AGENDA CITY OF HAWAIIAN GARDENS CITY COUNCIL SPECIAL MEETING THURSDAY, APRIL 27, 2017 AT 6:00 P.M.

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1 AGENDA CITY OF HAWAIIAN GARDENS CITY COUNCIL SPECIAL MEETING THURSDAY, APRIL 27, 2017 AT 6:00 P.M. NOTICE IS HEREBY GIVEN that I, SUZANNE UNDERWOOD. City Clerk of the City of Hawaiian Gardens hereby give notice and certify that Mayor Hank Trimble has called a Special Meeting of the City Council of the City of Hawaiian Gardens to be held on Thursday, April 27, 2017 commencing at 6:00 p.m.. at the City of Hawaiian Gardens, Public Safety Center, Carson Street, Hawaiian Gardens, CA ADA Information: The City of Hawaiian Gardens complies with the provisions of the Americans with Disabilities Act (ADA). Anyone needing special assistance please contact the City Clerk's Department at (562) , at least one (1) business day prior to the meeting so that we may accommodate you. Bilingual Information: Anyone needing a bilingual Spanish translator for ORAL COMMUNICATION ONLY, please contact the City Clerk's Department at (562) , at least one (1) business day prior to the meeting so that we may accommodate you. PLEASE TURN OFF CELL PHONES DURING THE MEETING. CALL TO ORDER FLAG SALUTE ROLL CALL MAYOR MAYOR PRO TEM COUNCILMEMBER COUNCILMEMBER COUNCILMEMBER HANK TRIMBLE BARRY BRUCE REYNALDO RODRIGUEZ MYRA MARAVILLA MARIANA RIOS ORAL COMMUNICATIONS - ITEMS ON THE AGENDA This is the time reserved for members of the public wishing to speak on items on the agenda, except for public hearing items. This period will be limited to three (3) minutes per speaker, maximum time allocated is fifteen (15) minutes. Upon conclusion of Oral Communications, the City Council, or City Staff, at the direction of the Mayor, may respond to any questions or statements that were presented by members of the public. The City Council is prohibited by law from discussing or taking any action on items presented during Oral Communications that are not on the agenda. CITY COUNCIL AGENDA SPECIAL MEETING APRIL PAGE 1 OF 2

2 A. DISCUSSION ITEMS 1. DISCUSSION REGARDING THE CERRITOS CHAMBER OF COMMERCE CONTRACT. COUNCIL ACTION: City Council direction. 2. DISCUSSION REGARDING THE TRASH HAULERS CONTRACT. COUNCIL ACTION: City Council direction. 3. ADOPT RESOLUTION NO , TO UPDATE THE CITY DONATION POLICY FOR MONETARY DONATIONS TO NON-PROF IT ORGANIZATIONS. RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HAWAIIAN GARDENS, COUNTY OF LOS ANGELES, STATE OF CALIFORNIA, UPDATING THE CITY DONATION POLICY FOR MONETARY DONATIONS TO NON-PROFIT ORGANIZATIONS. COUNCIL ACTION: Waive further reading and adopt Resolution No B. CLOSED SESSION I 1. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION GOVERNMENT CODE SECTION (0)(4) CONSIDERATION OF INITIATION OF LITIGATION: ONE MATTER C. ADJOURNMENT Adjourn to the next Regular meeting to be held on Tuesday, May 9,2017 at 6:00 p.m. THIS NOTICE IS HEREBY SIGNED AND DATED ON APRIL 25, CITY COUNCIL AGENDA SPECIAL MEETING APRIL 27, 2017 PAGE 2 OF 2

3 CITY OF HAWAIIAN GARDENS CITY COUNCIL STAFF REPORT Agenda Item No. : B-3 Meeting Date: 4/27/2fJ17 City Manager: t!( tr' TO: FROM: BY: Honorable Mayor and City Councilmembers Ernie Hernandez, City Manager Linda Hollinsworth, Finance DirectorlTreasurer DATE: April 27, 2017 SUBJECT: APPROVE RESOLUTION , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HAWAIIAN GARDENS, COUNTY OF LOS ANGELES, STATE OF CALIFORNIA, UPDATING THE CITY POLICY FOR MONETARY DONATIONS TO NON-PROFIT ORGANIZATIONS SUMMARY: At the Regular City Council meeting of April 26, 2017, the City Council requested a review of the City's Montetary Donations to Non-Profit Organizations Policy for possible modification. RECOMMENDATION: Staff requests that the City Council provide direction on the current policy and consider Resolution if amendments to the current policy are approved. FISCAL IMPACT: There is no fiscal impact. The amount available for donations was set FY at $25,000. Currently Council has approved the distribution of $20,000 of these funds. ATTACHMENTS: Exhibit A: Current Policy for Monetary Donations to Non-Profit Organizations Exhibit B: Resolution

4 City of Hawaiian Gardens Policy for Monetary Donations to Non-Profit Organizations I. PURPOSE The City of Hawaiian Gardens recognizes the importance of community organizations which provide benefits and services for City residents. The City hereby establishes a comprehensive policy for the application process and criteria for the various forms of monetary donations provided by the City. II. OBJECTIVES A. Ensure that the City of Hawaiian Gardens considers all requests for donations fairly and responsibly. B. Ensure uniform standards and procedures are applied to donations provided by the City. III. ELIGIBILITY A. The following groups and/or organizations shall be considered for City donations: 1. All registered 501 (c)(3) non-profit organizations in good standing with the State of California located within or outside the City of Hawaiian Gardens that have their principle clientele within the City and service the community. 2. Such organizations which demonstrate a financial need. 3. Such organizations or activities which demonstrate that 50% of the participants of the organization are residents of the City. The Council will have discretion to consider applications by organizations with less than 50% of resident participants if the benefit to residents would not be available if the organization was not able to operate. 4. Activities that benefit the youth of Hawaiian Gardens will be given priority during the review process. B. The following groups and/or organizations or activities shall not be considered as eligible to receive City funds under this policy: 1. For-profit organizations and service clubs. 2. Individual persons. 3. Business, religious, political, or illegal activities. 4. Activities or organizations that are determined by a California agency or court of law to have engaged in legally prohibited

5 forms of discrimination as specified in applicable state or federal laws. IV. PROCEDURES A. Annually the City Council will approve a budget amount to be made available for donation distribution. At the same time, the City Council will establish the maximum donation anyone eligible organization may receive during that fiscal year. B. Twice annually, once from January 1 through January 31, and once from July 1 through July 31, the City Council will accept applications for donations from eligible organizations. C. Applications are to be submitted using the City Donation Request Form. All sections must be completed with required support documentation. Applications will be received and date stamped by the City Manager or his/her designee then reviewed by the Finance Director to assure completeness. Incomplete applications will be returned to applicant to allow the applicant an opportunity to complete the package and resubmit up to the close date of the application period. Applications will not be accepted after the due date of a specific donation period but may be resubmitted during the next period. D. After the close of the submission period, all requests will be reviewed by the Finance Director and the City Manager, or their designees, for eligibility. A report of eligible applicants, amount requested, summary of project to be funded and available budget will be developed for presentation to the City Council within sixty (60) days from the close of each submission period. E. Approved recipients will be notified by the City Clerk and invited to a future Council meeting for awarding of the donation(s). When accepting the donation, organizations will provide a brief statement on how these funds will be used. F. The City Clerk's office will prepare requisitions for checks to be processed by the Finance Department for presentation at the appropriate Council meeting. G. If all funds are not distributed for a donation period, these funds may be added to the next period within the fiscal year, thereby increasing the amount available for distribution for that cycle. Funds will not carry over into the next fiscal year

6 V. ADDITIONAL REQUIREMENTS Organizations that do not comply with these additional requirements may be ineligible for future donations or may be required to refund the money that they received. A. Funds must be used by the organization for the activity stated in the application. B. Applicants must provide subsequent financial information to the City within 30 days of the date of the activity as indicated on the City form provided with the award of donation. C. Funds may not be transferred to another organization or activity. D. Organizations seeking multiple donations within consecutive fiscal years must provide a presentation to the City Council after the completion of the funded activity to share how the donation was utilized

7 CITY OF HAWAIIAN GARDENS RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HAWAIIAN GARDENS, COUNTY OF LOS ANGELES, STATE OF CALIFORNIA, UPDATING THE CITY POLICY FOR MONETARY DONATIONS TO NON-PROFIT ORGANIZATIONS WHEREAS, the City Council of Hawaiian Gardens wishes to amend the policy that governs monetary donations to non-profit organizations; WHEREAS, the Resolution and attached Donation Policy will provide the policy under which the City Council may provide donations to non-profit organizations; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HAWAIIAN GARDENS THAT: SECTION 1. The City Council of the City of Hawaiian Gardens hereby adopts by Resolution the amended City of Hawaiian Gardens Policy for Monetary Donations to Non-Profit Organizations; SECTION 2. The City Manager is hereby authorized and directed to implement the newly amended policy relating these Donations. SECTION 3. The City of Hawaiian Gardens Policy for Monetary Donations to Non Profit Organizations will be attached as Exhibit "A" and incorporated herein by reference. SECTION 4. The Mayor or presiding officer of the City Council is hereby authorized to affix his/her signature to this resolution signifying its adoption by the City Council. SECTION 5. The City Clerk or his/her duly appointed deputy is directed to attest thereto and shall certify the adoption of the Resolution and his/her certification to be entered into the Book of Resolutions of the City of Hawaiian Gardens. PASSED, APPROVED, AND ADOPTED this 27th day of April 2017, by the City Council of the City of Hawaiian Garden ATTEST: HANK TRIMBLE, MAYOR SUZANNE UNDERWOOD CITY CLERK 1