_____________________________________________________________________________________________ City Council Minutes March 18, 2025 Page 1
MINUTES
OF THE
REGULAR MEETING
CLAYTON CITY COUNCIL
TUESDAY, MARCH 18, 2025
1. CALL TO ORDER AND ROLL CALL – The meeting was called to order at 7:00 p.m. by Mayor Trupiano held in-person, and broadcast from Hoyer Hall, Clayton Community Library, 6125 Clayton Road, Clayton, California. Councilmembers present: Councilmembers: Diaz, Enea, and Tillman; Vice Mayor Wan, and Mayor Trupiano. Staff present: City Manager, Kris Lofthus; Assistant City Manager, Regina Rubier; City Engineer, Larry Theis; City Attorney, Malathy Subramanian; City Clerk, Stephanie Cabrera-Brown.
2. PLEDGE OF ALLEGIANCE – Led by Mayor Trupiano
Mayor Trupiano called Item 5 RECOGNITIONS AND PRESENTATIONS before Item 3 PUBLIC COMMENT ON NON-AGENDA ITEMS.
3. PUBLIC COMMENT ON NON-AGENDA ITEMS
Members of the public may address the City Council on non-agendized items within the Council’s jurisdiction. To ensure an orderly meeting and an equal opportunity for everyone, each speaker is limited to three (3) minutes, or the time established by the Mayor. In accordance with State Law, no action may take place on any item not appearing on the posted agenda. The Council may respond to statements made or questions asked or may at its discretion request staff to report back at a future meeting concerning the matter.
Public comment and input on other agenda items will be allowed when each item is considered by the Council.
Pa‘Tanisha Davis-Pierson (District Director For Assemblymember Anamaria Ávila Farías– Shared the district office location and contact information, and provided information on the services the office provides.
Dane Horton – Spoke regarding comments made by a councilmember at a previous meeting and on social media that insinuated he and his wife were discriminatory, and requested the councilmember cease and desist from making those comments.
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Kahni Horton – Spoke regarding the defamatory statements made regarding her and her husband, requested that the council request the councilmember in question retract their comments, and shared that the comments expose the city to liability.
4. CONSENT CALENDAR
It was moved by Councilmember Diaz and seconded by Vice Mayor Wan, to approve Consent Calendar Items 4(a) - 4(b). (Passed 5/0) (a) Approval of the March 4, 2025, Meeting Minutes.
(b) Resolution Directing the Preparation of an Engineer’s Report for the Diablo Estates Benefit Assessment District. Resolution 8-2025 Following discussion by the City Council, Mayor Trupiano opened the Consent Calendar to public comment: There were no members of the public wishing to speak to the Consent Calendar.
5. RECOGNITIONS AND PRESENTATIONS
(a) Certificates of Recognition to Public School Students for Exemplifying the "Do the Right Thing" Character Trait of "SelfDiscipline" During the Months of January and February 2025 Councilmember Tillman presented the awards with Diablo View Middle School, Principal Vicki Wilson, Mt. Diablo Elementary School, Vice Principal Miranda Romo, and the student’s nominating teachers.
6. REPORT
(a) City Manager / Staff
• Link to ClearGov Transparency Portal:
https://cleargov.com/california/contra-costa/city/clayton/checkbook Kris Lofthus, City Manager, shared an update on recruitment activities, attended a PMA meeting where Animal Services presented on the planned fee schedule updates and two presentations from the Contra Costa Leadership Academy cohort group assignment presentations. (b) City Council / Committees
Reports provided as an attachment to the agenda.
Mayor Trupiano reminded the council of the purpose of the city council reports and opened the Reports to public comment: There were no members of the public wishing to speak to the Reports.
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7. PUBLIC HEARINGS
(There were no Public Hearings scheduled for this meeting.)
8. ACTION ITEM(S)
(a) Receive Report on Mid-Year Budget.
Regina Rubier, Assistant City Manager, provided an overview of the MidYear Budget. Following discussion by the City Council, Mayor Trupiano opened the item to public comment:
James Killoran - Spoke regarding the city’s insurance premiums, thanked the Assistant City Manager, and requested a public budget workshop.
Report heard and filed. No action was taken.
(b) Biennial Pavement Assessment Report and 2026 Paving Project Street Selection
Larry Theis, City Engineer, provided an overview of the Biennial Pavement Assessment Report and 2026 Paving Project Street Selection. Following discussion by the City Council, Mayor Trupiano opened the item to public comment:
James Killoran – Thanked staff for the report and spoke regarding previous reports that had been presented. Mr. Killoran also spoke regarding the costs, funding, and current street conditions/scores.
Councilmember Enea motioned to select Eagle Peak Avenue and El Portal Drive and request the City Engineer return with recommendations for remaining street maintenance – Motion failed for lack of a second.
Vice Mayor Wan motioned to manually select El Portal and allow Street Saver to select the remaining streets – Motion Failed for lack of a second.
It was moved by Councilmember Enea and seconded by Councilmember Tillman, to select Option 1B – Eagle Peak Avenue, El Portal Drive, and allowing Street Saver to select the remaining streets. (Passed: 5/0) Mayor Trupiano recessed the meeting at 9:01 p.m. and reconvened the meeting at 9:10 p.m. 8 _____________________________________________________________________________________________ City Council Minutes March 18, 2025 Page 4
(c) Pilot Sidewalk Repair Program for Assisting Fronting Property Owners.
Larry Theis, City Engineer, provided an overview of the Pilot Sidewalk Repair Program for Assisting Fronting Property Owners. Following discussion by the City Council, Mayor Trupiano opened the item to public comment:
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No action was taken. The City Council provided staff direction to return to the full council with additional information on the Concord Sidewalk Repair program.
9. ADJOURNMENT – on a call by Mayor Trupiano, The City Council adjourned its meeting in honor of Sonja Wilkin at 10:13 p.m.
Please note the Minutes of this meeting set forth all actions taken by the City Council on the matters stated, but not necessarily in the chronological sequence in which the matters were taken up.
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9 TO: HONORABLE MAYOR AND COUNCIL MEMBERS
FROM: Kris Lofthus, City Manager
DATE: April 1, 2025
SUBJECT: Authorize the City Manager to Execute Amendment No. 1 to the Agreement with Prime Time Entertainment, Inc for Promotor and On-site Coordinator Services for the 2025 Concerts in the Grove Series, increasing the agreement not to exceed amount to $36,000, with no change to the agreement term or scope.
Agenda Item: 4.b
STAFF REPORT
RECOMMENDATION
It is Recommended by Staff that the City Council Authorize the City Manager to Execute Amendment No. 1 to the agreement with Prime Time Entertainment, Inc (PTE) for Promotor, Entertainment Insurance, and On-site Coordinator Services for the 2025 Concerts in the Grove Series, increasing the agreement by $4,961, for a new not to exceed amount of $36,000, with no change to the term or scope.
BACKGROUND
At its March 4, 2025, meeting, the City Council approved the Professional Services Agreement with Prime Time Entertainment, Inc. Due to an unexpected change in the availability of one of the bands selected, the City Sponsored Special Events selected a replacement band resulting in a cost increase of $1,500. The new not to exceed amount includes the $1,500 additional cost for band replacement and $3,461 to allow other minor changes to be made without having to return the item to the council, which may cause booking delays should any other bands need to be replaced.
DISCUSSION
The agreement is currently outside of the City Manager's signing authority of $30,000. Staff is seeking the council's authorization to prepare an amendment to the agreement to include the increased cost and provide a buffer for incidentals. The request of the additional funding is to allow the City Manager to make necessary changes to ensure the concert series is properly scheduled and staffed, without having to return to the full council. The City Sponsored Special Events Committee would recommend or approve any necessary changes.
FISCAL IMPACTS
Fiscal impact is currently unknown. Costs for the Concerts in the Grove are offset by sponsorships, and staff anticipates that the full amount of $1,500 will be covered by the sponsorship funds.
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