AGENDA
FINANCE COMMITTEE
SPECIAL MEETING NOTICE
JUNE 10, 2024
P
UBLIC MEETING 3:00 P.M.
Members
Victor M. Gordo, Mayor
Tyron
Hampton, District 1
Felicia Williams, District 2
STAFF
Matthew Hawkesworth, Director of Finance
Lisa Hosey, Assistant City Attorney
Gloria Acevedo, Recording Secretary
MISSION STATEMENT
The C
ity of Pasadena is dedicated to delivering exemplary municipal services, responsive to our entire community and consistent
with our history, culture and unique character.
In compliance with the Americans with Disabilities Act of 1990, Assistive Listening Devi ces are available from the City Clerk’s Office with a 24-hour advance notice.
Please call (626) 744-4124 to request use of a listening device.
Language translation services are available for this meeting by cal ling (626)74
4-4124 at least 24 hours in advance.
Habrá servicio de interpretación disponible para éstas juntas llamando al (626)744-4124 por lo menos con 24 horas de anticipación.
Meetings
are broadcast live on cable Channel 3 and on the Internet at http://pasadena.granicus.com/mediaplayer.php?camera_i d=2&publish_id=9 and https://www.pasadenamedia.org/watch/ (Click on Video Streamlining on the right side of the screen).
Items
on the agenda may not be called in order listed. Agendas and supporting documents are available on the Internet at
https://www.cityofpasadena.net/commissions/city-council-finance-committee/ Materi
als related to an item on this Agenda submitted to the Finance/Audit Committee after distribution of the agenda packet will be posted online and listed as: “Supplemental Agenda Material Received after the Posting of the agenda”
PUBLIC COMMENT AT THE FINANCE COMMITTEE SPECIAL MEETING FOR JUNE 10, 2024, AT 3:00 P.M. WILL BE ACCEPTED IN-PERSON AND BY VIDEOCONFERENCE/TELECONFERENCE.
Link t
o City Meeting Policy:
cityofpasadena.net/CityCouncilMeetingPolicy
TO VI
EW A LIVE STREAM OF THE MEETING:
http:/
/pasadena.granicus.com/MediaPlayer.php?publish_id=9
AND
WWW.PAS
ADENAMEDIA.ORG
In order to facilitate public participation at meetings the City will accept public comment in the following manner:
1. Whether participating in-person or virtually at the meeting, members of the public may provide public comment by submitting a speaker card prior to the start of public comment on that item, at the following webpage:
www.cityofpasadena.net/commissions/public-comment/
If a public comment speaker wishes to speak on more than one agenda item, please indicate which items on the online form (multiple item speakers will be handled according to the process posted on the agenda and as specified in the City meeting policy). Public comments are limited to 3 minutes each, and the Chair and Committee may limit this time if reasonable under the circumstances.
2. In-person Meeting Participation: Complete an online speaker card at the following website: www.cityofpasadena.net/commissions/public-comment/ After submitting a public speaker card, members of the public may attend the meeting in-person by coming to the Pasadena City Council Chamber, Room S249 at City Hall at the date and start-time of the posted meeting.
Virtual Meeting Participation: For virtual participants, you may attend by connecting to the meeting using a computer, other electronic device, or by telephone. Please review the agenda to identify the published start time for the meeting and connect to the meeting just prior to, or at the start of the meeting.
To participate in public comment for an item and to be recognized to speak, it is required that the speaker login to the meeting using the same name or telephone number used on the Speaker Card form. This will allow City staff to locate and promote the speaker into the meeting when it is time for their public comment.
Participants’ phone calls to the Committee meeting will be recorded as part of the Committee meeting. By staying on the line and making public comment during the Committee meeting by phone, you are agreeing to have your phone call recorded. Following is the connectivity information for virtual participation:
Computer or electronic devices, join the meeting at: cityofpasadena.net/cczoom Telephone only dial-in: 1-669-900-6833, Meeting ID: 161 482 446
3. Speaker Card Help Line: If a public comment speaker needs assistance in completing a speaker card, please call the City Clerk’s Office at: (626) 744-4124.
Help line will open 30 minutes prior to the posted start time of the meeting.
4. Members of the public may submit correspondence of any length prior to the start of the meeting, at the following email address:
gacevedo
@cityofpasadena.net
Corr
espondence will be forwarded to the Committee prior to the start of the meeting, posted online, and made part of the legislative record for the item.
LIVESTREAM WITH CAPTIONING IS AVAILABLE AT WWW.PASADENAMEDIA.ORG, AND ALSO AT WWW.CITYOFPASADENA.NET/COMMISSIONS/AGENDAS, IF Y
OU NEED A REASONABLE MODIFICATION OR ACCOMMODATION PURSUANT
TO THE AMERICANS WITH DISABILITIES ACT
BECAUSE YOU ARE UNABLE TO PARTICIPATE ELECTRONICALLY AS SET FORTH ABOVE, CONTACT THE CITY CLERK’S OFFICE
AS SOON AS POSSIBLE AT (626) 744-4124 OR
[email protected].
SPECIAL MEETING
AGENDA
FINANCE COMMITTEE
JUNE 10, 2024
Public Meeting: 3:00 P.M.
Council Chamber, Pasadena City Hall
100 North Garfield Avenue, Room S249
PUBLIC MEETING – 3:00 P.M.
ROLL CALL
PUBLIC COMMENT – LIMITED TO ITEMS ON THIS SPECIAL MEETING
AGENDA AND WILL BE HEARD AT THE TIME THE ITEM IS CONSIDERED
APPROVAL OF MINUTES
April 8, 2024 Special Meeting
NEW BUSINESS
1. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH CALE AMERICA INC. DBA FLOWBIRD FOR PAY-BY-PLATE PARKING PAY
STATIONS, EQUIPMENT UPGRADES AND ONGOING MAINTENANCE FOR AN AMOUNT NOT TO EXCEED $5,716,140 AND APPROVE LOANS TO THE PLAYHOUSE PARKING METER FUND FOR A TOTAL OF $900,000 FOR
PARKING METERS IN THE PLAYHOUSE DISTRICT
2. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH THE
FEDERAL HIGHWAY SAFETY ADMINISTRATION TO ACCEPT SAFE STREETS AND ROADS FOR ALL (SS4A) ACTION PLAN GRANT IN THE AMOUNT NOT TO EXCEED $759,200
3. AMENDMENTS TO FISCAL YEAR 2024 CAPITAL IMPROVEMENT PROGRAM
INFORMATION ONLY
ADJOURN
PAGE 1
APPRO
VAL OF MINUTES
April 8, 2024 Special Meeting
PAGE 2
01 4/8/24 Finance Committee
CITY OF PASADENA
FINANCE COMMITTEE MINUTES
PASADENA CITY HALL
100 NORTH GARFIELD AVENUE
CITY HALL COUNCIL CHAMBER S249
APRIL 8, 2024
SPECIAL MEETING
OPE
NING Chair Gordo called the special meeting of the Finance Committee to order at 3:24 p.m.
ROLL
CALL: Mayor Victor M. Gordo (Chair)
Councilmember Tyron Hampton
Councilmember Felicia Williams (Absent)
S
taff: Miguel Márquez, City Manager
Brenda Harvey-Williams, Assistant City Manager
Theresa Fuentes, Assistant City Attorney
Matthew Hawkesworth, Acting Assistant City Manager/Director of Finance
Joaquin Siques, Director of Transportation
Sebastian Hernandez, Principal Planner
Gloria Acevedo, Recording Secretary
Guest
s: Dereck Doolittle, Assistant General Manager, Rose Bowl Operating Company
APPRO
VAL OF MINUTES: It was moved by Councilmember Hampton, seconded by Chair Gordo, to approve the minutes of the March 25, 2024, (special meeting), as submitted. (Motion Unanimously carried) (Absent:
Councilmember Williams)
NEW BUS
INESS: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT FOR AN AMOUNT NOT TO EXCEED $357,354 WITH ENDERA
MOTORS, LLC TO PURCHASE ONE REPLACEMENT PASADENA
DIAL-A-RIDE ZERO -EMISSION BU S AND AMEND THE FY2024
CAPITAL IMPROVEMENT BUDGET TO FUND THE BUS PURCHASE
Chair Gordo introduced the item and Joaquin Siques, Director of Transportation, provided a brief outline of the agenda item.
It was moved by Councilmember Hampton, seconded by Chair Gordo, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) (Absent: Councilmember Williams)
PAGE 3
02 4/8/24 Finance Committee
ADOPT A RESOLUTION AUTHORIZING THE CITY OF PASADENA TO
ENTER INTO AN AGREEMENT WITH THE CALIFORNIA
DEPARTMENT OF WATER RESOURCES, RECOGNIZE REVENUE
AND APPROPRIATE FUNDS OF $3,000,000 TO THE FISCAL YEAR
2024 CAPITAL IMPROVEMENT PROGRAM BUDGET, TO BE
TRANSFERRED TO THE ROSE BOWL OPERATING COMPANY, FOR
THE GAS AND WATER INFRASTRUCTURE IMPROVEMENTS
PROJECT
Chair Gordo introduced the item and Matthew Hawkesworth, Acting Assistant City Manager /Director of Finance, provided a PowerPoint presentation, introduced Derek Doolittle, Assistant General Manager, Rose Bowl Operating Company, and responded to questions.
After listening to details of the proposed work, Chair Gordo suggested for the Rose Bowl Operating Company (RBOC) to partner with the City to explore financing opportunities such as a loan to replace 100% of the water and gas lines infrastructure. A full replacement now versus a partial will prevent disruptions to events as well as be more cost efficient in the long run. Mr. Doolittle will work with City staff for financing options after the design studies are finalized and reveal the actual shortfall amount.
Councilmember Hampton asked if the RBOC had plans to complete other projects while trenching for the water and gas line replacements take place. Mr. Doolittle stated that modest improvements will take place while the trenching work is being done, such as replacing the asphalt topping along the concourse. In addition, Councilmember Hampton asked for confirmation that shut-off valves would be installed throughout the project.
Mr. Doolittle confirmed shut off valves will be added to all laterals.
It was moved by Councilmember Hampton, seconded by Chair Gordo, to approve staff’s recommendation and forward the item to the City Council for consideration. (Motion Unanimously carried) (Absent: Councilmember Williams)
DIRECT THE CITY ATTORNEY TO PREPARE AN ORDINANCE
WITHIN 60 - DAYS AMENDING PASADENA MUNICIPAL CODE
CHAPTER 4.08 TO INCREASE FORMAL AND INFORMAL
PROCUREMENT LIMITS, AND RELATED CLEAN-UP CHANGES
Chair Gordo introduced the item and Matthew Hawkesworth, Acting Assistant City Manager/ Director of Finance, provided a PowerPoint presentation and responded to questions.
Councilmember Hampton expressed concern with transferring the City Council’s authority to rejects bids under $250,000 to the City Manager.
The concern is the possible loss of transparency , to avoid City staff awarding contracts too often to the incumbents, and the loss of time and PAGE 4
03 4/8/24 Finance Committee
effort to submit a bid by vendor s. Three vendors have shared their concern with Councilmember Hampton after experiencing bid rejections, the reason given was that staff were waiting for the incumbent to apply.
Chair Gordo asked for clarification of the City Manager’s authority to reject bids. Mr. Hawkesworth responded that the current code, only allows for the City Council to reject bids. Miguel Marquez, City Manager, stated that based on observation of the bids that are rejected by the City Council, in many circumstances t he reason is that Engineering staff estimat ed the bids very low, resulting in high bid submissions. A llowing the City Manager to reject bids at the same threshold that h e is allowed to approve, could expediate the rebidding process and the timely completion of projects.
Chair Gordo recommended moving the other items on the agenda report forward and revisiting item six (Amendment to allow the City Manager authority to reject bids below the City Council’s approval authority, proposed at $250,000) after the City Council has the opportunity to review the number of bids being rejected under the new thresholds.
It was moved by Councilmember Hampton, seconded by Chair Gordo, to approve staff’s recommendation and forward the item to the City Council for consideration with the exception of item six. (Motion Unanimously carried) (Absent: Councilmember Williams)
ADJOURNM
ENT: On the order of the Chair, the special meeting of the Finance Committee was adjourned at 4:06 p.m.
ATTE
ST: ______________________
Mayor Victor Gordo, Chair
Finance Committee
___________
_________
Gloria Acevedo
Recording Secretary
PAGE 5
NEW BUSINESS
ITEM 1
1. AUTHORIZE THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH CALE AMERICA INC. DBA FLOWBIRD
FOR PAY-BY-PLATE PARKING PAY STATIONS,
EQUIPMENT UPGRADES AND ONGOING
MAINTENANCE FOR AN AMOUNT NOT TO EXCEED
$5,716,140 AND APPROVE LOANS TO THE PLAYHOUSE
PARKING METER FUND FOR A TOTAL OF $900,000 FOR
PARKING METERS IN THE PLAYHOUSE DISTRICT
PAGE 6
Agenda Report
TO: Honorable Mayor and City Council
THROUGH: Finance Committee
FROM: Department of Transportation
June 10, 2024
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH CALE AMERICA INC. OBA FLOWBIRD FOR PAY-BY-PLATE PARKING
PAY STATIONS, EQUIPMENT UPGRADES AND ONGOING
MAINTENANCE FOR AN AMOUNT NOT TO EXCEED $5,716,140 AND
APPROVE LOANS TO THE PLAYHOUSE PARKING METER FUND FOR
A TOTAL OF $900,000 FOR PARKING METERS IN THE PLAYHOUSE
DISTRICT
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the recommended actions are exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines per Section 15301 (existing facilities), there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances;
2. Authorize the City Manager to enter into an eight-year contract, as the result of the competitive selection process, as specified by Section 4.08.047 of the Pasadena Municipal Code, with Cale America Inc. dba Flowbird in an amount not-to-exceed $5,716,140, which includes a contingency of $452,596 for pay-by-plate parking pay stations, equipment upgrades, and ongoing equipment maintenance for seven years after the initial year. Competitive price bidding is not required pursuant to City Charter Section 1002(F)(contracts for professional and unique services); and
3. Approve a loan from the Old Pasadena Parking Meter Fund (Fund 213) for $550,000 and a loan from the Civic Center Meter Fund (Fund 214) for $350,000 for a total loan amount of $900,000 to the Playhouse Parking Fund (Fund 229) to procure and install pay-by-plate pay stations in the newly expanded Playhouse Parking Meter Zone.
MEETING OF _____ _ AGENDA ITEM NO . ___ _
PAGE 7
PAGE 8
PAGE 9
PAGE 10
PAGE 11
PAGE 12
PAGE 13
NEW BUSINESS
ITEM 2
2. AUTHORIZE THE CITY MANAGER TO ENTER
INTO A CONTRACT WITH THE FEDERAL
HIGHWAY SAFETY ADMINISTRATION TO
ACCEPT SAFE STREETS AND ROADS FOR ALL
(SS4A) ACTION PLAN GRANT IN THE AMOUNT
NOT TO EXCEED $759,200
PAGE 14
Agenda Report
TO: Honorable Mayor and City Council
THROUGH: Finance Committee
FROM: Department of Transportation
June 10, 2024
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT
WITH THE FEDERAL HIGHWAY SAFETY ADMINISTRATION TO
ACCEPT SAFE STREETS AND ROADS FOR ALL {SS4A) ACTION
PLAN GRANT IN THE AMOUNT NOT TO EXCEED $759,200
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the recommended actions are exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061 (b) (3); the Common Sense Exemption that CEQA only applies to projects that may have an effect on the environment; and
2. Authorize the City Manager to enter into a contract with the Federal Highway Administration (FHWA) for the Safe Streets and Roads for All (SS4A) Action Plan
grant in the amount not to exceed $759,200 and execute any subsequent agreements regarding the grant award.
BACKGROUND:
In April 2023, the US Department of Transportation issued a notice of funding opportunity for the Safe Streets and Roads for All (SS4A) grant program with up to $1.177 billion available for local, regional, and tribal agencies to enhance roadway safety. The SS4A grant program is divided into two distinct grant opportunities, Action Plan grants and Implementation grants. Action Plan grants are intended for agencies to develop a holistic, well-defined strategy to advance active transportation and prevent MEETING OF _____ _ AGENDA ITEM NO. ____ _
PAGE 15
PAGE 16
Grant Acceptance - Safe Streets for All
June 10, 2024
FISCAL IMPACT:
Approval of the recommended action will result in a total grant award of $759,200 over three years. Of this amount, $253,000 is anticipated to be spent in FY25, with the grant revenues and expenses included in the Department of Transportation's FY 2025 Recommended Budget for City Council adoption. The Department will budget future grant revenue and expenses during the annual operating budget cycle, and the Department will budget future appropriations for the grant match requirement during the annual operating budget cycle.
Prepared by:
Scott Johnson
Senior Planner
Approved by:
A · o �
MIG�ARQUEZ
City Manager
Respectfully submitted,
JOAQUIN T. SIQUES
Director
Department of Transportation
PAGE 17
NEW BUSINESS
ITEM 3
3. AMENDMENTS TO FISCAL YEAR 2024 CAPITAL IMPROVEMENT
PROGRAM
PAGE 18
TO:
THROUGH:
FROM:
SUBJECT:
Agenda Report
June 10, 2024
Honorable Mayor and City Council
Finance Committee (June 10, 2024)
Department of Public Works
AMENDMENTS TO FISCAL YEAR 2024 CAPITAL IMPROVEMENT
PROGRAM
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed actions are not "projects" as defined in the California Environmental Quality Act (CEQA), Public Resources Code Section 21065 and Section 15378(b)(4) and (5) of the State CEQA Guidelines and, as such, are not subject to environmental review; and
2. Amend the Fiscal Year 2024 Capital Improvement Program (CIP) Budget as detailed in Attachment A of this report.
BACKGROUND:
Throughout the Fiscal Year (FY), the Department of Public Works in conjunction with other impacted departments review active CIP projects to determine if budgetary changes are needed. Staff has completed this report detailing needed budget adjustments. The budgetary changes to the projects are listed below.
1. Public Health Building Tenant Improvements (71920)- The Department of Public Works recommends appropriating $200,000 in Library Services Fund to this project and increasing the budget by a like amount. This funding will be used to purchase custom shelving and covers to provide necessary protection for the Central Library's irreplaceable historic collection that will be stored at the Public Health Building.
2. Improvements at City Yards Facility ·(71928) - The Department of Public Works recommends transferring $15,776 in Charter Capital from the Parking Lot Improvements at City Facilities FY 2019-2023 (71909) and $38,009 in Sewer Fund from the Annual Citywide Street Resurfacing and ADA Improvement Program FY 2022 (73933) to this project, thereby increasing the budget for this project by $53,785. This MEETING OF _____ _ AGENDA ITEM NO. ____ _
PAGE 19
PAGE 20
PAGE 21
PAGE 22
PAGE 23
PAGE 24
PAGE 25