HomeMy WebLinkAboutA6981 - DESTINY SOFTWARE INC CONSULTING SERVICES AGREEMENT
Destiny Software Inc.
THIS AGREEMENT FOR CONSULTING SERVICES ("Agreement") is made and
entered into on May 22, 2017, by and between the City of Palm Springs, a California charter city
and municipal corporation ("City"), and Destiny Software Inc., a Washington corporation,
("Consultant"). City and Consultant are individually referred to as "Party" and are collectively
referred to as the"Parties".
RECITALS
A. City requires the services of a web-based agenda management system.
B. The Audio/visual upgrade project includes VoteLynx and Swagit, the voting
system and webcast streaming, respectively.
C. Agenda Quick by Destiny Software Inc. for agenda management will ensure
cohesiveness of design, functionality, and compliance with design intent of the integration
between Intent Digital VoteLynk (voting system) and Swagit (webcast streaming and archiving
system).
D. Consultant has submitted to City a proposal to provide a web-based agenda
management system, Agenda Quick, that will ensure cohesiveness of design, functionality, and
compliance with design intent of the integration between Intent Digital VoteLynk (voting
system) and Swagit (webcast streaming and archiving system), to City under the terms of this
Agreement.
E. City desires to retain the services of Destiny Software Inc. '
In consideration of these promises and mutual agreements, City agrees as follows:
AGREEMENT
1. CONSULTANT SERVICES
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Consultant shall provide Agenda Quick, a web-based agenda management system to
City as described in the Scope of Services/Work attached to this Agreement as Exhibit "A" and
incorporated by reference (the "services" or "work"). Exhibit "A" includes the agreed upon
schedule of performance and the schedule of fees. Consultant warrants that all services and work
shall be performed in a competent, professional, and satisfactory manner consistent with
prevailing industry standards. In the event of any inconsistency between the terms contained in
the Scope of Services/Work and the terms set forth in this Agreement, the terms set forth in this
Agreement shall govern.
1.2 Compliance with Law. Consultant services rendered under this Agreement shall
comply with all applicable federal, state, and local laws, statutes and ordinances and all lawful
orders, rules,and regulations.
ORIGINALR 27M
ANDIORAGREEMENT
1.3 Licenses and Permits. Consultant shall obtain at its sole cost and expense such
licenses, permits, and approvals as may be required by law for the performance of the services
required by this Agreement.
1.4 Familiarity with Work. By executing this Agreement, Consultant warrants that
it has carefully considered how the work should be performed and fully understands the
facilities, difficulties, and restrictions attending performance of the work under this Agreement.
2. TIME FOR COMPLETION
The time for completion of the services to be performed by Consultant is an essential
condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this
Agreement according to the agreed upon schedule of performance set forth in Exhibit "A"
Consultant shall not be accountable for delays in the progress of its work caused by any
condition beyond its control and without the fault or negligence of Consultant. Delays shall not
entitle Consultant to any additional compensation regardless of the party responsible for the
delay.
3. COMPENSATION OF CONSULTANT
3.1 Compensation of Consultant. Consultant shall be compensated and reimbursed
for the services rendered under this Agreement in accordance with the schedule of fees set forth
in Exhibit"A". The total'amount of Compensation shall not exceed $42,810.00.
3.2 Method of Payment. In any month in which Consultant wishes to receive
payment, Consultant shall submit to City an invoice for services rendered prior to the date of the
invoice, no later than the first working day of such month, in the form approved by City's
finance director. Payments shall be based on the hourly rates set forth in Exhibit "A" for
authorized services performed. City shall pay Consultant for all expenses stated in the invoice
that are approved by City and consistent with this Agreement, within thirty (30) days of receipt
of Consultant's invoice.
3.3 Chanees. In the event any change or changes in the Scope of Services/Work is
requested by City, Parties shall execute a written amendment to this Agreement, specifying all
proposed amendments, including, but not limited to, any additional fees. An amendment may be
entered into:
A. To provide for revisions or modifications to documents, work product, or
work, when required by the enactment or revision of any subsequent law; or
B. To provide for additional services not included in this Agreement or not
customarily furnished in accordance with generally accepted practice in Consultant's profession.
3.4 Appropriations. This Agreement is subject to, and contingent upon, funds being
appropriated by the City Council of City for each fiscal year. If such appropriations are not
made,this Agreement shall automatically terminate without penalty to City.
2 Reviaed:4127117
720SW I
4. PERFORMANCE SCHEDULE
4.1 Time of Essence. Time is of the essence in the performance of this Agreement.
4.2 Schedule of Performance. All services rendered under this Agreement shall be
performed under the agreed upon schedule of performance set forth in Exhibit "A." Any time
period extension must be approved in writing by the Contract Officer.
4.3 Force Maieure. The time for performance of services to be rendered under this
Agreement may be extended because of any delays due to unforeseeable causes beyond the
control and without the fault or negligence of Consultant, if Consultant notifies the Contract
Officer within ten (10) days of the commencement of such condition. Unforeseeable causes
include, but are not limited to, acts of God or of a public enemy, acts of the government, fires,
earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, and
unusually severe weather. After Consultant notification, the Contract Officer shall investigate
the facts and the extent of any necessary delay, and extend the time for performing the services
for the period of the enforced delay when and if, in the Contract Officer's judgment, such delay
is justified. The Contract Officer's determination shall be final and conclusive upon the parties
to this Agreement.
4.4 Term. Unless earlier terminated in accordance with Section 4.5 of this
Agreement, this Agreement shall continue in full force and effect commencing on May 22, 2017,
and ending on July 31, 2022, unless extended by mutual written agreement of the parties.
4.5 Termination Prior to Expiration of Term. City may terminate this Agreement
at any time, with or without cause, upon thirty (30) days written notice to Consultant. Where
termination is due to the fault of Consultant and constitutes an immediate danger to health,
safety, and general welfare, the period of notice shall be such shorter time as may be determined
by the City. Upon receipt of the notice of termination, Consultant shall immediately cease all
services except such as may be specifically approved by the Contract Officer. Consultant shall
be entitled to compensation for all services rendered prior to receipt of the notice of termination
and for any services authorized by the Contract Officer after such notice. Consultant may
terminate this Agreement,with or without cause,upon thirty (30) days written notice to City.
5. COORDINATION OF WORK
5.1 Representative of Consultant. The following principal of Consultant is
designated as being the principal and representative of Consultant authorized to act and make all
decisions in its behalf with respect to the specified services and work: Dean
Dickinson, Vice President It is expressly understood that the experience, knowledge,
education, capability, and reputation of the foregoing principal is a substantial inducement
for City to enter into this Agreement. Therefore, the foregoing principal shall be
responsible during the term of this Agreement for directing all activities of Consultant and
devoting sufficient time to personally supervise the services under this Agreement. The
foregoing principal may not be changed by Consultant without prior written approval of the
Contract Officer.
5.2 Contract Officer. The Contract Officer shall be the City Manager or his/her
designee ("Contract Officer"). Consultant shall be responsible for keeping the Contract Officer
3 RBWs a:4127117
720" 1
fully informed of the progress of the performance of the services. Consultant shall refer any
decisions that must be made by City to the Contract Officer. Unless otherwise specified, any
approval of City shall mean the approval of the Contract Officer.
5.3 Prohibition Against Subcontracting or Assignment. The experience,
knowledge, education, capability, and reputation of Consultant, its principals and employees,
were a substantial inducement for City to enter into this Agreement. Therefore, Consultant shall
not contract with any other individual or entity to perform any services required under this
Agreement without the City's express written approval. In addition, neither this Agreement nor
any interest may be assigned or transferred, voluntarily or by operation of law, without the prior
written approval of City.
5.4 Independent Contractor. Neither City nor any of its employees shall have any
control over the manner, mode, or means by which Consultant, its agents or employees, perform
the services required, except as otherwise specified. Consultant shall perform all required
services as an independent contractor of City and shall not be an employee of City and shall
remain at all times as to City a wholly independent contractor with only such obligations as are
consistent with that role; however, City shall have the right to review Consultant's work product,
result, and advice. Consultant shall not at any time or in any manner represent that it or any of
its agents or employees are agents or employees of City.
5.5 Personnel. Consultant agrees to assign the following individuals to perform the
services in this Agreement. Consultant shall not alter the assignment of the following personnel
without the prior written approval of the Contract Officer. Acting through the City Manager, the
City shall have the unrestricted right to order the removal of any personnel assigned by
Consultant by providing written notice to Consultant.
Name: Title:
Dean Dickinson Vice-President
6. INSURANCE
Consultant shall procure and maintain, at its sole cost and expense, policies of insurance
as set forth in the attached Exhibit"B", incorporated herein by reference.
7. INDEMNIFICATION.
7.1 Indemnification. To the fullest extent permitted by law, Consultant shall
defend (at Consultant's sole cost and expense), indemnify, protect, and hold harmless City, its
elected officials, officers, employees, agents, and volunteers (collectively the "Indemnified
Parties"), from and against any and all liabilities, actions, suits, claims, demands, losses, costs,
judgments, arbitration awards, settlements, damages, demands, orders, penalties, and expenses
including legal costs and attorney fees (collectively "Claims"), including but not limited to
Claims arising from injuries to or death of persons (Consultant's employees included), for
damage to property, including property owned by City, from any violation of any federal, state,
or local law or ordinance, and from errors and omissions committed by Consultant, its officers,
4 Revised:4127117
72U>99.1
employees, representatives, and agents, that arise out of or relate to Consultant's performance
under this Agreement. This indemnification clause excludes Claims arising from the sole
negligence or willful misconduct of the City, its elected officials, officers, employees, agents,
and volunteers. Under no circumstances shall the insurance requirements and limits set forth in
this Agreement be construed to limit Consultant's indemnification obligation or other liability
under this Agreement. Consultant's indemnification obligation shall survive the expiration or
earlier termination of this Agreement until all actions against the Indemnified Parties for such
matters indemnified are fully and finally barred by the applicable statute of limitations or, if an
action is timely filed, until such action is final. This provision is intended for the benefit of third
party Indemnified Parties not otherwise a party to this Agreement.
7.2 Desien Professional Services Indemnification and Reimbursement. If the
Agreement is determined to be a "design professional services agreement" and Consultant is a
"design professional" under California Civil Code Section 2782.8,then:
A. To the fullest extent permitted by law, Consultant shall indemnify, defend
(at Consultant's sole cost and expense), protect and hold harmless City and its elected officials,
officers, employees, agents and volunteers and all other public agencies whose approval of the
project is required, (individually "Indemnified Party"; collectively "Indemnified Parties") against
any and all liabilities, claims,judgments, arbitration awards, settlements, costs, demands, orders
and penalties(collectively"Claims"), including but not limited to Claims arising from injuries or
death of persons (Consultant's employees included) and damage to property, which Claims arise
out of, pertain to, or are related to the negligence, recklessness or willful misconduct of
Consultant, its agents, employees, or subcontractors, or arise from Consultant's negligent,
reckless or willful performance of or failure to perform any term, provision, covenant or
condition of this Agreement ("Indemnified Claims"), but Consultant's liability for Indemnified
Claims shall be reduced to the extent such Claims arise from the negligence, recklessness or
wilful misconduct of the City and its elected officials, officers, employees, agents and
volunteers.
B. The Consultant shall require all non-design-professional sub-contractors,
used or sub-contracted by Consultant to perform the Services or Work required under this
Agreement, to execute an Indemnification Agreement adopting the indemnity provisions in sub-
section 7.1 in favor of the Indemnified Parties. In addition, Consultant shall require all non-
design-professional sub-contractors, used or sub-contracted by Consultant to perform the
Services or Work required under this Agreement, to obtain insurance that is consistent with the
Insurance provisions as set forth in this Agreement, as well as any other insurance that may be
required by Contract Officer.
8. RECORDS AND REPORTS
8.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer
reports concerning the performance of the services required by this Agreement, or as the
Contract Officer shall require.
8.2 Records. Consultant shall keep complete, accurate, and detailed accounts of all
time, costs, expenses, and expenditures pertaining in any way to this Agreement. Consultant
5 Revised 427117
720599.1
shall keep such books and records as shall be necessary to properly perform the services required
by this Agreement and enable the Contract Officer to evaluate the performance of such services.
The Contract Officer shall have full and free access to such books and records at all reasonable
times, including the right to inspect, copy, audit, and make records and transcripts from such
records.
8.3 Ownership of Documents. All drawings, specifications, reports, records,
documents, and other materials prepared by Consultant in the performance of this Agreement
shall be the property of City. Consultant shall deliver all above-referenced documents to City
upon request of the Contract Officer or upon the termination of this Agreement. Consultant shall
have no claim for further employment or additional compensation as a result of the exercise by
City of its full rights or ownership of the documents and materials. Consultant may retain copies
of such documents for Consultant's own use. Consultant shall have an unrestricted right to use
the concepts embodied in such documents.
8.4 Release of Documents. All drawings, specifications, reports, records,
documents, and other materials prepared by Consultant in the performance of services under this
Agreement shall not be released publicly without the prior written approval of the Contract
Officer.
8.5 Cost Records. Consultant shall maintain all books,documents, papers, employee
time sheets, accounting records, and other evidence pertaining to costs incurred while performing
under this Agreement. Consultant shall make such materials available at its offices at all
reasonable times during the term of this Agreement and for three (3)years from the date of final
payment for inspection by City and copies shall be promptly furnished to City upon request.
9. ENFORCEMENT OF AGREEMENT
9.1 California Law. This Agreement shall be construed and interpreted both as to
validity and to performance of the parties in accordance with the laws of the State of California.
Legal actions concerning any dispute, claim, or matter arising out of or in relation to this
Agreement shall be instituted in the Superior Court of the County of Riverside, State of
California, or any other appropriate court in such county, and Consultant covenants and agrees to
submit to the personal jurisdiction of such court in the event of such action.
9.2 Interpretation. This Agreement shall be construed as a whole according to its
fair language and common meaning to achieve the objectives and purposes of the Parties. The
terms of this Agreement are contractual and the result of negotiation between the Parties.
Accordingly,any rule of construction of contracts (including, without limitation, California Civil
Code Section 1654) that ambiguities are to be construed against the drafting party, shall not be
employed in the interpretation of this Agreement. The caption headings of the various sections
and paragraphs of this Agreement are for convenience and identification purposes only and shall
not be deemed to limit,expand, or define the contents of the respective sections or paragraphs.
9.3 Waiver. No delay or omission in the exercise of any right or remedy of a non-
defaulting party on any default shall impair such right or remedy or be construed as a waiver.
No consent or approval of City shall be deemed to waive or render unnecessary City's consent to
6 RevisW:4127117
72o599.1
or approval of any subsequent act of Consultant. Any waiver by either party of any default must
be in writing. No such waiver shall be a waiver of any other default concerning the same or any
other provision of this Agreement.
9.4 Riabts and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the
parties are cumulative. The exercise by either party of one or more of such rights or remedies
shall not preclude the exercise by it, at the same or different times, of any other rights or
remedies for the same default or any other default by the other party.
9.5 Legal Action. In addition to any other rights or remedies, either party may take
legal action, in law or in equity, to cure, correct, or remedy any default, to recover damages for
any default, to compel specific performance of this Agreement, to obtain injunctive relief, a
declaratory judgment,or any other remedy consistent with the purposes of this Agreement.
10. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
10.1 Non-Liability of City Officers and Employees. No officer or employee of City
shall be personally liable to the Consultant, or any successor-in-interest, in the event of any
default or breach by City or for any amount which may become due to the Consultant or its
successor,or for breach of any obligation of the terms of this Agreement.
10.2 Conflict of Interest. Contractor acknowledges that no officer or employee of the
City has or shall have any direct or indirect financial interest in this Agreement nor shall
Contractor enter into any agreement of any kind with any such officer or employee during the
term of this Agreement and for one year thereafter. Contractor warrants that Contractor has not
paid or given, and will not pay or give, any third party any money or other consideration in
exchange for obtaining this Agreement.
10.3 Covenant Against Discrimination. Consultant covenants that, by and for itself, its
heirs, executors, assigns, and all persons claiming under or through them, that there shall be no
discrimination or segregation in the performance of or in connection with this Agreement
regarding any person or group of persons on account of race, color, creed, religion, sex, marital
status, disability, sexual orientation, gender identity, gender expression, national origin, physical
or mental disability, medical condition, or ancestry. Consultant shall otherwise fully comply
with the provisions of Palm Springs Municipal Code Section 7.09.040 relating to non-
discrimination in city contracting.
11. MISCELLANEOUS PROVISIONS
11.1 Notice. Any notice, demand, request, consent, approval, or communication that
either party desires, or is required to give to the other party or any other person shall be in
writing and either served personally or sent by pre-paid, first-class mail to the address set forth
below. Notice shall be deemed communicated seventy-two (72) hours from the time of mailing
if mailed as provided in this Section. Either party may change its address by notifying the other
party of the change of address in writing.
7 Redsed:412N17
7205W A
To City: City of Palm Springs
Attention: City Manager/ City Clerk
3200 E. Tahquitz Canyon Way
Palm Springs, California 92262
To Consultant: Dean Dickinson, Vice-President
P. O. Box 827
Woodinville, WA 98072
11.2 Integrated Agreement. This Agreement contains all of the agreements of the
parties and supersedes all other written agreements.
11.3 Amendment. No amendments or other modifications of this Agreement shall be
binding unless through written agreement by all Parties.
11.4 Severability. Whenever possible, each provision of this Agreement shall be
interpreted in such a manner as to be effective and valid under applicable law. In the event that
any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this
Agreement shall be declared invalid or unenforceable by valid judgment or decree of a court of
competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining
phrases, sentences, clauses, paragraphs, or sections of this Agreement, which shall be interpreted
to carry out the intent of the parties.
11.5 Successors in Interest. This Agreement shall be binding upon and inure to the
benefit of the Parties' successors and assignees.
11.6 Third Partv Beneficiary. Except as may be expressly provided for in this
Agreement, nothing contained in this Agreement is intended to confer, nor shall this Agreement
be construed as conferring, any rights, including, without limitation, any rights as a third-party
beneficiary or otherwise, upon any entity or person not a party to this Agreement.
11.7 Recitals. The above-referenced Recitals are hereby incorporated into the
Agreement as though fully set forth in this Agreement and each Party acknowledges and agrees
that such Party is bound, for purposes of this Agreement, by the same.
11.8 Authority. The persons executing this Agreement on behalf of the Parties
warrant that they are duly authorized to execute this Agreement on behalf of Parties and that by
so executing this Agreement the Parties are formally bound to the provisions of this Agreement.
g Revised:4127M
720599_1
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates
stated below.
"CITY"
City of Palm Springs
Date: `(J"\'� \ By:
David H. Ready, Esq., Ph
City Manager
APPROVED AS TO FORM: ATTEST
1<7
By: By: Y4m
Edward Z. Kotkin, Kathleen D. Hart,MMC
City Attorney Interim City Clerk
APPFKM BY CRY "CONSULTANT"
CONSULTANT
Destiny Software Inc.,a Washington corporation
Date: /) n / By : L��7y� Ck, 1� ec tlR Jt
Dean Dickinson '
Vice President LjtyQ�
G
Date: S ,20 f ft dL✓JC f (�iZo J'L
Desta Dickinson
President
9 Revised:4l27117
720599.1
AFFIDAVIT
The State of Washington )
)S.S.
County of King )
We, Desta Louise Dickinson and Donald Dean Dickinson,of Woodinville, in King County, Washington,
MAKE OATH AND SAY THAT,
1.. As President and Vice President of Destiny Software, Inc.we are providing this statement as part
of the contract negotiations with the City of Palm Springs, California
2. Desta Louise Dickinson and Donald Dean Dickinson are President and Vice-President,
respectively, of Destiny Software, Inc.
�Dessta Louise Dickinson
Donald Dean Dickinson
STATE OF WASHINGTON
COUNTY OF KING
SUBSCRIBED AND SWORN TO BEFORE ME,on
the 2 5 1 h day of May, 2017 ! ley
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Destiny
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AGENDAN
OUR WEB-BASED
AGENDA MANAGEMENT SYSTEM
FOR
The City Of Palm Springs, GA
APRIL 11, 2017
EASY-TO-USE
ADAPTABLE
COST-EFFECTIVE
SystemDesign......................................................................................................................................3
QuickOverview ......................................................................................................................................3
CreatingTemplates ................................................................................................................................5
CreatingAgenda Items...........................................................................................................................6
AttachingDocuments............................................................................................................................. 7
AddingFiscal Information.....................................................................................................................8
Routingand Approval ............................................................................................................................9
Monitoring the Status of Items.............................................................................................................11
Creatingthe Agenda............................................................................................................................. 12
ViewMeetings Feature..........................................................................................................................13
UpdatingFinalized Agendas................................................................................................................ 14
PrintingAgenda Packets .......................................................................................................................15
Publishingto the Web.......................................................................................................................... 16
VideoIntegration ................................................................................................................................. 18
RollCall &Taking Minutes.................................................................................................................. 19
SearchEngine.......................................................................................................................................22
SecuritySetup.......................................................................................................................................23
TrackingTools......................................................................................................................................24
References ............................................................................................................................................... 27
Pricing......................................................................................................................................................28
Hosted.................................................................................................................................................28
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® .
AgendaQuick"is a Web-based agenda software application designed to simplify the agenda
management process from start to finish.You might call it an electronic agenda or e-agenda,but no
matter what you call it,AgendaQuick"will make creating and distributing agendas quick and easy.
QUICK OVERVIEW
• AgendaQuick is our ea -to-use web-based Agenda Management product and it is offered
s3' Ag g
as either a Client Installed or a Hosted solution.
• It is easy to set up, simple to use,yet powerful enough to handle all of your meeting
types. Several of our city clients have over 3o different meeting types in the system.
• It was designed for and inspired by city&county clerks. It's loaded with the kind of time-
saving features that are important to those who prepare agendas and minutes.
• AgendaQuick is easy to maintain. You control virtually every aspect of the look and feel of
the as well as the ability to make changes whenever you want—without the need for
program
additional programming costs.
• Our training is thorough but done in an easygoing, slow-paced manner that makes it enjoyable
to learn the system. Most admin training is completed within 4 to 5 weeks by conducting very
manageable 6o to go minutes sessions once or twice a week— all centered on your schedule.
• You'll never feel neglected or left to figure out things on your own. We encourage our clients
to contact us with any questions or concerns. Our customer support is designed to
immediately deal with any issue presented and we are often able to resolve all concerns in
that first call.
• And,when coupled with our own video service or integrated with other video providers,
AgendaQuick becomes your single source for accessing all of your agendas, minutes and
video recordings.
We are exceptionally proud of what our clients have to say:
"The program will ultimately save me 2-3 days of agenda work per week. It will pay for itself within
six months in time saved alone. It is also saving our staff significant time in preparing and routing-
items for our agendas."
- City of Flagstaff,AZ
I just wanted to let you know that we have been very happy with the program -it's really easy to use
from both an administrator and user standpoint and the customer service from Destiny Software is
simply fantastic"
-Yavapai County,AZ
"Destiny Software has been wonderful to work with and help its not only with training needs, but
other minor edits that improve the way the program works for our city."
- The City of Puyallup,WA
"I like it! This is so much easier-Thank you very much for being so great to work with."
-The City of Edmonds, WA
"The program is very easy to use and staff acceptance and utilization has been terrific. What used to
take 2 people several very long days to complete one agenda now takes a few hours... It's been a huge
time saver made creating agendas much easier on everyone."
- Collin County, TX
CREATING TEMPLATES
To begin,AgendaQuick'is a web-based and very customizable application. You create the look and feel of
each template to match your needs. It is designed so that you can minimize training and transition time by
replicating your current paper form.
Agenda Item Templates
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CREATING AGENDA ITEMS
Once your agenda item templates are created, users simply log onto the system and begin entering
information into the template for a particular meeting date. You can even create mandatory fields
that require information before the form can be routed!
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Create New Agenda Item
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'Meeting Date:j 0826/2015-Palm Springs City Council�ej Meeting Type:Paim springs City CouncI D�
Cut Off Date: 08/19(2015 05:00 PM
FROM: Frank Jones '_v BY:Dean Dickinson,Analyst
Plannin R Development Director
_.
Departmol Economic Development v)
'Title: Medical Cannibus Cooperative
uww Phrases REtum
,...... AttaDhmeMs Fiscal Impact lot.C"nolow; t Routing {
Information
Ckk on the LABEL or the TEXT to at to the Editor Box to edA the cc tenm
Click on the SHOW button to VIEW the full contents.
n--All Ckck on the OPEN ALL Inman to open all d the Editor Soon at ores.
SUBJECT:
REVIEW AND EVAWATION OF APPLICATIONS AND AWARD A FlF AND SIXTH PERMIT FOR A MEDICAL CANNABIS COOPERATNE OR COILECTNE AND
CEQA EXEMPTION DETERMINATION
RECOMMENDATION
Open the public hearing aM o eerve public testimony and evaluate We euapfed applicat fmm the 2014 Permit promo,and ennaider an award uP to tvn
addibonaf pa rota to operate a nodKai cannabis coaperOW.and/or pC1leo..
STAFF ANALYSIS
BACKGROUND
The City has a cumprebenaive eeguatoy pmpram(er medical rannabs cepperatiaes and/or cdiectrvn in the City.Earlier this year,the City adopted
Ondmanoe Nos.1876 and Lil ameadiry the CsW a regulatory program arni eanavil cannabis rultivahon oppartuneiea in Permi<med madkai cannalN
FISCAL IMPACT
All medial cannabis enlMC or tooPeramrvn veld be,"aired To pay tfe applkable cannabis and roar Juuw tea of tay.on alI proceeds,approved by the
vot.In 2013.
Agenda Item'..—dare cai—Savings Staff Report
ATTACHING DOCUMENTS
Supporting documents in a variety of formats can easily be attached to the agenda item for any
meeting type with the 'Attachment'feature. The system allows you to define the type permitted; such
as .doc, As, jpg, .pdf and others.
You can add any number of attachments and order them in the sequence you'd like to have them
presented on the agenda by using the 'Sort Sequence'feature.
There is also a`Confidentiality'feature that can be used to limit access to certain documents. You
determine the labels to be used as well as who has access.
You can track expiration dates of contracts and other time sensitive documents within the Attachment
feature.
Agenda uick
tl by Destiny Software
Create New Agenda Item ���_ }
PrtrH.NO$aYa Pntn Yfxml PBF Statt Report Llim:'.2494 J Stluus Risttay
Meeting Date:.QAl2bt2016-Palm Springs Lay Council v Meeting Type:Palm Springs City Council Osleb
cutoff Date: 08/19/2015 05-00 PM
FRON: Frank Jones 'V] BY:Dean Dickinson, Analyst
Planning &Develo ment Director
Department: Economic Dovelopment -Yjl t
*Title: Medical Cannibus Cooperative
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4taf€ itt port Contains: Attachment information
infotmanoa L dttachments Li,scal Impact Itn.CiRnmand Routing
Attachments
a fie button t�elow to soieet a document to be attached to this forth,then press the ADD pono..to add it to the list of documents.core a document is
-elected to be attached,a is uploaded to the zenrer v,esn this form"5ared or Submitted.
Select file(s)to be attached:
'Link Name: Vanity Map stbn nameb
for h,,n ink to Pk
Confidentiality: vl Sort Sequence: 1
Document Type: L Expiration Dale:
crick on en A,,,on ment Sort Sequence Number to upA ns the 4rtlr Name,Corndenturhr,Group or a Ssonsima.Click on blue Attachment Link Name to
eiew the attachment it You do not have access to Me associated eonfidentiahty Group,these finks wig not be arai4bk.
To updade A document which has aiol been rumm ioc.9,eonrerfed to pOF format,click on the gnome/Document Name in Me Onsnest Document
column.,+rake chap to Me document then remora Me sonstmo attachment hoeit and ssot the document
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ADDING FISCAL INFORMATION
Additionally,we have an optional separate area for presenting fiscal information—called the`Fiscal
Impact'tab. Like the other areas of the application,this is also something that can be customized to
reflect your needs. Below is an example:
lay Destiny Software
�
Pebu.Nosava Pnm--_ Staff Repwt: 2a0d I, _3tatw-, ANICIFY
'Meeting Date: GSt26i2015-Palm Springs Ci&Council Meeting Type:Palm Springs City Council ONYtM:
t:nt tlll Date: 08/19/2015 05:0013M
Frank Jones vl
FROM: Ry:Dean Dickinson,Analyst
- Planning &Develo ment Director
Department:Economic Development
`Title:'.Medical Cannitws Cooperative
Subnft Save '.Phraaea. Retum
Staff Report Contains: Attschtnew, I iscal Itnpact lntorniation
tnfgoeaBog Attachments _ Flseailm irn.Comments Routlng
Fiscal Impact _
Fiscal Year. 2015-16
Oudgeted Y/R: Y The labels and layout are designed by you.
Account 0: General
Amount Requested: 10.000
FISCAL IMPACT:
See attached for further fiscal knpacl...
j Edit Fiscal Year dilated Y/N AccounR Y Amount Requested FISCAL IMPACT R!RlnYe
t0.v'00 See anacbed fo<.
fn ikider a requvW field.
TTe form cannot tx submided until an raquued fields an eMo-rad.
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Within this `Fiscal Impact' area you can have a variety of layouts, from radio buttons to text fields — all
with custom labels. Again, the idea is to provide the user with a very intuitive, easy to use layout that
doesn't require a lot of training.
ROUTING AND APPROVAL
Once the information has been entered, it's time to send it to those that need to see it. The routing
of an agenda item can follow a predetermined route as well as allow the User to
determine the routing. Subsequently, any person in the approval process can modify the routing
sequence by adding additional stops or send it back to the Originator.
Create New A enda Item _
Pnnt Na Save Print wo d _PDF stall Report: 2194 !Search States Him s®tory
Meeting Date: 0312612015 Palm Springs Ulf Councl ings City Council Ltnaj
Cut Off Date: 08/19/2015 05:00 PM
i RON: Frank Jones v1 BY:Dean Dickinson, Analyst
Planning &Development Director
Department: Economic Development J
°Title: Medical Cannibus Cooperative
SubmR (� PhrlAes
Staff Report Contains: Attachment Fiscal Impact Information
Informa[fon Aitachmemn Flxal Bppect lat.CommealhIl
f Request Revlew�
preliminary Routing Status
STATUS 1NBOA APPRVL DATE ARRIVAL DATE BY
asSr STOP Co R,Davekamant OVactor Variable Stops
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— <axe the zorc order ror mu6
Save VanaWe
Currently selected Influxes.
Community Development Director 1 Bill Winters 2
Department Economic Deveopmenl _*•?
Economic Development(originator) v )ayne Swanson
Karl Cassell
When a form is in routing,the individuals in the routing process receive an email through your
regular email system, indicating that a form is in their"Forms Inbox' for review
New forms are waiting at Bill Winters Inbox
agendaq u ickgdestinysoftwa rei nccom
Fri8.0/201510:22AM
Nikid Day
New Agenda Item forms are waiting in the Bill winters Inbox on 08/07/15 for meeting 08,2645-Palm Springs
City Council-Form 0 2494(Medical Cannibus Cooperative)
Please log into AgendaiQuick to access-
There is a hyperlink in the text of the email that directs them to the login screen of the application.
After logging in,they simply click on the form they want to review, and the system brings it up.
Depending on authorization levels and your procedures,the form can be edited or made to be read
only.
Inbox Features
After reviewing,the form is then`Approved'and sent to the next approval stop, or`Returned'to the
sender for further clarification or changes.
Forms Inbox 46 - Economic Development
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Forma 6ubmlRpd By Farm Meeticc Cae:Tree Title S"m Approve
2454 Dean Di imp. SR W2612015:PALMS RINGS Medkal Cannibue Cpppe b. NEW
REVIEW AND EVALOAMN OF APPLICATIONS AND AWARD A FIFTH AND SI PERMIT FOR A MEDICAL CANNABIS
COOPERAr1VE OR COLLE
You can also add additional route stops to the routing and approval process when you open forms
from within your Inbox.
Inboxes can be shared by several people or access can be granted to others by the Inbox owner.
This allows agenda items to be reviewed and approved by others in the event the primary Inbox owner
is ill, on vacation or simply not available.
In the event of a problem, Inboxes can be accessed through an administrative login.
MONITORING THE STATUS OF ITEMS
The system provides a`Status' feature that tracks the approval process and indicates where the
item is at any point in time. It's not only good information,but it can help speed up that process by
showing exactly where the items are held up and then giving the administrator of the program the
information they need so they can contact those individuals to complete the routing process.
Inbox Economic Development- Create New Agenda Item
( Pri vil],- #va Prim Wo d PDf Staff Report: 2494 StLWF CHEED
'Meeting Date: 08126r2015-Palm SPrmgs City Council I_yj I Meetll Type:Palm Sari 4S
City Council( Delete
Cut Off Date: 08J1.9/2015 05:00 PM
FROM: Frank Jones I BY:Dean mkinson, Analyst
Planning&Development Director
Department: ;_ronextic fe *loymeri I
-Title: Medical Canmbus Cooperative
Agenda Item Routing Status,Form: 2494
08y2612815 Palm Springs City Council(PAENSPRINGS)
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STAFF ANALYSIS
BACKGROUND
TAB City,has a<ornpreherorce ngutrtory program for medkal iinnab,a moceratives andior cOdectiwa in the city.E.O.,this year,the Oily a&inaul
Drdmance nos. tE'6 aM 2il'3 arc.erdinv eha tM s e.:rlaMry program and expandin0 canrwbu cultivazipn opPOrlvnitae to cermrtted medkal onnebrs
FISCAL IMPACT
Ali medic,.. .. ,.i red t0 Pay the"pikable cannabis and mar,)uana tax of 1U%co ail proceeds,aoorv+ d by Me
CREATING THE AGENDA
As agenda items are created,they flow automatically to the agenda template for that meeting
date.The agenda items are placed on the agenda based on template settings. Red text tells you that
the form is in routing; blue that the item is approved.
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Agenda Items are automatically placed in the proper sections of your agenda template. For instance,
Consent items would flow to the'Consent'section of the agenda where they can be re-numbered and
re-ordered. Same thing applies with `Public Hearings' or any other fixed agenda topic. When a user
initiates an agenda item, the agenda item template will provide these agenda sub-areas in drop down
tables for them to select. You can even make these mandatory fields to complete!
VIEW MEETINGS FEATURE
AgendaQuick has several features that give individuals access to the agendas as they are being
created and after they are finalized. `View All Agendas'allows anyone with the appropriate security
level access the ability to get a`Heads Up'on upcoming agendas.
Vww All Aq,nlaa
-
PRELIMINARY AGENDA
enda tin$00t been pnd-'f
CITY COUNCIL
ANO AS SUtCtSSOR AGt NC F TO 111E POWER YPII INGY CQNNUNi Iw RE UtytLOPNCNF AE4 A Cy
CITY OF PALM SPRINGS,CALIFORNIA
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AGENDA
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Atn)gst l2, 2u1S b:00 Rk;fAR MIEIlNG
4:JO PM CLOSED SESSION
%te a Potllafi it Mayttr
Paul tc, n,Mayor Pro fern
Giony Final,Caunulntenlbas
Rick Ibnthcwn,Counciltrtcmbcr
Chris Mills,Counitchncmber
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lrf.aWyant alfkmnt cvatamaf awrwrm m an enNmmmmmnt that lmnerrs nnRy.mmHg.R our,inrnma.
0a.id N.Reaay,too,Peek,City Manage.
J.rhnmysan,CliN1.f stadtRy Clert
a. .Foff,,A...ntmd City Yaaeyaw•C t,Engine..
0oueiaa C.H.11ard.City Att.may
0m,fh*.y s.Kraft,lioc tmc or Finer..and TOOrnoer
.Any person who makes to speak regarding an item on the agenda or on a subject within tote
City's peredktiort during the Public Comments portion of the agenda must file a-Speaker
Card"onto the City Clark BEFORE drat portion of the agenda is railed.Anhougn the City Council
values your commai purtuam to the B(owm Act,it generally cannot take any action an items
not listed an tte pasted agenda
Tesumany tar Public Hearings will only he taken at the time of the heating.Any person wtia
wehef To%peak at a Public Hearing must hie a'Speeker Card'with the City Clef BEFORE its
Public Hearing is called.
Ptaauant to G.C.Section SA857.54bg21 the designaed office for inspection of records in
COnnectton Mtn the meeting Is the Office of the CRY Clerk,City Hall.3200 E. TahqudE Carryon
Way,Compleh Agenda Pat kept arts available for public ineptrcborl at:City Hail Office of the City
Clerk Agenda and staff reports art available on the City"a vaMslts www.palmapringsca.Draw it you
would fike additional information on any,item appearing on the Agadda,pica"contact the Office
of die City Clark at(7801 323.820e.
Plea.,not,,arty agenda item wench hAs nth.been Initiated by t0 00 P M.may be continued to a
subasquem meeting
City Council me,tings are webcast live on the City$website www.patmtspnngeca.gay and
cablecAat It"on PSC TV Chanrui 17 and 26 103 Me rungs an te-broadcast 0ollowing the
mseangl art Thursday at a 00 P.M,Saturday at 1 30 P M "(I Tuesday at 7 m P M.
It is the intention of iM City of Palm Spring$to comply yeth the Amenca s,worth Disabilities Act
(ADA)in 0 respects if,as an atten0ea in a participant at this meeting,or in meetings on a
regular bans.you win reed tMcial ionw SlAnce beyond yeat is TWIMAIty prowlded.tM City 400
afftmpt to accommodate you In every reasonable manner Please contact Ilia Office of the Cry
Clwk.3238204.at least 48 hours onto to me maahng to inform us,of your particular needs aid to
deeermma it accommodation is feasible.
A.30 P M.CLOSED SESSION
CALL TO ORDER(Cwmd Chamber)-
UPDATING FINALIZED AGENDAS
The`Update Agenda'feature allows for those last minute changes to the agenda that always come
up- to be made quickly and without the need for routing. These changes are immediately made
to your website as well —so you don't have to keep worrying about having the latest copy on the
web.
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With the`Publish Agenda'button, you control when agendas get posted to your website.
PRINTING AGENDA PACKETS
Once the agenda is completed, you can prepare to print the entire packet with the Packet
Collator feature. This feature creates a file where the agenda, the individual agenda items and their
corresponding documents are collated for you. This file is then converted to a single PDF and
completely bookmarked— all with a single click.
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Medical
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AgendaQuick also works with Adobe Acrobat Professional to create additional features and functions
within the PDF. One of the features you can activate at the time you create the PDF is the ability to
give individuals, such as board and council members, annotation tools to create their own
notes for the meeting.
They can do this with the FREE Adobe Reader; it does not require individual copies of Adobe Acrobat.
PUBLISHING TO THE WEB
You control when agendas get published and when they become available to staff. With a
simple click, agendas and supporting documentation are available on your website or removed just as
easily.
Public access is easy to understand and it quickly allows the person to select the month and meeting
date of the meeting they wish to see.They get the choice of viewing the agenda in HTML or
downloading a PDF.
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AgendaQuick can fit nicely within the framework of your existing website or your webmaster can elect
to have users be directed to a new page—you have the choice.
Here are a couple of nice client examples:
Town of Addison Texas
The Citv of Edmond Oklahoma
H'IML Version of the Azenda
p,>NeHt(,Mf nor P"krt NO i•dnl Ag2re1A Rw..
CITY COUNCIL
AND AS SUCCE$ fA NCY TO tilt PAIR SVWNGS(OAMN)NtfYREDfVEkOPMENTAGf W.Y
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CITY OF PALM SPRINGS,CALIFORNIA
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_..9 entire agenda packet=n
a(3df format .**p�rt*a '. 4:30 PM CLOSED SESSION
6c00 REGULAR MEETING
Steve Pougneq Mayor
Pau#Lewin,Mayor Pro Tom
Ginny Fart,Councttmember,
Rick H itchewon,Counctimember
Chita Mills, Counctimember
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wa aMtAr,k.urtanr city Mo..",city Enginaar
fla"isa C.Hiatt".City Attorney
Melly s.Wle4,1,Director al ill...u A"T�easwer
Any person who wish**M speak regarding an item on the agenda or on a sublect within me
city`s(WI*dtctfon¢wing ate"Public Comments-portion of She agenda must file a Speaker
Card"with the City Clerk BEFORE that Portion of the agenda is called.Although the City
Council values your comments pursuant to the grown Act,it generally cannot take any action
on items not listed on the Pearsall agenda.
Testimony for Public Headings will poly be taken at the time of the heating Any parson who
wishes to speak at a Public Hearing must file a"Speaker Card" ,in the City Clerk BEFORE to
Public Heating is tailed.
Pursuant to G.C. Section 54957.5{hq 2}the designated pfbcs for nstaec0on pf rocords in
connection oath the meeting is the Office of the City Clerk,City Hail.32DO E. Tandutta Canyon
Way Complete Agenda Packets are ava0abis for public inspacnon at:City Hall Office of the C+
Clerk Agenda and staff reports arc available on the City website www palmsimmFa a ape it
you would like additions¢informatlon on any item aPpea nig on this Agentla.Plea"contact the
Office of ilia City Clerk at 1760)323 8204.
Please note,any agenda item Much has not been initiated by 10 00 P M.may be continued to
subsequent meeting
City Council meetings are"beast live on the City'a nobsite wove palmxpongsca gov and
cablecast live on PSCN Chemist 17 and 26.103.teetngs are re-0roadeast itoflowing the
moenng)on thuraday at 8 00 P M Saturday At 1 30 P M. and Tuesday at 7:00 P M.
it is the intention of tM City of Palm Springs to comply with the Americans with Disabilities Ac
(ADA)in all respects if,as an attendee or a paructo nt or this meeting.or in meetings on A
mquiar basis.you sole need special aasisunce beyond what is normally provided the City vMl
attempt to accommodate you in every reasonable manner Please contact the Office of the Cr
Clerk.323-8204,at leant 48 hours prior to the meeting to inform us of your particular needs an
to determine if accommodation is feasible.
4.30 P.M.CLOSED SESSION
CALL TO ORDER fCdurfcN Ch4mbay7:
PUBLIC COMMENT(Carmcd Chambetll '*hie linst has t,aon VA digo for eeenbgrS W the puCd¢to
e14'ess hot G.nv f-mruil:m tohK rnoejg*+5r1 nntiv to inv ',>rntd srys n A:}nvtdN
RECESS TO CLOSED SESSION(Small Contemn"Room):Son Closiyt 1'r ,A n Agenda
6 00 P M.REGULAR MEETING
CALL TO ORDER
VIDEO INTEGRATION
AgendaQuick is designed to work with a variety of video solutions — Granicus, Swagit and others.
However,working with the Swagit engineers, we've developed a software interface that allows the
Swagit editors direct access to the AgendaQuick meeting information. We are their only agenda
partner with this innovative integration.
The result is a seamless, completely hands-free video streaming service that automatically links to the
agenda items created within AgendaQuick. For an example click here:
httl2://addisontx.sivagit.com/play/oll,'1201.c;-1162/#ll
You can view both an`Overview'of the agenda as well as the completely linked HTML version of the
`Full Agenda', which gives you instant access to the agenda item and its supporting attachments.
Full Agenda with HTMI,hyperlinks to the Agenda Items and attachments
s
M
a
- 6scussron,consider and take action
regarding an appomtment to the Board of
Zoning Adjustment _ p�rrns m,re
agenda itsm aro
RECOMMENDATION: -'set L"S y rrs
.-oeo
- =Presentation and discussion of the
Plannng and Zoning Commission Annual
Report for 2014 by Planning ano Zoning
Chairman.Ralph Doherty.
t
g i RECOMMENDATION: .�
■WYYa�II@I� li��iltv'.S
♦ N.M..4cA — �' aJ9 �i 1 Q 7
Ilenx Rs a R5 n..AM"RA consa am]trtee act")ray:xduwl an v y;y,rs„.�y 7rcarann up
ROLL CALL & TAKING MINUTES
AgendaQuick allows you to move seamlessly into the actual meeting and take minutes.The`Roll
Call'feature is accessed through the`Minutes Module'. The Roll Call window appears when you
click on the`Roll Call'button.
This list of attendees is a table which you maintain by meeting type. A flag on each entry will
determine if their name appears in the VOTE window. Notice that you can record unlimited
additional meeting attendees at the bottom of the screen. Your attendance is automatically displayed
in your meeting minutes.
Name Title Sort
Roll Call
Present Voter 1Name Title Sort Del
yj y; Foat Counctlmember ❑
C/] �.{ Hutcheson Councilmember 2 (J
[] lyl Miis Councllmember 3 ❑
lyi] J TemLewln Mayor Pro 4 1.7
® y. Pougnet Mayor 5 ❑
Uydam
Staff Name Title Sort Add
Also Present
Name Title sort °I°°tru carom,
Cinty Clerk Thompson City Clef* t ��
Reads City Managm
Holland City Attorney
3
I Upda°
Additional Meetin Attendees
Name Pur ose Sort
Add
The`Roll Call'feature also determines who is available to make motions,second and vote on
agenda items. The meeting attendees who were flagged as present are now in the list of persons who
may make a motion or a second, as well as vote:Aye, Nay, and Abstains.You can enter the Minutes
during the meeting for quick summaries or wait until you have the time to add all of the detail.
Vote Tally Screen
Cle.e Windom It Pmview
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to aPf#ove tlfe appllcaiion for med'xal Cam"'.
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You can create your own custom layouts by choosing from a variety of options:
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Once the Minutes of the individual agenda items are complete, clicking the "PDF"button
automatically generates a PDF of all your minutes. This document can then be printed and/or
archived. You can publish directly to you website by clicking the`Publish Minutes'button.
Update Finalized Minutes
— --—
Meeting:-0811 2201 5-Palm Springs City Council Rou Cau � Siatus jl Pant
EI - dicates tFx N-a nu!es have peen
D818ie -;indi<a es ma;^e mi.ct rotes;hasPDF Word
Highlight Document Type: vJf
Dom"mint 2G15)PALMSPRINGS20150812 9211
Vinutes e:249 Agenda 920
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CITY COUNCIL
CITY OF PALM SPRINGS,CALIFORNIA
tinutes Lev did.+'•
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1: L2:
.ze: Nledium
escnvna MEETING MINUTES
_... .. WEDNESDAY,DATE
CITY HALL COUNCIL CHAMBER
Source It
z= Prcsem: Counvinhimber Foot :
Caunclmamhr F(ufchesan
Mayor Pm Ter Lewin
Maya Pou,i t
:nsenf COuntilmemdx Mllds
.Iw Presani: City Ciaitr Ginty ChI Thanpscm Chy Manager Reacy-.Celr Auomey Holland
4:30 P.M-CLOSED SESSION
DOnrt Rer
CALL TO ORDER(Coun[d Ch.ecanX
did`an the hypimOe B
amen hi in PUBLIC COMMENT(C hctl Chxrti,&I This tore has been set aside Nr members of me pliCllb to
Leyek pg address ma City Carnal aiicems mneaineG onfy en Cw Closetl Session Agentla ks Delete?
—Header
RECESS TO CLOSED SESSION(SmaO Cbnfnence Raom):See Closed Session Agenda.
i' L 6.00 P.M.REGULAR MEETING
—End He CALL TO ORDER:
PLEDGE OF ALLEGIANCE:
i. sA
INVOCATION: Rabe Sally Olms.Temple Isaiah.
ROLL CALL:
2. L; !j
PUBLIC COMMENT (Council Chamber): This
time has been set aside for members of
❑ the public to address the City Council on 11 An cask
items contained only on the Closed
Session...
The Minutes feature can also integrate with other systems iftiou have a Minutes
program currently in use that uou would like to keep.
SEARCH ENGINE
The search engine allows searching through the agenda items and attachments of your agendas.
Based on the directory the document is found in, you can quickly determine which meeting agenda
item to review. This is a very powerful and quick search tool.
Month Year Meeting Type
View Meetings Aug vl 2u15 vj ALL
—Previous Current Next View 5n6Wipben did for this ttitttititg 11 t
August, 2015
(P) Indicates that this meeting has been published to the public web site.
(R) Indicates that this meeting has been released to the web site prior to publishing.
Agendas Meeting Minutes Other Links
August 12. 2015 Palm Springs City Council Minutes Video
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Aug v 2015 vl Augv) 2015 v! Medical Cannabis
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And, it can be used for searching non-agenda documents;such as resolutions,
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SECURITY SETUP
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User Security
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TRACKING TOOLS
Term Tracker
Term Tracker allows you to input background information about all your meeting officials, including
when their terms are due to expire. The system can even send you an email reminder shortly before
their terms are due to end.
Term Tracker Setup
l Active Ofrlcials l Inactive Officals User Defined Values User Defined Setup
Meeting Officials
Meeting Type(s): palm Springa Cety Council Updat•
oititrirt/posai.m Title: Councilmember
First Name: Last Name: Hutcheson
Term Starts: Term Ends:
Address 1: Address 2:
City: State/Zip: wit, Vi
Minutes Module Information
Can Vote in Minutes➢: • Yes No Sort der for ,
PGnutes List: `
Indude in • Yes No
Minutes Rol l Call9:
,Up,late
You can then run a detailed report about your officials:
Term Tracker Report
Hearin Type: Boaitl ul=.dluevnell
9 tatty Counul (Active: •Yes No All
Executive Committee
Date From: To:'.
Wkk WI
Column Label Filters Indude in
First Name: [�
Last Name: Iyl
Title: v
Address 1:
Address 2: .
City:.
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Quick List
Meeting
Type Position Name J Title _ Start End Act ve7
PALMSPRINGS Foat/Councilmember y
PALMSPRINGS Hutcheson/Councilmember Y
PALMSPRINGS Mills/Councilmember Y
PALMSPRINGS Tem Lewin/Mayor Pro y
PALMSPRINGS Pougnet/Mayor Y
Task Tracker
Often during the course of a meeting or even beforehand a request comes up that requires follow up
action on the part the clerk or a staff member. The Task Tracker is designed to provide you with a tool
for initiating, tracking and recording the outcome of various tasks. Utilizing the routing feature of
AgendaQuick,you can send attachments, add comments and even email requested information. It can
be used for items related to specific agenda items or for anything that comes up during the meeting.
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Task Tracker (New)
Meeting: 08/12/2015- Palm Springs City Council
3.PUBLIC COMMENT(Council Chamber).This time has been set aside for members of the public to address the
City Council on items contained only on the Closed Session Agenda.
.. _ __.._T ............
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Form I. Aaia
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Task: —
9bt Dabt j Deadline:
Tazkst*2 .: Nl w �' Renander Date:
Marj Smith n,
Remindee Emad: Jim Perkins
Desta Dickinson Y�
I
Reavired Action:
Attachments Fiscal Impact Routing Comments Email
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REFERENCES
Cypress, CA Denise Basham— City Clerk 714 229-6683
Brea, CA Karen O'Leary— Asst. City Clerk 714 990-7756
Yolo County, CA Beth Gabor- PIO 530 666-8042
Contra Costa County, CA Julie Enea- Sr. Deputy Administrator 925 335-1077
O'Fallon, MO Pam Clement — City Clerk 636 379-5555
Walla Walla,WA Kammy Hill— City Clerk 509 524-4348
Baytown, TX Leticia Brysch — City Clerk 281420-6504
Texas City, TX Justin Herter—Asst. to City Secretary 409 643-5926
Laredo, TX Elsa Hinojosa— City Clerk's Office 956 791-7466
Addison, TX Ronnie Lee— IT 972 450-2854
Collin County, TX Georgia Shepherd—Admin 972 548-4634
Del Rio, TX Amelia Moreno —Admin 830 774-8558
Sherman, TX Pam Cloer—Asst. to City Manager 903 892-7200
Gila County,AZ Marian Sheppard— Chief Clerk 928 402-8757
Yuma County,AZ Christy Isbell— Clerk of the Board 928 373-1107
Flagstaff,AZ Liz Burke— City Clerk 928 213-2076
Marana,AZ Jocelyn Bronson— Town Clerk 520 382-1999
Oro Valley,AZ Mike Standish— Deputy Town Clerk 520 229-4741
Greenburgh, NY Joan Dudek— Deputy Clerk 914 993-1504
Coon Rapids, MN Cathy Sorensen— City Clerk 763 767-6493
Clay County, FL Dawn Schull — ICT Division 904 541-5862
Broward County, FL Jo Bieber —Documents Manager 954 357-5444
We recently added the cities of Chino Hills and Redlands. They are now up and
running...
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Onsite Admin and User Training -Two days $3,500
Swagit Video Integration Fee Waived
Intent Digital Voting Integration Fee Waived
Active Directory Integration — if requested $2,500**
YEARLY HOSTING, MAINTENANCE&SERVICE
Year 2 $6,500
Year 3 $6,500
Year 4 $7,280
Year 5 $7,280
Unlimited Meeting Types refers to the ability to use AgendaQuick for all of your boards,
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*Ongoing, unlimited support calls are always available as part of the annual maintenance and support
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Active Directory Integration— if requested $2,500**
_.........................................I .-- I--.......................... ...... . . .. .............. ......... ......................
YEARLY MAINTENANCE & SERVICE
Annual Maintenance& Service
Year 2 $4,200
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Year $4,880
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*Unlimited Meeting Types refers to the ability to use AgendaQuick for all of your boards,
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for over 30 meeting types.
INSURANCE
1. Procurement and Maintenance of Insurance. Consultant shall procure and
maintain public liability and property damage insurance against all claims for injuries against
persons or damages to property resulting from Consultant's performance under this Agreement.
Consultant shall procure and maintain all insurance at its sole cost and expense, in a form and
content satisfactory to the City, and submit concurrently with its execution of this Agreement.
Consultant shall also carry workers' compensation insurance in accordance with California
workers' compensation laws. Such insurance shall be kept in full force and effect during the
term of this Agreement, including any extensions. Such insurance shall not be cancelable
without thirty(30) days advance written notice to City of any proposed cancellation. Certificates
of insurance evidencing the foregoing and designating the City, its elected officials, officers,
employees, agents, and volunteers as additional named insureds by original endorsement shall be
delivered to and approved by City prior to commencement of services. The procuring of such
insurance and the delivery of policies, certificates, and endorsements evidencing the same shall
not be construed as a limitation of Consultant's obligation to indemnify City, its elected officials,
officers, agents, employees, and volunteers.
2. Minimum Scope of Insurance. The minimum amount of insurance required
under this Agreement shall be as follows:
1. Comprehensive general liability and personal injury with limits of at least
one million dollars ($1,000,000.00) combined single limit coverage per occurrence and two
million dollars ($2,000,000) general aggregate;
2. Automobile liability insurance with limits of at least one million dollars
($1,000,000.00) per occurrence;
3. Professional liability (errors and omissions) insurance with limits of at
least one million dollars ($1,000,000.00) per occurrence and two million dollars ($2,000,000)
annual aggregate is:
required
is not required;
4. Workers' Compensation insurance in the statutory amount as required by
the State of California and Employer's Liability Insurance with limits of at least one million
dollars $1 million per occurrence. If Consultant has no employees, Consultant shall complete the
City's Request for Waiver of Workers' Compensation Insurance Requirement form.
3. Primary Insurance. For any claims related to this Agreement, Consultant's
insurance coverage shall be primary with respect to the City and its respective elected officials,
officers, employees, agents, and volunteers. Any insurance or self-insurance maintained by City
and its respective elected officials, officers, employees, agents, and volunteers shall be in excess
of Consultant's insurance and shall not contribute with it. For Workers' Compensation and
Employer's Liability Insurance only, the insurer shall waive all rights of subrogation and
13 Revised:4127/17
720599.1
contribution it may have against City, its elected officials, officers, employees, agents, and
volunteers.
4. Errors and Omissions Coverage. If Errors & Omissions Insurance is required,
and if Consultant provides claims made professional liability insurance, Consultant shall also
agree in writing either(1) to purchase tail insurance in the amount required by this Agreement to
cover claims made within three years of the completion of Consultant's services under this
Agreement, or (2) to maintain professional liability insurance coverage with the same carrier in
the amount required by this Agreement for at least three years after completion of Consultant's
services under this Agreement. Consultant shall also be required to provide evidence to City of
the purchase of the required tail insurance or continuation of the professional liability policy.
5. Sufficiency of Insurers. Insurance required in this Agreement shall be provided
by authorized insurers in good standing with the State of California. Coverage shall be provided
by insurers admitted in the State of California with an A.M. Best's Key Rating of B++, Class
VII, or better, unless otherwise acceptable to the City.
6. Verification of Coverage. Consultant shall furnish City with both certificates of
insurance and endorsements, including additional insured endorsements, effecting all of the
coverages required by this Agreement. The certificates and endorsements are to be signed by a
person authorized by that insurer to bind coverage on its behalf. All proof of insurance is to be
received and approved by the City before work commences. City reserves the right to require
Consultant's insurers to provide complete, certified copies of all required insurance policies at
any time. Additional insured endorsements are not required for Errors and Omissions and
Workers' Compensation policies.
Verification of Insurance coverage may be provided by: (1) an approved General and/or
Auto Liability Endorsement Form for the City of Palm Springs or (2) an acceptable Certificate of
Liability Insurance Coverage with an approved Additional Insured Endorsement with the
following endorsements stated on the certificate:
1. "The City of Palm Springs, its officials, employees, and agents are named as an
additional insured... " ("as respects City of Palm Springs Contract No. " or 'for any and all
work performed with the City"maybe included in this statement).
2. "This insurance is primary and non-contributory over any insurance or self-
insurance the City may have..." ("as respects City of Palm Springs Contract No. " or °/or any
and all work performed with the City" may be included in this statement).
3. "Should any of the above described policies be canceled before the expiration
date thereof, the issuing company will mail 30 days written notice to the Certificate Holder
named." Language such as, "endeavor to" mail and "but failure to mail such notice shall impose
no obligation or liability of any kind upon the company, its agents or representative" is not
acceptable and must be crossed out.
14 Revised:4l27117
720599.1
4. Both the Workers' Compensation and Employers' Liability policies shall contain
the insurer's waiver of subrogation in favor of City, its elected officials, officers, employees,
agents, and volunteers.
In addition to the endorsements listed above, the City of Palm Springs shall be named the
certificate holder on the policies.
All certificates of insurance and endorsements are to be received and approved by the City
before work commences. All certificates of insurance must be authorized by a person with
authority to bind coverage, whether that is the authorized agent/broker or insurance underwriter.
Failure to obtain the required documents prior to the commencement of work shall not waive the
Consultant's obligation to provide them.
7. Deductibles and Self-Insured Retentions. Any deductibles or self-insured
retentions must be declared to and approved by the City prior to commencing any work or
services under this Agreement. At the option of the City, either (1) the insurer shall reduce or
eliminate such deductibles or self-insured retentions with respect to the City, its elected officials,
officers, employees, agents, and volunteers; or (2) Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration, and defense expenses.
Certificates of Insurance must include evidence of the amount of any deductible or self-insured
retention under the policy. Consultant guarantees payment of all deductibles and self-insured
retentions.
8. Severability of Interests (Separation of Insureds). This insurance applies
separately to each insured against whom claim is made or suit is brought except with respect to
the limits of the insurer's liability.
15 Revised:4/27117
720599.1