CITY OF RANCHO SANTA MARGARITA
CITY COUNCIL REGULAR MEETING MINUTES
April 24, 2024
The meeting was called to order at 7:02 p.m. in the Council Chambers. Present: Mayor Carol A.
Gamble, Mayor Pro Tempore Bradley J. McGirr, Council Members L. Anthony Beall, Anne D. Figueroa and Jerry Holloway (5). Absent: None (0). The Salute to the Flag was led by Mayor Pro Tempore McGirr.
Staff Present: Jennifer M. Cervantez, City Manager; Gregory E. Simonian, City Attorney; Cheryl Kuta, Assistant City Manager/Development Services Director; Joe Parco, Public Works Director/City Engineer, Stefanie Turner, Finance Director; Mihaela Kennedy, Captain; Amy Diaz, City Clerk.
1. SCHEDULE OF FUTURE EVENTS
Jennifer M. Cervantez, City Manager, announced the following:
1.1 NATIONAL PRESCRIPTION MEDICATION TAKE BACK DAY - SATURDAY, APRIL 27, 2024, FROM 10:00 AM. TO 2:00 P.M., LOCATED AT THE CITY HALL PARKING LOT
1.2 FISCAL YEAR 2024/25 BUDGET DEVELOPMENT WORKSHOPS - MAY 8, 2024, FROM 4:00 TO 6:30 P.M.; MAY 15, 2024, FROM 4:00 TO 9:00 P.M. AND MAY 16, 2024, FROM 5:00 TO 9:00 P.M., LOCATED AT CITY HALL IN THE COUNCIL CHAMBERS City Manager Cervantez invited Blake Miller, Community Services Coordinator, forward to announce the following:
1.3 SPLASH PAD SEASON OPENING AND RECREATION EXPO - SATURDAY, MAY 18, 2024, FROM 10:00 A.M. TO 1:00 P.M., LOCATED AT CENTRAL PARK
2. COUNCIL MEMBER COMMENTS/REPORTS
2.1 COUNCIL MEMBER COMMENTS
Council Member Figueroa thanked the Orange County Fire Authority (OCFA) for responding to a brush fire in the area of Alicia and Santa Margarita Parkway on Friday, April 19, 2024.
Mayor Pro Tempore McGirr shared regarding the second annual Bradley Rofer Foundation Honor Walk that was held on April 21, 2024. Mayor Pro Tempore McGirr shared a video of Aron Rofer speaking of his son Bradley and the Bradley Rofer Foundation.
Mayor Gamble announced that the City of Rancho Santa Margarita was selected as the Safest in the State of California. Mayor Gamble commended the Chief of Police Services, 1 City of Rancho Santa Margarita
City Council Regular Meeting Minutes April 24, 2024
Captain Kennedy, her colleagues, and all the residents and businesses that live and care 1 1 -·····
about the community.
Mayor Gamble also thanked the OCFA for their firefighting efforts and notifications regarding the April 19th brush fire.
2.2 COMMITTEE ASSIGNMENT REPORTS
Received an Oral Report on the following City Council Committee Assignment:
1) FOOTHILL/EASTERN TRANSPORTATION CORRIDOR AGENCIES
Council Member Beall announced he attended the Foothill/Eastern Transportation Corridor Agencies meeting held on April 11, 2024. Council Member Beall reported that the Board approved the Capital Improvement Plan for Fiscal Year 2025 for the Toll Road Agencies.
3. PRESENTATIONS AND PROCLAMATIONS
Mayor Gamble and Mayor Pro Tempore McGirr presented the following:
3.1 CERTIFICATES OF RECOGNITION - STUDENT RECOGNITION PROGRAM 1) ST. JOHN'S EPISCOPAL SCHOOL ELEMENTARY DIVISION - MADELINE CHANG,
ELLA CROWEL, AND CAMERON FATOURE
2) ST. JOHN'S EPISCOPAL SCHOOL MIDDLE DIVISION - JORDYN BREAUX AND
COLE SAMPSON
3.2 PROCLAMATION - DEPARTMENT OF MOTOR VEHICLES, DONATE LIFE CALIFORNIA MONTH, APRIL 2024
Mayor Gamble announced that Ms. Kim O'Donoghue, One Legacy Ambassador, was unable to attend tonight's Council meeting for the presentation. Mayor Gamble noted that the City issued a proclamation declaring the month of April as Donate Life California Month.
4. PUBLIC COMMENTS - None.
5. CONSENT CALENDAR
Mayor Pro Tempore McGirr moved, seconded by Council Member Holloway to approve the Consent Calendar (Item Nos. 5.1 through 5.6).
The motion was approved by the following vote:
AYES: Council Members Beall, Figueroa, Holloway, Mayor Pro Tempore McGirr and Mayor Gamble (5) 11
NOES: None (0)
ABSTAIN: None (0) -~
ABSENT: None (0)
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5.1 WAIVE READING IN FULL OF ALL ORDINANCES ON THE AGENDA Waived reading in full of all ordinances on the agenda and declared that said titles which appear on the public agenda shall be determined to have been read by title and further reading waived.
5.2 APPROVAL OF CERTIFICATES OF RECOGNITION AND PROCLAMATION Approved the following:
1) Certificates of Recognition - Student Recognition Program:
a) St. John's Episcopal School Elementary Division - Madeline Chang, Ella Crowel and Cameron Fatoure; and
b) St. John's Episcopal School Middle Division - Jordyn Breaux and Cole Sampson; 2) Proclamation declaring April 2024 as Department of Motor Vehicles, Donate Life California Month.
5.3 APPROVAL OF WARRANT REGISTERS DATED APRIL 8, 2024 AND APRIL 15, 2024 Approved the warrant registers totaling $1,331,795.11.
5.4 INVESTMENT REPORT FOR THE MONTH OF MARCH 2024
Received and filed the Investment Report for the month of March 2024.
5.5 AWARD OF A PUBLIC WORKS CONSTRUCTION CONTRACT FOR THE CITY HALL &
BTRC'C INTERIOR LED LIGHTING CONVERSION PROJECT TO OPTIMA ENERGY, INC. IN THE AMOUNT OF $666,204.80, AND ADOPTION OF A RESOLUTION AMENDING THE FISCAL YEAR 2023-24 CAPITAL IMPROVEMENT PROGRAM BUDGET
1) Approved the plans and specifications for the City Hall & BTRCC Interior LED Lighting Conversion Project; and
2) Found that the Project is categorically exempt from the California Environmental Quality Act (CEQA), as a Class 1 Existing Facilities, pursuant to CEQA Guidelines, Section 15301; and
3) Adopted Resolution No. 24-04-24-01 entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO SANTA MARGARITA, CALIFORNIA, AMENDING THE FISCAL YEAR 2023-24
CAPITAL IMPROVEMENT PROGRAM BUDGET TO INCLUDE ADDITIONAL
EXPENDITURES FOR THE CITY HALL & BTRCC INTERIOR LED LIGHTING
CONVERSION PROJECT
4) Awarded a Public Works Construction Contract to the lowest responsive, responsible bidder Optima Energy, Inc. of Artesia, California, in the amount of $666,204.80, and reject all other bids; and
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5) Authorized the Mayor to execute the proposed Public Works Construction Contract.
5.6 AWARD OF A PUBLIC WORKS CONSTRUCTION CONTRACT FOR THE FISCAL YEAR 2023-24 ANNUAL RESIDENTIAL SLURRY SEAL PROJECT TO PAVEMENT COATINGS CO. IN THE AMOUNT OF $271,800
1) Approved the plans and specifications for the Fiscal Year 2023-24 Annual Residential Slurry Seal Project; and
2) Found that the Project is categorically exempt from the California Environmental Quality Act (CEQA), as a Class 1 Existing Facilities, pursuant to CEQA Guidelines, Section 15301; and
3) Awarded a Public Works Construction Contract to the lowest responsive, responsible bidder Pavement Coatings Co. of Jurupa Valley, California, in the amount of $271,800, and reject all other bids; and
,
4) Authorized the Mayor to execute the proposed Public Works Construction Contract.
ITEMS REMOVED FROM THE CONSENT CALENDAR - None.
6. PUBLIC HEARING ITEMS - None.
7. NEW BUSINESS
7.1 PROPOSED FISCAL YEAR 2024-2025 COMMUNITY DEVELOPMENT BLOCK GRANT
EXPENDITURE PLAN
Mayor Gamble introduced Cheryl Kuta, Assistant City Manager/Development Services Director, who invited Mike Linares, Community Development Block Grant (CDBG) Consultant, to provide a brief overview of the staff report.
Mayor Gamble opened the item to Council questions of staff.
Mayor Gamble inquired if the $4,500 grant recommendation covers one hundred percent of the Meals on Wheels program.
Council Member Beall thanked Mr. Linares for his many years of service to the City with respect to the CDBG program.
Council Member Figueroa inquired why only four applications were received when in years past there have been more. Council Member Figueroa thanked the committee for their time.
Council Member Holloway moved, seconded by Council Member Figueroa to approve the following staff recommendations:
1) Reviewed the proposed use of Fiscal Year 2024-2025 Community Development Block i 1 Grant Funds; and l_)
2) Provided input to staff regarding the proposed Fiscal Year 2024-2025 Community Development Block Grant Expenditure Plan.
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The motion was approved by the following vote:
AYES: Council Members Beall, Figueroa, Holloway, Mayor Pro Tempore McGirr and Mayor Gamble (5)
NOES: None (0)
ABSTAIN: None (0)
ABSENT: None (0)
7.2 APPROVAL OF A PROPOSED STREET SWEEPING AND ROADWAY CLEANING
MAINTENANCE SERVICES AGREEMENT WITH CR&R INCORPORATED FOR
CITYWIDE STREET SWEEPING AND ROADWAY CLEANING SERVICES
Mayor Gamble introduced Joe Parco, Public Works Director/City Engineer, who provided a brief overview of the staff report.
Mayor Gamble opened the item to Council questions of staff.
Council Member Holloway inquired regarding the year to year percentage increase; inquired regarding the reduced street sweeping and how it will affect the amount of debris on residential streets; had questions related to the street sweeper equipment; asked if street sweeping can be increased during the contract; expressed his concerns that services are being cut in half.
Julie Barreda, Senior Regional Vice President with CR&R Incorporated, answered street sweeping questions of the City Council.
Mayor Gamble noted that several years ago the Council approved a street sweeping schedule on select residential streets and asked if those streets will continue to be swept weekly; shared that if residential street sweeping needs to go from one to twice a month, she would expect that the residential cost per curb mile would go down.
City Manager Cervantez noted that when staff conducted a study on streets where there had been excessive parking, the streets were prioritized based on the worst segments which were the top tier. City Manager Cervantez shared that the second and third tiers should be revisited and CR&R would be able to assist with reevaluating those tiers.
Council Member Holloway inquired if the decision to reduce residential street sweeping was based on not needing it or the additional cost; asked if staff can provide a three month evaluation on the street sweeping reduction.
City Manager Cervantez noted it was based on both aspects; staff knew costs would increase and looked at where the least effect on debris and debris removal would be and going from twice to once a month seemed reasonable; staff felt it would be amenable to the budget going forward. City Manager Cervantez recommended a six month evaluation to include the summer and fall months.
Council Member Holloway inquired how much notice CR&R need to increase the street sweeping on residential streets from once to twice a month; inquired if the Council can modify the contract to order a new sweeping truck.
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Council Member Beall noted that CR&R is currently providing street sweeping services to other cities and asked the representative if any of the cities are providing once a month street sweeping services.
Ms. Barreda went over the different components related to reducing street sweeping services to once a month rather than twice a month.
City Manager Cervantez shared the costs related to reverting back to twice a month of residential street sweeping.
Council Member Figueroa noted the impacts of inflation and how they have affected street sweeping costs.
Mayor Gamble noted that she would prefer that the street sweeping be coordinated with the trash collection dates.
Andrea Howhannesian, Environmental Programs Coordinator, confirmed that the street sweeping will occur after trash collection dates.
Council Member Holloway noted why he has asked staff to report back in six months regarding street sweeping; noted he is not in favor of the motion because it reduces the street sweeping services to half; shared that he feels the City has the money to continue with street sweeping services at twice a month and believes it's important to have clean streets, noted that it concerns him to hear that only a few cities have once a month street sweeping.
Council Member Beall shared that he supports staff's recommendation because he feels the Council needs to be fiscally conservative based on the budget for the next fiscal year, and also because the council can increase the street sweeping frequency upon 30 days notice.
Council Member Figueroa concurred with Council Member Beall's comments, she believes the Council can adjust the street sweeping frequency depending if there is an increase in customer's complaints, she is also in favor of staff's recommendations.
Mayor Gamble shared that she is happy that CR&R will be the new street sweeping contractor based on their good service, therefore is pleased to support staff's recommendation.
Mayor Pro Tempore McGirr moved, seconded by Mayor Gamble to approve the following staff recommendations:
1) Approved the proposed Street Sweeping and Roadway Cleaning Maintenance Services Agreement with CR&R Incorporated for citywide street sweeping and roadway cleaning services in the total maximum not-to-exceed contract amount of $1,332,987.41 for an initial five-year term; and
2) Authorized the Mayor to execute the proposed Street Sweeping and Roadway I j Cleaning Maintenance Services Agreement with CR&R Incorporated. l __ 3) Directed the City Attorney and staff to modify the agreement to include a new section, entitled "New Sweeper Truck", where contractor agrees to order a new sweeper truck 6 City of Rancho Santa Margarita
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within 30 days of the effective date of the agreement and to assign a new truck to service the City of Rancho Santa Margarita at no additional cost (noted that there will be language modification to the new section and will get the consent and buy in of the vendor) and report back to the Council in six months.
The motion was approved by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Council Members Beall, Figueroa, Mayor Pro Tempore McGirr and Mayor Gamble (4)
Council Member Holloway (1)
None (0)
None (0)
8. CONTINUED ITEMS - None.
9. PUBLIC COMMENTS - None.
10. CITY MANAGER REPORT
City Manager Cervantez reported back with respect to an amendment with the Boys and Girls Club of Capistrano Valley (BGCCV); shared that staff is working with the BGCCV and that the BGCCV could not get the signatures on the agreement in time for this agenda to be posted but anticipate that the item will come at the next scheduled meeting.
11. MATTERS PRESENTED BY MAYOR AND COUNCIL MEMBERS
Council Member Holloway congratulated the Orange County Sheriff's Department for all they do.
Mayor Gamble reported that as an OCFA Board Member, on Saturday, May 4, 2024, she will be training at the Orange County Fire Authority Regional Training center.
ADJOURNMENT
Mayor Gamble adjourned the meeting at 8:43 p.m., to the next regularly scheduled meeting of the City Council to be held on Wednesday, May 8, 2024, at 7:00 p.m., in the City Council Chambers, City Hall, located at 22112 El Paseo, Rancho Santa Margarita, California.
PREPARED BY:
Approved: May 8, 2024
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