Mayor Ward L. Smith
District 5
Mayor Pro Tem Jeremy B. Yamaguchi
Councilmember
District 3
Kevin Kirwin
Councilmember
District 2
Rhonda Shader
Councilmember
District 1
Chad P. Wanke
Councilmember
District 4
Robert S. McKinnell
City Clerk
Kevin A. Larson
City Treasurer
Damien R. Arrula
City Administrator
Christian L. Bettenhausen
City Attorney
City of Placentia
401 E. Chapman Avenue
Placentia, CA 92870
Phone: (714) 993-8117
Fax: (714) 961-0283
Email:
[email protected]
Website: www.placentia.org
Regular Meeting Agenda
September 19, 2023
Placentia City Council
Placentia City Council Acting as Successor Agency to the Placentia Redevelopment Agency
Placentia Industrial Commercial Development Authority
Placentia Public Financing Authority
Mi4siork,Statement
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The/ City of Placentia will ma.Gnta.Lw a w opew, han.e,st reapon ei, a.n.& inmovatwe goverwment that d e iverk quality services- it z a fair and/ equ,itab-le mavun.er while opt -64146v, ava.Cla b1e repo w'ce -.
Copies of all agenda materials are available for public review in the Office of the City Clerk, online at www.placentia.org , and at the Placentia Library Reference Desk.
Persons who have questions concerning any agenda item may call the City Clerk's Office, (714) 993-8231, to make inquiry concerning the nature of the item described on the agenda.
Procedures for Addressina the Council/Board Members
Any person who wishes to speak regarding an item on the agenda or on a subject within the City's jurisdiction during the "Oral Communications" portion of the agenda should fill out a "Speaker Request Form" and give it to the City Clerk BEFORE that portion of the agenda is called. Testimony for Public Hearings will only be taken at the time of the hearing. Any person who wishes to speak on a Public Hearing item should fill out a "Speaker Request Form" and give it to the City Clerk BEFORE the item is called.
The Council and Board members encourage free expression of all points of view. To allow all persons the opportunity to speak, please keep your remarks brief. If others have already expressed your position, you may simply indicate that you agree with a previous speaker. If appropriate, a spokesperson may present the views of an entire group. To encourage all views, the Council and Board discourage clapping, booing or shouts of approval or disagreement from the audience.
PLEASE SILENCE ALL PAGERS, CELL PHONES, AND OTHER ELECTRONIC EQUIPMENT WHILE COUNCIL AND BOARD MEMBERS ARE IN SESSION.
Special Accommodations
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk's Office at (714) 993-8231.
Notification 48 hours prior to the meeting will generally enable City Staff to make reasonable arrangements to ensure accessibility.
(28 CFR 35.102.35.104 ADA Title II)
In compliance with California Government Code § 54957.5, any writings or documents provided to a majority of the City Council regarding any item on this agenda that are not exempt from disclosure under the Public Records Act will be made available for public inspection at the City Clerk's Office at City Hall, 401 East Chapman Avenue, Placentia, during normal business hours.
Study Sessions are open to the public and held in the City Council Chambers or City Hall Community Room. Executive Sessions are held in the Council Caucus Room. While the public may be in attendance during oral announcements preceding Executive Sessions, Executive Sessions are not open to the public.
Placentia City Council/Successor Agency/ICDA/PPFA Agenda, September 19, 2023
PLACENTIA CITY COUNCIL
PLACENTIA CITY COUNCIL ACTING AS SUCCESSOR AGENCY TO THE
PLACENTIA REDEVELOPMENT AGENCY
PLACENTIA INDUSTRIAL COMMERCIAL DEVELOPMENT AUTHORITY
PLACENTIA PUBLIC FINANCING AUTHORITY
REGULAR MEETING AGENDA
September 19, 2023
7:00 p.m. — City Council Chambers
401 E. Chapman Avenue, Placentia, CA
CALL TO ORDER:
ROLL CALL:
Councilmember/Board Member Kirwin
Councilmember/Board Member Shader
Councilmember/Board Member Wanke
Mayor Pro Tem/Board Vice Chair Yamaguchi
Mayor/Board Chair Smith
INVOCATION: Chaplain Charles Frost
PLEDGE OF ALLEGIANCE: Officer Alan Cleveland
PRESENTATIONS:
a. Introduction of Superintendent Dr. Alex Cherniss, Placentia Yorba Linda School District
Presenter: Mayor Smith
b. Proclamation of September 2023 as Service Clubs Month Presenter: Mayor Smith
Recipient: Turgut Cakiraga, Placentia Rotary Club
c. Proclamation of September 25, 2023 as Ataxia Awareness Day Presenter: Mayor Smith
Recipient: Cindy De Mint, Brothers on a Quest Foundation d. Proclamation of September 17-23, 2023 as Constitution Week Presenter: Mayor Smith
Recipient: Hilary White, Mojave Chapter, National Society of Daughters of the American Revolution
CLOSED SESSION REPORT: None
CITY ADMINISTRATOR REPORT:
ORAL COMMUNICATIONS:
At this time, the public may address the City Council and Boards of Directors concerning any agenda item, which is not a public hearing item, or on matters within the jurisdiction of the City Council and Boards of Directors. There is a five (5) minute time limit for each individual addressing the City Council and Boards of Directors.
CITY COUNCIL/BOARD MEMBER COMMENTS:
Placentia City Council/Successor Agency/ICDA/PPFA Agenda, September 19, 2023 Page 2 of 5
1. CONSENT CALENDAR (Items 1.a. through 1.i.):
All items on the Consent Calendar are considered routine and are enacted by one motion approving the recommended action listed on the Agenda. Any Member of the City Council and Boards of Directors or City Administrator may request an item be removed from the Consent Calendar for discussion. All items removed shall be considered immediately following action on the remaining items.
1.a.
1.b.
1.c.
1.d.
1.e.
Consideration to Waive Reading in Full of all Ordinances and Resolutions Fiscal Impact: None
Recommended Action: Approve
City Fiscal Year 2023-24 Registers for September 19, 2023 Check Register
Fiscal Impact: $ 879,465.06
Electronic Disbursement Register
Fiscal Impact: $1,366,016.32
Recommended Action: It is recommended that the City Council:
1) Receive and file
Resolution Authorizing the Submission of Applications for CalRecycle Grant and Payment Programs
Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Adopt Resolution R-2023-77, A Resolution of the City Council of the City of Placentia, California authorizing submittal of application(s) for all CalRecycle grants and payment programs for which the City of Placentia is eligible; and 2) Authorize the City Administrator and/or his designee to execute all necessary documents to apply for all grants, accept the grants, if awarded, and accept all grant renewals, if awarded.
Approval of Purchase of Office Furnishings with Sheridan Group for the Placentia Public Safety Center Project, No. 5213
Fiscal Impact:
Expense: $ 113,378.57
Available Budget: $21,616,963.00 FY 2023-24 CIP Budget
(105213-6840 JL#105213-2)
Recommended Action: It is recommended that the City Council:
1) Approve a purchase order with the Sheridan Group pursuant to OMNIA procurement contract BNR482 in the amount of $113,378.57, to manufacture, ship and install the new office furnishings for the Placentia Public Safety Center; and 2) Authorize the City Administrator to approve contract change orders up to 10% of the total not -to -exceed purchase order amount or $11,337; and 3) Authorize the City Administrator to execute the above-mentioned sales agreement, in a form approved by the City Attorney.
Purchase of Opticom Emergency Vehicle Traffic Signal Preemption Devices (Phase V)
Fiscal Impact:
Expense: $ 57,207.81 Total Purchase Price
Budget: $110,000.00 FY 2023-24 CIP Budget
(659800-6741, JL #24201)
Recommended Action: It is recommended that the City Council:
1) Authorize the City Administrator to approve a purchase order to DDL Traffic Inc., for the purchase and installation of five (5) Opticom EVS Traffic Signal Preemption Devices for a not -to -exceed amount of $57,207.81; and
2) Authorize the City Administrator to execute all necessary documents, in a form approved by the City Attorney.
Placentia City Council/Successor Agency/ICDA/PPFA Agenda, September 19, 2023 Page 3 of 5
1.f.
1.g.
1.h.
Purchase of one (1) Public Works Service Truck
Fiscal Impact:
Expense: $73,951.56 Purchase Price
5,000.00 Outfitting/Eauipment Costs
$78,951.56 Total Cost
Recommended Action: It is recommended that the City Council:
1) Approve the purchase of one (1) 2023 Ford F-150 Lightning Crew Cab work truck from Fairway Ford in the amount of $73,951.56 and an additional $5,000 for outfitting costs of the vehicle upon receipt; and
2) Adopt Resolution No. R-2023-78, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2023-24 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
3) Authorize the City Administrator and/or his designee to issue a purchase order to Fairway Ford for this vehicle and execute all necessary documents, in a form approved by the City Attorney.
Approval of Plans & Specifications and Award of Construction Contract to Square Sign, LLC, for the Wayfinding Directional Signage Project Phase I, City Project No. 1403
Fiscal Impact:
Expense: $ 86,145.49 Construction Contract
$ 8,615.00 Total Contingency Amount
Budget: $200,000.00 FY 2023-24 CIP Budget
(109800-6740, JL 24103-6740)
Recommended Action: It is recommended that the City Council:
1) Approve the engineered construction plans & specifications prepared by Selbert Perkins Design, and approve a Public Works Agreement for this project with Square Sign in the amount of $86,145.49; and
2) Reject all other bids received and authorize return of the bid bonds; and 3) Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the contract amount, or $8,615 for a total construction contract not -to - exceed amount of $94,761.49; and
4) Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
Placentia Public Safety Communications Center Motorola Purchase and Upgrade Fiscal Impact:
Expense: $1,197,159.00 Total Purchase Price of Equipment Budget: $ 152,861.70 Lease Payment (105525-6935) FY 2024-25 Recommended Action: It is recommended that the City Council:
1) Authorize the City Administrator to approve a 10 -year financing agreement with Motorola Solutions for the total purchase not -to -exceed the amount of $1,197,159.00 (annual payments of $152,861.70); and
2) Authorize the City Administrator to execute all necessary documents, in a form approved by the City Attorney.
1.i. Resolution Authorizing the Transition of the City's Deferred Contribution Plan from Public Agency Retirement Services (PARS) to the ICMA Retirement Corporation Governmental Profit -Sharing Plan & Trust
Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Staff recommends City Council adopt Resolution R-2023-79 approving the transition of the City's Defined Contribution Plan for Eligible Employees from PARS to ICMA Retirement Corporation Governmental Profit -Sharing Plan and the discontinuance of the City's participation in the Public Agency Retirement System (PARS) Defined Contribution Plan and related services of PARS as Trust Administrator, U.S. Bank N.A. as Trustee, and John Hancock Retirement Services as Custodian/Record Keeper; and 2) Authorize the City Administrator to execute all necessary documents.
Placentia City Council/Successor Agency/ICDA/PPFA Agenda, September 19, 2023 Page 4 of 5
2. PUBLIC HEARINGS: None
3. REGULAR AGENDA:
3.a. Study Session: Community/Senior Center Update and Consideration of Additional 65% Design
Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Receive and file the Community/Senior Center Project presentation and Business Plan and provide Staff and the Blue -Ribbon Committee with feedback; and 2) If approved, direct Staff and the Blue -Ribbon Committee to proceed with 100% complete architectural and engineering design documents for the proposed Community/Senior Center; and
3) If approved, direct Staff to prepare Amendment No. 1 to the Professional Services Agreement with Group 4 Architecture, Research +Planning, Inc. to be brought back at the October 3, 2023 City Council Meeting; and
4) If approved, direct Staff to proceed with retaining a fundraising consultant to establish a donor program as outlined in the proposed Business Plan.
3.b. OPEB Mitigation Plan/Section 115 Trust Update
Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Receive and file this report updating the City Council on the City's OPEB mitigation effort; and,
2) Following discussion, provide policy direction to Staff.
3.c. Fire Department 2021-2022 Biennial Report
Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Receive and file a copy of the completed Biennial Report and Chief Dobine's presentation introducing the report.
CITY COUNCIL/BOARD MEMBERS REQUESTS:
Council/Board Members may make requests or ask questions of Staff. If a Council/Board Member would like to have formal action taken on a requested matter, it will be placed on a future Council or Board Agenda.
ADJOURNMENT:
The City Council/Successor Agency/ICDA/PPFA Board of Directors will adjourn to a regular City Council meeting on Tuesday, October 3, 2023 at 5:30 p.m.
TENTATIVE AGENDA FORECAST
The Tentative Agenda Forecast is subject to change up until the posting of the Agenda for the Council Meeting listed below:
• PSA for FY 23-24 Street Resurfacing Project
• PSA Amendment Infrastructure Engineers
• Approval of design concept plan for playground renovations at Parque de los Ninos and Public Works Agreement with Playcore d.b.a. Gametime for purchase and installation of playground equipment, CIP Project No. 7402
• Purchase of Asset Management Software Module
• PSA for Staff Augmentation Services for the City Hall/Police Station Modernization Project • Approval of Contract Change Orders #8 & #9 for the Crowther Sewer Line Project • Maintenance Services Agreement for Stormwater Pump Station Maintenance Services
CERTIFICATION OF POSTING
I, Carole M. Wayman, Deputy City Clerk of the City of Placentia and Assistant Secretary of the Industrial Commercial Development Authority, the Successor Agency, and the Placentia Public Financing Authority hereby certify that the Agenda for the September 19, 2023 meetings of the City Council, Successor Agency, Industrial Commercial Development Authority, and the Placentia Public Financing Authority was posted on September 14, 2023.
Carole M. Wayman
Deputy City Clerk
Placentia City Council/Successor Agency/ICDA/PPFA Agenda, September 19, 2023 Page 5 of 5