Regular City Council Joint Meeting - September 05, 2023
CLOSED SESSION
1. CLOSED SESSION - WILL NOT BE HELD
JOINT MEETING—OPEN SESSION 7:30 PM
2. CALL TO ORDER
3. ROLL CALL
4. PLEDGE OF ALLEGIANCE
Led by Mayor Pro Tem King
5. INVOCATION
Given by Police Chaplain Ron Butler
6. CLOSED SESSION REPORT
7. PRESENTATIONS
7.a
Chiari Malformation Awareness Month
7.b
Pink Patch Project Kick-Off
8. PUBLIC COMMENTS
To address the Council/Agency/Authority please complete a yellow speaker request card located at the entrance and give it to the City Clerk. Your name will be called when it is your turn to speak. Those wishing to speak on a
LISTED AGENDA
ITEM will be heard when that item is addressed. Those wishing to speak on an item
NOT ON THE AGENDA
will be heard at this time. State Law prohibits the Council/Agency/Authority Members from taking action on any item not on the agenda. Individual speakers are limited to five minutes each, unless, for good cause, the Mayor/Chairperson amends the time limit.
9. COUNCIL/AGENCY/AUTHORITY COMMENTS
Council/Agency/Authority Members wishing to make any announcements of public interest or to request that specific items be added to future Council/Agency/Authority agendas may do so at this time.
10. CITY MANAGER COMMENTS
11. CONSENT CALENDAR
All matters listed under consent calendar are considered routine, and will be enacted by one motion. There will be no separate discussion on these items prior to the time the Council/Agency/Authority votes on them, unless a member of the Council/Agency/Authority requests a specific item be removed from the consent calendar for discussion.
11.a
Minutes
1. 2023 08 01 Minutes CC - DRAFT.pdf
Staff Recommendation:
Approve the Minutes of the August 1, 2023, Regular Meeting of the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Housing Authority.
11.b
Payment of Demands
1. Payment of Demands July 14, 2023-August 10, 2023.pdf
2. Check Register July 14, 2023 - August 10, 2023.pdf
Staff Recommendation:
Approve Payment of Demands in the amount of $8,171,517.16
11.c
City of Covina Investment Report for Month Ended July 31, 2023
1. City of Covina Investment Report for Month Ended July 31, 2023.pdf
2. Attachment A - City of Covina Investment Report for July 31 2023.pdf Staff Recommendation:
Receive and File.
11.d
Appropriation of Funds to the FY24 Police Department Budget
1. Appropriation of Funds to the FY24 Police Department Budget rev.pdf
2. Attachment A - Resolution CC 2023-86.pdf
Staff Recommendation:
Approve Resolution CC 2023-86 Appropriating $27,080.01 of funds to the FY24 Police Department Budget.
11.e
Vehicle Replacements for the Covina Police Department
1. Vehicle Replacement and Budget Allocation.pdf
2. Attachment A - Resolution CC 2023-83.pdf
Staff Recommendation:
Replace Patrol Vehicles P3 and P7 and Approve Resolution CC 2023-83 allocating funding to the Central Equipment Motor Vehicle Account.
11.f
Award Professional Service Agreement to Pacific Parking Systems, Inc. (PPSI) for the Procurement & Installation of Pay Stations for the Metrolink and Civic Center Parking Structures
1. Pacific Parking Systems Award PSA for New Parking Machines.pdf
2. Attachment A - Professional Service Agreement.pdf
3. Attachment B - PPSI Proposal.pdf
Staff Recommendation:
Award Professional Services Agreement to Pacific Parking Systems, Inc. (PPSI) for the procurement, installation, and maintenance of five new pay stations at the Civic Center and Metrolink Parking Structures for the not-to-exceed amount of $58,510.45, and authorize the City Manager to execute the agreement.
11.g
Covina Recreation Village Project – Award of Contract for Engineering and Architectural Consulting Support to Montenegro Consultants, Inc. for an Amount Not-To-Exceed $70,000
1. CRV - Award of Contract for Engineering and Architectural Consulting Support - Montenegro.pdf
2. Attachment A - PSA - Montenegro Consultants, Inc.pdf
3. Attachment B - Consulting Services Proposal.pdf
Staff Recommendation:
Award a contract for the Covina Recreation Village Project for Engineering and Architectural consulting support to Montenegro Consultant Inc. for an Amount Not-To Exceed $70,000 and authorize the City Manager to execute the contract.
11.h
Supplemental Funding Allocation for the Hollenbeck Park Pickleball Court Construction Project – Project No. P2404 by $112,293 for Additional Project Management and Inspection Services and the Installation of Solar Lighting
1. Funding Increase - Hollenbeck Park Pickleball Court Construction Project - Project No. P2404.pdf
2. Attachment A - City of Covina - Hollenebeck CO1.pdf
3. Attachment B - CEJ Engineers Inc - Project Management and Inspection Services Proposal.pdf
4. Attachment C - PSA - CEJ Engineers.pdf
5. Attachment D - Resolution CC 2023-85.pdf
Staff Recommendation:
1. Increase contract funding for the Hollenbeck Park Pickleball Court Construction Project – Project No. P2404 with Siterep Construction Services, Inc. in the amount of $87,413 for solar court lighting system to illuminate pickleball courts during evening hours;
2. Authorize the City Manager or his designee to sign all contract documents with CEJ Engineers Inc in the amount of $24,880 for project management and inspection services; and
3. Adopt Resolution CC 2023-85 transferring monies from the General Fund to the Parks CIP Fund for use for this project.
11.i
Workman Avenue Street Rehabilitation Project – Final Acceptance and Filing Notice of Completion
1. Workman Ave - NOC.pdf
2. Attachment A - Notice of Completion(4).pdf
Staff Recommendation:
1. Accept the work performed by Gentry Brothers, Inc; and
2. Authorize the City Clerk to file a Notice of Completion for the Workman Avenue Street Rehabilitation Project.
11.j
Badillo Street and Banna Avenue Bioswale Installation Project – Project No. 2406 – Award of Contract to FS Contractors, Inc for an Amount Not-To-Exceed $99,000
1. Badillo Street and Banna Ave Bioswale Installation Project.pdf
2. Attachment A - Badillo and Banna Bid Analysis 080123.pdf
3. Attachment D - PSA - CEJ Engineers.pdf
4. Attachment C - CONSTRUCTION CONTRACT - Badillo Street and Banna Avenue Bioswale Installation Project.pdf
5. Attachment B - Bid Proposal P2406.pdf
6. Attachment E - Construction Management And Inspection Services Proposal.pdf Staff Recommendation:
1. Approve plans and specifications for the Badillo Street and Banna Avenue Bioswale Installation Project – Project No. P2406;
2. Award a contract for the Badillo Street and Banna Avenue Bioswale Installation Project – Project No. P2406 to FS Contractors, Inc as the lowest responsive and responsible bidder in an amount of $99,000 and authorize the City Manager to execute the contract;
3. Authorize an amount of $15,000 as contingency to cover the cost of unforeseen construction expenses; and
4. Authorize the City Manager to execute a Professional Services Agreement with CEJ Engineers in an amount of $24,520 for construction management and inspection management services.
11.k
Professional Services Agreement with RKA Consulting Group for Traffic Signal Improvements Project
1. PSA - Traffic Signal Improvement Project.pdf
2. Attachment A - PSA - TS Improvements Project.pdf
3. Attachment B - RKA Proposal Traffic Signal Improvements Project.pdf Staff Recommendation:
Authorize the City Manager to execute a Professional Services Agreement (PSA) between the City of Covina and RKA Consulting Group, Inc in an amount not-to-exceed $52,680 for design engineering services for the Traffic Signal Improvements Project at the Citrus Avenue at Cypress Street and San Bernardino Road at Grand Avenue Intersections.
11.l
Covina Heritage House Repair Project – Final Acceptance and Filing Notice of Completion
1. Covina Heritage House Repair Project - NOC.pdf
2. Attachment A - Notice of Completion(2).pdf
Staff Recommendation:
1. Accept the work performed by West Coast Design and Renovations, LLC.; and
2. Authorize the City Clerk to file a Notice of Completion for the Covina Heritage House Repair Project.
11.m
Award Contract to Fuel Serv of Montclair for the Purchase and Installation of Two (2) Dresser Wayne Digital Fuel Pump Dispensing Units
1. Fuel Island Pump Replacement.pdf
2. Attachment C - MINOR CONSTRUCTION AND MAINTENANCE AGREEMENT - Fuel Serv.pdf
3. Attachment A - Fuel Serv Quote for Material and Labor.pdf
4. Attachment B - Specification Sheet Wayne Select S1 Compact Dispenser.pdf Staff Recommendation:
Authorize the City Manager to execute all contract documents with Fuel Serv of Montclair for the purchase and installation of two (2) Dresser Wayne Digital Fuel Pump Dispensing Units in an amount not-to-exceed $37,195.45.
11.n
City-Wide Manhole/Trench Adjustment Project – Project No. S2301 – Final Acceptance and Filing Notice of Completion
1. City-Wide Manhole-Trench Adjustment Project - Project No. S2301 - NOC.pdf
2. Attachment A - Notice of Completion.pdf
Staff Recommendation:
1. Accept the work performed by GRBCON, Inc.; and
2. Authorize the City Clerk to file a Notice of Completion for the City-Wide Manhole/Trench Adjustment Project – Project No. S2301
11.o
Badillo Street and Azusa Avenue Water Main Replacement Project – Project No. W2402 – Award of Contract to GRBCON, Inc in the Amount of $814,045 and Adopt Resolution CC 2023-84 Appropriating $420,000 in ARPA Funds for Completion of this Project
1. Badillo Street and Azusa Avenue Water Main Replacement Project - Project No. W2402 - Award of Contract.pdf
2. Attachment B - CONSTRUCTION CONTRACT - GRBCON, Inc.pdf
3. Attachment F - Resolution CC 2023-84.pdf
4. Attachment E - PROFESSIONAL SERVICES AGREEMENT - Siterep Construction Services, Inc - Badillo Street and Azusa Ave.pdf
5. Attachment A - AzusaBadillo Water Main Bid Analysis.pdf
6. Attachment C - GRBCON Bid Proposal Badillo Street and Azusa Ave Water Main Rep Project (2).pdf
7. Attachment D - Badillo and Azusa Water Line Proposal - Siterep Construction Services.pdf Staff Recommendation:
1. Approve plans and specifications for the Badillo Street and Azusa Avenue Water Main Replacement Project – Project No. W2402;
2. Award a contract for the Badillo Street and Azusa Avenue Water Main Replacement Project – Project No. W2402 to GRBCON, Inc. as the lowest responsive and responsible bidder in the amount of $814,045 and authorize the City Manager to execute the Contract;
3. Authorize a contingency amount of $50,000 for any unforeseen construction expenses;
4. Authorize the City Manager to execute a Professional Services Agreement with Siterep Construction Services to provide inspection services for the Badillo Street and Azusa Ave Water Main Replacement Project in an amount not-to-exceed $50,160; and
5. Adopt Resolution CC 2023-84 appropriating $420,000 from available ARPA funds for the completion of the project.
11.p
Covina Center for the Performing Arts Emergency HVAC Repair Project – Final Acceptance and Filing Notice of Completion
1. Covina Center for the Performing Arts Emergency HVAC Repair Project - NOC.pdf
2. Attachment A - Notice of Completion(1).pdf
Staff Recommendation:
1. Accept the work performed by All Temperatures, Inc in the amount of $160,150; and
2. Authorize the City Clerk to file a Notice of Completion for the Covina Center for the Performing Arts Emergency HVAC Repair Project.
11.q
Adopting a Records Retention Schedule and Authorizing the Destruction of Certain City Records
1. Document Destruction.pdf
2. Attachment A - Resolution CC 2023-87.pdf
3. Attachment B - Resolution CC 2023-88.pdf
Staff Recommendation:
1. Adopt Joint Resolution CC 2023-87 rescinding Resolution CC 2022-89 and adopting a Records Retention Schedule; and
2. Adopt Resolution CC 2023-88 authorizing the destruction of certain City records.
11.r
Fire Station Facilities Repairs – Fire Station 153 Concrete and Asphalt Repair Project – Final Acceptance and Filing Notice of Completion
1. Fire Station Facilities Repairs - NOC.pdf
2. Attachment A - Notice of Completion(3).pdf
Staff Recommendation:
1. Accept the work performed by G.M Sager Construction., Inc.; and
2. Authorize the City Clerk to file a Notice of Completion for the Fire Station Facilities Repairs – Fire Station 153 Concrete and Asphalt Repair Project.
11.s
Amend the Exchange Agreement between Bently Real Estate, LLC and the City of Covina for the Exchange of City Right-of-Way and for the Lease of 401 N. Citrus Avenue
1. Request to Amend the Exchange Agreement between the City of Covina and Bently Real Estate, LLC .pdf
2. Attachment A - Executed Exchange Agreement with Bently Real Estate.pdf
3. Attachment B - Amendment to Exchange Agreement with Bently Real Estate.pdf Staff Recommendation:
Authorize the City Manager to execute an Amendment to the Exchange Agreement.
11.t
Purchase Agreement with National Auto Fleet Group for a Service Utility Truck
1. Purchase Agreement with National Auto Fleet Group for a Service Utility Truck.pdf
2. Attachment A - National Auto Fleet Group Quote.pdf
Staff Recommendation:
Authorize the City Manager or his designee to execute a Purchase Agreement with National Auto Fleet Group for the purchase of one (1) 2023 Dodge Ram 1500 Regular Cab Truck in an amount not-to-exceed $40,000.
11.u
Agreement between the City of Covina and AQMNI LLC for Creation of a Mural at 122 N. Citrus Avenue
1. Agreement between the City of Covina and AQMNI LLC for Creation of a Mural at 122 N. Citrus Avenue.pdf
2. Attachment A - Proposed Rendering of Mural.pdf
3. Attachment B - Proposal and Agreement.pdf
Staff Recommendation:
Authorize the execution of an Agreement between the City of Covina and AQMNI LLC in an amount not-to-exceed $66,825 for the creation of a mural on the northern exterior wall of 122 N. Citrus Avenue, and authorize the City Manager to execute the Agreement and other pertinent documents, and take such actions as are necessary to administer the Agreement.
11.v
A Resolution of the City Council of the City of Covina, California, Denouncing Antisemitism and Condemning Hate Crimes and All Other Forms of Racism, Religious or Ethnic Bias, Discrimination, Incitement of Violence, or Targeting a Minority
1. Condeming Hate Crimes.pdf
2. Attachment A - Resolution CC 2023-89.pdf
Staff Recommendation:
That the City Council consider adopting Resolution CC 2023-89.
12. PUBLIC HEARINGS
12.a
Adopt Resolution Ordering the Annexation of Territories to City of Covina Landscape Maintenance District No. 1, Confirming a Diagram and Assessment, Ordering the Improvements and the Levy and Collection of Assessments within Such Territories for FY 23-24
1. PH Annexation Landscape Maintenance District No. 1 Annexation.pdf
2. Attachment A - Resolution CC 2023-81.pdf
3. Attachment B - Landscape Maintenance District No. 1 Engineer's Report.pdf Staff Recommendation:
1. Conduct a public hearing and consider all testimony that may be forthcoming; and
2. Adopt Resolution CC 2023-
8 1
Ordering the Annexation of Territories to City of Covina Landscape Maintenance District No. 1, Confirming a Diagram and Assessment, Ordering the Improvements, and the Levy and Collection of Assessments within such Territories for FY 2023/2024.
12.b
Adopt Resolution Ordering the Annexation of Territory to City of Covina Lighting District No. 1978-79, Confirming a Diagram and Assessment, Ordering the Improvements, and the Levy and Collection of Assessments within Such Territory for FY 2023-24
1. PH Lighting District No. 1978-79 Annexation.pdf
2. Attachment A - Resolution CC 2023-82.pdf
3. Attachment B - Lighting District 1978-79 Engineer's Report.pdf Staff Recommendation:
1. Conduct a public hearing and consider all testimony that may be forthcoming; and
2. Adopt Resolution CC 2023-
82 Ordering the Annexation of Territory to City of Covina Lighting District No. 1978-79, Confirming a Diagram and Assessment, Ordering the Improvements, and the Levy and Collection of Assessments
within such Territory for FY 2023/2024
13. NEW BUSINESS
13.a
Covina Irrigating Company – Board of Directors Nominee Selection Process
1. CIC Board of Directors.pdf
2. Attachment A - CIC Bylaws.pdf
Staff Recommendation:
That the City Council consider the selection of representatives to serve as members of the Covina
Irrigating Company Board of Directors for 2023-24 and designate the City Manager, or his appointee, to represent the City at the Annual Shareholders meeting on October 19, 2023.
14. ADJOURNMENT
The Covina City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority will adjourn to its next regular meeting of the Council/Agency/Authority scheduled for September 19, 2023, at 6:30 p.m. for closed session and at 7:30 p.m. for open session inside the Council Chamber at City Hall, located at 125 East College Street, Covina, California, 91723.