I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 22nd day of April 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
MELISSA RHODES
CITY CLERK OF THE CITY OF ANTIOCH
EXHIBIT "1"
AMENDMENT NO. 4 TO AGREEMENT
FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE
BRACKISH WATER DESALINATION PROJECT
P.W. 694
THIS FOURTH AMENDMENT TO THE AGREEMENT FOR BRACKISH WATER DESALINATION is entered into this 22nd day of April 2025, by and between the CITY OF ANTIOCH, a municipal corporation ("City") and COM SMITH, INC., their address is 75 State Street, Boston, MA 02109 ("Consultant").
RECITALS
WHEREAS, on June 9, 2020, City and Consultant entered into an Agreement for Professional Consultant Services for the Brackish Water Desalination Project ("Agreement") in the amount of $4,414,210.00;
WHEREAS, on April 1, 2021, City amended the scope of services for Consultant with no increased compensation;
WHEREAS, on November 15, 2022, City increased the compensation for Consultant in the amount of $3,368,706 for a total contract amount of $7,782,916 and extended the term of the agreement to December 31, 2024; WHEREAS, on October 8, 2024, City increased the compensation for Consultant in the amount of $455,604 for a total contract amount of $8,238,520 and extended the term of the agreement to June 30, 2025;
WHEREAS, the Consultant requires additional time and resources to complete the contracted scope of work for the Agreement due to unforeseen circumstances that delayed the deliverables, and City desires to extend the term of the Agreement to December 31, 2025, and increase the total compensation to $8,526,913; and WHEREAS, City Council has considered and approved such amendments.
NOW, THEREFORE, THE PARTIES DO MUTUALLY AGREE AS FOLLOWS:
1. Section 1 "SERVICES" shall be amended to read as follows:
"Subject to the terms and conditions set forth in this Agreement, Consultant shall furnish all technical and professional services including labor, material, equipment, transportation, supervision, and expertise to provide to City the services described in the Scope of Work attached as Exhibit A to the Agreement, Exhibit A to Amendment No. 1, Exhibit A to Amendment No. 2, Exhibit A to Amendment No. 3, and Exhibit A to Amendment No. 4 and incorporated herein at the time and place and in the manner specified therein ("Services")."
2. Section 1.1 "Term of Services" shall be amended to read as follows:
"The term of this Agreement shall begin on the Effective Date and shall end on December 31, 2025, and Consultant shall complete the Services prior to that date described in Exhibit A to the Agreement, Exhibit A to Amendment No. 1, Exhibit A to Amendment No. 2, Exhibit A to Amendment No. 3, and Exhibit A to Amendment No. 4 unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the Services required by this Agreement shall not affect the City's right to terminate the Agreement under Section 8."
3. Section 2 "COMPENSATION" shall be amended to read as follows:
"City hereby agrees to pay Consultant a sum not to exceed Eight Million Five Hundred Twenty-Six Thousand Nine Hundred Thirteen Dollars ($8,526,913), notwithstanding any contrary indications that may be contained in Consultant's proposal, for Services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Exhibit A to the Agreement, Exhibit A to Amendment No. 1, Exhibit A to Amendment No. 2, Exhibit A to Amendment No. 3 and Exhibit A to Amendment No. 4, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for Services rendered pursuant to this Agreement at the time and in the manner set forth below. The payments specified below shall be the only payments from City to Consultant for Services rendered pursuant to this Agreement. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person.
2 Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the Services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the Parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement."
All other terms and conditions of the Agreement shall remain in full force and effect.
CITY OF ANTIOCH:
By: ____________ _
Bessie Marie Scott, City Manager
ATTEST:
Melissa Rhodes, City Clerk
APPROVED AS TO FORM:
Derek Cole, Interim City Attorney
3 COM SMITH, INC.
By: ____________ _
Hala Z. Titus, Sr. Vice President
-f
CDM.th Sm1
2300 Clayton Road, Suite 950
Concord, CA 94520
Tel: 925 933-2900
April 8, 2025
Mr. Scott Buenting
Mr. Joe Sbranti
City of Antioch
200 'H' Street
Antioch, CA 94509-1005
EXHIBIT "A"
Subject: Brackish Water Desalination Construction Management Services Exhibit A: Contract Amendment No. 5 for Extended Services Dear Scott and Joe,
COM Smith has prepared this contract amendment exhibit to extend the duration for providing construction management services because of the revised and extended project schedule proposed by the construction contractor. The scope of construction management services to be provided under this Amendment No. 5 will be as described in Tasks 2 through 7 in the current Agreement, including Amendment No. 1, Amendment No.2, Amendment No.3 (authorization to use Task 8 Optional Services to support Tasks 2 through 7) and Amendment No.4.
This exhibit describes the key assumptions used to estimate the level of effort for COM Smith and its subconsultants. The estimate includes the continued cost of construction management services broken down into two levels of continued support. Additionally, this amendment also provides the (1) estimated costs for inspection services on brine pipeline and HVAC enclosure install; and (2) estimated cost for COM Smith construction manager support during Shimmick's claims and time impact analysis review. The estimated total costs to provide all services listed above is $288,393.
Billing rates have not been escalated since Amendment No.2 executed in 2022. If the construction schedule extends past October 2025, billing rate escalations would be required to continue support on the project.
Based on COM Smith's and its subconsultants current expenditure rate, we expect our currently approved upper limit of$8,238,520 will be expended in April.
For any questions regarding information presented in this memorandum, please contact COM Smith Principal-in-charge Servando Molina ([email protected]) or COM Smith Project Manager Anusha Kashyap ([email protected]).
WATER+ ENVIRONMENT+ TRA NSPORTATION + ENERGY + FACILITIES -+ CDMthSml
City of Antioch Brackish Water Desalination Construction Management Services (PW 694) April 8, 2025
Section 1. Continued Construction Management Services
Level 1: Continued Construction Management Services through partial final completion
The level of effort by COM Smith and its subconsultants is driven by the assumed extended project construction duration and the associated staffing needs. These key assumptions include:
1. The project construction schedule has changed since our previous amendment. Per the most recent draft mitigated schedule, partial substantial completion (includes 7-day performance test using non-brackish river water) is scheduled to occur around the third week of April with partial final completion (includes completion of punch list) scheduled to occur around the fourth week of May. This level 1 estimate assumes COM Smith support on the project through partial substantial completion.
2. Key Staffing Assumptions:
a. The construction manager, Rudy Zelmer, will support the project full time through May 2025. During this time Rudy will be partially remote on the project; Noel Cruz (COM Smith's project engineer) and/or Ron Torres Oead inspector) will be on call for any issues that require site presence within an hour or two of notice.
b. The project engineers, Noel Cruz and one staff/office engineer will continue to assist Rudy on change orders and project closeout. It is assumed that the project engineer and staff engineer will work on this project up to 11 days in the month of April and up to 5 days in the month of May.
c. The lead inspector, Ron Torres, will work part time through May; up to 2 days per month. d. The electrical and l&C inspector, Cesar Monterrosa, will work part time through May; up to 2 days per month.
e. Services from the Labor Compliance Monitoring subconsultant on Task 7 will continue through May 2025.
f. In addition to the key staff assumptions listed above, additional hours will also be incurred for regular project management activities such as invoicing and budgeting through June 2025.
Level 2: Continued Construction Management Services through final completion The level of effort by COM Smith and its subconsultants is driven by the assumed extended project construction duration and the associated staffing needs. These key assumptions include:
0 I -i
CDMthSm1
City of Antioch Brackish Water Desalination Construction Management Services (PW 694) April 8, 2025
Page3
1. Per the most recent draft mitigated schedule, final completion (includes 30-day performance test using brackish water) is scheduled to occur in August. It is assumed the contractors would demobilize in May after partial final completion and remobilize in July.
2. Key Staffing Assumptions:
a. The construction manager, Rudy Zelmer, will support the project part time in July, August and September; up to 11 days per month during that time. During this time Rudy will be fully remote on the project; Noel Cruz (COM Smith's project engineer) and/or Ron Torres (lead inspector) will be on call for any issues that require site presence within an hour or two of notice.
b. The project engineers, Noel Cruz and one staff/office engineer will support project closeout activities in September. It is assumed that the project engineer and staff engineer will be available up to 2 days in September.
c. Services from the Labor Compliance Monitoring subconsultant on Task 7 will occur in July, August and September.
d. In addition to the key staff assumptions listed above, additional hours will also be incurred for regular project management activities such as invoicing and budgeting through October.
Section 2. Inspection Services on Brine Pipeline Modification and HVAC Enclosure
Key Assumptions for Estimating Level of Effort
1. The level of effort estimates under this section included inspection services by COM Smith subconsultant RMA on the brine pipeline modification and RO HVAC enclosure. This section also includes minimal oversight by COM Smith construction manager, RMA and COM Smith project management services and labor compliance monitoring. It is assumed the brine pipeline modification and HVAC enclosure install will occur in May and June.
2. Key Staffing Assumptions:
a. The lead inspector, Ron Torres, will work part time in May and June; up to 3 weeks in May and up to one week in June.
b. The construction manager, Rudy Zelmer, will provide off-site support during this period; up to 2 days per month in May and June.
c. Services from the Labor Compliance Monitoring subconsultant on Task 7 will occur in May and June.
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City of Antioch Brackish Water Desalination Construction Management Services (PW 694) April 8, 2025
Page4
d. In addition to the key staff assumptions listed above, additional hours will also be incurred for regular project management activities such as invoicing and budgeting in May and June.
Section 3. Construction Manager support during claims review Key Assumptions for Estimating Level of Effort
1. The level of effort by COM Smith is driven by claims and time impact analysis review support that COM Smith is providing for construction contractor's claims against the City. It assumed that COM Smith will not develop the time impact analysis but will provide review /feedback on the time impact analysis completed by the City's lawyers.
2. Key Staffing Assumptions:
a. The construction manager, Rudy Zelmer, will continue to support claims and time impact analysis reviews from June through October. During this time Rudy will be working remote on the project. It is assumed Rudy will be available up to 20 hours per month (100 hours in total) to support claims and time impact analysis reviews. b. Since the claims review /support is scheduled to occur concurrent with the continued construction management services described in Section 1, no additional time for regular project management activities is assumed. However, if this schedule is revised and/or extended, additional hours for COM Smith regular project management activities would be required. COM Smith Project Manager, Anusha Kashyap, will track this schedule closely and inform the City if any variances are noted.
CDMthSml
City of Antioch Brackish Water Desalination Construction Management Services (PW 694) April 8, 2025
Budget Table
Table 1 presents COM Smith's budget status as of the August invoice:
TASK BUDGET
Remaining Budget as of April 5, 2025 (Task 2 $45,212.76 1 through 7)
Additional Funding requested under Amendment 5
Section 1. Continued Construction $229,305
Management Services through partial final
completion
Level 1: Continued Construction $139,635
Management Services through partial
final completion
Level 2: Continued Construction $89,670
Management Services through final
completion
Section 2. Inspection Services on Brine Pipeline $36,288 Modification and HV AC Enclosure
Section 2. Construction Manager support $22,800
during claims review
TOT AL requested funding under $288,393
Amendments
Note 1: COM Smith is currently working on finalizing the March 2 through April 5 invoice on the project. The remaining budget reported is reflective of the amount in this forthcoming invoice. 0 DATE:
TO:
SUBMITTED BY:
APPROVED BY:
SUBJECT:
CITY OF
ANTIOCH
CALIFORNIA
STAFF REPORT TO THE CITY COUNCIL
Regular Meeting of April 22, 2025
Honorable Mayor and Members of the City Council
Lori Medeiros, Administrative Analyst II
Scott Buenting, Public Works Director/City Engineer?
Consideration of Bids for the L Street Pathway to Transit - Bicycle and Pedestrian Improvements, Phase 1; P.W. 234-15
RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution awarding the construction agreement to the lowest, responsive, and responsible bidder, E.E. Gilbert Construction, Inc., for the L Street Pathway to Transit- Bicycle and Pedestrian Improvements, Phase 1 in the amount of $1,461,547.02, with an additional $75,000 contingency for a total amount not to exceed $1,536,547.02; and authorizing the City Manager to execute the construction agreement in a form approved by the City Attorney.
FISCAL IMPACT
The FY 2024/25 Capital Improvement Budget includes $1,200,000 of Measure J funding and $1,469,000 of One Bay Area Grant 2 (OBAG2) funds for the L Street Pathway to Transit - Bicycle and Pedestrian Improvements, Phase 1 (Project).
DISCUSSION
On March 25, 2025, six (6) bids were received and opened, as shown on the attached tabulation. The low bid was submitted by E.E. Gilbert Construction, Inc. of Martinez in the amount of $1,461,547.02. The bids have been checked and found to be without errors or omissions.
This project will consist of improving connectivity and pedestrian safety along L Street by repairing and reconstructing deteriorating or uneven concrete curb, gutter, sidewalk, driveways and curb ramps, performing minor median island modifications, pavement resurfacing, and installing pedestrian safety flashing beacons at various locations. The project will also include re-striping to provide a Class 11 bike lane on L Street from 10th Street to the Antioch Marina circle and a Class 111 bike route from Lemontree Way to Sycamore Drive.
T
Agenda Item #
CITY OF
ANTIOCH
CALIFORNIA
STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of April 22, 2025
TO: Honorable Mayor and Members of the City Council
SUBMITTED BY: Monserrat Cabral, Youth Services Network Manager APPROVED BY: Tasha Johnson, Public Safety and Community Resources Director 1:j'
SUBJECT: Amendment No. 2 to the Consulting Services Agreement with One Day at a Time (ODAT) increasing the amount by $602,000, with fiscal sponsor Community Initiatives, for the 2022-25 City of Antioch's California Violence Intervention and Prevention program (CALVIP)
RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution approving the second amendment to the Consulting Services Agreement with One Day at a Time (ODAT), with fiscal sponsor Community Initiatives, for the 2022-25 City of Antioch's California Violence Intervention and Prevention (CalVIP) in the amount of $602,000, not to exceed $942,000, extending the term of the agreement through June 30, 2026, and authorizing the City Manager or designee to execute the second amendment to the Consulting Services Agreement in a form approved by the City Attorney.
FISCAL IMPACT
This action increases the amount of the Consultant Services Agreement with ODAT by $602,000 in CalVIP grant funding for a total not to exceed $942,000. There is no impact to the City's General Fund.
DISCUSSION
In response to significant implementation delays and prolonged staffing vacancies experienced during the initial phases of the CalVIP Cohort 4 Grant cycle, the City of Antioch proactively submitted a grant modification request to the Board of State and Community Corrections (BSCC). The BSCC approved the request and extended the expenditure deadline to December 31, 2025, and the audit eligibility period through June 30, 2026. This extension provides the City with critical runway to recover from early setbacks, fully leverage remaining CalVIP resources, and deepen the impact of its violence prevention programming in the community.
As part of the approved grant modification, the City also proposed and received approval to reallocate a significant portion of unspent salary savings, originally reserved for City administered staffing, directly to community-based nonprofit organizations (NGOs). This Agenda Item U
Antioch City Council Report
April 22, 2025 Agenda Item U
strategic shift reflects the City's recognition of the immediate capacity and proven reach of grassroots practitioners who maintain trusted relationships in Antioch's most impacted neighborhoods. As a result, $1,425,001 in CalVIP funds will now be invested in frontline, community-embedded services that ensure both immediacy and authenticity in outreach, engagement, and intervention.
Among the revised allocations, ODAT is slated to receive $942,000 to lead the Peacemaker Fellowship® strategy under the Uplifting Peace program. ODAT's responsibilities include recruiting, hiring, and supporting additional Neighborhood Change Agents who serve as transformational mentors to participants at the highest risk of gun violence involvement.
Through consistent, street-level engagement, ODAT plays a critical role in interrupting cycles of retaliation, offering healing pathways, and fostering long-term opportunity. To ensure high-quality delivery of this expanded scope, Advance Peace, the City's technical assistance and fidelity partner, will significantly scale its training, oversight, and monitoring role.
In parallel with the grant modification, the City executed a First Amendment to the Consulting Services Agreement with ODAT on July 1, 2024, which extended the term of services through June 30, 2025, and updated the scope of services to include expanded deliverables such as:
• Internships and travel stipends for participants;
• Recognition of participant milestones and growth;
• Visits to colleges, job fairs, and violence prevention conferences; • Public speaking and presentation opportunities for participants; and • Emergency services and other individualized supports.
Amendment No. 1 extended only the timeline of services and did not include the budget increases required for this expanded level of operations. Since then, with BSCC's subsequent approval of a no-cost extension and program expenditure deadline through December 31, 2025, the City now has both the authority and resources to fund the enhanced programming and deepen its impact through community-led strategies.
ATTACHMENTS
A. Resolution
B. Budget
RESOLUTION NO. 2025/xx
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH AUTHORIZING
THE SECOND AMENDMENT TO THE CONSUL TING SERVICES AGREEMENT
WITH ONE DAYAT A TIME, WITH FISCAL SPONSOR, COMMUNITY INITIATIVES,
FOR PROGRAM DELIVERY AND IMPLEMENTATION FOR THE CITY OF
ANTIOCH'S CALIFORNIA VIOLENCE INTERVENTION AND PREVENTION (CALVIP) PROGRAM, INCREASING THE AMOUNT BY $602,000 AND EXTENDING THE TERM OF SERVICES THROUGH JUNE 30, 2026
WHEREAS, the City of Antioch was awarded funding under the California Violence Intervention and Prevention (CalVIP) Cohort 4 Grant cycle by the Board of State and Community Corrections (BSCC) to support the development and implementation of community-based violence prevention strategies; and
WHEREAS, the City experienced significant implementation delays and prolonged staffing vacancies during the initial phases of the grant cycle, which impeded full execution of the original program design; and
WHEREAS, to address these delays and optimize the use of remaining CalVIP resources, the City proactively submitted a grant modification request to the BSCC, which was subsequently approved; and
WHEREAS, the BSCC extended the CalVIP expenditure deadline to December 31, 2025 and the audit eligibility period through June 30, 2026, allowing the City to deepen the impact of its violence prevention programming; and
WHEREAS, the City proposed, and BSCC approved, a reallocation of unspent salary savings-originally designated for City staff-toward community-based nonprofit organizations to support direct intervention and outreach efforts; and WHEREAS, the City executed a First Amendment to the Consulting Services Agreement with One Day at a Time (ODAT) on July 1, 2024, extending the agreement through June 30, 2025 and updating the scope of services to include expanded deliverables under the Uplifting Peace initiative; and
WHEREAS, although the First Amendment extended the contract term, it did not incorporate the revised budget needed to fully support implementation of the expanded program components; and
WHEREAS, the BSCC has since approved the full revised budget and a no-cost extension, allowing continued programming through December 31, 2025 and administrative closeout through June 30, 2026; and
WHEREAS, the revised budget includes increasing the allocation of CalVIP grant funds to $942,000 to ODAT to implement the Peacemaker Fellowship® strategy.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby approves the second amendment to the agreement with ODA T, increasing funding by $602,000 for a total amount not to exceed $942,000 to support expanded programming under the Uplifting Peace initiative, and authorizing the City Manager or designee to execute the amendment in a form approved by the City Attorney. * * * * * * * *
I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 22nd day of April 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
MELISSA RHODES
CITY CLERK OF THE CITY OF ANTIOCH
CITY OF
ANTIOCH CALIFORNIA
STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of April 22, 2025
TO: Honorable Mayor and Members of the City Council
SUBMITTED BY: Monserrat Cabral, Youth Services Network Manager APPROVED BY: Tasha Johnson, Public Safety and Community Resources Director -a-
SUBJECT: Amendment No. 3 to the Consulting Services Agreement with Advance Peace increasing the amount by $50,000 for Support of the City of Antioch's California Violence Intervention and Prevention program (CAL VIP)
RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution approving the third amendment to the Consulting Services Agreement with Advance Peace for Technical Assistance/Support, Training and development for the 2022-25 City of Antioch's California Violence Intervention and Prevention (CalVIP) in the amount of $50,000 and authorizing the City Manager or designee to execute the third amendment to the Consulting Services Agreement in a form approved by the City Attorney.
FISCAL IMPACT
This action increases the Consultant Services Agreement amount by $50,000 in CalVIP grant funding for a total not to exceed $485,000. The fiscal year 2024/25 CalVIP budget for Advance Peace will need to be carried forward into fiscal year 2025-26. There is no impact on the City's General Fund, as this is fully supported by CalVIP funding.
DISCUSSION
On May 1, 2023, the City of Antioch entered into an Agreement for Consultant Services with Advance Peace, with Safe Passages serving as fiscal sponsor, to support implementation of the 2022-25 California Violence Intervention and Prevention (CalVIP) Grant Program. The $435,000 agreement funds technical assistance, capacity-building, training, and strategic development to support the City's community-based violence reduction efforts.
In July 2024, City Council approved Amendment 1 to the agreement, formally recognizing Advance Peace as the sole contractor, following their decision to no longer operate under a fiscal sponsor. This shift reflected the organization's growing operational capacity and independence in managing grant funds and fulfilling contractual obligations.
Agenda Item V
Antioch City Council Report
April 22, 2025 Agenda Item V
In November 2024, the City Council approved Amendment 2 to correct and realign the budget and payment schedule outlined in the original contract. The initial version included mathematical inconsistencies and failed to properly distribute funds in a way that reflected the agreement's intent, particularly the amount designated to Advance Peace. That amendment ensured the contract structure accurately matched the intended funding allocations.
In response to significant implementation delays and prolonged staffing vacancies, the City submitted and received approval from the Board of State and Community Corrections (BSCC) for a CalVIP grant modification and a six-month no-cost extension, which moves the expenditure deadline to December 31, 2025, and extends allowable audit expenses through June 30, 2026. This extension provides the City with much-needed runway to fully leverage unspent funds for violence prevention impact. This approved grant modification reallocates a substantial portion of unspent salary funds, previously set aside for City administered staffing, directly to community-based organizations (NGOs). As a result, $1,425,001 in CalVIP funds will now be invested in frontline, community-rooted work. This shift ensures that services reach residents more rapidly and are delivered by trusted practitioners with deep relationships in our most impacted neighborhoods.
Of this grant amount ($1,425,001), Advance Peace is slated to receive $485,000 for continued training, technical assistance, and strategic support. However, given the anticipated increase in funding to the direct service provider One Day at a Time (ODAT) for staffing, Advance Peace will be expected to significantly expand its training and oversight support to ensure fidelity and quality across all implementation phases. To meet this elevated demand, staff recommends allocating an additional $50,000 to Advance Peace, increasing their total contract to $485,000. This ensures they are positioned to effectively onboard and support ODAT personnel, sustain high-performance standards, and monitor program integrity.
This amendment is administrative and operationally essential. Without proper technical assistance, the City's most substantial investment in CalVIP could fall short of intended outcomes. The risks of undertrained staff, inconsistent program delivery, or diluted impact are too high.
This amendment ensures:
• Compliance with the updated grant timeline and reallocation plan approved by BSCC; • Reinforced support for newly funded service providers; • Scaled training infrastructure to maintain safety and strategy fidelity; • Alignment with Council's prior approvals and fiscal transparency; and • Direct, meaningful investment into organizations already doing transformative work in our communities.
ATTACHMENTS
A. Resolution
B. Budget
RESOLUTION NO. 2025/xx
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH AUTHORIZING
THE THIRD AMENDMENT TO THE CONSUL TING SERVICES AGREEMENT WITH
ADVANCE PEACE FOR THE TECHNICAL ASSISTANCE/SUPPORT, TRAINING,
AND DEVELOPMENT CITY'S OF ANTIOCH'S CALIFORNIA VIOLENCE
INTERVENTION AND PREVENTION (CALVIP) PROGRAM INCREASING THE AMOUNT BY $50,000
WHEREAS, the City of Antioch entered into an Agreement for Consultant Services with Advance Peace, with Safe Passages serving as fiscal sponsor, on May 1, 2023, to support technical assistance, strategic development, and capacity building for the City's implementation of the 2022-2025 California Violence Intervention and Prevention (CalVIP) Grant Program, in the amount of $435,000; and
WHEREAS, on July 1, 2024, the City Council approved Amendment No. 1 to the Agreement, removing Safe Passages as the fiscal sponsor and naming Advance Peace as the sole contractor; and
WHEREAS, on November 1, 2024, the City Council approved Amendment No. 2 to the Agreement, revising the Budget and Payment Schedule to correct mathematical inconsistencies and ensure proper allocation of funds to Advance Peace and other contractors; and
WHEREAS, the Board of State and Community Corrections (BSCC) approved a grant modification and a six-month, no-cost extension to the CalVIP Cohort 4 Grant, extending the expenditure deadline to December 31, 2025, and the audit completion deadline to June 30, 2026; and
WHEREAS, the BSCC-approved modification also reallocates unused personnel salary savings from City-administered staffing to direct service providers, increasing the total funds allocated to non-governmental organizations (NGOs) to $1,425,001; and WHEREAS, Advance Peace is currently allocated $435,000 of the reallocated CalVIP funds for training, technical assistance, and strategic oversight; and WHEREAS, due to the increased funding to the direct service provider One Day at a Time (ODAT) for staffing, Advance Peace is required to expand its scope of training and support responsibilities to ensure program integrity and success; and WHEREAS, staff recommends an increase of $50,000 to Advance Peace's contract, raising their total contract to $485,000, to support the additional responsibilities resulting from the reallocation of funds and expanded implementation scope; and WHEREAS, this amendment will also update the Term of Services and formally add revised Exhibit B (Budget and Payment Schedule).
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby:
1. Approves a Third Amendment to the Agreement for Consultant Services with Advance Peace to:
o Extend the term of services through June 30, 2026;
o Revise Exhibit B to reflect the updated Budget and Payment Schedule, increasing Advance Peace's contract by $50,000 to a total of $485,000; o Add Exhibit C to include the CALVIP Additional Terms and Conditions; and
2. Authorizes the City Manager, or designee, to execute the Third Amendment in a form approved by the City Attorney.
* * * * * * * *
I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 22nd day of April 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
MELISSA RHODES
CITY CLERK OF THE CITY OF ANTIOCH
Description of Reimbursable Cost Annual Limits
Assessment, Stakeholder Engagement
Personnel Management Support,
Operations Management Support, and $145,000 per year
Program Development & Implementation
Support by Consultant, Advance Peace
Evaluation Services by the UC Berkeley, $30,000 semi-
Center for Global Healthy Cities annually, Up to
$60,000 per year
Licensing of UCB Data Collection Portal $18,750 semi-
annually, Up to
$37,500 per year
$290,000 -Advance Peace
$120,000 - UC Berkeley Evaluation Services as stated above $75,000 - Licensing of UCB Data Collection Portal
TOTAL: $485,000
Contract Limit
Up to $290,000
Up to $120,000
Up to $75,000
CITY OF
ANTIOCH CALIFORNIA
STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of April 22, 2025
TO: Honorable Mayor and Members of the City Council
SUBMITTED BY: Ana Cortez, Human Resources Director �
APPROVED BY: Bessie M. Scott, City Manager
SUBJECT: Resolution Designating the City of Antioch Representatives to the Municipal Pooling Authority Board
RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution designating Bessie Marie Scott, City Manager, as the City's Board Member to the Municipal Pooling Authority (MPA) of Northern California ("Authority") and Ana Cortez, Human Resources Director, as the Alternate Board Member.
FISCAL IMPACT
The recommended action has no direct fiscal impact on City finances.
DISCUSSION
The Municipal Pooling Authority was originally formed as a Joint Powers Agreement in 1977 among Cities in Contra Costa County as a means of "insuring" or sharing risks as a pool because the traditional private insurance market became less of an option for public agencies. The California Government Code allows public agencies to create separate joint power authorities for this purpose.
The Authority is governed by a Board composed of one individual from each member City. An Alternate Board member is also named, who may vote at any meeting at which the regular Board member is absent.
With the recent departure of City Attorney Thomas Lloyd Smith, who previously served as the City's representative on the Municipal Pooling Authority (MPA) Board, a vacancy now exists for the City of Antioch's primary Board Member. Ana Cortez, Human Resources Director, currently serves as the Alternate Board Member.
Staff recommends appointing City Manager Bessie M. Scott as the City's designated Board Member to the MPA to ensure continued representation and participation. w
Agenda Item #
Antioch City Council Report
April 22, 2025 Agenda Item #W
ATTACHMENT
2 A. Resolution Designating a Board member and Alternative Board member to the Municipal Pooling Authority (MPA) of Northern California.
ATTACHMENT A
RESOLUTION NO. 2025/**
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH
DESIGNATING A BOARD MEMBER AND AN ALTERNATIVE BOARD MEMBER
TO THE MUNICIPAL POOLING AUTHORITY OF NORTHERN CALIFORNIA WHEREAS, the City of Antioch is a member of the Municipal Pooling Authority of Northern California ("Authority");
WHEREAS, the governing documents of the Authority require the city council of each member city to appoint one Board member and to appoint one alternative Board member to the Board of Directors of the Authority.
WHEREAS, the City Manager is the staff person primarily responsible for the City's risk management functions covered by the Municipal Pooling Authority; and WHEREAS, the Human Resources Director is prepared to provide support to the City Manager as an Alternate Board Member.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby designates the City Manager as the City's Board member to the Municipal Pooling Authority of Northern California;
BE IT FURTHER RESOLVED that the Human Resources Director is hereby appointed as the City's Alternative Board member to the Municipal Pooling Authority of Northern California; and
BE IT FURTHER RESOLVED that this resolution supersedes all previous authorizations.
* * * * * * * * * *
I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 22nd day of April, 2025, by the following vote:
AYES:
NOES:
ABSENT:
MELISSA RHODES
CITY CLERK OF THE CITY OF ANTIOCH
X
Agenda Item #
STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of April 22, 2025
TO: Honorable Mayor and Members of the City Council
SUBMITTED BY: Bessie Marie Scott, City Manager
SUBJECT: Legislative Advocacy – City Council Overnight Travel to Washington DC on May 6 – 8, 2025
RECOMMENDED ACTION
It is recommended that the City Council authorize overnight travel for Mayor Pro Tem Rocha and Council Member Wilson to Washingt on DC from May 6 – 8, 2025, for Legislative Advocacy representing the City of Antioch. It is further recommended that the City Council authorize the associated expenditure in an amount not to exceed $2,781.61 per person, for a total estimated cost of $4,747.26 for two participants.
FISCAL IMPACT
Currently there is $7,492 remaining in the City Council budget line for Conference/Dues for the F iscal Year 2024-25 Budget. The total estimated cost for two participants to attend/travel is $4,747.26. The excerpts from IRS Publication 1542 are attached to this report as Attachment A.
DISCUSSION
The City of Antioch is at a pivotal moment in its growth and recovery, facing both urgent challenges and unprecedented opportunities. A direct presence in Washington, D.C. is essential to advocate for federal resources, build strategic relationships, and e nsure Antioch’s needs are represented in national policy conversations. Key reasons for the visit include:
1. Access to Federal Funding : Face-to-face meetings with agency officials and congressional representatives increase our competitiveness for highly sought-after grants.
2. Addressing Local Priorities: Issues such as affordable housing, homelessness, water infrastructure, economic development, and public safety require federal partnership. Washington is where policy is shaped—and where Antioch can make its case for tailored solutions and direct support.
Antioch City Council Report
April 22, 2025 Agenda Item # X 2
3. Strengthening Advocacy and Visibility : By being at the table, Antioch demonstrates that it is proactive, engaged, and ready to partner. Direct engagement also helps federal partners better understand our community's unique context and challenges.
4. Building Relationships for the Long Term : Federal advocacy is not just transactional—it’s relational. Developing connections now can open doors for future collaboration and support that benefits Antioch’s residents for years to come.
Recommended meetings include our federal delegation, federal agency, and others. At this time, some federal agencies are taking meetings and others are not. However, we remain vigilant requesting and pushing for meetings. A delegation to Washington, D.C. is not just a visit—it’s an investment in Antioch’s future, voice, and influence at the highest levels of government.
The City of Antioch Travel and Expense Policy for Elected and Appointed (non-employee) Officials is attached as Attachment B.
ATTACHMENTS
A. Estimated cost based upon IRS Publication 1542
B. Travel and Expense Policy
4/16/25, 6:42 PM FY 2025 per diem rates for California
■• U.S. General Services Administration
FY 2025 per diem rates for California
Daily lodging rates (excluding taxes) I October 2024 - September 2025 Primary destination County 2024Oct Nov Dec 2025Jan Feb Mar Apr May Jun Jul Aug Sep Applies for
all locations
Standard Rate without $110 $110 $110 $110 $110 $110 $110 $110 $110 $110 $110 $110 specified
rates
Antioch/ Brentwood / Contra $147 $147 $147 $147 $147 $147 $147 $147 $147 $147 $147 $147 Concord Costa Bakersfield/ Ridgecrest Kern $132 $132 $132 $132 $132 $132 $132 $132 $132 $132 $132 $132 Barstow/ Ontario/ San $124 $124 $124 $124 $124 $124 $124 $124 $124 $124 $124 $124 Victorville Bernardino Inyo/
Death Valley NAWS $142 $142 $142 $142 $142 $142 $142 $142 $142 $142 $142 $142 China Lake
Eureka/ Arcata/ Humboldt $125 $125 $125 $125 $125 $125 $125 $125 $172 $172 $172 $125 McKinleyville Fresno Fresno $129 $129 $129 $129 $129 $129 $129 $129 $129 $129 $129 $129 Los Angeles
/Orange/
Ventura/
Los Angeles Edwards $191 $191 $191 $191 $191 $191 $191 $191 $191 $191 $191 $191 AFB less the city of
Santa
Monica
Mammoth Lakes Mono $139 $139 $195 $195 $195 $195 $139 $139 $139 $139 $139 $139 Mill Valley/ San Rafael/ Marin $153 $153 $153 $153 $153 $153 $153 $153 $175 $175 $175 $175 Novato Monterey Monterey $191 $191 $191 $191 $199 $199 $199 $199 $199 $279 $279 $191 Napa Napa $246 $246 $172 $172 $246 $246 $246 $246 $246 $246 $246 $246 Oakhurst Madera $135 $135 $135 $135 $135 $135 $135 $135 $135 $135 $135 $135 Oakland Alameda $145 $145 $145 $145 $145 $145 $145 $145 $145 $145 $145 $145 Palm Springs Riverside $186 $186 $186 $186 $186 $186 $186 $141 $141 $141 $141 $141 Point Arena/ Gualala Mendocino $129 $129 $129 $129 $129 $129 $129 $129 $129 $129 $129 $129 Sacramento Sacramento $150 $150 $150 $150 $150 $150 $150 $150 $150 $150 $150 $150 San Diego San Diego $199 $199 $199 $199 $199 $199 $199 $199 $237 $237 $199 $199 San Francisco San $272 $272 $272 $259 $259 $259 $259 $259 $259 $259 $259 $272 Francisco San Luis Obispo San Luis $163 $163 $163 $163 $163 $163 $163 $163 $203 $203 $163 $163 Obispo San Mateo/ Foster City San Mateo $183 $183 $183 $183 $183 $183 $183 $183 $183 $183 $183 $183 / Belmont Santa Barbara Santa $205 $205 $205 $205 $205 $205 $205 $205 $205 $262 $262 $205 Barbara about:blank 1/2
ATTACHMENT A
EXHIBIT A
March 24, 2020
1 CITY OF ANTIOCH
TRAVEL AND EXPENSE POLICY
ELECTED AND APPOINTED OFFICIALS
PURPOSE
This document establishes the expense and reimbursement policy for all Elected and Appointed (non-employee) Officials of the City of Antioch. As Elected Officials, individuals may incur expenses related to the execution of their duties and responsibilities. These expenses may include the following: personal vehicle use, communicatio n needs (cell phones, internet, and personal phone lines, newspaper subscriptions), and conferences and meetings related to the City's interests and/or business. As to Appointed Officials on the Administrative Appeals Board, Design Review Board, Economic D evelopment Commission, Parks and Recreation Commission, Planning Commission, and Police Crime Prevention Commission, and other boards or committees established by the City Council there may be opportunities for individuals to attend educational seminars or meetings related to the City's interests and/or business as approved by the City Council. Therefore, this policy establishes procedures for requesting and receiving payment for expenses incurred while representing the City on official business.
ADOPTION AND IMPLEMENTATION
The Council is responsible for adopting the expense and reimbursement policy for Elected and Appointed Officials and for approving any subsequent policy revisions.
EXCEPTIONS
The City Council may approve exceptions to this policy on a case-by-case basis for special or unique circumstances.
I. PERSONAL VEHICLE USE
In recognition of the fact that Elected Officials may use their private vehicles while performing their duties, a monthly vehi cle allowance will be provided, as allowed pursuant to California Government Code section 1223. Vehicle allowance shall cover all vehicle related expenses including but not limited to bridge tolls, routine parking fees, gasoline, wear and tear of personal vehicle, maintenance, and insurance . Elected officials receiving a monthly vehicle allowance shall be eligible for mileage reimbursement for travel beyond a 75 -mile radius from the City of Antioch City Hall based on mileage rate set by the IRS code. Reimbursement shall be for the incremental miles beyond the 75-mile radius.
In order to be eligible for the reimbursement allowance, Elected Officials shall annually provide proof of liability insurance to the City Clerk. The monthly cap on reimbursement
EXHIBIT A
March 24, 2020
2 of automobile expenses for personal vehicle usage shall be as follows: Mayor: $450; Council Members: $350; City Clerk: $350; City Treasurer: $350.
II. COMMUNICATION EQUIPMENT AND SERVICES
In recognition of the fact that City Council members and other Elected and Appoint ed Officials have a significant responsibility to stay in touch with their constituents and City management employees, reimbursement of communication equipment shall be allowed for cell phone service and equipment, internet service and equipment, local and long distance telephone and fax line service and equipment. Individual council members and other elected and appointed officials will be responsible for establishing their own communication service providers and all bills for such servi ce will be paid by the individual. The monthly cap on reimbursement of communication equipment and services shall be as follows: Mayor $100; Council Members $50; City Clerk $50; City Treasurer $50 . Any communication service expenditures beyond that amount will be borne by the individual elected official.
Ill. MEMBERSHIPS
The City Council shall decide which groups to join as an entity, such as the League of California Cities or the Antioch Chamber of Commerce, through City Council action including the budget process. Individual memberships in groups by Elected or Appointed Officials shall be the personal expense of those individuals unless otherwise approved in advance by the City Council.
IV. LOCAL CITY EVENTS
Elected City Officials may be reimbursed for the cost of attending local events related to the City's business upon completion of an expense report and detailed documentation of expenses. City funds shall not be used to purchase alcohol or reimburse Elected Officials for alcohol related costs, unless as part of a set price for the event that happens to include alcohol. If a guest accompanies an Elected Official, only the cost of the Elected Official will be reimbursed. All reimbursement requests must include original itemized receipts and information on local city events attended.
V. CONFERENCES
During the budget process, the City Council shall appropriate a budget allotment for each Council Member’s travel. If a Council Member exceeds their budget allotment or if the Council Member requests travel outside of the continental United States , the City Council shall review the conference request at a regularly scheduled meeting and decide, through City Council action if attendance to any such conference is approved.
At least (60) days prior to the conference start date, Elected City Officials shall submit a Conference Profile to the City Manager that includes all conference-related travel including travel that is within the Council Members budget allotment . The Conference Profile will include but not be limited to:
EXHIBIT A
March 24, 2020
3 • Summary of how the Conference relates to the Vision and Strategic Plan and City policy.
• Description of how the educational benefits of the conference will strengthen the Elected City Official’s ability to lead and serve in the City of Antioch. • Description of how the networking benefits of the conference will strengthen the Elected City Official’s ability to lead and serve the City of Antioch. • Estimated cost of the conference, and if applicable the cost of hotel, meals, mileage, airfare, and any other applicable cost.
The Conference Profile must be submitted to the City Manager (60) days prior to the conference start date in order to take advantage of discount pricing for conference, hotel, airfare, etc.
VI. TRAVEL
In recognition of the fact that Elected Officials may need to represent the City at conferences and meetings and may incur expenses in the course of their travel, this policy establishes procedures for requesting and receiving payment for travel and travel-related expenditures.
(A) PROCEDURE
The key document in the administrative process is the Travel Authorization/Warrant Request (TA/WR). Besides ensuring that travel by Elected and Appointed Officials is conducted within this policy, the TA/WR summarizes the total cost of attending conferences, meetings, and seminars and provides documentation fo r cash advances, vendor payments and credit card purchases. General instr uctions for completing and processing this form are provided in a separate document.
(B) AUTHORIZATION PROCESSS
During the budget process, the City Council shall appropriate a budget allotment for each Council Members travel. If a Council Member exceeds their budget allotment or the Council Member is requesting travel outside of the continental United States, the City Council shall decide, through City Council action if attendance to any conference is approved.
After travel, the Travel Authorization report must be finalized. Finance will review for receipts and policy compliance.
(C) METHODS OF REIMBURSEMENT
There are three ways to request and receive payment for travel and travel - related expenditures: (1) advance payment, (2) reimbursement for actual expenditures, and (3) credit card usage.
(1) Advance payments: Elected Officials may request a cash advance for meals. For advance payment, the request must be submitted to the Finance Department two weeks prior to the travel date for the Finance Department to process such request.
EXHIBIT A
March 24, 2020
4 Advance payment must be requested through TA/WR with a copy of the training, meeting or conference announcement as proof of official City business trip. The advance will be within the IRS approved per diem rates for meals and incidental expenses (M&IE) for the location/area visited as listed in Publication 1542. The value of meals provided at conferences, training, or other travel programs will be deducted from the cash advance at the following rate:
Breakfast - 20% Lunch - 30% Dinner - 50%
Other items, such as conference registration, lodging, and air fare may be paid directly to the vendor in advance of travel.
Upon return from travel, all cash advances must be documented with original itemized receipts.
(2) Reimbursement: Elected and Appointed Officials shall be reimbursed for all eligible expenditures upon return from travel for items that have original receipts. A Travel Authorization/Warrant Request with original receipts will be paid by Finance within the regular accounts payable time schedule. Reimbursement claims should be submitted within 30 days from the return from travel, and no reimbursements may be made that cross over fiscal years.
(3) Credit Card Usage: Elected and Appointed Officials may use personal credit cards to pay for travel expenses. Original receipts must be included with the Travel Authorization Warrant Request to be eligible for reimbursement.
(D) ELIGIBLE EXPENDITURES
Meals and Incidental Expenses (M & IE)
• Meals: City funds shall not be used to purchase alcohol or reimburse Elected or Appointed Officials for alcohol related costs. Meal costs will be reimbursed as supported by original itemized receipts.
• Personal Meals: All expenditures mu st be documented and reimbursement will not exceed the meal schedule listed above.
• Business Meals: To qualify as a business meal, the identity of the participants and the business purpose of the discussion must be substantiated.
• Incidental Expenses: Those related to City business will be reimbursed at cost as supported by original receipts (e.g., tolls and taxi cabs).
In no event shall the reimbursement for meals and incidental expenses exceed the IRS approved per diem rates for the location visited as listed in Publication 1542.
• Lodging: The City will pay lodging expenses for Elected or Appointed
EXHIBIT A
March 24, 2020
5 Officials during offi cial travel requiring one or more overnight stays. The City will pay for lodging for the evening preceding or subsequent to a meeting or business event when the Elected or Appointed Official would have to travel at unreasonably early or late hours to reach his or her destination.
Elected or Appointed Officials shall make an effort to obtain lodging at or near the facility where official City business is to take place to minimize travel time and transportation costs. The City will pay only for stand ard single rooms for individual Elected Officials. If lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor. If conference rates are not available, government rates must be requested . Lodging rates that are equal to or less than the government rates are presumed to be reasonable and hence reimbursable for purposes of this policy.
If a double room is requested by an Elected or Appointed Official because he or she is accompanied by a s pouse or other person, the difference between the single and double room rate shall be considered the Elected or Appointed Official's personal expense.
Elected or Appointed Officials shall cancel any reservations for lodging they will not use.
Any charge for an unused reservation shall be considered the Elected or Appointed Official's personal expense unless failure to cancel the reservation was due to circumstances beyond the Elected Official's control.
• Personal Entertainment: No reimbursement will be made for personal entertainment.
• Guests: If a guest accompanies an Elected or Appointed Official, only the cost of the Elected or Appointed Official will be reimbursed. All costs above a single person will be borne by the Elected or Appointed Official.
• Discounts: If offered early registrations should be obtained whenever possible.
• Telephone/Internet: The City will pay for all City -related business telephone calls or internet use by an Elected or Appointed Official while traveling on authorized City business. If approved prior to travel, the City may pay for personal internet use up to $5.00 per day for authorized overnight business travel within California and up to $10.00 per day for all other authorized overnight business travel.
• Transportation: All travel will be made by the method most cost effective for the City. Considerations such as time, distance traveled and cost of transportation should be factors in arriving at the lowest cost.
Elected and Appointed Officials shall endeavor to book air travel to take advantage of discounts and nonrefundable ticket fares where practical. All flights shall be booked at coach class or equivalent level. Any additional costs incurred due to personal travel added on before or after the trip will be paid by the Elected or Appointed Official.
EXHIBIT A
March 24, 2020
6 Elected a nd Appointed Officials are encouraged to use their personal vehicles as transportation to and from airports. The cost of traveling from home to the airport will be paid for from monthly stipend. If a personal vehicle is left at the airport for more than one day, parking will be reimbursed per day based on long term parking rates or other transportation to and from the airport, whichever is less. Parking will not be reimbursed at the short term parking rate.
The use of rental vehicles is discouraged and shall be authorized only when no other mode of transportation is available or when alternate transportation would be more expensive or impractical. Elected or Appointed Officials must understand that the City's vehicle insurance coverage does not cover the individual driver of a rental car.
Therefore, the City Official shall confirm personal coverage under their personal insurance or purchase additional insurance from the rental agency at their own expense. Rental vehicles shall be driven only by Elected or Appointed Officials included on the car rental agreement. Elected or Appointed Officials shall be reimbursed for reasonable taxi fare, airport van, or other public transportation in order to travel from their destination airport to their hotel.
VII. REPORTING OF EXPENDITURES
If the City reimburses an Elected or Appointed Official for attending a "meeting" as defined under the Brown Act 1, the Official shall provide a brief written or oral report regarding the "me eting" at the next regular meeting of the Council or applicable commission, board or committee to which the Official belongs. For other educational seminars or events for which expenses were reimbursed by the City, the Official may provide a brief written or oral report at the next regularly scheduled meeting of the Council or applicable commission, board or committee to which the Official belongs.
VIII. ACKNOWLEDGEMENT
After being sworn in, Elected or Appointed Officials will be required to sign a sta tement formally acknowledging receipt and acceptance of this policy.
1 The Brown Act (California Government Code section 54952.2) defines a meeting as including "any congregation of majority of the members of a legislative body at the same time and place to hear, discuss, or deliberate upon any item that is within the subject matter jurisdiction of the legislative body or the local agency to which it pertains."
7 Agen da Item #
ST
AFF REPORT TO THE CITY COUNCIL
DATE
: Regular Meeting of April 22, 2025
TO: H
onorable Mayor and Members of the City Council
SUBM
ITTED BY: Zoe Merideth, Planning Manager
APPR
OVED BY: David A. Storer, AICP, Interim Community Development Director SUBJE
CT: Planning Commission Appointment for a Partial-Term Vacancy , Expiring October 2025
RECOMMENDED ACTION
It is recommended that the Mayor nominate the candidate for appointment and that the City Council adopt a resolution approving the Mayor’s appointment of [name of appointee] to the Planning Commission for the partial-term vacancy, expiring October 2025.
FI
SCAL IMPACT
There is no fiscal impact as these are voluntary positions.
DIS
CUSSION
The Planning Commission is a seven (7) member advisory body that makes recommendations to the City Council on the physical development of the City. The Commission reviews and makes recommendations on all provisions of the General Plan, land subdivisions, and zoning as specified by the Zoning Code and as set forth in the State Government Code and by the California Environmental Quality Act. The Planning Commission also has the authority to approve Use Permits, Variances and Design Review Applications. Planni ng Commissioners are appointed by the Mayor to four (4) year terms.
In g
eneral law cities where the office of the mayor is an elective office pursuant to Article 5 (commencing with Section 34900) of Chapter 7 of Part 1 of Division 2 of Title 4, the mayor, with the approval of the city council, shall make all appointments to boards, commissions, and committees, unless otherwise specifically provided by statute. Under Antioch Municipal Code §2-5.201, the Mayor shall nominate candidates for membership on all b oards and commissions. Nominees shall be appointed to each board an d commission upon receiving approval of at least a majority vote of the City Council.
Th
e City Clerk’s Office advertised to fill the vacanc y by making announcements at the City Council meeting and posting the vacancy on the City’s website. The advertisement was to fill a partial -term vacancy expiring in October 2025. Three applications w ere ZM
Antioch City Council Report
April 22, 2025 Agenda Item # 7 2
received and provided to Mayor Bernal to interview. The applications received are included as Attachment B.
Mayor Bernal is nominating Ramesh Suman for the partial-term vacancy expiring October 2025.
The biography and background of the candidate will be presented at the City Council meeting.
ATTACHMENT
A. Resolution for One Partial-Term Vacancy, Expiring October 2025 B. Applications Received
ATTACHMENT “A”
RESOLUTION NO. 2025/**
RES
OLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH
APPOINTING [INSERT NAME OF APPOINTEE AFTER APPOINTMENT] TO THE
PLANNING COMMISSION FOR ONE PARTIAL-TERM VACANCY, EXPIRING OCTOBER 2025
WHE
REAS, there is currently a partial-term vacancy to finish a four-year term on the Planning Commission;
WHE
REAS, the City Clerk’s Office announce d and accepted applications for the vacancies;
WHE
REAS, Mayor Ron Bernal considered the applications received and interviewed each of the interested applicants;
WHE
REAS, Antioch Municipal Code Section 2- 5.201 requires the Mayor to nominate candidates for membership on all boards and commissions and requires nominees to receive approval of at least a majority vote of the City Council to be appointed to a board or commission; and
WHE
REAS, Mayor Ron Bernal has nominated [insert name of appointee after appointment] to the Planning Commission, for a partial-term expiring October 2025.
NOW,
THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby approves the Mayor’s appointment [insert name of appointee after appointment] to serve on the Planning Commission for a partial-term expiring October 2025. * * * * * * * *
I HE
REBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 22nd day of April 2025, by the following vote:
AYES:
NO
ES:
ABST
AIN:
ABSE
NT: ________________________________
ME LISSA RHODES
CITY CLERK OF THE CITY OF ANTIOCH
CITY Ot' AN'UV\.in
Clerk's Department
ANT�QCH
JAN 1 7 2025 Community Service Application for:
RECEIVED PLANNING COMMISSION
CALIFORNIA One (1) vacancy, expiring October 202�
Deadline Date: By S:00 p.m., ,January 17, 202�)
·Required field
*Full Name:
R.C)M) Es H K 5 u mfl N
Employer/School:
*Full Name: Main Phone: Alternate Phone:
*Residence Address:
Antioch, CA
( )
E-mail Address:
( )
Please answer the questions below on a separate sheet(s) and attach. Applications without these questions answered will not be considered. Please attach your resume (recommended to enhance your application).
1. List (3) main reasons for your motivation to join the Planning Commission.
2. What skills or experience do you have that will serve the Planning Commission?
3. What do you think is the single most important skill for a Planning Commissioner?
4. Do you have any particular areas of interest with respect to Planning?
5. Please add any other informat ion/comments that would be helpful in reviewing your application. . 3/li.
My signature below indicates my understanding and acknowledgement that:
[il,-,*This
completed application is available for public review (youth applications are exempt).
Q)"1 have read and agree to the requirements listed on the Vacancy Announcement.
Q""'To the best of my ability, I will attend the Planning Commission regular meetings:
Every 1 st and 3rd Wednesday of the month
at 6:30 p.m.
Please return completed application by:
1/1 6 / .4l.:2 S--
• Mail to: Office of the City Clerk *Date P .0. Box 5007, Antioch CA 94531 i---.:...:.i:..i.:..:..:....:::..=..:...:-=--=..::.:,.,..:...=.==-----�.......;..:'--� • In Person: Antioch City Hall-Clerk's Office
200 H Street, 3rd Floor
• Email to: cityclerk@antiochc;a.qov
*Parent/Guardian Signature *Date
(An 01 iginal signc�d npp/icalion with w1rcn1i
qua1rfia11 signature is required. if a 111ino1)
ATTACHMENT "B"
B1
1. My 3 main reasons for joining Planning commission are as following:
1. I want to see Antioch look and do better, be a successful City
2. Be a part of the commission with a great vision.
3. Change the image of the City of Antioch so that more people will come to live and do business in Antioch. A Positive image.
2. I have 40+ years of real estate business. I am a broker/owner of Majestic Homes, real estate company in Antioch since 2007. I have worked In the financial/banking industry for over 25 years. I retired from Bank of America as a Vice President of Investment Division in 2006.
3. Open minded strategic thinker
4. Residential property growth. Committed to responsible growth of Antioch, consensus builder.
5. I have served on the Board of Director of Delta Association of Realtors on numerous times. I served as a President of this association in 2021. I am serving on the Local Government Affairs committee and a Director of Delta Association of Realtors. I was part of the committee that interviewed local candidates for 2024 election.
I have built positive relationship with business owners in the city. I personally know many local business owners. In 2010, I organized a fair in the Antioch Community center to promote various businesses.
Two terms, I served as a Chairman and one term as a president of the Board of SGRS Temple in Pittsburg.
I have lived in Antioch for over 30 years. I am a long time resident and will stay in Antioch. I have raised my family here. I will do whatever it takes to make necessary changes for the improvement of Antioch.
! •. .. • .. .
Antioch, CA 94531
B2
ANTIOCH
CALIFORNIA
OPPORTUNITY LIVES HERE
*Required field
*Full Name:
Tangie R. Leverett
Employer/School:
BHHS Drysdale Propeties
CITY OF ANTIOCH
Clerk's Department
JAN 1 7 2025 Community Service Application for:
RECEIVED PLANNING COMMISSION
One (1) vacancy, expiring October 2025
Deadline Date: By 5:00 p.m., January 17, 2025
APPLICANT INFORMATION ■Youth 14-17
Main Phone:
Occupation:
REALTOR
Alternate Phone:
( )
Resident since:
1994
*PARENT/GUARDIAN INFORMATION (If applicant is age 14-17 years) *Full Name: Main Phone: Alternate Phone:
*Residence Address:
Antioch CA
( )
E-mail Address:
*QUESTIONNAIRE
( )
Please answer the questions below on a separate sheet(s) and attach. Applications without these questions answered will not be considered. Please attach your resume (recommended to enhance your application).
1. List (3) main reasons for your motivation to join the Planning Commission.
2. What skills or experience do you have that will serve the Planning Commission?
3. What do you think is the single most important skill for a Planning Commissioner?
4. Do you have any particular areas of interest with respect to Planning?
5. Please add any other information/comments that would be helpful in reviewing your application. * ACKNOWLEDGEMENTS
My signature below indicates my understanding and acknowledgement that:
Ii] *This completed application is available for public review (youth applications are exempt).
Ii] *I have read and agree to the requirements listed on the Vacancy Announcement.
Ii] *To the best of my ability, I will attend the Planning Commission regular meetings:
Every 1st and 3rd Wednesday of the month at 6:30 p.m.
Please return completed application by:
1/17/2025
• Mail to: Office of the City Clerk •oate P.O. Box 5007, Antioch CA 94531 f-C-.;.<:..a;;===�if.,;,.,;,,;;;=.::;...._----...=.;=-=-------1 • In Person: Antioch City Hall-Clerk's Office
200 H Street, 3rd Floor
• Email to: [email protected]
•Parent/Guardian Signature *Date
(An original, signed application with parent/
guardian signature is required, if a minor)
B3
ANTIOCH PLANNING COMMISSION
CALIFORNIA
OPPORTUNITY LIVES HERE
One (1) Vacancy, expiring October 2025
Deadline Date: By 5:00 p.m., January 17, 2025
The City of Antioch encourages residents to become involved in their local community.
One way to do so is to serve on various commissions, boards, and committees. Any interested resident is encouraged to apply.
Purpose:
The Planning Commission review and make recommendations to the City Council on the physical development of the City: all provisions of the General Plan, land use, and zoning as specified by the Zoning Code, and as set forth in the State Government Code and the California Environmental Quality Act (CEQA). The Commission also reviews site plans, architectural design, signs, or other exterior design features of new and remodeled buildings.
Commission Seats:
• Seven (7) Commission Members, 4-year terms.
Meetings:
• Held every first and third Wednesday of every month at 6:30 p.m. in the City Council Chambers; or on other dates as needed.
Requirements:
• Must be a resident of the City of Antioch.
• Members are subject to The Brown Act open meeting law.
SCAN AND APPLY
• Commi�sioners are required to submit the Fair Political Practices Commission (FPPC) Form 700 (Statement of Economic Interests) upon assuming office, and every year thereafter.
• Commissioners are required to complete a 2-hour online AB 1234 Ethics course within one year of their appointment.
• Newly appointed and reappointed Members are required to take an Oath of Office administered by the City Clerk.
To be considered for these volunteer position(s), a completed application must be emailed to: [email protected], or mailed/delivered to the Office of the City Clerk, by the deadline date listed above. Applications are available on the City's website at:
https://bit.ly/COA-BC23, and at the City Clerk's Office.
B4
Application for City of Antioch Planning Commission
Tangie R. Leverett
1. List (3) main reasons for your motivation to join the Planning Commission. (a) The oi:µ:,rtunity to have a voice in the decision making process (b) The desireto serve my community
(c) To be a part of the planning process
2. What skills or experience do you have that will serve the Planning Commission? (a) I have been a local REAL TOR® for 28 years
(b) I have a Professional Certificate in Local Government and Community from the Davenport Institute for Public Engagement and Civic Leadership
3. What do yoo think is the single most important skill for a Planning Commissioner? (a) My Real Estate Background
4. Do you have any particular areas of interest with respect to Planning? (a) New Business GrCM'th in the City
5. Please add any other information/comments that would be helpful in reviewing your application.
I have lived in the City of Antioch for 30 years and despite of all of the bad press that Antioch receives I still believe that is is a great community for farrilies and believe it is important to grCM' businesses in the city and to increase the tax base.
B5
g �ro����Pi,��YE
........ �-
Davenport Institute for Public Engagement
and Civic Leadership
presents
o��-�
·with
this
Professional Certificate in Local Government & Community: Partnering for Success for the successful completion of the program on
cnOlJelnbm20, 2024
In witness whereof the official signature is hereto affixed Pete Peterson
Dean of the School of Public Policy •lb--
-Mtifj-·
�
/1 ��<kll- L,a - �I_J
Maureen Tobin
Executive Director, Davenport Institute
B6
_ CITY OF ANTIOCH
A N T I n C H
Clerk's Department Community Service Application for:
� JAN 16 2025 PLANNING COMMISSION
C
A L I F O R N I A RECEIVEJ§>ne (1) vacancy, expiring October 2025 OPPORTUNITY LIVES HERE • Deadline Date: By 5:00 p.m., January 17, 2025 "Required field
APPLICANT INFORMATION •■Youth 14-17
"'Full Name:
"'-:
Antioch, CA
Employer/School:
University of San Fransico
-
E-mail Address:
Occupation:
Civil Engineer
Alternate Phone:
( )
Resident since:
20 *PARENT/GUARDIAN INFORMATION (If applicant is age 14-17 years) *Full Name: Main Phone: Alternate Phone:
*Residence Address:
Antioch, CA
( )
E-mail Address:
*QUESTIO"'NAIRE
( )
Please answer the questions below on a separate sheet(s) and attach.
Applications without
these questions answered will not be considered. Please attach your resume (recommended to enhance your application).
1. List (3) main reasons for your motivation to join the Planning Commission.
2. What skills or experience do you have that will serve the Planning Commission?
3. What do you think is the single most important skill for a Planning Commissioner?
4. Do you have any particular areas of interest with respect to Planning?
5. Please add any other information/comments that would be helpful in reviewing your application. * ACKNOWLEDGEMENTS
My signature below indicates my understanding and acknowledgement that:
[il '1"his completed application is available for public review (youth applications are exempt).
Iii *I have read and agree to the requirements listed on the Vacancy Announcement. [il *To the best of my ability, I will attend the Planning Commission regular meetings:
Every 1 st and 3rd Wednesday of the month at 6:30 p.m.
Please return completed application by:
• Mail to: Office of the City Clerk
P.O. Box 5007, Antioch CA 94531
• In Person: Antioch City Hall-Clerk's Office
200 H Street, 3rd Floor
• Email to: [email protected]
1/16/25
*Date
*Parent/Guardian Signature *Date
(An original, signed application with parent/
guardian signature is required. if a minor)
B7
Amy Rios
I.Main Reasons for Motivation to Join the Planning Commission:
o I am passionate about contributing to the development and growth of my community, particularly with a focus on urban planning, infrastructure, and sustainable development.
o My background in civil engineering gives me a technical understanding of planning and construction, which can provide valuable insights for effective decision-making.
o I seek to be involved in shaping policies and projects that will enhance the livability, safety, and functionality of our local environment.
2. Skills or Experience that Will Serve the Planning Commission:
o My experience as a construction engineer intern, where I collaborated on designs and site walks, gave me a deep understanding of how planning and infrastructure come together.
o As a manager, I honed skills in project coordination, communication, and budgeting-skills that are essential for contributing effectively to a planning commission.
o My proficiency in tools like AutoCAD and Microsoft Office will support efficient data analysis, reporting, and presentations.
3. Most Important Skill for a Planning Commissioner:
o Critical thinking and the ability to analyze diverse factors-such as economic, environmental, and social impacts-are essential for a Planning Commissioner to make well-informed, balanced decisions.
4. Areas of Interest with Respect to Planning:
o I am particularly interested in sustainable urban development and how to integrate eco-friendly infrastructure and energy-efficient systems in city planning. o Additionally, I am keen on understanding how to balance growth with the preservation of local resources and community character.
5. Other Information/Comments:
o With my background in engineering and hands-on experience in construction, I bring a practical, technical perspective to planning discussions, which I believe will help ensure that decisions are both visionary and grounded in feasibility.
B8
AMY RIOS
!Antioch, CA 94531
EDUCATION Bachelor of Science in Engineering
University of San Francisco
Expected 12/2025
SUMMARY
KEY SKILLS
WORK
EXPERIENCE
• Concentration in Civil Engineering
Civil Engineering student seeking an internship in civil or structural engineering. Offer hands-on experience in construction along with education in civil engineering principles and tools. Driven and dedicated work ethic with solid communication and leadership skills. Dedicated to using critical thinking and innovative design abilities to assist in developing successful projects.
• Procurement Strategies
• Order Management
• Microsoft Office
• MS Excel
• OCalc
• AutoCAD
Construction Engineer Intern
Charge EPC, Concord, Ca
• Data Integrity
• Python Programming
• Graphic design
• Project support
• Project Design
• Electrical Estimating
June 2024 - August 2024
• Collaborated on Micro-Hydropower (MHP) and Electric Vehicle (EV) system designs, assisting with site walks, design markups, and component selection. • Assisted in gas and electrical distribution system drafting, including preparing single-line diagrams, switchgear loading calculations, and Bill of Materials (BOMs) while ensuring compliance with utility standards. • Utilized AutoCAD for utility design, developing drawing sets and updating templates, and supported pole work by gathering field data and preparing construction layouts.
Student Intern Dec 2023 - April2024
CPL Concrete Design, Antioch, Ca
• Managed executive calendars, schedule meetings, and coordinate travel arrangements.
• Maintained office supplies inventory and order supplies as needed, optimizing cost efficiency.
• Assisted in organizing company events, ensuring seamless execution.
Manager Nov 2023 - Jan 2024
Amusematte Corp, Brentwood, Ca
• Provided administrative support to a team of 20-1- employees, including calendar management, expense reporting, and meeting coordination. • Acted as a liaison between departments, fostering effective communication and collaboration.
• Assisted in onboarding new employees, facilitating orientation sessions and ensuring compliance with company policies.
B9
8 Agenda Item #
STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of April 22, 2025
TO: Honorable Mayor and Members of the City Council
SUBMITTED BY: Melissa Rhodes, City Clerk
Vanessa Rosales, CMC, CPMC, Administrative Analyst I
APPROVED BY: Bessie Marie Scott, City Manager
SUBJECT: Contra Costa Mosquito and Vector Control Board of Trustees ’ (Antioch Resident Representative) Appointment for one (1) Partial- Term vacancy expiring January 2027
RECOMMENDED ACTION
It is recommended that the Mayor nominate, and Council approve, by resolution, one (1) partial-term Representative to the C ontra Costa Mosquito and Vector Control Board of Trustees for a vacancy which will expire January 2027.
FISCAL IMPACT
There is no fiscal impact to the City as this position is voluntary.
DISCUSSION
The Board of Trustees has one (1) partial-term vacancy expiring January 2027. Trustees can be reappointed for a two or four -year term. The Board of Trustees are officials appointed by their respective City Councils to govern the Contra Costa Mosquito and Vector Control District knowledgeably and effectively. They serve without compensation but are allowed limited expenses for actual travel in connection with meetings or business of the Board. The Board of Trustees meets the second Monday evening of every other month. Trustees also serve on committees which regularly meet between board meetings. All meetings are held at the District office, 155 Mason Circle, Concord, at 7:00 p.m., and are open to the public. The City of Antioch advertised to fill the Antioch Resident Representative vacancy in the usual manner.
The Clerk’s Office received one (1) application for this vacancy from Alfredo Perez. The applicant was interviewed by Mayor Bernal . Mayor Bernal is nominating Alfredo Perez for Council approval to fill the partial-term vacancy expiring January 2027.
ATTACHMENTS
A. Resolution
B. Application
C. Vacancy Letter
RESOLUTION NO. 2025/XX
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH
APPROVING THE MAYOR’S NOMINATION APPOINTING [INSERT NAME OF APPOINTEE] TO THE CONTRA COSTA MOSQUITO AND VECTOR CONTROL
BOARD OF TRUSTEES FOR A PARTIAL-TERM WHICH WILL EXPIRE
JANUARY 2027
WHEREAS, there is currently (1) one partial-term vacancy on the Contra Costa Mosquito and Vector Control Board o f Trustees ’ (Antioch Resident Representative) , ending in January 2027;
WHEREAS, the City Clerk made announcement of the vacancy and solicited applications for the (1) one partial-term vacancy;
WHEREAS, Mayor Ron Bernal considered one application received and interviewed the interested applicant;
WHEREAS, Antioch Municipal Code Section 2- 5.201 requires the Mayor to nominate candidates for membership on all boards and commissions , nominees to be appointed to each board and commission upon receiving approval of at least a majority vote of the City Council, and nominees to be electors of the City and continuously reside within the City during their tenure of office; and
WHEREAS, Mayor Ron Bernal has nominated [INSERT NAME OF APPOINTEE] to the one (1) partial-term vacancy on the Contra Costa Mosquito and Vector Control Board of Trustees.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby approves the Mayor’s nomination of [INSERT NAME OF APPOINTEE ] for a partial-year term ending in January 2027 and appoints them to serve on the Contra Costa Mosquito and Vector Control Board of Trustees.
* * * * * * * *
I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 22nd day of April 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
___________________________________
MELISSA RHODES
CITY CLERK OF THE CITY OF ANTIOCH
ATTACHMENT A
ATTACHMENT B
ATTACHMENT C
CITY OF
ANTIOCH
CALIFORNIA
STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of April 22, 2025
TO: Honorable Mayor and Members of the City Council
SUBMITTED BY: Ana Cortez, Human Resources Director �
APPROVED BY: Bessie M. Scott, City Manager�
SUBJECT: Approval of First Amendment to the Consulting Services Agreement for Recruitment Services with Bob Hall and Associates in the Amount not to Exceed $174,700.
RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution:
• Approving the first amendment to the Consulting Services Agreement for executive- level recruitment services with Bob Hall and Associates, authorizing an extension through December 31, 2025, and authorizing an increase in the amount of $119,700, for a total contract amount not to exceed $174,700; and • Authorizing the City Manager or designee to execute the first amendment to the Consulting Services Agreement in a form approved by the City Attorney.
FISCAL IMPACT
The estimated cost, including this amendment, will not exceed $174,700. The original contract was for $55,000, and with the first amendment, the total amount will not exceed $174,700. Funding for the original contract and this amendment is included in the City Manager's fiscal year 2024/25 General Fund budget.
DISCUSSION
On November 26, 2024, the City entered into a contract with Bob Hall and Associates for recruitment services for the Police Chief recruitment. The original contract was for $55,000. After going through the Request for Proposal process, the City selected Bob Hall and Associates as the firm to conduct executive-level recruitment services to fill the current Directors' vacancies for continuity, since they are already familiar with the City's staffing requirements and organizational goals. Given the ongoing need for these services, staff recommends extending the agreement and increasing the contract amount to continue effective recruitment efforts. The City currently has multiple executive-level vacancies, and each recruitment fee is listed in a table below. 9 Agenda Item #
Antioch City Council Report
April 22, 2025 Agenda lt�m #9
When this item was first brought to the City Council on March 25, 2025, not all recruitments could be listed, as internal hiring processes and sensitive employment matters were still underway. However, it was clear that at least four executive-level positions would be needed, with the possibility of up to six. The City Manager and staff remain committed to transparency and accountability, while also balancing the need for discretion and efficiency. To minimize costs to the General Fund, the City Manager waited until internal reviews were complete before finalizing the list of positions.
The City Attorney role is under Council authority. The City Manager suggests including it in the broader RFP process as a potential cost-saving measure, given that her staff would support the administrative aspects. However, she has not initiated and will not initiate this recruitment without explicit Council direction.
These recruitments and costs are illustrated in the following table:
Position Estimatea Recruitment Advert:ising/Priming Cost Total Per P(?'Sition (Before Cost (Upto) Discount)
Assistant City Engineer $20,500 $2,500 $23,000
Community $24,500 $2,500 $27,000
Development Director
Parks and Recreation $24,500 $2,500 $27,000
Director
Yet to Be Determined $24,500 $2,500 $27,000
City Attorney $26,500 $2,500 $29,000
Total $133,000
The estimated cost is $133,000. Due to multiple recruitments, the city receives a 10% reduced rate, bringing the total amount to no more than $119,700.
The yet-to-be-determined position is an executive-level vacancy we anticipate by the end of this calendar year. While the position cannot be specifically named at this time due to confidentiality and out of respect for the executive who has not yet submitted the required 30-day notice, we are seeking authorization for recruitment funds should the vacancy occur. This proactive approach will allow the City to act swiftly, increasing efficiency and reducing delays in filling critical leadership roles. Historically, delayed recruitments have resulted in operational instability, extended interim appointments, and uncertainty among staff and the community; challenges we are committed to avoiding.
Should the City Council wish to use Bob Hall and Associates for their City Attorney recruitment, staff requests that this be known as soon as possible. The Human Resources Department and the City Manager spent significant time on this recruitment process, and going back out for a separate Request for Proposals for a permanent City Attorney, or another executive-level vacancy would be a tremendous waste of scarce resources. Also, Bob Hall and Associates was the top-scoring firm for executive-level Antioch City Council Report
April 22, 2025 Agenda Item #9
recruitments for the city. They are well qualified and situated further to assist this City and Council with their recruiting needs.
The first amendment extends the contract's term through December 31, 2025, and increases the contract amount by $119,700. This extension ensures continuity in recruitment services for executive-level positions. Bob Hall and Associates has demonstrated expertise and reliability in providing these services, and their continued partnership will support the City's leadership hiring process.
ATTACHMENT
A. Resolution
B. First Amendment to the Consultant Services for Executive-Level Recruitment Services
RESOLUTION NO. 202sr
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH
APPROVING A FIRST AMENDMENT TO CONSUL TING SERVICES
AGREEMENT WITH BOB HALL AND ASSOCIATES IN THE AMOUNT NOT TO EXCEED $174,700 FOR EXECUTIVE-LEVEL RECRUITMENT SERVICES WHEREAS, On November 26, 2024, the City entered into a Consulting Services Agreement with Bob Hall and Associates for recruitment services for the Police Chief recruitment in the amount of $55,000; and
WHEREAS, staff is recommending to extend this contract through December 31, 2025, and increase the contract amount by $119,700, for a total not to exceed $174,700.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby:
1) Approves the first amendment to the Consulting Services Agreement for executive- level recruitment services with Bob Hall and Associates, authorizes an extension through December 31, 2025, and authorizes an increase in the amount of $119,700, for a total contract amount not to exceed $174,700; and
2) Authorizes the City Manager or designee to execute the first amendment to the Consulting Services Agreement in a form approved by the City Attorney. * * * * * * * *
I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 22nd day of April 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
MELISSA RHODES
CITY CLERK OF THE CITY OF ANTIOCH
�� 8
AMENDMENT NO. 1 TO AGREEMENT
FOR CONSULT ANT SERVICES FOR EXECUTIVE LEVEL RECRUITMENT
SERVICES
THIS 1 sT AMENDMENT TO THE AGREEMENT FOR EXECUTIVE LEVEL RECRUITMENT is entered into this 25th day of March 2025, by and between the CITY OF ANTIOCH, a municipal corporation ("City") and BOB HALL AND AS SOCIA TES located at 4336 Guava Court, Las Vegas, NV 89135 ("Consultant").
RECIT ALS
WHEREAS, on the 20th day of December, 2024, CITY and BOB HALL AND ASSOCIATES, entered into an Agreement for Professional Consultant Services for Executive Level Recruitment Services ("Agreement") in the amount of $55,000; WHEREAS, on the 25th day of March, 2025, CITY increased the compensation for Contractor for actual costs in the amount of $96,000 bringing the total compensation to an amount not to exceed $151,000.
WHEREAS, on the 25th day of March, 2025, CITY extended the term of the Agreement from June 30, 2025 to October 31, 2025.
WHEREAS, on the 25th of March, 2025, CITY amended the scope of services to provide recruitment services for executive level positions. The new scope will not include a community survey or community forums.
NOW, THEREFORE, THE PARTIES DO MUTUALLY AGREE AS FOLLOWS:
1. Section 1 "SERVICES" shall be amended to read as follows:
Subject to the terms and conditions set forth in this Agreement, Consultant shall furnish all technical and professional services including labor, material, equipment, transportation, supervision and expertise to provide to City the services described in the Scope of Work attached as Exhibit A and Exhibit B to Amendment No. 1 attached hereto and incorporated herein at the time and place and in the manner specified therein ("Services"). In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A and Exhibit B, the Agreement shall prevail.
2. Section 1.1 "Term of Services" shall be amended to read as follows:
The term of this Agreement shall begin on the Effective Date and shall end on December 31, 2025, the date of completion specified in Exhibit A to Amendment No. 1 and Consultant shall complete the Services described in Exhibit A of Amendment No. 1 prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the Services required by this Agreement shall not affect the City's right to terminate the Agreement, under Section 8.
3. Section 2 "COMPENSATION" shall be amended to read as follows:
CITY hereby agrees to pay Consultant a sum not to exceed $151,000, notwithstanding any contrary indications that may be contained in Consultant's proposal, for Services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A to Amendment o. l, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for Services rendered pursuant to this Agreement at the time and in the manner set forth below. The payments specified below shall be the only payments from City to Consultant for Services
rendered pursuant to this Agreement. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person.
Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the Services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the Parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement.
All other terms and conditions of the Agreement shall remain in full force and effect.
CITY OF ANTIOCH:
By: ___________ _
Bessie M. Scott
City Manager
ATTEST:
Melissa Rhodes
City Clerk
APPROVED AS TO FORM:
Derek Cole
City Attorney
BOB HALL AND ASSOCIATES
By: ___________ _
Rachell Hall
Owner, Bob Hall and Associates
BH February 13, 2025 Bob Hall & Associates
Dear Ms. Ana Cortez:
Bob Hall & Associates is pleased to submit this proposal to the City of Antioch for executive recruitment services. Our firm is uniquely positioned to deliver exceptional value due to our deep familiarity with the City, its staff, the Council, and the challenges facing the organization. Having recently conducted the City's Police Chief recruitment, we bring unparalleled insight and an ability to hit the ground running-ensuring a seamless and highly efficient recruitment process.
With decades of experience serving municipal governments, our team consists of seasoned professionals, including former city managers, assistant city managers, HR professionals, public works leaders, engineers, and police chiefs. This breadth of expertise allows us to go beyond standard position profiles, ensuring that we identify the most qualified candidates who align with the City's culture, operational needs, and long-term goals.
At Bob Hall & Associates, we don't just serve as recruiters-we act as an extension of the City's human resources team. We understand that municipal HR departments are often stretched thin, which is why we provide hands-on support throughout the recruitment process. Whether it's advising on best practices, handling critical recruitment tasks, or offering strategic guidancel, we are committed to lightening the workload for City staff while delivering top-tier candidates.
Our approach is rooted in responsiveness, accessibility, and a commitment to excellence.
We pride ourselves on being available whenever needed-whether for a quick question or a more substantial discussion. Additionally, our local presence within the Bay Area gives us a strong understanding of regional workforce trends, community expectations, and the competitive landscape.
As a firm that specializes in multiple recruitments, we also offer cost-effective solutions, including structured pricing models that reduce costs for the City with each additional recruitment conducted. This ensures that the City of Antioch receives the highest quality service at the most competitive rate.
We are excited about the opportunity to continue supporting the City of Antioch and look forward to furthering our partnership. Please feel free to reach out with any questions, and we welcome the opportunity to discuss how we can best serve your recruitment needs.
Thank you,
Rachel Hall
www.bobhallandassociates.com , ; I (714) 625-5896 I [email protected]
___ 10___
Agenda Item #
S
TAFF REPORT TO THE CITY COUNCIL
DAT
E: Regular Meeting of April 22, 2025
T
O: Honorable Mayor and Members of the City Council
S
UBMITTED BY: Michael C. Mellone, Police Lieutenant
A
PPROVED BY: Bessie Marie Scott, City Manager
SUBJ
ECT: Resolution Approving a Lease Agreement for a Police Department Substation at Sycamore Square and Authorizing Expenditures not to Exceed $33,127.50
RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution approving an 18-month lease agreement between the City of Antioch and Yahya Korin Sycamore Square LLC for a Police Department Substation located at 1084 Sycamore Drive, Antioch, CA 94509; and authorizing the City Manager to execute the lease agreement in a form approved by the City Attorney.
F
ISCAL IMPACT
The total estimated fiscal impact is not to exceed $33,127.50, to be paid from the Police Facilities General Fund Budget. This includes the following components:
Leas
e Costs:
• Monthly rent of $1.00 from July 1, 2025 through September 30, 2025 (3 months = $3.00)
• Monthly rent of $840.00 from October 1, 2025 through December 31, 2026 (15 months = $12,600.00)
• Lease Subtotal: $12,603.00
B
allistic Glass and Installation:
• City’s 50% share of the total $21,049.00 cost = $10,524.50 S
ubstation Setup Costs:
• One-time expenditures for furnishings, signage, technology, and operational readiness = $10,000.00
T
otal Fiscal Impact: $12,603.00 + $10,524.50 + $10,000.00 = $33,127.50
Antioch City Council Report
April 22, 2025 Agenda Item #10 2
The City will also be responsible for electricity costs for the premises. Water and garbage services will be covered by the landlord.
DISCUSSION
In recent months, the City Council has taken proactive steps to address elevated crime levels in and around Sycamore Square, including the allocation of $500,000 from the General Fund for overtime enforcement deployments. These efforts have included increased police visibility, strategic operations, and the installation of a portable surveillance camera system to monitor high-activity areas.
A review of police activity within a 0.25-mile radius of Sycamore Square from April 1, 2024 to April 14, 2025 indicates a total of 2,596 calls for service, including a substantial number of serious and quality -of-life related incidents. These include numerous ShotSpotter activations, assaults, fights, drug violations, disturbances, loitering complaints, and stolen vehicle cases.
The proposed Police Department substation is a key component of the City’s broader crime prevention and community engagement strategy. Substations enhance neighborhood safety by increasing police visibility, reducing officer response time, and providing an operational base within high-need areas. This location will enable officers to conduct report writing, briefings, and meal breaks without leaving the patrol area, ultimately improving response capabilities and sustained presence.
Due to current staffing limitations, the Police Department cannot commit to maintaining a continuous officer presence at the substation. However, it will be used regularly by patrol personnel, Community Service Officers, and Volunteers in Police Service during afternoon and evening hours. The Department also intends to make the substation available to community -based organizations for meetings and engagement activities, supporting both crime reduction and public trust.
The favorable lease terms, coupled with a shared investment in ballistic glass and a reasonable setup budget, represent a fiscally sound public safety investment. This project strengthens law enforcement capabilities and supports ongoing revitalization eff orts within the Sycamore corridor.
ALTERNATIVES
The City Council may choose to:
• Approve the recommended action as proposed.
• Modify the proposed lease agreement.
• Decline the lease agreement and pursue alternative strategies.
ATTACHMENTS
A. Resolution
B. Lease Agreement
ATTACHMENT A
RESOLUTION NO. 2025/***
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH
APPROVING AN 18-MONTH LEASE AGREEMENT WITH YAHYA KORIN
SYCAMORE SQUARE LLC FOR THE ESTABLISHMENT OF A POLICE
SUBSTATION AT 1084 SYCAMORE DRIVE AND AUTHORIZING
EXPENDITURES NOT TO EXCEED $33,127.50 FOR LEASE COSTS,
SECURITY IMPROVEMENTS, AND SUBSTATION SETUP
WHEREAS, the Sycamore Square Shopping Center and surrounding neighborhoods have experienced elevated levels of violent crime, property crime, and quality-of-life complaints, prompting an ongoing focus by the Antioch Police Department to increase enforcement presence in the area; and
WHEREAS, in support of the City’s public safety priorities, the City Council has previously allocated resources to fund directed patrols, deploy surveillance cameras, and implement visibility -focused strategies targeting Sycamore Square and its adjacent residential neighborhoods; and
WHEREAS, the establishment of a dedicated Police Department substation within Sycamore Square will support continued visibility, faster officer response times, special operations, and meaningful engagement with local residents and businesses; and WHEREAS, the substation will also serve as a resource hub for patrol officers, Community Service Officers, and Volunteers in Police Service, and will be made available for use by community-based organizations as a meeting location; and WHEREAS, the lease agreement with Yahya Korin Sycamore Square LLC provides for an 18 -month lease term with reduced rent for the initial three months, and the property owner has agreed to share equally in the cost of installing ballistic glass at the premises; and
WHEREAS, the City further anticipates one- time expenditures to furnish and prepare the space for operational use; and
WHEREAS, the total cost of lease payments, the City’s share of security improvements, and setup costs shall not exceed $33,127.50, to be paid from the Police Facilities General Fund Budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Antioch as follows:
1. The lease agreement between the City of Antioch and Yahya Korin Sycamore Square LLC for the premises located at 1084 Sycamore Drive, Antioch, CA is hereby approved.
2. T
he City Manager is authorized to execute the lease agreement in a form approved by the City Attorney; and
3. The City Council authorizes total expenditures not to exceed $33,127.50, which shall include:
• Lease costs totaling $12,603.00 for the duration of the agreement; • $10,524.50, toward ballistic glass installation, which represents 50% of the total installation cost, with the remainder to be paid by Yahya Korin Sycamore Square LLC; and
• Setup and furnishing costs not to exceed $10,000.00, all to be paid from the Police Department General Fund budget.
* * * * * * *
I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting ther eof, held on the 22nd day of April 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________________
MELISSA RHODES
CITY CLERK OF THE CITY OF ANTIOCH
ATTACHMENT B