CITY OF COSTA MESA
REGULAR CITY COUNCIL AND SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND HOUSING AUTHORITY*
Agenda
City Council Chambers
77 Fair Drive
6:00 PMTuesday, March 21, 2023
*Note: All agency memberships are reflected in the title "Council Member" 4:00 P.M. Closed Session
The City Council meetings are presented in a hybrid format, both in-person at City Hall and as a courtesy virtually via Zoom Webinar.
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1 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
Participate via telephone: (For both 4:00 p.m. and 6:00 p.m. meetings) Call: 1 669 900 6833 Enter Webinar ID: 983 7639 0419/ Password: 905283 During the Public Comment Period, press *9 to add yourself to the queue and wait for city staff to announce your name/phone number and press *6 to unmute your line when it is your turn to speak. Comments are limited to 3 minutes, or as otherwise directed.
Additionally, members of the public who wish to make a written comment on a specific agenda item, may submit a written comment via email to the City Clerk at [email protected].
Comments received by 12:00 p.m. on the date of the meeting will be provided to the City Council, made available to the public, and will be part of the meeting record.
Please know that it is important for the City to allow public participation at this meeting. If you are unable to participate in the meeting via the processes set forth above, please contact the City Clerk at (714) 754-5225 or [email protected] and staff will attempt to accommodate you. While the City does not expect there to be any changes to the above process for participating in this meeting, if there is a change, the City will post the information as soon as possible to the City’s website.
Note that records submitted by the public will not be redacted in any way and will be posted online as submitted, including any personal contact information. All pictures, PowerPoints, and videos submitted for display at a public meeting must be previously reviewed by staff to verify appropriateness for general audiences. No links to YouTube videos or other streaming services will be accepted, a direct video file will need to be emailed to staff prior to each meeting in order to minimize complications and to play the video without delay. The video must be one of the following formats, .mp4, .mov or .wmv. Only one file may be included per speaker for public comments, for both videos and pictures. Please e-mail to the City Clerk at [email protected] NO LATER THAN 12:00 Noon on the date of the meeting. If you do not receive confirmation from the city prior to the meeting, please call the City Clerks office at 714-754-5225.
Note regarding agenda-related documents provided to a majority of the City Council after distribution of the City Council agenda packet (GC §54957.5): Any related documents provided to a majority of the City Council after distribution of the City Council Agenda Packets will be made available for public inspection. Such documents will be posted on the city’s website and will be available at the City Clerk's office, 77 Fair Drive, Costa Mesa, CA 92626.
All cell phones and other electronic devices are to be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to conduct a phone conversation.
Free Wi-Fi is available in the Council Chambers during the meetings. The network username available is: CM_Council. The password is: cmcouncil1953.
2 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
As a LEED Gold Certified City, Costa Mesa is fully committed to environmental sustainability.
A minimum number of hard copies of the agenda will be available in the Council Chambers.
For your convenience, a binder of the entire agenda packet will be at the table in the foyer of the Council Chambers for viewing.
In compliance with the Americans with Disabilities Act, Assistive Listening headphones are available and can be checked out from the City Clerk. If you need special assistance to participate in this meeting, please contact the City Clerk at (714) 754-5225. Notification at least 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]. Language translation services are available for this meeting by calling (714) 754-5225 at least 48 hours in advance.
En conformidad con la Ley de Estadounidenses con Discapacidades (ADA), aparatos de asistencia están disponibles y podrán ser prestados notificando a la Secretaria Municipal. Si necesita asistencia especial para participar en esta junta, comuníquese con la oficina de la Secretaria Municipal al (714) 754-5225. Se pide dar notificación a la Ciudad por lo mínimo 48 horas de anticipación para garantizar accesibilidad razonable a la junta. [28 CFR
35.102.35.104 ADA Title II]. Servicios de traducción de idioma están disponibles para esta junta llamando al (714) 754-5225 por lo mínimo 48 horas de anticipación.
3 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
CLOSED SESSION - 4:00 P.M.
CALL TO ORDER
ROLL CALL
PUBLIC COMMENTS Members of the public are welcome to address the City Council only on those items on the Closed Session agenda. Each member of the public will be given a total of three minutes to speak on all items on the Closed Session agenda.
CLOSED SESSION ITEMS:
1. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: Carrin A. Leaman vs. City of Costa Mesa Orange County Superior Courts Case No. 30-2021-01196302-CU-OR-CJC
2. CONFERENCE WITH LEGAL COUNSEL
ANTICIPATED LITIGATION - ONE CASE
Pursuant to California Government Code Section 54956.9 (d)(2)
3. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to California Government Code Section 54957, (b)(1) Title: City Manager
4 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
REGULAR MEETING OF THE CITY COUNCIL AND SUCCESSOR AGENCY
TO THE REDEVELOPMENT AGENCY, AND HOUSING AUTHORITY
MARCH 21, 2023 – 6:00 P.M.
JOHN STEPHENS
Mayor
JEFFREY HARLAN ANDREA MARR Mayor Pro Tem - District 6 Council Member - District 3
MANUEL CHAVEZ LOREN GAMEROS
Council Member - District 4 Council Member - District 2
ARLIS REYNOLDS DON HARPER
Council Member - District 5 Council Member - District 1
KIMBERLY HALL BARLOW LORI ANN FARRELL HARRISON
City Attorney City Manager
CALL TO ORDER
NATIONAL ANTHEM AND PLEDGE OF ALLEGIANCE
MOMENT OF SOLEMN EXPRESSION
[Per Council Policy 000-12, these presentations are made by community volunteers stating their own views. The City Council disclaims any intent to endorse or sponsor the views of any speaker.]
ROLL CALL
CITY ATTORNEY CLOSED SESSION REPORT
PRESENTATIONS:
1. Presentation: Pacifica Christian State Finals 23-1134
2. Proclamation: 2023 Nowrūz- Persian New Year 23-1131
1. Proclamation: 2023 Nowrūz- Persian New YearAttachments:
5 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
3. Presentation: Active Transportation Committee 23-1135 PUBLIC COMMENTS – MATTERS NOT LISTED ON THE AGENDA
Comments are limited to 3 minutes, or as otherwise directed.
Comments on Consent Calendar items may also be heard at this time.
COUNCIL MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS Each council member is limited to 4 minutes. Additional comments will be heard at the end of the meeting.
1. Council Member Marr
2. Council Member Reynolds
3. Council Member Chavez
4. Council Member Gameros
5. Council Member Harper
6. Mayor Pro Tem Harlan
7. Mayor Stephens
REPORT – CITY MANAGER
REPORT – CITY ATTORNEY
CONSENT CALENDAR (Items 1-10)
All matters listed under the Consent Calendar are considered to be routine and will be acted upon in one motion. There will be no separate discussion of these items unless members of the City Council, staff, or the public request specific items to be discussed and/or removed from the Consent Calendar for discussion.
1. PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL
ORDINANCES AND RESOLUTIONS
23-1127
RECOMMENDATION:
City Council, Agency Board, and Housing Authority approve the reading by title only and waive full reading of Ordinances and Resolutions.
6 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
2. READING FOLDER 23-1128
RECOMMENDATION:
City Council receive and file Claims received by the City Clerk: Mario Andrade, Eric Irwin, Jesse Isais, Joe Marchese, Linda Paz, Javier Rodriguez, Lieu Tran.
3. ADOPTION OF WARRANT RESOLUTION 23-1130
RECOMMENDATION:
City Council approve Warrant Resolution No. 2696.
1. Summary Check Register week of Feb. 27
2. Summary Check Register week of March 6
Attachments:
4. MINUTES 23-1129
RECOMMENDATION:
City Council approve the Minutes of the Regular meeting of March 7, 2023.
1. 03-07-2023 Draft MinutesAttachments:
5. INCREASE COMPENSATION TO VINCENT BENJAMIN GROUP, LLC
AGREEMENT FOR TEMPORARY STAFFING SERVICES
23-1122
RECOMMENDATION:
Staff recommends the City Council:
1. Approve the increase of an additional $100,000 to the Vincent Benjamin Group, LLC agreement and revise language for temporary Citywide staffing services.
2. Authorize the City Manager and City Clerk to accept and execute future amendments to the agreement.
6. CITY E-MAIL MANAGEMENT POLICY 23-1103
RECOMMENDATION:
Staff recommends the City Council adopt Resolution No. 2023-XX approving the City E-Mail Management Policy.
1. Resolution 2023-xx
2. E-Mail Management Policy
Attachments:
7 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
7. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA
MESA, CALIFORNIA, DECLARING THE TERMINATION OF THE
LOCAL STATE OF EMERGENCY DECLARED BY PROCLAMATION
2020-01 AND RATIFIED BY RESOLUTION NO. 2020-09, RESCINDING RESOLUTION NO. 2020-09 AND RESOLUTION NO. 2021-24
23-1133
RECOMMENDATION:
Staff recommends the City Council adopt Resolution No. 2023-XX to terminate the City’s State of Emergency related to the COVID-19 Pandemic and certain related emergency actions.
1. Resolution 2023-xx
2. Resolution No. 2021-24
Attachments:
8. RESOLUTION AUTHORIZING STREET CLOSURES FOR THE 2023
ORANGE COUNTY MARATHON RUNNING FESTIVAL
23-1105
RECOMMENDATION:
Staff recommends the City Council:
Adopt Resolution No. 2023-xx, designating event routes for the 2023 Orange County ( OC) Marathon Running Festival and approving the temporary street closures for May 6, 2023 and May 7, 2023, as requested for the 2023 OC Marathon Running Festival.
1. Resolution No. 2023-xx
2. OC Marathon 2023 Application
3. OC Marathon Full Route
4. OC Half Marathon Route
5. OC Marathon 5K Fun Run,Walk
6. OC Marathon Kids Run the OC
7. Special Event Resolution No. 04-38
8. OC Marathon Affected Streets List
9. OC Marathon - Major Intersections Affected
Attachments:
8 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
9. AUTHORIZE THE USE OF SOURCEWELL ’S NATIONAL
COOPERATIVE AGREEMENT WITH NATIONAL AUTO FLEET FOR
THE PURCHASE OF TWENTY-ONE ( 21) ALLMAND PORTABLE
LIGHT TOWERS
23-1109
RECOMMENDATION:
Staff recommends the City Council:
1. Authorize the use of Sourcewell ’s National Cooperative Agreement No . 091521-NAF with National Auto Fleet Group for the purchase of twenty- one (21) Allmand GR Series portable light towers.
2. Authorize the purchase of twenty-one ( 21) Allmand GR Series portable light towers for $310,971.15 through National Auto Fleet Group.
1. National Auto Fleet Group Quote
2. Allmand GR Series Portable Light Tower Specs
Attachments:
10. APPROVAL FOR THE PURCHASE OF AUTOMATIC EXTERNAL
DEFIBRILLATORS FOR FIRE DEPARTMENT AND CITY FACILITIES
AND PURCHASE OF “X” SERIES ADVANCED MONITOR
/DEFIBRILLATORS
23-1123
RECOMMENDATION:
Staff recommends the City Council:
1. Authorize the use of GPO NPP contract no. PS 20200 with Zoll Medical Corporation for the purchase of thirty-one ( 31) AEDs for the Fire Department and twenty-four (24) for City Facilities. (Attachment 1)
2. Authorize the use of GPO NPP contract no. PS 2022 with Zoll Medical Corporation for the purchase of twelve ( 12) “X” Series Advanced Monitors/Defibrillators. (Attachment 2)
3. Approve and authorize the City Manager and City Clerk to execute the necessary documents to purchase the automatic external defibrillators (AED’s) and “X” series monitors/defibrillators.
1. Zoll AED quote
2. Zoll X Series Advanced Monitor-Defibrillator Quote
3. AED Location List
Attachments:
9 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
AT THIS TIME COUNCIL WILL ADDRESS ANY ITEMS PULLED FROM THE CONSENT
CALENDAR
------------------------------END OF CONSENT CALENDAR------------------------------- PUBLIC HEARINGS: NONE.
(Pursuant to Resolution No. 05-55, Public Hearings begin at 7:00 p.m.) OLD BUSINESS: NONE.
NEW BUSINESS:
10 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
1. ADOPTION OF THE SIDE LETTERS OF AGREEMENT BETWEEN
THE CITY OF COSTA MESA (CITY) AND THE COSTA MESA POLICE
MANAGEMENT ASSOCIATION (CMPMA), THE COSTA MESA FIRE
MANAGEMENT ASSOCIATION (CMFMA), THE COSTA MESA
FIREFIGHTERS ASSOCIATION (CMFA), ADOPTION OF
ACCOMPANYING SALARY RESOLUTIONS FOR THE CMPMA,
CMFMA, CMFA, COSTA MESA DIVISION MANAGERS
ASSOCIATION (CMDMA), EXECUTIVE EMPLOYEES, AND THE
CONFIDENTIAL MANAGEMENT UNIT
23-1106
RECOMMENDATION:
Staff recommends the City Council:
1. Approve and Adopt the Side Letter of Agreement between the City of Costa Mesa and CMPMA (Attachment I);
2. Approve and Adopt the Side Letter of Agreement between the City of Costa Mesa and CMFMA (Attachment II);
3. Approve and Adopt the Side Letter of Agreement between the City of Costa Mesa and CMFA (Attachment III);
4. Approve and Adopt Resolution Numbers 2023-XX, 2023-XX, 2023-XX, 2023 -XX, 2023-XX, and 2023-XX revising the pay ranges for CMPMA, CMFMA, CMFA, CMDMA, Unrepresented Executive Employees and the Confidential Management Unit (Attachments IV - IX);
5. Approve the Fiscal Impact Analyses (Attachment X); and
6. Authorize the City Manager and members of the City’s Negotiation Team to execute the MOU documents and appropriate into the respective departmental budgets.
1.CMPMA Side Letter
2. CMFMA Side Letter
3. CMFA Side Letter
4. CMPMA Resolution
5. CMFMA Resolution
6. CMFA Resolution
7. CMDMA Resolution
8. Executive Resolution
9. Confidential Management Resolution
10. Fiscal Impact Analysis of Side Letter Agreements
Attachments:
11 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
2. FISCAL YEAR 2022-23 MID-YEAR BUDGET UPDATE AND
ADJUSTMENTS INCLUDING RECOMMENDED STAFFING CHANGES
23-1107
RECOMMENDATION:
1. Approve FY 2022-23 Budget Carryovers from the prior year in the General Fund and the various Capital Projects Funds for multi-year projects (Attachment 1).
2. Approve key staffing changes and compensation adjustments in order to :
recruit for and hire certain hard to fill classifications in the Parks and Community Services Department; enhance productivity in the Public Works, Development Services and Information Technology Departments; and create stronger succession plans in the City Manager ’s Office and Police Department (Attachment 2).
a. Approve Resolution No. 2023-xx, approving the new classification and salary/pay ranges for a Deputy City Manager and Deputy Police Chief and compensation adjustments for the Assistant City Manager. b. Approve Resolution No. 2023-xx, approving new classifications and salary/pay ranges for the Planning and Sustainable Development Manager and a Deputy Director of Public Works.
c. Approve Resolution No. 2023-xx, approving compensation adjustments and title changes for Parks and Community Services classifications and a title change for the Principal Civil Engineer.
d. Approve Resolution No. 2023-xx, approving compensation adjustments for Community Services Leaders and Lifeguards.
1. CIP Rollovers from FY 2021-22 to FY 2022-23
2. Executive Resolution
3. CMDMA Resolution
4. CMCEA Resolution
5. PT Resolution
Attachments:
12 REGULAR CITY COUNCIL AND
SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY*
Agenda March 21, 2023
3. PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES
FOR THE DESIGN OF FIRE STATION NO. 4 TRAINING FACILITY
23-1117
RECOMMENDATION:
Staff recommends the City Council:
1. Award a Professional Services Agreement to PBK Architects, Inc ., 8163 Rochester Avenue, Suite 100, Rancho Cucamonga, California, for two years, with three one-year renewal periods, in an amount not to exceed $362,000.
2. Authorize the City Manager and the City Clerk to execute the agreement and any future amendments to the agreement within Council authorized limits.
1. PSA with PBK ArchitectsAttachments:
4. DISCUSSION REGARDING ENVIRONMENTAL INCOMPATIBILITY OF
MODEL AIRCRAFT FLYING FIELD AT FAIRVIEW PARK AND
CONSIDERATION OF STAFF’S RECOMMENDATION TO CLOSE THE
MODEL AIRCRAFT FLYING FIELD TO PROTECT SENSITIVE AND
RARE SPECIES AND HABITATS AT THE SITE
23-1118
RECOMMENDATION:
Staff recommends the City Council provide direction to staff regarding whether to permanently close the Fairview Park model aircraft flying field, and terminate the model aircraft individual flyer permit system due to environmental incompatibility, safety issues, and infeasibility with required resource protection measures at the site, based on additional feedback provided by State and Federal regulatory agencies and a more exhaustive review of all available information regarding the rare and/or protected species and habitats located at Fairview Park.
1. 1998 Adopted Fairview Park Master Plan
2. Excerpt from HSS September 2009 Newsletter
3. Biologist's Summary of Biological Impacts Associated with Model Flying Activity
4. Burrowing Owl Survey Report LSA
Attachments:
ADDITIONAL COUNCIL /BOARD MEMBER COMMITTEE REPORTS, COMMENTS, AND
SUGGESTIONS
ADJOURNMENT
13 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1134 Meeting Date: 3/21/2023
TITLE:
Presentation: Pacifica Christian State Finals
DEPARTMENT: City Manager’s Office
14 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1131 Meeting Date: 3/21/2023
TITLE:
Proclamation: 2023 Nowrūz- Persian New Year
DEPARTMENT: City Manager’s Office
15 WHEREAS, Nowrūz (pronounced no-rooz) originated in ancient Persia more than 3,000 years ago and marks the traditional Persian New Year beginning on the vernal equinox and celebrates the arrival of spring; and
WHEREAS, Nowrūz is a combination of two Persian words ; the first, “now,” means new, and the second, “ruz,” means day; together, they mean “new day,” which commemorates the New Year for many Persian and Central Asian communities all over the world; and
WHEREAS, the “new day” marks the beginning of spring, symbolizing a time for friendship, connection, vibrancy, hope, and renewal; and
WHEREAS, Nowrūz is celebrated on the exact day of the astronomical Northward equinox, which occurs on March 20 or the following day where it is observed; and
WHEREAS, these festivities begin the first Wednesday of the year; it is a secular holiday enjoyed by people of various faiths around the world and is celebrated through many rituals that have taken on various interpretations; and
WHEREAS, while Nowrūz is celebrated and observed principally in Iran, the traditions of Nowrūz are strong among people in Afghanistan, Iraq, Tajikistan, Uzbekistan, Azerbaijan, India, Pakistan, Turkey, Canada, and the United States.
NOW, THEREFORE, I, John B. Stephens, Mayor of the City of Costa Mesa, do hereby proclaim March 21, 202 3, as “Nowrūz Day.” I encourage all residents of the City of Costa Mesa to celebrate cultural diversity and learn about the holiday traditions of all people.
DATED this 21st day of March 2023.
_____________________________________________________
John B. Stephens, Mayor of the City of Costa Mesa
16 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1135 Meeting Date: 3/21/2023
TITLE:
Presentation: Active Transportation Committee
DEPARTMENT: Public Works Department
17 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1127 Meeting Date: 3/21/2023
TITLE:
PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL ORDINANCES AND
RESOLUTIONS
RECOMMENDATION:
City Council, Agency Board, and Housing Authority approve the reading by title only and waive full reading of Ordinances and Resolutions.
18 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1128 Meeting Date: 3/21/2023
TITLE:
READING FOLDER
DEPARTMENT: City Manager’s Office/City Clerk’s Division RECOMMENDATION:
City Council receive and file Claims received by the City Clerk: Mario Andrade, Eric Irwin, Jesse Isais, Joe Marchese, Linda Paz, Javier Rodriguez, Lieu Tran.
19 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1130 Meeting Date: 3/21/2023
TITLE:
ADOPTION OF WARRANT RESOLUTION
DEPARTMENT: Finance Department
PRESENTED BY: Carol Molina, Finance Director
CONTACT INFORMATION: Carol Molina at (714) 754-5243
RECOMMENDATION:
City Council approve Warrant Resolution No. 2696.
BACKGROUND:
In accordance with Section 37202 of the California Government Code, the Director of Finance or their designated representative hereby certify to the accuracy of the following demands and to the availability of funds for payment thereof.
FISCAL REVIEW:
Funding Payroll Register No. 23-04 “A”Off Cycle for $985.24 and 23-05 On Cycle for $2,968,961.24 and City operating expenses for $ 1,787,595.71.
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66 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1129 Meeting Date: 3/21/2023
TITLE:
MINUTES
DEPARTMENT: City Manager’s Office/ City Clerk’s Division RECOMMENDATION:
City Council approve the Minutes of the Regular meeting of March 7, 2023.
67 Minutes – Regular Meeting – March 7, 2023 Page 1 of 8
REGULAR CITY COUNCIL AND SUCCESSOR AGENCY TO THE
REDEVELOPMENT AGENCY, AND HOUSING AUTHORITY*
MARCH 7, 2023 - MINUTES
CALL TO ORDER – The Closed Session meeting was called to order by Mayor Stephens at 4:00 p.m.
ROLL CALL
Present: Council Member Chavez, Council Member Gameros, Council Member Reynolds (Arrived 4:04 p.m.), Mayor Pro Tem Harlan, and Mayor Stephens.
Absent: Council Member Harper Council Member Marr
PUBLIC COMMENTS – NONE.
CLOSED SESSION ITEMS:
1. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: Lorna Lyttle vs. City of Costa Mesa Orange County Superior Courts Case No. 30-2022-01268630-CU-OE-WJC
2. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Pursuant to California Government Code Section 54956.9, (d)(1) Name of Case: SoCal Recovery, LLC, a California limited liability company v. City of Costa Mesa, United States District Court, Central District of California, Case No. 8:18-cv-01304-JVS-PJW.
3. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Pursuant to California Government Code Section 54956.9, (d)(1) Name of Case: Raw Recovery, LLC et al v. City of Costa Mesa, United States District Court, Central District of California, Case No. 8:18-cv-01080-JVS-AGR
4. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Pursuant to Subdivision (d)(1) of Section 54956.9, California Government Code Name of Case: Ohio House, LLC v. City of Costa Mesa, USDC, Central District of CA, Case No. 8:19-cv-01710-DOC (KESx)
5. CONFERENCE WITH LEGAL COUNSEL - INITIATION OF LITIGATION - ONE CASE Pursuant to California Government Code Section 54956.9 (d)(2), Potential Litigation.
City Council recessed at 4:04 p.m. for Closed Session.
68 Minutes – Regular Meeting – March 7, 2023 Page 2 of 8 Closed Session adjourned at 5:30 p.m.
CALL TO ORDER – The Regular City Council and Successor Agency to the Redevelopment Agency, and Housing Authority meeting was called to order by Mayor Stephens at 6:01 P.M.
NATIONAL ANTHEM AND PLEDGE OF ALLEGIANCE
A video was played of the National Anthem and Mayor Stephens led the Pledge of Allegiance.
MOMENT OF SOLEMN EXPRESSION
Led by Pastor Jordan Hansen.
ROLL CALL
Present: Council Member Chavez, Council Member Gameros, Council Member Harper, Council Member Reynolds, Mayor Pro Tem Harlan, and Mayor Stephens.
Absent: Council Member Marr.
CITY ATTORNEY CLOSED SESSION REPORT – No reportable action.
PRESENTATIONS:
Mayor Stephens presented a proclamation to the Costa Mesa Women’s Club in recognition of 2023 Women's History Month.
PUBLIC COMMENTS – MATTERS NOT LISTED ON THE AGENDA
Speaker, spoke on expressing kindness to others, and spoke on the bus shelters that need to be cleaned.
Chris McEvoy, Costa Mesa, expressed concerns on the residential permit parking program.
Kim Hendricks spoke on Fairview Nature Park, a restoration project on Saturday, March 11 th, and spoke in opposition to flyers at Fairview Park.
Juana Trejo spoke on council members making connections with the people in their districts.
Marc Vukcevich spoke against capping the amount of cannabis dispensaries and spoke on the number of places to buy alcohol.
Speaker, spoke in support of rent control.
Speaker, spoke in support of rent control.
Jenn Tanaka, Costa Mesa, spoke on a Costa Mesa for Better Streets Alliance Resolution, spoke on maintaining and improving bus shelters, and spoke on the Housing Element and comprehensive rezoning.
Speaker, spoke on updating the Costa Mesa flag.
Cynthia McDonald spoke on transparency and the City Council Strategic Planning Retreat.
Tom Carroll spoke on ending the City’s emergency declaration. 69 Minutes – Regular Meeting – March 7, 2023 Page 3 of 8
COUNCIL MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS Council Member Harper spoke on updating the city flag, spoke on the Strategic Planning Retreat and releasing agendas to the public sooner, and spoke on the status of the Flock camera system.
Council Member Reynolds spoke on the possibility of a historical marker at the Costa Mesa Women’s Club, requested a townhall meeting on the Residential Permit Parking Program, requested an update on the Wilson Street restriping, spoke on the maintenance of bus stops and shelters, spoke on rents and distributing information on resources at City Hall and parks, expressed concern on the impending food cliff and the waitlist for services, spoke on hosting a Women in Engineering night for high schools on March 29 th, and spoke on a bike safety festival on May 27th.
Council Member Chavez spoke on attending the Soy Youth Leadership Council, thanked Assembly Member Cottie Petrie Norris for the shredding and trash pickup event, spoke on meeting with Salud OC and that they offered tours to council members to meet people in their districts, requested red curbs at Wallace and Shalimar and Wallace and James, requested the lights at Wallace be addressed, expressed concern that the Myers Street roundabout is not working as intended, spoke on Climate Resilience and the Climate Action Plan Request for Proposals.
Council Member Gameros spoke on a tour with Senator Min of Estancia High School’s Engineering Program.
Mayor Pro Tem Harlan spoke on the redesign on the city flag, spoke on the maintenance of bus shelters, spoke on a meeting with 17 th street businesses with the Police Department on dealing with transients, spoke on a video perpetuating misinformation on Project Homekey and clarified that it is not a homeless shelter.
Mayor Stephens spoke on the Strategic Planning Retreat on March 10 th, spoke on the Labors of Love Program that assists homeowners with fixing their houses and connecting residents with resources, spoke on the UCI Health Center ribbon cutting ceremony, spoke on the March 21st meeting will include a Nowruz celebration and proclamation, spoke on opening days for Costa Mesa Little League and Pony League, spoke on addressing bus shelter maintenance issues, spoke on the emergency declaration ending, spoke on Pacifica Christian boys basketball game against Orange Lutheran to qualify for the State Championship game, spoke on attending the Orange County Business Council dinner and recognition of the Related Bristol Project, and spoke on a meeting with Habitat for Humanity on affordable housing.
REPORT – CITY MANAGER – Ms. Farrell Harrison spoke on the City Hall painting project that is completed and the Police Department will be painted next, spoke on Women in Construction Week, committee recruitments, spoke on a Fair Housing Foundation Workshop on March 23 rd and the resources available, SoCal Gas Assistance Programs, addressed the Emergency Declarations ending, stated the Police Department Flock cameras were installed two weeks ago, spoke on analyzing Public Works Department projects, spoke on addressing bus shelter maintenance issues, and Mr. Sethuraman provided an update on the Wilson Street restriping project.
70 Minutes – Regular Meeting – March 7, 2023 Page 4 of 8 REPORT – CITY ATTORNEY – Ms. Hall Barlow spoke on rising rents and the resources available including: the Fair Housing Council, OC Legal Aid, Veterans Hotline, and Public Law Center.
CONSENT CALENDAR (Items 1-7)
MOVED/SECOND: Council Member Chavez/Mayor Pro Tem Harlan MOTION: Approve recommended actions for consent calendar items 1-7.
The motion carried by the following roll call vote:
Ayes: Council Member Chavez, Council Member Gameros, Council Member Harper, Council Member Reynolds, Mayor Pro Tem Harlan, and Mayor Stephens.
Nays: None
Absent: Council Member Marr
Abstain: Mayor Stephens recused himself on item 3 the Warrant Resolution due to campaign contributions received.
Motion carried: 6-0
1. PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL ORDINANCES AND
RESOLUTIONS
ACTION:
City Council, Agency Board, and Housing Authority approved the reading by title only and waived full reading of Ordinances and Resolutions.
2. READING FOLDER
ACTION:
City Council received and filed Claims received by the City Clerk: Oscar Dandolo, Brenda Leyva, Mercury Insurance (Jonathan Reyes), Susan Schultz, Armando Valencia Munoz.
3. ADOPTION OF WARRANT RESOLUTION
Mayor Stephens recused himself on this item due to campaign contributions received.
ACTION:
City Council approved Warrant Resolution No. 2695.
4. MINUTES
ACTION:
City Council approved the Minutes of the Study Session of February 15, 2023 and Regular meeting of February 21, 2023.
71 Minutes – Regular Meeting – March 7, 2023 Page 5 of 8
5. DESIGNATION OF VOTING DELEGATE FOR THE SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS (SCAG) 2023 REGIONAL CONFERENCE AND
GENERAL ASSEMBLY
ACTION:
City Council designated Council Member Reynolds as the delegate for the upcoming 2023 Annual Southern California Association of Governments (SCAG) Regional Conference & General Assembly.
6. MONTHLY UPDATE OF STRATEGIC PLAN GOALS AND OBJECTIVES ACTION:
City Council approved the January and February 2023 updates to the City of Costa Mesa’s Strategic Plan Goals and Objectives.
7. 2023-28 NEWPORT BAY WATERSHED COOPERATIVE AGREEMENT
ACTION:
1. City Council approved the Agreement to fund Total Maximum Daily Load (TMDL) programs and related activities in the Newport Bay Watershed, Cooperative Agreement No. MA-080-23010376.
2. Authorized the Mayor and the City Clerk to execute Cooperative Agreement No.
MA-080-23010376.
3. Authorized the City Manager to execute any future amendments to this agreement.
AT THIS TIME COUNCIL WILL ADDRESS ANY ITEMS PULLED FROM THE CONSENT
CALENDAR
------------------------------END OF CONSENT CALENDAR------------------------------- PUBLIC HEARINGS: NONE.
(Pursuant to Resolution No. 05-55, Public Hearings begin at 7:00 p.m.) OLD BUSINESS: NONE.
NEW BUSINESS:
1. DISSOLVING CITY COUNCIL AD HOC COMMITTEES
Presentation by Ms. Green, City Clerk.
Public Comments:
Speaker, spoke on Ad Hoc Committees addressing specific subjects and spoke on establishing parameters.
72 Minutes – Regular Meeting – March 7, 2023 Page 6 of 8 MOVED/SECOND: Mayor Stephens/Council Member Chavez
MOTION: Approve recommended actions.
The motion carried by the following roll call vote:
Ayes: Council Member Chavez, Council Member Gameros, Council Member Harper, Council Member Reynolds, Mayor Pro Tem Harlan, and Mayor Stephens.
Nays: None
Absent: Council Member Marr
Abstain: None
Motion carried: 6-0
ACTION:
City Council dissolved the following City Council Ad Hoc Committees: the Cannabis Ad Hoc Committee, the Fairview Developmental Center Ad Hoc Committee, Housing Ad Hoc Committee, and the City Manager Ad Hoc Committee.
2. PROFESSIONAL SERVICES AGREEMENT WITH THE SOLÍS GROUP FOR
ADMINISTRATION OF THE COMMUNITY WORKFORCE AGREEMENT
Presentation by Mr. Sethuraman, Public Works Director.
Staff clarified the Fairview Park projects are not included on the list.
Discussion ensued on the apprenticeship and enforcement policies if the contractor does not meet the goals, MC3 programs and resources, pre-apprenticeship programs, communicating with builders, apprenticeship requirements, the number of projects, time period of the contract, performance measures, policy and procedures mandating local hire and proper ratios, penalties for failing to comply with requirements, and monthly progress reporting.
Ms. Hall Barlow, City Attorney, stated language will be added to the contract listing penalties if they fail to comply with the requirements in the contract.
Public Comments:
Dave Everett, Western Electrical Contractors Association, spoke on goals, lack of penalties for the Project Labor Agreement (PLA), and stated non-union apprenticeships cannot work on PLA projects, there will be an increase in costs of construction projects, and submitted written comments for the record.
Speaker, spoke on the bidding process and any other bidders, transparency on the Community Workforce Agreement, in house vs. consulting services for administration of the agreement, and oversite on the costs.
Speaker, spoke in support of Community Workforce Agreements, best practices in the bidding policy, how it benefits the community, and climate change impacts.
MOVED/SECOND: Council Member Gameros/Council Member Chavez MOTION: Approve recommended actions.
Council Members Gameros and Chavez spoke on the importance of the agreement. 73 Minutes – Regular Meeting – March 7, 2023 Page 7 of 8 Council Member Reynolds requested a formal report back to City Council at least two times a year.
Council Member Harper spoke on enforcement, requested a list of projects including:
date approved by City Council, Project Name, Estimated Cost, Current Status of the project, and spoke in opposition to the motion.
MOVED/SECOND: Council Member Gameros/Council Member Chavez MOTION: Approve recommended actions.
The motion carried by the following roll call vote:
Ayes: Council Member Chavez, Council Member Gameros, Council Member Reynolds, Mayor Pro Tem Harlan, and Mayor Stephens.
Nays: Council Member Harper
Absent: Council Member Marr
Abstain: None
Motion carried: 5-1
ACTION:
1. City Council awarded the Professional Services Agreement (PSA) to The Solís Group for administration of the Community Workforce Agreement (CWA) for an initial three-year period with two one-year renewal periods for a not to exceed amount of $400,000.
2. Authorized the City Manager or designee to execute the agreement and any future authorized amendments to this agreement.
ADDITIONAL COUNCIL/BOARD MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS – NONE.
ADJOURNMENT –The Mayor adjourned the meeting at 8:18 p.m. 74 Minutes – Regular Meeting – March 7, 2023 Page 8 of 8 Minutes adopted on this 21st day of March, 2023.
___________________________
John Stephens, Mayor
ATTEST:
___________________________
Brenda Green, City Clerk
75 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1122 Meeting Date: 3/21/2023
TITLE:
INCREASE COMPENSATION TO VINCENT BENJAMIN GROUP, LLC AGREEMENT FOR
TEMPORARY STAFFING SERVICES
DEPARTMENT: FINANCE/PURCHASING DIVISION
PRESENTED BY: CAROL MOLINA, FINANCE DIRECTOR
CONTACT INFORMATION: CAROL MOLINA, 714-754-5036
RECOMMENDATION:
Staff recommends the City Council:
1. Approve the increase of an additional $100,000 to the Vincent Benjamin Group, LLC agreement and revise language for temporary Citywide staffing services.
2. Authorize the City Manager and City Clerk to accept and execute future amendments to the agreement.
BACKGROUND:
In October 2020, the City of Costa Mesa began contracting for temporary staffing services for the Finance Department with Vincent Benjamin Group, LLC. The contract was for a one-year term not-to- exceed $50,000 annually, with the option to extend the term of the contract for two additional one- year periods. On October 2021, the City and Vincent Benjamin exercised the extension options, extending the term through October 8, 2022 and increasing the annual compensation not-to-exceed $100,000. Due to continued staffing needs, on October 2022 the City and Vincent Benjamin exercised the extension options, extending the term through October 8, 2023.
ANALYSIS:
The City currently has four temporary staff from Vincent Benjamin working in the Finance Department. Increasing the compensation on the agreement will allow other departments in the City to also use the temporary staffing services from Vincent Benjamin as currently it is projected the Finance Department will spend the $100,000 annually.
ALTERNATIVES:
The City Council may decide to not approve the increase in the compensation and keep as is.
However, this is not recommended due to staffing constraints Citywide.
76 File #: 23-1122 Meeting Date: 3/21/2023
FISCAL REVIEW:
The cost of the proposed compensation adjustments to Vincent Benjamin is $100,000, which will be absorbed in the respective department/division’s FY 2022-2023 budget.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and approves as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item is administrative in nature.
CONCLUSION:
Staff recommends the City Council:
1. Approve the increase of an additional $100,000 to the Vincent Benjamin Group, LLC agreement and revise language for temporary Citywide staffing services.
2. Authorize the City Manager and City Clerk to accept and execute future amendments to the agreement.
77 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1103 Meeting Date: 3/21/2023
TITLE:
CITY E-MAIL MANAGEMENT POLICY
DEPARTMENT: CITY MANAGER’S OFFICE/CITY CLERK DIVISION
PRESENTED BY: BRENDA GREEN, CITY CLERK
CONTACT INFORMATION: BRENDA GREEN, CITY CLERK, (714) 754-5221 RECOMMENDATION:
Staff recommends the City Council adopt Resolution No. 2023-XX approving the City E-Mail Management Policy.
BACKGROUND:
At the present time, the City of Costa Mesa does not have a policy specific to e-mail management, even though e-mails are generally covered by the City’sminimum retention period. The proposed E- Mail Management Policy provides that e-mails sent or received by City personnel shall be retained for a period of two-years based on the send date of the message. The two-year retention period allows the City to manage the data and is in line with best practices for public organizations. E-mail from the last two years will be preserved on the City IT servers, except those related to specific litigation holds, which may require longer retention.
Upon the adoption of this Resolution, the City Clerk’s office and the Information Technology Department will produce a timeline for the implementation plan for all City employees with an email account. Further procedures and training will be developed for determination of what e-mails should be retained beyond the two year minimum retention period consistent with the City’s records retention policy by Department and program area.
Failure to follow proper retention practices has and will continue to result in ever-increasing costs for additional storage space. Moreover, and of greater concern, it hampers the City’sability to get its computer infrastructure, website and servers back online after a power outage due to the extraordinary volume of e-mails that the City currently holds. A two-year retention policy will enable swift recovery of the exchange mail server much faster after an emergency or catastrophic issue.
Given the growing frequency of erratic storm events, and the need for City employees to communicate effectively during an emergency, it is imperative that City servers have the capacity to reinstate email and other electronic communications quickly and effectively.
78 File #: 23-1103 Meeting Date: 3/21/2023
Additionally, there are further benefits to adopting the e-mail management policy. These include:
• Reduced I.T. infrastructure costs that results in lower storage requirements. • Improved e-mail management efficiency and server performance. • The ability to easily search and locate e-mails from indexed content allows the I.T. Department to reduce the amount of time searching for the information. • Enables faster litigation compliance.
For further example, in late September of 2019, the exchange mail server suffered a catastrophic database issue, during which time, there was no access to email. To remedy this issue, I.T. staff restored the database to the last current system backup. This backup took more than 12 hours to restore. With an e-mail management policy in place, the restore time would have been reduced significantly, resulting in e-mail service being restored faster, which is of benefit to the efficiency of the City’s residents, businesses and staff.
ANALYSIS:
The City desires to reduce the storage of old e-mails on the City I.T. servers, to enable faster search capability, and permit productive workflows. Cleaner and more relevant E-mail management policies optimize efficiency in the e-mail servers and saves on expensive data storage and staff time and resources.
ALTERNATIVES:
The City Council may choose to not adopt a two-year retention period for e-mails, thereby e-mails would be maintained on the servers forever or for such period as the Council directs. However, staff does not recommend the option of retaining e-mails indefinitely, as it does not ensure efficiency and does not save City resources.
FISCAL REVIEW:
The City will realize significant savings both in labor and storage expenses; including the reduction in future storage space requirements specific to e-mails.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and the attached resolution and policy and approves them as to form.
CITY COUNCIL GOALS AND PRIORITIES:
In accordance with the adopted 2019 City Council Goal No. 3c - Modernize our City’sIT infrastructure comprehensively and strategically to save City resources, the City desires to reduce the storage of old emails on the City servers, and save staff time and resources.
CONCLUSION:
Staff recommends the City Council adopt Resolution No. 2023-XX approving the City E-Mail Management Policy.
79 Attachment 1
Resolution No. 2023-xx Page 1 of 2
RESOLUTION NO. 2023-xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, ADOPTING AN ELECTRONIC E-MAIL MANAGEMENT POLICY
THE CITY COUNCIL OF THE CITY OF COSTA MESA DOES HEREBY
RESOLVE AS FOLLOWS:
WHEREAS, E -mail may consist of corr espondence, communication and other documentation, which can be considered City records subject to the requirements of the California Public Records Act, as well as the City’s Records Retention Schedule; and
WHEREAS, the City seeks to comply with applicab le State record retention laws by adopting a policy of E -mail management and retention, as well as, a schedule for destruction of same; and
WHEREAS, E -mail systems are not designed for long -term retention of messages; and
WHEREAS, it is the responsibilit y of the user to determine if an e -mail message is an official record and is covered within the scope of City’s records retention schedules; and
WHEREAS, e-mail that becomes part of an official records should be acted upon and maintained within a separate project file outside of the mail system; and
WHEREAS, a ll e -mail messages will be electronically deleted by the City’s Information Technology Department two-years after the date of sending or receipt; and
WHEREAS, all e-mail messages that are subject to the City’s records retention schedule need to be evaluated and saved by alternative means if necessary before that time; and
WHEREAS, e mployees having questions about whether a particular message needs to be retained should direct their questions to th e City Clerk’s Office who will receive advice and recommendation from the City Attorney’s Office as to its retention value, including e-mails that may be related to litigation matters; and
WHEREAS, electronic e-mail backups performed by the I nformation Technology Department are for Disaster Recovery purposes only.
NOW, THEREFORE, BE IT RESOLVED by the City Council of t he City of Costa Mesa:
80 Attachment 1
Resolution No. 2023-xx Page 2 of 2
SECTION 1. The City Council of the City of Costa Mesa hereby adopts the E - mail Management Policy, attached hereto as Exhibit “A” and incorporated herein by this reference.
SECTION 2. The City Clerk shall certify adoption of the resolution.
SECTION 3. This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED this ___day of _____, 2023.
_____________________________
John Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
________________________ _____________________________ Brenda Green, City Clerk Kimberly Hall Barlow, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 2023-xx and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the ___day of _____, 2023, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have he reby set my hand and affixed the seal of the City of Costa Mesa this ___day of _____, 2023.
___________________________
Brenda Green, City Clerk
81 E-M
AIL MANAGEMENT POLICY
March 16, 2023
1 This policy governs retention of e-mail, or electronic communication that is created, sent, received, forwarded, edited, stored, or otherwise used by means of City electronic information resources of any kind, including, but not limited to, computers, computer networks, software, telephones, voicemail, personal data assistants, and any other electronic data systems or equipment (“City E-mail”). This policy applies to City E-mail of City officials, officers, employees, volunteers and contractors.
Cit
y E -mail, including attachments, may consist of correspondence and other documentation and are potentially subject to disclosure pursuant to the California Public Records Act (CPRA), Government Code § 7920, et seq., and the Freedom of Information Act (FOIA), 5 U.S.C. § 552, (Record E-mails). They must be retained for a minimum of 2-years (longer periods for some e-mails may be outlined in the City’s Records Retention Schedule).
Cit
y E-mail and City E-mail systems are intended to be a medium of communication. City E-mail and City E -mail systems are not intended to be and may not be used for the electronic storage or maintenance of permanent City records. Back-up copies performed by Information T echnology staff are not records retention. Back -up tapes of e -mail systems should be retained no more than two-years.
P
ersons subject to this policy are responsible for determining whether City E -mails created, received, or used by them should be retained as permanent City records. The definition of public records is “ any writing or recording of an event or information, which is kept in the custody of public officer, either be cause a law requires it to be kept or because it is necessary or convenient to the discharge of the public officer’s duties, and was made or retained for the purpose of preserving its information content for future reference.” (See, 64 Cal.Op.Att’y.Gen 317 ). Typically, City E -mails that contain substantive information concerning City policies, decision-making, proceedings, projects, or contractors, or that may later be important or useful for carrying out City business should be retained as permanent City records in accordance with this policy and i n accordance with the City’s Records Retention Schedule. Regardless of retention requirements, e-mail and other electronic or paper documents pertaining to threatened or actual legal proceedings must be retained until the litigation is finally concluded.
Cit
y E -Mails automatically stored on the server will be deleted after two -years automatically by the system. All other City E-mails that should be retained as permanent City records should be printed and filed in the appropriate City file and deleted. The City Clerk and City Attorney are available to assist individuals subject to this policy in determining which City E-mails should be retained as permanent City records and how, and to address other questions concerning the application of this policy. The City Attorney and City Clerk are responsible for determinations concerning disclosure of City records, including City E-mails, in response to requests pursuant to the CPRA, subpoena or court order. When disclosure is required under the California Public Records Act or otherwise Attachment 2
82 E-MAIL MANAGEMENT POLICY
March 16, 2023
2 by law, the City shall not in any way be liable or responsible for the disclosure of any e- mail message or any part thereof.
Persons subject to this policy are responsible for managing City E-mail and City E -mail systems used by them i n accordance with this policy and should regularly review their mailboxes or folders that contain City E-mails and delete City E-mails that are not required to be kept by law or this policy.
83 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1133 Meeting Date: 3/21/2023
TITLE:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA,
DECLARING THE TERMINATION OF THE LOCAL STATE OF EMERGENCY DECLARED BY PROCLAMATION 2020-01 AND RATIFIED BY RESOLUTION NO. 2020-09, RESCINDING RESOLUTION NO. 2020-09 AND RESOLUTION NO. 2021-24
DEPARTMENT: CITY ATTORNEY’S OFFICE/CITY MANAGER’S OFFICE PRESENTED BY: KIMBERLY HALL BARLOW, CITY ATTORNEY
CONTACT INFORMATION: KIMBERLY HALL BARLOW, CITY ATTORNEY, (714) 754-5399 RECOMMENDATION:
Staff recommends the City Council adopt Resolution No. 2023-XX to terminate the City’sState of Emergency related to the COVID-19 Pandemic and certain related emergency actions.
BACKGROUND:
A novel coronavirus (COVID-19) was first detected in Wuhan City, Hubei Province in China in December 2019. Since then, on January 30, 2020, the World Health Organization declared COVID- 19 a public health emergency of international concern. Further, on of March 11, 2020, the World Health Organization elevated the public health emergency to the status of a pandemic. On January 31, 2020, former United States Health and Human Services Secretary Alex M. Azar II declared this global outbreak a public health emergency for the United States. The County of Orange declared a local emergency and a local health emergency on February 26, 2020. The State of California proclaimed a State of Emergency on March 4, 2020. On March 12, 2020 the City Manager, as the City’s Director of Emergency Services, issued Proclamation No. 2020-01 declaring a local emergency to protect public health and slow transmission of COVID-19. By Resolution 2020-09, the City Council ratified the Proclamation on March 13, 2020, which remains in effect.
On March 13, 2020, the President of the United States of America declared a national emergency.
The State’sdeclared State of Emergency continued throughout 2021, 2022 and through February 28, 2023, when the State Emergency for California ended by order of Governor Newsom. Throughout the state of emergency, the City Manager has issued a variety of regulations relating to the emergency, which have been ratified by the City Council.
With the State’semergency declaration ending, City Council is requested to end the City’sState of Emergency and various actions adopted during the emergency as more particularly described below.
84 File #: 23-1133 Meeting Date: 3/21/2023
ANALYSIS:
The City Manager, as Director of Emergency Services, has determined that the need for the City to be in a State of Emergency has ceased, and therefore requests the City Council to declare the termination of the State of Emergency. While the regulations adopted by the City Manager, and approved by the City Council, have already been terminated or ended by operation of law, there are a few items that should be noted as they will terminate upon termination of the State of Emergency by their own terms, or they should be included in the Council action.
Regulations number 1, 6, and 8, and Urgency Ordinance 2020-11, 2020-18, 2020-19 have previously been terminated. Regulations No. 2, 3, 4, 5, and 7 (as well as portions of Ordinance 2020-11) were superseded by state law or subsequent Council action. The following Regulations and Ordinances will expire on their own terms when the local emergency is declared over: Urgency Ordinance No. 2020-09, and Ordinance No. 2020-12 (both relating to suspension of the 30 day stay limit at motels/hotels), and Urgency Ordinance No. 2020-13 (food distribution). Resolution 2021-24, which requires compliance with the most stringent of federal, state or county guidance with respect to mask requirements regarding COVID-19 has no expiration date specified. Urgency Ordinance 2022-08 relating primarily to outdoor dining is scheduled to expire of its own terms on December 31, 2023; however, at its recent Strategic Planning Session, the City Council directed staff to return with a report for possible action to extend that ordinance for a longer time period to allow staff to focus on other planning and zoning priorities. Finally, Council is requested to repeal Resolution No. 2020-09 which ratified the Declaration of Local Emergency.
ALTERNATIVES:
The Council could decline to end the local state of emergency or provide alternative direction to staff.
FISCAL REVIEW:
There is no fiscal impact from ending the local state of emergency at this time.
LEGAL REVIEW:
The City Attorney’sOffice has prepared this report and the attached resolution and approves them as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the City Council Goal:
· Strengthen the Public’s Safety and Improve the Quality of Life CONCLUSION:
Staff recommends the City Council adopt Resolution No. 2023-xx repealing Resolution 2020-09 and Resolution No. 2021-24.
85 Attachment 1
1 RESOLUTION NO. 2023-xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA
MESA, CALIFORNIA, DECLARING THE TERMINATION OF THE
LOCAL STATE OF EMERGENCY DECLARED BY PROCLAMATION
2020-01 AND RATIFIED BY RESOLUTION NO. 2020-09, RESCINDING RESOLUTION NO. 2020-09 AND RESOLUTION NO. 2021-24
THE CITY COUNCIL OF THE CITY OF COSTA MESA DOES HEREBY
RESOLVE AS FOLLOWS:
WHEREAS, Costa Mesa Municipal Code Section 6-6 empowers the City Manager, as the Director of Emergency Services, to declare the existence or threatened existence of a local emergency when the City is affected or likely to be affected by a public calamity; and
WHEREAS, Government Code Section 8550, et seq., including Section 8558(c), authorize the City Council to proclaim a local emergency when the City is threatened by conditions of disaster or extreme peril to the safety of persons and property within the City that are likely to be beyond the control of the services, personnel, equipment, and facilities of the City; and
WHEREAS, a novel coronavirus, COVID -19, causes infectious disease and was first detected in Wuhan City, Hubei Province, China in December 2019 , and on January 30, 2020, the World Health Organization (WHO) declared the outbreak a “public health emergency of international concern” and on March 11, 2020, the WHO elevated the public health emergency to the status of a pandemic; and
WHEREAS, O n January 31 , 2020, former United States Health and Human Services Secretary Alex M. Azar II declared a public health emergency for the United States to aid the nation’s healthcare community in responding to COVID-19. On February 26, 2020 the County of Orange declared a local emergency and a local health emergency.
On March 4, 2020, California Governor Gavin Newsom declared a State of Emergency in California; and
WHEREAS, on March 12, pursuant to Proclamation No. 2020 -01, the City Manager did proclaim the existence of a local emergency pursuant to Title 6 of the Costa Mesa Municipal Code; and
86 Attachment 1
2 WHEREAS, on March 13, 2020 the City Council pursuant to Resolution No. 2020- 09 did ratify Emergency Proclamation No. 2020-01; and
WHEREAS, on March 13, 2020, the President of the United States of America declared a national emergency; and
WHEREAS, California’s State of Emergency was terminated effective February 28, 2023 at 11:59 p.m.; and
WHEREAS, the City Manager, as Director of Emergency Services, has recommended that the City Council terminate the local State of Emergency by rescinding Resolution No. 2020-09 and to allow the termination of all remaining urgency measures taken in connection with the COVID-19 pandemic, except Urgency Ordinance No. 2022-
08. NOW, THEREFORE, IT IS ORDERED by the City Council of the City of Costa Mesa that Resolution No. 2020-09 is hereby rescinded, allowing for the expiration on their own terms of Urgency Ordinance No. 2020 -09, Ordinance No. 2020 -12, and Urgency Ordinance No. 2020-13; and
BE IT FURTHER ORDERED that Resolution No. 2021-24 is hereby rescinded.
87 Attachment 1
3 PASSED, APPROVED AND ADOPTED this 21st day of March, 2023:
_______________________________
John Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
_________________________ _____________________________ Brenda Green, City Clerk Kimberly Hall Barlow, City Attorney
STATE OF CALIFORNIA)
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 20 23-__ and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on 21st day of March, 2023, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 22nd day of March, 2023.
_______________________________
BRENDA GREEN, CITY CLERK (SEAL)
88 Attachment 2
89 90
91 92
CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1105 Meeting Date: 3/21/2023
TITLE:
RESOLUTION AUTHORIZING STREET CLOSURES FOR THE 2023 ORANGE COUNTY
MARATHON RUNNING FESTIVAL
DEPARTMENT: PUBLIC WORKS DEPARTMENT / TRANSPORTATION SERVICES DIVISION PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: JENNIFER ROSALES, TRANSPORTATION SERVICES MANAGER, (714) 754-5343
RECOMMENDATION:
Staff recommends the City Council:
Adopt Resolution No. 2023-xx, designating event routes for the 2023 Orange County (OC) Marathon Running Festival and approving the temporary street closures for May 6, 2023 and May 7, 2023, as requested for the 2023 OC Marathon Running Festival.
BACKGROUND:
A Special Event Permit application was submitted to the City on December 11, 2022 (Attachment 2), requesting permission to close certain streets to conduct the 2023 OC Marathon Running Festival.
The application is currently under review by the City’s Special Event Committee, comprised of representatives from various City departments.
This is the fourteenth year the City of Costa Mesa will participate in the OC Marathon, which has been an annual event in the Orange County area since 2004. Similar to the previous marathons, the proposed route for the 2023 OC Marathon Running Festival begins at Fashion Island in the City of Newport Beach and finishes at the Orange County Fair and Event Center in Costa Mesa. This year’s OC Marathon Running Festival is comprised of four (4) sub-events:
1. Full Marathon (26.2 miles) on Sunday, May 7, 2023
2. Half Marathon (13.1 miles) on Sunday, May 7, 2023
3. 5K Fun Run/Walk (3.1 miles) on Saturday, May 6, 2023
4. Kids Run the OC (1 mile) on Saturday, May 6, 2023
The routes within Costa Mesa for the 2023 full and half-marathon events are shown on Attachments 3 and 4, respectively. A map depicting the route for the 2023 5K Fun Run/Walk is shown on Attachment 5. The route for the Kids Run is entirely within the OC Fair & Event Center and is shown on Attachment 6. There are no changes to the proposed routes on public streets for the above events
93 File #: 23-1105 Meeting Date: 3/21/2023
from the 2022 OC Marathon Running Festival.
Within Costa Mesa, the streets affected by the Full Marathon include portions of Santa Ana Avenue, Bristol Street, Red Hill Avenue, Main Street, Sunflower Avenue, Anton Boulevard, Avenue of the Arts, Bear Street, Gisler Avenue, Country Club Drive, Mesa Verde Drive West, Adams Avenue, Placentia Avenue, Oriole Drive, Canary Drive, Tanager Drive, Golf Course Drive, Harbor Boulevard, Merrimac Way, and Fairview Road. The streets affected by the Half Marathon include portions of Santa Ana Avenue, Mesa Drive, and Newport Boulevard Southbound Frontage Road. The affected streets for the 5K Fun Run/Walk are Arlington Drive, Fairview Road, and Merrimac Way.
The Half Marathon event is proposed to start in the City of Newport Beach at 6:15 a.m. For the Half Marathon event, street closures in Costa Mesa begin at 7:00 a.m. and the last affected road segments reopen no later than 10:30 a.m.
The 5K Fun Run/Walk event will begin and end at the Orange County Fair and Event Center. For the 5K Fun Run/Walk, street closures will begin at 4:30 p.m. on Saturday and the last affected road segment will reopen no later than 6:30 p.m.
The 1 mile Kids Run is entirely within the OC Fair & Event Center, and no street closures are required for the Kids Run event.
Since the proposed routes for the Full Marathon, Half-Marathon, and 5K Fun Run/Walk events are not among the previously approved Special Event street areas in the currently approved resolution (Attachment 7), City Council approval is required for these new street closures.
ANALYSIS:
Prior years’marathon events have enjoyed success due to the efforts of organizers, as well as City staff. Similar to prior Marathon events, the organizers will be required to conduct an extensive outreach to churches and businesses that are open during the time of the street closures and detours. In addition, residential areas affected by closures will be notified in advance.
On the weekend of the 2022 OC Marathon, police management personnel, sworn officers, civilian officers, and explorers (from Costa Mesa and other agencies) provided support for the events. The Fire Department had personnel stationed at the Emergency Medical Services (EMS) tent for the event. As a result of the close coordination between various City departments and event organizers, and the implementation of traffic control, impacts on many residential and commercial areas as well as arterial streets have been minimized.
Street Closures:
A number of minor and major arterial streets will require full closure, while some other streets will require either half-closure (one direction), or partial closure (only the closure of one or two lanes in one direction). In order to minimize impacts to the public, the closure of streets will be phased to occur as the fastest runners approach, and will be reopened as the last of the runners and the official sweep vehicle passes by. The fastest marathon runners are expected to finish in approximately two (2) hours and 20 minutes. The overall length of time for the slowest runners of the marathon with traffic control will be limited to a maximum of seven (7) hours. The marathon begins at 5:30 a.m.; therefore, the last runner permitted on the course with traffic control would finish no later than 12:30 p.m. A sweep vehicle will circulate through the course in time with the slowest paced runner to
94 File #: 23-1105 Meeting Date: 3/21/2023
ensure the course is clear and that streets can be reopened as soon as possible.
Attachment 8 presents a brief summary of the arterials affected by the proposed Full Marathon, Half- Marathon, and 5K Fun Run/Walk routes through Costa Mesa. The Mesa Verde Community, Inc.
Board and the Mesa Verde Country Club will be notified of the event and the street closures.
Additional information to assist the patrons of the Mesa Verde Country Club and to navigate the proposed closures will be provided to the Mesa Verde Country Club as the event date approaches.
Impacts to traffic flow will occur at various intersections as marathon participants move along the route, beginning as early as 6:30 a.m. and ending at approximately 1:00 p.m. Attachment 9 identifies the major intersections where traffic detours are necessary to provide for the safety of runners while crossing intersections. As shown in the attachment, traffic control on Harbor Boulevard and Fairview Road will be conducted as “soft closures,” whereby vehicles will be allowed through as gaps in runners permit. Adams Avenue will be subject to full closure for approximately two (2) hours followed by soft closures for up to four (4) hours. Advance warning signs will be positioned to advise drivers of possible delays during this time. Traffic control will be actively managed by Costa Mesa Police Officers, allowing traffic to pass through the closed area as much as possible. With the proposed closure of the Adams Avenue at Placentia Avenue/Mesa Verde Drive West intersection, there will be coordination with City of Huntington Beach staff for the placement of advance warning signs within their City limits to minimize congestion and delays.
Staff has also reviewed planned street improvement projects within the City for any conflicts with the 2023 (Full Marathon) and 2023 (Half Marathon & 5K) OC Marathon Running Festivals and confirms that no projects are scheduled on streets that would impact the proposed route for this event. Close monitoring of project schedules will continue as the date of the marathon approaches.
Traffic Control:
The OC Marathon Running Festival representatives estimate up to 10,000 participants and approximately 10,000 spectators along the 26-mile route. Due to the large scale of the event and magnitude of street closures, lane closures, and detours, the Transportation Services Division will require that the applicant be responsible for the preparation and submittal of detailed traffic control plans prepared by a Registered Traffic Engineer. Additionally, the applicant will be responsible for furnishing all traffic control devices such as cones, signs, and barricades required for the event. The overall traffic control at intersections and driveways will be directed by Costa Mesa Police Department Officers and Explorers.
The Police Department will staff this event similarly to prior years’events making any necessary adjustments based on actual field conditions. Since the OC Marathon is being held on a Sunday, it will not affect weekday peak rush-hour traffic. Therefore, during the hours in which the event occurs in Costa Mesa, it is expected to have a lesser impact on traffic flow. With traffic control at all locations monitored and managed by the City’s Police Department, emergency access to all properties is assured at all times. Fire Department personnel on the Special Event Committee are involved in reviewing the Special Event Permit application and will include any necessary conditions and implement appropriate measures to ensure emergency response is not adversely affected.
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Public Information:
The applicant will be conditioned to provide written notification prior to the event to all property owners and tenants affected by the street closures. Some samples of correspondence are included with the Special Event Application (Attachment 2). The applicant is engaged in discussion with the Orange County Fair and Event Center, for approval to utilize the property for the event and based on those discussions, anticipates their approval.
Similar to prior years, staff will work with the applicant to identify and be certain that all properties directly affected by the event receive adequate notice of the time and period of closure, as well as proper detour information. Additionally, as part of the traffic control requirements, the Public Works Department staff will require the placement of changeable message signs at key locations in advance of the event to give adequate notice of the planned street closures.
OC Market Place:
In previous years, the traffic restrictions on Fairview Road, southbound Newport Boulevard Frontage Road, and Harbor Boulevard created long delays to visitors to the OC Market Place. The OC Fair and Event Center cancelled the OC Market Place on Sunday of the prior OC Marathon events. This eliminated a major traffic issue that was experienced by the OC Market Place vendors and visitors alike.
For the 2023 OC Marathon event also, the OC Market Place is expected to be closed for the entire weekend. The cancellation of the OC Market Place for the 2023 event will reduce the amount of traffic on those roadways and will result in significantly fewer impacts. Parking for the OC Marathon event will be improved due to the cancellation of the OC Market Place.
Areas of Improvement:
The following are some of the observations and areas for improvement identified for earlier OC Marathon events and continue to apply for the 2023 OC Marathon Running Festival:
· Event start times should be maintained as close to schedule as possible. · Field-review all water stations and band locations, particularly near residential areas. · No music or loud noises near residential areas before 8:00 a.m. · Address traffic issues related to vehicles exiting the Fairgrounds parking lot and on Fair Drive. · Improve course signage for all events.
ALTERNATIVES:
One alternative would be to not approve the requested route as submitted and direct the applicant to revise the route to use other streets. This alternative, however, would not be preferred by the organization as it will have significant impacts on the planned event.
Another alternative would be to not approve the resolution and the requested street closures. This may result in cancellation of the 2023 OC Marathon Running Festival.
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FISCAL REVIEW:
The applicant will reimburse the City for the cost of Police and Fire support during the event per the Special Event Permit application.
LEGAL REVIEW:
As part of the Special Event Permit application, the applicant will be required to provide the City with indemnity and insurance per the City’srequirements. The City Attorney’sOffice has reviewed this report and the proposed Resolution (Attachment 1) and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goal:
· Strengthen the Public’s Safety and Improve the Quality of Life CONCLUSION:
A Special Event Permit application has been submitted to the City requesting closure of certain streets on May 6, 2023 and May 7, 2023, to conduct the 2023 OC Marathon Running Festival. Staff requests City Council’s approval to close the identified streets for this event. In addition, staff requests adoption of the Resolution, designating the event routes in compliance with Costa Mesa Municipal Code, Section 9-208.9.
97 ATTACHMENT 1
Resolution No. 2023-xx Page 1 of 6
RESOLUTION NO. 2023-xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, DESIGNATING THE EVENT ROUTES AND STREET CLOSURES FOR THE 2023 ORANGE COUNTY MARATHON RUNNING FESTIVAL
THE CITY COUNCIL OF THE CITY OF COSTA MESA , CALIFORNIA DOES HEREBY FIND AND DECLARE AS FOLLOWS:
WHEREAS, because of the impact that special events have on City streets and traffic when a full or partial street closure is required for such special event s, the City Council of the City of Costa Mesa finds that it is crucial that any such routes be thoroughly reviewed and analyzed to enable careful planning of such special events in order to minimize impacts to the general public where such street closures are permitted; and WHEREAS, in accordance with Section 9 -208.9 of the Costa Mesa Municipal Code, Event Routes, after thorough review, analysis, and planning, the City Council does hereby establish the following routes and necessary full and partial street closures for the 2023 Orange County Marathon Running Festival.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Costa Mesa as follows:
Section 1. The 2023 Orange County Marathon event route is hereby established as shown by the map attached hereto as Exhibit “A” and incorporated herein.
Section 2. The 2023 5K Run/Walk event route is hereby established as shown by the map attached hereto as Exhibit “B” and incorporated herein.
Section 3. The streets listed in Exhibit “C,” attached hereto and incorporated herein, will be subject to full and partial street closures for the 2023 Orange County Marathon Running Festival. Said closures will be as set forth in Exhibit C.
PASSED AND ADOPTED this 21st day of March, 2023.
_______________________________
John Stephens, Mayor
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Resolution No. 2023-xx Page 2 of 6
ATTEST: APPROVED AS TO FORM:
_______________________________ _______________________________ Brenda Green, City Clerk Kimberly Hall Barlow, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 2023-xx and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 21st day of March, 2023, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 21st day of March 2023.
_______________________________
BRENDA GREEN, CITY CLERK (SEAL)
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ATTACHMENT 1
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EXHIBIT C
FULL MARATHON – AFFECTED STREETS ON ROUTE
STREET FROM TO CLOSURE
TYPE
SIDE OF
STREET
Santa Ana Avenue Del Mar Avenue Mesa Drive Half East
Santa Ana Avenue Mesa Drive Bristol Street Half West
Red Hill Avenue Bristol Street Main Street Half West
Main Street Red Hill Avenue Sunflower Avenue Half South/West Sunflower Avenue Main Street Avenue Of Arts Partial South Anton Boulevard Sunflower Avenue Enclave Driveway Full --- Avenue Of Arts Sunflower Avenue Town Center Drive Full --- Bear Street South Coast Plaza Sunflower Avenue Partial East Sunflower Avenue Bear Street Raitt Street Partial North Gisler Avenue Santa Ana River Country Club Drive Partial South Country Club Drive Gisler Avenue Mesa Verde Dr. W Partial West Mesa Verde Dr. W Country Club Drive Adams Avenue Partial South/East Placentia Avenue Adams Avenue Oriole Drive Partial East Oriole Drive Placentia Avenue Canary Drive Partial South Canary Drive Oriole Drive Tanager Drive Partial South
Tanager Drive Canary Drive Golf Course Drive Partial South Merrimac Way Harbor Boulevard Fairview Road Full South
Fairview Road Merrimac Way Fair Drive Partial East
HALF MARATHON – AFFECTED STREETS ON ROUTE
STREET FROM TO CLOSURE
TYPE
SIDE OF
STREET
Santa Ana Avenue Del Mar Avenue Mesa Drive Half East
Mesa Drive Santa Ana Avenue Newport Boulevard Half North SB Newport Frontage Mesa Drive Fair Drive Full ---
102
ATTACHMENT 1
Resolution No. 2023-xx Page 6 of 6
5K FUN RUN/WALK – AFFECTED STREETS ON ROUTE
STREET FROM TO CLOSURE
TYPE
SIDE OF
STREET
Fairview Road Fair Drive Arlington Drive Full ---
Fairview Road Arlington Drive Pirate Way /
Mustang Way Half West
Merrimac Way Fairview Road 500’ E/O Harbor Bl. Half North 103
ATTACHMENT 2
1 104
2 105
3 106
4 107
5 108
6 109
Gary Kutscher Race Director
7 110
8 111
Basic Timeline
EVENT SCHEDULE OVERVIEW
Wednesday, May 3, 2023
Load In/Set UP
Location: Storage, OC Marathon Office, OC Fair Campground area Time: 8:00pm – 5:00pm
Thursday, May 4, 2023
Load In/Set UP
Location: OC Fair & Event Center
Time: 8:00pm – 5:00pm
Friday, May 5, 2023
OC Lifestyle & Fitness Expo
Location: OC Fair & Event Center, Costa Mesa Building, Building #10 Time: 4:00pm – 8:00pm
Saturday, May 6, 2023
Kids Run the OC (4,000 - 5,000 participants)
Location: OC Fair & Event Center, Park Plaza
Time: 8:00am – 12:00pm
OC Lifestyle & Fitness Expo
Location: OC Fair & Event Center, Costa Mesa Building, Building #10 Time: 10:00am – 5:00pm
5K Run/Walk (2,800 participants)
Location: Costa Mesa City Streets/Orange Coast College
Start/Finish Line: OC Fair & Event Center
Start Time: 5:00 pm
Sunday, May 7, 2023
Full Marathon (1,800 participants)
Location: Newport Beach, Costa Mesa, Santa Ana, Irvine City Streets Start Line: Newport Center Dr – Fashion Island, Newport Beach Start Time: 5:30 am start
Finish Line: OC Fair & Event Center
Half Marathon (7,000 participants)
Location: Newport Beach, Costa Mesa, Santa Ana, Irvine City Streets Start Line: Newport Center Dr – Fashion Island, Newport Beach Start Time: 6:15 am start
Finish Line: OC Fair & Event Center
9 112
OC Marathon – Turn by Turn Directions
OC Marathon Turn by Turn - Page 1 of 2
Start Line
1. Northbound on Newport Center Drive (inner loop only)
2. L on San Nicolas
3. L on Avocado
4. R on San Joaquin Hills Rd.
5. R on MacArthur Blvd.
6. L on Coast Highway (PCH)
Corona del Mar, Balboa Island, Promontory Point, Linda Island and Harbor Island
7. R on Orchid Ave.
8. R on Ocean Blvd.
9. R on Carnation Ave.
10. R on Seaview Way
11. L on Marguerite Ave.
12. L on Bayside Dr.
Dover Shores / Irvine Avenue
13. L on PCH (Stay on south side of bridge and follow coning pattern)
14. On the west side of the bridge, L onto sidewalk and follow path under the bridge
15. Come up on the north side of the bridge and onto Dover going north
16. R on Castaways Ln
17. R into Castaways/Back Bay Trail Parking lot
18. Straight on Castaways/Back Bay Trail to Dover Dr.
19. Left on Castaways/Back Bay Trail to Dover Dr. (the final turn, where there is a "look out" to the right)
20. Keep on Castaways/Back Bay Trail to Dover St
21. R on Dover Dr.(Runners stay on sidewalk)
22. R on Westcliff Dr.
23. R on Westcliff/Dover
24. L on Santiago Dr.
25. R on Galaxy Dr.
26. R on Santiago Dr.
Eastside Costa Mesa
27. R on Irvine Ave.
28. L on University Dr.
29. R on Santa Ana Ave.
30. Half Marathon Splits
31. L on Mesa Dr. (Half Marathon ONLY)
32. Straight through Newport Blvd NB and SB to Gate 10
10 10
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OC Marathon – Turn by Turn Directions
OC Marathon Turn by Turn - Page 2 of 2
Red Hill Area
33. Straight on to Red Hill (Full Marathon ONLY)
34. L on Main St.
South Coast Plaza/Performing Arts Center
35. L on Sunflower
36. L on Anton (U-Turn on the same side of street, NOT like 2013)
37. L on Sunflower
38. L on Avenue of the Arts
39. R through the Performing Arts Center (follow coning pattern)
40. Straight over South Coast Plaza Foot Bridge (watch for sidewalk poles on either side of the bridge).
41. Through South Coast Plaza
42. R on Bear St.
Santa Ana
43. L on Sunflower Ave
44. R on Raitt St
45. Through Segerstrom High School (around the football field and down ramp towards Alton)
46. R on Alton Ave
47. L on Raitt St
48. L on Segerstrom
49. L onto the Santa Ana River Trail (follow cones!)
Mesa Verde & Bird Streets (Costa Mesa)
50. At Gisler, L over the wooden bridge, then straight on Gisler Ave
51. R on Country Club Dr
52. R on Mesa Verde Dr West
53. Cross Adams Ave onto Placentia Ave
54. L on Oriole Dr
55. R on Canary
56. L on Tanager
57. Straight on bike path near golf course
OC Fair & Event Center (Costa Mesa)
58. Exit bike path, cross Harbor, and go straight on Merrimac Way
59. At Fairvew, continue straight to enter Gate 3 of OCFEC
60. Runners will go straight past Equipment Zone, The Hangar (Finish Line Festival) and Lot I.
61. Turn right at Lot I
62. Turn right at Gate 10 Lane to the finish line
63. Finish Line – OC Fair & Event Center, Costa Mesa
11 11
114
Lead Runners Pace Chart
Distance Marathon Distance Half
Race Start 5:30:00 Race Start 6:15:00
Lead Pace 0:05:30 Lead Pace 0:04:45
Balloon Pace 0:16:00 Balloon Pace 0:16:00
Last Pace 0:18:00 Last Pace 0:22:00
Wave Time 0:05:00 Wave Time 0:30:00
Turns Mile Lead Time
Ful
Balloon
Full
Post-Cut
Full . Mile # Lead Time
Half
Balloon
Half
Post-Cut
Half
Start 0 5:30:00 5:35:00 0 6:15:00 6:45:00
Left on San Nicolas Dr 0.8 5:34:24 5:47:48 5:49:24 0.8 6:18:48 6:57:48 7:02:36 Left on Avocado Ave 0.9 5:34:57 5:49:24 5:51:12 0.9 6:19:17 6:59:24 7:04:48 Right on San Joaquin Hills Rd 1 5:35:30 5:51:00 5:53:00 1 6:19:45 7:01:00 7:07:00 Right on MacArthur Blvd 1.1 5:36:03 5:52:36 5:54:48 1.1 6:20:14 7:02:36 7:09:12 Left on Pacific Coast Highway 2 5:41:00 6:07:00 6:11:00 2 6:24:30 7:17:00 7:29:00
2.5 5:43:45 6:15:00 6:20:00 2.5 6:26:52 7:25:00 7:40:00 Right on Orchid 2.7 5:44:51 6:18:12 6:23:36 2.7 6:27:49 7:28:12 7:44:24 Right on Orcean Blvd 2.9 5:45:57 6:21:24 6:27:12 2.9 6:28:46 7:31:24 7:48:48 3 5:46:30 6:23:00 6:29:00 3 6:29:15 7:33:00 7:51:00
Right on Carnation Ave 3.6 5:49:48 6:32:36 6:39:48 3.6 6:32:06 7:42:36 8:04:12 Right on Seaview Ave 3.7 5:50:21 6:34:12 6:41:36 3.7 6:32:35 7:44:12 8:06:24 4 5:52:00 6:39:00 6:47:00 4 6:34:00 7:49:00 8:13:00
Left on Marguerite Ave 4.1 5:52:33 6:40:36 6:48:48 4.1 6:34:29 7:50:36 8:15:12 Left on Bayside Dr 4.2 5:53:06 6:42:12 6:50:36 4.2 6:34:57 7:52:12 8:17:24
4.6 5:55:18 6:48:36 6:57:48 4.6 6:36:51 7:58:36 8:26:12
5.3 5:59:09 6:59:48 7:10:24 5.3 6:40:11 8:09:48 8:41:36
5.7 6:01:21 7:06:12 7:17:36 5.7 6:42:05 8:16:12 8:50:24 Reopen intersection by 7:45A 5.8 6:01:54 7:07:48 7:19:24 5.8 6:42:33 8:17:48 8:52:36
6.3 6:04:39 7:15:48 7:28:24 6.3 6:44:55 8:25:48 9:03:36
6.5 6:05:45 7:19:00 7:32:00 6.5 6:45:53 8:29:00 9:08:00 Left on Pacific Coast Highway 6.6 6:06:18 7:20:36 7:33:48 6.6 6:46:21 8:30:36 9:10:12 Left U-turn onto bike path 6.8 6:07:24 7:23:48 7:37:24 6.8 6:47:18 8:33:48 9:14:36 Under Bridge 6.9 6:07:57 7:25:24 7:39:12 6.9 6:47:47 8:35:24 9:16:48 Transition off path onto Dover Dr 7 6:08:30 7:27:00 7:41:00 7 6:48:15 8:37:00 9:19:00 Right on Castaways 7.4 6:10:42 7:33:24 7:48:12 7.4 6:50:09 8:43:24 9:27:48 Right into Parking Lot 7.5 6:11:15 7:35:00 7:50:00 7.5 6:50:37 8:45:00 9:30:00 Onto Castaways Bike Path 7.6 6:11:48 7:36:36 7:51:48 7.6 6:51:06 8:46:36 9:32:12 8 6:14:00 7:43:00 7:59:00 8 6:53:00 8:53:00 9:41:00
Right onto Dover Dr sidewalk 8.5 6:16:45 7:51:00 8:08:00 8.5 6:55:22 9:01:00 9:52:00 Right on Westcliff Dr 8.6 6:17:18 7:52:36 8:09:48 8.6 6:55:51 9:02:36 9:54:12 Right on Westcliff Dr 8.7 6:17:51 7:54:12 8:11:36 8.7 6:56:19 9:04:12 9:56:24 9 6:19:30 7:59:00 8:17:00 9 6:57:45 9:09:00 10:03:00
Right on Galaxy Dr 9.2 6:20:36 8:02:12 8:20:36 9.2 6:58:42 9:12:12 10:07:24 10 6:25:00 8:15:00 8:35:00 10 7:02:30 9:25:00 10:25:00
Right on Santiago 10.5 6:27:45 8:23:00 8:44:00 10.5 7:04:52 9:33:00 10:36:00
10.6 6:28:18 8:24:36 8:45:48 10.6 7:05:21 9:34:36 10:38:12 Right on Irvine 10.7 6:28:51 8:26:12 8:47:36 10.7 7:05:50 9:36:12 10:40:24
10.9 6:29:57 8:29:24 8:51:12 10.9 7:06:47 9:39:24 10:44:48 11 6:30:30 8:31:00 8:53:00 11 7:07:15 9:41:00 10:47:00
11.2 6:31:36 8:34:12 8:56:36 11.2 7:08:12 9:44:12 10:51:24 Left on University Dr 11.7 6:34:21 8:42:12 9:05:36 11.7 7:10:35 9:52:12 11:02:24 Right on Santa Ana Ave 11.9 6:35:27 8:45:24 9:09:12 11.9 7:11:32 9:55:24 11:06:48 12 6:36:00 8:47:00 9:11:00 12 7:12:00 9:57:00 11:09:00
SPLIT (Half Left/Full Straight) 12.2 6:37:06 8:50:12 9:14:36 12.2 7:12:57 10:00:12 11:13:24 Road becomes Red Hill Ave 12.7 6:39:51 8:58:12 9:23:36 12.7 7:15:19 10:08:12 11:24:24 13 6:41:30 9:03:00 9:29:00 13 7:16:45 10:13:00 11:31:00
13.1 6:42:03 9:04:36 9:30:48 13.1 7:17:13 10:14:36 11:33:12
13.7 6:45:21 9:14:12 9:41:36
14 6:47:00 9:19:00 9:47:00
14.1 6:47:33 9:20:36 9:48:48
14.2 6:48:06 9:22:12 9:50:36
Left on Main St 14.6 6:50:18 9:28:36 9:57:48
Left on Sunflower Ave 15 6:52:30 9:35:00 10:05:00
15.1 6:53:03 9:36:36 10:06:48
Left on Anton Blvd 15.2 6:53:36 9:38:12 10:08:36
U-Turn 15.3 6:54:09 9:39:48 10:10:24
Left on Sunflower Ave 15.4 6:54:42 9:41:24 10:12:12
15.5 6:55:15 9:43:00 10:14:00
Left on Ave of the Arts 15.8 6:56:54 9:47:48 10:19:24
Left into Plaza 16 6:58:00 9:51:00 10:23:00
Over footbridge 16.3 6:59:39 9:55:48 10:28:24
Right on Mall Sidewalk 16.4 7:00:12 9:57:24 10:30:12
Left on Town Center Dr 16.5 7:00:45 9:59:00 10:32:00
Right on Bear St 16.7 7:01:51 10:02:12 10:35:36
Left on Sunflower Ave 16.9 7:02:57 10:05:24 10:39:12
17 7:03:30 10:07:00 10:41:00
12 115
Lead Runners Pace Chart
Distance Marathon Distance Half
Race Start 5:30:00 Race Start 6:15:00
Lead Pace 0:05:30 Lead Pace 0:04:45
Balloon Pace 0:16:00 Balloon Pace 0:16:00
Last Pace 0:18:00 Last Pace 0:22:00
Wave Time 0:05:00 Wave Time 0:30:00
Turns Mile Lead Time
Ful
Balloon
Full
Post-Cut
Full . Mile # Lead Time
Half
Balloon
Half
Post-Cut
Half
Right on S. Raitt St 17.2 7:04:36 10:10:12 10:44:36
Left into Segerstrom High Stadium 17.5 7:06:15 10:15:00 10:50:00
17.9 7:08:27 10:21:24 10:57:12
18 7:09:00 10:23:00 10:59:00
18.1 7:09:33 10:24:36 11:00:48
Left on S. Raitt St 18.2 7:10:06 10:26:12 11:02:36
Left on W Segerstrom Ave 18.3 7:10:39 10:27:48 11:04:24 19 7:14:30 10:39:00 11:17:00
19.1 7:15:03 10:40:36 11:18:48
19.2 7:15:36 10:42:12 11:20:36
19.8 7:18:54 10:51:48 11:31:24
19.9 7:19:27 10:53:24 11:33:12
Left onto San Ana River Trail 20 7:20:00 10:55:00 11:35:00 21 7:25:30 11:11:00 11:53:00
Left off trail onto Gisler Ave 21.6 7:28:48 11:20:36 12:03:48
21.7 7:29:21 11:22:12 12:05:36
22 7:31:00 11:27:00 12:11:00
Right on Country Club Dr 22.1 7:31:33 11:28:36 12:12:48 Right on Mesa Verde Dr 22.6 7:34:18 11:36:36 12:21:48
22.9 7:35:57 11:41:24 12:27:12
23 7:36:30 11:43:00 12:29:00
23.3 7:38:09 11:47:48 12:34:24
Left on Oriole Dr 23.4 7:38:42 11:49:24 12:36:12
Right on Canary Dr 23.5 7:39:15 11:51:00 12:38:00
Left on Tanager Dr 23.6 7:39:48 11:52:36 12:39:48
Enter bike path @ Golf Course Dr 24 7:42:00 11:59:00 12:47:00 Cross onto Merrimac Way 24.5 7:44:45 12:07:00 12:56:00
25 7:47:30 12:15:00 13:05:00
Enter OC Fairgrounds West Plaza 25.3 7:49:09 12:19:48 13:10:24 Right into parking lot 25.9 7:52:27 12:29:24 13:21:12
Right into Finish Chute 26 7:53:00 12:31:00 13:23:00
FULL FINISH 26.2 7:54:06 12:34:12 13:26:36
13 116
Water Station Listing/Summary
WATER STATION LISTING
14 14
117
Water Station Listing/Summary
Includes:
- 20-40 volunteers, 1 Captain
- 6 foot tables
- Water (enough for each runner to take 2 cups)
- Cups
- Radio for communication
Clean Up
- Each Water Station Captain is responsible for insuring the clean-up in-and-around their site.
Once clean-up is complete, water station trucks will return to OC Fair and Event Center.
15 15
118
Waste Management
WASTE MANAGEMENT
Ware Disposal will provide waste management and recycling for the event.
Almost all dumpsters will be located at the OC Fair & Event Center and will be located on the Festival Field. (north of the Staging/Equipment Zone)
Sunset Street Services
Will provide street sweeping around Fashion Island and through marathon & half marathon route
Start line
1. (3) 3-yard dumpsters located in the Marriott back parking lot
2. 25 cardboard trash only boxes
3. 25 cardboard recycle only boxes
4. Salvation Army will pick up discarded clothing.
On the Course
Each on course water station will be equipped with:
1. Water Station Captain
2. 20-40 volunteers
3. 1 truck
4. 15-20 cardboard trash only boxes will be deployed at each water station
5. All waste from the on-course water stations will be cleaned up by volunteers and brought back to the OC Fair & Event Center.
6. A commercial sweeping machine truck that sweeps the course. (Athens Services)
In the Expo:
1. OC Marathon crew and volunteers should keep boxes and other items flattened and avoid trash accumulation.
2. OC Fair & Event Center crew will come through the expo on Friday night and remove trash, as well as empty out the containers throughout the expo during the day.
Kids Run the OC
1. OC Marathon staff & volunteers should be sure to flatten t-shirt boxes.
2. Help and encourage all volunteers to help pick up miscellaneous rubbish
At the Finish Line
1. (4) 40-yard roll-off dumpsters (Festival Field)
2. Help and encourage all volunteers to help pick up miscellaneous rubbish
3. OC Fair & Event staff will be replacing full containers. 16 16
119
WEEKEND MAPS
17 120
Electrolytes
Energy Gel and/or Snacks
NEWPORT CENTER DR
12 10
w
w
9 11
1 2
6 7
8 5
w
w
w
3 4
w
w
25 26
15 w w
w
w
w
w
20 23
w
16 14
13 17
18 w
21 24
w
TALBERT
REGIONAL
PARK
JOHN WAYNE
AIRPORT
UPPER
NEWPORT
BAY
LOWER
NEWPORT
BAY
NEWPORT
CENTER
START
FAIRVIEW
SOUTH COAST
PLAZA
PARK
NEWPORT BEACH
CORONA
DEL MAR
COSTA MESA
FOUNTAIN VALLEY
IRVINE
405
405
73 73
55 1
1 1
55 405
HARBOR BLVD
FAIRVIEW ROAD
WILSON ST
FAIR DR
SANTA ANA RIVER TRAIL
GISLER AVE
TANAGER
MESA DRIVE
BRISTOL STREETSANTA ANA AVE
IRVINE AVE
SUNFLOWER
MACARTHUR BLVD
SEGERSTROM AVE
SEGERSTROM
HIGHSCHOOL
ANTON
BAKER
BEAR BRISTOL STRAITT
MAIN
RED HILL
ORCHID
MACARTHUR BLVD
SAN JOAQUIN HILLS ROAD
JAMBOREE ROAD
BAYSIDE DRIVE
M
ESA VERDE DR E
GALAXY DR
COUNTRY CLUB D
R
18 121
KIDS RUN THE OC - MAY 6, 2023
19 122
OC 5K - MAY 6, 2023
20 123
OC MARATHON START LINE - MAY 7, 2023
21 124
OC MARATHON
FINISH LINE OVERVIEW - MAY 7, 2023
22 125
FINISH LINE CLOSE UP - MAY 7, 2023
23 126
ROAD CLOSURES
24 24
127
OC Marathon
Road Closure Re-Opening Times
Road Closure Times Page 1 of 3
Street Direction From To Closed*
Newport Center Dr Loop Both Anacapa Dr. San Nicolas Dr 2 am - 8:30 AM Santa Barbara Dr. EB / WB Jamboree Rd NewportCenter Dr 2 am - 8:30 AM Santa Rosa Dr. Both Newport Center Loop San Joaquin Hills Rd 4:00 - 7:00 AM San Joaquin Hills Rd EB Santa Rosa Dr MacArthur Blvd 4:00 - 8:30 AM San Nicolas Dr BOTH Newport Center Loop Avocado Avenue 2 am - 8:30 AM Avocado Ave BOTH San Miguel Drive San Joaquin Hills Rd 2 am - 8:30 AM Newport Center Drive* BOTH Newport Center Loop Civic Center 2 am - 8:30 AM Street Direction From To Closed*
MacArthur Blvd. SB San Joaquin Hills Rd. East Coast Hwy 4:00 - 7:20 AM Coast Hwy WB MacArthur Blvd Avocado Ave 4:00 - 7:45 AM
Coast Hwy No Parking EB Avocado Orchid Ave 4:00 - 7:30 AM Orchid Ave No Parking Both East Coast Hwy Ocean Blvd 4:00 - 7:45 AM Ocean Blvd No Parking Both Orchid Ave Carnation Ave 4:00 - 7:45 AM Seaview Ave No Parking Both Carnation Ave Marguerite Ave 4:00 - 8:00 AM Carnation Ave No Parking Both Ocean Blvd Seaview Ave 4:00 - 8:00 AM Marguerite Ave No Parking Both Seaview Ave Bayside Dr 4:00 - 8:00 AM Bayside Dr Both Marguerite Ave Jamboree Rd 4:00 - 8:00 AM Jamboree Rd NB N. Bay Front E. Coast Hwy 4:00 - 8:00 AM Bayside Dr EB Jamboree Rd. East Coast Hwy 4:00 - 8:45 AM Street Direction From To Closed*
Dover Dr NB Coast Hwy Castaways Ln/16th St 5:00 - 8:50 AM Westcliff Dr No Parking Both Dover Dr. Santiago Dr 5:00 - 9:30 AM Santiago Dr No Parking Both Westcliff Dr. Antigua Way 5:00 - 9:30 AM Galaxy Dr. No Parking Both Santiago Dr South Santiago Dr. North 5:00 - 9:45 AM Santiago Dr No Parking Both Galaxy Dr. North Irvine Ave. 5:00 - 9:45 AM Irvine Ave NB Santiago Dr. University Dr. 5:00 - 10:30 AM University Dr. WB Irvine Ave Santa Ana Ave 5:00 - 10:30 AM Street Direction From To Closed*
Irvine Ave NB Santiago Dr. University Dr. 5:00 - 10:30 AM University Dr. WB Irvine Ave Santa Ana Ave 5:00 - 10:30 AM Santa Ana Ave NB University Dr Mesa Dr 5:00 - 10:00 AM
Newport Blvd NB Del Mar (access biz only. Forced right on Mesa & Right on Santa Ana)Mesa Dr 5:00 - 10:00 AM Newport Blvd SB Mesa Dr *Can Only Turn left on Mesa)Fair Dr. 5:00 - 10:00 AM Fair Dr. exit from 55 SB 55 Costa Mesa Fwy Fair Dr. 5:00 - 10:00 AM Mesa Dr WB Santa Ana Ave OC Fair & Event Center5:00 - 10:00 AM Santa Ana Ave SB Mesa Dr Bristol St 5:00 - 9:35 AM
Newport Center, Fashion Island Area
*Fashion Island Retail Access - Please access Fashion Island retail from San Miguel and Avocado. (From EB Coast Hwy, turn on Avocado and turn left on San Miguel)
Eastside Costa Mesa
Corona del Mar, Balboa Island, Promontory Point, Linda Island and Harbor Island
Dover Shores / Irvine Avenue
25 128
OC Marathon
Road Closure Re-Opening Times
Road Closure Times Page 2 of 3
Street Direction From To Closed*
Bristol St.** BOTH at Santa Ana Avenue/Red Hill
Red Hill Ave SB Bristol St Baker St 5 - 9:30 am
Red Hill Ave SB Baker St Main St 5 - 9:40 am
Street Direction From To Closed*
Main St (Irvine) EB Red Hill Ave Sunflower Ave 5 - 9:55 AM Sunflower Ave EB Main St (Irvine) Bristol St 5 - 10:10 AM Anton Blvd NB Sunflower Ave 405 Freeway Entrance5 - 10:10 AM Ave of the Arts SB Sunflower Ave Anton 5 - 10:15 AM
Bear St NB South Coast Dr Sunflower Ave 5 - 10:40AM
Sunflower Ave WB Bear St Raitt St 5 - 11:55 AM
Street Direction From To Closed*
MacArthur Blvd Both at Raitt Street 5 - 11:35 AM
Raitt St NB Sunflower Ave Segerstrom Ave 5 - 11:55 AM
Alton Ave BOTH Greenville Bear 5 - 11:55 AM
Segerstrom Ave EB Raitt St Fairview St 5 - 11:20 AM
Greenville St NB MacArthur Blvd Segerstrom Ave 5 - 11:35 AM Segerstrom Ave EB Fairview St Harbor Blvd 5 - 11:30 AM
Segerstrom Ave EB Harbor Blvd Santa Ana River Trail 5 - 11:35 AM Street Direction From To Closed*
Gisler Ave EB & WB Santa Ana River Trail Country Club Dr 5 - 11:55 AM Country Club Dr SB Gisler Ave Mesa Verde Dr W 5 - 11:55 AM Mesa Verde Dr West NB Country Club Dr Adams Ave 5 - 11:55 AM Adams Ave EB Mesa Verde Dr E Placentia 8:30 - 11:30 AM
Placentia Ave NB Estancia High School Oriole Dr 5 - 11:55 AM**** Oriole Dr EB Placentia Ave Canary Dr 5 - 11:55 AM
Canary Dr SB Oriole Dr Tanager Dr 5 - 11:55 AM
Tanager Dr EB Canary Dr Golf Course Dr 5 - 11:55 AM
Merrimac Way EB Harbor Blvd OC Fair & Event Center (Fairview)5 - 12:10 PM Fairview Rd NB Fair Dr Merrimac Way 5 - 12:30 PM
Both Sides of Traffic Both * Estimated time the street is open East Bound Traffic EB ** Soft Close @ Police Discretion West Bound Traffic WB *** Fair Drive will be open East Bound to One Lane South Bound Traffic SB **** Bird Street residents can travel NB on North Bound Traffic NB Placentia Ave and turn right onto Swan Cir No Parking On This Street NP
Santa Ana
Mesa Verde & Bird Streets
Legend
Red Hill Area
South Coast Plaza/Performing Arts Center
26 129
OC Fair & Events Center Area
This area will be impacted on Saturday from
4:00 - 6:30 pm and Sunday from 4am - 12
noon. Please see road closure list on the
reverse side for the list of closures.
Casa Granada Apartments
SATURDAY EVENING:
You will be able to exit anytime. To enter, you
will need to enter the OCC parking lot and walk
to your home. This is for a short duration!
SUNDAY MORNING:
To Exit – Turn right on Merrimac and right on
Harbor Blvd.
To Enter – Arrive by coming south on Fairview
and turning right on Merrimac.
Atwater Cove Apartments
SATURDAY EVENING:
You will be able to enter/exit anytime. To enter,
arrive from Harbor Blvd and turn right.
SUNDAY MORNING:
If you need to enter/exit between 5 am - 12
noon, plese plan on parking at OCC the night
before.
ROAD CLOSURE NOTICE
COSTA MESA & SANTA ANA
Santa Ana Residents
Oriole, Canary Dr. and Tanager Dr:
- To Enter - arrive from Mesa Verde (E) to Golf Course Dr turning right on Tanager
- To Exit - If you need to leave between 5 am - 12
noon, please park on the appropriate side of the
street and exit to Placentia:
• Oriole Dr. - park on WB side
• Canary Dr. - park on the NB side
• Tanager Dr. - park on the WB side
Swan Cir and Cardinal Drive:
- Enter by taking Placentia NB from Wilson St. Turn
right on Swan Cir or left on Swan Dr.
- Exit to Placentia from Swan Cir and turn left
Longwood Court:
- Enter and Exit from Adams
Tern Circle:
- Enter by taking Placentia NB from Wilson Street.
Turn left on Tern Circle
- Exit to Placentia and turn right.
Swan Dr. & all streets West of Placentia:
- Enter by taking Adams Ave. East from Huntington
Beach.
- Exit by turning left or right onto Adams. If you turn right, you will be forced to turn right on Placentia Ave.
Sunday
May 7, 2023
Bird Streets Mesa Verde | State Streets
State Streets:
- To Enter and Exit, use Gisler and turn on California
Street .
Country Club Drive:
- To Exit - between 5 am - 12 noon, please plan on
parking on the north bound side of Country Club
Drive exiting north with police supervision.
- To Enter - Arrive from Adams Ave and turn right on
Mesa Verde East, and right on Country Club Dr.
Mesa Verde Drive:
-
To Exit - residents on the west of Mesa Verde Dr
will be able to exit going South on Mesa Verde Dr
West to Adams Ave.
-
To Enter - residents and golfers can enter from
Adams Ave and turn on Mesa Verde E. Police will
allow vehicles through at their discretion at the
intersection of Mesa Verde Dr/Country Club Dr.
Segerstrom Ave:
To Enter/Exit
- Residents North of Segerstrom Ave – take
Warner Ave to the 405 Freeway or 55 Freeway.
Return the same way.
- Residents South of Segerstrom Ave – take
Harbor Blvd, Fairview Dr or Bristol St to the 405
freeway. Return the same way.
Aspen Village
- To Exit – Exit to Raitt St. Must turn right
- To Enter – Coming from Bristol St and
MacArthur, turn south (left) on Raitt.
Sante Fe Village
- To Exit – The Raitt St exit will be closed. Exit to
Sunflower Avenue.
- To Enter – Enter from Fairview, and head E on
Sunflower.
Contact Us
e: [email protected] p: (949) 393-9580
Area Specific Maps
Visit ocmarathon.com and click on Race
Weekend and Road Clsoures for
interactive
maps and more detailed information.
Road Closure Information
The OC Marathon and Half Marathon will take place in the cities of Newport Beach, Costa Mesa, Irvine and Santa Ana. Road closures will take place on Sunday, May 7, from approximately 5:00 am – 12 noon. The roads will be closed and reopened in a rolling method, so the closure won’t be exactly at 5 am - 12 noon. It depends on where you are, where runners are on the course, etc. If you would like specific directions from point A to Point B, please email us at [email protected] and include your starting point, ending point and approxiate time and we will email alternate routes! !
Adams Ave and Placentia Ave/Mesa Verde Dr West Intersection:
- Will be heavily impacted and is subject to full closures from 8:30 am – 11:30 am. V ehicles will be allowed through at police discretion, but expect delays. - Traffic traveling east on Adams Ave (fr
om Huntington Beach) will be forced south bound on
Placentia Ave.
27 130
Street Direction From To Sunday* Saturday*
Eastside Costa Mesa
• Irvine Ave NB Santiago Dr University Dr 5- 9:50 am
• University Dr. WB Irvine Blvd Santa Ana Ave 5- 9:50 am • Santa Ana Ave NB University Dr Mesa Dr 5-10:00 am
• Newport Blvd NB Del Mar Mesa Dr 5-10:00 am
• Newport Blvd SB Bristol St Fair Dr. 5-10:00 am
• Fair Dr
. exit from 55 SB 55 Costa Mesa Fwy Fair Dr. 5-10:00 am • Mesa Dr WB Santa Ana Ave OC Fair & Event Center 5-10:00 am • Santa Ana
Ave SB Mesa Dr Bristol St 5-9:35 am
Red Hill
• Bristol St. BOTH at Santa Ana Ave/Red Hill
• Red Hill Ave SB Bristol St Baker St 5-9:30 am
• Red Hill Ave SB Baker St Main St 5-9:40 am
South Coast Plaza/Performing Arts Center
• Main St EB Red Hill Ave Sunflower Ave 5-9:55 am
• Sunflower
Ave EB Main St Bristol St 5-10:10 am
• Anton Blvd Both Sunflower Ave 405 Freeway Entrance 5-10:10 am • Ave of
the Arts SB Sunflower Ave Anton 5-10:15 am
• Bear St NB South Coast Dr Sunflower Ave 5-10:40 am
• Sunflower
Ave WB Bear St Raitt St 5-11:55 am
Santa Ana
• Raitt St NB Sunflower Ave Segerstrom Ave 5-11:55 am
•
Alton Ave Both Greenville Bear 5-11:55 am
• Segerstrom Ave EB Raitt St Fairview St 5-11:20 am
• Segerstrom Ave EB Fairview
St Santa Ana River Trail 5-11:30 am
•
Segerstrom Ave EB Newhope St Santa Ana River Trail 5-11:35 am • MacArthur Blvd Both at Raitt Street
• Greenville St NB MacArthur Blvd Segerstrom Ave 5-11:35 am • Fair
view St @ Segerstrom Both Traffic will be allowed through a t police discretion. Expect Delays. 5-11:35 am
• Harbor Blvd @ Segerstrom Both Traffic will be allowed through a t police discretion. Expect Delays. 5-11:35 am Mesa Verde & Bird Streets
• Gisler Ave EB Santa Ana River T rail Country Club Dr 5-11:55 am • Country Club Dr SB Gisler Ave Mesa Verde Dr W 5-11:55 am • Mesa
Verde Dr West NB Country Club Dr Adams Ave 5-11:55 am
• Adams Ave WB Mesa Verde Drive
East Placentia Ave 8:30-11:30 am
• Placentia
Ave NB Estancia High School Oriole Dr 5-11:55 am
• Oriole Dr EB Placentia Ave Canary Dr 5-11:55 am
• Canary Dr SB Oriole Dr Tanager Dr 5-11:55 am
• T
anager Dr EB Canary Dr Golf Course Dr 5-11:55 am
• Harbor Blvd @ Merrimac BOTH Traffic will be allowed through a t police discretion. Expect Delays. 5-12:15 pm
OC Fair & Events Center
• Harbor Blvd @ Merrimac BOTH Traffic will be allowed through a t police discretion. Expect delays! 5-12:15 pm n/a • •
Merrimac Way WB Harbor Blvd Fairview Dr 5-8:30 am 4:30 - 6:30 pm • •
Merrimac Way EB Harbor Blvd Fairview Dr 5-12:10 pm 4:30 - 6:30 pm • •
Fairview Rd NB Fair Dr Arlington Dr 5-12:30 pm 4:30 - 6:30 pm • •
Fairview Rd SB Mustang Way/Pira
te Way Arlington Dr 5-8:30 am 4:30 - 6:30 pm
Contact Us
e: [email protected] p: 949-228-9532
Red Hill Area
Bristol Street will be closed at Santa Ana/Red
Hill Ave.
Red Hill All south bound lanes will be closed
at all intersections, therefore, vehicles will not be
able to cross over Red Hill Ave.
Businesess E of Red Hill Ave. (Airway Ave
side)
TO ENTER – Take the 73 to Campus/Irvine. Head
north on Bristol. Turn right on Red Hill Ave (North
bound lanes will be open)
TO EXIT –You will be forced to turn right on Red
Hill (heading north bound). Take Red Hill to Main
St (Irvine) and turn left for 55, or right for 405.
Businesses W. of Red Hill Ave. (Pullman
side)
TO ENTER – Take 55 and exit Baker or Paularino.
Access your business from Pullman Street.
TO EXIT – Exit the same way, from Pullman.
* The above reopening times are calculated on the last runner passing that location. The r eopening for vehicle traffic may require an additional 15 minutes to remove barricades and cones.
DIRECTION:
WB - West Bound Traffic
SB - South Bound Traffic
EB - East Bound Traffic
NB - North Bound Traffic
Eastside Costa Mesa
University Dr. (between Santa Ana & Irvine)
TO EXIT:
- Residents on the north side of University are advised to park on the south side, exiting to Irvine Ave. - Residents on the south side of University will be able to turn right on Universityright on Irvine Ave.
T
O ENTER:
- The best way to return is fr
om Victoria/22nd, turning left on 22nd, left on Santa Ana Ave.
Santa Ana Ave (NB closed from University to Mesa)
TO EXIT:
- Residents on the East side of Santa Ana Ave are advised to park west of Santa Ana A ve.
- Residents on the West side of Santa Ana Ave can tur
n right on Santa Ana and proceed south
Santa Ana Ave/Red Hill (SB closed from Mesa Dr to Main St (Irvine) TO EXIT:
- Residents on the East side of Santa Ana Ave will be able to turn right on Santa Ana A ve to Bristol St.
TO ENTER:
- To retur
n to the area, you can arrive on Mesa Dr from Irvine Ave.
Mesa Drive (between Newport Blvd & Santa Ana Ave)
TO EXIT - Turn right on Mesa, turn right on Santa Ana Ave TO ENTER - Arrive from Elden & turn right on Mesa (Newport Blvd @ Mesa Drive is closed until 10 am.
Mesa Drive: (Between Santa Ana Ave & Irvine Ave)
Both EB and WB lanes will be open, allowing residents to exit by going towards Irvine Ave, or by turning right on Santa Ana Ave and heading towards Bristol.
South Coast Plaza/Performing Arts
Performing Arts Center
Enter by taking Bristol St. to Town Center Drive,
turn left on Park Center Drive into parking
structure. The box office will remain open at
regular hours. The foot bridge over Bristol St will
also be impacted. Pedestrians are urged to use
cross walk at Bristol St and Sunflower Ave.
3400 Ave of the Arts
TO EXIT – The Ave of the Arts Exit will be closed.
Exit Sakioka and turn right. Turn right on Anton.
TO ENTER – Enter through Sakioka, or by heading
north on Ave of the Arts and turn right into the
complex.
The Enclave
TO EXIT – Exit Vista Way and head South on
Sakioka Drive, or exit Enclave Way and turn right
on Anton.
LEGEND:
No Parking, please refer to parking alternatives.
• Saturday Closures
• Sunday Closures
28 131
Dover Shores /
Irvine Avenue Residents:
These areas will be impacted from 4 am - 10 am.
Roads Closed:
Please refer to the list of closures to the right.
To Exit/Enter:
- All residents that live east of Santiago Drive and
need to leave between 5 am - 9:45 am are advised
to park west of Santiago Dr
. Residents can either
walk to/from their vehicle OR use the Shuttle service
referenced below.
-
Highland, Francisco, Baycrest and Mariners are open
to exit and r
eturn to the area.
Dover Shores Shuttle Service
To utilize the Shuttle Service, residents are advised to park west of Santiago Drive on Saturday, May 6 and
Sunday, May 7, 2023. The OC Marathon will follow
you to your car on Saturday and take you back to your
house then pick you up on Sunday and take you back
to your car. Please email us at traffic@ocmarathon.
com or call (949) 393-9580 to schedule a pick up.
Please allow 1 hour for the shuttle to pick you up.
STREET DIRECTION FROM TO CLOSED
University Dr/Del Mar WB Irvine Blvd Santa Ana Ave 5-10:30 am Santa Ana Ave NB University Dr Mesa Dr 5-10:15 am
Newport Blvd NB Del Mar Mesa Dr 5-10:15 am
Newport Blvd SB Bristol St Fair Dr 5-10:15 am
Fair Dr exit from 55 SB 55 Costa Mesa Fwy Fair Dr 5-10:15 am Mesa Dr WB Santa Ana Ave OC Fair & Event Center 5-10:15 am Eastside Costa Mesa
University Dr./Del Mar (between Santa Ana & Irvine)
TO EXIT:
- Residents on the north side of University are advised to park on the south side, exiting to Irvine Ave. - Residents on the south side of University will be able to turn right on University and right on Irvine Ave.
TO ENTER:
- The best way to return is from Victoria/22nd, turning left on 22nd, left on Santa Ana Ave.
Santa Ana Ave/Red Hill (NB closed from University to Mesa) TO EXIT:
- Residents on the East side of Santa Ana Ave are advised to park west of Santa Ana Ave. - Residents on the West side of Santa
Ana Ave can turn right on Santa Ana and proceed south
Santa Ana Ave/Red Hill (SB closed from Mesa Dr to Main St (Irvine) TO EXIT:
- Residents on the East side of Santa Ana Ave will be able to turn right on Santa Ana Ave to Bristol St.
TO ENTER:
- To return to the area, you can arrive on Mesa Dr from Irvine Ave.
Mesa Drive (between Newport Blvd & Santa Ana Ave)
TO EXIT:
- Turn right on Mesa, turn right on Santa Ana Ave
TO ENTER:
- Arrive from Elden and turn right on Mesa (Newport Blvd @ Mesa Drive will be closed until 10:00 am) Mesa Drive: (Between Santa Ana Ave & Irvine Ave)
Both EB and WB lanes will be open, allowing residents to exit by going towards Irvine Ave, or by turning right on Santa Ana Ave and heading towards Bristol.
ROAD CLOSURE NOTICE
Sunday
May 7, 2023 | 4am-12 pm
Contact Us
e: [email protected] p: 949-393-9580
Interactive Maps
Visit OCMarathon.com! Click on Race Weekend
and then road closures for interactive maps
STREET CLOSED DIRECTION FROM TO CLOSED
Dover Dr NB Coast Highway Castaways Ln/16th St 4-8:50 am Westcliff Dr Both Dover Dr Santiago Dr 4-9:30 am
Santiago Dr Both Westcliff Dr Galaxy Dr 4-9:30 am
Galaxy Dr Both Santiago Dr (South) Santiago Dr (North) 4-9:45 am Santiago Dr Both Galaxy Dr (North) Irvine Ave 4-9:45 am Irvine Ave NB Santiago Dr University Dr 4-10:30 am
STREET CLOSED CLOSED*
Polaris Dr No entry/exit* 4-9:45 am
Westwind W
ay No entry/exit* 4-9:45 am
Morning Star Lane No entry/exit* 4-9:45 am
Evening Star Lane No entry/exit* 4-9:45 am
North Star Lane No entry/exit* 4-9:45 am
Blue Gum Lane No entry/exit* 4-9:45 am
Grove Lane No entry/exit* 4-9:45 am
East Side Costa Mesa - List of Closures
Dover Shores/Irvine Ave. - List of Closures
29 132
Newport Center & Fashion Island
STREET DIRECTION FROM TO CLOSED
Newport Center Dr Loop Both Newport Center Dr San Nicolas Dr 2 am -8:30 am San Joaquin Hills Rd EB Santa Rosa Dr MacArthur Blvd 4 am -8:30 am San Nicolas Both Newport Center Loop Avocado Ave 2 am -8:30 am Avocado Both San Miguel Drive San Joaquin Hills Rd 2 am -8:30 am Newport Center Drive* Both Newport Center Loop Civic Center 2 am -8:30 am E. Coast Hwy* EB Dover Dr. Bayside Drive Sat.10 pm - Sun. 2 pm * Eastbound is still open,
but down to one lane!
OC Marathon Road Closures
Newport Beach Resident Notification Sunday, May 7, 2023 LEGEND:
No Parking, please refer to parking alternatives.
* The above reopening times are calculated on the last runner passing that
location. The actual reopening for vehicle traffic may require an additional 15 to 20 minutes to remove barricades and cones.
DIRECTION:
WB - West Bound Traffic
SB - South Bound Traffic
EB - East Bound Traffic
NB - North Bound Traffic
Both - Both sides of Traffic
Balboa Island/Promontory Point/Linda Isle/Harbor Island Residents These areas will be heavily impacted from 4 am - 8:10 am.
To Exit/Enter:
- Balboa Island residents can exit/enter via Balboa Island Ferry, beginning at 5am. - Promontory Point residents can exit/enter via Pr
omontory Drive.
- Harbor Island – access will be restricted as Bayside is closed. - Linda Isle – access will be restricted as Bayside is closed.
Corona Del Mar Residents
The areas around Corona Del Mar will be heavily impacted 4 am-7:45 am.
To Exit:
- Consider leaving before 4 am
- If you need to leave between 4-7:45 am, please park east of Orchid Ave and take Coast Highway west to MacArthur Blvd and then north to the 73 fr
eeway.
To Enter:
- Coast Hwy – East bound traffic from A vocado Ave to Orchid Ave will be closed from 4:00-7:30 am. If you need to return to the area during these times, please approach from the south from Newport Coast Drive and enter from Poppy or Poinsettia.
NO PARKING:
Please note there are several streets with NO PARKING on Saturday, May 6 at 11:30 pm through Sunday, May 7, 2023! You will be towed! No Parking signs will be placed prior to the event!
STREET NAME FROM TO
Orchid Avenue PCH Ocean Blvd
Ocean Blvd
Orchid Carnation
Carnation
Ocean Blvd Seaview
Seaview Ave Carnation Marguerite
Bayside Dr
Marguerite Jamboree
PARKING ALTERNATIVES
LOTS AVAILABLE AVAILABLE FROM MOVE BY:
East of Orchid anytime
Five Crowns
Saturday after 11:30 pm Sunday, 8:30 am
Sherman Library Saturday after 10:00 pm Sunday 9 am
CDM State Beach* Saturday after 5:00 pm Sunday, 10 am *Use code #CM1K91 at meter to avoid citation
Contact Us
e: [email protected] p: 949-393-9580
Interactive Maps
Visit OCMarathon.com! Click on Race Weekend
and then road closures for interactive maps
Corona del Mar, Balboa Island, Promontory Point, Linda Isle and Harbor Island
STREET DIRECTION FROM TO CLOSED
MacArthur Blvd. SB San Joaquin Hills Rd E. Coast Hwy 4-7:40 am Coast Hwy WB MacArthur Blvd Avocado Ave 4-7:45 am
Coast Hwy EB Avocado Orchid Ave 4-7:45 am
Orchid Ave Both East Coast Hwy Ocean Blvd 4-7:45 am
Ocean Blvd Both Orchid Ave Carnation Ave 4-7:45 am
Seaview Ave Both Carnation Ave Marguerite Ave 4-8:15 am Carnation Ave Both Ocean Blvd Seaview Ave 4-8:15 am
Marguerite Ave Both Seaview Ave Bayside Dr 4-8:15 am
Bayside Dr Both Marguerite Ave Jamboree Rd 4-8:54 am
Jamboree Rd NB N. Bay Front E. Coast Hwy 4-7:45 am
Bayside Dr EB Jamboree Rd. E. Coast Hwy 4-8:45 am
30 133
FIRST AID/EMERGENCY MEDICAL RESPONSE
Medic
al Service Providers
• Medical & Safety Inc (MSI) - Medical Stations at start line, on course, finish line medical tent. • Care Ambulance – EMT services and ambulance transport in Costa Mesa, Irvine, and Santa Ana • Costa Mesa Fire & Rescue Department – Paramedic services and ambulance transport services in Costa Mesa and OC Fair & Event Center property (Finish Line and surrounding parking lot) • Newport Beach Fire Department – Paramedic services and ambulance transport in Newport Beach (Start line, course medical stations 7.5 & 12)
• Orange County Fire Authority – Paramedic services in the cities of Irvine and Santa Ana Para
medic Level Response providers:
• Newport Beach Fire Department
• Costa Mesa Fire Department
• Orange County Fire Authority for Irvine and Santa Ana (OCFA) Other P
ersonnel
− Medical Services Director – Tim Vasin
− Runner Liaison – Info Booth
Weekend Schedule
Friday (OC Lifestyle & Fitness Expo)
4:00 – 8:00 pm – If medical services are needed, MSI is on site setting up for race day Saturday (Kids Run OC, OC 5K, OC Lifestyle & Fitness Expo, Live Band) OC Lifestyle & Fitness Expo
10:00 am – 5:00 – If medical services are needed, MSI is on site setting up for race day Kids Run
6:00 am – 2 EMTs from MSI assigned to the KROC medical tent 7:30-12:00 noon – 4 EMT’s from MSI on the course. 2 EMT’s on a cart located at the main medical tent. 2 EMT’s on a cart at the kids start/finish line.
*** If someone needs medical assistance during the Kids Runs – call “M edics” on Venue Radio Channel 1 until you hear confirmation that medical has heard your request. Inform them of your location.
31 134
First Aid/Medical Plan
OC 5K Run
4:30 – 6:30 pm –MSI will provide 5 EMT’s for the 5K run (2-EMT’s on a cart at OCC, 2 EMT’s on a cart at main medical tent, 1 EMT staffing the main medical tent) ***If someone needs medical assistance during the OC 5K r un – call “Medics” on Venue Radio Channel 1 until you hear confirmation that medical has heard your request. Inform them of your location.
6:30-7:
30 pm – MSI will keep 2 EMT’s with cart for coverage for the remainder of the Expo and live band performance. EMT’s will stage at main medical tent.
Sunday (Marathon, Half Marathon)
COURSE STAFFING SCHEDULE- NEW PORT BEACH SECTION
5:00 am MSI EMT’S staged at medical station mile 7.5 and check in with section commander 5:30 am Newport Beach Fire Paramedic Rescue ambulance staged at medical station mile 7.5 5:30 am MSI EMT’s staged at medical station mile 12 and check in with section commander 6:00 am Newport Beach Fire Paramedic Rescue ambulance staged at medical station mile 12 10:00 am All Newport Beach Fire Paramedic Rescue ambulances finished
COURSE STAFFING SCHEDULE- COS TA MESA/SANTA ANA SECTION 6:00 am MSI EMT’s staged at medical station mile 15 and check in with section commander** 6:30 am MSI EMT’s staged at medical station mile 20 with cart and check in with section commander
6:30 am Care ambulance staged at medical station mile 20 7:00 am MSI EMT’s staged at medical station mile 24 and check in with section commander 7:00 am Care ambulance staged at medical station mile 24 13:00 All Care ambulance units finished
10:00 -13:00 MSI EMT’s and Care ambulances disperse to finish line as last runners pass through each respective medical station.
2:00 pm or earlier - All runners should be finished.
START LINE & MAIN MEDICAL TENT (FINISH LINE) STAFFING SCHEDULE 4:30 am MSI EMT staged at start line medical station (location is on Newport Center Drive, just behind the UPS Runners Gear Trucks)
5:30 am All MSI staff & volunteers report to main medical tent (OC Fair & Event Center) 7:30 am Two Care ambulances staged at designated parking location (Adjacent to main medical tent)
7:30 am 1 Costa Mesa Fire paramedic team staged adjacent to main medical tent (CMFD ambulance staged at designated ambulance parking location) 7:45am All 3 Costa Mesa Fire paramedic teams staged adjacent to main medical tent 13:00 Care ambulances finished
13:00 Costa Mesa Fire Paramedic teams finished
32 135
First Aid/Medical Plan
SUNDAY STAFFING
Start Line
• MSI First Aid Station staffed with EMT (location is on Newport Center Drive, just behind the UPS Runners Gear Trucks) (see start line map)
• Newport Beach Fire Department Paramedic rescue ambulance stationed at Fire Station located on Santa Barbara Dr./Jamboree
Main Medical Tent (at OC Fair & Event Center) will be staffed by MSI with:
• 1 Nurse
• 10 Emergency Medical Technicians (EMTs).
• 2 Care Ambulances with 2 EMT’s each
o As the event progresses, ambulances assigned to the Costa Mesa On Course Medical Stations will be re-assigned as needed to the Main Medical Tent. • 1 Shortwave Radio Operator
o The Finish line radio operator will have a finish line race radio and will be listening for medical calls made by various crewmembers and alert Medical Services Director (Vasin) if medical treatment is needed.
o Only bib # or participant data will be communicated over the radio system due to HIPAA regulation.
o Will work with Runner Liaison on locating “lost runners” (see Lost Runners Section) o Will have direct contact with lead bikes via MCC
o Will have direct contact with SAG Vehicles
• Costa Mesa Fire Department will have 6 paramedics and 3 EMT’s on carts which will cover all incidents on the OC Fair & Event Center property outside of the Main Medical Tent. • MSI will have 1 cart at OC Fair.
On-Course Medical Stations will be staffed by MSI with:
• 1 Newport Beach Fire Paramedic Rescue ambulance with 2 paramedics (medical station mile
7.5 & 12) and 1 Care Ambulance staffed with 2 EMTs (medical stations 20, 24). o Assigned personnel at the on course Medical Station will act as first responders to assess all medical situations.
o Care Ambulances assigned to on course Medical Stations (20, 24) are part of a roving deployment. They will initially be assigned to an on course Medical Station but may be re-assigned to respond to medical aids throughout the Costa Mesa/ Irvine/Santa Ana sections of the course and to provide bls patient treatment and ambulance transport. • 1 Shortwave Radio Operator will have direct contact with:
all SAG Vans (can contact SAG vans to get status on last runner/walker if needed)
Course Directors
Marathon Command Center
Other Medical Tents
33 136
First Aid/Medical Plan
Shortwave (HAM) Radio Operator Locations
1. Main Medical (Finish Line) (Patti,AD6OH and Greg, K5MGH)
2. Marathon Command Center Newport Beach ((Heiko AD6OI)
3. Marathon Command Center Costa Mesa Mesac Chief Radio Officer
4. SAG 1
(Mesac group)
5. SAG 2 (Mesac group)
6. SAG 3 (Mesac group)
7. All on-course medical aid stations have a course radio
AED Course locations
Automatic External Defibrillators (AED) will be distributed throughout the course. • All Care ambulances have AED’s.
• Five (5) additional AED’s will be located at the following course section locations:
• Section #2 - Water station mile 5.5 (Bayside Dr and Marine Ave/Jamboree) • Section #2- Water station mile 9 (Santiago Dr. and Pescador Ln) • Section #4- Water station mile 18 (Segerstrom High School) • Section #5- Water station mile 21 (Moon Park)
• Section #5 – Water station mile 23 (Mesa Verde Dr E and Tahiti Dri) The respective Captain for the designated AED water station will be responsible for the deployment and
use of the AED. If an AED is used, the Medical Services Director (BC Vasin) shall be immediately notified via the race radio Channel 1. The person making the notification will ask for “medical director” on Channel 1, followed by their respective water station mile number. For example: “medical director from water station mile 7.5 captain”…
After each designated AED water station closes, the respective water stat ion Captain shall return the AED to the MCC.
34 137
First Aid/Medical Plan
Marathon Command Center (MCC) Location and Contacts
Medical Services Director – Tim Vasin 714-473-4014
Newport Beach MCC Location
Newport Beach Police Department
870 Santa Barbara
Newport Beach, CA
OC Marathon Rep (SOARA) Heiko 7910-(949) 421
JCL Rep Lindsey Bravo 909-282-2667
Newport Beach Police
Department
Sergeant Corey
Wolik
5195-714) 300
Newport Beach Fire Battalion Chief
Phil Puhek
949-295-5817
Costa Mesa/Santa Ana/Irvine MCC Location
Costa Mesa Police Department (Emergency Operations Center) 99 Fair Drive
Costa Mesa, CA 92626.
OC Marathon Rep (MESAC) Ashley Fisher 714-719-8538
JCL Rep Karen Hester 714.357.6630
Costa Mesa PD
Costa Mesa Fire Department Captain Taylor Voss (626) 319-5670 Care Ambulance Vishal Raj 714)469-9433
MSI (at Main Finish Line) Jeff Broadstrom (562) 217-8397 City of Santa Ana Amber Campos (714) 380-0700
Costa Mesa Public Works Ronald 714-754-5173
OC Sheriff Department
35 138
First Aid/Medical Plan
MEDICAL STATION LOCATIONS
On Course Medical Station Locations
Mile Intersection/Location MCC Jurisdiction Transport:
Mile 7.5 Castaways Park Newport Beach MCC Newport Beach Fire Mile 12 Irvine Avenue Newport Beach MCC Newport Beach Fire Mile 15 Sunflower/Anton Costa Mesa MCC Costa Mesa Fire and Care
Mile 20* Segerstrom Ave/Croddy Way
*MSI Has cart available for SART
Costa Mesa MCC OCFA and Care
Mile 24 Tanager Drive / Hummingbird Costa Mesa MCC Costa Mesa Fire and Care
5K MSI has cart at OCC Costa Mesa MCC Costa Mesa Fire and Care
Main Medical Station
Mile Intersection/Location MCC Jurisdiction Transport:
Finish Line OC Fair
88 Fair Drive
Costa Mesa, CA
Costa Mesa MCC Costa Mesa Fire
and/or Care
36 139
First Aid/Medical Plan
911 Activation / Transports
Incidences that on course medical personnel feel are beyond the scope of treatment available at an On Course Medical Station are to be made as a 911 emergency notification.
911 notification may b e made by one of two methods.
1. Via Race Radio – through Medical Channel 1. Announce “medics needed”. Wait for response from Medical Services Director. After you receive a response, give exact location medics are needed on the course. Medical Services Director will notify the appropriate agency for medic response. When notified, Costa Mesa, Newport Beach, or OCFA Fire will then handle the situation as a normal emergency call and dispatch accordingly. a. In this case, persons such as water stations, captains or section commanders will call Med
ical Services Director on Channel 1 and he will dispatch as necessary
2. Via cell phone
a. In this case, the 911 call might be made by a volunteer, medical station, bystander, etc.
If
the call is made by a OCM Crew member, or a OCM Crew member knows about it, please relay the call to the Medical Services Director on Channel 1 so we can keep track of all marathon related calls. When making contact with the Medical Services Director, please have the runner bib# available.
If pa
tient is transported:
• With a non life threatening issue
o Medical Services Director (Battalion Chief Tim Vasin) will contact Runner Liaison (Maria Z) to report which hospital the runner was transported to. o Runner Liaison will call the emergency contact to inform them the runner was transported with a non life threatening injury to XXX hospital. • With a life threatening issue:
o Medical Services Director (Battalion Chief Tim Vasin) will contact Runner Liaison (Maria Z ) to report which hospital the runner was transported to. o Runner Liaison will contact Race Director Gary Kutscher at the finish line, who will then contact the family.
• In all cases, Runner Liaison should check with the UPS Runners Gear Trucks to see if they have a bag. If they do, please take the bag and keep it at the medical tent. It should be turned into the OC Marathon office/staff.
37 140
First Aid/Medical Plan
SAG VANS – NON EMERGENCY TRANSPORT TO FINISH LINE
• Qty 3 15-passenger Support & Gear (SAG) Vans will be available for NON emergent transport.
SAG vans will be on radio and can be reached by water station volunteers, medical stations, MCC, etc.
o To request transportation, call SAG Group via Channel 2 or 3 on the Radio and be prepared with the closest mile number, or water station number and/or intersection. o SAG driver will report bib number picked up to Runner Liaison, Maria Z
IN THE CASE OF MAJOR INJURY OR DEATH – FAMILY PROTOCOL
1. Once the runner has been identified and the emergency contact information is obtained, Gary Kutscher will call the emergency contact to inform them of the status of the runner, sharing ONLY that the runner is being transported, no condition should be shared. They will provide phone numbers to call to determine which hospital the runner is being transported to.
a. If contact is made and the emergency contact is AT the race, Gary will meet the emergency contact at the medical tent and inform the contact of the situation. b. If contact is made and the emergency contact is NOT at the race, Gary will inform the contact the runner is being transported. (provide phone numbers below.) c. If you do not have emergency contact information – mak e sure the medical tent has indicated no contact information, so when family/friends come looking, we have indication that was the runner.
2. Sta
ff Guidelines/Script for calls
a. “Runner name” has listed you as a contact in case of emergency during the OC Marathon. “Runner name” is being transported by ambulance to XX.
38 141
First Aid/Medical Plan
IN THE CASE OF MAJOR INJURY OR DEATH – MEDIA PROTOCOL
1. Key people that must be notified of major injury or death:
a. Medical Services Director – Tim Vasin 714-473-4014
b. OC Marathon Race Director – Gary Kutscher 714-330-8048 c. OC Marathon Event Director – Vicki Wintrode (714) 321-7035 d. Race Management – Jodi Hoose 714-658-3426
e. Race Management – Lisa Scolman 760-420-2021
2. Gary Kutscher is the only per son authorized to speak on behalf of The OC Marathon to the media in the case of a major injury or death of a race participant. i. Gary Kutscher
ii. 714-330-80
48 3. MSI, and Care Ambulance will notify their entire Medical Aid team that no statements or communication with the media should be made.
4. In the event of any non-race related emergency that could potentially affect the race (i.e. forest fire in local mountains, high winds, vehicle accident, etc.) all media inquires should be directed to the appropriate city agencies in which the incident occurs.
5. All Medical Related Pro
tocol Questions will be answered by the Medical Services Director (BC Vasin). However, Gary Kutscher should be aware and/or request the Medical Services Director to make the comments, if needed.
It is
advised that all key city staffs involved with the race be aware of this communication flow. The OC Marathon will advise all the race teams and volunteers of the need to direct all media inquires to Gary Kutscher based upon this protocol.
RUNNER IDENTIFICATION
For tracking purposes, all runners shall be identified by their bib numbers. At no time will the medical personnel, SAG, HAM Radio, or any volunteer provide runner condition information to a family member.
Only bib #’s may be verified as (for example)
1. Bib #355 Checked in at main medical
2. Bib #355 Checked in at mile 6.
3. SAG picked up bib #355.
4. Bib #355 transported.
39 142
DEL MARMESASANTA ANAAVE OF THE ARTSTOWN CENTERPLAZABEAR
FAIRVIEWCHANNELTANAGERORIOLECANARYSANTA ANA RIVERBIKE-TRAILBIKE TRAILFINISHPEDESTRIANBRIDGECITY OFSANTA ANACITY OFCOSTA MESAMERRIMACENTER FROMCITY OF NEWPORT BEACH
TO CITY OFSANTA ANAFROM CITY OFSANTA ANA
2023 OC MARATHONFULL MARATHON ROUTE
GISLERCOUNTRYCLUBMESAVERDE DR.FUSCHIARAITT
143
DEL MARMESASANTA ANAAVE OF THE ARTSTOWN CENTERPLAZABEAR
FAIRVIEWCHANNELTANAGERORIOLECANARYSANTA ANA RIVERBIKE-TRAILBIKE TRAILFINISHCITY OFSANTA ANACITY OFCOSTA MESAMERRIMACENTER FROMCITY OF NEWPORT BEACH
TO CITY OFSANTA ANAFROM CITY OFSANTA ANA
2023 OC MARATHONHALF MARATHON ROUTE
GISLERCOUNTRYCLUBMESAVERDE DR.
= FINISH @ OC FAIRGROUNDS
144
2023 OC MARATHON5K FUN RUN/WALK
STARTFINISH
145
KIDS RUN THE OC - MAY 6, 2023
146
1 Attachment 7
147
2 148
3 149
4 SPECIAL EVENT AREA 1
HARBOR GATEWAY
FULL STREET CLOSURES
STREET CLOSURES PERMITTED
WITHIN THIS BOUNDARY
STREET CLOSURES PERMITTED
WITHIN THIS BOUNDARY
FREEWAY ACCESS
150
5 SPECIAL EVENT AREA 2
AIRPORT AREA
FULL STREET CLOSURES
EXCLUDES RED HILL AVENUE, BAKER STREET & PAULARINO AVENUE
SR-73
FREEWAY
AREA
3 B
AREA
3 A
AREA
3 C
SR-55
FREEWAY
I-405
FREEWAY
STREET CLOSURES
PERMITTED WITHIN
THE DASHED
BOUNDARY LINES
151
6 SPECIAL EVENT - PARADE ROUTE - AREA 3
FAIRGROUNDS AREA
ROLLING PARTIAL 1/2 STREET CLOSURE
ORANGE COUNTY
FAIRGROUNDS
COSTA MESA
HIGH SCHOOL
ORANGE
COAST
COLLEGE
TEWINKLE PARK
(STAGING & DISBANDING AREA)
SPECIAL EVENT ROUTE
SPECIAL EVENT ROUTE
CITY HALL
152
ATTACHMENT 8
FULL MARATHON – AFFECTED STREETS ON ROUTE
STREET FROM TO CLOSURE
TYPE
SIDE OF
STREET
Santa Ana Avenue Del Mar Avenue Mesa Drive Half East
Santa Ana Avenue Mesa Drive Bristol Street Half West
Red Hill Avenue Bristol Street Main Street Half West
Main Street Red Hill Avenue Sunflower Avenue Half South/West Sunflower Avenue Main Street Avenue Of Arts Partial South Anton Boulevard Sunflower Avenue Enclave Driveway Full --- Avenue Of Arts Sunflower Avenue Town Center Drive Full --- Bear Street South Coast Plaza Sunflower Avenue Partial East Sunflower Avenue Bear Street Raitt Street Partial North Gisler Avenue Santa Ana River Country Club Drive Partial South Country Club Drive Gisler Avenue Mesa Verde Dr. W Partial West Mesa Verde Dr. W Country Club Drive Adams Avenue Partial South/East Placentia Avenue Adams Avenue Oriole Drive Partial East Oriole Drive Placentia Avenue Canary Drive Partial South Canary Drive Oriole Drive Tanager Drive Partial South
Tanager Drive Canary Drive Golf Course Drive Partial South Merrimac Way Harbor Boulevard Fairview Road Full South
Fairview Road Merrimac Way Fair Drive Partial East
HALF MARATHON – AFFECTED STREETS ON ROUTE
STREET FROM TO CLOSURE
TYPE
SIDE OF
STREET
Santa Ana Avenue Del Mar Avenue Mesa Drive Half East
Mesa Drive Santa Ana Avenue Newport Boulevard Half North SB Newport Frontage Mesa Drive Fair Drive Full ---
5K FUN RUN/WALK – AFFECTED STREETS ON ROUTE
STREET FROM TO CLOSURE
TYPE
SIDE OF
STREET
Fairview Road Fair Drive Arlington Drive Full ---
Fairview Road Arlington Drive Pirate Way /
Mustang Way Half West
Merrimac Way Fairview Road 500’ E/O Harbor Bl. Half North
153
154
CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1109 Meeting Date: 3/21/2023
TITLE:
AUTHORIZE THE USE OF SOURCEWELL’S NATIONAL COOPERATIVE AGREEMENT WITH NATIONAL AUTO FLEET FOR THE PURCHASE OF TWENTY-ONE (21) ALLMAND PORTABLE
LIGHT TOWERS
DEPARTMENT: PUBLIC WORKS/MAINTENANCE SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: ROBERT RYAN, MAINTENANCE SERVICES MANAGER (714) 327-7499
RECOMMENDATION:
Staff recommends the City Council:
1. Authorize the use of Sourcewell’sNational Cooperative Agreement No. 091521-NAF with National Auto Fleet Group for the purchase of twenty-one (21) Allmand GR Series portable light towers.
2. Authorize the purchase of twenty-one (21) Allmand GR Series portable light towers for $310,971.15 through National Auto Fleet Group.
BACKGROUND:
The use of portable lights has been a continued necessity for the City to conduct youth programs and special events throughout the year. Staff provides portable light towers to several parks and recreational areas throughout the City for sporting activities and special events. The Public Works Department is responsible for maintaining forty-one (41) light towers, of which only twenty (20) units are currently operational. The Parks and Community Services Department has identified the need for additional units at multiple field locations throughout the City.
ANALYSIS:
The majority of the City-owned portable light towers are older models that have been discontinued, and the acquisition of parts and support services for these older portable light towers is challenging and will continue to be. Half of the City’scurrent fleet of light towers have endured faulty circuit breakers and frequent engine control problems. The overall condition of these units is poor due to their high exposure to weather elements.
The procurement of twenty-one (21) additional portable light towers will supplement the City’sfleet
155
File #: 23-1109 Meeting Date: 3/21/2023
The procurement of twenty-one (21) additional portable light towers will supplement the City’sfleet and will contribute in reliably illuminating facilities that require lighting for City recreational events.
The Allmand GR Series portable light towers are the most cost effective option for replacement and are the same brand of newer units the city currently owns.
Without access to portable light towers, the City would not be able to provide the necessary lighting and safety for the community who participate in youth programs throughout the year. In order to meet current and future demands in an efficient and fiscally prudent manner, staff requests the approval of the aforementioned portable light tower purchase.
Purchasing these twenty-one (21) Allmand GR Series portable light towers through Sourcewell meets all requirements set forth in the City of Costa Mesa’sPurchasing Policy and all requirements set forth by the State of California in regards to regional cooperative purchasing agreements. This process confirms that the City still receives the lowest available pricing, and meets the competitive bid process requirements. The City has utilized Sourcewell successfully for several previous related purchases.
The Sourcewell quote is included as Attachment 1, and the specifications of this portable light tower are shown in Attachment 2. The Sourcewell purchase quote of $310,971.15 includes all parts and equipment for the procurement and delivery.
ALTERNATIVES:
The City Council could choose not to authorize the use of the national cooperative agreement with National Auto Fleet Group. This will require staff to initiate a formal bidding process, which will take significantly more time to complete. However, formal bidding may not result in lower prices than the proposed Sourcewell pricing.
FISCAL REVIEW:
The total cost for procurement and delivery of 21 portable light towers through Sourcewell NJPA pricing is $310,971.15. Funding will be through salary savings in the operating budget of the Parks and Community Services Department during Fiscal Year 2022-23.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and approves it as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goal:
· Strengthen the Public’s Safety and Improve the Quality of Life
156
File #: 23-1109 Meeting Date: 3/21/2023
CONCLUSION:
Staff recommends the City Council:
1. Authorize the use of Sourcewell’sCooperative Agreement No. 091521-NAF with National Auto Fleet Group for the purchase of twenty-one (21) Allmand GR Series portable light towers.
2. Authorize the purchase of twenty-one (21) Allmand GR Series portable light towers for $310,971.15 through National Auto Fleet Group.
157
ATTACHMENT 1
158
159
Model Diesel Chain
Engine Make Yanmar N/A
Engine Model L70W N/A
Engine Induction Naturally Aspirated N/A
Combustion Type Direct Injection N/A
Engine Displacement 0.320 L N/A
Number of Cylinders 1 N/A
Engine Cooling Air-Cooled N/A
EPA Emissions Certified Tier 4 Final N/A
Type of After-Treatment DOC N/A
Continuous Output @ Rated Speed 5.8 HP (4.3 kW) @ 3,600 RPM N/A Standby Output @ Rated Speed 6.4 HP (4.8 kW) @ 3,600 RPM N/A Engine Speed 3,600 RPM N/A
Engine Protection Low Oil Pressure N/A
Engine Oil Capacity 3.25 qt N/A
Engine Oil Type Full Synthetic 5W-40
Must be CK-4 Certified N/A
Engine Electrical System Voltage 12V N/A
Engine Charge Alternator 13V-15A N/A
Battery Size Group 24 N/A
Battery CCA 550 N/A
Battery Ah N/A N/A
Starter Electric N/A
Maximum Operating Tempeature* 120°F 120°F
Minimum Operating Tempeature* -20°F -40°F
Fuel Quality Requirement ULSD N/A
Oil & Filter Service Interval** 1000 N/A
Air Filter Service Interval Refer to Engine Op Manual N/A Engine Control Panel Internally Mounted N/A
Engine Start Deep Sea L401 N/A
Generator Manufacturer Linz N/A
Generator Model SP10SE (Brushless) N/A
Voltage Type AC Output N/A
Voltage Frequency AC 60 Hz
Rated Power Factor 1.0 N/A
Regulation Type Capacitor N/A
Voltage Regulation ± 5% N/A
Insulation Class H N/A
Stator Winding Single Layer w/ Aux Winding N/A
NIGHT-
LITE
™
GR-SERIES
* Must use full synthetic 5W-40 to achieve these operating temperatures. ** Oil must be checked prior to operation and refilled if necessary. Oil and oil filter must be changed after the initial 50 hours of runtime ATTACHMENT 2
160
TECHNICAL SPECSNight-Lite™ GR-Series
Model Diesel Chain
Rotor Winding w/ Damping Cage N/A
THD @ Full Load < 6% N/A
THD @ No Load < 5% N/A
Continuous Prime Power 3.0 kW N/A
Voltage Single Phase AC 120V N/A
Amperage Single Phase 120VAC 25A N/A
Main Breaker Protection 25A Main Breaker 15A & 20A Main Breaker 20A Distribution Switch (Chain vs No Chain)
Outlet Package Outlet - Single 120V / 20A GFI
Outlet - 120V / 20A
(NEMA 5-20R) GFI Duplex
Inlet - 120V / 15A
(NEMA 5-15R) (No Chain)
(OR) Inlet - 120V / 20A
(NEMA L5-20P) (Chain)
Light Switches 4 - 5A Switches
Electrical Compliance N/A CSA
Fluid Containment N/A
Fuel Tank Size (gal) 48 N/A
Fuel Tank Fill Port Size 3.5" OD (2.5" ID) N/A
Fuel Tank Material Cross-linked Polyethylene N/A
Fuel Tank Certifications N/A N/A
Fuel Level Gauge Externally Mounted by Fill Neck N/A
Fuel Consumption @ 250W LED Load .19 gal/hr N/A
Fuel Consumption @ 350W LED Load .22 gal/hr N/A
Fuel Consumption @ 350W Diesel + 250W Chain Load .30 gal/hr N/A Fuel Consumption @ Full Load (3kW) .36 gal/hr N/A
Run Time @ 250W LED Load 258 Hours N/A
Run Time @ 350W LED Load 213.12 Hours N/A
Run Time @ 350W Diesel + 250W Chain Load 164.78 Hours N/A Run Time @ Full Load (3kW) 134.53 Hours N/A
Sound Level @ 23 ft [7m] (NO LOAD) 73.2 dBA 0 dBA
Sound Level @ 23 ft [7m] (LED LOAD) 73.4 dBA 0 dBA
Sound Level @ 23 ft [7m] (FULL LOAD) 74.1 dBA 0 dBA
Axle Weight - Dry (lbs) 855 lbs 695 lbs
Axle Weight - Wet (lbs) 1,115 lbs N/A
Tongue Weight - Dry (lbs) 115 lbs 140 lbs
Tongue Weight - Wet (lbs) 175 lbs N/A
Net Weight - Dry (lbs) 970 lbs 835 lbs
Net Weight - Wet (lbs) 1,290 lbs N/A
Trailer GVWR (lbs) 1,500 lbs 1,200 lbs
Trailer Chassis Construction Welded Steel with Side Fork Pockets & Lifting Eye Trailer Electrical Connector 4 Flat
Transport Canada Compliant Conforms to Canadian Motor Vehicle Safety Standards Trailer Lighting LED
Standard Trailer Coupler 2" Ball Coupler
Tongue Type Steel - Foldable w/ Dual Pins
Tire Size ST175/80R13
Towing Speed 65 MPH 65 MPH
Length (Tongue Down) 102.25 in
Length (Tongue Up) 82.5 in
161
TECHNICAL SPECSNight-Lite™ GR-Series
Model Diesel Chain
Width (Outriggers Stowed) 48.25 in
Width (Outriggers Extended) 94.5 in
Height (Tower Stowed) 98.5 in
Height (Tower Extended) 23 ft
Wind Speed 55 MPH 50 MPH
Shipping - 48' Flatbed 20
Shipping - 53' Flatbed 22
Tower Type Steel - Vertical
Tower Raise Two Handle Manual Winch
Tower Rotation 359°
Tower Finish Powder Coat
Outriggers 3 Point
Enclosure Type Steel w/ Lockable Door
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Light Color Temperature 5,000K
Driver Frequency 50-60 Hz
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162
CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1123 Meeting Date: 3/21/2023
TITLE:
APPROVAL FOR THE PURCHASE OF AUTOMATIC EXTERNAL DEFIBRILLATORS FOR FIRE DEPARTMENT AND CITY FACILITIES AND PURCHASE OF “X” SERIES ADVANCED
MONITOR /DEFIBRILLATORS
DEPARTMENT: FIRE & RESCUE DEPARTMENT AND FINANCE DEPARTMENT PRESENTED BY: JASON PYLE, OPERATIONS DIVISION CHIEF KRISTIN
STEVENS, MANAGEMENT ANALYST JUSTIN HORNER, FIRE
CAPTAIN / EMS MANAGER
CONTACT INFORMATION: DANIEL A. STEFANO, FIRE CHIEF, (714) 754-5106 RECOMMENDATION:
Staff recommends the City Council:
1. Authorize the use of GPO NPP contract no. PS20200 with Zoll Medical Corporation for the purchase of thirty-one (31) AEDs for the Fire Department and twenty-four (24) for City Facilities. (Attachment 1)
2. Authorize the use of GPO NPP contract no. PS2022 with Zoll Medical Corporation for the purchase of twelve (12) “X” Series Advanced Monitors/Defibrillators. (Attachment 2)
3. Approve and authorize the City Manager and City Clerk to execute the necessary documents to purchase the automatic external defibrillators (AED’s) and “X” series monitors/defibrillators.
BACKGROUND:
AED’s:
The citywide Public Access Defibrillation (PAD) program was implemented in 2007, with the goal of increasing the likelihood of survival from sudden cardiac arrest by minimizing the collapse-to- defibrillation interval with strategically placed Automated External Defibrillators (AED) and CPR/AED trained city employees.
AEDs have been placed at strategic locations in city facilities throughout Costa Mesa and in specifically selected city vehicles (Attachment 3). AEDs are intentionally placed so that they be accessed and used by both city employees and members of the general public who have been trained.
An automated external defibrillator (AED) is a device that automatically analyzes the heart rhythm in
163
File #: 23-1123 Meeting Date: 3/21/2023
An automated external defibrillator (AED) is a device that automatically analyzes the heart rhythm in patients suffering from cardiac arrest. The device delivers an electrical shock to the heart to restore its normal rhythm and is important lifesaving equipment in providing a rapid response to victims of cardiac arrest.
“X” Series Advanced Monitor/Defibrillator:
To provide Paramedic/Advance Life Support level care for the residents of Costa Mesa, the Fire Department is required to carry manual cardiac monitor-defibrillators on all of its Fire Engines and Fire Trucks. These units perform critical diagnostic and treatment interventions necessary to provide the appropriate care for patients with cardiac and other life threating emergencies.
Zoll Corporation has the cardiac resuscitation system that meets the needs and specifications of the Fire Department and provides the systems that CMFR currently use and train with. Currently, the Fire Department carries six (6) Zoll “Auto Pulse” automatic Cardio Pulmonary Resuscitation (CPR) chest compression devices on our fire apparatus, which are used in conjunction with the “X”Series monitors for the treatment of cardiac arrest victims.
Costa Mesa Fire & Rescue has invested in significant training on modern cardiac arrest management concepts utilizing Zoll equipment and technology. Maintaining and upgrading our Zoll equipment ensures that we continue on the path to providing the best possible out of hospital cardiac arrest care with the goal of maximizing not only successful resuscitations, but neurologically intact discharges from the hospital.
ANALYSIS:
AEDs:
AED’s have been placed at strategic locations in city facilities throughout Costa Mesa and in specifically selected city vehicles. AEDs are intentionally placed so that they can be readily and easily accessed. AED’s are currently located throughout each floor of City Hall, throughout the Police Department building and various City Facilities, including Balearic Community Center, Senior Center, Jack Hammett Field and Aquatic Center to name a few. The recommended replacement of the units is between eight to ten years from date of manufacture and of the 58 AEDs in use, all have expired, some as far back as 2019. The purchase of these specific AED’sallow integration with the Fire Departments monitors/defibrillators.
X Series Advanced Monitor/Defibrillator - 12 Lead ECG:
· Equipment Integration & Compatibility- only the Zoll system is designed for, and capable of, electronic interface between the Zoll “X”Series monitor-defibrillator and the Zoll “Auto Pulse” automatic “CPR” chest compression device.
· Twelve (12) Lead Technology- only the Zoll “X” Series monitor-defibrillator uses the innovation 12 lead algorithm which improves the reliability of the tracings and enables the paramedics to get the patient to the appropriate Cardiac Receiving Center faster. · Improved Technology- Real Time CPR Quality Analysis - The Zoll “X”Series monitor-Page 2 of 4 164
File #: 23-1123 Meeting Date: 3/21/2023
· Improved Technology- Real Time CPR Quality Analysis - The Zoll “X”Series monitor- defibrillator has a feature that provides real time feedback to firefighters when performing manual “CPR”that helps ensure the compressions and ventilations administered are of the correct depth, rate, and timing.
· Improved Technology- See Through CPR”- The Zoll “X”Series monitor-defibrillator has a feature that allows paramedics to determine the patient’scardiac rhythm without interrupting chest compressions. The American Heart Association has determined that delivering consistent high quality “CPR”with minimal interruptions significantly improves the chance of survival for cardiac arrest victims.
ALTERNATIVES:
The City Council could choose not to approve the purchase of the AED’s and “X” series monitors/defibrillators.
FISCAL REVIEW:
The total cost for procurement and delivery of fifty-five (55) Automated External Defibrillators through the GPO Contract no. PS20200 pricing is $138,120 including sales tax and the funding will be through account string 510502-101-16200-10230 (Safety and Health) in the operating budget of the Fire Department during Fiscal Year 2022-23. The total cost of procurement and delivery of “X”series monitors/defibrillators through the GPO Contract no. PS20200 pricing is $580,480 including sales tax and the funding will be through account string 510502-101-16200-10230 (Safety and Health) in the operating budget of the Fire Department during Fiscal Year 2022-23.
LEGAL REVIEW:
The City Attorney’s Office has reviewed the documents and approved them as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the City Council Goal:
· Strengthen the Public’s Safety and Improve the Quality of Life CONCLUSION:
The City Council’s approval for the purchase of AED’s will provide current AED’s to replace the expired ones located throughout all City Facilities and within Fire & Rescue’sfleet. The City Council’s approval for the purchase of “X” Series Advanced Monitor/Defibrillators will replace the Fire Departments current outdated equipment with modern equipment that utilizes updated technology.
Staff recommends the City Council:
1. Authorize the use of GPO NPP contract no. PS20200 with Zoll Medical Corporation for the purchase of AEDs for the Fire Department and for City Facilities Authorize the City Manager and City Clerk to execute the necessary documents to support public safety.
165
File #: 23-1123 Meeting Date: 3/21/2023
2. Authorize the use of GPO NPP contract no. PS2022 with Zoll Medical Corporation for the purchase of “X” Series Advanced monitors/defibrillators.
3. Approve and authorize the City Manager and City Clerk to execute the necessary documents to purchase the automatic external defibrillators (AED’s.)
166
Quote No: Q-48385 Version: 3
Costa Mesa Fire Department
77 Fair Drive
Costa Mesa, CA 92628
ZOLL Customer No: 142719
Justin Horner
(714) 327-7410
[email protected]
Item Contract Part Number Reference
1 949804 8502-001103-01
2 949804 20100000102011010
3 949804 8000-0807-01
4 949804 8900-0400
5 949804 8900-0810-01
Description
ZOLL AED 3® BLS EMS/ FIRE Package
Includes: Product Documentation, ZOLL AED 3
Battery Pack, Carry Case, CPR Stat padz, Pedi
padz II. Six (6) year factory warranty.
AED Plus® with AED Cover
Includes: LCD screen showing voice prompt
messages, device advisory messages, elapsed time,
shock count and chest compression bar. Supplied
with Public Safety PASS Cover, Softcase, Operator
Guide and (5) five year limited warranty.
Type 123 Lithium Batteries, quantity of ten (1 O)
with storage sleeve
CPR Stat-padz HVP Multi-Function CPR
Electrodes - 8 pair/case
Pedi-padz II Pediatric Multi-Function Electrodes
Designed for use with the AED Plus. The AED
recognizes when pedi?padz II are connected and
automatically proceeds with a pediatric ECG and
adjusts energy to pediatric levels. Twenty four (24)
month shelf-life. One pair.
Page I of3
ZOLL Medical Corporation
269 Mill Road
Chelmsford, MA 01824-4105
Federal ID# 04-2711626
Qty
31 24
24 8
24 Phone: (800) 348-9011
Fax: (978) 421-0015
Email: [email protected]
Quote No: Q-48385
Version: 3
Issued Date: March 10, 2023
Expiration Date: March 31, 2023
Terms: NET 30 DAYS
FOB: Destination
Freight: Free Freight
Prepared by: Catherine Prophet
EMS Territory Manager
[email protected]
949-436-4369
List Price Adj. Price
$4,015.00 $2,847.00
$2,195.00 $1,356.60
$85.00 $64.57
$666.00 $482.16
$108.00 $81.79
Subtotal:
Estimated Tax:
Total:
Total Price
$88,257.00
$32,558.40
$1,549.68
$3,857.28
$1,962.96
$128,185.32
$9,934.36
$138,119.68
Attachment 1
167
Quote No: Q-47021 Version: 3
Costa Mesa Fire Department
77 Fair Drive
Costa Mesa, CA 92628
ZOLL Customer No: 142719
Justin Horner
(714) 327-7410
[email protected]
Item Contract Part Number Reference
1 949804 601-2431112-01
2 949804 8000-001392
Description
X Series Advanced Monitor/Defibrillator -12-Lead
ECG, Pacing, Sp02, SpCO, EtC02, BVM, NIBP,
Audio, CPR Expansion Pack, Remote View
Includes: TBI Dashboard, 4 trace tri-mode display
monitor/ defibrillator/ printer, advisory algorithm,
advanced communications package (Wi-Fi,
Bluetooth, USB cellular modem capable) USB data
transfer capable and large 6.5in ( 16.5cm) diagonal
screen. Accessories Included: MFC cable and CPR
connector, A/C power cord, One (1) roll printer paper,
6.6 Ah Li-ion battery, Operators Manual, Quick
Reference Guide, and One (1)-year EMS warranty.
Parameter Details: Real CPR Help - Dashboard
display of CPR Depth and Rate for Adult and
Pediatric patients, Visual and audio prompts to coach
CPR depth (Adult patient only), Release bar to
ensure adequate release off the chest, Metronome to
coach rate for Adult and Pediatric patients. See-Thru
® CPR artifact filtering • Interpretative 12-Lead ECG
(Full 12 ECG lead view with both dynamic and static
12-lead mode display. 12-Lead OneStep ECG cable
- includes 4-Lead limb lead cable and removable
precordial 6-Lead set) • ZOLL Noninvasive Pacing
Technology• Real BVM Help: Dashboard provides
real-time ventilation feedback on both volume and
rate for intubated and non-intubated patients.
AccuVent Cable included. (Accuvent disposable
sensors sold separately) • Welch Allyn NIBP with
Smartcuff. 10 foot Dual Lumen hose and SureBP
Reusable Adult Medium Cuff • Masimo Sp02 &
SpCO with Signal Extraction Technology (SET),
Rainbow SET® • EtC02 Oridion Microstream
Technology. Microstream tubing set sold separately·
Masimo rainbow® RC-4 • 4FT, Reusable EMS
Patient Cable
Page I of 12
ZOLL Medical Corporation
269 Mill Road
Chelmsford, MA 01824-4105
Federal ID# 04-2711626
Qty
12 12
Phone: (800) 348-9011
Fax: (978) 421-0015
Email: [email protected]
Quote No: Q-47021
Version: 3
Issued Date: March 10, 2023
Expiration Date: March 31, 2023
Terms: NET 30 DAYS
FOB: Destination
Freight: Free Freight
Prepared by: Catherine Prophet
EMS Territory Manager
[email protected]
949-436-4369
List Price Adj. Price Total Price
$50,946.00 $39,367.11 $472,405.32
$278.00 $200.90 $2,410.80
Attachment 2
168
169
170
INVENTORY # SERIAL # LOCATION PRIMARY RESPONDER BATTERY
EXPIRATION DATE
PADS EPIRATION
DATE COMMENTS NOTES
17727 B06H-00820 517 FIRE DEPARTMENT N/A 05_2020
17725 B06H-01178 556 FIRE DEPARTMENT 03_2024 05_2020
17736 B06H-1017 DC VEHICLE FIRE DEPARTMENT 09_2023 07_2011 17720 B06H-00442 EMSC VEHICLE FIRE DEPARTMENT 03_2024 05_2020 17740 B06H-00973 OES 415 FIRE DEPARTMENT 01_2025 11_2021 17728 B06H-00798 511 FIRE DEPARTMENT 04_2022 11_2021
17729 B06H-01026 510 FIRE DEPARTMENT 12_2019 11_2021
17724 B06H-00971 514 FIRE DEPARTMENT 03_2024 05_2020
17746 B06H-00420 551 FIRE DEPARTMENT 03_2024 11_2021
18160 B06H-001223 507 FIRE DEPARTMENT N/A 11_2021
17752 B06H-00866 534 FIRE DEPARTMENT 12_2019 06_2019
N/A B06H-10171 555 FIRE DEPARTMENT 01_2019 05_2020
N/A B06H-00406 527 FIRE DEPARTMENT 02_2019 05_2019
N/A B06H-00656 554 FIRE DEPARTMENT 03_2024 11_2021
N/A B06H-01043 525 FIRE DEPARTMENT 03_2024 05_2020
N/A B06H-00656 524 FIRE DEPARTMENT 04_2022 06_2019
N/A B06H-00791 522 FIRE DEPARTMENT 09_2023 11_2021
N/A B06H-01073 553 FIRE DEPARTMENT 09_2023 05_2020
N/A B06H-01190 523 FIRE DEPARTMENT 04_2022 05_2020
N/A B06H-01308 METS CACHE FIRE DEPARTMENT N/A 03_2022
N/A B06H-01318 METS CACHE FIRE DEPARTMENT N/A 03_2022
N/A B06H-01066 METS CACHE FIRE DEPARTMENT N/A N/A
N/A B06H-01162 METS CACHE FIRE DEPARTMENT N/A N/A
17722 B06H-01307 520 FIRE DEPARTMENT 12_2019 08_2022
17735 B06H-00775 METS CACHE FIRE DEPARTMENT N/A N/A
17747 B06H-00658 METS CACHE FIRE DEPARTMENT N/A N/A
17723 B06H-00628 METS CACHE FIRE DEPARTMENT N/A N/A
17731 B06H-00440 METS CACHE FIRE DEPARTMENT 12_2019 04_2017 17730 B06H-00682 526 FIRE DEPARTMENT 12_2019 03_2022
18937 B14A-03283 515 FIRE DEPARTMENT 02_2022 01_2023
17726 B06H-01016 UTILITY FIRE DEPARTMENT N/A N/A
17743 B06H-01070 CMPD LEVEL B CITY 01_2023 02_2022
17770 B06H-00629 CMPD LEVEL 1 CITY 01_2023 02_2022
17741 B06H-01302 CMPD LEVEL 2 CITY 09_2023 02_2022
17749 B06H-01189 CMPD JAIL CITY 02_2019 02_2022
17751 B06H-00959 SOUTH COAST PLAZA SUB ST. CITY 01_2023 02_2022 17721 B06H-00754 CMPD SWAT TRUCK CITY 01_2023 02_2022
17726 B06H-01016 18TH STREET SUB STATION CITY N/A 11_2021 17891 B06H-00936 CITY HALLFLOOR 5 CITY 04_2022 11_2021
17893 B06H-01059 CITY HALL FLOOR 4 CITY 12_2019 11_2021 17890 B06H-01312 CITY HALL FLOOR 3 CITY 09_2023 02_2022 17895 B06H-01309 CITY HALL FLOOR 2 CITY 09_2023 02_2022 17894 B06H-00899 CITY HALL FLOOR 1 CITY 08_2023 02_2022 17738 B06H-00746 COSTA MESA DISPATCH CITY N/A 02_2022
17742 B06H-01188 WAREHOUSE EAST CITY 03_2024 02_2022
17734 B06H-00864 WAREHOUSE WEST CITY 04_2022 02_2022
17771 B06H-01252 CORP YARD BUILDING A CITY 08_2023 02_2022 17739 B06H-004451 DOWNTOWN REC CENTER CITY 03_2024 02_2022 17737 B06H-01069 AQUATIC CENTER CITY 03_2024 02_2022
17772 B06H-01241 BALEARIC COMMUNITY CENTER CITY 08_2023 02_2022 17773 B06H-00890 TEWINKLE PARK CITY 09_2023 11_2021
17744 B06H-01007 JACK HAMMETT FIELD CITY N/A 02_2022
17733 B06H-00870 TENNIS CLUB CITY 04_2022 02_2022
N/A B06H-01109 SENIOR CENTER CITY 12_2019 02_2022
N/A N/A POLICE DEPARTMENT POLICE DEPARTMENT N/A N/A 49-53 AEDS PER AED MANAGER Inventory List For AED's
Revised 2020
COSTA MESA FIRE AND RESCUE
ATTACHMENT 3
171
CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1106 Meeting Date: 3/21/2023
TITLE:
ADOPTION OF THE SIDE LETTERS OF AGREEMENT BETWEEN THE CITY OF COSTA MESA (CITY) AND THE COSTA MESA POLICE MANAGEMENT ASSOCIATION (CMPMA), THE COSTA
MESA FIRE MANAGEMENT ASSOCIATION (CMFMA), THE COSTA MESA FIREFIGHTERS
ASSOCIATION (CMFA), ADOPTION OF ACCOMPANYING SALARY RESOLUTIONS FOR THE
CMPMA, CMFMA, CMFA, COSTA MESA DIVISION MANAGERS ASSOCIATION (CMDMA),
EXECUTIVE EMPLOYEES, AND THE CONFIDENTIAL MANAGEMENT UNIT DEPARTMENT: CITY MANAGER’S OFFICE- HUMAN RESOURCES DIVISION PRESENTED BY: KASAMA LEE, HUMAN RESOURCES MANAGER
CONTACT INFORMATION: KASAMA LEE, HUMAN RESOURCES MANAGER (714) 754-5169
RECOMMENDATION:
Staff recommends the City Council:
1. Approve and Adopt the Side Letter of Agreement between the City of Costa Mesa and CMPMA (Attachment I);
2. Approve and Adopt the Side Letter of Agreement between the City of Costa Mesa and CMFMA (Attachment II);
3. Approve and Adopt the Side Letter of Agreement between the City of Costa Mesa and CMFA (Attachment III);
4. Approve and Adopt Resolution Numbers 2023-XX, 2023-XX, 2023-XX, 2023 -XX, 2023-XX, and 2023-XX revising the pay ranges for CMPMA, CMFMA, CMFA, CMDMA, Unrepresented Executive Employees and the Confidential Management Unit (Attachments IV - IX);
5. Approve the Fiscal Impact Analyses (Attachment X); and
6. Authorize the City Manager and members of the City’s Negotiation Team to execute the MOU documents and appropriate into the respective departmental budgets.
BACKGROUND:
In November 2022, the City Council approved two labor contract extensions and certain key compensation changes to help recruit, attract and retain high quality staff in the Costa Mesa City Employees Association (CMCEA) and the Costa Mesa Police Association (CMPA) due to an expiring
172
File #: 23-1106 Meeting Date: 3/21/2023
Employees Association (CMCEA) and the Costa Mesa Police Association (CMPA) due to an expiring contract, and a “reopener” clause in the other, respectively.
The approved agreements included the following key provisions:
Costa Mesa Police Association (CMPA)
· 2% base salary increase effective January 2023
· Additional 3% base salary increase effective July 2023 (net 5% including 2% previously negotiated)
· 4.25% base salary increase effective July 2024
· Reduction of 1.25% of employee retirement cost sharing · 0.5% deferred compensation contribution
· A Recruitment and Retention Incentive of 2.5%, 5%, 7.5% and 10% based on years of service with the City; and a specialty pay of 5% (net) for certain highly specialized assignments
Costa Mesa City Employees Association (CMCEA)
· 2% base salary increase effective January 2023
· 3% base salary increase effective July 2023
· 3% base salary increase effective July 2024
· Reduction of 3% in employee retirement cost sharing
· Health contribution increase of $50/month effective January 2023, 2024 & 2025 · 0.5% deferred compensation contribution
· Updates to standby, vacation, sick leave and shift assignment pay provisions ANALYSIS:
All of the agreements previously negotiated during the pandemic included “me too” or “reopener” provisions. As such, the approval of the two aforementioned contracts (CMCEA and CMPD) led to discussions with the City’sother employee associations regarding commensurate changes to their contracts.
The City’sNegotiation Team and representatives from each group held discussions regarding these provisions and the results of the discussions have been compiled in the proposed Side Letters of Agreement and Council Resolutions as follows:
Costa Mesa Police Management Association (CMPMA)
· One (1) year contract extension to June 30, 2025
o Effective January 2023, a 2% base salary increase
o Effective July 2023, an additional 2.0% base salary increase (above the 3% base salary increase negotiated in June 2020, for a total of 5%) o Effective July 2024, a 4.25% base salary increase
· Effective July 2023 reduction of 1.25% of employee cost sharing, which will require future City Council approval to amend the City’scurrent cost sharing agreement with
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File #: 23-1106 Meeting Date: 3/21/2023
CalPERS via Government Code 20516(a).
· Recruitment and Retention Incentive
o Effective January 2023, 10% of base salary for 25 years of sworn service o Effective July 2024, 7% for 20 years of sworn service and 5% for 15 years of sworn service
o Effective January 2025, 2.5% for 10 years of sworn service · Addition of Professional Standards Unit, Administration and Investigation assignments for 2.5% specialty assignment pay
Costa Mesa Fire Management Association (CMFMA)
o No change to original contract term ending on June 30, 2024 o Effective January 2023, a 2% base salary increase
o Effective July 2023, a 5% base salary increase
· Effective July 2023 reduction of 1.25% of employee cost sharing, which will require future City Council approval to amend the City’scurrent cost sharing agreement with CalPERS via Government Code 20516(a).
· Effective January 2023, Recruitment and Retention Incentive of 10% of base salary for 25 years of sworn service
Costa Mesa Firefighters Association (CMFA)
o No change to original contract term ending on June 30, 2024 o Effective January 2023, a 2% base salary increase
o Effective July 2023, a 5% base salary increase
· Effective July 2023 reduction of 1.25% of employee cost sharing, which will require future City Council approval to amend the City’scurrent cost sharing agreement with CalPERS via Government Code 20516(a).
· Effective January 2023, Recruitment and Retention Incentive of 10% of base salary for 25 years of sworn service
Costa Mesa Division Managers Association (CMDMA)
o No change to original contract term ending on June 30, 2024 o Effective January 2023, a 2% base salary increase
o Effective July 2023, a 5% base salary increase
· Effective July 2023 reduction of 1.25% of employee cost sharing, which will require future City Council approval to amend the City’scurrent cost sharing agreement with CalPERS via Government Code 20516(a).
Unrepresented Employees (Executives and Confidential Management Unit) o No change to original contract term ending on June 30, 2024 o Effective January 2023, a 2% base salary increase
o Effective July 2023, a 5% base salary increase
· Effective July 2023 reduction of up to 3% of employee cost sharing depending on retirement tier, which will require future City Council approval to amend the City’s current cost sharing agreement with CalPERS via Government Code 20516(a). · Conversion of Holiday pay to Certification pay for Police Chief to ensure there is no reduction in pensionable compensation for this key position due to the recent CalPERS denial of PERSable Holiday Pay for Police Chiefs statewide. This only impacts this one
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File #: 23-1106 Meeting Date: 3/21/2023
denial of PERSable Holiday Pay for Police Chiefs statewide. This only impacts this one position in the City.
The proposed Side Letters of Agreement and Council Resolutions take into consideration specific objectives that align with the City Council’sStrategic Plan Goals - Recruit, Retain High Quality Staff and Strengthen the Public’sSafety and Improve Quality of Life and the City’simproved financial health as the proposed provisions have financial implications.
Staff has prepared the necessary documents for City Council consideration of an adjustment to its compensation.
ALTERNATIVES:
The parties to this agreement considered a variety of issues in the context of good faith negotiations in accordance with Government Code Section 3500, et seq. (Meyer-Milias-Brown Act). The Side Letters of Agreement represent the successful conclusion of labor negotiations, and alternatives need not be considered as a result of collaborative efforts expended.
FISCAL REVIEW:
The Fiscal Impact Analysis prepared pursuant to City Council Policy 300-8 Transparency in Labor Negotiations, recognizes the current Fiscal Year 2022-23 pro-rated increase is estimated at $342,271, and will take effect during the payroll cycle as stated in the side letters. The estimated annual impact to the City’sFiscal Year 2023-24 budget is included in Attachment X and totals $1.8 million.
LEGAL REVIEW:
The City’s special counsel, Liebert Cassidy Whitmore (LCW) and City Attorney’s Office have reviewed the agreements and resolutions and this report and approved them as to form.
CONCLUSION:
Staff recommends the City Council:
1. Approve and Adopt the Side Letter of Agreement between the City of Costa Mesa and CMPMA (Attachment I);
2. Approve and Adopt the Side Letter of Agreement between the City of Costa Mesa and CMFMA (Attachment II);
3. Approve and Adopt the Side Letter of Agreement between the City of Costa Mesa and CMFA (Attachment III);
4. Approve and Adopt Resolution Numbers 2023-XX, 2023-XX, 2023-XX, 2023 -XX, 2023-XX, and 2023-XX revising the pay ranges for CMPMA, CMFMA, CMFA, CMDMA, Unrepresented Executive Employees and the Confidential Management Unit (Attachments IV - IX);
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File #: 23-1106 Meeting Date: 3/21/2023
5. Approve the Fiscal Impact Analyses (Attachment X); and
6. Authorize the City Manager and members of the City’s Negotiation Team to execute the MOU documents and appropriate into the respective departmental budgets.
176
SIDE LETTER OF AGREEMENT
CITY OF COSTA
AND
THE COSTA MESA POLICE MANAGEMENT ASSOCIATION
This Side Letter of Agreement (Agreement) between the City of Costa Mesa (City) and the Costa Mesa Police Management Association (Association) (collectively “Parties”) is entered into with respect to the following:
WHEREAS, the Parties are currently parties to a Memorandum of Understanding (MOU) with a term that expired on June 30, 2020, but was extended by a side letter (Attached hereto as Exhibit A) to expire on June 30, 2024; and
WHEREAS, the side letter in Section 3.2 gave the Association the option to reopen negotiations for the purpose of increasing pay and benefits and the Association exercised that option; and WHEREAS, the Parties have negotiated modifications to wages and benefits that modify the provisions of their MOU and wish to memorialize those changes in this Agreement; WHEREAS, the following memorializes the parties’ agreement.
The Parties agree to the following modifications to their MOU effective (except as otherwise provided below) upon City Council approval of this Agreement on March 7, 2023 as reflected by the track changes to each of the articles below.
ARTICLE 2 - TERM OF AGREEMENT
2.1 The term of this MOU will commence on July 1, 2018, and will expire on June 30, 20245.
ARTICLE 3 - BASIC SALARIES AND WAGES
3.2 The City will adjust the monthly base salary for members of the Association as follows:
o Effective the pay period that includes January 1, 2023, employees shall receive a two percent (2.0%) base salary increase for all classifications subject to this MOU. o Effective in the pay period which includes July 1, 2023, employees shall receive a three percent (3.0%) base salary increase. In addition, the Association has the option to reopen negotiations for the purpose of increasing pay and benefits. If the Association elects to exercise this option, it must notify the City no later than April 1, 2023. Any changes to the MOU must be by mutual agreement of the parties. o Effective the pay period that includes July 1, 2023, employees shall receive an additional two percent (2.0%) base salary increase for all classifications subject to this MOU. This two percent (2.0%) is in addition to but will not be compounded on the three percent (3.0%) which the parties previously (in 2020) agreed would be provided effective the pay period that includes July 1, 2023. o Effective the first full pay period beginning after July 1, 2024, employees shall receive a four and one quarter percent (4.25%) base salary increase for all classifications subject to this MOU.
The parties agree that the reopener provisions addressed above (originally contained in the July 2020 Side Letter) have been satisfied and there are no further reopeners through the end of the term of this MOU on June 30, 2025.
ATTACHMENT 1
177
3.32 RECRUITMENT AND RETENTION INCENTIVE PAY
Recruitment and Retention Incentive Pay is compensation to incentivize Police Department sworn employees to remain with the City of Costa Mesa.
Effective the pay period including the pay date of January 6, 2023, employees in this bargaining unit who have been employed in a full-time sworn law enforcement position (as defined by California Penal Code sections 830.1, 830.2, 830.32 and 830.33 or the out-of-state equivalent as determined by the Chief of Police) for twenty-five (25) years or more (with a maximum of 10 years in such a position outside of the City of Costa Mesa) shall receive recruitment and retention incentive pay of ten percent (10%).
Effective the first full pay period beginning after July 1, 2024, employees in this bargaining unit who have been employed in a full-time sworn law enforcement position (as defined by California Penal Code sections 830.1, 830.2, 830.32 and 830.33 or the out-of-state equivalent as determined by the Chief of Police) for twenty (20) years or more (with a maximum of 10 years in such a position outside of the City of Costa Mesa shall receive recruitment and retention incentive pay of seven and one-half percent (7.5%).
Effective the first full pay period beginning after July 1, 2024, employees in this bargaining unit who have been employed in a full-time sworn law enforcement position (as defined by California Penal Code sections 830.1, 830.2, 830.32 and 830.33 or the out-of-state equivalent as determined by the Chief of Police) in a full-time sworn law enforcement position with the City of Costa Mesa for fifteen (15) years or more (with a maximum of 10 years in such a position outside of the City of Costa Mesa) shall receive recruitment and retention incentive pay of five percent (5%).
Effective the pay period including the pay date of January 3, 2025, employees in this bargaining unit who have been employed ) in a full-time sworn law enforcement position (as defined by California Penal Code sections 830.1, 830.2, 830.32 and 830.33 or the out-of-state equivalent as determined by the Chief of Police) in a full-time sworn law enforcement position with the City of Costa Mesa for ten (10) years or more (with a maximum of 10 years in such a position outside of the City of Costa Mesa shall receive recruitment and retention incentive pay of two and one-half percent (2.5%).
Other civilian service will not count towards full-time sworn law enforcement service for this purpose.
The above recruitment and retention incentive pays are not cumulative. Once an employee becomes eligible for the next level of recruitment and retention incentive pay, they shall qualify for that level and no longer receive the prior level of pay (e.g. the maximum total incentive pay an employee can receive is a total of 10% for 25 or more years of sworn law enforcement service).
The parties agree, to the extent permitted by law, the compensation in this section is special compensation and shall be reported as such pursuant to Title 2 California Code of Regulations, Section 571 and 571.1.
ARTICLE 5 - RETIREMENT
5.1 CALPERS - The City contracts with CalPERS for retirement benefits.
A. Employees Who Are Not “New Members” as Defined by Government Code Section 7522.04(f) – i.e., “Classic Members”
4. Cost Sharing: Classic member employees subject to the 3%@50 formula pay an additional five percent (5%) of compensation earnable as cost sharing into their employee account with CalPERS in accordance with Government Code section 20516(a). 178
Effective the pay period that includes July 1, 2023, for Classic member employees subject to the 3%@50 formula, cost sharing per Government Code section 20516(a) will be reduced by one and one quarter percent (1.25%) for a net contribution of three and three quarters’ percent (3.75%) per Government Code section 20516(a). When this three and three quarters’ percent (3.75%) is added to the employees’ payment of nine percent (9%) towards their member contribution, employees shall pay twelve and three quarters’ percent (12.75%) compensation earnable towards their pension.
B. For “New Member” Employees
3. Payment of Employee/Member Contribution: New member employees are responsible for paying the employee contribution of one-half of the total normal cost of the plan, as defined by CalPERS, through a payroll deduction. This amount will be determined by CalPERS in the future.
Effective the pay period that includes July 1, 2023, for new member employees subject to the
2.7%@57 formula, if one-half of the CalPERS’ annual normal cost rate goes below 12.75% (and it is rounded by CalPERS to the nearest one-quarter of a percent), new member employees subject to the 2.7%@57 formula shall pay the difference between the one-half of the total normal cost rate and twelve and three-quarters percent (12.75%) of compensation earnable as cost sharing pursuant to Government Code section 20516(f).
Effective the pay period that includes July 1, 2023, for new member employees subject to the
2.7%@57 formula, if one-half of the CalPERS’ annual normal cost rate exceeds 12.75% (and it is rounded by CalPERS to the nearest one-quarter of a percent), the City will contribute the amount above 12.75% to the deferred compensation account (per IRS Code section 457(b)) of each new member.
ARTICLE 13 – SPECIALTY ASSIGNMENT PAY
13.2 UNIFORM ASSIGNMENT PAY – Employees in the classification of Police Lieutenant and Police Captain who are regularly assigned to uniform automobile/motorcycle patrol, or traffic enforcement , investigations, Professional Standards or Administration shall receive uniform special assignment pay (2.5% of base salary).
Employees assigned to patrol or traffic enforcementthe above assignments for less than 14 consecutive days shall not be eligible for Uniform Special Assignment Pay.
REPRESENTATIVES OF THE COSTA MESA REPRESENTATIVES OF THE
POLICE MANAGEMENT ASSOCIATION CITY OF COSTA MESA
EDWIN B. EVERETT LORI ANN FARRELL HARRISON
CMPMA President City Manager
JOYCELYN D. LAPOINTE ALMA L. REYES
CMPMA Negotiations Team Member Assistant to the City Manager __________________________________
DAVID U. CASAREZ CAROL L. MOLINA
CMPMA Negotiations Team Member Finance Director
KASAMA LEE
Human Resources Manager
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SIDE LETTER OF AGREEMENT
CITY OF COSTA
AND
THE COSTA MESA FIRE MANAGEMENT ASSOCIATION
This Side Letter of Agreement (Agreement) between the City of Costa Mesa (City) and the Costa Mesa Fire Management Association (Association) (collectively “Parties”) is entered into with respect to the following:
WHEREAS, the Parties are currently parties to a Memorandum of Understanding (MOU) with a term that expired on June 30, 2022, but was extended by a side letter (Attached hereto as Exhibit A) to expire on June 30, 2024; and
WHEREAS, the side letter in Section 3.4 provided that if any other bargaining unit in the City receives (through the labor negotiations process) a net base salary or certification/specialty/incentive pay increase that goes into effect on any date between July 1, 2022 and June 30, 2023 or July 1, 2023 and June 30, 2024, employees in the CMFMA will receive the same net base salary or certification/specialty/incentive pay increase on the same effective date as the other association.
WHEREAS, based on the side letter and increases provided to other bargaining units; the following memorializes the parties’ agreement.
The Parties agree to the following modifications to their MOU effective (except as otherwise provided below) upon City Council approval of this Agreement on March 7, 2023 as reflected by the track changes to each of the articles below.
ARTICLE 3 - BASIC SALARIES AND WAGES
3.2 SALARY ADJUSTMENTS – The salary adjustments will be implemented for the benchmark class of Battalion Chief and applied equally to Division Chief . The City will adjust the monthly base salary for CMFMA members based on the following:
Sixth Year of the Agreement -–Effective the pay period that includes July 1, 2022, monthly base salary of represented employee shall be increased by 2%. Effective the pay period that includes January 1, 2023, monthly base salary of represented employees shall be increased by 2% Seventh Year of the Agreement -– Effective the pay period that includes July 1, 2023, monthly base salary of represented employee shall be increased by 5%.
3.4 RECRUITMENT AND RETENTION INCENTIVE PAY
Recruitment and Retention Incentive Pay is compensation to incentivize Fire Department sworn employees to remain with the City of Costa Mesa.
Effective the pay period including the pay date of January 6, 2023, employees in this bargaining unit who have been employed in a full-time classification that is represented by this bargaining unit or the Costa Mesa Firefighters Association (i.e. Firefighter, Fire Engineer, Fire Captain, Battalion Chief or Fire Division Chief) in a municipal, state or federal fire department or other agency (as determined by the Fire Chief) for twenty-five (25) years or more (with a maximum of 10 years in such a position outside of the City of Costa Mesa) shall receive recruitment and retention incentive pay of ten percent (10%).
Service in any classification other than Firefighter, Fire Engineer, Fire Captain, Battalion Chief or Fire Division Chief will not count towards for this purpose.
ATTACHMENT 2
183
The parties agree, to the extent permitted by law, the compensation in this section is special compensation and shall be reported as such pursuant to Title 2 California Code of Regulations, Section 571 and 571.1.
ARTICLE 6 - RETIREMENT
6.1 A 4. Cost Sharing:
a. Employees in tier 1 subject to the 3%@50 formula pay additional retirement contributions into their employee account with PERS as cost sharing as follows:
iii. Effective the pay period that includes July 1, 2023, for Classic member employees subject to the 3%@50 formula, cost sharing per Government Code section 20516(a) will be reduced by one and one quarter percent (1.25%) for a net contribution of three and three quarters’ percent (3.75%) per Government Code section 20516(a). Effective the pay period that includes July 1, 2023, cost sharing per Government Code Section 20516(f) will be reduced to 3%. When the three and three quarters’ percent (3.75%) per 20516(a) and three percent (3%) per 20516(f) is added to the employees’ payment of nine percent (9%) towards their member contribution, employees shall pay fifteen and three quarters’ percent (15.75%) compensation earnable towards their pension. b. Employees in tier 2 subject to the 2%@50 formula pay additional retirement contributions into their employee account with PERS as cost sharing as follows:
iv. Effective the pay period that includes July 1, 2023, for Classic member employees subject to the 3%@50 formula, cost sharing per Government Code section 20516(f) will be reduced by one and one quarter percent (1.25%) for a net contribution of six and three quarters’ percent (6.75%) per Government Code section 20516(f). When the three and three quarters’ percent (6.75%) is added to the employees’ payment of nine percent (9%) towards their member contribution, employees shall pay fifteen and three quarters’ percent (15.75%) compensation earnable towards their pension.
6.1 B 4. Cost Sharing:
a. Employees who are defined as “New Members” by the PEPRA and who subject to the
2.7%@57 formula pay additional retirement contributions as cost sharing as follows:
iii. Effective the pay period that includes July 1, 2023, for new member employees subject to the 2.7%@57 formula, if one-half of the CalPERS’ annual normal cost rate goes below 15.75% (and it is rounded by CalPERS to the nearest one-quarter of a percent), new member employees subject to the 2.7%@57 formula shall pay the difference between the one-half of the total normal cost rate and fifteen and three-quarters percent (15.75%) of compensation earnable as cost sharing pursuant to Government Code section 20516(f).
Effective the pay period that includes July 1, 2023, for new member employees subject to the 2.7%@57 formula, if one-half of the CalPERS’ annual normal cost rate exceeds
15.75% (and it is rounded by CalPERS to the nearest one-quarter of a percent), the City will contribute the amount above 15.75% to the deferred compensation account (per IRS Code section 457(b)) of each new member.
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REPRESENTATIVES OF THE COSTA MESA REPRESENTATIVES OF THE CITY OF
FIREFIGHTERS ASSOCIATION COSTA MESA
JASON PYLE LORI ANN FARRELL HARRISON
CMFMA President City Manager
CHRISTOPHER H. COATES ALMA L. REYES
CMFMA Negotiations Team Member Assistant to the City Manager __________________________________
WILLIAM H. KERSHAW CAROL L. MOLINA
CMFMA Negotiations Team Member Finance Director
TIMOTHY J. VASIN KASAMA LEE
CMFMA Negotiations Team Member Human Resources Manager 185
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187
188
189
SIDE LETTER OF AGREEMENT
CITY OF COSTA
AND
THE COSTA MESA FIREFIGHTERS ASSOCIATION
This Side Letter of Agreement (Agreement) between the City of Costa Mesa (City) and the Costa Mesa Firefighters Association (Association) (collectively “Parties”) is entered into with respect to the following:
WHEREAS, the Parties are currently parties to a Memorandum of Understanding (MOU) with a term that expired on June 30, 2021, but was extended by a side letter (Attached hereto as Exhibit A) to expire on June 30, 2024; and
WHEREAS, the side letter in Section 3.4 provided that if any other bargaining unit in the City receives (through the labor negotiations process) an across-the-board net base salary or certification/specialty/incentive pay increase in excess of 2% (the value of the 14-day FLSA work period) that goes into effect on any date between July 1, 2022 and June 30, 2024, employees in the CMFA will receive an increase in the amount above two percent (2%) on the same effective date as the other association; and WHEREAS, based on the side letter and increases provided to other bargaining units; the following memorializes the parties’ agreement.
The Parties agree to the following modifications to their MOU effective (except as otherwise provided below) upon City Council approval of this Agreement on March 7, 2023 as reflected by the track changes to each of the articles below.
ARTICLE 3 - BASIC SALARIES AND WAGES
3.2 SALARY ADJUSTMENTS - Salary adjustments for each classification will be implemented as follows:
Increase of 2% inclusive of the pay period of January 1, 2023 Increase of 5% inclusive of the pay period of July 1, 2023
3.4 RECRUITMENT AND RETENTION INCENTIVE PAY
Recruitment and Retention Incentive Pay is compensation to incentivize Fire Department sworn employees to remain with the City of Costa Mesa.
Effective the pay period including the pay date of January 6, 2023, employees in this bargaining unit who have been employed in a full-time classification that is represented by this bargaining unit (i.e. Firefighter, Fire Engineer and Fire Captain) in a municipal, state or federal fire department or other agency (as determined by the Fire Chief) for twenty-five (25) years or more (with a maximum of 10 years in such a position outside of the City of Costa Mesa) shall receive recruitment and retention incentive pay of ten percent (10%).
Service in any classification other than Firefighter, Fire Engineer and Fire Captain will not count towards for this purpose.
The parties agree, to the extent permitted by law, the compensation in this section is special compensation and shall be reported as such pursuant to Title 2 California Code of Regulations, Section 571 and 571.1.
ATTACHMENT 3
190
ARTICLE 6 - RETIREMENT
6.1 A 4. Cost Sharing:
a. Employees in tier 1 subject to the 3%@50 formula pay an additional five percent for cost sharing into their employee account with PERS in accordance with Government Code section 20516(a).
Effective the pay period that includes July 1, 2023, for Classic member employees subject to the 3%@50 formula, cost sharing per Government Code section 20516(a) will be reduced by one and one quarter percent (1.25%) for a net contribution of three and three quarters’ percent (3.75%) per Government Code section 20516(a). When this three and three quarters’ percent (3.75%) is added to the employees’ payment of nine percent (9%) towards their member contribution, employees shall pay twelve and three quarters’ percent (12.75%) compensation earnable towards their pension.
a.b.Employees in tier 2 subject to the 2%@50 formula pay additional retirement contributions into their employee account with PERS as cost sharing as follows:
i. Effective at the beginning of the pay period following City Council approval of this MOU, these employees will pay three percent (3%) compensation earnable as cost sharing in accordance with Government Code section 20516(a). ii. Effective at the beginning of the pay period which includes January 1, 2018, these employees will pay two percent (2%) compensation earnable as cost sharing in accordance with Government Code section 20516(a).
Effective the pay period that includes July 1, 2023, for Classic member employees subject to the 2%@50 formula, cost sharing per Government Code section 20516(a) will be reduced by one and one quarter percent (1.25%) for a net contribution of three and three quarters’ percent (3.75%) per Government Code section 20516(a). When this three and three quarters’ percent (3.75%) is added to the employees’ payment of nine percent (9%) towards their member contribution, employees shall pay twelve and three quarters’ percent (12.75%) compensation earnable towards their pension.
6.1 B 4. Cost Sharing:
a. Employees who are defined as “New Members” by the PEPRA and who subject to the
2.7%@57 formula pay additional retirement contributions as cost sharing as follows:
i. Effective at the beginning of the pay period following City Council approval of this MOU, these employees will pay one and one quarter percent (1.25%) compensation earnable as cost sharing in accordance with Government Code section 20516(f).
ii. Effective at the beginning of the pay period which includes January 1, 2018, these employees will pay an additional one and one quarter percent (1.25%) for a total of two and one half percent (2.50%) compensation earnable as cost sharing in accordance with Government Code section 20516(f). 191
b. Notwithstanding subparagraph 4(a) above, subsequent to January 1, 2018, the cost share payment for PEPRA employees will fluctuate if the normal cost rate changes. If the half the normal cost rate reduces below 11.50%, the cost share (per Government Code section 20516(f) will go up so that when combined with the half the normal cost rate, the employee is paying a total of 14% for retirement. If the half the normal cost rate increases above 11.50%, the cost share (per Government Code section 20516(f) will go down so that when combined with the half the normal cost rate, the employee is paying a total of 14% for retirement. If the half the normal cost rate goes above 14%, there will be no cost share payment due from the PEPRA new member (Tier 3) employees. Rather, the employee will just pay the applicable half the normal cost rate as determined by CalPERS.
c. Effective the pay period that includes July 1, 2023, for new member employees subject to the
2.7%@57 formula, if one-half of the CalPERS’ annual normal cost rate goes below 12.75% (and it is rounded by CalPERS to the nearest one-quarter of a percent), new member employees subject to the 2.7%@57 formula shall pay the difference between the one-half of the total normal cost rate and twelve and three-quarters; percent (12.75%) of compensation earnable as cost sharing pursuant to Government Code section 20516(f). d. Effective the pay period that includes July 1, 2023, for new member employees subject to the
2.7%@57 formula, if one-half of the CalPERS’ annual normal cost rate exceeds 12.75% (and it is rounded by CalPERS to the nearest one-quarter of a percent), the City will contribute the amount above 12.75% to the deferred compensation account (per IRS Code section 457(b)) of each new member.
REPRESENTATIVES OF THE COSTA MESA REPRESENTATIVES OF THE CITY OF
FIREFIGHTERS ASSOCIATION COSTA MESA
STEVEN CATHEY LORI ANN FARRELL HARRISON
CMFA President City Manager
ALMA L. REYES
CMFA Negotiations Team Member Assistant to the City Manager __________________________________
CAROL L. MOLINA
CMFA Negotiations Team Member Finance Director
KASAMA LEE
CMFA Negotiations Team Member Human Resources Manager
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194
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ATTACHMENT 4
RESOLUTION NO. 2023-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, REVISING THE PAY RANGES FOR JOB CLASSIFICATIONS
REPRESENTED BY THE COST A MESA POLICE MANAGEMENT ASSOCIATION PURSUANT TO THE 2023 SIDE LETTER.
THE CITY COUNCIL OF THE CITY OF COSTA MESA , CALIFORNIA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS:
WHEREAS, the current Memorandum of Understanding (MOU) between the City and the Costa Mesa Police Management Association (CMPMA) expired on June 30, 2020, but was extended by a side letter to expire on June 30, 2024; and WHEREAS, Section 3.2 of the 2020 side letter gave CMPMA the option to reopen negotiations for the purpose of increasing pay and benefits and CMPMA timely exercised that option; and
WHEREAS, the Parties have negotiated modifications to wages and benefits that modify the provisions of the MOU and wish to adopt those changes;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Costa Mesa as follows:
SECTION 1. The following pay ranges and monthly rates of pay for the identified job classifications are hereby established and placed under the Basic Salary Administration Plan effective the pay period that includes January 1, 2023. The monthly rate of pay may also be in increments between the monthly minimum and maximum pay steps.
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0204 Police Lieutenant 060 $11,066 $11,619 $12,200 $12,810 $13,451 $14,124 $14,830 Monthly $132,792 $139,428 $146,400 $153,720 $161,412 $169,488 $177,960 Annual $63.84 $67.03 $70.38 $73.90 $77.60 $81.48 $85.56 Hourly
0205 Police Captain 051 $12,608 $13,238 $13,900 $14,595 $15,325 $16,091 $16,896 Monthly $151,296 $158,856 $166,800 $175,140 $183,900 $193,092 $202,752 Annual $72.74 $76.37 $80.19 $84.20 $88.41 $92.83 $97.48 Hourly
SECTION 2. The following pay ranges and monthly rates of pay for the identified job classifications are hereby established and placed under the Basic Salary Administration Plan effective the pay period that includes July 1, 2023. The monthly rate 196
of pay may also be in increments between the monthly minimum and maximum pay steps.
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0204 Police Lieutenant 060 $11,619 $12,200 $12,810 $13,451 $14,124 $14,830 $15,572 Monthly $139,428 $146,400 $153,720 $161,412 $169,488 $177,960 $186,864 Annual $67.03 $70.38 $73.90 $77.60 $81.48 $85.56 $89.84 Hourly
0205 Police Captain 051 $13,238 $13,900 $14,595 $15,325 $16,091 $16,896 $17,741 Monthly $158,856 $166,800 $175,140 $183,900 $193,092 $202,752 $212,892 Annual $76.37 $80.19 $84.20 $88.41 $92.83 $97.48 $102.35 Hourly
SECTION 3. The following pay ranges and monthly rates of pay for the identified job classifications are hereby established and placed under the Basic Salary Administration Plan effective the pay period that includes July 1, 2024. The monthly rate of pay may also be in increments between the monthly minimum and maximum pay steps.
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0204 Police Lieutenant 060 $12,114 $12,720 $13,356 $14,024 $14,725 $15,461 $16,234 Monthly $145,368 $152,640 $160,272 $168,288 $176,700 $185,532 $194,808 Annual $69.89 $73.38 $77.05 $80.91 $84.95 $89.20 $93.66 Hourly
0205 Police Captain 051 $13,800 $14,490 $15,215 $15,976 $16,775 $17,614 $18,495 Monthly $165,600 $173,880 $182,580 $191,712 $201,300 $211,368 $221,940 Annual $79.62 $83.60 $87.78 $92.17 $96.78 $101.62 $106.70 Hourly
SECTION 4. The City of Costa Mesa has contracted with the California Public Employees Retirement System (CalPERS) to provide retirement benefits to eligible City employees. Employees will contribute towards the employee and employer contribution as stipulated in the Memorandum of Understanding (MOU) and Side Letter with the Costa Mesa Police Management Association. There will be no Employer Paid Member Contribution (EPMC).
SECTION 5. All parts of resolutions in conflict herewith are hereby rescinded.
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PASSED AND ADOPTED this 21st day of March, 2023.
______________________________
John Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Brenda Green, City Clerk Kimberly Hall Barlow, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 2023-XX and was dul y passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 21st day of March, 2023, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 22nd day of March, 2023.
__________________________
Brenda Green, City Clerk
(SEAL)
198
ATTACHMENT 5
RESOLUTION NO. 2023-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, REVISING THE PAY RANGES FOR JOB CLASSIFICATIONS
REPRESENTED BY THE COST A MESA FIRE MANAGEMENT ASSOCIATION PURSUANT TO THE 2023 SIDE LETTER.
THE CITY COUNCIL OF THE CITY OF COSTA MESA , CALIFORNIA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS:
WHEREAS, the Parties are currently parties to a Memorandum of Understanding (MOU) with a term that expired on June 30, 2022, but was extended by a side letter to expire on June 30, 2024; and
WHEREAS, the side letter in Section 3.2 provided that if any other bargaining unit in the City receives (through the labor negotiations process) a net base salary or certification/specialty/incentive pay increase that went into effect on any date between July 1, 2022 and June 30, 2023 or July 1, 2023 and June 30, 2024, employees in the CMFMA would receive the same net base salary or certification/specialty/incentive pay increase on the same effective date as the other association.
WHEREAS, the Parties have negotiated modifications to wages and benefits that modify the provisions of the MOU and this Resolution is intended to reflect those changes; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Costa Mesa as follows:
SECTION 1. The following pay ranges and monthly rates of pay for the identified job classifications are hereby established and placed under the Basic Salary Administration Plan effective the pay period that includes January 1, 2023. The monthly rate of pay may also be in increments between the monthly minimum and maximum pay steps.
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0214 Battalion Chief 728 $10,711 $11,247 $11,809 $12,399 $13,019 $13,670 $14,353 Monthly $128,532 $134,964 $141,708 $148,788 $156,228 $164,040 $172,236 Annual $44.14 $46.35 $48.66 $51.09 $53.65 $56.33 $59.15 Hourly (56 hr) $61.79 $64.89 $68.13 $71.53 $75.11 $78.87 $82.81 Hourly (40 hr)
0219 Fire Division Chief 154 $12,073 $12,677 $13,311 $13,977 $14,676 $15,410 $16,181 Monthly Eff 6/19/22 $144,876 $152,124 $159,732 $167,724 $176,112 $184,920 $194,172 Annual $69.65 $73.14 $76.79 $80.64 $84.67 $88.90 $93.35 Hourly (40 hr)
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Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0219 Fire Division Chief 154 $12,315 $12,931 $13,578 $14,257 $14,970 $15,719 $16,505 Monthly Eff 12/18/22 $147,780 $155,172 $162,936 $171,084 $179,640 $188,628 $198,060 Annual $71.05 $74.60 $78.33 $82.25 $86.37 $90.69 $95.22 Hourly (40 hr)
SECTION 2. The following pay ranges and monthly rates of pay for the identified job classifications are hereby established and placed under the Basic Salary Administration Plan effective the pay period that includes July 1, 2023. The monthly rate of pay may also be in increments between the monthly minimum and maximum pay steps.
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0214 Battalion Chief 728 $11,247 $11,809 $12,399 $13,019 $13,670 $14,353 $15,071 Monthly $134,964 $141,708 $148,788 $156,228 $164,040 $172,236 $180,852 Annual $46.35 $48.66 $51.09 $53.65 $56.33 $59.15 $62.11 Hourly (56 hr) $64.89 $68.13 $71.53 $75.11 $78.87 $82.81 $86.95 Hourly (40 hr)
0219 Fire Division Chief 154 $12,931 $13,578 $14,257 $14,970 $15,719 $16,505 $17,330 Monthly $155,172 $162,936 $171,084 $179,640 $188,628 $198,060 $207,960 Annual $74.60 $78.33 $82.25 $86.37 $90.69 $95.22 $99.98 Hourly
SECTION 3. The City of Costa Mesa has contracted with the California Public Employees Retirement System (CalPERS) to provide retirement benefits to eligible City employees. Employees will contribute towards the employee and employer contribution as stipulated in the Memorandum of Understanding (MOU) and Side Letter with the Costa Mesa Fire Management Association. There will be no Employer Paid Member Contribution (EPMC).
SECTION 4. All parts of resolutions in conflict herewith are hereby rescinded.
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PASSED AND ADOPTED this 21st day of March, 2023.
______________________________
John Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Brenda Green, City Clerk Kimberly Hall Barlow, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 2023-XX and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 21st day of March, 2023, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 22nd day of March, 2023.
__________________________
Brenda Green, City Clerk
(SEAL)
201
ATTACHMENT 6
RESOLUTION NO. 2023-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, REVISING THE PAY RANGES FOR JOB CLASSIFICATIONS
REPRESENTED BY THE COSTA MESA FIREFIGHTERS ASSOCIATION PURSUANT TO THE 2023 SIDE LETTER.
THE CITY COUNCIL OF THE CITY OF COSTA MESA , CALIFORNIA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS:
WHEREAS, the Parties are currently parties to a Memorandum of Understanding (MOU) with a term that expired on June 30, 2021, but was extended by a side letter to expire on June 30, 2024; and
WHEREAS, the side letter in Section 3.4 provided that if any other bargaining unit in the City received (through the labor negotiations process) an across-the-board net base salary or certification/specialty/incentive pay increase in excess of 2% (the value of the 14-day FLSA work period) that went into effect on any date between July 1, 2022 and June 30, 2024, employees in the CMFA would receive an increase in the amount above two percent (2%) on the same effective date as the other association; and WHEREAS, the Parties have negotiated modifications to wages and benefits that modify the provisions of the MOU and this Resolution is intended to reflect those changes; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Costa Mesa as follows:
SECTION 1. The following pay ranges and monthly rates of pay for the identified job classifications are hereby established and placed under the Basic Salary Administration Plan effective the pay period that includes January 1, 2023. The monthly rate of pay may also be in increments between the monthly minimum and maximum pay steps.
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0211 Firefighter 191 $6,105 $6,410 $6,731 $7,068 $7,421 $7,792 $8,182 Monthly $73,260 $76,920 $80,772 $84,816 $89,052 $93,504 $98,184 Annual $25.16 $26.41 $27.74 $29.13 $30.58 $32.11 $33.72 Hourly (56 hr) $35.22 $36.98 $38.83 $40.78 $42.81 $44.95 $47.20 Hourly (40 hr)
0212 Fire Engineer 200 $7,050 $7,403 $7,773 $8,162 $8,570 $8,999 $9,449 Monthly $84,600 $88,836 $93,276 $97,944 $102,840 $107,988 $113,388 Annual $29.05 $30.51 $32.03 $33.63 $35.32 $37.08 $38.94 Hourly (56 hr) $40.67 $42.71 $44.84 $47.09 $49.44 $51.92 $54.51 Hourly (40 hr)
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Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0213 Fire Captain 214 $8,145 $8,552 $8,980 $9,429 $9,900 $10,395 $10,915 Monthly $97,740 $102,624 $107,760 $113,148 $118,800 $124,740 $130,980 Annual $33.56 $35.24 $37.01 $38.86 $40.80 $42.84 $44.98 Hourly (56 hr) $46.99 $49.34 $51.81 $54.40 $57.12 $59.97 $62.97 Hourly (40 hr)
SECTION 2. The following pay ranges and monthly rates of pay for the identified job classifications are hereby established and placed under the Basic Salary Administration Plan effective the pay period that includes July 1, 2023. The monthly rate of pay may also be in increments between the monthly minimum and maximum pay steps.
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0211 Firefighter 191 $6,410 $6,731 $7,068 $7,421 $7,792 $8,182 $8,591 Monthly $76,920 $80,772 $84,816 $89,052 $93,504 $98,184 $103,092 Annual $26.41 $27.74 $29.13 $30.58 $32.11 $33.72 $35.40 Hourly (56 hr) $36.98 $38.83 $40.78 $42.81 $44.95 $47.20 $49.56 Hourly (40 hr)
0212 Fire Engineer 200 $7,403 $7,773 $8,162 $8,570 $8,999 $9,449 $9,921 Monthly $88,836 $93,276 $97,944 $102,840 $107,988 $113,388 $119,052 Annual $30.51 $32.03 $33.63 $35.32 $37.08 $38.94 $40.88 Hourly (56 hr) $42.71 $44.84 $47.09 $49.44 $51.92 $54.51 $57.24 Hourly (40 hr)
0213 Fire Captain 214 $8,552 $8,980 $9,429 $9,900 $10,395 $10,915 $11,461 Monthly $102,624 $107,760 $113,148 $118,800 $124,740 $130,980 $137,532 Annual $35.24 $37.01 $38.86 $40.80 $42.84 $44.98 $47.23 Hourly (56 hr) $49.34 $51.81 $54.40 $57.12 $59.97 $62.97 $66.12 Hourly (40 hr)
SECTION 3. The City of Costa Mesa has contracted with the California Public Employees Retirement System (CalPERS) to provide retirement benefits to eligible City employees. Employees will contribute towards the employee and employer contribution as stipulated in the Memorandum of Understanding (MOU) and Side Letter with the Costa Mesa Firefighters Association. There will be no Employer Paid Member Contribution (EPMC).
SECTION 4. All parts of resolutions in conflict herewith are hereby rescinded.
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PASSED AND ADOPTED this 21st day of March, 2023.
______________________________
John Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Brenda Green, City Clerk Kimberly Hall Barlow, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 2023-XX and was dul y passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 21st day of March, 2023, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 22nd day of March, 2023.
__________________________
Brenda Green, City Clerk
(SEAL)
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ATTACHMENT 7
RESOLUTION NO. 23-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, REVISING THE PAY RANGES FOR JOB CLASSIFICATIONS REPRESENTED BY THE COSTA MESA DIVISION MANAGERS ASSOCIATION .
The City Council of the City of Costa Mesa does hereby resolve, determine and order as follows:
WHEREAS, the City Council previously adopted Resolution No. 2022 -38, implementing changes agreed upon with the Costa Mesa Division Managers Association; and
WHEREAS, the City Council desires to repeal and replace Resolution No. 2022- 38 to revise the pay ranges for the classifications specified herein; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Costa Mesa as follows:
SECTION 1. The following job classifications are hereby revised to reflect the salary ranges and monthly rat es of pay specified, effective the pay period that includes January 1, 2023. The rate of pay for individual classifications may be anywhere within the monthly minimum and maximum salary steps.
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0143 Assistant Building Official 854 $8,615 $9,046 $9,498 $9,973 $10,472 $10,996 $11,546 Monthly $103,380 $108,552 $113,976 $119,676 $125,664 $131,952 $138,552 Annual $49.70 $52.19 $54.80 $57.54 $60.42 $63.44 $66.61 Hourly
0157 Assistant Development 761 $11,472 $12,046 $12,648 $13,280 $13,944 $14,641 $15,373 Monthly Services Director $137,664 $144,552 $151,776 $159,360 $167,328 $175,692 $184,476 Annual $66.18 $69.50 $72.97 $76.62 $80.45 $84.47 $88.69 Hourly
0142 Building Official 754 $11,190 $11,750 $12,338 $12,955 $13,603 $14,283 $14,997 Monthly $134,280 $141,000 $148,056 $155,460 $163,236 $171,396 $179,964 Annual $64.56 $67.79 $71.18 $74.74 $78.48 $82.40 $86.52 Hourly
0112 City Engineer 751 $11,971 $12,570 $13,198 $13,858 $14,551 $15,279 $16,043 Monthly $143,652 $150,840 $158,376 $166,296 $174,612 $183,348 $192,516 Annual $69.06 $72.52 $76.14 $79.95 $83.95 $88.15 $92.56 Hourly
0161 Community Improvement 895 $8,066 $8,469 $8,892 $9,337 $9,804 $10,294 $10,809 Monthly Manager $96,792 $101,628 $106,704 $112,044 $117,648 $123,528 $129,708 Annual $46.53 $48.86 $51.30 $53.87 $56.56 $59.39 $62.36 Hourly
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Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0239 Emergency Services Manager 855 $8,980 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 Monthly $107,760 $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 Annual $51.81 $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 Hourly
0111 Energy and Sustainability 897 $8,980 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 Monthly Services Manager $107,760 $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 Annual $51.81 $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 Hourly
0216 Fire Marshal 895 $11,190 $11,750 $12,338 $12,955 $13,603 $14,283 $14,997 Monthly $134,280 $141,000 $148,056 $155,460 $163,236 $171,396 $179,964 Annual $64.56 $67.79 $71.18 $74.74 $78.48 $82.40 $86.52 Hourly
0451 Maintenance Services 733 $8,795 $9,235 $9,697 $10,182 $10,691 $11,226 $11,787 Monthly Manager $105,540 $110,820 $116,364 $122,184 $128,292 $134,712 $141,444 Annual $50.74 $53.28 $55.94 $58.74 $61.68 $64.77 $68.00 Hourly
0160 Neighborhood Improvement 719 $8,066 $8,469 $8,892 $9,337 $9,804 $10,294 $10,809 Monthly Manager $96,792 $101,628 $106,704 $112,044 $117,648 $123,528 $129,708 Annual $46.53 $48.86 $51.30 $53.87 $56.56 $59.39 $62.36 Hourly
0097 Police Administrative Services 756 $10,198 $10,708 $11,243 $11,805 $12,395 $13,015 $13,666 Monthly Commander $122,376 $128,496 $134,916 $141,660 $148,740 $156,180 $163,992 Annual $58.83 $61.78 $64.86 $68.11 $71.51 $75.09 $78.84 Hourly
0464 Police Records, 899 $8,980 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 Monthly Property & Evidence Manager $107,760 $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 Annual $51.81 $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 Hourly
0077 Public Affairs Manager 140 $8,980 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 Monthly $107,760 $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 Annual $51.81 $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 Hourly
0162 Real Property Manager 730 $8,066 $8,469 $8,892 $9,337 $9,804 $10,294 $10,809 Monthly $96,792 $101,628 $106,704 $112,044 $117,648 $123,528 $129,708 Annual $46.53 $48.86 $51.30 $53.87 $56.56 $59.39 $62.36 Hourly
0305 Recreation Manager 893 $8,767 $9,205 $9,665 $10,148 $10,655 $11,188 $11,747 Monthly $105,204 $110,460 $115,980 $121,776 $127,860 $134,256 $140,964 Annual $50.58 $53.11 $55.76 $58.55 $61.47 $64.55 $67.77 Hourly
0303 Senior Recreation Program 725 $6,393 $6,713 $7,049 $7,401 $7,771 $8,160 $8,568 Monthly Administrator $76,716 $80,556 $84,588 $88,812 $93,252 $97,920 $102,816 Annual $36.88 $38.73 $40.67 $42.70 $44.83 $47.08 $49.43 Hourly
0236 Telecommunications Manager 894 $9,878 $10,372 $10,891 $11,436 $12,008 $12,608 $13,238 Monthly $118,536 $124,464 $130,692 $137,232 $144,096 $151,296 $158,856 Annual $56.99 $59.84 $62.83 $65.98 $69.28 $72.74 $76.37 Hourly
0113 Transportation Services 745 $11,824 $12,415 $13,036 $13,688 $14,372 $15,091 $15,846 Monthly Manager $141,888 $148,980 $156,432 $164,256 $172,464 $181,092 $190,152 Annual $68.22 $71.63 $75.21 $78.97 $82.92 $87.06 $91.42 Hourly
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SECTION 2. The following job classifications are hereby revised to reflect the salary ranges and monthly rat es of pay specified, effective the pay period that includes July 1, 2023. The rate of pay for individual classifications may be anywhere within the monthly minimum and maximum salary steps.
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0143 Assistant Building Official 854 $9,046 $9,498 $9,973 $10,472 $10,996 $11,546 $12,123 Monthly $108,552 $113,976 $119,676 $125,664 $131,952 $138,552 $145,476 Annual $52.19 $54.80 $57.54 $60.42 $63.44 $66.61 $69.94 Hourly
0157 Assistant Development Services 761 $12,046 $12,648 $13,280 $13,944 $14,641 $15,373 $16,142 Monthly Director $144,552 $151,776 $159,360 $167,328 $175,692 $184,476 $193,704 Annual $69.50 $72.97 $76.62 $80.45 $84.47 $88.69 $93.13 Hourly
0142 Building Official 754 $11,750 $12,338 $12,955 $13,603 $14,283 $14,997 $15,747 Monthly $141,000 $148,056 $155,460 $163,236 $171,396 $179,964 $188,964 Annual $67.79 $71.18 $74.74 $78.48 $82.40 $86.52 $90.85 Hourly
0112 City Engineer 751 $12,570 $13,198 $13,858 $14,551 $15,279 $16,043 $16,845 Monthly $150,840 $158,376 $166,296 $174,612 $183,348 $192,516 $202,140 Annual $72.52 $76.14 $79.95 $83.95 $88.15 $92.56 $97.18 Hourly
0161
Community Improvement
Manager 895 $8,469 $8,892 $9,337 $9,804 $10,294 $10,809 $11,349 Monthly $101,628 $106,704 $112,044 $117,648 $123,528 $129,708 $136,188 Annual $48.86 $51.30 $53.87 $56.56 $59.39 $62.36 $65.48 Hourly
0239 Emergency Services Manager 855 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 $12,636 Monthly $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 $151,632 Annual $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 $72.90 Hourly
0111 Energy and Sustainability 897 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 $12,636 Monthly Services Manager $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 $151,632 Annual $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 $72.90 Hourly
0216 Fire Marshal 895 $11,750 $12,338 $12,955 $13,603 $14,283 $14,997 $15,747 Monthly $141,000 $148,056 $155,460 $163,236 $171,396 $179,964 $188,964 Annual $67.79 $71.18 $74.74 $78.48 $82.40 $86.52 $90.85 Hourly
0451 Maintenance Services Manager 733 $9,235 $9,697 $10,182 $10,691 $11,226 $11,787 $12,376 Monthly $110,820 $116,364 $122,184 $128,292 $134,712 $141,444 $148,512 Annual $53.28 $55.94 $58.74 $61.68 $64.77 $68.00 $71.40 Hourly
0160 Neighborhood Improvement 719 $8,469 $8,892 $9,337 $9,804 $10,294 $10,809 $11,349 Monthly Manager $101,628 $106,704 $112,044 $117,648 $123,528 $129,708 $136,188 Annual $48.86 $51.30 $53.87 $56.56 $59.39 $62.36 $65.48 Hourly
0097 Police Administrative Services 756 $10,708 $11,243 $11,805 $12,395 $13,015 $13,666 $14,349 Monthly Commander $128,496 $134,916 $141,660 $148,740 $156,180 $163,992 $172,188 Annual $61.78 $64.86 $68.11 $71.51 $75.09 $78.84 $82.78 Hourly
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Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0464 Police Records, 899 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 $12,636 Monthly Property & Evidence Manager $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 $151,632 Annual $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 $72.90 Hourly
0077 Public Affairs Manager 140 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 $12,636 Monthly $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 $151,632 Annual $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 $72.90 Hourly
0162 Real Property Manager 730 $8,469 $8,892 $9,337 $9,804 $10,294 $10,809 $11,349 Monthly $101,628 $106,704 $112,044 $117,648 $123,528 $129,708 $136,188 Annual $48.86 $51.30 $53.87 $56.56 $59.39 $62.36 $65.48 Hourly
0305 Recreation Manager 893 $9,205 $9,665 $10,148 $10,655 $11,188 $11,747 $12,334 Monthly $110,460 $115,980 $121,776 $127,860 $134,256 $140,964 $148,008 Annual $53.11 $55.76 $58.55 $61.47 $64.55 $67.77 $71.16 Hourly
0303 Senior Recreation Program 725 $6,713 $7,049 $7,401 $7,771 $8,160 $8,568 $8,996 Monthly Administrator $80,556 $84,588 $88,812 $93,252 $97,920 $102,816 $107,952 Annual $38.73 $40.67 $42.70 $44.83 $47.08 $49.43 $51.90 Hourly
0236 Telecommunications Manager 894 $10,372 $10,891 $11,436 $12,008 $12,608 $13,238 $13,900 Monthly $124,464 $130,692 $137,232 $144,096 $151,296 $158,856 $166,800 Annual $59.84 $62.83 $65.98 $69.28 $72.74 $76.37 $80.19 Hourly
0113 Transportation Services 745 $12,415 $13,036 $13,688 $14,372 $15,091 $15,846 $16,638 Monthly Manager $148,980 $156,432 $164,256 $172,464 $181,092 $190,152 $199,656 Annual $71.63 $75.21 $78.97 $82.92 $87.06 $91.42 $95.99 Hourly
SECTION 3. The City of Costa Mesa has contracted with the California Public Employees Retirement System (CalPERS) to provide retirement benefits to eligible City employees.
3.1 CalPERS - MISCELLANEOUS MEMBERS
Employees covered by this resolution who do not meet the definition of “new member” under the California Public Employees’ Pension Reform Act of 2013 (PEPRA) (those unit members shall be referred to as “classic members”) are enrolled in either the CalPERS retirement plan provided for by Government Code § 21354.4, and commonly referred to as the 2.5% at age 55 retirement plan (“tier 1”), or the 2% at 60 formula provided for by Government Code § 21353 (“tier 2”).
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A. Classic Members:
Effective April 16, 2017, the total contribution for tier 1 (2.5% @ 55) unit members will be 12 % of compensation earnable, inclusive of statutory employee contributions and all cost sharing. The total contribution for tier 2 (2% @ 60) unit members will be 10% of compensation earnable, inclusive of statutory employee contributions and all cost sharing.
Effective the pay period that includes July 1, 2023, classic member employees subject to the 2.5%@55 formula shall have their cost sharing per Government Code section 20516(a) reduced by 1.469% for a net contribution of one percent (1%) and cost sharing pursuant to 20516(f) will be reduced from 1.531% to 0%.
Effective the pay period that includes July 1, 2023, classic member employees subject to the 2%@60 formula shall have their cost sharing per Government Code section 20516(f) reduced by 1% for a net contribution of two percent (2%).
B. New Members: Under PEPRA (see section 2.2 below):
Effective April 16, 2017, the total contribution for PEPRA tier 3 (2% @ 62) unit members will be 9 % of pensionable compensation, inclusive of statutory employee contributions and cost sharing.
3.2 THE CALIFORNIA PUBLIC EMPLOYEES’ PENSION REFORM ACT OF 2013 (PEPRA)
As it may from time to time exist, the PEPRA shall in its entirety be given full force and effect. PEPRA includes, but is not limited to, the provisions described below:
Members hired on and after January 1, 2013, deemed to be a “new member” as defined in Government Code § 7522.04, shall individually pay an initial Member CALPERS contribution rate of 50% of the normal cost rate for the Defined Benefit Plan in which said “new member” is enrolled, rounded to the nearest 209
quarter of 1%, or the current contribution rate of similarly situated employees, whichever is greater.
Members who are “new members” on and after January 1, 2013, shall be enrolled in the PEPRA provided for 2% @ 62 retirement formula for miscellaneous employees (Govt. Code § 7522.20).
Members who are “new members” on and after January 1, 2013, shall have “final compensation” measured by the highest average annual pe nsionable compensation earned by the member during a period of at least 36 consecutive months (Section 7522.32.), and their retirement benefits shall be calculated based on “pensionable compensation” (Section 7522.10) rather than “compensation earnable” (Section 20636).
SECTION 4. Employees covered by this resolution shall be provided with a $75 monthly technology allowance. The City Manager has the sole discretion to grant, modify or deny an allowance for employees covered by this resolution.
SECTION 5. The City shall contribute an amount toward the flexible benefit plan bucket for the payment of premiums for affected employees and dependents based upon the following criteria:
Full family coverage for the PERS Platinum medical plan under the California Public Employees’ Retirement System (CALPERS) health insurance programs Full family coverage for the Dental Indemnity plan
Full premium payment for Life Insurance
Long Term Disability premium will be based upon the top step salary of the highest-salaried Division Manager within the classified service
Any amounts necessary to maintain benefit premiums in excess of the City contribution specified above shall be borne entirely by the executive employee.
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SECTION 6. Effective October 15, 2017, employees covered by this resolution shall accrue vacation leave at the following rates and shall be capped at the following maximum levels:
Years of Service Annual Accrual 40-Hour Maximum Accrual 40-Hour 1-2 92 184
3-4 116 232
5-9 140 280
10-14 164 320
15-19 188 320
20+ 212 320
Vacation Leave Cash-Outs – Each fiscal year, employees will have the following cash-out options: 1) One eighty (80) hour cash -out any time during the fiscal year, regardless of the employee’s maximum accrual and regardless of the employee’s Vacation Leave usage; and, 2) Up to fou r cash-outs per fiscal year, any time during the fiscal year (irrespective of quarter), based on a “2 for 1” usage ratio, up to a maximum of 80-hours for each cash out. For example, if an employee uses 10 hours of Vacation Leave, the employee could cash o ut up to 20 hours of Vacation Leave; in order for an employee to cash -out the maximum of 80 -hours Vacation Leave, the employee would need to use 40 hours of Vacation Leave.
All employees who are at the Maximum Accrual Level or who may reach the Maximum Accrual Level shall utilize the “Cash -Out” and/or “Vacation Leave” options so as to NOT exceed the Vacation Accrual Ceiling. Other than exceptions granted based upon City and/or Departmental needs as approved by both the Department Director and the City Man ager there will no other cash -out of Vacation Leave time beyond the Maximum Accrual rates that have been established.
SECTION 7. Effective December 24, 2017, the City shall grant Executive Leave to management personnel not to exceed forty (40) hours per year. The City Manager may grant an additional sixty (60) hours of Executive Leave.
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SECTION 8. Pursuant to the Executive Professional Development Reimbursement Program, the City agrees to reimburse Division Managers up to $1,000 per fiscal year for activities, materials, equipment or fees that will aid in their individual professional development. The intent of this program is to encourage and recognize executive staff for pursuing educational, professional or community-oriented activities, enhancing job skills and expertise, and/or purchasing materials/equipment, which improve the executive’s performance. These activities, materials, equipment or fees are intended to be beyond what is budgeted for individuals through the annual b udget cycle. The reimbursement options available include the following:
Professional memberships, licenses and certificates that are job-related Professional conferences that are job -related including fees and other expenses while attending
Membership dues in community organizations relevant to the executive’s job assignment
Purchase of job -related professional journals, periodicals, books or other written materials which further knowledge or improvement of effecti veness in performance of duties
Education fees that exceed the City’s annual $1,250 tuition reimbursement limit Direct purchase of qualifying computer equipment defined in Administrative Regulation 2.29
The Department Director and Assistant City Manager must approve participation in the activitie s and/or purchase of the materials/equipment in advance. Claims for reimbursement must be accompanied by documentation that an eligible expense has been incurred during the fiscal year for the executive employee only. Any portion of the reimbursement amount not incurred within the fiscal year shall remain City funds unless prior approval has been received by the City Manager. Requests to carry forward unencumbered amounts to the next fiscal year must receive approval by the City Manager prior to the end of the fiscal year. All payments will be in the form of reimbursement and no executive employee will directly receive cash for this benefit. Reimbursements, which are subject to taxation, will be processed through the payroll system. The Finance 212
Department shall administer this program in accordance to the stated purpose and will provide the appropriate forms and procedures. This reimbursement program does not prohibit individual departments from continuing to budget funds for executive staff attendance at pro fessional conferences and seminars, for the payment of professional membership dues, and/or for the purchase of books, journals and written materials that are job-related and will enhance an executive’s knowledge or expertise.
SECTION 9. The 401(a) de ferred compensation plan provides executives with another tax-deferred savings plan for future financial planning. The City will provide a
0.5% per pay period employer contribution for any executive whose management group elects to participate in the 401(a) plan. The employer contribution will be reflected in that executive’s annual total compensation calculation. However, the City will not provide an employer contribution to the current 457 deferred compensation plan and the executive must make all 457 contributions.
SECTION 10. All parts of resolutions in conflict herewith are hereby rescinded.
PASSED AND ADOPTED this 21st day of March, 2023.
______________________________
John Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Brenda Green, City Clerk Kimberly Hall Barlow, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
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I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 202 3-XX and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 21st day of March, 2023, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 22nd day of March, 2023.
__________________________
Brenda Green, City Clerk
(SEAL)
214
ATTACHMENT 8
RESOLUTION NO. 23-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, REVISING THE EXECUTIVE COMPENSATION PLAN AND EXECUTIVE SALARY SCHEDULE.
THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS:
WHEREAS, on June 7, 2022 the City Council adopted Resolution No. 2022 -40, revising the pay ranges for job classifications in the Executive Salary Schedule effective June 19, 2022; and
WHEREAS, the City Council desires to repeal and replace Resolution No. 2022 - 40 to revise the pay ranges for the classifications specified herein; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Costa Mesa as follows:
SECTION 1. The Costa Mesa City Council previously established the Executive Compensation Plan to: 1) promote maximum commitment by City executives to objectives and standards of the City Council and City Manager; 2) establish a system in which compensation serves as an effective device for promoting better job performance; 3) foster the identification of an executive employee group and recognize the distinct character of executive jobs; and, 4) improve the City’s ability to attract and retain outstanding executives.
SECTION 2. The following job classifications, placed under the Executive Salary Schedule, are hereby revised to reflect the salary ranges and monthly rates of pay specified, effective the pay period including January 1, 2023. The rate of pay for individual executives may be anywhere within the monthly minimum and maximum salary steps.
APPOINTED AT-WILL EXECUTIVES
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0075 Assistant City Manager 810 $13,782 $14,471 $15,195 $15,955 $16,753 $17,591 $18,471 Monthly $165,384 $173,652 $182,340 $191,460 $201,036 $211,092 $221,652 Annual $79.51 $83.49 $87.66 $92.05 $96.65 $101.49 $106.56 Hourly
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APPOINTED AT-WILL SWORN DEPARTMENT DIRECTORS
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0223 Fire Chief 793 $15,527 $16,303 $17,118 $17,974 $18,873 $19,817 $20,808 Monthly $186,324 $195,636 $205,416 $215,688 $226,476 $237,804 $249,696 Annual $89.58 $94.06 $98.76 $103.70 $108.88 $114.33 $120.05 Hourly
0207 Police Chief 792 $15,527 $16,303 $17,118 $17,974 $18,873 $19,817 $20,808 Monthly $186,324 $195,636 $205,416 $215,688 $226,476 $237,804 $249,696 Annual $89.58 $94.06 $98.76 $103.70 $108.88 $114.33 $120.05 Hourly
APPOINTED AT-WILL DEPARTMENT DIRECTORS
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0091 Administrative Services Director 775 $10,867 $11,410 $11,980 $12,579 $13,208 $13,868 $14,561 Monthly $130,404 $136,920 $143,760 $150,948 $158,496 $166,416 $174,732 Annual $62.69 $65.83 $69.12 $72.57 $76.20 $80.01 $84.01 Hourly
0080 Economic and Development 850 $13,767 $14,455 $15,178 $15,937 $16,734 $17,571 $18,450 Monthly Development Services Director $165,204 $173,460 $182,136 $191,244 $200,808 $210,852 $221,400 Annual $79.43 $83.39 $87.57 $91.94 $96.54 $101.37 $106.44 Hourly
0069 Finance Director 772 $13,790 $14,480 $15,204 $15,964 $16,762 $17,600 $18,480 Monthly $165,480 $173,760 $182,448 $191,568 $201,144 $211,200 $221,760 Annual $79.56 $83.54 $87.72 $92.10 $96.70 $101.54 $106.62 Hourly
0049 Information Technology 851 $13,056 $13,709 $14,394 $15,114 $15,870 $16,664 $17,497 Monthly Director $156,672 $164,508 $172,728 $181,368 $190,440 $199,968 $209,964 Annual $75.32 $79.09 $83.04 $87.20 $91.56 $96.14 $100.94 Hourly
0306 Parks and Community 735 $11,584 $12,163 $12,771 $13,410 $14,080 $14,784 $15,523 Monthly Services Director $139,008 $145,956 $153,252 $160,920 $168,960 $177,408 $186,276 Annual $66.83 $70.17 $73.68 $77.37 $81.23 $85.29 $89.56 Hourly
0117 Public Works Director 791 $13,767 $14,455 $15,178 $15,937 $16,734 $17,571 $18,450 Monthly $165,204 $173,460 $182,136 $191,244 $200,808 $210,852 $221,400 Annual $79.43 $83.39 $87.57 $91.94 $96.54 $101.37 $106.44 Hourly
SECTION 3. The following job classifications, placed under the Executive Salary Schedule, are hereby revised to reflect the salary ranges and monthly rates of pay specified, effective the pay period including July 1, 2023 . The rate of pay for individual executives may be anywhere within the monthly minimum and maximum salary steps.
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APPOINTED AT-WILL EXECUTIVES
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0075 Assistant City Manager 810 $14,471 $15,195 $15,955 $16,753 $17,591 $18,471 $19,395 Monthly $173,652 $182,340 $191,460 $201,036 $211,092 $221,652 $232,740 Annual $83.49 $87.66 $92.05 $96.65 $101.49 $106.56 $111.89 Hourly
APPOINTED AT-WILL SWORN DEPARTMENT DIRECTORS
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0223 Fire Chief 793 $16,303 $17,118 $17,974 $18,873 $19,817 $20,808 $21,848 Monthly $195,636 $205,416 $215,688 $226,476 $237,804 $249,696 $262,176 Annual $94.06 $98.76 $103.70 $108.88 $114.33 $120.05 $126.05 Hourly
0207 Police Chief 792 $16,303 $17,118 $17,974 $18,873 $19,817 $20,808 $21,848 Monthly $195,636 $205,416 $215,688 $226,476 $237,804 $249,696 $262,176 Annual $94.06 $98.76 $103.70 $108.88 $114.33 $120.05 $126.05 Hourly
APPOINTED AT-WILL DEPARTMENT DIRECTORS
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0091 Administrative Services Director 775 $11,410 $11,980 $12,579 $13,208 $13,868 $14,561 $15,289 Monthly $136,920 $143,760 $150,948 $158,496 $166,416 $174,732 $183,468 Annual $65.83 $69.12 $72.57 $76.20 $80.01 $84.01 $88.21 Hourly
0080 Economic and Development 850 $14,455 $15,178 $15,937 $16,734 $17,571 $18,450 $19,373 Monthly Development Services Director $173,460 $182,136 $191,244 $200,808 $210,852 $221,400 $232,476 Annual $83.39 $87.57 $91.94 $96.54 $101.37 $106.44 $111.77 Hourly
0069 Finance Director 772 $14,480 $15,204 $15,964 $16,762 $17,600 $18,480 $19,404 Monthly $173,760 $182,448 $191,568 $201,144 $211,200 $221,760 $232,848 Annual $83.54 $87.72 $92.10 $96.70 $101.54 $106.62 $111.95 Hourly
0049 Information Technology 851 $13,709 $14,394 $15,114 $15,870 $16,664 $17,497 $18,372 Monthly Director $164,508 $172,728 $181,368 $190,440 $199,968 $209,964 $220,464 Annual $79.09 $83.04 $87.20 $91.56 $96.14 $100.94 $105.99 Hourly
0306 Parks and Community 735 $12,163 $12,771 $13,410 $14,080 $14,784 $15,523 $16,299 Monthly Services Director $145,956 $153,252 $160,920 $168,960 $177,408 $186,276 $195,588 Annual $70.17 $73.68 $77.37 $81.23 $85.29 $89.56 $94.03 Hourly
0117 Public Works Director 791 $14,455 $15,178 $15,937 $16,734 $17,571 $18,450 $19,373 Monthly $173,460 $182,136 $191,244 $200,808 $210,852 $221,400 $232,476 Annual $83.39 $87.57 $91.94 $96.54 $101.37 $106.44 $111.77 Hourly
SECTION 4. Except as expressly provided in the City Manager’s Employment Agreement, the City Manager shall receive the same benefits as the other Executives.
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SECTION 5. Effective the payroll period that includes January 1 of each year commencing on January 1, 2023, the City Manager is eligible to move to the next step in the salary range which equates to a three percent (3%) base salary increase, pursuant to the terms of her Employment Agreement
SECTION 6. The City of Costa Mesa has contracted with the California Public Employees Retirement System (CalPERS) to provide retirement benefits to eligible City employees.
6.1 CalPERS - Miscellaneous Members
Employees covered by this resolution who do not meet the definition of “new member” under the California Public Employees’ Pension Reform Act of 2013 (PEPRA) (those unit members shall be referred to as “classic members”) are enrolled in either the CalPERS retirement plan provided for by Government Code § 21354.4, and commonly referred to as the 2.5% at age 55 retirement plan (“tier 1”), or the 2% at 60 formula provided for by Government Code § 21353 (“tier 2”).
A. Classic Members:
Effective April 16, 2017 , the total contribution for tier 1 (2.5% @ 55) unit members will be 12 % of compensation earnable, inclusive of statutory employee contributions and all cost sharing. The total contribution for tier 2 (2% @ 60) unit members will be 10% of compensation earnable, inclusive of statutory employee contributions and all cost sharing.
Class Code Class Title
Pay Grade
No.
Eff
12/19/2021
1 Eff
1/1/2023
2 Eff
1/1/2024
3 Eff
1/1/2025
4 Eff
1/1/2026
5 0076 City Manager 850 $25,000 $25,750 $26,523 $27,318 $28,138 Monthly $300,000 $309,000 $318,270 $327,818 $337,656 Annual $144.23 $148.56 $153.01 $157.60 $162.33 Hourly
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Effective the pay period that includes July 1, 2023, cla ssic member employees subject to the 2.5%@55 formula shall have their cost sharing per Government Code section 2 0516(a) reduced by 1.469% for a net contribution of one percent (1%) and cost sharing pursuant to 20516(f) will be reduced from 1.531% to 0%.
Effective the pay period that includes July 1, 2023, classic member employees subject to the 2%@60 formula shall have their cost sharing per Government Code section 20516(f) reduced by 1% for a net contribution of two percent (2%).
B. New Members: Under PEPRA (see section 3.4 below):
Effective April 16, 2017, the total contribution for PEPRA tier 3 (2% @ 62) unit members will be 9 % of pensionable compensation, inclusive of statutory employee contributions and cost sharing.
6.2 CalPERS - Safety Police Members
Employees covered by this resolution who do not meet the definition of “new member” under the California Public Employees’ Pension Reform Act of 2013 (PEPRA) (those unit members shall be referred to as “classic members”) are enrolled in the CalPERS retirement plan provided for by Government Code § 21362.2, and commonly referred to as the 3% at age 50 retirement plan (“tier 1”).
A. Classic Members:
Effective April 16, 2017, the total contribution for tier 1 (3% @ 50 ) unit members will be 12% of compensation earnable, inclusive of statutory employee contributions and all cost sharing.
B. New Members: Under PEPRA (see section 3.4 below):
Effective April 16, 2017, the total contribution for PEPRA tier 2 (2.7% @ 57) unit members will be 9% of pensionable compensation, inclusive of statutory employee contributions and cost sharing.
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6.3 CalPERS – Safety Fire Members
Employees covered by this resolution who do not meet the definition of “new member” under the California Public Employees’ Pension Reform Act of 2013 (PEPRA) (those unit members shall be referred to as “classic members”) are enrolled in either the CalPERS retirement plan provided for by Government Code § 21362.2, and commonly referred to as the 3% at age 50 retirement plan (“tier 1”) or the 2% at 50 formula provided for by Government Code § 21362 (“tier 2”).
A. Classic Members:
Effective June 21, 2020 , t he total contribution for tier 1 (3% @ 50) unit members will be 15 % of compensation earnable, inclusive of statutory employee contributions and all cost sharing. The total contribution for tier 2 (2% @ 50) unit members will be 15% of compensation earnable, inclusive of statutory employee contributions and all cost sharing.
Effective the pay period that includes July 1, 2023, classic member employees subject to the 2%@50 formula shall have their cost sharing per Government Code section 20516(f) reduced by 2% for a net contribution of three percent (3%).
B. New Members: Under PEPRA (see section 3.4 below):
Upon adoption of this resolut ion by the City Council, the total contribution for PEPRA tier 3 (2.7% @ 57) will be 9% of pensionable compensation, inclusive of statutory employee contributions and cost sharing.
6.4 THE CALIFORNIA PUBLIC EMPLOYEES’ PENSION REFORM ACT OF 2013 (PEPRA)
As it may from time to time exist, the PEPRA shall in its entirety be given full force and effect. PEPRA includes, but is not limited to, the provisions described 220
below:
Members hired on and after January 1, 2013, deemed to be a “new member” as defined in Government Code § 7522.04, shall individually pay an initial Member CALPERS contribution rate of 50% of the normal cost rate for the Defined Benefit Plan in which said “new member” is enrolled, rounded to the nearest quarter of 1%, or the current contribu tion rate of similarly situated employees, whichever is greater.
Members who are “new members” on and after January 1, 2013, shall be enrolled in the PEPRA provided for 2% @ 62 retirement formula for miscellaneous employees (Govt. Code § 7522.20) , or 2.7% @ 57 for safety employees (Govt.
Code § 7522.25(d)).
Members who are “new members” on and after January 1, 2013, shall have “final compensation” measured by the highest average annual pensionable compensation earned by the member during a period of at le ast 36 consecutive months (Section 7522.32.), and their retirement benefits shall be calculated based on “pensionable compensation” (Section 7522.10) rather than “compensation earnable” (Section 20636).
SECTION 7. The following classifications shall be pr ovided with a City vehicle or monthly automobile allowance:
Assigned City Vehicle: Fire Chief, Police Chief
Assigned City Vehicle or up to $650 Monthly Automobile Allowance , except as expressly provided in the City Manager’s Employment Agreement: City Manager
$575 Monthly Automobile Allowance: Administrative Services Director, Assistant City Manager, Economic and Development Services Director , Finance Director, Information Technology Director, Parks and Community Services Director , Public Works Director
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In all situations, the City Manager has the sole discretion to grant, modify or deny use of a City vehicle or grant an allowance for employees covered by this resolution.
SECTION 8. Employees covered by this resolutio n shall be provided with a $75 monthly technology allowance. The City Manager has the sole discretion to grant, modify or deny an allowance for employees covered by this resolution.
SECTION 9. With exception of the City Manager, a pay -for-performance evaluation and compensation sy stem will be utilized for all employees in executive job classifications. All compensation increases for executives will be based upon continued meritorious service to the City. Though the City Manager may receive labor marketplace salary adjustments, annual performance evaluations for this position will be conducted in the fall of each year by the City Council.
SECTION 10. The Fire Chief and Police Chief are eligible to participate in the Management Certification/Education Program based upon the following achievements and criteria:
Certification/ Degree Eligible Classification Award P.O.S.T. Executive Certificate Police Chief 5.0%
FBI Academy Police Chief 2.5%*
Command College Police Chief 2.5%*
National Fire Academy - Executive Fire Officer Fire Chief 2.50% Master’s Degree Fire Chief 2.50%
*Effective 1/1/23 – in lieu of receiving holiday pay
Awards are based on a percentage of base salary. The maximum cumulative award payable to a ny employee shall not exceed 10.0% of base salary. These awards shall be reported to PERS as “compensation earnable” and will be included as an element of total compensation in the annual calculation.
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An award may be granted, rejected or removed at any ti me. The City Manager may review and update this program on a periodic basis to ensure its vitality and relevance.
SECTION 11. The City shall contribute an amount toward the executive flexible benefit plan bucket for the payment of premiums for affected employees and dependents based upon the following criteria:
Full family coverage for the PERS Platinum medical plan under the California Public Employees’ Retirement System (CALPERS) health insurance programs Full family coverage for the Dental Indemnity plan
Full premium payment for Life Insurance
Long Term Disability premium will be based upon the top step salary of the highest-salaried Department Director within the classified service Any amounts necessary to maintain benefit premiums in exces s of the City contribution specified above shall be borne entirely by the executive employee.
SECTION 12. Effective October 15, 2017, employees covered by this resolution shall accrue vacation leave at the following rates and shall be capped at the following maximum levels:
Years of Service Annual Accrual 40-Hour Maximum Accrual 40-Hour 1-2 92 184
3-4 116 232
5-9 140 280
10-14 164 320
15-19 188 320
20+ 212 320
Vacation Leave Cash-Outs – Each fiscal year, employees will have the following cash-out options: 1) One eighty (80) hour cash -out any time during the fiscal year, regardless of the employee’s maximum accrual and regardless of the employee’s 223
Vacation Leave usage; and, 2) Up to fo ur cash-outs per fiscal year, any time during the fiscal year (irrespective of quarter), based on a “2 for 1” usage ratio, up to a maximum of 80-hours for each cash out. For example, if an employee uses 10 hours of Vacation Leave, the employee could cash out up to 20 hours of Vacation Leave; in order for an employee to cash -out the maximum of 80 -hours Vacation Leave, the employee would need to use 40 hours of Vacation Leave.
All employees who are at the Maximum Accrual Level or who may reach the Maximum Accrual Level shall utilize the “Cash -Out” and/or “Vacation Leave” options so as to NOT exceed the Vacation Accrual Ceiling. Other than exceptions granted based upon City and/or Departmental needs as approved by the City Manager, there will no other cash-out of Vacation Leave time beyond the Maximum Accrual rates that have been established.
SECTION 13. Effective December 24, 2017, the City shall grant Executive Leave to management personnel not to exceed forty (40) hours per year. The City Manager may grant up to an additional sixty (60) hours of Executive Leave.
SECTION 14. Pursuant to the Executive Professional Development Reimbursement Program, the City agrees to reimburse Department Directors up to $2,000 per fiscal year for activities, materials, equipment or fees that will aid in their individual professional development. The intent of this program is to encourage and recognize executive staff for pursuing educational, professional or community -oriented activities, enhancing job skills and expertise, and/or purchasing materials/equipment, which improve the executive’s performance. These activities, materials, equipment or fees are intended to be beyond what is budgeted for individuals through the annual budget cycle. The reimbursement options available include the following:
Professional memberships, licenses and certificates that are job-related Professional conferences that are job -related including fees and other expenses while attending
Membership dues in community organizations relevant to the executive’s job 224
assignment
Purchase of job -related professional journals, periodicals, books or other written materials which further knowledge or improvement of effecti veness in performance of duties
Education fees that exceed the City’s annual $1,250 tuition reimbursement limit Direct purchase of qualifying computer equipment defined in Administrative Regulation 2.29
The Assistant City Manager must approve participation in the activities and/or purchase of the materials/equipment in advance. Claims for reimbursement must be accompanied by documentation that an eligible expense has been incurred during the fiscal year for the executive employee only. Any portion of the reimbursement amount not incurred within the fiscal year shall remain City funds unless prior approval has been received by the City Manager. Requests to carry forward unencumbered amounts to the next fiscal year m ust receive approval by the City Manager prior to the end of the fiscal year. All payments will be in the form of reimbursement and no executive employee will directly receive cash for this benefit. Reimbursements, which are subject to taxation, will be processed through the payroll system. The Finance Department shall administer this program in accordance to the stated purpose and will provide the appropriate forms and procedures. This reimbursement program does not prohibit individual departments from continuing to budget funds for executive staff attendance at professional conferences and seminars, for the payment of professional membership dues, and/or for the purchase of books, journals and written materials that are job-related and will enhance an executive’s knowledge or expertise.
SECTION 15. The 401(a) deferred compensation plan provides executives with another tax-deferred savings plan for future financial planning. Effective August 29, 2021, employees covered by the Executive Compensation Plan and executive salary schedule shall receive a $15,000 annual contribution to the City’s 401(a) plan. Except as provided in the City Manager’s Employment Agreement, executives must make any and all 457 deferred compensation contributions. The City shall co ntribute to City Manager’s 4 57 225
account the maximum annual contribution permitted, including applicable catch -up provisions. The City will also calculate a contribution to a defined contribution plan for the Fire Chief in an amount to be determined by an a ctuarial valuation performed by a professional actuary.
SECTION 1 6. All resolutions and parts of resolutions in conflict herewith are hereby rescinded.
PASSED AND ADOPTED this 21st day of March, 2023.
______________________________
John Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Brenda Green, City Clerk Kimberly Hall Barlow, City Attorney
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STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 202 3-XX and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 21st day of March, 2023, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 22nd day of March, 2023.
______________________________
Brenda Green, City Clerk
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ATTACHMENT 9
RESOLUTION NO. 2023-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, REVISING THE PAY RANGE S FOR CLASSIFICATION S IN THE
CONFIDENTIAL MANAGEMENT UNIT
THE CITY COUNCIL OF THE CITY OF COSTA MESA , CALIFORNIA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS:
WHEREAS, on June 7, 2022 the City Council adopted Resolution No. 2022-39, revising the pay ranges for job classifications in the Conf idential Management Unit, effective June 19, 2022; and
WHEREAS, the City Council desires to repeal and replace Resolution No. 2022- 39 to revise the pay ranges for the classifications specified herein; and NOW, THEREFORE, BE IT RESOLVED by the City Counc il of the City of Costa Mesa as follows:
SECTION 1. Employer-Employee Organization Relations Resolution No. 95 -63, as authorized under the California Government Code (Section 3500, et seq.), defines “Employee, Confidential” as any employee whose normal duties would give the employee access to decisions or the decision-making processes of the City concerning any matters relating to employer -employee relations; and said Resolution sets forth the “Policy and Standards for Determination of Appropriate Units”, including the provision that confidential responsibilities are determining factors in establishing appropriate units. Accordingly, specific positions have been determined by the City Manager (Employee Relations Officer) as having access to or preparing confidential materials and/or information and/or recommendations on behalf of the City in matters relating to employer-employee relations and are included in this Confidential Management Unit.
SECTION 2. The following positions of the Office of the City Manager, Finance Department and Information Technology Department, placed u nder the Confidential Management Unit Salary Schedule, are hereby revised to reflect the salary ranges and monthly rates of pay specified, effective the pay period that includes January 1 , 2023.
The monthly rate of pay may also be in i ncrements between the monthly minimum and maximum pay step.
228
Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0068 Assistant Finance Director 750 $11,940 $12,537 $13,164 $13,822 $14,513 $15,239 $16,001 Monthly $143,280 $150,444 $157,968 $165,864 $174,156 $182,868 $192,012 Annual $68.88 $72.33 $75.95 $79.74 $83.73 $87.92 $92.31 Hourly
0092 Assistant to the City Manager 896 $8,980 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 Monthly $107,760 $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 Annual $51.81 $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 Hourly
0059
Budget and Purchasing
Manager 740 $9,769 $10,257 $10,770 $11,308 $11,873 $12,467 $13,090 Monthly $117,228 $123,084 $129,240 $135,696 $142,476 $149,604 $157,080 Annual $56.36 $59.18 $62.13 $65.24 $68.50 $71.93 $75.52 Hourly
0023 City Clerk 892 $10,460 $10,983 $11,532 $12,109 $12,714 $13,350 $14,018 Monthly $125,520 $131,796 $138,384 $145,308 $152,568 $160,200 $168,216 Annual $60.35 $63.36 $66.53 $69.86 $73.35 $77.02 $80.87 Hourly
0171 Finance Manager 727 $10,460 $10,983 $11,532 $12,109 $12,714 $13,350 $14,018 Monthly $125,520 $131,796 $138,384 $145,308 $152,568 $160,200 $168,216 Annual $60.35 $63.36 $66.53 $69.86 $73.35 $77.02 $80.87 Hourly
0090 Human Resources Manager 748 $10,803 $11,343 $11,910 $12,505 $13,130 $13,786 $14,475 Monthly $129,636 $136,116 $142,920 $150,060 $157,560 $165,432 $173,700 Annual $62.33 $65.44 $68.71 $72.14 $75.75 $79.53 $83.51 Hourly
0047
Information Technology
Manager 741 $11,353 $11,921 $12,517 $13,143 $13,800 $14,490 $15,214 Monthly $136,236 $143,052 $150,204 $157,716 $165,600 $173,880 $182,568 Annual $65.50 $68.78 $72.21 $75.83 $79.62 $83.60 $87.77 Hourly
SECTION 3. The following positions of the Office of the City Manager, Finance Department and Information Technology Department, placed under the Confidential Management Unit Salary Schedule, are hereby revised to reflect the salary ranges and monthly rates of pay specified, effective the pay period that includes July 1 , 2023. The monthly rate of pay may also be in increments between the monthly minimum and maximum pay step.
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Class Class Title Grade Step
Code 1 2 3 4 5 6 7
0068 Assistant Finance Director 750 $12,537 $13,164 $13,822 $14,513 $15,239 $16,001 $16,801 Monthly $150,444 $157,968 $165,864 $174,156 $182,868 $192,012 $201,612 Annual $72.33 $75.95 $79.74 $83.73 $87.92 $92.31 $96.93 Hourly
0092 Assistant to the City Manager 896 $9,429 $9,900 $10,395 $10,915 $11,461 $12,034 $12,636 Monthly $113,148 $118,800 $124,740 $130,980 $137,532 $144,408 $151,632 Annual $54.40 $57.12 $59.97 $62.97 $66.12 $69.43 $72.90 Hourly
0059
Budget and Purchasing
Manager 740 $10,257 $10,770 $11,308 $11,873 $12,467 $13,090 $13,745 Monthly $123,084 $129,240 $135,696 $142,476 $149,604 $157,080 $164,940 Annual $59.18 $62.13 $65.24 $68.50 $71.93 $75.52 $79.30 Hourly
0023 City Clerk 892 $10,983 $11,532 $12,109 $12,714 $13,350 $14,018 $14,719 Monthly $131,796 $138,384 $145,308 $152,568 $160,200 $168,216 $176,628 Annual $63.36 $66.53 $69.86 $73.35 $77.02 $80.87 $84.92 Hourly
0171 Finance Manager 727 $10,983 $11,532 $12,109 $12,714 $13,350 $14,018 $14,719 Monthly $131,796 $138,384 $145,308 $152,568 $160,200 $168,216 $176,628 Annual $63.36 $66.53 $69.86 $73.35 $77.02 $80.87 $84.92 Hourly
0090 Human Resources Manager 748 $11,343 $11,910 $12,505 $13,130 $13,786 $14,475 $15,199 Monthly $136,116 $142,920 $150,060 $157,560 $165,432 $173,700 $182,388 Annual $65.44 $68.71 $72.14 $75.75 $79.53 $83.51 $87.69 Hourly
0047
Information Technology
Manager 741 $11,921 $12,517 $13,143 $13,800 $14,490 $15,214 $15,975 Monthly $143,052 $150,204 $157,716 $165,600 $173,880 $182,568 $191,700 Annual $68.78 $72.21 $75.83 $79.62 $83.60 $87.77 $92.16 Hourly
SECTION 4. The City of Costa Mesa has contracted with the California Public Employees Retirement System (CalPERS) to provide retirement benefits to eligible City employees.
4.1 CalPERS - Miscellaneous Members
Employees covered by this resolution who do not meet the definition of “new member” under the California Public Employees’ Pension Reform Act of 2013 (PEPRA) (those unit members shall be referred to as “classic members”) are enrolled in either the CalPERS retirement plan provided for by Government Code § 21354.4, and commonly referred to as the 2.5% at age 55 retirement plan (“tier 1”), or the 2% at 60 formula provided for by Government Code § 21353 (“tier 2”).
A. Classic Members:
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Effective April 16, 2017, the total contribution for tier 1 (2.5% @ 55) unit members will be 12% of compensation earnable, inclusive of statutory employee contributions and all cost sharing. The total contribution for tier 2 (2% @ 60) unit members will be 10% of compensation earnable, inclusive of statutory employee contributions and all cost sharing.
B. New Members: Under PEPRA (see section 3.2 below):
Effective April 16, 2017, the total contribution for PEPRA tier 3 (2% @ 62) unit members will be 9% of pensionable compensation, inclusive of statutory employee contributions and cost sharing.
4.2 THE CALIFORNIA PUBLIC EMPLOYEES’ PENSION REFORM ACT OF 2013 (PEPRA)
As it may from time to time exist, the PEPRA shall in its entirety be given full force and effect. PEPRA includes, but is not limited to, the provisions described below:
Members hired on and after January 1, 2013, deemed to be a “new member” as defined in Government Code § 7522.04, shall individually pay an initial Member CALPERS contribution rate of 50% of the normal cost rate for the Defined Benefit Plan in which said “new member” is en rolled, rounded to the nearest quarter of 1%, or the current contribution rate of similarly situated employees, whichever is greater.
Members who are “new members” on and after January 1, 2013, shall be enrolled in the PEPRA provided for 2% @ 62 retirement formula for miscellaneous employees (Govt. Code § 7522.20).
Members who are “new members” on and after January 1, 2013, shall have “final compensation” measured by the highest average annual pensionable compensation earned by the member during a period of at least 36 consecutive months (Section 7522.32.), and their retirement benefits shall be calculated based on “pensionable compensation” (Section 7522.10) rather than “compensation earnable” (Section 20636).
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SECTION 5. Employees covered by this resolution shall be provided with a $75 monthly technology allowance. The City Manager has the sole discretion to grant, modify or deny an allowance for employees covered by this resolution.
SECTION 6. The City shall contribute an amount toward the flexi ble benefit plan bucket for the payment of premiums for affected employees and dependents based upon the following criteria:
Full family coverage for the PERS Platinum medical plan under the California Public Employees’ Retirement System (CALPERS) health insurance programs Full family coverage for the Dental Indemnity plan
Full premium payment for Life Insurance
Long Term Disability premium will be based upon the top step salary of the highest-salaried Division Manager within the classified service
Any amo unts necessary to maintain benefit premiums in excess of the City contribution specified above shall be borne entirely by the executive employee.
SECTION 7. Effective October 15, 2017, employees covered by this resolution shall accrue vacation leave at the following rates and shall be capped at the following maximum levels:
Years of Service Annual Accrual 40-Hour Maximum Accrual 40-Hour 1-2 92 184
3-4 116 232
5-9 140 280
10-14 164 320
15-19 188 320
20+ 212 320
Vacation Leave Cash-Outs – Each fiscal year, employees will have the following cash-out options: 1) One eighty (80) hour cash -out any time during the fiscal year, regardless of the employee’s maximum accrual and regardless of the employee’s 232
Vacation Leave usage; and, 2) Up to fo ur cash-outs per fiscal year, any time during the fiscal year (irrespective of quarter), based on a “2 for 1” usage ratio, up to a maximum of 80-hours for each cash out. For example, if an employee uses 10 hours of Vacation Leave, the employee could cash out up to 20 hours of Vacation Leave; in order for an employee to cash -out the maximum of 80 -hours Vacation Leave, the employee would need to use 40 hours of Vacation Leave.
All employees who are at the Maximum Accrual Level or who may reach the Maximum Accrual Level shall utilize the “Cash -Out” and/or “Vacation Leave” options so as to NOT exceed the Vacation Accrual Ceiling. Other than exceptions granted based upon City and/or Departmental needs as approved by both the Department Director and the City Ma nager there will no other cash -out of Vacation Leave time beyond the Maximum Accrual rates that have been established.
SECTION 8. Effective December 24, 2017, the City shall grant Executive Leave to management personnel not to exceed forty (40) hours per year. The City Manager may grant up to an additional forty (60) hours of Executive Leave.
SECTION 9. Pursuant to the Executive Professional Development Reimbursement Program, the City agrees to reimburse Division Managers up to $1,000 per fiscal year for activities, materials, equipment or fees that will aid in their individual professional development. The intent of this program is to encourage and recognize executive staff for pursuing educational, professional or community-oriented activities, enhancing job skills and expertise, and/or purchasing materials/equipment, which improve the executive’s performance. These activities, m aterials, equipment or fees are intended to be beyond what is budgeted for individuals through the annual budget cycle. The reimbursement options available include the following:
Professional memberships, licenses and certificates that are job-related Professional conferences that are job -related including fees and other expenses while attending
Membership dues in community organizations relevant to the executive’s job assignment
Purchase of job -related professional journals, periodicals, books or other 233
written materials which further knowledge or improvement of effectiveness in performance of duties
Education fees that exceed the City’s annual $1,250 tuition reimbursement limit Direct purchase of qualifying computer equipment defined in Administrative Regulation 2.29
The Department Director and Assistant City Manager must approve participation in the activities and/or purchase of the materials/equipment in advance. Claims for reimbursement must be accompanied by documentation that an eligible expense has been incurred during the fiscal year for the executive employee only. Any portion of the reimbursement amount not incurred within the fiscal year shall remain City funds unless prior approval has been received by the City Manager. Requests to carry forward unencumbered amounts to the next fiscal year must receive approval by the City Manager prior to the end of the fiscal year. All payments will be in the form of reimbursement and no executive employee will directly receive cash for this benefit. Reimbursements, which are subject to taxation, will be processed through the payroll system. The Finance Department shall administer this program in accordance to the stated purpose and will provide the appropriate forms and procedures. This reimbursement program does not prohibit individual departments from continuing to budget funds for executive staff attendance at professional conferences and seminars, for the payment of professional membership dues, and/or for the purchase of books, journals and written materials t hat are job-related and will enhance an executive’s knowledge or expertise.
SECTION 10. The 401(a) deferred compensation plan provides executives with another tax-deferred savings plan for future financial planning. The City will provide a
0.5% per pay period employer contribution for any executive whose management group elects to participate in the 401(a) plan. The employer contribution will be reflected in that executive’s annual total compensation calculation. However, the City will not provide an employer contribution to the current 457 deferred compensation plan and the executive must make all 457 contributions.
SECTION 11. Amendments made pertaining to the fringe benefits, City Rules and 234
Regulations and other employment conditions for employees represented by the Costa Mesa Division Managers Association shall also apply to “Confidential” unrepresented management employees unless specifically excluded. Any positions that may qualify to be part of this unrepresented unit shall be added as part of t he process of adoption of salary schedules after consultation with the bargaining unit and employees.
SECTION 1 2. If any bargaining unit in the City receives (through the labor negotiations process) a net base salary or certification/specialty/incentive pay increase that goes into effect on any date between July 1, 2023 and June 30, 2024, employees in the Association will receive the same net base salary or certification/specialty/incentive pay increase on the same effective date as that association. If more than one other association receives a base salary or certification /specialty/incentive increase (through the labor negotiations process) on any date between July 1, 2023 and June 30, 2024, employees in the Association will receive the higher increas e provided on the same effective date.
SECTION 1 3. All resolutions and parts of resolutions in conflict herewith are hereby rescinded.
PASSED AND ADOPTED this 21st day of March, 2022.
______________________________
John Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Brenda Green, City Clerk Kimberly Hall Barlow, City Attorney
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STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 2023-XX and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 21st day of March, 2023, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 22nd day of March, 2022.
______________________________
Brenda Green, City Clerk
(SEAL)
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Attachment 10
City of Costa Mesa
Transparency in Negotiations
Fiscal Impact Analysis of Side Letter Agreements
Fiscal Year
Bargaining
Group Description
2022-23
Prorated 2023-24 2024-25
CMPMA
Compensation 10,709 43,690 94,697
Retirement Pick-Up 25,185
457 Contribution 8,517
Recruit/Retain Pay 86,093 29,042
CMPMA Total 96,802 68,875 132,256
CMFA
Compensation 67,414 687,619
Retirement Pick-Up 158,296
Recruit/Retain Pay 81,242
CMFA Total 148,656 845,915
CMFMA
Compensation 4,512 46,024
Overtime 9,125 182,500
Retirement Pick-Up 43,775
Recruit/Retain Pay 46,302
CMFMA Total 59,939 272,299
CMDMA
Compensation 17,814 181,700
Retirement Pick-Up 101,893
Medical 1,650 13,200 13,596
CMDMA Total 19,464 296,793 13,596
Executive
Compensation 17,412 152,014
Retirement Pick-Up 92,675
Executive Total 17,412 244,689
Grand Total 342,271 1,728,571 145,852
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CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 23-1107 Meeting Date: 3/21/2023
TITLE:
FISCAL YEAR 2022-23 MID-YEAR BUDGET UPDATE AND ADJUSTMENTS INCLUDING
RECOMMENDED STAFFING CHANGES
DEPARTMENT: FINANCE DEPARTMENT
PRESENTED BY: CAROL MOLINA, FINANCE DIRECTOR
CONTACT INFORMATION: CAROL MOLINA, FINANCE DIRECTOR (714) 754-5243 RECOMMENDATION:
1. Approve FY 2022-23 Budget Carryovers from the prior year in the General Fund and the various Capital Projects Funds for multi-year projects (Attachment 1).
2. Approve key staffing changes and compensation adjustments in order to: recruit for and hire certain hard to fill classifications in the Parks and Community Services Department; enhance productivity in the Public Works, Development Services and Information Technology Departments; and create stronger succession plans in the City Manager’s Office and Police Department (Attachment 2).
a. Approve Resolution No. 2023-xx, approving the new classification and salary/pay ranges for a Deputy City Manager and Deputy Police Chief and compensation adjustments for the Assistant City Manager.
b. Approve Resolution No. 2023-xx, approving new classifications and salary/pay ranges for the Planning and Sustainable Development Manager and a Deputy Director of Public Works. c. Approve Resolution No. 2023-xx, approving compensation adjustments and title changes for Parks and Community Services classifications and a title change for the Principal Civil Engineer.
d. Approve Resolution No. 2023-xx, approving compensation adjustments for Community Services Leaders and Lifeguards.
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BACKGROUND:
The FY 2021-22 Year-End Financials were presented to City Council on February 7, 2023. The financial statements were prepared in conformity with generally accepted accounting principles (GAAP) as set by the Governmental Accounting Standards Board (GASB) and the audit was performed in accordance with auditing standards generally accepted in the United States of America.
The City received an unmodified opinion on the financial statements, the best and highest audit opinion the City could receive. The General Fund’s Fund Balance increased by $4.3 million, increasing the total General Fund Balance Reserves to a total of $57.8 million.
Mid-Year Report
On July 1, 2022, Fiscal Year 2022-23 began with a Council approved General Fund (fund 101) balanced budget of $163,627,538. Staff is providing a mid-year status of revenues and expenditures as authorities at the state and federal levels prepare to lift emergency declarations originally issued to marshal pandemic responses. The City’s revenue is exceeding pre-pandemic levels, allowing for enhanced service levels to our community.
Carryovers
Each fiscal year, there are budgeted programs, activities and capital improvement projects that have not been completed by the close of the fiscal year. Previously approved, but unspent appropriations (carryovers) and contingent liability reserves for current CIP projects, purchases, or contracts that are paid in the following fiscal year (encumbrances) are financial obligations against reserves.
Attachment 1 details the breakdown of projects that are requested to carry over into FY 2022/2023.
Fiscal prudence requires that such obligations be limited and approved by City Council.
Personnel Requests
The City serves our residents, businesses, and visitors by promoting a safe and inclusive community.
It is the staff that provides essential services to the community. Throughout the year, as unexpected circumstances occur, coupled with the City’sexisting vacancies, departments adapt and adjust to these occurrences, which may hinder the continuous provision of these essential services. In order to ensure the continuity of these enhanced service levels, the City is requesting mid-year approval of several key positions in administration, recreation, public works and public safety. The position augmentation request has a net full-time equivalent (FTE) of 6.91 positions.
ANALYSIS:
FY2022-23 MID-YEAR REPORT
Overall, the FY 2022-23 Second Quarter Financial Report reflects that revenues and expenditures are consistent with projections made in the FY 2022-23 Amended Budget. Since a significant portion of our revenues and expenses do not occur evenly throughout the year, the remaining half of the year’snumbers cannot simply be extrapolated to arrive at the full year’samounts. However, we do utilize the best information available and historical data to provide an estimate of the fiscal year end performance. As of December 31, 2022, the General Fund recorded 40% of the projected revenues and 52% of budgeted expenditures. These percentages are consistent with what is expected at this time of the fiscal year.
As of December 31, 2022, total General Fund revenues are $66.3 million and expenditures are $86
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As of December 31, 2022, total General Fund revenues are $66.3 million and expenditures are $86 million, representing 52% of total expenditure budget.
The City continues towards achieving City Council’s goal for long term fiscal sustainability by monitoring and finding ways to improve the performance of revenues. Moreover, departments continue to prudently spend within budget while maintaining efficiencies and effectiveness to the benefit of Costa Mesa citizens.
CARRYOVER PROCESS
Each fiscal year, the Finance Department will submit a list of eligible carryovers and encumbrances to all departments for evaluation for all funds, including the General Fund. Departments may request to retain some or all carryovers and encumbrances when such balances are:
1. Deemed essential to the delivery of active city projects, programs and services; or
2. If the liquidation of such balances would be in violation of legislative or legal requirements.
A departmental request to retain operating or CIP carryovers and/or encumbrances must be submitted to the Finance Department. Departments shall provide specific reasons for requested carryovers and encumbrance carryovers, including, but not limited to, those reasons outlined above.
The Finance Department, with the City Manager, reviews and recommends the carryover requests to the City Council. The City Council approves requested carryovers and encumbrances that result in the approved carryovers being available to the appropriate department into the following fiscal year in order to complete these previously approved and budgeted programs, activities, and capital improvement projects.
Types of Carryovers
Encumbrance carryovers reflect contractual obligations entered into in FY 2021-22 which had not been paid as of June 30, 2022. Funding for these encumbered commitments will be brought forward into FY 2022-23 to provide for payment of those obligations.
General Fund and other carryovers reflect the carryover of funding appropriated by the City Council for specific purposes, services, and priority projects. Capital Improvement Funds (Fund 401) carryovers are for continuing projects.
Capital improvement projects are appropriated in current and prior year budgets and often extend over several years. To continue these projects, staff is requesting authorization to incorporate open projects previously budgeted in the FY 2021-22 amended budget as shown in Attachment 2.
The majority of the proposed carryovers totaling approximately $52.5 million are special revenue or capital improvement funds that are legally restricted for specific purposes or to be used for the construction and major improvements to the City’s infrastructure.
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PERSONNEL REQUESTS
Understanding that personnel needs change throughout the fiscal year due to unexpected events, the City continuously strives to be proactive, adapt to these sudden changes, while keeping up with high turnovers and vacancies. As one position is filled, another becomes vacant. Any lag in filling positions has resulted in projects being delayed, maintenance and repairs being postponed, which may eventually pose health and safety hazards to our community. Staff believes that the reclassification of several positions, a net increase of two full-time equivalents (FTEs) and the addition of five (5) new positions (5 FTEs) will alleviate this cycle, provide a smoother transition between personnel, and alleviate long project delays and maintenance and repair upgrades.
City Manager’s Office
The City Manager’sOffice is requesting to reallocate one of two Assistant City Manager positions to a newly established Deputy City Manager position. The new Deputy City Manager position will oversee the day-to-day operations of the City Manager’sOffice and assist with oversight of some of the City’s smaller Departments. Creation of the Deputy City Manager position will assist with succession planning and allow for an added layer of continuity of operations.
The Assistant City Manager position will require a higher level of experience including several years of experience as a Department Director, Deputy City Manager, or as an Assistant City Manager at a full-service city. Staff is requesting a higher level of compensation for this position to be able to recruit candidates that could oversee all of the City’s operations in the absence of the City Manager, including public safety and overall disaster preparedness. Increasing the salary to be at or slightly above the salaries of the Fire and Police Chiefs would assist in this regard.
The City Manager’sOffice is also requesting to convert one (1) part-time Management Aide (City Council Aide) to one (1) full-time Management Aide (City Council Aide). Conversion of the part-time Management Aide to full-time Management Aide will allow for additional full-time support and coverage to the City Council and the Constituent Services Team and will enhance productivity, improve efficiencies and assist with retention.
The City Manager’sOffice is also requesting to convert two (2) part-time Office Specialists to one (1) full-time Administrative Assistant (Confidential) in the City Clerk’sDivision. Currently the City Clerk’s Division’sadministrative support staff consists of all part-time employees. It has been difficult to recruit and retain highly qualified part-time administrative support employees as most are looking for full-time work. Converting the positions to a full-time position will assist with retention in the division and will provide the City Clerk and the division with additional administrative support which will include assisting with claims and summons processing and public records requests.
Parks and Community Services
The Parks and Community Services Department is requesting to convert three (3) part-time Recreation Specialists to three (3) full-time Recreation Specialists. Recreation Specialists are responsible for assisting with the day-to-day supervision of various recreation programs. Converting these positions to full-time Recreation Specialists will assist with retention of these hard-to-fill and retain positions and allow for consistent staffing and supervision of these programs.
The Parks and Community Services Department is also requesting to convert one (1) part-time
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The Parks and Community Services Department is also requesting to convert one (1) part-time Recreation Specialist and one (1) part-time Community Outreach Worker to one (1) full-time Community Outreach Worker. The Community Outreach Worker handles senior social services and is critical for programs such as support groups, counseling, Meals on Wheels intake evaluation, etc.
Converting the positions to a full-time Community Outreach Worker position will provide additional social services at the Costa Mesa Senior Center and assist with retention.
The Parks and Community Services Department is also requesting a title change for the position of Assistant Recreation Supervisor to Recreation Supervisor and a title change for the position of Recreation Supervisor to Senior Recreation Supervisor to more closely align the positions’duties to the appropriate title and align with the industry standard.
Information Technology
The Information Technology Department is requesting to add one (1) full-time Office Specialist II position. The department’s workload has increased due to the growth of the City’s workforce, technology tools and the established information Technology Strategic Plan (ITSP). The Office Specialist II will provide additional administrative support to the Department to include tracking annual maintenance with vendors, assisting with purchase requisitions, purchase orders and invoices, maintaining department files, archiving and converting files to e-format, assisting with opening/closing help desk tickets and general data entry and record keeping tasks.
Development Services
The Development Services Department is requesting to add one (1) full-time Planning and Sustainable Development Manager and one (1) full-time Senior Planner. As the City Council discussed at its February 15, 2023 study session, in the coming years Development Services will be implementing multiple complex Council priorities, including completion of an inclusionary housing ordinance, community visioning and rezoning, planning for the Fairview Developmental Center, as well as multiple State mandates regarding housing and sustainability programs. Successful implementation of these programs depends on having appropriate staff capacity to carry the volume of work, as well as seasoned planning professionals to manage these complex projects.
Although the Planning Division is one of the Department’sbusiest functions, there is no dedicated Division Manager (this role is currently filled by a combination of the Assistant Director and Department Director). The Planning and Sustainable Development Manager position would function as the Division Manager and oversee the Planning Division’sday-to-day operations, allowing the Department’sAssistant Director and Director to focus on responsiveness to community requests and Council priorities. The Senior Planner position is necessary to augment the Planning team’scapacity to manage complex projects. The Department currently has only one Senior Planner position, with the majority of planner positions at entry- or junior-level.
Public Works
The Public Works Department is requesting to add one (1) full-time newly established Deputy Director of Public Works position and one (1) full-time Senior Engineer. Several of the City’sfacilities were built decades ago and aging rapidly. In addition, there are several major facility improvement projects already approved in the Capital Improvement Program (CIP). These include Fire Station 2 Reconstruction, Fire Station 4 Training Tower and Grounds improvements, Tennis Center improvements and Lions Park Cafe. Staff is currently implementing the Police Department Range Remodel project. There are facility improvements needs for the Police Westside Substation, communications building, Property and Evidence Warehouse and City Hall. While staff implemented
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communications building, Property and Evidence Warehouse and City Hall. While staff implemented several facility projects recently, staff delayed other programmed projects, such as Shalimar Park improvements, Ketchum-Libolt Park expansion, TeWinkle Skate Park expansion and several others, due to staffing issues.
In order to address the aging facilities, staff is proposing the initiation of a Citywide Facility Needs and Assessment Study. This will provide a good understanding of various facility needs and provide an implementation plan with timelines, estimated costs, and prioritization for various projects. These may include from repair projects to total reconstruction projects.
Staff is proposing creation of a new division within Public Works with a focus on planning, designing, implementing and maintaining City facilities as well as fleet infrastructure. This will be the internal- facing division of Public Works. The Facilities and Fleet maintenance team will be reporting to this new division under the leadership of a new Deputy Public Works Director. A new Senior Engineer is also requested to support the Deputy Director. In addition, existing staff from Engineering, including one Associate Engineer and one Assistant Engineer will be moved to the team. Staff is also proposing the Energy and Sustainability Manager to be part of this new division, which will be called Sustainability and Facilities.
The Department is also requesting a title change for the position of Principal Engineer to Assistant City Engineer. There is no change in pay or classification duties as part of this request. Staff believes that this revised title reflects the duties of the position better and may also attract better candidates.
The position directly reports to the City Engineer.
Police Department
The Police Department is requesting to add one (1) full-time newly established Deputy Police Chief position. The new Deputy Police Chief position will augment the Office of the Chief and allow for day- to-day operational quality control and will provide increased oversight for internal audits, personnel matters and operations. The Deputy Police Chief will offer a clear line of authority in the Police Chief’sabsence, as the Deputy Chief will seamlessly be able to transition into being the Acting Police Chief when needed. This position will greatly assist the Police Chief and police executive staff in enhanced professional responsiveness and relationship building with the community, businesses and other government officials. Creation of the Deputy Police Chief position will assist with succession planning and allow the department to identify additional promotions within the chain-of-command to ensure future leadership sustainability within the department.