CITY OF BELMONT
CITY COUNCIL AND BELMONT FIRE
PROTECTION DISTRICT BOARD OF
DIRECTORS
www.belmont.gov
1. ROLL CALL
2. PLEDGE OF ALLEGIANCE
3. REPORT FROM CLOSED SESSION
4. SPECIAL PRESENTATIONS
A. Public Safety Employee Recognition
B. RethinkWaste Trash to Art Contest Recognition
CITY COUNCIL REGULAR MEETING AGENDA
Tuesday, May 14, 2024
7:00 PM
City Council Chambers
City Hall, One Twin Pines Lane, Belmont, California
The meeting will be broadcast live to Belmont residents on Comcast Cable Channel 27, streamed live via the City’s website at www.Belmont.gov. The public may also attend the meeting in the Chambers and address the Council from the Chambers.
PUBLIC COMMENT:
To maximize time for live public comment, we encourage members of the public to provide comments by joining the Committee meeting via Zoom : For web, visit https://belmont-gov.zoom.us/ select “Join” and enter Meeting ID: 95745673035. Use the Raise Hand feature to request to speak. You may rename your profile if you wish to remain anonymous.
For dial- in comments, call *67 1-(669) 900-6833 (your phone number will appear on the live broadcast if *67 is not dialed prior to the phone number), enter Meeting ID: 95745673035, and press *9 to request to speak. All public comments are subject to a 3-minute time limit unless otherwise determined by the Committee Chair.
If you wish to submit written public comment, you may send an email to [email protected] before the council considers the item. Please indicate the agenda item topic or agenda item number you wish to comment on in your email’s subject line. Any public comment regarding agenda items that are received from the publication of the agenda through the meeting date will be made part of the meeting record but will not be read during the Council meeting.
1 C. Proclamation Recognizing May 19-20, 2024 as Public Works Week D. San Mateo County Mosquito Vector Update
E. Peninsula Clean Energy Presentation
5. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
6. COUNCILMEMBER ANNOUNCEMENTS
7. CONSENT BUSINESS
A. Approval of Minutes
B. Monthly Financials - March 2024
C. Environmental System Research Institute (ESRI) Geographic Information Systems (GIS) Software Enterprise Agreement
D. Amendment to Service Agreement with Bamacor, Inc. for Custodial Services This portion of the meeting is reserved for persons wishing to address the Body on any City matter not on the agenda. The period for public comment at this point in the agenda is limited to 15 minutes, with a maximum of 3 minutes per speaker. Speakers who requested but did not receive an opportunity to speak during this comment period will be given an opportunity to address the Body later in the meeting. State law prohibits the Body from acting on non-agenda items.
Consent business items are considered to be routine in nature and will be enacted by one motion. There will be no separate discussion on these items unless a member or staf request specific items to be removed for separate action.
The City Attorney will read the title of ordinances to be adopted.
Recommendation: Motion to consider modifications and approve minutes Attachment(s):
City Council April 9, 2024
City Council April 23, 2023
BFPD April 9, 2024
BFPD April 23, 204
Recommendation: Motion to approve March 2024 Monthly Financial Report Attachment(s):
March 2024 Financial Report
Recommendation: Adopt a resolution authorizing the City Manager to negotiate and execute a 3-year Small Government Enterprise Agreement (SGEA) for Geographic Information Systems (GIS) software with Environmental System Research Institute (ESRI) for a total cost not to exceed $122,700, with an annual amount of $40,900 each year for the next three fiscal years.
Attachment(s):
City of Belmont 2024-27 EA Renewal_Extended.pdf
Resolution.pdf
Staff Report.pdf
Recommendation: Adopt a resolution authorizing the City Manager to negotiate and execute an amendment to the agreement with Bamacor, Inc. for custodial services for up to six additional months on a month-to-month basis, with billings for additional services not to exceed $187,447, bringing the total contract not-to-exceed amount to $528,259 2 E. San Juan Blvd Sewer Capacity Improvement Project
F. 2025 Pavement Project - Design Services
8. PUBLIC HEARINGS
9. GENERAL BUSINESS
10. BRIEF VERBAL REPORTS FROM MEMBERS AND STAFF
11. MATTERS OF INTEREST/CLARIFICATION
12. ADJOURNMENT TO STUDY SESSION
in the EOC room 200, City Hall
A. Council Study Session on Diversity, Equity, and Inclusion Attachment(s):
Staff Report
Resolution
Recommendation: Adopt a resolution approving plans and specifications, authorizing advertisement for sealed bids, and authorizing the City Manager to execute a contract with the lowest responsible and responsive bidder for an amount not to exceed $2,100,000 plus a ten percent construction contingency for an amount not-to-exceed $2,310,000 for the San Juan Blvd Sewer Capacity Improvement Project, City Contract Number 2024-631.
Attachment(s):
Staff Report
Resolution
Recommendation: Adopt a resolution authorizing the City Manager to negotiate and execute a Task Order with Pavement Engineering, Inc. to provide design services for an amount not to exceed $410,828 for 2025 Pavement Project.
Attachment(s):
Staff Report
Resolution
PEI Proposal.pdf
General Business items are considered separately, typically in the order listed. The chair will call for public comment on each item when the body considers the item.
A. Verbal report from Councilmembers on Intergovernmental (IGR) and Subcommittee Assignments
B. Verbal report from City Manager
Items in this category are for discussion and direction to staf only. However, Council/Board may take final action on an item if there is no need for additional staf analysis.
Recommendation: Study session, no action required
Attachment(s):
Memorandum
AGENDA POSTING: I declare a copy of this agenda was posted at City Hall, One Twin Pines Lane, and the City's website www.belmont.gov on ,by . /s/
3 Combined Agency Mee�ng Minutes
April 9, 2024
MEETING MINUTES OF THE CITY OF BELMONT CITY COUNCIL AND BELMONT
FIRE PROTECTION DISTRICT BOARD OF DIRECTORS REGULAR MEETING City Council Chambers, City Hall, One Twin Pines Lane, Belmont, California TUESDAY, APRIL 9, 2024
CALL TO ORDER: 7:00 PM
ROLL CALL
COUNCILMEMBERS PRESENT: Pang-Maganaris, Hurt, McCune, Mates COUNCILMEMBERS ABSENT: Latimerlo
PLEDGE OF ALLEGIANCE
Led by Mayor Mates.
REPORT FROM CLOSED SESSION
None on the agenda.
SPECIAL PRESENTATIONS
Proclamation Recognizing Outgoing Parks and Recreation Commissioner Karl Mittelstadt Mayor Mates recited the Proclamation and presented it to Mr. Mittelstadt.
Mr. Mittelstadt thanked Council for the recognition.
Belmont Sports and Multi-Use Fields Update
Parks and Recreation Director Shearer updated Councilmembers on the use of the City’s sports fields. She briefly outlined the field use policy, maintenance and challenges posed by weather conditions.
American Public Works Association (APWA) Accreditation Update Public Works Director Brown outlined the accreditation process and recent evaluation that the City participated in. He noted that the City is in the final phase of the process.
PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
Giuliano Carlini commented on local sports fields, and bike safety day.
The following individuals provided comments on potential harm caused artificial turf: Selena Zhang, Griffin Lee, Mandy, Chloe Shao, Lana.
COUNCILMEMBER ANNOUNCEMENTS
Councilmembers announced upcoming community events and recapped past events.
CONSENT BUSINESS
Resolution 2024-22 authorizing the City Manager to negotiate and execute an agreement with Duke’s Root Control, Inc., for root foaming of sanitary sewer lines for an amount not to exceed $60,000.
4 Combined Agency Mee�ng Minutes
April 9, 2024
Resolution 2024-23 authorizing the City Manager to negotiate and execute Amendment No. 3 to the Service Agreement with George Hills Company for claims adjustment and administration services in an amount not-to-exceed $66,000, through June 30, 2025.
Resolution 2024-24 approving a list of proposed projects for fiscal year (FY) 2024-2025 funded by the Road Repair and Accountability Act of 2017
Public Comment received from Giuliano Carlini regarding cycling infrastructure.
ACTION: On a motion made by Councilmember McCune and seconded by Councilmember Hurt the Consent Business items were unanimously approved by a roll call vote (4-1 Latimerlo, absent).
PUBLIC HEARINGS – None
GENERAL BUSINESS
Comprehensive Sewer Rate Study and Proposed Sewer Changes for Fiscal Years 2024-25 and 2025-26
Public Works Consultant Korn, HDR presented an overview of the development of the sewer rate study and highlighted key issues. He explained that based on the sewer operational needs a multiyear time period is recommended to identify any major expenses that may be on the horizon. He noted that a five-year plan is recommended thereby minimizing short-term rate impacts and planning for long-term rate needs. He further explained that the City’s working group consisting of the Public Works and Finance staff reviewed the analysis and concurs with HDR’s assessment that Fiscal Years 2024-25 and 2025-26 rate increase of 4% each year over the current rates are adequate for the City to receive sufficient revenues to meet its expenditure obligations and its planned capital improvement program.
Council discussion ensued.
No member of the publica cam e forward to speak.
ACTION: On a motion made by Councilmember McCune and seconded by Councilmember Pang-Maganaris Resolution 2024- 25 proposing sewer charges for Fiscal Years 2024-25 and 2025- 26, setting a Proposition 218 hearing for June 11, 2024, directing staff to provide notice of the hearing as required by law, and adopting protest procedures was unanimously approved by a roll call vote (4-1, Latimerlo absent).
Housing Element Annual Progress Report 2023 and Housing Successor Annual Report FY 2022-2023
Community Development Deputy Director Russell provide the annual review of the Housing Element Progress Report 2023 and the Housing Successor Report for FY 2023. She noted that the reports will be transmittal to the California Governor’s Office of Planning and Research (OPR) and the California Department of Housing and Community Development (HCD) for certification after public comment is received and direction from the Council to proceed.
Mayor Mates opened the item for public comment, no member of the public came forward. 5 Combined Agency Mee�ng Minutes
April 9, 2024
Council concurred with the report and to keep moving the process to certification.
BRIEF VERBAL REPORTS FROM MEMBERS AND STAFF
Verbal report from Councilmembers on Intergovernmental (IGR) and Subcommittee Assignments
Councilmembers reported to on their assignments.
Verbal report from City Manager
City Manager Oskoui acknowledged the work of the business license tax subcommittee, he noted that feedback from various engagement opportunities is positive.
MATTERS OF INTEREST/CLARIFICATION - none
ADJOURNMENT at this time being 8:40 pm in memory long time Belmont resident and community leader Mike Davis.
Submitted by,
Jozi Plut, City Clerk
6 MEETING MINUTES OF THE CITY OF BELMONT CITY COUNCIL AND BELMONT
FIRE PROTECTION DISTRICT BOARD OF DIRECTORS SPECIAL AND REGULAR
MEETING
City Council Chambers, City Hall, One Twin Pines Lane, Belmont, California Tuesday, April 23, 2024
CALL TO ORDER: 6:15 PM
ROLL CALL
COUNCILMEMBERS PRESENT: Pang-Maganaris, Hurt, McCune, Mates, Latimerlo (arrived at 6:25 p.m.)
COUNCILMEMBERS ABSENT: None
ITEMS OF BUSINESS
STUDY SESSION
Business License Tax Update
Management Analyst Clark presented the Business Tax Update efforts (BLT). She explained that the BLT supports essential City services including 911 response times, and overall quality of life for the Belmont community including clean and safe streets and high-quality parks and recreation programs and amenities. She explained that the current BLT model generates roughly $1.1 million annually. She noted that the last update to the BLT was in 1990. She explained that under the current model low-revenue businesses pay a higher effective tax rate since most pay the minimum $341 regardless of business size. She provided an overview of the Council’s guiding principles for the update which include fairness, adaptability, and comparability amongst others. She outlined the results of the business forums and three alternative models developed from the feedback. She concluded her presentation with recommendation to Council for Model B, business gross receipts by category that applies a percentage of business receipts from prior tax return, with lower percentage of business with narrower margins and $25 minimum significantly lower from the current and has no CPI adjustments. She explained that if Council directs staff to proceed with the business receipts by category model staff will conduct a second round of business forums in May and return to Council in June with a proposal for placement on the November 2024 ballot.
Council and staff discussion ensued.
Public comment received from Jeanette Sacco-Belli, Mary Morrissey Parden, Giuliano Carlini, Amy Buckmaster on behalf of Chamber San Mateo County. E-mail comments also received.
Council concurred to support Model B and continue public engagement.
ADJOURNMENT at this time being 7:15 PM
Submitted by,
Jozi Plut, City Clerk
7 REGULAR MEETING
CALL TO ORDER: 7:16 PM
ROLL CALL
COUNCILMEMBERS PRESENT: Pang-Maganaris, Hurt, McCune, Mates, Latimerlo COUNCILMEMBERS ABSENT: None
PLEDGE OF ALLEGIANCE
Led by Mayor Mates.
REPORT FROM CLOSED SESSION
No closed session items on the agenda.
SPECIAL PRESENTATIONS
April 28, 2024 20th Annual SchoolForce Celebrate the Music Festival Presentation Alan Sarver SchoolForce Committee Chair provided information on the upcoming festival in partnership with the City held at Twin Pines Park.
Proclamation Recognizing April 2024 as National Arab American Month Mayor Mates read the proclamation.
Proclamation Recognizing April 22, 2024 as Earth Day
Mayor Mates read the proclamation.
Proclamation Recognizing April 26, 2024 as Arbor Day
Mayor Mates read the proclamation. Parks and Recreation Director Shearer commented on City tree giveaways and other contributions to Belmont tree canopy.
Proclamation Recognizing May 5-11, 2024 as 55th Annual Professional Municipal Clerk Week
Mayor Mates read the proclamation. City Clerk Plut shared information about the Belmont Office of Constituent Services.
Proclamation Recognizing May 2024 as Mental Health Awareness Month Mayor Mates read the proclamation. Youth and Teen Coordinators Danielle Giuliacci, Belmont and Emma Licko, San Carlos, commented on the successful teen wellness retreat for teens to destress and refresh their mental health and well-being through various workshops and self-care activities.
Proclamation Recognizing as May 2024 Jewish American Heritage Month Mayor Mates read the proclamation.
Proclamation Recognizing as May 2024 National AANHPI Heritage Month Mayor Mates read the proclamation.
8 Caltrain Modernization Update
Caltrain Representative Brent Teijin provided an update on the Caltrain electrification efforts. He noted a decline in ridership after the COVID-19 pandemic and explained that it is slowly returning.
He ended his presentation with a look at upcoming initiatives.
PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
No member of the public came forward to speak.
COUNCILMEMBER ANNOUNCEMENTS
Mayor Mates commented on upcoming community events and alerts.
CONSENT BUSINESS
Minutes of BFPD March 12, 2024 BFPD March 26, 2024 City Council March 12, 2024 City Council March 26, 2024, City Council Special Meeting March 27, 2024 February 2024 Financial Report February 2024 Treasurer Report Resolution 2024-26 renewing the Belmont Police Department’s Military Equipment Use Policy.
Resolution 2024-27 authorizing the City Manager to negotiate and execute a contract for the acquisition of video equipment and broadcasting equipment in a not-to-exceed amount of $60,000 and installation services of the equipment in a not-to-exceed amount of $10,000 ACTION: On a motion made by Councilmember Hurt and seconded by Councilmember PangMaganaris the consent business items were unanimously approved by a roll call vote (5-0).
PUBLIC HEARINGS
None
GENERAL BUSINESS
800-803 Belmont Avenue- Final Subdivision Map
Community Development Director de Melo introduced the item. Public Works Engineering Consultant Yau stated that the applicant parcel map submittal was reviewed and found technically correct satisfying all required conditions.
Council discussion ensued.
No members of the public came forward for comment.
ACTION: On a motion made by Councilmember Latimerlo and seconded Councilmember McCune Resolution 2024-28 approving the final subdivision map for the 800-803 Belmont Avenue Affordable Multi-Family Housing Development and authorizing the city manager to execute the subdivision improvement agreement and continuing maintenance agreement was unanimously approved by a roll call vote (5-0).
BRIEF VERBAL REPORTS FROM MEMBERS AND STAFF
9 Verbal report from Councilmembers on Intergovernmental (IGR) and Subcommittee Assignments
Councilmembers reported on their assignments.
Verbal report from City Manager
City Manager Oskoui acknowledged the Public Works staff for their efforts celebrating Earth Day with the community and the Police and Parks and Recreation on their Bike to Work Day efforts.
He invited the community to participate in an upcoming age friendly survey.
MATTERS OF INTEREST/CLARIFICATION
None
ADJOURNMENT at this time being 8:20 pm
Submitted by,
Jozi Plut, City Clerk
10 Regular Meeting
Belmont Fire Protection District
April 9, 2024
MEETING MINUTES OF THE CITY OF BELMONT CITY COUNCIL AND BELMONT
FIRE PROTECTION DISTRICT BOARD OF DIRECTORS REGULAR MEETING City Council Chambers, City Hall, One Twin Pines Lane, Belmont, California This meeting is concurrent with the City Council Meeting TUESDAY, APRIL 9, 2024
CALL TO ORDER: 7:00 PM
ROLL CALL
DIRECTORS PRESENT: Mates, Hurt, McCune, Pang-Maganaris
DIRECTORS ABSENT: Latimerlo
CONSENT BUSINESS
No Belmont Fire Protection District items on the agenda.
ADJOURNMENT at this time being 8:40 p.m. pm in memory long time Belmont resident and community leader Mike Davis.
Submitted by,
Jozi Plut, District Secretary
11 Regular Meeting
Belmont Fire Protection District
April 23, 2024
MEETING MINUTES OF THE CITY OF BELMONT CITY COUNCIL AND BELMONT
FIRE PROTECTION DISTRICT BOARD OF DIRECTORS REGULAR MEETING City Council Chambers, City Hall, One Twin Pines Lane, Belmont, California This meeting is concurrent with the City Council Meeting TUESDAY, APRIL 23, 2024
CALL TO ORDER: 7:16 PM
ROLL CALL
DIRECTORS PRESENT: Mates, Latimerlo, Hurt, McCune, Pang-Maganaris DIRECTORS ABSENT:
CONSENT BUSINESS
Minutes of BFPD March 12, 2024 and BFPD March 26, 2024
ACTION: On a motion made by Director Hurt and seconded by Director Pang-Maganaris the consent business items were unanimously approved by a roll call vote (5-0).
ADJOURNMENT at this time being 8:20 p.m.
Submitted by,
Jozi Plut, District Secretary
12 FISCAL YEAR 2023-24
MONTHLY FINANCIAL REPORT - MARCH 31, 2024
HIGHLIGHTS
PERFORMANCE AT
A GLANCE REPORT
• General Fund balance decreased
compared to prior YTD
FUND RECAP AT A GLANCE
REPORT
Notable Fund Balance Increase compared to prior YTD:
•General Fund
•Development Services
•Belmont Fire Protection District
•Street Improvement
•Fleet & Equipment Management
• Sewer Collection System
• Sewer Treatment
Notable Fund Balance Decrease compared to prior YTD:
• Planned Park
• Storm Drainage Enterprise
CASH DISBURSEMENTS &
PURCHASE ORDER
ACTIVITY REPORT
•Amounts equal to and above $50,000
BUDGET VARIANCE
REPORT
• Management Discussion & Analysis
• Tax Trends
This report contains financial information which has not been reviewed or audited by an independent auditor, does not reflect the application of generally accepted accounting principles in all instances and is subject to future revision. This report has not been prepared with a view to informing an investment decision in any of the City’s bonds, notes or other obligations. Any projections, plans or other forward-looking statements included in this report are subject to a variety of uncertainties that could cause any actual plans or results to differ materially from any such statement. The information herein is not intended to be used by investors or potential investors in considering the purchase or sale of the City’s bonds, notes or other obligations and investors and potential investors should rely only on information filed by the City on the Municipal Securities Rulemaking Board’s Electronic Municipal Market Access System for municipal securities disclosures and website, maintained on the World Wide Web at https://emma.msrb.org/ These financial reports are designed to provide a general overview of the City of Belmont’s interim finances. Questions concerning any information provided in these reports should be addressed to [email protected] or for additional information regarding the City’s financial activities, including past award winning audited financialstatements, transparency efforts and best practices please visit the City at www.belmont.gov. 13 City of Belmont
Performance at a Glance
Results for the Period Ended March 31, 2024
(000's)
6/30/2014 $8,204 Audited
6/30/2015 $9,049 Audited
6/30/2016 $9,177 Audited
6/30/2017 $11,128 Audited
6/30/2018 $11,325 Audited
6/30/2019 $14,846 Audited
6/30/2020 $13,637 Audited
6/30/2021 $13,398 Audited
6/30/2022 $18,013 Audited
6/30/2023 $26,586 Audited
3/31/2024 $29,516 Unaudited
* excludes Measure I
\ 0
Fund Balance - YTD Fund Deficits
As shown on the Fund Recap at a Glance (page 3) Recreation, Street Maintenance and Facilities Management Fund have deficits and are expected to be elminated in a future period.
The General Fund balance is $29.5 million, an increase of $2.9 million compared to the amount at the prior fiscal year end. Year-todate budgeted operating transfers $3.5 million from the General Fund to various funds will not be recorded until at the end of the fiscal year based on actual results.
General Fund
General Fund Balance Trends*
$0
$2
$4
$6
$8
$10
$12
$14
$16
$18
$20
$22
$24
$26
$28
$30
$32
General Fund Balance Trend
(in millions)
June March
$0 $20 $40 $60 $80 $100 $120
Budget
Expenditures
Actual
Expenditures
Budget
Revenues
Actual
Revenues
All Funds Revenues & Expenditures
YTD Comparison (in millions)
33%
58%
1%5% 3%
Capital Improvement Plan
Streets Sewer
Technology Recreational Facilities
Parks & Open Space
2 14
Audited Unaudited PY YTD
Fund Fund Balance YTD YTD PY YTD YTD YTD PY YTD Fund Balance Fund Balance Fund Name 06/30/23 Budget Actual (Under) % Actual Budget Actual Under % Actual 03/31/24 03/31/23 (1) (2) Over (3) (Over) (1)+(2)-(3)
GENERAL FUND
101 General $26,586 $22,471 $20,926 ($1,545) 93% $25,576 $23,100 $17,996 $5,105 78% $16,381 $ 29,516 27,195 102 Measure I 3,937 1,801 1,498 (303) 83% 1,454 5,081 1,900 3,181 37% 776 3,535 3,616
SPECIAL REVENUE FUNDS
205 Recreation 583 2,527 1,705 (822) 67% 1,649 2,769 2,492 277 90% 2,264 (203) (615) 206 Library Maintenance & Operation 815 238 216 (22) 91% 210 783 283 500 36% 266 747 780 207 Athletic Field Maintenance 366 92 150 59 164% 108 264 88 176 33% 136 428 348 208 City Tree 284 12 38 26 324% 10 64 63 1 99% 29 259 279 209 Senior Services Donation 92 4 2 (3) 40% 2 4 0 3 7% 0 94 92 210 Development Services 1,538 5,109 4,831 (278) 95% 3,206 4,900 4,297 603 88% 3,812 2,072 479 212 General Plan Maintenance 1,592 449 367 (83) 82% 486 843 688 156 82% 98 1,271 1,694 223 Belmont Fire Protection District 20,198 12,985 12,037 (948) 93% 10,990 9,626 12,073 (2,447) 125% 9,601 20,162 17,607 225 Police Grants and Donations 30 4 5 1 132% 0 4 1 3 16% 3 35 30 227 Supplemental Law Enforcement 7 131 186 54 141% 160 95 94 2 98% 134 99 26 231 Street Maintenance 0 2,896 940 (1,956) 32% 910 1,954 1,828 126 94% 1,647 (889) (737) 232 RMRA Street Project 606 509 477 (31) 94% 412 989 11 978 1% 9 1,072 403 233 Measure W 1,809 328 273 (55) 83% 439 713 0 713 0% 0 2,082 1,896 234 Street Improvements 1,903 812 854 43 105% 1,368 2,372 155 2,217 7% 861 2,603 1,413 237 Traffic Impact 97 9 2 (7) 19% 3 0 0 0 N/A 0 98 203
239 Public Art 404 6 7 1 124% 6 0 0 0 N/A 0 411 402
275 Affordable Housing Successor 9,448 309 243 (66) 79% 3,048 2,953 182 2,771 6% 353 9,509 9,163 277 Inclusionary Housing 2,572 452 604 151 133% 2 0 0 0 N/A 0 3,175 2,455 Total Special Revenue 42,343 26,872 22,937 (3,935) 85% 23,010 28,332 22,254 6,078 79% 19,211 43,025 35,916
CAPITAL PROJECT FUNDS
308 General Facilities 734 10 13 2 123% 10 451 7 444 2% 6 739 730 310 Infrastructure 2,395 33 44 11 132% 725 1,060 154 905 15% 988 2,285 2,547 312 Comcast PEG Program 405 6 7 1 124% 6 90 0 90 0% 0 412 401 341 Planned Park 1,701 31 30 (1) 98% 437 535 340 195 64% 392 1,391 2,034 342 Park Impact 641 124 24 (99) 20% 287 491 0 491 0% 151 666 463 343 Open Space 97 0 5 5 N/A 5 53 0 53 0% 57 101 112
399 Capital Improvement Projects - 28,322 7,858 (20,464) 28% 0 28,433 4,082 24,351 14% 0 3,776 704 Special Assessment Districts 315 4 6 1 124% 4 0 0 0 N/A 0 321 312 Total Capital Projects 6,288 28,530 7,986 (20,544) 28% 1,474 31,113 4,583 26,529 15% 1,594 9,691 6,600
DEBT SERVICE & OTHER FUNDS
406 Library Bond Debt Service 286 506 440 (66) 87% 442 510 654 (144) 128% 663 71 49 501-505 Sewer Collection System 31,482 12,284 10,697 (1,587) 87% 10,671 16,562 8,641 7,921 52% 8,124 33,538 28,164 507 Sewer Treatment 27,391 2,425 2,095 (330) 86% 2,094 3,278 2,692 586 82% 3,032 26,793 25,054 525 Storm Drainage Enterprise 2,173 1,004 948 (56) 94% 839 2,420 1,485 935 61% 1,306 1,637 2,121 530 Solid Waste Management 1,868 532 433 (99) 81% 411 481 397 85 82% 380 1,904 1,797 570 Worker's Compensation 1,761 737 750 13 102% 604 549 708 (159) 129% 660 1,804 1,481 571 Liability Insurance 3,686 636 151 (485) 24% 84 843 679 164 81% 710 3,159 2,760 572 Self Funded Vision 0 0 0 0 N/A 2 0 (4) 4 N/A (6) 4 8 573 Fleet & Equipment Management 8,394 3,498 3,554 56 102% 3,430 4,098 3,409 690 83% 2,932 8,539 7,935 574 Facilities Management (603) 2,597 2,185 (412) 84% 1,343 1,955 1,832 123 94% 1,839 (251) (496) 575 Benefit Prefunding 1,234 1,112 1,065 (47) 96% 1,026 1,018 1,116 (98) 110% 1,070 1,183 1,039 Total Debt & Other 77,673 25,333 22,319 (3,014) 88% 20,945 31,714 21,609 10,106 68% 20,709 78,383 69,912 Total All Funds $156,826 $105,007 $75,666 ($29,341) 72% $72,459 $119,340 $68,342 $50,998 57% $58,670 $164,150 $143,239 Fund Types:
Variance
City of Belmont
Fund Recap at a Glance
Results for the Period Ended March 31, 2024
(000's)
General Fund - Used to account for and report all financial resources not accounted for and reported in another fund.
Special Revenue Funds - Used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditure for specific purposes other than debt service or capital projects.
Capital Projects Funds - Used to account for and report financial resources that are restricted, committed, or assigned to expenditure for capital outlays, including the acquisition or construction of capital facilities and other capital assets.
Debt Service & Other Funds - Includes funds used to account for and report financial resources that are restricted, committed, or assigned to expenditure for principal and interest; funds used to finance and account for special activities and services performed by a designated department for other departments in the City on a cost reimbursement basis; and funds to account for operations financed and operated in a manner similar to a private business enterprise with the intent that the cost of providing goods and services is primarily financed through user charges; and funds used to account for assets held by the City as an agent.
Variance
Revenues Expenditures
3 15
City of Belmont
Budget Variance Report
General Fund / All Other Funds
Results for the Period Ended March 31, 2024
(000's)
General Fund All Other Funds
Year to Date (YTD) Annual PY YTD Year to Date (YTD) Annual PY YTD Budget Actual Variance % Budget Actual Budget Actual Variance % Budget Actual
REVENUES
Taxes $16,506 $14,443 ($2,063) 88% a $22,007 $15,895 $16,137 $13,705 ($2,432) 85% a $21,516 $13,333 Licenses and permits 891 700 (191) 79% b 1,188 730 1,924 2,049 125 107% 2,565 1,642 Intergovernmental 289 422 133 146% 385 3,619 7,613 5,716 (1,898) 75% d 10,151 2,550 Charge for services 3,260 3,226 (34) 99% 4,347 3,375 28,385 25,629 (2,756) 90% e 37,847 24,266 Fines and forfeits 120 99 (21) 83% 160 87 - - - N/A - - 1,134 1,976 842 174% 1,512 1,845 1,890 3,261 1,371 173% 2,520 2,216 Miscellaneous 268 60 (208) 22% c 357 26 176 406 229 230% 235 (75) Other financing sources - - - N/A - - - 13 13 N/A - 2,951 Operating transfers in 3 - (3) 0% 4 - 26,410 3,962 (22,449) 15% f 35,214 - Total Revenues 22,471 20,926 (1,545) 93% 29,961 25,576 82,536 54,740 (27,796) 66% 110,048 46,883
EXPENDITURES
General government 5,814 4,745 (1,069) 82% 7,752 4,119 6,186 5,931 (255) 96% 8,248 5,395 Public safety 11,804 11,426 (378) 97% 15,738 10,777 9,687 12,074 2,387 125% g 12,917 9,738 Streets and utilities - - - N/A - - 38,058 14,221 (23,837) 37% 50,744 14,000 Culture and recreation 1,931 1,702 (229) 88% 2,575 1,485 7,296 5,146 (2,150) 71% 9,728 4,956 Urban redevelopment - - - N/A - 0 7,193 3,972 (3,221) 55% 9,591 3,066 Debt service - - - N/A - - 4,961 5,163 202 104% h 6,614 5,135 Operating transfer out 3,551 122 (3,429) 3% 4,735 0 22,862 3,839 (19,023) 17% 30,483 0 Total Expenditures 23,100 17,996 (5,105) 78% 30,800 16,381 96,243 50,346 (45,897) 52% 128,324 42,290 ($629) $2,930 ($839) $9,195 ($13,707) $4,394 ($18,276) $4,593 Management Discussion and Analysis
(Items with unfavorable budget variance more than $0.1 million) General Fund
Revenues
Other Funds
Revenues
Other Funds
Expenditures
the City's Property Tax bill to be received semi‐annually in December and April. e) Charge for Services - Various project, service, sewer and impact fees did not materialize in the current reporting period. In addition, the Sewer User Fee (Collection & Treatment) is included as part of a) Taxes - The budget variance is primarily due to the timing of semi-annual property tax receipts in December and April. In addition, the majority of Sales Tax and Transient Occupancy Taxes (TOT) received in July are related to June activities, which are subject to an account adjustment. b) Licenses and permits - The budget variance is primarily due to the timing of receipts and an accounting adjustment. c) Miscellaneous - The budget variance is primarily due to the timing of the annual Crystal Springs Uplands School (CSUS) Public Service Fee, which will be received in a future reporting period.
Use of money and property
EXCESS OF REVENUES OVER/
(UNDER) EXPENDITURES
a) Taxes - The budget variance is primarily due to the timing of semi-annual property tax receipts in December and April. In addition, the majority of Sales Tax and Transient Occupancy Taxes (TOT) received d) Intergovernmental - The revenue will be received in a future reporting period. in July are related to June activities, which are subject to an account adjustment.
Trends
** July Sales Tax & TOT revenues received were for June activities and accrued to the previous FY. July revenues will be received in August.
g) Public Safety - First quarter payments of $1.7M to BSCFD and $2.3M to San Mateo Consolidated Fire Department were made in July. h) Debt Service - Semi-annual debt service on bonds were paid in August and January. f) Operating Transfers In – Budgeted operating transfers are recorded at the end of the fiscal year based on actual results. -$650
-$450
-$250
-$50
$150
$350
$550
$750
$950
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Thousands
Sales Taxes & TOT - Monthly Comparison
Sales Taxes FY 23 Sales Taxes FY 24 TOT FY 23 TOT FY 24 $0 $2,000
$4,000
$6,000
$8,000
$10,000
$12,000
$14,000
FY 14 FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 FY 21 FY 22 FY 23 Thousands
Major General Fund Taxes - 10-year Trends
Prop Tax Sales Taxes TOT
4 16
City of Belmont
Disbursements & Purchase Order Activity Report
Results for the Period Ended March 31, 2024
Vendor Description Date No. Amount
CALPERS COB CONTRIBUTION PPE 02/23/24 3/7/24 DAJ000008847 136,080.59 CALPERS COB HEALTH PREMIUM-MARCH 3/11/24 DAJ000008856 216,366.20 CALPERS COB CONTRIBUTION PPE 03/08/24 3/14/24 DAJ000008860 136,650.20 CITY OF BELMONT EMPLOYEES PAYROLL 03/02/2024 3/8/24 DAJ000008828 101,845.09 CITY OF BELMONT EMPLOYEES PAYROLL 03/02/2024 3/8/24 DAJ000008829 451,182.61 CITY OF BELMONT EMPLOYEES PAYROLL 03/16/2024 3/22/24 DAJ000008831 480,279.46 CITY OF BELMONT EMPLOYEES PAYROLL 03/16/2024 3/22/24 DAJ000008833 109,572.59 CSG CONSULTANTS, INC. Building Review Services 3/22/24 EFT00034773 80,907.84 GOOD CITY COMPANY Receivings Transaction Entry 3/22/24 EFT00034758 66,893.48 GOOD CITY COMPANY Receivings Transaction Entry 3/29/24 EFT00034898 62,717.50 MISSION SQAURE DEF COMP ACCT#302442 3/11/24 DAJ000008854 52,354.96 MISSION SQUARE DEF COMP ACCT#302442 3/25/24 DAJ000008872 52,679.44 PG&E CITYWIDE UTILITIES 3/21/24 DAJ000008866 58,719.08
PG&E CFM/PPC DEPARTMENT HILLER ST POWER 3/1/24 1204511 57,399.72 SAN MATEO CONSOLIDATED FIRE DEPARTMENT FEBRUARY CONTRACTED SRVCS 3/22/24 EFT00034749 2,298,576.25 SILICON VALLEY CLEAN WATER APRIL CONTRIBUTIONS 3/8/24 EFT00034639 303,637.00 Total Disbursements in Excess of $50,000 $ 4,665,862.01 Total Count 16
Vendor Description Date No. Amount
4LEAF INC BUILDING INSPECTOR SERVICES 3/8/24 24 00077 80,823.42 MAZE & ASSOCIATES FY23/24 AUDIT & RELATED SR 3/14/24 24 00082 97,595.00 MAZE & ASSOCIATES FY24/25 AUDIT & RELATED SRV 3/14/24 24 00082 100,822.00 MAZE & ASSOCIATES FY25/26 AUDIT & RELATED SRV 3/14/24 24 00082 104,146.00 MAZE & ASSOCIATES FY 26/27 AUDIT & RELATED SR 3/14/24 24 00082 107,573.00 MAZE & ASSOCIATES FY 27/28 AUDIT & RELATED SR 3/14/24 24 00082 111,102.00 SCHAAF & WHEELER CONSULTING SAN JUAN SEWER PROJECT 3/14/24 24 00084 130,320.00 ENVIRONMENTAL SCIENCE ACCOCIAT ISLAND PARKWAY EIR 3/14/24 24 00085 372,114.88 KIMLEY-HORN & ASSOC., INC. CEQA REVIEW 1301 SHOREWAY R 3/14/24 24 00086 427,140.00 Total Purchase Orders Issued in Excess of $50,000 $ 1,531,636.30 Total Count 9
Disbursements Amounts Equal to $50,000 and Above
Purchase Order Amounts Equal to $50,000 and Above
5 17
Beginning Balance Ending Balance
February 29, 2024 Receipts Disbursements March 31, 2024 City of Belmont $ 121,800,481.53 $ 4,120,881.36 $ (3,675,801.26) $ 122,245,561.63 Belmont Fire Protection District 21,858,083.24 890,684.94 (2,393,446.27) 20,355,321.91 Total $ 143,658,564.77 $ 5,011,566.30 $ (6,069,247.53) $ 142,600,883.54 -
Deposit Investments Pool Total
City of Belmont & Belmont Fire Protection District $ 3,140,185.61 $ 139,460,697.93 $ 142,600,883.54 -
Respectfully Submitted,
s/b Grace Castaneda
Grace Castaneda
City Treasurer
I certify that this report accurately reflects all investments of City of Belmont and Belmont Fire Protection District, and is in conformance with the adopted Investment Policy mandated by Government Code 53646. Furthermore, I certify to the best of my knowledge, sufficient investment liquidity and anticipated revenues are available to meet the Agency's budgeted expenditure requirement for the next six months.
CITY OF BELMONT
TREASURER'S REPORT
March-24
Balance Summary
Agency Receipts and Disbursements Summary
treasurer report 03-2024.xlsx
18 Investment Type Issuer
Maturity
Date Par Amount Current Market Value Interest Total
Investment
Period Rate
Pricing
Source Manager
Deposit
General Account Wells Fargo $ 3,140,185.61 $ 3,140,185.61 Bank Bank Investments:
L.A.I.F.-POOL State of California Daily 133,701,861.79 132,838,566.38 471,521.90 90 days 4.232% LAIF LAIF L.A.I.F.-BONDS State of California Daily 5,758,836.14 5,721,652.09 20,309.50 90 days 4.232% LAIF LAIF Total $ 142,600,883.54 $ 141,700,404.08 $ 491,831.39
s/b Grace Castaneda
S/B John Violet
Investment Detail
CITY OF BELMONT
TREASURER'S REPORT
March-24
Mar-23 Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 L.A.I.F.-POOL 117,310,359 127,892,077 124,692,077 128,042,077 115,474,495 115,474,495 117,024,495 115,089,713 115,789,713 132,764,713 133,851,862 133,701,862 133,701,862 L.A.I.F.-BONDS 7,384,268 7,435,147 7,287,147 7,287,147 6,909,922 6,909,922 6,909,922 6,972,783 6,870,783 5,691,783 5,758,836 5,758,836 5,758,836 INTEREST RATE 2.831% 2.870% 2.993% 3.167% 3.305% 3.434% 3.534% 3.670% 3.843% 3.929% 4.012% 4.122% 4.232%
0.00%
0.50%
1.00%
1.50%
2.00%
2.50%
3.00%
3.50%
4.00%
4.50%
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
$140,000,000
$160,000,000
City of Belmont Investment Portfolio Trends
Quotation # Q-502559
Date: April 26, 2024
Environmental Systems Research Institute, Inc.
380 New York St
Redlands, CA 92373-8100
Phone: (909) 793-2853
DUNS Number: 06-313-4175 CAGE Code: 0AMS3
Customer # 191052 Contract #
City of Belmont
Technology Dept
1 Twin Pines Ln Ste 365
Belmont, CA 94002-3890
To expedite your order, please attach a copy of ATTENTION: Jason Eggers this quotation to your purchase order. PHONE: (650) 598-4206 Quote is valid from: 1/23/2024 To: 7/21/2024 EMAIL: [email protected] Material Qty Term Unit Price Total
168178 1 Year 1 $40,900.00 $40,900.00
Populations of 25,001 to 50,000 Small Government Enterprise Agreement Annual Subscription 168178 1 Year 2 $40,900.00 $40,900.00
Populations of 25,001 to 50,000 Small Government Enterprise Agreement Annual Subscription 168178 1 Year 3 $40,900.00 $40,900.00
Populations of 25,001 to 50,000 Small Government Enterprise Agreement Annual Subscription Subtotal: $122,700.00
Sales Tax: $0.00
Estimated Shipping and Handling (2 Day Delivery): $0.00 Contract Price Adjust: $0.00
Total: $122,700.00
Esri may charge a fee to cover expenses related to any customer requirement to use a proprietary vendor management, procurement, or invoice program.
For questions contact:
Michael Arias
Email:
[email protected]
Phone:
(909) 793-2853
The items on this quotation are subject to and governed by the terms of this quotation, the most current product specific scope of use document found at https://assets.esri.com/content/dam/esrisites/media/legal/product-specific-terms-of-use/e300.pdf, and your applicable signed agreement with Esri. If no such agreement covers any item quoted, then Esri’s standard terms and conditions found at https://go.esri.com/MAPS apply to your purchase of that item. If any item is quoted with a multi-year payment schedule, then unless otherwise stated in this quotation, Customer is required to make all payments without right of cancellation. Third-party data sets included in a quotation as separately licensed items will only be provided and invoiced if Esri is able to provide such data and will be subject to the applicable third-party's terms and conditions. If Esri is unable to provide any such data set, Customer will not be responsible for any further payments for the data set. US Federal government entities and US government prime contractors authorized under FAR 51.1 may purchase under the terms of Esri’s GSA Federal Supply Schedule. Supplemental terms and conditions found at https://www.esri.com/en-us/legal/terms/state-supplemental apply to some US state and local government purchases. All terms of this quotation will be incorporated into and become part of any additional agreement regarding Esri’s offerings. Acceptance of this quotation is limited to the terms of this quotation. Esri objects to and expressly rejects any different or additional terms contained in any purchase order, offer, or confirmation sent to or to be sent by buyer. Unless prohibited by law, the quotation information is confidential and may not be copied or released other than for the express purpose of system selection and purchase/license. The information may not be given to outside parties or used for any other purpose without consent from Esri. Delivery is FOB Origin for customers located in the USA.
ARIASM This offer is limited to the terms and conditions incorporated and attached herein. 20 Esri Use Only:
Cust. Name
Cust. #
PO #
Esri Agreement #
SMALL ENTERPRISE AGREEMENT
COUNTY AND MUNICIPALITY GOVERNMENT
(E214-2)
This Agreement is by and between the organization identified in the Quotation ("Customer") and Environmental Systems Research Institute, Inc. ("Esri").
This Agreement sets forth the terms for Customer's use of Products and incorporates by reference (i) the Quotation and (ii) the Master Agreement. Should there be any conflict between the terms and conditions of the documents that comprise this Agreement, the order of precedence for the documents shall be as follows: (i) the Quotation, (ii) this Agreement, and (iii) the Master Agreement. This Agreement shall be governed by and construed in accordance with the laws of the state in which Customer is located without reference to conflict of laws principles, and the United States of America federal law shall govern in matters of intellectual property. The modifications and additional rights granted in this Agreement apply only to the Products listed in Table A.
Table A
List of Products
Uncapped Quantities
Desktop Software and Extensions (Single Use)
ArcGIS Desktop Advanced
ArcGIS Desktop Standard
ArcGIS Desktop Basic
ArcGIS Desktop Extensions: ArcGIS 3D Analyst,
ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst,
ArcGIS Publisher, ArcGIS Network Analyst, ArcGIS
Schematics, ArcGIS Workflow Manager, ArcGIS Data
Reviewer
Enterprise Software and Extensions
ArcGIS Enterprise (Advanced and Standard)
ArcGIS Monitor
ArcGIS Enterprise Extensions: ArcGIS 3D Analyst,
ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst,
ArcGIS Network Analyst, ArcGIS Schematics, ArcGIS
Workflow Manager, ArcGIS Data Reviewer
Enterprise Additional Capability Servers
ArcGIS Image Server
Developer Tools
ArcGIS Runtime Standard
ArcGIS Runtime Analysis Extension
Limited Quantities
One (1) Professional subscription to ArcGIS Developer
Two (2) ArcGIS CityEngine Single Use Licenses
100 ArcGIS Online Viewers
100 ArcGIS Online Creators
17,500 ArcGIS Online Service Credits
100 ArcGIS Enterprise Creators
3 ArcGIS Insights in ArcGIS Enterprise
3 ArcGIS Insights in ArcGIS Online
10 ArcGIS Location Sharing User Type Extension (Enterprise) 10 ArcGIS Location Sharing User Type Extension (Online) 9 ArcGIS Advanced Editing User Type Extension (Enterprise)
OTHER BENEFITS
Number of Esri User Conference registrations provided annually 3 Number of Tier 1 Help Desk individuals authorized to call Esri 3 Maximum number of sets of backup media, if requested* 2 Five percent (5%) discount on all individual commercially available instructor-led training classes at Esri facilities purchased outside this Agreement
*Additional sets of backup media may be purchased for a fee 21
Customer may accept this Agreement by signing and returning the whole Agreement with (i) the Quotation attached, (ii) a purchase order, or (iii) another document that matches the Quotation and references this Agreement ("Ordering Document"). ADDITIONAL OR CONFLICTING TERMS IN CUSTOMER'S PURCHASE
ORDER OR OTHER DOCUMENT WILL NOT APPLY, AND THE TERMS OF THIS AGREEMENT WILL GOVERN. This Agreement is effective as of the date of Esri's receipt of an Ordering Document, unless otherwise agreed to by the parties ("Effective Date").
Term of Agreement: Three (3) years
This Agreement supersedes any previous agreements, proposals, presentations, understandings, and arrangements between the parties relating to the licensing of the Products. Except as provided in Article 4— Product Updates, no modifications can be made to this Agreement.
Accepted and Agreed:
(Customer)
By:
Authorized Signature
Printed Name:
Title:
Date:
CUSTOMER CONTACT INFORMATION
Contact: Telephone:
Address: Fax:
City, State, Postal Code: E-mail:
Country:
Quotation Number (if applicable):
22
1.0—ADDITIONAL DEFINITIONS
In addition to the definitions provided in the Master
Agreement, the following definitions apply to this
Agreement:
"Case" means a failure of the Software or Online
Services to operate according to the Documentation
where such failure substantially impacts operational
or functional performance.
"Deploy", "Deployed" and "Deployment" mean to
redistribute and install the Products and related
Authorization Codes within Customer's
organization(s).
"Fee" means the fee set forth in the Quotation.
"Maintenance" means Tier 2 Support, Product
updates, and Product patches provided to Customer
during the Term of Agreement.
"Master Agreement" means the applicable master
agreement for Esri Products incorporated by this
reference that is (i) found at https://www.esri.com/enus/legal/terms/full-master-agreement and available in the installation process requiring acceptance by
electronic acknowledgment or (ii) a signed Esri
master agreement or license agreement that
supersedes such electronically acknowledged
master agreement.
"Product(s)" means the products identified in
Table A—List of Products and any updates to the list
Esri provides in writing.
"Quotation" means the offer letter and quotation
provided separately to Customer.
"Technical Support" means the technical
assistance for attempting resolution of a reported
Case through error correction, patches, hot fixes,
workarounds, replacement deliveries, or any other
type of Product corrections or modifications.
"Tier 1 Help Desk" means Customer's point of
contact(s) to provide all Tier 1 Support within
Customer's organization(s).
"Tier 1 Support" means the Technical Support
provided by the Tier 1 Help Desk.
"Tier 2 Support" means the Esri Technical Support
provided to the Tier 1 Help Desk when a Case
cannot be resolved through Tier 1 Support.
2.0—ADDITIONAL GRANT OF LICENSE
2.1 Grant of License. Subject to the terms and
conditions of this Agreement, Esri grants to
Customer a personal, nonexclusive,
nontransferable license solely to use, copy, and
Deploy quantities of the Products listed in
Table A—List of Products for the Term of
Agreement (i) for the applicable Fee and (ii) in
accordance with the Master Agreement.
2.2 Consultant Access. Esri grants Customer the
right to permit Customer's consultants or
contractors to use the Products exclusively for
Customer's benefit. Customer will be solely
responsible for compliance by consultants and
contractors with this Agreement and will ensure
that the consultant or contractor discontinues
use of Products upon completion of work for
Customer. Access to or use of Products by
consultants or contractors not exclusively for
Customer's benefit is prohibited. Customer may
not permit its consultants or contractors to install
Software or Data on consultant, contractor, or
third-party computers or remove Software or
Data from Customer locations, except for the
purpose of hosting the Software or Data on
Contractor servers for the benefit of Customer.
3.0—TERM, TERMINATION, AND EXPIRATION
3.1 Term. This Agreement and all licenses
hereunder will commence on the Effective Date
and continue for the duration identified in the
Term of Agreement, unless this Agreement is
terminated earlier as provided herein. Customer
is only authorized to use Products during the
Term of Agreement. For an Agreement with a
limited term, Esri does not grant Customer an
indefinite or a perpetual license to Products.
3.2 No Use upon Agreement Expiration or
Termination. All Product licenses, all
Maintenance, and Esri User Conference
registrations terminate upon expiration or
termination of this Agreement.
3.3 Termination for a Material Breach. Either party
may terminate this Agreement for a material
breach by the other party. The breaching party
will have thirty (30) days from the date of written
notice to cure any material breach.
3.4 Termination for Lack of Funds. For an
Agreement with government or government23
owned entities, either party may terminate this
Agreement before any subsequent year if
Customer is unable to secure funding through
the legislative or governing body's approval
process.
3.5 Follow-on Term. If the parties enter into
another agreement substantially similar to this
Agreement for an additional term, the effective
date of the follow-on agreement will be the day
after the expiration date of this Agreement.
4.0—PRODUCT UPDATES
4.1 Future Updates. Esri reserves the right to
update the list of Products in Table A—List of
Products by providing written notice to
Customer. Customer may continue to use all
Products that have been Deployed, but support
and upgrades for deleted items may not be
available. As new Products are incorporated into
the standard program, they will be offered to
Customer via written notice for incorporation into
the Products schedule at no additional charge.
Customer's use of new or updated Products
requires Customer to adhere to applicable
additional or revised terms and conditions in the
Master Agreement.
4.2 Product Life Cycle. During the Term of
Agreement, some Products may be retired or
may no longer be available to Deploy in the
identified quantities. Maintenance will be subject
to the individual Product Life Cycle Support
Status and Product Life Cycle Support Policy,
which can be found at
https://support.esri.com/en/otherresources/product-life-cycle. Updates for Products in the mature and retired phases may
not be available. Customer may continue to use
Products already Deployed, but Customer will
not be able to Deploy retired Products.
5.0—MAINTENANCE
The Fee includes standard maintenance benefits
during the Term of Agreement as specified in the
most current applicable Esri Maintenance and
Support Program document (found at
https://www.esri.com/enus/legal/terms/maintenance). At Esri's sole discretion, Esri may make patches, hot fixes, or
updates available for download. No Software other
than the defined Products will receive Maintenance.
Customer may acquire maintenance for other
Software outside this Agreement.
a. Tier 1 Support
1. Customer will provide Tier 1 Support
through the Tier 1 Help Desk to all
Customer's authorized users.
2. The Tier 1 Help Desk will be fully trained in
the Products.
3. At a minimum, Tier 1 Support will include
those activities that assist the user in
resolving how-to and operational questions
as well as questions on installation and
troubleshooting procedures.
4. The Tier 1 Help Desk will be the initial point
of contact for all questions and reporting of a
Case. The Tier 1 Help Desk will obtain a full
description of each reported Case and the
system configuration from the user. This
may include obtaining any customizations,
code samples, or data involved in the Case.
5. If the Tier 1 Help Desk cannot resolve the
Case, an authorized Tier 1 Help Desk
individual may contact Tier 2 Support. The
Tier 1 Help Desk will provide support in such
a way as to minimize repeat calls and make
solutions to problems available to
Customer’s organization.
6. Tier 1 Help Desk individuals are the only
individuals authorized to contact Tier 2
Support. Customer may change the Tier 1
Help Desk individuals by written notice to
Esri.
b. Tier 2 Support
1. Tier 2 Support will log the calls received
from Tier 1 Help Desk.
2. Tier 2 Support will review all information
collected by and received from the Tier 1
Help Desk including preliminary documented
troubleshooting provided by the Tier 1 Help
Desk when Tier 2 Support is required.
3. Tier 2 Support may request that Tier 1 Help
Desk individuals provide verification of
information, additional information, or
answers to additional questions to
24
supplement any preliminary information
gathering or troubleshooting performed by
Tier 1 Help Desk.
4. Tier 2 Support will attempt to resolve the
Case submitted by Tier 1 Help Desk.
5. When the Case is resolved, Tier 2 Support
will communicate the information to Tier 1
Help Desk, and Tier 1 Help Desk will
disseminate the resolution to the user(s).
6.0—ENDORSEMENT AND PUBLICITY
This Agreement will not be construed or interpreted
as an exclusive dealings agreement or Customer's
endorsement of Products. Either party may publicize
the existence of this Agreement.
7.0—ADMINISTRATIVE REQUIREMENTS
7.1 OEM Licenses. Under Esri's OEM or Solution
OEM programs, OEM partners are authorized to
embed or bundle portions of Esri products and
services with their application or service. OEM
partners' business model, licensing terms and
conditions, and pricing are independent of this
Agreement. Customer will not seek any discount
from the OEM partner or Esri based on the
availability of Products under this Agreement.
Customer will not decouple Esri products or
services from the OEM partners' application or
service.
7.2 Annual Report of Deployments. At each
anniversary date and ninety (90) calendar days
prior to the expiration of this Agreement,
Customer will provide Esri with a written report
detailing all Deployments. Upon request,
Customer will provide records sufficient to verify
the accuracy of the annual report.
8.0—ORDERING, ADMINISTRATIVE
PROCEDURES, DELIVERY, AND
DEPLOYMENT
8.1 Orders, Delivery, and Deployment
a. Upon the Effective Date, Esri will invoice
Customer and provide Authorization Codes to
activate the nondestructive copy protection
program that enables Customer to download,
operate, or allow access to the Products. If this
is a multi-year Agreement, Esri may invoice the
Fee up to thirty (30) calendar days before the
annual anniversary date for each year.
b. Undisputed invoices will be due and payable
within thirty (30) calendar days from the date of
invoice. Esri reserves the right to suspend
Customer's access to and use of Products if
Customer fails to pay any undisputed amount
owed on or before its due date. Esri may charge
Customer interest at a monthly rate equal to the
lesser of one percent (1.0%) per month or the
maximum rate permitted by applicable law on
any overdue fees plus all expenses of collection
for any overdue balance that remains unpaid
ten (10) days after Esri has notified Customer of
the past-due balance.
c. Esri's federal ID number is 95-2775-732.
d. If requested, Esri will ship backup media to the
ship-to address identified on the Ordering
Document, FOB Destination, with shipping
charges prepaid. Customer acknowledges that
should sales or use taxes become due as a
result of any shipments of tangible media, Esri
has a right to invoice and Customer will pay any
such sales or use tax associated with the receipt
of tangible media.
8.2 Order Requirements. Esri does not require
Customer to issue a purchase order. Customer
may submit a purchase order in accordance with
its own process requirements, provided that if
Customer issues a purchase order, Customer
will submit its initial purchase order on the
Effective Date. If this is a multi-year Agreement,
Customer will submit subsequent purchase
orders to Esri at least thirty (30) calendar days
before the annual anniversary date for each
year.
a. All orders pertaining to this Agreement will be
processed through Customer's centralized point
of contact.
b. The following information will be included in
each Ordering Document:
(1) Customer name; Esri customer number, if
known; and bill-to and ship-to addresses
(2) Order number
(3) Applicable annual payment due
25
9.0—MERGERS, ACQUISITIONS, OR
DIVESTITURES
If Customer is a commercial entity, Customer will
notify Esri in writing in the event of (i) a
consolidation, merger, or reorganization of Customer
with or into another corporation or entity;
(ii) Customer's acquisition of another entity; or (iii) a transfer or sale of all or part of Customer's
organization (subsections i, ii, and iii, collectively
referred to as "Ownership Change"). There will be
no decrease in Fee as a result of any Ownership
Change.
9.1 If an Ownership Change increases the
cumulative program count beyond the maximum
level for this Agreement, Esri reserves the right
to increase the Fee or terminate this Agreement
and the parties will negotiate a new agreement.
9.2 If an Ownership Change results in transfer or
sale of a portion of Customer's organization, that
portion of Customer's organization will transfer
the Products to Customer or uninstall, remove,
and destroy all copies of the Products.
9.3 This Agreement may not be assigned to a
successor entity as a result of an Ownership
Change unless approved by Esri in writing in
advance. If the assignment to the new entity is
not approved, Customer will require any
successor entity to uninstall, remove, and
destroy the Products. This Agreement will
terminate upon such Ownership Change.
26
RESOLUTION NO. 2024 –
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A 3-YEAR
SMALL GOVERNMENT ENTERPRISE AGREEMENT (SGEA) FOR GEOGRAPHIC
INFORMATION SYSTEMS (GIS) SOFTWARE WITH ENVIRONMENTAL SYSTEM RESEARCH INSTITUTE (ESRI) FOR A TOTAL COST NOT TO EXCEED $122,700, WITH AN ANNUAL AMOUNT OF $40,900 EACH YEAR FOR THE NEXT THREE FISCAL YEARS.
WHEREAS, the City uses proprietary ESRI software to incorporate GIS tools and services for a multitude of data operations and management; and, WHERAS, the contract for the software will expire in June 2024 and it is in the best interests of the City to have a new contract executed to provide access to and maintenance of the software in FY 2024-25; and
WHEREAS, ESRI has proposed a three-year software and maintenance agreement with an annual cost of $40,900 that will provide the software and support; and NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:
SECTION 1. The City Manager is authorized to negotiate and execute an agreement purchasing Geographic Information Systems software and maintenance from Environmental System Research Institute for an amount not to exceed $122,700, with an annual amount of $40,900 each year for the next three fiscal years.
* * *
ADOPTED May 14, 2024 by the City of Belmont City Council by the following vote:
Ayes:
Noes:
Absent:
Abstain:
27
ATTEST:
City Clerk Mayor
APPROVED AS TO FORM:
City Attorney
28
Esri GIS Software Enterprise Agreement - Staff Report
STAFF REPORT
Meeting Date: May 14, 2024
Agency: City of Belmont
Staff Contact: Ann Ritzma, Interim Administrative Services Director, [email protected] Agenda Title: Environmental System Research Institute (ESRI) Geographic Information Systems (GIS) Software Enterprise Agreement
Agenda Action: Resolution
Recommendation
Adopt a resolution authorizing the City Manager to negotiate and execute a 3-year Small Government Enterprise Agreement (SGEA) for Geographic Information Systems (GIS) software with Environmental System Research Institute (ESRI) for a total cost not to exceed $122,700, with an annual amount of $40,900 each year for the next three fiscal years.
Strategic Focus Area
Fiscal and Organizational Sustainability
Background
The City has been using GIS tools since the mid-1990’s to collect, maintain, analyze, and disseminate data related to the City’s operations and management. GIS is an integral part of several key application systems used by many City departments, including:
• Records management system used by the Police Department • Permitting and planning system used by the Community Development Department. • Enterprise asset management system and pipe inspection software used by the Public Works Department.
• Open-data and online mapping tools used by staff and residents.
ESRI software is the industry standard for GIS in local government. In April 2018, the City entered into a three-year Small Government Enterprise Agreement (SGEA) with ESRI to consolidate disparate software applications and modules and identify cost savings for the applications. The agreement was renewed in April 2021 for an additional three-year term.
Analysis
The proposed three-year agreement provides the City with an annual fixed cost that covers an unlimited number of licenses for the company’s software products, as well as training and support benefits. The SGEA requires a three-year commitment, and each year’s cost is invoiced annually. The fixed annual cost is based on the population of the municipality. Belmont is a Program Level Two community (population between 25,001 and 50,000). The annual cost is $40,900. By authorizing a multi-year agreement, the City can secure the proposed rate and predictably budget for the following years. The City will have 29
Esri GIS Software Enterprise Agreement - Staff Report
access to all GIS software products and upgrades to meet the City and community’s current and future GIS needs. Although there are other GIS providers, staying with ESRI allows the City to continue to refine and build an effective and efficient application, implement best practices in GIS data security, and utilize the platform to improve workflow management. The ESRI enhancements in this agreement also offer better web accessibility that provides GIS tools and data to mobile devices used by employees in the field, and the public.
The City’s current contract expires in June 2024 and entering into the new SGEA will ensure continued support and maintenance of the City’s ESRI software. The funding for each subsequent year of this agreement will be incorporated as part of the annual budget development process.
Alternatives
1. Take no action.
2. Refer back to staff for more information.
Attachments
A. Resolution
B. Quote for three (3) year enterprise agreement from ESRI GIS software Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:
Funding for each year of the agreement will be contingent on Council appropriation. The funding for the first year of the 3- year agreement has been incorporated in the proposed FY 2024- 25 budget in account 573-1-301-8359. Funding for the
remaining two years will be incorporated each year as part of the annual budget development process.
Source: Purpose: Public Outreach:
Staff Discretionary Action Posting of Agenda
30
Bamacor Contract Amendment - Staff Report
STAFF REPORT
Meeting Date: May 14, 2024
Agency: City of Belmont
Staff Contact: Brigitte Shearer, Parks, & Recreation Director, [email protected], (650) 595-7441
Agenda Title: Amendment to Service Agreement with Bamacor, Inc. for Custodial Services Agenda Action: Resolution
Recommendation
Adopt a resolution authorizing the City Manager to negotiate and execute an amendment to the agreement with Bamacor, Inc. for custodial services for up to six additional months on a month-to-month basis, with billings for additional services not to exceed $187,447, bringing the total contract not-to-exceed amount to $528,259.
Strategic Focus Area
Infrastructure and Mobility
Background
The City operates 15 buildings which require custodial services on a regular basis. These services have been provided by Bamacor, Inc. for 28 years under a service agreement which was renewed annually and included modest price increases based on the regional consumer price index (CPI). The agreement has covered the cost of all labor and equipment required to render services, as well as rates for any special cleanings or “on-call” services.
The most recent service agreement with Bamacor, Inc. for custodial services was authorized by the City Council in 2021, following the issuance of a Request for Proposals (RFP). This agreement purchased services for an amount not to exceed $300,475 for the period beginning July 1, 2021 and ending June 30, 2022, with a clause permitting up to two additional one-year terms with annual CPI increases. For the current period of July 1, 2023, to June 30, 2024 (Fiscal Year 2023-24), the “not to exceed” compensation is $340,812. After June 30, the City will need to enter a new agreement with Bamacor or an alternate service provider.
Analysis
In anticipation of the expiration of the current services agreement, staff advertised a request for proposals (RFP) for custodial services in early 2024 and received six proposals. The RFP specified building square footage, frequency and timing of services, and specific tasks to be completed at each building. Staff are currently evaluating these submissions for appropriateness of scope and cost to whether to award a contract or reject the proposal to provide the best value and service for the City’s needs.
To allow more time for the selection of a qualified service provider, City staff request that the City Council 31
Bamacor Contract Amendment - Staff Report
authorize the City Manager to negotiate and execute an amendment to the current agreement with Bamacor, Inc. This amendment would maintain the scope of work and fees but extend the contract period for up to six months (July 1, 2024 to December 31, 2024), on a month-to-month basis. During this extension period, no consumer price index (CPI) or other fee increases would apply; therefore, billings would not exceed $187,447 (50% of the Fiscal Year 2023-24 contract amount of $340,812, plus a 10% contingency), bringing the total contract not-to-exceed amount to $528,259.
Alternatives
1. Take no action
2. Refer back to staff for more information
3. Deny contract extension
Attachments
A. Resolution
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:
Funding for these ongoing services is routinely incorporated into the annual budget under the Facilities Management Fund 574, Recreation Fund 205, Library Maintenance and Operation Fund 206 ,and Athletic Field Maintenance Fund 207.
Source: Purpose: Public Outreach:
Staff Statutory/Contractual Requirement Posting of Agenda 32
RESOLUTION NO. 2024 –
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AMENDMENT TO THE SERVICE AGREEMENT WITH BAMACOR, INC. TO PROVIDE CUSTODIAL SERVICES FOR AN ADDITIONAL $187,447, BRINGING THE TOTAL CONTRACT NOT-TO-EXCEED AMOUNT TO $528,259
WHEREAS, The City operates 15 buildings which require custodial services on a regular basis; and,
WHEREAS, These services have been provided by Bamacor, Inc. for 28 years under a service agreement which was renewed annually and included modest price increases based on the regional consumer price index (CPI); and,
WHEREAS, The most recent agreement with Bamacor, Inc. was authorized by the City Council in 2021, with a “not to exceed” compensation of $340,812 for the period of July 1, 2023 to June 30, 2024; and,
WHEREAS, After June 30, the current agreement with expire; and, WHEREAS, Staff requests more time for the selection of a qualified service provider following the agreement’s expiration; and,
WHEREAS, Bamacor, Inc. is able to continue the current scope of work on a month-tomonth basis for up to six additional months (from July 1, 2024 to December 31, 2024); and, WHEREAS, During this extension period, no consumer price index (CPI) or other fee increases would apply and total billings would not exceed $187,447 (50% of the Fiscal Year 2023-24 contract amount, plus a 10% contingency), bringing the total contract not-to-exceed amount to $528,259; and,
WHEREAS, the fiscal year 2023-24 scope of work and fees, which would apply to this extension period, are attached hereto as “Exhibit A.”
NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:
SECTION 1. The City Manager is authorized to negotiate and execute an amendment to an agreement purchasing custodial services from Bamacor, Inc. for an additional $187,447, bringing the total contract not-to-exceed amount to $528,259. * * *
33
ADOPTED May 14, 2024 by the City of Belmont City Council by the following vote:
Ayes:
Noes:
Absent:
Abstain:
ATTEST:
City Clerk Mayor
APPROVED AS TO FORM:
City Attorney
34
San Juan Blvd Sewer Capacity Improvement Project - Staff Report
STAFF REPORT
Meeting Date: May 14, 2024
Agency: City of Belmont
Staff Contact: Bozhena Palatnik, Public Works, (650) 595-7463, [email protected] Agenda Title: San Juan Blvd Sewer Capacity Improvement Project Agenda Action: Resolution
Recommendation
Adopt a resolution approving plans and specifications, authorizing advertisement for sealed bids, and authorizing the City Manager to execute a contract with the lowest responsible and responsive bidder for an amount not to exceed $2,100,000 plus a ten percent construction contingency for an amount not-toexceed $2,310,000 for the San Juan Blvd Sewer Capacity Improvement Project, City Contract Number 2024-631.
Strategic Focus Area
Infrastructure and Mobility
Background
As part of the Sanitary Sewer Master Plan, the City’s engineering consultant developed a list of short- and long-term capital improvement projects that would address deficiencies in sanitary sewer infrastructure condition and/or capacity. The first 2 capital improvement projects (CIPs) identified as a top priority involve capacity deficient sanitary sewer gravity pipes feeding into the City’s largest sewer lift station – San Juan. The project involves upsizing/construction of approximately ½ mile of sanitary sewer pipe network along San Juan Blvd. and East Laurel Creek, as well as reconnection of the sewer service laterals, and rehabilitation of the manholes.
Upon completion of this project, City will work on designing subsequent and related upgrades for the San Juan lift station and force main project that are identified in the new 5-year CIP.
Analysis
Staff selected a consultant to design this project. Plans and specifications have been completed and the project is ready to be advertised to bid. The bid opening will take place on June 12, 2024, with construction starting in late July and finishing in October 2024. The total cost of construction with contingency is estimated to be $2,310,000.
Alternatives
1. Take no action.
2. Refer back to staff for further information
Attachments
35
San Juan Blvd Sewer Capacity Improvement Project - Staff Report A. Resolution
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:
Funding in the amount of $2,310,000 has been incorporated into the fiscal year 2024-29 five-year Capital Improvement Program and will come from the Sewer Collection Fund under San Juan Sewer Main Capacity Improvements Project Account #399-3- 730-7086-9030.
Source: Purpose: Public Outreach:
Staff Statutory/Contractual Requirement Posting of Agenda 36
RESOLUTION NO. 2024 –
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT
APPROVING PLANS AND SPECIFICATIONS, AUTHORIZING ADVERTISEMENT
FOR SEALED BIDS, AND AUTHORIZING THE CITY MANAGER TO EXECUTE A
CONTRACT WITH THE LOWEST RESPONSIBLE AND RESPONSIVE BIDDER FOR AN AMOUNT NOT TO EXCEED $2,100,000 PLUS A TEN PERCENT
CONSTRUCTION CONTINGENCY FOR AN AMOUNT NOT-TO-EXCEED $2,310,000
FOR THE SAN JUAN BLVD SEWER CAPACITY IMPROVEMENT PROJECT, CITY CONTRACT NUMBER 2024-631
WHEREAS, the Department of Public Works and design engineering consulting firm prepared plans and specifications for the San Juan Blvd Sewer Capacity Improvement Project, City Contract Number 2024-631; and,
WHEREAS, the project is categorically exempt from the California Environmental Quality Act (CEQA) under the CEQA Guidelines Section 15301 I for the maintenance, repair or minor alteration of existing facilities; and,
WHEREAS, funding in the amount of $2,310,000 has been incorporated into the fiscal year 2024-29 five-year Capital Improvement Program and will come from the Sewer Collection Fund under San Juan Sewer Main Capacity Improvements Project Account #399-3-730-7086- 9030.
NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:
SECTION 1. The City Council approves plans and specifications, authorizes the advertisement for sealed bids, and authorizes the City Manager to execute a contract with the lowest responsible and responsive bidder for an amount not to exceed $2,100,000 plus a ten percent construction contingency for a total amount not-to-exceed $2,310,000 for the San Juan Sewer Main Capacity Improvements Project, City Contract Number 2024-631. * * *
ADOPTED May 14, 2024 by the City of Belmont City Council by the following vote:
Ayes:
Noes:
Absent:
Abstain:
37
ATTEST:
City Clerk Mayor
APPROVED AS TO FORM:
City Attorney
38
2025 Pavement Project - Staff Report
STAFF REPORT
Meeting Date: May 14, 2024
Agency: City of Belmont
Staff Contact: Bozhena Palatnik, Public Works Department, (650) 595-7463, [email protected]
Agenda Title: 2025 Pavement Project - Design Services
Agenda Action: Resolution
Recommendation
Adopt a resolution authorizing the City Manager to negotiate and execute a Task Order with Pavement Engineering, Inc. to provide design services for an amount not to exceed $410,828 for 2025 Pavement Project.
Strategic Focus Area
Infrastructure and Mobility
Background
The City is responsible for the repair and maintenance of approximately 70 centerline miles (140 travel lane miles) of streets. The Public Works Department has implemented best management practices in our pavement preservation program to use our available dollars in the most effective way and to select certain streets for pavement projects.
In November 2016, Belmont voters approved the Belmont Streets and City Services Measure (Measure I), a half-cent transaction and use sales tax that will generate approximately $1.3 million annually for local infrastructure. On April 25, 2017, the City Council allocated $1 million in Measure I funds in Fiscal Year 2018 for street improvements.
On April 28, 2017, the Governor signed Senate Bill (SB) 1, which is funded by the Road Maintenance and Rehabilitation Account (RMRA), to address basic road maintenance, rehabilitation and critical safety needs on both the state highways and local streets and road system. RMRA sources of funds are increases to the per gallon, fuel excise taxes; diesel fuel sales taxes, and vehicle registration fees; and it provides for inflationary adjustments to tax rates in future years.
Because of Measure I, SB 1, and additional allocations in Infrastructure Funds, a 5-Year Paving Plan was adopted in 2024 to implement a more robust pavement preservation program and to stretch our available dollars in the most effective way for a long-term pavement capital improvement plan. Each forthcoming project may use one or a combination of funds for design, construction management, and construction. 39
2025 Pavement Project - Staff Report
Analysis
As part of the on-going Pavement Rehabilitation Program, City staff is planning to rehabilitate pavement on 14 street segments in summer of 2025. Approximately half of streets on this list are in poor condition and need heavy rehabilitation.
Street Name Beginning Location End Location Length
(LF) Width (LF) SectionArea (SF)
Current
PCI
FOREST AVENUE ALAMEDA DE LAS PULGAS CIPRIANI BOULEVARD 950 18 17,100 29 CORONET BOULEVARD ARTHUR AVENUE PRINDLE ROAD 1,550 22 34,100 40 CORONET BOULEVARD LYON AVENUE ARTHUR AVENUE 1,750 22 38,500 66 MONTE CRESTA DRIVE SAN JUAN BOULEVARD BARCLAY WAY 1,600 22 35,200 42 MONTE CRESTA DRIVE BARCLAY WAY MONTE CRESTA COURT 225 22 4,950 81 MONTE CRESTA DRIVE MONTE CRESTA COURT DEAD END 600 22 13,200 36 PULLMAN AVENUE COVINGTON ROAD CORONET BOULEVARD 2,150 20 43,000 54 PULLMAN AVENUE CORONET BOULEVARD RALSTON AVENUE 200 24 4,800 0 RALSTON FRONTAGE RD HILLER KEDITH ST 675 38 25,650 0
RALSTON FRONTAGE RD GRANADA ST HILLER 200 21 4,200 78
COMSTOCK CIRCLE REFUGE BOUNDARY WALTHAM CROSS 400 40 16,000 13 COMSTOCK CIRCLE HALLMARK DRIVE (S) HALLMARK DRIVE (W) 2,300 31 71,300 17 LOWER LOCK AVENUE END OF PAVED ROAD HILLCREST DRIVE 950 26 24,700 51 E STREET FIFTH AVENUE SIXTH AVENUE 300 32 9,600 3
Staff solicited proposals from qualified consultants to design this project and selected Pavement Engineering, Inc. to develop the plans, specifications, and estimate package for the 2025 Pavement Project for $410,828. The scope of work includes the following major items:
• Pavement Evaluation including surveying, deflection testing, coring and analysis to determine the best rehabilitation method.
• Curb Ramp Assessment and Design.
• Design stormwater improvements to comply with Municipal Regional Permit (MRP) requirements. • Preparation of 65%, 90% and 100% Design Packages.
• Bid and Construction Support Services including the preparation of any needed addendums, attendance at meetings, review of contractor submittals and request for information and preparation of any needed change orders.
• Preparation of As-Built record drawings in AutoCAD
The estimated cost of this project’s including design, construction, construction management, and inspection services is approximately $5,000,000. The City does not have this budget as it currently stands.
The design consultants will provide value engineering to identify potential options in reducing the estimated cost of construction, while providing a quality design that follows industry standards. Staff may reduce number of street segments or seek budget augmentation if additional funding is needed and available. Construction of the project is anticipated in summer 2025. 40
2025 Pavement Project - Staff Report
Alternatives
1. Take no action.
2. Refer back to staff for more information
Attachments
A. Resolution
B. PEI Proposal
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:
Funding in the amount of $410,828 for this project (Project No. 3117) has been incorporated into the fiscal year 2024-29 fiveyear Capital Improvement Program and will come from the Measure I Fund and Road Maintenance and Rehabilitation
Account (RMRA) Fund.
Source: Purpose: Public Outreach:
Staff Statutory/Contractual Requirement Posting of Agenda 41
RESOLUTION NO. 2024 –
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A TASK ORDER WITH PAVEMENT ENGINEERING, INC. TO PROVIDE DESIGN SERVICES FOR THE 2025 PAVEMENT PROJECT FOR AN AMOUNT NOT TO EXCEED $410,828
WHEREAS, Staff solicited proposals from qualified civil engineering firms under existing on-call agreements to provide design services for the 2025 Pavement Project; and, WHEREAS, Pavement Engineering Inc., was selected to provide design services based on their qualifications and experience with similar projects; and, WHEREAS, funding in the amount of $410,828 for this project (Project No. 3117) has been incorporated into the fiscal year 2024-29 five-year Capital Improvement Program and will come from the Measure I Fund and Road Maintenance and Rehabilitation Account (RMRA) Fund.
NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:
SECTION 1. The City Manager is authorized to negotiate and execute a Task Order with Pavement Engineering Inc. for an amount not to exceed $410,828. * * *
ADOPTED May 14, 2024 by the City of Belmont City Council by the following vote:
Ayes:
Noes:
Absent:
Abstain:
ATTEST:
City Clerk Mayor
APPROVED AS TO FORM:
City Attorney
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55 MEMORANDUM
TO: Mayor and Council
FROM: Brigitte Shearer, Parks & Recreation Director
DATE: May 9, 2024
SUBJECT: Council Study Session on Diversity, Equity, and Inclusion Recommendation
Study Session, no action required.
Strategic Focus Area
Fiscal and Organizational Sustainability
Background
Belmont has a history of protecting the civil rights, safety, and dignity of its community members. To this end, the Belmont City Council has taken the following actions. • In March 2017, Belmont City Council passed its first resolution to this effect. The resolution expressed community support consistent with the City of Belmont’s Vision Statement which states, “We value and celebrate a strong commitment to diversity, inclusion, safety, equality and dignity for all individuals in Belmont.” • In June 2020 Councilmembers Davina Hurt and Julia Mates issued a Council Memo asserting “The vision for our City is to be a city that works for everyone, and shows Belmont’s commitment to safeguarding the civil rights, safety, and dignity of all community members, while denouncing stigmatization, racism, and xenophobia. A community where all people are writing the next chapters of Belmont’s history. We look forward to writing the next chapter of our story in a way that reflects our mutual and strong desire for justice for all, equality, respect, and peace.” • In June 2020, Council established a Public Safety Ad Hoc Committee to review protocols, explore the experiences of the public, and work with the Police Department.
Additional background, findings, and engagement of the Committee can be found at https://www.belmont.gov/our-city/council-ad-hoc-committee-policing-and-public-safety. • In July 2020, in response to more recent political and public health challenges and global, national, and local events particularly impacting Belmont’s people of color and Asian American communities, Council reaffirmed this position.
In 2021, the City created a new role of Diversity, Equity, and Inclusion(DEI) Officer and appointed Brigitte Shearer to the post. Shearer was tasked with spearheading an internal assessment of policies and procedures as well as an external assessment of programs and services offered to the community to identify opportunities to further improve diversity, equity, and inclusion dimensions.
56 Staff developed a preliminary workplan to address this two-pronged effort. Internally, tasks were to include benchmarking City demographics; a survey of and listening sessions with staff; a review of City policies to enhance recruiting, professional development, and promotional processes; and teambuilding and training for staff. Externally, staff recommended the City focus on listening to the community’s diverse voices to help identify and prioritize areas that could be improved or enhanced, in the City’s programs, services, policies, and communications.
To initiate this effort, the City engaged a consultant, Irma Zoepf of the Z Bridge, to conduct an assessment of City policies, assist in creating awareness of DEI concepts among City staff, and develop plans for implementing DEI-related improvements in FY 23 and FY 24.
The DEI initiative is not a short-term project, but rather an affirmation of the City’s commitment to develop greater awareness and pursue actions in-line with diversity, equity, and inclusion best practices. The goal of the City’s internal and external efforts are to measurably improve the lives of those who have historically been under-represented, overlooked, and marginalized, and highlight Belmont’s mission to value and celebrate diversity, inspiring its residents and businesses to do the same.
Analysis
To date, the City has undertaken several actions under the guidance of the consultant. First, a Steering Committee was formed to oversee this initiative. In FY 23 and FY 24, a DEI Working Committee consisting of a cross-section of City staff was formed to further explore opportunities to develop and begin the implementation of improvements to internal and public-facing operations, services, and programs.
Concurrently, City has continued to provide DEI training to the City’s Senior Management Team, the DEI Working Committee and City staff at large. Additional training opportunities have been offered through neighboring city DEI programs and San Mateo County’s DEI Office.
Today’s Study Session will focus on operationalizing equity in Belmont. The agenda consists of the following:
• Recap Belmont’s DEI Initiative to Date
• Diversity in Belmont’s Community and City Staff
• (In)Equity - What Is It?
• How Do We Operationalize Equity in Belmont?
The goal of this discussion is to:
• Examine the unconscious sources of inequity.
• Recognize how inequity manifests itself in Belmont.
• Seek input from the City Council in identifying and prioritizing opportunities to mitigate inequities.
This discussion will provide guidance for City staff to incorporate DEI concepts into daily operations.
57