Agenda Packet — Hercules City Council, November 12, 2024

Tuesday, November 12, 2024
6:00 PM
City of Hercules
111 Civic Drive
Hercules, CA 94547
City Council
Mayor Dan Romero
Vice Mayor Dion Bailey
Council Member Alex Walker-Griffin
Council Member Chris Kelley
Council Member Tiffany Grimsley
Dante Hall, City Manager
Christie Crowl, City Attorney
Eibleis Melendez, City Clerk
Meeting Agenda
CLOSED SESSION - 6:00 P.M., REGULAR MEETING - 7:00 P.M.

In-Person in Council Chambers or to Listen only:

Zoom ID: 890 7005 5435
Zoom Passcode: 233243 Zoom Phone Number: 1-669-900-6833 1 November 12, 2024City 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 CLOSED SESSION – CALL TO ORDER - ROLL CALL - 6:00 P.M.

IA 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
II. PUBLIC COMMUNICATION - CLOSED SESSION ITEMS
III. CONVENE INTO CLOSED SESSION
The Hercules City Council will meet in Closed Session regarding the following:

1. 22-1006
CONFERENCE WITH LABOR NEGOTIATORS Pursuant to
Government Code Section 54957.6 - City Negotiators: Dante Hall, City Manager; Edwin Gato, Director of Finance; relative to the following employee groups:
a. Teamsters Local 315 Employee Organizations

2. 22-1007

CONFERENCE WITH LEGAL COUNSEL - PENDING LITIGATION
Pursuant to Government Code Section 54956.9 (Humble v. City of Hercules, et al., Contra Costa County Superior Court Case No. 24-01214).

IV. REGULAR MEETING – CONVENE TO OPEN SESSION - ROLL CALL - 7:00 P.M.

V. REPORT ON ACTION TAKEN IN CLOSED SESSION
VI. PLEDGE OF ALLEGIANCE
VII. MOMENT OF SILENCE
VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS
Recognizing the Participants in Youth and Government Day Acknowledgment of Public Works Director, Mike Roberts, retirement and 10 Years of Service

1. 22-1009
Veterans Day Proclamation
Veterans Day Proclamation 2024Attachments:

IX. AGENDA ADDITIONS/DELETIONS

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2 November 12, 2024City Council Meeting Agenda
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
XII. CONSENT CALENDAR

1. 22-999
Meeting Minutes for the Regular Meeting of October 22, 2024 Meeting Minutes for the Regular Meeting of October 22, 2024Attachments:

2. 22-1008 Meeting Minutes for the Special Meeting of November 4, 2024 Meeting Minutes for the Special Meeting of November 4, 2024Attachments:

XIII. DISCUSSION AND/OR ACTION ITEMS

1. 22-1004 Commission and Committee Appointments
RECOMMENDATION:

Consider making appointments to the Hercules Commissions, Regional Boards and Committees to fill vacancies and expired terms.

Staff Report - Commission AppointmentsAttachments:

2. 22-1000 Authorization To Contract With Tripepi Smith For Communications Support For Wastewater Services
RECOMMENDATION:

Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute an agreement with Tripepi Smith for communications support for wastewater services in an amount not to exceed $61,650.

Staff Report - Contract with Tripepi Smith for Communication Supportfor Wastwater Services Attach 1 - Resolution
Attach 2 - Tripepi Smith Proposal for Communications Support for Wastewater Services Attach 3 - Sewer Health Fund Study Staff Report MREG
Attach 4 - Hercules Rate Study Presentation
Attachments:

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3 November 12, 2024City Council Meeting Agenda

3. 22-1002 Addition of a Landscaping and Lighting Program Coordinator Job Description to the City’s Classification Plan
RECOMMENDATION:

Adopt a resolution approving the addition of a Landscaping and Lighting Program Coordinator Job Description to the City’s Classification Plan and approving an amended Salary Schedule for Full-Time Teamsters positions for Fiscal Year 2024/25.

Staff Report - Landscaping Lighting Coordinator Job Description Attach 1 - Resolution
Attach 2 - LLAD Program Coordinator Job Description
Attach 3- Teamsters FT Amended Salary Schedule 20241112 Attachments:

4. 22-975 Demolition of Creekside Shopping Center Clock Tower and Direction Regarding Potential New City Signage
RECOMMENDATION:

Staff recommends the City Council:

1. Receive the report,

2. Adopt a resolution authorizing demolition of the clock tower at the entrance of the Creekside Shopping Center for an amount not to exceed $9,000, and

3. Provide direction to staff on options for replacing the clock tower.

Staff Report - Demolition of Creekside Shopping Center Clocktower and Direction Regarding New City Signage Attach 1 - Resolution
Attach 2 - Letter of Support -Hercules SR2TBT - 20241009 Attach 3 - West Central SR2TBT Project Map
Attachments:

5. 22-1001 Consideration of Adoption of Resolutions Directing the City Manager and Director of Finance and Their Designees to Take Actions Necessary to Prepare for Issuance of Lease Revenue Refunding Bonds, including but not limited to Actions Related to Evaluating the Feasibility of Refinancing
RECOMMENDATION:

Adopt a Resolution of the City Council of the City of Hercules Directing the City Manager, Director of Finance, and Their Designees to Take Actions Necessary to Prepare for Issuance of Lease Revenue Refunding Bonds, including but not limited to Actions Related to Evaluating the Feasibility of Refinancing.

Staff Report - 2025 Lease Revenue Bonds
Attach 1 - Resolution
Attach 2 - Bio-Rad Letter of Support
Attachments:

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4 November 12, 2024City Council Meeting Agenda

6. 22-974 Spring 2025 Composting Event
RECOMMENDATION:

City Council receive a report on a proposed community composting event scheduled for Spring 2025.

Staff Report - Spring Composting Event
Attach 1(a) Flyer-Materials In organic bin (8.5x11in)
Attach 1(b) Compost Supplies Discount Flyer 2023-2024 - English and Spanish - FOR PRINT 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 Committee

2. City Council Committees and Subcommittees

3. Commission Liaisons
XVI. ADJOURNMENT
The next Special Meeting of the City Council will be held on Wednesday, December 4, 2024 at 6:00p.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 e-notice from the City’s homepage. Agendas and staff reports may also be obtained by contacting the City Clerk at (510) 799-8200 (Posted: November 7, 2024)

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5 November 12, 2024City 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 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.

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. As email containing public meeting comments are part of the official record, note that personal contact information may be published if it is included with your email. 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 November 12, 2024City 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 November 12, 2024City 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 INTRODUCTIONS/PRESENTATIONS/

COMMISSION REPORTS

AGENDA ITEMS

1. 22-1009

9 PROCLAMATION
RECOGNIZING NOVEMBER 11, 2024, AS VETERANS DAY IN HONOR AND

APPRECIATION FOR OUR VETERANS WHO HAVE SERVED IN THE UNITED

STATES ARMED FORCES
WHEREAS, November 11 th is the anniversary of the armistice signed by the Allies and the Germans i n 1918, which ended World War I after four years of conflict. President Woodrow Wilson issued the first Armistice Day proclamation in November of 1919, and set the tone for further observances; and
WHEREAS, the name changed from Armistice Day to Veterans Day by an act of Congress in 1954, when President Eisenhower called on citizens to observe the day in honor of all who had served in America’s wars through the years; and
WHEREAS, the City of Hercules recognizes the significant and lasting contribut ions made by our veterans, who have dedicated their lives to the service of our great nation; and WHEREAS, the history of the United States is rich with the deeds of those Hercules residents who have served in our Armed Forces with honor and distinction; and WHEREAS, today we recognize these courageous men and women who represent the best in our nation and community has to offer and, with their service, these veterans have proven that Ame rica’s freedoms are worth protecting; and
WHEREAS, our commun ity is deeply grateful for the sacrifices made by our veterans and their families, and we will continue to work tirelessly to ensure that they receive the care, support, and respect they deserve.

NOW, THEREFORE, BE IT PROCLAIMED, that I, Dan Romero , May or of the City of Hercules, on behalf of the entire City Council, do hereby declare Monday, November 11, 2024 as Veterans Day in the City of Hercules and urge all citizens to rededicate ourselves to the task of promoting an enduring peace so that their efforts shall not have been in vain and encourage those who will serve our nation in the future.

In witness whereof, I have hereunto set my hand and caused the seal of the City of Hercules to be affixed this 12th day of November.
__________________________________
Dan Romero, Mayor
22-1009
10 CON

SENT CALENDAR

AGENDA ITEMS

1. 22-999

2. 22-1008
11 111 Civic Drive
Hercules, CA 94547City of Hercules
Meeting Minutes
City Council
Mayor Dan Romero
Vice Mayor Dion Bailey
Council Member Alex Walker-Griffin
Council Member Chris Kelley
Council Member Tiffany Grimsley
Dante Hall, City Manager
Christie Crowl, City Attorney
Eibleis Melendez, City Clerk
6:00 PMTuesday, October 22, 2024
CLOSED SESSION - 6:00 P.M., REGULAR MEETING - 7:00 P.M.

In-Person in Council Chambers or to Listen only: Zoom ID: 841 2152 1399 Zoom Passcode: 127003 Zoom Phone Number: 1-669-900-6833 I. CLOSED SESSION – CALL TO ORDER - ROLL CALL - 6:00 P.M.

IA 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

IB SPECIAL MEETING - CLOSED SESSION
Council Member Kelley requested to attend the meeting remotely. City Attorney,Christie Crowl, reviewed the criteria that needed to met to be in compliance with AB2449. It was established that Council Member Kelley met the criteria. Action was taken on the request.

At the time roll call was taken, Council Member Grimsley was not in attendance. She joined the meeting before Council and Staff convened into Closed Session and was marked present. She was not in attendance for the vote.

MOTION: A motion was made by Council Member Walker-Griffin, seconded by Vice Mayor Bailey, to approve Council Member Kelley's request to attend the City Council meeting remotely. The motion carried by the following vote:

Council Member A. Walker-Griffin, Mayor D. Romero,
and Vice Mayor D. Bailey

Present: 4 -
Council Member T. GrimsleyAbsent: 1 -
II. PUBLIC COMMUNICATION - CLOSED SESSION ITEMS
NONE

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22-999
12 October 22, 2024City Council Meeting Minutes
III. CONVENE INTO CLOSED SESSION
The Hercules City Council will meet in Closed Session regarding the following:

City Attorney, Christie Crowl, read the titles of the items to be discussed in Closed Session. Item III.3, Conference with Real Property Negotiators, was postponed to a later date. Only items III.1 and III.2 were discussed in Closed Session. City Council and Staff recessed into Closed Session.

Council Member C. Kelley, Council Member T. Grimsley, Council Member A.

Walker-Griffin, Mayor D. Romero, and Vice Mayor D. Bailey

Present: 5 -

1. 22-978

CONFERENCE WITH LEGAL COUNSEL - POTENTIAL LITIGATION
Pursuant to Government Code section 54956.9(e)(1) in one matter.

2. 22-989 CONFERENCE WITH LABOR NEGOTIATORS Pursuant to Government Code Section 54957.6 - City Negotiators: Dante Hall, City Manager; Edwin Gato, Director of Finance; relative to the following employee groups:
a. Teamsters Local 315 Employee Organizations
b. Hercules Police Officers Association

3. 22-990
CONFERENCE WITH REAL PROPERTY NEGOTIATORS Pursuant to
Government Code section 54956.8. CONFERENCE WITH Real Property Negotiators Property address: 1680 Refugio Valley Road, Hercules CA 94547 Agency Negotiators: Dante Hall, City Manager; Christie Crowl, City Attorney, Negotiating Parties: City of Hercules, Rodeo Hercules Fire Protection District
This item was postponed to a later date.

IV. REGULAR MEETING – CONVENE TO OPEN SESSION - ROLL CALL - 7:00 P.M.

Council Member Kelley attended remotely.

Council Member C. Kelley, Council Member T. Grimsley, Council Member A.

Walker-Griffin, Mayor D. Romero, and Vice Mayor D. Bailey

Present: 5 -
V. REPORT ON ACTION TAKEN IN CLOSED SESSION
There was no final or reportable action to report on the items discussed in Closed Session.

VI. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was lead by Council Member Walker-Griffin.

VII. MOMENT OF SILENCE
NONE

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13 October 22, 2024City Council Meeting Minutes
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
NONE
XII. CONSENT CALENDAR
MOTION: A motion was made by Council Member Grimsley, seconded by Council Member Walker-Griffin, to adopt the Consent Calendar. The motion carried by the following vote:

Aye: Council Member C. Kelley, Council Member T. Grimsley, Council Member A.

Walker-Griffin, Mayor D. Romero, and Vice Mayor D. Bailey 5 -

1. 22-991
Meeting Minutes of the Regular Meeting of October 8, 2024 Meeting Minutes for the Regular Meeting of October 8, 2024Attachments:

APPROVED

2. 22-992 Accept the Investment Report for the Quarter Ending September 30, 2024 RECOMMENDATION:

Accept the Investment Report for the Quarter Ending September 30, 2024 Staff Report - Investment Quarterly Report Ending 09302024 Attach 1 - Quarterly Investment Report
Attachments:

APPROVED

3. 22-993 Approve Memorandum of Understanding with the Hercules Police Officers Association (HPOA).

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14 October 22, 2024City Council Meeting Minutes
RECOMMENDATION:

Adopt a Resolution Approving a Memorandum of Understanding with the Hercules Police Officers Association (HPOA).

Staff Report - Hercules Police MOU
Attach 1 - Resolution
Attach 2 - HPOA 2024-2025 MOU-DRAFT (Redline)
Attach 3 - HPOA 2024-2025 MOU (Final)
Attachments:

Resolution 24-068, APPROVED
XIII. DISCUSSION AND/OR ACTION ITEMS

1. 22-994 Professional Services Agreement with LSA in the amount of $132,101 to Secure the Environmental Permits, Complete the Final Design, and Perform Analytical Testing on the Spoils for the Lake Refugio Dredging Project and appropriating $32,101 from the General Fund/Capital Reserves to fully fund the Agreement
RECOMMENDATION:

Adopt a Resolution authorizing the City Manager to execute an agreement with LSA for a not to exceed amount of $132,101 to secure the environmental permits, complete the final design, and perform analytical testing on the spoils for the Lake Refugio Dredging Project and appropriating $32,101 from the General Fund/Capital Reserves to fully fund the agreement.

Staff Report - Lake Refugio Dredging
Attach 1 - Resolution
Attach 2 - 24-064 LSA Associates Inc. Professional Services Agreement
Attachments:

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

Representatives from LSA, Terraphase Engineering and Balance Hydrologics were in attendance to answer any questions. Council asked questions and provided comment. Representatives from LSA, BalanceHydrologics, and Director Roberts provided a response. No Public Comment. Action was taken on this item.

MOTION: A motion was made by Vice Mayor Bailey, seconded by Council Member Walker-Griffin, to adopt Resolution 24-069. The motion carried by the following vote:

Aye: Council Member C. Kelley, Council Member T. Grimsley, Council Member A.

Walker-Griffin, Mayor D. Romero, and Vice Mayor D. Bailey 5 -

2. 22-995
City-Sponsored Event Policy Amendments
RECOMMENDATION:

Approve a resolution amending the City-Sponsored Event Policy to allow the City Manager to fully or partially waive facility rental fees as well as

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15 October 22, 2024City Council Meeting Minutes
permit fees as an in-kind contribution to community events that the City chooses to co-sponsor with City-recognized nonprofit groups.

Staff Report - City-Sponsored Event Policy Amendments
Attach 1 - Resolution Amending City-Sponsored Event Policy Attach 2 - Proposed Amended City-Sponsored Event Policy Attach 3 - City Recognized Nonprofit Groups
Attachments:

Community Development Director, Tim Rood, introduced and presented the item. Council had not questions or comments. No public comment.

Action was taken on this item.

MOTION: A motion was made by Council Member Grimsley, seconded by Council Member Kelley, to adopt Resolution 24-070. The motion carried by the following vote:

Aye: Council Member C. Kelley, Council Member T. Grimsley, Council Member A.

Walker-Griffin, Mayor D. Romero, and Vice Mayor D. Bailey 5 -

3. 22-998
Discussion on Inclusive Recreation Programming for Individuals with Disabilities
RECOMMENDATION:

Staff recommends that the City Council receive a report on a potential inclusive event designed to serve individuals with disabilities, discuss the subject, and provide additional feedback.

Staff Report - Inclusive Recreation
Attach 1 - Inclusive Recreation Dances
Attach 2 - Inclusive Recreation Movie - Game Night
Attachments:

Parks and Recreation Director, Christopher Roke, introduced and presented the item. Council asked questions and provided comment.

Director Roke and City Manager, Dante Hall, provided a response. No public comment. Direction was provided by Council. Action was taken on this item.

MOTION: A motion was made by Council Member Walker-Griffin, seconded by Council Member Grimsley, to continue the discussion to allow Staff to develop a plan for an Inclusive Recreation Program for people with diabilities.The motion carried by the following vote:

Aye: Council Member C. Kelley, Council Member T. Grimsley, Council Member A.

Walker-Griffin, Mayor D. Romero, and Vice Mayor D. Bailey 5 -

4. 22-996
Queen Anne House Demolition
RECOMMENDATION:

Adopt a resolution finding demolition of the Queen Anne house to be exempt from CEQA, authorizing its demolition, and amending the General Fund FY 2024-25 Budget for the Public Works Department increasing its appropriation by $50,000 for testing and demolition of the structure.

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16 October 22, 2024City Council Meeting Minutes
Staff Report - Queen Anne House Demolition
Attach 1 - Resolution
Attach 2 - Hercules Queen Anne Integrity Evaluation Final 09-17-2024 Attachments:

Community Development Director, Tim Rood, introduced and presented the item. Council asked questions and provided comment. Director Rood provided a response. No public comment. Action was taken on this item.

MOTION: A motion was made by Vice Mayor Bailey, seconded by Council Member Kelley, to adopt Resolution 24-071. The motion carried by the following vote:

Aye: Council Member C. Kelley, Council Member T. Grimsley, Council Member A.

Walker-Griffin, Mayor D. Romero, and Vice Mayor D. Bailey 5 -

5. 22-997
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 12, 2024.

Staff Report - Youth In Government Day 2024Attachments:

City Manager, Dante Hall, introduced the item. Parks and Recreation Director, Christopher Roke, presented. Council asked questions and provided comment. Council asked questions and provided comment.

Director Roke provided a response. No public comment. This was an informational item. No action was taken on this item.

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 Committee

2. City Council Committees and Subcommittees

3. Commission Liaisons
City Manager, Dante Hall, and City Attorney, Christie Crowl, had no announcements.

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17 October 22, 2024City Council Meeting Minutes

1. Regional Committee
Council Member Kelley and Council Member Walker-Griffin attended the Cal Cities Annual Conference. Council Member Kelley reported out on the East Bay Wildfire Coalition meeting.

2. City Council Committees and Subcommittees
No reports were provided

3. Commission Liaisons
No reports were provided
There were no future agenda item requests.

XVI. ADJOURNMENT
Mayor Romero adjourned the meeting at 8:46 PM.
_________________________________
Dan Romero, Mayor
Attest:
_______________________________
Eibleis Melendez, City Clerk

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18 CO

NSENT CALENDAR

AGENDA ITEM

2. 22-1008
19 111 Civic Drive
Hercules, CA 94547City of Hercules
Meeting Minutes
City Council
Mayor Dan Romero
Vice Mayor Dion Bailey
Council Member Alex Walker-Griffin
Council Member Chris Kelley
Council Member Tiffany Grimsley
Dante Hall, City Manager
Christie Crowl, City Attorney
Eibleis Melendez, City Clerk
5:30 PMMonday, November 4, 2024

SPECIAL MEETING
In-Person in Council Chambers
I. SPECIAL CLOSED SESSION – CALL TO ORDER - ROLL CALL - NONE NONE
II.

PUBLIC COMMUNICATION - CLOSED SESSION ITEMS - NONE
NONE
III. CONVENE INTO CLOSED SESSION - NONE
NONE
IV. SPECIAL MEETING – CONVENE TO OPEN SESSION - ROLL CALL - 5:30 P.M.

Council Member C. Kelley, Council Member A. Walker-Griffin, and Mayor D.

Romero

Present: 3 -
Council Member T. Grimsley, and Vice Mayor D. BaileyAbsent: 2 - V. REPORT ON ACTION TAKEN IN CLOSED SESSION - NO CLOSED SESSION NONE
VI. PLEDGE OF ALLEGIANCE
NONE
VII. MOMENT OF SILENCE
NONE

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22-1008
20 November 4, 2024City Council Meeting Minutes
VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS

1. 22-1003 Commission Interviews
RECOMMENDATION:

Conduct interviews for all eligible candidates which have applied for Hercules Boards and Commissions. City Council will make their selections and appointments at the Regular City Council Meeting on November 12, 2024.

Staff Report - Commission Applicant InterviewsAttachments:

The Council conducted Commission interviews for the Commission and Committee applicants that scheduled an interview. No public comment.

There was no action taken on this item.

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 - NONE
NONE
XII. CONSENT CALENDAR - NONE
NONE
XIII. DISCUSSION AND/OR ACTION ITEMS - NONE
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.

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21 November 4, 2024City Council Meeting Minutes
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
NONE
XVI. ADJOURNMENT
Mayor Romero adjourned the meeting at 8:21 P.M.
_________________________________
Dan Romero, Mayor
Attest:
_______________________________
Eibleis Melendez, City Clerk

Page 3 ends

22 DIS

CUSSION AND/OR ACTION

AGENDA ITEMS

1. 22-1004

2. 22-1000

3. 22-1002

4. 22-975

5. 22-1001

6.22-974
23 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of November 12, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Eibleis Melendez, City Clerk
SUBJECT: Commission and Committee Appointments
RECOMMENDED ACTION:

Consider making appointments to the Hercules Commissions, Regional Boards and Committees to fill vacancies and expired terms.

DISCUSSION:

The City’s Commissions (listed below) have seats with a term expiration of December 31, 2024. The City maintains an open recruitment for applicants to fill the seats. The application deadline for Planning Commission, Finance Commission, Community Library Services Commission, the Contra Costa County Library Commission, Contra Costa County Advisory Council on Aging was October 31, 2024. The vacancies were advertised on the City’s website, the Parks and Recreation Activity guide and pushed through social media platforms. The City Council held a Special Meeting to conduct interviews on Monday, November 4, 2024.

Local Commissions
Planning Commission – Three (3) terms ending December 2024.

The Planning Commission meets the first and third Mondays of every month at 7 p.m.

The Commission is advisory to the Council and has statutory duties imposed by State law. Eleven (11) applications were received. The three current Commissioners with expiring terms are: Dilli Bhattarai, Kenneth Morrison and Carol Most-Walker.

Applicants that interviewed for the Planning Commission are: Rupinder Sandu, Brian Yung, Kaitlyn Azevedo, Bill Huang, Sylvia Jiminez
22-1004
24 Finance Commission – One (1) term ending December 2024 and Two (2) Vacancies.

The Finance Commission meets bi -monthly on the third We dnesday at 7 p.m. The Commission is advisory to the Council. Thirteen (13) applications were received. The current Commissioner with an expiring term is: Edward Ulle.

Applicants that interviewed for Finance Commission are: Rupinder Sandhu, Janet Stallman, Sam Ahmad and Kaitlyn Azevedo

Community & Library Services Commission – Three (3) terms ending December 2024 and, One (1) Student Commissioner with a term ending December 2024.

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. Twelve (12) applications were received. The Commissioners with expiring terms are: Han Chen, D. Yamamoto, Brian Campbell-Miller and Student Commissioner, Monique Hernandez Student Commissioner Monique Hernandez is seeking reappointment and running unopposed. Staff recommends that Student Commissioner Hernandez be reappointed to their incumbency
Applicants that interviewed for Community & Library Services Commission are: Sarah Green, Ivette House, Cherry Chuang, Betty Kwan and Kaitlyn Azevedo

Regional Boards and Committees:

Contra Costa County Advisory Council on Aging – Vacant
The Advisory Council on Aging meets on the third Wednesday of each month. 10a.m. to 12 p.m. The Contra Costa County Advisory Council on Aging (ACOA) advises the Board on all matters associated with the planning, development and administration of programs relating to older adults. This seat is currently vacant.

The applicant that interviewed for the Contra Costa County Advisory Council on Aging is:

Sarah Green
FISCAL IMPACT:

Per Ordinance 519, each member of the Planning Commission receives a salary of fifty dollars ($50.00) for attendance at a regular scheduled meeting of the Planning Commission. No compensation will be provided for non -attendance at a regular scheduled meeting, attendance at special meetings, or when a regular scheduled meeting has been canceled. Funding for this compensation is available in the adopted FY 24 -25 Budget.
25 ATTACHMENTS:

None.
26 DIS

CUSSION AND/OR ACTION

AGENDA ITEM

2. 22-1000
27 REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of November 12, 2024
TO: Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
SUBJECT: Authorization To Contract With Tripepi Smith For Communications Support For Wastewater Services
RECOMMENDED ACTION:

BACKGROUND:

On May 28, 2024, the City Council received a presentation on the FY 23/24 Sewer Fund financial model run, including the recommendation to proceed with a Proposition 218 process in Spring 2025 to increase rates in FY 25/26 (Attachment s 3 and 4). As a result of that City Council meeting, staff was directed to ensure that the information about sewer rates was understandable and gave the community an opportunity to provide input.

The City owns and operates the sewer collection system, which consists of approximately 62 miles of gravity sewer mains, including 1,660 manholes, six lift stations, and 4.5 miles of force mains, and is connected to 7,000 private laterals from 8,300 parcels. The collection system service area includes all 26,00 0 residents of Hercules and conveys approximately 1.7 million gallons per day of wastewater to the Pinole -Hercules Water Control Plant, located at the bottom of Tennant Avenue in Pinole. The two Cities own 50/50 equal interests in the Plant that the City o f Pinole manages. Expenditures for operational costs are determined from a pro -rata flow share, and capital improvement costs are split 50/50. The treated effluent is then pumped through a force main, considered part of the Plant infrastructure, to the dee p-water outfall in Rodeo, which the Rodeo Sanitation District manages. Costs for this facility are shared based on flow contribution as outlined in the 3-party agreement.
22-1000
28 Willdan Financial Services was selected by the City to assess the health of the sewer fund and presented its initial study and recommendations to the City Council in March 2021. Willdan’s report indicated that if no rate increases were implemented, the debt service ratio for bond financing would fall below the requirement in FY 23/24. A De bt- Service Coverage Ratio is a financial metric used to determine the City’s ability to generate enough revenue to cover its debt obligations. This ratio is important because it reassures investors that the issuer can generate enough revenue to pay back the bondholders.

Per the City Council’s request at their May 28, 2024, meeting, staff recommends engaging Tripepi Smith for communications support for wastewater services to ensure messaging to the ratepayers is transparent about any future rate adjustments needed.

DISCUSSION/ANALYSIS:

The City is currently working with Tripepi Smith to assist staff with implementing effective strategies, plans, and tactics to communicate better and engage our community. Since February 2022, Tripepi Smith has been providing communication services for the City of Hercules, including social media support, press release writing, social media and news outlet media monitoring, graphic design support, and hosting the roundtable Quarterly Communication Meetings to allow fo r department heads to incorporate enhanced communication with the public as a core duty. Communications support from Tripepi Smith has increased operational transparency and enhanced public education/engagement in civic affairs. To continue the ongoing eff ort to engage and communicate with the residents of Hercules effectively, staff recommends engaging Tripepi Smith to assist the City with communications support for wastewater services.

Tripepi’s proposal (Attachment 2) includes project management, produc tion of FAQs, mailers, door hangers, press releases, website content, social media, and up to two community meetings.

FISCAL IMPACT:

Sufficient funds are available for this expenditure in the adopted FY 2024 -2025 Sewer Fund.

ATTACHMENTS:

1. Resolution

2. Tripepi Smith Proposal for Communications Support for Wastewater Services

3. FY 23/24 Sewer Fund Financial Analysis & Recommendations for Rate Adjustments

4. FY 23/24 Sewer Fund Financial Analysis Presentation

29 Financial Impact
Description: Tripepi Smith For Communications Support For Wastewater Services

Funding Source: Wastewater Fund Account #420-5475-611.90-00 Professional Services Budget Recap:

Total Estimated cost: $61,650 New Revenue: None
Amount Budgeted: Sufficient Budget Lost Revenue: N/A
New funding required: No New Personnel: N/A
Council Policy Change: Yes No

30 HERCULES CITY COUNCIL RESOLUTION NO. XX –

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES AUTHORIZING

THE CITY MANAGER TO CONTRACT WITH TRIPEPI SMITH IN AN AMOUNT NOT TO EXCEED $ 61,650 FOR COMMUNICATIONS SUPPORT FOR WASTEWATER

SERVICES
WHEREAS, On May 28, 2024, the City Council received a presentation on the FY 23/24 Sewer Fund financial model run, including the recommendation to proceed with a Proposition 218 process in Spring 2025 to increase rates in FY 25/26; and WHEREAS, City Council directed staff to enhance public outreach to ensure messaging to the ratepayers is transparent about any future rate adjustments needed; and WHEREAS, Tripepi Smith has been providing communication services for the City of Hercules, including social media support, press release writing, social media and news outlet media monitoring, graphic design support, and hosting the roundtable Quarterly Communication Meetings to allow for department heads to incorporate enhanced communication with the public as a core duty,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hercules to authorize the City Manager to execute an agreement with Tripepi Smith for an amount not to exceed $$61,650 for communications support for wastewater services.

The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 12th day of November 2024, by the following vote of the Council:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________
Dan Romero, Mayor
ATTEST:

______________________________
Eibleis Melendez, City Clerk
31 COMMUNICATION SUPPORT

SERVICES
City of Hercules

September 12, 2024

By: Ryder Todd Smith, Co-founder & Principal
Jennifer Vaughn, Principal
Tripepi Smith & Associates
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2 Table of Contents
COVER LETTER ................................................................................ 3 ABOUT TRIPEPI SMITH ................................................................... 4 TRIPEPI SMITH TEAM .................................................................... 11 PROJECT UNDERSTANDING ........................................................ 12 CLIENT WORK & REFERENCES ................................................... 14 COST PROPOSAL .......................................................................... 16

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3 COVER LETTER

Thank you for the opportunity to present Tripepi Smith’s offerings in response to the City of Hercules’s interest in outreach efforts. This proposal offers all requested information, including Tripepi Smith’s understanding of your needs, our approach to addressing them, our cost proposal and more.

Tripepi Smith has a deep understanding of the unique dynamics of local communities: over 200 local government agencies, primarily in California, have chosen us to support their communications needs.

Our experience spans numerous successful initiatives, where we have consistently achieved tangible, impactful results.

The team consists of over 65 communication experts — robust enough to support your goals, yet small enough to be nimble and responsive. We offer a spectrum of skills that allows us to match the appropriate resource to the task at hand, letting us execute faster at reduced engagement costs. These resources vary by both years of experience and core hard skills (graphic design versus videography versus writing versus social media, for example). Independent of skill set, each team member is active in the world of local government. The result: we have the ability to tell impactful, localized stories across communication mediums, all within our one team. The City of Hercules will need only one communications partner.

Engaging constituents and telling your agency’s story is not a simple matter. It takes work, consistency, innovation and creativity to make an impact. We are confident that our dedication and proven track record make us the right partner for the City of Hercules. Thank you for considering us in this endeavor.

We eagerly anticipate the chance to discuss our proposal in more detail.

Authorization
I affirm that I have the legal authorization to bind Tripepi Smith into agreements with the City of Hercules and to make the statements below on behalf of the firm. This proposal is valid for 60 days from the date of submission.

Regards,

Ryder Todd Smith
Co-Founder & President, Tripepi Smith & Associates, Inc.

[email protected] • (626) 536-2173 • PO Box 52152, Irvine, CA 92619

[email protected] is our preferred point of contact throughout the evaluation process. 34 Single Source Communications
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4 ABOUT TRIPEPI SMITH
A Public Affairs Firm that Understands Local Government Tripepi Smith excels in public affairs and marketing. Founded in 2000 and incorporated as a California corporation in 2002, the company is headquartered in Orange County, California, with staff throughout the western United States. We work in a complex environment where successful communications go hand-in-hand with marketing and technical expertise. As a full-service marketing and creative services firm, Tripepi Smith offers the right professionals for the job while being small enough to be nimble and responsive. Our team offers a broad spectrum of experience and skills that allows us to apply the appropriate resource to the appropriate tasks; this allows us to execute work faster and reduce engagement costs.

Tripepi Smith's team comprises over 65 full-time professionals experienced in local government. Our staff includes former municipal employees with backgrounds in creative services, public information and city management, as well as seasoned directors, analysts and practice area specialists. Accredited public relations (APR) professionals guide effective messaging while policy wonks provide counsel on public affairs. TS Creatives fashion compelling branding, websites, print and digital design, social media, photography and videography. We employ multiple FAA-certified drone pilots and operate a full-scale video production studio with extensive event and broadcast experience.

The Result: We have can tell a complete story across mediums, all within our one team.

Firm Structure and Financial Matters
Tripepi Smith was founded in 2000 and incorporated in 2002 as a California S Corporation. The firm has two corporate officers, who are also the co-founders with equal ownership of the business:

Co-Founder & President Ryder Todd Smith
Chief Financial Officer Nicole Smith

Ryder and Nicole have signing authority to bind Tripepi Smith into agreements with clients. Tripepi Smith has generated a profit every year it has been in operation. We have never had a legal claim filed against us and have never failed to fulfill a contract commitment.

In addition to the president/CEO and CFO, multiple principals and directors oversee the day-to-day operations of a team of analysts, graphic designers, photographers and videographers. All Tripepi Smith employees report directly to the President. Please refer to our Org Chart for full details. 35 Single Source Communications
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5 Grounded in Civic Affairs
CFO Nicole Tripepi Smith is a second-generation civic-affairs professional (her father was a city manager for 28 years). President Ryder Todd Smith brings over 20 years of public agency marketing and communications experience to the table.

Office Locations
Since early 2017, Tripepi Smith has operated in a completely virtual office environment. Being virtual enhances operational resilience and grants us access to a flexible and diverse workforce. The team — composed of policy wonks, creative message developers, broadcast specialists, videography experts, technology gurus and graphic artists — resides throughout Arizona, California, Idaho, Montana, New Mexico, Tennessee, Texas, Utah, Washington, with a majority based in California.

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6 Our Services
Tripepi Smith operates at the intersection of marketing, technology and public affairs. We excel in each of these areas, but the true power lies in our ability to seamlessly integrate them. This holistic approach allows us to craft impactful solutions for our clients.

Strategy, Marketing,
Communications Creative Services
Strategic development, research,
surveys, messaging
Social media management
Web and social media strategy,
optimization (SEO), metrics
Web hosting and support
Email campaigns
Relations
(media, stakeholders, public, government)
Support and training for events,
presentations and virtual gatherings
Digital, print, radio,
out-of-home advertising
Staff training
(media, social media, photo, brand implementation)
Full-service graphic design
for digital, print and outdoor
Brand and logo development
Content creation
(writing, editorial, thought leadership)
Output services
(digital distribution, print management, mail management) Illustration and information graphics
Photography
Videography, broadcasting,
podcasting, drone
Event production, technical support
Animation and motion graphics
Web design and implementation

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7 Partial Client Roster
We have a network of 200+ satisfied clients in the local government space. We are happy to connect you with contacts at our client agencies who can share their experience working with Tripepi Smith.

California City Management
Foundation
City of Aliso Viejo
City of American Canyon
City of Atascadero
City of Azusa
City of Baldwin Park
City of Bellflower
City of Benicia
City of Burlingame
City of Claremont
City of Coronado
(City of) Culver City
City of Cupertino
(City of) Daly City
City of Danville
City of Duarte
City of El Cerrito
City of Fountain Valley
City of Foster City
City of Fullerton
City of Gilroy
City of Grover Beach
City of Hawaiian Gardens
City of Hayward
City of Huntington Beach
City of Hercules
City of Indian Wells
City of Industry
City of Irvine
City of La Cañada Flintridge
City of La Palma
City of La Puente
City of La Verne
City of Lake Forest
City of Lakeport
City of Laguna Hills
City of Laguna Niguel
City of Lancaster
City of Livermore
City of Lomita
City of Lynwood
City of Malibu
City of Manhattan Beach
City of Manteca
City of Martinez
City of Menifee
City of Millbrae
City of Morgan Hill
City of Murrieta
City of Napa
City of Norwalk
City of Orange
City of Orinda
City of Pacifica
City of Palm Desert
City of Palmdale
City of Paramount
City of Pismo Beach
City of Placentia
City of Pomona
City of Rancho Palos Verdes
City of Rancho Mirage
City of Riverbank
City of Rolling Hills Estates
City of San Clemente
City of San Leandro
City of Santa Ana
City of Santa Clarita
City of Santa Paula
City of Saratoga
City of Stanton
City of South Gate
City of South Pasadena
City of Tracy
Costa Mesa Sanitary District
West County Wastewater District
Del Paso Manor Water District
Independent Cities Association
Independent Cities Finance Authority
Institute for Local Government
League of California Cities
Municipal Management Association
of Northern California
Municipal Management Association
of Southern California
Orange County City Manager
Association
San Gabriel Valley City Managers’
Association
Claremont McKenna College
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8 Local Government Affiliation & Support
Tripepi Smith is a longstanding partner to these institutions, the majority of which have entrusted us with supporting their communications.

California City
Management Foundation
Municipal Management Association
of Southern California

California Association
of Public Information Officials
Institute for
Local Government
League of California Cities

University of Southern California
City/County Management Fellowship

California Contract
Cities Association
California Special
District Association

Independent Cities
Association
Texas Association of Municipal
Information Officers

Orange County City
Manager Association
Texas City
Management Association

International City/County
Management Association
Texas Municipal
League

Cal-ICMA

Texas Women’s
Leadership Institute

San Gabriel Valley
City Managers’ Association
Urban Management Assistants
of North Texas

Municipal Management Association
of Northern California
Washington City/County
Management Association

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9 Axioms We Live By
Introduction
In our work with over 200 local government agencies on external communications since our incorporation in 2002, we have identified many patterns, observations and insights. As a result we have developed some axioms (AKA sayings or mottos) when it comes to thinking about external-facing communications. These are just a few that we find universally true.

Content X Distribution = Impact
The audience must see your content to be impacted by it.

Tripepi Smith was born in the digital era. We take digital seriously and recognize how critical it is to not only develop great visuals and messaging, but to ensure the audiences we want to reach actually see that content.
“Content x Distribution = IMPACT” is how we illustrate the point: What good is content if you aren’t properly promoting, distributing or sharing it? On the other hand, what good is distribution if the content fails to engage your audience positively? We use this principle to guide a comprehensive distribution strategy that ensures we reach our target audiences.

If you don’t publish
information first, someone
else will–and they may not
care about the facts.

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10 In this age of smartphones and voice-activated virtual assistants, we are used to being able to access news and information at our fingertips. When your community cannot easily find information — such as a controversial policy decision, a new housing development or a political scandal — they may resort to finding "the facts" on their own. This is especially true for crisis communications: the longer you wait to address the crisis, the more time you are giving to others to fill that void with their own research and/or opinions.

So, we strive to get your information out there first, even if it is a "holding message" such as "we are aware of the situation and will use our official channels to share more info soon." By publishing information on your agency's website or some other centralized location, you, your agency leadership and your supporters will be able to easily debunk misinformation with verifiable facts and talking points.

Only a small percentage of
the population understands
local government the way we do.

The 3% includes local government professionals like you and consultants like us–the select few who wake up daily thinking about the complexities facing public policy and municipal management. We have our own language in local government: terms, phrases and especially acronyms. Most of the population may have little exposure to or interest in local government. They just want their utilities to work, no potholes, low crime and other securities provided by their local governments that enable a high quality of life.

So, when we speak with the 97% through public outreach, we ensure our language is accessible and understandable. This mitigates any risk of alienating them; moreover, it enables an ability to build relationships and engender trust.

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11 TRIPEPI SMITH TEAM
Organization Chart

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12 PROJECT UNDERSTANDING
Prospect Needs
The City of Hercules is seeking a partner in reaching and engaging its community on infrastructure needs and updates as well as fiscal sustainability initiatives and recognizes the importance of the educating the public as well as collecting their input and involvement.

Our Approach
Tripepi Smith has experience in all facets of the City of Hercules’s requests. We will accomplish these goals through Project Management, Quality Assurance and Education and Outreach Methods listed below:

Project Management
Tripepi Smith begins all engagements with a kickoff meeting with the client to: introduce personnel to one another, define Key Performance Indicators (metrics, goals and timelines); review project management processes; and ensure each stakeholder has a full understanding of their responsibilities.

Tripepi Smith primarily uses the following tools to manage projects:
• Google Workspace for email, creating real-time collaborative documents and instant messaging • Zoom or Google Meet for conference calls
• Sprout Social for social media management: posting and monitoring comments/messages • Meltwater for media intelligence and media relations
• Kantata for project/task management, internal project status updates and time entry These tools enable project managers to quickly determine a project’s budget status, review the schedule of tasks, send rapid notifications to the whole team if issues arise and, generally, sustain momentum on our efforts.

Quality Assurance
Tripepi Smith abides by a rigorous procedure of internal review before work product or invoices ever make it to clients for review. Principals, Directors and Senior Business Analysts are all in the upper echelon of the workflow, responsible for final quality assurance of work produced by their peers. Tripepi Smith sets clear deadlines with clients to ensure expectations are met. Every team member holds each 43 Single Source Communications
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13 other accountable so that deliverables are produced in the most efficient manner possible. Real-time financials are accessible 24/7, providing the most accurate insight to adhere to a budget.

Education & Outreach Methodology
Tripepi Smith’s typical approach to education & outreach projects is to “measure twice, cut once”: we work with key stakeholders (including legal counsel if the occasion calls for it) to produce approved written language upfront. Any external-facing content, whatever the medium, will only use that language. This allows us to streamline the design of various deliverables so the only new information for stakeholders to review is the look and feel, versus also having to re-evaluate the text content. The method gives us the most flexibility to speed up the education process as necessary, ensuring audiences have all the facts to effectively participate in community dialogue about local issues.

Our Creative Team of graphic artists, videographers and animators can transform this same written language into captivating visuals. When combined with digital placements — such as Boosting Posts on Facebook and Instagram — we can quantitatively prove reaching a significant portion of Hercules’s stakeholders.

Throughout the engagement, we will monitor local/regional media outlets, Hercules’s social media sites and community-run social media sites for opportunities to address misperceptions, correct misinformation or identify new questions/concerns. Should we find new questions/concerns that our current content does not address, we will collaborate on creating new content that does, then publish it for the public.

Prop 218
Should the City decide to proceed with a Prop 218 effort, Tripepi Smith understands the complexities of navigating service fee increases in California. Our team brings a wealth of experience to Prop 218- compliant outreach for cities and special districts with our approach valuing transparency and trust. • Transparency: Understanding the rationale behind potential rate adjustments is crucial. Factors like inflation, rising labor and material costs and the need to maintain aging infrastructure all contribute to increased expenses. Using strategic messaging and engaging visuals, we help clients clearly communicate these realities to residents. • Trust: Trust is just as foundational. We help clients foment this by facilitating opportunities for residents to ask questions, voice concerns and participate in the decision-making process.

Our team's expertise in rate increases translates to actionable best practices for resident education and engagement. This includes guiding key messages that support understanding and collaboration, ultimately leading to a smoother and more successful education process.

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14 CLIENT WORK & REFERENCES
Work Samples
Reference Contact Info Ballot Results , Scope of Work, Work Samples City of Hawaiian Gardens
Ernie Hernandez,
City Manager for Commerce
(formerly of City of Hawaiian
Gardens)
(323) 722-4805
[email protected]
Nov. 2020 Measure HG: sales tax initiative – 60.72% Yes 2021 Prop 218 Education and outreach for increased trash rates
Education & Outreach: Project management, strategic
messaging, campaign logo development, bi-lingual
informational mailers, social media posts, flyers and mailers, rate infographics

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15 Reference Contact Info Ballot Results, Scope of Work Performed, Work Samples
City of Grover Beach
Matthew Bronson, City
Manager
(805) 473-4567
[email protected]

Nov. 2020 Measure F-20: 1% sales tax – 52.6% Yes

Education & Outreach: Project management, strategic
messaging, news articles, website content development,
social media management, technology support, digital ad placements, media monitoring, animated videos and
informational mailers
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16 COST PROPOSAL
Time & Materials Engagement
Tripepi Smith recommends a Time & Materials payment structure for the engagement. The following scope covers a 9-month period with estimated costs.

Service/Deliverable Scope
Project Management
One-time Kickoff Call
Bi-Weekly Client Check-in Call
Ongoing for 9 months
Up to two (2) hours
Up to 60-minutes per call; agendized meetings, with to-do item recap emails after
Content Production
Draft talking points, FAQs, mailers,
press releases, website, social
media, video script, presentations

10 social media posts, 2 press releases up to 500 words, 2.5 minute long animated video script, talking points, FAQs
Social Media Management &
Monitoring
Monitor local community-run social
media groups/pages
Respond to City social media site
comments and messages
Ongoing for 9 months

Up to 1 hour per week
Unlimited
Animated Video 2.5 minute video with voiceover and captioning Includes 2 drafts
Website Updates
Publish updated web content to
City’s website

Include FAQs, information on upcoming events/outreach opportunities & updated as needed
Graphic Design
Mailer
Door Hanger
Excludes print & mail distribution fees
Double-sided mailer and door hanger for residents
Presentations
Develop power point presentations
for use in the community
As-needed

Community Meetings Two (2) virtual meetings via zoom
Includes facilitation, recording and posting on website Grand Total $61,650

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17 As-Needed Services
Tripepi Smith will apply the following standard hourly rates and related fees for any authorized as- needed (Time & Materials) work. Such work must be clearly authorized in writing before proceeding. 2024-25 Hourly Rates
Standard Reduced Retainer
Principal $370 $295
Director $255 $215
Art/Creative Director $255 $215
Senior Business Analyst $195 $165
Business Analyst $140 $115
Junior Business Analyst $115 $95
Senior Videographer/Animator $195 $165
Senior Photographer $170 $145
Videographer/Photographer $130 $110
Junior Videographer/Photographer $110 $95
Senior Graphic Designer $185 $155
Graphic Designer $130 $110
Junior Graphic Designer $110 $95
Web Developer $195 $175
Junior Web Developer $110 $95
Drone Operator $195 $170
Council Chamber A/V Operator $110 $95

Invoicing & Payment Terms
At Tripepi Smith, we bill on either a Retainer, Fixed Fee or Time & Materials basis, with each billing type following its own payment schedule. Regardless, terms are Net 30 days. • Fixed Fee work is billed upon defined milestones.
• Time & Materials work is billed in 15-minute increments (i.e. 4.0, 1.25, 6.5 or 0.75 hours) at the end of the month in which work is done.
• Retainer work is billed on the 15th of each month.

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18 Other Cost Information
Tripepi Smith has related service fees that may come up during our engagement that we want to tell you about.

Annual Increase
Tripepi Smith will increase the hourly rates and retainer fees for all resources by 5% or the national CPI index–whichever is higher–each year on the anniversary of the contract, starting on the first anniversary of any contract when the contract duration is longer than one year. Otherwise, new rates will be negotiated with each new contract.

Retainer Discount
When a client’s retainer exceeds $7,150 per month, they gain access to our reduced retainer rates.

Travel Costs
Travel costs must be pre-authorized and then will be reimbursed by the client for any requested travel to complete a requested scope of work. Travel costs may include airfare, lodging, car rentals and gas.

Additionally, when client work requires that we be onsite, we will invoice for a resource’s travel time at 50% of the resource’s hourly rate.

Equipment Costs
Tripepi Smith offers some services that require equipment, such as drone operations and video production. As such, in those cases, the following rates apply:

Half Day (Under 4 Hours) Full Day (4+ Hours)

Video $400 $600

Drone $500 – Flat Fee

MEVO $400 – Flat Fee

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19 Service Fees
Tripepi Smith prefers that clients pay service providers directly to avoid unnecessary administrative costs. You should also know, however, that we have no economic interest in service providers, unless otherwise specified in this proposal.

If a client asks Tripepi Smith to pay for a service provider bill, we will apply a 10% agency fee to the reimbursement expense. Typical service fees include, but are not limited to: print, mailing, digital advertising, media placements, voiceovers, translations and closed captions.

Exclusive Access
Tripepi Smith has access to entities that may be relevant to our engagement. These partnerships allow Tripepi Smith to offer clients extra media reach or additional services at partner pricing.

PublicCEO: www.PublicCEO.com – Digital news about public affairs, reaching over 17,500 California government executives through a daily podcast, job board, video podcast and more.

Civic Business Journal: www.CivicBusinessJournal.com – Digital interest stories on the people, companies and solutions that make local government in California more effective.

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50 STAFF REPORT TO THE CITY COUNCIL

DATE: May 28, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Mike Roberts, Public Works Director/City Engineer Edwin Gato, Finance Director
SUBJECT: FY 23/24 Sewer Fund Financial Analysis and Recommendations for FY 25/26 Rate Adjustments
RECOMMENDED ACTION:

The City Council receive a presentation on the FY 23/24 Sewer Fund financial model run including the recommendation to proceed with a Proposition 218 process in Spring 2025 to increase rates in FY 25/26.

BACKGROUND:

City’s Sewer System
The City owns and operates the sewer collection system which consists of approximately 62 miles of gravity sewer mains including 1,660 manholes, six lift stations, 4.5 miles of force mains, and is connected to 7,000 private laterals from 8,300 parcels. The collection system service area includes all 26,000 residents of Hercules and conveys approximately

1.7 million gallons per day of wastewater to the Pinole -Hercules Water Control Plant, which is located at the bottom of Tennant Avenue in Pinole. The two Cities own 50/50 equal interests in the Plant which is managed by the City of Pinole. Expenditures for operational costs are determined from a pro rata share of flow and capital improvements costs are split 50/50. The treated effluent is then pumped through a force main which is considered to be part of the Plant infrastructure to the deep-water outfall in Rodeo, which is managed by the Rodeo Sanitation District. Costs for this facility are shared based upon flow contribution as outlined in the 3-party agreement.

City’s Sewer System Financial Model
Willdan Financial Services was previously selected to assess the health of the sewer fund and presented their initial study and recommendations to City Council in March 2021. For 51 this work they developed a financial m odel, which is built on an Excel platform. This provides a flexible tool which can be used to model different financial scenarios in real time, such as significant funding changes being contemplated or annual model updates to confirm the health of the Sewer Fund. Use of this model allowed for the FY 23/24 analysis to be performed in a cost-effective manner.

Data used to populate the model includes Operation & Maintenance (O&M) costs, the 5- Year Capital Improvement Program (CIP) for both the sewer collection system and Water Pollution Control Plant, existing rate revenue, growth projections and associated impact fee and rate revenues, and debt servic e. The model also establishes an O&M reserve equivalent to 180 days, a Capital Reserve not less than $1M, and a Debt Service Reserve of $1,600,000. This Debt Service Reserve amount is equal to the annual debt payment to the Water Resources Control Board for the low -interest loan to upgrade the Pinole - Hercules Wastewater Treatment Plant. Having a Debt Service Reserve is a requirement of the loan, as well as maintaining a debt service coverage ratio of operating revenues being 1.20 times annual debt service.

Willdan’s 2021 financial model indicated that if (1) no rate increases were implemented and (2) the Upper Sycamore Trunk Main project was not needed, then the financial metrics would all be satisfied until FY 23/24 when the debt service ratio would fall below

1.20. Flow monitoring was installed in the Winter of FY 22/23 to determine if the Upper Sycamore Trunk Main project was needed ; however, it did not rain so a determination could not be made. The flow monitoring was subsequently installed this la st winter and it was determined the $6M project was not needed and the FY 23/24 financial model could then be completed incorporating this information.

City Sewer Rates
Sewer rates, which are collected twice a year through the County tax roll, have not increased since 2014. Current rates are:

Single Family Homes, Townhomes, Condominiums $625.80 per year Apartments $427.16 per year
Commercial/Industrial $3.87/1,000 cubic feet of water
consumption

City Sewer Operations Staffing Levels
Approximately a decade ago the Public Works Department’s staffing levels were reduced by 40% and the Maintenance & Operations Division is now in the process of strategically rebuilding to sustainable levels and implementing succession planning. Currently the Division consists of a Superintendent, Supervisor, and 6 Maintenance Workers that oversee streets, facilities, lighting & landscaping, stormwater, and sewer. The sewer collection system is an essential facility that is highly regulated. Compliance is achieved by following the recommendations and mandates of the City’s Sanitary Sewer Management Plan, which is periodically updated and subject to audit by the Regional Water Quality Control Board. In the closely related field of stormwater, requirements are ratcheting up under the new MRP 3.0 permit which includes inventorying all of the City’s stormwater piping for asset management and tracking the associated maintenance costs, 52 which is an unfunded mandate. As discussed in more detail under the Analysis section, staff is recommending the addition of a Sewer and Storm Drain Supervisor.

ANALYSIS:

The 2023/24 model run indicates significant rate increases are needed to meet future financial obligations, as would be expected from not having a rate increase since 2014, including adjustments for inflation. The debt service ratio requirement of 1.20 is the most urgent to address, with other contributing factors being the rising cost of equipment, materials, personnel, and reserve fund requirements. The Sewer fund is required by the bond covenant to maintain a debt service coverage ratio of at least 1.20. The cost to pay for 70% of a Supervisor position, which is being r ecommended by staff, is also included in the model run (discussed in greater detail below).

The recommended rate increases for a Single-Family Residence over 5 years is shown below to provide a general idea of the increases proposed , while the rate increases for other categories are detailed in Att #1.

The increase would become effective in FY 25/26 since a Proposition 218 process would be required, which could occur in Spring 2025. This rate increase would place Hercules mid-range in comparison to comparable sewer utility provides in Contra Costa County.

53 It is also being recommended that condominiums and townhomes be combined into the multi-family rate with apartments, since they typically have 2 -3 bedrooms, while single family residences have 3-4 bedrooms. Additionally, it is recommended a new category for senior living be established given the lower effluent rates that they generate.

Lastly, staff is recommending funding 70% of a Supervisor position be funded to oversee the City’s sewer system while the remaining 30% would be funded out of Gas Tax to oversee the City’s storm drain system for the transportation network . Establishing the Sewer and Storm Drain Supervisor Position would implement Council’s draft Strategic Planning Goals of addressing staff capacity, developing a succession plan, and funding facilities assessment and maintenance. Should the Council wish to pursue this option, staff can provide additional justification for the position next fiscal year, ahead of the proposed rate increase.

FISCAL IMPACT:

There is no fiscal impact associated with this staff report.

ATTACHMENTS:

1. Presentation
54 City of Hercules
Sewer Utility Financial Overview
May 28, 2024
Willdan Financial Services
o Chris Fisher, Vice President
o Michael Cronan, Project Manager
55 2
Financial Overview Objectives
o Development of a 5-year financial plan
o Funding current and future operations, capital
o Debt repayment, compliance with bond covenants
o Maintaining adequate reserves for operations and capital o Equitable, cost-based rate structure
o Proposition 218 compliance
56 3
Factors Driving Financial Plan
o Rising operating costs (equipment, supplies, treatment, etc.) o Rising personnel costs (labor, benefits, pensions, etc.) o Rate study includes the addition of a Sewer & Stormwater Supervisor o Meeting debt service coverage to maintain compliance with debt covenants
o Increasing operating and capital costs at the Pinole-Hercules Water Pollution Control Plant
o Funding ongoing sewer collection capital projects
o Have not increased rates since 2014
o Starting rate adjustments in FYE 2026 through FYE 2030 57 City of Hercules
Sewer Rate Study
Methodology & Projections
4 58
5 Customer
Accounts Usage/Volumes
Customer Billing/Revenue Reconciliation
Revenue Sufficiency under
Existing Rates
Other Revenues Rate Design
Total Revenue Requirements
O&M Expenses Debt Service & Debt
Service Coverage
Liquidity
RequirementsCapital Expenditures
General Rate Study Methodology
59 6
-$4.00
-$2.00
$0.00
$2.00
$4.00
$6.00
$8.00
$10.00
2025 2026 2027 2028 2029 2030
Millions
Revenues over Expenditures (excluding Capital Expenses) Revenues Expenditures Net Results
0 100
200
300
400
500
2025 2026 2027 2028 2029 2030
Number of Days O&M in Cash Reserves
Days Target
-

0.50 1.00

1.50 2.00
2025 2026 2027 2028 2029 2030
Debt Service Coverage
Ratio Target (1.50x) Minimum (1.20x)
Status Quo Projections
60 7
Capital Improvement Program
61 5-Year Financial Plan
8 o 5-year annual rate path
o 5-year annual bill path
o Comparison with neighboring utilities – annual bills
o Projected financial metrics & operating results over the 5- year financial plan including rate adjustments
62 9
5-Year Annual Rate Path
63 10
5-Year Annual Bill Path
Existing
2024 2025 2026 2027 2028 2029 2030
Annual Sewer Bill $625.80 $625.80 $801.73 $857.85 $909.32 $945.69 $978.79 Difference ($) $- $175.93 $56.12 $51.47 $36.37 $33.10
Difference (%) 0.00% 28.11% 7.00% 6.00% 4.00% 3.50%
Annual CPI (as of April 2024) 3.77% 3.77% 3.77% 3.77% 3.77% 3.77% $625.80 $625.80
$801.73 $857.85 $909.32 $945.69 $978.79
$-
$200
$400
$600
$800
$1,000
$1,200
Annual Sewer Bill
64 11
$473.55
$625.80
$725.00 $750.00 $801.73 $854.00 $883.44
$916.00
$1,165.62 $1,210.00
$872.20
$-
$200
$400
$600
$800
$1,000
$1,200
$1,400
Total Sewer Bill Average of Comparison Utilities
Annual Neighboring Utility Comparison
65 12
-$2.00
$0.00
$2.00
$4.00
$6.00
$8.00
$10.00
2025 2026 2027 2028 2029 2030
Millions
Revenues over Expenditures (excluding Capital Expenses) Revenues Expenditures Net Results
-
50 100
150
200
2025 2026 2027 2028 2029 2030
Number of Days O&M in Cash Reserves
Days Target
-

0.50 1.00

1.50 2.00
2025 2026 2027 2028 2029 2030
Debt Service Coverage
Ratio Target (1.50x) Minimum (1.20x)
Adjusted Financial Metrics
66 City of Hercules
Sewer Rate Study

QUESTIONS
13 67
14 Municipal Advisor Disclosure
Willdan Financial Services (“Willdan”) is registered as a "municipal advisor" pursuant to Section 15B of the Securities Exchange Act and rules and regulations adopted by the United States Securities and Exchange Commission ("SEC") and the Municipal Securities Rulemaking Board ("MSRB"). The MSRB has made available on its website (www.msrb.org) a municipal advisory client brochure that describes the protections that may be provided by MSRB rules and how to file a complaint with the appropriate regulatory authority. As part of its SEC registration Willdan is required to disclose to the SEC information regarding criminal actions, regulatory actions, investigations, terminations, judgments, liens, civil judicial actions, customer complaints, arbitrations and civil litigation involving Willdan. Pursuant to MSRB Rule G-42, Willdan is required to disclose any legal or disciplinary event that is material to Client's evaluation of Willdan or the integrity of its management or advisory personnel. Willdan has determined that no such event exists. Copies of Willdan’s filings with the United States Securities and Exchange Commission can currently be found by accessing the SEC's EDGAR system Company Search Page which is currently available at: https://www.sec.gov/edgar/searchedgar/companysearch.html and searching for either Willdan Financial Services or for our CIK number which is 0001782739.

For the avoidance of doubt and without limiting the foregoing, in connection with any revenue projections, cash-flow analyses, feasibility studies and/or other analyses Willdan may provide the municipality with respect to financial, economic or other matters relating to a prospective, new or existing issuance of municipal securities of the municipality, (A) any such projections, studies and analyses shall be based upon assumptions, opinions or views (including, without limitation, any assumptions related to revenue growth) established by the municipality, in conjunction with such of its municipal, financial, legal and other advisers as it deems appropriate; and (B) under no circumstances shall Willdan be asked to provide, nor shall it provide, any advice or recommendations or subjective assumptions, opinions or views with respect to the actual or proposed structure, terms, timing, pricing or other similar matters with respect to any municipal financial products or municipal securities issuances, unless formally engaged to provide such information. 68 DIS

CUSSION AND/OR ACTION

AGENDA ITEM

3. 22-1002
69 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of November 12, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Michael Roberts, Public Works Director/City Engineer SUBJECT: Addition of a Landscaping and Lighting Program Coordinator Job Description to the City’s Classification Plan
RECOMMENDED ACTION:

BACKGROUND:

Public Works staff directly administers five ( 5) Landscaping and Lighting Assessment Districts (“LLADs”) that encompass the City. The LLADs provide for well -maintained, attractive landscaping and serviceable streetlighting along public streets as well as fire breaks adjacent to open space. They also provide for the upkeep of p laygrounds, fields, park furniture, tennis courts, graffiti abatement, lighting, landscaping, water features, and trails in City parks. Funding for LLADs is provided from assessments levied on approximately 8,000 parcels within the City. Of all the programs administered by Public Works, the LLADs have the largest visual impact on the community, arguably are most impactful to property values, and involve the greatest interaction with the public.

Administration of the LLAD program is complex and resource intensive. Each district is an independent entity, has unique amenities, and is assessed at the benefit received but also contributes its fair share of funding for landscaping and lighting on major roads .

Properties pay separate assessments on the County tax roll for the City’s major parks, which total approximately a dozen.
22-1002
70 Maintenance is provided by a combination of City staff and contractors. Staff cleans park bathrooms, picks up trash, repairs streetlights, abates graffiti, repairs ben ches, and performs other maintenance work as needed. Contractors perform the landscape and irrigation maintenance/repairs, fire breaks, tree trimming, and streetlight repair. They also construct the capital improvement projects (CIPs) such as pathway paving, tennis court resurfacing, and major park improvements including the Beechnut Park Improvement Project and Refugio Lake Park Picnic Area and Shade Structure Project, which are currently in design. Public Works has the primary responsibility for the overall management of the program, including oversight of the contractors.

Three (3) new LLAD-related issues are emerging that will require attention in the future .

The first is management of the City’s maturing urban forest . This includes 20+ year old trees in median strips along major corridors and in planter strips in residential subdivisions north of I-80, as well as City-owned trees adjacent to private property and travelled ways, especially Eucalyptus. The second is the management of the City’s op en space with regards to reducing risk from wildfires. The third emerging issue is managing the increasing number of sidewalk repairs that are being damaged by from the maturing trees.

In early 2022 , the City implemented a citizen request system to facilitate and track requests from residents, which has resulted in approximately 400 LLAD-related requests since its inception. Each request includes entering into dialogue with a resident and follow up on the action being required, such as investigating a hazard tree, assessing the source of a water leak, mowing practices, replacing plants that have died, and the like.

The Public Works Maintenance and Operations (“M&O”) Division currently consists of a Superintendent, Supervisor, and six (6) Maintenance Workers who administer the City’s sewer collection system, transportation system, and public buildings in addition to the LLAD program. Historically Maintenance Workers, while specializing in certain areas, have worked on all aspects of M&O. Since the 40% staffing layoffs in 2010, staff have been in a reactive mode, frequently jumping from assignment to assignment, based upon the priority at the time . To better meet the Department’s needs , a Maintenance Worker position was reclassified to the Public Works Inspector/Specialist position in 2021, and a second Maintenance Worker position was reclassified to the Maintenance Supervisor position in 2023, resulting in the current staffing level and organizational structure.

ANALYSIS:

Creating the new Landscaping and Lighting Program Coordinator position will be significant step in restoring staffing levels to a sustainable level, which, coupled with an associated restructuring within the M&O Division , will allow for significantly enhanced service delivery.

As outlined in the attached Landscaping and Lighting Program Coordinator job description, the primary duties of this new position will be to respond to citizen requests 71 remotely using the City’s citizen request software and also on-site, in-person, as needed; oversight of all facets of the landscape maintenance contract including coordinating with the contractor, performing field inspections, reviewing and assessing change orders, and monitoring irrigation water usage ; acting as a liaison between residents and the landscaping contractor; oversight of the streetlight contractor and performing streetlight audits; inspection of the City’s urban forest including hazard tree removal and tree trimming; inspection of weed abatement activities in open space to meet Fire Code; and inspection and coordination on the repair of sidewalks damaged by tree roots.

Currently these duties are being performed piecemeal by Maintenance Workers, the Public Works Inspector/Specialist, and the Superintendent and compete by priority across all the Department’s responsibilities . Having these work duties consolidated under the new Landscaping and Lighting Program Coordinator position who will be dedicated solely to performing these assignments will be much more effective, especially with regards to timely responses to requests from residents and monitoring the landscaping contract or for compliance, including water consumption during irrigation and mowing throughout the City. The addition of the Landscaping and Lighting Program Coordinator will position the City to better respond to emerging issues, including management of the urban forest, open space fire abatement, and sidewalks damaged by tree roots.

The Landscaping and Lighting Program Coordinator position would be a non-exempt, full- time position represented by the Teamsters Local 315 Union and assigned to Grade 147 which has been added to the full-time Teamsters represented salary schedule (Att #3).

5% incentive pay is recommended for ISA Arborist Certification since a separate, contract arborist would not be needed to inspect roots of trees while sidewalks are being repaired and will allow the Landscaping and Lighting Program Coordinator to better evaluate hazard tree complaints and the annual programmatic tree trimming while it is being performed by the contractor.

FISCAL IMPACT:

The estimated annual cost for the Landscaping and Lighting Program Coordinator position, fully loaded assuming family-level health insurance benefits are elected, would be $176K mid -step. Existing s taff who are currently performing this fu nction would be reassigned to facility m aintenance to enhance the level of maintenance on public buildings, which will result in a $106,000 increase in cost to the Facility Maintenance Fund. With this cost reallocation, the addition of the Landscaping and Lighting Program Coordinator position will be cost-neutral for all LLADs, except for LLAD No. 83-2 Zone 10 – Citywide Parks, which will have an annual increase of approximately $70,000, which is the remaining cost to fund the L andscaping and Lighting Program Coordinator position, and this additional level of effort would be utilized to improve and better maintain City Parks as identified in the recently -adopted Parks Master Plan. Funding for the 72 Landscaping and Lighting Program Coordinator position and associated reallocation was included in the Adopted FY 24-25 Budget.

ATTACHMENTS:

1. Resolution

2. Landscaping and Lighting Program Coordinator Job Description

3. Amended Salary Schedule for FY 24-25 – Teamsters FT Positions

73 RESOLUTION NO. 24-

RESOLUTION OF THE CI TY COUNCIL OF THE C ITY OF HERCULES APPR OVING

THE ADDITION OF A LANDSCAPING AND LIGH TING PROGRAM COORDINATOR JOB DESCRIPTION TO THE CITY’S CLASSIFICATION PLAN AND APPROVING AN

AMENDED SALARY SCHEDULE FOR FULL-TIME TEAMSTERS POSITIONS FOR FY 2024-25

WHEREAS, funding for the new Landscaping and Lighting Program Coordinator position was included in the Adopted FY 2024-25 Budget; and

WHEREAS, this position will be funded through L andscaping and Lighting Assessment District (LLAD) revenue but have no cost impacts on the 5 Districts except for an increase in $70,000 to LLAD 83 -2 Zone 10 Citywide Parks as other staffing resources will be reallocated to Facilities Maintenance in the amount of $106,000 to fully fund th is new position; and

WHEREAS, the additional resources allocated to Citywide Parks will be to implement recommendations in the newly adopted Parks Master Plan and the resources allocated to Facilities Maintenance will address the backlog in deferred maintenance; and

WHEREAS, the Landscaping and Lighting Program Coordinator position will provide oversight of the contract landscaping, tree trimming, weed abatement in open space, hazard tree removal, and streetlight repairs; respond to citizens’ requests including use of the City’s reporting software; and act as a liaison between the contractor and residents.

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

1. The Council hereby approves the addition of a Landscaping and Lighting Program Coordinator job description to the City’s Classification Plan, effective immediately, set forth in Exhibit 1.

2. The Council hereby approves the Amended Salary Schedule for FY 2024-25 – Full Time Positions represented by the Teamsters Local 315, set forth in Exhibit 2.

The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 12th day of November 2024, by the following vote of the Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

___________________________
Dan Romero, Mayor
ATTEST:
74 Eibleis Melendez, City Clerk

75 LANDSCAPING AND LIGHTING PROGRAM COORDINATOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION
Under general supervision, reviews the work of contractors responsible for providing landscape and lighting services and activities for the City's Landscape and Lighting Districts (LLAD).

Provides pertinent LLAD information to residents and businesses and responds to inquiries and complaints using the City’s citizen request software system and in person. Coordinates, monitors, and provides technical input for assigned landscape, irrigation, and lighting projects and other special programs. Ensures conformance with applicable Federal, State, and local laws, codes, ordinances, plans, specifications, and departmental regulations and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned management and supervisory staff. May supervise assigned staff. Exercises technical and functional direction and provides training to lower-level staff. Provides oversight of contractors.

DISTINGUISHING CHARACTERISTICS
This is a journey-level class responsible for performing the full range of technical work in all the following areas: Inspecting the workmanship and materials used in a variety of public works and LLAD projects and maintenance programs, ensuring conformance with plans, specifications, and departmental regulations, and directing contractors to achieve quality control and proper use of materials. Responsibilities require comprehensive knowledge of the development and provision of landscape, irrigation, and lighting services, the ability to organize and oversee the work of staff and/or contractors, and the ability to execute various administrative responsibilities of assigned projects. Responsibilities include engaging with members of the public on LLAD- related requests and complaints and tracking requests in the City’s software. Incumbents receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

ESSENTIAL FUNCTIONS
Essential and other important responsibilities and duties may incl ude, but are not limited to, the following:

Duties and Essential Functions
 Inspects all phases of Landscape and Lighting Districts (LLAD) maintenance contracts and improvement projects for conformance with plans, specifications, contract provisions, and safe work practices in accordance with Federal, State, and local codes; inspects materials for identification; performs routine field tests as needed.  Records amounts of materials used and work performed; prepares necessary reports for progress payments and reviews progress payments.
76  Acts as liaison between the City, contractors, other agencies, and businesses and residents affected by LLAD projects; maintains communication among the parties and responds to and resolves issues or refers them to the proper office for resolution; prepares work orders in response to LLAD complaints; investigates resident complaints; confers with property owners regarding project schedule, hazards, and inconvenience.  Assists with request for proposals and selection of sidewalk, streetlight, landscape, tree trimming, tree removal, and tree planting maintenance contracts; administer, inspect, and evaluate the work of contractors; establishes procedures and develops tracking system to ensure the success of contracts and associated budgets.  Inspect landscaped areas for compliance with City approved landscape and irrigation plans during various stages of construction, installation, and eventual maintenance.  Review water consumption data and billing for landscape irrigation.  Review energy consumption data and billing for street lighting, to include performing streetlight audits.
 Prepare daily logs on construction, installation and/or maintenance performed; document work progress, deficiencies and corrective action required with consistent follow-through to ensure work is completed satisfactorily and maintained properly; documentation may include, but not be limited to: Written text, charts, drawing, and/or sketches to prove activities.
 Inspects adjacent properties for damage from construction activity.  Assist with coordination of emergency tree work.
 Assist with managing the City’s urban forest, including interpreting and following recommendations in arborist reports.
 Participates in all aspects of bid processes, including pre-construction meetings with contractors and developers and completion of construction.  Confers with LLAD contractors regarding conformance to standards, plans, specifications, and codes; explains requirements and evaluates alternatives.  Consults with Public Works staff regarding problems and change alternatives.  Prepares and maintains daily inspection reports, progress payments, change orders, claims, and other written documentation.
 Performs landscape, irrigation, and lighting plan reviews and inspections of various LLAD sites for compliance with City standards.
 Prepares a variety of correspondence, reports, correction notices, procedures, and other written materials related to LLAD projects.
 Performs duties of a disaster services worker in event of an emergency.  Performs other duties as assigned.

QUALIFICATIONS
Any combination of experience and education / training that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:

Knowledge of:
 Materials, methods, principles, and practices used in public works construction, including streets, curbs, gutters, sidewalks, drainage, streetlights, and related facilities and appurtenances.
77  Principles and practices of public works construction inspection.  Principles and practices of landscape, irrigation, and lighting project development, implementation, review, and evaluation.
 Basic practices of construction contract administration in a public agency setting.  Applicable Federal, State, and local laws, codes, regulations, and departmental policies.  Technical principles and practices of engineering design, specification, and cost estimate preparation.
 Defects and faults in construction.
 Materials sampling, testing, and estimating procedures.  Mathematical principles and theories.
 Technical report writing and preparation of correspondence.  Principles and procedures of record keeping.
 Modern office practices, methods, and computer equipment and applications related to work.
 Safe driving rules and practices.
 English usage, spelling, vocabulary, grammar, and punctuation.  Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:
 Inspect standard capital improvement, public works, and LLAD projects and maintenance programs to ensure compliance with plans and specifications.  Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations, technical written material, and departmental policies governing public works construction.
 Detect and locate faulty materials and workmanship and determining the stage of construction during which defects are most easily found and remedied.  Review and analyze construction plans, specifications, maps, and legal descriptions for conformance with City standards and policies.
 Coordinate activities with multiple contractors, engineers, and property owners.  Respond to complaints or inquiries from citizens, staff, and outside organizations.  Prepare and maintain accurate and complete records; prepare clear and concise technical reports.
 Make accurate mathematical, financial, and statistical computations.  Operate office equipment including computers and word processing, spreadsheet, and database applications.
 Communicate clearly and concisely, both orally and in writing.  Organize own work, set priorities, and meet critical time deadlines.  Understand and follow oral and written instructions.
 Use English effectively to communicate in person, over the telephone, and in writing.  Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
 Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

78 Education and Experience:

Any combination of training and experience, which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to completion of an Associate of Science degree in civil engineering, urban forestry, botany, or related field and three (3) years of increasingly responsible public agency engineering, public works infrastructure construction, inspection, or related experience.

Licenses and Certifications:

Possession of a valid California driver's license and satisfactory driving record as determined by the City’s policy.

ENVIRONMENTAL CONDITIONS
The functions of this position are performed both in an indoor office environment and outdoor locations. The outdoor setting includes various weather conditions, including heat and sunshine.

Incumbent will be exposed to loud noise levels, road hazards, mechanical and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset staff and/or public and private representatives and contractors in interpreting and enforcing departmental policies and procedures.

PHYSICAL CONDITIONS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to inspect City development sites, including traversing uneven terrain, climbing ladders, stairs, and other temporary or construction access points, to operate a motor vehicle, and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. Requires sitting for long periods of time, standing in work areas, walking between work areas, and conducting inspections. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 50 pounds.

Note: Accommodations may be made for some of the essential functions / requirements listed for qualified individuals who require and request such accommodation, due to a qualified disability.

79 BARGAINING UNIT/

EMPLOYEE GROUP POSITIONS
GRADE
TEAMSTERS FT ACCOUNTING TECHNICIAN I 145 $ 65,951.4014 $ 33.3762 $ 69,248.9715 $ 35.0450 $ 72,711.4201 $ 36.7973 $ 76,346.9911 $ 38.6371 $ 80,164.3406 $ 40.5690 $ 84,172.5576 $ 42.5974 TEAMSTERS FT ASSISTANT ENGINEER 150 $ 96,904.3416 $ 49.0407 $ 101,749.5587 $ 51.4927 $ 106,837.0366 $ 54.0673 $ 112,178.8884 $ 56.7707 $ 117,787.8329 $ 59.6092 $ 123,677.2245 $ 62.5897 TEAMSTERS FT ASSISTANT PLANNER 149 $ 89,725.6348 $ 45.4077 $ 94,211.9166 $ 47.6781 $ 98,922.5124 $ 50.0620 $ 103,868.6380 $ 52.5651 $ 109,062.0699 $ 55.1934 $ 114,515.1734 $ 57.9530 TEAMSTERS FT ASSOCIATE ENGINEER 151 $ 104,656.6026 $ 52.9639 $ 109,889.4327 $ 55.6121 $ 115,383.9044 $ 58.3927 $ 121,153.0996 $ 61.3123 $ 127,210.7546 $ 64.3779 $ 133,571.2923 $ 67.5968 TEAMSTERS FT COMMUNITY DEVELOPMENT SPECIALIST 146 $ 70,535.7355 $ 35.6962 $ 74,062.5222 $ 37.4810 $ 77,765.6484 $ 39.3551 $ 81,653.9308 $ 41.3228 $ 85,736.6273 $ 43.3890 $ 90,023.4587 $ 45.5584 TEAMSTERS FT INFORMATION SYSTEMS ADMINISTRATOR 151 $ 104,656.6026 $ 52.9639 $ 109,889.4327 $ 55.6121 $ 115,383.9044 $ 58.3927 $ 121,153.0996 $ 61.3123 $ 127,210.7546 $ 64.3779 $ 133,571.2923 $ 67.5968 TEAMSTERS FT INFORMATION SYSTEMS SPECIALIST 148 $ 83,079.2675 $ 42.0442 $ 87,233.2309 $ 44.1464 $ 91,594.8924 $ 46.3537 $ 96,174.6371 $ 48.6714 $ 100,983.3689 $ 51.1049 $ 106,032.5374 $ 53.6602 TEAMSTERS FT LANDSCAPING AND LIGHTING PROGRAM COORDINATOR 147 $ 76,925.6002 $ 38.9300 $ 80,771.8802 $ 40.8765 $ 84,810.4742 $ 42.9203 $ 89,050.9979 $ 45.0663 $ 93,503.5478 $ 47.3196 $ 98,178.7252 $ 49.6856 TEAMSTERS FT MAINTENANCE AIDE 141 $ 48,476.3969 $ 24.5326 $ 50,900.2167 $ 25.7592 $ 53,445.2276 $ 27.0472 $ 56,117.4889 $ 28.3995 $ 58,923.3634 $ 29.8195 $ 61,869.5316 $ 31.3105 TEAMSTERS FT MAINTENANCE WORKER I 143 $ 56,542.5720 $ 28.6147 $ 59,369.7006 $ 30.0454 $ 62,338.1857 $ 31.5477 $ 65,455.0949 $ 33.1250 $ 68,727.8497 $ 34.7813 $ 72,164.2422 $ 36.5204 TEAMSTERS FT MAINTENANCE WORKER II M46 $ 69,850.8366 $ 35.3496 $ 73,343.3784 $ 37.1171 $ 77,010.5474 $ 38.9729 $ 80,861.0747 $ 40.9216 $ 84,904.1285 $ 42.9677 $ 89,149.3349 $ 45.1161 TEAMSTERS FT MANAGEMENT ANALYST 147 $ 76,925.6002 $ 38.9300 $ 80,771.8802 $ 40.8765 $ 84,810.4742 $ 42.9203 $ 89,050.9979 $ 45.0663 $ 93,503.5478 $ 47.3196 $ 98,178.7252 $ 49.6856 TEAMSTERS FT POLICE SUPPORT SPECIALIST 145 $ 65,951.4014 $ 33.3762 $ 69,248.9715 $ 35.0450 $ 72,711.4201 $ 36.7973 $ 76,346.9911 $ 38.6371 $ 80,164.3406 $ 40.5690 $ 84,172.5576 $ 42.5974 TEAMSTERS FT PUBLIC WORKS INSPECTOR / SPECIALIST 147 $ 76,925.6002 $ 38.9300 $ 80,771.8802 $ 40.8765 $ 84,810.4742 $ 42.9203 $ 89,050.9979 $ 45.0663 $ 93,503.5478 $ 47.3196 $ 98,178.7252 $ 49.6856 TEAMSTERS FT PUBLIC WORKS SUPERVISOR 147 $ 76,925.6002 $ 38.9300 $ 80,771.8802 $ 40.8765 $ 84,810.4742 $ 42.9203 $ 89,050.9979 $ 45.0663 $ 93,503.5478 $ 47.3196 $ 98,178.7252 $ 49.6856 TEAMSTERS FT RECREATION COORDINATOR 146 $ 70,535.7355 $ 35.6962 $ 74,062.5222 $ 37.4810 $ 77,765.6484 $ 39.3551 $ 81,653.9308 $ 41.3228 $ 85,736.6273 $ 43.3890 $ 90,023.4587 $ 45.5584 TEAMSTERS FT RECREATION SUPERVISOR 147 $ 76,925.6002 $ 38.9300 $ 80,771.8802 $ 40.8765 $ 84,810.4742 $ 42.9203 $ 89,050.9979 $ 45.0663 $ 93,503.5478 $ 47.3196 $ 98,178.7252 $ 49.6856 TEAMSTERS FT RECREATION TECHNICIAN 145 $ 65,951.4014 $ 33.3762 $ 69,248.9715 $ 35.0450 $ 72,711.4201 $ 36.7973 $ 76,346.9911 $ 38.6371 $ 80,164.3406 $ 40.5690 $ 84,172.5576 $ 42.5974 TEAMSTERS FT SENIOR CLERK 143 $ 56,542.5720 $ 28.6147 $ 59,369.7006 $ 30.0454 $ 62,338.1857 $ 31.5477 $ 65,455.0949 $ 33.1250 $ 68,727.8497 $ 34.7813 $ 72,164.2422 $ 36.5204 TEAMSTERS FT SENIOR PLANNER 151 $ 104,656.6026 $ 52.9639 $ 109,889.4327 $ 55.6121 $ 115,383.9044 $ 58.3927 $ 121,153.0996 $ 61.3123 $ 127,210.7546 $ 64.3779 $ 133,571.2923 $ 67.5968 FY 23-24 AMENDED SALARY SCHEDULE
WITH 4.5% COLA
STEP 5 STEP 6

ANNUAL HOURLY ANNUAL HOURLY ANNUAL HOURLY ANNUAL HOURLY ANNUAL HOURLY ANNUAL HOURLY STEP 1 STEP 2 STEP 3 STEP 4
80 DI

SCUSSION AND/OR ACTION

AGENDA ITEM

4. 22-975
81 REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of November 12, 2024
TO: Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
SUBJECT: Demolition of Creekside Shopping Center Clock Tower and Direction Regarding Potential New City Signage
RECOMMENDED ACTION:

Staff recommends the City Council:

1. Receive the report,

2. Adopt a resolution authorizing demolition of the clock tower at the entrance of the Creekside Shopping Center for an amount not to exceed $9,000, and

3. Provide direction to staff on options for replacing the clock tower.

BACKGROUND:

During the FY 2024 -2025 annual budget process, the City Council allocated $100,000 within the Capital Budget and requested a staff recommendation for removing, repairing, or replacing the Creekside Shopping Center Clock Tower structure. The Creekside Clock Tower is located on City -owned land on Sycamore Avenue between the Highway 80 overpass and the entrance to the C reekside Shopping Center. This feature was constructed on City property by the original developer of the center in the mid-1980s. The original tower structure featured a clock face on top and wayfinding signage for businesses located in the shopping center.

Over time, the business signage and clock face (which had not worked for many years) were removed from the structure (Figure 1 – Current State of the Clock Tower). In recent years, the clock tower has been blighted, periodically used by unhoused individuals for shelter, and has become a public safety concern for the community. 22-975
82 Figure 1 - Creekside Clock Tower

For these reasons, staff recommends that the City Council consider the following options:

1. Option 1 – Take no action.

2. Option 2 – Refurbish existing structure

3. Option 3 – Demolish existing structure and do not replace

4. Option 4 – Demolish existing structure and replace with new structure in same location

5. Option 5 – Demolish and construct signage or other specialty structure in another space to be determined

ANALYSIS:

Since the existing clock tower has been in a state of disrepair for years and has become a nuisance to the community , staff recommends that it be removed to preserve public health and safety. Should the City Council decide to demolish and replace the existing structure, staff seeks direction on the options identified above. The chart below provides additional details on each choice:

OPTION ADVANTAGES/DISADVANTAGES COSTS
1 - Take no action – Leave existing
structure in place
Advantages – No Cost
Disadvantages – Continued blighted condition $0
2 - Refurbish existing structure
Advantages - Cost-effective and quick fix
Disadvantages - Repairs may need to be
repeated if the sign continues to deteriorate.
$TBD
3 - Demolish existing and do not
replace
Advantages – Long-term cost savings; eliminates
ongoing maintenance and repair costs; frees up
space for other uses, such as for future walkway.

Disadvantages – None identified
$9,000
4 - Demolition existing and replace at
same location
Advantages – New signage or other specialty
structures are less likely to need repairs for a long
time; opportunity for City to update the design
Disadvantages - More expensive upfront costs
compared to repairs; longer lead time needed for
design and construction
$9,000 plus $TBD
for replacement
structure
5 - Demolition existing and replace at
different location to be determined
Advantages – Same as Option 4
Disadvantages – Same as Option 4
$9,000 plus $TBD
for replacement
structure at different
location
83 Potential Project Near Clock Tower; Trails-to-Transit and Bay Trail Gap Closure Grant Should the City council desire to demolish the existing clock tower and replace it with another structure at the same location, future improvements planned for the area should be considered. For example, t he City of Hercules recently supported Contra Costa Transportation Authority's Multi-Jurisdiction West & Central Contra Costa County All Ages & Abilities Trails -to-Transit and Bay Trail Gap Closure Grant Application. The City of Hercules' portion of th at project focuses on closing a gap in an SF Bay Trail Connector Route on Sycamore Avenue that connects San Pablo Avenue to the west of Refugio Valley Road to connect to recent improvements on Sycamore Avenue, Willow Avenue, and the trail network along Refugio Valley Road. The connection will close a gap in th e active transportation network to allow residents, workers, and visitors to Hercules to walk, bike, and roll from east to west Hercules, which is currently prevented by the high-stress Sycamore Avenue connection as the only route under Interstate 80 to co nnect the two sides of the City. This project would connect to the newly installed shared -use path from San Pablo Avenue to John Muir Parkway, with a future phase connecting along John Muir Parkway to complete the gap and connect to Bayfront and the Bay Trail, closing the high- priority connection gap per the MTC SF Bay Trail Implementation Plan. When that final connection is completed, pedestrians and bicyclists can access the SF Bay Trail near Railroad Park via the existing shared-use path network paralleling Sycamore Avenue and using low -stress neighborhood streets. A grant award would allow this transformative project to move forward for the City of Hercules, providing a facility appropriate for a high volume of all ages and abilities as well as pedestrians and bicyclists that wish to access essential destinations, schools, parks, and other recreational opportunities across the City of Hercules and regionally. If the grant is awarded, the funded project would include the current location of the clock tower.

FISCAL IMPACT:

A total of $100,000 has been allocated in the FY 2024-2025 Capital Improvement Projects Budget to remove, repair, or replace the Creekside Shopping Center Clock Tower structure. Out of this amount, $9,000 may be designated for the tower's demolition. As identified above, the remaining $91,000 would remain in the fund to implement Options 2, 4, or 5.
84 ATTACHMENTS:

1. Attachment 1 – Resolution

2. Attachment 2 - Letter of Support - Hercules SR2TBT_20241009

3. Attachment 3 – West Central SR2TBT ProjectMap.pdf
Financial Impact
Description: Demolition of Creekside Shopping Center Clock Tower Funding Source: General Fund (300-5432-642.05-00)
Budget Recap:

Total Estimated cost: $9,000 New Revenue: None
Amount Budgeted: $100,000 Lost Revenue: N/A
New funding required: No New Personnel: N/A
Council Policy Change: Yes No

85 RESOLUTION 24-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES AUTHORIZING

THE DEMOLI TION OF THE CLOCKTOWER AT THE ENTRANCE OF THE CREEKSIDE SHOPPING CENTER FOR AN AMOUNT NOT TO EXCEED $9,000

WHEREAS, the Creekside Clock Tower is located on City -owned land on Sycamore Avenue between the Highway 80 overpass and the entrance to the Creekside Shopping Center;

WHEREAS, the clock tower was constructed on City property by the original developer of the center in the mid -1980s and featured a clock face on top and wayfinding signage for businesses located in the shopping center;

WHEREAS, the business signage and clock face, which had not worked for many years, were removed from the structure; and

WHEREAS, in recent years, the clock tower has been blighted, periodically used by unhoused individuals for shelter, and has become a public safety concern for the community; and

WHEREAS, the City Council previously allocated $100,000 from the FY 2024 -2025 budget to remove, repair, or replace the structure and has now determined that demolition and removal is appropriate; and

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Hercules, that the clocktower at the entrance of the Creekside Shopping Center is authorized for demolition and that staff may take any and all actions necessary to complete demolition that do not exceed $9,000.

The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 12th day of November 2024, by the following vote of the Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Dan Romero, Mayor

ATTEST:

Eibleis Melendez, City Clerk
86 CITY OF HERCULES
Dante Hall, City Manager

October 09, 2024

Metropolitan Transportation Commission (MTC)
Attention: SR2TBT Evaluation Committee
375 Beale Street
San Francisco, CA 94105

Subject: Support for Contra Costa Transportation Authority’s Multi-Jurisdiction West & Central Contra Costa County All Ages & Abilities Trails-to-Transit and Bay Trail Gap Closure Grant Application

Dear SR2TBT Evaluation Committee and the Metropolitan Transportation Commission (MTC):

The City of Hercules is pleased to submit this letter as a commitment to the implementation of the Sycamore Avenue Bicycle and Pedestrian East-West City Connector project as part of Contra Costa Transportation Authority’s (CCTA) Multi- Jurisdiction West & Central Contra Costa County All Ages & Abilities Trails-to-Transit and Bay Trail Gap Closure initiative. The City of Hercules’ portion of the project focuses on closing a gap in a SF Bay Trail Connector Route on Sycamore Avenue that connects San Pablo Avenue to west of Refugio Valley Road to connect to recent improvements on Sycamore Avenue, Willow Avenue, and the trail network along Refugio Valley Road.

The connection will close a gap in the active transportation network to allow residents, workers, and visitors to Hercules to walk, bike, and roll from east to west Hercules which is currently prevented by the high-stress Sycamore Avenue connection as the only route under Interstate 80 to connect the two sides of the City. This project would connect to the newly installed shared use path from San Pablo Avenue to John Muir Parkway, with a future phase connecting along John Muir Parkway to complete the gap and connect to Bayfront and the Bay Trail closing the high priority connection gap per the MTC SF Bay Trail Implementation Plan. Until that final connection is completed, this connection would allow pedestrians and bicyclists to access the SF Bay Trail access points near Railroad Park via the existing shared use path network paralleling Sycamore Avenue and using low-stress neighborhood streets. An award for this project would allow this transformative project to move forward for the City of Hercules, providing a facility appropriate for a high volume of all ages & abilities pedestrians and bicyclists that wish to access essential destinations, schools, parks, and other recreational opportunities across the City of Hercules and regionally.

The City of Hercules has committed to contributing and leveraging $185,000 in City funds in addition to $135,000 in TDA Article 3 grant funding for a total commitment of $320,000, pending City Council approval. The timing for the funding coincides with that

87 of the SR2TBT to fund the Sycamore Avenue Bicycle and Pedestrian East-West City Connector project. Without an SR2TBT grant, the transformative projects would remain beyond the City’s reach for years to come.

The City is committed to being responsible and accountable for any future amount above the proposed project cost should the estimate not be sufficient. Furthermore, the City will assume responsibility for the ongoing maintenance and operations of the constructed facilities to ensure their long-term success and sustainability.

We are dedicated to continuing our engagement with the public throughout the project design and implementation phases, ensuring that the final project is informed by the community's needs and feedback.

Thank you for considering this multi-jurisdiction application. The City of Hercules looks forward to the opportunity to partner with CCTA and MTC to deliver this vital project, ensuring the quality of life that residents deserve and contributing to a more accessible and connected community and region.

Sincerely,

Dante Hall
City Manager
City of Hercules
88 WEST

CENTRAL
WEST

LAMORINDA

CENTRAL

LAMORINDA

CENTRAL
LAM
ORINDA

LAMORINDA
El Cerrito
Hercules
Martinez
Pinole
Pleasant HillRichmond
San Pablo
Project Locations Map
Proposed All Ages & Abilities Class I and Class IV
B
ikeways (1.5 Miles)
Bay Trail Gaps (Existing)
Bay Trail Connector Trail Gaps (Existing)
Schools
MTC Shared Mobility Hubs (Proposed)
Contra Costa Countywide Boundary
BayVIZ High Injury Network 2013-2022
Sub-Regions
City Boundaries
Equity Priority Communities (MTC)
¯
0 42 Miles
San Francisco
Berkeley
Benicia
WEST
Hercules
Sycamore Ave
0 21 Miles
Hercules Transit Center
- W
estCAT
Hercules Hub (Planned)
- Amtr
ak
- San Francisco Bay Ferry
- WestCAT
Hercules Inset
Bay Trail
Gap Closure
WEST

CENTRAL

CENTRAL
Berrellesa St
0 10.5 Miles
Martinez Intermodal Station
- Amtr
ak
- WestCAT
- Tri Delta Transit
- County Connection
Martinez Inset
Bay Trail
Gap Closure
WEST
Richmond
San Pablo Avenue
Cutting Blvd
0 11 Miles
El Cerrito del Norte
BAR
T Station
- BART
- AC Transit
- Golden Gate Transit
- WestCAT
- Solano Express
- Napa Vine
El Cerrito Inset
Transit Connectivity
89 DIS

CUSSION AND/OR ACTION

AGENDA ITEM

5. 22-1001
90 STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of November 12, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Edwin Gato, Director of Finance
SUBJECT: Consideration of Adoption of a Resolution Directing the City Manager and Director of Finance and Their Designees to Take Actions Necessary to Prepare for Issuance of Lease Revenue Refunding Bonds, including but not Limited to Actions Related to Evaluating the Feasibility of Refinancing
RECOMMENDED ACTION:

Adopt a Resolution of the City Council of the City of Hercules Directing the City Manager, Director of Finance , and Their Designees to Take Actions Necessary to Prepare for Issuance of Lease Revenue Refunding Bonds, including but not Limited to Actions Related to Evaluating the Feasibility of Refinancing.

DISCUSSION:

Background
In 2009, the City authorized the Hercules Public Financing Authority (the "Authority") to issue Taxable Lease Revenue Bonds, Series 2009 (Bio -Rad Project) (the "Prior Bonds"). The purpose of these bonds was to finance the acquisition of certain real property located at 203-295 Linus Pauling Drive in the City (the "Leased Premises"). This property consists of five buildings totaling approximately 96,847 square feet, where Bio-Rad Laboratories, Inc. ("Bio-Rad") conducts office, laboratory, and light manufacturing operations.

To facilitate the issuance of the Prior Bonds, the City entered into a Lease Agreement with Bio-Rad (the "Bio-Rad Lease"). According to this agreement, Bio-Rad makes annual Base Rent payments that increase over time for the use of the Leased Premises. Thes e Base Rent payments provide the City with the necessary funds to cover scheduled principal and interest payments on Prior Bonds.
22-1001
91 Before the bond year ending July 1, 2023, the Base Rent payments were not enough to cover the debt service on the Prior Bonds. At the time of issuance, the Authority purchased a guaranteed investment contract with a portion of the proceeds of the Prior Bonds to make up the expected shortfall between the Base Rent payments paid by Bio -Rad and debt service on the Prior Bonds through the bond year ending July 1, 2023. Since then, the Base Rent payments have exceeded the annual principal and interest payments on the Prior Bonds, providing additional amounts which the City is entitled to retain.

In conjunction with the issuance of t he Prior Bonds, the City entered into a Cooperation Agreement with the Authority. Under this agreement, the City agreed to make scheduled principal and interest payments on Prior Bonds if the Base Rent payments are insufficient.

Moreover, Bio-Rad has the option to terminate all or part of the Bio-Rad Lease on or after September 15, 2023. If this occurs, the City’s General Fund will become responsible for the scheduled principal and interest payments on Prior Bonds.

Additionally, Bio-Rad has the right to purchase the Leased Premises on the 15th, 20th, and 25th anniversary dates of the Lease Commencement Date (September 15, 2008) for specified amounts, or at the Expiration Date (September 14, 2038) of the Bio-Rad Lease for $1. The City also advanced $2 million to Bio-Rad for tenant improvements at an interest rate of 4.5%, and the outstanding balance as of October 31, 2024, is $1,291,231.83.

Analysis
Bio-Rad has requested several meetings with City staff to discuss options for purchasing the Leased Premises under the Bio-Rad Lease or the feasibility of refinancing the Prior Bonds for debt service savings and reducing the Bio -Rad Base Rent payments commensurately. On November 4, 2024, Bio-Rad sent a letter to the City (attached here) requesting that the City proceed with pursuing a refunding of the Prior Bonds.

Staff recommend that the Council adopt a resolution to engage the financing team, which includes bond and disclosure counsel, a municipal advisor, a trustee, and an underwriter/placement agent. Their role will be to evaluate the feasibility of refinancing and to take the necessary actions to move forward, including negotiating any amendments to the Bio-Rad Lease as needed. This action will not commit the City to authorize the issuance of refunding bonds or to amend the Bio-Rad Lease at this stage. The bond financing process typically takes about 3 to 4 months. Staff plans to seek authorization from the Council and Commission to issue the refunding bonds and will present draft financing documents to the Council in February 2024.

FISCAL IMPACT:

There is currently no fiscal impact associated with adopting the Resolution. If the Resolution is adopted, staff and consultants will begin the refinancing process. However, consultant fees will only be paid if the refinancing is completed, and those fees will be covered by the bond proceeds.

92 ATTACHMENTS:

1. Resolution

2. Bio-Rad Letter
93 HERCULES CITY COUNCIL
RESOLUTION NO. 24-__

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES DIRECTING

THE CITY MANAGER, DIRECTOR OF FINANCE AND THEIR DESIGNEES TO TAKE

ACTIONS NECESSARY TO PREPARE FOR ISSUANCE OF LEASE REVENUE

REFUNDING BONDS, INCLUDING BUT NOT LIMITED TO ACTIONS RELATED TO

EVALUATING THE FEASIBILITY OF REFINANCING
WHEREAS, the City of Hercules (the “City”), a general law city organized and existing under the laws of the State of California, previously caused the Hercules Public Financing Authority (the “Authority”) to issue the Hercules Public Financing Authority Taxable Lease Revenue Bonds, Series 2009 (Bio-Rad Project) (the “Prior Bonds”) to finance the acquisition of certain real property located at 203 -295 Linus Pauling Drive in the City of Hercules, including five buildings consisting of approximately 96,847 square feet, at which Bio-Rad Laboratories, Inc. (“Bio-Rad”) conducts office, laboratory, and light manufacturing operations (the “Bio-Rad Facility”); and
WHEREAS, pursuant to a Lease Agreement between the City and Bio-Rad, dated August 14, 2008 (the “Bio -Rad Lease”), Bio -Rad pays annual Base Rent (the “Bio -Rad Base Rent”) to the City, which since Fiscal Year 2023-24 have been sufficient to enable the City to pay scheduled principal and interest payments on the Prior Bonds , plus additional amounts which the City is entitled to retain; and WHEREAS, in connection with the issuance of the Prior Bonds, the City and the Authority entered into a Cooperation Agreement pursuant to which the City agreed to pay scheduled principal and interest payments on the Prior Bonds if and to the extent the Bio- Rad Base Rent is insufficient to make such payments in full; and WHEREAS, the City’s municipal advisor, Urban Futures, Inc., has advised the City and Authority that, subject to market conditions, the Prior Bonds may be eligible for refinancing to achieve debt service savings; and
WHEREAS, the City now desires to work with the Authority to refinance the Prior Bonds through the issuance of lease revenue refunding bonds (the “Bonds”), which would be payable from the Bio-Rad Base Rent and, to the extent Bio-Rad Base Rent payments are insufficient to pay the Bonds, such Bonds would be payable from and ultimately secured by lease payments to be made by the City to the Authority under a financing lease to be executed and delivered in connection with the Bonds; and WHEREAS, in order to provide for the issuance of the Bonds to refinance the Prior Bonds, including the negotiation of amendments to the Bio-Rad Lease as necessary and appropriate for the issuance of the Bonds , City staff, under the direction of the City Manager, and with the assistance of the Authority and certain attorneys, consultants, and other third parties designated in Section 2 hereof, will proceed to evaluate the feasibility 94 of and take actions needed to proceed with the refinancing of the Prior Bonds through issuance of the Bonds; and
WHEREAS, prior to and as a condition to the issuance of the Bonds, the City Council of the City of Hercules (the “City Council”) and the Commission of the Authority must authorize the issuance of the Bonds at a future public meeting; and NOW, THEREFORE, BE IT RESOLVED by the City Council as follows:

1. The City Manager and the Director of Finance of the City and their designees are hereby authorized and directed to work with the Authority and its staff (under the direction of its Executive Director), the attorneys, consultants, and third parties designated in Section 2 below to take any and all actions necessary and appropriate to prepare for issuance of lease revenue refunding bonds, including but not limited to actions related to evaluating the feasibility of ref inancing, and to present any such refunding bonds and related agreements to the City Council and the Commission of the Authority for approval at a future meeting.

2. The City Council hereby approves and appoints Stradling Yocca Carlson & Rauth LLP, as Bond and Disclosure Counsel, Urban Futures , Inc., as Municipal Advisor, and The Bank of New York Mellon Trust Company, N.A., as Trustee, each to provide such services to the City Council as may be required to issue the Bonds. The City Council hereby appoints Stifel Nicolaus & Company, Incorporated , to serve as underwriter or placement agent, as applicable, in connection with the sale of the Bonds.

3. All the recitals in this Resolution are true and correct and are incorporated herein as findings.

The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 12th day of November, 2024, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Dan Romero, Mayor
95 ATTEST:

Eibleis Melendez, City Clerk

96 November 4, 2024

Dante G. Hall, ICMA-CM
City Manager, City of Hercules
111 Civic Dr.

Hercules, CA 94547

Dear Mr. Hall,

This letter follows recent meetings between Bio-Rad Laboratories, Inc. and the City of Hercules in reference to the Venture Commerce Center located at 203-295 Linus Pauling Dr. in Hercules, California.

In these meetings, the City of Hercules has introduced a course of action whereby the City would refund 2009 Lease Revenue Bonds using the same leased asset (Venture Commerce Center). As part of this refunding, the City (as landlord) would potentially reduce Bio-Rad's (as tenant) lease payments through savings achieved from favorable debt servicing terms.

Although there remains some uncertainty as to the exact eventual terms of the debt servicing, the City has provided a range of potential outcomes that it deems realistic and achievable. With this letter, Bio-Rad is encouraging the City to pursue this course of action to the extent that there would be a benefit to Bio-Rad in the form of a rent reduction at Venture Commerce Center.

This letter should not be interpreted as an acceptance of any new terms, either to the rent rate or to any other provisions in the existing lease (e.g. the buyout option and date of exercise provided established in the original lease terms).

Many Thanks,

David McVey
Director, Facilities
Bio-Rad Laboratories, Inc.

97 98

DISCUSSION AND/OR ACTION

AGENDA ITEM

6. 22-974

99 REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of November 12, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Mike Roberts, Public Works Director/City Engineer SUBJECT: Spring 2025 Composting Event
RECOMMENDED ACTION:

City Council receive a report on a proposed community composting event scheduled for Spring 2025.

BACKGROUND:

Earlier this year City Council directed staff to look into conducting a community composting event. Since that time, City staff have met with various parties who could potentially participate in a composting event as follows:

Republic Services - The City’s franchise waste hauler who own and operate a composting facility for the curbside waste they pick-up. Republic provides compost for give aways in other communities they service at no cost and could do the same for this event.

Recyclemore – West County’s post-collection recycling joint powers authority, which the City is a member agency of. Recyclemore has an outreach team they like to pair up with Republic’s compost give aways. The outreach team disseminates information on the benefits of curbside recycling and back yard recycling as well as the benefits of composting in general . They also offer the 3 -gallon kitchen pail as well as heavily discounted backyard composting bins which can be purchased on-line.

Hercules High School – Based upon discussions with the High School principal, students could volunteer for the event , though volunteer credits are no longer a requirement to 22-974
100
graduate. Depending upon the level of interest, students could volunteer a few hours on the day of the event or have a much more involved role such as serving as co-lead of the event, teamed up with a City employee . In addition to advancing a cause students feel passionate about (i.e. environmental stewardship), receiving recognition from the City such as a cert ificate of participation would help them build their portfolio for college admissions or their resume for employment.

ANALYSIS:

At this time the event is envisioned as occurring in April, after the High School open house on March 20, where the event coul d be advertised, including having a stand -alone table promoting the event.

The composting give away would be located in the back end of the parking lot of the Community Center, which has plenty of space and good traffic circulation. It is very close to the High School, within easy walking distance for the students. Parents currently park in the parking lot and along the entrance to the Community Center and wait to pick up their children.

If the event occurs on a weekday, parents who pick up t heir children could receive compost at the same time. It’s also possible that donations could be made for a High School program, which would attract more people to the give away that want to support the program. High school students could assist with bag ging and loading the compost into cars, tracking inventory, etc.

Republic could deliver the compost and Recyclemore would attend the event to provide outreach on curbside and backyard composting.

With all this in mind , a composting event seems viable and staff recommends more detailed planning occur in February 2025 for the April event.

FISCAL IMPACT:

The fiscal impact for this event is thought to be minimal at this time, only for the cost for the bags. There is sufficient appropriation in the General Fund to absorb these costs.

ATTACHMENTS:

1. Recyclemore Educational Materials
101
102
The service area includes: El Cerrito, Richmond,
Pinole, Hercules, San Pablo and also
unincorporated County cities (Bayview, El Sobrante,
Tara Hills, Montalvin Manor, North Richmond,
Rollingwood and East Richmond Heights).
w
ww.recyclemore.com/compost
Available for residents, schools, and businesses,
within West Contra Contra Costa County.

Limit 2 of each per address
8 0%$2 0

B A C K Y A R D C O M P O S T I N G

OFF COMPOST BINS &

OFF SUPPLIES
103
El área de servicio incluyes: El Cerrito, Richmond,
Pinole, Hercules, San Pablo y unincorporated
County (Bayview, El Sobrante, Tara Hills, Montalvin
Manor, North Richmond, Rollingwood y East
Richmond Heights).
w
ww.recyclemore.com/compost
Disponible para residentes, escuelas y empresas,
dentro del condado de West Contra Contra Costa.

Límite de 2 de cada uno por dirección
80%
$2
0 COMPOSTING EN EL PATIO TRASERO

FUERA DE LOS CONTENEDORES
DE

COMPOST Y

SIN SUMINISTROS
SÓLO

COMPOST
104

Hercules City CouncilNovember 12, 2024

Hercules City Council
November 12, 2024