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HomeMy WebLinkAboutUnbudgeted Expenditures Approved by City Council for 1990 /8 REC moo. ys� APPROVED BY CITY C U -� N EST FOR CITY COUNCIL ACTION i Jet is �/. �19-. ► Date December 17, 1990 cr Y cLERK Lxx � c� Submitted to: The Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, City Administrator , Qa +� Prepared by: Jim B. Engle, ing Director, Community Servi s ��Mo Subject: CONTRIBUTION GOLDEN WEST SWIM CLUB FOR MULTI! PURPOSE SWIMMING POOL BULKHEAD Consistent with Council Policy? [ ] Yes [ ] New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source, Alternative Actions, Attachments: STATEMENT OF ISSUE There is a need to evaluate a request from the Golden West Swim Club for a $9,500 contribution for a multi-purpose swimming pool bulkhead. RECOMMENDATION Approve the allocation of $9, 500 from the Park Acquisition and Develop- ment unencumbered fund balance to the Golden West Swim Club for -the purchase of a multi-purpose swimming pool bulkhead. ANALYSIS The Golden West Swim Club has 300 members, aged 4 through 18 , and 70 percent of the members are Huntington Beach residents. The Club practices and conducts meets at the Golden West College Pool . The Club is endeavoring to raise $70, 000 for a multi-purpose swimming pool bulkhead. It has raised $60, 500 through the Amateur Athletic Foundation, Golden West College, local fund-raisers , and other donations. There is a $9, 500 shortfall . The bulkhead can be used to divide the pool into two sections, thereby increasing pool usage. It can be used for lessons, handicapped programs , training, water polo and recreational swimming . The pool is used by the college, local high schools, swim club and the general public. . The city has used Park Acquisition and Development Fund monies in the past to assist youth groups such as Little League and Bobby Sox with major purchases for their programs such as backstops . Also, the lights on the Golden West College tennis courts and softball fields were paid for by the city through this fund. FUNDING SOURCE Park Acquisition and Development unencumbered fund balance. PIO 4/84 REQUEST FOR CITY COUNCIL ACTION December 17 , 1990 Page two ALTERNATIVE ACTIONS November 29 letter from Chuck Beauregard, Golden West Swim Club October 4 letter from Ken Hamdorf, Golden West College Bulkhead photographs Fiscal Impact Statement JBE:cs `•Jl t' GWSC Junior Olympics Steering Committee ` 15691 Sunburst Lane,Huntington Beach,Ca 92647 (714)891-1244 November 29, 1990 .xiL 3I � ,MpIc� 1 Tom Mays, Mayor HUNTING oN )OCH City of Huntington Beach 2000 Main Street Huntington Beach, Ca 92648 Chuck Braurepxd Dear Mr. Mayor, Presidcrg CareerPotoviah-ine. Congratulation on your victory. May it be the beginning of another Mardi 13aaareg8rd positive phase in your political career. Pasr-President =-- Golden West Swim Chub As you are aware we have been working for about a year to in- crease City awareness of swimming and specifically the swim John Buwbman team while endeavoring to fund the purchase of a bulkhead for City ofaardnGrow the Golden West Pool. We are very close to our goals-. We are Richard Davis within $9,500 of completing the fund raising for the bulkhead, start- Go alnuton=on ing block and lane lines. stcva Holden We had hoped the City would be the "White Knight" and but us Past President over the top with your support as the Mayor. Time and schedules 11.8 chamber of Cawmrce would not allow that. We could however still use your support, mom kffrm Mike Uberuaga has agreed to put the request on the Council SporuMe lone schedule sometime in the month of December for a vote. Dr. Sue McDonald Green has agreed to help by being a supportive Councilmember- GWSC Board Merrsbcr I feel with your positive support for the idea voiced to the Coun- Dan Morpa cilmembers will help us greatly. I believe that this contribution to President the swimming community by the City is one that could stand scruti- MargranelcS°"P`sorr'Inc. ny by all groups and meet with favorable acceptance. Nick Ortaga L.A.ca catty The investment is small $9,500, yet the City gets a vastly improved Sheriff DelwHnwu utilization out of a resource for years, projected at over 20 years, Cal Rieud for the young, old, and handicapped that use the pool weekly. Afamagar of Community Services Gard,Grog Can you help us? Richard Roth,MD Sincerely, Kaiser PaMaW to David C. Smith h(urtda"B"M Rotary BoardMdnber Chuck Beauregard Robed Yao"`Ida cc: Mike Uberuaga l,BAf Cwpo►Qeion encl: Letter of November 2, 1990 Golden West Swim Club Support Group is a non-profit orgainzation Put.ID >i 33-0273245 _ _•_ .__ olden West College Judith Valles, President 15744 Golden WISt Street•P.O. Box P-1092• Huntington Beach•California•92647-0592•(714)892-7711 It October 4 , 1990 Michael T. Uberuaga City Administrator City of Huntington Beach 2000 Main Street Huntington liBeaCh, -,CA•',92647-0592 Dear Mr. Ube�.tiaga Golden West College and the Golden West Swim Club are raising funds to purchase a multi-purpose bulkhead for the college swimming pool . This bulkhead would enable even more citizens to use the college facility. It would also increase the number of concurrent swimming activities . Currently, the pool serves college classes for swimming as well as competitive swimming and water polo teams. The Huntington Beach community uses the pool for rehabilitation classes ( stroke victims, handicapped, etc. ) . Sixteen local high schools , including Huntington Beach high schools, use the pool for swimming meets and water polo games . In the summer over three thousand lessons are given to Huntington Beach area children. Recreation swimming time is also available to citizens on Saturday and Sunday. Other community uses include competitive swim lessons, swim camps, and water polo youth teams. The Golden West Community College pool is the only 50 meter. pool in the area that meets NCAA and US Swimming specifications. The pool is a focal point for our Huntington Beach aquatidvocommunity. The bulkhead would increase the number of citizens we could serve. Your interest and help towards supporting the purchase of the bulkhead would be appreciated. Sincerely, Ken Hamdorf Swimming and Water Polo Coach Summer Swim Director, GWC cc: Jim Engle, Director, Community Services One of the Coast Community Colleges serving Costa Mesa,Fountain Valley,Garden Grove,Itunting on Beach,Midway City,Newport Beach,Seal Beach and Westminster Board of Trustees•Sherry L.Baum;Paul G.Berger;Walter G.Howald;Nancy A Pollard;Armando R.nuiz;Caroline Winter,Student Trustee•Alfred P.Fernandez,Chancellor 'f CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH To MICHAEL T. UBERUAGA From ROBERT J. FRANZ City Administrator Deputy City Administrator Subject REQUEST FOR APPROPRIATION Date DECEMBER 7, 1990 FOR CITY CONTRIBUTION TO GOLDEN WEST SWIM CLUB FIS 90-46 As requested under the authority of Resolution 4832, a Fiscal Impact Statement has been prepared and submitted relative to the proposed City contribution to the Golden West Swim Club for the intended purchase of a multi-purpose swimming pool bulkhead. Anticipations are that an appropriation of $9,500 would be adequate for this project. An affirmative response by the City Council would reduce the balance of the City's Park Acquisition and Development Fund to $237,992. "WRTLT.'VFRtAN� Deputy City Administrat RJF:AR:skd WPADSERT:31 SlI sY —BULKHEAD SET UP FOR SWIM MEET 1 {, ^�:53L:f+ .3);:Ck2:a�#F�y�#�iL.:•v+°i?.?f;$,��N�.::: x. •ax .)Y. a' S i '3. L' h :F ,Y fit,/. v r �+,�• a2 �"a,x.�'i°:::�:Y'A';y:. 3;}:f u`.?Y,tA�:x\ Fr a. 39ni c %>£ei> u F. Ci,Ks BULKHEAD CAN BE USED >z3 a TO DIVIDE POOL INTO ;.,;�'�.0 b.. 3 SECTIONS A.:: u „a,'or.:. .c.::::. .� :;>. f,• ,�ti;%' gt' ,nf '; O FOR ,.. .. , , :.. ..... ..,.....>,.�:.,;:...::.,:a: , ::: TWO PUBLIC LESSONS OR t'f>Y�.•>;::., RAINING �.r:t.. � >J�..� x,.,, ^°+„a„�M .�°y�;fr.,•'�,.a�a,°,�»o+oF,,.. F'y`°�<::rs `; r:: �a 'r iv 5�. , a?. M.. 73, -.,. t, ,a ,r I� t �3 1 �x r '> fz:�in .of � ..:,.. ..:... .. '•'y'.. s9 ., .r>:::1+.,f,t;+.sik„;3.<..;,:t:'.:::... �Y, t• YJ it 0 f ? ,r (.IC3.:....!fj,>..L1a'G.�l�......_..:.::......@:......,:k. v.r+:v � ::.: .A;�:�:c I�N tQ%>`'� •.:./ I I :it xa�?::w-+y:.: rt':s2,> -,• :Tx�.':>>. .::.�..:.. " ..�.\ %ty;>rf>' .!t'F;F«^��' �I +! it .n,.: .:#.Y�:,+>.,F,.. ..f:3. .xif,�>' e„ :;;>,..; ¢'if�r1••�+'�r rjh�., r. I >: BULKHEAD yj RAISED OUT OF a s �F.Ov kt.M :C9� ,k •� 9 REQUEST FOR CITY COUNCIL ACTION Date December 3 , 1990 Submitted to: Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, City Adminis a Prepared by: Ron Hayden, Director, Library Sery s Subject: LIBRARY SERVICES AND CONSTRUCTION ACT GRANT FOR MAJOR URBAN RESOURCE LIBRARIES APPROVBD BY CITY COUNCIL Consistent with Council Policy? [ ] Yes [ ] New Policy or Excepti4 on Statement of Issue, Recommendation,Analysis, Funding Source,Alternative STATEMENT OF ISSUE: Federal funds are available through the California Department of Health, Education and Welfare's Library Services and Construction Act. Council approval of the application by certified minute action is required. RECOMMENDATION: Approve the acceptance of State grant funds in the amount of $15, 617 and appropriate said amount from the unappropriated fund balance to expenditure account #E-GL-CS-898-3-20-00 for the purchase of science, social science, reference indexes, and genealogy library materials. ANALYSIS Through the State Health, Education and Welfare Department, grant funds are available for application by cities having a population greater than 100, 000. The Huntington Beach Library, as a major urban resource library, has received approval for $15, 617. Over the past five years, Huntington Beach has received more than $55, 000 in Library Services and Construction Act Grant funds to purchase science and genealogy materials. The residents of Huntington Beach have been able to utilize library materials made available by this grant which the library would normally be unable to purchase. FUNDING SOURCE This is not a matching fund grant, so no funds are required from the City. ALTERNATIVE ACTIONS Council may direct funds toward purchase of science material only. ATTACHMENTS Major Urban Resource Library Grant Award #40-1981. MTU:RH:gc MISC.04 Plo 5/85 I CALIFORNIA STATE LIBRARY LIBRARY-COURTS BUILDING • P.O. BOX 942837 • SACRAMENTO,CA 94237-0001 TELEPHONE: (916)445-2585 Date: October 16, 1990 CALIFORNIA STATE LIBRARY To: RON HAYDEN Huntington Beach Public Library 7111 Talbert Ave. Huntington Beach, CA 92648 Subject: LSCA I-7.B, FY 1990/91, WP 89, Grant Award # 40-1981 Title: Major Urban Resource Library (MURL) Dear Mr. HAYDEN, Your application for funding for the above project is approved for a total of $ 15,617 in federal Library Services and Construction Act (LSCA) effective immediately for the period ending September 30, 1991. This award is a per capita calculation based on the population and funding levels provided by the United States Department of Education. The following items are being highlighted for your information, since they are the major conditions which must be met when the local jurisdiction accepts a MURL award: 1) This letter is the official approval document for the MURL award and is an amendment to the Grant Award Document. Conditions here are binding and must be followed in the implementation and conduct of the project. The approved budget must be the basis for the final report, LSCA 10. 2) Separate accounting must be maintained for each federal project to ensure responsible project management and the ability to submit the LSCA 10 required. 3) All MURL awards are made in one lump-sum payment upon execution of the program. 4) All MURL applicants must be in compliance with Public Law 98-502, "The Single Audit Act of 1984." 5) MURL projects are close on September 30, 1991 No new expenditures or encumbrances may be made a e CA 10 MURL Report is due at the State Library by October 30, 1991. MURL projects have 60 days to liquidate outstanding encumbrances. Use the LSCA 10 MURL form to report liquidation of encumbrances. This report is due in the State Library on December 15, 1991. Any funds which have not been reported as liquidated by this time are considered unobligated and must be returned to the State Library. If you have any questions on program matters feel free to contact Collin Clark at (916) 322-0373; and for fiscal matters contact Curtis Purnell at (916) 445-5847. Sincerely, Gary E. Strong California State Library Enclosures cc: Collin Clark Curtis Purnell California State Library LSCA GA Page 1 Fiscal Office P.O. Box 942837 LSCA GRANT AWARD # 40-1981 Sacramento, CA 94237-0001 Project Title: Major Urban Resource Library (MURL) System/Agency: Huntington Beach Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD Library Services and Construction Act I. The recipient designated above hereby certifies to the California State Library, for a grant of funds in the amount of $ 15,617, from Title I, LSCA, to provide library services as set forth in the LSCA Service Project Application as approved and/or as amended by the California State Librarian. TERMS AND CONDITIONS The recipient agency and its named or designated fiscal agent hereby assures the California State Library that: 1. It is mutually understood between the parties that this grant award may have been written before ascertaining the availability of congressional appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays which would occur if the grant award were executed after that determination was made. 2. This grant award is valid and enforceable only if sufficient funds are made available to the State by the United States government for the Fiscal Year 1989/90 for the proposes of this program. In addition this grant award is subject to any additional restrictions, limitations , or conditions enacted by the Congress or any statute enacted by the Congress which may affect the provisions, terms or funding of this grant award in any manner. 3. It is mutually agreed that if the Congress does not appropriate sufficient funds for the program, this grant award shall be amended to reflect any reduction in funds. 4. The California State Library has the option to amend the grant award to reflect any reduction of funds. 5. Upon the grant award approved by the State Librarian , one ( 1 ) completed set of this CONSOLIDATED APPLICATION/NOTIFICATION OF GRANT AWARD and RECIPIENT CERTIFICATION will be returned to the subgrantee . Such copy shall be the officially approved agreement for the conduct of the approved project. 6. "Subgrantee" means the government or other legal entity to which a subgrant is awarded and which is accountable to the grantee for the use of the funds provided. 7. The subgrantee will make reports to the State Librarian in such form and containing such information as may be required to enable the California State Library to perform its duties. The subgrantee will keep such records and afford such access as the California State Librarian, California State Library may find necessary to assure the correctness and verification of such reports. r California State Library LSCA GA Page 2 Fiscal Office P.O. Box 942837 LSCA GRANT AWARD # 40-1981 Sacramento, CA 94237-0001 Project Title: Major Urban Resource Library (MURL) System/Agency: Huntington Beach Public Library CONSOLIDATED APPLICATION/ NOTIFICATION OF GRANT AWARD, LSCA, continued 8. The control of funds and title to property derived therefrom shall be in a subgrantee agency for the uses and purposes provided; a subgrantee agency will administer such property and funds and shall apply funds only for the purposes for which they were granted. 9. The expenditure under this program will not be used to supplant subgrantee effort. 10. This agreement is entered into under provisions of the Library Services and Construction Act, as amended, Public Laws 84-597, 89-511 , 91-600, 93-29 , 93-133, 93-380, 95-123, 97-35, 98-8 , 98-480 Education Division General Administration Regulation (EDGAR) 34 CFR Parts 76, 77 , 78, 79, 80 and 770. 11 . Performance of the provisions of this agreement is subject to the conditions and availability of funds as awarded by the State Librarian under said Act. 12. The sheets marked NONDISCRIMINATION CLAUSE ADDENDUM, CERTIFICATION REGARDING LOBBYING FOR GRANTS AND COOPERATIVE AGREEMENTS and ASSURANCES are attached hereto and incorporated herein. 13. The terms of this agreement shall be from upon execution to and including September 30 , 1991 . But shall be subject to termination by either party by giving written notice to the other party at least thirty (30) days prior to the effective date of termination. In the event this agreement is so terminated , the Subgrantee shall deliver to the State Librarian copies of all reports and/or materials prepared up to the date of termination, and the State Librarian shall determine , and pay the Subgrantee for the necessary and appropriate expenditures and obligations to the date of termination which have not been covered by prior installments heretofore paid to the Subgrantee . If funding has been advanced to the Subgrantee, any unobligated balances , as determined by the State Librarian, shall be returned to the State Library within 60 days of the notice of termination. 14. The State Librarian is empowered to review, audit , and inspect the Project for compliance with this agreement. LIMITATION OF EXPENDITURE Expenditure for all projects must conform to the approved budget , as amended , and with applicable Federal and State laws and regulations. California State Library LSCA GA Page 3 Fiscal Office P.O. Box 942837 LSCA GRANT AWARD # 40-1981 Sacramento, CA 94237-0001 Project Title: Major Urban Resource Library (MURL) System/Agency : Huntington Beach Public Library CONSOLIDATED APPLICATION/ NOTIFICATION OF GRANT AWARD, LSCA, continued Any of the sums listed as approved and/or amended appearing under the categories in the approved budget in the attached application may be adjusted by the authorized project personnel of the subgrantee to increase any allotment not more than 10% with the understanding that there will be corresponding decreases in the other allotments so that the total amount paid by the California State Library to the Subgrantee under this agreement shall not exceed 15 ,617 and shall be expended/encumbered in the period ending September 30, 1991 . REPORTS AND CLAIMS It is the responsibility of the recipient of these instructions to see that the proper individual to supply the required reports and claims receives the instructions and makes the required reports and claims to the California State Library. I. The Subgrantee shall be responsible for the submission of quarterly Narrative Reports , unless otherwise noted in the State Librarian's award letter , on the progress and activities of the project , in triplicate , to the State Library within 30 days following the end of each quarter. Ii. The Subgrantee shall submit quarterly Fiscal Reports, in triplicate to the State Library. These reports are to reflect the expenditures made by the Subgrantee under the agreement . The fiscal reports are to be submitted within 30 days following the end of the quarter. III. To obtain payment hereunder the Subgrantee shall submit authorized claims provided by the State Library for that purpose , on each of the following mentioned dates for payment, and the California State Library agrees to reimburse the Library as soon thereafter as State fiscal procedures will permit. Payment will be provided to cover the expenditures incurred by the Subgrantee for the project in the following manner: $ 15,617 upon execution of the agreement and submission of claim by fiscal agent $ LUMP-SUM PAYMENT If the amount of payment made by the California State Library shall exceed the actual expenses during the term of this agreement , as reflected in the fiscal reports to be filed by the Subgrantee, the Subgrantee shall refund to the California State Library the amount of such excess payment. California State Library LSCA GA Page 4 Fiscal Office P.O. Box 942837 LSCA GRANT AWARD # 40-1981 Sacramento, CA 94237-0001 Project Title: Major Urban Resource Library (MURL) System/Agency: Huntington Beach Public Library NONDISCRIMINATION CLAUSE ADDENDUM 1 . During the performance of this grant award, the recipient , subgrantee and its contractors shall not deny the grant award's benefits to any person on the basis of religion, color, ethnic group identification , sex , age , physical or mental disability, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religion, color , national origin , ancestry, physical handicap, mental disability, medical condition, marital status, age (over 40) or sex. Subgrantee shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. 2 . Subgrantee shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code, Section 1290 et. seq. ) , the regulations promulgated thereunder (Cal. Admin. Code, Tit. 2, Sections 7285.0 et. seq. ) , the provisions of Article 9.5, Chapter 1, Part 1 , Division 3, Title 2 of the Government Code (Gov. Code , Sections 11135-11139.5) , and the regulations or standards adopted by the awarding state agency to implement such article. 3 . Subgrantee or recipient shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours , but in no case less than 24 hours notice , to such of its books , records , accounts , other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause. 4 . Recipient , subgrantee and its contractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. 5 . The subgrantee shall include the nondiscrimination and compliance provisions of this clause in all contracts to perform work under the grant award. California State Library LSCA GA Page 5 Fiscal Office P.O. Box 942837 LSCA GRANT AWARD # 40-1981 Sacramento, CA 94237-0001 Project Title: Major Urban Resource Library (MURL) System/Agency : Huntington Beach Public Library CERTIFICATION REGARDING LOBBYING FOR GRANTS AND COOPERATIVE AGREEMENTS This certification is a prerequisite for making or entering into a grant or cooperative agreement over $100,000. Upon the acceptance of the grant award the subgrantee as required by Section 1352, Title 31 of the U.S . Code certifies to the best of his or her knowledge and belief, that: 1 . No Federal appropriated funds have been paid or will be paid, by or on behalf of the subgrantee , to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress , or an employee of a Member of Congress in connection with the making of any Federal grant , the entering into of any cooperative agreement , and the extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress , an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement , the subgrantee shall complete and submit Standard Form - ILL, 'Disclosure Form to Report Lobbying, ' in accordance with its instruction. 3. The subgrantee shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts ) and that all subrecipients shall certify and disclose accordingly. ASSURANCES The Applicant assures and certifies that it will comply with the regulations, policies, guidelines and requirements, as they relate to the application, acceptance and use of Federal funds for this federatly-assisted project. Also the Applicant assumes and certifies: 1. it possesses legal authority to apply for the grant; that a resolution, motion or similar action has been duly adopted or passed as an official act of the applicant's governing body, authorizing the filing of the application, including all understandings and assurances contained therein, and directing and authorizing the person identified as the official representative of the applicant to act in connection with the application and to provide such additional information as may be required. 2. It will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and in accordance with Title VI of that Act, no person in the United States shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the applicant receives Federal financial assistance and will immediately take any measures necessary to effectuate this agreement. 3. It will comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d) prohibiting employment discrimination where (1) the primary purpose of a grant is to provide employment or (2) discriminatory employment practices will result in unequal treatment of persons who are or should be benefiting from the grant-aided activity. 4. It will comply with Section 504 of the Rehabilitation Act of 1973, as amended, 20 U.S.C. 794, which prohibits discrimination on the basis of handicap in programs and activities receiving Federal financial assistance. 5. It will comply with Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. 1681 et seq., which prohibits discrimination on the basis of sex in education programs and activities receiving Federal financial assistance. 6. It will comply with the Age Discrimination Act of 1975, as amended, 42 U.S.C. 6101 et seq., which prohibits discrimination on the basis of age in programs or activities receiving Federal financial assistance. 7. It wilt comply with requirements of the provisions of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (P.L. 91-646) which provides for fair and equitable treatment of persons displaced as a result of Federal and federally-assisted programs. 8. It will comply with the provisions of the Hatch Act which limit the political activity of employees. 9. It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act, as they apply to hospital and educational institution employees of State and local governments. 10. It will establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. 11. It will give the sponsoring agency or the Comptroller General through any authorized representative the access to and the right to examine all records, books, papers, or documents related to the grant. 12. It will comply with all requirements by the Federal sponsoring agency concerning special requirements of law, program requirements, and other administrative requirements. 13. It will insure that the facilities under its ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and that it wilt notify the Federal grantor agency of the receipt of any communication from the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is under consideration for Listing by the EPA. 14. It will comply with the flood insurance purchase requirements of Section 102(a) requires, on or after March 2, 1975, the purchase of flood insurance in communities where such insurance is available as a condition for the receipt of any Federal financial assistance for construction or acquisition purposes for use in any area that has been identified by the Secretary of the Department of Housing and Urban Development as an area having special flood hazards. The phrase "Federal financial assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or grant, or any other form of direct or indirect Federal assistance. 15. It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic Preservation Act of 1966 as amended (16 U.S.C. 470), Executive order 11593, and the Archeological and Historic Preservation Act of 1966 (16 U.S.C. 469a-1 et seq.) by (a) consulting with the State Historic Preservation Officer on the conduct of investigations, as necessary, to identify properties listed in or eligible for inclusion in the National Register of Historic Places that are subject to adverse effects (see 36 CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such properties, and by (b) complying with all requirements established by the Federal grantor agency to avoid or mitigate adverse effects upon such properties. ATTENTION ATTACHED PLEASE FIND THE CLAIM FOR PAYMENT, THE LSCA GA CERTIFICATION AND THE CERTIFICATION REGARDING DEBARMENT , SUSPENSION , INELIGIBILITY AND VOLUNTARY EXCLUSION LOWER TIER COVERED TRANSACTIONS . THESE SHOULD BE COMPLETED, SIGNED (WITH ORIGINAL SIGNATURES) , AND RETURNED TO: CALIFORNIA STATE LIBRARY FISCAL OFFICE — LSCA P.O. BOX 942837 SACRAMENTO, CA 94237-0001 THIS SHOULD BE DONE AS SOON AS POSSIBLE TO AVOID DELAY IN RECEIPT OF FUNDS. YOU SHOULD RETAIN COPIES OF THE CLAIM AND CERTIFICATIONS FOR YOUR FILES. THESE ARE THE ONLY DOCUMENTS THAT NEED TO BE RETURNED AT THIS TIME. THANK YOU. Enclosure: CL—C/C8 8/90 CALIFORNIA STATE LIBRARY Library Services and Construction Act SECTION III FINANCIAL CLAIM FY: 90/91 WP: 89 VENDOR CODE: M642 SCHEDULE NO: LSCA Title : I Date: November 5 , 1990 Claim of: Huntington Beach Public Library Address: 7111 Talbert Avenue , Huntington Beach , CA 92648 For: Huntington Beach Public Library (Name of System or Agency) Project Title: Major Urban Resource Library Amount Claimed: $ 15,617 Contract or Grant Award I.D. Number: 40-1981 For Period From: upon execution to September 30, 1991 Type of Payment: PROGRESS FINAL IN FULL Payable Upon Execution of Agreement 10/16/90 CERTIFICATION I hereby certify under penalty of perjury: that I am the duly authorized officer of the claimant herein; that this claim is in all r"uect and in accordance with law and the terms of the contract has not previously been received for the amount claimed hereby horized officer of t Fisca V gency) Library Director (Title) ] t] t] t] t] t] t] t] t] t ] t] t ] t] t] t ] t] t] t] t] t] t] t] t] t] t] t] t] t] t] t] t] t] t] t] t ] t ] t] t] t] t] t State of California Approval by State State Library Fiscal Office by date [ MAIL ONE ORIGINAL SIGNATURE TO: ] [ (Dates due are listed in contract or grant award) ] [ California State Library ] [ Fiscal Office - LSCA ] [ P.0 Box 942837 ] [ Sacramento, CA 94237-0001 ] t ] California State Library LSCA GA Certification Fiscal Office P.O. Box 942837 LSCA GRANT AWARD # 40-1981 Sacramento, CA 94237-0001 Project Title: Major Urban Resource Library System/Agency: Huntington Beach Public Library APPLICANT COMPLETES THIS PAGE C E R T I F I C A T I O N I. I affirm that the subgrantee named below is the legally designated fiscal agent for this program and is authorized to receive and expend funds for the conduct of this program. II. I affirm that all information provided to the California State Library for review in association with this award is correct and complete to the best of my knowledge; that as the authorized representative of the subgrantee I have the legal authority to commit my organization to the conditions of this award. III. I affirm that any or all other subgrantees participating in the program have agreed to the terms of the application/grant award, and have entered into an agreement(s) concerning the final disposition of equipment, facilities, and materials purchased for this program from the funds awarded for the activities and services described in the a ac d, as approved and/or as amended application. SIGNED DATE 1 1 / 5/ 90 Au rized r esentative Ronald L . Hayden , Library ) irector Type or print name, title, of authorized representative Huntington Beach Public Library Legal name of local subgrantee Major Urban Resource Library (MURL) Project name as listed on the application 7111 Talbert Avenue Huntington Beach Street address of named subgrantee City Orange 92648 ( 714) 960-8836 County Zip Code Telephone of authorized rep. Coordinator/Director of program if different Telephone Ronald L . Hayden , Library Director WHO SHOULD RECEIVE NOTIFICATION OF APPROVAL OR DENIAL OF LSCA AWARD: Ronald L . Hayden , Library Director WHO SHOULD RECEIVE INSTRUCTIONS FOR PREPARING REQUIRED REPORTS IF AWARD IS GRANTED:(Provide name, address and phone. Use back if needed) Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 34 CFR Part 85, Section 85.510, Participants' responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register (pages 1 91 60-1 921 1). Copies of the regulations may be obtained by contacting the person to which this proposal is submitted. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Ronald L . Hayden , Library Director Name and Title Of AuthorizedRepresentative 0 �', I D � C 11 / 5/90 SigYMrure D a e WP/(LSCACERT.CP) Instructions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department of agency with which this transaction originated may pursue available remedies, Including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms 'covered transaction,' 'debarred,' 'suspended,' 'ineligible,' 'lower tier covered transaction,' 'participant,' 'person,' 'primary covered transaction,' 'principal,' 'proposal,' and 'voluntarily excluded,' as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled'Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion-Lower Tier Covered Transactions,' without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List (Telephone Number). 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transaction authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available to the Federal Government,the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. LSCA Control # I-7 LSCA GRANT AWARD FISCAL DOCUMENTATION Budget Citation Chapter 467 , Item 6120-211-890 Title : I LSCA Award #: 40-1981 Approval Date: 10/16/90 Project Title: Major Urban Resource Library (MURL) Subgrantee : Huntington Beach Public Library Funding Start Date: ** upon execution ** Approved Funds: $ 15,617 Term: upon execution - 9/30/91 Payments: $ 15,617 upon execution of agreement Schedule # LUMP-SUM PAYMENT Appropriation Encumbered (designate where applicable) For: FY: 90/91 WP: 89 Fund Federal Trust PCA # : 62510 Code 70102 Vendor Code: M642 Catalog number from Federal Catalog of Domestic Assistance # 84.034 Matching: State: 56.29% Federal: 43.71% State : Federal: Assembly District : 47 Congressional District : 29 Senatorial District: 29 County #: 30 System #: 12 APPROVED REVISED REVISED BUDGET CATEGORY BUDGET SALARIES & BENEFITS LIBRARY MATERIAL . . . . . . . . . . . . . . . . . $ 15,617 OPERATING EXPENSES INDIRECT COSTS EQUIPMENT TOTAL . . . . . . . . . . . . .$. . . 15,617. . . . .$. . . . . . . . . . . . . .$. . . . . . . . . . . . . dls i California State Library Library Services and Construction Act C MURL APPLICATION A. APPLICANT 1 . . Legal name of local library/agency named or designated _fiscal agent : Huntington Beach Library 2. for the City Library ' designated as Major Urban Resource Library: Huntington Beach Library 3. Street Address of named or designated fiscal agent : 7111 Talbert Avenue 4. City : Huntington Beach , CA County : Orange ZIP code : 92648 5. Telephone number of authorized representative ( 714) 960-8836 6. REGIONAL AREA COLLECTION DEVELOPMENT PLAN . Attach hereto the pLge or pages of the plan . All MURL recipients for FY 1990/91 . are being asked to submit complete collection plans . The Plan is to include : a. List of the most critical needs in the regional area comprised of the MURLs own System and all Library Systems contiguous to its own System. The needs shall be specific as to user group (e .g. geographic or socio-economic characteristics) . b. Indication of which of the listed needs the MURL proposes to address , and the amount of expected MURL funds to be spent for each. Note : - Materials shall be those appropriate to an urban center library, rather than a community library. - MURL funds are to be used to expand resources not purchase multiple copies to satisfy local demand. —� -- L'� -- --------- ( Signature of author zed officer of the Fis 1 .Agen ) Ronald L . Hayden , Library Director MURL APPLICATION #6 . The Santiago Library System developed a new Area Collection Development Plan which was accepted by the SLS Council on July 7 , 1989 . (Copy attarlhed . ) The council sent a copy of this plan to contiguous systems , but Huntington Beach Library does not have copies of new contiguous Systems ' Area Collection Development Plans . The Huntington Beach Library contains the primary gen— ealogy collection for the region and will continue to develop this collection with the MURL funds . Also , science materials have been emphasized in the past years and the library will continue to expand this collection and also include natural and social science categories . Because Huntington Beach serves the surrounding smaller communities residents ' reference needs , increasing its reference tools to facilitate access to newspapers and periodicals is important and will also be emphasized . FAX machines have beenpurchased and requests for materials from other libraries can also be accommodated as well as extending the use of neighboring collections to local users . The goal of the Huntington Beach Library is to serve the needs of all users , regardless of residency . Approximately 25% of cardholders are residents of communites outside Huntington Beach and 33% of the circulation is from non— residents . The $ 15 , 617 LSCA/MURL grant funds shall be spent approximately as follows : Category Amount Genealogy $ 1 , 500 Science 6 , 000 Social Science 2 , 117 Reference Indexing Tools 6 , 000 Total $ 15 , 617 I SANTIAGO LIBRARY SYSTEM AREA COLLECTION DEVELOPMENT PLAN The six Major Urban Resource Libraries (MURLS) in the Santiago Library System continue to work together to develop collections which .serve both the local needs of individual jurisdictions =and to improve regional resources in order to respond to the information requirements of Orange County. This year, 1989/90 , the reference t committee completed an internal assessment of the reference ebllections in the System. This survey has resulted in revision"oflthe 'Area Collection Development Plan. " MURL funds are targeted for acquisition , of reference and circulating materials in a variety of formats (mono- graphs , periodicals , indexes , resource collections , e . g. CD ROM materials) in the following subject areas -- biography, business , consumer health education, genealogy, languages , pure and applied sciences (technology) , and the social sciences . Anaheim Public Library will use MURL funds to purchase additional reference and circulating materials in the areas of its specializa- tion, business , the sciences and technology. Fullerton Public Library has identified the social sciences as its primary area of specialization . Career information, self-study examination books , self-help legal materials , social issues , U . S . citizenship and immigration laws , and resources on the U . S . Consti- tution will be acquired in both print and non-print formats as well as audio- and video-cassettes . In addition, the library will pur- chase language materials in Chinese', Vietnamese , Korean, Spanish, and English as a second language . Huntington Beach Library, Information and Cultural Resource Center will continue to develop collections in natural sciences and genealogy with an additional effort to expand holdings in the social sciences . Garden Grove Regional Branch, Orange County Public Library, will . continue its commitment to . provide consumer health materials encom- passing basic medical reference texts on communicable diseases , diet, drugs , holistic medicine , medical diagnoses , and nutrition. Particular effort will: be made to acquire materials in Spanish and in Asian languages as well as in English. Orange Public Library will pursue development of a comprehensive biographical resources collection. The library plans acquisition of periodical, monographs , reference sets , and collective biography to support the use of comprehensive indexes and other bibliographic tools . Santa Ana Public Library will continue to develop their business resources gollection. Special emphasis will be given to advertising, computers , data processing, investment, real estate, personnel , public re1at ions , i6arketing, and small ,bus.inesses .' In addition to standard reference titles , Santa Ana will also maintain a collection of interna- tional directories and business titles in cassette format. S This plan was accepted by the SLS Council July 7 , 1989 . -3 moo. qs REQUEST FOR CITY COUNCIL ACTION Date November 6, 1990 Submitted to: Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, City Administrator Prepared by: Ronald E . Lowenberg, Chief of Police Subject: Reimbursement to Search and Rescue ExploeArPAWK D BY CITY COUNCIL Consistent with Council Policy? [ ] Yes [ ] New Policy or Exceptio Statement of Issue, Recommendation,Analysis, Funding Source,Alternative ACLIUM,MLLOU11111WItSe --- STATEMENT OF ISSUE: Members of the Huntington Beach Search and Rescue Explorer Post assisted on the beach during the oil spill last February. They performed 442 hours of service with the understanding that they would be reimbursed at a rate of $5 . 00 per hour. RECOMMENDATION• Approve payment to the Search and Rescue Explorer Post in the amount of $2210 . 00 . ANALYSIS• The Explorer Post assisted with errands and helping to keep the beach closed to the public during the oil spill in February 1990 . At the time the assistance was given, city officials agreed to pay the Explorer Post at a rate of $5 . 00 per hour for the time expended. Their time of 442 hours was submitted to British Petroleum along with other city costs . City Finance has verified that part of the reimbursement already paid to the City by British Petroleum was the $2210 . 00 for the Explorer Post time. Since the Explorers are volunteers, the money will go to the Post to help defray expenses . FUNDING SOURCE: General Fund from monies already paid to the city by British Petroleum. ALTERNATIVE ACTIONS: 1 . Deny the request for payment . 2 . Modify the amount of payment. P10 5/85 • J. CITY OF HUNT,11!�.G, TONAMACH INTER-DEPARTMENT"COMMUNICATION HUNTINGTON BEACH TO : RONALD E . LOWENBERG FROM: JACK L . REINHOLTZ Chief of Police Lt . /Traffic Bureau , `, SUBJECT : OIL SPILL DATE : March 5 , 1990 Emergency operations for police began at 1900 on February 7 , 1990 . Police assistance ended on February 27 , 1990 . Any assistance beyond this date is expected to be minimal . Police activity during the clean up operation was limited to crowd/traffic control and protection of dignitaries . Expenses were in personnel salaries and use of the police helicopter . Personnel used were sworn officers , Police reserves , Police explorers , Aero Bureau, and civilians (clerical and communication repair) . Hours expended were as follows : SWORN CIVILIAN Duty Time O/T Duty Time O/T 239'� 334 34 10 TOTAL 573 i TOTAL 44 z Reserves Explorers Aero Bureau 125 Hrs . 442 Hrs . 45 . 28 Hrs . NOTE : O/T as listed above is at straight time . Aero Bureau time was billed at $478 . 00 per hour . There were no negative incidents involving Police personnel during the incident and all officers involved performed their duties as expected . There were only two minor situations that occurred that warrant noting . The first involved establishing a priority use of the helicopter . On the first day of the spill , February 8 , 1990 , Chief Picard was in need of a good picture of the spill to be able to establish its location and direction . Ofc . Camp and B . MacLean were summoned to the CP for the purpose of mounting the camera . RONALD E . LOWENBERG Chief of Police -2- March 5 , 1990 In short , they were never able to get it on board , as local officials continued to use the helicopter for their personal observation . It should be noted that it usually was the same official taking multiple rides . See the attached memo by Ofc . Camp . The second problem was being able to control the use of Police personnel and their time . Probably the key here was that when I was assigned as the Police representative I failed to foresee this ( time audit mainly) as a factor . It was several days into the spill that I realized that the incident was going to go on for a while and that I was apparently in charge . As for solving the first problem, I suggest this be brought to the attention of the City Administrator so that he can pass on to elected officials the critical needs for emergency equipment in incidents such as this . As for the second problem, when the Police are acting as only a support unit , the EOC representative should have this included in his duties . JLR/m Attachment i FOE CITY OF HUFATJ 0TQFWJ':BEACH INTER-D TMENTOC 14MUNICAtl- f� HUNTINGTON BEACH '9Ci OCT 23 10 To Ron Lowenberg, j4i�4 From Richard D. Barnard, Police Chief Deputy City Administrator Subject Reimbursement for Searc an Date October 22, 1990 Rescue Explorer Post for Spent During the Oil Spill I would suggest that you have your staff research the record with Finance to determine if the hours expended by members of the Huntington Beach Search and Rescue Explorer Post were actually included with the city's request to British Petroleum Oil Company for reimbursement. If it can be substantiated that such hours were, in fact, reimbursed by British Petroleum, then I believe you should have your staff prepare an RCA requesting the City Council to authorize the transfer of funds from the city to the Search and Rescue Explorer Post. According to the memo prepared by Officer J. B. Hume, during the oil spill Fire Chief Ray Picard gave assurances that the Explorer Post would be reimbursed by the city for their time. Officer Hume also indicated in his memo that the number of hours spent working by members of the Huntington Beach Search and Rescue Explorer Post during the oil spill were 442. His request for reimbursement to the Explorer Post at a rate of $5.00 per hour, for a total of $2,210, is reasonable so long as the Fire Chief gave assurances and the city has received reimbursement from British Petroleum for those expenses. RB:pf xc: Tom Mays, Mayor Michael Uberuaga, City Administrator Ray Picard, Fire Chief Officer J. B. Hume W� REQU EST FOR CITY COUNCIL ACTION Date October 29, 1990 Submitted to: Honorable Mayor and City Council APPROVED BY CITY COUNCIL/' Submitted by: Michael T. Uberuaga, City Administrator `�_& //— Z 9 Prepared by: William G. Reed, Public Information Officer ciT CLIfRK Subject: APPROPRIATION OF FUNDS FOR REPAIR OF CITY COUNCIL CHAMBERS AUDIO SYSTEM Consistent with Council Policy? [A Yes [ ] New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachments: ISSUE City Council Chambers audio system suffers from occasional breakdowns due to corrosion in wiring contacts and devices and needs to be repaired. RECOMMENDATION Appropriate $6,380.00 to purchase new parts needed to restore the system to a reliable state. ANALYSIS An inspection of the Council Chambers audio system by its designer shows some corrosion of wiring not replaced during construction of the new audio system and the failure in use of a circuit board. Parts to repair the system will cost about $6,380.00 and some two weeks of work by the city video/audio engineer. While Tom Norman recommends changing to wireless microphones, the cost likely would be in excess of $20,000. Maintenance of the audio system was assigned to the Public Information Office Video Unit only recently and no funds were budgeted to maintain the system. We are not recommending spending the $20,000 now for upgrading to a wireless system, preferring to make the basic repairs needed to restore the system to operating condition. Consideration of upgrading can be made at a later date and the work done now would still-have had to be done anyway so there is no loss by waiting to study a possible upgrade. FUNDING SOURCE Unappropriated Public Communication Fund. ALTERNATIVE ACTIONS Do not repair the system. Order these repairs completed by a private contractor. Overhaul system to include wireless microphone system. ATTACHMENTS 1. Fiscal Impact Statement 2. Engineering Report 3. Copy of Material Requisition .� 4. Cost Itemization MTU:WGR:jh Plo 5/85 CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH To MICHAEL T. UBERUAGA From ROBERT J. FRANZ City Administrator Deputy City Administrator Subject REQUEST FOR APPROPRIATION Date OCTOBER 26, 1990 TO FUND REPAIRS TO COUNCIL CHAMBERS AUDIO SYSTEM FIS 90-38 As requested under the authority of Resolution 4832, a Fiscal Impact Statement has been prepared and submitted relative to the proposed repairs to the City Council Chambers Audio System. Anticipations are that an appropriation of $6,380 would be adequate for this purpose. An affirmative response by the City Council wo d reduce the unaudited, undesignated balance of the City's unappropriated Public Comm icati Fun o $238,817. BERT J. RA Z Deputy Cit Administrat RJF:AR:skd 5442j �r gineQrQd Auromahian S"ysrQms, IncorporarQd September 10 , 1990 Mr. William Reed Public Information Officer CITY OF HUNTINGTON BEACH 2000 N. Main Street Huntington Beach, CA 92648 Subject : City of Huntington Beach Council Chambers - Audio System Site Survey Mr . Reed : We reviewed the Council Chambers Audio System pursuant to your direction, with assistance from Mr. Walter Eby. The following performance problems were noted: 1 . Intermittent crackling and rushing noises in the system from certain dais microphones . 2 . Microphone Mixer cards are intermittent, one shows damage from an attempted repair. 3 . Certain dais microphone goosenecks appear weak. We recommend the following: 1 . Microphone noise seems to be related principally to old microphone wiring on punch blocks . Moving patch plugs in old patch bays can variously either generate or eliminate noise . Existing wiring and patch bays were retained during the audio system upgrade as a cost cutting measure per council action. A. Replacement of old punch block terminations with gas-tight solder terminations should help alleviate the problem. B . Occasional furnishing of patch point connections with a special burnishing patch plug will help make electrical contacts more conductive . Old patch bays may require i'replacement with new. 151 North Yorba Street, Suite 200 • Tustin, CA 92680-2947 (714) 730-1897 • FAX (714) 669-9245 Mr. William Reed E .A. S . I . City of Huntington Beach 09/10/90 Audio System - Site Survey Page 2 2 . We recommend that the City invest in a %pare mixer input card for replacement in an emergency, if such should arise. 3 . Dais microphones are gooseneck style per council action and are not recommended. The audio system is configured to easily add wireless lapel microphones of the type worn by newscasters on television. Most microphone problems related to level changes and difficulty in understanding council members will be cured by this change . Wireless lapel microphones will also permit council members to look and sound better on television especially during standing presentations away from the dais chairs . The system is configured to permit either the City Clerk or Audio Technician to mute the wireless microphones when the council is away from the dais during breaks to prevent possibility of broadcasting private backroom conversations . Council :members could also unclip the lapel microphone when away from the dias . Red mushroom whisper switches among council chair positions will still work with wireless microphones if each is assigned to a specific council member. We are available to further clarify our findings and recommendations to the City as required . Respectfully yours , ENGINEERED AUTOMATION SYSTEMS , INCORPORATED mas L . Norman Project Manager PC : W. Eby - CHB 2434--01 . LTN i REQ.NO. _ _ DEPARTMENT USE LAID N� 122715 u - LFS� .. I-AIDI - �� - u - uw - 10101 ► , " , I I I u H A a Tr Fund Dept Div Cat Group Type M M D D Y Y 25 78 80 14 24 APPROVALS: NUNTtNGTON BEACH � 31 Requested b B i 1ed ACCL MATERIAL Info System Approve Real Property REQUISITION PURCHASING For additional information call Jan i e Administration Phone 5 514 Contacted Phone DATE June 19, 1990 VENDOR # P.O. # V S E H N D P O R T O F.O.B. Destination Delivery within Confirm Plus Frt. - Prepay& Add: Terms: days QUANTITY I UNIT DESCRIPTION 1 Ea. IED Model #4452CE-7777XX Printed Circuit Board $ 1 , 533.00 1 Ea. No. 4452CE-777700 Printed Circuit Board 1 , 737 .00 Purchases of non-budgeted items will require the approval as noted in the resolution which adopted the budget. Information Systems approval required for all purchases of Data Processing hardware. TOTAL $ 3 , 270.00 REQ. NO. AMOUNT REQ. NO. AMOUNT REQ. NO. AMOUNT t 2 3 4 5 6 7 cEO - GAWO� * 140 5E�,DrES -TLRMIWAL '2�LCO,`5 e , - 1 4 C c-'D 4,Ot 8a 12. 2(D Eco - CHI wct -) V) - 14 O .; S 4 - RMO f)CCEss o RvE5 , ►etc, �-i 1p�VEU 1840— � MGCFIo Z22 , 4O y23v REQUEST FOR CITY COUNCIL ACTION _ (F Date August 6, 1990 Submitted to: Honorable Mayor and City Council Member"Donations Submitted by: Michael T. Uberuaga, City Administrato Prepared by: Robert Franz, Deputy City Administrato Authorize the Appropriation of Cit PicPROVED Y Y GC��1'�T�IL Subject: y t� Consistent with Council Policy? [A Yes [ ] New Policy or Exceptio Statement of Issue, Recommendation,Analysis, Funding Source, Alternative Actions, Attac ments: Statement of Issue: Contributions have been made to the City Picnic Committee in the amount of $3,181. Staff would like Council to authorize the additional revenue to be appropriated for the picnic. Recommendation: Appropriate $3,181 to be spent on the Annual City Picnic. Analysis: The City Employees' Picnic is an annual event and administered by the Picnic Committee. The City of Huntington Beach contributes and the` different employees associations and department heads also contribute to make the picnic an enjoyable time for all. During the budgetary process, the Council has already appropriated $3,000 of City funds. This additional amount represents contribution commitments from the employee organizations, $631 that remained from the previous year, and $400 to be received from Department Head's and other employees estimated based on last years contributions from these individuals. Because the donations are placed in City of Huntington Beach accounts only the City Council can authorize (appropriate) expenditures. Funding Source: Contributions made to the Picnic Committee from employee assoc5grtio4s. �. , Alternative Action: Do not authorize the appropriation. �3 �. Attachments: None. r un RFF:DTV:skd n S33Sj P10 5/85 ' REQUEST FOR CITY COUNCIL ACTION Date August 6, 1990 Submitted to: Honorable Mayor and City Council Members Submitted by: Michael T. Uberuaga, City Administra � Prepared by: Robert Franz, Deputy City Administratory`/ Subject: Authorize the Appropriation of City Picnic Donations APPROVED BY CITY COUNCIL Consistent with Council Policy? [X] Yes [ ] New Policy or Exceptio CJTY CLS" Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachments: Statement of Issue: Contributions have been made to the City Picnic Committee in the amount of $3,181. Staff would like Council to authorize the additional revenue to be appropriated for the picnic. Recommendation: Appropriate $3,181 to be spent on the Annual City Picnic. Analysis: The City Employees' Picnic is an annual event and administered by the Picnic Committee. The City of Huntington Beach contributes and the different employees associations and department heads also contribute to make the picnic an enjoyable time for all. During the budgetary process, the Council has already appropriated $3,000 of City funds. This additional amount represents contribution commitments from the employee organizations, $631 that remained from the previous year, and $400 to be received from Department Head's and other employees estimated based on last years contributions from these individuals. Because the collections are placed in City of Huntington accounts only the City Council can authorize (appropriate) expenditures. Funding Source: Contributions made to the Picnic Committee from employee associations. Alternative Action: Do not authorize the appropriation. `'. c � Attachments: None. C=' - ` =--� N pm< M RFF:DTV:skd " � n r 5335j o �` NO 5/85 REQUEST FOR CITY COUNCIL ACTION ~ Date June 6, 1990 Submitted to: Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, City Administrat Prepared b Raymond C. Picard, Fire ChiLZ AI'I'80VED SY CIT COUNCIL P Y Subject: APPROPRIATION AND TRANSFER OF FUNDS A---� 3� M Consistent with Council Policy? [ ] Yes [A New Policy or Exception C=D Statement of Issue, Recommendation,Analysis, Funding Source, Alternative Actions,Attachments: STATEMENT OF ISSUE: The City issued Certificates of Participation (COP) to finance a new computer system for the Police/Fire dispatch operation. To expedite installation of the Public Safety Computer Aided Dispatch/Records Management System (CAD/RMS) and to minimize risk and warranty problems, installation costs for the cities of Fountain Valley and Westminster were paid initially by the City of Huntington Beach from COP proceeds. City Council is .requested to authorize reimbursement of COP proceeds from funds received from these cities and to allocate these funds for completion of the CAD/RMS installation. RECOMMENDATION: Appropriate $117,408.63 for completion of CAD/RMS installation. Direct the Finance Director to transfer $117,408.63 to First Interstate Bank to restore the funds to the City's COP proceeds. ANALYSIS: In order to overcome problems in contracting with vendors providing the City's Public Safety CAD/RMS system and insure that the warranty on products received would be honored, the City of Huntington Beach has, initially, paid all invoices related to the system's installation. The cities of Fountain Valley and Westminster, also benefiting from the installation, are liable for shares of the costs. City Council approval is requested to appropriate funds received as reimbursement from these cities and to restore the funds to the City of Huntington Beach CAD/RMS COP proceeds account. FUNDING SOURCE: Payments received from the cities of Fountain Valley and Westminster which are now deposited in account R-AA-636. ALTERNATIVE: N one ATTACHMENTS: N one MTU/RCP/MM/sr 0390f P10 5/85 /- J"t ,, =,,-" /e CUayive Lee F� REQUEST FOR CITY COUNCIL ACTION Date May 21 , 1990 Submitted to: Honorable Mayor and City Council Submitted by: Michael T. yUberua , City Administrator��j,,Prepared by: "Jim B. Englg Director, Commun 8f CITX COUNCIL Subject: S.- � / 19LIBRARY'S SAD-A-THON PROGRAM Consistent with Council Policy? [ ] Yes j ] New Policy or Excep4�i 'as gftnf%hm�Kuy Statement of Issue, Recommendation,Analysis, Funding Source,Alternati STATEMENT OF ISSUE The Library Division of Community Services conducts a Summer Read-A-Thon Program to raise funds for the library's expansion project. Incentives are provided to the children who participate. RECOMMENDATION Approve an appropriation of $5,000 from the Library Donation Account to the Supplies Account No. E-AA-CS-394-2-21 for use in purchasing incentives for the Summer Read-A-Thon Program. ANALYSIS The Summer Read-A-Thon' s young participants obtain financial pledges from community members based on the number of books they will read. As an incentive to read and acquire sponsors, the children who collect funds and donate to the library may purchase prizes. Over 3, 000 children participated in last year' s event and raised approximately $8,000 for the library expansion project. FUNDING SOURCE Library Donation Account No. R-LE-831-CS-391 s ALTERNATIVE ACTIONS -� z Do not provide incentives. m ATTACHMENTS o rrnm None n r- JBE:RH:cs C' PIO 4/84 Q�z REQUEST FOR CITY COUNCIL ACTION -3��• �I s Date May 3, 1990 Submitted to: Honorable Mayor and Members of the City Council Submitted by: Michael T. Uberuaga, City Administrator (� Prepared by: Ronald E. Lowenberg , Chief of Police Subject: Transfer of Asset Funds to Expenditure Acco #Wp80VED By CITY COUNCIL Consistent with Council Policy? [ ] Yes ( ] New Policy or Exception cL Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachments: STATEMENT OF ISSUE: The Asset Forfeiture Expenditure Account is near depletion. As of 04-25-90, we have approximately $140,000 encumbered to this account. Approval of the following process will provide the necessary funds to meet our obligations. RECOMMENDATIONS: Transfer $172,000 from the Asset Forfeiture Account into the Expenditure Account. ANALYSIS: To date, approximately $1 ,000,000 has been awarded to the Police Department through the State and Federal Forfeiture Processes. The majority of these funds have been used to pay salaries and the balance used for equipment, training, and safety equipment. The funds currently in the Asset Forfeiture Expenditure Account are near depletion, however, the main Asset Forfeiture Account has a balance of about $900,000.00. Transferring $172 ,000 from the main account to the Expenditure Account will allow the Department to meet our current obligations , such as salaries and training for the recently expanded_ D.A.R.E. Program, the management of the Asset Forfeiture Account =*rogram, training for our narcotic officers, as well as equipment purchgse d� and maintenance for the Aero Program. o x FUNDING SOURCE: CJ1 <C,,„ Q "G3r'C Narcotic Asset Forfeiture Account " n ALTERNATIVES: cn © " 1 . Approve the transfer of funds as outlined above. 2. Do not approve the transfer of funds. 0 Plo 5/85 REQUEST FOR CITY COUNCIL ACTION -�w'cti� Date April 25, 1990 Submitted to: Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, City Administrator M Prepared by: Raymond C. Picard, Fire Chi f APPROVED BY CITY COUNC-_� Subject: REPLACEMENT OF DAMAGED VEHICLE — s"' 7 n-<C J rn �x O Consistent with Council Policy? [X] Yes [ ] New Policy or Exception —7 Statement of Issue, Recommendation,Analysis, Funding Source,Alternative Actions,Attachm ~ : STATEMENT OF ISSUE: The automobile assigned to the Fire Department's Training Officer was involved in a traffic collision and damaged beyond repair. The vehicle is needed for the employee to perform his job activities. RECOMMENDATION: That the Mayor and City Council appropriate $14,000 from the Equipment Replacement Fund for the purchase of a new vehicle. ANALYSIS: A vehicle is needed for the training function and the existing vehicle is not repairable. Another auto of the same type should be acquired. FUNDING SOURCE: Equipment Replacement Fund; (which has been reimbursed by the insurance company of the driver responsible for damage to the original vehicle). A settlement of $2,742.19 has been received and deposited in account R-AA-FR-302-8-32-00 by the City's Risk Management. ALTERNATIVE: There is no alternative to replacement of this vehicle short of redefining the Training Officer's duties and responsibilities. ATTACHMENTS: Financial Impact Statement. RCP/sr 0121f ID P10 5/85 ai �- Y REQUEST FOR FINANCIAL IMPACT STATEMENT REPLACEMENT OF DAMAGED VEHICLE 1 . Budget Status Subject vehicle was involved in a traffic collision and totally demolished . It was the fault of the other driver and some funds were recovered from the Automobile Club. Replacement of the subject vehicle was not anticipated in this fiscal year so no funds were sought or allocated for this purpose. 2 . Total Costs a . Direct: $14 , 000 will be required to replace the vehicle with an automobile of similar type. b. Recovered Funds : $2 , 742 . 19 was recovered via City insurance claims and posted to account R-AA-FR-302-8-32-00 on April 20 , 1990 . C . Net Costs : $11 , 257 . 81 . 3 . Funding Source Equipment Replacement Fund ( Unallocated ) Account ) . REQFIS/2 04/23/90 4 CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH To MICHAEL T. UBERUAGA From ROBERT J. FRANZ City Administrator Deputy City Administrator Subject REQUEST FOR APPROPRIATION Date APRIL 24, 1990 TO FUND REPLACEMENT OF DEMOLISHED CITY VEHICLE FIS 90-11 As requested under the authority of Resolution 4832, a Fiscal Impact Statement has been prepared and submitted relative to the proposed funding necessary to replace a demolished City vehicle. Anticipations are that an appropriation of $14,000 would be adequate for this purpose. An affirmative response by the City Council would reduce the balance of the unreserved, undesignated Equipment Replacement Fund to $1,912,000. R ERT J. F A Deputy City A ministrator RJF:sd J 5162j �- REQUEST FOR CITY COUNCIL ACTION Date FPhr„A1: 20, 1990 Submitted to: Mayor and City Council Submitted by: Paul E. Cook, City Administrato Prepared by: JJ Louis F. Sandoval, Director of Public Works rAPPIROVED BY CITY COUNCi_. . Subject: Vehicle Purchase / mod pp Consistent with Council Policy? [X) Yes [ ) New Policy or Exceptioii ---- OF CIT CLE Statement of Issue, Recommendation, Analysis, Funding Source, Alternative Actions, Attachments: j STATEMENT OF ISSUE: Replacement- of vehicle which was totally destroyed by unforeseen traffic collision. RECOMMENDATION: Approve unbudgeted expenditure of $16,000 for purchase of automobile. ANA;YSIS: An auto;Rohile assigned to the Public Works Department, Engineering section was totally destroyed in a traffic collision. Repair of the vehicle was not feasible. No replacement from within the city fleet is available. See attached memo for details. FUNDING SOURCE: Unexpended, excess funds from othzc departmental budgeted equipment replacement. Account #E-IQ-PW-510-6-42-00. ALTERNATIVE ACTIONS: 1. Do not fund the purchase:: and operate the section without the vehicle. 2. Approve a lesser amount and buy a used vehicle ($10,000) . ATTACHMENTS: Memo from Supervisor of Mechanical Maintenance confirming necessity for action. PIO 4/84 a CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH To LOUIS F. SANDOVAL From DEL GRAY DIRECTOR OF PUBLIC WORKS MECH. MT. SUPV. Subject POOL CARS,ENGINEERING Date JANUARY 30, 1990 Unit number 25-0466, a sedan assigned to the engineering vehicle pool, was involved in a traffic collision. The vehicle was damaged beyond economic repair, and the decision was made to dispose of the remains as surplus. The collision was apparently judged to be the fault of the city employee operator and consequently no cost recovery was possible from the other involved party. Therefore, the only recovery of this unforeseen cost to the Public Works Department is approximately $780, the salvage value of the wrecked vehicle, and the Department has lost a $12,000 automobile. As you are aware, the engineering pool is down to two vehicles plus the two on loan from the Police Department, Those two loan cars must be returned in six months with no replacements4 This situation makes it imperative that steps be taken immediately to replace unit 25-0466. My recommendation is that the Public Works Department initiate a RCA to approve the purchase of an unbudgeted replacement sedan at a cost of $16,000. The funding is available in excess amounts already allocated to specific equipment replacement items within the departmental budget. It is anticipated that the funds will be in excess because of savings due to downgrading of projected equipment needs. The account number is E-IQ-PW-510-6-42-00. Del Gray Mechanical Maintenance Supervisor DG:ap