Department of Public Works

BUREAU OF ENGINEERING

FORMAL WRITTEN COMMUNICATIONS

Revised: October 2017

Table of Contents

Page

Signature Authority ..................................................................................................... 1

General ....................................................................................................................... 1

City Engineer Signs ................................................................................................... 1

Executive Team Signs ............................................................................................... 2

Division/District/Group Managers Signs .................................................................... 2

Project Manager/Case Manager Signs ....................................................................... 2

Individuals with Specialized Assignments and Working Titles .................................... 2

Documents Formats ................................................................................................... 3

Correspondence to Other Governmental Agencies and the Public ........................... 3

Correspondence Directly to City Elected Officials ..................................................... 3

Correspondence to All Other Departments ................................................................ 3

Signature Blocks ......................................................................................................... 3

Correspondence Signed by the City Engineer ........................................................... 3

Correspondence Signed by a Division/District/Group Manager .................................. 3

Continuation Page(s) .................................................................................................. 4

Copies Correspondence and Contact References .................................................... 4

Contact References in Correspondence .................................................................... 4

The Council of the City of Los Angeles ...................................................................... 5

City Council Committee Assignments ........................................................................ 6

Figure 1 ..................................................................................................................... 7

Figure 2 ..................................................................................................................... 8

Figure 3 ..................................................................................................................... 9

Figure 4 ................................................................................................................... 10

Figure 5 ................................................................................................................... 11

Bureau of Engineering Home Page: http://boedata.eng Engineering Forms Website: http://engineering/forms/index.htm

SIGNATURE AUTHORITY

General

Signature authority should be delegated to the lowest level individual with full knowledge of the issue involved. Normally, this would be the same individual that would be expected to handle the matter on a verbal basis (telephone or in a meeting). Signatures may be elevated one or more levels higher than this point for review, approval and signature by a more experienced employee because of one or more of the following considerations:

• The item is for external distribution.

• The more binding nature and permanence of a written document may act asprecedent for the Bureau.

City Engineer Signs:

• Communications of policy, controversy or special interest.

• Communications establishing or interpreting new Bureau policy or establishingnew procedures.

• Communications addressed directly to the Mayor or Councilmembers.

• Interdepartmental Correspondence (IDC) to Department Heads.

• Communications addressed to Council Committee.

• Non-routine Council reports.

• Communications involving expenditure of large amounts of Bureau resources,heavy expenditure of funds, or commitment of staff or resources of more thanone Division or Group.

• All Board Reports.

• All Special Orders.

• Communications addressed directly to the Chief Legislative Analyst (CLA) orthe City Administrative Officer (CAO).

1

Chief Deputy and Deputy City Engineers Sign:

• All matters, reports, and documents of a non-controversial or policy nature beingforwarded officially to the City Council, Mayor's Office, or Board of Public Works.

• Non-routine requests made to other City departments or bureaus, or outsideagencies.

• Documents or correspondence originating with the Division/Group/Program Manager.

• Correspondence or reports (non-policy nature) to Councilpersons or Boardmembers originating with the Division/Group/Program Manager.

• Non-routine requests, transmittals or letters in reply to requests for informationand assistance, to outside agencies, other departments or bureaus, or the public.

• IDC to Department Heads.

Division/Group/Program Managers Sign:

• Communications to Council District Staff members of a routine informational nature.

• Form letters.

• IDC

• Routine requests, transmittals or letters in reply to requests for information andassistance, to outside agencies, other departments or bureaus, or the public.

• Notices originating from their division.

Project Manager/Case Manager Signs:

• Internal correspondence related to their projects.

• Routine external correspondence to other agencies.

Individuals with Specialized Assignments and Working Titles:

• Division/Group/Program Managers at the full Engineer/Architect or equivalentlevel with specialized assignments for the Bureau will sign items using theirspecial assignment title. Examples would be as Safety Officer.

2

DOCUMENT FORMATS

FONT Use Arial 12-point font for the body of the letter or memorandum which includes reference initials, enclosures, copy notations, and continuation pages.

Correspondence to Other Governmental Agencies and the Public:

• In general, all such correspondence should be prepared on letterhead. A MicrosoftWord template of the City letterhead with the current names of officials is availableon the Bureau of Engineering Intranet Forms Library Application.(http://boe.ci.la.ca.us/eforms/index.cfm?fuseaction=public.formlist&cid=5)

• The Modified-Block Style-Standard Format Letterhead (Figure 1) is the standardstyle for the City Engineer letterhead.

Correspondence Directly to City Elected Officials:

• Correspondence addressed directly to a City elected official (Mayor, Member ofCouncil, City Attorney, City Controller) is prepared on letterhead. (Figure 2)

• Correspondence addressed directly to an individual in an office headed by anelected official may be sent on City's IDC. (Figure 3)

Correspondence to All Other Departments:

All general correspondence sent to City departments, bureaus or offices not headed by an elected official shall utilize the City's IDC. (Figure 4)

SIGNATURE BLOCKS

Correspondence signed by the City Engineer:

• City Engineering Letterhead (Figure 2).

• Interdepartmental Correspondence (Figure 3).

Correspondence Signed by a Division/Group/Program Manager:

Items signed by a Division/Group/Program Manager should include the name on letterhead in the signature block. Both the Division/Group/Program and Bureau name should be on correspondence that is going outside the City.

• Interdepartmental Correspondence (Figure 4).

• City Engineer Letterhead (Figure 5).

3

CONTINUATION PAGES

Use plain paper of the same quality as the letterhead for all but the first page of correspondence. Use the same left and right margins used on the first page. Type the name of the addressee as indicated on the first line of page one, the date and the page number.

The Honorable Mary Smith January 1, 2013 Page 2

COPIES OF CORRESPONDENCE AND CONTACT REFERENCES

Copies of outgoing correspondence should be filed according to each of the Division, District, Group, or Program established filing procedure.

CONTACT REFERENCES IN CORRESPONDENCE

Always include a contact person and phone number in all correspondence. If the correspondence is addressed to an elected official, it should be someone from the Executive Office staff or a Division/Group/Program Manager. If the correspondence is addressed to any other staff member, a lower level employee is appropriate.

4

THE COUNCILOF THE CITY OF LOS ANGELES

JULY 2015-JUNE 2017

Council meets Tuesday, Wednesday, and Friday * in theJohn Ferraro Council Chamber, Room 340, City Hall, at 10 a.m.

*1st Friday of every other month at Van Nuys City Hall, Council Chamber, 14410 Sylvan Street, Van Nuys, at 10 a.m.

HERB J. WESSON, JR., PresidentMITCHELL ENGLANDER, President Pro Tempore

NURY MARTINEZ, Assistant President Pro Tempore

HOLLY L. WOLCOTT, City ClerkCity Hall, Room 395 (213) 978-1059

SHARON TSO, Chief Legislative AnalystCity Hall, Room 255, (213) 473-5713

BROADCAST COVERAGE OF CITY COUNCIL MEETINGS:

AUDIO: (213) 621-CITY (Metro) (310) 547-CITY (Harbor Area)(310) 471-CITY (Westside) (818) 909-9450 (Valley)

TELEVISION: CityView Channel 35

LIVE AND ON-DEMAND STREAMING VIDEO:http://lacity.org/city-government/elected-official-offices/city-council/council-and-committee-meetings/council-meeting

Address communications to:City Council, c/o City Clerk, Room 395

City Hall, 200 North Spring StreetLos Angeles, CA 90012-4801

Contact your Councilmember:

District Telephone (213) Room1st 473-7001 4602nd 473-7002 4353rd 473-7003 4154th 473-7004 4255th 473-7005 4406th 473-7006 4707th 473-7007 4558th 473-7008 4509th 473-7009 42010th 473-7010 43011th 473-7011 47512th 473-7012 40513th 473-7013 48014th 473-7014 46515th

Councilmember GILBERT A. CEDILLOPAUL KREKORIANBOB BLUMENFIELDDAVID E. RYUPAUL KORETZNURY MARTINEZMONICA RODRIGUEZMARQUEECE HARRIS-DAWSON CURREN D. PRICE, JR.HERB J. WESSON, JR.MIKE BONINMITCHELL ENGLANDER MITCH O'FARRELLJOSE HUIZARJOE BUSCAINO 473-7015 410

5

Effective May 5, 2017

COMMITTEE TIME AND LOCATION CHAIR VICE CHAIR MEMBER(S) LEGISLATIVE ASSISTANT ALTERNATE

ARTS, PARKS, AND RIVER 1st, 3rd Mondays O'FARRELL PRICE KORETZ Eric Villanueva Maria Espinoza

11 a.m., Room 1010 BLUMENFIELD 978-1075 978-1078

RYU

BUDGET AND FINANCE Mondays KREKORIAN ENGLANDER MARTINEZ Richard Williams Erika Pulst

2:00 p.m. , Room 1010 BLUMENFIELD 978-1071 978-1057

BONIN

ECONOMIC DEVELOPMENT 2nd, 4th Tuesdays PRICE CEDILLO KREKORIAN Adam Lid John White

1:00 p.m., Room 1010 O'FARRELL 978-1076 978-1072

HARRIS-DAWSON

ENERGY AND ENVIRONMENT 1st, 3rd Wednesdays MARTINEZ BLUMENFIELD KORETZ Zina Cheng Sharon Gin

3:00 p.m., Room 1010 CEDILLO 978-1537 978-1056

O'FARRELL

ENTERTAINMENT AND FACILITIES 2nd Tuesday O'FARRELL KREKORIAN BUSCAINO Michael Espinosa Erika Pulst

2:30, Room 1060 978-1064 978-1057

HEALTH, MENTAL HEALTH, AND EDUCATION 2nd, 4th Mondays RYU BUSCAINO ENGLANDER Zina Cheng Sharon Gin

10:30 a.m., Room 1010 978-1537 978-1056

HOMELESSNESS AND POVERTY 2nd, 4th Wednesdays HARRIS-DAWSON HUIZAR BONIN Eric Villanueva Michael Espinosa

3:00 p.m., Room 1050 CEDILLO 978-1075 978-1064

PRICE

HOUSING 1st, 3rd Wednesdays CEDILLO KORETZ HUIZAR John White Adam Lid

1:00 p.m., Room 1050 PRICE 978-1072 978-1076

HARRIS-DAWSON

INNOVATION, GRANTS, TECHNOLOGY, COMMERCE AND TRADE 1st, 3rd Tuesdays BLUMENFIELD BONIN KREKORIAN Michael Espinosa Eric Villanueva

1:00 p.m., Room 1010 BUSCAINO 978-1064 978-1075

VACANT

PERSONNEL AND ANIMAL WELFARE 1st, 3rd Wednesdays KORETZ RYU HARRIS-DAWSON Adam Lid Eric Villanueva

8:30 a.m., Room 1010 978-1076 978-1075

PLANNING AND LAND USE MANAGEMENT Tuesdays HUIZAR HARRIS-DAWSON ENGLANDER Sharon Dickinson - 978-1074

2:30 p.m., Room 350 CEDILLO Zina Cheng - 978-1537

PRICE

PUBLIC SAFETY 1st, 3rd Tuesdays ENGLANDER BUSCAINO BONIN Michael Espinosa John White

8:30 a.m., Room 1010 O'FARRELL 978-1064 978-1072

MARTINEZ

PUBLIC WORKS AND GANG REDUCTION 2nd, 4th Mondays BUSCAINO MARTINEZ PRICE John White Adam Lid

1:00 p.m., Room 350 O'FARRELL 978-1072 978-1076

RYU

RULES, ELECTIONS,INTERGOVERNMENTAL RELATIONS, AND NEIGHBORHOODS 3rd Friday WESSON HUIZAR HARRIS-DAWSON Richard Williams Erika Pulst

9:00 a.m., Room 340 978-1071 978-1057

TRANSPORTATION 2nd, 4th Wednesdays BONIN KORETZ HUIZAR Adam Lid Michael Espinosa

1:00 p.m., Room 1010 MARTINEZ 978-1076 978-1064

RYU

BOARD OF REFERRED POWERS WESSON KREKORIAN HUIZAR Alan Aliietti Erika Pulst

ENGLANDER 978-1080 978-1057

VACANT

AD HOC ON COMMUNITY CARE FACILITIES ENGLANDER HUIZAR BONIN Erika Pulst John White

PRICE 978-1057 978-1072

VACANT

AD HOC ON COMPREHENSIVE JOB CREATION PLAN KREKORIAN WESSON ENGLANDER Maria Espinoza Michael Espinosa

BLUMENFIELD 978-1078 978-1064

PRICE

AD HOC COMMITTEE ON IMMIGRANT AFFAIRS AND CIVIL RIGHTS CEDILLO HUIZAR MARTINEZ John White Adam Lid

PRICE 978-1072 978-1076

RYU

AD HOC COMMITTEE ON POLICE REFORM WESSON KORETZ ENGLANDER Michael Espinosa John White

HARRIS-DAWSON 978-1064 978-1072

VACANT

AD HOC ON THE 2024 SUMMER OLYMPICS WESSON CEDILLO BLUMENFIELD Erika Pulst Maria Espinoza

BUSCAINO 978-1057 978-1078

KREKORIAN

O'FARRELL

PRICE

COUNCIL CLERKS Alan Alietti 978-1080 Erika Pulst 978-1057 Sharon Gin 978-1056

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BOARD OF PUBLIC WORKS MEMBERS

KEVIN JAMES PRESIDENT

HEATHER MARIE REPENNING VICE PRESIDENT

MICHAEL R. DVIS PRESIDENT PRO TEMPORE

JOEL F. JACINTO COMMISSIONER

LUZ M. RIVAS COMMISSIONER

FERNANDO CAMPOS EXECUTIVE OFFICER

C I T Y O F L O S A N G E L E SC A L I F O R N I A

DEPARTMENT OF PUBLIC WORKS

BUREAU OF ENGINEERING

GARY LEE MOORE, PE, ENV SP CITY ENGINEER

1149 S. BROADWAY ST., SUITE 700 LOS ANGELES, CA 90015-2213

http://eng.lacity.org

ERIC GARCETTI MAYOR

AN E Q U AL E M P L O Y M E N T O P P O R T U N I T Y E M P L O Y E R Recyclable and made from recycled waste.

June 13, 2017 Figure 2

Honorable Mitchell Englander Councilmember, 12th District Room 405, City Hall

OVERVIEW OF THE BUREAU OF ENGINEERING

Dear Councilmember Englander:

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Sincerely,

Gary Lee Moore, PE, ENV SP City Engineer

GLM/doc2:gva File Path

Enclosure cc:

8

FORM GEN. 160 (Rev. 7-98)

CITY OF LOS ANGELES INTER-DEPARTMENTAL CORRESPONDENCE

Figure 3

Date: June 13, 2017

To: John R. Doe, Councilmember, Council District 12 Room 405, City Hall, Stop 370

From: Mati Laan, District Engineer Valley District, Bureau of Engineering 6262 Van Nuys Blvd., Room 351, Stop 939 (The full address is optional)

Subject: RECOMMENDED PROJECT FOR UPCOMING PRESENTATION

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JRD/doc3:gva File Path

Enclosure cc:

9

FORM GEN. 160 (Rev. 7-98)

CITY OF LOS ANGELES INTER-DEPARTMENTAL CORRESPONDENCE

Figure 4

Date: June 13, 2017

To: John Doe, Assistant Director Bureau of Sanitation, Suite 900

Stop 520

From: Ken Redd, Deputy City Engineer Executive Division, Bureau of Engineering 1149 S. Broadway, Suite 700, Stop 490 (The full address is optional)

Subject: CONFIRMATION OF AGREEMENT

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Enclosure cc:

10

BOARD OF PUBLIC WORKS MEMBERS

KEVIN JAMES PRESIDENT

HEATHER MARIE REPENNING VICE PRESIDENT

MICHAEL R. DVIS PRESIDENT PRO TEMPORE

JOEL F. JACINTO COMMISSIONER

LUZ M. RIVAS COMMISSIONER

FERNANDO CAMPOS EXECUTIVE OFFICER

C I T Y O F L O S A N G E L E SC A L I F O R N I A

DEPARTMENT OF PUBLIC WORKS

BUREAU OF ENGINEERING

GARY LEE MOORE, PE, ENV SP CITY ENGINEER

1149 S. BROADWAY ST., SUITE 700 LOS ANGELES, CA 90015-2213

http://eng.lacity.org

ERIC GARCETTI MAYOR

AN E Q U AL E M P L O Y M E N T O P P O R T U N I T Y E M P L O Y E R Recyclable and made from recycled waste.

June 13, 2017 Figure 5

Mr. James Doe Chief of Staff Office of Project Implementation 1120 N Street Sacramento, CA 94274

CANOGA AVENUE BRIDGE OVER LOS ANGELES RIVER

Dear Mr. Doe:

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If you have any questions, I can be reached at (213) xxx-xxxx. My mailing address is: 1149 S. Broadway, Suite 800, Los Angeles, CA 90015.

Sincerely,

Jane Doe, PE Division Engineer Bridge Improvement Division

JD/doc5:gva File Path

Enclosure cc:

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