Agenda Packet — Hercules City Council, October 28, 2025

Tuesday, October 28, 2025
6:30 PM
City of Hercules
111 Civic Drive
Hercules, CA 94547
City Council
Mayor Dion Bailey
Vice Mayor Chris Kelley
Council Member Alex Walker-Griffin
Council Member Dilli Bhattarai
Council Member Tiffany Grimsley
Dante Hall, City Manager
Christie Crowl, City Attorney
Eibleis Melendez, City Clerk
Meeting Agenda
CLOSED SESSION 6:30 P.M. REGULAR MEETING - 7:00 P.M.

In-Person in Council Chambers or Via Zoom:

Zoom ID: 813 8264 2674 Zoom Passcode: 557611
Zoom Phone Number: 1-669-900-6833
1 October 28, 2025City 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 - 6:30 P.M. 1A. 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. 25-291

CONFERENCE WITH LEGAL COUNCIL - ANTICIPATED LITIGATION
Initiation of litigation pursuant to Government Code Section 54956.9(d)(4) - 1 case.

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

V. A. REPORT ON ACTION TAKEN IN CLOSED SESSION
VI. PLEDGE OF ALLEGIANCE
VII. MOMENT OF SILENCE
VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS

1. 25-289
Contra Costa County Fire Protection District
PresentationAttachments:

IX. AGENDA ADDITIONS/DELETIONS

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2 October 28, 2025City 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. 25-290
Meeting Minutes for the Regular Meeting of October 14, 2025 Meeting Minutes for the Regular Meeting of October 14, 2025Attachments:

2. 25-286 Agreement with the Contra Costa Transportation Authority (CCTA) Governing Distribution of Program 28b Funds in Measure J RECOMMENDATION:

Adopt a Resolution Authorizing the City Manager to Execute an Agreement with the Contra Costa Transportation Authority (CCTA) Governing Acceptance of up to $60,000 of Program 28b Funds from Measure J.

Staff Report
Attach 1 - Resolution
Attach 2 - Agreement
Attachments:

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3 October 28, 2025City Council Meeting Agenda
XIII. DISCUSSION AND/OR ACTION ITEMS

1. 25-287 Authorize an Amendment to the Professional Services Agreement with Terraphase Engineering, Inc. to provide Design Services for the Refugio Lake Restoration Project and Amend the Fiscal Year 2025-26 Budget to Allocate Funds from the General Fund/Capital Reserve to Fully Fund the Design Contract
RECOMMENDATION:

Adopt a Resolution authorizing the City Manager to execute an amendment to the City’s August 28, 2025 Professional Services Agreement with Terraphase Engineering, Inc. (Terraphase) to provide design services for the Refugio Lake Restoration Project, increasing the cost by $206,879 to a total cost of $238,620 and amend the fiscal year (FY) 2025-26 budget by $118,620 to allocate funds from the General Fund/Capital Reserve to pay for the associated design services.

Staff Report
Attach 1 - Resolution
Attach 2 - Project Location Map
Attach 3 - Agreement
Attachments:

2. 25-288 Hercules City Clerk Department Update
RECOMMENDATION:

Receive an update on the City of Hercules City Clerk Department Staff Report - City Clerk Department Update.docx
Presentation
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.

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4 October 28, 2025City Council Meeting Agenda

1. Regional Committee
a. Contra Costa Mayors Conference
b. Hercules/ Pinole - WasteWater Management
c. League of Cities
d. Water Emerg. Transportation Authority
e. WCCIWMA
f. WCCTAC
g. West Co. Mayors & Supervisors Assoc. Meeting
h. WestCat
I. MCE
j. CCTA
k. East Bay Wildfire Coalition of Governments

2. City Council Committees and Subcommittees
a. Econ. Dev. Subcommittee
b. Traffic and Public Safety Committee
c. East Bay Economic Development Alliance
d. Education Subcommittee

3. Commission Liaisons
a. Community & Library Services Commission
b. Finance Commission
c. Planning Commission
XVI. ADJOURNMENT
The next Regular Meeting of the City Council will be held on Wednesday, November 12, 2025 at 7:00p.m. in the Council Chambers.

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

Members of the public can view electronic agendas and staff reports by accessing the City website at www.ci.hercules.ca.us and can receive e-mail notification of agenda and staff report postings by signing up to receive an 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: October 23, 2025)

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.

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5 October 28, 2025City Council Meeting Agenda
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) 799-8200.

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.

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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6 October 28, 2025City 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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7 INTRODUCTIONS/PRESENTATIONS/

COMMISSION REPORTS

AGENDA ITEMS

1. 25-289
8 CONTRA COSTA

COUNTY FIRE

PROTECTION

DISTRICT

JEFF PETER,

ASSISTANT FIRE CHIEF

HERCULES
OCTOBER 2025
9 RODEO- HERCULES FIRE

PROTECTION DISTRICT

ANNEXATION
JUL Y 1, 2025
• 35 Staﬀed Fire Stations
• 1 Reserve Station
• 1 Wildland Center
• 41 Fire Companies
• Over 670 ﬁreﬁghters and
professional staﬀ
• 582 sq. miles
10 2024: EXTERIOR, VEGETATION, AND STRUCTURE COMBINED
2025: EXTERIOR, VEGETATION, AND STRUCTURE COMBINED
Exterior
Vegetation
Structure
4th of July
Exterior
Vegetation
Structure
11 JUNE 1- JUL Y 31, 2025
• 23 ﬁres
• 183 water drops
• 54,900 gallons
Staﬀed by one pilot and one Contra
Costa Fire member

BYRON WILDLAND FIRE CENTER
COPTER 1:

AERIAL FIREFIGHTING
12 Total Calls: 592
July: 211
August: 185
September: 196
JUL Y-SEPTEMBER 2025
13 Calls By Type: July-September 2025
Medical: 402 Vehicle Accident: 15
Ambulance Only: 54 Fire-Structure: 5
Alarm: 41 Other: 4
Public Assist: 29 Fire-Vehicle: 2
Hazardous Condition: 20 Rescue: 1
Fire-Other: 17
14 Wildﬁre Preparedness
● January - July 2025
○ approximately 0.13 acres
○ 114 exterior ﬁres
● Residential Structure Fire: July 1
● Some of California’s largest wildﬁres
have started in the fall months.
● Stay prepared- download the Contra
Costa County Residents Guide
15 QUESTIONS?
Stay Connected with Contra Costa Fire:

Facebook: @ContraCostaFire
Instagram: @ContraCostaCountyFire
Email: [email protected]
16 CONSENT CALENDAR

AGENDA ITEMS

1. 25-290

2. 25-286
17 111 Civic Drive
Hercules, CA 94547City of Hercules
Meeting Minutes
City Council
Mayor Dion Bailey
Vice Mayor Chris Kelley
Council Member Alex Walker-Griffin
Council Member Dilli Bhattarai
Council Member Tiffany Grimsley
Dante Hall, City Manager
Christie Crowl, City Attorney
Eibleis Melendez, City Clerk
5:30 PMTuesday, October 14, 2025
CLOSED SESSION 5:30 P.M.; REGULAR MEETING - 7:00 P.M
In-Person in Council Chambers or Via Zoom:

Zoom ID: 812 9813 9586 Zoom Passcode: 983696
Zoom Phone Number: 1-669-900-6833
I. SPECIAL CLOSED SESSION – CALL TO ORDER - ROLL CALL - 5:30 P.M. 1A. 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
Council Member Dilli Bhattarai, Mayor D. Bailey, Vice Mayor C. Kelley, Council Member A. Walker-Griffin, and Council Member T. Grimsley

Present: 5 -
II. PUBLIC COMMUNICATION - CLOSED SESSION ITEMS
NONE
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. City Council and Staff recessed into Closed Session.

1. 25-274
Pursuant to Government Code Section 54957.6 Conference With Labor Negotiators - City Negotiators: Dante Hall, City Manager; Edwin Gato, Director of Finance; relative to the following employee groups:
a. Hercules Police Officers Association

2. 25-275
Pursuant to Government Code Section 54957(b) PUBLIC EMPLOYEE PERFORMANCE EVALUATION - Title: City Attorney
Meeting went into Recess

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18 October 14, 2025City Council Meeting Minutes
Meeting Reconvened
IV. REGULAR MEETING – CONVENE TO OPEN SESSION - ROLL CALL - 7:00 P.M.

Mayor Bailey convened the Regular Session at 7:09 pm
Council Member Dilli Bhattarai, Mayor D. Bailey, Vice Mayor C. Kelley, Council Member A. Walker-Griffin, and Council Member T. Grimsley

Present: 5 -
V. A. REPORT ON ACTION TAKEN IN CLOSED SESSION
The City Attorney stated that there was no final or reportable action take in Closed Session.

VI. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Vice Mayor Kelley.

VII. MOMENT OF SILENCE
NONE
VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS

1. Unity Day - Wednesday, October 22nd - Christopher Roke, Parks and Recreation Director
Unity Day presentation by PR Director

2. 25-278 Proclamation - Filipino American History Month October 2025 ProclamationAttachments:

Proclamation read by Mayor Bailey and accepted by Henry Torres, Director of the Philippine Cultural and Historical Association. Mr. Torres thanked Council. Council made remarks. Pictures were taken.

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19 October 14, 2025City Council Meeting Minutes
IX. AGENDA ADDITIONS/DELETIONS
NONE
X. PUBLIC COMMUNICATIONS
Allison Peters, Senior Community Library Manager provided public comment.

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 Walker-Griffin, seconded by Vice Mayor Kelley, to adopt the Consent Calendar. The motion carried by the following vote:

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

1. 25-277
Meeting Minutes for the Regular Meeting of September 23, 2025 Meeting Minutes for the Regular Meeting of September 23, 2025Attachments:

APPROVED
XIII. DISCUSSION AND/OR ACTION ITEMS

1. 25-271 Professional Services Agreement for General Plan Update RECOMMENDATION:

Approve a resolution authorizing the City Manager to execute a professional services agreement with Raimi + Associates for a sum not to exceed $1,561,243 to prepare a comprehensive General Plan update.

Staff Report
Attach 1 - Resolution
Attach 2 - Agreement
Presentation
Attachments:

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20 October 14, 2025City Council Meeting Minutes
Community Director,Tim Rood, Introduced the item. Representatives from Raimi + Associates attend in person and presented. Council made comments and asked questions. No public comment. Director Rood and Raimi+ Associates provided a response. Action was taken on this item.

MOTION: A motion was made by Vice Mayor Kelley, seconded by Council Member Walker-Griffin, to adopt Resolution 25-063. The motion carried by the following vote:

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

2. 25-269
General Plan Advisory Committee
RECOMMENDATION:

Approve a resolution establishing an ad-hoc General Plan Advisory Committee to serve until the comprehensive General Plan update is adopted.

Staff Report
Attach 1 - Resolution
Attachments:

Community Development Director, Tim Rood, presented staff report.

Council provided comments and asked questions. Responses provided by Director Rood. No public comment. Action was taken on this item.

MOTION: A motion was made by Council Member Grimsley, seconded by Council Member Bhattarai, to adopt Resolution 25-064, with the amendment of 5-7 at-large community representatives to be appointed by City Council. The motion carried by the following vote:

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

3. 25-270
Award of a Construction Contract to MCK Services, Inc. for the Falcon Way Pavement Rehabilitation Project
RECOMMENDATION:

Adopt a resolution authorizing the City Manager to execute a construction contract with MCK Services, Inc. in the amount of $770,982.96 for the Falcon Way Pavement Rehabilitation Project, including Wren Court and Finch Court Alternate Bid Items, authorizing an additional expenditure of up to $77,098.30 for a 10 percent contingency on said construction contract, for a total not to exceed contract amount of $848,081.26.

Staff Report
Attach 1 - Resolution
Attach 2 - Falcon Way Project Location
Attachments:

Public Works Director and Civil Engineer, Glenn Dombeck, presented the staff report. Representatives from SNG attend in-person to answer any questions. No public comment. Council asked questions and provided comments. Director Dombeck and City Manager Hall provided a response.

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21 October 14, 2025City Council Meeting Minutes
Action was taken on this item.

MOTION: A motion was made by Council Member Bhattarai, seconded by Council Member Walker-Griffin, to adopt Resolution 25-065. The motion carried by the following vote:

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

4. 25-266
Authorize an Amendment to the Professional Services Agreement with SNG & Associates, Inc. to provide Construction Management, Inspection, and Quality Assurance Testing Services for the Falcon Way Pavement Rehabilitation Project
RECOMMENDATION:

Adopt a Resolution authorizing the City Manager to execute an amendment to the City’s December 3, 2024 Professional Services Agreement with SNG & Associates, Inc. (SNG) to provide Construction Management, Inspection and Quality Assurance Testing Services for the Falcon Way Pavement Rehabilitation Project, including Wren Court and Finch Court Additions to the Scope of the Project, Increasing the Cost by $109,169 to a Total Cost of $168,289.

Staff Report
Attach 1 - Resolution
Attach 2 - Amendment No. 1
Attachments:

Public Works Director and Civil Engineer, Glenn Dombeck, presented the Staff Report. Representatives from SNG attended in person to answer questions. No public comment. Council asked questions and provided comment. Director Dombeck provided a response. Action was taken on this item.

MOTION: A motion was made by Vice Mayor Kelley, seconded by Council Member Walker-Griffin, to adopt Resolution 25-066. The motion carried by the following vote:

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

5. 25-267
Award of a Design Contract to Sanbell, Inc. for the Foxboro Pavement Rehabilitation Project
RECOMMENDATION:

Adopt a resolution authorizing the City Manager to execute a professional services contract with Sanbell, Inc. in the amount of $298,534.00 for the Foxboro Pavement Rehabilitation Project.

Staff Report
Attach 1 - Resolution
Attach 2 - Location Map
Attachments:

Public Works Director and Civil Engineer, Glenn Dombeck presented the

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22 October 14, 2025City Council Meeting Minutes
Staff Report . Council asked questions and provided comments. Director Dombeck provided a response. No public comment. Action was taken on this item.

MOTION: A motion was made by Council Member Grimsley, seconded by Council Member Bhattarai, to adopt Resolution 25-067. The motion carried by the following vote:

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

6. 25-265
Agreement with the Contra Costa Transportation Authority (CCTA) Governing Administration of Federal Funding for the Hercules Hub Project RECOMMENDATION:

Adopt a resolution approving an Agreement with the Contra Costa Transportation Authority (CCTA) Governing Administration of Federal Funding for the Hercules Hub Project (Hub) and authorizing the City Manager to execute the Agreement on behalf of the City.

Staff Report
Attach 1 - Resolution
Attach 2 - Agreement
Attachments:

Public Works Director and Civil Engineer, Glenn Dombeck, presented the Staff Report. No public comment. Council asked questions and provided comments. Director Dombeck provided a response. Action was taken on this item.

MOTION: A motion was made by Council Member Walker-Griffin, seconded by Vice Mayor Kelley, to adopt Resolution 25-068. The motion carried by the following vote:

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

7. 25-276
Quarterly Update on FY 2024-2026 Hercules City Council Strategic Goals RECOMMENDATION:

Receive and file the report on the FY 2024-2026 Hercules City Council Strategic Goals.

Staff Report
Attach 1 - City of Hercules 2024 Strategic Goals Work Plan Update Attachments:

City Manager, Dante Hall, presented the Staff Report. No public comment.

Council provided remarks. This was an informational item. No action was taken on this item.

8. 25-272
Discussion Regarding the Structure of the Police Chief Advisory Board Meetings
RECOMMENDATION:

Staff recommends that the Council discuss this item and give direction to

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23 October 14, 2025City Council Meeting Minutes
staff by minute order.

Staff ReportAttachments:

City Manager, Dante Hall, provided the Staff Report. Public Comment was provided byTanya Little. Council asked questions and provided comments.

City Manager Hall, City Attorney Crowl and Police Chief Joseph Vasquez provided a response. Action was taken on this item.

MOTION: A motion was made by Vice Mayor Kelley, seconded by Council Member Grimsley, to leave the Police Chief's Advisory Board meetings as they are now and not take any action. The motion carried by the following vote:

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

9. 25-273
Presentation on New City Signage Options
RECOMMENDATION:

Staff recommends that the City Council:

1. Receive a presentation on options for potential City signage

2. If the City Council wants to proceed with creating new signage, provide direction for the preferred signage location(s) and design(s) elements, and

3. By minute order, direct staff to develop a scope of work to hire a qualified firm for conceptual signage design development.

Staff report
Attach 1 - Monument Location Map
Presentation - City Signage Options & Recommendations
Attachments:

City Manager, Dante Hall, presented the Staff Report. No public comment.

Council asked questions and provided comments. City Manager Hall provided a response. Council provided direction and action was taken on this item.

MOTION: A motion was made by Vice Mayor Kelley, seconded by Council Member Walker-Griffin, to authorize the City Manager to develop a scope of work and bring it back to Council. Look at two locations John Muir Parkway and San Pablo & median on San Pablo across from Pete's Coffee; Type of signs-medium scale signage: City of Windsor, City of Citrus Heights and City of Pleasant Hill.

Also look into possible banner program along San Pablo. The motion carried by the following vote:

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

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24 October 14, 2025City Council Meeting Minutes
XIV. PUBLIC COMMUNICATIONS
NONE
This time is reserved for members of the public who were unavailable to attend the Public Communications period during Section X of the meeting, or were unable to speak due to lack of time. The public speaker requirements specified in Section X of this Agenda apply to this Section.

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

SUB-COMMITTEE AND INTERGOVERNMENTAL COMMITTEE REPORTS AND FUTURE

AGENDA ITEMS
No announcements from the City Manager of City Attorney

1. Regional Committees
Vice Mayor Kelley reported out on the WCCTAC board meeting and attend the Annual Cal Cities Conference. Council Member Walker-Griffin and Mayor Bailey also attend the Annual Cal Cities Conference.

2. City Council Committees and Subcommittees
No reports provided

3. Commission Liaisons
No reports provided
Future Agenda request - Mayor Bailey requested a discussion on what City Council can do about the location of the trash in front of the Exchange.

Council unanimously agreed to bring the item back at a future council meeting.

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25 October 14, 2025City Council Meeting Minutes
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.

2. City Council Committees and Subcommittees
a. Econ. Dev. Subcommittee
b. Traffic and Public Safety Committee
c. East Bay Economic Development Alliance
d. Education Subcommittee

3. Commission Liaisons
a. Community & Library Services Commission
b. Finance Commission
c. Planning Commisison
XVI. ADJOURNMENT
Mayor Bailey adjourned the meeting at 10:38 pm.
_________________________________
Dion Bailey, Mayor
Attest:
_______________________________
Eibleis Melendez, City Clerk

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26 October 14, 2025City Council Meeting Minutes

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27 CONSENT CALENDAR

AGENDA ITEMS

2. 25-286
28 STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of October 28, 2025
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Glenn Dombeck, Public Works Director/City Engineer SUBJECT: Agreement with the Contra Costa Transportation Authority (CCTA) Governing Distribution of Program 28b Funds in Measure J

RECOMMENDATION ACTION:

Adopt a Resolution Authorizing the City Manager to Execute an Agreement with the Contra Costa Transportation Authority (CCTA) Go verning Acceptance of up to $60,000 of Program 28b Funds from Measure J.

BACKGROUND:

CCTA manages Measure J Sales Tax Renewal funds approved by the voters of the Contra Costa County on November 2, 2004. There is currently a balance of approximately $1M in unallocated Measure J 28b funds. CCTA intends to distribute $660,000 of remaining Measure J Program 28b funds to West Contra Costa communities for discretionary use for any project or program identified in the Measure J Expenditure Plan.

The City is eligible to receive $60,000 of this funding.

The Agreement establishes the rights and obligations of the City for receipt of the $60,000 of Measure J Program 28b funds. The City must spend the allocated funds no later than July 1, 2027 and provide proof of such expenditure no later than September 1, 2027. The City must further commit to not use Program 28b funds for staff time, unless it is directly related to a project funded by Program 28b.

CCTA is Contra Costa’s designated Congestion Management Agency (CMA), responsible for putting programs in place to keep traffic levels manageable. CCTA funds, plans and delivers a wide variety of projects and programs to help manage traffic congestion and improve quality of life for commuters and residents. 29 ANALYSIS:

The total Measure J Program 28b funding of $60,000 allocated for the City will be used to repair and maintain local streets and sidewalks.

FISCAL IMPACT:

The $60,000 in Measure J Program 28b funding will provide additional financial resources to advance the repair and maintenance of local streets and sidewalks.

ATTACHMENTS:

1. Resolution

2. Agreement
30 RESOLUTION NO. 25-

RESOLUTION OF THE CI TY COUNCIL OF THE CI TY OF HERCULES (CITY)

APPROVING AN AGREEMENT WITH THE CONTRA COSTA TRANSPO RTATION AUTHORITY (CCTA) GOVERNING DISTRIBUTION OF PROG RAM 28B FUNDS IN

MEASURE J AND AUTHORIZING THE CITY MANAGER TO EXE CUTE THE AGREEMENT ON BEHALF OF THE CITY.

WHEREAS, CCTA manages Measure J sales tax funds and intends to distribute $660,000 of Measure J Program 28b funds to West Contra Costa communities, including a $60,000 disbursement to the City of Hercules; and

WHEREAS, The City may utilize the $60,000 of Measure J Program 28b funds for discretionary use for any project or program identified in the Measure J Expenditure Plan or as otherwise allowed by the Agreement and by law; and

WHEREAS, The Agreement with CCT A requires expenditure of the funds no later than July 1, 2027, and submit tal of proof of such expenditure no later than September 1, 2027.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hercules that the City Council hereby authorizes the City Manager to execute an Agreement with the Contra Costa Transportation Authority governing the City’s acceptance of up to $60,000 in Program 28b funds from Measure J in th e form and substance as the Agreement included in the staff report packet with this Resolution.

The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the fourteenth day of October 2025 by the following vote of the Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

____________________________
Dion Bailey, Mayor

ATTEST:

Eibleis Melendez, City Clerk
31 COOPERATIVE AGREEMENT NO. 28W.05
This COOPERATIVE AGREEMENT (this “AGREEMENT”) is effective this ____day of _______________, 2025 among CONTRA COSTA TRANSPORTATION AUTHORITY, a local transportation authority (“AUTHORITY”), CONTRA COSTA COUNTY, a political subdivision of the State of California (“CONTRA COSTA”), CITY OF RICHMOND, a municipal corporation of the State of California (“RICHMOND”), the CITY OF EL CERRITO, a municipal corporation of the State of California (“EL CERRITO”), the CITY OF HERCULES, a municipal corporation of the State of California (“HERCULES”), the CITY OF PINOLE, a municipal corporation of the State of California (“PINOLE”), and the CITY OF SAN PABLO, a municipal corporation of the State of California (“SAN PABLO”), San Francisco Bay Area Rapid Transit District (“BART”), a public transit provider, Alameda-Contra Costa Transit District (“AC Transit”), a public transit provider, and West Contra Costa Transit Authority (“WCCTA”), a public transit provider and together with AUTHORITY, CONTRA COSTA, RICHMOND, EL CERRITO, HERCULES, PINOLE and SAN PABLO, BART, AC Transit, WCCTA the “PARTIES” and each separately, a “PARTY”).

RECI
TALS
THE
PARTIES ENTER THIS AGREEMENT on the basis of the following facts, understandings and intentions:

A. Pursuant to the Measure C Sales Tax Renewal Ordinance (#88-01) “hereinafter MEASURE C”) as amended by (#04-02), hereinafter referred to as “MEASURE J” approved by the voters of the Contra Costa County on November 2, 2004, CONTRA COSTA, RICHMOND, EL CERRITO, HERCULES, PINOLE, SAN PABLO, BART, AC Transit, WCCTA (each, a “PARTNER” and collectively, the “PARTNERS”), and AUTHORITY desire to enter into this AGREEMENT to define a framework to enable the parties to utilize Program 28b funds in MEASURE J.

B. PARTNERS shall propose programming Program 28b funds to any project or program identified in the Measure J Expenditure Plan or eligible under the provisions of the Local Transportation Authority and Improvement Act (“PROJECT”), and AUTHORITY shall disburse collected funds under Program 28b as provided herein. 32 NOW, THEREFORE, in consideration of the mutual agreements set forth above and the rights and obligations set forth in this AGREEMENT and other good and valuable consideration, the receipt and sufficiency of which is acknowledged, AUTHORITY and each PARTNER JURISDICTION hereby agree to the following:

SECTION 1

PARTNER JURISDICTIONS AGREE:

1. To expend allocated funds no later than July 1, 2027, and submit a form indicating how Program 28b funds were expended no later than September 1, 2027.

2. Commit to not use Program 28b funds for staff time, unless it is directly related to a project funded by Program 28b.

3. Each PARTNER shall maintain true and complete records in connection with the PROJECT, and shall retain all such records for at least thirty-six (36) months after the delivery of the form to the AUTHORITY as provided in Section 1.

4. To allow the AUTHORITY to audit all expenditures relating to the PROJECT funded through this AGREEMENT. For the duration of each fiscal year of the PROJECT, and for four (4) years following each fiscal year of the PROJECT, or earlier discharge of the AGREEMENT, PARTNER will make available to the AUTHORITY all records relating to expenses incurred in performance of this AGREEMENT.

SECTION 2

AUTHORITY AGREES:

1. T o disburse $660,000 from Program 28b funds to PARTNERS following the execution of the agreement out of accumulated revenues in accordance with Exhibit A attached hereto and incorporated herein by reference.

SECTION 3

IT IS MUTUALLY AGREED:

1. Term. The term of this AGREEMENT shall commence on ___________, 2025 and shall remain in effect until terminated as provided in Section 9. 33 2. Additional Acts and Documents. Each PARTY agrees to do all such things and take all such actions, and to make, execute and deliver such other documents and instruments, as shall be reasonably requested to carry out the provisions, intent and purpose of the AGREEMENT.

3. Amendment. This AGREEMENT may not be changed, modified or rescinded except in writing, signed by all parties hereto, and any attempt at oral modification of this AGREEMENT shall be void and of no effect.

4. Assignment. This AGREEMENT may not be assigned, transferred, hypothecated, or pledged by any PARTY without the express written consent of the other PARTIES.

5. Binding on Successors. This AGREEMENT shall be binding upon the successor(s), assignee(s) or transferee(s) of the PARTIES. This provision shall not be construed as an authorization to assign, transfer, hypothecate, or pledge this AGREEMENT other than as provided above.

6. Indemnification.
a. AUTHORITY hereby agrees to indemnify, defend, assume all liability for and hold harmless each PARTNER, its officers, employees, agents, and representatives, to the maximum extent allowed by law, from all actions, claims, suits, penalties, obligations, liabilities, damages to property, costs and expenses (including, without limitation, any fines, penalties, judgments, actual litigation expenses and experts’ and actual attorneys’ fees), environmental claims or bodily and/or personal injuries or death to any persons (collectively, “CLAIMS”) arising out of or in any way connected to AUTHORITY its officers, agents, or employees in connection with or arising from any of its activities pursuant to this AGREEMENT. This indemnification shall survive the termination of the AGREEMENT and shall apply except as to the sole negligence or willful misconduct of a PARTNER.
b. Each PARTNER hereby agrees to indemnify, defend, assume all liability for and hold harmless AUTHORITY and its member agencies, officers, employees, agents and representatives, to the maximum extent allowed by law, from all CLAIMS arising out of or in any way connected to the PARTNER, its officers, agents or employees in connection with or arising from any of its activities pursuant to this AGREEMENT. This indemnification shall survive the 34 termination of the AGREEMENT and shall apply, except as to the sole negligence or willful misconduct of AUTHORITY.

7. Compliance with Laws. AUTHORITY and each of the PARTNERS shall comply with all applicable federal and state laws and regulations regarding the work performed and the reimbursements requested.

8. Notices. All required or

permitted payments, reports, demands

and notices may
be sent by regular mail or electronic mail. Notices that are mailed by regular mail shall be deemed delivered two (2) business days after deposited in the mail. Notices may be personally delivered and shall be deemed delivered at the time delivered to the appropriate address set forth below. Notices delivered by electronic mail shall be deemed received upon the sender’s receipt of an acknowledgment from the intended recipient (such as by the “return receipt requested” function, as available, return electronic mail or other written acknowledgment of receipt); provided that, if such notice is not sent during normal business hours of the recipient, such notice shall be deemed to have been sent at the opening of business on the next business day of the recipient. Unless and until notified otherwise in writing, a PARTY shall send or deliver all such communications relating
to this Agreement to the following address:

Contra Costa Transportation Authority
Hisham Noe
imi
Director, Programming
2999 Oak Road, Suite 100
Walnut Creek, CA 94597
[email protected]
City of Richmond
Robert Armijo
Deputy Public Works Director/City Engineer
440 Civic Center Plaza Richmond, CA 94804
[email protected]
City
of El Cerrito
Yvetteh Ortiz
Public Works Director/City Engineer
10890 San Pablo Avenue
El Cerrito, CA 94530
35 [email protected]
City
of San Pablo
Allan Panganipan
Public Works Director/City Engineer
13831 San Pablo Avenue
San Pablo, CA 94806
[email protected]
City
of Hercules
Glenn Dombeck
Public Works Director/City Engineer
111 Civic Drive
Hercules, CA 94547
[email protected]
City
of Pinole
Heba Elguindy
2131 Pear Street
Pinole, CA 94564
[email protected]
Contr
a Costa County
Jamar Stamps
Conservation and Development
30 Muir Road
Martinez, CA 94553
[email protected]
San Fran
cisco Bay Area Rapid Transit District
Celestine Do
2150 Webster St.

Oakland, CA 94216
[email protected]
Alameda-C
ontra Costa Transit District
Emily Heard
1600 Franklin Street
Oakland, CA 94612
[email protected]
Wes
t Contra Costa Transit Authority
Rob Thompson
General Manager
36 601 Walter Ave
Pinole, CA 94564
[email protected]

9. Termin
ation of Agreement. A PARTY may terminate this Agreement at any time by giving written notice of termination to each of the other PARTIES, which shall specify the effective date thereof; provided that any notice of termination shall be given at least thirty (30) days before its effective date.

10. Entire Agreement. This Agreement is the entire agreement among AUTHORITY and the PARTNERS relating to the subject matter of this Agreement. All PARTIES acknowledge they have not relied upon any promise, representation, or warranty not expressly set forth in this Agreement in executing this Agreement. If any provision of this Agreement is void or otherwise unenforceable, the remainder of the Agreement shall continue in full force and effect. Any changes to the terms and provisions of this Agreement or affecting the obligations of the PARTIES set forth in this Agreement shall be made by written amendment signed by all PARTIES.

11. Severability. Should any part of this Agreement be declared unconstitutional, invalid, or beyond the authority of a PARTY to enter into or carry out, such decision shall not affect the validity of the remainder of this Agreement which shall continue in full force and effect; provided
that the remainder of this Agreement can, absent the excised portion, be reasonably interpreted to

give effect to the intentions of the

PARTIES.

12. Waiver. No waiver by a PARTY of any default or breach of any covenant by the other PARTIES shall be implied from any omission to take action on account of such default if such default persists or is repeated and no express waiver shall affect any default other than the default

specified in such waiver and then such waiver shall be

operative only for the time and to
the extent stated in such waiver. Waivers of any covenant, term, or condition contained herein shall not be construed as a waiver of any subsequent breach of the same covenant, term or condition. No waiver of any provision under this Agreement shall be effective unless in writing and signed by the waiving PARTY.

13. Controlling Law and Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California, and venue shall be in Contra Costa County. 37 14. Authority. All PARTIES executing this Agreement represent and warrant that they are authorized to do so.

15. Counterparts. This AGREEMENT may be executed in counterparts.

16. Limitati
ons. All obligations of AUTHORITY under the terms of this AGREEMENT are expressly subject to the AUTHORITY’S continued authorization to collect and expend the sales tax proceeds provided by MEASURE C and MEASURE J. If for any reason the AUTHORITY’S right to collect or expend such sales tax proceeds is terminated or suspended in whole or part, the AUTHORITY shall promptly notify PARTNERS, and the PARTIES shall consult on a course of action. If, after twenty five (25) working days, a course of action is not agreed upon by the parties, this AGREEMENT shall be deemed terminated by mutual or joint consent; provided, that any obligation to fund from the date of the notice shall be expressly limited by and subject to (i) the lawful ability of the AUTHORITY to expend sales tax proceeds for the purposes of this AGREEMENT; and (ii) the availability, taking into consideration all the obligations of the AUTHORITY under all outstanding contracts, agreement to other obligations of the AUTHORITY, of funds for such purposes.
[Signat
ures on the following pages]
38 CONTRA COSTA TRANSPORTATION AUTHORITY
_________________________________________
Aaron Meadows,
Chair
Date ________________
ATTEST:
_________________________________________
Tarienne Grover, Clerk of the Board
Date_________________

APPROVED AS
TO FORM:
_________________________________________
Fenn
emore LLP, General Counsel
Date_________________
39 CONTRA COSTA COUNTY
________________________________________
Date ______________

APPROVED AS
TO FORM:
________________________________________
County Counsel
Date_______________
40 CITY OF RICHMOND
________________________________________
Shasa Curl, City Manager
Date ________________
41 CITY OF EL CERRITO
________________________________________
Date ________________

APPROVED AS
TO FORM:
________________________________________
, City
Attorney
Date_________________
42 CITY OF HERCULES
________________________________________
Dante Hall, City Manager
Date ________________

APPROVED AS
TO FORM:
________________________________________
Christie Crowl,
City Attorney
Date_________________
43 CITY OF PINOLE
_________________________________________
Kelcey Young, City Manager
Date ________________
_________________________________________
Heather Bell, City Clerk
Date ________________

APPROVED AS
TO FORM:
_________________________________________
Eric S. Casher
, City Attorney
Date_________________
44 CITY OF SAN PABLO
______________________________________
Matt Rodriguez, City Manager
Date
________________

APPROVED AS
TO FORM:
______________________________________
Brian P. Hickey, City
Attorney
Date_________________
45 SAN FRANCISCO BAY AREA RAPID TRANSIT DISTRICT
__________________________________________
Aileen H
ernandez, Manager of Grants & Funding Advocacy
Date ________________

APPROVED AS TO
FORM:
__________________________________________
, Agency Attorney
Date_________________
46 ALAMEDA-CONTRA COSTA TRANSIT DISTRICT
_________________________________________
Salvador Llamas, General Manager/CEO
Date ________________
APPROVED AS TO FORM:
________________________________________
Aimee Steele, General Counsel
Date_________________
47 WEST CONTRA COSTA TRANSIT AUTHORITY
________________________________________
Rob
Thompson, General Manager
Date ________________
APPROVED AS TO FORM:
________________________________________
Michael
Conneran , Agency Attorney
Date_________________
48 Exh
ibit A
Jurisdiction Program 28b Allocations ($)
County 60,000
Richmond 180,000
El Cerrito 60,000
Hercules 60,000
Pinole 60,000
San Pablo 60,000
BART 60,000
AC Transit 60,000
WestCAT 60,000
SUM $ 660,000
49 Administration and Projects Committee STAFF REPORT
Meeting Date: September 04, 2025
Subject Subregional Transportation Needs Program (Program 28b) – Approval of Appropriation Requests in West County
Summary of Issues At its July 25, 2025 meeting, the West Contra Costa Transportation Advisory Committee (WCCTAC) recommended
appropriating a portion of its accumulated share of Measure J Subregional Transportation Needs Program (Program 28b)
funds as follows:
 WCCTAC: $60,000 for installation of bicycle racks in
West Contra Costa County.
 Cities of Richmond, San Pablo, Hercules, Pinole, and El Cerrito, Contra Costa County, Bay Area Rapid Transit
(BART), West Contra Costa Transit Authority, dba
WestCAT, and Alameda-Contra Costa Transit District
(AC Transit) (West County Jurisdictions): A total of
$660,000 to complete various transportation
improvements.

Recommendations Staff seeks approval of Resolutions 25-28-P appropriating $60,000 to the West Contra Costa Transportation Advisory Committee for installation of bicycle racks in West Contra Costa County. Staff are also seeking authorization for the Chair to execute Cooperative Agreement No. 28W.05 with West
County jurisdictions to appropriate a total of $660,000, and to authorize the Executive Director or designee to make any non- substantive changes to the language.

Staff Contact Hisham Noeimi
50 Administration and Projects Committee STAFF REPORT
September 04, 2025

Page 2 of 3 ends

4 7
9 9
Financial Implications Measure J Expenditure Plan appropriates 0.3% of Measure J annual sales tax revenues to Program 28b. Approximately $999,000 is currently available for West Contra Costa County.

Options The Authority Board could propose changes to the cooperative agreements.

Attachments (See APC
Packet dated 9/4/25 for
Attachments A-C;
Attachment B is Revised)
A. Resolution 25-28-P
B. Cooperative Agreement No. 28W.05 - Revised
C. Letter from WCCTAC dated August 8, 2025
Changes from Committee None
Background
Measure J Expenditure Plan appropriates 0.3% of Measure J annual sales tax revenues to the West County Subregional Transportation Needs funding category (Program 28b). Approximately $990,000 is currently available for West Contra Costa County.

West Contra Costa County jurisdictions identified a need for a flexible fund source to complete quick build projects such as improvements to sidewalks, Americans with Disabilities Act of 1990 (ADA) ramps, bus stops, daylighting intersections, etc. At its July 25, 2025 meeting, WCCTAC recommended appropriating a portion of its accumulated share of Measure J Subregional Transportation Needs Program (Program 28b) as follows:
 WCCTAC: $60,000 for installation of bicycle racks in West Contra Costa County  West Contra Costa County Jurisdictions: A total of $660,000 to complete various transportation improvements, as follows:

City of Richmond $180,000
City of Pinole $60,000
City of Hercules $60,000
51 Administration and Projects Committee STAFF REPORT
September 04, 2025

Page 3 of 3 ends

4 7
9 9
City of San Pablo $60,
000
City of El Cerrito $60,
000
Contra Costa County $60,
000
BART $60,
000
AC Transit $60,
000
WestCAT $60,
000
TOTAL $660
,000
Program 28b can be utilized to complete any project or program identified in the Measure J Expenditure Plan or eligible under the provisions of the Local Transportation Authority and Improvement Act.

Staff seeks approval of Resolutions 25-28-P appropriating $60,000 to WCCTAC for installation of bicycle racks in West Contra Costa County. Staff are also seeking authorization for the Chair to execute Cooperative Agreement No. 28W.05 with West County jurisdictions to appropriate a total of $660,000, and to authorize the Executive Director or designee to make any non-substantive changes to the language.
52 DISCUSSION AND/OR ACTION ITEM

AGENDA ITEMS

1. 25-287

2. 25-288
53 STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of October 28, 2025
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Glenn Dombeck, Public Works Director
SUBJECT: Authorize an Amendment to th e Professional Services Agreement with Terraphase Engineering, Inc. to provide Design Services for the Refugio Lake Restoration Project and Amend the Fiscal Year 2025- 26 Budget to Allocate Funds from the General Fund/Capital Reserve to Fully Fund the Design Contract.

RECOMMENDED ACTION:

Adopt a Resolution authorizing the City Manager to execute an amendment to the City’s August 28, 202 5 Professional Services Agreement with Terraphase Engineering , Inc. (Terraphase) to provide design services for the Refugio Lake Restoration Project, increasing the cost by $ 206,879 to a total cost of $ 238,620 and amend the fiscal year (FY) 2025 -26 budget by $ 118,620 to allocate funds from the General Fund/Capital Reserve to pay for the associated design services.

EXECUTIVE SUMMARY

The Refugio Lake Restoration Project intends to remove accumulated sediment from the man-made lake that was last dredged in 2005. The City previously hired LSA to prepare permit applications and preliminary design documents for the work. An initial phase of work initiated in 20 18 was placed on hold pending resolution of a lower cost sediment disposal alternative. An option to use Refugio Lake dredged sediments as fill material in an upland area of the City’s Corporation Yard property has since been identified.

The City is seeking to hire Terraphase to c omplete elements of the design that were not already addressed by the previous ly approved design scope. Terraphase will organize and manage the design process resulting in a set of Construction Documents that can be 54 competitively bid for construction in late summer 2026. The cost for these design services is $206,879, resulting in a total cost of $ 238,620. It is proposed to amend the fiscal year (FY) 2025 -26 bu dget by $ 118,620 to allocate funds from the General Fund/Capital Reserve to pay for the associated design services.

BACKGROUND:

The Adopted F iscal Year 2025-26 Capital Improvement Program includes a project to Dredge Refugio Lake. This project has been re-titled the Refugio Lake Restoration Project (Project) to more accurately characterize the work that will be performed.

Refugio Lake was last dredged in 2005. During large storm events, sediment is conveyed down Refugio Creek and settles to the bottom of the lake. Over time, the lake has gradually filled, creating shallow areas which are unattractive and conducive to algae blooms during the summer months when the lake is also more stagnant from lower flows.

The algae blooms have proved very difficult to treat, despite the use of aerator fountains and regular application of chemical treatments.

In 2018 LSA Associates, Inc. (LSA), with Balance Hydrologics, Inc. (Balance) as their civil subconsultant, were selected to complete the 30% dredging plans and assist in obtaining the required permits from regulatory agencies. Substantial progress was made at that time; however, the project stalled when the dredging was estimated to cost between $550K to $1.2M. The range in cost was due to the difference between the cost to dispose of f the estimated 6,300 cubic yards of dredged materials by hauling it to an approved disposal facility and the cost to spread it in City open space areas. The cost estimate also included removal of invasive plants and re-planting with native plants, which the Regional Water Quality Control Board (Regional Board) indicated would be required. This cost estimate was preliminary and did not fully account for all necessary Project elements, final design, and consultant support during construction. Due to the high cost and City’s financial position at the time, the Project did not advance.

The Project was re -started in October 2024 on account of the urgency to remove the sediment from the lake and one -time General Fund/Capital Reserves monies that are now available. By May 2025, it was determined that the Project could not be implemented prior to late Summer 2026 due to outstanding permitting requirements.

LSA’s scope of work includes a bathymetric survey, soils sampling/analysis, preparation of sediment dredging plans, and prepar ation of permit applications. LSA would prepare the permit applications, including the biological assessment, while Balance Hydrologics, as a sub -consultant t o LSA, would conduct the bathymetric survey and prepare the sediment dredging plans. Terraphase Engineering was included as a subconsultant to LSA to complete sampling and analysis of the pond sediments for reuse or disposal. This work would build on and update the preliminary design and studies completed in 2019.

Permits are needed from the following Regulatory Agencies:
55  US Army Corps of Engineers – Section 404 of Clean Water Act – Dredged Material Permit
 Regional Board – Section 401 of Clean Water Act – Water Quality Certification for Dredged Material
 California Department of Fish and Wildlife – Streambank Alteration Agreement  US Fish and Wildlife Service - Biological Opinion
 State Water Resources Control Board – Stormwater Pollution Prevention Plan  US Federal Emergency Management Administration – No Rise Certification An Ecological Risk Evaluation of Proposed Sediment Reuse, prepared in July 2025 by Terraphase as a subconsultant to LSA , indicates that use of Refugio Lake dredged sediments as fill material in a City-owned upland area is not expected to result in adverse effects to wildlife. The Ecological Risk Evaluation further established that while the potential for ecological risk is low, it could be further reduced by adding a layer of clean cover over the fill to depths at least 12 inches, blending the dredged sediments with clean soils, and/or tilling the sediments into underlying soils . This approach would provide the basis for reuse of the dredged sediments on an approximately 2-acre portion of the City’s

11.2 acre Corporation Yard property. This reuse area is outside of any wetland or flood plain areas that would necessitate additional permits.

The City therefore previously requested that Terraphase identify all elements of such a Project design that were not already addressed by Balance, resulting in the August 28, 2025 Professional Services Agreement with Terraphase. Terraphase has now identified additional elements that are needed to prepare a full Project design and bid package with the alternative sediment disposal method in time to support construction in late summer 2026. Terraphase’s new scope of work will include the following elements:

 Organizing and managing the design process, which will b e a collaborative effort with individual components (e.g., plan sheets, specification sections, etc.) prepared by Terraphase or Balance.
 Preparation of the Stormwater Pollution Prevention Plan and submittal of the Notice of Intent for coverage under the Construction General Permit.  Development of a topographic survey of the Corporation Yard property.  Development of geotechnical data and design details for a new retaining wall to replace the four failing concrete wall sections at the northeast corner of the pond.  Assistance to Balance in preparation of the design of staging and placement of dredged spoils on the Corp Yard property . Management of dredged spoils to include amelioration and stabilization methods to minimize odors and return the site to its original condition.
 Development of procedures for sediment dewatering and criteria for disposal of the resulting leachate.
 Development of best management practices to limit track -out of dredged material on City streets.
 Development of details to restore asphalt paths damaged during construction. 56  Development of details for placement of a dead tree in the pond to serve as a turtle sunning platform.
 Assistance with two community meetings to discuss sediment removal at Refugio Valley Park and sediment placement at the Corp Yard.
 Preparation of front end and technical specifications.  Preparation of construction schedule and cost estimates.

ANALYSIS:

Before implementation of the dredging component of the Project, the City must complete permit applications and preparation of drawings for the dredging work pursuant to the LSA contract. Additional design effort is needed to develop the design for reuse of the dredged sediments on the City’s Corporation Yard property , so the City proposes to amend its existing contract with Terraphase to complete this effort.

The design effort will also evaluate amenities at the park to identify items needing repair or replacement that the eventual contractor will perform . This will include removal of the flagpole and repair of a catch basin on the lawn area at the northeast corner of the pond, demolition of failing concrete retaining walls along the path at the northeast corner of the pond and their replacement with a new low profile retaining wall, demolition of chain link fencing along the creek upstream of the pond and replacement with split rail fencing , removal of various tree stumps near park paths, removal of approximately 8 eucalyptus trees in upland areas east of the pond and expanding or repairing portions of the park’s irrigation system.

ENVIRONMENTAL REVIEW:

A Notice of Exemption was filed for the approved Project in May 2019 as the Project involves maintenance of existing facilities. The current Council action to approve design services and construction document preparation for the Project was contemplated by the original Project approval. Even if this action is considered s eparately, it is not a Project pursuant to the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines section 15378 because it is administrative and does not authorize any construction that could have an impact on the environment.

FISCAL IMPACT:

This Project was identified in the 2025 Capital Improvement Program along with other Facilities and Parks improvements. In anticipation of the associated cost, General Fund/Capital Reserves funds have been allocated to generate the required funding resources. However, despite this advanced financial planning, there remains insufficient funding available in the current fiscal year to cover the cost related to this design contract.

The FY 2025 -26 Adopted Budget allocates $263,901 from the General Fund/Capital Reserves for Engineering Design, Environmental Compliance, and Permitting. Of this amount, $88,259 is currently available, with the remainder either encumbered or already 57 spent. To address this funding gap, it is proposed that an additional allocation of $118,620 from the General Fund/Capital Reserves funds be made to fully finance the design contract.

Furthermore, additional funding will be required in the current and future fiscal years to support the construction and construction management efforts, as well as the statutory reporting work. Previous cost estimates identified the cost to dredge may range from $400,000 to $600,000, depending upon the bid climate. The cost for sediment placement at the Corp Yard has not yet been finalized, but the cost for landfill disposal was previously estimated at an additional $450 ,000. Lastly, the 5-year reporting and monitoring requirements are projected to cost approximately $150,000. Staff will report back to the City Council with a recommended funding plan for the entire cost to complete the project.

ATTACHMENTS:

Attachment 1- Resolution
Attachment 2- Refugio Lake Dredging Project Location Map Attachment 3- Terraphase Engineering Design Proposal

Accounting Information
(Finance Department Use Only)

Description: Refugio Lake Dredging (Project #63039)
Funding Source: General Fund Capital Reserve (300-6432-642.05-00) Budget Recap:

Total Estimated cost: $238,620 New Revenue: N/A
Amount Budgeted: $88,259 Lost Revenue: N/A
New funding required: $118,620 New Personnel: N/A
Council Policy Change: Yes No

58 HERCULES CITY COUNCIL
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES

AUTHORIZING THE CITY MANAGER TO EXECUTE A N AMENDMENT TO THE CITY’S AUGUST 28, 20 25 PROFESSIONAL SERV ICES AGREEMENT WITH TERRAPHASE ENGINEERI NG, INC. TO PROVIDE DESIGN SERV ICES FOR THE REFUGIO LAKE RESTORATION PROJECT, INCREA SING THE COST BY $ 206,879 TO A TOTAL COST OF $ 238,620 AND AMEND THE FISCAL YEAR 2025 -26 BUDGET BY $1 18,620 TO ALLOCATE FUNDS FROM THE GENERAL
FUND/CAPITAL RESERVES TO PAY FOR THE ASSOCIATED DESIGN SERVICES.

WHEREAS, Refugio Lake is filling in with sediment , which is both unsightly and conducive to algae blooms; and

WHEREAS, LSA Associates, Inc. (LSA) was selected to complete the 30% dredging plans and assist in obtaining the requ ired permits from regulatory agencies for the Project in 2018 , but LSA informed the City that the cost to haul away the dredged materials to an approved disposal center could be extremely high;

WHEREAS, Terraphase Engineering, Inc. (Terraphase) is a subc onsultant of LSA and performed sampling and analysis of the pond sediments for reuse or disposal in local areas rather than a disposal center, and Terraphase prepared an Ecological Risk Evaluation of Proposed Sediment Reuse; and

WHEREAS, Terraphase was d irectly hired by the City in August 2025 under Contract 25 -064-CM for an amount of $31,741 to identify all elements of the design and alternative approach to disposal that were not already addressed by LSA and their subconsultants; and

WHEREAS, A sole source memorandum was approved by the City Manager on September 3, 2025 recognizing Terraphase’s licenses and experience to perform the work in a timely manner; and

WHEREAS, Terraphase has submitted a proposal for $2 06,879 to organize and manage the design process, prepare a Stormwater Pollution Prevention Plan and submittal of the Notice of Intent for coverage under the Construction General Permit , develop a topographic survey of the Corporation Yard property, assist in confirming that the placement of dre dged spoils on the Corp Yard property is the desired and economical approach to disposal , and other design details necessary to put the project out to bid; and

WHEREAS, given the urgency to complete the lake restoration , it is recommended to allocate $118,620 from the General Fund/Capital Reserves to fully fund Terraphase’s agreement with the goal of lake restoration in 2026. 59 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hercules as follows:

1. A Notice of Exemption was filed for the a pproved dredging Project in May 2019 as the Project involves maintenance of existing facilities and is still effective for the proposed work. The current Council action to approve additional design services and construction document preparation for the Project was contemplated by the original Project approval. Even if this action is considered separately, it is not a Project pursuant to the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelin es section 15378 because it is administra tive and does not authorize any construction that could have an impact on the environment.

2. The City Council hereby authorizes the City Manager to execute Amendment No. 1 to A greement 25-064-CM with Terraphase Engineering, Inc for a not to exceed amount of $238,620 to provide Design Services for the Refugio Lake Restoration Project.

3. The City Council authorizes the appropriation of $118,620 of General Fund/Capital Reserves to fully fund the agreement.

The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 28th day of October, 2025 by the following vote of the Council:

AYES:

NOES:

ABSTAIN:

ABSENT:

____________________________
Dion Bailey, Mayor

ATTEST:

________________________________
Eibleis Melendez, City Clerk
60 REFUGIO LAKE RESTORATION PROJECT

LOCATION MAP

61 1300 Clay Street, Suite 1000 | Oakland, California 94612 | www.terraphase.com October 10, 2025
Glenn Dombeck, P.E.

Director of Public Works
City of Hercules
111 Civic Drive
Hercules, California 94704
sent via email to [email protected]
Subject: Proposal for Engineering and Bid Package Development, Refugio Valley Pond, Hercules, California (Revised 10/10/25)
Dear Mr. Dombeck:

Terraphase Engineering Inc. (Terraphase) is pleased to present this proposal for Engineering Design and Construction Bid Package Development for the removal of accumulated sediment in the Refugio Creek pond at Refugio Vally Park (the Site) and associated sediment dewatering and land application at the City of Hercules Corporation Yard in Hercules, California. Terraphase understands the City of Hercules (City) intends for sediment removal to occur in summer/fall 2026. To meet this schedule, the City requires an Engineering Design and Construction Bid Package by January, with bidding in February and construction commencing in July.

Scope of Work
The following scope of services are proposed to encapsulate the requested scope for Engineering Design and Construction Bid Package development. To achieve the City’s expedited schedule, it is anticipated that portions of the proposed tasks may be conducted simultaneously.

Task 1: Design Investigations
Terraphase will complete the following Design Investigations to help resolve important engineering and construction scope questions necessary to complete the Engineering Design. As discussed with the City, investigations to be completed by Terraphase will include:
• Corporation Yard Topographic Survey by a subcontracted licensed Professional Land Surveyor under Terraphase oversight. This survey can also include, if required, additional topographic survey at the Site if existing Site survey data is not sufficient to support detailed engineering design. • Inspection of the catch basin located on the north side of the pond within the assumed equipment staging area (assumes City can remove/replace steel cover) • Retaining Wall Geotechnical Investigation, including soil sample collection with a CA-licensed geotechnical driller and laboratory analyses for geotechnical parameters needed to design a replacement retaining wall under Terraphase oversight.
• Up to 3 informational Site walks for one Terraphase engineer (as needed) 62 October 10, 2025
Glenn Dombeck, P.E.

Proposal for Engineering and Bid Package Development,
Refugio Valley Pond, Hercules, California (Revised
10/10/25)

Page 2 of 4 ends

The proposed budget for this task includes allowances for subcontractor support for implementation of these design investigations. To provide this proposal to the City in alignment with the City Council agenda schedule, these allowances were based Terraphase recent project experience with similar tasks and are not based on actual subcontractor proposals for these tasks. If actual subcontractor costs exceed these allowances, Terraphase will work with the City to refine the subcontractor’s scope of work, implementation schedule, or procure additional funding.

CCTV/inspection of the storm drain bypass piping, if required, will be added to the construction contract scope of work to be implemented by the selected contractor during construction.

Task 2: Permitting and Stakeholder Support
Terraphase will provide the following permitting and stakeholder support activities. • Prepare a project Stormwater Pollution Prevention Plan (SWPPP) under the State Water Resources Control Board’s Construction General Permit (CGP) and submit the Notice of Intent for coverage under the CGP.
• Evaluate City provisions for discharge of leachate to City sewer for inclusion in the 65/100% Design if applicable
• Evaluate City/County Grading Permit conditions for inclusion in the 65/100% Design • Evaluate City Encroachment Permit conditions for inclusion in the 65/100% Design • Provide technical support during two community meetings organized and facilitated by the City.

Terraphase will support the preparation of technical content and materials in advance of each meeting, attend each meeting, and provide post-meeting notes/next steps for technical elements after each meeting.

The services provided under this task assumes the following permit applications will be finalized and submitted by LSA prior to authorization of this proposal and Terraphase technical support for these permit applications are not required:
• U.S. Army Corps of Engineers (USACE) 404 Permit for discharging of dredged materials • Regional Water Quality Control Board (RWQCB) 401 Permit for verification of a Federal permit • California Fish and Wildlife (CDFW) 1602 Permit for lake and streambed alteration

Task 3: 65% Engineering Design
Terraphase will coordinate and/or complete the following components of the 65% Engineering Design for review by the City’s Public Works Department.
• Facilitate Engineering Design in continued coordination with Balance Hydrologics, Inc (Balance). • Develop sheet list and provide consultation/review on 65% Construction Plan Set • Prepare 65% Engineering Specifications based on initial design understanding 63 October 10, 2025
Glenn Dombeck, P.E.

Proposal for Engineering and Bid Package Development,
Refugio Valley Pond, Hercules, California (Revised
10/10/25)

Page 3 of 4 ends

• Prepare 65% Construction Cost Estimate based on professional judgement and approximation • Prepare and maintain Project Schedule through Construction Contractor Procurement • Compile above-mentioned documents into a single submittal for City review.

The 65% Design will be a collaborative effort, with individual components (e.g., plan sheets, specification sections, etc.) prepared by Terraphase, Balance, and others, with Terraphase responsible for organizing and managing the design process.

Task 4: 100% Engineering Design
Terraphase will coordinate and/or complete the following components of the 100% Engineering Design for review by the City’s Public Works Department.
• Review, compile, and prepare responses to comments received from the City and other stakeholders.
• Continued coordination and review of draft 100% Construction Plan Set • Prepare draft 100% Engineering Specifications including contracting requirements of the City • Prepare 100% Construction Cost Estimate containing vendor estimates and approximations • Prepare 100% Project Schedule projecting through the construction phase of work • Compile above-mentioned documents into a single submittal for City review. • Address City comments and provide a final 100% / Issued for Bid design submittal in preparation of Bid Solicitation
The 100% Design will be a collaborative effort, with individual components (e.g., plan sheets, specification sections, etc.) prepared by Terraphase, Balance, and others, with Terraphase responsible for organizing and managing the design process.

Task 5: Construction Bid Support
Terraphase will provide the following services in support of the City-prepared Request for Proposals (RFP).
• Integrate the 100% Design documents into the City’s standard contract book/RFP. • Provide technical support during City preparation of the construction RFP. • Attendance of one pre-bid conference, recording of live questions, follow-up meeting with the City, and preparation of post-conference notes/minutes.
• Review, compile, and assist providing responses to questions received from the bidders • Support preparation of technical documents (e.g., revised drawings and/or specifications) for one RFP addendum in response to bidder questions, including coordination with Balance and others.

Services proposed for Construction Bid Support assume the City will lead the effort for solicitation of proposals and correspondence with the responding contractors. 64 October 10, 2025
Glenn Dombeck, P.E.

Proposal for Engineering and Bid Package Development,
Refugio Valley Pond, Hercules, California (Revised
10/10/25)

Page 4 of 4 ends

Task 6: Project Management
Terraphase will assist the City with project management coordinating the above scope of work with project stakeholders.
• Development of a Project Quality Management Plan (PQMP) • Facilitation of recurring project team meetings including the distribution of a meeting agenda and recording of meeting minutes.
• Contract management and coordination with the City
Cost Estimate
Terraphase proposes to complete the scope of work outline and preliminary schedule under contract with the City on a time-and-materials basis, not to exceed $206,879. A detailed cost breakdown is provided in the attached Table 1.

Closing
Terraphase is grateful for the opportunity to offer our services to the City. If you have any questions or comments regarding this submittal, please contact Chris Jones at (860) 989-8538 or [email protected].

Sincerely,
for Terraphase Engineering Inc.

Shakeel Jogia, PE (CA), PMP, CCM Chris Jones, PE (CA)
Principal Engineer Senior Associate Engineer

Attachment: Table 1: Detailed Cost Breakdown
65 Table 1 - Time and Materials Cost Estimate (Rev 1)
City of Hercules
Proposal for Engineering, Permitting Support, and Bid Package Development Qty Cost Qty Cost Qty Cost Qty Cost Qty Cost Qty Cost Qty Cost Senior Principal Hour 320.00$ 0% 320.00$ 4 1,280$ -$ 6 1,920$ 4 1,280$ -$ -$ 14 4,480$ Principal Hour 301.00$ 0% 301.00$ 14 4,214$ 23 6,923$ 40 12,040$ 24 7,224$ 18 5,418$ 14 4,214$ 133 40,033$ Senior Associate Hour 282.00$ 0% 282.00$ 23 6,486$ 28 7,896$ 42 11,844$ 37 10,434$ 13 3,666$ 34 9,588$ 177 49,914$ Associate Hour 264.00$ 0% 264.00$ 6 1,584$ 8 2,112$ 46 12,144$ 25.5 6,732$ 9 2,376$ 8 2,112$ 102.5 27,060$ Senior Project Hour 247.00$ 0% 247.00$ -$ -$ -$ -$ -$ -$ 0 -$ Project Hour 230.00$ 0% 230.00$ -$ -$ -$ -$ -$ -$ 0 -$ Senior Staff 2 Hour 213.00$ 0% 213.00$ 58 12,354$ 48 10,224$ 42 8,946$ 57 12,141$ 12 2,556$ 1 213$ 218 46,434$ Senior Staff 1 Hour 193.00$ 0% 193.00$ -$ -$ -$ -$ -$ -$ 0 -$ Staff 2 Hour 171.00$ 0% 171.00$ -$ -$ 70 11,970$ 57 9,747$ -$ 1 171$ 128 21,888$ Staff 1 Hour 149.00$ 0% 149.00$ -$ -$ -$ -$ -$ -$ 0 -$ Senior Technician Hour 156.00$ 0% 156.00$ -$ -$ -$ -$ -$ -$ 0 -$ Technician 3 Hour 136.00$ 0% 136.00$ -$ -$ -$ -$ -$ -$ 0 -$ Technician 2 Hour 114.00$ 0% 114.00$ -$ -$ -$ -$ -$ -$ 0 -$ Technician 1 Hour 96.00$ 0% 96.00$ -$ -$ -$ -$ -$ -$ 0 -$ Senior Editor/ Senior Project Coordinator Hour 166.00$ 0% 166.00$ -$ -$ -$ -$ -$ -$ 0 -$ Editor 2/Project Coordinator 2/Accountant 2 Hour 147.00$ 0% 147.00$ -$ -$ -$ -$ -$ -$ 0 -$ Editor 1/Project Coordinator 1/Accountant 1 Hour 122.00$ 0% 122.00$ -$ -$ -$ -$ -$ -$ 0 -$ Administrator/Project Assistant/Billing Specialist Hour 103.00$ 0% 103.00$ -$ -$ -$ -$ -$ 13 1,339$ 13 1,339$ 25,918$ 27,155$ 58,864$ 47,558$ 14,016$ 17,637$ 191,148$ Geotechnical Laboratory Allowance 1,000.00$ 1,000.00$ 1 1,000$ -$ -$ -$ -$ -$ 1 1,000$ Topographic Survey (Mountain Pacific) Allowance 7,000.00$ 7,000.00$ 1 7,000$ -$ -$ -$ -$ -$ 1 7,000$ Utility Locating (GPRS) Allowance 750.00$ 750.00$ 1 750$ -$ -$ -$ -$ -$ 1 750$ Geotechnical Driller Allowance 4,000.00$ 4,000.00$ 1 4,000$ -$ -$ -$ -$ -$ 1 4,000$ 12,750$ -$ -$ -$ -$ -$ 12,750$ Drilling Permit Allowance 445.00$ 445.00$ 1 445$ -$ -$ -$ -$ -$ 1 445$ 445$ -$ -$ -$ -$ -$ 445$ Direct Cost Handling 10% 10.0% 1,320$ -$ -$ -$ -$ -$ 1,320$ Total Direct Costs 14,515$ -$ -$ -$ -$ -$ 14,515$ Truck/Vehicle (day) Day 206.00$ 206.00$ 4 824$ -$ -$ -$ -$ -$ 4 824$ IPad and Electronic Field Data (day) Day 40.00$ 40.00$ 4 160$ -$ -$ -$ -$ -$ 4 160$ Daily Consumables (includes gloves, ziplock bags
and trash bags) Each 24.00$ 24.00$ 4 96$ -$ -$ -$ -$ -$ 4 96$ Field Health and Safety and Decon Supplies (daily
fee) Day 34.00$ 34.00$ 4 136$ -$ -$ -$ -$ -$ 4 136$ Total Terraphase Equipment/Supplies (ERS) 1,216$ -$ -$ -$ -$ -$ 1,216$ Mileage mile 0.700$ 0.700$ -$ -$ -$ -$ -$ -$ 0 -$ Total Mileage Costs -$ -$ -$ -$ -$ -$ -$ 41,649 $ 27,155 $ 58,864 $ 47,558 $ 14,016 $ 17,637 $ 206,879 $ Task 2:

Permitting and
Stakeholder Support
Task 3:
60% Design Total
Task 1:

Design
Investigations
Task 4:
100% / IFB Design
Task 5:

Bid Support
Task 6:

Project
Management
Total Subcontractor Costs
Total Terraphase Labor
Total Other Direct Costs
Total Estimated Project Unit Costs
Category Units Standard
2025 Rate Discount Rate
Mileage Costs
Labor
Direct Costs
Subcontractor
Other Direct Costs
Terraphase Equipment/Supplies (ERS)
+
Terraphase Engineering Inc. Page 1 of 1
66 DISCUSSION AND/OR ACTION ITEM

AGENDA ITEMS

2. 25-288
67 STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of October 28, 2025

TO: Mayor and Members of the City Council

VIA: Dante Hall, City Manager

SUBMITTED BY: Eibleis Melendez, City Clerk

SUBJECT: Hercules City Clerk Department Update

RECOMMENDED ACTION:

Receive an update on the City of Hercules City Clerk Department

BACKGROUND:

The City Clerk Department serves as a link between the public and the City Council. The City Clerk makes sure that the City’s democratic and legislative processes are correctly carried out, recorded, stored, and managed following federal, state, and local laws and regulations.

The City Clerk serves as the Clerk of the City Council and ensures that meetings of the City Council follow the Brown Act (open meeting laws). The Office of the City Clerk prepares and distributes the legislative agenda, records all legislative actions of the Council, performs attestations, administers Oaths of Office, verifies that legal notices have been posted or published, and administers the boards and commissions appointment process.

As the City’s Elections Official and Political Reform Act compliance officer, the City Clerk administers municipal elections from election pre -planning to the declaration of election results; and ensures compliance and the timely filing of matters pertaining to the Political Reform Act.

The City Clerk is also the Custodian of Records and is responsible for compliance with the Public Records Act. The Office of the City Clerk administers the City’s Records Management Program for the preservation, protection, retention, and legal disposition of the City’s Records, which includes receiving and responding to public records requests in adherence to all the provisions of the Public Records Act.
68 City Clerk staff greet and assist the public at City Hall and provide administrative support for business license application processing and the filing of claims presented to the City.

ANALYSIS:

The City Clerk’s Department has three full -time staff members: the City Clerk and two Senior Clerks. Senior Clerk staff manage the front desk of City Hall, providing professional customer service and assisting with the administration of Business License a nd sewer lateral applications. They also support the City Clerk in carrying out departmental administrative duties and assist in preparing and supporting all City meetings.

Some of the core responsibilities of the City Clerk’s Office include collaborating with both City Staff and City Council to prepare the agenda and ensuring that all legal notices are posted and that necessary arrangements are made for an effective meeting. As the custodian of records, the City Clerk partners with designated Department Records Coordinators to maintain all city official documents in accordance with our records management program. Proper management of City records is essential for responding t o Public Records Requests and for organizing and indexing official city documents such as minutes, resolutions, and ordinances in compliance with federal, state, and local laws.

During an election, the City Clerk is the Election Official for the city. In collaboration with the county Elections Departments, the objective is to provide open access to Municipal election information and ensure a fair and impartial election by following the functions and duties described and explained by both the Government Code and Election Code.

The responsibilities outlined above directly support the City’s third strategic goal of enhancing community transparency and communication. Although many duties and responsibilities of the City Clerk Department are internally focu sed, what we do directly affects the daily operations of the city and the community we serve.

FISCAL IMPACT:

There is no fiscal impact associated with receiving this report.

ATTACHMENTS:

1. Presentation
69 City
Clerk
Department
Update
Hercules City Council
10/28/2025

70 2
 It is one of the government’s oldest professions,
w
hose origins can be traced to biblical times.
 Early keepers of archives relied on their memory
f
or the public record and were called
“remembrancers.”
 The clerk was one of the first offices established
w
hen local governments formed in colonial
America.
 California Government Code Section 36501- The
s
tandard of city government should include at
least 5 councilmembers, a city clerk, treasurer,
chief of police, fire chief, and any subordinate
officers or employees provided by law.

CITY CLERK FUN FACTS
71 MEET THE CITY CLERK TEAM
3 Joanne Sanchez
Senior Clerk
Lavonne Rose
Senior Clerk
Eibleis Melendez
City Clerk
72 8 / 0 5 / 2 0 X X
To provide quality administrative
support to the City of Hercules
City Council, Staff, and
Residents; conduct municipal
elections with the highest
integrity; provide professional
customer service through
accurate, timely, and courteous
service; and effectively manage
all official records.
4 OBJECTIVE
73 • Agenda
Management
• Records
Management
• City Commissions
• Elections
• Risk Management-
General Liability
5 CORE FUNCTIONS
74 6
Step by Step - The “Process”

1. Future Item List

2. Agenda Item Due Dates

3. Agenda Setting Meeting

4. Approval Tracking

5. Finalizing Agenda

6. Publication & Distribution

AGENDA MANAGEMENT AND PREPARATION
75 7

RECORDS

MANAGEMENT
• Update of Records Retention
Schedule & Policy
• Contract Management
• Public Records Request
( Government Code section 7920.000 et seq.)
76 8

CITY BOARDS &

COMMISSIONS
Advisory Council on Aging
77 ELECTIONS
78 1 0
• City Claims
• Municipal Pooling Authority
• Department Safety Trainings

RISK MANAGEMENT
79 Thank you!
80

Hercules City CouncilOctober 28, 2025

Hercules City Council
October 28, 2025