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Home My WebLink About2007/05/15 Item 6 CITY COUNCIL AGENDA STATEMENT ~~ CITYOF -=- CHUlA VISTA SUBMITTED BY: REVIEWED BY: MAY15,2007,fiem~ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AUTHORIZING THE CITY CLERK TO SUBMIT AN APPLICATION TO THE U,S. DEPARTMENT OF STATE, BUREAU OF CONSULAR AFFAIRS, TO DESIGNATE THE CITY CLERK'S OFFIh. . AS A PASSPORT ACCEPTANCE FACILITY SUSAN BIGEL ~Y CLERK CITY MANAGER i/ ITEM TITLE: 4/5THS VOTE: YES D NO ~ BACKGROUND The City Clerk's office has an opportunity to enhance customer service to our citizens, promote public relations, and generate revenue for the general fund by offering passport application services. Currently, the only authorized passport agent in Chula Vista is the post office on Oxford Street. With the implementation of new federal legislation requiring passports for all air travel to and from Mexico, Central and South America, the Caribbean, Bermuda, and Canada, there is an even greater need for this service; and passports will soon be required for those crossing the border by land or sea, possibly as early as January 1, 2008. The proposal is to provide customers with a one-stop operation, including photographs and mailing services. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a "Project" as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not applicable. / , , i MAY 15,2007, Item4- Page 2 of 4 DISCUSSION In order to strengthen border security and facilitate entry into the United States for U.S. citizens and legitimate international travelers, Congress recently passed the Western Hemisphere Travel Initiative to require travelers to and from Canada, Mexico, Central and South America, the Caribbean and Bermuda to present a passport or other accepted document to establish their identity and nationality to enter or re-enter the United States. The only authorized passport agent in Chu1a Vista is the post office on Oxford Street. The City Clerk's Office contacted the Los Angeles Regional Passport Agency (which is the agency that approves new agents on behalf of the U.S. Department of State, Bureau of Consular Mfairs) to discuss the feasibility of the City's designation as a passport acceptance facility. The Customer Service Manager indicated that there was a need for additional passport services in this area and forwarded the necessary application and information packet. The application process itself takes about two months, If the City's application is approved, the City Clerk's Office could begin providing the service as soon as staff training is completed and the equipment is purchased. Training consists of one eight-hour training class provided without charge by the Los Angeles Regional Passport Agency and completion of an on-line training class, Equipment needed include a computer, passport photo system, die cutter, a photo screen, and an acceptance agency seal, approximately $4,000 in start-up costs that would be offset by the revenue generated, Also needed would be postage and the use of a copier, which would be accommodated in the current budget. In addition, a dedicated telephone line would be established with recorded passport information, such as what is required to apply for a passport. To keep customers informed of the most up-to-date passport and international travel information, a link directly to the Los Angeles Regional Passport Agency would be posted on the City's website. The City Clerk's Office proposes to use existing staff initially to implement passport services and provide a one-stop operation for customers, including photographs and mailing services. The Senior Deputy City Clerk previously operated a passport application facility for Poway; thus, we have in-house expertise to guide the program. At the onset, services would be offered on a part-time, appointment-only basis. The duties of a half-time, bilingual Senior Office Specialist would be temporarily redistributed among other staff in the office in order to dedicate four hours per day to passport services. Additional City Clerk staff would be deputized to also serve as acceptance agents to ensure appropriate coverage. Duties ofthe passport agent would include: . Record and verifY customer identification . Review applications for completeness . Ensure that customers submit proper photos, citizenship documentation and fees . Administer passport oaths and witness signatures . Sign and seal applications . Forward routine and expedited applications separately on a daily basis . NotifY Passport Services of suspected passport fraud when applications are forwarded for processing 6-2 MAY 15, 2007, Item~ Page 3 of 4 A rnore detailed issuance process is included in attachment B. Once the program matures and revenues increase enough to offset the cost of a dedicated, full-time employee, the service may be expanded to longer hours and possibly to satellite locations. The City Clerk and Assistant City Manager/Library Director have discussed the benefits of eventually providing Saturday passport services at the South Chu1a Vista branch, a seryice not currently available anywhere else in the south bay. Because existing staff would initially perform passport services, implementation of the program would result in some temporary delays in filling research and records requests, further delays in long-term projects, and the inability to continue the digitization of older permanent and historic records. These seryices would be restored as soon as revenues increase enough to offset the cost of an additional employee. While there would be some temporary service reductions, the impacts would be far less than if staffing levels were reduced to meet requested budgetary reductions. Since the City would offer only passport application services, there would be no liability for the staff processing the application. The Los Angeles Regional Passport Agency, to whom all applications are sent, would provide the actual legal review of the documents and any follow-up to a suspicious application. Complaints or inquiries about the status of applications would be directed to the Los Angeles Regional Passport Agency. The area to provide this service should consist of a counter, including space for a small printer/copier, telephone, computer and office supplies; a seating/waiting area where applicants can complete forms; and an area large enough to facilitate taking photographs and accommodate families, since the passport agent must now actually see children before accepting applications for their passports. The preferred area would be the City Manager's currently unused lobby, which has adequate counter/desk space and a seating area that would take customers out of the main lobby, The passport agent could also serve as receptionist to City Manager customers who currently use a telephone on the counter to contact the City Manager's staff. Alternatively, a portion/corner of the main lobby would also work if the current lobby desk were moved to the front corner abutting the City Clerk's Office. Either would allow the City Clerk staff administering the program to have back-up, supervision, and access to assistance and copy machines. There are four significant benefits to becoming a passport acceptance facility: . Community Service - A passport acceptance facility is somewhat unique in that, other than the post office, no other organization in the community is authorized to offer this service. Having a passport acceptance facility at City Hall would provide a vital service to all citizens and a local source for residents to easily and conveniently obtain passport application forms and submit passport applications. . Positive Public Relations - The service to the community and positive interaction with the public would further promote the City. It would also offer an opportunity to promote other City services and opportunities available to the public. . New Revenue Source - The City would receive $30 for each application processed, from which only mailing costs (about $1 per application) would be deducted once start-up costs have been recovered. In addition, the City would receive $10 to $12 for passport photo services. 6-3 MAY 15, 2007, Item~ Page 4 of 4 . Community Economic Impact - People from surrounding communities who travel to Chula Vista to submit passport applications would have a positive impact on Chula Vista's economy, since many customers may decide to patronize other Chula Vista businesses while in the City. DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently the 500 foot rule found in California Code of Regulations section 18704.2(a)(1) is not applicable to this decision. FISCAL IMPACT For each passport application accepted, the City would collect and retain the $30 processing fee established by the federal government. It would cost approximately $1 per application to mail applications to the Los Angeles Regional Passport Agency; and the $30 processing fee would cover this cost. In addition, revenues would be increased by offering passport photos at $10 to $12 per set of two. Revenues generated would offset start-up costs. It is anticipated that part-time services would generate $50,000 or more in general fund revenue. ATTACHMENTS Passport Application Acceptance Process Memo of support from Deputy Mayor Jerry R. Rindone Resolution Prepared by: Susan Bigelow. City Clerk 6-4 6 u.s. Department Of State Bureau of Consular Affairs Passport Services Passport Application Acceptance Program PART I: #4-Application Acceptance Process II..~.-.". ,<.' ';0 . .... . i~."III'; \~! #l-Application Acceptance Process The passport appliG1tion acceptance process is detailed in the Passport Agent's Retelnlcc Cuide (PARC) on CO and covered In new "cJent trainlnc]. To give you a general sense of both the process and the time involved, the folloWlne] oLltllnes them on a step-by-step basis --==----== @"-..-Sl ~ i:;'iC' _~1S1 '~~~ CAJPPT/FO/CS.05/27/06 6-5 7 U.S. Department Of State Bureau of Consular Affairs Passport Services Passport Application Acceptance Program PART I: #4-Application Acceptance Process can't. II."""""" i? . \ I: . 'i~.. .. II,;. I.i ,'0,,'" ", ,", -~'. "'~':.."'. ""..':-' #3 - Does Customer Have... :J Proof of U.S. citizenship' .J Current photo 107 .J 2 pdSSport photographs? .J Appropriate fees7 .J Make sure the customer ilas dll of tile above before YOLl accept the application. [stimmed Iime ;.c. Minute CNPPT/FO/CS-05127/06 6-6 8 U.S. Department Of State Bureau of Consular Affairs Passport Services Passport Application Acceptance Program PART I: #4-Application Acceptance Process can't. 11/;'''''''' ,- .. (';'. ,.~. ;,: ", ,'''",,,,: \~" ' ->~. " ' -''''-'..:...:c.:'.'' #5 - NOle Customer's ID .J Record clIstomer's driver's license or other acceptable 10 on application. Retain I[) for" i. .J Obsc'rve that the clIstomer can be Identified by the picturt.1 on his/her identification. .J Observe that the photos helng submittt'cI Me an accurate current likt'ne')~ of the customer. Esttrnoted flrne ;,~, Minute CAlPPTIFQ/CS-OS/27/06 6-7 9 U.S. Department Of State Bureau of Consular Affairs Passport Services Passport Application Acceptance Program PART I: #4-Application Acceptance Process con't. II.~/.,c.",.". (:;:, '" ;i ':~. - ;"-' '.c,.J. #7 - Administer Passport Oath Acceptance ,Agent. 'Do you affirm that the statements in the application are true and complete to the hest of YOUI knowledge and helief7 Custor-ner Ye, fstlfnoted Time, '';, Minute -"'.." .)"-', '-'.;;, [;~i :.c.,"':'- #8 - Witness Signature ...J Have ClIstomer ':ilqn application in front of you .J Compare customer's signature on the ID and on and on the application (If they match, return 10 If not, make copy of 10 & return the 10 to the customer, After customer leaves, attach the copy to the application, following PARe instr'uctions ) (I [stlrnCltecl Titne' ;~ Minute CA/PPT/FO/CS-05/27/06 6-8 10 u.s. Department Of State Bureau of Consular Affairs Passport Services Passport Application Acceptance Program PART I: #4-Application Acceptance Process can't. CNPPTIF0/CS-05/27/06 6-9 II U.S. Department Of State Bureau of Consular Affairs Passport Services Passport Application Acceptance Program PART I: #4-Application Acceptance Process can't. _./,..<. " ,., , .'., /: - '" i'>.Le! #12 - Before Customer leaves... U DO LJ B L E [H F C 1< for Completeness Application complete hy (US to mer . All reqLllred SlgnatLlles . Parental permission for chrldren umler 14 Citj7l'tl'-Jhip dOcutllE'tltatlcHl (plus palental relationship documentation for chllchen under 14) . Estimated rime. >c' Miflute CAJPPT/FO/CS-05/27/06 6-10 12 U.S. Department Of State Bureau of Consular Affairs Passport Services Passport Application Acceptance Program PART I: #4-Application Acceptance Process con't. 11/......". , ,-' '.- -'.\ :: . 'I <' ,.,. ' ",: ".'. '.^. ".' d ,-. .,~, ">'-~,.--",); #13 - Assemble Passport Application :J Acceptance Agent attaches second photo. citizenship documentation: parental pennission dnd relationship documentation for children under 14: and passport fees to the application J.cccndlnq to instructions in the PARG .J If frauel is suspected. follow specldllllStlllctlons Estimated Time. y, ('vlit/Lltt' a....... "/ " " " " . ,- i' _, "" [~. .::~) #14 - Complete Dailv Transmittal FormlsJ ~ By ~acility, each day all routine applications are entered on a group transmittal form(sl, Indlcatln~J facility information dnd customers' na.mes dates of birth. phone numbers dnd fees collected '-l Separate transmittals art' needed for applications recelvinq separate hancJlinq (e CJ., ex.peditecf:, Fstimated Tllne.' 1- 5 Minutes CAlPPT/FO/CS-05/27/06 6-11 u.s. Department Of State Bureau of Consular Affairs Passport Services Passport Application Acceptance Program PART I: #4-Application Acceptance Process can't. DJ'.'" (:~".""."'I,".".':i " ", .. '.~' '., ," ,'.,.."C #15 - Mail Executed Applications & Transmittals At the end of each day, Acceptance Agent Illalls applications and accompanying documents ,multiple applications In the Sdllle envelope, Cjrouped by type e.Cj , all routine applications toCjether! to specified dddresses tor proCE.''lSlng. Est;n1oted Time" .")-' S Minutes (End of the /Jay) _/,~;c,"i'; -' .', " .. '. .', "".'1.1' __.j' """0"'-' Total Time Required to Accept Passpon Applications ..J Per Application Accepted: 5-6 Minute Averaqe ..J At the End of the llay - lor All Applications Accepted' 5-15 Minutes (Some of this rime' may be durin~J the deW for indiVidually expedited applications or hdnucarries.1 CAlPPT/FO/CS.05/27/06 6-12 13 Mayor and City Council City Of Chula Vista 276 Fourth Avenue Chula Vista, Ca 91910 CllY OF 619.691.5044 - 619.476.5379 Fax CHUlA VISTA MEMO Tuesday, April 24, 2007 TO: The Mayor and City Council FROM: Jerry R. Rindone, Deputy Mayor RE: Passport Services Recently, Congress passed the Western Hernisphere Travel Initiative (WHTI) which will require all travelers to and from Canada, Mexico, Central and South America, the Caribbean and Bermuda to present a passport or other accepted document that establishes the bearer's identity and nationality to enter or re-enter the United States, This goal is to strengthen border security and facilitate entry into the United States for U,S. citizens and legitimate international travelers. For rnany years, U,S. citizens and some citizens of other countries in the Western Hernisphere have not been required to present a passport to enter the United States. Currently, a traveler rnay make a verbal declaration of citizenship, or present other forrns of docurnents to enter the country that cannot currently be validated or verified in a tirnely rnanner, such as birth certificates and driver's licenses, In the proposed imp1ernentation plan, the initiative will be executed in two phases. The proposed tirneline will be as follows: January 23, 2007 - Passports, Merchant Mariner Docurnents (MMDs) or NEXUS Air cards would be required for all air travel from within the Western Hemisphere for citizens of the United States, Canada, Mexico, and Berrnuda. January 1, 2008 - It is anticipated that US citizens traveling between US and Canada, Mexico, Central and South America, the Caribbean, and Bermuda by land or sea may be required to present a valid U,S. passport or other documents as determined by the Department of Horneland Security. June 1, 2009 -- While recent legislative changes may permit this later deadline, both the Departrnent of State and Homeland Security are working to put all requirements in place by the original deadline of January 8, 2008, 6-13 Interestingly enough, not only will adults need passports, but children who are entering the u.s. at airports or crossing the borders will need passports as welL In fact, passports will be required of everyone who is crossing the borders. More importantly, people who apply for entry into the United States, but who do have appropriate documentation, will be referred for secondary screening at the port, Consequently, to prevent a delay at the ports of entry, the State Department is encouraging all U.S. citizens to obtain the appropriate documents before they travel. As you rnight well irnagine, in light of this recent legislation, many of our current and future residents will be in need of a passport, Currently, the only authorized passport agent in Chula Vista is the post office located on Oxford Street, I would like to support Susan Bigelow's proposal that we initiate a passport service through the City Clerk's office, Not only will this passport service provide a valuable service for our residents, but it will generate additional revenues for our city. To initiate her no-cost proposal, Ms. Bigelow will have existing staff rnernbers serve constituents on a by-appointment, part-time basis until sufficient revenues are generated that would support the hiring of an ernployee to staff the prograrn full time. She anticipates that the generated revenues will more than offset the cost of providing the service, More importantly, by offering this service to residents, we will enhance our service to the comrnunity, encourage positive interactions between the public and city ernployees, and prornote a favorable image of our city. For these reasons, I ask you to join with me in supporting the establishment of a passport service that will be handled through the City Clerk's office. 6-14 RESOLUTION NO. 2007- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AUTHORIZING THE CITY CLERK TO SUBMIT AN APPLICATION TO THE U.S. DEPARTMENT OF STATE, BUREAU OF CONSULARAFF AIRS, TO DESIGNATE THE CITY CLERK'S OFFICE AS A PASSPORT ACCEPTANCE FACILITY WHEREAS, the City Clerk's Office has an opportunity to enhance customer service to citizens, promote public relations, and generate revenue for the general fund by offering passport application services; and WHEREAS, the post office on Oxford Street is currently the only authorized passport agent in Chu1a Vista; and with the implementation of federal legislation requiring passports for travel to and from Mexico, Central and South America, the Caribbean, Bermuda, and Canada, there is a need for additional passport services for local and regional citizens. NOW, THEREFORE, BE IT RESOLVED that the City Council ofthe City of Chu1a Vista hereby authorizes the City Clerk to submit an application to the U. S. Department of State , Bureau of Consular Affairs, to designate the City Clerk's Office as a passport acceptance facility. Submitted by: Approved as to form Susan Bigelow, MMC, City Clerk ~'U)[Q(\f\ ~)J Ann Moore, City Attorney , 6-15