City Council Special Meeting Agenda – December 3, 2024 1 How to Submit Public Comment
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CITY OF SAN GABRIEL
CITY COUNCIL
SPECIAL MEETING AGENDA
Tuesday, December 3, 2024 - 7:30 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 Special Meeting Agenda – December 3, 2024 2 City Council Special Meeting Agenda
Tuesday, December 3, 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. EMPLOYEE AWARDS AND RECOGNITION
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 Special City Council Meeting of November 19, 2024.
2. Minutes of the Regular City Council Meeting of November 19, 2024.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
Recommended Action: Approval
B. 2025 CITY COUNCIL MEETING SCHEDULE
The meeting schedule for 2025 is presented for City Council approval. The only fiscal impact is nominal savings in staff time and utility costs for cancelled meetings.
California Environmental Quality Act (CEQA) Determination: Not a Project as defined in Section 15378 of the State CEQA Guidelines.
City Council Special Meeting Agenda – December 3, 2024 3 Recommended Action:
Staff recommends that the City Council approve the 2025 City Council meeting schedule as outlined in this report.
C. MATERIAL DEMANDS
The most recent Material Demands from the Finance Department are presented to the City Council for review and 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 approve Material Demands as presented.
D. ADOPT RESOLUTION NO. 24-68 DESIGNATING THE CITY MANAGER,
FINANCE DIRECTOR, AND ASSISTANT FINANCE DIRECTOR AS
AUTHORIZED AGENTS ON CALIFORNIA GOVERNOR’S OFFICE OF
EMERGENCY SERVICES FORM 130
In December 2022, the Finance Department submitted a project application requesting reimbursement for eligible COVID-19 expenditures that the City had incurred for emergency response services due to the COVID-19 Health Emergency. The California Office of Emergency Services (CalOES) requires the governing body to authorize by resolution, an agent to execute applications and contracts related to relief funds on CalOES Form 130. The approval and submission of CalOES Form 130 will enable the City to submit for reimbursement from disaster relief funds. The Designation of Applicant’s Agent Resolutions for Non-State Agencies is valid for three years. There is no Fiscal Impact as a result of the adoption of Resolution No. 24-68, designating authorized agents with respect to applications for state and federal financial assistance for disasters.
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. 24-68 designating the City Manager, Finance Director, and Assistant Finance Director City Council Special Meeting Agenda – December 3, 2024 4 as the Authorized Agents for the State of California Governor’s Office of Emergency Services to execute for and on behalf of the City of San Gabriel to obtain federal financial assistance for existing and future grant programs.
E. AWARD OF CONTRACT FOR NEW RECREATION MANAGEMENT
SOFTWARE PROVIDER
At the June 4, 2024 City Council Meeting, Council approved the Fiscal Year 2024-2025 budget, which included funds allocated for the purchase of new recreation management software. The recreations management software will be used for all Community Services Division functions as well as processing payments for parking and concessions for the Mission Playhouse Division. Staff released a request for proposals on September 13, 2024, and received eight proposals. Of those, three were selected for an interview. The implementation and first-year-cost would be $26,422 directly to CivicPlus, with an additional one-time cost of $3,803.63 to purchase six credit card readers to CardConnect.
Funding for this agreement and the purchase of the credit card readers is included in the proposed Fiscal Year 2024-2025 operating budget.
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 the professional services agreement for recreation management software services with CivicPlus, LLC.
F. APPROVAL OF A CONTRACT WITH ECO SYSTEMS IN THE AMOUNT OF $30,000 PLUS A $6,000 CONTINGENCY FOR THE ROOFING REPAIR AT SMITH PARK POOL [RESOLUTION NO. 24-67]
The existing roof at Smith Park Pool is more than 20 years old and is in need of roofing repairs due to severe leaking. Public Works staff contacted professional roofing companies to obtain quotes for the roof repair. The lowest responsive bidder for Smith Park Pool Roof Repair is Eco Systems. Staff has requested approval from Los Angeles County Regional Park and Open Space District (RPOSD) to use the City’s allocation for this project. It is anticipated that RPOSD will approve the expenditure which will cover the project costs. In order to move forward with this project, staff is requesting an appropriation of $36,000 (repair costs plus contingency) to cover the required project budget for the roofing work at Smith Park Pool.
City Council Special Meeting Agenda – December 3, 2024 5 California Environmental Quality Act (CEQA) Determination: This item is not a project as defined in Section 15378 of the state CEQA Guidelines, as re-roofing of existing roof at Smith Park Pool does not reasonably create a possibility that the work will have any significant impacts to the environment.
Recommended Action:
Staff recommends that the City Council authorize the City Manager to execute a contract with Eco Systems in the amount of $30,000 plus a contingency of $6,000 using account number 122-850-15-97-608 (Smith Park Pool Facility Roof Repair/Replacement). Additionally, Staff recommends the City Council adopt Resolution No. 24-67 to appropriate $36,000 from the General Fund to account number 122-850-15-97-608 for the above-mentioned project.
G. ADOPTION OF RESOLUTION NO. 24-70 AMENDING THE 2024-2025 BUDGET TO ADD $10,500 TO THE SISTER CITY ITEM LINE, AND APPROVAL
OF CITY-PAID TRAVEL EXPENSES TO TAIWAN (REPUBLIC OF CHINA) TO SELECT LANTERNS FOR THE 2026 SAN GABRIEL LUNAR LANTERN
FESTIVAL AND TO VISIT SAN GABRIEL SITER CITY OF BANQIAO DISTRICT,
NEW TAIPEI CITY
The City has an agreement with the Taiwan Tourism Administration (TTA) for the donation of lanterns for ten years to support San Gabriel’s annual Lunar Lantern Festival. The TTA has invited representatives from the City to travel to Taoyuan, Taiwan (Republic of China (R.O.C.) to be guests at the 2025 Taiwan Lantern Festival and choose lanterns for donation to San Gabriel for our 2026 Lunar Lantern Festival. In addition, Taoyuan is adjacent to New Taipei City, which is home to one of San Gabriel’s current Sister Cities, Banqiao District. The trip would also allow San Gabriel representatives to meet with government officials and civic leaders in Banqiao District. The fiscal impact of the trip to Taiwan is estimated to be $10,500. The Sister City budget line item is insufficient to fund the trip, requiring funds to be allocated from the General Fund balance.
Approval of Resolution No. 24-70 authorizes adding $10,500 to the Sister City line item in the 2024-2025 budget.
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. 24-70 amending the 2024-2025 budget and approve City-paid expenses for a trip to Taiwan for the Mayor and City Manager.
City Council Special Meeting Agenda – December 3, 2024 6
5. PUBLIC HEARING – None.
6. CONTINUED BUSINESS – None.
7. NEW BUSINESS – None.
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 next regular City Council meeting will be held on Tuesday, December 17, 2024 at 6:30 P.M. Information regarding matters to be considered at each 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 City Council Special Meeting Agenda – December 3, 2024 7 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.
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.