HomeMy WebLinkAboutORANGE COUNTY TRANSPORTATION AUTHORITY (OCTA) (C-1-2630)i
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OCT 1 8 2011
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A- 2011 -215
COOPERATIVE AGREEMENT NO. C -1 -2630
BETWEEN
ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
CITY OF SANTA ANA
FOR
FEDERAL TRANSPORTATION ENHANCEMENT PROJECT
FLOWER STREET BIKE TRAIL GAP CLOSURE
THIS AGREEMENT is effective this /9�day of �osa�Q�»�,�,� 2011, by and
between the Orange County Transportation Authority, 550 South Main Street, P.O. Box 14184,
Orange, California 92863 -1584, a public corporation of the State of California (hereinafter referred to
as "AUTHORITY "), and the City of Santa Ana, 20 Civic Center Plaza — M36, Santa Ana, California
92702, a municipal corporation duly organized and existing under the constitution and laws of the
State of California (hereinafter referred to as "CITY ").
RECITALS:
WHEREAS, AUTHORITY and CITY desire to enter into a Cooperative Agreement to define
the roles and responsibilities related to funding between the AUTHORITY and CITY for construction
of Flower Street Bike Trail Gap Closure; (hereinafter referred to as "PROJECT "); and
WHEREAS, CITY is an eligible recipient of Federal funding under the Transportation
Enhancement (TE) 201 O Program and the PROJECT is eligible for TE funding; and
WHEREAS, on September 27, 2010, the AUTHORITY'S Board of Directors, approved
providing funding of up to Five Hundred Thousand Dollars ($500,000) or 66% of the total project
cost in TE funds, which shall be matched with Two Hundred Sixty Two Thousand Dollars ($262,000)
in CITY funds for a total project cost of Seven Hundred Sixty Two Thousand Dollars ($762,000); and
WHEREAS, on January 1 O, 201 1 , the AUTHORITY'S Board of Directors, approved an
updated priority list of projects for the TE Program; and
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A- 2011 -215
COOPERATIVE AGREEMENT NO. C -1 -2630
BETWEEN
ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
CITY OF SANTA ANA
FOR
FEDERAL TRANSPORTATION ENHANCEMENT PROJECT
FLOWER STREET BIKE TRAIL GAP CLOSURE
THIS AGREEMENT is effective this 15'1!� day of &VP.P bW 2011, by and
between the Orange County Transportation Authority, 550 South Main Street, P.O. Box 14184,
Orange, California 92863 -1584, a public corporation of the State of California (hereinafter referred to
as "AUTHORITY "), and the City of Santa Ana, 20 Civic Center Plaza — M36, Santa Ana, California
92702, a municipal corporation duly organized and existing under the constitution and laws of the
State of California (hereinafter referred to as "CITY ").
RECITALS:
WHEREAS, AUTHORITY and CITY desire to enter into a Cooperative Agreement to define
the roles and responsibilities related to funding between the AUTHORITY and CITY for construction
of Flower Street Bike Trail Gap Closure; (hereinafter referred to as "PROJECT "); and
WHEREAS, CITY is an eligible recipient of Federal funding under the Transportation
Enhancement (TE) 2010 Program and the PROJECT is eligible for TE funding; and
WHEREAS, on September 27, 2010, the AUTHORITY's Board of Directors, approved
providing funding of up to Five Hundred Thousand Dollars ($500,000) or 66% of the total project
cost in TE funds, which shall be matched with Two Hundred Sixty Two Thousand Dollars ($262,000)
in CITY funds for a total project cost of Seven Hundred Sixty Two Thousand Dollars ($762,000); and
WHEREAS, on January 10, 2011, the AUTHORITY's Board of Directors, approved an
updated priority list of projects for the TE Program; and
L'. Carom\ CLERICAL \CLERICALNWOROPROCV GREEWG12630
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AGREEMENT NO. C -1 -2630
WHEREAS, AUTHORITY and CITY agree that the total full funding for the PROJECT
including construction management and construction shall be Seven Hundred Sixty Two Thousand
Dollars ($762,000) in accordance with Exhibit A titled "TE Funding Plan ", which is attached herein
and incorporated by reference; and
WHEREAS, AUTHORITY and CITY agree that the Federal Safe, Accountable, Flexible,
Efficient Transportation Equity Act: A Legacy for Users (SAFETEA -LU), which provides the TE
funding, was passed by the federal government in 2005, expired in September of 2009 and was
extended through a continuing resolution. TE funding for the PROJECT is contingent upon funding
being available through SAFETEA -LU or a new transportation act and the PROJECT maintaining its
eligibility for this funding; and
WHEREAS, the California Department of Transportation (Caltrans) administers the TE
program on behalf of the Federal Highway Administration (FHWA) and the California Transportation
Commission (CTC) approves funding for projects through the State Transportation Improvement
Program (STIP). AUTHORITY is responsible for programming the funds to specific projects within
Orange County. Caltrans is responsible for acquiring federal approvals for the project on behalf of
the CITY, determining federal eligibility, compliance with federal requirements, and reimbursement
for project activities. In order to proceed or commence each phase of PROJECT for performance
under this Agreement, CITY is responsible to request and receive approvals from the appropriate
State, Federal and Local agencies; and
WHEREAS, CITY agrees to act as lead agency for engineering, right -of -way acquisition,
construction management and construction of said PROJECT; and
WHEREAS, this Cooperative Agreement defines the specific terms and conditions and
funding responsibilities between AUTHORITY and CITY (hereinafter referred to as "PARTIES ") for
completion of the PROJECT.
WHEREAS, the AUTHORITY's Board of Directors approved the Cooperative Agreement on
September 27, 201 O; and
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AGREEMENT NO. C -1 -2630
WHEREAS, the CITY's Council approved the Cooperative Agreement on this /`�'� day of
�t��222� 201 1 .
NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as
follows:
ARTICLE 1. COMPLETE AGREEMENT
A. This Agreement, including any attachments incorporated herein and made applicable
by reference, constitutes the complete and exclusive statement of the terms) and conditions(s) of
this agreement between AUTHORITY and CITY and it supersedes all prior representations,
understandings, and communications. The invalidity in whole or in part of any term or condition of
this Agreement shall not affect the validity of other terms) or conditions(s) of this Agreement. The
above referenced Recitals are true and correct and are incorporated by reference herein.
B. AUTHORITY'S failure to insist on any instances) of CITY's performance of any
terms) or conditions) of this Agreement shall not be construed as a waiver or relinquishment of
AUTHORITY's right to such performance or to future performance of such terms) or condition(s),
and CITY's obligation in respect thereto shall continue in full force and effect. Changes to any
portion of this Agreement shall not be binding upon AUTHORITY except when specifically confirmed
in writing by an authorized representative of AUTHORITY by way of a written amendment to this
Agreement and issued in accordance with the provisions of this Agreement.
C. CITY's failure to insist on any instances) of AUTHORITY'S performance of any
terms) or conditions) of this Agreement shall not be construed as a waiver or relinquishment of
CITY'S right to such performance or to future performance of such terms) or condition(s), and
AUTHORITY'S obligation in respect thereto shall continue in full force and effect. Changes to any
portion of this Agreement shall not be binding upon CITY except when specifically confirmed in
writing by an authorized representative of CITY by way of a written amendment to this Agreement
and issued in accordance with the provisions of this Agreement.
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AGREEMENT NO. C -1 -2630
1 ARTICLE 2. SCOPE OF AGREEMENT
2. This Agreement specifies the roles and responsibilities of the PARTIES as they pertain to the
3 subjects and projects addressed herein. Both AUTHORITY and CITY agree that each will cooperate
4 and coordinate with the other in all activities covered by this Agreement and any other supplemental
5 agreements that may be required to facilitate purposes thereof.
6 ARTICLE 3. RESPONSIBILITIES OF AUTHORITY
7 AUTHORITY agrees to the following responsibilities for PROJECT:
a A. AUTHORITY shall formally request on behalf of the CITY that the Southern California
s Association of Governments (SCAG) amend the Federal Transportation Improvement Program
10 (FTIP) to program up to Five Hundred Thousand Dollars ($500,000) in accordance with the funding
plan outlined in Exhibit A, whereby AUTHORITY's performance under this Agreement is contingent
12 upon SCAG, Caltrans, and FHWA approval.
13 B. AUTHORITY shall provide assistance to CITY in securing the TE funds.
14 C. AUTHORITY shall not be obligated to program any amount beyond what has been
15 identified in this Article.
16 D. AUTHORITY shall process any required FTIP amendments.
17 E. AUTHORITY shall review and approve the CITY's request for allocation prior to
is submittal to Caltrans District 12.
19 F. AUTHORITY shall cancel projects for which the CITY has not submitted a request for
20 authorization to proceed (E -76 forms) and allocation request by February 1 of the fiscal year
21 identified in Exhibit A, or has not advanced the project to ready -to -list stage as determined by
22 Caltrans guidelines.
23 ARTICLE 4. RESPONSIBILITIES OF CITY
24 CITY agrees to the following responsibilities for PROJECT:
25 A. CITY will act as the lead agency for the engineering, right -of -way, construction and
26 construction management of the PROJECT.
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L.C.—mn LERICALA LERICAL %WORDPROCWGREEWG12630
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AGREEMENT NO_ C -1 -2630
B. CITY will submit semi - annual project status reports for the PROJECT to the
AUTHORITY due on January 15 for the prior six month period, beginning on July 1, and ending on
December 31 and due on July 15 for the prior 6 month period, beginning on January 1 and ending
on June 30 with Exhibit B titled "TE Semi - Annual Report ".
C. CITY will submit a final report to AUTHORITY upon completion of the project in
accordance with Exhibit C titled "TE Final Project Report Form ".
D. CITY is responsible for preparing and submitting to AUTHORITY all CTC
documentation needed for allocation vote 90 days prior to CTC meeting and no later than February
1 of the fiscal year identified in Exhibit A.
E. CITY is responsible for preparing and submitting all necessary Caltrans required
documentation including E -76 forms. CITY cannot proceed with advertisement of project or any
work prior to authorization to proceed (E -76 form approval) by the FHWA. CITY agrees to submit
the completed E -76 forms to Caltrans District 12 by February 1 of the fiscal year identified in
Exhibit A and wilt provide evidence of submittal to AUTHORITY by February 28 of the same fiscal
year. All prior approvals, including but not limited to Caltrans environmental approval and right -of-
way certification (if applicable), must be attained prior to February 1 to meet this requirement.
F. CITY acknowledges that if the allocation request and E -76 forms are not submitted to
AUTHORITY and Caltrans by February 1, and the CITY has not attained the required approval of
environmental and right -of -way certification (if applicable) by this date or has not advanced the
project to ready -to -list stage as determined through Caltrans guidelines the TE funding will be
cancelled by AUTHORITY.
G. CITY shall provide a minimum of 34% of the total project cost in CITY funds as the
required local match which shall be finalized at construction contract award and in accordance with
Exhibit A. Based on the existing budget, the estimated local match contribution is
Two Hundred Sixty Two Thousand Dollars ($262,000). Actual TE funding to be provided to project
will be determined based on construction contract award amount; and
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AGREEMENT NO. C -1 -2630
H. CITY agrees to revise E76 finance letter with submittal of contract award information
to Caltrans within 30 days of contract award to accommodate the required overall project local
match requirement and to de- obligate any TE funds that are not estimated to be needed for the
project based on the estimated project funding need at contract award.
1. CITY agrees that any cost overruns shall be the responsibility of the CITY.
J. CITY is responsible for completing the PROJECT in accordance with Exhibit A, timely
use of funds requirements, and to abide by all TE programming guidelines, State Transportation
Improvement Program Guidelines, and any and all other federal and state requirements related to
the TE.
K. CITY agrees that cost savings shall be distributed proportionally between TE and
local funding.
ARTICLE 5. DELEGATED AUTHORITY
The actions required to be taken by CITY in the implementation of this Agreement are
delegated to its City Manager, or designee, and the actions required to be taken by AUTHORITY in
the implementation of this Agreement are delegated to AUTHORITY'S Chief Executive Officer, or
designee.
ARTICLE 6. AUDIT AND INSPECTION
AUTHORITY and CITY shall maintain a complete set of records in accordance with generally
accepted accounting principles. Upon reasonable notice, CITY shall permit the authorized
representatives of the AUTHORITY to inspect and audit all work, materials, payroll, books, accounts,
and other data and records of CITY for a period of four (4) years after final payment, or until any on-
going audit is completed. For purposes of audit, the date of completion of this Agreement shall be
the date of Caltrans' payment of CITY'S final billing under this Agreement. AUTHORITY shall have
the right to reproduce any such books, records, and accounts. The above provision with respect to
audits shall extend to and /or be included in construction contracts with CITY'S contractor.
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AGREEMENT NO. C -1 -2630
ARTICLE 7. INDEMNIFICATION
A. CITY shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
employees and agents from and against any and all claims (including attorney's fees and
reasonable expenses for litigation or settlement) for any loss or damages, bodily injuries, including
death, worker's compensation subrogation claims, damage to or loss of use of property alleged to be
caused by the negligent acts, omissions or willful misconduct by CITY, its officers, directors,
employees or agents in connection with or arising out of the performance of this Agreement.
B. AUTHORITY shall indemnify, defend and hold harmless CITY, its officers, directors,
employees and agents from and against any and all claims (including attorney's fees and
reasonable expenses for litigation or settlement) for any loss or damages, bodily injuries, including
death, worker's compensation subrogation claims, damage to or loss of use of property alleged to be
caused by the negligent acts, omissions or willful misconduct by AUTHORITY, its officers, directors,
employees or agents in connection with or arising out of the performance of this Agreement.
C. The indemnification and defense obligations of this Agreement shall survive its
expiration or termination_
ARTICLE 8. ADDITIONAL PROVISIONS
The AUTHORITY and CITY agree to the following mutual responsibilities:
A. Term of Agreement: This Agreement shall continue in full force and effect through
project completion and final acceptance by AUTHORITY, or 42 months from the date of CTC allocation,
whichever is earlier. This Agreement may be extended at the mutual consent of both parties.
B. Termination: This agreement is null and void if project is not funded. AUTHORITY
shall cancel projects for which the CITY has not submitted an E -76 and allocation request by
February 1 of the fiscal year for which funds are programmed or has not advanced the project to
ready -to -list stage as determined through Caltrans Guidelines. This Agreement may be terminated
by either party after giving thirty (30) days written notice. This Agreement shall not be terminated
without mutual agreement of both parties.
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AGREEMENT NO. C -1 -2630
C. This Agreement may be amended in writing at any time by the mutual consent of both
parties. No amendment shall have any force or effect unless executed in writing by both parties.
D. AUTHORITY and CITY shall comply with all applicable federal, state, and local laws,
statues, ordinances and regulations of any governmental authority having jurisdiction over the
PROJECT.
E. Legal Authority: AUTHORITY and CITY hereto consent that they are authorized to
execute this Agreement on behalf of said parties and that, by so executing this agreement, the
parties hereto are formally bound to the provisions of this Agreement.
F. Severability: If any term, provision, covenant or condition of this Agreement is held to
be invalid, void or otherwise unenforceable, to any extent, by any court of competent jurisdiction, the
remainder of this Agreement shall not be affected thereby, and each term, provision, covenant or
condition of this Agreement shall be valid and enforceable to the fullest extent permitted by law.
G. Counterparts of Agreement: This Agreement may be executed and delivered in any
number of counterparts, each of which, when executed and delivered shall be deemed an original
and all of which together shall constitute the same agreement. Facsimile signatures will be
permitted.
H. Force Maieure: Either Party shall be excused from performing its obligations under this
Agreement during the time and to the extent that it is prevented from performing by an unforeseeable
cause beyond its control, including but not limited to; any incidence of fire, flood; acts of God;
commandeering of material, products, plants or facilities by the federal, state or local government;
national fuel shortage; or a material act or omission by the other party; when satisfactory evidence of
such cause is presented to the other Party, and provided further that such nonperformance is
unforeseeable, beyond the control and is not due to the fault or negligence of the Party not performing.
I. Assgnment: Neither this Agreement, nor any of the PARTIES rights, obligations, duties,
or authority hereunder may be assigned in whole or in part by either Party without the prior written
consent of the other Party in its sole and absolute discretion. Any such attempt of assignment shall be
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AGREEMENT NO. C -1 -2630
deemed void and of no force and effect. Consent to one assignment shall not be deemed consent to
any subsequent assignment, nor the waiver of any right to consent to such subsequent assignment.
J. Obligations To COmDIY with Law: Nothing herein shall be deemed nor construed to
authorize or require any Party to issue bonds, notes or other evidences of indebtedness under the
terms, in amounts, or for purposes other than as authorized by local, state or federal law.
K. Governing Law: The laws of the State of California and applicable local and federal
laws, regulations and guidelines shall govern this Agreement.
L. Litigation fees: Should litigation arise out of this Agreement for the performance thereof,
the court shall award costs and expenses, including attorney's fees, to the prevailing party.
M. Notices: Any notices, requests, or demands made between the parties pursuant to this
Agreement are to be directed as follows:
To AGENCY:
To AUTHORITY:
City of Santa Ana
Orange County Transportation Authority
20 Civic Center Plaza — M36
550 South Main Street
Santa Ana, CA 92702
P. O. Box 14184
Orange, CA 92863 -1584
Attention: Joe Parco
Attention: Ms_ Reem Hashem
Senior Civil Engineer
Principal Contract Administrator
Tel: 714- 647 -5630
714 -560 -5446
Email: jparco @santa- ana.org
Email: rhashem @octa. net
Cc: Ben Ku, Senior Transportation
Funding Analyst
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AGREEMENT NO. C -1 -2630
This Agreement shall be effective upon execution by both parties.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement No. C -1 -2630 to be
executed on the date first above written.
CITY OF SANTA ANA ORANGE COUNTY TRANSPORTATION AUTHORITY
By:
Pawl M. Walters Will Kemp ton
Interim City Manager Chief Executive Officer
ATTEST:
By: odd
Maria D. Huizar
City Clerk
APPROVED AS TO FORM:
By: 6 iCitiu56 ��
Joseph Straka
Interim City Attorney
Dated: c4r.1 I;d
L.Camm1CLERIC \CLERIC \WOROP WGREEAG12W
AS TO FORM:
By: '- G VL a
Kennard R. Smart, Jr.
General Counsel
APPROVAL
Kia Mort.Mavi
Executive Director,
Dated: l�• y' %
Page 10 of 10
OCTA EXHIBIT A: TE Funding Plan
Project Title: Flower Street Bike Trail Gaa Closure
Agency: Santa Ana Date: 7/15/2011
Schedule Completion Date
Drag Environmental Document
Com lete
Final Environmental Document
Com lete
Be in Desi n En ineerin
Com lete
Plans, S ecifications, and Cost Estimates Com lete
Com lete
Start Ri ht -of -Wa Ac uisition
NA
ROW Certification
Oct. 2011
Submit Re uest for Authorization
Oct. 201 1
Read to Advertise
Jan. 2012
Award Construction
A r. 2012
Pro�ect Com letion o en for use
Oc[. 2012
Funding: TE Grant $ 500.000 Local Match
AGREEMENT NO. C -1 -2630
EXHIBIT A
$ 262,000 34%
•reliminar ENG $OOOs
Fund Source FY Ori final Planned Allocation
COW $OOOs
Fund Source FY Ori anal Planned Allocation
�-riu iennn��
Fund Source
FY
Ori final Planned Allocation
STIP -TE
20] 1 -12
$500,000
General Fund
2011 -12
$262,000
Name /Title:
Signature:
Phone:
Emai 1:
Joe P� enior Cry ngineer Date: / � I ��
j part o @santa -ana. org
AGREEMENT NO. C -1 -2630
EXHIBIT B
OCTA EXHIBIT B: TE SEMI ANNUAL REPORT
Project Title:
Agency:
Schedule
Date:
Original Current
Completion Completion
Date Date
Draft Environmental Document
Fiscal
Year
Original
Planned
Allocation
Final Environmental Document
Actual
Expended
Remaining
Allocation
Be in Desi n En ineerin
Plans, S ecifications, and Cost Estimates com lete
Ri ht -of -Wa Certification
Submit Re uest for Authorization for Const E -76
Read to Advertise
Award Construction
Pro'ect Com letion (o en for use)
Funding Table:
Construction ($000's)
Fund Source
Fiscal
Year
Original
Planned
Allocation
Revised
Allocation
Actual
Expended
Remaining
Allocation
Major Activities:
Status:
Issues:
Name/Title:
Signature:
Phone:
Email:
AGREEMENT NO_ C -1 -2630
EXHIBIT B
AGREEMENT NO_ C -1 -2630
EXHIBIT C
EXHIBIT C: TE FINAL PROJECT REPORT FORM
OCTA Date
Instructions
The responsible agency should fill out the following: 1) Final Project Form, 2) Final Cost, 3) Certificate of
Completion. Page 4, the OCTA Staff Verification will be filled out by OCTA staff. In addition, the agency must
attach before (if available) and after photographs of the project site and the address or location of the site under
the Location and Scope of work section.
Agency
Project
Verification of Match
(Actual Expenditures)
Phase ,
�� f,, ��
`:SbLR E K� �,,� �O RCE'��
�,
� �����`
S URCE :�
"TE,Cti^srit'�
er
Fi�inciln ` '
� ToYal�
En ineerin
$ - $ -
$ -
$ -
$ -
$ -
Ri ht -of -W a
$ - $ -
$ -
$ -
$ -
$ -
Construction
$ - $ -
$ -
$ -
$ -
$ -
Total
$ - $ -
$ -
$ -
$ -
$ -
Project Schedule
Phase
Pro osed
Actual
Draft Environmental Document
Final Environmental Document
Be in Desi n En ineerin
Plans, S ecifications, and Cost Estimates com late
Ri ht -of -Wa Certification
Read to Advertise
Award Construction
Project Com letion o en for use
Page 1
TE: Final Cost
OCTA
Page 2
m
OCT/�
TE: FINAL COST
I hereby certify that the statements provided here are true and correct.
Project Title
Yes
No
N/A
1 The project is designed to city /county and other participating jurisdictions' standards.
Q
Q
�
2 The project contract was awarded on: ENTER DATE
Q
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3 The total cost of the contract is equal to or less than the total TE
o
0
0
funds awarded and matching funds provided.
4 The city /county provided matching funds to the project.
�
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5 Right -of -way was acquired in conformance with city /county procedures.
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0
Q
6 All required environmental documentation is complete and certified.
Q
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7 An updated project schedule is included with the final invoice.
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8 The final invoice is attached with all the necessary documentation.
�
(]
�
Name
Title Public Works Director
Signature Date
Page 3
TE: OCTA Staff Verification
OCTA
OCTA STAFF USE ONLY
Orange County Transportation Authority staff has inspected the project site and
certifies that the project is complete.
Project Title
Name
Title
Signature Date
Page 4
196 EXCUSED ABSENCES —None
19C CONSOLIDATED ANNUAL PERFORMANCE &EVALUATION REPORT -
Community Development Agency
MOT /ON: Authorize submittal of the Consolidated Annual
Performance and Evaluation Report to the U. S. Department of
Housing and Urban Development_
BUDGETARY MATTERS
APPROPRIATION ADJUSTMENTS
20A ��,����'�1±
Councilmember Sarmiento noted that project is golden loop and will
connect to the City of Costa Mesa. Executive Director of Parks and
Recreation Mouet commented on grant to build Class 1 bike trail with
dedicated land for pedestrians and bike riders.
C�iL�3��
1. Authorize the City Manager and Clerk of the Council to execute
the attached agreement subject to non - substantive changes
approved by the City Manager and City Attorney.
AGMT NO. 2011 -215 - With the Orange County Transportation
Authority in an amount of $500,000.
2. Approve an appropriation adjustment. (Requires five affirmative
votes)
APPROPRIATION ADJUSTMENT NO. 2012 -059 - Accepting funds in
the amount of $500,000 into the Select Street Construction Revenue
Fund for Federal Grants and appropriating $500,000 to the Select
Street Construction Expense Fund for Improvements Other Than
Buildings.
MOTION: Sarmiento SECOND: Martinez
VOTE: AYES: Alvarez, Benavides, Bustamante, Martinez,
Pulido, Sarmiento, Tinajero (7)
CITY COUNCIL MINUTES 9 SEPTEMBER 19, 20'1'1