Orinda City Council Minutes Page 1 of 7 10.07.25
OCTOBER 7, 2025
CITY OF ORINDA
CITY COUNCIL MINUTES
Note: Written communications received from the public prior to the start of this meeting can be viewed on the City’s website meeting calendar. They are also kept in the City Clerk’s Office as part of the public record and available upon request ([email protected]).
7:00 P.M. – REGULAR MEETING– ORINDA LIBRARY AUDITORIUM
A. CALL TO ORDER / ROLL CALL:
Mayor Malkani called the Regular Meeting to order at approximately 7:00 p.m.
COUNCILMEMBERS PRESENT: Cara Hoxie
Mayor Latika Malkani, Vice Mayor Brandyn
Iverson
COUNCILMEMBERS ABSENT: Darlene Gee, Janet Riley
B. PLEDGE OF ALLEGIANCE – Led by Mayor Malkani.
C. ADOPTION OF AGENDA
City Manager Smith requested removal of Item F.3 and F.5. She requested continuing Item F.9 to a date certain of November 18, 2025. If there are public speakers on the matter, she asked the Council to remove the item under the Consent Calendar, open the hearing, take public testimony, close the hearing and continue it to November 18, 2025.
MOTION by Councilmember Hoxie, and seconded by Vice Mayor Iverson, to adopt the agenda, as amended. Said motion carried by unanimous (3-0) vote.
D. ITEMS FOR THE GOOD OF THE CITY
D.1. Proclamation Declaring October 5-11, 2025 as Fire Prevention Week MOFD Fire Chief Isaacs thanked the Council and voiced appreciation for the partnership they have with the City. He then introduced new Fire Marshal Casey Irving.
Mayor Malkani then read the Proclamation into the record declaring October 5-11, 2025 as Fire Prevention Week.
Mayor Malkani and Councilmembers welcomed new Fire Marshal Irving.
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E. PUBLIC FORUM – None.
F. CONSENT CALENDAR
Mayor Malkani confirmed the Council’s action to remove Item F.9. City Manager Smith requested a minor amendment to Item F.8 and requested the item be removed. There were no additional items for removal or public comments.
F.1. Minutes Approval
Recommendation:
Approve City Council Minutes:
1. September 2, 2025 Regular Meeting
F.2. Community Center HVAC Replacement Project (CIP #5034) Recommendation:
Award a construction contract to City Mechanical Inc. in the amount of $258,159 for replacement of the Community Center roof top HVAC package units and authorize contingency of 15 percent.
F.3. Approve Contract with Musco Sports Lighting to Retrofit Lighting for Wilder Sports Fields, CIP Project #4195
Recommendation:
Waive the formal bid process and approve Resolution No. 51-25, approving a contract with Musco Sports Lighting LLC to retrofit lighting for Wilder Sports Field, CIP Project #4195.
F.4. Adoption of Retiree Health Savings (RHS) Program with MissionSquare Retirement and Related Actions
Recommendation:
Adopt Resolution No. 56-25 Authorizing the City of Orinda to Establish a Retiree Health Savings (RHS) Plan with MissionSquare Retirement (Plan # 800529) and authorize the City Manager to prepare and execute the various documents and agreements necessary to implement the RHS Plan.
F.5. Accept Work and Contract with Hardiman Construction Inc. for Group 2 Storm Drain Lining Project (CIP Project #s 3101 & 3102) Recommendation:
Adopt Resolution No. 55-25 to Accept Work and Contract with Hardiman Construction Inc. as Complete for the Group 2 Stormdrain Lining Project F.6. Proclamation Declaring October 19-25, 2025 as United Against Hate Week in the City of Orinda
Recommendation:
Approve the issuance of a Proclamation Declaring October 19-25, 2025 as United Against Hate Week in the City of Orinda
F.7. Accept Work and Contract with City Mechanical, Inc. for the Library HVAC Modernization Project (CIP #4174)
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Recommendation:
Adopt Resolution No. 53-25 to accept contract with City Mechanical, Inc. for the Library HVAC Modernization Project.
F.10. Classification Updates and Staff Allocation Changes Recommendation:
Adopt Resolution 57-25 Approving Revisions to the Maintenance Worker and Facility Maintenance Worker Classifications and Approve Changes to the Position Allocation Plan
MOTION by Councilmember Hoxie, and seconded by Vice Mayor Iverson to approve Consent Calendar Items F.1.1, F.2, F.4, F.6, F.7, and F.10. Said motion carried by unanimous (3-0) vote.
Item Removed from the Consent Calendar:
F.8. Award of Bid for City’s Residential Chipper Program Recommendation:
Award the Contract to Wildland Corporation for operation of the City’s Chipper Program and Approve Budget Change Form #005-26.
City Manager Smith explained that the Chipper Program, which has been successful, is up for renewal. After last year’s contract, the City issued two RFPs, and Wildland Corporation—the current provider—was the lowest responsive bidder again. She said the cost varies significantly depending on whether they use their own equipment.
The City also added specific language to the Scope of Work and requested authority to make minor adjustments, including changing the rate description from hourly to daily.
Councilmembers questioned the term and costs of the agreement, and City Manager Smith confirmed the contract is for one year, with two-year extensions and a CPI index cost is included in the agreement.
Mayor Malkani opened the Public Forum, and there were no speakers. She noted the City received two written comments.
Councilmember Hoxie asked if there are any provisions in the contract for residents to make a complaint on the services provided. City Manager Smith confirmed complaints can be made to the City and the City would reach out to Wildland Corporation.
Vice Mayor Iverson acknowledged the Chipper Program’s importance despite its high cost, expressed support for it as the best available option this year, and appreciated that residents have a way to voice complaints and concerns.
MOTION by Councilmember Hoxie, and seconded by Mayor Malkani to approve Consent Calendar Item F.8, as amended, allowing the City Manager to make minor modifications to the agreement and Scope of Work. Said motion carried by unanimous (3-0) vote.
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F.9. Public Hearing for Approval of the Issuance of Multifamily Housing Revenue Bonds by the California Public Finance Authority for the Senior Housing Project Located at 15 Irwin Way
Recommendation:
Adopt Resolution 58-25 Approving the Issuance of Multifamily Housing Revenue Bonds by the California Public Finance Authority in an Aggregate Principal Amount Not to Exceed $15,000,000 for the Purpose of Financing or Refinancing the Acquisition and Construction of Vista Verde Senior Housing and Certain Other Matters Relating Thereto.
Mayor Malkani opened the public hearing.
City Manager Smith stated the recommendation is to continue the public hearing to a date certain of November 18, 2025.
Mayor Malkani opened the Public Forum, and there were no speakers. She noted the Council received one written public comment.
MOTION by Vice Mayor Iverson, and seconded by Councilmember Hoxie to continue Item F.9 to November 18, 2025. Said motion carried by unanimous (3-0) vote.
G. PUBLIC HEARING – None.
H. POLICY MATTERS
H.1. Update on Pilot Off-Leash Dog Area at Orinda Oaks Park and Open Space
Recommendation:
Receive the report from Staff and provide feedback, including on the continuation on the pilot off-leash dog area.
Parks and Recreation Director Todd Trimble provided the staff report, PowerPoint presentation, background, and update on the success of the pilot off-leash dog area program at Orinda Oaks Park and Open Space.
Councilmembers posed questions and received feedback from Director Trimble about any reports of injuries or problems at the park, design options and costs, previous considerations given costs, development of a dog park with just a fence, and use of the existing picnic area and fencing with a smaller area for small dogs and a more expansive area for larger dogs while still providing compliant access at the entrance to the park in the lower area.
City Manager Smith noted that the City received confirmation from the Rotary Club that they were interested in supporting up to $80,000. So, if there was an interest in pursuing fencing, gauging utilization and then later looking at other improvements, this could be an option.
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Mayor Malkani opened the Public Forum, and there were no speakers.
Vice Mayor Iverson and Councilmember Hoxie voiced support to fence in the area shown as an incremental next step.
Mayor Malkani referred to the staff report and confirmed there was consensus in continuing the pilot program and having things happen in stages. Councilmembers discussed acting on this first phase of future off leash use tonight, cited the benefits of getting funding from the Rotary Club, did not believe the item needed to go back to the Parks and Recreation Commission, and asked staff to return with more information on costs for signage, dog waste bags, general service and maintenance needs in addition to the fencing.
City Manager Smith confirmed there was support for the matter to be coordinated inhouse by staff and confirmed Council’s direction to bring this back as an in-house project.
H.2. Filling Vacancy on the Traffic Safety Advisory Committee Recommendation:
Consider appointment of Craig Beckerman to the Traffic Safety Advisory Committee or provide direction to Staff on interview process or further recruitment.
City Clerk Smith gave the staff report regarding the vacancy on the Traffic Safety Advisory Committee and said the Council could choose to either appoint Mr. Beckerman based on his statement of interest, direct staff to arrange an interview with a subcommittee or the full Council, or to continue recruitment efforts.
Vice Mayor Iverson disclosed that she was neighbors with Mr. Beckerman but only until 2014. Because there was no financial interests, she is comfortable with participating in the matter.
Mayor Malkani opened the Public Forum, and there were no speakers.
Councilmembers recognized Mr. Beckerman’s qualifications and experience in his prior work experience, and voiced support to appoint him.
MOTION by Mayor Malkani, and seconded by Councilmember Hoxie to appoint Craig Beckerman to the Traffic Safety Advisory Committee. Said motion carried by unanimous (3-0) vote.
H.3. Designation of Voting Delegate and Alternate at the League of California Cities Annual Conference
Recommendation:
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Designate Voting Delegate and Alternate for the League of California Cities Annual Business Meeting at the October 8-10, 2025 League Annual Conference
City Clerk Smith stated the League of California Cities holds its Annual Meeting October 8-10, 2025. An annual business meeting is held where the membership considers and acts on resolutions to establish League policy. This year, Mayor Malkani and Councilmember Hoxie are registered to attend and the Council may wish to consider them as the voting delegate and alternate.
Mayor Malkani opened the Public Forum, and there were no speakers.
MOTION by Vice Mayor Iverson, and seconded by Councilmember Hoxie to designate Mayor Malkani as voting delegate and Councilmember Hoxie as Alternate at the League of California Cities Annual Conference. Said motion carried by unanimous (3-0) vote.
I. COUNCILMEMBER REPORTS
Mayor Malkani reported she and the City Manager met with MTC representative Sue Noack, along with officials from Walnut Creek and Lafayette, to express concerns about the TOC guidelines, which they believe are nearly impossible for Orinda to meet. Ms.
Noack acknowledged similar concerns from other jurisdictions and stated that MTC is considering a less punitive, more incentive-based approach, with options to be reviewed at a future meeting.
Vice Mayor Iverson reported attending a SWAT meeting where they discussed future project planning, a scoring system for needs, and equity goals. Data showed that Orinda’s geography and level of urbanization do not align with these goals over the next 5–10 years, and she emphasized that the TOC policy should not penalize the City for this.
Mayor Malkani reported on the Mayors’ Conference held in Martinez. Their Mayor mentioned they had an ordinance called “vacant to vibrant” and the County Recorder also made a presentation on the upcoming Special Election for Proposition 50.
J. CITY MANAGER’S REPORT
City Manager Smith announced that October 23rd will be Trunk or Treat and staff is still accepting reservations for families and children to join in for the event.
On November 6th at 5:30 p.m. the Light Up Orinda event will take place at the Library Plaza and staff will be working as a co-sponsor this year.
Regarding legislative updates, SB 707 was signed in by the Governor which are Brown Act measures. Staff has discussed how to implement that and will provide a report to the Council in the future.
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K. MATTERS INITIATED – None.
L. ADJOURNMENT
The Regular Meeting was adjourned at approximately 8:08 p.m. to the Regular City Council Meeting on Tuesday, October 21, 2025 at 7:00 p.m. ______________________________________
Sheri Marie Smith, City Clerk