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Home My Public Portal AboutA 2012-11-13CC-SPThis Agenda contains a brief general description of each item to be considered. Copies of the Stall reports or other written documentation relating to each item of business referred to on the Agenda are on file in the Office of the City Clerk and are available for public inspection. Any person who has a question concerning any of the agenda items may call the City Manager at (310) 603-0220, ext. 200. Procedures for Addressing the Council IN ORDER TO EXPEDITE CITY COUNCIL BUSINESS, WE ASK THAT ALL PERSONS WISHING TO ADDRESS THE COUNCIL FILL OUT A FORM PROVIDED AT THE DOOR, AND TO TURN IT IN TO THE CITY CLERK PRIOR TO THE START OF THE MEETING. FAILURE TO FILL OUT SUCH A FORM WILL PROHIBIT YOU FROM ADDRESSING THE COUNCIL IN THE ABSENCE OF THE UNANIMOUS CONSENT OF THE COUNCIL. AGENDA ITEMS ON FILE FOR CONSIDERATION AT THE SPECIAL MEETING OF THE LYNWOOD CITY COUNCIL TO BE HELD ON NOVEMBER 13, 2012 COUNCIL CHAMBERS 11330 BULLIS ROAD, LYNWOOD, CA 90262 600 P.M. JIM MORTON MAYOR SALVADOR ALATORRE MAYOR PRO -TEM RECEIVE® NOV 12 2012 CITY OF LYNWOOD CITY CLERKS OFFICE MariU QuinoneZ GkI Clerk by CR AIDE CASTRO COUNCILMEMBER RAMON RODRIGUEZ MARIA TERESA SANTILLAN-BEAS COUNCILMEMBER COUNCILMEMBER CITY MANAGER CITY ATTORNEY ROGER L. HALEY FRED GALANTE CITY CLERK CITY TREASURER MARIA QUINONEZ EDWIN HERNANDEZ OPENING CEREMONIES 1. CALL TO ORDER 2. CERTIFICATION OF AGENDA POSTING BY CITY CLERK 3. ROLL CALL OF COUNCIL MEMBERS Aide Castro Ramon Rodriguez Maria T. Santillan-Beas Salvador Alatorre Jim Morton 4. PLEDGE OF ALLEGIANCE 5. INVOCATION PUBLIC ORAL COMMUNICATIONS (Regarding Agenda Items Only) CONSENT CALENDAR All matters listed under the Consent Calendar will be acted upon by one motion affirming the action recommended on the agenda. There will be no separate discussion on these items prior to voting unless members of the Council or staff request specific items to be removed from the Consent Calendar for separate action. 6. CAL -CARD PURCHASE SUMMARY — AUGUST 2012 THROUGH OCTOBER 2012 BILLING STATEMENTS Comments: The City of Lynwood uses the State of California Cal -Card Purchase Card Program. The cards are issued through U.S. Bank and are used as an alternative way to purchase goods. (FIN) Recommendation: Staff recommends that the City Council receive and file this report. NEW/OLD BUSINESS LYNWOOD CANDY CANE LANE PARADE Comments: In an effort to generate revenue to provide for the City's Candy Cane Lane Parade, staff from the Recreation and Community Services Department and the City Treasurer's Office was successful at hosting several fundraising events over a 60 -day period. There are three concluding events scheduled to place in the month of November. The purpose of this staff report is to present the Mayor and members of the City Council with an update on parade fundraising, discuss parade planning options, and to seek further direction from the City Council. (REC) Recommendation: Staff recommends that the City Council review the staff report, consider the parade planning options, and provide further direction. CITY COUNCIL ORAL AND WRITTEN COMMUNICATION JIM MORTON, MAYOR SALVADOR ALATORRE, MAYOR PRO -TEM AIDE CASTRO, COUNCILMEMBER RAMON RODRIGUEZ, COUNCILMEMBER MARIA T. SANTILLAN-BEAS, COUNCILMEMBER CLOSED SESSION 8. CLOSED SESSION ITEMS A. With respect to every item of business to be discussed In closed session pursuant to Government Code Section 54957.6: CONFERENCE WITH LABOR NEGOTIATORS Agency Negotiators: HR Director Alfredo J. Lopez, III Employee Organization: Lynwood Employees' Association Management Bargaining Group B. With respect to every item of business to be discussed in closed session pursuant to Government Code Section 54956.9: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION per subdivision (a) of section 54956.9:) 1. Name of Case: Bulletin Displays vs. County of Los Angeles Case No. BC448153 ADJOURNMENT THE NEXT REGULAR MEETING WILL BE HELD ON NOVEMBER 20, 2012 AT 6:00 P.M. IN THE COUNCIL CHAMBERS OF THE CITY HALL, 11330 BULLIS ROAD, CITY OF LYNWOOD, CALIFORNIA. 3 ,..Oy LyN �; ` �° AGENDA STAFF REPORT U ��„4E tl 1 � LIF042 DATE: November 13, 2012 TO: Honorable Mayor and Members of the City Council APPROVED BY: Roger L. Haley, City Manag r PREPARED BY: Amanda Roberson, Controller/Audit Manager Delania G. Whitaker, Administrative Analyst II' SUBJECT: Cal -Card Purchase Summary — August 2012 through October 2012 Billing Statements Recommendation: Staff recommends that the City Council receive and file this report. Background: The City of Lynwood uses the State of California Cal -Card Purchase Card Program. The cards are issued through U.S. Bank and are used as an alternative way to purchase goods. The Cal -Card Purchase Card Program offers cash rebate opportunities and security measures by blocking certain Merchant Category codes. Some of the high risk codes include convenience checks, bond payments, and wire transfers/money orders. Discussion & Analysis: This report accounts for all charges made with the use of Cal -Cards assigned to the City Manager, Director of Human Resources, Director of Public Works, and Accounting/Auditing Supervisor. The attached summary "Attachment A" provides a detailed list of purchases made by the aforementioned cardholders for the August 2012 through October 2012 billing statements. Fiscal Impact: All purchases are charged to respective department account budgets. Coordinated With: City Manager's Office City Attorney's Office ITEM CAL -CARD PURCHASE SUMMARY ATTACHMENT A AUGUST 2012 STATEMENT Roger L Haley Date Transaction Description Account Number Total Amount 7/15/2012 Rancho Bernardo -Council Member J. Morton ICA Seminar July 13-15, 2012 in San Diego Resort Fees 1011.10.101.64015 33.76 7/15/2012 Rancho Bernardo - Council Member S. Alatorre ICA Seminar July 13-15, 2012 in San Diego Resort Fees 1011.10.101.64015 33.76 7/18/2012 Edible Arrangements - Mayor Morton Mayor Morton's Birthday 1011.25.205.67950 61.00 7/26/2012 AT & T Data - Council Member Rodriguez iPad monthly service 1011.10.101.64515 25.00 7/26/2012 AT & T Data - Council Member A. Castro iPad monthly service 1011.10.101.64515 25.00 7/29/2012 Parent Booster - Membership Application City's application for membership denied 1011.60.701.65040 (295.00) 7/31/2012 AT & T Data - Council Member S. Alatorre iPad monthly service 1011.10.101.64515 25.00 8/1/2012 AT & T Data - Council Member M. Santillan-Seas iPad monthly service 1011.10.101.64515 25.00 8/4/2012 AT & T Data - Roger Haley iPad monthly service 1011.25.205.64515 29.99 8/2/2012 Coins for Anything - 250 City Coins in Hard Plastic Cases Commemorative Items for the Mayors State of the City 1011.10.101.64399 135.00 8/6/2012 LA Times - Subscription ISubscription renewal 1011.25.205.65040 252.20 May L Tan Date Transaction Description Account Number Total Amount 7/27/2012 IAT & T Data - iPad Monthly Service Charge Monthly Rad service for City Clerk, M. Quinonez 1011.15.105.64515 25.00 8/4/2012 TMC'Tlme Warner - 7/16-8/15/12 Cable Service Monthly Cable Service for City Hall 1011.30.290.64520 282.17 8/4/2012 TMC"Time Warner- 811-31/12 Cable Service Monthly Cable Service for Youth Center 1011.30.290.64520 105.76 8/13/2012 PayPal Service - July Credit Card Payments Service fee for Credit Card Payments made by Residents 6051.30.315.64399 82.55 8/5/2012 FedEx - Courier Service of 8/1/12 ICRMA Membership Payment 1011.35.330.64999 59.19 Alfredo J. Lopez Date Transaction Description .. 7/16/2012 League of California Cities -Annual Conference & Expo A. Lopez, Sept. 5-7, 2012 at The Hard Rock San Diego 1011.35.335.64015 525.00 7/19/2012 La Huasteca - Lunch Meeting Labor Negotiation Briefing H.R. Director & Sr. H.R. Analyst 1011.35.335.64015 57.26 7/26/2012 FedEx - Courier Service of 7/23/12 Claim Settlement Checks to City Attorney - Mily 1011.35.330.64999 28.84 7/28/2012 AT & T Data - June iPad Svcs. - H.R. Analyst iPad monthly service 1011.35.330.64515 30.00 8/5/2012 FedEx - Courier Service of 8/1/12 ICRMA Membership Payment 1011.35.330.64999 59.19 8/4/2012 AT & T Data - June iPad Svcs. - Alfredo Lopez !Pad monthly service 1011.35.330.64515 30.00 8/2/2012 La Huasteca - Lunch Meeting Discuss Claim Management, H.R. Director & City Attorney 1011.35.335.64015 62.61 8/8/2012 Outback - Charge to Wrong Credit Card Reimbursed by A. Lopez City CR#199036 8/13/12 1011.30.270.64015 50.60 8/13/2012 Datacheck - Background Checks Pre -Employment Background checks for July 1011.35.330.62015 402.50 7/8/2012 AT & T Data - June iPad Svcs. - H.R. Analyst iPad monthly service 1011.35.330.64515 30.00 CAL -CARD PURCHASE SUMMARY AUGUST 2012 STATEMENT 7/31/2012 Chevron - Gasoline Gasoline for vehicle #62 due to problem with Gas Card 7011.45.420.65010 56.94 8/2/2012 Dick's Lock and Key - Locksmith Service Repair Door Locks at Medina Park 1011.45.415.64399 315.37 8/7/2012 Engineer Board - Renewal License For D. Ojeda Engineering License Renewal Fee 1011.45.405.65040 115.00 8/7/2012 OPC CA Engineer Board - Service fee Service fee to Process License Renewal 1011.45.405.65040 1.00 503.30 TOTAL PAYMENT $2,625.49 CAL -CARD PURCHASE SUMMARY SEPTEMBER 2012 STATEMENT Roser L Halev Date Transaction Description 8/25/2012 AT & T Data - iPad Monthly Service Charge IMonthly iPad service for Councilmember R. Rodriguez Account Number 11011.10.101.64515 Total Amount 25.00 8/25/2012 AT & T Data - iPad Monthly Service Charge Monthly Rad service for Councilmember A. Castro 1011.10.101.64515 25.00 8/28/2012 Coins for Anything Commemorative items for State of the City 1011.25.36177 1,622.50 8/30/2012 AT & T Data - iPad Monthly Service Charge Monthly iPad service for Councilmember S. Alatorre 1011.10.101.64515 25.00 8/31/2012 AT & T Data - iPad Monthly Service Charge Monthly !Pad service for Councilmember Santillan-Seas 1011.10.101.64515 25.00 9/3/2012 AT & T Data - iPad Monthly Service Charge Monthly iPad service for City Manager Roger Haley 1011.25.205.64515 29.99 7/15/2012 Rancho Bernardo - Council Member R. Rodriguez Independent Cities Assoc. Seminar July 13-15, 2012 in San Diego- Tax & Resort Fees 1011.10.101.64015 33.76 7/15/2012 Rancho Bernardo - Council Member Santillan-Beas Independent Cities Assoc. Seminar July 13-15, 2012 in San Diego- Tax & Resort Fees 1011.10.101.64015 33.76 r r Mav L Tan Date Transaction Description I Monthly iPad service for Sr. H.R. Analyst Account Number 'Total Amount 8/26/2012 AT & T Data -!Pad Monthly Service Charge Monthly Rad service for City Clerk, M. Quinonez 1011.15.105.64515 25.00 8/30/2012 CA Certified Public Accountant Education - Women's Webcast of 9/27/12 - Amanda Roberson, Controller/Audit Mgr. 1011.30.275.64015 128.00 Datacheck - August Background Checks Leadership Form Webcast 1011.35.330.64399 144.50 911 212 01 2 AT & T Data - iPad Monthly Service Charge 9/6/2012 Southwest Air - Nov.18th Oakland to LAX California Society of Municipal Finance Officers Seminar Nov.16-18, 1011.30.275.64015 127.80 1011.35.335.64015 54.06 2012 - Amanda Roberson, Controller/Audit Manager Lunch Meeting with Management Negotiation Team 1011.35.335.64015 9/6/2012 JetBlue - Nov.15th Long Beach to Oakland California Society of Municipal Finance Officers Seminar Nov.16-18, 1011.30.275.64015 62.80 2012 - Amanda Roberson, Controller/Audit Manager 9/10/2012 CA Society of Municipal Finance Officers -Annual Training California Society of Municipal Finance Officers Seminar Nov.16-18, 1011.30.275.64015 550.00 2012 - Amanda Roberson, Controller/Audit Manager (includes registration and lodging) 9/10/2012 Pa Pal Service - Water Bill Credit Card Payments Service Fee for Credit Card Transactions made by Residents 6051.30.315.64399 1 107.95 r Alfredo J. Lo ez Date 913/2012 Transaction Description AT & T Data - iPad Monthly -Service Char e I Monthly iPad service for Sr. H.R. Analyst Account Number 1011.35.330.64515 Total Amount 30.00 9/7/2012 Omni San Diego - League of CA Cities Conference League Conference Lodging for Alfredo Lopez, H.R. Director 1011.35.335.64015 233.40 9/7/2012 Omni San Diego - League of CA Cities Conference Conference of Sept. 5-7, 2012, Alfredo Lopez, H.R. Director - $440.61 1011.35.335.64015 will be reimburse by ICRMA because Mr. Lopez was a Presenter at this conference 674.01 9/8/2012 Datacheck - August Background Checks Pre -Employment Background checks 1011.35.330.64399 144.50 911 212 01 2 AT & T Data - iPad Monthly Service Charge Monthly iPad service for H.R. Director, Alfredo Lopez 1011.35.330.64515 30.00 9/11/2012 La Huasteca - Lunch Meeting of 9/11112 Lunch Meeting with Public Works Director 1011.35.335.64015 54.06 9/13/2012 Pizza Hut - Lunch Meeting of 9/12/12 Lunch Meeting with Management Negotiation Team 1011.35.335.64015 34.36 Dannv Oieda Date 8/18/2012 Transaction Description AT & T Data - iPad monthly Service Char a Monthly Had service, for Dan Ojeda, Director of P.W. Account Number 1011.45.401.64515 Total Amount 14.99 8/19/2012 Office Depof - iPad Supplies !Pad Keyboard & Screen Protector for P.W. Director 1011.45.401.65020 104.50 8/23/2012 PDQ Rentals - Operating Supplies 18" Sod Cutter Blades for Park Improvement 2701.45.610.65020 233.18 8/26/2012 American Public Works Association - Conference of August 25-29 2012 2012 International Public Works Congress & Exposition 1011.45.405.64015 700.00 8129/2012 AM Rentals - Playground Equip. Rental Credit Credit on Estimated Rental Charge 1011.45.405.63030 -12.07 8/29/2012 AM Rentals - Playground Equipment Rental Rental of Wheelbarrows, Shovels and Screw Guns 1011.45.405.63030 99.02 CAL -CARD PURCHASE SUMMARY SEPTEMBER 2012 STATEMENT 9/5/2012 League of CA Cities - San Diego Conference Registration San Diego Conference of Sept. 5-7, 2012, Dan Ojeda, P.W. Director 1011.45.405.64015 525.00 9/7/2012 City of San Diego 6th and K Park, Dan Ojeda League Conference Parking, Sept. 5.7, 2012 1011.45.405.64015 25.00 9/7/2012 Hard Rock Hotel San Diego, League of CA Cities Conference Lodging for Dan Ojeda, League Conference of Sept. 5-7, 2012 1011.45.405.64015 508.62 TOTAL PAYMENT $5,753.33 CAL -CARD PURCHASE SUMMARY OCTOBER 2012 STATEMENT Roger L Hale Date Transaction Description 9/18/2012 Expedia -Sheraton San Diego, Sarah Withers International Council of Shopping Centers Conference in San Diego, Sept. 19-21, 2012 Account Number 1011.75.815.64015 T. . 382.41 9/24/2012 AT & T Data -!Pad Monthly Service Charge Monthly iPad service for Councilmember A. Castro 1011.10.101.64515 25.00 9/24/2012 AT & T Data - iPad Monthly Service Charge Monthly iPad service for Councilmember R. Rodriguez 1011.10.101.64515 25.00 9/29/2012 AT & T Data - iPad Monthly Service Charge Monthly iPad service for Councilmember S. Alatorre 1011.10.101.64515 25.00 9/30/2012 AT & T Data - iPad Monthly Service Charge Monthly iPad service for Councilmember Santillan-Beas 1011.10.101.64515 25.00 10/3/2012 AT & T Data - iPad Monthly Service Charge Monthly iPad service for City Manacier Ro er Haley 1011.25.205.64515 29.99 10/2/2012 ICRB - Carbontie Back-up forear of online ba p up of mission critical databases 6051.30.290.64399 269.55 made Alfredo J. Lopez Date Transaction Description 9/19/2012 La Huasteca H.R. & P.W. Directors workin Lunch Account Number 1011.35.335.64015 Total Amount 54.06 10/3/2012 AT & T Data - iPad Monthly Service Charge Monthly iPad service for Sr. H.R. Analyst 1011.35.330.64515 30.00 10/8/2012 Datacheck - September Background Checks Pre -Employment Background checks 1011.35.330.64399 16.00 10/12/2012 AT & T Data - iPad Monthly Service Charge Monthly iPad service for H.R. Director, Alfredo Lopez 1011.35.330.64515 30.00 10/12/2012 Apple Store - To Be Reimbursed by Insurance Carrier Three 3 iPad USB Power adapters 1011.35.335.65020 93.74 10/12/2012 Brookstone - To Be Reimbursed by Insurance Carrier Two 2 Bluetooth Keyboard w/Leather case 1011.35.335.65020 323.23 DannyOleda Date -Transaction Description Account Number Total Amount 9/17/2012 AT & T Data - iPad Monthly Service Charge I Monthly iPad service, for Dan Ojeda, Director of P.W. 1011.45.401.64515 1 14.99 TOTAL PAYMENT $1.729.97 04 LpNy, O��{�,�ai d AGENDA STAFF REPORT �LtF04; DATE: November 13, 2012 TO: Honorable Mayor and Members of the City Council APPROVED BY: Roger L. Haley, City Manag6�0 PREPARED BY: Perry Brents, Director of Rec. and Community Services M SUBJECT: Lynwood Candy Cane Lane Parade Recommendation: Staff recommends that the City Council review the staff report, consider the parade planning options, and provide further direction. Background: In an effort to generate revenue to provide for the City's Candy Cane Lane Parade, staff from the Recreation and Community Services Department and the City Treasurer's Office was successful at hosting several fundraising events over a 60 day period. There are three concluding events scheduled to take place during the month of November. The purpose of this staff report is to present the Mayor and members of the City Council with an update on parade fundraising, discuss parade planning options, and to seek further direction from the City Council. Discussion & Analysis: Fundraising efforts for the Save the Parade Campaign have a net revenue total of approximately $21,750. There are three final fundraising events scheduled to take place in the month of November. The November events include a carnival, 3k/5k Walk and Run and the Dancing with the Elected event. The carnival and 3k/5k Walk/Run have expected revenue guarantees of $5,000 each. Dancing with the Elected expected net revenue total approximately $3,000. These estimates would bring the net revenue total to approximately $34,750. ITEM Planning for the parade entails providing logistics, security, street closures, notice to businesses and residents, and advertising the day, date and time of the event. This staff report is seeking City Council direction to move forward with parade planning by presenting the following options for City Council consideration: 1) Fund a 2012 day time parade with a budget of $32,000 • Save the Parade funding would be used as the basis for the budget • If approved for day time, the day, date and time would be moved to Saturday, December 8th or Saturday, December 15, 2012 at 11:00 a. m. Vendor Amount Supplies Provision Event Services $ 2,000 Barricades & Port -a- Pots Logistics Food Service $ 500 Food for reception Continental Breakfast Pageantry Production $ 9,300 Parade Coordination Contract L.A County Sheriff $10,000 Parade Safety Motor Officers, deputies, etc. Private Security $ 2,500 Parade Security 15 officers 7 hrs each GBS Linen $ 150 Linen Reception Decor Video Production $ 3,500 Video Taping & editing of parade Trolleys $ 520 Lynwood Trolleys For all clubs and commissioners Awards $ 300 Parade Marshals Ceremonial Staff Time $ 1,500 Rec. and Public Works Street Closure and Parade Logistics Parade Logistics $ 1,800 Rec. and Public Works Sta e, Canopies and Street Sweeping Estimated Total $32,070 294 Candy Canes 2) Fund a 2012 night-time parade with a budget of $53,000 • The parade would take place at 7:00 p.m. Friday, December 7, 2012 or Friday, December 14, 2012. • If approved for night time, Save the Parade funds would be used and the City Council would also need to approve $22,000 from the un -appropriated general fund balance or other identified funding source to make up the difference. This may increase the General Fund deficit. Vendor Amount Supplies Provision Event Services $ 7,900 Barricades/lights & Port -a- Pots Logistics Cisco Foods $ 400 Food for reception Chili, Cider, Hot chocolate Diana Tamales $ 400 Food for reception Tamales Pageantry Productions $ 9,300 Parade Coordination Contract L.A County Sheriff $25,000 Parade Safety Motor Officers, Deputies, etc. Private Security $ 2,500 Parade Security 15 officers 7 hrs each GBS Linen $ 150 Linen Reception Decor Video Production $ 3,500 Video Ta in & editin of parade Trolleys $ 520 L nwood Trolleys For clubs and commissioners Frank Stein $ 294 Candy Canes Give away throughout route Awards $ 300 Awards Parade Marshals Ceremonial Staff Time $ 2,500 Recreation and Public Works Staff Street Closure and Parade Logistics Estimated Total $52,764 3) Carry-over fundraising to the 2013 parade with a budget of $72,000 • Cancel the 2012 parade • Continue fundraising • Continue to seek sponsorships Expected revenue from either the day time or night time parade would come from temporary business license sales to street vendors and confirming a carnival for this event. Estimated total revenue day or night would be approximately $3,700. Fiscal Impact: The fiscal impact would be determined by the option chosen by City Council. A fully funded day time parade for 2012 would be budgeted at $32,000. The current revenue estimates for the Save the Parade Campaign would cover this amount. A fully funded night time parade for 2012 would be budgeted at $53,000. If funded at this level this option would require the use of approximately $22,000 of un -appropriated General Fund Reserves. Coordinated With: City Manager Finance Public Works