AGENDA
LAKE FOREST CITY COUNCIL
Regular Meeting of the City Council
Tuesday, October 1, 2024
Public Session 6:30 p.m.
City Council Chambers, 100 Civic Center Drive, Lake Forest, California NOTICE: Pursuant to Lake Forest Municipal Code Section 2.04.010, Regular Meetings of the City Council are held the First and Third Tuesday of each month at the hour of 5:30 p.m. for Closed Session matters, if required.
The Public Session of the meeting shall commence at 6:30 p.m. or as soon thereafter as possible. Special Meeting times may be held at a different time and date as listed on the Agenda.
AGENDA DOCUMENT REVIEW: The Agenda and staff reports are available on the Internet at https://www.lakeforestca.gov/en/government/meeting-agendas-and-minutes/meeting-agendas and at the City Clerk’s Office, 100 Civic Center Drive, Lake Forest, California, on the Friday before the meeting on Tuesday.
AGENDA DESCRIPTION: The Agenda descriptions are intended to give notice to members of the public of a general summary of items of business to be transacted or discussed. The listed Recommended Action represents staff’s recommendation. The City Council may take any action which it deems to be appropriate on the agenda item and is not limited in any way by the recommended action.
AGENDA ON SOCIAL MEDIA: This meeting will be streamed through Facebook Live. Comments will not be taken via Facebook Live. The City provides the Facebook Live stream as an additional service to the public.
However, the City cannot guarantee that its network and/or the site will be uninterrupted. The City is not responsible for any interrupted service.
SPECIAL NOTICE REGARDING PUBLIC ACCESS TO THE MEETING AND PUBLIC COMMENT:
PUBLIC PARTICIPATION: In addition to attending in person, members of the public may access the meeting live on our website at https://www.lakeforestca.gov/en/government/meeting-agendas-and-minutes/meeting-agendas.
PUBLIC COMMENT PRIOR TO THE MEETING: Members of the public may submit email comments to [email protected]. Email comments will be uploaded to the agenda packet and made part of the official public record of the meeting and will not be read at the meeting. To ensure staff reviews all comments prior to the City Council meeting, please submit email comments no later than 5:00 p.m. the day of the meeting.
PUBLIC COMMENT: Members of the public may provide comments in-person at the meeting. Public comments will no longer be accepted remotely. Those wishing to provide comments in-person at the meeting will be asked to submit a request to speak to the City Clerk. To ensure prompt distribution to the City Council, members of the public wishing to provide written materials to the City Council should do so prior to the start of the meeting or as close thereto as possible, as time will not be taken during the public comment period to distribute written materials to the City Council.
TRANSLATION SERVICE: Interpreters are available by request to members of the public that prefer to make their public comments in Spanish or Chinese. Requests for a translator need to be received by 8:00 a.m. the Monday before the scheduled City Council meeting. Such requests must be received via email at [email protected]
October 1, 2024 LAKE FOREST CITY COUNCIL AGENDA Page 1 Los intérpretes están disponibles previa solicitud para el público que prefiera hacer sus comentarios públicos en español o chino. Las solicitudes de traductor deben recibirse antes de las 8:00 a. m. del lunes anterior a la reunión programada del Concejo Municipal. Dichas solicitudes deben recibirse por correo electrónico a [email protected]
如果大眾願意用西班牙語或中文發表公開評論，我們可應要求提供口譯服務。需要在預定市議會會議之前的周一
上午 8:00 之前收到翻譯請求。此類請求必須透過電子郵件收到：[email protected] Rúguǒ dàzhòng yuànyì yòng xībānyá yǔ huò zhōngwén fābiǎo gōngkāi pínglùn, wǒmen kě yīng yāoqiú tígōng k ǒuyì fúwù. Xūyào zài yùdìng shì yìhuì huìyì zhīqián de zhōuyī shàngwǔ 8:00 Zhīqián shōu dào fānyì qǐngqiú. Cǐ l èi qǐngqiú bìxū tòuguò diànzǐ yóujiàn shōu dào: [email protected] CALL TO ORDER:
Council Members:
Mayor Pro Tem:
Mayor:
City Manager:
City Attorney:
City Clerk:
6:30 p.m.
Doug Cirbo
Robert Pequeño
Benjamin Yu
Scott Voigts
Mark Tettemer
Debra Rose
Matthew E. Richardson
Lisa Berglund
PUBLIC SESSION: 6:30 p.m.
PUBLIC SESSION: At this time, the City Council will convene to consider public matters. Those wishing to address the City Council must submit a completed “Request to Speak” form to the City Clerk prior to City Council action.
INVOCATION: The Invocation will be provided by Rabbi Zalman Marcus, Chabad of Mission Viejo.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance to the Flag of our Country to be led by Cub Scout Pack #703.
REPORT FROM STUDENT LIAISON: Report from Maya Lowrey, Student Liaison from El Toro High School.
PRESENTATIONS (Item Nos. 1 – 2)
October 1, 2024 LAKE FOREST CITY COUNCIL AGENDA Page 2
1. NEW EMPLOYEE INTRODUCTIONS
RECOMMENDED ACTION: Receive and file.
2. SPOOKTACULAR AND SPORTS PARK 10 YEAR ANNIVERSARY
RECOMMENDED ACTION: Receive and file a presentation introducing the City's upcoming Spooktacular Event to be held on October 26, 2024.
PUBLIC COMMENTS
Members of the public can submit an e-comment to [email protected]. E-comments will not be read at the meeting.
Members of the public may also provide comments in-person at the meeting or remotely. Those wishing to provide comments in- person at the meeting will be asked to submit a request to speak to the City Clerk.
CONSENT CALENDAR (Item Nos. 3 – 7)
All matters listed under the Consent Calendar are considered routine and will be enacted by one vote. There will be no separate discussion of these items unless Members of the City Council, the public, or staff request specific items be removed from the Consent Calendar for separate action.
3. MOTION TO WAIVE READING OF RESOLUTIONS AND ORDINANCES RECOMMENDED ACTION: Said Ordinances and Resolutions which appear on the public agenda shall be determined to have been read by title and further reading waived.
4. MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL HELD ON SEPTEMBER 17, 2024
RECOMMENDED ACTION: Approve as submitted.
5. NOTICE OF COMPLETION FOR THE RIDGE ROUTE MEDIAN
IMPROVEMENT PROJECT
RECOMMENDED ACTION: 1. Find that Cheloletty Engineering, Inc. has completed construction of the Ridge Route Median Improvement Project October 1, 2024 LAKE FOREST CITY COUNCIL AGENDA Page 3 (PW 24S07). 2. Approve the Notice of Completion and authorize the Mayor to execute the document on behalf of the City. 3. Authorize the City Clerk to submit Notice of Completion for recordation to the Office of the County Recorder of Orange County within fifteen days of City Council approval, as required by Section 9204 of the California Civil Code. 4. Authorize staff to release any unencumbered retention in accordance with California law.
6. SECOND AMENDMENT TO AGREEMENT WITH Z&K CONSULTANTS,
INC. FOR CONSTRUCTION ADMINISTRATION AND CONSTRUCTION
INSPECTION SERVICES FOR STREETS
RECOMMENDED ACTION: 1. Approve the Second Amendment to the Professional Consultant Services Agreement with Z&K Consultants, Inc. for Construction Administration and Construction Inspection (“CA/CI”) Services for Streets. 2. Authorize the Mayor to sign, and the City Clerk to attest, the Second Amendment in the form attached.
7. 2025 CITY MEETING CALENDAR
RECOMMENDED ACTION: Adopt the 2025 City Meeting Calendar.
DISCUSSION/ACTION ITEMS (Item No. 8)
The following matters are for City Council consideration/discussion/action. Members of the public may have the opportunity to address these items if they wish to do so. Please complete the Request to Speak form and give to the City Clerk.
8. STRATEGIC PLAN QUARTERLY UPDATE
RECOMMENDED ACTION: Receive and file.
CITY MANAGER'S REPORT
At this time, the City Manager may comment on agenda and non-agenda items; and report on items of interest to the City Council and community.
October 1, 2024 LAKE FOREST CITY COUNCIL AGENDA Page 4 Council may refer to staff or other resources for factual information, request staff to report back at a subsequent meeting or direct staff to place a matter of business on a future agenda. No action may be taken on non-agenda matters unless authorized by law (Government Code Section 54954.2).
Council Member Cirbo:
Council Member Pequeño:
Council Member Yu:
Mayor Pro Tem Voigts:
Mayor Tettemer:
October 1, 2024 LAKE FOREST CITY COUNCIL AGENDA Page 5
CITY COUNCIL COMMENTS
At this time, City Council Members may comment on agenda or non-agenda matters. No discussion may take place on any item not appearing on the posted agenda. Council Members may ask a question for clarification, respond to statements made or questions posed by the public, make a brief announcement, or make a brief report on his or her own activities. In addition, the City
ADJOURNMENT
In compliance with the Americans With Disabilities Act, if you need special assistance to participate in this Meeting, including auxiliary aids or services, you should contact the Office of the City Clerk at (949) 461-3400.
Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and agenda back-up materials can be obtained from the Office of the City Clerk on the Friday prior to the City Council meeting. Copies of all Agendas, Staff Reports and Supporting Materials can also be found on the City’s website – https://www.lakeforestca.gov/129/Agendas.
Agenda and agenda packets, if requested, will be made available in an appropriate alternative format to persons with a disability as required by the Americans With Disabilities Act. Copies of the agenda are provided at no cost and agenda back-up materials are available at the per page copy cost.
The City of Lake Forest mailing address is City Council Chambers, 100 Civic Center Drive, Lake Forest, California.
Phone: (949) 461-3400. FAX (949) 461-3511
CERTIFICATION: I, Lisa Berglund, City Clerk of the City of Lake Forest, California, hereby certify that the foregoing agenda was posted for public review at City Hall on September 26, 2024.
Lisa Berglund
City Clerk
October 1, 2024 LAKE FOREST CITY COUNCIL AGENDA Page 6
CITY COUNCIL AGENDA REPORT
MEETING DATE: 10/1/2024
DEPARTMENT: City Manager
SUBJECT:
NEW EMPLOYEE INTRODUCTIONS
RECOMMENDED ACTION(S):
Receive and file.
EXECUTIVE SUMMARY:
Ariela Corral – Recreation Supervisor
Ariela joins the City of Lake Forest from the Saddleback Valley Unified School District’s (“SVUSD”) Community Services Department. She began her career in recreation as a part-time employee working for the Lake Forest Kids Factory program and gained experience in several areas of the district. She played an integral part of working for SVUSD under the City of Lake Forest contract and therefore was well-acquainted with the Lake Forest programs and special events.
Motivated by the accomplishments of her colleagues, she worked diligently with the City as a part-time Coordinator and was later promoted to Recreation Supervisor at the Lake Forest Sports Park. Ariela is proud to serve the community where she grew up and currently resides, demonstrating her commitment to enhancing recreational opportunities for Lake Forest residents.
David Sanchez – Facilities Maintenance Specialist
The Lake Forest Public Works Department is excited to introduce the newest team member, David Sanchez. David joins the City with extensive experience as a home and commercial facilities services specialist. Having spent the past 5 years working in nearby cities, David will assist with the repairs and project management services at our facilities citywide. Currently residing in Anaheim Hills, with his wife Jody, two boys ages 8 and 1, and a daughter age 7, David enjoys carrying on a family tradition of camping, especially at the Kern River.
David’s interests include football, rooting for the Dallas Cowboys, and following the sport of boxing, a sport he participated in his youth.
Item: 1
7 Fauna Shrago – Finance Analyst
Fauna joins the City of Lake Forest as the new full-time Finance Analyst in the Finance Department. Fauna began her career in finance with the City of Long Beach. Fauna has worked as a Management Analyst for the Real Property and Asset Management Program in Newport Beach and most recently as a Senior Risk Management Analyst for the City of Laguna Beach. Fauna also brings experience as a regulatory compliance specialist in the alcoholic beverage industry, contributing to the successful launch of several local breweries in Orange County. A proud resident of Lake Forest, Fauna holds a bachelor’s degree in political science with an emphasis in legal studies, as well as a Risk Management Practitioner’s Certificate and a Real Estate Broker’s Certificate. In her free time, Fauna enjoys traveling and spending time with her family, including her newest member, a special needs rescue pup named Supergirl.
FISCAL IMPACT:
There is no fiscal impact associated with the recommended action.
ATTACHMENTS:
None.
Initiated By: Nidia Ruelas, Assistant to the City Manager Submitted By: Debra Rose, City Manager
Approved By: Debra Rose, City Manager
Item: 1
8 CITY COUNCIL AGENDA REPORT
MEETING DATE: 10/1/2024
DEPARTMENT: Management Services
SUBJECT:
SPOOKTACULAR AND SPORTS PARK 10 YEAR ANNIVERSARY
RECOMMENDED ACTION(S):
Receive and file a presentation introducing the City's upcoming Spooktacular Event to be held on October 26, 2024.
EXECUTIVE SUMMARY:
On Saturday, October 26, 2024, staff will produce the annual Spooktacular event at the Lake Forest Sports Park. Advertised as the “Spooktacular with a Birthday Twist,” this year's event will have a special giveaway for those that purchase wristbands in celebration of the 10th anniversary of the opening of the park. The registered participants will receive a commemorative 10 Year Anniversary Sports Park backpack, punch card for our trunk or treat stations, and wristband to enjoy activities such as an escape room, laser tag, reptile room, crafts, games, inflatables, and photo booth. There will also be a variety of food vendors, which include corn on the cob, churros, cotton candy, cookies, and Belgian fries.
FISCAL IMPACT:
There is no fiscal impact associated with the recommended action.
ATTACHMENTS:
1. Spooktacular Event Flyer
2. Backpack Souvenir Design
Initiated By: Laura Lisack, Recreation Manager
Submitted By: Sean McGovern, Deputy City Manager
Approved By: Debra Rose, City Manager
Item: 2
9 ATTACHMENT 1
Item: 2
10 SPOOKTACULARWITH A BIRTHDAY TWIST
OCTOBER 26, 2024
LAKE FOREST SPORTS PARK
3:00-7:00PM
GET SPOOKY WITH US WHILE ALSO CELEBRATING
THE SPORTS PARK’S 10TH ANNIVERSARY
TICKETS ARE $10 UNTIL OCTOBER 25 AND $15 AFTER. CHILDREN UNDER 3 AND PARENTS ARE FREE. WRISTBAND SALES WILL START ON SEPTEMBER 2 AT THE LAKE FOREST SPORTS PARK.
FOOD TRUCKS
ENTERTAINMENT INFLATABLES
CREEPY CRAFTS
CANDY MUSIC
GAMES & MORE!
Costumes are
encouraged!
For more information:
949-273-6960
Item: 2
11 ATTACHMENT 2
Item: 2
12 Backpack Souvenir
Item: 2
13 CITY COUNCIL AGENDA REPORT
MEETING DATE: 10/1/2024
DEPARTMENT: City Clerk
SUBJECT:
MOTION TO WAIVE READING OF RESOLUTIONS AND ORDINANCES
RECOMMENDED ACTION(S):
Said Ordinances and Resolutions which appear on the public agenda shall be determined to have been read by title and further reading waived.
EXECUTIVE SUMMARY:
California Government Code 36934 allows titles of ordinances and resolutions to be waived.
FISCAL IMPACT:
There is minimal fiscal impact associated with the recommended action.
ATTACHMENTS:
None.
Submitted By: Lisa Berglund, MPA, City Clerk
Approved By: Debra Rose, City Manager
14 Item: 3
14 MINUTES OF A REGULAR MEETING
OF THE CITY COUNCIL OF THE CITY OF LAKE FOREST
The regular meeting of the City Council of the City of Lake Forest held Tuesday, September 17, 2024, at the Lake Forest City Council Chambers, 100 Civic Center Drive, Lake Forest, California, was called to order at 6:33 p.m. with Mayor Pro Tem Voigts absent and Council Member Cirbo teleconferencing.
ROLL CALL:
Council Members:
Doug Cirbo (teleconference)
Robert Pequeño
Benjamin Yu
Mayor Pro Tem: Scott Voigts (absent)
Mayor: Mark Tettemer
City Manager: Debra Rose
City Attorney: Matthew E. Richardson
City Clerk: Lisa Berglund
INVOCATION: The Invocation was provided by Chaplain Serena Cummins.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance to the Flag of our Country was led by Girl Scout Troop #8621.
PUBLIC COMMENTS:
John Karpierz provided information on the Kiwanis Club of Lake Forest.
CONSENT CALENDAR: (Item Nos. 1 – 5)
MOTION: It was moved by Council Member Pequeño, seconded by Council Member Yu, to approve Consent Calendar Item Nos. 1 – 5. The motion was carried by a vote of 4-0 with Mayor Pro Tem Voigts absent.
1. MOTION TO WAIVE READING OF RESOLUTIONS AND ORDINANCES ACTION: Said Ordinances and Resolutions which appeared on the public agenda were determined to have been read by title and further reading was waived.
2. MINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL HELD ON SEPTEMBER 3, 2024
ACTION: The minutes were approved as submitted.
3. MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL HELD ON Item: 4
15 September 17, 2024 LAKE FOREST CITY COUNCIL MEETING MINUTES Page 2 of 5 SEPTEMBER 3, 2024
ACTION: The minutes were approved as submitted.
4. CERTIFICATION OF WARRANT REGISTER
ACTION: The warrant register in the amount of $7,154,990.21 was approved.
5. AWARD OF CONTRACT FOR THE STREET SIDEWALK REPAIR AND REPLACEMENT PROJECT OPS-2023-01
ACTION: 1. The contract documents for Street Sidewalk Repair and Replacement Project OPS-2023-01 were approved. 2. The apparent low bidder, We R Builders, Inc., was found to be nonresponsive and their request for a bid withdrawal was accepted. 3. A Resolution entitled, “A RESOLUTION OF THE
CITY COUNCIL OF THE CITY OF LAKE FOREST, CALIFORNIA, AMENDING THE 2023-2025 OPERATING BUDGET; AMENDING APPROPRIATIONS FOR FISCAL YEAR 2024-25” was adopted. 4. A contract in the amount of $206,587.50 was awarded to the second lowest bidder, Cheloletty Engineering, Inc. 5. All other bids received were rejected and return of the bid bonds upon receipt of the executed contract documents from Cheloletty Engineering, Inc. was authorized. 6. The Mayor was authorized to sign, and the City Clerk to attest the contract with Cheloletty Engineering, Inc.
PUBLIC HEARING(S): (Item Nos. 6 – 8)
6. FISCAL YEAR 2023-24 COMMUNITY DEVELOPMENT BLOCK GRANT
CONSOLIDATED ANNUAL PERFORMANCE EVALUATION REPORT
The Mayor opened the public hearing. City Manager Rose introduced this item and invited Economic Development/Housing Manager Grijalva to provide a presentation. No public comment was offered. The Mayor closed the public hearing.
MOTION: It was moved by Council Member Pequeño, seconded by Council Member Yu, to: Adopt a Resolution entitled: A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF LAKE FOREST, CALIFORNIA, APPROVING THE FY 2023-2024 CONSOLIDATED ANNUAL PERFORMANCE EVALUATION
REPORT FOR THE CITY'S COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM. The motion was carried by a vote of 4-0 with Mayor Pro Tem Voigts absent.
7. ANNUAL REVIEW OF DEVELOPMENT AGREEMENTS
The Mayor opened the public hearing. City Manager Rose introduced this item and invited Economic Development/Housing Manager Grijalva to provide a Item: 4
16 September 17, 2024 LAKE FOREST CITY COUNCIL MEETING MINUTES Page 3 of 5 presentation. Council questions were asked and answered. No public comment was offered. The Mayor closed the public hearing.
MOTION: It was moved by Council Member Yu, seconded by Council Member Pequeño, to: 1. Conduct the annual review of Development Agreements between the City and the following parties: a. USA Portola Properties, LLC (“Baldwin”); b. Lennar Homes (“Lennar”); c. Shea Homes (“Shea”); d. Toll Brothers West, Inc. (“Toll Brothers”). 2. Find that Baldwin, Lennar, Shea, and Toll Brothers are each in good faith compliance with its respective Development Agreements. The motion was carried by a vote of 4-0 with Mayor Pro Tem Voigts absent.
8. PUBLIC HEARING TO CONSIDER A RESOLUTION OF NECESSITY FOR THE
JERONIMO ROAD WIDENING IMPROVEMENTS PROJECT
The Mayor opened the public hearing. City Manager Rose introduced this item and invited Mr. Guillermo Frias from Best, Best and Krieger to provide statements. Assistant City Engineer Erdman also provided a presentation. No public comment was offered. The Mayor closed the public hearing. Council Member questions were asked and answered. City Clerk Berglund confirmed that the City is in receipt of an objection letter from the property owner.
MOTION: A motion was made by Council Member Pequeño and seconded by Council Member Yu, to adopt a Resolution of Necessity entitled: RESOLUTION
OF NECESSITY FOR THE ACQUISITION, BY EMINENT DOMAIN, OF A FEE
INTEREST IN A PORTION OF THAT CERTAIN REAL PROPERTY
COMMONLY KNOWN AS 25052 FARTHING STREET, CITY OF LAKE
FOREST, CALIFORNIA, AND A TEMPORARY CONSTRUCTION EASEMENT FOR THE JERONIMO ROAD WIDENING IMPROVEMENTS PROJECT. It was determined that the public interest and necessity require the acquisition of a certain real property interest from Assessor’s Parcel No. 614-021-34 by eminent domain for the Jeronimo Road Widening Improvements Project. The City Attorney or the City Attorney’s designee was authorized to commence an eminent domain proceeding. The motion was carried by a vote of 4-0 with Mayor Pro Tem Voigts absent.
DISCUSSION/ACTION ITEMS: (Item No. 9)
9. LAGUNA HILLS DMV OFFICE CLOSURE
The Mayor turned the floor over to Council Member Yu to provide comments on this item. Council members provided direction to the City Manager to craft a letter from the Mayor to the State of California regarding support for the opening of a Department of Motor Vehicles branch in the Lake Forest area.
ACTION: City Council exercised discretion.
Item: 4
17 September 17, 2024 LAKE FOREST CITY COUNCIL MEETING MINUTES Page 4 of 5
CITY MANAGER'S REPORT: City Manager Rose had nothing further to report.
CITY COUNCIL COMMENTS:
Council Member Cirbo: Council Member Cirbo sent greetings to all from the state of Indiana.
Council Member Pequeño: Council Member Pequeño thanked staff for all their hard work. He reported on his attendance at the
Leading Ladies event, the grand opening of Sanaa’a,
and a ride along with Orange County Fire Authority to
tour the operations of the Airport Fire.
Council Member Yu: Council Member Yu thanked first responders for their hard work in responding to the Airport Fire. He
requested the Council consider a certificate of
recognition for the 30th Anniversary of the Kiwanis
Club of Lake Forest. He reminded everyone that the
City passed an ordinance regarding street vendors.
Mayor Tettemer: Mayor Tettemer reported on his attendance at the Leading Ladies event, a ride along with Orange
County Fire Authority to tour the operations of the
Airport Fire, the Orange County Business Council’s
First Responder’s Dinner, and a 9/11 Remembrance
event.
ADJOURNMENT: The Regular Meeting of the City Council was adjourned at 7:22 p.m.
Respectfully submitted:
APPROVED:
LISA BERGLUND MARK TETTEMER
CITY CLERK MAYOR
Item: 4
18 CITY COUNCIL AGENDA REPORT
MEETING DATE: 10/1/24
DEPARTMENT: Public Works
SUBJECT:
NOTICE OF COMPLETION FOR THE RIDGE ROUTE MEDIAN IMPROVEMENT
PROJECT
RECOMMENDED ACTION(S):
1. Find that Cheloletty Engineering, Inc. has completed construction of the Ridge Route Median Improvement Project (PW 24S07).
2. Approve the Notice of Completion and authorize the Mayor to execute the document on behalf of the City.
3. Authorize the City Clerk to submit Notice of Completion for recordation to the Office of the County Recorder of Orange County within fifteen days of City Council approval, as required by Section 9204 of the California Civil Code.
4. Authorize staff to release any unencumbered retention in accordance with California law.
EXECUTIVE SUMMARY:
On May 13, 2024, the City Council awarded a contract to Cheloletty Engineering, Inc. (“CEI”) in the amount of $257,480 to provide center median improvements to the existing sixteen planters on Ridge Route from Muirlands to Gowdy. The official name of this project is: Ridge Route Median Improvement Project (“Project”). The Project completed the second phase of improvements to the remaining sixteen median planters along Ridge Route Drive with a redesigned version of the planters.
The Project was substantially completed on August 29, 2024. The total construction costs, including one contract change order, is $261,030. After final inspection of the Project, determination of final quantities, and progress payment processing, the Project is now ready for the Notice of Completion. Staff recommends the City Council approve the Notice of Completion (Attachment 1) and direct staff to release any unencumbered retention in accordance with Item: 5
19 1
5 7
6 California law. Sufficient funds exist in the 2023-25 Capital Improvement Projects Budget to cover the costs of the recommended action.
BACKGROUND:
In February 2023, the City initiated the Ridge Route and Overlake Median Improvement Project (OPS-2021-11) to replace five deteriorated brick landscape planters that were chipped, cracked, faded, and damaged by vehicle collisions.
The construction of the new planters included an updated design similar to the river rock stonework at Veterans Park and was completed through a construction contract with Cheloletty Engineering, Inc. (“CEI”). The successful project led to the creation of the Ridge Route Median Improvement Project (PW- 24S07) which would reconstruct the remaining sixteen brick planters along Ridge Route with the updated design.
On January 18, 2024, the City Manager authorized the advertisement of the Ridge Route Median Improvement Project for construction. The original plans for the Project included demolishing and reconstructing the remaining sixteen median planters with the updated design. One bid for the Project was received on February 15, 2024, and subsequently vetted by staff. On May 13, 2024, the City Council awarded the construction contract to CEI to construct the Project in the amount of $257,480.
DISCUSSION:
The Project began on June 6, 2024. During the construction phase of the project, a vehicle accident occurred and damaged one of the previously constructed phase 1 planters resulting in minor damage. This additional work needed to repair the damage prompted Contract Change Order #1 (“CCO #1”) in the amount of $3,550. Per Lake Forest Municipal Code Section 3.13.085, the City Manager approved the additional work which did not exceed 10% of the final contract amount ($25,748).
CEI substantially completed construction activities on August 29, 2024. The City’s construction manager conducted a final inspection to ensure the Project’s completion per the contract requirements.
The Notice of Completion establishes a date that limits the time subcontractors and material vendors may file stop notices or liens against the project. Following City Council approval, the City Clerk must submit the Notice of Completion to the Clerk Recorder of Orange County within 15 days of the City Council’s action, as required by Section 9204 of the California Civil Code. Following approval and recordation, the Notice of Completion establishes a 30-day period for Item: 5
20 1
5 7
6 subcontractors and material vendors to file stop payment notices and initiates the start date for the warranty period. Since the work has been completed and accepted by the City, staff recommends the City Council approve the Notice of Completion and release the retention payment 30 days after recording the Notice of Completion, providing there are no stop notices for the project on file with the City.
Approving the recommended actions would find the project complete, authorize the Mayor and City Clerk to sign the Notice of Completion, and allow staff to release any unencumbered retention in accordance with California law.
FISCAL IMPACT:
The fiscal impact of the recommended action would find the Project complete, authorize the Mayor and City Clerk to sign the Notice of Completion, and allow staff to release any unencumbered retention in accordance with California law.
The total contract cost of the Project would be $261,030 including CCO#1.
Sufficient funding exists in the 2023-25 Capital Improvement Projects Budget to cover the costs of the recommended action.
ATTACHMENTS:
1. Notice of Completion for Ridge Route Median Improvement project (PW 24S07).
Initiated By: Tony Villegas, Landscape Administrator
Submitted By: Thomas E. Wheeler, P.E., Director of Public Works/City Engineer Approved By: Debra Rose, City Manager
Item: 5
21 ATTACHMENT
Item: 5
22 RECORDING REQUESTED BY
AND MAIL TO:
Lisa Berglund
City Clerk
City of Lake Forest
100 Civic Center Dr
Lake Forest, California, 92630
Fee Exempt – Gov’t Code §27383
NOTICE OF COMPLETION
(C.C.C. 9204 - PUBLIC WORKS)
NOTICE IS HEREBY GIVEN THAT:
1. The City of Lake Forest located at 100 Civic Center Drive, Lake Forest, California, 92630, has completed a public work of improvement described as Ridge Route Median Improvement Project (PW 24S07) and accepted by the awarding authority upon the date hereof.
2. Date of completion: October 1, 2024.
3. Description of work performed: Remove and replace deteriorated median planters.
4. The City’s interest in the property in which the public work was completed is: X Fee Easement Lease.
5. The real property upon which said public work was performed in the City of Lake Forest is: Ridge Route Dr. between Muirlands and Gowdy
6. The contractor was: Cheloletty Engineering, Inc.
Dated ____________________________________ __________________________________________ Mark Tettemer, Mayor
City of Lake Forest
ATTEST:
_________________________________________
Lisa Berglund, City Clerk
VERIFICATION
I, the undersigned, say: I am the Mayor of the City of Lake Forest , the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof, the same is true of my knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed at Lake Forest, California, on this ____ day of _________________, 2024.
__________________________________________
Mark Tettemer, Mayor
City of Lake Forest
ATTEST:
__________________________________________
Lisa Berglund, City Clerk
Docusign Envelope ID: 686F0F27-037F-4055-9FC2-DB2833BBDC92 Item: 5
23 CITY COUNCIL AGENDA REPORT
MEETING DATE: 10/1/2024
DEPARTMENT: Public Works
SUBJECT:
SECOND AMENDMENT TO AGREEMENT WITH Z&K CONSULTANTS, INC.
FOR CONSTRUCTION ADMINISTRATION AND CONSTRUCTION
INSPECTION SERVICES FOR STREETS
RECOMMENDED ACTION(S):
1. Approve the Second Amendment to the Professional Consultant Services Agreement with Z&K Consultants, Inc. for Construction Administration and Construction Inspection (“CA/CI”) Services for Streets.
2. Authorize the Mayor to sign, and the City Clerk to attest, the Second Amendment in the form attached.
EXECUTIVE SUMMARY:
On September 20, 2021, the City Council awarded Z&K Consultants, Inc. (“Z&K”) a Professional Consultant Services Agreement (“Agreement”) for Construction Administration and Construction Inspection (“CA/CI”) Services for three street improvement projects (Attachment 1). The three projects are: Glenn Ranch Road Rehabilitation from Portola Parkway to El Toro Road; Residential Slurry Seal – Zone F; and Muirlands Boulevard and Jeronimo Road Arterial Slurry Seal.
Two of the three projects, Glenn Ranch Road Rehabilitation from Portola Parkway to El Toro Road, and Residential Slurry Seal – Zone F, have been completed. Z&K has performed to staff’s expectations throughout the term of the Agreement. The Agreement term was extended once via amendment and is set to expire on September 19, 2025 (Attachment 2).
The construction contract for the last project, Arterial Slurry Seal of Muirlands Boulevard and Jeronimo Road was awarded at the July 17, 2024, City Council meeting. This project received a $248,199 state grant for pavement preservation.
Due to the grant requirements, additional CA/CI and labor compliance services are needed. In addition, the number of working days was extended from 50 to 70 for construction due to the grant requiring pedestrian curb ramps within the project area to be updated to the current standard.
Item: 6
24 As the addition of these services to complete the project exceeds the City Manager’s 10% authority, staff recommends the City Council approve a Second Amendment to the Agreement (Attachment 3) with Z&K that would increase the not-to-exceed compensation amount by $69,852 to a total compensation of $376,668.
BACKGROUND:
The City utilizes consultants to provide CA/CI Services for 2021-2028 Capital Improvement Plan (“CIP”) projects. On September 20, 2021, the City Council awarded a contract to Z&K in the amount of $306,816 to provide the City with CA/CI services for three street improvement projects: 1) Glenn Ranch Road Rehabilitation from Portola Parkway to El Toro Road; 2) Residential Slurry Seal – Zone F; and 3) Arterial Slurry Seal of Muirlands Boulevard and Jeronimo Road from Los Alisos Boulevard to Bake Parkway; over a three-year term, with two optional one-year term extensions.
The original contract was intended to cover multiple years and three CIP projects. The Glenn Ranch Road Rehabilitation was completed in March 2022.
Zone F Residential Slurry Seal Projects was completed in November 2022. The Arterial Slurry Seal of Muirlands Boulevard and Jeronimo Road from Los Alisos Boulevard to Bake Parkway was originally scheduled to be constructed in 2023.
However, the City received a $248,199 Federal Pavement Management Relief Fund grant. Administration of the fund was transferred to the state. This transition process resulted in delays in the final approval of the funding by the state. After the City received state funding authorization in 2024, the project was advertised for construction, and the City Council awarded a construction contract on July 17, 2024.
The First Amendment to Agreement with Z&K was approved by City Manager on May 27, 2024, to extend the contract term by one year to September 19, 2025, to provide the CA/CI services necessary to complete the final project included in the original contract scope. There was no change in cost associated with this amendment (Attachment 2).
The contract documents for the Arterial Slurry Seal Project on Muirlands Boulevard and Jeronimo Road are finalized and advertised. The construction contract for this last project was awarded at the July 17, 2024, City Council meeting. This project consists of localized asphalt repairs and slurry sealing of Muirlands Boulevard and Jeronimo Road as well as the updating several pedestrian curb ramps to the current American Disabilities Act (“ADA”) standard.
Item: 6
25 DISCUSSION:
Due to grant funding requirements, additional labor compliance services are required to ensure that all labor compliance regulations are thoroughly adhered to in accordance with the requirements set forth by the Department of Industrial Relations (“DIR”). The Z&K team will monitor, document, and verify compliance with prevailing wage laws, certified payroll reporting, and other relevant labor regulations to ensure that the project meets all state labor standards. This will include regular reviews and audits of contractor submissions to maintain full compliance throughout the project’s duration.
Also, construction duration of the project is increased from 50 to 70 working days to allow for reconstruction of the ADA ramps. Additional Z&K CA/CI services are required for the additional 20 working days. Due to the time lapse from when the project was initially inspected for pavement repairs, a second pre-construction inspection to confirm and adjust mark outs, as needed, would also be added to the scope of work. Z&K provided a revised proposal for the additional services to be performed for a total additional not to exceed fee of $69,852.
Pursuant to the City’s Purchasing and Contracting Guidelines, staff completes a vendor performance assessment during a proposed contract amendment. The chart below provides an overall summary of Z&K’s performance since its most recent amendment.
Z&K Consultants, Inc. Performance Assessment
September 20, 2021 – September 2024
Category Rating
Performance of Scope of
Services
☐Unsatisfied ☐ Satisfied ☒ Very Satisfied ☐ N/A
Timeliness ☐Unsatisfied ☐ Satisfied ☒ Very Satisfied ☐ N/A Budget Performance ☐Unsatisfied ☐ Satisfied ☒ Very Satisfied ☐ N/A Customer Service ☐Unsatisfied ☐ Satisfied ☒ Very Satisfied ☐ N/A The Finance Department prepared the proposed Second Amendment to the Agreement with Z&K (“Second Amendment”) and the City Attorney’s Office reviewed the document as to form. Staff recommends the City Council approve the proposed amendment to allow Z&K to continue to provide CA/CI services for the completion of the slurry sealing of Muirlands Boulevard and Jeronimo Road project. The proposed Second Amendment would increase total contract compensation by $69,852. The proposed Second Amendment to the Agreement with Z&K Consultants, Inc. would increase total contract compensation by $69,852.00, for a total compensation of $376,668. All other terms of the Item: 6
26 agreement, including the current contractual hourly rates, would remain the same.
FISCAL IMPACT:
The proposed Second Amendment to the Agreement with Z&K Consultants, Inc. would increase total contract compensation by $69,852.00, for a total compensation of $376,668. The 2023-25 Capital Improvement Program Budget has sufficient funds available for the recommended action.
ATTACHMENTS:
1. Professional Consultant Services Agreement with Z&K Consultants, Inc.
2. First Amendment to Agreement with Z&K Consultants, Inc.
3. Second Amendment to Agreement with Z&K Consultants, Inc.
Initiated By: Nazila Mokarram, Principal Civil Engineer Submitted By: Thomas E. Wheeler, P.E., Director of Public Works/City Engineer Approved By: Debra Rose, City Manager
Item: 6
27 Attachment 1
Item: 6
28 Item: 6
29 Item: 6
30 Item: 6
31 Item: 6
32 Item: 6
33 Item: 6
34 Item: 6
35 Item: 6
36 Item: 6
37 Item: 6
38 Item: 6
39 Item: 6
40 Item: 6
41 Item: 6
42 Item: 6
43 Item: 6
44 Item: 6
45 Item: 6
46 Item: 6
47 Item: 6
48 Item: 6
49 Item: 6
50 Item: 6
51 Item: 6
52 Attachment 2
Item: 6
53 Item: 6
54 Item: 6
55 Item: 6
56 Item: 6
57 Item: 6
58 Item: 6
59 Attachment 3
Item: 6
60 CONSTRUCTION ADMINISTRATION AND CONSTRUCTION
INSPECTION (CA/CI) CONSULTING SERVICES – STREETS
(2021-073.2)
City of Lake Forest
100 Civic Center Dr.
Lake Forest, CA 92630
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
61 City of Lake Forest
Second Amendment to Professional Consultant Services Agreement Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets
I. PARTIES AND DATE. ................................ ................................ ..............
II. RECITALS. ................................ ................................ ..............................
III. TERMS................................. ................................ ................................ ..
IV. SIGNATURES. ................................ ................................ ........................
V. EXHIBIT "A" SCOPE OF SERVICES ................................ ...........................
VI. EXHIBIT "C" - COMPENSATION ................................ ..............................
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
62 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 3 1. PARTIES AND DATE.
This Second Amendment to the Agreement for Professional Consultant Services ("Second Amendment") is entered into on the [***INSERT DAY***] day of [***INSERT MONTH***], [***INSERT YEAR***], by and between the City of Lake Forest, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 100 Civic Center Drive, Lake Forest, California 92630 (“City”) and Z&K Consultants, Inc., a California Corporation (Inc.) , with its principal place of business at 473 E Carnegie Dr, Suite 200, San Bernardino, CA 92408 (“Consultant”). City and Consultant are sometimes individually referred to herein as “Party” and collectively as “Parties.”
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
63 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 4 2. RECITALS.
2.1. Agreement
The Parties entered into that certain Agreement for professional consulting services dated September 20, 2021 (“Agreement”).
2.2. First Amendment
The Parties entered into that certain First Amendment to extend the term of the Agreement dated May 27, 2024 ("First Amendment").
2.3. Second Amendment
The Parties now desire to amend the Agreement in order to amend the scope of services and increase the total amount of compensation under the Agreement.
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
64 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 5 3. TERMS.
3.1. Compensation.
Section 3.3.1 of the Agreement is hereby amended in its entirety to read as follows:
Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit “C” attached hereto and incorporated herein by reference. The total compensation shall not exceed THREE HUNDRED SEVENTY-SIX THOUSAND SIX HUNDRED SIXTY -EIGHT DOLLARS ($376,668.00) without written approval of the City Council or City Manager as applicable. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.2. Scope of Services.
The Scope of Services as set forth in Exhibit “A” of the Agreement is hereby amended to include the Services set forth in EXHIBIT "A" SCOPE OF SERVICES to this Amendment, attached hereto and incorporated herein.
3.3. Remaining Provisions of Agreement.
Except as otherwise specifically set forth in this Second Amendment, the remaining provisions of the Agreement shall remain in full force and effect.
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
65 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 6 4. SIGNATURES.
4.1. SIGNATURES.
CITY OF LAKE FOREST Z&K Consultants, Inc.
By: [AUTHORIZED CITY SIGNATURE]
Mark Tettemer
Mayor
By: [VENDOR SIGNATURE 1]
Crystal Fraire
President
[If Corporation, TWO SIGNATURES,
President OR Vice President AND Secretary
OR Treasurer REQUIRED]
ATTEST:
By: [CITY CLERK SIGNATURE]
Lisa Berglund
City Clerk
By: [VENDOR SIGNATURE 2]
Jasmine Faqih
Secretary (Corporation or LLC)
APPROVED AS TO FORM:
By: [CITY ATTORNEY SIGNATURE]
Best Best & Krieger LLP
City Attorney
[CONTRACT ADMINISTRATOR APPROVAL]
[PROJECT MANAGER APPROVAL]
[CITY CLERK - INSURANCE APPROVAL]
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
66 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 7 5. EXHIBIT "A" SCOPE OF SERVICES
5.1. EXHIBIT "A" SCOPE OF MAINTENANCE SERVICES
Original Scope of Services
Contract Administration
Assist the City in securing bids, preparing necessary addenda, answering bidders’ questions, providing analysis of bid results, and furnishing a recommendation on the award of construction contract.
Prepare special concerns to be presented at preconstruction conference. Determine requirements, and identify any necessary permits from City, various utility companies, state and federal agencies as required to construct and operate the improvements for all projects up-front prior to preconstruction conference. Prior to commencement of construction, assist the City in preparing a notice to utilities identifying the impact of the project on their utilities and for any relocation required.
Hold preconstruction conference, present special project requirements, and prepare minutes.
This will include the preparation of an agenda and reviewing/ commenting on the Contractor’s schedule, including an Initial 4-week look-ahead schedule.
Provide contract administration for proper enforcement of the contract plans and specifications.
This will include, but is not limited to, assisting the City in reviewing bonds and insurance to verify compliance with specifications, verifying that the contractor has obtained all the required permits for the construction of the project, reviewing submitted certified payroll records (CPRs) for compliance with the applicable wage rates.
Provide engineering support, as needed, to make as-built revisions to the original plans.
Provide the necessary consulting services required to coordinate the efforts between the City and Contractor. Maintain a correspondence, information, and document tracking system to ensure that correspondence requiring responses, requests, and submittals are answered in a timely manner and that project files are maintained in an orderly manner.
Administer, review and track Requests for Information (RFI’s), Requests for Clarifications (RFC’s), and shop drawings.
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
67 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 8 Review and recommend approval of progress payment requests to City. Prior to the Notice to Proceed, the contractor will submit for approval by the City a schedule of values for all lump sum items. The consultant’s construction management staff and contractor shall meet after the agreed upon cut-off date to review and verify quantities of work completed this period. Once agreed upon, the contractor shall submit an invoice for work completed. The consultant shall then initiate the progress pay procedures.
For Federally Funded projects, the work will be in accordance with Caltrans' Construction Oversight Information Notices (COIN) including No. 1: Keeping Adequate Construction Records; COIN No. 2: FHWA Risk Management Plan for Recovery Act Projects; COIN No. 3 Quality Assurance Program (QAP); COIN No. 4 Do Not Use Local Hiring Preferences; COIN No.10 Frequently Observed Deficiencies in Contract Administration; COIN No 11: Administration of C ontract Time, and any other applicable construction related COIN publications.
Attend meetings with the Contractor and Inspector at the site, as needed, to maintain continuity for control on overall progress of the work.
Provide necessary coordination with other agencies, including submitting permit applications and other potential grant application documents and documentation as well.
Consult with City regarding disposition of Contract Change Orders (CCO’s) and Stop Notices. All contract change orders must be issued by the City’s Project Manager or authorized representative. The consultant has no authority to issue Change Orders. Owner-initiated changes will be initiated by the City. The consultant shall negotiate and document cost increases or credits with the contractor and assess schedule impact. All Stop Notices must be immediately reported to the City’s Project Manager.
Perform a Constructability Review on the plans and specifications during the final design preparation. Verify bid item quantity take-off amounts, ensure bid schedules and pay applications fully account for all items to be constructed or provided by the contractor, and ensure engineering design standards provided by the City’s engineering design consultant meet current construction standards and methods.
Review the Contractor’s initial and updated construction schedules for compliance with the contract documents and verify that the schedules accurately represent the scope of work.
Monitor the overall project schedule and provide the City with monthly schedule progress Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
68 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 9 reports. Prepare weekly statement of working days documenting the construction progress, time of completion, delays, and time extensions.
Assist the City in maintaining a good relationship with the public. Answer citizen inquiries and complaints for the City relating to the project.
Coordinate the schedules and response of other City consultants or contractors (designers, surveyors, and materials testing laboratories) to ensure that the project proceeds on schedule.
Coordinate construction with adjacent businesses or residences to ensure that they are afforded access to their property at all times, and to enforce the working hour and noise restrictions provided in the specifications.
Enforce the provisions of the specifications that require contractor to post or distribute public notices. Enforce the requirement for re-noticing when construction schedules change.
Coordinate with public utilities and other public agencies to resolve construction questions, scheduling conflicts, or safety issues.
Coordinate with the contractor to ensure that Storm Water Pollution Prevention Plans, Water Quality control measures, and air pollution measures are effectively and consistently implemented.
At the completion of the project, coordinate inspection of the work to determine if any work is incomplete. Prepare a punch list of the incomplete work and provide to the Contractor and City.
Coordinate subsequent inspections to confirm that incomplete work has been completed satisfactorily.
At the completion of the project, turn over all documents including final redline as-builts. A final project report will be prepared summarizing the project and performance of the contractor.
Construction Inspection
Provide daily field observation during construction monitoring the general progress of the work to determine if the work is proceeding in accordance with the contract documents.
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
69 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 10 Inspect the location, line, grade of the facilities that are constructed.
Maintain accurate records of the quantities of materials that are constructed.
Maintain accurate records of the project schedule, days worked by contractor, and working days lost to weather or similar delays.
Maintain accurate records of the equipment on the job; and the idle or working time of the equipment.
Maintain accurate records or accidents or claims that are related to the construction.
For Federally Funded projects, the work will be in accordance with Caltrans' Construction Oversight Information Notices (COIN) including No. 1: Keeping Adequate Construction Records; COIN No. 2: FHWA Risk Management Plan for Recovery Act Projects; COIN No. 3 Quality Assurance Program (QAP); COIN No. 4 Do Not Use Local Hiring Preferences; COIN No.10 Frequently Observed Deficiencies in Contract Administration; COIN No 11: Administration of Contract Time, and any other applicable construction related COIN publications.
Coordinate contractor requests for interpretation of the plans and / or specifications in a manner that will document the resolution of questions and keep the project on schedule.
As required by the project specifications or funding conduct labor compliance interviews.
Review and monitor all traffic control and public safety plans for compliance with all safety laws and regulations. Review all detour, lane closures, temporary access, signing, delineation, and traffic control plans. Inspector will enforce traffic control safety requirements in and around construction zones.
Review pedestrian and handicap facilities potentially impacted by the project to ensure that pedestrian traffic and handicap traffic is safely and reasonably afforded access through the project.
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
70 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 11 Through independent inspections ensure that the contractor maintains traffic control, pedestrian access, and storm runoff at all times (during weekends, holidays, and storms).
Ensure that the contractor protects its worksite from pedestrians and motorists at all times and nighttime traffic controls are secured at the end of each work day. Whenever trench plates are used on the roadway, the inspector shall ensure that the trench plates are properly ramped and secured to the pavement at the end of each workday.
Enforce water quality best management practices, storm water pollution prevention plans, and water quality management plans at all times.
Meet with Contractor at the beginning of each workday and review proposed work plans, including specific details that may affect progress.
Review actual Contractor performance throughout working days and discuss discrepancies with the Contractor as they occur.
Maintain copies of all permits needed to construct the project and enforce all special requirements of each permit.
Assist City in maintaining good relations with residents and businesses in the surrounding neighborhood. Respond to citizen complaints and inquiries regarding the project and ensure residents impacted by construction are informed of the project’s progress and potential impacts.
Review construction schedules and enforce requirements for updating schedules and maintaining appropriate progress of the work.
Evaluate work in progress and give a weekly status report to the City for the City’s use in determining any effect of scheduling delays and any needed enforcement or corrective action.
Maintain field file bound workbooks during construction, including quantities constructed, daily and weekly reports, working-day reports, change order documentation, and other documentation and photographs.
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71 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 12 Review, evaluate, and discuss with the City all requests for changes of work, including costs involved, and prepare change orders.
Maintain detailed records of workers and hours, and equipment and materials utilized under force account change orders.
Review and recommend approval of progress payments.
Recommend and schedule, with the City and applicable agencies, the final inspection.
Provide a final report summarizing all issues for project closeout. The report will document final inspections and the final punch lists of items to be completed, and verify that all items on the final punch lists have been completed or corrected. The consultant shall assist the City in following up on defective work performed by contractor covered by warranties. The contractor will provide a follow up report to City following final inspection stating that the installation of improvements was completed in accordance with the plans and specifications, and provide necessary data for City acceptance of the project.
Pre-Construction Inspection
1. The scope of work is to provide pre-construction inspection services to evaluate the grind and overlay and/or dig-out areas for an upcoming pavement rehabilitation project. This project is part of the City’s annual pavement maintenance program. Attached is a map of Zone F. The City is requesting construction inspection services to evaluate the pavement repair locations. Please schedule your staff’s time to provide CA/CI services to evaluate and capture using GIS software the locations and quantities of area. The area to be evaluated is approximately 1,800,000 SF with an estimated base dig-outs of 5- 10%.
2. The scope of work is to provide pre-construction inspection services to evaluate the grind and overlay and/or dig-out areas for upcoming pavement rehabilitation projects. The streets of Jeronimo and Muirlands have been identified in the City’s annual pavement maintenance program. Both Muirlands and Jeronimo from Los Alisos to Bake Parkway will be slurry sealed. The City is requesting construction inspection services to evaluate the pavement repair locations. Please schedule your staff’s time to provide CA/CI services to evaluate and capture using GIS software the locations and quantities of area. The area to be evaluated is approximately 1,700,000 SF with an estimated base dig-outs of 5- 10%.
General Project Descriptions
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
72 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 13 The scope of work is to provide construction management and construction inspection services for street resurfacing of Glenn Ranch Road from Portola to El Toro. In general, the project will grind and overlay the street, including dig-outs at specific locations, update ADA ramps, and restripe Glenn Ranch Road. The plans are available for review.
The scope of work is to pre-construction inspection services, and provide construction management and construction inspection services for Residential Slurry Seal, Zone F. In general, the consultant will identify all locations that need grind and overlay repair utilizing the City’s GIS system. Upon Staff’s review and scoping of the project a construction contract will be bid with the City determined repairs. The project will grind and overlay portions of the streets within a neighborhood, including dig-outs at specific locations, slurry seal all public streets, and restripe Zone F. A map for Zone F is attached.
The scope of work is to pre-construction inspection services, and provide construction management and construction inspection services for Arterial Slurry Seals for Jeronimo and Muirlands from Los Alisos to Bake. In general, the consultant will identify all locations that need grind and overlay repair utilizing the City’s GIS system. Upon Staff’s review and scoping of the project a construction contract will be bid with the City determined repairs. The project will grind and overlay portions of the streets within a neighborhood, including dig-outs at specific locations, slurry seal all public streets, and restripe Jeronimo and Murilands from Los Alisos to Bake.
Second Amendment
Consultant shall provide the following CA/CI and labor compliance professional consulting services relative to the City's street improvement project.
EXPANDED SCOPE OF WORK & EXTENSION OF WORKING DAYS
The expanded scope of work includes the delay in start of construction due to the grant requirements, additional mark outs, and extension of 20 working days.
LABOR COMPLIANCE SERVICES
Z&K to provide labor compliance services to ensure that all labor compliance regulations are thoroughly adhered to in accordance with the requirements set forth by the Department of Industrial Relations (DIR). Z&K team will monitor, document, and verify compliance with prevailing wage laws, certified payroll reporting, and other relevant labor regulations to ensure that the project meets all state labor standards. This will include regular reviews and audits of contractor submissions to maintain full compliance throughout the project’s duration.
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
73 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 14 6. EXHIBIT "C" - COMPENSATION
6.1. EXHIBIT "C" - COMPENSATION
Consultant shall be paid for services rendered in accordance with Section 3.3 of the Agreement and as described above under Exhibit "A" Scope of Services for a no-to-exceed amount of THREE HUNDRED SEVENTY-SIX THOUSAND SIX HUNDRED SIXTY-EIGHT DOLLARS ($376,668.00) and billed at the following rates:
Original Compensation
Title Hourly Rate
Senior Construction Manager $157
Construction Manager/ Senior Construction Inspector $140 Office Engineer $130
Senior Construction Inspector $146
Task/ Classification Total Fee
CA/CI for Glenn Ranch Road Pre-Construction
Meeting (fixed fee)
$3,416.00
CA/CI for Glenn Ranch Road, 60 Working Days of
Services (Not-to-exceed fee)
$77208.00
Glenn Ranch Road Total $80,624.00
CA/CI for Residential Slurry Seal Zone F Pre-
construction Inspection Services (Not-to-exceed
fee)
$48,756.00
CA/CI for Residential Slurry Seal Zone F, anticipated
50 Working Days of Services (Not-to-exceed fee)
$64,340.00
Residential Slurry Seal Zone F Total $113,096.00
CA/CI for Arterial Slurry Seals Jeronimo and
Muirlands from Los Alisos to Bake Pre-construction
Inspection Services (Not-to-exceed fee)
$48,756.00
CA/CI for Arterial Slurry Seals Jeronimo and
Muirlands from Los Alisos to Bake, anticipate 50
Working Days of Services (Not-to-exceed fee)
$64,340.00
Arterial Slurry Seals Jeronimo and Muirlands from
Los Alisos to Bake Total
$113,096.00
TOTAL $306,816.00
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
74 Title: Construction Administration and Construction Inspection (CA/CI) Consulting Services - Streets 15 Second Amendment
Arterial Slurry Seals Jeronimo and Muirlands from Los Alisos to Bake
Task/ Classification
Senior Project
Manager / Senior
Construction
Manager
(Hours)
Construction
Manager/ Senior
Construction
Inspector (Hours)
Project
Manager /
Office
Engineer
(Hours)
Labor
Compliance
Officer (Hours)
Total Fee
Hourly Rate $ 157.00 $140.00 $130.00 $130.00 -
Expanded Scope
of Work &
Extension of
Working Days
86 253 77 0 $58,932.00
Labor Compliance
Services
0 0 0 84 $10,920.00
TOTAL HOURS 86 253 77 84 -
2ND AMENDMENT
TOTAL
$13,502.00 $35,420.00 $10,010.00 $10,920.00 $69,852.00
2ND AMENDMENT -
TOTAL CONTRACT
AMOUNT
$376,668.00
In the event that this Agreement is renewed pursuant to Section 3.1.2, the rates set forth above may be increased or reduced each year at the time of renewal, but any increase shall not exceed the Consumer Price Index, All Urban Consumers, Los Angeles-Riverside-Orange Counties.
Docusign Envelope ID: 09406D1F-372F-405B-B692-3E85E8312110 Item: 6
75 CITY COUNCIL AGENDA REPORT
MEETING DATE: 10/1/2024
DEPARTMENT: City Clerk
SUBJECT:
2025 CITY MEETING CALENDAR
RECOMMENDED ACTION(S):
Adopt the 2025 City Meeting Calendar.
EXECUTIVE SUMMARY:
The City Council’s practice is to adopt a City meeting calendar annually. The calendar provides the public advance notice of the upcoming schedule of meetings. The calendar also assists staff with the preparation of agendas for City Council, Commissions, and Audit Committee meetings. The calendar assists staff in meeting the requirements of the Brown Act, while providing appropriate time for the City Council and public to review the agenda materials. The proposed calendar includes the dates designated by Resolution as City holidays and meetings of the City Council, Planning Commission, Community Services Commission, Traffic and Parking Commission, and the Audit Committee.
The Traffic and Parking Commission meeting scheduled for September is moved to the second Monday of the month due to the Labor Day holiday. Staff recommends the City Council confirm the cancellation of the first City Council meeting in August as it conflicts with the National Night Out event. In the event City Council action is required on any emergent item(s), the City Manager may call a Special Meeting of the City Council or reschedule a meeting as needed.
FISCAL IMPACT:
There is minimal fiscal impact associated with the recommended action.
ATTACHMENTS:
Proposed 2025 City Meeting Calendar
Item: 7
76 Initiated By: Lisa Berglund, City Clerk
Submitted By: Lisa Berglund, City Clerk
Approved By: Debra Rose, City Manager
Item: 7
77 2025 CITY CALENDAR
CITY OF LAKE FOREST
CS = COMMUNITY SERVICES COMMISSION MEETING CC = CITY COUNCIL MEETING AC = CITY COUNCIL AUDIT COMMITTEE TPC = TRAFFIC & PARKING COMMISSION MEETING PC = PLANNING COMMISSION MEETING H = CITY HOLIDAY JW = JOINT WORKSHOP SP = STRATEGIC PLANNING BW = BUDGET WORKSHOP NNO - NATIONAL NIGHT OUT ~ CITY COUNCIL MEETING CANCELED
SPECIAL MEETINGS MAY BE SCHEDULED, OR STANDING MEETINGS MAY BE CANCELED. REFER TO CITY WEBSITE FOR OFFICIAL NOTICES.
DECEMBER / JANUARY FEBRUARY MARCH
SU M T W TH F SA SU M TU W TH F SA SU M TU W TH F SA
29 30
31 1
H
2 3
4 1
1 5 6
TPC
7 CC
8 CS
9 PC
10 11 2 3
TPC
4 CC
5 CS
6 PC
7 8 2 3
TPC
4 CC
5 CS
6 PC
7 8
12 13
14 15 16 17
18 9 10 11
AC
12 13 14
15 9 10 11 12 13 14
15 19 20
H
21 CC
22 23 24 25 16 17
H
18 CC
19 20 21 22 16 17 18
CC
19 20 21 22
26 27 28
29 30 31 23 24 25
JW
26 27 28 23 24
31 25
SP
26 27 28
29 30
APRIL MAY JUNE
SU M TU W TH F SA SU M TU W TH F SA SU M TU W TH F SA
1 CC
2 CS
3 PC
4 5 1 2 3 1 2
TPC
3 CC
4 CS
5 PC
6 7
6 7
TPC
8 9 10 11
12 4 5
TPC
6 CC
7 CS
8 PC
9 10 8 9 10 11 12 13
14 13 14 15
CC
16 17 18 19 11 12 13
AC
14 15 16 17 15 16 17
CC
18 19 20 21
20 21 22
23 24 25
26 18 19 20
CC
21 22 23
24 22 23 24 25 26 27
28 27 28 29
BW
30 25 26
H
27 28 29 30 31 29 30
JULY AUGUST SEPTEMBER
SU M TU W TH F SA SU M TU W TH F SA SU M TU W TH F SA
1 CC
2 CS
3 PC
4 H
5 1
2 1
H
2 CC
3 CS
4 PC
5 6
6 7
TPC
8 9 10 11 12 3 4
TPC
5 NNO
6 CS
7 PC
8 9 7 8
TPC
9 AC
10 11 12
13 13 14 15
CC
16 17 18
19 10 11 12
13 14 15
16 14 15 16
CC
17 18 19 20
20 21 22
23 24 25 26 17 18 19
CC
20 21 22 23 21 22 23 24 25 26
27 27 28 29 30 31 24
31 25 26
27 28 29
30 28 29 30
OCTOBER NOVEMBER DECEMBER
SU M TU W TH F S SU M TU W TH F S SU M TU W TH F S
1 2
3 4
1 1
TPC
2 CC
3 CS
4 PC
5 6
5 6
TPC
7 CC
8 CS
9 PC
10 11 2 3
TPC
4 CC
5 CS
6 PC
7 8 7 8 9
AC
10 11 12 13
12 13 14 15 16 17 18 9 10
11 H
12 13 14 15 14 15 16
CC
17 18 19
20 19 20 21
CC
22 23 24
25 16 17 18
CC
19 20 21
22 21 22 23 24
25 H
26 27
26 27 28
29 30 31 23
30 24 25 26
27 H
28 H
29 28 29 30 31
Item: 7
78 CITY COUNCIL AGENDA REPORT
MEETING DATE: 10/1/2024
DEPARTMENT: City Manager
SUBJECT:
STRATEGIC PLAN QUARTERLY UPDATE
RECOMMENDED ACTION(S):
Receive and file.
EXECUTIVE SUMMARY:
On June 20, 2023, the City Council approved the City’s Strategic Plan covering Fiscal Years 2023-24 through 2029-30 (“Strategic Plan”). The Strategic Plan includes major goals established by the City Council and a series of initiatives that facilitate progress towards each goal. The Strategic Plan’s Implementation Matrix includes 80 initiatives (Attachment 1). Each initiative has been assigned to a lead department and includes a description of the funding source. The Strategic Plan is updated every two years in conjunction with the development of the City’s two-year operating budget.
Each quarter, the City Manager’s Office provides an update to the City Council summarizing the progress made on the Strategic Plan during the preceding three months. This is the fifth quarterly report submitted to the City Council since the Strategic Plan’s inception on June 20, 2023. The City has either started, completed, or made substantial progress on 70 of the initiatives in the Implementation Matrix. 33 of the 80 initiatives have been completed. A complete progress report for Year 2, Quarter 1 of the Strategic Plan is provided as Attachment 2.
BACKGROUND:
The City’s Strategic Plan was approved on June 20, 2023. The Strategic Plan was developed through a comprehensive public engagement process that included residents, each commission, and the City Council. The Strategic Plan includes three major goals:
Goal A – Our City is well-planned, attractive, and safe.
Item: 8
79 Goal B – Our connected City is engaged, informed, and technologically current.
Goal C – Our healthy City government is sustainable and well-run with committed people.
The Strategic Plan’s Implementation Matrix includes 80 initiatives that are assigned to one of the three goals. Each of these initiatives facilitate progress towards one of the goals.
DISCUSSION:
The City Manager’s Office actively manages the City’s Strategic Plan, receiving periodic reports from departments to assess the progress made towards plan goals. Since the Strategic Plan’s inception, the City has either started, completed, or made substantial progress on 70 of the initiatives in the Implementation Matrix. The overall progress made on the Strategic Plan is illustrated in Attachment 2. The City Manager’s Office has selected 3 completed Strategic Plan initiatives to highlight for this quarterly report (Table 1).
Table 1: Year 2, Q1 Strategic Plan Quarterly Report
Initiative Description Update
Goal A: Our livable City is well-planned, attractive, and safe.
SP #49 – Local
Hazard Mitigation
Plan
Identify risks and
vulnerability
associated with
natural disasters and
develop long-term
strategies for
protecting people and
property from future
hazards.
At its September 3, 2024, Meeting,
the City Council approved and
adopted a Local Hazard Mitigation
Plan (“LHMP”). The LHMP
identifies key natural and
manmade hazards as well as the
strategies to mitigate and prepare
for these hazards in the city. The
plan represents the City’s proactive
commitment to public safety and
disaster resilience following any
potential future emergencies. The
plan was prepared by the
Community Development
department and has been reviewed
by the Federal Emergency
Management Agency ("FEMA”)
and California Governor’s Office of
Emergency Services (“CalOES”),
ensuring it aligns with state and
federal guidelines.
Item: 8
80 Initiative Description Update
Goal C: Our healthy City government is sustainable and well-run with committed people.
SP #69 –
Biennial Fee
Study
Conduct a
comparative analysis
of City of Lake Forest
fees vs fees charged
for similar services in
nearby communities.
The Finance department, in
collaboration with a fee study
consultant, ClearSource,
conducted a fee study to review all
user fees and update the City’s
Master Fee Schedule (“MFS”). The
MFS was adopted by the City
Council at its meeting on May 7,
2024. Culture, Leisure, and
Recreation and Management and
Support fees became effective July
1, 2024. Planning, Engineering,
Building and Safety, and
Community Preservation fees
became effective July 8, 2024.
SP #75 –
Contract Staffing
Policy
Develop and
implement policies
that preserve the
City's ability to
effectively manage
services provided by
contract staff.
The Human Resources division
developed an administrative policy,
approved by the City Manager. The
Independent Contractor/
Consultant Policy (“Policy”)
provides specific parameters for
hiring an independent contractor or
consultant to ensure the City
complies with applicable federal
and state laws. Adopting the Policy
preserves the City’s ability to
effectively manage services
provided by contract staff.
FISCAL IMPACT:
There is no fiscal impact associated with the recommended action.
ATTACHMENTS:
1. 2023-24 – 2029-30 Strategic Plan
2. Strategic Plan Progress Report: Year 2, Q1
Item: 8
81 Initiated By: Nidia Ruelas, Assistant to the City Manager Submitted By: Debra Rose, City Manager
Approved By: Debra Rose, City Manager
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82 ATTACHMENT 1
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ATTACHMENT 2
Item: 8
129
Strategic Plan Quarterly Report
Year 2, Q1
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Complete infrastructure projects that increase mobility and reduce congestion with Lake Forest Transportation Mitigation (LFTM) funds paid for by developments. - Lake Forest Rd & Rancho Pkwy (LFTM) (24T05)
- El Toro Rd & Portola Pkwy/Santa Margarita Pkwy (LFTM) (PW2019-03) - Bake Pkwy & Irvine Blvd/Trabuco Rd (LFTM) (PW2019-02) - Bake Pkwy & Jeronimo Rd (LFTM) (PW2020-04)
- Lake Forest Dr & Jeronimo Rd (LFTM) (24T06)
Lake Forest Transportation
Mitigation ProgramSP#1 Public Works FY 2021-22 - FY 2025-26 Substantial Progress - Lake Forest Dr & Rockfield Blvd (LFTM) (PW2025-03)
- Los Alisos & Rockfield (LFTM) (24T0Z)
- Lake Forest Dr. & I-5 - not within City-limits (LFTM/NITM) - Bake Pkwy & Rockfield - not within City-limits (LFTM) Use Meadows Traffic Improvement Funds (MTIF) to manage impacts related to the Meadows development.Meadows Traffic Mitigation
ProgramSP#2
SP#3
Public Works
Public Works
FY 2022-23 - FY 2023-24
FY 2022-23 - FY 2023-24
Substantial Progress
Substantial Progress
- Bake Pkwy/Baffin Bay Intersection Improvements (PW2020-19) - Bake Pkwy/Toledo Way Intersection Improvements (PW2020-18) Utilize developer-funded Foothill Circulation Phasing Plan (FCPP) to make various transportation improvements that reduce congestion and improve traffic flow.
Foothill Circulation Phasing Plan - Los Alisos Blvd/Muirlands Blvd Intersection Improvements (24T08) - Jeronimo Rd Widening at El Toro Rd (PW2019-08)
- El Toro Rd Raised Medians from Jeronimo Rd to Trabuco Rd (PW2020-07) Projects which increase mobility and implement new approaches to traffic circulation.
New Traffic Circulation/Mobility
ProjectsSP#4
SP#5
- Protective Permissive Left Turn Project (24T02)
- Increase Bike Lanes in Lake Forest
- Trabuco Rd Ascension Cemetery Left Turn Holding Pocket (24S03) Public Works
Public Works
FY 2021-22 - FY 2025-26
FY 2021-22 - FY 2023-24
Substantial Progress
Substantial Progress
Utilize grants and other transportation funds to complete traffic signal synchronization projects that provide more efficient traffic flow.
- Alton Pkwy (PW2020-16)
- Lake Forest Dr (18T03)Traffic Signal Synchronization
- Portola Pkwy (PW2020-15)
- Bake Pkwy and Rockfield Blvd (25T03)
- Irvine Blvd./Trabuco Rd (25T04)
Construct pavement rehabilitation projects to repair and maintain the quality of the roads (# PW 2021-05A/B, # PW 2022-05A/B, # PW 2023-05A/B, # PW 2024-05A/B, # PW 2025-05A/B, # PW 2026-05A/B, # PW 2027-05A/B, # PW 2027-8-05A/B)(various projects to be changed upon CIP adoption)
Study intersections throughout the City to consider operational improvements, such as dedicated turn lanes and other traffic flow improvements.
Maintain "Good" Pavement
Condition of the City's RoadsSP#6
SP#7
Public Works
Public Works
FY 2021-22 - FY 2027-28
FY 2023-24
Substantial Progress
StartedTraffic Operational Improvement
Study & Improvement Project **"Traffic congestion" is the highest rated community concern in the 2023 Community Satisfaction Survey (pg. 6 & 32)**
Item: 8
130
Strategic Plan Quarterly Report
Year 2, Q1
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Trail Connection from Nature Park to Meadows Development Trail System - preliminary studies and concept.
Nature Park to MeadowsSP#8 Public Works FY 2024-25 Not StartedDevelopment Trail Connection **38% of residents would like to see more part amenities and additional trails was walking trails is a component of that category from 2023 Community Satisfaction Survey (pg. 6 & 32)**
-Trabuco Road/Ascension Cemetery Left Turn Holding Pocket Addition (24S03) -Trabuco Asphalt Trail Rehabilitation Project (24P16)
-Trabuco Road Resurfacing (24S01A)SP#9 Trabuco Road Improvements Parking Enforcement
Public Works FY 2024-25
FY 2023-24
Substantial Progress
Completed
**"Traffic congestion" is the highest rated community concern in the 2023 Community Satisfaction Survey (pg. 6 & 32)**
Procure private parking enforcement service to increase enforcement response and facilitate cleaner neighborhood streets and adjust staffing accordingly.
SP#10 City Manager/ Police Services
Public Works
**Parking issues remain a moderate to significant neighborhood concern for many residents in the 2023 Community Satisfaction Survey (pg. 48)**
Installation of raised hardscaped medians would improve traffic safety. These locations include Trabuco Rd north of El Toro Rd, and on Rockfield Blvd south of Lake Forest Dr. (24S09)
Develop and implement programs to promote energy conservation in construction and transportation projects. Procure consultant to assist with implementing energy conservation Community Development and pollution reduction strategies.
Arterial Median Improvement
ProjectSP#11
SP#12
FY 2023-24
FY 2023-24
Substantial Progress
Substantial ProgressGeneral Plan Implementation
Procure consultant and conduct study related to current and projected demand for commercial and industrial uses.Commercial & Industrial
Property Alignment StudySP#13
SP#14
Community Development FY 2023-24
FY 2023-24
Started
**Residents are interested in attracting new businesses, but concerned about impacts growth can have in 2023 Community Satisfaction Survey (pg. 20) Procure consultant to report on the City's current shopping center inventory and recommend transition or re-tenant options based on shopper preferences and other economic trends.Shopping Center Study Economic Development Substantial Progress **Attracting new restaurants and stores is the most common specific suggestion residents provide when asked how the City can improve the community (pg. 5)** Effectuate the City's AFFH Implementation Plan, which includes landlord, tenant, and developer education.Affirmatively Furthering Fair
HousingSP#15
SP#16
Community Development
Management Services
FY 2023-24
FY 2023-24
Completed
Completed
**Housing affordability and homelessness are key issues both businesses and residents cited in the 2023 Community Satisfaction Survey (pg. 5, 20-21)** Market affordable housing opportunities to the community.
Affordable Housing
Opportunities Promotion **Housing affordability and homelessness are key issues both businesses and residents cited in the 2023 Community Satisfaction Survey (pg. 5, 20-21)** Enter into new franchise agreement that incorporates State mandates with reasonable pricing for residents and businesses, rollout of new bins, and commercial bin inspection.
SP#17 New Franchise Agreement Public Works FY 2023-24 Completed **Most Lake Forest residents are aware of organics recycling requirements, but many cite barriers to compliance in 2023 Community Satisfaction Survey (pg. 49-57)**
Item: 8
131
Strategic Plan Quarterly Report
Year 2, Q1
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Expand non-profit administered pilot program providing "bridge" housing vouchers to prevent homelessness.
SP#18 Pilot Gap Housing Program City Manager FY 2023-24 Substantial Progress **Housing affordability and homelessness are key issues both businesses and residents cited in the 2023 Community Satisfaction Survey (pg. 5, 20-21)** Procure multi-year government affairs contract to advocate for Lake Forest's interests at the State and Federal levels.
SP#19
SP#20
Legislative Advocacy City Manager FY 2024-25
FY 2023-24
Completed
Completed
**Issues related to housing, homelessness, and infrastructure remain top concerns of Lake Forest residents and all have connections to State- and Federal-level policymaking. Issues are highlighted throughout 2023 Community Satisfaction Survey** Reintroduce "Taste of Lake Forest" with financial support from the Strategic Economic Investment Program for Fall 2023 and 2024.
Taste of Lake Forest 2.0 Economic Development
**Promoting/advertising local businesses was the most common suggestions provided by residents on how the City can improve business climate (pg. 20)** Procure marketing consultant to develop and initiate a "Stay in Lake Forest" marketing campaign to bolster occupancy rates and assist hotels recovering from the COVID-19 pandemic.SP#21
SP#22
Hotel Marketing Campaign Economic Development FY 2023-24 FY 2024-25
In Transition
Completed
**Promoting/advertising local businesses was the most common suggestions provided by residents on how the City can improve business climate (pg. 20)** Establish a brewery-focused grant or microloan program.
Brewery Attraction
Grant/Microloan **Attracting new restaurants is the most common specific recommendation residents have Economic Development for the City and some desire more nightlife options in 2023 Community Satisfaction Survey (pg. 19-20)**
Develop and present plan to reformulate the City's SEIP SP#23
SP#24
SEIP 2.0 Economic Development FY 2023-24
FY 2023-24
Substantial Progress
Substantial Progress
**Attracting new and promoting existing businesses remains a top resident suggestion for the City in the 2023 Community Satisfaction Survey (pg. 19-20)** Create new street name sign design and replace street signs citywide, beginning in southwest Lake Forest.Citywide Street Sign Refresh Public Works Alterations to landscaping, grade, and retaining wall structure in response to Neighborhood Improvement Program outreach.Cavanaugh Park Upgrade Project - Phase 1SP#25
SP#26
Public Works FY 2023-24
FY 2023-24
Completed
**Maintaining parks is one of the top three concerns residents have related to the Public Works Department in the 2023 Community Satisfaction Survey (pg. 6 & 32)** Develop and implement noise mitigation strategies to protect residents from excessive exposure to noise.Noise Ordinance Update Community Development Substantial Progress
Item: 8
132
Strategic Plan Quarterly Report
Year 2, Q1
Initiative # Initiative Title Initiative/Project Description -El Toro Road Bus Shelter Renovations (24S04)
Lead Department Estimated Completion Date Status
-Arterial Wall Enhancements in Southwest Lake Forest (24S06) -Ridge Route Median Improvement Projects (24S07)
-Cavanaugh Park Neighborhood Outreach Response Upgrades (25P08) -Audible Pedestrian Signals (25T01)Southwest Lake Forest Investment ProjectsSP#27 Public Works FY 2024-25 Started **Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey, along with improving the appearance of deteriorating areas (pg. 6-10, & 20)**
Design and launch volunteer effort to provide landscaping and other basic maintenance services to low-income residents.Property Maintenance Volunteer ProgramSP#28
SP#29
Community Development
Community Development
FY 2024-25
FY 2023-24
Started
**Nearly half of Lake Forest residents cite lack of building upkeep and landscaping issues as neighborhood issue (pg. 48)**
Transition from pilot to long-term program for neighborhood improvement activities.
Procure multi-year outreach consulting contract and establish basic framework to be replicated.Neighborhood Improvement
Task Force Substantial Progress
**Nearly 2/3 of residents cite significant neighborhood issues that should be improved by the City, such as parking, lack of property maintenance, homelessness, and overcrowding (pg. 10 & 48)**
Develop and implement new citywide community preservation program to assist residents in need who may be unable to address code violations, deteriorated property, and neglected maintenance.Community Preservation
ProgramSP#30 Community Development FY 2024-25 Started
**Almost half of residents surveyed reported that lack of property maintenance, noise, parking, and graffiti are having a negative impact on their neighborhood (pg. 48)** Reactivate Arbor Mini Parks through new uses, perimeter fencing, and new landscaping. (PW2019-17)SP#31
SP#32
Arbor Mini Parks Public Works FY 2023-24
FY 2024-25
Completed
Started
Conduct public engagement campaigns for the redevelopment of Lake Forest Nature Park and Lake Forest Park and present conceptual plans for City Council consideration. (25P08)Lake Forest Nature Park & Lake Forest Park Concept Design Management Services
**Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Procure specialist consultant and conduct public engagement campaign centered around changes to the Etnie's Skate Park and present conceptual plans for City Council consideration. (25P03)Etnie's Skate Park Remodel
Concept DesignSP#33
SP#34
Management Services FY 2024-25
FY 2024-25
Not Started
Completed
**Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Public Works project to mitigate vandalism at public bathrooms in parks. Neighborhood outreach to assess usership of bathrooms by adjacent neighborhood. (25P14) Park Usability Enhancements Public Works/ Management Services **Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)**
Item: 8
133
Strategic Plan Quarterly Report
Year 2, Q1
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Perform renovations at sports fields at Heroes Park, including irrigation, baseball field improvements, and leveling. (25P10)Heroes Park Sports Field RenovationsSP#35 Public Works FY 2024-25 Not Started
**Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Sports park lighting study to assess feasibility of lighting upgrades and potential cost savings.
SP#36
SP#37
Sports Park LED Lighting Study Public Works
Public Works
FY 2024-25 Completed**Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Complete various significant maintenance or enhancement projects to retain the high- quality of the City's park facilities.
- Playground Resurfacing Projects
- Heroes Park Electrical Repairs and LED/Efficiency Upgrades (PW2023-08) - El Toro Lodge Pole Fencing Repairs (PW2021-09)
Park Enhancements FY 2021-22 - FY 2024-25 Substantial Progress - Park Gazebo Repair & Replacement (PW2022-09)
- Replace synthetic fields installed in 2014 at the Lake Forest Sports Park (25P02) Neighborhood Park Renovations -
Phase 3SP#38
SP#39
Renovate Lake Forest Park and the Nature Park based upon a community input process Public Works Public Works
FY 2024-25
FY 2023-24
Not Started
Not Started
Procure consultant to produce a study highlighting the impact that heavy freight traffic has on the City's roadway network.Heavyweight Vehicle Impact Study **Maintaining local roads, parks, and other infrastructure are top concerns for residents and businesses in 2023 Community Satisfaction Survey (pg. 6-10)** Foothill Ranch Park – 1 Hockey Rink Conversion to Box Lacrosse Foothill Ranch Sport Rink
ConversionSP#40
SP#41
Management Services/ Public Works
Management Services/ Public Works
FY 2024-25
FY 2024-25
Started
Started
**Providing recreation opportunities to a wide range of users is an important issue for residents in 2023 Community & Business Satisfaction Survey (pg. 6)** Study existing court offerings and potentially repurpose existing tennis and other courts to pickleball.
Pickleball Court Study
**Providing recreation opportunities to a wide range of users is an important issue for residents in 2023 Community & Business Satisfaction Survey (pg. 6)** Establish community-based focus groups to improve programming offerings to the public.
SP#42 Community Focus Groups Management Services FY 2023-24 Substantial Progress**Providing recreation opportunities to a wide range of users is an important issue for residents in 2023 Community & Business Satisfaction Survey (pg. 6 & 34)** Expand marketing for Senior Mobility Program and add locations to increase participation.
Senior Mobility Program
ExpansionSP#43
SP#44
**Residents think providing recreational opportunities to various resident demographics is Management Services important and are appreciate services for seniors in 2023 Community Satisfaction Survey (pg. 6 & 34)**
FY 2023-24
FY 2024-25
Completed
Started
Expand special needs programming to include resource fair and Special Olympics.
Special Needs Programming **A majority of residents surveyed for the 2023 Community Satisfaction Survey stated providing special needs programming from Community Services was very or extremely important (pg. 6 & 34)**
Management Services
Item: 8
134
Strategic Plan Quarterly Report
Year 2, Q1
Initiative # Initiative Title Initiative/Project Description Negotiate lease extensions at Lake Forest Golf & Practice Center (expires January 2025) and Equestrian Center (expires August 2026) to continue program offerings and maintain strong Economic Development relationships with tenants.
Lead Department Estimated Completion Date Status
Golf Course & Equestrian Center
Lease ExtensionsSP#45 FY 2025-26 Started
Complete implementation of Lake Forest geofence and procure mobile ALPR cameras.
SP#46
SP#47
SP#48
Lake Forest Geofence **Maintaining a low crime rate and investigating crimes are the most important issue related to Police Services for both residents and businesses in the 2023 Community Satisfaction Survey (pg. 6)**
Police Services FY 2023-24
FY 2023-24
FY 2023-24
Completed
Completed
Merge existing Neighborhood Watch program with an emergency management-focused program to increase neighborhood familiarity with emergency response and evacuation Neighborhood-based Emergency procedures. Fire watch on foothills.
Management Team City Manager/ Police Services
City Manager/ Police Services
**Residents value the City's neighborhood watch efforts and remain interested in emergency preparedness in the 2023 Community Satisfaction Survey (pg. 39)** Public awareness campaign regarding e-bike regulations and collaborate with local schools to enhance rider safety.E-Bike Public Awareness & Safety Campaign Substantial Progress
**Improving public safety at/near parks and maintaining a low crime rate were important issues for residents in the 2023 Community Satisfaction Survey (pg. 6 & 37)** Identify risks and vulnerability associated with natural disasters and develop long-term strategies for protecting people and property from future hazards.
Procure advanced emergency notification system to notify residents and stakeholders of emergency evacuations.
SP#49
SP#50
Local Hazard Mitigation Plan Community Development
Police Services
FY 2023-24
FY 2024-25
Completed
Emergency Notification Strategy In Transition
**Residents remain interested in emergency preparedness in the 2023 Community Satisfaction Survey (pg. 39)**
Procure drone and provide formal drone pilot training to staff for event and facility marketing, implement website chatbot, and stream LFTV on City website.
SP#51 Modernize Marketing Tools
Expand Holiday Lighting
Management Services FY 2024-25 Substantial Progress
**Most residents are satisfied with the City's communication efforts and increasingly rely on social media and electronic forms of communication (pg. 60-76)** Expand holiday lighting display along El Toro Road corridor.
SP#52
SP#53
Management Services
Management Services
FY 2024-25
FY 2023-24
Substantial Progress
Completed
**Providing community events (and more of them) remains important to both residents and local businesses (pg. 6-7)**
20th anniversary celebration of the Etnie's Skatepark of Lake Forest.
Etnie's Skate Park of Lake Forest
20th Anniversary Celebration **Providing community events (and more of them) remains important to both residents and local businesses (pg. 6-7)**
Produce the City's first Lunar New Year and Mid-Autumn Festival events - open to the community.
SP#54
SP#55
Inaugural Lunar New Year
Accessibility Enhancements
Management Services FY 2023-24
FY 2022-23
Completed
Completed
**Providing community events (and more of them) remains important to both residents and local businesses (pg. 6-7)**
Expand and preserve access to City Hall by analyzing how Census data may impact resident communication, increase disability accommodations, and provide other services to ensure City Clerk broad community participation.
Item: 8
135
Strategic Plan Quarterly Report
Year 2, Q1
Initiative # Initiative Title Initiative/Project Description Lead Department Estimated Completion Date Status Procure translation services for all City departments to ensure communications accommodate language needs.SP#56 Citywide Translation Services City Clerk FY 2023-24 Completed SP#57
SP#58
Translation Services Policy
Passport Issuance Program
Establish policy related to language translation services at public meetings and gatherings.
Relaunch passport service provided by the City Clerk's Office City Clerk
City Clerk
FY 2023-24
FY 2023-24
Completed
Completed
SP#59 Youth in Government Day Partner with SVUSD and student organizations to institute Youth in Government Day Procure informal resident survey system to gather quick feedback on neighborhood issues.
City Clerk/ Management Services FY 2023-24 Completed
SP#60 Informal Resident Survey System Management Services FY 2023-24 Completed**Most residents are satisfied with the City's communication efforts and increasingly rely on social media and electronic forms of communication (pg. 60-76)** Digitalization of Community
Services
Modernize payment system for City events and programming, credit card payments for special events, and provide electronic submission of event applications and insurance.SP#61 SP#62
Management Services
City Clerk
FY 2023-24
FY 2023-24
Started
Provide Convenient Access to
Permit and Other City Records
Link EnerGov to the City's Laserfiche system to provide the public with more convenient access to public records related to permits, property information, previous PRA's, etc. Completed Establish new firewalls at Civic Center, Lake Forest Sports Park, and Etnie's Skate Park site and conduct cyber security assessment.
Complete Microsoft 365 Implementation and transition all conference rooms to Teams- compatible
Use technology to enhance access to permitting, plan check, and building records for the public.
SP#63
SP#64
SP#65
SP#66
SP#67
SP#68
SP#69
Cyber Security Enhancement
Microsoft 365 Full Integration
Building Services Modernization
Online Permitting
Information Technology
Information Technology
Community Development
FY 2023-24
FY 2024-25
Completed
Substantial Progress
StartedFY 2023-24
Configure and implement online permitting and plan check review for solar-related permits. Community Development FY 2023-24 Completed Develop a strategy or policy with Audit Committee for determining how to appropriate one- time revenues (development fees, stimulus funds, etc.).Strategy for "One Time" Revenue City Manager/ Finance Finance
FY 2023-24 Not Started
Not Started
Completed
General Fund Risk Reserve Policy
Update Update the City's risk-based reserves policy to reflect long-term strategic planning goals. FY 2024-25 Conduct a comparative analysis of City of Lake Forest fees vs fees charged for similar services in nearby communities.Biennial Fee Study Finance FY 2020-21 - FY 2024-25 Study locations within the City where non-functional turf could be replaced with different drought tolerant landscaping, improving water conservation and efficiency.Non-Functional Turf Removal StudySP#70 Public Works FY 2024-25 Not Started
**Residents consistently rank maintaining public landscaping as a top issue for services provided by the Public Works Department (pg. 32)**
Upgrade Community Facility
Amenities
Payroll Insourcing Study &
Implementation
Evaluate Housing Authority
Elimination
Implement New Procurement
System
Procure a fold-away dance floor and decorations, moving lights, piano, and spider box to accommodate more events that sustain facility rental revenue.
Produce analysis comparing in-house payroll processing costs vs outsourced arrangement and implement in-house system if financially justified.
Evaluate the potential dissolution of the Lake Forest Housing Authority to reduce administrative costs.
SP#71
SP#72
SP#73
SP#74
SP#75
Management Services FY 2024-25
FY 2024-25
FY 2024-25
FY 2023-24
FY 2023-24
Completed
Not Started
Not Started
Completed
Completed
Finance
Finance
Implement new procurement system that accommodates the City's internal processes. Finance Develop and implement policies that preserve the City's ability to effectively manage services provided by contract staff.Contract Staffing Policy City Manager/ Management Services
Item: 8
136
Strategic Plan Quarterly Report
Year 2, Q1
Initiative #
SP#76
Initiative Title Initiative/Project Description Lead Department City Manager/ Management Services
City Manager
Estimated Completion Date
FY 2023-24
Status
Procure enhanced employee survey system to track the productivity and wellbeing of Lake Forest workforce.
Internal team of emerging leaders to research, develop, and recommend key policy initiatives.
Advertise job opportunities on contemporary platforms and establish a remote interview process.
Implement employee growth program that includes formal stretch assignments, development tracking, and cross-departmental learning opportunities.
Develop standard for assessing staffing needs for the OCSD contract and the potential of adding two deputies with an approximate first year cost $900,000 and $700,000 annually thereafter.
Enhanced Internal Survey System Completed
Completed
Completed
Started
Lake Forest Research &
Development TeamSP#77 FY 2023-24
SP#78 Modernize Recruitment System
Succession Planning
City Manager/ Management Services
City Manager/ Management Services
FY 2023-24
SP#79 FY 2024-25
Law Enforcement Staffing Needs
EvaluationSP#80 City Manager/ Police Services FY 2023-24 Started
Item: 8
137
Strategic Plan Quarterly Report
Year 2, Q1
Overall Progress (Quarterly)
80 70
60 50
40 30
20 10
0 Q1 Q2 Q3 Q4
2 Q1
2In Transition
Completed
Substantial Progress
Started
3 12
22 22
24 17
27 21
15 30
23 15
10 33
21 14
10 18
14 45Not Started
Item: 8
138
Strategic Plan Quarterly Report
Year 2, Q1
Goal Progress to Date, Y2, Q1
60 50
40 30
20 10
0 Goal A Goal B
Substantial Progress
Goal C
Not Started Started Completed In Transition
Item: 8
139