CITY OF SAN MATEO
City Council Regular Meeting
November 4, 2024
7:00 PM
City Hall Council Chambers
Entrance is on O’Farrell Street
COUNCIL MEMBERS
Lisa Diaz Nash, Mayor
Rob Newsom Jr., Deputy Mayor
Rich Hedges
Amourence Lee
Adam Loraine
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:
November 4, 2024
To join via telephone: (408) 638-0968
Webinar ID: 893 3054 9542 Passcode: 312403
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
AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances
CEREMONIAL
1. Police Explorer Program – Proclamation
2. Lights On! Safer San Mateo Streets – Presentation
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.
3. Marina Library Structural Improvements Project – Grant Agreement Approve a Grant Agreement to receive grant funds in the amount of $1,500,000 from the Department of Housing and Urban Development Community Project Funding Grant Program for the Marina Library Structural Improvements Project; and authorize the City Manager to execute the Grant Agreement in substantially the form presented and all other required documentation to receive the grant funds.
CEQA: Approval of the Grant Agreement and acceptance of grant funds for the Marina Library Structural Improvements Project is not a project subject to CEQA because it consists of 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).) In addition, restoration and improvements to the Marina Library is exempt from CEQA review as an “existing facility,” in that it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical
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equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
4. Public Works Facilities Construction Manager — Amendment Approve Amendment No. 1 to the professional services agreement with Nickitas 7280 Inc. in the amount of $490,500, for a revised total agreement amount of $540,000; revise the term of the agreement to a duration of three years; 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.)
5. Wastewater Treatment Plant Outfall Cleaning and Repair Services — Agreement Adopt a resolution approving an alternative purchasing procedure to approve an agreement with Power Engineering Construction in an amount not to exceed $132,100 for the repair and cleaning of the Wastewater Treatment Plant's outfall; establish a $30,000 contingency reserve; and authorize the Public Works Director to execute the agreement in substantially the form presented and execute amendments within the contingency reserve.
CEQA: This outfall cleaning and repair 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.)
6. Community Member Participation in Sojourn to the Past Training – Payment Authorization Adopt a Resolution to authorize the payment of City funds to Sojourn to the Past for the purpose of funding the participation of two community members in the Sojourn to the Past training, in an amount not to exceed $6,000.
CEQA: This action 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).)
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.
NEW BUSINESS
7. Gardening Waste – Ordinance Introduction
Introduce an Ordinance prohibiting gardening waste from being deposited into the public right of way.
CEQA: This proposed ordinance 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. City Council Priority List – Progress Report
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Receive a progress report on the City Council Priority List for fiscal year 2024-25 and provide any needed further direction to staff.
CEQA: This information update 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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Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 3 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 24-9204 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: November 04, 2024
SUBJECT:
Marina Library Structural Improvements Project – Grant Agreement RECOMMENDATION:
Approve a Grant Agreement to receive grant funds in the amount of $1,500,000 from the Department of Housing and Urban Development Community Project Funding Grant Program for the Marina Library Structural Improvements Project; and authorize the City Manager to execute the Grant Agreement in substantially the form presented and all other required documentation to receive the grant funds.
BACKGROUND:
The Marina Branch Library is located at 1530 Susan Court and has served the community since 1966. Situated on the west embankment of Seal Slough, the building has experienced differential settlement and currently leans towards the waterway. As a result, the floor of the interior slopes up to 7 percent and has created an uncomfortable environment for both patrons and staff. Moreover, the slope of the floor exceeds current American with Disabilities Act (ADA) requirements. Preliminary geotechnical and structural investigations indicate that the differential settlement has occurred due to consolidation of the bay mud soils below the one-story library building.
To address the critical issues, City staff developed the Marina Library Structural Improvements Project (Project) to restore the sloping floors to near-level conditions and to comply with ADA requirements. Additional improvements (e.g., site drainage with associated landscape improvements; roof replacement; lighting, mechanical, and plumbing upgrades; deck relocation; interior furnishing improvements; etc.) are being considered during the design phase of the Project.
Funding
Currently, total funding needs for the design and construction costs for the Project are estimated at $8,300,000. To date, the City has received and accepted $1,758,600 in grant funding from various sources and has contributed $2,558,600 in local funding, for a combined total of $4,317,200. As part of the Department of Housing and Urban Development’s (HUD) Fiscal 2023 Economic Development Initiative – Community Project Funding (CPF) Grant Program, $1,500,000 has been awarded to the City for the Project. With this HUD funding, the total project funding will be $5,817,200. Staff is evaluating options to close the funding gap and will continue to pursue available funding sources and refine the Project design, as needed, to address any funding shortfall.
Next Steps
To receive and use HUD funds, the City must execute a Grant Agreement, submit required forms, comply with regulations of the fund, and complete the environmental review process. Staff recommends City Council accept funding in the amount of $1,500,000 from the HUD Grant Program, approve the Grant Agreement with HUD, and authorize the City Manager to execute all required documentation to receive the funds. Currently, the environmental review process is anticipated for completion by Quarter 4 of 2024. In addition, the project is in design and anticipates completion by Quarter 1 of 2025 with
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construction anticipated to start in Summer of 2025, pending securing additional funds.
BUDGET IMPACT:
Acceptance of the Department of Housing and Urban Development funding requires no local match funding or additional expenses from the City. This grant award will provide funding for the Marina Library Structural Improvements (665100) project.
ENVIRONMENTAL DETERMINATION:
Approval of the Grant Agreement and acceptance of grant funds for the Marina Library Structural Improvements Project is not a project subject to CEQA because it consists of 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).) In addition, restoration and improvements to the Marina Library is exempt from CEQA review as an “existing facility,” in that it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Grant Agreement
STAFF CONTACT
Karen Cornejo, Assistant Engineer
[email protected]
(650) 522-7576
Tina Pham, Senior Engineer
[email protected]
(650) 522-7305
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Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 4 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 24-9206 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: November 4, 2024
SUBJECT:
Public Works Facilities Construction Manager — Amendment RECOMMENDATION:
Approve Amendment No. 1 to the professional services agreement with Nickitas 7280 Inc. in the amount of $490,500, for a revised total agreement amount of $540,000; revise the term of the agreement to a duration of three years; and authorize the Public Works Director to execute the amendment in substantially the form presented.
BACKGROUND:
Public Works staff requires professional construction manager services to assist the Public Works Facilities and Fleet Division with the delivery of Facilities maintenance projects and Capital Improvement Projects (CIP). Currently, there are forty-two (42) projects in development, design, or under construction. The scope for this professional services support is to oversee and direct construction, review and schedule deliverables, and estimate costs on behalf of the City. It also includes construction inspection as required by the California Building Code for the purpose of obtaining final approval from the City Building Department and San Mateo Consolidated Fire. The construction projects for Fiscal Year 2024-25 include, but are not limited to, the following projects:
In Design
oFire Station 24 Shower Remodel
oTransit Center Electrical Room Improvements
oSenior Center Fire Alarm System
oCity Hall UPS Replacement
oBeresford Recreation Center Backup Generator
oSenior Center Backup Generator
oCorporation Yard Engineering Services Office Renovation oCentral Recreation Center Roof Replacement
oMain Street Garage Waterproofing
oPoplar Creek Clubhouse Waterproofing
In Construction
oPolice Department Roof Improvements
oKing Recreation Center Backup Generator
oKing Center Fire Alarm System
oPolice Department Parking Surface Improvements
oCentral Garage Parking Surface Improvements
Complete
oShoreview Park Restroom Remodel
oLakeshore Park Restroom Remodel
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o2nd & El Camino Garage Structural Improvements
oBeresford Recreation Center ADA Improvements
To be more effective and efficient with construction management support services, staff issued a Request for Proposals (RFP) at the start of FY 2024-25 to secure on-call construction management services for a three-year timeframe. To ensure interim construction management support for ongoing projects during the RFP procurement period, staff executed a $49,500 agreement with Nickitas 7280 Inc. (Nickitas), for the first three and a half months of support during the fiscal year.
Nickitas had successfully provided construction management support services during the prior fiscal year.
The RFP was advertised outlining specific criteria for performing construction management and inspection services for a three-year term. Five proposals were received, evaluated, and scored by staff based on criteria such as experience with similar type projects, team qualifications, and references. Nickitas received the highest average score of 89 out of 100 of the proposals received.
Since Nickitas has the requisite expertise, familiarity with this type of work, and experience with the City’s facilities projects, staff recommends amending the scope of the existing agreement between the City and Nickitas to support these projects through June 2027. Based on the above, staff recommends Council approve Amendment No. 1 with Nickitas to increase the agreement amount by $490,500, for a revised total agreement amount not to exceed $540,000 and extend the term through June 2027.
BUDGET IMPACT:
There is sufficient funding available in each associated project budget to fund the cost of this amendment.
ENVIRONMENTAL DETERMINATION:
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.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Amendment No. 1
STAFF CONTACT
Steve Wu, Acting Facilities & Fleet Services Manager
[email protected]
(650) 522-7345
Deryk Daquigan, Deputy Public Works Director
[email protected]
(650) 522-7287
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Contract Amendment Page 1 of 2
Rev 7/21
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0 AMENDMENT NO. 1 TO THE AGREEMENT
BETWEEN THE CITY OF SAN MATEO AND
NICKITAS 7280, INC. FOR
PROFESSIONAL CONSTRUCTION MANAGEMENT SERVICES
FOR PUBLIC WORKS FACILITIES DIVISION
($49,500.00 [Original Amount], $490,500.00 [Amendment No. 1]) WHEREAS, the City of San Mateo (“CITY”), a municipal corporation of the State of California, and NICKITAS 7280, INC. (“CONSULTANT”), entered into an Agreement for professional services for Public Works Facilities Construction Manager (“Agreement”) on August 5, 2024; and WHEREAS, CITY and CONSULTANT wish to amend the Agreement to increase the Agreement amount by $490,500.00, for a total not to exceed amount of $540,000.00, and revise the term to be three (3) years.
NOW, THEREFORE, the parties agree as follows:
1. Section 4, “Term,” of the Agreement is amended to read:
“The services to be performed under this Agreement shall commence on July 1, 2024, and be completed on June 30, 2027.”
2. Section 5, “Payment,” of the Agreement is amended to read:
“Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount not to exceed $540,000.00, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.”
3. The remaining terms of the Agreement remain in full force and effect. [SIGNATURE PAGE FOLLOWS]
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Contract Amendment Page 2 of 2
Rev 7/21
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0 IN WITNESS WHEREOF, CITY OF SAN MATEO and NICKITAS 7280, INC. have executed this Amendment No. 1 on ___________________
CITY OF SAN MATEO CONSULTANT
Matt Fabry
Public Works Director
APPROVED AS TO FORM:
Date Nick Panayotou
Its Authorized Agent
President
Date
_______________________________________
Linh Nguyen
Assistant City Attorney
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 5 Section Name: CONSENT CALENDAR Account Number: 72-4671 File ID: 24-9219 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: November 04, 2024
SUBJECT:
Wastewater Treatment Plant Outfall Cleaning and Repair Services - Agreement RECOMMENDATION:
Adopt a resolution approving an alternative purchasing procedure to approve an agreement with Power Engineering Construction in an amount not to exceed $132,100 for the repair and cleaning of the Wastewater Treatment Plant’s outfall; establish a $30,000 contingency reserve; and authorize the Public Works Director to execute the agreement in substantially the form presented and execute amendments within the contingency reserve.
BACKGROUND:
All processed and treated wastewater (effluent) from the Wastewater Treatment Plant (WWTP) is discharged into the San Francisco Bay via a 54-inch pipeline (“outfall”) for disposal purposes. The outfall runs parallel to the San Mateo Bridge, approximately 240 feet north of the bridge alignment. The outfall line enters the San Francisco Bay from the west shore, discharging into the deep-water shipping channel. The outfall terminates with a section of piping with open ports (“diffuser”) that distributes the effluent into the Bay. The mid-section of the diffuser is at a depth of approximately 50 feet of salt water. The City contracted with a dive inspection team to evaluate the final 150 feet of the outfall in April 2022.
The inspection found the final half of the diffuser section contained varying levels of sediment up to 2-1/2 feet deep. The final diffuser port was observed to have four feet of sediment deposited directly adjacent to the end gate. The end of the outfall has a five-inch-thick reinforced steel concrete slide gate of unknown weight. The original lifting rings for the slide gate have corroded away. The operation of the outfall pipe is critical to operate the WWTP. Staff has been working since 2022 to secure the necessary permits/approvals from relevant regulatory agencies for performing this maintenance.
Prior to solicitation for quotes, staff anticipated the fee to be less than $100,000, which per the City’s Purchasing Policy does not require a public solicitation of bids. As a result, quotes were solicited from four companies that perform this kind of underwater work. However, three quotes were received in response which were over $100,000, with Power Engineering Construction’s $103,992 quote being the lowest of those received.
Staff have reviewed the Power Engineering Construction scope and fee and have determined it to be appropriate for the expertise required to complete the cleaning and repair. Staff anticipates that the sediment removal will take one day; however, there is risk for sediment removal to take to two days. As a result, staff negotiated the fee to increase up to $132,100 to address this risk. A contingency of $30,000 is also requested to fund any other unknowns given the challenging nature of performing this work with divers on the floor of the Bay.
Although the greater than $100,000 contract amount typically requires a public bid solicitation rather than the request for quotes approach that was completed, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it finds doing so is in the best interest of the City. Pursuing a public solicitation of bids would add three months, at minimum, to the schedule. Here, due to the WWTP potentially required to
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operate under peak wet weather conditions in the current and coming months, it is critical for this service to be completed as soon as possible.
Based on the above, staff recommends adopting a resolution approving an alternative purchasing procedure to approve an agreement with Power Engineering Construction in an amount not to exceed $132,100 for cleaning accumulated sediment from the outfall pipe and lifting, repairing, and replacing the stop/slide gate at the end of the outfall. The repair of the slide gate will be designed and stamped by an engineer. The sediment in the outfall or blocking the diffusers will be removed and side casted, and, per permit requirements from regulatory agencies, before and after photographs of the area to be used to side-cast spoils will be obtained.
BUDGET IMPACT:
Sufficient funds are available in the WWTP operating budget to cover the cost of the agreement.
ENVIRONMENTAL DETERMINATION:
This outfall cleaning and repair 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.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Agreement
STAFF CONTACT
Robert Learmonth, Wastewater Treatment Plant Manager
[email protected]
650-522-7386
Deryk Daquigan, Deputy Public Works Director
[email protected]
650-522-7287
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RESOLUTION NO. ____ (2024)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO APPROVE AN AGREEMENT WITH POWER
ENGINEERING CONSTRUCTION FOR THE REPAIR AND CLEANING OF THE WASTEWATER TREATMENT PLANT’S OUTFALL IN THE AMOUNT OF $132,100
WHEREAS, the City Council is being asked to procedure to approve an agreement with Power Engineering Construction in the amount of $132,100 for the repair and cleaning of the Wastewater Treatment Plant’s outfall; and
WHEREAS, San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for contacts of $100,000 or more; and
WHEREAS, staff anticipated the fee to be less than $100,000, so quotes were solicited from four companies that perform this kind of underwater work; and WHEREAS, three quotes were received which were all over $100,000, with Power Engineering Construction’s $103,992 quote being the lowest of those received; and WHEREAS, staff have reviewed the Power Engineering Construction scope and fee and have determined it to be appropriate for the expertise required to complete the cleaning and repair; and WHEREAS, staff anticipates that the sediment removal will take one day; however, there is risk for sediment removal to take to two days; and
WHEREAS, as a result, staff negotiated the fee to increase up to $132,100 to address this risk; and
WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it is in the best interest of the City; and WHEREAS, pursuing a public solicitation of bids would add three months, at minimum, to the schedule; and
WHEREAS, due to the Wastewater Treatment Plant potentially required to operate under peak wet weather conditions in the current and coming months, it is critical for this service to be completed as soon as possible; and
WHEREAS, based on these circumstances, staff recommends approval of an agreement with Power Engineering Construction for cleaning accumulated sediment from the outfall pipe and lifting, repairing, and replacing the stop/slide gate at the end of the outfall.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. An agreement for outfall cleaning and repair services at the Wastewater Treatment Plant 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
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9 features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
2. In accordance with Municipal Code Section 3.60.070(h)(3), approval of an agreement with Power Engineering Construction in the amount of $132,100 for the repair and cleaning of the Wastewater Treatment Plant’s outfall is in the best interest of the City because:
a. City staff anticipated for the work to be less than $100,000; b. City staff therefore solicited quotes from four companies qualified to perform the work, and received three quotes;
c. Power Engineering Construction submitted the lowest quote among three quotes received;
d. The work needed must be commenced and completed as soon as possible in order for the Wastewater Treatment Plant to operate under peak wet weather conditions in the current and coming months;
e. Utilizing a formal bid procedure will delay the work approximately three months; and
f. Power Engineering Construction’s quote is competitive and reasonable for the scope of services and approval of an agreement with Power Engineering Construction will allow for the necessary services to be performed in a timely manner in advance of the wet weather season.
3. The Public Works Director is authorized to execute the agreement in substantially the form presented and issue amendments within the contingency amount on behalf of the City.
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Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 6 Section Name: CONSENT CALENDAR Account Number: 10-5141 File ID: 24-9233 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: November 04, 2024
SUBJECT:
Community Member Participation in Sojourn to the Past Training – Payment Authorization RECOMMENDATION:
Adopt a Resolution to authorize the payment of City funds to Sojourn to the Past for the purpose of funding the participation of two community members in the Sojourn to the Past training, in an amount not to exceed $6,000.
BACKGROUND:
Several sworn staff members from the San Mateo Police Department recently participated in the Sojourn to the Past historical civil rights training. Sojourn to the Past is a nationally recognized non-profit which has been providing immersive social justice education for over twenty years by leading participants on study trips through the American deep south and Washington D.C. Law enforcement participation in this training fosters stronger relationships and enhances understanding of historical civil rights struggles. By engaging in this training, law enforcement officers gain a deeper appreciation for the systemic challenges and injustices faced by marginalized communities. This historical context can inform and sensitize their approach to modern-day policing, promoting empathy, reducing bias, and fostering trust between law enforcement and the communities they serve. Additionally, shared experiences during the Sojourn can create a platform for dialogue and mutual understanding.
The Police Department intends to have additional staff participate in the training and would like to include two community members. Including community members in the Sojourn along with law enforcement staff is beneficial because it creates a space for shared learning, healing, and dialogue between diverse groups. This shared experience fosters understanding and unity, empowering community members to advocate for change in their own neighborhoods. Additionally, including community members in the training encourages collaboration between individuals and groups that may not typically interact, helping to build trust, reduce tension, and strengthen community bonds.
Gloria Brown has been devoted to improving the lifestyle and health of her community for almost 50 years. Over several decades, she has passionately advocated for targeting health issues of vital importance to underserved populations. Gloria co-founded the Mills-Peninsula Health Services African American Community Health Advisory Committee (AACHAC) in 1995 and has worked tirelessly to improve health conditions in her community, ultimately reaching more than 55,000 people, with lives saved each year. She has spearheaded innovative health educational programs including the Women’s Health Conference, Men’s Health Symposium, and the Soul Stroll for Health Walk and Resource Fair. She launched special programs addressing Alzheimer’s, domestic violence, elder abuse, caregivers’ education, and much more.
Angela Miller’s journey began in 1975 when she stepped into the Martin Luther King Jr. Center in San Mateo as a receptionist. Little did she know that this role would evolve into a four-decade commitment to uplifting her community— a community she herself had grown up in, witnessing its struggles with crime and poverty. Miller quickly rose through the ranks, eventually becoming the director of the center. Under her leadership, the King Center transformed into a vital hub
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for North Central San Mateo, fostering inclusivity and support across its diverse population. Throughout her career, Miller remained deeply rooted in the North Central neighborhood, often intertwining her personal and professional life. She nurtured relationships that spanned generations, with former participants returning to express their gratitude and share their stories with her family. Miller’s impact on the lives she touched is a testament to her unwavering commitment to her community, a legacy that will continue to inspire future generations.
The Police Department wishes to include these two outstanding community members in the Sojourn training. The Council can approve the use of City funds for this purpose. This is because the general prohibition on gifts of public funds does not apply to charter cities such as San Mateo. Our City Charter provides that no expenditure of City funds may be made except for the purposes set forth by the City Council, as specified. It is recommended the Council approve this expense as we further our commitment to work towards a just and inclusive future.
BUDGET IMPACT:
The Police Department has sufficient funds in the current 2024-25 operating budget to cover the cost of participation for the two community members at $3,000 each, for a total of $6,000.
ENVIRONMENTAL DETERMINATION:
This action 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).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Resolution
STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650) 522-7600
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RESOLUTION NO. ____ (2024)
APPROVING THE USE OF CITY FUNDS FOR COMMUNITY MEMBERS
TO PARTICIPATE IN THE SOJOURN TO THE PAST TRAINING
(NOT TO EXCEED $6,000)
WHEREAS, San Mateo Police Department staff recently participated in the Sojourn to the Past historical civil rights training and the experience was invaluable in providing historical context to inform and sensitize their approach to modern-day policing, promoting empathy, reducing bias, and fostering trust between law enforcement and the communities they serve; and
WHEREAS, the Police Department intends to have additional staff participate in the training and would like to include two community members; and
WHEREAS, including community members in the Sojourn along with law enforcement staff will be beneficial as it creates a space for shared learning, healing, and dialogue between diverse groups. This shared experience will foster understanding and unity, empowering community members to advocate for change in their own neighborhoods; and
WHEREAS, this action would serve the public interest in that it will encourage collaboration between individuals and community members that may not typically interact, helping to build public trust, reduce tension, and strengthen community bonds.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. This action 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)).
2. The Chief of Police (or his designee) is authorized to approve a payment not to exceed $6,000 for two community members to participate in the Sojourn to the Past training.
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Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 7 Section Name: NEW BUSINESS Account Number: 10-1711 File ID: 24-9272 TO: City Council
FROM: Prasanna W. Rasiah, City Attorney
PREPARED BY: City Attorney's Office
MEETING DATE: November 04, 2024
SUBJECT:
Gardening Waste – Ordinance Introduction
RECOMMENDATION:
Introduce an Ordinance prohibiting gardening waste from being deposited into the public right of way.
BACKGROUND:
On April 15, 2024, the City Council adopted its Priority List for fiscal year 2024-25. Amongst the priorities approved by the Council was an item directing the City Attorney’s Office to conduct legal research and survey other local jurisdictions with respect to an ordinance addressing gardening waste. Initiated by Council Member Hedges, the intent of the priority item was to require gardeners to collect leaves, grass and clippings, and to require residents to do the same, rather than allowing such material to be deposited into the public right of way where it could contribute to clogged infrastructure and/or flooding.
Gardening material must already be deposited into green bins for collection under the City’s organic waste collection ordinance adopted pursuant to AB 1383. Additionally, the San Mateo Municipal Code currently prohibits material or matter blown by leaf blowers from being blown onto neighboring properties or onto the public right of way, including streets and sidewalks, without being immediately removed.
DISCUSSION:
The proposed ordinance would prohibit gardening waste from being deposited into the streets of the City without being immediately removed. The ordinance defines “gardening waste” as leaves, grass clippings, weeds, plants, tree trunks, branches, wood shavings, dirt, and other vegetative or organic material produced from the care and maintenance of landscaped areas, gardens, and lawns. However, it does not prohibit the storage of gardening waste in authorized receptacles for collection. Note that the ordinance does not include a specific threshold of gardening waste for a violation to occur. Also, enforcement may be challenging with respect to proving that a person or entity committed a violation, as opposed to leaves or other material being blown by the wind into the street. Nevertheless, City staff will respond to complaints as they occur.
Other jurisdictions in San Mateo County commonly prohibit persons from discharging certain material into sewerage facilities where it can cause obstruction, and also ban the dumping of organic waste matter onto public streets. These types of regulations prohibiting illegal dumping or littering are intended to protect the public health and safety as well as for aesthetic reasons, both of which are well within the police powers of the City. Such rules can also help to protect public infrastructure, thereby saving taxpayer dollars, and help prevent isolated ponding or flooding where storm drain catch basins could become clogged with debris.
If the ordinance is introduced at this meeting, it would be scheduled for adoption on November 18, 2024.
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BUDGET IMPACT:
Implementation of the proposed ordinance would require staff time related to enforcement, which would be complaint driven, similar to other existing municipal code provisions.
ENVIRONMENTAL DETERMINATION:
This proposed ordinance 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).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Ordinance
STAFF CONTACT
Prasanna W. Rasiah, City Attorney
[email protected]
(650) 522-7020
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PROPOSED ORDINANCE
Amending San Mateo Municipal Code Chapter 7.32, Garbage, to Address Gardening Waste Deposited in the Public Right of Way
WHEREAS, one of the stated priorities of the City Council is to adopt an ordinance addressing gardening waste to as to prevent home and business flooding because of clogged storm drains or sewerage facilities; and WHEREAS, the purpose of this ordinance is to ensure that leaves, grass, and plant clippings are not deposited onto the street.
NOW, THEREFORE, THE COUNCIL OF THE CITY OF SAN MATEO ORDAINS AS FOLLOWS:
Section 1. Section 7.32.070 of the San Mateo Municipal Code is added to Chapter 7.32 as follows:
7.32.070 Gardening Waste
No one shall blow, rake or cause gardening waste to be deposited into the streets of the City without being immediately removed. For purposes of this section, “gardening waste” shall mean leaves, grass clippings, weeds, plants, tree trunks, branches, wood shavings, dirt, and other vegetative or organic material produced from the care and maintenance of landscaped areas, gardens, and lawns. Provided, however, that this section shall not prohibit the storage of gardening waste in authorized receptacles for collection.
Section 2. Environmental Determination. In accordance with California Environmental Quality Act (CEQA) Guidelines, section 15061(b)(3), this action is exempt from CEQA because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
Section 3. Severability. In the event any section, clause or provision of this ordinance shall be determined invalid or unconstitutional, such section, clause or provision shall be deemed severable and all other sections or portions hereof shall remain in full force and effect.
Section 4. Publication. This ordinance shall be published in summary in a newspaper of general circulation, posted in the City Clerk's Office, and posted on the City's website, all in accord with Section 2.15 of the City Charter.
Section 5. Legislative History and Effective Date. This ordinance was introduced on Clerk to complete., and adopted on Clerk to complete., and shall be effective 30 days after its adoption.
Place attachments here
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Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 8 Section Name: NEW BUSINESS Account Number: 10-1311 File ID: 24-9228 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Manager's Office
MEETING DATE: November 04, 2024
SUBJECT:
City Council Priority List – Progress Report
RECOMMENDATION:
Receive a progress report on the City Council Priority List for fiscal year 2024-25 and provide any needed further direction to staff.
BACKGROUND:
The City Council goal-setting process includes a three-step deliberation resulting in adoption of a City Council Priority List, which includes staff’s proposed work plan for each initiative for the upcoming fiscal year. The first step of the process was the City Council Blue Sky Workshop on February 3, 2024. At the workshop, the City Council reviewed the adopted fiscal year 2023-24 priorities, removed completed and operationalized items, reorganized the projected completion timeline for existing priorities, and proposed new priorities to add to the list for the fiscal year 2024-25. In March 2024, City Council reviewed the draft Priority List to ensure accuracy. City Council formally adopted the fiscal year 2024-25 City Council Priority List at the March 18th City Council meeting. Fiscal Year 2024-2025 started on July 1, 2024, and ends on June 30, 2025. This report focuses on the progress made from July 1 through October 15, 2024 and estimated progress through the end of the fiscal year. Staff has made progress on each of the priorities or at the very least, has identified next steps on how to proceed. Staff recommends City Council review the priorities and the respective updates and provide any needed further direction to staff. Staff will be available to answer any questions.
BUDGET IMPACT:
There is no budget impact from this agenda item.
ENVIRONMENTAL DETERMINATION:
This information update 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).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - 2024-2025 Priority List Updates
STAFF CONTACT
Christina Horrisberger, Assistant City Manager
[email protected]
(650) 522-7210
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