2022-10-10_CC_AgendaPacket1.CALL TO ORDER
2.ROLL CALL
3.PLEDGE OF ALLEGIANCE
4.PRESENTATIONS/PROCLAMATIONS/ANNOUNCEMENTS
5.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.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.
7.CONSENT CALENDAR
Business items, except those formally noticed for public hearing, or those pulled for discussion are assigned to the
Consent Calendar. The Mayor or any Councilmember may request that any Consent Calendar item(s) be removed,
discussed, and acted upon separately. Items removed from the Consent Calendar will be taken up under the "Excluded
Consent Calendar" section below. Those items remaining on the Consent Calendar will be approved in one motion. The
Mayor will call on anyone wishing to address the City Council on any Consent Calendar item on the agenda, which has
not been pulled by Councilmembers for discussion.
7.A.APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR
MEETING OF OCTOBER 10, 2022
RECOMMENDATION: Approve.
2 PORTUGUESE BEND ROAD
ROLLING HILLS, CA 90274
(310) 377-1521
AGENDA
Regular City Council Meeting
CITY COUNCIL
Monday, October 10, 2022
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. 1312 Next Ordinance No. 380
CL_AGN_221010_CC_AffidavitofPosting.pdf
1
7.B.APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER
READING OF ALL ORDINANCES AND RESOLUTIONS LISTED ON THE
AGENDA
RECOMMENDATION: Approve.
7.C.APPROVE THE FOLLOWING CITY COUNCIL MINUTES: SEPTEMBER 26, 2022
RECOMMENDATION: Approve as presented.
7.D.PAYMENT OF BILLS.
RECOMMENDATION: Approve as presented.
7.E.ADOPT BY RESOLUTION NO. 1310 AUTHORIZING A BUDGET MODIFICATION
OF $11,645.18 TO REFUND MIKE AND MARCIA SCHOETTLE FOR
OVERPAYMENT TO THE EASTFIELD DRIVE ASSESSMENT DISTRICT AD-
2021-1
RECOMMENDATION: Approve as presented and Adopt Resolution No. 1310
7.F.ADOPT RESOLUTION NO. 1311 MEMORIALIZING A REVISION IN THE
GENERAL FUND RESERVES POLICY
RECOMMENDATION: Adopt Resolution No. 1311.
7.G.REVIEW AND APPROVE THE 2022 HOLIDAY OPEN HOUSE FINAL GUEST
LIST
RECOMMENDATION: Approve as presented.
8.EXCLUDED CONSENT CALENDAR ITEMS
9.COMMISSION ITEMS
10.PUBLIC HEARINGS
11.OLD BUSINESS
11.A.REPORT ON STAFF'S DIRECTION FROM CITY COUNCIL DURING THE
SEPTEMBER 26, 2022 MEETING; CONSIDER PROJECT OPTIONS PROPOSED
BY HQE; AND DIRECT STAFF TO PURSUE SOLUTION B WITH HQE
REC OMMEN D AT ION: Receive report, consider project options, and direct
staff to purse Solution B with HQE.
12.NEW BUSINESS
CL_MIN_220926_CC_F.pdf
CL_AGN_221010_CC_PaymentOfBills.pdf
September26_2022StaffReport.pdf
ResolutionNo1310_ SchoettleRefund_BudgetAmendment.pdf
ResolutionNo1311_ ReservePolicies_Amendment.pdf
CL_AGN_220930_CC_HolidayOpenHouse_ProposedInviteList.pdf
CL_AGN_220912_HQE Systems_Feasbility Study.pdf
CL_AGN_CC_220926_Sound Propagation Info V2.1 9-20-22.pdf
CL_AGN_CC_221010_RHCA Letter_Easements 9-28-22.pdf
CL_AGN_CC_221010_FlowChart_Process to Activate Outdoor Siren System.pdf
CL_AGN_CC_221010_RHCA Response Letter 10-6-22.pdf
2
12.A.RECEIVE A REPORT FROM RESIDENT ON 3 MIDDLERIDGE LANE NORTH
AND DIRECT STAFF TO ASSESS THE CONDITION OF THE STORM DRAIN
SYSTEM THAT RUNS FROM MIDDLERIDGE LANE SOUTH TO MIDDLERIDGE
LANE NORTH
RECOMMENDATION: Direct staff to conduct a condition assessment.
12.B.CONSIDER A PROFESSIONAL SERVICES AGREEMENT WITH S&K
CONSULTING SERVICES TO EVALUATE EXISTING CITY HALL HEATING,
VENTILATION AND AIR CONDITIONING (HVAC) AND PROVIDE AN
ENGINEERING DESIGN TO CONSTRUCT A WORKING SYSTEM FOR A NOT-
TO-EXCEED FEE OF $25,100
RECOMMENDATION: Receive and file. Direct staff to prepare a Professional
Services Agreement with S&K Consulting Services for a not-to-exceed
amount of $25,100.00
13.MATTERS FROM THE CITY COUNCIL
13.A.REPORT ON CONFERENCES, MEETINGS, TRAINING AND OR WORKSHOPS
ATTENDED BY COUNCILMEMBERS
RECOMMENDATION: Receive and file reports.
14.MATTERS FROM STAFF
14.A.FIRE FUEL ABATEMENT ENFORCEMENT QUARTERLY REPORT FOR THE
THIRD QUARTER OF 2022 (JULY 1 THROUGH SEPTEMBER 30)
RECOMMENDATION: Receive and file.
14.B.CONSIDER CANCELLATION OF NOVEMBER 28, 2022 REGULAR CITY
COUNCIL MEETING AND SCHEDULE A SPECIAL CITY COUNCIL MEETING ON
DECEMBER 13, 2022
RECOMMENDATION: Approve as presented.
15.RECESS TO CLOSED SESSION
15.A.EMPLOYEE PERFORMANCE EVALUATION GOVERNMENT CODE SECTION
54957, TITLE CITY MANAGER
RECOMMENDATION: Conduct City Manager Performance Evaluation.
PW_DRA_220107_AsBuilts_MiddleridgeLane_6650 U1-B.pdf
PW_DRA_220107_FloodDistrictAGR_MiddleridgeLane_6650U1-B_Contract18374.pdf
PW_DRA_220923_3MiddleridgeLnN_SitePlan.pdf
PW_DRA_220923_3MiddleridgeLnN_Pics.pdf
PW_DRA_220923_1MiddleridgeLnN_Pics.pdf
PW_CHC_220902_CHC_HVAC_RFP_F.pdf
PW_CHC_221005_CHC_HVAC_FeeSummary_Evaluation.pdf
PW_CHC_221005_CHC_HVAC_ProjectEvaluation_Summary.pdf
ResolutionNo1304_AB1234_ReimbursementPolicyUpdate_A_E.pdf
Opened Cases Q3 2022.pdf
Closed Cases Q3 2022.pdf
Cumulative Open Cases.pdf
Cumulative List.pdf
3
16.RECONVENE TO OPEN SESSION
17.ADJOURNMENT
Next regular meeting: Monday, October 24, 2022 at 7:00 p.m. in the City Council
Chamber, Rolling Hills City Hall, 2 Portuguese Bend Road, Rolling Hills, California,
90274.
Notice:
Public Comment is welcome on any item prior to City Council action on the item.
Documents pertaining to an agenda item received after the posting of the agenda are available for review in
the City Clerk's office or at the meeting at which the item will be considered.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in
this meeting due to your disability, please contact the City Clerk at (310) 377-1521 at least 48 hours prior to the
meeting to enable the City to make reasonable arrangements to ensure accessibility and accommodation for
your review of this agenda and attendance at this meeting.
4
Agenda Item No.: 7.A
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL
REGULAR MEETING OF OCTOBER 10, 2022
DATE:October 10, 2022
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve.
ATTACHMENTS:
CL_AGN_221010_CC_AffidavitofPosting.pdf
5
Administrative Report
7.A., File # 1479 Meeting Date: 10/10/2022
To: MAYOR & CITY COUNCIL
From: Christian Horvath, City Clerk
TITLE
APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF OCTOBER 10 ,
2022
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 October 10, 2022 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: October 7, 2022
6
Agenda Item No.: 7.B
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER
READING OF ALL ORDINANCES AND RESOLUTIONS LISTED ON THE
AGENDA
DATE:October 10, 2022
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve.
ATTACHMENTS:
7
Agenda Item No.: 7.C
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:APPROVE THE FOLLOWING CITY COUNCIL MINUTES: SEPTEMBER
26, 2022
DATE:October 10, 2022
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
CL_MIN_220926_CC_F.pdf
8
MINUTES – CITY COUNCIL MEETING
Monday, September 26, 2022
Page 1
Minutes
Rolling Hills City Council
Mon day, September 26 , 202 2
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 Black
presiding.
2. ROLL CALL
Councilmembers Present: Dieringer, Pieper, Mirsch, Mayor Pro Tem Wilson, Mayor Black
Councilmembers Absent: None
Staff Present: Elaine Jeng, City Manager
Christian Horvath, City Clerk / Executive Assistant to the City Manager
Patrick Donegan, Deputy City Attorney
John Signo, Planning & Community Services Director
Vanessa Hevener, Senior Management Analyst
3. PLEDGE OF ALLEGIANCE – Mayor Pro Tem Wilson
4. PRESENTATIONS/PROCLAMATIONS/ANNOUNCEMENTS – NONE
5. BLUE FOLDER ITEMS (SUPPLEMENTAL)
Motion by Councilmember Pieper, seconded by Councilmember Mirsch to receive and file supplemental
items for 7G and 12A. Motion carried unanimously with the following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
6. PUBLI C COMMENT ON NON-AGENDA ITEMS
Public Comment: Arun Bhumitra
7. CONSENT CALENDAR
7.A. APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF
SEPTEMBER 26, 2022
7.B. APPROVE MOTION TO READ BY TITLE ONLY AND WAIVE FURTHER READING OF ALL
ORDINANCES AND RESOLUTIONS LISTED ON THE AGENDA
7.C. APPROVE THE FOLLOWING CITY COUNCIL MINUTES: SEPTEMBER 12, 2022
7.D. PAYMENT OF BILLS
7.E. REPUBLIC SERVICES RECYCLING TONNAGE REPORT FOR JULY & AUGUST 2022
7.F. PULLED BY COUNCILMEMBER DIERINGER
9
MINUTES – CITY COUNCIL MEETING
Monday, September 26, 2022
Page 2
7.G. APPROVE FIFTH AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT AND
AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT AMENDMENT WITH THE
PALOS VERDES PENINSULA LAND CONSERVANCY TO PROVIDE ONE-YEAR FIRE FUEL
MAINTENANCE SERVICE FOR PHASES 1, 3 AND 4 AREAS AND ADOPT BY RESOLUTION NO.
1307 AUTHORIZING A TRANSFER OF $33,500.00 FROM THE GENERAL FUND RESERVES TO
THE GENERAL FUND FOR FIRE FUEL MANAGEMENT SERVICES
7.H. ADOPT RESOLUTION NO. 1308 ACCEPTING THE TRANSFER OF $1,000,000 OF THE COUNTY
OF LOS ANGELES RULE 20A WORK CREDITS AND AUTHORIZE THE CITY MANAGER TO
EXECUTE NECESSARY DOCUMENTS TO ENABLE THE TRANSFER OF SAID WORK CREDITS
7.I. REPORT ON AUGUST 2ND EMERGENCY NOTIFICATION EXERCISE USING ALERT SOUTH
BAY AND EMERGENCY INFORMATION SYSTEM
7.J. PULLED BY COUNCILMEMBER DIERINGER
7.K. RECEIVE A FINANCIAL REPORT FOR THE EASTFIELD DRIVE ASSESSMENT DISTRICT AD-
2021-1, AND DIRECT STAFF TO REIMBURSE RESIDENTS MIKE AND MARCIA SCHOETTLE
FOR OVERPAYMENT OF $11,645.18
7.L. PULLED BY STAFF FROM AGENDA
7.M. PULLED BY COUNCILMEMBER DIERINGER
Motion by Councilmember Pieper, seconded by Councilmember Dieringer to approve Consent Calendar,
excluding Items 7F, 7J, 7L, and 7M. Motion carried unanimously with the following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
8. EXCLUDED CONSENT CALENDAR ITEMS
7.F. APPROVE PROFESSIONAL SERVICES AGREEMENT WITH GMU GEOTECHNICAL, INC. FOR
SERVICES SPECIFIC TO THE CITY HALL ADA IMPROVEMENTS PROJECT AND ADOPT BY
RESOLUTION NO. 1306 AUTHORIZING A NOT TO EXCEED TRANSFER OF $9,695.00 FROM
THE GENERAL FUND RESERVES TO THE GENERAL FUND FOR GEOTECHNICAL SERVICES
Motion by Councilmember Dieringer, seconded by Councilmember Pieper to approve as presented with one
typographic change to section 6 in the Agreement and adopt Resolution No. 1306. Motion carried
unanimously with the following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
7.J. RECEIVE AND FILE ASSEMBLY BILL (AB) 939 ANNUAL REPORT FOR CALENDAR 2021 TO
THE CALIFORNIA DEPARTMENT OF RESOURCES RECYCLING AND RECOVERY
(CALRECYCLE)
Motion by Councilmember Pieper, seconded by Mayor Pro Tem Wilson to receive and file. Motion carried
unanimously with the following vote:
10
MINUTES – CITY COUNCIL MEETING
Monday, September 26, 2022
Page 3
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
7.M. RECOMMEND APPROVAL TO PAY TYLER TECHNOLOGY $3,000 FOR WORK ENGAGED BY
PREVIOUS FINANCE DIRECTOR
Motion by Councilmember Pieper, seconded by Councilmember Mirsch to approve as presented. Motion
carried with the following vote:
AYES: Pieper, Mirsch, Wilson, Mayor Black
NOES: Dieringer
ABSENT: None
9. COMMISSION ITEMS – NONE
10. PUBLIC HEARINGS
10.A. CONSIDER AND APPROVE RESOLUTION NO. 1309 OF THE CITY COUNCIL OF THE CITY OF
ROLLING HILLS ADOPTING THE 2021-2029 ROLLING HILLS HOUSING ELEMENT AND
ASSOCIATED MITIGATED NEGATIVE DECLARATION
Presentation by John Signo, Planning & Community Services Director
Barry Miller, Consultant
Victoria Boyd, Chambers Group, Inc.
Public Comment: Melissa McNabb
Motion by Councilmember Pieper, seconded by Mayor Pro Tem Wilson to approve Resolution No. 1309
adopting the Mitigated Negative Declaration and the 2021-2029 Rolling Hills Housing Element.
Friendly amendment by Councilmember Mirsch to make typographical changes throughout document
reflecting “low income or seniors” for consistency. The friendly amendment was accepted.
Motion carried unanimously with the following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
11. OLD BUSINESS
11.A. RECEIVE REPORT ON THE SEPTEMBER 15, 2022 ROLLING HILLS COMMUNITY
ASSOCIATION (RHCA) BOARD MEETING ON THE CITY'S OUTDOOR SIREN PROJECT;
CONSIDER PROJECT OPTIONS PROPOSED BY HQE; AND PROVIDE DIRECTION TO STAFF
Presentation by Vanessa Hevener, Senior Management Analyst
Motion by Councilmember Pieper, seconded by Councilmember Dieringer (as clarified by City Manager
Jeng) to have staff: 1) determine the use scenarios for siren only and siren/audio component; 2) talk to the
Rolling Hills Community Association to have them opine on their requirements if the poles are to be located
within easements. Motion carried unanimously with the following vote:
11
MINUTES – CITY COUNCIL MEETING
Monday, September 26, 2022
Page 4
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
12. NEW BUSINESS
12.A. RECEIVE AND FILE RESIDENT DUSTIN MCNABB'S PRESENTATION ON HOME-BASED FIRE
FIGHTING SYSTEM
Presentation by Vanessa Hevener, Senior Management Analyst
Dustin McNabb, Resident
Public Comment: Arlene Honbo, Alfred Visco
Motion by Councilmember Dieringer, seco nded by Mayor Pro Tem Wilson to receive and file. Motion carried
with the following vote:
AYES: Dieringer, Pieper, Wilson, Mayor Black
NOES: Mirsch
ABSENT: None
12.B. DISCUSS AN UPDATE ON THE COMMUNITY WILDFIRE PROTECTION PLAN (CWPP)
Presentation by Vanessa Hevener, Senior Management Analyst
Motion by Councilmember Mirsch, seconded by Mayor Pro Tem Wilson directing staff to share the updated
CWPP with the community. Motion carried unanimously with the following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
13. MATTERS FROM THE CITY COUNCIL
13.A. RECEIVE A REPORT ON THE SEPTEMBER 13, 2022 FIRE FUEL COMMITTEE MEETING AND
APPROVE THE COMMITTEE'S RECOMMENDATIONS
Presentation by Vanessa Hevener, Senior Management Analyst
Motion by Councilmember Pieper, seconded by Councilmember Dieringer to receive and file the Fire Fuel
Committee report. Motion carried unanimously with the following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
Motion by Mayor Pro Tem Wilson, seconded by Councilmember Mirsch to approve Recommendation #1:
Develop a preferred list of vendors/providers and pricing for fire fuel removal services that could be used as
a resource for the community on canyon management. If necessary, Staff is to work with RHCA.
Motion carried unanimously with the following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
12
MINUTES – CITY COUNCIL MEETING
Monday, September 26, 2022
Page 5
NOES: None
ABSENT: None
Motion by Councilmember Dieringer, seconded by Councilmember Pieper to approve Recommendation #2:
Discuss fire safety and canyon management at the Rolling Hills Community Association’s Annual Meeting.
Motion carried unanimously with the following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
Primary Motion by Councilmember Mirsch, seconded by Councilmember Pieper to approve
Recommendation #3: Develop an assessment tool to quantify and/or measure progress on canyon
management. For example, explore the use of drones to provide visual evidence of progress made.
Substitute motion by Councilmember Dieringer to table the discussion until there is additional information
with specifics. Councilmember Dieringer withdrew the substitute motion
Motion carried unanimously with the following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
14. MATTERS FROM STAFF
14.A. DISCUSS ITEMS PROVIDED IN COMMISSION REPORTS AND RESPONSIBILITIES OF THE
PLANNING COMMISSION AND CITY COUNCIL ON DEVELOPMENT PROJECTS
Presentation by John Signo, Planning & Community Services Director
Motion by Councilmember Dieringer, seconded by Councilmember Pieper directing staff to provide the
following in future agendized Commission Items as posited by staff: 1) Legible Proximity Map; 2) Planning
Commission Vote; 3) Any issues raised by residents in opposition (or Planning Commissioners in the minority
vote) and whether they were addressed via explanation or project changes; 4) Required findings for any
discretionary review (including variances) and the basis (facts and evidence) to support such finding(s); 5)
Graph/chart of the lot size/setbacks for existing and proposed etc. Motion carried unanimously with the
following vote:
AYES: Dieringer, Pieper, Mirsch, Wilson, Mayor Black
NOES: None
ABSENT: None
15. RECESS TO CLOSED SESSION – NONE
16. RECONVENE TO OPEN SESSION – NONE
17. ADJOURNMENT : 10:09 P.M.
Hearing no further business before the City Council, the meeting was adjourned in memory of Rolling Hills
Resident Dardy Cronin at 10:09 p.m on September 26, 2022. The next regular meeting of the City Council
is scheduled to be held on Monday, October 10, 2022 beginning at 7:00 p.m. in the City Council Chamber
13
MINUTES – CITY COUNCIL MEETING
Monday, September 26, 2022
Page 6
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,
____________________________________
James Black, M.D., Mayor
14
Agenda Item No.: 7.D
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:PAYMENT OF BILLS.
DATE:October 10, 2022
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
CL_AGN_221010_CC_PaymentOfBills.pdf
15
Check No.Check Date Payee DescriptionAmount02778310/10/2022 Best Best & Krieger LLPGeneral Services & Undergrounding Services- Aug 20225,489.0010/10/2022 Best Best & Krieger LLPLand Use-Professional Services August 20223,477.00CHECK TOTAL $ 8,966.00 02778410/10/2022 Cell Business EquipmentRed Post Ink Cartridge183.9502778510/10/2022 Chambers GroupProfessional Services August 2022 Project 213306,539.8702778610/10/2022 Elaine JengReimbursement for Meeting with LA Co Fire on 9-22-2022147.2602778710/10/2022 Environmental Design AssociatesLandscape Plan Review, MWELO Compliance1,250.0002778810/10/2022 Kris DoolinC&D Reimbursement Permit 733 16 Crest Road East750.0002778910/10/2022 County of Los AngelesAugust 2022 Animal care Housing Costs785.5502779010/10/2022 LA County Sheriff's DepartmentAugust 2022 Law Enforcement Services32,207.7402779110/10/2022 Madden Contractors Inc.C&D reimbursement Permit 843 8 Upper Blackwater Canyon1,000.0002779210/10/2022 McGowan ConsultingMunicipal Stormwater Consulting Services August 222,610.0002779310/10/2022 Rosa CursageReimbursement for Utility Pole Removal 38 Saddleback Rd.2,000.0002779410/10/2022 Southern California EdisonRULE 20B- UG INSTALL @ 45 Eastfield Dr.16,800.0002779510/10/2022 Mike & Marcia SchoettleReimbursement for Eastfield Dr. Assessment District AD-2021-11,645.1802779610/10/2022 Tyler Technologies, Inc.Implementation LGD Legacy Financials3,000.00ACH-1149/23/2022 Vantagepoint Transfer Agents - 306580ICMA PR Ending 9-20-221,912.49ACH-1159/23/2022 CalPERSPERS Retirement PR Ending 9-20-224,040.75ACH-1169/16/2022 Southern California EdisonElectricity Usage 08 17 22 to 09 15 22406.87ACH-1179/22/2022 Southern California EdisonElectricity usage 08-23-2022 to 09-21-22 ACCT#80302,136.1996,381.85$ 96,381.85for the payment of above items.Elaine Jeng, P.E., City ManagerCITY OF ROLLING HILLSAP23-010, & ACH23-015-ACH23-016Check Run09-16- TO 10-10-2022I, Elaine Jeng, City Manager of Rolling Hills, California certify that the above demands are accurate and there is available in the General Fund a balance of 10/5/202216
Agenda Item No.: 7.E
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:ADOPT BY RESOLUTION NO. 1310 AUTHORIZING A BUDGET
MODIFICATION OF $11,645.18 TO REFUND MIKE AND MARCIA
SCHOETTLE FOR OVERPAYMENT TO THE EASTFIELD DRIVE
ASSESSMENT DISTRICT AD-2021-1
DATE:October 10, 2022
BACKGROUND:
At the September 26, 2022 City Council meeting the Council unanimously approved a
reimbursement of $11,645.18 to Mike and Marcia Schoettle for unspent funds for the Eastfield
Drive Assessment District AD 2021-1. This resolution memorializes the budget amendment for
FY 2022-23.
DISCUSSION:
None.
FISCAL IMPACT:
The budget modification would require the use of $11,645.18 in available reserves in the Utility
Fund.
RECOMMENDATION:
Approve as presented and Adopt Resolution No. 1310
ATTACHMENTS:
September26_2022StaffReport.pdf
ResolutionNo1310_ SchoettleRefund_BudgetAmendment.pdf
17
Agenda Item No.: 7.K
Mtg. Date: 09/26/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:RECEIVE A FINANCIAL REPORT FOR THE EASTFIELD DRIVE
ASSESSMENT DISTRICT AD-2021-1, AND DIRECT STAFF TO
REIMBURSE RESIDENTS MIKE AND MARCIA SCHOETTLE FOR
OVERPAYMENT OF $11,645.18.
DATE:September 26, 2022
BACKGROUND:
Property owners along Eastfield Drive, within the City, submitted petitions requesting the
formation of an underground utility assessment district. NV5, the City’s Assessment Engineer,
certified the petitions for the proposed City of Rolling Hills Assessment District No. 2021-1
(Eastfield Drive Utility Improvements) (“AD 2021-1”) and on January 25, 2021, the City Council
adopted Resolution No. 1270, declaring its intention to take proceedings to form AD 2021-1,
and Resolution No. 1269, setting a public hearing for March 22, 2021.
Each of the property owners within the proposed AD 2021-1 was mailed a ballot and notice of
the public hearing. The public hearing on the improvements and assessments was held on
March 22, 2021 in accordance with Assessment Law. The City Council received all ballots
filed with the City Clerk prior to the conclusion of the hearing. The Council found and
determined, based upon the Certificate of Assessment Engineer who conducted the ballot
tabulation, that a majority of the ballots received were in opposition to the assessment. In
tabulating the ballots, the ballots were weighted according to the proportional financial
obligation of the affected property.
DISCUSSION:
The City has previously approved professional services contracts with Stradling Yocca
Carlson & Rauth (SYCR), as bond counsel to the City with respect to formation of the
proposed AD 2021-1, NV5 as the Assessment Engineer and Urban Futures, Inc., as the City’s
Municipal Advisor. Itemized expenses relating to the AD 2021-1 are included with this report
and summarized below:
Utility design total expense $70,500 (City and RHCA contributed 1/3 of total cost)
18
Assessment Engineer, NV5 total expense $31,035 (City and RHCA contributed 1/3 of
total cost)
Financial Advisor, Urban Futures would only be compensated if there was a sale of a
bond. No expense for Urban Futures.
Bond Counsel, Strandling Yocca Carlson & Rauth (SYCR) total expense $14,293
Following the vote of the property owners, staff was waiting for Urban Futures to invoice the
city for their work on AD 2021-1. Meanwhile, funds were collected from the ten property
owners that initiated AD 2021-1 for utility design, assessment engineer, and financial advisor.
Residents were informed that the collection for bond counsel fee would take place after the
final fee was determined. After the vote of property owners, residents Marcia and Mike
Schoettle decided to pay the total fee ($14,293.18) for the bond counsel instead of dividing the
cost between ten property owners.
After reaching out to Urban Futures in August, 2022, staff was informed that the agreement
with the city required a sale of a bond in order for Urban Futures to be compensated for their
work on AD 2021-1. This provision prevented Urban Futures from billing the city. Zero
expenses associated with the Financial Advisor resulted in $11,645.18 of unspent funds for
the AD 2021-1. Since Marcia and Mike Schoettle shouldered the entire cost of the bond
counsel, staff is recommending that the unspent funds of $11,645.18 be refunded to the
Schoettles.
FISCAL IMPACT:
The previous Finance Director deposited the funds from residents for AD 2021-1 in the Utility
Fund. The unspent funds of $11,645.18 would be refunded to the Schoettles from the Utility
Fund.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
Ltr_Schoettle_Undergrounding_Assessment_Engr_Cost_Needed_2019-09-17__SIGNED .pdf
2022ResidentPayVendorCostSpreadsheet.pdf
11-15-19__NV5 Professional Services Agreement__Signed Copy.pdf
Urban Futures Inc Professional Services Agreement with wet signatures.pdf
Bond Council Agreement SYC&R.pdf
19
RESOLUTION NO. 1310
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ROLLING HILLS, CALIFORNIA
AUTHORIZING A FISCAL YEAR 2022-2023
BUDGET MODIFICATION APPROPRIATING
$11,645.18 IN THE UTILITY FUND FROM
AVAILABLE UTILITY FUND RESERVES TO
REFUND MIKE AND MARCIA SCHOETTLE
UNSPENT FUNDS
THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA,
DOES HEREBY RESOLVE, DECLARE, DETERMINE, AND ORDER AS
FOLLOWS:
Section 1. Recitals.
A. It is the intention of the City Council of the City of Rolling Hills to
review the adopted budget from time to time.
B. On September 26, 2022, the City Council Received a financial
report for the Eastfield Drive Assessment District (AD-2021-1). As part of this
report the City Council was notified that funds in the Utility Fund allocated for the
costs of a financial advisor, Urban Futures, could only be paid with the proceeds
from the sale of bond for the Assessment District.
C. Previously, Mike and Marcia Schoettle shouldered the entire cost of
bond counsel in the amount of $14,293.18 for the Eastfield Drive Assessment
District (AD-2021-1).
D. Since the $11,645.18 in the Utility Fund allocated for Urban Futures
could not be paid, the City Council concurred with staff’s recommendation at the
September 26, 2022 City Council meeting that these unspent funds be refunded
to the Schoettles.
Section 2. The sum of eleven thousand, six hundred and forty-five
dollars and eighteen cents ($11,645.18) is hereby appropriated in the Utility Fund
for a refund to Mike and Marcia Schoettle.
Section 3. This Resolution shall take effect immediately upon its
adoption by the City Council, and the City Clerk shall certify to the passage and
adoption of this Resolution and enter it into the book or original resolutions.
20
PASSED, APPROVED, AND ADOPTED this 10th day of October, 2022
______________________________
DR. JAMES BLACK
MAYOR
ATTEST:
___________________________
CHRISTIAN HORVATH
CITY CLERK
21
Agenda Item No.: 7.F
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:ROBERT SAMARIO, FINANCE DIRECTOR
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:ADOPT RESOLUTION NO. 1311 MEMORIALIZING A REVISION IN THE
GENERAL FUND RESERVES POLICY
DATE:October 10, 2022
BACKGROUND:
Over the last few months, the City Council and Finance Committee have discussed its existing
reserve policies, established a number of years ago, to evaluate their adequacy against new
and a more comprehensive information that have a bearing on what level of reserves the City
should have. On September 12, 2022, City Council ultimately approved the recommendations
of the Finance Committee to increase the General Fund reserve policies from 40% to 100% of
the prior year audited General Fund revenues.
DISCUSSION:
Virtually every city, if not all, are vulnerable to unexpected events and circumstances that
could have a major impact on its finances. The City of Rolling Hills is no exception. The City of
Rolling Hills is vulnerable to earthquakes, flooding, and particularly wildfires. As such, it is both
prudent and fiscally responsible for all cities to set aside funds in a reserve designated for
natural disasters, economic downturns, or any other unexpected event or circumstances that
may cause a reduction or disruption to revenues as well as the incurrence of extraordinary
costs.
After a review of pertinent information relevant in determining the level of reserves, the City
Council approved revising its existing policies to increase reserve requirements from 40% to
100% of the prior year audited revenues. This would establish reserves of approximately $2.7
million from approximately $858,000.
FISCAL IMPACT:
There is no immediate fiscal impact. However, the increase in reserve requirements would
provide additional resources to the City to respond to events and circumstances that would
unexpectedly affect the City's finances.
RECOMMENDATION:
22
Adopt Resolution No. 1311.
ATTACHMENTS:
ResolutionNo1311_ ReservePolicies_Amendment.pdf
23
RESOLUTION NO. 1311
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ROLLING HILLS, CALIFORNIA
AUTHORIZING AMENDING THE GENERAL FUND
RESERVES POLICY
THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA,
DOES HEREBY RESOLVE, DECLARE, DETERMINE, AND ORDER AS
FOLLOWS:
Section 1. Recitals.
A. Over the last few months the City Council and Finance Committee
have discussed existing reserves policies and evaluated the adequacy of these
policies.
B. After careful review of the existing reserves policy and weighing it
against the possible threats to City including earthquakes, flooding and
particularly wildfires increasing the City Council approved the Finance
Committee’s recommendation to increase the reserve requirements from 40% to
100% of the prior year audited revenues.
C. This increase in the reserve policy will allow the City to better
respond to natural disasters, economic downturns or other unexpected events or
circumstances that may cause a reduction or disruption to revenues or require
incurrence of extraordinary costs.
Section 2. The attached Reserve Policies (attached hereto as Exhibit
“A”) are hereby adopted.
Section 3. This Resolution shall take effect immediately upon its
adoption by the City Council, and the City Clerk shall certify to the passage and
adoption of this Resolution and enter it into the book or original resolutions.
PASSED, APPROVED, AND ADOPTED this 10th day of October, 2022
______________________________
JAMES BLACK, M.D.
MAYOR
24
ATTEST:
___________________________
CHRISTIAN HORVATH
CITY CLERK
25
Exhibit “A”
26
65277.00001\40089220.1
FINANCIAL POLICIES 10/10/2022 1
CITY OF ROLLING HILLS ADMINISTRATIVE
POLICY/PROCEDURES
FINANCIAL, BUDGET AND DEBT POLICIES
Original Version Effective: 09/24/2007 See end of document for complete policy
history
Current Version Effective: 10/10/2022
Policy Framework:
The purpose of the Financial, Budget and Debt Policies is to guide the City Council and
other City officials in developing sustainable, balanced budgets and managing the City’s
finances in a prudent manner consistent with best practices. The City’s commitment to
adopting and operating within a balanced budget is a core financial value and policy of
the City.
The City of Rolling Hills Financial Policies represents the City’s framework for planning
and management of the City’s fiscal resources. Adherence to the Financial Policies
promote sound financial management which can lead to unqualified annual audits,
provide assurance to the taxpayers that tax dollars are being collected and spent per City
Council direction and provide a minimum of unexpected impacts upon taxpayers and
users of public services.
The City Council Finance / Budget Committee shall serve as the City’s audit committee
for the purpose of recommending the selection of an auditor to the City Council, meeting
with the City Auditor, reviewing the annual audit and necessary financial statements,
responding to conflicts between management and the auditor and responding to
fraudulent activities. The City Council will conduct a competitive process for the selection
of the independent external auditor every 6 years to be in conformance with California
Government Code Section 12410.6(b). Any non- audit work performed by the
independent external auditor, if allowed, will be done under a separate contract approved
by the City Council.
The City Manager shall be responsible for developing and, as appropriate, implementing
and managing these policies as well as subsidiary policies that execute the City’s
Financial Policies.
The City’s Financial Policies shall be in conformance with all state and federal laws,
generally accepted accounting principles (GAAP) and standards of the Governmental
Accounting Standards Board (GASB) and the Government Finance Officers Association
(GFOA).
27
65277.00001\40089220.1
FINANCIAL POLICIES 10/10/2022 2
1. Financial Reporting Entity:
The City of Rolling Hills was incorporated in 1957 under the general laws of the State of
California. The City operates under the Council-Manager form of government. The City
Council consists of five members elected at large for overlapping four-year terms. The
Mayor and Mayor Pro-Tem are selected from the City Council members and serve a one-
year term. The City Council appoints a City Manager, City Attorney and City Treasurer.
In addition, the City Council appoints the members of advisory Commissions and
Committees.
The City, directly or by contract, provides municipal services as authorized by statute.
Services provided include:
• Public safety through the Los Angeles County Sheriff and Fire Department
• Refuse collection by contract with a private hauler
• Water through California Water Service Company
• Sewer through Los Angeles County Sanitation Districts
• Recreation
• Public improvements
• Planning and zoning
• General administrative and support services
2. Financial Reporting Policies:
The City’s accounting and financial reporting systems will be maintained in conformance
with all state and federal laws, generally accepted accounting principles (GAAP) and
standards of the Governmental Accounting Standards Board (GASB) and the
Government Finance Officers Association (GFOA). Further, the City will make every
attempt to implement all changes to governmental accounting practices at the earliest
practical time.
• The financial report should be in conformity with GAAP, demonstrate
compliance with finance related legal and contractual provisions, disclose
thoroughly with detail sufficient to minimize ambiguity and potential for
misleading interferences.
• An annual audit will be performed by an independent public accounting
firm with an audit opinion to be included with the City’s published
Comprehensive Annual Financial Report.
• The City’s budget should satisfy criteria as a financial and programmatic
policy document, as a comprehensive financial plan, as an operations
guide for all organizational units and as a communications device for all
significant budgetary issues, trends, and resource choices.
• The City shall evaluate the fiscal impact of proposed changes in employee
benefits to be provided. Prior to assuming liability for expanded benefits,
28
65277.00001\40089220.1
FINANCIAL POLICIES 10/10/2022 3
a viable funding plan with estimates of long term impacts shall be
incorporated into the analysis.
• The City shall endeavor to avoid committing to new spending for operating
or capital improvement purposes until an analysis of all current and future
cost implications is completed.
• The City shall endeavor to maintain cash reserves sufficient to fully fund
the next present value of accruing liabilities, obligations to employees for
vested payroll and benefits and similar obligations as they are incurred.
• The City shall prepare and present to the City Council monthly interim
revenue and expenditure reports and a Mid-Year Review to allow
evaluation of potential discrepancies from budget assumptions.
3. Internal Control Accounting Policies:
To provide a reasonable basis for making management’s required representations
concerning the finances of the City.
• Accounting Records – Maintain accounting records in accordance with
Generally Accepted Accounting Principles (GAAP).
• Monthly Posting – Post a monthly record, which maintains each month’s
activities separate and distinct from another month’s work. This provides
visibility in locating errors and fixing corrections. Accounting ledgers will
be reviewed and reconciled on a monthly basis to supporting
documentation – Cash Receipts, Accounts Payable, Payroll and Monthly
Journal Entries.
• Sequential Number – Sequentially numbered instruments will be used for
checks and cash receipts. Pre-numbered receipts are controlled and
accounted for by an individual with no accounting handling responsibilities.
The City’s pre-numbered checks and pre-numbered cash receipts should
be safeguarded in the Vault. All copies of voided receipt forms are
retained, accounted for, and documented.
• Audit Trail – The City’s accounting records and systems shall provide an
audit trail (e.g. paper document) that allows for the tracing of each
transaction from its original document to completion.
4. Operating Management Policies:
The budget process is intended to weigh all competing requests for City resources within
expected fiscal constraints. Requests for new, on-going programs made outside the
budget process will be discouraged.
29
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FINANCIAL POLICIES 10/10/2022 4
• Budget development will consider multi-year implications of current
decisions and allocations and use conservative revenue forecasts.
• Revenues will not be dedicated for specific purposes, unless required by
law or Generally Accepted Accounting Practices (GAAP). All non-
restricted revenues will be deposited in the General Fund (or other
designated fund as approved by the City Manager) and appropriated by
the City Council.
• Current revenues will fund current expenditures. City revenues will be
managed to protect programs from short-term fluctuations that impact
expenditures.
• The City will endeavor to identify entrepreneurial solutions to cover or
recover costs of operating program.
• The City shall strive to avoid returning to the City Council for new or
expanded appropriations during the fiscal year. Exceptions may include
emergencies, unforeseen impacts, mid-year adjustments or new
opportunities.
• Additional personnel will be requested after service needs have been
thoroughly examined and is substantiated for new program initiatives or
policy directives.
• All non-Enterprise user fees and charges will be evaluated at least every
three years to determine the direct and indirect cost recovery rate. The
analysis will be presented to the City Council.
• The City shall endeavor to maintain adequate cash reserves to fund 100%
replacement of capital equipment. Replacement costs will be based upon
equipment lifecycle financial analysis developed by the Finance Director
and approved by the City Manager.
• Balanced revenue and expenditure forecasts will be prepared to examine
the City’s ability to absorb operating costs due to changes in the economy,
service demands, and capital improvements. The forecast will be updated
annually and include a four-year outlook.
• Cash and investment programs will be maintained in accordance with the
Government Code and the adopted investment policy will ensure that
proper controls and safeguards are maintained. City funds will be
managed in a prudent and diligent manner with an emphasis on safety of
principal, liquidity, and financial return on principal, in that order. Pursuant
to State law, the City, at least annually, revises and the City Council affirms
a detailed investment policy.
30
65277.00001\40089220.1
FINANCIAL POLICIES 10/10/2022 5
5. Capital Management Policies:
• Capital improvement projects are defined as infrastructure or equipment
purchases or construction which results in a capitalized asset and having a useful
(depreciable) life of at least one year with a cost of $5,000 or more per the City’s
resolution Number 953.
• The Finance Department shall utilize the straight-line method of calculating
depreciation over the estimated useful life for all classes of assets.
• The capital improvement plan will attempt to include, in addition to current
operating maintenance expenditures, adequate funding to support, repair and
replace deteriorating infrastructure and avoid a significant unfunded liability.
• Capital improvement lifecycle costs will be coordinated with the development of
the City’s operating budget. Future operating, maintenance, and replacement
costs associated with new capital improvements will be forecast, matched to
available revenue sources and be included in the operating budget. Capital project
contract awards or purchases will include a fiscal impact statement disclosing the
expected operating impact of the project or acquisition and when such cost is
expected to occur.
6. Reserve Policies:
Given the City’s vulnerability to natural disasters, such as flooding, mudslides,
earthquakes, and wildfires, the City has established a requirement pursuant to this
policy document of maintaining a General Fund operating reserve in the form of cash
and investments of at least 100% of prior year audited annual General Fund revenues.
These funds will be available to not only address the immediate and short-term
financial impacts of a natural disaster, but also to cover other unforeseen events and
circumstances that have a material financial impact to the General Fund.
In addition, these reserve policies establish the following requirements and/or
guidelines:
• One-time revenue windfalls should be designated as a reserve or used for
onetime expenditures. The funds should not be used for on-going operations.
For purposes of this policy, one-time revenue windfalls shall include:
- CalPERS rebates
- Tax revenue growth in excess of 10% in a single year
- Unexpected revenues (e.g., litigation settlement)
- Any other revenues the City Council may elect to designate as
extraordinary
• All unexpended General Funds from the prior fiscal year will be deposited in the
General Fund Reserve Fund (Rainy Day Fund.)
31
65277.00001\40089220.1
FINANCIAL POLICIES 10/10/2022 6
• The City will strive to maintain the Municipal Self-Insurance Fund with a July 1
balance of $250,000.
• The City will strive to transfer $250,000 annually into the Utilities Fund for the
purpose of building up the necessary balance for underground projects.
• Enterprise Fund (e.g., for refuse collection) user fees and charges will be examined
annually to ensure that they recover all direct and indirect costs of the service,
provide for capital improvements and maintenance and maintain adequate
reserves. Moreover, maintenance of cash reserves will provide a de facto rate
stabilization plan. Rate increases shall be approved by the City Council following
formal noticing and public hearing. Rate adjustments for enterprise operations will
be based on five-year financial plans unless a conscious decision is made to the
contrary. The current cash reserves shall be adjusted annually and will be equal
to the proposed annual General Fund subsidy to the Refuse Fund and will be
budgeted as a Transfer into the Refuse Fund.
• The City has established a Pension Rate Stabilization Program Section 115 Trust.
The Trust was created to fund the City’s unfunded PERS Pension Liability. As
funds are available they would be deposited into the Trust in order to maintain
adequate reserves.
7. Budget Policies:
The function of the City of Rolling Hills is primarily administrative.
A. Categories of Funds
• The City’s annual budget contains fifteen different funds managed in
conformance with the City’s Fund Balance Policy:
General Fund
Community Facility Fund
Self-Insurance Fund
Refuse Fund Traffic Fund Transit Fund - Proposition A
Transit Fund - Proposition C
Transit Fund – Measure R
Transit Fund – Measure M
LA County Measure W
Capital Projects Fund
Citizens Options for Public Safety Fund (COPS) Fund
California Law Enforcement Equipment Program (CLEEP) Fund.
Utility Fund
OPEB (Post-Employment Benefits Other Than Pensions) Fund
• Each fund is considered to be a separate accounting entity for budgeting and
financial reporting purposes.
32
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FINANCIAL POLICIES 10/10/2022 7
• The operations of each fund are accounted for by providing a separate set of self-
balancing accounts which are comprised of each fund’s assets, liabilities, equity,
revenues and expenditures, as appropriate.
• The City resources are allocated to and for individual funds based upon the
purpose of the spending activities.
• All funds and reserves will be evaluated annually for long-term adequacy and use
requirements in conjunction with development of the City’s long-term budget
assumptions.
• For approved capital projects unexpended budget appropriations would be
reviewed annually by the Finance/Budget/Audit Committee for recommendation
for carryover to the following fiscal year.
B. Operating Budget Guidelines
• The Budget is detailed - Expenditures are authorized line by line, item by item. Line
items are used to limit precisely the amount and narrowly define what can be spent.
• The Budget is annual - The annual budget period is from July 1 to June 30. The
time span of the authority to spend is restricted to one year. Each year the regular
cycle of budgeting is repeated.
• The budget is comprehensive – The budget is prepared for all funds expended by
the City.
• The City adopts a budget by June 30 of each year.
• Comparative Data - Comparative data from the prior year is presented in the
annual budget in order to provide an understanding of changes in the City’s
financial position and operation.
• Public Hearing - The City Council reviews a tentative budget and adopts the final
budget. A public hearing is conducted to receive comments prior to adoption.
C. Financial Review
Throughout the fiscal year, monthly financial reports comparing actual
amounts with budgeted amounts are prepared by the Finance Director
and submitted to the City Manager and members of the City Council. As
these reports are reviewed, attention is drawn to variances between
budgeted amounts and actual amounts.
D. Budgeted Revenues & Expenditures
The City reviews fees and charges to keep pace with the cost of providing
the service.
8. Debt Management Policies:
33
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FINANCIAL POLICIES 10/10/2022 8
The City will seek to avoid incurring debt. While the City is disposed to funding capital
improvements and expenditures on a cash basis, the City will consider, and when
necessary, enter into debt financing for citywide public improvement projects such as
sewers and utility undergrounding.
• Lease Equipment - Office Equipment has been leased on a monthly basis with
the expense incurred at the time of payment.
Policy Administrative History:
Adopted September 24, 2007
Revised and Adopted March 24, 2008
Revised and Adopted February 23, 2009
Revised and Adopted March 8, 2010
Reviewed and Adopted February 28, 2011
Revised and Adopted May 23, 2011
Reviewed and Adopted May 14, 2012
Reviewed and Adopted April 22, 2013
Revised and Adopted September 9, 2013
Reviewed and Adopted March 24, 2014
Reviewed and Adopted April 27, 2015
Reviewed and Revised April 25, 2016
Reviewed and Adopted April 24, 2017
Reviewed and Adopted April 22, 2019
Reviewed and Adopted May 11, 2020
Reviewed and Adopted May 23, 2022
Reviewed and Adopted October 10, 2022
34
Agenda Item No.: 7.G
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:REVIEW AND APPROVE THE 2022 HOLIDAY OPEN HOUSE FINAL
GUEST LIST
DATE:October 10, 2022
BACKGROUND:
The 2022 Holiday Open House will be held on Monday, December 12th at City Hall from
4:00pm to 9:00pm.
DISCUSSION:
The guest list to the annual holiday open house was updated with feedback from some
Councilmembers in previous years and is included with this report for review and approval.
FISCAL IMPACT:
The cost of the event in the past four years range between $6,100 and $6,600. The adopted
FY 2022-2023 budget allocated $10,000 for the event.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
CL_AGN_220930_CC_HolidayOpenHouse_ProposedInviteList.pdf
35
2022 OPEN HOUSE PROPOSED LIST
Name Company Address City
1 Honorable Al Muratsuchi Assemblymember, 66th District 3424 W. Carson St., Suite 450 Torrance, CA 90503
Melissa Ramoso, District Director 66th District 3424 W. Carson St., Suite 450 Torrance, CA 90503
Aaron Forburger, Field Representative 66th District 3424 W. Carson St., Suite 450 Torrance, CA 90503
2 Honorable Ben Allen State Senator, 26th District 2512 Artesia Blvd., #320 Redondo Beach, CA 90278-3279
Davis Han, Interim District Director 26th District 2512 Artesia Blvd., #320 Redondo Beach, CA 90278-3279
3 Honorable Ted Lieu United States Congress, 33rd District 1645 Corinth Ave, Suite 101 Los Angeles, CA 90025
Karen Calderon, Field Representative 1645 Corinth Ave, Suite 101 Los Angeles, CA 90025
4 Honorable Janice Hahn, Supervisor Fourth District, County of Los Angeles 500 West Temple Street Los Angeles, CA 90012
5 Mr. Mark Baucum, Chief of Staff Fourth District, County of Los Angeles 500 West Temple Street, Rm 358 Los Angeles, CA 90012
6 Ms. Erika Velazquez, Harbor Area Fourth District, County of Los Angeles 302 West 5th Street, #200 San Pedro, CA 90731
7 Ms. Alysia Hererra, Staff Assistant Fourth District, County of Los Angeles 302 West 5th Street, #200 San Pedro, CA 90731
9 Mr. Jeffrey Kiernan
Regional Public Affairs Manager
League of California Cities 8581 Santa Monica Blvd. Suite 325 West Hollywood, CA 90069
10 Ms. Jennifer Quan, Executive Director
Regional Public Affairs Manager League of California Cities 8581 Santa Monica Blvd. Suite 325 West Hollywood, CA 90069
11 Ms. Kristine Guerrero, Legislative
Director Regional Public Affairs Manager
League of California Cities 8581 Santa Monica Blvd. Suite 325 West Hollywood, CA 90069
12 Mr. Bob Kautz, President
and Members of the Board of Directors
P.V.P. Land Conservancy 916 Silver Spur Road, Suite 207 Rolling Hills Estates, CA 90274
13 Ms. Adrienne Mohan, Executive Director
and Susan Wilcox, Development
Director
P.V.P. Land Conservancy
916 Silver Spur Road, Suite 207 Rolling Hills Estates, CA 90274
14 Mr. Brian Campbell, President and
Members of the Board
Palos Verdes Library District 701 Silver Spur Road Rolling Hills Estates, CA 90274
20 Ms. Jennifer Addington, Director Palos Verdes Library District 701 Silver Spur Drive Palos Verdes Peninsula, CA 90274
15 Linda Reid, President
and Members of the Board
PVPUSD Board of Education 375 Via Almar Palos Verdes Estates, CA 90274
36
2022 OPEN HOUSE PROPOSED LIST
19 Alex Cherniss, Ed.D.
Superintendent of Schools
PVPUSD
Malaga Cove Administrative Center
375 Via Almar Palos Verdes Estates, CA 90274
21 Mr. Brett Egan, Principal Rancho del Mar High School 375 Via Almar Palos Verdes Estates, CA 90274
22 Mr. Robert C. Ferrante, General
Manager and staff
County Sanitation District of L A County 1955 Workman Mill Rd.Whittier, CA 90601
23 Mrs. Jacki Bacharach, Executive
Director
and staff
South Bay Cities Council of Governments 2355 Crenshaw Blvd., #125 Torrance, CA 90501
24 Sheriff Alex Villanueva L. A. County Sheriff's Headquarters 211 West Temple Street Los Angeles, CA 90012
25 Captain James Powers
and all LASD Lomita Personnel
L. A. County Sheriff's Department 26123 Narbonne Avenue Lomita, CA 90717
30 Mr. Jeff Wood
President
California Contract Cities Association 17315 Studebaker Road Suite 210 Cerritos, CA 90703
31 Mr. Marcel Rodarte
Executive Director
California Contract Cities Association 17315 Studebaker Road Suite 210 Cerritos, CA 90703
32 Ms. Eileen Hupp, President/CEO and
staff
Palos Verdes Peninsula Chamber of
Commerce
4040 Palos Verdes Drive North, Suite 205 Rolling Hills Estates, CA 90274
33 Mr. Anthony Marrone, Interim Fire Chief Los Angeles County Fire Department 1650 West 162nd Street Gardena, CA 90247-3734
34 Mr. Brian Bennett, Assistant Fire Chief
and staff, Division I Office - F. S. 158
Division 1, County of Los Angeles Fire
Department
1650 W. 162nd Street Gardena, CA 90247-3734
35 Mr. Trevor Moore, Assistant Fire Chief,
LaCoFire/Forestry Division
36 Mr. Brad Weisshaupt, Deputy Forester
Pre Fire Engineer, LaCoFire/Forestry
37 Mr. Charles (Randy) Zimmerman,
LaCoFire/Forestry
38 All Fire Personnel at Fire Station 56 12 Crest Road West Rolling Hills, CA 90274
37
2022 OPEN HOUSE PROPOSED LIST
39 Mayor Dave Bradley
Members of the City Council and
Councilmembers Elect
City of Rancho Palos Verdes 30940 Hawthorne Boulevard Rancho Palos Verdes, CA 90275
40 Mr. Ara Mihranian, City Manager and
staff
City of Rancho Palos Verdes 30940 Hawthorne Boulevard Rancho Palos Verdes, CA 90275
41 Mayor Frank Zerunyan
and Members of the City Council
City of Rolling Hills Estates 4045 Palos Verdes Drive North Rolling Hills Estates, CA 90274
42 Mr. Greg Grammer
City Manager and staff
City of Rolling Hills Estates 4045 Palos Verdes Drive North Rolling Hills Estates, CA 90274
43 Mayor Victoria Lozzi
and Members of the City Council
City of Palos Verdes Estates 340 Palos Verdes Drive West Palos Verdes Estates, CA 90274
44 Mr. Mark Prestwich, City Manager and
staff
City of Palos Verdes Estates 340 Palos Verdes Drive West Palos Verdes Estates, CA 90274
45 Mr. Mike Dorta, District Engineer and
staff L. A. County Depart. of Public Works
Building and Safety Division 24320 S. Narbonne Ave.Lomita, CA 90717
46 Mr. Michael Jenkins, City Attorney
and staff
BB&K LLP 1230 Rosecrans Avenue, Suite 110 Manhattan Beach, CA 90266
Mr. Patrick Donegan, Assistant City
Attorney
BB&K LLP 1230 Rosecrans Avenue, Suite 110 Manhattan Beach, CA 90266
49 Mr. William Pagett, Sr. Vice President
and staff
Willdan Engineering 2401 East Katella Avenue, Suite 300 Anaheim, CA 92806
50 Ms. Vanessa Munoz, PE, TE, PTOE,
President/CEO, Traffic Engineer
Willdan Engineering 13191 Crossroads Parkway North # 405 Industry, CA 91746-3497
51 Mr. Aaron Arugay, Executive Director
and staff
L. A. County West Vector Control District 6750 Centinela Avenue Culver City, CA 90230
52 Ms. Marcia Mayeda, Director and staff L. A. County Animal Care & Control
Administrative Headquarters
5898 Cherry Avenue Long Beach, CA 90805
53 Mr. Fernando Barrera
Certified Applicator/State Licensed
Trapper Pest Management Division
County of L.A Department of Agricultural
Commissioner/Weights and Measures
12300 Lower Azusa Road Arcadia, CA 91006
38
2022 OPEN HOUSE PROPOSED LIST
54 Ms. Tonya Griffin, General Manager and
staff
Republic Services Inc.14905 South San Pedro Street Gardena, CA 90248
55 Mr. Erik Organista, Operations Manager Republic Services Inc.14905 South San Pedro Street Gardena, CA 90247
Steve Guerrero, Operations Supervisor Republic Services Inc.14905 South San Pedro Street Gardena, CA 90247
56 Ms. Dawn Harris, Municipal Services
Manager
Republic Services Inc.14905 South San Pedro Street Gardena, CA 90247
Ms. Angie Gilbride, Regional Community
Affairs Specialist
California Water Service Company 2632 West 237th Street Torrance, CA 90505-5272
Mr. Robert Thompson, Operations
Manager
California Water Service Company 2632 West 237th Street Torrance, CA 90505-5272
57 Mr. Agustin Baeza Operations Manager
and staff
California Water Service Company 2632 West 237th Street Torrance, CA 90505-5272
58 Ms. Kristen Raig RHCA Manager and staff 1 Portuguese Bend Road Rolling Hills, CA 90274
59 RHCA Board members 1 Portuguese Bend Road Rolling Hills, CA 90274
60 Ms. Susan Sifuentes-Trigueros District
Manager and staff
Southern California Gas Company 2922 - 182nd Street Redondo Beach, CA 90278-3922
61 Ms. Connie Turner, Regional Manager
and staff
Southern California Edison 505 Maple Street Torrance, CA 90503
62 Mr. Jonathan R. Shull
Executive Director and Staff
California Joint Powers Insurance
Authority
8081 Moody St.La Palma, CA 90623
63 Melaina Francis
Regional Risk Manager
California Joint Powers Insurance
Authority
8081 Moody St.La Palma, CA 90623
64 Abraham Han
Management Analyst
California Joint Powers Insurance
Authority
8081 Moody St.La Palma, CA 90623
Mr. Ray Cruz Former R.H.City Manager 11710 Telegraph Road Santa Fe Springs, CA 90670
65 Mr. Anton Dahlerbruch Former R.H. City Manager 300 Harding Boulevard, Suite 203-D Roseville, CA 95678
66 Diane Gladwell, MMC
67 Yolanta Schwartz Former R.H. Planning Director
68 Meredith Elguira Former R.H. Planning Director 8650 California Avenue South Gate, CA 90280
39
Agenda Item No.: 11.A
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:VANESSA HEVENER, SENIOR MANAGEMENT ANALYST
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:REPORT ON STAFF'S DIRECTION FROM CITY COUNCIL DURING THE
SEPTEMBER 26, 2022 MEETING; CONSIDER PROJECT OPTIONS
PROPOSED BY HQE; AND DIRECT STAFF TO PURSUE SOLUTION B
WITH HQE
DATE:October 10, 2022
BACKGROUND:
In Fiscal Years 2019-2020 and 2020-2021, the City Council provided funding for the Block
Captain Program to investigate communication platforms in the event of complete power
failure in the community. The Block Captains and City staff used funds to purchase two-way
radios and when the handheld radio option proved to be ineffective, a Request for Proposal
(RFP) was issued in February 2021 to solicit proposals on other communication systems. The
City received one proposal from HQE Systems (HQE), Inc.
On April 26, 2021, Staff recommended that City Council engage the services of HQE. The City
Council directed Councilmember Pieper to work with Staff to better understand the evolution
of the communication project and the scope of the feasibility study. As directed, Staff met with
Councilmember Pieper on four occasions: May 20, 2021, July 15, 2021, July 23, 2021 and
August 12, 2021. Some of the meetings with Councilmember Pieper included the Lead Block
Captains Arlene and Gene Honbo. Staff also worked with Project Manager Alan Palermo and
HQE to provide technical information requested by Councilmember Pieper. The Lead Block
Captains, along with members of the Block Captains were in support of a feasibility study. The
City Council approved a Professional Services Agreement (PSA) with HQE to prepare a
feasibility study that would identify the hardware, location of the hardware, software, system
integration, and a detailed cost estimate to install a siren system for the community.
At the January 10, 2022, City Council meeting Staff presented the final Feasibility Study and
recommended to City Council to conduct a community survey to gauge interest for an outdoor
siren system. In review of the Feasibility Study, the City Council requested information relating
to the annual maintenance cost of the proposed outdoor siren system. The City Council also
requested a street level map of Solution A and Solution B presented in the Feasibility Study.
40
On March 14, 2022, the City Council unanimously voted to amend the PSA with HQE
allocating an additional not to exceed $3,500 to investigate potential co-location sites of the
poles. On June 16, 2022, HQE Staff and Block Captain Leads Arlene and Gene Honbo
conducted a site visit at the Main Gate, Crest Gate, Eastfield Gate and the Radar Station. In
early July, HQE submitted the revised Feasibility Study that included two additional options:
Solution C includes the three gates and the Radar Station and Solution D includes only the
three gates.
At the August 8, 2022, City Council meeting, Staff presented the potential site locations and to
consider Solution D. Representatives from HQE were present to answer questions from
Council and members of the public. HQE informed City Council that they had completed the
remaining tasks of the Feasibility Study at no cost to the City, a savings of $22,814 and invited
the Council to observe a demonstration of the proposed system, if desired. City Council
directed Staff to seek approval from the Rolling Hills Community Association to place the siren
poles at the three gate locations.
On September 1, 2022, Staff and Councilmember Mirsch attended a demonstration of the
proposed outdoor siren system equipment at HQE headquarters. The demonstration included
a tour of their facility where manufacturing of the equipment was conducted in-house and a
demonstration simulated a test warning that would be sent out in case of an emergency. The
equipment used consisted of a single 4' speaker mounted on a pole 25 feet above ground (for
Rolling Hills, there would be 4-4' speakers mounted 50 feet above ground at each gate). The
quality of the intelligible voice was clear and could be easily heard. The speakers could be
adjusted to rotate a few degrees at a time through the use of a software application to ensure
the best sound coverage.
In our discussion with HQE, it was conveyed that they were recently awarded a contract with
the City of Paradise to install 21 poles and are in the process of installing them.
On September 1, 2022, Staff also attended the Rolling Hills Community Association (RHCA)
Board meeting. Per Council direction, the City Manager asked that the RHCA Manager
present to the Board of Directors the City's request to place the siren poles at the three
gatehouse locations. During that meeting, the City's question was not presented as requested.
As a result, the Board of Directors began asking questions with respect to public safety, an
area outside the purview of the RHCA. The Board of Directors ultimately did not discuss the
City's request to place siren poles at the three gates. Instead the Board of Directors requested
that the RHCA Manager meet with City Staff and that the RHCA Liaisons meet with the City
Council Subcommittee to discuss why the Board of Directors were not informed of the project,
if the project was warranted, and concerns relating to only having one proposer submit a
proposal for the project.
In addition, per Council direction, Staff reached out to the five homes adjacent to the three
gates to inform them of the project. The two residences were in support, one was opposed,
and the other two did not respond.
At the September 12, 2022 City Council meeting, the City Council directed the Subcommittee
members to follow up with their counterparts at RHCA.
On September 15, 2022, Staff made a presentation at the Rolling Hills Community Association
Board meeting requesting an approval to place the siren system at the three gates. The
41
RHCA Board expressed concerns about the health of the guard attendants who would be
exposed to high levels of sound emitting from the sirens, interference with the operations of
the guardhouses, and aesthetics and noise impacts on residents. The RHCA Board ultimately
voted to not support the the City's request of placing the siren system at the gates (attached).
Following the RHCA Board meeting, Staff contacted HQE to seek additional information on
noise levels that could be heard at the base of the poles. Based on HQE’s response, the
speakers will emit up to 124 decibels 50’ above ground; however, at the base of the pole, the
decibel is 90 or equivalent to a hairdryer. Included in the packet is additional information on
sound prepared by HQE.
DISCUSSION:
At the September 26, 2022 City Council meeting, the City Council directed Staff to do the
following:
seek input from the First Responders on usage scenarios when the siren system is
deployed for evacuation and non-evacuation purposes and system with voice capability
vs siren only.
obtain information on easement requirements from the Rolling Hills Community
Association
Staff contacted Los Angeles County Fire Department Chief Bennett and Los Angeles County
Sheriff's Department Captain Powers to seek their input on the proposed usage scenarios and
whether siren only system or a system with siren tone and intelligible voice would be the
preferred option. Based on feedback received from the First Responders, their preferred
option is the combined siren tone and intelligible voice because it could provide information to
residents that are comprehensible regardless of the scenario (e.g., shelter in Place or
mandatory evacuation). Staff has also created a flow chart to activate the siren.
In addition, on September 28, 2022, Staff submitted a letter to the RHCA requesting easement
requirements for siting of poles at locations identified in Solution A and Solution B in
easements held by RHCA (attached to said letter to RHCA) with a response date of October 6,
2022. It is important to note that RHCA staff was present when pole locations were identified
in Solution A and Solution B.
At the October 6, 2022 RHCA Board meeting, the Board discussed the item and requested
that the City follow these procedures:
1. Obtain permission from the owner of the property where the siren will be placed,
2. Submit a written request to the Board for a license(s) to use the Association easement
for Board review and approval. The request should include:
Site plan with the location of the pole and any ground mounted equipment
indicated,
Specifications of the height and size of the pole and any pole mounted equipment
Site plans should include property and easement lines, edge of pavement and property
address. If the license is approved by the Board, the City would be responsible for legal and
recording fees incurred for the license agreement(s). RHCA would waive fees for excavation
permits.
42
Per Council direction, the pole locations are identified based on the "Outdoor Siren Location-
Street Level" prepared by HQE:
Solution A - Proposed Pole Locations
Siren A-1: On Blackwater Canyon Trail (behind 13 Portuguese Bend Rd) between Lower
Blackwater Canyon Rd and Portuguese Bend Road
Siren A-2: In front of 9 Upper Black Canyon Rd
Siren A-3: In front of 57 Saddleback Rd
Siren A-4: On Storm’s Ridge Trail/Buggy Whip Trail (near 4 Storm Hill Ln)
Siren A-5: In the canyon behind 4 Possum Ridge Road
Siren A-6: Near 4 Poppy Trail
Siren A-7: In the canyon behind 1 Hackamore Rd
Siren A-8: Near 74 Portuguese Bend Rd
Siren A-9: On Crest Rd East (near 63 Crest Road East)
Solution B- Proposed Pole Locations
Siren B-1: On Pine Tree Lane (adjacent to 10 Pine Tree Ln)
Siren B-2: Corner of Portuguese Bend Road and Fuld’s Furlong Trail
Siren B-3: In the canyon on Crest Road East (east of 38 Crest Road East)
Continuing the discussion from the September 26, 2022 City Council meeting, the City Council
was deciding on the project option to implement: Solution A considered aesthetic as a priority
with 9-30' poles or Solution B offers the most reliable solution with 3-50' poles. Previously,
Staff recommended Solution B, the most economical solution of the two options, but this
option does not include the intelligible voice feature. Advised by the First Responders, Staff
recommends Solution B with the intelligible voice feature added for a total cost of $261,573.
FISCAL IMPACT:
Depending on the option selected for implementation, it can range from $144,573 to
$310,602. Solution A considered aesthetic as a priority for an estimated construction cost of
$310,602 with an annual maintenance fee of $32,798.24. Solution B offers the most reliable
solution in the market today for an estimate of $144,573 with an annual maintenance fee of
$13,981.55. With the added intelligible voice feature of $39,0000 per pole to Solution B, the
total cost is $261,573.
The Fiscal Year 2022-2023 Budget includes funding of up to $300,000 for the implementation
of the outdoor siren system.
RECOMMENDATION:
Receive report, consider project options, and direct staff to purse Solution B with HQE.
ATTACHMENTS:
CL_AGN_220912_HQE Systems_Feasbility Study.pdf
CL_AGN_CC_220926_Sound Propagation Info V2.1 9-20-22.pdf
CL_AGN_CC_221010_RHCA Letter_Easements 9-28-22.pdf
CL_AGN_CC_221010_FlowChart_Process to Activate Outdoor Siren System.pdf
CL_AGN_CC_221010_RHCA Response Letter 10-6-22.pdf
43
Mass Notification Report
Global Headquarters | 27419 Via Industria | Temecula, CA 92105 | 800.967.3036
www.HQESystems.com
Prepared August 2022
For The City of Rolling Hills, CA
44
Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
Disclaimers
All product names,logos,and brands are the property of their respective owners.All company,product,
and service names used in this proposal are for identification purposes only.Using these names,logos,
and brands do not imply endorsement.
Neither HQE Systems,Inc.nor its contributors shall be held liable for any improper or incorrect use of
the information described and/or contained in this report herein and assumes no responsibility for
anyone's use of the information.In no event shall HQE Systems,Inc.or its contributors be liable for any
direct,indirect,incidental,special,exemplary,or consequential damages (including,but not limited to:
procurement of substitute goods or services;loss of use,data,or profits;or business interruption)
however caused and on any theory of liability,whether in contract,strict liability,tort (including
negligence or otherwise),or any other theory arising in any way out of the use of this report,even if
advised of the possibility of such damage.This disclaimer of liability applies to any damages or injury,
whether based on alleged incorrect data,negligence,or any other cause of action,including but not
limited to damages or injuries caused by any failure of performance,error,omission,interruption,
deletion,defect,delay in operation or transmission,computer virus,communication line failure,and/or
theft, destruction or unauthorized access to, alteration of, or use of any record.
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
HQE Systems,Inc.is a privately owned and operated Minority-Owned FEMA Certified Service Disabled
Veteran Owned Small Business (SDVOSB).
“It is our goal at HQE to continue to serve our veterans through our ‘Hire Veterans Policy
HQE-2015-2025’.We appreciate all of our current and past customers who have helped us meet our
goals of hiring veterans throughout the years.Your support in HQE is directly impacting the support of
our amazing veterans. Thank you for the opportunity to serve you and your community!”
Thank You from the team of HQE Systems Inc.
Qa s A r i
CEO, Disabled Veteran / Retired
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
Table of Contents
1. Executive Summary 5
2. Background 6
3. The City of Rolling Hills Consideration Factors 7
3.1 General Information 7
3.2 Topographic Information 7
3. Report Development Methodology 8
2.1 Kick-Off Meeting (Clear Project Guidelines)8
2.2 Site Survey (Gathering Information)8
2.3 Sound Propagation Analysis (Data-Driven Planning)8
2.4 Mass Notification Systems Installation Study 9
4. Mass Notifications System Types Overview 10
4.1 Electronic Notification Solutions (ENS) Web & Cellular Alerting 10
4.2 Indoor Notification Solutions 11
4.3 Outdoor Notification Solutions 12
5. Proposed Solution Options 13
5.1 Installation Solution Options 13
5.2 Intelligible Voice & Tone Sound Coverage 16
5.3 Proposed Siren Installation Locations 18
5.4 Proposed Project Milestones & Package 21
5.5 Outdoor Warning Siren Pole Tree Facade (Option)22
5.6 Mobile Alert Expeditionary Unit (Si-MAX) Option 23
6.0 Conclusion of Report 25
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
1. Executive Summary
To the distinguished City of Rolling Hills’s City Council Members,
HQE Systems,Inc.(HQE)is a Minority-Owned,FEMA Certified California Disabled Veteran Business
Enterprise (DVBE)with its global headquarters in Temecula,CA.Since 2014,HQE has been designing,
engineering,installing,and maintaining Mass Notification Systems (Central Control Units,Outdoor
Sirens,Control Cabinets,Radios,Solar Chargers,and Subcomponents of Mass Notification Systems)
solutions for a host of clients worldwide.HQE is a brand agnostic systems integrator that has installed
over 1,000+ Mass Notification Systems for all levels of the Government and Federal Agencies.
HQE was retained by The City of Rolling Hills,California,to investigate the feasibility of installing an
effective Mass Notification System.The system intends to provide Mass Alerting and Warning during
natural and manmade disasters,including wildfires,terrorist events,and severe weather.HQE’s Mass
Notification Systems installation Report would provide the decision-makers with the information needed
to identify the ideal solution for The City of Rolling Hills.
To develop the report,HQE conducted an installation study.The study includes open-source data
research, site survey, and sound propagation analysis.
❖Open Source Data:Researching the latest solution from the key manufacturers.This includes
technical/operational features and rough order of magnitude pricing.
❖Site Survey:Study of the local environment/infrastructure to include the availability of power,
potential installation points,residential buildings,and topography (manmade and natural).In
addition,it analyzes the presence and signal capabilities of cellular,radio,and other
communications channels.
❖Sound Propagation Analysis:Utilizing the information gathered during the site survey and
planning maps,HQE utilizes a proprietary machine-learning algorithm,Sound Propagation
Analysis, to determine the ideal locations for the Mass Notification points.
With all of the information reviewed and analyzed during the report development,HQE’s Mass
Notification Subject Matter Experts have determined the ideal installation solution for The City of Rolling
Hills.The proposed solution was developed with the following priorities (not in order):Alerting
Effectiveness, Initial Budget, Sustainment Budget, Project Timeline, and System Installed Visibility.
Proposed Solution:This solution was developed to provide The City of Rolling Hills with a solution that
provides the best intelligible voice &tone sirens with a modern look.This solution will utilize the SiRcom
sirens with Vector line arrays.These modern intelligible speakers will provide the “best look”for the City
while providing the intelligible voice and tone coverage for emergency alerting.The main concept of the
solution is to install the outdoor warning sirens directly behind or in the vicinity of the gates proposed by
the City.The sirens will be configured in a directional siren setup and installed at the City ’s desired
installation points (entrance gates).The rough order of magnitude pricing for the solution is
$334,748.24. It is estimated 30 days to install the complete system.
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
2. Background
The City of Rolling Hills (City)sought an installation report for Mass Notifications System (MNS).The
requirement specifically desired an effective outdoor solution that could operate in any threat event
environment.
The City of Rolling Hills relies primarily on communication tools that require electricity,cellular signal,or
access to the internet during an emergency.These methods include The City of Rolling Hills Website,
Alert Southbay,and local television/radio networks.Areas of California regularly experience power
outages during adverse,especially windy,weather conditions.The local utility provider utilizes a Public
Safety Power Shut-off (PSPS)program during inclement weather conditions.Because of the PSPS
program,residents of The City of Rolling Hills could possibly be without power during periods of
heightened fire danger,resulting in an increased risk of not receiving important communications,
including evacuation orders,via phone,internet,or radio.Unfortunately,disruption to the electrical
power also has a negative impact on local cellular towers,which have limited generator power to sustain
their operational needs from the planned PSPS or electrical systems failures from the hazard (fire,wind,
etc).Environmental events must be fully understood when planning and designing an MNS,so the
system can clearly and effectively communicate alerts to residents and visitors.The MNS must be
designed to rely on solar power and have enough battery-backup capacity to send critical alerts,when
required, at night, or on days when the sun may be blocked by smoke or clouds.
The infamous 2020 wildfires that overtook Los Angeles and Ventura County's northern regions exposed
the dangers of relying only on web-based or cellular-based emergency alert systems.With over 33
deaths,many Cities and Counties have since implemented a radio-based mass notifications system to
mitigate this unnecessary risk in the future.
The City of Rolling Hills contracted with HQE Systems,Inc.(HQE)to develop a comprehensive and
actionable MNS report to enhance its ability to disseminate emergency alerts,especially in wildfire
situations.Since then,HQE has utilized its expertise in Mass Notifications Systems (MNS)to develop
this report to assist The City of Rolling Hills in the pursuit of saving lives and protecting property.
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3. The City of Rolling Hills Consideration Factors
3.1 General Information
#Description The City of Rolling Hills Data
1 Access To The City of RollingHills Gated Community (Limited Access Roads)
2 Population (2020)1,739
3 Housing Units 702
4 Land Area 2.99 Square Miles
5 Water Area 0.00 Square Miles
6 Geographic Coordinates 33.760016 -118.347164
7 AVG. Annual RainFall 15 Inches
8 AVG. High Wind Speed 7-8.6 MPH (November to May is the high winds season)
9 Fire Season May to October
10 Fire Threat Region Tier 2 (Elevated Fire Threat Identified By:California Public Utilities Company FireThreat Mat V.3 (08.19.21)
11 Last Large Fire ThatImpactedTheCityofRollingHillsOnThePalosVerdesPeninsula
Aug.27,2009,burned 235 acres and was of unknown origin according to theCaliforniaDepartmentofForestryandFirePreventionwebsite.The fire,whichburnedfortwodays,caused minor damage to six Rolling Hills homes and forced1,200 people to evacuate.Additionally,3,000 customers in the area lost electricalpower.
3.2 Topographic Information
HQE has studied The City of Rolling Hills’s general and topographic information.These factors will be
taken into careful consideration when developing the final solution options.
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
3. Report Development Methodology
2.1 Kick-Off Meeting (Clear Project Guidelines)
HQE conducted a project kickoff meeting in October 2020 with The City of Rolling Hills that established
mutual acquaintance,clarified roles,and confirmed the desired outcomes and deliverables.Utilizing its
experience and expertise in MNS,HQE was able to help better understand the constraints of the project
and how HQE could best serve The City of Rolling Hills in achieving its ultimate goal of Saving Lives and
Protecting Property.
2.2 Site Survey (Gathering Information)
HQE conducted multiple detailed site surveys and spent time gathering information to fully understand
the constraints that could impact the system’s operational and technical performances.During the final
site survey in June 2022,HQE reviewed each element of an MNS and documented expectations and
requirements of the system.The City of Rolling Hills provided site information based on the current
desires of The City of Rolling Hills and potential pitfalls to consider when planning for the new MNS.
HQE’s analysis began with the initial City provided project considerations to ensure that HQE’s efforts
would be aligned with The City of Rolling Hills’s desires.While on-site,HQE assessed the power options
and locations.In addition,HQE’s sound engineer assessed the residential and commercial building
layouts to determine the best locations of the new MNS points to maximize sound coverage.
2.3 Sound Propagation Analysis (Data-Driven Planning)
HQE conducted a sound propagation analysis based on the final site survey to ensure the outdoor
emergency alert signal is distributed optimally throughout The City of Rolling Hills.HQE produced sound
propagation maps using site-collected data and HQE’s proprietary outdoor siren planning software to
determine the levels of coverage achieved from potential sites.The coverage models consider varying
geographical topology and environmental factors such as foliage and building density.
The study considered various environmental factors including:
❖Temperature
❖Humidity & Rainfall
❖Vegetation (types and disbursement)
❖Wind speed and direction
❖Man-Made structures (buildings, towers, etc)
❖Topography (elevation changes)
Environmental factors that will be present during inclement weather were significant when modeling
coverage,including understanding the effects of the Santa Ana winds.In addition,much of The City of
Rolling Hills has steep hills and canyons, which pose a challenge for proper coverage.
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The analysis resulted in recommendations for the most efficient outdoor warning alert sound
distribution across The City of Rolling Hills, including:
❖A sound coverage area for each proposed siren site, considering environmental data
❖Identification of any areas of The City of Rolling Hills in which sirens will be ineffective due to
geography or other characteristics
2.4 Mass Notification Systems Installation Study
HQE compiled the data collected into this report, which provides a baseline assessment and includes the
following:
❖Solution options available on the market
❖Costs to include initial and long term sustainment
❖Recommended ideal installation options
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Mass Notifications Systems Installation Report V3
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4. Mass Notifications System Types Overview
4.1 Electronic Notification Solutions (ENS) Web & Cellular Alerting
❖Solution Types:Electronic Notification Systems (ENS)have gained popularity due to
technological advancement.ENS utilizes the local cellular networks to disseminate emergency
alert notifications.These notifications can be accessed from the recipient ’s mobile devices and
computers.
➢Hosted Cloud-Based Solution (SaaS):Requires no hardware to deploy the solution.
➢On-Premise Server Solution:Requires a local server to be installed.
❖Alerting Methods:The City of Rolling Hills Utilizes the local cellular towers to transmit the
following alerts.
➢Voice Calls:A custom live,or pre-recorded voice message can be transmitted to all
telephone numbers in the database for the City.
➢SMS Text:A custom drafted or pre-drafted template message can be transmitted as a
text to the number in the database for the City.The recipient can also send back an
acknowledgment or a specific prompt response to the City.
❖Strengths & Vulnerabilities:
➢Strengths:Fast deployment.Easy to utilize.Requires limited or no hardware
installation.
➢Weakness:Completely reliant on the local cellular network.During PSPS or disaster
failures,ENS solutions will not work.If the recipients have their phones on silent or off,
they will not be alerted by the notification.
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4.2 Indoor Notification Solutions
❖Solution Types:Indoor Notification Systems are utilized to provide coverage visually and audibly
to ensure that the alerts are received inside buildings.These notifications consist of workstation
desktop alerts,overhead paging /intercom alerts,mounted digital displays,and any networked
signs and TVs.
➢Indoor audio alerting:Integrates with in-building paging or intercom systems,
telephones,and other networked audio devices.This ensures full compliance with
Americans with Disabilities Act requirements.
➢Indoor visual alerting:Integrates with workstations,digital signs,and other networked
displays (TVs,wall-mounted tablets).This ensures full compliance with Americans with
Disabilities Act requirements.
➢Life Safety Systems Integration:Integrates with local fire alarms,earthquake sensors,
and electronic security systems to ensure that the legacy alarms are reinforced with
intelligible audio and visual alerts (ADA compliance).
❖Strengths & Vulnerabilities:
➢Strengths:Unifies indoor spaces with outdoor warning alerts.This ensures that all
alerts are instantly received by all residents and the City ’s staff.
➢Weakness:Requires indoor wiring and cabling (unless self-powered and wireless
solutions are implemented)
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
4.3 Outdoor Notification Solutions
❖Solution Types:Outdoor Warning Sirens (OWS)are the industry standard and the accepted
capability by Federal Emergency Management Agency (FEMA).OWS allows immediate alerting
across a large area by utilizing all-weather outdoor warning sirens.
➢Intelligible Audio Alerts: Intelligible sirens can be heard from miles away.
➢Wireless &Self-Powered:Siren control cabinet systems configured to operate on
wired/wireless communication infrastructure and self-powered/self-charging systems.
➢Central Control System:Mass Notifications System management software to quickly and
easily create, transmit, and manage all alerts.
❖Alerting Methods:The City of Rolling Hills Utilizes various communications media to transmit
the following alerts.
➢Live Custom or Pre-Recorded Voice Alerts:A custom live,or pre-recorded voice message
can be transmitted to all or selected siren points.
➢Tone Alerts: Transmit pre-established tone alerts.
❖Strengths & Vulnerabilities:
➢Strengths:Self-powered and can communicate on networks not affected by PSPS or
other power outages.
➢Weakness: Has the highest cost to cover the desired area.
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
5. Proposed Solution Options
5.1 Installation Solution Options
HQE has developed the below solution for The City of Rolling Hills’s considerations.
❖Installation Pole Solution:The directional outdoor warning siren Installation utilizes the
standard 50’poles mounted with the intelligible horns positioned in a directional configuration
transmission position.The 50’pole allows the sound to be projected from a higher elevation.
This allows for a greater coverage area which reduces overall equipment requirements.
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
The above figures depict the intelligible voice and tone sound activation.The proposed solution has the
highest intelligible voice and tone alerting on the market today.This ensures that the alerts activated will
be understood from great distances.
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
The highly intelligible voice and tone of sirens are key to providing the residents of the City with the
proper coverage needed during an emergency.The following siren system has the most ideal intelligible
voice and tone capabilities.In addition,the proposed control software and hardware have many
advantages that provide the City with many features not found on other systems in the market today.
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
5.2 Intelligible Voice & Tone Sound Coverage
The solution takes into consideration that the community desires to have a reliable intelligible voice and
tone outdoor warning system.This option utilizes three (3)SiRcom Vector speaker directional mounted
on standard 50’ poles to provide the required emergency alert notification coverage.
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.59
Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
5.3 Proposed Siren Installation Locations
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.62
Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.63
Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
5.4 Proposed Project Milestones & Package
Equipment Required
❖(1) SiRcom Central Control Unit (siren activation system)
➢Includes
■(1) SiRcom SMART Alert Software (SiSA) - Annual Subscription
●Perpetual License
●Text-To-Speech Module
●Auto-Foreign Language Translation Module
●Electronic Alerting Module
◆Voice Calls
◆SMS Text
◆Emails
◆Social Media Posts
◆FEMA IPAWS
■FEMA approved and certified software
■SiRcom Central Controller Server (dell workstation)
■LCD Monitor
■Keyboard, Mouse, Mouse Pad
❖(3) SiRcom Outdoor Warning Sirens With Vector Line Arrays
➢QTY 3: 139dB Intelligible Outdoor Warning Sirens
➢Mounted on 50’ poles
➢Tree Facade (Option)
❖(3) SiRcom Control Cabinets
➢Each Control Cabinet Includes
■Secure Communications:
●VHF Radio
●Cellular Communications, SIM Service Perpetual
■Power:
●Primary: AC Power
●30 Days Power Backup:220W Solar Power Module,10 Year 12VDC
Sealed Battery
■Local Activation Module at each siren location
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
5.5 Outdoor Warning Siren Pole Tree Facade (Option)
The following are HQE’s proposed life-like tree facades can be offered as an option.The facades require
little maintenance and will be installed by HQE.
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
5.6 Mobile Alert Expeditionary Unit (Si-MAX) Option
The SiRcom Mobile Alert Expeditionary Unit (Si-MAX)and the Mobile Alert Expeditionary Unit Lite
(Si-MAX Lite) are two-way emergency mass notification devices.
Si-MAX Unit operates on the SiRcom SMART Alert Software (SiSA).All of the features found on the
standard SiSA Emergency Alert Menu will be available on the Si-MAX display.This ensures that any
authorized user can access,draft,and transmit emergency notifications while on the move.Si-MAX will
communicate the alert message via any WiFi,Cellular,or VHF communications network (annual service
cost not included in the proposal pricing).
Key Features of the SiRcom Mobile Alert Expeditionary Unit (Si-MAX)
❖Control Features
Alert All Outdoor Sirens 10” Digital Color Display Touch Screen
Easy To See In Daylight Digital Keyboard Secure Log-In
Encrypted Software Integrated Speaker GPS Tracking
Continuous SOS Signal Camera & Mic
❖Power
110VAC (House Power)12VDC (Car Outlet)Internal 20 Hour Battery
Solar Battery Panel (Option)
❖Communications
WiFI (Local Internet)Cellular (4G/5G)Radio (VHF/UHF)
NFC Bluetooth RFID
❖Commercial Info
MSRP $2995 / EA 1 YR Warranty Free Updates
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
Si-MAX Lite is a two-way emergency communications device that each residential home can possess.
The Si-MAX Lite can be plugged into the resident's home power while not in use.Once an emergency
alert notification is transmitted by the local emergency managers and received by the Si-MAX Lite Unit,
the resident can take the Si-MAX Lite Unit with them to maintain real-time situational awareness as the
emergency event progresses.This device also allows each resident to transmit a GPS signal that can be
tracked by The City of Rolling Hills’s emergency managers during the emergency.This feature can assist
The City of Rolling Hills’s emergency response team in getting to the resident quickly to provide
assistance or to ensure they are on the safest path out of the danger area.(Not included in the proposal
pricing)
Key Features of the SiRcom Mobile Alert Expeditionary Unit (Si-MAX)
❖Control Features
3.5” Digital Color Display Rugged Screen Easy To See In Daylight
Easy Navigation Button All Environments Encrypted Software
Integrated Speaker GPS Tracking Continuous SOS Signal
❖Power
110VAC (House Power)12VDC (Car Outlet)Internal 7 Hour Battery
Solar Battery Panel (Option)
❖Communications
WiFI (Local Internet)Cellular (4G/5G)Radio (VHF/UHF)
NFC Bluetooth RFID
❖Commercial Info
MSRP $495 / EA 1 YR Warranty Free Updates
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.67
Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
6.0 Conclusion of Report
HQE is pleased to conclude this report for The City of Rolling Hills.However,The City of Rolling Hills
faces several challenges that were identified by HQE;the solutions being proposed are to mitigate all of
the challenges.The report proposes the ideal unique outdoor warning systems installation solution for
the City.The solution was designed and proposed after careful analysis of the strengths and weaknesses
of the current options in the market today.The SiRcom Mass Notifications System allows The City of
Rolling Hills to meet the initial mass alerting requirements and to scale later with any indoor alerting and
security systems integrations that the City may require.This proposed solution is genuinely a capability
that will allow The City of Rolling Hills to install a solution that will not be outdated due to the modern
unified mass notifications system design.
The proposed Mass Notifications System is the world’s most comprehensive solution,with multiple
redundant alerting channels pre-built into the system.The SiRcom SMART Alert System enables The City
of Rolling Hills to provide the desired emergency response alerting if the power or cellular
communications have failed.It is a Fully Certified Federal Emergency Management Agency (FEMA)
System.The Unified Mass Notifications System solution ensures that The City of Rolling Hills can
maximize the resources available in the mission to Save Lives and Protect Property.The unified solution
doesn’t rely on a single network but on a family of networks to ensure that when the Emergency System
is required to perform its purpose, even in the event of power outages, the system WILL WORK!
The proposed solution will provide The City of Rolling Hills with the solution to mitigate the risks faced by
the City and Counties of California in the infamous 2020 wildfires.In addition to the actual installation
options for the outdoor warning system,HQE would suggest a community outreach program that would
allow the residents of the community to talk directly with Mass Notification Systems experts.This will
allow The City of Rolling Hills to help the residents better understand why the solution is so important for
the life safety program of The City of Rolling Hills.
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
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Mass Notifications Systems Installation Report V3
The City of Rolling Hills, CA
Thank You For Your Continued Support of HQE Systems, Inc.
A Minority Owned, FEMA Certified Service Disabled Veteran Owned Small Business
End of Mass Notifications System Installation Report
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HQE SYSTEMS, INC.|A Service-Disabled Veteran Owned Small Business (SDVOSB)
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.69
General Information On Sound
City of Rolling Hills
70
Sound transmission is affected by a number of factors. These include weather conditions (humidity, altitude, wind, rain, etc.), environmental noise
(traffic, advertising, people talking, bioacoustics noise from animals and birds etc.), terrain conditions (mountains, hills, tall buildings etc.), and
mechanical noise (heavy machinery, industrial noise, trucks, aircrafts, etc.). Moreover, sound transmission also depends on background noise and
the materials used, absorbing or reflecting sound. As a result, all these factors need to be considered in the design of early-warning,
mass-notification, and voice- evacuation systems.
50’ AGL
Safe Intelligible Voice & Tone Sounds
2,000 m
70 dB(C)
71
50’ AGL
1,000 m
Safe Intelligible Voice & Tone Sounds
91 dB(C)
MAX
SOUND
Acoustics At The Gate: 90 dB(C) is what is what is activated at the speakers. The speakers will be
mounted 50’ AGL. The perceived dB(C) by a gate guard inside the guard shack will be less than ~85
dB(C). The acoustics level will be within NIOSH & OSHA safety exposure limits for loud sound
exposure. NIOSH & OSHA safe guidelines allow a person to be safely exposed to 90 dB(C) for 4 hours
continuous in a 24 hour period. The FEMA standard requires the activated sound to be a minimum of
70 dB(C). Currently, similar speaker systems are installed at City crosswalks, in front of military base
guard shacks, near barracks, and other highly populated residential sites.
Guard Shack
200 m100 m10 m
80 dB(C)
Size
Reference
90 dB(C)
0 m
91 dB(C)95 dB(C)94 dB(C)
30 m 2,000 m
70 dB(C)
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Note: The above depicts the “perceived” sound of the decibel rate. Outdoor warning sirens are manufactured to be ALERT devices that transmit loud
attention getting intelligible voice alert messages. Outdoor warning sirens are Life Safety Devices. Life Safety Devices are designed to enable the City to
save lives during an emergency.
Outdoor Warning Sirens
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Outdoor Warning Sirens Installed Next To Residential Housing (Deemed Safe By The Gov’t)
74
Outdoor Warning Sirens Installed Next To Security Guard Shack Sites (Deemed Safe By The Gov’t)
75
The City will have the 70 dB(c) intelligible voice and tone alerts coverage (red). To ensure that the sound can travel through the hills of the City, HQE will
utilizes the SiRcom LS-120 Outdoor Acoustics Speakers. This will ensure that proper coverage without overpowering at any single activation point. 76
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Ref: HQE-RH-003
TO:The City of Rolling Hills
2 Portuguese Bend Road
Rolling Hills, CA 90274
(310)-377-1521
OUTDOOR WARNING SIREN LOCATIONS - STREET LEVEL
Members of the City Council & The City Manager,
It is with great pleasure that HQE Systems, Inc. continues to serve and assist the City of Rolling Hills and
its residents. As a FEMA certified California Disabled Veteran Business Entity (DVBE) and a
Minority-Owned Service-Disabled Veteran-Owned Small Business (SDVOSB), HQE prides itself for always
going the extra mile for its client partners.
HQE’s senior outdoor warning sirens subject matter expert conducted an on-site verification of the
proposed locations of the outdoor warning sirens. Based on the sound propagation analysis and the
on-site survey, HQE has consolidated the proposed installation points on the document attached. Please
note that these locations are only suggestions and the final locations can be changed by the City to meet
its desired end configuration. HQE will be able to adjust the sound propagation plan prior to conducting
any final installation. This will ensure that the City has the outdoor sirens located at the desired locations
while ensuring the coverage is adequate.
All pole types can be camouflaged to match the environment.
If you have any questions or concerns, please feel free to contact me. You can reach me at 1(800)
967-3036 X203 or Henry.Hernandez@HQESystems.com
Sincerely,
HENRY HERNANDEZ
Chief Operating Officer - HQE Systems, Inc.
FEMA Certified
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
1
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Attachment: Proposed Outdoor Warning Siren Installation Points.
Option A:30 Feet Poles (QTY 9 Outdoor Warning Siren Poles)
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
2
79
Pole
#
Grid
Coordinate
Street Level Location
1 33.7728,
-118.3473
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
3
80
2 33.7679,
-118.3511
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
4
81
3 33.7692,
-118.3400
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
5
82
4 33.7635,
-118.3592
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
6
83
5 33.7580,
-118.3522
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
7
84
6 33.7608,
-118.3429
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
8
85
7 33.7544,
-118.3368
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
9
86
8 33.7466,
-118.3522
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
10
87
9 33.7471
-118.3411
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
11
88
Option B:50 Feet Poles (QTY 3 Outdoor Warning Siren Poles)
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
12
89
Pole #Grid
Coordinate
Street Level Location
1 33.768614,
-118.347668
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
13
90
2 33.7581, -118.3493
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
14
91
3 33.7497, -118.3422
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
15
92
End of Document
“It is our goal at HQE to continue to serve our veterans through our ‘Hire Veterans Policy
HQE-2015-2025’.We appreciate all of our current and past customers who have helped us meet our
goals of hiring veterans throughout the years.Your support in HQE is directly impacting the support of
our amazing veterans.Thank you for your consideration and support of Minority Business Enterprise
(MBE),Disadvantaged Business Enterprise (DBE),and Service Disabled Veteran Owned Small Business
(SDVOSB)!.”
Thank You from the team of HQE Systems Inc.
Qa s A r i Hen r de
CEO, Disabled Veteran / Retired COO, Disabled Veteran
HQE Systems, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB)
www.HQESystems.com
16
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PROCESS TO ACTIVATE THE OUTDOOR SIREN SYSTEM Threat/Hazard Electrical Power Available? NO Notification from First Responders of Evacuation Orders ACTIVATE SIREN SYSTEM Notification from First Responders of Evacuation Orders Activate Alert SouthBay “Shelter in Place” “Evacuation Warning” “Mandatory Evacuation” “Shelter in Place” “Evacuation Warning” “Mandatory Evacuation” 94
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Agenda Item No.: 12.A
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:ELAINE JENG, CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:RECEIVE A REPORT FROM RESIDENT ON 3 MIDDLERIDGE LANE
NORTH AND DIRECT STAFF TO ASSESS THE CONDITION OF THE
STORM DRAIN SYSTEM THAT RUNS FROM MIDDLERIDGE LANE
SOUTH TO MIDDLERIDGE LANE NORTH
DATE:October 10, 2022
BACKGROUND:
The December 2021 rain storms caused three sinkholes on Middleridge Lane, North and
South. Working with the Los Angeles County Department of Public Works to address the
sinkholes, the department found a 1972 signed agreement between the Los Angeles County
Flood Control District and Rolling Hills noting that the City is responsible for the maintenance
of a storm drain line along Middleridge Lane North and South. The sinkholes, located
adjacent to the roadway on Middleridge Lane South were caused by breaks in the subject
storm drain line as with the sinkhole on 1 Middleridge Lane North. The City made emergency
repairs on three areas of the storm drain system between February and April 2022.
DISCUSSION:
Late afternoon Wednesday, September 21, 2022, resident Hamik Mukelyan of 3 Middleridge
Lane North visited City Hall and reported sinkholes on the eastern side of his property. Mr.
Mukelyan's property is located next to 1 Middleridge Lane North, and during the emergency
repairs in March 2022, Mr. Mukelyan connected with city staff and the property owner at 1
Middleridge Lane North about the work as it related to noise and duration of the work. In
response to Mr. Mukelyan's report in September 2022, staff requested that Mr. Mukelyan
provide photos of the reported sinkholes on his property. They are attached to this report. On
Thursday morning, September 22, 2022, staff proactively submitted a Storm Drain Condition
Assessment request with Los Angeles County Department of Public Works' City Service
Request Tracking System. The request is currently under review.
To act on the report timely, staff asked for the assistance of a retired Public Works Inspector to
visit Mr. Mukelyan's property. The site visit was held on Monday, September 26 following Mr.
Mukelyan's Thursday report. At the site visit, the segment of the subject drainage pipe at 3
Middleridge Lane North was observed to be on a steep slope, at the edge of the property line
96
between 1 and 3 Middleridge Lane North. Per Mr. Mukelyan the area was overgrown with
vegetation, and not utilized. Mr. Mukelyan also noted that he recently had his gardener
remove vegetation along the alignment of the drainage pipe and discovered two sinkholes.
Staff's site observation from site visit was that the two areas noted as sinkholes by Mr.
Mukelyan were likely caused by the the subject drainage line given the age and condition of
the pipe from the emergency repairs earlier this year.
Staff reviewed the Los Angeles County engineering plans to the drainage line at 3 Middleridge
Lane North and noted that the segment of the pipe on the property drops significantly,
elevation wise, from the segment on the neighbor ’s property at 1 Middleridge Lane North. Staff
also spoke with the EC Construction, the contractor that repaired the upstream segments of
the pipe (1 Middleridge Lane North, and roadside adjacent at 1 Middleridge Lane South.) EC
Construction recalled that the pipe segment replaced at 1 Middleridge Lane North was nearly
ten feet deep from the walking surface and that their crew reconnected the new pipe to the
existing pipe approximately a foot west of the three rail fence separating 3 Middleridge Lane
North and 1 Middleridge Lane North. EC Construction noted that at the point of connection,
the segment of the pipe on 3 Middleridge Lane North was intact for a secure connection.
FISCAL IMPACT:
Staff estimates that a condition assessment by an engineering professional could cost
between $10,000 to $40,000.
RECOMMENDATION:
Staff recommends that the City Council allocate budget, and direct staff to solicit engineering
professionals to assess the condition of the entire drainage system, including the segment of
storm drain pipe on 3 Middleridge Lane North and provide recommendations to the City for
proper maintenance and repairs as deemed appropriate.
ATTACHMENTS:
PW_DRA_220107_AsBuilts_MiddleridgeLane_6650 U1-B.pdf
PW_DRA_220107_FloodDistrictAGR_MiddleridgeLane_6650U1-B_Contract18374.pdf
PW_DRA_220923_3MiddleridgeLnN_SitePlan.pdf
PW_DRA_220923_3MiddleridgeLnN_Pics.pdf
PW_DRA_220923_1MiddleridgeLnN_Pics.pdf
97
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—.vOperationandMaintenanceVLOSANGELESCOLTYFLOOI)CONTROLDISTRICTP0BO,248TERMINALAI\.NEXLOSANGEL.S.CALIF0RNI590051AESTCHIEFDEPUTYENGINEERSA.E.BRUINGTONTLpHoi223.2111HOWARDH.HAILECHIEFENGINEEROMERD.HALLCHESTERMAGNESSCHIEFDEPUTYENGFELRApril3,1972JAMESR.POLLEYFILENO.ContractNo.l374,Suppl.1ProjectNo.6650RollingHillsSupplementalAgreementFourthDistrictHonorableBoardofSupervisorsLosAngelesCountyFloIdControlDistrict33HallofAdministration500WestTempleStreetLosAngeles,CA90012Genlernen:PECO14ENDATIONS:1.ApprovetheenclosedSupplementalAgreementbetweentheCityofRollingHillsandthisDistrict.2.ThstructtheChairmantosign.ThisSupplemsntalAgreementdefinestheactivitiesmeantbythterms“OperationandMaintenance”asreferredtointheoriginalAgreementapprovedbyyourHonorableBoardonAugust10,1971,Synopsis51,andestablishesDistrict’sandCity’sresponsibilitiesforanydamageorliabilityresultingfromtheoperationandmaintenanceofProjectNo.6650.-_——P(\22E0ALC.c!ANErPEEr.L0ANCELEr101
HonorableBoardofSupervisorsPage2April3,1972TheenclosedSupplementalAgreementhasbeenreviewedfromalegalstandpointandepprovedbyCountyCounsel.TheoriginalandthreecopiesofthisSupplementalAgreementareenclosedendhavebeensignedfortheCityofRollingHills.PleasehavetheChairmansigntheoriginalandonecopy,retainingtheoriginalforyourfilesandoneconformedcopyfortheAuditor-Controller.Pleaseforwardonefullysignedcopyandone-conforinedcopytothisoffice.Oneapprovedcopyofthisletterisrequested.•Yoursverytruly,A.E.Bruington,ChiefEngineerJDC:caEnc.L.•cc:Board16(1eachforSupervisors,Schabarum,Hahn,Debs,Chace,•Dorn,Mr.WillandMr.Maharg),Mr.Maisbury,Mr.Ransom,Mr.Polley,Construction,Dsign,ManagementSystems,•V•OperationandMaintenance/ProjectPlanning(UDP),Mrs.Robson,V••c-andMrs.Benjamine102
i“SUPPLEiEN1JILIkO(EENTTHISSUPPLENSNTALAGJiEENENT,BYJd’DHETWEEU-3L03ANGELESCOUNTYFLOODCONTROLDISTRICT,abodycorporateandpolitic,hereinafter4referredtoas“DISTRICT;5AND6CITYOFROLLTNGHILLS,amunicipalcorporationintheStateofCalifornia,hereinafter7referredtoas“CITY”;8WITRESSETH:9WHEREAS,District,inpursuanceoftheReportofA.E.Bruington,toChiefEngineerofDistrict,entitled“ReportontheControlofSurfaceWaterjbyStormDrainsandDrainageChannels,1970Program”,proposestoconstructa12stormdrainidentifiedasProjectNo.6650RoilingHills,hereinafterreferred13toas“stormdxain”;and14WHEREAS,CityhasdesignedstormdraininconformancewithCity’siscriteriaandstandardswhichdifferfromDistrict’scriteriaandstandards;andztz-..--.-16:JHEREAS,stormdrainasaesignea&.Userveitstributary-oramage0t17areatotheextentintendedbytheBondIssueReport;and[18WHEREAS,thepartiesheretohavepreviouslyenteredintoanAgreement19datedAugust10,1971,DistrictAgreementNo.1d374,hereinafterreferredtoas20“engineeringAgreement”,-whichprovides,amongotherthings,forCitytoassume21responsibilityforoperationandmaintenanceofstormdrainuponcomple’tionof22constructionandacceptancethereofbyDistrict;and23WHEREAS,itisinthebestinterestofDistrictandCitytosupplement24engineeringAgreementtodefinetheactivitiesw.eantbytheterms“operation25andmaintenance”asreferredtointheengineeringAgreementandtosetforth26District’sandCity’sresponsibilitiesforanydamageorliabilityarisingout27oftheoperationandmaintenanceofstormdrain.28NOW,TREREFORE,inconsiderationofthepremisesandmutualcovenants29hersincontained,thepartiesheretoagreeasfollows:30SECTIONI.-31RiOTAERS:-321.Districtwillprepareepecifications,advertise,andadminister103
76fl1,flCdb2.o1thecontractforconstructionofstormdraininaccordwithplanspreparedby2City.-32.Districtwillpayfrombondfundsallcostsforconstruction,4engineering,inspection,administration,andoverheadsattributedtoconstruction5ofstormdrain.6SECTIONII7CIflAGREFS:8UponcompletionandacceptanceofconstructionofstormdrainbygDistrict,Cityshallassumeresponsibilityfaroperationandmaintenanceof10stormdrainandallappurtenancestheretoatnocosttoDistricLSaidiioperationandmaintenanceshallinclude,inadditiontotheroutineoperationandmaintenanceofthestormdrainsystem,majorandminorrepairs,replacements,13reconstruction,modificationsorimprovements,anywokthatmusbeperformed14onanemergenoybasis,andalsoregularinspections,removaloftrashanddebris,ZZoEo15plusallotheroperationandmainteninceasmaybenecessaryfortheefficient16functionigofstormcirain.U“17SECTIONIll18ITISM(JTUAILYUNDERSTOODANDAGREED:1.NeitherCitynoranyofficeroremployeethereofshallbe20responsibleforanydamageorliabilityoccurringbyreasonofanythingdoneor21omittedtobedonebyDistrictunderorinconnectionwithanywork,authority,22orjurisdictiondelegatedtoDistrictunderthisSupplementalAgrement.Itis23alsounderstoodandagreedthat,pursuanttoGovernmentCode,Sectionp95.4,24DistrictshallfullyindemnifyaridholdCity-harmlessfromanyliabilityimposed25fo±injury(asdefinedbyGovernmentCode,SectionlO.8)occurringbyreasonof26anythingdoneoromittedtobedonebyDistrictunderorinconnectionwithany27work,authority,orjurisdictiondelegatedtoDistrictunderthisSupplemental28A’eement.29-2.NeitherDistrictnoranyofficeroremployeethereofisresponsible30foranydamageorliabilityoccurringbyreasonofanythingdoneoromittedto31bedonebyCityunderorinconnectionwith‘amywork,authority,orjurisdiction32notdelegatedtoDistrictunderthisSupplementalAgreement.Itisalso104
2345678910111213Nz0o2oU-c1516‘7xw18,19x020212223242526272829303132understoodandagreedthat,pursuant.toGovernmentCode,Section895.4,Cityshallfu].iyinderanifyandholdDistrictharmlessfromanyliabilityinposedforinjury(asdefinedbyGovernmentCode,Section810.8)occurringbyreasonofanythingdoneoromittedtobedonebyCityunderorincornectionwithayauthority,orjurisdictionnotdelegatedtoDistrictuierthisSupplementalAgreement.INWITNESSWhEREOF,thepartiesheretohavecausedthisSupplementalAgreementtobeexecutedbyandthroughtheirrespectivedulyauthorizedofficersonthis27dayofMarc1972,byCity,andonthis____________________dayof_______________,197,byDistrict.103ANGELESCOUNTYFLOODCONTROLDISTRICTBy-ATTEST:JamesS.MizeExecutiveOfficer—ClerkoftheBoardofSupervisorsChairman,BoardofSupervisorsCITYOFDeputyAPOVEDASTOFORM:JohnD.MahargCountyCounsel7/DePutYZATTEST:-City,,LerkMiD:mdl2/25/72—105
3 Middleridge Lane North
Site Plan
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3 Middleridge Lane North
Photos supplied by resident
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1 Middleridge Lane North
Photos supplied by resident
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Agenda Item No.: 12.B
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:ALAN PALERMO, PROJECT MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:CONSIDER A PROFESSIONAL SERVICES AGREEMENT WITH S&K
CONSULTING SERVICES TO EVALUATE EXISTING CITY HALL
HEATING, VENTILATION AND AIR CONDITIONING (HVAC) AND
PROVIDE AN ENGINEERING DESIGN TO CONSTRUCT A WORKING
SYSTEM FOR A NOT-TO-EXCEED FEE OF $25,100
DATE:October 10, 2022
BACKGROUND:
The existing City Hall Heating, Ventilation and Air Conditioning (HVAC) system is several
decades old and currently not operating adequately to provide the necessary cooling and
heating at City Hall. In July 2022, staff noticed that the thermostat was not responsive and
called three HVAC contractors to troubleshoot. Two of the three contractors responded to the
call and similarly opined that the condenser of the system needs replacement. Additionally,
due to the age of the condenser and the need to have a functioning system, the contractors
recommended that the furnace be replaced as well. Furthermore, one contractor inspected the
duct work conveying the cool air and heat throughout the building and found that one major
section of the duct was disconnected. Another set of duct work showed a segment that was
crushed, effectively pinching the pipe and restricting airflow. The proposals received for
replacement parts and duct work repair ranged from $30,000 to $50,000.
City staff has operated City Hall without proper ventilation since late July. With the recent heat
wave, employees were instructed to alter their attire and hydrate often in response to the high
temperatures.
After numerous discussions with the HVAC contractors on the quoted prices of replacement
parts, staff provided the information to the City Hall ADA Improvement project
architectural/engineering team for feedback. The team opined that the suggested replacement
parts should be designed to ensure functionality as a complete system. Considering this
feedback, staff prepared a Request for Proposal (RFP) to solicit qualified companies with
experience in preparing construction documents and specifications for improvements to public
facilities for HVAC systems. Currently the furnace and AC condenser are located in the
Mechanical Room. Per the opinions of the HVAC contractors and the architectural/engineering
109
team, some of the equipment should be relocated outside of the mechanical room to properly
draw air for the system.
Staff subsequently wrote a Request for Proposal (RFP) with a short turnaround. The selected
proposer shall prepare a set of construction documents including all equipment specifications,
quantities, locations and project diagrams necessary to solicit construction bids from qualified
HVAC contractors for installation of a turnkey system. All proposals were due by 3 pm on
September 26, 2022. The City extended the due date to 12 pm on October 4, 2022 due to
responses for questions not being posted on the City website. The City received 6 proposals
which were evaluated by staff along with Project Manager Alan Palermo.
DISCUSSION:
The proposals received were evaluated in 4 categories with the weighting for each category in
parenthesis as follows:
Expertise, Experience & Training Plus Prior Contracting History (15%)
Project Approach / Meet Schedule (50%)
Cost (20%)
Compliance with RFP (15%)
The largest weightings were given to Project Approach/Schedule and Cost. Because the
current City Hall HVAC system is not currently performing adequately, the RFP emphasized
the schedule and required firms to clearly address how they would meet this schedule in their
project approach. Similarly, since this work is not currently budgeted, the fee to prepare the
construction documents and required services (Cost) received a higher weighting in evaluation
of the proposals received.
Each firm submitting a proposal demonstrated experience in providing services for similar
projects. Additionally, all firms generally complied with the RFP and requirements stated. The
Project Approach / Meet Schedule category is where significant differences in the proposals
became apparent. Some proposals merely submitted their standard boiler plate project
approaches while firms that carefully processed the RFP better understood the key elements
of this project and communicated that information in their proposal. S&K Consulting Service's
Project Approach captured the essential project elements and included a realistic schedule
that meets the City's/project's needs.
Each proposer was required to submit a fee proposal with their proposal. The fees ranged
from $13,450 to $75,639. S&K Consulting Service's fee proposal was the second lowest fee
proposal received, in the amount of $25,100.
The average score (average of the 3 evaluators) each firm received on their comprehensive
proposals submitted is (highest to lowest):
1. S&K Consulting Services - 89.92
2. Coffman Engineers - 83.50
3. AEPC Group - 83.08
4. IMEG - 82.08
5. PBS Engineers - 80.58
6. IDS Group - 79.08
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Therefore, based on evaluation of the proposals received, staff is recommending S&K
Consulting Services be considered for a Professional Services Agreement.
FISCAL IMPACT:
The failure of the City Hall's HVAC system was unanticipated and therefore not budgeted in
Fiscal Year 2022-2023. This project requires an allocation from General Fund reserves.
Reserve balances are well above the amount required by the revised reserve policy, and the
use of reserves for this type of unexpected capital cost is in line with the City's budget policies.
RECOMMENDATION:
Receive and file. Direct staff to prepare a Professional Services Agreement with S&K
Consulting Services for a not-to-exceed amount of $25,100.00
ATTACHMENTS:
PW_CHC_220902_CHC_HVAC_RFP_F.pdf
PW_CHC_221005_CHC_HVAC_FeeSummary_Evaluation.pdf
PW_CHC_221005_CHC_HVAC_ProjectEvaluation_Summary.pdf
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Page 1 of 4
INCORPORATED JANUARY 24, 1957
NO. 2 PORTUGUESE BEND
ROAD ROLLING HILLS, CA
90274
(310) 377-1521
FAX (310) 377-7288
REQUEST FOR PROPOSALS
ENGINEERING/DESIGN OF HVAC
FOR ROLLING HILLS CITY HALL
PROPOSALS DUE 3 PM, SEPTEMBER 26, 2022
SECTION 1 - BACKGROUND
Proposals are being solicited from qualified engineers, trade professionals with the expertise needed to design a
high efficiency Heating, Ventilation and Air Conditioning (HVAC) system for the approximately 3,420 square foot
Rolling Hills City Hall building located at 2 Portuguese Bend Road, Rolling Hills, CA 90274. Upon design and
equipment specification completion, Rolling Hills will solicit construction bids from qualified contractors for the
removal of the old system and installation of the new system specified by this design.
The existing system is several decades old (exact date when installed is unknown) and not operating to required
standards. Additionally, improvements to City Hall are currently in preliminary design (building expansion of
approximately 260 square feet, revised layout) with construction of improvements not expected to begin until
2024. The new HVAC system designed under this project shall meet the current needs and be expandable/sized to
meet the HVAC needs of the renovated City Hall facility.
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Page 2 of 4
SECTION 2 - SCOPE OF SERVICES
The City of Rolling Hills is requesting proposals from qualified companies that have mechanical, electrical and
plumbing design expertise for public facilities. The existing building layout and proposed future building layout
(Schematic Design Set) can be found in Attachment 1. Currently the furnace and AC Condenser are located in the
Mechanical Room (See existing building layout in Attachment 1). The City would consider/prefer relocating the
mechanical equipment outside the building in the approach for meeting project requirements.
The selected proposer shall prepare a set of construction document including all equipment specification,
quantities, locations and project diagrams needed to solicit construction bids from qualified HVAC contractors to
install a turnkey system.
Task 1 Design
Project deliverables for this task:
• Evaluate existing facility.
• Prepare and submit 100% construction documents within 30 working days from the Notice to Proceed.
• Conduct one review meeting with the City Hall ADA Improvements project team.
• Incorporate city’s review comments.
• Submit design plans to Los Angeles County Building Division for permitting.
• Achieve all other necessary permits for project.
• Conduct two design review meetings with City
Task 2 Bid Support
Project deliverables for this task:
• Prepare Bid Package.
• Respond to Request for Information (RFIs) during the bid phase.
• Review bids and assist the City preparing agenda report for contract award.
Task 3 Construction Support
Project deliverables for this task:
• Provide general construction support services during construction.
• Attend three progress meetings with staff and or contractor.
• Respond to contractor Request for Information (RFI).
• Review contractor’s request for contract change orders and advise the city on follow up action.
• Review contractor’s invoice and advise the city on payment.
• Prepare as-built plans.
• Prepare project close out documents for city records.
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Page 3 of 4
SECTION 3 - PROPOSAL REQUIREMENTS
Understanding of the Scope of Work: Consultant shall provide a narrative to the approach to complete the Scope
of Work efficiently and economically.
Organization, Credentials and Experience: Provide a summary of the Consultant’s qualifications, credentials, and
related past experience. Describe the consulting firm, including the personnel who will be assigned to the contract.
Provide a list of three of the Consultant’s projects within the last five years of similar scope and content.
Fees: Under separate cover, provide a rate proposal for the scope of work. The cost proposal shall be identified
for each task. The proposed cost budget shall present the labor rates and proposed labor hours of proposed staff
for each work task described in the consultant’s proposal, as well as other direct costs.
Additional Information: Consultants are to review the sample Professional Services Agreement and provide
comments and or questions as a part of the Consultant’s proposal. See Section 6 of this RFP.
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Page 4 of 4
SECTION 4 - PROPOSAL PROCEDURE
All proposals are due no later than 3 pm on September 26, 2022. The City reserves the right to extend the
deadline. The City will respond to request for clarification in written RFP addendum(s) as needed. All inquiries shall
be directed to Project Manager Alan Palermo at alanmpal@gmail.com by 5 pm on September 21, 2022.
Please submit the proposal via email to:
Elaine Jeng, P.E.
City Manager
ejeng@cityofrh.net
Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal
unless clearly and specifically noted in the proposal submitted and confirmed in the agreement between the City
of Rolling Hills and the firm selected. The City of Rolling Hills reserves the right without prejudice to reject any or
all proposals. No reimbursement will be made by the City for costs incurred in the preparation of the response to
this Request for Proposal. Submitted materials will not be returned and become the property of the City of Rolling
Hills.
SECTION 5 - SELECTION CRITERIA
Proposals will be selected based on sound approach to meeting the scope of work, the ability to demonstrate
efficiency use of resources, the relevant experience of proposed personnel, and dedication of personnel to
complete the project within the specified timeframe. Consultants may be asked to participate in an interview with
the City. If necessary, interviews are tentatively scheduled for the week of October 3, 2022.
SECTION 6 - ATTACHMENTS
Attachment 1 – Schematic Design Plans, June 2022
Attachment 2 – Sample Professional Services Agreement
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DEMO PARTIAL WALL TO INSTALL NEW WIDER DOOR, SEE DOOR SCHEDULE FOR SIZE, TYPICAL REMOVE TELEPHONE BACKBOARD AND RELOCATE ALL DATA TO NEW ELECTRICAL ROOMREMOVE ELECTRICAL PANEL AND REPLACE WITH NEW IN NEW ELECTRICAL ROOMCALL FOR INSPECTION BY ARCHITECT AND STRUCTURAL ENGINEER AFTER REMOVAL OF PLASTER AND DRYWALL AND ONLY FRAMING REMAINS.CALL FOR INSPECTION BY ARCHITECT AND STRUCTURAL ENGINEER AFTER REMOVAL OF PLASTER AND DRYWALL AND ONLY FRAMING REMAINS.CITY HAS CONFIRMED CONDUIT IS ABANDONED. PLEASE CONFIRM WITH LICENSED ELECTRICAL SUBCONTRACTOR THERE IS NO POWER. PLEASE REMOVE CONDUIT AND METER HOUSING.DEMO WALL32' - 6"24' - 6"31' - 6"24' - 6"32' - 6"40' - 3"32' - 5 1/8"40' - 3"24' - 0 7/8"24' - 0"23' - 6"31' - 7"15' - 6 3/4"23' - 3 3/8"15' - 5"14' - 11 5/8"15' - 5 1/4"15' - 9 1/8"10' - 2 1/4"6' - 7 3/4"10' - 6"5' - 0"8' - 0"11' - 7"11' - 0 1/4"2' - 0"3' - 6 1/2"LOBBYHT:VARYHALL 1HT:8'-2"COUNCIL CHAMBERHT:VARYCLOSETHT:8'-2"HALL 2HT:8'-2"WOMENHT:8'-2"UTILITYHT:8'-2"MENHT:8'-2"MECH ROOMHT:8'-2"SINKHT:8'-2"CITY CLERKHT:8'-2"STORAGE 2HT:8'-2"BOOK KEEPERHT:8'-2"CITY MANAGERHT:8'-2"RECORDS VAULTHT:8'-2"ARCHITECTURAL ROOMHT:8'-2"ARCHITECTURAL VAULTHT:8'-2"WORK ROOMHT:8'-2"STORAGE 1HT:8'-2"RECEPTIONHT:VARYCity of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUEDATE DESCRIPTION13/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910111137 SECOND STREET, SUITE 214SANTA MONICA, CA 90403OFFICE TEL: 310-424-9658PACIFIC ARCHITECTURE& ENGINEERING, INCA201AS-BUILT AND DEMOPLANSCITY HALL ADACheckerAuthor 1/8" = 1'-0"1DEMO - 1ST FLOOR PLAN 1/8" = 1'-0"2AS-BUILT 1ST FLOOR PLANDEMOLITION NOTE:PROVIDE FOR TWO PHASE DEMOLITION:PHASE 1:REMOVAL OF PLASTER AND DRYWALL AND LEAVE FRAMING INTACT FOR INSPECTION OF STRUCTURAL ELEMENTS.PHASE 2: REMOVAL OF FRAMING. ALLOW 14 DAYS FOR STRUCTURAL ENGINEER TO DETAIL CONNECTIONS IF FOUND TO BE NEEDED FOR IMPROVEMENTS. 116
U.C.Refr.32' - 6"24' - 6"31' - 6"24' - 6"32' - 6"40' - 3"32' - 5 1/8"40' - 3"24' - 0 7/8"24' - 0"23' - 6"31' - 7"15' - 6 3/4"23' - 3 3/8"15' - 5"14' - 11 5/8"15' - 5 1/4"11' - 6"5' - 0"8' - 0"11' - 7"11' - 0 1/4"3' - 6 1/2"04LOBBY01HT:VARYRECEPTION B03HT:8'-2"COUNCIL CHAMBER04HT:VARYCOFFEE05HT:8'-2"HALL 211HT:8'-2"MEETING06HT:8'-2"MECH ROOM10HT:8'-2"CITY CLERK13HT:8'-2"STORAGE 214HT:8'-2"BOOK KEEPER16HT:8'-2"CITY MANAGER17HT:8'-2"RECORDS VAULT15HT:8'-2"ARCHITECTURAL ROOM18HT:8'-2"ARCHITECTURAL VAULT19HT:8'-2"WORK ROOM20HT:8'-2"08091311b1611c1711a201506ALL GENDER ADA 109HT:8'-2"IT/ELEC21WATERFOUNTAINFOR THIS AREA EXPOSE AND CALL ARCHITECT FOR INSPECTION IT WILL ONLY BE REMOVED IF IT IS DEEMED NON STRUCTURALA401AA401EA401CA2132A401BA401D051203ALL GENDER ADA 212HT:8'-2"01bALL GENDER NON ADA08HT:8'-2"01a01c1910RECEPTION A02HT:VARYADD FRAMING AND PATCH AND REPAIR WHERE DOOR WAS REMOVED. PAINT TO MATCH SURROUNDING COLOR.ADD FRAMING AND PATCH AND REPAIR WHERE DOOR WAS REMOVED. PAINT TO MATCH SURROUNDING COLOR. 24" MINMIN 12"ADD FRAMING AND PATCH AND REPAIR WHERE DOOR WAS REMOVED.CALL FOR INSPECTION BY ARCHITECT AND STRUCTURAL ENGINEER AFTER REMOVAL OF DRYWALL AND PLASTER AND ONLY FRAMING REMAINS.PATCH AND REPAIR STUCCO, PAINT TO MATCH SURROUNDING COLOR.01dNEW 12" X12" WINDOWS BETWEEN STUDS 4'6" BOTTOM OF WINDOW City of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUE DATE DESCRIPTION1 3/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910111137 SECOND STREET, SUITE 214SANTA MONICA, CA 90403OFFICE TEL: 310-424-9658PACIFIC ARCHITECTURE& ENGINEERING, INCA211FLOOR PLANCITY HALL ADACheckerAuthor 1/4" = 1'-0"11ST FLOOR PLANDOOR SCHEDULEDOOR #ROOM NAMEDOOR SIZEDOORTYPEREMARKSWIDTH HEIGHT01a ENTRY 6' - 0" 7' - 0"01b ENTRY 6' - 0" 7' - 0"01c ENTRY 6' - 0" 7' - 0"01d LOBBY1 5' - 0 1/4" 7' - 9 3/4"02 RECEPTION 3' - 6" 7' - 0"03 HALL 1 3' - 0" 7' - 0"04 COUNCIL CHAMBER 3' - 0" 7' - 0"05 COFFEE 3' - 0" 7' - 0"06 MEETING 3' - 0" 7' - 0"08 VESTIBULE 3' - 0" 7' - 0"09 ALL GENDER ADA 1 3' - 0" 7' - 0"10 MECH ROOM 3' - 0" 6' - 8"11a HALL 2 3' - 0" 7' - 0"11b HALL 2 3' - 0" 7' - 0"11c HALL 2 3' - 0" 7' - 0"12 ALL GENDER ADA 2 3' - 0" 7' - 0"13 CITY CLERK 3' - 0" 7' - 0"15 RECORDS VAULT 3' - 0" 7' - 0"16 BOOK KEEPER 3' - 0" 7' - 0"17 CITY MANAGER 3' - 0" 7' - 0"19 ARCHITECTURAL VAULT 3' - 0" 7' - 0"20 WORK ROOM 3' - 0" 7' - 0"
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12" MIN 24" MINCity of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUE DATE DESCRIPTION1 3/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910111137 SECOND STREET, SUITE 214SANTA MONICA, CA 90403OFFICE TEL: 310-424-9658PACIFIC ARCHITECTURE& ENGINEERING, INCA213ROOF PLAN ANDENLARGED PLANCITY HALL ADACheckerAuthor 1/8" = 1'-0"1ROOF PLAN 1/2" = 1'-0"2ENLARGED PLAN - REAR ENTRY118
U.C.Refr.DUAL
46/28
DUAL
46/28PLPLRCDLD
24/60
LOBBY01HT:VARYRECEPTION B03HT:8'-2"COUNCIL CHAMBER04HT:VARYCOFFEE05HT:8'-2"HALL 211HT:8'-2"MEETING06HT:8'-2"MECH ROOM10HT:8'-2"CITY CLERK13HT:8'-2"STORAGE 214HT:8'-2"BOOK KEEPER16HT:8'-2"CITY MANAGER17HT:8'-2"RECORDS VAULT15HT:8'-2"ARCHITECTURAL ROOM18HT:8'-2"ARCHITECTURAL VAULT19HT:8'-2"WORK ROOM20HT:8'-2"ALL GENDER ADA 109HT:8'-2"IT/ELEC21RECEPTION A02HT:VARYALL GENDER NON ADA08HT:8'-2"ALL GENDER ADA 212HT:8'-2"PLANNER ADMINADMINCity of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUE DATE DESCRIPTION1 3/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910111137 SECOND STREET, SUITE 214SANTA MONICA, CA 90403OFFICE TEL: 310-424-9658PACIFIC ARCHITECTURE& ENGINEERING, INCA214FURNITURE PLANCITY HALL ADACheckerAuthor 1/4" = 1'-0"11ST FLOOR FURNITURE PLAN119
U.C.Refr.LOBBY01HT:VARYRECEPTION B03HT:8'-2"COUNCIL CHAMBER04HT:VARYCOFFEE05HT:8'-2"HALL 211HT:8'-2"MEETING06HT:8'-2"MECH ROOM10HT:8'-2"CITY CLERK13HT:8'-2"STORAGE 214HT:8'-2"BOOK KEEPER16HT:8'-2"CITY MANAGER17HT:8'-2"RECORDS VAULT15HT:8'-2"ARCHITECTURAL ROOM18HT:8'-2"ARCHITECTURAL VAULT19HT:8'-2"WORK ROOM20HT:8'-2"ALL GENDER ADA 109HT:8'-2"IT/ELEC21FINISH LEGENDFLOOR: TILE 2BASE:FLOOR: TILE 3BASE:RECEPTION A02HT:VARYALL GENDER NON ADA08HT:8'-2"FLOOR: CARPET 1BASE:FLOOR: VCT 1BASE:ALL GENDER ADA 212HT:8'-2"City of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUE DATE DESCRIPTION1 3/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910111137 SECOND STREET, SUITE 214SANTA MONICA, CA 90403OFFICE TEL: 310-424-9658PACIFIC ARCHITECTURE& ENGINEERING, INCA301FINISH SCHEDULECITY HALL ADACheckerAuthor 1/4" = 1'-0"11ST FLOOR PLAN WITH FINISH SCHEDULEFINISHI SCHEDULEROOM NAMEROOMNUMBERFLOOR WALL CEILINGLOBBY 01RECEPTION 02RECEPTION B 03COUNCIL CHAMBER 04COFFEE 05MEETING 06VESTIBULE 08AALL GENDER ADA 1 09MECH ROOM 10HALL 2 11CITY CLERK 13STORAGE 2 14RECORDS VAULT 15BOOK KEEPER 16CITY MANAGER 17ARCHITECTURAL ROOM 18ARCHITECTURAL VAULT 19WORK ROOM 20IT/ELEC 21
120
U.C.Refr.A401A2A401A8A4A3A1A7A6A54' - 8"5' - 0"ALL GENDER ADA 109HT:8'-2"ALL GENDER NON ADA08HT:8'-2"A401E28' - 2"8' - 2"A401C1C2C3C43' - 1"RECEPTION A02HT:VARYMAX AFF2' - 10"3' - 6"A401B1B2B3B45' - 0"4' - 8"ALL GENDER ADA 212HT:8'-2"A401D2COFFEE05HT:8'-2"8' - 2"8' - 2"City of Rolling HillsCHECKED:PROJECT:DRAWN:ISSUE DATE DESCRIPTION1 3/xx/20PROGRESS 2 Portuguese Bend RdRolling Hills, CA 902742 PORTUGUESE BEND RDROLLING HILLS, CA 90274XXXXX2345678910111137 SECOND STREET, SUITE 214SANTA MONICA, CA 90403OFFICE TEL: 310-424-9658PACIFIC ARCHITECTURE& ENGINEERING, INCA401ENLARGED PLANS ANDINTERIOR ELEVATIONSCITY HALL ADACheckerAuthor 1/4" = 1'-0"AENLARGED PLAN - RESTROOMS 1/4" = 1'-0"EENLARGED PLAN - WATER FOUNTAIN 1/4" = 1'-0"A1ALL GENDER NON ADA - INT ELEV A 1/4" = 1'-0"A2ALL GENDER NON ADA - INT ELEV B 1/4" = 1'-0"A3ALL GENDER NON ADA - INT ELEV C 1/4" = 1'-0"A4ALL GENDER NON ADA - INT ELEV D 1/4" = 1'-0"A5ALL GENDER ADA 1 - INT ELEV A 1/4" = 1'-0"A6ALL GENDER ADA 1 - INT ELEV B 1/4" = 1'-0"A7ALL GENDER ADA 1 - INT ELEV C 1/4" = 1'-0"A8ALL GENDER ADA 1 - INT ELEV D 1/4" = 1'-0"CENLARGED PLAN - RECEPTION 1/4" = 1'-0"C1RECEPTION - INT ELEV A 1/4" = 1'-0"C2RECEPTION - INT ELEV B 1/4" = 1'-0"C3RECEPTION - INT ELEV C 1/4" = 1'-0"C4RECEPTION - INT ELEV DTILE RUNS BEHIND MIRROR, SHIM MIRROR 1/4" = 1'-0"BENLARGED PLAN - ALLGENDER ADA RESTROOM 1/4" = 1'-0"DENLARGED PLAN - COFFEE 1/4" = 1'-0"D2COFFEE - INT ELEV B 1/4" = 1'-0"E2WATERFOUNTAIN - INT ELEV B 1/4" = 1'-0"B1ALL GENDER ADA 2 - INT ELEV A 1/4" = 1'-0"B2ALL GENDER ADA 2 - INT ELEV B 1/4" = 1'-0"B3ALL GENDER ADA 2 - INT ELEV C 1/4" = 1'-0"B4ALL GENDER ADA 2 - INT ELEV D121
ATTACHMENT 2
CITY OF ROLLING HILLS
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into this _____day of ________ 2019
between the City of Rolling Hills, a municipal corporation, hereinafter referred to as "CITY''
and ______________ with principal offices at __________________-, hereinafter
referred to as "CONSULTANT."
1. RECITALS:
A. The CITY desires to contract the CONSULTANT for
__________________________
B. CONSULTANT is well qualified by reason of education and experience to
perform such services; and
C. CONSULTANT is willing to render such __________ services as
hereinafter defined.
Now, therefore, for and in consideration of the mutual covenants and conditions
herein contained, CITY hereby engages CONSULTANT and CONSULTANT agrees to
perform the services set forth in this AGREEMENT.
2. SCOPE OF WORK
CONSULTANT shall perform all work necessary to complete in a manner
satisfactory to CITY the services set forth in the specifications and the scope of work
described in the Proposal for ___________________ Services, attached herein as
Exhibit A (hereinafter referred to as “SERVICES”).
3. COST
The CITY agrees to pay CONSULTANT for all the work or any part of the work
performed under this AGREEMENT at the rates and in the manner established in the
attached Scope of Work, attached herein as Exhibit A.
Total contract shall not exceed the sum of _________________ during the term of
the AGREEMENT. This fee includes all expenses, consisting of all local travel,
attendance at meetings, printing and submission of grants, which are accrued during that
period. It also includes any escalation or inflation factors anticipated.
Any increase in contract amount or scope shall be approved by expressed written
amendment executed by the CITY and CONSULTANT.
122
ATTACHMENT 2
4. METHOD OF PAYMENT
CONSULTANT shall be reimbursed within 30 (thirty) days of submitting an invoice
to City for the SERVICES. CONSULTANT shall submit an invoice for the SERVICES
within 10 (ten) days of completing each task or portion thereof identified in Exhibit A to
this AGREEMENT. CONSULTANT shall submit invoices electronically to the City
Manager of the CITY and shall also provide a courtesy copy by U.S. Mail addressed to
the City Manager of the CITY.
5. SUBCONTRACTING
CONSULTANT may employ qualified independent subcontractor(s) to assist
CONSULTANT in the performance of SERVICES with CITY’s prior written approval.
6. COMMENCEMENT OF WORK
CONSULTANT shall commence work under this AGREEMENT upon execution of
this AGREEMENT.
7. PERFORMANCE TO SATISFACTION OF CITY
CONSULTANT agrees to perform all work to the reasonable satisfaction of CITY
and within the time hereinafter specified.
8. COMPLIANCE WITH LAW
All SERVICES rendered hereunder shall be provided in accordance with the
requirements of relevant local, State and Federal Law.
9. ACCOUNTING RECORDS
CONSULTANT must maintain accounting records and other evidence pertaining
to costs incurred which records and documents shall be kept available at the
CONSULTANT’s California office during the contract period and thereafter for five years
from the date of final payment.
10. OWNERSHIP OF DATA
All data, maps, photographs, and other material collected or prepared under the
contract shall become the property of the CITY.
11. TERM OF CONTRACT
This contract shall be valid for _____________ from execution of this
AGREEMENT.
123
ATTACHMENT 2
12. TERMINATION
This contract may be terminated by either party with or without cause upon seven
(7) days written notice to the other party. All work satisfactorily performed pursuant to the
contract and prior to the date of termination may be claimed for reimbursement.
13. ASSIGNABILITY
CONSULTANT shall not assign or transfer interest in this contract without the prior
written consent of the CITY.
14. AMENDMENT
It is mutually understood and agreed that no alteration or variation of the terms of
this contract, or any subcontract requiring the approval of the CITY, shall be valid unless
made in writing, signed by the parties hereto, and approved by all necessary parties.
15. NON-SOLICITATION CLAUSE
The CONSULTANT warrants that he or she has not employed or retained any
company or persons, other than a bona fide employee working solely for the
CONSULTANT, any fee, commission, percentage, brokerage fee, gifts, or any other
consideration, contingent upon or resulting from the award or making of this contract. For
breach or violation of this warranty, the CITY shall have the right to annul this contract
without liability, or, in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee,
gift, or contingent fee.
16. INDEMNITY
CONSULTANT shall indemnify and save harmless CITY, its elected and appointed
officers and employees from all claims, damages, suits, cost or actions of every name,
kind or description, brought for, or on account of, (i) injuries to or death of any person, (ii)
damage to property or (iii) arising from performance of this AGREEMENT in any manner
that resulted from the fault or negligence of CONSULTANT, it officers, agents, employees
and/or servants in connection with this AGREEMENT.
CITY shall indemnify and save harmless CONSULTANT, its officers, agents,
employees, and servants from all claims, damages, suits, costs or actions of every name,
kind, or description, brought for, or on account of, (i) injuries to or death of any person, (ii)
damage to property or (iii) arising from performance of this AGREEMENT in any manner
that resulted from the fault or negligence of the CONSULTANT, its officers, agents,
employees, and/or servants in connection with this AGREEMENT.
If CONSULTANT should subcontract all or any portion of the SERVICES to be
performed under this AGREEMENT, CONSULTANT shall require each subcontractor to
indemnify, hold harmless and defend CITY and each of its officers, officials, employees,
agents and volunteers in accordance with the term of the preceding paragraph. This
section shall survive termination or expiration of this AGREEMENT.
124
ATTACHMENT 2
17. INSURANCE
A. Without limiting CONSULTANT’S obligations arising under paragraph 16 -
Indemnity, CONSULTANT shall not begin work under this AGREEMENT until it obtains
policies of insurance required under this section. The insurance shall cover
CONSULTANT, its agents, representatives and employees in connection with the
performance of work under this AGREEMENT, and shall be maintained throughout the
term of this AGREEMENT. Insurance coverage shall be as follows:
i. Automobile Liability Insurance with minimum coverage of $300,000
for property damage, $300,000 for injury to one person/single occurrence, and $300,000
for injury to more than one person/single occurrence.
ii. Public Liability and Property Damage Insurance, insuring CITY its
elected and appointed officers and employees from claims for damages for personal
injury, including death, as well as from claims for property damage which may arise from
CONSULTANT’S actions under this AGREEMENT, whether or not done by
CONSULTANT or anyone directly or indirectly employed by CONSULTANT. Such
insurance shall have a combined single limit of not less than $500,000.
iii. Worker’s Compensation Insurance for all CONSULTANT’S
employees to the extent required by the State of California. CONSULTANT shall require
all subcontractors who are hired by CONSULTANT to perform the SERVICES and who
have employees to similarly obtain Worker’s Compensation Insurance for all of the
subcontractor’s employees.
iv. Professional Liability Insurance for CONSULTANT that at a minimum
covers professional misconduct or lack of the requisite skill required for the performances
of SERVICES in an amount of not less than $500,000 per occurrence.
B. Deductibility Limits for policies referred to in subparagraphs A (i) (ii) and (iii)
shall not exceed $5,000 per occurrence.
C. Additional Insured. City, its elected and appointed officers and employees
shall be named as additional insured on policies referred to in subparagraphs A (i) and
(ii).
D. Primary Insurance. The insurance required in paragraphs A (i) and (ii) shall
be primary and not excess coverage.
E. Evidence of Insurance. Consultant shall furnish CITY, prior to the execution
of this AGREEMENT, satisfactory evidence of the insurance required, issued by an
insurer authorized to do business in California, and an endorsement to each such policy
of insurance evidencing that each carrier is required to give CITY at least 30 days prior
written notice of the cancellation of any policy during the effective period of the
125
ATTACHMENT 2
AGREEMENT. All required insurance policies are subject to approval of the City
Attorney. Failure on the part of CONSULTANT to procure or maintain said insurance in
full force and effect shall constitute a material breach of this AGREEMENT or procure or
renew such insurance, and pay any premiums therefore at CONSULTANT’S expense.
18. ENFORCEMENT OF AGREEMENT
In the event that legal action is commenced to enforce or declare the rights created
under this AGREEMENT, the prevailing party shall be entitled to an award of costs and
reasonable attorney’s fees in the amount to be determined by the court.
19. CONFLICTS OF INTEREST
No member of the governing body of the CITY and no other officer, employee, or
agent of the CITY who exercises any functions or responsibilities in connection with the
planning and carrying out of the program, shall have any personal financial interest, direct
or indirect, in this AGREEMENT; and the CONSULTANT further covenants that in the
performance of this AGREEMENT, no person having any such interest shall be
employed.
20. 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
subcontractors, 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.
21. ENTIRE AGREEMENT OF THE PARTIES
This AGREEMENT supersedes any and all other agreements, either oral or in
writing, between the parties hereto with respect to the employment of CONSULTANT by
CITY and contains all the covenants and agreements between the parties with respect
such employment in any manner whatsoever. Each party to this AGREEMENT
acknowledges that no representations, inducements, promises or agreements, orally or
otherwise, have been made by any party, or anyone acting on behalf of any party, which
are not embodied herein, and that no other agreement or amendment hereto shall be
effective unless executed in writing and signed by both CITY and CONSULTANT.
22. NOTICES.
All written notices required by, or related to this AGREEMENT shall be sent by
Certified Mail, Return Receipt Requested, postage prepaid and addressed as listed
below. Neither party to this AGREEMENT shall refuse to accept such mail; the parties to
this AGREEMENT shall promptly inform the other party of any change of address. All
126
ATTACHMENT 2
notices required by this AGREEMENT are effective on the day of receipt, unless
otherwise indicated herein. The mailing address of each party to this AGREEMENT is as
follows:
CITY: Elaine Jeng, PE, City Manager
City of Rolling Hills
No. 2 Portuguese Bend Road
Rolling Hills, CA 90274
CONSULTANT: ____________________________
23. GOVERNING LAW
This AGREEMENT shall be governed by and construed in accordance with the
laws of the State of California, and all applicable federal statutes and regulations as
amended.
IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT on the
date and year first above written.
CITY OF ROLLING HILLS CONSULTANT
CITY MANAGER
______ _____ ________
ELAINE JENG, PE
DATE:___________ DATE:_____________
ATTEST:
______ _____
CITY CLERK
APPROVED AS TO FORM:
______ _____
MICHAEL JENKINS, CITY ATTORNEY
127
AEPC Coffman [1]IDS IMEG PBS S&K [2]
Fee
Task 1 10,110$ 25,000$ 51,837$ 29,245$ 28,840$ 17,195$
Task 2 1,440$ 10,000$ 7,052$ 2,420$ 3,855$ 3,150$
Task 3 1,650$ 15,000$ 16,750$ 12,535$ 7,170$ 4,755$
Reimbursables 250$
Total Fee 13,450$ 50,000$ 75,639$ 44,200$ 39,865$ 25,100$
Hours
Task 1 60 379 170 182 111
Task 2 8 47 14 21 18
Task 3 9 115 81 42 29
Total Hours 77 - 541 265 245 158
Average Hourly Cost
Task 1 169$ 137$ 172$ 158$ 155$
Task 2 180$ 150$ 173$ 184$ 175$
Task 3 183$ 146$ 155$ 171$ 164$
Total Avg. Hourly Cost 175$ 140$ 167$ 163$ 159$
Notes:
[1] No hours breakdown included
[2] Fee included with updated proposal is different from the fee submitted with proposal at original RFP due date.
128
Consultant Ratings
Rev #1 Rev #2 Rev#3 Avg Score Score rank
Reviewer #1 Firm #1 - AEPC 81.75 82 85.5 83.08 3
Reviewer #1 Firm #2 - Coffman 78.75 87.75 84 83.50 2
Reviewer #1 Firm #3 - IDS 78.5 82.5 76.25 79.08 6
Reviewer #1 Firm #4 - IMEG 78.25 86.5 81.5 82.08 4
Reviewer #1 Firm #5 - PBS 80 88.25 73.5 80.58 5
Reviewer #1 Firm #6 - S&K 82.75 96 91 89.92 1
129
Agenda Item No.: 13.A
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:REPORT ON CONFERENCES, MEETINGS, TRAINING AND OR
WORKSHOPS ATTENDED BY COUNCILMEMBERS
DATE:October 10, 2022
BACKGROUND:
On August 22, 2022, an amended reimbursement policy relating to City Council expenses,
Resolution No. 1304 was approved. Section 6 of Resolution No. 1304 calls for
Councilmembers to briefly report on meetings attended at city expense. Reports of activities
shall be made at the City Council meeting following the activity.
DISCUSSION:
None.
FISCAL IMPACT:
There is no fiscal impact for Councilmembers to report on activities on city expense.
RECOMMENDATION:
Receive and file report.
ATTACHMENTS:
ResolutionNo1304_AB1234_ReimbursementPolicyUpdate_A_E.pdf
130
131
132
133
134
135
136
Agenda Item No.: 14.A
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:JOHN SIGNO, DIRECTOR OF PLANNING & COMMUNITY SERVICES
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:FIRE FUEL ABATEMENT ENFORCEMENT QUARTERLY REPORT FOR
THE THIRD QUARTER OF 2022 (JULY 1 THROUGH SEPTEMBER 30)
DATE:October 10, 2022
BACKGROUND:
The Code Enforcement division provides quarterly updates on fuel abatement cases which
consist of active and closed cases. The attachments show active and closed cases consisting
of dead vegetation and other code violations for the third quarter of 2022. Also included are a
list of open cases and a cumulative list of all cases.
DISCUSSION:
During the third quarter of 2022, there were a total of 9 cases closes, including 7 dealing with
vegetation or dead trees; 18 cases were opened, including 15 involving vegetation or dead
trees. In total, code enforcement is working on 28 open cases, of which 18 deal with
vegetation or dead trees.
The Code Enforcement Division is continuing to use iWorQ to generate quarterly updates and
track code enforcement and fire fuel abatement cases. Those reports are attached.
Terry Cox is the new code enforcement officer serving from Willdan Engineering. Terry started
on September 6, 2022 and has since opened several cases and followed up on existing
cases.
FISCAL IMPACT:
The City contracts code enforcement services with Willdan Engineering and payment is made
from the General Fund.
RECOMMENDATION:
Receive and file.
ATTACHMENTS:
Opened Cases Q3 2022.pdf
137
Closed Cases Q3 2022.pdf
Cumulative Open Cases.pdf
Cumulative List.pdf
138
Page: 1 of 1
Opened Cases
3rd Qtr. 2022
07/01/2022 - 09/30/2022
Case Date Address of Violation Description Status
7/7/2022 7 Crest Rd. West Unpermitted construction to the interior of resident Open
8/11/2022 16 Buggy Whip Drive Trees in violation of condition Open
8/16/2022 24 Portuguese Bend
Road
Dead Trees Open
8/16/2022 1 Sagebrush Lane Dead Trees Open
8/25/2022 23 Crest Road East Dead Tree Open
8/30/2022 3 Eastfield Dr Dead Tree Open
8/30/2022 1 Eastfield Dr. Dead Vegetation Open
9/6/2022 6 Morgan Ln. Dead/Discarded Vegetation (Trimmings) Open
9/20/2022 1 Crest Rd W Dead Trees Open
9/20/2022 6 Possum Ridge Rd Dead Tree Open
9/20/2022 1 Morgan Ln Dead Tree Open
9/20/2022 27 Buggy Whip Dr Dead Tree Open
9/20/2022 20 Buggy Whip Dr Dead Vegetation Open
9/20/2022 8 Buggy Whip Dr Damaged Fence & Dead Vegetation Open
9/22/2022 2 Acacia Ln. Dead shrubs/vegetation Open
9/22/2022 15 Middleridge Ln N Dead/dry palm fronds. Open
9/22/2022 11 Middleridge Ln S Dead/diseased vegetation Open
9/22/2022 29 Middleridge Ln S Extensive grading and importing of soil. Dead
shrubs/trees/vegetation on the property (visible from
the road).
Open
Total Records: 18 10/4/2022
139
Page: 1 of 1
Closed Cases
3rd Qtr. 2022
07/01/2022 - 09/30/2022
Case Date Address of Violation Description Main Status Case Closed
6/9/2022 3 Spur Ln Dead/Dry vegetation Closed 7/7/2022
12/30/2021 3 Appaloosa Lane Dead Tree Closed 7/21/2022
3/29/2022 42 Portuguese Bend Rd Dead Tree Closed 8/9/2022
1/27/2021 42 Portuguese Bend
Road
Dead Vegetation Closed 8/17/2022
8/16/2022 20 Portuguese Bend
Road
Dead Trees Closed 9/13/2022
8/11/2022 1 Crest Road East Dead Tree Closed 9/13/2022
6/1/2019 77 Saddleback Road Drainage Closed 9/22/2022
9/20/2022 2 Possum Ridge Rd Dead Trees & Vegetation Closed 9/27/2022
4/7/2022 79 Eastfield Dr Unpermitted Construction Closed 9/27/2022
Total Records: 9 10/4/2022
140
Page: 1 of 1
Code
Enforcement
Cases
CUMULATIVE OPEN CASES
Case Date Address of Violation Description Status
1 7/6/2021 1 Chestnut Lane Illegal structure, CUP/SPR needed Open
2 9/20/2022 1 Crest Rd W Dead Trees Open
3 8/30/2022 1 Eastfield Dr. Dead Vegetation Open
4 6/3/2021 1 Hackamore Road Illegal construction, unpermitted. Boat stored in
prohibited location.
Open
5 9/20/2022 1 Morgan Ln Dead Tree Open
6 8/10/2021 1 Ranchero Road Illegal construction, SPR needed Open
7 8/16/2022 1 Sagebrush Lane Dead Trees Open
8 9/22/2022 11 Middleridge Ln S Dead/diseased vegetation Open
9 9/22/2022 15 Middleridge Ln N Dead/dry palm fronds. Open
10 8/11/2022 16 Buggy Whip Drive Trees in violation of condition Open
11 11/23/2021 2 Acacia Lane Unpermitted replacement of roof on guest house;
unpermitted demo. of pool deck; no C&D permit.
Open
12 9/22/2022 2 Acacia Ln. Dead shrubs/vegetation Open
13 4/21/2021 2 Buggy Whip Drive broken fence and trash Open
14 9/20/2022 20 Buggy Whip Dr Dead Vegetation Open
15 8/25/2022 23 Crest Road East Dead Tree Open
16 8/16/2022 24 Portuguese Bend Road Dead Trees Open
17 9/20/2022 27 Buggy Whip Dr Dead Tree Open
18 9/22/2022 29 Middleridge Ln S Extensive grading and importing of soil. Dead
shrubs/trees/vegetation on the property
Open
19 3/11/2020 2950 Palos Verdes Drive Expired Permit Open
20 8/30/2022 3 Eastfield Dr Dead Tree Open
21 6/9/2022 4 Spur Ln Dead/Dry vegetation Open
22 5/17/2022 5 Sagebrush Ln Unpermitted Construction Open
23 9/6/2022 6 Morgan Ln. Dead/Discarded Vegetation (Trimmings) Open
24 9/20/2022 6 Possum Ridge Rd Dead Tree Open
25 6/24/2020 61 Eastfield Drive Grading and Drainage Open
26 7/7/2022 7 Crest Rd. West Unpermitted construction to interior Open
27 9/20/2022 8 Buggy Whip Dr Damaged Fence & Dead Vegetation Open
28 10/4/2022 APN: 7569-013-018 Dead tree and discarded tree branches. Open
Total Records: 28 10/4/2022
141
Page: 1 of 8
CODE
ENFORCEMENT
CASES
CUMULATIVE LIST
Case Date Address of Violation Description Main
Status
1 3/11/2020 1 Acacia Road Expired Permit Closed
2 3/11/2020 1 Appaloosa Lane Expired Permit Closed
3 7/6/2021 1 Chestnut Lane Illegal structure, CUP/SPR needed Open
4 9/20/2022 1 Crest Rd W Dead Trees Open
5 8/11/2022 1 Crest Road East Dead Tree Closed
6 9/1/2021 1 Crest Road East Tumbleweeds Closed
7 2/23/2021 1 Crest Road East Dead Vegetation Closed
8 7/21/2021 1 Crest Road West Dead Vegetation Closed
9 8/30/2022 1 Eastfield Dr. Dead Vegetation Open
10 10/19/2021 1 Hackamore Road Barking Dog Closed
11 6/3/2021 1 Hackamore Road Illegal construction, unpermitted. Boat stored
in prohibited location.
Open
12 3/11/2020 1 Lower Blackwater
Canyon Road
Expired Permit Closed
13 4/7/2021 1 Middleridge Lane North Old Code Case Closed
14 9/20/2022 1 Morgan Ln Dead Tree Open
15 11/8/2019 1 Packsaddle Road West Lighting Closed
16 6/22/2021 1 Pinto Road Dead Vegetation Closed
17 7/6/2020 1 Portuguese Bend Road Expired Permit Closed
18 8/10/2021 1 Ranchero Road Illegal construction, SPR needed Open
19 7/6/2020 1 Reata Lane Expired Permit Closed
20 8/16/2022 1 Sagebrush Lane Dead Trees Open
21 3/11/2020 1 Sagebrush Lane Expired Permit Closed
22 7/23/2020 1 Williamsburg Lane Dead Vegetation Closed
23 3/11/2020 10 Johns Canyon Road Expired Permit Closed
24 8/3/2020 10 Pine Tree Lane Dead Vegetation Closed
25 3/11/2020 10 Southfield Drive Expired Permit Closed
26 9/22/2022 11 Middleridge Ln S Dead/diseased vegetation Open
27 3/11/2020 11 Poppy Trail Expired Permit Closed
28 2/3/2021 11 Upperblackwater
Canyon Road
BMP Closed
29 6/25/2020 12 Bowie Road Expired Permit Closed
142
Page: 2 of 8
30 10/16/2019 12 Caballeros Road Dead Vegetation Closed
31 7/1/2020 12 Eastfield Drive Expired Permit Closed
32 7/2/2020 12 Georgeff Road Expired Permit Closed
33 7/22/2020 12 Upper Blackwater
Canyon Road
Lighting Closed
34 2/3/2021 12 Upperblackwater
Canyon Road
Dead Vegetation Closed
35 2/6/2020 14 Buggy Whip Drive Dead Vegetation Closed
36 7/6/2020 14 Cinchring Road Expired Permit Closed
37 6/14/2019 14 Upper Blackwater
Canyon Road
Dead Vegetation Closed
38 7/6/2020 15 Buggy Whip Drive Expired Permit Closed
39 9/22/2022 15 Middleridge Ln N Dead/dry palm fronds. Open
40 10/22/2020 15 Portuguese Bend Road View Closed
41 2/26/2019 15 Upper Blackwater
Canyon Road
Dead Vegetation Closed
42 8/11/2022 16 Buggy Whip Drive Trees in violation of condition Open
43 7/26/2021 16 Cinchring Road Tumbleweeds Closed
44 9/24/2019 16 Cinchring Road Dead Vegetation Closed
45 8/13/2020 16 Cinchring Road Dead Vegetation Closed
46 3/11/2020 16 Portuguese Bend Road Expired Permit Closed
47 2/15/2022 17 Bowie Road Dead Vegetation Closed
48 10/5/2020 17 Buggy Whip Drive Lighting Closed
49 6/17/2021 17 Cinchring Road Dead Vegetation Closed
50 8/20/2020 17 Eastfield Drive Illegal construction Closed
51 3/11/2020 17 Eastfield Drive Expired Permit Closed
52 3/11/2020 17 Portuguese Bend Road Expired Permit Closed
53 3/11/2020 17 Wideloop Road Expired Permit Closed
54 3/11/2020 18 Bowie Road Expired Permit Closed
55 9/4/2019 18 Cinchring Road Dead Vegetation Closed
56 3/11/2020 18 Eastfield Drive Expired Permit Closed
57 8/12/2019 18 Poppy Tail Expired Permit Closed
58 9/1/2020 18 Portuguese Bend Road Dead Vegetation Closed
59 3/11/2020 18 Portuguese Bend Road Expired Permit Closed
60 3/11/2020 19 Chuckwagon Road Expired Permit Closed
61 7/23/2021 19 Wideloop Dead Vegetation Closed
62 11/23/2021 2 Acacia Lane Unpermitted replacement of roof on guest
house, unpermitted demolition of pool deck,
and no C&D permit.
Open
63 7/26/2021 2 Acacia Lane Dead Vegetation Closed
64 7/6/2020 2 Acacia Lane Expired Permit Closed
143
Page: 3 of 8
65 9/22/2022 2 Acacia Ln. Dead shrubs/vegetation Open
66 8/11/2020 2 Appaloosa Lane Dead Vegetation Closed
67 4/21/2021 2 Buggy Whip Drive broken fence and trash Open
68 10/13/2021 2 El Concho Illegal structure Closed
69 6/8/2021 2 El Concho Road Planting trees, illegal construction Closed
70 7/6/2020 2 Flying Mane Expired Permit Closed
71 7/6/2020 2 Hillside Lane Expired Permit Closed
72 3/11/2020 2 Lower Blackwater
Canyon Road
Expired Permit Closed
73 3/11/2020 2 Pheasant Lane Expired Permit Closed
74 7/17/2020 2 Pinto Road Dead Vegetation Closed
75 11/18/2019 2 Portuguese Bend Road Lighting Closed
76 1/21/2020 2 Portuguese Bend Road Dead Vegetation Closed
77 9/20/2022 2 Possum Ridge Rd Dead Trees & Vegetation Closed
78 2/23/2021 2 Possum Ridge Road Dead Vegetation Closed
79 7/6/2020 2 Quail Ridge North Expired Permit Closed
80 3/11/2020 2 Quail Ridge North Expired Permit Closed
81 11/16/2020 2 Runningbrand Road Dead Vegetation Closed
82 6/16/2021 2 Spur Lane Import of gravel; unpermitted Closed
83 2/25/2021 2 Spur Lane 17.16.230 - Import and export of soil. Closed
84 3/29/2021 2 Spur Lane Dead Vegetation Closed
85 9/20/2022 20 Buggy Whip Dr Dead Vegetation Open
86 3/11/2020 20 Buggy Whip Drive Expired Permit Closed
87 8/16/2022 20 Portuguese Bend Road Dead Trees Closed
88 7/16/2020 20 Portuguese Bend Road Dead Vegetation Closed
89 3/11/2020 20 Portuguese Bend Road Expired Permit Closed
90 7/22/2021 20 Upper Blackwater
Canyon Road
Dead vegetation, palm tree fronds, and dead
trees
Closed
91 7/11/2019 21 Buggy Whip Drive Illegal Construction Closed
92 5/18/2021 21 Chuckwagon Road Illegal work & no C&D permit Closed
93 7/16/2020 21 Portuguese Bend Road Dead Vegetation Closed
94 7/16/2020 22 Portuguese Bend Road Dead Vegetation Closed
95 8/25/2022 23 Crest Road East Dead Tree Open
96 4/7/2021 23 Middleridge Lane
North
Old Code Case Closed
97 7/16/2020 23 Portuguese Bend Road Dead Vegetation Closed
98 3/11/2020 24 Eastfield Drive Expired Permit Closed
99 8/16/2022 24 Portuguese Bend Road Dead Trees Open
100 3/11/2020 25 Portuguese Bend Road Expired Permit Closed
101 11/17/2020 26 Cinchring Road Drainage Closed
144
Page: 4 of 8
102 3/11/2020 26 Cinchring Road Expired Permit Closed
103 9/20/2022 27 Buggy Whip Dr Dead Tree Open
104 7/6/2020 2720 Palos Verdes Drive
North
Expired Permit Closed
105 9/14/2021 28 Portuguese Bend Road Dead Vegetation Closed
106 3/3/2020 2862 Palos Verdes Drive Expired Permit Closed
107 9/22/2022 29 Middleridge Ln S Extensive grading and importing of soil. Dead
shrubs/trees/vegetation on the property
(visible from the road).
Open
108 3/11/2020 2900 Palos Verdes Drive Expired Permit Closed
109 3/11/2020 2950 Palos Verdes Drive Expired Permit Open
110 3/11/2020 2958 Palos Verdes Drive Expired Permit Closed
111 12/30/2021 3 Appaloosa Lane Dead Tree Closed
112 6/18/2018 3 Appaloosa Lane Dead Vegetation Closed
113 4/6/2020 3 Chuckwagon Road Lighting Closed
114 7/21/2020 3 Chuckwagon Road Lighting Closed
115 8/30/2022 3 Eastfield Dr Dead Tree Open
116 7/6/2020 3 Flying Mane Expired Permit Closed
117 4/28/2021 3 Johns Canyon Pine tree obstructing view Closed
118 4/1/2021 3 Lower Blackwater
Canyon
Dead Vegetation Closed
119 7/16/2020 3 Maverick Lane Dead Vegetation Closed
120 3/11/2020 3 Middleridge Lane North Expired Permit Closed
121 3/4/2021 3 Spur Lane Dead Vegetation Closed
122 6/9/2022 3 Spur Ln Dead/Dry vegetation Closed
123 3/11/2020 3 Wrangler Road Expired Permit Closed
124 8/16/2022 30 Portuguese Bend Road Dead Trees Closed
125 4/7/2021 30 Portuguese Bend Road Old Code Case Closed
126 4/7/2021 32 Portuguese Bend Road Old Code Case Closed
127 3/22/2021 32 Portuguese Bend Road Dead Vegetation Closed
128 3/22/2021 32 Portuguese Bend Road Dead Vegetation Closed
129 3/11/2020 34 Crest Road East Expired Permit Closed
130 4/7/2021 34 Portuguese Bend Road Old Code Case Closed
131 2/12/2019 34 Portuguese Bend Road Dead Vegetation Closed
132 2/18/2020 35 Saddleback Road Lighting Closed
133 3/11/2020 35 Saddleback Road Expired Permit Closed
134 8/23/2021 38 Crest Road West Dead Vegetation Closed
135 4/7/2021 38 Portuguese Bend Road Old Code Case Closed
136 4/7/2021 4 Middleridge Lane South Old Code Case Closed
137 7/20/2021 4 Pine Tree Lane Dead Vegetation Closed
145
Page: 5 of 8
138 2/23/2021 4 Possum Ridge Road Dead Vegetation Closed
139 4/26/2021 4 Ranchero Road Dead Vegetation Closed
140 3/11/2020 4 Ranchero Road Expired Permit Closed
141 3/11/2020 4 Ranchero Road Expired Permit Closed
142 9/24/2019 4 Ranchero Road Dead Vegetation Closed
143 9/2/2020 4 Ringbit West Illegal construction Closed
144 6/9/2022 4 Spur Ln Dead/Dry vegetation Open
145 7/18/2020 40 Eastfield Road Illegal Construction Closed
146 7/6/2020 40 Portuguese Bend Road Expired Permit Closed
147 3/29/2022 42 Portuguese Bend Rd Dead Tree Closed
148 1/27/2021 42 Portuguese Bend Road Dead Vegetation Closed
149 3/11/2020 47 Eastfield Drive Expired Permit Closed
150 3/11/2020 48 Eastfield Drive Expired Permit Closed
151 2/18/2020 48 Saddleback Road Lighting Closed
152 2/26/2020 49 Eastfield Road Illegal Construction Closed
153 3/17/2021 49 Saddleback Road Dead Vegetation Closed
154 12/20/2019 5 Buggy Whip Illegal Construction Closed
155 3/11/2020 5 Buggy Whip Dive Expired Permit Closed
156 8/18/2021 5 Caballeros Road Dead vegetation Closed
157 9/1/2020 5 Chestnut Lane Noise Closed
158 5/25/2021 5 Chuckwagon Road Dead vegetation Closed
159 7/21/2021 5 Crest Road East Tumbleweeds Closed
160 7/6/2020 5 Hillside Lane Expired Permit Closed
161 6/17/2021 5 Johns Canyon Road View Closed
162 8/19/2020 5 Morgan Lane Dead Vegetation/Litter Closed
163 11/3/2020 5 Pine Tree Lane BMP Closed
164 6/18/2020 5 Pine Tree Lane Dead Vegetation Closed
165 3/11/2020 5 Reata Lane Expired Permit Closed
166 3/11/2020 5 Ringbit Road Expired Permit Closed
167 5/17/2022 5 Sagebrush Ln Unpermitted Construction Open
168 3/11/2020 50 Saddleback Road Expired Permit Closed
169 8/3/2021 53 Portuguese Bend Road View Impairment Closed
170 3/17/2021 55 Saddleback Road Dead Vegetation Closed
171 3/17/2021 57 Saddleback Road Dead Vegetation Closed
172 2/1/2021 59 Eastfield Drive Nuisance Closed
173 11/2/2020 59 Eastfield Drive Lighting Closed
174 9/1/2020 59 Eastfield Drive Sign Closed
175 12/11/2019 6 Chuckwagon Road Dead Vegetation Closed
176 9/6/2022 6 Morgan Ln. Dead/Discarded Vegetation (Trimmings) Open
146
Page: 6 of 8
177 7/21/2021 6 Open Brand Road Dead fronds Closed
178 7/6/2020 6 Outrider Road Expired Permit Closed
179 2/14/2020 6 Packsaddle East Dead Vegetation Closed
180 5/25/2021 6 Pine Tree Lane Dead Vegetation Closed
181 6/14/2019 6 Pine Tree Lane Dead Vegetation Closed
182 9/20/2022 6 Possum Ridge Rd Dead Tree Open
183 3/11/2021 6 Possum Ridge Road Dead Vegetation Closed
184 3/11/2020 6 Ringbit Road West Expired Permit Closed
185 7/1/2021 6 Saddleback Road Dead Tree Closed
186 3/11/2020 6 Saddleback Road Expired Permit Closed
187 6/24/2020 61 Eastfield Drive Grading and Drainage Open
188 7/22/2021 62 Eastfield Drive Dead palm tree fronds Closed
189 1/21/2020 62 Portuguese Bend Road Dead Vegetation Closed
190 1/21/2020 64 Portuguese Bend Road Dead Vegetation Closed
191 3/26/2021 65 Eastfield Road Dead Vegetation Closed
192 7/17/2020 65 Portuguese Bend Road Property Maintenance Closed
193 7/6/2020 65 Portuguese Bend Road Expired Permit Closed
194 3/11/2020 65 Portuguese Bend Road Expired Permit Closed
195 9/9/2021 66 Portuguese Bend Road Tumbleweeds Closed
196 1/20/2020 66 Portuguese Bend Road Dead Vegetation Closed
197 3/11/2020 67 Eastfield Drive Expired Permit Closed
198 5/16/2019 67 Portuguese Bend Road Illegal Construction Closed
199 7/1/2020 68 Saddleback Road Dead Vegetation Closed
200 4/27/2021 7 Chuckwagon Lane Animal complaint Closed
201 7/7/2022 7 Crest Rd. West Unpermitted construction to the interior of
resident
Open
202 8/18/2021 7 Crest Road East Tumbleweeds Closed
203 4/7/2021 7 Crest Road East Old Code Case Closed
204 11/18/2019 7 Crest Road East Dead Vegetation Closed
205 3/11/2020 7 Eastfield Drive Expired Permit Closed
206 2/11/2020 7 Georgeff Road Dead Vegetation Closed
207 3/11/2020 7 Outrider Road Expired Permit Closed
208 3/11/2020 7 Packsaddle East Expired Permit Closed
209 3/11/2020 7 Packsaddle Road East Expired Permit Closed
210 6/21/2021 7 Pine Tree Lane Dead Vegetation Closed
211 4/20/2020 7 Roundup Road Fence Closed
212 7/16/2020 71 Saddleback Road Dead Vegetation Closed
213 3/11/2020 73 Eastfield Drive Expired Permit Closed
214 11/8/2019 73 Portuguese Bend Road Lighting Closed
215 9/9/2020 74 Portuguese Bend Road Lighting Closed
147
Page: 7 of 8
216 3/8/2022 74 Saddleback Road Dead Eucalyptus tree/pine trees, accumulatin
of dead vegetation
Closed
217 2/23/2021 74 Saddleback Road Dead Vegetation Closed
218 3/11/2020 75 Eastfield Drive Expired Permit Closed
219 4/7/2021 76 Eastfield Drive Old Code Case Closed
220 3/11/2020 76 Eastfield Drive Expired Permit Closed
221 2/23/2021 76 Saddleback Road Dead Eucalyptus tree in power lines and dead
pine tree
Closed
222 2/23/2021 76 Saddleback Road Dead Vegetation Closed
223 6/28/2021 77 Portuguese Bend Road Dead Vegetation Closed
224 11/16/2020 77 Portuguese Bend Road Dead Vegetation Closed
225 11/6/2020 77 Portuguese Bend Road Dead Vegetation Closed
226 9/9/2020 77 Portuguese Bend Road Water Closed
227 3/25/2021 77 Saddleback Road Dead Vegetation Closed
228 6/1/2019 77 Saddleback Road Drainage Closed
229 4/7/2022 79 Eastfield Dr Unpermitted Construction Closed
230 3/11/2020 8 Bowie Road Expired Permit Closed
231 9/20/2022 8 Buggy Whip Dr Damaged Fence & Dead Vegetation Open
232 6/14/2021 8 Crest Road East Importing dirt from 11 Upper Blackwater
Canyon Road
Closed
233 6/11/2021 8 Crest Road East Illegal export of dirt Closed
234 4/7/2021 8 Flying Mane Road Old Code Case Closed
235 4/18/2019 8 Georgeff Road Property Maintenance Closed
236 7/2/2020 8 Hackamore Road Expired Permit Closed
237 9/28/2021 8 Middleridge Lane Dead Vegetation Closed
238 3/11/2020 8 Morgan Lane Expired Permit Closed
239 7/6/2020 8 Packsaddle Road West Expired Permit Closed
240 4/20/2020 8 Pine Tree Lane Dead Vegetation Closed
241 4/6/2020 8 Reata Lane Dead Vegetation Closed
242 10/1/2020 8 Upper Blackwater
Canyon Road
Lighting Closed
243 6/29/2021 80 Saddleback Road Dead vegetation Closed
244 3/11/2020 80 Saddleback Road Expired Permit Closed
245 3/11/2020 86 Saddleback Road Expired Permit Closed
246 1/27/2021 87 Crest Road East Dead Vegetation Closed
247 7/20/2021 88 Saddleback Road Dead Vegetation Closed
248 7/6/2020 9 Johns Canyon Road Expired Permit Closed
249 3/11/2020 9 Middleridge Lane South Expired Permit Closed
250 7/6/2020 9 Quail Ridge Road South Expired Permit Closed
251 3/11/2020 91 Crest Road East Expired Permit Closed
148
Page: 8 of 8
252 3/11/2020 92 Saddleback Road Expired Permit Closed
253 10/4/2022 APN: 7569-013-018 Dead tree and discarded tree branches. Open
254 9/14/2020 Georgeff Road & Crest
Road East
B M P Closed
255 3/4/2021 Spur Lane Dead Vegetation Closed
256 7/14/2020 Spur Lane Dead Vegetation Closed
Total Records: 256 10/4/2022
149
Agenda Item No.: 14.B
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:CONSIDER CANCELLATION OF NOVEMBER 28, 2022 REGULAR CITY
COUNCIL MEETING AND SCHEDULE A SPECIAL CITY COUNCIL
MEETING ON DECEMBER 13, 2022
DATE:October 10, 2022
BACKGROUND:
The City Council traditionally does not meet in the month of December unless there are
pressing items. Due to the preceding Thanksgiving Holiday, coupled with a requirement to
certify the results of the forthcoming November 8, 2022 Municipal Election, staff recommends
the cancellation of the November 28, 2022 regular meeting and scheduling a special meeting
on December 13th at 7:30 am, per the City Council's unanimous motion during the January 10,
2022 meeting.
DISCUSSION:
Staff intends to have consent items as well as items certifying the verified municipal election
results from Los Angeles County, and the Oaths of Office.
FISCAL IMPACT:
None.
RECOMMENDATION:
Approve as presented.
ATTACHMENTS:
150
Agenda Item No.: 15.A
Mtg. Date: 10/10/2022
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:CHRISTIAN HORVATH, CITY CLERK / EXECUTIVE ASSISTANT TO
CITY MANAGER
THRU:ELAINE JENG P.E., CITY MANAGER
SUBJECT:EMPLOYEE PERFORMANCE EVALUATION
GOVERNMENT CODE SECTION 54957, TITLE CITY MANAGER
DATE:October 10, 2022
BACKGROUND:
None.
DISCUSSION:
None.
FISCAL IMPACT:
None.
RECOMMENDATION:
None.
ATTACHMENTS:
151