Agenda packet — Santa Clarita City Council, October 11, 2022

CITY OF SANTA CLARITA

CITY COUNCIL

REGULAR MEETING
Tuesday, October 11, 2022
6:00 PM
City Council Chambers
23920 Valencia Blvd.

Santa Clarita, CA 91355

Homewood Suites by Hilton Cape Canaveral-Cocoa Beach
9000 Astronaut Blvd, Hotel Lobby
Cape Canaveral, FL 32920

AGENDA

Joint Meeting with
Board of Library Trustees

How to Address the City Council
Pursuant to Government Code section 54954.3 members of the public are afforded the opportunities to address the City Council. You may address the Council once per meeting during Public Participation on any matter within the Council's jurisdiction that is not listed on the agenda. Public Participation speaker's cards must be submitted to the City Clerk BEFORE this portion of the meeting begins. To address the Council regarding an item on the agenda, please fill out a speaker's card and submit it to the City Clerk BEFORE the Mayor announces the item.

Each person addressing the Council is given three minutes to speak (with double the time allotted to non-English speakers using a translator) indicated by a colored light system on the Council dais. If you wish to provide information to the Council, please present the City Clerk with 10 copies. Otherwise, your materials will simply be added to the official record. Please note use of City Council Chamber technology equipment to present electronic material during meetings is not allowed.
______________________________________________________________________________ In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk's Office, (661) 255-4391. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28CFR 35.102-35.104 ADA Title II) Pursuant to Government Code 54957.5 any writings or documents distributed to a majority of the members of the City Council regarding any open session item on this agenda will be made available for public inspection in the City Clerk’s Office located at 23920 Valencia Boulevard, Suite 120, during normal business hours.

View public meeting agendas here, inclusive of all attachments and reading file material. ______________________________________________________________________________

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INVOCATION
McLean

CALL TO ORDER

ROLL CALL

FLAG SALUTE

EXECUTIVE MEETING
This time has been set aside for Councilmembers to review the agenda and obtain any further information that may be needed. Council will also discuss each individual item during the course of the meeting with the exception of the Consent Calendar, which may be approved in its entirety by one motion, unless there is a request to pull an item for discussion. No action will be taken on public agenda items during the Executive Meeting.

APPROVAL OF AGENDA

AWARDS AND RECOGNITIONS
Sister Cities International 2022 Young Authors and Artists Showcase Winners Breast Cancer Awareness Month Proclamation
Support Your Local Chamber of Commerce Day Proclamation City Communication's Team Award Recognition

PUBLIC PARTICIPATION
This time has been set aside for the public to address the City Council on items NOT listed on the agenda. The City Council will not act upon these items at this meeting other than to review and/or provide direction to staff. All speakers must submit a speaker’s card to the City Clerk PRIOR to the beginning of this portion of the meeting. Thirty minutes are allotted for public input at this time. The FIRST TEN people to submit a speaker card prior to the beginning of Public Participation will be heard.

STAFF COMMENTS

COMMITTEE REPORTS/COUNCILMEMBER COMMENTS

CONSENT CALENDAR
All matters listed under the Consent Calendar are considered routine and will be enacted by one motion by the City Council. The items are not individually discussed by the City Council unless a request is made by a member of the public or the Council, in which case, the item(s) will be removed from the Consent Calendar and will be considered separately.

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1. APPROVAL OF SPECIAL MEETING MINUTES – The minutes of the City Council are submitted for approval.

RECOMMENDED ACTION:

City Council approve the minutes of the September 27, 2022 Special Meeting.

2. APPROVAL OF REGULAR MEETING MINUTES – The minutes of the City Council are submitted for approval.

RECOMMENDED ACTION:

City Council approve the minutes of the September 27, 2022 Regular Meeting.

3. CHECK REGISTER NO. 20 - Check Register No. 20 for the Period 08/26/22 through 09/08/22 and 09/15/22. Electronic Funds Transfers for the Period 08/29/22 through 09/09/22.

RECOMMENDED ACTION:

City Council approve and ratify for payment the demands presented in Check Register No. 20.

4. EXPENDITURE AUTHORITY INCREASE FOR CONTRACT 21-LMD-18A HELD BY STAY GREEN, INC., TO SUPPORT LMD ZONE 2008-1
OPERATIONS - Approve an expenditure authority increase associated with landscape maintenance contract 21-LMD-18A, held by Stay Green, Inc., to support the completion of as-needed maintenance, repairs, and/or one-time beautification enhancements within LMD Zone 2008-1 in an efficient and timely manner.

RECOMMENDED ACTION:

City Council:

1. Approve an ongoing expenditure authority increase of $386,130 associated with landscape maintenance contract 21-LMD-18A, held by Stay Green, Inc., for a total annual amount not to exceed $1,318,905 to support as-needed maintenance, repairs, and/or one-time beautification enhancements within LMD Zone 2008-1.

2. Authorize the City Manager or designee to execute all contracts and associated documents subject to City Attorney approval.

5. VIA PRINCESSA PARK, PROJECT P3033 - AWARD DESIGN CONTRACT - This item will authorize an increased expenditure authority to complete design services for Via Princessa Park, Project P3033.

RECOMMENDED ACTION:

City Council:

1. Extend the current contract and authorize an increased expenditure authority with Psomas for design services for Via Princessa Park, Project P3033, in the amount of $3,952,362 and authorize a contingency in the amount of $395,236, for a total

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additional contract amount not to exceed $4,347,598.

2. Execute a design services contract with the Southern California Regional Rail Authority (operating as Metrolink) in the amount of $437,000 for plan and permit approvals, training, flagman services, and design operations.

3. Award a professional services contract to MNS Engineers, Inc., to provide staff augmentation for design review services for Via Princessa Park, Project P3033, in the amount of $70,640 and authorize a contingency in the amount of $7,064, for a total contract amount not to exceed $77,704.

4. Award a professional services contract to Michael Baker International, Inc., to provide California Environmental Quality Act services for Via Princessa Park, Project P3033, in the amount of $415,074 and authorize a contingency in the amount of $41,507, for a total contract amount not to exceed $456,581.

5. Authorize the City Manager or designee to approve permitting fees and associated contracts with sole source utilities and rail authorities for Via Princessa Park, Project P3033, in a total amount not to exceed $600,000.

6. Appropriate $1,000,000 from the Measure W Municipal Fund (Fund 271) to Via Princessa Park Design Expenditure Account P3033271-516101.

7. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.

6. SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR 2022-23 AGREEMENT - The Fiscal Year 2022-23 agreement with the Santa Clarita Valley Committee on Aging will support home-delivered meals, transit-related services, and recreation, health, and wellness programs for seniors, and replace aging vehicles that are needed to provide these services to the senior population they support.

RECOMMENDED ACTION:

City Council approve an agreement with the Santa Clarita Valley Committee on Aging in the amount of $625,000, and authorize the City Manager or designee to execute all documents, subject to City Attorney approval.

PUBLIC PARTICIPATION
This time has been set aside for any speakers that have turned in speaker cards and were not heard in the first thirty minutes allotted to address the City Council on items that are NOT on the agenda. Speaker cards may not be submitted relating to any items listed on the agenda.

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STAFF COMMENTS

ADJOURNMENT

FUTURE MEETINGS
The next regular meeting of the City Council will be held October 25, 2022, at 6:00 PM in the Council Chambers, 1st floor of City Hall, 23920 Valencia Blvd., Santa Clarita, CA.

CERTIFICATION
On October 6, 2022, I, Mary Cusick, do hereby certify that I am the duly appointed and qualified City Clerk for the City of Santa Clarita and that the foregoing agenda was posted at City Hall.

_____________________________
Mary Cusick
City Clerk
Santa Clarita, California

PROCLAMATION

Breast Cancer Awareness Month
October 2022

WHEREAS, breast cancer remains the second leading cause of cancer death among women overall, and a growing number of new cases are diagnosed annually; and WHEREAS, Breast Cancer Awareness Month is a nationwide campaign in October to increase awareness and highlight the importance of education, research, screening, and access; and WHEREAS, as the City of Santa Clarita observes Breast Cancer Awareness Month, we salute the women and men who dedicate themselves to prevention, detection, and treatment; we show our support for every individual and every family struggling with breast cancer; and we pause to remember those we have lost; and
WHEREAS, the City of Santa Clarita encourages citizens, government agencies, private businesses, nonprofit organizations, and all other interested groups to join in activities that will increase awareness of what Americans can do to prevent breast cancer and the importance of early detection, access, and treatment.

NOW, THEREFORE, the City of Santa Clarita does hereby proclaim the month of October as Breast Cancer Awareness Month.

Signed this 11th day of October, 2022.

Laurene Weste, Mayor
Santa Clarita, California
a
Packet Pg. 6
Attachment: Breast Cancer Awareness Month 2022 Proclamation (Breast Cancer Awareness Month Proclamation)

PROCLAMATION

Support Your Local Chamber of Commerce Day
October 19, 2022

WHEREAS, The U.S. Chamber of Commerce was established in 1912, following the proposal made by President William Howard Taft and his Secretary of Commerce and Labor, Charles Nagel, to Congress; and
WHEREAS, on the third Wednesday of October every year, Support Your Local Chamber of Commerce Day aims to spread awareness about local businesses and convey our gratitude to our local Chamber of Commerce; and
WHEREAS, the Santa Clarita Valley Chamber of Commerce has contributed to civic and economic life since its founding in 1923; and
WHEREAS, the Santa Clarita Valley Chamber of Commerce is the largest business membership organization in the Santa Clarita Valley representing more than 65,000 member employees; and
WHEREAS, the Santa Clarita Valley Chamber of Commerce connects, educates, advocates for, and promotes business and professional interests in the Santa Clarita Valley through targeted, value-driven programs.

NOW, THEREFORE, the City of Santa Clarita does hereby proclaim October 19, 2022 as “Support Your Local Chamber of Commerce Day ” and thanks the Santa Clarita Valley Chamber of Commerce for all of the hard work and support they have given to businesses in the City of Santa Clarita.

Signed this 11th day of October, 2022

Laurene Weste, Mayor
Santa Clarita, California

a
Packet Pg. 7
Attachment: Support Your Local Chamber of Commerce Day (Support Your Local Chamber of Commerce Day Proclamation)

CITY OF SANTA CLARITA
City Council
Special Meeting
~Minutes~
Tuesday, September 27, 2022 5:30 PM City Council Chambers

CALL TO ORDER
Mayor Weste called to order the Special Meeting at 5:30 p.m.

ROLL CALL
All Councilmembers were present.

PUBLIC PARTICIPATION FOR AGENDIZED ITEMS
Addressing the Council was Tony Maldonado.

CLOSED SESSION
Joseph Montes, City Attorney, advised of the need to conduct a Closed Session for the purpose of holding a:

CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Government Code Section 54956.9(d)(1)
Name of case: Michael Cruz et al. v. City of Santa Clarita LASC Case No. 21STCV47451

RECESS TO CLOSED SESSION - TO BE HELD IN THE CARL BOYER ROOM Mayor Weste recessed the meeting to Closed Session at 5:31 p.m.

RECONVENE TO OPEN SESSION
Mayor Weste reconvened the meeting to Open Session at 6:02 p.m.

CITY ATTORNEY ANNOUNCEMENT
City Attorney Joseph Montes announced that no action was taken in Closed Session that was required to be reported.

ADJOURN
Mayor Weste adjourned the Special Meeting at 6:02 p.m.
______________________________________
MAYOR
ATTEST:
____________________________________

CITY CLERK
1 Packet Pg. 8
Minutes Acceptance: Minutes of Sep 27, 2022 5:30 PM (Consent Calendar)

CITY OF SANTA CLARITA
City Council
Regular Meeting
Joint Meeting with
Board of Library Trustees
Public Financing Authority
Hereinafter the titles Mayor, Mayor Pro Tem, Councilmember, City Manager, City Attorney, and City Clerk may be used also to indicate Mayor/Chair/President, Mayor Pro Tem/Vice-Chair/Vice President, City Manager/Executive Director, City Attorney/Counsel, and City Clerk/Secretary ~Minutes~
Tuesday, September 27, 2022 6:00 PM City Council Chambers

INVOCATION
Councilmember Smyth delivered the invocation.

CALL TO ORDER
Mayor Weste called to order the Joint Regular meeting of the City Council, Public Financing Authority, and Board of Library Trustees at 6:04 p.m.

ROLL CALL
All Councilmembers were present.

FLAG SALUTE
Councilmember Smyth led the flag salute.

APPROVAL OF AGENDA
Motion by Smyth, second by Miranda, to approve the agenda, pulling item 8 for Councilmember questions and public comment.

Hearing no objections, it was so ordered.

RESULT: APPROVED AGENDA
2 Packet Pg. 9
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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AWARDS AND RECOGNITIONS
Mayor Weste spoke of the recent United States Figure Skating 2022 National Showcase held in Florida, where five local skaters medaled in the competition, and invited the skaters to the dais to receive their recognition certificates and take a photo.

Councilmember Miranda discussed celebrating the culture and contributions of Hispanic Americans; announced that the City proclaims September 15 through October 15, 2022, as Hispanic Heritage Month; and invited Gloria Mercado Fortine from the Sheriff's Foundation to the dais to receive the proclamation.

Mayor Pro Tem Gibbs addressed the many contributions of the German-American community; announced that the City proclaims October 2022 as German-American Heritage Month in the City of Santa Clarita; and invited Professor Heidi Esslinger and her students, Maria Gutzeit, and Steve Petzold to the dais to receive the proclamation and take a photo.

Councilmember McLean discussed the 2022 Achievement of Excellence in Procurement Award received by the City's Information Services division and invited the team to the dais to receive the recognition and take a photo.

PRESENTATIONS
Mayor Weste introduced Rochelle Silsbee and Conrad Reynado, from Southern California Edison, who provided an update on Edison's expedited grid hardening plans in Santa Clarita.

PUBLIC PARTICIPATION
Addressing the Council were Tony Maldonado regarding ethics in local government; Elaine Ballace regarding City grants for non-profit organizations; James Doyle regarding an ethics investigation; Nancy (no last name provided) regarding the recent Parent Resource Symposium, Chasing the High; Cindy Josten regarding the recent Parent Resource Symposium; Alan Ferdman regarding the Human Relations Roundtable; Jeffrey Malick regarding the recent Parent Resource Symposium, the fentanyl crisis, and the new homeless shelter; Santa Rivera regarding building strong relationships with children, wildfire suppression, emergency vehicle signal alerts, and the upcoming election; and Steve Petzold regarding Edison fees and impacts from Measure E.

STAFF COMMENTS
City Manager Ken Striplin commented regarding the City's Code of Ethics and Conduct policy, Policy Against Harassment, Discrimination, and Retaliation, as well as the Personnel Rules that covers extensive reporting for whistleblowers and rules regarding retaliation; and commented that the majority of information regarding the homeless shelter requested by the speaker is under the authority of Bridge to Home and that the City has offered assistance in expediting the construction of the permanent facility.

Mayor Weste requested, with Council concurrence, that staff research the possibility of signal lights at intersections, alerting drivers of upcoming emergency vehicles. 2 Packet Pg. 10
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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COMMITTEE REPORTS/COUNCILMEMBER COMMENTS
Councilmember Miranda announced the 2022 Hiking Challenge where residents are invited to hike all seven trails at East Walker Ranch Open Space and the first 50 participants will receive a prize.

Mayor Pro Tem Gibbs and Councilmember Smyth made no comments.

Councilmember McLean thanked the Blue Star Mothers of Santa Clarita for sponsoring the Traveling Fallen Warrior memorial and mentioned the help that the Blue Star Moms gave her when her son was deployed to Iraq; commented on attending the Parent Symposium where an emotional presentation was given; and announced the new theatrical group, Olive Branch Theatricals, and their recent ribbon cutting for rehearsal space.

Mayor Weste commented on the Parent Symposium and thanked Sheriff deputies and staff for putting it together and mentioned the extreme dangers of fentanyl; spoke of the recent Santa Clarita Valley Chamber of Commerce Latino Business Alliance's Hispanic Heritage Celebration where Assistant City Manager Frank Oviedo was honored as Community Leader of the Year; spoke of attending a bridging ceremony for Girls Scout Troop 582; encouraged residents to view the Fallen Soldiers display at the mall, honoring 780 California military personnel that have died since 9/11; requested to adjourn the meeting in memory of Jose Sanchez, and discussed creating a mural in his honor; and announced that the UCLA Men's Hockey Team games will begin on October 7 on their home ice at The Cube.

PUBLIC HEARINGS
ITEM 1
IMPLEMENTATION AND FINANCING OF THE CITY’S ENERGY INFRASTRUCTURE

MODERNIZATION PROGRAM AND THE SANTA CLARITA PFA LEASE REVENUE BONDS - ENERGY EFFICIENCY PROGRAM SERIES 2022A (GREEN BONDS) AND SERIES 2022B (GREEN BONDS)
City Council enter into agreements to Climatec, LLC to design and implement comprehensive energy efficient infrastructure modernizations throughout City facilities and parks and approve the proposed issuance of Public Financing Authority Lease Revenue Bonds (Energy Efficiency Program) Series 2022A and Series 2022B and approval of documents, and the taking of certain actions in connection therewith.

RECOMMENDED ACTION:

City Council:

1. Conduct a public hearing.

2. Adopt a resolution to make certain findings and approve the implementation and financing of the City’s Energy Infrastructure Modernization Program in accordance with Government Code Sections 4217.10 through 4217.18.

3. Award the City’s Energy Infrastructure Modernization Program Installation Agreement to Climatec LLC in an amount not to exceed $35,129,467.
2 Packet Pg. 11
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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4. Appropriate $35,129,467 from the Facilities Fund (723) to Energy Efficiency Expenditure Account R0033723-516101.

5. Award the City’s Energy Infrastructure Modernization Measurement and Verification Agreement to Climatec LLC upon completion and acceptance of the project in an annual amount not to exceed $28,000.

6. Appropriate funding from the General Fund (100) to Neighborhood Services Expenditure Account 1007000-516102 for guaranteed savings measurement and verification in the amount of $28,000 annually in Fiscal Year 2024-25 through Fiscal Year 2026-27; contingent upon the appropriation of funds in the annual budget for such fiscal years.

7. Adopt a resolution approving the issuance of the Santa Clarita Public Financing Authority Lease Revenue Bonds (Energy Efficiency Program), Series 2022A (Green Bonds) and Lease Revenue Bonds (Energy Efficiency Program), Series 2022B (Green Bonds), in the aggregate principal amount not to exceed $25,000,000, approving the execution and delivery of an amendment to two lease agreements, a Continuing Disclosure Certificate, two Bond Purchase Agreements, a Preliminary Official Statement, a Final Official Statement and Sale Documents; approving the retention of certain professional firms; and authorizing the taking of certain actions in connection therewith.

8. Adopt a resolution declaring the intent to reimburse certain expenditures from the proceeds of tax-exempt obligations expected to be issued to finance energy efficiency improvements buildings, and facilities as required by United States Department of Treasury Regulations Section 1.150-2.

9. Adopt a resolution authorizing the application for an Energy Efficiency Loan from the California Energy Commission to implement energy efficiency measures in the amount not to exceed $3,000,000 and authorizing the execution and delivery of a loan agreement, Promissory Note and Tax Certificate; and authorizing the taking of certain actions in connection therewith.

10. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.

Public Financing Authority:

1. Adopt a resolution approving the issuance of the Santa Clarita Public Financing Authority Lease Revenue Bonds (Energy Efficiency Program), Series 2022A (Green Bonds) and Lease Revenue Bonds (Energy Efficiency Program), Series 2022B (Green Bonds), in the aggregate principal amount not to exceed $25,000,000, approving the execution and delivery of two supplemental indentures, amendments to two lease agreements, two Bond Purchase Agreements, a Preliminary Official Statement, a Final Official Statement; and authorizing the taking of certain actions in connection therewith.

Mayor Weste opened the Public Hearing.
2 Packet Pg. 12
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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City Clerk Mary Cusick stated that all notices required by law have been provided.

Environmental Services Manager Darin Seegmiller provided the staff report.

Addressing the Council in opposition were Tony Maldonado, Elaine Ballace, Santa Rivera, and Steve Petzold.

Mayor Weste closed the public comments.

Mayor Pro Tem Gibbs commented on the opportunity to turn money spent on City operations and energy into infrastructure funds for the green energy program; spoke of doing his due diligence on this item by asking questions of staff on the data provided; and inquired about the NEM 3.0 system and if it would remove the allowance to bank energy credits, and Mr.

Seegmiller responded affirmatively; inquired if Climatec recommended to not do any of the proposed projects and Mr. Seegmiller responded that there were a few lighting projects in the Landscape Maintenance District that did not get selected due to lack of savings; and inquired about safeguards for savings, and Mr. Seegmiller responded that there will be an annual review to evaluate work done and facilitate remedies with Climatec on any projects that are not working efficiently.

Councilmember McLean commented on the rule changes from the Public Utilities Commission, the importance of being grandfathered in to the current rules, and securing a low-interest loan rate.

Councilmember Smyth commented on addressing infrastructure needs and utilizing ways of making them pay for themselves with energy efficient projects; and commented on the daily changes in the bond market and that a delay could impact the rate.

Councilmember Miranda agreed with Councilmember Smyth's comments and spoke of the guarantees of efficiency by Climatec.

Mayor Weste commented on tackling big issues with great solutions, using environmentally- friendly upgrades, and saving water and money.

City Manager Ken Striplin addressed the public comments and stated that staff has worked on this project with bond counsel for over a year, there is no tax increase with bond sales and the City has had no issues with prior bonds, and the public benefit, as questioned by the speaker, are additional amenities such as The Cube.

Adopted Resolution Nos. 22-53, 22-54, 22-55, 22-56, and PFA22-1 RESULT: APPROVED [UNANIMOUS]
MOVER: Jason Gibbs, Mayor Pro Tem
SECONDER: Cameron Smyth, Councilmember
AYES: Weste, Gibbs, McLean, Miranda, Smyth
2 Packet Pg. 13
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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NEW BUSINESS
ITEM 2

SPONSORSHIP AGREEMENT WITH KAISER PERMANENTE FOR THE SANTA

CLARITA AQUATIC CENTER
Consideration of a Sponsorship Agreement with Kaiser Permanente for the Presenting Level Sponsorship of the Santa Clarita Aquatic Center.

RECOMMENDED ACTION:

City Council:

1. Approve and authorize the City Manager or designee to execute a Sponsorship Agreement with Kaiser Permanente for the Presenting Level Sponsorship of the Santa Clarita Aquatic Center subject to City Attorney approval.

2. Increase revenue account 100-456611 by $50,000.

Economic Development Administrative Analyst Chris Page provided the staff report.

Addressing the Council were Tony Maldonado, Elaine Ballace, and Santa Rivera.

Mayor Weste requested staff comments, and Mr. Striplin responded that the business sponsorship program has been successful in engaging with companies for mutual benefit, utilizing the sponsorship funds for programs and services that add to the quality of life for the community.

Councilmember McLean commented that the sponsorship amount is not enough money and should be $75,000 per year.

Council made comments regarding comparable City sponsorships, benefits to the City, and sponsors.

Councilmember McLean requested that the City request more money in the future.

RESULT: APPROVED [UNANIMOUS]
MOVER: Bill Miranda, Councilmember
SECONDER: Cameron Smyth, Councilmember
AYES: Weste, Gibbs, McLean, Miranda, Smyth
2 Packet Pg. 14
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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CONSENT CALENDAR
RESULT: APPROVED [UNANIMOUS]
MOVER: Cameron Smyth, Councilmember
SECONDER: Marsha McLean, Councilmember
AYES: Weste, Gibbs, McLean, Miranda, Smyth
ITEM 3
APPROVAL OF SPECIAL MEETING MINUTES – The minutes are submitted for approval.

RECOMMENDED ACTION: City Council approve the minutes of the September 13, 2022, Special Meeting
ITEM 4
APPROVAL OF REGULAR MEETING MINUTES – The minutes are submitted for approval.

RECOMMENDED ACTION: City Council approve the minutes of the September 13, 2022, Regular Meeting
ITEM 5
CHECK REGISTER NOS. 18 AND 19
Check Register No. 18 for the Period 07/29/22 through 08/11/22 and 08/18/22. Electronic Funds Transfers for the Period 08/01/22 through 08/12/22.

Check Register No. 19 for the Period 08/12/22 through 08/25/22 and 09/01/22. Electronic Funds Transfers for the Period 08/15/22 through 08/26/22.

RECOMMENDED ACTION:

City Council approve and ratify for payment the demands presented in Check Register Nos. 18 and 19.

ITEM 6

DATACENTER BACKUP AND RECOVERY SYSTEM
Cybersecurity and disaster recovery are top priorities for the City of Santa Clarita. The cornerstone of an effective disaster recovery plan is a reliable and effective backup and recovery system. This item makes a recommendation to award a three-year contract for a backup and recovery solution to ensure the City’s information systems infrastructure is well protected.

RECOMMENDED ACTION:

City Council:

1. Award a three-year contract to Savant Solutions, Inc., in the amount of $73,318, plus a 10 percent contingency in the amount of $7,332, for a total amount not to exceed $80,650 for the Cohesity Backup and Recovery system, inclusive of three years of maintenance and support.

2. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
2 Packet Pg. 15
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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ITEM 7

RESOLUTION ESTABLISHING A POLICY WHICH DELEGATES TORT LIABILITY

CLAIMS HANDLING RESPONSIBILITIES TO THE CALIFORNIA JOINT POWERS

INSURANCE AUTHORITY
Authorize the City of Santa Clarita to delegate tort liability claims handling responsibilities to the California Joint Powers Insurance Authority by adopting a resolution.

RECOMMENDED ACTION:

City Council:

1. Adopt a resolution authorizing the City of Santa Clarita to delegate tort liability claims handling responsibilities to the California Joint Powers Insurance Authority.

2. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.

Adopted Resolution No. 22-57
ITEM 8

UPDATES TO THE CITY'S PURCHASING POLICY
The City of Santa Clarita’s Purchasing Policy, last updated in 2020, serves to direct the City’s procurement processes and ensure fiscally responsible purchasing activities. The proposed updates primarily include contractual signing authority processes, procurement approaches, and a few clarifying items.

RECOMMENDED ACTION:

City Council approve updates to the City of Santa Clarita's Purchasing Policy to enhance and strengthen the City’s procurement practices.

Addressing the Council was Jeffrey Malick.

Mayor Weste spoke of sample items that the City purchases, the need to update the Purchasing Policy, and requested additional comments from the City Manager. Mr. Striplin clarified that the Purchasing Policy governs the process for acquiring assets, services, or materials; commented the update includes delegation of contract signing and a provision for a design-build element that does not change the process for those contracts to be brought before the Council for final approval.

Mayor Pro Tem Gibbs requested clarification regarding any recommended changes in Council approval for a design-build contract, as well as approval for construction, in order to see designs prior to construction, and Mr. Striplin affirmed that there are no changes to Council approvals written into the updated policy.
2 Packet Pg. 16
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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ITEM 9

INCREASE CONTRACT EXPENDITURE AUTHORITY FOR ON-CALL CEQA PLANNING

SERVICES CONTRACTS
Increase expenditure authority for contracts with previously selected, qualified vendors to provide as-needed California Environmental Quality Act services to the City of Santa Clarita.

RECOMMENDED ACTION:

City Council:

1. Authorize an expenditure authority increase to the City’s current on-call California Environmental Quality Act consulting firms: Dudek, Michael Baker International, Inc., ICF Jones & Stokes, Inc., Envicom Corporation, and SWCA Environmental Consultants, for a not to exceed amount of $500,000 annually for each of the three remaining contract years, resulting in a total on-call expenditure authority amount of $2,500,000.

2. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.

ITEM 10

MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF SANTA CLARITA AND THE SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 721 SEIU Local 721, CTW, CLC is the exclusive bargaining agent for approximately 90 positions in the field and maintenance classifications. The term of the proposed MOU is for three years and runs from July 1, 2022, through June 30, 2025.

RECOMMENDED ACTION:

City Council:

1. Approve the draft Memorandum of Understanding that has been negotiated between the City of Santa Clarita and the Service Employees International Union, Local 721.

2. Adopt a resolution providing for compensation of Service Employees International Union represented employees of the City of Santa Clarita.

3. Authorize the City Manager to finalize, sign, and accept the Memorandum of Understanding on behalf of the City of Santa Clarita.

Adopted Resolution No. 22-58

PUBLIC PARTICIPATION II
No additional requests to speak were received.
2 Packet Pg. 17
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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ADJOURNMENT
Mayor Weste adjourned the Regular Meeting in memory of Jose Sanchez at 8:24 p.m. ______________________________________
MAYOR
ATTEST:
______________________________________

CITY CLERK
2 Packet Pg. 18
Minutes Acceptance: Minutes of Sep 27, 2022 6:00 PM (Consent Calendar)

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Agenda Item: 3

CITY OF SANTA CLARITA

AGENDA REPORT

CONSENT CALENDAR
CITY MANAGER APPROVAL:

DATE: October 11, 2022
SUBJECT: CHECK REGISTER NO. 20
DEPARTMENT: Administrative Services
PRESENTER: Brittany Houston

RECOMMENDED ACTION

City Council approve and ratify for payment the demands presented in Check Register No. 20.

BACKGROUND

Check Register No. 20 for the Period 08/26/22 through 09/08/22 and 09/15/22 in the aggregate amount of $5,587,733.15 inclusive of Electronic Funds Transfers for the Period 08/29/22 through 09/09/22 in the aggregate amount of $851,653.03

FISCAL IMPACT

No Fiscal Impact.

ATTACHMENTS
Memo - Check Register No. 20
Check Register No. 20 (available in the City Clerk's Reading File) 3 Packet Pg. 19

3.a
Packet Pg. 20
Attachment: Memo - Check Register No. 20 [Revision 2] (Check Register No. 20)

3.a
Packet Pg. 21
Attachment: Memo - Check Register No. 20 [Revision 2] (Check Register No. 20)

3.a
Packet Pg. 22
Attachment: Memo - Check Register No. 20 [Revision 2] (Check Register No. 20)

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Agenda Item: 4

CITY OF SANTA CLARITA

AGENDA REPORT

CONSENT CALENDAR
CITY MANAGER APPROVAL:

DATE: October 11, 2022
SUBJECT: EXPENDITURE AUTHORITY INCREASE FOR CONTRACT 21- LMD-18A HELD BY STAY GREEN, INC., TO SUPPORT LMD ZONE
2008-1 OPERATIONS
DEPARTMENT: Administrative Services
PRESENTER: Keith Miller

RECOMMENDED ACTION

City Council:

2. Authorize the City Manager or designee to execute all contracts and associated documents subject to City Attorney approval.

BACKGROUND

The City of Santa Clarita (City) manages 61 financially independent zones within the Landscape Maintenance District (LMD), supporting landscape maintenance operations through contracts with private companies.

The Special Districts division administers 24 individual landscape contracts, encompassing a cumulative annual value of $5,776,945. Landscape services are secured via competitive bidding, awarded for a contract period of two years, and include up to three additional, one-year renewal options.

The value of every landscape contract comprises a set cost for recurring monthly services, plus additional expenditure authority to address unforeseen maintenance issues. The authorization of additional contract expenditure authority will maximize operational efficiencies and ensure such work is completed in a timely manner.
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While adequate base budget appropriations for individual landscape zones are typically available to address unforeseen maintenance issues, there are instances where the scope of these demands exceeds the initial contract expenditure authority approved by City Council. In these instances, it is necessary for City Council to consider and approve any increase in contract expenditure authority.

Staff is requesting an ongoing expenditure authority increase of $386,130 associated with landscape maintenance contract 21-LMD-18A, held by Stay Green, Inc., for a total annual amount not to exceed $1,318,905 to support as-needed maintenance, repairs, and/or one-time beautification enhancements within LMD Zone 2008-1, area-wide medians.

Example of as-needed one-time enhancements includes installation of supplemental or additional plant materials to address vacancies or the installation of ornamental features such as entry monuments located through Santa Clarita. Examples of unforeseen maintenance issues includes, but is not limited to, responding to emergencies, repairs or replacement of irrigation systems which are damaged or have reached the end of their useful service life, replacement of dead plant material, vandalism, theft, traffic collision damages, and impacts due to drought conditions.

The increase in expenditure authority granted by the City Council does not represent any guarantee of additional compensation under the terms of these existing contracts. Beyond retaining the discretion to utilize alternative contractors as deemed necessary, all unscheduled repair work or one-time enhancement projects will continue to require staff review and advanced authorization by the City’s Special Districts division.

ALTERNATIVE ACTION

1. Do not approve recommended contract expenditure authority increases.

2. Other action as determined by the City Council.

FISCAL IMPACT

Approve an an ongoing expenditure authority increase of $386,130 associated with landscape maintenance contract 21-LMD-18A, held by Stay Green, Inc., for a total annual amount not to exceed $1,318,905. Funds to support the landscape maintenance contract were previously appropriated by the City Council as part of the Fiscal Year 2022-23 Annual Budget adoption. 4 Packet Pg. 24

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Agenda Item: 5

CITY OF SANTA CLARITA

AGENDA REPORT

CONSENT CALENDAR
CITY MANAGER APPROVAL:

DATE: October 11, 2022
SUBJECT: VIA PRINCESSA PARK, PROJECT P3033 - AWARD DESIGN

CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett

RECOMMENDED ACTION

City Council:

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6. Appropriate $1,000,000 from the Measure W Municipal Fund (Fund 271) to Via Princessa Park Design Expenditure Account P3033271-516101.

7. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.

BACKGROUND

The City of Santa Clarita (City) owns approximately 33 acres of property along the south bank of the Santa Clara River, east of Whites Canyon Road and north of Via Princessa, as shown on the attached location map. In 2008, this site was incorporated into the City’s overall Park Master Plan as a potential future park location within the community. The current demand within the City for field use, tournaments, and special events far exceed the available multipurpose field space. Additionally, in 2015, the site was identified in the Enhanced Watershed Management Program Implementation Plan as a desirable location for a regional treatment facility to help meet the City’s infiltration requirements. The overall scope of the project helps meet the City’s anticipated future recreational needs and supports the Building and Creating Community theme of the City’s five-year strategic plan, Santa Clarita 2025.

On August 30, 2021, a Request for Proposals (RFP) for a two-phase design was published for the Via Princessa Park project. Phase 1 was a Master Plan and Access Study and Phase 2 is Final Design and Construction Support. The RFP asked firms to identify their relevant experience with similar projects and demonstrate their design approach for this project. As part of their RFP response, each firm was asked to address the work effort and provide a separate cost for the Park Master Plan and Access Study and Final Design and Construction Support. The final design includes the complete plans, specifications, and engineer’s estimates for construction. City staff evaluated this information as part of the overall assessment of each firm during their review of the proposals.

The City received three proposals and based on the evaluation criteria set forth in the proposal for both phases and the recommendation by City staff, the Phase 1 Park Master Plan and Access Study design contract was awarded to Psomas at the November 23, 2021, City Council meeting.

The Park Master Plan and Access Study was recently completed and includes the addition of four full-sized multipurpose fields, the installation of sports field lighting, a playground, an infiltration facility, a restroom building, landscaping and irrigation, and 33 additional parking spaces. Also included is a grade-separated railroad undercrossing for pedestrian and vehicle access from the existing parking lot to the proposed park location. Vehicle access will be restricted to park maintenance, security, and emergency response vehicles only.

An extension of the current contract with Psomas for Phase 2 will provide for Final Design and Construction Support necessary for the development of the future park. The scope includes architectural, engineering, and landscape design services required to prepare construction documents and provide bid assistance to support the proposed site improvements. The requested design contingency will cover the costs of additional design efforts due to unforeseen conditions or conflicts uncovered during site investigations and design coordination.

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California Government Code 4526 prescribes the selection of architectural and engineering services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional architectural and engineering services based on cost. City staff was able to reach an agreement with Psomas for a fair and reasonable price.

The additional appropriations will cover fees associated with the project, such as California Environmental Quality Act (CEQA) services, staff augmentation for plan review, Envision certification, Union Pacific Railroad (UPRR) approval, and associated utility fees. The additional appropriation will also cover the increase in railroad design fees due to the complexity of coordination with Metrolink.

Southern California Regional Rail Authority (SCRRA) Design Services Agreement A portion of the project is within SCRRA’s right-of-way and will modify SCRRA facilities, thus requiring a design service agreement between the City and SCRRA. The City will prepare design plans and submit them to SCRRA for plan review and permit approvals. SCRRA will provide the required training and flagging for design operations, such as surveying, utility investigation, and geotechnical work.

Solicitation Process for As-Needed Staff Augmentation
In October 2019, the City conducted a formal RFP process to solicit proposals from qualified firms to provide professional engineering services in eight categories of work on an as-needed basis to support the City’s Capital Improvement Projects division. The RFP responses were reviewed and evaluated based on each firm’s ability to meet the specific needs of the City. The RFP was downloaded by 137 companies and in the category of Staff Augmentation, nine responses were received. Of those, six were selected to enter into multi-year as-needed contracts.

Among those was MNS Engineers, Inc.

MNS Engineers, Inc., was selected based on their pre-qualifications and availability to meet the project deadlines and milestones. City staff recommends awarding MNS Engineers, Inc., a professional services contract for staff augmentation services for the Via Princessa Park project.

Solicitation Process for As-Needed CEQA Services
In May 2020, following a formal RFP process for as-needed CEQA services, the City Council awarded multi-year contracts to five consultants: Dudek, Michael Baker International, Inc., ICF Jones & Stokes, Inc., Envicom Corporation, and SWCA Environmental Consultants. For the CEQA needs of the Via Princessa Park project, staff requested proposals from the five aforementioned consultants and received two responses. City staff reviewed and scored the firms on a 100-point scale as follows:

Rank Company Location Score

1. Michael Baker International, Inc. Long Beach, CA 94

2. Dudek Pasadena, CA 85

The scoring system was based on the following criteria: an understanding of the scope and approach to the required work and key development tasks, the consultant’s experience with similar projects, qualifications of the project team and their resources, and organization of the 5 Packet Pg. 27

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proposal. Michael Baker International, Inc., demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. The firm identified key elements that will need to be addressed during the CEQA process. City staff recommends awarding Michael Baker International, Inc., a professional services contract for CEQA services for the Via Princessa Park project.

Agency Contracts and Permitting Fees
The additional requested spending authority will cover various anticipated permitting fees, not to exceed $600,000 in the aggregate, associated with sole source utilities and rail authorities, including, but not limited to, Los Angeles County, Southern California Edison, Santa Clarita Valley Water Agency, and UPRR. These permitting fees are non-negotiable and are based on established rates set by the agencies. Once the CEQA and permitting process is complete, staff will request authorization from the City Council to obtain mitigation for the project.

ALTERNATIVE ACTION

Other action as determined by the City Council.

FISCAL IMPACT

Upon approval of the recommended actions, budget amount in expenditure account P3033271- 516101 (Measure W Fund) will total $6,330,248 and would be available to support the recommended contracts.

ATTACHMENTS
Location Map
Proposal for Psomas (available in the City Clerk's Reading File) Proposal for MNS Engineers, Inc. (available in the City Clerk's Reading File) SCRRA Design Support Fees (available in the City Clerk's Reading File) Proposal for Michael Baker International (available in the City Clerk's Reading File) 5 Packet Pg. 28

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Attachment: Location Map (VIA PRINCESSA PARK, PROJECT P3033 - AWARD DESIGN CONTRACT)

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Agenda Item: 6

CITY OF SANTA CLARITA

AGENDA REPORT

CONSENT CALENDAR
CITY MANAGER APPROVAL:

DATE: October 11, 2022
SUBJECT: SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR 2022-23 AGREEMENT
DEPARTMENT: Recreation and Community Services
PRESENTER: Amy Seyerle

RECOMMENDED ACTION

BACKGROUND
The City of Santa Clarita (City) supports opportunities for recreation and wellness programs, transit-related services, and home delivered meals for seniors through annual funding provided by the City to the Santa Clarita Valley Committee on Aging (SCV COA).

During Fiscal Year 2021-22, the SCV COA utilized funds to serve over 37,800 seniors through recreation and wellness programs, which included a combination of in-person and virtual classes and the return of their Outdoor Concert Series. They served 399,572 meals through the Meals on Wheels Program - Santa Clarita and the Bella Vida Drive Thru. Of those, 10,000 meals were provided as a direct result of the funding provided by the City.

While the City has an ongoing allocation to support SCV COA's transit-related services, due to challenges they faced as a result of COVID-19, they did not receive their annual allocation of $150,000 in Fiscal Year 2021-22, and instead requested to carryover unused funds from Fiscal Year 2020-21 in the amount of $93,968 into Fiscal Year 2021-22. With these rollover funds, they were able to provide over 11,000 trips through Dial-A-Ride and Transit Access Passes and an additional 4,395 bus trips for medical, grocery, and financial support purposes.

With the unutilized funds in the amount of $150,000 that were appropriated for transit-related services in Fiscal Year 2021-22, the SCV COA is requesting the funding to purchase replacement vehicles needed to support their Meals on Wheels Program and health and wellness programs. The SCV COA has 10 vehicles dedicated to the Meals on Wheels program that have 6 Packet Pg. 30

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reached the end of their useful life. These vehicles were placed into service in 2013 and 2014 and have operated every Monday through Friday ever since. These aging vehicles operate four hours per day, making up 40 stops per day. The constant stop and go and wear and tear have led to a significant increase in maintenance costs and impacted the fleets reliability. The requested funding would allow the SCV COA to replace as many as four vehicles, with new fuel-efficient hybrid vehicles, that not only have a smaller carbon footprint but also improve fleet reliability.

As part of the City's Fiscal Year 2022-23 budget, the City Council allocated $475,000 to the SCV Committee on Aging. This is an ongoing annual commitment. This appropriation will provide support for the following senior services administered by the SCV Committee on Aging:
$225,000 for recreation, health, and wellness programs; $150,000 for transit-related services; and $100,000 for home-delivered meals. Combined with the $150,000 to purchase new vehicles, the total support from the City of Santa Clarita to the Santa Clarita Valley Committee on Aging would be $625,000.

ALTERNATIVE ACTION
Other action as determined by the City Council.

FISCAL IMPACT

Adequate funds have been appropriated in the Fiscal Year 2022-23 budget in accounts 1005000- 516101 ($325,000) and 1007000-516102 ($300,000).

ATTACHMENTS
FY 2022-23 SCV Committee on Aging Agreement DRAFT
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AGREEMENT BETWEEN

THE CITY OF SANTA CLARITA
AND

SANTA CLARITA VALLEY COMMITTEE ON AGING
FOR
FISCAL YEAR 2022-2023

THIS AGREEMENT, dated for purposes of identification only this 1ST day of July 2022, made and entered into by and between the CITY OF SANT A CLARITA, a municipal corporation, hereinafter referred to as “ City,” and SANTA CLARITA VALLEY COMMITTEE ON AGING (SCVCOA) hereinafter referred to as “Grantee.”

W I T N E S S E T H

WHEREAS, the City supports opportunities for recreation and wellness pr ograms, transit-related services, and home-delivered meals for Santa Clarita Valley seniors; and

WHEREAS, the City has appropriated $625,000 in Fiscal Year 2022-23 annual funds to Grantee to provide programs and se rvices to Santa Clarita seniors : $225,000 for recreation and wellness programs , $100,000 solely and exclusively f or home -delivered meals, $ 150,000 for transit-related services and up to $150,000 for replacement vehicles; and

WHEREAS, Grantee represents that it is capable of providing such services.

NOW, THEREFORE, FOR AND IN CONSIDERATION OF THE MUTUAL

PROMISES, COVENANTS, AND CONDITIONS HEREIN CONTAINED, THE PARTIES HERETO AGREE AS FOLLOWS:

1. City agrees to award to Grantee and Grantee agrees to accept from City the City Council-approved award of $625,000, to be distributed as follows:
a) For recreation and wellness programs, home -delivered meals, and transit-related services, the payment will be divided into two equal payments of $ 237,500. The first payment shall cover the period from July 1, 2022, through December 31, 2022, and the second payment shall cover the period from January 1, 2023, through June 30, 2023. b) The funds in an amount not to exceed $150,000 for the acquisition of replacement vehicles will be eligible for disbursement prior to June 30, 2023, upon receipt of the “Replacement Vehicles” reports detailed in Exhibit D – Reporting Requirements. Funds will be distributed within thirty (30) days of the City receiving specified documentation verifying details of vehicle purchases.

Expenditures made by the Grantee in the implementation of this Agreement will be made for the purpose of providing the services as outlined in the attached exhibits:

Exhibit A: Service Description - Recreation and Wellness Exhibit B: Transit-Related Services

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Exhibit C: Replacement Vehicles
Exhibit D: Reporting Requirements

2. Grantee agrees that services to be provided under this Agreement must be adequate to ensure the maximum utilization of Grantee’s facility and services by Santa Clarita seniors and that the use of Grantee’s facility and services shall be granted to eligible seniors of City.

3. Grantee agrees to provide City a copy of the agency’s single independent audit report and other narrative and statistical reports, as detailed in Exhibit D - Reporting Requirements.

4. Grantee agrees that City may, at any time, audit any and all of Grantee’s books, documents, or records relating to this Agreement.

5. City and its respective elected and appointed boards, officials, officers, agents, employees, and volunteers (individually and collectively, “ Indemnities”) shall have no liability to Grantee or any other person for, and Grantee shall indemnify, defend, protect, and hold harmless Indemnities from and against, any and all liabilities, claims, acti ons, causes of action, proceedings, suits, damages, judgments, liens, levies, costs, and expenses of whatever nature, including reasonable attorney’s fees and disburse ments (collectively, “Claims”), which Indemnities may suffer or incur or to which Indemnities may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused by the Grantee’s performance of or failure to perform any services under this Agreement, or by the negligent or willful acts or omissions of Grantee, its agents, officers, directors, or employees, committed in performing any of the services under this Agreement.

If any action or proceeding is brought against indemnities by reason of any of the matters against which Grantee has agreed to indemnify indemnities as provided above, Grantee, upon notice from City, shall defend indemnities at its expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. Indemnities need not have first paid for any of the matters to which indemnities are entitled to indemnification in order to be so indemnified. The limits of the insurance required to be maintained by Grantee in this Agreement shall not limit the liability of Grantee hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement

The provisions of this section do not apply to claims occurring as a result of the City’s active negligence or willful acts of omission.

6. Without limiting City’s right to indemnification, it is agreed that Grantee shall secure prior to commencing any activities under this Agreement, and maintain during the term of this Agreement, insurance coverage (if applicable) and consistent with standards in such agencies as follows:

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A. General Liability and Property Damage Insurance : Grantee agrees to procure and maintain general liability and property damage insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly from any act or activities of Grantee, its subconsultants, or any person acting for Grantee or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of Grantee, or its subconsultants, or any person acting for Grantee, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect City against incurring any legal cost in defending claims for alleged loss.

Such general liabil ity and property damage insurance shall be maintained in the following minimum limits: A combined single limit policy with coverage limits in the amount of $1,000,000 per occurrence will be considered equivalent to the required minimum limits.

B. Automotive Insurance: Grantee shall procure and maintain public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than $1,000,000 combined single limit. If Grantee does not own automobiles, Grantee shall provide a waiver releasing City from all liability resulting from Grantee’s use of personal vehicles on project.

C. Worker’s Compensation Insurance : Grantee shall procure and maintain Worker’s Compensation Insurance in the amount of $1,000,000 per occurrence o r as will f ully comply with the laws of the State of California and which shall indemnify, insure, and provide legal defense for both Grantee and City against any loss, claim, or damage arising from any injuries or occupational diseases happening to any worker employed by Grantee in the course of carrying out the Agreement.

D. Professional Liability Insurance : Grantee shall procure and maintain Professional Liability Insurance coverage (if applicable) in an amount not less than $1,000,000, and Grantee shall maintain such coverage for at least one (1) year from the termination of this Agreement.

E. General Insurance Requirements
b) All insurance shall be primary insurance and shall name the City of Santa Clarita as an additional insured with exception to Worker’s Co mpensation. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under the policy if not named as an additional insured, and an additional insured shall not be held liable for any premium or e xpense of any nature on the policy or any extension thereof solely because they are an additional insured thereon. c) If the operation under this Agreement results in an increased or decreased risk in the opinion of the City’s Risk Administrator, then Grantee agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by the Risk Administrator.

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d) Grantee agrees that provisions of this paragraph as to maintenance of insurance shall not be construed as limiting in any wa y the extent to which Grantee may be held responsible for the payment of damages to persons or property resulting from Grantee’s activities, the activities of its subconsultants, or the activities of any person or persons for which Grantee is otherwise responsible.
e) A Certificate of Insurance and an additional insured e ndorsement (for general and automobile liability) evidencing the above insurance coverage with a company acceptable to the City’s Risk Administrator shall be submitted to City prior to execution of this Agreement on behalf of the City.
f) The terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or canceled by the carrier, for nonpayment of premiums otherwise, without 30 days prior written notice of amendment or cancellation to City. In the event the said insurance is canceled, Grantee shall, prior to the cancellation date, submit new evidence of insurance in the amounts heretofore established.
g) All required insu rance must be in effect prior to awarding the grant, and it or a successor policy must be in effect for the duration of the Agreement. Maintenance of proper insurance coverage is a material element of the Agreement, and the failure to maintain and renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract. If Grantee, at any time during the term of this Agreement, should fail to secure or maintain any insurance required under this Agreement, City shall be pe rmitted to obtain such insurance in Grantee’s name and shall be compensated by Grantee for the cost of the insurance premiums.
h) Should Grantee, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain coverage at Grantee’s expense and deduct the cost of such insurance from payments due to Grantee under this Agreement or terminate. In the alternative, should Grantee fail to meet any of the insurance requirements under this Agreement, City may cancel the Agreement immediately with no penalty. i) Should Grantee’s insurance required by this Agreement be cancelled at any point prior to expiration of the policy, Grantee must notify City within 24 hours of receipt of notice of cancellation. Furthermore, Grantee must obtain r eplacement coverage that meets all contractual requirements within 10 days of the prior insurer’s issuance of notice of cancellation. Grantee must ensure that there is no lapse in coverage.

7. Nothing herein contained shall be construed as limiting in an y way the extent to which Grantee may be held responsible for payments of damages to persons or property resulting from Grantee’s or its subcontractor’s performance of the work covered under this Agreement.

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8. This Agreement supersedes any and all agreeme nts, either oral or written, between the parties hereto with respect to the services by the Grantee for City and contains all of the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, either orally or otherwis e, have been made by any party, which are not embodied herein, and that no other agreement, statement, or promise not contained in this Agreement shall be valid or binding. Any modification of this Agreement will be effective only if it is in writing signed by the party to be charged.

9. The period of this Agreement shall extend from July 1, 2022, and expire on June 30, 2023. Howev er, this Agreement may be extended year to year after its initial expiration, based upon the same terms and conditions, and upon request by the Grantee, approval by the City Council, and appropriation of funds.

10. This Agreement may be suspended or terminated at any time by either party upon giving thirty (30) days written notice. City may immediately suspend or terminate this Agreement verbally (followed by written confirmation) or in writing with or without cause. In such event, Grantee will be compen sated for all services rendered and all necessarily incurred costs performed in good faith in accordance with the terms of this Agreement that have not been previously reimbursed, to the date of said suspension or termination to the extent that funds are available.

11. Grantee agrees that funds shall be disbursed or encumbered no later than June 30, 2023. Any and all funds remaining as of June 30, 2023, which have not been disbursed or encumbered, shall be returned to City unless a written extension is requested of the City.

12. Grantee agrees to indemnify and hold City, its officers, agents and employees harmless from any and all claims of the United States of America for reimbursements of funds or any portion thereof due to the improper use of funds.

13. Pursuant to Senate Bill 542, chaptered in 1999, the Employment Development Department (EDD) of the State of California requires that a W-9 Form be filed by all vendors for all contracts entered into with the City. Grantee agrees to complete all required forms necessary to comply with EDD regulations. This requirement became effective January 1, 2001.

14. Notices and communication concerning this Agreement shall be sent to the following addresses:

City of Santa Clarita Grantee
23920 Valencia Boulevard, Suite 120 SCV Committee on Aging Santa Clarita, CA 91355 SCV Senior Center
Attn: Kenneth W. Striplin 27180 Golden Valley Road Santa Clarita, CA 91350
Attn: Kevin MacDonald

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15. The effective date of this Agreement shall be the latest date of execution hereinafter set forth opposite the names of the signatures hereto. In the event Grantee fails to set forth a date of execution opposite the name(s) of Grantee’s signature, Grantee hereby authorizes City, by and through its representative, to insert the date of execution by Grantee’s signator(s) as the date said Agreement, as executed by Grantee, is received by City.

[SIGNATURES ON NEXT PAGE]

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ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE . The Partie s agree that this Agreement may be transmitted and signed by electronic mail by either/any or both/all Parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California Government Code section 16.5 and Civil Code section 1633.7.

IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of

FOR GRANTEE:

SANTA CLARITA VALLEY COMMITTEE ON AGING:

By:

Print Name & Title

Date:

FOR CITY OF SANTA CLARITA:

KENNETH W. STRIPLIN, CITY MANAGER

By:

City Manager

Date:

APPROVED AS TO FORM:

JOSEPH M. MONTES, CITY ATTORNEY

By:

City Attorney

Date:

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Recreation and Wellness
Service Description FY 2022/23
Exhibit A
The Santa Clarita Valley Committee on Aging, d.b.a. Santa Clarita Valley Senior Center ("SCV Senior Center") operates a wide range of recreation and health and wellness programs that promote the quality of life of seniors in the City of Santa Clarita by encouraging socialization, physical fitness, lifelong learning, advocacy, and emotional support. The Recreation and Wellness Program extends beyond the main building of the SCV Senior Center through collaboration with the City of Santa Clarita, other non-profit organizations and senior housing sites, coordination of approximately 250 intergenerational community volunteers, and transportation to other services in the City of Santa Clarita.

Recreation and Wellness funding from the City of Santa Clarita supports volunteer and paid instructors who provide classes and services. The FY 2022/23 will take us back having all services offered live and some offered outside in our courtyard. The Senior Center is fully opened with no plans to shut down again. We will be continuing all virtual classes at the same time. Our famous “Courtyard Concerts” will continue with concerts and hopefully movie nights returning to inside the Bella Vida ballroom.

Our team will continue to survey seniors who are homebound and do everything possible to keep them engaged and to avoid isolation. Classes and services provided to seniors at the SCV Senior Center both Live and via Zoom are:

Health & Wellness
Assessment & Case Management
Assistance with Form Completion
Caregiver Virtual Resource Day
Caregiver Support Groups
Ask the Nurse
Grief & Emotional Support Groups
Health & Wellness Lectures
Health Screenings:
• Blood Pressure
• Hearing
• Flu Clinic
Legal Assistance
Medicare & MediCal Advocacy
Nutrition Counseling
Psychological Counseling
Reassurance Calls
Table Talks
Lifelong Learning
Fine Arts: Watercolors and Drawing
Creative Writing
Current Events Discussion Group
Archaeology & Anthropology Discussion
Group

Physical Fitness/Activities
Chair Pilates
Flex & Flow Yoga
Sit-N-B-Fit Exercise
Tai Chi Ch'uan
Tai Chi/Meditation/Acupressure
Zumba Gold and Zumba Gold Toning
Courtyard Concerts

Social Recreation
Ladies’ Billiards
Pinochle
Wii Games
Mah Jong
Men’s’ Billiards
Silvertones - chorus

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Attachment: FY 2022-23 SCV Committee on Aging Agreement DRAFT (SCV Committee on Aging Agreement FY2022-23)

Performance Projections FY 2022-23

The SCV Senior Center Recreation and Wellness program expects to assist thousands of individuals this year and if July and August are any indication – all records will be broken by March 2023.

We are moving some activities outside with our new outdoor dance floor and patio. We are reviewing options for Pickle Ball and Ping Pong. The Senior Center will also introduce a new “Lecture” Series bringing in notable speakers of interest to Seniors.

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Attachment: FY 2022-23 SCV Committee on Aging Agreement DRAFT (SCV Committee on Aging Agreement FY2022-23) Exhibit B

Transit-Related Services by
The Santa Clarita Valley Committee on Aging (Grantee) for The City of Santa Clarita

The City and the Grantee agree that the Grantee will provide the following transit-related services during Fiscal Year 2022-2023.

1. Grantee agrees to administer the "Reduced Fare Program" for eligible low -income Dial-a- Ride (DAR) and Access customers. This shall include qualifying individuals, based on current Department of Housing and Urban Development (HUD) and Community Development Block Grant (CDBG) established income levels, as established by HUD annually. A list of eligible individuals shall be sent to the City on a monthly basis.

2. Grantee agrees to sell the “Reduced Fare Program” fare media to eligible individuals on TAP and remit all proceeds to the City no later than the 20th day of each month.

3. Grantee agrees to provide for customers who cannot be accommodated on Dial-a-Ride, taxi, rideshare, or Transportation Network Companies (e.g. Uber and Lyft) vouchers or urgent-need service when Dial-a-Ride is not in operation. Documentation will be turned into the City on a quarterly basis listing names and the number of vouchers or urgent-need services provided.

4. Grantee agrees to coordinate services available to locations outside the Dial-a-Ride service area for Dial-a-Ride customers. Documentation will be turned into the City on a quarterly basis listing the names and the number of services provided.

5. Grantee agrees to be a temporary staging location in the event a Dial-a-Ride customer cannot be transported to their final destination.

6. Grantee agrees to provide a singular contact person for the marketing of transit programs to Senior Center clients, as well as distributing transit schedules, flyers, and user handbooks.

7. Grantee agrees to n etwork with healthcare providers and Senior Center participants to improve Dial-a-Ride service provided for medical appointment trips.

8. The City and Grantee agree to independently develop new group ride services providing fixed-schedule links between senio r complexes and popular destinations, and to jointly promote all group ride services. Ridership numbers from group ride services must be turned into the City on a quarterly basis.

9. Grantee agrees to increase the knowledge and understanding of Santa Clarit a’s fixed-route local bus system through daily contact between staff and senior citizens.

10. Grantee agrees to be an active participant in the Accessibility Advisory Committee as a member agency which provides service to seniors or people with disabilities w ho use Santa Clarita Transit, and to have a representative at each committee meeting.

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Attachment: FY 2022-23 SCV Committee on Aging Agreement DRAFT (SCV Committee on Aging Agreement FY2022-23)

11. The City agrees to be an active participant on the Grantee Advisory Council as a member agency which provides service to seniors or people with disabilities, and to have a representative at each committee meeting.

12. The City agrees to provide annual training for Grantee volunteers regarding proper pass sale procedures, and qualifying standards.

13. Grantee agrees to allow the City to inspect, evaluate and monitor its facilities and have access to program operation and activities including the interviewing of Grantee and Reduced Fare Program participants as required by the City. Facilities include all files, records, and other documents related to the performance of this Agreement. Activities include attendance at staff, board of directors, advisory committee, and advisory board meetings, and observation of ongoing program functions. Grantee will ensure the cooperation of its staff and board members in such efforts. City Project Coordinator or his/her designee will conduct periodic program progress reviews. These reviews will focus on the extent to which the planned program has been implemented and measurable goals achieved effectiveness of program management, and impact of the program.

14. Grantee agrees to establish and maintain on a current basis an adequate accounting system in accordance with generally accepted accounting principles and standards.

This satisfies the requirement of the MOU executed in March 1992 for an annual agreement by the City of Santa Clarita and the Santa Clarita Valley Committee on Aging. The Grantee agrees to the above list of services for Fiscal Year 2022-2023.

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Attachment: FY 2022-23 SCV Committee on Aging Agreement DRAFT (SCV Committee on Aging Agreement FY2022-23) Exhibit C

Vehicle Replacement Funding provided by the City of Santa Clarita to The Santa Clarita Valley Committee on Aging (Grantee)

The City and the Grantee agree that the City will reimburse the Grantee up to $150,000 for vehicle replacement during Fiscal Year 2022-2023.

1. Grantee agrees to use the funds to replace existing vehicles that have reached the end of their useful life. The new vehicles must be used to support Grantee programing such as Meals on Wheels and the senior transportation program.

2. Grantee agrees to maintain ownership of the purchased vehicle(s) throughout the useful life of the asset and will not shift use of the asset without prior approval of the City.

3. Grantee agrees to maintain, at its own cost, the vehicles in good working condition, in accordance with Original Equipment Manufacturer (OEM) specifications.

4. Grantee agrees to allow the City to inspect any City-funded vehicles and maintenance records on an annual basis. These inspections are to ensure that the vehicles are in regular service and include, but limited to, a review of the Grantee’s maintenance program, service records, vehicle inspection sheets, and maintenance invoices.

5. Grantee agrees to notify the City in the event a vehicle purchased with City funds is retired early, significantly damaged, or is no longer needed for its original intent. Any proceeds from the sale or early retirement of the vehicle(s) must be used for future program vehicle replacement.

6. The City will reimburse the Grantee for actual expenses of the acquis ition of new or replacement vehicles in an amount not to exceed $150,000.

The Grantee agrees to these terms as a condition of the new or replacement vehicle funding for Fiscal Year 2022-2023.

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Attachment: FY 2022-23 SCV Committee on Aging Agreement DRAFT (SCV Committee on Aging Agreement FY2022-23) Exhibit D

Reporting Requirements
Fiscal Year 2022-23

Grantee agrees to provide City a copy of the agency’s single independent audit report and the following narrative and statistical reports:

Recreation and Wellness Programs
Grantee shall provide the City the following reports upon completion of this Agreement:

A. A detailed listing of actual costs incurred for all activities listed herein.

B. Statistical reports on number of seniors served through the Recreation and Wellness Programs, including a comparison to prior years.

C. A final year-end statistics report in narrative form providing description of Recreation and Wellness services provided and success of program during the term of the Agreement.

D. A copy of the agency’s single independent audit report.

Home-Delivered Meals Program
Grantee shall submit two reports to City: 1) one progress report covering July 1, 20 22, to December 31, 2022, due by January 15, 2023; and 2) a final report covering January 1, 202 3 to June 30, 2023, due by July 15, 2023. The reports shall be submitted in narrative format and shall contain the following:

A. Demographic Data – Total number of new clients assessed for Program participation; number of completed reassessments for existing Program clients; number of new clients served by the Progr am; number of clients discharged from the Program; number of clients moved from the wait list to Program participation; number of emergency clients in the Program; and number of meals delivered by the Program to City senior residents. All demographic information shall be broken down for each month within the contract period, with the first report covering the start of the contract period to December 31, 20 22, and the second report covering January 1, 2023, to the end of the contract period.

B. Purchases Made/ Services Provided – In detail, purchases made, services provided, and progress toward the specific purpose of the City grant funding during the first reporting period, and then for the entire reporting period in the second report. This information shall include food and materials purchased, salaries of staff that directly prepare or provide home-delivered meals, and vehicle costs associated with Program service delivery.

C. Program Effectiveness – In detail, describe the difference that the grant has made tow ards helping seniors who otherwise would not have been helped absent this grant.

D. Number Served by Grant – Number of City residents served by the grant during the reporting period as well as the total number of City residents who received home-delivered meal service by Grantee whether related to the grant or not.

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Attachment: FY 2022-23 SCV Committee on Aging Agreement DRAFT (SCV Committee on Aging Agreement FY2022-23)

E. Total Expenditures – Amount spent to-date.

F. Additional Documentation – Copies of documentation (invoices, receipts) showing expenses paid by City grant and any color photographs, if available, of any of the services that were provided because of the grant.

Transit-Related Services
Grantee shall provide the City the following reports:

A. A detailed listing of actual costs incurred for all activities listed herein.

B. Statistical reports on number of s eniors served and the amount of Dial-A-Ride passes sold, including a comparison to quarters.

C. Quarterly reports in narrative form providing description of services provided and success of program during the term of the Agreement.

Vehicle Replacement
Grantee shall provide the City the following reports within 30 days of placing a new vehicle into service:

A. Report detailing vehicles that were removed from service and the cost of the replacement vehicle. For replacement vehicles, detail year, make, model and starting mileage.

B. Copy of final invoice and proof of payment for any vehicle purchased with City grant funds.

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Attachment: FY 2022-23 SCV Committee on Aging Agreement DRAFT (SCV Committee on Aging Agreement FY2022-23)

Santa Clarita City CouncilOctober 11, 2022

Santa Clarita City Council
October 11, 2022