City Council Minutes – June 14, 2023 Page 1 of 6
MINUTES
CITY OF CAMARILLO CITY COUNCIL
REGULAR MEETING
WEDNESDAY, JUNE 14, 2023
CALL TO ORDER
The Mayor called the meeting to order at 5:02 p.m.
ROLL CALL
Council Present: Susan Santangelo, Mayor
Kevin Kildee, Councilmember
Martita Martinez-Bravo, Councilmember
David Tennessen, Councilmember
Tony Trembley, Vice Mayor
Staff Present: Greg Ramirez, City Manager
Carmen Nichols, Assistant City Manager
Kristy Buxkemper, City Clerk
Dave Klotzle, Public Works Director
Rachel Richman, City Attorney
Eric Tennessen, Police Department Commander
Mark Uribe, Finance Director
Joe Vacca, Community Development Director
Silvia Jaquez, Deputy City Clerk
CLOSED SESSION
The City Attorney read the closed session items into the record. Council recessed to Closed Session.
A. Conference with Labor Negotiators
Authority: Government Code Section 54957.6
Agency Designated Representative: City Attorney
Unrepresented Employee: City Manager
B. Public Employee Performance Evaluation
Authority: Government Code Section 54957(b)(1)
Title: City Manager
C. Conference with Labor Negotiators
Authority – Government Code Section 54957.6
Agency Designated Representatives – City Manager, Assistant City Manager, and Finance Director
Unrepresented Employees – City Employees
5:00 P.M. CALL TO ORDER
APPROVAL OF AGENDA
The agenda was approved.
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PRESENTATIONS
D. Pride Month Proclamation and Certificate of Recognition The Mayor presented a proclamation to Tess Allen, Executive Director of Diversity Collective and a Certificate of Recognition to Michelle Burns and Annie Hart - Thomas, Co-Founders of Camarillo Pride.
ORAL COMMUNICATIONS
The Councilmembers reported on attendance at events and outside agency and Council committee meetings.
Councilmember Martinez-Bravo invited everyone to join her at Meet & Walk With Us on June 15 at Pitts Ranch Park. She requested the Council meeting be adjourned in the memory of educator Matthew Borchard.
Councilmember Kildee congratulated graduates of the class of 2023.
Vice Mayor Trembley provided scheduling information for the Household Hazardous Waste program. He announced June 14 is Flag Day.
CONSENT CALENDAR
E. City Council Meeting Minutes
Approved the minutes of the regular meeting of May 24, 2023.
F. Disbursements
Adopted Resolution No. 2023-46 approving disbursements.
G. 2023 Old Town Heritage Days Special Event Permit, Street Closure
1. Authorized issuance of a Special Event Permit for the 2023 Old Town Heritage Days, including street closures on Ventu ra Boulevard from Arneill Road to Fir Street on Saturday, July 15, 2023, and Sunday, July 16, 2023; and
2. Authorized Camarillo Old Town Association (COTA) to operate a beer and wine service area behind the courthouse.
H. 2023 Fourth of July Firework Show – Street Closures
Authorized street closures for the 2023 Fourth of July Fireworks Show, on Tuesday, July 4, 2023.
I. 2023-2028 Capital Improvement Program (CIP) General Plan Conformity and Coordination Review
1. Found the review of capital improvement projects located adjacent to or within the City of Camarillo for consistency w ith the General Plan is exempt from review under the California Environmental Quality Act (CEQA) as it is not a project pursuant to Section 15378(b)(4) of CEQA Guidelines; and
2. Found the 33 proposed CIP projects, identified above under the Review for Doc ID: 6b590ad5dbd02855ed9dc3f3eb2a2ec0fe970bab
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Consistency with the General Plan, are in conformance with the City of Camarillo General Plan, and direct the City of Camarillo Public Works Department to coordinate on the eleven projects identified above under the Review for Coordinated Program.
J. Storm Drain Rehabilitation – Project No. SD-5115
1. Authorized the City Manager to execute Professional Services Agreement No. 2023-98 with Flowers & Associates, Inc. in the amount not-to-exceed $261,068 for design services and authorized a contingency in the amount of $39,200 for a total agreement authorization of $300,268; and
2. Authorized the City Manager to execute future amendments to the Agreement with Flowers & Associates, Inc. for unforeseen additional services up to the authorized contingency amount.
K. On-Call Traffic Signal Maintenance Services – Agreement Amendment Authorized the City Manager to execute Agr eement Amendment No. 2019 -55C with Yunex, LLC in the amount of $37,740 for a total agreement amount of $188,715.
L. On-Call Trade Work – Contractor Agreements
1. Authorized the City Manager/District Manager to execute CC/CSD Agreement No. 2023 -44 with Arias Construction for a total agreement amount not-to- exceed $100,000 for FY 2023/24; and
2. Authorized the City Manager/District Manager to execute CC/CSD Agreement No. 2023 -72 with MJB Electric for a total agreement amount not-to-exceed $100,000 for FY 2023/24; and
3. Authorized the City Manager/District Manager to execute CC/CSD Agreement No. 2023-37 with Howard’s Rug Company of Ventura, Inc. for a total agreement amount not-to-exceed $60,000 for FY 2023/24; and
4. Authorized the City Manager/District Manager to execute CC/CSD Agreement No. 2023-99 with Pacific West Sound Professional Audio & Design, Inc. dba Pacific West Sound for a total agreement amount not-to-exceed $100,000 for FY 2023/24; and
5. Authorized the City Manager/District Manager to execute CC/CSD Agreement No. 2023-38 with ProRight Construction Inc. dba Goodhand Builders, Inc. for a total agreement amount not-to-exceed $60,000 for FY 2023/24; and
6. Authorized the City Manager/District Manager to execute CC/CSD Agreement No. 2023 -39 with Taylor Walk, Inc. dba Pacific Office Interiors for a total agreement amount not-to-exceed $60,000 for FY 2023/24; and
7. Authorized the City Manager/District Manager to execute CC/CSD Agreement No. 2023-40 with Traffic Management Inc. for a total agreement amount not- to-exceed $60,000 for FY 2023/24; and
8. Authorized the City Manager/District Manager to execute CC/CSD Agreement No. 2023-109 with Economy Plumbing, Inc. for a total agreement amount not- to-exceed $60,000 for FY 2023/24; and
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9. Authorized the City Manager/District Manager to execute task orders with the selected contractors for on-call trade work; and
10. Authorized the City Manager/District Manager to execute, in his sole discretion, annual On-Call Trade Agreements for up to one additional one -year term with compensation not-to-exceed the FY 2023/24 amount for each On -Call Trade Agreement.
MOTION to approve Items E through L.
Councilmember Martinez-Bravo moved, Vice Mayor Trembley seconded.
Yes: Kildee, Martinez-Bravo, Santangelo, Tennessen, Trembley No: None
DISCUSSION ITEMS
M. First Amendment to the Transfer and Development of Real Property Agreement 2021-193, Amending the Distribution of the City’s Affordable Housing Loan between the City and Area Housing Authority of the County of Ventura and Many Mansions (Barry60 LP)
Community Development Director Vacca provided an overview of the proposed first amendment to Section 2.2.2 of the Transfer and Development of Real Property Agreement 2021-193 to prevent any potential delays in the construction of the Vista Campanario affordable projec t caused by disbursement allocation requirements.
Michael Nigh, Executive Director, Area Housing Authority of the County of Ventura, requested the City’s Affordable Housing Loan of $4.9 million to be transferred in a lump sum rather than distributed in a percentage.
MOTION to approve the following recommended actions:
1. Find the Mitigated Negative Declaration No. 2020-3 was previously approved and no further CEQA review is required pursuant to CEQA Guideline 15162; and
2. Authorized the City Manager to execute the First Amendment to the Transfer and Development of Real Property and Joint Escrow Instructions Agreement.
Councilmember Martinez-Bravo moved, Vice Mayor Trembley seconded.
Yes: Kildee, Martinez-Bravo, Santangelo, Tennessen, Trembley No: None
N. Camarillo Train Station Undercrossing – Project No. ST-14-05 Public Works Director Klotzle reviewed the history of the project to construct a pedestrian tunnel at the Camarillo Train Station, owned by the Ventura County Transportation Commission (VCTC), to improve accessibility by creating a shorter and more direct route for rail passengers crossing between the west and east rail platforms.
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Staff detailed the history of the Project and addressed t he Council’s concerns over site ownership, maintenance, safety, and the total cost of the Project , and recommended approval of the proposed agreements to accelerate the Project’s design to meet required grant milestones.
VCTC submitted a letter to the City summarizing the need for, and benefits of, the proposed pedestrian undercrossing and Martin Erickson, Executive Director, VCTC, presented a PowerPoint and responded to questions by the Council.
Vice Mayor Trembley stated that the current conditions at the pedestrian overcrossing, which is owned by Caltrans, denies access to people with limited mobility. He indicated the only viable option is to install a pedestrian undercrossing under Tracks 1 and 2.
The Council supported staff’s recommended actions with the addition of the following expectations:
1. VCTC, as the station owner, and not the City, should be responsible for any liability arising from construction and use of the undercrossing. It was recommended VCTC enter into a written agreement whereby VCTC indemnifies the City for such liability in the future.
2. Full involvement of Law Enforcement in the design process to assure public safety concerns are addressed including enhanced conceptual tunnel design to assure quick access to the tunnel area by law enforcement along with appropriate visibility, and a sufficient pathway width.
3. If during the construction bids phase of the project, costs come in higher than the funds that are available, the project would be delaye d until there are additional funds from VCTC, Metrolink, LOSSAN, or the State to complete the project.
4. Provide City Council with progress updates on the grant funding and design process.
MOTION to approve the following recommended actions along with the additional expectations, as discussed:
1. Authorized an increase of $1.9 million in revenues for the LOSSAN grant in the Capital Improvement Projects Fund in Account No. 4100000336.4010; and
2. Authorized an appropriation of $200,000 in the Capital Improvement Grants Fund; and
3. Authorized the City Manager to execute Professional Services Agreement No. 2023-30 with RailPros, Inc. for an amount not-to-exceed $750,807 for conceptual design and environmental r eview services and authorize d a contingency in the amount of $113,000 for a total agreement authorization of $863,807; and
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4. Authorized the City Manager to execute future amendments to the Agreement with RailPros Inc. for unforeseen additional services up to the authorized contingency amounts; and
5. Authorized the City Manager to execute a Preliminary Engineering Agreement with Union Pacific Railroad (UPRR) and reimburse UPRR in an amount not-to-exceed $400,000; and
6. Authorized the City Manager to submit an Appl ication for Right -of-Way Encroachment Permit to Southern California Regional Rail Authority (Metrolink) and reimburse Metrolink for design review in an amount of $178,500 and authorize a contingency in the amount of $27,000 for a total authorization of $205,500; and
7. Authorized the City Manager to execute the Right -of-Way Encroachment Permit and future amendments with Metrolink for unforeseen additional services up to the authorized contingency amounts; and
8. Authorized the City Manager to execute any UPRR and Metrolink agreement documents that are deemed necessary to receive design approval for the Camarillo Train Station Undercrossing Project; and
9. Approved an additional four expectations for the Project as detailed and unanimously supported by the Council.
Vice Mayor Trembley moved, Councilmember Martinez-Bravo seconded.
Yes: Kildee, Martinez-Bravo, Santangelo, Tennessen, Trembley No: None
PUBLIC HEARINGS - NONE
GENERAL PUBLIC COMMENTS – NONE
RECESS BACK TO CLOSED SESSION
Council recessed back to closed session at 7:12 p.m.
CLOSED SESSION REPORT
City Attorney Richman stated there was no reportable action from the Closed Session.
ADJOURN
The meeting adjourned at 9:10 p.m. in memory of Matthew Borchard.
ATTEST:
Mayor
City Clerk
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