Agenda Packet — Hercules City Council, August 8, 2023

Tuesday, August 8, 2023
6:30 PM
City of Hercules
111 Civic Drive
Hercules, CA 94547
City Council
Mayor Alex Walker-Griffin
Vice Mayor Dan Romero
Council Member Dion Bailey
Council Member Chris Kelley
Council Member Tiffany Grimsley
Dante Hall, City Manager
Patrick Tang, City Attorney
Eibleis Melendez, City Clerk
Meeting Agenda
SPECIAL MEETING In-Person in Council Chambers or
Zoom ID: 883 8690 7575
Zoom Passcode: 898431
Zoom Phone Number: 1-669-900-6833
1 August 8, 2023City Council Meeting Agenda
See last pages of agenda for information regarding meeting procedures To view webcast of meetings, live or on demand, go to the City's website at www.ci.hercules.ca.us I. SPECIAL MEETING – CALL TO ORDER - ROLL CALL-6:30 P.M.

II. PUBLIC COMMUNICATION - SPECIAL MEETING ITEMS
III. COMMUNITY LIBRARY SERVICES STUDENT COMMISSIONER INTERVIEWS

1. 22-619

STUDENT COMMISSIONER INTERVIEWS
RECOMMENDATION:

Conduct interviews for eligible candidates who have applied for the Student Commissioner Vacancy on the Community & Library Services Commission.

IV. REGULAR MEETING – CONVENE TO OPEN SESSION - ROLL CALL [7:00P.M] V. A. REPORT ON ACTION TAKEN IN CLOSED SESSION-

NO CLOSED SESSION
B. CONSIDER AND TAKE ACTION ON ANY REQUEST FROM A COUNCIL MEMBER TO

PARTICIPATE IN A MEETING REMOTELY DUE TO JUST CAUSE OR EMERGENCY CIRCUMSTANCES PURSUANT TO AB 2449
VI. PLEDGE OF ALLEGIANCE
VII. MOMENT OF SILENCE
VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS
IX. AGENDA ADDITIONS/DELETIONS
X. PUBLIC COMMUNICATIONS
This time is reserved for members of the public to address issues not included in the agenda. In accordance with the Brown Act, Council will refer to staff any matters brought before them at this time, and those matters may be placed on a future agenda.

Individuals wishing to address the City Council are asked to complete a form indicating the name and address of the speaker and the general topic to be addressed. Speakers must make their comments from the podium and will be allowed 3 minutes to discuss their concerns. All public comments are recorded and become part of the public record. A limit of 30 minutes will be devoted to taking public comment at this point in the agenda. If any speakers remain at the conclusion of the initial 30 minute period, time will be reserved at the conclusion of the meeting to take the remaining comments.

XI. PUBLIC HEARINGS

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2 August 8, 2023City Council Meeting Agenda
XII. CONSENT CALENDAR

1. 22-617 Meeting Minutes for the Special Meeting on July 19, 2023 Meeting Minutes for the Special Meeting on July 19, 2023Attachments:

2. 22-618 Meeting Minutes for the Regular Meeting on July 25, 2023 Meeting Minutes for the Regular Meeting on July 25, 2023Attachments:

XIII. DISCUSSION AND/OR ACTION ITEMS

1. 22-627 Community Library Services Student Commissioner Appointment RECOMMENDATION:

Review all eligible candidates which have applied for the for the Student Commissioner Vacancy on the Community & Library Services Commission.

City Council will make their selection and appointment directly following the special meeting interview process.

Staff Report - Student Commissioner AppointmentAttachments:

2. 22-623 Professional Services Agreement with RSG, Inc. for Housing Loan Administration
RECOMMENDATION:

Adopt a resolution approving a Professional Services Agreement with RSG, Inc. in the Amount of $61,500 for Housing Loan Administration.

Staff Report - Housing Loan Administration
Attach 1 - Resolution
Attach 2 - Hercules Housing Loan Admin Proposal_7.20.23-1 Attachments:

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3 August 8, 2023City Council Meeting Agenda

3. 22-620 Council Healthcare Benefits
RECOMMENDATION:

A resolution
rescinding health and welfare benefits for members of the City Council has been prepared by staff at Council's direction. If adopted the change would not become effective until after the next council election. The matter is presented for Council's consideration as follows:

1.Adopt a Resolution Rescinding Health and Welfare Benefits for Members of the City Council.

Staff Report - City Council Health and Welfare Benefits Attach 1 - Resolution Rescinding Health and Welfare Benefits for members of the City Council Attach 2 - City Council Compensation Comparison with other Cities Attach 3 - City Council Monthly Pay & Benefits
Attach 4 - 17-054 - Resolution for Reinstating Limited Health Care Benefits for City Council Members- not to exceed $45,000 Attach 5 - Resolution 11-119 Terminate PERS Benefit
Attachments:

4. 22-622 Quarterly Review of Future Agenda Items
RECOMMENDATION:

Staff recommends that the City Council receive the staff report on the quarterly review of future City Council agenda items and provide comments.

Staff Report - Quarterly Review of Future Agenda Items
Attach 1 - Future Agenda Items List
Attachments:

5. 22-624 Request for Proposals for Grant Writing Services RECOMMENDATION:

Staff recommends that the City Council receive the staff report on this issue and provide any additional comments or needs to be built into the request for proposals document.

Staff Report - Request for Proposals for Grant Writing Services Attach 1 - RFP-Grant-Writer
Attachments:

6. 22-625 Youth In Government Day
RECOMMENDATION:

Staff recommends that the Hercules City Council receives report about Youth In Government Day that will take place on Tuesday, November 14, 2023.

Staff Report - Youth In Government Day
Attach 1 - Meeting Minutes for the Regular Meeting of April 25, 2023 Attachments:

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4 August 8, 2023City Council Meeting Agenda

7. 22-626 Report on West County Mayors And Supervisors Association (WCMSA) Subcommittee on Community Schools Systems Change Collaborative and Request for City’s Participation
RECOMMENDATION:

Staff
recommends that the City Council receive the staff report on the West Contra Costa Community Schools Systems Change Collaborative initiative and consider appointing
one Council member and one City staff member to a subcommittee of the West County Mayors and Supervisors Association (WCMSA) to help oversee the effort.

Staff Report - WCMSA Subcommittee on Community Schools Systems Change Collaborative and Request for Appointment Attach 1 - WCCUSD Community Schools Summary
Attach 2 - Community Schools Systems Change Collaborative Presentation May 25 Attachments:

XIV. PUBLIC COMMUNICATIONS
This time is reserved for members of the public who were unavailable to attend the Public Communications period during Section X of the meeting, or were unable to speak due to lack of time. The public speaker requirements specified in Section X of this Agenda apply to this Section.

XV. CITY COUNCIL/CITY MANAGER/CITY ATTORNEY ANNOUNCEMENTS,

COMMITTEE, SUB-COMMITTEE AND INTERGOVERNMENTAL COMMITTEE REPORTS

AND FUTURE AGENDA ITEMS
This is the time for brief announcements on issues of interest to the community. In accordance with the provisions of the Brown Act, matters which do not appear on this agenda but require City Council discussion may be either (a) referred to staff or other resources for factual information or (b) placed on a future meeting agenda.

1. Regional Committees

2. City Council Committees and Subcommittees

3. Commission Liaisons
XVI. ADJOURNMENT
The next Regular Meeting of the City Council will be held on Tuesday, September 12, 2023 at 7:00p.m. in the Council Chambers.

Agendas are posted in accordance with Government Code Section 54954.2(a) or Section 54956.

Members of the public can view electronic agendas and staff reports by accessing the City website at www.ci.hercules.ca.us and can receive e-mail notification of agenda and staff report postings by signing up to receive an enotice from the City’s homepage. Agendas and staff reports may also be obtained by contacting the City Clerk at (510) 799-8208 (Posted: August 3, 2023)

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5 August 8, 2023City Council Meeting Agenda

INSTRUCTIONS ON HOW TO PARTICIPATE AND WATCH THE HERCULES CITY COUNCIL AND PLANNING

COMMISSION HYBRID MEETINGS
Attend in Person: Hercules City Council Chambers – 111 Civic Drive, Hercules, CA 94547 Attend via Zoom Teleconference: Details provided below and zoom webinar login, passcode and phone numbers provided on the agenda cover.

How to Submit Public Comments
In Person: Attend meeting at the Hercules City Council Chambers, fill out a public speaker card located on the side table and submit it to the City Clerk.

Via Zoom: Members of the public may submit a live remote public comment via Zoom video conferencing.

Download the Zoom mobile app from the Apple Appstore or Google Play. If you are using a desktop computer, you can test your connection to Zoom by clicking here or go to: https://www.zoom.us/join. Zoom also allows you to join by phone at +1-669-900-6833 or +1-929-205-6099 or +1-253-215-8782. • Speakers will be asked to provide their name and city of residence, although providing this information is not required for participation.
• Each speaker will be allowed up to 3 minutes to speak and provide comment. A limit of 30 minutes will be devoted to taking public comment during the first public comment period on the agenda. If any speaker comments have not been accommodated prior to the initial 30 minute period, time will be reserved at the conclusion of the meeting for the remaining public comments. • Speakers will be muted until their opportunity to provide public comment.

When the Mayor opens the comment period for the item you wish to speak on, please use the “raise hand” feature (or press *9 if connecting via telephone) which will alert staff that you have a comment to provide and press *6 to unmute.

Written Comments Submitted Electronically: All comments received before 3:00 p.m. the day of the meeting will be provided to the City Council prior to the meeting and posted to the City’s agenda website and located by clicking on the “meeting details” tab. Written comments received after 3:00 p.m. will be provided to City Council and posted to the agenda website the following day. Written comments will not be read aloud during the meeting. Email comments to [email protected]. Please indicate which item on the agenda you are commenting on in the subject line of your email.

Written comments submitted in person or via mail: Additional ways to provide your public comment is to either drop off your comment in person to the front desk receptionist located in the City Hall lobby or to mail your comment to City of Hercules, ATTN: City Clerk – Public Comment (Meeting Date), 111 Civic Drive, Hercules, CA 94547 in time to reach the City Clerk no later than 3:00 p.m. on the day of the meeting or you can submit your comment by telephone by calling (510) 799-8208 no later than 3:00 p.m. on the meeting date.

If you need assistance with public comment, please contact: Eibleis Melendez City Clerk at [email protected] or by calling (510) 799-8208.

All public comments will become part of the official meeting record. The City cannot guarantee that its network and/or the website will not be uninterrupted. To ensure that the City Council receives your written comments, you are strongly encouraged to submit your comments in writing in advance of the meeting by 3:00 p.m. on the day of the Council or Commission meeting.

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6 August 8, 2023City Council Meeting Agenda

OTHER WAYS TO WATCH THE MEETING
Live on Channel 28: City Council meetings will replay the following Thursday at 7:00 p.m. and Saturday at 1:00 p.m.

Planning Commission meetings will replay the following Wednesday at 7:00 p.m. and Saturday at 9:00 a.m.

Video Streamed Live on the City’s Website:

To view City Council and Planning Commission meeting videos online go to: Hercules Meeting Videos.

Instructions to view Live or On-Demand Videos from the City’s website:

1. Go to: Hercules Meeting Videos or https://hercules.legistar.com/calendar.aspx.

2. Locate the desired meeting and date.

3. Click the associated “Video” link (Video status is as follows):

Video = Video is available for on demand viewing.

In Progress = Video is available for viewing during live recording.

Not Available = Video is either unavailable or has not been recorded.

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7 August 8, 2023City Council Meeting Agenda

THE HERCULES CITY COUNCIL ADHERES TO THE FOLLOWING POLICIES,

PROCEDURES AND REGULATIONS REGARDING CITY COUNCIL MEETINGS

1. SPECIAL ACCOMMODATIONS: In compliance with the Americans with Disabilities Act, if you require special accommodations to participate at a City Council meeting, please contact the City Clerk at 510-799-8208 at least 48 hours prior to the meeting.

2. AGENDA ITEMS: Persons wishing to add an item to an agenda must submit the final written documentation 12 calendar days prior to the meeting. The City retains the discretion whether to add items to the agenda. Persons wishing to address the City Council otherwise may make comments during the Public Communication period of the meeting.

3. AGENDA POSTING: Agendas of regular City Council meetings are posted at least 72 hours prior to the meeting at City Hall, the Hercules Swim Center, Ohlone Child Care Center, and on the City’s website (www.ci.hercules.ca.us),

4. PUBLIC COMMUNICATION: Persons who wish to address the City Council should complete the speaker form prior to the Council's consideration of the item on the agenda.

Anyone who wishes to address the Council on a topic that is not on the agenda and is relevant to the Council should complete the speaker form prior to the start of the meeting. Speakers will be called upon during the Public Communication portion of the meeting. In accordance with the Brown Act, the City Council may not take action on items not listed on the agenda. The Council may refer to staff any matters brought before them at this time and those matters may be placed on a future agenda.

In the interests of conducting an orderly and efficient meeting, speakers will be limited to three (3) minutes.

Anyone may also submit written comments at any time before or during the meeting.

5. CONSENT CALENDAR: All matters listed under Consent Calendar are considered to be routine and will be enacted by one motion. There will be no separate discussion of these items unless requested by a member of the Council or a member of the public prior to the time the City Council votes on the motion to adopt.

6. LEGAL CHALLENGES: If you challenge a decision of the City Council in court, you may be limited to raising only those issues you or someone else raised at the meeting or in written correspondence delivered at, or prior to, the meeting. Actions challenging City Council decisions shall be subject to the time limitations contained in Code of Civil Procedure Section 1094.6.

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8 CONSENT CALENDAR

AGENDA ITEMS

1. 22-617

2. 22-618
9 111 Civic Drive
Hercules, CA 94547City of Hercules
Meeting Minutes
City Council
Mayor Alex Walker-Griffin
Vice Mayor Dan Romero
Council Member Dion Bailey
Council Member Chris Kelley
Council Member Tiffany Grimsley
Dante Hall, City Manager
Patrick Tang, City Attorney
Eibleis Melendez, City Clerk
4:30 PMWednesday, July 19, 2023
SPECIAL MEETING In-Person in Council Chambers or
Zoom ID: 822 7306 0723
Zoom Passcode: 835499
Zoom Phone Number: 1 669 900 6833
I. CLOSED SESSION – CALL TO ORDER - ROLL CALL

NO CLOSED SESSION
NONE
II.

PUBLIC COMMUNICATION - CLOSED SESSION ITEMS
NONE
NONE
III. CONVENE INTO CLOSED SESSION
NONE
The Hercules City Council will meet in Closed Session regarding the following:

NO CLOSED SESSION
IV. SPECIAL MEETING – CONVENE TO OPEN SESSION - ROLL CALL [4:30P.M] Vice Mayor D. Romero, Council Member D. Bailey, and Council Member C. KelleyPresent: 3 - Mayor A. Walker-Griffin, and Council Member T. GrimsleyAbsent: 2 - V. A. REPORT ON ACTION TAKEN IN CLOSED SESSION-

NO CLOSED SESSION
B. CONSIDER AND TAKE ACTION ON ANY REQUEST FROM A COUNCIL MEMBER TO

PARTICIPATE IN A MEETING REMOTELY DUE TO JUST CAUSE OR EMERGENCY CIRCUMSTANCES PURSUANT TO AB 2449
NONE

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22-617
10 July 19, 2023City Council Meeting Minutes
VI. PLEDGE OF ALLEGIANCE
Pledge of Allegiance was lead by Vice Mayor Romero
VII. MOMENT OF SILENCE
NONE
VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS
NONE
IX. AGENDA ADDITIONS/DELETIONS
NONE
X. PUBLIC COMMUNICATIONS
NONE
This time is reserved for members of the public to address issues not included in the agenda. In accordance with the Brown Act, Council will refer to staff any matters brought before them at this time, and those matters may be placed on a future agenda.

XI. PUBLIC HEARINGS

1. 22-606
Landscaping and Lighting Assessment Districts - Continue Public Hearings for LLAD Nos. 83-2, 2002-1, 2002-2, 2004-1, and 2005-1 and Adopt Resolutions Confirming Diagrams and Assessments for Fiscal Year 2023/24
RECOMMENDATION:

City staff is recommending City Council adopt the following resolutions:
a. Hold a Public Hearing and Adopt a Resolution Confirming Diagram and Assessments for FY 2023/24 for Landscaping and Lighting Assessment District No. 83-2 pursuant to the Landscaping and Lighting Act of 1972; and
b. Hold a Public Hearing and Adopt a Resolution Confirming Diagram and Assessments for FY 2023/24 for the Victoria by the Bay Landscaping and Lighting Assessment District No. 2002-1 pursuant to the Landscaping and Lighting Act of 1972; and

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11 July 19, 2023City Council Meeting Minutes
c. Hold a Public Hearing and Adopt a Resolution Confirming Diagram and Assessments for FY 2023/24 for the Hercules Village Landscaping and Lighting Assessment District No. 2002-2 pursuant to the Landscaping and Lighting Act of 1972; and
d. Hold a Public Hearing and Adopt a Resolution Confirming Diagram and Assessments for FY 2023/24 for the Baywood Landscaping and Lighting Assessment District No. 2004-1 pursuant to the Landscaping and Lighting Act of 1972; and
e. Hold a Public Hearing and Adopt a Resolution Confirming Diagram and Assessments for FY 2023/24 for the Bayside Landscaping and Lighting Assessment District No. 2005-1 pursuant to the Landscaping and Lighting Act of 1972.

Staff Report - FY 2023-24 LLAD Public Hearing
Attach 1(a) - 83-2 Resolution
Attach 1(b) - Victoria Resolution
Attach 1(c) - Hercules Village (Promenade) Resolution
Attach 1(d) - Baywood Resolution
Attach 1(e) - Bayside Resolution
Attach 2(a) - 83-2 Report
Attach 2(b) - Victoria Report
Attach 2(c) - Hercules Village (Promenade) Report
Attach 2(d) - Baywood Report
Attach 2(e) - Bayside Report
Attach 3(a) - Baywood Redilne Changes
Attach 3(b) - Bayside Redline Changes
Attachments:

Vice Mayor Romero continued the Public Hearing. No public comment. No questions or comments from Council. Action was taken on this item.

MOTION: A motion was made by Council Member Kelley, seconded by Council Member Bailey, to approve Resolution 23-044. The motion carried by the following vote:

Aye: Vice Mayor D. Romero, Council Member D. Bailey, and Council Member C. Kelley3 -

Absent: Mayor A. Walker-Griffin, and Council Member T. Grimsley2 - MOTION: A motion was made by Council Member Bailey, seconded by Council Member Kelley, to approve Resolution 23-045. The motion carried by the following vote:

Aye: Vice Mayor D. Romero, Council Member D. Bailey, and Council Member C. Kelley3 -

Absent: Mayor A. Walker-Griffin, and Council Member T. Grimsley2 - MOTION: A motion was made by Council Member Kelley, seconded by Council

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12 July 19, 2023City Council Meeting Minutes
Member Bailey, to approve Resolution 23-046. The motion carried by the following vote:

Aye: Vice Mayor D. Romero, Council Member D. Bailey, and Council Member C. Kelley3 -

Absent: Mayor A. Walker-Griffin, and Council Member T. Grimsley2 - XII. CONSENT CALENDAR
NONE
XIII. DISCUSSION AND/OR ACTION ITEMS
NONE
XIV. PUBLIC COMMUNICATIONS
NONE
This time is reserved for members of the public who were unavailable to attend the Public Communications period during Section X of the meeting, or were unable to speak due to lack of time. The public speaker requirements specified in Section X of this Agenda apply to this Section.

XV. CITY COUNCIL/CITY MANAGER/CITY ATTORNEY ANNOUNCEMENTS,

COMMITTEE, SUB-COMMITTEE AND INTERGOVERNMENTAL COMMITTEE REPORTS

AND FUTURE AGENDA ITEMS
No Announcements
This is the time for brief announcements on issues of interest to the community. In accordance with the provisions of the Brown Act, matters which do not appear on this agenda but require City Council discussion may be either (a) referred to staff or other resources for factual information or (b) placed on a future meeting agenda.

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13 July 19, 2023City Council Meeting Minutes
XVI. ADJOURNMENT
Vice Mayor Romero adjourned the meeting at 4:39 p.m.
_________________________________
Alex Walker-Griffin, Mayor
Attest:
_______________________________
Eibleis Melendez, City Clerk

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14 CONSENT CALENDAR AGENDA ITEM

2. 22-618
15 111 Civic Drive
Hercules, CA 94547City of Hercules
Meeting Minutes
City Council
Mayor Alex Walker-Griffin
Vice Mayor Dan Romero
Council Member Dion Bailey
Council Member Chris Kelley
Council Member Tiffany Grimsley
Dante Hall, City Manager
Patrick Tang, City Attorney
Eibleis Melendez, City Clerk
7:00 PMTuesday, July 25, 2023
In-Person in Council Chambers or
Zoom ID: 814 9190 8329
Zoom Passcode: 769973
Zoom Phone Number: 1 669 900 6833
I. CLOSED SESSION – CALL TO ORDER - ROLL CALL

NO CLOSED SESSION
NONE
II.

PUBLIC COMMUNICATION - CLOSED SESSION ITEMS
NONE
NONE
III. CONVENE INTO CLOSED SESSION
NONE
The Hercules City Council will meet in Closed Session regarding the following:

NO CLOSED SESSION
IV. REGULAR MEETING – CONVENE TO OPEN SESSION - ROLL CALL [7:00P.M] Mayor A. Walker-Griffin, Vice Mayor D. Romero, Council Member D. Bailey, and Council Member T. Grimsley

Present: 4 -
Council Member C. KelleyAbsent: 1 -

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22-618
16 July 25, 2023City Council Meeting Minutes
V. A. REPORT ON ACTION TAKEN IN CLOSED SESSION-

NO CLOSED SESSION
B. CONSIDER AND TAKE ACTION ON ANY REQUEST FROM A COUNCIL MEMBER TO

PARTICIPATE IN A MEETING REMOTELY DUE TO JUST CAUSE OR EMERGENCY CIRCUMSTANCES PURSUANT TO AB 2449
NONE
VI.

PLEDGE OF ALLEGIANCE
Council Member Grimsley lead the Pledge of Allegiance
VII. MOMENT OF SILENCE
Vice Mayor Romero requested a Moment of Silence for Philip Selby who passed away on July 5th 2023.

VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS
NONE
IX. AGENDA ADDITIONS/DELETIONS
NONE
X. PUBLIC COMMUNICATIONS
Public comment was provided by Sang Mendy and Rosalyn Tillery.

This time is reserved for members of the public to address issues not included in the agenda. In accordance with the Brown Act, Council will refer to staff any matters brought before them at this time, and those matters may be placed on a future agenda.

XI. PUBLIC HEARINGS
NONE
XII. CONSENT CALENDAR
Council Member Bailey, pulled item 2. 22-609 of the Consent Calendar:

Emergency Removal of Eucalyptus Trees in Refugio Valley Park. He confirmed that Council was aware of the tree work in Refugio Valley Park and that it was discussed in closed session. The item was added back onto the Consent Calendar. Action was taken on this item.

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17 July 25, 2023City Council Meeting Minutes
MOTION: A motion was made by Vice Mayor Romero, seconded by Council Member Bailey, to adopt the Consent Calendar. The motion carried by the following vote:

1. 22-611
Meeting Minutes for the Regular Meeting on July 11, 2023 Meeting Minutes for the Regular Meeting on July 11, 2023Attachments:

APPROVED

2. 22-609 Emergency Removal of Eucalyptus Trees in Refugio Valley Park RECOMMENDATION:

Receive a report from the Public Works Director regarding the emergency procurement of contract tree services for the removal of eucalyptus trees in Refugio Valley Park.

Staff Report - Emergency Removal of Eucalyptus Tress in Refugio Park
Attach 1 - Arborist Report
Attach 2 - Tree Removal Proposal
Attach 3 - Purchasing Guidelines 09102019
Attachments:

APPROVED
XIII. DISCUSSION AND/OR ACTION ITEMS

1. 22-607 Professional Services Agreement with CSG Consultants in the amount of $66,080 to complete a Building Facilities Condition Assessment including a 10-Year Capital Improvement Program
RECOMMENDATION:

Adopt a Resolution authorizing the City Manager to execute an agreement with CSG Consultants for a not to exceed amount of $66,080 to complete a Building Facilities Condition Assessment.

Staff Report - Building Facilities Assessment
Attach 1 - Building Facilities Assessment Resolution
Attach 2 - Building Facilities Assessment Agreement
Attach 3 - CSG Bios
Attachments:

Public Works Director, Mike Roberts, introduced and presented the item. A representative from CSG, Peykan Abassi, attended via Zoom to answer any questions. No public comment. Council Members asked questions and provided comment. Director Roberts provided a response. Action was taken on this item.

MOTION: A motion was made by Council Member Grimsley, seconded by Council Member Bailey, to adopt Resolution 23-049. The motion carried by the following vote:

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18 July 25, 2023City Council Meeting Minutes

Aye: Mayor A. Walker-Griffin, Vice Mayor D. Romero, Council Member D. Bailey, and Council Member T. Grimsley
4 -

Absent: Council Member C. Kelley1 -

2. 22-608 Development of a Local Road Safety Plan
RECOMMENDATION:

Staff recommends that the City Council:

1. Receive a report from staff regarding the Draft Local Road Safety Plan (LRSP);

2. Ask staff any clarifying questions; and

3. By minute order refer the development of the Draft LRSP to the Public Safety/Traffic Council Subcommittee.

Staff Report - Local Roads Safety PlanAttachments:

Public Works Director, Mike Roberts, introduced and presented the item.

No public comment. Council Members asked questions and provided comment. Director Roberts provided a response. Action was taken on this item.

MOTION: A motion was made by Council Member Bailey, seconded by Council Member Romero, to follow the recommendation made in the Agenda Packet regarding the Local Road Safety Plan, with the understanding that this will go to the Public Safety/Traffic Council Subcommittee for two meetings as outlined by the City Engineer and then back to Council once there is a plan in place. Council Members requested that reports be provided as they become available. The motion carried by the following vote:

Aye: Mayor A. Walker-Griffin, Vice Mayor D. Romero, Council Member D. Bailey, and Council Member T. Grimsley
4 -

Absent: Council Member C. Kelley1 -

3. 22-610
Special Events Update 2023-24 FY
RECOMMENDATION:

Receive and discuss the report and provide feedback to staff.

Staff Report - Special EventsAttachments:

Recreation Director, Christopher Roke introduced the item. Bay Front Chamber of Commerce Director, Sylvia Villa-Serrano was in attendance to answer any questions. No public comment. Council members asked questions and provided comments. Director Roke, Director Villa-Serrano and City Manager, Dante Hall provided a response. Action was taken on this item.

MOTION: A motion was made by Council Member Bailey, seconded by Council Member Grimsley, to use the $35,000 that was budgeted for the four events listed in the Analysis section of the Staff Report with the understanding that Council will have an opportunity to revisit the Special Events list for the 2023-24 budget.

The motion carried by the following vote:

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19 July 25, 2023City Council Meeting Minutes

Aye: Mayor A. Walker-Griffin, Vice Mayor D. Romero, Council Member D. Bailey, and Council Member T. Grimsley
4 -

Absent: Council Member C. Kelley1 -
XIV.

PUBLIC COMMUNICATIONS
Public comment was made by Rosalyn Tillery.

This time is reserved for members of the public who were unavailable to attend the Public Communications period during Section X of the meeting, or were unable to speak due to lack of time. The public speaker requirements specified in Section X of this Agenda apply to this Section.

XV. CITY COUNCIL/CITY MANAGER/CITY ATTORNEY ANNOUNCEMENTS,

COMMITTEE, SUB-COMMITTEE AND INTERGOVERNMENTAL COMMITTEE REPORTS

1. Regional Committee

2. City Council Committees and Subcommittees

3. Commission Liaisons
City Manager, Dante Hall and City Attorney, Patrick Tang had no announcements.

1. Regional Committee
No reports were given.

2. City Council Committees and Subcommittees:

No reports were given.

3. Commission Liaisons:

No reports were given.

Community Events:

Council Members promoted National Night Out, Tuesday August 1st. They also report out on events that they attended throughout the City and County.

Future Agenda Items:

None.

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20 July 25, 2023City Council Meeting Minutes
XVI.

ADJOURNMENT
Mayor Walker-Griffin adjourned the meeting at 8:04 P.M. _________________________________
Alex Walker-Griffin, Mayor
Attest:
_______________________________
Eibleis Melendez, City Clerk

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21 DISCUSSION AND /OR ACTION

AGENDA ITEMS

1. 22-627

2. 22-623

3. 22-620

4. 22-622

5. 22-624

6. 22-625

7. 22-626
22 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of August 8, 2022
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Eibleis Melendez, City Clerk
SUBJECT: Student Commissioner Appointment for the Community & Library Services Commission
RECOMMENDED ACTION:

To appoint a Student Commissioner to the Community & Library Services Commission.

FISCAL IMPACT OF RECOMMENDATION:

There is no fiscal impact associated with this item.

DISCUSSION:

The current Student Commissioner submitted her resignation in Jun e which created an unscheduled vacancy for Student Commissioner on the Community & Library Services Commission. The vacancy was properly noticed and advertised. The City maintains an open recruitment for applicants to fill the seats. The Student Commissioner term is one year. The appointee will serve out the remainder of the term through December 2023.

The City Council held a Special Meeting to conduct interviews earlier this evening. (6:30 p.m. August 8, 2023).

Community & Library Services Commission – Student Commissioner one (1) year term
The Community and Library Services Commission meets on the second Monday of every month at 7:00 p.m. The Commission is advisory to the Council. Two (2) applications were received for the Commission.

Applicants for Student Commissioner for the Community & Library Services Commission:

Monique Anne Hernandez and Jeffrey Timms
ATTACHMENTS: None.
22-627
23 DISCUSSION AND/OR ACTION

AGENDA ITEM

2. 22-623
24 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of August 8, 2023
TO: Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Edwin Gato, Director of Finance
SUBJECT: Professional Services Agreement with RSG, Inc. for Housing Loan Administration
RECOMMENDED ACTION:

Staff recommends that the City Council:

1. Receive the Staff report on the item and ask any clarifying questions of staff;

2. Receive and comments from the public; and

3. Adopt a resolution approving a Professional Services Agreement with RSG, Inc. in the Amount of $61,500 for Housing Loan Administration.

BACKGROUND AND ANALYSIS:

The former Hercules Redevelopment Agency (“Former Agency”) issued loans for a variety of programs from its Low- and Moderate-Income Housing Fund (“Housing Fund”) and non- housing redevelopment fund (“Non -Housing Fund”). The majority of loans were issued under a First-Time Homebuyer program. Other programs included Emergency Repair and Business Development loans.

Upon the dissolu tion of redevelopment in 2012, the City did not elect to become the Housing Successor to the Former Agency. Pursuant to dissolution law, t he loans were supposed to be transferred to the Contra Costa County Housing Authority (“Housing Authority”), which bec ame the Housing Successor by operation of law. The Housing Authority declined the transfer of Housing Assets for reasons that are unclear to City staff.

Over 100 city issued loans have been in a state of limbo since 2012. City staff administered loan repayments on a case by case basis on a minimal level. The City has collected over $4.9 million in loan repayments, and outstanding loans have a balance due of approximately $3.9 million.
22-623
25 In September 2022, with the outstanding loans still not being managed by the Housing Authority, the City Council authorized staff to negotiate an agreement with the Housing Authority to acknowledge going forward that the City would serve as Housing Successor.

This would enable the City to fund affordable housing projects and a ctivities using loan proceeds. The Housing Authority has expressed support for the City’s position; however, due to staffing shortfalls, their review of a draft agreement is still pending.

The City continues to receive requests from loan holders to refinance or close outstanding loans. City staff recommends contracting with RSG, Inc. to review outstanding loan agreements and obligations. RSG will create a payment schedule and assist City staff with creating a process and template documents to recover past-due amounts and invoices for regular payments. RSG will also assist with coordinating resale and refinance requests.

The proposed contract amount is $61,500 for a one -year term. A copy of the proposed Professional Services Agreement is attached.

FISCAL IMPACT:

Funds are available in and will be appropriated from the Housing Fund (#640) for FY 23- 24, accumulated from the loan proceeds, for this proposed professional agreement with RSG, Inc. for $61,500 for a one-year term.

ATTACHMENTS:

1. Resolution

2. Proposal from RSG, Inc. for Housing Loan Administration 26 RESOLUTION NO. 23-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES AUTHORIZING THE CITY MANAGER TO CONTRACT WITH RSG, INC. AND APPROVING A BUDGET APPROPRIATION OF $61,500 FOR THE HOUSING LOAN ADMINISTRATION

WHEREAS, the former Hercules Redevelopment Agency issued loans form its Low-and Moderate-Income Housing Fund and non-housing redevelopment fund; and

WHEREAS, the City did not elect to become the Housing Successor to the Former Agency upon the dissolution of redevelopment in 2012; and

WHEREAS, the loans were supposed to be transferred to the Contra Costa County Housing Authority (“Housing Authority”), which became the Housing Successor by operation of law. The Housing Authority refused the transfer of Housing Assets; and

WHEREAS, the City staff has administered loan repayments on a minimal, case-by- case basis but has not had the staff resources needed to track compliance with all loan payment requirements; and

WHEREAS, The City has collected over $4.9 million in loan repayments, and outstanding loans have a balance due of approximately $3.9 million; and

WHEREAS, the Cit y Council has adopted the FY 2023-24 Budget on June 13, 2023, representing the financial plan for conducting the affairs of the City of Hercules; and

WHEREAS, staff is proposing to amend the Housing Fund budget to include expenditure appropriations of $61,500 for Housing Loan Administration; and

WHEREAS, the proposed agreement will assist the City in administering housing loans issued by the former Hercules Red evelopment Agency. Although the City awaits a response from the Contra Costa County Housing Authority to formally declare the City as Housing Successor, the City has received increased inquiries and needs assistance responding to requests; and

WHEREAS, the City Council has considered the report and recommendations of the City Manager on the budget amendments and has determined that the budget amendment s and proposed agreement are both fair, appropriate, and warranted.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Hercules as follows:

1. Adopt a resolution authorizing the City Manager to execute an agreement for an amount not to exceed $61,500 with RSG, Inc for housing loan administration services; and

2. Amend The FY 2023-24 Budget Appropriation by $61,500 to pay for the associated services.

27 The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 8th day of August 2023, by the following vote of the Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

__________________________
Alexander Walker-Griffin, Mayor

ATTEST:

Eibleis Melendez, City Clerk

28 Via Electronic Mail
July 20, 2023

Dante Hall, City Manager
Edwin Gato, Finance Director

CITY OF HERCULES
111 Civic Drive
Hercules, CA 94547

PROPOSAL FOR HOUSING LOAN ADMINISTRATION SERVICES

Dear Mr. Hall and Mr. Gato:

RSG has prepared this proposal for the City of Hercules (“City”) to assist with administering housing loans issued by the former Hercules Redevelopment Agency (“Former Agency”) and/or the City. Although the City awaits a response from the Contra Costa County Housing Authority to formally declare the City as Housing Successor to administer loans, the City has r eceived increased inquiries and needs assistance responding to requests.

This proposal presents RSG’s proposed scope of services and fee. RSG has intimate knowledge of the City’s history and needs gained from working closely with staff on redevelopment dissolution, housing, and real estate matters for several years.

SCOPE OF SERVICES

1: Former Agency Loan Review and Payment Schedules

In 2018, RSG co nducted a comprehensive review of housing and business loans in the City’s files. RSG found the City and former Redevelopment Agency originated 139 housing loans and 27 business development loans since 2002. As of August 2022 , 108 housing loans and 15 business development loans were outstanding. The City has not actively administered these loans since dissolution . It has only processed occasional requests for loan payoffs related to home sales and refinancing.

RSG will review outstanding loans and payment history to determine outstanding loan balances and required payment schedules. RSG will discuss the results with City staff to determine how the City would like to proceed with requesting past-due amounts or invoicing for regular payments.

29 Dante Hall, City Manager
Edwin Gato, Finance Director

CITY OF HERCULES
July 20, 2023

Page 2 ends

Task 2: Loan Administration

Based on the results of Task 1, RSG is available to assist with monthly invoicing and balance tracking on outstanding loans. The fee schedule includes an estimate on a per unit basis.

Alternately, RSG could coordinate with City staff to set up the initial process and provide invoice templates, with the City taking over invoicing on an ongoing basis.

RSG can also provide on-call services to prepare documents needed for resale or refinance transactions related to outstanding housing loans.

Resale Coordination may include:
• Income Eligibility: Ensure all new applicant/borrower is income eligible pursuant to the agreement for the specific property being purchased.
• Affordable Housing Cost Calculation: Provide a detail ed resale price and monthly affordable housing cost calculation to the City and other interested parties. • Forms: Coordinate all City forms and documents with the new purchaser, lender, escrow or title company.
• Loan Documents & Closing: Prepare any corresponding City loan documents and coordinate closing as needed.

Refinance Coordination may include:
• Forms: Draft, complete, and submit corresponding forms to the City and lender as applicable.
• Documentation Preparation: Complete as requested by the lender, which may include:
o Pay-off Demand
o Subordination Agreement
• Closeout: Coordinate all tasks on behalf of the City and ensure all requested documents from escrow, title and the lender are addressed at the time of closing for the refinance.

PROJECT TEAM

This engagement will be led by Jim Simon, Principal, with assistance from Suzy Kim, Director, and Rosa Romero, Associate. Additional staff will be assigned as needed. Staff resumes can be found at www.websrsg.com.

30 Dante Hall, City Manager
Edwin Gato, Finance Director

CITY OF HERCULES
July 20, 2023

Page 3 ends

FEE ESTIMATE

Task 1, Former Agency Loan Review and Schedule, would be completed for a not-to-exceed fee of $34,000 billed on a time and materials basis.

Task 2, Loan Administration, will depend on the number of loans and resale or refinance transactions administered. RSG proposes a fee per unit transaction of:
• M onthly loan invoicing: $1,300 per unit for 12 months of monthly invoicing • Resale transaction: $2,000 per unit transaction
• Refinance transaction: $2,000 per unit transaction
An annual not-to-exceed budget paid on a time and materials basis may be negotiated based on the results of Task 1. Sample budgets a re provided in the table below. Generally, RSG’s fees may be paid from loan proceeds.

If RSG issues 12 monthly invoices for 123 loans, the annual fee would equal $228,780 ($1,860 x 123). Alternately, RSG could create a monthly invoicing template for City staff to issue monthly invoices and track loan balances after payments are processed. RSG estimates a one-time fee of $7,500, billed on a time and materials basis.

Sample Budget 1 Sample Budget 2
Task 1: Loan Review and Payment Schedules

$34,000 $34,000
Task 2: Monthly invoicing

1. RSG administers monthly

2. RSG set-up; City administers monthly

$159,900

$7,500
Task 2: Resale Transactions (up to 5)
$2,000 x 5

$10,000 $10,000
Task 2: Refinance Transactions (up to 5)
$2,000 x 5

$10,000 $10,000
Total

$213,900 $61,500

Any services in excess of the quoted amounts will be conducted with City staff’s authorization and may require a contract amendment. Our services for this engagement would be charged on a time-and-materials basis using the billing rates as follows.

31 Dante Hall, City Manager
Edwin Gato, Finance Director

CITY OF HERCULES
July 20, 2023

Page 4 ends

Principal/Director $ 275
Senior Associate 200
Associate 185
Senior Analyst 150
Analyst 135
Research Assistant 125
Technician 100
Clerical 60

Reimbursable Expenses Cost plus 10%

RSG does not charge clients for milea ge (except direct costs related to field surveys), parking, standard telephone/fax expenses, general postage or incidental copies. However, we do charge for messenger services, overnight shipping/express mail costs, and teleconferencing services.

We also charge for copies of reports, documents, notices, and support material in excess of five (5) copies. These costs are charged back at the actual expense plus a 10% surcharge.

RSG issues monthly invoices payabl e upon receipt, unless otherwise agreed upon in advance.

Invoices identify tasks completed to date, hours expended, and the hourly rate. Our Federal Tax ID is 95-3435849.

The work under this scope of services would be undertaken under a new contract that is separate from RSG’s master contract with the City (Agreement No. 23-030-CM dated 5/12/2023).

We welcome the opportunity to discuss this proposal with you in further detail. If you have any questions, please do not hesitate to contact Jim Simon at (714) 316-2120 or [email protected].

Thank you for the opportunity to assist the City.

Sincerely,
RSG, INC.

Jim Simon
Principal
32 DISCUSSION AND/OR ACTION

AGENDA ITEM

3. 22-620
33 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of August 8, 2023
TO: Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
Patrick Tang, City Attorney
Edwin Gato, Director of Finance
SUBJECT: Council Healthcare Benefits

RECOMMENDED ACTION
A resolution rescinding health and welfare benefits for members of the City Council has been prepared by staff at Council's direction. If adopted the change would not become effective until after the next council election. The matter is presented for Council's consideration as follows:

1. Adopt a Resolution Rescinding Health and Welfare Benefits for Members of the City Council.

BACKGROUND:

The City Council consists of five members, elected at -large on a non-partisan basis, who serve staggered four-year terms. They are paid a monthly stipend of $831.60. Such salary and expense reimbursement shall be paid with the first payroll distribution of each month and shall include salary and expense reimbursement for the immediately preceding month. (Municipal Code, section 2-103 Salary of Council Members) Over time, the Council has adjusted deferred compensation and health benefits for council members as follows:
 September 27, 2011, the City Council, under Resolution No. 11-119, authorized Council members not enrolled in the CalPERS program to participate in the ICMA deferred compensation plan to provide parity with Council members who were enrolled in the CalPERS program , until the CalPERS enrollees were no longer on the City Council and the CalPERS benefit could be eliminated. 22-620
34  July 11, 2017, the City Council adopted Resolution No. 17-054 reinstating limited healthcare benefits for members of the City Council to provide healthcare coverage at the Kaiser single level, and with an option for a Councilmember to waive health benefits and waive the opt -out provision of 50%. Currently, there is one Councilmember enrolled in this program.

 June 13, 2023 , the Council approved Resolution No. 23 -033 authorizing newer Council Members not currently enrolled in the ICMA deferred compensation plan to participate in the program to provide parity among Council Members.

DISCUSSION:

At the Council meeting of July 11, 2023 , the City Council directed staff to return with a Resolution for Council consideration rescinding healthcare benefits for Council members.

The City Council can add, adjust, increase, decrease, or eliminate health care benefits for council members; however, California Government Code Section 36516.5 provides in pertinent part that "[a] change in compensation does not apply to a council member during the council member's term of office….".

Since health care benefits are considered "compensation," changes in health care benefits are not permitted during a coun cil member's term of office. Consistent with Gov. Code 36516.5, the State Attorney General in 80 Cal. Ops. Attorney General (AG) 119 (1997) concluded that decreases in salary and health and welfare benefits are not authorized during a seated council member's term.

However, the City Council can add, adjust, increase, decrease, or eliminate health care benefits for future elected council members. Therefore, attachment 1 is a Resolution rescinding all health and welfare benefits for future members of the City Council.

FISCAL IMPACT:

There is no fiscal impact associated with this action at this time.

ATTACHMENTS:

1. Resolution Rescinding All Health and Welfare Benefits for Members of the City Council

2. City Council compensation comparison with surrounding cities

3. Mayor and City Council Monthly Compensation Report

4. Resolution No.11-119, Amending Resolution No. 11-094, Rescinding all health and welfare benefits for Members of the City Council and terminating State of California 35 Public Employees Retirement System (“CalPERS”) for members of the City Council.

5. Resolution No.17 -054, A resolution of the City Council of the City of Hercules reinstating limited health care benefits for City Council Members. 36 RESOLUTION NO. 23-_____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES

RESCINDING ALL HEALTH AND WELFARE BENEFITS FOR MEMBERS OF THE

CITY COUNCIL

WHEREAS, the City Council on July 11, 2017, adopted Resolution No. 17-054, reinstating City Council Health and Welfare Benefits; and

WHEREAS, the City Cou ncil finds and determines that members of the City Council should not receive health and welfare benefits and that rescinding all such benefits is in the best interests of the City and its residents; and

WHEREAS, the City Council finds and determines that elimination of all health and welfare benefits to members of the City Council while paying monetary compensation to members of the City Council pursuant to Hercules Ordinance 452 as it may be amended from time-to-time is fair and equitable.

NOW, THERE FORE, BE IT RESOLVED by the City Council of the City o f Hercules as follows:

1. The foregoi ng recitals are true and correct statements of fact and are incorporated into this Resolution by this reference.

2. The City Manager is directed to take all acti ons and is authorized to sign all documents necessary to terminate the right of members of the City Council to receive health and welfare benefits.

3. Consistent with the requirements of California Government Code Section 36516.5, the elimination of health and welfare benefits to members of the City Council will become effective u pon commencement of the term of office for any Council Member elected at the next general election following adoption of this Resolution.

4. The monetary compensation payable t o members of the City Council pursuant to Hercules Ordinance 452 , as amended from time -to-time, shall remain unaffected by this Resolution.

The foregoing Resolution was duly and regularly adopte d at a regular meeting of the City Council of the City of He rcules held on the 8th day of August 2023 by the following vote of the Council:

AYES:

NOES:

ABSTAIN:

ABSENT:

_________________________________
Alexander Walker-Griffin, Mayor

37 ATTEST:

_____________________________
Eibleis Melendez, City Clerk
38 Hercules Pinole San Pablo El Cerrito Richmond
Population 26,091 18,482 31,226 25,591 116,465
Annual Salary $9,979 $6,750 $13,128 $5,292
Mayor $46,500
Council Members $16,830
Additional Stipend No No No No $30/meeting
Car Allowance No No No No
Mayor $4,200
Council Members $3,600
Travel Cost Reimbursement Cost Reimbursement Cost Reimbursement Cost Reimbursement Cost Reimbursement Medical Coverage - City Paid Yes - Kaiser Single Plan Only Yes - Kaiser Plans Yes - Kaiser Plans Not disclosed CalPERS Medical Ins Plan In Lieu Medical Contribution No Yes Yes Not disclosed No Retiree Medical Benefits No No No No Yes
Dental and Vision - City Paid No Yes Yes Not disclosed Yes Flexible Spending Plan No No Yes Not disclosed No
Deferred Plan Yes - Employer Contribution Yes - Employee Contribution No Not disclosed No CalPERS Pension No No Yes Not disclosed Yes

CITY COUNCIL COMPENSATION COMPARISION WITH OTHER CITIES 39 City Paid
Pay Type: Health Contribution Total
Name Stipend Benefit 457K Compensation
Bailey, Anjulant 831.60 $ -$ 154.79$ 986.39$ Grimsley, Tiffany 831.60 $ -$ -$ 831.60$ Kelley, Christine 831.60 $ -$ 154.79$ 986.39$ Romero, Daniel 831.60 $ 891.02$ 154.79$ 1,877.41$ Walker-Griffin, Alex 831.60 $ -$ -$ 831.60$ City Council Monthly Pay & Benefits
40 41
42 43
44 DISCUSSION AND/OR ACTION

AGENDA ITEM

4. 22-622
45 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of August 8, 2023
TO: Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
SUBJECT: Quarterly Review of Future Agenda Items
RECOMMENDED ACTION:

Staff recommends that the City Council receive the staff report on the quarterly review of future City Council agenda items and provide comments.

BACKGROUND:

The purpose of this item is to identify issues presently known to staff or which members of the City Council wish to place on an upcoming City Council agenda. Council comment on these future agenda items is limited by the Brown Act to clarifying questions, brief announcements, scheduling and calendaring, or requests for additional informatio n in connection with an item when it is discussed.

FISCAL IMPACT:

There is no direct fiscal impact associated with this report.

ATTACHMENTS:

1. Future Agenda Items List
22-622
46 Scheduled Meeting
Date Item Staff Responsible Presentation Public Hearing Consent Discussion Only Discussion/Action 9/12/2023 City Managers Eval
Proclamation Recognizing Hahn Family Melendez X
City Attorney Eval
City Response to Grand Jury Housing Report Rood X
PSMP Update Hall X
ATT Cell on Wheels Lease Agreement Rood X
Acceptance of Easements for Camden Roberts X
Solid Waste Franchise Agreement with Deal Points Roberts X Measure B and C Finance Commission Report Gato X
Scheduled Meeting
Date Item Staff Responsible Presentation Public Hearing Consent Discussion Only Discussion/Action 9/26/2023 Hispanic Heritage Month Proclamation(Sept.15-Oct. 15) X MOU with Recyclmore(educational Outreach) SB1383 Roberts X Solid Waste and Recycling Expantion Plan Gato X
Hercules Historical Society Trailer Lease Tang X
Preferred Parking District Victoria By the Bay Discussion Roberts X Victoria by the Bay LLAD Update Roberts X
Local Hire Preference X
Local Ordinance to inlcude pay scale in Job Posting X
Wildfire Prevention MOU Hall X
Scheduled Meeting
Date Item Staff Responsible Presentation Public Hearing Consent Discussion Only Discussion/Action 10/10/2023 Quarterly Investment Report Gato X
Amend Conflict of Interest Code(even numbered years) X
Housing Element Adoption(tentative date) Rood X
Master Fee Schedule-Presentation of Report(Finance Commission Review first) Gato X
Preliminary Approval of Vitoria by the Bay Engineer's Report and Proposed Assessment Rates, Adoption of Resolution of Intention Roberts X Parks System Masterplan Adoption Hall X
Future Agenda Items List
47 Scheduled Meeting
Date Item Staff Responsible Presentation Public Hearing Consent Discussion Only Discussion/Action 10/24/2023 Master Fee Schedule - Adoption Gato X
Smart Signals Project Review Rood X
Work Alternative Program Agreement with the County Roberts X Sewer Fund Study Roberts X
Tree Replacement and Shade Structure Plan Roberts X
Willow Ave Lift Station Agreement Update Roberts X
Scheduled Meeting
Date Item Staff Responsible Presentation Public Hearing Consent Discussion Only Discussion/Action 11/14/2023 2024 Meeting Calendar Approval Melendez X
1st Quarter Revenue & Expenditure Report Gato
Commission Interviews Melendez X
Solid Waste Draft Franchise Agreement Roberts X
Acceptance of Willow Avenue Sidewalk Project Roberts X
Beechnut Park Conceptual Plan Roke X
Owl Ranch Subdivision Agreement Roberts X
Scheduled Meeting
Date Item Staff Responsible Presentation Public Hearing Consent Discussion Only Discussion/Action 12/12/2023 Reorganization of Council X
Commission Appointments X
Quarterly Review of Future Agenda Items X
Maddy Act X
AB1600 Report X
Tabulate ballots, declare results and approve final Engineer's Report and proposed assessments(assuming favorable results, commencing FY 2024/25
Roberts X
2024 Meeting Calendar Approval Melendez X
Scheduled Meeting
Date Item Staff Responsible Presentation Public Hearing Consent Discussion Only Discussion/Action 1/9/2024 Council Regional Appointments X
Annual Audit Results Gato X
ROPS Gato X
Police Officer of the Year Vasquez X
Scheduled Meeting
Date Item Staff Responsible Presentation Public Hearing Consent Discussion Only Discussion/Action 1/23/2024 Development and Project Update Rood X
48 DISCUSSION AND/OR ACTION

AGENDA ITEM

5. 22-624
49 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of August 8, 2023
TO: Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
SUBJECT: Request for Proposals for Grant Writing Services RECOMMENDED ACTION:

Staff recommends that the City Council receive the staff report on this issue and provide any additional comments or needs to be built into the request for proposals document.

BACKGROUND:

The City of Hercules seeks to invite qualified candidates to submit proposals for contractual grant writing services with individuals or firm s that specialize in the management of the overall grant process and can assist the City to maximize the benefits of grant funding.

It is the intentio n of the City to apply for grants which address documented City needs associated with service delivery and necessary capital infrastructure improvements. In addition, it is the intent of the City to apply for grants which not only are consistent with identified City needs but those grants that can be properly and efficiently administered by staff taking into account existing duties and responsibilities. The goal of the City’s grant program is to secure funding for services and projects which the City ot herwise would be required to utilize local tax dollars.

DISCUSSION:

The following are typical services and/or items that the successful consultant will be required to provide the City if it is awarded the contract and should be addressed in each proposal.
 Funding needs analysis – Work with the City’s departments to assess the validity of current funding priority areas and identify new priority areas for funding. 22-624
50  Grant Funding Research – Conduct research to identify grant resources including, but not limited to federal, state, foundation, agencies, and organizations that support the City’s funding needs and priorities in the following general areas by way of illust ration but not limitation:

o Parks and Recreation
o Community/Economic Development
o Criminal Justice Technology and Programs
o Infrastructure Development and Maintenance
o Transportation/Highway /Sustainability/Transit
o GIS Geographic Information System
o Community and Municipal Planning

 On-call Grant Research – In addition to the areas defined above other areas may be also identified through the Funding needs analysis process and throughout the duration of the contract.

 Grant proposal Development – Provide grant proposal writing services associated with the completion of grant applications on behalf of the City and at the City Manager’s direction, including the preparation of funding abstracts, production, and submittal of applications to funding sources. A copy of each grant application submitted is to be provided to the City of Hercules.

 Monthly reports – the successful consultant shall submit monthly reports to the City summarizing the amount of time expended and describe activities undertaken during the previous month.

FISCAL IMPACT:

The adopted FY 2023-2024 budget has allocated $60,000 for this initiative.

ATTACHMENTS:

1. Draft City of Hercules Request for Proposals For Grant Writing Services 51 DRAFT
City of Hercules
Request for Proposals
For Grant Writing Services

52 City of Hercules
111 Civic Drive
Hercules, CA. 94547

INTRODUCTION
The City of Hercules (“City”) invites qualified candidates to submit proposals for contractual grant writing services. The City is seeking to contract with an individual or firm that specializes in the management of the overall grant process and can assist the City to maximize the benefits of grant funding.

BACKGROUND
It is the intention of the City to apply for grants which address documented City needs associated with service delivery and necessary capital infrastructure improvements. In addition, it is the intent of the City to apply for grants which not only are consistent with identified City needs but those grants that can be property and efficiently administered by staff taking into account existing duties and responsibilities. The goal of the City’s grant program is to secure funding for services and projects which the City otherwise would be required to utilize local tax dollars.

PROPOSAL CONDITIONS AND INFORMATION
Proposals must be received by the City of Hercules by 5:00 p.m. on _______. Late proposals will not be considered. The City highly encourages early submission of proposals.

Proposer shall submit one electronic version of the proposal including any supporting documentation addressed as follows:

Dante Hall, City Manager
Email: [email protected]

The subject line must clearly state:

Proposal Attached – RFP for Grant Writing Services

Questions regarding this proposal must be submitted in writing to Dante Hall by ___________.

SCOPE OF WORK
The following are typical services and/or items that the successful consultant will be required to provide the City if it is awarded the contract and should be addressed in each proposal.

53  Funding needs analysis – Work with the City’s departments to assess the validity of current funding priority areas and identify new priority areas for funding.

 Grant Funding Research – Conduct research to identify grant resources including, but not limited to federal, state, foundation, agencies and organizations that support the City’s funding needs and priorities in the following general areas by way of illustration but not limitation:
o Community/Economic Development
o Criminal Justice Technology and Programs
o Infrastructure Development and Maintenance
o Parks and Recreation
o Transportation/Highway /Sustainability/Transit
o GIS Geographic Information System
o Community and Municipal Planning

 On-call Grant Research – In addition to the areas defined above other areas may be also identified through the Funding needs analysis process and throughout the duration of the contract.

 Grant proposal Development – Provide grant proposal writing services associated with the completion of grant applications on behalf of the City at the City Manager’s direction, including the preparation of funding abstracts, production and submittal of applications to funding sources. A copy of each grant application submitted is to be provided to the City of Hercules.

 Monthly reports – the successful consultant shall submit monthly reports to the City summarizing the amount of time expended and describe activities undertaken during the previous month.

PROPOSAL REQUIREMENTS

Proposers must submit a detailed proposal which includes, at a minimum, the following:
 Define the methodology/approach to be used to identify the needs of the City which would be eligible for funding through grants, including whether costs will be hourly or per grant written and submitted.

 Detail the procedure you would utilize in identifying grants which would address the needs identified as above.

 Generally, detail the involvement and role of City staff and City resources in the grant writing process. Describe, in detail, the process you would utilize to prepare the actual grant application.

 List your experience in the identification and preparation of grants for municipalities. Specifically, detail your experience with federal and state grants 54 for public safety agencies, infrastructure improvement, parks, recreation, technology community development and capital assets.

 List up to five (5) funded grants which you developed detailing the funding source, amount requested and amount funded.

 Describe the background, experience and qualifications of the person(s) who will act as the grant writer and the qualifications of any staff who will assist with the preparation of grant applications (include their role, education, relevant experience and related qualifications)

 Provide at least three (3) references including the name of contact, affiliation, address, direct telephone number and email address.

 Describe in detail the fee structure you propose for providing grant writing services.

SELECTION
City will make its selection based on its review of the proposals submitted. The criteria will include qualifications, experience, fee structure, ability to meet the needs of the City.

The City of Hercules reserves the right to reject any or all the proposals, to waive informalities in the proposals or the proposal process. The City may interview selected proposer. The City of Hercules further reserves the right to award the contract to other than the lowest proposer if such action is deemed to be in the best interest of the City.

INSURANCE REQUIREMENTS
All vendors, companies and individuals shall procure and maintain during the term of the contract the following insurance policies:
 General Liability

 Automobile Liability

 Workers Compensation & Employers Liability

 Professional Liability and Errors and Omissions
55 DISCUSSION AND/OR ACTION

AGENDA ITEM

6. 22-625
56 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of August 8, 2023
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Christopher Roke, Parks and Recreation Director SUBJECT: Update On Youth In Government Day
RECOMMENDATION ACTION:

Staff recommends that the Hercules City Council receive this report about Youth In Government Day that is proposed to take place on Tuesday, November 14, 2023.

EXECUTIVE SUMMARY:

The Hercules Parks and Recreation Department is collaborating with the Hercules High School to bring a Youth In Government Day to the City of Hercules . The event is scheduled to take place on Tuesday, November 14, 2023. The Youth In Government Day will be an opportunity for local High School students to learn about City Government, the various departments and projects they work on, as well as learn about many of the careers associated with local Government.

BACKGROUND:

In April Council Member Grimsley suggested discussing a Youth in Government Day as a future agenda item. The idea of holding a Youth In Government Day is to bring High School Students to City Hall so they can learn about all the opportunities in City government as well as to learn how the City operates.

Staff is currently working on the details of the day’s activities, but plan to open the event with a meet and greet wit h some of the elected officials, the City Manager and the Executive Team. The event will also include a tour of various City Departments. Those participating will be escorted throughout the City Hall complex from Department to Department, and take a tour of several other City facilities and parks. Students will also 22-625
57 hear about project s, including some that are in the works, some that have been completed, and others that are on the horizon.

Students participating in the Youth In Government Day will also hear from many of the departments about the kind of work they do , and they will participate in a mock Council meeting before returning to school for afternoon classes. The students that participate in the Youth In Government Day will be invited back to the City Council meeting that same night and will be given an opportunity to report about the day and what they learned.

ANALYSIS:

The City of Hercules Parks and Recreation Department plans to host a Youth In Government Day on Tuesday, November 14, 2023 , in collaboration with Hercules High School. The goal will be to share our passion for local government with these teens, as well as to showcase the many different wonderful career opportunities that are associated working in City Government.

FISCAL IMPACT:

There is no fiscal impact to the City of Hercules.

ATTACHMENTS:

1. Hercules Council Minutes from April 25, 2023
58 111 Civic Drive
Hercules, CA 94547City of Hercules
Meeting Minutes
City Council
Mayor Alex Walker-Griffin
Vice Mayor Dan Romero
Council Member Dion Bailey
Council Member Chris Kelley
Council Member Tiffany Grimsley
Dante Hall, City Manager
Patrick Tang, City Attorney
Eibleis Melendez, Acting City Clerk
7:00 PMTuesday, April 25, 2023
In-Person in Council Chambers or
Zoom ID: 870 2014 4877
Zoom Passcode: 954027
Zoom Phone Number: 1-669-900-6833
I. CLOSED SESSION – CALL TO ORDER - ROLL CALL

NO CLOSED SESSION
NONE
II. PUBLIC COMMUNICATION - CLOSED SESSION ITEMS
NONE
NONE
III. CONVENE INTO CLOSED SESSION
The Hercules City Council will meet in Closed Session regarding the following:

NO CLOSED SESSION
NONE
IV. REGULAR MEETING – CONVENE INTO OPEN SESSION - ROLL CALL [7:00 p.m] Mayor A. Walker-Griffin, Vice Mayor D. Romero, Council Member D. Bailey, Council Member C. Kelley, and Council Member T. Grimsley

Present: 5 -
V. A. REPORT ON ACTION TAKEN IN CLOSED SESSION

NO CLOSED SESSION
B. CONSIDER AND TAKE ACTION ON ANY REQUEST FROM A COUNCIL MEMBER TO

PARTICIPATE IN A MEETING REMOTELY DUE TO JUST CAUSE OR EMERGENCY CIRCUMSTANCES PURSUANT TO AB 2449.

NONE

Page 1 ends

59 April 25, 2023City Council Meeting Minutes
VI. PLEDGE OF ALLEGIANCE
Pledge of Allegiance was lead by Council Member Grimsley.

VII. MOMENT OF SILENCE
A Moment of Silence was held for Nancy Orpilla. The wife of a staffer for Congressman Garamendi and former Mike Thompson staffer.

VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS

1. 22-512 National Library Week Proclamation and Presentation Proclamation - National Library WeekAttachments:

Mayor Walker-Griffin presented the proclamation. Alison Peters, Senior Community Library Manager for the City of Hercules, accepted the proclamation and spoke. Pictures were taken with City Council Members.

2. 22-511
Fair Housing Month Proclamation
Proclamation-Fair Housing MonthAttachments:

Mayor Walker-Griffin presented the proclamation. Tyra Wright and Heather Schiffman from the Contra Costa Association of Realtors, accepted the proclamation and spoke. Pictures were taken with City Council Members.

3. 22-510
RecycleMore Presentation
RecycleMore PresentationAttachments:

At the request of Council, Recyclemore was invited to present. City Manager, Dante Hall, introduced Peter HoltzClaw, Executive Director of Recyclemore- West Contra Costa Integrated Waste Management Authority.

IX. AGENDA ADDITIONS/DELETIONS
There were no agenda additions or deletions.

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60 April 25, 2023City Council Meeting Minutes
X. PUBLIC COMMUNICATIONS
Public comment was made by residents from the Hercules By The Bay HOA regarding an election that took place that involved Council Member Kelley. Public comment was also received via Zoom. One comment was received regarding Senate Bill 379 and another public comment was received recognizing staff.

XI. PUBLIC HEARINGS
NONE.

XII. CONSENT CALENDAR
MOTION: A motion was made by Vice Mayor Romero, seconded by Council Member Kelley, to adopt the Consent Calendar. The motion carried by the following vote:

Aye: Mayor A. Walker-Griffin, Vice Mayor D. Romero, Council Member D. Bailey, Council Member C. Kelley, and Council Member T. Grimsley
5 -

1. 22-507
Closed Session Meeting Minutes for the Special Meeting on March 28th, 2023
Closed Session Meeting Minutes for the Special Meeting on March 28th, 2023
Attachments:

APPROVED

2. 22-508 Meeting Minutes for the Regular Meeting on March 28th, 2023 Meeting Minutes for the Regular Meeting on March 28th, 2023Attachments:

APPROVED

3. 22-509 Acceptance of the Sycamore Avenue Pavement Rehabilitation Project RECOMMENDATION: Adopt a resolution accepting the Sycamore Avenue Pavement Rehabilitation Project contract with McGuire & Hester as complete for a total amount of $889,485 and authorizing the filing of the Notice of Completion with the Contra Costa County Recorder’s Office.

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61 April 25, 2023City Council Meeting Minutes
Staff Report - Sycamore Avenue Pavement Rehab Project Acceptance Attach 1 - Resolution Sycamore Ave Pavement Rehabilitation Project Acceptance
Attach 2 - Notice of Completion
Attach 3 - Project Location Map
Attachments:

APPROVED(Resolution 2023-18)
XIII. DISCUSSION AND/OR ACTION ITEMS

1. 22-513 Budget Workshop: FY 23-24 City of Hercules Annual Proposed Budget RECOMMENDATION: No action is required at this time. It is recommended that the City Council discuss and provide direction to staff regarding the proposed Fiscal Year (FY) 23-24 annual budget.

Staff Report - Budget Workshop - FY 23-24 Proposed Annual Budget Attach 1 - FY 23-24 List of Additional Budget Request
Attach 2 - FY 23-24 Proposed General Fund - Fund Summary Attach 3 - FY 23-24 Proposed General Fund - Expenditures by Category
Attach 4 - FY 23-24 Projected General Fund Reserve Balances Attach 5 - General Fund Five-Year Forecast
Attach 6 - FY 23-24 Proposed Special Revenue - Fund Summaries Attach 7 - FY 23-24 Proposed Sewer - Fund Summaries
Attach 8 - FY 23-24 Proposed Internal Service Fund (ISF) - Fund Summaries
Attach 9 - FY 23-24 Debt Service Fund - Fund Summaries
Attach 10 - FY 23-24 Proposed CIP - Funding Sources
Presentation
Attachments:

City Manager, Dante Hall, introduced this agenda item. Financial Director, Edwin Gato, presented. Council Members provided comment. City Manager Hall and Director Gato provided a response. No Public Comment. No action was taken.

2. 22-514
Award of a Construction Contract in the amount of $1,488,622 for the Willow/Palm Sidewalk Connector Project
RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute a construction contract with R&S Construction Management in the amount of $1,488,622 for the Willow/Palm Sidewalk Connector Project, authorizing an additional expenditure of up to $148,862 for a 10% contingency on said construction contract, for a total not to exceed amount of $1,637,484.

Staff Report - Willow Palm Sidewalk Award
Attach 1 - Resolution-Willow Palm Sidewalk Award
Attachments:

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62 April 25, 2023City Council Meeting Minutes
Public Works Director, Mike Roberts, presented. Council Members provided comment and Director Roberts provided a response. No Public Comment. Action was taken on this item.

MOTION: A motion was made by Council Member Grimsley, seconded by Council Member Bailey, to adopt Resolution 2023-19, Willow Palm Sidewalk Award. The motion carried by the following vote:

Aye: Mayor A. Walker-Griffin, Vice Mayor D. Romero, Council Member D. Bailey, Council Member C. Kelley, and Council Member T. Grimsley
5 -

3. 22-515
Professional Services Agreement with WSP in the amount of $101,891 for the Willow/Palm Sidewalk Connector Project
RECOMMENDATION: Adopt a Resolution authorizing the City Manager to execute an agreement with WSP for a not to exceed amount of $101,891 for Construction Management Services for the Willow/Palm Sidewalk Connector Project.

Staff Report - Willow Palm Construction Management Award Attach 1 - Resolution - Willow Palm Construction Management Attach 3 - City Professional Services Agreement - WSP - Willow_Palm Ped Project
Attach 3 - Shewchuk, Bruce_CM
Attach 4 - Bohlander Matt_WSP
Attach 5 - Jon Adams_WSP
Attach 6 - Cowling_Jeff_WSP
Attachments:

Public Works Director, Mike Roberts, introduced the agenda item. John Adams, a representative from the construction management firm WSP, presented. Council Members provided comment. Vice Mayor Romero inquired about the role that the subcontractor, Kleinfelder, would have on this project and expressed his concerns and a Council discussion on the matter ensued. Ultimately, the City Council decided to move forward with the contract as is. No public comment. Action was taken on this item. A roll call vote was taken by the City Clerk.

MOTION: A motion was made by Council Member Kelley, seconded by Council Member Grimsley, to adopt Resolution 2023-20, Willow Palm Construction Management. The motion carried by the following vote:

Aye: Mayor A. Walker-Griffin, Vice Mayor D. Romero, Council Member D. Bailey, Council Member C. Kelley, and Council Member T. Grimsley
5 -

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63 April 25, 2023City Council Meeting Minutes

4. 22-516 Update on the City of Hercules Parks and Recreation Department Recommendation: Receive an update on the CIty of Hercules Parks and Recreation Department.

Staff Report - Parks and Recreation Update
Presentation- Parks and Recreation Department
Attachments:

City Manager, Dante Hall, introduced the agenda item. Recreation Director, Christopher Roke, presented and introduced staff that was present. Council Members provided comment. There was one public comment received on this agenda item. No action was taken.

XIV. PUBLIC COMMUNICATIONS
NONE
This time is reserved for members of the public who were unavailable to attend the Public Communications period during Section X of the meeting, or were unable to speak due to lack of time. The public speaker requirements specified in Section X of this Agenda apply to this Section.

XV. CITY COUNCIL/CITY MANAGER/CITY ATTORNEY ANNOUNCEMENTS,

COMMITTEE, SUB-COMMITTEE AND INTERGOVERNMENTAL COMMITTEE REPORTS

1. Regional Committees

2. City Council Committees and Subcommittees

3. Commission Liaisons
City Manager, Dante Hall, introduced Eibleis Melendez as the new City Clerk. City Manager Hall also advertised the Community Clean Up Day.

City Attorney, Patrick Tang, had nothing to report.

1. Regional Committees:

Council Member Kelley attend the Contra Costa Transportation Authority(CCTA) Meeting; the Redefining Mobility Summitt was held. At the Board Meeting a status update was given on both Regional Measure 3 and the County Transportation Plan. Council Member Kelley also attended the WestCat meeting.

Council Member Bailey attended the WestCat meeting. They received and update on the budget. Funding is looking good to start the process on moving toward cleaner buses and possibly electric vehicles. Ridership is continuing to go up.

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64 April 25, 2023City Council Meeting Minutes
Vice Mayor Romero attended the West Contra Costa Integrated Waste Management (WCCIWMA) meeting. A presentation was given on multi family dwelling homes and SB1383. There are no shoots for organics.

Green bins need to be provided to stay in compliance with the state mandate.

2. City Council Committees and Subcommittees:

Council Member Grimsley and Vice Mayor Romero attended the Lighting and Landscaping Assessment District Meeting.

3. Commission Liasons:

No reports were given
Community Events:

Council Members attended a variety of events throughout the City and County which included Eggstravaganza, and Splashapalooza.

Future Agenda Items:

Council Member Grimsley would like to discuss a Government Day for High School Students
Vice Mayor Romero received a proclamation request to recognize May as Jewish American Heritage Month. He would also like to discuss renting the Council Chambers for half the price to government agencies.

Page 7 ends

65 April 25, 2023City Council Meeting Minutes
XVI. ADJOURNMENT
Mayor Walker-Griffin adjourned the meeting at 10:05pm.
_________________________________
Alex Walker-Griffin, Mayor
Attest:
______________________________
Eibleis Melendez, Acting City Clerk

Page 8 ends

66 DISCUSSION AND/OR ACTION

AGENDA ITEM

7. 22-626
67 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of August 8, 2023
TO: Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
SUBJECT: Report on West County Mayors And Supervisors Association (WCMSA) Subcommittee on Community Schools Systems Change Collaborative and Request for City’s Participation
RECOMMENDED ACTION:

Staff recommends that the City Council receive the staff report on the West Contra Costa Community Schools Systems Change Collaborative initiative and consider appointing one Council member and one City staff member to a subcommittee of the West County Mayors and Supervisors Association (WCMSA) to help oversee the effort.

BACKGROUND:

West Contra Costa Unified School Distr ict (WCCUSD) planted the seeds for its current community schools strategy in 2007 with the establishment of school-based health centers at six comprehensive high schools. This work recognized that WCCUSD will only realize its equity goals by building on the strengths and assets of the communities it serves.

In 2022 and 2023, WCCUSD and its partners successfully competed for over $36 million in state community schools investments to be utilized over the next five years, with options for an additional two years. With this funding, the district is working to substantially expand and strengthen its community schools strategy, building on its rich history of community and community schools organizing.

The subcommittee will function as a coordinat ing mechanism for district, city, and county leaders to align strategies, policies, and funding in support of and in partnership with 22-626
68 communities. The attached summary document and presentation provide additional details on the initiative and request for participation.

FISCAL IMPACT:

There is no fiscal impact associated with participation in the regional subcommittee.

ATTACHMENTS:

1. WCCUSD Community Schools Summary

2. Community Schools Systems Change Collaborative Presentation May 25 69 West Contra Costa Community Schools
Community-driven School Transformation
Why Community Schools?
Community schools build on our strengths and address deep-seated inequities. They:
● Provide a whole child educational approach to meet students’ social, emotional, and academic needs. ● Create partnerships between schools, families, local governments, businesses, and community organizations to address the root causes of academic disparities and promote opportunities for all students to succeed.
● Offer essential support services, such as health care, mental health counseling, and academic tutoring. ● Prioritize family and community engagement, recognizing that parents and community members are essential partners in promoting student success and creating a supportive school environment.

History
West Contra Costa Unified School District
(WCCUSD) planted the seeds for its current
community schools strategy in 2007 with the
establishment of school-based health centers at six
comprehensive high schools. This work recognized
that WCCUSD will only realize its equity goals
through building on the strengths and assets of the
communities it serves.

State Funding
In 2022 and 2023, WCCUSD and its partners
successfully competed for over $36 million in state
community schools investments to be utilized over
the next five years, with options for an additional two years. With this funding, the district is working to
substantially expand and strengthen its community
schools strategy , building on its rich history of
community and community schools organizing.

WCCUSD’s Next Generation of Community Schools:

Building Systems Change
WCCUSD’s work developing its next generation of community schools builds on the recognition that collectively achieving our equity goals requires a strong focus on collaboration and transformation at
multiple levels, including school, district, and
regional systems.

To achieve this, WCCUSD will model a community
schools engagement ethos at all levels of this work
and has codified this commitment in the recently
ratified WCCUSD/UTR collective bargaining
agreement. Partners are currently co-designing and
implementing a community schools support
system that involves three interrelated
components, which are meant to inform each
other’s activities:
● Action Collaboratives (school level)
● Support Collaborative (district level)
● Systems Change Collaborative (West County-systems level)

Page 1 of 2 ends

70 ACTION COLLABORATIVES - community schools site-level steering committees Composition
Structures vary from school to school, but all are designed to promote shared leadership and decision making. ● 50% of members: Families, community members, and students ● 50% of members: Classified and certificated staff
● Site Administrator
● Community School Director (non-voting support role)
Function
● Meet the school community’s unique needs by building upon site strengths and assets. ● Share leadership and engage all community stakeholders.

SUPPORT COLLABORATIVE - district-wide community schools steering committee Composition
● Co-chaired by a WCCUSD district leader, a UTR leader, and a community partner (currently , the City of San Pablo). Work is underway to add a fourth parent co-chair. ● Each co-chair will appoint five members, establishing a diverse, multi-sector, and multidisciplinary team.

Function
● Provide all community schools with a robust set of universal supports focusing on community engagement, positive school climate, and key community schools framework elements. ● Decide how funds are allocated and make technical assistance decisions based on district data.

SYSTEMS CHANGE COLLABORATIVE - consortium of West County governmental entities Composition (Proposed)
● A subcommittee of the West County Mayors and Supervisors Association (WCMSA).
● Co-chaired by the WCCUSD Superintendent and the District 1 Contra Costa County Supervisor.
● From each city/county member of WCMSA: one elected official with interest in this area and one staff person.
● Supported by private philanthropic funding, facilitated by GPG.

Function
● A coordinating mechanism for
district, city , and county leaders to
align strategies, policies, and
funding in support of and in
partnership with communities.
● A venue for planning and making
progress toward the system
changes needed to advance the region’s growing community schools and racial equity movement.

Page 2 of 2 ends

71 WEST CONTRA COSTA COMMUNITY SCHOOLS
Building a school- and community-driven
transformational movement
72 Presentation and Discussion Overview
● Working Together Towards a New Vision of Student Success ~ Dr. Kenneth Chris Hurst, WCCUSD
● Furthering a Strategy of Community-Based Transformation ~ Supervisor John Gioia, Contra Costa County
● What Is a Community School?
~ Jora Atienza Washington, City of San Pablo
● Why Community Schools in West Contra Costa?
~ Francisco Ortiz, United Teachers of Richmond
● Where Are We Now And Where Are We Going?
~ Martine Blake, WCCUSD
● Towards a Systems Approach
~ Glen Price, GPG
● Next Steps for the West County Mayors and Supervisors Association ~ Dr. Hurst and Supervisor Gioia
73 Working Together Towards a New Vision
of Student Success
Our vision is to be the model
of excellence for distinction in
education:
●
Research-based practices
● Strong partnerships with family, community, and
public/private sector
● Globally competitive student outcomes
74 Furthering a Strategy of Community-Driven
Transformation
A community school strategy transforms a school
into a place where educators, local community
members, families, and students work together to
strengthen conditions for student learning and
healthy development. As partners, they organize
in-and-out of school resources, supports, and
opportunities so that young people thrive.
~ Community Schools Forward, 2023
Community schools is a strategy, not a program.
75 What Is a Community School?
A whole child, whole-community
approach to learning, with students and
families at the heart, surrounded by caring
adults, supported by compassionate
systems.
~ Community Schools Learning Exchange
76 Why Community Schools in West Contra Costa?
Community schools build on our strengths and address
deep-seated inequities. They:
● Provide a whole child approach to education that addresses the social, emotional, and academic needs of students, especially those who are furthest from opportunity.
● Create partnerships between schools, families, and community organizations to address the root causes of academic disparities and promote opportunities for all students to succeed.
● Offer a range of support services, such as health care, mental health counseling, and academic tutoring, which are essential for meeting the needs of diverse student populations.
●
Prioritize family and community engagement, recognizing that parents and community members are essential partners in promoting student success and creating a supportive school environment.
77 Where Are We Now And Where Are We Going?
Emerging (2007 - 2010): establishment of health and wellness centers at each of our comprehensive high schools and mobile health vans at our middle and high schools.

Maturing (2011 - present): alignment of health and wellness initiatives across West Contra Costa County - Contra Costa Health Services & City of San Pablo
Transforming: the community school creates sustainable practices, relationships, and policies with the entire school community, and braiding and blending of funding supports growth and long-term planning for collective impact.
*NCCS
WCC
78 Towards a Systems
Approach
Strategic Systems Building
"You do not rise to the level of
your goals, you fall to the level of
your systems."
~ James Clear
(Per WCCUSD-UTR Collective Bargaining Agreement, Article 53) 79 The Systems Change Collaborative
Proposal:

Convene the Systems Change Collaborative as a committee of the West County Mayor’s and Supervisors Association, comprised initially of one elected official and one staff person from each member of the WCMSA. 80 Next Steps for the West County Mayors and
Supervisors Association

1. Approve the formation of a community schools
subcommittee: Systems Change Collaborative

2. Each city/County recruits:
a. One elected official with interest in this area, and b. One staff team member

3. Convene in late summer/early fall with facilitation and logistical support from the WCCUSD/GPG

4. Identify focus areas for immediate planning and action

5. Regularly report to WCMSA and bring action items to
WCMSA as necessary
81 Thank you!
Questions, Dialogue, Action
82

Hercules City CouncilAugust 8, 2023

Hercules City Council
August 8, 2023