City Council Regular Meeting Agenda – August 20, 2024 1 How to Submit Public Comment
Members of the Public who wish to submit public comment may do so using one of the following methods. Public comment is limited to the time allotted.
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CITY OF SAN GABRIEL
CITY COUNCIL
REGULAR MEETING AGENDA
Tuesday, August 20, 2024 - 6:30 P.M.
City Hall Council Chamber
425 South Mission Drive, San Gabriel, California 91776
Mark Lazzaretto
City Manager
Keith Lemieux
City Attorney
Julie Nguyen
City Clerk
Kevin B. Sawkins
City Treasurer
John Wu
Mayor
Denise Menchaca
Vice Mayor
Eric Chan
Council Member
Tony Ding
Council Member
John R. Harrington
Council Member
City Council Regular Meeting Agenda – August 20, 2024 2 City Council Regular Meeting Agenda
Tuesday, August 20, 2024
• CALL TO ORDER
• PLEDGE OF ALLEGIANCE LED BY: Council Member Harrington • ROLL CALL: Mayor Wu, Vice Mayor Menchaca, Council Members Chan, Ding, Harrington
1. APPROVAL OF AGENDA ORDER
2. PRESENTATIONS
A. RECOGNITION OF POLICE EXPLORER ISABELLA NAVARRO
B. STREET PAVEMENT CONDITION INDEX
3. PUBLIC COMMENT
4. CONSENT CALENDAR
All items listed under the Consent Calendar are considered routine and recommendations will be approved in one motion unless a member of the City Council or audience requests separate discussion.
A. APPROVAL OF MINUTES
The minutes are a record of the official actions taken at the City Council meeting.
1. Minutes of the City Council Special Meeting of July 16, 2024.
2. Minutes of the City Council Regular Meeting of July 16, 2024.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action: Approval
B. MATERIAL DEMANDS
The most recent Material Demands from the Finance Department are presented to the City Council for review and approval.
City Council Regular Meeting Agenda – August 20, 2024 3 California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council approve Material Demands as presented.
C. CASH AND INVESTMENT REPORT – JULY 2024
In accordance with the City of San Gabriel’s 2024-2025 Adopted Investment Policy (Resolution No. 24-35) and California Government Code Section 53646, the Finance Director is to render an investment report to the City Council, City Treasurer, City Manager, and the City Attorney. The Cash and Investment Report is presented to receive and file in accordance with the City’s adopted 2024-2025 Investment Policy.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council receive and file the Cash and Investment Report for July 2024.
D. ADOPTION OF RESOLUTION NOS. 24-46 AND 24-47 SETTING THE RATE AND AMOUNT NECESSARY FOR THE 2024-2025 FISCAL YEAR
RETIREMENT LEVY
The City’s retirement costs are funded by a special property tax levy authorized by the voters in 1948. The special property tax levy approved by the voters requires the City Council to annually establish a tax rate sufficient to meet the City’s obligations to the state employees’ retirement system. No change in the tax rate is recommended for the 2024-2025 fiscal year and the City Council is asked to confirm the current rate and fix the amount of property taxes to be generated by adopting two resolutions. Based on the assessed valuation ($7,167,766,644 – an increase of 5.3% over Fiscal Year 2023-2024 value) prepared by the Auditor Controller and the recommended continued levy of 14 cents per $100 of assessed property value, the amount to be generated is estimated at $10,034,873 for Fiscal Year 2024-2025. This levy, along with the current fund balance in the Retirement Fund, will be sufficient to cover the retirement costs, budgeted at $10,838,690 for Fiscal Year 2024-2025.
City Council Regular Meeting Agenda – August 20, 2024 4 California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council adopt Resolution No. 24-46, setting the tax rate at 14 cents per $100 assessed valuation, and Resolution No. 24-47, fixing the amount of property taxes to be generated for the City’s employees’ retirement cost for fiscal year 2024-2025.
E. APPROVAL OF AGREEMENT WITH LA CASA DE SAN GABRIEL
COMMUNITY CENTER FOR THE DUMPLING AND BEER FESTIVAL IN THE AMOUNT OF $3,075
The City has always partnered with a third-party entity to assist in obtaining an Alcohol Beverage Control (ABC) license for its annual Dumpling and Beer Festival. As the City does not have an exclusive partner for the event, every year presents an opportunity for the City to partner with a different entity. La Casa de San Gabriel Community Center was the only organization contacted by staff that expressed interest in partnering with the City to obtain the ABC license for the Festival. The cost for the City to contract with La Casa de San Gabriel Community Center to partner for the Dumpling and Beer Festival is $3,075 and has already been included in the Fiscal Year 2024-2025 budget under the Dumpling and Beer project line item.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council approve the Agreement with La Casa de San Gabriel Community Center for the 2024 Dumpling and Beer festival and authorize the City Manager or their designee to execute said agreement.
F. PROFESSIONAL SERVICES AGREEMENT WITH INDIGO CIVIL ENGINEERING
INCORPORATED TO PROVIDE ENGINEERING AND DESIGN SERVICES FOR
VINCENT LUGO PARK ACCESS PATH AND PEDESTRIAN BRIDGE
REPLACEMENT PROJECT FOR $63,160 PLUS A 10% CONTINGENCY
On April 20, 2023, the City of San Gabriel was awarded a grant through the Los Angeles County Regional Park and Open Space District to improve the following: pedestrian access path from Vincent Lugo Park to the east end of an existing pedestrian bridge over the Alhambra Wash and onward to west end of City Council Regular Meeting Agenda – August 20, 2024 5 Hovey Avenue; replace or reconstruct the existing worn-out pedestrian bridge over the Alhambra Wash; Install new handrails adjacent to the Alhambra Wash where there is only barbed wire currently; construct American Disabilities Act compliant ramping at the east end of the pedestrian bridge; and provide and install new wayfinding signs and path improvements The bridge restoration and path improvements will also enhance public safety. A Request for Proposal No. 23-015 was advertised on the City’s website and staff has determined that Indigo Civil Engineering Incorporated is the best-suited firm to provide design and engineering services for the project. There is no fiscal impact to the General Fund. The adopted 2024-2025 Fiscal Year budget includes Measure A funds allocated for this project as outlined in Capital Improvement project No. 7-24- 04 using budget account 122-800-57-97-908.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council authorize the City Manager to execute a Professional Services Agreement with Indigo Civil Engineering Incorporated and approve purchase orders for $69,456 which includes a 10% contingency.
G. APPROVAL OF A CONTRACT WITH TAYLOR TENNIS COURTS,
INCORPORATED IN THE AMOUNT OF $20,410 PLUS A $5,000
CONTINGENCY FOR THE RESURFACING OF THE TENNIS COURTS AT ROOSEVELT ELEMENTARY SCHOOL AND ADOPTION OF RESOLUTION NO. 24-28 FOR THE INCREASE OF APPROPRIATIONS IN THE AMOUNT OF $14,419 [RESOLUTION NO. 24-28]
In April 2024, the two tennis courts at Smith Park were converted to one permanent pickleball court and one multi-use court for pickleball and tennis players. In order to accommodate the reduction of tennis courts, the City decided to reopen Roosevelt Elementary School tennis courts to serve the tennis players. However, the existing courts haven’t been resurfaced in more than 20 years and are in need of resurfacing before reopening to the public.
Should the City Council approve the resurfacing and restriping project at Roosevelt Elementary School, an additional $14,419 in funding would need to be allocated from the general fund to the special project fund, 124-850-18-96- 816. There is currently $10,991 in this fund that will carry over from Fiscal Year 2023-2024. The fund was initially developed to complete the tennis/pickleball court resurfacing and restriping project at Smith Park which has since been completed.
City Council Regular Meeting Agenda – August 20, 2024 6 California Environmental Quality Act (CEQA) Determination: This item is not a project as defined in Section 15378 of the state CEQA Guidelines, as resurfacing of existing tennis courts at Roosevelt Elementary School does not reasonably create a possibility that the work will have any significant affect to the environment.
Recommended Action:
Staff recommends that the City Council authorize the City Manager to execute a contract with Taylor Tennis Courts, Incorporated in the amount of $20,410 plus a contingency for $5,000 using account number 124-850-18-96-816.
Additionally, staff recommends the City Council adopt Resolution No. 24-28 to increase appropriations to the special project fund in the amount of $14,419.
H. AMENDMENT AGREEMENT (OPTION 2) WITH LOS ANGELES COUNTY FOR
CATCH BASIN MAINTENANCE WITH NEGLIGIBLE FISCAL IMPACT
The City of San Gabriel is required to install and maintain trash capture devices on storm drain catch basins to reduce debris entering the Los Angeles River through stormwater discharge. An amendment of the Agreement (Option 2) with the Los Angeles County Flood Control District is requested as one additional catch basin will be installed, one existing but unincluded catch basin will be accounted for, and three catch basins will be modified during the Broadway and Walnut Grove Avenue Intersection Project with negligible fiscal impact for maintaining one additional catch basin. City staff will bill the Los Angeles County Flood Control District per the current Catch Basin Cleanout Cost schedule, including an annual Consumer Price Index rate and as specified in the Option 2 Agreement. Adding two additional catch basins and modifying three existing catch basins will have an insignificant cost impact.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council authorize the City Manager to execute an amendment to the Agreement (Option 2) with the Los Angeles County Flood Control District for catch basin maintenance.
I. AWARD AGREEMENT TO ATHENS SERVICES FOR ADDITIONAL BULKY ITEM COLLECTION SUPPORT IN THE AMOUNT OF $88,750
City Council Regular Meeting Agenda – August 20, 2024 7 For many years, the City has partnered with Athens Services to provide street sweeping and solid waste collection services. The existing agreement allows residents to request two free bulky item pick-ups each week by notifying Athens Services. Unfortunately, illegal dumping remains a chronic problem, creating a significant amount of work several times a week for Public Works staff. By receiving additional support from Athens Services, Public Works field staff can focus on more critical tasks throughout the City. The adopted budget for Fiscal Year 2024-2025 included funding for additional Bulky Item Collection Support from the Solid Waste budget account 124-800-55-96-514.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council authorize the City Manager to execute an agreement with Athens Services for additional Bulky Item Collection support (Option 2 of the proposal) and approve a purchase order with Athens Services for $88,750.
J. MUNICIPAL PROGRAM TRANSFER AGREEMENT WITH THE SAFE, CLEAN
WATER PROGRAM (MEASURE W) FUNDING
In order to receive approximately $445,000 from the voter-approved Safe, Clean Water Program (Measure W), the City and the Los Angeles County Flood Control District must execute a Municipal Transfer Agreement. This Agreement will enable the City to receive annual funding for Citywide Stormwater Capital Improvement Projects, Water Quality Improvement Projects, Stormwater and Urban Runoff Capture Projects, City staff labor for construction projects and administrative tasks related to the Program. The funds that will be transferred from the City via the Transfer Agreement are currently estimated at approximately $445,000 annually. Funds have been budgeted under the Stormwater Fund 138 for Fiscal Year 2024-2025.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council adopt Resolution No. 24-44 and authorize the City Manager to execute the Transfer Agreement between the City, and the Los Angeles Flood Control District to receive Safe, Clean Water Program (Measure W) funding.
City Council Regular Meeting Agenda – August 20, 2024 8 K. AWARD CONTRACT NO. 24-02 TO SULLY-MILLER CONTRACTING
COMPANY FOR THE WALNUT GROVE AVENUE AND BROADWAY
INTERSECTION IMPROVEMENT PROJECT, CAPITAL IMPROVEMENT
PROJECT NO. 1-08-11 FOR $2,172,641 PLUS A 10% CONTINGENCY The Walnut Grove Avenue and Broadway Intersection Improvement Project, Capital Improvement Project No. 1-08-11 will consist of widening the intersection, upgrading traffic signals, improving sidewalk and parkway conditions, and reconstructing the pavement in the intersection and its approaches. This intersection is identified as a poor-performing intersection in the General Plan, and its proximity to three schools adds significant traffic and pedestrian volumes during peak weekday periods. The project will improve the level of service, congestion, pollution, traffic flow, and safety. Sully-Miller Contracting Company was the lowest responsive bidder. The adopted Fiscal Year 2024-2025 budget includes a construction funding of $990,625 in various accounts. The original Engineer Cost Estimate was about $850,000, 14 years ago. Materials and construction costs have increased dramatically throughout the years, especially after the pandemic. Staff is requesting an appropriation of $1,399,281 from the Measure M Fund to account 122-800-59-97-706 for the construction of the project plus a 10% contingency. This project will be managed and inspected using in-house staff.
California Environmental Quality Act (CEQA) Determination: This project is determined to be Categorically Exempt per CEQA Section 15301 – Existing Facilities. The project will improve the existing condition of the intersections. No potential significant impacts to the environment are anticipated in this project.
Recommended Action:
Staff recommends that the City Council:
1. Adopt Resolution No. 24-40 to appropriate an additional $1,399,281 from the Measure M fund account 122-800-59-97-706;
2. Approve plans and specifications for the Walnut Grove and Broadway Intersection Improvement Project;
3. Authorize the City Manager to execute Contract No. 24-02 with Sully-Miller Contracting; and
4. Approve a purchase order for $2,172,641 and a purchase order for a 10% construction contingency.
City Council Regular Meeting Agenda – August 20, 2024 9 L. ONE-YEAR RENEWAL OF CENTRAL SQUARE PERMITTING SOFTWARE CONTRACT IN THE AMOUNT OF $30,334.49
The Central Square permitting software has been integral to the efficient operation of the Community Development Department, providing efficient processes for permit applications, reviews, and approvals. Given the software’s critical role in the department’s operations, it is necessary to ensure its continued availability and functionality through the renewal of the current contract. The cost of the contract renewal, $30,334.49, is budgeted within the Community Development Department’s annual operating budget. There is no additional financial impact or budget adjustment required.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council approve the renewal of the Central Square permitting software contract for one year at a cost of $30,334.49 and authorize the City Manager or his designee to sign the agreement.
M. ADOPTION OF RESOLUTION NO. 24-45 AMENDING THE AUTHORIZED SCHEDULE OF COMPENSATION AND BENEFITS FOR REGULAR NONREPRESENTED EMPLOYEES, ADJUSTING THE BASE SALARY AND HEALTH
BENEFIT CONTRIBUTION FOR CITY MANAGER IN ACCORDANCE WITH
THE CITY MANAGER EMPLOYMENT AGREEMENT, ADJUSTING THE
HEALTH BENEFIT CONTRIBUTION FOR CITY COUNCILMEMBERS IN
ACCORDANCE WITH GOVERNMENT CODE 53208.5, AND INCREASING
BUDGET APPROPRIATIONS FOR INCREASED SALARIES AND BENEFITS In June, staff began meeting with the Focus Group to discuss the status of the Authorized Schedule of Compensation and Benefits (ASCB) for regular nonrepresented employees. Representatives of the City and the Focus Group have mutually agreed upon a successor ASCB for Fiscal Year 2024-2025 presented in this staff report. The amended ASCB for the City’s regular non-represented employees is expected to have an annualized cost impact of $664,081. The increase is spread over multiple departments and funds, with the General Fund incurring $496,216 (74.7%), Retirement Fund incurring $48,243 (7.3%) and other funds incurring $119,622 (18.0%) of the total $664,081. An additional appropriation of $496,216 in General Funds, $48,243 in Retirement Funds, and $119,622 in other funds is needed to cover the increased cost of the amended ASCB for Fiscal Year 2024-2025.
City Council Regular Meeting Agenda – August 20, 2024 10 California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council adopt Resolution No. 24-45, which amends and approves the Authorized Schedule of Compensation and Benefits for the City’s non-represented employees for Fiscal Year 2024-2025, effectuates a contractual adjustment to the base salary and maximum health benefit contribution provided to the City Manager, effectuates a statutory adjustment to the maximum health benefit contribution provided to City Councilmembers, and increase General Fund appropriations $496,216, Retirement Fund appropriations $48,243, and various other benefits appropriations $119,622 to cover increased costs to salaries and benefits for Fiscal Year 2024-2025.
N. THEATRE FEE WAIVER REQUEST BY ASSEMBLYMEMBER MIKE FONG FOR
PET WELLNESS DAY EVENT
Assemblymember Mike Fong has requested a waiver of rental fees for the 49th District’s upcoming Pet Wellness Day event, scheduled to take place on October 19, 2024 in the Mission Playhouse parking lot. The request is for a fee waiver of their rental cost of $2,453 to reduce their cost to $0. If the other traditionallyoffered events take place in the 2024/2025 year, granting the recommended fee waiver for this event would put the #152-3532 account into a $318 deficit at the end of Fiscal Year 2024-2025. As the other events also request a waiver, staff, if needed, will bring the request for additional funding forward at that time.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council approve a full waiver of the Mission Playhouse rental fee in the amount of $2,453 for the October 19, 2024 Pet Wellness Day Event.
O. APPROVAL OF A THREE-YEAR SUBSCRIPTION TO MICROSOFT OFFICE 365 FOR THE POLICE DEPARTMENT IN AN ANNUAL AMOUNT OF $23,232.52 In August 2021, for the Police Department, City implemented Office 365. Office 365 offers applications such as Outlook, Word, Excel, Teams, and SharePoint, among others. These tools have facilitated seamless communication, document City Council Regular Meeting Agenda – August 20, 2024 11 management, and collaboration across departments. The remainder of the City’s Office 365 users are under a different subscription agreement. The proposed costs for the Police Department’s Microsoft Office 365 subscription is $23,232.52 per year, effective through August 2025. The payment is on a yearto-year basis. Funds have been appropriated in the Fiscal Year 2024-2025 Information Technology Internal Service Fund for this purchase.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council authorize the City Manager to enter into a three-year subscription agreement with Microsoft Office 365 for the City’s Police Department in an amount not to exceed $69,697.56.
5. PUBLIC HEARING
A. 607 WEST ROSES ROAD – PLANNING CASE NO: GPA21-001, ZC21-001, ZTA21-001, AND LTLA21-009 (GENERAL PLAN AMENDMENT, ZONE CHANGE, ZONE TEXT AMENDMENT, AND LOT LINE ADJUSTMENT) – APPLICANT: SAN GABRIEL CEMETERY [ORDINANCE NO. 711 –
INTRODUCTION AND FIRST READING] + [RESOLUTION NO. 24-43] The subject request is a General Plan Amendment (GPA), Zone Change (ZC), Zone Text Amendment (ZTA), and Lot Line Adjustment (LTLA) to expand a cemetery use at 607 West Roses Road. The property is located in the R-1 (Single-Family Residence) Zone and has a General Plan Land Use designation of Low Density Residential. The Fiscal Year 2023-2024 Adopted Budget includes the cost for required legal publication (Account No. 121-702-00-65-000) and codification (Account No. 121-702-00-22-000) of the ordinance, if adopted by the City Council.
California Environmental Quality Act (CEQA) Determination: According to the California Environmental Quality Act (CEQA) and CEQA Guidelines, discretionary projects are subject to environmental review. Following preliminary review, an initial study was prepared to determine if the project may have a significant effect on the environment. The initial study showed that the project would potentially cause a substantial adverse change in the significance of a historical resource as defined in Public Resources Code Section 21084.1 and CEQA Guidelines Section 15064.5.
City Council Regular Meeting Agenda – August 20, 2024 12 Pursuant to the provisions of the CEQA Guidelines, the City circulated a Notice of Preparation (NOP) to State, regional, County, and local agencies; Native American Tribes, and interested members of the public. The NOP was made available for public review at multiple locations, including the San Gabriel Public Library and City Hall. The NOP public comment period began on August 24, 2023, and concluded on September 22, 2023, providing a 31-day comment period. The purpose of the NOP was to formally convey that the City was preparing a Draft Environmental Impact Report (DEIR) for the proposed project, and to solicit input regarding the scope and content of the environmental information to be included in the Draft EIR.
The Draft EIR was circulated for a 45-day public review period between April 16, 2024 and May 30, 2024, in compliance with CEQA Guidelines. A notice regarding the public review period was posted with the Los Angeles County Recorder, published in the San Gabriel Sun newspaper, and distributed to relevant regulatory agencies. Additionally, a notice was mailed to organizations or individuals who had previously requested notice or expressed an interest in the project.
During the Draft EIR public review period, the City reviewed one comment letter from agencies and organizations through written correspondence and emails.
Following the close of the public review period, the City prepared a Final EIR, which includes responses to comments received on the Draft EIR. In addition, a Mitigation Montoring and Reporting Program (MMRP) is included in the Final EIR to ensure the mitigation measures identified in the EIR are implemented, thereby minimizing the identified environmental effects.
Recommended Action:
The action of the City Council may be to approve, approve with modifications, or deny the General Plan Amendment, Zone Change, Zone Text Amendment, and Lot Line Adjustment applications. Staff recommends that the City Council:
1. Adopt Resolution No. 24-43 certifying the Final Environmental Impact Report, making findings required by the California Environmental Quality Act and adopting a Statement of Overriding Considerations and Mitigation Monitoring and Reporting Program, and approving the project located at 607 West Roses Road;
2. Waive full reading and introduce Ordinance No. 711 by title only, and waive future reading; and
City Council Regular Meeting Agenda – August 20, 2024 13
3. Schedule the Second Reading and adoption of the Ordinance for the next regular City Council meeting. The Second Reading will require a majority vote of the total membership of the City Council.
Alternative Option for Consideration:
Option 1: Should the City Council determine that the proposed project or any part of the proposed project should be denied, the Council should deliberate and provide the required findings, direct staff to return with a Resolution for the DENIAL of Planning Case Nos. GPA21-001, ZC21-001, ZTA22-001 and LTLA21-009 at the regularly-scheduled City Council Meeting of September 17, 2024.
Option 2: The City Council could also discuss the proposed project and suggest changes that would allow the project to be approved with modifications.
6. CONTINUED BUSINESS – None.
7. NEW BUSINESS
A. ORDINANCE NO. 713 AMENDING TITLE III, SECTION 34 OF THE SAN GABRIEL MUNICIPAL CODE – FINANCE AND REVENUE –
INTRODUCTION AND FIRST READING
The proposed ordinance would amend Title III, Section 34 of the San Gabriel Municipal Code. The ordinance would amend, in part, the dollar thresholds required for formal and informal contract procedures as well as the City Manager authority to make purchases, increasing the amounts from $15,000 to $25,000. The ordinance would also amend the amount required to obtain three informal written bids from $3,000 to $5,000 and propose some minor text changes. There is no fiscal impact for this item. However, operational efficiencies may be achieved due to higher thresholds for when bids are required and when purchases are required to be taken to the City Council for approval.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council waive reading and introduce by title only Ordinance No. 713 entitled, “An Ordinance of the City Council of the City of San Gabriel, California, Amending Chapter 34 of the San Gabriel City Council Regular Meeting Agenda – August 20, 2024 14 Municipal Code Regarding Formal Contract Procedures, Open Market Procedures, Professional and Specialized Services, Purchase of Used Equipment, Award of Contracts, and Disposition of Obsolete and Surplus Equipment;” waive future reading; and schedule the second reading and adoption of the Ordinance for the next regularly-scheduled City Council meeting.
Alternative Recommendations:
A) Propose Different Amounts: Staff is recommending increasing the ‘no bid’ limit up to $5,000 and the City Manager’s purchasing authority up to $25,000. As an alternative recommendation, the City Council may propose different amounts for the no bid limit and/or the City Manager’s purchasing authority.
B) Propose No Changes Be Made: There is no requirement to make changes to the City’s purchasing policy. Therefore, the City Council may propose to maintain the status quo and not make any changes to the City purchasing policy.
B. GRANT-WRITING SERVICES UPDATE
On January 16, 2024, the City of San Gabriel entered into a Professional Services Agreement with California Consulting, Incorporated (Consultant) for grant-writing services. The purpose of hiring the Consultant is to assist the City apply for various state and federal grant funding opportunities that would benefit all departments. This report is to provide the City Council with an overview of the completed and future grant applications. The Fiscal Year 2023-2024 general fund non-departmental budget included $50,000 for grant writing services. The annual proposed cost of the agreement was $55,200. The annualized cost was prorated based on a mid-January start date with an estimated cost of $25,300, which resulted in budget savings.
For Fiscal Year 2024-2025, the agreement is budgeted at the full contract agreement rate of $4,600 per month or $55,200 annually.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
This is an information item only. No action is required.
C. DISCUSSION REGARDING THE FARMERS MARKET
City Council Regular Meeting Agenda – August 20, 2024 15 In late April, the City and Supporting Arms launched the San Gabriel Farmers Market. The Farmers Market was located at the Park and Ride lot on Mission Drive and included 2-3 produce vendors, 6-7 artisan makers, and at least 4 hot food vendors. The market also included live music, fun kid activities and interactive activities with the Police Department, Fire Department, and Public Works Department. In addition to the activities, City Staff advertised the event via a mailer to the surrounding properties, street and pedestrian signage, a month-long tote giveaway, and paid social media ads. Despite these efforts, the Farmers Market was not able to consistently retain the vendors and attendance to the event decreased. There is no fiscal impact as a result of this project.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action:
Staff recommends that the City Council discuss the Farmers Market event and provide direction to staff regarding a new location, day, and time for the Farmers Market.
8. PUBLIC COMMENT
9. CITY MANAGER’S REPORT
10. COUNCIL COMMENTS AND CONFERENCE/MEETING REPORTS
Each Council Member may address the City Council and public on matters of general information and/or concern. This is also the time for Council Members to report on conferences and/or meetings they have attended.
11. CLOSED SESSION – None.
12. ADJOURNMENT
The City Council will adjourn the meeting in honor and memory of Rosita H.
Lugo, a 102-year resident of San Gabriel. Rosita dedicated and served the community for decades by volunteering and contributing to numerous community service events.
The next regular City Council meeting will be held on Tuesday, September 17, 2024 at 6:30 P.M. Information regarding matters to be considered at each City Council Regular Meeting Agenda – August 20, 2024 16 meeting will be available on the Friday before the City Council Meeting on the City’s website at www.sangabrielcity.com.
Materials Available for Inspection. You may view agenda items online at www.sangabrielcity.com/agendacenter, or in person at City Hall, 425 South Mission Drive, San Gabriel, CA 91776. Materials related to an item on this Agenda, submitted to the City Council after distribution of the Agenda packet, will be posted on the City website.
Persons with Disabilities
Upon request, this Agenda will be made available in appropriate alternative formats to persons with disabilities, as required by Section 202 of the Americans with Disabilities Act of 1990.
Persons requesting a Translator
Any person requesting translation for the meeting must notify the City Clerk Department at [email protected] at least 48 hours before the meeting.
English
Translation Services. Upon request, the agenda and any public hearing notice for a project may be translated in either Chinese, Spanish, or Vietnamese. Please direct such a request for translation to the City Clerk Department by emailing [email protected] at least 48 hours before the meeting.
Chinese (Traditional)
翻譯服務。根據要求，項目的議程和任何公開聽證會通知可以翻譯成中文、西班牙文或越
南文。請至少在會議開始前 48 小時發送電子郵件至 [email protected] 將此類翻譯請求
發送至市文員部。
Chinese (Simplified)
翻译服务。根据要求，项目的议程和任何公开听证会通知可以翻译成中文、西班牙文或越
南文。请至少在会议开始前 48 小时发送电子邮件至 [email protected] 将此类翻译请求
发送至市文员部。
Vietnamese
Dịch vụ Dịch thuật. Theo yêu cầu, chương trình nghị sự và bất kỳ thông báo điều trần công khai nào cho một dự án có thể được dịch sang tiếng Trung, tiếng Tây Ban Nha hoặc tiếng Việt. Vui lòng gửi yêu cầu dịch thuật như vậy tới Phòng Thư ký Thành phố bằng cách gửi email tới [email protected] ít nhất 48 giờ trước cuộc họp.
Spanish
Servicios de traducción. Previa solicitud, la agenda y cualquier aviso de audiencia pública para un proyecto pueden traducirse al chino, español o vietnamita. Dirija dicha solicitud de traducción al Departamento del Secretario Municipal enviando un correo electrónico a [email protected] al menos 48 horas antes de la reunión.
City Council Regular Meeting Agenda – August 20, 2024 17 Questions about this Agenda? Should any person have a question concerning any of the above Agenda items prior to the meeting, please contact the City Clerk at [email protected] during regular office hours.
Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such a request to the City Clerk Department by emailing [email protected] at least 48 hours before the meeting, if possible.