Pleasanton City Council
September 16, 2025

CITY COUNCIL

REGULAR MEETING AGENDA
Tuesday, September 16, 2025
7:00 PM
City Council Chamber
200 Old Bernal Avenue
Pleasanton, CA 94566

The meeting will be held in-person, broadcast live on Channel 29 and streamed live for viewing at the following links TV30 https://www.tri-valleytv.org, the City's website in the Meetings portal (a red dot will indicate a live meeting) https://www.cityofpleasantonca.gov/, and the City's YouTube channel: https://www.youtube.com/user/TheCityofPleasanton.

Public participation: It is requested that members of the public wishing to address the City Council submit a speaker card. When public comment is opened on an agenda item, individuals may speak once per agenda item.

To submit written public comment regarding an open session item on this meeting agenda visit https://forms.cityofpleasantonca.gov/f/writtenpubliccomment. Comments will be accepted by the City Clerk’s Office until 12:00 p.m. on the day of the Council meeting.

In Person at Council Chamber:
• Submit a physical speaker card to the City Clerk at the meeting. When your name is called, please provide comment at the podium.

CALL TO ORDER
• Welcome and Pledge of Allegiance - Cm. Gaidos
• Roll Call
Resolution No. 2025-052
Ordinance No. 2299

REPORT ON CLOSED SESSION

AGENDA AMENDMENTS

CONSENT CALENDAR
Items listed on the consent calendar are considered routine in nature and may be enacted by one motion. If discussion is required, that particular item will be removed from the consent calendar and will be considered separately.

City Manager

1. Approve meeting minutes of August 19, 2025

2. Approve budget amendments to allocate $100,000 in Opioid Settlement Funds towards the construction of a new substance-use disorder facility in unincorporated Alameda County to serve the Tri-Valley Region

3. Authorize the City Manager to enter into a professional services agreement with

City Council Agenda Page 2 of 4 September 16, 2025

Rojas Public Affairs for on-call communications support in the amount not to exceed $350,000 for three years
Community and Economic Development

4. Adopt Ordinance No. 2297 an ordinance of the City Council of the City of Pleasanton finding amendments to the Zoning Code are exempt from the California Environmental Quality Act under Guidelines Section 15061(b)(3) and approve amendments to Chapters 18.08, 18.20, 18.40, 18.48, 18.84, 18.88, 18.92, and Table 18.44.080 of the Pleasanton Municipal Code (PMC) to: (1) modify the definition of Light Industrial; (2) establish the definition of an Innovation-Based Business (IBB); (3) modify Table 18.44.080 to permit or conditionally permit IBBs in the C-R(p), O, I-P, I-G, PUD-C (Johnson Drive Economic Development Zone only), PUD-C-O, PUD-I, PUD-I/C-O, and PUD-MU Districts, and the following districts of the Hacienda PUD Area: OGPD, OPD, OMPD, CDP, IPD, MOIPD, MCOIRPD, and MCOIPD; (4) modify the Design Review requirements for: (a) IBBs constructing new and/or significantly modifying existing buildings, (b) IBBs leasing space in a previously reviewed and approved building, and (c) IBBs that are permitted by right; and (5) modify specific and related development standards for IBBs, as filed under Case No. P25-0192

5. Actions of the Zoning Administrator and Planning Commission Finance

6. Accept the monthly disbursement and investment report for July 2025 Library and Recreation

7. Adopt Ordinance No. 2298 an Ordinance of the City Council of the City of Pleasanton adding a new Chapter 13.20 to Title 13, Public Art Contribution, to the Municipal Code of the City of Pleasanton

8. Adopt a resolution updating the Master Fee Schedule Section D. Pleasanton Public Library Fine and Fee Schedule to assign Library Meeting Room rental fees

9. Adopt a resolution to revise the Library’s Materials Recovery Policy Public Works

10. Adopt a resolution approving the Urban Forest Master Plan, CIP No. 22773

11. Accept the public improvements performed by O'Grady Paving, Inc. for the Annual Street Resurfacing & Preventative Maintenance Project, CIP No. 24503, and authorize the return of the remaining project funds to the Gas Tax Fund (Fund 160) and Streets CIP General Fund (Fund 211)

12. Reject all bids from the July 16, 2025, bid opening, award and authorize the City

City Council Agenda Page 3 of 4 September 16, 2025

Manager to enter into an agreement with Wilson General Contracting, Inc. for the OSC Fire Alarm & Notification System Project, CIP No. 23457, the Library Fire Alarm Upgrade Project, CIP No. 26386, and for fire alarm retrofits at the OSC- LPFD and Pleasanton Police Station in an amount not to exceed $745,000

13. Authorize the City Manager to enter into the fourth amendment to the professional services agreement with MaintStar, Inc. for Asset Management Plan Project, CIP No. 24460 for additional funds in the amount of $90,450, for a total contract amount not-to-exceed $630,892

14. Ratify a contract with DPI Construction, Inc. for the emergency sewer pipe replacement at Denker Drive in an amount not-to-exceed $500,000 and approve a budget amendment in the Sewer Replacement CIP Fund

MEETING OPEN TO THE PUBLIC

15. Presentation of a Proclamation recognizing September 17-23, 2025 as Constitution Week

16. Public Comment regarding items not listed on the agenda – Speakers are limited to 3 minutes.

PUBLIC HEARINGS AND OTHER MATTERS
If necessary to ensure completion of the following items, the Mayor may alter time limits.

17. Adopt a resolution accepting and approving the Downtown Pleasanton Business Improvement District 2025 Annual Report and 2026 Budget, and declaring the intention to amend Pleasanton Municipal Code Section 5.28.080 System of Assessments to permit changes to the manner in which the annual assessment is levied, and to levy the assessment for 2026

18. Receive a report and provide direction on a draft recommendation for updates to the Utility Billing Discount Program to include a 30 percent utility bill discount to qualified low-income and income-qualified senior residents with less than 24 hundred cubic feet (ccf) usage per water bill with a maximum cap of $425,000 in General Fund allocation

19. Receive an update on the City's Emergency Preparedness efforts to advance the ONE Pleasanton Strategic Plan priority Safeguarding Our City D.1. to improve the City's emergency preparedness capabilities

MATTERS INITIATED BY COUNCIL

COUNCIL REPORTS
Brief reports on conferences, seminars, and meetings attended by the Council

ADJOURNMENT

City Council Agenda Page 4 of 4 September 16, 2025

Notice
Under Government Code §54957.5, any writings/documents regarding an open session item on this agenda and items received by the City Clerk’s Office by 12:00 p.m. on the day of the meeting provided to a majority of the City Council after distribution of the agenda packet will be available for public inspection on the City’s website https://www.cityofpleasantonca.gov/ and also at the Pleasanton Library located at 400 Old Bernal Ave., Pleasanton, CA 94566.

There is a 90-day limit for the filing of a challenge in the Superior Court to certain City administrative decisions and orders, which require a hearing by law, the receipt of evidence, and the exercise of discretion. The 90-day limit begins on the date the decision is final (Code of Civil Procedure § 1094.6). Further, if you challenge an action taken by the City Council in court, you may be limited, by California law, including but not limited to Government Code §65009, to raising only those issues you or someone else raised in the public hearing, or in written correspondence delivered to the City Council prior to or at the public hearing. The City Council may be requested to reconsider a decision if the request is made prior to the next City Council meeting, regardless of whether it is a regular or special meeting.

Accessible Public Meetings
The City of Pleasanton can provide special assistance for persons with disabilities to participate in public meetings. To make a request for a disability-related modification or accommodation (e.g., an assistive listening device), please contact the City Clerk’s Office at 123 Main Street, Pleasanton, CA 94566 or (925) 931-5027 at the earliest possible time. If you need translation or interpretation assistance, please provide at least two working days’ notice prior to the meeting date.

City Council Minutes Page 1 of 1 August 19, 2025

CITY OF PLEASANTON

CITY COUNCIL

MINUTES
Tuesday, August 19, 2025
5:00 PM

CALL TO ORDER
Mayor Balch called the Special Meeting of the City Council to order at the hour of 5:00 p.m. from the Council Chamber located at 200 Old Be rnal Avenue.

ROLL CALL

Present: Councilmembers Eicher, Gaidos, Nibert, Testa, Mayor Balch

Absent: None.

PUBLIC COMMENT
Mayor Balch opened public comment. There being no speakers, Mayor Balch closed the public comment.

1. City Council training on electronic voting in the Council Chambers The City Council completed the training on electronic voting.

ADJOURNMENT
Mayor Balch adjourned the meeting at 5:35 p.m.
______________________
Jocelyn Kwong, City Clerk
Item #1

City Council Minutes Page 1 of 1 August 19, 2025

CITY OF PLEASANTON

CITY COUNCIL

MINUTES
Tuesday, August 19, 2025
5:30 PM

CALL TO ORDER
Mayor Balch called the Special Meeting Closed Session of the City Council to order at the hour of 5:35 p.m. from the Council Chamber located at 200 Old Bernal Avenue.

ROLL CALL

Present: Councilmembers Eicher, Gaidos, Nibert, Testa, Mayor Balch

Absent: None.

PUBLIC COMMENT
Mayor Balch opened public comment. There being no speakers, Mayor Balch closed the public comment.

ADJOURN TO CLOSED SESSION

1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION per Gov’t Code section 54957(b):

Title: City Manager and City Attorney

2. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Gov't Code section 54957.6:

Agency representative: Xaviera Scoggins; Tim Davis (Burke Williams & Sorensen, LLP)
Employee Organization: AFSCME Local 955 (Pleasanton City Employees Association)

ADJOURNMENT
Mayor Balch adjourned the meeting at 6:45 p.m.
______________________
Jocelyn Kwong, City Clerk

City Council Minutes Page 1 of 10 August 19, 2025

CITY OF PLEASANTON

CITY COUNCIL

MINUTES
Tuesday, August 19, 2025
7:00 PM

CALL TO ORDER

Mayor Balch called the Regular Meeting of the City Council to order at the hour of 7:00 p.m. from the Council Chamber located at 200 Old Bernal Avenue.

ROLL CALL

Present: Councilmembers Eicher, Gaidos, Nibert, Testa, Mayor Balch

Absent: None.

REPORT ON CLOSED SESSION

City Attorney Sodergren stated there was no reportable action.

AGENDA AMENDMENTS

None.

CONSENT CALENDAR
Mayor Balch opened public comment. The following individuals provided comment:

Sharon Piekarski, Shiroy Choksey, YinJi Jin, Samir Rajguru, and Kelly Cousins.

Mayor Balch closed the public comment.

Councilmember Eicher recused from voting on item 4 due to personal investment.

MOTION: It was m/s by Testa/Nibert to approve the consent calendar as recommended. Motion passed by the following vote:

Ayes: Councilmembers Eicher, Gaidos, Nibert, Testa, Mayor Balch Noes: None

Absent: None
City Manager

1. Approve meeting minutes of June 17, 2025 and July 15, 2025 Recommendation: Approve meeting minutes of June 17, 2025 and July 15, 2025.

2. Approve designation of voting delegates for the 2025 California Cities Annual Conference

City Council Minutes Page 2 of 10 August 19, 2025
Recommendation: Designate Councilmember Craig Eicher as the City’s voting delegate and Councilmember Jeff Nibert as the alternate for the 2025 Cal Cities conference.

3. Receive a report on the outcome of the Project Prioritization Framework for Fiscal Years 2025/26 and 2026/27 workshop
Recommendation: Receive a report on the outcome of the Project Prioritization Framework for Fiscal Years 2025/26 and 2026/27 workshop.

Community and Economic Development

4. Actions of the Zoning Administrator and Planning Commission Recommendation: Actions of the Zoning Administrator and Planning Commission.

5. Introduce and waive the first reading of an Ordinance amending Chapter 18 Zoning of the Pleasanton Municipal Code (PMC) and finding that such amendments are exempt from the California Environmental Quality Act (CEQA) under Guidelines Section 15061(b)(3) (common sense exemption) and amending Chapters 18.08,

18.20, 18.40, 18.48, 18.84, 18.88, 18.92, and Table 18.44.080 of the PMC to: (1) modify the definition of Light Industrial; (2) establish the definition of an Innovation- Based Business (IBB); (3) modify Table 18.44.080 to permit or conditionally permit IBBs in various Commercial, Office, Industrial and related planned unit development (PUD) districts and in various Districts of the Hacienda PUD Area; (4) modify the Design Review requirements to reduce the level of design review for IBBs making limited building and site plan changes; and (5) modify specific and related development standards for IBBs
Recommendation:

1. Find that the proposed PMC amendments are exempt from the California Environmental Quality Act under Guidelines Section 15061(b)(3) (common sense exemption).

2. Introduce Ordinance No. 2297, and waive the first reading, approving amendments to Chapters 18.08, 18.20, 18.40, 18.48, 18.84, 18.88, 18.92, and Table 18.44.080 of the Pleasanton Municipal Code (PMC) to: (1) modify the definition of Light Industrial; (2) establish the definition of an Innovation- Based Business (IBB); (3) modify Table 18.44.080 to permit or conditionally permit IBBs in various Commercial, Office, Industrial and related PUD districts and in various Districts of the Hacienda PUD Area; (4) modify the Design Review requirements to reduce the level of design review for IBBs making limited building and site plan changes; and (5) modify specific and related development standards for IBBs.

6. Accept $1,275,000 in 2026 Comprehensive Investment Plan Funds from the

City Council Minutes Page 3 of 10 August 19, 2025
Alameda County Transportation Commission for the West Las Positas Boulevard Multimodal Reconstruction Project (Phase 2), CIP No. 11514, and the I-580 Overcrossing Bicycle and Pedestrian Improvements Project, CIP No. 22570, and authorize related budget adjustments for revenue and expenditure in Measure F (VRF), Measure B, and Measure BB funds
Recommendation: Authorize the City Manager to execute the project funding agreements with the Alameda County Transportation Commission related to the West Las Positas Boulevard Multimodal Reconstruction Project (Phase 2-Iron Horse Trail to Santa Rita Road), CIP No. 11514 and the I-580 Overcrossing Bicycle and Pedestrian Improvements Project, CIP No. 22570, and update the fiscal year (FY) 2025/26 CIP budget to add the funding allocation as follows:
• $750,000 in Measure F (VRF) revenue and expenditure (Fund 166), in CIP No. 11514 (West Las Positas Boulevard Multimodal Reconstruction Project (Phase 2))
• $350,000 in Measure B revenue and expenditure (Fund 163) in CIP No. 22570 (I-580 Overcrossing Bicycle and Pedestrian Improvements Project) • $175,000 in Measure BB revenue and expenditure (Fund 165) in CIP No. 22570 (I-580 Overcrossing Bicycle and Pedestrian Improvements Project)

The local match portions for both projects are already included in the FY 2025/26 CIP budget.

7. Approve the creation of a Quiet Zone Feasibility Study, a Preliminary Design Capital Improvement Project, and budget amendments to reallocate $175,000 from the Repair and Replacement Internal Service Fund (Bernal Community Park Synthetic Fields Project) to fund the study
Recommendation: Approve the creation of the Capital Improvement Program Project, "Quiet Zone Feasibility Study and Preliminary Design," including its addition to the approved 5-year CIP in fiscal year 2025/26, and budget amendments to allocate $175,000 from the Repair and Replacement program to the Quiet Zone Feasibility Study and Preliminary Design Project, CIP No. [TBD].

Finance

8. Accept the monthly disbursements and investment report for June 2025 Recommendation: Accept claim disbursements in the amount of $16,655,705 and the investment report for the month of June 2025.

Human Resources

City Council Minutes Page 4 of 10 August 19, 2025

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 with term ending June 30, 2029
Recommendation: Adopt Resolution No. 2025-049 approving the proposed Memorandum of Understanding between the Livermore-Pleasanton Fire Department Joint Powers Authority and the International Association of Firefighters, Local 1974 with term ending June 30, 2029.

10. 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 Chief's Unit with term ending June 30, 2028
Recommendation: Adopt Resolution No. 2025-050 approving the proposed Memorandum of Understanding between the Livermore-Pleasanton Fire Department Joint Powers Authority and the International Association of Firefighters, Local 1974 Battalion Chief's Unit with term ending June 30, 2028.

Library and Recreation

11. Continued from June 17, 2025 - Introduce an ordinance amending the Pleasanton Municipal Code to add a new Chapter 13.20 to Title 13 establishing a public art contribution requirement for non-residential development and adopt a resolution amending the City’s Master Fee Schedule to add a public art contribution in-lieu fee
Recommendation: Introduce Ordinance No. 2298 adding a new chapter 13.20 to Title 13 of the Pleasanton Municipal Code establishing a public art contribution requirement for non-residential development and adopt a resolution amending the City’s Master Fee Schedule to add a public art contribution in-lieu fee.

Police

12. Authorize the City Manager to enter into a five-year agreement with Axon Enterprise, Inc. in the amount of $1,724,652 for a service package for body-worn cameras, conducted energy devices (i.e. Tasers), and electronic evidence storage Recommendation:

1. Approve and authorize the City Manager to execute a five-year agreement with Axon Enterprise, Inc., in the amount of $1,567,866.

2. Authorize the City Manager to approve and execute amendments to the agreement in the case of changes to the agency’s needs, including but not

City Council Minutes Page 5 of 10 August 19, 2025
limited to additional licenses and purchasing updated and new Axon products and services within a contingency amount not to exceed $156,786 (approximately ten percent of the total five-year agreement amount).

Public Works

13. Accept Geologic Hazard Abatement District (GHAD) maintenance work performed by Brannon Corporation for the 2024 GHAD Maintenance Contract for Laurel Creek, Moller Ranch, Lemoine Ranch, and Oak Tree Farm and authorize the return of the project’s remaining balance of $48,575 to the respective GHAD funds Recommendation:

1. Accept the project as complete and authorize the City Clerk to file a Notice of Completion.

2. Authorize the release of the retention in the amount of $13,255.45 to Brannon Corporation, 30 days after the recordation of the Notice of Completion.

3. Authorize the return of the project’s remaining balance of $48,575 to the respective GHAD funds; $15,066 to Laurel Creek (Fund 131), $11,464 to Moller Ranch (Fund 132), $4,924 to Lemoine Ranch (Fund 130) and $17,121 to Oak Tree Farm (Fund 133).

14. Accept public improvements performed by Pointe Strategies for the Callippe Preserve Trail Renovation Project, CIP No. 24767 and authorize the return of the project's remaining balance of $951
Recommendation:

1. Accept the construction of the project as complete and authorize the City Clerk to file a Notice of Completion.

2. Authorize the return of the project’s balance of $951 to the Park CIP – General Fund (Fund 221).

15. Accept public improvements for Tract 8352 "Diamond Canyon" by Toll West Coast LLC (formerly known as Lund Ranch)
Recommendation: Accept subdivision improvements constructed by Toll West Coast LLC associated with Tract 8352 at 1500 Lund Ranch Road, and authorize release of financial securities as follows:

1. Accept the subdivision improvements constructed as part of Tract 8352, 90 calendar days after this action pursuant to California Government Code §66499.7.

City Council Minutes Page 6 of 10 August 19, 2025

2. Authorize the release of the Performance Bond and Labor and Materials Bond held as financial security, each in the amount of $6,841,000 (Bond No. 30123032 by Western Surety Company), 90 calendar days after this action, assuming no liens are filed.

3. Authorize the release of the Maintenance Bond in the amount of $684,100 (Bond No. 30123033 by Western Surety Company), held in conformance with Section 10 “Defects” of the Subdivision Agreement, one calendar year after this action, assuming no latent defects are discovered.

16. Approve plans and specifications and accept public improvements performed by Villalobos & Associates, Inc. for the Annual Curb and Gutter Project, CIP No. 25509, and approve a budget amendment to return $21,968 to the Gas Tax Fund Recommendation:

1. Approve plans and specifications and accept the project as complete and authorize the City Clerk to file a Notice of Completion.

2. Authorize release of the retention in the amount of $27,740 to Villalobos & Associates, Inc., 30 days after the recordation of the Notice of Completion.

3. Approve a budget amendment to return the project’s unused balance of $21,968 to the Gas Tax fund balance (Fund 160).

17. Authorize the City Manager to enter into an as-needed maintenance and trade services agreement for utilities sewer maintenance services with Duke’s Root Control, Inc. for a not-to-exceed amount of $750,000 and a five-year term Recommendation: Authorize the City Manager to enter into an as-needed maintenance and trade services agreement for utilities sewer maintenance services with Duke’s Root Control, Inc. for a not-to-exceed amount of $750,000 and a five-year term.

18. Approve the purchase of four Ford Police Interceptor Utility Hybrids from National Auto Fleet Group for $287,193 (inclusive of a 15 percent contingency) in the Police Vehicle Internal Service Fund (Fund 511)
Recommendation: Authorize the City Manager to execute a purchase order with National Auto Fleet Group for four Ford Police Interceptor Utility Hybrids for $287,193 (inclusive of a 15 percent contingency).

19. Authorize the City Manager to enter into on-call general landscape architectural professional services agreements with the three firms of Callander Associates Landscape Architecture, Inc., Gates + Associates, Inc., and RRM Design Group for an aggregate not-to exceed total of $750,000 and a five-year term Recommendation:

1. Approve and authorize the City Manager to execute the professional

City Council Minutes Page 7 of 10 August 19, 2025
services agreements with Callander Associates Landscape Architecture, Inc., Gates + Associates, Inc., and RRM Design Group to provide on-call general landscape architectural professional services in the total aggregate amount not to exceed $750,000 for up to five years.

2. Authorize the City Manager or designee to approve task authorizations.

20. Authorize the City Manager to enter into a second amendment to the professional services agreement with Sequoia Ecological Consulting, Inc. for $20,870, for a total not-to-exceed amount of $172,485, and extending the term for one year to provide additional environmental services for the Augustin Bernal Fuel Management Project, CIP No. 25783
Recommendation: Approve and authorize the City Manager to execute a second amendment to the professional services agreement with Sequoia Ecological Consulting, Inc. for $20,870 for a total not-to-exceed amount of $172,485 extending the term through December 31, 2026 to provide additional special-status plant surveys and bid assistance.

21. Authorize the City Manager to execute a first amendment to the professional services agreement with ENGEO Incorporated in the amount of $298,325 with an approximately 5 percent contingency of $14,916 for a total cost of $313,241, increasing the total contract amount from $782,407 to $1,080,732 and extending the term to June 30, 2027, for the Sycamore Creek Storm Improvements (Sunol Boulevard) Project, CIP No. 24662
Recommendation:

1. Approve and authorize the City Manager to execute the first Amendment to the professional services agreement with ENGEO Incorporated in the not-to- exceed amount of $298,325 increasing the total contract amount from $782,407 to $1,080,732 and extending the term to December 31, 2027.

2. Authorize the Director of Public Works to execute amendments to the professional services agreement with ENGEO Incorporated for up-to $14,916 (5 percent contingency).

22. Authorize the City Manager to enter into a maintenance and as-needed services agreement with Terra Landscape for weed abatement services for a total not-to- exceed amount of $547,651 for a three-year term with the option to extend the agreement for two additional one-year terms, with a total agreement amount not to exceed five years and $982,921
Recommendation:

1. Approve and authorize the City Manager to enter into a three-year maintenance and as-needed services agreement with Terra Landscape from September 1, 2025, to June 23, 2028, in the amount of $547,651 with a not-

City Council Minutes Page 8 of 10 August 19, 2025
to-exceed amount of $152,847 for fiscal year (FY) 2025/26 (September to June), $192,588 for FY 2026/27, and $202,216 for FY 2027/28, inclusive of a 15 percent contingency per year.

2. Authorize the City Manager to exercise two optional one-year agreement extensions, provided upon satisfactory performance at the end of the agreement’s three-year term, with an increase based on the Consumer Price Index (CPI) in the fourth and fifth years, with a total contract amount not to exceed five years and $982,921.

MEETING OPEN TO THE PUBLIC

23. Public Comment regarding items not listed on the agenda – Speakers are limited to 3 minutes.

Mayor Balch opened public comment. The following individuals provided comment:

Joel Hair, Carin Elam, Vicki LaBarge, Harsh, Siva, Hari Kathrani, and Debbie Wallace.

Mayor Balch closed the public comment.

PUBLIC HEARINGS AND OTHER MATTERS

24. Receive a report and provide direction on conducting voter opinion polling for potential revenue ballot measures
Recommendation: Receive a report and provide direction on conducting voter opinion polling for potential revenue ballot measures.

Presentation by Aaron Zavala, Assistant to the City Manager.

Mayor Balch opened public comment. The following individuals provided comment:

Debbie Wallace.

Mayor Balch closed the public comment.

MOTION: It was m/s by Gaidos/Nibert to begin discussion and exploration on a transient occupancy tax but without conducting formal polling. Motion passed by the following vote:

Ayes: Councilmembers Eicher, Gaidos, Nibert, Testa, Mayor Balch Noes: None

Absent: None
MOTION: It was moved by Vice Mayor Nibert to proceed with polling. The motion failed

City Council Minutes Page 9 of 10 August 19, 2025
for lack of a second.

Mayor Balch called a recess at 9:10 p.m. and reconvened the meeting at 9:19 p.m.

25. Receive a report on the operations of the Pleasanton Pioneer Cemetery and provide direction on a modified service model
Recommendation: Receive a report on the operations of the Pleasanton Pioneer Cemetery and provide direction on a modified service model.

Presentation by Heidi Murphy, Library and Recreation Director and Stephanie Sloane (L.F. Sloane Consulting Group).

Mayor Balch opened public comment. The following individuals provided comment:

Frank Capilla, Roy Smith, David Garrison, Jason Hsu, Yvette Garrison.

Mayor Balch closed the public comment.

MOTION: It was m/s by Nibert/Gaidos to shift to the City and Partner service model wherein casket burials will be paused and the City will administer core functions and partner will perform maintenance at an estimated annual expense of $70,000 to $115,000. Motion passed by the following vote:

Ayes: Councilmembers Gaidos, Nibert, Mayor Balch
Noes: Councilmembers Eicher, Testa

Absent: None

26. Receive an update from the Pleasanton Downtown Association and approve appointment of the Advisory Board for the 2026 Downtown Pleasanton Business Improvement District
Recommendation:

1. Receive an update from the Pleasanton Downtown Association on downtown economic vitality

2. Appoint the Pleasanton Downtown Association Executive Committee, comprised of the following members, as the Advisory Board for the Downtown Pleasanton Business Improvement District assessment process and collection for calendar year 2026:
• President – Angel Moore, Member-at-Large
• President Elect – Todd Utikal, Restaurant Owner
• Secretary – Jesse Takens, Retail Owner/Property Owner • Treasurer – Jennifer Hatcher, Personal Services Owner • Past President – Randy Brown, Member-at-Large
Presentation by Lisa Adamos, Economic Development Manager and Gabrielle Welk

City Council Minutes Page 10 of 10 August 19, 2025
(Pleasanton Downtown Association).

Mayor Balch opened public comment. There being no speakers, Mayor Balch closed the public comment.

MOTION: It was m/s by Testa/Gaidos to approve the item as recommended. Motion passed by the following vote:

Ayes: Councilmembers Eicher, Gaidos, Nibert, Testa, Mayor Balch Noes: None

Absent: None

MATTERS INITIATED BY COUNCIL
By majority consensus, the City Council agreed to add exploration of cannabis sales to the City Council's category 3 project priorities list.

COUNCIL REPORTS
Councilmembers reported on regional and local meetings attended.

ADJOURNMENT
Mayor Balch adjourned the meeting at 11:16 p.m.
______________________
Jocelyn Kwong, City Clerk

Item #2

CITY COUNCIL AGENDA REPORT

September 16, 2025
City Manager

TITLE: APPROVE BUDGET AMENDMENTS TO ALLOCATE $100,000 IN OPIOID

SETTLEMENT FUNDS TOWARDS THE CONSTRUCTION OF A NEW

SUBSTANCE-USE DISORDER FACILITY IN UNINCORPORATED ALAMEDA

COUNTY TO SERVE THE TRI-VALLEY REGION

SUMMARY
Through the end of fiscal year 2024/25, the City received over $480,000 in opioid settlement funds through participation in national litigation against pharmaceutical distributors and manufacturers. Staff recommends allocating $100,000 of these funds to support predevelopment and development costs for a 16-bed substance use disorder (SUD) treatment facility at 16459 Tesla Road in unincorporated Alameda County, led by The Alliance for Community Wellness dba La Familia.

The project aligns with state requirements and Opioid Settlement remediation goals. La Familia secured $7.6 million in State Behavioral Health Continuum Infrastructure Program (BHCIP) funding for acquisition and construction. Predevelopment work is underway, with construction scheduled to start in March 2026 and operations projected to begin in July 2027.

Long-term sustainability will be supported by Alameda County Behavioral Health through a 30- year commitment and Medi-Cal reimbursement. The facility will expand the County's behavioral health continuum, serving over 1,400 clients annually across sobering, withdrawal management, and treatment programs, and expanding treatment options for Pleasanton residents and the greater Tri-Valley area.

RECOMMENDATION
Approve budget amendments to allocate $100,000 in Opioid Settlement Funds towards the construction of a new substance-use disorder facility in unincorporated Alameda County to serve the Tri-Valley Region.

BACKGROUND
Beginning in 2021, lawsuits against several manufacturers, distributors, and other entities responsible for aiding the opioid epidemic were resolved in a national settlement. This settlement required the responsible entities to provide funding to abate the effects of the opioid epidemic. California joined in this nationwide lawsuit, and the City began to receive these opioid settlement funds in 2023.

The City has established dedicated funds for opioid settlement proceeds, with a cash balance of approximately $465,000 at the end of fiscal year (FY) 2024/25.

Table 1. Projected Future Opioid Allocations (2025-2038):

Payment Type Distribution Years Projected Allocation
Distributor 2025-2038 $598,111
Janssen 2025-2031 $90,081
Teva 2025-2035 $134,242
Allergan 2025-2029 $67,003
CVS 2025-2032 $190,130
Walgreens 2026-2037 $209,995
Walmart 2025-2028 $7,525
Total $1,297,089

Allowable Uses of Opioid Settlement Funds
In addition to the direct opioid remediation activities outlined within the settlement agreements, California has designated a set of five High Impact Abatement Activities (HIAA):

1. Provision of matching funds or operating costs for substance use disorder facilities with an approved project within the Behavioral Health Continuum Infrastructure Program (BHCIP)

2. Creating new or expanded substance use disorder (SUD) treatment infrastructure

3. Addressing the needs of communities of color and vulnerable populations (including sheltered and unsheltered homeless populations) that are disproportionately impacted by SUD

4. Diversion of people with SUD from the justice system into treatment, including by providing training and resources to first and early responders (sworn and non-sworn) and implementing best practices for outreach, diversion and deflection, employability, restorative justice, and harm reduction

5. Interventions to prevent drug addiction in vulnerable youth

Past Uses of Opioid Settlement Funds

Funds were previously used to support access to primary care services for the unhoused community within the city of Pleasanton through Axis Community Health, particularly for those individuals disproportionately impacted by substance use disorders. Funds allowed for the weekly use of 1-on-1 primary care provider slots. During the primary care visit, the unhoused individual received the following services as necessary: screening of the patient’s social determinants of health (SDOH), care coordination consultations and resources, primary care visit with an MD, warm handoffs to our integrated behavioral health team. Approximately 80% of the patients presenting for services have a history of significant substance-use disorders or

are currently using. Patients in this category experience negative health outcomes from their substance use, as well as continued exposure to triggering situations (i.e., others using around them, availability of substances, etc). Some examples of the services provided during visits include: medical treatment for wounds, assessment of current medical conditions, including chronic health concerns, referrals/assistance locating housing, or being placed on waiting lists, disability paperwork, referrals for specialty care, lab orders, medications provided, medical coverage and applying for coverage, mental health and Substance Use Disorder referrals, and transportation vouchers. In FY 2023/24, $18,550 was expended for this service, and a total of 16 unique patients were served, ages 28 to 69.

Axis Community Health is no longer providing this service.

DISCUSSION
Staff recommend allocating $100,000 from the City’s Opioid Settlement Funds to support La Familia’s Substance Use Disorder Facility to be constructed to serve the Tri-Valley region. The proposed project aligns with the allowable uses of opioid settlement funds to support substance use disorder facilities. In July 2023, La Familia was awarded $7.6 million in Behavioral Health Continuum Infrastructure Program (BHCIP) funding from the State for the acquisition, renovation, and construction of the facility. The center will provide licensed, high- quality care in a therapeutic environment and expand the County's continuum of services, as follows:

Table 2. La Familia Program Description
Program Component Beds Added Proposed Annual Clients
Served
Sobering Center 4 1241
Withdrawal Management 4 176
Treatment Program 8 54

In spring 2025, La Familia retained Kier+Wright Civil Engineers and DLR Architect Group, both have extensive experience in Alameda County. Completed assessments include:
• 3D imaging of the property
• Septic and water system analyses
• Structural review of the private bridge on the property and flood zone analysis to inform planning.

Located within unincorporated Alameda County, the facility will undergo an entitlement process in coordination with County staff. Use permits are expected to be finalized and submitted by November, with development plans completed by February. These steps will set the stage for all predevelopment activities to conclude by February 2026, followed by construction, with completion anticipated by May 2027. The facility is expected to officially open and initiate operations by July 2027.

Operational support will be anchored by Alameda County Behavioral Health through a 30-year

commitment. Programs will be sustained through Medi-Cal reimbursement and County Behavioral Health investments.

The City of Livermore has committed to financially supporting the project with Opioid Settlement Funds. In September, a staff report will be presented to the Livermore City Council to allocate $350,000 in opioid settlement funds for this project.

The proposed $100,000 allocation is intended as a one-time investment in capital and predevelopment costs. While BHCIP funding will cover the majority of construction, and Alameda County Behavioral Health will fund ongoing operations, additional support may be required to sustain a full continuum of SUD services for Tri-Valley residents.

This project is expected to directly advance all five HIAA priorities and provide critical regional treatment capacity.

Potential Future Uses of Opioid Settlement Funds
Staff is also evaluating other eligible and potentially high-impact uses of the remaining opioid settlement funds. Areas under consideration include, but are not limited to:
• Data Tracking Tools: Enhancing systems for monitoring opioid-related trends and program outcomes.
• Mental Health Clinicians: Expanding access to behavioral health professionals to support individuals affected by substance use disorders. • Educational Programs: Implementing community-based prevention and awareness programs targeting youth and at-risk populations.
• Narcan Distribution: Increasing the availability of opioid overdose reversal agents to first responders and community members.
• Other Evidence-Based Interventions: Exploring innovative strategies that align with the settlement guidelines and address community-specific needs.

Staff will continue to review guidance, consult with stakeholders, and assess best practices to develop a comprehensive proposal for fund allocation.

EQUITY AND SUSTAINABILITY
Providing funds to support a substance use disorder facility in the Tri-Valley will provide a safe space for those in need of treatment, closer to their local community, including Pleasanton residents.

OUTREACH
No outreach was conducted on this item.

STRATEGIC PLAN ALIGNMENT
This recommendation aligns with the ONE Pleasanton Strategic Plan Goal: E. Building a Community Where Everyone Belongs.

FISCAL IMPACT
The City has established dedicated funds for Opioid Settlement proceeds, with a cash balance of approximately $465,000 at the end of FY 2024/25. The City expects to receive an additional $1.3 million in settlement funds between now and 2038.

Prepared by: Submitted by: Approved by:

Heidi Murphy, Director of
Library and Recreation
Alexa Jeffress, Assistant City Manager

Gerry Beaudin, City
Manager

Attachments:

None

Item #3

CITY COUNCIL AGENDA REPORT

September 16, 2025
City Manager

TITLE: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL

SERVICES AGREEMENT WITH ROJAS PUBLIC AFFAIRS FOR ON-CALL COMMUNICATIONS SUPPORT IN THE AMOUNT NOT TO EXCEED $350,000

FOR THREE YEARS

SUMMARY
The City has experienced an increase in communications needs, specifically for large-scale, citywide projects. In July, staff advertised for general on-call communications support via a Request for Proposals (RFP) and six general communications firms responded. Staff recommends that the City Council award an on-call agreement to Rojas Public Affairs for a not-to-exceed amount of $350,000 for a three-year term. No amount of money or work is guaranteed, and work will be assigned based solely on recognized need.

RECOMMENDATION
Authorize the City Manager to enter into a professional services agreement with Rojas Public Affairs for on-call communications support in the amount not to exceed $350,000 for three years.

BACKGROUND
The City has experienced an increase in communications needs, specifically for large-scale, citywide projects. In July, staff advertised for general on-call communications support via a Request for Proposals (RFP). The types of services advertised in the RFP include, but are not limited to: strategic communications planning and implementation, media relations and training, branding, speechwriting, graphic design, photography, and videography.

These services will provide support for various City projects and initiatives. Since this is a varied and ongoing need, the City has found the best mechanism to acquire these services is through the use of an “on-call” agreement.

The RFP described the type of work needed, indicated that the City would be seeking multiple firms to perform the work, and indicated the intention to enter into a three-year on-call agreement with work assigned as needed.

DISCUSSION
The City has historically used consultants for larger-scale communications around specific projects or topics, such as the Regional Groundwater Facilities Projects, water rate education, strategic plan development, and budget engagement. Bundling this work into a single on-call contract for as-needed work will enhance efficiency. While the dollar amount for this contract is larger than previous project-specific contracts, the total is comparable to the multiple contracts the City has entered into in the past.

More than half of the total not-to-exceed contract amount, or approximately $200,000 of the total funds for this contract, is expected to come from the Water Enterprise, Sewer Enterprise, and various Capital Improvement Program (CIP) and other enterprise funds.The remaining funding for this agreement will be provided from the General Fund. Anticipated enterprise- funded projects include water-related communications (CIP projects, new wells), sewer system planning and rate discussion, West Las Positas reconstruction, Asset Management Plan (partial), and garbage franchise/rates education. Anticipated General Fund-funded projects include Community and Economic Development, stormwater system, budget and revenue development, and other general topics as needed.

When a service is needed for a project, the firm will be requested to submit a detailed proposal that defines the scope of work for the project and the fee required to complete the work. Staff will negotiate the final scope of work and fee as projects arise, and an assignment will be issued to the consultant, authorizing the work under the agreement terms.

A total of 12 firms responded to the RFP, six of which were general communications firms. Of those, Rojas was selected based on their extensive experience, familiarity with Pleasanton, and reasonable costs. The other responses were for specific services (i.e. photography only).

The City plans to enter into smaller contracts with several of these firms for specific project needs.

Approval of this agreement authorizes staff to spend up to the total not to exceed amount of $350,000 over a three-year period, which will likely consist of eight to ten separate project authorizations over the term of the agreement.

EQUITY AND SUSTAINABILITY
Public engagement and communication enhance transparency and accountability, leading to more informed and effective public policies that reflect the needs and interests of all community members.

OUTREACH
No outreach was conducted, as this item is a routine matter of City business.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the Citywide ONE Pleasanton strategic plan goal of Building a Community Where Everyone Belongs, Strategy 2 – Develop a plan for strategic external communications to the community that focuses on priorities and integrates equitable best practices to increase the reach and access for the entire community. It will also advance community awareness and engagement around multiple other strategic priorities.

FISCAL IMPACT
No additional funding is needed to approve this consultant agreement. Funding for this agreement is budgeted in the General Fund and Enterprise Funds. Funding for fiscal year 2027/28 will be included in the next two-year budget development.

The recommended total not-to-exceed amount under the agreement is $350,000 over the three-year term. There is no guarantee that the total amount will be expended over the term and there is no amount of work guaranteed to any of the three firms. Work will be assigned by

the Communications team based solely on recognized need.

Prepared by: Submitted by: Approved by:

Heather Tiernan,
Communications Manager
Alexa Jeffress, Assistant City Manager

Gerry Beaudin, City
Manager

Attachments:

1. Draft Professional Services Agreement

PROFESSIONAL SERVICES AGREEMENT
Communication and Engagement Support

THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into this 16th day of September 2025, between the CITY OF PLEASANTON, a municipal corporation (“City”), and Rojas Communications Group, Inc., a California Corporation, whose address is 6782 Plum Way, Rancho Cucamonga, CA 91739, and telephone number is (213) 400-8664, (“Consultant”).

RECITALS

A. Consultant is qualified to and experienced in providing communications consulting for the purposes specified in this Agreement.

B. City finds it necessary and advisable to use the services of the Consultant for the purposes provided in this Agreement.

NOW THEREFORE, in consideration of the mutual covenants and conditions in this Agreement, City and Consultant agree as follows:

1. Consultant’s Services. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in Exhibit A. Consultant shall provide said services at that time, place and in the manner specified in Exhibit A.

2. City Assistance, Facilities, Equipment and Clerical Support. Except as set forth in Exhibit A, Consultant shall, at its sole cost and expense, furnish all facilities and equipment that may be required for furnishing services pursuant to this Agreement. City shall furnish to Consultant only the facilities and equipment listed in Exhibit A according to the terms and conditions set forth in Exhibit A.

3. Term. This contract shall commence on the date written above and shall expire on August 31, 2028.

4. Compensation. City shall pay Consultant for services rendered on a time and material cost basis with a not to exceed limits as defined in Exhibit A and shall be in accordance with the fee schedule contained in Exhibit A. The payments shall be made on a monthly basis upon receipt and approval of Consultant’s invoice. Compensation for services and reimbursement for costs shall not exceed $350,000,

a. Invoices submitted to City must contain a brief description of work performed, time used and City reference number. Payment shall be made within thirty (30) days of receipt of Consultant’s invoice and approved by City.

Attachment 1

b. Upon completion of work and acceptance by City, Consultant shall have sixty (60) days in which to submit final invoicing for payment. An extension may be granted by City upon receiving a written request thirty (30) days in advance of said time limitation. The City shall have no obligation or liability to pay any invoice for work performed which the Consultant fails or neglects to submit within sixty (60) days, or any extension thereof granted by the City, after the work is accepted by the City.

5. Sufficiency of Consultant’s Work. All work product and all other documents prepared by Consultant shall be adequate and sufficient to meet the purposes for which they are prepared.

6. Ownership of Work. All work product and all other documents completed or partially completed by Consultant in the performance of this Agreement shall become the property of the City. All materials shall be delivered to the City upon completion or termination of the work under this Agreement. If any materials are lost, damaged or destroyed before final delivery to the City, the Consultant shall replace them at its own expense. Any and all copyrightable subject matter in all materials is hereby assigned to the City and the Consultant agrees to execute any additional documents that may be necessary to evidence such assignment. Consultant shall keep materials confidential. Materials shall not be used for purposes other than performance of services under this Agreement and shall not be disclosed to anyone not connected with these services, unless the City provides prior written consent.

7. Changes. City may request changes in the scope of services to be provided by Consultant.

Any changes and related fees shall be mutually agreed upon between the parties and subject to a written amendment to this Agreement.

8. Consultant’s Status. In performing the obligations set forth in this Agreement, Consultant shall have the status of an independent contractor and Consultant shall not be considered to be an employee of the City for any purpose. All persons working for or under the direction of Consultant are its agents and employees and are not agents or employees of City.

9. Termination for Convenience of City. The City may terminate this Agreement at any time by mailing a notice in writing to Consultant. The Agreement shall then be deemed terminated, and no further work shall be performed by Consultant. If the Agreement is so terminated, the Consultant shall be paid for that percentage of the work actually completed at the time the notice of termination is received.

10. Non-Assignability. The Consultant shall not assign, sublet, or transfer this Agreement or any interest or obligation in the Agreement without the prior written consent of the City, and then only upon such terms and conditions as City may set forth in writing. Consultant shall be solely responsible for reimbursing subcontractors.

11. Indemnity and Hold Harmless. Consultant shall defend, indemnify, and hold harmless, the City and its officers, agents and employees from and against all claims, losses, damage, injury, and liability for damages arising from, or alleged to have arisen from, errors, omissions, negligent or wrongful acts of the Consultant in the performance of its services under this Agreement, regardless of whether the City has reviewed or approved the work or services which has given rise to the claim, loss, damage, injury or liability for damages. This indemnification shall extend for a reasonable period of time after completion of the project as well as during the period of actual performance of services under this Agreement. The City’s acceptance of the

insurance certificates required under this Agreement does not relieve the Consultant from its obligation under this paragraph.

12. Insurance. During the term of this Agreement, Consultant shall maintain in full force and effect, at its own cost and expense, insurance coverages with insurers with an A.M. Best’s rating of no less than A:VII. Contractor shall have the obligation to furnish City, as additional insured, the minimum coverages identified below, or such greater or broader coverage for City, if available in the Contractor’s policies:

a. General Liability and Bodily Injury Insurance. Commercial general liability insurance with limits of at least $2,000,000 combined limit for bodily injury and property damage that provides that the City, its officers, employees and agents are named as additional insureds under the policy as evidenced by an additional insured endorsement satisfactory to the City Attorney.

The policy shall state in writing either on the Certificate of Insurance or attached rider that this insurance will operate as primary insurance for work performed by Consultant and its subconsultants, and that no other insurance effected by City or other named insured will be called on to cover a loss.

b. Automobile Liability Insurance. Automobile liability insurance with limits not less than $2,000,000 per person/per occurrence.

c. Workers’ Compensation Insurance. Workers’ Compensation Insurance for all of Consultant’s employees, in strict compliance with State laws, including a waiver of subrogation and Employer’s Liability Insurance with limits of at least $1,000,000.

d. Professional Liability Insurance. Professional liability insurance in the amount of $2,000,000.

e. Certificate of Insurance. Consultant shall file a certificate of insurance with the City prior to the City’s execution of this Agreement, and prior to engaging in any operation or activity set forth in this Agreement. The Certificate of Insurance shall provide in writing that the insurance afforded by this Certificate shall not be suspended, voided, canceled, reduced in coverage or in limits without providing notice to the City in accordance with California Insurance Code section 677.2 which requires the notice of cancellation to: 1) include the effective date of the cancellation; 2) include the reasons for the cancellation; and 3) be given at least 30 days prior to the effective date of the cancellation, except that in the case of cancellation for nonpayment of premiums or for fraud, the notice shall be given no less than 10 days prior to the effective date of the cancellation. Notice shall be sent by certified mail, return receipt requested. In addition, the insured shall provide thirty (30) days prior written notice to the City of any cancellation, suspension, reduction of coverage or in limits, or voiding of the insurance coverage required by this agreement. The City reserves the right to require complete certified copies of policies.

f. Waiver of Subrogation. The insurer agrees to waive all rights of subrogation against the City, its officers, employees and agents.

g. Defense Costs. Coverage shall be provided on a “pay on behalf of” basis, with defense costs payable in addition to policy limits. There shall be no cross-liability exclusions. These provisions do not apply to Professional Liability.

h. Subcontractors. Consultant shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated in this Agreement, including but not limited naming additional insureds.

13. Notices. All notices herein required shall be in writing and shall be sent by certified or registered mail, postage prepaid, addressed as follows:

To Consultant: Jaime Rojas, Jr. To City: City Manager Rojas Public Affairs City of Pleasanton
6782 Plum Way P.O. Box 520
Rancho Cucamonga, CA 91739 Pleasanton, CA 94566

14. Conformance to Applicable Laws. Consultant shall comply with all applicable Federal, State, and Municipal laws, rules, and ordinances. Consultant shall not discriminate in the employment of persons or in the provision of services under this Agreement on the basis of any legally protected classification, including race, color, national origin, ancestry, sex or religion of such person.

15. Licenses, Certifications and Permits. Prior to the City’s execution of this Agreement and prior to the Consultant’s engaging in any operation or activity set forth in this Agreement, Consultant shall obtain a City of Pleasanton business license, which must be kept in effect during the term of this Agreement. Consultant covenants that it has obtained all certificates, licenses, permits and the like required to perform the services under this Agreement.

16. Records and Audits. Consultant shall maintain all records regarding this Agreement and the services performed for a period of three years from the date that final payment is made. At any time during normal business hours, the records shall be made available to the City to inspect and audit.

17. Confidentiality. Consultant shall exercise reasonable precautions to prevent the unauthorized disclosure and use of City reports, information or conclusions.

18. Conflicts of Interest. Consultant covenants that other than this Agreement, Consultant has no financial interest with any official, employee or other representative of the City. Consultant and its principals do not have any financial interest in real property, sources of income or investment that would be affected in any manner of degree by the performance of Consultant’s services under this Agreement. If such an interest arises, Consultant will immediately notify the City.

19. Waiver. In the event either City or Consultant at any time waive any breach of this Agreement by the other, such waiver shall not constitute a waiver of any other or succeeding breach of this Agreement, whether of the same or of any other covenant, condition or obligation.

20. Governing Law. California law shall govern any legal action pursuant to this Agreement with venue in the applicable court or forum for Alameda County.

21. No Personal Liability. No official or employee of City shall be personally liable to Consultant in the event of any default or breach by the City or for any amount due Consultant.

22. Exhibits. All exhibits referred to herein are attached hereto and are by this reference incorporated herein.

23. Counterparts and Electronic Signatures. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. Counterparts may be delivered via facsimile, electronic mail (including pdf or any electronic signature complying with U.S. federal E-Sign Act of 2000 (15 U.S. Code §7001 et seq.), California Uniform Electronic Transactions Act (Cal. Civil Code §1633.1 et seq.), or other applicable law) or other transmission method, and any counterpart so delivered shall be deemed to have been duly and validly delivered and be valid and effective for all purposes.

24. Scope of Agreement. This writing constitutes the entire Agreement between the parties.

Any modification to the Agreement shall be in writing and signed by both parties.

THIS AGREEMENT executed the date and year first above written.

CITY OF PLEASANTON CONSULTANT –

__________________________ By: __________________________ Gerry Beaudin, City Manager Signature

ATTEST: __________________________
Print name
__________________________
Jocelyn Kwong, City Clerk Its: __________________________ Title

Approved as to form:

_____________________________ By: __________________________ Daniel G. Sodergren, City Attorney Signature

__________________________
Print name

Its: __________________________
Title

[If Consultant is a corporation, signatures must comply with California Corporations Code §313]

Rev. 11/23

SCOPE OF WORK – EXHIBIT A

Under the direction of the City’s Communications Manager and in collaboration with project staff, the consultant shall provide the following services to the City • Strategic communications planning and implementation
• Branding research and development
• Speechwriting
Graphic design (digital and print)[Grab your reader’s attention with a great quote from the document or use this space to emphasize a key point. To place this text box anywhere on the page, just drag it.]
•
• Photography and videography (including editing and captioning) • Data analysis, and reporting
• Event planning, coordination, execution
• Document Review

The consultant will follow a structured strategic approach to delivering on-call communication services, which includes:
• Research and Discovery Phase – We will begin by gathering insights to inform the overall strategy and determine the most effective methods for evaluating the City’s outreach and engagement needs. This may include conducting a comprehensive situational analysis of communications materials, one-on-one internal and external interviews, group stakeholder workshops, and public opinion polling. This phase helps us understand the City's current issues, levels of customer satisfaction, existing local and regional relationships, and the most effective channels for communicating and engaging with residents, businesses, and regional partners.
• Planning Phase - Based on our research and the City’s goals, develop or update the City’s communication plan to include recommended outreach strategies, objectives, tactics, timelines, and key messages. Potential tactical approaches have been included in Section C.
• Implementation Phase - This is the execution phase, where strategic plans are translated into action. A key priority will be to streamline and standardize outreach efforts to ensure practicality, efficiency, and consistency. We will dedicate time early in the process to develop core materials to support outreach efforts, including messaging guides, standardized outreach templates, and graphic design assets. All materials will be designed to align with the City’s brand guidelines. Once approved, individual assets will be uploaded to and designed within Canva, an online collaborative design platform, to promote flexibility and ease of collaboration with the team.

• Evaluation & Refinement Phase - Accuracy, efficiency, consistency, and effectiveness are essential in executing public outreach campaigns. The City exhibits professionalism when creating high-quality documents, content, and results. Therefore, efforts will be made to measure outcomes and impact including our success staying within budget, meeting expectations, and delivering work products on time. In doing so, we can refine and adjust as needed throughout our efforts.

Item #4

CITY COUNCIL AGENDA REPORT

August 28, 2025
Community and Economic Development

TITLE: ADOPT ORDINANCE NO. 2297 AN ORDINANCE OF THE CITY COUNCIL OF THE

CITY OF PLEASANTON FINDING AMENDMENTS TO THE ZONING CODE ARE

EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT UNDER GUIDELINES SECTION 15061(B)(3) AND APPROVE AMENDMENTS TO CHAPTERS

18.08, 18.20, 18.40, 18.48, 18.84, 18.88, 18.92, AND TABLE 18.44.080 OF THE PLEASANTON MUNICIPAL CODE (PMC) TO: (1) MODIFY THE DEFINITION OF LIGHT INDUSTRIAL; (2) ESTABLISH THE DEFINITION OF AN INNOVATION-BASED BUSINESS (IBB); (3) MODIFY TABLE 18.44.080 TO PERMIT OR CONDITIONALLY

PERMIT IBBS IN THE C-R(P), O, I-P, I-G, PUD-C (JOHNSON DRIVE ECONOMIC

DEVELOPMENT ZONE ONLY), PUD-C-O, PUD-I, PUD-I/C-O, AND PUD-MU DISTRICTS, AND THE FOLLOWING DISTRICTS OF THE HACIENDA PUD AREA:

OGPD, OPD, OMPD, CDP, IPD, MOIPD, MCOIRPD, AND MCOIPD; (4) MODIFY THE DESIGN REVIEW REQUIREMENTS FOR: (A) IBBS CONSTRUCTING NEW AND/OR

SIGNIFICANTLY MODIFYING EXISTING BUILDINGS, (B) IBBS LEASING SPACE IN

A PREVIOUSLY REVIEWED AND APPROVED BUILDING, AND (C) IBBS THAT ARE PERMITTED BY RIGHT; AND (5) MODIFY SPECIFIC AND RELATED DEVELOPMENT STANDARDS FOR IBBS, AS FILED UNDER CASE NO. P25-0192

The foregoing Ordinance No. 2297 was introduced at a regular meeting of the City Council on August 19, 2025, by the following vote:

Ayes: Councilmembers Eicher, Gaidos, Nibert, Testa, Mayor Balch Noes: None

Absent: None
Abstain: None

ORDINANCE NO. 2297

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PLEASANTON FINDING

AMENDMENTS TO THE ZONING CODE ARE EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT UNDER GUIDELINES SECTION 15061(B)(3) AND APPROVE AMENDMENTS TO CHAPTERS 18.08, 18.20, 18.40, 18.48, 18.84, 18.88,

18.92, AND TABLE 18.44.080 OF THE PLEASANTON MUNICIPAL CODE (PMC) TO:
(1) MODIFY THE DEFINITION OF LIGHT INDUSTRIAL; (2) ESTABLISH THE DEFINITION OF AN INNOVATION-BASED BUSINESS (IBB); (3) MODIFY TABLE

18.44.080 TO PERMIT OR CONDITIONALLY PERMIT IBBS IN THE C-R(P), O, I-P, I-G,

PUD-C (JOHNSON DRIVE ECONOMIC DEVELOPMENT ZONE ONLY), PUD-C-O,

PUD-I, PUD-I/C-O, AND PUD-MU DISTRICTS, AND THE FOLLOWING DISTRICTS OF THE HACIENDA PUD AREA: OGPD, OPD, OMPD, CDP, IPD, MOIPD, MCOIRPD, AND MCOIPD; (4) MODIFY THE DESIGN REVIEW REQUIREMENTS FOR: (A) IBBS

CONSTRUCTING NEW AND/OR SIGNIFICANTLY MODIFYING EXISTING

BUILDINGS, (B) IBBS LEASING SPACE IN A PREVIOUSLY REVIEWED AND APPROVED BUILDING, AND (C) IBBS THAT ARE PERMITTED BY RIGHT; AND (5)

MODIFY SPECIFIC AND RELATED DEVELOPMENT STANDARDS FOR IBBS, AS FILED UNDER CASE NO. P25-0192

WHEREAS, on April 6, 2025, the City of Pleasanton proposed to amend Chapters 18.08,

18.20, 18.40, 18.48, 18.84, 18.88, 18.92, and Table 18.44.080 of the Pleasanton Municipal Code (PMC) to: (1) modify the definition of Light Industrial; (2) establish the definition of an Innovation- Based Business (IBB); (3) modify Table 18.44.080 to permit or conditionally permit IBBs in the C- R(p), O, I-P, I-G, PUD-C (Johnson Drive Economic Development Zone only), PUD-C-O, PUD-I, PUD-I/C-O, and PUD-MU Districts, and the following Districts of the Hacienda PUD Area: OGPD, OPD, OMPD, CDP, IPD, MOIPD, MCOIRPD, and MCOIPD; (4) modify the Design Review requirements for: (a) IBBs constructing new and/or significantly modifying existing buildings, (b) IBBs leasing space in a previously reviewed and approved building, and (c) IBBs that are permitted by right; and (5) modify specific and related development standards for IBBs (hereinafter the “Project”); and

WHEREAS, the subject/affected properties are zoned C-R(p), O, I-P, I-G, PUD-C (Johnson Drive Economic Development Zone only), PUD-C-O, PUD-I, PUD-I/C-O, and PUD-MU Districts, and the following Districts of the Hacienda PUD Area: OGPD, OPD, OMPD, CDP, IPD, MOIPD, MCOIRPD, and MCOIPD Districts; and

WHEREAS, the City of Pleasanton is the lead agency on the Project, and the City Council is the decision-making body for the proposed approval of the Project; and

WHEREAS, on May 28 and July 23, 2025, the Planning Commission held a duly noticed public hearing to consider the Project, all public comments and testimony, and findings; and then recommended approval of the Project to the City Council; and

WHEREAS, on August 19, 2025, the City Council held a duly noticed public meeting to consider the Project, all public comments and testimony, findings, and the Planning Commission recommendation.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLEASANTON DOES HEREBY ORDAIN AS FOLLOWS:

Ordinance No. 2297

SECTION 1: Prior to taking action on the Project, and at a properly noticed public meeting, the City Council reviewed written and oral staff reports, conducted a public hearing on the Project and took testimony, and received into the record all pertinent documents related to the Project (collectively, the “Record Evidence”). The City Council’s determination is based on the Record Evidence, which is incorporated into this Ordinance by reference.

SECTION 2: The Project is consistent with the adopted General Plan and the Economic Development Strategic Plan as it aligns with the applicable land use designations and supports the General Plan’s and the Economic Development’s Strategic Plan’s Programs, Policies, and Goals related to sustainability, community development, industrial, commercial, office, and the economic and fiscal element. As such, the Project complies with the requirements of Government Code Section 65860 regarding zoning consistency with the General Plan.

SECTION 3: The City Council finds the proposed text amendments to Chapter 18 Zoning of the Pleasanton Municipal Code are exempt from environmental review under CEQA Guidelines Section 15061(b)(3) in that CEQA only applies to projects that have the potential for causing a significant effect on the environment. Since it can be seen with certainty that there is no possibility that the proposed text amendments will have a significant effect on the environment, no additional environmental review is required. The proposed amendments involve uses that are less intensive than existing industrial uses in the City and do not generate significant impacts to adjacent properties. Any innovation-based businesses that involve the use of hazardous materials or produce hazardous waste are required to follow federal, state, and local regulations. Those regulations impose extensive environmental, health, and safety regulations on such uses. In light of the extensive regulatory requirements, less restrictive local zoning regulations for innovation- based businesses involving hazardous materials or hazardous waste would not result in any new environmental impacts. CEQA review, if any, for future projects may be conducted on a project- by-project basis.

SECTION 4: The City Council has considered the findings made in Planning Commission Resolution No. PC-2025-17 and hereby adopts the same findings by this reference, and based upon the City Council’s own independent review and considerations, approves Case No. P25-0192, the application of the City of Pleasanton to amend Chapters 18.08, 18.20, 18.40,

18.48, 18.84, 18.88, 18.92, and Table 18.44.080 of the Pleasanton Municipal Code (PMC) to: (1) modify the definition of Light Industrial; (2) establish the definition of an Innovation-Based Business (IBB); (3) modify Table 18.44.080 to permit or conditionally permit IBBs in the C-R(p), O, I-P, I-G, PUD-C (Johnson Drive Economic Development Zone only), PUD-C-O, PUD-I, PUD- I/C-O, and PUD-MU Districts, and the following Districts of the Hacienda PUD Area: OGPD, OPD, OMPD, CDP, IPD, MOIPD, MCOIRPD, and MCOIPD; (4) modify the Design Review requirements for: (a) IBBs constructing new and/or significantly modifying existing buildings, (b) IBBs leasing space in a previously reviewed and approved building, and (c) IBBs that are permitted by right; and (5) modify specific and related development standards for IBBs, as attached hereto and incorporated herein by reference as Exhibit A.

SECTION 5. A summary of this ordinance shall be published once within fifteen (15) days after its adoption in “The Valley Times,” a newspaper of general circulation published in the City of Pleasanton, and the complete ordinance shall be posted for fifteen (15) days in the City Clerk’s office within fifteen (15) days after its adoption.

SECTION 6. This ordinance shall be effective thirty (30) days after its passage and adoption.

Ordinance No. 2297

The foregoing Ordinance was introduced at a regular meeting of the City Council of the City of Pleasanton on August 19, 2025, and adopted at a regular meeting on September 16, 2025, by the following vote:

Ayes:

Noes:

Absent:

Abstain:

______________________________
Jack Balch, Mayor

ATTEST:

____________________________
Jocelyn Kwong, City Clerk

APPROVED AS TO FORM:

____________________________
Daniel G. Sodergren, City Attorney

Ordinance No. 2297

EXHIBIT A
AMENDMENTS TO CHAPTERS 18.08, 18.20, 18.40, 18.48, 18.84, 18.88, 18.92, AND TABLE

18.44.080 OF THE PLEASANTON MUNICIPAL CODE (PMC)

(PAGE INTENTIONALLY LEFT BLANK)

Ordinance No. 2297

Chapter 18.08 Definitions is hereby amended to read:

§ 18.08.263. Industrial, light.
"Light industrial" means a category of less intrusive industrial uses that is capable of operation in such a manner as to control the external effects of manufacturing processes, such as smoke, noise, vibration, soot, and odor. It includes, but is not limited to:
a. Warehousing, storage, wholesaling, logistics, and distribution uses. b. Printing, contractors, and business services not generally patronized by the general public.
c. Food processing, recycling, laundry plants, light assembly and fabrication, and other industrial operations with minimal risk of off-site impacts. d. Outdoor storage and construction yard space.
e. Artist or artisan workspace that involves the production of an applied art or craft strictly using hand tools or small mechanical equipment.

§ 18.08.264. Industrial, Innovation-Based Business.
"Innovation-Based Business" ("IBB") means industrial activities characterized by: (a) use of advanced technology; (b) smaller scale production and/or focus on research & development; (c) operations that are entirely indoors; and (d) industrial processes that may involve higher investment in equipment and utilities compared to light industrial uses but do not generate excessive impacts to adjacent properties. Includes Research & Development (R&D), data centers, pilot production, machinery manufacturing, small-to-medium-scale production facilities focused on scientific research and the design, development, and testing of electrical, electronic, magnetic, optical, pharmaceutical, chemical, and biotechnology components and products, or any other similar uses as determined by the Zoning Administrator or Planning Commission pursuant to Chapter 18.128. Uses may include the handling of some hazardous materials but regulated so as to mitigate the risk of off-site impacts. In any district that permits innovation-based businesses, design review shall be required as prescribed by Chapter 18.20.

Chapter 18.20 Design Review is hereby amended to read:

§ 18.20.010. Projects subject to design review.

In order to preserve and enhance the city's aesthetic values and to ensure the preservation of the public health, safety, and general welfare, the following projects shall be subject to discretionary design review.

A. The planning commission is empowered to review and make decisions concerning the following classes of projects:

1. All outdoor uses, new improvements and structures, or expansions thereof, proposed within all zoning districts except the PUD district.

2. Any matter referred to it by the zoning administrator for decision.

3. Appeals of items acted upon by the zoning administrator.

B. The zoning administrator shall review and make decisions concerning the following classes of projects:

Ordinance No. 2297

1. All accessory structures which exceed 10 feet in height, measured from average ground level to the highest point on the structure.

2. Additions to single-family houses which exceed 10 feet in height, as height is defined in this title.

3. Fences, walls, and hedges greater than six feet in height, as height is defined in this title.

4. All models of single-family projects.

5. All custom single-family homes.

6. All outdoor uses, new improvements, and structures in PUD districts in which the conditions of approval specifically have delegated decision making authority over design issues to the preexisting design review board.

7. All signs.

8. All satellite earth stations and microwave dish antennas, whether located in a residential or nonresidential district.

9. Minor building additions in "straight zoned" (non-PUD) districts. (Minor building additions in PUD districts would continue to be treated as minor modifications, subject to staff approval.)

10. Exterior improvements or expansions to unreinforced masonry buildings, as defined in Section 18.08.580 of this title.

11. Commercial and noncommercial towers, spires, cupolas, chimneys, penthouses, water tanks, fire towers, flagpoles, monuments, scenery lofts, and similar structures.

12. Commercial and noncommercial radio and television antennas and transmission towers, personal wireless service facilities, and receive-only antennas greater than 10 feet in height.

13. All covered front porches that are located in the front yard setback area in the R-1, RM zoning districts and PUD zoned residential properties referencing the R-1/RM development standards of this code.

14. Small electricity generator facilities, and small fuel cell facilities.

15. Additions and exterior modifications/alterations listed below to single-family houses in residential zoning districts within the Downtown Specific Plan Area that are considered historic resources as defined by the Downtown Specific Plan:

a. Wall and foundation cladding including, but not limited to, material, finish, shape, orientation, and joinery.

Ordinance No. 2297

b. Porches and balconies including, but not limited to, banisters/railings, balusters, posts/supports, and material.

c. Windows including, but not limited to, window shape, size, placement, operation, material, trim/surround, mullions/glazing pattern, and recess from the exterior wall.

d. Roofs including, but not limited to, roof form, eaves, material, color, and pitch.

e. Chimneys including, but not limited to, material, finish, location, size, and shape.

f. Front doors.

g. Architectural trim and details including, but not limited to, corbels, knee braces, brackets, cornice, dentils, etc.

16. All construction of a new building(s) or significant building addition(s) as determined by the zoning administrator associated with innovation-based businesses prescribed by Chapter 18.08. Innovation-based businesses that are occupying a previously approved building(s) with no exterior changes, minor building addition(s)/modification(s), or site plan only modification(s) as determined by the zoning administrator shall not be subject to design review.

The zoning administrator may refer any of the above items to the planning commission for review and action.

C. Modifications or deviations from an approved plan, if deemed substantial by the zoning administrator, shall be reviewed in accordance with the procedures for the original use or structure classification.

D. The zoning administrator may waive review altogether or administratively process an application if a new or modified use or structure shall not be visible from any public street or area held open to the public.

Chapter 18.40 Office District is hereby amended to read:

§ 18.40.055. Service Equipment.

In all applicable O Districts and any district that permits innovation-based businesses, equipment required for building services such as transformers, emergency generators, gas meters, and similar components shall be sited to minimize visual impact from public open spaces and primary pedestrian and vehicular routes, and such equipment shall be screened per the requirements of Chapter 18.84.

Table 18.44.080 Permitted and Conditional Uses is hereby amended to read:

Ordinance No. 2297

The following uses shall be permitted uses or conditional uses in a commercial, mixed-use, office, or industrial district according to the following legend:

P Permitted Use MU-T Mixed Use Transitional
C Conditional Use CR Regional Commercial District
MCUP Minor Conditional Use CS Service Commercial District TC Temporary Conditional Use CF Freeway Interchange Commercial District CN Neighborhood Commercial District O Office District
CC Central Commercial District IP Industrial Park District MU-D Mixed Use Downtown IG General Industrial District
If a property is zoned PUD, then the PUD shall be consulted for permitted and conditionally permitted uses before consulting this table. Where there is a conflict between Table 18.44.080 and the PUD, the PUD shall govern.

USES C-N C-C C-R
(m1)
C-R
(p2)

C-S C-F O I-P I-G MU-D MU-
T35
Heavy industrial C13 C13
Light industrial33 P P P
Innovation-Based
Business36, 37, 38
P36 MCUP36 P36 P36
Microbreweries16 P P P P P P P
"Radioactive materials
uses" as defined in
Section 18.08.445 of this
title
C C13
Rental yards, including
the rental of hand tools,
garden tools, power
tools, trucks and trailers
and other similar
equipment
C
Warehousing, not
including storage of fuel
or flammable liquids33
P11, 17, 18 MCUP MCUP P
Wineries16 P P P P P P P
Nursery schools4, 5 C C C
Schools and colleges with
more than 20 students in
the facility at any one
time. This category
includes trade schools,
business schools,
heritage schools, music
and art schools, tutoring,
but does not include
general purpose
schools5, 6
MCUP MCUP18 MCUP MCUP MCUP MCUP C MCUP MCUP MCUP18 C
Offices, including, but
not limited to, business,
professional and
administrative offices
P P18 P P P P P P18 P
Personal services26, 39 P P18 P P P P18 P
Hotels and motels P C P MCUP

Notes:
1 Uses which are part of a completely enclosed mall complex, except where specifically allowed outside of the mall, all activities take place entirely indoors. 2 Uses on peripheral sites physically separated from a central enclosed mall. 4 State-mandated outdoor play areas shall face new or existing landscaping sufficient to buffer the play area from view, shall be separated from customer parking areas by a heavy wood fence or comparable barrier, shall be isolated from loading docks and associated delivery truck circulation areas, and shall contain landscaping for outdoor children's activities. The standard city noise ordinance applies.

Ordinance No. 2297

5 The use is subject to the following conditions: (1) The facility shall adhere to all occupancy, ADA, California Building Code, and exiting requirements; (2) The zoning administrator finds that adequate parking is available for the said use, and the proposal has an effective traffic circulation system including pick-up and drop-off for business patrons; (3) The standard city noise ordinance applies; (4) If applicable, an outdoor play area proposed would not cause the ambient noise levels at the property plane to increase by 4 dB Ldn. The zoning administrator may request a noise study or other professional study in order to determine whether the use meets or exceeds this threshold.
6 Music and art schools shall be at least 150 feet from an R district. 11 A conditional use permit shall be required for special downtown accessory entertainment uses, as defined in Chapter 18.08 of this title, and the use does not comply with the hour restrictions and/or conditions required for the use to be a permitted use or a temporary conditional use. 13 The city planning commission shall make a specific finding that the use will conform with each of the required conditions prescribed in Sections 18.48.040 through 18.48.120 of this chapter, in addition to the findings prescribed in Section 18.48.060. 16 The following conditions shall apply to microbreweries and wineries: (1) The zoning administrator finds that adequate parking is available for said use; (2) If the zoning administrator determines that the use will be or is creating odor problems, an odor abatement device determined to be appropriate by the zoning administrator shall be installed within the exhaust ventilation system to mitigate brewery odors; (3) The applicant is in compliance with all applicable requirements of Chapter 9.04 of this code; (4) If operation of the use results in conflicts pertaining to parking, noise, odors, traffic, or other factors, the zoning administrator may modify or add conditions to mitigate such impacts, or may revoke the zoning certificate for the use. 17 Basement storage as defined in Section 18.08.057 shall be permitted as warehousing in the central commercial (C-C) zoning district, subject to meeting all of the following criteria:
a. Basement storage shall be limited to the C-C zoning district within the downtown specific plan area and limited to commercial buildings only; b. Basement storage shall be limited to nontoxic, nonhazardous materials only. It is the responsibility of the storage space operator to prepare a list of prohibited storage items, to have the list approved by the Livermore-Pleasanton fire department, and to require all storage space users to agree in writing that no items on the list or other hazardous materials will be stored. The storage space shall be used for storage only and no other activities and/or uses are allowed;
c. Prior to allowing basement storage, the building owner shall contact the building and safety division and fire department to ensure that the basement meets applicable building and fire codes. If required, the building owner and/or responsible party shall secure all applicable permits and/or make any required changes to the basement space to ensure the space meets current code standards for fire, safety, and accessibility; d. The hours of access for basement storage use shall be: Monday through Friday from 6:00 a.m. to 10:00 p.m. and Saturday and Sunday from 10:00 a.m. to 6:00 p.m. only;
e. One parking space per on-site storage employee and one parking space for storage customers. This parking requirement is in addition to the parking required for other uses on-site;

f. Prior to allowing and/or renting space for basement storage, the property owner and/or responsible party shall submit a zoning certificate application and secure a business license. The zoning certificate application shall be accompanied by a narrative that describes the type of storage proposed, where parking will be allowed, and the use(s) of the building and shall include a site plan and basement storage floor plan that clearly defines, but is not limited to, the following: (1) The defined area(s) and square-footage in which storage will take place; (2) How the individual storage areas will be delineated (e.g., cages, walls, etc.); (3) Access and ADA accessibility.
18 Use is not permitted on the ground floor when the property is also located in the Active Ground-Floor Overlay District, except where an exemption is granted as set forth in Chapter 18.81.
26 Any use not in conjunction with a medical use that includes massage service of four or more technicians at any one time shall be subject to a minor conditional use permit as prescribed in Chapter 18.124. Massage establishments shall meet the requirements of Chapter 6.24. 33 If the subject tenant space exceeds 75,000 gross square feet, the use shall be subject to a conditional use permit as prescribed in Chapter 18.124. This requirement does not apply to light industrial uses located in Hacienda, an area defined by Ordinance 1325 and as subsequently amended. 35 Any use shall operate only between the hours of 6:00 a.m. and 11:00 p.m. 36 In addition to the Districts identified in Table 18.44.080, innovation-based businesses shall be Permitted uses in the following Districts:
• PUD-C (Johnson Drive Economic Development Zone Area only), PUD-C-O, PUD-I, PUD-I/C-O, and PUD-MU; and • The following zones within Hacienda PUD Area (OGPD, OPD, OMPD, CDP, IPD, MOIPD, MCOIRPD, and MCOIPD)

An MCUP shall be required for any innovation-based business in which controlled hazardous materials are to be used, stored or disposed of on-site

An MCUP shall be required for any innovation-based business to be located adjacent to any existing residential use and/or other similar sensitive receptor use as determined by the zoning administrator and shall be subject to the following performance standards:
• Innovation-based businesses shall be permitted a maximum of two loading docks that can accommodate medium-duty delivery trucks as determined by the zoning administrator
• Use of any loading docks and delivery/receiving/shipping hours of operation shall be determined acceptable on a case-by-case basis as determined by the zoning administrator

Ancillary uses/equipment including, but not limited to HVAC equipment, transformers, emergency generators, gas meters, backflow devices, storage, etc. shall be sited to minimize noise and visual impacts as determined acceptable by the zoning administrator 37 Innovation-Based Businesses shall not be permitted on any parcel located within the Downtown Specific Plan Area. 38 A CUP and Design Review approval shall be required for any data center use where an innovation-based business is Permitted or Conditionally Permitted 39 In addition to the Districts identified in Table 18.44.080, personal services shall be Permitted uses in the I-P and I-G Districts when included as an ancillary use to an innovation-based business within the same building or clustering of buildings and/or on the same project site.

Ordinance No. 2297

Chapter 18.48 I Industrial Districts is hereby amended to read:

§ 18.48.060. Emissions.

Any industrial use with potentially hazardous emissions, as determined by the zoning administrator, shall be regulated in compliance with all applicable Federal, State, and Bay Area Air Quality Management District (BAAQMD) regulations.

§ 18.48.165. Service Equipment.

In all applicable I Districts and any district that permits innovation-based businesses, equipment required for building services such as transformers, emergency generators, gas meters, and similar components shall be sited to minimize visual impact from public open spaces and primary pedestrian and vehicular routes, and such equipment shall be screened per the requirements of Chapter 18.84.

§ 18.48.200. Design Review.

In all applicable I Districts and any district that permits innovation-based businesses, design review shall be required as prescribed by Chapter 18.20.

Chapter 18.84 Site, Yard, Bulk, Usable Open Space And Landscaping Regulations is hereby amended to read:

§ 18.84.150. Height limits—Exceptions.

A. Architectural building elements such as towers, cupolas, and similar structures, and appurtenances such as spires, chimneys, elevator and stairway enclosures, building-mounted flagpoles, screens for rooftop equipment, and similar structures covering not more than 10 percent of the ground area covered by the structure may be erected to a height of not more 15 feet above the height limit prescribed by the regulations for the district in which the site is located, with design review approval specified under Chapter 18.20 of this title.

B. Except as otherwise allowed by this title, subject to design review approval specified under Chapter 18.20 of this title, free-standing appurtenant structures such as water tanks, fire towers, flagpoles, monuments, and similar structures; residential radio and television aerials and antennas; receive-only antennas; may be erected to a height of not more than 65 feet or not more than 25 feet above the height limit prescribed by the regulations for the district in which the site is located, whichever is less.

C. The height and location of commercial radio and television aerials, antennas, and transmission towers shall be subject to design review approval specified under Chapter

18.20 of this title, and shall be based on a visual analysis demonstrating that views of the aerial/ antenna/tower are minimized or are substantially screened from residential land uses, the I-580 and/or I-680 rights-of-way, or other sensitive land uses such as parks, schools, or major streets, and shall be based on an engineering analysis justifying the height of the proposed aerial/antenna/tower. Any parabolic dish mounted on the aerial/antenna/tower shall be less than two feet in diameter. The base of the aerial/antenna/tower and any switching facility located at the base that is visible to the public shall be architecturally treated and/or screened from view utilizing on-and/or off-site vegetation or other approved screening mechanism.

Ordinance No. 2297

D. Wire-carrying power distribution poles and transmission towers and communication poles located in any zoning district shall not be subject to the height limits prescribed in the district regulations.

E. For innovation-based businesses in the C-R(p), O, I-P, I-G, PUD-C (Johnson Drive Economic Development Zone Area only), PUD-C-O, PUD-I, PUD-I/C-O, and PUD-MU Districts, the maximum height for new buildings shall be:
a. 85 feet for uses located in the C-R(p) District and PUD-C District (Johnson Drive Economic Development Zone only).
b. 55 feet for uses located in the O, I-P, I-G, PUD-C-O, PUD-I, PUD-I/C-O, and PUD- MU Districts.
c. An additional 15 feet of building height shall be permitted to accommodate screening of all roof-mounted building systems, antennae, and any other non- architectural roof features.
d. For buildings over 40 feet in height, the development of a pedestrian scale shall be required through the manipulation of building mass, detailing of the building façade(s), and landscape planting to the satisfaction of the zoning administrator. e. For buildings over 40 feet in height that are adjacent to or within proximity to existing residential and/or other similar sensitive receptor uses, all levels beyond the second level on the sides of the building facing or adjacent to the existing residential and/or other similar sensitive receptor uses shall be setback from the wall planes of the lower levels to the satisfaction of the zoning administrator.

F. For innovation-based businesses in the Hacienda PUD Area, the maximum height for new buildings shall be:
a. 85 feet, five inches on those parcels in which this maximum height is already allowed by the PUD.
b. 45 feet on those parcels in which this maximum height is already allowed by the PUD.
c. 55 feet on those parcels in which this maximum height is already allowed by the PUD.
d. Additional building height shall be permitted on a case-by-case basis to accommodate screening of all roof-mounted building systems, antennae, and any other non-architectural roof features as determined by the zoning administrator. e. For buildings over 40 feet in height, the development of a pedestrian scale shall be required through the manipulation of building mass, detailing of the building façade(s), and landscape planting to the satisfaction of the zoning administrator. f. For buildings over 40 feet in height that are adjacent to or within proximity to existing residential and/or other similar sensitive receptor uses, all levels beyond the second level on the sides of the building facing or adjacent to the existing residential and/or other similar sensitive receptor uses shall be setback from the wall planes of the lower levels to the satisfaction of the zoning administrator.

Ordinance No. 2297

Chapter 18.88 Off-Street Parking Facilities is hereby amended to read:

§ 18.88.030. Schedule of off-street parking space requirements.

C. Office, Commercial and Industrial Uses not in the C-N or C-R District.

13. Unless subject to more limited parking requirements established by State law or local policies and regulations with respect to sites within specified distance of major transit stops such as BART, manufacturing plants and other industrial uses, innovation-based businesses, warehouses, storage buildings, and storage facilities combined with commercial or industrial uses—one space for each employee on the maximum shift, or one space for each 300 square feet of gross floor area.

Chapter 18.92 Off-Street Loading Facilities is hereby amended to read:

§ 18.92.030. Schedule of off-street loading berth requirements.

E. Manufacturing plants, other industrial uses:

Gross Floor Area Minimum Number of Berths Dimension of Berth 0—3,999 sq. ft. 0 —
4,000—29,999 sq. ft. 1 12 x 45
30,000—69,999 sq. ft. 2 12 x 45
70,000—120,000 sq. ft. 3 12 x 45
One berth for each additional 100,000 sq. ft. 12 x 45
*Alternative off-street-loading facilities requirements may be considered and granted on a case- by-case basis by the zoning administrator.

Item #5

CITY COUNCIL AGENDA REPORT

September 16, 2025
Community and Economic Development

TITLE: ACTIONS OF THE ZONING ADMINISTRATOR AND PLANNING

COMMISSION

P25-0282, Richard McPherson
Application for Administrative Design Review to construct an approximately 13-foot-tall pavilion located at 375 E. Angela Street.

Approved. (14 days)

P25-0277, Aidan DeBernardi
Application for Administrative Design Review to construct an approximately 685-square- foot first-floor front and rear addition, which includes conversion of approximately 43 square feet of garage area to living area, and an approximately 10-foot-tall attached rear patio trellis at an existing residence located at 6478 Randall Court.

Project Information:

Existing floor area: 2,490 square feet
Total floor area with addition: 3,175 square feet
Lot size: 10,016 square feet
Existing floor area ratio: 24.86 percent
Total floor area ratio with addition: 31.7 percent

Approved. (15 days)

P25-0280, Francisco Perez/deHaro Construction Inc.

Application for Administrative Design Review to construct an approximately 180-square- foot single-story addition to an existing residence located at 2740 Laramie Gate Circle.

Project Information:

Existing floor area: 1,956 square feet
Total floor area with addition: 2,136 square feet
Lot size: 8,420 square feet
Existing floor area ratio: 23.23 percent
Total floor area ratio with addition: 25.37 percent

Approved. (7 days)

P25-0287, Greg Finney
Administrative Design Review procedure for the construction of an approximately 300- square-foot one-story addition behind the existing garage located at 3247 Cheryl Court.

Project Information:

Existing floor area: 2,014 square feet
Total floor area with addition: 2,314 square feet
Lot size: 9,775 square feet
Existing floor area ratio: 20.6 percent
Total floor area ratio with addition: 23.67 percent

Approved. (10 days)

P25-0284, Darwin Lazary
Administrative Design Review application for the construction of an approximately 323- square-foot first- and second-floor addition on the northwest side and an approximately 540-square-foot second-floor balcony on the rear of the existing residence at 1110 Arak Court.

Project Information:

Existing floor area: 2,003 square feet
Total floor area with addition: 2,326 square feet
Lot size: 19,616 square feet
Existing floor area ratio: 10.21 percent
Total floor area ratio with addition: 11.86 percent

Approved. (9 days)

P25-0238, Terry Townsend/AIA
Design Review Application for the construction of a new approximately 4,065-square- foot two-story single-family residence with an approximately 818-square-foot attached garage located on a vacant lot identified as 973 Sycamore Creek Way.

Project Information:

Existing floor area: 0 square feet
Total floor area with addition: 4,065 square feet
Lot size: 14,866 square feet
Existing floor area ratio: 0 percent
Total floor area ratio with addition: 27.34 percent

Approved. (6 days)

PLANNING COMMISSION – August 27, 2025

Commissioners Present: Commissioners Jain, Mohan, Pace, Wedge and Chair Morgan

Commissioners Absent: Commissioner Jagoe

P25-0026, City of Pleasanton, Pleasanton Municipal Code Accessory Dwelling Unit Chapter Amendments
Consider and provide a recommendation to City Council for adoption of proposed amendments to Chapter 18.106 of the Pleasanton Municipal Code (PMC) regarding accessory dwelling units to comply with state law

Action Recommended: Adopt Resolution No. PC-2025-18 recommending City Council adoption of proposed PMC amendments.

Action Taken: Adopted Resolution No. PC-2025-18, as recommended.

Vote: 5-0

PUD-152, 231 Old Bernal Avenue Workshop
Workshop to review and receive comments on a Planned Unit Development application to demolish an existing approximately 6,160-square-foot commercial office building and construct a three-story building consisting of an approximately 15,008-square-foot single-family residence with an approximately 725-square-foot ground-floor live-work space with associated site improvements located at 231 Old Bernal Avenue

Action Recommended: Provide feedback to staff and the applicant.

Action Taken: Provided feedback to staff and the applicant.

Prepared by: Submitted by: Approved by:

Melinda Denis
Zoning Administrator

Ellen Clark
Director of Community and
Economic Development

Gerry Beaudin
City Manager

Item #6

CITY COUNCIL AGENDA REPORT

September 16, 2025
Finance

TITLE: ACCEPT THE MONTHLY DISBURSEMENT AND INVESTMENT REPORT FOR JULY 2025

SUMMARY
Attached is the City of Pleasanton monthly disbursements and investment report for July 2025.

RECOMMENDATION
Accept claim disbursements in the amount of $41,311,900 and the investment report for the month of July 2025.

BACKGROUND
The City's Investment Policy requires the Director of Finance to submit a monthly transaction report to the City Council within 60 days of the end of the reporting period in accordance with California Government Code Section 53607.

The Investment Policy also requires the Director of Finance to submit a quarterly report to the City Council on the status of the City's investment portfolio no later than 45 days after the end of each month. This report shall include the types of investments, the amount of money invested with various institutions, purchase and maturity dates, and yield on investments. The Director of Finance certifies that the investment portfolio is in compliance with the investment policy and that it will meet cash flow needs for the next six months.

This report also includes check and electronic payment information for July 2025.

DISCUSSION
The monthly disbursements and investment report provides transparency of the City’s financial transactions and payments for review by the City Council. Please note that certain federal agency securities that were purchased before the COVID-19 pandemic with lower interest rates were sold for a loss with the intent of achieving higher yields over time. As a result, the investment return for the month of July 2025 is -0.96%. The overall investment return for FY 2025/26 is expected to be positive.

EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine administrative matter of City business.

OUTREACH
No outreach was conducted, as this item is a routine administrative matter of City business.

STRATEGIC PLAN ALIGNMENT
Not applicable, as this item is a routine administrative matter.

FISCAL IMPACT
There is no fiscal impact associated with acceptance of this report.

Prepared by: Submitted by: Approved by:

Dawn DeMarcus, Senior
Budget and Finance Analyst
Susan Hsieh, Director of Finance

Gerry Beaudin, City
Manager

Attachments:

1. Disbursements & Investment Report

Attachment 1
July 2025 DISBURSEMENTS
CHECK REGISTER*

DATE CHECK NUMBER AMOUNT
7/3/2025 81164-81223, 81225-81284 2,157,823$
7/10/2025 81292-81327 393,198
7/11/2025 81337-81468 3,309,266
7/17/2025
81473-81576,81578-
81606,81608-81623 4,514,564
7/24/2025
81635-81672,81674-
81710,81716-81790 1,325,517
7/31/2025 81799-81857,81859-81906 611,247
12,311,615$

ACH PAYMENTS

DATE CHECK NUMBER AMOUNT
7/3/2025 81158-81160, 81162-81163 345,980$
7/10/2025 81285-81291 158,672
7/11/2025 81328-81336 291,018
7/17/2025 81469-81472,81577 31,370
7/24/2025 81624-81634,81711-81715 6,451,887
7/31/2025 81791-81798 1,173,340
7/8/2025
Housing related Loan
Payment 57,588
Payroll & Tax related ACH Payments** 16,952,307
25,462,162$

WIRE TRANSFERS AMOUNT
-$

PAYROLL TRANSFERS

DATE AMOUNT
7/9/2025 1,776,773
7/23/2025 1,761,350
3,538,123$
TOTAL DISBURSEMENTS 41,311,900$
* Detailed registers available upon request.
**Includes $15.6 million in prepayment to CalPERS for FY2025/26 unfunded pension liability.

$247,857,869
-0.96%
442
*Based on Market value
Total Market Value
Effective Rate of Return
Portfolio Snapshot
Average Days to Maturity
Portfolio Characteristics
July 31, 2025
- 20,000,000 40,000,000 60,000,000 80,000,000 100,000,000 120,000,000 140,000,000 160,000,0000-1 Yrs 1-2 Yrs 2-3 Yrs 3-4 Yrs 4-5 Yrs58.6%19.6%8.6%13.2%0.0%Maturity Distribution23.6%0.2%1.8%10.2%62.4%1.8%Assigned Credit Ratings of InvestmentsLAIFFDICCash & MoneyMarket FundsAAAAAA0.2%23.6%1.8%13.2%19.5%1.2%38.7%1.6%0.2%Sector AllocationCertificates of Deposit - BankLAIFGovernment Money Market & CashMedium Term NotesTreasury SecuritiesFederal Agency Issues - CouponFederal Agency Issues - CallableSupranationalsAsset Backed Securities

Par
Investments Value
Certificates of Deposit - Bank 484,448.75
LAIF 58,500,000.00
Gov't Money Market 4,468,611.81
Medium Term Notes 33,000,000.00
Federal Agency Issues - Coupon 3,000,000.00
Treasury Securities - Coupon 45,700,000.00
Treasury Securities - Discount 2,465,000.00
Federal Agency Issues - Callable 98,380,000.00
Supra nationals 4,000,000.00
Asset Backed Securities 440,000.00
250,438,060.56
Investments
Total Earnings July 31 Month Ending
Current Year -210, 105.06
Average Daily Balance 256,530,677.15
Effective Rate of Return -0.96%

CITY OF PLEASANTON
Portfolio Management
Portfolio Summary
July 31, 2025
Market Book
Value Value
484,448.75 484,448.75
58,477,886.12 58,500,000.00
4,468,611.81 4,468,611.81
32,812,680.00 33,235,140.00
2,886,630.00 2,995,657.09
45,930,089.50 45,951,439.50
2,433,398.70 2,431,193.41
95,966,981.95 98,255,595.36
3,956,230.00 3,960,210.00
440,912.01 439,972.22
247,857,868.84 250,722,268.14
Fiscal Year To Date
-210, 105.06
256,530,677.15
-0.96%
City of Pleasanton
%of Daysto YTM YTM
Portfolio Term Maturity 360 Equiv. 365 Equiv.

0.19 262 140 3.802 3.855

23.33 1 4.419 4.480

1.78 4.054 4.110

13.26 1,472 886 3.229 3.274

1.19 1,825 507 1.262 1.280

18.33 1,020 973 3.886 3.940

0.97 117 109 4.326 4.386

39.19 1,791 318 1.061 1.076

1.58 1,123 723 3.156 3.200

0.18 1,436 1,385 4.371 4.431
100.00% 1,128 442 2.781 2.820
I hereby certify that, to the best of my knowledge, this report includes all investments in the cash management program, is in accordance with the City's current investment policy dated June 17, 2025 and will meet the City's cash flow needs for the next six months. Market value amounts are from Bank of New York Mellon (safekeeping bank) month-end statements. Book value amounts include premiums or discounts and are adjusted at year end on the general ledger.

SUSAN HSIEH, DIRECTOR OF FINANCE
Reporting period 07/01/2025-07/31/2025
Run Date: 09/08/2025 - 16:04
Portfolio PLST
cc
PM (PRF _PM1) 7.3.11
Report Ver. 7.3.11
9/8/2025

Item #7

CITY COUNCIL AGENDA REPORT

August 28, 2025
Library and Recreation

TITLE: ADOPT ORDINANCE NO. 2298 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PLEASANTON ADDING A NEW CHAPTER 13.20 TO TITLE 13, PUBLIC ART

CONTRIBUTION, TO THE MUNICIPAL CODE OF THE CITY OF PLEASANTON

The foregoing Ordinance No. 2298 was introduced at a regular meeting of the City Council on August 19, 2025, by the following vote:

Ayes: Councilmembers Eicher, Gaidos, Nibert, Testa, Mayor Balch Noes: None

Absent: None
Abstain: None

ORDINANCE NO. 2298

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PLEASANTON ADDING A NEW CHAPTER 13.20 TO TITLE 13, PUBLIC ART CONTRIBUTION TO THE

MUNICIPAL CODE OF THE CITY OF PLEASANTON

WHEREAS, public art amplifies the cultural landscape of a community, offering City residents and visitors access to artistic expressions that reflect City values, history, and identity; and

WHEREAS, there is a community interest in expanding and supporting the existing and future body of public art in the City of Pleasanton within non-residential sites, including providing funding for the acquisition, installation, maintenance, and other supporting activities to sustain the inventory of public art; and

WHEREAS, on August 20, 2024, the City Council of the City of Pleasanton provided direction to City staff to further explore a public art contribution requirement for the City of Pleasanton; and

WHEREAS, on March 3, 2025, the Civil Arts Commission of the City of Pleasanton received information on similar art contribution programs and provided feedback to City of Pleasanton’s proposed art contribution program; and

WHEREAS, an addition to the Pleasanton Municipal Code is necessary to require a public art contribution for non-residential projects.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLEASANTON DOES HEREBY ORDAIN AS FOLLOWS:

SECTION 1. Chapter 13.20 to Title 13 of the City of Pleasanton’s Municipal Code is hereby added as set forth in the attached Exhibit A.

SECTION 2. The City Council finds that adoption of this Ordinance is exempt from CEQA because: (i) it is not a project within the meaning of Public Resources Code, section 21065 because it has no potential to alter the physical environment; (ii) and pursuant to CEQA Guidelines section 15061(b)(3), the so-called “common sense” exemption, for this same reason.

SECTION 3. A summary of this ordinance shall be published once within fifteen (15) days after its adoption in “The Valley Times,” a newspaper of general circulation published in the City of Pleasanton, and the complete ordinance shall be posted for fifteen (15) days in the City Clerk’s office within fifteen (15) days after its adoption.

SECTION 4. This ordinance shall be effective thirty (30) days after its passage and adoption.

Ordinance No. 2298

The foregoing Ordinance was introduced at a regular meeting of the City Council of the City of Pleasanton on August 19, 2025 and adopted at a regular meeting on September 16, 2025, by the following vote:

Ayes:

Noes:

Absent:

Abstain:

______________________________
Jack Balch, Mayor

ATTEST:

____________________________
Jocelyn Kwong, City Clerk

APPROVED AS TO FORM:

____________________________
Daniel G. Sodergren, City Attorney

Ordinance No. 2298

EXHIBIT A

Chapter 13.20: PUBLIC ART CONTRIBUTION

§13.20.010 Purpose.

The purpose of this chapter is to improve and expand the inventory of public art within the City of Pleasanton. It is the intention of this chapter to establish an art contribution or fee alternative requirement for the purposes of promoting public art in private and public developments to foster creativity, engender civic pride, encourage a sense of community, and enrich cultural identity in the lives of City residents.

§13.20.020 Definitions.

A. “Alteration” means the rehabilitation, addition, or expansion of 5,000 square feet or more of an existing building involving significant exterior modifications including changes to rooflines, trim, and materials.

B. “Artist” means a person who has an established reputation of artistic excellence in the visual, performance, literary and/or media arts, as judged by peers, through a record of exhibitions, public commissions, sale of artworks, and/or educational attainment.

C. “Artwork” means all forms of art created by an artist and conceived in any discipline or medium, including visual, performance, literary, media and temporary works.

D. “City of Pleasanton public art collection” or “city collection” means all artworks owned by the City of Pleasanton or installed on city-owned property.

E. “Commission” means the group identified by City Council to provide recommendations on public art.

F. “Development project” means any development which requires the issuance of a building permit by the City of Pleasanton.

G. “Deaccession” means the procedure for the removal of artwork.

H. “Director” means the Director of Community Development or his or her designee.

I. “Final construction or alteration costs” means the actual cost to build a new structure or alter an existing structure as demonstrated by the final project cost accounting or "guaranteed maximum price" in a general contract agreement between an architect, contractor and property owner including any change orders, modifications or amendments at the end of a project. The final construction costs will be verified with a declaration and signatures from all parties stating the amount is accurate.

J. "Maintenance" means actions taken to retard or prevent damage to artwork by control of the environment and/or treatment of the artwork on a routine and long-term basis.

Ordinance No. 2298

K. “Preliminary construction or alteration costs” means the estimated cost of construction or alteration cost as determined by the City’s Building Official.

L. "Public art" means original visual works of art as defined in section 13.16.030 of the Pleasanton Municipal Code

M. "Public place" means any exterior area on public or private property that is easily accessible and clearly visible to the general public. If located on private property, the area will be clearly visible from adjacent city-owned property, such as a street, sidewalk, park or plaza.

N. “Value of artwork” means the total cost of design, manufacture, and installation.

In the case of an artwork installed on city-owned property, the cost of artwork will include an endowment for the long-term maintenance of the artwork. The cost of artwork does not include the artist’s attendance at committee meetings and transportation of the art

§13.20.030 Contribution Requirement.

A. Public art shall be installed as a condition of approval for the construction or alteration of all new non-residential development equal or greater than 5,000 square feet and any non-residential project involving the alteration of an existing structure or structures where the value of the construction would exceed $1,000,000.

B. The public art contribution requirement shall not apply to the following development projects or activities:

1. Residential projects

2. Tenant improvement projects.

3. Childcare facilities as defined in 17.38.020 of the Pleasanton Municipal Code.

4. Buildings and facilities used exclusively by nonprofit agencies and institutions exempt under Section 501(c)(3) of the Internal Revenue Code of 1986 to provide social services to the general public.

5. Buildings and facilities used exclusively for religious purposes as defined in the California Revenue and Taxation Code, Section 207.

6. Condominium conversion projects.

7. Underground public works projects.

8. Street or sidewalk repairs.

9. Tree planting or median landscaping.

10. Remodeling, repair or reconstruction of a structure damaged by fire, flooding, wind, earthquake, or other calamity.

Ordinance No. 2298

C. The value of the artwork will be an amount not less than one-half of one percent (0.5%) of the development project’s permit valuation (exclusive of land).

§13.20.040 In-lieu Fee.

As an alternative to the contribution requirement contained in section 13.20.030, a developer may pay an in-lieu fee. The in-lieu fee shall be established and adopted by the city council from time to time by resolution.

§13.20.050 Criteria.

A. Public art shall be subject to the following criteria:

1. No unpermitted obstruction or encroachment in the public right of way shall be permitted.

2. The materials used for the public art shall be structurally sound and weather resistant.

B. The following may not be used to satisfy the contribution requirement contained in section 13.20.030:

1. Art objects which are mass-produced from a standard design;

2. Reproductions of original artworks;

3. Decorative, ornamental, or functional elements including details and fenestration of a building which are designed by the project architect as opposed to an artist commissioned for the purpose of creating the artwork; or

4. Landscape architecture and landscape.

C. Unless given prior approval from the Director of Community Development installation of public art shall be on or within the project site.
§13.20.060 Approval Process.

A. Application. An applicant seeking approval of a project subject to the requirements of this chapter shall submit a public art application, as established by the city council, to the planning department, generally at the same time as the application for planning approval, or in instances where no planning approval is required, at the time of building permit.

The application will include the preliminary construction and alteration cost of the project, a description of the proposed public art, budget for design, fabrication, transportation, and installation, resume of the artist, and a maintenance program and budget.

B. Review.

1. Applications shall be reviewed by the Commission. In reviewing applications, the Commission shall consider the following criteria:

Ordinance No. 2298

a. Quality. The foremost consideration will be the quality of the proposed artwork as assessed by the critical review of the Commission. The reputation and/or promise of the artist may also be key considerations. b. Relationship to the collection and to the community. The proposed artwork will be analyzed for its potential relationship to the city’s present collection and the requirements of this chapter.
c. Compatibility. Conceptual compatibility and appropriateness of the proposed artwork to the surrounding built and/or natural environment will be factors for consideration, and will include scale, form, content, and design. d. Materials, fabrication and installation. The Commission shall evaluate the existing artwork’s material or the artist’s proposed materials and their appropriateness as regards to structural and surface integrity, protection against theft, vandalism, public safety, weathering, and an analysis of long- term maintenance needs. The Commission will also evaluate the proposed method of installation and an evaluation of safety and structural factors involved in the installation.

C. Agreement. Prior to issuance of a building permit, the applicant shall enter into an agreement with the city to either install the approved public art or pay the in-lieu fee. Applicants are required to either pay the in-lieu fee or install the public art project prior to the issuance of a certificate of occupancy.

D. Deaccession. The alteration or removal of public art or public art that was installed as a requirement of this chapter will be subject to the provisions of 13.20.070 (Deaccession).
§13.20.070 Deaccession.

A. Public art on private property. Public art that was installed as a requirement of this chapter will not be removed or altered unless the replacement or alteration is reviewed by the commission and approved by the city council pursuant to this chapter

Public art in the City collection. In accepting an artwork into its collection, the city will not be bound by any agreement with a project applicant or donor of artwork that restricts the city’s ability to act in the city’s best interests. Nothing in the acceptance of an artwork will prevent the city from approving subsequent disposal (removal, relocation, and/or appropriate sale) of such artwork if it serves the city’s best interest to do so. When disposal is proposed, the committee will review the proposal and make a recommendation to the city council for final action. The city will deaccession and sell or otherwise dispose of artworks in its collection in accordance with the limitations of the California Preservation Act (Civil Code 987) and the Visual Rights Act of 1990 (17 USC 106A and 113(d)).

Ordinance No. 2298

§13.20.080 Public art fund.

A. In-lieu fees for public art and maintenance endowments for public art will be placed in a public art fund as defined by Pleasanton Municipal Code 13.16.030. Use of such funds shall be as described in Pleasanton Municipal Code 13.16.040.

B. No more than 10% of public art funds collected from in-lieu fees shall be used for the administration of the public art program.

C. The commission will recommend to the city council how the Public Art Fund should be expended.

Item #8

CITY COUNCIL AGENDA REPORT

September 16, 2025
Library and Recreation

TITLE: ADOPT A RESOLUTION UPDATING THE MASTER FEE SCHEDULE SECTION D. PLEASANTON PUBLIC LIBRARY FINE AND FEE SCHEDULE TO ASSIGN

LIBRARY MEETING ROOM RENTAL FEES

SUMMARY
City staff recommends updating the Master Fee Schedule (MFS) to assign Library Meeting Room rental fees to expand access to community meeting spaces outside library hours and to reflect the actual cost and community benefit of the service. The proposed changes to the MFS reflect the City Council-approved Library and Recreation Department service categories for facility rentals and General Fund subsidy thresholds and provide a framework for long-term fiscal sustainability.

RECOMMENDATION
Adopt a resolution updating the Master Fee Schedule Section D. Pleasanton Public Library Fine and Fee Schedule (Attachment 1) to assign Library Meeting Room rental fees

BACKGROUND
The Pleasanton Library Meeting Room is primarily used for library programs, City meetings, and Friends of the Library events. Community groups have been permitted to reserve the room during library open hours, based on space available, provided the group met insurance requirements and followed established guidelines.

The City has not previously charged rental fees for community use, meaning General Fund subsidies have covered the cost of staff time for reservations, calendaring, application processing, insurance review, communications, and technology support. In addition, the City has funded equipment and technology upgrades, furniture replacement, and ongoing maintenance of projectors, cabling, and sound systems for the room. On average, the room has been reserved for community use 80-90 times per year for up to three hours per reservation.

With the recent reduction in library operating hours from 62 to 48 per week effective August 4, 2025, opportunities for community use of the meeting room are further constrained. Mornings, afternoons, evenings, and Saturdays are prioritized for library programming, volunteer orientations, Friends of the Library activities, and City use, precluding availability for community use during open hours.

BOARD/COMMITTEE/COMMISSION ACTION
The Library Commission reviewed the staff recommendation at its August 7, 2025 meeting and recommended approval of the update to the MFS as presented.

DISCUSSION
To expand access and provide greater flexibility for community use during closed hours, staff proposes establishing a Library Meeting Room rental fee. The recommended update to the Master Fee Schedule (MFS) would create a cost-recovery model for library meeting room fees consistent with recreation facility practices and help offset the costs of providing the service.

The majority of Bay Area city libraries studied charge rental fees for community meeting rooms (Table 1).

Table 1: Bay Area City Libraries and Community Meeting Room Fees Category/Description Fee Structure Summary Additional
Provisions
Alameda City Free Library $50-$100/hourly, depending on room size and fee category (Occupancy: 49-
111, based on configuration)
____

Berkeley Public Library

$0 fee for room use, but must be open
to the general public and adhere to
guidelines
_____
Dublin Public Library $0-$150/hourly, depending on fee
category
_____
Hayward Public Library $0-$250/hourly, depending on room size and fee category (Occupancy:

Four rooms varying in capacity of 20,
60, 90, 120)
Fees charged for
Prep area,
Janitorial
Service, Room
Setup, and
Attendant
Livermore Public Library $21 hourly/$105 daily maximum; Equipment fees from $11-27 per item
(Occupancy: 84)
No charge for
LPL, Friends,
City, LARPD,

LUSD, LPC
Palo Alto Library $35/hourly for El Camino Real Room
(Occupancy: 60)
Non-City
affiliated groups
are limited to 2
uses per month
Pleasanton Public Library $0 fee for room use, but must be open to the general public and adhere to
guidelines (Occupancy: 200)
_____
Redwood City Library $60-$165/hourly, depending on room size and fee category
(Occupancy: 50-115, depending on
configuration)
No charge for
use by Library,
Friends, City
use. Adjusted
rates for
nonprofits and

not-for-profits.

Richmond Public Library $12.50/hourly (Occupancy unknown, facility under renovation)
_____
San Leandro Library $50-$250/hourly, depending on room
size and fee category
(Occupancy: Four rooms vary in
capacity of 42, 120, 150, 214 )
Fees charged for
Equipment ($5-
$50) Kitchen,
Attendant,
Utilities, Security.

San Mateo Library $110-$210/hourly, depending on room
size and fee category
(Occupancy: Two rooms varying in
capacity, 36 and 124)
Fees charged for
A/V equipment
and stage rentals
• Dublin, San Ramon, and Danville are county libraries and were not surveyed. • Mountain View, Menlo Park, Sunnyvale libraries do not have community meeting rooms, only study rooms.

The proposed cost recovery model for Library Meeting Room rentals would align with the City Council-approved Subsidy for Recreation Facility Rentals (Table 2), establishing user categories in which groups providing greater community benefit receive higher General Fund subsidies, while private rentals and businesses contribute more toward actual costs.

Table 2: Proposed General Fund Subsidy for Facility Rentals Category/Description % Discount to Actual Cost/
General Fund Subsidy
PUSD
Co-Sponsored Groups
40%
Non-Profit Organizations 30%
Pleasanton Residents (Private Use) 20%
Non-Residents (Private Use)
Businesses
0%

Proposed Fees
This cost-recovery model expands community access to the meeting room, while balancing the need to sustainably manage facilities and staff resources. The proposed fees (Attachment 2) are based on the market rates for other city libraries and will support staff costs for facility monitoring of after-hours use, administrative expenses, utility costs, and ongoing maintenance.

Implementation and Evaluation
If approved, the new structure would be implemented with the City Council-approved cost

recovery framework. Existing reservations made prior to the effective fee date will be honored at no charge, and reservation holders will be notified of the update in advance.

If approved, new rental fees will be implemented on October 1, 2025. Following implementation, staff will track revenues and related expenses to assess the impact of the new fees. A routine evaluation system with performance metrics will be developed to guide decision-making, ensure transparency, and inform any future adjustments.

To preserve core services, priority booking of the room will remain in place for library programs, City-sponsored uses, and Friends of the Pleasanton Library events.

EQUITY AND SUSTAINABILITY
The proposed update to the MFS maintains the foundational principles of equity and community benefit. This updated framework will continue to serve as a key tool for budgeting and resource allocation, helping ensure that the City remains responsive to community expectations and is fiscally resilient.

OUTREACH
The item was presented at the Library Commission meeting on August 7, 2025.

The only recurring events for partner organizations are those held by the Friends of the Library, who received the information at their monthly meeting on August 27. No additional outreach was conducted.

STRATEGIC PLAN ALIGNMENT
This recommendation aligns with the ONE Pleasanton Strategic Plan Goal of Funding Our Future: Fiscal Sustainability. Support financial health and sound fiscal policies through long- term planning, cost recovery, increased revenue, and cost containment.

FISCAL IMPACT
The proposed changes to the Master Fee Schedule will generate new revenue and reduce General Fund subsidies associated with community use of the Library Meeting Room.

Prepared by: Submitted by: Approved by:

Lia Bushong, Assistant
Director of Library and
Recreation
Heidi Murphy, Director of Library and
Recreation

Gerry Beaudin, City
Manager

Attachments:

1. Resolution

2. Proposed Versus Current Fees

ATTACHMENT 1

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANTON

ADOPTING AN UPDATE TO THE MASTER FEE SCHEDULE

WHEREAS, the City of Pleasanton maintains a Master Fee Schedule that complies with City- Council-approved fees for specific City services provided to residents, non-residents, non- profits, businesses, and other entities within the community; and

WHEREAS, limited tax revenues support these services given the unique benefit to members of the public; and
WHEREAS, agencies are allowed to set fees at rates providing fair and reasonable recovery of costs incurred in providing the services, minimizing or eliminating the use of general tax revenues; and

WHEREAS, an update to Section D establishes fees for Library Meeting Room Facility Rentals that align with the City Council-approved Master Fee Schedule for VIII. D. Recreation Facilities; and

WHEREAS, priority use of the Library Meeting Room is reserved for Library and Recreation programs, Friends of the Library events, and City-sponsored activities.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLEASANTON DOES RESOLVE, DECLARE, DETERMINE AND ORDER THE FOLLOWING:

The Master Fee Schedule is amended as set forth in Exhibit A.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Pleasanton at a regular meeting held on September 16, 2025.

I, Jocelyn Kwong, City Clerk of the City of Pleasanton, California, certify that the foregoing resolution was adopted by the City Council at a regular meeting held on September 16, 2025 by the following vote:

Ayes:

Noes:

Absent:

Abstain:

Jocelyn Kwong, City Clerk
APPROVED AS TO FORM:

Daniel G. Sodergren, City Attorney

Exhibit A

CITY OF PLEASANTON

MASTER FEE SCHEDULE

I. GENERAL & ADMINISTRATIVE FEES

D. Pleasanton Public Library Fine and Fee Schedule

Processing Fee for Lost or Damaged Materials- in addition to item cost

$5

Collection Agency fee

$10
LINK+ Items - Items sourced from Library Partners
Overdue item (per day) Max $15 per item
Lost / Damaged item (Per item)

$1
$115

Library meeting room rental fees will be set at market rate. The discounts below will apply to those rates, based upon user group category:

Renter Group Category Maximum General Fund
Subsidy
I. Co-Sponsored Groups 40%
II. Non-Profits
PUSD 30%
III. Pleasanton Resident, Private Use 20%
IV. Non-Resident, Private Use
Businesses 0%
Rental fees for staff and equipment will be charged at the fully burdened rate, determined based on the needs of each specific rental. The discount does not apply to staff and equipment costs.

A 2% facility use fee is applied to all library meeting room rentals.

Attachment 2
Current Fees Versus Proposed, Using Maximum General Fund Subsidies Library Meeting Room Fee Comparison
Current
Renter Group Category Current Fee
I. Co-Sponsored Groups $0/hr.

II. Pleasanton-Based Non-Profit Groups $0/hr.

III. Pleasanton Residents (Private Use)
All Other Non-Profit Groups $0/hr.

IV. Non-Residents (Private Use)
Businesses $0/hr.

Proposed
Renter Group Category Proposed Fee
I. PUSD
Co-Sponsored Groups $90/hr.

II. Non-Profit Organizations $105/hr.

III. Pleasanton Residents (Private Use) $120/hr.

IV. Non-Residents (Private Use)
Businesses $150/hr.

Item #9

CITY COUNCIL AGENDA REPORT

September 16, 2025
Library and Recreation

TITLE: ADOPT A RESOLUTION TO REVISE THE LIBRARY’S MATERIALS RECOVERY POLICY

SUMMARY
Staff recommends that City Council adopt a resolution (Attachment 1) revising the Library Materials Recovery Policy (Attachment 2) to eliminate the provision that allows refunds of replacement fees if lost materials are returned within 90 days. Staff evaluation has shown that the administrative effort required for each materials replacement refund significantly outweighs the public benefit. Approval of this change would bring the City in line with many surrounding libraries. This change removes a resource-intensive process that provides minimal community benefit and ensures more sustainable use of City resources.

RECOMMENDATION
Adopt a resolution to revise the Library’s Materials Recovery Policy.

BACKGROUND
Under the current Materials Recovery Policy, members may receive a refund of the replacement cost (minus a processing fee) if a lost item is returned in good condition within 90 days of payment, with the exception of LINK+ items (LINK+ is a collaborative system that allows Pleasanton Public Library members to borrow materials from other participating public and university libraries in California). Refunds are issued in the form of a check mailed to the address on file or arranged for pickup from a public counter.

Before collecting a materials replacement fee, staff provide several steps of assistance to help patrons locate materials that may appear lost. These steps include assisting patrons in confirming whether the item is still on the shelf or may have been missed during check-in, providing additional renewals to allow more time to search, and delaying billing to give patrons an opportunity to locate the item before fees are assessed.

Staff evaluation has shown that the administrative effort required for each materials replacement refund significantly outweighs the public benefit. The refund process can cost hundreds of dollars in City staff time, for items typically valued at $6–$35. Processing a single lost item refund requires the following steps:
• Tracking and verifying receipts when payments are processed • Researching payments when a refund request is made
• Completing a patron refund form for each item
• Preparing a Direct Payment Claim (DPC) form
• Entering details into the City’s financial system
• Routing requests through multi-level City approvals

• Issuing and mailing a physical check to the address on record

BOARD/COMMITTEE/COMMISSION ACTION
The Library Commission reviewed the staff recommendation at its August 7, 2025 meeting and recommended approval of the update to the Materials Recovery Policy as presented.

DISCUSSION
As part of the implemention of recent City Council-approved budget reductions, the City is streamlining processes to responsibly manage limited resources and balance service costs with community benefit. By updating the Library Materials Recovery Policy regarding materials replacement refunds, staff can continue serving the community in an equitable and efficient manner.

Half of Bay Area public libraries surveyed, and half of Tri-Valley public libraries, no longer offer refunds for replacement costs, or review requests individually (Table 1).

Table 1: Refund Practices for Replacement Fees in Bay Area Libraries Bay Area Libraries Refund for Lost
Item Cost
Comments
Alameda City
Library
Yes Refunds allowable within one year.

Berkeley Public
Library
Yes Refunds allowable within one year.

Danville Library ___________

Refund requests are reviewed by the Contra Costa
County Auditor/Controller, for cash and check
payments, with a valid print receipt.

Castro Valley
Library
No Replacement cost of the item is nonrefundable for all libraries in the Alameda County system.

Dublin Library No Replacement cost of item is nonrefundable for all libraries in the Alameda County system.

Hayward Public
Library
Yes Refunds allowable within one year.

Processing fees are nonrefundable.

Livermore Public
Library
No __________________

Menlo Park Library No __________________

Mountain View
Public Library
Yes Refunds allowable within six months.

Oakland Public
Library
____________

All fees paid online are nonrefundable, but not
specified if the replacement fees paid in person are
refundable.

Palo Alto Library No __________________

Pleasanton Public
Library
Yes Refunds allowable within 90 days.

Processing fees are nonrefundable.

Redwood City No __________________

Richmond Public
Library
____________

Refunds for lost items are not specified in the Policy
Manual.

San Leandro Public
Library
Yes Refunds allowable within three months
San Ramon Library ___________ Refund requests are reviewed by the Contra Costa County Auditor/Controller, for cash and check
payments, with a valid print receipt.

San Mateo City
Library
___________

Refunds are provided at managers’ discretion.

Sunnyvale Public
Library
____________

Refunds for replacement items are not specified in
the Borrower’s Guidelines.

To ensure patrons have sufficient time to locate missing items before a replacement payment is required, staff will continue practices such as extending due dates or delaying billing to the maximum allowed under the policy. The amended policy also retains the ability for staff to waive fees in certain circumstances. The proposed update maintains the core principles of supporting community access while responsibly managing library materials and staff resources.

EQUITY AND SUSTAINABILITY
The proposed update to the Materials Recovery Policy maintains the foundational principles of equity and community benefit, balanced with responsible management of City resources.

OUTREACH
The item was presented at the Library Commission meeting on August 7, 2025.

STRATEGIC PLAN ALIGNMENT
This recommendation aligns with the ONE Pleasanton Strategic Plan Goal, Funding Our Future: Fiscal Sustainability. Support financial health and sound fiscal policies through long- term planning, cost recovery, increased revenue, and cost containment.

FISCAL IMPACT
There is no direct fiscal impact to this action. With the adjustment to the refund process staff work can be reallocated to other programs and services.

Prepared by: Submitted by: Approved by:

Lia Bushong, Assistant
Director of Library and
Recreation
Heidi Murphy, Director of Library and
Recreation
Gerry Beaudin, City
Manager

Attachments:

1. Resolution

2. Proposed Library Material Recovery Policy

RESOL
UTION NO._____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANTON

REVISING THE LIBRARY MATERIALS RECOVERY POLICY
WHEREA
S, the City of Pleasanton Library Materials Recovery Policy establishes procedures for the management and recovery of library materials to ensure responsible use of City resources and equitable service to the community; and WHEREA
S, under the current policy, library members may receive a refund of replacement costs, minus a processing fee, if a lost item is returned in good condition within 90 days of payment, with the exception of LINK+ items; and WHEREA
S, processing such refunds is resource-intensive and provides minimal community benefit due to the low average cost of each item; and WHEREA
S, the proposed policy revision ensures the sustainable and efficient use of City resources while maintaining equity for patrons through existing practices to allow time to locate missing items.

NOW, THE

REFORE, THE CITY COUNCIL OF THE CITY OF PLEASANTON DOES RESOLVE, DECLARE, DETERMINE AND ORDER THE FOLLOWING:

Section 1. The Materials Recovery Policy is revised as set forth in Exhibit A.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Pleasanton at a regular meeting held on September 16, 2025.

I, Jocelyn Kwong, City Clerk of the City of Pleasanton, California, certify that the foregoing resolution was adopted by the City Council at a regular meeting held on September 16, 2025 by the following vote:

Ayes:

Noes:

Absent:

Abstain:

Jocelyn Kwong, City Clerk
APPROVED AS TO FORM:

Daniel G. Sodergren, City Attorney
ATTACHMENT 1

EXHIBIT A
Library Materials Recovery Policy
Pleasanton Public Library’s mission is to be the place for all members in the community to Discover, Connect, and Share. To fulfill this mission, the library provides free and equal access to resources in a variety of formats to meet the cultural, informational, recreational, and educational needs of the diverse community it serves.

To increase access, circulation, and recovery of library materials and resources, the library does not charge daily overdue fines for Pleasanton Library materials, provides for automatic renewals of Pleasanton Library materials, and offers a variety of phone, email, and text notification methods.

To ensure materials continue to be available for all, the library charges material recovery fees to cover the cost of lost and damaged items.

Loan Periods and Automatic Renewals
• The initial loan period for all Pleasanton Public Library materials is 3 weeks (21 days), with the exception of Lucky Day DVDs, which is 1 week (7 days). • After the initial 3-week loan period, if a borrowed item is not returned, it will be automatically renewed up to two times (6 weeks or 42 days). • Items will not be automatically renewed if they are on hold for another member or have previously been renewed twice.

Member Notifications
• The Pleasanton Public Library strives to provide a wide variety of notification methods to help members easily track the due dates of their library materials. • Library members are automatically notified that an item is due through email notifications or automated phone calls, depending upon account preference. • Library members may choose to be notified through a text message service, with customizable alerts for account holders and their family members. • Library members can track due dates on the library web catalog, the library app for mobile devices, or contact the library by phone or in-person with account questions.

Material Recovery Fee Timeline
30 days after due date:
• If an item is not returned within 30 days after its due date, a material replacement fee will be assessed, which is the retail price of the item plus a $5 processing fee.

The library member’s account will be temporarily suspended. • If an item is reported lost, a material replacement fee will be assessed, which is the retail price of the item plus a $5 processing fee. The library member’s account will be temporarily suspended.
• If an item is damaged, a material replacement fee will be assessed, which is the retail price of the item plus a $5 processing fee. The library member’s account will be temporarily suspended.

• If the item is returned in good condition during this period, the material replacement fee and processing fee will be removed, including the temporary suspension on the library member’s account.
• If the item is damaged, the library member can pay the material replacement and processing fee, which will remove the temporary account suspension. • If the item is lost, the library member can pay the material replacement and processing fee, which will remove the temporary account suspension. 60 days after due date:
• If the library member does not return an item within 60 days after being assessed the material replacement fee and processing fee, the library member will receive a collection agency notification for the total fees owed, which is the retail cost of the item including the processing fee plus a collection agency fee. • The materials recovery process allows up to a total of 123 days to return or pay for an item before the account is referred to the collection agency.

Purchasing a replacement item to eliminate the lost/damage cost is not accepted due to edition and cataloging issues.

Material Replacement Refunds
• The replacement cost of the item is refundable, minus the processing fee, if it is returned in good condition within 90 days of the paid date, with the exception of LINK+ items.
• Refunds are issued in the form of a check payable to the library member and mailed to the address on file in the library card account.

Fee Waivers
• Fees may be waived for library members due to special circumstances, such as, but not limited to: technical difficulties with the circulation system, lost items that have been recovered, workflow constraints at the returns outlet, emergency facility closures, and Library Commission-approved fee amnesty days. • When determining individual fee waivers, library staff may consider any number of reasonable factors, including, but not limited to: a library member being unaware of library policies with regard to fees; a library member who is unable to pay the entire amount owed due to personal hardship; personal emergencies and extenuating life circumstances; or a library member who has paid a fee and can provide supporting documentation.
• Member Services staff assess the damage of a returned item. If the damage is beyond normal wear and tear, such as pages missing, liquid damage, animal damage, etc., staff will notify the library member about the damage and bill the library member for the replacement cost.
• All items subject to material replacement are kept in the library for six months for library members to review before an item is paid for.
• If a library member disputes the charge of a damaged library item, the library

member can discuss the item with Library Administration for further review.

LINK+ Lending Service
• The LINK+ lending service is a collaborative system that allows Pleasanton Public Library members to borrow materials from participating public and university libraries in California.
• Fines and replacement fees on these materials will continue to be charged per the LINK+ consortium agreement.

[DRAFT]
Library Materials Recovery Policy
Pleasanton Public Library’s mission is to be the place for all members in the community to Discover, Connect, and Share. To fulfill this mission, the library provides free and equal access to resources in a variety of formats to meet the cultural, informational, recreational, and educational needs of the diverse community it serves.

To increase access, circulation, and recovery of library materials and resources, the library does not charge daily overdue fines for Pleasanton Library materials, provides for automatic renewals of Pleasanton Library materials, and offers a variety of phone, email, and text notification methods.

To ensure materials continue to be available for all, the library charges material recovery fees to cover the cost of lost and damaged items.

Loan Periods and Automatic Renewals
• The initial loan period for all Pleasanton Public Library materials is 3 weeks (21 days), with the exception of Lucky Day DVDs, which is 1 week (7 days). • After the initial 3-week loan period, if a borrowed item is not returned, it will be automatically renewed up to two times (6 weeks or 42 days). • Items will not be automatically renewed if they are on hold for another member or have previously been renewed twice.

Member Notifications
• The Pleasanton Public Library strives to provide a wide variety of notification methods to help members easily track the due dates of their library materials. • Library members are automatically notified that an item is due through email notifications or automated phone calls, depending upon account preference. • Library members may choose to be notified through a text message service, with customizable alerts for account holders and their family members. • Library members can track due dates on the library web catalog, the library app for mobile devices, or contact the library by phone or in-person with account questions.

Material Recovery Fee Timeline
30 days after due date:

ATTACHMENT 2

• If an item is not returned within 30 days after its due date, a material replacement fee will be assessed, which is the retail price of the item plus a $5 processing fee.

The library member’s account will be temporarily suspended. • If an item is reported lost, a material replacement fee will be assessed, which is the retail price of the item plus a $5 processing fee. The library member’s account will be temporarily suspended.
• If an item is damaged, a material replacement fee will be assessed, which is the retail price of the item plus a $5 processing fee. The library member’s account will be temporarily suspended.
• If the item is returned in good condition during this period, the material replacement fee and processing fee will be removed, including the temporary suspension on the library member’s account.
• If the item is damaged, the library member can pay the material replacement and processing fee, which will remove the temporary account suspension. • If the item is lost, the library member can pay the material replacement and processing fee, which will remove the temporary account suspension. 60 days after due date:
• If the library member does not return an item within 60 days after being assessed the material replacement fee and processing fee, the library member will receive a collection agency notification for the total fees owed, which is the retail cost of the item including the processing fee plus a collection agency fee. • The materials recovery process allows up to a total of 123 days1 to return or pay for an item before the account is referred to the collection agency.

Purchasing a replacement item to eliminate the lost/damage cost is not accepted due to edition and cataloging issues.

Material Replacement Refunds
• The replacement cost of the item is refundable, minus the processing fee, if it is returned in good condition within 90 days of the paid date, with the exception of LINK+ items.
• Refunds are issued in the form of a check payable to the library member and mailed to the address on file in the library card account.

Fee Waivers
• Fees may be waived for library members due to special circumstances, such as, but not limited to: technical difficulties with the circulation system, lost items that have been recovered, workflow constraints at the returns outlet, emergency facility closures, and Library Commission-approved fee amnesty days.

1 Total days depends on type of item, whether item was on hold, and renewals.

ATTACHMENT 2

• When determining individual fee waivers, library staff may consider any number of reasonable factors, including, but not limited to: a library member being unaware of library policies with regard to fees; a library member who is unable to pay the entire amount owed due to personal hardship; personal emergencies and extenuating life circumstances; or a library member who has paid a fee and can provide supporting documentation.
• Member Services staff assess the damage of a returned item. If the damage is beyond normal wear and tear, such as pages missing, liquid damage, animal damage, etc., staff will notify the library member about the damage and bill the library member for the replacement cost.
• All items subject to material replacement are kept in the library for six months for library members to review before an item is paid for.
• If a library member disputes the charge of a damaged library item, the library member can discuss the item with Library Administration for further review.

LINK+ Lending Service
• The LINK+ lending service is a collaborative system that allows Pleasanton Public Library members to borrow materials from participating public and university libraries in California.
• Fines and replacement fees on these materials will continue to be charged per the LINK+ consortium agreement.

Approved by the Pleasanton Public Library Commission, October 5, 2023 Approved by the Pleasanton City Council, November 7, 2023 ATTACHMENT 2

Item #10

CITY COUNCIL AGENDA REPORT

September 16, 2025
Public Works - Engineering Division

TITLE: ADOPT A RESOLUTION APPROVING THE URBAN FOREST MASTER PLAN, CIP NO. 22773

SUMMARY
The final draft of the Urban Forest Master Plan (UFMP), CIP No. 22773, is the culmination of over 2 years of work with the community to identify the City's urban forest assets, the goals for Pleasanton's urban forest, and how to efficiently manage and fund the maintenance of those assets so that City investments improve the environment and protect the quality of life and safety of the community. The plan serves as a roadmap for sustainable urban forest management with specific goals, costs, and actions to guide the City through the next 25 years of managing its urban forest and emphasizes the need to maintain a healthy urban forest which prioritizes public health, improves property values, and retains Pleasanton's unique character.

The plan is based on an updated inventory of all City-maintained trees and was created in conjunction with the updated Tree Preservation Ordinance. Four guiding principles define the plan, all of which center on a community involved, climate-resilient, and fiscally sustainable management strategy. The plan identifies five key findings that highlight the increased canopy coverage, the importance of community involvement to the success of the urban forest, the need to diversify the urban forest, and the need for focused staff and funding for the future.

The UFMP is structured in three parts: a public-focused master plan outlining principles, goals, and implementation strategies; a technical assessment for staff detailing canopy analysis, costs, and environmental benefits; and appendices offering guidance on best practices, wildfire planning, and tree selection. Implementation will require increasing funding (projected to rise from $1.2 million to $3.2 million annually), fostering community partnerships, and maintaining equity in tree distribution.

RECOMMENDATION
Adopt a resolution approving the Urban Forest Master Plan, CIP No. 22773.

BACKGROUND
In the early 1970s, the City recognized the importance of its urban forest, and on September 20, 1971, the City Council adopted Ordinance No. 640, relating to the preservation of trees.

Over the next 50 years, staff made updates to the ordinance to meet changing community needs and conditions, but no major changes were made nor was there a major public outreach process for the changes.

With the adoption of the Climate Action Plan 2.0 (CAP 2.0) in 2022, along with changing environmental conditions, city growth, new state regulations, and the need to address the City’s aging urban forest, the City Council recognized the importance of developing an updated

management strategy. On March 21, 2023, the Council approved an agreement with Dudek to prepare an Urban Forest Master Plan (CIP No. 20773). The Master Plan provides a comprehensive strategy to manage the City’s aging urban forest, respond to community needs, update the tree inventory and tree preservation ordinance, and advance the urban forestry goals identified in CAP 2.0.

Staff held a project kick-off meeting in May 2023, created a website, advertised two surveys (the first with over 600 respondents and the second, which targeted the youth, with over 50 responses from residents under the age of 18), held public outreach events, met with commissions, and completed an inventory of City-maintained trees. The City Council also created a Tree Preservation Ordinance Ad Hoc Subcommittee and, on December 17, 2024, adopted a new tree preservation ordinance.

The draft UFMP was presented to the Energy and Environment Commission (EEC) on January 15, 2025, to the Parks and Recreation Commission on February 13, 2025, and to the City Council on March 18, 2025. The EEC was supportive of the plan. Highlighting the need for community awareness and education regarding the importance of the urban forest, the EEC suggested that the City reach out to residents on social media and also provide a tree planting rebate program similar to the lawn conversion program. The Parks and Recreation Commission emphasized the importance of "the right tree for the right place" concept. The City Council emphasized community partnerships and fiscal sustainability, as well as stating its support for the guiding principles of the plan, the importance of planting the right tree in the right place, and that the UFMP should address concerns of the residents, such as fire protection.

DISCUSSION
The UFMP sets the vision, goals, and objectives for Pleasanton’s tree canopy over the next 25-year period and provides a roadmap on how to manage our trees to sustain a healthy urban forest that helps to address climate challenges while also meeting the challenges of an aging city with an expanding population. The plan directly affects the way Pleasanton residents, the development community, and City staff interact with, protect, and manage trees.

The UFMP is based on the updated inventory, canopy cover analysis, public outreach, and updated ordinance. The inventory and canopy cover analysis are the primary tools used to define the City's urban forest assets and serve as the baseline for financial and management strategies and projections, as well as to determine whether the strategies and projections are realistic and attainable. Public outreach gauges the public support for the urban forest, which is critical as the majority (70 percent) of the urban forest is made up of private property. The ordinance helps to guide and enforce management strategies to ensure that tree canopy projections and the management strategy are realistic and attainable. All these components combine to increase the benefits of Pleasanton's urban forest and to ensure that the community and environment are prioritized.

The vision for the UFMP is that Pleasanton’s urban forest is a well-managed, vital resource providing social, economic, and environmental benefits which contribute to the community’s quality of life, value, character and beauty. The plan is organized into three parts to address different audiences and concerns.

Part 1 – The Urban Forest Master Plan
This section is meant for the public, is based on the outreach process, and summarizes the history of Pleasanton’s urban forest and its current state. It also identifies the guiding principles for managing the urban forest and defines the key findings of the plan, along with implementation and monitoring strategies. Guiding principles for our urban forest include:
• Creating a resilient community
• Supporting a community that is invested in growing and preserving the urban forest • Funding and managing city trees to maximize public benefit • Integrating trees from the start

Key findings of the report include:
• Canopy cover is increasing through improved management action • Trees on private property provide the majority of the City’s urban forest canopy • The future of Pleasanton’s urban forest may be at risk without active measures to increase species diversity
• Additional funding is required for the city to achieve its urban forest goals (essentially, maintaining what we have)
• There is a need for a team dedicated to the health of the urban forest

The implementation and monitoring plan sets short, intermediate, and long-term actions to manage the urban forest. The actions, such as planting 50 trees per year, maintaining trees for a three-year establishment period, educating the public about the urban forest's importance, and promoting tree giveaways, are reasonable and measurable actions that can be implemented to meet the goals of the UFMP. The City has already started to carry out some of the critical actions identified in the UFMP – including giving away 50 trees this past Earth Day, and exploring a partnership with Rotary North to give away and plant trees for residents.

Additionally, the UFMP outlines a strategy to ensure an equitable, resilient, and sustainably managed urban forest, including the long-term care, preservation and funding of the community’s urban forest. The plan establishes a 25 percent canopy cover goal citywide.

Currently, a number of neighborhoods meet or exceed the 25 percent goal, and the overall canopy cover is 25.3 percent, but the plan establishes actions for an equal distribution of the urban forest among every neighborhood and district within the city.

The plan will guide future Tree Preservation Ordinance updates, tree inventory updates, maintenance management, and public outreach and education. The UFMP is intended to be comprehensive enough to provide a broad vision for the future of the City’s urban forest and detailed enough to address individual community concerns, such as potential hazards with trees relating to storms and fires, infrastructure conflicts and the urban heat island effect, which were some of the most important topics staff heard from the public outreach conducted during the plan creation.

Part 2 – Technical Assessment
This section is tailored for City staff and provides a detailed account of Pleasanton’s urban forestry program, including an analysis of the City’s canopy cover, budgeting and community

engagement.

Funding for urban forest management is currently approximately $1.2 million annually comprised of General Fund money dedicated for tree work as well as urban forestry funds, which are comprised of private development impact fees. The funding covers pruning, removals, management activities, storm cleanup, downed tree cleanup, planting, and establishment care for the City’s 23,000-plus trees. The need for funding is expected to increase every year, with an expectation that maintenance costs could be $3.2 million by the end of the 25-year management period. To address these projected costs, the UFMP identifies ways to improve efficiency and ease the financial burden to the City. For instance, the cost of watering street trees during the three-year establishment period could be reduced, watering could be done by the adjacent property owner, or the City could focus on areas that have an irrigation source. The tree giveaway program is likely the greatest and most economically efficient way to achieve the City’s canopy goals while limiting costs, giving the community a sense of pride and ownership in their urban forest, and providing a more equitable distribution of trees.

The projected cost of management, along with the need for community engagement and support, is why the plan recommends creating a dedicated staff team that focuses on the urban forest and why working with residents, developers, the school district, and other property owners to maintain the health of the urban forest is so critical; both from a financial perspective and an overall urban forest health perspective.

The technical assessment section also analyzes the urban forest's environmental impact, such as carbon sequestration, average pollutant capture, avoided runoff, avoided emissions, and structural and functional values. Dollar amounts are estimated for these benefits, which are useful for education, long-term planning, and securing tree program funding. The UFMP found that a healthy urban forest is one of the first lines of defense against storms and climate change impacts. Urban forests greatly reduce the Urban Heat Island (UHI) effect and help absorb the sun’s heat. Studies have found that adjacent pavement and buildings could be 50 to 90 degrees hotter than the surrounding air temperature.

Part 3 – Appendices
The appendices provide direction regarding specific situations or considerations of the urban forest, such as best management practice standards, wildfire planning, and answers to frequently asked questions. These appendices are useful for property owners and city staff alike. They also include a list of trees recommended for the City of Pleasanton, recommendations for potential funding sources, solutions for infrastructure and sidewalk conflicts, and other documentation relevant to, or obtained during, the public outreach process.

UFMP Next Steps
Upon the adoption of the UFMP, the various action items will be prioritized and integrated into the work by the Parks and Landscape Architecture Divisions within the Public Works Department.

EQUITY AND SUSTAINABILITY
The creation of the Urban Forest Master Plan was specified under the Climate Action Plan 2.0 action items. This will help facilitate an increase in tree canopy and native habitat to reduce and store carbon emissions, reduce the impacts of climate change, and create a healthier

environment. The UFMP outlines the path to ensure an equitable canopy cover of 25 percent in every neighborhood in the city so that the benefits of the urban forest can be enjoyed by all, regardless of where one lives.

OUTREACH
Public outreach occurred throughout the project and is further detailed in the Appendix of the UFMP.

STRATEGIC PLAN ALIGNMENT
The public outreach for and creation of the UFMP and the amendment to the Municipal Code's Tree Preservation chapter helps achieve all five key strategic plan goals. The UFMP strategizes a 25-year plan to maintain, protect, and improve our urban forest, including the costs associated with maintenance. The amended municipal code provides more clarity regarding tree removal penalties and costs, which provides a funding mechanism for tree planting projects and enforcement regarding tree replacement, and will help maintain the fiscal sustainability of the forest. The UFMP and the amended Ordinance should lead to more efficient use of staff time, investments in our environment's health, help protect the city from extreme weather events and climate change, and provide an updated path for residents to address tree removal concerns. The benefits of our healthy urban forest will serve residents for generations to come.

FISCAL IMPACT
The adoption of the UFMP has no immediate fiscal impact. However, the recommended actions, such as planting new trees or developing a dedicated urban forestry team, will have a fiscal impact.

Prepared by: Submitted by: Approved by:

Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. Resolution to Approve Urban Forest Master Plan

ATTACHMENT 1

RESOLUTION NO. 2025-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANTON

APPROVING THE URBAN FOREST MASTER PLAN

WHEREAS, the City Council approved Capital Improvement Program Project No. 22773 for an Urban Forest Master Plan to identify a management strategy for the urban forest, update the Tree Preservation Ordinance, Chapter 17.16 of the Pleasanton Municipal Code, and provide an updated tree inventory (“Project”); and
WHEREAS, staff advertised a Request for Qualifications for the Urban Forest Master Plan in October 2022; and
WHEREAS, the City Council approved a professional services agreement with Dudek to prepare the Urban Forest Master Plan on March 21, 2023; and WHEREAS, the updated tree inventory was completed, and City Council reviewed the draft Urban Forest Master Plan and adopted the updated Tree Preservation Ordinance on December 17, 2024; and
WHEREAS, the final draft of the Urban Forest Master Plan has been updated to address Staff, Commission, and Council input on the draft plan.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLEASANTON DOES RESOLVE, DECLARE, DETERMINE, AND ORDER THE FOLLOWING:

SECTION 1. City Council approves the Urban Forest Master Plan, as set forth in Exhibit A, which is attached hereto with links to the final draft of the Urban Forest Master Plan and incorporated herein by this reference.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Pleasanton at a regular meeting held on September 16, 2025.

I, Jocelyn Kwong, City Clerk of the City of Pleasanton, California, certify that the foregoing resolution was adopted by the City Council at a regular meeting held on the 16th day of September 2025 by the following vote:

Ayes:

Noes:

Absent:

Abstain:

_____________________________
Jocelyn Kwong, City Clerk

APPROVED AS TO FORM:

_______________________________
Daniel G. Sodergren, City Attorney

Item #11

CITY COUNCIL AGENDA REPORT

September 16, 2025
Public Works - Engineering Division

TITLE: ACCEPT THE PUBLIC IMPROVEMENTS PERFORMED BY O'GRADY PAVING, INC. FOR THE ANNUAL STREET RESURFACING & PREVENTATIVE
MAINTENANCE PROJECT, CIP NO. 24503, AND AUTHORIZE THE RETURN OF THE REMAINING PROJECT FUNDS TO THE GAS TAX FUND (FUND 160) AND STREETS CIP GENERAL FUND (FUND 211)

SUMMARY
This project included various streets within Pleasanton that were prioritized for treatment through the City’s Pavement Management Program and consisted of a full-width pavement overlay on 1.86 million square feet of existing asphalt pavement and isolated full-depth pavement repairs, as well as crack sealing for 0.60 million square feet of existing asphalt pavement that was slurry sealed. The City Council awarded this construction contract to O’Grady Paving, Inc. on April 16, 2024. Construction of the project is now complete to the satisfaction of the Director of Public Works. Staff recommends the City Council accept the project as complete and authorize the return of the remaining funds to the fund balance.

RECOMMENDATION

1. Accept the construction of the project as complete and authorize the City Clerk to file a Notice of Completion.

2. Authorize the release of the retention in the amount of $389,983.20 to O’Grady Paving, Inc., 30 days after the recordation of the Notice of Completion.

3. Authorize the return of the remaining project funding to the fund balance in the Gas Tax Fund (Fund 160) and the Streets CIP General Fund (Fund 211) for future eligible projects.

BACKGROUND
On April 16, 2024, City Council awarded the construction contract to the lowest responsible bidder, O’Grady Paving, Inc., in the amount of $6,861,681 and authorized the Director of Public Works to approve change orders up to the project contingency amount of $1,029,252.

The streets repaired under this project were prioritized for treatment through the City’s Pavement Management Program.

DISCUSSION
This project had three components: street resurfacing, preventative maintenance associated with preparation for the slurry seal work, and the access road for the vehicle storage building adjacent to the City’s police department training facility.

Street Resurfacing

The project's first component consisted of repaving 1.86 million square feet of pavement on the streets listed in Table 1 below, including repairing 135,000 square feet of isolated distressed pavement on various streets prior to roadway repaving. Five different reconstruction methods were used in this project, depending on the pavement condition of each street. The reconstruction methods used are described below.

1. Overlay (OL): This reconstruction method involves milling the edges of the existing pavement and placing a new surface course of 1.5-1.75 inches of new asphalt concrete over the top of the existing pavement.

2. Overlay with Fabric (OL/F): This reconstruction method involves milling the edges of the existing pavement and placing a layer of paving fabric on the surface of the existing pavement prior to applying a new surface course of 1.75 inches of new asphalt concrete/HMA (Hot Mix Asphalt) over the top of the fabric. Paving fabric is needed when the existing pavement has cracking caused by swelling and shrinking associated with heat and cool cycles. The paving fabric “bridges” these cracks that are only in the surface layer. Without the fabric, the cracks would quickly propagate to the surface of the new pavement. This is known as “reflective” cracking.

3. Pavement Milling and Overlay (Mill/OL): This reconstruction method involves the removal of the existing asphalt concrete surface layer of the entire street surface by milling, then applying 1.75 inches of asphalt concrete over the entire street surface.

4. Pavement Milling and HMA Filling (Mill/Fill): This construction method involves the removal of existing pavement sections to the depth of 3 – 4 inches and replacement with a new layer of asphalt concrete over the entire street. This method is basically the same as the Mill/OL method above, but at a greater depth. The Mill/Fill operation requires the work to be completed on the same day to provide safety and to protect the subgrade while the Mill/OL allows the asphalt concrete overlay to be completed at a later date.

5. Cold In-Place Recycled and Overlay (CIR/OL): The CIR process includes pulverizing (milling) the top 4 inches of the existing pavement, mixing the pavement with asphalt binder/cement agents, grading and compacting by paving machine, and applying a fog seal. After completion of the CIR process, 1.75 inches of HMA layer is applied on top of the newly recycled pavement surface. This treatment is normally utilized on streets that are in poor condition and require total reconstruction, including a complete removal and replacement of the asphalt concrete layer, along with stabilization of the existing base material. Total reconstruction is a very costly and lengthy process, which creates a major impact on traffic and residents. The City has successfully completed the CIR process on three other projects in the past. (Hopyard Road, from Valley to Gibraltar Road, and Dorman Road)

Preventative Maintenance
The project's second component consisted of preparatory work for slurry sealing, which was performed under a separate contract. The preparatory work included isolated full-depth pavement repair and crack sealing. A total of 45,000 square feet of distressed pavement area was removed, 4 to 6 inches from the pavement’s surface, down to the roadway aggregate base material, and replaced with new asphalt concrete with the same thickness as removed.

This was done when the pavement failed in isolated areas and before the street surface was slurry sealed. This is the same repair method performed on the reconstructed streets, as described above. A total of 5,500 pounds of crack sealant was applied to the roadway pavement as part of preparatory work. Crack sealing involved cleaning the pavement cracks to prepare them for a sealant, which was then smoothed to flush the material with the existing asphalt concrete surface.

After the preparatory work, 0.60 million square feet of roadway surface slurry seal was placed on the streets listed in Table 2 below.

Police Command Center and Support Vehicle Storage Building Access Road The third component is the access road to the Police Department’s storage yard, which was restored to provide proper access and support for a future building to permanently house the Police mobile command and support vehicles. Thirteen thousand square feet of existing dirt was replaced with approximately 570 tons of recycled asphalt concrete material generated from the project’s CIR process with proper grading and drainage. The cost for access road improvements was funded under the Police Department’s operating budget for $83,527 and under Fund 211.

Consultant Services
Sandis provided survey services under the City’s on-call professional services agreement at a total cost of $43,088. The work included surveying and tying 25 existing monuments along Hopyard Road and Dorman Road, which received CIR treatments, with reference points, and filing a pre-construction corner record with Alameda County. Monuments are permanent survey markers—typically brass discs or similar markers placed in the ground—that establish official reference points for property lines and construction. After construction was completed, the monuments were re-checked to confirm they were not disturbed.

Materials testing was completed on the project in accordance with the City’s Quality Assurance Plan for a total cost of $55,612. The City’s on-call consultant, BSK Associates, was on-site to collect the hot mix asphalt material and CIR material for laboratory testing and to test the density of the CIR and the new layer of asphalt concrete to ensure it was properly compacted.

Change Orders
The following contract change orders resulted in a net increase of $937,983 to the

construction contract:

1. Change Order No. 1 was for $592,277 for repaving Case Avenue from Valley Avenue to Bernal Avenue as an added street to the project. Case Avenue was on the project list for resurfacing but was removed from the project prior to the bid due to potential insufficient funding concerns. After the bids were received, there was sufficient funding to increase the project contingency with the intention of adding Case Avenue back to the project as a change order at contract unit prices. A new layer of asphalt was placed on 165,000 square feet of pavement, providing safe traffic circulation to Pleasanton Middle and Hearst Elementary schools and prolonging the useful life of the pavement on Case Avenue.

2. Change Order No. 2 for $230,871 was for repaving four additional streets. Adobe Court, Singletree Court, Melody Court, and Garland Court were on the list for the preventative maintenance program for 2024 and were scheduled for slurry seal in September 2024. The pavement condition of these four courts has changed rapidly, and slurry seal was not the best treatment for these courts, as it required a substantial cost of pavement repair. Value engineering and pavement assessment were performed, and it was determined that repaving these courts now, while the contractor was in the area, was the best option instead of slurry sealing or deferring maintenance.

3. Change Order No. 3 for $60,000 was for additional work performed by O’Grady Paving at the agreed price for the removal and off-haul of excess asphalt pavement material during the course of the milling operation. The existing grades on Hopyard Road at various locations did not allow for the proposed grades shown on the plans. Necessary grade alterations to fit the field conditions resulted in extra time and off-hauling of excess materials.

4. Change Order No. 4 for $79,500 was for additional work performed by the contractor to fix the uneven pavement surface on West Las Positas Boulevard between Hacienda Drive and Stoneridge Drive. Roadway settlement in both directions created severe dips on the pavement that caused unfavorable riding conditions for vehicular traffic. This section of roadway is on the City’s reconstruction schedule in 2026. These severe dips were identified as high priorities for immediate repair. 265 tons of asphalt were placed for pavement leveling at an agreed price of $300 per ton.

5. Change Order No. 5 for $95,865 was for compensation to O’Grady Paving for additional work performed at the stockpile site on City-owned recycled paving material located at Bernal Park required by the State Water Board, including grading of existing stockpile, installation of silt fence and straw waddle, tarp covering, and area fencing.

6. Change Order No.6 for $75,000, was for the repair of seven damaged storm drains and sanitary maintenance holes (MHs), and restoration of roadway pavement resulting from a water break on Mirador Drive. The damaged MHs caused unfavorable driving conditions for motorists and posed potential safety concerns that needed immediate attention for repair. The water line break on Mirador Drive caused major damage to the roadway, needing immediate restoration. The main water line was repaired by the city’s crews; however, the roadway remained closed due to severe roadway pavement damage. Roadway restoration was beyond the capacity of the City’s crews. O’Grady Paving was selected to assist the City in restoring the pavement so the road could be reopened to traffic in a timely manner. The Utilities Section requested this additional work, which was performed under the existing contract with O’Grady Paving and paid out of the Utilities’ Emergency Repair funds.

7. The balancing change order for $195,530 resulted from the difference between the

contract quantities constructed and the Engineer’s Estimate of quantities in the bid documents.

EQUITY AND SUSTAINABILITY
Approval of this action advances the Climate Action Plan (CAP 2.0) goal for greenhouse gas reduction as approximately 22,000 tons of existing asphalt concrete pavement on Hopyard Road and on Dorman Road will be recycled and reused as part of the Cold In-Place Recycling process.

OUTREACH
Construction notices, social media posts and information were posted on the City’s website prior to the start of construction. Construction message boards were installed two weeks in advance of work on major roadways. The contractor hand-delivered construction notices to businesses and residents around where the project occurred.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the Citywide ONE Pleasanton strategic plan goal of Investing in Our Environment, Strategy 1 – Implement the four-year Capital Improvement Program (CIP) to complete design and construction of budgeted capital projects.

FISCAL IMPACT
Funding for this project totaled $8,044,956, including $75,000 from the Utilities Section’s Emergency Repair funds (Fund 424 and 434) per Change Order No.6 above. Project expenditures totaled $7,933,855, leaving a balance of $111,101 (see Attachment 1). Staff recommends returning the project balance to the fund balance in the Gas Tax Fund (Fund 160) and the Streets CIP General Fund (Fund 211).

Prepared by: Submitted by: Approved by:

Adam Nelkie, Assistant Dir. of
Public Works - Engineering
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. Financial Expenditure Summary

2. Location Map

ATTACHMENT 1
Project Funding to Date Amount Totals
2024-25 CIP Allocation (Fund 160 - Gas Tax) $2,763,617 2024-25 CIP Allocation (Fund 165 - Measure BB - Bike & Pedestrian) 168,487 2024-25 CIP Allocation (Fund 170 - Measure BB - Streets) 3,829,638 2024-25 CIP Allocation (Fund 166 - Measure F) 799,822
2024-25 CIP Allocation (Fund 211 - Streets CIP) 324,865 *Transfer from the Police Department's Budget into Fund 211 (Fund 211 - Streets CIP) 83,527
R&R (Fund 424 - Water Replacement) 64,500
R&R (Fund 434 - Sewer Replacement) 10,500

TOTAL PROJECT FUNDING TO DATE
Project Expenditures to Date
Advertising $1,341
O'Grady Paving, Inc. - Construction Contract, C#2024556 6,861,681 O'Grady Paving, Inc. - Contract Chage Orders #1-5, BCA 862,983 O'Grady Paving, Inc. - Contract Chage Orders #6 (Emergency Work) 75,000 Suverying Services (Sandis, On-Call Contractor), C#2024177 43,088 Material Testing Services (BSK Associates, On-Call Contractor), C#2024173 55,612
Miscellaenous Expenses 34,151
Total Project Expenditures to Date $7,933,855

TOTAL PROJECT EXPENDITURES
Funding Balance/ (Shortfall)
Current Balance $111,101
*Return to fund balance (Fund 160 - Gas Tax) 19,230 $
*Return to fund balance (Fund 211 - Streets CIP) 91,871 $ 111,101 $

ANNUAL STREET RESURFACING & PREVENTATIVE MAINTENANCE
CIP NO. 24503
09/16/25
$8,044,956
$7,933,855

INTERSTATE

CALIFORNIA
680

W LAS POSITAS BLVD

SANTA RITA RD

STANLEY BLVD

VINEYARD AVE

VALLEY AVE
AMADOR
VALLEY
HIGH
SCHOOL

BLACK AVE
DONLON

ELEMENTARY
SCHOOL

BERNAL AVE

VAL VISTA
PARK
AVE

SUNOL BLVD

FOOTHILL
HIGH
SCHOOL

VINTAGE
HILLS
PARK

CASE AVE

MIRADOR DR

CONCORD ST

CRELLIN RD

TOURIGA DR

FOOTHILL RD

FOOTHILL RD

STONERIDGE DR

INGLEWOOD
DR

MUIRWOOD

COMMUNITY
PARK
HEARST

ELEMENTARY
SCHOOL

PLEASANTON
MIDDLE
SCHOOL
BERNAL

COMMUNITY PARK

STONERIDGE
MALL

BERNAL AVE

HOPYARD RD

FIRST ST

W LAGOON RD

VALLEY VIEW

ELEMENTARY
SCHOOL

DEL SOL AVE

KOTTINGER DR
VALLEY

HACIENDA DR

OWENS DR

INTERSTATE

CALIFORNIA
580

ALAMEDA COUNTRY

FAIRGROUNDS
AREA 8
AREA 9
AREA 10
3333 BUSCH RD.

AREA 4
AREA 5
AREA 6
AREA 7
AREA 2
AREA 1

CASE AVENUE

CITY OF PLEASANTON

ANNUAL STREETS RESURFACING AND PREVENTATIVE MAINTENANCE PROJECT CIP NO. 24503

PUBLIC WORKS DEPARTMENT

LOCATION MAP
STREETS RESURFACING 2024
(DRAWINGS ARE NOTED AS SHOWN)
PREVENTATIVE MAINTENANCE 2024
(BASE REPAIR & CRACK SEAL)

Item #12

CITY COUNCIL AGENDA REPORT

September 16, 2025
Public Works - Engineering Division

TITLE: REJECT ALL BIDS FROM THE JULY 16, 2025, BID OPENING, AWARD AND

AUTHORIZE THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH WILSON GENERAL CONTRACTING, INC. FOR THE OSC FIRE ALARM & NOTIFICATION SYSTEM PROJECT, CIP NO. 23457, THE LIBRARY FIRE ALARM UPGRADE PROJECT, CIP NO. 26386, AND FOR FIRE ALARM

RETROFITS AT THE OSC-LPFD AND PLEASANTON POLICE STATION IN AN AMOUNT NOT TO EXCEED $745,000

SUMMARY
This project consists of the retrofit and replacement of the City’s existing fire alarm systems at 12 buildings and approximately 140,000 square feet at the City's Corporation Yard (formerly known as the Operations Service Center, or OSC), Library, and Police Station. The work also includes minor changes to the fire sprinkler systems for fire alarm monitoring and the replacement of the Library’s fire sprinkler backflow. A communication system will also be added at the Corporation Yard’s facilities to enhance emergency response. The construction contract includes the design of the retrofit systems, and the review and approval by the City and LPFD prior to the start of construction. The Request for Proposals, which included qualifications, experience, and bids, was publicly advertised, and four proposals were received on August 20, 2025. Staff recommends awarding the construction contract to Wilson General Contracting, Inc. from Tracy, CA, for $745,000.

RECOMMENDATION

1. Reject all proposals from the July 16, 2025, bid opening.

2. Award and authorize the City Manager to enter into a construction contract with Wilson General Contracting, Inc. of Tracy, CA in the amount of $745,000 for the OSC Fire Alarm & Notification System Project, CIP No. 23457, the Library Fire Alarm Upgrade Project, CIP No. 26386, and for fire alarm retrofits at the OSC-LPFD and Pleasanton Police Station.

3. Authorize the Director of Public Works or authorized designee to approve and execute contract change orders within a design and construction contingency amount not to exceed $250,000 (approximately 20 percent), included in the project's funding.

4. Authorize the Director of Public Works to authorize a task authorization with an existing on-call architectural or construction management firm in the amount of $100,000 plus any additional assigned contingency for design and construction support services.

BACKGROUND
Staff identified the need to replace the fire alarm system at the City's Corporation Yard (formerly known as the Operations Service Center, or OSC), which is critical to City operations and services to the community. The existing fire alarm system is an outdated, zoned system

that is no longer in a serviceable condition and requires replacement of the panels, alarms, horns and other associated equipment with relocation of devices to meet current standards.

The OSC Fire Alarm & Notification System project, CIP No. 23457, was approved to retrofit the existing fire alarm control system and add a site-wide communication system to enhance the City's response to emergencies. In June 2025, CIP No. 23457 was re-approved, and the Library Fire Alarm Upgrade project, CIP No. 26386, was approved as part of the fiscal year (FY) 2025/26 – FY 2029/30 Capital Improvement Program. The Library services the entire Pleasanton community and also serves as a community cooling center. The fire alarm system was identified in 2022 as needing to be upgraded due to the system’s age and lack of monitoring of the fire sprinklers. In addition, the exterior backflow is underground and needs to be replaced with an above-ground backflow assembly to meet current standards.

Staff reviewed the scopes of work needed to retrofit both fire alarm systems and prepared a single Request for Proposals (RFP) that incorporates the design and work for both locations. In an effort to reduce costs and increase efficiencies, the Corporation Yard Livermore-Pleasanton Fire Department (OSC-LPFD) buildings and the Pleasanton Police Station were also added to the RFP scope of work.

The RFP was published June 13, 2025, with two scheduled pre-bid meetings. Only one responsive proposal was received by the deadline on July 16, 2025, so the City re-bid the RFP. The re-bid RFP was published August 2, 2025, with an additional pre-bid meeting scheduled. Four proposals were received on August 20, 2025.

DISCUSSION
The Fire Alarm Retrofit Project provides a turnkey solution for upgrading obsolete fire alarm systems at three City campuses (12 buildings and approximately 140,000 square feet). The project includes investigation, design, shop drawings, permits, installation, and testing services. Due to the specialized systems and the requirement for shop drawings, no traditional design documents were prepared. Instead, original building plans were provided to the design and construction team to develop fire alarm shop drawings for permitting and review.

City Corporation Yard (OSC) – 3333 Busch Road
The Operations Service Center (OSC), constructed in 1991, consists of eight buildings totaling approximately 86,600 square feet. These buildings house the Public Works Department’s Operations & Maintenance and Utilities and Environmental Services Divisions, and the Pleasanton Police Department’s training and storage functions (OSC-PD). The campus is served by a zoned fire alarm system with a non-functioning control panel. Although the buildings are fully sprinklered, this system does not monitor all of the exterior fire risers.

The scope of work at this location includes:
• Relocating the fire alarm control panel (FACP)
• Upgrading to an addressable fire alarm system with remote monitoring • Adding a one-way voice communication system throughout offices, shops, and exterior

areas to enhance emergency response

Two additional OSC buildings, the LPFD Training Center and a one-story classroom (approximately 2,500 square feet, built in 1988), are not sprinklered and are connected to a separate unmonitored fire alarm system that also controls the training tower used for live-burn activities. The scope includes a new addressable system and FACP with remote monitoring, separated from the training tower system, which will remain in place.

Staging of materials, waste bins, and contractor parking will be inside the OSC gates near Busch Road, away from neighboring properties. Exterior work will follow city ordinance hours.

Limited disruption is expected to staff, with no impact to community services. The training tower, miscellaneous site structures, emergency generator, and fuel tanks are not part of this project.

City Library – 400 Old Bernal Avenue
The Library, constructed in 1988 and remodeled in 2019, is the City’s largest building at approximately 30,200 square feet. It is sprinklered and currently served by an outdated, zoned fire alarm system with remote monitoring.

The scope of work at this location includes:
• Relocating the FACP and upgrading to an addressable system • Adding devices to meet current code
• Replacing the underground backflow assembly with a new above-grade assembly

Adding fire alarm monitoring for the backflow and fire riser to minimize public impact, interior work will occur outside public hours, and the Library will remain open during regular hours.

Impacts to staff will be minimal. Exterior work will follow city ordinance hours. Staging will be secured within contractor-provided fencing, and a fire watch will be required when systems are offline. The adjacent library storage building is not included in this scope.

Pleasanton Police Station – 4833 Bernal Avenue
The Police Station building, constructed in 1983 with additions in 1997, is approximately 20,300 square feet. It includes an elevator, fire sprinklers, and an original fire alarm system monitored by Police Dispatch.

The scope of work at this location includes:
• Upgrading to an addressable fire alarm system
• Providing remote monitoring of the FACP
• Installing new elevator fire alarm devices

• Adding monitoring to the existing fire riser and exterior backflow

Staging will occur within the station's secured perimeter. Waste bin placement and contractor parking will be coordinated with Public Works and the Police Department (PD). Construction crews will access the site through the main entrance, and all personnel will undergo PD background checks. While some staff disruption may occur, no impact is expected on police services. The emergency generator and fuel station are not included in this project.

Proposals
Staff recommends rejecting the original proposals from the July 16, 2025, solicitation of proposals that only received one responsive package. The request for proposals was updated to make the proposal easier to complete and provide additional information for the bidders.

Four proposals received on August 20, 2025, were evaluated by a staff committee and scored as outlined in the RFP. Wilson General Contracting received the highest score, 27 out of 30 total points, and their base bid of $745,000 was below the engineer’s construction estimate of $1.2 million. The Bid Summary is detailed in Attachment 1.

Schedule
The Fire Alarm Retrofit project will start design investigation and documentation in October 2025, after the contract is fully executed, with permits planned for January 2025. At that time, a construction schedule will be finalized with the contractor and materials will be ordered, with plans to mobilize at the most critical OSC site in February 2026, followed by the Library and the PD buildings. Construction of the entire project is planned to be complete in June 2026, and final testing and acceptance by July 2026.

Project Management
The Fire Alarm Retrofit project consists of four projects bundled into one contract, with multiple building permits requiring monitoring on overlapping schedules. Additional support is required due to each location's different working hours and durations of construction. Staff recommends using existing on-call construction management or architectural professional support services for the Fire Alarm Retrofit project after the general contractor contract is executed. The consultant will review the plans, coordinate external reviews and access, and help administer and inspect the project.

EQUITY AND SUSTAINABILITY
Ensuring a safe working environment is essential to all Pleasanton staff and the buildings used by the public are a resource for all members of the Pleasanton community.

OUTREACH
No outreach was conducted during the fire alarm RFP process, as this item is a routine matter of City business. Adjacent neighbors, the school district, and Library patrons will be given notice prior to the start of construction.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton citywide strategic goals of Investing in Our Environment, Strategy 1 – Implement the four-year Capital Improvement Program (CIP) to

complete design and construction of budgeted capital projects and Safeguarding our City, Strategy 1 – Assess the City’s overall emergency preparedness capabilities, resources, and tools and implement changes as needed to ensure the City is properly positioned to respond to disasters. The fire alarm retrofit projects will promote the effective use of existing facilities through repair with a focus on emergency preparedness and response. The CIP projects also advance the strategic goal of Investing in Our Environment - Strategy No. 1 by implementing budgeted project CIP No. 23457 and CIP No. 26386.

FISCAL IMPACT
The OSC Fire Alarm & Notification System, CIP No. 23457, is funded as part of FY 2022/23 and received additional funding allocation in FY 2024/25. The Library Fire Alarm Upgrade, CIP No. 26386, is funded as part of FY 2025/26. The total programmed amount for both projects is $1.85 million. The total anticipated project expenditure with the recommended proposal is $1.3 million, including design and construction contingency, soft costs, and on-call professional services. This also includes the addition of the Police Station and LPFD Training Center fire alarm upgrades. A project contingency of 20 percent will address unforeseen scope of work identified during the detailed design and address existing conflicts encountered once the walls and ceilings are opened up during construction. The funding and anticipated project expenditures are detailed in Attachment 2.

Prepared by: Submitted by: Approved by:

Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. Bid Summary

2. Financial Expenditure Summary

Item
No.

Quantity
(Approx) Units Item Description Unit Price
1 LS
Investigation, Design,
Permits, Installation, &
Testing at Multiple Locations
$1,200,000.00
Subcontractors
Re-Bid Summary
Fire Alarm Retrofit Project,
CIP No. 23457 & 26386
Re-Bid Date: 8/20/2025
Engineer's Construction
Estimate
Integra Construction Services
Pleasanton, CA
Vanden Bos Electric
Roseville, CA
Wilson General Contracting
Tracy, CA
EVALUATION SCORE:

FA: Tri-Signal Integration FA: Liquitech Fire Systems FA: Sierra Building Systems FA: Tri-Signal Integration 30 24
RexMoore Group
Sacramento, CA
14 20 27
$1,200,000.00 $900,000.00
Backflow: Marquee Fire
CSLB 758792, DIR 1000006998 C16 CSLB 1032478, DIR 1000537154 CSLB 783225, DIR 1000000107 CSLB 758792, DIR 1000006998 $1,939,300.00 $745,000.00

ATTACHMENT 2
Project Funding to Date Amount Totals
OSC Fire Alarm & Notification System, CIP No. 23457
2022-23 CIP Allocation - Miscellaneous CIP- General Fund (Fund 201) $800,000
2024-25 CIP Allocation - Miscellaneous CIP- General Fund (Fund 201) $300,000
CIP No. 23457 Sub-Total $1,100,000
Library Fire Alarm Upgrade, CIP No. 26386
2025-26 CIP Allocation Fund 201 - Per CCAR061725 Item 23 $580,000 2025-26 CIP Allocation Fund 203 - Per CCAR061725 Item 23 $170,000 CIP No. 26386 Sub-Total $750,000
TOTAL FUNDING TO DATE $1,850,000
Project Expenditures to Date
Advertisting $522
OSC Site Underground Investigation (Harvey Electric,
C#2024625, OSC As-Needed Contract) 61,844
Total Project Expenditures to Date $62,365
Anticipated Project Expenditures
Pre-Construction $38,156
Wilson General Contracting, Inc- Design & Construction Contract $745,000 Review & Inspections $69,478
Post-Construction, FA Monitoring $35,000
Project Management (On-Call Professional Services) $100,000 Design & Construction Project Contingency (approx. 20%) $250,000 Total Anticipated Project Expenditures $1,237,635
TOTAL PROJECT EXPENDITURES $1,300,000
Funding Balance/ (Shortfall)
Project Balance $550,000
OSC FIRE ALARM & NOTIFICATION SYSTEM, CIP NO. 23457 &
LIBRARY FIRE ALARM UPGRADE, CIP NO. 26386
09/16/25

Item #13

CITY COUNCIL AGENDA REPORT

September 16, 2025
Public Works - Engineering Division

TITLE: AUTHORIZE THE CITY MANAGER TO ENTER INTO THE FOURTH

AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
MAINTSTAR, INC. FOR ASSET MANAGEMENT PLAN PROJECT, CIP NO. 24460 FOR ADDITIONAL FUNDS IN THE AMOUNT OF $90,450, FOR A TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $630,892

SUMMARY
The Asset Management Plan (AMP) will serve as an integrative planning document, consolidating the City’s various master plans and inventories to guide the overall management of the City’s infrastructure. Kayuga Solution, Inc. is under contract to complete the AMP. The City’s computerized maintenance management system (CMMS), MaintStar, will serve as the primary portal for data entry, and the system will require updates to incorporate the new assets identified through the AMP.

GHD, Inc. was initially contracted to complete the CMMS integration; however, the departure of the assigned key staff member resulted in a lack of familiarity and experience with the City’s assets and system. MaintStar Inc. staff possess the necessary expertise with both the software and the City’s system to successfully complete the integration. In addition, MaintStar Inc. will provide hosting services to enable data sharing between the two systems. Staff recommends amending the agreement with MaintStar, Inc. in the amount of $90,450 to provide integration and hosting services.

RECOMMENDATION

1. Authorize the City Manager to enter into the fourth amendment to the professional services agreement with MaintStar, Inc. for Asset Management Plan Project, CIP No. 24460 for additional funds in the amount of $90,450, for a total contract amount not-to- exceed $630,892

BACKGROUND
The City’s ONE Pleasanton five-year strategic plan includes a City Council priority strategy Investing in Our Environment, C. 2. to develop an Asset Management Plan (AMP) to support comprehensive long-term planning for the maintenance, renovation, repair, and replacement of infrastructure and public facilities. This strategy was affirmed by the City Council as a top priority for the current fiscal year at the City Council retreat in January 2025. A key component of this strategy is to integrate the separate asset tracking programs currently used by various departments into a single reporting and planning platform. The Asset Management Plan project, CIP No. 24460, was established to oversee this effort, with Kayuga Solution, Inc. (Kayuga) and GHD, Inc. (GHD) selected to complete the work. GHD’s scope of work focused on updating the City’s computerized maintenance management system

database with the new assets collected by Kayuga.

On May 17, 2022, the City Council awarded a contract to MaintStar, Inc. (MaintStar,) in the amount of $540,442 for updating and providing computerized maintenance management system (CMMS) services through June 2027. On April 16, 2024, the City Council awarded an agreement in the amount of $61,730 to GHD for integration of data collected through the AMP into the CMMS, as well as an agreement to Kayuga. for Phase 1 and Phase 2 of the AMP (CIP No. 24460). On February 4, 2025, the City Council approved an amendment to the agreement with Kayuga in the amount of $175,000 for Phase 3 of the AMP.

DISCUSSION
GHD, Inc. supported the City with the selection and initial update of the MaintStar, cloud-based software, and their assigned project manager was uniquely qualified to provide the integration of data collected by Kayuga Solution into the City’s MaintStar, database. However, GHD informed the City that this project manager was no longer with the company and proposed a replacement staff member who lacked comparable experience and familiarity with the City’s assets and systems. During discussions with MaintStar, staff learned that GHD’s former project manager had joined MaintStar and was available to perform the required integration work.

In addition, the Asset Management Plan has significantly increased the number of identified assets, exceeding the original scope of services anticipated for data integration. MaintStar has also identified the need for hosting services through an application programming interface (API) to enable ongoing data transfer between the Kayuga Solution database (IRIS) and the MaintStar database.

Staff recommends canceling the contract with GHD, Inc. and approving a fourth amendment to the agreement with MaintStar, Inc. in the amount of $90,450 to provide the expanded integration services and two years of API hosting services.

EQUITY AND SUSTAINABILITY
This project supports the City Climate Action Plan (CAP 2.0) goal of reducing community greenhouse gas emissions and increasing buildings and energy resilience within the Buildings and Energy Strategy section by helping to identify assets that are nearing end-of-life and a providing an opportunity for implementing the supporting actions outlined in Strategies BE-1 and BE-2.

OUTREACH
No outreach was conducted, as this item is a routine matter of City business.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton strategic plan goal of Investing in Our Environment, Strategy 1 – Implement the four-year Capital Improvement Program (CIP) and Strategy 2 – Develop an Asset Management Plan. The Asset Management Plan will promote the effective use of existing facilities and infrastructure through maintenance and repair to benefit the community with a focus on environmental stewardship and to address comprehensive long-term planning to meet current and future needs.

FISCAL IMPACT
The Asset Management Plan Project, CIP No. 24460, is funded for a total of $1 million, as outlined in Attachment 1. The AMP project expenditures with MaintStar, Inc. and Kayuga Solution, Inc. (for Phases 1 through 3) total $954,417, including a small expenditure for GHD and the additional $90,450, which includes MaintStar’s integration services for $73,350 and two years of hosting services for $17,100, leaving a project balance of $45,584.

Prepared by: Submitted by: Approved by:

Adam Nelkie, Assistant Dir. of
Public Works - Engineering
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. Financial Expenditure Summary

2. Fourth Amendment to Agreement with MaintStar

ATTACHMENT 1
CIP NO. 24460
09/16/25
Project Funding to Date Amount Totals
2023-24 CIP Allocation (Fund 201 - Miscellaneous CIP) $750,000 2024-25 CIP Allocation (Fund 201 - Miscellaneous CIP) 250,000

TOTAL PROJECT FUNDING TO DATE
Project Expenditures to Date
GHD, Inc. - C#2022213 CMMS Workflow & Integration Consultant Services $697
Kayuga Solution, Inc. - C#2024539 Asset Management Plan Integration Review (Phase 1 & 2) $719,760
Total Expenditures
Anticipated Project Expenditures
MaintStar, Inc. (Amendment #4) - C#2022502 CMMS Services and Training $90,450
Remaining Kayuga Solution, Inc. - C#2024539
Asset Management Plan Long-Term Planning (Phase 1-3) $143,510 Total Anticipated Expenditures

TOTAL PROJECT EXPENDITURES
Funding Balance/ (Shortfall)
Project Balance $45,584

ASSET MANAGEMENT PLAN
$720,457
$1,000,000
$233,960
$954,417

Contract #2022502
Fourth Amendment Page 1

FOURTH AMENDMENT TO AGREEMENT

This Fourth Amendment to Agreement ("Fourth Amendment") is entered into this ____ day of September 2025, by the City of Pleasanton ("City") and MaintStar, Inc. ("Consultant”).

Whereas, on May 20, 2022, the City and Consultant entered into a Software Services Agreement for a Computerized Maintenance Management System (C.M.M.S.) services, as amended by a First Amendment dated, August 08, 2023 to extend the term, as amended by a Second Amendment dated July 1, 2024 to extend the term, and as amended by the Third Amendment dated July 1, 2025 to extend the term (collectively the "Agreement"); and

Whereas, the parties desire to add additional services and increase the total compensation.

Now, therefore, in exchange for valuable consideration, the receipt of which is hereby acknowledged, the parties agree as follows:

1. Section 3 of the Agreement (“Term”) is amended to provide that the Agreement shall expire on June 30, 2027

2. Section 4 of the Agreement (“Compensation) the total cumulative compensation amount will be increased by $90,450 with a new not to exceed amount of $630,892. Exhibit D includes the additional services for data integration with the Asset Management Project (CIP No. 24460) in the amount of $73,350 and for annual API hosting and support services for two years at $17,100 (see attached).

3. This Fourth Amendment may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. Counterparts may be delivered via facsimile, electronic mail (including pdf or any electronic signature complying with U.S. federal E-Sign Act of 2000 (15 U.S. Code §7001 et seq.), California Uniform Electronic Transactions Act (Cal. Civil Code §1633.1 et seq.), or other applicable law) or other transmission method, and any counterpart so delivered shall be deemed to have been duly and validly delivered and be valid and effective for all purposes.

4. All other terms and conditions of the Agreement shall remain in full force and effect.

In witness whereof, authorized representatives of the parties have executed this Fourth Amendment to the Agreement as of the date and year first above written.

Contract #2022502
Fourth Amendment Page 2
CITY OF PLEASANTON CONSULTANT – MaintStar, Inc.

_____________________________ By: __________________________ Gerry Beaudin, City Manager Signature

__________________________
Print name

ATTEST: Title: __________________________

_____________________________ [If Consultant is a corporation, signatures must comply Jocelyn Kwong, City Clerk with California Corporations Code §313]

APPROVED AS TO FORM:

By: __________________________
_____________________________ Signature
Daniel G. Sodergren, City Attorney
__________________________
Print name

Title: __________________________

City of Pleasanton – Exhibit D Contractual Attachments

EXHIBIT D - SCOPE OF SERVICES
City of Pleasanton CA
Professional Services - IRIS - MaintStar EAMS Integration

PROJECT OVERVIEW
Develop integration between IRIS and MaintStar EAMS via the REST API interface in MaintStar EAMS.

Update and re-configure MaintStar EAMS to facilitate operation with the IRIS integration. Product will take place in three (3) phases each representing a milestone.

Phase I Milestone

Define, document (requirements traceability matrix) and develop a bi-directional interface between IRIS and the existing MaintStar EAMS at the City of Pleasanton. Final specifications and requirements will be mutually agreed to by the City of Pleasanton and MaintStar and documented and accepted. Acceptance initiates Phase II.

Phase II Milestone

Configure and update the MaintStar EAMS to optimize operation with IRIS. This milestone includes:

Database

1. Importing New Assets into MaintStar EAMS

Preventative Maintenance Templates

2. Preventative Maintenance Templates Updates

3. Replace Assets on existing Preventative Maintenance Templates as Required

Work Order Updates

4. Work Order Screen Customization

5. Work Order User Defined Field Updates as Required

6. Work Order Closing Condition Updates

Workflow Configuration Updates

7. Configuration Updates to Workflow Automation

Phase II will be mutually accepted by the City of Pleasanton and MaintStar. Acceptance initiates Phase III.

Phase III Milestone

At the completion of Phase I and Phase II MaintStar Professional Services to provide five (5) days onsite training and support to the City Pleasanton staff for the smooth transition of the IRIS - MaintStar EAMS integration in the City's Production Environment. Once training is complete and the IRIS - MaintStar EAMS is ready for production, Phase III is complete.

ACCEPTANCE AND COMPLETION
The IRIS - MaintStar EAMS integration will be transitioned into production after mutual acceptance of Phase III. The project is complete and can be transitioned MaintStar Professional Support Services once the IRIS - MaintStar EAMS integration is operating in production without support issues.

City of Pleasanton – Exhibit D Contractual Attachments

EXHIBIT D - PRICING
City of Pleasanton CA
Professional Services - IRIS - MaintStar EAMS Integration

MaintStar Professional Services - EAMS IRIS Custom Integration (Kayuga Solution) Project Line Item Qty. Description Monthly Fee Annual Contract
1 1 IRIS Integration - Development FFP
Custom Integration IRIS to MaintStar EAMS

REST API
$ 73,350.00 $ 73,350.00
2 1 MaintStar EAMS Updates Required for IRIS
• Load New Assets into MaintStar EAMS
• PM Template Updates as Required
• Replace Assets on PM Templates as Required
• Work Order Screen Updates as Required for
Data Collection via IRIS (Layout and UDFs)
• Add Work Order Closing Conditions
• Update to Workflow Automations
Included In Line 1 $ 0.00
PROFESSIONAL SERVICES - DEVELOPMENT $ 73,350.00

MaintStar Professional Services - EAMS Training Update
Line Item Qty. Description Monthly Fee Annual Contract
3 1 On Site Training MaintStar + IRIS
Five (5) Days On Site Staff Training
Included in Line 1 $ 0.00
PROFESSIONAL SERVICES - TRAINING $ 0.00

MaintStar Single Annual Recurring Support Services Fee - EAMS IRIS Integration Line Item Qty. Description Annual Fee Annual Contract
4 1 Pro-Rated First-Year Support Fee
Period From (Sept 2025-June 30 2026)
$ 7,125.00 $ 7,125.00
PROFESSIONAL SERVICES - SUPPORT $ 7,125.00

MaintStar Single Annual Recurring Support Services Fee - EAMS IRIS Integration Line Item Qty. Description Annual Fee Annual Contract
4 1 Annual Recurring Support Fee
Period From (July 1 2026 - June 30 2027)
Five (5) Percent Annual Adjustment for CPI
$ 9,975.00 $ 9,975.00
PROFESSIONAL SERVICES - SUPPORT $ 12,950.00

TOTAL PROJECT PROFESSIONAL SERVICES $ 90,450.00
MaintStar Payment Terms are Net30

Item #14

CITY COUNCIL AGENDA REPORT

September 16, 2025
Public Works - Engineering Division

TITLE: RATIFY A CONTRACT WITH DPI CONSTRUCTION, INC. FOR THE

EMERGENCY SEWER PIPE REPLACEMENT AT DENKER DRIVE IN AN
AMOUNT NOT-TO-EXCEED $500,000 AND APPROVE A BUDGET AMENDMENT

IN THE SEWER REPLACEMENT CIP FUND

SUMMARY
On August 21, 2025, City crews discovered a collapsed 8-inch sewer pipe near Denker Drive and Inglewood Drive. The failure of this sewer main has created imminent risks to public health, safety, and welfare. Due to the depth of the pipe and complexity of the repair, immediate support from the City’s on-call contractor, DPI Construction, Inc., was required in the not-to-exceed amount of $500,000. Staff are now requesting that the City Council ratify that contract for emergency sewer system repairs.

RECOMMENDATION

1. Ratify a contract with DPI Construction, Inc. in the not-to-exceed amount of $500,000 for the emergency sewer pipe replacement at Denker Drive.

2. Approve the creation of the Capital Improvement Program project, Denker Drive Emergency Sewer Repairs, CIP No. 26203, to the approved 5-year CIP for FY 2025/26, and the budget amendment to appropriate $500,000 from the Sewer Replacement CIP (Fund 431).

BACKGROUND
On August 21, 2025, City crews discovered a collapsed 8-inch sewer pipe near Denker Drive and Inglewood Drive during a routine sewer flushing and CCTV (closed-circuit television) inspection. The pipe, located 13 feet below the roadway and surrounded by a parallel water line and multiple utility crossings, required immediate support from the City’s on-call contractor due to the repair's complexity.

Upon excavation, staff determined that approximately 245 feet of the sewer pipe was severely deteriorated, with large sections of the pipe crown missing. Because of the pipe’s depth, the failure could not be detected without CCTV inspection. This incident highlights the critical importance of proactive maintenance programs and sufficient funding of the Sewer Enterprise Fund to address aging infrastructure before it results in service disruptions.

On August 27, 2025, approximately 13 feet of the adjacent water line failed due to trench instability, causing a temporary service interruption to four homes. Crews immediately restored service the same day using temporary jumper connections.

On August 29, 2025, the City identified additional segments of the collapsed sewer pipe. City staff and contractors worked to install a temporary sewer bypass and secure the site before the Labor Day holiday weekend. Permanent sewer line repairs resumed after the holiday and took 12 working days to complete.

The failure of this sewer main created imminent risks to public health, safety, and welfare due to: (1) potential sewage overflows; (2) propagation of voids toward the roadway that could lead to pavement collapse; and (3) threats to adjacent utilities, including water and storm drain systems. To mitigate the imminent risk, the City issued an emergency time-and-materials contract, not to exceed $500,000, to mobilize the contractor immediately. The contract covers the replacement of the sewer pipe, repair and replacement of the water line, roadway restoration, repaving, and any other work necessary to restore utility and roadway services fully.

DISCUSSION
City crews could not perform these facility repairs due to the scale and complexity of the work.

The sewer line is located more than 13 feet below the roadway, requiring specialized shoring systems, large-scale excavation equipment, and coordination with multiple utility crossings. In addition, the length of pipe replacement and roadway restoration exceeds the City’s in-house staffing capacity, equipment availability, and safety limitations. Engaging an on-call contractor ensures the work is completed safely, efficiently, and in compliance with regulatory and construction standards.

DPI Construction, Inc. is the City’s contractor currently working on a major storm drain CIP project involving deep excavation and complex underground pipe replacement with similar conditions to the Denker Drive situation. The necessary heavy equipment, shoring, and materials are available at the City’s job site and were mobilized to replace the collapsed sewer pipe.

Pavement restoration estimated at $100,000 will be completed by either DPI Construction, Inc., one of the City's on-call paving contractors, or the Annual Resurfacing CIP contractor who is performing work within the area, and is included in the $500,000 total project costs.

This project qualifies as an unforeseen, time-critical emergency. The extent of the pipe failure was not visible from the surface and could only be detected through CCTV inspection. Once identified, immediate action was required to prevent further sewer collapses, protect adjacent water lines, and minimize service disruptions to residents. Delaying repairs would have posed significant risks to public health, roadway stability, and surrounding utilities.

EQUITY AND SUSTAINABILITY
Not applicable, as this item is an emergency condition.

OUTREACH
Not applicable, as this item is an emergency condition. Staff informed residents of utility outages by going door to door. Residents were also informed in person of restoration of services.

STRATEGIC PLAN ALIGNMENT
Not applicable, as this item is an emergency condition.

FISCAL IMPACT

Budget for this work will be $500,000, which will be funded from Sewer Replacement Fund 431. Staff recommends creating the Capital Improvement Program project, Denker Drive Emergency Sewer Repairs, CIP No. 26203, adding it to the approved 5-year CIP for FY 2025/26, and allocating $500,000 from the Sewer Replacement Fund (Fund 431).

Prepared by: Submitted by: Approved by:

Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. Maintenance and Trade Services Agreement with DPI, Inc.

MAINTENANCE AND TRADE SERVICES AGREEMENT
FOR UTILITIES – DENKER DRIVE EMERGENCY SEWER REPAIRS
CIP PROJECT NO. 26203

THIS AGREEMENT is made and entered into this 21st day of August 2025 between DPI, Inc. ("Contractor"), a California Corporation, whose address is 5942 Las Positas Road, Livermore CA 94551 and the CITY OF PLEASANTON, a municipal corporation ("City").

RECITALS

A. Contractor has submitted a proposal in response to the City of Pleasanton’s Request for Proposals (RFP) #PWD 24.601 and is qualified and experienced in providing Underground Infrastructure Repair Services for our Utilities System Operations as set forth in Exhibit A of this Agreement.

B. City f ound it necessary and advisable to obtain services from Contractor to perform emergency services to replace 245 feet of 8 -inch sewer line and assc oiated work on Denker Drive between Inglewood Drive and Beech Court.

NOW THEREFORE, in consideration of the mutual covenants and conditions in this Agreement, City and Contractor agree as follows:

1. Term. The term of this Agreement commences on the date written above and will expire upon completion of the necessary repairs and satisfaction as determined by the City.

2. Services to be performed . Contractor shall perform, or cause to be performed, the work as directed by the City Engineer and will be paid on a time and material basis.

3. Compensation. Total compensation pursuant to this Agreement shall not exceed $500,000 and completed as Time and Material following the approved rates for the “As -Needed Maintenance and Trade Services Agreement for Utilties – Water,Sewer,& Storm Maintenace & Emergency Repairs RFP #PWD 24-601.”

a. Payment shall be made within thirty (30) days of receipt of Contractor’s invoice and approval by City.

b. If the prevailing wage for crafts or classifications subject to this Agreement change during the term of this Agreement, the City will accept corresponding increases in Contractor’s hourly rates when sufficient documentation is received from the Contractor and verified with the Department of Industrial Relations.

4. Indemnification. Contractor shall hold harmless, defend, and indemnify the City, its officers, agents and employees (“Indemnities”), against any and all claims, costs, demands, causes of action, suits, losses, expenses, attorney’s fees, or liability, arising from or in any manner related to Contractor’s (includes Contractor’s employees, agents, or subcontractors) negligent act or omission, whether alleged or actual, regarding the work or services performed or caused to be performed pursuant to this Agreement and any amendments thereto. Contractor shall not, however,

be obligated to indemnify Indemnities from claims arising from the sole negligence or willful misconduct of Indemnities . This indemnification includes any claim that the materials or equipment provided under this Agreement, or any tool, article or process used, constitutes an infringement of any patent issued by the United States. This indemnification provision shall survive termination or cancellation of the Agreement.

5. Insurance. During the term of this Agreement, Contractor shall maintain at its own cost and expense the following insurance coverage with insurers with an A.M. Best’s rating of no less than A: VII. Contractor shall have the obligation to furnish City, as additional insured, the minimum coverages identified below, or such greater or broader coverage for City, if available in the Contractor’s policies.

a. General Liability and Bodily Injury Insurance. C ommercial general liability insurance with limits of at least $ 2,000,000 combined limit for bodily injury and property damage that provides that the City, its officers, employees and agents are named additional insured’s under the policy as evidenced by an additional insured endorsement satisfactory to the City Attorney.

The policy shall further state in writing either on the Certificate of Insurance or attached rider that this insurance will operate as primary insurance for work performed by Contractor and its subcontractors, and that no other insurance effected by City or other named insured will be called on to cover a loss.

b. Automobile Liability Insurance. Automobile liability insurance with limits not less than $2,000,000 per person/per occurrence.

c. Workers' Compensation Insurance. Workers' Compensation Insurance for all of Contractor's employees shall be in strict compliance with State laws, including a waiver of subrogation and Employer’s Liability Insurance with limits of at least $1,000,000.

For work or services deemed public works, by signing this Agreement, Contractor is certifying, pursuant to Section 1861 of the California Labor Code, that: "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this Contract."

d. Certificate of Insurance. Contractor shall file a certificate of insurance with the City prior to the City’s execution of this Agreement, and prior to engaging in any operation or activity set forth in this Agreement. The Certificate of Insurance shall provide in writing that the insurance afforded by this Certificate shall not be suspended, voided, canceled, reduced in coverage or in limits without providing notice to the City in accordance with California Insurance Code section 677.2 which requires the notice of cancellation to: 1) include the effective date of the cancellation; 2) include the reasons for the cancellation; and 3) be given at least 30 days prior to the effective date of the cancellation, except that in the case of cancellation for nonpayment of premiums or for fraud, the notice shall be given no less than 10 days prior to the effective date of the cancellation . Notice shall be sent by certified mail, return receipt requested. In addition, the insured shall provide thirty (30) days prior written notice to the City of any

cancellation, suspension, reduction of coverage or in limits, or voiding of the insurance coverage required by this agreement. The City reserves the right to require complete certified copies of policies.

e. Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated in this Agreement, including but not limited to naming additional insureds.

f. Waiver of Subrogation. The insurer agrees to waive all rights of subrogation against the City, its officers, employees and agents.

g. Defense Costs. Coverage shall be provided on a “pay on behalf of” basis, with defense costs payable in addition to policy limits. There shall be no cross-liability exclusions.

6. Independent Contractor. The Contractor is an independent contractor retained by the City. All personnel employed by the Contractor, including subcontractors, and personnel of subcontractors, are not and shall not be employees of the City.

7. Contractor’s Warranty. Contractor shall bear the risk of loss or damage to any goods associated with the services until delivered to and accepted by City. Contractor further warrants that all work done and goods provided under this Agreement shall: a) meet all conditions of the Agreement; b) shall be free from all defects in design, material and workmanship; and 3) shall be fit for the purposes intended. If any defects occur within the 12 months following acceptance, Contractor shall be solely responsible for the correction of those defects.

8. Labor Code/Prevailing Wages. The work performed under this Agreement is a “public work” and prevailing wage laws shall apply. No less than the general prevailing rate of per diem wages, and not less than the general prevailing rate of per diem wages for holidays and overtime work, for each craft, classification or type of worker needed to execute the work under this Agreement shall be paid to all workers, laborers and mechanics employed in the execution of the work by the Contractor or any subcontractor doing or contracting to do any part of the work. The appropriate determination of the Director of the California Department of Industrial Relations shall be available for inspection. Contractor shall post, at each job site, a copy of the prevailing rate of per diem wages.

To the extent applicable, Contractor shall comply with all requirements of the California Labor Code, including but not limited to, Labor Code sections: 1773.2 (regarding posting wage determinations at each job site); section 1776 (regarding the certificat ion, maintenance, and availability for inspection of payroll records); section 1777.5 (regarding employment of apprentices); section 1810 (regarding a legal day’s work as 8 hours of labor); and section 1775 (regarding penalties for violations). The Contra ctor shall forfeit fifty dollars ($50.00) for each calendar day or portion thereof for each worker paid less than the stipulated prevailing rates for any public work done under the Agreement by it or by any subcontractor under Contractor.

9. Notices. All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States Mail, postage prepaid, registered or certified, addressed as hereinafter provided.

To Contractor: DPI, Inc. To City: City Manager
City of Pleasanton
P.O. Box 520
5942 Las Positas Rd.

Livermore, CA 94551
Pleasanton, CA 94566

10. Conflict of Interest. In accepting this Agreement, Contractor covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of this Agreement. Contractor further covenants that, in the performance of this Agreement, it will not employ any person having such an interest. Contractor certifies that no City officer, employee, or authorized representative has any financial interest in the business of Contractor and that no person associated with Contractor has any interest, direct or indirect, which could conflict with the faithful performance of this Agreement. Contractor agrees to advise City if any conflicts arise.

11. Mi
scellaneous Provisions.
a. C
ity may terminate this Agreement at any time by mailing a notice to Contractor. Contractor shall be paid for that portion of work or services already completed by Contractor as approved by City.
b. Contractor acknowledges that time is of the essence regarding the performance of this Agreement.
c. Contractor shall not assign or transfer this Agreement. d. If either City or Contractor waives a breach of this Agreement, such waiver shall not constitute a waiver of other or succeeding breaches of this Agreement. e. This Agreement constitutes the entire understanding of the parties. f. This Agreement may only be modified by a writing signed by the authorized representative of both parties.
g. Contractor covenants that it has obtained and will keep in effect during the term of the Agreement all certificates, licenses, including a City Business License, permits or the like required by any federal, state or local regulatory agency in order to perform the work under this Agreement.
h. Contractor shall comply with all federal, state and local laws, regulations and rules, including but not limited to applicable safety and environmental laws. Contractor shall bear full and exclusive responsibility for any release of hazardous or non-hazardous substances and disposal of hazardous wastes.
i. The Contractor will permit the City to audit, examine and make copies of all contracts, invoices, payrolls and other documents or data relating to this Agreement. Such records shall be maintained for three years from the date of final payment under this Agreement. j. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. Counterparts may be delivered via

facsimile, electronic mail (including pdf or any electronic signature complying with U.S. federal E -Sign Act of 2000 (15 U.S. Code §7001 et seq.), California Uniform Electronic Transactions Act (Cal. Civil Code §1633.1 et seq.), or other applicable law) or other transmission method, and any counterpart so delivered shall be deemed to have been duly and validly delivered and be valid and effective for all purposes. k. This Agreement shall be governed by the laws of the State of California, with venue for any action under this Agreement in Alameda County, California.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

CITY OF PLEASANTON CONTRACTOR

_____________________________ By: __________________________ Gerry Beaudin, City Manager Signature

__________________________
Print name

ATTEST: Title: __________________________

____________________________ [If Contractor is a corporation, signatures must Jocelyn Kwong, City Clerk comply with California Corporations Code §313]

APPROVED AS TO FORM: _____________________________
Signature

__________________________ __________________________
Daniel Sodergren, City Attorney Print name

Title: __________________________

EXHIBIT A FY 2025/26 – RATE SHEET

“UTILITIES – WATER, SEWER, & STORM MAINTENANCE
& EMERGENCY REPAIRS
“UNDERGROUND INFRASTRUCTURE REPAIRS”

SCOPE OF SERVICES
The city is requesting an experienced licensed contractor to perform routine and emergency services. This work would be performed at any of the City’s water, sewer or stormwater facilities located throughout the city:

1. Contractor will repair and/or replace pipes and or structures “as required” on a scheduled and 24- hour emergency basis including overtime if required according to prescribed specifications and City of Pleasanton Standard Details.

2. Contractor shall diligently perform the services and furnish the personnel, materials, equipment, vehicles, safety devices, traffic control equipment and plans for pipes and structure repairs and replacement work.

3. Contractor, after being advised by the Utilities Division on a work area, must notify residents or businesses in writing a notice to perform services for the city a minimum of 48 hours prior to work being started. Contractor must also provide a copy of the notice to the Utilities Division.

4. In emergency situations, the contractor must verbally notify residents and businesses prior to interruption of service.

5. All necessary asphalt or concrete cutting or sawing removal and replacement per City Specifications.

6. Submit to City of Pleasanton Utilities Division as -built drawing for each new project including address and location.

7. All OSHA Safety requirements must be adhered to by the Contractor while on-site.

RATE SHEET
The cost quoted below shall include all taxes and all other charges, including travel expenses, and is the cost the City will pay for the term of any contract that is a result of this bid.

Bidder hereby certifies to City that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

Contractor's Labor rates (Hourly)
Position Description Regular Time Overtime Emergency Callout Foreperson $ $ $
Operator $ $ $

“UNDERGROUND INFRASTRUCTURE REPAIRS (continued)”

Contractor's Labor Rates (Hourly)
Position Description (continued) Regular Time Overtime Emergency Callout Laborer/Pipe layer $ $ $
Truck Driver $ $ $
Expeditor $ $ $
Journey Rate $ $ $
Apprentice Rate $ $ $
Other: $ $ $

Contractor’s Equipment
Equipment Size and Description Hourly Rate
Excavator $
Backhoe Loader $
Truck & Tools $
Compressor w/Tools $
Wacker $
Pumps $
Arrow Board $
Traffic Cones $
Barricades $
Dump Truck $
Concrete/Asphalt Saw $
Misc. Tools $
Paving Roller $
Other: $
Notes: Contractor’s Equipment that will be used for project, to be charged to the job at an Hourly Rate.

Attached additional equipment rate sheets if needed.

“UNDERGROUND INFRASTRUCTURE REPAIRS (continued)”

Materials/Rentals Example % Mark-Up
*Materials Invoicing must be demonstrated as a percentage.

Example: Material $1,000 + 10% ($100) = $1,100 %
*Outside Equipment (Rentals) Invoicing must be demonstrated as a percentage.

Example: Outside Equipment $2,000 + 10% ($200) = $2,200 % *Sub-Contractors
Invoicing must be demonstrated as a percentage.

Example: Sub-Contractor Invoice for services $10,000 + 10% ($1,000) = $11,000
%
*Special Notes:

All receipts/invoices/price verification must be provided with these mark-ups.

Mark-Ups will remain the same for the term of the Agreement.

Rentals of Equipment must be pre-approved by City Project Manager.

Year 2 is increased based off local CPI, which had an increase of 1.6% (April 2025)

Authorized Representative: Signature: __________________________ Company Name: __________________________ Date: ___________________

Item #17

CITY COUNCIL AGENDA REPORT

September 16, 2025
Community and Economic Development

TITLE: ADOPT A RESOLUTION ACCEPTING AND APPROVING THE DOWNTOWN PLEASANTON BUSINESS IMPROVEMENT DISTRICT 2025 ANNUAL REPORT AND 2026 BUDGET, AND DECLARING THE INTENTION TO AMEND
PLEASANTON MUNICIPAL CODE SECTION 5.28.080 SYSTEM OF

ASSESSMENTS TO PERMIT CHANGES TO THE MANNER IN WHICH THE

ANNUAL ASSESSMENT IS LEVIED, AND TO LEVY THE ASSESSMENT FOR 2026

SUMMARY
The Downtown Pleasanton Business Improvement District (BID) assessment is collected annually as part of a three-step process described under State law. The City Council approved the first step on August 19, 2025, appointing an advisory board to prepare the annual budget and report describing the programs and activities of the BID. The Downtown Pleasanton BID Advisory Board has submitted its year-to-date 2025 report and budget for 2026. The Advisory Board is recommending modifications to the method of levying the assessment for 2026 that will increase the assessment for participating businesses to provide a more robust and stable funding base for the Pleasanton Downtown Association (PDA). There are no modifications recommended to the district boundaries. An ordinance will be introduced at the October 7, 2025 City Council meeting to amend the Pleasanton Municipal Code (PMC) to change the method of levying the assessment, and a public hearing will be held at the November 4, 2025, City Council meeting for formal adoption of the 2026 BID budget and assessment levy.

RECOMMENDATION
Adopt a resolution accepting and approving the Downtown Pleasanton Business Improvement District 2025 Annual Report and 2026 Budget, and declaring the intention to amend Pleasanton Municipal Code Section 5.28.080 System of Assessments to permit changes to the manner in which the annual assessment is levied, and to levy the assessment for 2026.

BACKGROUND
Over three decades ago, the City established a Downtown Pleasanton Business Improvement District (BID), the purpose and boundaries of which are set forth in Chapter 5.28 of the Pleasanton Municipal Code. The Pleasanton Downtown Association (PDA) serves as the manager of the Downtown Pleasanton BID.

At the January 21, 2025, City Council meeting, the City Council approved a one-year agreement, set to expire on December 31, 2025, between the City and the PDA under which the City matches the funding generated by the BID with General Fund dollars. These City- contributed funds are remitted to the PDA and used to support promotions, programs and activities that benefit downtown Pleasanton. Over the decades, it has become apparent that the funding generated through the annual BID assessment, even with a City match, does not provide sufficient revenue to support the PDA at the level where it can meet the expectations

and level of activity needed to effectively sustain the downtown's vitality and economic health.

This situation has become more acute as the City faces ongoing budget challenges that limit its ability to supplement PDA's BID-derived funding.

City Contribution to the PDA and Downtown District
The City has had an agreement with the PDA to administer the Downtown BID since the inception of the District. The most recent agreement is for one year and is set to expire at the end of this year, but historically, the agreement would span five years. Through the terms of the agreement, the City is required to match 100 percent of the BID assessment revenue generated by the businesses within the downtown. For the 2026 Budget, the City contribution was estimated at around $80,000, which equals the estimated amount of the BID assessment revenue for 2025.

Through the BID Assessment match and other support, the City has been a longstanding and significant partner to the PDA in supporting economic vitality and growth in the downtown.

Based on a review of available financial data for the last ten years, the City has provided a total of approximately $810,000 in matching BID assessment funding and an additional $130,000 in sponsorship funding from the General Fund. The sponsorship funding includes $100,000 for Weekend on Main events in 2022, $16,000 for Small Business Saturday events, and approximately $14,000 for Concerts in the Park and other sponsorships.

Recognizing the community importance of a vibrant downtown, the City has provided support in many other ways, beyond these direct financial contributions. For example, the cost to the City for Weekends on Main street closures is estimated at approximately $260,000 over the last four years. The City has also made significant financial investment in the downtown District with the Transportation Corridor improvements, new newspaper racks, downtown parklet grant program, sponsorship of events such as Hometown Holidays, and more recently, the new bandstand and Lions Wayside and Delucchi Park renovations, as well as enhanced maintenance of planters/landscaping, street furniture and signage.

As the City faces ongoing fiscal challenges, the City’s contribution for future years will be evaluated during consideration of a new agreement with the PDA. A future agreement will also provide an opportunity to discuss and decide on other City support for downtown activities and events such as Weekends on Main, which are most successful where there is synergy between the street closures and programming of the closure area with activities and attractions for visitors.

BID Update and PBID Feasibility Study
In August 2023, the City Council adopted the updated Economic Development Strategic Plan (EDSP). The five-year plan comprises five implementation plan priorities. Among these, under Priority 3: Local Revenue Growth, the EDSP includes action Item 3.2 related to downtown Pleasanton:

3.2: Evaluate the Pleasanton Downtown Association’s Business Improvement District Structure
To ensure economic vitality in Downtown Pleasanton, it is recommended that the City and Pleasanton Downtown Association evaluate the current business improvement district structure for increased funding for economic development opportunities.

Based on the EDSP’s direction, in 2024, staff evaluated the feasibility of a property-based business improvement district (PBID), in which property owners are assessed to fund supplemental services within the District, versus the current structure, which assesses businesses. The feasibility study provided three assessment scenarios that could generate, at the highest assessment, up to $314,166 annually, and at the lowest assessment up to $104,722, with a mid-range amount of $209,443 for the District. The annual cost to a property owner would be based on parcel lot size, benefit zone, and parcel use.

Over the course of four months, the City engaged with property owners through meetings, a survey, and an open house. The analysis revealed that of the 45 percent of property owners engaged, only 14 percent expressed support, weighted by the proportion of the total assessment they would pay. 19 percent of respondents were leaning toward support – a signal that further education and outreach is needed to solidify their position – and the remaining 12 percent were undecided, leaning toward opposition, or fully opposed. The position of the remaining 55percent of unengaged/unresponsive property owners is unknown until further outreach is conducted. The PBID feasibility study results were presented to the City Council at its meeting on January 21, 2025. The City Council postponed the approval of a PBID formation or further outreach activities to allow the PDA, property owners, and downtown businesses to have further discussions on downtown economic vitality and other funding strategies.

The PDA conducted outreach with downtown stakeholders through property owner and business meetings, and after hiring its new Executive Director, Gabrielle Welk in April, developed a new two-year strategic plan to pursue alternate ways to augment its current, non- City funding. The PDA strategic plan consists of three key strategies for new or enhanced funding streams: 1) Creation of the Pleasanton Downtown Foundation Fund; 2) Update of the BID and 3) Launch of an Associate Member program. Ms. Welk provided an update and presented the three key strategies of the PDA Strategic Plan to the City Council at the August 19, 2025, City Council meeting.

Current BID Assessment Revenue
The current assessment formula is based on each business’s annual City business license payment and is calculated based on the following formula:
• Businesses located curbside and downstairs on Main Street are assessed at two times (2X) their business license;
• Businesses with a Main Street address located upstairs, or not curbside, are assessed at a rate of one and a half times (1½X) their business license; • All other businesses (those located off Main Street) pay an amount equal to one times (1X) their business license.

Notwithstanding these factors, the existing formula sets a minimum and maximum assessment for any business, at a minimum of $50 and a maximum of $350 per business. Non-profit businesses within the District are not assessed. There are instances where businesses are exempt from the City’s business license fee, but pay an annual fee of $200, including where several independent contractors are located at one business address and conducting a similar service and the maximum charge of $200 is paid by the owner of this business.

The assessment formula and minimum and maximum amounts have not changed since 1996,

nor has the annual fee changed. The BID boundary was last updated in 2016 to exclude residential properties.

The Downtown Pleasanton BID annual assessment revenue in 2026 is provisionally projected by City staff to be approximately $80,000. As the amount has not changed or increased substantially in several years, it is proving increasingly difficult for the PDA to sustain its efforts and activities at a level that can effectively support its members and its efforts to help the downtown to thrive. While it may be appropriate to re-examine the formation of a PBID at some point, since it reflects a more up-to-date model for supporting business districts, it does not appear to be feasible to implement a PBID at this time, due to lack of property owner support.

Instead, given the relatively modest current assessment, PDA believes there is sufficient potential support among businesses for an increased assessment, implemented within the current BID structure, to support PDA and its work. While no formal vote of business owners is required to modify the assessment, only an action of the City Council, identifying support among the downtown business community is important to the PDA and the City.

BID Assessment Renewal for 2026
Per Chapter 3, Section 36530 of the Parking and Business Improvement Area Law of 1989, the City Council completed the first step of three to levy the annual assessment for the Downtown Pleasanton BID, by appointing an advisory board to prepare the annual budget with a report describing the programs and activities of the BID and the related funding sources and outline any recommended changes to the boundaries of the district and/or the methodology of assessing each business.

The next steps in the process include:

1. Accept the report and budget and set a public hearing to levy the assessments.

2. Open and close the public hearing and adopt by resolution the assessments.

DISCUSSION
On August 19, 2025, the City Council appointed the members of the advisory board, which has since met and is recommending acceptance of the 2025 Annual Report and the 2026 budget for the Downtown Pleasanton Business Improvement District assessments and other revenues (the PDA budget), provided as Attachment 1.

The attached report and budget contain the following required information:

1. Any proposed changes in the boundaries of the District. (For 2026, there are no proposed boundary changes.)

2. The activities to be funded during the calendar year, and an estimate of the cost of providing those activities.

3. Any proposed changes in the method of levying the assessment in sufficient detail to allow each business owner to estimate the amount to be levied against the business for the year. For 2026, the Advisory Board is recommending a change to the method of levying the assessment as discussed below.

4. Contributions to be made from sources other than the assessments levied.

2025 Annual Report
The report illustrates the PDA’s continued commitment to promoting downtown Pleasanton with distinct marketing objectives, engaging events, and renewed member engagement. The PDA – which in 2025, employed one Executive Director and one Events Manager – focused its time and resources to support downtown businesses through communication, marketing, and community engagement. New programming was introduced that welcomed a significant number of visitors to Pleasanton.

With the hiring of its new Executive Director and staff, the PDA Board of Directors are committed to rebuilding and strengthening the organization despite economic challenges and prior changes in leadership. The PDA’s new two-year Strategic Plan consists of a three- pronged approach to fiscal stability and capacity to provide additional services and resources for the benefit of the Downtown. The three areas are described in the annual report. One area in which the PDA is proposing to help increase capacity for the organization is a restructuring of the BID assessment.

PDA Recommendations for BID Restructure
City staff developed and provided options to the Advisory Board for a potential BID restructure, based on an analysis via business license data. The current assessment formula is based on each business’s annual City business license payment, which is calculated as shown in Table 1 below:

Table 1: Business License Tax Schedule
Range of Gross Receipts Business License
Payment
$0 - $24,999 $25
$25,000 - $99,999 $50
$100,000 - $249,999 $75
$250,000 and above $0.30 per $1,000

The BID payment is then calculated using the multipliers provided in the background section, above.

As noted, the BID structure and rates have not changed since 1996; the structure excludes any type of adjustment for inflation, meaning that total amounts collected have only varied or increased based on gross business receipts. As a starting point, therefore, staff conducted an analysis with actual Consumer Price Index (CPI) applied to the minimum payment of $50, maximum payment of $350, and annual fee of $200, since 1996 and assumed a 2.5 percent annual inflation adjustment from 2025 to 2030, to estimate the growth in assessments as illustrated in Figure 1. As shown, had the minimum and maximum assessments been adjusted annually, the minimum today would stand at approximately $100, and maximum at just over $700.

Figure 1: Inflation Adjustment of $50, $200, and $350 in 1996 Dollars (to 2030)

Using the baseline adjusted assessment (i.e. assuming CPI adjustments had been applied) City staff provided three options for a BID modification to the Advisory Board for their consideration, summarized in Table 2, below:

Table 2: BID Restructure Options Provided to Advisory Committee Current
Assessment
Proposed BID Restructure Options
Location /
Type
Factor /
Amount
Min / Max Factor /
Amount
Option 1 Option 2 Option 3
On Main
Street
2 x 3 x
Main Street
Upstairs

1.5 x 2 x
Side Streets 1 x 1.5 x
Annual Fee
Eligible*
$200 $450
Other
Businesses**
Varies
Minimum:
$50
Maximum:
$350
Varies
Minimum:
$100
Maximum:
$700
Minimum:
$125
Maximum:
$750
Minimum:
$125
Maximum:
$800
*Businesses exempt from the City Business License Tax or have independent contractors conducting a similar service at one address pay an annual fee, except non-profit businesses which are exempt from the assessment. **Certain businesses which are exempt from the City Business License Tax pay the assessment based on location as if they are not exempt.

Under these options, and assuming a similar profile of business license receipts as exists

today, Table 3 illustrates the estimated BID revenues under each option. As shown, all options would increase funding from current levels, with Option 3 yielding the highest increase (and representing the highest adjustment from current minimum and maximum levels). Of note, all options would roughly align to the approximate expected fee had an annual escalator been applied since 1996. And, while each option reflects a significant increase in percentage terms, the dollar value of the increase for most businesses (a maximum of between $75 and $400 per business, per year, in Option 2) would be modest.

Table 3: Current and Estimated BID Assessment Totals

Current
Location / Type
Current BID
Structure
Option 1:

Min $100
Max $700
(Est.)
Option 2:

Min $125
Max $750
(Est.)
Option 3:

Min $125
Max $800
(Est.)
On Main Street $25,909 $47,464 $50,326 $52,626
Main St Upstairs $11,590 $17,920 $19,345 $19,745 Side Streets $30,918 $55,778 $61,702 $63,352
Annual Fee-
based
$1,400 $3,150 $3,150 $3,150
Other Businesses $2,870 $5,605 $6,042 $6,392
$72,687* $129,917 $140,565 $145,265
*Amount listed (based on actual Business License payments received in 2025) differs from the amount in the current year budget estimate ($80,000), since actuals to date do not consider any delinquent business license tax payments or other modifications that are typically accounted for at year-end.

The Advisory Board recommends Option 2, which consists of the following modifications:
• Businesses located curbside, downstairs on Main Street, are assessed at a rate of three times their business license;
• Businesses with a Main Street address located upstairs, or not curbside, are assessed at a rate of two times their business license;
• All other businesses (those located off Main Street) are assessed at a rate of one and a half times their business license;
• The minimum assessment increased from $50 to $125, and the maximum increased from $350 to $750.

The PDA recommends that the annual charge paid by any business exempt from the City’s business license tax be $450, increased from $200, including the owner of a business with independent contractors at one business address and conducting a similar business service.

It is also recommended that the assessment be subject to an annual escalator, tied to the CPI.

Doing so ensures that the BID Assessment can remain on par with other increasing costs for PDA over time, including staff costs, and operating and administrative expenses. The increased assessment amounts will be established annually during the BID renewal process.

With the proposed BID restructuring, the estimated BID assessment collected from

businesses will be approximately $140,000 in the next assessment period, an increase of $60,000 from the anticipated $80,000 for 2025. This new amount is reflected in the PDA’s 2026 budget, as is the already-budgeted $80,000 City contribution. The Supplemental Information, provided with the annual report and budget, provides detailed descriptions of how the additional assessment revenue will be programmed into the PDA’s activities. As described, the priorities will be to expand business support, add new events and community programs, enhance downtown with beautification and placemaking programs, implement technology to improve the visitor experience, and lastly, work through partnerships toward building an economically strong downtown with enhanced tourism, business recruitment and retention initiatives.

For the past several months, the PDA has made significant efforts in engaging with businesses and communicating the benefits of being part of the District. The Advisory Board and PDA staff feel that they have adequate support from businesses to recommend the BID restructuring based on existing and added benefits outlined in the annual report and supplemental information.

PDA 2026 Activities and Goals
The annual report further highlights the PDA’s commitment to prioritizing the common goals and interests of downtown businesses and strengthening connections with PDA members to communicate membership benefits. This includes re-engaging with new and current property owners, and marketing and communication efforts focused on promoting the downtown businesses, upcoming events, and issues facing the downtown.

The PDA’s robust social media efforts are meeting the organization's goals to increase awareness of downtown businesses, events, and vitality with a significant following on their social media channels.

The PDA worked closely with City staff on the closure of Main Street for Weekends on Main featuring popular events such as Porsches on Main and Pleasanton Palooza, and other events including Totally Mimosa, Forkful, Small Business Saturday, wine strolls, and holiday events to activate the downtown. The PDA was successful in launching the summer Concerts in the Park series which coincided with the opening of the new bandstand at Lions Wayside Park. The PDA is also a partner with the City in promoting Gift Pleasanton, the City’s e-gift card program, as downtown’s premier gift card to keep spending in Pleasanton.

Key priorities for the PDA include supporting downtown businesses through communication and marketing, focused re-engagement with downtown stakeholders, creating a positive downtown experience for all ages in the community, long-term organizational stability, and working closely with the City on a shared vision for downtown economic vitality and growth.

2026 Budget
The PDA budget includes events planned during the year, which are projected to generate approximately 37 percent of the total 2026 revenue for the PDA, down from 62 percent last year. In prior years, the PDA was heavily dependent on event revenue, which became a detriment to the organization during the pandemic when events could not be held. The PDA’s strategic plan provides more diversified revenue streams which will keep the PDA fiscally solvent in the future.

The scheduled events and special promotions include the Concerts in the Park series, St.

Patrick’s Day and Halloween Brew Crawls, Summer Wine Stroll, Forkful, Totally Mimosa, and Holiday Spirit Stroll. Additional family-focused events include the Bunny Hop, Pirate Scavenger Hunt, Pumpkins on Main, Magical Holiday Evening, and the new Movies in the Park series. Programming for Weekends on Main will be dependent on the City’s ability to fund the street closures, but the PDA recommends three weekend closure events in June, August, and December.

The increased BID assessments and anticipated City contribution represent 48 percent of the total 2026 revenue for the PDA. The remaining revenue from the Farmer’s Market, corporate sponsors, new Pleasanton Foundation, and Associate Memberships will generate the remaining 15 percent of the total 2026 revenue. The PDA expects to spend 88 percent of the budget, leaving about $55,450 as net income and reserves.

City staff will meet with the PDA Executive Director and Executive Committee at the beginning and end of the fiscal year, with additional meetings as necessary, to ensure funding is spent as authorized by the terms of the agreement.

On October 20, 2020, the City Council approved a temporary deferral of rent payments for one year for the PDA’s use of the City-owned building at 333 Division Street in downtown Pleasanton. The temporary deferral was due to the reduced revenue from temporary restrictions due to the COVID-19 pandemic. On October 19, 2021, the City Council approved an extension of the temporary deferral of rent payments for an additional 14 months through December 2022, after which PDA was to begin paying the deferred amount of $27,580.34, which includes a CPI adjustment, over 26 months. The 2026 budget reflects an annual total rent expense of $19,000. The monthly rent payment includes the deferred monthly payment of $383.06 in addition to the regular monthly rent payment of approximately $1,200.

Future City and PDA Agreement and Future City Funding Committments As noted, it is assumed the City will enter into a new agreement with PDA upon the expiration of the current one-year agreement. In addition to other terms, the agreement will identify any City funding commitments. The current agreement provides for a match of the amount generated by the BID assessment with City funds. Although the BID restructure will deliver additional funding to PDA, there is likely to still be a need for and value to providing an increment of City funding to the organization to fully support its programs. However, given the City's budget constraints, matching the new increased BID assessment is unlikely to be feasible. Therefore, as part of the new agreement, the City Council will need to determine the amount of City funds that can be allocated to PDA, including potential in-kind support. With respect to the term of the agreement, while a 5-Year Agreement will likely be recommended, it may be appropriate to consider commitments around allocation of City General Funds for a shorter period (e.g. every two years, aligned with the City's 2-Year Budget Cycle), to ensure that proposed expenditures do not exceed available financial resources.

Intent to Levy BID assessment for 2026
Adoption of the resolution included as Attachment 2 will accept the Downtown Pleasanton BID 2025 Annual Report and 2026 Budget and set the public hearing date for November 4, 2025, to levy the annual assessment in 2026. An accompanying ordinance will be introduced in October to amend the Pleasanton Municipal Code Section 5.28.080 System of Assessments to permit changes to the manner in which the annual assessment is levied.

EQUITY AND SUSTAINABILITY
Ensuring the vitality and sustainability of Pleasanton's downtown benefits all of the City's diverse community.

OUTREACH
An overview of the PDA’s Strategic Plan is included in the 2025 Annual Report. PDA Board of Directors discussed the development of the PDA Strategic Plan at monthly Board meetings and PDA staff met with numerous downtown business owners, property owners, and other stakeholders to collect feedback on the plan. PDA staff conducted several outreach activities to gain insight on satisfaction with the organization.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton Strategic Plan Goal E, Building a Community Where Everyone Belongs, Strategy 4, to implement the updated 2024-2028 Economic Development Strategic Plan. The City Council's January 2025 Prioritization exercise identified this Strategy as among the top seven priorities for the next two fiscal years.

FISCAL IMPACT
The current agreement between the Pleasanton Downtown Association and the City requires the City to match the annual assessments paid by businesses in the BID. In 2025, the City match from the General Fund is estimated to be approximately $80,000. Staff anticipates the 2026 annual assessments will similarly be around $80,000. In addition to the direct City contribution, the City provides a significant amount in indirect funding which includes staff time to administer the PDA assessments and contract, assistance and support for events, as well as the cost to facilitate street closures, maintain downtown planters, cleaning sidewalks, and garbage pickup.

The current agreement expires on December 31, 2025; an updated agreement will be presented for the City Council's consideration at the end of 2025 once the BID renewal process is completed. The agreement will provide an opportunity for re-evaluation of the City's direct financial contribution and other support for PDA, to ensure it remains in line with the City's current and projected budget conditions, while also recognizing that support for PDA supports the important community goal of maintaining the vitality of the downtown.

Prepared by: Submitted by: Approved by:

Lisa Adamos, Economic
Development Manager
Ellen Clark, Director of Community and
Economic Development

Gerry Beaudin, City
Manager

Attachments:

1. 2025 Annual Report, 2026 Budget, and Supplemental Information

2. Resolution

3. Presentation Slides

2025 Annual Report and 2026 Budget
Th
e Pleasanton Downtown Association (PDA) is a non-profit service organization comprised of all downtown Pleasanton businesses and serves as the manager of the Downtown Pleasanton Business Improvement District (BID). The BID was created in 1984 by the Pleasanton City Council, pursuant to the provisions of the Parking and Business Improvement Area Law of 1989.

M

ISSION STATEMENT
The Pleasanton Downtown Association is dedicated to promoting and enhancing the vitality of Downtown Pleasanton as a vibrant, welcoming, and thriving destination. Through advocacy, community partnerships, events, and support for local businesses, we aim to preserve the unique charm of our historic downtown while fostering a dynamic environment for commerce, culture, and community engagement.

V

ISION STATEMENT
To cultivate a vibrant, inclusive, and economically thriving downtown Pleasanton that honors its historic charm while fostering a dynamic future for businesses, residents, and visitors alike.

Th
e District currently includes approximately 600 members. Those members elect and are represented by a 13-member Board of Directors, where, as dictated by the PDA By-Laws, no more than three directors may represent any one segment of the membership, but the Board must include two property owners and two retailers or restaurateurs. In accordance with the City and PDA agreement, the PDA has created an organizational structure that is modeled on the guidelines recommended by the National and California Main Street Programs. The PDA is designated as a 2025 Accredited Main Street America™ program, which is Main Street America’s top tier of recognition and signifies a demonstrated commitment to comprehensive commercial district revitalization and a proven track record of successfully applying the Main Street Approach™.

P

DA COMMITTEES
Committees are an integral part of the PDA and are comprised of Board members and District members and are tasked with specific goals and priorities.

E
xecutive Committee: The Executive Committee is made up of the five officers of the Board of Directors – President, President-Elect, Past President, Secretary and Treasurer. While the Board of Directors is responsible for broad oversight of the District, the Executive Committee focuses more closely on the operations of the PDA, which include the following ATTACHMENT 1

areas: financial oversight, personnel, budget, and insurance. Continuing to rebuild the PDA’s operating bandwidth and financial reserves post-pandemic are on-going priorities for the Executive Committee.

E
vents & Marketing: The Events & Marketing Committee includes several board members and is engaged in the execution of the PDA’s marketing and event objectives, plans, and activities to take full advantage of new opportunities post-pandemic. These include the continuation of a robust social media plan, refreshment of the PDA website, growing much- loved event offerings and creating new events to engage the community’s changing demographic and to bring new foot traffic to Downtown.

D
owntown Vitality Committee: The revival of the Downtown Vitality Committee is a priority this year, and may include board members, property owners, and other downtown stakeholders. They will be engaged in ongoing conversations and programming focused on Downtown economic vitality and growth. Ongoing responsibilities will include sign and design approval, vacancy projects, collaboration with City staff on planning and design issues, and beautification. This committee also oversees the Downtown Beautification awards and annual Walk-Along to identify any maintenance issues and to work closely with the responsible parties to ensure issues are addressed in a timely manner.
2025 R
EVIEW
As Pleasanton continues to grow, so must the resources and tools available to support the vitality, economic development, and cultural richness of the downtown. The PDA has spent the bulk of 2025 strengthening programming, building strong relationships and engaging with its incredible members and property owners through open and transparent conversations. We are working to bring forth new programs and events in 2026. We are, as always, extremely grateful for the support of the City of Pleasanton and the ongoing partnerships that strengthen the Downtown as a whole.

T
he majority of the 2025 year required a focus on organizational restoration, given the difficulties that emerged as a result of the pandemic and the state of recovery for the PDA and its members.

N
ew Two-Year Strategic Plan
The Pleasanton Downtown Association has established a three-point strategic plan designed to modernize its structure, increase funding capacity, and expand engagement with local stakeholders, ensuring the long-term success of the organization and ultimately, Downtown Pleasanton. The strategic plan is comprised of the following three points:

1. Establishing the Pleasanton Downtown Foundation

2. Updating the Business Improvement District (BID)

3. Launching an Associate Member Program in 2026
P
leasanton Downtown Foundation
Diversifying financial gains is one of the PDA’s top priorities. This year, the PDA officially launched a Pleasanton Downtown Foundation that will serve as an arm to the PDA’s existing

501c6 non-profit status. The foundation aims to enhance the downtown area, fostering a vibrant community that supports local business and offers a welcoming environment for residents and visitors alike. The Pleasanton Downtown Foundation is dedicated to preserving the charm, enhancing the vitality, and fostering the community spirit of Downtown Pleasanton.

Through collaboration, creativity, and investment, we support local culture, commerce, and connection - right in the heart of downtown. Some examples of the foundation priorities are Economic Vitality, Historic Preservation, Community Engagement, Downtown Revitalization and Beautification, as well as Marketing & Promotion.

B
usiness Improvement District (BID) Update
A key component of the PDA’s economic stability is the assessment collected through the BID.

The current assessment formula is based on the annual business license payment. The formula has not changed since 1996. The current formula is as follows:
• B
usinesses located curbside, downstairs on Main Street, are assessed at a rate of two times their business license;
• Businesses with a Main Street address located upstairs, or not curbside, are assessed at a rate of one and a half times their business license; • All other businesses (those located off Main Street) pay an amount equal to their business license;
• The minimum assessment is $50, and the maximum is $350.

A
ny business exempt from the City’s business license tax pays an annual charge of $200, unless the business is exempt, such as non- profit businesses which do not pay an assessment. The owner of a business with independent contractors at one business address and conducting a similar business service also pays an annual fee of $200.

BID
Assessment Restructure Recommendation
The PDA’s objective in updating the BID is to modernize its structure to reflect the changing business landscape and growing needs of the Downtown. Restructuring the rate formula and adjusting the minimum and maximum amounts ensures more equitable contributions while increasing total funding capacity for the organization’s operations, events, and services, while keeping aligned with rising costs and inflation.

T
he Advisory Board consulted with City staff to evaluate the BID amounts currently collected and based on actual and projected annual CPI increases at an average of 2.5%, the Advisory Board is recommending the following changes in the assessment formulas for 2026:
• B
usinesses located curbside, downstairs on Main Street, are assessed at a rate of three times their business license;
• Businesses with a Main Street address located upstairs, or not curbside, are assessed at a rate of two times their business license;
• All other businesses (those located off Main Street) are assessed at a rate of one and a half times their business license;
• The minimum assessment increased from $50 to $125, and the maximum increased from $350 to $750.

The PDA recommends that the annual charge paid by any business exempt from the City’s business license tax pay $450, increased from $200, including the owner of a business with independent contractors at one business address and conducting a similar business service.

The
PDA conducted a series of stakeholder engagement efforts to gather feedback from businesses on their satisfaction with the organization and to provide input to help shape the future of the PDA. Following the requested modifications, the PDA will uphold its current benefits to members as well as include additional benefits. A summary of the stakeholder engagement activities and examples of member benefits are provided in the Supplemental Information following the Annual Report and Budget.

As
sociate Member Program
The PDA plans to launch an Associate Member Program to engage non-BID stakeholders – including property owners, home-based businesses, and Pleasanton residents in 2026. The goal would be to create overall synergy throughout Pleasanton and the greater Tri-Valley to increase economic vitality in Pleasanton and the downtown District. The program will provide an additional funding stream to support Downtown events, marketing efforts, beautification, and operations. It will allow for expanded community engagement by welcoming businesses from outside the District which will strengthen ties with the broader Pleasanton business community and foster regional collaboration.
2025 P

ROGRAMMING
The PDA continues to stand up for the common goals and interests of a very diverse membership of Downtown businesses. We continue to have a goal to be visible, accessible, and remind businesses that the PDA is here for them. We want to be a one-stop shop for Downtown businesses for any questions, concerns, struggles they may have and to serve as a megaphone to amplify their successes! We have actively worked to advocate for the Downtown and for our businesses and this is always at the forefront of the PDA’s priorities.

In 2
025, the PDA has prioritized engagement with downtown businesses through open and transparent communication with one-on-one meetings and online communication emphasizing the benefits the businesses have access through with the organization. We also welcomed feedback regarding their current satisfaction and what PDA can do better in 2026.

We a
re so happy with the success, thus far, of the continually evolving Weekends on Main.

There are varying opinions in Downtown and the PDA’s goal is to find a healthy balance that acknowledges the unique desires of our businesses in balance with requests from the community. We are pleased with the success of two Weekends on Main events in 2025. We had phenomenal attendance; we added a new event, Pleasanton Palooza, and focused on marketing the businesses throughout these weekends. Weekends on Main saw an attendance of over 60,000 visitors between the two weekends. The Pleasanton Downtown Association was able to partner with local tourist organizations to promote downtown Pleasanton and bring people from the greater Bay Area.

W
e are excited to be a partner with the City of Pleasanton in promoting Gift Pleasanton. Due to a significant price increase in the PDA’s Gift Card program vendor in 2024, the Board made the

decision to discontinue the PDA gift card program and, instead, join forces with the City. It has proven to be a great decision, and we look forward to continuing joint efforts to add more Downtown Pleasanton businesses as participants and encourage the entire City (and beyond!) to Gift Pleasanton for every occasion.

T
he PDA is proud of our Social Media efforts and ability to amplify the marketing efforts of Downtown businesses and provide marketing and promotions to support them throughout the year. The PDA Social Media channels continue to be strong and effective and have grown significantly over the past year. The Instagram account welcomes nearly half a million page views each month and is continuing to grow rapidly with a growth rate of 152% each month.

With personal and community-focused content, the PDA’s social media continues to be a highly visible and well- engaged space where the community comes to talk about all things Downtown and to learn about the newest businesses, upcoming events and issues affecting the Downtown.

T
he PDA website continues to receive attention as we work to make it easy to navigate and full of relevant and current Downtown information. Our continued focus is to constantly improve the user experience for website visitors, provide better exposure for businesses and to better reflect the charm and beauty of Downtown. We are extremely pleased with the results and happy to report that web traffic has increased significantly this year. 2 025 has seen the continued growth of events in Downtown! Through the hard work of the PDA’s new Events Manager and wonderful support from our businesses and Board of Directors, we hosted March Brew Crawl, Summer Wine Stroll, Totally Mimosa, a full season of Concerts in the Park, Weekends on Main and Forkful and look forward to hosting Halloween Brew Crawl, Magical Holiday Evening, Small Business Saturday and Holiday Spirit Stroll later this year. These events are wonderful ways to bring residents, guests & visitors to Downtown and introduce them to all the District has to offer. These events also serve as key fundraisers for the PDA. We are also planning to host four beloved children’s events, including Bunny Hop - successfully welcoming 2000+ children - in April, Pirate Scavenger Hunt, Pumpkins on Main in October, and Magical Holiday Evening in December.

T
hese specific events alone have brought a combined number of over 96,000 visitors in the last year with the top 10 cities being Pleasanton, Dublin, Livermore, Hayward, San Ramon, Oakland, San Jose, San Francisco, Sacramento and Castro Valley.
2026 B
UDGET
In 2025, the PDA’s total budgeted assessment revenue and City matching funds were projected to be $160,000. This includes the 100% match from the City of Pleasanton. The ability for the PDA to accomplish its outlined goals in 2026 is reliant on the continued support of the City in some capacity. The draft 2026 budget reflects an $80,000 contribution from the City, which equals the approximate 2025 contribution, and an adjusted income of $140,000 from the recommended BID structure update, if approved. The combined total of approximately $220,000 for 2026 will allow the Pleasanton Downtown Association to carry out our mission and the programming of events planned for 2026 to promote economic vitality throughout Pleasanton as a whole.