Hayward City Council
September 2, 2025

Tuesday, September 2, 2025
7:00 PM

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
Council Chambers
City Council
Agenda

September 2, 2025City Council Agenda

CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
City Hall, Council Chambers
NOTICE: The City Council will hold a hybrid meeting in the Council Chambers and virtually via Zoom.

PUBLIC PARTICIPATION
How to observe the Meeting:

1. Comcast TV Channel 15

2. Live stream https://hayward.legistar.com/Calendar.aspx

3. YouTube Live stream: https://www.youtube.com/user/cityofhayward How to submit written Public Comment:

1. Use eComment on the City's Meeting & Agenda Center webpage at:
https://hayward.legistar.com/Calendar.aspx. eComments are directly sent to the iLegislate application used by City Council and City staff. Comments received before 3:00 p.m. the day of the meeting will be exported into a report, distributed to the City Council and staff, and published on the City's Meeting & Agenda Center under Documents Received After Published Agenda.

2. Send an email to [email protected] by 3:00 p.m. the day of the meeting. Please identify the Agenda Item Number in the subject line of your email. Emails will be compiled into one file, distributed to the City Council and staff, and published on the City's Meeting & Agenda Center under Documents Received After Published Agenda. Documents received after 3:00 p.m. through the adjournment of the meeting will be included as part of the meeting record and published the following day.

How to provide live Public Comment during the City Council Meeting:

Participate in the Council Chambers or click link below to join the meeting:
https://hayward.zoom.us/j/81190658150?pwd=KEhe5Fw0p59XtCSrHoDhUpnSrkTX2E.1 Meeting ID: 811 9065 8150
Password: CCm9/2@7pm
or
Dial: +1 669 900 6833 or +1 646 931 3860
Meeting ID: 811 9065 8150
Password: 7177256309

September 2, 2025City Council Agenda

CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
City Hall, Council Chambers
CALL TO ORDER: Mayor Salinas
Pledge of Allegiance: Council Member Andrews
AB 2449 TELECONFERENCE NOTIFICATIONS AND CONSIDERATION

ROLL CALL

CLOSED SESSION ANNOUNCEMENT
August 21, 2025
September 2, 2025

PUBLIC COMMENTS
The Public Comments section provides an opportunity to address the City Council on items not listed on the agenda or Informational Staff Presentation items. The Council welcomes comments and requests that speakers present their remarks in a respectful manner, within established time limits, and focus on issues which directly affect the City or are within the jurisdiction of the City. As the Council is prohibited by State law from discussing items not listed on the agenda, items will be taken under consideration and may be referred to staff. The City Council welcomes comments, including criticism, about the policies, procedures, programs, or services of the City, or of the acts or omissions of the City Council. Speakers shall not use threatening, profane, or abusive language which disrupts, disturbs, or otherwise impedes the orderly conduct of a City Council. The City is committed to maintaining a workplace free of unlawful harassment and is mindful that City staff regularly attend Council meetings. Discriminatory statements or conduct that is hostile, intimidating, oppressive, or abusive – are per se disruptive to a meeting and will not be tolerated . ration and may be referred to staff.

CITY MANAGER’S COMMENTS
An oral report from the City Manager on upcoming activities, events, or other items of general interest to Council and the Public.

ACTION ITEMS
The Council will permit comment as each item is called for the Consent Calendar, Public Hearings, and Legislative Business. In the case of the Consent Calendar, a specific item will need to be pulled by a Council Member in order for the Council to discuss the item or to permit public comment on the item. Please notify the City Clerk any time before the Consent Calendar is voted on by Council if you wish to speak on a Consent Item.

September 2, 2025City Council Agenda

CITY COMMISSIONS
City Commissions: Adopt a Resolution Confirming the
Appointment and Reappointment of Members of the Clean and Green Commission, Community Services Commission, Library Commission, Personnel Commission and Planning Commission (Report from City Clerk Lens)
APPT 25-0031.

Attachments: Attachment I Staff Report
Attachment II Resolution

CONSENT
Approve the City Council Minutes of the Special City Council Meeting on August 19, 2025
MIN 25-0922.

Attachments: Attachment I Draft Minutes of 8/19/2025
Approve the Minutes of the City Council Meeting on August 19, 2025
MIN 25-0933.

Attachments: Attachment I Draft Council Minutes 8/19/2025 Adopt a Resolution Authorizing the City Manager to Execute an Agreement with the Alameda County Transportation
Commission to Advance the Interstate 880/A Street
Interchange Improvement Project and Allocate $1,350,000 from Fund 212 to the Project
CONS 25-3534.

Attachments: Attachment I Staff Report.pdf
Attachment II Resolution.pdf
Attachment III A Street Five Lane Alternative
Attachment IV LATIP Project List
Adopt a Resolution Authorizing the City Manager to Negotiate and Execute a Landscape Maintenance Contract for La Vista Landscape and Lighting Assessment District 14 with Los Loza Landscaping, Inc. in a Not-to-Exceed Amount of $300,000 Over Five Years
CONS 25-3865.

Attachments: Attachment I Staff Report.pdf
Attachment II Resolution.pdf

September 2, 2025City Council Agenda
Adopt a Resolution Authorizing the City Manager to Negotiate and Execute Maintenance Contracts for Eden Shores Storm Water Facilities and Water Buffer Maintenance District 2 with Los Loza Landscaping, Inc. for Pond Maintenance in a
Not-to-Exceed Amount of $300,000 Over Five Years and with Pacheco Landscape Management, Inc. for Landscape
Maintenance in a Not-to-Exceed Amount of $200,000 Over Five Years
CONS 25-3876.

Attachments: Attachment I Staff Report
Attachment II Resolution
Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 1 to the Agreement with Western Systems,
Inc., to Increase the Agreement by $400,000, for a Total Not-to-Exceed Amount of $550,000 for the Battery Backup Program, Project Nos. 05233 and 05856
CONS 25-3887.

Attachments: Attachment I Staff Report
Attachment II Resolution
Adopt an Ordinance Amending Article 15 (Tree Preservation Ordinance) of Chapter 10 (Planning, Zoning and Subdivisions) Regarding Regulatory Guidelines for the Designation, Removal and Mitigation of Protected Trees in the City of Hayward CONS 25-3918.

Attachments: Attachment I Staff Report
Attachment II Summary of Published Ordinance

WORK SESSION
Work Session items are non -action items. Although the Council may discuss or direct staff to follow up on these items, no formal action will be taken. Any formal action will be placed on the agenda at a subsequent meeting in the action sections of the agenda.

Work Session Regarding the Feasibility of a Rental Registration System (Report from Development Services Director Buizer) WS 25-0279.

Attachments: Attachment I Staff Report
Attachment II Housing Division Duties
Attachment III Eviction Prevention Data

September 2, 2025City Council Agenda

INFORMATIONAL ITEM
Information items are presented as general information for Council and the public, and are not presented for discussion. Should Council wish to discuss or take action on any of the "information” items, they will direct the City Manager to bring them back at the next Council agenda as an Action Item.

Informational Report: FY25 Q3 and Q4 Semiannual Capital Improvement Program Progress Report
RPT 25-06410.

Attachments: Attachment I Staff Report
Attachment II In Progress Projects
Attachment III Completed Projects

COUNCIL REPORTS AND ANNOUNCEMENTS
Council Members can provide oral reports on attendance at intergovernmental agency meetings, conferences, seminars, or other Council events to comply with AB 1234 requirements (reimbursable expenses for official activities).

COUNCIL REFERRALS
Council Members may bring forward a Council Referral Memorandum (Memo) on any topic to be considered by the entire Council. The intent of this Council Referrals section of the agenda is to provide an orderly means through which an individual Council Member can raise an issue for discussion and possible direction by the Council to the appropriate Council Appointed Officers for action by the applicable City staff.

ADJOURNMENT
NEXT MEETING, September 16, 2025, 7:00 PM

September 2, 2025City Council Agenda

PUBLIC COMMENT RULES
Any member of the public desiring to address the Council shall limit their comments to three (3) minutes unless less or further time has been granted by the Presiding Officer or in accordance with the section under Public Hearings. The Presiding Officer has the discretion to shorten or lengthen the maximum time members may speak. Speakers will be asked for their name before speaking and are expected to honor the allotted time.

PLEASE TAKE NOTICE
That if you file a lawsuit challenging any final decision on any public hearing or legislative business item listed in this agenda, the issues in the lawsuit may be limited to the issues that were raised at the City's public hearing or presented in writing to the City Clerk at or before the public hearing.

PLEASE TAKE FURTHER NOTICE
That the City Council adopted Resolution No. 87-181 C.S., which imposes the 90-day deadline set forth in Code of Civil Procedure section 1094.6 for filing of any lawsuit challenging final action on an agenda item which is subject to Code of Civil Procedure section 1094.5. ***Materials related to an item on the agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk ’s Office, City Hall, 777 B Street, 4th Floor, Hayward, during normal business hours. An online version of this agenda and staff reports are available on the City ’s website. Written comments submitted to the Council in connection with agenda items will be posted on the City ’s website. All Council Meetings are broadcast simultaneously on the City website, Cable Channel 15 - KHRT, and YouTube. ***
Assistance will be provided to those requiring accommodations for disabilities in compliance with the Americans with Disabilities Act of 1990. Interested persons must request the accommodation at least 48 hours in advance of the meeting by contacting the City Clerk at (510) 583-4400 or [email protected].

Assistance will be provided to those requiring language assistance. To ensure that interpreters are available at the meeting, interested persons must request the accommodation at least 48 hours in advance of the meeting by contacting the City Clerk at (510) 583-4400.

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: APPT 25-003
DATE: September 2, 2025
TO: Mayor and City Council
FROM: City Clerk

SUBJECT
City Commissions: Adopt a Resolution Confirming the Appointment and Reappointment of Members of the Clean and Green Commission, Community Services Commission, Library Commission, Personnel Commission and Planning Commission

RECOMMENDATION
That the City Council adopts a resolution (Attachment II) confirming twenty (20) appointments and four (4) reappointments to the City’scommissions as follows: Clean and Green Community (7); Community Services Commission (3); Library Commission (3); Personnel Commission (4); and Planning Commission (1). The resolution also identifies two alternates for the Personnel Commission. Table 1 provides information by meeting body.

SUMMARY
The annual recruitment for City commissions was conducted from May 8, 2025 to August 1, 2025. Early in the recruitment process, there were fourteen vacancies across City commissions; however, additional vacancies were created during the process due to resignations and seats being vacated, bringing the total number of vacancies to twenty-two. The vacancies were as follows: Clean and Green Commission (9), Community Services Commission (3), Library Commission (5), Personnel Commission (4), and Planning Commission (1).

A total of fifty-two qualified applications were received by the submission deadline, with twenty-nine applicants qualifying for consideration, and twenty candidates ultimately selected for service on City commissions. The resolution (Attachment II) confirming the appointment and reappointment of members contains the names by meeting body.

ATTACHMENTS
Attachment I Staff Report
Attachment II Resolution
CITY OF HAYWARD Printed on 8/28/2025Page 1 of 2
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File #:APPT 25-003
CITY OF HAYWARD Printed on 8/28/2025Page 2 of 2
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DATE: September 2, 2025

TO: Mayor and Council Members

FROM: City Clerk

SUBJECT: City Commissions : Adopt a Resolution Confirming t he Appointment and Reappointment of Members of the Clean and Green Commission, Community Services Commission, Librar y Commission, Personnel Commission and Planning Commission

RECOMMENDATION

That the City Council adopts a resolution (Attachment II) confirming twenty (20) appointments and four (4) reappointments to the City’s commissions as follows: Clean and Green Community (7); Community Services Commission ( 3); Library Commission (3); Personnel Commission (4); and Planning Commission (1). The resolution also identifies two alternates for the Personnel Commission. Table 1 provides information by meeting body.

SUMMARY

The annual recruitment for City commissions was conducted from May 8, 2025 to August 1, 2025. Early in the recruitment process, there were fourteen vacancies across City commissions; however, additional vacancies were created during the process due t o resignations and seats being vacated, bringing the total number of vacancies to twenty-two.

The vacancies were as follows: Clean and Green Commission (9), Community Services Commission (3), Library Commission (5), Personnel Commission (4), and Planning Commission (1).

A total of fifty-two qualified applications were received by the submission deadline, with twenty-nine applicants qualifying for consideration , and twenty candidates ultimately selected for service on City commissions. The resolution (A ttachment II) confirming the appointment and reappointment of members contains the names by meeting body.

BACKGROUND AND DISCUSSION

During the special City Council meeting on August 19, 20251, and as provided for in the City’s Council Appointed Officials Handbook, the City Council reviewed six reappointment requests

1 8/19/25 Staff Report: CITY OF HAYWARD - Meeting of City Council on 8/19/2025 at 5:30 PM

and the annual Commissions Report comprising members’ attendance records and completion of mandatory trainings. Following the reappointment request evaluation process, which considered attendance records and overall performance, the City Council recommended advancing four reappointment requests as presented in Table 1. The City Council vacated four seats of members whose attendance fell below a 60% threshold.

Additionally, three commissioners with attendance between 61% and 74% were placed on a monitoring list and will be reevaluated at the end of December. At that time, if their attendance does not meet the required 75% standard, their seats may also be declared vacant.

Following current p ractice, m embers of the City Council reviewed and pre -screened all applications and individually communicated their selections to the City Clerk as outlined in the August 19, 2025, City Council staff report. Twenty-nine applicants received at least three points and were invited to interview with the City Council on August 26, 2025. The August 26, 20252, City Council staff report, and attachments provide information about the pre-selected applicants and details related to the selection/interview process. At the conclusion of the interviews, the City Council selected twenty applicants for service on City commissions, and also identified two alternates for the Personnel Commission. At the same meeting, the City Council reviewed the appeal of a member whose s eat was vacated for not maintaining the 75% attendance requirement. The request for reinstatement did not receive a majority vote.

The resolution (Attachment II) confirming the appointment and reappointment of members lists the names by meeting body. The length of term for the individual s identified as Personnel Commission alternates will be valid for one year expiring in September 2026. The appointment process will involve two separate actions on the same City Council agenda: 1) resolution accepting the resignation of a member; and 2) resolution recommending the alternate to fill the vacated position for the remainder of the unexpired term. The City Clerk’s Office will ensure the alternate continues to be interested in serving and will confirm the alternate’s eligibility status prior to recommending for service.

The appointment of Clean and Green Commissioner Melnikov to the Personnel Commission created an additional vacancy on the Clean and Green Commission, bringing the total number of vacancies to two. Additionally, since there were not enough qualified applicants for service on the Library Commission, two seats on that commission were also left vacant.

Table 1 summarizes updated filled seats and approved requests for reappointment by meeting body. Tables 2 through 6 summarize information by meeting body.

2 8/26/25 Staff Report: CITY OF HAYWARD - Meeting of City Council on 8/26/2025 at 5:00 PM

TABLE 1: SUMMARY OF VACANCIES:

Meeting Body Filled Seats Vacancies Reappointments
Approved Total
CSC3 3 0 4 7
LC4 3 2 0 5
Pers C5 4 0 0 4
PC6 1 0 0 1
CGC7 7 2 0 9
TOTAL 18 4 4 26

TABLE 2: COMMUNITY SERVICES COMMISSION (CSC):
* On 8/19/2025, the seats of Commissioners Alvite and Triviso were vacated, which added two vacancies.

TABLE 3: LIBRARY COMMISSION:

3 Community Services Commission
4 Library Commission
5 Personnel Commission
6 Planning Commission
7 Clean and Green Commission
# Name Date
Appointed
Term
Expires Resigned
Not Seeking
Re-
appointment
Seeking Re-
appointment
1 Austin Bruckner Carrillo 9/21/21 9/30/27 12/16/24
2 Tyne Johnson 9/12/23 9/30/24 9/30/24
3 Collin Thormoto 9/21/21 9/30/26 10/8/24
4 Hazel De Leon 1/18/22 9/30/25 x
5 Janet Kassouf 9/15/15 9/30/25 x
6 Linda Moore 9/18/18 9/30/25 x
7 Amardeep Brar 9/12/23 9/30/25 8/20/25
8 Daisy Maxion 9/12/23 9/30/25 x
9 Jagdeep Singh 9/20/22 9/30/25 x
10 Lenita Wheeler 9/20/22 9/30/25 x
11 Calvin Wong 9/12/23 9/30/25 x
# Name Date
Appointed
Term
Expires Resigned
Not Seeking
Re-
appointment
Seeking Re-
appointment
1 Shonda Goward 9/21/21 9/30/26 6/30/25
2 Marhya Kelsch 1/23/24 9/30/27 5/6/25
3 Joshua De Miguel 9/17/24 9/30/25 x
4 Valerie Fredericks 9/17/24 9/30/25 x
5 Suresh Sangiah 9/10/19 9/30/25 x

TABLE 4: PERSONNEL COMMISSION (PERC):

* On 8/19/2025, the seat of Commissioner Cortez and was vacated, which resulted in one additional vacancy.

TABLE 5: CLEAN AND GREEN COMMISSION (CGC):

*
On 3/4/2025, the size of the Clean and Green Commission was reduced to 18; therefore, since the Commission has eleven members, the City Council only needs to fill seven vacancies. On 8/19/2025, the seat of Commissioner Patton was vacated,

TABLE 6: PLANNING COMMISSION (PC):

FISCAL

IMPACT

There is no fiscal impact associated with this report.

# Name of
Commissioner
Date
Appointed
Term
Expires Resigned
1 Jadesola Edwards 9/20/22 9/30/26 9/23/24
2 Denise Thompson 9/10/19 9/30/26 11/13/24
3 Lucy Woo 9/20/22 9/30/26 6/12/25
# Name Date
Appointed
Term
Expires

Resigned

1. Lucas Banks 9/20/22 9/30/27 3/25/25
2 Margaret Barton 9/20/22 9/30/26 10/11/24
3 Mohaned Elwali 9/21/21 9/30/28 7/21/25
4 Vikram Gautham 9/12/23 9/30/27 5/16/25
5 Jeffrey Haman 9/19/17 9/30/27 9/17/24
6 Dough Mansel 9/20/22 9/30/28 3/18/25
7 Leah Martinez 9/20/22 9/30/27 10/18/24
8 Jessica Stanley 9/10/19 9/30/27 11/19/24
9 Sergey Melnikov 9/12/23 9/30/27 8/27/25
# Name Date
Appointed
Term
Expires Resigned
1 Shanta Franco-Clausen 9/12/23 9/30/26 8/20/25

STRATEGIC ROADMAP

This agenda item relates to goals outlined in the Council’s Strategic Roadmap to support vibrant communities. Staff analyze d data pertaining to the composition of members of the City Council’s appointed bodies. These efforts are intended to eliminate racial inequities, mitigate unintended consequences, and advance the goals of the Commitment for an Inclusive, Equitable and Compassionate Community and the 2020 Racial Equity Action Plan. During this recruitment, staff continued recruitment efforts with an equity lens in mind and focused efforts in areas lacking representation in current meeting bodies. It is staff’s goal to have the City Council’s appointed bodies from diverse backgrounds reflecting a diverse, equitable and inclusive community.

PUBLIC CONTACT

Information about the annual recruitment was disseminated via various channels. Table 6 below provides a summary of the outreach efforts related to the recruitment. All related agendas were posted in accordance with the Brown Act.

TABLE 7: OUTREACH SUMMARY:

2025 Outreach Efforts

Date

Attendance/Reach

City Newsletter - The Stack 5/8/2025 49,656 recipients
City Newsletter - The Stack Extra 5/13/2025 49,694 recipients City Newsletter - The Stack Extra 7/23/2025 48,995 recipients Annual Earth Day Citywide Clean-Up Event 4/26/2025 ~ 104 attendees Cinco de Mayo 5/3/2025 7,000 attendees
Juneteenth Celebration 6/21/2025 6,000 attendees
All America Festival 6/28/2025 800 attendees
Water Bill and Excise Tax Mailer Mid-April to Mid-June 49,112 mailers Water Bill (online) Mid-April to Mid-June 68,590 mailers with online bill Downtown Hayward Street Parties 6/12/25 & 7/17/25 over 8,000 attendees South Hayward Market 7/21/2025 ~ 80 attendees
Email to Community Groups 7/25/2025
Social Media: Library 7/28/2025
Social Media: Facebook 5/8/25 - 8/1/25 4,934 impressions Social Media: Twitter 5/8/25 - 8/1/25 1,922 impressions Social Media: Instagram 5/8/25 - 8/1/25 4,078 impressions Social Media: LinkedIn 5/8/25 - 8/1/25 3,162 impressions

NEXT STEPS

Following Council’s actions, oaths of affirmation will be administered to newly and reappointed members.

Prepared and Recommended by: Miriam Lens, City Clerk

Approved by:

_____________________________________________
Jayanti Addleman, Interim City Manager

ATTACHMENT II

HAYWARD CITY COUNCIL

RESOLUTION NO. 25-____

Introduced by Council Member _________

RESOLUTION CONFIRMING THE APPOINTMENT AND REAPPOINTMENT OF

MEMBERS O F THE CLEAN AND GREEN COMMISSION, COMMUNITY

SERVICES COMMISSION, LIBRARY COMMISSION, PERSONNEL COMMIS SION

AND PLANNING COMMISSION

WHEREAS, the City conducted its annual recruitment for City commissions; and

WHEREAS, the City Council reviewed fifty-two applications, and interviewed twenty-five eligible applicants on August 26, 2025; and

WHEREAS, the City Council selected a total of twenty members; and

WHEREAS, the City Council left vacant two seats on the Clean and Green Commission and two seats on the Library Commission which should not impact quorum in each meeting body.

NOW, THEREFORE, BE IT RESOL VED that the City Council of the City of Hayward does hereby confirm the appointment of the following as members of the commissions and task force, for the terms as designated.

APPOINTMENTS

Clean and Green Commission

Kyle McCray (Succeeds Margaret Barton) September 2026
Michael Garcia-Picazo (Succeeds Lucas Banks) September 2027 Christian Loza (Succeeds Jeffrey Haman) September 2027
Peyton Waterman (Succeeds Leah Martinez) September 2027 Thomas Ford (Succeeds Mohaned Elwali) September 2028
Mary Otegbade (Succeeds Vikram Gautham) September 2028
Herminia Ruiz (Succeeds Dough Mansel) September 2028

ATTACHMENT II

Community Services Commission

Elvin Sledge (Succeeds Mariana Triviso) September 2027
Jayendra Singh (Succeeds Elaine Alvite) September 2028
Barbara Madeiros (Succeeds Amardeep Brar) September 2029

Library Commission

Jackqueline Felix (Succeeds Joshua De Miguel) September 2029 Angela Ramos (Succeeds Valerie Fredericks) September 2029 Lucretia Whitener (Succeeds Suresh Sangiah) September 2029

Personnel Commission

Edward Moore (Succeeds Jadesola Edwards) September 2026 Bonnie Tendencia (Succeeds Denise Thompson) September 2026

Tiega-Noel Varlack (Succeeds Lucy Woo) September 2026
Sergey Melnikov (Succeeds Erika Cortez) September 2027

Planning Commission

Vasko Yorgov (Succeeds Shanta Franco-Clausen) September 2026

BE IT FURTHER RESOLVED that the City Council of the City of Hayward does hereby confirm the reappointment of the below -named persons as member s of the Community Services Commission.

REAPPOINTMENTS

Community Services Commission

Daisy Maxion September 2029
Jagdeep Singh September 2029
Lenita Wheeler September 2029
Calvin Wong September 2029

ATTACHMENT II

BE IT FURTHER RESOLVED that the City Council of the City of Hayward does hereby confirm the selection of the below -named individual as alternate s to fill unexpired vacancies until September 2026.

ALTERNATES

Personnel Commission

Amarilis Diaz- First
Sana Alam - Second

September 2026
September 2026

IN COUNCIL, HAYWARD, CALIFORNIA _______________________, 2025

ADOPTED BY THE FOLLOWING VOTE:

AYES: COUNCIL MEMBERS:

MAYOR:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ATTEST: ______________________________________
City Clerk of the City of Hayward

APPROVED AS TO FORM:

_________________________________________
City Attorney of the City of Hayward

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: MIN 25-092
DATE: September 2, 2025
TO: Mayor and City Council
FROM: City Clerk

SUBJECT
Approve the City Council Minutes of the Special City Council Meeting on August 19, 2025

RECOMMENDATION
That the City Council approves the Special City Council meeting minutes of August 19, 2025.

SUMMARY
The City Council held a Special City Council meeting on August 19, 2025.

ATTACHMENTS
Attachment I Draft Minutes of 8/19/2025
CITY OF HAYWARD Printed on 8/28/2025Page 1 of 1
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SPECIAL CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
Conference Room 2A
https://hayward.zoom.us/j/88391039362?pwd=4iuidn4GvIMfQV3sKFtqMSTZo4JnMf.1 Tuesday, August 19, 2025, 5:30 p.m.

The special City Council meeting was called to order by Mayor Salinas at 5:38 p.m. in Conference Room 2A, Hayward City Hall.

ROLL CALL

Present: COUNCIL MEMBERS Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño MAYOR Salinas

Absent: NONE

PUBLIC COMMENTS

There were none.

WORK SESSION

1. City Commissions: Review of Six Reappointment Requests and Approval of Interview Process for August 26, 2025 (Report from City Clerk Lens) WS 25-032

Staff report submitted by City Clerk Lens, dated August 19, 2025, was filed.

City Clerk Lens provided an overview of the staff report and informed the City Council that Commissioner Amardeep Brar had withdrawn his reappointment request.

Discussion ensued among members of the City Council and staff about five reappointment requests and the Commission Report , which included members’ attendance records and verification of completion of mandatory trainings for all City commissions.

The City Council recommended advancing four reappointment requests , declaring four commission seats vacant due to members’ attendance falling below a 60% threshold, and placing commissioners with attendance between 61% and 74% on a monitoring list to be reevaluated in December 2025 . I f the attendance for those members does not meet the required 75% standard, their seats may be declared vacant. The City Clerk was directed to notify all affected members accordingly.

The City Council agreed to the selection and interview process outlined in the staff report.

ADJOURNMENT

Mayor Salinas adjourned the special City Council meeting at 6:20 p.m.

2 | A u g u s t 1 9 , 202 5

APPROVED

__________________________________________________________ Mark Salinas
Mayor, City of Hayward

ATTEST:

__________________________________________________________ Miriam Lens
City Clerk, City of Hayward

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: MIN 25-093
DATE: September 2, 2025
TO: Mayor and City Council
FROM: City Clerk

SUBJECT
Approve the Minutes of the City Council Meeting on August 19, 2025

RECOMMENDATION
That the City Council approves the Hayward City Council meeting minutes of August 19, 2025.

SUMMARY
The City Council held a City Council meeting on August 19, 2025.

ATTACHMENTS
Attachment I Draft Minutes of August 19, 2025
CITY OF HAYWARD Printed on 8/28/2025Page 1 of 1
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CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
Council Chambers
https://hayward.zoom.us/j/89548872302?pwd=p1oWO6NrAZZpE8rAgolC05jFI25bwv.1 Tuesday, August 19, 2025, 7:00 p.m.

The City Council meeting was called to order by Mayor Salinas at 7:10 p.m. in the Council Chambers.

Pledge of Allegiance: Council Member Syrop

ROLL CALL

Present: COUNCIL MEMBERS Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño MAYOR Salinas

Absent: NONE

CLOSED SESSION ANNOUNCEMENT

The City Council convened in closed session on August 19, 2025, at 5:00 p.m., with all members present and no public speakers regarding public employment pursuant to Government Code section 54957(b)(1) regarding the City Manager. City Attorney Lawson reported the City Council accepted a report from the Council Appointed Officers Committee regarding the position of City Manager but took no reportable action.

The City Council convened in closed session on August 19, 2025, at 6:15 p.m., with all members present and no public speakers regarding two items: 1) conference with legal counsel pursuant to Government Code section 54956.9(d)(1) regarding Newman, Jerry v. City of Hayward, et al.

Case No. 23CV049538; and 2) conference with legal counsel pursuant to Government Code section 54956.9(d)(2) regarding one anticipated litigation case. City Attorney Lawson reported the City Council met and took no reportable action regarding Item 2. In regard to Item 1, the City Council did not have enough time to discuss the matter, and it was continued to the special City Council meeting on August 21, 2025.

PRESENTATION

Mayor Salinas read a proclamation declaring August 23, 2025, as Adopt-a-Block Day in the City of Hayward. Maintenance Services Director Rullman and Acting Street s Manager Quintero thanked the City Council and accepted the proclamation on behalf of the City; Clean and Green Commissioner Ferreira and Chair Milleman thanked the City Council, City staff, and volunteers for the proclamation on behalf o f the Clean and Green Commission; and Davida Scott acknowledged the Maintenance Services Department for its partnership with the Raising Leaders program. Council Member Liaison Andrews was acknowledged for her leadership.

PUBLIC COMMENTS

Peggy Guernsey spoke about the lack of red -light cameras despite years of rising traffic violations, ineffective bike lanes, the increase of expired registration tags, the rundown state 2 | August 19, 2025
of the Executive Airport, the lack of recognition for Tuskegee Airmen and opposed development of the Skywest Golf Course due to its environmental value and abundance of unused commercial space elsewhere.

Navi Bajwa, longtime business owner, expressed concern over the presence of illegal street vendors who take over his property under unregulated conditions; expressed disappointment in the City’s lack of enforcement; and vowed to leave Hayward if the situation continues.

Kristina Kvalnes, longtime resident, shared concerns about ongoing Fourth of July chaos in the Beechwood neighborhood; and advocated for applying ideas from The Tipping Point book by Malcolm Gladwell, including crime prevention through community investment and environmental improvements.

Janett Hernandez share thanks and gifts from the City of Hayward’s sister city, Arandas, Jalisco, and extended an invitation from their local officials, emphasizing the value of cultural exchange and community partnership.

The following Arroyo High School students and representing Save Open Space SOS Skywest Golf Course outreach group, advocated for preserving the Skywest property as green space due to its ecological importance, including the presence of native species, and its value to the community; expressed the City disregard ed community input by prioritizing airport development over recreation and environmental preservation, stressing that most proposed beneficiaries live outside Hayward; and emphasized the need to protect and preserve local nature for current and future generations.

Sijan KC
Andreanna Ocampo
Xinyl Mai
Walid Ahmed

Guillermo Rivera submitted a speaker card but did not speak.

Sandra Frost, SOS Skywest member, commended the students from Arroyo High School, and advocated turning the Skywest property into a public park connected to regional trains, citing the land’s natural resurgence and habitat value.

Randy Waage highlighted the Bell Plastics open house noting its Pez Museum worthy of City promotion; and echoed support for preserving the former Skywest Golf Course, urging the City Council to leave a legacy of parks, not industrial development.

TJ, Hayward Concerned Citizens member, summarized public concerns from a town hall on the Regis Village homeless facility, including safety, transparency, neighborhood/downtown security and proximity to Bret Harte School, while requesting more community engagement and reassurance from City officials as the facility becomes operational.

CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
Council Chambers
https://hayward.zoom.us/j/89548872302?pwd=p1oWO6NrAZZpE8rAgolC05jFI25bwv.1 Tuesday, August 19, 2025, 7:00 p.m.

Ro Aguilar expressed support for Consent Item 5 and the mixed-use affordable housing project (Parcel 8), applauding its inclusion of jobs, open space, and housing diversity; and urged the City Council to encourage the City to develop more such inclusive neighborhoods and build the middle class.

Alejandra Wahl opposed the proposed tree ordinance amendment; expressed she believes the amendment facilitates tree removal at Skywest for development; and argued it prioritizes developers and undermines genuine preservation efforts.

Council Member Zermeño highlighted two small businesses in Hayward: 1) Ana’s Restaurant on Jackson Street, and 2) Shamrock Liquors on Winton Avenue; and asked all to patronize them.

CITY MANAGER’S COMMENTS

Interim City Manager Addleman made three announcements : 1) National Night Out took place on August 5, 2025, and featured thirty-two neighborhood block parties; 2) the Weekes Branch Library reopened August 18, 2025, including a new Friends of the Library bookstore; and 3) the last 2025 Downtown Hayward Street Party is scheduled for August 21, 2025.

CONSENT

Consent Items 2, 5, and 7 were removed from the Consent Calendar for comment.

1. Approve the City Council Minutes of the Meeting on June 24, 2025, MIN 25-088 It was moved by Council Member Goldstein, seconded by Council Member Syrop, and carried unanimously, to adopt the City Council meeting minutes of June 24, 2025.

2. Adopt a Resolution Authorizing the City Manager to Accept and Appropriate $611,000 Grant Funding from the Caltrans Sustainable Transportation Planning Grant Program; Approve the Local Match of $80,000 from Fund 215 -Measure B (Local Transportation) and Fund 460 – Transportation Improvement Fund; Execute a Restricted Grant Agreement with the California Department of Transportation; and Create a Capital Improvement Project for the Nighttime Safety Enhancement Plan, Project No. 05359 CONS 25-350

Staff report submitted by Public Works Director Ameri , dated August 19, 2025, was filed.

Council Member Syrop expressed enthusiasm for the grant funding the Nighttime Safety Enhancement Plan, emphasizing the importance of improved street lighting for public safety and neighborhood accessibility.

4 | August 19, 2025
It was moved by Council Member Goldstein, seconded by Council Member Syrop, and carried unanimously, to adopt the resolution.

AYES: COUNCIL MEMBERS Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño
MAYOR Salinas
NOES: None
ABSENT: None
ABSTAIN: None

Resolution 25-146, “ Adopt a Resolution Authorizing the City Manager to Accept and Appropriate $611,000 Grant Funding from the Caltrans Sustainable Transportation Planning Grant Program; Approve the Local Match of $80,000 from Fund 215 and Fund 460; Execute Restricted Grant Agreement with the California Department of Transportation; and Create New Capital
Improvement Project for the Nighttime Safety Enhancement Plan, Project No. 05359”

3. Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 1 to the East Bay Plain Subbasin Groundwater Sustainability Plan Implementation Agreement between the City of Hayward and East Bay Municipal Utility District CONS 25-351

Staff report submitted by Public Works Director Ameri , dated August 19, 2025, was filed.

It was moved by Council Member Goldstein, seconded by Council Member Syrop, and carried unanimously, to adopt the resolution.

AYES: COUNCIL MEMBERS Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño
MAYOR Salinas
NOES: None
ABSENT: None
ABSTAIN: None

Resolution 25-147, “Resolution Authorizing the City Manager to Execute Amendment No. 1 to the East Bay Plain Subbasin
Groundwater Sustainability Plan Implementation Agreement between the City of Hayward and East Bay Municipal Utility District”

4. Adopt a Resolution Authorizing the City Manager to Award a Contract to Pacific Sewer Maintenance for Sewer Root Control Services in a Not -to-Exceed Amount of $197, 612 CONS 25-352

CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
Council Chambers
https://hayward.zoom.us/j/89548872302?pwd=p1oWO6NrAZZpE8rAgolC05jFI25bwv.1 Tuesday, August 19, 2025, 7:00 p.m.

Staff report submitted by Public Works Director Ameri, dated August 19, 2025, was filed.

It was moved by Council Member Goldstein, seconded by Council Member Syrop, and carried unanimously, to adopt the resolution.

AYES: COUNCIL MEMBERS Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño
MAYOR Salinas
NOES: None
ABSENT: None
ABSTAIN: None

Resolution 25-148, “Resolution Authorizing the City Manager to Award a Contract to Pacific Sewer Maintenance for Sewer Root Control Services in an Amount Not to Exceed $197,612”

5. Adopt a Resolution Authorizing the City Manager to Execute the Second Amendment to the Disposition , Development, and Loan Agreement with RCD GP IV, LLC and Parcel Group 8, L.P. to Accelerate the Relocation of Occupants for the Transfer of Specified City Owned Properties and for the Development of Housing CONS 25-354

Staff report submitted by Assistant City Manager Thomas, dated August 19, 2025, was filed.

Jennifer Feney, Bridge Court tenant, opposed the plan to move tenants out within 90 days, citing personal hardships, loss of open space and wildlife, and poor property conditions; and questioned the City’s accountability, ownership of the property, and lack of transparency regarding the environmental study.

Juan Figueroa, Bridge Court resident, argued that the 90-day notices amount to permanent displacement without legally required comparable housing; stressed that project funding and timelines are uncertain; and urged the Cit y to delay relocation until construction is guaranteed, calling for transparency and fairness.

Dr. Ann E. Maris , Castro Valley resident, supported Bridge Court tenants ; opposed accelerating evictions without a secured, funded plan ; noted existing neighborhood issues such as a new cannabis dispensary; and urged the City Council to vote no on the early displacement.

Development Services Director Buizer noted that the original Disposition Development and Loan Agreement ’s zero displacement provision is no longer practical given significant 6 | August 19, 2025
deferred maintenance, and the goal now is to encourage tenants to relocate sooner through incentives and assistance.

In response to Council Member Bonilla Jr. ’s request for clarity on whether tenants must vacate in 90 days and how relocation would work , Deputy Development Services Director Morales noted it is voluntary, incentive-based relocation and the RCD’s relocation consultant would provide personalized housing search assistance based on tenant preference.

In response to Council Member Bonilla Jr.’s inquiry about deeply affordable units , Development Services Deputy Director Morales and Project Manager Mizes-Tan confirmed the project will include 30%, 50%, and 60% AMI units.

Council Member Roche confirmed her understanding that relocation assistance was originally tied to construction start but is now being offered earlier due to delays and significant deferred maintenance; and tenants are not required to leave in 90 days but may receive greater incentives if they move sooner.

In response to Council Member Zermeño ’s inquiry as to how many households remain at Bridge Court, Development Servies Director Buizer responded there are six.

In response to Council Member Andrews ’ inquiry about tenant outreach regarding the proposed acceleration, Development Services Deputy Director Morales noted the City met with households on July 21, 2025, to present the proposal and allow feedback.

It was moved by Council Member Goldstein, seconded by Council Member Bonilla Jr., and carried unanimously, to adopt the resolution.

AYES: COUNCIL MEMBERS Bonilla Jr., Goldstein, Roche,
Syrop, Zermeño
MAYOR Salinas
NOES: COUNCIL MEMBER Andrews
ABSENT: None
ABSTAIN: None

Resolution 25-152, “ Resolution Approving an Updated
Government Code Section 52201 Summary Report for the Project; Authorizing the City Manager to Negotiate and Execute the Second Amendment to the Disposition Development and Loan Agreement with R CD GP IV, LLC and Parcel Group 8, L.P. for Transfer of Specified City Owned Properties and for the Development of Housing and Making Specified Findings in Association with a Government Code Section 65913.4 Exemption from the California Environmental Quality Act”

CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
Council Chambers
https://hayward.zoom.us/j/89548872302?pwd=p1oWO6NrAZZpE8rAgolC05jFI25bwv.1 Tuesday, August 19, 2025, 7:00 p.m.

6. Adopt a Resolution Authorizing the City Manager to Negotiate and Execute an Amendment to the Agreement with Tyler Technologies, Inc. to Add the Environmental Health Module to Energov Online Permitting in a Not -to-Exceed Amount of $520,000 Annually CONS 25-355

Staff report submitted by Acting CIO/Information Technology Director Roush dated August 19, 2025, was filed.

It was moved by Council Member Goldstein, seconded by Council Member Syrop, and carried unanimously, to adopt the resolution.

AYES: COUNCIL MEMBERS Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño
MAYOR Salinas
NOES: None
ABSENT: None
ABSTAIN: None

Resolution 25-149, “Resolution Authorizing the City Manager to Negotiate and Execute an Amendment to the Agreement with Tyler Technologies, Inc to Add the Environmental Health Module to Energov Online Permitting in a Not-To-Exceed Amount of $520,000 Annually”

7. Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Eden Youth and Family Center in a Not -to-Exceed Amount of $345,000 for Hayward Rides Program Support Services, Active Transportation Incentive and Promotion Program, Project No. 06937 CONS 25-361

Staff report submitted by Public Works Director Ameri , dated August 19, 2025, was filed.

TJ, with Hayward Concerned Citizens , expressed concerns about the Hayward Rides program, noting that while the grant is positive, biking is not practical for all residents due to geography, comm uting needs, and safety issues; and urged the City to address driver behavior around schools and teach proper bike etiquette to ensure long-term safety.

Tyler Dragon i, Bike Hayward member, voiced support for the Hayward Rides program, emphasizing its importance in reducing traffic congestion and encouraging more bike commuters.

8 | August 19, 2025
It was moved by Council Member Goldstein, seconded by Council Member Syrop, and carried unanimously, to adopt the resolution.

AYES: COUNCIL MEMBERS Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño
MAYOR Salinas
NOES: None
ABSENT: None
ABSTAIN: None

Resolution 25-150, “Authorizing the City Manager to Execute a Professional Services Agreement with Eden Youth and Family Center for Hayward Rides Program Support Services, Active Transportation Incentive and Promotion Program, Project No. 06937, in an Amount Not to Exceed $345,000”

8. Adopt a Resolution Awarding a Construction Contract to Rosas Brothers Construction, Inc., for the Fiscal Year 2025 Sidewalk Rehabilitation and Wheelchair Ramps Project No. 05340 in the Amount of $494,569.50, Approving $49,569 in Administrative Construction Contingencies, and Appropriating $351,000 in Measure B (Pedestrian and Bicycle) Fund 216 CONS 25-362

Staff report submitted by Public Works Director Ameri , dated August 19, 2025, was filed.

It was moved by Council Member Goldstein, seconded by Council Member Syrop, and carried unanimously, to adopt the resolution.

AYES: COUNCIL MEMBERS Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño
MAYOR Salinas
NOES: None
ABSENT: None
ABSTAIN: None

Resolution 25-151, “Resolution Awarding a Construction Contract to Rosas Brothers Construction, Inc., for the F Y25 Sidewalk Rehabilitation and Wheelchair Ramps Project No. 05340 in the Amount of $494,569.50, Approving $49,569 in Administrative Construction Contingency, and Appropriating $351,000 in Measure B (Pedestrian and Bicycle) Fund 216”

CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
Council Chambers
https://hayward.zoom.us/j/89548872302?pwd=p1oWO6NrAZZpE8rAgolC05jFI25bwv.1 Tuesday, August 19, 2025, 7:00 p.m.

PUBLIC HEARING

9. Tree Preservation Ordinance: Introduce an Ordinance Amending the Hayward Municipal Code to Update Chapter 10 (Planning, Zoning and Subdivision), Article 15 (Tree Preservation Ordinance), Establishing New Regulatory Guidelines for the Designation, Removal and Mitigation of Protected Trees in the City of Hayward; Proposed Amendments to the 2026 Master Fee Schedule, and Finding the Proposed Project is Exempt from the California Environmental Quality Act (CEQA) Pursuant to Section 15307 (Class 7) and Section 15308 (Class 8) of the CEQA Guidelines PH 25-037

Staff report submitted by Development Services Director Buizer, dated August 19, 2025, was filed.

Development Services Director Buizer announced the item and introduced Planning Manager Lochirco and Landscape Architect Jensen who provided a synopsis of the sta ff report.

Discussion ensued among members of the City Council, Planning Manager Lochirco, Landscape Architect Jensen , Airport Manager McNeeley , and the following clarifications were made: heritage trees are classified by criteria including age, native species status, habitat value, and cultural or city significance ; the City could explore using the in -lieu program to help low -income households ; the Maintenance Services Department is undertaking a citywide tree inventory and a new canopy -mapping software may help estimate ages; Federal Aviation Administration (FAA) height restrictions apply to trees in airport safety zones, and exemption language allows pruning or removal if trees intrude into protected airspace ; fruit trees are allowed now and generally not regulated as protected trees; the ordinance exempts homeowners in high or very high fire severity zones (per Cal Fire maps) from tree-removal permit fees if they proactively reduce fire risk and future work with the Fire Department will include “zone zero” buffers and defensible space guidelines ; FAA flight zones are established by federal law and are not City regulations ; Zone F is the 10,000-foot airport influence area, but the most restrictive zones are near runways ; FAA grant assurances require airports to mitigate hazards, including trees that penetrate protected airspace ; the intent is not to incentivize removing mature trees but to give developers flexibility; if a site cannot sustain replacement trees, in -lieu fees can be used to plant in underserved areas ; any future project would undergo environmental review, endangered species assessments, and compliance with the ordinance, and no blanket removal authority would be granted; the proposed ordinance does not permit automatic tree removal at the former Skywest Golf Course or anywhere else ; FAA regulations are binding due to federal grant assurances, and the ordinance now separates FAA rules from City rules for clarity; the airport planting guidelines in the appendix are non -regulatory and can be updated administratively ; education will be key in implementing the o rdinance and could involve neighborhood groups, nurseries, and the library; and for large projects, City staff is 10 | August 19, 2025
required by California Environmental Quality Act (CEQA) law to conduct outreach, public scoping and responses to all comments.

Council Member Zermeño suggested labeling heritage trees.

Council Member Syrop suggested also covering “moderately high” fire severity zones for tree removal fee exemption, allowing loss-of-insurance documentation as proof for exemptions, and streamlining the process so residents are not discouraged from wildfire-hardening their homes.

Council Member Bonilla Jr. underscored the importance of an extensive outreach process and understanding their concerns.

Council Member Andrews asked City staff to use Bay Area Water Supply and Conservation Agency landscaping classes and the Clean and Green Commission for ordinance education; and suggested the Public Safety Committee could review insurance and fire-risk mapping in relation to the ordinance.

Mayor Salinas opened the public hearing at 9:26 p.m.

Peggy Guernsey noted past City and developer actions that removed mature trees and replaced them with species that cause maintenance and health issues ; shared a personal experience where the City denied a neighbor’s request to remove a heritage tree, which later damaged her roof; and urged the City to act with greater care.

Sandra Frost supported the City considering a preservation ordinance but noted it lacks a complete tree inventory or a robust arboriculture program ; and expressed opposition to potential airport expansion into Skywest, citing habitat loss, floodplain risks, and past CEQA failures.

Randy Waage agreed with other speakers’ concerns about Sky west, questioning why the airport ordinance’s section requires specific plant lists rather than making them recommendations; warned this could make park or open space development at Sky west cost-prohibitive; and urged removing what he sees as overreach by the airport provisions.

Tyler Dragoni supported the ordinance overall but noted the airport section is unclear, raising questions about whether the airport is currently in FAA compliance; urged for clearer maps and explanations ; and asked whether the City must follow its own ordinance when removing trees from city-owned property.

Mimi Dean supported heritage tree protection but opposed broad use of in -lieu fees, stressing that disadvantaged should directly receive mitigation ; and reiterated her support for preserving Sky west as open space, citing community feedback from prior outreach, potential habitat value, and consistency with the City’s climate and sustainability goals.

Mayor Salinas closed the public hearing at 9:43 p.m.

CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
Council Chambers
https://hayward.zoom.us/j/89548872302?pwd=p1oWO6NrAZZpE8rAgolC05jFI25bwv.1 Tuesday, August 19, 2025, 7:00 p.m.

Council Member Syrop noted the preservation ordinance is necessary to guide how trees are treated during development, either incentivizing preservation or discouraging removals ; and urged staff to be sensitive to community concerns, especially in lower -income neighborhoods facing environmental injustice, and to consider preserving Sky west as open space, noting it was a top priority in recent strategic planning ; and asked staff to work collaboratively with residents.

Council Member Zermeño supported the proposed ordinance but expressed skepticism about including airport -related provisions, fearing it could lead to unnecessary tree removals; suggested marking heritage trees for identification; supported permit reductions, protecting nesting trees, and using in -lieu fees to plant more trees ; recalled city-approved removals of large trees in the past ; and reiterated that trees near the airport could be trimmed rather than cut down.

Council Member Zermeño made a motion to move the item. Council Member Roche seconded the motion.

Council Member Roche voiced support for the ordinance, indicating its purpose is to increase protections for tree canopy ; noted past removals often occurred because protections were lacking, and the ordinance will help prevent this while educating the public on the canopy’s value; and emphasized that the intent is not to covertly remove trees but to grow and protect the canopy.

Council Member Andrews supported the ordinance, stressing its role in protecting trees amid climate change; called for renewed community outreach regarding Skywest, suggesting a dedicated space for discussions with developers to address public concerns; and asked staff to communicate clearly with residents about the status of Skywest projects.

Council Member Bonilla Jr. supported the ordinance for its role in protecting the tree canopy, while exploring Skywest as open space ; and noted the airport landscaping provisions consolidate FAA requirements for clarity rather than creating new mandates to remove trees. In respo nse to Council Member Bonilla Jr. ’s inquiry about whether a tree inventory was needed before adopting the ordinance , Planning Manager Lochirco confirming a baseline canopy survey exists, with plans for updates every five years to monitor progress and guide planting in underserved areas.

Council Member Syrop requested staff explore insurance policy loss exemptions beyond designated high fire danger zones and consider using canopy data for enforcement, possibly through periodic Light Detection and Ranging (LIDAR) scans.

12 | August 19, 2025
Council Member Goldstein praised the ordinance and staff’s outreach efforts, appreciating how concerns were addressed; and credited community advocates Mimi Bauer and Minane Jameson from the Fairway Park Neighborhood Association for their canopy and tree preservation ordinance advocacy.

It was moved by Council Member Zermeño, seconded by Council Member Roche, and carried unanimously, to adopt the resolutions and introduce the ordinance.

AYES: COUNCIL MEMBERS Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño
MAYOR Salinas
NOES: None
ABSENT: None
ABSTAIN: None

Resolution 25-153, “Resolution of the City Council of the City of Hayward Making Findings in Support of Amendments to Chapter 10, Article 15 (Tree Preservation) of the Hayward Municipal Code Relating to Guidelines for Protected Trees in the City of Hayward and Finding the Project is Exempt from CEQA Review Pursuant to Section 15307 and Section 15308 of the CEQA Guidelines”

Resolution 25-154, “ Resolution Amending the City of Hayward 2025-2026 Fiscal Year Master Fee Schedule for Tree Removal and Tree Pruning Permits Associated with Amendments to Chapter 10, Article 15 of the Hayward Municipal Code Related to Updates to the Tree Preservation Ordinance”

Introduction of Ordinance 25-_,” An Ordinance of the City Council of the City of Hayward Amending Article 15 (Tree Preservation Ordinance) of Chapter 10 (Planning, Zoning and Subdivisions) Regarding Regulatory Guidelines for the Designation, Removal and Mitigation of Protected Trees in the City of Hayward”

COUNCIL REPORTS AND ANNOUNCEMENTS

Council Member Andrews made the following announcements: Clean and Green Commission clean up event at Weekes Park; Bay Area Water Supply and Conservation Agency class on water-efficient edible gardens on August 23, 2025 ; congratulated “Big Mike,” on his 50th birthday; attended the Pez Museum; thanked Southland Mall for bringing the Hello Kitty truck; ITbiz Tech Academy Career Fair at Hayward City Hall on August 20, 2025 ; thanked staff who attended the Black Women Organized for Political Action Hayward’s Black August Teach-In; thanked the Library for the second annual K -Pop event ; Voices of the Diaspora “Treasures Unleashed” event at the Hayward Veterans Memorial Building; and the Golden Girls 40th Anniversary celebration at the Library on September 13, 2025.

CITY COUNCIL MEETING
777 B Street, Hayward, CA 94541
Council Chambers
https://hayward.zoom.us/j/89548872302?pwd=p1oWO6NrAZZpE8rAgolC05jFI25bwv.1 Tuesday, August 19, 2025, 7:00 p.m.

Council Member Goldstein announced t he Concert in the Park hosted by Hayward Odd Fellows will be held August 25, 2025, at Hayward Memorial Park, with council members serving food.

Mayor Salinas welcomed everyone back to school, noting that Cal State University, Chabot College, and Hayward Unified School District schools are now in session; and urged drivers to slow down and watch for children walking to school.

COUNCIL REFERRALS

There were none.

ADJOURNMENT

Mayor Salinas adjourned the City Council meeting at 10:06 p.m.

APPROVED

__________________________________________________________ Mark Salinas
Mayor, City of Hayward

ATTEST:

__________________________________________________________ Miriam Lens
City Clerk, City of Hayward

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: CONS 25-353
DATE: September 2, 2025
TO: Mayor and City Council
FROM: Director of Public Works

SUBJECT
Adopt a Resolution Authorizing the City Manager to Execute an Agreement with the Alameda County Transportation Commission to Advance the Interstate 880/A Street Interchange Improvement Project and Allocate $1,350,000 from Fund 212 to the Project

RECOMMENDATION
That the City Council approves a resolution (Attachment II) authorizing the City Manager to execute an agreement with the Alameda County Transportation Commission (Alameda CTC) to Advance the Interstate 880/A Street Interchange Improvement Project and allocate $1,350,000 from Fund 212 (Measure BB Local Transportation) to the Project.

SUMMARY
The City, in partnership with the Alameda CTC, and the California Department of Transportation (Caltrans) propose to provide improvements at the Winton Avenue and A Street interchange along the Interstate 880 (I-880) corridor.

After the passage of the Alameda CTC 2014 Transportation Expenditure Plan in January 2014, the City requested that Alameda CTC begin advancing improvements for the I-880 Interchange Improvements (Winton Avenue and A Street) Project (Project). Alameda CTC developed a Project Initiation Document (PID), led by Kimley Horn & Associates (Kimley Horn) that identified alternatives. More recently, Alameda CTC and the City selected a preferred alternative, shown in Attachment III, that would retain the existing five-lane configuration, improve safety on the ramps, and add two 12-foot-wide shared bicycle and pedestrian paths.

The Project is currently in the Project Approval and Environmental Document (PA&ED) phase.

Completion of this phase requires Council action to allocate supplemental funding for the Plans, Specifications, and Estimates (PS&E) phase. Staff will also update the Metropolitan Transportation Commission’s (MTC) Transportation Improvement Program (TIP) project listing, which is required for the Project’senvironmental documents to be approved. The City of Hayward will be listed as the interim implementing agency for the PS&E phase with plans to transition the implementation responsibilities to CITY OF HAYWARD Printed on 8/28/2025Page 1 of 2
powered by Legistar™
File #:CONS 25-353
Alameda CTC when a more detailed funding plan for construction is developed.

ATTACHMENTS
Attachment I Staff Report
Attachment II Resolution
Attachment III A St Five Lane Alternative
Attachment IV LATIP Project List
CITY OF HAYWARD Printed on 8/28/2025Page 2 of 2
powered by Legistar™

DATE: September 2, 2025

TO: Mayor and City Council

FROM: Director of Public Works

SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute an Agreement with the Alameda County Transportation Commission to Advance the Interstate 880/A Street Interchange Improvement Project and Allocate $1,350,000 from Fund 212 to the Project

RECOMMENDATION

That the City Council approves a resolution (Attachment II) authorizing the City Manager to execute an agreement with the Alameda County Transportation Commission (Alameda CTC) to Advance the Interstate 880 /A Street Interchange Improvement Project and allocate $1,350,000 from Fund 212 (Measure BB Local Transportation) to the Project.

SUMMARY

The City, in partnership with the Alameda CTC, and the California Department of Transportation (Caltrans) propose to provide improvements at the Winton Avenue and A Street interchange along the Interstate 880 (I-880) corridor.

After the passage of the Alameda CTC 2014 Transportation Expenditure Plan in January 2014, the City requested that Alameda CTC begin advancing improvements for the I-880 Interchange Improvements (Winton Avenue and A Street) Project (Project) . Alameda CTC developed a Project Initiation Document (PID), led by Kimley Horn & Associates (K imley Horn) that identified alternatives. More recently, Alameda CTC and the City selected a preferred alternative , shown in Attachment II I, that would retain the existing five -lane configuration, improve safety on the ramps, and add two 12-foot-wide shared bicycle and pedestrian paths.

The Project is currently in the Project Approval and Environmental Document (PA&ED) phase. Completion of this phase requires Council action to allocate supplemental funding for the Plans, Specifications, and Estimates (PS&E) phase. Staff will also update the Metropolitan Transportation Commission’s (MTC) Transportation Improvement Program (TIP) project listing, which is required for the Project’s environmental documents to be approved. The City of Hayward will be listed as the interim implementing agency for the PS&E phase with plans

to transition the implementation responsibilities to Alameda CTC when a more detailed funding plan for construction is developed.

BACKGROUND

The City prepared a feasibility study for the I-880/Winton Avenue interchange in December 2015. Alameda CTC expanded upon the feasibility study and developed the Project Study Report-Project Development Support (PSR-PDS) for the Project, which was approved by the California Department of Transportation (Caltrans) in October 2019. The Project is currently in the PA&ED phase.

On May 25, 20211, the City Council reviewed and selected a preferred alternative for A Street and Winton Avenue.2 City Council approved the following improvements:

 Winton Avenue interchange – a partial cloverleaf design with signalized intersections at the ramps
 A Street interchange – retaining the diamond interchange design, with a wide sidewalks/multiuse paths installed bicycle/pedestrian path  I-880 improvements – add auxiliary lanes between the two interchanges

City Council preferred an alternative for A Street that included a 6-lane cross section under the freeway with separate turn lanes for each of the I-880 on-ramps. However, after Caltrans’ review in 2022 , this was deemed infeasible due to the inability to meet lane width requirements with 6 lanes; therefore, the existing five lane configuration was retained with added bicycle and pedestrian infrastructure (Attachment III).

DISCUSSION

Over the past several years, City staff have been working with Alameda CTC to identify a financial path forward for this project. The City currently has four interchanges on I-880 at various stages of design (Whipple R oad, Industrial Parkway, Winton Avenue, and A Street), as well as the Clawiter R oad interchange of State Route 92. Each of these projects require significant reconstruction of major interchanges that outstrip available resources for these types of projects. In addition, individual interchange projects require significant coordination and construction projects need to be spaced over time. Finally, general transportation priorities have shifted both for the City and for regional agencies and there is less funding available for major interchange and highway projects than there was when these projects were first identified.

The City does have access to a funding source that is dedicated to improvements on nearby freeways. As part of the cancellation of the Route 238 Bypass, the funding for that project, as well as the revenue from the sales of excess state-owned properties, was placed into a Local

1 https://hayward.legistar.com/LegislationDetail.aspx?ID=4960819&GUID=CEAC760A-6A5F-4D24-BED4- 4F60A63BC155&Options=&Search=
2 https://hayward.legistar.com/LegislationDetail.aspx?ID=4803668&GUID=3693FFE3-4058-4FC7-B65C- 421AFA1D29CD&Options=ID|Text|&Search=Alameda+County+Transportation+Commission

Alternative Transportation Improvement Program (LATIP). This funding must follow specific requirements established by State law, including a specific list of projects that were established through a multiagency agreement between the City of Hayward, Alameda County, the City of San Leandro, and Alameda CTC. The City Council approved the project list on July 24, 20 07,3 which was subsequently approved by the California Transportation Commission. The LATIP project list that was approved by the California Transportation Commission in 2010 is included as Attachment IV.

Given the costs of the projects identified in the LATI P, the program could contribute to two to three interchange projects. Because the priorities for LATIP were established under the initial agreement, any change to the agreement, the project list, or the order in which projects are completed would require action of the State legislature and agreement among the initial partners to the agreement, which could lead to unexpected outcomes.

Based on the LATIP agreement and status of projects on the list, the next two projects that can be constructed with this fun ding are the Industrial Parkway interchange, including adding the missing northbound off ramp, and the A Street/Winton Ave nue interchanges, including completing the auxiliary lanes between the two interchanges. Staff are proposing to advance the A Street p ortion of this project as the first constructable segment, with additional changes to Winton Avenue and the mainline addressed at a future date. The interchange improvements need to be constructed before the auxiliary lanes can be added.

Currently the Project is in the PA&ED phase. A California Environmental Quality Act (CEQA) Initial Study with Proposed Negative Declaration was prepared by Caltrans in cooperation with Alameda CTC and City of Hayward in May 2022. Similarly, National Environmental Policy Act (NEPA) will be prepared by Caltrans. Although environmental documents have been publicly circulated, t he project cannot advance to the PS&E phase unless it receives NEPA approval from the Federal Highway Administration (FHWA). FHWA approval of NEPA requires commitment of funds to be shown for the PS&E phase in the MTC’s TIP listing for the project and the TIP listing will need to be updated.

One additional requirement to update the Project’s TIP listing is to designate an Implementing Agency for the PS&E phase. Alameda CTC staff has notified the City that they could not be listed as the Implementing Agency for the PS&E phase, even if that were the City’s preference, until a funding plan for construction is better defined. This includes providing information on the certainty regarding the revenue from sales of LATIP properties that would be available for construction, a backup funding plan if LA TIP funding would not be available in time for construction, and commitment that the City will continue to participate in Project Sponsor responsibilities through construction. City staff recommends that the City be listed as the interim Implementing Agenc y to meet the deadline to update the TIP listing and continue working with Alameda CTC staff to provide clarity on construction funding so that the City’s interim Implementing Agency status can be transitioned to Alameda CTC.

3 https://portal.laserfiche.com/Portal/Browse.aspx?id=136816&repo=r-b6d2994c

The A Street interchange imp rovements are the most feasible elements of the A Street/Winton Avenue project. It will address safety at the I-880 on and off ramps and will create improved pedestrian and bicycle connectivity under the freeway. The construction for this project can be fully funded using LATIP funds with the City contributing totaling not- to-exceed amount of $1,350,000 towards the total $4,000,000 needed to develop plans, specifications, and estimates.

Given the challenge of advancing both the A Street and Winton Avenue i nterchanges at the same time, Alameda CTC and the City ha ve proposed advancing the A Street interchange as the most feasible path to moving this project forward and has received Caltrans concurrence on this phased approach. Further delays by not receiving Caltrans project approval in a timely manner may subject the project t o unforeseen changes to federal and state requirements and may put the environmental documentation at risk. The current action would authorize the City Manager to enter into an agreement with Alameda CTC to commit the required funds to receive Caltrans project approval and advance to the PS&E phase for the A Street portion of the project.

ECONOMIC IMPACT

This item has no direct economic impact. The current action will help fund the design effort.

The future project will have safety and multimodal connectivity benefits, that will have small reductions in health care costs due to reduced risk of traffic collisions.

FISCAL IMPACT

This item does not impact the General Fund. The $1,350,000 City contribution needed for this PS&E phase of the project would be drawn from Fund 21 2, Measure BB – Local Transportation.

Funding for construction is anticipated to be drawn from the Route 238 LATIP. The LATIP account receives revenues based on the selling of Route 238 properties. Most of the projects in the LATIP are on I -880, though it also includes the City’s Mission Boulevard project. Per the approved agreement, t he A Street project can receive up to $27.7 million i n LATIP funding, which has a total construction cost estimate of approximately $ 20 million, though that may increase given recent increases in construction costs. The City is also working with Alameda CTC to identify any potential grant funding that could also be leveraged to enable the LATIP funding to be used for additional projects. Depending on the City’s ability to secure additional funding, improvements may also be possible at Winton Avenue.

STRATEGIC ROADMAP

This agenda item provides general support for the Strategic Priority of Invest in Infrastructure: Invest in Infrastructure and enhances goal N6: Continue to add approximate 10 miles of bike lanes annually, with a focus on protected bike lanes and intersections that have high traffic/incidents. The interchange improvements at A Street, once constructed, would provide a protected connection for pedestrians and bicyclists at the interchange and will

integrate with another City project that will produce a conceptual design for improvements along the A Street corridor from Hesperian Boulevard to Mission Boulevard (Project #06942).

SUSTAINABILITY FEATURES

This project include s safety improvements that benefit all modes of travel, including completing a gap in the City’s bicycle network under I -880, which may facilitate increased use of these modes of transportation.

PUBLIC CONTACT

Public outreach for this project was conducted throughout the development of the preferred alternatives and prior to City Council’s selection of a preferred alternative in 2021.

Alameda CTC and City staff held multiple stakeholder meetings comprised of business owners, Southland Mall management, residents, interested community members, and bicycle advocates throughout the development of the PSR-PDS document.

NEXT STEPS

If approved by City Council, the City Manager will execute a funding agreement with Alameda CTC to contribute $1,350,000 to the PS&E phase of the I-880 A Street Interchange project.

Table 1 identifies the tentative schedule for the project.

Table 1. I-880 A Street Interchange Timeline (Tentative) Expected Completion Date
Complete PA&ED June 2026
PS&E December 2027
Construction 2028-2030

Prepared by: Byron Tang, Principal Transportation Engineer

Recommended by: Alex Ameri, Director of Public Works

Approved by:

_______________________________________________
Jayanti Addleman, Interim City Manager

ATTACHMENT II

HAYWARD CITY COUNCIL

RESOLUTION NO. 25-____

Introduced by Council Member _________

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN

AGREEMENT WITH THE ALAMEDA COUNTY TRANSPORTATION
COMMISSION TO ADVANCE THE INTERSTATE 880/A STREET INTERCHANGE IMPROVEMENT PROJECT AND ALLOCATE $1,350,000 FROM FUND 212 TO

THE PROJECT

WHEREAS, the I-880 interchanges at Winton Avenue and A Street are recognized in Alameda Transportation Commission’s (CTC) 2014 Transportation Expenditure Plan under the I-880 Local Access and Safety Program; and

WHEREAS, a Project Study Report – Project Development Support (PSR-PDS) for the I-880 Interchanges improvements for Winton Avenue and A Street was approved on October 3, 2019; and

WHEREAS, a Draft Project Report was approved on May 27, 2022 and circulation of the Draft Environmental Documentation was held from June 1, 2022 to June 30, 2022; and

WHEREAS, the Project Development Team, comprised of Alameda CTC, Caltrans, and the City of Hayward, received feedback and reviewed the comments by various agencies and selected a five-lane configuration at A Street on September 14, 2022; and

WHEREAS, due to the challenges of funding both the Winton Avenue and A Street interchanges improvements as one project , Alameda CTC and City staff recommend advancing the Interstate 880/A Street Interchange as the most feasible project in a phased approach; and

WHEREAS, federal and state procedures require commitment of funds for the Plans, Specifications, and Estimates (PS&E) phase to receive project approval, and that a total not- to-exceed $1,350,000 of City Measure BB funds from Fund 212 combined with Alameda CTC contributed funds would fully fund the PS&E phase for the Interstate 880 /A Street Interchange Improvement project.

NOW, THEREFORE, BE IT RESOLVED that the City Council hereby authorizes the City Manager to execute an agreement with the Alameda County Transportation Commission to advance the Interstate 880 A Street Interchange Improvement Project and allocate $1,350,000 from Fund 212 to the Project, in a form approved by the City Attorney.

IN COUNCIL, HAYWARD, CALIFORNIA , 2025

ADOPTED BY THE FOLLOWING VOTE:

AYES: COUNCIL MEMBERS:

MAYOR:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ATTEST: ______________________________________
City Clerk of the City of Hayward

APPROVED AS TO FORM:

_________________________________________
City Attorney of the City of Hayward

X
NORTH

ATTACHMENT III
May 19-20, 2010
Item 4.15
Attachment

PRIORITIZED LOCAL ALTERNATIVE TIP PROJECT LIST
Facility
I N/A
2 Local
3 580
4 880/238/580
5 880/238/580
6 880
7 880
8 880/92
9 880/580/92/
238
State Route 238 Hayward Bypass Local Alternative TIP
($ ,000)
Location Responsible Project Name/Description Total Fund Agency Need
N/A Caltrans Land Disposition Fees $10,000
Hayward Hayward Mission Blvd. -Foothill $30,000
Blvd. Corridor
Improvements.

Castro Valley ACTA 580/Redwood Rd 1/C $3,000
Various TBD Sound Walls $10,000
Various TBD Integrated Corridor $32,500
Management and Ramp
Metering
Hayward Caltrans Auxiliary Lanes:

ACCMA Paseo Grand to Winton $32,500
Whipple Rd to Industrial $19,500
Parkway West
San Leandro & Caltrans HOV Project $10,000
County ACCMA Development
Hayward& Interchanges:

San Leandro Hayward! Clawiter/Whitesell 1/C $52,000
ACCMA 880/lndustrial Pkwy 1/C $41,000
San 880/Davis 1/C $11,100
Leandro/ 880/Marina 1/C $24,400
ACCMA
Various Cal trans HOV Projects and Other
ACCMA Interchanges:

TBD NB HOV Extension $155,500
NB 238/880 Conn. $31,000
Washington 1/C $31,000
880/Whipple 1/C $13,500
880/West A 1/C $27,000
880/West Winton 1/C $25,000
92/Industrial I/C $6,000
580/Strobridge I/C $21,000
Total Fund Need $570,200
Freeway project locations are shown on the map on the following page.

Notes
Amount unknown, $10
million estimated
Contingencies
allowance
To prepare PSR
Funding needed for
Davis and Marina
reduced to reflect costs
borne by Southbound
HOV project (1-bond)
If the 238/880
Connector and
Washington 1/C are
constructed
concurrently, total
funds needed decrease
from $62,000 to
$46,200. The lower
number was used to
calculate total need.

ATTACHMENT IV
Ramp Metering)
1-880 Auxiliary lanes. Paseo Grande to
Winton Avenue
1·880 Auxiliary Lanes, Whrpple Road to
Industrial Parkway West
- HOV Project Development W"l/<!OI A, II. &<Cll
R' 1·880/Route 92 Reliever -
Clawlter/WhiteseU Interchange
1-asonndustrtal Parkway West
Interchange
K 1·880/DaVJs Str~t lntercMnge
L 1~880/Manna Boulevard Interchange
G 1·8801Wh•PPie Road Interchange
M i--8801West A Street Interchange
N 1·880tWest Winton Avenue lnterc hange
t
0 Route 92/lndusttial Boulevard
Interchange
P 1·580/Strobndgo Off·Ramp Modifkatron
I C Extend Northbo\lnd !·SilO High
• Occuparn:y Vehicle (HOVJ Lane>
/>JB Interchange
',\f,
'.· \;
Central Alameda County
Freeway Study
Figure 1
LATIP In
Priority Order
May 19-20,2010
Item 4.15
Attachment

ATTACHMENT IV

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: CONS 25-386
DATE: September 2, 2025
TO: Mayor and City Council
FROM: Director of Maintenance Services

SUBJECT
Adopt a Resolution Authorizing the City Manager to Negotiate and Execute a Landscape Maintenance Contract for La Vista Landscape and Lighting Assessment District 14 with Los Loza Landscaping, Inc. in a Not-to-Exceed Amount of $300,000 Over Five Years

RECOMMENDATION
That the City Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute a landscape maintenance contract for La Vista Landscape and Lighting Assessment District (LLAD) 14 with Loz Loza Landscaping, Inc. (Los Loza) in a not-to-exceed amount of $300,000 over five years.

SUMMARY
Maintenance Services’Landscape Division maintains eighteen (18) Landscape and Lighting Assessment Districts (LLAD) and two (2) Maintenance Districts. On March 28, 2025, a request for quotes (RFQ) was to seek an experienced and qualified contractor to provide landscape maintenance within La Vista (LLD 14). Staff received and evaluated four (4) bids. Los Loza submitted the lowest bid, totaling $50,688 annually. Staff recommends awarding the landscape maintenance contract to Los Loza in a not-to-exceed amount of $300,000 over five years. The agreement term will be effective from July 1, 2025 - June 30, 2028, with an option to extend for two one-year extensions through June 2030. The agreement is also subject to an annual CPI increase.

ATTACHMENTS
Attachment I Staff Report
Attachment II Resolution
CITY OF HAYWARD Printed on 8/28/2025Page 1 of 1
powered by Legistar™

DATE: September 2, 2025

TO: Mayor and City Council
FROM: Director of Maintenance Services

SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute a Landscape Maintenance Contract for La Vista Landscape and Lighting Assessment District 14 with Los Loza Landscaping, Inc. in a Not- to-Exceed Amount of $300,000 Over Five Years

RECOMMENDATION

That City Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute a landscape maintenance contract for La Vista Landscape and Lighting Assessment District (LLAD) 14 with Loz Loza Landscaping, Inc. (Los Loza) in a not-to-exceed amount of $300,000 over five years.

SUMMARY
Maintenance Services’ Landscape Division maintains eighteen (18) Landscape and Lighting Assessment Districts (LLAD) and two (2) Maintenance Districts. On March 28, 2025, a request for quotes (RFQ) was to seek an experienced and qualified contractor to provide landscape maintenance within La Vista (LLD 14). Staff receive d and evaluated four (4) bids. Los Loza submitted the lowest bid, totaling $50,688 annually. Staff recommends awarding the landscape maintenance contract to Los Loza in a not-to-exceed amount of $ 300,000 over five years . The agreement term will be effective from July 1, 2025 – June 30, 2028, with an option to extend for two one-year extensions through June 2030. The agreement is also subject to an annual CPI increase.

BACKGROUND AND DISCUSSION

On May 20, 2025, staff released RFQ 25-045 that detailed maintenance required for landscaping, trees, bioretention areas, irrigation, and walking paths on a weekly, quarterly, and annually schedule. On June 19, 2025, staff received the following bids:

Vendor Monthly Bid Yearly Bid
LOS LOZA, INC $ 4,224 $ 50,688

BAYSCAPE

MANAGEMENT, INC
$ 7,995 $ 95,940

PACHECO LANDSCAPE

MANANAGEMENT, INC
$8,150 $ 97,800

NEW IMAGE

LANDSCAPE COMPANY
$ 10,200 $ 122,400
Staff recommends awarding the contract to Los Loza. Los Loza is a Hayward landscaping company with the level of service required to maintain Bay Friendly certification. Likewise, Los Loza has been previously awarded other city contracts and has demonstrated superb ability to provide adequate maintenance, quick response times in case of emergencies , and excellent customer service.

The expected yearly cost, inclusive of 3% annual CPI increase, is outlined below.

Cost Type FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 Total Contractual
Services
$ 50,688 $ 52,209 $ 53,775 $ 55,338 $ 57,050 $ 269,109
Contingency $ 6,179 $ 6,178 $ 6,178 $ 6,178 $ 6,178 $ 30,891 Total $ 56,867 $ 58,387 $ 59,953 $ 61,566 $ 63,228 $ 300,000

FISCAL AND ECONOMIC IMPACT

Each LLAD collects tax assessments levied on the parcels within the community. LL AD 14 (Fund 282) has sufficient funds for this agreement. This item has no impact on the General Fund.

Routine landscape maintenance provides economic benefits, such as reduced blight, increased property values, and enjoyable outdoor spaces for recreational activities.

STRATEGIC ROADMAP AND SUSTAINABILITY FEATURES

This item is a routine operational item and does not directly support Council’s Strategic Priorities or has significant sustainability features.

NEXT STEPS

If Council approves the attached resolution, the City Manager will execute the agreement with Los Loza, Inc. for a total not -to-exceed amount of $ 300,000 and termination date through FY2030 for La Vista LLAD 14.

Prepared by: Manny Grewal, Management Analyst
Recommended by: Todd Rullman, Director of Maintenance Services

Approved by:

Jayanti Addleman, Interim City Manager

ATTACHMENT II

HAYWARD CITY COUNCIL

RESOLUTION NO. 25-____

Introduced by Council Member _________

RESOLUTION AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND

EXECUTE A LANDSCAPE MAINTENANCE CONTRACT FOR LA VISTA
LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT 14 WITH LOS LOZA LANDSCAPING, INC. IN A NOT-TO-EXCEED AMOUNT OF $300,000 OVER FIVE YEARS

WHEREAS, the Landscape Maintenance Division maintains eighteen (18) Landscape and Lighting Assessment Districts (LLAD) and two (2) Maintenance Districts; and

WHEREAS, each District collects property tax assessments levied on the parcels within the community to fund specific operating and maintenance needs for its District; and

WHEREAS, on May 20, 2025, staff released a Request for Quote (RFQ) 25 -045 for a qualified contractor to provide maintenance on landscaping, trees, bioretention areas, irrigation, and walking paths for La Vista (LLAD 14); and

WHEREAS, on June 19, 2025, staff received and evaluated four (4) bids; and

WHEREAS, staff recommends awarding the contract to Los Loza Landscaping, Inc. , the lowest bidder, in an annual amount of $50,688, subject to annual CPI increases; and

WHEREAS, the contract term length would be for three (3) years with two (2) options for one (1)-year extensions, for a total contract term length of five years; and

WHEREAS, La Vista (LLAD 14) has sufficient balance in its fund for this contract and will have no impact on the General Fund.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hayward that the City Manager is hereby authorized to negotiate and execute a landscape maintenance contract for La Vista Lighting and Landscape Assessment District 14 with Los Loza Landscaping, Inc. in a not -to-exceed amount of $300,000 for five years, from FY26 thr ough FY30.

ATTACHMENT II

IN COUNCIL, HAYWARD, CALIFORNIA _______________________, 2025

ADOPTED BY THE FOLLOWING VOTE:

AYES: COUNCIL MEMBERS:

MAYOR:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ATTEST: ______________________________________
City Clerk of the City of Hayward

APPROVED AS TO FORM:

_________________________________________
City Attorney of the City of Hayward

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: CONS 25-387
DATE: September 2, 2025
TO: Mayor and City Council
FROM: Director of Maintenance Services

SUBJECT
Adopt a Resolution Authorizing the City Manager to Negotiate and Execute Maintenance Contracts for Eden Shores Storm Water Facilities and Water Buffer Maintenance District 2 with Los Loza Landscaping, Inc. for Pond Maintenance in a Not-to-Exceed Amount of $300,000 Over Five Years and with Pacheco Landscape Management, Inc. for Landscape Maintenance in a Not-to-Exceed Amount of $200,000 Over Five Years

RECOMMENDATION
That the City Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute a maintenance contract for Eden Shores Storm Water Facilities and Water Buffer Maintenance District 2 (MD 2) with Los Loza Landscaping, Inc. (Los Loza) for pond maintenance in a not-to-exceed amount of $300,000 over five years and a resolution (Attachment III) authorizing the City Manager to negotiate and execute a maintenance MD 2 with Pacheco Landscape Management, Inc. (Pacheco) for landscape maintenance in a not-to-exceed amount of $200,000 over five years.

SUMMARY
Maintenance Services’Landscape Division maintains eighteen (18) Lighting and Landscape Assessment Districts (LLAD) and two (2) Maintenance Districts (MD). On May 20, 2025, request for quotes (RFQs) were released to seek an experienced and qualified contractor to provide pond and landscape maintenance within MD 2. Due to the specialized nature of these maintenance activities, separate RFQ’s for pond and landscape maintenance respectively. Staff received and evaluated a total of seven (7) bids (3 for pond and 4 for landscape). For pond maintenance, Los Loza submitted the lowest bid, with $50,400 annually. For landscape maintenance, Pacheco submitted the second-lowest bid with $31,080 annually.

Staff recommends awarding a pond maintenance contract to Los Loza in a not-to-exceed amount of $300,000 over five years and a landscape maintenance contract to Pacheco in a not-to-exceed amount of $200,000 over five years. The agreement terms will be effective from July 1, 2025 - June 30, 2028, with an option to extend for two one-year extensions through June 2030. The agreements are also subject to an annual CPI increase.

ATTACHMENTS
CITY OF HAYWARD Printed on 8/28/2025Page 1 of 2
powered by Legistar™
File #:CONS 25-387
Attachment I Staff Report
Attachment II Resolution
CITY OF HAYWARD Printed on 8/28/2025Page 2 of 2
powered by Legistar™

DATE: September 2, 2025

TO: Mayor and City Council
FROM: Director of Maintenance Services

SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute Maintenance Contracts for Eden Shores Storm Water Facilities and Water Buffer Maintenance District 2 with Los Loza Landscaping, Inc. for Pond Maintenance in a Not -to-Exceed Amount of $300,000 Over Five Years and with Pacheco Landscape Management , Inc. f or Landscape Maintenance in a Not-to-Exceed Amount of $200,000 Over Five Years

RECOMMENDATION

That the City Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute a maintenance contract for Eden Shores Storm Water Facilities and Water Buffer Maintenance District 2 (MD 2) with Los Loza Landscaping, Inc. (Los Loza) for pond maintenance in a not-to-exceed amount of $300,000 over five years and a resolution (Attachment III) authorizing the City Manager to negotiate and execute a maintenance MD 2 with Pacheco Landscape Management, Inc. (Pacheco) for landscape maintenance in a not-to-exceed amount of $200,000 over five years.

SUMMARY

Maintenance Services’ Landscape Division maintains eighteen (18) Lighting and Landscape Assessment Districts (LLAD) and two (2) Maintenance Districts (MD). On May 20, 2025, request for quotes (RFQs) were released to seek an experienced and qualified contractor to provide pond and landscape maintenance within MD 2. Due to the specialized nature of these maintenance activities, separate RFQ’s for pond and landscap e maintenance respectively. Staff received and evaluated a total of seven (7) bids (3 for pond and 4 for landscape). For pond maintenance, Los Loza submitted the lowest bid, with $ 50,400 annually. For landscape maintenance, Pacheco submitted the second-lowest bid with $31,080 annually. Staff recommends awarding a pond maintenance contract to Los Loza in a not-to-exceed amount of $ 300,000 over five years and a landscape maintenance contract to Pacheco in a not-to-exceed amount of $200,000 over five years. The agreement terms will be effective from July 1, 2025 – June 30, 2028 , with an option to extend for two one-year extensions through June 2030. The agreements are also subject to an annual CPI increase.

BACKGROUND AND DISCUSSION
On May 20, 2025, staff released RFQ 25-049 that detailed quarterly maintenance required for the buffer zone/pond. On June 19, 2025, staff received three (3) bids, summarized below.

Vendor Monthly Bid Yearly Bid
LOS LOZA, INC. $ 4,200 $ 50,400
WATERWORKS, INC. $ 4,877 $ 58,524

MCNABB CONSTRUCTION,
INC.
$ 8,493 $ 101,916
Staff recommends awarding the contract to Los Loza. Los Loza is a Hayward landscaping company with the level of service required to maintain Bay Friendly certification. Likewise, Los Loza has been previously awarded other city contracts and has demonstrated superb ability to provide adequate maintenance, quick response times in case of emergencies, and excellent customer service. The bid results and expected yearly cost, inclusive of 3% annual CPI increase, for Los Loza are outlined below.

Cost Type FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 Total Contractual
Services
$ 50,400 $ 51,912 $ 53,469 $ 55,073 $ 56,726 $ 267,580
Contingency $ 6,484 $ 6,484 $ 6,484 $ 6,484 $ 6,484 $ 32,420 Total $ 56,884 $ 58,396 $ 59,953 $ 61,557 $ 63,210 $ 300,000

Similarly, on May 20, 2025, staff released RFQ 25 -046 that detailed biweekly, quarterly, and annually maintenance required for landscaping around the buffer zone/pond. Maintenance includes weed control, debris/trash removal, tree and shrub trimming, and irrigation duties. On June 19, 2025, staff received four (4) bids, summarized below.

Vendor Monthly Bid Yearly Bid

NEW IMAGE LANDSCAPE

COMPANY
$ 2,400 $ 28,800

PACHECO LANDSCAPE

MANAGEMENT, INC
$ 2,590 $ 31,080

BAYSCAPE MANAGEMENT,
INC
$ 2,995 $ 35,940
LOS LOZA, INC $ 4,200 $ 50,400
While New Image Landscape Company was the lowest bidder, staff recommends awarding the contract to Pacheco based on positive performance on other landscape contracts. Pacheco has been a reliable vendor to provide adequate maintenance for other city projects. The bid results and expected yearly cost, inclusive of 3% annual CPI increase, for Pacheco are outlined in

the below.

Cost Type FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 Total Contractual
Services
$ 31,080 $ 32, 012 $ 32,973 $ 33,962 $ 34,981 $ 165,008 Contingency $ 6,998 $ 6,998 $ 6,998 $ 6,998 $ 7,000 $ 34,992 Total $ 38,078 $ 39,010 $ 39,971 $ 40,960 $ 41,981 $ 200,000

FISCAL AND ECONOMIC IMPACT

MD 2 collects tax assessments levied on the parcels within the community. MD 2 (Fund 271) has sufficient funds for this agreement. This item has no impact on the General Fund.

This item has no direct economic impact.

STRATEGIC ROADMAP AND SUSTAINABILITY FEATURES

This item is a routine operational item and does not directly support Council’s Strategic Priorities or has significant sustainability features.

NEXT STEPS

If Council approves the attached resolution, the City Manager will execute the agreement with Los Loza, Inc. for a total not -to-exceed amount of $300,000 over five years and with Pacheco Landscape Management for a total not -to-exceed amount of $200,000 over five years for services at MD 2. Both agreements will have a termination date through FY2030.

Prepared by: Manny Grewal, Management Analyst
Recommended by: Todd Rullman, Director of Maintenance Services

Approved by:

Jayanti Addleman, Interim City Manager

HAYWARD CITY COUNCIL

RESOLUTION NO. 25-____

Introduced by Council Member _________

RESOLUTION AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND

EXECUTE A POND MAINTENANCE CONTRACT WITH LOS LOZA
LANDSCAPING, INC. IN A NOT-TO-EXCEED AMOUNT OF $300,000 OVER FIVE

YEARS AND A LANDSCAPE MAINTENANCE CONTRACT WITH PACHECO LANDSCAPE MANAGEMENT, INC. IN A NOT -TO-EXCEED AMOUNT OF $200,000 OVER FIVE YEARS FOR EDEN SHORES STORM WATER FACILITIES AND WATER BUFFER MAINTENANCE DISTRICT 2

WHEREAS, the Landscape Maintenance Division maintains eighteen (18) Landscape and Lighting Assessment Districts (LLAD) and two (2) Maintenance Districts; and

WHEREAS, each District collects property tax assessments levied on the parcels within the community to fund specific operating and maintenance needs for its District; and

WHEREAS, Eden Shores Storm Water Facilities and Water Buffer Maintenance District 2 (MD 2) requires both pond maintenance and landscape maintenance; and

WHEREAS, on May 20, 2025, staff released a Request for Quote (RFQ) 25 -049 for a qualified contractor to provide maintenance on the buffer zone/pond and RFQ 25 -046 for landscape maintenance; and

WHEREAS, on June 19, 2025, staff received and ev aluated three (3) bids for RFQ 25- 049 and four (4) bids for RFQ 25-046; and

WHEREAS, staff recommends awarding the pond maintenance contract to Los Loza Landscaping, Inc., the lowest bidder, in an annual amount of $50, 400, subject to annual CPI increases, and an annual $6,484 contingency budget; and

WHEREAS, staff recommends awarding the landscape maintenance contract to Pacheco Landscape Management, Inc. in an annual amount of $31,080, subject to annual CPI increases, and an annual $6,998 contingency budget; and

WHEREAS, the contract term length s would be for three (3) years with two (2) options for one (1)-year extensions, for a total contract term length of five years; and

WHEREAS, MD2 has sufficient balance in its fund for this contract and will hav e no impact on the General Fund.

ATTACHMENT II

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hayward that the City Manager is hereby authorized to negotiate and execute a pond maintenance with Los Loza Landscaping, Inc. in a not -to-exceed amount of $300,000 for five years and a landscape maintenance contract with Pacheco Landscape Management, Inc. in a not -to- exceed amount of $200,000 for five years, from FY26 through FY30.

IN COUNCIL, HAYWARD, CALIFORNIA _______________________, 2025

ADOPTED BY THE FOLLOWING VOTE:

AYES: COUNCIL MEMBERS:

MAYOR:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ATTEST: ______________________________________
City Clerk of the City of Hayward

APPROVED AS TO FORM:

_________________________________________
City Attorney of the City of Hayward

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: CONS 25-388
DATE: September 2, 2025
TO: Mayor and City Council
FROM: Director of Public Works

SUBJECT
Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 1 to the Agreement with Western Systems, Inc., to Increase the Agreement by $400,000, for a Total Not-to-Exceed Amount of $550,000 for the Battery Backup Program, Project Nos. 05233 and 05856

RECOMMENDATION
That the City Council adopts a resolution (Attachment II) authorizing the City Manager to execute Amendment No. 1 to the agreement with Western Systems, Inc., (Western Systems) to increase the agreement by $400,000, for a total not-to-exceed amount of $550,000 for the Battery Backup Program.

SUMMARY
The purpose of the Battery Backup Program is to replace worn-out battery backup system (BBS) and other signal equipment at signalized intersections in the City. On March 14, 2025, the City executed an agreement with Western Systems and Econolite Control Products, Inc., (Econolite) in an amount not-to- exceed $150,000 and $400,000, respectively, to supply and support the installation of BBS, controller, and cabinets. The initial planned purchase of BBS included Alpha BBS from Econolite, which is a regular BBS with 4 hours of operation, and much more expensive Hymax BBS from Western Systems, which uses a hydrogen fuel cell for extended operations of 5 days at a minimum.

However, on March 24th, 2025, Econolite notified the City that they could no longer supply the Alpha BBS as Western Systems has been designated as an exclusive preferred distributor for Alpha BBS by Alpha Technologies Ltd. Therefore, to purchase additional Alpha BBS from Western Systems, Staff recommends that the Council adopt a resolution authorizing the City Manager to transfer encumbrance from the agreement with Econolite to the agreement with Western Systems and execute Amendment No.1 to the agreement increasing the amount by $400,000 for a total not-to-exceed of $550,000 for the Battery Backup Program to upgrade or install specified equipment at more signalized intersections to better prepare traffic signals for potential power outages.

ATTACHMENTS
CITY OF HAYWARD Printed on 8/28/2025Page 1 of 2
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File #:CONS 25-388
Attachment I Staff Report
Attachment II Resolution
CITY OF HAYWARD Printed on 8/28/2025Page 2 of 2
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DATE: September 2, 2025

TO: Mayor and City Council

FROM: Director of Public Works

SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 1 to the Agreement with Western Systems, Inc., to Increase the Agreement by $400,000, for a Total Not-to-Exceed Amount of $550,000 for the Battery Backup Program, Project Nos. 05233 and 05856

RECOMMENDATION

That Council adopts a resolution (Attachment II) authorizing the City Manager to execute Amendment No. 1 to the agreement with Western Systems, Inc., (Western Systems) to increase the agreement by $400,000, for a total not-to-exceed amount of $550,000 for the Battery Backup Program.

SUMMARY

The purpose of the Battery Backup Program is to replace worn-out battery backup system (BBS) and other signal equipment at signalized intersections in the City. On March 14, 2025, the City executed an agreement with Western Systems and Econolite Control Products, Inc., (Econolite) in an amount not-to-exceed $150,000 and $400,000, respectively, to supply and support the installation of BBS, controller, and cabinets. The initial planned purchase of BBS included Alpha BBS from Econolite, which is a regular BBS with 4 hours of operation, and much more expensive Hymax BBS from Western Systems, which uses a hydrogen fuel cell for extended operations of 5 days at a minimum.

However, on March 24th, 2025, Econolite notified the City that they could no longer supply the Alpha BBS as Western Systems has been designated as an exclusive preferred distributor for Alpha BBS by Alpha Technologies Ltd. Therefore, to purchase additional Alpha BBS from Western Systems, Staff recommends that the Council adopt a resolution authorizing the City Manager to transfer encumbrance from the agreement with Econolite to the agreement with Western Systems and execute Amendment No.1 to the agreement increasing the amount by $400,000 for a total not-to-exceed of $550,000 for the Battery Backup Program to upgrade or install specified equipment at more signalized intersections to better prepare traffic signals for potential power outages.

BACKGROUND

The City’s Public Works & Utilities Department maintains 147 traffic signals and other traffic control devices such as flashing beacons, radar feedback signs, high intensity activated crosswalk beacons, and rectangular rapid flashing beacon signs. Staff maintain an inventory of all of the City’s signals, including detailed information about the infrastructure in place at each signal, the signal controller, and other relevant information that staff use to manage the City’s signal assets. From the signal inventory list, staff prioritizes intersections with dead or no BBS based on street classification and number of lanes. These prioritized intersections were then also evaluated for any additional signal equipment such as signal controllers and cabinets.

On August 1, 2024, the City released an RFQ to purchase Alpha BBS, Hymax BBS, and other specific signal equipment such as controllers and cabinets. The Alpha BBS is the regular BBS with 4 hours of operations and has been widely used in the City. Hymax BBS is the newer technology that utilizes the hydrogen fuel cell for extended operational hours of 5 days at a minimum. On August 30, 2024, the last day of RFQ, two submittals were received from Western Systems and Econolite.

After staff evaluation, it was determined that both Econolite and Western Signals should be awarded. Econolite proposed lower pricing for most of the requested signal equipment, including Alpha BBS; the more expensive, longer-lasting Hymax BBS was only available at Western Systems. On March 14th, 2025, the City executed a 3-year agreement with Western Systems and Econolite in an amount not-to-exceed $150,000 and $400,000, respectively.

On March 24, 2025, Econolite notified the City that they can no longer supply the Alpha BBS, which is the main traffic signal equipment to be installed via the Battery Backup Program, as Western Systems has been designated as an exclusive preferred distributor for Alpha BBS by Alpha Technologies, Ltd. Because both Alpha and Hymax BBS are only available at Western Systems, the agreement with Econolite was subsequently terminated.

DISCUSSION

Based on the current agreement with Western Systems, 11 Alpha BBS have been purchased and will be installed at the 11 prioritized intersections. The cost for 11 Alpha BBS is $142,383, which is close to the not-to-exceed contract amount of $150,000.

To continue the replacement or installation of the Battery Backup System at more signalized intersections in the City over the 3-year contract term, staff recommends transferring the encumbrance from the agreement with Econolite to the agreement with Western Systems and execute Amendment No. 1 to upgrade or install specified equipment at more intersections to better prepare traffic signals for potential power outages.

ECONOMIC IMPACT

Providing battery backup for City signal equipment upgrade will help ensure the continued operation of signals for a limited duration during power outages, mitigating traffic operation issues that could cause significant delays to the traveling public and also reduce the risk of collisions, all which have an economic cost.

FISCAL IMPACT

This agenda item has no impact on General Fund. The funding for this equipment purchase is from Capital Improvement Plan (CIP) budgets allocated for Traffic Management (Measure BB- Local Transportation, Fund 212, Project No. 05233), Controller Cabinet Replacement and Battery Backup Program (Transportation System Improvement, Fund 460, Project No. 05856). The source of funds are Transportation measures, Measure BB and Fund 460, Transportation System Improvement, and include no General Fund component.

With staff’s request that the existing contract encumbrance for Econolite be transferred to increase the not-to-exceed contract amount for Western Systems, no additional funding will be needed.

STRATEGIC ROADMAP

This agenda item supports the Strategic Priority of Invest in Infrastructure. This item is not specifically related to a project identified in the Strategic Roadmap. Staff is bringing forth this item to maintain operations of the City’s traffic signals during future power outages.

SUSTAINABILITY FEATURES

This agenda item supports the emergency operation of traffic signal infrastructure, which indirectly supports the City’s sustainability initiatives by reducing unnecessary vehicle stopping and acceleration during power outages, which can reduce emissions.

PUBLIC CONTACT

No public contact has been made related to this agenda item.

NEXT STEPS

If Council approves this request, the City Manager will execute Amendment No. 1 to the agreement with Western Systems, Inc., to increase the agreement amount by $400,000, for a total not-to-exceed amount of $550,000 for the Battery Backup Program.

Prepared by: Jade Kim, Assistant Transportation Engineer Byron Tang, Principal Transportation Engineer

Recommended by: Alex Ameri, Director of Public Works

Approved by:

_____________________________________________
Jayanti Addleman, Interim City Manager

ATTACHMENT II

HAYWARD CITY COUNCIL

RESOLUTION NO. 25-____

Introduced by Council Member __________

AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO THE AGREEMENT WITH WESTERN SYSTEMS, INC., TO INCREASE THE AGREEMENT AMOUNT BY $400,000, FOR A TOTAL NOT -TO-EXCEED AMOUNT OF $550,000 FOR THE BATTERY BACKUP PROGRAM, PROJECT NOS. 05233 AND 05856

WHEREAS, the Annual Battery Backup Program upgrades the battery backup systems and other signal equipment at signalized intersections to ensure the reliable function of traffic signals during power outages; and

WHEREAS, the City released a Request for Quote on August 1st, 2024, with the bid due on August 30, 2024, requesting pricing for specific signal equipment, including Alpha Battery Backup System, Econolite Cobalt controller, and P/P Plus cabinet. On August 30, 2024, (2) bids were received from Econolite Control Products, Inc. and Western Systems, Inc., and both vendors were awarded to supply the signal equipment; and

WHEREAS, on March 14th, 2025, the City executed 3 -year agreements with Western Systems, Inc., and Econolite Control Products, Inc., in an amount not-to-exceed $150,000 and $400,000, respectively . However, on March 24 th, 2025, Econolite Control Products, Inc. , notified the City that they c ould no longer supply the Alpha BBS. Therefore, the agreement with Econolite Control Products, Inc., was terminated; and

WHEREAS, to continue with the battery backup system upgrades at more signalized intersections, additional funding will be needed to purchase more signal equipment from Western Systems, Inc., and staff recommends transferring encumbrance from the agreement with Econolite Control Products, Inc. to Western Systems.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hayward that the City Manager is authorized to execute Amendment No. 1 to the agreement with Western Systems, Inc., to increase the agreement amount by $400,000, for a total not-to-exceed amount of $550,000 for the Battery Backup Program.

IN COUNCIL, HAYWARD, CALIFORNIA , 2025

ADOPTED BY THE FOLLOWING VOTE:

AYES: COUNCIL MEMBERS:

MAYOR:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ATTEST: ______________________________________
City Clerk of the City of Hayward

APPROVED AS TO FORM:

_________________________________________
City Attorney of the City of Hayward

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: CONS 25-391
DATE: September 2, 2025
TO: Mayor and City Council
FROM: City Clerk

SUBJECT
Adopt an Ordinance Amending Article 15 (Tree Preservation Ordinance) of Chapter 10 (Planning, Zoning and Subdivisions) Regarding Regulatory Guidelines for the Designation, Removal and Mitigation of Protected Trees in the City of Hayward

RECOMMENDATION
That the Council adopts the Ordinance introduced on August 19, 2025.

SUMMARY
This item entails adoption of an Ordinance amending Article 15 (Tree Preservation Ordinance) of Chapter 10 (Planning, Zoning and Subdivisions) regarding regulatory guidelines for the designation, removal and mitigation of protected trees in the City of Hayward, introduced on August 19, 2025, by Council Member Zermeño.

ATTACHMENTS
Attachment I Staff Report
Attachment II Summary of Published Ordinance
CITY OF HAYWARD Printed on 8/28/2025Page 1 of 1
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DATE: September 2, 2025

TO: Mayor and City Council

FROM: City Clerk

SUBJECT: Adopt a n Ordinance Amending Article 15 (Tree Preservation Ordinance) of Chapter 10 (Planning, Zoning and Subdivisions) Regarding Regulatory Guidelines for the Designation, Removal and Mitigation of Protected Trees in the City of Hayward

RECOMMENDATION

That the Council adopts the Ordinance introduced on August 19, 2025.

SUMMARY

This item entails adoption of an Ordinance amending Article 15 (Tree Preservation Ordinance) of Chapter 10 (Planning, Zoning and Subdivisions) regarding regulatory guidelines for the designation, removal and mitigation of protected trees in the City of Hayward, introduced on August 19, 2025, by Council Member Zermeño.

BACKGROUND

The Ordinance was introduced by Council Member Zermeño, at the August 19, 2025, meeting of the City Council with the following vote:

AYES: COUNCIL MEMBERS: Andrews, Bonilla Jr., Goldstein, Roche, Syrop, Zermeño
MAYOR Salinas
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE

STRATEGIC ROADMAP

The agenda item is a routine operational item and does not relate to one of the Council’s Strategic Initiatives.

FISCAL IMPACT

There is no fiscal impact associated with this report.

PUBLIC CONTACT

The summary of the Ordinance was published in the Daily Review c/o Bay Area News Group- East Bay on Friday, August 29, 2025. Adoption, at this time, is therefore appropriate.

NEXT STEPS

The Hayward Municipal Code and other related documents will be updated accordingly.

Prepared and Recommended by: Miriam Lens, City Clerk

Approved by:

_______________________________________________
Jayanti Addleman, Interim City Manager

ATTACHMENT II

PUBLIC NOTICE OF AN INTRODUCTION OF AN ORDINANCE BY THE

CITY COUNCIL OF THE CITY OF HAYWARD

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HAYWARD AMENDING ARTICLE 15 (TREE PRESERVATION ORDINANCE) OF CHAPTER 10 (PLANNING, ZONING AND

SUBDIVISIONS) REGARDING REGULATORY GUIDELINES FOR THE DESIGNATION,

REMOVAL AND MITIGATION OF PROTECTED TREES IN THE CITY OF HAYWARD

NOW THEREFORE THE CITY COUNCIL OF THE CITY OF HAYWARD DOES ORDAIN AS FOLLOWS:

Section 1. Article 15 of Chapter 10 of the Hayward Municipal Code is hereby repealed in its entirety and replaced to read as follows:

ARTICLE 15

TREE PRESERVATION ORDINANCE

SECTION 10-15.10 PURPOSE AND INTENT.

This Ordinance is intended to protect and preserve trees and control the pruning, removal or relocation of those trees that provide benefits for the neighborhood or the entire community, while balancing private property rights and development.

It is the intent of the City of Hayward to regulate the removal of trees within urbanized areas, preserve native trees, maintain a healthy urban forest, and increase tree canopy across the City. The City will accomplish this intent through staff review of tree remova l permit applications and the development review process. Consistent with these goals, it is the City’s intent that removed trees shall be replaced, and over time, urban areas deficient in trees will have greater tree canopy, and that replacement trees are drought tolerant and advance City goals.

SECTION 10-15.11 DEFINITIONS.

SECTION 10-15.12 APPLICATION OF ORDINANCE.

SECTION 10-15.13 NON-LIABILITY OF CITY.

SECTION 10-15.14 PROTECTED TREES.

SECTION 10-15.15 PRESERVATION OF PROTECTED TREES.

SECTION 10-15.16 NESTING BIRDS.

SECTION 10-15.17 REQUIRED STREET TREES FOR DEVELOPMENT PROJECTS.

SECTION 10-15.18 REQUIRED TREE PROTECTIONS FOR CONSTRUCTION AND DEVELOPMENT PROJECTS.

SECTION 10-15.19 MEMORIAL AND HERITAGE TREES.

SECTION 10-15.20 RESTRICTED ACTIONS.

SECTION 10-15.21 PERMITS AND REPLACEMENT REQUIREMENTS.

SECTION 10-15.22 REQUIRED FINDINGS FOR TREE REMOVAL AND PRUNING PERMITS.

SECTION 10-15.23 ADDITIONAL CONSIDERATIONS FOR PERMITS REGARDING HERITAGE TREES.

SECTION 10-15.24 ANNUAL PRUNING PERMITS.

SECTION 10-15.25 DURATION OF PERMIT.

SECTION 10-15.26 EXCEPTIONS.

SECTION 10-15.27 CONDITIONS OF APPROVAL.

SECTION 10-15.28 PERMIT APPEALS.

SECTION 10-15.29 PENALTIES AND ENFORCEMENT.

SECTION 10-15.30 REVOCATION OF PERMIT.

SECTION 10-15.31 COLLECTION OF PENALTIES.

SECTION 10-15.32 MISDEMEANOR; INJUNCTIVE RELIEF.

SECTION 10-15.33 IMPOSITION OF LIEN.

Section 3. Severance. Should any part of this Ordinance be declared by a final decision by a court or tribunal of competent jurisdiction to be unconstitutional, invalid, or beyond the authority of the City, such decision shall not affect the validity of the remainder of this Ordinance, which shall continue in full force and effect, provided that the remainder of the Ordinance, absent the unexcised portion, can be reasonably interpreted to give effect to the intentions of the City Council.

Section 4. Effective Date. In accordance with the provisions of Section 620 of the City Charter, the Ordinance shall become effective 30 days after adoption by the City Council.

Introduced at a meeting of the City Council of the City of Hayward, held on the 19th day of August 2025, by Council Member Zermeño.

This Ordinance will be considered for adoption at the regular meeting of the Hayward City Council, to be held on the 2nd day of September 2025, at 7:00 p.m. Please note the City Council will hold a hybrid meeting which will all ow for participation in the Council Chamber and virtually via the Zoom platform. The full text of this Ordinance is available for examination by the public by contacting the City Clerk’s office at [email protected] or (510) 583- 4400.

Dated: August 29,2025
Miriam Lens, City Clerk
City of Hayward

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: WS 25-027
DATE: September 2, 2025
TO: Mayor and City Council
FROM: Director of Development Services

SUBJECT
Work Session Regarding the Feasibility of a Rental Registration System

RECOMMENDATION
That, due to current fiscal and staffing constraints, the City Council wait a year to reevaluate the feasibility of implementing a Rental Registration System (RRS). An RRS would proactively enforce the Residential Rent Stabilization & Tenant Protection Ordinance and facilitate the collection of rental housing market data.

SUMMARY
This report provides an analysis of a Rental Registration System (RRS), which could improve enforcement of the City’s Residential Rent Stabilization and Tenant Protection Ordinance (RRSO) by creating a database to proactively track the rental market, landlords, tenants, rent changes, unit information, and terminations. The City’s FY 2025 Strategic Plan included a special project to evaluate the option of creating an RRS. Staff presented an analysis to the Housing Policy & Resource Committee (HPRC) in March of 2025. The HPRC recommended that the full City Council deliberate whether the City should pursue an RRS.

Staff’s analysis concludes that an RRS would increase the fairness and compliance of the RRSO and support policymakers and staff with data-driven insights into rental market trends and housing stability.

At the same time, staff has determined that it is essential to design a program with sufficient resources, especially since the Housing Division is at workload capacity. Based on a survey of other jurisdictions, under-resourcing an RRS increases the burden on landlords and provides ineffective results.

To effectively implement and administer an RRS, staff recommends 1) adding an additional 2.5 additional full-time employees (FTEs) to the Rent Review Program, funded by Rent Program Fees, and 2) restructuring the Housing Division to bring back the Housing Manager, which was removed in FY25 as a cost savings measure. Half of the Housing Manger is included in the 2.5 above and would be covered through fees. The other half would be covered by the General Fund. Considering the City’s significant general fund fiscal constraints this year, staff recommend that the City Council reevaluate an RRS in a year. During that time, staff will continue to monitor funding options and evaluate the capacity of the CITY OF HAYWARD Printed on 8/28/2025Page 1 of 2
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File #:WS 25-027
year. During that time, staff will continue to monitor funding options and evaluate the capacity of the Housing Division.

ATTACHMENTS
Attachment I Staff Report
Attachment II Housing Division Duties
Attachment III Eviction Prevention Data
CITY OF HAYWARD Printed on 8/28/2025Page 2 of 2
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DATE: September 2, 2025

TO: Mayor and City Council

FROM: Director of Development Services

SUBJECT: Work Session regarding the Feasibility of a Rental Registration System

RECOMMENDATION
That, due to current fiscal and staffing constraints, the City Council wait a year to reevaluate the feasibility of implementing a Rental Registration System (RRS). An RRS would proactively enforce the Residential Rent Stabilization & Tenant Protection Ordinance and facilitate the collection of rental housing market data.

SUMMARY
This report provides an analysis of a Rental Registration System (RRS), which could improve enforcement of the City’s Residential Rent Stabilization and Tenant Protection Ordinance (RRSO) by creating a database to proactively track the rental market, landlords, tenants, rent changes, unit information, and terminations. The City’s FY 2025 Strategic Plan included a special project to evaluate the option of creating an RRS. Staff presented an analysis to the Housing Policy & Resource Committee (HPRC) in March of 2025. The HPRC recommended that the full City Council deliberate whether the City should pursue an RRS.

Staff’s analysis concludes that an RRS would increase the fairness and compliance of the RRSO and support policymakers and staff with data-driven insights into rental market trends and housing stability. At the same time, staff has determined that it is essential to design a program with sufficient resources, especially since the Housing Division is at workload capacity. Based on a survey of other jurisdictions, under-resourcing an RRS increases the burden on landlords and provides ineffective results.

To effectively implement and administer an RRS, staff recommends 1) adding an additional

2.5 additional full-time employees (FTEs) to the Rent Review Program, funded by Rent Program Fees, and 2) restructuring the Housing Division to bring back the Housing Manager, which was removed in FY25 as a cost savings measure. Half of the Housing Manger is included in the 2.5 above and would be covered through fees. The other half would be covered by the General Fund. Considering the City’s significant general fund fiscal constraints this year, staff recommend that the City Council reevaluate an RRS in a year.

During that time, staff will continue to monitor funding options and evaluate the capacity of the Housing Division.

BACKGROUND
The City of Hayward’s Housing Division oversees the two main programs below, among other tasks. This report focuses on the first program listed below.

1. The Rent Review Program, which implements the Residential Rent Stabilization Ordinance (RRSO) and Tenant Relocation Assistance Ordinance. This program is staffed by 3.50 employees and is paid for by rental housing program fees.

2. The Affordable Housing Program, which supports the development and long-term monitoring of affordable units through the City’s Affordable Housing Ordinance.

This program is staffed by 2.50 employees and is primarily paid for by development fees and loan revenue. Payment of fees is both impacted by market conditions and the developers’ elections to pay fees over the option to provide on-site affordable units. Loan payments are dependent on project cashflow. Both sources of funds are unpredictable. Moreover, there is no corresponding decrease in workload. Election to provide on-site inclusionary units increases workload without a corresponding source of funds. Consequently, the General Fund is required to supplement the Division’s budget to ensure implementation of the Affordable Housing Ordinance.

Residential Rent Stabilization & Tenant Protection Ordinance (RRSO) Adoption On July 25, 2019, the City Council adopted a new RRSO to improve housing stability for Hayward tenants.1 Staff and community partners conducted a comprehensive and community inclusive process, including specific direction provided by the Council on February 19, 2019,2 a community workshop on April 6, 2019, and numerous subsequent Homelessness-Housing Task Force (HHTF) meetings, to develop the RRSO. The key components of the RRSO adopted on July 25, 2019, include:

Applicable to all pre-1979 units (“Covered Rental Units”) except single-unit properties consistent with State law, which is approximately 11,000 units:
 Mediation and arbitration to resolve rent increase disputes and ensure compliance with the rent increase limits, capital improvement pass-through and landlord’s right to a fair return as established in the RRSO.

Applicable to all rental units:
 Provisions to protect Section 8 voucher holders from discrimination;  Requirements that landlords file rent increase notices and eviction notices with the City to obtain data about rental housing activity;

1 Residential Rent Stabilization & Tenant Protection Ordinance:
https://library.municode.com/ca/hayward/codes/municipal_code?nodeId=HAYWARD_MUNICIPAL_CODE _CH12HO_ART1RERESTTEPR
2 February 19, 2019, City Council Staff Report and Attachments:
https://hayward.legistar.com/LegislationDetail.aspx?ID=3863371&GUID=E3FF2A1F-D770-463F-ACC2- 8EBEFC711CF3

 Tenant retaliation protection provisions; and
 Just Cause for tenant evictions
RRSO Data Collection and Data Quality
When the City Council adopted the RRSO update in 2019, Councilmembers requested adding language to obtain data about rent increases and terminations that were unavailable through market research or census data. Historically, rental housing policy discussions have relied on census data to assess affordability concerns, market data for a select type of property, and anecdotal information from tenants and landlords.

In response to Council’s direction, the updated RRSO requires landlords to file a paper copy of their rent increase notices and termination notices. However, while landlords are required to file notices with the City, there is no enforcement mechanism. Based on data staff collected since 2019, it is likely that the notices that have been filed are only a sampling of the rent increase and termination notices that have taken place. From Q3 2019 through Q2 2024, the Rent Review Office received 5,553 rent increase notices and 5,087 termination notices — an average of approximately 1,110 rent increase notices and 1,017 termination notices per fiscal year. In comparison, the total number of units that were required to file notices under the RRSO amount to roughly 23,000 as of September 2024.

Figure 1 below illustrates the number of rent increases received from July 2019 through June 2024.

Figure 1. Rent Increase Notices Received from July 2019 – June 2024

Staff believes that the relatively small number of rent increases filed with the City compared to the total number of units rented may not reflect the true number of rent 0 100
200
300
400
500
600
Covered Rental Units
Rental Units (not Covered)

increase notices issued. Due to potential under reporting of rent increases from landlords, data obtained is less reliable.

In addition to suspected underreporting, the current system of one-off noticing forms makes it difficult to collect standard, consistent data. Because landlords are only filing notices periodically, if at all, the information provided is not uniform and poses an additional limitation to the data’s accuracy.

Evaluation of a Rental Registration System (RRS)
One way of addressing a lack of consistent data and suspected underreporting is by implementing an RRS, which requires landlords to submit annual information into a database.

At the request of the Housing and Homelessness Taskforce (HHTF), staff presented a high- level overview of an RRS to the Taskforce in December 2023, with a focus on how an RRS would assist with actively enforcing the RRSO.3 At that time, the HHTF broadly supported pursuing the benefits accompanying an RRS and recommended that the City Council include an evaluation of creating a rental registration system as part of the FY 2025 strategic roadmap. On June 4, 2024, the City Council adopted the FY 2025 Strategic Plan, which includes a proposed special project to evaluate the option of creating an RRS.4 Staff returned to the Housing Policy & Resource Committee (HPRC, formerly the HHTF) on March 20, 2025 to present staff’s evaluation of an RRS.5 The HPRC was divided in its support for an RRS and recommended that the full City Council discuss the feasibility of an RRS, which is the purpose of this staff report.

DISCUSSION
RRS Overview
An RRS serves as a database of rental information within a jurisdiction that includes information regarding the property owner or manager, tenant, the rental unit, and rent.6 Rental property owners are prompted annually to submit this information into the system, regardless of whether they have rental increases or terminations to report.

3 December 7, 2023 Homelessness-Housing Task Force Staff Report and Materials:
https://hayward.legistar.com/LegislationDetail.aspx?ID=6441050&GUID=784D448D-B0B2-4C53-8C60- AEEAA1179607&Options=&Search=
4 June 4, 2024 City Council Staff Report and Materials:
https://hayward.legistar.com/LegislationDetail.aspx?ID=6712541&GUID=FC1C8272-3788-4EEE-B855- 19B21D44EFAE&Options=&Search=
5 March 20, 2025 Housing Policy & Resource Committee Staff Report and Materials:
https://hayward.legistar.com/LegislationDetail.aspx?ID=7261689&GUID=0874D000-DC7A-483A-8795- F9450BC7B020&Options=&Search=
6 For more information regarding the components of an RRS:
https://www.policylink.org/resources-tools/tools/all-in-cities/housing-anti-displacement/rental-registries

This system enables staff to monitor whether rent increases for Covered Rental Units are compliant with the RRSO’s provisions, track rent increases, and maintain contact information of landlords and their respective tenants.7 Table 1 below highlights a sample of the information that staff could collect through an RRS.

Table 1. Sample RRS Data Collection Components

LANDLORD

PROPERTY OWNER

PROPERTY MANAGER
 First & Last Name
 Contact Info (mailing address, telephone, & email)
 Preferred Language
 Property Management Company (if applicable)
TENANT
 First & Last Name
 Contact Info (mailing address, telephone, & email)
 Start/End date of Tenancy
 Number of Occupants
 Preferred Language
RENT
Covered Rental Units:
 Amount of Current Rent
 Amount & Date of Proposed Rent Increase
 Percentage Rent Increase
 Date of Last Rent Increase
 Reason for Rent Increase above 5%
o Banked Increase
o Capital Improvement Increase
o Fair Return Increase
Rental Units (not subject to rent increase limits):
 Amount of current rent
 Amount & Date of proposed rent increase
 Percentage Rent increase
 Date of last rent increase

UNIT INFORMATION
 Number of bedrooms
 Number of bathrooms
 Unit category (CRU or RU)
 Utilities (payee, RUBS Calculation, initial utility rate, current utility rate + % of current rent)

FILING NOTICES
(IF APPLICABLE)
 Documentation of termination notice along with reasoning o Noncompliance with lease terms & rules
o Health, Safety, & Legal Violations
o Landlord’s Right to Reclaim Property
o Employee-Related Housing
 Notice of Entitlement of Relocation Assistance
 Rent Increases

7 Under current RRSO provisions, landlords for Covered Rental Units can increase rent by 5% once every 12 months or bank increases for up to 10%.

Benefits & Challenges
An RRS would 1) help policy makers by providing data-driven evidence for future policies related to housing and community development, and 2) create a system to proactively enforce the requirements of the RRSO. Additionally, information about the City’s rental market would allow staff to have an enriched understanding of housing costs experienced by the community. However, an RRS will require significant investment from the City for successful implementation and long-term fiscal sustainability. Landlords would largely shoulder the RRS costs, with a portion that may be passed through to tenants. Outlined below is a list of benefits and challenges for the City Council to consider when determining whether to move forward with implementing an RRS.

Benefits
 Proactive and fair enforcement of the rent increase limits for Covered Rental Units: The current system relies on tenants and landlords understanding the RRSO requirements and self-advocating through the petition process. Because landlords self-report, staff cannot determine the compliance rate. Of those that report, Covered Rental Units experienced greater rent increases than Market Units for most quarters. An RRS would allow the City to more proactively enforce rent increase limits and provide more reliable, comprehensive data on rent trends. Figure 2 compares average reported rent increases for Covered Rental Units, Rental Units, and Market Units from July 2019 through June 2024.

Figure 2. Quarterly Rent Increases Submitted to the Rent Review Office and Average Multi-Family Market Rents from July 2019 - June 2024

 Micro-level Rental Inventory Data: Beyond enforcement, an RRS would generate detailed, unit-level rental data that would help staff track compliance, assess risk of displacement, and inform equitable housing policy. This granular insight would support vulnerable populations by enabling earlier intervention in rent increases or termination patterns. Data from participants of Centro Legal de la Raza’s eviction prevention program shows that 100% of low-income and 91% of minority tenants are disproportionately impacted by displacement. Attachment III illustrates additional data related to recipients of eviction prevention services gathered by Centro Legal including which demographics have required service, outcomes of services received, and anecdotal information related to the tenant’s experience.  Improved Data Accuracy and Accessibility: An RRS would resolve longstanding data quality concerns by requiring consistent, structured reporting from landlords.

This requirement would reduce reliance on manually tabulated, non-uniform notice forms and provide the City with more reliable information on rent increases and terminations. If tenant verification were included, tenants could confirm the accuracy of landlord-reported data, further enhancing transparency and data integrity.
 Increased Compliance with Rent Program Fees: The RRS would support stronger compliance with Rent Program Fees by enabling the City to place assessments on rental properties with unpaid balances. This authority would help ensure broader -2%
0%
2%
4%
6%
8%
10%
CRU RU Market

participation in the program and bolster the Rent Review Program’s long-term fiscal sustainability.
 Support for Strategic Enforcement and Inspections: A centralized rental database would allow staff to apply unit-level scoring criteria (e.g., history of code violations or complaints) to prioritize proactive inspections. This would help the City address currently undocumented health and safety issues in substandard rental housing.

Challenges
 Ongoing Implementation and Operational Costs: The increase in Rent Program Fees to fund staffing (2.50 additional FTEs), software, administration, and ongoing support would increase costs to landlords and potentially tenants who may pay pass-through costs. This is outlined further in the next section. Based on a survey of other jurisdictions, under-resourcing an RRS increases the burden on landlords and provides ineffective results.
 Compliance requirements for Rental Property Owners: An RRS would require rental property owners or managers to spend additional time complying with RRS requirements, including uploading and updating rental property information. This compliance requirement may increase in complexity for property owners with multiple rental properties and units.
 Increased Administrative Complexity: While an RRS may streamline the collection of rent increase and termination data, the RRS would not eliminate manual data entry from staff’s workload. Because compliance would be enforced, the number of interactions would likely increase substantially, and additional staff would be required to address the increased workload. This is especially likely if a large volume of check payments continues, as expected, due to added transaction fees for electronic payments.
 Privacy Concerns: Collecting detailed tenant information, even with strong data protections, could raise privacy issues among landlords and tenants.  Infeasible Regional Collaboration: While cross-jurisdictional partnerships could reduce costs, practical limitations — including the need for uniform ordinances and the risk of jurisdictional withdrawal — make this approach infeasible. The City would bear the full operational and administrative burden regardless.

Program Costs
Implementing an RRS would require an investment in City resources, particularly in staffing and system administration. Staff has outlined the anticipated personnel needs below, and an accompanying fee analysis to ensure cost recovery. These program costs are necessary to support a sustainable system that ensures compliance with the rent registry requirements.

One major challenge is that the Housing Division is already at capacity in terms of workload. Because of this, staff cannot absorb additional work without additional resources. Realistically, staff cannot feasibly implement an RRS without reinstating the Housing Manager position. The Housing Manager position would not be fully cost- recoverable through fees and therefore would have a General Fund impact.

Personnel
Currently, the Housing Division consists of the Development Review team and the Rent Review team with direct oversight by the Deputy Director of Development Services. The Development Review team, which manages the City’s Below Market Rent homeownership and rental programs, consists of a Management Analyst and Housing Development Specialist. Meanwhile, the Rent Review team consists of a Management Analyst, Community Programs Specialist, and Senior Secretary. Attachment II outlines a non-exhaustive workflow maintained by the Housing Division.

To implement the RRS, the Rent Review team would require additional staffing. The Rent Review team would structure the RRS to allow landlords to self-report. Nonetheless, based on conversations with neighboring jurisdictions, the City would still need dedicated personnel to process paper-submitted forms, provide technical assistance, monitor for compliance, and enforce penalties for non-compliance. In-person assistance may also be necessary to help landlords navigate the new software system.

The scale of inquiries already handled by the Housing Division further illustrates the need for increased staffing. In FY 2024 alone, the Division received 2,097 inquiries — nearly 20% of which were related to Rent Program Fees. The introduction of a new registration system is expected to significantly increase the volume and complexity of inquiries. Therefore, to adequately support RRS implementation and administration, the Rent Review program would require 2.50 additional FTE, as described in Table 2 below, increasing the total number of FTEs for the Rent Review program to 5.75.8

8 Deputy Director of Development Services (0.25 FTE); Housing Division Manager (0.5 FTE); Management Analyst (1.0 FTE); Community Programs Specialist (2.0 FTE); Senior Secretary (2.0 FTE)

Table 2. Proposed Additional 2.50 Full-Time Employees for Rent Review Team

CLASS SPECIFICATION MAJOR RESPONSIBILITIES
Housing Division
Manager
(0.5 FTE)
 Provides leadership and strategic direction for the Rent Review Program and RRS
 Supervises Rent Review staff, ensuring efficient administration and compliance with policies
 Oversees implementation of RRS policy and ongoing management of RRS policies, regulations, and program enhancements
 Resolves sensitive matters like landlord grievances that escalate to management, public concerns about the RRS
 Works with Management Analyst to develop policy recommendations and reports to City Council and HPRC
 Coordinates with CAO to ensure compliance with local, state, and federal rental housing regulations
Community Programs
Specialist
(1.0 FTE)
 Develops and implements outreach strategies to educate landlords and tenants about RRS requirements and updates
 Conducts public workshops, training sessions, and informational meetings to support compliance and ease of system use
 Assists landlord and tenants with RRS registration, exemption forms, and general inquiries
 Monitors compliance and investigates violations in conjunction with Management Analyst
 Responds to community concerns and provides recommendations for system improvements to Management Analyst
Senior Secretary
(1.0 FTE)
 Addresses landlord, tenant, and public inquiries regarding RRS processes, deadlines, and documentation requirements
 Conduct data entry for paper submissions, ensuring accurate input and database management
 Maintains comprehensive records of registrations, exemptions, compliance actions, and fee payments
 Processes check payments and reconciles fee transactions  Provides administrative support for reports and presentations conducted by the Community Programs Specialist and Management Analyst  Supports other administrative functions as needed to enhance program operations
The proposed allocation of 5.75 FTEs for Hayward’s Rent Review Team reflects a measured staffing level in comparison to neighboring jurisdictions, as summarized below in Table 3.

Table 3. FTEs supporting Rent Stabilization programs for Neighboring Jurisdictions CITY NUMBER OF RENT AL UNITS FTEs
City of Hayward 23,000 3.50  5.75
City of Alameda 16,600 6.00
City of Berkeley 29,000 26.00
City of Mountain View 14,400 7.00
City of Oakland 95,000 40.92

Importantly, the Housing Division Manager would manage the Development Review team of the Housing Division in addition to the Rent Review team. The remaining personnel cost is estimated to be around $160,000 per fiscal year and may increase over-time due to labor

negotiations. Therefore, if City Council directs staff to implement the RRS, they must also allocate funds from the General Fund to cover the remaining expenses associated with the Housing Division Manager. There are no available special revenue funds to cover the cost of the Housing Division Manager.

Furthermore, the reinstatement of the Housing Division Manager position would accompany a 0.25 FTE shift of the personnel cost for the Deputy Director of Development Services from the Rent Program fund to the General Fund. This shift would have an estimated impact of over $90,000 per fiscal year, subject to increase over time.

Staff Outsourcing
An HPRC member suggested that staff should consider outsourcing the required personnel for implementing an RRS. However, technology companies that produce rent registries discussed that personnel assistance would be limited to technological support only.

Outsourced staff would not address inquiries related to the RRSO or other regulations due to liability concerns. In other words, the bulk of the implementation, administration, and compliance monitoring — clerical responsibilities such as data entry and processing payments and outreach efforts like workshops and trainings — would remain under the direct purview of the City, as these responsibilities require interpretation of the ordinance.

Therefore, outsourcing staff to manage the implementation, administration, and compliance is not feasible. Furthermore, the City would still need to maintain responsibility for processing check payments, which consist of about 51 percent of the nearly 4,700 payments received for FY 2025. With new 4% convenience fees effective January 1, 2025 for transactions over $300, and increased compliance from an RRS, the number of transactions via check would likely increase.

Fee Analysis
Currently, Rent Program Fees fund all personnel and operational costs for implementing the Rent Review Program. Adding an RRS will require additional staff to administer the RRS and ensure compliance. Table 4 below compares the current rates for the Rent Review with a proposed rate that funds RRS costs.

Table 4. Proposed Rent Program Fees Per unit Per Year

RENT REVIEW FEES CURRENT RATE PROPOSED RATE
Covered Rental Units $66 $140
Rental Units $32 $90

Staff proposes levying a $140 annual fee for Covered Rental Units (e.g., those subject to the rent increase threshold of the RRSO)9 and a $90 annual fee for Rental Units (e.g., those exempt from the rent increase threshold of the RRSO). Covered Rental Units would be subject to a higher fee to offset the costs of providing free mediation and arbitration

9 See HMC SEC 12-1.05 for more information about the rent increase threshold:
https://library.municode.com/ca/hayward/codes/municipal_code?nodeId=HAYWARD_MUNICIPAL_CODE _CH12HO_ART1RERESTTEPR_S12-1.05REREINTH

services to tenants and landlords for resolving rent increase disputes. Tenants and landlords of Rental Units are ineligible for using these services.

Staff’s proposed Rent Program Fees are within the range of fees charged by neighboring cities, except for the City of Berkeley. Berkeley’s fees significantly exceed those of neighboring jurisdictions. Table 5 below shows the fees for rent-controlled and unregulated units in neighboring jurisdictions in comparison to Hayward’s existing and proposed Rent Program Fee.

Table 5. Rent Program Fees of Neighboring Jurisdictions

CITY RENT PROGRAM FEES (PER UNIT PER YEAR)
Rent-Controlled Units Unregulated Units
City of Hayward $66  $140 $32  $90
City of Alameda $168 $113
City of Berkeley $344 $212
City of Mountain View $120
City of Oakland $101
The proposed fees would be imposed for cost recovery for the administration of the RRSO, RRS, and TRAO and replace the current Rent Program Fees. The proposed fees are expected to generate an estimated $2.3 million in revenue, an increase of $800,000, which covers the anticipated increase in operating expenses. Staff examined whether any grants could offset setup costs for an RRS. Most housing and planning-related grants focus on the development of housing. While funding opportunities through grants may arise in the future, securing them is not guaranteed. Furthermore, even if awarded, the one-time funding would cover only a small portion of the long-term costs associated with implementing and maintaining the RRS.

Impact of Fee Increases on Tenants
Importantly, the RRSO allows for landlords of Covered Rental Units to pass through up to 50% of the fee to their tenants.10 Rental Units do not have rent increase limitations.

Therefore, while landlords of Rental Units may be subject to state legislation regarding rent caps, the RRSO does not prohibit landlords from including the fee or a portion of the fee in tenants’ rent. The Cities of Alameda and Oakland allow landlords to pass through up to 50% of their fees to tenants, while the City of Berkeley allows for landlords to pass through a portion of their fees to tenants for tenancies that began before January 1, 1999. Meanwhile, the City of Mountain View prohibits landlords from passing through their fees.

10 See HMC SEC 12-1.17 for more information about fee pass-throughs:
https://library.municode.com/ca/hayward/codes/municipal_code?nodeId=HAYWARD_MUNICIPAL_CODE _CH12HO_ART1RERESTTEPR_S12-1.17FE

Implementation
If the City Council authorizes the creation of an RRS, staff anticipate that it would take 24 months to develop and implement the program based on feedback from other jurisdictions.

Development and implementation of an RRS would require the following steps:

1. Develop Legislation: Based on direction from the City Council once full funding for the division is identified, staff would work with the City Attorney’s Office to develop the legislation for the RRS and update the RRSO as appropriate. Such legislation would define requirements and enforcement. Additionally, the Rent Review Office would establish a compliance deadline to provide sufficient time for completing the remaining implementation steps.

2. City Council Approval: Staff will seek City Council approval of the proposed legislation and increase the Rent Program Fee and accompanying program budget.

Because implementation of the RRS will require additional staff to administer the program, budget approval will be required before full implementation and compliance enforcement can begin.

3. Conduct RFP: Staff would issue a request for proposal (RFP) as the cost of the technology required to implement an RRS amounts to about $100,000 per year. The RFP requires City Council approval if costs exceed $100,000.

4. Develop RRS Platform and Materials to Administer Program: Staff anticipate that many property owners will comply by submitting required information online.

However, based on feedback from other jurisdictions and our experience working with landlords, materials will need to be developed to provide alternative methods of compliance such as paper forms.

5. Hire Staff: While the platform is under development, staff would begin the recruitment process to be fully staffed prior to implementing the program, if applicable.

6. Outreach to Stakeholders: Prior to implementing the RRS, staff would conduct outreach through direct mailers and social media to make sure landlords are informed about any new requirements. Additionally, based on feedback from other jurisdictions, staff would host multiple workshops and provide online training materials to train property owners on how to use the system.

7. Compliance Enforcement: Compliance enforcement would only begin after completion of stakeholder outreach and education.

Conclusion
An RRS would proactively enforce the rent increase limits for Covered Rental Units and collect micro-level rental inventory data that could shape future housing policy proposals.

However, given the lack of staff capacity in the Housing Division and the General Fund budget deficit, staff recommends reevaluating the feasibility of implementing an RRS in a year. Due to efforts to maintain vacancies and prioritize core services, staff does not have

capacity to continue working on the RRS, including draft legislation, until vacancies have been filled and funding has been identified.

ECONOMIC IMPACT
There is no immediate economic impact associated with the consideration of this report.

However, if the City Council authorizes the creation of an RRS, implementation will require an increase in Rent Program Fees, which could negatively impact landlords. The RRSO permits landlords to pass through 50% of the per-unit fee to tenants, which may offset some of the cost for landlords but could increase the financial burden on tenants.

At the same time, an RRS could strengthen the City’s residential rent stabilization efforts by promoting greater transparency and reducing noncompliant rent increases. Over time, this may help decrease renter housing burdens and allow tenants to retain more disposable income, potentially benefiting the local economy.

STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Preserve, Protect & Produce Housing.

Specifically, this item relates to the implementation of the following project(s):

Project HP10: Evaluate the option of creating a rent registry to obtain better data on rent increases, evictions, and occupancy

FISCAL IMPACT
There is no fiscal impact of receiving this work session report.

Should the City Council move forward with the RSS as outlined in this report, there would be additional staffing and software implementation and maintenance costs for management and enforcement as outlined in this report. While most of these costs would be funded through the Rent Program Fees, there would be an impact of roughly $250,000 on the General Fund for funding the salary and benefits of the Housing Division Manager and Deputy Director of Development Services, subject to increase over time.

Until the structural budget deficit is addressed, staff cannot recommend any program that would increase the General Fund deficit.

PUBLIC CONT ACT
In addition to software developers that create rental registration systems, staff engaged with the East Bay Rental Housing Association (EBRHA) to discuss potential challenges, best practices, and insights from landlords and property managers regarding the implementation and administration of an RRS. EBRHA recommended that the City pursue an intermediary process in which the City streamlines fees for rental properties through the business license tax process.11 Streamlining the fee requirements for landlords through the business license tax process would provide landlords with administrative efficiency.

However, streamlining through the business license tax process would neither gather

11 Landlords owe fees for the Residential Rental Inspection Program and the RRSO each year.

granular data for unit-by-unit rents nor provide a proactive enforcement of the RRSO.

Additionally, not all rental units are currently subject to business license tax.

Tenants have largely supported the creation of an RRS. During meetings with the then- HHTF and HPRC, tenants have stated their support for creation of an RRS to prevent unlawful rent increases and deter displacement. Furthermore, the 2025 Hayward Community Survey indicated that 74% of residents believe that the cost of housing is an extremely or very serious problem.12

NEXT STEPS
If the City Council supports staff’s recommendation to reevaluate the development of the RRS next year, staff will continue to monitor funding options and evaluate the capacity of the Housing Division and present an updated analysis in a year.

Prepared by: Ayush Patel, Management Analyst I

Recommended by: Sara Buizer, AICP , Director of Development Services Christina Morales, Deputy Director of Development
Services

Approved by:

_______________________________________
Jayanti Addleman, Interim City Manager

12 April 22, 2025 City Council Staff Report and Materials:
https://hayward.legistar.com/LegislationDetail.aspx?ID=7349062&GUID=38E88327-D77A-43EA-8FC4- A8BB67CE22B7&Options=&Search=
Attachment II

ATT ACHMENT II. HOUSING DIVISION DUTIES

PROGRAM MAJOR RESPONSIBILITIES
Rent Review
 Implement RRSO, TRAO and MRSO
 Maintain forms, collateral materials, and regulations up to date for RRSO, TRAO, and MRSO
 Provide technical assistance to tenants and landlords regarding city housing ordinance
 Provide resources and referrals services for other housing related issues not covered by City ordinances
 Conduct outreach at community events
 Facilitate training workshops for landlords and tenants to better understand the RRSO & TRAO
 Staff Housing Policy and Resource Committee and produce reports to inform committee members
 Manages eviction protection contract
 Coordinate tenant petition process with contractor, Project Sentinel, who implements rent increase mediation and
arbitration services
 Maintain records related to the City’s rental housing ordinances  Maintain records and tabulate data from rental notifications submitted to the City
 Facilitate relocation assistance for tenants displaced by natural disaster (subject to funding availability)
 Perform case management for relocation assistance cases as they relate to a governmental agency’s order to vacate
 Conduct appeal hearings related to tenant relocation assistance determinations
 Bill and receive Rent Review fee to nearly 6,000 rental properties owners
HOME
 Work with the multi-jurisdiction HOME Consortium
administered by Alameda County to secure Federal Home
Investment Partnership funds
 Represent the City in the HOME Technical Advisory Committee to stay informed regarding federal requirement, discuss process and procedures for administering funds, and make decisions regarding the administration of the program
 Ensure compliance with Federal Home Investment Partnership program requirements to ensure continued funding
 Fund and contract manage the Project Independence program to provide rental assistance to former foster care youth  Monitor portfolio of HOME funded affordable housing projects for continued compliance with federal regulations
 Collaborate with Community Services to complete federal planning and reporting requirements
Attachment II

Affordable Housing
Development
 Implement and enforce the City’s Affordable Housing Ordinance (AHO)
 Review all residential development applications and map application to determine means of compliance with the AHO  Review all residential building permit applications to ensure compliance with the AHO.
 Bill and receive affordable housing in-lieu fee payments  Negotiate agreements that get recorded to titled that ensure enforcement of the City’s affordable housing restrictions in perpetuity
 Issue notice of funding available to identify project to award funds for the development of affordable housing
 Negotiate loan agreements for City funded affordable housing  Review marketing and management plans for affordable units to ensure compliance with City requirements
 Work with Community and Media Relations to promote
affordable housing opportunities
 Review applications for affordable housing to ensure applicants meets eligibility criteria
 Manage the City’s portfolio of Below Market Rate ownership units to ensure continued compliance during ownership
transfer and refinance. The City currently has 133 units in its below market rate housing portfolio. Two new residential development projects are in progress, with 18 additional units currently undergoing buyer qualification. In addition, the resale restrictions on two existing units are set to expire this calendar year, resulting in their removal from the portfolio. Taking both additions and removals into account, the City is projected to have a total of 149 units by the end of 2025.
 Monitor and coordinate with Code Enforcement to inspect the City’s portfolio of affordable rental housing to ensure the projects continue to meet the City’s requirements and are maintained in safe and habitable condition. Currently there are 23 properties providing 1687 units of affordable housing. By the end of 2025, there will be at least 24 properties providing at least 1861 units of affordable housing.

Housing Policy &
Resource
Committee
 Staff Housing Policy and Resource Committee
 Publish Quarterly Agenda
 Prepare minutes
 Draft reports or coordinate with appropriate
department/division to draft reports in response to requested agenda items
Housing Element  Implement programs in compliance with Hayward’s Housing Element
Attachment II

 Assist Planning with annual housing element report
 Monitor City’s progress toward meeting City’s Regional Housing Needs Assessment allocation

Hayward Legal Services
Preventing displacement for tenants in Hayward
The Hayward Expansion Program launched
in July 2023 with temporary funding from
the American Rescue Plan Act (ARPA).

Centro Legal de la Raza (Centro Legal),
Housing and Economic Rights Advocates
(HERA), and My Eden Voice (MEV)
partnered to deliver anti-displacement
legal and supportive services to
low-income, historically underserved
tenants residing in Hayward.

Our prevention model emphasizes early
intervention to resolve housing issues and
eliminate the threat of displacement before court
proceedings are initiated
● Legal Representation: Full-scope
representation in eviction proceedings,
including drafting legal pleadings, filing
motions, conducting discovery, engaging in
settlement negotiations, and providing trial
representation when necessary.
● Legal Consultation: Limited-scope services
such as reviewing eviction notices and rent
increase notices, drafting demand letters, and
offering detailed legal advice on matters
including unlawful eviction threats, habitability
violations, subsidized housing issues, and
landlord harassment.
● Education & Outreach: Know-your-rights
presentations, training and capacity-building
for leaders and service providers to expand
outreach and tenant engagement, flyering
outreach, and distribution of informational
materials to increase tenant awareness and
capacity, including on Hayward’s Rent
Stabilization and Tenant Protection Ordinance.
96% of tenants provided with legal
representation reached a favorable
resolution.

For clients facing eviction, successful outcomes included remaining in their homes or securing additional time and resources to support a safe transition. These interventions directly contributed to preventing homelessness and reducing future housing instability.
110 Tenants received legal consultation
23 Tenants received legal representation
11 KYR Workshops
180 Attended KYR Workshops
13 Resident leaders trained in engagement
3,231 Tenants engaged with legal resources
6,004 Flyers distributed
FY 23-25 Legal Representation Case Outcomes
48%
30%
9%
9%
4%
"Soft landing" move-out
Prevented loss of
current housing
Prevented/ended unfair
or illegal behavior
Enforced rights to safe
and stable housing
Referred to Private
Attorney
Attachment III
Legal services are critical for vulnerable
residents in Hayward, who face the highest
risks of homelessness but are often the least
aware of available resources.
52% of all clients served faced the threat of
eviction, either through receiving a notice to
end tenancy or an Unlawful Detainer (eviction)
Workshop evaluations show that 84% of
participants gained knowledge and felt more
prepared to navigate local and state tenant
protections.

Legal consultations helped keep multiple
tenants stably housed by empowering them to
assert their rights. Unfortunately, "informal
evictions"—where tenants leave after eviction
threats—are common, especially in
marginalized communities. These
consultations are crucial to combat
misinformation and prevent such evictions.

At-risk populations
➔ 100% Low-income
➔ 72% Extremely Low Income
➔ 91% BIPOC (Black/African American,
Indigenous, and People of Color)
➔ 45% Disabled/Special Needs
➔ 19% Female-Headed Households
➔ 15% Elderly Household
Client story: My Eden Voice (MEV) supported Mr. J, an older, monolingual Spanish-speaking tenant who had been enduring unsafe living conditions due to his landlord’s ongoing failure to make critical repairs to his unit. When MEV outreach staff conducted door-to-door engagement in his neighborhood, they met Mr. J and shared information about tenants’ rights and available legal resources. At the time, Mr. J expressed deep frustration and a sense of hopelessness. MEV took the time to explain his legal protections as a tenant - particularly around habitability standards and the landlord’s responsibility to provide safe and livable housing.

They connected him to Housing and Economic Rights Advocates (HERA), where he was able to receive a legal consultation. For Mr. J, this connection was a turning point, offering the critical support he had long hoped for and empowering him to begin asserting his rights.

This program has been instrumental in expanding access to housing legal services for tenants in Hayward, successfully embedding tenants' rights knowledge and increasing access to justice. While the program is ending, the strengthened relationships between Centro Legal, HERA, and MEV with the community will endure.

We remain committed to supporting tenants in these areas to achieve healthy, stable, and affordable housing.

Client Demographics
Hispanic
57%Black/African
American
24%
Native
Hawaiian/Pacific
Islander - 2%
White - 9%
Other/
Multi-Racial - 11%

CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: RPT 25-064
DATE: September 2, 2025
TO: Mayor and City Council
FROM: Director of Public Works

SUBJECT
Informational Report: FY25 Q3 and Q4 Semiannual Capital Improvement Program Progress Report

RECOMMENDATION
That the City Council review this informational report on FY25 Quarter 3 and Quarter 4 Semiannual Capital Improvement Program (CIP) Progress Report.

SUMMARY
The CIP is a planning document intended to guide the City’s capital project expenditures for the upcoming ten-year period. The purpose of the report is to update Council and the public on the status of CIP projects, as well as to highlight the accomplishments that occurred in each semiannual period. The Progress Report can be found through the link of the online CIP book posted on the City’s website, under the Table of Contents section. A PDF version of the report is also included in Attachment II for active projects and Attachment III for completed projects.

ATTACHMENTS
Attachment I Staff Report
Attachment II In Progress Projects
Attachment III Completed Projects
CITY OF HAYWARD Printed on 8/28/2025Page 1 of 1
powered by Legistar™

DATE: September 2, 2025

TO: Mayor and City Council

FROM: Director of Public Works

SUBJECT: Informational Report: FY25 Q3 and Q4 Semiannual Capital Improvement Program Progress Report

RECOMMENDATION

That the City Council review this informational report on FY25 Quarter 3 and Quarter 4 Semiannual Capital Improvement Program (CIP) Progress Report.

SUMMARY AND BACKGROUND

The CIP is a planning document intended to guide the City’s capital project expenditures for the upcoming ten-year period. The purpose of the report is to update Council and the public on the status of CIP projects, as well as to highlight the accomplishments that occurred in each semiannual period. The Progress Report1 can be found through the link of the online CIP book posted on the City’s website2, under the Table of Contents3 section. A PDF version of the report is also included in Attachment II for active projects and Attachment III for completed projects.

DISCUSSION

The FY25 Quarter 3 and Quarter 4 CIP Progress Report covers the period between January 1, 2025, to June 30, 2025. While the Adopted FY25 CIP contains over two hundred capital projects, the progress report only includes major projects of interest with activities that occurred in FY25 Quarter 3 and Quarter 4. To not inundate City Council and the public with progress updates on CIP projects related to routine maintenance, replacements, repairs, or projects performed on an as needed basis, the number of projects reported on will be reduced. An example of a routine project not included in the report for this period is Project No. 05188, Streetlight Energy which is an annual project to pay for energy costs associated with over 8,300 City-owned streetlights.

1 https://stories.opengov.com/haywardca/published/pQh3TGBfjI 2 https://www.hayward-ca.gov/your-government/documents/capital-improvement-program 3 https://stories.opengov.com/haywardca/published/Veh4LsXT2-C

Significant ongoing vacancies in 28 key positions within the Public Works and Utilities Department, including Assistant Director – Utilities, Deputy Director – Engineering, and Deputy Director – Transportation, have substantially impacted staff's ability to make significant progress on some CIP projects. However, active recruitments are in place to address some staffing shortages and fill vacancies that are non-General Fund or are positions that bring in revenue. With limited staff resources, the Department has prioritized working on CIP projects that have an immediate impact on the quality of services provided to residents. An example of a project with minimal activity in FY25 Q3 and Q4 due to staffing vacancies is Project No.05310, Hayward Boulevard Safety Improvements, which will support implementation efforts identified in the pending Hayward Boulevard Safety Feasibility Study. Nevertheless, significant progress continues to be made on design and construction of major CIP projects such Mission Blvd. Phase 3, Main Street Complete Street, Pavement Rehabilitation, various WRRF Projects, and multi- year water line and sewer line improvement projects.

ECONOMIC IMPACT

Maintaining and improving the City’s infrastructure, fleet, and equipment will have an unquestionable impact on maintaining and improving the economic health and vitality of the City. However, providing a Semiannual Progress Report will not have a direct economic impact.

STRATEGIC ROADMAP

The FY25 Vision and Strategic Roadmap adopted on June 4, 2024, are at the forefront of the City’s capital project planning efforts. As Council adopts updates the Strategic Roadmap annually, staff will continue to ensure that CIP Projects align with the Vision and priorities set forth. CIP Projects touch the Confront Climate Crisis & Champion Environmental Justice, Enhance Community Safety & Quality of Life, Grow the Economy, and Strengthen Organizational Health Priorities. However, they predominantly support the Invest in Infrastructure Priority.

FISCAL IMPACT

The adopted capital budget for FY25 totals about $158 million, with a total of approximately $1 billion tentatively programmed for the entire ten-year period from FY25 through FY34. An additional $690 million of unfunded needs were identified for the same period. The effort for providing a Progress Report semiannually moving forward will be absorbed in the Department’s existing budget and not have impact on general fund.

SOCIAL EQUITY

Consideration of social equity has been an important element of selecting projects, such as roadway improvements, sidewalk improvements, traffic calming, complete streets, and landscaping.

SUSTAINABILITY FEATURES

While the adopted projects are aligned with and advance the Council’s sustainability goals and policies, the action taken for this agenda report will not result in a physical development, purchase or service, or a new policy or legislation. Any physical work will depend upon a future Council action. Sustainability features for individual CIP projects are listed in each staff report.

PUBLIC CONTACT

The purpose of the Progress Report is to provide regular updates to Council and the public on the status of CIP projects. The Progress Report4 is posted for public view and can be found through the link of the online CIP book posted on the City’s website5, under the Table of Contents6 section of the online CIP book.

NEXT STEPS

Staff will continue to provide semiannual reports on the status of the City’s adopted Capital Improvement Program.

Prepared by: Marissa Matta, Management Analyst

Recommended by: Alex Ameri, Director of Public Works

Approved by:

______________________________________________
Jayanti Addleman, Interim City Manager

4 https://stories.opengov.com/haywardca/published/pQh3TGBfjI 5 https://www.hayward-ca.gov/your-government/documents/capital-improvement-program 6 https://stories.opengov.com/haywardca/published/Veh4LsXT2-C

ATTACHMENT II

Capital Improvement Program (CIP) Progress Report
FY25 Quarter 3 & 4 In Progress Projects
(January 1, 2025 to June 30, 2025)

Project
No. Project Title Q3/4 Activities
Q3/4
Completion
%
Status
Target
Completion
Date
Fund
06851 ALP Update with
Narrative
Received approval
of traffic chapter.

Facility chapter
underway
75% Delayed Dec 2025 621
05328
A St, Silva, and
Tennyson Complete
Streets
Combining with
another project
06942 - High Injury
Network Safety Plan
0% On track 2029 213,
215
06937
Active
Transportation
Incentive and
Promotion Program
Program
implementation
underway
25% On track Apr 2027 460
07762 Airport Lift Station
Improvements
Pumps installed,
modifications
needed
75% On track TBD 611
07789 Annual Sewer Line
Replacements FY24
Design 65%
complete 7% On track
Construction
end by Q2
2027
611
07072 Annual Water Line
Replacements FY24
Design 95%
complete. Project to
be awarded end of
Oct. 10% of overall
project budget
complete.
10% On track
Construction
end by Q2
2027
603
07799 Annual Line
Replacements FY25 Not yet started 0% Not started TBD 611 07746
Arf, Tennyson Trash
Capture Device
Installations
Construction
substantially
complete
95%
Delayed due
to supply
chain
Sept 2025 612
05344
Campus Drive
Sidewalk
Improvements -
Phase I 2nd St to
Oakes Dr
65% submittal.

Design to be
completed by Fall
2025

65% Delayed Fall 2025 212
05345
Campus Drive
Sidewalk
Improvements -
Phase II Oakes Dr to
Highland Blvd
65% submittal.

Design to be
completed by Fall
2025.
65% Delayed Fall 2025 212

ATTACHMENT II

Project
No. Project Title Q3/4 Activities
Q3/4
Completion
%
Status
Target
Completion
Date
Fund
07080
Cast Iron Water
Pipeline
Replacement -
Local Streets FY25
(NEW)
Not started 0% Not started TBD 603
06923 Citywide EV
Charging Upgrades
On June 17, 2025,
staff provided an
informational report
to Council on the
Citywide charging
strategy, which calls
for 152 chargers for
fleet vehicles at 15
facilities. In Q1 of
FY26, staff intends
to seek Council
authorization for
installation of EV
chargers at the Corp
Yard and Fire
Station 1
10% Delayed 2033 405
05713 Clawiter Bike Lane
Design complete.

Will be constructed
in FY25 Pavement
Improvement Plan
50% On track Sept 2025 450
05225
D Street Traffic
Calming &
Implementation
Outreach conducted.

Additional funding
secured
55% On track Dec 2026 212
06913 Downtown Parking
Program
Restarting business
coordination 50% Delayed Jun 206 405
05237
Downtown Specific
Plan
Implementation
(Foothill Blvd., A St.,
B St., and C St.)
Mission Blvd design
is complete. Funds
must be spent by
June 2026
25% Delayed Jun 2026 215
07421 Drones for Hazard
Mitigation
Not moving forward
with project. Budget
partially transferred
to 07494 – Turnout
Dryers.

N/A Project
removed N/A 406
06945
Evaluate
Alternatives to
Downtown Loop
Started Phase I 20% On track Jun 2028 460

ATTACHMENT II

Project
No. Project Title Q3/4 Activities
Q3/4
Completion
%
Status
Target
Completion
Date
Fund
07304
Fire Fleet
Replacement -
Grants
Ongoing project 50% On track Ongoing 736
07177
GIS Data
Development and
Conversion
Complete. Working
on feasibility study,
still need schedule
80% On track Dec 2025 604,
612
07498
Harder Corridor
Median
Improvement
To begin in FY26 0% N/A TBD 406
07624
Harder Road Sewer
System
Improvement
Additional flow
monitoring
completed.

Assessing extend of
needed
improvements. On
hold until Sewer
Master Plan is
complete.
0% Pending TBD 611,
612
05217
Hayward Blvd.

Safety
Improvement
Feasibility Study
Finishing striping.

Lane reduction will
not be implemented
80% On track Summer
2026 212
05310
Hayward Boulevard
Safety
Improvements
Pending completion
of feasibility study 10% Pending Dec 2026 212
05742
Hesperian Frontage
Road Improvement
- Sueirro St to
Phillips Way
Construction
started. 60% On track Sept 2025 450
06942
High Injury
Network Safety
Plan
Started Tennyson, A
St, and B St. RFP to
be released.
15% On track Jun 2028 460
07488
Jackson Corridor
Median
Improvement
In progress 75% On track Aug 2025 405
06914 La Vista Park
Awarded project.

Anticipate
construction to start
in Sept. 2025
10% On track Mar 2027 405
07744 Linden Lift Station
Upgrades Design initiated 0% On track Jun 2026 612
05283
Main Street
Complete Street
Project
Project completion
delayed due to
PG&E.
80% Delayed due
to PG&E Oct2025 219,
450

ATTACHMENT II

Project
No. Project Title Q3/4 Activities
Q3/4
Completion
%
Status
Target
Completion
Date
Fund
05839
Mission Blvd
Southend Frontage
Island
Improvement
On hold. Caltrans
will implement the
project. City share
will be limited to
landscaping.
0% Deferred to
Caltrans TBD 410
05002 Mutual Aid Fire
Equipment Ongoing 50% Ongoing Ongoing 405
07809
Nature-Based
Solution Feasibility
Study
Consultant has been
onboarded. 20%
through the
schedule
20% On track Oct 2026 612
07481 New Fire Station
No. 6
Construction
complete. Working
on close out
99% On track TBD 406
07482 New Fire Training
Center
Construction
complete. Working
on close out
99% On track TBD 406
05305 New Sidewalks -
FY23
Construction to
start mid August.

Design 100%
complete. Combined
with 05331.
10% On track Oct 2025 213
05331 New Sidewalks -
FY24
Construction to
start mid August.

Design 100%
complete. Combined
with 05305.
10% On track Oct 2025 213
05312 Orchard Avenue
Traffic Calming
Removing raised
intersections this
summer
50% On track Summer
2027 213
05307
Patrick/Gading
Complete Street
Project
To be implemented
with Pavement
Improvement Plan
65% On track Fall 2025 210
05338
Pavement
Rehabilitation -
FY25
Under construction 25% On track Nov 2025
210,
211,
212,
218,
450
07722 Rt 238 Parcel Group
5 Ongoing 0% Ongoing TBD 411
07723 Rt 238 Parcel Group
6 No progress 0% No progress TBD 411
07725 Rt 238 Parcel Group
8 Ongoing 0% Ongoing TBD 411

ATTACHMENT II

Project
No. Project Title Q3/4 Activities
Q3/4
Completion
%
Status
Target
Completion
Date
Fund
07726 Rt 238 Parcel Group
9 No progress 0% No progress TBD 411
07423
Public Safety Center
– Conceptual
Facility and Site
Design
In progress 5% On track Fall 2025 406
07709 Recycled Water
Master Plan
In progress
45% In progress May 2026 612
07066 Recycled Water
Phase II
Dependent on
Recycled Water
System Master Plan
0% Pending TBD 604
05287
Route 238 Corridor
Improvement
Project - Phase 3
Final Design and
Construction
Design 100%
complete. Near
construction
completion
99% On track Sept 2025 410
05323 Safe Routes for
Seniors - Tennyson
Developing plans
and specifications 15% On track Dec 2026 219
05341 Safe Routes to
School - Harder
Being incorporated
into CIP project
06941
0% N/A N/A 212
05333 Safe Routes to
School - Palma Ceia
Being incorporated
into CIP project
06941
0% N/A N/A 212
06941
Safe Routes to
School
Implementation
Project
Reviewed 30%
submittal. 10% On track Apr 2027 460
05313
Santa Clara Street
Traffic Calming
Study and
Implementation
Completed public
outreach and
completed
immediate
improvements.

Short term
improvements to be
completed by
December 2026.

Long term
implementation to
be completed with
Pavement
Improvement Plan
in 2028.
30% On track Dec 2028 213

ATTACHMENT II

Project
No. Project Title Q3/4 Activities
Q3/4
Completion
%
Status
Target
Completion
Date
Fund
07761 Sewer Line
Improvement FY21
Contract work
completed –
punchlist remaining
99% On track TBD 611
05340
Sidewalk
Rehabilitation +
Wheelchair Ramps
FY25
Awarding
construction
contract
10% On track Dec 2025 450
05343 Simme Seat Pilot
Program
Nearly complete.

Created new project
05356 Simme Seat
Project in FY26.
90% On track Sept 2025 216
07672 Soto Road Sewer
Improvement
Incorporated into
FY24 Sewer Project
– No. 07789
7% On track
Construction
end by Q2
2027
611
06960
South Hayward
Youth and Family
Center (STACK)
Phase 1 is 99%
complete. Phase 2 -
shovel ready, but
major delay due to
funding gap.
33% On track TBD based
on funding 405
06943 Speed Management
Plan
Completed target
speed framework
and first phase of
outreach and
reported to CIAC.
30% On track Jun 2028 460
06932
Storm Drain Pipe
Replacement at
Kings Court
Project initiated 0% Not started Spring 2026 405
06819
Taxiway Zulu
Pavement
Rehabilitation
Design
Design is complete
and submitted to
FAA. Awaiting
response

100% Complete Complete 621
06864
Taxiway Zulu West
Pavement
Rehabilitation
Construction
Went out to bid,
going to council for
construction award
5% On track Winter 2026 621
05342
Tennyson Rd and
Winton Ave
Adaptive Signal
Coordination
Project
Tennyson
completed. Winton
is in construction.

Two years of
reporting following
completion is
required.
65% On track Sept 2025 212,
460

ATTACHMENT II

Project
No. Project Title Q3/4 Activities
Q3/4
Completion
%
Status
Target
Completion
Date
Fund
06944
Tennyson Road
Crossing Safety
Improvements
Held diagnostic
meeting and
submitted Caltrans
environmental field
review forms
15% On track Dec 2026 460
06828 Traffic Control
Tower Renovations
Replaced carpet and
painted walls on
first and second
floor
100% Complete Complete 621
05734
Traffic Calming
Implementation
Program
Ongoing 50% Ongoing Ongoing 460
07150 Water System RRA
& ERP Update
RRA completed. ERP
in progress 75% On track Sept 2025 603
07063
Water System RRA
Mitigation
Measures
Dependent upon
update in 07150
Water System RRA
& ERP Update.

Recently submitted
RRA
0% Pending TBD 603
07656

WPCF (WRRF)
Main 480V MCC
Electrical
Distribution
Rehabilitation
In progress 45% On track Aug 2026 611
07786
WPCF (WRRF) New
Administration
Building & Lab
Project
Construction began 10% On track Sept 2027 612
07760

WPCF (WRRF)
Phase II
Improvement
Project
90% design
complete 5% On track Jul 2030 612

ATTACHMENT III

Capital Improvement Program (CIP) Progress Report - FY25 Complete Projects (January 1, 2025, to June 30, 2025)
Project No. Project Title Fund
05286 City Municipal Parking Lot #1 450
05741 City Municipal Parking Lot #11 450
05248 City Municipal Parking Lot #2 450
05296 City Municipal Parking Lot #7, D-1 and D-2 450
05740 City Municipal Parking Lot #8 450
07810 Connection Fee Study 612
07794 Drainage Improvement Project at Alves St/Leighton St and 4th St
406
06925 Decorative Crosswalks – MSD 405
06891 Miscellaneous Building/Grounds Repairs 621
07183 New 0.75MG Tank, Pumps, and Generator at Garin Reservoir/ Pumps Station Site
604
05314 New Sidewalks - FY22 213, 216
05240 Pavement Rehabilitation - Gas Tax - FY23 210, 211, 212, 215,
218, 450
05242 Pavement Rehabilitation - Gas Tax - FY24 210, 211, 212, 218,
406, 450
05282 Pavement Rehabilitation Winton Ave West - Hesperian Blvd to Santa Clara Design
450
07093 Water Line Improvement FY21 603, 604
07567 WPCF (WRRF) Headworks Bar Screens 612