OCTOBER 24, 2023, 5:30 PM
SPECIAL CITY COUNCIL AGENDA
CITY COUNCIL CHAMBERS, 150 CITY PARK WAY
*IMPORTANT NOTICE ABOUT PUBLIC COMMENTS AND MEETING PARTICIPATION* City Council Members will be participating from the Council Chamber. Members of the public are invited to attend and participate at: the Council Chambers, 150 City Park Way, Brentwood CA As a courtesy and technology permitting, members of the public may provide remote public comment during public hearings and on business items via the City’s Zoom Platform. However, the City cannot guarantee that the public’s access to teleconferencing technology will be uninterrupted, and technical difficulties may occur from time to time. In those instances, so long as the public may still attend the meeting in person, the meeting will continue. In addition, the Zoom participation option is provided to the public as a courtesy in order to facilitate participation. If Zoom participation is not enabled, the meeting will continue with public attendance in person only. Members of the public desiring to provide comments as a part of the meeting are encouraged to either submit written comments by 3:00 p.m. prior to the meeting or to attend the meeting in person.
HOW PARTICIPATE
The public is invited to participate in the City Council meeting using any of the following methods:
1. IN PERSON:
a. Members of the public can provide in-person comments in the Council Chambers.
Members of the public are encouraged, but not required, to fill out a speaker card. The Council Chambers and teleconference location will have seating available for members of the public to attend in person up to full seating capacity.
2. REMOTE (if enabled): Remarks by members of the public participating via Zoom are limited to speaking on items listed under public hearings; business items; and requests for future agendas items, existing requests.
a. Zoom: www.brentwoodca.gov/vcc or Zoom Webinar ID: 760 1397 0037 b. Zoom Phone Numbers. Dial Toll Free: (833) 548-0276 or (833) 548-0282 or (877) 853-5247.
c. During the meeting, each period for public comment will be announced, and participants may use the “Raise Hand” feature on Zoom to request to speak. (If you need instructions on how to use this feature, please contact the City Clerk by noon of the meeting date at [email protected] or 925.516.5182.)
3. E-MAIL
a. Public comments can also be submitted via e-mail to [email protected].
Any public comments received up until 3:00 p.m. of the meeting date will be:
1. distributed to the Council via email before the meeting,
2. posted online for public inspection at www.brentwoodca.gov/meetings and
3. later summarized in the meeting minutes.
b. As e-mails containing public meeting comments are part of the official record, note that personal contact information may be published if it is included with your e-mail.
4. TO WATCH OR LISTEN ONLY:
a. The public may view the meeting via one-way video feed by selecting the video option at the City Council Agendas’ link on the City webpage at www.brentwoodca.gov or via the City’s YouTube Channel: https://www.youtube.com/c/cityofbrentwoodca
SPECIAL CITY COUNCIL AGENDA
Zoom Webinar ID: 760 1397 0037
October 24, 2023, 5:30 p.m.
City Council Chambers
150 City Park Way
Brentwood, CA 94513
City Council Zoom Link
Following the staff presentation of the agenda item, and before direction is provided, public comment will be taken.
A. CALL TO ORDER & ROLL CALL
B. PLEDGE OF ALLEGIANCE
C. BUSINESS ITEMS
C.1 FY 2022/24 Strategic Plan Initiatives and Outstanding Future Agenda Item Requests Title/Recommendation
City Council to discuss and provide direction related to FY 2022/24 Strategic Plan, schedule and fiscal capacity with outstanding Future Agenda Items, and any amendments to the Strategic Plan with an extension through FY 2024/25.
D. ADJOURNMENT
Any disclosable public records related to an agenda item for the open session of this meeting distributed to all or a majority of the City Council less than 72 hours before this meeting is available for inspection at City Hall, located at 150 City Park Way, during normal business hours.
These writings will also be available for review at the City Council meeting in the public access binder in the entrance of the City Council Chambers.
Public comments received after 3:00 p.m. of the meeting date, but prior to the start of the meeting, will be emailed to the City Council, posted online at www.brentwoodca.gov/councilmeetingonline within one day following the meeting, and will be summarized in the meeting minutes.
The Closed Captioning provided via Zoom is auto generated. It is not the official record and is provided as a convenience.
NOTICE
In compliance with the Americans with Disabilities Act, the meeting room is wheelchair accessible and disabled parking is available at the City Hall parking lot. If you are a person with a disability and you need disability-related modifications or accommodations to participate in this meeting, please contact the City Clerk's Office at (925) 516-5440 or fax (925) 516-5441. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. {28 CFR 35.102-35, 104 ADA Title II}
POSTING STATEMENT
On October 20, 2023, a true and correct copy of this agenda was posted on the City Hall Bulletin Board, outside City Hall, 150 City Park Way, Brentwood, CA 94513 and at our website www.brentwoodca.gov
A complete packet of information is available for public review at City Hall or on our website at www.brentwoodca.gov
SPECIAL CITY COUNCIL AGENDA ITEM NO. C.1
10/24/2023
SUBJECT: FY 2022/24 Strategic Plan Initiatives and Outstanding Future Agenda Items
DEPARTMENT: City Manager
STAFF: Tim Ogden, City Manager
Kerry Breen, Director of Finance & Information Systems
TITLE/RECOMMENDATION
City Council to discuss and provide direction related to FY 2022/24 Strategic Plan, schedule and fiscal capacity with outstanding Future Agenda Items, and any amendments to the Strategic Plan with an extension through FY 2024/25.
Initial schedule and fiscal impacts are estimated on Future Agenda Items still pending authorization, and will be referenced for context only. These items will be discussed, and direction given, during the regular City Council meeting of October 24, 2023.
FISCAL IMPACT
The General Fund ended FY 2022/23 with surplus funds available for one-time funding of projects or programs of about $500,000. This one-time surplus, along with an anticipated FY 2023/24 one-time surplus of approximately $400,000, provides a total of approximately $900,000 in unallocated General Fund resources. This estimate of available funding will be reassessed as data on the new fiscal year comes in.
Expenditure savings relating to personnel vacancies, if continued, may increase the available funds that will be reported in the Mid-Year Operating Budget process in January of 2024.
Any funding of on-going costs that may be authorized could be absorbed in the shortterm; but in the intermediate-term, cause an increase in the drawdown from the Budget Stabilization Fund. The Budget Stabilization Fund, made up of previous fiscal year’s General Fund savings is set aside to be used in the next ten-year period to fund known increases in pension and retiree medical costs. In addition, the City’s financial forecasts are likely to be impacted by the results of upcoming labor negotiations, which will begin in December 2023, along with the Compensation and Classification study Strategic Plan Initiative that is currently in-progress and part of the existing agreements with the labor groups.
SPECIAL CITY COUNCIL AGENDA ITEM NO. C.1
10/24/2023
The current Strategic Plan Initiatives were originally set by the Council in December 2021, and amended thereafter in early 2022, and again in 2023. They are funded in the current FY 2022/24 Operating Budget; however, two key Strategic Initiatives, the Sand Creek Sports Complex and the Vineyards at Marsh Creek Amphitheater, do not have adequate funding to complete the full projects as envisioned.
In addition to these two priority projects, numerous Future Agenda Item Requests, if authorized by the City Council, are estimated to exceed the current projected available funding estimates of $900,000. A summary of the City’s major discretionary and project funding sources is included in Attachment 4.
BACKGROUND
Strategic Plan investments in infrastructure and other financial decisions throughout Brentwood’s history have helped to establish a quality of life in this community that sets the City apart in this region. Maintaining quality of life continues to be a high priority, and requires careful planning and allocation of resources. In addition to the two-year budget, five-year capital improvement program, ten-year fiscal model, and numerous master plans, a strategic plan further enhances the City’s planning efforts and the identification of high priorities for the City Council.
Strategic planning in local government involves a process that connects a long-term vision with short-term initiatives that help maintain and enhance a community’s quality of life. A strategic plan is also a “roadmap” which identifies the City Council’s highest priorities that then help guide the allocation of resources in the budget process. While strategic plans may, as determined by an organization, be implemented for any number of years, Brentwood found it beneficial to align the twoyear strategic plan with its two-year operating and capital budgets. Strategic decisions and high priorities are identified by City Council, and provide guidance for the preparation of the two-year budget, as well as for the capital improvement program.
Typically, the Council and staff would meet this fall to plan the next two-year Strategic Plan and Council priority initiatives. However, based upon existing Council direction through the future agenda item request process, and limited fiscal capacity, staff desires to apprise the Council of all the current major tasks and funding challenges in context. With this context, Council can then prioritize and/or reconsider existing Strategic Initiatives and outstanding Future Agenda Item Requests, and make any resulting amendments to the Strategic Plan. It is also important to note,
SPECIAL CITY COUNCIL AGENDA ITEM NO. C.1
10/24/2023
and consider as part of this process, the many other day-to-day duties and operational workloads of staff, which can limit the ability to implement new projects in the short term, but that can be completed later in time and/or with additional resources.
Attached to the staff report are forecasts for estimated schedule and preliminary estimates for costs for the outstanding Future Agenda Item Requests, as well as two key Strategic Plan Initiatives that are not fully funded due to limited resources.
Staff is requesting City Council direction regarding:
Prioritize funding for existing projects (Strategic Initiatives and authorized Future Agenda Items).
Extending the existing Strategic Plan timeframe another year through FY 24/25.
Consider which current Future Agenda Items could be added to the extended Strategic Plan, to be amended formally at a future meeting.
This direction will not include the pending Future Agenda Item Requests, which are to be discussed during tonight’s regular City Council meeting.
If the Council would like additional time to discuss the Strategic Initiatives further, staff can schedule another special meeting.
With any direction received tonight, staff will return to the Council with updated information for final approval. It should be noted, if new future agenda items are added after this meeting, they may impact the timelines and schedules of existing projects if the desire is to implement the new items in the short-term.
CITY COUNCIL STRATEGIC INITIATIVE
This item includes a discussion of the City Council’s current Strategic Plan. In addition, some of the Future Agenda Item Requests relate to current Strategic Initiatives.
ENVIRONMENTAL DETERMINATION
Not Applicable.
ATTACHMENT(S)
1. FY 2022/24 Strategic Plan
2. FY 2022/24 Strategic Plan Updates Spreadsheet
3. Outstanding Future Agenda Items Schedule
4. Major Discretionary and Project Funding Sources
* Early implementation FY 2021-22
CITY OF BRENTWOOD STRATEGIC PLAN
FY 2022/23 – FY 2023/24
Revised: 02.14.23
Focus Area 1: Public Works
Mission Statement: Provide a safe, efficient, sustainable and environmentally sound infrastructure system that delivers economic opportunity and enhances the quality of life in Brentwood.
1. Transportation: Proactively engage and collaborate with regional transportation agencies and stakeholders to facilitate the safe and efficient movement of people and goods
a. Construct Innovation Center infrastructure
b. Pursue additional funding to preserve our streets
c. * Pursue grant funding to improve the Brentwood Blvd. corridor (e.g. underground existing utility lines, widen portion of Brentwood Blvd., etc.) d. * Explore State Route 4 sound study mitigation measures, including raising the lower portion of the existing sound wall adjacent to Livorno Street south of Carrara Street
e. * Improve safety in Parking Garage
2. Water, Wastewater, and Solid Waste Services: Provide safe and sustainable water, wastewater, and solid waste services for the build-out of the City per the City’s General Plan
a. Combat climate change through organics management
b. Ensure adequate water supply by expanding water treatment, storage, and distribution infrastructure
c. Ensure fiscal sustainability by conducting rate studies Focus Area 2: Police Services
Mission Statement: To protect and enhance the quality of life in our community through uncompromised dedication, professionalism, integrity, and innovative police services.
1. * Enhance Community Engagement by strengthening connections with underrepresented community groups, youth, seniors, mentally ill, and the unsheltered
City of Brentwood Strategic Plan
FY 2022/2023 – FY 2023/2024
* Early implementation FY 2021/22
Focus Area 3: Economic Development
Mission Statement: Maintain and enhance Brentwood’s quality of life by developing an economy that is vibrant and diverse.
1. Implement strategic actions identified in the Downtown and Brentwood Blvd.
Specific Plan Updates
a. * Encourage private re-investment through the sale of Successor Agency and City owned real properties
b. * Incentivize higher tier, unique businesses and development to the Brentwood Blvd. and Downtown areas
2. Enhance the City’s marketing and economic development programs capturing retail leakage, promoting local businesses and key investments a. Enhance retail recruitment awareness and prioritize activities that display the City’s efforts inducing new retail-commercial development Focus Area 4: Community Development
Mission Statement: Develop Brentwood as a high quality, diverse and balanced community while protecting natural and agricultural resources.
1. Implement Zoning Ordinance update to maintain compliance with State law, including developing objective design standards (SB 330 compliance)
2. Protect natural and agricultural resources
a. * Develop implementation plan for General Plan Conservation and Open Space policies to minimize impacts on the environment
3. More effectively engage and educate the community
a. * Implement General Plan implementation status updates every two years
4. Provide a diversity of housing opportunities, including equitable distribution of affordable housing for all socio-economic segments of the Brentwood community a. * Update the City’s Housing Element including: an evaluation of the 2015 Housing Element; assessment of housing needs, resources, constraints; approval of an updated Regional Housing Needs Allocation; and adoption of housing goals, policies, and actions
City of Brentwood Strategic Plan
FY 2022/2023 – FY 2023/2024
* Early implementation FY 2021/22
Focus Area 5: Parks & Recreation Services
Mission Statement: Provide community and neighborhood services to enrich lives and to maintain facilities, infrastructure, and resources to maximize Brentwood’s high quality of life.
1. Implement short-term high priority Parks and Recreation Master Plan projects a. Complete carry over strategic initiatives:
i. Restrooms at Creekside Park and Garin Park
ii. Pickleball courts at Creekside Park
iii. Expanded hours of Sunset Park
iv. Trail enhancements
2. Develop a plan to implement long-term high priority Parks and Recreation Master Plan projects
a. * Sand Creek Sports Complex design & development and issue a RFP for design services as soon as feasible
3. Enhance cultural and performing arts opportunities for Brentwood a. Continue development of Amphitheater
4. Expand and enhance recreation opportunities by increasing programming for seniors, youth, and teens; implementing adaptive recreation a. Complete carry over strategic initiatives
i. Adaptive Recreation programming
b. * Pursue Measure X funding for a Youth Center
Focus Area 6: Fiscal Sustainability and Operational Management Mission Statement: Provide high quality services that are cost efficient in a fiscally responsible and transparent manner.
1. Classification & Compensation Study
2. IT Master Plan implementation
a. Enhanced Cybersecurity Plan
b. Business Continuity Plan
Brentwood Strategic Plan FY 2022/23 - 2023-24
Focus Area 1: Public Works
Name Subitems Status Department Updates Target Completion
1.a. Construct Innovation Center Infrastructure In Progress Updates in Sub-Item Sand Creek Extension Under Construction Construction is underway. 2024-05-15 Jeffries Way Extension Ongoing
City has completed appraisals necessary for right-of-way acquisition; property owners are obtaining their own appraisals and working with potential developers. City is reaching out to property owners to discuss easement requirements. Designs are 95% complete. 2024-06-30
Extend Utilities from Empire westerly past State Route 4 In Progress City has completed appraisals necessary for right-of-way acquisition; property owners are obtaining their own appraisals and working with potential developers. City staff is reaching out to property owners to discuss easement requirements. Designs are 95% complete 2024-06-30
Heidorn Ranch Road Under Construction
Street has been paved, and utilities have been installed. Existing utility poles still need to be undergrounded. Joint trench construction also need to be completed. All to be done by the Antioch Developer - Tri Pointe Homes
2024-06-30
1.b. Pursue Street Preservation Funding Ongoing Staff is working on securing Measure J, OBAG 2, and local TDA funding; and researching other potential funding sources. 2023-07-01
1.c. Pursue Brentwood Blvd. Corridor Improvements Funding Completed Clean CA Local Grant not awarded March 2022.
1.d. Livorno Street Sound Wall Rebuild Under Construction Construction is underway, anticipated completion by mid-November 2023. 2023-11-30
1.e. Parking Garage Safety Design Stage Staff has received Council Direction, preparing project RFP. 2024-07-01
2.a. Organics Management Infrastructure Needs Funding
A Memorandum of Understanding with Anaergia was authorized to initiate by Council in November 2022, and planned for Nov/Dec approval. Pursuing grant funds for the project.
2027-07-01
2.b. Expansion of Water Treatment, Storage and Distribution Infrastructure In Progress Reviewing a Water Supply Options Study to present to Council in early 2024. 2030-07-01
2.c. Utility Rate Studies Completed City Council adopted the new rates June 13, taking effect July 1. 2023-07-01 Focus Area 2: Police Services
Name Subitems Status Department Updates Target Completion Engage Mentally Ill Ongoing Enrolled in One Mind Campaign working with Dept. of Justice to fulfill requirements for participation (waiting for response from DOJ.) 2024-06-30 Engage Seniors Ongoing
Monthly TRIAD meetings (on-going), Senior Safety Fair, and Neighborhood Watch Summerset IV (ongoing), Summerset
Community Presentations, Westmont Luncheon, National Take Back Day, Cocoa with a COP events, Citizens Academy
2024-06-30
Engage Unsheltered Ongoing
Point in Time Count completed with H3 group, Homeless Outreach Survey App launched and added to all officer phone, App is being utilized and currently has approx.. 50 profiles for unsheltered individuals, assigned a Senior Community Service Officer as the liaison for the unsheltered population.
2024-06-30
Engage Youth Ongoing
Participated in Lunar New Year event with HHS Chinese Culture Club, Bicycle Safety Presentation at Pioneer Elementary, Bike Rodeo, Participated in Special Olympics at LHS, participated in ODAT Easter event, Presentation at Marsh Creek Elementary, Unified Basketball event at Edna Hill Middle School, Cocoa with a COP events, Shop with a COP, 2023 Explorer Academy Adulting 101 presentation at LHS.
2024-06-30
Focus Area 3: Economic Development
Name Subitems Status Department Updates Target Completion
1.a. Sale of Successor Agency & City owned properties In Progress Updates in Sub-Item and staff working with HCD on the surplus land act process. 2025-08-31
Brentwood Technology & Education Center Building Completed Sale closed Jan. 31, 2023. New owner will do tenant improvement work and plans to open fall 2023. 2023-01-31
400 Guthrie Ln (former CD building) On Hold Pending Measure X determination for youth center. 2024-08-31 1000 Central Blvd. In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2024-08-31 SE corner of Oak & Walnut In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2024-08-31
7030 Brentwood Blvd. (former Los Mexicanos) In Progress Public Works plans on bidding the project in early 2024. HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2024-02-15 Route 4/San Jose Ave In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2025-06-01 498 Fairview Avenue In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2024-10-01 East Sand Creek Road In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2025-01-01 1907 & 1909 Jane Way In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2024-12-01 2001 Shady Willow Lane In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2025-01-01 6685 & 6691 Lone Tree Way In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2024-12-01 2nd & Central In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23 2024-04-01 Guthrie Ln. Near SWC of Balfour Avenue In Progress HCD Surplus Land Act Notice of Availability sent out on 10/18/23
1.b. Incentivize Higher Tier Development to Brentwood Blvd., and Downtown Ongoing Frequent contact with interested property owners to encourage retail/commercial development
2.a. Retail-Commercial Recruitment In Progress
Ongoing recruitment occurs with various sites, and at various industry conferences. Retail assistance RFP bid closed and staff is working on a final contract with the consultant.
Focus Area 4: Community Development
Name Subitems Status Department Updates Target Completion
1. Zoning Ordinance Update with objective design standards In Progress City Council approval on June 27, 2023 of urgency interim design standards. Permanent design standards and code updates being drafted..
2024-06-30
2.a. General Plan Conservation & Open Space Implementation Plan Needs Funding Updates in Sub-Item 2024-07-31 Measure Q: Brentwood Open Space Initiative Completed Approved on Nov. 2022 Ballot 2022-08-02 Conservation and Open Space Element Implementation Plan Needs Funding Needs Council direction and budget authority. 2023-12-31
3.a. General Plan Implementation Status Report Ongoing Due at the end of the fiscal year. 2024-06-30
4.a. Housing Element Update In Progress
City Council self-certified approval on March 14, 2023. 2nd Round of HCD comments review underway. Follow up with HCD occurring, and administrative changes are being made.
2024-01-31
Focus Area 5: Parks & Recreation Services
Name Subitems Status Department Updates Target Completion
1.a.i. Restrooms at Creekside Park Completed Project is complete. Restrooms have been completed and open to the public.
1.a.i. Restrooms at Garin Park Completed Project is complete. Restrooms have been completed and open to the public.
1.a.ii. Pickleball Court at Creekside Park Under Construction Contractor has been notified with a Notice to Proceed for September 18, 2023. Construction has begun on site and on schedule, the anticipated completion date of project is late fall.
2023-12-21
1.a.iii. Expanded Hours at Sunset Park On Hold On pause after review with Park and Recreation Commission Recommendation
1.a.iv. Trail Enhancements In Progress Trail markers and amenities are installed. Exercise equipment have arrived and to be installed by staff in the next few weeks. 2023-11-30
2.a. Sand Creek Sports Complex Design Stage Updates in Sub-Item 2025-01-01 Design Services Design Stage
The conceptual plan, and phasing plan were approved by City Council on June 13, 2023. Design modifications were requested to fields, concessions, and have been integrated into the 30% plan set.
Staff is currently finalizing the 30% plan.
2023-06-30
Environmental Review Environmental Stage Environmental services consultant is currently working through the CEQA process. 2023-11-30
Phase 1 of Construction On Hold Bid documents will be ready early 2024, with construction to occur that year. 2024-03-01
3.a. Vineyards at Marsh Creek Amphitheater Environmental Stage Updates in Sub-Item 2025-04-01 Environmental Review Completed In progress.
Notice of Preparation is Released Completed Tentatively January 31, 2023 2023-01-31 Public Scoping Meeting Completed Held on February 21, 2023 at the Planning Commission Meeting. 2023-02-21 30% Design Completed In progress.
Draft SEIR In Progress Public review is Scheduled for the end of November 2023 2024-01-12 Final SEIR On Hold Planning Commission and City Council approval April and May 2024 2024-05-14 Design Review On Hold
Take 65% plans to the Planning Commission for design review and any zoning text amendments (if necessary). Take 95% plans in May 2024 to Planning Commission for Design Review
2024-05-21
Construction Needs Funding To begin tentatively in September 2024 with a tentative completion date of September 2025. 2025-09-01
4.a. Adaptive Recreation Programming Needs Funding
Consultant report completed and approved by the Park &
Recreation Commission on August 25, 2022. The City Council reviewed the item on April 25, 2023 and an update memo to be provided in September.
2024-01-09
4.b. Measure X Funding for Youth Center (Facility selection pending) In Progress Toured site with County officials in Dec. 2022. Regular check-ins occur regarding the County’s protracted process. The County recently hired a consulting project manager to begin stakeholder outreach in summer 2023, and initiate a site selection process by fall 2023.
2023-09-30
Focus Area 6: Fiscal Sustainability and Operational Management Name Subitems Status Department Updates Target Completion
1. Classification & Compensation Study In Progress
Kickoff started January 2023. Analysis regarding classifications, staff interviews, and position allocation discussions with Directors are complete. The Consultant is finalizing the draft job descriptions and classification benchmarks for review prior to conducting the compensation study that will begin Nov/Dec.
2024-02-01
2. IT Master Plan Implementation Phase 1 In Progress
IT Master Plan approved/accepted by Council October 2022.
Working on RFQs for subitems, starting with the Cybersecurity update.
2024-06-30
Enhance Cybersecurity Plan Design Stage Assessing current environment, implementing stop-gap measures, and preparing RFQ for consultant selection. 2024-06-30
Business Continuity Plan Design Stage Assessing current environment, implementing stop-gap measures, and preparing RFQ for consultant selection. 2024-06-30
Request
Date
Council
Action
Request Type Requestor Lead Department Request Status Estimated Timeframe
Fiscal Impact *
9/20/2023 10/24/2023 Call for Review Mendoza Community Development Call for Review - Hanson Lane VTSM, DR Scheduled for action on 10/24/2023 Oct-23 N/A 6/13/2023 7/25/2023 Future Agenda Item Pierson Public Works Preparation of a cost- benefit analysis for the possible outsourcing of new non-essential budgeted positions at Public Works facilities when the Council is asked to consider those positions
Authorized staff prepare an informal cost-benefit analysis for the possible outsourcing of new non-essential budgeted positions at the Wastewater and Public Works facilities when the Council is asked to consider those positions Nov-23 TBD
9/12/2023 9/26/2023 Future Agenda Item Meyer City Manager Senior Center operations and programming Direction Provided to staff for RFP for operational assessment and customer service survey Nov-23 $100,000 9/12/2023 9/26/2023 Future Agenda Item Pierson Finance Review of the adopted Utility Rate Studies, and provide data to Council Member Mendoza to do her own calculations
Direction Provided to staff to provide Council member Mendoza the numbers to run calculations and that staff be allowed to spend time and resources to work with the consultant to review her calculations, and to allow Council Member Mendoza and the Consultant to present the findings on the rate study to see if there are any discrepancies with the adopted Rate Studies Nov-23 $2,500
2/14/2023 2/14/2023 Council Direction City Council City Manager Women's Center Lease Since the property is zoned residential, an office use requires a Conditional Use Permit (CUP). The CUP is planned for the Nov 7th PC meeting and the MOU is planned for the Nov 14th Council meeting.
Nov-23 TBD
3/7/2023 3/28/2023 Future Agenda Item Mendoza Parks & Recreation Establishing protocols and procedures for considering certain events at City Park and adjacent streets, and recouping all costs incurred by the City
In Progress Dec-23 TBD
6/1/2023 6/13/2023 Future Agenda Item Mendoza/Pierson City Manager Flag Policy Assessing viability of a flag policy addressing ceremonial flags, and prohibiting hate speech Dec-23 TBD 7/25/2023 8/8/2023 Future Agenda Item Mendoza Parks & Recreation Special Events with Parks & Recreation and costs for Police Department assessed. Prepare a report to address why event operators are being assessed for Police Department services during special events, including the catalyst for assessing these charges, the dollar impact (full time vs. overtime costs) of these special events, and whether the City has to recoup these costs. Consider applying procedures of ED grants to special event applications.
Dec-23 TBD
9/12/2023 9/26/2023 Future Agenda Item Mendoza Parks & Recreation Amendments to the Special Events Application Direction to staff to add the work they're doing on special events to add a garbage cleanup policy, the consequences of not following through with that policy, and a process to work on conflict of business types with a brick and mortar type not being situated within a certain distance in front of that business
Dec-23 TBD
3/14/2023 3/28/2023 Future Agenda Item Pierson Parks & Recreation Creation of events to be held in conjunction with certain proclamations Staff direction to return with plans and costs for hosting Juneteenth. Veterans Day event, possible Community Service Day Jan-24 Estimated at $2,000 to $15,000 per event based on size and scope
5/23/2023 6/13/2023 Future Agenda Item Meyer City Manager Plaque at the former Davis Camp Site Continue to collaborate with East Contra County Historical Society to design an interpretive historical display that recognizes the significance of the former Davis Camp and its contribution to the history of Brentwood on or near the former Davis Camp property and return with draft layout and design for Council consideration
Jan-24 $25,000
10/12/2022 10/24/2023 Council Direction Mendoza City Manager Amend Ethics & Conduct Policy Jan-24 TBD 4/12/2023 6/27/2023 Council Direction Agricultural Enterprise Committee
City Manager MOU with Harvest Time Drafting a three year MOU with Harvest Time for marketing services to promote the region assist Feb-24 $240,000 from Ag Mitigation Funds 7/25/2023 8/8/2023 Future Agenda Item Meyer Community Development A summary of significant housing legislation adopted in 2022 and 2023 and pending and its impact on the City of Brentwood
Approved the expenditure of staff time and resources on the preparation of a summary of significant housing legislation adopted in 2022 and 2023, returning sometime after the legislative session ends.
Feb-24 $5,000
8/10/2023 8/22/2023 Future Agenda Item Mendoza/Meyer Community Development Amendments to Brentwood Municipal Code Chapter 5.74, Lost, Stolen, or Abandoned Shopping Carts
Directed staff to work with local retailers of various sizes to obtain feedback on potential changes to the ordinance, and prepare revised ordinance for Council consideration
Feb-24 $2,500
4/2/2023 10/10/2023 Future Agenda Item Pierson Parks & Recreation Report out on the total cost estimate to fully implement the Adaptive & Inclusive Recreation Assessment Study and identify timing of what can be done more immediately.
Received further direction, including:
• Include the statement or revise as needed:
The City of Brentwood Adaptive Recreation program provides opportunities for youth and adults of all ages and abilities. We offer a wide variety of programs that promote socialization, skill development and physical activity. Staff provides advocacy and inclusion support for individuals with diverse abilities to participate in other recreational activities that the City of Brentwood has to offer. • Share this statement with the Park and Recreation Commission to encourage consideration of the adapted programming lens when they’re making decisions.
• Investigate use of Tri MyRide Transit programming.
• Ensure programming that's offered to seniors at the community center is considered for people that are more active so they have easier access to parking.
• Assess the one acre open space parcel near Pioneer Elementary as a potential All Adaptive Park. • Add definitions of Adaptive, Inclusive Recreation, recreation therapy, and therapeutic recreation to municipal code section 7.0.020. • Add links to the City’s website pages for: youth resources and adaptive resources. California Children's Services at DHCS.gov; Contra Costa County Senior Legal Services; Contra Costa County Bar Association; Contracosta health.org/seniors, to be included in both locations on the website. • Examine the accessibility at Veterans Park including an accessible ramps to get to the play structure area. • Provide cost benefit analysis between hiring someone in-house versus hiring an outside company to provide inclusive and adaptive programming, in conversations with BUSD on best practices.
• Ensure there are inclusive resources that are not only limited to young children, but for all age groups.
Feb-24 $200,000
10/10/2023 10/10/2023 Council Direction Meyer/Pierson Parks & Recreation Adaptive & Inclusive Recreation Park Assess the one acre open space parcel near Pioneer Elementary as a potential All Adaptive Park. Feb-24 $1,000,000 2/14/2023 2/28/2023 Future Agenda Item Mendoza/Pierson Parks & Recreation Joint Use of School District Facilities In Progress - 8/8 Council provided direction to staff The City Council issued the following direction:
• Parks and Recreation staff should update the list of facilities available for joint use with the Brentwood Union School District and the Liberty Union High School District;
• add the fees associated with the usage of said facilities; • provide as early as possible in the beginning of the year, the availability of those facilities, including available times and dates; • process of how to obtain access to said facilities;
• provide a link and updates to school district resources in both the Youth Services page of the City’s website and the City newsletter; • And form of the city to develop an action plan In which we can engage our youth by utilizing said Joint use facilities Mar-24 TBD
Request
Date
Council
Action
Request Type Requestor Lead Department Request Status Estimated Timeframe
Fiscal Impact *
8/8/2023 8/22/2023 Future Agenda Item Mendoza Community Development After approving the tobacco shop ordinance, Council requested additional regulations to be enacted.
Staff assessing regulations limiting sales of flavored tobacco, including cost of enforcement, as well as information on 16 tobacco related regulations and best practices
Mar-24 $7,500
8/8/2023 8/22/2023 Future Agenda Item Meyer City Manager Provide suggestions to the County for amendments codes related to animals being kept outdoors during extreme heat.
Feedback provided to Contra Costa County for code amendments. County will adopt an amended code next spring. Mar-24 N/A 4/12/2023 6/27/2023 Council Direction Agricultural Enterprise Committee
City Manager Nail Property Lease with Harvest Time Drafting an agreement and purchase and sales agreement with Harvest Time for the development of an Ag Innovation Center on the former Nail Property. Staff successfully had language included in SB 747 with the assistance of Senator Glazier's office to hopefully exempt this parcel from the Surplus Land Act process.
Jun-24 Over $2,000,000 from Ag Mitigation Funds
7/25/2023 8/8/2023 Future Agenda Item Mendoza Community Development Amendments to the Brentwood Municipal Code to prohibit back yard rentals and regulate parties in residential zone
Directed staff to prepare an Ordinance to review Home Occupation permits, short term rentals, ensure dwelling unit includes backyards, and request that a more proactive approach with Community Enrichment and the Police Department related to parties and potential complaints. Changes to the zoning code will be incorporated into the Zoning Ordinance update project that is underway.
Jun-24 CIP 337-37228
8/8/2023 8/22/2023 Future Agenda Item Mendoza Community Development Prepare a local ordinance related to liquor licenses, with the ordinance defining “schools” and regulating proximity to specific uses
Directed staff to bring back new definition of “schools” as relevant to uses that sell alcohol, as well as regulations pertaining to the proximity of establishments selling alcohol to specific uses. Changes to the zoning code will be incorporated into the Zoning Ordinance update project that is underway.
Jun-24 CIP 337-37228
3/14/2023 3/28/2023 Future Agenda Item Meyer Community Development Consider addressing the Healthy Places Index and the possible consideration of gentrification and displacement prevention policies in the draft Brentwood Boulevard Specific Plan planned for discussion Fall 2023
Provided direction to staff to spend time and resources to prepare an update to Council related to prioritization of the various anti-displacement policies on page 3-118 of the Draft Housing Element and a discussion of possible policy considerations related to the Healthy Places Index TBD $7,500
5/12/2023 10/24/2023 Planning Commission Planning Commission City Manager Change Planning Commission Rules & Procedures to allow for comments on agendized items during general public comment period
N/A
12/13/2022 1/10/2023 Future Agenda Item Mendoza Police Letter of support for AB 23 (Muratsuchi D) Theft: shoplifting: amount. Bill cancelled 12/13/2022 1/10/2023 Future Agenda Item Mendoza Community Development Letter of opposition to SB 4 (Wiener) Planning and zoning: housing development: higher education institutions and religious institutions
Complete
12/13/2022 1/10/2023 Future Agenda Item Meyer Community Development Future Agenda Items made by Members of the Planning Commission and how Council can support the Planning Commission efforts
Complete
1/24/2023 2/14/2023 Future Agenda Item Meyer City Manager Revisions to the Staff Report Process for the inclusions of video hyperlinks for the most recent action
Complete
1/24/2023 2/14/2023 Future Agenda Item Pierson City Manager Research of the former REI tenant building located at 2475 Sand Creek Road, Brentwood, to be used as a possible location for a Youth Center.
Withdrawn
2/14/2023 2/28/2023 Future Agenda Item Mendoza City Manager Creation of a policy for employees who may wish to submit non-employment related comments Complete 2/14/2023 2/28/2023 Future Agenda Item Mendoza Parks & Recreation Sponsorship of sports fields at Sunset Park Athletic Complex Complete 2/14/2023 2/28/2023 Future Agenda Item Mendoza Parks & Recreation Update on scholarships for Parks and Recreation programs Complete 2/14/2023 2/28/2023 Future Agenda Item Mendoza Community Development Reinstatement of the review process for development projects, including Subcommittees, prior to being scheduled for consideration by the Planning Commission and the City Council Withdrawn
3/21/2023 3/28/2023 Future Agenda Item Mendoza/Meyer/Pierson Community Development Updating land use application conditions of approval to require coordination with the USPS to deliver mail.
Complete
5/12/2023 6/6/2023 Planning Commission Planning Commission City Manager Increase Planning Commission compensation to $400 per month Complete 5/23/2023 6/13/2023 Future Agenda Item Pierson Public Works Informational Report on PLA's (Project Labor Agreements) Withdrawn 6/6/2023 6/13/2023 Future Agenda Item Mendoza/Pierson City Manager Pride Flag at City Hall Complete 5/26/2023 6/27/2023 Call for Review Meyer Community Development Call for Review - Toro Viejo Taquaria CUP Complete 6/13/2023 7/25/2023 Future Agenda Item Pierson Finance Discussion of a discount program for residential utility customers Complete 6/13/2023 7/25/2023 Future Agenda Item Pierson Public Works Funding source and any available budget implications for the reimbursement of residents who make home improvements to support water conservation
Complete
6/29/2023 8/8/2023 Call for Review Mendoza Community Development Call for Review - Trumark VTSM, DR Complete 7/25/2023 8/8/2023 Future Agenda Item Pierson City Manager A Resolution supporting the exoneration of the Port Chicago 50. Complete 8/8/2023 8/22/2023 Future Agenda Item Bryant City Manager A draft ordinance related to enclosures for grazing animals used for weed control Withdrawn 8/9/2023 9/12/2023 Call for Review Mendoza Community Development Call for Review - Brentwood Golf Course Maintenance Yard DR Complete 8/17/2023 9/26/2023 Call for Review Mendoza Community Development Call for Review - Lazy Dog DR Complete 9/12/2023 9/26/2023 Future Agenda Item Mendoza City Manager Regarding staffing issues in the Parks and Recreation Department Merged 9/12/2023 9/26/2023 Future Agenda Item Pierson City Manager Senior Center programming survey and input from the Parks & Recreation Commission regarding the Parks & Recreation Director's evaluation
Merged
9/12/2023 9/26/2023 Future Agenda Item Mendoza City Manager Monitoring of Council Member time and requests of staff Withdrawn 9/26/2023 10/24/2023 Future Agenda Item Pierson City Manager Creation of an ethics and conduct policy for commissions Merged 9/26/2023 10/24/2023 Pending Authorization Pierson Human Resources Creation of a Race and Equity Committee Scheduled for Council Consideration & Possible Direction TBD 9/26/2023 10/24/2023 Pending Authorization Pierson Human Resources Creation of an Anti Racism Anti Hate Crime Policy Scheduled for Council Consideration & Possible Direction $5,000 9/26/2023 10/24/2023 Pending Authorization Pierson City Manager Review Code Sections that are no longer enforceable Scheduled for Council Consideration & Possible Direction TBD 9/26/2023 10/24/2023 Pending Authorization Pierson Human Resources Creation of a citywide racial equity plan Scheduled for Council Consideration & Possible Direction $50,000 9/26/2023 10/24/2023 Pending Authorization Meyer City Manager Process for Council presentations of proclamations Scheduled for Council Consideration & Possible Direction N/A 9/26/2023 10/24/2023 Pending Authorization Meyer Parks & Recreation Creation of a Committee for Age Friendly Communities Scheduled for Council Consideration & Possible Direction $50,000 9/26/2023 10/24/2023 Pending Authorization Mendoza City Manager Department Directors report to the City Council Scheduled for Council Consideration & Possible Direction $100,000 9/26/2023 10/24/2023 Pending Authorization Mendoza Community Development Establishing a Council Design Standards Committee Scheduled for Council Consideration & Possible Direction TBD 9/26/2023 10/24/2023 Pending Authorization Mendoza City Manager An appraisal for the former Davis Camp property & Process Discussion about Rezoning the Site and Developing it, in Part, as a Park
Scheduled for Council Consideration & Possible Direction $1,250,000 9/26/2023 10/24/2023 Pending Authorization Mendoza Finance Establishing a Budget Review Committee Scheduled for Council Consideration & Possible Direction TBD *Fiscal Impact is an estimate and does not include possible outside legal costs.
Major Discretionary and Project Funding Sources
Following are a summary of the City’s primary funding sources for discretionary operations, projects and infrastructure:
The General Fund provides the resources for the majority of City operations, including police, parks and road maintenance. General Fund dollars can be used for any public purpose identified by the City Council.
Pursuant to City Council Budget and Fiscal Policy, the General Fund maintains a 30% reserve for emergency purposes (June 30, 2023 balance of $23.3 million). The General Fund finished last fiscal year with a $500,000 surplus. This prior year surplus, along with a preliminary estimated surplus in the current fiscal year of $400,000 could provide up to $900,000 in available dollars to be allocated to City Council priorities. While the prior year’s surplus is known, the current year’s surplus is a conservative estimate, made with only a couple of months of financial information available. It is recommended that larger spending allocations be primarily made from prior year, or “banked” funds, rather than a potential/estimated future surplus.
The Budget Stabilization Fund, with a balance of $13.3 million, provides a source of funds for the General Fund to utilize in the coming years to help offset known pension and retiree medical cost increases. While the City’s pension funding percentage is better than the statewide average, the General Fund is still responsible for approximately $60 million in unfunded pension/retiree medical liabilities, which will be funded with increasing costs in future years. Substantially all of the Budget Stabilization dollars are projected to be utilized for this purpose over the coming ten years.
Development Impacts Fees (DIF) are collected from new development and can only be used to mitigate the impacts of new development. Based on pending future agenda requests, the City Council may be considering a previously unplanned park near the former Davis Camp site along with an Adaptive Recreation park near Pioneer Elementary. Staff’s preliminary research indicates that Parks Development Impact Fees could fund a portion of these potential parks. It should be noted, however, that the Parks Development Impact Fee Fund has a negative $1 million balance following $7.8 million in contributions made to the Sand Creek Sports Complex over the past year. As new development permits are pulled this negative balance is reduced. With the ultimate cost of the Sand Creek Sports Complex unknown, it may be several years before sufficient new development fees come in to provide funding for newer projects.
There are a few developer-related fees that do have a bit more discretionary project flexibility, including Agriculture Land ($2.5 million) and Public Art ($2.8 million). The Agricultural Land funds have been discussed by the City Council for allocation to the proposed Agriculture Innovation Center concept. This project would require the majority of the Agricultural Land funds.
Replacement Funds – The City maintains several funds to ensure that there is a source of funding for the replacement of capital assets and infrastructure when required. These replacement funds have been key to the City Council’s commitment to fiscal sustainability as replacements needs are funded in advance over time. Following is a list of all the City’s replacement funds and projected June 30, 2024 cash balances, along with information regarding their funding source and use restrictions:
Enterprise Replacements (Housing, Solid Waste, Water, Wastewater) – These funds come from their respective enterprise funds listed above. The Housing Replacement funds ($491,000) are used for costs associated with City-owned low income housing. Solid Waste ($2.8 million), Water ($12.1 million) and Wastewater ($9.1 million) are used for each respective enterprise’s facility, equipment (other than vehicles) and infrastructure replacement needs. Vehicle and Equipment Replacement - $6,439,000 – These funds come from all across the City and are used to replace City vehicles (including Enterprises) and major equipment. Staff adjusts the annual deposits into this fund through the budget process, with a target of always maintaining a fund balance sufficient to cover one year of projected replacement costs. Information Systems Replacement - $2,591,000 - These funds come from all across the City and are used to replace City technology including servers, audio/visual equipment, computers, and police and dispatch technology.
Facilities Replacement - $9,375,000 – These funds come primarily from the General Fund are used for major repairs/replacement needs at various city facilities, including City Hall, Community Center, Senior Center, Police Station, Parking Structure, Aquatic Complex (Offices and Locker Area), BUSD joint use facilities and the new Library.
Parks and LLAD Replacement - $24,146,000 – These funds come from LLAD’s ($9.5 million); the Citywide Parks District ($7.6 million) and the General Fund ($7.0 million). The funds in the LLAD and Citywide Parks District portions of the fund will be used for the replacement of landscaping, equipment, parks facilities and playground structures in the citywide parks district and 60+ LLAD’s.
The General Fund portion of this replacement fund is used to fund sound wall repair/replacement, tree replacement, irrigation systems replacement, and street lighting in areas in the City that are not in an LLAD or part of the Citywide Parks District. Examples of such areas include all of the landscaping in the Downtown area and amenities such as the Creekside and Marsh Creek trailheads. The General Fund portion also covers the replacement needs of the Aquatic Complex including the pool, pool decking, pool equipment, slides, shade structures, benches, and fencing.