Agenda Item No: 1.b
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: November 5, 2024
Submitted by: Carole Wayman
From: City Clerk
Subject:
Minutes
City Council/Successor/ICDA/PPFA Regular and Special Meetings of:
• July 02. 2024 and July 16. 2024 Regular Meetings
• July 31. 2024 Special Meeting and Adjourned Regular Meeting Recommendation:
Recommended Action: It is recommended that the City Council:
Approve.
Attachments
07-02-24 CC Minutes.docx
07-16-24 CC Minutes.docx
07-31-24 Adjourned Regular Meeting CC Minutes.docx
07-31-2024 CC Special Meeting Minutes.docx
8 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
July 2, 2024
5:30 p.m. - City Council Chambers
401 E. Chapman Avenue, Placentia, CA
City Clerk McKinnell announced a time change for Closed Session from 5:30 p.m. to 6:00 p.m.
CALL TO ORDER: Mayor Pro Tem Kirwin called the meeting to order at 6:03 p.m.
ROLL CALL:
PRESENT: Councilmember/Board Member Shader, Smith, Wanke, Kirwin ABSENT: Yamaguchi (excused)
ORAL COMMUNICATIONS:
Mayor Pro Tem Kirwin 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 case.
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 54956.9(d)(1)
CONFERENCE WITH LEGAL COUNSEL — Existing Litigation
Case: City of Placentia, et al v. Purdue Pharma L.P., et al; USDC, Northern District of California (Case No. 19-cv-02325-JST, transferred to USDC, Northern District of Ohio, MDL No. 2804) RECESS: The City Council and Boards of Directors recessed to their 7:00 p.m. Regular Meeting.
CALL TO ORDER: Mayor Pro Tem Kirwin called the meeting to order at 7:00 p.m.
ROLL CALL:
PRESENT: Councilmember/Board Member Shader, Smith, Wanke, Kirwin ABSENT: Yamaguchi (excused)
STAFF PRESENT:
City Attorney/Authority Counsel Christian Bettenhausen; City Administrator Damien Arrula; Deputy City Administrator Rosanna Ramirez; Police Chief Brad Butts; Fire Chief Jason Dobine; Director of Finance Jennifer Lampman; Director of Community Services Karen Crocker; Director of Development Services Joe Lambert; Director of Public Works Chris Tanio, Deputy Director of Administrative Services Jeannette Ortega; City Treasurer Kevin Larson; City Clerk Robert McKinnell; Deputy City Clerk Carole M. Wayman INVOCATION: Chaplain Kenneth Curry
PLEDGE OF ALLEGIANCE: Councilmember Wanke
PRESENTATIONS:
a. Proclamation of July 2024 as Parks and Recreation Month Presenter: Mayor Yamaguchi and City Council
Recipients: Karen Crocker, Director of Community Services and Veronica Ortiz, Deputy Director of Community Services
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 2, 2024 Page 1 of 7 9 Mayor Pro Tem Kirwin presented a Proclamation to Community Services Director Crocker designating the month of July 2024 as National Parks and Recreation month. Director Crocker thanked the Council and introduced a short video highlighting the Community Services Department.
City Administrator Arrula announced that Director Crocker would be leaving the City soon for a position in Incline Village. He highlighted Director Crocker's key role in implementing the Parks Initiative and her accomplishments during her tenure at the City.
Director Crocker thanked the City Council, City Administrator and Staff for their support over the years.
b. Recognition of Placentia Police and Fire Department Personnel for life saving efforts Presenter: Mayor Yamaguchi
Recipients: Police Officer Asad Khan, Fire Captain Josh Martin, Fire Engineer Samuel Listoe and Probationary Firefighter Mark Aguirre Fire Chief Dobine and Police Chief Butts presented medals to Police Officer Asad Khan, Fire Captain Josh Martin, Fire Engineer Samuel Listoe and Probationary Firefighter Mark Aguirre in recognition for their life saving efforts on May 20, 2024 during the rescue of a victim from a storm drain. Chief Butts stated that to be awarded the life saving medal, an employee must perform an act above and beyond that which is normally expected. Based upon their heroic actions, quick thinking and lifesaving teamwork they deserve this award.
c. Recognition of Gun Buy Back Event
Presenter: Supervisor Doug Chaffee
Recipients: Police Officers John Martinez and Jeffery Irvine Mayor Pro Tem Kirwin introduced Supervisor Doug Chaffee who gave a brief presentation on the Gun Buyback event that was held on May 13, 2024. He presented certificates of appreciation to Police Officers John Martinez and Jeffery Irvine in recognition of their efforts and assistance at the event. He also presented a certificate of appreciation to Chief Butts for his support of the Program.
CLOSED SESSION REPORT:
City Attorney/Authority Counsel Bettenhausen stated that there was one item of existing litigation on the agenda concerning the national opioid litigation with Purdue Pharma which the City is involved in. A motion was made by Councilmember Wanke, seconded by Councilmember Smith and carried unanimously to do two things. First, to authorize the City to participate in a settlement that is proposed with the Kroger Company in the national litigation. And two, there is to be a number of other additional settlements, and rather than come back each time, and to make things easier for future settlements, the Council authorized the City Administrator, working in conjunction with the City Attorney to make decisions on whether the City will participate in those future settlements that may be presented in the Purdue Pharma litigation, two (2) weeks prior to committing, the Staff will send an email to the City Council informing them of the proposed settlement and allow opportunity for Council to request review.
There is nothing further to report.
CITY ADMINISTRATOR REPORT:
City Administrator Arrula welcomed and introduced two (2) City of Placentia promotions.
Police Officer Gianna Shellito graduated from Brea Olinda High School and then attended Fullerton College where she obtained two associate degrees. Gianna was hired as a Records Cadet for the Placentia Police Department in November 2020. After a year, she was hired as a Parking Control Officer. In June 2023, she was hired as a Police Academy Trainee and attended the Golden West Police Academy. Gianna graduated from the Academy in December 2023 and was promoted to Police Officer.
Police Officer Brittney Oldham graduated from El Dorado High School and then took classes at Santiago College. Brittney has worked for the City of Placentia in various positions since high school, starting as a lifeguard during the summer and then as a Recreation Leader within the Community Services Department. She then worked for Lynch Ambulance as an EMT and dispatcher. In June 2020, she was hired by the City as a Dispatch Supervisor for the newly created Public Safety Communications Center.
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 2, 2024 Page 2 of 7 10 In June 2023, Brittney was hired as a Police Academy Trainee and attended the Golden West Police Academy. She graduated from the academy in December 2023 and was promoted to Police Officer.
ORAL COMMUNICATIONS:
Julie Suchard, resident, expressed concerns about City Administrator Arrula's compensation package and expenses and commented on the documents she received through a public records request about Mr. Arrula's vehicle car washes.
Craig Green, resident and former Councilmember, thanked City Administrator Arrula for his dedication and hard work on behalf of the City.
CITY COUNCIL/BOARD MEMBER COMMENTS:
Councilmember Smith reported his attendance at the Council Retreat and workshop and promoted National Night Out on August 6th from 5-8 p.m. at the Placentia Town Center Shopping Center.
Councilmember Shader reported her attendance at:
• Council Retreat and workshop
• Two events honoring long-time businesses, Better Floors and Restoration and the Bruery • Association of California Cities Executive and Legislative Committee meetings She promoted the upcoming Taylor Smith Concert in the Park on July 11th at 6:30 p.m. at Tri -City Park.
Councilmember Wanke reported on cost saving measures that were accomplished during his tenure as Chair of the Orange County Sanitation District. He announced that City facilities would be closed on July 4th for the holiday and noted that Public Safety departments would remain open. He wished all a wonderful 4th of July holiday and noted that fireworks are not permitted in the City of Placentia.
Mayor Pro Tem Kirwin commented that he appreciates the detailed Closed Session reports.
1. CONSENT CALENDAR (Items 1.a. through 1.i.):
Councilmember Smith pulled Item No. 1.h. for further discussion. Motion by Wanke, seconded by Shader, and carried a (4-0-1) vote to approve the balance of Consent Calendar items 1.a. through 1.i., as recommended, Yamaguchi absent.
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 Regular Meetings of: November 21 and December 5, 2023
Recommended Action: Approve
(Approved 4-0-1, as recommended, Yamaguchi absent)
1.c.
1.d.
City Fiscal Year 2023-24 Register for July 2, 2024
Check Register
Fiscal Impact: $1,036,950.83
Recommended Action: It is recommended that the City Council:
1) Receive and file
(Received and filed, as recommended)
Acceptance of Construction Work and Notice of Completion for the Purchase, Fabrication, and Installation of a Manufactured Butler Building for the Placentia Public Safety Center Project, No. 5213
Fiscal Impact:
Expense: $ 939,809 Original Construction Contract
$ 34,826 Contract Change Orders No. 1-2
$ 974,635 Total Construction Cost
Budgeted: $ 974,635 FY 2023-24 CIP Budget (105213-6850) Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 2, 2024
1.e.
1.f.
Recommended Action: It is recommended that the City Council:
1) Accept the work performed by BlueScope Construction, for the Purchase, Fabrication, and Installation of a Manufactured Butler Building for the Placentia Public Safety Center Project, for a grand total amount of $974,635; and
2) Authorize the City Administrator to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and
3) Authorize the City Administrator to release retention funds in accordance with the terms of the contract.
(Approved 4-0-1, as recommended, Yamaguchi absent)
Resolution to Adopt a Memorandum of Understanding between the City of Placentia and the Placentia Police and Fire Management Association for the Period of June 9, 2024 through June 30, 2025
Fiscal Impact:
Fiscal Year 2023-24 & Fiscal Year 2024-25 $635,000 (Estimated) Recommended Action: It is recommended that the City Council:
1) Rescind Resolutions R-2024-36 previously adopting the MOU on June 4, 2024 and R-2024-37 previously adopting the related budget allocation on June 4, 2024 and adopt Resolution R-2024-47 approving the terms between the City and the Police and Fire Management Association (PPFMA); and
2) Authorize the City Administrator to execute a Memorandum of Understanding (MOU) based upon the terms for PPFMA on behalf of the City, in a form approved by the City Attorney's Office.
(Approved 4-0-1, as recommended, Yamaguchi absent)
Resolution Adopting the Annual Statement of Investment Policy for Fiscal Year 2024-25
Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Adopt Resolution No. R-2024-46, a Resolution of the City Council of the City of Placentia, California, adopting the annual Statement of Investment Policy for the Fiscal Year 2024-25.
(Approved 4-0-1, as recommended, Yamaguchi absent)
1.g. Amendment No. 2 to Professional Services Agreement with HdL Companies for Sales Tax Analysis and Auditing Services
Fiscal Impact:
Expense: $6,540 Annual Fee Plus Additional Fees Contingent on Recovered Revenue Budgeted in FY2024-25 Proposed Budget (102020-6099)
Recommended Action: It is recommended that the City Council:
1) Approve Amendment No. 2 to the Professional Services Agreement with Hinderliter, de Llamas and Associates (HdL Companies) for Sales Tax Analysis and Auditing Services for a term ending June 30, 2025; and
2) Authorize the City Administrator and/or his designee to execute all the necessary documents in a form approved by the City Attorney.
(Approved 4-0-1, as recommended, Yamaguchi absent)
1.h.
Resolution Authorizing the Temporary Suspension of Regulatory Ordinance Pertaining to the Operation of the Placentia Rotary Club Cowabunga Fundraiser Event on Saturday, September 7, 2024, at Kraemer Memorial Park Fiscal Impact: $4,225 (Staff Costs)
Recommended Action: It is recommended that the City Council:
1) Approve a facility rental/use agreement with the Placentia Rotary Club to host the annual Cowabunga fundraiser event at Kraemer Memorial Park and authorize the City Administrator or designee to execute all applicable documents; and 2) Adopt Resolution No. R-2024-37, A Resolution of the City Council of the City of Placentia Authorizing the Temporary Suspension of Regulatory Sections 10.28.010 and
23.76.050 of the Placentia Municipal Code for the operation of the Cowabunga Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 2, 2024 Page 4 of 7 12 fundraiser event on Saturday, September 7, 2024, from 2:00 p.m. to 9:00 p.m. at Kraemer Memorial Park located at 201 N. Bradford Avenue; and b) granting authority to the City Administrator or his/her designee to authorize the temporary suspension of the regulatory ordinance Section 10.28.010 and Section 23.76.050 of the Placentia Municipal Code for the operation of the Placentia Rotary Club Cowabunga Fundraiser Event held annually in September for the next five (5) years through 2029; and 3) Consider crre'o•ir, the Ch - :------:. :- - - -- --
for the use of Kracmcr Mcmorial Park and not Staff costs ea-wagc dcposit Approve the waiver of facility use/rental
fees and Staff costs for the use of Kraemer Memorial Park for the Cowabunaa Fundraiser Event.
(Approved 3-0-1-1, as amended, Smith abstained, Yamaguchi absent) Councilmember Smith highlighted the many community scholarships and programs that are supported with funds from the yearly fundraising event. He announced that he would be recusing himself from the item and left the room.
Community Services Director Crocker provided a brief presentation on the item and noted that recommendation No. 2 requests approval of the temporary suspension of regulatory ordinance Section
10.28.010 and Section 23.76.050 of the Placentia Municipal Code for the operation of the Placentia Rotary Club Cowabunga Fundraiser through 2029.
Mayor Pro Tem Kirwin commented that the item is similar to the Celtic Festival Event that was previously approved by the Council noting that the same considerations are being requested. He asked if Staff costs were waived for the Celtic Festival event. In response, City Administrator Arrula confirmed that Staff costs were waived.
Motion by Wanke, seconded by Shader, and carried a (3-0-1-1) vote to approve Item 1.h., as amended, Smith abstained, Yamaguchi absent.
Note: After the July 2, 2024 meeting adjourned, City Staff asked the City Clerk to render an opinion relative to the amended motion passed by Council. Specifically, whether the amended motion included waiver of Staff costs. The opinion generated by the City Clerk in response to the request is attached.
1.i. Notice of General Municipal Election — November 5, 2024 Fiscal Impact:
Estimated Expense: $75,000
Budgeted: $75,000 FY 2024-25 (101002-6299)
Recommended Action: It is recommended that the City Council:
1) Adopt Resolution No. R-2024-48, a Resolution of the City Council of the City of Placentia calling for the holding of a General Municipal Election to be held on Tuesday November 5, 2024 to elect City Council Members for Districts 1, 3 and 5; electing a City Treasurer, and requesting consolidation with the Statewide General Election being held on that date; and
2) Adopt Resolution No. R-2024-49, a Resolution of the City Council of the City of Placentia, California, adopting regulations for candidates for elective office pertaining to candidates' statements submitted to the voters at an election to be held on Tuesday, November 5, 2024.
(Approved 4-0-1, as recommended, Yamaguchi absent)
2. PUBLIC HEARINGS: None
3. REGULAR AGENDA:
3.a. A Resolution of the City Council of the City of Placentia, California, Adopting the 2024 Draft Local Hazard Mitigation Plan which has received approval pending adoption by the Federal Emergency Management Agency (FEMA)
Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
Adopt Resolution No. R-2024-50, A Resolution of the City Council of the City of Placentia, California, adoption of the 2024 Draft Local Hazard Mitigation Plan as its official plan. (Approved 4-0-1, as recommended, Yamaguchi absent)
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 2, 2024 Page 5 of 7 13 Emergency and Health Services Manager Patrick Powers gave a brief presentation on the Draft Local Hazard Mitigation Plan.
Councilmembers Shader and Smith thanked Manager Powers for his efforts on the plan.
Motion by Wanke, seconded by Shader, and carried a (4-0-1) vote to approve Item 1.h., as recommended, Yamaguchi absent.
CITY COUNCIL/BOARD MEMBERS REQUESTS:
Councilmember Smith expressed appreciation to Community Services Director Karen Crocker for her efforts and years of service with the City. He also requested that cooling center areas be set up in City facilities for those in the community who do not have air conditioning.
City Administrator Arrula stated that he is currently working with the Community Services Department to set up cooling centers in City facilities.
Councilmember Shader requested that an item be agendized to discuss best practices for e-bikes/scooters and requested that the Police Department be included in the presentation.
ADJOURNMENT:
The City Council/Successor Agency/ICDA/PPFA Board of Directors adjourned at 7:50 p.m. to a regular City Council meeting on Tuesday, July 16, 2024 at 5:30 p.m.
Kevin Kirwin, Mayor Pro Tem
ATTEST:
Robert S. McKinnell, City Clerk/
Agency Secretary
Attachment:
Opinion by the City Clerk regarding Item No. 1.h.
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 2, 2024 Page 6 of 7 14 Placentia City Clerk
OPINION OF CITY CLERK
In response to your request that I review the city records regarding whether the City Council acting at the July 2, 2024 Council meeting waived City Staff Costs associated with the Cowabunga Festival event I have found the following:
1. The agenda packet shows a fiscal impact of $4225 (Staff costs) in the Item 1.h synopsis implying the staff costs would be waived as the fiscal impact would be realized by the city, not reimbursed by the Rotary.
2. In the staff report as well as staff recommendations associated with the agenda item, it states that staff recommended that the staff costs would not be waived
3. In the Council's oral discussion of the item, Mayor Pro Tem Kirwin asked if this item was being handled in the same manner as the most recent Celtic festival. There was agreement between all speaking that the intent was to handle both events in the same manner In the case of the Celtic festival the costs were waived implying Council intended to waive the costs for the Cowabunga event.
It is my opinion, the operative action among the above ambiguous actions/documents would be the oral discussion of the Council immediately before the vote of Councilmembers and that being the case the staff costs associated with the Cowabunga event were waived by Council action.
Robert S. McKinnell, City Clerk
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 2, 2024 Page 7 of 7 15 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
July 16, 2024
7:00 p.m. - City Council Chambers
401 E. Chapman Avenue, Placentia, CA
There was no Closed Session
CALL TO ORDER: Mayor Yamaguchi called the meeting to order at 7:00 p.m.
ROLL CALL:
PRESENT: Councilmember/Board Member Shader, Smith, Wanke, Kirwin, Yamaguchi ABSENT: None
STAFF PRESENT:
Deputy City Attorney/Authority Counsel Keith Collins; Deputy City Administrator Rosanna Ramirez; Police Chief Brad Butts; Fire Chief Jason Dobine; Director of Finance Jennifer Lampman; Director of Community Services Karen Crocker; 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 Curry
PLEDGE OF ALLEGIANCE: Mayor Yamaguchi
PRESENTATIONS:
a. Certificate of Recognition for 50t'' Anniversary of Founders Society Presenter: Mayor Yamaguchi and City Council
Recipients: Nancy Murray, Judy Dee and Kim Deweese
Mayor Yamaguchi presented a Certificate of Recognition in honor of the 50th anniversary of the Founders Society to members Nancy Murray, Judy Dee and Kim Deweese. Mayor Yamaguchi noted that the Founders Society is a non-profit organization charged with the preservation of the Bradford house which was built in 1902. He added that all third-grade classes in the School District participate in tours to the Bradford House and thanked Founders members for preserving this rich history.
Founders members thanked the Council and expressed their commitment to the preservation of the Bradford House.
CITY ADMINISTRATOR REPORT:
Deputy City Administrator Ramirez welcomed and introduced one (1) new City of Placentia employee.
Human Resources Clerk Denise Castro graduated from Magnolia High School and then attended San Francisco State University where she studied Theater Arts with an emphasis on Performance. She previously worked as a kindergarten music instructor for Clovis Unified School District, and most recently as a wedding sales manager and event coordinator.
ORAL COMMUNICATIONS:
City Clerk McKinnell stated that the City Clerk's Office had received no public comment and there were no individuals wishing to speak.
CITY COUNCIL/BOARD MEMBER COMMENTS:
Councilmember Shader reported her attendance at the following:
• Metrolink Working Group meeting
• Placita Santa Fe Merchants meeting
• Ace Hardware Board cutting grand opening
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 16, 2024
16 She expressed appreciation to all of the police chaplains who open the City Council meetings in prayer.
Councilmember Smith reported his attendance at the following:
• Ace Hardware Board cutting grand opening
• Grand opening of the VA Medical Center on Placentia Avenue • TOPS Soccer Event
He thanked Acting Public Works Director Chris Tanio for his efforts in facilitating the relocation of the Fire hydrant that was in the middle of the sidewalk on Placentia Avenue in front of the Veterans Medical Center. He also thanked Golden State Water for coordinating the relocation and working with the City.
He also expressed appreciation to the Police, Fire and Lynch EMS personnel for participating in the TOPS Soccer event. Lastly, he promoted the upcoming National Night Out event on August 6th from 5-8 p.m. at the Placentia Town Center.
Councilmember Wanke reported his attendance at the following:
• Ace Hardware Board cutting grand opening
• Groundwater Replenishment Steering Committee meeting
• Orange County Sanitation District meeting
He provided a brief report on the replenishment district's management of stormwater.
Mayor Pro Tem Kirwin commented on the communications and response times by the Public Works Department noting that he has received several positive comments from residents. He promoted upcoming Concerts and Movies in the Park events and encouraged those interested to visit the City's website.
Mayor Yamaguchi reported his attendance at the Ace Hardware board cutting grand opening and welcomed this business to the community. He noted that the City recently closed out $6 million in street improvements for FY 2022-23. He expressed caution about the purchase of electric vehicles and the City's ability to charge these vehicles, especially if there is a long-term power outage. He added that the City should prepare an emergency plan for electric vehicles in the City's fleet.
1. CONSENT CALENDAR (Items 1.a. through 1.m.):
Councilmember Wanke pulled Item No. 1.g. for further discussion. Mayor Yamaguchi pulled Item No.
1.1. for further discussion. Motion by Wanke, seconded by Shader, and carried a (5-0) vote to approve the balance of Consent Calendar items 1.a. through 1.m., as recommended.
1.a.
Consideration to Waive Reading in Full of all Ordinances and Resolutions Fiscal Impact: None
Recommended Action: Approve
(Approved 5-0, as recommended)
1.b. Minutes
City Council/Successor/ICDA/PPFA Regular Meetings of: January 9, 2024 and January 23, 2024
Recommended Action: Approve
(Approved 5-0, as recommended)
1.c.
City Fiscal Year 2023-24 Registers for July 16, 2024
Check Register
Fiscal Impact: $2,750,946.28
Electronic Disbursement Resister
Fiscal Impact: $2,416,932.93
City Fiscal Year 2024-25 Register for July 16, 2024
Fiscal Impact: $ 5,053.79
Recommended Action: It is recommended that the City Council:
1) Receive and file.
(Approved 5-0, as recommended)
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 16, 2024 Page 2 of 7 17 1.d. Annual Military Equipment Report Per CA Assembly Bill No. 481 Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Receive and file the annual Military Equipment Report per CA Assembly Bill No. 481; and
2) Adopt Resolution R-2024-53, A Resolution of the City Council of the City of Placentia, California, renewing its Military Equipment Use Policy and Authorizing the Continuation of Ordinance 0-2022-03.
(Approved 5-0, as recommended)
1.e. Amendment No. 2 to the Maintenance Services Agreement with Team One Management Inc. for Park Restroom Janitorial Services
Fiscal Impact:
1.f.
Expense: $ 87,297 Annual Contract Amount
Budgeted: $ 87,297 (104055-6130)
Recommended Action: It is recommended that the City Council:
1) Approve Amendment No. 2 to the Maintenance Services Agreement with Team One Management Inc. for park restroom janitorial services for an additional one (1) two- year term contract not -to -exceed a cumulative amount of $174,594 or $87,297 per year; and
2) Authorize the City Administrator to approve contract change orders up to 10% of the cumulative contract not -to -exceed amount or $17,459.40; and 3) Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
(Approved 5-0, as recommended)
Agreement with Brightly Software, Inc. for Asset Management Software System
Fiscal Impact:
Expense: Fiscal Year 2024-25 - $61,234.16
Budget: $ 61,234.16 Technology Fund (750000-6366)
Recommended Action: It is recommended that the City Council:
1) Approve a Purchase Order with Brightly Software, Inc. for the Fiscal Year 2024-25 subscription in the amount of $61,234.16; and
2) Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
(Approved 5-0, as recommended)
1.g. Purchase of One (1) New Fleet Vehicle for the Code Enforcement Division Fiscal Impact:
Expense: $75,236.56 Total Purchase Price
Budgeted: $80,000.00 FY 2024-25 CIP Budget
$60,000.00 Measure U (798509-6842)
$20,000.00 Equipment Replacement Fund (418509-6842)
Recommended Action: It is recommended that the City Council:
1) Approve the purchase of one (1) 2024 Ford F-150 Lightning Crew Cab work truck from Ken Grody Ford in the amount of $75,236.56; and
2) Authorize the City Administrator to approve invoice changes up to 10% of the quoted amount; and
3) Authorize the City Administrator and/or his designee to issue a purchase order to Ken Grody Ford for this vehicle and execute all necessary documents, in a form approved by the City Attorney.
(Approved 4-1, as recommended, Wanke voted no)
Councilmember Wanke expressed concerns about electrical grid capacity to support electric vehicles and stated that he would be voting no on the item.
Mayor Yamaguchi expressed similar concerns as Councilmember Wanke for electric public safety vehicles.
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 16, 2024 Page 3 of 7 18 Motion by Yamaguchi and seconded by Shader and carried a (4-1) vote to approve Item 1.g., as recommended, Wanke voted no.
1.h.
Acceptance of Construction Work and Notice of Completion for the Fiscal Year 2022-23 Street Rehabilitation Project, City Project No. 1301 Fiscal Impact:
Expense:
Budgeted:
$5,383,306.25
$ 538,330.63
$ 92,845.00
$6,014,481.88
$6,153,023.73
$3,000,000.00
Original Construction Contract
Approved Change Orders No. 1-2
Construction Inspection Services
Total Construction Cost
Total Proiect Budaet
FY 2023-24 CIP Budget
(799800-6740 JL 791301-6740)
$ FY 2023-24 CIP Budget
(179800-6740 JL 171301-6740)
$ FY 2023-24 CIP Budget
(189800-6740 JL 181301-6740)
$ FY 2023-24 CIP Budget
(609800-6740 JL 601301-6740)
$ FY 2023-24 CIP Budget
(601301-6740 JL 601301-6740)
$ FY 2023-24 CIP Budget
(339800-6740 JL 331301-6740)
$ FY 2023-24 CIP Budget
(709800-6740 JL 791301-6740)
$ FY 2023-24 CIP Budget
(501301-6740)
$ FY 2023-24 CIP Budget
(791301-6740 JL 791301-6740)
Recommended Action: It is recommended that the City Council:
1) Accept the work performed by R. J. Noble Company for construction of the Fiscal Year 2022-23 Street Rehabilitation Project, City Project No. 1301 for a grand total amount of $5,921,636.88; and
2) Approve Resolution No. R-2024-51 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 to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and
4) Authorize the City Administrator to release
terms of the contract.
(Approved 5-0, as recommended)
800,000.00
600,000.00
600,000.00
511,949.28
312,032.42
190, 578.93
63,272.00
39,418.10
retention
funds
in accordance with the
1.i. Acceptance of Construction Work and Notice of Completion for the La Placita Parkette Improvement Project, City Project No. 7911
Fiscal Impact:
Expense: $ 292,617.30 Original Construction Contract
$ 615.52 Chanae Order No. 1
$ 293,232.82 Total Construction Cost
Budgeted: $ 726,050.00 FY 2022-23 & 2023-24 CIP Project Budget
Recommended Action: It is recommended that the City Council:
1) Accept the work performed by SDC Engineering, Inc. for construction of the La Placita Parkette Improvement Project, City Project No. 7911 for a grand total amount of $293,232.82; and
2) Authorize the City Administrator to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and
3) Authorize the City Administrator to release retention funds in accordance with the terms of the contract.
(Approved 5-0, as recommended)
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 16, 2024 Page 4 of 7 19 1.j.
Professional Services Agreement with Placeworks, Inc. to Complete the SP -5 Corridor Plan and Specific Plan Update
Fiscal Impact: Amount Needed For Agreement: $389,129
Staff Recommended Contingency: $+10.871
Total Cost of Proposed Agreement: $400,000
General Plan Update Fee Funds $400,000
(749504-6017) (3 Years)
Recommended Action: It is recommended that the City Council:
1) Approve a Professional Services Agreement with Placeworks, Inc. to provide professional services related to the SP -5 Corridor Plan and Specific Plan Update and supporting environmental documentation for an amount not to exceed $400,000; and 2) Authorize the City Administrator to execute the necessary documents, in a form approved by the City Attorney.
(Approved 5-0, as recommended)
1.k. Amendment No. 5 to Professional Services Agreement with Biggs Cardosa & Associates, Inc., for Engineering Design Services for the Golden Avenue Bridge Replacement Project
Fiscal Impact:
Expense: $ 155,502.00 Amendment No. 5 to Professional
Services Agreement
Available Budget: $2.415.204.16 Total Available Project Budaet $2,200,000.00 Federal Earmark (331801-6740)
$ 215,204.16 General Fund Developer Fee
(331801-6740)
Recommended Action: It is recommended that the City Council:
1) Approve Amendment No. 5 to the Professional Services Agreement with Biggs Cardosa & Associates, Inc. to increase the contract amount by an additional $155,502 for a total contract not -to -exceed amount of $970,938; and
2) Authorize the City Administrator to approve contract amendments up to 10% of the contract amendment amount, or $15,550.20; and
3) Authorize the City Administrator and/or his designee to execute all the necessary documents, in a form approved by the City Attorney.
(Approved 5-0, as recommended)
1.1. Professional Services Agreement with Moetivations Inc. for Temporary Dispatcher on Demand Services
Fiscal Impact:
Expense: $ 108,204.95 Fiscal Year 2024-25 (101515-5005) Recommended Action: It is recommended that the City Council:
1) Approve a Professional Services Agreement with Moetivations Inc. for Temporary Traveling Dispatcher Services for a period of three months in Fiscal Year 2024-25, with the option to extend for an additional period of nine months at the discretion of the City Council; and
2) Authorize the City Administrator to execute all necessary documents, in a form approved by the City Attorney.
(Approved 5-0, as recommended)
Mayor Yamaguchi requested a Staff report on the item.
Deputy City Administrator Ramirez introduced Public Safety Communications Center Manager Stephanie Acosta -Reyes to give a brief presentation on the agreement with Moetivations, Inc. for Temporary Dispatcher on Demand Services. Ms. Acosta -Reyes explained that temporary services are needed to fill unexpected vacancies due to medical leaves and to relieve existing dispatchers.
Councilmember Kirwin asked when the dispatchers on leave would return.
Manager Acosta -Reyes responded that two (2) dispatchers are scheduled to return by November 1st and one (1) in January. She explained that the contract is for a period of three (3) months and there is a option to extend the contract if needed.
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 16, 2024 Page 5 of 7 20 Mayor Yamaguchi inquired if the labor groups had been notified and approved the proposed contract.
Manager Acosta -Reyes responded that the labor group had been contacted by Human Resources Direct Burnett and Deputy City Administrator Ramirez and they approved based on the fact that this is a temporary issue and the existing dispatchers have first option to accept shifts. She further explained that the contract is needed to also alleviate burn -out of dispatchers.
Councilmember Wanke inquired about the sole source contract.
Manager Acosta -Reyes explained that this particular company is the only company that is certified in the dispatching systems used by Placentia.
Mayor Yamaguchi asked if a request for proposals was posted online or advertised and if the request fulfills the City's procurement process requirements.
Deputy City Administrator Ramirez responded that requirements were met.
Mayor Yamaguchi thanked Ms. Acosta -Reyes for her efforts to ensure coverage and safety.
Motion by Wanke and seconded by Yamaguchi and carried a (5-0) vote to approve Item 1.1., as recommended.
1.m. Award of Contract to Brightview Landscape Services Inc. For Park Maintenance Services
Fiscal Impact:
Expense: $ 381,894.45 Annual Contract Amount (104055-6139) $1,145,683.35 Total Amount Fiscal Years 2024-25 to
2026-27
Recommended Action: It is recommended that the City Council:
1) Approve a Professional Services Agreement with Brightview Landscape Services Inc. for Park Maintenance Services in an amount not -to -exceed $381,894.45 per year for an initial three (3) year contract term, with the option to extend for two (2) additional one-year terms; and
2) Approve Resolution No. R-2024-52, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2024-25 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 to approve contract change orders up to 10% of the annual contract not -to -exceed the amount of $38,189.44 per contract year for unanticipated expenses; and
4) Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
(Approved 5-0, as recommended)
2. PUBLIC HEARING:
2.a. Public Hearing on Solid Waste Handling Services Rate Adjustment and Related Resolutions for Fiscal Year 2024-25 (Staff is recommending continuance to July 23, 2024)
Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Open the public hearing concerning the Solid Waste Handling Services rate adjustment for Fiscal Year 2024-25; and
2) Receive the Staff Report, consider all public testimony, ask any questions of Staff; and 3) Continue the public hearing to the City Council meeting of July 23, 2024, at 7:00 p.m. in the Council Chambers.
(Continued to July 23, 2024 at 7:00 p.m., as recommended) Mayor Yamaguchi stated that Staff is recommending continuance of the Public hearing to July 23, 2024 at 7:00 p.m.
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 16, 2024 Page 6 of 7 21 Mayor Yamaguchi opened the Public Hearing on Solid Waste Handling Services Rate Adjustment and related Resolutions for Fiscal Year 2024-25 at 7:24 p.m.
City McKinnell stated that there were no members of the public wishing to speak.
Mayor Yamaguchi continued the Public Hearing to July 23, 2024 at 7:00 p.m.
Councilmember Shader commented that this was not an anticipated continuance and stated that she would not be able to attend the July 23, 2024 meeting due to a prior commitment.
3. REGULAR AGENDA: None
CITY COUNCIL/BOARD MEMBERS REQUESTS:
Councilmember Shader requested that an item be agendized to discuss electric vehicle purchases and electrical grid capacity.
Councilmember Smith commented on a building that was recently purchased in the 1000 block of Cypress Steet by Lot 318 to provide necessary housing.
Mayor Yamaguchi commented on the 777 Orangethorpe Avenue project that was recently denied by the Planning Commission. The project is scheduled to come to the Council and he requested that options to approve or deny the project be provided to the Council for their review and consideration. He requested and received Council consensus on this direction.
Councilmember Wanke requested that the necessary Resolutions with conditions for approval and CEQA findings be included in the Staff report to Council so that if the Council approves the project another meeting does not need to be scheduled.
Development Services Director Lambert stated that based on legal counsel's advice, the Staff report and Resolution that was presented to the Planning Commission would be forwarded to Council.
Councilmember Shader stated that Council had previously given direction to Staff to provide Council with options to approve or deny any decision that comes before the Council.
Mayor Yamaguchi stated that barring any legal restrictions, Council has given direction to provide both options for approval or denial of the project.
ADJOURNMENT:
The City Council/Successor Agency/ICDA/PPFA Board of Directors adjourned at 7:32 p.m. in memory of Jeannie Kirwin, beloved wife of Mayor Pro Tem Kirwin, to an adjourned regular City Council meeting on Tuesday, July 23, 2024 at 7:00 p.m.
Jeremy Yamaguchi, Mayor/Agency Chair
ATTEST:
Robert S. McKinnell, City Clerk/
Agency Secretary
Placentia City Council/Successor Agency/ICDA/PPFA Minutes, July 16, 2024 Page 7 of 7 22 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
ADJOURNED REGULAR MEETING
July 31, 2024
7:30 p.m. - City Council Chambers
401 E. Chapman Avenue, Placentia, CA
CALL TO ORDER: Mayor Pro Tem Kirwin called the meeting to order at 7:34 p.m.
ROLL CALL:
PRESENT: Councilmember/Board Member Shader, Smith, Kirwin ABSENT: Wanke, Yamaguchi (excused)
STAFF PRESENT:
City Clerk Robert McKinnell, Assistant City Attorney/Authority Counsel Scott Porter, City Administrator Damien Arrula, Deputy City Administrator Rosanna Ramirez, Acting Director of Public Works Chris Tanio, Deputy City Clerk Carole Wayman
ORAL COMMUNICATIONS:
Toby Chang, Student, Valencia High School, expressed concerns about a hazardous k -rail in the road on Orangethorpe and Van Buren Avenues which caused a car accident that he was involved in. He offered solutions to the issues to make the roadway safer. (Submitted photos) Craig Green, resident and former Councilmember, commented on the appeal of the Planning Commission's denial of the 777 Orangethorpe Avenue project which will go to the City Council in September. He expressed concerns about the rezoning of the commercial property to residential citing the burdens that such a development would place on City services and the lack of parking for the project.
He urged the Council to consider developments for the site that will support sustainable revenue sources for the City. He added concerns about conflicts of interest related to campaign contributions.
2. PUBLIC HEARING:
2.a. Continued Public Hearing on Annual Solid Waste Handling Services Rate Adjustment and Related Resolutions for Fiscal Year 2024-25 (Continued from July 16, 23 and 25, 2024 Council meetings)
Fiscal Impact: None
Recommended Action: It is recommended that the City Council:
1) Open the continued Public Hearing concerning the Solid Waste Handling Services, Rate Adjustment and related resolutions for Fiscal Year 2024-25; and 2) Receive the Staff Report, consider all public testimony, ask questions of Staff; and 3) Close the Public Hearing and direct the City Clerk to tabulate the written protests and report the results of the tabulation to the City Council; and 4) Adopt Resolution No. R-2024-54, a Resolution of the City Council of the City of Placentia, California, approving the Amended Fee Schedule for Solid Waste Handling Services for Fiscal Year 2024-25; and
5) Adopt Resolution No. R-2024-55, a Resolution of the City Council of the City of Placentia, California, authorizing and determining residential solid waste handling service charges and directing placement thereof on the Orange County property tax rolls for Fiscal Year 2024-25; and
6) Approve Amendment No. 15 to the Amended, Revised and Restated Agreement for Solid Waste Handling Services between the City of Placentia and Republic Waste Services of Southern California, LLC; and
7) Authorize the City Administrator to execute all the necessary documents, in a form approved by the City Attorney.
(Approved 3-0-2, as recommended, Wanke and Yamaguchi absent) Placentia City Council/Successor Agency/ICDA/PPFA Adjourned Regular Meeting Minutes, July 31, 2024
Mayor Pro Tem Kirwin opened the Public Hearing at 7:45 p.m.
City Administrator Arrula introduced Public Works Management Analyst Elsa Robinson to give a brief presentation on the Annual Solid Waste Handling Services Rate Adjustment and related Resolutions for Fiscal Year 2024-25.
Mayor Pro Tem Kirwin mentioned that the City has the highest solid waste rates in the county noting that the contract was signed in 2010 and there isn't much the City can do at this time.
Councilmember Shader stated that the City filed a notice of termination in 2017, therefore, a future Council will be able to rebid the rates.
City Administrator Arrula noted that the contract is a 20 -year rolling agreement and asked Analyst Robinson what the balance of the contract is at this time.
Analyst Robinson explained that an evergreen agreement was signed in 2010 and the City could not file a notice of termination until 5 years into the contract. The City filed a notice of termination in 2017. The current expiration date is 2037; therefore, the City has 13 years left on the contract.
Mayor Pro Tem Kiwin asked what would happen if the Council did not approve the increase.
Assistant City Attorney Porter explained that the franchise agreement states that the City is required to approve these rates, so the City would be violating the terms of the agreement. He explained the legal implications if the rates are not approved.
City Clerk McKinnell stated that five (5) official protests to the rate increase were received.
Mayor Pro Tem Kirwin closed the Public Hearing at 7:54 p.m.
Motion by Shader, seconded by Smith, and carried a (3-0-2, Wanke and Yamaguchi absent) vote to approve Item 2.a., as recommended.
ADJOURNMENT:
The City Council/Successor Agency/ICDA/PPFA Board of Directors adjourned at 7:55 p.m. to a regular City Council meeting on Tuesday, September 3, 2024 at 5:30 p.m.
Kevin Kirwin, Mayor Pro Tem
ATTEST:
Robert S. McKinnell, City Clerk/
Agency Secretary
Placentia City Council/Successor Agency/ICDA/PPFA Adjourned Regular Meeting Minutes, July 31, 2024 Page 2 of 2 24
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
SPECIAL MEETING
July 31, 2024
7:00 p.m. - City Council Chambers
401 E. Chapman Avenue, Placentia, CA
CALL TO ORDER: Mayor Pro Tem Kirwin called the meeting to order at 7:04 p.m.
ROLL CALL:
PRESENT: Shader, Smith, Kirwin
ABSENT: Wanke, Yamaguchi (Excused)
STAFF PRESENT: City Clerk Robert McKinnell, Assistant City Attorney/Authority Counsel Scott Porter, City Administrator Damien Arrula, Deputy City Administrator Rosanna Ramirez, Deputy City Clerk Carole Wayman
ORAL COMMUNICATIONS: None
CLOSED SESSION:
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9 (2 cases)
CLOSED SESSION REPORT:
Assistant City Attorney/Authority Counsel Porter stated that on a 3-0-2 vote (Wanke and Yamaguchi absent), the Council authorized the initiation of litigation in two (2) separate matters.
ADJOURNMENT:
The City Council adjourned at 7:32 p.m. to an adjourned Regular Meeting on Tuesday, July 31, 2024 at 7:30 p.m.
Kevin Kirwin, Mayor Pro Tem
ATTEST:
Robert S. McKinnell, City Clerk/
Agency Secretary
Placentia City Council Special Meeting Minutes, May 7, 2024 Page 1 of 1 25