1. CALL TO ORDER 3. ACTION ITEMS. 3a. Minutes of the Special Joint Meeting of the Board of Directors and the Executive Committee August 21, 2018

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1 Agenda Packet Page 1 of 7 A G E N D A SPECIAL JOINT MEETING OF THE BOARD OF DIRECTORS AND THE EXECUTIVE COMMITTEE THURSDAY, OCTOBER 11, 2018, 2:00 PM SOUTH BAY REGIONAL PUBLIC COMMUNICATIONS AUTHORITY SECOND FLOOR CONFERENCE ROOM 4440 W. BROADWAY, HAWTHORNE, CA CALL TO ORDER 2. PUBLIC DISCUSSION Members of the public will be given the opportunity to directly address the Board of Directors and the Executive Committee on any item listed on the agenda. 3. ACTION ITEMS 3a. Minutes of the Special Joint Meeting of the Board of Directors and the Executive Committee August 21, b. Resolution No Resolution of the Board of Directors of the South Bay Regional Public Communications Authority Establishing the Time and Place of Regular Public Meetings 3c. Appropriation of $1,733,647 from the Enterprise Fund Unreserved Balance and Authorization of These Funds to be Applied to the Amounts Due from Member Cities for the Communication Equipment Purchase with Motorola Solutions, Inc. 4. CLOSED SESSION Conference with Legal Counsel Anticipated Litigation Initiation of litigation pursuant to Subdivision (c) of Government Code Section (1 potential case)

2 Agenda Packet Page 2 of 7 MINUTES OF A SPECIAL JOINT MEETING OF THE BOARD OF DIRECTORS AND THE EXECUTIVE COMMITTEE August 21, CALL TO ORDER The Board of Directors and the Executive Committee convened in a special joint session at 2:00 PM on Tuesday, August 21, 2018, in the second floor conference room of the South Bay Regional Public Communications Authority, 4440 W. Broadway, Hawthorne, CA. ROLL CALL Present: Absent: Mayor Pro Tem Haidar Awad, City of Hawthorne Councilmember David Lesser, City of Manhattan Beach Councilmember Rodney Tanaka, City of Gardena City Manager Edward Medrano, City of Gardena City Manager Bruce Moe, City of Manhattan Beach Interim City Manager Arnie Shadbehr, City of Hawthorne None. Also Present: Executive Director Erick Lee Special Counsel Peter Wallin (via telephone) 2. PUBLIC DISCUSSION None. 3. ACTION ITEMS 3a. Minutes of the Special Joint Meeting of the Board of Directors and the Executive Committee July 24, 2018 The minutes of the special joint meeting of the Board of Directors and the Executive Committee on July 24, 2018 were approved by a unanimous vote of the Board of Directors and the Executive Committee. 4. CLOSED SESSION At 2:02 PM, the Board of Directors and Executive Committee entered into a closed session pursuant to the Government code sections and conference matters shown below. Page 1 of 2 Special Joint Meeting of the Board of Directors and the Executive Committee August 21, 2018

3 Agenda Packet Page 3 of 7 Conference with Legal Counsel Anticipated Litigation Initiation of litigation pursuant to Subdivision (c) of Government Code Section (1 potential case) At 2:14 PM, the meeting returned to open session, with no action taken in closed session. 5. ADJOURNMENT The meeting was adjourned at 2:15 PM. Page 2 of 2 Special Joint Meeting of the Board of Directors and the Executive Committee August 21, 2018

4 Agenda Packet Page 4 of 7 Staff Report South Bay Regional Public Communications Authority MEETING DATE: October 11, 2018 ITEM NUMBER: TO: FROM: SUBJECT: 3b Board of Directors Erick B. Lee, Executive Director RESOLUTION OF THE BOARD OF DIRECTORS OF THE SOUTH BAY REGIONAL PUBLIC COMMUNICATIONS AUTHORITY ESTABLISHING THE TIME AND PLACE OF REGULAR PUBLIC MEETINGS ATTACHMENTS: Resolution No. 319 RECOMMENDATION Staff recommends that the Board of Directors adopt Resolution No. 319 establishing the time and place of regular public meetings. DISCUSSION Article III, Section D of the Authority s Bylaws specifies that regular public meetings of the Board of Directors shall be held twice annually at a date, time and place established by resolution of the Board pursuant to the provisions of Section of the Government Code. A review of the Authority s records revealed that such resolution has not been adopted by the Board of Directors. In order to determine the schedule of regular meetings, a resolution of the Board needs to be adopted. Staff proposes that the two annual meetings be held on the third Tuesday of the months of January and March. During the month of January, election of the Chairperson and Vice Chairperson would occur. Additionally, staff would provide a midyear update on the current fiscal year budget. In March, staff would present the recommended budget for the next fiscal year to the Board of Directors for consideration and adoption. FISCAL IMPACT None. Page 1 of 1

5 Agenda Packet Page 5 of 7 RESOLUTION NO. 319 RESOLUTION OF THE BOARD OF DIRECTORS OF THE SOUTH BAY REGIONAL PUBLIC COMMUNICATIONS AUTHORITY ESTABLISHING THE TIME AND PLACE OF REGULAR PUBLIC MEETINGS WHEREAS, Article III, Section D of the Authority's Bylaws specifies that regular public meetings of the Board of Directors shall be held twice annually at a date, time and place established by resolution of the Board pursuant to the provisions of Section of the Government Code. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the South Bay Regional Public Communications Authority: The regular meetings of the Board of Directors of the South Bay Regional Public Communications Authority shall be on the third Tuesday of the months of January and March beginning at 2:00 PM. The meetings shall be held in the Authority s Conference Room located at 4440 West Broadway in Hawthorne, California. The secretary shall certify to the adoption of this Resolution by the Board of Directors of the South Bay Regional Public Communications Authority. Passed, approved, and adopted in a meeting held on the 11 th day of October, 2018 by the following vote: Ayes: Noes: Absent: Abstain: Rodney Tanaka, Chair Board of Directors Erick B. Lee, Secretary Executive Committee

6 Agenda Packet Page 6 of 7 Staff Report South Bay Regional Public Communications Authority MEETING DATE: October 11, 2018 ITEM NUMBER: TO: FROM: SUBJECT: ATTACHMENTS: 3c Board of Directors Erick B. Lee, Executive Director APPROPRIATION OF $1,733,647 FROM THE ENTERPRISE FUND UNRESERVED BALANCE AND AUTHORIZATION OF THESE FUNDS TO BE APPLIED TO THE AMOUNTS DUE FROM MEMBER CITIES FOR THE COMMUNICATION EQUIPMENT PURCHASE WITH MOTOROLA SOLUTIONS, INC. None RECOMMENDATION Staff recommends that the Board of Directors appropriate $1,733,647 from the Enterprise Fund unreserved balance and authorize these funds to be applied to the amounts due from member cities for the Communications Equipment Purchase with Motorola Solutions, Inc. (Motorola) as follows: From To Enterprise Fund Technical Services/Other Equipment Fund 10 Unreserved Balance Account # DISCUSSION In 2017, the Authority entered into an agreement with Motorola for the purchase of mobile and portable radios and accessories in the amount of $6,544, on behalf of its three (3) member cities and two (2) of its contract cities. These radios are necessary for these five (5) cities to operate on the Interoperability Network of the South Bay (INSB) radio network, which is under construction and anticipated to go-live in early The agreement with Motorola provided the Authority with a 40% discount on the equipment with no up-front payments due and no interest financing, provided that the balance is paid by the Authority by December 31, Additionally, the Authority entered into Communication Equipment Purchase and Reimbursement agreements with the five (5) cities that provide for the reimbursement of Page 1 of 2

7 funds for each city s share of the purchase. The amounts due from each of the three (3) member cities, as specified in these agreements, is as follows: CITY AGREEMENT AMOUNTS Gardena $ 1,540, Hawthorne $ 1,522, Manhattan Beach $ 1,673, TOTAL $ 4,736, Under terms of these agreements, the Authority must receive these reimbursements by November 1, The adopted Fiscal Year 2018/2019 budget estimated that the Authority would have an unreserved fund balance of $1,733,647 available for distribution to its members as of June 30, This amount was divided in proportion to each member s ownership share in the Authority, in accordance with its Bylaws, as follows: CITY AVAILABLE FUND BALANCE Gardena (32.08%) $ 556,154 Hawthorne (45.07%) $ 781,355 Manhattan Beach (22.85%) $ 396,138 TOTAL $ 1,733,647 Agenda Packet Page 7 of 7 As these available funds are monies that can be returned to each city, likewise they can also be credited towards the amounts owed under the Communication Equipment and Reimbursement agreements and therefore reduce the amount of additional funds that need to be transferred to the Authority by November 1, If approved by the Board of Directors, these funds would be applied to the amounts owed by each member. The revised amounts would be as follows: CITY AGREEMENT AMOUNTS LESS AVAILABLE FUND BALANCE REVISED AMOUNTS DUE Gardena $ 1,540, $ 556, $ 984, Hawthorne $ 1,522, $ 781, $ 740, Manhattan Beach $ 1,673, $ 396, $ 1,277, TOTAL $ 4,736, $ 1,733, $ 3,002, FISCAL IMPACT An appropriation of $1,733,647 is necessary. Unreserved funds allocated to each member in the Enterprise Fund are available for this purpose. 2 of 2