Agenda packet — Glendora City Council, May 28, 2024 (part 2 of 2)

6.4 Ownership of Documents. All studies, surveys, data, notes, computer files, reports, records, drawings, specifications, maps, designs, photographs, documents and other materials (the “documents and materials”) prepared by Consultant in the Item #9. Page 40
Meeting Date: 5/28/2024 / Packet Page #: 291
Project Title, Plan No #### 9
performance of this Agreement shall be the property of the City and shall be delivered to the City upon request of the Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim for further employment or additional compensation as a result of the exercise by the City of its full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Moreover, Consultant with respect to any documents and materials that may qualify as “works made for hire” as defined in 17 U.S.C. § 101, such documents and materials are hereby deemed “works made for hire” for the City.

7. ENFORCEMENT OF AGREEMENT AND TERMINATION

7.1 California Law. This Agreement shall be interpreted, construed and governed both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in the County of Los Angeles, State of California.

7.2 Disputes; Default. In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default. Instead, the City may give notice to Consultant of the default and the reasons for the default. The notice shall include the timeframe in which Consultant may cure the default. This timeframe is presumptively thirty (30) days, but may be extended, if circumstances warrant. During the period of time that Consultant is in default, the City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. If Consultant does not cure the default, the City may take necessary steps to terminate this Agreement under this Article.

7.3 Legal Action. In addition to any other rights or remedies, either party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Consultant shall file a statutory claim pursuant to Government Code Sections 905 et. seq. and 910 et. seq., in order to pursue any legal action under this Agreement.

Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party.

7.4 Termination Prior to Expiration of Term. This Section shall govern any termination of this Contract except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Contract at any time, Item #9. Page 41
Meeting Date: 5/28/2024 / Packet Page #: 292
Project Title, Plan No #### 10
with or without cause, upon thirty (30) days’ written notice to Consultant, except that where termination is due to the fault of the Consultant, the period of notice may be such shorter time as may be determined by the Contract Officer. In addition, the Consultant reserves the right to terminate this Contract at any time, with or without cause, upon sixty (60) days’ written notice to City, except that where termination is due to the fault of the City, the period of notice may be such shorter time as the Consultant may determine.

Upon receipt of any notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Except where the Consultant has initiated termination, the Consultant shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer. In the event the Consultant has initiated termination, the Consultant shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder, but not exceeding the compensation provided therefore in the Schedule of Compensation Exhibit “C”. In the event of termination without cause pursuant to this Section, the terminating party need not provide the non-terminating party with the opportunity to cure pursuant to Section 7.2.

7.5 Termination for Default of Consultant. If termination is due to the failure of the Consultant to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to the Consultant for the purpose of set-off or partial payment of the amounts owed the City as previously stated.

8. MISCELLANEOUS

8.1 Covenant Against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry, or other protected class in the performance of this Agreement.

Consultant shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry, or other protected class

8.2 Non-liability of City Officers and Employees. No officer or employee of the City shall be personally liable to the Consultant, or any successor in interest, in the event of any default or breach by the City or for any amount, which may become due to the Consultant or to its successor, or for breach of any obligation of the terms of this Agreement.

Item #9. Page 42
Meeting Date: 5/28/2024 / Packet Page #: 293
Project Title, Plan No #### 11

8.3 Notice. Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer (with her/his name and City title), City of Glendora, 116 E. Foothill Blvd., Glendora, California 91741-3380, and in the case of the Consultant, to the person(s) at the address designated on the execution page of this Agreement. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section.

8.4 Integration; Amendment. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the parties, and none shall be used to interpret this Agreement. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing.

8.5 Severability. In the event that part of this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining portions of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless.

8.6 Waiver. No delay or omission in the exercise of any right or remedy by non-defaulting party on any default shall impair such right or remedy or be construed as a waiver. A party’s consent to or approval of any act by the other party requiring the party’s consent or approval shall not be deemed to waive or render unnecessary the other party’s consent to or approval of any subsequent act. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.

8.7 Attorneys’ Fees. If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which any be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees, whether or not the matter proceeds to judgment.

8.8 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.

8.9 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and Item #9. Page 43
Meeting Date: 5/28/2024 / Packet Page #: 294
Project Title, Plan No #### 12
the same instrument. Each of the parties intend to be bound by the signatures on any telecopied, .pdf or other electronically delivered document, and are aware that the other party will rely on the telecopied, .pdf or other electronically delivered signatures, and hereby waive any defenses to the enforcement of the terms of this Agreement based on the form of signature.

8.10 Warranty & Representation of Non-Collusion. No official, officer, or employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any official, officer, or employee of City participate in any decision relating to this Agreement which may affect his/her financial interest or the financial interest of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any State or municipal statute or regulation. The determination of “financial interest” shall be consistent with State law and shall not include interests found to be “remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5. Consultant warrants and represents that it has not paid or given, and will not pay or give, to any third party including, but not limited to, any City official, officer, or employee, any money, consideration, or other thing of value as a result or consequence of obtaining or being awarded any agreement. Consultant further warrants and represents that (s)he/it has not engaged in any act(s), omission(s), or other conduct or collusion that would result in the payment of any money, consideration, or other thing of value to any third party including, but not limited to, any City official, officer, or employee, as a result of consequence of obtaining or being awarded any agreement.

Consultant is aware of and understands that any such act(s), omission(s) or other conduct resulting in such payment of money, consideration, or other thing of value will render this Agreement void and of no force or effect.

Consultant’s Authorized Initials ________JT_________
James Tsumura

8.11 Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the parties. [Signatures On The Following Page]
Item #9. Page 44
Meeting Date: 5/28/2024 / Packet Page #: 295
Project Title, Plan No #### 13
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first-above written.

CITY:

City of Glendora, a municipal corporation
Adam Raymond
City Manager
APPROVED AS TO FORM: CERTIFY AVAILABILITY OF FUNDS:

ALESHIRE & WYNDER, LLP
Danny Aleshire
City Attorney
Kyle Johnson
Finance Director/City Treasurer
ATTEST:

Kathleen R. Sessman
City Clerk/Communications Director
CONTRACTOR:

JSQUARED CONSULTING LLC
Name: James Tsumura
Title: Owner
Email Address: [email protected]
Name:(Insert Name)
Title: (Insert Title)
Email Address
Two corporate officer signatures required when Contractor is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR’S SIGNATURES SHALL BE DULY NOTARIZED UNLESS EXECUTED UTILIZING DOCUSIGN. IN ADDITION, THE APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONTRACTOR’S BUSINESS ENTITY.

Item #9. Page 45
Meeting Date: 5/28/2024 / Packet Page #: 296
Project Title, Plan No #### 14

CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

COUNTY OF LOS ANGELES
On __________, 2024 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________

TITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-FACT

TRUSTEE(S)

GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________

TITLE OR TYPE OF DOCUMENT
___________________________________

NUMBER OF PAGES
___________________________________

DATE OF DOCUMENT
___________________________________

SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.

Item #9. Page 46
Meeting Date: 5/28/2024 / Packet Page #: 297
Project Title, Plan No #### 15

CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________

TITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-FACT

TRUSTEE(S)

TITLE OR TYPE OF DOCUMENT
___________________________________

NUMBER OF PAGES
___________________________________

DATE OF DOCUMENT
___________________________________

Item #9. Page 47
Meeting Date: 5/28/2024 / Packet Page #: 298
01240.0001/982282.1 A-1
EXHIBIT “A”

SCOPE OF SERVICES
I. Consultant will perform the following services:

A. Technical Assistance and Support for Water Related Projects B. Advise and Coordinate Response for any State Water Board Inquiries C. Development of Standard Operating Procedures and Policies D. Technical Advisory Support for Capital Improvement Projects E. Provide Any Water System Consulting as needed
II. As part of the services, Consultant will prepare and deliver the following tangible work products to the City:

A. Draft any reports and studies requested by the California State Water Resources Board
B. Draft Letters with Responses to any State Water Board Inquiries C. Draft Standard Operating Procedures and Policies as and when requested by the Contract Officer
D. Technical Reports as and when requested by the Contract Officer III. In addition to the requirements of Section 6.2, during performance of the services, Consultant will keep the City updated of the status of performance by delivering the following status reports:

A. Progress emails as needed and as directed by the City IV. All work product is subject to review and acceptance by the City, and must be revised by the Consultant without additional charge to the City until found satisfactory and accepted by City.

V. Consultant will utilize the following personnel to accomplish the services:

A. James Tsumura
Item #9. Page 48
Meeting Date: 5/28/2024 / Packet Page #: 299
01240.0001/982282.1 B-1
EXHIBIT “B”

SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)
Added text is indicated in bold italics, deleted text is indicated in strikethrough.

Item #9. Page 49
Meeting Date: 5/28/2024 / Packet Page #: 300
C-1
01240.0001/982282.1
EXHIBIT “C”

SCHEDULE OF COMPENSATION
I. Consultant shall perform the services at a rate of $125/hour.

II. Within the budgeted amounts for each Task, and with the approval of the Contract Officer, funds may be shifted from one Task subbudget to another so long as the Contract Sum is not exceeded per Section 2.1, unless Additional Services are approved per Section 2.3.

III. The City will compensate Consultant for the services performed upon submission of a valid invoice. Each invoice is to include:

A. Line items for all the work performed, the number of hours worked, and the hourly rate.

B. Line items for all materials and equipment properly charged to the services.

C. Line items for all other approved reimbursable expenses claimed, with supporting documentation.

D. Line items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the services.

IV. The total compensation for the services shall not exceed the Contract Sum as provided in Section 2.1 of this Agreement.

Item #9. Page 50
Meeting Date: 5/28/2024 / Packet Page #: 301
D-1
01240.0001/982282.1
EXHIBIT “D”

SCHEDULE OF PERFORMANCE
I. Consultant shall perform all services timely as directed by the Contract Officer.

II. Consultant shall deliver the following tangible work products to the City as described in Exhibit A
III. The Contract Officer may approve extensions for performance of the services in accordance with Section 3.2.

Item #9. Page 51
Meeting Date: 5/28/2024 / Packet Page #: 302
Award a Professional Services Agreement for the
Development of a Lead Service Line Inventory to
Trussell Technologies, Inc.

Public Works-Water Division
City Council
May 28, 2024
Dale Wert, Water Division Manager CityOfGlendora.org
Item #9. Page 52
Meeting Date: 5/28/2024 / Packet Page #: 303
Summary
The State Water Resources Control Board (Water Board), through the Division of Drinking Water (DDW), enforces the California Lead and Copper Rule (CA LCR), which is aligned with the U.S.

Environmental Protection Agency’s (US EPA’s) Lead and Copper Rule (LCR). The US EPA published revisions to the federal LCR known as the Lead Copper Rule Revisions (LCRR) on January 15, 2021.

The LCRR requires all Community Water Systems (CWS), like the City of Glendora to develop a comprehensive inventory of publicly owned and privately owned service line materials, make it publicly available, and submit it to the State by October 16, 2024. Any customers with a lead service line (LSL), galvanized service line requiring replacement (GRR) or a service of unknown material must be notified by mail to inform them about activities that may disturb LSLs within 30 days of inventory completion and then annually thereafter.

Item #9. Page 53
Meeting Date: 5/28/2024 / Packet Page #: 304
Summary
The City has over 13,000 water services and does not anticipate any publicly owned LSLs.

However, since the area has been populated since the mid 1800’s and the City incorporated in 1911, there are a number of unknown private services and may be some privately owned GRR’s.

There are an unknown number of galvanized services on the public and private side.

The Request For Proposal (RFP) was closed on March 28th, 2024, and staff received only one (1) proposal.

Item #9. Page 54
Meeting Date: 5/28/2024 / Packet Page #: 305
Discussion
The City of Glendora Water System includes approximately 13,483 water services that include an unknown number of services that are of unknown origin and installed before building and plumbing codes regulated the use of lead in plumbing fixtures. Very few lead services have been found on the utility side of the meter that is owned by the City. However, the challenge is how to verify the absence of lead service lines (LSL) and subsequently inventory any remaining LSLs or GRRs that exist. The use of appropriate survey methods and statistical methodologies will be crucial to complete any inventory of the City’s service area.

The purpose of the proposed agreement is to provide the Water Division with consulting service support to complete the Lead Service Line Inventory as required by the US Environment Protection Agency and guidelines set forth by the Division of Drinking Water. This includes project management, staff training, data management, records review, development of inventory, development of customer educational and notification materials, and the optional tasks of development of a replacement plan and subsequent sampling plan. The US EPA continues to uphold the October 16, 2024, compliance deadline specifically for the completion of lead service line inventories.

Item #9. Page 55
Meeting Date: 5/28/2024 / Packet Page #: 306
Discussion
The Consultant proposal was evaluated on responsiveness, project understanding and approach, subconsultants and vendors, previous experience, capability, availability and cost.

Trussell Technologies brings a wealth of experience in navigating regulatory frameworks, having successfully collaborated with numerous utilities to address a variety of regulatory challenges. They have notably served as a crucial liaison between utilities and the California Division of Drinking Water (DDW), ensuring compliance with regulatory standards.

Item #9. Page 56
Meeting Date: 5/28/2024 / Packet Page #: 307
Fiscal Impact
• The LSL Inventory project will be funded from Water Operations Fund (501) Item Description Funding Source Amount
Mid-Year FY24 Budget Water Operations Fund (501) $40,000 Total Amount $40,000
Item Description Amount (rounded)
Trussell Technologies - LSL Inventory $229,000
Contingency 10% $22,900
J Squared Consulting- Research of LCRR $7,500
Total Amount $259,400
Budget Appropriation Needed $219,400
Item #9. Page 57
Meeting Date: 5/28/2024 / Packet Page #: 308
Recommendation:

That the City Council:

1. Award a Consulting Agreement with Trussell Technologies, Inc. for development of a Lead Service Line Inventory in an amount not to exceed $228,992 plus a 10% contingency of $22,899 for a total not to exceed amount of $251,891;

2. Award a Consulting Agreement with J Squared Consulting LLC for project management services related to the development of a Lead Service Line Inventory in a total amount not to exceed $7,500;

3. Authorize the City Manager or his designee to execute the agreements including minimal and/or nonsubstantive changes;

4. Authorize a supplemental appropriation in the amount of $219,400 in Water Operations Fund 501.

Item #9. Page 58
Meeting Date: 5/28/2024 / Packet Page #: 309

STAFF REPORT
TO: MAYOR AND COUNCIL MEMBERS DATE: MAY 22, 2024
FROM: CITY MANAGER’S OFFICE DISTRICT(S): CITY-WIDE
SUBJECT: DISCUSSION ON THE CITY’S PUBLICLY ACCESSIBLE ELECTRIC VEHICLE

CHARGERS (REQUESTED BY ALLAWOS AND FREDENDALL)

RECOMMENDATION
That the City Council:

1. Receive this report on the City’s publicly accessible electric vehicle chargers; and

2. Provide City staff with direction accordingly.

STRATEGIC FOCUS AREAS
 Goal 5: Improve and Maintain the City’s Infrastructure and Facilities (IMCIF) – Objective 6:

Continue with the modernization of the City’s fleet and related infrastructure (pursue grant funding opportunities to expand the availability of public electric vehicle charging infrastructure.).

EXECUTIVE SUMMARY
At the request of Councilmember Allawos and Mayor Pro Tempore Fredendall, this report provides an overview of the City’s existing publicly accessible electric vehicle (EV) chargers. Publicly accessible EV chargers are currently located at the Vista Bonita Parking Lot (immediately east of City Hall) and at the Transportation Center (410 E. Dalton Avenue). The existing EV chargers at the Transportation Center were installed in 2019, while City records related to the equipment at the Vista Bonita Parking Lot are incomplete. Notwithstanding, the equipment has been in operation for an extended period of time such that it would benefit the City to consider upgrading the equipment. The existing electric vehicle chargers are free to the public, being time limited to a total of four hours. It is estimated the City incurred approximately $31,600 in costs in Fiscal Year 2023 for the operation of the existing equipment. The City Council has various options to consider depending on how it chooses to proceed.

LEGISLATIVE HISTORY / PREVIOUS ACTIONS
On September 12, 2017, the City Council adopted Ordinance No. 2020, which adds Chapter 19.16 to the Glendora Municipal Code, providing an expedited and streamlined permitting process for electrical vehicle charging systems. The Ordinance implemented the provisions of Assembly Bill 2136 and Government Code Section 65850.7.

On July 9, 2019, the City Council approved an agreement with the South Coast Air Quality Management District to authorize the purchase of a zero-emission vehicle. Funds were also appropriated for the acquisition and installation of an electric vehicle charger station which totaled approximately $25,000 (Fund 215 – AQMD AB 2766).

DISCUSSION
The City’s four existing EV chargers are distributed, with three sited at the Vista Bonita Parking Lot and one at the Transportation Center; all of these are Level 2 chargers. All four EV chargers are heavily oversubscribed. The most common complaints received from users are that there is insufficient charging availability citywide and that it is challenging to find a charger easily. The EV charger at the Item #10. Page 1
Meeting Date: 5/28/2024 / Packet Page #: 310
Transportation Center is the only charger to be connected to a system providing City staff the best assessment of its usage and users the ability to reserve time. The City limits charging to four hours and the related data suggests that almost every user charges for four hours. This limits turnover at the chargers and consequently reduces the ability to serve more residents and visitors. The three chargers at the Vista Bonita Parking Lot are not connected and do not offer a reservation system; they are available on a first come first served basis.

Glendora is an older and built-out community. This poses challenges to the development of privately or publicly accessible EV chargers powered through the existing electric infrastructure/grid. Private homes do not always have sufficient electrical capacity to support EV chargers (absent an investment) and the City does not have the ability to improve transmission infrastructure in a cost-effective manner to bring power to public sites.

Electric Vehicle Chargers
One of the biggest concerns for electric vehicle owners is knowing when and how to charge their vehicle.

It makes sense: the average American has spent their life driving around in gas-powered cars, filling up at one of the hundreds of thousands of gas stations as the gauge creeps towards empty. Charging one’s electric vehicle takes a little more planning, but with the growing demand and incentives for alternatives to gas-powered cars, public EV charging stations are becoming a more common sight. There are three types of electric vehicle chargers:
 Level 1 – Level 1 (“trickle chargers”) is the slowest method, but sufficient for drivers who charge overnight and travel 30-40 miles per day. All electric cars come with a cable that can be plugged into a standard wall outlet with no equipment installation required. Level 1 works well at home and work (when you have sufficient time to charge). Level 1 charging is ideal for plug-in hybrid electric cars that have smaller batteries, but it can suffice for some battery-electric car owners as well, depending on their daily range needs and length of time typically parked and charging. Level 1 charging adds about 3.5 – 6.5 miles of driving range per hour of charging time (this figure varies).  Level 2 – Level 2 charging is considerably faster than Level 1, but requires installing a charging station, also known as electric vehicle supply equipment (EVSE). Charging station installation requires a dedicated 240-volt or 208-volt electrical circuit, similar to what is required for a clothes dryer or electric range. Level 2 is found at many public and workplace charging stations, and also in many homes. Depending on battery type, charger configuration and circuit capacity, Level 2 charging adds about 14-35 miles of range per hour of charging time.  Level 3 – Level 3 provides the fastest available charging. It requires a 480-volt connection, generally making it unsuitable for home use, and not every electric car model is equipped for it.

Stations offering fast charging are found in shopping centers and often along major travel corridors, allowing electric car drivers to charge up quickly and take longer trips. Depending on battery type, charger configuration and circuit capacity, fast charging can add up to 10 miles of range per minute of charging time.

The California Energy Commission tracks the sales and population of light duty zero emission vehicles (ZEVs) in California (ZEVs include battery-electric, plug-in hybrid electric, and fuel cell electric vehicles), including related infrastructure. As of the drafting of this report:
 There are 105,012 electric vehicle chargers in the State. Of these, 43,344 electric vehicle chargers are publicly accessible (41.28%).
 There are 10,516 electric vehicle chargers in Los Angeles County. Of these, 8,423 electric vehicle chargers are Level 2, while the remaining 2,093 are fast chargers.  Between 2011 and 2024 (through the first quarter of the year), a total of 1,872,429 electric vehicles Item #10. Page 2
Meeting Date: 5/28/2024 / Packet Page #: 311
have been sold in California – approximately 40% of electric vehicle sales nationwide during the same time period. In 2023 alone, 441,283 electric vehicles were sold in California.

California has an ambitious goal of deploying zero emission vehicles: five million ZEVs by 2030, 100% of new light-duty sales to be ZEV by 2035, and 100 percent of medium- and heavy-duty vehicles to be ZEV by 2045 (Executive Order No. N-79-20).

SCAG EV Charging Station Study (PEV Infrastructure Plan) In 2023, the Southern California Association of Governments (SCAG) developed an infrastructure plan to help promote the development and deployment of EV charging infrastructure across the region to accelerate transportation electrification in line with statewide goals. The scope of this infrastructure plan supported 18 cities (including Glendora) as well as the San Gabriel Valley Council of Governments.

Glendora was classified as an “initiating” city given that there is little to no existing EV infrastructure and is focused on the most desirable, highly utilized sites. As part of this process, five sites in the City were evaluated for their suitability based on a data-driven analysis, focusing on high-density residential areas, high-density employment sites, job training/education facilities, and commercial areas suitable for morning or mid-day charging (that the private market may not otherwise address).

The five sites evaluated included:

1. Police Station and Public Library

2. Foothill Village (Foothill Boulevard and Barranca Avenue)

3. Shopping Center at 1920 East Route 66 (Route 66 and Lonehill Avenue)

4. Glendora High School (1600 East Foothill Boulevard)

5. Foothill Dermatology Medical Center at 2301 East Foothill Boulevard (Foothill Boulevard and Amelia Avenue)
United States Department of Transportation – Charging and Fueling Infrastructure Grant Earlier this year, the City prepared an application for the Charging and Fueling Infrastructure Grant Program (Program) administered by the United States Department of Transportation. The Program provides funding to strategically deploy publicly accessible EV charging infrastructure and other alternative fueling infrastructure. The focus of the application was on “community charging,” where EV chargers could be installed at locations like public roads, schools, parks, and in other publicly accessible facilities.

The City’s application (Citywide EV Charing Project) requested funding to install 12 free to use and publicly accessible off-grid chargers throughout the City. The five locations are popular destinations within Glendora such as major parks (Manooshian Park, Finkbiner Park, Louie Pompei Park, Gladstone Park), City Hall, and Library. Six of the proposed chargers are located proximate to I-210 and SR-57 which would help travelers and commuters easily charge their vehicles. The remaining six are located at popular destinations such as the City Library and Finkbiner Park. This distribution covers all areas of the City and provides residents access to free EV charging.

The EV ARC solar-powered EV charging system offers the City an ideal multi-benefit project: clean solar power, climate and disaster resiliency by being off-grid, mobile to respond to changing patterns, and highimpact in that they deploy quickly with minimal site preparation and work. Glendora and the unincorporated area of Charter Oak (just south of the City) typically lack sufficient electrical infrastructure thus creating “charging deserts” where it is prohibitively expensive, impossible, or ecologically unsound to develop. EV ARCs which are deployed rapidly with no disruption to fragile environments, strained grid areas and geographically constrained locations are ideal for Glendora.

The City received notice earlier this year that its application was not selected for funding.

Item #10. Page 3
Meeting Date: 5/28/2024 / Packet Page #: 312
Electrical Vehicle User Fee
Establishing an EV user fee allows the City to recover expenditures associated with the operation (including energy use), maintenance, and replacement of EV chargers. The EV user fee will need to include the energy cost as well as any networking software subscription fees, depending on the charging equipment selected for use.

There is no universal standard for setting an EV user fee. Some EV chargers require payment by the hour, dispensing however much energy the vehicle can take during that time. Others charge by the kilowatt-hour (KWh), which may vary greatly depending on the type of vehicle and its battery capacity.

Some charge a flat fee per session with a maximum charging time, some require a monthly or annual subscription fee, or combination thereof. And others are just free. The more prevalent pricing model is a charge per KWh with an escalating cost after the battery is fully charged to disincentivize idle time in a space that would otherwise be utilized by the next customer.

The City does not currently assess an EV user fee at any of its four publicly accessible EV chargers.

Options for Consideration
Considering the information provided in this staff report, the City Council has various options to consider as part of any direction to City staff:

1. Replace and upgrade the existing electric vehicle chargers – Level 2 or Fast Chargers.

2. Develop a plan for the placement of additional electric vehicle chargers at key locations throughout the City (public and private sites).

3. Consider the expansion of publicly accessible electric vehicle chargers at other City facilities/locations (public sites only).

4. Develop an electric vehicle user fee to generate revenue to help offset ongoing operation, maintenance, and replacement costs.

FISCAL IMPACT
The City’s four existing EV chargers are distributed, with three sited at the Vista Bonita Parking Lot and one at the Transit Center Office; all of these are Level 2 chargers. All four of the existing electric vehicle chargers are free to the public, being time limited to a total of four hours. The total costs incurred over the last three fiscal years is detailed on the next page.

Fiscal Year Vista Bonita Parking Lot
(estimated annual cost)
Transportation Center*
(estimated annual cost)
Total Estimated
Annual Cost
2022 $18,000 $7,800 $25,800
2023 $22,000 $9,600 $31,600
2024 (Projected) $31,000 $13,900 $60,900
* The estimated annual cost does not include the fee for ChargePoint, which totals $1,800 for a three-year period, and provides network/software maintenance, driver support, analytics dashboard, and power management.

Since October 2020, the City has generated approximately $42,000 in LCFS (Low Carbon Fuel Standard) credits. The LCFS credits (funding) were designed as a way to support the deployment of zero emission vehicle infrastructure, and is part of a larger program implemented in 2009 to reduce greenhouse gas emissions in California through the improvement of vehicle technology, reducing fuel consumption, and increase transportation mobility options.

Item #10. Page 4
Meeting Date: 5/28/2024 / Packet Page #: 313

ENVIRONMENTAL DETERMINATION
There is no environmental impact associated with this report.

Prepared By Moises Alvarez Lopez, Assistant City Manager Concurs With Not Applicable
Reviewed By Adam Raymond, City Manager
Certified to Availability of Funds Kyle Johnson, Finance Director/City Treasurer Approved By Adam Raymond, City Manager
Legal Review Danny Aleshire, City Attorney
CEQA Review Not Applicable
ATTACHMENTS:

A. PowerPoint
Item #10. Page 5
Meeting Date: 5/28/2024 / Packet Page #: 314
Discussion on the City’s Publicly
Accessible EV Chargers
City Council Meeting
May 28, 2024 CityOfGlendora.org
Item #10. Page 6
Meeting Date: 5/28/2024 / Packet Page #: 315

EXISTING EV CHARGERS
• Four publicly accessible electric vehicle (EV) chargers § 1 at the Transportation Center (410 E. Dalton Avenue) § 3 at the Vista Bonita Parking Lot
• All are Level 2 chargers
• All are free to the public
• All are time limited to four hours
Item #10. Page 7
Meeting Date: 5/28/2024 / Packet Page #: 316

EXISTING CONDITIONS
• Glendora is an older, built out community
§ Existing infrastructure/grid can present a challenge to expansion of EV chargers • EV Charger Types
§ Level 1 – slowest method, adding 3.5 – 6.5 miles of range per hour (wall outlet) § Level 2 – considerably faster, adding 14 – 35 miles of range per hour (240V) § Level 3 – “fast charger,” adding up to 10 miles of range per minute (480V) Item #10. Page 8
Meeting Date: 5/28/2024 / Packet Page #: 317

EV CHARGER EXPANSION EFFORTS
• Southern California Association of Governments (SCAG) § EV Charging Station Study/Infrastructure Plan
§ Five sites in the City evaluated
• U.S. Department of Transportation
§ Charging and Fueling Infrastructure Grant Program
§ Funding for 12 free to use and publicly accessible off-grid chargers § Five locations across the City
Item #10. Page 9
Meeting Date: 5/28/2024 / Packet Page #: 318

ELECTRIC VEHICLE USER FEE
• City does not currently assess a fee
• User fee could help offset operational, maintenance, and replacement equipment
• No universal standard for user fees
§ Varies depending on location
§ Most common pricing model is a charge per KWh, with escalating costs • Would need to calculate fee based on appropriate cost recovery Item #10. Page 10
Meeting Date: 5/28/2024 / Packet Page #: 319

OPTIONS FOR CONSIDERATION

1. Replace and upgrade the existing electric vehicle chargers – Level 2 or Fast Chargers.

2. Develop a plan for the placement of additional electric vehicle chargers at key locations throughout the City (public and private sites).

3. Consider the expansion of publicly accessible electric vehicle chargers at other City facilities/locations (public sites only).

4. Develop an electric vehicle user fee to generate revenue to help offset ongoing operation, maintenance, and replacement costs.

Item #10. Page 11
Meeting Date: 5/28/2024 / Packet Page #: 320

EXISTING FISCAL IMPACT
Fiscal Year Vista Bonita Parking Lot
(estimated annual cost)
Transportation Center*
(estimated annual cost)
Total Estimated
Annual Cost
2022 $18,000 $7,800 $25,800
2023 $22,000 $9,600 $31,600
2024
(Projected) $31,000 $13,900 $60,900
Item #10. Page 12
Meeting Date: 5/28/2024 / Packet Page #: 321

RECOMMENDATIONS
That the City Council:

1. Receive this report on the City’s publicly accessible electric vehicle chargers; and

2. Provide City staff with direction accordingly.

Item #10. Page 13
Meeting Date: 5/28/2024 / Packet Page #: 322

STAFF REPORT
TO: MAYOR AND COUNCIL MEMBERS DATE: MAY 22, 2024
FROM: CITY CLERK’S OFFICE DISTRICT(S): CITYWIDE
SUBJECT: CONSIDERATION OF CHANGES TO THE CITY OF GLENDORA PUBLIC MEETINGS

RULES AND PROTOCOLS FOR THE CONDUCT OF PUBLIC MEETINGS, PROCEEDINGS AND BUSINESS AND THE CITY’S CURRENT HYBRID MEETING MODEL

RECOMMENDATION
That the City Council:

1. Approve a request by the Community Services Commission to change the start time of their regularly scheduled meetings to 6:00 p.m. instead of 7:00 p.m. and the frequency in which regularly schedule Community Services Commission meetings occur from once a month to the third Thursday of odd number months to allow more flexibility;

2. Consider proposed changes to the City of Glendora Public Meeting Rules and Protocols and if desired adopt a City Council Resolution amending the rules for the Conduct of Public Meetings, Proceedings and Business; and

3. Consider the City’s current hybrid model, review options and provide direction to staff on desired changes.

STRATEGIC FOCUS AREAS
 Not Applicable

EXECUTIVE SUMMARY
A review of the resolution that establishes the City of Glendora public meeting rules and protocols has been conducted by staff and proposed changes are being requested that impact the Article II, Order of Business, Article III Rules of Conduct and Article IV, Public Hearings. Changes considered administrative in nature that include grammatical fixes, acronym clean-up, a change from use of the term “legislative body” to “governing body” to better incorporate non-legislative City boards and commissions, and nonsubstantial changes from legal have been cleaned-up while substantial changes have been redlined within the resolution (Attachment A) for ease of reference.

In addition, the Community Services Commission met on May 16, 2024, and by a unanimous vote has requested changes to the meeting time and frequency of their meetings. The Commission is requesting that Community Services Commission regularly scheduled meetings start at 6:00 p.m. instead of 7:00 p.m. and that the frequency in which regularly scheduled Community Services Commission meetings occur be changed from once a month to the third Thursday of odd numbered months to allow more flexibility.

In addition, staff seeks the City Council evaluation of the City’s current “in person Hybrid meeting model” and any desired changes relating to conducting public meetings moving forward.

LEGISLATIVE HISTORY / PREVIOUS ACTIONS
The Governance of the City of Glendora public meetings is established through the Glendora Municipal Code (GMC) Sections 2.04 City Council and 2.18 City Boards and Commissions. Additionally, the City Council has adopted resolutions that outline the specific public meeting rules and protocols used to Item #11. Page 1
Meeting Date: 5/28/2024 / Packet Page #: 323
conduct public meetings, as well as set the meeting time and frequency of meetings for the various boards and commissions. To clarify, the resolutions are always applicable to all City legislative boards, committees, and commissions to establish uniformity. The last update to the public meeting rules and protocols resolution was in 2022.

Since 2020, the City Council has periodically discussed meeting protocols, new legislation, inconsistencies between City policy and practice, and COVID-19 impacts on public meetings and City operations. Several resolutions have been adopted to address required changes, best practices, ensuring how public meetings are run in a matter that ensures the public’s access and ability to continue to have a voice on items before the City Council and City boards and commissions.

DISCUSSION
A review of the current resolution that establishes the City of Glendora public meeting rules and protocols has been conducted by staff. After review, staff recommends several changes (Attachment A) that are considered administrative in nature (e.g. grammatical fixes, acronym clean-up, consistency of terminology):
 Article II, Order of Business. Added additional details and verbiage utilized on board and commission agendas;
 Article III, Rules of Conduct. Updated verbiage at City Attorney’s recommendation and deleted duplicate verbiage; and
 Article IV, Public Hearings. Updated to address inconsistencies between policy and practice and provide a more accurate and detailed outline of current practices to ensure legal compliance.

In addition, the Community Services Commission met on May 16, 2024, and by a unanimous vote has requested changes to meeting time and frequency of their meetings. Specifically, the Commission is requesting:
 Regularly scheduled meetings start at 6:00 p.m., instead of 7:00 p.m.; and  Frequency in which regularly schedule Community Services Commission meetings occur be changed from once a month to the third Thursday of odd number months.

The Community Services Commission serves in an advisory capacity to the City Council and Recreation and Human Services Director in all matters pertaining to the park maintenance, park development, recreation programs, human services, and community beautification. Changes in the City’s organization structure and streamlining of services, activities and events have improved efficiencies so that there is not a great enough need to warrant preparation of monthly meetings. In fact, over the past year, the Commission has cancelled three of its meetings without any negative service and has proven to be a more effective use of time. Also, if there is a need, there remains the ability to call for a special meeting to handle such actions.

Lastly, staff is also seeking direction from the City Council on the City’s current “in person hybrid meeting” model. Since 2020, City of Glendora public meetings have been utilizing various “hybrid meeting” models; the current model offers a physical location where the public can attend as well as a remote video or audio component, which allows for public comment to be provided across multiple platforms. The City is in the process of upgrading the audio/video equipment in the Council Chamber to enhance the in room and broadcast/live stream experience pertaining to those presenting or providing public comment remotely.

During this transition, staff reviewed its current hybrid meeting model and is seeking input from the City Council on how public comment should be conducted moving forward.

The City’s current Hybrid model provides for public participation in person, virtually, email, phone call, mail and any other method which may become available authorized by state law or under the Glendora Municipal Code (GMC). As the City experienced during COVID, methods of mandated participation may be subject to change during such times when a State of Emergency, Health Order or State Executive Order limits in-person participation.

Item #11. Page 2
Meeting Date: 5/28/2024 / Packet Page #: 324
It should also be noted that the Brown Act (CA Government Code Sections §54950 et seq.), which governs public access to government meetings, only requires cities to offer the public a chance to comment at public meetings in person. Since the pandemic, Glendora along with many cities have allowed the public to comment via Zoom or phone in addition to in person. In the past year, a growing number of cities have moved to prohibit remote comments due to the rise in hate incidents with callers.

Analysis:

A survey was conducted on January 1, 2024 (Attachment B). Out of eighty-six (86) cities, forty-four (44) cities either eliminated virtual or remote public comments. Nine (9) cities are considering options, (offer a hybrid option with limitations, such as limiting general public comment to in-person attendees). The remaining thirty-three (33) cities, either never suspended remote participation or started offering the option again after the first of the year. Below is a list of potential opportunities and obstacles experienced by surveyed cities in allowing remote participation via Zoom or similar technology.

Remote Participation Opportunities and Obstacles experienced by Surveyed Cities Opportunities: Obstacles:
□ Allows for an additional means for
the public to communicate with their
elected officials.
□ Provides greater accessibility to
citizens who have mobility or
childcare issues and are unable to
attend a public meeting in-person.
□ Having the ability to watch a
meeting and comment remotely
may increase public participation.
□ The addition of remote public comments makes public
entities vulnerable to nefarious groups outside the
jurisdiction, possibly out of the State, that mount
coordinated attacks to spread hate speech.
□ Hate groups actively seek out opportunities to use the broadcast of public meetings as a forum for spreading
hate and dissention.
□ The use of Zoom for public comment creates challenges in controlling disruptive behavior during public meetings since participants on Zoom can be anonymous. Zoom
participation can be from anywhere in the world.

Item #11. Page 3
Meeting Date: 5/28/2024 / Packet Page #: 325
Hybrid Options:

Option 1. Continue utilizing the current hybrid meeting model.

Option 2. Continue utilizing a Hybrid meeting model, but only allow remote participation for presenters, development applicants, staff, etc. Public comment received through email or mail would still be allowed.

Option 3. Discontinue remote public comment and remote participation for any additional person. Public comment received through email or mail would still be allowed.

Next Steps:

3. Consider the City’s current hybrid model, review options and provide direction to staff on desired changes.

FISCAL IMPACT
There is no fiscal impact associated with the recommendation in this report.

ENVIRONMENTAL DETERMINATION
There is no CEQA impact associated with the recommendation in this report.

Prepared By Kathleen R. Sessman, City Clerk/Communications Director Concurs With Not Applicable
Reviewed By Kathleen R. Sessman, City Clerk/Communications Director Certified to Availability of Funds Kyle Johnson, Finance Director/City Treasurer Approved By Adam Raymond, City Manager
Legal Review Danny Aleshire, City Attorney
CEQA Review Not Applicable
ATTACHMENTS:

A. Resolution
B. Survey
Item #11. Page 4
Meeting Date: 5/28/2024 / Packet Page #: 326
RESOLUTION CC 2024-____

A RESOLUTION AMENDING THE RULES AND PROTOCOLS FOR THE

CONDUCT OF PUBLIC MEETINGS, PROCEEDINGS AND BUSINESS
AND REPEALING RESOLUTIONS CC 2022-58 OR ANY RESOLUTION

IN CONFLICT OR INCONSISTENT HEREWITH

CITY COUNCIL
City of Glendora, California
SECTION 1. The City Council of the City of Glendora does hereby adopt and establish the following rules for the conduct of public meetings, proceedings, and business in the City of Glendora, as authorized by Government Code § 54954.3(b).

SECTION 2. The City Council of the City of Glendora does hereby ordain and establish that all Glendora Public Meetings will follow and comply with open meeting laws, pursuant to the Ralph M. Brown Act, Government Code § 54950 et seq. (“Brown Act”).

SECTION 3. The City Council of the City of Glendora does hereby adopt by reference the Rosenberg’s Rules of Order as the rules of procedure that shall govern all Glendora Public Meetings, except as may otherwise be provided in this Resolution, which may be amended from time-to-time.

SECTION 4. No action, inaction, or recommendation by the City of Glendora or its City Council or any of its legislative bodies or officials on any matter shall be held invalid or set aside by any court on the ground of the improper admission or rejection of evidence or by reason of any error, irregularity, informality, neglect, or omission (hereafter, error) as to any matter pertaining to applications, notices, findings, records, hearings, reports, recommendations, appeals, or any matters of procedure, unless a court of competent jurisdiction finds that the error was prejudicial and that the party complaining or appealing suffered substantial injury from that error and that a different result would have been probable if the error had not occurred. There shall be no presumption that error is prejudicial or that injury was done if the error is shown. This section satisfies and complies with the requirements of Government Code § 65010 of the State of California.

ARTICLE I: MEETINGS
The City Council of the City of Glendora (“City”) has ordained and established that all Glendora Public Meetings will follow and comply with the open meeting laws, established under the Brown Act.

A. Regular Meetings. All meetings of the City shall be conducted in the Council Chambers in the City Hall of the City of Glendora located at 116 E. Foothill Blvd., Glendora, California, or at such other place as the City Manager may from time to time prescribe provided the same is/are located in Glendora. Under the Brown Act, regular meeting agendas must be posted 72 hours prior to the meeting in locations freely accessible to the public and on the City’s website.

Item #11. Page 5
Meeting Date: 5/28/2024 / Packet Page #: 327
Resolution CC 2024-___ Page 2 of 10
Governing Board Meeting Date Meeting
Time
Authority
Business Improvement District (BID) 1st Thursday each month 8:30 am CC 2018-57 Board of Library Trustees 3rd Monday each month 7:00 pm CC 2018-57 City Council 2nd & 4th Tuesday each month GMC 2.04.010
Closed Session 5:00 pm
Business Session 7:00 pm
Community Services Commission 3rd Thursday of each odd month 76:00 pm CC 2024-___ Planning Commission 1st Tuesday each month 7:00 pm CC 2018-57 Water Commission 4th Thursday of month of
January, April, July, and October
6:00 pm CC 2018-57
B. Special Meetings. A “Special Meeting” may be called at any time by the Presiding Officer or by a majority of the members of the governing body (per Glendora Municipal Code (“GMC”) Section 2.04.020). No business other than that officially noticed may be discussed at such Special Meeting. Under the Brown Act, Special Meeting agendas have additional noticing requirements and must be posted 24 hours prior to the meeting in locations freely accessible to the public and on the City’s website. Special Meetings under the Brown Act can include a workshop, townhall and/or study sessions or any other meeting called by a governing body to discuss discrete items listed on the agenda.

C. Adjourned Meetings. Any meeting may be adjourned to any regular, adjourned regular, special or adjourned special meeting to a time and place specified in the order of adjournment. If a quorum is not present, less than a quorum may so adjourn. If all members of the governing body are absent from any regular or adjourned regular meeting, the City Clerk may declare the meeting adjourned to a stated time and place.

D. Emergency Meetings. The notice requirements for a Special Meeting may be dispensed with under the following emergency conditions:

1. Work stoppage or other activity which severely impairs public health, safety, or both, as determined by a majority of the CityCouncil.

2. A crippling disaster which impairs public health, safety, or both, as determined by a majority of the City Council.

In these circumstances, the President Officer, or their designee, must notify the previously designated parties for a Special Meeting and comply with the provision of Government Code § 54956.5 and GMC Chapter 11 Emergency Preparedness.

However, only one hour's notice given by telephone is necessary.

E. Closed Sessions. A City governing body may hold closed sessions during a regular or Special Meeting, or at any time otherwise authorized by law, to consider or hear any matter which it is authorized by state law to hear or consider in closed sessions, and may exclude from any such closed session any person or persons which it is authorized by state law to exclude from such closed sessions. Under normal circumstances, a closed session will be agendized as noted in Article II entitled Order of Business.

F. Cancellation. Any meeting of a governing body may be canceled in advance by a majority vote of the governing body. The Presiding Officer may cancel a meeting in Item #11. Page 6
Meeting Date: 5/28/2024 / Packet Page #: 328
Resolution CC 2024-___ Page 3 of 10
the case of an emergency or when a majority of members have confirmed in writing their unavailability to attend a meeting.

G. Presiding Officer. The Mayor shall serve as the “Presiding Officer” and preside over public meetings of the City Council. In their absence, the Mayor Pro Tern shall serve as Presiding Officer.

List of Presiding Officer and backup for each governing board:

Governing Board Presiding
Officer
Serves in absence of
Presiding Officer
Business Improvement District (BID) Chair Vice-Chair
Board of Library Trustees President Vice-President
City Council Mayor/Chair Mayor Pro Tem/Vice-Chair
Community Services Commission Chair Vice-Chair
Planning Commission Chair Vice-Chair
Water Commission Chair Vice-Chair
I. Attendance by the Public. Except as specifically provided by law for closed sessions, all meetings of a City governing body shall be open and public and otherwise comply with the Brown Act. All persons desiring to attend shall be permitted to attend any meeting. Virtual participation will be available on other such times when a State of Emergency, Health Order or State Executive Order limits in-person participation.

In the event any meeting is willfully and persistently disrupted by an individual, group, or groups of persons so as to render the orderly conduct of the meeting infeasible, and order cannot be restored by removal of the offending individual or individuals, the City Council (or other applicable governing body) may order the meeting room cleared and continue in session. Representatives of the press, unless participants in the disturbance, shall be allowed to attend such meeting.

J. Public Participation. Any person may request to address a governing body during a public meeting by submitting to the City Clerk a speakers request form and stating the topic to be addressed. Speakers request forms shall be available at the City Council Chambers throughout the applicable governing body meeting. To ensure that the public is able to participate, the City may provide a variety of ways in which the public can submit their comment: in person, virtually, email, phone call, mail and any other method authorized by state law or under the GMC. Methods of participation may be subject to change during other such times when a State of Emergency, Health Order or State Executive Order limits in-person participation. A majority of a governing body, if it so desires, has the opportunity to request a separate and/or additional public comment period for any item listed on the agenda, with a motion and a second by applicable members of the governing body.

Under the agenda item, "Public Comment", the Presiding Officer may recognize any person desiring to address the governing body concerning any subsequent item calendared for action or discussion at that meeting or on any matter within the jurisdiction of the governing body. Public comment is limited to 30 minutes at each meeting, with the ability to extend Item #11. Page 7
Meeting Date: 5/28/2024 / Packet Page #: 329
Resolution CC 2024-___ Page 4 of 10
if the governing body chooses by majority vote. Public comment shall conform to the following protocol:

1. Any person requesting to speak shall be limited to three (3) minutes, speaking once, on both on- and off- agenda items, unless such time period is extended subject to a motion and approval by the majority of the governing body. Such statements shall only be allowed during the Public Comment portion of the agenda, unless at a public hearing or unless a person is specifically recognized to speak by the Presiding Officer.

2. Speakers are not permitted to yield their time to another speaker.

3. Any person addressing a governing body may question or criticize any policy, procedure, or service of the City, any act or omission of the governing body or any statements or actions of any individual member of a governing body, provided however that the right to question such policies, procedures, services, statements, acts or omissions does not convey upon the speaker the right to make defamatory or obscene remarks directed toward any individual member of a governing body, City employee or private citizen, nor does it allow the speaker to address matters beyond the subject matter jurisdiction of the specific governing body. Those willfully disrupting the orderly conduct of business by violating this provision may forthwith be barred by the Presiding Officer from further appearance before the governing body during that meeting.

4. Any person given permission to address a governing body may, if desired, state their name, who they represent, if they represent other persons and the subject matter they wish to discuss.

5. All remarks may be addressed to the entire governing body or to any member thereof.

Questions asked of any individual member of such governing body, or a member of the staff may or may not be responded to at the discretion of the Presiding Officer or of member of the governing body.

6. No person returning to their seat shall be allowed to speak again without the approval of the Presiding Officer.

Notwithstanding the provisions of Subsection 1 herein, any person may be recognized for public input on any matter at any time during the meeting upon adoption of a motion by a member of the governing body recognizing the person and identifying the subject matter.

7. Any person attending any meeting of any governing body may record the proceedings of the meeting with an audio or video tape recorder or with a still or motion picture camera provided that such devices are operated in a non-disruptive manner. Upon determining that recording or photographing a particular meeting is disruptive or creates a disturbance by virtue of excessive noise or light or by disrupting the view of the governing body or of members of the public, the Presiding Officer, in their discretion, may order the suspension of recording or photography for the remainder of that meeting.

Item #11. Page 8
Meeting Date: 5/28/2024 / Packet Page #: 330
Resolution CC 2024-___ Page 5 of 10

8. Any person in attendance may address a governing body during a public hearing, subject to the provisions of Article IV hereof. Persons addressing the governing body at any time shall, if desired, state their name and direct their comments to the Presiding Officer and not to the staff, media representatives or the audience. Persons in attendance shall not speak upon any subject except as is otherwise provided in this Section or in Article IV.

K. Council or Other Body Agenda Items. These matters must be placed on the agenda in advance of the applicable meeting in order for the Council or other applicable City governing body to hear and consider such matters. Matters considered under governing body agenda items are actions requested by two members of any governing body.

L. Council/Member Statements. Any Council Member or member of a convened governing body in the meeting shall be allowed to bring up any matter of relevance to the body without the necessity of requiring action on such matter. Council Member reports regarding regional and local representation should occur under this section. The subject matter of these items need not be submitted prior to a City Council or other governing body meeting.

M. City Manager and City Attorney Statements or Director and Staff Liaison. Statements and/or requests from City Manager and City Attorney relating to actions being considered by the governing body, or that falls within the jurisdiction of the City of Glendora, or is of interest to the governing body and/or the community generally.

O. Agenda. The agenda, in its simplest form, sets out the list of items that the governing body intends to consider at the meeting. Before each meeting, the City Manager and City staff shall prepare a meeting agenda and packet that is used by the governing body as a source of information and advice to assist their decision making and by the public to stay informed and decide if they want to participate in the process. Agendas and the placement of items on the agenda is the responsibility of the City Manager. Any Council member or member of a convened governing body can request for the Council or other applicable governing body to hear and consider a matter considered under provided, however, such matter shall require approval or a second request from one other member of the City Council or other Body Agenda Items are actions requested by two members of the Council or governing body.

Agendas and supporting packets for all public meetings will be noticed and posted in compliance with the Brown Act. As a general rule, the Council will not take action on any item which does not appear on the posted agenda. Exceptions are allowed in emergency/urgency situations or when the need arises.

The City Clerk will prepare a yearly meeting calendar identifying meeting dates and cancellations to aid governing body members and City staff with planning and scheduling.

A copy of the draft agenda will be transmitted to the City Manager one-week before the meeting for so it can be reviewed with board members during briefings. applicable meeting.
*In the case of Glendora Boards or Commissions, the staff liaison is responsible for agendas and placement of agenda items.

Item #11. Page 9
Meeting Date: 5/28/2024 / Packet Page #: 331
Resolution CC 2024-___ Page 6 of 10
P. Record of Proceedings. All meetings/hearings will be recorded, and action minutes of proceedings will be prepared in action form. Recordings, exhibits, and staff reports will be permanently maintained. (Resolution 2012-41) Notice requirements of the Brown Act are complied with for all meetings; action minutes of the meeting are taken by the City Clerk or designee and by the City Clerk (or its designee), and shall be made available for public inspection upon affirmation.

Q. Sergeant at Arms. If directed by the City Council, there shall be available for public meetings a sworn officer of the Police Department who shall serve as Sergeant at Arms at a City of Glendora public meeting. The Mayor or City Manager shall have the authority to require the presence of the Sergeant at Arms when they deem such presence necessary.

The Sergeant at Arms shall, under the direction of the Presiding Officer, maintain order on the floor during public meetings.

R. Parliamentarian. During public meetings, the City Attorney shall act as the parliamentarian.

This role provides clarification and direction on parliamentary procedures, including allowable actions by the governing body.

S. Curfew. In the absence of a motion duly adopted by majority vote of the City Council, the Presiding Officer may adjourn City Council meetings at 10:30 p.m. or as soon thereafter as is reasonably practicable. This means that under normal circumstance, the City Council will complete action on whatever agenda item is being discussed/debated at 10:30 p.m. after which the Presiding Officer shall adjourn the regularly scheduled meeting to a time certain at which time the meeting shall be reconvened as an Adjourned Regular Meeting of the City Council and action upon the published agenda continue.

T. Community Recognition. The City of Glendora may periodically honor the service of community volunteers as well as the outstanding accomplishments of its citizens. To improve the efficiency of public meetings, whenever possible, such recognitions should take place during the monthly/quarterly presentation by the City Council.

ARTICLE II: ORDER OF BUSINESS
The order of business for public meetings shall be as follows:

1. Call to Order

2. Closed Session (if necessary)

3. Invocation (City Council Only)

4. Pledge of Allegiance

5. Student Reports (City Council Only, 2nd meeting of October - April, 3 minutes each)

6. Reorder of Agenda

7. Public Comment (limited to 3 minutes per speaker)

8. Member Statements/Reports

9. City Manager and City Attorney Statements or Director and Staff Liaison Statements

10. Special Items (as necessary/appropriate)

11. Public Hearings

12. Consent Calendar (including minutes and warrants)

13. Member Agenda Items

14. Unfinished Business

15. New Business

16. Member/Staff Closing Comments

17. Adjourn
*In the case of Glendora Boards or Commissions, sections not relevant to board/commission meetings will be removed or modified.

Item #11. Page 10
Meeting Date: 5/28/2024 / Packet Page #: 332
Resolution CC 2024-___ Page 7 of 10
Consent Calendar. Items may be placed on the consent calendar of any agenda at the discretion of the City Manager. All items listed on the consent calendar are considered to be routine and may be enacted by a single vote, following a motion made by a governing body member, and approval of the majority of the governing body. There will be no separate discussion of these items unless a member of the governing body requests specific items to be removed from the consent calendar for separate action. Requests for a verbal staff report with respect to any agenda item that is listed on the consent calendar which are strictly for the benefit of the audience / public may be requested by a City Council member without pulling the item from consent calendar for separate vote; provided, however, no discussion or questions shall be permitted, and any such report must occur prior to the consent calendar vote. Any items removed from the consent calendar will be considered after the regular items on any such agenda.

ARTICLE III: RULES OF CONDUCT
Proceedings of all City governing bodies shall be governed by Rosenberg’s Rules of Order (as the same may be amended from time-to-time), on all matters pertaining to parliamentary procedure, but no law, ordinance, resolution, proceeding, or other action of the governing body shall be invalidated or the legality thereof be otherwise affected by the failure or omission to observe or follow the said rules.

Business shall be brought before the Glendora City Council by motion in accordance with the following standards of conduct, all of which are consistent with Rosenberg’s Rules of Order. No member of a governing body shall be permitted to abstain from voting if such abstention results in a tied vote unless such abstention shall have been approved by the City Attorney. Unexcused abstentions shall be counted by the City Clerk as a vote in opposition of the particular motion.

ARTICLE IV: PUBLIC HEARINGS
Matters, which are required to be heard at a noticed public hearing, shall be conducted in the following manner.

1. Time for Consideration. Matters noticed to be heard by the City Council, Planning Commission, or Water Commission shall commence at the time specified in the notice of hearing, or as soon thereafter as is reasonably possible, and shall continue until the same has been completed in accordance with provisions of this Article IV or until other disposition of the matter has been made.

2. Continuance of Hearings. Any hearing being held or noticed or ordered to be held by the City Council, Planning Commission or Water Commission at any meeting of the City Council, Planning Commission or Water Commission may, by order or notice of continuance, be continued or recontinued to any subsequent meeting in the manner provided herein for adjourned meetings; provided, that if the hearing is continued to a time less than 24 hours after the time specified in the order or notice of hearing, a copy of the order or notice of continuance of hearing shall be posted immediately following the meeting at which the order or notice of continuance was adopted or made.

Item #11. Page 11
Meeting Date: 5/28/2024 / Packet Page #: 333
Resolution CC 2024-___ Page 8 of 10

3. Public Discussion at Hearings. When a matter for public hearing comes before the City Council, Planning Commission or Water Commission governing body, the Presiding Officer shall solicit read agenda item title into the record and open the public hearing. After which the Presiding Officer solicits presentations/comments from staff and from the applicant/appellant after which the Presiding Officer shall open the public hearing. Upon opening the public hearing completion of the presentation/comments from staff and applicant/appellant and before any deliberation or motion is adopted related to the merits of the issue to be heard, the Presiding Officer shall invite public testimony and inquire if there are any persons present who desire to speak as proponents of or as opponents to the matter which is to be heard or to present evidence respecting the matter. Any person desiring to speak, or present relevant evidence shall make their presence known to the Presiding Officer. No person may speak without first being recognized by the Presiding Officer. Once all speakers have been heard the Presiding Officer will close the public testimony portion of the public hearing.

Members of the governing body who wish to ask questions of the speakers or each other, during the public hearing portion may do so but only after first being recognized by the Presiding Officer. The Presiding Officer shall conduct the meeting in such a manner as to afford due process.

Persons interested in the matter being heard shall be entitled to submit written evidence or remarks, as well as other graphic evidence. All such evidence presented shall be retained by the City Clerk as part of the Clerk's record. Time limits may be established by the Council, limiting the duration of presentations as set forth in these rules. No person shall be permitted during the hearing to speak about matters or present evidence which are not germane to the matter being considered. A determination of relevance shall be made by the Presiding Officer but may be appealed as set forth in these rules.

4. Public Hearings. Public hearings shall be conducted in accordance with the following protocol:

A. The Presiding Officer shall call the agenda item, read title into the record and open Public Hearing “Open” the public hearing.

B. After opening the public hearing, the Presiding Officer shall ask for presentation of the staff report and comment.

C. Following the staff presentation/report, the Presiding Officer shall ask for any presentation the applicant/appellant may wish to offer (limited to 10 minutes).

D. Following the presentation of the applicant/appellant, the Presiding Officer shall call for and “open” public testimony (limited to 3 minutes per speaker) and inquire if there are any persons present who desire to speak as proponents of or as opponents to the matter which is to be heard or to present evidence respecting the matter. Once all speakers have been heard, the Presiding Officer shall “close” the public testimony portion of the public hearing.

Item #11. Page 12
Meeting Date: 5/28/2024 / Packet Page #: 334
Resolution CC 2024-___ Page 9 of 10
E. Following public testimony, the Presiding Officer shall allow a summation orrebuttal from the applicant/appellant a five-minute summation or rebuttal. (limited to 5 minutes)
F. The Presiding Officer shall close the public hearing after which time no member of the public shall further address the governing body unless specifically asked to do so by a member of the Council through the presiding officer governing body, with the approval of the Presiding Officer.

5. Consideration of Question by governing body. After the public hearing has been closed, the Presiding Officer and the other governing body members may consider what disposition they wish to make of the question or questions presented at the hearing. No member of the public shall be allowed to speak further on the question during this period of deliberation, without consent of the Presiding Officer, although the governing body members may ask questions of the speakers if so desired. At the conclusion of the governing body’s discussion, and an appropriate motion having been made and seconded, the governing body shall vote on the matter.

SECTION 5. These same rules apply to all City of Glendora boards, commissions and/or committees.

SECTION 6. All resolutions or parts of resolutions in conflict or inconsistent herewith are hereby repealed.

SECTION 7. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

PASSED, APPROVED and ADOPTED this _____ day of ________, 2024.

City Council of Glendora, CA
BY:

MENDELL L. THOMPSON
Mayor
APPROVED AS TO FORM:

Aleshire & Wynder, LLP

DANNY ALESHIRE
City Attorney

CERTIFICATION
Item #11. Page 13
Meeting Date: 5/28/2024 / Packet Page #: 335
Resolution CC 2024-___ Page 10 of 10
I, Kathleen R. Sessman, City Clerk/Communications Director of the City of Glendora, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Glendora at a regular meeting held on the ____ day of ________, 2024, by the following vote:

AYES: MEMBERS:

NOES: MEMBERS:

ABSENT: MEMBERS:

ABSTAIN: MEMBERS:

Dated:

KATHLEEN R. SESSMAN, MMC
City Clerk/Communications Director
Item #11. Page 14
Meeting Date: 5/28/2024 / Packet Page #: 336
Zoom Bombing Survey
Agency/Body Date of Incident Current Virtual Speaker Status 1 Alameda n/a Hybrid with limiations (Remote Public Comment on Agenda Items Only) 2 Albany n/a Hybrid with limiations
3 Antioch n/a Council voted to hold in-person meetings only. Zoom is no longer used 4 Arcadia n/a No longer publishing zoom meeting ID – participants must email for the code to have heads up of anyone who is not a regular. They have one councilmember out of town using emergency participation. Once she returns, they may discontinue remote participation. 5 Atherton City Council 9/20/2023 Continue zoom for public comments 6 Bay Area Air Quality District n/a continue to allow virtual participation 7 Berkeley City Council 9/26/2023 continuing to allow virtual participation 8 Brentwood City Council 9/26/2023 removed the option for general public comment, but allow remote comment on Public Hearings, and Business Items, where it is easier to remove speakers if they are not on topic of the agenda item.
9 Capitola n/a Eliminated virtual or remote public comment feature. Will consider at a later date 10 Carmel-by-the-Sea n/a continuing to allow virtual participation 11 Ceres City Council 9/25/2023 Discontinued Zoom comments over this issue 12 Claremont City Council 10/10/2023 Discontinued Zoom comments over this issue 13 Coachella Haven't experienced it and continue to allow Zoom for public participation 14 Colfax 9/27/2023 continue to allow virtual participation 15 Concord City Council n/a Discontinued Zoom comments over this issue 16 Contra Costa County n/a continue to allow virtual participation 17 Costa Mesa continue to allow virtual participation
18 County of Santa Rosa n/a Discontinued Zoom comments over this issue 19 Danville n/a Discontinued Remote Public Comment
20 Dublin n/a Never Suspended Remote Participation
21 El Cerrito City Council 9/19/2023 Temporarily suspended Zoom comments over this issue 22 El Dorado County Board of Supervisors 9/26/2023 Continue zoom for public comments 23 Fortuna continue to allow virtual participation
24 Fowler n/a continue to allow virtual participation
25 Fremont City Council n/a removed option for virtual public comment 26 Galt 10/17/2023 removed option for virtual public comment 27 Glendora continue to allow virtual participation
28 Grand Terrace n/a continue to allow virtual participation 29 Hermosa Beach City Council 9/26/2023 continue to allow virtual participation 30 Hillsborough continue to allow virtual participation 31 Hayward NA Hybrid with limitations
32 Irwindale 10/25/2023 Following the incident, they have temporarily removed the option for comments to be made via Zoom and have limited them to email and inperson only. The will be discussing the matter on Jan 10. 33 Lafayette n/a Never Suspended Remote Participation
34 Larkspur City Council 9/20/2023 Discontinued Zoom comments over this issue 35 Livermore City Council 9/25/2023 Discontinued Zoom comments over this issue 36 Los Altos 10/1/2023 Discontinued Zoom comments. Will revisit in May 37 Martinez n/a Never Suspended Remote Participation
38 Malibu Week ending 10/13 Still considering options
39 Milpitas City Council n/a Temporarily suspended Zoom comments over this issue 40 Modesto City Council 9/26/2023 Discontinued Zoom comments over this issue 41 Monrovia n/a continue to allow virtual participation 42 Morgan Hill Discontinued it a while ago
43 Monterey City Council 9/19/2023 Continuing to use Zoom for public comments/Updated policy, Berkeley model (individuals interested in speaking need to make it clear at the beginning of public comment on an item
44 Moorpark n/a Stopped allowing public comments via Zoom effective with our November 1 meeting but will still use Zoom for the meetings. 45 Newark n/a Discountinued Remote Public Comment
46 Norwalk n/a No longer using Zoom
47 Novato City Council 9/26/2023 Discontinued Zoom Comments 48 Oakland n/a Never Suspended Remote Participation
49 Oakley n/a Discountinued Remote Public Comment
50 Orinda n/a Discountinued Remote Public Comment
51 Pacific Grove City Council 10/18/2023 Discontinued Zoom Comments 52 Pacifica City Council 9/25/2023 Considering discontinuing Zoom comments. 53 Palo Alto City Council 10/16/2023 Discontinued Zoom comments over this issue 54 Petaluma Was hit a last year. Discontinued Zoom and will revisit sometime in Apr/May 55 Piedmont n/a Hybrid with limitations
56 Pinole n/a Hybrid with limitations
57 Pitsburg n/a Discountinued Remote Public Comment
58 Pleasanton n/a Discountinued Remote Public Comment (Public Comment only if Council Member is Remote) 59 Plymouth 10/26/2023 Discontinued Zoom comments over this issue 60 Redwood City Council n/a Temporarily suspended Zoom comments over this issue 61 Richmond City Council 10/2/2023 continue to allow virtual participation 62 Sacramento City Council 9/5/2023 It got so bad that they’ve discontinued Zoom. All public comments are now in person 63 San Carlos City Council 9/25/2023 Stopped to Update Rules of Decorum and now allow it again 64 San Diego City Council 9/18/2023 Continuing to use Zoom for public comments 65 San Francisco Board of Supervisors 9/26/2023 Discontinued Zoom comments over this issue 66 San Jose City Council wk ending 10/6 Continuing to use Zoom for public comments 67 San Leandro n/a Never Suspended Remote Participation 68 San Mateo n/a Continuing to use Zoom for public comments 69 San Ramon City Council n/a Discontinued Zoom comments over this issue 70 Santa Rosa City 9/13/2023 Discontinued Zoom comments over this issue 71 Saratoga City Council 9/20/2023 Continuing to use Zoom for public comments/moved public comment for nonagendized matters to take place at the end of the meetings. Inperson public comment for nonagendized matters still takes place towards the beginning of the meeting 72 Seaside City Council 10/19/2023 Continuing to use Zoom for public comments 73 Signal Hill Discontinued Zoom comments over this issue 74 Solvang City Council Week ending 10/13 Council will have conversation regarding requiring pre-registration for public comment or other options on November 13th 75 Sonoma City Council 11/1/2023 Continuing to use Zoom for spoken public comments 76 Sonoma County BOS 9/12/2023 Discontinued Zoom comments over this issue 77 South San Francisco City Council 9/13/2023 Discontinued Zoom comments over this issue 78 Sunnyvale City Council 10/10/2023 Updated script for Mayor. 79 Town of Windsor n/a Eliminated virtual or remote public comment feature 80 Union City Council n/a Discontinued Zoom comments over this issue 81 Vallejo City Council 10/10/2023 Continuing to use Zoom for spoken public comments 82 Ventura City Council 9/25/2023 Continuing to use Zoom for spoken public comments 83 Victorville Discontinued Zoom comments a while ago
84 Walnut Creek City Council 6/1/2023 Discontinued Zoom comments over this issue 85 Watsonville 10/24/2023 Council took recessed and moved public comment to the end of the agenda 86 Westminster n/a Discontinued Zoom a while ago
Item #11. Page 15
Meeting Date: 5/28/2024 / Packet Page #: 337

STAFF REPORT
TO: MAYOR AND COUNCIL MEMBERS DATE: MAY 28, 2024
FROM: COMMUNITY DEVELOPMENT DISTRICT(S): CITYWIDE
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE CONTRACT OPTION 2 FOR TRANSIT

OPERATIONS AND MAINTENANCE SERVICES TO TRANSPORTATION CONCEPTS, INC. FOR $1,870,512 OVER FISCAL YEAR 2025 AND FISCAL YEAR 2026

RECOMMENDATION
That the City Council:

1. Authorize the City Manager to Execute Contract Option 2 for Transit Operations and Maintenance Services to Transportation Concepts, Inc. for $1,870,512 Over Fiscal Year 2025 and Fiscal Year 2026.

STRATEGIC FOCUS AREAS
 Not Applicable

EXECUTIVE SUMMARY
In March 2017, the City of Glendora awarded a Transit Operations and Maintenance Contract (Contract) to Transportation Concepts, Inc. (Vendor) for a five-year base contract with two, two-year options for a total contract term of up to nine years. The Transportation Division offers many different services for the local community for public and active transportation. Programs include a curb-to-curb Dial-A-Ride transportation service for seniors and persons with disabilities, as well as fixed route shuttle transportation. Fixed route shuttles include the A Line and Midday Shuttle. Services require hiring a transit contractor to assist in operating and maintaining these services. The base contract ended in Fiscal Year 2022 and the first option extension of the contract is ending on June 30, 2024. Staff recommends exercising Option 2 of the contract for service in Fiscal Year 2025 and Fiscal Year 2026 for a two-year total of $1,870,512.

LEGISLATIVE HISTORY / PREVIOUS ACTIONS
The City of Glendora has contracted with Vendor for transit operations and maintenance for over ten years. The City Council awarded the current Contract to the Vendor in March 2017 for a base five-year contract starting in Fiscal Year 2018 through Fiscal Year 2022. The Contract also contains two, two-year options covering Fiscal Years 2023 and 2024 and Fiscal Years 2025 and 2026.

Due to the pandemic and related service disruptions, the City and the Vendor agreed to Amendment No.1 which moved to a fixed-and-variable compensation method for Fiscal Year 2020. This means the method of compensation now includes a predictable monthly payment which covers fixed costs such as administration and insurance. This resulted in savings to the City and stabilized the financial health of the Contract to the Vendor.

The City Council then approved Amendment No. 2 in June 2021 to extend the fixed-and-variable method to the remainder of the base contract and options as well as correct the starting and ending years for the base and options. The City Council approved Amendment No.3 in June 2022 to exercise Contract Option 1 extending the contract to Fiscal Year 2023 and Fiscal Year 2024.

DISCUSSION
Item #12. Page 1
Meeting Date: 5/28/2024 / Packet Page #: 338
Staff Report Page 2 of 2
The Vendor has met all requirements of the Contract and has, in several areas, exceeded performance requirements to ensure successful delivery of transit service. Despite the challenges of the pandemic, the Vendor was able to maintain continuity of staffing and service which is critical to maintaining the close relationship Glendora Transit has with its customers.

Considering the Vendor’s performance, staff recommends exercising Option 2 to ensure continuity of operation. This is critical as Glendora Transit has begun its transition to a more modern dispatching and customer interface system and deployment of zero-emission technology.

In addition, with the country-wide challenges to secure transit operators and rising operating costs due to inflation, the City is unlikely to reduce costs or improve service by bidding for a new operations and maintenance contract at this time.

FISCAL IMPACT
Currently, Fund 231 – Proposition A funds the existing Contract. Fund 231 is a restricted fund source which can only be used for public transit capital and operations. Staff annually budgets the contract value during each budget cycle ensuring sufficient budget is available.

ENVIRONMENTAL DETERMINATION
Not Applicable.

Prepared By Vanessa Nalbandian, Management Analyst
Concurs With Not Applicable
Reviewed By Jeff Kugel, Community Development Director
Certified to Availability of Funds Kyle Johnson, Finance Director/City Treasurer Approved By Moises Lopez, Assistant City Manager
Adam Raymond, City Manager
Legal Review Danny Aleshire, City Attorney
Payam Mostafavi, Assistant City Attorney
CEQA Review Not Applicable
ATTACHMENTS:

A. Amendment No. 4
B. Vendor Concurrence Letter
C. Contract and Amendments No. 1, 2, and 3
D. PowerPoint
Item #12. Page 2
Meeting Date: 5/28/2024 / Packet Page #: 339
01240.0001/974211.1
AMENDMENT NO. 4

TO AGREEMENT FOR CONTRACTUAL SERVICES

THIS AMENDMENT TO THE AGREEMENT FOR CONTRACTUAL SERVICES (“Amendment No. 4”) by and between the CITY OF GLENDORA, a municipal corporation (“City”) and PARKING CONCEPTS, INC., a California corporation (d/b/a TRANSPORTATION CONCEPTS, INC.) (“Contractor”) is effective as of the _____ day of __________, 2024.

RECITALS
A. City and Contractor entered into that certain Agreement for Services, dated March 14, 2017 (“Original Agreement”) whereby Contractor agreed to provide public transit operations and maintenance services.

B. On September 20, 2020, City and Contractor entered into Amendment No. 1 to the Original Agreement.

C. On June 18, 2021, City and Contractor entered into Amendment No. 2 to the Original Agreement.

D. On June 28, 2022, City and Contractor entered into Amendment No. 3 to the Original Agreement.

E. The Original Agreement (as amended by Amendments No. 1, 2, and 3, collectively, the “Agreement”) is current and in-effect through June 30, 2024 with optional renewals exercisable by a writing by the City Manager and the City Attorney.

F. City and Contractor now desire to exercise Option 2 under the Agreement for the continuance of public transit operations and maintenance services through Fiscal Year 2025 and Fiscal Year 2026.

TERMS

1. Contract Changes. The Agreement is amended as provided herein. Deleted text is indicated in strikethrough and added text in bold italics. a. Section 9. TERM AND TERMINATION OF AGREEMENT, is amended and restated as follows:
“This Agreement will be for a five (5) year base period with two (2) two-year extension options for a potential contract term of nine (9) years. The base period will commence on July 1, 2017 and terminate on June 30, 2022, unless otherwise extended by written agreement of the parties. The City and Contractor desire to extend the term of the Agreement to June 30, 2026, pursuant to the second option for extension under the Agreement. This Agreement may be terminated with or without cause by either party upon ten (10) days written notice. In the event of such termination, Contractor shall be compensated for non-disputed fees under the terms of this Agreement up to the date of termination.” DocuSign Envelope ID: D6190CAD-3F61-4467-BF85-C10B2B5C3B94 Item #12. Page 3
Meeting Date: 5/28/2024 / Packet Page #: 340
01240.0001/974211.1

2. Continuing Effect of Agreement. Except as amended by this Amendment No. 4, the provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment No. 4, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by this Amendment No. 4 to the Agreement.

3. Affirmation of Agreement; Warranty Re Absence of Defaults. City and Contractor each ratify and reaffirm each and every one of the respective rights and obligations arising under the Agreement. Each party represents and warrants to the other that there have been no written or oral modifications to the Agreement other than as provided herein. Each party represents and warrants to the other that the Agreement is currently an effective, valid, and binding obligation.

Contractor represents and warrants to City that, as of the date of this Amendment No. 4, City is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

City represents and warrants to Contractor that, as of the date of this Amendment No. 4, Contractor is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

4. Adequate Consideration. The parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 4.

5. Authority. The persons executing this Amendment No. 4 on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 4 on behalf of said party, (iii) by so executing this Amendment No. 4, such party is formally bound to the provisions of this Amendment , and (iv) the entering into this Amendment No. 4 does not violate any provision of any other agreement to which said party is bound.

6. Counterparts. This Amendment No. 4 may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument. Delivery of a signed counterpart in electronic form (i.e., PDF) by email shall constitute good and sufficient delivery. The parties are aware that the other party will rely on the telecopied, .pdf or other electronically delivered signatures, and hereby waive any defenses to the enforcement of the terms of this Amendment No. 4 based on the form of signature [SIGNATURES ON FOLLOWING PAGE]
DocuSign Envelope ID: D6190CAD-3F61-4467-BF85-C10B2B5C3B94 Item #12. Page 4
Meeting Date: 5/28/2024 / Packet Page #: 341
01240.0001/974211.1
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first-above written.

CITY:

City of Glendora, a municipal corporation
Adam Raymond
City Manager
APPROVED AS TO FORM: CERTIFY AVAILABILITY OF FUNDS:

ALESHIRE & WYNDER, LLP
Danny Aleshire
City Attorney
Kyle Johnson
Finance Director / City Treasurer
ATTEST:

Kathleen R. Sessman
City Clerk/Communications Director
CONTRACTOR:

PARKING CONCEPTS, INC.

Name: Rich Rogers
Title: Vice President / Chief Operating Officer
Email: [email protected]
Name: Gill Barnett
Title: Secretary
Email: [email protected]
Address: 12 Mauchly, Bldg 1, Irvine, CA 92618
Two corporate officer signatures required when Contractor is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer.

DocuSign Envelope ID: D6190CAD-3F61-4467-BF85-C10B2B5C3B94 Apr 29, 2024 | 3:18 PM PDT
Apr 29, 2024 | 3:37 PM PDT
Item #12. Page 5
Meeting Date: 5/28/2024 / Packet Page #: 342
Item #12. Page 6
Meeting Date: 5/28/2024 / Packet Page #: 343
Attachment C
Contract and Amendments No.1,
No.2, and No.3
Item #12. Page 7
Meeting Date: 5/28/2024 / Packet Page #: 344
Item #12. Page 8
Meeting Date: 5/28/2024 / Packet Page #: 345
Item #12. Page 9
Meeting Date: 5/28/2024 / Packet Page #: 346
Item #12. Page 10
Meeting Date: 5/28/2024 / Packet Page #: 347
Item #12. Page 11
Meeting Date: 5/28/2024 / Packet Page #: 348
Item #12. Page 12
Meeting Date: 5/28/2024 / Packet Page #: 349
Item #12. Page 13
Meeting Date: 5/28/2024 / Packet Page #: 350
Item #12. Page 14
Meeting Date: 5/28/2024 / Packet Page #: 351
Item #12. Page 15
Meeting Date: 5/28/2024 / Packet Page #: 352
Item #12. Page 16
Meeting Date: 5/28/2024 / Packet Page #: 353
Item #12. Page 17
Meeting Date: 5/28/2024 / Packet Page #: 354
Item #12. Page 18
Meeting Date: 5/28/2024 / Packet Page #: 355
Item #12. Page 19
Meeting Date: 5/28/2024 / Packet Page #: 356
Item #12. Page 20
Meeting Date: 5/28/2024 / Packet Page #: 357
Item #12. Page 21
Meeting Date: 5/28/2024 / Packet Page #: 358
Item #12. Page 22
Meeting Date: 5/28/2024 / Packet Page #: 359
Item #12. Page 23
Meeting Date: 5/28/2024 / Packet Page #: 360
Item #12. Page 24
Meeting Date: 5/28/2024 / Packet Page #: 361
Item #12. Page 25
Meeting Date: 5/28/2024 / Packet Page #: 362
Item #12. Page 26
Meeting Date: 5/28/2024 / Packet Page #: 363
Item #12. Page 27
Meeting Date: 5/28/2024 / Packet Page #: 364
Item #12. Page 28
Meeting Date: 5/28/2024 / Packet Page #: 365
Item #12. Page 29
Meeting Date: 5/28/2024 / Packet Page #: 366
Item #12. Page 30
Meeting Date: 5/28/2024 / Packet Page #: 367
Item #12. Page 31
Meeting Date: 5/28/2024 / Packet Page #: 368
Item #12. Page 32
Meeting Date: 5/28/2024 / Packet Page #: 369
Item #12. Page 33
Meeting Date: 5/28/2024 / Packet Page #: 370
Item #12. Page 34
Meeting Date: 5/28/2024 / Packet Page #: 371
Item #12. Page 35
Meeting Date: 5/28/2024 / Packet Page #: 372
Item #12. Page 36
Meeting Date: 5/28/2024 / Packet Page #: 373
Item #12. Page 37
Meeting Date: 5/28/2024 / Packet Page #: 374
Item #12. Page 38
Meeting Date: 5/28/2024 / Packet Page #: 375
Item #12. Page 39
Meeting Date: 5/28/2024 / Packet Page #: 376
Item #12. Page 40
Meeting Date: 5/28/2024 / Packet Page #: 377
Item #12. Page 41
Meeting Date: 5/28/2024 / Packet Page #: 378
Item #12. Page 42
Meeting Date: 5/28/2024 / Packet Page #: 379
Item #12. Page 43
Meeting Date: 5/28/2024 / Packet Page #: 380
Item #12. Page 44
Meeting Date: 5/28/2024 / Packet Page #: 381
Item #12. Page 45
Meeting Date: 5/28/2024 / Packet Page #: 382
Item #12. Page 46
Meeting Date: 5/28/2024 / Packet Page #: 383
Item #12. Page 47
Meeting Date: 5/28/2024 / Packet Page #: 384
Item #12. Page 48
Meeting Date: 5/28/2024 / Packet Page #: 385
Item #12. Page 49
Meeting Date: 5/28/2024 / Packet Page #: 386
Item #12. Page 50
Meeting Date: 5/28/2024 / Packet Page #: 387
Item #12. Page 51
Meeting Date: 5/28/2024 / Packet Page #: 388
Item #12. Page 52
Meeting Date: 5/28/2024 / Packet Page #: 389
AMENDMENT NO. 2

TO AGREEMENT FOR CONTRACTUAL SERVICES

THIS AMENDMENT TO THE AGREEMENT FOR CONTRACTUAL SERVICES (“Amendment No. 2”) by and between the CITY OF GLENDORA (“City”) and PARKING CONCEPTS, INC., a California corporation d/b/a TRANSPORTATION CONCEPTS, INC. (“Contractor”) is effective as of the 18
th of June, 2021.

RECITALS
A. City and Contractor entered into that certain Agreement for Contractual Services dated March 17, 2021 (“Agreement”) whereby Contractor agreed to provide transportation operations and maintenance services.

B. On September 20, 2020, City and Contractor entered into Amendment No. 1 to the Agreement.

C. City and Contractor now desire to further amend the Agreement, as amended, to modify the fixed and variable billing rates for the final base year and provide fixed and variable billing and expense rates for the optional two (2) two (2) year extensions to the Agreement, as amended.

TERMS

1. Contract Changes. The Agreement is amended as provided herein. Deleted text is indicated in strikethrough and added text in bold italics. a. “Effective July 1, 2020, the method of compensation for FY2021 shall be as follows,
a. Paragraph No. 5 of the Agreement, as amended, entitled “COMPENSATION AND METHOD OF PAYMENT” shall be further amended as follows “Effective July 1, 2021, the following amounts shall constitute the fixed and variable billing amounts for the final year of the Term of the Agreement, as amended, and, should the parties elect to do so pursuant to Paragraph No. 9, the fixed and variable billing and expense rates for the extended term(s) of the Agreement, as amended, as follows:

Contract Period Year 5 Option 1 (2 years) Option 2 (2 years) Effective Dates 7/1/2021 - 6/30/2022 7/1/2022 - 6/30/2024 7/1/2024 - 6/30/2026 Monthly Fixed Expense $26,383 $27,416 $28,537
Variable Hourly Rate $29.14 $30.89 $31.74
Monthly Fixed Rate $25,138
Variable Hourly Rate $27.61”
DocuSign Envelope ID: F99288C4-5F23-462B-AB45-9A9691279BFA Item #12. Page 53
Meeting Date: 5/28/2024 / Packet Page #: 390
Total compensation shall not exceed $857,325 The total compensation for the following year(s) of the Agreement, as amended, shall not exceed the listed amounts, unless additional compensation is approved in writing by the City Council or City Manager. Year 5 total compensation shall not exceed $857,325; in the event that the parties exercise Option 1 total compensation shall not exceed $1,807,080; and in the event that the parties exercise Option 2 total compensation shall not exceed $1,870,512. Contractor shall submit an invoice for actual revenue service hours operated within fifteen (15) calendar days after the close of each month. Payments shall be made within thirty (30) days after receipt of each invoice as to the non-disputed fees. If the City disputes any of the Contractor’s fees, it shall give written notice to Contractor in 30 days of receipt of an invoice of any disputed fees set forth on the invoice.

2. Continuing Effect of Agreement. Except as amended by this Amendment No. 2, the provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment No. 2, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by this Amendment No. 2 to the Agreement.

Contractor represents and warrants to City that, as of the date of this Amendment No. 2, City is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

City represents and warrants to Contractor that, as of the date of this Amendment No. 2, Contractor is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

5. Authority. The persons executing this Amendment No. 2 on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 2 on behalf of said party, (iii) by so executing this Amendment No. 2, such party is formally bound to the provisions of this Amendment , and (iv) the entering into this Amendment No. 2 does not violate any provision of any other agreement to which said party is bound.
[SIGNATURES ON FOLLOWING PAGE]
DocuSign Envelope ID: F99288C4-5F23-462B-AB45-9A9691279BFA Item #12. Page 54
Meeting Date: 5/28/2024 / Packet Page #: 391
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first-above written.

CITY:

City of Glendora, a municipal corporation
Adam Raymond
City Manager
APPROVED AS TO FORM: CERTIFY AVAILABILITY OF FUNDS:

ALESHIRE & WYNDER, LLP
William W. Wynder
City Attorney
Marie Ricci
Administrative Services Director
ATTEST:

Kathleen R. Sessman
City Clerk/Communications Director CONTRACTOR:

Transportation Concepts, Inc.

By:

Name: Rich Rogers
Title: Vice President / Chief Operating Officer
[email protected]
By:

Name: Gill Barnett
Title: Secretary
[email protected]
Address: 12 Mauchly, Bldg 1, Irvine, CA, 92618
Two corporate officer signatures required when Contractor is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR’S SIGNATURES

SHALL BE DULY NOTARIZED UNLESS UTILIZING DOCUSIGN, AND APPROPRIATE

ATTESTATIONS SHALL BE INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONTRACTOR’S BUSINESS ENTITY.

DocuSign Envelope ID: F99288C4-5F23-462B-AB45-9A9691279BFA December 8, 2021 | 11:25 AM PST
December 8, 2021 | 11:34 AM PST
Item #12. Page 55
Meeting Date: 5/28/2024 / Packet Page #: 392
AMENDMENT NO. 3

TO AGREEMENT FOR CONTRACTUAL SERVICES

THIS AMENDMENT TO THE AGREEMENT FOR CONTRACTUAL SERVICES (“Amendment No. 3”) by and between the CITY OF GLENDORA (“City”) and PARKING CONCEPTS, INC., a California Corporation d/b/a TRANSPORTATION CONCEPTS, INC. (“Contractor”) is effective as of the ____ day of ________, 2022.

RECITALS
A. City and Contractor entered into that certain Agreement for Contractual Services dated March 17, 2017 (“Agreement”) whereby Contractor agreed to provide public transit operations and maintenance services.

B. On September 20, 2020, City and Contractor entered into Amendment No. 1 to the Agreement.

C. On June 18, 2021, City and Contractor entered into Amendment No. 2 to the Agreement.

D. The Agreement is current and in-effect through June 30, 2022 with optional renewals exercisable by a writing by the City Manager and the City Attorney.

E. City and Contractor now desire to exercise Option 1 for public transit operations and maintenance services through FY 2023 and FY 2024.

TERMS

2. Continuing Effect of Agreement. Except as amended by this Amendment No. 3, the provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment No. 3, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by this Amendment No. 3 to the Agreement.

Contractor represents and warrants to City that, as of the date of this Amendment No. 3, City is not in default of any material term of the Agreement and that there have been no events 28th June
DocuSign Envelope ID: 10F45E9A-D16E-455E-9EAD-29BA17D33976 Item #12. Page 56
Meeting Date: 5/28/2024 / Packet Page #: 393
that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

City represents and warrants to Contractor that, as of the date of this Amendment No. 3, Contractor is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

5. Authority. The persons executing this Amendment No. 3 on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 3 on behalf of said party, (iii) by so executing this Amendment No. 3, such party is formally bound to the provisions of this Amendment , and (iv) the entering into this Amendment No. 3 does not violate any provision of any other agreement to which said party is bound.
[SIGNATURES ON FOLLOWING PAGE]
DocuSign Envelope ID: 10F45E9A-D16E-455E-9EAD-29BA17D33976 Item #12. Page 57
Meeting Date: 5/28/2024 / Packet Page #: 394
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first-above written.

CITY:

City of Glendora, a municipal corporation
Adam Raymond
City Manager
APPROVED AS TO FORM: CERTIFY AVAILABILITY OF FUNDS:

ALESHIRE & WYNDER, LLP
William W. Wynder
City Attorney
Marie Ricci
Administrative Services Director/City Treasurer
ATTEST:

Kathleen R. Sessman
City Clerk/Communications Director
CONTRACTOR:

TRANSPORTATION CONCEPTS, INC.

Name: Rich Rogers
Title: Vice President / Chief Operating Officer
[email protected]
Name: Gill Barnett
Title: Secretary
[email protected]
Address: 12 Mauchly, Bldg 1, Irvine, CA, 92618
______________________________
Two corporate officer signatures required when Contractor is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR’S SIGNATURES

SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS

MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONTRACTOR’S BUSINESS ENTITY.

DocuSign Envelope ID: 10F45E9A-D16E-455E-9EAD-29BA17D33976 Jun 15, 2022 | 9:23 AM PDT
Jun 15, 2022 | 5:02 AM PDT
Item #12. Page 58
Meeting Date: 5/28/2024 / Packet Page #: 395
Transportation Concepts
Amendment No.4
Community Development
City Council
May 14, 2024
Vanessa Nalbandian, Management Analyst CityOfGlendora.org Item #12. Page 59
Meeting Date: 5/28/2024 / Packet Page #: 396
TRANSPORTATION CONCEPTS, INC.
• In 2017, City of Glendora awarded a transit operations and maintenance contract to Transportation Concepts, Inc. for a 5-year base contract with two, 2-year options
• Base contract ended in Fiscal Year 2022
• Option 1 extension for Fiscal Years 2023 and 2024 approved in June 2022
Item #12. Page 60
Meeting Date: 5/28/2024 / Packet Page #: 397
TRANSPORTATION CONCEPTS, INC.
• Staff recommending exercising Option 2 to ensure continuity of operation (Fiscal Years 2025 & 2026)
• Critical as Glendora Transit has been transitioning into a more modern dispatching and customer interface system and zero-emission technology
Item #12. Page 61
Meeting Date: 5/28/2024 / Packet Page #: 398

RECOMMENDATIONS

1. Authorize the City Manager to Execute Contract Option 2 for Transit Operations and Maintenance Services to Transportation Concepts, Inc. for $1,870,512 Over Fiscal Year 2025 and Fiscal Year 2026.

That the City Council:

Item #12. Page 62
Meeting Date: 5/28/2024 / Packet Page #: 399

STAFF REPORT
TO: MAYOR AND COUNCIL MEMBERS DATE: MAY 28, 2024
FROM: CITY CLERK’S OFFICE DISTRICT(S): CITYWIDE
SUBJECT: CONSIDERATION OF RESOLUTIONS INITIATING THE TUESDAY, NOVEMBER 5, 2024

CITY OF GLENDORA CITY COUNCIL GENERAL MUNICIPAL ELECTION

RECOMMENDATION
That the City Council:

1. Adopt a City Council Resolution entitled, “A RESOLUTION OF THE CITY COUNCIL CALLING

AND GIVING NOTICE OF THE HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5, 2024, FOR THE ELECTION OF CERTAIN OFFICERS AS

REQUIRED BY THE PROVISIONS OF THE LAWS OF THE STATE OF CALIFORNIA RELATING

TO GENERAL LAW CITIES AND ADOPTING REGULATIONS FOR CANDIDATES PERTAINING TO CANDIDATE’S STATEMENTS SUBMITTED TO THE VOTERS;”

2. Adopt a City Council Resolution entitled, “A RESOLUTION OF THE CITY COUNCIL

REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF LOS ANGELES TO

DIRECT THE REGISTRAR-RECORDER/COUNTY CLERK TO ADMINISTER, MANAGE AND OVERSEE THE CITY OF GLENDORA’S GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5, 2024; AND REQUEST FOR CONSOLIDATION OF THE GENERAL

MUNICIPAL ELECTION WITH THE STATEWIDE GENERAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5, 2024; and

3. Direct the City Clerk to forward certified copies of said resolutions to the County Board of Supervisors and the Registrar of Voters.

STRATEGIC FOCUS AREAS
 Not Applicable

EXECUTIVE SUMMARY
The purpose of this report is to initiate the process for the City of Glendora General Municipal Election to be held on November 5, 2024 to fill the three (3) seats for the Glendora City Council representing District 2, 3 and 5; each seat is for a four-year term.

In preparation for the November 5, 2024 General Municipal Election, it is necessary for the City Council to adopt two resolutions. The first resolution initiates the election process and sets regulations (Attachment A), while the second resolution requests election services from Los Angeles County Registrar Recorder/County Clerk (Registrar) (Attachment B).

LEGISLATIVE HISTORY / PREVIOUS ACTIONS
Pursuant to Sections 10400 - 10418 of the Elections Code and provisions of law in the California Government Code, specific resolutions must be adopted by the City Council in order to initiate a General Municipal Election.

In addition, the City of Glendora utilizes district-based election system and is divided into five Council districts, with each Councilmember being elected by the voters residing within a specific geographic Item #13. Page 1
Meeting Date: 5/28/2024 / Packet Page #: 400
Staff Report Page 2 of 3
Council district area in incorporated areas of Glendora. General Municipal Elections in the City of Glendora are established by Glendora Municipal Code section 2.54.010 and set to coincide with statewide general elections, which are held on the first Tuesday after the first Monday in November of each evennumbered year. In 2017 the City transitioned to a district-based election system for Council members with the adoption of Ordinance No. 2022 which commenced with the general municipal electing in 2020.

Pursuant to Elections Code section 21601, cities with by-district election systems are required to redraw their district boundary maps following each decennial federal census to ensure compliance with the California and federal Voting Rights Acts. The City Council unanimously selected 103 as the preferred District Boundary Map and adopted Ordinance 2065 at its regular meeting of December 14, 2021. The City has an interactive City Council District Lookup Map to help residents locate their district:
www.CityOfGlendora.org/FindYourDistrict Council District seats open in November 2024 are District 2, 3 and 5. Three City Council offices, District 2, 3 and 5 will be subject to election on November 5, 2024.

DISCUSSION
In 2024, three City Council seats representing Districts 2, 3 and 5 will be open and each seat is for a fouryear term. In preparation for the November 5, 2024 General Municipal Election, it is necessary for the City Council to adopt specific resolutions in order to proceed with the General Municipal Election. The first resolution initiates the election process and sets regulations (Attachment A), while the second resolution requests election services from Los Angeles County Registrar Recorder/County Clerk (Registrar) (Attachment B).

The proposed resolutions must be adopted by the City Council to initiate the November 2024 election process, once adopted City Clerk will process and submit required resolutions to the County of Los Angeles prior to June 1, 2024 so it can be agendized for consideration by the Los Angeles County Board of Supervisors.

Want to learn more about running for office or just want to stay apprised of City of Glendora elections, go to the City’s website at https://www.cityofglendora.org/elections CITY OF GLENDORA ELECTED OFFICES:

Offices Officials Term Expires
City Council District 1 Michael Allawos 2026
City Council District 2 David Fredendall November 5, 2024 City Council District 3 Gary Boyer November 5, 2024
City Council District 4 Karen Davis 2026
City Council District 5 Mendell Thompson November 5, 2024 NOVEMBER 5, 2024 CITY OF GLENDORA GENERAL MUNICIPAL ELECTION INFORMATION:

TBD
Pre-Nomination Workshop
May 28, 2024 (no later than E116)
Resolution Calling the Election
June / July 2024
Pre-Nomination Workshop
July 2024
Publish Notice of Election
July 15, 2024 - August 9, 2024
Nomination Period
October 15, 2024
Voter Information Guides Mailed
to Voters
August 9. 2024
Last Day to File/Withdraw Nomination
Papers
October 7, 2024
Mailing of Vote of Mail Ballots
Interested in Running for Office?
August 14, 2024 at 5:00 p.m.*
Extended Nomination Period
Important Dates to Remember
October 21, 2024
Registration Closes
Item #13. Page 2
Meeting Date: 5/28/2024 / Packet Page #: 401
Staff Report Page 3 of 3
October 26, 2024
Early Voting Kick-off
November 5, 2024
Election Day
*Extended Nomination Period: If an eligible incumbent DOES NOT file within the filing period, a five-day extension will permit filings on until August 14, 2024 at 5:00 p.m.

PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically.

FISCAL IMPACT
The cost to hold the election is estimated to be $130,500. Funding for the November 5, 2024 Election will be included in the proposed Fiscal Year 2024-25 Mid-Cycle Budget.

ENVIRONMENTAL DETERMINATION
There is no environmental impact associated with the recommendation in this report.

A. Resolution Calling Election and Adopting Regulations B. Resolution requesting Election Services
C. PowerPoint
Item #13. Page 3
Meeting Date: 5/28/2024 / Packet Page #: 402
RESOLUTION CC 2024-__

A RESOLUTION OF THE CITY COUNCIL CALLING AND GIVING

NOTICE OF THE HOLDING OF A GENERAL MUNICIPAL ELECTION
TO BE HELD ON TUESDAY, NOVEMBER 5, 2024, FOR THE ELECTION

OF CERTAIN OFFICERS AS REQUIRED BY THE PROVISIONS OF THE

LAWS OF THE STATE OF CALIFORNIA RELATING TO GENERAL

LAW CITIES AND ADOPTING REGULATIONS FOR CANDIDATES
PERTAINING TO CANDIDATE’S STATEMENTS SUBMITTED TO THE
VOTERS

CITY COUNCIL
City of Glendora, California
WHEREAS, under the provisions of the laws relating to general law cities in the State of California, a General Municipal Election shall be held on November 5, 2024, for the election of Municipal Officers; and,
WHEREAS, pursuant to Government Code §34886 and Elections Code §10010, ByDistrict elections were implemented; and, WHEREAS, Elections Code §13307 provides that the governing body of any local agency adopt regulations pertaining to materials prepared by any candidate for a municipal election, including costs of the candidate’s statement.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GLENDORA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. That pursuant to the requirements of the laws of the State of California relating to General Law Cities, there is called and ordered to be held in the City of Glendora, California, on Tuesday, November 5, 2024 a General Municipal Election for the purpose of electing three (3) Members of the City Council representing Districts 2, 3 and 5 for the full term of four years.

SECTION 2. That the ballots to be used at the election shall be in form and content as required by law.

SECTION 3. That the City Clerk is authorized, instructed and directed to coordinate with the County of Los Angeles Registrar-Recorder/County Clerk to procure and furnish any and all official ballots, notices, printed matter and all supplies, equipment and paraphernalia that may be necessary in order to properly and lawfully conduct the election.

SECTION 4. That the Vote Centers for the election shall be open and required during the identified voting period, pursuant to Election Code §4007, §10242 and §14404, except as provided in §14212, §14401 of the Elections Code of the State of California.

SECTION 5. That in all particular not recited in this resolution, the election shall be held and conducted as provided by law for holding municipal elections.

SECTION 6. That notice of the time and place of holding the election is given and the City Clerk is authorized, instructed, and directed to give further or additional notice of the election, in time, form and manner as required by law.

Item #13. Page 4
Meeting Date: 5/28/2024 / Packet Page #: 403
Resolution CC 2024-__ Page 2 of 4
SECTION 7. The City Council authorizes the City Clerk to administer said election and all reasonable and actual election expenses shall be paid by the City upon presentation of a properly submitted bill.

SECTION 8. GENERAL PROVISIONS
That pursuant to Elections Code §13307, each candidate for elective office to be voted for at an Election to be held in the City of Glendora on Tuesday, November 5, 2024, may prepare a candidate’s statement on an appropriate form provided by the City Clerk. The statement may include the name, age and occupation of the candidate and a brief description of no more than 200 words of the candidate’s education and qualifications expressed by the candidate himself or herself. The statement shall not include party affiliation of the candidate, nor membership or activity in partisan political organizations. The statement shall be filled in typewritten form in the office of the City Clerk at the time the candidate’s nomination papers are filed. The statement may be written, but not changed, during the period for filing nomination papers and until 5:00 p.m. of the next working day after the close of the nomination period.

SECTION 9.

Pursuant to Section 13307(c) of the California Elections Code, the governing body of the City of Glendora authorizes the preparation of candidate statements for nonpartisan elective office for the purpose of electronic distribution. Candidates will prepare statements for electronic distribution pursuant to Section 13307(a) of the Elections Code. A statement prepared pursuant to this subdivision shall be posted on the internet website of the County Elections Official. Pursuant to Section 13307.7(a) of the Elections Code, candidates shall provide payment of the requisite fee to cover the duties and procedures set forth in Sections 13307(b) and (d) of the Elections Code.

SECTION 10. FOREIGN LANGUAGE POLICY
Pursuant to the Federal Voting Rights Act, candidate statements will be translated into all languages required by the County of Los Angeles. The County is required to translate candidate statements into the following languages:

Chinese, Japanese, Spanish, Tagalog/Filipino, Vietnamese, Korean, Cambodian/Khmer, Hindi, Thai, Armenian, Farsi, Bengali, Burmese, Gujarati, Indonesian, Mongolian, Telugu and Russian
The County of Los Angeles will mail separate voter information guides and candidate statements in Chinese, Japanese, Spanish, Tagalog/Filipino, Vietnamese, Korean, Cambodian/Khmer, Hindi, Thai, Armenian, Farsi, Bengali, Burmese, Gujarati, Indonesian, Mongolian, Telugu and Russian to only those voters who are on the county voter file as having requested a voter information guide in a particular language. The County will make the voter information guide and candidate statements in the required languages available at all voting centers, on the County’s website, and in the Election Official’s office.

The Los Angeles County Elections Official shall estimate the total cost of printing, handling, translating, and mailing the candidate’s statements filed pursuant to this section, including costs incurred as a result of complying with the Voting Rights Act of 1965 (as amended), and require each candidate filing a statement to pay in advance to the local agency his or her estimated pro rata share as a condition of having his or her statement included in the voter’s Item #13. Page 5
Meeting Date: 5/28/2024 / Packet Page #: 404
Resolution CC 2024-__ Page 3 of 4
pamphlet.

The estimate is just an approximation of the actual cost that varies from one election to another election and may be significantly more or less than the estimate, depending on the actual number of candidates filing statements. Accordingly, the County Elections Official and the City Clerk are not bound by the estimate and may, on a pro rata basis, bill the candidate for additional actual expense or refund any excess paid depending on the final actual cost. In the event of underpayment, the County Elections Official and/or the City Clerk may require the candidate to pay the balance of the cost incurred. In the event of overpayment, the County Elections Official and/or the City Clerk shall prorate the excess amount among the candidates and refund the excess amount paid within 30 days of the election.

SECTION 11. PAYMENT
A. Printing:

1. The candidate SHALL be required to pay for the cost of printing of the candidate’s statement in English in the main voter pamphlet.

2. The candidate SHALL be required to pay for the cost of printing the candidate’s statement in a foreign language as specified in Section 9 above, in the main voter pamphlet.

SECTION 12. MISCELLANEOUS
A. All translations shall be provided by professionally certified translators.

B. The Los Angeles County Elections Official shall allow: bold type, underlining, capitalization, indentations, leading hyphens.

C. The Los Angeles County Elections Official shall comply with all recommendations and standards set forth by the California Secretary of State regarding occupational designations and other matters relating to elections.

SECTION 13. ADDITIONAL MATERIALS
No candidate will be permitted to include additional materials in the sample ballot package.

SECTION 14. That the City Clerk provide each candidate or the candidate’s representative a copy of this Resolution at the time of nominating petitions are issued.

SECTION 15. That all previous resolutions establishing council policy on payment for candidate’s statements are repealed.

SECTION 16. That this resolution shall apply only to the election to be held on November 5, 2024 and shall then be repealed.

SECTION 17. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

SECTION 18. The City Council authorizes the City Clerk to administer said election and all reasonable and actual election expenses shall be paid by the City upon presentation of a properly submitted bill.

Item #13. Page 6
Meeting Date: 5/28/2024 / Packet Page #: 405
Resolution CC 2024-__ Page 4 of 4
PASSED, APPROVED and ADOPTED this __ day of ________, 2024.

City Council of Glendora, CA
BY:

MENDELL L. THOMPSON
Mayor
APPROVED AS TO FORM:

Aleshire & Wynder, LLP

DANNY ALESHIRE
City Attorney

CERTIFICATION
I, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Glendora at a regular meeting held on the ___ day of ______, 2024, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

Dated:

KATHLEEN R. SESSMAN
City Clerk/Communications Director
Item #13. Page 7
Meeting Date: 5/28/2024 / Packet Page #: 406
RESOLUTION CC 2024-____

A RESOLUTION OF THE CITY COUNCIL REQUESTING THE BOARD

OF SUPERVISORS OF THE COUNTY OF LOS ANGELES TO DIRECT

THE REGISTRAR-RECORDER/COUNTY CLERK TO ADMINISTER,
MANAGE AND OVERSEE THE CITY OF GLENDORA’S GENERAL
MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5,
2024; AND REQUEST FOR CONSOLIDATION OF THE GENERAL

MUNICIPAL ELECTION WITH THE STATEWIDE GENERAL
ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5, 2024

CITY COUNCIL
City of Glendora, California
WHEREAS, the City Council of the City of Glendora called a General Municipal Election to be held on Tuesday, November 5, 2024, for the purpose of the election of three (3) Members of the City Council representing Districts 2, 3 and 5, for the full term of four years; and, WHEREAS, in accordance with Ordinance 2022 the City of Glendora established and implemented By-District elections pursuant to Elections Code §10010 and Government Code §34886; and,
WHEREAS, in the course of conduct of the election it is necessary for the City to request services of the County; and,
WHEREAS, Elections Code §10002 authorizes the City to request by resolution that the Board of Supervisors authorize the County Elections Official to conduct specified election services.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GLENDORA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. That pursuant to the requirements of the laws of State of California relating to General Law cities, there is called and ordered to be held in the City of Glendora, California, on Tuesday, November 5, 2024, a General Municipal Election for the purpose of the election of three (3) Members of the City Council representing Districts 2, 3 and 5, for the full term of four years.

SECTION 2. That pursuant to the requirements of Elections Code §10403, the City Council hereby requests the Board of Supervisors of the County of Los Angeles to direct the Registrar-Recorder/County Clerk to administer, manage and oversee all facets of the City of Glendora’s November 5, 2024 General Municipal Election and further direct the RegistrarRecorder/County Clerk to perform all necessary functions, services and tasks related to: the complete and successful conduct of the election; the provision of all election materials and equipment; the hiring, training and supervision of Vote Center workers and other election personnel; the printing and distribution of ballot materials; the translation of ballot materials; the collection of submitted ballots; the tallying of votes; canvassing and the certification of election results.

SECTION 3. That the City Council hereby further requests the Los Angeles County Board of Supervisors to consent and agree to the consolidation of the City of Glendora’s General Item #13. Page 8
Meeting Date: 5/28/2024 / Packet Page #: 407
Resolution CC 2024-___ Page 2 of 3
Municipal Election with the Statewide General Election on November 5, 2024, and that the County of Los Angeles take all necessary steps to hold a consolidated election.

SECTION 4. That the City of Glendora acknowledges and agrees that all necessary expenses incurred by the County in performing these services shall be reimbursed by the City of Glendora.

SECTION 5. The foregoing notwithstanding, County Registrar’s services shall not include final declaration of the results by the City Council pursuant to Elections Code §10262 through §10265.

SECTION 6. That in all particulars not otherwise specifically provided in this Resolution, the Election shall be held and conducted as provided by law.

SECTION 7. This Resolution shall conclusively provide evidence that notice of the time and place of holding the City of Glendora’s General Municipal Election for Tuesday, November 5, 2024, has been given by the City Council and the City Clerk is authorized, instructed and directed to cause further additional notice of the election for Tuesday, November 5, 2024 (including the publication of such notices printed in English, Spanish, and Chinese languages) to be given at the time and in the form and manner required by law.

SECTION 8. This Resolution shall rescind, supersede and take the place of all provisions of all previous and existing Resolutions, orders and policies of the City pertaining to the subject matter to the extent that they conflict with this Resolution.

SECTION 9. The City Clerk is directed to file an original “certified copy” of this Resolution with the Board of Supervisors and a copy with the County Elections Official.

SECTION 10. That the City Clerk shall certify to the passage and adoption of this Resolution.

PASSED, APPROVED and ADOPTED this __ day of ________, 2024.

City Council of Glendora, CA
BY:

MENDELL L. THOMPSON
Mayor
APPROVED AS TO FORM:

Aleshire & Wynder, LLP

DANNY ALESHIRE
City Attorney
Item #13. Page 9
Meeting Date: 5/28/2024 / Packet Page #: 408
Resolution CC 2024-___ Page 3 of 3

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

Dated:

KATHLEEN R. SESSMAN
City Clerk/Communications Director
Item #13. Page 10
Meeting Date: 5/28/2024 / Packet Page #: 409
Initiating the Tuesday, November 5, 2024
City of Glendora
General Municipal Election
City Clerk’s Office
City Council Meeting
May 28, 2024
Kathleen R. Sessman, City Clerk/Communications Director CityOfGlendora.org Item #13. Page 11
Meeting Date: 5/28/2024 / Packet Page #: 410
Objectives
• Background
• Initiating Election
• Election Timeline
• Candidate Workshop TBD
Item #13. Page 12
Meeting Date: 5/28/2024 / Packet Page #: 411
Background
In 2017, the City of Glendora changed its electoral
process from at-large to district elections, beginning
with the March 2020 election.

Glendora City Council Districts consist of five districts.

For the November 5, 2024 election, only registered
voters from District 2, 3 and 5 will be able to vote
and/or run for an open seat.

District 1 and 4 will have an election in 2026.

Councilmember serve four-year terms.

Want to know what district you're in, go to
www.CityOfGlendora.org/FindYourDistrict
1 2
3 4
5 6
Item #13. Page 13
Meeting Date: 5/28/2024 / Packet Page #: 412
Initiating Election
q Adoption required Resolutions
q Calls Election pursuant to State law
q Adopts regulations pursuant to §13307 of the Elections Code q Requests Board of Supervisors for Los Angeles County to administer portions of the election
q Request election services from Los Angeles County
q Deadline to have copy of certified resolution to Los Angeles County is E-83
Item #13. Page 14
Meeting Date: 5/28/2024 / Packet Page #: 413
Election Timeline
Date Details
May 28, 2024 Resolutions Calling the Election and Initiating November 5, 2024 City of Glendora General Municipal Election for District 2, 3 and 5
TBD @ 6 p.m. Pre-Nomination Workshop
July Publish Notice of Election
July 15 - August 9 Nomination Period
August 9 Last Day to File/Withdraw Nomination Papers
August 14 @ 5 p.m. Extended Nomination Period
October 15 Voter Information Guides mailed to Voters
October 7 Vote-By-Mail Ballots Mailed
November 5 ELECTION DAY
Voting Centers 7 am - 8 pm
December 5 LAC Registrar completed Election Canvas and Election Results December 10 Glendora Reciting Results
December/January New Council Member Orientation
Item #13. Page 15
Meeting Date: 5/28/2024 / Packet Page #: 414

RECOMMENDATIONS

1. Adopt a City Council Resolution entitled, "A RESOLUTION OF THE CITY COUNCIL CALLING AND GIVING NOTICE OF THE HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5, 2024, FOR THE ELECTION OF CERTAIN OFFICERS AS REQUIRED BY THE PROVISIONS OF THE LAWS OF

THE STATE OF CALIFORNIA RELATING TO GENERAL LAW CITIES AND ADOPTING REGULATIONS FOR CANDIDATES PERTAINING TO CANDIDATE’S STATEMENTS SUBMITTED TO THE VOTERS”;

2. Adopt a City Council Resolution entitled, “A RESOLUTION OF THE CITY COUNCIL REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF LOS ANGELES TO DIRECT THE REGISTRARRECORDER/COUNTY CLERK TO ADMINISTER, MANAGE AND OVERSEE THE CITY OF GLENDORA’S GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5, 2024; AND REQUEST FOR

CONSOLIDATION OF THE GENERAL MUNICIPAL ELECTION WITH THE STATEWIDE GENERAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 5, 2024”; and

3. Direct the City Clerk to forward certified copies of said resolutions to the County Board of Supervisors and the Registrar of Voters.

That the City Council:

Item #13. Page 16
Meeting Date: 5/28/2024 / Packet Page #: 415

STAFF REPORT
TO: MAYOR AND COUNCIL MEMBERS DATE: MAY 28, 2024
FROM: CITY CLERK’S OFFICE DISTRICT(S): CITYWIDE
SUBJECT: CONDUCT FIRST READING AND INTRODUCTION OF AN ORDINANCE AMENDING SECTION 1.12.020(B) OF THE GLENDORA MUNICIPAL CODE RELATING TO CUSTODY

AND USE OF THE OFFICIAL SEAL AND OTHER INSIGNIA

RECOMMENDATION
That the City Council:

1. Introduce for first reading an Ordinance entitled, “AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GLENDORA, CALIFORNIA, AMENDING SECTION 1.12.020(B) OF THE

GLENDORA MUNICIPAL CODE RELATING TO THE CUSTODY AND USE OF OFFICIAL CITY LOGO AND OTHER INSIGNIAS,” by reading of the title only and waiving further reading.”

STRATEGIC FOCUS AREAS
 Goal 4: Enhance and Modernize the Organization (EMO)

EXECUTIVE SUMMARY
The Glendora Municipal Code 1.12 establishes the regulations that ensure that the City seal, logos and other insignias are used on official City documents and for official City business and not for private or commercial uses.

As part of the 2023-2025 Two-Year Strategic Plan adopted on April 11, 2023, several of the strategic objectives focused on the development and enhancement of the City brand, one of which was to develop a City of Glendora logo.

On March 12, 2024, a new City of Glendora wordmark and insignias were presented and approved by the City Council by a 4-1 vote. With this approval, an amendment to the Glendora Municipal Code to include the new brand wordmark, and insignias is required. For this reason, and in order to ensure that these new City of Glendora wordmarks and insignias are utilized for proper purposes, and that unauthorized, deceptive, or fraudulent use be made unlawful, staff recommends that the City Council introduce the proposed ordinance (Attachment A) for first reading and direct staff to schedule second reading and adoption for the June 11, 2024 meeting.

LEGISLATIVE HISTORY / PREVIOUS ACTIONS
In 2019, the Glendora City Council by a 4-0 vote adopted Ordinance No. 2037 which created Glendora Municipal Code section 1.12 Custody and use of official seal and other insignia to remove potential ambiguity regarding the use of existing City seal and insignias by third-parties.

On March 12, 2024, the Glendora City Council by a 4-1 vote, approved a new brand wordmark and insignias.

DISCUSSION
Analysis
Item #14. Page 1
Meeting Date: 5/28/2024 / Packet Page #: 416
Staff Report Page 2 of 4
With the adoption of the 2023-2025 Two-Year Strategic Plan on April 11, 2023 and several of the adopted strategic objectives, focused on the development and enhancement of the City brand. In order to facilitate conversations on these objectives, proposals to develop a new brand for the City of Glendora were requested and on September 12, 2023, the City Council awarded a contract to JPW Communications, a southern California based firm specializing in government communications and branding, to conduct a brand assessment, design, and rollout. JPW Communications is comprised of marketing, design, and communication professionals, all with prior government experience themselves, has worked with over 60 local government agencies in California on developing branding and messaging strategies since 2015 and provides comprehensive research, assessment, and development processes that help identify key decision markers.

This partnership allowed for a collaborative approach with a goal to balance the City’s rich history with its future aspirations, attract new businesses, and enhance quality of life for the residents and businesses that call Glendora home. It incorporated comprehensive research, assessments, and development processes, stakeholder input and helped identify key decision markers.

JPW utilized a 5-phase approach for the branding process since community branding work takes a unique mix of discovery, strategic thinking, design excellence, project management skills and political acumen to create an authentic brand that reflects the community.

Approach
Phase 1 – Conduct Research
JPW conducted thorough research of the agency, the community, and its stakeholders to establish a holistic understanding of Glendora. During this phase, JPW sought input to uncover the perceptions, realities and aspirations for Glendora in order to define its true brand DNA.

During this phase, JPW utilized a mix of qualitative and quantitative research methods that included:
 Community familiarization tour
 Brand material audit/environmental scan
 Competitive analysis
 Demographic research
 SWOT analysis with key City project team
 1:1 Interviews with key stakeholders (12 interviews)
 Community survey
Phase 2 – Develop Strategy
Once the research was complete, JPW drafted a research findings and insight report that made sense of all the research pieces. This became the backbone for the development of a fresh brand narrative for the City as well as a creative brief that would be used to guide the design of a new community mark.

Phase 3 – Design Identity
One consensus was achieved on the research insights, brand narrative, creative brief and design concept, JPW began working on a one-of-a-kind hand lettered wordmark that would be as unique as the community itself. This treatment harkened back to Glendora’s founding in an inviting manner that welcomes all to return, rethink or reimagine Glendora’s future.

The City wordmark(s), logo(s), and other insignia(s) are set forth below:

City of Glendora Wordmark City of Glendora Insignias

Item #14. Page 2
Meeting Date: 5/28/2024 / Packet Page #: 417
Staff Report Page 3 of 4
The City seal, logos and other insignias are used on official City documents and for official City business.

They can also be found on publications for City-sponsored events, as well as events that the City cosponsors with outside organizations. The City endorses many programs and events throughout Glendora, and adopting regulations for the use of the City seal and logos will eliminate the appearance of a City endorsement for programs or events the City does not wish to be affiliated with.

As there is no intent for the City seal or logos to be used for private or commercial uses, adopting these regulations will eliminate uncertainty as to how the City seal and logos are to be used. For that reason, and in order to ensure that the City seal and logos are utilized for proper purposes and that unauthorized, deceptive, or fraudulent use be made unlawful, staff recommends the following:

1. Introduce for first reading an Ordinance entitled, “AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GLENDORA, CALIFORNIA, AMENDING SECTION 1.12.020(B) OF THE

GLENDORA MUNICIPAL CODE RELATING TO THE CUSTODY AND USE OF OFFICIAL CITY LOGO AND OTHER INSIGNIAS,” by reading of the title only and waiving further reading.”

FISCAL IMPACT
The proposed amendment to the Glendora Municipal Code is not anticipated to have any fiscal impact.

Item #14. Page 3
Meeting Date: 5/28/2024 / Packet Page #: 418
Staff Report Page 4 of 4

ENVIRONMENTAL DETERMINATION
In accordance with the California Environmental Quality Act (CEQA), amending the Glendora Municipal Code to add a section relating to the custody and use of official seal and other insignia is not subject to environmental review under the California Environmental Quality Act (CEQA). Under Section 15378(b)(2) and (b)(5), continued administrative activities and organization activities that will not result in a direct or indirect physical change in the environment are not CEQA projects.

Prepared By Gregory R Morton, Senior Digital Media Specialist Concurs With Not Applicable
Reviewed By Kathleen R. Sessman, City Clerk/Communications Director Certified to Availability of Funds Kyle Johnson, Finance Director/City Treasurer Approved By Adam Raymond, City Manager
Legal Review Danny Aleshire, City Attorney
CEQA Review Not Applicable
ATTACHMENTS:

A. Ordinance
B. PowerPoint
Item #14. Page 4
Meeting Date: 5/28/2024 / Packet Page #: 419
Ordinance No. _________ City Seal and Insignias Page 1 of 3 ORDINANCE NO. _______

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
GLENDORA, CALIFORNIA, AMENDING SECTION 1.12.020(B) OF THE

GLENDORA MUNICIPAL CODE RELATING TO THE CUSTODY AND

USE OF OFFICIAL CITY LOGO AND OTHER INSIGNIAS

THE CITY COUNCIL
City of Glendora, California
WHEREAS, the City of Glendora (“City”) has designated an official City logo and insignia(s) as set forth in Section 1.12.020(b) of the Glendora Municipal Code (“GMC”) which is used for, among other purposes, City-issued documentation, promotional materials, signage, and in the regular course and scope of official business; and, WHEREAS, the City logo and insignia(s) are recognized by residents and businesses on City publications and City-sponsored programs; and,
WHEREAS, the City Council of the City desires to amend the City logo and insigna(s) and provide for a new wordmark of the City of Glendora, as set forth in this Ordinance; and, WHEREAS, all prerequisites to the adoption of this Ordinance have occurred.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GLENDORA,

CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:

SECTION 1. The City Council hereby finds that all of the foregoing Recitals are true and correct and are hereby incorporated and adopted as findings of the City Council.

SECTION 2. Chapter 1.12.020(b) of the GMC is hereby amended and restated to read as follows, but only with respect to the City of Glendora logo (i.e., the Community Services, Library, Police Department, Water Commission and Other logos set forth in Chapter 1.12.020(b) of the GMC shall remain unchanged):
(b) The city wordmark(s), logo(s), and other insignias are set forth below:

City of Glendora Wordmark / Logo
City of Glendora Insignias
Item #14. Page 5
Meeting Date: 5/28/2024 / Packet Page #: 420
Ordinance No. _________ City Seal and Insignias Page 2 of 3 SECTION 3. The Mayor shall sign this Ordinance and the City Clerk shall attest and certify to the passage and adoption thereof and cause same to be published at least once in the San Gabriel Valley Examiner, a weekly newspaper of general circulation, published in the City of Glendora, which newspaper is hereby designated for that purpose (Govt. Code § 40806); and thereupon, and thirty (30) days after its passage, this Ordinance shall take effect and be in force.

SECTION 4. The adoption of this Ordinance is not a project within the meaning of Section 15378 of the California Environmental Quality Act (“CEQA”) Guidelines because this action involves and organizational or administrative activity of government that will not result in the direct or indirect physical change to the environment.

SECTION 5. If any section, sentence, clause or phrase of this Ordinance is determined to be invalid, illegal, or unconstitutional by a decision or order of any court of competent jurisdiction, then such decision or order will not affect the validity and enforceability of the remaining portions of this Ordinance.

PASSED, APPROVED and ADOPTED this ___ day of ____, 2024.

City Council of Glendora, California
BY: _______________________________
MENDELL L. THOMPSON
Mayor
APPROVED AS TO FORM:

Aleshire & Wynder, LLP

DANNY ALESHIRE
City Attorney
Item #14. Page 6
Meeting Date: 5/28/2024 / Packet Page #: 421
Ordinance No. _________ City Seal and Insignias Page 3 of 3

CERTIFICATION
I, Kathleen R. Sessman, City Clerk of the City of Glendora, do hereby certify that the foregoing Ordinance was introduced for first reading on the _____ day of ______, 2024. Thereafter, said Ordinance was duly approved and adopted at a regular meeting of the City Council on the _____ day of ______, 2024, by the following roll call vote:

AYES: MEMBERS:

NOES: MEMBERS:

ABSENT: MEMBERS:

ABSTAIN: MEMBERS:

I further certify that said Ordinance was published as required by law in a newspaper of general circulation in the City of Glendora, California on the __________.

Dated:

KATHLEEN R. SESSMAN
City Clerk/Communications Director
Item #14. Page 7
Meeting Date: 5/28/2024 / Packet Page #: 422
Amending GMC Title 1,
Section 12.020 Branding
Public Information and Media
City Council
May 28, 2024
Greg Morton, Senior Digital Media Specialist CityOfGlendora.org Item #14. Page 8
Meeting Date: 5/28/2024 / Packet Page #: 423

GLENDORA WORDMARK AND INSIGNIAS
• Wordmark Approved on March 12, 2024
• Does NOT Replace City Seal
• Developed by JPW Communications
• Stakeholder 1:1 Interviews
• Extensive Community Input (Survey)
• One-of-a-Kind Design
• Re-imagines Glendora’s future by branding
City services under a unifying design
Item #14. Page 9
Meeting Date: 5/28/2024 / Packet Page #: 424

ANTICIPATED ROLLOUT PLAN
• State of the City – June 13
• Brand Standard Guidelines – Jun/Jul
• Employee Rollout – Summer
• Shirts/Uniforms
• Marketing
• Pompei Park Mural – Summer/Fall
• Wayfinding – Fall
• Website Redesign (incl. new branding) - Nov
Item #14. Page 10
Meeting Date: 5/28/2024 / Packet Page #: 425

AMENDING THE ORDINANCE
As there is no intent for the City seal or logos to be
used for private or commercial uses, adopting these
regulations will eliminate uncertainty as to how the
City seal and logos are to be used.

Item #14. Page 11
Meeting Date: 5/28/2024 / Packet Page #: 426

RECOMMENDATIONS

1. Introduce for first reading an Ordinance entitled, “AN ORDINANCE OF THE

CITY COUNCIL OF THE CITY OF GLENDORA, CALIFORNIA, AMENDING THE GLENDORA MUNICIPAL CODE TITLE 1 CUSTODY AND USE OF THE OFFICIAL SEAL AND OTHER INSIGNIAS, SECTION 12.020 OFFICIAL SEAL AND CITY LOGO,” by reading of the title only and waiving further reading.” That the City Council:

Item #14. Page 12
Meeting Date: 5/28/2024 / Packet Page #: 427

Glendora City CouncilMay 28, 2024

Glendora City Council
May 28, 2024