
respective SOW. The license set forth herein, shall only apply to the extent that
Customer is using the Services for legitimate business use as intended by the purpose
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of the Services and not for the purpose of comparing the Services to a competitor or
similar product of CivicPlus. Customer hereby warrants and affirms its purpose in
accessing or otherwise using the Services is for their intended purpose only and
understands and agrees that any other use shall be considered fraud.
IN WITNESS WHEREOF the parties hereto have executed this contract the day
and year first hereinabove written.
CITY OF ROLLING HILLS CONSULTANT
CITY MANAGER By: TITLE
ATTEST:
City Clerk Taxpayer ID No.
APPROVED AS TO FORM:
Patrick Donegan, City Attorney
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_______
EXHIBIT A – Statement of Work
227
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Statement of Work
Quote #:Q-93876-1
Date:3/3/2025 1:27 PM
Expires On:5/2/2025
Client:
City of Rolling Hills, CA
Bill To:
ROLLING HILLS CITY, CALIFORNIA
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Jordan Cairns cairns@civicplus.com Net 30
Discount(s)
QTY PRODUCT NAME DESCRIPTION DISCOUNT %
1.00 AMM: Year 1 Annual Fee
Discount
Year 1 Annual Fee Discount 0
1.00 AMM: Year 1 Annual Fee
Discount
Year 1 Annual Fee Discount 0
One-time(s)
QTY PRODUCT NAME DESCRIPTION DISCOUNT %
1.00 AMM Select: Pro Standard
Implementation
Pro Standard Implementation; Includes config. of up to
10 meeting types, up to 10 boards, 1 approval workflow
per meeting type, 4 hrs of training, and 1 hr of consulting;
Includes 1 agenda, 1 minutes, and 1 staff report design
selected from Design Library
15
1.00 CivicPlus Media: Implementation
Fee
CivicPlus Media: Implementation Fee 15
1.00 AMM Select: Historical Import
Fee with Videos (up to 500)
Historical import of up to 500 meetings; Volume is
calculated based on number of meetings being imported;
Import does include video files
15
Recurring Service(s)
QTY PRODUCT NAME DESCRIPTION DISCOUNT %
1.00 AMM Select: Pro Annual Fee AMM Select: Pro Annual Fee 10
V. PD 06.01.2015-0048
Page 1 of 3
228
QTY PRODUCT NAME DESCRIPTION DISCOUNT %
1.00 CivicPlus Media: Annual Fee CivicPlus Media Annual Fee: Unlimited storage, unlimited
users, up to 3 concurrent streams
10
List Price - Initial Term Total USD 14,175.00
Total Investment - Initial Term USD 10,862.10
Annual Recurring Services (Subject to Uplift)USD 6,570.00
Initial Term 4/1/2025 - 6/30/2026, Renewal Term 7/1 each calendar year
Initial Term Invoice Schedule 100% invoice on 7/1/2025
Renewal Procedure Automatic 1 year renewal term, unless 60
days notice provided prior to renewal date
Annual Uplift 5% to be applied in year 4
This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement
and the applicable Solution and Services terms and conditions located at https://www.civicplus.help/hc/en-us/p/legal-
stuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the
Binding Terms throughout the term of this SOW.
Please note that this document is a SOW and not an invoice. Upon signing and submitting this SOW, Client will receive
the applicable invoice according to the terms of the invoicing schedule outlined herein.
V. PD 06.01.2015-0048
Page 2 of 3
229
Acceptance of Quote # Q-93876-1
The undersigned has read and agrees to the Binding Terms, which are incorporated into this SOW, and have caused this
SOW to be executed as of the date signed by the Customer which will be the Effective Date:
For CivicPlus Billing Information, please visit https://www.civicplus.com/verify/
Authorized Client Signature
CivicPlus
By (please sign):
___________________________________
By (please sign):
___________________________________
Printed Name:
___________________________________
Printed Name:
___________________________________
Title:
___________________________________
Title:
___________________________________
Date:
___________________________________
Date:
___________________________________
Organization Legal Name:
___________________________________
Billing Contact:
___________________________________
Title:
___________________________________
Billing Phone Number:
___________________________________
Billing Email:
___________________________________
Billing Address:
___________________________________
___________________________________
Mailing Address: (If different from above)
___________________________________
___________________________________
PO Number: (Info needed on Invoice (PO or Job#) if required)
___________________________________
V. PD 06.01.2015-0048
Page 3 of 3
230
Agenda Item No.: 13.D
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:CONSIDER AND APPROVE A PROFESSIONAL SERVICES
AGREEMENT WITH GPA CONSULTING TO PROVIDE
ENVIRONMENTAL CONSULTING SERVICES FOR THE EASTFIELD
DRIVE FIRE PREVENTION POWER LINE UNDERGROUNDING
PROJECT IN AN AMOUNT NOT TO EXCEED $117,070 FUNDED BY
FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) HAZARD
MITIGATION PROGRAM #DR4382-177-7R-CA, AUTHORIZE THE CITY
MANAGER TO EXECUTE THE AGREEMENT, AND FINDING THE
PROJECT CATEGORICALLY EXEMPT FROM THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT
DATE:March 24, 2025
BACKGROUND:
In order to preserve the rural character of Rolling Hills and eliminate risks of wildfires, the City
Council encourages and supports utility undergrounding throughout the community. In line
with this vision, the City applied for Hazard Mitigation Grant Program (HMGP) funds through
FEMA.
On January 26, 2022, the City was awarded $1,971,882 in Federal funds to underground utility
infrastructure on Eastfield Drive between Outrider Road and Hackamore Road. The grant
requires a Local Match of 25%, or $657,294, for a total project amount of $2,629,176. The
Local Match can be fulfilled using the City’s Rule 20A work credits.
Through Councilmember Wilson's efforts and involvement, a donation of $1,000,000 Rule 20A
work credits from Supervisor Hahn's Office was approved in December 2022.
The California Public Utility Commission requires the local agencies to adopt an ordinance
creating an underground district in the area where both the existing and new facilities are and
will be located. The formation of the Underground Utility District (UUD) provides SCE with the
authorization needed to develop the design plans to remove existing overhead facilities and
install replacement underground facilities.
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On November 14, 2022, the City Council adopted Resolution No. 1316 creating Underground
Utility District No. 2 (UUD-02) (Eastfield Drive) and set a public hearing for the January 23,
2023 City Council meeting. Letters were sent on November 29, 2022, and January 4, 2023, to
all property owners whose property or portion of their property would fall within the proposed
Underground Utility District to notify them of the formation of UUD and the public hearing.
The length of UUD-02 is divided into two segments: Rule 20A and Rule 20B. Southern
California Edison (SCE) handles the design and joint trench bidding and assists in
coordinating with the other utility companies for Rule 20A projects. Rule 20B projects are also
designed by SCE; however, joint trench bidding is handled by the City. Over the past several
years, City Staff has held monthly meetings with SCE and other utility service providers to
ensure the project continues progressing. In preparation for the UUD, SCE has conducted
numerous site visits to confirm the scope and limits of work and the preparation of a Rough
Order of Magnitude (ROM), an estimate of the project. On January 4, 2023, SCE submitted
the ROM for the Rule 20A segment, which is based on the estimated trench footage of 1,250
feet and includes all mainline trenching as well as crossings, streetlights, and service laterals
with the cost estimate of $1,000,000, expressed in 2024 dollars.
On January 23, 2023, Resolution No. 1322 was adopted allowing SCE to begin designing the
undergrounding system to replace the existing overhead facilities within the designated UUD.
In addition, SCE coordinates with other utility service providers that have facilities on the
existing overhead system to ensure their respective undergrounding designs coincide with
SCE's efforts.
The Federal grant received for the Eastfield Drive Underground Utility project requires the
project must be completed by January 9, 2026 in order to receive full reimbursement for any
expended funds.
DISCUSSION:
The City is responsible for completing the Rule 20B segment, including lateral connections to
residential electrical panels and telecommunication hardware per SCE's local planning design
and the telecommunication utilities designs.
GPA Consulting (GPA) has been an ongoing consultant to the City on the FEMA/CalOES
Vegetation Management Grant and provides a variety of services in the areas of
environmental planning, historic preservation, and biology. GPA is also well-versed in
providing California Environmental Quality Act (CEQA) studies, navigating federally funded
projects, conducting large-scale historic resource surveys, facilitating public meetings, and
developing public policy. GPA's expertise and professional experience are appropriate for
helping the City, and yet to be determined contractors, comply with FEMA's environmental
requirements.
GPA's Statement of Work/Scope (Exhibit A) provides a detailed explanation of the Record of
Environmental Considerations (REC) and Standard Conditions as set forth in the sub
application approval package. The two areas requiring attention are specific to the Coastal
232
California gnatcatcher or its designated critical habitat and Cultural Resources Compliance
related to the National Historic Preservation Act (NHPA) and any necessary Native or Tribal
monitoring of ground disturbances.
To ensure the City complies with all requirements, GPA's fee and cost schedule (Exhibit B) is
designed to cover a variety of tasks, some of which are optional and may not be necessary to
utilize. Staff is requesting a not-to exceed amount that covers all tasks as a precaution, but
based on further conversation with GPA believes many of the estimates can be curtailed or
avoided with proper planning and cost-effective strategies.
It should be noted that staff will also be required to coordinate with a Native American monitor
of the Gabrielino/Tonga Indians of California. Staff will return at a future meeting with an
agenda item and cost attributed to this REC.
FISCAL IMPACT:
Under Rule 20B, the City is required to cover the costs for any contracted work and then be
reimbursed from the grant funds. The grant pays for 75% of the fee and the City pays 25% of
the fee using Rule 20A tariff credits. Staff will return to Council with a proposed resolution to
amend the budget based on the costs and flow of funds described herein.
The total not-to-exceed fee for GPA is $117,070.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
CA_AGR_250324_GPA_EastfieldDrive_UU_Environmental_F_PE.pdf
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1
PROFESSIONAL SERVICES AGREEMENT
REGULATORY PERMITTING SERVICES
This Agreement is made and entered into by and between the City of Rolling
Hills, a municipal corporation (hereinafter referred to as the "City"), and GPA
Consulting, Inc., a California corporation (hereinafter referred to as "Consultant").
R E C I T A L S
A. The City desires to utilize the services of Consultant as an
independent contractor to satisfy the environmental requirements for the Eastfield
Drive Utility Undergrounding Project funded by the Federal Hazard Mitigation
Grant Program (HMGP).
B. The Consultant warrants to the City that it has the qualifications,
experience, and facilities to perform properly and timely the services under this
Agreement.
C. The City does not have the personnel able and available to perform
the services required under this Agreement.
NOW, THEREFORE, the City and the Consultant agree as follows:
1.0 SCOPE OF THE CONSULTANT’S SERVICES. The Consultant agrees to
provide the services and perform the tasks set forth in the Scope of Work, attached
to and made part of this Agreement as Exhibit A, except that, to the extent that any
provision in Exhibit A conflicts with this Agreement, the provisions of this
Agreement shall govern. The Scope of Work may be amended from time to time
in writing and signed by both parties by way of written amendment to this
Agreement. The location where services are to be performed shall be determined
by mutual agreement of the parties’ representatives. To the extent that services
are performed in City Hall, Consultant agrees that its employees will abide by any
COVID-19 protocols then in effect. Consultant shall perform all services under this
Agreement in accordance with the standard of care generally exercised by like
professionals under similar circumstances and in a manner reasonably satisfactory
to City.
2.0 TERM OF AGREEMENT. This Agreement will become effective upon
execution by both parties and will remain in effect for a period of one year from
said date unless otherwise expressly extended and agreed to by both parties in
writing through written amendment to this Agreement or terminated by either party
as provided herein.
3.0 COMPENSATION FOR SERVICES. The City shall pay the Consultant for
its professional services rendered and costs incurred pursuant to this Agreement
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2
in accordance with Exhibit B, the Scope of Work’s fee and cost schedule for the
services attached to and made part of this Agreement subject to a do not exceed
amount in the amount of $117,070. Compensation shall under no circumstances
be increased except by written amendment of this Agreement. The Consultant
shall be paid within forty-five (45) days of presentation of an invoice to the City for
services performed to the City’s satisfaction. The Consultant shall submit invoices
monthly describing the services performed, the date services were performed, a
description of reimbursable costs, and any other information requested by the City.
4.0 CONTRACT ADMINISTRATION
4.1 The City’s Representative. Unless otherwise designated in writing,
the City Manager shall serve as the City’s representative for the administration of
this Agreement. All activities performed by the Consultant shall be coordinated with
the City Manager.
4.2 Manager-in-Charge. For the Consultant, Catherine Saint, shall be in
charge of all matters relating to this Agreement and any agreement or approval
made by such person shall be binding on the Consultant. The Manager-in -Charge
shall not be replaced without the written consent of the City.
4.3 Responsibilities of the City. The City shall provide all relevant
documentation in its possession to the Consultant upon request and City staff shall
work with Consultant in order to facilitate its performance of its services hereunder.
4.4 Personnel. The Consultant represents that it has or will secure at its
own expense all personnel required to perform the services under this Agreement.
All of the services required under this Agreement will be performed by the
Consultant or under its supervision, and all personnel engaged in the work shall
be qualified to perform such services. The Consultant reserves the right to
determine the assignment of its own employees to the performance of the
Consultant’s services under this Agreement, but the City reserves the right, for
good cause, to require the Consultant to exclude any employee from performing
services on the City’s premises.
5.0 TERMINATION.
5.1 Either the City Manager or the Consultant may terminate
this Agreement, without cause, by giving the other party thirty (30) days written
notice of such termination and the effective date thereof. In the event of such
termination, Consultant shall prepare and shall be entitled to receive compensation
pursuant to a close-out bill for services rendered in a manner reasonably
satisfactory to the City and fees incurred pursuant to this Agreement through the
notice of termination.
5.2 If the Consultant or the City fail to fulfill in a timely and proper manner
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its obligations under this Agreement, or if the Consultant or the City violate any of
the covenants, agreements, or stipulations of this Agreement, the Consultant or
the City shall have the right to terminate this Agreement by giving written notice to
the other party of such termination and specifying the effective date of such
termination. The Consultant shall be entitled to receive compensation in
accordance with the terms of this Agreement for any work satisfactorily completed
hereunder. Notwithstanding the foregoing, the Consultants shall not be relieved of
liability for damage sustained by virtue of any breach of this Agreement and any
payments due under this Agreement may be withheld to off-set anticipated
damages.
5.3 In the event of termination, all finished or unfinished documents,
reports, photographs, films, charts, data, studies, surveys, drawings, models,
maps, or other documentation prepared by or in the possession of the Consultant
under this Agreement shall be returned to the City.
6.0 INDEMNIFICATION. Consultant shall indemnify, defend with counsel
approved by City, and hold harmless City, its officers, officials, employees, and
volunteers from and against all liability, loss, damage, expense, cost (including
without limitation reasonable attorneys’ fees, expert fees and all other costs and
fees of litigation) of every nature arising out of or in connection with Consultant’s
performance of work hereunder or its failure to comply with any of its obligations
contained in this Agreement, regardless of City’s passive negligence, but
excepting such loss or damage which is caused by the sole active negligence or
willful misconduct of the City. Should City in its sole discretion find Consultant’s
legal counsel unacceptable, then Consultant shall reimburse the City its costs of
defense, including without limitation reasonable attorneys’ fees, expert fees, and
all other costs and fees of litigation. The Consultant shall promptly pay any final
judgment rendered against the City (and its officers, officials, employees, and
volunteers) covered by this indemnity obligation. It is expressly understood and
agreed that the foregoing provisions are intended to be as broad and inclusive as
is permitted by the law of the State of California and will survive termination of this
Agreement.
7.0 INSURANCE REQUIREMENTS.
7.1 The Consultant, at the Consultant’s own cost and expense, shall
procure and maintain, for the duration of the Agreement, the following insurance
policies:
7.1.1 Workers’ Compensation Coverage. The Consultant shall
maintain Workers’ Compensation Insurance for its employees in accordance with
the laws of the State of California. In addition, the Consultant shall require any and
every subcontractor to similarly maintain Workers’ Compensation Insurance in
accordance with the laws of the State of California for all of the subcontractor’s
employees. Any notice of cancellation or non-renewal of all Workers’
Compensation policies must be received by the City at least thirty (30) days prior
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to such change. The insurer shall agree to waive all rights of subrogation against
the City, its officers, agents, employees, and volunteers for losses arising from
work performed by the Consultant for City.
7.1.2 General Liability Coverage. The Consultant shall maintain
commercial general liability insurance in an amount of not less than one million
dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property
damage. If a commercial general liability insurance form or other form with a
general aggregate limit is used, either the general aggregate limit shall apply
separately to the work to be performed under this Agreement or the general
aggregate limit shall be at least twice the required occurrence limit.
7.1.3 Automobile Liability Coverage. The Consultant shall maintain
automobile liability insurance covering bodily injury and property damage for all
activities of the Consultant arising out of or in connection with the work to be
performed under this Agreement, including coverage for owned, hired, and non-
owned vehicles, in an amount of not less than three hundred thousand dollars
($300,000) combined single limit for each occurrence. If Consultant or Consultant’s
employees will use personal automobiles in any way on this project, Consultant
shall obtain evidence of personal automobile liability coverage for each such
person.
7.1.4 Professional Liability Coverage. The Consultant shall
maintain professional errors and omissions liability insurance for protection against
claims alleging negligent acts, errors, or omissions which may arise from the
Consultant’s operations under this Agreement, whether such operations are by the
Consultant or by its employees or subcontractors. The amount of this insurance
shall not be less than one million dollars ($1,000,000) on a claims-made annual
aggregate basis, or a combined single-limit-per -occurrence basis. When coverage
is provided on a “claims made basis,” Consultant will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover Consultant for
all claims made by City arising out of any errors or omissions of Consultant, or its
officers, employees, or agents during the time this Agreement was in effect.
7.2 Endorsements. Each insurance policy shall be issued by insurers
possessing a Best’s rating of no less than A-:VII. Each general liability insurance
policy shall be endorsed with the specific language of Section 8.2.1 – 8.2.7 below.
Consultant also agrees t o require all Consultants and subcontractors to do
likewise.
7.2.1 “The City, its elected or appointed officers, officials,
employees, agents, and volunteers are to be covered as additional insureds with
respect to liability arising out of work performed by or on behalf of the Consultant,
including materials, parts, or equipment furnished in connection with such work or
operations.”
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7.2.2 This policy shall be considered primary insurance with respect
to the City, its elected or appointed officers, officials, employees, agents, and
volunteers. Any insurance maintained by the City, including any self-insured
retention the City may have, shall be considered excess insurance only and shall
not contribute with this policy.
7.2.3 This insurance shall act for each insured and additional
insured as though a separate policy had been written for each, except with respect
to the limits of liability of the insuring company.
7.2.4 Notwithstanding the provisions included in any of the ISO
Additional Insured Endorsement forms, Consultant acknowledges that the
insurance coverage and policy limits set forth in this section constitute the
minimum amounts of coverage required. Any insurance proceeds available to the
City in excess of the limits and coverage required under this Agreement and which
is applicable to a given loss will be available to the City.
7.2.5 The insurer waives all rights of subrogation against the City,
its elected or appointed officers, officials, employees, or agents regardless of the
applicability of any insurance proceeds, and agrees to require all subcontractors
to do likewise.
7.2.6 Any failure to comply with reporting provisions of the policies
shall not affect coverage provided to the City, its elected or appointed officers,
officials, employees, agents, or volunteers.
7.2.7 The insurance provided by this policy shall not be suspended,
voided, or reduced in coverage or in limits except after thirty (30) days’ written
notice has been submitted to the City and approved of in writing, except in the case
of cancellation, for which ten (10) days’ written notice shall be provided.
7.2.8 Consultant agrees to provide immediate notice to City of any
claim or loss against Consultant arising out of the work performed under this
Agreement. City assumes no obligation or liability by such notice, but has the right
(but not the duty) to monitor the handling of any such claim or claims if they are
likely to involve City.
7.3 Self Insured Retention/Deductibles. Policies required by this
Agreement shall allow City, as additional insured, to satisfy the self-insured
retention (“SIR”) and/or deductible of the policy in lieu of the Owner (as the named
insured) should Owner fail to pay the SIR or deductible requirements. The amount
of the SIR or deductible shall be subject to the approval of the City Attorney and
the Finance Director. Owner understands and agrees that satisfaction of this
requirement is an express condition precedent to the effectiveness of this
Agreement. Failure by Owner as primary insured to pay its SIR or deductible
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constitutes a material breach of this Agreement. Should City pay the SIR or
deductible on Owner’s behalf upon the Owner’s failure or refusal to do so in order
to secure defense and indemnification as an additional insured under the policy,
City may include such amounts as damages in any action against Owner for
breach of this Agreement in addition to any other damages incurred by City due to
the breach.
7.4 Certificates of Insurance. The Consultant shall provide certificates of
insurance with original endorsements to the City as evidence of the insurance
coverage required herein. Certificates of such insurance shall be filed with the City
on or before commencement of performance of this Agreement. Current
certification of insurance shall be kept on file with the City at all times during the
term of this Agreement. The Consultant shall provide written evidence of current
automobile coverage to comply with the automobile insurance requirement.
7.5 Failure to Procure Insurance. Failure on the part of the Consultant to
procure or maintain required insurance shall constitute a material breach of
contract under which the City may terminate this Agreement pursuant to Section
5.2 above.
8.0 ASSIGNMENT AND SUBCONTRACTING. The parties recognize that a
substantial inducement to the City for entering into this Agreement is the
professional reputation, experience, and competence of the Consultant.
Assignments of any or all rights, duties, or obligations of the Consultant under this
Agreement will be permitted only with the express written consent of the City. The
Consultant shall not subcontract any portion of the work to be performed under this
Agreement without the written authorization of the City. If the City consents to such
subcontract, the Consultant shall be fully responsible to the City for all acts or
omissions of the subcontractor. Nothing in this Agreement shall create any
contractual relationship between the City and subcontractor nor shall it create any
obligation on the part of the City to pay or to see to the payment of any monies due
to any such subcontractor other than as otherwise is required by law.
9.0 COMPLIANCE WITH LAWS, CODES, ORDINANCES, AND
REGULATIONS. The Consultant shall use the standard of care in its profession
and comply with all applicable federal, state, and local laws, codes, ordinances,
and regulations.
9.1 Taxes. The Consultant agrees to pay all required taxes on amounts
paid to the Consultant under this Agreement, and to indemnify and hold the City
harmless from any and all taxes, assessments, penalties, and interest asserted
against the City by reason of the independent contractor relationship created by
this Agreement. In the event that the City is audited by any Federal or State agency
regarding the independent contractor status of the Consultant and the audit in any
way fails to sustain the validity of a wholly independent contractor relationship
between the City and the Consultant, then the Consultant agrees to reimburse the
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City for all costs, including accounting and attorneys’ fees, arising out of such audit
and any appeals relating thereto.
9.2 Workers’ Compensation Law. The Consultant shall fully comply with
the workers’ compensation law regarding the Consultant and the Consultant’s
employees. The Consultant further agrees to indemnify and hold the City harmless
from any failure of the Consultant to comply with applicable workers’ compensation
laws. The City shall have the right to offset against the amount of any
compensation due to the Consultant as a result of the Consultant’s failure to
promptly pay to the City any reimbursement or indemnification arising under this
Section.
9.3 Licenses. The Consultant represents and warrants to the City that it
has all licenses, permits, qualifications, insurance, and approvals of whatsoever
nature which are legally required of the Consultant to practice its profession. The
Consultant represents and warrants to the City that the Consultant shall, at its sole
cost and expense, keep in effect or obtain at all times during the term of this
Agreement any licenses, permits, insurance, and approvals which are legally
required of the Consultant to practice its profession.
10.0 CONFLICT OF INTEREST. The Consultant confirms that it has no financial,
contractual, or other interest or obligation that conflicts with or is harmful to
performance of its obligations under this Agreement. The Consultant shall not
during the term of this Agreement knowingly obtain such an interest or incur such
an obligation, nor shall it employ or subcontract with any person for performance
of this Agreement who has such incompatible interest or obligation. Consultant
and its associates and subcontractors will comply with all conflict of interest
statutes of the State of California applicable to Consultant’s services under this
Agreement, including, but not limited to, the Political Reform Act (Government
Code Sections 81000, et seq.) and Government Code Section 1090.
11.0 RECORDS AND AUDITS. The Consultant shall maintain accounts and
records, including personnel, property, and financial records, adequate to identify
and account for all costs pertaining to this Agreement and such other records as
may be deemed necessary by the City or any authorized representative. All
records shall be made available at the request of the City, with reasonable notice,
during regular business hours, and shall be retained by the Consultant for a period
of three years after the expiration of this Agreement.
12.0 OWNERSHIP OF DOCUMENTS. It is understood and agreed that the City
shall own all documents and other work product of the Consultant, except the
Consultant’s notes and workpapers, which pertain to the work performed under
this Agreement. The City shall have the sole right to use such materials in its
discretion and without further compensation to the Consultant, but any re-use of
such documents by the City on any other project without prior written consent of
the Consultant shall be at the sole risk of the City. The Consultant shall at its sole
expense provide all such documents to the City upon request.
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13.0 INDEPENDENT CONTRACTOR. The Consultant is and shall at all times
remain as to the City a wholly independent contractor. Neither the City nor any of
its agents shall have control over the conduct of the Consultant or any of the
Consultant’s employees or agents, except as herein set forth. The Consultant shall
not at any time or in any manner represent that it or any of its agents or employees
are in any manner agents or employees of the City. The Consultant shall have no
power to incur any debt, obligation, or liability on behalf of the City or otherwise act
on behalf of the City as an agent.
14.0 NOTICE. All Notices permitted or required under this Agreement shall be in
writing, and shall be deemed made when delivered to the applicable party’s
representative as provided in this Agreement. Additionally, such notices may be
given to the respective parties at the following addresses, or at such other
addresses as the parties may provide in writing for this purpose. Such notices shall
be deemed made when personally delivered, delivered electronically, or when
mailed forty-eight (48) hours after deposit in the U.S. mail, first-class postage
prepaid, and addressed to the party at its applicable address.
City of Rolling Hills
2 Portuguese Bend Road.
Rolling Hills, CA 900
Attention: City Manager
CONSULTANT:
GPA Consulting
840 Apollo St., Suite 312
El Segundo, CA 90245
Attention: Richard Galvin, Vice President
15.0 GOVERNING LAW. This Agreement shall be governed by the laws of the
State of California.
16.0 ENTIRE AGREEMENT; MODIFICATION. This Agreement supersedes any
and all other agreements, either oral or written, between the parties, and contains
all of the covenants and agreements between the parties. Each party to this
Agreement acknowledges that no representations, inducements, promises, or
agreements, oral or otherwise, have been made by any party, or anyone acting on
behalf of any party, which are not embodied herein. Any agreement, statement, or
promise not contained in the Agreement, and any modification to the Agreement,
will be effective only if signed by both parties through written amendment to the
Agreement.
17.0 WAIVER. Waiver of a breach or default under this Agreement shall not
constitute a continuing waiver of a subsequent breach of the same or any other
provision under this Agreement.
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18.0 EXECUTION. This Agreement may be executed in several counterparts,
each of which shall constitute one and the same instrument and shall become
binding upon the parties when at least one copy hereof shall have been signed by
both parties hereto. In approving this Agreement, it shall not be necessary to
produce or account for more than one such counterpart.
19.0 AUTHORITY TO ENTER AGREEMENT. The Consultant has all requisite
power and authority to conduct its business and to execute, deliver, and perform
this Agreement. Each party warrants that the individuals who have signed this
Agreement have the legal power, right, and authority to make this Agreement and
to bind each respective party
20.0 COPYRIGHT. No reports, maps, or other documents produced in whole or
in part under this Agreement shall be the subject of an application for copyright by
or on behalf of the Consultant.
21.0 FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE.
Final Payment Acceptance Constitutes Release. The acceptance by the
Consultant of the final payment made under this Agreement shall operate as and
be a release of the City from all claims and liabilities for compensation to the
Consultant for anything done, furnished or relating to the Consultant’s work or
services. Acceptance of payment shall be any negotiation of the City’s check or
the failure to make a written extra compensation claim within ten (10) calendar
days of the receipt of that check. However, approval or payment by the City shall
not constitute, nor be deemed, a release of the responsibility and liability of the
Consultant, its employees, subcontractors, and agents for the accuracy and
competency of the information provided or work performed; nor shall such approval
or payment be deemed to be an assumption of such responsibility or liability by the
City for any defect or error in the work prepared by the Consultant, its employees,
subcontractors, and agents.
22.0 CORRECTIONS. In addition to the above indemnification obligations, the
Consultant shall correct, at its expense, all errors in the work which may be
disclosed during the City’s review of the Consultant’s report or plans. Should the
Consultant fail to make such correction in a reasonable timely manner agreed to
by both parties, such correction shall be made by the City, and the cost thereof
shall be charged to the Consultant. Before the City steps in, the parties will agree
on a process where both parties review and approve the correction plan to ensure
that the correction is in line with the scope of work.
23.0 DISPUTE RESOLUTION. The Parties agree to attempt in good faith to first
resolve any dispute arising out of or relating to this Agreement through negotiations
between authorized representatives of each respective Party in the normal course
of business, prior to either party commencing any legal action or resorting to any
other remedies. The parties agree to first attempt mediation prior to initiating
litigation or other binding dispute resolution.
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24.0 ATTORNEYS’ FEES. The parties hereto acknowledge and agree that each
will bear his/her or its own costs, expenses, and attorneys' fees arising out of
and/or connected with the negotiation, drafting, and execution of the Agreement,
and all matters arising out of or connected therewith except that, in the event any
action is brought by any party hereto to enforce this Agreement, the prevailing
party in such action shall be entitled to reasonable attorneys' fees and costs in
addition to all other relief to which that party or those parties may be entitled.
This Agreement is executed on March 24, 2025, at City of Rolling Hills, California.
CITY OF ROLLING HILLS: CONSULTANT:
______________________________ ______________________________
Karina Bañales, City Manager By: Richard Galvin, Vice President
ATTEST:
___________________________
Christian Horvath, City Clerk
APPROVED AS TO FORM:
___________________________________
Patrick Donegan, City Attorney
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EXHIBIT A
SCOPE OF SERVICES
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City of Rolling Hills
Eastfield Drive Electrical Utility Undergrounding Mitigation Project
Proposal for Environmental Services
March 2025
I. PROJECT UNDERSTANDING & APPROACH
The City of Rolling Hills proposes to underground approximately 4,735 linear feet of 16kV utility lines
along Eastfield Drive (project). The City would work with the Southern California Edison to perform and
manage the design, engineering and construction of the project. Proposed improvements would
include the removal of 21 utility poles, overhead wires, and attached equipment, and the installation
of five concrete vaults, 10 transformer pads, and 11 handholes. Ground disturbing activities are
estimated to take place for 6 months.
The City is designated as a Very High Fire Hazard Severity Zone (VHFHSZ) by the California State Fire
Marshall. The City has historically been subject to fires/wildfires threatening loss of life and property.
Due to the City's aging population and lack of dual street egress, the loss of life risk is increased.
To eliminate fires caused by wildlife interference with utility lines or equipment failure, the City is
working toward undergrounding as many utility lines along the most heavily trafficked streets. This
project would reduce the risk of wildfire and the associated risk of loss of life, property, and services in
the area. The project is included in the City's latest Hazard Mitigation Plan Update and is considered a
priority.
The project is funded through the Federal Emergency Management Agency (FEMA) Hazard Mitigation
Grant Program (HMGP); therefore, environmental documentation pursuant to the National
Environmental Policy Act (NEPA) is required, and FEMA is the NEPA lead agency. The California
Governor’s Office of Emergency Services (Cal OES) is responsible for identifying program priorities,
reviewing sub applications and forwarding recommendations for funding to FEMA. FEMA, as the NEPA
lead agency, has final approval for activity eligibility and funding. The project also requires compliance
with the California Environmental Quality Act (CEQA), and the City is the CEQA lead agency.
The City prepared and completed the HGMP sub application for the project ; based on a letter and
enclosed sub application from CalOES dated February 4, 2022, GPA understands that the City was
awarded the HMGP funds for the project. FEMA determined that the project is covered by the Region
IX Programmatic Environmental Assessment (PEA) under Section 2.3, Constructing, Modifying, or
Relocating Facilities. The project approval is subject to the Record of Environmental Considerations
(REC) and Standard Conditions set forth in the sub application approval package.
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The project’s REC determines that the project is not likely to adversely affect the Coastal California
gnatcatcher (CAGN) or its designated critical habitat with the implementation of selected general
avoidance and minimization measures and species -specific conservation measures outlined in the U.S.
Fish and Wildlife Service (USFWS) Programmatic Biological Opinion (PBO) from the Carlsbad Fish and
Wildlife Office specific to the project . The selected general avoidance and minimization measures
include measures AMM-1, AMM-3 through AM-11, AM-13 through AMM-15, AMM-17, AMM-19, and
AMM-21; the selected species -specific conservation measures for CAGN include CAGN-2 and CAGN-4
through CAGN-7. The conditions set forth by FEMA assume that proposed activities would take place
outside of the CAGN breeding season (February 15 to August 30).
Based on input from the City, GPA understands that construction of the project is estimated to begin
in May 2025 for an approximate duration of six months. GPA has notified the City that the construction
of the project would overlap with the typical CAGN breeding season, and understands that the City
would like to proceed with construction during the CAGN nesting season. Therefore, GPA proposes to
conduct preconstruction surveys to comply with measure CAGN-1: Habitat Assessment of the PBO,
which requires a habitat assessment to determine whether suitable habitat for the CAGN occurs in the
action area. GPA will also provide worker education for the project in compliance with measure AMM-
15: Environmental Awareness Training for Construction Personnel, and will prepare a habitat
restoration plan in compliance with CAGN 5: Habitat Restoration Plan.
If active nests of CAGN are located within 300 feet, then an exclusionary buffer would be needed and
a full-time monitor on-site during work activities (CAGN-3: Work Restrictions Near Active Nests).
Construction monitoring has been included as an optional task (Task 5) in the event active nests of
CAGN are found within 300 feet of the area of disturbance. It is assumed the project would comply
with measures CAGN-6: Limits on Habitat Disturbance and CAGN-7: No Permanent Loss of Habitat . It is
further assumed that the City and/or Contractor would be responsible for the implementation of
measures and best management practices not included in this scope of work.
GPA has included an optional task (Task 7) in the event the City requests assistance completing the
Post -Construction Notification Reporting Form, a requirement of FEMA’s post -construction monitoring
and reporting requirements.
In addition to the biological avoidance and minimization measures listed above, the project’s REC
stipulates that the Subrecipient (City) is responsible for retaining a qualified archaeologist, who meets
the Secretary of the Interior's Professional Qualification Standards in archaeology, to prepare and
implement a Monitoring Plan for the proposed project. The Monitoring Plan shall include monitoring
by a Native American monitor of the Gabrielino/Tongva Indians of California and shall include a worker
training that presents a summary of the monitoring plan to construction personnel at the onset of
construction. The frequency and duration of the monitoring will be determined by the qualified
archaeologist in consultation with a Native American monitor of the G abrielino/Tongva Indians of
California. As a subconsultant to GPA, Duke CRM will prepare a monitoring plan and conduct cultural
awareness training to comply with the REC. This scope of work and fee does not include any Native or
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Tribal monitoring. GPA has included optional tasks to assist the City with Tribal coordination (Task 4)
and archaeological monitoring (Task 6).
At the request of the City, GPA has prepared t his proposal to provide the following cultural and
biological services , required as conditions put forth by FEMA through the project’s REC.
II. SCOPE OF WORK
Task 1: Biological Resources Compliance
GPA proposes the following tasks to demonstrate compliance with measures AMM-15: Environmental
Awareness Training for Construction Personnel, CAGN-1: Habitat Assessment , and CAGN-5: Habitat
Restoration Plan.
Task 1.1 Worker Education Program
The permitted R yanEC biologist will conduct an education program for construction personnel. This
will include a description of the CAGN and its habitat, the potential occurrence of this species in the
project area; the measures to be implemented to conserve listed species and their habitats as they
relate to the work site; and boundaries in which construction may occur. A fact sheet conveying this
information will be prepared and distributed to all construction crews and project personnel entering
the project area. Upon completion of the program, personnel will sign a form stating that they attended
the program and understand all of the avoidance and minimization measures for the Special Status
Species. Any new workers who are added to the job following this initial training program also will be
required to take the program throughout the duration of construction activities. Repeated trainings
are not included in this scope of work.
Deliverable s: One Worker Education Program Training; Fact Sheet
Task 1.2 California Gnatcatcher Preconstruction Survey
GPA will conduct an updated California Natural Diversity Database (CNDDB) search for CAGN
observations and provide it to RyanEC for review. GPA will coordinate with the City and Contractor to
provide RyanEC with the survey boundaries and proposed project area boundaries clearly marked
within five working days of the first Field Survey date. T he permitted R yanEC biologist will conduct a
survey of the site between sunrise and noon within 48 hours of vegetation-clearing activities , which
are assumed to begin May 27, 2025. RyanEC will survey approximately 4,735 linear feet (1.4 km) and
adjacent land that can be accessed from existing roads (private property lines both sides of the road)
for CAGN. RyanEC would notify the appropriate agencies of the intent to survey. A report will be
prepared and provided to City the following day, along with a map and coordinates of any CAGN
detection or other sensitive resources detected.
Deliverable s: Preconstruction Survey and Reporting
Task 1.3 Habitat Restoration Plan
GPA will prepare a Temporary Impacts Restoration/Revegetation Plan (Restoration Plan) detailing the
revegetation activities to be completed for temporary impacts on CAGN habitat. The Restoration Plan
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will outline the proposed restoration methodology, timing, plant palette, and monitoring
requirements/timing. The Restoration Plan will include an assessment of existing conditions within the
proposed restoration areas; a summary of prior management activities; any recorded observations or
signs of listed or proposed species within proposed restoration areas; and a summary of any problems
encountered during management and/or monitoring and remedial measures implemented to correct
problems or deficiencies in the restoration plan. GPA will coordinate as needed with the City and
California Department of Fish and Wildlife for development, review, and approval of the Restoration
Plan.
Deliverable: Habitat Restoration Plan
Task 2: Cultural Resources Compliance
GPA proposes the following tasks to demonstrate compliance with Section 106 of the National Historic
Preservation Act (NHPA), as outlined in the project’s REC . This scope of work and fee does not include
any Native or Tribal monitoring.
Task 2.1 Monitoring Plan
As a subconsultant to GPA, Duke Cultural Resources Management (DUKE CRM) will prepare a
monitoring plan. The monitoring plan will specify the communication protocols, methods that will be
used to protect archaeological resources that may exist within the project, procedures for monitoring,
procedures for archaeological discoveries, curation or artifacts (if discovered), and preparation of a
report at the conclusion of the monitoring program.
Task 2.2 Cultural Sensitivity Training
DUKE CRM qualified archaeologist will attend the project pre-grade meeting with the Contractor,
Native American(s), and others to discuss the cultural awareness training. The sensitivity training shall
include a description of the types of cultural material that may be encountered, cultural sensitivity
is sues, the regulatory environment, and the proper protocol for treatment of the materials in the event
of a find. Any new workers who are added to the job following this initial training session also will be
required to take the training throughout the duration of ground disturbing construction activities.
Repeated trainings are not included in this scope of work.
Deliverable s: Monitoring Plan; Worker Education Training
Task 3: Project Management and Meetings
Throughout the contracted period, the GPA Project Manager (PM) will maintain a clear line of
communication with the City and will conduct regular status checks to ensure all tasks are on schedule
and within budget. The GPA PM will prepare a monthly progres s report that includes the progress of
each task. GPA will also maintain electronic copies of the complete environmental record of the project
and will provide the City with a copy of all documentation.
GPA will attend one kick-off meeting and up to six agency meetings on an as -needed basis throughout
the contracted period. It is assumed that all meetings would be held virtually, and each meeting would
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last one hour. Preparation of meeting agendas and meeting minutes are not included in this scope and
fee.
Deliverable: Monthly progress reports; attendance at one kick-off meeting and up to six agency
meetings
III. SCOPE OF WORK (OPTIONAL TASKS)
Task 4: Native American Coordination
The project’s Record of Environmental Consideration (REC) requires that the monitoring plan (Task 3)
shall include monitoring by a Native American monitor of the Gabrielino/Tongva Indians of California.
The frequency and duration of the monitoring will be determined by the qualified archaeologist in
consultation with a Native American monitor of the Gabrielino/Tonga Indians of California. If requested
by the City, GPA and Duke CRM will coordinate with the City to assist the City to retain a local consulting
and monitoring Tribe, as required. This will include telephone conversations, video conferences, and
email communications with the City and any Tribe(s), and review of documents between the City and
the Tribe.
Task 5: California Gnatcatcher Construction Monitoring
If active nests of California Gnatcatchers are located within 300 feet of the construction limits, then an
exclusionary buffer would be needed and a full-time monitor on-site during work activities (CAGN-3).
Depending on availability, the permitted REC biologist will be available to assist with construction
monitoring. It is assumed that there will be 10-hour work days , at a cost per day of $1,000, over 30
working days.
Deliverables: Construction Monitoring for CAGN
Task 6: Archaeological Construction Monitoring
In the event tribal consultation results in the request for a third party qualified archaeological monitor,
DUKE CRM will provide one archaeological monitor during all ground disturbing activities with the
potential to impact archaeological resources. The monitor will follow construction equipment (dozers,
scrapers, back hoes, etc.) observing the freshly excavat ed soils. Monitoring will occur at the pace of
construction. Occasionally the archaeological monitor will screen sediment for the presence of artifacts
or ecofacts indicative of an archaeological site. In general, the archaeological monitor will stay at a safe
distance from the construction equipment during monitoring, allowing construction to proceed at a
normal pace. Occasionally the archaeological monitor will need to inspect sediments in the area of the
equipment, necessitating a temporary slowdown. However, all efforts will be made to limit slowdowns.
The archaeological monitor will take daily photographs and maintain a daily log of monitoring activities.
The daily log will include soils and stratigraphic observations. The monitor will work under the direct
supervision of the DUKE CRM project archaeolog ist. The archaeological monitor will work in
coordination with the superintendent/foreman. If the archaeological monitor discovers an
archaeological resource, he/she will notify the Project Archaeologist, Owner, and Contractor, and
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follow the requirements in the Monitoring Plan. Treatment of any discoveries will result in additional
tasks, not included herein and will necessitate a contract amendment.
For the purposes of this proposal, we anticipate 30 days of archaeological monitoring. The actual
number of monitoring days and the intensity (full-time, part -time, etc.) will be determined in the field
and will be based on the actual schedule, sediment conditions, assessment of the potential presence
or absence of archaeological resources. Additional monitoring in order to comply with the conditions
approved by FEMA (2022) will require a contract amendment. We assume negative findings for
archaeological resources. This proposal does not include a Native American monitor.
A minimum half-day charge (“show up time”) per monitor will be charged for unannounced work
stoppages that are not due to actions of DUKE CRM. Overtime (greater than 8 hours per day) is extra
and will be billed at 1.5 times the hourly rate below.
Compliance Report
At the conclusion of fieldwork, the results of archaeological construction monitoring will be
documented in a monitoring report. As DUKE CRM assumes no significant archaeological resources will
be observed during the construction monitoring, a negative findings report will suffice. This report will
include a brief overview of the project area’s culture history and a summary of the field methods and
negative results, and recommendations for future resource management, if any.
If archaeological resources are identified at any time during the Project, the following tasks will likely
occur and will require a contract amendment:
1. DUKE CRM will halt or temporarily divert all ground disturbance from the discovery.
2. DUKE CRM will notify the on-site Contractor, City, FEMA, and Native American monitor(s)
immediately upon any such discovery.
3. The intensity of monitoring will likely need to increase (i.e., spot-check to part -time monitoring
or part-time to full-time monitoring).
4. Following consultation with the City, FEMA, and Native Americans (as necessary), tasks that may
be necessary include, but are not limited to, archaeological evaluation and/or data recovery
excavation, sampling and processing, mapping, research, laboratory analysis, a detailed technical
report, site records, and curation of specimens into a museum or curation facility. The level of effort
for these tasks varies depending on the nature and significance of the find. All work be conducted
in a manner consist ent with the requirements of the Monitoring Plan. These additional undertakings
would require a contract amendment.
Deliverables: Construction Monitoring for archaeological resources; Compliance Report
Task 7: FEMA Post -Construction Notification Reporting Form
If requested, GPA will prepare the FEMA Post-Construction Notification Form for impacts on the CAGN.
GPA will coordinate with the City or contractor to obtain the appropriate information required
including the acres of CAGN habitat affected, restoration efforts for the affected habitat, number of
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individuals of the species that were killed or injured, number of live individuals that were observed,
and success and/or failure to meet the avoidance and minimization Measures. Results of the pre-
construction survey will be attached to the Post -Construction Notification Reporting Form.
Deliverables: FEMA Post -Construction Notification Reporting Form
IV. ASSUMPTIONS
This Scope of Work has been prepared based on the following assumptions:
• GPA assumes no responsibility in the event that the federal funds are de-obligated for work that does
not comply with the conditions outlined in the sub application approval package.
• This scope of work is based on project information provided in the HMGP approval package shared by
the City on February 12, 2025. If the limits of the project area or scope of the project change in a
manner that would warrant additional environmental documentation not included in this scope of
work, GPA will provide an additional scope of work and budget to support any additional effort
required.
• Unless otherwise identified herein, all deliverables will be electronic. GPA will respond to a total of one
round of comments on all deliverable s from the City. Coordination with and reviews from FEMA are
not anticipated, and have been excluded from this scope of work.
• The fee developed for this project assumes an eight -month period of performance. If the project is
delayed, and requires additional months of project management, a budget augmentation will be
requested.
• This estimate does not include focused or specialized surveys for species other than CAGN, detailed
habitat mapping, jurisdictional habitat delineations, or any permitting activities, including a formal
biological assessment in support of Section 7 or Sect ion 10 of the Endangered Species Act.
• The City will provide unimpeded access to the project site and survey areas, and the entire site will be
accessible and can be walked safely.
• This scope of work does not include any Native or Tribal monitoring.
• There will be no meetings or correspondence with local, state, or federal agencies, unless otherwise
identified herein.
• Repeated education trainings are not included in this scope of work.
• No changes to protocol will be made by any agency prior to the field surveys being completed and
report submitted.
• It should be explicitly understood that hours may be allocated differently among tasks and available
personnel.
• The fee for optional monitoring Tasks 5 and 6 assumes 8 -hour work days over 30 working days.
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EXHIBIT B
FEE AND COST SCHEDULE
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Richard GalvinPrincipal Env. PlannerCatherine SaintSenior Env. PlannerMartin RoseSenior GIS AnalystJennifer JohnsonSenior Assoc. BiologistAngela ScudiereSenior BiologistVictoria MasjuanAssoc. BiologistLizbeth Pliego GuzmanAssoc. BiologistTotal HoursOther Direct CostsSubconsultantsTotal Labor CostsGrand Total (Labor, Subs, ODCs)No.Task Description 365.00$ 210.00$ 190.00$ 240.00$ 210.00$ 150.00$ 150.00$
1 134 4,000.00$ 24,220.00$ 28,220.00$
1.1 Worker Education Program 4 4 1,500.00$ 960.00$ 2,460.00$
1.2 California Gnatcatcher Pre-Construction Survey 2 4 8 14 2,500.00$ 3,100.00$ 5,600.00$
1.3 Habitat Restoration Plan 4 12 12 16 56 16 116 -$ 20,160.00$ 20,160.00$
2 8 4,420.00$ 1,680.00$ 6,100.00$
2.1 Monitoring Plan 4 4 2,690.00$ 840.00$ 3,530.00$
2.2 Cultural Sensitivity Training 4 4 1,730.00$ 840.00$ 2,570.00$
3 Project Management 6 14 20 -$ 5,130.00$ 5,130.00$
SUBTOTAL 6 28 16 24 16 56 16 162 8,420.00$ 31,030.00$ 39,450.00$
4 Native American Coordination (Optional)2 4 6 1,640.00$ 1,570.00$ 3,210.00$
5 California Gnatcatcher Construction Monitoring (Optional)2 4 6 12 30,000.00$ 2,620.00$ 32,620.00$
6 Archaeological Construction Monitoring (Optional)4 4 34,500.00$ 840.00$ 35,340.00$
7 FEMA Post-Construction Notification Form (Optional)2 4 8 4 16 34 -$ 6,450.00$ 6,450.00$
SUBTOTAL (Optional Tasks)4 14 12 10 16 56 66,140.00$ 11,480.00$ 77,620.00$
TOTAL HOURS 10 42 28 34 16 56 32 218
TOTAL COST 3,650.00$ 8,820.00$ 5,320.00$ 8,160.00$ 3,360.00$ 8,400.00$ 4,800.00$ -$ 74,560.00$ 42,510.00$ 117,070.00$
Biological Resources Compliance
Cultural Resources Compliance
Fee Proposal
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Agenda Item No.: 13.E
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:CONSIDER AND APPROVE A PROFESSIONAL SERVICES
AGREEMENT WITH RYAN ECOLOGICAL CONSULTING TO PROVIDE
ENVIRONMENTAL CONSULTING SERVICES FOR THE 20C PORTION
OF THE CREST ROAD EAST FIRE PREVENTION POWER LINE
UNDERGROUNDING PROJECT IN AN AMOUNT NOT TO EXCEED
$2,000 FUNDED BY FEDERAL EMERGENCY MANAGEMENT AGENCY
(FEMA) HAZARD MITIGATION PROGRAM #DR4344-PJ0526,
AUTHORIZE THE CITY MANAGER TO EXECUTE THE AGREEMENT,
AND FINDING THE PROJECT CATEGORICALLY EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT
DATE:March 24, 2025
BACKGROUND:
The City applied for grant funds through the California Governor's Office of Emergency
Services (CalOES)/Federal Emergency Management Agency (FEMA) Hazard Mitigation
Program. On September 14, 2020, the City was awarded $1,145,457 of Federal funds to
underground utility infrastructure along Crest Road East from the eastern city limits to the
frontage of 67 Crest Road East. The grant requires a local match of 25% ($381,819) for a total
project amount of $1,527,276. The local match can be fulfilled using the California Public
Utilities Commission (CPUC) Rule 20A work credits.
The entire project was initially characterized as a CPUC Rule 20A project. For Rule 20A
projects, Southern California Edison (SCE) handles the design and joint trench bidding and
assists in coordinating with the other utility companies. City staff held a kick-off meeting with
SCE on January 13, 2021. SCE commenced its work by performing a site visit and taking
measurements to confirm the scope and limits of the work, as well as preparing a Rough
Order of Magnitude (ROM) estimate for the project. The ROM was submitted to the City on
February 25, 2021, and is based on the following: the removal of 8 poles and approximately
1,340 feet of overhead wires, and the conversion of one overhead service to an underground
feed covering the area from Crest Road, from 87 Crest Road to the East City Limits. The ROM
cost estimate for the entire project was $1,000,000, expressed in 2023 dollars. The City sent
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SCE an email of concurrence for this ROM on March 3, 2021.
On May 10, 2021, the City Council adopted Resolution No. 1275 to establish an Underground
Utility District and set a public hearing for the June 14, 2021 City Council Meeting.
On June 14, 2021, the City Council adopted Resolution No. 1276 to create Underground Utility
District No. 1 (Crest Road) to support the Crest Road East CalOES/FEMA Hazard Mitigation
Grant Project.
Subsequent to the abovementioned assumptions, SCE recognized that the growing costs to
execute the project limited the linear feet that the ROM would cover under the Rule 20A
program. The growing cost escalations also increased the City's match fund obligation from an
estimated $381,000 to $1,000,000.
As such, the project was divided into two Rule 20 programs. Rule 20A would cover the
majority of Crest Road, with SCE responsible for the design, joint trench bidding, and assisting
in the coordination with the other utility companies. The remainder of the project was
converted to a Rule 20C program where the City of Rolling Hills would be required to handle
the civil design, joint trench bidding, and assist in coordinating with the other utility companies.
The City is responsible for the completion of the Rule 20C segment, including lateral
connections to residential panels.
The City complied with all requirements and released a Request for Proposals (RFP) for Civil
Engineering Services on or around April 11, 2023. Proposals were originally posted as due on
May 9, 2023 and extended to May 11, 2023.
On June 12, 2023, the City Council entered into a professional services agreement with DCA
Engineering as they were the only respondents to the solicitation. DCA worked with staff over
the subsequent months to prepare the Civil Engineering specifications and construction bid
documents.
On September 25, 2023, the City officially released the 2QS-RULE 20C INSTALL UG
STATLER 16KV WALTERIA SUB. # 2023-04 Request for Bid and posted it on the City's
website.
A mandatory job walk was held on October 3, 2023, and seven interested parties attended.
Following the walk, the City Clerk realized that a formal Public Notice had not been published.
On October 7 and 12, 2023, the City published the Request for Bid in a local newspaper as
mandated by the State Public Contract Code. No potential bidders attended the second job
walk.
O n October 23, 2023 , the City received two (2) sealed bids and determined that VCI
Construction, Inc. (VCI) was the lowest responsive and responsible bidder. City staff also filed
a one-year grant extension request with CalOES due to SCE's inability to release their Bid for
the Rule 20A portion.
In the Spring/Summer of 2024, VCI performed and completed the construction work for the
20C portion.
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In the Fall/Winter of 2024 and into January 2025, SCE's selected contractor performed and
completed the construction work for the 20A portion.
The project was completed ahead of the February 7, 2025 required end date to allow for a 3-
month closeout period with CalOES.
DISCUSSION:
The City has another FEMA/CalOES Utility Underground grant project for Eastfield Drive. In
recent months, during preparation for engineering services ahead of construction bid
development, staff became aware of the Record of Environmental Considerations (REC) –
which posited certain environmental requirements and Standard Conditions as set forth in the
sub application approval package. As a result of questions on how best to comply, staff
consulted with CalOES and was made aware of certain conditions related to gnatcatcher
monitoring and native American monitoring.
Once notified, staff began to work with the City Attorney, CalOES, the Gabrielino/Tonga
Indians of California and GPA Consulting (GPA) on how best to comply with any required
grant conditions.
GPA has been an ongoing consultant to the City on the FEMA/CalOES Vegetation
Management Grant and provides a variety of services in the areas of environmental planning,
historic preservation, and biology. As part of the securing their services for the Eastfield Drive
grant project, GPA recommended using one of their sub-consultants, Ryan Ecological
Consulting (RyanEC) to assist the City in performing a post-construction survey for the
California Coastal gnatcatcher within the Crest Road East 20C portion where construction had
occurred during the nesting season.
To ensure the City complies with the gnatcatcher-related requirements, RyanEC's proposed
scope and fees (Attachment A) are designed to provide a survey of existing conditions and a
subsequent report.
The City Attorney is coordinating with a Native American monitor of the Gabrielino/Tonga
Indians of California as it relates to the other requirement.
FISCAL IMPACT:
Under Rule 20C, the City is required to cover the costs for any contracted work and then be
reimbursed from the grant funds. The grant pays for 75% of the fee and the City pays 25% of
the fee using Rule 20A tariff credits. Staff will return to Council with a proposed resolution to
amend the budget based on the costs and flow of funds described herein.
The total not-to-exceed fee for Ryan Ecological Consulting is $2,000.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
GR_BID_250314_REC_CAGN_PostConSurvey_Proposal.pdf
CA_AGR_250324_REC_CrestRdEast_UU_Environmental_F.pdf
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WorkersCompLetter_2021.pdf
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Ryan Ecological Consulting
526 West Colorado Blvd.
Monrovia, CA 91016
(949) 923 8224
Jennifer Johnson
GPA Consulting
840 Apollo St suite 312
El Segundo, CA 90245
March 14, 2025
Sent via e-mail to: jennifer@gpaconsulting-us.com
Re: California Gnatcatcher post-construction survey
Dear Jennifer,
As requested, Ryan Ecological Consulting (REC) proposes to conduct a post-construction survey for
California Gnatcatcher and report in support of the Crest Road East Project in the City of Rolling Hills,
California.
The proposal is based on information provided by GPA Consulting. It involves surveying approximately 570
linear feet and adjacent lands that can be accessed from exisiting roads (private property lines both sides of
the road) for California Gnatcatcher. My understanding of the project is that it would include notifying the
agencies of my intent to survey, conducting a single post-construction survey and a letter report.
Notice to proceed for the services described in Exhibit A can be accomplished by entering into a contract with
Ryan Ecological Consulting. We look forward to working with you on this project and are excited to present
our biological resources services to you.
Should you have any questions concerning this scope of work and cost estimate, please contact me at (949)
923-8224 or tryanbio@gmail.com.
Best wishes,
Thomas Ryan
Ryan Ecological Consulting
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Exhibit A: Proposed Scope of Work.
Task 1. Postconstruction Survey & Report. The permitted REC biologist will conduct a survey of the site
between sunrise and noon within 48 hours of vegetation-clearing activities. A report will be prepared
and provided to the Client later that day, along with a map and coordinates of any California
Gnatcatcher detection or other sensitive resources detected.
Estimated Costs (fixed fee)
Task 1. Preconstruction Survey and Report $2,000.00
Total (includes mileage, expenses and indirect costs) $2,000.00
Payment. Invoices will be submitted monthly to the Client on the last day of the month (or previous
Friday if it falls on a weekend) and payment is due within 30 days of receipt of payment to the Client or a
maximum of 120 days after submission.
Estimate Assumptions.
1) GPA Consulting (the Client) will provide an aerial photo with the survey boundaries and
proposed project area boundaries clearly marked within 5 working days of the first Field Survey
date.
2) The Client will provide a recent CNDDB database search of the quad and surrounding quads for
gnatcatcher observations.
3) That the survey area for gnatcatcher is no larger than 80 acres. Any suitable habitat within
buffers can be effectively surveyed from the project right-of-way.
4) This estimate does not include focused or specialized surveys for other species, detailed habitat
mapping, jurisdictional habitat delineations, or any permitting activities, including a formal
biological assessment in support of Section 7 or Section 10 of the Endangered Species Act.
5) The Client will provide unimpeded access to the project site and survey areas.
6) That the entire site will be accessible and can be walked safely.
7) There will be no meetings or correspondence with local, state, or federal agencies.
8) There will be no additional on-site meeting required with the Client, their contractors, or
agencies beyond that required for Task 2.
9) The Client will require no more than one electronic copy of the draft and final report.
10) That the site can be surveyed safely by the biologist. If it is still deemed unsafe in the judgment
of the REC biologist, the Client may need to make arrangements for a second surveyor to
accompany the biologist.
11) That a second, permitted contract biologist may be used.
12) That no changes to the protocol will be made by any agency prior to the surveys being
completed and report submitted.
13) That surveys are not interrupted by public health orders.
This proposal is valid for 90 days from the date submitted.
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PROFESSIONAL SERVICES AGREEMENT
REGULATORY PERMITTING SERVICES
This Agreement is made and entered into by and between the City of Rolling
Hills, a municipal corporation (hereinafter referred to as the "City"), and Ryan
Ecological Consulting., a California corporation (hereinafter referred to as
"Consultant").
R E C I T A L S
A. The City desires to utilize the services of Consultant as an
independent contractor to satisfy the environmental requirements for the Crest
Road East Utility Undergrounding Project funded by the Federal Hazard Mitigation
Grant Program (HMGP).
B. The Consultant warrants to the City that it has the qualifications,
experience, and facilities to perform properly and timely the services under this
Agreement.
C. The City does not have the personnel able and available to perform
the services required under this Agreement.
NOW, THEREFORE, the City and the Consultant agree as follows:
1.0 SCOPE OF THE CONSULTANT’S SERVICES. The Consultant agrees to
provide the services and perform the tasks set forth in the Scope of Work, attached
to and made part of this Agreement as Exhibit A, except that, to the extent that any
provision in Exhibit A conflicts with this Agreement, the provisions of this
Agreement shall govern. The Scope of Work may be amended from time to time
in writing and signed by both parties by way of written amendment to this
Agreement. The location where services are to be performed shall be determined
by mutual agreement of the parties’ representatives. To the extent that services
are performed in City Hall, Consultant agrees that its employees will abide by any
COVID-19 protocols then in effect. Consultant shall perform all services under this
Agreement in accordance with the standard of care generally exercised by like
professionals under similar circumstances and in a manner reasonably satisfactory
to City.
2.0 TERM OF AGREEMENT. This Agreement will become effective upon
execution by both parties and will remain in effect for a period of one year from
said date unless otherwise expressly extended and agreed to by both parties in
writing through written amendment to this Agreement or terminated by either party
as provided herein.
3.0 COMPENSATION FOR SERVICES. The City shall pay the Consultant for
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its professional services rendered and costs incurred pursuant to this Agreement
in accordance with Exhibit A, the Scope of Work’s fee and cost schedule for the
services attached to and made part of this Agreement subject to a do not exceed
amount in the amount of $2,000. Compensation shall under no circumstances be
increased except by written amendment of this Agreement. The Consultant shall
be paid within forty-five (45) days of presentation of an invoice to the City for
services performed to the City’s satisfaction. The Consultant shall submit invoices
monthly describing the services performed, the date services were performed, a
description of reimbursable costs, and any other information requested by the City.
4.0 CONTRACT ADMINISTRATION
4.1 The City’s Representative. Unless otherwise designated in writing,
the City Manager shall serve as the City’s representative for the administration of
this Agreement. All activities performed by the Consultant shall be coordinated with
the City Manager.
4.2 Manager-in-Charge. For the Consultant, Thomas Ryan, shall be in
charge of all matters relating to this Agreement and any agreement or approval
made by such person shall be binding on the Consultant. The Manager-in -Charge
shall not be replaced without the written consent of the City.
4.3 Responsibilities of the City. The City shall provide all relevant
documentation in its possession to the Consultant upon request and City staff shall
work with Consultant in order to facilitate its performance of its services hereunder.
4.4 Personnel. The Consultant represents that it has or will secure at its
own expense all personnel required to perform the services under this Agreement.
All of the services required under this Agreement will be performed by the
Consultant or under its supervision, and all personnel engaged in the work shall
be qualified to perform such services. The Consultant reserves the right to
determine the assignment of its own employees to the performance of the
Consultant’s services under this Agreement, but the City reserves the right, for
good cause, to require the Consultant to exclude any employee from performing
services on the City’s premises.
5.0 TERMINATION.
5.1 Either the City Manager or the Consultant may terminate
this Agreement, without cause, by giving the other party thirty (30) days written
notice of such termination and the effective date thereof. In the event of such
termination, Consultant shall prepare and shall be entitled to receive compensation
pursuant to a close-out bill for services rendered in a manner reasonably
satisfactory to the City and fees incurred pursuant to this Agreement through the
notice of termination.
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5.2 If the Consultant or the City fail to fulfill in a timely and proper manner
its obligations under this Agreement, or if the Consultant or the City violate any of
the covenants, agreements, or stipulations of this Agreement, the Consultant or
the City shall have the right to terminate this Agreement by giving written notice to
the other party of such termination and specifying the effective date of such
termination. The Consultant shall be entitled to receive compensation in
accordance with the terms of this Agreement for any work satisfactorily completed
hereunder. Notwithstanding the foregoing, the Consultants shall not be relieved of
liability for damage sustained by virtue of any breach of this Agreement and any
payments due under this Agreement may be withheld to off-set anticipated
damages.
5.3 In the event of termination, all finished or unfinished documents,
reports, photographs, films, charts, data, studies, surveys, drawings, models,
maps, or other documentation prepared by or in the possession of the Consultant
under this Agreement shall be returned to the City.
6.0 INDEMNIFICATION. Consultant shall indemnify, defend with counsel
approved by City, and hold harmless City, its officers, officials, employees, and
volunteers from and against all liability, loss, damage, expense, cost (including
without limitation reasonable attorneys’ fees, expert fees, and all other costs and
fees of litigation) of every nature arising out of or in connection with Consultant’s
performance of work hereunder or its failure to comply with any of its obligations
contained in this Agreement, regardless of City’s passive negligence, but
excepting such loss or damage which is caused by the sole active negligence or
willful misconduct of the City. Should City in its sole discretion find Consultant’s
legal counsel unacceptable, then Consultant shall reimburse the City its costs of
defense, including without limitation reasonable attorneys’ fees, expert fees, and
all other costs and fees of litigation. The Consultant shall promptly pay any final
judgment rendered against the City (and its officers, officials, employees, and
volunteers) covered by this indemnity obligation. It is expressly understood and
agreed that the foregoing provisions are intended to be as broad and inclusive as
is permitted by the law of the State of California and will survive termination of this
Agreement.
7.0 INSURANCE REQUIREMENTS.
7.1 The Consultant, at the Consultant’s own cost and expense, shall
procure and maintain, for the duration of the Agreement, the following insurance
policies:
7.1.1 Workers’ Compensation Coverage. The Consultant shall
maintain Workers’ Compensation Insurance for its employees in accordance with
the laws of the State of California. In addition, the Consultant shall require any and
every subcontractor to similarly maintain Workers’ Compensation Insurance in
accordance with the laws of the State of California for all of the subcontractor’s
employees. Any notice of cancellation or non-renewal of all Workers’
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Compensation policies must be received by the City at least thirty (30) days prior
to such change. The insurer shall agree to waive all rights of subrogation against
the City, its officers, agents, employees, and volunteers for losses arising from
work performed by the Consultant for City.
7.1.2 General Liability Coverage. The Consultant shall maintain
commercial general liability insurance in an amount of not less than one million
dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property
damage. If a commercial general liability insurance form or other form with a
general aggregate limit is used, either the general aggregate limit shall apply
separately to the work to be performed under this Agreement or the general
aggregate limit shall be at least twice the required occurrence limit.
7.1.3 Automobile Liability Coverage. The Consultant shall maintain
automobile liability insurance covering bodily injury and property damage for all
activities of the Consultant arising out of or in connection with the work to be
performed under this Agreement, including coverage for owned, hired, and non-
owned vehicles, in an amount of not less than three hundred thousand dollars
($300,000) combined single limit for each occurrence. If Consultant or Consultant’s
employees will use personal automobiles in any way on this project, Consultant
shall obtain evidence of personal automobile liability coverage for each such
person.
7.1.4 Professional Liability Coverage. The Consultant shall
maintain professional errors and omissions liability insurance for protection against
claims alleging negligent acts, errors, or omissions which may arise from the
Consultant’s operations under this Agreement, whether such operations are by the
Consultant or by its employees or subcontractors. The amount of this insurance
shall not be less than one million dollars ($1,000,000) on a claims-made annual
aggregate basis, or a combined single-limit-per-occurrence basis. When coverage
is provided on a “claims made basis,” Consultant will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover Consultant for
all claims made by City arising out of any errors or omissions of Consultant, or its
officers, employees, or agents during the time this Agreement was in effect.
7.2 Endorsements. Each insurance policy shall be issued by insurers
possessing a Best’s rating of no less than A-:VII. Each general liability insurance
policy shall be endorsed with the specific language of Section 8.2.1 – 8.2.7 below.
Consultant also agrees to require all Consultants and subcontractors to do
likewise.
7.2.1 “The City, its elected or appointed officers, officials,
employees, agents, and volunteers are to be covered as additional insureds with
respect to liability arising out of work performed by or on behalf of the Consultant,
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including materials, parts, or equipment furnished in connection with such work or
operations.”
7.2.2 This policy shall be considered primary insurance with respect
to the City, its elected or appointed officers, officials, employees, agents, and
volunteers. Any insurance maintained by the City, including any self-insured
retention the City may have, shall be considered excess insurance only and shall
not contribute with this policy.
7.2.3 This insurance shall act for each insured and additional
insured as though a separate policy had been written for each, except with respect
to the limits of liability of the insuring company.
7.2.4 Notwithstanding the provisions included in any of the ISO
Additional Insured Endorsement forms, Consultant acknowledges that the
insurance coverage and policy limits set forth in this section constitute the
minimum amounts of coverage required. Any insurance proceeds available to the
City in excess of the limits and coverage required under this Agreement and which
is applicable to a given loss will be available to the City.
7.2.5 The insurer waives all rights of subrogation against the City,
its elected or appointed officers, officials, employees, or agents regardless of the
applicability of any insurance proceeds, and agrees to require all subcontractors
to do likewise.
7.2.6 Any failure to comply with reporting provisions of the policies
shall not affect coverage provided to the City, its elected or appointed officers,
officials, employees, agents, or volunteers.
7.2.7 The insurance provided by this policy shall not be suspended,
voided, or reduced in coverage or in limits except after thirty (30) days’ written
notice has been submitted to the City and approved of in writing, except in the case
of cancellation, for which ten (10) days’ written notice shall be provided.
7.2.8 Consultant agrees to provide immediate notice to City of any
claim or loss against Consultant arising out of the work performed under this
Agreement. City assumes no obligation or liability by such notice, but has the right
(but not the duty) to monitor the handling of any such claim or claims if they are
likely to involve City.
7.3 Self Insured Retention/Deductibles. Policies required by this
Agreement shall allow City, as additional insured, to satisfy the self-insured
retention (“SIR”) and/or deductible of the policy in lieu of the Owner (as the named
insured) should Owner fail to pay the SIR or deductible requirements. The amount
of the SIR or deductible shall be subject to the approval of the City Attorney and
the Finance Director. Owner understands and agrees that satisfaction of this
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requirement is an express condition precedent to the effectiveness of this
Agreement. Failure by Owner as primary insured to pay its SIR or deductible
constitutes a material breach of this Agreement. Should City pay the SIR or
deductible on Owner’s behalf upon the Owner’s failure or refusal to do so in order
to secure defense and indemnification as an additional insured under the policy,
City may include such amounts as damages in any action against Owner for
breach of this Agreement in addition to any other damages incurred by City due to
the breach.
7.4 Certificates of Insurance. The Consultant shall provide certificates of
insurance with original endorsements to the City as evidence of the insurance
coverage required herein. Certificates of such insurance shall be filed with the City
on or before commencement of performance of this Agreement. Current
certification of insurance shall be kept on file with the City at all times during the
term of this Agreement. The Consultant shall provide written evidence of current
automobile coverage to comply with the automobile insurance requirement.
7.5 Failure to Procure Insurance. Failure on the part of the Consultant to
procure or maintain required insurance shall constitute a material breach of
contract under which the City may terminate this Agreement pursuant to Section
5.2 above.
8.0 ASSIGNMENT AND SUBCONTRACTING. The parties recognize that a
substantial inducement to the City for entering into this Agreement is the
professional reputation, experience, and competence of the Consultant.
Assignments of any or all rights, duties, or obligations of the Consultant under this
Agreement will be permitted only with the express written consent of the City. The
Consultant shall not subcontract any portion of the work to be performed under this
Agreement without the written authorization of the City. If the City consents to such
subcontract, the Consultant shall be fully responsible to the City for all acts or
omissions of the subcontractor. Nothing in this Agreement shall create any
contractual relationship between the City and subcontractor nor shall it create any
obligation on the part of the City to pay or to see to the payment of any monies due
to any such subcontractor other than as otherwise is required by law.
9.0 COMPLIANCE WITH LAWS, CODES, ORDINANCES, AND
REGULATIONS. The Consultant shall use the standard of care in its profession
and comply with all applicable federal, state, and local laws, codes, ordinances,
and regulations.
9.1 Taxes. The Consultant agrees to pay all required taxes on amounts
paid to the Consultant under this Agreement, and to indemnify and hold the City
harmless from any and all taxes, assessments, penalties, and interest asserted
against the City by reason of the independent contractor relationship created by
this Agreement. In the event that the City is audited by any Federal or State agency
regarding the independent contractor status of the Consultant and the audit in any
way fails to sustain the validity of a wholly independent contractor relationship
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between the City and the Consultant, then the Consultant agrees to reimburse the
City for all costs, including accounting and attorneys’ fees, arising out of such audit
and any appeals relating thereto.
9.2 Workers’ Compensation Law. The Consultant shall fully comply with
the workers’ compensation law regarding the Consultant and the Consultant’s
employees. The Consultant further agrees to indemnify and hold the City harmless
from any failure of the Consultant to comply with applicable workers’ compensation
laws. The City shall have the right to offset against the amount of any
compensation due to the Consultant as a result of the Consultant’s failure to
promptly pay to the City any reimbursement or indemnification arising under this
Section.
9.3 Licenses. The Consultant represents and warrants to the City that it
has all licenses, permits, qualifications, insurance, and approvals of whatsoever
nature which are legally required of the Consultant to practice its profession. The
Consultant represents and warrants to the City that the Consultant shall, at its sole
cost and expense, keep in effect or obtain at all times during the term of this
Agreement any licenses, permits, insurance, and approvals which are legally
required of the Consultant to practice its profession.
10.0 CONFLICT OF INTEREST. The Consultant confirms that it has no financial,
contractual, or other interest or obligation that conflicts with or is harmful to
performance of its obligations under this Agreement. The Consultant shall not
during the term of this Agreement knowingly obtain such an interest or incur such
an obligation, nor shall it employ or subcontract with any person for performance
of this Agreement who has such incompatible interest or obligation. Consultant
and its associates and subcontractors will comply with all conflict of interest
statutes of the State of California applicable to Consultant’s services under this
Agreement, including, but not limited to, the Political Reform Act (Government
Code Sections 81000, et seq.) and Government Code Section 1090.
11.0 RECORDS AND AUDITS. The Consultant shall maintain accounts and
records, including personnel, property, and financial records, adequate to identify
and account for all costs pertaining to this Agreement and such other records as
may be deemed necessary by the City or any authorized representative. All
records shall be made available at the request of the City, with reasonable notice,
during regular business hours, and shall be retained by the Consultant for a period
of three years after the expiration of this Agreement.
12.0 OWNERSHIP OF DOCUMENTS. It is understood and agreed that the City
shall own all documents and other work product of the Consultant, except the
Consultant’s notes and workpapers, which pertain to the work performed under
this Agreement. The City shall have the sole right to use such materials in its
discretion and without further compensation to the Consultant, but any re-use of
such documents by the City on any other project without prior written consent of
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the Consultant shall be at the sole risk of the City. The Consultant shall at its sole
expense provide all such documents to the City upon request.
13.0 INDEPENDENT CONTRACTOR. The Consultant is and shall at all times
remain as to the City a wholly independent contractor. Neither the City nor any of
its agents shall have control over the conduct of the Consultant or any of the
Consultant’s employees or agents, except as herein set forth. The Consultant shall
not at any time or in any manner represent that it or any of its agents or employees
are in any manner agents or employees of the City. The Consultant shall have no
power to incur any debt, obligation, or liability on behalf of the City or otherwise act
on behalf of the City as an agent.
14.0 NOTICE. All Notices permitted or required under this Agreement shall be in
writing, and shall be deemed made when delivered to the applicable party’s
representative as provided in this Agreement. Additionally, such notices may be
given to the respective parties at the following addresses, or at such other
addresses as the parties may provide in writing for this purpose. Such notices shall
be deemed made when personally delivered or when mailed forty-eight (48) hours
after deposit in the U.S. mail, first-class postage prepaid, and addressed to the
party at its applicable address.
City of Rolling Hills
2 Portuguese Bend Road.
Rolling Hills, CA 900
Attention: City Manager
CONSULTANT:
Attention: Thomas Ryan
Ryan Ecological Consulting
526 West Colorado Blvd.
Monrovia, CA 91016
15.0 GOVERNING LAW. This Agreement shall be governed by the laws of the
State of California.
16.0 ENTIRE AGREEMENT; MODIFICATION. This Agreement supersedes any
and all other agreements, either oral or written, between the parties, and contains
all of the covenants and agreements between the parties. Each party to this
Agreement acknowledges that no representations, inducements, promises, or
agreements, oral or otherwise, have been made by any party, or anyone acting on
behalf of any party, which are not embodied herein. Any agreement, statement, or
promise not contained in the Agreement, and any modification to the Agreement,
will be effective only if signed by both parties through written amendment to the
Agreement.
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17.0 WAIVER. Waiver of a breach or default under this Agreement shall not
constitute a continuing waiver of a subsequent breach of the same or any other
provision under this Agreement.
18.0 EXECUTION. This Agreement may be executed in several counterparts,
each of which shall constitute one and the same instrument and shall become
binding upon the parties when at least one copy hereof shall have been signed by
both parties hereto. In approving this Agreement, it shall not be necessary to
produce or account for more than one such counterpart.
19.0 AUTHORITY TO ENTER AGREEMENT. The Consultant has all requisite
power and authority to conduct its business and to execute, deliver, and perform
this Agreement. Each party warrants that the individuals who have signed this
Agreement have the legal power, right, and authority to make this Agreement and
to bind each respective party
20.0 COPYRIGHT. No reports, maps, or other documents produced in whole or
in part under this Agreement shall be the subject of an application for copyright by
or on behalf of the Consultant.
21.0 FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE.
Final Payment Acceptance Constitutes Release. The acceptance by the
Consultant of the final payment made under this Agreement shall operate as and
be a release of the City from all claims and liabilities for compensation to the
Consultant for anything done, furnished or relating to the Consultant’s work or
services. Acceptance of payment shall be any negotiation of the City’s check or
the failure to make a written extra compensation claim within ten (10) calendar
days of the receipt of that check. However, approval or payment by the City shall
not constitute, nor be deemed, a release of the responsibility and liability of the
Consultant, its employees, subcontractors, and agents for the accuracy and
competency of the information provided or work performed; nor shall such approval
or payment be deemed to be an assumption of such responsibility or liability by the
City for any defect or error in the work prepared by the Consultant, its employees,
subcontractors, and agents.
22.0 CORRECTIONS. In addition to the above indemnification obligations, the
Consultant shall correct, at its expense, all errors in the work which may be
disclosed during the City’s review of the Consultant’s report or plans. Should the
Consultant fail to make such correction in a reasonably timely manner, such
correction shall be made by the City, and the cost thereof shall be charged to the
Consultant.
23.0 ATTORNEYS’ FEES. The parties hereto acknowledge and agree that each
will bear his/her or its own costs, expenses, and attorneys' fees arising out of
and/or connected with the negotiation, drafting, and execution of the Agreement,
and all matters arising out of or connected therewith except that, in the event any
action is brought by any party hereto to enforce this Agreement, the prevailing
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party in such action shall be entitled to reasonable attorneys' fees and costs in
addition to all other relief to which that party or those parties may be entitled.
This Agreement is executed on March 24, 2025, at City of Rolling Hills, California.
CITY OF ROLLING HILLS: CONSULTANT:
______________________________ ______________________________
Karina Bañales, City Manager By: Thomas Ryan
ATTEST:
___________________________
Christian Horvath, City Clerk
APPROVED AS TO FORM:
___________________________________
Patrick Donegan, City Attorney
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EXHIBIT A
SCOPE OF SERVICES
FEE AND COST SCHEDULE
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Ryan Ecological Consulting
526 West Colorado Blvd.
Monrovia, CA 91016
(949) 923 8224
WORKERS COMPENSATION –
NOTICE OF EXEMPTION
Date: November 15, 2021
To Whom It May Concern:
Please be advised that due to the fact that I do not carry payroll, am the sole owner and
employee, and we have no employees, Ryan Ecological Consulting is not required to carry
workers compensation insurance in accordance with Sections 3700 and 3800 of the Labor Code
of the State of California.
Please call me should you have any questions at (949) 923-8224.
Sincerely,
Thomas Ryan
President
Ryan Ecological Consulting
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Agenda Item No.: 13.F
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:ADOPT RESOLUTION NO. 1386 APPROVING THE BLANKET
AUTHORITY TO FILE APPLICATIONS FOR GRANT FUNDS FROM THE
LOS ANGELES COUNTY REGIONAL PARK AND OPEN SPACE
DISTRICT FOR MEASURE A FUNDING FOR PROJECTS AND
PROGRAMS AND AUTHORIZE THE CITY MANAGER TO SIGN THE
MASTER ANNUAL ALLOCATION GRANT AGREEMENT WITH THE
LOS ANGELES COUNTY REGIONAL PARK AND OPEN SPACE
DISTRICT
DATE:March 24, 2025
BACKGROUND:
On November 8, 2016, the voters of the County of Los Angeles approved the Safe, Clean
Neighborhood Parks, Open Space Beaches, Rivers Protection, and Water Conversation
Measure (Measure A). Measure A authorizes funding for park, recreation, and open space
projects and their maintenance through an annual special tax on all taxable real property in
the County. Measure A distributes funds through annual allocations using set formulas and
through competitive grants. The annual allocation varies based on revenue received each
year. The Los Angeles County Regional Park and Open Space District (RPOSD), which
administers the funds, requires agencies to adopt a resolution authorizing the submittal of
applications and acceptance of the grant funds (Attachment A) and signing an Agreement
(Attachment B) accepting the terms and conditions summarized in the Discussion section of
this report.
DISCUSSION:
The City of Rolling Hills is currently allocated approximately $9,000 - $10,000 per year and
has accrued a balance of $67,142 held by RPOSD. The annual funding is based on a formula
that uses census data and Los Angeles County’s Park Needs Assessment which analyzes
park and recreation needs on a countywide basis. Measure A annual allocation funds can be
used for planning, design, and construction of various parks, open space, and recreational use
projects subject to approval by RPOSD. The RPOSD also offers a variety of other competitive
grant programs that the City may be eligible for in the future.
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Under the terms of the RPOSD, applicants for any project funding must submit an adopted
resolution demonstrating that its governing body has authorized the filing of the application to
request grant funds for future recreation and parks projects or programs. This action does not
commit the City to any grant funds or projects at this time but is essentially notifying the
County that the City is interested in Measure A grant funds. Approval of the resolution would
allow staff to seek the City’s annual allocation funding in the future to help supplement funding
for projects or programs, such as projects programmed in the Capital Improvement Program
(CIP). Staff could also continue to explore other grant opportunities as they become available
from RPOSD. Approval of the resolution is required before the Master Annual Allocation
Grant Agreement (Agreement) can be signed and submitted to RPOSD. Staff is
recommending that the City Council authorize the City Manager to sign the Agreement.
The Agreement authorizes grantees to submit grant projects for a wide range of recreation
and open space projects. Projects are subject to review and approval by the RPOSD. The
RPOSD reimburses funds to grantees for eligible approved costs up to 90% of the grant funds
specified in the Notice to Proceed (NTP). The remaining 10% would be disbursed upon the
completion of the project and approval by the RPOSD. Precise requirements are based upon
the individual grant, but typical requirements include a commitment to allow for public
accessibility. Compliance with applicable provisions of the California Environmental Quality
Act (CEQA) is required. The grantee is required to record a deed restriction on any real
property acquired and/or developed with Measure A funds requiring compliance in perpetuity.
The grantee is required to acknowledge RPOSD’s financial assistance with any project via
printed and promotional materials, social media, and project signage.
Projects must be open and accessible without discrimination as to race, color, sex, sexual
orientation, age, religious belief, national origin, marital status, physical or mental handicap,
mental handicap, medical condition, or place of residence. The grantee may not charge fees
that differentiate between residents and non-residents or provide preferential treatment for
residents, e.g. early registration. Grantees must maintain adequate financial documents and
records to accurately account for the disbursement of Measure A funds for at least five years
after the grant is closed or terminated. RPOSD may conduct a financial audit within a five-
year time frame and reserves the right to recover funds lacking adequate documentation.
Following the execution of the Agreement, Staff could identify and pursue appropriate projects
specific to the City Hall Campus that could be partially or completely funded with RPOSD
grant funds. Staff would bring these proposed projects back to the City Council’s consideration
at a future meeting. At this time, the City does not need to have an identified and approved
project to submit the attached resolution and Agreement to RPOSD. Submitting the Agreement
does not commit the City to a particular project.
FISCAL IMPACT:
The recommended City Council action does not require additional budget appropriation at this
time. If an eligible recreation or park project or program is identified for the City Hall Campus
and approved by the Los Angeles County Regional Park and Open Space District, the City
Council will be asked to consider the proposed project or program and any requested budget.
RECOMMENDATION:
Approve as presented.
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ATTACHMENTS:
Attachment A - ResolutionNo1386_MeasureA_BlanketAuthForGrantFunds_F.pdf
Attachment B - CL_AGN_250324_CC_MeasureA_A66_RH_MasterAgreement.pdf
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Resolution No. 1386 -1-
RESOLUTION NO. 1386
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ROLLING HILLS APPROVING THE BLANKET
AUTHORITY TO FILE APPLICATIONS FOR GRANT
FUNDS FROM THE LOS ANGELES COUNTY REGIONAL
PARK AND OPEN SPACE DISTRICT FOR MEASURE A
FUNDING FOR PROJECTS AND PROGRAMS
WHEREAS, the voters of the County of Los Angeles on November 8, 2016,
approved the Safe, Clean Neighborhood Parks, Open Space Beaches, Rivers Protection,
and Water Conservation Measure (Measure A); and
WHEREAS, Measure A also designated the Los Angeles County Regional
Park and Open Space District (the District) to administer said funds; and
WHEREAS, the District has set forth the necessary policies and procedures
governing the application for grant funds under Measure A; and
WHEREAS, the District’s policies and procedures require the governing
body of the City of Rolling Hills to approve of the filing of an application before submission
of said application to the District; and
WHEREAS, said application contains assurances that the City of Rolling
Hills must comply with; and
WHEREAS, The City of Rolling Hills will enter into Agreement(s) with the
District to provide funds for acquisition projects, development projects, and/or programs.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ROLLING
HILLS DOES RESOLVE AS FOLLOWS:
Section 1. Approves the blanket authority to file applications with the Los
Angeles County Regional Park and Open Space District for Measure A Funds for projects
or programs; and
Section 2. Certifies that The City of Rolling Hills understands the
assurances and will comply with the assurances in the application form; and
Section 3. Appoints the City Manager, or designee, to conduct all
negotiations, and to execute and submit all documents including, but not limited to,
applications, agreements, amendments, payment requests and so forth, which may be
necessary for the completion of projects or programs.
PASSED, APPROVED AND ADOPTED this 24th day of March, 2025.
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Resolution No. 1386 -2-
______________________________
JEFF PIEPER
MAYOR
ATTEST:
___________________________
CHRISTIAN HORVATH
CITY CLERK
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Resolution No. 1386 -3-
STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) §§
CITY OF ROLLING HILLS )
I certify that the foregoing Resolution No. 1386 entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ROLLING HILLS APPROVING THE BLANKET
AUTHORITY TO FILE APPLICATIONS FOR GRANT
FUNDS FROM THE LOS ANGELES COUNTY REGIONAL
PARK AND OPEN SPACE DISTRICT FOR MEASURE A
FUNDING FOR PROJECTS AND PROGRAMS
was approved and adopted at a regular meeting of the City Council on March 24, 2025
by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________
CHRISTIAN HORVATH
CITY CLERK
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Measure A Annual Allocation Grant Agreement
1
PARTIES TO AGREEMENT
RPOSD: GRANTEE:
Los Angeles County
Regional Park and Open Space District
1000 South Fremont Avenue, Unit #40
Building A-9 East, Ground Floor
Alhambra, CA 91803
City of Rolling Hills
2 Portuguese Bend Road
Rolling Hills, CA 90274
This Annual Allocation Grant Agreement ("Agreement") is made and entered into by and
between the City of Rolling Hills (“Grantee”) and the Los Angeles County Regional Park and
Open Space District (“RPOSD”). Grantee agrees to complete Annual Allocation projects as
described in any Notice to Proceed (“NTP”), a subordinate agreement executed wholly within
and subject to the provisions of this Agreement, approved by RPOSD, acting through the
Director of the County of Los Angeles Department of Parks and Recreation, and pursuant to
Measure A.
RECITALS
WHEREAS, RPOSD, acting through the Director of the County of Los Angeles Department of
Parks and Recreation and Measure A, is authorized by the County of Los Angeles Board of
Supervisors, acting in its capacity as the governing body of the RPOSD, to implement Measure
A and administer Measure A grants;
WHEREAS, Grantee is a public entity eligible for Annual Allocation awards; and
WHEREAS, this Agreement is authorized by Measure A;
THEREFORE, in consideration of the mutual covenants, promises, and representations herein,
RPOSD and Grantee agree as follows:
Definitions
Annual Allocations: Annual grant funds allocated pursuant to Section 5, subdivision (b) of
Measure A.
Board of RPOSD: The County of Los Angeles Board of Supervisors acting in its capacity as the
governing body of the RPOSD.
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Good Standing: Good Standing is when an agency or organization is in compliance with all
requirements stated in the guidelines, policies, and procedures of RPOSD for both Proposition
A and Measure A. Good Standing is required of Grantees in order for payment requests to be
processed and to receive or apply for any grant funds from RPOSD.
Grants Administration Manual (GAM): The document that details the policies and procedures
for administering grants awarded by RPOSD. From time to time, it shall be amended or
changed by RPOSD as described in this agreement.
Grants Management System (GMS): The online Grants Management System used by RPOSD
to track Measure A grant-funded projects.
Measure A: The Safe, Clean Neighborhood Parks, Open Space, Beaches, Rivers Protection, and
Water Conservation Measure to levy a special tax and issuing bonds approved by voters on
November 8, 2016.
Notice to Proceed (NTP): A subordinate agreement executed wholly within and subject to the
provisions of this Agreement, for the performance of deliverables as described in the Notice
to Proceed (Attachment A). Upon issuance by RPOSD, the NTP confirms approval of an
identified project and a specified grant amount and authorizes Grantee to commence
performance of said project. The NTP shall include the specifics of the approved project, such
as the scope of work, funding award, and performance period for the project.
NTP Performance Period: The timeframe within which Grantee is to complete a project as
detailed in each Work Plan. Project costs must be incurred within the NTP Performance Period
for each project to be eligible for reimbursement.
Project: Acquisition, development, planning and design/or innovation projects utilizing Annual
Allocation funding, and as set forth in an executed NTP.
Scope of Work: Grantee’s written description of tasks and deliverables for a project, as set
forth in the Work Plan.
Work Plan: A plan that details the proposed elements of a project: scope of work, deliverables,
timeline, budget, land tenure, perpetuity plan, community engagement plan, funding
acknowledgement, and attachments (as needed).
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TERMS AND CONDITIONS
Article 1: Conditions
A. This Agreement applies to all grant funds allocated to Grantee for projects which
Grantee has applied for, and which have been approved by RPOSD, as evidenced by
the issuance of an NTP.
B. The Work Plan and its required attachments, and any subsequent changes or additions
approved by RPOSD, are hereby incorporated in this Agreement as though set forth in
full.
C. The GAM, and any subsequent changes or additions thereto, and the Measure A
Resolution are also hereby incorporated in this Agreement as though set forth in full.
D. As per the approved NTP(s), RPOSD grants the Grantee a sum of money not to exceed
the budget amount, in consideration and on the condition that the sum be solely
expended for the purposes set forth in the NTP Scope of Work for the approved Work
Plan and under the terms and conditions set forth in this Agreement.
E. Grantee acknowledges that it may be required to furnish any additional funds
necessary to complete the project approved in the NTP.
F. Any non-recreational use of the project area must be preapproved in writing by RPOSD,
and if approved, Grantee agrees that any gross income earned from such non-
recreational uses of the project shall be used for recreation development, additional
acquisition, operation or maintenance at the project site, unless RPOSD approves
otherwise in writing.
G. Grantee agrees that any gross income that accrues to a grant-assisted development
project authorized by the NTP during and/or as part of the construction, from sources
other than the intended recreational uses, also shall be used for further development
of that particular project described in the NTP, unless RPOSD approves otherwise in
writing.
Article 2: Term of Agreement
This Agreement is effective upon the date it is fully executed by the Grantee and Director of
RPOSD or their designees (“Effective Date”) and will remain in effect in perpetuity unless
terminated by RPOSD upon written notice.
Article 3: Counterparts and Electronic Signatures
A. This Agreement may be executed in two or more counterparts, each of which shall be
deemed an original but all of which together shall constitute one and the same
Agreement. The email or electronic signature of the parties shall be deemed to
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constitute original signatures, and electronic copies hereof shall be deemed to
constitute duplicate originals.
B. RPOSD and Grantee hereby agree to regard electronic representations of original
signatures of authorized officers of each party, when appearing in appropriate places
on the Amendments and received via communications facilities (email or electronic
signature), as legally sufficient evidence that such legally binding signatures have
been affixed to Amendments to this Agreement.
Article 4: Grant Funds
Grantee will not be entitled to any payment by RPOSD under this Agreement except pursuant
to an authorized NTP for each project. Grant funds will be disbursed and used solely by the
Grantee in accordance with the Work Plan defined in the NTP for each project, subject to the
provisions of this Agreement. Grantee may not combine or carryover funds remaining in one
project to another. Grantee understands that grant funds are not a gift and agrees that RPOSD
is granting funds for Grantee to complete the work authorized in each NTP.
Article 5: Expenditure of Grant Funds and Allocation of Funds Between Budget Items
Grantee shall expend grant funds consistent with the approved NTP, which incorporates by
reference the Work Plan. Any revisions to the budget that attempts to shift funds from
approved budget items into a different category must be identified in a revised Work Plan
within the GMS and approved in advance by RPOSD. RPOSD may withhold payment for items
which exceed the amount allocated in the Work Plan which have not received the approval
required herein. Any RPOSD approved increase in the funding for any budgeted item may
result in a corresponding decrease in the funding for one or more other budgeted items.
Article 6: Project Costs and Reimbursements
RPOSD shall reimburse to Grantee, in accordance with the authorized NTP’s budget, a total
amount not to exceed the amount of the NTP, as follows:
A. RPOSD shall reimburse funds for eligible costs incurred to date, up to 90% of the grant
amount specified in the NTP, upon the Grantee’s satisfactory progress and upon
submission of an electronic claim form(s), which shall be submitted no more
frequently than every 45 days. RPOSD shall disburse the final 10% upon the Grantee’s
satisfactory completion of the project, submission of required documentation, and
approval by RPOSD. Project costs must be incurred within the NTP Performance
Period to be eligible for reimbursement.
B. Grantee shall request reimbursements by submitting a claim to RPOSD through the
GMS and complete all forms and requirements of the claim process. RPOSD will only
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reimburse for actual costs incurred and verified. The form shall also indicate
cumulative expenditures to date and expenditures during the reporting period.
C. Claim for reimbursement must be signed by Grantee’s authorized representative.
Each claim form shall be accompanied by:
1. All receipts and any other source documents for direct expenditures and costs
that Grantee seeks reimbursement for.
2. Invoices from vendor(s) that Grantee engaged to complete any portion of the
work funded under this Agreement and proof of payment (credit card
statement, cleared checks) and any other source documents for costs incurred
and expenditures by any such vendor(s), unless RPOSD makes a specific
exemption in writing.
D. RPOSD, in its sole discretion, may deny reimbursement requests that do not comply
with reimbursement requirements or lack sufficient documentation.
Article 7: Indirect Overhead Costs
Grantee may request reimbursement of its indirect overhead costs in accordance with the
GAM.
Article 8: Project Completion
Grantee shall complete the project by the Performance Period identified in the approved NTP.
Upon completion of a project, Grantee shall provide RPOSD with evidence of completion by
submitting:
1. All deliverables specified in the Work Plan, each in a format(s) approved by RPOSD (for
example, paper, digital, photographic);
2. Electronic submission of the final claim;
3. All required documentation as required by RPOSD.
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Article 9: Deed Restriction
Grantee shall cause to be recorded on the title of any real property acquired and/or developed
with funds from the Measure, a deed restriction requiring compliance with the Measure A
resolution, in perpetuity consistent with the applicable provisions in the GAM.
Article 10: Funding Acknowledgement
Grantee is required to acknowledge RPOSD’s financial assistance for each project that has
been awarded funding consistent with the conditions set forth in the GAM, which may include,
without limitation: (1) printed and promotional materials, (2) social media, and (3) project
signage.
Article 11: Severability
If any provision of this Agreement is found or deemed by a court of competent jurisdiction to
be invalid or unenforceable, it shall be considered severable from the remainder of the
Agreement and shall not cause the remainder to be invalid or unenforceable.
Article 12: Change of Use/Disposal
To use the property only for the purposes of Measure A and to make no other use, sale, or
disposition of the property, except as described in Paragraph (A).
(A) If the use of the property acquired through grants pursuant to this resolution is
changed to one other than a use permitted under the category from which the funds
were provided, or the property is sold or otherwise disposed of, an amount equal to
the (1) amount of the grant, (2) the fair market value of the real property, or (3) the
proceeds from the portion of such property acquired, developed, improved,
rehabilitated or restored with the grant, whichever is greater, shall be used by the
recipient for a purpose authorized in that category or shall be reimbursed to the Parks
Fund and shall be available for a use authorized in that category.
If the property sold or otherwise disposed of is less than the entire interest in the
property originally acquired, developed, improved, rehabilitated or restored with the
grant, an amount equal to the proceeds or the fair market value of the property
interest sold or otherwise disposed of, whichever is greater, shall be used by the
Grantee for a purpose authorized in that category or shall be reimbursed to the Parks
Fund and be available for a use authorized in that category. Nothing in this Section
shall limit a Public Agency from transferring property acquired pursuant to this order
to the National Park Service or the State Park System, with or without consideration.
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In either instance, Grantee must provide documentation to RPOSD detailing the
benefits that the disposal or partial disposal of property will provide to the residents
of Los Angeles County, consistent with Measure A.
Article 13: Community Outreach and Engagement
Grantee must conduct community outreach and engagement that meet the minimum
requirements, as defined in the GAM, with the intent to ensure that communities throughout
Los Angeles County are aware of and can help determine spending priorities for their projects,
and to facilitate a transparent process by which agencies report use of Measure A funds.
Article 14: Indemnification and Hold Harmless
Grantee shall indemnify, defend and hold RPOSD, its officers, and employees harmless from
and against any and all liability to any third party for or from loss, damage or injury to persons
or property in any manner arising out of, or incident to, the performance of this Contract or
the planning, arranging, implementing, sponsoring or conducting of the Project or any other
operation, or activity by the Grantee; and from all costs and expenses, including attorney’s
fees, in any action or liability arising under this Contract or the planning, arranging,
implementing, sponsoring or conducting of the Project or any other operation, or activity by
the Grantee. RPOSD shall have no liability for any debts, liabilities, deficits, or cost overruns
of the Grantee. Grantee and RPOSD agree that the liability of the RPOSD hereunder shall be
limited to the payment of the grant monies pursuant to the terms and conditions of this
Agreement and the GAM. Any contracts entered into, or other obligations or liabilities
incurred by, Grantee in connection with the Project or otherwise relating to this Agreement
shall be the sole responsibility of Grantee, and RPOSD shall have no obligation or liability
whatsoever thereunder or with respect thereto.
Article 15: Performance and Development
A. Grantee agrees to promptly submit any reports or documentation that RPOSD may
request.
B. If the project described in the approved NTP includes development, Grantee shall
ensure that projects adhere to environmental and sustainability efforts consistent with
the Safe, Clean Neighborhood Parks, Healthy Communities and Urban Greening
Program; Natural Lands, Open Spaces and Local Beaches, Water Conservation and
Watershed Protection Program; Regional Recreation Facilities, Multi-Use Trails and
Accessibility Program. Examples including but are not limited to: sustainability, cost-
saving energy efficiency, weatherization, stormwater capture, water efficiency,
including irrigation efficiency, use of reclaimed water or stormwater, and use of climate
and site appropriate native California tree and plant materials.
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C. If the project described in the approved NTP includes acquisition of real property,
Grantee agrees to furnish RPOSD with evidence of title, such as preliminary title
reports. RPOSD, at its sole discretion, shall determine whether the evidence is
acceptable under this Agreement. Grantee agrees in negotiated purchases to correct,
prior to or at the close of escrow, any defects of title that in the opinion of RPOSD might
interfere with the operation of the Project. In condemnation actions, such title defects
must be eliminated by the final judgment.
Article 16: Amendments
As provided herein, no amendment (including without limitation, deletions) of any of the
terms or conditions of the Agreement will be effective unless provided in writing signed by all
parties. It is the responsibility of Grantee to ensure that any person who signs an amendment
on its behalf is duly authorized to do so.
Article 17: Compliance with Laws
Grantee shall at all times comply with all applicable federal, state and local laws, statutes,
rules, regulations, ordinances, directives, guidelines, and policies and procedures.
Article 18: Governing Law, Jurisdiction, and Venue
This Agreement will be governed by, and construed in accordance with, the laws of the State
of California. Grantee agrees and consents to the exclusive jurisdiction of the courts of the
State of California for all purposes regarding this Agreement and further agrees and consents
that venue of any action brought hereunder will be exclusively in the County of Los Angeles.
Article 19: Notices
All notices permitted or required to be given under this Agreement shall be in writing by mail
with an email copy to info@rposd.lacounty.gov.
Article 20: Audits, Accounting, Records
A. Grantee agrees to maintain accurate and complete financial records of its activities and
operations relating to this Agreement and for each executed NTP in accordance with
generally accepted accounting principles.
B. Grantee also agrees to retain such financial accounts, documents and records for a
minimum of five (5) years following completion of each project.
C. Grantee and RPOSD agree that during regular office hours, RPOSD or its duly
authorized representatives shall have the right to inspect and make copies of any
books, records or reports of the other party pertaining to this Agreement or matters
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related thereto. Grantee agrees to maintain, and make available for RPOSD inspection,
accurate records of all its costs, reimbursements and receipts with respect to its
activities under this Agreement.
At any time during the term of this Agreement or at any time within five years after
termination of this Agreement, authorized representatives of RPOSD may conduct an
audit of Grantee for the purpose of verifying appropriateness and validity of
expenditures that Grantee has submitted to RPOSD for reimbursement under the
terms of this Agreement.
D. Grantee, within thirty (30) days of notification that an audit has resulted in the
exception of expenditures, may dispute the audit findings in writing to RPOSD and
provide RPOSD with records and/or documentation to support the expenditure claims.
RPOSD shall review this documentation and make a final determination as to the
validity of the expenditures.
E. If Grantee has received all grant monies prior to the audit, or if remaining grant
monies are insufficient, and if said audit reveals expenditures that cannot be verified
or that were paid in violation of the terms of this Agreement, Measure A or the GAM,
Grantee shall pay RPOSD an amount equal to these expenditures within sixty (60) days
after receiving written notification of the expenditures disallowed and the reason for
the disallowance.
Article 21: Computer Software
Grantee certifies that it has instituted and will employ systems and controls appropriate to
ensure that, in the performance of this Agreement, RPOSD funds will not be used for the
acquisition, operation or maintenance of computer software in violation of copyright laws.
Article 22: Nondiscrimination
Grantee shall not discriminate against any person on the basis of race, color, sex, sexual
orientation, age, religious belief, national origin, marital status, physical or mental handicap,
medical condition, or place of residence in the use of any property or facility acquired or
developed pursuant to this Agreement.
Article 23: Independent Capacity
This Agreement is by and between RPOSD and Grantee and is not intended to create the
relationship of agent, servant, employee, partnership, joint venture, or association, as
between RPOSD and Grantee. The employees and agents of one party must not be, or be
construed to be, the employees or agents of the other party for any purpose whatsoever.
Article 24: Assignment
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Grantee shall not assign, exchange, transfer, or delegate its rights or duties under this
Agreement, whether in whole or in part, without the prior written consent of RPOSD, in its
discretion.
Article 25: Good Standing
Good Standing is required of Grantees to receive any grant funds and processing of claims
from RPOSD.
Article 26: Timeliness
Time is of the essence in this Agreement.
Article 27: Publicity of Project Information
Grantee shall give RPOSD the right and opportunity to use information gained from a project
described in the approved NTP.
A. Grantee agrees to utilize best efforts to provide a minimum of 30 days’ notice of the
project grand openings, inauguration, dedications, significance, and completion to
RPOSD staff and to the County Supervisor’s Office in which the project described in a
work plan is located, as well as to other appropriate public officials.
B. Grantee shall provide quality digital photographs of the pre-construction site and
completed project described in the work plan to RPOSD. If unable to provide digital
photographs (collectively, “Photographs”) then Grantee shall provide quality printed
Photographs of the completed project described in the work plan.
Article 28: Authorization Warranty
Grantee represents and warrants that the person executing this Agreement on behalf of
Grantee is an authorized agent who has actual authority to bind Grantee to each and every
term, and condition, and obligation of this Agreement and that all requirements of the Grantee
have been fulfilled to provide such actual authority.
Article 29: Conflict of Interest
A. No RPOSD employee whose position with RPOSD enables such employee to influence
the award of this Agreement or any subsequent NTP, and no spouse or economic
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dependent of such employee, shall be employed in any capacity by Grantee or have
any other direct or indirect financial interest in this Agreement. No officer or employee
of Grantee who may financially benefit from the performance of work hereunder shall
in any way participate in RPOSD's approval, or ongoing evaluation, of such work, or in
any way attempt to unlawfully influence RPOSD's approval or ongoing evaluation of
such work.
B. Grantee shall comply with all conflict of interest laws, ordinances, and regulations now
in effect, or hereafter to be enacted, during the term of this Agreement. Grantee
warrants that it is not now aware of any facts that create a conflict of interest. If
Grantee hereafter becomes aware of any facts that might reasonably be expected to
create a conflict of interest, it shall immediately make full written disclosure of such
facts to RPOSD. Full written disclosure shall include, but is not limited to, identification
of all persons implicated and a complete description of all relevant circumstances.
Failure to comply with the provisions of this Article 30 shall be a material breach of this
Agreement.
Article 30: Validity
If any provision of this Agreement or the application thereof to any person or circumstance is
held invalid, the remainder of this Agreement and the application of such provision to other
persons or circumstances shall not be affected thereby.
Article 31: Waiver
No waiver by RPOSD of any breach of any provision of this Agreement shall constitute a waiver
of any other breach or of such provision. Failure of RPOSD to enforce at any time, or from
time to time, any provision of this Agreement shall not be construed as a waiver thereof. The
rights and remedies set forth in this Article shall not be exclusive and are in addition to any
other rights and remedies provided by law or under this Agreement.
Article 32: Long Term Obligations
A. With the written consent of RPOSD, Grantee may transfer property acquired with
funds granted under this Agreement to another public agency; to a nonprofit
organization authorized to acquire real property for park, wildlife, recreation,
community, open space, or gang prevention and intervention purposes; or to the
California Department of Parks and Recreation, National Park Service, or the US Forest
Service, at de minimis cost, provided that approval by RPOSD is obtained prior to the
change and any such successor to the recipient assumes the obligations imposed under
the Measure and to accept assignment of this Agreement. Under these conditions,
Grantee shall not be required to reimburse RPOSD. Any such transfer must require the
nonprofit or public entity acquiring the property to enter into a written contract with
RPOSD and agree to comply with the terms of Measure A and this Agreement.
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B. Grantee agrees to provide for reasonable public access to lands acquired in fee with
grant monies, including the provision of parking and public restrooms, except when
that access may interfere with resource protection.
C. All facilities shall be open to members of the public generally, as noted in the GAM.
Grantee agrees that property and facilities acquired or developed with Measure A
funds as per this Agreement shall be available for inspection upon RPOSD’s request, in
perpetuity.
D. Grantee agrees to maintain and operate in perpetuity the property acquired,
developed, rehabilitated or restored with grant monies, subject to the provisions of
Measure A and this Agreement.
E. Grantee agrees to take all reasonable measures to actively oppose, at its sole expense,
any proposal or attempt to act upon, exercise, or assert claims as to reserved rights to
the grant funded property that are contrary to the purposes of Measure A, GAM and/
or this Agreement, including but not limited to oil, gas, and other hydrocarbon
substances; minerals; water; and/or riparian resources. The above notwithstanding,
Grantee has no obligation hereunder to initiate litigation challenging any project or
proposal based on a reserved right lawfully recorded against the grant funded property
in real property records maintained by the Los Angeles County Recorder’s Office.
Article 33: Breach
A. Grantee agrees that compliance with the terms of this Agreement will have significant
benefits to Los Angeles County and its constituents. Because such benefits exceed the
amount of funds furnished under these provisions, Grantee agrees that any breach
would result in incalculable loss, and therefore, any payment by the Grantee to RPOSD
of an amount equal to the amount of the funds would be inadequate compensation.
In the event that Grantee breaches any of the terms, covenants, representations, or
conditions of this Agreement, RPOSD may elect to enforce any and all remedies
available at law or in equity, including without limitation, any of the following:
1. Prior to reimbursement of funds:
a. Withdrawal of an approved NTP;
2. After payment (partial or full) of a specific project approved through an NTP:
a. Seek specific performance of Grantee’s obligations under this Agreement;
b. Receive reimbursement of grant funds awarded under the NTP.
B. If RPOSD brings an action to enforce the terms of this Agreement, Grantee shall be
responsible to pay RPOSD’s attorney’s fees and costs, including expert witness costs, if
RPOSD prevails in said action.
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C. The foregoing remedies are cumulative and may be exercised independently or in
combination and are not exclusive to one another or to any other remedies available
at law or in equity. In the event RPOSD must pursue any remedy hereunder and is the
substantially prevailing party, RPOSD shall be awarded its costs and reasonable legal
fees, including costs of collection.
Article 34: NTP Termination
RPOSD may withdraw, in whole or in part, an NTP and/or terminate this Agreement, and/or
seek a refund of payments already made if RPOSD determines in its discretion that:
1. Facts have arisen, or situations have occurred, that fundamentally alter the
expectations of the parties or make the purposes for an NTP or grant funds approved
as contemplated infeasible or impractical;
2. Any material modifications in the scope or nature of a project have occurred from that
which was presented in the NTP and such material modifications have not received the
prior written approval of RPOSD;
3. Any statement or representation made by Grantee in the NTP, the grant status update
report, and back up documents, or is otherwise untrue, inaccurate or incomplete in
any material respect;
4. The results of RPOSD’s review of the grant status update report are not acceptable to
RPOSD;
5. The project described in the NTP will not or cannot be completed by the NTP
Performance Period or any extensions granted thereto or delays in the implementation
of the project have occurred which, in RPOSD’s judgment, make the project
impracticable;
6. Title to or encumbrances against the property are or become such that the Grantee is
unable to complete the project described in the NTP and/or the property becomes
unavailable for public use.
Article 35: Regulatory Requirements
A. Grantee will not enter into any contract, agreement, lease or similar arrangement, or
agree to any amendment or modification to an existing contract, agreement, lease or
similar arrangement, that in RPOSD’s opinion, violates federal regulations restricting
the use of funds from tax-exempt bonds. Any proposed operating contracts, leases,
concession contracts, management contracts or similar arrangements with non-
governmental entities that restrict the public use of the project site for (30) thirty
consecutive days or more, must be reviewed by RPOSD prior to awarding as they relate
to the project or project site in perpetuity. Any such contracts in existence must be
disclosed prior to construction.
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B. Grantee (or its representative) shall comply as lead agency with the California
Environmental Quality Act (CEQA), Public Resources Code, Section 21000, et. seq.
CEQA documents must be recorded with and stamped by the Los Angeles County
Registrar Recorder.
Grantee shall add RPOSD to the notification list for CEQA requirements as stated in the
GAM.
C. Grantee and RPOSD will conform to the requirements of Government Code Section
7920.000, et seq. in making all documents relating to this Agreement, the grant
obtained and all other related matters available for public review during regular
business hours. If an NTP involves acquisition of property, however, both RPOSD and
Grantee may withhold from public review any and all documents exempted under
Section 7928.705, prior to completion of said acquisition.
D. If RPOSD is required to defend an action on a Public Records Act request for any of the
contents of a Grantee’s submission under the terms and conditions of the Agreement,
Grantee agrees to defend and indemnify RPOSD from all costs and expenses, including
attorneys’ fees, in any action or liability arising under, or related to, the Public Records
Act.
E. In order to maintain the exclusion from gross income for federal income tax purposes
of the interest on any bonds, notes or other evidences of indebtedness issued for the
purpose of providing the grant monies made available in this Agreement, Grantee
covenants to comply with each applicable requirement of Section 103 and Sections 141
through 150, inclusive, of the Internal Revenue Code of 1986, as amended. In
furtherance of the foregoing covenant, Grantee hereby agrees that it will not, without
the prior written consent of RPOSD, (a) permit the use of any portion of the project(s)
by any private person or entity, other than on such terms as may apply to the public
generally; or (b) enter into any contract for the management or operation of the
project or any portion thereof, except with a governmental agency or a nonprofit
corporation that is exempt from federal income taxation pursuant to Section 501(c)(3)
of the Internal Revenue Code.
F. Grantee and each County lobbyist or County lobbying firm, as defined in Los Angeles
County Code Section 2.160.010, retained by the Grantee, shall fully comply with the
County Lobbyist Ordinance, Los Angeles County Code Chapter 2.160. Failure on the
part of Grantee or any County lobbyist or County lobbying firm to fully comply with the
County Lobbyist Ordinance shall constitute a material breach of this Agreement, upon
which RPOSD may terminate or suspend this Agreement.
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IN WITNESS WHEREOF, Grantee and RPOSD have caused this Agreement to be executed by
their duly authorized representatives as of the latter day, month and year written below.
GRANTEE:
By: ________________________________
Signature of Authorized Representative
Name: ______________________________
Title: _______________________________
Date: _______________________________
LOS ANGELES COUNTY REGIONAL PARK
AND OPEN SPACE DISTRICT:
By: ______________________________
Director / Administrator
Date: ____________________________
Agreement No. A66
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ATTACHMENT A
1
Date
Grantee Information
NOTICE TO PROCEED
REGIONAL PARK AND OPEN SPACE DISTRICT (RPOSD)
AGREEMENT NO. (ENTER NUMBER)
NTP NO. (ENTER NUMBER)
STUDY AREA NO. (ENTER NUMBER)
(ENTER NAME OF ANNUAL ALLOCATIONS PROJECT)
This Notice to Proceed (“NTP”), a subordinate agreement executed wholly within and
subject to the provisions of Agreement No. _________(Enter Number), dated (Enter Date)
("Agreement”), confirms approval of your Annual Allocations Project, as described in your
Work Plan dated (Enter Date), for the project described as (Enter Project) (“Project”).
1. Scope of Work
2. NTP Performance Period
This Project shall be completed by the NTP Performance Period (Enter Date).
3. Grant Amount
The total maximum amount RPOSD will reimburse Grantee for this Project is (Enter
Amount), including related reimbursable expenses as specified. Any items where
cost estimates exceed the approved budget, require prior written authorization from
RPOSD.
4. Reimbursement
a. Grantee must complete all required deliverables identified in the attached Work
Plan.
b. The total reimbursement from RPOSD for all deliverables may not exceed Grant
Amount, identified in the Grant Amount.
c. Ensure NTP NO. (Enter Number) appears on invoices submitted to RPOSD for
purposes of reimbursement.
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ATTACHMENT A
2
All terms of the Agreement which authorize this NTP, will remain in full force and effect. The
terms of the Agreement will govern and take precedence over any conflicting terms or
conditions in this NTP. This NTP must be in compliance with the terms and conditions of the
Agreement to be valid or binding.
At Grantee’s written request, this NTP may be amended subject to RPOSD’s sole discretion
and prior approval. Amendments are to be limited to modifications of the Performance
Period, Scope of Work, or Grant Amount.
APPROVED BY:
_______________________________
RPOSD Representative
Date: ____________________________
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Agenda Item No.: 13.G
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:APPROVE A LETTER OF SUPPORT FOR ROLLING HILLS ESTATE'S'
GEORGE F CANYON NATURE CENTER PROJECT
DATE:March 24, 2025
BACKGROUND:
On November 23, 2020, The City Council unanimously approved Resolution No. 1263
accepting the Prop 68 Per Capita Program Grant Fund allocation in the amount of $177,952
and Resolution No 1265 transferring the $177,952 to Rolling Hills Estates to help fund the
redesign of the George F. Canyon Nature Center. (Attachments B-D)
DISCUSSION:
As a result of the City's previous support and donation, the City of Rolling Hills Estates is
requesting an updated letter of support for the George F Canyon Nature Center Project. The
letter will be used for potentially soliciting large donors towards the project and /or in pursuit of
project eligible grants. Attachment A is a templated sample the Mayor can sign or the Council
can modify if so desired.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented or provide direction.
ATTACHMENTS:
CL_AGN_250324_LetterOfSupport_RHE_NatureCenterProject_D.pdf
CL_AGN_201123_CC_Agenda_Item8C.pdf
ResolutionNo1263-Approving_Application_for_Per_Capita_Grant_Program_Funds.pdf
ResolutionNo1265-Transfer_of_Per_Capita_Grant_Program_Funds.pdf
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March 24, 2025
Mr. Greg Grammer, City Manager
City of Rolling Hills Estates
4045 Palos Verdes Drive North
Rolling Hills Estates, CA 90274
RE: LETTER OF SUPPORT FOR THE NEW NATURE CENTER PROJECT AT GEORGE F CANYON
Dear Mr. Grammer,
As Mayor for the City of Rolling Hills, I am pleased to express our enthusiastic support for the proposed
new Nature Center at George F Canyon. We look forward to a new Nature Center that the entire Palos
Verdes Peninsula, surrounding communities, and visitors can enjoy.
The current Nature Center has been a treasure to our community as it provides a variety of activities and
programs to ensure visitors of all ages can learn and connect with nature. The Nature Center serves
everyone on the Palos Verdes Peninsula and surrounding communities, providing interactive exhibits so
visitors can learn about local native plants, animals, and natural history of the canyon, while also
housing small live animal exhibits to provide an up-close view of some of the local wildlife. The Nature
Center also hosts a variety of educational opportunities and programs including naturalist guided hikes,
third grade educational programs, bird walks, family nature time and scout programs through its partner
the Palos Verdes Peninsula Land Conservancy.
A new and improved Nature Center would be a state-of-the-art facility offering larger classroom space,
and outdoor nature deck area to provide enhanced opportunities to further encourage the love of our
natural habit. We look forward to seeing this project funded.
Sincerely,
Jeff Pieper
Mayor
City of Rolling Hills
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Agenda Item No.: 8.C
Mtg. Date: 11/23/2020
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:ALAN PALERMO, PROJECT MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:CONSIDER AND APPROVE RESOLUTION NO. 1263 TO ACCEPT
STATE DEPARTMENT OF PARKS AND RECREATION PER CAPITA
PROGRAM GRANT ALLOCATION IN THE AMOUNT OF $177,952
FROM THE OFFICE OF GRANTS AND LOCAL SERVICES (OGALS);
A N D CONSIDER TRANSFER STATE DEPARTMENT OF PARKS AND
RECREATION PER CAPITA PROGRAM GRANT ALLOCATION OF
$177,952 TO ROLLING HILLS ESTATES FOR IMPROVEMENTS TO
THE GEORGE F. CANYON NATURE CENTER AND APPROVE
RESOLUTION NO. 1265 TO TRANSFER THE PER CAPITA GRANT
FUND ALLOCATION.
DATE:November 23, 2020
BACKGROUND:
City Council approval is requested for the City of Rolling Hills to approve a resolution to accept grant
funding for the “Per Capita Program” from the Office of Grants and Local Services (OGALS), State
Department of Parks and Recreation. The City was awarded a grant fund allocation in the amount of
$177,952 from the "Per Capita Program" and is required to approve a resolution accepting these grant
funds.
At the September 28, 2020 City Council meeting, the requirements listed in the resolution to accept the
funds would be resource intensive and the Council concluded that the requirements cannot be met. The
City Council directed staff to explore the following:
1. Can the funds be sold to another agency as with the Los Angeles County Proposition A allocation for
transit programs?
2. Can the funds be used fire fuel abatement in the Nature Preserve?
The Prop 68 Per Capita grant funds cannot be sold to another agency but can be transferred to another
agency. Per Capita funds can only be used for capital improvement. Maintenance and projects relating
to maintenance of past projects or facilities is not eligible. Fire fuel abatement is considered
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maintenance, not capital improvement therefore ineligible for Per Capita program funds.
At the September 28, 2020 meeting, staff presented an eligible project on the Peninsula for the Prop 68
Per Capita funding: redesign of the George F. Canyon Nature Center in the City of Rolling Hills
Estates. In August 2020, Rolling Hills Estates inquired about Rolling Hills' Per Capita program
allocation and requested the allocation to be transferred to support capital improvements to the George
F. Canyon Nature Center.
Upon approval of the resolution to accept the grant funds, the City Council is requested to approve a
resolution to transfer the City of Rolling Hills Per Capita Grant Fund allocation of $177,952 to Rolling
Hills Estates.
DISCUSSION:
The grant funds must be used for eligible projects / project costs outlined in the Procedural Guide for
the California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access for All Act of
2018 PER CAPITA PROGRAM June 2020. The City is required to submit an application packet for
projects and project costs the City proposes to use these grants funds for must to OGALS for approval.
Grant funds for eligible projects must be in addition to existing funding. Eligible projects using the
grant funds must be completed and open to the public by June 30, 2024. All or part of the grants fund
allocation can be transferred to an eligible City upon passing a resolution authorizing the transfer.
The City of Rolling Hills proposes to accept the Per Capita Program as stipulated in the Per Capita
Program Procedural Guide and stated in Resolution No. 1263. Conferring with OGALS and with the
City Attorney, since the City of Rolling Hills will be transferring their Per Capita Program Grants funds
to Rolling Hills Estates, the requirements to accept these funds will also transfer to Rolling Hills
Estates, i.e., Rolling Hills Estates must certify they will meet the requirements of the program.
FISCAL IMPACT:
Passing a resolution to accepting the Per Capita Program Grant Fund allocation and subsequently
passing a resolution to transfer the Per Capita Program Grant Fund allocation to an eligible city will not
have any fiscal impact on the City.
RECOMMENDATION:
Staff recommends that the City Council approve Resolution No. 1263 accepting the Per Capita Program
Grant Fund allocation in the amount of $177,952; and recommends that the City Council approve
Resolution No. 1265 transferring the Per Capita Program Grant Fund allocation in the amount of
$177,952 to Rolling Hills Estates.
ATTACHMENTS:
Staff_Report_2020-09-28_8A.pdf
Resolution_1265_RE_Transfer_of_Per_Capita_Grant_Program_Funds-c1-c1_2020-11-20-1.doc
Resolution_1263_RE_Approving_Application_for_Per_Capita_Grant_Program_Funds-c1-c1_2020-11-
20.docx
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302
303
304
305
Agenda Item No.: 13.H
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:KARINA BAÑALES, CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:
APPROVE A LETTER OF SUPPORT FOR FEDERAL EARMARK
REQUESTS BY THE CITY OF RANCHO PALOS VERDES FOR A
REGIONAL EMERGENCY OPERATIONS CENTER AND MAINTENANCE
OF DEEP DEWATERING WELLS IN THE PORTUGUESE BEND
LANDSLIDE AREA
DATE:March 24, 2025
BACKGROUND:
On March 20, 2025, the City of Rancho Palos Verdes (RPV) requested that the City of Rolling
Hills consider signing a letter of support for federal earmark funding requests being submitted
by RPV. These funding requests are for two critical projects that have regional significance:
1. Development of a Regional Emergency Operations Center (EOC) at the Ken Dyda Civic
Center.
2. Ongoing Operation and Maintenance of Deep Dewatering Wells in the Portuguese Bend
Landslide area.
RPV is reaching out to its neighboring jurisdictions on the Palos Verdes Peninsula, including
the City of Rolling Hills, to seek support for these initiatives. The deadline to submit a signed
support letter to RPV is Thursday, March 27, 2025.
The final draft of the support letter, prepared by RPV, will be provided to the City Council as a
Blue Folder item for review.
DISCUSSION:
Regional Emergency Operations Center (EOC):
The proposed EOC will serve the entire Palos Verdes Peninsula and will act as the central
coordination hub during major emergencies or multi-city incidents. The facility is intended to
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support not only RPV but also its neighboring cities, including Rolling Hills, Rolling Hills
Estates, and Palos Verdes Estates. Given the lack of a dedicated EOC facility for regional
emergencies on the Peninsula, this project is a critical step toward improving preparedness
and response capabilities for all jurisdictions.
More information regarding the EOC will be presented at a future date.
Portuguese Bend Dewatering Wells:
RPV is also seeking federal funding to continue operation and maintenance of deep
dewatering wells in the Portuguese Bend Landslide area. These wells are vital for controlling
land movement and preserving the structural integrity of Palos Verdes Drive South, a major
regional transportation corridor. Support for this request benefits the entire region, as Palos
Verdes Drive South is a key route for residents, emergency vehicles, and regional traffic.
Maintaining its usability directly impacts the safety and mobility of the broader Peninsula
community.
FISCAL IMPACT:
None.
RECOMMENDATION:
Staff recommends that the City Council authorize the Mayor to sign a letter of support for
Rancho Palos Verdes’ federal earmark requests, emphasizing the regional benefits of the
proposed Emergency Operations Center and the maintenance of the Portuguese Bend
dewatering wells.
ATTACHMENTS:
CL_AGN_250324_CC_LetterOfSupport_RPV_EOC_Earmarks.pdf
307
March 28, 2025
The Honorable Adam Schiff The Honorable Alex Padilla
United States Senate United States Senate
331 Hart Senate Office Building #112 255 E. Temple St., Suite 1860
Washington, DC 20510 Los Angeles, CA 90012
RE: Support for the City of Rancho Palos Verdes’s FY26 Congressionally Directed
Spending (CDS) Request
Dear Senators Schiff and Padilla:
As elected representatives of the Palos Verdes Peninsula cities Palos Verdes Estates,
Rolling Hills, and Rolling Hills Estates, we would like to offer our unified support to the
City of Rancho Palos Verdes in its application for Congressionally Directed Spending
funds for the implementation of two hazard mitigation projects, the $7,000,000 Civic
Center Master Plan Project, and the $6,000,000 Deep Dewatering Wells Project. These
projects seek to provide long-term solutions to ongoing hazards threatening our
communities and will significantly bolster the Peninsula’s emergency response
capabilities.
At the present time, there is no dedicated and fully equipped emergency operations center
(EOC) located within the local region. While our cities have several “warm” and “cool”
EOCs, these facilities are only partially or not readily set up for a crisis. The new EOC
located at Rancho Palos Verdes’ Civic Center will host a number of emergency response
features including the 4,000-square foot EOC building, emergency supplies storage and
staging area, evacuation infrastructure, an operations command center, and the existing
helopod and helipad. These features will be vital for mutual aid assistance during
emergencies and provide a versatile staging ground for our communities’ firefighting, law
enforcement, Park Rangers, and other first responder agencies.
The Deep Dewatering Wells Project seeks to address the ongoing landslide crisis by
draining the existing groundwater and following up with preventative measures such as
canyon lining and fissure filling. The accelerated land movement, which reached as much
as 1 foot per week in some areas following two heavy rainy seasons, has caused millions
of dollars in damage to infrastructure, including Palos Verdes Drive South, and has
additionally resulted in the closure of several miles of recreational trails enjoyed by all of
our cities’ residents. This major roadway is the primary connector between the Peninsula
and the City of Los Angeles and an important evacuation route for residents in the event
308
Senators Schiff and Padilla
March 28, 2025
Page 2
of a major fire. Severe damage to Palos Verdes Drive South would result in a 15-mile
detour, impacting the safety of Peninsula residents.
In the interest of investing in our communities’ safety and emergency response
preparedness, we would be delighted to see these projects advance. We thank you for
your consideration of Rancho Palos Verdes’ projects and hope to hear of their successful
funding.
Sincerely,
Victoria A. Lozzi
Mayor, Palos Verdes Estates
Jeff Pieper
Mayor, Rolling Hills
Debby Stegura
Mayor, Rolling Hills Estates
309
Agenda Item No.: 15.A
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:UPDATE ON THE CITY HALL ADA IMPROVEMENT PROJECT AND
REQUEST FOR DIRECTION
DATE:March 24, 2025
BACKGROUND:
On May 31, 2023, the City Hall ADA Improvement project plans were re-submitted to Los
Angeles County Building & Safety (LACBS) after addressing initial plan review comments. The
expectation was that reviews and approvals by LACBS would be completed in July 2023 and
ready to solicit construction bids in late summer.
On June 26, 2023, staff presented an update on the status of the City Hall ADA Improvement
project to the City Council. Due to a backlog at LACBS, as well as coordination with other
County departments requiring project review, the plan check continued through November
2023.
On November 9, 2023, the City received notification from Pacific Architecture and Engineering
(PAE) that LACBS had returned plan review comments requesting ADA upgrades/grading in
the parking lot and path of travel to the sidewalk at Palos Verdes Drive North, additional
structural details, and some other minor comments. PAE also informed staff that the Los
Angeles County Health and Fire Departments required payment of fees for their portion of the
plan check before documents could be finalized. While LACBS can waive review fees for
public projects, the other departments cannot.
PAE notified the City that the plan review comments required additional design work outside
the existing project scope; therefore, additional budget is required to complete the
improvement plans for this project. Staff requested and received a comprehensive itemized
cost to complete the additional service requests covering plan completion through LACBS
approval. This additional service request is attached.
On January 9, 2024, City Staff met with PAE to discuss the additional costs addressing
LACBS comments. The City also contacted LACBS to discuss several plan review comments
310
and determine if any of the requested ADA improvements would be required for the City Hall
Improvement project or could be waived/deferred.
At the January 22, 2024, City Council meeting, City Staff updated the Council on the project
and presented a list of eight additions to the scope from PAE. Based on internal discussion as
well as information provided by LACBS staff, the recommendation included removing three of
the proposed scope changes. Two of these were specific to the preparation of the ADA
Parking layout ($3,000) and preparation of the path of travel ($4,000) per plan check
comments. The City Council voted 4/1, with Councilmember Black dissenting, to approve five
additions to the scope of work at a not-to-exceed amount of $11,500.
At the February 12, 2024, City Council meeting, the Council voted 4/1, with Councilmember
Black dissenting, to approve Resolution No. 1356 authorizing a budget modification for the
$11,500.
On October 28, 2024, the City Council, on a 3/2 vote with Councilmembers Black and Wilson
dissenting, approved the 5th Amendment to PAE's agreement and an additional $4,000 via a
budget amendment to cover costs associated with LA County Building and Safety's plan check
review.
In November and December 2024, City staff went back and forth with the Rolling Hills
Community Association's Architectural Committee regarding their desire to change the already
approved plans by the City Council. Staff worked with Mayor Pieper and attempted to provide
options to gain the Committee's approval. The Committee ultimately felt that "maintaining the
exterior of the building as-is was the best option, as the exterior massing is balanced as
currently built. The Committee noted that the City Hall building is the first impression many
people get of the City and Should be an example of the architectural standards of Rolling
Hills."
DISCUSSION:
Subsequent to the Architectural Committee's decision and discussions with Mayor Pieper, in
early January 2025, staff began working on proposed changes to the plans being requested as
follows:
Eliminate the front lobby expansion and maintain the existing building facade
Place the public ADA All Gender Restroom in the vault, use what space is needed.
Remainder space can be used for office storage. Include door from outside building for
this restroom (south side of building) and ADA path of travel to this restroom. Keep
indoor door as noted from work room
Keep door from City Council Chambers through new coffee room if feasible
Keep door from office/workspaces to Vault if needed to access storage space
Staff requested that PAE provide a proposal for modifying the plans to incorporate the above
changes. On January 31, 2025, PAE submitted its proposal (attached) in the amount of
$53,035.
Staff also contacted the CJPIA and held a meeting with Disability Access Consultants who
provide the Authority and their cities with guidance on ADA projects. The biggest takeaway
from the consultants was that the path of travel accessibility from the parking space and corner
of Portuguese Bend Road / Palos Verdes Drive North to City Hall would also need to be
addressed and should be handled prior to any proposed work on the building.
311
In recent weeks, staff has determined that there are three options facing the City as it relates
to this project:
1. While appreciating the input from the RHCA Architectural Committee, defer to LA County
Building and Safety to complete the plan check review that began in 2024.
2. Modify the existing plans and draft a 6th Amendment to PAE's contract for the work
based on the Architectural Committee decision.
3. Upon completion of the plan check, close out the project and transition to a phased
approach in which staff addresses smaller ADA issues within the building over time.
Staff seeks input from the City Council and requests direction on how to proceed.
FISCAL IMPACT:
Total Cost for PAE through the 5th Amendment currently is a not-to-exceed amount of
$211,723.01.
NOTE:
This not-to-exceed total includes services outside the design scope of the City Hall ADA
Improvement Project. The not-to-exceed total includes:
$4,096.43 (part of Amendment No. 1) was for the evaluation of the existing emergency
generator and providing recommendations
$58,897.01 (Amendment No. 2) was for a Solar Power System, of which only
$28,286.63 of this budget was used before the project was put on hold as the City
evaluated other options
$20,293 of the $96,485 budget (Amendment No. 3) remains unused/allocated for bid
phase support and Construction Administration support.
RECOMMENDATION:
Receive and file. Provide direction to staff.
ATTACHMENTS:
PW_CHC_250131_PAE_VaultRestroom_rev_Proposal.pdf
312
Pacific Architecture and Engineering, Inc.
1137 Second St, Suite 214
Santa Monica, CA 90403
(310)424-9658
January 31, 2025
Subject: Proposal for for Rolling Hills ADA Improvement for relocation of restroom_ Additional
Services
Pacific Architecture and Engineering, Inc., is pleased to submit this proposal for engineering services for
improvements for the ADA improvements at City Hall. Our understanding of the scope of work is
described below.
Scope of Work:
Eliminate the front lobby expansion and maintain the existing building façade
-remove civil improvements from drawings
-remove lighting improvements
-remove all structural improvements from lobby area
-remove mechanical improvements from lobby area
-new Title 24 documents
-remove architectural improvements from lobby expansion
-remove demolition notes for expansion area
-revise scope of work
Place the public ADA All Gender Restroom in the vault use what space is needed. Remainder space can
be used for office storage. Include door from outside building for this restroom (south side of building)
and ADA path of travel to this restroom. Keep indoor door as noted from work room
-exhaust restroom
-hvac to restroom
-new Title 24 documents
-structural analysis assumes no structural improvements
-create storage room
-electrical for storage
-ventilation for storage
-relocate required water fountain to new path area
-revise utility plan to include water for relocated water fountain
-add new ADA path to restroom door
-revise grading sheet for ADA path
-revise utility plan to include water sewer for new restroom
-revise roof plan for vent stack relocation
-revise code required calculations for occupancy
313
-revise code required calculations for plumbing fixture count
-paving plan update
Keep door from City Council Chambers through new coffee room if feasible
-add demolition around door to create ADA door
-new door to door schedule
-new signage as required by ADA code
-transition detail as required by ADA code
Keep door from office/work spaces to Vault if needed to access storage space
Amendment Fee Hourly not to exceed
$53,035
We appreciate the opportunity to offer this proposal. If you have any questions please contact me for
any further information you may need at (310)405-3878 or jun@pacific-ae.com
Sincerely,
Jun Fujita Hall, AIA, LEED AP BD & C, Lic#C 30954
Principal Project Manager, Pacific Architecture and Engineering, Inc.
310-405-3878
jun@pacific-ae.com
Required note: Architects are licensed and regulated by the California Architects Board located at 2420 Del Paso
Road, Suite 105, Sacramento, CA 95834
314
Agenda Item No.: 15.B
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:CONSIDERATION OF PARTICIPATING IN A THIRD ANNUAL ARBOR
DAY EVENT AT THE CITY HALL CAMPUS ON APRIL 25, 2025
DATE:March 24, 2025
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, a tree enthusiast and
Nebraska newspaper editor. As Arbor Day Foundation explains, people moving to the state’s
plains missed living among trees they needed for fuel, lumber, shade, and erosion control.
The foundation says that celebrating the holiday by planting trees is a tradition that sprouted in
45 states and territories by 1920, especially in schools. 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.
For the past two years, in celebration of Arbor Day, city partner Bennett Landscaping donated
a tree and planted it on the City Hall campus.
DISCUSSION:
Bennett Landscape has again offered to celebrate Arbor Day on Friday, April 25, 2025, by
providing a tree of choice, if available, soil and planting amendments, slow-release fertilizer
tablets, lodgepole staking, and cinch ties, as well as labor, and 60-day post-maintenance
watering at no additional cost to the City.
If the City Council is interested in participating again, staff will again promote the event through
the blue newsletter, Nextdoor, as well as coordinate with the RHCA and different clubs for
resident outreach and awareness.
315
Per Ric Dykzeul's City Hall landscape design plan there are two remaining proposed locations
for an additional tree:
1. The first is opposite the traffic circle/mailbox on the north side of the parking area.
2. The second is just beyond community association parking as the access road narrows
on the south side.
Finally, Bennett Landscape has proposed the following planting times and is seeking guidance
from the City Council regarding the selection of one of the following time frames in the event
the Mayor or Councilmembers would like to attend: 9 a.m., 11 a.m., or 12:30 p.m.
FISCAL IMPACT:
There is no fiscal impact to celebrating Arbor Day.
RECOMMENDATION:
Receive and file.
ATTACHMENTS:
CL_AGN_250324_Bennett_ArborDay2025_Memo.pdf
316
Planting ● Irrigation ● Masonry ● Carpentry ● Lighting ● Tree Trimming ● Design
25889 Belle Porte Ave., Harbor City, CA 90710 ▪ Bus (310) 534-3543 ▪ Fax (310) 534-3176
www.bennett-landscape.com ▪ bennettlandscape@cox.net
Bonded/Insured/Member: International Society of Arboriculture & Irrigation Association
C27 479003/PCO 30123
You’ll Value Our Views
A Professional Landscape Company
Award Winning, Full-Service Landscape Design, Installation and Maintenance
Arbor Day Celebration!
Bennett Landscape would like to celebrate Arbor Day April 25, 2025, with your City and the Public at no costs!
In conjunction with Arbor Day celebrations around the nation, here is how you can participate:
Bennett Landscape will provide the “tree of choice, if available, soil amendments, planting amendments,
slow-release fertilizer tablets, lodgepole staking, and cinch ties.” All labor and 30-day post maintenance
“watering” at “no cost to the city” for public awareness throughout the South Bay
The city will provide City Council representation, news releases, website posting etc.
Please advise of your interest in the program by Monday March 24, 2025, as we will only be able to
accommodate the first 4 plantings of participating cities. These planting times will be as follows: 9am, 11am,
12:30pm, and 2:00pm.
Thank you!
Sean Bennett
Bennett Landscape
Founder
Your Landscape Contractor for over 40 years!!!
317
Agenda Item No.: 16.A
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:EXISTING LITIGATION - GOVERNMENT CODE SECTION 54956.9(D)(1)
THE CITY FINDS, BASED ON ADVICE FROM LEGAL COUNSEL, THAT
DISCUSSION IN OPEN SESSION WILL PREJUDICE THE POSITION OF
THE CITY IN THE LITIGATION. (1 CASE)
a. NAME OF CASE: CONNIE ANDERSEN, ET AL. V. CALIFORNIA
WATER COMPANY, ET AL. (SEAVIEW CASE) CASE NO.:
24STCV20953
DATE:March 24, 2025
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
None.
ATTACHMENTS:
318
Agenda Item No.: 16.B
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:
CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
GOVERNMENT CODE SECTION 54956.9 (TWO CASES) CPUC
COMPLAINTS AGAINST SOUTHERN CALIFORNIA EDISON AND
SOCAL GAS
DATE:March 24, 2025
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
None.
ATTACHMENTS:
319
Agenda Item No.: 16.C
Mtg. Date: 03/24/2025
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:KARINA BAÑALES, CITY MANAGER
SUBJECT:CONFERENCE WITH LEGAL COUNSEL - INITIATION OF LITIGATION
GOVERNMENT CODE SECTION 54956.9(D)(1) THE CITY FINDS,
BASED ON ADVICE FROM LEGAL COUNSEL, THAT DISCUSSION IN
OPEN SESSION WILL PREJUDICE THE POSITION OF THE CITY IN
THE LITIGATION. (1 CASE)
DATE:March 24, 2025
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
None.
ATTACHMENTS:
320