10. Publish Final Conceptual Site Plan to CLIENT.
11. Coordinate and liaise with CLIENT via phone conference and emails.
Conceptual Design Phase Deliverables:
1. Preliminary Conceptual Site Plan
2. Final Conceptual Site Plan
3. One (1) project kick-off meeting with CLIENT
4. One (1) presentation meeting with CLIENT
PHASE TWO –CONSTRUCTION DOCUMENTS
1. Prepare 95% Construction Documents: Based on approved plans from the Conceptual Design phase and conditions of approval, begin the preparation of Construction Documents. Note, sheets may be combined as feasible or added to as necessary.
Construction Document set is anticipated to include:
a. Existing Conditions and Demolition Plan
b. Site Plan
c. Grading Plan (prepared by Civil Engineer)
d. Drainage and Utility Plan (Prepared by Civil Engineer) e. Construction Details
f. Technical Specifications (book form)
2. Conduct in-house plan check prior to CLIENT submittal
3. Conduct one page turn with CLIENT of the 95% set
4. Incorporate all in-house and page turn comments to meet all applicable law, regulations, City standards and other applicable requirements into the 100% Construction Documents and Technical Specifications.
5. Publish one electronic copy of the 100% Construction Document and Technical Specifications to the CLIENT for Building Department submittal.
6. After review period by the CLIENT, incorporate plan check comments and feedback into Construction Documents. Excessive CLIENT comments or changes at this phase will be handled as an additional service.
7. Publish one electronic copy to the CLIENT for Building Department resubmittal and approval.
8. Allow three (3) coordination meetings with project team and CLIENT.
9. Coordinate and liaise with the CLIENT via phone conferences and emails.
Construction Documents Phase Deliverables:
1. 95% Plan Set (1 pdf set)
2. 100% Plan Set (1 pdf set)
3. Three (3) coordination meetings with CLIENT
227
Item 9 B.
Grand Avenue Pathway Renovation
Landscape Architectural Services
Scope of Work – P25044.00
November 3, 2025
PHASE THREE –CONSTRUCTION ADMINISTRATION
1. Visit the site three (3) times for observation and verification of compliance with the plans at key milestones during construction. Site visits shall be coordinated with the CLIENT as identified during construction meetings. Should additional site visits be required, they will be provided as an additional service to the original agreement.
2. Provide plan clarification via the Request for Information (RFI) process through written response, up to (4) hours.
3. Review submittals and provide written approval, rejection, or correction directives.
4. Perform one pre-final acceptance walkthrough and prepare punchlist, if necessary.
5. Conduct final acceptance walkthrough and provide written report of conditions or any warranty work that may be necessary.
Construction Administration Phase Deliverables:
1. Three (3) site visits
2. Limited Construction Administration support via RFI and Submittal review
3. One (1) Pre-acceptance walkthrough & punch list
4. One (1) Final acceptance walkthrough & written report if required PHASE FOUR – ADD ALTERNATES
1. Attend Neighborhood Meeting to assist the CLIENT in outreach efforts. Presentation materials to be prepared by CLIENT.
2. Attend Planning Commission Meetings to assist the CLIENT. Presentation materials to be prepared by CLIENT.
ADDITIONAL SERVICES
SSA may provide additional services, as requested in advance by CLIENT. Additional services will be negotiated separately based on the billing rates contained in the attached Exhibit B “SSA Rate Schedule”. Additional services may include, but are not limited to:
1. Providing cost estimating or value engineering.
2. Revisions or re-submittals beyond those included above.
3. Submitting drawings for or any fees associated with permitting other than what is described within this Scope of Work.
4. Evaluation reports for work by others such as, but not limited to, Geotechnical Engineer.
5. Providing cost estimating services or value engineering.
6. 3d modeling or illustrative renderings.
7. SWPP, erosion control or stormwater management plans.
8. Design of any features to be located on neighboring private properties. 228
Item 9 B.
Grand Avenue Pathway Renovation
Landscape Architectural Services
Scope of Work – P25044.00
November 3, 2025
9. Attendance at any meetings not listed above.
10. Additive or deductive alternates beyond what is provided for in the Scope of Work.
11. Planting, irrigation, or any other service not described within this Scope of Work.
FEE PROPOSAL
The fees for the above Scope of Work phases are as follows:
Phase One: Conceptual Design $ 12,290.00
Phase Two: Construction Documents $ 28,475.00
Phase Three: Construction Administration $ 3,114.00
Reimbursable Expenses $ 550.00
Total Proposed Fees $ 12,840.00
Phase Four: Add Alternates $2,932.00
Community Outreach
These services are proposed to be provided on a LUMP SUM basis. Fees will be billed monthly based on the actual percentage of completion in each phase
SERVICES TO BE PROVIDED BY THE CLIENT
1. Coordination with and approval by Coastal Commission
2. Slope stabilization
3. All Project related drawings, and reports, including, but not limited to, those requested in this Scope of Work
4. CLIENT review, comment and directives as requested by SSA
5. Procurement of any subconsultant that may be identified as necessary during the Project
6. Submittals and fees
7. Permits and fees
REIMBURSABLE EXPENSES
Included in the FEE PROPOSAL is an allowance for expenses such as mileage, plotting, printing and reproduction, shipping, and postage. Billings for reimbursable expenses will be submitted on or around the 25th of each month based on the actual cost for the previous month, per the attached “SSA Rate Schedule”.
SSA Landscape Architects, Inc.
Natalie Tan
Landscape Architect PLA #5995
_________________________
Dated: 11/03/25
__________________________
229
Item 9 B.
Attend kick-off meeting with CLIENT 1 1
Collect and review site documentation and conditions 2
Prepare base file in AutoCAD 1 1
Prepare initial Conceptual Site Plan 1 8 8
Prepare initial Cost Estimate 2 2
Present Conceptual Site Plan to CLIENT 1 1
Revised and update Conceptual Site plan based on
comments from CLIENT 2 6
Update Cost Estimate 1
Publish Final Conceptual Site plan to CLIENT 1 3
Coordinate and liaise with CLIENT via phone and email 1 4 0 7 0 23 0 0 0 17 0 $7,670
4200 $4,620
$12,290
Prepare 95% Construction Documents 12 24
Prepare 95% Technical Specifications 2 6
Conduct in-house plan check of 95% CD set 6
Conduct page turn with CLIENT 3 3
Incorporate comments from in-house plan check and
page turn into 100% set 4 8
Publish electronic 100% CD set for CLIENT submittal 1 3 Incorporate plan check comments into CD set, limited to one round of comments. 8 12
Publish electronic revised 100% CD set for CLIENT resubmittal 1 3 Allow for three (3) coordination meetings with CLIENT 3 6 Coordinate and liaise with CLIENT via phone and email 1 4 0 15 0 45 0 0 50 0 0 $17,695
9800 $10,780
$28,475
Site visits 6
RFI responses 4
Submittal review(s) 2
Pre-final acceptance walkthrough and punch list 3
Final acceptance walkthough and written report of conditions 3 0 0 0 18 0 0 0 0 0 $3,114
$3,114
Attend neighborhood meetings to assist CLIENT in
outreach efforts 2 6
Attend Planning Commission meetings to assist CLIENT 2 6 0 4 0 12 0 0 0 0 0 $2,932
$2,932
Hours: 0 26 0 98 0 0 50 17 0
Sub Consultants
RI Engineering Multiplier 1.10 Job Captain/Landsc ape Architect II Detailed Breakdown of Landscape Architectural Services
for
Grand Ave Pathway Renovation
for
City of Capitola
Proposal No. P250044.00
Date: 11/03/25
Landscape Designer l/AutoCAD Tech
BASIC SERVICES
Phase Four SSA Subtotal
Multipler 1.10
Phase Two SSA Subtotal
Phase Three SSA Subtotal
Sub Consultants
Alpha Land Surveyors
Project Totals for In-house Staff
Phase Three Total
Phase Four Total
Phase Four: Add Alternates
Phase One: Conceptual Design
Phase Two: Construction Documents
Project Manager
Phase Three: Construction Administration
Phase One Total
Phase Two Total
PrincipalAssociate PrincipalSenior Landscape ArchitectLandscape Architect lLandscape Designer ll/AutoCAD TechAdministrative Assistant Phase One SSA Subtotal
SSA Landscape Architects, Inc.
Grand Ave Pathway Renovation
P25044.00
11/3/2025
Item 9 B.
Job
Captain/Landscape Architect IILandscape Designer l/AutoCAD Tech
BASIC SERVICES
Phase One: Conceptual Design
PrincipalAssociate PrincipalProject ManagerSenior Landscape ArchitectLandscape Architect lLandscape Designer ll/AutoCAD TechAdministrative Assistant Rate: $223 $214 $192 $173 $148 $139 $134 $129 $104
Extension: $0 $5,564 $0 $16,954 $0 $0 $6,700 $2,193 $0
31411 $46,811
Estimated Reimbursable Expenses
Mileage and plotting $500
$500 Multiplier 1.10 $550
$47,361
The above breakdown represents our best estimate at this time and may change subject to future developments during the project. It is possible that some of the estimated manpower requirements for specific task items may increase, while others may not require the entire anticipated effort. This provides us a greater degree of confidence in the overall project estimate, rather than in any given task.
Reimbursable Expenses
Total Project Compensation
Subtotal Project Fees for Services
SSA Landscape Architects, Inc.
Grand Ave Pathway Renovation
P25044.00
11/3/2025
Item 9 B.
EXHIBIT B
STANDARD BILLING RATE SCHEDULE
Effective through December 31, 2025
PROFESSIONAL SERVICES
Principal Landscape Architect $223.00/Hour
Associate Principal $214.00/Hour
Senior Project Manager $208.00/Hour
Project Manager II $206.00/Hour
Project Manager I $192.00/Hour
Senior Landscape Architect $173.00/hour
Job Captain/Landscape Architect II $148.00/Hour
Landscape Architect I $139.00/Hour
Landscape Designer III $138.00/Hour
Landscape Designer II/AutoCAD Technician $134.00/Hour
Landscape Designer I $129.00/Hour
Staff Clerical/Administrative $104.00/Hour
REIMBURSABLE EXPENSES
Subconsultants Direct Billing x 1.10
In-House Office Services: As listed below x 1.10
Plotting:
Color Bond $4.65/sf
Black & White Bond $2.95/sf
Vellum $4.55/sf
Mylar $10.50/sf
Transparencies:
Color $3.25/each
Black and White $2.25/each
Color Laser Prints:
8.5 x 11 $.65/each
11 x 17 $.95/each
Blueprints:
24 x 36 $2.00/each
30 x 42 $2.50/each
Black & White Laser Prints:
8.5 x 11 $.10/each
11 x 17 $.15/each
CD Media:
CDR $6.00/each
Outside Reimbursable Expenses:
Reproduction, photography, shipping and postage,
miscellaneous expenses Direct Cost x 1.10
Travel:
Mileage Round Trip from SSA office Current IRS Rate
Other travel expenses Direct Cost x 1.10
232
Item 9 B.
Conceptual Design
Grand Avenue Pathway
City Council
December 11, 2025 233
Item 9 B.
• Pathway from Saxon to
Oakland currently closed
for safety
• 10/23/25 Council reviewed
findings on retreat and
drainage issues
• Ongoing bluff instability
continues to threaten pathway
• Relocated, narrower pathway,
is viable as an interim public
access route
• Expected usable life: several
years, depending on future
retreat and drainage conditions
• Direction: Conceptual
realignment plan
Background Long-Term Development Process
Grand Avenue Conceptual Design
234
Item 9 B.
Long-Term Development Process
Grand Avenue: Phase I Conceptual
Design
Alignment options, grading feasibility, interaction with existing fencing Preliminary construction costs
Helps determine whether to move forward with Construction Documents Purpose of Conceptual Design
• Coastal access/pathway design experience
• Topographic survey + base map
• Initial conceptual plan: pathway location, materials, cost estimate • Option to provide multi-phase design and construction support Scope of Work (SSA Landscape Architects)
• $13,000 (CIP-funded)
• 8–10 weeks from authorization
• Final Concept Plan to Council Spring 2026
Cost & Timeline
235
Item 9 B.
Long-Term Development Process Future Phases (For Reference Only) Grand Avenue:
• 100% PS&E
• Engineering of grading and drainage plans
• $28,000
Phase 2 – Construction Documents
• $3,000
Phase 3 – Construction Administration
• Public Meetings
• $3,000
Phase 4 – Add Alternates
Full design effort estimated at up to $47,000
236
Item 9 B.
• Current-year sales tax revenues tracking close to
budget expectations
• No significant overages or shortfalls
Sales Tax Performance
• No anticipated costs savings to active CIP
• New capital commitments—including this
project—generally rely on CIP reallocations, not
General Fund.
Funding Approach
Long-Term Development Process Fiscal Impact
Grand Avenue Conceptual Design
237
Item 9 B.
Net Difference Proposed
Amendment Funding Source Current Budget
RRFB $10,000 No Change —
Esplanade Park $50,000 $39,200 –$10,800
Park Avenue $60,000 No Change —
Monterey Park Playground $10,000 $7,800 –$2,200
Economic Development $20,000 No Change —
Grand Ave Pathway (NEW) $0 $13,000 +$13,000
Long-Term Development Process Fiscal impact — CIP Reallocations Grand Avenue Conceptual Design
• Council Training Budget: $15,000
• Employee Down Payment Assistance: $18,500 remaining
• Contingency, Emergency, Facilities, General Fund: all below target
Non-CIP Funds Available
238
Item 9 B.
Authorize City Manager to execute a
professional services agreement with SSA
Landscape Architects, Inc. for Phase 1
Conceptual Design of the Grand Avenue
Pathway in an amount not to exceed
$13,000, with funding from the Capital
Improvement Program (CIP) Fund
Recommendation
239
Item 9 B.
Capitola City Council
Agenda Report
Meeting: December 11, 2025
From: City Manager Department
Subject: Capitola Municipal Code Sections 2.04.140 and 2.04.210 Recommended Action: Introduce for first reading, by title only, waiving further reading, an ordinance amending Capitola Municipal Code Sections 2.04.140 and 2.04.210 to update the process by which City Council Members request agenda items and their rules of debate.
Background: Capitola’s process for Council Members to request agenda items is outlined in the City’s Municipal Code (CMC) Section 2.04.140. As a summary, CMC Section 2.04.140 states any Council Member may request an agenda item during an open City Council meeting. The current practice is that Council Members generally make such requests during the Council Member Comments portion of the agenda, and pursuant to the Municipal code, such a request does not require a second or consensus.
On July 24, 2025, Council Member Orbach requested staff conduct research on how other cities proceed with placing City Council requests on agendas. Staff sent a survey request through the California League of Cities and received responses from twenty-four cities regarding their processes for city council members to request agenda items. Staff produced a memo for the City Council on August 28th. On September 11th, Council Member Orbach requested an agenda item to discuss the process by which Council Members can request agenda items.
On October 9, 2025, the City Council directed staff to return with an ordinance amending CMC Section
2.04.140 to require a second Council Member to place an item on the agenda.
During review of CMC Chapter 2.04, the City Attorney’s office identified an additional section which may benefit from an amendment: CMC Section 2.04.210 regarding Rules of Debate.
Discussion: The proposed ordinance includes the requested change, and an additional modification to CMC Section 2.04.210 to align the rules of debate with the City’s adopted Code of Conduct. The proposed ordinance also includes a change to clarify CMC Section 2.04.210 to clarify and streamline the rules of debate.
Fiscal Impact: There is no fiscal impact associated with the recommended action.
Attachments:
1. Ordinance
Report Prepared By: Julia Gautho, City Clerk
Reviewed By: Marc Tran, City Attorney
Approved By: Jamie Goldstein, City Manager
240
Item 9 C.
4899-7278-8598 v2
CITY OF CAPITOLA
ORDINANCE NO. ______
AN ORDINANCE OF THE CITY OF CAPITOLA AMENDING SECTIONS 2.04.140 AND 2.04.210 OF CHAPTER 2.04 OF THE CITY OF CAPITOLA MUNICIPAL CODE
REGARDING ADMINISTRATION AND PERSONNEL
WHEREAS, regular review of municipal codes is recommended as a best practice and can identify outdated or ineffective provisions; and
WHEREAS, on July 24, 2025, the City Council of the City of Capitola (“City”) requested staff research the process by which Council Members can request agenda items for discussion during a City Council meeting; and
WHEREAS, on October 9, 2025, the City Council received a report comparing Capitola’s process outlined in Capitola Municipal Code (“CMC”) section 2.04.140 to those in other agencies; and
WHEREAS, also on October 9, 2025, the City Council directed staff to amend CMC section
2.04.140 to require that Council Member requests for a new discussion item be supported by a second; and
WHEREAS, CMC section 2.04.210 could be clarified to streamline the City’s rules of debate; and
WHEREAS, the City of Capitola has an interest in ensuring that the municipal code remains upto-date and understandable for members of the public, staff, and the City Council; and WHEREAS, the City Council desires to implement changes to the language in Chapter 2.04.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF CAPITOLA DOES ORDAIN AS FOLLOWS:
Section 1. Incorporation of Recitals. The above-listed recitals are true and correct and incorporated herein by this reference.
Section 2. Amendment. CMC sections 2.04.140 and 2.04.210 of Chapter 2.04 are hereby amended as shown in Exhibit A (additions in underline, deletions in strikethrough).
Section 3. Effective Date. This Ordinance shall be in full force and effect thirty (30) days from its passage and adoption.
Section 4. Severability. The City Council hereby declares every section, paragraph, sentence, cause, and phrase of this ordinance is severable. If any section, paragraph, sentence, clause, or phrase of this ordinance is for any reason found to be invalid or unconstitutional, such invalidity 241
Item 9 C.
4899-7278-8598 v2
or unconstitutionality shall not affect the validity or constitutionality of the remaining sections, paragraphs, sentences, clauses, or phrases.
Section 5. Certification. The City Clerk shall cause this ordinance to be posted and/or published in the manner required by law.
This Ordinance was introduced at the meeting of the City Council on the ___th day of December, 2025, and was adopted at a regular meeting of the City Council on the ___th day of December, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Joe Clarke, Mayor
Attest: ___________________________
Julia Gautho, City Clerk
Approved as to form:
___________________________________
Marc Barraza Tran, City Attorney
242
Item 9 C.
4899-7278-8598 v2
Exhibit A
Title 2
“ADMINISTRATION AND PERSONNEL”
2.04.140 Agenda.
The following have authority to place a matter on the council agenda:
A. The mayor or any member of the city council with the condition that the proposed agenda item be requested and seconded at an open city council meeting; B. The city manager;
C. The city council may, after the seventy-two-hour agenda-posting deadline has expired, add items to the agenda in the manner provided in Government Code Section 54954.2(b); D. The city treasurer, city clerk, or city attorney, provided the subject is reasonably related to their powers and duties and concerns a subject upon which the council has authority to act. Other persons must direct their agenda requests to the city council (at council meetings), the mayor, or the city manager. Agendas shall otherwise be prepared under the direction of the city manager and shall be posted, noticed and distributed in accordance with the Brown Act. For purposes of Government Code Section 54954.2(a), agendas shall be posted in the entrance area to the city council chambers.
2.04.210 Rules of debate.
A. Presiding Officer May Debate. The mayor or vice mayor may debate from the chair, subject only to such limitations of debate as are imposed upon all members by the rules set forth in this section.
B. Getting the Floor. Every member desiring to speak shall address the chair, and upon recognition by the presiding officer, shall confine himself or herself to the question under debate, avoiding all personalities and indecorous language.
C. Interruptions. A member, once recognized, shall not be interrupted when speaking unless it is to call him or her to order. If a member, while speaking, is called to order, he or she shall cease speaking until the question of order is determined and, if in order, he or she shall be permitted to proceed.
D. Privilege of Closing Debate. The councilmember moving the adoption of an ordinance or resolution shall have the privilege of closing the debate.
E. Remarks of Councilmember. A councilmember may request, through the presiding officer, the privilege of having an abstract of his or her statement on any subject under consideration by the council entered in the minutes. If the council consents thereto, such statement shall be entered; provided, however, any council member without council consent shall have the right to have the 243
Item 9 C.
4899-7278-8598 v2
reasons for his or her dissent from, or protest against, any action of the council entering in the minutes.
F. Synopsis of Debate. The city clerk may be directed by the presiding officer, with consent of the council, to enter in the minutes a synopsis of the discussion on any question coming regularly before the council.
C. Rules of Order. Except as otherwise provided in this chapter, the rules of order that govern the conduct of the meetings of the city council and other city advisory bodies shall be those rules of order designated by city council resolution.
244
Item 9 C.
ORDINANCE AMENDING
CMC CHAPTER 2.04
December 11, 2025 245
Item 9 C.
Background
Current CMC 2.04.140: Council Members may request an
agenda item during an open meeting.
7/24/25: Council Member Orbach requested staff conduct research on how other cities handle Council requests for agenda items
8/28/25: City Clerk produced memo to Council with data from 24 other CA agencies
9/11/25: Council Member Orbach requested an item on a Council agenda to discuss agenda setting procedure
10/9/25: Council directed staff to prepare an ordinance requiring a second Council Member to place an item on the agenda
246
Item 9 C.
Proposed Changes
CMC Section 2.04.140: Requires a second Council
Member to place an item on the agenda
CMC Section 2.04.210: Clarifies and streamlines
the rules of debate
Aligns with Code of Conduct and Rosenberg’s Rules of
Order
247
Item 9 C.
Recommended Action
Introduce for first reading, by title only, waiving
further reading, an ordinance amending
Capitola Municipal Code Sections 2.04.140 and
2.04.210 to update the process by which City
Council Members request agenda items and their
rules of debate.
248
Item 9 C.
Capitola City Council
Agenda Report
Meeting: December 11, 2025
From: City Manager’s Department
Subject: City Council Reorganization for 2026
Recommended Action: Nominate and appoint a new Mayor and Vice-Mayor.
Background: Capitola Municipal Code Section 2.04.150 states that each year the City Council shall select a mayor and vice mayor. During years without a general election, such selection shall be made approximately one year after the prior selection. The last City Council reorganization occurred on June 12, 2025.
California Government Code Section 36802 defines the roles of the Mayor and Vice Mayor (Mayor Pro Tempore): “The mayor shall preside at the meetings of the council. If he or she is absent or unable to act, the mayor pro tempore shall serve until the mayor returns or is able to act. The mayor pro tempore has all of the powers and duties of the mayor.”
The City Council should select a new mayor and vice-mayor by motion. The newly selected mayor will preside over the next scheduled City Council meeting.
Fiscal Impact: None
Report Prepared By: Rosie Wyatt, Deputy City Clerk
Approved By: Jamie Goldstein, City Manager
249
Item 9 D.
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Item 9 D.
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Item 9 D.
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Item 9 D.