CITY OF SAN MATEO
City Council Regular Meeting
June 20, 2023
7:00 PM
City Hall Council Chamber
Entrance is on O’Farrell Street
COUNCIL MEMBERS
Amourence Lee, Mayor
Lisa Diaz Nash, Deputy Mayor
Rich Hedges
Adam Loraine
Rob Newsom Jr.
AGENDA
THIS MEETING CAN BE ATTENDED IN PERSON OR REMOTE BY JOINING ZOOM – SEE CODES BELOW.
PUBLIC COMMENTS WILL BE ACCEPTED BOTH IN PERSON AND REMOTEL Y.
SEE END OF AGENDA FOR OPTIONS AND INSTRUCTIONS ON HOW TO PARTICIPATE IN THE MEETING.
To join via Zoom – click here:
June 20, 2023
To join via telephone: (408) 638-0968
Webinar ID: 874 2744 4035 Passcode: 152837
The City Council meeting will conclude by 11:00 p.m. unless otherwise extended by council vote.
Any unheard items will automatically move forward to the next regular meeting.
CALL TO ORDER
Pledge of Allegiance
Roll Call
CEREMONIAL
1. 2023 San Mateo – Toyonaka Sister Cities Baseball Team – Recognition
2. Mosquito Control Awareness Week - Proclamation
3. Recognizing City Manager Drew Corbett – Commendatory Resolution
CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the Council to be routine and will be enacted by one motion without discussion. If discussion is desired, that item may be removed and considered separately.
4. City Council Meeting Minutes - Approval
Approve the minutes of the special and regular meetings of June 5, 2023.
CEQA: This minutes approval is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
5. Records Management Policy – Amendment
Adopt a Resolution to amend the City’s Records Management Policy to generally provide for the automatic deletion of emails after three (3) years with specified exceptions, amongst other changes, with an implementation date of October 1, 2023, and delegate authority to the City Manager to make future minor conforming changes to the policy.
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CEQA: This item is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
6. Senior Transportation "Get Around" Program – Agreement Adopt a Resolution to approve an alternative purchasing procedure for an agreement with Serra Yellow Cab of Daly City Inc. for the Senior Transportation “Get Around” program up to the amount of $150,000 for fiscal year 2023-24, with an option for the City to extend the agreement for fiscal year 2024-25 for up to $150,000 for a potential contract total of $300,000; and authorize the Director of Parks and Recreation to execute the agreement in substantially the form presented.
CEQA: This is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
7. Parks and Recreation Department – Classification Updates Adopt a Resolution to approve: 1) the elimination of four vacant positions – one Community Services Manager, one Community Services Supervisor and two Lead Teacher positions; and 2) approve the addition of four Recreation Coordinator positions and one new Senior Program Assistant position.
CEQA: This staff restructuring is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
8. Parks and Recreation Bulk Printing and Mailing – Agreement Approve a one-year bulk printing and mailing services agreement with Folger Graphics for an amount not to exceed $150,000; authorize the Parks and Recreation Director to exercise up to two 1-year extensions for up to $150,000 each year, for a total not to exceed amount of $450,000 over three years; and authorize the Parks and Recreation Director to execute the agreement in substantially the form presented.
CEQA: This agreement is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b) (5).)
9. Fiscal Year 2023-24 General Liability and Property Insurance – Purchase Authorization Authorize a staff committee comprised of the City Manager, the Finance Director, and the City Attorney to select the most cost-effective program to insure the City's general liability and property risks and authorize the City Attorney to execute all required documents to purchase the selected insurance for fiscal year 2023-24.
CEQA: This item is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
10. Downtown Parking Equipment Network Hosting and Materials – Amendment Approve Amendment No. 2 to the agreement with IPS Group, Inc. for parking equipment network hosting and materials to increase the agreement amount by $275,000 for a revised agreement total of $675,000 and extend the agreement for an additional three-year term ending June 30, 2026; and authorize the Public Works Director to execute the amendment in substantially the form presented.
CEQA: This contract amendment is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
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11. Hillsdale Caltrain Commuter Shuttle – Agreement
Approve a two-year agreement with Commute.org (Peninsula Traffic Congestion Relief Alliance) for the Hillsdale Caltrain Commuter Shuttle in the amount of $83,132 and authorize the Public Works Director to execute the agreement in substantially the form presented.
CEQA: Approval of this agreement is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
12. Construction Management Services for the Clean Water Program – Amendments Approve amendments to each of the professional services agreements with Tanner Pacific, Inc. and Townsend Management, Inc. to continue providing as-needed construction management services for the Clean Water Program wastewater infrastructure improvement projects; increase the agreement amounts by $2,000,000 each for new total agreement amounts not to exceed $5,000,000 for each firm; and authorize the Public Works Director to execute the amendments in substantially the form presented and to approve future amendments within the revised budget.
CEQA: The City prepared a Final Programmatic Environmental Impact Report (Final PEIR) in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006). The PEIR was certified by Council on June 6, 2016. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for implementation of the Clean Water Program. The City prepared Addenda to the Final PEIR that were approved on July 16, 2018 (Addendum 1) and April 15, 2019 (Addendum 2). This work is within the scope of the project evaluated in the PEIR and Addendum.
13. Wastewater Treatment Plant: Grit, Rag, and Scum Hauling and Disposal – Bid Rejection and Contract Change Order
Adopt a Resolution to reject all bids received for the fiscal year 2023-24 Wastewater Treatment Plant grit, rag, and scum hauling and disposal services; approve Contract Change Order No. 1 with Allied Waste of North America, LLC dba Allied Waste Services of Daly City/Republic Services of Daly City for these services to extend the contract term to September 30, 2023 and increase the contract amount by $41,000, for a new total contract amount of $163,760; and authorize the Public Works Director to execute the contract change order in substantially the form presented.
CEQA: This resolution and contract change order is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use. (CEQA Guidelines Section 15301.)
14. Citywide Street Reconstruction Phase 3 Project - Amendment Approve Amendment No. 5 to the agreement with Wilsey Ham for engineering services during construction in an amount not to exceed $45,000 for a new agreement total of $573,874; and authorize the Public Works Director to execute the amendment in substantially the form presented.
CEQA: This project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
15. Wastewater Treatment Plant Immediate Action Projects, Package II – Appropriation and Amendment
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Adopt a Resolution to appropriate $75,000 from Fund 72 reserves to the Wastewater Treatment Plant Immediate Action Projects, Package II project (IAP-II); approve Amendment No. 10 to the agreement with Stantec Consulting Services, Inc. to provide professional design and engineering services during construction for IAP-II; increase the contract value by $75,000, for a revised total agreement amount not to exceed $1,727,403.46; extend the term through December 31, 2023; and authorize the Public Works Director to execute Amendment No. 10 in substantially the form presented and approve future amendments within the approved amount.
CEQA: The City prepared a Final Programmatic Environmental Impact Report (Final PEIR) in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006). Council on June 6, 2016, certified the PEIR. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for the implementation of the Clean Water Program. The City prepared Addenda to the Final PEIR that was approved on July 16, 2018 (Addendum 1) and April 15, 2019 (Addendum 2). This work is within the scope of the Project evaluated in the PEIR and Addendum.
16. Uniform Maintenance Services – Contract Change Order Adopt a Resolution to approve an alternative purchasing procedure and approve Change Order No. 2 to the City’s agreement with Cintas Inc. for the purpose of uniform maintenance services in the amount of $20,000.01, for a new not to exceed total of $120,000.00 for fiscal year 2022-23; and authorize the City Manager to execute Change Order No. 2 in substantially the form presented.
CEQA: This change order is not a project subject to CEQA, because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)
17. Downtown Business Improvement Area – Annual Report 2022-23 Accept the fiscal year 2022-23 Downtown San Mateo Association Annual Report.
CEQA:This report is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
18. Worker Resource Center Operations – Agreement
Approve an agreement with Samaritan House for operations of the Worker Resource Center for the period of from July 1, 2023 through June 30, 2025 in the amount of $195,000 per year and authorize City Manager to execute the agreement in substantially the form presented.
CEQA: This agreement is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b) (5).)
19. Community Development Block Grant Samaritan House – Appropriation Adopt a Resolution to authorize the appropriation of funds in the amount of $56,031.02 from the Community Development Block Grant Fund to the Community Development Block Grant Community Facilities project to complete a contract with Samaritan House for public facilities upgrades.
CEQA: This budget appropriation is not a project subject to CEQA, because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)
20. On-Call Professional Planning Services - Agreement
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Approve an agreement with Good City Company for on-call professional technical planning services for a period of five years from July 1, 2023 through June 30, 2028 in the amount not to exceed $750,000 and authorize the Community Development Director to execute the agreement in substantially the form presented.
CEQA: This item is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
21. Sewer Service Charges for Fiscal Years 2023-24 to 2027-28 – Ordinance Adoption Adopt an Ordinance to establish maximum sewer rates effective August 1, 2023 through June 30, 2028 pursuant to San Mateo Municipal Code Section 3.54.030 “Sewer Service Charges.” CEQA: In accordance with CEQA Guidelines Section 15378(b)(4), the adoption of this ordinance is not a project subject to CEQA, because the sewer service charge is a funding mechanism for the City Sewer operations and capital projects.
PUBLIC COMMENT
Members of the public wishing to comment on any item not appearing on the agenda may address the City Council at this time. State law prevents Council from taking action on any matter not on the agenda; your comments may be referred to staff for follow up.
Public comment is limited to a total of 15 minutes; however, an opportunity for additional public comment may be provided later in the agenda.
PUBLIC HEARING
City Council action on the following public hearing(s) represents a final decision concluding all administrative proceedings. Judicial review may be had only if a petition is filed with the Court not later than the 90th day following the date the decision is made.
Judicial review of environmental determinations may be subject to a time period for litigation as short as 30 days following the date the decision is made.
22. Fiscal Year 2023-24 Operating and Capital Budgets and Gann Appropriations Limit Adoption and Fiscal Years 2023-28 Capital Improvement Program – Approval
Adopt Resolutions to approve the fiscal year 2023-24 operating and capital budgets, the 2023-24 position budget, the fiscal year 2023-24 Gann appropriations limit, and the fiscal years 2023-28 Capital Improvement Program.
CEQA: This budget adoption is not a project subject to CEQA, because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)
NEW BUSINESS
23. Racial Equity Art Project Artist and Design Selection – Approval Approve the Civic Arts Committee’s recommended artist Rafael Blanco and his design “Cultural Pattern” for the Racial Equity Art Project and delegate the Civic Arts Committee to work with the artist to revise and approve the final design.
CEQA: This Racial Equity Art Project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use. (CEQA Guidelines Section 15301.)
24. COVID-19 Small Business Grant – Budget Appropriation and Grant Agreement
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Adopt a Resolution to approve a supplemental budget appropriation in the amount of $100,000 for a grant agreement with the County of San Mateo to administer a COVID-19 Small Business Grant Program and authorize the City Manager to execute the grant agreement in substantially the form presented.
CEQA: This City Council action is not a project subject to CEQA, because it is a governmental fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4))
25. City Manager – Appointment
Adopt a Resolution to appoint Alex Khojikian as City Manager, establishing his initial compensation, and authorize the Mayor to execute the employment agreement.
CEQA: This activity is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members report on their various assignments and liaison roles and Council requests for scheduling future items.
ADJOURNMENT
----------------------------------------------------------------------------------------------------------------------------- AGENDAS:
Agendas and material are posted on the City’s website on the Friday preceding each Council Meeting and can be viewed on the City's website at
www.cityofsanmateo.org
. Any supplemental material distributed to the Council after the posting of the agenda will be made part of the official record.
WATCHING A MEETING ON TV:
City Council meetings are broadcast live on Comcast/channel 27, Wave/channel 26, or AT&T/channel 99.
For transmission problems during the broadcast, please call (650) 522-7099. For all other broadcast comments, call (650) 522-7040, Monday-Friday, 8 a.m. - 5 p.m.
WATCHING A MEETING ON A COMPUTER:
There are three ways to stream.
1) Public Meeting Portal
www.cityofsanmateo.org/publicmeetings
2) City YouTube channel and stream it on YouTube:
http://youtube.com/CityofSanMateo
3) Watch TV live stream:
https://www.cityofsanmateo.org/193/Channel-San-Mateo-Live-Stream
PUBLIC COMMENTS/REQUEST TO SPEAK
Prior to the Meeting
Send comments to:
[email protected]
until 4 p.m. the day of the meeting.
During the meeting
By Zoom:
Click the link at the top of the agenda and you’ll be added to the meeting. All attendees are muted by default. When the item of interest is open for consideration, select the “Raise Your Hand” icon and you will be called on at the appropriate time.
By telephone:
Call (408) 638-0968 and enter the conference ID found at the top of the meeting agenda. When the item of interest is open for consideration, select *9 to raise your hand. When called upon, press *6 to unmute, state your name and provide your comments.
In Person:
At the meeting complete a “Request to Speak” form, submit a request at the speaker kiosk or scan the QR code.
ACCESSIBILITY:
In compliance with the Americans with Disabilities Act, those with disabilities requiring special accommodations to participate in this meeting may contact the City Clerk’s Office at (650) 522-7040 or [email protected]
. Notification 48 hours prior to the meeting will
enable the City to make reasonable arrangements to ensure accessibility to this meeting.
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