Agenda packet — Santa Ana City Council, December 5, 2023 (part 1 of 4)

City Council Meeting Packet
December 5, 2023
CLOSED SESSION MEETING – 5:00 PM
REGULAR OPEN MEETING – 5:30 PM
(Immediately following the Closed Session Meeting)
CITY COUNCIL CHAMBER
22 Civic Center Plaza Santa Ana, CA 92701
Valerie Amezcua
Mayor
Thai Viet Phan
Councilmember – Ward 1
Benjamin Vazquez
Councilmember Ward 2
Jessie Lopez
Mayor Pro Tem Ward 3
Phil Bacerra
Councilmember Ward 4
Johnathan Ryan Hernandez
Councilmember Ward 5
David Penaloza
Councilmember Ward 6
Mayor and Council telephone: 7146476900
Agenda item inquiries: 7146476520
Sonia R. Carvalho
City Attorney
Tom Hatch
Interim City Manager
Jennifer L. Hall
City Clerk
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz, City ADA Program Coordinator, at (714) 6475624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santaana.org/citymeetings.

CITY VISION AND CODE OF ETHICS
The City of Santa Ana is committed to achieving a shared vision for the organization and its community. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive process designed to set the City and organization on a course that meets the challenges of today and tomorrow, as follows:

Vision The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe and healthy community • Neighborhood pride • Thriving economic climate • EihdddiltQlitti
City Council 1 12/5/2023
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz, City ADA Program Coordinator, at (714) 6475624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santaana.org/citymeetings.

Vision The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe and healthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture • Quality government services Mission To deliver efficient public services in partnership with our community which ensures public safety, a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.

Guiding Principles Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation • Transparency
Code of Ethics and Conduct At the Special Municipal Election held on February 5, 2008, voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting inperson or join via Zoom. As a courtesy to the public, the City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet, or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3.

PUBLIC COMMENTS – Members of the public who wish to address the City Council on closed session items, items on the regular agenda, or on matters which are not on the agenda but are within the subject matter jurisdiction of the City Council, may do so by one of the following ways:

MAILING OPTION written communications – Public comments may be mailed to:

Office of the City Clerk, 20 Civic Center Plaza M30, Santa Ana, CA 92701. All written communications received via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review.

SENDING EMAIL OPTION – Public comments may be sent via email to the City Clerk’s office at eComment@santaana.org. Please note the agenda item you are commenting on in the subject line of the email. All emails received two (2) hours before the scheduled start of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review.

LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide live comments during the meeting by Zoom or Conference Call. To join by Zoom click on or type the following address into your web browser
https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900 9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a: i) closed session item, ii) general agenda item, iii) public hearing item, iv) special agenda item, or v) for Housing Authority item. You may request to speakbydialing*9fromyourphoneoryoumayvirtuallyraiseyourhandfromZoom City Council 2 12/5/2023
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voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting inperson or join via Zoom. As a courtesy to the public, the City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet, or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3.

MAILING OPTION written communications – Public comments may be mailed to:

After the Clerk confirms the last three digits of the caller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon to speak. Callers are encouraged, but not required, to identify themselves by name. Each caller will be provided three (3) minutes to speak, unless due to the number of speakers wanting to speak a decision is made to provide a different amount of time to speak.

INPERSON OPTION Members of the public can provide inperson comments at the podium in the Council Chamber. The Council Chamber will have seating available for members of the public to attend the meeting inperson. Public comments are limited to three (3) minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wish to address the Council must do so by submitting a “Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m. for all other designated public comment periods as listed below. Cards will not be accepted after the Public Comment Session begins without the permission of the presiding chair.

The following designated public comment periods are:

1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide live comments on closed session items by joining Zoom or the Conference Call as described in the LIVE or INPERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by 5:00pmwillnotbepermittedtospeak
City Council 3 12/5/2023
presiding chair.

The following designated public comment periods are:

2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NONAGENDA ITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or INPERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not in the speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.

3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or INPERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.

4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or INPERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.

TRANSLATION SERVICES Spanish interpreting services are provided at City Council meetings. Simultaneous Spanish interpretation is provided through the use of headsets and consecutive interpretation (SpanishtoEnglish) in addition to those wishing to address the City Council at the podium.

La ciudad provee servicios de interpretación al español en las juntas del Consejo.

La interpretación simultánea al español se ofrece por medio del uso de audífonos y la interpretación consecutiva (español a inglés) también está disponible para cualquiera que desee dirigirse al consejo municipal en el podio.

About the Agenda
To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).

CLOSED SESSION
CALL TO ORDER
ATTENDANCE Council Members Phil Bacerra
Johnathan Ryan Hernandez
David Penaloza
Thai Viet Phan
Benjamin Vazquez
Mayor Pro Tem Jessie Lopez
Mayor Valerie Amezcua
City Council 4 12/5/2023
To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).

CLOSED SESSION
CALL TO ORDER
ATTENDANCE Council Members Phil Bacerra
Johnathan Ryan Hernandez
David Penaloza
Thai Viet Phan
Benjamin Vazquez
Mayor Pro Tem Jessie Lopez
Mayor Valerie Amezcua
Interim City Manager Tom Hatch
City Attorney Sonia R. Carvalho
City Clerk Jennifer L. Hall
ROLL CALL
ADDITIONS\DELETIONS TO CLOSED SESSION
PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items.

RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business.

CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position of the City in existing and anticipated litigation:

1. CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION pursuant to Paragraph (1) of subdivision (d) of Section 54956.9 of the Government Code:

Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County Superior Court, Case No. 30202201284596

2. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a):

Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive Director Employe Organization:

Santa Ana Police Officers Association (POA)
RECONVENE – City Council will reconvene to continue regular City business.

CITY COUNCIL REGULAR OPEN SESSION
City Council 5 12/5/2023
Santa Ana Police Officers Association (POA)
RECONVENE – City Council will reconvene to continue regular City business.

CITY COUNCIL REGULAR OPEN SESSION
CALL TO ORDER
ATTENDANCE Council Members Phil Bacerra
Johnathan Ryan Hernandez
David Penaloza
Thai Viet Phan
Benjamin Vazquez
Mayor Pro Tem Jessie Lopez
Mayor Valerie Amezcua
Interim City Manager Tom Hatch
City Attorney Sonia R. Carvalho
City Clerk Jennifer L. Hall
ROLL CALL
PLEDGE OF ALLEGIANCE Mayor Amezcua
WORDS OF INSPIRATION Police Chaplain
ADDITIONS\DELETIONS TO THE AGENDA
CEREMONIAL PRESENTATIONS

1. Certificates of Recognition presented by Mayor Amezcua to The Mater Dei High School Varsity Cheerleading Team for Exceptional Athletic Accomplishments CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session.

PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting for ALL comments on agenda and nonagenda items.

CONSENT CALENDAR
RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 2 through 17 and waive reading of all resolutions and ordinances.

2. Excused Absences
Department(s): City Clerk’s Office
Recommended Action: Excuse the absent members.
3MinutesfromtheRegularMeetingofMay22023theSpecialMeetingofMay11 City Council 6 12/5/2023
Session.

PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting for ALL comments on agenda and nonagenda items.

CONSENT CALENDAR
RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 2 through 17 and waive reading of all resolutions and ordinances.

2. Excused Absences
Department(s): City Clerk’s Office
Recommended Action: Excuse the absent members.

3. Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11, 2023, and the Special Closed Session and Regular Meeting of May 16, 2023 Department(s): City Clerk’s Office
Recommended Action: Approve minutes.

4. Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (NonGeneral Fund) Department(s): Public Works Agency
Recommended Action: Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following:
a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000;
b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and
c. Prepare all other documents to proceed with proposed sanitation fee adjustment.

5. Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with ByromDavey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 197527) (NonGeneral Fund) (Revive Santa Ana Program)
Department(s): Public Works Agency
Recommended Action: 1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to nonsubstantive changes approved by the City Manager and City Attorney.

2. Approve an amendment to the Fiscal Year 202324 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 197527).
3DeterminethatinaccordancewiththeCaliforniaEnvironmentalQualityAct(CEQA) City Council 7 12/5/2023
delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to nonsubstantive changes approved by the City Manager and City Attorney.

3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER202177 was filed for the project.

6. Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20068) (General Fund and NonGeneral Fund) Department(s): Public Works Agency
Recommended Action: Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2023XXX).

7. Amendment to the Fiscal Year 202324 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 221415) (NonGeneral Fund) (Revive Santa Ana Program)
Department(s): Public Works Agency
Recommended Action: 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes)

2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes)

3. Approve an amendment to the Fiscal Year 202324 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 221415) (NonGeneral Fund)

4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two oneyear periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023XXX).

8. Approve an Agreement with City Net to Provide Street Outreach and Engagement City Council 8 12/5/2023

8. Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for QualityofLife Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (NonGeneral Fund) Department(s): Community Development Agency
Recommended Action:

1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc.

DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for qualityoflife services from January 1, 2024 through December 31, 2024, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2023XXX).

2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available.

9. Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency
Department(s): Community Development Agency
Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a threeyear term beginning January 1, 2024 and expiring December 31, 2026 with an option of two oneyear extensions, subject to nonsubstantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023XXX).

10. Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources
Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2023XXX).

11. A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency
City Council 9 12/5/2023
2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2023XXX).

11. A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency
Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program.

RESOLUTION NO. 2023XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM

12. Second OneYear Extension of Site Plan Review No. 202003 and Variance No. 202006 for the 4th and Mortimer MixedUse Development Project Located at 409 and 509 East Fourth Street
Department(s): Planning and Building Agency
Recommended Action:

1. Adopt a resolution approving a oneyear extension of Site Plan Review No. 202003 and Variance No. 202006 to December 15, 2024.

RESOLUTION NO. 2023XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONEYEAR EXTENSION OF SITE PLAN REVIEW 202003 AND VARIANCE NO. 202006 FOR THE 4TH AND MORTIMER MIXEDUSE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET

2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA.

13. Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (NonGeneral Fund) Department(s): Public Works Agency
Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250.

RESOLUTION NO. 2023XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT City Council 10 12/5/2023
pg
Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250.

14. Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects
Department(s): Public Works Agency
Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project.

RESOLUTION NO. 2023XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING

PROJECT

2. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project.

PROJECT

15. Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election
Department(s): City Clerk’s Office
Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023.

RESOLUTION NO. 2023XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.)

16. Second Reading of Ordinance Amending Section 2325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set City Council 11 12/5/2023
SOUOO03ettedSOUOOCCOUCO
THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.)

16. Second Reading of Ordinance Amending Section 2325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote.

Published in the Orange County Reporter on November 27, 2023.

Department(s): City Manager’s Office
Recommended Action:

1. Adopt an ordinance amending Section 2325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council.

ORDINANCE NO. NS3053 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL

2. Adopt a resolution amending Resolution No. 2019034 and setting the compensation for all City boards and commissions.

RESOLUTION NO. 2023XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND

COMMISSIONS

17. Second Reading of Ordinance Approving Amendment Application No. 202301 to Change the Zoning District Designation of the Public Park Located at 1117 S.

Standard Avenue from MultipleFamily Residence (R3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote.

Published in the Orange County Reporter on November 27, 2023.

Department(s): Planning and Building Agency
Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 202301 for Standard and McFadden Public Park located at 1117 S. Standard Avenue;
ORDINANCE NO. NS3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 202301 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 01125117, 01125118, 01125119, 01125120, 01125138 AND 01125139 (from MultiFamily Residence (R3) to Open Space Land (O)); read by title only and City Council 12 12/5/2023
approving Amendment Application No. 202301 for Standard and McFadden Public Park located at 1117 S. Standard Avenue;
ORDINANCE NO. NS3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 202301 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 01125117, 01125118, 01125119, 01125120, 01125138 AND 01125139 (from MultiFamily Residence (R3) to Open Space Land (O)); read by title only and waive further reading.

2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 202078, will be filed for this project. **END OF CONSENT CALENDAR**
BUSINESS CALENDAR

18. Fee Deferral Agreement for the Central Pointe MixedUse Development Located at 1801 E. Fourth Street
Department(s): Planning and Building Agency
Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions:

1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixeduse development located at 1801 E. Fourth Street, OR

2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixeduse development located at 1801 E. Fourth Street (Agreement No. 2023XXX).
**END OF BUSINESS CALENDAR**
COUNCILMEMBER REQUESTED ITEMS

19. Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza – Councilmembers Vazquez and Hernandez
CITY MANAGER COMMENTS
COUNCIL COMMENTS
AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for membersoftheCounciltoprovideabrieforalreportonattendanceofanyregionalboardor City Council 13 12/5/2023
City Council’s Consideration to Call in Support of a Ceasefire in Gaza – Councilmembers Vazquez and Hernandez
CITY MANAGER COMMENTS
COUNCIL COMMENTS
AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended.

ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting.

Future Items

1. FY202425 Budget Calendar

2. Enterprise Vehicle Lease Agreement

3. Selection of Mayor Pro Tem for 2024
POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santaana.org/agendasandminutes
HOUSING AUTHORITY
CALL TO ORDER
ATTENDANCE Authority Members Phil Bacerra
Johnathan Ryan Hernandez
David Penaloza
Thai Viet Phan
Benjamin Vazquez
Vice Chair Jessie Lopez
Chair Valerie Amezcua
Interim City Manager Tom Hatch
City Attorney Sonia R. Carvalho
Recording Secretary Jennifer L. Hall
ROLL CALL
ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA
PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.

CONSENT CALENDAR
RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances.

City Council 14 12/5/2023
POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santaana.org/agendasandminutes
HOUSING AUTHORITY
CALL TO ORDER
ATTENDANCE Authority Members Phil Bacerra
Johnathan Ryan Hernandez
David Penaloza
Thai Viet Phan
Benjamin Vazquez
Vice Chair Jessie Lopez
Chair Valerie Amezcua
Interim City Manager Tom Hatch
City Attorney Sonia R. Carvalho
Recording Secretary Jennifer L. Hall
ROLL CALL
ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA
PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.

CONSENT CALENDAR
RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances.

1. Excused Absences
Department(s): City Clerk’s Office
Recommended Action: Excuse the absent members.

2. Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023
Department(s): City Clerk’s Office
Recommended Action: Approve minutes.

3. Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and NonGeneral Fund) Department(s): Community Development Agency
Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a threeyear term beginning January 1, 2024 and expiring December 31, 2026 with an option of two oneyear extensions, subject to nonsubstantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023XXX). **END OF CONSENT CALENDAR**
HOUSING AUTHORITY MEMBER COMMENTS
ADJOURNMENT – Adjourn the Housing Authority meeting.

POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santaana.org/citymeetings.

City Council 16 12/5/2023
CITY COUNCIL 1 05/02/2023
DRAFT Minutes of the Closed Session and
Regular Meeting of the City Council
City of Santa Ana, California
May 2, 2023
CLOSED SESSION MEETING – 5:00 P.M.

REGULAR OPEN MEETING – 5:45 P.M.
(Immediately following the Closed Session Meeting)

CITY COUNCIL CHAMBER
22 Civic Center Plaza Santa Ana, CA 92701

CLOSED SESSION

CALL TO ORDER
MINUTES: Mayor Amezcua called the Closed Session Meeting to order at 5:07 P.M.

ATTENDANCE Council Members Phil Bacerra
Johnathan Ryan Hernandez
David Penaloza
Thai Viet Phan
Benjamin Vazquez
Mayor Pro Tem Jessie Lopez
Mayor Valerie Amezcua
City Manager Kristine Ridge
City Attorney Sonia R. Carvalho
City Clerk Jennifer L. Hall

ROLL CALL
City Council 3 – 1 12/5/2023
CITY COUNCIL 2 05/02/2023
MINUTES: City Clerk Jennifer L. Hall conducted roll call.

Councilmembers Bacerra, Penaloza, Phan, and Vazquez, Mayor Pro Tem Lopez, and Mayor Amezcua were present. Councilmember Hernandez joined the meeting during Closed Session.

ADDITIONS\DELETIONS TO CLOSED SESSION
MINUTES: City Attorney Sonia Carvalho announced the need to take immediate action on a potential Closed Session Agenda Item that became known following the posting of the agenda on April 25, 2023.

Councilmember Phan recused herself from the proposed Closed Session Agenda Item, as the listed entities are clients of her employers.

MOTION: Councilmember Bacerra moved to add the following Closed Session Item to the Agenda, seconded by Councilmember Penaloza.

CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION pursuant to Paragraph (1) of subdivision (d) of Section 54956.9 of the Government Code:

City of Santa Ana v. Dyer 18 LLC, Orange County Superior Court, Case No. 30-2022- 01248172.

The motion carried, 5-0-1-1, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA,

COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ,

MAYOR AMEZCUA
NONE
COUNCILMEMBER PHAN (recusal)

COUNCILMEMBER HERNANDEZ
Status: 5 – 0 – 1 – 1 - Pass
PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items.

MINUTES: No public comments were received regarding Closed Session agenda items.

RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business.

MINUTES: Mayor Amezcua recessed to consider the Closed Session items at 5:09 P.M.

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CITY COUNCIL 3 05/02/2023
CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position of the City in existing and anticipated litigation:

1. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a):

Agency Negotiators: Human Resources Executive Director, Jason Motsick Employee Organizations:
• Santa Ana Police Officers Association (POA)
• Service Employees’ International Union (SEIU) Full-Time Employees

2. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION pursuant to Paragraph (1) of subdivision (d) of Section 54956.9 of the Government Code:

City of Santa Ana v. Dyer 18 LLC, Orange County Superior Court, Case No. 30- 2022-01248172.

CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session.

RECONVENE – City Council will reconvene to continue regular City business.

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City Council 15 5/2/2023

CITY COUNCIL REGULAR OPEN SESSION

CALL TO ORDER
MINUTES: Mayor Amezcua reconvened the Regular City Council Meeting at 6:45 P.M.

ATTENDANCE Council Members
Mayor Pro Tem
Phil Bacerra
Johnathan Ryan Hernandez
David Penaloza
Thai Viet Phan
Benjamin Vazquez
Jessie Lopez
Mayor Valerie Amezcua
City Manager
City Attorney
City Clerk
Kristine Ridge
Sonia R. Carvalho
Jennifer Hall

ROLL CALL
MINUTES: City Clerk Jennifer L. Hall conducted roll call.

Councilmembers Bacerra, Hernandez (arrived at 6:49 P.M.), Penaloza, Phan, and Vazquez, Mayor Pro Tem Lopez, and Mayor Amezcua were present.

PLEDGE OF ALLEGIANCE Carl Benninger
WORDS OF INSPIRATION Cherry Lai, Tzu Chi Foundation Orange County Service Center
ADDITIONS\DELETIONS TO CLOSED SESSION
MINUTES: City Clerk Jennifer L. Hall announced a clarification to the second proclamation declaring May 2023 as Asian American and Pacific Islander Heritage Month and the removal of the AB1234 Disclosure as the City did not pay for Mayor Pro Tem Lopez’s attendance at the NALEO Policy Institute.

CEREMONIAL PRESENTATIONS

1. Certificates of Recognition presented by Mayor Amezcua, Mayor Pro Tem Lopez, and Councilmember Bacerra to Santa Ana’s Boys Youth Basketball Teams: the Miners, the Wildcats, and the Bruins for their Exceptional Athletic Performance.

MINUTES: Mayor Amezcua, Mayor Pro Tem Lopez, and Councilmember Bacerra City Council 3 – 4 12/5/2023
City Council 15 5/2/2023
presented certificates of recognition to Santa Ana’s Boys Youth Basketball Teams: the Miners, the Wildcats, and the Bruins for their Exceptional Athletic Performance.

2. Proclamation presented by Councilmember Phan to Asian Americans Advancing Justice Southern California declaring May 2023 as Asian Americans and Pacific Islander Heritage Month. (revised 4/26/2023)
MINUTES:

Councilmember Phan proclaimed May 2023 as Asian American and Pacific Islander Heritage Month and presented a proclamation to Asian American Advancing Justice Southern California.

CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session.

MINUTES: City Attorney Sonia Carvalho reported the City Council voted to add a second Closed Agenda Item related to existing litigation and there was no reportable action.

PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non-agenda items, except for public hearings.

Comments for public hearings will take place after the hearing is opened.

MINUTES:

The following speakers addressed Council via teleconference:

1. Sonia Young Ruiz spoke regarding the non-renewal of the non-commitment agreement with Riverview Golf Course and expressed concern regarding park maintenance in her area.

2. Paul Sasiege spoke regarding a regional Park at the Riverview Golf Course.

3. Irma Jauregui spoke in support of Agenda Item No. 30 and requested there be additional public input on the item.

4. Mitra M. requested a resolution be placed on the agenda regarding condemning the regime of Iran at the next City Council meeting.

The following speakers addressed Council in-person:

5. John Hanna spoke in support of Agenda Item No. 26.

6. Farhad Marfie requested a resolution be placed on the agenda regarding condemning the regime of Iran.

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7. Tannaz spoke in support of the certificates of recognition and requested a resolution be placed on the agenda regarding condemning the regime of Iran.

8. Martha Molina thanked the City Council for their attendance at Riverview Neighborhood meetings and spoke regarding the Riverview Golf Course.

9. Leonel Flores spoke regarding Agenda Item No. 30 and requested there be a public hearing for the item.

10.Fatima Karami requested a resolution be placed on the agenda regarding condemning the regime of Iran.

11.Jose Rea spoke in opposition to Agenda Item No. 30.

12.Soheyla Torabi requested a resolution be placed on the agenda regarding condemning the regime of Iran.

City Clerk Jennifer L. Hall reported out the summary of email comments received: four (4) comments regarding Agenda Item No. 30 and Eighteen (18) non-agenda comments.

RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 3 through 26 and waive reading of all resolutions and ordinances
MINUTES: At 7:38 P.M., Councilmember Bacerra pulled Agenda Item No. 7, and Mayor Pro Tem Lopez pulled Agenda Item Nos. 9 and 24 for separate discussion and consideration.

Councilmember Penaloza requested a brief comment on Agenda Item Nos. 14 and 17.

Councilmember Hernandez requested a brief comment on Agenda Item Nos. 17, 18, and 24.

Councilmember Phan requested a brief comment on Agenda Item No. 26.

Mayor Amezcua requested a brief comment on Agenda Item No. 12.

MOTION: Councilmember Penaloza moved to approve staff recommendations on the following Consent Calendar Items: 3 through 26 with the exception of Agenda Item Nos. 7, 9 and 24, seconded by Councilmember Bacerra.

The motion carried, 7-0, by the following roll call vote:

CONSENT CALENDAR
City Council 3 – 6 12/5/2023
City Council 15 5/2/2023
AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
NONE
Status: 7 – 0 – Pass

3. Excused Absences
Department(s): City Clerk’s Office
Recommended Action: Excuse the absent members.

4. Appoint Nadin Said Nominated by Councilmember Bacerra as the Ward 4 Representative to the Police Oversight Commission for a FullTerm Expiring December 8, 2026 (Continued from the City Council meeting of April 18, 2023, Item No. 9)
Department(s): City Clerk’s Office
Recommended Action: Appoint Nadin Said to the Police Oversight Commission as the Ward 4 representative and administer Oath of Office.

MINUTES: City Clerk Jennifer L. Hall administered the Oath of Office to Nadin Said.

5. Appoint Carl Benninger Nominated by Councilmember Bacerra as the Ward 4 Representative to the Planning Commission for a FullTerm Expiring December 8, 2026
Department(s): City Clerk’s Office
Recommended Action: Appoint Carl Benninger to the Planning Commission as the Ward 4 representative and administer Oath of Office.

MINUTES: City Clerk Jennifer L. Hall administered the Oath of Office to Carl Benninger.

6. Receive and File Single Audit Report for the Fiscal Year Ended June 30, 2022 Department(s): Finance and Management Services
Recommended Action: Receive and file Single Audit Report for the Fiscal Year Ended June 30, 2022.

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7. Quarterly Report for Housing Division Projects and Activities for the Period of January 1, 2023 to March 31, 2023
Department(s): Community Development Agency
Recommended Action: Receive and file the Quarterly Report for Housing Division Projects and Activities for the period of January 1, 2023 to March 31, 2023.

MINUTES: Councilmember Bacerra spoke regarding the housing project and homeownership, and thanked the Housing Division for their hard work and efforts.

Discussion ensued regarding inclusionary housing funds received and qualifications, acceptance of applications for homeownership assistance, additional workshops and marketing related to the program, and loan forgiveness program for Santa Ana students/graduates.

Mayor Pro Tem Lopez thanked staff for all their hard work and efforts and spoke regarding the housing report and homeownership funds.

Councilmember Penaloza thanked staff for all their hard work and efforts.

Councilmember Phan spoke regarding upcoming workshops and expansion of the program.

MOTION: Councilmember Bacerra moved to approved the recommended action for Item No. 7, seconded by Councilmember Hernandez.

The motion carried, 7-0, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
NONE
Status: 7 – 0 – Pass

8. Approve Appropriation Adjustment Recognizing the Remaining Balance of Emergency Housing Voucher Service Fees
Department(s): Community Development Agency
Recommended Action: Approve an appropriation adjustment for Emergency Housing Voucher Service Fees in the amount of $155,750. (requires five affirmative votes)
City Council 3 – 8 12/5/2023
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9. Biennial Modification to the Program Year (PY) 202124 Regional and Local Workforce Plan for Grant Funds Received from the Federal Title I Workforce Innovation and Opportunity Act
Department(s): Community Development Agency
Recommended Action:

1. Approve the modification to the Regional and Unified Local Plan for PY 2021-24 and direct staff to submit to the California Workforce Development Board and State of California Employment Development Department.

2. Authorize the Mayor to execute all documents necessary for the submission of the PY 2021-24 modified Regional and Unified Local Plan.

3. Authorize staff to submit revisions to the PY 2021-24 Regional and Unified Local Plan should they be necessary as requested by the California Workforce Development Board or California Employment Development Department.

MINUTES: Mayor Pro Tem Lopez spoke regarding the report and expressed concern regarding low income laborers and receiving federal monies and commented on the Inflation Reduction Act. She requested to meet with the Federal lobbyist.

City Manager Kristine Ridge stated staff would look to identify resources in receiving funding.

MOTION: Mayor Pro Tem Lopez moved to approve the recommended action for Agenda Item No. 9, seconded by Councilmember Hernandez.

The motion carried, 7-0, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
NONE
Status: 7 – 0 – Pass

10. Master Agreement with Qualified Schools to Provide Vocational Training with Federal Workforce Innovation and Opportunity Act (WIOA) and Orange County Social Services Grant Funds for Fiscal Year 202324 through Fiscal Year 202627(NonGeneral Fund)
Department(s): Community Development Agency
Recommended Action:

City Council 3 – 9 12/5/2023
City Council 15 5/2/2023

1. Authorize the City Manager to execute a master agreement, for a total aggregate amount not to exceed $2,765,820 payable from federal Workforce Innovation and Opportunity Act and Orange County Social Services grant funds, for a four- year period expiring June 30, 2027, with a school or training provider listed on the State Employment Training Provider List (ETPL), to deliver occupational skills training on an as needed basis to unemployed and low-income individuals, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023069).

2. Approve schools and training programs listed on the State of California’s Eligible Training Provider List to be used on an as needed basis to provide occupational training under the guidelines of the Workforce Innovation and Opportunity Act.

11. Grant an Easement to Southern California Edison to Allow Underground Power to Serve a Traffic Signal (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute an Easement Deed granting Southern California Edison the right to own, place, and maintain power conduits and conductors underground to serve APN 016-035-14.

12. Award a Purchase Order to Landscape Structures, Inc. to Provide and Install a Universally Accessible Playground at Thornton Park in the Amount of $2,042,277 (Specification No. 23059) (Project No. 232602) (General and NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize a one-time purchase and payment to Landscape Structures, Inc. to furnish and install a universally accessible playground at Thornton Park in the amount of $2,042,277, plus a contingency of $306,342 for a total amount not to exceed $2,348,619, subject to non-substantive changes approved by the City Manager and City Attorney.

MINUTES: Mayor Amezcua thanked the City Manager and City staff for all their hard work and efforts and commented on the importance of universally accessible playgrounds.

13. Award a Purchase Order to Amtech Elevator Services to Replace the Elevator Cylinder at the Santa Ana Regional Transportation Center in the Amount of $141,945 (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize a one-time Purchase Order and payment to Amtech Elevator Services for the replacement of the elevator cylinder at the Santa Ana Regional Transportation Center in the amount of $141,945, plus a contingency of $30,900 for a total amount not to exceed $172,845, subject to non-substantive City Council 3 – 10 12/5/2023
City Council 15 5/2/2023
changes approved by the City Manager and City Attorney.

14. Award a Construction Contract to Vido Samarzich, Inc. in the Amount of $978,455 for the Glenwood Place Water Improvements Project, with an Estimated Project Delivery Cost of $1,300,000 (Project No. 236476) (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action:

1. Award a construction contract to Vido Samarzich, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $978,455 for the construction of the Glenwood Place Water Improvements Project, for the term beginning April 18, 2023 and ending upon project completion, and authorize the City Manager to execute the contract subject to non-substantive changes approved by the City Manager and the City Attorney.

2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $1,300,000, which includes $978,455 for the construction contract, $146,768 for contract administration, inspection, and testing, and a $174,777 project contingency for unanticipated or unforeseen work.

3. Determine these actions are exempt from further review in accordance with the California Environmental Quality Act as Categorical Exemption Environmental Review No. ER-2023-26 was filed for the project.

MINUTES: Councilmember Penaloza requested there be proper outreach to impacted businesses due to the construction and spoke in support of the item.

15. Award a Construction Contract to Pacific Hydrotech Corp. in the Amount of $12,795,865 for the Well 32 Rehabilitation Project, with an Estimated Project Delivery Cost of $16,634,625 (Project No. 136433) (NonGeneral Fund) Department(s): Public Works Agency
Recommended Action:

1. Award a construction contract to Pacific Hydrotech Corp., the lowest responsible bidder, in accordance with the base bid in the amount of $12,795,865 for construction of the Well 32 Rehabilitation Project, for a term beginning May 2, 2023, and ending upon project completion, and authorize the City Manager to execute the contract subject to non-substantive changes approved by the City Manager and the City Attorney.

2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $16,634,625, which includes $12,795,865 for the construction contract, $1,224,820 for contract management, $694,560 for contract administration, inspection, and testing, and a $1,919,380 project contingency for unanticipated or unforeseen work.

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16. Approve Agreements with JohnsonFrank & Associates, Inc., Stantec Consulting Services, Inc., and Towill, Inc. for OnCall Professional Land Surveying Services, with an Aggregate Amount Not to Exceed $2,450,000 for ThreeYear Terms (RFP No. 19090) (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action:

1. Authorize the City Manager to execute federal Caltrans agreements with Johnson-Frank & Associates, Inc., Stantec Consulting Services, Inc., and Towill, Inc. to provide on-call land surveying services on an as-needed basis, in an aggregate amount not to exceed $950,000 for a three-year term beginning May 2, 2023 and expiring May 1, 2026, with an option for two, one-year extensions, subject to non- substantive changes approved by the City Manager and City Attorney (Agreement No. 2023071).

2. Authorize the City Manager to execute non-federal agreements with Johnson-Frank & Associates, Inc., Stantec Consulting Services, Inc., and Towill, Inc. to provide On-Call Land Surveying Services on an as-needed basis, in an aggregate amount not to exceed $1,500,000 for a three-year term beginning May 2, 2023 and expiring May 1, 2026, with an option for two, one-year extensions, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023072).

17. Approve an Agreement with David Evans and Associates, Inc. in an Amount Not to Exceed $410,000 for the Landscape Architectural Design Services for a New Park at 10th St. and Flower St. for a ThreeYear Term (Project No. 221342) (Revive Santa Ana Program)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute an agreement with David Evans and Associates, Inc. to provide design, development of contract documents, and construction support for the proposed 10th and Flower Park project in the amount of $369,455, with a contingency of $40,545 for a total amount not to exceed $410,000, for a three-year term beginning May 2, 2023 and expiring May 1, 2026, with an option for two, one-year extensions, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023073).

MINUTES: Councilmember Hernandez commented on the forthcoming Park at 10th St and Flower.

Councilmember Penaloza spoke in support of the item.

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18. Amend Agreement with David Evans and Associates, Inc. for Design and Construction Support Services for the Standard – McFadden Park Project by an Additional $50,000 for the Remainder of the Agreement Term (Project No. 202729) (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute a first amendment to the agreement with David Evans and Associates, Inc. to provide design, development, and contract documents for the proposed Standard-McFadden Park project, to increase the contract by $43,505, with an approximate 15 percent contingency, for a total not to exceed amount of $50,000, for the remainder of the agreement term through August 16, 2024, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023074).

MINUTES: Councilmember Hernandez expressed excitement for the new park services.

19. Approve Agreements with AESCO, Inc., Alta Planning + Design, Inc., CWE, IDS Group, Inc., J. Smith & T. Muli, Inc., KPFF Consulting Engineers, Psomas, Shannon & Wilson, Tait & Associates, Inc., and Willdan Engineering for OnCall Engineering Services in an Aggregate Amount Not to Exceed $5,000,000 for up to a FiveYear Term (General and NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute agreements with AESCO, Inc., Alta Planning + Design, Inc., CWE; IDS Group, Inc., J. Smith & T. Muli, Inc., KPFF Consulting Engineers, Psomas, Shannon & Wilson, Tait & Associates, Inc., and Willdan Engineering, to provide on-call engineering services for a shared aggregate amount not to exceed $5,000,000, for a three-year term beginning May 2, 2023 and expiring May 1, 2026, with provisions for two, one-year extensions, subject to non- substantive changes approved by the City Manager and City Attorney (Agreement No. 2023075).

20. Approve Agreements with Bruce Anderson Enterprises, Inc. dba A’s Construction, EBS General Engineering, Inc., Palp, Inc. dba Excel Paving Co., Hardy & Harper, Inc., Vido Samarzich, Inc., and We R Builders, Inc. for Emergency Asphalt and Portland Cement Concrete (PCC) Services for a Total Amount Not to Exceed $3,000,000 for up to a Five Year Term (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute agreements with Bruce Anderson Enterprises, Inc. dba A’s Construction, EBS General Engineering, Inc., Palp, Inc. dba Excel Paving Co., Hardy & Harper, Inc., Vido Samarzich, Inc., and We R Builders, Inc. to provide on-call asphalt and concrete placement services for a shared aggregate amount not to exceed $3,000,000, for a three-year term beginning City Council 3 – 13 12/5/2023
City Council 15 5/2/2023
May 2, 2023 and expiring May 1, 2026 with provisions for two, one-year extensions, subject to non- substantive changes approved by the City Manager and City Attorney (Agreement No. 2023076).

21. Approve Amendment to Agreement with TSYS Merchant Solutions, LLC DBA Global Payments, Inc. for Online Debit and Credit Card and Electronic Fund Transfer Automated Clearing House (ACH) Merchant Payment Processing Services, Support and Maintenance, and Purchase of PointofSale Payment Terminals for a New Agreement Amount Not to Exceed $2,022,400 Department(s): Finance and Management Services
Recommended Action: Authorize the City Manager to execute a second amendment to the agreement with TSYS Merchant Solutions, LLC, doing business as Global Payments, Inc., for online debit and credit card payment processing, electronic fund transfer Automated Clearing House (“ACH”) payment processing, support and maintenance, and purchase of payment terminals. The amendment includes a base contract increase in the amount of $4,000 and general contingency increase in the amount of $120,000, for a new agreement amount not to exceed $2,022,400. The not to exceed amount includes a general contingency of $362,400 over the maximum life of the agreement. The amendment adds a base term commencing May 2, 2023 and expiring December 31, 2025, with provision for two renewal options (a three-year and a one-year), subject to non- substantive changes approved by the City Manager and City Attorney (Agreement No. 2023077).

22. Agreement with HCI Systems, Inc. for Fire Alarm System Devices Upgrade, Testing,
Inspection, and Repair Services (General Fund)
Department(s): Police Department
Recommended Action:

1. Authorize the City Manager to execute an agreement with HCI Systems, Inc. for upgrades to the fire alarm system devices at the Police Administration and Jail Buildings and testing and inspection services for a three-year period from May 2, 2023 to June 30, 2026 in the amount of $837,792, plus a contingency of $40,000, for a total amount not to exceed $877,792, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023078).

2. Approve an amendment to the Fiscal Year 2022-2023 Capital Improvement Program to include the Fire Alarm System Devices Upgrade project.

23. Adopt a Resolution for Fiscal Year 2023 Homeland Security Grant Program Funding in the Amount of $5,113,750
Department(s): Police Department
Recommended Action: Adopt Resolution No. 2023-021 entitled A RESOLUTION

OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE CITY City Council 3 – 14 12/5/2023
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MANAGER AND THE CHIEF OF POLICE OR THEIR DESIGNEE(S) TO ENTER INTO AN AGREEMENT WITH THE STATE OF CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES FOR THE FY2023 URBAN AREA
SECURITY INITIATIVE FUNDING PROGRAM (authorizing the City Manager and/or the Chief of Police or their designee(s), to apply for the FY 2023 Urban Area Security Initiative grant and upon award, enter into an agreement with the State of California, California Governor’s Office of Emergency Services for the period September 1, 2023 through August 31, 2026, in the amount of $5,113,750, of which $835,000 is obligated to the Orange County Intelligence Assessment Center (Agreement No. 2023079)).

24. Resolution Accepting the Donation of Science, Technology, Engineering, and Mathematics (STEM) Focused Amenities at Madison Park and Angels Community Park from the University of California Irvine School of Education, and a Donation Agreement with the University of California Irvine School of Education for the Installation of these Amenities at Madison Park and Angels Community Park
Department(s): Parks, Recreation, and Community Services Recommended Action:

1. Adopt Resolution No. 2023-022 entitled A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF SANTA ANA ACCEPTING THE DONATION OF SCIENCE,

TECHNOLOGY, ENGINEERING, AND MATHEMATICS (STEM) FOCUSED

AMENITIES FROM THE UNIVERSITY OF CALIFORNIA, IRVINE SCHOOL OF

EDUCATION TO PROMOTE STEM LEARNING OPPORTUNITIES AT MADISON

PARK AND ANGELS COMMUNITY PARK

2. Authorize the City Manager to execute a donation agreement with The Regents of the University of California, Irvine School of Education for the installation of the STEM-focused amenities at Madison Park and Angels Community Park. The amenities are valued at approximately $249,000 and will come at no cost to the City. The agreement is valid from April 18, 2023, through December 31, 2023, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023080).

MINUTES: Councilmember Hernandez spoke in support of the item and regarding the new opportunities.

Mayor Pro Tem Lopez thanked all in partnership with the City regarding the project and spoke in support of the item.

Mayor Amezcua questioned the cost to the City.

City Manager Kristine Ridge clarified the City has no obligations to the project.

MOTION: Mayor Pro Tem Lopez moved to approve the recommended action for Item No. 24, seconded by Councilmember Penaloza.

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City Council 15 5/2/2023
The motion carried, 7-0, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
NONE
Status: 7 – 0 – Pass

25.Adopt Resolution for State of California Grant and Approve Appropriation Adjustment Recognizing $9,000,000 of State Grant Funds for the Modernization of the Santa Ana Civic Center
Department(s): Community Development Agency
Recommended Action:

1. Adopt Resolution No. 2023-023 entitled A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF SANTA ANA APPROVING APPLICATION FOR SPECIFIED GRANT FUNDS FROM BUDGET ACT 2022/23 (BUDGET ACT OF 2022, AB179, CHAPTER 249, CONTROL SECTION 19.56, ITEM
3790-101-0001(K) OTHER COMMUNITY SERVICES, (24) $9,000,000 TO THE

CITY OF SANTA ANA FOR THE MODERNIZATION OF THE SANTA ANA CIVIC CENTER (SACC)) (Grant Contract No. 25, Agreement No. 2023-081)

2. Approve an Appropriation Adjustment recognizing State of California Grant Funds in the amount of $9,000,000. (requires five affirmative votes)

26.Adopt Ordinance No. NS3039 – AN ORDINANCE OF THE CITY COUNCIL OF

THE CITY OF SANTA ANA AMENDING SANTA ANA MUNICIPAL CODE SECTION 86 RELATING TO LICENSE REQUIREMENTS OF CONTRACTORS AND SUBCONTRACTORS (includes determination that this Ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the State CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment, and it is not a “project,” as defined in Section 15378 of the CEQA Guidelines)
First reading at the April 18, 2023 City Council meeting, approved by a vote of 7-0.

Published in the Orange County Reporter on April 21, 2023.

Department(s): Planning and Building Agency
Recommended Action: Place ordinance for second reading and adopt. **END OF CONSENT CALENDAR**
City Council 3 – 16 12/5/2023
City Council 15 5/2/2023
AT 8:16 P.M. AGENDA ITEM NO. 30 WAS CONSIDERED OUT OF ORDER AND HEARD PRIOR TO PUBLIC HEARINGS.

30.Discuss Request to “Call Up” Planning Commission Item Conditional Use Permit No. 202309, Request to Upgrade the Existing Type 41 OnSale Alcoholic Beverage Control (ABC) License to a Type 47 OnSale Alcoholic Beverage Control (ABC) License to Allow the OnPremises Sale of Beer, Wine, and Distilled Spirits at an Existing Eating Establishment Located at 1208 East McFadden Avenue located within the Planned Shopping Center (C4) Zoning District (Mariscos Hector Sports Grill) and Consider Scheduling a Public Hearing – Councilmember Penaloza
MINUTES: Councilmember Penaloza requested an additional public hearing for the item.

Councilmember Bacerra expressed support for a public hearing.

Councilmember Hernandez expressed support for a public hearing.

MOTION: Councilmember Penaloza moved to schedule a public hearing for the Planning Commission Item Conditional Use Permit No. 202309, Request to Upgrade the Existing Type 41 OnSale Alcoholic Beverage Control (ABC) License to a Type 47 OnSale Alcoholic Beverage Control (ABC) License to Allow the OnPremises Sale of Beer, Wine, and Distilled Spirits at an Existing Eating Establishment Located at 1208 East McFadden Avenue located within the Planned Shopping Center (C4) Zoning District (Mariscos Hector Sports Grill), seconded by Councilmember Bacerra.

The motion carried, 7-0, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
NONE
Status: 7 – 0 - Pass

PUBLIC HEARINGS
PUBLIC COMMENTS – Members of the public may address the City Council on each of the Public Hearing items.

27.Public Hearing – Approve the Fiscal Year 202324 Annual Action Plan and Budgets for the Community Development Block Grant, HOME Investment Partnerships Grant, and Emergency Solutions Grant, and Authorize Submission to the U.S. Department of Housing and Urban Development City Council 3 – 17 12/5/2023
City Council 15 5/2/2023
Legal Notice published in the Orange County Register, La Opinion, and Nguoi Viet on March 20, 2023.

Department(s): Community Development Agency
Recommended Action:

1. Approve the Fiscal Year 2023-24 Annual Action Plan and authorize submission to the U.S. Department of Housing and Urban Development.

2. Approve the Fiscal Year 2023-24 budgets for the Community Development Block Grant program in the total amount of $4,808,057; HOME Investment Partnerships grant in the amount of $1,605,667 from Grant Year 2023 allocation and a re-allocation of $6,180,123 in prior year program funds; and Emergency Solutions Grant in the amount of $447,249 from Grant Year 2023 allocation. All proposed activities’ budgets will be proportionally increased or decreased from the estimated funding levels to match actual allocation amounts.

3. Direct the City Attorney to finalize and authorize the City Manager to execute memorandums of understandings with various city departments awarded funds as part of the approved Community Development Block Grant program budget for a term beginning July 1, 2023 through June 30, 2026, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023082).

4. Direct the City Attorney to finalize and authorize the City Manager to execute a memorandum of understanding with the Santa Ana Police Department and agreements with non-profit homeless service providers awarded funds as part of the approved Emergency Solutions Grant program budget for a term beginning July 1, 2023 through June 30, 2024, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023083).

5. Direct the City Attorney to finalize and authorize the City Manager to execute amendments to the current Community Development Block Grant subrecipient agreements for America on Track, The Delhi Center, and the Orange County Children’s Therapeutic Arts Center (Agreement No. 2023084).

MINUTES: Mayor Amezcua reported a recusal on a portion of the Public Hearing related to Neutral Ground and left the dais at 8:19 P.M..

MOTION: Councilmember Phan moved to bifurcate the Agenda Item to consider the Public Hearing via two separate actions, seconded by Councilmember Vazquez.

The motion carried, 6-0-1, by the following roll call vote:

City Council 3 – 18 12/5/2023
City Council 15 5/2/2023
AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ
NONE
MAYOR AMEZCUA (recusal)
NONE
Status: 6 – 0 – 1 – Pass
MINUTES: Mayor Pro Tem Lopez opened the public hearing at 8:21 P.M.

There being no speakers, Mayor Pro Tem Lopez closed the public hearing at 8:21 P.M.

Councilmember Hernandez spoke in support of the item and thanked City staff for their hard work and efforts.

Councilmember Bacerra thanked all for their hard work.

MOTION: Councilmember Phan moved to approve the allocation to Neutral Ground, seconded by Councilmember Vazquez.

The motion carried, 6-0-1, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ
NONE
MAYOR AMEZCUA (recusal)
NONE
Status: 6 – 0 – 1 – Pass
MINUTES: Mayor Amezcua returned to the dais at 8:26 P.M.

MOTION: Councilmember Hernandez moved to approve the remainder of the recommended action for Public Hearing Item No. 27, seconded by Councilmember Bacerra.

MINUTES: Discussion ensued regarding Community Development Block Grant allocation of funds, marketing available programs to residents, and County-wide organization programs.

City Clerk Jennifer Hall stated there was one (1) e-comment received for the item.

The motion carried, 7-0, by the following roll call vote:

City Council 3 – 19 12/5/2023
City Council 15 5/2/2023
AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
NONE
Status: 7 – 0 – Pass
MINUTES: At 8:35 P.M., the Work Study Session was considered.

28.Fiscal Year 202324 Budget Work Study Session
Department(s): Finance and Management Services
Recommended Action: Discuss and provide direction to staff.

MINUTES: Finance Director Kathryn Downs gave a presentation regarding the budget workshop.

The following speakers addressed Council in-person:

1. Carl Benninger spoke regarding the CERT program and requested funds for the program.

2. Dale Helvig requested funding for additional expansion of the Discovery Science Center
Councilmember Vazquez spoke regarding crime reduction and building character of the community.

Councilmember Hernandez thanked staff for the presentation, commented on community concerns, and spoke in support of additional park space, teen center, investing on crime reduction programs, addressing homelessness, local excursions, boxing, afterschool programs, and the proposed City event budget. He spoke regarding allocation of funding.

Councilmember Phan spoke regarding the need for additional park space, teen excursions, Discovery Cube, and the proposed City event budget. She requested the Boards and Commission budget be doubled and increased in range, and spoke in opposition to additional funds for animal control services. She expressed concern regarding the crossing guard expenditure.

WORK STUDY SESSION
City Council 3 – 20 12/5/2023
City Council 15 5/2/2023
Mayor Pro Tem Lopez spoke in support of the Waste Hauler donations, Discovery Science Center, teen excursion program, Fiestas Patrias at Downtown Santa Ana, and maintaining Juneteenth. She spoke regarding implementing a Measure X sunset plan and workforce development budget, requested a designated fund for traffic roundabouts, promotion of public transportation, additions of cameras in prominent intersections, fitness programs, funding for Santiago Park restrooms, shading area in play areas, and environmental commitments, and asked for clarifications on fees.

Finance Director Downs spoke regarding increased fees.

Councilmember Bacerra spoke in support of the budget, regarding funding of eight additional police officers to fill vacancies, and requested two Patrol Officers be allocated for the Downtown Area and two additional Patrol Officers be allocated to the South Bristol Corridor. He spoke regarding traffic signals, installation of cameras at Alton Bike Trail, maintaining a portion of Griset Park for a Dog Park, and generating fund revenue items.

Councilmember Penaloza spoke in support of the budget and spoke in opposition to crossing guard funds, future park expansion of park at Bristol and Warner, Winter Village, and Indigenous People’s Day, spoke in support of the community events and requested non-residents participating in 5K Run be charged a nominal fee. He spoke regarding selling alcohol at the Zoo, requested an update on splash pads, and asked for clarification regarding costs involved with animal control services.

City Manager Kristine Ridge spoke regarding costs with animal control services.

Councilmember Vazquez spoke regarding community event expenses and funds and crossing guards, and spoke in support of the budget.

Councilmember Hernandez spoke in support of the Cannabis Festival and spoke regarding expenses related to the festival and generating additional revenue.

Mayor Amezcua spoke regarding community participation in the City budget workshop, top two and two lowest budget priorities, fee increases, free rental of Parks, Discovery Science Center expansion, Fiesta Patrias, and expressed concern regarding the Cannabis Festival and crossing guards. She requested the City hire additional Code Enforcement Personnel and spoke regarding Measure X, prevention programs for crimes, quality of life, and fiscal responsibility.

City Manager Ridge spoke regarding the Cannabis Festival.

General consensus provided to generate additional revenue.

City Council 3 – 21 12/5/2023
City Council 15 5/2/2023

COUNCILMEMBER REQUESTED ITEMS

29.Discuss and Consider Directing the City Attorney and City Manager to Make a Public Report on the Homeless Federal Agreement and the City’s Plans to Address Enforcement and Impacts Related to the Upcoming Expiration of the Agreement as it Relates to Funding, CleanUps, and Shelter Services – Mayor Amezcua
MINUTES: Mayor Amezcua spoke regarding the Item, requested the item be postponed due to litigation, and requested an informational report be sent to the Council within 30-days.

Councilmember Penaloza expressed support for the item.

30.AGENDA ITEM NO. 30 WAS CONSIDERED OUT OF ORDER AND HEARD PRIOR TO PUBLIC HEARINGS.

MINUTES: At 10:34 P.M., Mayor Amezcua recessed the City Council meeting to address the Housing Authority agenda and reconvened at 10:36 p.m.

CITY MANAGER COMMENTS
MINUTES: City Manager Kristine Ridge announced the Public Works Department as award recipients and spoke regarding the Orange County Marathon.

COUNCIL COMMENTS
AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended.

1. April 26 – 28, 2023 Mayor Pro Tem Lopez – NALEO Policy Institute on Economic Mobility Conference in New York, NY
MINUTES: Councilmember Vazquez spoke regarding International Workers Day.

Councilmember Hernandez thanked residents for their participation.

Councilmember Phan thanked non-profit partners and volunteers for their assistance in Ward 1, spoke regarding April 30 as Black April Month, and wished everyone a Happy Mothers Day!
Councilmember Bacerra spoke regarding the Orange County Marathon and announced his office hours on Saturday, May 6, 2023 at 10:00 A.M. at George Upton Park.

Councilmember Penaloza commented on the Orange County Marathon costs and wished everyone a Happy Mothers Day!
City Council 3 – 22 12/5/2023
City Council 15 5/2/2023
Mayor Amezcua spoke regarding a community walk at Wilshire Square area, Victims Memorial, Fire Department ride along, and congratulated and thanked staff for all their help and hard work. She wished everyone a Happy Mothers Day! ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting.

MINUTES: Mayor Amezcua adjourned the City Council meeting at 10:45 P.M.

Respectfully submitted:
___________________________
Jennifer L. Hall, CMC
City Clerk
City Council 3 – 23 12/5/2023
City Council 1 5/11/2023
DRAFT Minutes of the Special Meeting
of the City Council
City of Santa Ana, California
May 11, 2023
SPECIAL OPEN MEETING – 4:00 P.M.

CITY COUNCIL CHAMBER
22 Civic Center Plaza Santa Ana, CA 92701

CITY COUNCIL SPECIAL OPEN SESSION

CALL TO ORDER
MINUTES: Mayor Amezcua called the Special City Council meeting to order at 4:16 P.M.

ROLL CALL
MINUTES: City Clerk Jennifer L. Hall conducted roll call.

City Council 3 – 24 12/5/2023
City Council 1 5/11/2023
Councilmembers Bacerra, Hernandez, Penaloza, Phan, and Vazquez, Mayor Pro Tem Lopez (arrived at 4:21 P.M.), and Mayor Amezcua were present.

PLEDGE OF ALLEGIANCE Lorena Vidaurre

ADDITIONS/DELETIONS
MINUTES: None.

PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and nonagenda items, except for public hearings. Comments for public hearings will take place after the hearing is opened.

MINUTES:

The following speakers addressed Council via teleconference:

1. Karen Malley requested a spay and neuter program and spoke regarding the impacts to the community.

2. Kevin Marlin, OC Animal Allies, spoke regarding the costs, resources and staffing for spay and neuter programs, and requested funding for the program.

3. Ladan Davia requested a spay neuter program in the City.

4. Romina Yamashiro requested a spay and neuter program and spoke regarding the impacts to the community.

5. Tim Johnson expressed concern regarding the sunset of Measure X.

6. John Ramirez requested funds for security/patrol at City Parks and additional PAAL centers and spoke regarding the OC Animal Shelter’s pandemic measures.

7. Erika Rasmussen requested a spay and neuter program in the City.

The following speakers addressed Council in-person:

8. Azucena Soria requested funds for a PAAL program at French Park.

9. Tina Davidson thanked the City Council for the security fence at Howe-Waffle House and requested funds for a painter.

10.Dale Helvig spoke regarding allocating funds to acquiring additional land and PAAL programs.

11.Jeff Katz spoke regarding the Santa Ana Triangle and requested allocation of City Council 3 – 25 12/5/2023
City Council 1 5/11/2023
funds for PAAL.

12.Mia Verdin requested funding for a youth center and additional libraries.

13.Carl Benninger requested funds for a CERT program and spoke regarding converting the Flood Control Channel in Ward 4 in to a park.

14.Lorena Vidaurre requested a traffic light signal in her neighborhood.

City Clerk Jennifer L. Hall reported out the summary of email comments received:

Eleven (11) comments regarding Agenda Item No. 1.

MINUTES: At 4:54 P.M. the Work Study Session was considered.

1. Fiscal Year 202324 Budget Workshop
Department(s): Finance and Management Services
Recommended Action: Provide direction to staff in preparation for the budget public hearing scheduled for June 6, 2023.

MINUTES: Finance Director Kathryn Downs gave a presentation regarding the proposed budget, background, and best practices.

Chief Assistant City Attorney Laura Rossini spoke regarding rules of decorum during City Council meetings.

Discussion ensued regarding additional and allocation of funds, grants, staffing, resources, and programs. City Council inquired regarding the 10-year outlook, fee increases, OC Street Car cost estimates, crossing guards, Police Department calls for services cost for the Santa Ana Unified School District, and Stadium reservation costs .

Finance Director Downs answered questions and provided clarification.

Discussion ensued regarding capital improvement projects, grant funds, housing, Lobbyist, Police staffing, pedestrian and traffic safety, partnerships and sponsorships, Winter Village, and restricted funds.

City Manager Kristine Ridge answered questions and provided clarification.

Public Works Director Nabil Saba spoke regarding capital improvement projects.

Discussion followed regarding the state of emergency order related to COVID, one-time spending, fee schedule, and capital improvement projects.

WORK STUDY SESSION
City Council 3 – 26 12/5/2023
City Council 1 5/11/2023
Finance Director Downs answered questions and provided clarification.

City Manager Ridge spoke regarding increased rates of materials and labor and funding. She spoke regarding the process of the proposed budget direction.

ADJOURNMENT – Adjourn the Special City Council meeting.

MINUTES: Mayor Amezcua adjourned the Special City Council meeting at 6:28 P.M.

Respectfully submitted:
___________________________
Jennifer L. Hall, CMC
City Clerk
City Council 3 – 27 12/5/2023
City Council 1 05/16/2023
RAFT Minutes of the Special Closed
Session and Regular Meeting of the City
Council
City of Santa Ana, California
May 16, 2023
SPECIAL CLOSED SESSION MEETING – 4:30 P.M.

REGULAR OPEN MEETING – 5:45 P.M.
(Immediately following the Closed Session Meeting)

CITY COUNCIL CHAMBER
22 Civic Center Plaza Santa Ana, CA 92701

SPECIAL CLOSED SESSION

CALL TO ORDER
MINUTES: Mayor Amezcua called the Special Closed Session Meeting to order at 4:46 P.M.

ROLL CALL
MINUTES: City Clerk Jennifer L. Hall conducted roll call.

Councilmembers Bacerra, Penaloza, Phan and Vazquez, and Mayor Amezcua were present. Councilmember Hernandez and Mayor Pro Tem Lopez joined the meeting during Closed Session.

PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items.

MINUTES: No public comments were received regarding Closed Session agenda items.

RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business.

MINUTES: Mayor Amezcua recessed to consider the Closed Session items at 4:41 P.M.

1. CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION pursuant to Paragraph (1) of subdivision (d) of Section 54956.9 of the Government Code:

A. City of Santa Ana v. United California Bank Realty Corporation, Orange County Superior Court Case No. 30202101184614

2. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a):

Agency Negotiators: Jason Motsick, Human Resources Executive Director Employee Organizations:

Santa Ana Police Officers Association (POA) Service Employees’ International Union (SEIU) Confidential Association of Santa Ana (CASA) Santa Ana Management Association (SAMA)
RECONVENE – City Council will reconvene to continue regular City business.

MINUTES: Mayor Amezcua reconvened the Special Closed Session meeting at 6:51 P.M.

CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session.

MINUTES: City Attorney Sonia Carvalho stated there was no reportable action.

City Council 3 – 29 12/5/2023
City Council 3 05/16/2023
ADJOURNMENT – Adjourn the Special Closed Session meeting.

MINUTES: Mayor Amezcua adjourned the Special Closed Session meeting at 6:52 P.M.

CITY COUNCIL REGULAR OPEN SESSION

CALL TO ORDER
MINUTES: Mayor Amezcua called the Regular City Council meeting to order at 6:52 P.M.

ROLL CALL
MINUTES: City Clerk Jennifer L. Hall conducted roll call.

Councilmembers Bacerra, Hernandez, Penaloza, Phan, and Vazquez, Mayor Pro Tem Lopez, and Mayor Amezcua were present.

PLEDGE OF ALLEGIANCE Community Development Director Mike Garcia WORDS OF INSPIRATION Pastor Danny De Leon Jr., Templo Calvario ADDITIONS\DELETIONS TO THE AGENDA
MINUTES: City Clerk Jennifer L. Hall stated there were no revisions to the agenda.

City Attorney Sonia Carvalho requested that Agenda Item No. 28 be pulled and continued due to new correspondence arising after the posting of the agenda.

Mayor Amezcua stated Agenda Item No. 28 would be rescheduled to a later date.

Councilmember Bacerra requested Agenda Item No. 28 be brought back to Council at the June 6, 2023 City Council meeting.

City Council 3 – 30 12/5/2023
City Council 4 05/16/2023
MOTION: Councilmember Bacerra moved to continue Agenda Item No. 28 to the June 6, 2023 City Council meeting, seconded by Councilmember Penaloza.

SUBSTITUTE MOTION: Mayor Amezcua moved to continue Agenda Item No. 28 to the June 20, 2023 City Council meeting, seconded by Councilmember Vazquez.

The substitute motion carried, 5-2, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PHAN,

COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ,

MAYOR AMEZCUA

COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA
NONE
NONE
Status: 5 – 2 – Pass; Agenda Item No. 28 Continued

CEREMONIAL PRESENTATIONS

1. Proclamation presented by Mayor Pro Tem Lopez and Councilmember Phan to Santa Ana’s Public Works Agency declaring May 2127, 2023, as National Public Works Week.

2. City Tile presented by Councilmember Bacerra to Mark McLoughlin for Outstanding Contributions to the Community.

3. Proclamation presented by Councilmember Penaloza declaring May 1420, 2023, as National Police Week.

4. Proclamation presented by Councilmember Vazquez to Santa Ana Active Streets declaring May 2023, as National Bike Month.

MINUTES:

Mayor Pro Tem Lopez and Councilmember Phan presented a Proclamation declaring May 21-27, 2023, as National Public Works Week to Santa Ana’s Public Works Agency. Mayor Pro Tem Lopez and Councilmember Phan spoke regarding the Public Works Agency.

Councilmember Bacerra presented a City Tile to Mark McLoughlin and thanked him for his years of service to the community.

Ceremonial Presentation No. 4 was considered prior to Ceremonial Presentation No.

3. Councilmember Vazquez presented a Proclamation declaring May 2023 as National Bike Month to Santa Ana Active Streets.

Councilmember Penaloza presented a Proclamation declaring May 14-20, 2023 as City Council 3 – 31 12/5/2023
City Council 5 05/16/2023
National Police Week to the Santa Ana Police Department.

STAFF PRESENTATIONS

5. Homelessness Update
MINUTES: City Manager Kristine Ridge stated the Homelessness Update presentation would be continued to a June City Council meeting.

MINUTES: City Clerk Jennifer L. Hall announced public comment time is limited to two minutes per speaker.

The following speakers addressed Council via teleconference:

1. Carl Benninger requested a CERT program be added to the budget, announced a COM Link meeting, and invited all to attend the June 22, 2023 Annual Awards Night.

2. Henny Abraham requested Council pass a Resolution condemning the Republic of Iran.

The following speakers addressed Council in-person:

3. Nico Armenta spoke regarding preserving the Tianguis Farmers Market.

4. Evelyn Armenta spoke regarding preserving the Tianguis Farmers Market.

5. Norma Morales spoke regarding preserving the Tianguis Farmers Market.

6. Melissa Ramirez spoke regarding preserving the Tianguis Farmers Market.

7. Eric Hernandez spoke regarding preserving the Tianguis Farmers Market.

8. Trisha Hernandez spoke regarding preserving the Tianguis Farmers Market.

9. Maria Martinez (Spanish translation) spoke regarding preserving the Tianguis Farmers Market.

10.Gesselle Villamil spoke regarding preserving the Tianguis Farmers Market.

11.Farhad Mafie requested Council pass a Resolution condemning the Republic City Council 3 – 32 12/5/2023
City Council 6 05/16/2023
of Iran.

12.Lupe Lopez spoke regarding indigenous women rising and expressed concern regarding commissioner allegations towards her.

13.Mona Sedaghat requested Council pass a Resolution condemning the Republic of Iran.

14.Fernando Delgado spoke regarding the recall of Mayor Pro Tem Lopez.

15.Tannaz requested Council pass a Resolution condemning the Republic of Iran.

16.Yousef Badiei spoke regarding condemning the Republic of Iran.

17.Mitra Mosallaie requested Council pass a Resolution condemning the Republic of Iran.

18.Elizabeth Hansburg spoke in opposition to Agenda Item No. 28.

19.Maryam Mosallaie requested Council pass a Resolution condemning the Republic of Iran.

20.Soheyla Torabi requested Council pass a Resolution condemning the Republic of Iran.

21.Alfredo Hernandez (Spanish translation) spoke regarding access to free dental care.

22.Nellie LeGaspe spoke regarding Indigenous Peoples Day.

23.Danny Vega thanked the Mayor for the Mayor’s Prayer Breakfast and spoke regarding the budget.

24.Ralph Salazar spoke regarding Native Americans.

25.Nanabah expressed concern regarding Commissioner Le Gaspe’s violation of the City’s code of ethics.

City Clerk Jennifer L. Hall reported out the summary of email comments received: One (1) comment regarding Agenda Item No. 9, One (1) comment regarding Agenda Item No. 27, Seven (7) comments regarding Agenda Item No. 28, One (1) comment regarding Item No. 32, and Twenty-three (23) non-agenda comments.

CONSENT CALENDAR AGENDA ITEM NO. 7 WAS CONSIDERED OUT OF ORDER

AND HEARD PRIOR TO THE CONSENT CALENDAR

7. Appoint Keith Carpenter Nominated by Councilmember Phan as the Ward 1 City Council 3 – 33 12/5/2023
City Council 7 05/16/2023
Representative to the Police Oversight Commission for a FullTerm Expiring on December 10, 2024
Department(s): City Clerk’s Office
Recommended Action: Appoint Keith Carpenter to the Police Oversight Commission as the Ward 1 representative and administer the Oath of Office.

MOTION: Councilmember Penaloza moved to approve the recommended action for Item No. 7, seconded by Councilmember Bacerra.

SUBSTITUTE MOTION: Councilmember Hernandez moved to continue Item No. 7 to the next City Council meeting.

The substitute motion died due to lack of a second.

The original motion carried, 7-0, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
NONE
Status: 7 – 0 - Pass
MINUTES: City Clerk Jennifer L. Hall administered the Oath of Office to Keith Carpenter.

RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 6 through 28 and waive reading of all resolutions and ordinances
MINUTES: At 8:31 P.M., Councilmember Bacerra pulled Agenda Item Nos. 9, 16, and 25 for separate discussion and consideration.

Councilmember Phan recused herself from Agenda Item No. 12 and 27 as the listed entities are clients of her employer, Rutan and Tucker.

MOTION: Councilmember Bacerra moved to approve staff recommendations on the following Consent Calendar Items: 6 through 28 with the exception of Agenda Item Nos. 7, 9, 16 and 25, seconded by Mayor Amezcua.

The motion carried, 7-0, by the following roll call vote:

CONSENT CALENDAR
City Council 3 – 34 12/5/2023
City Council 8 05/16/2023
AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
NONE
Status: 7 – 0 - Pass

6. Excused Absences
Department(s): City Clerk’s Office
Recommended Action: Excuse the absent members.

7. AGENDA ITEM NO. 7 WAS CONSIDERED OUT OF ORDER AND HEARD PRIOR TO THE CONSENT CALENDAR.

8. Minutes from the Special Closed Session and Regular Meetings of October 4, 2022 and October 18, 2022.

Department(s): City Clerk’s Office
Recommended Action: Approve minutes.

9. Receive and File the Rental Registry Fee Study
Department(s): Community Development Agency
Recommended Action: Receive and file the Rental Registry Fee Study identifying the appropriate Rental Registry Fee to recover all costs associated with the Rent Stabilization and Just Cause Eviction Ordinance.

MINUTES: Councilmember Bacerra spoke regarding the Rental Registry Fee study and spoke in opposition to the Item.

MOTION: Councilmember Bacerra moved to not approve Item No. 9, seconded by Councilmember Penaloza.

SUBSTITUTE MOTION: Councilmember Hernandez moved to approve the recommended action for Item No. 9, as presented, seconded by Mayor Pro Tem Lopez.

MINUTES: Mayor Amezcua spoke regarding the process time and comparisons for business licenses and the rental registry.

Housing Division Manager Judson Brown spoke regarding the process time and automation for the rental registry.

Mayor Pro Tem Lopez spoke in support of the item.

City Council 3 – 35 12/5/2023
City Council 9 05/16/2023
Councilmember Penaloza spoke regarding renter and landlord costs and spoke in opposition to the item.

Discussion ensued regarding costs and fees, capital improvement petitions analysis, and compliance.

Mayor Amezcua spoke in opposition to the item.

The substitute motion carried, 4-3, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PHAN,

COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ

COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA,

MAYOR AMEZCUA
NONE
NONE
Status: 4 – 3 - Pass

10.Periodic Quarterly Report of Investments as of March 31, 2023 Department(s): Finance and Management Services
Recommended Action: Receive and file.

11.Fiscal Year 20222023: Third Quarter Budget Update and Appropriation Requests Department(s): Finance and Management Services
Recommended Action:

1. Receive and file the fiscal year 20222023: Third Quarter Budget Update.

2. Approve the recommended appropriation adjustments with a net General Fund impact of $1,784,000 ($1,500,000 for Business Interruption Grant, $3,900,000 for Main Library Transformation and Newhope Library Tenant Improvement, and reduction of $3,616,000 transfer from General Fund to the Cannabis Public Benefit Fund) (requires five affirmative votes).

12. Receive and File the Certification of Approval by City Engineer of the Final Tract Map 20221, County Tract Map No. 19142 (830 South Harbor Blvd.) (Applicant: City Ventures and MAS Investments LP)
Department(s): Public Works Agency
Recommended Action: Receive and file the certification of approval by City Engineer of the Final Tract Map 20221.

MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 12 as part of the Consent Calendar, seconded by Mayor Amezcua.

City Council 3 – 36 12/5/2023
City Council 10 05/16/2023
The motion carried, 6-0-1, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ,

MAYOR AMEZCUA
NONE
COUNCILMEMBER PHAN (recusal)
NONE
Status: 6 – 0 – 1 - Pass

13. Award a Purchase Order to Galls, LLC for Body Armor Protective Vests for the Santa Ana Police Department in the Amount of $135,474 (Specification No. 23086) (Non General Fund)
Department(s): Police Department
Recommended Action: Authorize a onetime award and payment to Galls, LLC for the procurement of 35 body armor protective vests in the amount of $135,474, subject to nonsubstantive changes approved by the City Manager and City Attorney.

14. Award a Blanket Order Contract to BorderLAN, Inc. for Computer Endpoint Protection Software, in an amount not to exceed $200,000 (Specification No. 22060) (Non General Fund)
Department(s): Information Technology
Recommended Action: Award Blanket Order Contract to BorderLAN, Inc. for Endpoint Protection Software Subscription Services for a threeyear period expiring May 31, 2026, in an amount not to exceed $200,000, subject to nonsubstantive changes approved by the City Manager and City Attorney.

15. Approve and Amend an Agreement with Infor (US) LLC For Lawson Financial System Maintenance, Services, and Software Licenses in an Amount not to Exceed $1,216,709.87 (NonGeneral Fund)
Department(s): Information Technology
Recommended Action: Authorize the City Manager to amend an agreement with Infor (US) LLC for Lawson financial system maintenance, services, and software licenses in an amount not to exceed $1,216,709.87 over a twoyear period beginning June 1, 2023 through June 30, 2025, with a oneyear optional renewal, subject to non substantive changes approved by the City Manager and City Attorney (Agreement No. 2023085).

16. Approve a First Amendment to Agreements with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc. for OnCall Affordable Housing Financial, Analytical, and Advisory Services on an As–Needed Basis in a Shared Amount not to exceed $500,000 (related to Housing Authority Agenda Item No. 2) City Council 3 – 37 12/5/2023
City Council 11 05/16/2023
Department(s): Community Development Agency
Recommended Action: Authorize the City Manager to execute a First Amendment to three joint oncall consultant agreements for affordable housing financial, analytical, and advisory services with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc. to add an additional $250,000 and to extend the term for two years until November 1, 2026, for a total shared amount not to exceed $500,000, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement Nos. 2023-086).

MINUTES: Councilmember Bacerra expressed concern regarding Keyser Marston Associates, Inc.

MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 16, except consultant agreement with Keyser Marston Associates, Inc., seconded by Mayor Amezcua.

The motion carried, 5-2, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, MAYOR AMEZCUA

COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ
NONE
NONE
Status: 5 - 2 - Pass
MINUTES: Councilmember Hernandez noted for the record a “Yes” vote for Item No.

16. See page 20 for subsequent reconsideration of Item No. 16.

17. Amend Agreement with Mekong Printing dba MK Printing, Inc. to Increase the Agreement by $60,000 for a New Total Agreement Amount not to Exceed $675,000 and to Extend the Term to June 30, 2024 (General Fund)
Department(s): Finance and Management Services
Recommended Action: Authorize the City Manager to execute a second amendment to the agreement with Mekong Printing dba MK Printing Inc. to provide citywide offset printing services, increasing the agreement amount by $60,000 ($30,000 annually for the remaining term) for a new total agreement amount of $675,000 and extending the term from June 3, 2024 to June 30, 2024, subject to non substantive changes approved by the City Manager and City Attorney (Agreement No. 2023087).

18. Approve an Amendment to the FY 202223 Capital Improvement Program for $483,584 and Award a Construction Contract to California Professional Engineering, Inc. in the Amount of $358,210 for the Riverview Neighborhood Street City Council 3 – 38 12/5/2023
City Council 12 05/16/2023
Lighting Project, with an Estimated Project Delivery Cost of $483,584 (Project No. 236030) (General Fund)
Department(s): Public Works Agency
Recommended Action:

1. Approve an amendment to the FY 202223 Capital Improvement Program to include $483,584 in construction funds for the Riverview Neighborhood Street Lighting Project (Project No. 236030).

2. Award a construction contract to California Professional Engineering, Inc, the lowest responsible bidder in accordance with the base bid in the amount of $358,210, for the construction of the Riverview Neighborhood Street Lighting Project for a term beginning May 16, 2023 and ending upon project completion, and authorize the City Manager to execute the contract subject to nonsubstantive changes approved by the City Manager and the City Attorney.

3. Approve the Project Cost Analysis for a total estimated construction delivery cost of $483,584, which includes $258,210 for the construction contract, $53,732 for contract administration, inspection and testing, and a $71,642 contingency for unanticipated or unforeseen work.

4. Determine these actions are exempt from further review pursuant to the California Environmental Quality Act as Categorical Exemption Environmental Review No. ER2023181475 was filed for the project.

19. Approve an Appropriation Adjustment and Award a Construction Contract to Onyx Paving Company, Inc. in the Amount of $2,954,000 for the Local Street Preventative Maintenance FY 2223 Project with an Estimated Project Delivery Cost of $3,840,200 (Project No. 236907) (NonGeneral & General Fund) Department(s): Public Works Agency
Recommended Action:

1. Approve an appropriation adjustment recognizing prior year fund balance of $248,391 in the Public WorksStorm Drain Construction Area III, Prior Year Carry Forward revenue account, and appropriating the same amount into the Public WorksStorm Drain Construction, Improvements Other Than Buildings expenditure account (requires five affirmative votes).

2. Authorize the reallocation of unspent Drainage Area Fee funds from various projects:
$38,609 from D03 Channel Repair at Alton Avenue, $248,391 from Local Drainage Area III, $171,343 from Local Street Preventative Maintenance FY 1920, $98,516 from Local Street Preventative Maintenance FY 2021, and $505,341 from Local Street Preventative Maintenance FY 2122 for a total of $1,062,200 to the Local Street Preventative Maintenance FY 2223 Project, completing the project’s funding requirement.

3. Award a construction contract to Onyx Paving Company, Inc., the lowest responsible City Council 3 – 39 12/5/2023
City Council 13 05/16/2023
bidder, in accordance with the base bid and add alternate in the amount of $2,954,000 for construction of the Local Street Preventative Maintenance FY 2223 Project, for a term beginning May 16, 2023, and ending upon project completion, and authorize the City Manager to execute the contract subject to nonsubstantive changes approved by the City Manager and the City Attorney.

4. Approve the Project Cost Analysis for a total estimated construction delivery cost of $3,840,200, which includes $2,954,000 for the construction contract; $443,100 for contract administration, inspection, and testing; and a $443,100 project contingency for unanticipated or unforeseen work.

5. Determine these actions are exempt from further review pursuant to the California Environmental Quality Act as Categorical Exemption Environmental Review No. ER202303 was filed for project 236907.

20. Approve Agreements with KimleyHorn, Tetra Tech, HuittZollars, Inc., RICK Engineering Company, Mark Thomas & Company, Inc., Psomas, Ardurra Group, Inc., CWE, Willdan Engineering, X Engineering & Consulting, Inc., Kleinfelder, Inc., IDS Group, Inc., TAIT & Associates, Inc., Alta Planning + Design, Inc., and KPFF Consulting Engineers for OnCall Engineering Services in an Aggregate Amount Not to Exceed $5,000,000, for up to a FiveYear Term (NonGeneral Fund) Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute agreements with KimleyHorn, Tetra Tech, HuittZollars, Inc., RICK Engineering Company, Mark Thomas & Company, Inc., Psomas, Ardurra Group, Inc., CWE, Willdan Engineering, X Engineering & Consulting, Inc., Kleinfelder, Inc., IDS Group, Inc., TAIT & Associates, Inc., Alta Planning + Design, Inc., and KPFF Consulting Engineers to provide oncall engineering services for a shared aggregate amount not to exceed $5,000,000, for a threeyear term beginning May 16, 2023 and expiring on May 16, 2026, with the provision for one, twoyear extension, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement Nos. 2023088).

21. Approve Agreements with David Evans and Associates, Inc., David Volz Design, KimleyHorn and Associates, Inc., MIG, Inc., NUVIS, PlaceWorks, RJM Design Group, Inc., RRM Design Group, Studio One Eleven, and Verde Design, Inc. for OnCall Landscape Architectural Services in an Aggregate Amount Not to Exceed $5,000,000 for up to a FiveYear Term (General Fund and NonGeneral Fund) Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute agreements with David Evans and Associates, Inc., David Volz Design, KimleyHorn and Associates, Inc., MIG, Inc., NUVIS, PlaceWorks, RJM Design Group, Inc., RRM Design Group, Studio One Eleven, and Verde Design, Inc. to provide oncall landscape architectural services, for a shared aggregate amount not to exceed $5,000,000, for a threeyear term beginning May 16, 2023 and expiring May 15, 2026, with provisions for two, one year extensions, subject to nonsubstantive changes approved by the City Manager and City Attorney City Council 3 – 40 12/5/2023
City Council 14 05/16/2023
(Agreement Nos. 2023089).

22. Approve License Agreement with Greyhound Lines, Inc.

Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute a site license agreement with Greyhound Lines, Inc. for the rental of one bus bay, for a oneyear period beginning June 1, 2023 and expiring May 31, 2024, with four, oneyear optional renewals, at a monthly rate of $4,500, for a total amount of $54,000, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2023090).

23. Approve an Amendment to the Agreement with EcoNomics, Inc. to Modify the Scope of Work for Solid Waste Consultant Services, Increase the Agreement Capacity in an Amount Not to Exceed $634,345, and Exercise the OneYear Extension (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute the fourth amendment to the agreement with EcoNomics Inc. to expand the solid waste consulting services scope of work, increase the total compensation by $574,345, with a contingency of $60,000, for a total additional amount not to exceed $634,345, and exercise the oneyear extension expiring June 30, 2024, with option to extend the term for one additional year, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2023091).

24. Approve an Amendment to the Agreement with HF&H Consultants, LLC to Expand the Solid Waste Consultant Services Scope of Work, Increase the Agreement Amount by $234,000, and Exercise the OneYear Term Extension (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute the fourth amendment to the agreement with HF&H Consultants, LLC to expand the solid waste consulting services scope of work, increase the total compensation by $195,000, plus a contingency of $39,000, for a total additional amount not to exceed $234,000, and exercise the oneyear term extension expiring June 30, 2024, with an option to extend the term for one additional year, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2023092).

25. Approve an Appropriation Adjustment and Approve an Agreement with Butier Engineering, Inc. for a Total Amount Not to Exceed $500,000 for Construction Engineering Services for San Lorenzo Sewage Lift Station (NonGeneral Fund) Department(s): Public Works Agency
City Council 3 – 41 12/5/2023
City Council 15 05/16/2023
Recommended Action:

1. Approve an appropriation adjustment recognizing prior year fund balance of $500,000 in the Sewer Connection Fee Fund, Sewer Connection Projects, Prior Year Carry Forward revenue account, and appropriating the same amount into the Sewer Connection Projects, Improvements Other Than Building expenditure account. (requires five affirmative votes)

2. Authorize the City Manager to execute an agreement with Butier Engineering, Inc. for construction engineering services, for a total agreement amount of $500,000 subject to nonsubstantive changes approved by the City Manager and the City Attorney (Agreement No. 2023093).

3. Approve an amendment to the Fiscal Year 202223 Capital Improvement Program for $500,000 in construction funds for the San Lorenzo Sewer Lift Station Project (063510).

MINUTES: Councilmember Bacerra inquired when the project would be completed and if additional appropriation of monies would be necessary.

Public Works Director Nabil Saba stated additional appropriations would not be necessary, spoke regarding the status of the project, and stated the entire project should be complete by the end of July 2024.

MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 25, seconded by Councilmember Penaloza.

The motion carried, 7-0, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
NONE
Status: 7-0 - Pass
MINUTES: Councilmember Hernandez noted for the record a “Yes” vote for Item No.

25. 26. Approve Appropriation Adjustment Accepting Drinking Water State Revolving Fund Loan Funds for the Automated Metering Infrastructure Project in the Amount of $10,117,365 (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Approve an appropriation adjustment accepting California State Water Resources Control Board’s Drinking Water State Revolving Fund loan funds in the City Council 3 – 42 12/5/2023
City Council 16 05/16/2023
amount of $10,117,365 into the Acquisition & Construction, Water Utility Water Division Capital Expense, Financing Proceeds/Reserve Appropriation revenue accounts and appropriate the same amount to the Acquisition & Construction, Water Utility Capital Projects, Water Capital Project/Reserve Appropriation expenditure accounts for current and future year expenditures. (requires five affirmative votes)

27. Adopt a Resolution Approving the Water Supply Assessment for the Cabrillo Town Center Project Located at 1901 East Fourth Street
Department(s): Public Works Agency
Recommended Action: Adopt a resolution approving the Water Supply Assessment for the Cabrillo Town Center project located at 1901 East Fourth Street.

RESOLUTION NO. 2023024 entitled A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF SANTA ANA APPROVING THE WATER SUPPLY ASSESSMENT FOR THE

PROPOSED CABRILLO TOWN CENTER PROJECT
MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 27 as part of the Consent Calendar, seconded by Mayor Amezcua.

The motion carried, 6-0-1, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ,

MAYOR AMEZCUA
NONE
COUNCILMEMBER PHAN(recusal)
NONE
Status: 6 – 0 – 1 - Pass

28. Resolutions of the City of Santa Ana City Council Exempting all Eligible Properties in the City of Santa Ana from the Requirements of Assembly Bill 2011 and Senate Bill 6 Pursuant to California Government Code Sections 65912.114, 65912.124, and 65852.24
Department(s): Planning and Building Agency
Recommended Action:

1. Adopt a resolution exempting all eligible properties in the City of Santa Ana from the requirements of Assembly Bill 2011 and Senate Bill 6 pursuant to California Government Code sections 65912.114 and 65912.124.

RESOLUTION NO. 2023XXX entitled A RESOLUTION OF THE CITY OF SANTA ANA

EXERCISING ITS RETENTION OF LOCAL LAND USE CONTROL PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTIONS 65912.114(i) and 65912.124(i)

AND EXEMPTING CERTAIN PARCELS FROM CALIFORNIA GOVERNMENT CODE SECTIONS 65912.114 AND 65912.124 BASED UPON WRITTEN FINDINGS City Council 3 – 43 12/5/2023
City Council 17 05/16/2023
(includes determination that this Resolution is not subject to the California Environmental Quality Act (CEQA) pursuant to sections 15061(b)(3) and 15061(b)(5) of the CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment).

2. Adopt a resolution exempting all eligible properties in the City of Santa Ana from the requirements of Assembly Bill 2011 and Senate Bill 6 pursuant to California Government Code Section 65852.24.

RESOLUTION NO. 2023XXX entitled A RESOLUTION OF THE CITY OF SANTA ANA

EXERCISING ITS RETENTION OF LOCAL LAND USE CONTROL PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 65852.24(e) AND EXEMPTING

CERTAIN PARCELS FROM CALIFORNIA GOVERNMENT CODE SECTION 65852.24 BASED UPON WRITTEN FINDINGS (includes determination that this Resolution is not subject to the California Environmental Quality Act (CEQA) pursuant to sections 15061(b)(3) and 15061(b)(5) of the CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment).

MINUTES: Item No. 28 continued to the June 20, 2023 City Council meeting. **END OF CONSENT CALENDAR**
MINUTES: At 9:18 P.M., the Business Calendar was considered.

29.Approve Agreement with All City Management Services, Inc. for the School Crossing Guard Program in an Amount not to Exceed $7,706,655 for up to a FiveYear Term (General Fund)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute an agreement with All City Management Services, Inc. to provide a School Crossing Guard Program, in the total amount not to exceed $7,706,655 for a threeyear term beginning July 1, 2023 and expiring June 30, 2026, with an option for up to two, oneyear extensions, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2023093).

MINUTES: Public Works Director Nabil Saba gave a presentation regarding the Crossing Guard Program.

Mayor Amezcua spoke regarding the importance of crossing guards and Santa Ana

BUSINESS CALENDAR
City Council 3 – 44 12/5/2023
City Council 18 05/16/2023
Unified School District’s priorities and spoke in opposition to the Item.

Councilmember Penaloza spoke in opposition to the item and stated crossing guard expenses should be shared with the Santa Ana Unified School District.

MOTION: Mayor Amezcua moved to not approve Item No. 29, seconded by Councilmember Penaloza.

MINUTES: Councilmember Bacerra spoke in opposition of the Item.

Councilmember Hernandez spoke regarding the duties of the City Council and spoke in support of the item.

SUBSTITUTE MOTION: Councilmember Hernandez moved to approve the recommended action for Item No. 29, as presented, seconded by Councilmember Vazquez.

MINUTES: Mayor Pro Tem Lopez and Councilmember Vazquez spoke in support to the item.

Councilmember Phan inquired regarding partnerships with the Santa Ana Unified School District and joint-use agreements.

City Manager Kristine Ridge answered questions and provided clarification.

SECOND SUBSTITUTE MOTION: Councilmember Phan moved to continue Item No. 29 to the June 20, 2023 City Council meeting and have staff return with options for offsetting costs, seconded by Councilmember Penaloza.

MINUTES: Discussion followed regarding fiscal responsibility, partnerships, and safety.

The second substitute motion carried, 5-2, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA

COUNCILMEMBER HERNANDEZ, COUNCILMEMBER VAZQUEZ
NONE
NONE
Status: 5 – 2 – Pass; Item No. 29 continued to June 20, 2023

30. Ordinance Amendment No. 202301 Amending Article II.II of Chapter 2 (Sunshine Ordinance) of the Santa Ana Municipal Code Related to Noticing, Meeting Format, and Transparency Measures for Community Meetings for Certain Development Projects
Department(s): Planning and Building Agency
City Council 3 – 45 12/5/2023
City Council 19 05/16/2023
Recommended Action: Conduct a first reading and adopt Ordinance Amendment No. 202301 amending Section 2153 in Article II.II of Chapter 2 of the Santa Ana Municipal Code.

ORDINANCE NO. NS3040 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA, CALIFORNIA, AMENDING ARTICLES II.II OF CHAPTER 2 OF THE SANTA ANA MUNICIPAL CODE (includes determination that this ordinance is exempt from review under the California Environmental Quality Act (CEQA) pursuant to section 15061(b)(3) and 15061(b)(5) of the CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment).

MINUTES: Planning and Building Director Minh Thai gave a presentation regarding the Sunshine Ordinance Amendment.

Councilmember Bacerra inquired regarding section 2-153(c)(3) development project website and requested three revisions to the ordinance amendments - section 2- 153(c)(3) to reflect city’s project web page instead of development project website, add to the end of the last sentence of section 2-153(b) ‘and the information per subsection f is provided to the City’, and remove the words ‘at minimum’ from the sentence in section 2-153(g)(1).

Planning and Building Director Minh Thai clarified the development project website is the city website.

Councilmember Phan inquired regarding the applicability of the 2000 ft. radius and the 25 units and spoke regarding translation of materials.

Mayor Pro Tem Lopez inquired regarding required number of forums.

Director Thai answered questions and provided clarification.

MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 30 as amended, seconded by Councilmember Phan.

The motion carried, 6-0-0-1, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE

COUNCILMEMBER HERNANDEZ
Status: 6 – 0 – 0- 1 - Pass
City Council 3 – 46 12/5/2023
City Council 20 05/16/2023
MINUTES: Councilmember Phan requested Consent Calendar Agenda Item No. 16 be reconsidered to approve the agreement but not allow Keyser Marston Associates, Inc. to provide analysis to policies.

MOTION: Councilmember Phan moved to reconsider Consent Calendar Item No. 16, seconded by Mayor Pro Tem Lopez.

The motion carried, 6-1, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PHAN, COUNCILMEMBER

VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA

COUNCILMEMBER PENALOZA
NONE
NONE
Status: 6 – 1 - Pass
CONSENT CALENDAR AGENDA ITEM NO. 16 WAS RECONSIDERED AND MOVED

OUT OF ORDER

16.Approve a First Amendment to Agreements with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc. for OnCall Affordable Housing Financial, Analytical, and Advisory Services on an As–Needed Basis in a Shared Amount not to exceed $500,000 (related to Housing Authority Agenda Item No. 2) Department(s): Community Development Agency
Recommended Action: Authorize the City Manager to execute a First Amendment to three joint oncall consultant agreements for affordable housing financial, analytical, and advisory services with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc. to add an additional $250,000 and to extend the term for two years until November 1, 2026, for a total shared amount not to exceed $500,000, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2023086).

MINUTES: Councilmember Phan spoke in support of Keyser Marston Agreement but to not allow Keyser Marston Associates, Inc. to provide analysis to policies.

MOTION: Councilmember Phan moved to approve the recommended action for Item No. 16, amending the scope of services for consultant agreement with Keyser Marston Associates, Inc., seconded by Mayor Pro Tem Lopez.

The motion carried, 7-0, by the following roll call vote:

City Council 3 – 47 12/5/2023
City Council 21 05/16/2023
AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA
NONE
NONE
Status: 7-0 - Pass

31.Ordinance Amending City Manager’s Contracting Authority for Public Works and Non Public Works Contracts Under Chapter 2, Article VII and Article VII.II and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code
Department(s): Public Works Agency
Recommended Action: Approve the first reading of an ordinance amending Articles VII and VII.II of Chapter 2 regarding the City Manager’s contracting authority and City purchasing rules and regulations, and Article VIII of Chapter 33 regarding Public Works construction rules and regulations of the Santa Ana Municipal Code as follows: Amend Section 2748 of Chapter 2, Article VII concerning the City Manager’s Contracting Authority: (1) Public Works contracts to increase from $250,000 to $750,000; (2) emergency public works construction contracts to increase from $100,000 to $750,000; and (3) NonPublic Works and Public Works contract change orders authority increase from 10 percent or $25,000, whichever is greater, to 20 percent. Amend Section 2803 to 2807 of Chapter 2, Articles VII.II concerning Purchasing Rules and Regulations: (1) Clarifying language administrative in nature; (2) Extending local vendor preference to increase from procurement between $5,000 and $100,000 to procurement between $15,000 and $100,000; (3) For administrative contracts to increase from $5,000 to $15,000; (4) For informal contracts to increase from $5,000 and $25,000 to $15,000 and $50,000; (5) For formal contracts to increase from $25,000 to $50,000; (6) For nobid purchases to increase from $25,000 to $50,000; and (7) Add language to coincide with current practices for awarding service contracts. Amend Section 33203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) Housekeeping language administrative in nature.

ORDINANCE NO. NS3041 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING ARTICLES VII AND VII.II OF CHAPTER 2 OF THE SANTA ANA MUNICIPAL CODE REGARDING CITY MANAGER’S CONTRACTING

AUTHORITY AND CITY PURCHASING RULES AND REGULATIONS, AND ARTICLE VII OF CHAPTER 33 OF THE SANTA ANA MUNICIPAL CODE REGARDING PUBLIC WORKS CONSTRUCTION RULES AND REGULATIONS (includes determination that this ordinance is not subject to the California Environmental Quality Act (CEQA) as it is exempt from CEQA review pursuant to sections 15061(b)(3) and 15061(b)(5) of the CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment).

City Council 3 – 48 12/5/2023
City Council 22 05/16/2023
MINUTES: Public Works Director Nabil Saba gave a presentation regarding the Ordinance Amending Contract Authority.

Discussion ensued regarding accessibility of all City contracts, threshold for City Manager contract authority, and transparency.

MOTION: Councilmember Phan moved to approve the recommended action for Item No. 31, as presented, seconded by Councilmember Hernandez.

SUBSTITUTE MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 31, as amended to decrease Public Works contracts to $500,000 and add section 2-748(c) to require all contracts signed by the City Manager be posted on the City website with searching capabilities, seconded by Mayor Amezcua.

The substitute motion carried, 4-3, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, MAYOR AMEZCUA

COUNCILMEMBER HERNADEZ, COUNCILMEMBER VAZQUEZ

MAYOR PRO TEM LOPEZ
NONE
NONE
Status: 4 – 3 - Pass

32. Ordinance Amending Article XI of Chapter 33 of the Santa Ana Municipal Code (Streets Sidewalks and Public Works) Related to Ceremonial Street Naming (continued from City Council meeting of March 7, 2023, Item No. 17) Department(s): Public Works Agency
Recommended Action: Approve first reading of an ordinance amending Article XI of Chapter 33 of the Municipal Code relating to ceremonial street naming.

ORDINANCE NO. NS3042 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING ARTICLE XI OF CHAPTER 33 OF THE SANTA

ANA MUNICIPAL CODE (STREETS, SIDEWALKS AND PUBLIC WORKS) RELATING TO CEREMONIAL STREET NAMING (includes determination that this ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the State CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change to the environment, as there is no possibility it will have a significant effect on the environment and it is not a “project,” as defined in Section 15378 of the CEQA Guidelines).

MINUTES: Public Works Director Nabil Saba gave a presentation regarding Ceremonial Street Naming.

Councilmember Hernandez spoke in support of the item.

City Council 3 – 49 12/5/2023
City Council 23 05/16/2023
MOTION: Councilmember Hernandez moved to approve the recommended action for Item No. 32, as presented, seconded by Councilmember Bacerra.

The motion carried, 6-0-0-1, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCILMEMBER BACERRA, COUNCILMEMBER

HERNANDEZ, COUNCILMEMBER PENALOZA,

COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,

MAYOR PRO TEM LOPEZ
NONE
NONE

MAYOR AMEZCUA
Status: 6 – 0 – 0 - 1 - Pass
**END OF BUSINESS CALENDAR**

COUNCILMEMBER REQUESTED ITEMS

33.Discuss and Consider Directing the City Manager to Develop and Implement an Employee Anniversary Pin and Recognition Policy – Mayor Amezcua and Councilmember Phan
MINUTES: Councilmember Phan spoke regarding developing and implementing an Employee Anniversary Pin and Recognition Policy.

Councilmembers Hernandez, Bacerra, Penaloza, and Vazquez spoke in support of the item.

RECESS
MINUTES Mayor Amezcua recessed the City Council meeting to address the Housing Authority agenda at 10:46 P.M.

RECONVENE
MINUTES Mayor Amezcua reconvened the City Council meeting at 10:48 P.M.

CITY MANAGER COMMENTS
MINUTES: City Manager Kristine Ridge announced the Public Works Family Festival Event on Saturday, May 20, 2023 at 11:00 A.M. – 3:00 P.M. at the Walnut Water Station.

City Council 3 – 50 12/5/2023
City Council 24 05/16/2023
MINUTES: Councilmember Hernandez thanked all those who participated in the meeting.

Councilmember Vazquez congratulated all graduates for 2023 and spoke regarding Little Saigon toppers.

Councilmember Phan wished everyone a Happy Mothers Day and congratulated her sister-in-law and all 2023 graduates.

Councilmember Bacerra announced his monthly community office hours on June 10, 2023 at 10:00 A.M. at George Upton Park, spoke regarding attendance at the California Peace Officer’s Memorial Ceremony, and wished everyone a Happy Memorial Day.

Mayor Amezcua congratulated all 2023 graduates.

Mayor Pro Tem Lopez announced a Bike Rally by OCTA on Thursday, May 18, 2023 at the Metrolink Station in Orange and invited all to attend, wished everyone a Happy Memorial Day Weekend, and announced an opening on ETAC.

Mayor Amezcua thanked all sponsors for the Prayer Breakfast and the Chamber of Commerce, spoke regarding trash complaints and requested complaints be addressed, provided an update on hiring of Police Officers, announced her attendance at Ceremony for a Collaborative Hub – Girls Inc. Families First, Big Brothers and Big Sisters and Orange County Human Relations, and spoke regarding safety and addressing areas of concern.

ADJOURNMENT – Adjourn the City Council meeting and convene to the Special Housing Authority meeting.

MINUTES: Mayor Amezcua adjourned the City Council meeting at 11:01 P.M.

Respectfully submitted:
___________________________
Jennifer L. Hall, CMC
City Clerk
City Council 3 – 51 12/5/2023
Public Works Agency
www.santa-ana.org/public-works
Item # 4
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 5, 2023
TOPIC: Sanitation Services Users Charge (Sanitation Fee) Adjustment in Compliance with Proposition 218 Requirements

AGENDA TITLE
Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (Non-General Fund)

RECOMMENDED ACTION
Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following:
a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000;
b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and
c. Prepare all other documents to proceed with proposed sanitation fee adjustment.

GOVERNMENT CODE §84308 APPLIES: No

DISCUSSION
On August 1, 2023, the City Council authorized and awarded a contract to Stearns, Conrad & Schmidt Consulting Engineers, Inc. (SCS) to conduct a comprehensive Cost of Service Study for the sanitation enterprise (Exhibit 1). The study examined City assets, capital needs, and financial conditions related to sanitation services, addressing the requirements of Proposition 218.

Background
The Sanitation Fee, established on June 17, 1991, by Ordinance (NS-2129), has remained fixed and without an increase since 1996. It was reduced in 2017 and 2019 when certain expenses were transferred to the General Fund. The current monthly rate is $5.35 per dwelling unit.

The Sanitation Fee, constituting 1% of the total City budget, funds essential services, including:

City Council 4 – 1 12/5/2023
Sanitation Users Charge Adjustment
December 5, 2023

Page 2 ends

• Illegal Dumping/Rubbish Removal: Removal of illegally dumped waste and rubbish, ensuring that our community remains free of unsightly and hazardous debris.
• Roadway Cleaning (streets, sidewalks, and alleys): Regular cleaning and maintenance of our city's streets, sidewalks, and alleys, contributing to overall cleanliness and safety.
• Street Sweeping: Street sweeping services, which help prevent the accumulation of debris and pollutants on our roadways, contributing to improved air and water quality.
• Sanitation and Right-of-Way Inspection and Enforcement: Inspection and enforcement activities related to sanitation and right-of-way regulations, ensuring that all properties adhere to municipal codes for the benefit of public health and safety.
• Weed Abatement: Weed abatement efforts, reducing fire hazards and maintaining the aesthetic quality of our city.

The study examined the existing service level and program sustainability. This comprehensive analysis highlighted the necessity of a fee adjustment. This need is driven by inflation, an escalation in service levels, and a substantial rise in the cost of street sweeping services, primarily attributed to prevailing wage requirements, resulting in a significant price increase. The proposed fee adjustment delineated below is imperative to ensure the ongoing and necessary delivery of on-demand sanitation services.

Proposed Changes

1. Increase the monthly Sanitation Fee from $5.35 to $11.72 per unit, effective July 1, 2024.

2. Establish a 90-day reserve, maintaining approximately 20% of operating and maintenance expenses in alignment with the City reserve policy.

3. Implement an annual adjustment of 3.5% to keep pace with inflation and operational costs.

Year 1
FY 2024-25
Year 2
FY 2025-26
Year 3
FY 2026-27
Year 4
FY 2027-28
Year 5
FY 2028-29
Implementation
Date
July 1, 2024 July 1, 2025 July 1, 2026 July 1, 2027 July 1, 2028 Monthly User
Charge per Unit
$11.72 $12.13 $12.56 $13.00 $13.45
Maintaining the high-quality sanitation services in our community is essential, and the proposed fee adjustment is crucial for this purpose. The increasing costs associated with street sweeping, specifically the prevailing wage requirements, make it necessary and strategic to implement this fee adjustment. The primary objective is to ensure the City Council 4 – 2 12/5/2023
Sanitation Users Charge Adjustment
December 5, 2023

Page 3 ends

ongoing provision of essential services, improve and expand services as noted below, and maintain financial reserves to meet future operational demands.

The fee adjustment will allow for significant improvements in various service areas, resulting in a cleaner and more vibrant community. The City plans to enhance its services in the following ways:
• Increase Street Sweeping Frequency: Commercial streets will benefit from heightened frequency, with sweeping scheduled twice weekly to ensure a consistently cleaner environment. Industrial streets will also see an improvement, with sweeping occurring twice monthly to address the unique needs of these areas effectively.
• Combat Illegal Dumping: The City aims to significantly elevate its efforts in addressing the pressing issue of illegal dumping. This involves augmenting the removal process and intensifying roadway-cleaning services. Additional contractual services and staffing will be introduced, bolstering the City's capacity to respond to illegal dumping promptly and ensuring the swift restoration of affected areas to their pristine state.

These planned enhancements highlight the City's commitment to maintaining and elevating our neighborhood cleanliness and hygiene standards. By investing in these improvements, we are fulfilling our immediate responsibilities and nurturing a more sustainable and pleasant environment for all residents and businesses.

Next Steps
Upon receiving authorization from the City Council, the following steps will be taken:

1. Staff will work closely with legal counsel to draft the necessary documents for the Sanitation Fee adjustment.

2. Public outreach and notification efforts will be initiated to inform residents and stakeholders of the proposed adjustment.

3. A public hearing will be scheduled to allow community input and gather feedback on the proposed fee adjustment.

4. Following the public hearing, the City Council will adopt a resolution adjusting the City’s Sanitation Fee.

The proposed Sanitation Fee adjustment, as indicated by the Cost-of-Service Study, is essential to ensure the continued provision of vital sanitation services and programs to the residents of Santa Ana. We request the City Council's authorization to proceed with the preparation of the required documents for this adjustment in compliance with Proposition 218 requirements (Exhibit 2). Receiving the support of the Council for this initiative will contribute to maintaining the high standards of cleanliness and environmental care that our community values.

City Council 4 – 3 12/5/2023
Sanitation Users Charge Adjustment
December 5, 2023

Page 4 ends

FISCAL IMPACT
Funding is available in the FY 2023-24 budget in the following account:

Fiscal Year
Accounting
Unit -
Account #
Fund
Description Accounting Unit,
Account Description Amount
2023-24 06817641-
62300
Sanitation
Fund
Public Works-Roadway
Cleaning, Contract
Services-Professional
$100,000
Total: $100,000

EXHIBIT(S)

1. Sanitation Enterprise Cost of Service Study

2. Proposition 218 Compliant Notice of Proposed Rate Adoption Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager
City Council 4 – 4 12/5/2023
EXHIBIT 1
Sanitation Services Users Charge
Cost of Service Study Report
City of Santa Ana
Management Services 20 Civic Center Plaza
09223101.00 | November 14, 2023 Santa Ana, CA 92701
SCS Engineers Management Services
5850 South Semoran Blvd
Orlando, FL 32822
386-546-7719
i
City Council 4 – 5 12/5/2023
November 14, 2023
Ms. Elizabeth Rubio
Project Manager
City of Santa Ana – Public Works Agency
220 S. Daisy Avenue
Santa Ana, CA 92703
Subject: Sanitation Services Users Charge Cost of Service Study Dear Ms. Rubio:

SCS Engineers Management Services has completed a Sanitation Services User Charge Cost of Service Study for the City of Santa Ana. The goal of this study was to update the City’s user charge to reflect the cost to serve your customers and ensure financial sustainability over the projection period of FY 2024 – FY 2034.

The objectives of the Study presented herein were to:
• Review the sufficiency of revenues derived from the current charges for sanitation and ongoing operations of the City to meet your financial requirements and fund your projected expenditures throughout the projection period;
•
•
Allocate your costs to provide sanitation service to your various customer classes; Update your sanitation user charge to reflect the cost to serve your customers; The analysis described in this report was based on information and kind assistance provided by you and your staff. If you have any questions or would like to discuss, please do not hesitate to call me at 386- 546-7719 or email me at [email protected].

Vita Quinn, MBA Kira Bieber
Director of Management Services
SCS Engineers
Financial Analyst
SCS Engineers
City Council 4 – 6 12/5/2023
Table of Contents
Section Page
Executive Summary .....................................................................................................................................3 Background ........................................................................................................................................3 Objectives ...........................................................................................................................................3 Revenue Sufficiency Analysis (RSA)..................................................................................................4 Cost of Service Analysis (COSA) ........................................................................................................4 User Charge Structure Analysis.........................................................................................................5 Introduction ........................................................................................................................................6 Background...............................................................................................................................6 Scope & Objectives ..................................................................................................................7 Revenue Sufficiency Analysis (RSA)..................................................................................................7 Source Data ..............................................................................................................................7 Beginning Fund Balances ...........................................................................................7 Revenues .....................................................................................................................7 Operating Expenditures...............................................................................................7 Capital Spending .........................................................................................................8 Future Hiring ................................................................................................................8 Property & Billing Information.....................................................................................8 Assumptions .............................................................................................................................8 Revenue/Cost Escalation ...........................................................................................8 Interest Earnings on Invested Funds .........................................................................8 Customer & Billed Parcel Growth ...............................................................................8 Minimum Reserve Policies..........................................................................................9 Future Borrowing & Vehicle/Equipment Funding......................................................9 Analysis .....................................................................................................................................9 Description...................................................................................................................9 Results ...................................................................................................................... 10 Cost of Service Analysis.................................................................................................................. 11 Description............................................................................................................................. 11 Source Data ........................................................................................................................... 11 1 City Council 4 – 7 12/5/2023
Table of Contents
Section Page
Allocation of Costs................................................................................................................. 12 COSA Results ......................................................................................................................... 12 User Charge Calculation ................................................................................................................. 13 Parcel & Billing Data Reconciliation..................................................................................... 13 User Charge Development.................................................................................................... 14 Recommendations & Next Steps ................................................................................................... 14 2 City Council 4 – 8 12/5/2023

EXECUTIVE SUMMARY
This Executive Summary represents a summary of the results of the 2025 Sanitation Services Users Charge Cost of Service Study (Study) that was conducted for the City of Santa Ana (City) by SCS Engineers’ Management Services team (SCS).

BACKGROUND
Santa Ana, with a population of about 310,000, is a City in and the county seat of Orange County, California. It is located in the Greater Los Angeles region, and is the second most populous city in Orange County.

The Sanitation Services Users Charge is paid by approximately 92,800 customers on a bi-monthly billing basis. Among the services provided are Roadway Cleaning and Environmental Sanitation Programs and they include street sweeping, alley and sidewalk cleaning, abandoned item collection and power washing, weed abatement and sanitation code compliance inspections. These programs also coordinate with neighborhood associations to assist in beautifying their neighborhoods.

In fiscal year 2025, the City is projected to incur total expenses of $13.8 million. This budget encompasses several critical allocations, including $775,000 earmarked for one-time capital improvements, $1.1 million for contract maintenance staff to boost sanitation services, and $831,000 for hiring four maintenance workers and three program support employees. Furthermore, a significant ongoing expenditure of $3.0 million is earmarked for the introduction of a new street sweeping contract. This contract is geared towards enhancing service frequency, especially in key arterial and commercial corridors, thereby upholding elevated standards of cleanliness and maintenance. These strategic allocations in FY 2025 are vital in addressing the evolving needs of the City and its residents, fostering a cleaner and more efficient urban environment.

The City last updated its rates when it reduced the monthly charge of $6.47 to $5.35 in 2019. City user charges generate approximately $6.0 million in revenues. Realizing that current revenue is insufficient to fund ongoing costs, the City has chosen SCS to develop a financial management plan and an updated user charge to generate the required revenue while minimizing the impact on City residents.

OBJECTIVES
The objectives of this Study were as follows:

1. Revenue Sufficiency Analysis – Project the sufficiency of the City’s sanitation user charge revenues to fund its annual sanitation expenditures over a 10-year projection period.

Develop a long-term financial management plan that will satisfy the City’s operating expenses, capital program, and debt service payments, while maintaining adequate debt service coverage and working capital reserve requirements 3 City Council 4 – 9 12/5/2023

2. Cost of Service Analysis – Using the results of the Revenue Sufficiency Analysis, allocate all of the City’s projected sanitation costs between service types to determine the revenue requirement for sanitation for the residential and commercial customers served by the City.

3. User Charge Structure Analysis – Examine the City’s current sanitation user charge and develop modifications, as appropriate, to generate a new user charge that is fair, equitable, easy to understand, conform to accepted industry practice, and reflects the cost to serve City customers.

REVENUE SUFFICIENCY ANALYSIS (RSA)
This analysis evaluated the sufficiency of the City’s user charge revenues to meet all of its current and projected financial requirements over a ten-year projection period, and determined the level of any user charge revenue adjustments necessary in each year of the projection period to provide sufficient revenues to fund the City’s cost requirements.

The analysis determined that the City’s current user charge revenues are no longer sufficient to meet the current projected financial needs of the City to fund its ongoing operations, capital program, debt service and coverage requirements, and working capital reserves. Therefore, a long-term financial management plan and series of revenue adjustments was developed, as shown in the table below.

COST OF SERVICE ANALYSIS (COSA)
In order to calculate the cost to provide sanitation services for The City, the City’s operating and capital budgets must be allocated accordingly. The City’s costs were allocated to 5 cost center pools:
•
•
•
Right-of-Way (ROW) Cleaning – Cleaning of sidewalks and alleys of debris, trash and weed removal and abatement
Illegal Dumping – Clearing rubbish and bulky items from streets and sidewalks disposed of in unauthorized locations
Sanitation Code Compliance – Enforcing compliance with all of the Sanitation related municipal codes and regulations adopted by the Council
•
•
Street Sweeping – Roadway cleaning to remove trash and other debris from the streets Emergency Services – Provide sanitation services in an emergency situation The results of the COSA reflect the costs to provide each of these services. The results from this analysis are used as the revenue requirement for calculating the updated user charge.

The table below reflects the relative expenses incurred in providing each service. 4 City Council 4 – 10 12/5/2023
Cost of Service Summary
Expenses by Service %
ROW Cleaning
Illegal Dumping
Sanitation Code Compliance
Street Sweeping
Emergency Services
$
$
$
$
$
1,944,197 14.7%
1,625,973 12.3%
1,443,705 10.9%
7,641,424 57.9%
540,224 4.1%
Total Service Expense $ 13,195,523 100.0%

USER CHARGE STRUCTURE ANALYSIS
SCS examined the City’s current user charge and calculated a new user charge that would fairly and equitably recover the City’s current cost of service and revenue requirements from each unit. The calculated user charge is shown below.

User Charge Calculation
Revenue Requirement
Less: Offsetting Revenues
$13,195,523
$74,984
Net Revenue Requirement $13,120,539
Projected FY 2025 Units 93,265
Annual Revenue Requirement/Unit $140.68
Monthly Users Charge
Annual Revenue Requirement/Unit
Monthly Users Charge
$140.68
$11.72
Bi-monthly Billed Amount $23.44
5 City Council 4 – 11 12/5/2023

INTRODUCTION
The background, scope, and objectives of the Study are described below.

BACKGROUND
The Sanitation Services Users Charge of $5.35 per month is paid by approximately 92,800 customers on a bi-monthly basis.

The City’s current sanitation user charge includes 2 major components:

The Roadway Cleaning and Environmental Sanitation Programs play a vital role in maintaining the City's cleanliness and hygiene standards. These programs encompass a wide array of services, including street sweeping, alley and sidewalk cleaning, abandoned item collection, and power washing. Additionally, they ensure compliance with sanitation codes through right-of-way inspections and enforcement activities, as well as the removal of weeds from streets and sidewalks.

Acknowledging the City's challenges is crucial; inflation, economic pressures, and supply chain issues have escalated costs. Remarkably, user charges have remained stagnant since 1996, and in 2019, they were lowered, intensifying the strain on the City's finances.

However, despite these hurdles, the additional funds allocated for contractual services and expanding the City's workforce represent investments to elevate current service standards.

Increasing the frequency of essential roadway cleaning services will result in quicker response times, benefiting the entire community. In adapting to shifting economic landscapes, these strategic allocations are pivotal, ensuring the City's ability to maintain and enhance its residents' overall quality of life.

The City reduced its monthly user charge of $6.47 to $5.35 in 2019 and there have not been any fee increases since 1996. City user charges generate approximately $6.0 million in revenues. Realizing that current revenue is insufficient to fund ongoing costs, the City has chosen SCS to develop a financial management plan and an updated user charge to generate the required revenue while minimizing the impact on City residents.
6 City Council 4 – 12 12/5/2023

SCOPE & OBJECTIVES
The components and objectives of this Study were as follows:

1. Revenue Sufficiency Analysis (RSA) – Project the sufficiency of user charge revenues to fund operating expenses, capital investment, and debt service while maintaining adequate debt service coverage and working capital reserve requirements over a long-term projection period.

2. Cost of Service Analysis (COSA) – Apportion sanitation costs from the RSA among service types to determine the true cost of sanitation services provided by the City.

3. Assessment/User Charge Structure Analysis – Examine the City’s current sanitation user charge and test modifications based off of the results from the COSA and revenue requirement from the RSA.

The following sections describe the source data and assumptions used in the analyses, the work that was performed, and the recommended Sanitation Services Users Charge.

REVENUE SUFFICIENCY ANALYSIS (RSA)

SOURCE DATA
The following presents the source data provided to SCS by City staff, which was relied upon to conduct the Study:

BEGINNING FUND BALANCES
Unaudited trial balance schedules for the fiscal year ended 6/30/2023 provided by City staff were used to establish fund balances for the Environmental Sanitation Program.

REVENUES
The revenues utilized in the RSA reflect an evaluation of multiple years of historical results and user charge revenues collected, the FY 2024 Budget, and conversations with City staff. Beginning in FY 2025, user charge revenue is based upon the FY 2024 projection, adjusted annually to reflect assumed revenue adjustments and change in billed units. Projections of all other revenues are based upon the FY 2024 projection, excluding interest income (which was calculated annually based upon projected average fund balances and assumed interest rates).

OPERATING EXPENDITURES
The City’s operating expenditures include all personal services, operations and maintenance (O&M) expenses, transfers, debt service requirements, and minor capital outlay. The expenses reflected in the RSA reflect an evaluation of multiple years of historical results, the FY 2024 Budget, and 7 City Council 4 – 13 12/5/2023
conversations with the City. In each year thereafter, expenses were based upon the FY 2024 projection and assumed cost escalation factors that were reviewed with City staff.

CAPITAL SPENDING
City staff provided project-level capital improvement projects and the most current vehicle and equipment replacement program budgets. The total projected spending from FY 2024 – FY 2034 is projected to be approximately $775,000 for capital improvement projects and $4.3 million for the vehicle replacement program. The vehicle replacement program will cost the City approximately $398,000 per year.

FUTURE HIRING
The City has outlined its future plans for contracting and staff recruitment. Specifically, the City aims to enhance its services by bringing in contract maintenance staff to bolster sanitation services for the community, allocating $1.1 million for this purpose. In addition, there is a plan to hire 7.0 fulltime equivalents (FTEs) in FY 2025, which includes the recruitment of four City maintenance workers and three program administrative support and management employees, collectively representing an investment of approximately $831,000. These strategic initiatives reflect the City's dedication to elevating service quality and operational efficiency for the benefit of its residents.

PROPERTY & BILLING INFORMATION
Account and billing information for all residential and commercial units served by the City from 2019 through 2023 was provided by City Staff.

ASSUMPTIONS
The following assumptions and policies were agreed upon by City staff and are reflected in the RSA and included in the schedules in the Appendix.

REVENUE/COST ESCALATION
The escalation factors used for various types of operating assessments, revenues and expenses were based upon historical trends, our industry experience, and discussions with City staff.

INTEREST EARNINGS ON INVESTED FUNDS
The Study assumes interest rate earnings of 0.80% in each year of the projection period, based upon staff input and recent actual earnings for the City’s funds.

CUSTOMER & BILLED PARCEL GROWTH
Projected growth in billed accounts of 0.25% in each year of the projection period was based upon an analysis of billed units and City input.
8 City Council 4 – 14 12/5/2023

MINIMUM RESERVE POLICIES
Local government revenues are often cyclical in nature. Reserves are the portion of fund balances for utility systems that are required to satisfy the utility’s projected cash flow needs during the budget year, future capital outlays, debt payments, and debt service coverage requirements without impacting continued operations of the utility. These funds are intended for foreseen financial needs as well as to minimize risk associated with emergencies, economic downturns, and unforeseen events that could create fiscal hardship.

Many utilities, rating agencies, and the Government Finance Officers Association (GFOA) best practice recommendations emphasize the importance of having risk-based policies or strategies to respond to significant, unplanned, unavoidable costs or revenue losses from unusual or adverse periods, unanticipated system failures, or natural disasters. Reserves also support a strong bond rating by signaling to investors that the utility has resources to repay debt, even with potential disruptions.

The financial management plan reflected herein assumes that the minimum operating fund reserve will equal 20% of annual O&M expenses for the City. This reserve level is according to City policy, and is generally consistent with our industry experience and a healthy level of reserves for a municipal utility system per the evaluation criteria published by the municipal bond ratings agencies.

Maintaining this level of reserves retains the City’s ability to access the municipal bond market for future capital bond funding.

FUTURE BORROWING & VEHICLE/EQUIPMENT FUNDING
The City intends to cash fund all of its capital and vehicles throughout the projection period, so no debt assumptions were used in this analysis. However, an assumption was made that the City will establish a fleet/equipment program with an equal level of investment into a capital reserve or funding program in each year of the projection period and all required vehicle/equipment replacements will be funded from this reserve.

ANALYSIS

DESCRIPTION
In order to initialize the RSA, we obtained the City’s historical and budgeted financial information, historical billed accounts, multi-year capital improvement program, and the City’s current financial and debt policies. We also spoke with City staff regarding other assumptions and policies that would affect the financial performance of the City, anticipated customer growth, reserve policies, capital funding sources, earnings on invested funds, escalation rates for operating costs, impacts of potential regulatory and legislative initiatives, etc.

SCS then input this information into our Revenue Sufficiency Model. The Revenue Sufficiency Model creates a multi-year projection of the City’s current user charge revenues to determine whether the level of existing revenues can meet the projected financial requirements during each year of the 9 City Council 4 – 15 12/5/2023
projection period from FY 2024 – FY 2034. The model then calculates the level of revenue adjustments required for the fund to meet its revenue requirements. It replicates the cash flows in each year of the projection period, based upon City policies and available fund balances. In each year, the model utilizes unrestricted fund balances, revenues, and capital funds to pay for any operating or capital expenditures in that year. To the extent necessary to fund all of the projects and vehicle/equipment replacements in the capital program, the model can identify the level of borrowing and the resulting debt service payments that would be required.

RESULTS
Based on the source data and input provided by City staff, and the assumptions and policies described herein, the City’s current revenues are not sufficient to fund its ongoing operating, capital, debt service and coverage requirements, and working capital reserve targets throughout the projection period.

Additionally, a new street sweeping contract of $4.1 million will begin in FY 2025 and is a major driver for the user charge increase required. This represents an increase of $3.0 million in ongoing expenses that will be used to expand street sweeping services, including increasing annual sweeping by 20,000 curb miles and commercial sweeping to twice per week, increase required staffing, and provide better service to customers and $1.1 million for contract maintenance staff to boost sanitation services. In order for the City to be sustainable, their fund balance must meet the minimum reserve target in each year of the projection period. The graph below shows the City’s fund balance (in yellow) without any increase in the users charge and the fund balance (in blue) with the necessary increases. As can be seen, the fund balance without user charge increases falls significantly below the reserve target beginning in FY 2025 and the fund is exhausted by FY 2026. 10 City Council 4 – 16 12/5/2023
The analysis concluded that a one-time larger increase of 120.50% in FY 2025 and inflationary-like increases of 3.50% each year thereafter will be sufficient for the City to meet its financial requirements throughout the projection period. The recommended 5-year plan of revenue adjustments is shown in the table below:

This financial management plan will provide sufficient revenues for the City to maintain adequate working capital in each year of the projection period, while retaining the ability to fund planned and anticipated future capital spending with no borrowing.

COST OF SERVICE ANALYSIS

DESCRIPTION
In order to calculate the cost to provide various sanitation services, the City’s operating and capital budgets must be allocated accordingly. The City’s costs were allocated to 5 cost center pools:
•
•
•
Right-of-Way (ROW) Clearing – Cleaning of sidewalks and alleys of debris, trash and weed removal and abatement
Illegal Dumping – Clearing rubbish and bulky items from streets and sidewalks disposed of in unauthorized locations
Sanitation Code Compliance – Enforcing compliance with all of the Sanitation rules and regulations adopted by the Council
•
•
Street Sweeping – Roadway cleaning to remove trash and other debris from the streets Emergency Services – Provide sanitation services in an emergency situation

SOURCE DATA
The following presents the key financial data relied upon in conducting the COSA:

FY 2025 Projected Operating Expenses
The COSA uses the FY 2025 projected expenses from the RSA as the basis for the costs to be apportioned between the cost center pools. The operating expenditures include all O&M expenses (including personal services, fixed and variable O&M costs, transfers, and minor capital outlay) related to the provision of sanitation service to the City’s served residents and businesses.

Capital Improvement Program
The COSA includes the City’s cash funded capital costs from its capital improvement program (CIP) for FY 2024 – FY 2034 as provided by City staff and used in the RSA. Notably, the CIP encompasses 11 City Council 4 – 17 12/5/2023
two primary projects: a Sanitation Case Management System, aimed at improving code compliance through enhanced case management, and the deferral of facility improvements. These initiatives are projected to cost approximately $775,000 in FY 2025.

ALLOCATION OF COSTS
Described below are the methods used to allocate expenses to cost center pools.

Direct Allocation
Where possible, costs were directly assigned to these cost center pools. For example, Contract Services – Professional was allocated to “Street Sweeping Only.” Indirect Allocation
In the case that items supported more than one cost pool, we attempted to identify proper allocation criteria to apportion the line item cost to each cost pool. For example, personal services costs are often allocated based upon the number of employees or based upon a workflow analysis of where each employee spends their time.

Staff Estimate
If certain cost items supported more than one cost pool but a specific allocation criterion could not be identified, we discussed with City staff the appropriate allocation percentages and used staff estimates or data provided by City staff to apportion the costs.

Weighted Average
For cost items that supported more than one cost pool, a specific allocation criterion could not be identified, and staff did not have an estimate as to the allocation percentage, the weighted average of the allocation of all other costs was used to allocate those costs. This weighted allocation is primarily used for administrative and overhead costs, as it is appropriate to allocate such costs based upon the weighted average of the allocation of all other costs for which they are responsible.

The allocations to each cost center pool were then used to calculate the new sanitation user charge for residential and commercial customers.

COSA RESULTS
In total, the City’s FY 2025 projected revenue requirement totals approximately $13.2 million. The apportionment of expenses incurred by the City to each cost center pool are shown in the table below:
12 City Council 4 – 18 12/5/2023
Cost of Service Summary
Expenses by Service %
ROW Cleaning
Illegal Dumping
Sanitation Code Compliance
Street Sweeping
Emergency Services
$
$
$
$
$
1,944,197 14.7%
1,625,973 12.3%
1,443,705 10.9%
7,641,424 57.9%
540,224 4.1%
Total Service Expense $ 13,195,523 100.0%
As discussed in Section 1.1, these costs are grouped into two main sanitation functions. The amounts allocated to each of these functions are shown in the chart below.

The revenue requirement for the Environmental Sanitation portion of the user charge is approximately $1.95 million. The revenue requirement for the Sanitation Roadway Cleaning portion of the user charge is approximately $11.25 million.

These apportioned costs were used to calculate the updated user charge described herein and presented in the next subsection.

USER CHARGE CALCULATION
The results of the COSA were then used to develop an updated sanitation user charge using the overall revenue requirement.

PARCEL & BILLING DATA RECONCILIATION
In order to develop the new user charge, it is necessary to conduct a detailed billing analysis to determine the number of bills/units and types of charges billed in the most recent fiscal year/s, ensuring that each unit serviced is billed appropriately. 13 City Council 4 – 19 12/5/2023
Some units were not charged for the full twelve months. After reviewing historical data and discussing with City staff, we were able to identify new occupancies that have not been there for a full year yet. We recommend the City tracks new units added to the system to improve the accuracy of its billing and revenue projections.

After we understood the way each account was currently being billed, we worked closely with City staff to account for or adjust any discrepancies (e.g., units that were not billed for an entire year) and provided these anomalies to the City for review and/or billing system updates. The adjusted billing data could now be used to develop the new user charge.

USER CHARGE DEVELOPMENT
The results of the billing data analysis and the apportioned costs from the COSA represent the Net Revenue Requirement (NRR) for the updated user charge.

Sanitation Services User Charge Calculation
The user charge was calculated by dividing the net revenue requirement (NRR) by the projected number of City units in FY 2025. The calculation is shown below:

RECOMMENDATIONS & NEXT STEPS
Based upon the results of the study described herein, we recommend the following:
• The City’s current Sanitation Services Users Charge revenues are not sufficient to fund all of its ongoing operations, capital, and reserve requirements throughout the projection period.

Therefore, a long-term financial management plan was developed for the City. The five-year plan of recommended revenue adjustments is shown in the table below. 14 City Council 4 – 20 12/5/2023
• We recommend that the City align its Sanitation Services Users Charge with the costs to provide service to City residents, as shown in the table below. •
•
The City should update the revenue sufficiency analysis portion of this Study every 1-2 years to be sure that the recommended user charge plan continues to be sufficient to fund the City’s operations while meeting all of its financial policies and goals.

The City should update the structure of its Sanitation Services Users Charge every 3-5 years, or as services or functions provided change over time, expenses increase/decrease significantly, and/or customer demographics change
15 City Council 4 – 21 12/5/2023
Santa Ana, CA
Revenue Sufficiency Analysis
Results as of November 14, 2023
Appendix A
Schedule 1 - Model Results
Schedule 2 - Model Assumptions & Inputs
Schedule 3 - Trial Balances as of Jun 30, 2023
Schedule 4 - Cash In
Schedule 5 - Cash Out
Schedule 6 - Pro Forma
Schedule 7 - Capital Improvement Plan
Schedule 8 - Borrowing
Schedule 9 - Summary of Funds
Schedule 10 - Additional Employees
Schedule 11 - Vehicle Replacement Program
Management Services
City Council 4 – 22 12/5/2023
Schedule 1 - Model Results
City Council 4 – 23 12/5/2023
Schedule 2 - Model Assumptions & Inputs
FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Growth
Unit Growth 0.25% 0.25% 0.25% 0.25% 0.25% 0.25% 0.25% 0.25% 0.25% 0.25% 0.25% Cost Escalation Factors
Salaries
O&M
Contract Services
CO
N/A
N/A
N/A
N/A
N/A
N/A

4.00%

3.00%

4.00%

3.00%

0.00%

4.00%

3.00%

4.00%

3.00%

0.00%

4.00%

3.00%

4.00%

3.00%

0.00%

4.00%

3.00%

4.00%

3.00%

0.00%

4.00%

3.00%

4.00%

3.00%

0.00%

4.00%

3.00%

4.00%

3.00%

0.00%

4.00%

3.00%

4.00%

3.00%

0.00%

4.00%

3.00%

4.00%

3.00%

0.00%

4.00%

3.00%

4.00%

3.00%

0.00%

4.00%

3.00%

4.00%

3.00%

0.00%

0.00%
TO
No Escalation
Interest Assumptions
Interest Earnings on Fund Balances
Working Capital Reserve Target
Working Capital Reserve Target (% of O&M)
CIP

0.80% 0.80% 0.80% 0.80% 0.80% 0.80% 0.80% 0.80% 0.80% 0.80% 0.80%

20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% CIP Escalation 0.00% 3.40% 3.40% 3.40% 3.40% 3.40% 3.40% 3.40% 3.40% 3.40% 3.40% Note: The unit count for FY 2023 of 92,800 and historical unit counts are used to project revenues.

City Council 4 – 24 12/5/2023
Schedule 3 - Trial Balances as of Jun 30, 2023
Sanitation
Fund
Assets
Cash & Cash Equivalents
Accounts Receivable
$ 5,287,985
1,121,340
Total Assets
Liabilities
$ 6,409,324
Accounts Payable
Compensated Absences
Other Current Payables
$ (334,513)
(87,230)
(116,224)
Total Liabilities $ (537,967)
Net Assets $
$
5,871,357
Total Available Fund Balance 5,871,357
City Council 4 – 25 12/5/2023
Schedule 4 - Cash In
FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 User Charge Revenue Assumptions
User Charge Increase
Unit Growth

0.00%

0.25%
120.50%

0.25%

3.50%

0.25%

3.50%

0.25%

3.50%

0.25%

3.50%

0.25%

3.50%

0.25%

3.50%

0.25%

3.50%

0.25%

3.50%

0.25%

3.50%

0.25%
User Charge Revenues
Sanitation
Sanitation Revenue $
$
5,935,520 13,120,540 13,613,708 14,125,414 14,656,353 15,207,248 15,778,851 16,371,938 16,987,319 17,625,829 18,288,340 Other Operating Revenues
Restitution Court
Abatement Control Charge
Miscellaneous Recoveries
4,820
2,433
8,179
4,820
2,433
8,179
4,820
2,433
8,179
4,820
2,433
8,179
4,820
2,433
8,179
4,820
2,433
8,179
4,820
2,433
8,179
4,820
2,433
8,179
4,820
2,433
8,179
4,820
2,433
8,179
4,820
2,433
8,179
Total Other Operating Revenues
Non-Operating Revenues
$ 15,432 15,432 15,432 15,432 15,432 15,432 15,432 15,432 15,432 15,432 15,432 Penalties & Service Charge
Expense Reimbursement
$ 30,000
17 30,000
17 30,000
17 30,000
17 30,000
17 30,000
17 30,000
17 30,000
17 30,000
17 30,000
17 30,000
17 Total Non-Operating Revenues $ 30,017 30,017 30,017 30,017 30,017 30,017 30,017 30,017 30,017 30,017 30,017 Interest Earnings
Interest Earnings - Sanitation Fund
Total Interest Earnings
$ 39,443 29,536 27,295 27,576 27,437 27,111 27,293 27,841 28,522 29,117 29,532 $ 39,443 29,536 27,295 27,576 27,437 27,111 27,293 27,841 28,522 29,117 29,532 Transfers In
Transfer From Fund 057 $ 200,000 - - - - - - - - - -
Total Transfers In $ 200,000 - - - - - - - - - -
Total Cash In $ 6,220,411 13,195,524 13,686,452 14,198,438 14,729,238 15,279,807 15,851,592 16,445,228 17,061,289 17,700,394 18,363,320 City Council 4 – 26 12/5/2023
Schedule 5 - Cash Out
Personal Services
FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Account Code
Salaries Regular
Salaries Cash Out/Separation
Salaries Overtime
Retirement-Employer Normal Cost
Retirement - Employer Unfunded - Misc
Medicare Insurance
06817640 - 61000
06817640 - 61010
06817640 - 61040
06817640 - 61100
06817640 - 61102
06817640 - 61120
06817640 - 61130
06817640 - 61170
06817640 - 61180
06817641 - 61000
06817641 - 61010
06817641 - 61020
06817641 - 61040
06817641 - 61100
06817641 - 61102
06817641 - 61110
06817641 - 61120
06817641 - 61130
06817641 - 61170
06817641 - 61180
06817641 - 65105
4 $ 594,350 618,124 642,849 668,563 695,305 723,118 752,042 782,124 813,409 845,945 879,783 15,300
38,530
56,630
72,750
8,590
15,912
40,071
58,895
75,660
8,934
16,548
41,674
61,251
78,686
9,291
17,210
43,341
63,701
81,834
9,663
17,899
45,075
66,249
85,107
10,049
143,705
1,895
29,551
1,590,434
48,959
161,944
116,986
154,492
154,105
6,072
18,615
46,878
68,899
88,511
10,451
149,454
1,971
30,733
1,654,052
50,917
168,421
121,665
160,671
160,270
6,314
19,359
48,753
71,655
92,052
10,869
155,432
2,050
31,962
1,720,214
52,954
175,158
126,532
167,098
166,680
6,567
20,134
50,703
74,521
95,734
11,304
161,649
2,132
33,240
1,789,022
55,072
182,164
131,593
173,782
173,348
6,830
20,939
52,731
77,502
99,563
11,756
168,115
2,217
34,570
1,860,583
57,275
189,451
136,857
180,733
180,282
7,103
21,777
54,840
80,602
103,546
12,226
174,840
2,306
35,953
1,935,007
59,566
197,029
142,331
187,963
187,493
7,387
22,648
57,034
83,826
107,688
12,715
181,833
2,398
37,391
2,012,407
61,948
204,910
148,024
195,481
194,993
7,682
Health Insurance 122,840
1,620
127,754
1,685
132,864
1,752
138,178
Retiree Health Benefits 1,822
Worker Compensation Insurance
Salaries Regular
Salaries Cash Out/Separation
Salaries Part-Time
25,260
1,359,510
41,850
138,430
100,000
132,060
131,730
5,190
21,690
327,120
1,630
45,920
8,280
26,270
1,413,890
43,524
143,967
104,000
137,342
136,999
5,398
22,558
340,205
1,695
47,757
8,528
27,321
1,470,446
45,265
149,726
108,160
142,836
142,479
5,614
23,460
353,813
1,763
49,667
8,784
28,414
1,529,264
47,076
155,715
112,486
148,550
148,178
5,838
24,398
367,966
1,834
51,654
9,048
Salaries Overtime
Retirement-Employer Normal Cost
Retirement - Employer Unfunded - Misc
Part-Time Retirement
Medicare Insurance
Health Insurance
Retiree Health Benefits
Worker Compensation Insurance
Benefits Overhead
25,374
382,684
1,907
53,720
9,319
26,389
397,991
1,983
55,869
9,599
27,445
413,911
2,062
58,103
9,887
28,543
430,468
2,145
60,428
10,183
1,051,459
29,684
447,686
2,231
62,845
10,489
1,093,517
30,872
465,594
2,320
65,358
10,804
1,137,258
32,106
484,218
2,413
67,973
11,128
Additional Personal Services from Hiring - 830,983 864,223 898,792 934,743 972,133 1,011,018 1,182,749 Subtotal Personal Services
Personal Services Execution
$
$
3,249,280 4,210,152 4,378,473 4,553,524 4,735,574 4,924,904 5,121,804 5,326,577 5,539,539 5,761,015 5,991,348 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100%
Total Executed Personal Services 3,249,280 4,210,152 4,378,473 4,553,524 4,735,574 4,924,904 5,121,804 5,326,577 5,539,539 5,761,015 5,991,348 Fixed Operations & Maintenance
Communications
Training, Transportation, Meeting
Tuition Reimbursement
Membership, Subscription & Dues
Contract Services-Professional
Maintenance & Repair Machinery & Equipment
Miscellaneous Operating Expenses
Gas & Diesel
Rental City Equipment
Accident Repair & Replacement
IT Maintenance Charge
Insurance Charges
Benefits Overhead
Public Works Administrative Charges
Indirect Costs
Computer Software Subscriptions
Principal- Leases
Communications
Training, Transportation, Meeting
Tuition Reimbursement
Membership, Subscription & Dues
Contract Services-Professional
Miscellaneous Operating Expenses
Gas & Diesel
06817640 - 62010
06817640 - 62120
06817640 - 62130
06817640 - 62140
06817640 - 62300
06817640 - 62322
06817640 - 63001
06817640 - 63300
06817640 - 65010
06817640 - 65012
06817640 - 65040
06817640 - 65100
06817640 - 65105
06817640 - 65240
06817640 - 65400
06817640 - 66511
06817640 - 67200
06817641 - 62010
06817641 - 62120
06817641 - 62130
06817641 - 62140
06817641 - 62300
06817641 - 63001
06817641 - 63300
$ 7,520
5,500
4,000
2,300
605,700
500
211,000
49,300
175,010
1,600
35,550
72,730
4,550
173,300
195,390
3,150
550
15,940
4,500
1,000
2,100
1,521,500
166,650
20,000
7,746
5,665
4,120
2,369
629,928
515
67,330
50,779
180,260
1,648
36,617
74,912
4,687
178,499
203,206
3,245
567
16,418
4,635
1,030
2,163
4,521,500
171,650
20,600
7,978
5,835
4,244
2,440
655,125
530
69,350
52,302
185,668
1,697
37,715
77,159
4,827
183,854
211,334
3,342
583
16,911
4,774
1,061
2,228
4,702,360
176,799
21,218
8,217
6,010
4,371
2,513
681,330
546
71,430
53,871
191,238
1,748
38,846
79,474
4,972
189,370
219,787
3,442
601
17,418
4,917
1,093
2,295
4,890,454
182,103
21,855
8,464
6,190
4,502
2,589
708,583
563
73,573
55,488
196,975
1,801
40,012
81,858
5,121
195,051
228,579
3,545
619
17,941
5,065
1,126
2,364
5,086,073
187,566
22,510
8,718
6,376
4,637
2,666
736,927
580
75,781
57,152
202,885
1,855
41,212
84,314
5,275
200,902
237,722
3,652
638
18,479
5,217
1,159
2,434
5,289,515
193,193
23,185
8,979
6,567
4,776
2,746
766,404
597
78,054
58,867
208,971
1,910
42,449
86,843
5,433
206,929
247,231
3,761
657
19,033
5,373
1,194
2,508
5,501,096
198,989
23,881
9,249
6,764
4,919
2,829
797,060
615
80,396
60,633
215,240
1,968
43,722
89,449
5,596
213,137
257,120
3,874
676
19,604
5,534
1,230
2,583
5,721,140
204,958
24,597
9,526
6,967
5,067
2,914
828,942
633
82,807
62,452
221,697
2,027
45,034
92,132
5,764
219,531
267,405
3,990
697
20,192
5,700
1,267
2,660
5,949,986
211,107
25,335
9,812
7,176
5,219
3,001
862,100
652
85,292
64,325
228,348
2,088
46,385
94,896
5,937
226,117
278,101
4,110
718
20,798
5,871
1,305
2,740
6,187,985
217,440
26,095
10,106
7,392
5,376
3,091
896,584
672
87,850
66,255
235,199
2,150
47,776
97,743
6,115
232,901
289,225
4,233
739
21,422
6,048
1,344
2,822
6,435,504
223,964
26,878
City Council 4 – 27 12/5/2023
Schedule 5 - Cash Out
FY 2024
41,110
820
129,670
77,360
132,220
205,330
506,710
FY 2025
42,343
FY 2026
43,614
FY 2027
44,922
FY 2028
46,270
FY 2029
47,658
FY 2030
49,087
FY 2031
50,560
FY 2032
52,077
FY 2033
53,639
FY 2034
Rental City Equipment 55,248
Accident Repair & Replacement
City Yard Rental
Computer Services Charge
Insurance Charges
Public Works Administrative Charges
Indirect Costs
Computer Software Subscriptions
Principal-Capital Lease
Sanitation (Debris/Liter Removal Crews)
Street Sweeping Signage
Annual Training Cost
Annual Maint. Sanitation Case Mgmnt System
Other Expenses (Technology/Infrastructure)
06817641 - 65010
06817641 - 65012
06817641 - 65020
06817641 - 65040
06817641 - 65100
06817641 - 65240
06817641 - 65400
06817641 - 66511
06817641 - 67200
06817641 - 62300
06817641 - 62300
06817641 - 62120
06817640 - 62300
06817640 - 62300
820
133,560
79,681
136,187
211,490
521,911
773
1,627
900,000
50,000
50,000
-
820
137,567
82,071
140,272
217,835
537,569
796
820
141,694
84,533
144,480
224,370
553,696
820
820
145,945
87,069
148,815
231,101
570,307
844
820
150,323
89,681
153,279
238,034
587,416
869
820
154,833
92,372
157,878
245,175
605,038
896
820
159,478
95,143
162,614
252,530
623,189
922
820
164,262
97,997
167,492
260,106
641,885
950
820
169,190
100,937
172,517
267,909
661,142
979
820
174,266
103,965
177,693
275,946
680,976
750 1,008
1,580 1,676 1,727 1,778 1,832 1,887 1,943 2,001 2,062 2,123 -
-
-
-
-
-
927,000
51,500
51,500
50,000
100,000
-
954,810
53,045
53,045
51,500
103,000
-
983,454
54,636
54,636
53,045
106,090
100,000
1,012,958
56,275
56,275
54,636
109,273
-
1,043,347
57,964
57,964
56,275
112,551
-
1,074,647
59,703
59,703
57,964
115,927
-
1,106,886
61,494
61,494
59,703
119,405
-
1,140,093
63,339
63,339
61,494
122,987
-
1,174,296
65,239
65,239
63,339
126,677
-
-
Mail Out/Printing Cost for Protest Vote (fee increase) 06817640 - 62300 - Subtotal Fixed Operations & Maintenance
Fixed Operations & Maintenance Execution
$
$
4,374,890 8,318,478 8,771,554 9,090,364 9,520,966 9,763,803 10,119,334 10,488,037 10,870,407 11,266,958 11,678,224 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100%
Total Executed Fixed Operations & Maintenance
Capital Outlay
4,374,890 8,318,478 8,771,554 9,090,364 9,520,966 9,763,803 10,119,334 10,488,037 10,870,407 11,266,958 11,678,224 Vehicle Replacement Program $ 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 Subtotal Capital Outlay $ 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 Capital Outlay Execution 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% Total Executed Capital Outlay $ 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 Debt Service
Senior Lien Debt
Existing Senior Lien Debt Service $ 80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Subtotal Senior Lien Debt $ 80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Total Debt Service $ 80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Cash Funded Capital
Cash Funded Capital
Total Cash Funded Capital
Total Cash Out
$
$
$
-
-
775,518
775,518
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
8,102,455 13,790,211 13,651,982 14,162,685 14,799,648 15,291,059 15,794,782 16,364,854 16,971,413 17,641,745 18,318,142 City Council 4 – 28 12/5/2023
Schedule 7 - Capital Improvement Plan
FY 2024 FY 2025
500,000
FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Capital Expense (Office/Shops i.e. HVAC system)
Sanitation Case Mgmnt System
$ -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
250,000 -
Total Projects $ - 750,000 - - - - - - - - -
Execution %
Escalation %
100.00%
100.00%
100.00%
103.40%
100.00%
106.92%
100.00%
110.56%
100.00%
114.32%
100.00%
118.21%
100.00%
122.23%
100.00%
126.39%
100.00%
130.69%
100.00%
135.14%
100.00%
139.74%
Total Executed Projects $ - 775,518 - - - - - - - - -
City Council 4 – 29 12/5/2023
Schedule 6 - Pro Forma
FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Sanitation
Sanitation User Charge Revenue
Revenue from Growth
$ 5,935,520
-
5,935,520
14,839
13,120,540
32,801
13,613,708
34,034
14,125,414
35,314
14,656,353
36,641
15,207,248
38,018
15,778,851
39,447
16,371,938
40,930
16,987,319
42,468
17,625,829
44,065
Revenue Before Charge Increase
User Charge Increase
Revenue from Charge Increase
$ 5,935,520 5,950,358
120.5%
7,170,182
13,153,341

3.5%
13,647,743

3.5%
14,160,727

3.5%
14,692,994

3.5%
15,245,266

3.5%
15,818,298

3.5%
16,412,868

3.5%
17,029,787

3.5%
17,669,894

0.0% 3.5%
- 460,367 477,671 495,625 514,255 533,584 553,640 574,450 596,043 618,446 Total Sanitation User Charge Revenue $ 5,935,520 13,120,540 15,432
13,613,708
15,432
14,125,414
15,432
14,656,353
15,432
15,207,248
15,432
15,778,851
15,432
16,371,938
15,432
16,987,319
15,432
17,625,829
15,432
18,288,340
Plus: Other Operating Revenues 15,432
Operating Income
$ 15,432
$ 5,950,951 13,135,973 13,629,140 14,140,845 14,671,784 15,222,680 15,794,282 16,387,370 17,002,750 17,641,261 18,303,772 Less: Operating Expenses
Personal Services
Fixed Operations & Maintenance
$ (3,249,280)
(4,374,890)
(4,210,152)
(8,318,478)
(4,378,473)
(8,771,554)
(4,553,524)
(9,090,364)
(4,735,574)
(9,520,966)
(4,924,904) (5,121,804) (5,326,577) (5,539,539) (5,761,015) (5,991,348) (9,763,803) (10,119,334) (10,488,037) (10,870,407) (11,266,958) (11,678,224) Total Operating Expenses
Net Operating Income
$ (7,624,170) (12,528,630) (13,150,027) (13,643,888) (14,256,540) (14,688,707) (15,241,138) (15,814,614) (16,409,945) (17,027,973) (17,669,571) $ (1,673,219) 607,343 479,113 496,957 415,244 533,973 553,144 572,756 592,805 613,288 634,201 Plus (Less): Non-Operating Income in Debt Service Coverage Test Non-Operating Revenue
Interest Earnings
Capital Outlay
$ 30,017
39,443
(398,030)
30,017
29,536
(398,030)
30,017
27,295
(398,030)
30,017
27,576
(398,030)
30,017
27,437
(398,030)
30,017
27,111
(398,030)
30,017
27,293
(398,030)
30,017
27,841
(398,030)
30,017
28,522
(398,030)
30,017
29,117
(398,030)
30,017
29,532
(398,030)
Total Non-Operating $ (128,571) (338,478)
268,865
(340,719)
138,395
(340,438)
156,520
(340,576)
74,667
(340,903)
193,070
(340,721)
212,423
(340,172)
232,584
(339,491)
253,314
(338,897)
274,391
(338,482)
Net Income Before Debt Service $ (1,801,790) 295,719
Debt Service & Coverage
Existing Senior Lien Debt Service $ 80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Total Senior Lien Debt Service $ 80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Senior Lien Debt Service Coverage -22.45 3.05 1.33 1.30 0.51 0.94 1.37 1.53 1.55 1.27 1.18 Total Debt Service
Net Cash Flow
$ 80,254 88,032 103,925
34,470
120,767
35,753
145,077
(70,410)
204,322
(11,252)
155,613
56,810
152,210
80,374
163,438
89,876
215,741
58,650
250,541
$ (1,882,044) 180,833 45,178
Fund Balance
Balance at Beginning of Fiscal Year
Net Cash Flow
$ 5,871,357
(1,882,044)
3,989,313
180,832
3,394,627
34,470
3,429,096
35,753
3,464,849
(70,410)
3,394,439
(11,252)
3,383,187
56,810
3,439,997
80,374
3,520,371
89,876
3,610,247
58,650
3,668,897
45,178
Total Funds Available $ 3,989,313 4,170,145 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075 Less: Planned Cash Funded Capital - (775,518) - - - - - - - - - Balance of Working Capital $ 3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075 Less: Working Capital Reserve Target (1,524,834) (2,505,726) (2,630,005) (2,728,778) (2,851,308) (2,937,741) (3,048,228) (3,162,923) (3,281,989) (3,405,595) (3,533,914) Surplus/Deficit of Working Capital $ 2,464,479 888,901 799,091 736,071 543,131 445,445 391,769 357,448 328,258 263,302 180,161 Add Back: Working Capital Reserve 1,524,834 2,505,726 2,630,005 2,728,778 2,851,308 2,937,741 3,048,228 3,162,923 3,281,989 3,405,595 3,533,914 Balance at End of Fiscal Year $ 3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075 City Council 4 – 30 12/5/2023
Schedule 8 - Borrowing
Senior Lien Borrowing
FY 2024
FY 2024
FY 2024
FY 2025
FY 2025
FY 2025
FY 2026
FY 2026
FY 2026
FY 2027
FY 2027
FY 2027
FY 2028
FY 2028
FY 2028
FY 2029
FY 2029
FY 2029
FY 2030
FY 2030
FY 2030
FY 2031
FY 2031
FY 2031
FY 2032
FY 2032
FY 2032
FY 2033
FY 2033
FY 2033
FY 2034
FY 2034
FY 2034
Cumulative Annual Payment $
$
$
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Subordinate Borrowing
Cumulative Annual Payment
Short-Term Borrowing
Cumulative Annual Payment
City Council 4 – 31 12/5/2023
Schedule 10 - Additional Employees
Position FY 2024 FY 2025

1.0 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Assistant Public Works Maintenance Manager (AM)
Maintenance Worker II
Management Aide (UC)
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-

4.0 1.0
Public Works Projects Manager 1.0
Annual Salary Totals
Assistant Public Works Maintenance Manager (AM)
Maintenance Worker II
Management Aide (UC)
$ -
-
-
-
200,962
401,482
83,439
209,000
417,541
86,777
217,360
434,242
90,248
226,055
451,612
93,858
235,097
469,677
97,612
244,501
488,464
101,517
176,537
254,281
508,002
105,577
183,599
264,452
528,322
109,800
190,943
275,030
549,455
114,192
198,580
286,031
571,434
118,760
Public Works Projects Manager 145,101 150,905 156,941 163,219 169,747 206,524 Total Salary $ - 830,983 864,223 898,792 934,743 972,133 1,011,018 1,051,459 1,093,517 1,137,258 1,182,749 City Council 4 – 32 12/5/2023
Schedule 9 - Summary of Funds
Sanitation Fund FY 2024
$ 5,871,357
FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Balance at Start of FY
Cash In
Interest
3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 6,180,968 13,165,988 13,659,157 14,170,862 14,701,801 15,252,697 15,824,299 16,417,387 17,032,767 17,671,278 18,333,789 39,443 29,536 27,295 27,576 27,437 27,111 27,293 27,841 28,522 29,117 29,532 Cash Out (8,102,455) (13,014,693) (13,651,982) (14,162,685) (14,799,648) (15,291,059) (15,794,782) (16,364,854) (16,971,413) (17,641,745) (18,318,142) Subtotal
Less: Working Capital Reserve
$ 3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075 (1,524,834) (2,505,726) (2,630,005) (2,728,778) (2,851,308) (2,937,741) (3,048,228) (3,162,923) (3,281,989) (3,405,595) (3,533,914) Amount Available for Projects $ 2,464,479 888,901 799,091 736,071 543,131 445,445 391,769 357,448 328,258 263,302 180,161 Amount Available After Projects $ 2,464,479 888,901 799,091 736,071 543,131 445,445 391,769 357,448 328,258 263,302 180,161 Plus: Restricted Funds 1,524,834 2,505,726 2,630,005 2,728,778 2,851,308 2,937,741 3,048,228 3,162,923 3,281,989 3,405,595 3,533,914 Available at End of FY $ 3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075 City Council 4 – 33 12/5/2023
Schedule 11 - Vehicle Replacement Program
Vehicle Type FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034

JEEP - WRANGLER
FREIGHTLINER - 114SD
FREIGHTLINER - 114SD

CHEVY - COLORADO

CHEVY - COLORADO
FORD - F-250
FORD - F-250
JOHN DEERE - 410L
FORD - F-250
FORD - F-250
FORD - F-250
FORD - F-250
FORD - F-550
FORD - F-550
FORD - F-550
CHEVY - 3500 UTILITY TRK

CHEVY - SILVERADO
FORD - F-550
FORD - F-550
FORD - F-250
CATERPILLAR - 926M

CHEVY - SILVERADO
FORD - F-550

0.00 0.00

0.00 1.00

1.00 1.00

1.00 0.00

0.00 0.00

1.00 1.00

0.00 0.00

0.00 1.00

1.00 1.00

1.00 0.00

0.00 0.00

0.00 1.00

0.00 0.00

0.00 1.00

0.00 0.00

0.00 1.00

0.00 0.00

0.00 1.00

1.00 1.00

0.00 0.00

1.00 1.00

0.00 1.00

0.00 0.00

1.00 1.00

0.00 0.00

0.00 1.00

0.00 0.00

0.00 1.00

0.00 0.00

0.00 1.00

1.00 0.00

0.00 0.00

0.00 FORD - F-250
FORD - F-550
FORD - F-250
FORD - F-550
FORD - F-550

CHEVY - TRAVERSE
Total Addl Vehicle Expense

JEEP - WRANGLER
FREIGHTLINER - 114SD
FREIGHTLINER - 114SD

CHEVY - COLORADO

CHEVY - COLORADO
FORD - F-250
$ -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
- 88,385 -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
354,511
354,314
46,377
46,377
43,495
43,495
-
-
-
-
-
FORD - F-250 -
City Council 4 – 34 12/5/2023
Schedule 11 - Vehicle Replacement Program
Vehicle Type FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 JOHN DEERE - 410L
FORD - F-250
FORD - F-250
FORD - F-250
FORD - F-250
FORD - F-550
FORD - F-550
FORD - F-550
CHEVY - 3500 UTILITY TRK

CHEVY - SILVERADO
FORD - F-550
FORD - F-550
FORD - F-250
CATERPILLAR - 926M

CHEVY - SILVERADO
FORD - F-550
FORD - F-250
FORD - F-550
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
- -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
279,569 -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
49,793
50,602
50,197
49,928
121,715
121,446
121,580
107,277
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
107,277
113,838
113,838
-
-
-
-
140,007
140,007
-
-
-
-
-
-
-
-
-
-
43,495 -
-
-
-
-
-
-
-
-
-
-
-
-
393,297
107,277
121,580
-
-
-
-
-
-
-
-
43,495 -
-
-
-
-
-
121,715
FORD - F-250
FORD - F-550
FORD - F-550

CHEVY - TRAVERSE
75,000
150,000
150,000
75,000
-
-
-
-
92,241
184,481
184,481
92,241
Total Vehicle Cost $ 450,000 - - 227,676 975,560 1,218,774 - 553,443 279,569 393,297 280,013 Cash Funded Average Spending $ 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 City Council 4 – 35 12/5/2023

NOTICE OF PUBLIC HEARING
Concerning proposed changes to the City of Santa Ana
Sanitation Services Users Charge
Pursuant to State law, the Santa Ana City Council will hold a public hearing at the time, date, and location specified below to consider increasing the Sanitation Services User Charges for the City’s sanitation services.

DATE: MMM DD, YYYY
TIME: 5:45 p.m.

LOCATION: City Council Chambers
22 Civic Center Plaza Santa Ana, CA 92701
If adopted, the increased user charges will become effective on July 1, 2024 and subject to annual user charge adjustments through July 1, 2028.

The public hearing will be conducted in accordance with California Constitution Article XIII D, Section 6 (also known as “Proposition 218”). This notice is being sent to all property owners and customers of record whose parcels receive sanitation services in the City of Santa Ana, who would be subject to the proposed user charge adjustments.

All members of the public are invited to attend the public hearing. Additionally, under Proposition 218, property owners and customers of record may submit a written protest to the proposed user charge changes. Only one protest per parcel is permitted.

Please refer to the “How Can I Participate?” section of this document for instructions on submitting a formal written protest against the proposed action. You may also appear at the public hearing at the date and time specified above. More information is available online at https://www.santa- ana.org/.

HOW CAN I PARTICIPATE?
The City of Santa Ana welcomes your participation and input throughout the process as the City Council considers increasing the user charges and estimated future user charge adjustments explained in this Notice. If you have questions or comments about the increase and estimated future user charges, here is what you can do:

CALL OR VISIT: Information on the increase user charges and estimated future user charge adjustments are available for review at the City’s Public Works Agency and on our website: https://www.santa- ana.org or call 714-647-3380 with questions.

WRITE OR E-MAIL: Written protests may be mailed to The City of Santa Ana, Attention:

City Clerk, P.O. Box 1988, M30, Santa Ana, CA 92702; delivered in-person to City Hall, 20 Civic Center Plaza, Santa Ana; or e-mailed to [email protected]. All protests shall include the name, property address, and signature of the person submitting the protest.

Oral protests do not count as formal written protests. Only one written protest per parcel is permitted.

EXHIBIT 2
City Council 4 – 36 12/5/2023
ATTEND THE PUBLIC HEARING: Written protests may also be submitted at the Public Hearing on MMM DD, YYYY, at 5:45 p.m., in the City Council Chambers at 22 Civic Center Plaza, Santa Ana, CA 92701. All members of the public will have an opportunity to speak and give testimony regarding the proposed sanitation user charges at the Public Hearing; however, only written protests will count toward a majority protest. Written protests must be received before the conclusion of the Public Hearing to be counted. The Public Hearing is subject to being held electronically or by teleconference if required or permitted by national, state and/or local orders as a result of a public health emergency crisis. In this event, information will be provided on the City's website and posted in City Council Chambers.

WHY HAVE I RECEIVED THIS NOTICE?
The City of Santa Ana is presenting the increased user charges for its roadway cleaning and environmental sanitation program services. Property owners and customers of record who would be impacted by these changes are receiving this notice. The City of Santa Ana is dedicated to providing reliable and cost-effective sanitation services to its residents/property owners, and businesses.

WHY ARE USER CHARGES INCREASING?
BACKGROUND: The City’s roadway cleaning and environmental sanitation programs play a vital role in maintaining the City's cleanliness and hygiene standards. These programs encompass a wide array of services, including street sweeping, abandoned item collection, sidewalk cleaning, and power washing, addressing illegal dumping, and cleaning alleys. Additionally, they ensure compliance with sanitation codes through rightof-way inspections and enforcement activities, as well as the removal of weeds from streets and sidewalks.

Beginning in fiscal year 2025, the City budget reflects several critical changes, including costs for contract maintenance staff to boost sanitation services, and for additional maintenance workers and program support employees. Furthermore, a significant ongoing expenditure of $3.0 million is earmarked for the introduction of a new street sweeping contract. This contract will enhance service frequency, especially in key arterial and commercial corridors, resulting in quicker response times, benefiting the entire community.

It's imperative to acknowledge the challenges faced by the City. Inflation, economic pressures, and supply chain disruptions have substantially increased costs. Notably, user charge has remained stagnant since 1996, and in 2019, it was reduced, placing additional strain on the City's finances. Despite these hurdles, the City remains dedicated to maintaining high cleanliness standards through strategic investments and efficient utilization of resources.

BASIS UPON WHICH THE CHARGES WERE CALCULATED: The City retained SCS Engineers (SCS) to perform a Sanitation Services Users Charge Study. This study included a five-year financial projection of anticipated growth, fund balances and reserve targets, revenues, operations and maintenance expenses, vehicle/equipment replacement expenses, and capital spending. The analysis determined that the City’s current user charge revenues will no longer be sufficient to meet the projected financial needs of the City Council 4 – 37 12/5/2023
City to fund its sanitation services operations. Therefore, a five-year financial management plan was calculated.

SCS determined that sanitation services user charge per unit should increase to a monthly charge of $11.72 per month in July 2024, billed bi-monthly as $23.44 per unit per bill. An inflationary-like increase of approximately 3.50% is anticipated to be necessary each July from 2025 to 2028.

The public hearing will include consideration of adopting a resolution that will authorize sanitation user charges and future user charge adjustments for a five-year period commencing July 1, 2024, through June 30, 2029. If approved by the City Council, the proposed user charges included in Exhibit A will go into effect on July 1, 2024, including annual user charge adjustments in user charge years two through five, based on the methodology contained in the tables below.

Any additional increase that exceeds this methodology and the additional user charge increase percentages below, in any year, would be subject to another Proposition 218 noticed public hearing and approval by the City Council.

SANITATION SERVICES USER CHARGES
Current
FY 2023-24
Proposed
FY 2024-25
Year 2
FY 2025-26
Year 3
FY 2026-27
Year 4
FY 2027-28
Year 5
FY 2028-29
Implementation
Date
July 1, 2024 July 1, 2025 July 1, 2026 July 1, 2027 July 1, 2028 Monthly User
Charge per Unit
$5.35 $11.72 $12.13 $12.56 $13.00 $13.45

PUBLIC HEARING PROCESS
At the time of the Public Hearing, the City Council will hear and consider all protests and objections to the proposed increases. Oral comments DO NOT qualify as a formal protest unless accompanied by a written protest. Upon conclusion of the hearing, the City Council will evaluate the written protests and consider the adoption of the proposed increases. If written protests are not submitted by at least a majority of identified parcels subject to the proposed adjustments (a “majority protest”), the City Council will be authorized to adopt the proposed user charge. If adopted, the increased user charges will become effective on July 1, 2024, and annual user charge adjustments effective July 1, 2025, through July 1, 2028.

FOR MORE INFORMATION
Please visit us at https://www.santa-ana.org/, to learn more about the proposed user charge changes.

City Council 4 – 38 12/5/2023
Public Works Agency
www.santa-ana.org/public-works
Item # 5
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 5, 2023
TOPIC: Santa Anita Park Improvements and New Synthetic Soccer Field

AGENDA TITLE
Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with Byrom-Davey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 19-7527) (Non-General Fund) (Revive Santa Ana Program)

RECOMMENDED ACTION

1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non-substantive changes approved by the City Manager and City Attorney.

2. Approve an amendment to the Fiscal Year 2023-24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19-7527).

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
On July 19, 2022, the City Council authorized the award of a construction contract to Byrom-Davey, Inc. for the total park renovation of Santa Anita Park, which includes a new synthetic turf soccer field, new sports lighting, built-in concrete bleachers incorporated into the grass slopes, upper terraces to allow for group or event canopies, a new basketball court, new play equipment, a parking lot expansion, new concrete walkways, new site lighting, and new landscaping and irrigation (Exhibit 1 & Exhibit 2).

On September 20, 2022, City Council authorized the increase of project contingency by $5,000,000 to capitalize on the favorable pricing of the existing contract with ByromDavey, Inc. (Exhibit 3) to demolish and reconstruct the park’s community center.

City Council 5 – 1 12/5/2023
Santa Anita Park Improvements and New Synthetic Soccer Field December 5, 2023

Page 2 ends

Plans and specifications for the new community center were developed during Q1 and Q2 2023, with costs estimated by a team that included Byrom-Davey and an architectural firm. Square footage was minimized and a value engineering exercise was conducted to ensure the project was achievable per the current industry cost/square foot. The plans were advertised for bids in August 2023. However, due to cost escalation, labor, and market pricing of material steadily rising, bids for the community center surpassed the $5,000,000 contingency identified for this portion of the work.

The recommended action will increase the project contingency by an additional $3,520,000, increasing the total estimated construction delivery cost to $18,033,011.30, as indicated in the Cost Analysis (Exhibit 4) and as summarized in the table below:

EXPENDITURE CATEGORY ORIGINAL
AMOUNT

ADDITIONAL

FUNDING NEW TOTAL
Construction Contract $7,317,701 $7,317,701
Construction Administration,
Inspection, Testing $731,770 $731,770
Contingencies $6,463,540 $3,520,000 $9,983,540
Total $14,513,011 $3,520,000 $18,033,011

ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER2021-77 was filed for the project.

FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $18,033,011, which includes construction, contract administration, inspection, testing, and an authorized contingency. Project No. 19-7527 is assigned to the Project Plans and Specifications and the Notice Inviting Bids. Project No. 22-7536 and 21-2745 are assigned to other funding sources for tracking of all expenditures to deliver the construction of this project.

On July 19, 2022, the City Council approved Appropriation Adjustments totaling $1,617,593 as part of the funding for these projects. The funds are budgeted and available for expenditure in the current Fiscal Year 2022-23 Capital Improvement Program (CIP) budget.

City Council 5 – 2 12/5/2023
Santa Anita Park Improvements and New Synthetic Soccer Field December 5, 2023

Page 3 ends

On August 2, 2022, the City Council approved the updated $128,360,000 Revive Santa Ana Spending Plan and an appropriation adjustment to authorize spending from the federal American Rescue Plan Act (ARPA). On September 20, 2022, $5,000,000 from this amount was allocated for Santa Anita Park community center renovations. An additional $3,520,000 will be allocated to cover the cost of labor and material cost escalation for the remainder of the improvements on the project.

Funding for these projects in the amount of $2,942,540 was approved for expenditure in the Fiscal Year 2022-23 Council approved capital budget.

The following table summarizes the funds budgeted and available for expenditure to deliver construction of this project (Exhibit 5).

Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit -
Account No.

Description
Amount
Existing Project Budget
2023-24 31113260-66220
(19-7527)
Residential
Development
District 1
Residential
Development District
1, Improvements
Other Than Buildings
$385,250
2023-24 31413260-66220
(19-7527)
Residential
Development
District 4
Residential
Development District
4, Improvements
Other Than Buildings
$42,378
2023-24 31513260-66220
(19-7527)
Residential
Development
-Harbor
Specific Plan
Residential
Development District,
Improvements Other
Than Buildings
$2,912,013
2023-24 16113269-66220
(19-7527)
Parks
Capital
Grants
2018 Park Bonds
Act-Per Capita,
Improvements Other
Than Buildings
$177,952
2023-24 16113268-66220
(19-7527)
Parks
Capital
Grants
2002 Resources
Bond Act,
Improvements Other
Than Buildings
$1,000,000
2023-24 13518783-66220
(19-7527)
Community
Development
Block Grant
Community
Development Block
Grant Programs,
Improvements Other
Than Buildings
$511,839
City Council 5 – 3 12/5/2023
Santa Anita Park Improvements and New Synthetic Soccer Field December 5, 2023

Page 4 ends

Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit -
Account No.

Description
Amount
2023-24 13518783-66220
(22-7536)
Community
Development
Block Grant
Community
Development Block
Grant Programs,
Improvements Other
Than Buildings
$600,000
2023-24 13518783-66220
(23-7533)
Community
Development
Block Grant
Community
Development Block
Grant Programs,
Improvements Other
Than Buildings
$800,000
2023-24 01213020-66220
(21-2745)
Cannabis
Public Benefit
Fund
PRCSA Youth
Services,
Improvements Other
Than Buildings
$3,083,579
2023-24 18117013-66200
(22-1378)
American
Rescue Plan
Act (ARPA)

ARPA-PWA,
Improvements Other
Than Buildings $5,000,000
Total $14,513,011
Additional Funding
2023-24 18117013-66200
(22-1378)
American
Rescue Plan
Act (ARPA)

ARPA-PWA,
Improvements Other
Than Buildings $3,520,000
Grand Total $18,033,011

EXHIBIT(S)

1. Location Map

2. July 19, 2022 Staff Report

3. September 20, 2022 Staff Report

4. Cost Analysis

5. FY 2023-24 Capital Improvement Program Sheet
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager
City Council 5 – 4 12/5/2023
PWA

SANTA ANA

PUBLIC WORKS AGENCY
Project No. 19-7527
Santa Anita Park New Synthetic Soccer Field &
Park Improvements
Project
Location
City Council 5 – 5 12/5/2023
Public Works Agency
www.santa-ana.org/pw
Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 19, 2022
TOPIC: Santa Anita Park Field and Park Improvements

AGENDA TITLE
Approve Appropriation Adjustments and Award a Construction Contract to Byrom-Davey Inc. in the Amount of $7,317,701 for the Santa Anita Park New Synthetic Soccer Field and Park Improvements FY 2022-23 Project with an Estimated Project Delivery Cost of $9,513,011.30 (Project Nos. 19-7527, 20-2745) (Non-General Fund)

RECOMMENDED ACTION

1. Approve an Appropriation Adjustment recognizing revenue received in prior years in the amount of $1,439,641 in the Residential Development District 1 and District 4 ($869,224 and $570,417, respectively), District Park Acquisition & Development Fees revenue account and appropriating the same amount into the Residential Development District 1 and District 4, Improvements Other Than Building expenditure account for FY 2022-23 capital operating expenses. (Requires five affirmative votes)

2. Approve an Appropriation Adjustment recognizing the grant revenue from the 2018 Parks Bond Act Per Capita Grant Program in the amount of $177,952 in the PRCSA Capital Grants revenue account and appropriating the same amount into the 2018 Parks Bond Act-Per Capital Improvements Other Than Building expenditure account for FY 2022-23 capital operating expenses. (Requires five affirmative votes)

3. Award a construction contract to Byrom-Davey Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $7,317,701 for construction of the Santa Anita Park New Synthetic Soccer Field and Park Improvements FY 2022-23, for the term beginning July 19, 2022 and ending upon project completion, and authorize the City Manager to execute the contract subject to non-substantive changes approved by the City Manager and the City Attorney.

4. Approve the Project Cost Analysis for a total estimated construction delivery cost of $9,513,011.30, which includes $7,317,701.00 for the construction contract, $731,770.10 for contract administration, inspection and testing, and a $1,463,540.20 project contingency for unanticipated or unforeseen work.

5. Approve an amendment to the Fiscal Year 2022-23 Capital Improvement Program to modify and combine all Santa Anita Park Improvement Projects.

EXHIBIT 2
City Council 5 – 6 12/5/2023
Award Construction Contract to Byrom-Davey Inc.

July 19, 2022

Page 2 ends

DISCUSSION
Santa Anita Park was developed and added to the park system in 1970. Since then it has remained largely unchanged. This very comprehensive project will enable a total park renovation that includes a new synthetic turf soccer field, new sports lighting, regrading of the adjacent grass slopes to incorporate built-in concrete bleacher seating, upper terraces to allow for group or event canopies, a new basketball court, new play equipment, a parking lot expansion, new concrete walkways, new site lighting, new landscape and irrigation (Exhibit 1).

In addition, staff is currently awaiting an anticipated $5 million of American Rescue Plan Act of 2021 (ARPA) federal funds for these park improvements, pending Council approval. The additional funds will permit the hiring of a Design-Build architecture firm to assist with the demolition and reconstruction of the deteriorating Santa Anita Community Center facility.

Public Outreach and Contractor Participation
To provide an opportunity for local vendors to submit bids, a Notice Inviting Bids was advertised in the Orange County Register newspaper on March 14 and March 21, of 2022.

The project was also advertised on PlanetBids from March 14, 2022, through April 18, 2022, and bids were received electronically via PlanetBids on April 18, 2022.

The City notified a total of 1,351 regional vendors via PlanetBids, 79 of which are Santa Ana-based. Ninety-five vendors requested bidding documents. A total of four bids were received, including one from a Santa Ana contractor.

Bid Results Summary
RANK BIDDER’S NAME LOCATION BASE BID
1 Byrom-Davey Inc. San Diego $7,317,701.00
2 Ohno Construction Company Fontana $7,790,000.00
3 MMC, Inc. La Palma $7,988,301.00
4 Archico Design Build Inc. Santa Ana $8,427,886.89
A total of four bids were received, and all were deemed responsive. Byrom-Davey Inc. submitted the lowest responsive base bid in the amount of $7,317,701.00 (Exhibit 2). In the past five years, Byrom-Davey, Inc. has not performed work for the City of Santa Ana Public Works Agency. Byrom-Davey Inc. did complete work satisfactorily in 2004. Based on the bid analysis and a contractor’s reference check, staff recommends awarding the construction contract to Byrom-Davey Inc., in the amount of the base bid totaling $7,317,701.00 (Exhibit 3).

City Council 5 – 7 12/5/2023
Award Construction Contract to Byrom-Davey Inc.

July 19, 2022

Page 3 ends

Project Delivery
To deliver a complete project, in addition to the construction contract, the estimated total project delivery cost includes construction administration, inspection, and testing, along with an allowance for contingencies to account for unexpected or unforeseen conditions.

Construction administration and inspection includes construction management; implementation of the City’s Community Workforce Agreement requirements; inspection of the Contractor’s work to ensure contract compliance, workmanship, and quality; and materials testing. As indicated in the Cost Analysis (Exhibit 4) and as summarized in the table below, the estimated total construction delivery cost of the project is $9,513,011.30.

Project Item Total
Construction Contract $7,317,701.00
Construction Administration, Inspection, Testing $731,770.10 Contingencies $1,463,540.20
Total $9,513,011.30
Approval of the amendment to the FY 2022-23 Capital Improvement Program (Exhibit 5) will officially incorporate this project into the program.

ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER2021-77 was filed for the project.

FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $9,513,011.30, which includes construction, contract administration, inspection, testing, and an authorized contingency. Project No. 19-7527 is assigned to the Project Plans and Specifications, and the Notice Inviting Bids. Project Nos. 22-7536 and 21-2745 are assigned to other funding sources for tracking of all expenditures to deliver the construction of this project.

Funds associated with the project (except those included in Recommended Actions 1 and 2) were originally appropriated in Fiscal Year 2021-22, but due to the fact that the award of the contract has crossed into a new fiscal year, a request to carryover funds in the accounts below will be submitted as part of the citywide carryover process. The citywide carryover request is normally presented to the City Council in September or October, after year-end balances of the prior year are available. In order to avoid delaying the project until September/October, staff are moving forward with the project and will expend funds in the accounts identified below with the understanding that approval of the carryover request will occur at a future date. Lastly, Cannabis Public Benefit Funds were reallocated from Splash Pad Projects in order to cover the funding gap.

City Council 5 – 8 12/5/2023
Award Construction Contract to Byrom-Davey Inc.

July 19, 2022

Page 4 ends

With the approval of the following appropriation adjustments, the funds recognized will be available for delivery of this project.

1. Recognize revenue received in prior years in the amount of $1,439,641 in the Residential Development District 1 and District 4 ($869,224 and $570,417, respectively), District Park Acquisition & Development Fees revenue accounts (Nos. 31113002-53300 & 31413002-53300) and appropriating the same amount into the Residential Development District 1 and District 4, Improvements Other Than Building expenditure account (Nos. 31113260-66220 & 31413260-66220) for FY 2022-23 capital operating expenses.

2. Recognize the grant revenue from the 2018 Parks Bond Act Per Capita Grant Program in the amount of $177,952 in the PRCSA Capital Grants, State GrantDirect revenue account (No. 16113002-52025) and appropriate the same amount into the 2018 Parks Bond Act-Per Capita, Improvements Other Than Building expenditure account (No. 16113269-66220) for FY 2022-23 capital operating expenses
After the appropriation adjustments, the following table summarizes the funds budgeted and available for expenditure to deliver construction of this project.

Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit -
Account No.

Description
Amount
Appropriation Adjustments
2022-23 31113260-66220
(19-7527)
Acquisition
and
DevelopmentDistrict 1
Residential
Development District
1, Improvements
Other Than Building
$869,224.00
2022-23 31413260-66220
(19-7527)
Acquisition
and
DevelopmentDistrict 4
Residential
Development District
4, Improvements
Other Than Building
$570,417.00
2022-23 16113269-66220
(19-7527)
PRCSACapital Grants
2018 Park Bonds
Act-Improvements
Other Than Building
$177,952.00
Total $1,617,593.00
Existing Project Budget
2022-23 31113260-66220
(19-7527)
Acquisition
and
DevelopmentDistrict 1
Residential
Development District
1, Improvements
Other Than Building
$1,900,000.00
City Council 5 – 9 12/5/2023
Award Construction Contract to Byrom-Davey Inc.

July 19, 2022

Page 5 ends

Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit -
Account No.

Description
Amount
2022-23 16113268-66220
(19-7527)
PRCSACapital Grants
2002 Resources
Bond Act,
Improvements Other
Than Building
$1,000,000.00
2022-23 13518783-66220
(19-7527)
Community
Development
Block Grant
Community
Development Block
Grant Programs,
Improvements Other
Than Building
$511,839.49
2022-23 13518783-66220
(22-7536)
Community
Development
Block Grant
Community
Development Block
Grant programsImprovements Other
Than Building
$600,000.00
2022-23 13518783-66220
(TBD)
Community
Development
Block Grant
Community
Development Block
Grant programsImprovements Other
Than Building
$800,000.00
2022-23 01213020-66220
(21-2745)
Cannabis
Public Benefit
Fund
PRCSA Youth
ServicesImprovements Other
Than Building
$941,038.81
2022-23 01213020-66220
(21-2745)
Cannabis
Public Benefit
Fund
PRCSA Youth
ServicesImprovements Other
Than Building
$2,142,540.00
Total $7,895,418.30
Grand Total $9,513,011.30
Anticipated Additional Funding (August 16, 2022 Council Meeting) 2022-23
XXXXXXXXXXXXX
(XX-XXXX)
American
Rescue Plan
Act of 2021
(ARPA)
XXXXXXXXX $5,000,000.00

EXHIBIT(S)

1. Location Map

2. Bid Proposal

3. Construction Contract

4. Cost Analysis

5. Capital Improvement Program Worksheet
City Council 5 – 10 12/5/2023
Award Construction Contract to Byrom-Davey Inc.

July 19, 2022

Page 6 ends

Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
City Council 5 – 11 12/5/2023
Public Works Agency
www.santa-ana.org/pw
Item # 10
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
September 20, 2022
TOPIC: Santa Anita Park Improvements and New Synthetic Soccer Field

AGENDA TITLE
Approve Additional Contingency Funds in the Amount of $5,000,000 for an Existing Construction Contract with Byrom-Davey Inc. for the Santa Anita Park Improvements including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $14,513,011.30 (Project No. 19-7527) (Non-General Fund) (Revive Santa Ana Program)

RECOMMENDED ACTION

1. Approve an amendment to the Project Cost Analysis in the amount of $5,000,000 in additional contingency funds for a total estimated construction delivery cost of $14,513,011.30, which includes $7,317,701.00 for the construction contract; $731,770.10 for contract administration, inspection and testing; and a $6,463,540.20 project contingency for unanticipated or unforeseen work, subject to non-substantive changes approved by the City Manager and City Attorney.

2. Approve an amendment to the Fiscal Year 2022-23 Capital Improvement Program to include $5,000,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19-7527).

DISCUSSION
On July 19, 2022, the City Council authorized the award of a construction contract to Byrom-Davey, Inc. for the total park renovation that includes a new synthetic turf soccer field, new sports lighting, built-in concrete bleachers incorporated into the grass slopes, upper terraces to allow for group or event canopies, a new basketball court, new play equipment, a parking lot expansion, new concrete walkways, new site lighting, new landscape and irrigation (Exhibit 1). The project is currently under construction and additional improvements have been identified that surpass the existing contingency of $1,463,540.20. To capitalize on the favorable pricing of the existing contract with ByromDavey, Inc., staff recommends increasing the project contingency by $5,000,000.00 to renovate the park community center in addition to previously contracted work.

The recommended action will increase the project contingency by an additional $5,000,000, for an amended project contingency of $6,463,540.20, thereby increasing City Council 10 – 1 9/20/2022
EXHIBIT 3
City Council 5 – 12 12/5/2023
Approve Additional Contingency Funds for Santa Anita Park New Synthetic Soccer Field and Park Improvements
September 20, 2022

Page 2 ends

the total estimated construction delivery cost to $14,513,011.30, as indicated in the Cost Analysis (Exhibit 2) and as summarized in the table below:

EXPENDITURE

CATEGORY

ORIGINAL
AMOUNT

ADDITIONAL

FUNDING NEW TOTAL
Construction Contract $7,317,701.00 $7,317,701.00
Construction Administration,
Inspection, Testing $731,770.10 $731,770.10
Contingencies $1,463,540.20 $5,000,000.00 $6,463,540.20 Total $9,513,011.30 $5,000,000.00 $14,513,011.30

FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $14,513,011.30, which includes construction, contract administration, inspection, testing, and an authorized contingency. Project No. 19-7527 is assigned to the Project Plans and Specifications, and the Notice Inviting Bids. Project Nos. 22-7536 and 21-2745 are assigned to other funding sources for tracking of all expenditures to deliver the construction of this project.

On July 19, 2022, the City Council approved Appropriation Adjustments totaling $1,617,593.00 as part of the funding for these projects. The funds are budget and available for expenditure in current Fiscal Year 2022-23 capital budget.

Funding for these projects in the amount of $2,942,540 was approved for expenditure in the Fiscal Year 2022-23 Council approved capital budget.

The funding of $4,952,878.30 for these projects was appropriated in prior fiscal years’ capital budget. As part of the citywide budget carry-forward process, the request will be submitted to the Finance Department for these funds to be carried forward into Fiscal City Council 10 – 2 9/20/2022
City Council 5 – 13 12/5/2023
Approve Additional Contingency Funds for Santa Anita Park New Synthetic Soccer Field and Park Improvements
September 20, 2022

Page 3 ends

Year 2022-23. The carry-forward is a citywide effort and is compiled with requests from various departments. It will be presented for City Council approval under a separate agenda item.

The following table summarizes the funds budgeted and available for expenditure to deliver construction of this project.

Fiscal
Year
Accounting
Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit -
Account No.

Description
Amount
Existing Project Budget
2022-23 31113260-66220
(19-7527)
Acquisition
and
Developme
nt- District 1
Residential
Development District 1,
Improvements Other
Than Building
$2,769,224.00
2022-23 31413260-66220
(19-7527)
Acquisition
and
Developme
nt- District 4
Residential
Development District 4,
Improvements Other
Than Building
$570,417.00
2022-23 16113269-66220
(19-7527)
PRCSACapital
Grants
2018 Park Bonds
Act-Improvements
Other Than Building
$177,952.00
2022-23 16113268-66220
(19-7527)
PRCSACapital
Grants
2002 Resources
Bond Act,
Improvements Other
Than Building
$1,000,000.00
2022-23 13518783-66220
(19-7527)
Community
Developme
nt Block
Grant
Community
Development Block
Grant Programs,
Improvements Other
Than Building
$511,839.49
2022-23 13518783-66220
(22-7536)
Community
Development
Block Grant
Community
Development Block
Grant Programs,
Improvements Other
Than Building
$600,000.00
2022-23 13518783-66220
(23-7533)
Community
Development
Block Grant
Community
Development Block
Grant Programs,
Improvements Other
Than Building
$800,000.00
City Council 10 – 3 9/20/2022
City Council 5 – 14 12/5/2023
Approve Additional Contingency Funds for Santa Anita Park New Synthetic Soccer Field and Park Improvements
September 20, 2022

Page 4 ends

2022-23 01213020-66220
(21-2745)
Cannabis
Public Benefit
Fund
PRCSA Youth
Services,
Improvements Other
Than Building
$3,083,578.81
Total $9,513,011.30
Additional Funding
2022-23 18117013-66200
(TBD)
American
Rescue Plan
Act of 2021
(ARPA)
American Rescue Plan
Act-PWA – Reserve
Appropriation $5,000,000.00
Grand Total $14,513,011.30

EXHIBIT(S)

1. Location Map

2. Cost Analysis

3. FY 2021-22 Capital Improvement Program Sheet
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
City Council 10 – 4 9/20/2022
City Council 5 – 15 12/5/2023
PWA

SANTA ANA

PUBLIC WORKS AGENCY
Project No. 19-7527
Santa Anita Park New Synthetic Soccer Field &
Park Improvements
Project
Location
City Council 10 – 5 9/20/2022
City Council 5 – 16 12/5/2023
Construction Contract $ 7,317,701.00
Contract Administration, Inspection and Testing $ 731,770.10 Contingencies $ 1,463,540.20
Additional Contingencies $ 5,000,000.00
Contingencies $14,513,011.30

COST ANALYSIS
CONSTRUCTION OF PROJECT NO 19-7527: Santa Anita Park New Synthetic Soccer Field & Park Improvements
EXHIBIT 2
City Council 10 – 6 9/20/2022
City Council 5 – 17 12/5/2023
FY 22/23 FY 25/26 FY 26/27
FY
27/28
7,317,701 - - -
6,463,540 - - -
731,770 - - -
409,604 - - -
14,922,615 - - -
FY 22/23 FY 25/26 FY 26/27
FY
27/28
3,339,641 - - -
5,000,000
1,177,952 - - -
3,083,795 - - -
2,321,227 - - -
14,922,615 - - -
ARPA Funds
AGENCY: DIVISION: CONTACT:

Parks, Rec. & Community Services Administration Mike Ortiz, Senior Civil Engineer

TOTAL - - -
CDBG Programs - - -
Cannabis - - -
CA Capital Grant - - -
SOURCE OF FUNDS FY 23/24 FY 24/25 FY 28/29
A & D District 1 - - -

TOTAL - - -
Planning - - -
Contingency - - -
Engineering - - -
PROJECT COSTS FY 23/24 FY 24/25 FY 28/29
Construction - - -
CITY OF SANTA ANA FY 22/23CIP

CAPITAL IMPROVEMENT PROJECT WORKSHEET
PROJECT DESCRIPTION:

Santa Anita Park was developed and added to the park system in 1970. Since then it has remained largely unchanged. This very comprehensive project will enable a total park renovation that includes new synthetic turf soccer field, new sports lighting, regrading of the adjacent grass slopes to incorporate built-in concrete bleacher seating, upper terraces to allow for group or event canopies, new basketball court, new play equipment, parking lot expansion, new concrete walkways, new site lighting, new landscape and irrigation.

PROJECT NEED:

PRCSA regulates the amount of play on Santa Anita
grass sports field in order to maintain the turf and
prevent it from becoming a dirt field. With the lack of sports fields in the City, the installation of synthetic turf will help increase the amount of play on the field. The sports field already has sports lighting and is
completely fenced. The field is used for youth soccer.

The perimeter of the field will be planted with drought tolerant landscaping to help reduce water usage.

PROJECT TITLE:

Santa Anita Park Improvement
Project
PROJECT CATEGORY:

City & Park Facility Improvements
Park Facility

LOCATION MAP
EXHIBIT 3
City Council 10 – 7 9/20/2022
City Council 5 – 18 12/5/2023
Construction Contract $ 7,317,701.00
Contract Administration, Inspection and Testing 731,770.10 $ Contingencies 6,463,540.20 $
Additional Contingencies 3,520,000.00 $
Contingencies 18,033,011.30 $

COST ANALYSIS
CONSTRUCTION OF PROJECT NO 19-7527: Santa Anita Park New Synthetic Soccer Field & Park Improvements
EXHIBIT 4
City Council 5 – 19 12/5/2023
CITY OF SANTA ANA FY 21/22CIP

CAPITAL IMPROVEMENT PROJECT WORKSHEET
PROJECT DESCRIPTION:

PROJECT NEED:

PRCSA regulates the amount of play on Santa Anita grass sports field in order to maintain the turf and prevent it from becoming a dirt field.

With the lack of sports fields in the City, the installation of synthetic turf will help increase the amount of play on the field. The sports field already has sports lighting and is completely fenced. The field is used for youth soccer. The perimeter of the field will be planted with drought tolerant landscaping to help reduce water usage.

PROJECT TITLE:

Santa Anita Park
Improvement Project
PROJECT CATEGORY:

Park Facility Improvements

LOCATION MAP
AGENCY: DIVISION: CONTACT: DATE:

Parks, Rec. & Community Services Administration Mike Ortiz, Senior Civil Engineer 06-May-2022 PROJECT COSTS FY 21/22 FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 7,317,701 - - - - - -
731,770 - - - - - -
1,463,540 - - - - - -
Construction
Construction (Turf)
Construction Engineering
Contingency
Design Engineering 409,604 - - - - - -
TOTAL 10,491,213 - - - - - -
SOURCE OF FUNDS FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 27/28 FY 27/28 - - - - - -
A & D Funds - - - - - -
CDBG Programs - - - - - -

TOTAL - - - - - -
- - - - - -
State Grants
Cannabis Public Benefit Funds
FY 21/22
1,177,952
3,652,393
3,339,641
10,491,213
2,321,227
568,598 - - - - - -
EXHIBIT 5
City Council 5 – 20 12/5/2023
Public Works Agency
www.santa-ana.org/public-works
Item # 6
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 5, 2023
TOPIC: Amend Agreement with Amtech Elevator Services

AGENDA TITLE
Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20-068) (General Fund and Non-General Fund)

RECOMMENDED ACTION
Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023-XXX).

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
The Public Works Agency Building Maintenance Division is responsible for maintaining approximately 30 elevators in various City buildings including City Hall, Ross Annex Building, Santa Ana Regional Transportation Center, Police Department Jail, and the Santa Ana Zoo. In order to comply with regulations from the State of California Department of Industrial Relations, Division of Occupational Safety and Health (CalOSHA), regular preventative maintenance and periodic testing is required. Cal–OSHA inspects all elevators and escalators at least once per year and upon successful inspection, a conveyance permit for each piece of equipment is issued. Elevators may only be serviced by certified operation technicians.

On July 7, 2020, the City Council approved an agreement with AMTECH Elevator Services to provide elevator maintenance and repair services at various City facilities for a three-year period beginning July 7, 2020 and expiring on June 30, 2023, with provisions for two one-year extensions exercisable by the City Manager and the City Attorney. Many of the elevators are original to these buildings and because of their age, there has been an increase in repairs and maintenance. Due to the age of these elevators, the cost of material and labor needed to keep them running has increased. It is critical for obsolete drives to be replaced with modernized drives to keep the City Council 6 – 1 12/5/2023
Amend Elevator Services Agreement
December 5, 2023

Page 2 ends

machines operating in safe conditions. Staff is recommending an increase to the agreement for elevator services by $163,025, for a revised annual amount not to exceed $354,425 for the remainder of the agreement term (Exhibit 1).

Additionally, Staff is requesting a $391,118 increase in FY 2023-24 for a Supplemental Budget Request (SBR) approved for elevator drive upgrades for the Police Department to update elevators at their Jail Facility. Elevator modernization is critical to address safety concerns and to prevent any impact to normal operations of the jail facility.

FISCAL IMPACT
Funding is available in the FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.

Fiscal Year Accounting
Unit –
Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account No.

Description
Amount

REQUESTED AMENDMENT
2023-24 07317100-
62300
Building
Maintenance
Fund
Building
Maintenance,
Contract ServicesProfessional
$131,900
2023-24 06717650-
62300
Regional
Transportation
Center

PWA SARTC
Operations,
Contract ServicesProfessional
$10,000
2023-24 01113220-
62300
General Fund PRCSA-Zoo,
Contract ServicesProfessional
$1,125
2023-24 01117017-
62300 (24-
6027)
General Fund Building & Facility,
Contract ServicesProfessional
$20,000
2023-24 01117017-
62300 (24-
6049)
General Fund
(SBR)
Building & Facility,
Contract ServicesProfessional
$391,118

OPTIONAL ONE YEAR EXTENSION
2024-25 07317100-
62300
Building
Maintenance
Building
Maintenance,
Contract ServicesProfessional
$131,900
2024-25 06717650-
62300
Regional
Transportation
Center

PWA SARTC
Operations,
Contract ServicesProfessional
$10,000
City Council 6 – 2 12/5/2023
Amend Elevator Services Agreement
December 5, 2023

Page 3 ends

Fiscal Year Accounting
Unit –
Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account No.

Description
Amount
2024-25 01113220-
62300
General Fund PRCSA-Zoo,
Contract ServicesProfessional
$1,125
2024-25 01117017-
62300 (24-
6027)
General Fund Building & Facility,
Contract ServicesProfessional
$20,000
TOTAL $717,168
Any remaining balances not expended for the end of the fiscal year will be presented to City Council for approval of carryovers for subsequent fiscal years.

EXHIBIT(S)

1. First Amendment with Amtech Elevator Services
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager
City Council 6 – 3 12/5/2023

FIRST AMENDMENT TO CONTRACTOR AGREEMENT BETWEEN AMTECH

ELEV A TOR SERVICES AND THE CITY OF SANT A ANA
THIS FIRST AMENDMENT to the above-referenced agreement is entered into on December 5, 2023, by and between Amtech Elevator Services ("Contractor") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City").

RECITALS
A. The parties entered into Agreement No. A-2020-143 ("Agreement") dated July 7, 2020, to provide elevator maintenance and repair services. The engagement of Contractor for said services was based on the selection of Contractor's response to City's Request for Proposal No. 20-068.

B. The Agreement's term was originally set to expire on June 30, 2023. However, the Agreement provides for up to two (2), one (I) year extensions, for which the City exercised the first one (I) year extension on April 21, 2023. The Agreement now runs until June 30, 2024 and is current and in effect.

C. Elevator repairs and maintenance have become more frequent over the past year. Many of the City's elevators are original to when various City buildings were constructed and range from I 6 to 65 years in age. With the lifespan of elevators averaging approximately 20 years, the cost for materials and labor necessary to keep these conveyances running bas increased substantially over time. It is critical for obsolete drives to be replaced with modernized drives to ensure the machines are operating safely.

D. The parties now wish to amend the Agreement to increase the total "not to exceed" amount available under the Agreement by an additional $717,168.00, for a total not to exceed amount of $1,674,168.00 over the remaining term of the Agreement, including all extension periods.

No other changes are contemplated by this First Amendment.

The Parties therefore agree:

I. Section 2.a., Compensation, is amended to read as follows:

City agrees to pay, and Contractor agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B. The total amount to be expended during the term of this Agreement shall not exceed $1,674,168.00 (including extension periods).

This sum shall be comprised of the base amount of $1,299,168.00, with a contingency amount of $375,000.00 (to be exercised at City's sole discretion) for a total not to exceed amount of $1,674,168.00 during the term of this Agreement, including any extension periods exercised by the City pursuant to Section 3, below.

EXHIBIT 1
City Council 6 – 4 12/5/2023

2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above.

ATTEST: CITY OF SANTA ANA
Jennifer L. Hall
City Clerk
Steven A. Mendoza
Acting City Manager
APPROVED AS TO FORM:

SONIA R. CARVALHO
e ow 2%
Assistant City Attorney

CONTRACTOR
By: Ti Hert
Its: (oral MaocGe©
City Council 6 – 5 12/5/2023
Public Works Agency
www.santa-ana.org/public-works
Item # 7
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 5, 2023
TOPIC: Memorial Park and Aquatics Facility Renovation

AGENDA TITLE
Amendment to the Fiscal Year 2023-24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22-1415) (Non-General Fund) (Revive Santa Ana Program)

RECOMMENDED ACTION

1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes)

2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3-In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes)

3. Approve an amendment to the Fiscal Year 2023-24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22-1415) (Non-General Fund)

4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one-year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023-XXX).

City Council 7 – 1 12/5/2023
Amend Agreement for Memorial Park and Aquatics Facility Renovation December 5, 2023

Page 2 ends

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
Memorial Park, dedicated in May 1950, is a 16.3 acre city park located in the centralsouth area of the City of Santa Ana. Both the community center and pool are original to the park and were installed in 1956. These facilities are old and deteriorated, preventing routine maintenance and renovations from being effective. Additionally, the floor plan layout no longer meets today’s programming needs.

On August 15, 2023, City Council awarded an agreement to ELS Architecture and Urban Design for architectural design services for the Memorial Park and Aquatics Facility Renovation. At that time, the contract amount was based on the total available project funding of $10 million.

During concept planning, the consultant advised that the cost of rebuilding the aquatics building and a 50-meter pool would far exceed the budget due to cost escalation, increased labor costs, unpredictable market conditions, and a recommended consideration of an alternative two-pool option. This alternative has additional benefits for both programmatic and budgetary reasons. Acting on the two-pool option would serve a larger audience as it includes both a 25-yard competitive pool and a family pool.

A two-pool option would also be phased, enabling the project to be partially completed within the existing budget.

After an extensive community outreach effort, including the Memorial Park Neighborhood Association and five schools that serve the Memorial Park community, the two-pool concept was overwhelmingly supported by the community. Staff recommends that the two pool concept be fully designed for construction. This recommendation comes with the support of the community. The estimated cost for a new aquatics facility, which includes a new building and the two pools is $22 million.

Staff recommends amending the consultant’s contract to include this additional scope of work and move forward with development of plans and specifications of the aquatics facility project (Exhibit 1).

FISCAL IMPACT
Funds are budgeted and available for expenditure in the Fiscal Year 2023-24. Any remaining balances not expended at the end of the fiscal year will be presented to City Council for approval of carryovers to FY 2024-25. The table below indicates the estimated expenditures by fiscal year.

City Council 7 – 2 12/5/2023
Amend Agreement for Memorial Park and Aquatics Facility Renovation December 5, 2023

Page 3 ends

Fiscal
Year
Accounting
Unit –
Account No.
(Project No.)
Fund Description
Accounting Unit,
Account No.

Description
Amount
Original Contract Amount
2023-24 18117013-
66220
(22-1415)
American Rescue
Plan Act (ARPA)
ARPA – PWA,
Improvements Other
Than Buildings
$1,779,170
Amendment
2023-24 18117013-
66220
(22-1415)
American Rescue
Plan Act (ARPA)
ARPA – PWA,
Improvements Other
Than Buildings
$1,079,000
TOTAL $2,858,170
Appropriation Adjustments
2023-24 31313260-
66220
(22-1415)
Residential
Development
District 3
Acquisition &
Development,
Improvements Other
Than Buildings
$8,398,266
2023-24 31313261-
66220
(22-1415) Residential
Development
District 3
A & D IN Lieu,
Improvements Other
Than Buildings
$41,829
TOTAL $8,440,095
GRAND TOTAL $11,298,265

EXHIBIT(S)

1. Agreement with ELS Architecture and Urban Design

2. Amendment to Fiscal Year 2023-24 CIP
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager
City Council 7 – 3 12/5/2023

FIRST AMENDMENT TO AGREEMENT WITH

ELS ARCHITECTURE AND URBAN DESIGN TO PROVIDE

LANDSCAPE ARCHITECTURAL SERVICES
THIS FIRST AMENDMENT to the above-referenced agreement is entered into on December 5, 2023, by and between ELS Architecture and Urban Design (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). (Consultant and City are also referred to as the “Parties.”)

RECITALS
A. The Parties entered into Agreement No. A-2023-150 (“Agreement”) dated August 15, 2023 to provide master planning, preparation of contract documents, and construction support for the new Memorial Park and Aquatics Facility Renovation. The Agreement term runs until August 14, 2026 and is current and in effect.

B. The parties now wish to amend the Agreement to revise the scope of services to include a “two-pool concept aquatic center” and increase the overall compensation in consideration of the increased scope under the Agreement. No other changes are contemplated by this First Amendment.

The Parties therefore agree:

1. Section 1, Scope of Services, is amended as follows:
a. Exhibit A-1 to this First Amendment shall replace the schematic drawing, marked as Exhibit 1, on the last page of Exhibit A.
b. Exhibit B-1 to this First Amendment, identified as the October 23, 2023 proposal for a request for additional services, shall be included as part of the Consultant’s proposal in Exhibit B.

2. Section 2.a., Compensation, is hereby amended to increase the total compensation by one million, seventy-nine thousand dollars and no cents ($1,079,000.00). The total compensation amount for this Agreement shall not exceed two million, eight hundred and fifty-eight thousand, one hundred and seventy dollars and no cents ($2,858,170.00). Rates and charges shall be amended to include Exhibit C-1 to this First Amendment.

3. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect.
[signature page to follow]
EXHIBIT 1
City Council 7 – 4 12/5/2023
City Council 7 – 5 12/5/2023
EXHIBIT A-1
City Council 7 – 6 12/5/2023
Futsal
Basketball
Gymnasium Aquatic
Center
Park
North
Park
Bandshell & South
Amphitheater
Playground
EXHIBIT A – 1 OF 2

10.21.2023
City Council 7 – 7 12/5/2023
Futsal
Basketball
Gymnasium
EXHIBIT A – 1 OF 2

10.21.2023
City Council 7 – 8 12/5/2023
EXHIBIT B-1
City Council 7 – 9 12/5/2023

Santa Ana Memorial Park Master Plan and Aquatic Center
Additional Service Request No. 03
Scope increase to include two-pool concept aquatic center, as recently presented during community engagement process and represented in the attached Memorial Park Master Plan dated October 21, 2023 – Please see attached Exhibit A
ELS requests an increase in contract fees for the following:

Advancing the Aquatic Center Concept for Memorial Park from a single pool aquatic center and construction budget of $12MM, to a two-pool aquatic center concept with a construction budget of $22MM. Some of the effort for this increased scope has been completed under PART I – Concept Planning (30%), but most of the increased scope will be carried forth under PART II – Contract Documents (60%, 90% and 100%). Construction Support is included as an optional service.

In the interest of time, and while this ASR #3 is processed, we are requesting an email authorization to advance the scope of the work described above, as part of PART II – 60% (Design Development) scope per our contract. We would like to receive that email authorization by 5pm on Monday, October 23.

Please see our Fee Matrix, Exhibit B for a breakdown (by PART and TASK) of our lump sum, not-toexceed fee increase of $1,079,000.00 for the scope described in this ASR. The effort will include ELS Architecture and Urban Design and SWA Landscape Architects, as well as the following:
 Aquatic Design Group (Pools)
 KPFF (Civil)
 John A Martin and Associates (Structural)
 Guttmann & Blaevoet (MEP)
 Mack5 (Cost Estimating)
If the City of Santa Ana is agreeable to the above, please sign below and return a signed copy to our office, or we will look forward to receiving an amendment to our agreement. This Additional Services Request will increase our total contract dollar amount by $1,079,000.00 (One Million, Seventy-Nine Thousand Dollars and Zero Cents) + Reimbursable Expenses.

Date October 23, 2023
To Suzi Furjanic, City of Santa Ana
From Clarence Mamuyac/Kenneth Hasegawa
Project Santa Ana Memorial Park Master Plan and Aquatic Center Subject Request for Additional Service Fees No. 3
City Council 7 – 10 12/5/2023

Thank you in advance for your consideration. Should you have any questions, please do not hesitate to contact us.

APPROVED
_________________________________________________________________ Suzi Furjanic, AIA
Associate Park & Landscape Planner
City of Santa Ana, Public Works Agency
Attachments:
 Memorial Park Master Plan, Dated 10/21/2023
 Fee Matrix, dated 10/22/2023
End of Additional Service Request No. 3
City Council 7 – 11 12/5/2023
EXHIBIT C-1
City Council 7 – 12 12/5/2023

ORIGINAL CONTRACT

LUMP SUM BUDGET AMOUNTS, PER PART AND TASK AND STIPULATED IN OUR CONTRACT PROFESSIONAL DESIGN FEES MATRIX - EXHIBIT 1

BREAKDOWN OF LUMP SUM FEES BASED UPON HOURLY RATES
REVISED September 19, 2023 - Single Pool Aquatic Center at $12MM Budget Two Pool REVISED October 21, 2023 - Two Pool Aquatic Center at $22MM Budget Aquatic Center $22MM Budget
PART I - CONCEPT PLANNING (30%)
TASK 1 PRELIMINARY CONCEPT PLANNING (REMOVED FROM ELS SCOPE) $ - $ - TASK 2 FINAL CONCEPT DESIGN $ 336,000.00 # $ 243,809.01 SUBTOTAL FOR PART 1 - CONCEPT PLANNING AND CEQA/NEPA $ 336,000.00 $ 243,809.01 PART II - CONTRACT DOCUMENTS (60%, 90% and 100%)
TASK 3 DESIGN DEVELOPMENT PHASE 60% $ 360,000.00 # $ 261,223.94 TASK 4 CONSTRUCTION DOCUMENTS 90% - PRE FINAL $ 432,000.00 # $ 313,468.73 Permit
TASK 5 CONSTRUCTION DOCUMENTS PHASE 100% PERMIT AND BID ISSUE $ 71,000.00 # $ 51,519.17 Bid Issue
SUBTOTAL FOR PART 2 - CONTRACT DOCUMENTS $ 863,000.00 $ 626,211.84 SUBTOTAL FEED PART 1 and PART 2 $ 1,199,000.00 $ 870,020.85 TASK 6 Construction Support Phase - Optional Service $ 288,000.00 # $ 208,979.15 SUBTOTAL FOR CONSTRUCTION SUPPORT PHASE - OPTIONAL SERVICE $ 288,000.00 $ 208,979.15 TOTAL DESIGN FEE $ 1,487,000.00 # $ 1,079,000.00
Single Pool
Aquatic Center
$12MM Budget

SINGLE POOL CONCEPT
ASR #3
DELTA
Increase for a
2-Pool Concept
$22MM Budget

MEMORIAL PARK MASTER PLAN AND REIMAGINED AQUATIC CENTER

CITY OF SANTA ANA
City Council 7 – 13 12/5/2023
EXHIBIT 2
City Council 7 – 14 12/5/2023
Community Development Agency
www.santa-ana.org/community-development
Item # 8
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 5, 2023
TOPIC: Approve a Street Outreach and Engagement Agreement with City Net

AGENDA TITLE
Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality-of-Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non-General Fund)

RECOMMENDED ACTION

1. Authorize the Interim City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality-of-life services from January 1, 2024 through December 31, 2024, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023-XXX).

2. Authorize the Interim City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available.

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
The City of Santa Ana currently contracts with City Net to provide a trauma informed, non-law enforcement, homeless outreach and engagement resource, referred to as SMART (Santa Ana’s Multi-Disciplinary Homeless Response Team). City Net staff are subject matter experts in the field of homelessness, trained in crisis intervention, mental health, addiction, and medical services and are capable of providing services in the field to assist individuals out of homelessness. City Net responds to reports of non-criminal homelessness related activity identified through the MySantaAna app, the community call line, and Santa Ana Police Department dispatch. The dispatched calls for service for non-criminal homelessness issues previously handled by SAPD Officers, now transitioned to the SMART team, provide additional time for Officers to respond to calls for service of a criminal nature.

The last contract approved by the City Council was on December 6, 2022 in an amount of $2,801,700.10. At that time, the City Council directed staff to identify specific City Council 8 – 1 12/5/2023
Approve a Street Outreach and Engagement Agreement with City Net December 5, 2023

Page 2 ends

performance metrics that could enhance the City’s overall mission to reduce homeless activity and to withhold a percentage of the total contract value if the metrics were not met. To meet this directive, a quarterly evaluation of performance by City staff was incorporated into the 2022 SMART contract. A progress report on the contract performance metrics was shared with City Council on October 17, 2023. Included in the report was staff’s determination that contract performance goals and performance deliverables were responsive and provided a benefit to the City.

City Net’s deliverables for the upcoming 2024 contract are listed below and again, must be achieved in order for ten percent (10%) of the contract to be released to the vendor:
‘ Annual
Goal
Outreach Contactsi 4,000
Substance Abuse Assessment 120
Phone Calls Dispatched 8,000
Case Managementiii 1,020
Jail Release Program Positive Exits 25
Street Exitsiv 850
The proposed 2024 Contract’s Scope of Work and Budget extends the SMART program’s operating hours from current hours of 7 a.m. to 9 p.m., Monday through Friday, and 9 a.m. to 9 p.m. on weekends, to 7 a.m. to 11 p.m., seven days a week. If the extended evening hours become unwarranted as determined by City staff, the hours will be reduced and will be reflected in invoices to the City. The Scope of Work also incorporates a new Jail Release Program to provide outreach to clients exiting from the Santa Ana jail in need of housing and shelter services.

The Budget reflects a competitive package accounting for inflation, health insurance coverage, and an increase in staff salaries to align with the salaries and contracts offered by other cities. Collectively, these increases have created a larger than normal year-over-year increase. A 2023 Market Wage Analysis determined that many of City Nets salaries were low, based on industry standards, which over the past year resulted in staffing shortages as several staff separated from the non-profit for higher paying positions. Base salaries for 2024 upward have been adjusted so that staff are compensated competitively according to current market rates. Providing industry standard compensation will help attract and retain top talent and foster a motivated and dedicated workforce.

FISCAL IMPACT
The current fiscal year funding is available in the FY 2023-24 budget and future fiscal year funding will be included in the proposed budgets for City Council consideration. Funds per fiscal year may vary based upon actual invoicing of hours and services worked.

City Council 8 – 2 12/5/2023
Approve a Street Outreach and Engagement Agreement with City Net December 5, 2023

Page 3 ends

Fiscal
Year
Accounting
Unit-Account
Fund
Description
Accounting Unit,
Account
Description
Amount
FY 23-24 12218717-69135 Emergency and
Health Grants
HHAP 3 –
Payment to Subagent $1,885,922.70
FY 24-25 12218718-69135 Emergency and
Health Grants
HHAP 4 –
Payment to Subagent $1,347,037.51
FY 24-25 12218717-69135 Emergency and
Health Grants
HHAP 3 –
Payment to Subagent $608,885.30
Total $3,841,845.51

EXHIBIT(S)

1. Agreement with City Net
Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Tom Hatch, Interim City Manager
City Council 8 – 3 12/5/2023
1 AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
KINGDOM CAUSES, INC. DBA CITY NET FOR

STREET OUTREACH AND ENGAGEMENT SERVICES
THIS STREET OUTREACH AND ENGAGEMENT AGREEMENT (“Agreement”) is made and entered into on this 5
th day of December, 2023, by and between Kingdom Causes, Inc., dba City Net, a California nonprofit corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

RECITALS
A. In April, 2021, the City released Request for Proposals #21-061 (“RFP”) for the Homeless Outreach – Street Outreach and Engagement pilot program in the City of Santa Ana, which is service delivery for the specific purpose of reaching out to unsheltered homeless neighbors; connecting them with emergency shelter, housing, or critical services; and providing urgent, non-facility-based care. The RFP allowed for selection of vendor to provide services for up to two (2) years with extensions.

B. On October 6, 2021, the Parties entered into Agreement #A-2021-096 for said services and included the RFP as an exhibit to the Agreement #A-2021-096. On July 19, 2022, City Council approved a six-month amendment to extend Agreement #A-2021-096 with City Net through December 31, 2022.

C. On December 6, 2022, the Parties entered into Agreement #A-2022-240 for said services for a one (1) year term through December 31, 2023, consistent with the requirements and terms of the RFP.

C. City seeks a Contractor which is qualified by experience, preparation, organization, staffing and management to operate programs on behalf of homeless individuals and is familiar with existing homeless services in the City. The City finds that the pilot program, along with the engagement for 2023 with CityNet, was successful. Therefore, under the scope of the RFP, and by the services previously provided by the agreements detailed in these recitals, the City seeks to engage Contractor to continue its Street Outreach and Engagement services in the City of Santa Ana consistent with requirements and term provided in the RFP.

D. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional firm in the field.

NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:

City Council 8 – 4 12/5/2023
2 1. SCOPE OF SERVICES
Contractor shall perform during the term of this Agreement, the tasks and obligations, including all labor, materials, tools, equipment, and incidental customary work, required to fully and adequately complete the services described and set forth in the Scope of Work attached hereto as Exhibit A.

2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services for City, the rates and charges detailed in the Budget attached hereto as Exhibit B.

The total sum to be expended during the term of this Agreement shall not exceed $3,841,845.51.
b. Contractor agrees and understands that the City has the right to withhold up to 10% of the total contract value pursuant to the contractor achieving performance-based goals provided in Exhibit A. City shall evaluate said goals on a quarterly basis.

Amounts subject to being withheld shall not exceed $96,046.14 per quarter, or $32,015.38 monthly, during each quarter. The total annual amount, subject to withholding, shall not exceed $384,184.55.
c. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures.

City and Contractor agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Contractor agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Contractor’s account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.
d. The compensation required pursuant to this Agreement will be paid by City to Contractor from multiple federal, state, and local funding sources (each individually a "Funding Source" and cumulatively the "Funding Sources"), including, but not limited to, the following:
i. HHAP
Contractor will be required to enter into a separate funding agreement for each Funding Source. Contractor will be required to comply with all requirements of each Funding Source, as detailed in the separate funding agreements. The total amount of compensation in said funding agreements shall count toward the total amount due and owing from City to Contractor under this Agreement, not compensation in addition to the total amount of this Agreement. If Contractor does not execute any of the separate funding agreements, Contractor will forfeit that City Council 8 – 5 12/5/2023
3 amount of funding from that Funding Source, and City will have the option to terminate this Agreement pursuant to the terms of Section 15, below. Additionally, in the event any Funding Source is reduced by 25% or more, City will have the option to terminate this Agreement pursuant to the terms of Section 15, below.

3. TERM
This Agreement shall commence on January 1, 2024, and continue through December 31, 2024, unless terminated earlier in accordance with Section 15 below.

4. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.

5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement (“Documents & Data”). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement.

Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

6. INSURANCE
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, its agents, representatives, employees, or subcontractors.

City Council 8 – 6 12/5/2023
4 a. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including property damage, bodily injury andpersonal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separatelyto this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall betwice the required occurrence limit.

2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non- owned), with limits no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease..

5. Sexual Abuse or Molestation (SAM) Liability: If the work will include contact withminors, and the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policycovering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim.

6. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
b. Other Insurance Provisions
The general liability policy is to contain, or be endorsed to contain, the following provisions:

1. The Entity, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts or equipment furnished in connection with such work or operations.

2. For any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, agents, and volunteers.

3. The Insurance Company agrees to waive all rights of subrogation against the Entity, its elected or appointed officers, officials, agents, and employees for losses paid under the terms of any policy which arise from work performed by the Instructor for the Entity. This provision also applies to the Instructor’s Workers’ Compensation policy.

4. Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the Entity.

City Council 8 – 7 12/5/2023
5 Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A: VII, unless otherwise acceptable to the Entity.

Verification of Coverage
Contractor shall furnish the Entity with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications, at any time.

Special Events Coverage for Instructors
Special events coverage is available for an additional fee to provide the liability insurance required by this agreement. Contractor can obtain additional information and cost from the Entity.

Special or Low Risk Activities
Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. The Entity reserves the right to modify or waive insurance requirements for certain low risk recreational activities.

7. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.

8. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ City Council 8 – 8 12/5/2023
6 letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement.

9. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement.

10. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential Information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential Information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that: (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor, disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or, (e) is independently developed by the Contractor without reference to information disclosed by the City.

11. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.

12. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal City Council 8 – 9 12/5/2023
7 opportunity employer and shall comply with all applicable federal, state and local laws and regulations.

13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.

14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services that are the subject to this Agreement performed by City personnel or by other contractors retained by City.

15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.

16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not City Council 8 – 10 12/5/2023
8 similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.

18. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.

19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:

To City:

Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:

Executive Director
Community Development Agency
City of Santa Ana
20 Civic Center Plaza (M-25)
P.O. Box 1988
Santa Ana, California 92702
Fax:

City Council 8 – 11 12/5/2023
9 To City Net:

A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.

20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
[signatures on following page]
Brad Fieldhouse
Executive Director
City Net
PO Box 90243
Long Beach, CA 90809
323-485-8881
City Council 8 – 12 12/5/2023
City Council 8 – 13 12/5/2023

EXHIBIT A
Scope of Work
City Council 8 – 14 12/5/2023
Exhibit A: Scope of Work
2024 Santa Ana Multidisciplinary Response Team (SMART)
City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 1 Project Overview
City Net will provide street outreach and engagement services through the Santa Ana Multidisciplinary Response Teams (“SMART”) in 2024.

In partnership with the Santa Ana Police Department, Santa Ana Community Development, and city departments such as Code Enforcement and Public Works, City Net will staff and deploy SMART teams in responding to homeless calls for service though street outreach and engagement, 16 hours per day, seven days a week. The SMART Teams will address non-emergency homeless calls to increase outreach focused on providing services, addressing mental health, connecting clients to housing and helping more people out of homelessness.

Through live dispatch (during operational hours) City Net will deploy multi-disciplinary teams of homeless services professionals to respond to homeless services calls received from the Santa Ana Police Department dispatch, My Santa Ana app (application, online and phone referrals), direct community calls through the City Net Outreach Line, and through proactive engagement by SMART teams. City Net will also implement a new Jail Release Program to provide outreach to clients exiting from the Santa Ana jail in need of housing and shelter services.

Deliverables (see endnotes for descriptions of terms below) Annual Goal
Outreach Contactsi 4,000
Substance Abuse Assessment 120
Phone Calls Dispatched 8,000
Case Managementiii 1,020
Jail Release Program Positive Exits 25
Street Exitsiv 850
Description of Services
Street Outreach
Street outreach is service delivery to engage homeless neighbors through the process of rapportbuilding for the purpose of connecting them with emergency shelter, housing, critical services, and providing urgent, non-facility-based care such as medical health treatment, mental health treatment, counseling, and other services essential for achieving independent living. Street outreach activities help homeless neighbors begin the process of obtaining appropriate supportive services, including assistance in obtaining permanent housing. Street outreach can be viewed as a “service in itself” and “a process of building a personal connection that may play a role in helping a person improve his or her housing, health status, or social support network” which “involves creativity, flexibility, may take City Council 8 – 15 12/5/2023
Exhibit A: Scope of Work
2024 Santa Ana Multidisciplinary Response Team (SMART)
City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 2 months or years and involves establishing a relationship” to connect a client to services (Olivet J, Bassuk E, Elstad E, Kenney R & Jassil L (2010) Outreach and Engagement in Homeless Services: A Review of the Literature. The Open Health Services and Policy Journal, 3, 53-70). Outreach is integrated into the County Coordinated Entry System (CES) and Homeless Management Information System (HMIS) to provide entrance to and service navigation within the Continuum of Care (CoC) and its resources.

Engagement
Engagement services are activities to locate, identify, and build relationships with homeless neighbors to offer support, intervention, and connections with homeless assistance programs and/or mainstream social services and other housing programs. Specific activities may include:
• Conducting an initial assessment of client needs and eligibility • Providing informal crisis counseling
• Addressing urgent physical needs, such as providing meals, blankets, clothes, or toiletries • Actively connecting and providing information and referrals to needed services • Making formal referrals into the city and/or CoC shelter and housing system Case Management
Case management activities assess housing and service needs and arrange, coordinate and/or monitor the delivery of individualized services. Specific activities include:
• Assessment and intake using HMIS
• Conducting initial evaluations including verifying and documenting eligibility • Developing/securing/coordinating services
• Helping obtain Federal, State, and local benefits
• Monitoring and evaluating program participant progress in particular programs • Providing information and referrals to other providers • Developing an individualized housing stabilization plan Supportive Services
Once enrolled in Case Management, clients are offered connections to the following supportive services:
• Medicaid/Medi-Cal
• Women, Infants and Children (WIC)
• Food Stamps/Cal-Fresh/EBT
• Federal-State Unemployment Insurance Program
• Social Security Disability Insurance (SSDI)
• Supplemental Security Income (SSI)
City Council 8 – 16 12/5/2023
Exhibit A: Scope of Work
2024 Santa Ana Multidisciplinary Response Team (SMART)
City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 3 • General Relief (GR), and
• Other mainstream resources such as housing, health, social services, employment, education services and youth programs that an individual or family may be eligible to receive.

Housing Navigation
Housing Navigators have the responsibility of properly matching clients to housing units. These matches require the following activities:
• Housing Needs Assessment
• Budget
• Complete housing applications and cover application fees • Address and overcome any potential barriers to housing (no/low credit, criminal charges, lack of rental history etc)
• Landlord introduction to client
• Provide a one-time move-in expense payment
• Neighborhood introduction so client can assess access and transportation to daily errands and supportive services
• Provide a “welcome home” donation package when client is housed, which includes a bed, nightstand, and couch
• Provide resources for housed clients to connect with the ensure housing stability City Jail Release Program
As a Homeless service provider in Orange County, we understand there are gaps in our system to assist our homeless neighbors. In collaboration with the City of Santa Ana Police Department Jail, Homeless Liaison Officers, and City Net’s Santa Ana Multi-Disciplinary Response Team (SMART), we will address the service gap with individuals being released from the Santa Ana jail to the streets. Upon request from the City of Santa Ana’s Jail, City Net’s case managers will meet with the homeless neighbor at the jail upon exit to develop a plan that will include services aimed to end the individual’s homelessness.

Our focus will be assisting the Santa Ana Police Department with requests for service between 11:00 p.m. and 7:00 a.m., meeting with the individual at 7:00 a.m. during our operating hours, in addition to offering our services during our normal operating hours of 7:00 a.m. to 11:00 p.m. The delivery of individual services includes:
• Assessment and intake into HMIS
• Developing and coordinating services
• Direct linkage to shelter for City of Santa Ana residents • Providing and linking individuals to community service providers; mental health and substance abuse programs
City Council 8 – 17 12/5/2023
Exhibit A: Scope of Work
2024 Santa Ana Multidisciplinary Response Team (SMART)
City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 4 • Offer transportation to temporary housing placements • Develop reunification plans for Santa Ana residents as well as non-Santa Ana residents Transportation
Through use of privately leased vans and/or transportation services, City Net will engage in:
• Transporting unsheltered people to emergency shelters, emergency health, emergency mental health, or other service facilities
• Provision of public transportation for participants
• Transportation costs (bus tickets, gas, minor car repairs, etc.) to assist homeless neighbors to relocate out of the region, provided they have permanent housing there • Assisting program participants to use public transportation Emergency Health
City Net will refer homeless neighbors to emergency health services to the extent that other customary emergency health services and treatments are unavailable or inaccessible to the homeless neighbor. An example of emergency health services to which City Net will refer homeless neighbors is outpatient treatment of urgent medical conditions by licensed medical professionals in community-based settings (e.g.; streets, parks, and campgrounds) to those eligible participants unwilling or unable to access emergency shelter or an appropriate healthcare facility. City Net may assist healthcare professionals in the case management aspects of the following activities:
• Assessing health problems and developing treatment plans • Assistance in understanding health needs
• Providing directly or assisting to obtain appropriate emergency medical treatment • Providing medication and follow-up services
Emergency Mental Health
City Net will refer homeless neighbors to emergency mental health services to the extent that other customary emergency mental health services and treatments are unavailable or inaccessible to the homeless neighbor. An example of emergency health services to which City Net will refer homeless neighbors is outpatient treatment of urgent mental health conditions by licensed professionals in community-based setting (e.g.; streets, parks, and campgrounds) to those eligible participants unable or unwilling to access emergency shelter or an appropriate mental health care facility. City Net may assist mental healthcare professionals in the case management aspects of the following activities:
• Assess the clients mental health state and determine if the client is under enough duress to warrant a mental health referral
• Submitting a client referral to Mental Health Association or Behavioral Wellness • Crisis intervention
City Council 8 – 18 12/5/2023
Exhibit A: Scope of Work
2024 Santa Ana Multidisciplinary Response Team (SMART)
City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 5 • Prescription of psychotropic medications
• Explanation about the use and management of medications • Combinations of therapeutic approaches to address multiple problems Dispatch Services
In collaboration with the City of Santa Ana, City Net provides dispatch services for people experiencing homelessness to offer timely assistance and support to individuals experiencing homelessness in critical situations. The goal is to send a team of trained case managers into the field to divert police and address non-emergent issues by providing de-escalation, connection to case management services, shelter offers, and housing plans. Calls are placed by police, concerned community members, and people experiencing homelessness requesting help. Dispatchers are trained to handle calls with empathy and understanding, assess the urgency of the calls, and dispatch the appropriate resources through the 10-8 system.

Dispatch services include:
• Hotline/Phone Service through the 10-8 system
• Trained dispatchers to answer phone calls and connect to resources • Collaboration with the City Net Outreach Teams, who log when they answer a call, are en route, response times, and result of interaction into the 10-8 system to track effectiveness of the program
• Provide resource referrals and connection to emergency services • Provide crisis intervention when individuals call in an escalated state City Net Data Collection Policy
The information City Net collects about individuals and families who access our services is confidentially stored in a local electronic database called the Homeless Management Information System (HMIS).

HMIS securely records information (data) about people accessing housing and homeless services, which may include, but is not limited to, names and contact information, birthdates, demographic information, self-reported medical information, Veteran status, disability status, etc. Under the HMIS Data-Sharing Agreement, the individual client data of those who consent to have their information stored in HMIS is only viewable by qualified staff at each participating agency. In order to participate in HMIS, leaders at each agency must sign an Agency Agreement. This includes a commitment to protecting client data and maintaining confidentiality, and agency staff must pass multiple trainings that each go over the importance of client privacy.

City Net is accountable to our HMIS Data-Sharing partners, to the local County, to our local Continuum of Care, and to the Department of Housing and Urban Development (HUD) to maintain the privacy and City Council 8 – 19 12/5/2023
Exhibit A: Scope of Work
2024 Santa Ana Multidisciplinary Response Team (SMART)
City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 6 security of the confidential personal information we collect about our clients and their families. Aside from these legal and funding-related obligations, we also believe we have an ethical responsibility to our clients to not share their personal data in ways to which they’ve not agreed. To ensure City Net's commitment to excellent data collection, privacy and security, analysis and reporting practices, City Net does not authorize external agencies to complete these functions on our behalf except in very limited circumstances and only with prior written approval and with City Net's full participation in all data reporting and analysis. This is so that City Net can responsibly provide context and analysis for the data City Net collects within collaborative efforts to coordinate the most effective services for our homeless neighbors, better understand homelessness in our community, assess the types of resources needed in our local area, and participate in generating aggregate statistical reports to HUD, which help to improve policy and bring adequate funding of services for the most vulnerable populations in our community, and so City Net can assure its ethical and legal responsibilities to homeless neighbors to not share their data in ways to which they have not agreed.
i Outreach Contacts reflect the number of interactions for the specific purpose of reaching out to unsheltered homeless neighbors in a process of building trust and offering support toward the long-term goal of connecting them with emergency shelter, housing, or critical services; and providing urgent, non-facility-based care. These activities are intended to help homeless neighbors to obtain appropriate supportive services, including assistance in obtaining permanent housing, medical health treatment, mental health treatment, counseling, supervision, and other services essential for achieving independent living; housing stability case management; and other Federal, State, local, or private assistance available to assist the program participant in obtaining housing stability. This number can be duplicated in any given reporting period. iii Reflects the current number of homeless neighbors who are voluntarily engaged in a formal, written case management relationship with City Net. Clients sign permission to allow City Net case managers to work with them to achieve progress on a mutually agreed upon plan to attain housing and supportive services. Case managers follow-up with housed clients for 6 months after housing to ensure a successful placement. Active cases are engaged once a week on average and are considered inactive after 90 days of no contact. This is an unduplicated number that changes over time as former clients exit case management and new clients enroll. iv Street Exits are defined by HUD and enumerated in the HUD systems performance report, and City Net uses these designations for all street exits achieved through the efforts of two or more agencies working together within the context of the homeless collaborative in the city. HUD designates some of these street exits as “temporary” and some as “permanent”, and City Net exercises discretion to count as exited those homeless neighbors who have a reasonable plan in place to move from temporary shelter to permanent housing. Street exits may also reflect duplicated numbers as individuals may enter, then exit, then reenter shelter/housing multiple times during the reporting period, and HUD guidelines require that City Net count these as multiple street exits even when referring to a single individual.

City Council 8 – 20 12/5/2023

EXHIBIT B
Budget
City Council 8 – 21 12/5/2023
Santa Ana SMART Multidisciplinary Street Outreach
and Engagement with Live Dispatch
Cost Proposal
Title/Role Description
Full
Comp
Hrs/
week Wks FTE TOTAL
Regional Director Project compliance with management, operations and public safety standards to achieve programmatic outcomes $66.97 8 52.00 0.20 $27,859.52
Program Supervisor Project supervision, staff management $56.81 40 52.00 1.00 $118,164.80 Field Supervisor Field supervision, staff management $47.37 40 52.00 1.00 $98,529.60 Dispatch Supervisor Call center supervisor $45.46 20 52.00 0.50 $47,278.40 Dispatch Staff Live call response $35.33 40 52.00 4.00 $293,945.60 Case Manager II O+E, case management $40.45 40 52.00 14.00 $1,177,904.00 Case Manager III O+E, case management $46.87 40 52.00 6.00 $584,937.60 Data Analyst HMIS data entry, reporting, compliance $36.84 40 52.00 1.00 $76,627.20 Executive leadership Project oversight, quality control, communications, problem solving
$104.23 16 52.00 0.40 $86,719.36
Finance and billing Payroll, billing $53.22 24 52.00 0.60 $66,418.56 Human resources Staff recruiting, hiring, training, disputes $44.03 24 52.00 0.60 $54,949.44 Operations Inventory, purchasing, technical support $42.11 24 52.00 0.60 $52,553.28 Overtime Allocation $53,717.75

29.90 $2,739,605.11
Item TOTAL
Client Services $224,640.00
Client Services $40,000.00
Client Services $40,000.00
Rent $107,640.00
Computing and
Telecommunications
$116,610.00
Services and supplies $63,636.36
Services and supplies $26,910.00
Services and supplies $35,880.00
Services and supplies $12,558.00
Services and supplies $85,107.36
$752,981.72
Category TOTAL
De minimis rate for
non-federal entity
$349,258.68
$349,258.68
$3,841,845.51
Administration
Description
Per 2 CFR 200.414-11, de minimis rate established for non-Federal entities who do not have negotiated Indirect Cost Rate. This fee is charged at a rate of 10% to offset expenses incurred by the organization but not billable as direct project expenses.

Administration subtotal:

Project TOTAL
Law Enforcement, City and Stakeholder Liaison
Computing (computer, IPad, phone), telecommunications (phones & cell service), printer/copier w/supplies, hardware & software, wifi, etc.

Uniforms, copies, forms, office supplies, PPE supplies, etc.

IT support and client management software licenses
Financial audit
Liability insurance, cyber security insurance, Worker's Compensation insurance Operations and Program Expenses Subtotal:

Operations and Program Expenses
Description
Client/staff travel: Nine vehicles, fuel, Uber/Lyft, EE mileage reimbursements, etc.

Rapid rehousing fees
Emergency Shelter motel vouchers
Office space and office furniture rental
Santa Ana SMART Street Outreach and Engagement, Jan 1, 2024 - Dec 31, 2024 Live phone response and dispatch, 7 days/week, 9:00am to 9:00pm 2-3 teams, seven days a week, 7:00am to 11:00pm, including City Jail Release Program Labor
Standard overtime allocation at 2% of labor
Labor Subtotal:
1 11/16/2023
City Council [email protected] 8 – 22 12/5/2023
Community Development Agency
www.santa-ana.org/community-development
Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 5, 2023
TOPIC: Agreement with Iron Mountain Information Management, LLC

AGENDA TITLE
Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency, and Finance & Management Services Agency (General and Non-General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three-year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one-year extensions, subject to non-substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023-XXX).

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
The Housing Authority of the City of Santa Ana (Housing Authority) is required to preserve Housing Choice Voucher Program applicant and participant records for a period of three years from the date of termination or denial of assistance. To comply with this requirement, the Housing Authority currently uses Iron Mountain Information Management, LLC to store and archive files. The Housing Authority is unable to store the records at City Hall because of the volume of records, the lack of storage space, and the infrastructure required to store hundreds of confidential files. The Housing Authority also does not have the administrative capacity to efficiently manage and maintain the records compared to an outside storage facility that will more efficiently manage the records.

As required by the City of Santa Ana Records Retention Schedule, the Finance and Management Services Agency (FMSA) is also required to retain various records and documents for the periods stated within the policy. FMSA is unable to store the numerous records and documents at City Hall due to the lack of sufficient storage space and administrative capacity. Therefore, in order to comply with this requirement, FMSA utilizes an offsite storage facility that has the storage capacity, expertise, and resources to store, archive, retrieve, and destroy such records and documents.

City Council 9 – 1 12/5/2023
Agreement with Iron Mountain Information Management, LLC December 5, 2023

Page 2 ends

Santa Ana City CouncilDecember 5, 2023

Santa Ana City Council
December 5, 2023