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
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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 Register
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)
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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:
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)
1.f. 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.
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Motion by Yamaguchi and seconded by Shader and carried a (4-1) vote to approve Item l.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: $5,383,306.25 Original Construction Contract
538,330.63 Approved Change Orders No. 1-2
92 845.00 Construction Inspection Services
6,014,481.88 Total Construction Cost
Budgeted: _6 153 023.73 Total Proiect Budget
3,000,000.00 FY 2023-24 CIP Budget
799800-6740 JL 791301-6740)
800,000.00 FY 2023-24 CIP Budget
179800-6740 JL 171301-6740)
600,000.00 FY 2023-24 CIP Budget
189800-6740 JL 181301-6740)
600,000.00 FY 2023-24 CIP Budget
609800-6740 JL 601301-6740)
511,949.28 FY 2023-24 CIP Budget
601301-6740 JL 601301-6740)
312,032.42 FY 2023-24 CIP Budget
339800-6740 JL 331301-6740)
190,578.93 FY 2023-24 CIP Budget
709800-6740 JL 791301-6740)
63,272.00 FY 2023-24 CIP Budget
501301-6740)
39,418.10 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 retention funds in accordance with the terms of the contract.
Approved 5-0, as recommended)
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
S 615.52 Change 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)
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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 $400000
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 Budget 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.
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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.
l.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.
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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.
der`emy Yamaguchi, Oayor/Agency Chair
ATTEST:
Robert S. McKinnell, City Clerk/
Agency Secretary
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