CITY OF PLEASANTON
CITY COUNCIL MEETING MINUTES
July 18, 2023
CLOSED SESSION
CALL TO ORDER
Mayor Brown called the meeting to order at the hour of 6:00 p.m. from the City Manager Conference Room located at 123 Main Street.
ROLL CALL
Present: Councilmembers Arkin, Balch, Nibert, Testa, Mayor Brown
Absent: None
Councilmember Testa arrived at 6: 12 p. m.
PUBLIC COMMENT — None.
ADJOURN TO CLOSED SESSION pursuant to Government Code section 54957( a):
1. THREAT TO PUBLIC SERVICES OR FACILITIES ( Training and Information) Consultation with: Allen Hammond, Director of Information Technology
ADJOURNMENT
The meeting adjourned at 6: 40 p. m.
SPECIAL MEETING
CALL TO ORDER
Mayor Brown called the regular meeting of the City Council to order at the hour of 7:00 p.m. from the Operations Services Center in the Remillard Conference Room located at 3333 Busch Road.
Vice Mayor Nibert provided opening remarks.
ROLL CALL
Present: Councilmembers Arkin, Balch, Nibert, Testa, Mayor Brown
Absent: None
AGENDA AMENDMENTS — None.
REPORT ON CLOSED SESSION
Dan Sodergren, City Attorney, stated there was no reportable action.
CONSENT CALENDAR
City Manager
1. Approve meeting minutes of June 20, 2023
Recommendation: Approve meeting minutes of June 20, 2023.
2. Approve Third Amendment to the professional services agreement with Townsend Public Affairs for legislative advocacy and grant application technical assistance services to extend the term of agreement to June 30, 2025, and increase the agreement by $60,000 for a total amount not to exceed $ 180, 000 over five years
Recommendation: Approve the Third Amendment to the Professional Services Agreement with Townsend Public Affairs for legislative advocacy and grant application technical assistance services to extend the term of the agreement
Community Development
3. Actions of the Zoning Administrator and Planning Commission Recommendation: Approve the actions of the Zoning Administrator and Planning Commission.
4. Approve professional services agreements with ECHO Housing and Bay Area Affordable Homeownership Alliance ( BAAHA) for first time homebuyer program administration services for an amount not to exceed $ 125, 000 ( ECHO Housing) and $ 225, 000 ( BAAHA) through June 30, 2028
Recommendation:
1. Approve a Professional Services Agreement with ECHO Housing to provide first-time homebuyer education services for an amount not to exceed $ 125, 000 through June 30, 2024;
2. Approve a Professional Services Agreement with BAAHA to provide first- time homebuyer program administration services for an amount not to exceed $ 225, 000 through June 30, 2024
3. Approve $ 67,400 from the Lower Income Housing Fund to fund the agreements through June 30, 2024
Engineering
5. Approve plans and specifications, review bids, and award a construction contract to ELLA in the amount of$ 414, 430 for the Ken Mercer Cricket Field Project, CIP No. 22795 Recommendation:
1. Approve plans and specifications, review bids, and award the construction contract for the project to ELLA for the low bid amount of$ 414, 430.
2. Authorize the City Manager to execute the project contract with ELLA.
3. Authorize the Director of Engineering to approve and execute contract change order( s) for a project contingency amount of$ 42, 000 ( approximately 10 percent of the contract) for unforeseen yet necessary related work.
6. Approve plans and specifications, review bids, and award a construction contract to Doolittle Construction, LLC ( dba Doolittle Road Construction) in the amount of$ 470, 470 for the Annual Slurry Seal of Various Streets Project, CIP No. 23504
Recommendation:
1. Approve plans and specifications, review bids, and award the construction contract for the project to Doolittle Construction, LLC ( DBA as Doolittle Road Construction) for the low bid amount of$ 470, 470.
City Council Special Minutes Page 2 of 6 July 18, 2023
2. Authorize the City Manager to enter into the project contract.
3. Authorize the Director of Engineering to approve and execute contract change orders for a project contingency amount not- to- exceed $ 47, 047 ( 10 percent of the contract) for unforeseen yet necessary related work.
7. Approve plans and specifications, review bids, and award a construction contract to QA Constructors Inc., in the amount of$ 515, 930 for the 2023 Streets Preventative Maintenance Project, CIP No. 23570
Recommendation:
1. Approve plans and specifications, review bids, and award the construction contract for the project to QA Constructors, Inc. for the low bid amount of$ 515, 930.
2. Authorize the City Manager to enter into the project contract.
3. Authorize the Director of Engineering to approve and execute contract change orders for a project contingency amount not- to- exceed $ 51,600 ( approximately 10 percent of the contract) for unforeseen yet necessary related work.
4. Transfer $ 89,246 ( Fund 160) from the Annual Slurry Seal Project, CIP No. 24504, to the 2023 Streets Preventative Maintenance Project, CIP No. 23570.
5. Transfer $ 404, 451 ( Fund 211) from the Annual Street Resurfacing and Preventative Maintenance Project, CIP No. 23503, to the 2023 Streets Preventative Maintenance Project, CIP No. 23570.
6. Transfer $ 74, 290 ( Fund 201) from the Bernal Bridge ( East) Abutment Project, CIP No. 23569, to the 2023 Streets Preventative Maintenance Project, CIP No. 23570.
Finance
8. Accept the Monthly Disbursements and Investment Report for May 2023 Recommendation: Accept the Monthly Disbursements and Investment Report for May 2023.
Human Resources
9. Adopt a resolution approving the proposed Memorandum of Understanding between the Livermore- Pleasanton Fire Department Joint Powers Authority and the International Association of Firefighters, Local 1974, Battalion Chiefs Unit, with term ending June 30, 2025 Recommendation: Adopt and waive full reading of Resolution No. 23- 1409 approving the tentative agreement negotiated between the Livermore- Pleasanton Fire Department Joint Powers Authority and IAFF, Battalion Chiefs.
Library and Recreation
10. Adopt and waive second reading of Ordinance No. 2247 to permit a-bikes on trails and pathways, and in parks and recreation facilities, subject all bikes to a 15 mph speed limit or slower for safe operation, and other regulations, by amending Municipal Code Title 11 Vehicles and Traffic and Chapter 13. 08 Parks and Recreation Facilities * Mayor Brown voted " no" on introduction Recommendation: Adopt and waive second reading of Ordinance No. 2247 to permit a- bikes on trails and pathways.
11. Approve Second Amendment to the professional services agreement with Graham Hitch Mortuary for cemetery management, plot sales and burial coordination for the Pleasanton Pioneer Cemetery for an amount not to exceed $ 499, 382 through June 30, 2026 City Council Special Minutes Page 3 of 6 July 18, 2023
Recommendation: Approve the Second Amendment to the Professional Services Agreement with Graham Hitch Mortuary for cemetery management, plot sales and burial coordination for the Pleasanton Pioneer Cemetery for an amount not to exceed $ 499, 382 through June 30, 2026.
12. Approve First Amendment to the maintenance services agreement with Terra Landscape for grounds maintenance in the non- burial service areas of the Pleasanton Pioneer Cemetery for an amount not to exceed $ 308, 596 through December 31, 2026 Recommendation: Approve the First Amendment to the Maintenance Services Agreement with Terra Landscape for grounds maintenance in the non- burial service areas of the Pleasanton Pioneer Cemetery
13. Adopt a resolution amending the Fee Policy by adding an updated Recreation Fee Assistance Program
Recommendation: Adopt and waive full reading of Resolution No. 23- 1410 amending the Fee Policy by adding an updated Recreation Fee Assistance Program
14. Authorize the reallocation of$ 72, 000 from the Pioneer Cemetery Masterplan Implementation Reserve in the Park Development Impact Fees Fund to the Cemetery Repairs and Renovations Project
Recommendation: Authorize the reallocation of$ 72, 000 from the Pioneer Cemetery Master Plan Implementation Reserve in the Park Development Impact Fees Fund to the Cemetery Repairs and Renovations Project to complete cemetery repairs.
15. Approve an agreement with Preservation Arts for public art conservation and maintenance for a five- year term in an amount not to exceed $ 310, 000
Recommendation: Approve an agreement with Preservation Arts for public art conservation and maintenance
Mayor Brown opened the public comment. There being no speakers, Mayor Brown closed the public comment.
MOTION: It was m/s by Arkin/ Testa to approve the consent calendar as recommended. Motion passed by the following vote:
Ayes: Councilmembers Arkin, Balch, Nibert, Testa, Mayor Brown Noes: None
Absent: None
MEETING OPEN TO THE PUBLIC
16. Public Comment regarding items not listed on the agenda Mayor Brown opened the public comment. The following speakers provided comment: Sharon Piekarski, Gary Davila, Chris Lewellyn, Brian Jewell, Rebecca Rodriguez, Garrett Holmes, Donna Cabanne, and Ishani Shah.
Mayor Brown closed the public comment.
City Council Special Minutes Page 4 of 6 July 18, 2023
PUBLIC HEARINGS AND OTHER MATTERS
17. Receive 2023 Community Survey results presentation Recommendation: Receive the 2023 community survey report presentation by FM3 Research.
Miranda Everett, Senior Vice President with FM3 Research, presented the item and responded to questions.
Mayor Brown opened the public comment. There being no speakers, Mayor Brown closed the public comment.
Mayor Brown called for a recess at 8:36 p.m. The meeting reconvened at 8:42 p.m.
18. Receive overview of water and sewer rates and authorize mailing of Proposition 218 notice of public hearing to be held September 19, 2023 regarding proposed rate increases Recommendation: Authorize staff to mail a notice to the ratepayers regarding the proposed changes to the water and sewer rates and set the public hearing date for consideration of this matter by the City Council on September 19, 2023.
City Manager Beaudin introduced the item and staff. Tamara Baptista, Interim Director of Operation Services, and Brian Bass with Raftelis, gave a presentation and responded to questions.
Mayor Brown opened the public comment. The following speakers provided comment: Sharon Piekarski, Vin Pohray, Vivek Mohan, and Linda Kelly.
Mayor Brown called for a recess for technical support at 10:33 p.m. The meeting reconvened 10: 39 p. m.
The public comment period reconvened with Kelly A. providing comment.
Mayor Brown closed the public hearing.
MOTION: It was m/s by Nibert/ Testa to authorize the mailing of Proposition 218 notice of public hearing and set the public hearing date on September 19, 2023 as recommended. Motion passed by the following vote:
Ayes: Councilmembers Arkin, Nibert, Testa, Mayor Brown Noes: Councilmember Balch
Absent: None
By majority consensus, item 19 was continued to the August 15, 2023 City Council meeting.
19. CONTINUED - Adopt the updated Economic Development Strategic Plan for fiscal years 2024- 2028
MATTERS INITIATED BY COUNCIL
Vice Mayor Balch requested an update on the Pleasanton Police Officers Association ( PPOA) negotiations before the next Council meeting.
City Council Special Minutes Page 5 of 6 July 18, 2023
Councilmember Arkin requested an update on heritage trees and the tree master plan.
COUNCIL REPORTS
Councilmembers reported on regional and local agency meetings attended.
ADJOURNMENT
Mayor Brown adjourned the special meeting at 11:25 p.m.
Joc y Kwo g, C Clerk
City Council Special Minutes Page 6 of 6 July 18, 2023