The URL can be used to link to this page

Home My WebLink About10/3/2006Tuesclay, October 3, 2006 6:00 p.m. — Closed Session CC -8 6:15 p.m. — Study Session CC -8 6:30 p.m. — Regular Meeting The Government Center South Coast Air Quality Management District/ Main Auditorium 21865 Copley Drive Diamond Bar, CA 91765 Mayor Carol Herrera Mayor ProTem Bob Zirbes Council Member Wen Chang Council Member Jack Tanaka Council Member Steve Tye City Manager James DeStefano City Attorney Michael Jenkins CioJ Clerk Tommye Cribbins Copies of staff reports or other written documentation relating to agenda items are on file in the Office of the City Clerk, and are available for public inspection. If you have questions regarding an agenda item, please contact the City Clerk at (909) 839-7010 during regular business hours. In an effort to comply with the requirements of Title II of the Americans with Disabilities Act of 1990, the City of Diamond Bar requires that any person in need of any type of special equipment, assistance or accommodation(s) in order to communicate at a City public meeting, must inform the City Clerk a minimum of 72 hours prior to the scheduled meeting. Please refrain from smoking, eating or drinking in the Council Chambers. The City of Diamond Bar uses recycled paper and encourages you to do the same. DIAMOND BAR CITY COUNCIL MEETING RULES Welcome to the meeting of the Diamond Bar City Council. Meetings of the Diamond Bar City Council are open to the public and are cablecast live on Channel 3. You are invited to attend and participate. PUBLIC INPUT Members of the public may addiress the Council on any item of business on the agenda during the time the item is taken tip by the Council. In addition, members of the public may, during the Public Comment period, address the Council on any consent calendar item or any matter not on the agenda and within the Council's subject matter jurisdiction. Persons wishing to speak should submit a speaker slip to the City Clerk. Any material to be submitted to the City Council at the meeting should be submitted through the City Clerk. Speakers are limited to five minutes per agenda item, unless the Mayor determines otherwise. The Mayor may adjusl this time limit depending on the number of people wishing to speak, the complexity of the matter, the length of the agenda, the hour and any other relevant consideration. Speakers may address the Council only once on an agenda item, except during public hearings, when the applicant/appellant may be afforded a rebuttal. Public comments must be directed to the City Council. Behavior that disrupts the orderly conduct of the meeting may result in the speaker being removed from the Council chambers. INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COUNCIL Agendas for regular City Council meetings are available 72 hours prior to the meeting and are posted in the City's regular posting locations, on DBTV Channel 3, and on the City's website at www.ci.diamond-bar.ca.us. A full agenda packet is available for review during the meeting, in the foyer just outside the Council chambers. The City Council may take action on any item listed on the agenda. ACCOMMODATIONS FOR THE DISABLED A cordless microphone is available for those persons with access the podium in order to make a public comment. available by providing the City Clerk three business days Please telephone (909) 839-7000 between 7:30 a.m. Thursday and 7:30 a.m. to 4:30 p.m. on Fridays. HELPFUL PHONE NUMBERS mobility impairments who cannot Sign language interpretation is ' notice in advance of a meeting. and 5:30 p.m. Monday through Copies of agendas, rules of the Council, CassetteNideo tapes of meetings: (909) 839-7010 Computer access to agendas: www.ci.diamond-bar.ca.us General information: (909) 839-7000 1 THIS MEETING IS BEING 13ROADCAST LIVE BY TIME -WARNER FOR AIRING ON CHANNEL 3 AND BY REMAINING IN THE ROOM, YOU ARE GIVING YOUR PERMISSION TO BE TELEVISED. THIS MEETING WILL BE RE -BROADCAST EVERY SATURDAY AT 9:00 A.M. AND EVERY TUESDAY AT 8:00 P.M. ON CHANNEL 3. CITY OF DIAMOND BAR CITY COUNCIL AGENDA October 3, 2006 Next Resolution 2006-73 Next Ordinance No. (08)2006 CLOSED SESSION: 6:00 p.m. Room CC -8 Public Comments on Closed Session Agenda ► Government Code Section 54956.9(a) — Pending Litigation - (1 Case) Diamond Bar v. Southern California Edison LACSCC - No. BC351266 STUDY SESSION: 6:15 p.m., Room CC -8 ► Library Rebate Program Public Comments CALL TO ORDER: 6:30 p.m. PLEDGE OF ALLEGIANCE: Mayor INVOCATION: Monsignor James Loughnane, St. Denis Catholic Church ROLL CALL: Council Members Chang, Tanaka, Tye, Mayor Pro Tem Zirbes, Mayor Herrera APPROVAL OF AGENDA: Mayor SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 Presentation by Dianne Forbing, with the Diamond Bar Friends of the Library and Proclaiming October, 2006 as `Read Together Diamond Bar Month". 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: October 3, 2006 PAGE 2 3. PUBLIC COMMENTS: "Public Comments" is the time reserved on each regular meeting agenda to provide an opportunity for members of the public to directly address the Council on Consent Calendar items or matters of interest to the public that are not already scheduled for consideration on this agenda. Although the City Council values your comments, pursuant to the Brown Act, the Council generally cannot take any action on items not listed on the posted agenda. Please complete a Speaker's Card and give it to the City Clerk (completion of this form is voluntary). There is a five-minute maximum time limit when addressing the Citv Council. 4. RESPONSE TO PUBLIC COMMENT: Under the Brown Act, members of the City Council may briefly respond to public comments but no extended discussion and no action on such matters may take place. 5. SCHEDULE OF FUTURE EVENTS: 5.1 Planning Commission Meeting — October 10, 2006 — 7:00 p.m., AQMD/Government Center Auditorium, 21865 Copley Dr. 5.2 Traffic and Transportation Commission Meeting — October 12, 2006 — 7:00 p.m., AQMD/Government Center Hearing Board Room, 21865 Copley Dr. 5.3 City Council Meeting — October 17, 2006 — 6:30 p.m. AQMD/Government Center Auditorium„ 21865 Copley Dr. 6. CONSENT CALENDAR: 6.1 City Council Minutes: 6.1.1 Study Session of September 19, 2006 -Approve as submitted. 6.1.2 Regular Meeting of September 19, 2006 - Approve as submitted. 6.2 Planning Commission Minutes: 6.2.1. Regular Minutes of August 22, 2006 - Receive and File. 6.2.2 Regular Minutes of September 12, 2006 - Receive and File. 6.3 Ratification of Warrant Register- Ratify Check Register containing checks dated September 14, 2006 through September 27, 2006 totaling $577,984.26. Requested by: Finance Department October 3, 2006 PAGE 3 6.4 Preliminary Treasurer's Statement - month of August, 2006 — Review and Approve. Requested by: Finance Department 6.5 Second Reading by Title Only, Waive Full Reading and Adopt Ordinance No. 07(2006) Approving Amendment No. 2 to Development Agreement 2004-01 and as Amended by Amendment No. 1 on July 22, 2005, Between the City and Lewis -Diamond Bar, LLC for the Diamond Bar Village Project. Recommended Action: Adopt. Requested by: Community Development Department 6.6 Authorize City Manager to Extend the Professional Services Agreement with Civic Solutions, Inc., to Increase the Contract Amount by $60,000 for a Total Contract Amount Not to Exceed $120,000 to Provide Continued On -Site Planning Services. Recommended Action: Authorize. Requested by: Community Development Department 6.7 Approve Amendment No. 2 to the Professional Services Agreement with Environmental Impact Sciences, to Increase the Contract Amount by $42,390 for a Total Contract Amount Not to Exceed $127,995 for the Preparation of Environmental Impact Report for South Pointe West Project, JCC Homes. Recommended Action: Approve. Requested by: Community Development Department 6.8 Award of Contract to Environmental Construction Inc. for the Construction of Sycamore Canyon Park Phase III ADA Improvements in the Amount of $1,378,800.40, Plus a Contingency of $137,880 (10%) for a Total Authorization of $1,516,680.40; and Appropriation of $691,880.40 from the Park Development Fund to Fully Fund the Project. Recommended Action: Award and Appropriate. Requested by: Community Services Department October 3, 2006 PAGE 4 6.9 Approval of Appropriation of $76,000 from General Fund Reserves and $45,000 from the Park Development Fund, for a Total Appropriation of $121,000 for the 2006/07 FY Budget to Fully Fund the Contract with Pomona Unified School District for Construction and Maintenance., of Improvements at Lorbeer Middle School. Recommended Action: Approve. Requested by: Community Services Department 6.10 Approval of Additional Appropriation of $12,000 from General Fund Reserves to Install 50 Additional Armed Forces Banners During the 2006/07 FY. Recommended Action: Approve. Requested by: Community Services Department 6.11 Approval of an "On -Line Development Services Permitting System" and Approval of Agreements with Municipal Software Corp. in an Amount Not to Exceed $275,000 and Go Live Technology, Inc. in an Amount Not to Exceed $193,500 and Authorize a Contingency Amount of $56,500 for a Total Authorization of $525,000 and Appropriate $275,000 from General Fund Reserves to Fully Fund the Project. Recommended Action: Approve and Appropriate. Requested by: IS Department 7. PUBLIC HEARINGS: None 8. COUNCIL CONSIDERATION: 8.1 (a) Approve for First Reading by Title Only, Waive Full Reading of Ordinance No. 0X(2006) Amending Procedural Provision of the Diamond Bar Transient Occupancy Tax Ordinance and Amending Title 3, Chapter 3.16 of the Diamond Bar Municipal Code. Recommended Action: Approve. October 3, 2006 PAGE 5 (b) Adopt Resolution No. 2006 -XX: Approving the Use of the "Transient Occupancy Tax Government Employee Exemption Form" in Conjunction with its Transient Occupancy Tax Ordinance. Recommended Action: Adopt. Requested by: Finance Department 8.2 Consideration of a City Funded Low -Income Rebate Program Related to Measure L. Recommended Action: Direct Staff. Requested by: City Manager 8.3 Appointment of Planning Commissioner. Recommended Action: Approve. Requested by: Council Member Tye 9. COUNCIL SUB -COMMITTEE REPORTS/COUNCIL MEMBER COMMENTS: 10. ADJOURNMENT: Agenda No. 6.1.1 CITY OF DIAMOND BAR CITY COUNCIL STUDY SESSION SEPTEMBER 19, 2006 DRAFT STUDY SESSION: Mayor Herrera called the Study Session to order at 5:56 p.m. in Room CC -8 of the South Coast Air Quality Management District/Government Center, 21865 Copley Dr., Diamond Bar, CA. Present: Council Members Chang, Tanaka, Mayor Pro Tem Zirbes (telephonically) and Mayor Herrera. Absent: Commissioner Tye was excused. Also Present: James DeStefano, City Manager; David Doyle, Assistant City Manager; Michael Jenkins, City Attorney; David Liu, Public Works Director; Bob Rose, Community Services Director; Nancy Fong, Community Development Director; Ken Desforges, IS Director; Linda Magnuson, Finance Director; Ryan McLean, Senior Management Analyst; Isaac Aziz, Network/GIS Engineer; Kimberly Molina, Associate Engineer; Rick Yee; Sr. Engineer; Marsha Roa, Public Information Manager; and Tommye Cribbins, City Clerk. ► DEVELOPMENT SERVICES AUTOMATION PROJECT ISD/Desforges presented the Development Services Automation Project stating that the project to bring customer service to more residents via the Internet and improving customer serVice across the board through automation was nearing conclusion. Implementation has taken place in the Community Services Department, the Transit Pass area and within the GIS. Service benefits to constituents include improved customer service with the ability to obtain status reports, online plans and permit status checks, online inspection scheduling, online permit processing including credit card payments, water heater permits and so forth. ISD/Desforges reported that this ambitious project is intended to give the City a significant across-the-board multi -departmental improvement and ability to communicate. Over the past six years Building and Safety has averaged about 2000 building, plumbing, mechanical and electrical permits and 4200 building inspections per year for a total of $48 million per year in revenue generating improvements to the City. As a result, gross revenues of the City are about $470,000. Code Enforcement is tracking more than 12,000 inspections per year; Planning has completed in excess of 700 planning projects per year and 150 reviews. The Planning Department serves more than 2400 individuals at the front counter and receives more than 3,000 telephone calls with approximately 30 percent requesting status. The new delivery system will allow for instantaneous status checks thereby relieving the Planning Department of significant workload. Public Works and Engineering would similarly benefit from incorporation into the systE:m. ISD/Desforges said that initially the City selected a vendor consultant that recommended Pentamation for its financial applications. However, it turned out that the application does not belong to the vendor and is not integrated at this SEPTEMBER 19, 2006 PAGE 2 CC STUDY SESSION Point. Upon further examination staff determined that it would not be looking to include the Pentamation products. Staff selected Municipal Software's product, CityView, a software package that was awarded the Microsoft Certified Partner Award as well as numerous other awards. The Program will be parcel based with all aspects of the Program reference back to the property. In addition, the program will leverage the existing GIS data. ISD/Desforges introducE.,d Rob Bennett, President of Municipal Software who presented information ori his company. The CityView PreBuilts product offers six pre -built solutions that cover property, permitting, code enforcement, planning, cashiering and licensing. PreBuilts is built on top of an application called the CityView Application Builder and assists staff in the management of its internal business process in order to better serve the City's constituents. One of the primary benefits is the streamlining of the business process. ISD/Desforges elaborated on the information and application capabilities. Of the $300,000 budget allocation for the current Fiscal Year, $250,000 was allocated for software and $50,000 for hardware. As a contract city, D.B. runs lean and does not have the reserve capacity to implement this project. Therefore, staff looked at bringing a project manager on staff for the next 20 months on a contract basis in order to more effectively implement the system. The projected costs are estimated as follows: 1) Municipal Software $275,000 2) Hardware & Third (party Software $ 50,000 3) Contract Project Management $193,500 Subtotal $518,000 Contingency Fund 10-11 °io ISD/Desforges explained that no additional funds are requested for this year's budget. The current budget is sufficient to move the project through Phases I & II. He contemplated using the current budget allocation of $300,000 in the current Fiscal Year and that a budget request for an additional $300,000 would be included in the next Fiscal Year. For 2008 and beyond the annual maintenance costs would be approximately $30,000. ISD/Desforges stated that staff would propose a Consent Calendar Item for October 3 requesting authorization for the City Manager to approve a software contract not -to -exceed $275,000, a project management contract not -to -exceed $193,500 and further authorize the City Manager to amend the contract as needed to cover additional travel and other contingencies on an as -needed basis in the amount of $57,000. He thanked everyone involved in the process for contributing toward the implementation of the project. ACM/Doyle explained that ISD/Desforges had spent considerable time and effort putting together a tight contract with strict timelines. SEPTEMBER 19, 2006 PAGE 3 CC STUDY SESSION ACM/Doyle responded to C/Chang that this implementation would take the City from virtually no tracking system to a fully functional system. C/Chang believed that this implementation should move forward to serve the needs of the community and allow staff more time for economic development and other endeavors. ISD/Desforges responded to C/Tanaka that in speaking with clients in California and all over the United States, overall cities are exceptionally happy with the project implementation, exceptionally happy with the individuals with whom they are doing business and the only area of concerns voiced was the implementation processes and that was why he spent so much time defining the milestones and payment schedules in the initial contract. ISD/Desforges explained the ongoing software maintenance and upgrade program. Public Comments: None Offered. ADJOURNMENT: With no further business to come before the City Council, M/Herrera adjourned the Study Session at 6:36 p.m. TOMMYE CRIBBINS, City Clerk The foregoing minutes are hereby approved this day of CAROL HERRERA, Mayor 2006. MINUTES OF THE CITY COUNCIL Agenda No. 6.1.2 REGULAR MEETING OF THE CITY OF DIAMOND BAR 'T SEPTEMBER 19, 2006 CLOSED SESSION: 5:00 p.m., Room CC -8 Public Comments on Closed Session Agenda: ► Government Code Section 54956.9(a) — Pending Litigation — One case - People of the State of California v. Ratan Hospitality, LLS (Scribbles) — Case No. BC351925 ► Government Code Section 54956.8 — Conference with Real Property Negotiators Property Negotiations: City of Industry Identified as: APN 8269008270 APN 8269050026 APN 8269053024 APN 8762002023 APN 8762002007 APN 8762002006 STUDY SESSION: 5:56 p.m_ — Room CC -8 ► Development Services Automation Project — Presentation by IS Department Public Comments on Study Session Items M/Herrera adjourned the Study ESession at 6:36 p.m. CALL TO ORDER: Mayor Herrera called the Regular City Council meeting to order at 6:42 p.m. in The Government Center/SCAQMD Auditorium, 21865 Copley Dr., Diamond Bar, CA. CA/Jenkins reported that Council began the evening with a Closed Session to discuss items listed on the Closed Session Agenda. No reportable action was taken. The Closed Session was adjourned at 5:55 p,m. M/Herrera reported that the Closed Session was followed by a Study Session at 5:56 p.m. to receive a presentation on the Development Services Automation Project from the City's IS Department. PLEDGE OF ALLEGIANCE: M/Herrera led the Pledge of Allegiance. INVOCATION: Jim Price, Senior Pastor, Diamond Canyon Christian Church gave the Invocation. SEPTEMBER 19, 2006 PAGE 2 CITY COUNCIL ROLL CALL: Council Members Chang, Tanaka and Mayor Herrera. Absent: Council Member Tye and Mayor Pro Tem Zirbes were excused. Staff Present: James DeStefano, City Manager; David Doyle, Assistant City Manager; Michael Jenkins, City Attorney; Bob Rose, Community Services Director; David Liu, Public Works Director; Linda Magnuson, Finance Director; Nancy Fong, Community Development Director; Ken Desforges, IS Director; Ryan McLean, Senior Management Analyst, Rick Yee, Senior Engineer and Tommye Cribbins, City Clerk. APPROVAL OF AGENDA: CM/DeStefano requested that Item 8.1 be removed from tonight's agenda. Mr. Herrick advised staff that he was willing to continue serving on the WCCA Advisory Committee and as a result, no action is required on this item this evening. 2. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 Deputy Wright presented Council and residents with T -Shirts and a plaque to the City Council commemorating the City's commitment to the "STAR" Program. 1.2 C/Tanaka presented a Certificate of Recognition to Dominique Arnold for his record-breaking achievement in the 110 -meter hurdles. 1.3 C/Chang proclaimed September 2006 as "National Emergency Preparedness Month." The Proclamation to be mailed to Supervisor Don Knabe's office. 3. CITY MANAGER REPORTS AND RECOMMENDATIONS: Update on Traffic Improvement Projects: SE/Yee updated Council on the Brea Canyon Road Grade Separation and Grand Avenue Street Improvements Phase II Projects. The partial road closure for the Brea Canyon Road Project that began in August remains in effect affecting the southbound lanes from Spanish Ln.to Washington St. Only one northbound lane remains open in the same area. Full access is available to all businesses and the Metrolink Station. Full closure of Brea Canyon Rd.is slated for late November. The overall project is schedule for completion fall 2008. The Grand Avenue Phase II Project commenced on September 5. The limits of the project are slightly west of Cahill PI. to Rolling Knoll Rd. The Project entails street rehabilitation and landscape median improvements. Construction hours are limited to outside of peak travel hours on Grand Ave. with the majority of paving to occur at night beginning mid- October with completion anticipated by mid-November. Completion of the entire Project is slated for the end of November. SEPTEMBER 19, 2006 PAGE 3 CITY COUNCIL PWD/Liu updated Council on the Caltrans Freeway Project and Neighborhood Traffic Improvement Project (NTMP). The westbound Pomona Freeway/Brea Canyon Rd. on-ramp will be opened to the public by the end of 2006. Construction is 91 percent complete. 'The NTMP is divided into five residential districts. Currently, the City's contractor is installing various traffic calming devices through the City's neighborhoods. Devices include striping, Texas dots, traffic circles and speed cushions. Construction is scheduled for completion by mid-October. From November 2006 through April 2007 the pilot project improvements will undergo a six-month evaluation by the public and affected residents. PWD/Liu responded to IM/Herrera that the devices would be implemented in accordance with resident's input. Therefore, it is critical that the City receive public input from residents residing in the affected areas. Presentation of Diamond Bar Fingerprint Program: AGM/Doyle introduced Lt. Joe Maxey who spoke about the D.B. Fingerprint Recovery Program. Lt. Maxey stated that the Department took the program in-house and trained LET Officer Sandy Clark in processing fingerprints so that she would be able to immediately respond to fingerprint inquiries. Due to lack of resources in the D.B./Walnut Station, they Department contracted with West Covina Police Department and as a resUt, the Program has successfully removed criminals from the streets. Lt. Maxey said he was very pleased with the success of the Program. Lt. Maxey introduced Sandy Clark and officials from the West Covina Police Department who were involved in the program. 4, PUBLIC COMMENTS: Robert Derefield, Jubilee Ln., protested the NTMP Project and what he referred to as the way it was destroying the City. He claimed that residents were never notified about public meetings and were never notified about proposed mitigation until they were sent a notice of construction. The City installed two large speed humps within two blocks on Jubilee Lane, a street that goes nowhere and has no speeders. He said he has lived in his home for 27 years and has never witnessed any problems. He said that the intersection of Jubilee Ln. and Rancheria Rd. was one of the worst traffic "outlays" he had seen for traffic control. He felt it was a total waste of taxpayer dollars for the City to destroy and mess up the neighborhoods. Charles Horvath, 1309 S. Elath Ln. spoke about the voting process in Iraq and the voting process in the United States, California and D.B. and the disparity in voting percentages. He encouraged individuals to be informed and vote. Dr. Ed Bishof, a 20 -year resident said he felt that from a psychology perspective a community was defined by how the residents treated each other, spoke to each other and how community members came together to work on projects that SEPTEMBER 19, 2006 PAGE 4 CITY COUNCIL benefited common needs, and interests and that it was beneficial to the community to promote the Library Bond Measure. Kevin House, 2536 Harmony Hills Drive said there were no traffic problems in his neighborhood and felt they current mitigations were sufficient. He did not attend the NTMP meetings because he felt there were no traffic problems and now speed humps and other eyesores have appeared on his street. Now the residents are inconvenienced by measures initiated to punish non-residents who speed through the City and it makes no sense to him. He believed all residents should have a vote, not just the few that attended a meeting. John Avila, PUSD Board of Trustees congratulated the City Council for its unanimous support for placing Measure L on the November ballot and asked the community to rally support for the measure. Mei Lein Chang, an 18 -year resident spoke in favor of Measure L. Rachel Kirk, a 35 -year resident said she favored Measure L. Allen Wilson, a 10 -year resident reiterated his opposition to Measure L and indicated his concern about Consent Calendar Item 6.7. Pat Savage, a 30 -year resident spoke in favor of Measure L. Eileen Ansari, a 28 -year resident welcomed CM/DeStefano and thanked the City Council for placing Measure L on the ballot. She asked residents to please vote in favor of a new library. Reverend Jim Price, a former D.B. resident spoke in favor of anew library for D.B. 5, RESPONSE TO PUBLIC COMMENTS: CM/DeStefano responded to public comments regarding the NTMP. The City has been at the crossroads of two major freeways for some 35 years and during those years D.B. has become the center of a burgeoning empire of several surrounding communities with hundreds of residents frequently passing through the SR57/60 interchange. Recently the cities of Chino and Ontario announced massive new development projects each exceeding the current size of D.B. D.B. has been a leader in the pursuit of the Four Corners Transportation issues and has worked with the cities of Chino Hills, Brea and Pomona to obtain transportation improvements on a major scale in the immediiate area. To that end, D.B. and the core cities created the Four Corners Transportation Coalition of which M/Herrera is the first chartered chairperson. These factors have created significant freeway issues as well as a variety of cut -through traffic: trips through the City's residential neighborhoods. A couple of years ago in response to more than a decade of complaints the City Council agreed with staff that neighborhood meetings were needed within each of five major areas of the City to address citywide traffic concerns. The current pilot SEPTEMBER 19, 2006 PAGE 5 CITY COUNCIL program mitigation measures are a result of numerous neighborhood meetings and input from residents and law enforcement agencies. PWD/Liu stated that in response to concerns regarding neighborhood traffic issues the City created five residential districts under the Neighborhood Traffic Management Program. The Program was created in 2004 and neighborhood meetings began in January 2005 to initiate a direct dialogue with residents on a pro- active basis. PWD/Liu mcounted the numerous individual meetings, number of advance notices sent to the affected residents, number of attendees and concerns voiced by the residents. In short, the City sent thousands of notices out to residents in an effort to engage the residents in a dialogue to address their neighborhood traffic concerns. 5. SCHEDULE OF FUTURE: EVENTS: 5.1 Community Meeting — September 20, 2006 — 7:00 p.m., - JCC Project — Proposed 99 home development at Larkstone Drive Room CC -6, AQMD/Government Center, 21865 Copley Dr. 5.2 Planning Commission Meeting — September 26, 2006 — 7:00 p.m., Auditorium, AQMD/Government Center, 21865 Copley Dr. 5.3 Parks and Recreation Commission Meeting — September 28, 2006 — 7:00 p.m., Board Hearing Room, AQMD/Government Center, 21865 Copley Dr. 5.4 City Council Meeting — October 3, 2006 — 6:30 p.m., Auditorium, 21865 Copley Dr. 6. CONSENT CALENDAR: C/Tanaka moved, C/Chang seconded to approve the Consent Calendar. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Chang, Tanaka, M/Herrera NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: Tye, MPT/Zirbes 6.1 APPROVED CITY COUNCIL MINUTES: 6.1.1 Study Session of August 15, 2006 —as submitted. 6.1.2 Regular Meeting of August 15, 2006 — as corrected. 6.2 RECEIVED AND FILED PLANNING COMMISSION MINUTES: 6.2.1 Regular Meeting of June 27, 2006 6.2.2 Regular Meeting of July 11, 2006 6.2.3 Regular Meeting of August 8, 2006 SEPTEMBER 19, 2006 PAGE 6 CITY COUNCIL 6.3 RECEIVED AND FILED PARKS AND RECREATION COMMISSION MINUTES — Regular Meeting of July 27, 2006. 6.4 RATIFIED WARRANT REGISTER — containing checks dated August 10, 2006 through September 13, 2006 for a total amount of 3,090,792.12. 6.5 REVIEWED AND APPROVED TREASURER'S STATEMENT - for the month of July 2006. 6.6 REJECTED CLAIM FOR DAMAGES — filed by Susan Proznick on July 5, 2006. 6.7 AWARDED CONTRACT TO ZUSSER COMPANY, INC. FOR CONSTRUCTION OF SLOPE REPAIRS AT THE DIAMOND BAR CENTER IN THE AMOUNT OF $267,010 PLUS A 10 PERCENT CONTINGENCY OF $26,700; FOR A TOTAL AUTHORIZATION OF $293,710 AND APPROPRIATED $305,000 FROM GENERAL FUND RESERVES TO FULLY FUND THE PROJECT. 6.8 ADOPTED RESOLUTION NO. 2006-70: APPROVING THE APPLICATION FOR GRANT FUNDS FROM THE CALIFORNIA RIVER PARKWAYS GRANT PROGRAM, PROP 50 STATE GRANT FUNDS FOR THE SYCAMORE CANYON PARK PHASE III TRAILS PROJECT 6.9 ADOPTED RESOLUTION NO. 2006-71: APPROVING THE APPLICATION FOR GRANT FUNDS FROM THE RECREATIONAL TRAILS PROGRAM UNDER THE "SAFE, ACCOUNTABLE, FLEXIBLE, EFFICIENT TRANSPORTATION EQUITY ACT: A LEGACY FOR USERS" FOR THE SYCAMORE CANYON PARK TRAILS PHASE IV PROJECT. 6.10 APPROVED CONTRACT AMENDMENT IN THE AMOUNT OF $40,000 WITH NORRIS-REPKE FOR ENGINEERING SUPPORT SERVICES. 7. PUBLIC HEARINGS: 7.1 ADOPT RESOLUTION NO. 2006-72: FINDING THE CITY'S CONGESTION MANAGEMENT PROGRAM (CMP) — IN CONFORMANCE WITH THE STATE CONGESTION MANAGEMENT PROGRAM AND ADOPT THE CMP LOCAL DEVELOPMENT REPORT IN ACCORDANCE WITH CALIFORNIA GOVERNMENT CODE SECTION 65089. CDD/Fong reported that the Congestion Management Program requires the City to analyze the development within the City and its impacts to the regional congestion. Last year D.B. developed Target, custom and single- family homes and issued permits for an office and medical office building. These new developments created a certain amount of congestion. However, the created congestion was considered debits and certain credit adjustments were allowed to reduce the debits. As a result, the City is in compliance with SEPTEMBER 19, 2006 PAGE 7 CITY COUNCIL the Congestion Management Program. Therefore, staff recommends the City Council adopt Resolution No. 2006-72 finding that the City is in conformance with the Congestion Management Program. M/Herrera opened the Public Hearing at 8:30 p.m. With no one present who wished to speak on this item, M/Herrera closed the Public Hearing at 8:31 p.m. C/Chang moved, C/Tanaka seconded to adopt Resolution No. 2006-72 as recommended by staff. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Chang, Tanaka, M/Herrera NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: Tye, MPT/Zirbes 7.2 APPROVAL OF AMENDMENT NO. 2 TO DEVELOPMENT AGREEMENT 2004-01 BETWEEN THE CITY AND LEWIS-DIAMOND BAR, LLC FOR THE DIAMOND BAR VILLAGE SPECIFIC PLAN, A 71 -ACRE DEVELOPMENT CONSISTING OF 1180 MULTI -FAMILY RESIDENTIAL UNITS AND UP TO 270,000 SQUARE FEET OF COMMERCIAL, RETAIL AND INSTITUTIONAL USES. THE PROPOSED AMENDMENT IS TO CONSIDER PROPOSED CHANGES TO THE FINANCIAL TERMS OF THE CONTRACT AND THE MINOR CHANGES TO THE SCHEDULE OF PERFORMANCE. CDD/Fong stated that the total amount of traffic impact fees is $1.2 million. Amendment No. 2 redistributes the dollar amount for the different users. Target is requesting a change in the timing of certain remaining commercial use fees to coincide with the two undeveloped tracts. Based on the trip generations, Target's share is approximately 75 percent of the total of $541,000 and TargE!t is merely asking for a delay of the portion attributable to the remaining two pads, which they wish to pay at the time of permit issuance. On SeptE:mber 12, 2006 the Planning Commission reviewed the proposal and recommended City Council approval. M/Herrera opened the Public Hearing at 8:36 p.m. With no one present who wished to speak on this matter, M/Herrera closed the Public Hearing at 8:37 p.m. SEPTEMBER 19, 2006 PAGE 8 Lf a CITY COUNCIL C/Chang moved, C/Tanaka seconded to approve for first Reading by Title only, and waive full reading of Ordinance No. 07(2006) Approving Amendment No. 2 to the Development Agreement 2004-01 between the City and Lewis -Diamond Bar, LLC for the Diamond Bar Village Specific Plan. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Chang, Tanaka, M/Herrera NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: Tye, MPT/Zirbes COUNCIL CONSIDERATION: 8.1 Acceptance of Letter of Resignation by William Herrick as a member of the WCCA Advisory Committee and announcing the vacancy. This item was tablE:d due to Mr. Herrick retaining his position on the WCCA Advisory Committee. COUNCIL SUBCOMMITTEE REPORTS/COUNCIL MEMBER COMMENTS: C/Chang thanked the residents for their comments and criticisms regarding the NTMP and other matters. He stated that the Council attempts to respond to community concerns and with respect to traffic concerns it has made every effort to provide ample opportunity for citizen input toward traffic improvements for the City. The pilot program is experimental and the mitigation measures will be monitored with a report being provided to Council regarding the Program efforts in six months. At that time Council will consider whether the Program implementations have been effective. The City has received many compliments about the street banners honoring service men and women. The residents brought the idea of street banners to the Council and Council responded. He assured residents that their input was very important to the Council's decision. The fingerprint recovery program has been very beneficial to the community and he commended the Sheriff's Department for their insight in partnering w4h the City of West Covina. He thanked West Covina for their assistance. C/Tanaka thanked CSD/Rase and his staff for installing the banners and expressed how much residents appreciated the recognition of the service men and women. He went on to enumerate the several meetings and events he attended during the past two months as a representative of the community including Tree Valleys Water District Leadership Breakfast, meetings with the Pomona School Board, D.B. 4 - Youth meeting, WCCA, Senior Citizens Italian Dinner and Dance. C/Tanaka stated that the League of California Cities Annual Conference in San Diego was an exciting time to hear about what other cities like D.B. and what the vision and plans were for their communities. He attended the California Contract Cities Association dinner hosted by the LA County Sheriff's Department. He also attended the D.B. Day Camp Program which held the Summer's Aloha Blast at the end of their year. SEPTEMBER 19, 2006 PAGE 9 CITY COUNCIL He participated in D.B.'s first 24-hour Relay for Life hosted by the American Cancer Society. C/Tanaka advised that the Senior Citizen's groups continue to meet to work on the details for thEllmulti-cultural event for Saturday, October 28 —tickets are $8. On Saturday, August 26 he attended the Youth Baseball Awards & Picnic. The Chambers from D.B., Walnut, Val inda-LaPuente; Hacienda Heights and Rowland Heights have combined their organizations to create a Regional Chamber of Commerce which held their first Regional Mixer at the Holiday -Inn Select; last Thursday was D.B. Day iat the LA County Fair; last Saturday the City of Pomona installed their new police chief; Pacific Crest Drum & Bugle Corp held a luncheon and awards banquet and yesterday he and M/Herrera attended a San Gabriel Valley dialogue with California's Business, Transportation & Housing Agency; M/Herrera stated that very often many Council Members attend the same events. The Council has received a lot of positive feedback on the banners and she to thanked CSD/Rose and his staff for implementation and her colleagues for their support. One resident suggested that the trees be trimmed to allow for greater visibility of the banners. Rather than trim the trees because D.B. is a Tree City, M/Herrera suggested spreading the banners to areas of Diamond Bar Blvd. that were free of trees and tree limbs. She also lauded the fingerprint program. For several years the City has had problems at the LA Fitness location and with the new program the Sheriff's Department has been able to apprehend the repeat offenders. The League of Cities Conference was a wonderful opportunity for Council Members to attend various workshops and learn more about how to serve the residents and to interact with Council Members from other cities. She thanked the Volunteer Patrol for monitoring her home during her vacation and encouraged residents to utilize their services. M/Flerrera said she met with the new superintendent of the Pomona Unified School District, Dr. Thelma Melendez de Santa Ana who is very eager to increase communication within the District, with the City of D.B., City of Pomona and with the LA County Sheriff's Department. Dr. Melendez de Santa Ana suggested different methods of collaborating on campaigns such as graffiti abatement. ADJOURNMENT: With no further business to conduct, M/Herrera adjourned the Regular City Council meeting at 8:56. TOMMYE CRIBBINS, CITY CLERK The foregoing minutes are hereby approved this day of 2006. CAROL HERRERA, MAYOR Agenda No. 6.2.1 MINUTES OF THE CITY OF DIAMOND BAR REGULAR MEETING OF THE PLANNING COMMISSION AUGUST 22, 2006 CALL TO ORDER: Vice Chairman Nelson called the meeting to order at 7:00 p.m. in the South Coast Air Quality Management District/Government Center Auditorium, 21865 Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Commissioner Lee led the Pledge of Allegiance. 1. ROLL CALL: Present: Commissioners Kwang Ho Lee, Tony Torng, Osman Wei and Vice -Chairman Steve Nelson. Also present: Nancy Fong, Community Development Director; Ann Lungu, Associate Planner; and Stella Marquez, Senior Administrative Assistant. 2. MATTERS FROM THE AUDIENCE/PUBLIC COMMENTS: None Offered. 3. APPROVAL OF AGENDA: As Presented. 4. CONSENT CALENDAR: 4.1 Minutes of the Regular Meeting of August 8, 2006 C/Lee moved, C/Wei seconded to approve the minutes of the regular meeting of August 8, 2006. Motion carried by the following Roll Call vote: AYES: NOES: ABSENT: 5. OLD BUSINESS: 6. NEW BUSINESS: COMMISSIONERS: COMMISSIONERS: COMMISSIONERS: None None Lee, Torng, Wei, VC/Nelson None None AUGUST 22, 2006 7. PUBLIC HEARINGS: PAGE 2 PLANNING COMMISSION 7.1 Development Review No. 2006- 30 and Minor Conditional Use Permit No. 2006-10. In accordance with Code Sections 22.48, 22.30 and 22.56 of the Diamond Bar Municipal Code, the applicant requested approval to revise the one-story front elevation with stone architectural details and a 323 square foot, two- story hobby room addition to the existing 1,949 square foot, two-story, single family residence plus three car garage. The request included: Modifications of a garage bay for the interior stairs and storage; modification of the existing porch to a covered porch with stone columns to support the two-story addition; and, modification of the existing three car driveway to two car driveway with a Minor Conditional Use Permit approval to allow for greater width at the garage entry. Project Address: 20925 Pasco Court Diamond Bar, CA 91765 Property Owner/ V.W. Torn and Lisa C. Bode Applicant: 20925 Pasco Court Diamond Bar, CA 91765 AssocP/Lungu presented staffs report and recommended Planning Commission approval of Development Review No. 2006-30 and Minor Conditional Use Permit 2006-10, Findings of Fact, and conditions of approval as listed within the resolution. VC/Nelson opened the public hearing. Jonathon Park, architect, explained the project. He responded to C/Torng that he was very pleased with City staffs response during this process. VC/Nelson closed the public hearing. C/Torng moved, C/Lee seconded to approve Development Review No. 2006-30 and Minor Conditional Use Permit 2006-10. Motion carried by the following Roll Call vote: AUGUST 22, 2006 PAGE 3 PLANNING COMMISSION AYES: COMMISSIONERS: Lee, Torng, Wei, VC/Nelson NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: None 8. PUBLIC HEARINGS: None. 9. PLANNING COMMISSIONER COMMENTS/INFORMATIONAL ITEMS: C/Torng asked for an update regarding the matter of Art in Public Places. CDD/Fong responded that at the last meeting she reported that a subcommittee was created to meet and discuss the matter. She explained that under Staff Comments/Information Items tonight she was prepared to invite the subcommittee to meet at 6:00 p.m. on September 12 prior to the regular Planning Commission meeting. CDD/Fong responded to C/Torng that she would advise him about whether he could participate in discussions regarding the JCC project prior to the public hearing. C/Lee and C/Wei voiced theirfeelings and concerns about Art in Public Places and both agreed that each project should be considered on its own merits rather than limiting or imposing one percent of the project, for example. VC/Nelson strongly urged his colleagues to study the Draft EIR for the JCC Project when it became available, to list all of their questions and set a meeting with CDD/Fong to get answers in order to be certain about the facts rather than respond emotionally to the document. 10. STAFF COMMENTS/INFORMATION ITEMS. 10.1 Public Hearing dates for future projects. CDD/Fong reported that at this time the September 12 agenda contains only one public hearing item, a Development Agreement Amendment for the Target project. She stated that the Art in Public Places subcommittee was scheduled to meet at 6:00 p.m. on September 12 prior to the regular Planning Commission meeting. CDD/Fong reported that the JCC Environmental Impact Report would be available for public review on Friday, August 25. She recommended that the Planning Commission hold a study session following the regular September 12 Planning Commission meeting to receive information on the basics of an EIR document. AUGUST 22, 2006 PAGE 4 PLANNING COMMISSION A JCC project community meeting is scheduled for September 20 and in order to avoid a quorum under the Brown Act, no more than two commissioners could be in attendance at the meeting. 11. SCHEDULE OF FUTURE EVENTS: As listed in tonight's agenda. ADJOURNMENT: With no further business before the Planning Commission, Vice Chairman Nelson adjourned the meeting at 7:32 p.m. Respectfully Su Nancy Fong Community Attest: 4 Aleveelson, Vice Chairman nt Director Agenda No. 6.2.2 MINUTES OF THE CITY OF DIAMOND BAR REGULAR MEETING OF THE PLANNING COMMISSION SEPTEMBER 12, 2006 CALL TO ORDER: Vice Chairman Nelson called the meeting to order at 7:05 p.m. in the South Coast Air Quality Management District/Government Center Auditorium, 21865 Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Commissioner Wei led the Pledge of Allegiance. 1. ROLL CALL: Present: Commissioners Kwang Ho Lee, Tony Torng, Osman Wei and Vice -Chairman Steve Nelson. Also present: Nancy Fong, Community Development Director and Stella Marquez, Senior Administrative Assistant. 2. MATTERS FROM THE AUDIENCE/PUBLIC COMMENTS: None Offered. 3. APPROVAL OF AGENDA: As Presented. 4. CONSENT CALENDAR: 4.1 Minutes of the Regular Meeting of August 8, 2006. C/Torng moved, C/Wei seconded to approve the minutes of the regular meeting of August 22, 2006. Motion carried by the following Roll Call vote: AYES: NOES: ABSENT 5. OLD BUSINESS: 6. NEW BUSINESS COMMISSIONERS: COMMISSIONERS: COMMISSIONERS: 7. PUBLIC HEARINGS: None None Torng, Wei, Lee, VC/Nelson None None 7.1 Amendment No. 2 to Development Agreement 2004-01 - between the City of Diamond Bar and Lewis -Diamond Bar, LLC for the Diamond Bar Village Specific Plan, a '71 -acre development consisting of 180 multi -family residential units and up to 270,000 square feet of commercial, retail and SEPTEMBER 12, 2006 PAGE 2 PLANNING COMMISSION institutional uses. The proposed amendment was to consider proposed changes to the financial terms of the contract and the minor changes to the schedule of performance. PROJECT ADDRESS PROPERTY OWNER/ APPLICANT: South of Grand Avenue and East of Golden Springs Drive Diamond Bar, CA 91765 Lewis -Diamond Bar, LLC 1156 N. Mountain Avenue Upland, CA 91785 CDD/Fong presented staffs report and recommended Planning Commission adoption of a resolution recommending City Council approval of Amendment No. 2 to Development Agreement 2004-01. CDD/Fong responded to Commissioner's questions and concerns. VC/Nelson opened the public hearing. Kareem Ali, Target Corporation, 1000 Nicolette Mail, Minneapolis, Minnesota, agreed with staffs report and reiterated Target's request to defer the traffic impact fee for the out parcels to when they are developed in accordance with Target's intent of the original development agreement. C/Lee felt that Target should be responsible for paying the traffic impact fees for parcel 2 and 3 now because the most significant traffic impacts would result from the Target site. Mr. Ali responded that the impact fees were fairly based on square footage and trip generations for residential, church, anchor and two out parcels that were determined by the traffic engineer prior to Target coming in as an anchor and as such, the subdividing of the properties would have no bearing on the traffic impacts as determined through the study. CDD/Fong stated that the traffic study was based on the proposed use and not so much on the number of parcels. In fact, Target would not have to subdivide in order to build two retail or restaurant buildings. One parcel could have several buildings and the traffic study was based on buildings and their uses to determine trip generation. It is independent of the number of parcels and whether or not the parcels are subdivided would not affect the SEPTEMBER 12, 2006 PAGE 3 PLANNING COMMISSION traffic study. Since there has been no build -out of the pads, Target has requested to delay payment of the impact fees until development and when the pads are developed the fees will be paid. VC/Nelson closed the public hearing. C/Torng moved, C/Wei seconded to adopt a resolution recommending City Council approval of Amendment No. 2 to Development Agreement 2004-01. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Torng, Wei, VC/Nelson NOES: COMMISSIONERS: Lee ABSENT: COMMISSIONERS: None 8. PUBLIC HEARINGS: None. 9. PLANNING COMMISSIONER COMMENTWIN FORMATIONAL ITEMS: CDD/Fong provided an update on the progress of the Country Hills Towne Center development rehabilitation project at the request of C/Torng. The project is on schedule. CDD/Fong reported that C/Torng was cleared by CA/Jenkins to participate in discussions and vote on the JCC Development. C/Torng complimented staff on their professionalism. VC/Nelson asked if there was a target date for a new Planning Commissioner and CDD/Fong responded that Council Member Tye was planning to offer his Planning Commission appointment sometime in October. 10. STAFF COMMENTS/INFORMATIONAL ITEMS. 10.1 Public Hearing dates for future proiects. CDD/Fong proposed a Sturdy Session training workshop on CEQA and how it would tie-in to the JCC Project for September 26. 11. SCHEDULE OF FUTURE EVENTS: As listed in tonight's agenda. SEPTEMBER 12, 2006 PAGE 4 PLANNING COMMISSION ADJOURNMENT: With no further business before the Planning Commission, Vice Chairman Nelson adjourned the meeting at 7:40 p.m. Attest: Subm Narl y Fong Community Dev lopmen irector i eve Nelson, Vice Chairman Agenda # 6.3 Meeting Date: October 3, 2006 CITY COUNCILAGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Man TITLE: Ratification of Check Register date September 14, 2006 through September 27, 2006. RECOMMENDATION: Ratify Check Register containing checks dated September 14, 2006 through September 27, 2006 totaling $577,984.26. FINANCIAL IMPACT: Expenditure of $577,984.26 in City funds. BACKGROUND: The City has established the policy of issuing accounts payable checks on a weekly basis with City Council ratification at the next scheduled City Council meeting. DISCUSSION: The attached check register containing checks dated September 14, 2006 through September 27, 2006 for $577,984.26 is being presented for ratification. All payments have been made in compliance with the City's purchasing policies and procedures. Payments have been reviewed and approved by the appropriate departmental staff and the attached Affidavit affirms that the check register has been audited and deemed accurate by the Finance Director. PREPARED BY: Linda G. Magnuson Finance Director REVIEWED BY: O 1� Finance Die r Assistant City Manager Attachments: Affidavit and Check Register — 09/14/06 through 09/27/06 CITY OF DIAMOND BAR CHECK REGISTER AFFIDAVIT The attached listings of demands, invoices, and claims in the form of a check register including checks dated September 14, 2006 through September 27, 2006 has been audited and is certified as accurate. Payments have been allowed from the following funds in these amounts: Fund # Description Amount 001 General Fund $443,748.45 112 Prop A - Transit Fund 28,287.16 115 Int. Waste Mgt Fund 13,171.54 118 AB2766 - AQMD Fund 1,102.66 125 CDBG Fund 2,558.45 126 COPS Fund 120.00 138 LLAD #38 Fund 26,769.73 139 LLAD #39 Fund 18,160.36 141 LLAD #41 Fund 12,895.50 250 Capital Improvement Project Fund 31,170.41 $577,984.26 Signed: Linda G. Ma ninon Finance Director City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/21/2006 06 -PP 19 PAYROLL TRANSFER P/R TRANSFER-06/PP 19 139 10200 939.51 $133,775.69 9/21/2006 72441 PAYROLL TRANSFER P/R TRANSFER-06/PP 19 141 10200 939.52 $50.00 9/21/2006 42130 PAYROLL TRANSFER P/R TRANSFER-06/PP 19 118 10200 1,102.66 9/21/2006 72445 PAYROLL TRANSFER P/R TRANSFER-06/PP 19 125 10200 1,153.45 $85.00 9/21/2006 PAYROLL TRANSFER P/R TRANSFER-06/PP 19 138 10200 939.47 9/21/2006 72446 PAYROLL TRANSFER P/R TRANSFER-06/PP 19 001 10200 121,067.00 $25.00 9/21/2006 PAYROLL TRANSFER P/R TRANSFER-06/PP 19 112 10200 3,672.16 9/21/2006 1 IPAYROLL TRANSFER P/R TRANSFER-06/PP 19 115 10200 3,961.92 $170.00 9/14/2006 72440 JALL WEATHER ROOFING IHIP PROG-2702 SUNBRIGHT 1 1255215 1 44000 1 1,000.00 $1,000.00 9/14/2006 ARAMARK WORK APPAREL & UNIFORM SVCS UNIFORM SVCS -PARKS 8131 0015310 42130 20.25 9/14/2006 72441 AMERICAN MESSAGING IPAGER SVCS-SEPT-NOV-0014090 0015554 42130 6.50 $50.00 9/14/2006 42130 99 $99.61 9/14/2006 72442 ARAMARK WORK APPAREL & UNIFORM SVCS UNIFORM SVCS -RD MAINT 0015554 42130 6.50 $53.50 9/14/2006 ARAMARK WORK APPAREL & UNIFORM SVCS UNIFORM SVCS -PARKS 8131 0015310 42130 20.25 9/14/2006 72444 ARAMARK WORK APPAREL & UNIFORM SVCS UNIFORM SVCS -RD MAINT 0015554 42130 6.50 $50.00 9/14/2006 ARAMARK WORK APPAREL & UNIFORM SVCS UNIFORM SVCS -PARKS 9/7 0015310 42130 20.25 9/14/2006 1 72443 IBALDWIN PUBLICATIONS INC PRINT SVCS-A/P CHECKS 0014050 1 42110 1 491.021 $491.02 9/14/2006 72444 JULIUS BALING 1PK REFUND -PETERSON 001 1 23002 50.00 $50.00 9/14/2006 72445 BENESYST IFLEX ADMIN SVCS -OCT 06 0014060 1 44000 85.00 $85.00 9/14/2006 1 72446 ICHERYL BRISCOE IRECREATION REFUND 001 1 34760 25.001 $25.00 9/14/2006 72447 IRAYMOND CHIA RECREATION REFUND 001 1 34720 170.00 $170.00 9/14/2006 72448 ICINGULAR WIRELESS CELL CHRGS-JUL/AUG 0014090 42125 63.941 $63.94 9/14/2006 1 72449 ICOUNTY OF LOS ANGELES IPRINT SVCS -BUS CARDS 0014095 42110 —104.761 $104.76 9/14/2006 72450 JVRICTORIA CROSS PROF.SVCS-HR MGR 0014060 44000 2,635.001 $2,635.00 9/14/2006 72451 JDAVID EVANS AND ASSOCIATES INC ICONSULTANT SVC-GLF COURSE 0014090 44000 4,685.001 $4,685.00 9/14/2006 72452 JDAY & NITE COPY CENTER IPRINT SVCS -DBC 2505310 46415 103.92 $103.92 Page 1 of Diamond 09/14/06-09/27/06 9/14/2006 72453 DENNIS CAROL PROF.SVCS-THCA MTG 0014030 44000 75.00 $225.00 9/1 412 00 6 DENNIS CAROL PROF.SVCS-FCTC MTG 0014030 44000 100.00 9/14/2006 72457 DENNIS CAROL PROF.SVCS-PLN COMM 0015210 44000 50.00 $17,286.00 9/14/2006 72454 DEPARTMENT OF JUSTICE EMPLOYMENT BKGRND CKS 0014060 1 42345 96.00 $242.00 9/14/2006 DEPARTMENT OF JUSTICE PRE-EMPLOYMENT FINGERPRNT 0014060 1 42345 146.00 9/14/2006 72455 DIAMOND BAR INTERNATIONAL DELI MTG SUPPLIES-TRNG 0014090 42325 75.00 $1,146.00 9/14/2006 DIAMOND BAR INTERNATIONAL DELI MTG SUPPLIES-TRNG 0014090 42325 170.00 9/14/2006 72457 DIAMOND BAR INTERNATIONAL DELI MTG SUPPLIES -ERC 0014090 42325 98.00 $17,286.00 9/ 1412006 DIAMOND BAR IN T ERNA T ZONAL DELI M I G SUPPLIES-FCTC 0014090 42325 240.00 9/14/2006 72458 DIAMOND BAR INTERNATIONAL DELI MTG SUPPLIES -ERC 0014090 42325 75.00 $405.00 9/14/2006 DIAMOND BAR INTERNATIONAL DELI MTG SUPPLIES-TRNG 0014090 42325 138.00 9/14/2006 72463 DIAMOND BAR INTERNATIONAL DELI MTG SUPPLIES -COUNCIL 0014090 42325 190.00 $6,060.00 9/14/2006 IDIAMOND BAR INTERNATIONAL DELI MTG SUPPLIES -COUNCIL 0014090 42325 160.00 9/14/2006 72456 IDIAMOND BAR MOBIL FUEL -COMM SVCS 0015310 1 42310 1 454.071 $454.07 9/14/2006 EXTERIOR PRODUCTS INC SUPPLIES -DBC 0015333 41200 112.00 1 9/14/2006 72457 IDIVERSIFIED PARATRANSIT INC DIAMOND RIDE -8/16-8/31 1125553 45529 17,286.001 $17,286.00 9/14/2006 72458 JDK PAINTING IHIP PROG-2702 SUNBRIGHT 1255215 44000 405.001 $405.00 9/14/2006 72459 EXTERIOR PRODUCTS INC SUPPLIES -COMM SVCS 0015350 41200 106.00 $375.00 9/14/2006 EXTERIOR PRODUCTS INC SUPPLIES -DBC 0015333 41200 112.00 1 9/14/2006 72461 EXTERIOR PRODUCTS INC SUPPLIES -COMM SVCS 0015350 41200 157.00 $95.00 9/14/2006 1 72460 IFEDEX EXPRESS MAIL -GENERAL 0014090 42120 42.601 $42.60 9/14/2006 72461 ROCIO FIGUEROA PK REFUND -HERITAGE 001 36620 95.001 $95.00 9/14/2006 72462 IRICHARD FLORES ENTERTAINMENT -SR DANCE 0015350 45300 350.001 $350.00 9/14/2006 72463 IGRAFFITI CONTROL SYSTEMS GRAFFITI SVCS-JUL 060015230 45520 6,060.001 $6,060.00 9/14/2006 72464 IGRAPHICS UNITED 1PRINT SVCS -NEWSLETTER 1 0014095 44000 3,066.081 $3,066.08 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/14/2006 72465 HALL & FOREMAN, INC. ADMIN FEE -EN 04-449 001 34650 -225.00 $1,141.55 911412006 72471 HALL & FOREMAN, INC. PROF.SVCS-PLAN CHECK 0015551 45223 241.55 $367.20 9/14/2006 HALL & FOREMAN, INC. PROF.SVCS-EN 04-449 001 23012 900.00 9/14/2006 72472 HALL & FOREMAN, INC. ADMIN FEE -EN 04-449 001 23012 225.00 $237.80 9/14/2006 72466 HINDERLITER, DE LLAMAS & ASSOCIATES CONTRACT SVCS -3RD QTR 0014090 44010 900.00 $7,096.72 9/14/2006 HINDERLITER, DE LLAMAS & ASSOCIATES AUDIT SVCS -SALES TAX 1ST 0014090 44010 6,196.72 9/14/2006 1 72467 ITAO MEI HU REFUND -FPL 05-170 1 001 1 23010 1 2,677.501 $2,677.50 9/14/2006 72468 INLAND EMPIRE STAGES EXCURSION -TRANSPORTATION 1 0015350 1 45310 1681.001 $1,869.00 L 9/14/2006 JiN.LAND EMPIRE STAGES (EXCURSION -AQUARIUM I 1125350 I 45310 I 1,188.001 9/14/2006 72469 INLAND VALLEY DAILY BULLETIN LEGAL AD -FPL 2005-147 001 23010 266.40 $482.40 9/14/2006 INLAND VALLEY DAILY BULLETIN ILEGAL AD -FPL 2004-67 001 23010 216.00 9/14/2006 1 72470 JINTERNATIONAL PROTECTIVE SVCS INC. ICROSSING GUARD SVCS -AUG 0014411 1 45410 1 1,125.361 $1,125.36 9/14/2006 K&V BLUEPRINT SERVICE INC. PRINT SVCS-P/WORKS 0015510 1 41200 475.00 9/14/2006 1 72471 IJOBS AVAILABLE AD-H/R MGR 0014060 1 42115 1 367.201 $367.20 9/14/2006 1 72472 IJUST ERGONOMICS INC. KEYBOARD-P/WORKS 0015510 1 46200 1 237.801 $237.80 9/14/2006 72473 JK&V BLUEPRINT SERVICE INC. PRINT SVCS-P/WORKS 0015510 41200 113.40 $588.40 9/14/2006 K&V BLUEPRINT SERVICE INC. PRINT SVCS-P/WORKS 0015510 1 41200 475.00 9/14/2006 1 72474 IKAY PARK RECREATION BBQ GRILLS -PARKS 1 0015340 1 42210 1 612.00 $612.00 9/14/2006 72475 KENS HARDWARE SUPPLIES -PARKS 0015340 42210 122.55 $594.31 9/14/2006 KENS HARDWARE SUPPLIES -DBC 0015333 41200 191.76 9/14/2006 72477 KENS HARDWARE SUPPLIES -COMM SVCS 0015310 42200 280.00 $76.36 9/14/2006 1 72476 1JEANETTE KOH RECREATION REFUND 001 34760 273.001 $273.00 9/14/2006 LEWIS ENGRAVING INC. ENGRAVING SVCS -BADGES 0014090 1 42113 57.69 9/14/2006 1 72477 JKWIK COVERS SUPPLIES -COMM SVCS 0015350 41200 76.361 $76.36 9/14/2006 72478 LEWIS ENGRAVING INC. ENGRAVING SVCS -BADGES 0014090 42113 22.62 $398.75 9/14/2006 LEWIS ENGRAVING INC. ENGRAVING SVCS -BADGES 0014090 1 42113 57.69 Page 3 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/14/2006 72478... LEWIS ENGRAVING INC. ENGRAVING SVCS -BADGES 0014090 42113 22.62 $398.75... 9/14/2006 72480 LEWIS ENGRAVING INC. ENGRAVING SVCS -BADGES 0014090 42113 47.63 $10.00 9/14/2006 LEWIS ENGRAVING INC. ENGRAVING SVCS -CITY TILE 0014090 42113 18.40 9/14/2006 72489 LEWIS ENGRAVING INC. ENGRAVING SVCS -BADGES 0014090 42113 85.52 $1,448.00 9/14/2006 LEWIS ENGRAVING INC. ENGRAVING SVCS -BADGES 0014090 42113 125.87 9/14/2006 1 LEWIS ENGRAVING INC. ENGRAVING SVCS -CITY TILE 0014090 1 42113 18.40 9/14/2006 1 72479 ILIEBERT CASSIDY WHITMORE ILEGAL SVCS -AUG O6 0014060 44021 29.10 $29.10 LOS ANGELES COUNTY MTA 9/14/2006 PRINCE SHANT CORP LOS ANGELES COUNTY MTA 0015230 42310 412.04 9/14/2006 1 72480 ILOS ANGELES COUNTY FIRE DEPARTMENT MTG-COUNCIL 0014010 1 42325 10.001 $10.00 9/14/2006 72481 LOS ANGELES COUNTY MTA 9/14/2006 1 001 LOS ANGELES COUNTY MTA 9/14/2006 $105.00 LOS ANGELES COUNTY MTA 9/14/2006 PRINCE SHANT CORP LOS ANGELES COUNTY MTA A PASSES -AUG O6 -Y SUBSIDY -SEPT 06 'A PASSES -SEPT 06 'Y SUBSIDY -AUG O6 1125553 45535 1125553 45533 1125553 45535 1125553 45533 1,712.00 $5,101.00 711.30 2,036.70 641.00 9/14/2006 1 72482 IKIM MAI IRECREATION REFUND 1 001 1 34780 1 105.001 $105.00 9/14/2006 PRINCE SHANT CORP FUEL-NGHBRHD IMP 0015230 42310 412.04 9/14/2006 1 72483 IP & D CONSULTANTS INC ICONSULTANT SVCS-ANNEXATN 1 0015210 1 44220 1 3,009.65 $3,009.65 9/14/2006 72484 PRINCE SHANT CORP FUEL -COMM SVCS 0015310 42310 637.63 $1,310.51 9/14/2006 PRINCE SHANT CORP FUEL-NGHBRHD IMP 0015230 42310 412.04 9/14/2006 72488 PRINCE SHANT CORP FUEL -ROAD MAINT 0015554 42310 193.04 $222.14 9/14/2006 PRINCE SHANT CORP FUEL -GENERAL 0014090 42310 67.80 9/14/2006 72485 & D BLUEPRINT PRINT SVCS-P/WORKS 2505510 46412 85.73 $189.65 9/14/2006 IR R & D BLUEPRINT PRINT SVCS-P/WORKS 2505510 1 46411 103.92 9/14/2006 72486 jRHF INC. MAINT-RADAR UNIT 1264411 42200 70.00 $120.00 9/14/2006 RHF INC. MAINT-RADAR UNIT 1264411 42200 50.00 9/14/2006 72487 IS C SIGNS & SUPPLIES LLC SUPPLIES -ROAD MAINT 1 0015554 1 41250 1 1,332.291 $1,332.29 9/14/2006 72488 ISAN GABRIEL VALLEY TRIBUNE LEGAL SVCS -FPL 2006-221 1 001 1 23010 1 222.141 $222.14 9/14/2006 72489 ISASAKI TRANSPORTATION SVCS. JADMIN FEE -EN 06-527 001 1 23012 260.641 $1,448.00 Page 4 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/1412006 9/14/2006 72489... SASAKI TRANSPORTATION SVCS. SASAKI TRANSPORTATION SVCS. ADMIN FEE -EN 06-527 PROF.SVCS-EN 06-527 001 001 34650 23012 -260.64 1,448.00 $1,448.00 ... 9/14/2006 1 72490 ISIMPSON ADVERTISING INC IGRAPHIC DESIGN SVCS -SEPT 1 0014095 1 44000 1 1,100.00 $1,100.00 9/14/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 50.56 9/14/2006 1 72491 ISO COAST AIR QUALITY MGT DISTRICT LEASE -CITY HALL SEPT 1 0014090 1 42140 1 21,204.751 $21,204.75 9/14/2006 72492 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 71.78 $9,784.41 9/14/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 50.56 9/14/2006 72496 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 49.50 $81.00 9/14/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 43.35 9/14/22006 72497 SUUIHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 50.56 $150.00 9/14/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 28.12 9/14/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 43.35 9/14/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -DIST 38 1385538 42126 12.81 9/14/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -DBC 0015333 42126 9,383.63 9/14/2006 SOUTHERN CALIFORNIA EDISON JELECT SVCS -TRAFFIC CONTRL 0015510 42126 50.75 9/14/2006 72493 SPARKLETTS EQ RENTAL-JUN/JUL 0014090 42130 9.75 $605.03 9/14/2006 SPARKLETTS WATER SUPPLIES-C/HALL 0014090 41200 358.71 9/14/2006 72496 SPARKLETTS EQ RENTAL-MAY/JUN 0014090 42130 9.75 $81.00 9/14/2006 SPARKLETTS WATER SUPPLIES-C/HALL 0014090 41200 226.82 9/14/2006 72494 STANDARD INSURNCE OF OREGON SEPT 06 -LIFE INS PREMS 001 21106 696.00 $1,794.55 9/14/2006 STANDARD INSURNCE OF OREGON SEPT 06-SUPP LIFE INS 001 21106 42.00 9/14/2006 72496 STANDARD INSURNCE OF OREGON SEPT 06-STD/LTD 001 21112 1,056.55 $81.00 9/14/2006 1 72495 ISTATE DUSBURSEMENT UNIT SLRY ATTCHMT-BY0426064 0014090 1 21114 1 100.001 $100.00 9/14/2006 THE WHOLE ENCHILADA INC MTG SUPPLIES -COUNCIL 0014090 42325 333.93 9/14/2006 72496 IYOON SUH RECREATION REFUND 1 001 1 34780 1 81.001 $81.00 9/14/2006 1 72497 ISUNGARD PENTAMATION CUSTOMIZE CKS-FINANCE 1 0014050 1 44000 1 150.001 $150.00 9/14/2006 72498 THE WHOLE ENCHILADA INC MTG SUPPLIES -COUNCIL 0014090 1 42325 188.04 $521.97 9/14/2006 THE WHOLE ENCHILADA INC MTG SUPPLIES -COUNCIL 0014090 42325 333.93 Page 5 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/14/2006 72499 TRENCH PLATE RENTAL CO C/WIDE LANDSCP MAINT-JUL 0015340 45300 7,995.00 EQ RENTAL -ROAD MAINT 0015554 42130 120.00 $120.00 9/14/2006 72500 TRUGREEN LANDCARE C/WIDE LANDSCP MAINT-JUL 1415541 45500 3,495.77 $28,311.85 9/14/2006 TRUGREEN LANDCARE C/WIDE LANDSCP MAINT-JUL 0015340 45300 7,995.00 9/14/2006 TRUGREEN LANDCARE C/WIDE LANDSCP MAINT-JUL 1385538 45500 5,717.88 9/14/2006 TRUGREEN LANDCARE C/WIDE LANDSCP MAINT-JUL 1395539 45500 11,103.20 1 9/14/2006 1 72501 JUS HEALTHWORKS MEDICAL GROUP PC PRE -EMPLOY PHYSICALS 1 0014060 1 42345 1 275.00 $275.00 9/14/2006 72502 VERIZON CALIFORNIA PH.SVCS-GENERAL 0014090 42125 609.05 $783.10 9/14/2006 VERIZON CALIFORNIA PH.SVCS-INFO TO GO 0014090 42125 107.16 U/14/2006VERIZON CALIFORNIA PH.SVCS-HERITAGE PK 0015340 42125 223.10 9/14/2006 I 1 IVERIZON CALIFORNIA IPH.SVCS-HERITAGE PK I 0015340 I 42125 I 42.831 1 9/14/2006 1 72503 ITIFFANIE K WANG REFUND -EN 06-526 001 23012 500.00 $245.00 9/14/2006 TIFFANIE K WANG ADMIN FEE -EN 06-526 001 34650 -255.00 9/14/2006 1 72504 JWEIWEIWANG RECREATfON REFUND 1 001 1 34760 1 235.001 $235.00 9/14/2006 72505 WARREN SIECKE TRFFC SGNAL-D/B/SUNSET 2505510 R46412 223.10 $3,466.00 9/14/2006 WARREN SIECKE TRFFC SGNAL-D/B/N/B 57 2505510 R46412 223.10 9/14/2006 WARREN SIECKE TRFFC SGNAL-D/B/CLD SPNGS 2505510 R46412 223.10 9/14/2006 WARREN SIECKE PROF. SVCS -INSPECTIONS 2505510 46412 237.30 9/14/2006 WARREN SIECKE TRFFC SGNAL-PTHFNDR/P/HLL 2505510 R46412 223.10 9/14/2006 WARREN SIECKE TRFFC SGNAL-D/B/MAPLE HLL 2505510 R45412 223.10 9/14/2006 WARREN SIECKE PROF.SVCS-INSPECTIONS 2505510 46412 237.30 9/14/2006 WARREN SIECKE PROF. SVCS -INSPECTIONS 2505510 46412 237.30 9/14/2006 WARREN SIECKE PROF.SVCS-INSPECTIONS 2505510 46412 237.30 9/14/2006 WARREN SIECKE DESIGN SVCS-GRAND/GLEGHRN 2505510 46412 582.00 9/14/2006 WARREN SIECKE DESIGN SVCS-GRAND/CAHILL 2505510 46412 582.00 9/14/2006WARREN SIECKE PROF.SVCS-INSPECTIONS 2505510 46412 237.30 9/14/2006 72506 WELLS FARGO BANK EXCURSION -DAY CAMP 0015350 42410 112.00 $1,271.91 9/14/2006 WELLS FARGO BANK EXCURSION -DAY CAMP 0015350 42410 76.00 9/14/2006 WELLS FARGO BANK EXCURSION -DAY CAMP 0015350 42410 82.00 9/14/2006 WELLS FARGO BANK MTG SUPPLIES -COMM SVCS 0015340 41200 25.00 Page 6 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # 9/14/2006 9/14/2006 9/14/2006 9/14/2006 9/14/2006 9/14/2006 9/14/2006 72506... WELLS FARGO BANK WELLS FARGO BANK WELLS FARGO BANK WELLS FARGO BANK WELLS FARGO BANK WELLS FARGO BANK WELLS FARGO BANK EXCURSION -DAY CAMP SUPPLIES -COMM SVCS EXCURSION -DAY CAMP EXCURSION -DAY CAMP SUPPLIES -COMM SVCS EXCURSION -DAY CAMP SUPPLIES -COMM SVCS 0015350 0015350 0015350 0015350 0015350 0015350 0015350 JCITY MUG -STAFF CITY MUG -STAFF 42410 41200 42410 42410 41200 42410 41200 Amount Total Check Amount 80.00 $1,271.91... 132.33 45510 84.00 $79.74-1 500.00 $21,671.00 35.98 JCITY MUG -STAFF CITY MUG -STAFF 82.00 TREE MAINT-AUG 06 62.60 45509 9/14/2006 72507 IWELLS FARGO BANK LEAGUE CONF-COUNCIL 0014 110 1 42330 435.001 $435.00 9/14/2006 9/14%2006 72508 WEST COAST ARBORISTS INC TREE WATERING-JUL 06 1 0015558 45510 79.741 $79.74-1 628.00 $21,671.00 9/21/2006 JCITY MUG -STAFF CITY MUG -STAFF WEST COAST ARBORISTS S INC TREE MAINT-AUG 06 0015558 45509 6,571.00 72510 9/14/2006 PK REFUND-PANTERA WEST COAST ARBORISTS INC TREE WATERING -AUG 06 0015558 45510 628.00 72511 9/14/2006 IVOLUNTEEN STIPEND WEST COAST ARBORISTS INC TREE MAINT-JUL 06 0015558 45509 5,168.00 72512 72513 9/14/2006 VOLUNTEEN STIPEND COYOTE CONTROL SVCS-JUL WEST COAST ARBORISTS INC TREE WATERING-JUL 06 0015558 45510 314.00 9/14/2006 WEST COAST ARBORISTS INC TREE MAINT-JUL 06 0015558 45509 8,362.00 L 9/14/2006 I 72509 IWORLDWIDE BINGO SUPPLIER SUPPLIES -SR BINGO 0015350 41200 79.741 $79.74-1 24.33 $173.97 9/21/2006 JCITY MUG -STAFF CITY MUG -STAFF AJAX SIGN GRAPHICS INC. SUPPLIES -NAMEPLATES 0014090 41200 41200 1 9/14/2006 72510 JDAVID Yl PK REFUND-PANTERA 001 23002 50.001 $50.00 9/21/2006 72511 HOWARD KUO IVOLUNTEEN STIPEND 1 0015350 1 45300 15.00 $15.00 9/21/2006 9/21/2006 72512 72513 IJACQUELYN ABAD 1AGRICULTURAL COM WGHTS & MEASURES VOLUNTEEN STIPEND COYOTE CONTROL SVCS-JUL 1 0015350 0014431 45300 45406 30.001 1,216.08 $30.00 $1,216.08 9121/2006 9/21/2006 72514 AJAX SIGN GRAPHICS INC. AJAX SIGN GRAPHICS INC. SUPPLIES -NAMEPLATES SUPPLIES -NAMEPLATES 0014090 0014090 41200 1.961$20.96 9/21/2006 9/21/2006 24.33 $173.97 9/21/2006 JCITY MUG -STAFF CITY MUG -STAFF AJAX SIGN GRAPHICS INC. SUPPLIES -NAMEPLATES 0014090 41200 41200 1 56.16 63.30 19.89 24.601 9/21/2006 AJAX SIGN GRAPHICS INC. SUPPLIES -NAMEPLATES 0014090 41200 30.18 9/21/2006 72515 JALBERTSONS SUPPLIES -RECREATION 10015350 41200 1.961$20.96 9/21/2006 9/21/2006 72516 AMERICANA ART CHINA CO AMERICANA ART CHINA CO JCITY MUG -STAFF CITY MUG -STAFF 0014090 0014090 1 41400 41400 19.89 24.601 $44.49 1 Page 7 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/21/2006 72517 ANISAAMIRIA IVOLUNTEENSTIPEND 0015350 45300 75.001 $75.00 9/21/2006 1 72518 ISHEILA ANDRES JPK REFUND-REAGAN 001 1 23002 1 50.001 $50.00 9/21/2006 ERNEST BACIO PK REFUND -DBC 001 23002 550.00 9/21/2006 1 72519 JARNIE AQUINO RECREATION REFUND 001 1 34760 1 230.001 $230.00 9/21/2006 72520 ERNEST BACIO PROPERTY DAMAGE 001 36615 51.00 $0.00 9/21/2006 ERNEST BACIO PK REFUND -DBC 001 23002 550.00 9/21/2006 72522 ERNEST BACIO PROPERTY DAMAGE 001 36615 -51.00 $100.00 9/21/2006 ERNEST BACIO PK REFUND -DBC 001 23002 -550.00 $37.07 9/21/2006 I 72521 ITALAT BADAR rr, KL- UND-DBI; 001 1 23002 I 100.001 $100.001 9/21/2006 TALAT BADAR PROPERTY DAMAGE 001 1 36615 100.00 9/21/2006 72522 ITALAT BADAR JPK REFUND -DBC 001 1 23002 1 100.00 $100.00 9/21/2006 72523 ITALAT BADAR PK REFUND -DBC 001 23002 700.00 $600.00 9/21/2006 TALAT BADAR PROPERTY DAMAGE 001 1 36615 100.00 9/21/2006 72524 JERRY BARRY PROPERTY DAMAGE 001 36615 34.00 $0.00 9/21/2006 JERRY BARRY PK REFUND -DBC 001 23002 500.00 9/21/2006 72526 JERRY BARRY PROPERTY DAMAGE 001 36615 -34.00 $100.00 9/21/2006 JERRY BARRY PK REFUND -DBC 001 23002 -500.00 $37.07 9/21/2006 72525 IBENESYST 9/22-P/R DEDUCTIONS 1 001 1 21105 1 511.20 $511.20 9/21/2006 KISHWAR BUKHARI PROPERTY DAMAGE 001 36615 -34.00 9/21/2006 72526 JBIOSENSE WEBSTER PK REFUND -DBC 001 1 23002 1 100.00 $100.00 $37.07 9/21/2006 72527 JBNI BUILDING NEWS PUBLICATIONS -COMM SVCS 0015310 1 42320 1 37.071 9/21/2006 72528 KISHWAR BUKHARI PK REFUND -DBC 001 23002 350.00 $316.00 9/21/2006 KISHWAR BUKHARI PROPERTY DAMAGE 001 36615 -34.00 L9/ 9/21/2006 72529 BURGER CONTINENTAL SUPPLIES -SR FESTIVAL 0015350 45300 866.00 $1,832.00 21/2006 BURGER CONTINENTAL SUPPLIES -SR 0015350 45300 966.00 9/21/2006 1 72.530 IRICHARD CALDERAVOLUNTEEN STIPEND 0015350 45300 100.00 $100.00 Page 8 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/21/2006 72531 IJASON CHAE VOLUNTEEN STIPEND 0015350 45300 15.00 $15.00 9/21/2006 72532 JOSE CHANG IVOLUNTEEN STIPEND 1 0015350 1 45300 1 30.00 $30.00 9/21/2006 72533 ILIGIA CHANG IVOLUNTEEN STIPEND 0015350 1 45300 30.00 $30.00 9/21/2006 72534 ITINA CHANG CONTRACT CLASS -SUMMER 0015350 1 45320 81.001 $81.00 9/21/2006 72535 CHELSEA CHILDS IVOLUNTEEN STIPEND 0015350 45300 15.001'$15.00 9/21/2006 72536 TINA CHOUNG IVOLUNTEEN STIPEND 1 0015350 45300 1 30.00 $30.00 9/21/2006 72537 ICHRISTIN J MURPHEY REIMB-SUPPLIES 0015350 41200 59.751 $59.75 9/21/2006 72538 JDAVID CHU RECREATION REFUND 001 34780 79.001 $79.00 9/21/2006 72539 ISANDRA CLARKE REIMB-SUPPLIES 0014415 1 42325 83.56 $83.56 9/21/2006 72540 CM SCHOOL SUPPLY SUPPLIES -TINY TOTS 0015350 41200 74.391 $74.39 9/21/2006 72541 COMMUNICATION BRIEFINGS PUBLICATIONS-PLNG 0015210 42320 114.001 $114.00 9/21/2006 72542 MARTIN CORTEZ IRECREATION REFUND 001 34780 40.001 $40.00 9/21/2006 72543 VICTORIA CROSS ICONTRACT SVCS-H/R MGR 1 0014060 44000 3,315.00 $3,315.00 9/21/2006 72544 CUMMINS ALLISON CORP JANNL MAINT-CK PERFORADOR 0014090 42200 373.541 $373.54 9/21/2006 72545 DAVID EVANS AND ASSOCIATES INC ICONSULTANT SVCS -AUG 2505310 46415 1,097.15 $1,097.15 9/21/2006 72546 JANEL DAVIS VOLUNTEEN STIPEND 1 0015350 45300 75.00 $75.00 9/21/2006 72547 DAY & NITE COPY CENTER PRINT SVCS -GENERAL 0014090 42110 242.48 $245.20 9/21/2006 DAY & NITE COPY CENTER PRINT SVCS -GENERAL 0014090 42110 2.72 9/21/2006 72548 DEPARTMENT OF JUSTICE PRE-EMPLOYMENT FINGERPRNT 0014060 42345 51.00 $115.00 9/21/2006 DEPARTMENT OF JUSTICE PRE-EMPLOYMENT FINGERPRNT 0014060 42345 64.00 Page 9 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/2'ii2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 City of Diamond Bar - Check Register 09/14/06-09/27/06 DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH BAR PETTY CASH Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 72549 DH MAINTENANCE DH MAINTENANCE DH MAINTENANCE DH MAINTENANCE DH MAINTENANCE DH MAINTENANCE MONTHLY MAINT-PARKS AUG MONTHLY MAINT-DBC SEPT MONTHLY MAINT-PARKS SEPT MONTHLY MAINT-DBC JUL MONTHLY MAINT-PARKS JUL MONTHLY MAINT-DBC AUG 0015340 0015333 0015340 0015333 0015340 0015333 42210 45300 42210 45300 42210 45300 725.00 12,006.50 725.00 12,006.50 725.00 12,006.50 $38,194.50 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/2'ii2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 9/21/2006 72550 IDIAMOND DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH DIAMOND BAR PETTY CASH BAR PETTY CASH POSTAGE -GENERAL MTG SUPPLIES-PLNG ESRI CONF-PLNG MAINT-COMM SVCS TRNG-PLNG SUPPLIES -DBC PARKING -DAY CAMP SUPPLIES -COMM SVCS FILING-PLNG SUPPLIES -DAY CAMP MTG-COMM SVCS MTG-PLNG CC -DAY CAMP SUPPLIES -DBC FUEL-PLNG 0014090 0015210 0015210 0015310 0015210 0015333 0015350 0015350 0015210 0015350 0015310 0015210 0015350 0015333 0015210 1 42120 42325 42330 42200 42340 41200 41200 41200 44250 41200 42325 42325 41200 41200 42330 5.07 17.80 23.51 11.90 12.29 8.65 10.00 9.48 25.00 50.00 10.00 34.06 35.00 21.87 54.43 $329.06 9/21/2006 1 9/21/2006 72551 JDMS CONSULTANTS CIVIL ENGINEERS INCCONST DMS CONSULTANTS CIVIL ENGINEERS INC SVCS -GRAND CONST SVCS -GRAND 2505510 2505510 46411 46411 16,325.00 9,975.00 $26,300.00 9/21/2006 72552 IRONALD EVERETT PLNG COMM -7111 0015210 44100 65.00 $65.00 9/21/2006 72553 EXPRESS TEL ILONG DIST SVCS -AUG 06 0014090 42125 63.83 $63.83 9/21/2006 72554 1EXTERIOR PRODUCTS INC SUPPLIES -RECREATION 0015350 41200 251.23 $251.23 9/21/2006 72555 JAUDRIS FAN IVOLUNTEEN STIPEND 0015350 45300 30.001$30.00 9/21/2006 72556 IFEDEX EXPRESS MAIL -GENERAL 0014090 42125 61.881 $61.88 Page 10 City of Diamond Bar - Check Register 09/14/06-09/27/06 =Check Date ChT72557 �A=UBRIE Vendor Name Transaction Description Fund/ Dept Acct # Amount Tot=$100.00 9/21/2006 FLEMING VOLUNTEEN STIPEND 0015350 45300 100.00 9/21/2006 72558 ROSE ANN GARCIA 1PK REFUND-REAGAN 9/21/2006 72559 GRAFFITI CONTROL SYSTEMS GRAFFITI REMOVAL SVCS -AUG 9/21/2006 72560 HALL & FOREMAN, INC. PROF.SVCS-EN 06-523 9/21/2006 45223 HALL & FOREMAN, INC. PROF.SVCS-PLAN CHECK 9/21/2006 23012 HALL & FOREMAN, INC. PROF.SVCS-EN 04-434 9/21/2006 23012 HALL & FOREMAN, INC. PROF -SVCS -EN 06-523 9/21/2006 34650 HALL & FOREMAN, INC. ADMIN FEE -EN 06-523 9/21/2006 45223 HALL & FOREMAN, INC. PROF -SVCS -PLAN CHECK 9/21/2006 45223 HALL & FOREMAN, INC. PROF.SVCS-PLAN CHECK 9/21/2006 23012 HALL & FOREMAN, INC. ADMIN FEE -EN 06-523 9/21/2006 34650 HALL & FOREMAN, INC. ADMIN FEE -EN 06-523 9/21/2006 23012 HALL & FOREMAN, INC. ADMIN FEE -EN 06-523 9/21/2006 23012 HALL & FOREMAN, INC. ADMIN FEE -EN 04-434 9/21/2006 34650 HALL & FOREMAN, INC. ADMIN FEE -EN 04-434 001 1 23002 0015230 1 45520 $50.00 $4,650.00 001 23012 300.00 $3,750.00 0015551 45223 525.00 41250 001 23012 975.00 SUPPLIES -ROAD MAINT 001 23012 300.00 IMPAC GOVERNMENT SERVICES 001 34650 -75.00 0015551 45223 525.00 ESRI CONF-I.T. 0015551 45223 1,125.00 IMPAC GOVERNMENT SERVICES 001 23012 75.00 0014090 001 34650 -75.00 SUPPLIES -GENERAL 001 23012 75.00 IMPAC GOVERNMENT SERVICES 001 23012 243.75 74.38 001 34650 -243.75 EQ RENTAL-P/INFO 9/21/2006 72561 IJUSTIN HEINS VOLUNTEEN STIPEND 0015350 1 45300 115.00 $15.00 9/21/2006 72562 I M PA Page 11 0014070 42330 C GOVERNMENT SERVICES $2,950.93 CONF-DESFORGES 9/21/2006 41250 41.10 IMPAC GOVERNMENT SERVICES SUPPLIES -ROAD MAINT 9/21/2006 392.20 IMPAC GOVERNMENT SERVICES 0014070 SUPPLIES-P/INFO 9/21/2006 IMPAC GOVERNMENT SERVICES 42205 ESRI CONF-I.T. 9/21/2006 0014090 IMPAC GOVERNMENT SERVICES 132.90 MEMBERSHIP DUES-I.T. 9/21/2006 0014090 42325 IMPAC GOVERNMENT SERVICES SUPPLIES -GENERAL 9/21/2006 42130 235.98 IMPAC GOVERNMENT SERVICES SUPPLIES -GENERAL 9/21/2006 74.38 IMPAC GOVERNMENT SERVICES 0015333 EQ RENTAL-P/INFO 9/21/2006 IMPAC GOVERNMENT SERVICES 42210 SUPPLIES -PARKS 9/21/2006 0015350 IMPAC GOVERNMENT SERVICES 135.55 SUPPLIES -DBC 9/21/2006 0014060 42115 IMPAC GOVERNMENT SERVICES SUPPLIES -PARKS 9/21/2006 42340 99.00 IMPAC GOVERNMENT SERVICES SUPPLIES -COMM SVCS 9/21/2006 51.54 IMPAC GOVERNMENT SERVICES AD -COMM SVCS 9/21/2006 IMPAC GOVERNMENT SERVICES TRNG-J AYALA 9/21/2006 IMPAC GOVERNMENT SERVICES SUPPLIES -COMM SVCS Page 11 0014070 42330 418.12 $2,950.93 0015554 41250 41.10 0014095 44000 392.20 0014070 42330 99,42 0014070 42205 104.97 0014090 41200 132.90 0014090 42325 146.13 0014095 42130 235.98 0015310 41300 74.38 0015333 42210 18,89 0015340 42210 21.85 0015350 41200 135.55 0014060 42115 100.00 0015310 42340 99.00 0015310 41200 51.54 Page 12 City of Diamond Bar - Check Register 09/14/06-09/27/06 Transaction Description Check Date Check Number Vendor Name Fund/ Dept Acct # Amount Total Check Amount 9/21/2006 72562... IMPAC GOVERNMENT SERVICES SEMINAR -D LIU 9/21/2006 IMPAC GOVERNMENT SERVICES SUPPLIES -DBC 0015510 42340 299.00 $2,950.93... 0015333 41200 579,90 9/21/2006 72563 INLAND EMPIRE STAGES CCCA MTG-V/PATROL 9/21/2006 INLAND EMPIRE STAGES 0014415 42325 552.00 $1,592.00 EXCURSION -TRANSPORTATION 1125350 45310 1,040.00 9/21/2006 72564 INLAND ROUNDBALL OFFICIALS OFFICIAL SVCS -SEPT 06 0015350 45300 1,080.00 $1,080.00 9/21/2006 72565 INLAND VALLEY DAILY BULLETIN LEGAL AD -FPL 2004-77 9/21/2006 INLAND VALLEY DAILY BULLETIN LEGAL AD -PUBLIC HEARING 001 23010 182.40 $490.80 9/21/2006 INLAND VALLEY DAILY BULLETIN 0015510 42115 98.40 LEGAL AD -FPL 2004-67 001 23010 210.00 2006 72566 IIT'S A GRIND MTG SUPPLIES -GENERAL 0014090 1 49495 1 3=5 90 9/21/2006 72567 ANJU JAIN RECREATION REFUND 001 34780 155.00 $155.00 9/21/2006 72568 JENKINS & HOGIN, LLP LEGAL SVCS -SCE AUG 9/21/2006 JENKINS & HOGIN, LLP LEGAL SVCS -FINANCE 0014020 44021 596.89 $36,812.84 9/21/2006 JENKINS & HOGIN, LLP AUG 0014020 44021 282.20 9/21/2006 JENKINS & HOGIN, LLP LEGAL SVCS-AERA ENERGY 0014020 44021 2,905.00 9/21/2006 JENKINS & HOGIN, LLP LEGAL SVCS -PUBLIC WKS 0014020 44020 448,20 9/21/2006 JENKINS & HOGIN, LLP LEGAL SVCS -LIBRARY AUG 0014020 44021 1,166.40 9/21/2006 JENKINS & HOGIN, LLP LEGAL SVCS -SCRIBBLES 0014020 44021 25,009.46 9/21/20060014020 JENKINS & HOGIN, LLP LEGAL SVCS -AUG 06 44020 4,246.69 9/21/2006 IJENKINS & HOGIN, LLP LEGAL SVCS -COM DEV AUG 0014020 44020 1,626.80 LEGAL SVCS -COMM SVCS AUG 1 0014020 1 44020 531.20 9/21/2006 72569 JOE A. GONSALVES & SON INC. LEGISLATIVE SVCS -SEPT 06 0014030 44000 3,000.00 $3,000.00 9/21/2006 72570 JUDICIAL DATA SYSTEMS CORPORATION PARKING CITE ADMIN AUG 06 0014411 45405 525.80 $525.80 9/21/2006 72571 KEVIN JUNG VOLUNTEEN STIPEND 0015350 45300 15.00 $15.00 9/21/2006 72572 SOHINI KHAKHRIA VOLUNTEEN STIPEND 0015350 45300 15.00 $15.00 9/2112D06 72573 JANET KIM VOLUNTEEN STIPEND 0015350 45300 15.00 $15.00 9/21/2006 72574 SONALI KOHI VOLUNTEEN STIPEND I0015350 45300 15 00 $1500 Page 12 Check Date I Check City of Diamond Bar - Check Register 09/14/06-09/27/06 Vendor Name I Transaction Description Fund/ Dept Acct #—F Amount I Total Check 9/21/2006 72575 ICONNIE KWAN RECREATION REFUND 001 34780 65.00 $0.00 9/21/2006 72577 CONNIE KWAN RECREATION REFUND 001 34780 65.00 9/21/2006 72576 ILA COUNTY DEPT. OF AGRICULTURE IWEED ABATEMNT-REED PRPTY 1 0014421 45508 4,470.981 $4,470.98 9/21/2006 72577 ILANGUAGE LINK TRANSLATION -ELECTION 1 0014030 42390 -----4-30-007$$430.00 9/21/2006 72578 LANTERMAN DEV CENTER/COMM INDUSTRIE PARKWAY MAINT-AUG 06 1 0015558 45503 1,906.361 $1,906.36 9/21/2006 1 72579 JKRISTEN LECKIE VOLUNTEEN STIPEND 1 0015350 1 45300 75.001 $75.00 L 9/21/2006 I 72580 (JACQUELINE LEE IVOLUNTEEN STIPEND 1 0015350 1 45300 15-001 $15.001 9/21/2006 72581 JKWANG HO LEE PLNG COMM -7/11,8/8,8/22 1 0015210 1 44100 195.001 $195.00 9/21/2006 72582 ILOS ANGELES COUNTY PUBLIC WORKS IPRINT SVCS-STORMWATER 1 1155516 1 42110 5,000.001 $5,000.00 9/21/2006 1 72583 ILOS ANGELES TIMES ISUBSCRIPTION RENEWAL 1 0014090 1 42320 275.60 $275.60 9/21/2006 1 72584 JAWNGELICA MALDONADO COLUNTEEN STIPEND 0015350 1 45300 15.001 $15.00 9/21/2006 1 72585 MATTHEW MARTINEZ IVOLUNTEEN STIPEND 0015350 1 45300 30.00 $30.00 9/21/2006 72586 1HAYLEY MAY VOLUNTEEN STIPEND 0015350 45300 30.001 $30.00 9/21/2006 1 72587 IRUSHINA MEHTA VOLUNTEEN STIPEND 001535, 45300 15.001 $15.00 9/21/2006 72588 JHUALING MIAO IRECREATION REFUND 1 001 34780 35.001 $35.00 9/21/2006 72589 MOBILE RELAY ASSOCIATES INC REPEATER SVCS-JUL/AUG 1 0014440 42130 78.751 $78.75 9/21/2006 72590 MOONLIGHT PRESS PRINT SVCS-PLNG 0015210 42110 381.04 $381.04 9/21/2006 72591 STEVE NELSON PLNG COMM -7/11,8/8,8/22 0015210 44100 1 195.00 -----$1-9-5700 9/21/2006 72592 NE(TEL COMMUNICATIONS JAIRTIME CHRGS-P/W,C/S,C/D 0014090 1 42130 1 733.431 $733.43 Page 13 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/21/2006 72593 JKAYLA NORDEN VOLUNTEEN STIPEND 0015350 45300 75.00 $75.00 9/21/2006 1 72594 JOAK TREE LANES INC CONTRACT CLASS -SUMMER 1 0015350 1 45320 1 180.001 $180.00 9/21/2006 72595 JOLYMPIC STAFFING SERVICES TEMP SVCS -WK 9/1 0015510 44000 926.80 $1,667.80 9/21/2006 OLYMPIC STAFFING SERVICES TEMP SVCS -WK 9/8 0015510 44D00 1 741.00 9/21/2006 1 72596 JORIENTAL TRADING COMPANY INC SUPPLIES -RECREATION 1 0015350 1 41200 1 24.951 $24.95 9/21/2006 1 72597 ICAMERON PATTERSON IVOLUNTEEN STIPEND 1 0015350 1 45300 1 75.001 $75.00 9/21/2006 1 725QA 11VANA PERE? nLNrrEEN STIPEND 1 0015350 45300 75.00 $75 00 9/21/2006 72599 PERS HEALTH ADMIN FEE -OCT 06 0015510 40090 753.10 $23,935.05 9/21/2006 PERS HEALTH OCT 06 -HEALTH INS PREMS 001 21105 22,942.48 9/21/2006 72601 PERS HEALTH ADMIN FEE -OCT 06 0014090 40086 129.20 $208.88 9/21/2006 PERS HEALTH ADMIN FEE -OCT 06 0014060 40093 110.27 9/21/2006 1 72600 IPERS RETIREMENT FUND RETIRE CONTRIB-ER 1 001 21109 329.771 $329.77 9/21/2006 TAI PHUNG PK REFUND -DBC 001 1 23002 1 500.00 9/21/2006 72601 IPERS RETIREMENT FUND RETIRE CONTRIB-EE 1 001 21109 208.881 $208.88 9/21/2006 72602 IPERS RETIREMENT FUND SURVIVOR BENEFIT 1 001 21109 8.001 $8.00 9/21/2006 72603 IPERS RETIREMENT FUND RETIRE CONTRIB-ER 1 001 1 21109 1 13,056.341 $13,056.34 9/21/2006 1 72604 IPERS RETIREMENT FUND RETIRE CONTRIB-EE 1 001 1 21109 1 8,270.26 $87270.26 9/21/2006 1 72605 IPERS RETIREMENT FUND SURVIVOR BENEFIT 1 001 1 21109 43.711 $43.71 9/21/2006 1 72606 TAI PHUNG PK REFUND -DBC 001 23002 500.00 $0.00 9/21/2006 TAI PHUNG PK REFUND -DBC 001 1 23002 1 500.00 9/21/2006 72607 IPADEN PRASTER VOLUNTEEN STIPEND 1 0015350 1 45300 1 75.001 $75.00 9/21/2006 1 72608 ISCOTT PRESSMAN IVOLUNTEEN STIPEND 1 0015350 1 45300 1 75.00 $75.00 Page 14 Page 15 City of Diamond Bar - Check Register 09/14/06-09/27/06 Transaction Description Check Date Check Number Vendor Name Fund/ Dept Acct # Amount Total Check Amount 9/21/2006 72609 RICKY QUINTANILLA PK REFUND-DBC 001 23002 550.00 $550.00 9/21/2006 72610 IVICTORIA QUIROZ VOLUNTEEN STIPEND 0015350 45300 30.00 $30.00 9/21/2006 72611 R F DICKSON COMPANY DEBRIS DIVERSION-AUG 06 1155515 45500 14,119.62 $4,119.62 9/21/2006 72612 RALPHS GROCERY/FOOD 4 LESS SUPPLIES-RECREATION 9/2112006 RALPHS GROCERY/FOOD 4 LESS SUPPLIES-GENERAL 0015350 41200 15.00 $140.96 9/21/2006 RALPHS GROCERY/FOOD 4 LESS SUPPLIES-RECREATION 0014090 42325 33.99 9/21/2006 RALPHS GROCERY/FOOD 4 LESS SUPPLIES-DAY CAMP 0015350 41200 63.01 0015350 41200 28.96 9/21/2006 72613 IREINBERGER PRINTWERKS IS1JPPI IFC_( FTTFRUGen 9/21/2006 I (REINBERGER PRINTWERKS SUPPLIES-ENVELOPES l uu i4u9u I 42110 I 66.571 $499.571 0014090 42110 433 00 9/21/2006 72614 _____j REPUBLIC ELECTRIC TRAFFIC MA NT- 06 9/21/2006 REPUBLIC ELECTRIC 0015554 45507 3,108.00 $6,945.69 TRAFFIC MAINT-AUG 06 0015554 45507 3,837.69 9/21/2006 72615 RUDY RUDIANTO RECREATION REFUND_T 9/21/2006 RUDY RUDIANTO Too,' $0.00 RECREATION REFUND 34780 30.00 9/21/2006 72616 FRANCIS SABADO CONTRACT CLASS-SUMMER 0015350 45320 612.00 $612.00 9/21/2006 72617 SAN GABRIEL VALLEY TRIBUNE LEGAL AD-PUBLIC HEARING 9/21/2006 SAN GABRIEL VALLEY TRIBUNE 0015510 42115 110.28 $851.90 9/21/2006 SAN GABRIEL VALLEY TRIBUNE LEGAL AD-FPL 2005-147 001 23010 288.88 9/21/2006 SAN GABRIEL VALLEY TRIBUNE LEGAL AD-FPL 2004-67 001 23010 224.96 LEGAL AD-FPL 2004-67 001 23010 227,78 9/21/2006 72618 SCAN MTG-RYAN MCI EAN 0014030 42325 35.00 $35.00 9/21!2006 72619 SCHOOL SPECIALTY INC SUPPLIES-RECREATION 0015350 41200 259.13 $259.13 9/21/2006 72620 KEVIN SCOTT VOLUNTEEN STIPEND 0015350 45300 100.00 $100.00 9/21/2006 72621 RACHEL SCOTT VOLUNTEEN STIPEND 0015350 45300 125.00 $125.00 9/21/2006 72622 ANIL SHAH PK REFUND-DBC 9/21/2006 1ANIL SHAH 001 36615 400.00 $0.00 PK REFUND-DBC 001 36615 -400.00 Page 15 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description Fund/ Dept Acct # I Amount Total Check Amount 9/21/2006 72623 SAACHI SHARMA I I VOLUNTEEN STIPEND 0015350 45300 15.00 $15.00 9/21/2006 72624 SHRED IT LOS ANGELES DISPOSAL SVCS-PLNG 0014090 44000 648.00 $648.00 9/21/2006 72625 DEREK SIERRA VOLUNTEEN STIPEND 0015350 45300 100.00 $100.00 9/21/2006 72626 SIGN CONTRACTORS INC INSTALL -BANNERS 0015350 1 45300 268287--$2-,6-82.8-7] 9/21/2006 72627 JAZMINE SILVER VOLUNTEEN STIPEND 0015350 45300 125.00 $125.00 9121/2006 72628 BOB SONDERLAND 9/21/2006 BOB SONf]FRI ANrI RECREATION REFUND 001 34780 00 RECREATION REFUND 001 34780 30.00 w v 9/21/2006 72629 AMY SOO VOLUNTEEN STIPEND 0015350 45300 100.00 $100.00 9/21/2006 72630 SOUTHERN CALIFORNIA EDISON 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 80.80 $688.32 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 111.91 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -DIST 41 1415541 42126 14.09 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 37.99 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 33.45 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -DIST 38 1385538 42126 38.60 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 79.67 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 102.45 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 46.97 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 68.39 9/21/2006 SOUTHERN CALIFORNIA EDISON ELECT SVCS -TRAFFIC CONTRL 0015510 42126 59.73 ELECT SVCS -DIST 38 1385538 42126 14.27 9/21/2006 72631 SOUTHERN CALIFORNIA GAS COMPANY I 9/21/2006 SOUTHERN CALIFORNIA GAS COMPANY GA--- S SVCS -HERITAGE I 0015340 42126 61.63 $188.55 GAS SVCS -DBC 0015333 42126L 126.92 9/21/2006 72632 SOUTHERN CALIFORNIA WASTE MGMNT FIRM TRNG-D LIU 11/9 1155515 42340 90.00 $90.00 9/21/2006 72633 SPARKLETTS O69/21/2006 0014090 42130 9.75 $468.05SPARKLETTS SPARKLETTS [EQRENTAL-JULY TER SUPPLIES-C/HALL 0014090 41200 223.109/21/2006 TER SUPPLIES-C/HALL 0014090 41200 225.45 Page 16 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name Transaction Description 9/21/2006 1 72633... ISPARKLETTS Amount EQ RENTAL -AUG 06 9/21/2006 9/21/2006 9/21/2006 9/21/2006 72634 SUBWAY SUBWAY SUBWAY SUBWAY Fund/ Dept Acct # Amount Total Check Amount 0014090 42130 9.75 $468.05... 9.58 9,58 9.58 9,58 9/21/2006 9/21/2006 9/21/2006 9/21/2006 72634 SUBWAY SUBWAY SUBWAY SUBWAY MTG SUPPLIES -GENERAL MTG SUPPLIES -GENERAL MTG SUPPLIES -GENERAL MTG SUPPLIES -GENERAL SERVICE GROUP SVCS -HERITAGE $38.32 0014090 0014090 0014090 0014090 42325 42325 42325 42325 9.58 9,58 9.58 9,58 9/21/2006 72635 TANDEM SECURITY SECURITY -SR DINNER $51.00 0015350 45300 51.00 9/21/2006 72636 TARGET CORPORATION PK REFUND -DBC $630.00 001 36615 630.00 9/21/2006 72637 ITENNIS ANYONECONTRACT - CI SS -SUMMER $3,777.20 Ov"i535u- 453LU 3,777.20 9/21/2006 1 72638 ITARA TORRES IVOLUNTEEN STIPEND $75.00 0015350 45300 75.00 9/21/2006 9/21/2006 72639 ERICA TOTIN ERICA TOTIN FUND -EN 06-529 MIN FEE -EN 06-529 F001 $245.00 001 23012 34650 500.00 -255.00 9/21/2006 9/21/2006 72640 TRANE SERVICE GROUP ITRANE ]MAINTT NSVCS-DBC $1,425.41 0015333 0015340 42210 42210 278.00 1,147.41 9/21/2006 72641 SURBHI TRIVEDI VOLUNTEEN STIPEND $75.00 0015350 45300 75.00 9/21/2006 72642 ULI THE URBAN LAND INSTITUTE MEMEBERSHP DUES -N FONG $210.00 0015210 42315 210.00 9/21/2006 72643 UNITED PARCEL SERVICE EXPRESS MAIL-PLNG $13.69 2505310 46415 13.69 9/21/2006 72644 VANTAGEPOINT TRNSFR AGNTS-303248 9/22/06-P/R DEDUCTIONS $5,154.34 001 21108 5,154.34 9/21/2006 72645 VERIZON CALIFORNIA PH SVCS-SYC CYN PK $89.91 0015340 42125 89.91 9/21/2006 72646 W.W. GRAINGER INC. SUPPLIES-REAGAN $461.60 0015340 41200 461.6011 9!21/2006 72647 WALNUT VALLEY UNIFIED SCHOOL DIST FACILITY RENTAL-JUL BLAST $3,294.00 0015350 42140 3,294.00 9/21/2006 9/21/2006 72648 WALNUT VALLEY WATER DISTRICT WALNUT VALLEY WATER DISTRICT WATER SVCS -DIST 41 WATER SVCS -PARKS $51,535.56 1415541 0015340 42126 42126 8,446.12 16.925.09 Page 17 SERVICE GROUP SVCS -HERITAGE Page 17 City of Diamond Bar - Check Register 09/14/06-09/27/06 Check Date Check Number Vendor Name WALNUT VALLEY WATER DISTRICT WALNUT VALLEY WATER DISTRICT Transaction Description Fund/ Dept Acct # Amount Total Check Amount 9/21/2006 9/21/2006 72648... WATER SVCS -DIST 38 WATER SVCS -DIST 39 1385538 1395539 42126 42126 20,046.70 6,117.65 $51,535.56 ... 9/21/2006 1 72649 IWALNUT VALLEY WATER DISTRICT ELECT SVCS-EASTGATE COMM 1 0014440 1 42126 38.021 $38.02 9/21/2006 72650 WAKE SANITARY SUPPLY IWAXIE SUPPLIES -DBC 0015333 41200 855.85 $1,191.81 9/21/2006 SANITARY SUPPLY SUPPLIES -HERITAGE 0015340 1 42210 335.96 9/21/2006 1 72651 JOSMAN WEI JPLNG COMM -8/8,822 0015210 1 44100 160.00l $160.00 9/21/2006 1 72652 IPAUL WRIGHT JAIV SVCS-PLNG COMM 0014090 1 44000 192.501 $192.50 9/21/2006 1 72653 JYI TONY TORNG PLNG COMM -8/8,8/22 001521D 44100 160.001 $160.00 9/21/2006 1 72654 JAUSTIN YU IVOLUNTEEN STIPEND 1 0015350 1 45300 15.00 $15.00 9/21/2006 1 72655 IPAULA ZEPEDA VOLUNTEEN STIPEND 1 0015350 1 45300 15.00 $15.00 $577,984.26 Page 18 CITY COUNCIL \� �198gi TO: Honorable Mayor and ME:mbers of the City Council SA VIA: James DeStefano, City IVlana TITLE: Preliminary Treasurer's Statement August 2006 RECOMMENDATION: Approve. FINANCIAL IMPACT: No Fiscal Impact BACKGROUND: Agenda # 6.4 Meeting Date: Oct 3, 2006 AGENDA REPORT Per City policy, the Finance Department presents the monthly Treasurer's Statement for the City Council's review and approval. This statement shows the preliminary August cash balances for the various funds, with a breakdown of bank account balances, investment account balances, and the effective yield earned from investments. This statement also includes a separate investment portfolio report which details the activities of the City's investments. All investments have been made in accordance with the City's Investment Policy. Since there are still adjustments being made to the cash balances between the various funds for the Fiscal 05-06 year end the statement being presented has been termed preliminary. Once the year end numbers have been finalized revised June, July and August treasurer's statements will be represented to the City Council for approval. REVIEW BY: Linda G. Magnuson, Finance Director Department Head Assistant City Manager Attachments: Treasurer's Statement, Investment Portfolio Report CITY OF DIAMOND BAR TREASURER'S MONTHLY CASH STATEMENT August 31, 2006 (Preliminary) ................. .. BEGINNING TRANSFERS ENDING BAhA NCE_ RECEIPTS pISSURSEMENTS IN (OUT) BALANCE: GENERAL FUND LIBRARY SERVICES FUND $28,298,983.12 $958,211.71 $2,483,645.90 ($64,875.95) $26,708,672.98 COMMUNITY ORG SUPPORT FD 0.00 (16,014.68)750.00 0.00 GAS TAX FUND 169,596.24 101,775.10 (16,764.68) TRANSIT TX (PROP A) FD TRANSIT TX (PROP C) FD 1,06:'.,898.60 210,208.15 422,305.99 271,371.34 850,800.76 ISTEA Fund 1,354,505.25 122,375.42 0.00 1,476,880.67 INTEGRATED WASTE MGT FD A82928 -TR CONGESTION RELIEF FD 482,038.74 20,411.00 26,582.37 0.00 475,867.37 AIR QUALITY IMPRVMNT FD 241,231.36 438,520.34 71,537.25 679,751.70 TRAILS & BIKEWAYS FD (149,497.00) 18,103.37 53,433.88 PARK FEES FD 19,575.00 (149,497.00 ) PROP A - SAFE PARKS ACT FUND (2,016.41) 19,575.00 PARK & FACILITIES DEVEL. FD 1,955,129.48 (2,016.41) COM DEV BLOCK GRANT FD (144,839.27) 25,630.77 1,955,129.48 CITIZENS OPT -PUBLIC SAFETY FD 174,337.07 (170,470.04) NARCOTICS ASSET SEIZURE FD 330,762.79 174,337.07 CA LAW ENFORCEMENT EQUIP PRGI 74,991.97 330,762.79 LANDSCAPE DIST #38 FD LANDSCAPE DIST #39 FD 49,693.33 1,334.03 30,956.30 74,991.97 20,071.06 LANDSCAPE DIST #41 FD 124,069.21 286.95 95,739.20 624.55 19,079.10 105,277.05 GRAND AV CONST FUND 0.00 27,887.70 68,476.05 CAP IMPROVEMENT PRJ FD SELF INSURANCE FUND (439,545.28) 1,173,580.85 559,120.080.00 (998,665.36) EQUIPMENT REPLACEMENT FUND 144,214.451,173,580.85 COMPUTER REPLACEMENT FUND 5,010.38 139,204.07 PUBLIC FINANCING AUTHORITY FUNI 23,280.20 TOTALS 55.82 41,159.84 32,569.57 64,875.95 $35,126,621.04 $1 853 803.07 $3 660 231.80 47,052.13 $0.003Q.32-0.392.31$ SUMMARY OF CASH: DEMAND DEPOSITS: GENERAL ACCOUNT ($1,268,634.21) PAYROLL ACCOUNT 10,997.68 CHANGE FUND 250.00 PETTY CASH ACCOUNT 1000.00 TOTAL DEMAND DEPOSITS ($1,256,386.53) INVESTMENTS: US TREASURY Money Market Acct. $116,037.37 LOCAL AGENCY INVESTMENT FD 26,413,689.34 FED HOME LOAN BANK NOTES 8,000,000.00 CASH WITH FISCAL AGENT: US TREASURY Money Market Account 47,052.13 LOCAL AGE14CY INVESTMENT FD 0.00 (Bond Proceeds Account) TOTAL INVESTMENTS $34,576,778.84 TOTAL CASH $33,320,392.31 Note: The City of Diamond Bar is invested in the State Treasurer's Local Agency Investment Fund. accounts set up. The regular account's funds are available for There are two LAIF withdrawal within 24 hours. account's withdrawals require 30 days notice. in addition, the City has started investing The L41F Bond Proceeds These investments are detailed on the in longer term investments. attached Investment Report. All investments are placed in accordance with the City of Diamond Bar's Investment Policy. The above summary provides sufficient cash flow liquidity to meet the next six month's esti e x n es. James DeStefano, easurer CITY OF DIAMOND BAR INVESTMENT PORTFOLIO REPORT for the Month of August 2006 Monthly Interest Purchase Maturity Amount Fair Market Interest Received Institution Investment Type Rating Date Date Term At Cost Value Accrued in Aug '06 Rate Yield State of California Local Agency Inv Fund AAA 26,413,689.34 26,365,770.18 108,868.42 - 4.946% 4.946% Wells Fargo Bank US Treasury Money Market AAA 116,037.37 116,037.37 - 2,110.05 4.610% 4.610% Union Bank -(Fiscal Agent) US Treasury Money Market AAA 47,052.13 47,052.13 - 55.82 5.110% 5.110% Union Bank -(Fiscal Agent) Local Agency Inv Fund AAA - - - - 0.000% 0.000% Wells Fargo Inst Securities Federal Home Loan Note AAA 09/29/05 09/29/06 1.0 Yr 1,000,000.00 998,900.00 3,375.00 4.050% 4.050% Wells Fargo Inst Securities Federal Home Loan Note AAA 10/20/05 04/20/07 1.5 Yr 1,000,000.00 993,100.00 3,541.67 - 4.250% 4.250% Wells Fargo Inst Securities Federal Home Loan Note AAA 11/09/05 05/09/07 1.5 Yrs 1,000,000.00 994,900.00 3,833.33 - 4.600% 4.600% Wells Fargo Inst Securities Federal Home Loan Note AAA 08/28/06 08/28/07 1.0 Yr 1,000,000.00 999,700.00 4,500.00 - 5.400% 5.400% Wells Fargo Inst Securities Federal Home Loan Note AAA 09/28/05 09/28/07 2.0 Yrs 1.000.000.00 Ppo Rnn nn a a9r nn _ A )rnOl A 'ICAO/ Wells Fargo Inst Securities Federal Farm Credit Note AAA 01/24/06 01/24/08 2.0 Yr 11000,000.00 1,009,900.00 4,650.00 - 5.580% 5.580% Wells Fargo Inst Securities Federal Farm Credit Note AAA 09/27/05 03/27/08 2.5 Yrs 1,000,000.00 990,200.00 3,783.33 - 4.540% 4.540% Wells Fargo Inst Securities Federal Home Loan Note AAA 06/27/06 06/27/08 2.0 Yrs 1,000,000.00 999,900.00 4,666.67 - 5.600% 5.600% Totals for month $ 34,576,778.84 $ 34,506,059.68 $ 140,843.42 $ 2,165.87 Less Investments matured during the month 0.00 0.00 Total Investments at 08/31/06 $ 34,576,778.84 $ 34,506,059.68 2005-06 Actual Interest Income $1,253,196.23 2006-07 Budgeted Interest Income $851,500.00 Actual Year -To -Date Interest Income $4,622.21 Percent of Interest Received to Budget 0.543% CITY COUNCIL Agenda # 6.5 Meeting Date: October 3, 2006 AGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, Cita Man g/ u TITLE: Amendment No. 2 to Development greement No. 2004-01 between the City and Lewis - Diamond Bar, LLC and Target Corporation for property located at the southeast corner of Grand Avenue at Golden Springs Drive RECOMMENDATION: Approve second reading of Ordinance No. XX -2006 BACKGROUND: On September 19, 2006, the City Council conducted a duly noticed public hearing to consider the proposed amendment no. 2 to the Development Agreement. The amendment was to revise the schedule of payment for the $541,451 commercial traffic fees by deferring payment of a portion of the remaining commercial fees to the time of development for the two commercial pads. Specifically Target will pay 75% of the traffic fees before issuance of the certificate of occupancy while the two smaller commercial pads will pay the remainder 25% prior to the development of the pads. After taking in public input, the Council made the determination that the proposed changes to payment schedule for the traffic fees is reasonable and approved the first reading of the Ordinance. Prepar by: ancy FongIC Community evelop ent Director Attachments: 1. City Council Ordinance No. XX (2006) CITY COUNCIL Agenda # 6.6 Meeting Date: October 3, 2006 AGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Man TITLE: AUTHORIZE THE CITY MANAG R TO EXTEND A PROFESSIONAL SERVICES AGREEMENT WITH CIVIC SOLUTIONS, INC., TO INCREASE THE CONTRACT AMOUNT BY $60,000 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $120,000 TO PROVIDE CONTINUED ON-SITE PLANNING SERVICES. RECOMMENDATION: Approve and authorize FINANCIAL IMPACT: Since January 2006, the contract Senior Planner utilizes her schedule reviewing sizeable development projects such as the proposed JCC residential project, Chevron gas station renovation, managing follow-up work on Country Hills Town Center and Brookfield Homes, and other large and multi -faceted projects. The contract 'Senior Planner also dedicates her time managing City related projects such as the Crestline annexation, windmill preservation, etc. As a result, 60% of the contract cost ($36,000) has been paid through developer fees associated with the development projects mentioned above. The remaining 400/0 of the cost ($24,000) has been paid using salary and benefit savings from the vacant Planning Manager position. There is no additional appropriation required since there are sufficient funds available in the FY 2006-07 budget for this contract. BACKGROUND/DISCUSSION: In October 2004, a Planning Manager was hired to assist the then Assistant City Manager/Community Development Director for the day-to-day operation and supervision of Planning, Building & Safety and Code Enforcement. With the vacancy of the Assistant City Manager in September 2005, the Planning Manager was appointed interim and subsequently promoted to Community Development Director. Because of an increase in projects concerning economic development, Crestline annexation, residential developments, etc., the City Council approved the hiring of an as needed on-site contract Senior Planner from Civic Solutions, Inc. The contract Senior Planner works part time between 25 to 30 hours a week and assists the Community Development Director in managing the more complex development projects. Prepared by: Nancy Fo P Communit velo ent Director Attachment Professional Service Agreement EXTENSION OF PROFESSIONAL SERVICES AGREEMENT WITH CIVIC SOLUTIONS, INC. This Agreement is extended this 3rd day of October 2006, between the City of Diamond Bar, a Municipal Corporation (hereinafter referred to as "City") and Civic Solutions, Inc., a California Corporation (hereinafter referred to as "Consultant.") A. Recitals. (i) City desires to retain Consultant to perform professional services necessary to render advice and assistancE� to City, City's City Council and staff on an as -needed basis. (ii) Consultant represent: that it is qualified to perform such services and is willing to perform such professional services as hereinafter defined. NOW, THEREFORE, it is agreed by and between City and Consultant as follows: B. Agreement. Description of Professional Services: (a) Professional services such as but not limited to project management for development projects; perform special planning projects and or duties as assigned by the Interim Community Development Director; assist the Interim Community Development Director in the day to day tasks of managing Planning Division, Code Enforcement Division, and CDBG programs; and attend public meeting such as Planning Commission and City Council. 2. Consultant agrees as follows: (a) Consultant represents that it employs or will employ at its own expense, all personnel required to perform the services required under this Agreement. Such personnel shall not be employees of, or have any contractual relationship with City. (b) All the services required hereunder will be performed by the Consultant and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted by law to perform such services. 3. City agrees as follows: (a) Payments to Consultant shall be made by City in accordance with the invoices submitted by Consultant, on a monthly basis. The invoices shall describe in detail the services rendered during the period and shall show the days worked, number of hours worked. City shall pay all undisputed portions of the invoice within thirty (30) calendar days after receipt of the invoice. All charges shall be in accordance with Consultant's proposal either with respect to hourly rates or lump sum amounts for individual tasks. (b) Additional services: Payments for additional services requested, in writing, by City, and not included in Consultant's proposal as set forth in Exhibit "A" hereof, shall be paid on a time -and -materials reimbursement basis in accordance with the fee schedule set forth in said Exhibit "A". Charges for additional services shall be invoiced on a monthly basis and shall be paid by City after said invoices are received by City. (c) City agrees to compensate Consultant for each service that Consultant performs to the satisfaction of City in compliance with the schedule set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by City. Additional payment to Consultant shall be in the amount of SIXTY THOUSAND DOLLARS ($60,000.00) in accordance to this Agreement and shall not exceed a total contract arnount of ONE HUNDRED TWENTY THOUSAND DOLLARS ($120,000.00.) 4. Ownership of Documents: All documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by Consultant pursuant to this Agreement shall Cie considered the property of City and, upon payment for services performed by Consultant, such documents and other identified materials shall be delivered to City by Consultant. Consultant may, however, make and retain such copies of said documents and materials as Consultant may desire. 5. Termination: This Agreement may be terminated by City upon the giving of a written "Notice of Termination" to Consultant at least fifteen (15) days prior to the date of termination specified in said Notice. In the event this Agreement is so terminated, Consultant shall be compensated at Consultant's applicable hourly rates as set forth in Exhibit "A." Consultant shall provide to City any and all documents, data, studies, surveys, drawings, maps, models, photographs and reports, whether in draft or final form, prepared by Consultant as of the date of termination. Consultant may not terminate this Agreement except for cause. 6. Notices and Designated Representatives: Any and all notices, demands, invoices and written communications between the parties hereto shall be addressed as set forth in this paragraph 6. The below named individuals, 2 furthermore, shall be those persons primarily responsible for the performance by the parties under this Agreement: City of Diamond Bar Civic Solutions, Inc. 21825 Copley Drive 31726 Rancho Viejo Road Diamond Bar, CA 91765 Suite 223 San Juan Capistrano, CA 92765 Any such notices, demands, invoices and written communications, by mail, shall be deemed to have been received by the addressee forty-eight (48) hours after deposit thereof in the United States mail, postage prepaid and properly addressed as set forth above. 7. Insurance: Consultant shall neither commence work under this Agreement until it has obtained all insurance required hereunder in a company or companies acceptable to City nor shall Consultant allow any subcontractor to commence work on a subcontract until all insurance required of the subcontractor has been obtained. Consultant shall take out and maintain at all time during the term of this Agreement the following policies of insurance: (a) Workers' Compensation Insurance: Before beginning work, Consultant shall furnish to City a certificate of insurance as proof that it has taken out full workers' compensation insurance for all persons whom it may employ directly or through subcontractors in carrying out the work specified herein, in accordance with the laws of the State of California. In accordance with the provisions of California Labor Code Section 3700, every employer shall secure the payment of compensation to his employees. Prior to commencing work, Consultant shall sign and file with City a ceri:ification as follows: "I am aware of the provisions of Section 3700 of Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this Agreement" (b) Public Liability and Property Damage: Throughout the term of this Agreement, at Consultant's sole cost and expense, Consultant shall keep, or cause to be kept, in full force and effect, for the mutual benefit of City and Consultant, comprehensive, broad form, general public liability and automobile insurance against claims and liabilities for personal injury, death, or property damage arising from Consultant's activities, providing protection of at least One Million Dollars ($1,000,000.00) for property damage, bodily injury or death to any one 3 person or for any one accident or occurrence and at least One Million Dollars ($1,000,000.00) aggregate. (c) General Insurance Requirements: All insurance required by express provision of this Agreement shall be carried only in responsible insurance companies licensed to do business in the State of California and policies required under paragraphs 7.(a) and (b) shall name as additional insureds City, its elected officials, officers, employees, agents and representatives. All policies shall contain language, to the effect that: (1) the insurer waives the right of subrogation against City and City's elected officials, officers, employees, agents and representatives; (2) the policies are primary and noncontributing with any insurance that may be carried by City; and (3) they cannot be canceled or materially changed except after thirty (30) days' notice by the insurer to City by certified mail. Consultant shall furnish City with copies of all such policies promptly, upon receipt of them, or certificate evidencing the insurance. Consultant may effect for its own account insurance not required under thiis Agreement. 8. Indemnification: Consultant shall defend, indemnify and save harmless City, its elected and appointed officials, officers, agents and employees, from all liability from loss, damage or injury to persons or property, including the payment by Consultant of any and all legal costs and attorneys' fees, in any manner arising out of the acts and/or omissions of Consultant pursuant to this Agreement, including, but not limited to, all consequential damages, to the maximum extent permitted by law. 9. Assi nment: No assignment of this Agreement or of any part or obligation of performance hereunder shall be made, either in whole or in part, by Consultant without the prior written consent of City. 10. Independent Contractcr: The parties hereto agree that Consultant and its employers, officers and agents are independent contractors under this Agreement and shall not be construed for any purpose to be employees of City. 11. Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of California. 12. Attorney's Fees: In the event any legal proceeding is instituted to enforce any term or provision of the Agreement, the prevailing party in said legal proceeding shall be entitled to recover attorneys' fees and costs from the opposing party in an amount determined by the court to be reasonable. F11 13. Mediation: Any dispute or controversy arising under this Agreement, or in connection with any of the terms and conditions hereof, shall be referred by the parties hereto for mediation. A third party, neutral mediation service shall be selected, as agreed upon by the parties and the costs and expenses thereof shall be borne equally by the parties hereto. In the event the parties are unable to mutually agree upon the mediator to be selected hereunder, the City Council shall select such a neutral, third party mediation service and the City Council's decision shall be final. The parties agree to utilize their good faith efforts to resolve any such dispute or controversy so submitted to mediation. It is specifically understood and agreed by the parties hereto that referral of any such dispute or controversy, and mutual good faith efforts to resolve the same thereby, shall be conditions precedent to the institution of any action or proceeding, whether at law or in equity with respect to any such dispute or controversy. 14. Entire Agreement: This Agreement supersedes any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this Agreement acknowledges that no representation by any party which is not embodied herein nor any other agreement, statement, or promise not contained in this Agreement shall be valid and binding. Any modification of this Agreement shall be effective only if it is in writing signed by all parties. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first set forth above: APPROVED AS TO FORM: City Attorney CONSULTANT Civic Solutions, Inc. a California Corporation CITY OF DIAMOND BAR Carol Herrera, Mayor ATTEST: Tommye Cribbins, City Clerk 4 CIVIC SOLUTIONS EXHIBIT A SCHEDULE OF FEES ON-CALL CONSULTING SERVICES Consulting Services Civic Solutions, Inc. will perform consulting services at the following hourly rates: Principal $165.00 Director of Downtown Services $150.00 Director of Municipal Services $140.00 Municipal Planning Manager $125.00 Senior Project Manager $115.00 Senior Planner $95.00 Associate Planner $85.00 Assistant Planner $70.00 Planning Technician $50.00 Secretarial Services $40.00 Work performed on a time and materials basis will be billed monthly, and will be due within 15 days. Reimbursable Expenses Blue line reproduction of plans Large duplication or document publishing projects Specialized graphics projects Messenger and overnight delivery services Note: This fee schedule is subject to change. When made a part of a consulting services agreement, fees may be adjusted annually. Jan 2006 Schedule of Fees Civic Solutions, Inc. EXHIBIT A CITY COUNCIL TO: Honorable Mayor and Mem VIA: James DeStefano, City Agenda # 6.7 Meeting Date: October 3, 2006 the City Council AGENDA REPORT TITLE: AMENDMENT NO. 2 TO CONSULTING SERVICES AGREEMENT WITH ENVIRONMENTAL IMPACT SCIENCES, TO INCREASE THE CONTRACT AMOUNT BY $42,390 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $127,995 FOR THE PREPARATION OF ENVIRONMENTAL IMPACT REPORT FOR SOUTH POINTE WEST PROJECT, JCC HOMES. RECOMMENDATION: Approve. FISCAL IMPACT: All costs associated with the preparation of the environmental analysis are the responsibility of the developer via development processing fees paid to the City. The developer has previously entered into an Agreement with the City to provide the City with all funds necessary to process the proposed project. BACKGROUND: In March 2005, the City entered into a contract agreement with Environmental Impact Sciences (EIS) for $99,905 to prepare an Environmental Impact Report for a 99 unit residential development proposed by JCC Homes. Subsequently, the contract amount (amendment no. 1) was reduced to $85,605 based on the assumption that JCC Homes would submit air and noise technical studies instead of EIS preparing them. The reduction in the contract amount did not necessitate Council approval. The various technical studies prepared by JCC Homes' consultants were provided to EIS for review and for the preparation of a draft Environmental Impacts Report. The technical studies have to be revised several times to address the incompleteness and adequacy issues. The revisions of the technical studies resulted in additional tasks not listed in the original scope of services; hence, EIS has requested an augmentation of the contract amount. The increase amounts to $42,390 with a total contract amount of $127,995. JCC Homes has deposited additional fees to cover the increase plus 18 percent of administration cost. Staff anticipates that the South Pointe West project will be presented to the Planning Commission for review in late October, and to the City Council for review by early or late December 2006. Staff recommends the Council approve the contract amendment. Prepa Narfcy Fong, , Community D Attachment: Reviewed by: David Doyle Director Assistant City Manager 1. Amendment No. 2 to Consulting Services Agreement AMENDMENT NO.2! TO THE CITY'S CONSULTING SERVICES AGREEMENT WITH ENVIRONMENTAL IMPACT SCIENCES This Amendment No. 2 to the City's Consulting Services Agreement is made and entered into this 3rd day of October, 2006, between the City of Diamond Bar, a Municipal Corporation (hereinafter referred to as "City") and Environmental Impact Sciences (hereinafter referred to as "Consultant".) A. Recitals: (i) The City has heretofore entered into an agreement, dated March 15, 2005, with Consultant to provide consulting services for the preparation of an Environmental Impact Repot and related services for the proposed South Pointe West residential development (hereinafter referred to as the "Agreement".) (ii) Consultant has submitted a revised scope of work and proposed fees for the project, a full, true and correct copy of which is attached hereto as Exhibit "A" to provide additional services at a cost not to exceed FORTY TWO THOUSAND THREE HUNDRED NINETY DOLLARS ($42,390.00.) (iii) It is in the City's best interest to extend the Agreement in order to ensure consistency and continuity of the services already being provided by Consultant. NOW THEREFORE, it is agreed by and between City and Consultant: Section 1: Paragraph No. 3 of the Agreement is hereby amended to read as follows: 13. Compensation. City agrees to compensate Consultant, and Consultant agrees to accept in full satisfaction for the services provided for hereunder, fees on a time and material basis at the rates set forth in the original Consulting Services Agreement plus the revised Cost Estimate dated September 5, 2006, Exhibit "A" hereto, but in no event to exceed ONE HUNDRED TWENTY SEVEN THOUSAND NINE HUNDRED NINETY FIVE DOLLARS ($127,995.00) which fees include all labor, materials, printing and other costs incurred in connection with the project." Section 2: Each party to this Amendment No. 2 acknowledges that no representation by any party, which is not embodied herein, or any other agreement, statement, or promise not contained in this Amendment No. 2 shall be valid and binding. Any modification of this Amendment No. 2 shall be effective only if it is in writing signed by the parties. Section 3: All other terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 2 as of the day and year first set forth above: Consultant: Environmental Impact Sciences Peter Lewandowski, Principal Approved As To Form: City Attorney 2 City of Diamond Bar Carol Herrera, Mayor Attest: City Clerk nvi m �L Impact 5dmcco 26051 Via Concha Wsoion Viejo, California 92691.5614 949.837.1195 949.837.3935 Fax September 5, 2006 Nancy Fong, Director City of Diamond Bar Community Development Department 21825 Copley Drive Diamond Bar, California 91765-4178 Subject: South Pointe West Specific Plan, Diamond Bar, California Revised Change Order No. 2 (Contract Dated March 15, 2005) Dear Nancy: Environmental Impact Sciences (EIS) kindly requests the City's consideration of a change order increasing the contract amount and modifying the current scope of services for the "South Pointe West Specific Plan" project. Although the executed contract limit was originally set at $99,905, the contract amount was subsequently reduced to $85,605 based on the assumption that the project proponent would subunit a number of technical studies meeting specified agency standards (Change Order No. 1). That change included a reduction in the scope of services outlined in our February 1, 2005 letter proposal. Since that time, the South Pointe West project has continued to evolve and both the City and consultant have been asked to commit additional resources toward the project's advancement. Because the contract amount was not increased in a manner that reflected the expanded work effort, we have now reached our contract limit and request the City's consideration of this change order (Change Order No. 2). Building upon the project outline included in "Exhibit B" of our consulting services agreement, presented below are the new, revised, and modified tasks that comprise this change order. • Task 1.3: Draft Project Description (Revised). Since the applicant did not provide a reasonably comprehensive project description and since the project changed over time, necessitating changes to the project description, additional work effort was required on the part of the consultant to complete the project description and revise the document based on those applicant -initiated changes. Additional Contract Augmentation: $3,120 • Task 2.1: Meetings with City Staff (Revised). Modify the number of budgeted meeting from three to eight. Since seven of the eight budgeted meetings have already been conducted, this change largely reflects activities already performed. Additional Contract Augmentation: $3,250 • Task 2.6: Community Scoping Meeting (New). Following the release of the Initial Study, the City conducted a community scoping meeting for the purpose of soliciting public comments on the upcoming EIR. Additional Contract Augmentation: $1,040 ■ Task 2.7: Review Applicant's Scopes of Service (New). EIS was asked by the applicant to review and comment on the applicant's original and revised scopes of Nancy Fong, Director South Pointe West Specific Plan, Diamond Bar, California Change Order No. 2 (Contract Dated March 15, 2005) September 5, 2006 Page 2 services as prepared by the applicant's biologists, air, noise, and paleontological consultants. Additional Contract Augmentation: $1,170 ■ Task 3.5: Air/Noise Third -Party Review (New). The project proponent elected to submit applicant -prepared air and noise studies. Independent review of those studies was required to determine the adequacy of those analyses. Additional Contract Augmentation: $1,820 • Task 3.6: Second -Round Review (New). The approved budget assumed that each of the applicant's studies would be adequate and formatted in a manner allowing for direct incorporation into the "Screencheck Draft Environmental Impact Report" (SDEIR). Deficiencies were, however, found in each of those studies that subsequently required a second -round review. Additional Contract Augmentation: $9,400 • Task 4.7: Population and Demographics (New). Although not originally assumed, based on the findings of the Initial Study, the SDEIR included an analysis of impacts on population, housing, and demographics. Additional Contract Augmentation: $1,820 ■ Task 4.8: Cultural Resources (New). Although not originally assumed, based on the findings of the Initial Study, the SDEIR included an analysis of cultural resource impacts. Additional Contract Augmentation: $2,400 • Subtask 5.1.6: Alternatives Analysis (Revised). The EIR budget was based on the assumption that a total of three alternatives would be examined. Based on discussions with the City and the applicant, a total of four alternatives were evaluated. Additional Contract Augmentation: $1,040 ■ Task 5.3: Third -Round Screencheck Draft EIR (New). The executed work plan assumed that the consultant would prepare the SDEIR, incorporate any comments submitted by the City and the project proponent, and produce a revised SDEIR. As modified, based on the applicant's delay in submitting certain technical information, changes to the project description, and the applicant's submittal of new and/or revised technical studies designed to replace those already incorporated into the SDEIR, the consultant was required to revise the SDEIR and disseminate another document for third -round review. Additional Contract Augmentation. $8,600 Task 5.4: Fourth -Round Screencheck Draft EIR (New). Following receipt of the applicant's revised air quality and acoustical analysis, the consultant was required to again revise the SDEIR and disseminate another document for fourth -round review. Additional Contract Augmentation: $2,670 Task 6.4: Produce Electronic Copy (New). As indicated in our scope of service, in order to reduce direct costs, the applicant shall bear the cost of document production, reproduction, and dissemination, including the creation of any electronic documents required by the City, through the establishment of an applicant -funded account at a Nancy Fong, Director South Pointe West Specific Plan, Diamond Bar, California Change Order No. 2 (Contract Dated March 15, 2005) September 5, 2006 Page 3 mutually acceptable reprographic firm with expertise with large-scale documents. Included herein are only the costs associated with the production of an electronic copy of the DEIR. Additional Contract Augmentation: $1,560 • Major Task 9.0: Direct Costs (Revised). The number of labor hours required to manage this project, the number and the cost associated with document production, and other incurred costs has increased above the contract amount. Additional Contract Augmentation: $4,500 The total amount of this not -to -exceed change order is $42,390. With the exception of Task 2.5 (Public Meetings), wherein the number of budgeted public meetings is reduced from six meetings to not more than four meetings, all remaining tasks described in "Exhibit B" remain as outlined therein. This cost estimate tends toward the conservative and likely over-estimates the actual costs required to complete the project's environmental documentation. EIS retains the right to internally adjust individual line -item budgets, limited only to the provision that the total project budget not be exceeded except through expressed authorization. Your expedited processing of this change order would be appreciated. Sincerely, R Peter Lewandowski Principal Enclosure: Table 1 (Revised Line -Item Budgets) CHANGE ORDER ACCEPTANCE: Authorized Representative: Date: Table 1 (Change Order No. 2) REVISED LINE -ITEM BUDGETS ♦ Major Task 1.0: Project Description 0 Task 1.1: Document Review $ 650 0 Task 1.2: Kick -Off Meeting 520 0 Task 1.3: Draft Project Description (,Reviseds 4,160' 0 Task 1.4: Final Project Description 520 0 Subtotal: 6,89 ♦ Major Task 2.0: Scoping Activities Task 4.6: Public Services and Facilities 0 Task 2.1: Meetings with City Staff Rev=seek'= 4,810 0 Task 2.2: Distribution List 520 0 Task 2.3: Informal Consultation 1,040 0 Task 2.4: Initial Study and Notice of Preparation 0 Task :5 4 Fourth -Round Screencheck Draft FIR (Nems) 2,u' ♦ Subtask 2.4.1: Draft Initial Study 3,120 Cha i".;e Dile. ,, ..-_. ♦ Subtask 2.4.2: Final Initial Study 780 23 ♦ Subtask 2.4.3: Document Dissemination/Posting 1.170 0 Task 2.5: Public Hearings 4,680 0 Task 2_6: Ccs€nmunity Scoping Meeting (Nem 1,040 0 Task 2.7. Review Applicants Scopes of Service (New) 1,170 Subtotal: 1115,10 7 ♦ Major Task 3.0: Third -Party Review 0 Task 3.1: Geologic/Geotechnical Analysis 6,000 0 Task 3.2: Hydrologic Analysis 5,000 0 Task 3.3: Biological Resources/Wetlands Analysis 4,000 0 Task 3:4: Specific/Master Plan Review Not Bid 0 Tas 3.5, Air Noise Third -P rty Review ('New' 32t 0 Task 3.61 Second -Round Revie v {Nevi 3.403 Subtotal: 26_, _220 ♦ Major Task 4.0: Additional Analysis 0 Task 4.1: Traffic and Circulation 4,000 0 Task 4.2: Air Quality 1,500 0 Task 4.3: Noise 1,500 0 Task 4.4: Land Use 3,120 0 Task 4.5: Visual Quality 3,120 0 Task 4.6: Public Services and Facilities 1,040 ♦ Subtask 5.1.8: Significant Irreversible Changes ♦ Subtask 4.6.1: Educational Facilities 2,600 260 ♦ Subtask 4.6.2: Parks and Recreation 1,560 0 Task 5.2: Revised Screencheck Draft EIR ♦ Subtask 4.6.3: Police and Fire Protection 1,560 a 8,600 0 Task :5 4 Fourth -Round Screencheck Draft FIR (Nems) 2,u' Subtotal: 31,415 Cha i".;e Dile. ,, ..-_. 8}L...a.'ti " Subtotal: 23 ♦ Major Task 5.0: Screencheck Draft EIR Task 6.1: Notice of Completion/Availability 0 Task 5.1: Screencheck Draft EIR 0 ♦ Subtask 5.1.1: Introduction 1,040 ♦ Subtask 5.1.2: Executive Summary 1,040 ♦ Subtask 5.1.3: Project Description 520 ♦ Subtask 5.1.4: Cumulative Impacts 520 ♦ Subtask 5.1.5: Environmental Impact Analysis 8,320 ♦ Subtask 5.1.6: Alternatives Analysis (Revised) 3.1; 0 ♦ Subtask 5.1.7: Growth Inducement 1,040 ♦ Subtask 5.1.8: Significant Irreversible Changes 780 ♦ Subtask 5.1.9: Consultation/List of Preparers 260 ♦ Subtask 5.1.10: Mitigation Monitoring Program 390 0 Task 5.2: Revised Screencheck Draft EIR 3,120 0 Task '5, 3. Third -Round a?41"C-3t:(`C;i ecN Draft EIR ,i eve a 8,600 0 Task :5 4 Fourth -Round Screencheck Draft FIR (Nems) 2,u' Subtotal: 31,415 ♦ Major Task 6.0: Draft EIR 0 Task 6.1: Notice of Completion/Availability 520 0 Task 6.2: Document Dissemination/Posting 1,170 0 Task 6.3: Draft EIR Staff Report Not Bid 0 Task 6.4: Praauce (ewErcn+c Copy (Nev,,) 'I.560 0 Subtotal: 3.233 ♦ Major Task 7.0: Response to Comments Task 8.6 Final EIR Staff Report 0 Task 7.1: Screencheck Response to Comments 2,080 0 Task 7.2: Revised Response to Comments 520 Subtotal: 2,600 ♦ Major Task 8.0: Final EIR 0 Task 8.1: Ten -Day Notice 780 0 Task 8.2: Findings/Overriding Considerations 2,675 0 Task 8.3: Notice of Determination 260 0 Task 8.4: Notice of De Minimus Impact 260 0 Task 8.5: Document Dissemination/Posting 1,170 0 Task 8.6 Final EIR Staff Report Not Bid Subtotal: 5,145 ♦ Major Task 9.0: Direct Costs it fisc i;F 12,CuJ Subtotal: 12.0300 ♦ Major Task 10.0: Implementation Not Bid Current Contract Amount: $85,605 Cha i".;e Dile. ,, ..-_. 8}L...a.'ti " C, F_ Agenda # 6 . $ Meeting Date: 10/03/06 CITY COUNCIL '!�' _,off l AGENDA REPORT TO: Honorable Mayor and Members of the City Council FROM: James DeStefano, City Man ig, TITLE: AWARD OF CONTRACT TO ENV RONMENTAL CONSTRUCTION INC. FOR THE CONSTRUCTION OF SYCAMORE CANYON PARK PHASE III ADA IMPROVEMENTS IN THE AMOUNT OF $1,378,800.40, PLUS A CONTINGENCY OF $137,880 (10%) FOR A TOTAL AUTHORIZATION OF $1,516,680.40; AND APPROPRIATION OF $691,880.40 FROM THE PARK DEVELOPMENT FUND TO FULLY FUND THIS PROJECT. RECOMMENDATION: Award contract and approve appropriation. FINANCIAL IMPACT: $845,000 in grant funding is included in the 2006/07 FY Budget for this project. Total cost of project, including construction, 10% contingency, inspections and additional work required by Edison, will be $1,536,880.40. To fund the entire project, an appropriation of $691,880.40 from the Park Development fund is recommended by staff. If this appropriation is approved, an unappropriated balance of $291,969.60 will remain in the Park Development fund. BACKGROUND: The City released plans and specifications to receive bids for the construction of Phase III ADA Improvements at Sycamore Canyon Park in July, 2006. Proposals were received from four contractors that were publicly opened on August 22, 2006 at Diamond Bar City Hall. Bids ranged from a low of $1,378,800.40 to a high of $2,058,626. The responsive low bidder is Environmental Construction, Inc. The contractor's license has been checked with the State of California and the license is active and clear. References have been checked and Environmental Construction, Inc. is qualified to complete the work required of this contract. DISCUSSION: The improvements that will be constructed in Sycamore Canyon Park and their costs are: 1. Removal and Replacement of retaining wall $584,135 2. Handicap accessible ramps from upper to lower area of park $208,124 3. New Playground equipment and protective wood chip surfacing $327,038 4. New security lights and site electrical work $110,320 5. Landscaping and irrigation system revisions $109,408 6. New Picnic Tables, drinking fountain, barbecues, benches and trash cans $32,180 7. Revisions to parking lot to accommodate shuttle buses $7,595.40 TOTAL $1,378,800.40 Since the bids for this project came in significantly higher than the amount budgeted, staff reviewed the project components to see if there are potential savings available by reducing or eliminating portions of the project. Following are items that can be considered for this purpose. Staff is recommending that the project be constructed as bid because any of the reductions listed below will significantly affect the overall function and look of the completed project. Also, with the cost of construction rising so rapidly lately, if project components are eliminated now and reinstated at a future date, the items could cost even more to construct at that time. Eliminate new playground equipment and protective wood chip surfacing $327,038 Reduce the amount of concrete work, including patio $15,000 Reduce the amount of landscaping including trees in patio area $40,000 Eliminate new picnic tables, drinking fountain, barbecues, benches and trash cans $32,180 Eliminate two of the new security lights (from proposed patio area) $10,000 Eliminate revisions to parking lot to accommodate shuttle buses $7,595.40 Total Potential Contract Reductions $431,813.40 Completion of the Phase III portion of the Sycamore Canyon Park ADA Improvement project will finish the retro -fit of all the outdoor areas of the park for handicap accessibility. A future (and final) Phase IV project will be necessary to make the restrooms accessible to the handicapped. The Phase III project includes the removal and replacement of the wood retaining wall and stairs with a concrete retaining wall with stone facing and concrete ramps. The concrete ramps will provide handicap access between the upper and lower sections of the park. The wood retaining wall and stairs are deteriorating and must be replaced. The retaining wall was evaluated by a structural engineer in 2001, and the report from the engineer states the retaining wall is now a year overdue for replacement. Therefore, staff believes it is important to move forward with this project at this time. REVIEWED b Bo se Linda Magnuson Director of Community Services Director of Finance Attachments: Bid Submittal Results Draft Agreement with Environmental Construction I ,;2 i CITY OF DIAMOND BAR BID SUBMITTAL/OPENING WORKSHEET PROJECT: Sycamore Canyon Park Phase III Improvements BID OPENING DATE: August 22, 2006 2:00 p.m. Conference Room B NO. CONTRACTOR B B 10 AMOUNT OF BID D N A D COMMENTS D M Coq) ileeei-; N'rtic I/ • AI Pima /0?, �}-• �A vi gw,M¢,,t.i-4-Com, - J� 1,379,E60-"' /0 7t' 3 PAGE J _OF _ / AGREEMENT The following agreement is made and entered into, in duplicate, as of the date executed by the Mayor and attested to by the City Clerk, by and between Environmental Construction Inc.,hereinafter referred to as the "CONTRACTOR" and the City of Diamond Bar, California, hereinafter referred to as "CITY." WHEREAS, pursuant to Notice Inviting Sealed Bids or Proposals, bids were received, publicly opened, and declared on the date specified in the notice; and WHEREAS, City did accept the bid of CONTRACTOR; and WHEREAS, City has authorized the Mayor to execute a written contract with CONTRACTOR for furnishing labor, equipment and material for the Sycamore Canyon Park Phase III Improvements Project in the City of Diamond Bar. NOW, THEREFORE, in consideration of the mutual covenants herein contained, it is agreed: 1. GENERAL SCOPE OF WORK: CONTRACTOR shall furnish all necessary labor, tools, materials, appliances, and equipment for and do the work for the Sycamore Canyon Park Phase III Improvements Proiect in the City of Diamond Bar. The work to be performed in accordance with the Plans and specifications, dated June 13, 2006 (The Specifications) on file in the office of the City Clerk and in accordance with bid prices hereinafter mentioned and in accordance with the instructions of the City Engineer. 2. INCORPORATED DOCUMENTS TO BE CONSIDERED COMPLEMENTARY: The Plans and Specifications are incorporated herein by reference and made a part hereof with like force and effect as if set forth in full herein. The Plans and Specifications, CONTRACTOR'S bid dated August 17, 2006, together with this written agreement., shall constitute the contract between the parties. This contract is intended to require a complete and finished piece of work and anything necessary to complete the work properly and in accordance with the law and lawful governmental regulations shall be performed by the CONTRACTOR whether set out specifically in the contract or not. Should it be ascertained that any inconsistency exists between the aforesaid documents and this written agreement, the provisions of this written agreement shall control. The CONTRACTOR agrees to complete the work within two hundred and ten (210) calendar days from the date of the notice to proceed. The CONTRACTOR agrees further to the assessment of liquidated damages in the amount of five hundred ($500.00) dollars for each calendar day the work remains incomplete beyond the expiration of the completion date. The City may deduct the amount thereof from any monies due or that may become due the CONTRACTOR under this agreement. Progress payments made after the scheduled date of completion shall not constitute a waiver of liquidated damages. 4. INSURANCE: The CONTRACTOR shall not commence work under this contract until he has obtained all insurance required hereunder in a company or companies acceptable to City nor shall the CONTRACTOR allow any subcontractor to commence work on his subcontract until all insurance required of the subcontractor has been obtained. The CONTRACTOR shall take out and maintain at all times during the life of this contract the following policies of :insurance: a. Workers' Compensation Insurance: Before beginning work, the CONTRACTOR shall furnish to the City a certificate of insurance as proof that he has taken out full workers' compensation insurance for all persons whom he may employ directly or through subcontractors in carrying out the work specified herein, in accordance with the laws of the State of California. Such insurance shall be maintained in full force and effect during the period covered by this contract. In accordance with the provisions of Section 3700 of the California Labor Code, every CONTRACTOR shall secure the payment of compensation to his employees. The CONTRACTOR, prior to commencing work, shall sign and file with the City a certification as follows: "I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for workers' compensation or to undertake self insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of work of this contract." b. For all operations of the CONTRACTOR or any sub -contractor in performing the work provided for herein, insurance with the following minimum limits and coverage: 1) Public Liability - Bodily Injury (not auto) $500,000 each person; $1,000,000 each accident. 2) Public Liability - Property Damage (not auto) $250,000 each person; $500,000 aggregate. 3) CONTRACTOR'S Protective - Bodily Injury $500,000 each person; $1,000,000 each accident. 4) CONTRACTOR'S Protective - Property Damage $250,000 each accident; $500,000 aggregate. 5) Automobile - Bodily Injury $500,000 each person; $1,000,000 each accident. 6) Automobile -Property Damage $250,000 each accident. Each such policy of insurance provided for in paragraph b. shall: 1) Be issued by an insurance company approved in writing by City, which is admitted to do business in the State of California. 2) Name as additional insured the City of Diamond Bar, its officers, agents and employees, and any other parties specified in the bid documents to be so included; 3) Specify it acts as primary insurance and that no insurance held or owned by the designated additional insured shall be called upon to cover a loss under the policy; 4) Contain a clause substantially in the following words: "It is hereby understood and agreed that this policy may not be canceled nor the amount of the coverage thereof reduced until thirty (30) days after receipt by City of a written notice of such cancellation or reduction of coverage as evidenced by receipt of a registered letter." 5) Otherwise be in form satisfactory to the City. d. The policy of insurance provided for in subparagraph a. shall contain an endorsement which: 1) Waives all right of subrogation against all persons and entities specified in subparagraph 4.c.(2) hereof to be listed as additional insured in the policy of insurance provided for in paragraph b. by reason of any claim arising out of or connected with the operations of CONTRACTOR or any subcontractor in performing the work provided for herein; 2) Provides it shall not be canceled or altered without thirty (30) days' written notice thereof given to City by registered mail. e. The CONTRACTOR shall, within ten (10) days from the date of the notice of award of the Contract, deliver to the City Manager or his designee the original policies of insurance required in paragraphs a. and b. hereof, or deliver to the City Manager or his designee a certificate of the insurance company, showing the issuance of such insurance, and the additional insured and other provisions required herein. 5. PREVAILING WAGE: Notice is hereby given that in accordance with the provisions of California Labor Code, Division 2, Part 7, Chapter 1, Articles 1 and 2, the CONTRACTOR is required to pay not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the public works is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work. In that regard, the Director of the Department of Industrial Relations of the State of California is required to and has determined such general prevailing rates of per diem wages. Copies of such prevailing rates of per diem wages are on file in the Office of the City Clerk of the City of Diamond Bar, 21825 Copley Drive, Diamond Bar, California, and are available to any interested party on request. City also shall cause a copy of such determinations to be posted at the job site. The CONTRACTOR shall forfeit, as penalty to City, not more than twenty-five dollars ($25.00) for each laborer, workman or mechanic employed for each calendar day or portion thereof, if such laborer, workman or mechanic is paid less than the general prevailing rate of wages hereinbefore stipulated for any work done under this Agreement, by him or by any subcontractor under him. 6. APPRENTICESHIP EMPLOYMENT: In accordance with the provisions of Section 1777.5 of the Labor Code, and in accordance with the regulations of the California Apprenticeship Council, properly indentured apprentices may be employed in the performance of the work. The CONTRACTOR is required to make contribution to funds established for the administrative of apprenticeship programs if he employs registered apprentices or journeymen in any apprenticeable trade on such contracts and if other CONTRACTOR'S on the public works site are making such contributions. The CONTRACTOR and subcontractor under him shall comply with the requirements of Sections 1777.5 and 1777.6 in the employment of apprentices. Information relative to apprenticeship standards, wage schedules and other requirements may be obtained from the Director of Industrial Relations, ex -officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices. 7. LEGAL HOURS OF WORK_ Eight (8) hours of labor shall constitute a legal day's work for all workmen employed in the execution of this contract, and the CONTRACTOR and any sub -contractor under him shall comply with and be governed by the laws of the State of California having to do with working hours set forth in Division 2, Part 7, Chapter 1, Article 3 of the Labor Code of the State of California as amended. The CONTRACTOR shall forfeit, as a penalty to City, twenty-five dollars ($25.00) for each laborer, workman or mechanic employed in the execution of the contract, by him or any sub- CONTRACTOR under him, upon any of the work hereinbefore mentioned, for each calendar day during which the laborer, workman or mechanic is required or permitted to labor more than eight (8) hours in violation of the Labor Code. 8. TRAVEL AND SUBSISTENCE PAY: CONTRACTOR agrees to pay travel and subsistence pay to each workman needed to execute the work required by this contract as such travel and subsistence payments are defined in the applicable collective bargaining agreements fled in accordance with Labor Code Section 1773.8. 9. CONTRACTOR'S LIABILITY: The City of Diamond Bar and its officers, agents and employees ("Indemnities") shall not be answerable or accountable in any manner for any loss or damage that may happen to the work or any part thereof, or for any of the materials or other things used or employed in performing the work; or for injury or damage to any person or persons, either workmen or employees of the CONTRACTOR, of his subcontractor's or the public, or for damage to adjoining or other property from any cause whatsoever arising out of or in connection with the performance of the work. The CONTRACTOR shall be responsible for any damage or injury to any person or property resulting from defects or obstructions or from any cause whatsoever. The CONTRACTOR will indemnify Indemnities against and will hold and save Indemnities harmless from any and all actions, claims„ damages to persons or property, penalties, obligations or liabilities that may be asserted or claimed by any person, firm, entity, corporation, political subdivision, or other organization arising out of or in connection with the work, operation, or activities of the CONTRACTOR, his agents, employees, subcontractors or invitees provided for herein, whether or not there is concurrent passive or active negligence on the part of City. In connection therewith: a. The CONTRACTOF; will defend any action or actions filed in connection with any such claims, damages, penalties, obligations or liabilities and will pay all costs and expenses, including attorneys' fees incurred in connection therewith. b. The CONTRACTOR will promptly pay any judgment rendered against the CONTRACTOR or Indemnities covering such claims, damages, penalties, obligations and liabilities arising; out of or in connection with such work, operations or activities of the CONTRACTOR hereunder, and the CONTRACTOR agrees to save and hold the Indemnities harmless therefrom. C. In the event Indemnities are made a party to any action or proceeding filed or prosecuted against the CONTRACTOR for damages or other claims arising out of or in connection with the work, operation or activities hereunder, the CONTRACTOR agrees to pay to Indemnities and any all costs and expenses incurred by Indemnities in such action or proceeding together with reasonable attorneys' fees. So much of the money due to the CONTRACTOR under and by virtue of the contract as shall be considered necessary by City may be retained by City until disposition has been made of such actions or claims for damages as aforesaid. This indemnity provision shall survive the termination of the Agreement and is in addition to any other rights or remedies which Indemnities may have under the law. This indemnity is effective without reference to the existence or applicability of any insurance coverage which may have been required under this Agreement or any additional insured endorsements which may extend to Indemnities. CONTRACTOR, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against the Indemnities, while acting within the scope of their duties, from all claims, losses and liabilities arising our of or incident to activities or operations performed by or on behalf of the Indemnitor regardless of any prior, concurrent, or subsequent active or passive negligence by the Indemnities. 10. NON-DISCRIMINATION:. Pursuant to Labor Code Section 1735, no discrimination shall be made in the employment of persons in the; work contemplated by this Agreement because of the race, color or religion of such. person. A violation of this section exposes the CONTRACTOR to the penalties provided for in Labor Code Section 1735. 11. CONTRACT PRICE AND PAYMENT: City shall pay to the CONTRACTOR for furnishing all material and doing the prescribed work the unit prices set forth in the Price Schedule in accordance with CONTRACTOR'S Bid dated August 17, 2006. 12. ATTORNEY'S FEES: In the event that any action or proceeding is brought by either party to enforce any term of provision of this agreement, the prevailing party shall recover its reasonable attorney's fees and costs incurred with respect thereto. 13. TERMINATION: This agreement may be terminated by the City, without cause, upon the giving of a written "Notice of Termination" to CONTRACTOR at least thirty (30) days prior to the date of termination specified in the notice. In the event of such termination, CONTRACTOR shall only be paid for services rendered and expenses necessarily incurred prior to the effective date of termination. IN WITNESS WHEREOF, the parties hereto have executed this Agreement with all the formalities required by law on the respective dates set forth opposite their signatures. State of California "CONTRACTOR'S" License No. Date Date Date ENVIRONMENTAL CONSTRUCTION, INC. TITLE- CITY ITLE CITY OF DIAMOND BAR, CALIFORNIA L'In CAROL HERRERA MAYOR ATTEST: M CONTRACTOR'S Business Phone TOMMYE CRIBBINS CITY CLERK Emergency Phone at which CONTRACTOR can be reached at any time: APPROVED AS TO FORM: CITY ATTORNEY Date Agenda # 6.9 Meeting Date: 10/3/06 CITY COUNCIL� '_'�y� �� w 'r AGENDA REPORT TO: Honorable Mayor and Members of the City Council FROM: James DeStefano, City Mana er TITLE: APPROVAL OF APPROPRIATION $76,000 FROM GENERAL FUND RESERVES AND $45,000 FROM THE PARK DEVELOPMENT FUND, FOR A TOTAL APPROPRIATION OF $121,000 FOR THE 2006/07 FY BUDGET TO FULLY FUND THE CONTRACT WITH POMONA UNIFIED SCHOOL DISTRICT FOR CONSTRUCTION AND MAINTENANCE OF IMPROVEMENTS AT LORBEER MIDDLE SCHOOL RECOMMENDATION: Approve appropriation. FINANCIAL IMPACT: This financial information was provided to the City Council when the contract with PUSD was approved on July 17, 2006. The July 17 staff report did not specifically request the appropriation of funds. Due to audit requirements, the appropriation request is presented at this meeting to clarify staff's intent and to confirm the approval by City Council. The costs that will be borne by the City per this agreement are divided into three categories: 1) Renovation 2) Annual Maintenance 3) On-going maintenance and facility supervision, as presented below: Renovation Renovation of football field, track and slope along Golden Springs in summer of 2007: $750,000 ($750,000 is already appropriated in the 06/07 FY Budget - Park Dev Fund) Annual Maintenance Refurbishing once per year of football field, track & Upper Field (Starts in summer of 2006): $45,000 Note -- $30,000 of the $45,000 cost will not be incurred in the 2007/08 FY due to renovation work. ($45,000 will need to be appropriated from the Park Development Fund for 06/07 FY) On-going maintenance and facility supervision On-going Maintenance of football field, track and restrooms for user groups: $45,000 ($45,000 will need to be appropriated from the General Fund) Facility Supervision provided by PT City Staff during use by community groups: $31,000 ($31,000 will need to be appropriated from the General Fund) Annual Electrical Costs for Lighting System (Ball Field Lights): $8,500 ($8,500 is already appropriated in the 06/07 FY Budget - General Fund) Total Cost for 2006/07 FY: $879,500 Of the total cost, approximately $129,500 will be an annual recurring cost. However, in the 2007/08 FY, the amount should be $30,000 less due to the renovation work planned for the summer of 2007, resulting in a cost of $99,500. Total Contract Cost for 2006/07 FY: $879,500 Funds already appropriated in the 2006/07 FY Budget: -$758,000 Appropriation Request $121,000 $45,000 of the appropriation request is from the Park Development Fund and $76,000 is from General Fund Reserves. BACKGROUND: The Lorbeer Contract was approved by the City Council on July 17, 2006. The July 17 staff report did not specifically request the appropriation of funds necessary to fund the contract. This agenda item serves as a housekeeping item that clarifies the appropriation of funds for this contract and ensures that the City meets its audit requirements. DISCUSSION: The Pomona Unified School District Board of Trustees approved the Lorbeer Contract at their July 25, 2006 meeting. City staff has worked with the City's contractors to complete the refurbishing of the football field, track and upper field. Comments about the results from community user groups and School District officials have been very positive. We are now making plans for the major renovation of the football field, track and slope, which is scheduled to be done during the summer of 2007. Director of Community Services Linda Magnuson Director of Finance CITY COUNCIL Agenda # _6.10 Meeting Date: 10/03/06 AGENDA REPORT TO: Honorable Mayor and Member of the City Council FROM: James DeStefano, City Man g TITLE: APPROVAL OF ADDITIONAL AP ROPRIATION OF $12,000 FROM GENERAL FUND RESERVES TO INSTALL 50 MORE ARMED FORCES BANNERS DURING THE 2006/07 FISCAL YEAR. RECOMMENDATION: Approve. FINANCIAL IMPACT: The City Council approved the appropriation of $5,925 in the 2006/07 FY Budget to install 25 Armed Forces Banners in Diamond Bar. These funds have been expended, and staff was actually able to install 30 banners with these funds. Staff has seen an increase in the demand for banners and estimates that 50 additional banners will be requested during the remainder of the 2006/07 FY. An appropriation of $12,000 from the General Fund is necessary to pay for the additional 50 banners. BACKGROUND: The City Council approved the Armed Forces Banner program on April 18, 2006. At that time, staff estimated a demand of 25 banners per year. To meet this demand, $5,925 was appropriated in the 2006/07 FY Budget. Since the initial set of banners was installed in early September, staff has seen an increase in demand for banners. Staff now estimates that 50 additional banners will be requested during the remainder of the 2006/07 FY. Total cost for 50 more banners will be $12,000. DISCUSSION: The Armed Forces Banner program has received a very positive response from the community. This is a very special way for the City to honor residents and past residents that still have family members living in Diamond Bar, for their service in the military. Staff plans to post the 50 banners in two sets of 25. The first set will be posted in January 2007 (application due by mid- November); and the second set will be posted prior to Memorial Day — May 28, 2007 (application due by March 9, 2007). If requests for more than 50 banners are received, staff plans to seek the necessary additional funding during the 2007/08 FY budget process. Prepared by: Lorry Meyer, Community Services Coordinator Bob Rose, Director of Community Services Director of Community Services Attachment: Armed Forces Banner application Linda Magnuson Director of Finance Help Diamond Bar Salute our Military The Armed Forces Banner program was developed to honor and recognize Diamond Bar's military personnel. To qualify, honorees must meet the following requirements: • Active duty member of the Unitorl Srr,rn� armed forces; and • current Diamond Bar resident; or • past resident with immediate family currently residing in Diamond Bar. (Immediate family = wife/husband, son/daughter, grandson/ granddaughter, son-in-law/daughter-in- law, aunt/uncle, niece/nephew). Please note: Annual verification of active duty status will be required. As an ongoing program, applications will be accepted at any time. Additional installations will occur at the discretion of the City of Diamond Bar. APPLICATION DEADLINES: • November 10, 2006 for January 2007 installation • March 9, 2007 for May 2007 installation City CoundI Carol Herrera, Mayor Bob Zirbes, Mayor Pro Tem Wen P. Chang, Councilmember hack. Tanaka, Councilmember Steve Tye, Councilmember 1996, AW City of Diamond Bar Attn: Armed Forces Banner Program 21825 Copley Drive Diamond Bar, Ca 91765 Phone: 909.839.7068 Fax: 909.612.4580 Email: lorry.meyer@ci.diamond-bar.ca.us www.cityofdiamondbar.com panlaOaa a;nQ I :Aluo asn mots 'ad a31 -as 01 U09DION 10 w.to-4 jmu gddy fo awoN 10 youo.r8 a»,uas fo awoN 890L'6£S"606 Ip Jo;eulpaooJ sa:)lnaag ,(;lunwwo:) '.SaAatv ,(jaol Oe11303 'uol;ew lojul ao j uoi4aaasiP s,/4!:) aq4 4o aq Ilene lonowaa puo uol}piloIsul Aauuog aye p fulwll •sapnlauoa mo�Boad aq4 uaym ;o pafDwpp Sl 41 }l panowaa aq oslo 111m jauuoq aq I •,(4np anl{Do uo aafuol ou sl uosaad aainaas aye uagna panowaa aq III- jauuog •anuany puDJO pup papnalnog jog puowol(3 uo suol}oDOI algollpno aql jp /Isnonul4uo3 ,(oldsip uo aq lune saauuoq /jotillw aql uolt !1 o slq; woJJ lloaJlp uaI-loi aq ulna awpu ay; 4oulna S •uosjad a:)haas aad aauuoq auo o{ pa}!wll s! X114uon?D •aauuoq aye uo oaap uajozllouosAad ay; 411 o; pazls aq lllon a:)lnJas ay} 10 q:)uoaq puo awpu ay{ 40 ful.ia4491 aql •ssa,ippo Jog Puowola s,-lagwaw Aliwo; ?Iolpawwl jay/sly ao'uosaad a:)lnaas ,Captlllw aqa }o ssaippp aql fulnaogs Q'l aayo ao asuaD.1 s,.Ianlap aqt p Aclo:> D apnpul isnw ;l uol{o:)!lddo a44 ssauoad o f •aauuoq aye P sapls y40q uo paiulad aq ulna yl!y^a '(aaao j alb 'saulJDW'PlonO 4soo' ',(npN ',(wJy) a:)lnaas �o gDupaq puo awou s uosaad aDlnaas ,C4np aAlt:)o aqt fwpnpul 1WA04 uolmDiiddo aialdwo:) asoald 2l3NNVS 31dWVS &LUDJBOJd sly} u, uoiJpOqldd�r aauun8 sa�ao j pauaa�r a�gd�'i�aad od ^^oH CITY COUNCIL Agenda # 6 11 Meeting Date: October 3, 2006 AGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Man TITLE: APPROVAL OF AN "ON-LINE D VELOPMENT SERVICES PERMITTING SYSTEM" AND APPROVAL OF AGREEME TS WITH MUNICIPAL SOFTWARE CORPORATION IN AN AMOUNT NOT TO EXCEED $275,000, AND GO LIVE TECHNOLOGY, INC. IN AN AMOUNT NOT TO EXCEED $193,500 AND AUTHORIZE A CONTINGENCY AMOUNT OF $56,500 FOR A TOTAL AUTHORIZATION OF $525,000 AND APPROPRIATE $275,000 FROM GENERAL FUND RESERVES TO FULLY FUND THE PROJECT Recommendation: Approve and. Appropriate. Background: Over two years ago, the City staff determined a need to improve its development services "front counter" operations with the use of an "On -Line Permitting System". However at that time the City did not have the infrastructure or technical staff in place to move the project forward. Subsequent to the hiring of the needed staff and implementation of the needed infrastructure, a process was begun to gather the preliminary requirements of all the departments. Staff determined that the "need" in this area was not limited to the boundaries of the Planning staff, but also included Neighborhood Services, Building and Safety, Engineering / Public Works and Finance. It became clear that the City needed an integrated suite of applications, which worked together for all the areas under the Development Services department umbrella, and that a unified common thread or element was needed. That common thread within all areas is the property "lot" or "parcel',. An Enterprise GIS System was implemented so Planning, Public Works and Community Services, would have visual data aka a "base map", and additional crucial visual data layers (General Plan, Zoning, etc.). However, having this GIS data has had an added benefit in that it will also allow the City to move forward on this project, at no additional cost for a new "base map" or digital parcel data. Simultaneous to the GIS Development in the summer of 2005, the City hired Kerry Consulting to look at, document, and help define our development services business processes. They held structured and interactive meetings with every department in order to build an "ideal" functional requirements document (FRD), for use in our evaluation of vendors; this FRD was part of the "requirements documents" provided to all the vendors for this proposed contract. Discussion: The Project has the following goal and related benefits: Goal: Automate the business processes and work flow of the Development Services , Public Works, Building & Safety, and Neighborhood Improvement / Code Enforcement departments to include planning, permitting and inspections and licensing functions, along with integration — to the GIS and finance systems while allowing for on-line constituent access for status checks, fee payments, self-service inspection scheduling and simple permit applications. Benefits to Constituents: ■ Improved Customer Service ■ No looking for the "right" staff member in order to provide status ■ On-line Status Checks ■ On-line Inspection Scheduling ■ On -Line Simple Permit processing, including credit card payments Benefits to the City: ■ Truly Citizen centric -Service — when, where, and how constituents want it ■ Improved public health and safety -Through integration of business processes and shared knowledge in the areas of Building & Safety, Code Enforcement, Engineering, Finance, GIS, Permits, and Planning ■ Information flow - eliminates silos -Through the multi -departmental use of a single shared database ■ Empowered for Economic growth -As the Council's vision for economic development bears fruit, we will be ready for those projects and will not have to delay that progress to "ramp up" at that time. 2 Software: Our consulting firm felt we should focus our initial inquiry on the City's financial system vendor. However after providing them the Functional Requirement Document, receiving a bid and the subsequent due diligence, it was determined that their product was not a good fit or value for the City. A broader search was then begun and after soliciting numerous vendors for bids, we found that most of the vendors with the functionality WE; wanted where providing us "ballpark" numbers in the $1.5 range- $2.OM range, and most simply refused to bid after ascertaining our expected budget. One of these vendors after being chased for significant period of time (almost a year) did provide the City with a scaled down bid, with very limited implementation support, which was still hundreds of thousands of dollars more then the vendor we are recommending. We are recommending that the City purchase from Municipal Software Corporation of Canada their CityView Software and the CityView PreBuilt Solution. ■ Software is called "CityView" This CityView software will provide us with business critical systems for managing our property information, permits and inspections, planning, code enforcement, licensing and cashiering business functions. ■ The Solution is called the "CityView PreBuilts" CityView PreBuilts are out-of-the-box software solutions that help us improve efficiency, deliver better service and increase revenue. These applications are based on Municipal Software's 24 years of experience with the business processes of leading jurisdictions from across North America. CityView PreBuilts are designed to meet the highest standards With the power of CityView PreBuilts and the support of Municipal Software, we will improve institutional memory, information flow, efficiency, lower costs, and offer the best service possible to our residents. ■ In business for 24 years, Municipal Software has been listed favorably on such financial indicators as the Profit 100 and the Branham300. ■ Publicly Traded on the Toronto Venture Exchange, trading symbol MSZ ■ With 146 client installations across North America, Municipal Software has a reputation for innovation and integrity, combined with solid leadership and sound business practices. ■ Quick Stats: 146 Government Agency Clients 2000 Concurrent User Licenses 6000 Staff members trained California Clients: • City of Ontario • City of Encinitas • City of Reedley • City of Oakland • City of San Juan Capistrano • City of San Mateo • City of Huntington Beach After having received 3 written bids and performing reference checks of existing customers, and other due diligence it was determined that the Municipal Software Corporation product had the lowest cost software, would result in the lowest total project cost, and they would be best qualified vendor with the best solution at $262,400 plus tax for a total of $275,000. Project Management & Contingency: During the requirements document reviews with the vendors it be came obvious that due to the scope and breadth of this project, we would need additional manpower to minimize project risk and manage feature creep or scope creep - that could lead to significant cost overruns or project delays or even project failure. Staff carefully considered weather it would be best to use a contract project manager, or higher a permanent benefited city staff position to fulfill this project management need. It was determined that this project has a clearly defined beginning and end and that, as far as anyone can foresee, the project manager would not be needed beyond the end of the project. The institutional knowledge will be retained in the City, IS staff who will be working with Municipal Software's training staff who will be providing additional oversight and assuring overall project success. Go Live Technology Inc., is a California corporation that has staff with extensive backgrounds in project management. The project manager who would be assigned to our project is a project manger that Director Desforges has worked with in the past on over 10 prior major software implementation projects, and based on the success of those previous projects can make an unqualified endorsement and full recommendation that we retain his services. Based on the desire to mitigate risk and "tie" this project manger to our project for the duration of the project, and provided consistency and stability to the project. And, based upon the input of other Cities who have successfully implemented this solution, about the total project management time needed to be successful, we are requiring full-time availability and guaranteeing 30 hours of work per week until the Letter of Project Completion is issued to Municipal Software Corporation for this project manager. We may cancel the Go Live Technology, Inc. contract for failure to perform, change in project managers, and in the event the project is terminated. Legal and policy review: 4 Subsequent to the determination that these vendors where the best choice for the City, contract negotiations where begun, during which time advise and direction was sought and received from our City Attorney, and he is comfortable with the terms of these agreements. Budget/Financial Impact: The FY06-07 Budget includes an appropriation of $300,000 to automate the Development Services processes. As this project has developed additional project management and contingency costs have been identified. Since there were three phases of the project identified, the original intent was that two of the phases would be completed this fiscal year. The $300,000 would have been adequate to cover those phases. After further discussions it was decided that the whole project should be appropriated this fiscal year. Therefore it is recommended that the City Council appropriate the funds necessary to complete all three phases. Total Project Cost(s): Municipal Software (City View Software and implementation), $275,000 2. Hardware and 3 d party software (MS Windows 2K3, etc), $50,000 (To expedite the project - the equipment has already been Purchased) 3. Project management (contractor for 20 months), $193,500 4. Project Contingency funds of $56,500 Total expected project cost of $575,000 5. $300,000 has been appropriated for this fiscal year 6. Amount requested from general fund reserves $275,000 Costs by Fiscal years: 0 FY 2006/2007 $575,000 ■ FY2007/Beyond $30,000 (annual maintenance fees) The Director of Finance feels the City has sufficient general fund reserves to accommodate this request, and anticipates future revenues sufficient to allow for the additional annual maintenance costs. Conclusion: This matter was introduced City Council on 9/19/2006 in Study Session it is now before you again, so the Council may approve the project, the vendors, and appropriate $275,000 from general funds reserves and Authorize the City Manager to enter into a contract with "Municipal Software Corporation" for a Contract amount not to exceed $275,000, and enter into a contract with "Go Live Technology, Inc." in an amount not to exceed $193,500, and additionally authorize the City Manager to amend these contracts as needed, with a total project contingency amount of $56,500. It is anticipated that the total project will be completed in June 2008 and that this project will significantly enhance our service to the community. PREPARED BY: Ken DesforgesJDir ktorinformation Systems Attachments - 1 . ttachments: FINANCIAL REVIEW PROVIDED BY: Linda Magnuson, Director of Finance 1. Contract with Municipal Software Corporation 2. Contract with Go Live Technology, Inc. 3. Copy of Presentation from Study Session form 9/19/2006 City of Diamond Bar Exhibit B LICENCED APPLICATION SOFTWARE Software Licenses Included: 10 CityView Application Client — Desktop 1 CityView Application Client — Browser 1 CityView Server 5 CityView GIS System PreBuilts: 1 CityView Property Information Module 1 CityView Cashiering Module 1 CityView Licensing Module 1 CityView Permits & Inspections Module 1 CityView Planning Module 1 CityView Code Enforcement Module Licensed Application Software is the CityView PreBuilt software for Code Enforcement, Cashiering, Licensing, Planning, Permits and Inspections, Property Information, City'Jiew Public Portal (for Online Access), and Custom Integration Software (to satisfy third party integration requirements) for GIS integration (a direct link for viewing spatial data from within the CityView application using either the provided viewer or a 3rd party viewer of the clients' choice, and direct access to the Cities ESRI ArcSDE GIS tabular data from CityView to be used in they update process of the CityView database.), interface to Pentamation (Financial Plus) and on-line interface via Verisign Payflow link software PAYMENT SUMMARY / SCHEDULE Exhibit C PAYMENT SUMMARY Milestone Payments Schedule Amount Phase I 11/6/0612/20/06 Phase II 1/8/07-6/30/07 Phase III 7/l/07-4/18/08 Software License: Due upon Contract Signing $37,500.00 Due on or Before 1st SME of Phase I $12,474.00 Due on or before 1St Training of Phase II $40,272.00 Due on or before 1st Training of Phase III $47,263.00 Due at Phase Completion $40,272.00 $47,263.00 Due upon Project Letter of Completion by CITY $37,500.00 TOTAL: $49,974.00 $80,474.00 $132,026.00 ASM (Billed on 7/1 annually and due by 7/30 for period 7/1-6/30.) $22,800• ***Public Portal Annual fee for this period is included in this agreement, however starting 7/1/2008 an additional fee will be calculated at the rate of $.10 per resident based on then current census. (Currently $5,797.50 per annum.) I; Municipal Software ',Aa4 -;=;rn Street, Suite 1108, V cto; io, 8C .,Ver' 7X8 C nada Toi -Free: 1.800.665.5647 j TO: (250) 475.66C)G` Fax: 1250} 475.6080 l' L^.+J.°VIUr!lCip"ii�siJ'1bVCIrC:.C(t1Y1 i Trading Syt-nbol. T`_X V:tV/iSL City, of Diamond I*rice Proposal for Complete CityView PreBuilts Solution September 2006 property informationpermits & inspections ( planning code enforcement k licensing [ cashiering j applicatio-i builder Executive Summary Summary of Costs (assumes 3-phase implementation) Total Licensing CityView Property Information PreBuilt CityView Permits & Inspections PreBuilt CityView Planning PreBuilt CityView Code Enforcement PreBuilt CityView Licensing PreBuilt CityView Cashiering PreBuilt 10 concurrent licenses for CityView Application Client for Windows Desktop 1 concurrent license for CityView Application Client for Browsers (refer also to the Public Portal license for unlimited anonymous use through a browser) 1 license for CityView Server (includes Web Server) 5 concurrent GIS extensions $99,000 Total Implementation Includes: $107,526 Services " Data collection, configuration, installation, fine-tuning and validation for Property Information, Permits & Inspections, Planning, Code Enforcement, Licensing and Cashiering PreBuilts 10 days of on-site Go -Live facilitation Total Training Services On site, training for: System Administrator (up to 4 students) and End -Users for: Property Information (5 students) Permits & Inspections (10 students) Planning (4 students) Code E=nforcement (4 students) Licensing (5 students) Cashiering (5 students) CityView Reporter (4 students) $43,474 Services {after vendor „ Bar Parcel Table and Diamond Bar Address Table T 02006 Municipal Software Page 1 Executive Summary Preamble We are very pleased to provide the City of Diamond Bar with the following price proposal for your Community Development CityView solution. This CityView solution will provide you with business critical systems for managing your property information, permits and inspections, planning, code enforcement, licensing and cashiering business functions. With the power of CityView PreBuilts and the support of Municipal Software, you will improve institutional memory, information flow, efficiency, lower costs and offer the best service possible to your citizens. CityView PreBuilts are out: -of -the -box software solutions that help you improve efficiency, deliver better service and increase revenue. These applications are based on Municipal Software's 24 years of experience with the business processes of leading jurisdictions from across North America. CityView PreBuilts are designed to meet the highest standards. This cost proposal provides detail of the make-up of your CityView solution. It constitutes an out -the -box system which will address the vast majority of the requirements defined in your recently completed and documented "Needs Assessment." It provides for a solution comprising CityView PreBuilts for Property Information, Permits and Inspections, Planning, Code Enforcement, Licensing and Cashiering and includes the Public Portal for unlimited access by your citizens to online information and services deployed through CityView. It is assumed there will be no conversion services for existing electronic data other than an import of selected property information from the Diamond Bar Parcel Table and Diamond Bar Address Table and the creation of an update routine for periodic updates of data from the Diamond Bar Parcel Table and Diamond Bar Address Table. It assumes there will be no customization to the PreBuilts other than creation of a user -modifiable printable permit document. It assumes a daily batch file output of cash receipting information to your Pentamation financial system. The total cost for your CityView solution is $262,474. This proposal is valid for 90 days Once again, thank you for your continued consideration and the opportunity to respond to your price request! If you have any questions please do not hesitate to contact: Municipal Software Corporation Telephone: 1.800.665.5647Ext 245 Email shiggins@municipalsoftware.com 02006 Municipal Software oMunicipal Software Proprietary Information The information contained in this document is proprietary and confidential to Municipal Software. To the extent a nondisclosure agreement protecting Municipal Software confidential information is in effect between Municipal Software and you, the information contained in this document shall be held confidentially in accordance with the terms of that agreement. If no nondisclosure agreement protecting Municipal Software's confidential information is in effect between the parties, you agree to keep the information contained in this document in strict confidence and not to disclose it to any third party without Municipal Software's prior written consent. Your internal disclosure of the information contained in this document shall be only to those employees, contractors or agents having a need to know such information in connection with the evaluation of Municipal Software's software or services, and only insofar as such persons are bound by a nondisclosure agreement consistent with the foregoing. By reading further, you are agreeing to be bound by the foregoing terms. If you do not agree to be bound by the foregoing terms, promptly return this document to Municipal Software without reading further. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Municipal Software. Notwithstanding the foregoing, a reasonable number of copies may be made for recipients' internal evaluation purposes only. Municipal Software does not warrant that the material contained in this document is error -free and, therefore, is subject to change without notice. if you find any problems with this document, please report them immediately to Municipal Software in writing. CityView is a registered trademark of Municipal Software Corporation. All other company and product names may be trademarks of their respective owners. The information contained herein is subject to change without notice. Copyright (c) 2005 Municipal Software Corporation. All rights reserved. Munkipal Software Product Pricing CityView Licenses CityView is licensed using a concurrent license model. CityView consists of the following components: CityView Application Client for A fully featured Windows application (thick client) that allows the end - Windows Desktop user to access CityView PreBuilts over local area networks using client/server architecture. CityView Application Client for A browser -based (thin client) that allows the end-user to access CityView Browsers PreBuilts over local area networks, wide area networks and the Internet. CityView GIS Extension The CityView GIS Extension allows full mapping and spatial analysis capability by providing direct access to your GIS data. Option: CityView ApplicationCityView Application Builder is a toolkit that allows you to develop Builder applications to perfectly match your organizational needs. You can also use CityView Application Builder to make changes to the CityView applications that you have, as your business process needs evolve. Application Builder is not included in this price proposal (current cost.for I concurrent lirenv, scis nnm %,Uy.,Cw server-kincivaes Web LttyView Server is the centerpiece of the CityView platform, and among Server) —Required for CityView other things, allows you to offer access to forms and reports to your staff Application Client for Windows and contractors in the field, such as building inspectors. Your forms are Desktop and CityView automatically published on the Web by simply selecting a "publish to the Application Client for Browsers Web" checkbox. No programming knowledge is required. (If you would like to offer forms and reports to the general public CityView Public Portal is required.) CityView Web Mapping Server This is required in order to deploy mapping data over the Web. Municipal Software offers CityView Web Mapping Server under authority from ESRI for those clients who do not already have ArcIMS. CityView Mapping Server is not included in this price proposal (as City has .ArcIMS) 9/29/2006 4110 "' Muni.cipal Software ption: CityView Mobile This is required in order to use CityView via the Web using a mobile Extension device that supports a mini -browser. Examples of mobile devices include Agreement cellular phones and PDAs. This is also required for support with non -IE Fee browsers. CityView Mobile Extension is not included in this price Proposal (current cost $7,000) Option: CityView XML Web This is required in order to integrate CityView with certain third party Services Extension applications such as some Integrated Voice Response (IVR) systems. CityView XML Web Services Extension is not included in this price proposal (current cost $7,000). CityView Public Portal This allows you to offer just those forms, reports and maps youwant to the general public over the Internet safely and securely. This provides unlimited access to every citizen in your jurisdiction for a fixed annual fee. CityView Annual Software Maintenance Agreement (ASM) An Annual Software Maintenance Agreement (ASM) charge for each of the licenses purchased will entitle the City of Diamond Bar CA to software upgrades, unlimited telephone support for the System Administrator and, three (3) expenses -paid attendee/s (conference registration fee, air fare and hotel room and taxes) at our Annual CityView User Conference. On-going Annual Provides: Software Maintenance - All major and minor software upgrades $22,800 Agreement • Unlimited technical support; Fee • Prepaid attendance at the annual User Conference for 3 attendees, including all registration, travel, accommodation and meal costs; - Unlimited access to the Municipal Software FTP site - Unlimited access to the Municipal Software Knowledgeshare Annual Portal Price Provides unlimited access to 57,975 citizens in your jurisdiction for an annual fee which is revised annually $5,797.50 according to your population figures for the previous year from www. census.00v. 9129/7.006 5i 10 "° Mun.icipal Software Project Deliverables Software Licensing Deliverables Software Licenses Include: 10 CityView Application Client — Desktop 1 CityView Application Client — Browser 1 CityView Server MSC will: 5 CityView GIS Extensions • Set up as a client on FTP site PreBuilts: • Provide documentation to download the latest version of 1 CityView Property Information ityView off the FTP site 1 CityView Permits & Inspections • Send the licensing key for CityView Licenses 1 CityView Code Enforcement • Provide documentation to download the PreBuilts from the FTP site 1 CityView Planning 1 CityView Licensing 1 CityView Cashiering THREE-PHASE IMPLEMENTATION PHASE Implementation Services Deliverables 1 day of onsite SME Training with up to 4 students for the SME Training Property Information PreBuilt. Price includes all costs of elivering this service, including travel and expenses Data collection (on site, one day), configuration from PreBuilt Implementation Servicers orksheets, installation (production, training & test), testing. Price includes all costs of delivering the services, including ravel and expenses Undertake an import of select property data from the Property data conversion and routine update Diamond Bar Parcel Table and Diamond Bar Address Table and create a routine for periodic update of select data from hese tables. Note: Assumption is that the data import and data updates are to be undertaken from data contained within the Diamond Bar Parcel Table and Diamond Bar Address Table (previously reviewed) only. Updates to the Diamond Bar tables with Zoning and General Plan information will be undertaken by Diamond Bar. 9/29/2006 6110 Municipal Software PHASE II PreSull# 11m1plpmentation Services Mliverables SME Training days on site, 1 for each PreBuilt for Licensing and Cashiering, up to 4 students each. Price includes all costs f delivering this service, including travel and expenses Data Collection (on-site) Onsite meeting to collect required data for configuration. Price includes all costs of delivering this service, including ravel and expenses Configuration Configure PreBuilts based on Client Information provided in the Worksheets Batch Integration with Pentamation financial Undertake development of a routine for batching cash system receipting information daily to Pentamation lockbox system. Installation (remote) Setup environments on client site. Test to ensure proper peration. Fine-tuning and validation lValidate initial configuration with the Client on-site and implement any refinements arising out of the validation 3 days onsite training for users of the PreBuilts: User Training • Property Information (up to 5 students) • Licensing (up to 5 students) • Cashiering (up to 5 students Note: Assumption is that Pentamation interface does NOT change between data collection and go -live PHASE III PreBuilt Implementation Deliverables 3 days on site. 1 for each PreBuilt for Permits & Inspections, SME Training Planning and Code Enforcement, up to 4 students each. Price includes all costs of delivering this service, including ravel and expenses onsite meeting to collect required data for configuration. Data Collection (on-site) Price includes all costs of delivering this service, including ravel and expenses Configuration Configure PreBuilts based on Client Information provided in the Worksheets Undertake outstanding itemized customization pieces as Itemized Customization etailed in "Notes and Assumptions" below and as follows: - User -modifiable printable permit doc Installation (remote) Setup environments on client site. Test to ensure proper 9/29/2006 7110 Municipal Software PHASE II PreSull# 11m1plpmentation Services Mliverables SME Training days on site, 1 for each PreBuilt for Licensing and Cashiering, up to 4 students each. Price includes all costs f delivering this service, including travel and expenses Data Collection (on-site) Onsite meeting to collect required data for configuration. Price includes all costs of delivering this service, including ravel and expenses Configuration Configure PreBuilts based on Client Information provided in the Worksheets Batch Integration with Pentamation financial Undertake development of a routine for batching cash system receipting information daily to Pentamation lockbox system. Installation (remote) Setup environments on client site. Test to ensure proper peration. Fine-tuning and validation lValidate initial configuration with the Client on-site and implement any refinements arising out of the validation 3 days onsite training for users of the PreBuilts: User Training • Property Information (up to 5 students) • Licensing (up to 5 students) • Cashiering (up to 5 students Note: Assumption is that Pentamation interface does NOT change between data collection and go -live PHASE III PreBuilt Implementation Deliverables 3 days on site. 1 for each PreBuilt for Permits & Inspections, SME Training Planning and Code Enforcement, up to 4 students each. Price includes all costs of delivering this service, including ravel and expenses onsite meeting to collect required data for configuration. Data Collection (on-site) Price includes all costs of delivering this service, including ravel and expenses Configuration Configure PreBuilts based on Client Information provided in the Worksheets Undertake outstanding itemized customization pieces as Itemized Customization etailed in "Notes and Assumptions" below and as follows: - User -modifiable printable permit doc Installation (remote) Setup environments on client site. Test to ensure proper 9/29/2006 7110 Municipal Software Fine-tuning and validation JValidate initial configuration with the Client on-site and implement any refinements arising out of the validation 3 days onsite training for users of the PreBuilts: • Permits & Inspections (up to 10 students) • Planning (up to 4 students) User Training Code Enforcement (up to 4 students) 1 day on site training for: • CityView Reporter (up to 4 students) Price includes all costs of delivering this service, including ravel and expenses. 10 days (1 x 10 working days on site) of on site facilitation to ensure users are comfortable with the system and to handle On site Go -Live Facilitation any "on -the -fly" issues. Price includes all costs of delivering his service, including travel and expenses. Go -live occurs at the beginning of this period and the service assists with . 0 -live. 11 • One application client license for browsers is necessary to provide access to the Sery11 er throu11 gh the P 1. ublic Portal • Phasing provides for a three-phase implementation comprising: o Phase I — implementation of CityView Property Information PreBuilt, to include the import of data from the Diamond Bar Parcel Table and Diamond Bar Address Table data source and creation of a routine update procedure for periodic updates to select property data from the Diamond Bar Parcel Table and Diamond Bar Address Table data. Assumption is that any updates or imports of data sources outside of 9129/2006 Provides: • All major and minor software upgrades • Unlimited technical support; • Prepaid attendance at the annual User Conference for ASM three attendees, including all registration, travel, accommodation and meal costs; • Unlimited access to the Municipal Software FTP site • Unlimited access to the Municipal Software Knowledgeshare Provides unlimited access to 57,975 citizens in Annual CityView Public Portal your jurisdiction for an annual fee which is revised annually according to your population figures for the previous year from www.census.gov. Notes & Assumptions _... 11 • One application client license for browsers is necessary to provide access to the Sery11 er throu11 gh the P 1. ublic Portal • Phasing provides for a three-phase implementation comprising: o Phase I — implementation of CityView Property Information PreBuilt, to include the import of data from the Diamond Bar Parcel Table and Diamond Bar Address Table data source and creation of a routine update procedure for periodic updates to select property data from the Diamond Bar Parcel Table and Diamond Bar Address Table data. Assumption is that any updates or imports of data sources outside of 9129/2006 C Municipal Software those provided by Diamond Bar Parcel Table and Diamond Bar Address Table will be handled by the CITY. The assumption is that there is no Go -Live at the completion of Phase I, but there will be limited acceptance testing (by SMEs only). Phase II — implementation of CityView Licensing and CityView Cashiering PreBuilts. Creation of batch export of cash receipt data to the Pentamation lock box Phase III — implementation of CityView Permits and Inspections, Planning and Code Enforcement PreBuilt products. Implementation of remaining itemized customizations. Implementation of CityView Public Portal Data conversion — no data conversion is provisioned in this proposal other than for select property data from Diamond Bar Parcel Table and Diamond Bar Address Table as described above. • Customizations to the PreBuilts, provided for in this estimate, are limited to: o Creation of a printable permit document from within CityView containing the CA statutory information using a design specifically built to enable user -modification of wording without the need for Application Builder (provided at no charge to CITY). • The level of integration provided for in this price proposal is limited to: o Creating a daily batch file for export to the Pentamation Financial system containing cash receipting and account information CityView supports the ability to launch third party applications (such as Geoprise) from within CityView applications o GIS Integration i.e. a direct link for viewing spatial data from within the CityView application using either the CityView mapping viewer or a 3rd party viewer of the clients' choice, and direct access to the City's ESRI ArcSDE GIS tabular data from CityView to be used in the update process of the CityView database. • On-site Go -Live facilitation is a service we provide to help you with your change management process. Go -Live is a challenging time for busy people. We provide a trainer or developer on-site to provide over -the shoulder guidance and direct liaison between your users and our headquarters. Go -Live facilitation assumes one trip on site of 10 working days, in the last phase of the implementation • Test scripts — it is assumed that Municipal Software will not be providing any custom -developed test scripts for the City • Travel and expenses costs are included • CityView 9 will contain an ability for a 3" party application such as Geoprise to invoke CityView with command line parameters containing the context of what needs to be retrieved from CityView. This functionality will be available no later than September 2007 at no additional cost to CITY • VENDOR confirms that for secure payment processing electronic transactions, CityView already provides for data encryption from User to Server and from Server to Third party payment processor. Therefore, VENDOR does not foresee any need for further encryption custom features to be built into the product 9/29/2006 9110 _ � f Comm Devel Featues City of Diamond Bar Subsystern Short Descripton Description Comments Comm Dev Features Ability to isolate park development Provides the ability to identify park development fees as a BUILDING PERMITS fees. separate type of permit/fee for selected reporting. Provides the ability to restrict the issuance of sub -permits, i.e. BUILDING PERMITS Ability to restrict issuance sub -permits electrical plumbing and mechanical, until the issuance of the master building permit. Provides status and dates of approval for multiple types of BUILDING PERMITS Accepts sub -permit application permits (building, electrical, mechanical, etc.) for master permits and certificates of occupancy. Ability to physically remove user specified records or groups of BUILDING PERMITS Allows purging of transactions records from the master files for authorized staff, From user specified parameters, list of applications requesting BUILDING PERMITS Application review tickler report App p follow-up action. List of all permit applications being reviewed because of BUILDING PERMITS Applications in review report inspection problems. When a permit is completed, move it to history so current permits BUILDING PERMITS Archive current permits to histo do not interfere with performance. Automatic cash receipt posting for each permit as fees are paid. BUILDING PERMITS Automatic interface to cash receipts post to permit transaction history automatically as well. All relevant permit fees, fee credits, and reimbursements are BUILDING PERMITS Automatic table driven permit fees table -coded and automatically calculated (with manual override capability) when entered. Backup procedures are a menu option and can be run Provided by Database backup utility, not within BUILDING PERMITS Backup and recover procedures unaeed. CityView. BUILDING PERMITS Cash receipts detail report R_c .. N. GNvi u, �_. receipts by un/c, permittype, oir' Volartahl_ runtime. BUILDING PERMITS Cash reciept summary Cash receipt summary by date, by permit type, etc. List of all certificates of occupancy for a range of dates, BUILDING PERMITS Certificate of occupancy listings addresses, etc. BUILDING PERMITS Code enforcement compliance reports Thirty, sixty, ninety day compliance status reports. Detailed report of code enforcement incidents for a specified BUILDING PERMITS Code enforcement detail report range of dates, address, etc. For permits required by Code Enforcement violations, the system BUILDING PERMITS Code enforcement fine tracking tracks fines and payments through the cash receipts system. Code enforcement maintenance provides for specific code BUILDING PERMITS Code enforcement maintanence enforcement violations maintained in conjunction with the land use record for a parcel. Summary of code enforcement incidents by type for a specified BUILDING PERMITS Cade enforcement summary range of dates, addresses, etc. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 1 of 29 CoCnm Devel Featues City of Diamond Bar Subsystem , Short Descripton � Description Comments Comm Dev Features Ability to communicate with State or private systems for BUILDING PERMITS Communicate with State maintenance of contractor, designer, workman's compensation information, etc. in real time or through a subscription service. Through the contractor's license validation table, monitor the BUILDING PERMITS Contractors' Workers Comp tracking expirations of Workers Compensation insurance for all Tracked in CityView Licensing contractors working on current permits. Provides inspection call-in, which establishes a detailed inspection record for each requested inspection. Allows tracking BUILDING PERMITS Detailed inspection transaction record of approvals, denials, holds, etc. Maintains routing information for inspection scheduling. Facilitates an efficient data entry process for projects containing multiple structures with slightly different characteristics, i.e. BUILDING PERMITS Facilitate efficient data entry building plan, address, etc. WITHOUT reentering common data. Also enables permit development and issuance without unnec Table printout/display of the different fees for permits and sub - BUILDING PERMITS Fee listings permit types. Automatically generates a certificate of occupancy when all BUILDING PERMITS Generate certificate of occupancy required inspections have been approved. Generates expiration notifications of workers' compensation BUILDING PERMITS Generates expiration notifications insurance, permits, etc. BUILDING PERMITS Generates permit number upon receipt of fees. Generates revenue report for park BUILDING PERMITS development fees. BUILDING PERMITS Individual access security .y --u __t:_1-1 -.-Cui1; y controlling function access bacon I"rUVIUCJ IIICIIU V�.11lVll Jcliuiii7 �.�riu vr,r,ry ,u,,...,..,. ...�...�.+.� ...-��.- on individual users access rights. Done in the application itself rather than a Provides history/progress of inspections for a specific . address, report. Displayed as data grid which can be BUILDING PERMITS Inspection histo report p history permit, parcel, inspector, etc. exported to excel spreadsheet for further manipulation Ability to produce an inspection schedule report in consideration BUILDING PERMITS Inspection schedule report of geographical proximity and available inspectors. Summary of inspections both scheduled and completed for a BUILDING PERMITS Inspector activity summary range of dates and/or inspectors. Integrated with Plan Check routing and System will not issue a permit unless all necessary Plan Check BUILDING PERMITS sequence approvals are completed. Allows multiple address and owners at a given parcel and permits BUILDING PERMITS Interactive parcel maintenance a search by address, tenant, owner. Interacts with finance system, in real time, in order to eliminate BUILDING PERMITS Interface with Finance redundancy in reporting. Also must facilitate an electronic Batch process for integration accounting of permit Prior to and during, the actual issuance Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 2 of 29 Comm Devel Featues City of Diamond Bar Subsystem Short Descriptor Ddscription'� : _ Commgnts Comm Dev Features Ability to support both internal and external plan checking. Fees BUILDING PERMITS Internal or external check fees can be identical for either. BUILDING PERMITS Issues and tracks Public Works permits Link to Tabular and graphics GEO-BASE for graphic displays as BUILDING PERMITS Link to Geobase/Mapping subsystem layers to the GIS system. Buildings are linked to parcel data so that land use can be BUILDING PERMITS Link to Land Management subsystem analyzed. BUILDING PERMITS Links to Bond Acceptance & Release Especially for parcel database layer for flagging lots for BUILDING PERMITS Links to GIS outstanding reimbursement agreements. BUILDING PERMITS Links to Permit Fee Calculation Maintains inspection/completion Maintains the required inspection and completion dates for final BUILDING PERMITS history approval based on type of permit. Maintains permit applications, mult. Ability to index all permit applications by several keys including BUILDING PERMITS keys parcel, requestor name, address, contractor name, etc. Maintains history of all permits and inspections as well as. cash BUILDING PERMITS Maintains permit inspection history receipts and other transactions related to each permit. Provides free form, user defined narratives with user defined BUILDING PERMITS Miscellaneous coded narratives codes and dates. Provides access to all inquiry screens through one menu option. BUILDING PERMITS Multi-level menu interface Functionally structured menu system with expert mode to bypass Supports multiple contractors and subcontractors associated with BUILDING PERMITS Multiple contractor/subcontractor suprt each on a permit. BUILDING PERMITS Multiple format user defined printing Printing of permits in user defined formats, with option for reprint. BUILDING PERMITS On-line help Provides on-line help at the menu or field level. BUILDING PERMITS On-line inspection record maintenance Allows interactive update of a specified inspection record. Allows query of permit database by parcel ID, property address, BUILDING PERMITS On-line query, multiple keys contractor name, property owners name, permit number, and user defined alternate ID code. BUILDING PERMITS Outstanding inspection request report List of all outstanding inspection requests by type and due date. Ability to upload/download inspection transactions to/from a PC BUILDING PERMITS PC (IBM) interface for inspection trans (MS-DOS, IBM compatible) so that inspectors can use portable PCs in the field to record their work. BUILDING PERMITS Permit fee collection Collection of cash & checks by cashier. BUILDING PERMITS Permit listings List of all permits issued and their status. BUILDING PERMITS Permit status report I List of permits by status. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 3 of 29 Comm Devel Featues City of Diamond Bar Subsystem Short Descripton Description -Comments FeaturesComm Dev Report of all completed (issued) permits for a specified range of BUILDING PERMITS Permits issued report dates, addresses, etc. Provides individual permit costing as well as potential additional BUILDING PERMITS Provides permit and related cost data cost such as impact fees, tap fees, user fees, etc. Facilitates quick retrieval of permits, plans and retained BUILDING PERMITS Quick retrieval documents based upon location, type, inspector, plan checker, owner, architect, contractor, subject, key word/phrase, etc. RDBMS,data dictionary file Data is stored in a relational data base that can be amended BUILDING PERMITS management through a data dictionary by users. BUILDING PERMITS Remove temporary permits Purge file of expired temporary permits. Capable of retaining permit information without fee payment or generation of receipt until such time as the applicant can return BUILDING PERMITS Retain permit information with payment. Need to generate a'transaction' (temporary) record without actual permit number assignment. Further enabl gathered during the plan review process, calculates all BUILDING PERMITS Revalidates & verifies info applicable fees and produces the permit document(s) for and given projects. Facilitates a standard permit issuance process which notifies applicants of future requirements at the earliest possible step. BUILDING PERMITS Standard permit issuance Produces notices of requirements on permit receipts or on attached reports. Accepts fees paid information for each sub -permit type and posts l mlk � =0KA17e DVILUIIVV r �rlvn1 Trnrlec foAc nam for all %iih-Dermits tO/from cash rerelpts/Revenue subsystem. Tracks the acceptance of improvement and performance bonds BUILDING PERMITS Tracks improvement &performance related to the private construction of public works bonds improvements. Allows users to define codes to meet specific needs. Default BUILDING PERMITS User defined codes codes are pre-installed. Provides user defined comments to indicate inspection status or BUILDING PERMITS User defined status narrative miscellaneous information. Allows users to select extraction criteria for various demand BUILDING PERMITS User selectable reporting criteria reports. If requestor is a business, validates that a business license exists BUILDING PERMITS Validate business licenses through an interface to the Business License subsystem Ability to validate the designated contractors and subcontractors BUILDING PERMITS Validates contractors against Bus. Lic against the Business License subsystem. Allows descriptive text to be maintained with the status of a BUILDING PERMITS Violation narrative/comments specific violation. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 4 of 29 Comm Devel Featues City of Diamond Bar Description_ . Comments Subsystem Short DescriptorComm Dev Features Inspectors can query the Business License data base by name, Access to City Busns License data address, parcel, or other geographical identifier. Business CODE ENFORCEMENT base Licenses can query previous or current outstanding code violations before issuing License. Need to archive closed cases but have history available on CODE ENFORCEMENT Archive closed cases indivival properties or owners. New cases need to identify if there is a previous history. Owner notification coordination, tracking of the eviction process, CODE ENFORCEMENT Building condemnation process and coordination with the County Sheriffs office. Cartographic plotting of inspection and investigation sites and CODE ENFORCEMENT Cartographic plotting distribution using parcel, street, and administrative map data. Citation records, status reports, & CODE ENFORCEMENT maps CODE ENFORCEMENT Code enforcement compliance reports Thirty, sixty, ninety day compliance status reports. Detailed report of code enforcement incidents for a specified CODE ENFORCEMENT Code enforcement detail report range of dates, address, etc. Code enforcement maintenance provides for specific code CODE ENFORCEMENT Code enforcement maintenance enforcement violations maintained in conjunction with the land use record for a parcel. Summary of code enforcement incidents by type for a specified CODE ENFORCEMENT Code enforcement summary range of dates, addresses, etc. CODE ENFORCEMENT JCode enformcemet activity reports CODE ENFORCEMENT Code violation notices and citations. Digital photos collected through digital cameras, wireless phones, CODE ENFORCEMENTand/or Digital photo records can be recorded PDAs can be linked to an inspection record or code with inspection records violation. Including polygon overlay of parcel boundaries, planning/zoning CODE ENFORCEMENT Geometric analysis code data, etc. CODE ENFORCEMENT Inspection records and run lists Needs to be able to cross check with Building Permits, Plan CODE ENFORCEMENT Interface with other systems Checks, Business Licenses, Ownership Records, and permit files. CODE ENFORCEMENT Limited access to Code Enforcement Limited Some information is protected like who complaining party is. On-line query: parcel tabular & map Used in data gathering associated with inspection and CODE ENFORCEMENT data investigation proceedings. Recording and tracking of code enforcement, inspection, CODE ENFORCEMENT Recording and tracking complaints, corrections, and citations data. Supports residential business types (business operating out of CODE ENFORCEMENT Residential Business info data base private residence). Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 5 of 29 Comm Devel Featues City of Diamond Bar Subsystem Short,Descrip�ton _ Description', Comments , Comm Dev Features Status of Enforcemnt/Violation by Displays/prints all historical and/or outstanding Code Violations CODE ENFORCEMENT parcel related to a given tract, subtract, subdivision, and/or parcel. Including address matching, statistical analysis, storage, and CODE ENFORCEMENT Tabular data manipulation report generation. Displays on-line all history and transactions related to a Code Violation including initial application through notification and CODE ENFORCEMENT Tracking of Inspection Cases remedy. Also prints detail and summary reports related to code violations. Provides review dates on violations to display/report will indicate CODE ENFORCEMENT Violator Tickler file delinquent outstanding violations or reinspection schedules. COMPUTER ASSISTED PLAN Access to Codes data base On-line access to city codes, ordinances, and zoning ordinances. CHECKING COMPUTER ASSISTED PLAN Active Permits by Project Type CHECKING COMPUTER ASSISTED PLAN Active Permits report CHECKING COMPUTER ASSISTED PLAN Support and interfaces to a data base of Architects with names, Must be tracked in CityView Licensing CHECKING Architect Data Base addresses, licenses, etc. PreBuilt. Permit applications serve as preliminary data entry for Building or COMPUTER ASSISTED PLAN Automatic Application -to -Permit other Permits and operate on the same tables and data bases. CHECKING changes As steps are completed in the application process, appropriate permits are generated by the computer to be issued on user dem Allows for change of occupancy for permits or applications at any COMPUTER ASSISTED PLAN Change of Occupancy level. CHECKING User maintained table with Conditions of Approval for all types of COMPUTER ASSISTED PLAN Conditions of Approval Table permits which can be linked to applications and/or permits at all CHECKING levels. COMPUTER ASSISTED PLAN Following inspections, correction lists can be generated for CHECKING Correction Lists applications/permits. COMPUTER ASSISTED PLAN Date Activated Fee Schedule Ability to automatically force fee schedule changes as of a CHECKING specific (future) date. COMPUTER ASSISTED PLAN Support and interfaces to a data base of developers with names, CHECKING Developer Data Base addressed, license numbers, etc. COMPUTER ASSISTED PLAN Supports and interfaces to a data base of Engineers with names, CHECKING Engineer Data Base addresses, licenses, etc. COMPUTER ASSISTED PLAN Expirations Report CHECKING Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 6 of 29 Comm Devel Featues City of Diamond Bar Subsystem_ iShort.Descripton ©escripiioncomments . Dev Features what fees have been charged, what has been collected, COMPUTER ASSISTED PLAN what is due and past due, and projects fee revenues based on Fees Charged/Collected/Due Report pending applications or permits. Handles deposits and deposit CHECKING refunds when projects are closed or completed. COMPUTER ASSISTED PLAN Field level and function security Has the ability to restrict access (view, update, delete, etc.) to specific data fields and processing functions with the subsystem. CHECKING COMPUTER ASSISTED PLAN Fees can be either fixed or estimated and are so indicated on CHECKING Fixed or Estimated Fees printouts. COMPUTER ASSISTED PLAN ABility to forecast revenue from several different fund sources CHECKING Forecast revenue and allocate projects to multiple funding sources. COMPUTER ASSISTED PLAN Inspection Summary Report CHECKING COMPUTER ASSISTED PLAN Inspector Activity Report CHECKING COMPUTER ASSISTED PLAN Inspector Assignment Ability to preassign specific inspectors to specific CHECKING applications/permits. COMPUTER ASSISTED PLAN Produces summary and detail lists of inspections required by CHECKING Inspector Run Sheets assigned inspector. COMPUTER ASSISTED PLANAbility Interactive Fee Schedule maintenance to updatelchange fees schedules without changing fees CHECKING for applications or permits already in process. COMPUTER ASSISTED PLAN Late Projects Report CHECKING COMPUTER ASSISTED PLAN Link and Sequence Appl/Permits Automatically links the phases of the plan WVUt' M1, - foundation, electrical, etc. -CHECKING plumbing, COMPUTER ASSISTED PLAN Link to GEOBASE by parcel or Ability to query by parcel or address for all applications and/or CHECKING address permits issued or pending. COMPUTER ASSISTED PLAN Links to GIS Links to GIS for determining project areas. CHECKING Supports mapping overlays by Assessment District, School, COMPUTER ASSISTED PLAN Mapping Overlays General Plan, Parcel, Street Address, Inspection Area, or other CHECKING user defined GEO-BASE layers. the application/permithnspection process through COMPUTER ASSISTED PLANSupports Multi -departmental Review Process various departmental stages such as Planning, Engineering, CHECKING Building & Safety, etc. Prints all types of permits (Encroachment, Grading, Construction, COMPUTER ASSISTED PLAN CHECKING Multi -Permit Issuance Landscaping, etc.) in groups or one at a time. COMPUTER ASSISTED PLAN Override default or computed fields Ability to override, with appropriate security, fields that have been CHECKING I computed or defaulted during data entry. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 7 of 29 Comm Devel Featues City of Diamond Bar Subsystem Short D�scripton Deso�pt�on.. Comments Comm Dev Features COMPUTER ASSISTED PLAN Permits Issued Report Weekly, monthly, Quarterly, or user-specified dates. CHECKING Permit applications or proposals are monitored through all of the COMPUTER ASSISTED PLAN Plan Check Monitoring/Table Driven relevant building phases such as Grading, Mechanical, Electrical, Plumbing, Building (Structural), Fire Sprinklers. Phases are user- CHECKING specified and table driven. COMPUTER ASSISTED PLAN project Activity Report CHECKING COMPUTER ASSISTED PLAN Project Area Specification Ability to assign specific project references to applications or permits for grouping into cost and status reports. CHECKING COMPUTER ASSISTED PLAN Project Status Summary CHECKING COMPUTER ASSISTED PLAN Project Status, user selected Select by developer, parcel, or other field and print or display a CHECKING Project (Application/Permit) Status report. COMPUTER ASSISTED PLAN Project/Plan Check/Permit Cross Ref. Cross reference each application/permit by Project, Plan Check, CHECKING Subsequent (Prior), Transmittal numbers. COMPUTER ASSISTED PLAN projects by Plan Checker/Inspector CHECKING Ability to provide public access (at terminal on front counter) to COMPUTER ASSISTED PLAN Public Access Query limited information (controlled by user) relating to CHECKING applications/permits/projects and/or parcels. COMPUTER ASSISTED PLAN Relate Fees to Acreage, Size Has the ability to calculate fees based on acreage, sq feet, or CHECKING other size factors. COMPUTER ASSISTED PLAN Ralnnnfinn Permits Supperts relocation or redirecting permits. CHECKING COMPUTER ASSISTED PLAN Ability to replicate data from previous entry during data entry to CHECKING Replicate key in data entry expedite data entry of multiple applications or permits. COMPUTER ASSISTED PLAN Submittals Report Weekly, Quarterly, or user-specified date range. CHECKING COMPUTER ASSISTED PLAN Supports Landscape Plan Checking Supports Landscaping as one type of application/permit and treats it like other application/permits for construction. CHECKING COMPUTER ASSISTED PLANAllows for as many reinspections as necessary to pass approval CHECKING Supports unlimited Reinspections and maintains history and comments for each. Supports multiple, user -defined permit types with specific fees or A ccicT�n Di Anl COMPUTER Table-driven Fee Calculations fee ranges. Permits types might include Building, Electrical, CHECKING Mechanical, Plumbing, Fire Sprinklers, Grading, etc. COMPUTER ASSISTED PLAN Temporary Occupancy Permit Supports the ability to grant temporary or conditional occupancy CHECKING with appropriate follow-up monitoring. COMPUTER ASSISTED PLAN Keeps tracks of bonds submitted for projects and expiration CHECKING Tracks Bands dates. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 8 of 29 Comm Devel Featues City of Diamond Bar Subsystem- Short Decripfon .,:' Descriptwon .. comr° erit Comm Dev Features COMPUTER ASSISTED PLAN Tracks Status for Applications/Permits On-line input/update of submittal information for each stage of CHECKING the application and permit process. COMPUTER ASSISTED PLAN Transactional History for Appl/Permits Automatically retains all transactions for each application or CHECKING permit and can display or print on demand. An unlimited number of Conditions of Approval can be linked to COMPUTER ASSISTED PLAN each application/permit with date and status flags for monitoring. Unlimited Conditions of Approvals Supports table entries as well as free -form or special conditions CHECKING not in the table. Merging of information into form letters is COMPUTER ASSISTED PLAN Word Processing interface Ability to download names address, etc to PC-based word undertaken within the CityView PreBuilts, not CHECKING processors used by City. within a third party Word Processor Provided these are prope rty-relaied. There DEVELOPMENT Acceptance of improvements Improvements include streets, storm drains, curb, gutter, are workarounds in the PreBuilts for dealing REVIEW/TRACKING sidewalks, landscaped areas, and parks. with non -parcel related improvements DEVELOPMENTOn-line Access to Code Data Base access to City codes, ordinances, and zoning REVIEW/TRACKING ordinances. PreBuilts will track Council meetings and to review previous Council Actions relating to specific results, as well ability to add Council minutes DEVELOPMENTAbility Access to Legislative History issues, codes, ordinances, special waivers, etc. Ability to to records. Code Enforcement enables "events" REVIEW(TRACKING perform textual string search on key word or phrases. tracking of Council actions in the functionality. DEVELOPMENT Archive & retrieve completed projects REVIEW/TRACKING MCN/=i nonnr=r.ir Automated referencing of manual files and bibliographic indexing """-"" 1—.. . REVIEW/TRACKING Automated referencing capabilities. DEVELOPMENTAbility to interact with Building Permit system to indicate REVIEW/TRACKING Building Permit approval of plans prior to permit issuance. DEVELOPMENT Create user defined tables for file types, building codes, committee codes, etc. REVIEW/TRACKING indicating development opportunities and constraints associated Reports now, and graphics will be in a future DEVELOPMENT Customized reports and graphics with specific projects proposed by potential developers or version REVIEW/TRACKING builders. DEVELOPMENTDetection Detection of expiration dates of expiration dates (i.e., automated tickler files), and automated generated of expiration/renewal notices. REVIEW/TRACKING DEVELOPMENT Development review status maps & REVIEW/TRACKING reports DEVELOPMENT Development status reports and logo REVIEW/TRACKING DEVELOPMENT Direct printing reports Ability to direct printing of reports to any selected output device. REVIEW/TRACKING DEVELOPMENT Establish security for RDB by user Done at field level REVIEW/TRACKING Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 9 of 29 Comm Devel Featues City of Diamond Bar Isubsystem-, Short Doscripton Description Comments , Comm Dev Features DEVELOPMENT Expiration, denial, and renewal notices REVIEW/TRACKING Has the ability to restrict access (view, update, delete, etc.) to DEVELOPMENT Field level and function security specific data fields and processing functions with the REVIEW/TRACKING subsystem. Generate following reports: weekly project status, weekly plan check status, weekly grading plan check status, weekly DEVELOPMENT Generate reports on request for preliminary review status, weekly tickler file, weekly projects REVIEW/TRACKING sorted by planner, monthly projects submitted with time/date stamp, When required, identification and notification of affected property DEVELOPMENT Identification and notification owners/residents (e.g., creation of 300 -foot radius area and REVIEWITRACKING corresponding mailing list). DEVELOPMENT Interface w/Community Devel REVIEW/TRACKING subsystems Ability to access: parcel info, historical site designation, general DEVELOPMENT and specific plan layers, zoning information, parcel history REVIEW/TRACKING Interface with City's GEOBASE (splits, combinations, reparcels), site address, project file info, and project permit info. DEVELOPMENT Interface with City's GEOBASE To generate maps at various scales. REVIEW/TRACKING Merging of information into form letters is DEVELOPMENT Interface with City's word processing Ability to interface with City's word Processing system for undertaken within the CityView PreBuilts, not REVIEW/TRACKING generation of mailing labels and letters. within a third party Word Processor n_PKAF= vT Report showing the status of all development applications by _nG_vF_i REVIEW/TRACKING Land Developer Reviewer Log address and a summary of submissions. DEVELOPMENT Late Projects Report REVIEW/TRACKING DEVELOPMENT Link the GEOBASE by parcel or Ability to query by parcel or address for all applications and/or REVIEW/TRACKING address permits issued or pending. DEVELOPMENT Links to bond acceptance and release REVIEW/TRACKING module DEVELOPMENT Miscellaneous permits REVIEW/TRACKING DEVELOPMENT Monthly commercial projects status REVIEW/TRACKING report Monthly industrial projects status DEVELOPMENT REVIEW/TRACKING report DEVELOPMENT Monthly institutional projects status REVIEW/TRACKING report DEVELOPMENT Monthly mixed use project status REVIEW/TRACKING report Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 10 of 29 Comm Devel Featues City of Diamond Bar rsubsystsrtn Short [� scripto bescrptipn Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 11 of 29 Comments, Comm Dev Features DEVELOPMENT Monthly projects expired/withdrawn REVIEW/TRACKING report DEVELOPMENT Monthly projects submitted with REVIEW/TRACKING time/date stamp report DEVELOPMENT Monthly residential non -tract project REVIEW/TRACKING status report Supports the applicationlpermitlinspection process through DEVELOPMENT Multi -departmental Review Process various departmental stages such as Planning, Engineering, REVIEW/TRACKING Building & Safety, etc. DEVELOPMENT Prints all types of permits (Signs, home Occupations, temporary REVIEWfTRACKING Multi -Permit Issuance use, etc.) in groups or one at a time. DEVELOPMENT Permit application documents REVIEW/TRACKING DEVELOPMENT Permit status & activity reports with graphics. REVIEW/TRACKING DEVELOPMENT Project descriptions Unlimited text in free form capability. REVIEW/TRACKING DEVELOPMENTSelect by developer, parcel, or other field and print or display a REVIEWITRACKING Project status report user selected Project (Application/Permit) Status report. DEVELOPMENT Project status summary report REVIEWITRACKING DEVELOPMENT Projects by Plan Checker/Inspector Projects by Plan Checker/Inspector reports. REVIEW/TRACKING nFVFLOPMENT rroviue cuss-luiviull .V L „+soy relater/ n�nierte tenth rrnrrent and historical. �,. , related r _J ... __.._._ _.._ ... REVIEW/TRACKING Ability to provide public access (at terminal on front counter) to DEVELOPMENT Public Access Query limited information (controlled by user) relating to application/ REVIEW/TRACKING permits/projects and/or parcels. DEVELOPMENT Quarterly application summary REVIEW/TRACKING DEVELOPMENT Quarterly project submittal log REVIEW/TRACKING DEVELOPMENT Query projects or files Query using: project number, name, general location, submittal date, owner/developer name, site address, or parcel number REVIEW/TRACKING DEVELOPMENT Recording and tracking development Recording and tracking of development review field surrey REVIEW/TRACKING notes notes. PreBuilts enable the ability to add DEVELOPMENT Relate project activity to multiple Relating done with no limit on number of parcels. "related parcels" to a project on a REVIEW/TRACKING parcels articular parcel DEVELOPMENT Reselection of standardized spatial Also provides definition of unique areas of interest for analyzing land REVIEWlTRACKING area reporting development trend information. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 11 of 29 Comm Devel Featues City of Diamond Bar Subsystem. Snort Descriptor Qescripti©r Comments Comm Dev Features DEVELOPMENT Submittals Reports Weekly, quarterly, or user-specified date range. REVIEW/TRACKING DEVELOPMENT Support Landscape as one type of application/permit and treat it REVIEW/TRACKING Supports Landscape Plan Checking like other application/permits for construction. DEVELOPMENT Tickler File Provide Tickler File capability. REVIEW/TRACKING DEVELOPMENT Tickler files for permit tracking. REVIEW/TRACKING DEVELOPMENT Track & cross-reference Track and cross-reference parcel and final map activity. REVIEW/TRACKING DEVELOPMENT Track & record resolution numbers for various projects upon City approval. REVIEW/TRACKING DEVELOPMENT Track Plan Check activity. REVIEWTTRACKING DEVELOPMENT Ability to track the various phases and type of plan check REVIEWTTRACKING Track plan check activity. activity. DEVELOPMENT Track street names within the City. REVIEW/TRACKING Tracking of review status info on both a project basis and City- wide basis for trend analysis. Time series data or historical DEVELOPMENT Tracking of review status info development records can be used to anticipate and plan for REVIEW/TRACKING development trends and can provide the basis for development pol nFVFLOPMENT ITransactional entry of permit REVIEW/TRACKING information DEVELOPMENT Update data base interactively REVIEW/TRACKING DEVELOPMENT Utility release tracking REVIEW/TRACKING DEVELOPMENT Weekly grading plan check status REVIEW/TRACKING report DEVELOPMENT Weekly plan check status report REVIEW/TRACKING DEVELOPMENT Weekly preliminary review status REVIEW/TRACKING report DEVELOPMENT Weekly project status report REVIEW/TRACKING DEVELOPMENT Weekly projects sorted by planner REVIEW/TRACKING report All of the proposed applications will be configured for dynamic GENERAL REQUIREMENTS Application interoperability interoperability so that relevant information can be shared without redundant data entry or lookup. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 12 of 29 Comm Devel Featues City of Diamond Bar Subsystem Short Descriptors Desoription' Comments Comm Dev Features Cash can be taken and posted to the appropriate Finance journals from the Community Development and/or Building & GENERAL REQUIREMENTS Cash Receipts integration Planning counters for fees and deposits. Posts to Project Cost Accounting records if applicable. After assistance with the initial setup, the system is designed for GENERAL REQUIREMENTS Customer based configuration customer self -configuration and tailoring. Field access restrictions controlled by Specific users and/or user types can be restricted to read-only, GENERAL REQUIREMENTS system tables read/write, or no -view access to all PlanslPermits data. All applications in the system dynamically link to the City's geobase so that permit, application, code violation, etc. GENERAL REQUIREMENTS Geobase integration information can be traced from a map location (geocode), parcel, or address. Spell check function with the ability to add vocabulary is available GENERAL REQUIREMENTS Spell -check available on all text input for all screens with text input. Ability to query through a user -level command language all elements and layers of the data base. Ability to produce ad hoc GEOBASE Ad Hoc Query/Report reports and catalog command files to rerun frequently used reports. Keeps all transactions relating to specific parcels on-line GEOBASE Maintain Parcel History including Permits, Approvals, Inspections, etc. GRANT MANAGEMENT Grant activity Grant activity, performance, and status maps and reports. GRANT MANAGEMENT Historical activity maps and reports GRANT MANAGEMENT Monitor & maintain records related to project activities and status. GRANT MANAGEMENT Potential project/program Isite maps & reports. INSPECTION Calculates appropriate fees based on type of project and square TRACKING/OCCUPANCY Automatic Fee Calculations footage involved. Calculation formulas are table driven and can APPROVAL be modified by users. INSPECTION User defined table of valid correction codes which can be TRACKING/OCCUPANCY Correction Codes Table assigned at each stage of the application/permit/project APPROVAL inspection cycle. INSPECTION Facilitates a daily notification of utility companies regarding the TRACKING/OCCUPANCY Daily notification release of utilities. APPROVAL INSPECTION for inspection requests through telephone and automatically TRACKING/OCCUPANCY Enables public interaction produces inspection run sheets by area, inspector, etc. APPROVAL INSPECTION Generates reports on inspection Generates weekly, monthly semi and annual reports on TRACKING/OCCUPANCY activity inspection activity. APPROVAL INSPECTION Print out schedule for all outstanding inspection requests for each TRACKING/OCCUPANCY Inspector Work Schedules inspector in date order. Selectable by date range and/or APPROVAL inspector. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 13 of 29 Comm Devel Featues City of Diamond Bar Subsystem Short DescriptonDescription, Comments _ Comm Dev Features Interact with E-mail/permit process in order to properly track and INSPECTION account for field generation requirements for any given project, TRACKING/OCCUPANCY Interact with E-mail/permit process i.e. investigation fees, plan charges, receipt of certificates, APPROVAL easements, CC&R's etc. INSPECTION to produce maps of past, present and predicted inspection TRACKING/OCCUPANCY Interacts with GIS activity. APPROVAL INSPECTION Ability to check on the status of applications/permits/projects at TRACKING/OCCUPANCY Multidivisional Plan Check Monitoring any stage of the review and approval process. APPROVAL INSPECTION Records inspection activity and provides statistical reporting of TRACKING/OCCUPANCY Records inspection activity workloads. APPROVAL Utilizes latest technology for on-line interaction between field and INSPECTION office personnel regarding the status of inspections, validity of TRACKING/OCCUPANCY Technology for on-line interaction permits, etc., i.e. through the use of mobile telecommunication APPROVAL computing. INSPECTION TRACKING/OCCUPANCY Tracks inspection activity and produces temporary and final occupancy certificates. APPROVAL INSPECTION TRACKING/OCCUPANCY Tracks utility release activity final and temporary APPROVAL Facilitates accurate accounting of past and present plan review PLAN APPLICATION & Accurate accounting workload thereby enabling an effective projection of workload in TRACKING order to project plan review appointments with applicants. PLAN APPLICATION &Report showing all active projects and a brief summary of their TRACKING Active Project Tracking Log current status in the review/approval process. PLAN APPLICATION & Assign plan review # at fees collection TRACKING PLAN APPLICATION & Calculate plan review fees. TRACKING As part of the application routing/approval process, committee PLAN APPLICATION & Committee Review comments reviews and comments can be recorded as part of the application TRACKING history. Facilitates efficient data entry process for projects containing PLAN APPLICATION & Efficient data entry multiple structures with slightly different characteristics, i.e. TRACKING building plan, address, etc. WITHOUT reentering common data. ilitates an efficient plan review submittal process for all types PLAN APPLICATION & Efficient plan review submittal process �:acf applications, i.e. building, plumbing, electrical, mechanical, TRACKING grading and fire sprinkler submittals. Exhibit F - FeatureFunctionWorksheet_Sep06.xis 9/29/2006 Page 14 of 29 Comm Devel Featues City of Diamond Bar Subsystem Short Qescripton„ , ©escription Comments :' ,Comm Dev Features Interact with planning, Engineering, Fire District plan review PLAN APPLICATION & Establish accurate status tracking modules in order to establish accurate status of any TRACKING given project. PLAN APPLICATION & Establishes bonding, easement, legal document, etc. needs and TRACKING Establishes bonding, easement, etc tracks such through the plan review, construction and archival. PLAN APPLICATION & Facilitates the generation of all applicable notices and mailing TRACKING Generates all applicable notices labels/envelopes, i.e. expiration or status, of plan check activity. PLAN APPLICATION & Genertes standardized and ad-hoc Generates reporting of plan check activity, i.e. daily, weekly, TRACKING reports monthly, quarterly, semiannually and annually. Interact with devel. review system and parcel information system PLAN APPLICATION & Interact with development review in order to extract pertinent data regarding projects submitted TRACKING system for plan review. Interact with Finance system, in real time, in order to eliminate in reporting. Also must facilitate an electronic PLAN APPLICATION &redundancy Interact with Finance System accounting of application prior to, and during, the actual Batch process TRACKING submittal process. Generates plan review receipt only upon payme Interact with Planning and Engineering divisions, Park PLAN APPLICATION & Interfacing Development, Flre District and Finance for concurrent plan TRACKING review activity and fee collection and maintenance. PLAN APPLICATION & Links to Bond Acceptance & Release TRACKING PLAN APPLICATION &Interacts with and provides the basis for the permit issuance TRACKING Perm issuance process. PLAN APPLICATION & Initiate plan routing process to all affected City departments, TRACKING Plan routing process divisions, consultants and outside agencies. PLAN APPLICATION & Planning Commission Review Status Report showing pending projects and what state they are in TRACKING report awaiting review. Facilitates quick retrieval of permits, plans and retained PLAN APPLICATION & Quick retreival documents based upon location, type, inspector, plan checker, TRACKING owner, architect, contractor, subject, key word/phrase, etc. Facilitates standard plan review submittal info process which PLAN APPLICATION &notifies Standard plan review submittal info applicants of deficiencies at the earliest possible step. Produces notices of additional needs and requirements on plan TRACKING check receipt. Facilitates supplemental plan review activities and ties all PLAN APPLICATION & Supplemental plan review activities subsequent work back to the original application and/or land TRACKING parcel. Ability to track developer -constructed public works Limited tracking provided if property PLAN APPLICATION & Track developer improvements from Plan Check through construction & related. TRACKING inspection to acceptance by the City. Improvements include Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 15 of 29 Comm Devel Featues City of Diamond Bar Subsystem Short Descrip#on jDescription Comments Comm Dev Features tracking provided if property PLAN APPLICATION &Limited Tracks developer maintenance period related. TRACKING PROJECT MANAGEMENT Ability to create user session Fully integrated with the City's RDBMS PROJECT MANAGEMENT (MS SQL) Links to Community Development Links to Community Development Plan Check Application & These are CityView PreBuilt modules, not PROJECT MANAGEMENT modules Tracking module (module currently in Bets design/testing). external applications. System can periodically request user to supply a new password PROJECT MANAGEMENT On-line password updating (variable time increments). Password timeout and prevent old PROJECT MANAGEMENT password use PROJECT MANAGEMENT Work environments which allow for Access depends on individual user or groups varios access Automatically and rapidly retrieve basic spatial and tabular PUBLIC INFORMATION Basic spatial & tabular attribute attribute information regarding a parcel/lot identified by providing ACCESS information either parcel number, street address, or spatial coordinates as a locator. through well-defined user interface mechanisms (i.e., response PUBLIC INFORMATION Direct public info access to prompts contained in menus) rather than going to service ACCESS counter staff for basic information. PUBLIC INFORMATION Support both telephone and over-the-counter public inquiries, as ACCESS Phone &over -the counter inquiries well as in-house research, operations, and analysis endeavors. A report produced monthly for City Council which show a SPECIAL STUDIES AND n..:i�:n_. o F breakdown of types of permits issues, fees collected, types of -- - owwuly rcnnu .0-port (building for last month,fiscal year to date, and prior fiscai year to 11VIUMIlly date (same period last year) Exhibit F - FeatureFunctionWorksheet_Sep06.xis 9/29/2006 Page 16 of 29 Cashiering City of Diamond Bar Subsystem Short Descripton Description' Comments Casherin • Pay fees online Ability for customers to pay fees online CASHERING Print receipts Ability to produce a printed receipt (or printable CASHERING receipt, for online payments) Electronic payment Ability to accept electronic payments CASHERING Partial payments and split Split transactions allow portions of payments to use payments different payment CASHERING methods Partial payment priority Ability to identify which fees should be paid first (i.e. CASHERING in the event of partial payment) Join fees Ability to join multiple transactions so that customer can pay as a lump CASHERING sum Export to G/L system Abiity to export payment detailed information to external financial CASHERING system_ Prevent overpayments Prevent overpayments (i.e. disallow payment CASHERING amounts greater than amount due Integrate with development Integration between Cashiering and all other PreBuilt services, planning, licensing applications applications CASHERING Cross -functional processes Cross -functional processes between cashiering and other PreBuilt CASHERING applications Centralize payments through All fees generated through the PreBuilt applications Cashiering shall be payable via CASHERING Cashiering Authorized access Only authorized users can access the Cashiering module CASHERING Allow refunds Allows for refunds and correctly shows credits, wherever applicable CASHERING Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 17 of 29 Cashiering City of Diamond Bar CASHERING Cashiering module must Cashiering module must contain basic information contain basic information about about the case, application or permit CASHERING the case, application or CASHERING permit Ability to undertake cash receipting at remote offices Selected receipt auditing Cashiering "Entered By" and "Date Entered" CASHERING requirements tracking CASHERING Payment multiple fees at Ability to group fees from different PreBuilt Query transaction history Transaction history must be viewable/searchable for CASHERING once each case, permit, etc. Group by Account number Ability to group data by Account CASHERING ear -end reports, etc. number CASHERING Ad-hoc querying of cashiering CASHERING Cashiering data capture Selected mandatory data capture requirements CASHERING requirements Data export capbaility Data export to MS Excel, MS Access, PDF, Html, RTF, CASHERING TXT Ad-hoc reporting Cashiering ad-hoc reporting tools and interfaces CASHERING Daily transaction summary CASHERING reports Smart -client technology and Ability to undertake cash receipting at remote offices decentralized cashiering using smart client technologies CASHERING requirements Payment multiple fees at Ability to group fees from different PreBuilt applications and pay for them in one transaction CASHERING once Summary level statistics for Ability to generate summary level statistics for year- CASHERING ear -end reports, etc. end reports Ad-hoc querying of cashiering CASHERING data Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 18 of 29 Ccde City of Diamond Bar SubsystemShort D@SG[ipton De pription Comments, ••- CODE ENFORCEMENT Archive closed cases Need to archive closed cases but have history available on indivival properties or owners. New cases need to identify if there lis a previous history. CODE ENFORCEMENT Cartographic plotting Cartographic plotting of inspection and investigation sites and distribution using parcel, street, and administrative map data. CODE ENFORCEMENT Citation records, status reports, & maps CODE ENFORCEMENT Code enforcement compliance reports Thirty, sixty, ninety day compliance status reports. CODE ENFORCEMENT Code enforcement detail report Detailed report of code enforcement incidents for a specified range of dates, address, etc. CODE ENFORCEMENT Code enforcement maintenance Code enforcement maintenance provides for specific code enforcement violations maintained in conjunction with the land use record for a parcel. CODE ENFORCEMENT Code enforcement summary Summary of code enforcement incidents by type for a specified range of dates, addresses, etc. CODE ENFORCEMENT Code enformcemet activity reports CODE ENFORCEMENT Code violation notices and citations. CODE ENFORCEMENT Digital photo records can be recorded Digital photos collected through digital cameras, wireless phones, with inspection records and/or PDAs can be linked to an inspection record or code violation. CODE ENFORCEMENT Geometric analysis Including polygon overlay of parcel boundaries, planning/zoning code data, etc. CODE ENFORCEMENT Inspection records and run lists CODE ENFORCEMENT Interface with other systems Needs to be able to cross check with Building Permits, Plan Checks, Business Licenses, Ownership Records, and permit files. CODE ENFORCEMENT Limited access to Code Enforcement Some information is protected like who complaining party is. files CODE ENFORCEMENT On-line query. parcel tabular & map Used in data gathering associated with inspection and data investigation proceedings. CODE ENFORCEMENT Recording and tracking Recording and tracking of code enforcement, inspection, complaints, corrections, and citations data. CODE ENFORCEMENT Residential Business info data base Supports residential business types (business operating out of Contained in CityView Property Information private residence). and CityView Licensing rather than in CityView Code Enforcement CODE ENFORCEMENT Status of EnforcemntNiolation by Displays/prints all historical and/or outstanding Code Violations parcel related to a given tract, subtract, subdivision, and/or parcel. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 19 of 29 Code City of Diamond Bar Subsystem ShortDescripfon � Description a i. Comments: ..- CODE ENFORCEMENT Tracking of Inspection Cases Displays on-line all history and transactions related to a Code Violation including initial application through notification and remedy. Also prints detail and summary reports related to code violations. CODE ENFORCEMENT Violator Tickler file Provides review dates on violations to display/report will indicate delinquent outstanding violations or reinspection schedules. CODE ENFORCEMENT Access to City Busns License data Inspectors can query the Business License data base by name, base address, parcel, or other geographical identifier. Business Licenses can query previous or current outstanding code violations before issuing License. CODE ENFORCEMENT Building condemnation process Owner notification coordination, tracking of the eviction process, The eviction event can be tracked and coordination with the County Sheriffs office. using the "events" functionality, as well as coordination with Sheriffs Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 20 of 29 Licensing City of Diamond Bar Subsystem FINANCE / BUSINESS LICENSE Short Descriptor Description Comments Ability to calculate penalties on late payments and BUSINESS LICENSE Ability to calculate penalties track payments against penalties. Ability to calculate tax amount Ability to calculate tax amount using flat rate table. BUSINESS LICENSE Ability to enter payments on- Ability to enter payments on-line BUSINESS LICENSE line BUSINESS LICENSE Ability to inquire on-line On-line inquiry using any field to search on. Ability to sort on several keys Min a record, including location (inside vs. outside City), street location Min Ability to sort for reports SIC, business name, business owner,SIC BUSINESS LICENSE classification. Tracking and reports available on items in a Ability to track & report comprehensive data element list that provides information about the Business License subsystem. BUSINESS LICENSE Ability to track account BUSINESS LICENSE payment -istory Ability to provide analysis of business by: street Abilty to provide analysis address, user specified section of city and SIC Compliant for inquiry only BUSINESS LICENSE codes. Ad-hoc reports, catalog Ability to generate ad-hoc reports and catalog BUSINESS LICENSE commands Icommand stream for future use. The system shall provide a report of delinquent BUSINESS LICENSE Aged fee delinquencies business license fees which is aged by date due. The subsystem shall allow for partial payment of BUSINESS LICENSE Allow partial payment business license fees. Audit trails for Application Objects are maintained at core product level but Ability to generate audit reports for all entry to serve audit trails for data transactions Audit reports as audit trail for additions, deletions and changes. require customization at the BUSINESS LICENSE a lication level. Ability to automatically update accounts Will be done daily through a batch Automatic update of ASR receivable,cash receipts accounts and general routine BUSINESS LICENSE ledger subsystem The ability to calculate and bill the business license Calculate & bill the business for: flexible billing cycles, flat rate, gross revenue, license rate table, penalty and interest, and user defined BUSINESS LICENSE Icriteria. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 21 of 29 Licensing City of Diamond Bar Subsystems Short Descnpton Description Comments FINANCE/ BUSINESS LICENSE Ability to selectively choose how partial payments Choices for applying payments will be applied, either automatically by a fee code or BUSINESS LICENSE manually. Assumes this refers to the ability to Contractor class fields At least three fields for contractor class. select from at least three options BUSINESS LICENSE from a picklist Enter cash receipts for license The subsystem shall provide for the entry of cash BUSINESS LICENSE fees receipts for business license fees. Ability to enter payment data such as check number, amount, date, reference number, receipt number, Enter payment data and batch number. Dynamically linked to cash BUSINESS LICENSE receipts subsystem. Ability to distribute fees to different G/L revenue Fees allocated directly to G/L accounts based on the fee code or type of business BUSINESS LICENSE license. Ability to distribute fees to different G/L revenue Fees allocated directly to G/L accounts based on the fee code or type of business BUSINESS LICENSE license. The subsystem shall provide flexible selection and Flexible selection and sort sort criteria for the printing of reports. These criteria criteria shall include business type, license and forms type (e.g. notives. Ilrcnses etc.), location and dile date. BUSINESS LICENSE Ability to automatically generate renewals and BUSINESS LICENSE Generate renewals mailing labels. Ability to interface with Tabular GEO-BASE and Geo-base/mapping interface graphic mapping system (when GEO-BASE BUSINESS LICENSE mapping system is in place). Hazardous Materials Ability to have fields to capture information for Done through attributes section BUSINESS LICENSE information storage com anies who deal with hazardous waste. Ability to validate input against user -defined tables BUSINESS LICENSE Input validation such as SIC code, etc. The subsystem shall provide interactive business business Interactive b usinmain information maintenance including the ability to add, BUSINESS LICENSE information chan e, and delete businesses. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 22 of 29 Licensing City of Diamond Bar Subsystem Short Descriptor QescrEption '. Comments_ ., a S i FINANCE The subsystem shall provide interactive query and display capabilities for business license information. Interactive query and display Selection criteria shall include owner, business BUSINESS LICENSE name, and address. BUSINESS LICENSE Interface with G/L system Customized forms would need to be Interfaces with hand held Interface with the existing hand-held devices and created according to requirements, meters and the subsystem software used on a PC-based system. for PDA or wireless browser on tablet BUSINESS LICENSE The subsystem shall provide for interactive License fee/renewal info maintenance of business license fee and renewal BUSINESS LICENSE maintenance information. Ability to look up a record by several different fields Lookup by multiple fields including business name, owner name, address, zip BUSINESS LICENSE code, fee code, etc. Ability to lookup records using wildcards, ie. Not having to type the entire name in. Just type a few Lookup wildcards letters and the rest of the anme appears, or an alphabetical listing of names appear to choose from. Or put wildcards and search for last part of name. BUSINESS LICENSE Ability to generate mailing labels for documents and BUSINESS LICENSE Mailing labels for letters. File will contain a comprehensive data elements set Maintain business license that will offer sufficient information about the details BUSINESS LICENSE master file. of the Business License subsystem. Ability to maintain and view historical data on a Maintain historical data transaction by transaction basis, ie. line item for BUSINESS LICENSE charges, separate line item for payments. Ability to close at month-end and generate required Month-end reports reports and general ledger posting summary. BUSINESS LICENSE Ability to bill business at Unto ten different hii-inP_.$$ BUSINESS LICENSE Multiple Billing Rates rates. The subsystem shall provide for the maintenance of BUSINESS LICENSE Multiple business owner multiple owner information. Additional fields available for multiple business BUSJNESS LICENSE Multiple Business Owners owners. Fields for at least 5 owners. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 23 of 29 i' Licensing City of Diamond Bar bsystem Short Descriptor L�u [3escriptign Comments FINANCE BUSINESS LICENSE Ability to handle businesses with multiple locations Multiple Business Sites within city. Ability to group bill and send separate BUSINESS LICENSE license to each location. The subsystem shall provide for the maintenance of BUSINESS LICENSE Multiple business sites multiple business location information. Ability to vary the percentage of penalty charged on Multiple Penalty Rates past due business licenses; ie. 1% penalty for first month past due, 2% penalty for 2nd month, etc. BUSINESS LICENSE Note fields exist througout the Have note field; also have something on the screen is application, as memo fields, which to let you know a note exists; also have a note code, They can evidepicklint. They are clearly evident. Note Field or a list of commonly used notes which can populated from but specific automatically be inserted into the note field without requirements should be defined for having to type the entire note in. LookUp tables to be created BUSINESS LICENSE A field to indicate whether a business license Other Department Approval requires the approval of another department, and BUSINESS LICENSE Fields whether or not that approval has been received. Ability to handle partial payment plans, ie. Quartely BUSINESS LICENSE Partial Payment Plans lbillings to businesses. Print Business License Tax BUSINESS LICENSE Receipts for all payments The subsystem shall provide the capability to print BUSINESS LICENSE Print business licenses business licenses on official forms. The subsystem shall provide for the printing of Print delinquent reminder reminder notices for delinquent business license BUSINESS LICENSE notices fees. The subsystem shall provide the capability to print Print fee and renewal notices fee and renewal notices for business licenses. BUSINESS LICENSE Ability to print duplicate business licenses with word BUSINESS LICENSE Printing Duplicate License "duplicate" or' "Reprint" on them. Ability to handle special fees such as arcades, BUSINESS LICENSE Special fees special events, and street vendors. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 24 of 29 T Permits City of Diamond Bar ts Subsystem Short DescriptorDescription CommenPermits BUILDING PERMITS Ability to isolate park development Provides the ability to identify park development fees as a fees. separate type of permit/fee for selected reporting. BUILDING PERMITS Ability to restrict issuance sub -permits Provides the ability to restrict the issuance of sub -permits, i.e. electrical plumbing and mechanical, until the issuance of the master building permit. BUILDING PERMITS Accepts sub -permit application Provides status and dates of approval for multiple types of permits (building, electrical, mechanical, etc.) for master permits and certificates of occupancy. BUILDING PERMITS Allows purging of transactions Ability to physically remove user specified records or groups of records from the master files for authorized staff. BUILDING PERMITS Application review tickler report From user specified parameters, list of applications requesting follow-up action. BUILDING PERMITS Applications in review report List of all permit applications being reviewed because of inspection problems. BUILDING PERMITS Automatic interface to cash receipts Automatic cash receipt posting for each permit as fees are paid. Post to permit transaction history automatically as well. BUILDING PERMITS Automatic table driven permit fees All relevant permit fees, fee credits, and reimbursements are table -coded and automatically calculated (with manual override capability) when entered. BUILDING PERMITS Cash receipts detail report Report of cash receipts by date, permit type, etc., selectable at runtime. BUILDING PERMITS Cash reciept summary Cash receipt summary by date, by permit type, etc. BUILDING PERMITS Certificate of occupancy listings List of all certificates of occupancy for a range of dates, 21dd1eSSe$, eti.. BUILDING PERMITS Code enforcement compliance reports Thirty, sixty, ninety day compliance status reports. BUILDING PERMITS Code enforcement detail report Detailed report of code enforcement incidents for a specified range of dates, address, etc. BUILDING PERMITS Code enforcement fine tracking For permits required by Code Enforcement violations, the system CityView Cashiering enables the tracks fines and payments through the cash receipts system. transaction. CityView Code Enforcement tracks the history BUILDING PERMITS Code enforcement maintanence Code enforcement maintenance provides for specific code enforcement violations maintained in conjunction with the land use record for a parcel. BUILDING PERMITS Code enforcement summary Summary of code enforcement incidents by type for a specified range of dates, addresses, etc. BUILDING PERMITS Communicate with State Ability to communicate with State or private systems for maintenance of contractor, designer, workman's compensation information, etc. in real time or through a subscription service. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 25 of 29 Vol T Pe; mits City of Diamond Bar Subsystem Short.Descripton Description Comments , BUILDING PERMITS Detailed inspection transaction record Provides inspection call-in, which establishes a detailed inspection record for each requested inspection. Allows tracking of approvals, denials, holds, etc. Maintains routing information for inspection scheduling. BUILDING PERMITS Facilitate efficient data entry Facilitates an efficient data entry process for projects containing multiple structures with slightly different characteristics, i.e. building plan, address, etc. WITHOUT reentering common data. Also enables permit development and issuance without unnec BUILDING PERMITS Fee listings Table printoutidisplay of the different fees for permits and sub - permit types. BUILDING PERMITS Generate certificate of occupancy Automatically generates a certificate of occupancy when all required inspections have been approved. BUILDING PERMITS Generates expiration notifications Generates expiration notifications of workers' compensation insurance, permits, etc. BUILDING PERMITS Generates permit number upon receipt of fees. PreBpro will also generate a permit number before the fees are number in the process receipted BUILDING PERMITS Individual access security Provides menu option security controlling function access based on individual users access rights. BUILDING PERMITS Inspection history report Provides history/progress of inspections for a specific . address, Done in the application itself rather permit, parcel, inspector, etc. than a report. Displayed as data grid which can be exported to excel spreadsheet RI III nlNr PFRMITS 11rispection schedule report JAbility to produce an inspection schedule report in consideration of geographical proximity and available inspectors. BUILDING PERMITS Inspector activity summary Summary of inspections both scheduled and completed for a range of dates and/or inspectors. BUILDING PERMITS Integrated with Plan Check routing and System will not issue a permit unless all necessary Plan Check sequence approvals are completed. BUILDING PERMITS Interactive parcel maintenance Allows multiple address and owners at a given parcel and permits a search by address, tenant, owner. BUILDING PERMITS Internal or external check fees Ability to support both internal and external plan checking. Fees can be identical for either. BUILDING PERMITS Issues and tracks Public Works Will track property -based permits. permits on- Various workarounds for non- ro ert -based. property-based. BUILDING PERMITS Link to Geobase/Mapping subsystem Link to Tabular and graphics GEO-BASE for graphic displays as layers to the GIS system. BUILDING PERMITS Link to Land Management subsystem Buildings are linked to parcel data so that land use can be analyzed. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 26 of 29 is ,r r Permits Subsystem Permits BUILDING PERMITS LI BUILDING PERMITS L BUILDING PERMITS L BUILDING PERMITS N h BUILDING PERMITS N k BUILDING PERMITS BUILDING PERMITS BUILDING PERMITS BUILDING PERMITS P BUILDING PERMITS I BUILDING PERMITS I of ni nini� PERMITS BUILDING PERMITS BUILDING PERMITS BUILDING PERMITS BUILDING PERMITS BUILDING PERMITS BUILDING PERMITS BUILDING PERMITS BUILDING PERMITS City of Diamond Bar hurt Descriptor pescr�ption e iks to Bond Acceptance & Release nks to GIS Especially for parcel database layer for flagging lots for outstanding reimbursement agreements. nks to Permit Fee Calculation aintains Inspection/completion Maintains the required inspection and completion dates for final story approval based on type of permit. aintains permit applications,mult. Ability to index all permit applications by several keys including 'ys parcel, requestor name, address, contractor name, etc. aintains permit/inspection history Maintains history of all permits and inspections as well as. cash receipts and other transactions related to each permit. liscellaneous coded narratives Provides free form, user defined narratives with user defined codes and dates, lulti-level menu interface Provides access to all inquiry screens through one menu option. Functionally structured menu system with expert mode to bypass all menus if necessary. 1ultiple contractor/subcontractor suprt Supports multiple contractors and subcontractors associated with each on a permit. lultiple format user defined printing Printing of permits in user defined formats, with option for reprint. )n -line help Provides on-line help at the menu or field level. )n -line inspection record maintenance jAllows interactive update of a specified inspection record. )n -line query, multiple keys Allows query of permit database by parcel ID, property address, contractor name, property owners name, permit number, and user defined alternate ID code. )utstanding inspection request report List of all outstanding inspection requests by type and due date. 3C (IBM) interface for inspection trans Ability to upload/download inspection transactions to/from a PC (MS-DOS, IBM compatible) so that inspectors can use portable PCs in the field to record their work. permit fee collection Collection of cash & checks by cashier. 'ermit listings List of all permits issued and their status. 'ermit status repot List of permits by status. Permits issued report Report of all completed (issued) permits for a specified range of dates, addresses, etc. Provides permit and related cost data Provides individual permit costing as well as potential additional cost such as impact fees, tap fees, user fees, etc. Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Cityview will use the GIS Database as its source of intial data and refresh data (one wav link) Page 27 of 29 A Pe;mits City of Diamond Bar FsubsysComments to Short Descripton . Descripti on Permits BUILDING PERMITS Quick retrieval Facilitates quick retrieval of permits, plans and retained documents based upon location, type, inspector, plan checker, owner, architect, contractor, subject, key word/phrase, etc. BUILDING PERMITS RDBMS,data dictionary file Data is stored in a relational data base that can be amended CityView Application Builder required for management through a data dictionary by users. changes. BUILDING PERMITS Retain permit information Capable of retaining permit information without fee payment or generation of receipt until such time as the applicant can return with payment. Need to generate a 'transaction' (temporary) record without actual permit number assignment. Further enabl BUILDING PERMITS Revalidates & verifies info gathered during the plan review process, calculates all applicable fees and produces the permit document(s) for and given projects. BUILDING PERMITS Standard permit issuance Facilitates a standard permit issuance process which notifies applicants of future requirements at the earliest possible step. Produces notices of requirements on permit receipts or on attached reports. BUILDING PERMITS Tracks fees paid for all sub -permits Accepts fees paid information for each sub -permit type and posts to/from cash receipts/Revenue subsystem. BUILDING PERMITS Tracks improvement & performance Tracks the acceptance of improvement and performance bonds Will track property -based permits, bonds related to the private construction of public works various workarounds for non -property improvements. based. BUILDING PERMITS User defined codes Allows users to define codes to meet specific needs. Default codes are pre-installed. User defined status narrative BUILDING PERMITS Provides user defined comments to indicate inspection status or miscellaneous information. BUILDING PERMITS User selectable reporting criteria Allows users to select extraction criteria for various demand reports. BUILDING PERMITS Validates contractors against Bus. Lic Ability to validate the designated contractors and subcontractors against the Business License subsystem. BUILDING PERMITS Violation narrative/comments Allows descriptive text to be maintained with the status of a Tracked in CityView Code specific violation. Enforcement rather than CityView Permits & Inspections BUILDING PERMITS Contractors' Workers Comp tracking Through the contractor's license validation table, monitor the expirations of Workers Compensation insurance for all contractors working on current permits. BUILDING PERMITS Validate business licenses If requestor is a business, validates that a business license exists through an interface to the Business License subsystem Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 28 of 29 Puplic Portal City of Diamond Bar Design tools to resemble City Website Description Product has design tools enabling on line pages to be configured to resemble City's standard website Comments Subsystem - - Portal ,Public PUBLIC PORTAL Automatic timeout Automatic timeout of on line access with inactivity PUBLIC PORTAL Search for properties Ability for contractors and citizens to retrieve (public) property information by address, owner name and street name PUBLIC PORTAL Apply for permits on line Ability for homewoners or contractors to apply for simple, over the counter permits (those where no submittals or reviews are required) on line. Applicant offered option to pay for permit on line or collect permit from City and pay within 5 days of application PUBLIC PORTAL Pay for permits on line Ability for homeowners and contractors to make secure payments on line for over-the-counter permit applications. Printable receipts should be generated automatically and a printable permit should be generated PUBLIC PORTAL Check permit status on line By keying in permit -specific information, permit applicant can check the status of their permits directly online PUBLIC PORTAL Request inspections By keying in permit -specific information for an issued permit, permit applicant can check the list of outstanding inspections on line and can request a date for the next inspection, choosing preference for am, pm or no preference for inspection time. System generates a printable receipt for inspection request. Inspection status remains as requested until City confirms with applicant PUBLIC PORTAL Citizen complaints online Citizens can register property -based complaints with the City on PUBLIC PORTAL PUBLIC PORTAL Citizen complaints online Citizen offered pre -defined search options to locate property against which complaint made Citizen complaints online Option for complaint entry by tenant, complainant or anonymous. If "tenant" or "complainant," entry forms have "required fields" for data entry to safeguard against bogus entries PUBLIC PORTAL Citizen complaints online Printable complaint record automatically generated for complainant PUBLIC PORTAL Planning & Zoning applications Ability for applicant to check the status of submittals and reviews for planning applications on line PUBLIC PORTAL Review hearings agenda Ability for citizens to examine planning development approval agenda for upcoming hearings of the Planning Commission or Council and list of invitees PUBLIC PORTAL Business Registration applications Ability for business owner to apply for a business license on line. Applicant receives printable confirmation of application and 5 days to go into the City to pay for license PUBLIC PORTAL Exhibit F - FeatureFunctionWorksheet_Sep06.xls 9/29/2006 Page 29 of 29 -t CITY OF DIAMOND BAR COMbSUNITY DEVELOPMENT NEEDS ASSESSMENT REPORT COMPUTER SYSTEM APPLICATION REQUIREMENTS September 13, 2005 KERRY CONSULTING GROUP City of Diamond Bar Needs Assessment COMMUNITY DEVELOPMENT DEPARTMENT COMPUTER APPLICATIONS REQUIREMENTS EXECUTIVE SUMMARY Kerry Consulting Group (KCG) was engaged to review the requirements within the Community Development Department for automating various job functions within the department. The City had recently installed the Pentamation suite of Financial applications and had purchased some of Pentamation's products in their Community Plus suite of Land Management applications (formerly known as their "Encompass" products) including Cash Receipting and Occupational Licenses. The City had also spent considerable time, effort, and money on implementing the ESRI ArcINFO geobase system and was in the process of bringing up some added functionality of those applications as well. Although there are many Land Management products in the market targeted for municipal Community Development departments, there is a high degree of integration needed with Financial systems, Geobase, and other systems in operation at the City, so primary consideration should be given to the Pentamation products to see if they can meet the functional requirements of the City before looking at so-called "best of breed" third party products. Although the initial proposal from KCG was to conduct a series of interviews to collect these functional requirements, it was determined by mutual agreement that one or two workflow workshops would be a better mechanism to engage the users, identify the functional requirements, and highlight the interface and integration issues with existing applications so that any new computer applications did not create more problems than they solved. Two three hour workflow workshops were held involving staff from Community Development, Building and Planning (currently being outsourced), and Finance. The sessions covered functional paper -flow and "people -flow" in Development Applications, Permits, and Inspections. As a result of these two very productive and informative sessions, the following process workflow overview was defined: Community Development Developmen........................................................ dministrativ Applications Reports Permit •'� Processing 'eUde V iolatio n Inspections Rep Code Complaint Trackn Enforcemen ccount ceivab Financial Apps usiness Registration i Cash Plans/Pennits Geobase Registration/ Receipts Licenses Financial Apps Figure 9 - Community Development Process Overview The symbols in the above diagram surrounded by grey shading represent interfaces or integration with other applications and processes. In the course of our workshops we identified six distinct processes for which some level oi' computerization might benefit. In addition to the Financial database which are touched by the Cash Receipts and Accounts Receivable modules in the Financial suite, three major databases will also be managed by one or all of these six processes: Plans/Permits, Geobase, and Business Registration/Licenses. One other interface issue was discovered in the Code Enforcement process which get; some of its tasks from the City's complaint tracking system/database called "govPartner." Nonetheless, each of these process areas has a series of features and functions that need to be itemized and then compared to the Pentamation products to see what is and is not available and how much they will cost to implement. After the first workshop, KCG distributed a list of features and functions from its database of systems that has accumulated requirements for over 800 different subsystems over a period of 20 years. These lists, corresponding roughly to the process areas in the diagram above, serve as a starting point for the workshop participants to identify what is important to them in getting the information they need to do their jobs. In addition to rating the features in the list, they were asked to add features that they thought of as they were thinking through the processes we discussed in the workshops. These rated features will then be given to Pentamation to respond with what they can and cannot provide along with pricing, including any customization that might be needed to exiting products. 2 In summary, the workshops went through the process of a citizen (ranging from a single homeowner to a developer/project team) wanting to build something within the city and taking it through all of the reviews, permits, fees, inspections, and finally, the certificate of occupancy or completion. Although each application could involve hundreds of permits and many weeks, it could be something as simple as a permit to replace a water heater which would bypass most of the tasks in most of the processes, though it would follow generally the same path. The recommendation following this preliminary needs assessment is to submit the list of rated features to Pentamation for a formal quote to purchase the necessary licenses to accomplish the functionality on their response to the feature list, provide the necessary interfaces to the Financial applications, including the Project Cost Accounting module, provide the process consulting to help the city reengineer some of its current processes around the capabilities of the software, and provide training for all of the identified users in the effective use of the applications within the context of the new processes. If it is determined that Pentamation cannot deliver enough functionality in the Community Plus modules to meet the city's basic requirements, or the cost is prohibitive, the same feature list can be used as the basis of a Request for Proposals from third party vendors for the same applications. However, if a third party vendor is introduced for these applications, there will still be costs from Pentamation for interfaces as well as the same procedural consulting and training from the third party vendor, which will likely drive the overall cost of the project even higher. FINDINGS Within each of the process areas in Figure 1 above, there are a series of tasks that were analyzed in order to determine what data was needed, what other applications might be affected, and what functionality was required. In showing the various diagrams, there is a key to the symbols being used: This represents a sub -process or subsystem within a department. This often equates to a job function within a Sub -Process department such as Accounts Payable, Cashiering, Payroll Processing, etc. Business function This symbol is for a specific Task within a process. Task7 Underlying the symbol we identify the Process of which it is a part and the position and department where the task occurs. The Process color of the symbol indicates what department is performing it — Position Grey is Citizen, Blue is Community Development, Purple is Department Building & Planning, White is Finance. Host App This represents an actual database. If it is part of a �— centralized system, it is found in the IS/IT department area. If it Database is part of a departmental application, it is usually found in that department's "System" page. Underlying the symbol we track the database engine, the platform on which it resides, and the system of which it is a part. Process Paper originates This symbol represents a physical paper document. Doc Last handled by Underlying the symbol is where it originates, where it was last Terminates handled, and where it will terminate. Process This is a physical form or report generated by a computer Computer program. Underlying the object is the Process where it is Document generated and the program which created it. Process SW Program -� This represents an electronic document (like an email) that Bectron ic Docume t may be routed electronically between tasks. Underlying the object is the Process that generated it and the program that Process produced it. SW Program Host Systen This symbol represents an actual software program or $yl► Manufacturer module. Underlying the object is its Host System, Manufacturer, Program Task the Task of which it is a part and who the operator (by position) Operator is that runs it. Process This is the symbol for a flow of paper between tasks. This involves the physical transportation of a piece of paper from one place to another. This is an electronic transmission of information, usually two programs talking to one another or sending or retrieving information from a database. �`% This is a logical flow of information between processes or % sub -processes. DEVELOPMENT APPLICATION:' The processes within the Development Applications area encompass a wide variety of situations. For the most part, they involve preliminary review by someone at the City to ensure that they have all of the correct materials and information to get the process started. This very preliminary step usually precedes any official recording of information at the City except for an EXCEL log. In a more automated system, this would be the start of the trail of transactions that relates to the project the citizen (either an individual, contractor, developer, or investment/project team) initiates. While this could theoretically be done on the web or at a kiosk at the Community Development counter, it was felt that there needed to be some personal guidance by City staff to get the project officially started. 2 DevelopmeniPianning Plans/Peimils Financial Apps Development Applications Figure 2 - Development Application Tasks This process is basically a series of reviews and approvals to help the citizen collect all of the necessary materials to generate the appropriate permits based on the type of project. Creating a generic or universal application foi7n may not be feasible, given all of the different permutations of tasks that might result from each. Nonetheless, there should be tables and business rules set up to help both the staff and the citizen get through the process with the fewest number of trips back and forth to the City. Within the Application Submittal task, diagrammed below, several additional steps take place, including the collection of fees and potentially creating a project to be tracked both from a Cost Accounting standpoint and for Resource Assignment. 3 Application Submittal A lica n Pe rmDA�] Applica I —�----------- — M-7 PPlic— `� 2 i K' / Project %vie Project Review le oject Review Devell N i' pplicatio e nerato pplicatio Update Cash Project Protect Rev eceipts Mgmt Proj Review -. Financial Apps lans/Permit Financial DB Pi 3 - Application Submittal tasks The point at which a Project is established to allow tracking of costs, fees, and other revenues is a major process consideration. In the Project Cost Accounting module, there needs to be a unique code to post on all related transactions such as cash receipts, purchase orders, payroll time entry, etc. This is an area that needs careful planning and assistance from the vendor so that efficiencies in one process do not create inefficiencies in another. The Preliminary Review is done with an internal staff meeting to go through the project and determine if the application is complete. This typically set a cycle of feedback to the citizen that keeps them coming back until all necessary information is collected. Once the application is complete, it moves on to either Planning Commission Review, or Staff Review, depending on the scope and nature of the project. From there, the process moves into the Permit Processing stage which begins another cycle of information collection and fees that are dictated by the type of project. PERMIT PROCESSING Once the Application is complete, a series of permits are usually required in a variety- of areas. Of course, there are simple applications (e.g. water heater replacement) that go directly to the Permit Processing stage without all of the various reviews. The tasks associated with the Permit Processing are shown below: 4 Permit Processing Pe rm it(s) Permit Permit project Application pplication Perform t uthoruatio Ma" nspectio S Ins ti Project !Projec uthorization aterial -Min Plans/ Cash eceipts Financial Apps Figure 4 - Permit Processing tasks The heart of the Permit Processing process is the cycle of permit reviews that often change from the initial application and there are several additional fees that could be collected as each permit and inspection leads to potentially more or different permits, determined by City staff at the Building & Safety counter. Again, some of these permits can be automated through tables and business rules, but it still requires human intervention at some stages. In some cases, a formal Plan Check is required with several engineering and other technical assessments that may precede or follow some inspections. Here, too, is a place where some degree of automation could help, but human intervention is almost always required. At the point of issuance, each permit requires one or more inspections which then moves into the Inspections process. INSPECTIONS Inspections can result from either Permits being issued or a report of a Code violation, which in turn, can require a Permit to be issued as well as the collection of fees and fines. With the Permit in hand, the citizen can then arrange to schedule an inspection when the work process calls for it (pre- determined by the nature of the Permit). Scheduling can be done with a phone call, or through the Internet and automation can help with the optimum assignment of available inspectors based on the type of inspection needed. Fi,gure S - Inspection tasks The automation of the inspection scheduling process involves significant setup and planning since there are often multiple departments involved (e.g. Fire, Police, Engineering, Code Enforcement, etc.). The task of actually performing the inspections can also he assisted through automation using notebook computers and/or PDAs. These applications need a high degree of integration to both the Geobase (for routing the inspectors) as well as the Plans/Permits database to enable the dynamic updating of the status of a Permit and/or inspection. CODE ENFORCEMENT Code Enforcement is acrops-departmental service that addresses a variety of ceicice ,afet� aid legal issues. A complaint can come in through a variety of channels and all require trackin and follo"'rup. Many of the tasks are precipitated through the Complaint Tracking system which was not part of this study. Nonetheless, Code Enforcement reflects a process of monitoring building construction and other activities throughout the city to ensure that City ordinances are being followed. 6 Code Enforcement Code Violation Report ••........... ompl aint T racking Code Enforc ment Enfor ement Code Violation Inspection Inspection )Scheduling Code Enf cement Code Code Cash Violation Violation Receipts Update Re -Inspection Financial Apps Code Violation Code Permit Enforcement Citation Litigation lanslpermit processing Code CCOUn '. Violation C@IVa Appl' Financial Apps Figure 6 - Code F'nforcement tasks The Inspection Scheduling application would be the same as used by the regular building inspectors, so the Code Enforcement officers would need to be trained as well. The Code Enforcement application would then determine what permits are needed and feed the Permit Processing process and then track the progress until the problem is resolved. If it is not resolved, fines are issued (feeding into Accounts Receivable) and potentially it could turn into litigation which would require a detailed history of every transaction and correspondence since inception. ADMINISTRATIVE REPORTS At first glance, this appears that this is a simplistic process. However, it represents the consolidation and integration among, all of the Community Development applications and databases. From a functionality standpoint, the processes should be reverse -engineered from the required reports that must be presented to regulatory agencies and traced back to the forms and databases from which they were initiated. Business Registration siness Business Regis. gistratI Form — . ....,� Cash eceipt Zoning Query Financial Apps Business egistratio � sme Ge)base PlanslPertnits RegistratbN Licenses Figure 8 - Business Begistration tasks T Since zoning is a key element in the business tegistration process and it's done by Community CONCLUSIONS AND RECOMMENDATIONS Feature rating worksheets were received from the following groups, each rating features that applied to them or about which they had an interest: ■ Assistant City Manager ■ Building and Safety ■ Code Enforcement (2 submittals) ■ Engineering & Public Work's ■ Planning (3 submittals) In addition to rating the over 400 features from the KCG VPF database for Community Development applications, several new features were added by the group. There were six reports submitted for replication as well, though several were simply EXCEL spreadsheets used as logs to record transactions that would likely be replaced by a database query possibly eliminating the need for printing such reports on a regalar basis. Nonetheless, they have been included as part of a Catalog of Reports that is linked to the features list so the vendor can indicate whether or not they can deliver the reports as specified. The modules that comprised the 400+ features were: Building Permits - Monitors all of the public and private building activity in the city. Accounts for all appropriate fees, validates contractors, and monitors inspections. Interfaces with Geobase, Plan Checking, and other Community Development subsystems as well as Cash Receipts and Project Cost Accounting in Finance. Code Enforcement - Allows for the monitoring of Codes associated with all building projects within the City. Development Review/Tracking - This subsystem will consist of software tools and integrated data bases for central coordination and tracking of the plan check and general development review processes. Many of the City divisions and sections will access operational data bases from a variety of source modules which capture indicators of development activity (e.g., tentative maps, final maps, building permits, zone changes, plan amendments, facilities, and road network development, etc.). The module should be structured to assist the process from initial preliminary review through final review, approval, and subsequent follow-up reviews, including minor permits. Environmental/ Land Use Planning -This module consists of a variety of land use and environmental map, tabular, and textual data as well as software tools needed for manipulating, modeling, displaying, and reporting relationships among geographic features. The module will be a variety of land use and environmental planning activities. Many of the applications within this module will be supported by environmental and land use data which are generated by other system -wide operational applications. Inspection Tracking - Tracks both routine and periodic inspections of buildings and property. Interfaces to Building Permits and other building project subsystems. Grant Management - The Grant Management subsystem will provide the software tools necessary to track and evaluate the various grant programs that are either sponsored or administered by the City. These grants primarily comprise the Community Development Block Grant (CDBG) Program which is administered by Planning. Consequently, primary responsibility for managing this module will reside with the Planning department. Plan/Application Tracking - Provides on-line and reporting capabilities of all plan check and review activities from permit issuance to project completion. Interacts with all associated agencies, departments and divisions. Plan Check - Monitors Building Permit applications through the Plan Checking process prior to issuance of the Building Permit. Interfaces to the Building Permits, Code Enforcement subsystems. Project Management - Defines and schedules project tasks and targets completion dates. Analvzes finance/employee information. Allocates resources (people, materials, services) to tasks, and monitors progress. Public Information Access - A generalized query system which primarily operates at the public service counter. Includes software tools and specialized hardware to accommodate query of a variety of data bases and produce maps and standard tabular reports at the counter to service public demand for information from the City. This software will be accessed on an interactive real time basis and should support both spatial and tabular based queries (i.e., identification of a parcel by its location or by its various geocodes such as SBL, APN, or street address). The module will also include as a basic foundation, a custom parcel data query system which will allow the public to directly access information about various land ownership and parcel related data. Special Studies and Projects — This module is intended to provide applications and mechanisms for all data that are either mapped or tabular in from and related to special studies and projects not maintained elsewhere. Primary function is to support special one- time or periodic applications dealing with geographic information and produce necessary administrative reports to commissions and Council. An EXCEL spreadsheet has been provided with this report that can be used to collect important functional information from vendors regarding what their software does and does not do. Since the City has already contracted with Pentamation for its Financial system (Finance Plus) and for two of its Community Plus Land Management suite modules (Cash Receipts and Occupational Licensing), the logical first step would be to give this list to them for a quote of cost and capabilities to see what is available from _Pentamation. On the EXCEL spreadsheet the vendor can indicate one of the following compliance codes for each listed feature: ■ 3 — Can deliver the feature as described without additional cost ■ 2 — The feature requires some customization by the vendor and they provide the cost in the column labeled "Project Cost." ■ 1 — They have a workaround that will accomplish the same result, only not exactly as described. ■ 0 — They cannot provide the feature, The features are each rated from 3 (most important) to 1 (least important) so that a scoring formula can be developed to calculate the vendor's relative compliance to the requirements of the City. This is especially useful in a competitive environment, but is also useful for this sole source situation since it gives a defined list of contractual deliverables. Since each vendor package: their software differently, the subsystem categorization is unimportant as long as the listed feature is provided. Based on the features, not the subsystems, the vendor can then determine which of its modules are needed to meet the City's needs and can even price the customizations required. Since integration with the Finance and Geobase systems and the interoperabihty of the modules within the Community Development suite are defined as features (under General Requirements), if 'Pentamation's response is not satisfactory, other proposals could be solicited with the same document to see if there is a better fit with another third party product, 3 Development Services Automation Project Municipal Software ""CityView" Improving Customer Service Through Automation . Having a great staff that has a genuine concern for the constituents they serve and a sincere desire to provide outstanding customer service, is only part of the solution. . They also need the Business Processes and Technological Tools to accomplish their tasks and projects as well.'µ' 1 Benefits to the Constituents • Improved Customer Service • No looking for the "right" staff member in order to provide status • On-line Status Checks • On-line Inspection Scheduling • On -Line Simple Permit processing, including credit card payments Benefits to the City • Truly Citizen centric -Service — when, where, and how constituents want it • Improved public health and safety -Through integrat on of business processes and shared knowledge in the areas of Building & Safety, Code Enforcement, Engineering, Finance, GIS, Permits, and Planning • Information flow - eliminates silos -Through the multi -departmental use of a single shared database • Empowered for Economic growth -As the Council's vision for economic development bears fruit, we will be ready for those projects and will not have to delay that progress to 'ramp up" at that time. 2 The "Scope" • In the next few slides I wanted to share a little bit about the departments, tasks, and numbers involved in this project's scope. Building and Safety • Over the past 6 years, Building and Safety Staff have averaged: 2048 B -P -M -E Permits per year... . 4200 Inspections per year... With a total valuation of improvements to the City of almost $48 Million per year . This results in a total city gross revenue of $470,000 *B -P -M -E = Building, Plumbing, Mechanical & Electrical 3 Code Enforcement • Over the last few years, Code Enforcement has averaged over 12,000 inspections per year. Planning ■ Over the past fe%v years, the Planning Department has averaged over 700 new planning project reviews* along with over 150 re -reviews. numbers are way up for this year and are expected to continue in an upward trend. ■ Planning serves over 2400 people a year at the front counter Receives over 3000 phone calls per year of which 30% are for status checks. *Zoning Clearance (Additions Home Based Business, Tentative Improvements, etc. under 300 Square Feet); Plot Plan (Additions over 300 Square Feet) f—% 2 Public Works . Issues permits for "right of way" and encroachment permits that will benefit from incorporation into a system. Engineering • Could benefit from automated tracking of grading plan checks and geotechnical reviews which would enable Engineering to expeditiously provide updates to project applicants MMVRW—�TA 5 :Silos of Data? • Currently all departments maintain their own data sources • This has led to our current individual departmental tracking systems, which in some cases are duplicative and often require additional time for staff to check status on projects KFirry Consulting • In the summer of 2005, Kerry Consulting, a firm with over 30 years of Municipal Government experience was hired -to look at, document, and help define our business processes. They also were hired to provide recommendations for improvements and to provide an "ideal" functional requirements document (FRD) for use in our evaluation of vendors. 59 BuII)iness Processes As part of their efforts, Kerry Consulting held various working sessions here at City Hall with Staff. What they came up with was a comprehensive document that included a series of work flow diagrams that show the business processes and most importantly the points of interaction with other departments & processes. Community Development Process Overview Community Development 7 Development Application Tasks Development Applications Application Submittal tasks Application Submittal Permit Processing tasks Permit Processing Inspection tasks Inspections P.—It L ssin r Perme Perfopn Inspection r.a C a R Inc[lt tspectlo Report P.rmhl+l �thetlulln hrmll �pk-_ Code Enforcement tasks Code Enforcement <oa� ...........� r roe ,rem Inape uti— lingCode code Cach Violalion roution Re ceipta Update-�ntpeabn cod< r ro.«m<m P"m C -W. Lehi — v dna :C.d. coun Vloblion Appl F—I" Administrative Reports tasks Administrative Reporting 10 Business Registration tasks ��_Amr_ �, Business Registration izoning Que ry ` Primary Recommendations "Automate Community Development" Improve Customer Service: ■ Web access by citizens - for self service 24x7 • On-line Status reports ■ On-line Inspection scheduling Create a single source of knowledge: • Integration - GIS, databases, finance, licensing • Multi -department: use - eliminate silos, build institutional memory & actions Improve Management Controls • Improved reporting - management control IN Remote access - for Field workers in order to reduce or eliminate redundant data entry in the field and at City Hall 11 Vendor Selection • Kerry Consulting felt that our selection should concentrate on Pentamation due to concerns about our existing financial system integration, at least initially. • Upon further examination, it was determined that the Pentamation Software for the Development Services area was NOT their own product, nor was it integrated, or a good fit for Diamond Bar. Vendor selection continued • We contacted numerous vendors, and did a preliminary review of the ones we felt might be a good fit. . However only a few fell within our expected budget and the next higher Tier of pricing started in the $1.5- $2.OM range. 12 Municipal Software . Software is called "CityView" This CityView software will provide us with business critical systems for managing our property information, permits and inspections, planning, code enforcement, licensing and cashiering business functions. . The Solution is called the "CityView PreBuilts" CityView PreBuilts are out-of-the-box software solutions that help us improve efficiency, deliver better service and increase revenue. These applications are based on Municipal Software's 24 years of experience with the business processes of leading jurisdictions from across North America. CityView PreBuilts are designed to meet the highest standards With the power of CityView PreBuilts and the support of Municipal Software, we will improve institutional memory, information flow, efficiency, lower costs, and offer the best service possible to our residents. Software continued • CityView is a fully developed and working product, winning respect in the industry including the prestigious worldwide Microsoft Certified Partner Award for Best Packaged Solution. 13 CityView "Pre-Builts" • Familiar windows -based, menu -driven • Automated data entry • Intuitive forms & reports to speed up business process • Data integrity facilitated, standardized • Built -In business rules • Everything about a property instantly available • Links to out, GIS, to leverage our existing data. About the Company . In business for 24 years, Municipal Software has been listed favorably on such financial indicators as the Profit 100 and the Branham300. . Publicly Traded on the Toronto Venture Exchange, trading symbol MSZ 14 About the Company Cont. • With 146 client installations across North America, Municipal Software has a reputation for innovation and integrity, combined with solid leadership and sound business practices. . Quick User Stats: 146 Clients 2000 Concurrent User Licenses 6000 Staff members trained I CityView Clients I Robert Bennett, President Rob is the co-founder of Municipal Software. He is responsible for providing the overall vision and leadership in developing ne!w products and opportunities for local government on a global basis. Rob has direct, first hand experience with the challenges and opportunities facing local government. Prior to Municipal Software, he worked within a local government agency where he was responsible for overall design and development of regional computer applications and oversaw delivery of data processing services at all regional departments, including health, engineering, planning, transit and administration. Rob graduated from the University of Victoria with a B.Sc. in Computer Science and a minor in Geography in 1983. Corporate Overview ■ "MST' on the T(:)X Venture Exchange ■ 16 million shares issued ■ $4-5 million in revenue ■ 45 + staff including field employees in Arkansas, Chicago, Colorado and Ontario. ■ Head Office in Victoria, BC ■ Experienced and committed management ■ Originally incorporated in 1982 ■ 5 member Board of Directors (3 external) IT Municipal Software W Overview • CityView PreBuilts What are they? 17 am M.lean rhb� i „e •. 4u.Mar• A4na r�ivxr.8 ( Hns1n 'wiar Senv w v SMw � ACM 4ua+per � � � ' U .� _ �� _ nwca (— fhvY•ir j mM .�+�. 1 I � m NT Municipal Software Overview • CityView PreBuilts What are they? 17 The CityView PreBuilt Solutions app1kabonbaida ; Municipal Software PreBuilts ■ Property Information ■ Permits & Inspections ■ Code Enforcement ■ Planning ■ Licensing ■ Cashiering Clvlunicipal software: EM What are they to: Your Citizens ■ Enable self-service using the Web: ■ For applications, licenses and permits — "Skip the Trip" ■ For inquiries and research • Taking suggestions, comments and complaints ■ Benefit from streamlined, more efficient service ■ Takes less time, less iteration to work with City Hall ■ Enjoy increased economic activity ■ Developers and Home Owners will like to do business with City Hall ■ Truly open, dernocratic and transparent. Municipal Sof -Are 19 Welcome ...., ra.... � .... ,�,a . _.3.11di.9 -p—11t .;J I � Coe Elf --t r . t m..� Y .. 19 D e 1 ..s `L Hrar,ona t Busi I enSing -�• ..a. cure_ Eb9univipal Sofrwan: 19 Municipal Softy are 20 ❑ o,0�®iD � M.01 R 1.!'iRi &�i $1�4�i1 �: 4JIs#j K �lt� 9' Yfi... _.'... .. Business Licensing _ Business ReaisW w�iw rsw.r. Business 7nforrnatwn — -� � .r" ."r.,...r n..r. o..rnen.e sP. .wzom cx.es•ru... �I so-rn u.mr renerr.cq/w.t"/z�P :n r—.. .erre (vsle a-een u.n z c..,a.rt,.0 •i Business iypes Contractor Lieense .ro0z.. I M N+Municipal Software 20 re s,mo, w. r s,Een wra.. reP .eE ❑'r3Je si[z( +J M®I xl � _�1�,: ,s� X14 11ef v,�l a'e. )s. �. �+. _ ---- _ Code Enforcement Ooa,ments and Images rri.Rer.' , roMunicipal Software; 21 �ozJe 81[x° �� M®I xl �!lJx AI HiQ 4iaf 40*1 U:mCv ${'M .�x , Permits & Inspections APP4caaan Tradunq ane<re�e Pm my zrAvrlrratbn Apperallm EwnmaN AMM ��— e�xnge. ars Ceteprilnrcmnert wRsay APP,:®[Ian aetaAs v.rrr4na.(- ero.nr •amer< -.__ �___._., rRs<eMsessev cer<01. . s+a • r ewer rcm r TT e . n e erxe t �n<e<ao eW e rT • j0oai"T"..�—"�pwe n Inrt< fr IY eensrrv.nenrvre. E fo Rx ,e un • ro �— sane zone (Wo— ♦ete Faer I I m r'Fl. n..e... RR..e. e.e. Ere---" fz600 <... - N''Iuni6l527 SofEUAre re s,mo, w. r s,Een wra.. reP .eE ❑'r3Je si[z( +J M®I xl � _�1�,: ,s� X14 11ef v,�l a'e. )s. �. �+. _ ---- _ Code Enforcement Ooa,ments and Images rri.Rer.' , roMunicipal Software; 21 Thank you! Rob Bennett Municipal Software Corporation 4464 Markham Street, Suite 1108 Victoria, BC V8Z 7X8 Phone: (250) 475-6600 E-mail: rbennetti�MunicioalSoftware.coi Web: www. MunicioalSoftware.com Trading Symbol: TSX; V: MSZ ``s Municipal Software Financial Summary During the last budget preparation process IS brought you the following decision package: "Development Services Automation - The Development Services Department (Planning & Zoning, Building & Safety, Neighborhood Improvements / Code enforcement) have a need to have a computerized system that would allow them to have a single shared application for all the activities for the Department. IS Staff along with Staff from all the requesting units have held meetings and developed a requirements document with the help of Kerry Consulting. That document was sent out to vendors, and based on initial response and testing (which is on-going), we feel that we will be able to select a vendor and start implementation during this fiscal year. Total project time is likely to be in 12-24 months range. This is an application that would have a significant "on-line" component for Permitting and Inspection Scheduling. Although we are seeking the allocation of funds at this time, we will come before council with a full presentation when a final vendor is selected and we are ready to enter in to a contract. Preliminary estimates are that the Software and Implementation will be in the $250,000 range with another $50,000 needed for hardware and 3rd party fees." This was based upon preliminary vendor quotes and although the scope of the project has grown since these numbers where provided the projected costs as identified above are not far off. Project Management • After careful review of the Project Plan, Staff and Management has determined that we do not have the skill set available in house, unless we are willing to stop all other projects. . Based on this we believe we will need a contract project manager during this project implementation. 23 NO Additional funding needed in the current Fiscal year. However, Based on current negioations the Total Project Cost is likely to be closer to the following: ■ Municipal Software (CityView Software and implementation) $275,000 ($262,400 + expected Sales Tax on Licensed Software Product) ■ Hardware and 3rd party software $50,000 ■ Contract Project rngmt for 20 months (30hr * $75.00 * 86weeks = $193,500) ■ Sub Total $518,500 plus a contingency of 11% would take us to $575,535 and with the 1st years maintenance of $22,800 would likely take us to a just under $600,000 total cost over 2 years. ■ We have $300,000 appropriated for this Fiscal year and this will cover the costs of phases 1 & 2 that would happen in this fiscal year. We will request the additional funds for Phase 3 in the next budget cycle, FY07/08. Cost by Fiscal years m FY 2006/2007 $300,000.00 ■ FY2007/2008 $300,000.00 ■ FY2008/Beyond $30,000.00 (maintenance) 24 The next Steps We propose to bring back the following as a consent calendar item for you to approve on the 10/3/2006 council meeting: 1.) Authorize the City Manager to enter into a contract with A.) Municipal Software for a Contract amount not to exceed $275,000 B.) Contract with "Go Live Technology, Inc." in an amount not to exceed $193,500, and additionally authorize the city manager to amend these contract as need, and cover any travel costs, with a total project: contingency amount of $57,000 to be used as needed, where needed, if needed. Thank You - to all the staff and managers who invested their time into bringing this project to this point Thank You - to our IS staff and Consultants who helped define, defend, and negotiate a contract. Thank You - to CM DeStefano, ACM Doyle and Former CM Lowry for their vision and input on this project. And of course Thank You - to Council for having sat through another of my presentations. Additional THANKS! ■ Sean Higgins of Municipal Software, for his professionalism and dedication . Rob Bennett of Municipal Software, for his patience andquick mind in helping us come up with a deal and a fair contract. Michael Jenkins, for his scholarly legal review and input Kyler DiershaIN, ACT Consulting for his help in the GIS & Database design without which we would still be in the dark. Additional Benefits (as time permits) • The next set of slides are really geared towards staff but are provided to council in this packet for completeness. W Benefits to: The Manager • Improve customer service • Configure permit, letter, referral, ordinance and inspection types, employee information, and fees to perfectly match our needs • Increased productivity of staff • Accurate revenues • Timely and accurate repor • Access from anywhere Benefits to: The Inspector/Plan Reviewer • Access from anywhere - The Field - (during work hours) • Much of the data entry work done for you • Eliminate redundant data entry • Helps you manage your daily workload • Everything about a property instantly available. 27 BenE:fits to: The System Adlministrator/IS staff • Merge disparate databases and reduced maintenance • System security at field level, record & role -based • Facilitation of data management - import/export wizard • Streamlined upgrade process - no downtime • Empower your resources • Leverage technology investment • Improved customer service CITY COUNCIL Agenda # 8.1 Meeting Date: October 3, 2006 AGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Man ` TITLE: First Reading of Ordinance No. - An Ordinance Amending Procedural Provisions of the Diamond Bar Transient Occupancy Tax Ordinance and Amending Title 3, Chapter 3.16 of the Diamond Bar Municipal Code and Resolution 2006 -XX Approving the Use of the "Transient Occupancy Tax Government Employee Exemption Form" in Conjunction with its Transient Occupancy Tax Ordinance RECOMMENDATION: It is recommended that after the City Attorney reads the title of Ordinance, the City Council introduce Ordinance No, on its first reading and approve Resolution NO. 2006 -XX. FINANCIAL IMPACT: None anticipated. DISCUSSION: AB1916, a bill making changes to California's Transient Occupancy Tax (TOT) laws, became effective January 1, 2005. The bill has three components of importance to the City. First, the bill provides a mechanism, called a "tax clearance certificate," for identifying past due TOT when ownership of a hotel property is transferred and clearly establishes both owner and successor liability when the mechanism is not utilized. Second, the bill extends the prior three year statute of limitations on collection of past due TOT to four years. Third, the: bill provides that cities that elect to grant an exemption from TOT for government employees must provide detailed requirements, including a form approved by the legislative body of the municipality, for use by hotel operators in claiming the exemption. The attached ordinance amends the municipal code to bring it into compliance with State law. First, the ordinance extends the mandatory record keeping period for hotel facility owners from three years to four, to be commensurate with the new limitations period in the State law. Second, the ordinance establishes the tax clearance certificate procedure as set forth in Revenue; and Taxation Code § 7283.5. The attached resolution adopts an AB 1916 -compliant form for use by hotel operators in documenting TOT exemptions afforded to specified government officers employees on official business. PREPARED BY: Linda G. Magnuson REVIEWED BY: Depart a Head Assistant City Manager Attachments: Ordinance No. Resolution No. 2006 — XX ORDINANCE NO. AN ORDINANCE OF THE CITY OF DIAMOND BAR AMENDING PROCEDURAL PROVISIONS OF THE DIAMOND BAR TRANSIENT OCCUPANCY TAX ORDINANCE AND AMENDING TITLE 3, CHAPTER 3.16 OF THE DIAMOND BAR MUNICIPAL CODE The City Council of the City of Diamond Bar does hereby ordain as follows: Section 1. Section 3.16.070 of Title 3, Chapter 3.16 of the Diamond Bar Municipal Code is amended to read: "Every operator liable for the collection and payment to the city of any tax imposed by this chapter shall keep and preserve, for not less than four years, all records which may be necessary to determine the amount of such tax for the collection of, and payment of, to the city he may be or may become liable. The tax collector may inspect these records at any reasonable time. The operator shall make such records available at any reasonable time requested b,y the tax collector." Section 2. Section 3.16.3155 is added to Title 3, Chapter 3.16 of the Diamond Bar Municipal Code to read: Sec. 3.16.355. Change of Ownership --Tax Clearance Certificate. A. Pursuant to Revenue and Taxation Code Section 7283.5, and as that section may from time to time be amended, a purchaser, transferee, or other person attempting to obtain ownership of a transient occupancy facility, may request in writing from the tax collector the issuance of a tax clearance certificate stating the amount of tax and any accrued penalties and interest due and owing, if any. B. The tax collector shall, within ninety days of the receipt of the written request for a tax clearance certificate issue the tax clearance certificate, or may conduct an audit of the subject transient occupancy facility. Any such audit must be completed within ninety days after the date the records of the subject transient occupancy facility have been made available to the tax collector and a tax clearance certificate issued within thirty days of the completion of the audit. C. If following an audit the tai: collector determines that the current operator's records are insufficient to assess the amount of tax due and owing, the tax collector shall, within thirty days of making that determination, notify the prospective purchaser, transferee or other person that a tax clearance certificate will not be issued. D. If the tax collector does not: comply with the request for a tax clearance certificate, the purchaser, transferee or other person that obtains ownership of the transient occupancy facility shall not be liable for any transient occupancy tax obligation incurred prior to the date of the purchase or transfer of the property. E. The tax clearance certificate shall state the following: 1. The amount of tax, interest and penalties then due an owing; 2. The period of time for which the tax clearance certificate is valid; and 3. That the purchaser, transferee, or other person may rely upon the tax clearance certificate as conclusive evidence of the tax liability associated with the property as of the date specified on the certificate. F. Any purchaser, transferee, or other person who does not obtain a tax clearance certificate under this section, or who obtains a tax clearance certificate that indicates that tax is due and owing and fails to withhold, for the benefit of the county, sufficient funds in the escrow account for the purchase of the property to satisfy the transient tax liability, shall be held liable for the amount of tax due and owing. PASSED, APPROVED AND ADOPTED this day of 2006. ATTEST: Mayor City Clerk RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR APPROVING THE USE OF THE "TRANSIENT OCCUPANCY TAX GOVERNMENT EMPLOYEE EXEMPTION FORM" IN CONJUNCTION WITH ITS TRANSIENT OCCUPANCY TAX ORDINANCE WHEREAS, AB 1916 of the 2003-04 legislative session, effective January 1, 2005, made several changes to the Revenue and Taxation Code sections governing local transient occupancy taxes in general law cities. The changes include revisions to exemption language, collection and enforcement procedures; WHEREAS, Revenue and Taxation Code Section 7280(e) requires a city that has incorporated a governmental employee exemption into its municipal code to develop a standard form for hotel operators to use in documenting their guests' eligibility for the TOT exemption; WHEREAS, Revenue and Taxation Code Section 7280(e) also requires that the City Council approve the exemption form to be used; and WHEREAS, a proposed "Transient Occupancy Tax Government Employee Exemption Form" form is attached hereto and incorporated herein by this reference. NOW THEREFORE, it is hereby resolved that the City Council of the City of Diamond Bar approves the "Transient Occupancy Tax Government Employee Exemption Form" for use by hotel operators within the city. PASSED, APPROVED AND ADOPTED this day of 2006 b the following vote: y AYES: NOES: ABSTAIN: ABSENT: ATTEST: Mayor City Clerk CITY OF DIAMOND BAR TRANSIENT OCCUPANCY TAX yea GOVERNMENT EMPLOYEE EXEMPTION FORM SECTION A Please Check the Appropriate Box ❑ Employee or Officer of the United States Government on Official Business ❑ State of California Officer or Lrr Tloyee on Official Business ❑ Officer or Em to ee of a Forei Government SECTION B PLEASE PRINT NEATLY WHEN COMPLETING FORM Name of Lodging Facilit Address of Lod in Facilit Date of Occu anc : From: To: Name of Employee Claiming Exemption: Name of Government Agency: Agency Department: Agency's Phone Number: A enc 's Street Address: Cit State: Zi Code: I certify that the occupancy of the room noted above has been (or will be) furnished for my exclusive use, and that I am the officer or employee of the governmental agency named above, and that such charges are incurred in the performance of my official duties for said EOvernmentall a ency. I declare under penalty of per' that the fore oin is true and correct. Executed this da of 20 at California Si nature of Hotel Guest Claimin Exem tion: SECTION C OPERATOR: A separate exemption claim firm is required from each person. Do not accept the claim unless the person provides you with at least one form of conclusive evidence that his or her occupancy is for the official business of his or her employer. Acceptable forms of proof of exemption consist of only the following (Please check the box that corresponds to the form ofproof resented. orders from his or her government em to er A overnment warrant issued b his or here to er to a for occu anc A FTheTravel overnment credit card issued b his or her em to er to a for occu ancuest claiming the exemption must also'provide photo identification substantiating his or her status as a government employee or officer as indicated in Section A of this form. The original of this form, together with a copy of the proof of exemption AND a copy of the guest's photo identification must be maintained by the operator as part of its business records or the for claim exemption from the tax may be denied. NOTE. A CONTRACTOR FOR A GOVERNMENT AGENCY ISNOT EXEMPT FROM THE TRANSIENT OCCUPANCY TAX CITY COUNCIL Agenda # s-2 Meeting Date: October 3, 2006 AGENDA REPORT TO: Honorable Mayor and Member of the City Council VIA: James DeStefano, City Man TITLE: CONSIDERATION OF A CITY FU DED LOW-INCOME REBATE PROGRAM RELATED TO MEASURE L RECOMMENDATION: Direct staff as to which, if any, rebate program the City Council wishes to implement. FISCAL IMPACT: Any adopted rebate program will have annual General Fund implications. The extent of the impact is dependent on the scope of the program, and could potentially range from $10,503 to $168,121 annually. The table below outlines the potential General Fund commitments of a rebate program in further detail. BACKGROUND / DISCUSSION: Should Measure L be approved by the voters on November 7, 2006, the Council may choose to incorporate a rebate program designed to assist low-income residents deemed eligible for the program. Staff research has indicated that Southern California Edison currently offers a low-income rebate program to eligible residents. The California Alternate Rates for Energy (CARE) program offers a 20% rebate on monthly energy bills to residents/households meeting the following guidelines: CARE Program # of Persons in Household Annual Household Income 1-2 Up to $28,600 3 U - to $33,600 4 Up to $40,500 5 Up to $47,400 6 Up to $54,300 Each Additional Person $6,900 Staff recommends that any City rebate program mirror the 20% rebate rate and follow the income and household guidelines of the Edison CARE program. Those wishing to enroll in the City's program must show proof of participation in the Edison program to ensure eligibility. Should Measure L pass, state law prohibits the City from using any funds collected through bond issuance or annual tax collections as part of a rebate program. Any proposed rebate program must be annually funded using General Fund resources. There are a number of options for such a rebate program. The program could be designed to apply to the combined annual construction and operations tax, the construction portion only, or the operations portion only. The rebate itself could range from the recommended 20% rate to a full refund of 100%. The chart below also includes potential rebates of 50% and 75% for comparison. Each of these options and their potential General Fund impacts are listed below, assuming that all 1,889 households currently enrolled in the Southern California Edison EMAICARE program are single family residences choosing to enroll in a new city rebate program related to Measure L. Following the implementation of the program, the Council could reserve the right to expand or suspend the program at any given point due to economic conditions. Prepared b Rya McLean, Senior Management Analyst Construction & Operations ($89/ r.) Construction Only $61.20/ r. Operations Only $27.80/ r. Rebate Annual General Fund Impact Annual General Fund Impact Annual General Fund Impact 20% Rebate $33,624 $23,121 $10,503 50% Rebate $84,061 $57,804 $26,257 75% Rebate $126,091 $86,705 $39,386 100% Rebate $168,121 $115,607 $52,514 Following the implementation of the program, the Council could reserve the right to expand or suspend the program at any given point due to economic conditions. Prepared b Rya McLean, Senior Management Analyst AGENDA NO. 8.3 NO DOCUMENTATION AVAILABLE TO: FROM: ADDRESS: ORGANIZATION: VOLUNTARY REQUEST TO ADDRESS THE CITY COUNCIL AGENDA #/SUBJECT: CITY C RK I DO: PHONE I expect to address the Council on the subject agenda item. Please have the Council Minutes reflect my name and address as written above. Signature IVOLUNTARY REQUEST TO ADDRESS THE CITY COUNCIL TO: CITY CLERK', FROM: kit P DATE: ADDRESS: PHONE: ORGANIZATION: AGENDA #/SUBJECT: I expect to address the Council on the subject agenda item. Please have the Council Minutes reflect rriy name and address as written above. �7. Signature VOLUNTARY REQUEST TO ADDRESS THE CITY COUNCIL TO: CITY CLERK FROM:/ DATE: /0 3 ADDRESS: y� $ � � C „ �� `te e , / j PHONE: �a � ff da S /�3- ORGANIZATION: AGENDA #/SUBJECT: I expect to address the Council on the subject agenda item. Please have the Council Minutes reflect my name and address as written above. TO: FROM: ADDRESS: ORGANIZATION: Signature VOLUNTARY REQUEST TO ADDRESS THE CITY COUNCIL AGENDA #/SUBJECT: CITY CLE K /f e)-7 DTE: r f qr-� yam% I expect to address the Council on the subject agenda item. Please have the Council Minutes reflect my name and address as written above. Signature TO: FROM: ADDRESS: VOLUNTARY REQUEST TO ADDRESS THE CITY COUNCIL CITY CLERK Kiri. ORGANIZATION: AGENDA #/SUBJECT: L. DATE: W-31 6 � PHONE: b�l -- 372Z I expect to address the Council on the subject agenda item. Please have the Council Minutes reflect my name and address as written above. ignatur VOLUNTARY REQUEST TO ADDRESS THE CITY COUNCIL TO: CITY CLERK FROM: C–� 1�! �� _ DATE: ADDRESS: PHONEVZ (' ORGANIZATION: � I C— AGENDA #/SUBJECT: I expect to address the Council on the subject agenda 'tem. Please have the Council Minutes reflect my name and address as written above. agenda/ n R Signature