PLACENTIA CITY COUNCIL
PLACENTIA CITY COUNCIL ACTING AS SUCCESSOR AGENCY TO THE
PLACENTIA REDEVELOPMENT AGENCY
PLACENTIA INDUSTRIAL COMMERCIAL DEVELOPMENT AUTHORITY
PLACENTIA PUBLIC FINANCING AUTHORITY
MINUTES
REGULAR MEETING
October 17, 2023
5:30 p.m. - City Council Chambers
401 E. Chapman Avenue, Placentia, CA
CALL TO ORDER: Mayor Smith called the meeting to order at 5:32 p.m.
ROLL CALL:
PRESENT: Councilmember/Board Member Kirwin, Shader, Wanke, Smith ABSENT: Yamaguchi (excused)
ORAL COMMUNICATIONS:
Mayor Smith opened Oral Communications for the Closed Session. City Clerk McKinnell stated that the City Clerk's Office had received no public comment for the Closed Session. Mr. McKinnell announced the Closed Session cases and matters.
The City Council and Boards of Directors recessed to the City Council Caucus Room for the purpose of conducting their Closed Session proceedings on the following:
1. Pursuant to Government Code Section 54957.6
CONFERENCE WITH LABOR NEGOTIATOR
Agency Designated Representatives:
Employee Organization:
Damien Arrula, City Administrator
Alice Burnett, Director of Human Resources
Placentia Police and Fire Management Association (PPFMA)
2. Pursuant to Government Code Section 54956.9(d)(2):
CONFERENCE WITH LEGAL COUNSEL — Anticipated Litigation
Significant Exposure to Litigation (1 case)
3. Pursuant to Government Code Section 54956.8:
CONFERENCE WITH REAL PROPERTY NEGOTIATOR
Real Property located at 120 S. Bradford Avenue (APN: 339-052-29) Agency Negotiator: Damien R. Arrula, City Administrator Negotiating Party: Chamber of Commerce Board
Under Negotiations: Price and Terms of Payment
RECESS: The City Council and Boards of Directors recessed to their 7:00 p.m. Regular Meeting.
CALL TO ORDER: Mayor Smith called the meeting to order at 7:13 p.m.
ROLL CALL:
PRESENT: Councilmember/Board Member Kirwin, Shader, Wanke, Smith ABSENT: Yamaguchi (excused)
STAFF PRESENT:
City Attorney/Authority Counsel Christian Bettenhausen; City Administrator Damien Arrula; Deputy City Administrator Rosanna Ramirez; Deputy City Administrator Luis Estevez; Deputy Director of Public Works/City Engineer Chris Tanio; Police Department Lieutenant Christopher Anderson; Director of Finance Jennifer Lampman; Deputy Director of Community Services Veronica Ortiz; Director of Development Services Joe Lambert; Deputy Director of Administrative Services Jeannette Ortega; City Treasurer Kevin Larson; City Clerk Robert McKinnell; Deputy City Clerk Carole M. Wayman INVOCATION: Chaplain Kenneth Milhander
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, October 17, 2023 Page 1 of 6
PLEDGE OF ALLEGIANCE: Officer Mac Navarro
PRESENTATIONS:
a. Presentation of Measure U Annual Report
Presenter: Citizens' Oversight Committee Chair John Lewis Mayor Smith introduced Citizen's Oversight Committee Chair John Lewis to give a presentation of the Measure U Annual Report.
Committee Chair John Lewis presented the Measure U Annual Report on City revenues and expenditures highlighting the infrastructure budget and expenditures, including street and roads, building maintenance and technology upgrades. He reported that all Measure U funds were properly accounted for and allocated, and expenditures were properly authorized and reported. He stated that the committee will work on developing a CIP long-range forecast and integrating it with the general fund forecast to provide a more robust fiscal sustainability assessment.
Councilmember Shader thanked Committee Chair John Lewis and committee members for the thorough report and for explaining to the public the good use of their tax dollars. She highlighted street and road infrastructure projects and expressed appreciation for the well-balanced use of funds and the long-range forecasting in the report. She expressed support for staying within the 25% contingency reserve.
Councilmember Kirwin inquired about whether the reserve would be increased to 40%. He expressed appreciation to the Citizens' Oversight Committee for their excellent report and the long-range forecasting, adding that their work is invaluable.
Committee Chair Lewis explained the contingency reserve fund balance and the need to follow inflation and plan for it in future budgets.
Mayor Smith expressed his appreciation to Committee Chair John Lewis and the committee for their efforts and hard work, noting that they work closely with the City's Finance department and other Departments. He thanked all involved for their efforts.
CLOSED SESSION REPORT:
City Attorney/Authority Counsel Bettenhausen stated that there were three (3) items on the Closed Session agenda, the City Council discussed each of those items, and direction was provided. He noted there was nothing further to report.
CITY ADMINISTRATOR REPORT: None
ORAL COMMUNICATIONS:
Kenny Binnings, Heritage Committee Chair, highlighted the successful Heritage Festival which included 33 marching bands, a celebrity circle, and veterans' tribute. He commented on positive reviews about the shortened parade route.
Frank Perez, Planning Commission Chair and Heritage Committee member, commented on the success of the annual car show which included 190 cars. He also commented on the high energy exhibited throughout the parade route.
City Administrator Arrula commented on the success of the parade and thanked Staff and the Heritage Committee for their efforts.
Don Miller, Placentia resident expressed his frustration with the change in the parade route noting that the noise was very disruptive. He stated that he did not receive notice that the parade route would be in front of his home. He requested that the parade route be changed or moved back to its original route.
CITY COUNCIL/BOARD MEMBER COMMENTS:
Councilmember Shader commented on the recent attacks in Israel by the terrorist group Hamas and expressed condolences to all who experienced or were impacted by the violence. She reported attendance at the following:
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, October 17, 2023 Page 2 of 6
• Salvation Army Center of Hope ribbon cutting for new supportive housing • Old Town Merchants meeting
• Meeting with Supervisor Chaffee to discuss City priorities • Navigation Center Board Meeting
• Orange County Human Relations meeting
She commented on the success of the Heritage Festival and parade and thanked Staff, the Heritage Committee and all involved for their efforts and making the day enjoyable. She added that the honor convoy and car show participation was very strong and successful. Lastly, she promoted the upcoming Trunk -or -Treat event on October 27, 2023 from 3:30-6:00 p.m. in the Civic Center Courtyard and the Tip -a -Cop event at Craftsman Pizza on Monday, November 6, 2024 which benefits Special Olympics athletes.
Councilmember Kirwin reported that the Santa Angelina Senior Housing Development is nearly complete and promoted the 2023 Great Shakeout Earthquake Drill on October 19, 2023 at 10:19 a.m.
He encouraged all to participate in the earthquake drill and review and update emergency preparedness plans.
Councilmember Wanke reported his attendance at the following:
• Orange County Sanitation District Operations and Administration Committee meetings • Groundwater Replenishment System Steering Committee meeting • Joint Orange County Sanitation District and Santa Ana Watershed Project Authority meeting
1. CONSENT CALENDAR (Items 1.a. through 1.i.):
Motion by Shader, seconded by Wanke, and carried a (4-0-1, Yamaguchi absent) vote to approve the Consent Calendar items 1.a. through 1.i., as recommended.
1.a.
Consideration to Waive Reading in Full of all Ordinances and Resolutions Fiscal Impact: None
Recommended Action: Approve
(Approved 4-0-1, as recommended, Yamaguchi absent)
1.b. Minutes
City Council/Successor/ICDA/PPFA Special and Regular Meetings:
September 27, 2022 Special Meeting and January 10, 2023, January 24, 2023, February 7, 2023 and February 21, 2023 Regular Meetings Recommended Action: Approve
(Approved 4-0-1, as recommended, Yamaguchi absent)
1.c.
1.d.
City Fiscal Year 2022-23 and 2023-24 Registers for October 17, 2023 Check Register
Fiscal Impact:
FY 2022-23 $ 250,052.50
FY 2023-24 $2,149,316.75
Electronic Disbursement Register
Fiscal Impact: $ 658,974.59
Recommended Action: It is recommended that the City Council:
1) Receive and file.
(Approved 4-0-1, as recommended, Yamaguchi absent)
Acceptance of Resignation from the Parks, Arts, and Recreation Commission Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Accept the resignation of Russell Narahara from the Parks, Arts, and Recreation Commission; and
2) Update the City's master Commission/Committee vacancy list to include the vacancy on the Parks, Arts, and Recreation Commission
(Approved 4-0-1, as recommended, Yamaguchi absent)
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1.e. Amendment No. 1 to Professional Services Agreement with HR Green Pacific, Inc., for On -Call Private Development Plan Check Services Fiscal Impact: Expense: $ 75,000 Professional Services Agreement Available Budget: $150,000 Fiscal Year 2023-24 Operating Budget (103551-6290)
Pass Through Cost 100% Covered by Applicant Plan
Check Fees (103551-4310)
Recommended Action: It is recommended that the City Council:
1) Approve Amendment No. 1 to Professional Services Agreement with HR Green, Inc. for an additional $75,000 for On -Call Plan Check Services for a cumulative contract not -to -exceed amount of $150,000; and
2) Authorize the City Administrator to approve contract change orders up to 10% of the contract not -to -exceed amount, or $150,000; and
3) Adopt Resolution No. R-2023-80, 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
4) Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
(Approved 4-0-1, as recommended, Yamaguchi absent)
1.f.
1.g.
Renewal of Professional Services Agreement with Dennis Grubb and Associates, a Willdan Engineering Company for Fire Plan Review Services Fiscal Impact: Expense: Up to $75,000 per year (up to $150,000 for two-year extension) Placentia Fire and Life Safety Department (PFLSD) Contractual Services account (103067-6290)
Revenue: Expenses are 100% recovered via plan check and permit fees charged to the applicant.
Recommended Action: It is recommended that the City Council:
1) Approve the Professional Services Agreement with Dennis Grubb and Associates, as Willdan Engineering Company for Fire Plan Review Services for an additional one (1) two-year term contract not -to -exceed amount by $75,000.00 or $150,00.00 per year; and
2) Authorize the City Administrator to approve contract change orders up to 10% of the annual contract not -to -exceed amount or $15,000.00; and 3) Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
(Approved 4-0-1, as recommended, Yamaguchi absent)
Approval of Plans & Specifications and Award of Construction Contract to Monarka Development Corporation dba Express Sign & Neon for the Wayfinding Directional Signage Project Phase IV, City Project No. 24104 Fiscal Impact: Expense: $304,355.00 Construction Contract $ 30,435.00 Total Contingency Amount
Budget: $500,000.00 FY 2023-24 CIP Budget
(109800-6850, JL 24104-6740)
Recommended Action: It is recommended that the City Council:
1) Approve the engineered construction plans & specifications prepared by Seibert Perkins Design, and approve a Public Works Agreement for this project with Monarka Development Corporation (dba Express Sign & Neon) in the amount of $304,355; 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 $30,435 for a total construction contract not -to - exceed amount of $334,790; and
4) Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
(Approved 4-0-1, as recommended, Yamaguchi absent)
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1.h. Award of Contract to Golden Bell Products, Inc. for Sewer Manhole Maintenance Services
Fiscal Impact: Expense: $22,800 Annual Contract Amount
Budgeted: $22,800 FY 23-24 Sewer Maintenance Fund
(484356-6120)
Recommended Action: It is recommended that the City Council:
1) Approve a Maintenance Services Agreement with Golden Bell Products, Inc. for Sewer Manhole Maintenance Services in an amount not -to -exceed $22,800, per year for an initial three (3) year contract term with the option to extend for an additional two-year term; and
2) Authorize the City Administrator to approve contract change orders up to 10% of the annual contract not -to -exceed amount per year; and
3) Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney; and 4) Authorize the City Administrator to approve the eligible contract term extension for one additional two-year term based upon contractor performance and at the discretion of the City.
(Approved 4-0-1, as recommended, Yamaguchi absent)
1.i. Amendment No. 1 to Professional Services Agreement with Bowman Infrastructure Engineers Ltd, dba Infrastructure Engineers for Provision of Building Official, Plan Check, and Inspection, Services Fiscal Impact: Expense: $75,000 (up to $200,000 per fiscal year) (102532-6290) Recommended Action: It is recommended that the City Council:
1) Approve Amendment No. 1 to the Professional Services Agreement with Bowman Infrastructure Engineers Ltd., dba Infrastructure Engineers to provide professional services related to building plan check, building inspection, Building Official, and other building and planning related staffing as needed for a term ending June 30, 2026; and 2) Adopt Resolution No. R-2023-82, 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 or designee to approve up to two (2) additional one- year extensions pursuant to the terms of the subject Amendment No. 1 to the Professional Services Agreement with Bowman Infrastructure Engineers Ltd., dba Infrastructure Engineers; and
4) Authorize the City Administrator and/or his designee to execute the necessary documents, in a form approved by the City Attorney.
(Approved 4-0-1, as recommended, Yamaguchi absent)
2. PUBLIC HEARINGS: None
3. REGULAR AGENDA:
3.a. Approval of Plans and Specifications and Award of Construction Contract to R.J. Noble Company for Fiscal Year 2022-23 Street Rehabilitation Project, City Project No. 1301
Fiscal Impact:
Expense: $6,014,496.88 Total Construction Cost
$5,383,306.25 Construction Contract Amount
$ 538,330.63 Construction Contingency Amount
$ 92,860.00 Construction Inspection Costs
Available Budget:
$6,014,539.00
$ 800,000.00
$ 635,710.00
$1,360,849.00
Total Pro'ect Budcet
Fiscal Year 2023-24 CIP Budget
(171301-6740)
Fiscal Year 2023-24 CIP Budget
(181301-6740)
Fiscal Year 2023-24 CIP Budget
(601301-6740)
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$3,003,608.00 Fiscal Year 2023-24 CIP Budget
(791301-6740)
$ 63,272.00 Fiscal Year 2023-24 CIP Budget
(501301-6740)
$ 151,100.00 Proposed Budget Resolution
(601301-6740)
Recommended Action: It is recommended that the City Council:
1) Approve the Engineered Plans and Specifications prepared by Transtech, Inc. for the FY 2022-23 Street Rehabilitation Project No. 1301; and
2) Approve a Public Works Agreement with R. J. Noble Company for the FY 2022-23 Street Rehabilitation Project in the amount of $5,383,306.25; and 3) Reject all other bids received and authorize return of the bid bonds; and 4) Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the contract amount, or $538,330.63, for a total construction contract not - to -exceed amount of $5,921,636.88; and
5) Approve a Cooperative Agreement with the City of Anaheim for the construction cost for Anaheim's share of the project that is estimated to be $200,000, with the final cost to be based on the actual bid received and final construction contract costs; and 6) Adopt Resolution No. R-2023-81, 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
7) Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
(Approved 4-0-1, as recommended, Yamaguchi absent)
City Administrator Arrula introduced Deputy Director of Public Works/City Engineer Chris Tanio who gave a presentation on the FY 2022-23 Street Rehabilitation project.
Councilmember Shader commented on the rising costs for road construction projects and expressed support for the recommendations.
Councilmember Kirwin commented on cost share agreements with adjacent cities.
Councilmember Wanke expressed support for the recommendations, noting that R.J. Noble has done previous road projects in the City.
Mayor Smith commented on the cooperative cost share agreements with adjacent cities and commented on the marking of jurisdictional lines in the road, which greatly assists the Police Department. He expressed support for the recommendations.
Motion by Shader, seconded by Wanke, and carried a (4-0-1, Yamaguchi absent) vote to approve Item
3.a., as recommended.
CITY COUNCIL/BOARD MEMBERS REQUESTS: None
ADJOURNMENT:
The City Council/Successor Agency/ICDA/PPFA Board of Directors adjourned at 8:11 p.m. to a regular City Council meeting on Tuesday, November 7, 2023 at 5:30 p.m.
Ward L. Smith, Mayor/Agency C
ATTEST:
Robert S. McKinnell, City Clerk/
Agency Secretary
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