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09-28-2010 CC Rpt A09 COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY ik Meeting Date: September 28. 2010 RECEIVED Public Hearing: ❑ 2010 SEP 20 PM 12: 49 Discussion Item: Consent Item: OFFICE OF CITY CLERK CHINO HILLS September 21, 2010 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: RATIFICATION OF AN AGREEMENT BETWEEN THE CITY OF CHINO HILLS AND THE STATE OF CALIFORNIA, ACTING BY AND THROUGH ITS DEPARTMENT OF TRANSPORTATION (CALTRANS) REGARDING THE LOS SERRANOS NEIGHBORHOOD IMPROVEMENTS - PHASE II RECOMMENDATION: Adopt a Resolution entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHINO HILLS RATIFYING THE AGREEMENT BETWEEN THE CITY OF CHINO HILLS AND THE STATE OF CALIFORNIA, ACTING BY AND THROUGH ITS DEPARTMENT OF TRANSPORTATION (CALTRANS) REGARDING THE LOS SERRANOS NEIGHBORHOOD IMPROVEMENTS — PHASE II BACKGROUND/ANALYSIS: In 2008, CALTRANS sent out a call for projects for its Safe Routes to Schools (SRTS) Program. The SRTS program is intended to fund projects that encourage children to walk and bicycle to school. On July 17, 2008, staff submitted a Safe Routes to Schools grant application and draft work plan to apply for funding for a portion of the Los Serranos Infrastructure Improvements. These improvements include the construction of curb, gutter, sidewalk, ramps, and retaining walls on various streets in the Los Serranos neighborhood. On October 9, 2008, staff received notification of the approval of the grant application. The project was approved for funding under the Federal Fiscal Year 2009-10 SRTS program for a maximum reimbursement ratio of 100% up to $856,130. The project is referred to in the City's Capital Improvement Program (CIP) budget as the Los Serranos Infrastructure Improvements — SRTS — Cycle 2. To date, staff has submitted a field review form to officially establish a Federal project number and to encumber funds and applied for the authorization to proceed for the preliminary design and engineering phase of the project. On June 10, 2010, staff received notification that the authorization to proceed was approved. /99 AGENDA DATE: September 28, 2010 Page 2 SUBJECT: RATIFICATION OF AN AGREEMENT BETWEEN THE CITY OF CHINO HILLS AND THE STATE OF CALIFORNIA, ACTING BY AND THROUGH ITS DEPARTMENT OF TRANSPORTATION (CALTRANS) REGARDING THE LOS SERRANOS NEIGHBORHOOD IMPROVEMENTS — PHASE II The City received Program Supplement Agreement No. N005 on September 1, 2010. The accompanying letter of instruction requires the contract be signed and returned within sixty (60) days or the funds will be disencumbered and/or de-obligated. Staff is asking the City Council to affirm the City Manager's authority to execute the CALTRANS agreement and any amendments thereto via Resolution. The Resolution would also confirm the City Manager's authority to certify requests for reimbursement related to this grant agreement. REVIEW BY OTHERS: This agenda item has been reviewed by the City Attorney and the Finance Director. FISCAL IMPACT: There is no fiscal impact associated with this action. The grant funding is included in the FY 2010-11 Capital Improvement Program budget. Respectfully submitted, Recommended by: Jlj / Z r' is ael S. leage', City Manager Steven C. Nix, City{Engineer SN/YM/ps Attachments: Program Supplement Agreement No. N005 RESOLUTION NO. 10R- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHINO HILLS RATIFYING THE AGREEMENT BETWEEN THE CITY OF CHINO HILLS AND THE STATE OF CALIFORNIA, ACTING BY AND THROUGH ITS DEPARTMENT OF TRANSPORTATION (CALTRANS) REGARDING THE LOS SERRANOS NEIGHBORHOOD IMPROVEMENTS — PHASE II WHEREAS, the Federal Fiscal Year 2009-10 Safe Routes to School (SRTS) Program included funding for the City of Chino Hills for a maximum reimbursement ratio of 100% up to $856,130; and WHEREAS, the California Department of Transportation approved said grant application and work plan in a letter dated October 9, 2008; and WHEREAS, the SRTS funding was included in the City of Chino Hills budget for fiscal year 2010-11; and WHEREAS, a grant contract was issued by the CALTRANS, Division of Local Assistance on August 26, 2010; and NOW, THEREFORE, BE IT RESOLVED THAT, the City Council of the City of Chino Hills, does hereby resolve, determine, find, and order as follows: SECTION 1. That the City Council hereby affirms the City Manager's authority to enter into said agreement on behalf of the City of Chino Hills. SECTION 2. That the City Manager of the City of Chino Hills, or his designee, is authorized to certify that the City has and will comply with all applicable State and Federal statutory and regulatory requirements related to any Federal and State grants received. SECTION 3. That the City Manager of the City of Chino Hills or his designee is hereby authorized to negotiate and execute a grant agreement and any City of Chino Hills amendments or change orders thereto and certify grant disbursements on behalf of the City of Chino Hills. SECTION 4. The City Clerk shall certify as to the adoption of this Resolution. 1 of 3 PASSED, APPROVED, AND ADOPTED this day of September, 2010. W. C. 'BILL" KRUGER, MAYOR ATTEST: MARY M. McDUFFEE, CITY CLERK APPROVED AS TO FORM: MARK D. HENSLEY, CITY ATTORNEY 2 of 3