Thousand Oaks City Council
June 6, 2023

City Council
REGULAR MEETING
Tuesday, June 06, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are broadcast live and re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10); also available on  YouTube (CTO Meetings).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LABOR NEGOTIATORS – City designated representatives:

Assistant City Manager Ingrid Hardy; Finance Director Jaime Boscarino; Human Resources Director Tim Giles; Deputy Human Resources Director Sharon Chen; Deputy Finance Director Carrie Matson; Employee Organizations: Thousand Oaks City Employees Association (TOCEA); Thousand Oaks Management Association (TOMA); Senior Management Association (SMA); and Executive Managers (Assistant City Manager, Deputy City Manager, Finance Director, Community Development Director, Public Works Director, City Clerk, Human Resources Director, Cultural Affairs Director, Library Director, Strategic Communications Director); Pursuant to California Government Code section 54957.6.

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Brit Nicole Marie Tsumpes vs. City of Thousand Oaks;  Ventura County Superior Court Case No. 202000539890CUPO.  Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. PLEDGE OF ALLEGIANCE:

7. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

A. Trails Education Days
B. Commendation – Captain Plumb

9. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

10. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify May 17, 2023, May 24, 2023, and May 31, 2023; approve June 7, 2023, and June 14, 2023, subject to review and ratification
B. Minutes of City Council meetings of May 16, 2023, and May 23, 2023 RECOMMENDATION:

Approve
C. Community Funding Review Committee Appointments
RECOMMENDATION:

1. Approve Community Funding Review Committee appointments of Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the unscheduled vacancies and serve the remainder of term ending July 2024.

2. Approve Community Funding Review Committee appointment of Bree von Faith to fill the unscheduled vacancy and serve the remainder of the term ending July 2025.

3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

D. Guard Rail Project (MI 2574)
RECOMMENDATION:

1. Authorize staff to advertise the Guard Rail Project (MI 2574) for construction bids.

2. Authorize acceptance of Federal Highway Safety Improvement Program Cycle 10 Grant in the amount of $512,500 from the Federal Highway Administration for construction of Guard Rail Project.

3. Find that the Project is categorically exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

E. Expenditure Plan for Supplemental Law Enforcement Services Fund for FY 2022­23 RECOMMENDATION:

1. Approve the expenditure plan of grant funds pursuant to Supplemental Law Enforcement Services Fund (SLESF) guidelines, so the City may continue to benefit from grant funds under SLESF to partially offset the contract costs of the following positions: ​​
One Misdemeanor Detective Deputy (contract costs: $270,968) in A/C #001­ 6640­621­5730 (General Fund, Contracted Services – Law Enforcement).

Two Directed Enforcement Team (formerly referred to as Bike Patrol) Deputies (contract costs: $487,978) in A/C #001­6650­621­5730 (General Fund, Contracted Services – Law Enforcement).

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

F. Greater Conejo Valley Chamber of Commerce Services
RECOMMENDATION:

1. Approve agreement with Greater Conejo Valley Chamber of Commerce for business­related services in a not­to­exceed amount of $240,000 for a two­year period beginning July 1, 2023, through June 30, 2025.

2. Authorize expenditure in the amount of $120,000 for FY 2023­24 and $120,000 for FY 2024­25 from A/C #001­0810­612­5723 (Contracted Services – Chamber of Commerce).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) RECOMMENDATION:

1. Authorize staff to advertise the Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) for construction bids.

2. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.

H. Fire System Upgrades (CI 5483, CI 5574, CI 5582, CI 5584) RECOMMENDATION:

1. Approve project design plans, specifications, and working details for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584).

2. Award construction contract to Cal Building Systems, Inc., of Yorba Linda, CA in the amount of $1,163,980 plus a construction contingency of $175,000 for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584), and authorize expenditure in the amount of $1,142,549 for costs to complete project.

3. Approve budget appropriation in the amount of: $356,866 from A/C #110­0000­ 311­1000 (Library Fund Balance) to A/C #110­7310­673­8200 (CI 5483, Building Improvements); and $50,818 from A/C #110­0000­311­1000 (Library Fund Balance) to A/C #110­7410­673­8200 (CI 5574 Building Improvements).

4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project contingency amount.

5. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

I. 2023 Sidewalk and Concrete Replacement Program (MI 2557) RECOMMENDATION:

1. Approve project design, plans, and specifications, including Addendum No. 1 for construction of the 2023 Sidewalk and Concrete Replacement Program (MI 2557).

2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $352,852 plus a contingency of $35,300.

3. Approve budget appropriation in the amount of $44,600 from A/C #133­0000­311­ 1000 (Gas Tax, Fund Balance) to A/C #133­5310­631­5500 (MI 2557).

4. Authorize expenditure in the amount of $393,152 ($352,852 construction contract; $35,300 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133­5310­631­5500 (MI 2557 Concrete Replacement and Sidewalk Repair Program).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.

6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.

J. Amendments to Transit Operator Agreements with MV Transportation, Inc.

RECOMMENDATION:

1. Approve two­year contract extension with MV Transportation, Inc. (Dallas, TX) through June 30, 2025.

2. Approve Third Amendment to Contractor Operating Agreement, Contract No. 12072­2019, with MV Transportation, Inc. (MV), for services related to the operation of Thousand Oaks Transit Fixed Route and Demand Response Public Transit services.

3. Approve First Amendment to Thousand Oaks Transportation Center Lease, Contract No. 12073­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

4. Approve First Amendment to Municipal Service Center Ground Lease, Contract No. 12074­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

5. Find that this action is not a project as defined under the California Environmental Quality Act.

K. FY 2023­24 Community Events Grant Recommendations
RECOMMENDATION:

1. Approve Community Events Grants totaling $83,073.50.

2. Authorize the City Manager or designee to execute Community Events Grant agreements with grantees.

3. Authorize expenditure in the amount of $83,073.50 in FY 2023­24 from A/C #001­ 1120­611­5920 (CF2024, CEF Grants/Donations) for Community Events Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

L. Work Program Groups
RECOMMENDATION:

1. Waive the Request for Proposal/Qualifications (RFP/Q) selection process for the provider of the Work Program Groups.

2. Award service agreement for provision of work program groups of adults with developmental disabilities at the Civic Arts Plaza to PathPoint of Thousand Oaks, CA, for three years at an approximate cost of $55,000 per year (subject to authorized annual increases) with two one­year extension options, not to exceed $275,000 over the lifetime of the agreement.

3. Authorize expenditure in the amount of approximately $55,000 per year from A/C #001­3570­612­5620 (Contracted Services – Janitorial).

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

11. PUBLIC HEARINGS:

A. Proposed FY 2023­24 and FY 2024­25 Operating and Capital Improvement Program Budgets
RESOLUTION ADOPTING THE ANNUAL CITY OF THOUSAND OAKS OPERATING AND CAPITAL IMPROVEMENT PROGRAM BUDGETS FOR FISCAL YEARS 2023­ 2024 AND 2024­2025; AND ADOPTING FINANCIAL POLICIES
RECOMMENDATION:

1. Adopt resolution approving proposed Operating and Capital Improvement Program (CIP) Budgets for FY 2023­24 and FY 2024­25.

2. Adopt updated Financial and Budget Policies, including Governmental Fund balances and designations.

3. Authorize City Manager to carry over funds from FY 2022­23 to FY 2023­24 and from FY 2023­24 to FY 2024­25 for projects listed as requiring carryover included in the CIP Budget, Grants, and Project­Related Maintenance and Operations budgets.

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Landscape and Lighting Assessment District No. 79­2 Annual Levy RESOLUTION APPROVING THE ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2, AND ANNUAL LEVY OF ASSESSMENTS RELATED THERETO COMMENCING IN FISCAL YEAR 2023­24 RESOLUTION ORDERING THE LEVY AND COLLECTION OF ASSESSMENTS FOR THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 FOR FISCAL YEAR 2023­24
RESOLUTION APPROVING THE ANNEXATION ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2
RESOLUTION ORDERING THE ANNEXATION OF PROPERTY (HYDAM HOMES, LLC, 2080 HILLCREST DRIVE AND VOGEL PROPERTIES, INC., 1515 RANCHO CONEJO BOULEVARD AND 1489 LAWRENCE DRIVE) TO THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 AND LEVYING ASSESSMENTS FOR FISCAL YEAR 2023­24
RECOMMENDATION:

1. Approve Final Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Assessments.

2. Adopt resolutions approving Engineer’s Report and Ordering Annual Levy of Assessments for FY 2023­24.

3. Approve Final Annexation Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Annexation Territory.

4. Tabulate the assessment ballots submitted, and not withdrawn, in support of, or in opposition to the proposed Annexation, and declare the results.

5. If no majority protest, then adopt resolution Ordering the Annexation of territory to Landscape and Lighting Assessment District No. 79­2 and the Annual Levy of Assessments for FY 2023­24.

6. Find that this action is not a project as defined under the California Environmental Quality Act.

12. STUDY SESSIONS: None

13. DEPARTMENT REPORTS: None

14. COMMITTEE/COMMISSION/BOARD REPORTS:

A. FY 2023­24 Community Social Service Grant Recommendations RECOMMENDATION:

1. Approve Community Social Service Grants totaling $100,000.

2. Authorize the City Manager or designee to execute Community Social Service Grant agreements with grantees.

3. Authorize expenditure in the amount of $100,000 from A/C #001­1120­611­5920 (SS2024, Community Endowment Grant Account) for Community Social Service Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

15. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

16. COUNCIL ISSUES/RECOMMENDATIONS:

A. 2023 Southern California Association of Governments General Assembly Update RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

17. CITY MANAGER:

A. Announcements and upcoming issues

18. PUBLIC NOTICES: None

19. ADJOURNMENT: Adjourn to Regular Meeting June 20, 2023 Agenda Post Date/Time: Jun 06, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\06­06­23.docx
City Council
REGULAR MEETING
Tuesday, June 06, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are broadcast live and re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10); also available on  YouTube (CTO Meetings).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LABOR NEGOTIATORS – City designated representatives:

Assistant City Manager Ingrid Hardy; Finance Director Jaime Boscarino; Human Resources Director Tim Giles; Deputy Human Resources Director Sharon Chen; Deputy Finance Director Carrie Matson; Employee Organizations: Thousand Oaks City Employees Association (TOCEA); Thousand Oaks Management Association (TOMA); Senior Management Association (SMA); and Executive Managers (Assistant City Manager, Deputy City Manager, Finance Director, Community Development Director, Public Works Director, City Clerk, Human Resources Director, Cultural Affairs Director, Library Director, Strategic Communications Director); Pursuant to California Government Code section 54957.6.

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Brit Nicole Marie Tsumpes vs. City of Thousand Oaks;  Ventura County Superior Court Case No. 202000539890CUPO.  Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. PLEDGE OF ALLEGIANCE:

7. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

A. Trails Education Days
B. Commendation – Captain Plumb

9. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

10. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify May 17, 2023, May 24, 2023, and May 31, 2023; approve June 7, 2023, and June 14, 2023, subject to review and ratification
B. Minutes of City Council meetings of May 16, 2023, and May 23, 2023 RECOMMENDATION:

Approve
C. Community Funding Review Committee Appointments
RECOMMENDATION:

1. Approve Community Funding Review Committee appointments of Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the unscheduled vacancies and serve the remainder of term ending July 2024.

2. Approve Community Funding Review Committee appointment of Bree von Faith to fill the unscheduled vacancy and serve the remainder of the term ending July 2025.

3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

D. Guard Rail Project (MI 2574)
RECOMMENDATION:

1. Authorize staff to advertise the Guard Rail Project (MI 2574) for construction bids.

2. Authorize acceptance of Federal Highway Safety Improvement Program Cycle 10 Grant in the amount of $512,500 from the Federal Highway Administration for construction of Guard Rail Project.

3. Find that the Project is categorically exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

E. Expenditure Plan for Supplemental Law Enforcement Services Fund for FY 2022­23 RECOMMENDATION:

1. Approve the expenditure plan of grant funds pursuant to Supplemental Law Enforcement Services Fund (SLESF) guidelines, so the City may continue to benefit from grant funds under SLESF to partially offset the contract costs of the following positions: ​​
One Misdemeanor Detective Deputy (contract costs: $270,968) in A/C #001­ 6640­621­5730 (General Fund, Contracted Services – Law Enforcement).

Two Directed Enforcement Team (formerly referred to as Bike Patrol) Deputies (contract costs: $487,978) in A/C #001­6650­621­5730 (General Fund, Contracted Services – Law Enforcement).

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

F. Greater Conejo Valley Chamber of Commerce Services
RECOMMENDATION:

1. Approve agreement with Greater Conejo Valley Chamber of Commerce for business­related services in a not­to­exceed amount of $240,000 for a two­year period beginning July 1, 2023, through June 30, 2025.

2. Authorize expenditure in the amount of $120,000 for FY 2023­24 and $120,000 for FY 2024­25 from A/C #001­0810­612­5723 (Contracted Services – Chamber of Commerce).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) RECOMMENDATION:

1. Authorize staff to advertise the Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) for construction bids.

2. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.

H. Fire System Upgrades (CI 5483, CI 5574, CI 5582, CI 5584) RECOMMENDATION:

1. Approve project design plans, specifications, and working details for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584).

2. Award construction contract to Cal Building Systems, Inc., of Yorba Linda, CA in the amount of $1,163,980 plus a construction contingency of $175,000 for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584), and authorize expenditure in the amount of $1,142,549 for costs to complete project.

3. Approve budget appropriation in the amount of: $356,866 from A/C #110­0000­ 311­1000 (Library Fund Balance) to A/C #110­7310­673­8200 (CI 5483, Building Improvements); and $50,818 from A/C #110­0000­311­1000 (Library Fund Balance) to A/C #110­7410­673­8200 (CI 5574 Building Improvements).

4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project contingency amount.

5. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

I. 2023 Sidewalk and Concrete Replacement Program (MI 2557) RECOMMENDATION:

1. Approve project design, plans, and specifications, including Addendum No. 1 for construction of the 2023 Sidewalk and Concrete Replacement Program (MI 2557).

2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $352,852 plus a contingency of $35,300.

3. Approve budget appropriation in the amount of $44,600 from A/C #133­0000­311­ 1000 (Gas Tax, Fund Balance) to A/C #133­5310­631­5500 (MI 2557).

4. Authorize expenditure in the amount of $393,152 ($352,852 construction contract; $35,300 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133­5310­631­5500 (MI 2557 Concrete Replacement and Sidewalk Repair Program).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.

6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.

J. Amendments to Transit Operator Agreements with MV Transportation, Inc.

RECOMMENDATION:

1. Approve two­year contract extension with MV Transportation, Inc. (Dallas, TX) through June 30, 2025.

2. Approve Third Amendment to Contractor Operating Agreement, Contract No. 12072­2019, with MV Transportation, Inc. (MV), for services related to the operation of Thousand Oaks Transit Fixed Route and Demand Response Public Transit services.

3. Approve First Amendment to Thousand Oaks Transportation Center Lease, Contract No. 12073­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

4. Approve First Amendment to Municipal Service Center Ground Lease, Contract No. 12074­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

5. Find that this action is not a project as defined under the California Environmental Quality Act.

K. FY 2023­24 Community Events Grant Recommendations
RECOMMENDATION:

1. Approve Community Events Grants totaling $83,073.50.

2. Authorize the City Manager or designee to execute Community Events Grant agreements with grantees.

3. Authorize expenditure in the amount of $83,073.50 in FY 2023­24 from A/C #001­ 1120­611­5920 (CF2024, CEF Grants/Donations) for Community Events Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

L. Work Program Groups
RECOMMENDATION:

1. Waive the Request for Proposal/Qualifications (RFP/Q) selection process for the provider of the Work Program Groups.

2. Award service agreement for provision of work program groups of adults with developmental disabilities at the Civic Arts Plaza to PathPoint of Thousand Oaks, CA, for three years at an approximate cost of $55,000 per year (subject to authorized annual increases) with two one­year extension options, not to exceed $275,000 over the lifetime of the agreement.

3. Authorize expenditure in the amount of approximately $55,000 per year from A/C #001­3570­612­5620 (Contracted Services – Janitorial).

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

11. PUBLIC HEARINGS:

A. Proposed FY 2023­24 and FY 2024­25 Operating and Capital Improvement Program Budgets
RESOLUTION ADOPTING THE ANNUAL CITY OF THOUSAND OAKS OPERATING AND CAPITAL IMPROVEMENT PROGRAM BUDGETS FOR FISCAL YEARS 2023­ 2024 AND 2024­2025; AND ADOPTING FINANCIAL POLICIES
RECOMMENDATION:

1. Adopt resolution approving proposed Operating and Capital Improvement Program (CIP) Budgets for FY 2023­24 and FY 2024­25.

2. Adopt updated Financial and Budget Policies, including Governmental Fund balances and designations.

3. Authorize City Manager to carry over funds from FY 2022­23 to FY 2023­24 and from FY 2023­24 to FY 2024­25 for projects listed as requiring carryover included in the CIP Budget, Grants, and Project­Related Maintenance and Operations budgets.

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Landscape and Lighting Assessment District No. 79­2 Annual Levy RESOLUTION APPROVING THE ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2, AND ANNUAL LEVY OF ASSESSMENTS RELATED THERETO COMMENCING IN FISCAL YEAR 2023­24 RESOLUTION ORDERING THE LEVY AND COLLECTION OF ASSESSMENTS FOR THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 FOR FISCAL YEAR 2023­24
RESOLUTION APPROVING THE ANNEXATION ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2
RESOLUTION ORDERING THE ANNEXATION OF PROPERTY (HYDAM HOMES, LLC, 2080 HILLCREST DRIVE AND VOGEL PROPERTIES, INC., 1515 RANCHO CONEJO BOULEVARD AND 1489 LAWRENCE DRIVE) TO THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 AND LEVYING ASSESSMENTS FOR FISCAL YEAR 2023­24
RECOMMENDATION:

1. Approve Final Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Assessments.

2. Adopt resolutions approving Engineer’s Report and Ordering Annual Levy of Assessments for FY 2023­24.

3. Approve Final Annexation Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Annexation Territory.

4. Tabulate the assessment ballots submitted, and not withdrawn, in support of, or in opposition to the proposed Annexation, and declare the results.

5. If no majority protest, then adopt resolution Ordering the Annexation of territory to Landscape and Lighting Assessment District No. 79­2 and the Annual Levy of Assessments for FY 2023­24.

6. Find that this action is not a project as defined under the California Environmental Quality Act.

12. STUDY SESSIONS: None

13. DEPARTMENT REPORTS: None

14. COMMITTEE/COMMISSION/BOARD REPORTS:

A. FY 2023­24 Community Social Service Grant Recommendations RECOMMENDATION:

1. Approve Community Social Service Grants totaling $100,000.

2. Authorize the City Manager or designee to execute Community Social Service Grant agreements with grantees.

3. Authorize expenditure in the amount of $100,000 from A/C #001­1120­611­5920 (SS2024, Community Endowment Grant Account) for Community Social Service Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

15. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

16. COUNCIL ISSUES/RECOMMENDATIONS:

A. 2023 Southern California Association of Governments General Assembly Update RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

17. CITY MANAGER:

A. Announcements and upcoming issues

18. PUBLIC NOTICES: None

19. ADJOURNMENT: Adjourn to Regular Meeting June 20, 2023 Agenda Post Date/Time: Jun 06, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\06­06­23.docx
City Council
REGULAR MEETING
Tuesday, June 06, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are broadcast live and re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10); also available on  YouTube (CTO Meetings).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LABOR NEGOTIATORS – City designated representatives:

Assistant City Manager Ingrid Hardy; Finance Director Jaime Boscarino; Human Resources Director Tim Giles; Deputy Human Resources Director Sharon Chen; Deputy Finance Director Carrie Matson; Employee Organizations: Thousand Oaks City Employees Association (TOCEA); Thousand Oaks Management Association (TOMA); Senior Management Association (SMA); and Executive Managers (Assistant City Manager, Deputy City Manager, Finance Director, Community Development Director, Public Works Director, City Clerk, Human Resources Director, Cultural Affairs Director, Library Director, Strategic Communications Director); Pursuant to California Government Code section 54957.6.

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Brit Nicole Marie Tsumpes vs. City of Thousand Oaks;  Ventura County Superior Court Case No. 202000539890CUPO.  Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. PLEDGE OF ALLEGIANCE:

7. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

A. Trails Education Days
B. Commendation – Captain Plumb

9. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

10. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify May 17, 2023, May 24, 2023, and May 31, 2023; approve June 7, 2023, and June 14, 2023, subject to review and ratification
B. Minutes of City Council meetings of May 16, 2023, and May 23, 2023 RECOMMENDATION:

Approve
C. Community Funding Review Committee Appointments
RECOMMENDATION:

1. Approve Community Funding Review Committee appointments of Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the unscheduled vacancies and serve the remainder of term ending July 2024.

2. Approve Community Funding Review Committee appointment of Bree von Faith to fill the unscheduled vacancy and serve the remainder of the term ending July 2025.

3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

D. Guard Rail Project (MI 2574)
RECOMMENDATION:

1. Authorize staff to advertise the Guard Rail Project (MI 2574) for construction bids.

2. Authorize acceptance of Federal Highway Safety Improvement Program Cycle 10 Grant in the amount of $512,500 from the Federal Highway Administration for construction of Guard Rail Project.

3. Find that the Project is categorically exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

E. Expenditure Plan for Supplemental Law Enforcement Services Fund for FY 2022­23 RECOMMENDATION:

1. Approve the expenditure plan of grant funds pursuant to Supplemental Law Enforcement Services Fund (SLESF) guidelines, so the City may continue to benefit from grant funds under SLESF to partially offset the contract costs of the following positions: ​​
One Misdemeanor Detective Deputy (contract costs: $270,968) in A/C #001­ 6640­621­5730 (General Fund, Contracted Services – Law Enforcement).

Two Directed Enforcement Team (formerly referred to as Bike Patrol) Deputies (contract costs: $487,978) in A/C #001­6650­621­5730 (General Fund, Contracted Services – Law Enforcement).

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

F. Greater Conejo Valley Chamber of Commerce Services
RECOMMENDATION:

1. Approve agreement with Greater Conejo Valley Chamber of Commerce for business­related services in a not­to­exceed amount of $240,000 for a two­year period beginning July 1, 2023, through June 30, 2025.

2. Authorize expenditure in the amount of $120,000 for FY 2023­24 and $120,000 for FY 2024­25 from A/C #001­0810­612­5723 (Contracted Services – Chamber of Commerce).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) RECOMMENDATION:

1. Authorize staff to advertise the Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) for construction bids.

2. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.

H. Fire System Upgrades (CI 5483, CI 5574, CI 5582, CI 5584) RECOMMENDATION:

1. Approve project design plans, specifications, and working details for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584).

2. Award construction contract to Cal Building Systems, Inc., of Yorba Linda, CA in the amount of $1,163,980 plus a construction contingency of $175,000 for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584), and authorize expenditure in the amount of $1,142,549 for costs to complete project.

3. Approve budget appropriation in the amount of: $356,866 from A/C #110­0000­ 311­1000 (Library Fund Balance) to A/C #110­7310­673­8200 (CI 5483, Building Improvements); and $50,818 from A/C #110­0000­311­1000 (Library Fund Balance) to A/C #110­7410­673­8200 (CI 5574 Building Improvements).

4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project contingency amount.

5. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

I. 2023 Sidewalk and Concrete Replacement Program (MI 2557) RECOMMENDATION:

1. Approve project design, plans, and specifications, including Addendum No. 1 for construction of the 2023 Sidewalk and Concrete Replacement Program (MI 2557).

2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $352,852 plus a contingency of $35,300.

3. Approve budget appropriation in the amount of $44,600 from A/C #133­0000­311­ 1000 (Gas Tax, Fund Balance) to A/C #133­5310­631­5500 (MI 2557).

4. Authorize expenditure in the amount of $393,152 ($352,852 construction contract; $35,300 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133­5310­631­5500 (MI 2557 Concrete Replacement and Sidewalk Repair Program).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.

6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.

J. Amendments to Transit Operator Agreements with MV Transportation, Inc.

RECOMMENDATION:

1. Approve two­year contract extension with MV Transportation, Inc. (Dallas, TX) through June 30, 2025.

2. Approve Third Amendment to Contractor Operating Agreement, Contract No. 12072­2019, with MV Transportation, Inc. (MV), for services related to the operation of Thousand Oaks Transit Fixed Route and Demand Response Public Transit services.

3. Approve First Amendment to Thousand Oaks Transportation Center Lease, Contract No. 12073­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

4. Approve First Amendment to Municipal Service Center Ground Lease, Contract No. 12074­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

5. Find that this action is not a project as defined under the California Environmental Quality Act.

K. FY 2023­24 Community Events Grant Recommendations
RECOMMENDATION:

1. Approve Community Events Grants totaling $83,073.50.

2. Authorize the City Manager or designee to execute Community Events Grant agreements with grantees.

3. Authorize expenditure in the amount of $83,073.50 in FY 2023­24 from A/C #001­ 1120­611­5920 (CF2024, CEF Grants/Donations) for Community Events Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

L. Work Program Groups
RECOMMENDATION:

1. Waive the Request for Proposal/Qualifications (RFP/Q) selection process for the provider of the Work Program Groups.

2. Award service agreement for provision of work program groups of adults with developmental disabilities at the Civic Arts Plaza to PathPoint of Thousand Oaks, CA, for three years at an approximate cost of $55,000 per year (subject to authorized annual increases) with two one­year extension options, not to exceed $275,000 over the lifetime of the agreement.

3. Authorize expenditure in the amount of approximately $55,000 per year from A/C #001­3570­612­5620 (Contracted Services – Janitorial).

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

11. PUBLIC HEARINGS:

A. Proposed FY 2023­24 and FY 2024­25 Operating and Capital Improvement Program Budgets
RESOLUTION ADOPTING THE ANNUAL CITY OF THOUSAND OAKS OPERATING AND CAPITAL IMPROVEMENT PROGRAM BUDGETS FOR FISCAL YEARS 2023­ 2024 AND 2024­2025; AND ADOPTING FINANCIAL POLICIES
RECOMMENDATION:

1. Adopt resolution approving proposed Operating and Capital Improvement Program (CIP) Budgets for FY 2023­24 and FY 2024­25.

2. Adopt updated Financial and Budget Policies, including Governmental Fund balances and designations.

3. Authorize City Manager to carry over funds from FY 2022­23 to FY 2023­24 and from FY 2023­24 to FY 2024­25 for projects listed as requiring carryover included in the CIP Budget, Grants, and Project­Related Maintenance and Operations budgets.

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Landscape and Lighting Assessment District No. 79­2 Annual Levy RESOLUTION APPROVING THE ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2, AND ANNUAL LEVY OF ASSESSMENTS RELATED THERETO COMMENCING IN FISCAL YEAR 2023­24 RESOLUTION ORDERING THE LEVY AND COLLECTION OF ASSESSMENTS FOR THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 FOR FISCAL YEAR 2023­24
RESOLUTION APPROVING THE ANNEXATION ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2
RESOLUTION ORDERING THE ANNEXATION OF PROPERTY (HYDAM HOMES, LLC, 2080 HILLCREST DRIVE AND VOGEL PROPERTIES, INC., 1515 RANCHO CONEJO BOULEVARD AND 1489 LAWRENCE DRIVE) TO THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 AND LEVYING ASSESSMENTS FOR FISCAL YEAR 2023­24
RECOMMENDATION:

1. Approve Final Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Assessments.

2. Adopt resolutions approving Engineer’s Report and Ordering Annual Levy of Assessments for FY 2023­24.

3. Approve Final Annexation Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Annexation Territory.

4. Tabulate the assessment ballots submitted, and not withdrawn, in support of, or in opposition to the proposed Annexation, and declare the results.

5. If no majority protest, then adopt resolution Ordering the Annexation of territory to Landscape and Lighting Assessment District No. 79­2 and the Annual Levy of Assessments for FY 2023­24.

6. Find that this action is not a project as defined under the California Environmental Quality Act.

12. STUDY SESSIONS: None

13. DEPARTMENT REPORTS: None

14. COMMITTEE/COMMISSION/BOARD REPORTS:

A. FY 2023­24 Community Social Service Grant Recommendations RECOMMENDATION:

1. Approve Community Social Service Grants totaling $100,000.

2. Authorize the City Manager or designee to execute Community Social Service Grant agreements with grantees.

3. Authorize expenditure in the amount of $100,000 from A/C #001­1120­611­5920 (SS2024, Community Endowment Grant Account) for Community Social Service Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

15. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

16. COUNCIL ISSUES/RECOMMENDATIONS:

A. 2023 Southern California Association of Governments General Assembly Update RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

17. CITY MANAGER:

A. Announcements and upcoming issues

18. PUBLIC NOTICES: None

19. ADJOURNMENT: Adjourn to Regular Meeting June 20, 2023 Agenda Post Date/Time: Jun 06, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\06­06­23.docx
City Council
REGULAR MEETING
Tuesday, June 06, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are broadcast live and re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10); also available on  YouTube (CTO Meetings).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LABOR NEGOTIATORS – City designated representatives:

Assistant City Manager Ingrid Hardy; Finance Director Jaime Boscarino; Human Resources Director Tim Giles; Deputy Human Resources Director Sharon Chen; Deputy Finance Director Carrie Matson; Employee Organizations: Thousand Oaks City Employees Association (TOCEA); Thousand Oaks Management Association (TOMA); Senior Management Association (SMA); and Executive Managers (Assistant City Manager, Deputy City Manager, Finance Director, Community Development Director, Public Works Director, City Clerk, Human Resources Director, Cultural Affairs Director, Library Director, Strategic Communications Director); Pursuant to California Government Code section 54957.6.

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Brit Nicole Marie Tsumpes vs. City of Thousand Oaks;  Ventura County Superior Court Case No. 202000539890CUPO.  Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. PLEDGE OF ALLEGIANCE:

7. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

A. Trails Education Days
B. Commendation – Captain Plumb

9. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

10. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify May 17, 2023, May 24, 2023, and May 31, 2023; approve June 7, 2023, and June 14, 2023, subject to review and ratification
B. Minutes of City Council meetings of May 16, 2023, and May 23, 2023 RECOMMENDATION:

Approve
C. Community Funding Review Committee Appointments
RECOMMENDATION:

1. Approve Community Funding Review Committee appointments of Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the unscheduled vacancies and serve the remainder of term ending July 2024.

2. Approve Community Funding Review Committee appointment of Bree von Faith to fill the unscheduled vacancy and serve the remainder of the term ending July 2025.

3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

D. Guard Rail Project (MI 2574)
RECOMMENDATION:

1. Authorize staff to advertise the Guard Rail Project (MI 2574) for construction bids.

2. Authorize acceptance of Federal Highway Safety Improvement Program Cycle 10 Grant in the amount of $512,500 from the Federal Highway Administration for construction of Guard Rail Project.

3. Find that the Project is categorically exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

E. Expenditure Plan for Supplemental Law Enforcement Services Fund for FY 2022­23 RECOMMENDATION:

1. Approve the expenditure plan of grant funds pursuant to Supplemental Law Enforcement Services Fund (SLESF) guidelines, so the City may continue to benefit from grant funds under SLESF to partially offset the contract costs of the following positions: ​​
One Misdemeanor Detective Deputy (contract costs: $270,968) in A/C #001­ 6640­621­5730 (General Fund, Contracted Services – Law Enforcement).

Two Directed Enforcement Team (formerly referred to as Bike Patrol) Deputies (contract costs: $487,978) in A/C #001­6650­621­5730 (General Fund, Contracted Services – Law Enforcement).

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

F. Greater Conejo Valley Chamber of Commerce Services
RECOMMENDATION:

1. Approve agreement with Greater Conejo Valley Chamber of Commerce for business­related services in a not­to­exceed amount of $240,000 for a two­year period beginning July 1, 2023, through June 30, 2025.

2. Authorize expenditure in the amount of $120,000 for FY 2023­24 and $120,000 for FY 2024­25 from A/C #001­0810­612­5723 (Contracted Services – Chamber of Commerce).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) RECOMMENDATION:

1. Authorize staff to advertise the Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) for construction bids.

2. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.

H. Fire System Upgrades (CI 5483, CI 5574, CI 5582, CI 5584) RECOMMENDATION:

1. Approve project design plans, specifications, and working details for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584).

2. Award construction contract to Cal Building Systems, Inc., of Yorba Linda, CA in the amount of $1,163,980 plus a construction contingency of $175,000 for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584), and authorize expenditure in the amount of $1,142,549 for costs to complete project.

3. Approve budget appropriation in the amount of: $356,866 from A/C #110­0000­ 311­1000 (Library Fund Balance) to A/C #110­7310­673­8200 (CI 5483, Building Improvements); and $50,818 from A/C #110­0000­311­1000 (Library Fund Balance) to A/C #110­7410­673­8200 (CI 5574 Building Improvements).

4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project contingency amount.

5. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

I. 2023 Sidewalk and Concrete Replacement Program (MI 2557) RECOMMENDATION:

1. Approve project design, plans, and specifications, including Addendum No. 1 for construction of the 2023 Sidewalk and Concrete Replacement Program (MI 2557).

2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $352,852 plus a contingency of $35,300.

3. Approve budget appropriation in the amount of $44,600 from A/C #133­0000­311­ 1000 (Gas Tax, Fund Balance) to A/C #133­5310­631­5500 (MI 2557).

4. Authorize expenditure in the amount of $393,152 ($352,852 construction contract; $35,300 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133­5310­631­5500 (MI 2557 Concrete Replacement and Sidewalk Repair Program).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.

6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.

J. Amendments to Transit Operator Agreements with MV Transportation, Inc.

RECOMMENDATION:

1. Approve two­year contract extension with MV Transportation, Inc. (Dallas, TX) through June 30, 2025.

2. Approve Third Amendment to Contractor Operating Agreement, Contract No. 12072­2019, with MV Transportation, Inc. (MV), for services related to the operation of Thousand Oaks Transit Fixed Route and Demand Response Public Transit services.

3. Approve First Amendment to Thousand Oaks Transportation Center Lease, Contract No. 12073­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

4. Approve First Amendment to Municipal Service Center Ground Lease, Contract No. 12074­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

5. Find that this action is not a project as defined under the California Environmental Quality Act.

K. FY 2023­24 Community Events Grant Recommendations
RECOMMENDATION:

1. Approve Community Events Grants totaling $83,073.50.

2. Authorize the City Manager or designee to execute Community Events Grant agreements with grantees.

3. Authorize expenditure in the amount of $83,073.50 in FY 2023­24 from A/C #001­ 1120­611­5920 (CF2024, CEF Grants/Donations) for Community Events Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

L. Work Program Groups
RECOMMENDATION:

1. Waive the Request for Proposal/Qualifications (RFP/Q) selection process for the provider of the Work Program Groups.

2. Award service agreement for provision of work program groups of adults with developmental disabilities at the Civic Arts Plaza to PathPoint of Thousand Oaks, CA, for three years at an approximate cost of $55,000 per year (subject to authorized annual increases) with two one­year extension options, not to exceed $275,000 over the lifetime of the agreement.

3. Authorize expenditure in the amount of approximately $55,000 per year from A/C #001­3570­612­5620 (Contracted Services – Janitorial).

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

11. PUBLIC HEARINGS:

A. Proposed FY 2023­24 and FY 2024­25 Operating and Capital Improvement Program Budgets
RESOLUTION ADOPTING THE ANNUAL CITY OF THOUSAND OAKS OPERATING AND CAPITAL IMPROVEMENT PROGRAM BUDGETS FOR FISCAL YEARS 2023­ 2024 AND 2024­2025; AND ADOPTING FINANCIAL POLICIES
RECOMMENDATION:

1. Adopt resolution approving proposed Operating and Capital Improvement Program (CIP) Budgets for FY 2023­24 and FY 2024­25.

2. Adopt updated Financial and Budget Policies, including Governmental Fund balances and designations.

3. Authorize City Manager to carry over funds from FY 2022­23 to FY 2023­24 and from FY 2023­24 to FY 2024­25 for projects listed as requiring carryover included in the CIP Budget, Grants, and Project­Related Maintenance and Operations budgets.

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Landscape and Lighting Assessment District No. 79­2 Annual Levy RESOLUTION APPROVING THE ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2, AND ANNUAL LEVY OF ASSESSMENTS RELATED THERETO COMMENCING IN FISCAL YEAR 2023­24 RESOLUTION ORDERING THE LEVY AND COLLECTION OF ASSESSMENTS FOR THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 FOR FISCAL YEAR 2023­24
RESOLUTION APPROVING THE ANNEXATION ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2
RESOLUTION ORDERING THE ANNEXATION OF PROPERTY (HYDAM HOMES, LLC, 2080 HILLCREST DRIVE AND VOGEL PROPERTIES, INC., 1515 RANCHO CONEJO BOULEVARD AND 1489 LAWRENCE DRIVE) TO THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 AND LEVYING ASSESSMENTS FOR FISCAL YEAR 2023­24
RECOMMENDATION:

1. Approve Final Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Assessments.

2. Adopt resolutions approving Engineer’s Report and Ordering Annual Levy of Assessments for FY 2023­24.

3. Approve Final Annexation Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Annexation Territory.

4. Tabulate the assessment ballots submitted, and not withdrawn, in support of, or in opposition to the proposed Annexation, and declare the results.

5. If no majority protest, then adopt resolution Ordering the Annexation of territory to Landscape and Lighting Assessment District No. 79­2 and the Annual Levy of Assessments for FY 2023­24.

6. Find that this action is not a project as defined under the California Environmental Quality Act.

12. STUDY SESSIONS: None

13. DEPARTMENT REPORTS: None

14. COMMITTEE/COMMISSION/BOARD REPORTS:

A. FY 2023­24 Community Social Service Grant Recommendations RECOMMENDATION:

1. Approve Community Social Service Grants totaling $100,000.

2. Authorize the City Manager or designee to execute Community Social Service Grant agreements with grantees.

3. Authorize expenditure in the amount of $100,000 from A/C #001­1120­611­5920 (SS2024, Community Endowment Grant Account) for Community Social Service Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

15. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

16. COUNCIL ISSUES/RECOMMENDATIONS:

A. 2023 Southern California Association of Governments General Assembly Update RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

17. CITY MANAGER:

A. Announcements and upcoming issues

18. PUBLIC NOTICES: None

19. ADJOURNMENT: Adjourn to Regular Meeting June 20, 2023 Agenda Post Date/Time: Jun 06, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\06­06­23.docx
City Council
REGULAR MEETING
Tuesday, June 06, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are broadcast live and re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10); also available on  YouTube (CTO Meetings).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LABOR NEGOTIATORS – City designated representatives:

Assistant City Manager Ingrid Hardy; Finance Director Jaime Boscarino; Human Resources Director Tim Giles; Deputy Human Resources Director Sharon Chen; Deputy Finance Director Carrie Matson; Employee Organizations: Thousand Oaks City Employees Association (TOCEA); Thousand Oaks Management Association (TOMA); Senior Management Association (SMA); and Executive Managers (Assistant City Manager, Deputy City Manager, Finance Director, Community Development Director, Public Works Director, City Clerk, Human Resources Director, Cultural Affairs Director, Library Director, Strategic Communications Director); Pursuant to California Government Code section 54957.6.

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Brit Nicole Marie Tsumpes vs. City of Thousand Oaks;  Ventura County Superior Court Case No. 202000539890CUPO.  Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. PLEDGE OF ALLEGIANCE:

7. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

A. Trails Education Days
B. Commendation – Captain Plumb

9. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

10. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify May 17, 2023, May 24, 2023, and May 31, 2023; approve June 7, 2023, and June 14, 2023, subject to review and ratification
B. Minutes of City Council meetings of May 16, 2023, and May 23, 2023 RECOMMENDATION:

Approve
C. Community Funding Review Committee Appointments
RECOMMENDATION:

1. Approve Community Funding Review Committee appointments of Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the unscheduled vacancies and serve the remainder of term ending July 2024.

2. Approve Community Funding Review Committee appointment of Bree von Faith to fill the unscheduled vacancy and serve the remainder of the term ending July 2025.

3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

D. Guard Rail Project (MI 2574)
RECOMMENDATION:

1. Authorize staff to advertise the Guard Rail Project (MI 2574) for construction bids.

2. Authorize acceptance of Federal Highway Safety Improvement Program Cycle 10 Grant in the amount of $512,500 from the Federal Highway Administration for construction of Guard Rail Project.

3. Find that the Project is categorically exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

E. Expenditure Plan for Supplemental Law Enforcement Services Fund for FY 2022­23 RECOMMENDATION:

1. Approve the expenditure plan of grant funds pursuant to Supplemental Law Enforcement Services Fund (SLESF) guidelines, so the City may continue to benefit from grant funds under SLESF to partially offset the contract costs of the following positions: ​​
One Misdemeanor Detective Deputy (contract costs: $270,968) in A/C #001­ 6640­621­5730 (General Fund, Contracted Services – Law Enforcement).

Two Directed Enforcement Team (formerly referred to as Bike Patrol) Deputies (contract costs: $487,978) in A/C #001­6650­621­5730 (General Fund, Contracted Services – Law Enforcement).

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

F. Greater Conejo Valley Chamber of Commerce Services
RECOMMENDATION:

1. Approve agreement with Greater Conejo Valley Chamber of Commerce for business­related services in a not­to­exceed amount of $240,000 for a two­year period beginning July 1, 2023, through June 30, 2025.

2. Authorize expenditure in the amount of $120,000 for FY 2023­24 and $120,000 for FY 2024­25 from A/C #001­0810­612­5723 (Contracted Services – Chamber of Commerce).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) RECOMMENDATION:

1. Authorize staff to advertise the Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) for construction bids.

2. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.

H. Fire System Upgrades (CI 5483, CI 5574, CI 5582, CI 5584) RECOMMENDATION:

1. Approve project design plans, specifications, and working details for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584).

2. Award construction contract to Cal Building Systems, Inc., of Yorba Linda, CA in the amount of $1,163,980 plus a construction contingency of $175,000 for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584), and authorize expenditure in the amount of $1,142,549 for costs to complete project.

3. Approve budget appropriation in the amount of: $356,866 from A/C #110­0000­ 311­1000 (Library Fund Balance) to A/C #110­7310­673­8200 (CI 5483, Building Improvements); and $50,818 from A/C #110­0000­311­1000 (Library Fund Balance) to A/C #110­7410­673­8200 (CI 5574 Building Improvements).

4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project contingency amount.

5. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

I. 2023 Sidewalk and Concrete Replacement Program (MI 2557) RECOMMENDATION:

1. Approve project design, plans, and specifications, including Addendum No. 1 for construction of the 2023 Sidewalk and Concrete Replacement Program (MI 2557).

2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $352,852 plus a contingency of $35,300.

3. Approve budget appropriation in the amount of $44,600 from A/C #133­0000­311­ 1000 (Gas Tax, Fund Balance) to A/C #133­5310­631­5500 (MI 2557).

4. Authorize expenditure in the amount of $393,152 ($352,852 construction contract; $35,300 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133­5310­631­5500 (MI 2557 Concrete Replacement and Sidewalk Repair Program).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.

6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.

J. Amendments to Transit Operator Agreements with MV Transportation, Inc.

RECOMMENDATION:

1. Approve two­year contract extension with MV Transportation, Inc. (Dallas, TX) through June 30, 2025.

2. Approve Third Amendment to Contractor Operating Agreement, Contract No. 12072­2019, with MV Transportation, Inc. (MV), for services related to the operation of Thousand Oaks Transit Fixed Route and Demand Response Public Transit services.

3. Approve First Amendment to Thousand Oaks Transportation Center Lease, Contract No. 12073­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

4. Approve First Amendment to Municipal Service Center Ground Lease, Contract No. 12074­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

5. Find that this action is not a project as defined under the California Environmental Quality Act.

K. FY 2023­24 Community Events Grant Recommendations
RECOMMENDATION:

1. Approve Community Events Grants totaling $83,073.50.

2. Authorize the City Manager or designee to execute Community Events Grant agreements with grantees.

3. Authorize expenditure in the amount of $83,073.50 in FY 2023­24 from A/C #001­ 1120­611­5920 (CF2024, CEF Grants/Donations) for Community Events Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

L. Work Program Groups
RECOMMENDATION:

1. Waive the Request for Proposal/Qualifications (RFP/Q) selection process for the provider of the Work Program Groups.

2. Award service agreement for provision of work program groups of adults with developmental disabilities at the Civic Arts Plaza to PathPoint of Thousand Oaks, CA, for three years at an approximate cost of $55,000 per year (subject to authorized annual increases) with two one­year extension options, not to exceed $275,000 over the lifetime of the agreement.

3. Authorize expenditure in the amount of approximately $55,000 per year from A/C #001­3570­612­5620 (Contracted Services – Janitorial).

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

11. PUBLIC HEARINGS:

A. Proposed FY 2023­24 and FY 2024­25 Operating and Capital Improvement Program Budgets
RESOLUTION ADOPTING THE ANNUAL CITY OF THOUSAND OAKS OPERATING AND CAPITAL IMPROVEMENT PROGRAM BUDGETS FOR FISCAL YEARS 2023­ 2024 AND 2024­2025; AND ADOPTING FINANCIAL POLICIES
RECOMMENDATION:

1. Adopt resolution approving proposed Operating and Capital Improvement Program (CIP) Budgets for FY 2023­24 and FY 2024­25.

2. Adopt updated Financial and Budget Policies, including Governmental Fund balances and designations.

3. Authorize City Manager to carry over funds from FY 2022­23 to FY 2023­24 and from FY 2023­24 to FY 2024­25 for projects listed as requiring carryover included in the CIP Budget, Grants, and Project­Related Maintenance and Operations budgets.

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Landscape and Lighting Assessment District No. 79­2 Annual Levy RESOLUTION APPROVING THE ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2, AND ANNUAL LEVY OF ASSESSMENTS RELATED THERETO COMMENCING IN FISCAL YEAR 2023­24 RESOLUTION ORDERING THE LEVY AND COLLECTION OF ASSESSMENTS FOR THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 FOR FISCAL YEAR 2023­24
RESOLUTION APPROVING THE ANNEXATION ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2
RESOLUTION ORDERING THE ANNEXATION OF PROPERTY (HYDAM HOMES, LLC, 2080 HILLCREST DRIVE AND VOGEL PROPERTIES, INC., 1515 RANCHO CONEJO BOULEVARD AND 1489 LAWRENCE DRIVE) TO THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 AND LEVYING ASSESSMENTS FOR FISCAL YEAR 2023­24
RECOMMENDATION:

1. Approve Final Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Assessments.

2. Adopt resolutions approving Engineer’s Report and Ordering Annual Levy of Assessments for FY 2023­24.

3. Approve Final Annexation Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Annexation Territory.

4. Tabulate the assessment ballots submitted, and not withdrawn, in support of, or in opposition to the proposed Annexation, and declare the results.

5. If no majority protest, then adopt resolution Ordering the Annexation of territory to Landscape and Lighting Assessment District No. 79­2 and the Annual Levy of Assessments for FY 2023­24.

6. Find that this action is not a project as defined under the California Environmental Quality Act.

12. STUDY SESSIONS: None

13. DEPARTMENT REPORTS: None

14. COMMITTEE/COMMISSION/BOARD REPORTS:

A. FY 2023­24 Community Social Service Grant Recommendations RECOMMENDATION:

1. Approve Community Social Service Grants totaling $100,000.

2. Authorize the City Manager or designee to execute Community Social Service Grant agreements with grantees.

3. Authorize expenditure in the amount of $100,000 from A/C #001­1120­611­5920 (SS2024, Community Endowment Grant Account) for Community Social Service Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

15. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

16. COUNCIL ISSUES/RECOMMENDATIONS:

A. 2023 Southern California Association of Governments General Assembly Update RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

17. CITY MANAGER:

A. Announcements and upcoming issues

18. PUBLIC NOTICES: None

19. ADJOURNMENT: Adjourn to Regular Meeting June 20, 2023 Agenda Post Date/Time: Jun 06, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\06­06­23.docx
City Council
REGULAR MEETING
Tuesday, June 06, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are broadcast live and re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10); also available on  YouTube (CTO Meetings).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LABOR NEGOTIATORS – City designated representatives:

Assistant City Manager Ingrid Hardy; Finance Director Jaime Boscarino; Human Resources Director Tim Giles; Deputy Human Resources Director Sharon Chen; Deputy Finance Director Carrie Matson; Employee Organizations: Thousand Oaks City Employees Association (TOCEA); Thousand Oaks Management Association (TOMA); Senior Management Association (SMA); and Executive Managers (Assistant City Manager, Deputy City Manager, Finance Director, Community Development Director, Public Works Director, City Clerk, Human Resources Director, Cultural Affairs Director, Library Director, Strategic Communications Director); Pursuant to California Government Code section 54957.6.

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Brit Nicole Marie Tsumpes vs. City of Thousand Oaks;  Ventura County Superior Court Case No. 202000539890CUPO.  Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. PLEDGE OF ALLEGIANCE:

7. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

A. Trails Education Days
B. Commendation – Captain Plumb

9. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

10. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify May 17, 2023, May 24, 2023, and May 31, 2023; approve June 7, 2023, and June 14, 2023, subject to review and ratification
B. Minutes of City Council meetings of May 16, 2023, and May 23, 2023 RECOMMENDATION:

Approve
C. Community Funding Review Committee Appointments
RECOMMENDATION:

1. Approve Community Funding Review Committee appointments of Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the unscheduled vacancies and serve the remainder of term ending July 2024.

2. Approve Community Funding Review Committee appointment of Bree von Faith to fill the unscheduled vacancy and serve the remainder of the term ending July 2025.

3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

D. Guard Rail Project (MI 2574)
RECOMMENDATION:

1. Authorize staff to advertise the Guard Rail Project (MI 2574) for construction bids.

2. Authorize acceptance of Federal Highway Safety Improvement Program Cycle 10 Grant in the amount of $512,500 from the Federal Highway Administration for construction of Guard Rail Project.

3. Find that the Project is categorically exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

E. Expenditure Plan for Supplemental Law Enforcement Services Fund for FY 2022­23 RECOMMENDATION:

1. Approve the expenditure plan of grant funds pursuant to Supplemental Law Enforcement Services Fund (SLESF) guidelines, so the City may continue to benefit from grant funds under SLESF to partially offset the contract costs of the following positions: ​​
One Misdemeanor Detective Deputy (contract costs: $270,968) in A/C #001­ 6640­621­5730 (General Fund, Contracted Services – Law Enforcement).

Two Directed Enforcement Team (formerly referred to as Bike Patrol) Deputies (contract costs: $487,978) in A/C #001­6650­621­5730 (General Fund, Contracted Services – Law Enforcement).

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

F. Greater Conejo Valley Chamber of Commerce Services
RECOMMENDATION:

1. Approve agreement with Greater Conejo Valley Chamber of Commerce for business­related services in a not­to­exceed amount of $240,000 for a two­year period beginning July 1, 2023, through June 30, 2025.

2. Authorize expenditure in the amount of $120,000 for FY 2023­24 and $120,000 for FY 2024­25 from A/C #001­0810­612­5723 (Contracted Services – Chamber of Commerce).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) RECOMMENDATION:

1. Authorize staff to advertise the Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) for construction bids.

2. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.

H. Fire System Upgrades (CI 5483, CI 5574, CI 5582, CI 5584) RECOMMENDATION:

1. Approve project design plans, specifications, and working details for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584).

2. Award construction contract to Cal Building Systems, Inc., of Yorba Linda, CA in the amount of $1,163,980 plus a construction contingency of $175,000 for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584), and authorize expenditure in the amount of $1,142,549 for costs to complete project.

3. Approve budget appropriation in the amount of: $356,866 from A/C #110­0000­ 311­1000 (Library Fund Balance) to A/C #110­7310­673­8200 (CI 5483, Building Improvements); and $50,818 from A/C #110­0000­311­1000 (Library Fund Balance) to A/C #110­7410­673­8200 (CI 5574 Building Improvements).

4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project contingency amount.

5. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

I. 2023 Sidewalk and Concrete Replacement Program (MI 2557) RECOMMENDATION:

1. Approve project design, plans, and specifications, including Addendum No. 1 for construction of the 2023 Sidewalk and Concrete Replacement Program (MI 2557).

2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $352,852 plus a contingency of $35,300.

3. Approve budget appropriation in the amount of $44,600 from A/C #133­0000­311­ 1000 (Gas Tax, Fund Balance) to A/C #133­5310­631­5500 (MI 2557).

4. Authorize expenditure in the amount of $393,152 ($352,852 construction contract; $35,300 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133­5310­631­5500 (MI 2557 Concrete Replacement and Sidewalk Repair Program).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.

6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.

J. Amendments to Transit Operator Agreements with MV Transportation, Inc.

RECOMMENDATION:

1. Approve two­year contract extension with MV Transportation, Inc. (Dallas, TX) through June 30, 2025.

2. Approve Third Amendment to Contractor Operating Agreement, Contract No. 12072­2019, with MV Transportation, Inc. (MV), for services related to the operation of Thousand Oaks Transit Fixed Route and Demand Response Public Transit services.

3. Approve First Amendment to Thousand Oaks Transportation Center Lease, Contract No. 12073­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

4. Approve First Amendment to Municipal Service Center Ground Lease, Contract No. 12074­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

5. Find that this action is not a project as defined under the California Environmental Quality Act.

K. FY 2023­24 Community Events Grant Recommendations
RECOMMENDATION:

1. Approve Community Events Grants totaling $83,073.50.

2. Authorize the City Manager or designee to execute Community Events Grant agreements with grantees.

3. Authorize expenditure in the amount of $83,073.50 in FY 2023­24 from A/C #001­ 1120­611­5920 (CF2024, CEF Grants/Donations) for Community Events Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

L. Work Program Groups
RECOMMENDATION:

1. Waive the Request for Proposal/Qualifications (RFP/Q) selection process for the provider of the Work Program Groups.

2. Award service agreement for provision of work program groups of adults with developmental disabilities at the Civic Arts Plaza to PathPoint of Thousand Oaks, CA, for three years at an approximate cost of $55,000 per year (subject to authorized annual increases) with two one­year extension options, not to exceed $275,000 over the lifetime of the agreement.

3. Authorize expenditure in the amount of approximately $55,000 per year from A/C #001­3570­612­5620 (Contracted Services – Janitorial).

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

11. PUBLIC HEARINGS:

A. Proposed FY 2023­24 and FY 2024­25 Operating and Capital Improvement Program Budgets
RESOLUTION ADOPTING THE ANNUAL CITY OF THOUSAND OAKS OPERATING AND CAPITAL IMPROVEMENT PROGRAM BUDGETS FOR FISCAL YEARS 2023­ 2024 AND 2024­2025; AND ADOPTING FINANCIAL POLICIES
RECOMMENDATION:

1. Adopt resolution approving proposed Operating and Capital Improvement Program (CIP) Budgets for FY 2023­24 and FY 2024­25.

2. Adopt updated Financial and Budget Policies, including Governmental Fund balances and designations.

3. Authorize City Manager to carry over funds from FY 2022­23 to FY 2023­24 and from FY 2023­24 to FY 2024­25 for projects listed as requiring carryover included in the CIP Budget, Grants, and Project­Related Maintenance and Operations budgets.

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Landscape and Lighting Assessment District No. 79­2 Annual Levy RESOLUTION APPROVING THE ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2, AND ANNUAL LEVY OF ASSESSMENTS RELATED THERETO COMMENCING IN FISCAL YEAR 2023­24 RESOLUTION ORDERING THE LEVY AND COLLECTION OF ASSESSMENTS FOR THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 FOR FISCAL YEAR 2023­24
RESOLUTION APPROVING THE ANNEXATION ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2
RESOLUTION ORDERING THE ANNEXATION OF PROPERTY (HYDAM HOMES, LLC, 2080 HILLCREST DRIVE AND VOGEL PROPERTIES, INC., 1515 RANCHO CONEJO BOULEVARD AND 1489 LAWRENCE DRIVE) TO THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 AND LEVYING ASSESSMENTS FOR FISCAL YEAR 2023­24
RECOMMENDATION:

1. Approve Final Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Assessments.

2. Adopt resolutions approving Engineer’s Report and Ordering Annual Levy of Assessments for FY 2023­24.

3. Approve Final Annexation Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Annexation Territory.

4. Tabulate the assessment ballots submitted, and not withdrawn, in support of, or in opposition to the proposed Annexation, and declare the results.

5. If no majority protest, then adopt resolution Ordering the Annexation of territory to Landscape and Lighting Assessment District No. 79­2 and the Annual Levy of Assessments for FY 2023­24.

6. Find that this action is not a project as defined under the California Environmental Quality Act.

12. STUDY SESSIONS: None

13. DEPARTMENT REPORTS: None

14. COMMITTEE/COMMISSION/BOARD REPORTS:

A. FY 2023­24 Community Social Service Grant Recommendations RECOMMENDATION:

1. Approve Community Social Service Grants totaling $100,000.

2. Authorize the City Manager or designee to execute Community Social Service Grant agreements with grantees.

3. Authorize expenditure in the amount of $100,000 from A/C #001­1120­611­5920 (SS2024, Community Endowment Grant Account) for Community Social Service Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

15. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

16. COUNCIL ISSUES/RECOMMENDATIONS:

A. 2023 Southern California Association of Governments General Assembly Update RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

17. CITY MANAGER:

A. Announcements and upcoming issues

18. PUBLIC NOTICES: None

19. ADJOURNMENT: Adjourn to Regular Meeting June 20, 2023 Agenda Post Date/Time: Jun 06, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\06­06­23.docx
City Council
REGULAR MEETING
Tuesday, June 06, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are broadcast live and re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10); also available on  YouTube (CTO Meetings).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LABOR NEGOTIATORS – City designated representatives:

Assistant City Manager Ingrid Hardy; Finance Director Jaime Boscarino; Human Resources Director Tim Giles; Deputy Human Resources Director Sharon Chen; Deputy Finance Director Carrie Matson; Employee Organizations: Thousand Oaks City Employees Association (TOCEA); Thousand Oaks Management Association (TOMA); Senior Management Association (SMA); and Executive Managers (Assistant City Manager, Deputy City Manager, Finance Director, Community Development Director, Public Works Director, City Clerk, Human Resources Director, Cultural Affairs Director, Library Director, Strategic Communications Director); Pursuant to California Government Code section 54957.6.

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Brit Nicole Marie Tsumpes vs. City of Thousand Oaks;  Ventura County Superior Court Case No. 202000539890CUPO.  Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. PLEDGE OF ALLEGIANCE:

7. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

A. Trails Education Days
B. Commendation – Captain Plumb

9. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

10. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify May 17, 2023, May 24, 2023, and May 31, 2023; approve June 7, 2023, and June 14, 2023, subject to review and ratification
B. Minutes of City Council meetings of May 16, 2023, and May 23, 2023 RECOMMENDATION:

Approve
C. Community Funding Review Committee Appointments
RECOMMENDATION:

1. Approve Community Funding Review Committee appointments of Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the unscheduled vacancies and serve the remainder of term ending July 2024.

2. Approve Community Funding Review Committee appointment of Bree von Faith to fill the unscheduled vacancy and serve the remainder of the term ending July 2025.

3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

D. Guard Rail Project (MI 2574)
RECOMMENDATION:

1. Authorize staff to advertise the Guard Rail Project (MI 2574) for construction bids.

2. Authorize acceptance of Federal Highway Safety Improvement Program Cycle 10 Grant in the amount of $512,500 from the Federal Highway Administration for construction of Guard Rail Project.

3. Find that the Project is categorically exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

E. Expenditure Plan for Supplemental Law Enforcement Services Fund for FY 2022­23 RECOMMENDATION:

1. Approve the expenditure plan of grant funds pursuant to Supplemental Law Enforcement Services Fund (SLESF) guidelines, so the City may continue to benefit from grant funds under SLESF to partially offset the contract costs of the following positions: ​​
One Misdemeanor Detective Deputy (contract costs: $270,968) in A/C #001­ 6640­621­5730 (General Fund, Contracted Services – Law Enforcement).

Two Directed Enforcement Team (formerly referred to as Bike Patrol) Deputies (contract costs: $487,978) in A/C #001­6650­621­5730 (General Fund, Contracted Services – Law Enforcement).

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

F. Greater Conejo Valley Chamber of Commerce Services
RECOMMENDATION:

1. Approve agreement with Greater Conejo Valley Chamber of Commerce for business­related services in a not­to­exceed amount of $240,000 for a two­year period beginning July 1, 2023, through June 30, 2025.

2. Authorize expenditure in the amount of $120,000 for FY 2023­24 and $120,000 for FY 2024­25 from A/C #001­0810­612­5723 (Contracted Services – Chamber of Commerce).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) RECOMMENDATION:

1. Authorize staff to advertise the Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) for construction bids.

2. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.

H. Fire System Upgrades (CI 5483, CI 5574, CI 5582, CI 5584) RECOMMENDATION:

1. Approve project design plans, specifications, and working details for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584).

2. Award construction contract to Cal Building Systems, Inc., of Yorba Linda, CA in the amount of $1,163,980 plus a construction contingency of $175,000 for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584), and authorize expenditure in the amount of $1,142,549 for costs to complete project.

3. Approve budget appropriation in the amount of: $356,866 from A/C #110­0000­ 311­1000 (Library Fund Balance) to A/C #110­7310­673­8200 (CI 5483, Building Improvements); and $50,818 from A/C #110­0000­311­1000 (Library Fund Balance) to A/C #110­7410­673­8200 (CI 5574 Building Improvements).

4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project contingency amount.

5. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

I. 2023 Sidewalk and Concrete Replacement Program (MI 2557) RECOMMENDATION:

1. Approve project design, plans, and specifications, including Addendum No. 1 for construction of the 2023 Sidewalk and Concrete Replacement Program (MI 2557).

2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $352,852 plus a contingency of $35,300.

3. Approve budget appropriation in the amount of $44,600 from A/C #133­0000­311­ 1000 (Gas Tax, Fund Balance) to A/C #133­5310­631­5500 (MI 2557).

4. Authorize expenditure in the amount of $393,152 ($352,852 construction contract; $35,300 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133­5310­631­5500 (MI 2557 Concrete Replacement and Sidewalk Repair Program).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.

6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.

J. Amendments to Transit Operator Agreements with MV Transportation, Inc.

RECOMMENDATION:

1. Approve two­year contract extension with MV Transportation, Inc. (Dallas, TX) through June 30, 2025.

2. Approve Third Amendment to Contractor Operating Agreement, Contract No. 12072­2019, with MV Transportation, Inc. (MV), for services related to the operation of Thousand Oaks Transit Fixed Route and Demand Response Public Transit services.

3. Approve First Amendment to Thousand Oaks Transportation Center Lease, Contract No. 12073­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

4. Approve First Amendment to Municipal Service Center Ground Lease, Contract No. 12074­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

5. Find that this action is not a project as defined under the California Environmental Quality Act.

K. FY 2023­24 Community Events Grant Recommendations
RECOMMENDATION:

1. Approve Community Events Grants totaling $83,073.50.

2. Authorize the City Manager or designee to execute Community Events Grant agreements with grantees.

3. Authorize expenditure in the amount of $83,073.50 in FY 2023­24 from A/C #001­ 1120­611­5920 (CF2024, CEF Grants/Donations) for Community Events Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

L. Work Program Groups
RECOMMENDATION:

1. Waive the Request for Proposal/Qualifications (RFP/Q) selection process for the provider of the Work Program Groups.

2. Award service agreement for provision of work program groups of adults with developmental disabilities at the Civic Arts Plaza to PathPoint of Thousand Oaks, CA, for three years at an approximate cost of $55,000 per year (subject to authorized annual increases) with two one­year extension options, not to exceed $275,000 over the lifetime of the agreement.

3. Authorize expenditure in the amount of approximately $55,000 per year from A/C #001­3570­612­5620 (Contracted Services – Janitorial).

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

11. PUBLIC HEARINGS:

A. Proposed FY 2023­24 and FY 2024­25 Operating and Capital Improvement Program Budgets
RESOLUTION ADOPTING THE ANNUAL CITY OF THOUSAND OAKS OPERATING AND CAPITAL IMPROVEMENT PROGRAM BUDGETS FOR FISCAL YEARS 2023­ 2024 AND 2024­2025; AND ADOPTING FINANCIAL POLICIES
RECOMMENDATION:

1. Adopt resolution approving proposed Operating and Capital Improvement Program (CIP) Budgets for FY 2023­24 and FY 2024­25.

2. Adopt updated Financial and Budget Policies, including Governmental Fund balances and designations.

3. Authorize City Manager to carry over funds from FY 2022­23 to FY 2023­24 and from FY 2023­24 to FY 2024­25 for projects listed as requiring carryover included in the CIP Budget, Grants, and Project­Related Maintenance and Operations budgets.

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Landscape and Lighting Assessment District No. 79­2 Annual Levy RESOLUTION APPROVING THE ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2, AND ANNUAL LEVY OF ASSESSMENTS RELATED THERETO COMMENCING IN FISCAL YEAR 2023­24 RESOLUTION ORDERING THE LEVY AND COLLECTION OF ASSESSMENTS FOR THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 FOR FISCAL YEAR 2023­24
RESOLUTION APPROVING THE ANNEXATION ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2
RESOLUTION ORDERING THE ANNEXATION OF PROPERTY (HYDAM HOMES, LLC, 2080 HILLCREST DRIVE AND VOGEL PROPERTIES, INC., 1515 RANCHO CONEJO BOULEVARD AND 1489 LAWRENCE DRIVE) TO THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 AND LEVYING ASSESSMENTS FOR FISCAL YEAR 2023­24
RECOMMENDATION:

1. Approve Final Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Assessments.

2. Adopt resolutions approving Engineer’s Report and Ordering Annual Levy of Assessments for FY 2023­24.

3. Approve Final Annexation Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Annexation Territory.

4. Tabulate the assessment ballots submitted, and not withdrawn, in support of, or in opposition to the proposed Annexation, and declare the results.

5. If no majority protest, then adopt resolution Ordering the Annexation of territory to Landscape and Lighting Assessment District No. 79­2 and the Annual Levy of Assessments for FY 2023­24.

6. Find that this action is not a project as defined under the California Environmental Quality Act.

12. STUDY SESSIONS: None

13. DEPARTMENT REPORTS: None

14. COMMITTEE/COMMISSION/BOARD REPORTS:

A. FY 2023­24 Community Social Service Grant Recommendations RECOMMENDATION:

1. Approve Community Social Service Grants totaling $100,000.

2. Authorize the City Manager or designee to execute Community Social Service Grant agreements with grantees.

3. Authorize expenditure in the amount of $100,000 from A/C #001­1120­611­5920 (SS2024, Community Endowment Grant Account) for Community Social Service Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

15. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

16. COUNCIL ISSUES/RECOMMENDATIONS:

A. 2023 Southern California Association of Governments General Assembly Update RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

17. CITY MANAGER:

A. Announcements and upcoming issues

18. PUBLIC NOTICES: None

19. ADJOURNMENT: Adjourn to Regular Meeting June 20, 2023 Agenda Post Date/Time: Jun 06, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\06­06­23.docx
City Council
REGULAR MEETING
Tuesday, June 06, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are broadcast live and re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10); also available on  YouTube (CTO Meetings).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LABOR NEGOTIATORS – City designated representatives:

Assistant City Manager Ingrid Hardy; Finance Director Jaime Boscarino; Human Resources Director Tim Giles; Deputy Human Resources Director Sharon Chen; Deputy Finance Director Carrie Matson; Employee Organizations: Thousand Oaks City Employees Association (TOCEA); Thousand Oaks Management Association (TOMA); Senior Management Association (SMA); and Executive Managers (Assistant City Manager, Deputy City Manager, Finance Director, Community Development Director, Public Works Director, City Clerk, Human Resources Director, Cultural Affairs Director, Library Director, Strategic Communications Director); Pursuant to California Government Code section 54957.6.

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Brit Nicole Marie Tsumpes vs. City of Thousand Oaks;  Ventura County Superior Court Case No. 202000539890CUPO.  Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. PLEDGE OF ALLEGIANCE:

7. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

A. Trails Education Days
B. Commendation – Captain Plumb

9. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

10. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify May 17, 2023, May 24, 2023, and May 31, 2023; approve June 7, 2023, and June 14, 2023, subject to review and ratification
B. Minutes of City Council meetings of May 16, 2023, and May 23, 2023 RECOMMENDATION:

Approve
C. Community Funding Review Committee Appointments
RECOMMENDATION:

1. Approve Community Funding Review Committee appointments of Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the unscheduled vacancies and serve the remainder of term ending July 2024.

2. Approve Community Funding Review Committee appointment of Bree von Faith to fill the unscheduled vacancy and serve the remainder of the term ending July 2025.

3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

D. Guard Rail Project (MI 2574)
RECOMMENDATION:

1. Authorize staff to advertise the Guard Rail Project (MI 2574) for construction bids.

2. Authorize acceptance of Federal Highway Safety Improvement Program Cycle 10 Grant in the amount of $512,500 from the Federal Highway Administration for construction of Guard Rail Project.

3. Find that the Project is categorically exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

E. Expenditure Plan for Supplemental Law Enforcement Services Fund for FY 2022­23 RECOMMENDATION:

1. Approve the expenditure plan of grant funds pursuant to Supplemental Law Enforcement Services Fund (SLESF) guidelines, so the City may continue to benefit from grant funds under SLESF to partially offset the contract costs of the following positions: ​​
One Misdemeanor Detective Deputy (contract costs: $270,968) in A/C #001­ 6640­621­5730 (General Fund, Contracted Services – Law Enforcement).

Two Directed Enforcement Team (formerly referred to as Bike Patrol) Deputies (contract costs: $487,978) in A/C #001­6650­621­5730 (General Fund, Contracted Services – Law Enforcement).

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

F. Greater Conejo Valley Chamber of Commerce Services
RECOMMENDATION:

1. Approve agreement with Greater Conejo Valley Chamber of Commerce for business­related services in a not­to­exceed amount of $240,000 for a two­year period beginning July 1, 2023, through June 30, 2025.

2. Authorize expenditure in the amount of $120,000 for FY 2023­24 and $120,000 for FY 2024­25 from A/C #001­0810­612­5723 (Contracted Services – Chamber of Commerce).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) RECOMMENDATION:

1. Authorize staff to advertise the Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) for construction bids.

2. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.

H. Fire System Upgrades (CI 5483, CI 5574, CI 5582, CI 5584) RECOMMENDATION:

1. Approve project design plans, specifications, and working details for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584).

2. Award construction contract to Cal Building Systems, Inc., of Yorba Linda, CA in the amount of $1,163,980 plus a construction contingency of $175,000 for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584), and authorize expenditure in the amount of $1,142,549 for costs to complete project.

3. Approve budget appropriation in the amount of: $356,866 from A/C #110­0000­ 311­1000 (Library Fund Balance) to A/C #110­7310­673­8200 (CI 5483, Building Improvements); and $50,818 from A/C #110­0000­311­1000 (Library Fund Balance) to A/C #110­7410­673­8200 (CI 5574 Building Improvements).

4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project contingency amount.

5. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

I. 2023 Sidewalk and Concrete Replacement Program (MI 2557) RECOMMENDATION:

1. Approve project design, plans, and specifications, including Addendum No. 1 for construction of the 2023 Sidewalk and Concrete Replacement Program (MI 2557).

2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $352,852 plus a contingency of $35,300.

3. Approve budget appropriation in the amount of $44,600 from A/C #133­0000­311­ 1000 (Gas Tax, Fund Balance) to A/C #133­5310­631­5500 (MI 2557).

4. Authorize expenditure in the amount of $393,152 ($352,852 construction contract; $35,300 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133­5310­631­5500 (MI 2557 Concrete Replacement and Sidewalk Repair Program).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.

6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.

J. Amendments to Transit Operator Agreements with MV Transportation, Inc.

RECOMMENDATION:

1. Approve two­year contract extension with MV Transportation, Inc. (Dallas, TX) through June 30, 2025.

2. Approve Third Amendment to Contractor Operating Agreement, Contract No. 12072­2019, with MV Transportation, Inc. (MV), for services related to the operation of Thousand Oaks Transit Fixed Route and Demand Response Public Transit services.

3. Approve First Amendment to Thousand Oaks Transportation Center Lease, Contract No. 12073­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

4. Approve First Amendment to Municipal Service Center Ground Lease, Contract No. 12074­2019, with MV, intended to run concurrently with Contract No. 12072­2019.

5. Find that this action is not a project as defined under the California Environmental Quality Act.

K. FY 2023­24 Community Events Grant Recommendations
RECOMMENDATION:

1. Approve Community Events Grants totaling $83,073.50.

2. Authorize the City Manager or designee to execute Community Events Grant agreements with grantees.

3. Authorize expenditure in the amount of $83,073.50 in FY 2023­24 from A/C #001­ 1120­611­5920 (CF2024, CEF Grants/Donations) for Community Events Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

L. Work Program Groups
RECOMMENDATION:

1. Waive the Request for Proposal/Qualifications (RFP/Q) selection process for the provider of the Work Program Groups.

2. Award service agreement for provision of work program groups of adults with developmental disabilities at the Civic Arts Plaza to PathPoint of Thousand Oaks, CA, for three years at an approximate cost of $55,000 per year (subject to authorized annual increases) with two one­year extension options, not to exceed $275,000 over the lifetime of the agreement.

3. Authorize expenditure in the amount of approximately $55,000 per year from A/C #001­3570­612­5620 (Contracted Services – Janitorial).

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

11. PUBLIC HEARINGS:

A. Proposed FY 2023­24 and FY 2024­25 Operating and Capital Improvement Program Budgets
RESOLUTION ADOPTING THE ANNUAL CITY OF THOUSAND OAKS OPERATING AND CAPITAL IMPROVEMENT PROGRAM BUDGETS FOR FISCAL YEARS 2023­ 2024 AND 2024­2025; AND ADOPTING FINANCIAL POLICIES
RECOMMENDATION:

1. Adopt resolution approving proposed Operating and Capital Improvement Program (CIP) Budgets for FY 2023­24 and FY 2024­25.

2. Adopt updated Financial and Budget Policies, including Governmental Fund balances and designations.

3. Authorize City Manager to carry over funds from FY 2022­23 to FY 2023­24 and from FY 2023­24 to FY 2024­25 for projects listed as requiring carryover included in the CIP Budget, Grants, and Project­Related Maintenance and Operations budgets.

4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Landscape and Lighting Assessment District No. 79­2 Annual Levy RESOLUTION APPROVING THE ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2, AND ANNUAL LEVY OF ASSESSMENTS RELATED THERETO COMMENCING IN FISCAL YEAR 2023­24 RESOLUTION ORDERING THE LEVY AND COLLECTION OF ASSESSMENTS FOR THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 FOR FISCAL YEAR 2023­24
RESOLUTION APPROVING THE ANNEXATION ENGINEER’S REPORT FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2
RESOLUTION ORDERING THE ANNEXATION OF PROPERTY (HYDAM HOMES, LLC, 2080 HILLCREST DRIVE AND VOGEL PROPERTIES, INC., 1515 RANCHO CONEJO BOULEVARD AND 1489 LAWRENCE DRIVE) TO THOUSAND OAKS LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 79­2 AND LEVYING ASSESSMENTS FOR FISCAL YEAR 2023­24
RECOMMENDATION:

1. Approve Final Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Assessments.

2. Adopt resolutions approving Engineer’s Report and Ordering Annual Levy of Assessments for FY 2023­24.

3. Approve Final Annexation Engineer’s Report for Landscape and Lighting Assessment District No. 79­2 FY 2023­24 Annexation Territory.

4. Tabulate the assessment ballots submitted, and not withdrawn, in support of, or in opposition to the proposed Annexation, and declare the results.

5. If no majority protest, then adopt resolution Ordering the Annexation of territory to Landscape and Lighting Assessment District No. 79­2 and the Annual Levy of Assessments for FY 2023­24.

6. Find that this action is not a project as defined under the California Environmental Quality Act.

12. STUDY SESSIONS: None

13. DEPARTMENT REPORTS: None

14. COMMITTEE/COMMISSION/BOARD REPORTS:

A. FY 2023­24 Community Social Service Grant Recommendations RECOMMENDATION:

1. Approve Community Social Service Grants totaling $100,000.

2. Authorize the City Manager or designee to execute Community Social Service Grant agreements with grantees.

3. Authorize expenditure in the amount of $100,000 from A/C #001­1120­611­5920 (SS2024, Community Endowment Grant Account) for Community Social Service Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

15. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

16. COUNCIL ISSUES/RECOMMENDATIONS:

A. 2023 Southern California Association of Governments General Assembly Update RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

17. CITY MANAGER:

A. Announcements and upcoming issues

18. PUBLIC NOTICES: None

19. ADJOURNMENT: Adjourn to Regular Meeting June 20, 2023 Agenda Post Date/Time: Jun 06, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\06­06­23.docx

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California May 16, 2023

1. CALL TO ORDER: Regular Sessi on: Mayor Kevin McNamee called the meeting to order at 5:00 p.m. in Council Cham bers, 2100 Thousand Oaks Boulevard, Thousand Oaks, California.

2. ROLL CALL:

Present: Councilmembers Newman, Taylor, Adam, and Mayor McNamee present in chambers. Councilmember Engler absent.

Also present: City Manager Andrew P. Powers , City Attorney Tracy M. Noonan, Assistant City Manager Ingrid Hardy, Cit y Clerk Laura B. Maguire, Community Development Director Kelvin Parker, Public Works Director Cliff Finl ey, Cultural Affairs Director Jonathan Serret, Human Resources Director Tim Giles, Libr ary Services Director Jennifer Patterson, Strategic Communications/Public Affairs Direc tor Alexandra South, Police Chief Jeremy Paris, Fire Chief Jeff Shea, Chief Assistant City Attorney Patrick Hehir, Deputy Cultural Affairs Director Marisa Hanke, Assistant to the City Manager Meli ssa Hurtado, Deputy City Clerk Sandra Delgado, Information Tec hnology Supervisor Atanas Beltchev, Cable Operations Supervisor Carl Jarecky, Senior Video Specialist Richard Swingler, Senior Video Specialist Ryan Palmer, and Senior Recording Secretary Dominga Zambrano.

3. PUBLIC COMMENTS: Comments on Closed Session items only – None.

4. CLOSED SESSION:

A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: Ashraf Shahsawarzadeh vs. City of Thousand Oaks; Ventura County Superior Court Case No. 2023CUPP007741. Pursuant to Government Code Section 54956.9(a).

Chief Assistant City Attorney Hehir announced Closed Session held at 5:00 p.m.

5. CLOSED SESSION REPORT: Chief Assistant City Attorney Hehi r announced there was nothing to report at 6:00 P.M.

6. PLEDGE OF ALLEGIANCE: Mayor McNamee led the pledge of allegiance.

7. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM: None.

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

A. Older Adults Appreciation Month Proclamation

Mayor McNamee presented proclamation recognizing May as Older Adults Appreciation month to Council on Aging Vice Chair Karen Sylvester and Council on Aging members.

Item No.10B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 2 May 16, 2023

8. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS: (Continued)

B. Cultural Affairs Department Pop Up Event Update

Mayor McNamee introduced Deputy Cult ural Affairs Director Hanke who provided an update on the upcoming Pop Up Events. City Manager Powers provided remarks about the program.

9. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m. , remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011-066/067)

Speakers: Rossanna Guerra, Thousand Oaks.

Written Statements: None.

10. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands

RECOMMENDATION:

Ratify May 10, 2023; approve May 17, 2023, May 24, 2023, and May 31, 2023, subject to review and ratification

Motion by Mayor Pro Tem Adam to approve staff’s recommendation.

Passed 4-0 by the following vote:

Ayes – Newman, Taylor, Adam, McNamee
Noes – None
Absent – Engler

B. Minutes of City Council meeting of May 9, 2023

RECOMMENDATION:

Approve

Motion by Mayor Pro Tem Adam to approve staff’s recommendation.

Passed 4-0 by the following vote:

Ayes – Newman, Taylor, Adam, McNamee
Noes – None
Absent – Engler

Item No.10B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 3 May 16, 2023

10. CONSENT CALENDAR: (Continued)

C. Resident Commissioner to the Area Housin g Authority of the County of Ventura Board of Commissioners

RECOMMENDATION:

1. Approve reappointment of Angela Bradley as the Resident Commissioner to the Area Housing Authority of the County of Ventura Board of Commissioners, for a two-year term beginning June 1, 2023, and expiring on May 31, 2025.

2. Find that this action is not a pr oject as defined und er the California Environmental Quality Act.

Motion by Mayor Pro Tem Adam to approve staff’s recommendation.

Passed 4-0 by the following vote:

Ayes – Newman, Taylor, Adam, McNamee
Noes – None
Absent – Engler

11. PUBLIC HEARINGS:

A. Transition to District Elections - Map Criteria Hearing #2

RECOMMENDATION:

1. Receive report from Na tional Demographics Corporat ion (NDC) on districting process and permissible criteria to be considered should district boundaries be created.

2. Conduct public hearing to receive public input on district boundaries.

3. Find that this action is not a project as defined in the California Environmental Quality Act.

Hearing, advertised as required by law, opened to consider item. Presented by Assistant City Attorney Womack; Sydni Overly, Senior Business Analyst, Tripepi Smith; and Doug Johnson, President, Na tional Demographics Corporation. City Clerk Maguire available for questions.

Speakers/Written Statement: None.

Mayor McNamee closed the public hearing.

Motion by Mayor Pro Tem Adam to approve staff’s recommendation.

Passed 4-0 by the following vote:

Ayes – Newman, Taylor, Adam, McNamee
Noes – None
Absent – Engler

Item No.10B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 4 May 16, 2023

12. STUDY SESSIONS: None.

13. DEPARTMENT REPORTS: None.

14. COMMITTEE/COMISSION/BOARD REPORTS: None.

15. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None.

16. COUNCIL ISSUES/RECOMMENDATIONS: None.

17. CITY MANAGER:

A. Announcements and upcoming issues

City Manager Powers provided an update on the May 23, 2023, City Council meeting.

18. PUBLIC NOTICES: None.

19. ADJOURNMENT: City Council adjourned at 6:41 p.m. to Regular Meeting on May 23, 2023.

________________________________
Kevin McNamee, Mayor
City of Thousand Oaks City Council
Attest:

____________________________________
Laura B. Maguire, City Clerk
City of Thousand Oaks City Council

AGENDA POSTED: May 11, 2023
MINUTES APPROVED:

The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.

CCD:610-40\h:\common\agenda\2023\05-16-23.docx

Item No.10B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California May 23, 2023

1. CALL TO ORDER: Mayor Kevin McNamee called t he meeting to order at 6:00 p.m. at Los Robles Greens Golf Course Community Banquet Center, 299 Sout h Moorpark Road, Thousand Oaks, California.

2. PLEDGE OF ALLEGIANCE: Mayor McNamee led the pledge of allegiance.

3. ROLL CALL:

Present: Councilmembers Engler, Newman, Taylor, Adam, and Mayor McNamee present.

Also present: City Manager Andrew P. Powers, City Attorney Tracy M. Noonan, Assistant City Manager Ingrid Hardy, City Clerk Laura B. Maguire, Finance Director Jaime Boscarino, Community Development Director Kelvin Parker, Public Works Director Cliff Finley, Cultural Affairs Director Jonathan Serret, Human Resour ces Director Tim Giles, Library Services Director Jennifer Patterson, Strategic Communi cations/Public Affairs Director Alexandra South, Police Chief Jeremy Paris, Fire Chief Jeff Shea, Economic Development Director Haider Alawami, Deputy Community Development Director Fabiola Melicher, Deputy Public Works Director Nader Heydari, Deputy Cultural Affairs Director Marisa Hanke, Sustainability Division Manager Helen Cox, Planning Division Manager Stephen Kearns, Assistant to the City Manager Melissa Hurtado, Deputy City Cle rk Sandra Delgado, Legislative Affairs Manager Mina Layba, Information Technology Supervisor Atanas Beltchev, Acting Budget Officer Ryan Roman, Cable Operations Super visor Carl Jarecky, Senior Video Specialist Richard Swingler, Scherr Forum Head of Audio Cameron Probe, and Senior Video Specialist Ryan Palmer.

4. REQUESTS FOR CONTINUANCE OF ANY AGENDA ITEM: None

5. PUBLIC COMMENTS:

Speakers: Jackson Piper, Newbury Park; Clint Fultz, Thousand Oaks; Effie, city of residence unknown; Marvin Sanders, Thousand Oaks; Kat Selm, Thousand Oaks; Rosanna Allen, Thousand Oaks; Geor ge Senko, Thousand Oaks; Ka thy Hodge, Thousand Oaks; Carol Partington, Newbury Park (submitted document); Karen Wilburn, Newbury Park (submitted document); Lorrie Dingman, Newbury Park; Peggy Buckles, Thousand Oaks; Jess Weihe, Newbury Park; Dichele Harris, Lut heran Social Services Area Director; Pat Hostmyer, Thousand Oaks; Thaddeus Wojcik, Oak Park (submitted document); Sandy Gill, Thousand Oaks; Susie Ringheim, Thousand Oa ks; Willard Lubka, Thousand Oaks; Jonathan Leon, Camarillo; Carole Shelton, Thousand Oaks; Lee Ann Holland, Newbury Park; Rossanna Guerra, Thousand Oaks; W endy Zimmerman, New bury Park; Lynn Burdick, Thousand Oaks; Stephanie Sullivan, Lutheran Social Services Program Manager; Kinsie Flame, Newbury Park, Chaise Ra sheed, Thousand Oaks; Mark Perryman, Supervisor Jeff Gorrell Chief of Staff.

Written Statements: Robert Bushnell, Newbury Park; Erik Goehner, Thousand Oaks; Maya Goehner, Thousand Oaks.

Item No.10B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 2 Ma y 23, 2023

6. STUDY SESSIONS:

A. Citywide FY 2023-24 Top Ten Priorities and Goal Setting Study Session

RECOMMENDATION:

1. Receive broad organizational updates from City staff.

2. Receive Community Attitude Survey from True North Research.

3. Establish Citywide FY 2023-24 Top Ten Priorities.

4. Review and, if necessary, revise Citywide Goals and City Council Norms.

5. Find that this action is not a “project ” under the California Environmental Quality Act (CEQA) pursuant to Section 15378(b) of Title 14 Chapter 3 of the California Code of Regulations

Citywide FY 2023-24 Top Ten Priorities and Goal Setting Study Session introduction and overview provided by City Manager Powers. Assi stant City Manager Hardy (Homelessness), Public Works Director Finley (Water Conservation and Campus Master Plan), Community Development Dire ctor Parker (Comprehensive General Plan Update and Community Development Land Master System), Finance Director Boscarino (Affordable Housing), Police Chief Paris (Public Safety), Sustainability Division Manager Cox (Environmental Su stainability), Planning Division Manager Kearns (Residential Prescreens), City Ma nager Powers (Econo mic Development), and Deputy Public Works Director Heydari (Public Works Infrastructure) provided organizational updates. Additional information supplemental packet.

City Council recess at 8:14 p.m.; reconvened at 8:25 p.m.

2022 Community Attitude Survey Results introduced by City Manager Powers and highlights presented by True North Research President Dr. Timothy McLarney.

City Manager Powers led discussion to es tablish Citywide FY 2023-2024 Top Ten Priorities, reviewing individual prioriti es identified by City Council. City Council provided direction on establishing final pr iorities. City Attorney Noonan responded to questions.

Motion by Mayor McNamee to approve staff’s recommendation with changes as discussed to the Citywide FY 2023-2024 Top Ten Priorities.

5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, and McNamee
Noes – None

City Manager Powers provided update on the June 6, 2023, City Council meeting.

Item No.10B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 3 Ma y 23, 2023

7. ADJOURNMENT: City Council adjourned at 10:05 p.m. to Regular Meeting on June 6, 2023.

________________________________
Kevin McNamee, Mayor
City of Thousand Oaks City Council
Attest:

________________________________
Laura B. Maguire, City Clerk
City of Thousand Oaks City Council

AGENDA POSTED: May 18, 2023
MINUTES APPROVED:

The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.

CCD:610-70\h:\common\agenda\2023\05-23-23.docx

Item No.10B

TO:City Council
FROM:Bob Engler, Councilmember
David Newman, Councilmember
DATE:June 6, 2023
SUBJECT: Community Funding Review Committee Appointments RECOMMENDATION:

1. Approve Community Funding Review Committee appointments of Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the unscheduled vacancies and serve the remainder of term ending July 2024.

2. Approve Community Funding Review Committee appointment of Bree von Faith to fill the unscheduled vacancy and serve the remainder of the term ending July 2025.

3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

FINANCIAL IMPACT:

No Additional Funding Requested. The Adopted FY 2022-23 General Fund Budget includes minimal staff time for costs associated with coordinating interviews, appointments, and preparing support materials.

BACKGROUND:

The Community Funding Review Committee (CFRC) consists of nine members who serve three-year, staggered terms. The role of the CFRC is to serve as an advisory body to City Council, relative to funding recommendations of the Community Grant Program, administered through the City Manager’s Office. The Community Grant program currently consists of four grants: Community Sports Grant, Community Environmental Enhancement Grant, Community Events Grant, and Community Social Services Grant.

An open application period for two unscheduled vacancies with a term through July 2024 was opened February 14, 2023 and closed March 16, 2023. Public outreach took place in February and March, including news postings on the City’s website Item No.10C

CFRC Appointments
June 6, 2023

6 6
0 3
5 5
and social media channels. An ad was placed in the February and March issues of the CityScene e-newsletter. In addition, emails were sent to applicants from the prior recruitment period. Complete information can be found on the dedicated Community Grants webpage (www.toaks.org/grants) on the City’s website.

One committee member resigned on April 27, 2023 creating an unscheduled vacancy with a term to July 2025. The Vacancy Notice was posted the same day.

One committee member resigned on May 12, 2023 creating an unscheduled vacancy with a term to July 2024. The Vacancy Notice was posted on May 15, 2023. There are currently four (4) total vacancies. Applications will be applied from the February 14, 2023 recruitment.

DISCUSSION/ANALYSIS:

Eight applications were received. The interview committee consisted of Councilmember Engler and Councilmember Newman. Interviews with all eight applicants were scheduled for April 19, 2023, and took place via Zoom.

Additionally, to fill the third and fourth unscheduled vacancy, the interview committee met on May 2, 2023, and May 18, 2023, to review applications from the February 14, 2023, recruitment and discuss the interviews conducted on April 19, 2023. After reviewing applications and conducting interviews, the following appointments are recommended: Roseannah MillsGrassin, Tamara Lindberg, and Kyle Rohrbach to fill the three unscheduled vacancies with terms ending July 2024 and Bree von Faith to fill the unscheduled vacancy with term ending July 2025.

Recommended appointment applications are included as Attachment #1.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goals:

A. Create a more equitable, accessible, safe, welcoming, and inclusive government and community regardless of race, color, ethnicity, religion, sex, physical or mental ability, sexual orientation, gender identity and expression, age, language, education, and/or socio-economic status.

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

G. Continue City's commitment to community and cultural programs and services (such as Performing Arts/Theatres, Libraries, TOTV, Visual Arts, Youth and Senior Programs).

Item No.10C

CFRC Appointments
June 6, 2023

6 6
0 3
5 5
PREPARED BY: Sarah Mailes, Community Services Analyst
Attachment:

Attachment #1 – Applications
CMO:110-20\wl\H:\COMMON\City Council\Council Items\2023 Staff Reports\060623\06062023 CFRC Appointments Staff Report.docx
Item No.10C

City of Thousand Oaks Boards & Commissions
Application Form
Profile
Solicitantes que necesiten asistencia en español, por favor llamen al (805) 449-2151.

Roseannah MillsGrassin
First Name Last Name
Primary Phone Alternate Phone
Street Address Suite or Apt
Thousand Oaks CA 91360
City State Postal Code
Email Address
Please note: Resolution No. 2003-105 Sec. 17, Duplicate Appointment, provides that unless specifically authorized by City Council, no citizen may serve on more than one standing Citizen Board, Commission or Committee.

How did you learn of this vacancy?
Via Social Media (Instagram)
Occupation/Work History - Check all applicable: *
Employed
California Lutheran University Director of Prospect Development Employer Job Title

N/A N/A
Additional Employer Additional Job Title
Must be a City resident. Are you a resident of Thousand Oaks? Yes
ATTACHMENT #1
Item No.10C

Interests & Experiences
Why are you interested in serving on this board/committee and what do you believe you can contribute?
I have 8 years of direct experience grantmaking to the greater Ventura County community. The pandemic offered the opportunity to take stock of what mattered most in our lives, for me this was family and community.

Since then I have worked to be more directly involved with my neighbors. I accepted a position at California Lutheran University in the fall of 2022 affording my the ability to walk to work. I have made it a priority to better myself in my chosen field of philanthropy and its evolving best practices. In January 2023 I participated in a pilot certification program focused on equity in funding. My professional passions will allow me to bring my experiences reviewing 990's and nonprofit financial documents. I also believe that as an engaged community member who lives and works within Thousand Oaks I can contribute local pride and love.

Please list all relevant experience supporting appointment to this board.

Outside of my past professional experience, I have certification and training in the following: "Equity Essentials for Philanthropy Tech" pilot program from Technical Association of Grantmakers (2023); "Fiduciary Essentials Training for Foundations and Endowments" from the Centre for Fiduciary Excellence (2020); "Introduction to Community Leadership" from CF Leads (2021)
Please list current and past involvement with civic, volunteer and non-profit organizations, including City boards/committees, and the dates of activity.

As an employee of the Ventura County Community Foundation from 2015-2022 I had the opportunity to work with and for many area nonprofits. Outside of my professional experiences I maintain membership and involvement in: Emerging Practitioners in Philanthropy (2022); PEAK Grantmaking; Association of Professional Researchers for Advancement (2022); Women in Technology International (2021); Center for Nonprofit Leadership (2019). During the pandemic summer of 2020, my partner and I found greater purpose in making bagged lunches for the Conejo Valley Meal and Shelter program at Harbor House. The reward of directly supporting my neighbors has lead me start looking for more local opportunities to give back. This is why I am applying today.

Certification
Please agree with the following statements
That all information in this application is complete, truthful, and accurate to the best of my knowledge.

If appointed, I understand it is my responsibility to notify the City of changes that would affect my membership on the board.

I recognize that Board membership requires my attendance at meetings and/or events. I am willing and able to make this commitment of time and effort to serve.

I understand that the Public Records Act (PRA) allows for public review of this application.

I am not an official or employee of the City of Thousand Oaks.

I understand that checking this box constitutes a legal signature confirming that I acknowledge and agree to the above statements.

Item No.10C

Agree
Electronic Signature - Please type your First and Last name Roseannah MillsGrassin
If appointed, I understand that I will be required to file a Conflict of Interest Statement (Form 700) pursuant to Fair Political Practices Commission regulations.

If appointed, I understand that I will be required to complete Ethics Training for Local Officials (AB 1234) within one year of appointment and every two years thereafter.

No Committee member shall participate in the discussion of, or vote on, a request if said member is also a member of the organization requesting funds.

Item No.10C

ROSEANNAH MILLSGRASSIN
I offer 8+ years of experience in grantmaking, nonprofit programs and relationship building. I am looking to apply my knowledge and commitment to my neighbors to the Community Funding Committeeappointment.

CALIFORNIA LUTHERAN UNIVERSITY Thousand Oaks, CA
Director Prospect Development | Nov 2022 - Present
● Research prospects for portfolio development and risk mitigation. ● Relationship management tracking and reporting on the University’s activities with its constituents and making recommendations for positive growth. ● Data analysis supporting an information-driven culture by identifying trends through statistical analysis of internal and external data. ● Review and evaluate available information to appraise financial capacity, philanthropic interests, and network.
● Assess and organize information to identify philanthropic patterns, tendencies, and relationships among individuals, corporations, and foundations. ● Implement predictive modeling and population segmentation as applicable to the field for discussions with front-line staff.
● Monitor system analytics to further enhance development opportunities. ● Review internal performance reports, and identify areas of success, as well as areas of improvement.

VENTURA COUNTY COMMUNITY FOUNDATION (VCCF) Camarillo, CA Database Manager | Jun 2015 - Oct 2022
● Systems expert and operational ownership of Raiser’s Edge CRM and plug-ins. ● Oversee and maintain an online portal for Donor Clients, Nonprofit Applicants, Volunteers and Community Members participation tracking preferences and needs. ● Ensured compliance in grantmaking with donor gift agreements. ● Tracked grant metrics developing performance analysis for program staff. ● Developed and created contact touchpoints for tracking digital user experience of clients and Nonprofit applicants.
● Managed organization profiles with fundraising partners like Charity Navigator, Benevity and Global Giving.
○ 2021 Achieved Foundation’s highest transparency rating on Candid’s Guidestar. ● Maintained and managed digital event registration platform. Identifying system standards, improvements and cost saving recommendations. ● Developed and coordinated segmentation and analysis for campaigns. Tracking outcomes and learnings to improve engagement and retention. ● Conducted presentations for Committee Members, and community stakeholders. ● Generated analysis and project status reports for Senior Leadership using data visualization tools, CRM, google analytics and excel.
● Conducted upgrades and information architecture across multiple channels. ● Produced internal dashboards for outreach and proposal development. Research industry standards and best practices.
● Coordinate online messaging and social media outreach for direct community support following Borderline Shooting, Thomas Fire, and Hill-Woolsey Fire. ● Project Lead for organization's Blackbaud migration in 2019 and vendor contracts.

Philanthropic Services Program Assistant | Dec 2014 - Jun 2015 ● Processed all foundation grant payments via grants management database (FIMS). ● Assisted with Scholarship Program, online application creation (Academic Works), Review of documentation and coordination of Donors and Volunteers. ● Created and organized department files for annual audit. ● Maintained and processed donor acknowledgement letters/templates.

Item No.10C

● Drafted and edited correspondence, memos, department updates. ● Maintained Committee rosters, files, and meeting scheduling, prep, and notetaking.

Item No.10C

City of Thousand Oaks Boards & Commissions
Application Form
Profile
Solicitantes que necesiten asistencia en español, por favor llamen al (805) 449-2151.

Tamara Lindberg
First Name Last Name
Primary Phone Alternate Phone
Street Address Suite or Apt
Newbury Park CA 91320
City State Postal Code
Email Address
Please note: Resolution No. 2003-105 Sec. 17, Duplicate Appointment, provides that unless specifically authorized by City Council, no citizen may serve on more than one standing Citizen Board, Commission or Committee.

How did you learn of this vacancy?
I was looking online for committees that were in need of members and came across this Occupation/Work History - Check all applicable: *
Retired

N/A N/A
Employer Job Title

N/A N/A
Additional Employer Additional Job Title
Must be a City resident. Are you a resident of Thousand Oaks? Yes
Item No.10C

Interests & Experiences
Why are you interested in serving on this board/committee and what do you believe you can contribute?
I have been a resident of Thousand Oaks since 1999. My husband and I raised our two daughters here. I care about what services and programs the city offers residents. I would like to be part of the committee that reviews proposals and recommends funding awards for projects and programs that would benefit our city.

I believe my organizational skills and ability to get things done would make me an asset on this committee.

Please list all relevant experience supporting appointment to this board.

I worked at Amgen for nearly 22 years (1999-2021). A significant part of my job was to review proposals for information system projects and select the best vendor(s). I did so by developing spreadsheets. In addition to the cost, the spreadsheets listed the requirements needed for the system(s) to be developed or purchased. The requirements were weighted based on importance. By using the weighted rankings, I was able to select the best vendor(s), at the best price, for the job.

Although information systems are different than city services and programs, the process to select the best proposal is similar. I.e. what does the city need in terms of services and programs (requirements) how important are the services and programs (weight) does the proposal being reviewed meet those 'requirements' at a reasonable price.

Please list current and past involvement with civic, volunteer and non-profit organizations, including City boards/committees, and the dates of activity.

I worked for a non-profit organization back in the late 1980's. One of my job responsibilities was to write proposals to obtain funding from government agencies. I was quite successful.

I currently volunteer as a Court Appointed Special Advocate (CASA) for the county of Ventura.

Certification
Please agree with the following statements
That all information in this application is complete, truthful, and accurate to the best of my knowledge.

If appointed, I understand it is my responsibility to notify the City of changes that would affect my membership on the board.

I recognize that Board membership requires my attendance at meetings and/or events. I am willing and able to make this commitment of time and effort to serve.

I understand that the Public Records Act (PRA) allows for public review of this application.

I am not an official or employee of the City of Thousand Oaks.

I understand that checking this box constitutes a legal signature confirming that I acknowledge and agree to the above statements.

Item No.10C

Agree
Electronic Signature - Please type your First and Last name Tamara Lindberg
If appointed, I understand that I will be required to file a Conflict of Interest Statement (Form 700) pursuant to Fair Political Practices Commission regulations.

If appointed, I understand that I will be required to complete Ethics Training for Local Officials (AB 1234) within one year of appointment and every two years thereafter.

No Committee member shall participate in the discussion of, or vote on, a request if said member is also a member of the organization requesting funds.

Item No.10C

City of Thousand Oaks Boards & Commissions
Application Form
Profile
Solicitantes que necesiten asistencia en español, por favor llamen al (805) 449-2151.

Kyle Rohrbach
First Name Last Name
Primary Phone Alternate Phone
Street Address Suite or Apt
Thousand Oaks CA 91360
City State Postal Code
Email Address
Please note: Resolution No. 2003-105 Sec. 17, Duplicate Appointment, provides that unless specifically authorized by City Council, no citizen may serve on more than one standing Citizen Board, Commission or Committee.

How did you learn of this vacancy?
Always seeking opportunities to stay involved and engaged with our community, I have a few people alert me when the vacancy became available and regularly check the City's webpage for opportunities.

Occupation/Work History - Check all applicable: *
Employed
CH Media Executive Producer/Head of Production
Employer Job Title

N/A N/A
Additional Employer Additional Job Title
Must be a City resident. Are you a resident of Thousand Oaks? Yes
Item No.10C

Interests & Experiences
Why are you interested in serving on this board/committee and what do you believe you can contribute?
A resident of Thousand Oaks nearly my entire life, and a former City Council candidate, I have a keen awareness of the organizations, people, and groups that make up our community. Beyond that, my professional background running a television network is directly tied to monetary allocation, balance in available funds, and diplomacy in relationships. I have nearly a decade of high level budget management and executive leadership that I'm excited to bring to the Community Funding Review Committee. Further, I have served on the Board of Directors for TOArts since 2021. Not only has that deepened my ties to our community, but allowed me an opportunity to sit on the COVID Emergency Grant Committee. This experience had us process dozens of applications to ultimately distribute half a million dollars to various arts entities across the community, directly preparing me to sit on the Community Funding Review Committee.

Please list all relevant experience supporting appointment to this board.

Executive Producer/Head of Production, Dropout TV; 2021-Present Board of Directors, Thousand Oaks Alliance for the Arts (TOArts); 2021-Present Thousand Oaks City Council Candidate; 2022
Please list current and past involvement with civic, volunteer and non-profit organizations, including City boards/committees, and the dates of activity.

Advisor, Youth & Government, Southeast Ventura County YMCA, 2013-Present Market Volunteer, Adelante Comunidad, 2022-Present
Sponsor, Cancer Support Community, Valley/Ventura/Santa Barbara, 2022 Commissioner, Thousand Oaks Youth Commission, 2001-2004 Certification
Please agree with the following statements
That all information in this application is complete, truthful, and accurate to the best of my knowledge.

If appointed, I understand it is my responsibility to notify the City of changes that would affect my membership on the board.

I recognize that Board membership requires my attendance at meetings and/or events. I am willing and able to make this commitment of time and effort to serve.

I understand that the Public Records Act (PRA) allows for public review of this application.

I am not an official or employee of the City of Thousand Oaks.

I understand that checking this box constitutes a legal signature confirming that I acknowledge and agree to the above statements.

Agree
Item No.10C

Electronic Signature - Please type your First and Last name Kyle Rohrbach
If appointed, I understand that I will be required to file a Conflict of Interest Statement (Form 700) pursuant to Fair Political Practices Commission regulations.

If appointed, I understand that I will be required to complete Ethics Training for Local Officials (AB 1234) within one year of appointment and every two years thereafter.

No Committee member shall participate in the discussion of, or vote on, a request if said member is also a member of the organization requesting funds.

Item No.10C

City of Thousand Oaks Boards & Commissions
Application Form
Profile
Solicitantes que necesiten asistencia en español, por favor llamen al (805) 449-2151.

Bree von Faith
First Name Last Name
Primary Phone Alternate Phone
Street Address Suite or Apt
Thousand Oaks CA 91320
City State Postal Code
Email Address
Please note: Resolution No. 2003-105 Sec. 17, Duplicate Appointment, provides that unless specifically authorized by City Council, no citizen may serve on more than one standing Citizen Board, Commission or Committee.

How did you learn of this vacancy?
CItyScene email
Occupation/Work History - Check all applicable: *
Employed
Downtown Center Business Improvement District VP Marketing + Communications Employer Job Title

N/A N/A
Additional Employer Additional Job Title
Must be a City resident. Are you a resident of Thousand Oaks? Yes
Item No.10C

Interests & Experiences
Why are you interested in serving on this board/committee and what do you believe you can contribute?
I’ve lived in Thousand Oaks for nearly 20 years. Thousand Oaks is my hometown and after a hiatus, I am proud to call Thousand Oaks home once again. I’m grateful I get to raise my toddler in the community that made me who I am today. After moving back in mid-2020, I wanted to find a meaningful way to give back to the community by leveraging my experience and expertise. When I came across the Community Funding Review Committee, I thought this would be a great fit as I am experienced in the four funding issue areas and well- versed in community funding and grant-making having served on all sides of the equation. I have spent my career in the non-profit sector serving for over 15 years with a variety of event planning, fundraising experience, outcomes evaluation work and managing programs ranging from social services to public spaces.

Please list all relevant experience supporting appointment to this board.

As shared, I am well-versed in community funding and grant-making and experienced in the four funding issue areas. Below is a snapshot of my relevant experience.

Grant-Making & Community Funding
VP Projects and Outreach, Junior League of San Jose (2012-2013, 2016-2017) I oversaw community grant-making distributing over $175,000 to local non-profits including reviewing the RFP process, assessment rubric, and selection process to ensure objectivity and inclusivity as well as ensuring that the funds granted aligned with the goals set as a Junior League.

Applying for Community Funding from the City
Managing Director / Director of MarComm and Events, San Jose Downtown Association (2016-2021) I oversaw our applications to the City of San Jose for events, activations and public art installations receiving over $550,000 across 20 applications. Over that time period, there were innovative changes made by the City to the community funding application process including a two-year grant award for long-standing events easing the burden on event producers. I also interacted with the equivalent of the Community Funding Review Committee as the process was structured to have committee members discuss the applications in a public meeting with an optional 2 minute timeframe for comment by the applying organization.

Community Enhancement (Environmental Benefit)
Managing Director and other roles, San Jose Downtown Association 2016-2021 I partnered with environmental agencies and key partners (city, non-profits and businesses) to make our events more sustainable, to provide unique bike parking, to conduct community outreach on new bike lanes and art crosswalks. Also volunteered with the Sierra Club to support fundraising efforts.

Community Event Fund Grants (Artistic and Culture Events) Managing Director and other roles, San Jose Downtown Association 2016-2021 I oversaw 100+ days of programming annually including Farmers’ Market, Music in the Park festival, Downtown Ice and smaller events plus a public art program that displayed high school student artwork on utility doors around downtown.

Social Services Fund Grants (Non-profits Assisting Lower Income Residents) Junior League of San Jose 2008-2021
Girl Scouts of Northern California 2008-2015
At Girl Scouts of Northern California, I oversaw our agreement with the County to deliver services to migrant farm workers. At the Junior League of San Jose, I oversaw our programs and grants with non-profits serving low-income youth focused on literacy and helping those who are aging out of the foster care system.

Sports Facility Grants (Existing Sports Fields or Facilities and Equipment Purchase) Managing Director and other roles, San Jose Downtown Association 2016-2021 I oversaw Downtown Ice which included the construction, installation and management of an outdoor ice rink including equipment purchases, capital improvements and permitting annually.

Item No.10C

Please list current and past involvement with civic, volunteer and non-profit organizations, including City boards/committees, and the dates of activity.

Civic and Volunteer Organizations
NextGen Rotary, Newbury Park 2021 - present
Junior League of Los Angeles 2021 - present
Junior League of San Jose including Past President and Board Member for 5 Years 2008 - 2021 Non-Profit Organizations Professional Experience
VP Marketing, Downtown Center Business Improvement District (Downtown LA) 2021 - present Managing Director and other roles, San Jose Downtown Association 2016 - 2021 Director of Marketing, VolunteerMatch 2015-2016
Director of Membership and other roles, Girl Scouts of Northern California 2007-2015 Certification
Please agree with the following statements
That all information in this application is complete, truthful, and accurate to the best of my knowledge.

If appointed, I understand it is my responsibility to notify the City of changes that would affect my membership on the board.

I recognize that Board membership requires my attendance at meetings and/or events. I am willing and able to make this commitment of time and effort to serve.

I understand that the Public Records Act (PRA) allows for public review of this application.

I am not an official or employee of the City of Thousand Oaks.

I understand that checking this box constitutes a legal signature confirming that I acknowledge and agree to the above statements.

Agree
Electronic Signature - Please type your First and Last name Bree von Faith
If appointed, I understand that I will be required to file a Conflict of Interest Statement (Form 700) pursuant to Fair Political Practices Commission regulations.

If appointed, I understand that I will be required to complete Ethics Training for Local Officials (AB 1234) within one year of appointment and every two years thereafter.

No Committee member shall participate in the discussion of, or vote on, a request if said member is also a member of the organization requesting funds.

Item No.10C

Bree von Faith
| Thousand Oaks, CA
Executive Summary
Mission-driven leader with 15+ years of experience in nonprofit management, revenue generation, and scaling membership organizations. ● Recruited over 1.5 million new members, volunteers, and donors for 8 organizations nationwide while simultaneously supporting retention rates of 85% and raising over $10 million ● Successfully led several membership-based non-profit organizations in partnership with the Board of Directors with budgets ranging from $400k to $7 million ● Proven track record of effective change management and achievement of shared goals by promoting the growth, development, aspirations, and achievements of others ● Silicon Valley Business Journal 40 under 40, Top 100 Women of Influence 2021, Chief member, Past President Junior League of San Jose, Sustaining Advisor Junior League of Los Angeles, and Fundraising Director of NextGen Rotary (Thousand Oaks)
Experience
DOWNTOWN CENTER BUSINESS IMPROVEMENT DISTRICT (Los Angeles) July 2021 - PRESENT VP Marketing and Communications
Leading marketing and communications initiatives for Downtown Los Angeles and managing 3 staff and 5 marketing/PR agencies. Overseeing DowntownLA.com, signature DTLA events, and @downtown_la social media profiles. Budgetary responsibilities of nearly $1M. Reporting to the Executive Director and President/CEO. - Partnering with department leadership and the Board of Directors on organization-wide strategy and initiatives across marketing, economic development and operations resulting in innovative projects that are driving office workers, residents, and visitors to DTLA
- Developed new email marketing strategy launching a series of email automations and a weeklynewsletter to promote local businesses and events resulting in a 200% increase in open rates with 35,000 email subscribers - Revamped the marketing tech stack and internal processes to ensure seamless integration across CRM website, and email marketing system
VARIOUS NONPROFITS 2015 - 2021
Executive Director + Special Projects
Supporting non-pro
fit organizations on special projects tied to my expertise in leadership, data analytics, fundraising, membership, event management, and strategic planning.
- Worked as Executive Director at Careers Girls to develop a fundraising strategy, integrated marketing strategy, and improve the efficiency of virtual camps, programming, and financial management. - Served as Director of Special Projects for the San Jose Downtown Associationconsulting on event production, marketing, sponsorship, budget development, and city contract negotiations. - Consulted with Girl Scouts of Northern California through the implementation of Salesforce with a focus on data analysis, custom reporting, and business processes focused on membership and marketing efforts.

SAN JOSE DOWNTOWN ASSOCIATION 2016 - 2021
Managing Director
Promoted to lead membership, sponsorship, marketing, communications, event production, HR/office management, and building/ice rink maintenance operations with 7 regular staff and 45 seasonal staff. Managing financial oversight and budgetary responsibilities of over $4M. Previous Role: Director of MarCom and Events Acting Executive Director
Led the San Jose Downtown Association during Executive Director sabbatical managing 12 staff. Reported to the Executive Committee with budgetary responsibilities of over $7M.

Item No.10C

- Exceeded fundraising, sponsorship, grant, earned income, and diversified revenue goals by as much as 50% per program resulting in over $2M raised annually - Led a team in launching a new payroll system and streamlined budgeting processes - Revamped process for tracking restricted funds from grants and managed the budgeting process to ensure overhead expenses were covered in accordance with funding restrictions - Negotiated a new government-funded contract increasing revenue by 25%and transitioned the contract away from the cost-reimbursement model
- Developed a membership and staffing recruitment framework resulting in the increase in diversity of members, the Board of Directors, and the staff team
- Led SJDA to record-breaking attendance for Downtown Ice (51k+) and Music in the Park (17k+) with all events adding 100,000+ people into downtown and $5M+ in economic impact annually JUNIOR LEAGUE 2008 - PRESENT
President, Junior League of San Jose 2019-2020
Led the Junior League of San Jose with a membership of over 600 womenand an endowment fund of nearly $2M. Launched a program to serve over 500 meals to college-age foster youthby hiring women-owned restaurants and caterers during COVID-19. Partnered with the Farrington Historical Foundation to ensure the preservation of the historic building was a priority for our members. Served on the Board of Directors for 5 years.

VOLUNTEERMATCH 2015 – 2016
Director of Marketing & Engagement
Promoted to lead the marketing, creative services, and engagement team of the Web's largest volunteer engagement network by driving the pipeline for corporate, nonprofit, and volunteer audiences. Reported to the President/CEO.

Restructured marketing team to be channel and audience based increasing efficiency.Launched a newly branded website including redesigning marketing automation flows toincrease marketing leads by 146% GIRL SCOUTS OF NORTHERN CALIFORNIA 2007 - 2015
Director of Membership
Promoted to build a new team responsible for a membership recruitment strategy for the launch of Salesforce CRM.

Led a team of 11 with budgetary responsibilities of $1M+. Responsibility increased from Santa Clara County to 18 counties in Northern California.
- Led the organization's first-ever recruitment strategy including market research, internal data modeling, strategy development, change management implementation and documented learning - Generated more than 10,000 recruitment leads through inaugural marketing campaign -Implemented a referral recruitment/marketing campaign resulting in 93 new troopsin one month - landing Northern California in the top recruitment spot nationwide (national avg: 18 troops) - Led staff team to its best success since pre-merger including exceeding annual recruitment and retention goals halfway through the fiscal year. Reached 103% of member goal(29,628) and 4.5% points up in member retention (74.5%) at close of Q2
Program Director
Promoted to manage over 291 program activities events ranging from 15 to 26,000 participants in the South Bay and San Francisco including girl-led and outcomes-based curriculum. Highest event sell-out rate in FY12 & FY13 with an average +20% margin through strategic event creation, program development, advertising and optimal pricing.

Community Development Manager
Supported local communities and five volunteer boards in delivering the Girl Scout experience by recruiting new members, supporting volunteers, and generating revenue through targeted fundraising campaigns. Increased girl membership by 25% in assigned territories compared to the local 11% decline and national 8% decline.

Education
Masters of Business Administration (MBA), Data Science & Business Analytics - Santa Clara University Dean’s Leadership Award, Economics Teaching & Statistical Assistant, Beta Gamma Sigma Honor Society Bachelor of Arts, Political Science; Minor, Dance - San Jose State University Magna cum Laude, Political Science Honors, Washington DC Congressional Intern Scholarship CMO:110-20\wl\H:\COMMON\City Council\Council Items\2023 Staff Reports\060623\06062023 CFRC Attachment 1.pdf Item No.10C

TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:June 6, 2023
SUBJECT: Guard Rail Project (MI 2574)
RECOMMENDATION:

1. Authorize staff to advertise the Guard Rail Project (MI 2574) for construction bids.

2. Authorize acceptance of Federal Highway Safety Improvement Program Cycle 10 Grant in the amount of $512,500 from the Federal Highway Administration for construction of Guard Rail Project.

3. Find that the Project is categorically exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

FINANCIAL IMPACT:

No Additional Funding Requested. Minimal staff time and costs required to advertise for bids. $535,500 is included in the Adopted FY 2022-23 Guard Rail Project Budget, including $512,500 in Federal Highway Safety Improvement Program (HSIP) Grant funds. Estimated total project cost is $596,000. Additional funding for construction costs will be requested at the time of construction contract award depending on bids received.

BACKGROUND:

In May 2021, the City prepared a Local Road Safety Plan (LRSP) to address commuter, bicyclist, and pedestrian safety in Thousand Oaks. Through the development of the LRSP, data analysis was conducted to determine which countermeasures could improve roadway safety. Nine locations were identified for guardrail replacement based on the existing condition of guardrails and the configuration of the roads. At these locations, existing guardrails have separated from the wooden anchor posts, which have deteriorated due to age and exposure to elements and are no longer vertically upright.

Item No.10D

Guard Rail Project MI 2574
June 6, 2023

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9 The Guard Rail Project will replace 1,900 feet of existing guardrails per Caltrans standards at nine locations (Attachment #1). The new residential street guardrails (1,400 feet) will be coated with a rustic brown color to blend into the surrounding environment. This project will also replace 200 guardrail wood posts that were damaged during the 2018 Woolsey Fire.

In September 2020, staff submitted a Federal Highway Safety Improvement Program (HSIP) Grant application to Caltrans for the project. The $512,500 HSIP Grant [CML-5392(064)] was awarded in April 2023.

DISCUSSION/ANALYSIS:

Staff completed the design of the Guard Rail Project (MI 2574) with in-house resources. The project plans and specifications are available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400. Staff recommends the project be advertised for bid. Once bids are received, staff will seek City Council’s approval to award the construction contract.

The tentative schedule for completion of the project is as follows:

Bid Opening July 2023
Award of Construction Contract September 2023
Start of Construction October 2023
Project Completion January 2024
The estimated costs are as follows:

1. Construction Estimate (including contingency) $593,000

2. City Furnished Materials/Services $ 3,000
Estimated Project Cost $596,000

$535,500 is included in the Adopted FY 2022-23 Budget (including $512,500 in HSIP Grant). The total project cost (including contingencies) is estimated at $596,000. Additional appropriation at the time of construction award may be required depending on the actual bids received.

This Project is categorically exempt from California Environmental Quality Act (CEQA) per Section 15301 (Repair/Maintenance of an Existing Facility).

Community Outreach: Staff has established a public outreach plan for the project, with particular focus on the residents located adjacent to the project as well as the general public. Various communication tools and strategies, including community meetings (if needed), press releases, website updates, and social media posts will continue to be utilized to inform the public and receive feedback. A dedicated Item No.10D

Guard Rail Project MI 2574
June 6, 2023

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9 project website has been created: toaks.co/guardrails where updated project information will continue to be provided throughout the construction phase of the project.

This project meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments.”
CIP PROJECT PRIORITY (as outlined in FY 2021-22 and FY 2022-23 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goals:

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.

PREPARED BY: Saeed Zolfaghari, Associate Engineer
Attachments:

Attachment #1 – Vicinity Map
DPW:850-20\etm\H:\Council\2023\060623\MI2574 Guard Rail Project staff report.docx Item No.10D

Ml 257 4 - Guard Rail Repairs Project
Legend
Guard Rail Locations
1) Olsen Rd. between 23 Freeway and Hardy Ln, south side. ) Olsen Rd. between Sheriff Station and City Limit, north side. ) Skelton Cyn. Rd. across from 3973
) Cresthaven
) Valley Spring Dr. at Fairmount
) Potrero Rd. between lake Sherwood Dr. and bridge
) La Granada Dr. at Paige Lane.
) Erbes Rd at Marview Dr. west side
Moor ark Rd. "Norwe ian Grade".

N
A
0 0.4 0.8 1.6
Miles VICINITY MAP
DPW:850-20\etm\H:\Council\2023\060623\MI 2574 Guard Rail Repairs Att 1.pdf ATTACHMENT #1
Item No.10D

TO:Andrew P. Powers, City Manager
FROM:Jeremy Paris, Police Chief
DATE:June 6, 2023
SUBJECT: Expenditure Plan for Supplemental Law Enforcement Services Fund for FY 2022-23
RECOMMENDATION:

1. Approve the expenditure plan of grant funds pursuant to Supplemental Law Enforcement Services Fund (SLESF) guidelines, so the City may continue to benefit from grant funds under SLESF to partially offset the contract costs of the following positions:
•One Misdemeanor Detective Deputy (contract costs: $270,968) in A/C #001-6640-621-5730 (General Fund, Contracted Services – Law Enforcement).
•Two Directed Enforcement Team (formerly referred to as Bike Patrol) Deputies (contract costs: $487,978) in A/C #001-6650-621-5730 (General Fund, Contracted Services – Law Enforcement).

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

FINANCIAL IMPACT:

No Additional Funding Requested. SLESF grant funds in the amount of $192,431 offset the costs allocated for Deputies’ salaries and benefits by 25 percent, which are included as part of the Ventura County Sheriff’s contract costs with the City. The positions are fully budgeted in the Adopted FY 2022-23 General Fund Budget.

Minimal staff time required to prepare the report is included in the Adopted FY 2022-23 General Fund Budget.

Item No.10E

Expenditure Plan for SLESF FY 2022-23
June 6, 2023

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2 BACKGROUND:

Since the late 1990’s, each county or city in the state has been allocated a grant of at least $100,000 as specified by the California Department of Finance for each fiscal year pursuant to California Government Code Section 30061(b). In turn, the County Auditor allocates the funds to each recipient agency (City) pursuant to California Government Code Section 30061(b)(3).

The City of Thousand Oaks Police Department has received SLESF funds since FY 1996-97. These funds are used to partially offset the cost of two Directed Enforcement Deputies and one Misdemeanor Detective Deputy who operate within the parameters of the City’s contract with the Ventura County Sheriff’s Department.

Listed below is historical funding, per the Ventura County Auditor-Controller, for the last five fiscal years from the SLESF grant.

Fiscal Year Annual
Allocation Growth Allocation Total
2017-18 $201,131 $98,044 $299,175
2018-19 $197,876 $110,707 $308,583
2019-20 $196,348 $111,382 $307,730
2020-21 $192,139 $111,382 $303,521
2021-22 $192,148 $125,417 $317,565
2022-23 $192,431 TBD TBD
SLESF funds are allocated based on each recipient agency’s population (Annual Allocation), and the City’s population has not experienced major fluctuations over the years. Fluctuations in total allocation are a result of an annual year-end receipt for residual revenue paid from the Enhancing Law Enforcement Activities Growth Special Account (Growth Allocation). The California Department of Finance only provides an estimate for the monthly distributions, not the year-end growth payment. The City’s total allocation for FY 2022-23 is anticipated to increase based on receipt of the growth allocation in summer/fall 2023.

DISCUSSION/ANALYSIS:

The Thousand Oaks Police Department has a six-person Directed Enforcement Unit; two of the positions are supplemented by SLESF. The Directed Enforcement Unit was formed in FY 2014-15 by combining the Community Oriented Policing Item No.10E

Expenditure Plan for SLESF FY 2022-23
June 6, 2023

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2 Unit Sergeant and Senior Deputy with a Senior Deputy and three Deputies from the Bike Patrol Unit. This change was made to improve efficiency and communication between the two units.

A third Detective Deputy, whose salary is supplemented by SLESF funds, enhances the efficiency of the Investigation Bureau by investigating misdemeanor offenses that Patrol Deputies are not able to complete. The three positions the SLESF funds partially offset expand the community policing efforts within the City.

California Government Code Section 30061(c)(2) requires the City Council to appropriate existing and anticipated monies exclusively for frontline municipal police services in accordance with a written request from the Chief of Police. This staff report, with the request for the municipal police services outlined above, constitutes the required written request. The City’s Finance Department will prepare the annual expenditure report confirming the funding was used for the approved duties set forth in the recommendation. If approved and accepted by the City, the grant funds of approximately $192,431 will be used to offset a portion of the annual salaries for two Directed Enforcement Team Deputies ($487,978), and one Misdemeanor Detective Deputy ($270,968).

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goals:

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

D. Maintain strong commitment to public safety (including Police, Fire, Emergency Medical Services, and Emergency Management) to ensure City remains one of the safest Cities in the United States with a population over 100,000.

PREPARED BY: Denise Holts, Administrative Assistant
POL: 580-10\G:\ADMIN\City of TO\Council Agenda Items\Staff Reports\06062023 Expenditure Plan for Supplemental Law Enforcement Services Fund FY 22-23.doc
Item No.10E

TO:Andrew P. Powers, City Manager
FROM:Alexandra South, Director of Strategic Communications & Public Affairs
DATE:June 6, 2023
SUBJECT: Greater Conejo Valley Chamber of Commerce Services RECOMMENDATION:

1. Approve agreement with Greater Conejo Valley Chamber of Commerce for business-related services in a not-to-exceed amount of $240,000 for a two-year period beginning July 1, 2023, through June 30, 2025.

2. Authorize expenditure in the amount of $120,000 for FY 2023-24 and $120,000 for FY 2024-25 from A/C #001-0810-612-5723 (Contracted Services – Chamber of Commerce).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

FINANCIAL IMPACT:

No Additional Funding Requested. Funds are included in the Proposed FY 2023-24 and FY 2024-25 General Fund Budget.

BACKGROUND:

For over 30 years, the City has contracted with the Greater Conejo Valley Chamber of Commerce (Chamber) for business-related services within the community to supplement those provided by the City. The Chamber’s services have historically involved promoting the City as a good place to live and do business. The contract includes a requirement that the Chamber provide the City with specified business- related information, which the City may use for its own Economic Development program.

Item No.10F

Greater Conejo Valley Chamber of Commerce Services
June 6, 2023

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4 DISCUSSION/ANALYSIS:

The current two-year agreement between the City and the Chamber will expire on June 30, 2023. In order to continue the relationship with the Chamber as mutually agreed, a new two-year agreement (Attachment #1) between the City and Chamber for the period of July 1, 2023, through June 30, 2025, must be considered by City Council.

As shown in Exhibit “A” of the attached agreement, the renewed agreement enables the Chamber to continue supporting the City’s Economic Development program by providing valuable ongoing services to the local business community.

These services include promoting the City’s business programs through the Chamber’s website and publications, hosting informational and educational events to support local small businesses, and conducting outreach programs to the business community.

The Chamber’s business assistance and advocacy during the last two fiscal years includes:
•Continued efforts helping small businesses impacted by COVID-19, by providing micro-grants through 2022. The Chamber Foundation awarded $11,500 in micro-grants for small businesses in 2021 and funded $16,500 in nonprofit grants in 2022.
•Formed coalition of major employers to express support for over 1,000 new housing units in Thousand Oaks to address workforce housing needs. •Voiced business support for the 20-acre Alexandria biotech campus. •Launched Elevated Conejo Valley, a 7-session workshop series paired with one-on-one consulting services from the Economic Development Collaborative (EDC), designed to support current and potential small business owners.
•Held Conejo Valley Job Fair in 2021 and 2022 in response to local employers needs amid pandemic workforce disruptions.
•Advocacy efforts at State (13 positions, 2022) and Federal (4 positions, 2022) levels on legislations that would impact the business community; annual delegation trips to Sacramento and Washington D.C. •Small Business Stories video series highlighting Thousand Oaks businesses including: The HUB Bike Shop, Oak & Iron, Newberry Candy, and Grabbagreen.

Item No.10F

Greater Conejo Valley Chamber of Commerce Services
June 6, 2023

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4 •Collaborated with City staff in establishing the City’s first Business Recognition Program and assisted staff in reviewing and selecting potential candidates to be recognized by City Council.

The proposed cost of these services is $120,000 for FY 2023-24, and $120,000 for FY 2024-25. This represents no increase in the cost of the contract from the last two fiscal years.

The City’s contractual relationship with the Chamber serves to leverage the Chamber’s expertise to promote the City and support the local business community in a cost-effective way. The relationship also promotes healthy lines of communication between the City and business community stakeholders.

Leveraging the Chamber’s expertise increases the City’s capacity to attract and retain quality jobs in Thousand Oaks (a primary focus of the City’s Economic Development program). This contract renewal aims to continue this relationship and the important work of supporting our local business community.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goal:

H. Participate in public-private and multi-jurisdictional opportunities to ensure residents have access to high levels of parks, recreation, education and leisure programs and services.

PREPARED BY: Haider Alawami, Economic Development Manager Attachments:

Attachment #1 – Chamber Agreement
CMO:140-30\wl\H: COMMON\Council Items\2023 Staff Reports\06 06 2023\06062023 Chamber Contract Staff Report.docx
Item No.10F

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ATTACHMENT#1
Project Name: City-Chamber Contract

AGREEMENT FOR PROFESSIONAL SERVICES

BETWEEN THE CITY OF THOUSAND OAKS
AND

GREATER CONEJO VALLEY CHAMBER OF COMMERCE
THIS AGREEMENT is made and entered into this 1 st day of July 2023, by and between the CITY OF THOUSAND OAKS, a municipal corporation (herein referred to as “City”), and GREATER CONEJO VALLEY CHAMBER OF COMMERCE, (herein referred to as “Chamber”).

City and Chamber agree as follows:

1. RETENTION AS CHAMBER
City hereby retains Chamber, and Chamber hereby accepts such engagement, to perform the services described in Section 2. Chamber warrants it has the qualifications, experience, and facilities to properly and timely perform said services.

2. DESCRIPTION OF SERVICES
The services to be performed by Chamber are as follows:

Professional services in conjunction with providing business-related services within the community to supplement the services provided by the City to support the local business community and are more particularly set forth in the Scope of Services, attached as Exhibit “A,” which is incorporated herein by reference.

3. COMPENSATION AND PAYMENT
(a)Maximum and Rate. Except for authorized extra services (pursuant to Section 3c), the compensation payable to Chamber by City for the services under this Agreement SHALL NOT EXCEED the sum of One Hundred Twenty Thousand Dollars ($120,000) for each year for a not-to-exceed amount totaling Two Hundred Forty Thousand Dollars ($240,000) for the stated two-year period.
(b)Payment. Chamber shall provide City with written verification of the actual compensation earned, in a form satisfactory to City's Project Manager. The annual amount due shall be paid in four equal quarterly payments. The quarterly payments shall be due and payable on the first day of the month of September, December, March, and June. All payments shall be made within 30 days after City’s approval of the invoice. (c)Extra Services. Additional work not reasonably encompassed by the Scope of Services described in Section 2 may be agreed upon only by execution of a written Amendment to this Agreement. No liability or right to compensation for extra services shall exist without such Amendment.

Item No.10F

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4. CITY PROJECT MANAGER
The services to be performed by Chamber shall be accomplished under the general direction of, and coordinated with, City's “Project Manager,” as the staff person is designated by City from time to time, and who presently is Haider Alawami.

5. TERM, PROGRESS AND COMPLETION
The term of this Agreement is from July 1, 2023, through June 30, 2025, unless term of this Agreement is extended, or the Agreement is terminated as provided for herein.

Chamber shall not commence work on the services to be performed until (i) Chamber furnishes proof of insurance as required by paragraph 8 below, and (ii) City gives written authorization to proceed with the work provided by City’s Economic Development Manager.

All annual services shall be completed by June 30, 2024, and June 30, 2025, respectively.

6. PERSONAL SERVICES/NO ASSIGNMENT/SUBCONTRACTS
This Agreement is for professional services, which are personal to City. Danielle Borja is deemed to be especially experienced and shall be directly involved in performing, supervising or assisting in the performance of this work. This key person shall communicate with, and periodically report to City on the progress of the work.

This Agreement is not assignable by Chamber without City's prior written consent.

7. HOLD HARMLESS AND INDEMNITY
(a)Hold Harmless for Chamber’s Damages. Chamber holds City, its elected officials, officers, agents, employees and volunteers, harmless from all of Chamber's claims, demands, lawsuits, judgments, damages, losses, injuries or liability to Chamber, to Chamber's employees, to Chamber’s contractors or subcontractors, or to the owners of Chamber's firm, which damages, losses, injuries or liability occur during the work or services required under this Agreement, or performance of any activity or work required under this Agreement.
(b)Defense and Indemnity of Third- P a r t y Claims/Liability. Chamber shall indemnify, defend with legal counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers from and against all liability including, but not limited to, loss, damage, expense, cost (including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Chamber’s negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in the Agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of City. Should conflict of interest principles preclude a single legal counsel from representing both City and Chamber, or should City otherwise find Chamber’s legal counsel unacceptable, then Chamber shall reimburse City its costs of defense, including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation. The Chamber shall promptly pay City any final judgment
Item No.10F

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rendered against City (and its officers, officials, employees and volunteers) with respect to claims determined by a trier of fact to have been the result of Chamber’s negligent, reckless or wrongful performance. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

Chamber’s obligations under this section apply regardless of whether such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee. However, without affecting the rights of City under any provision of this Agreement, Chamber shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of the Chamber will be for that entire portion or percentage of liability not attributable to the active negligence of City. (c)Nonwaiver. City does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by the City, or the deposit with the City, of any insurance certificates or policies described in Section 9.

8. MINIMUM SCOPE AND LIMIT OF INSURANCE
Without limiting Chamber’s indemnification of City, and prior to commencement of the Work, Chamber shall obtain, provide, and maintain at its own expense during the term of this Agreement, and any extension thereof, policies of insurance of the type and amounts described below and in a form that is satisfactory to the City.

Coverage shall be at least as broad as:
(a). Commercial General Liability (CGL): Chamber shall, at Chamber's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry General Liability insurance coverage at least as broad as Insurance Services form CG 00 01 in an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate for bodily injury, personal and advertising injury and property damage, including without limitation, blanket contractual liability.
(b). Automobile Liability: Chamber shall, at Chamber's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry Automobile Liability insurance coverage at least as broad as Insurance Services form CA 00 01 or the exact equivalent covering bodily injury and property damage for all activities of Chamber arising out of or in connection with the work to be performed under this Agreement, including coverage of any owned, hired, non-owned, or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(c). Worker’s Compensation: Chamber shall, at Chamber's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry workers’ compensation statutory benefits as required by law with employer’s liability limits no less Item No.10F

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than $1,000,000 per accident for bodily injury or disease. Chamber shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees and volunteers for all work performed by Chamber, its employees, agents and subcontractors.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The City, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Chamber including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Chamber’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used. The provision shall also apply to any excess liability policies.

City’s R igh ts o f Enfo rcem en t
In the event any policy of insurance required under this Agreement does not comply with these specifications or is cancelled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by City will be promptly reimbursed by Chamber, or City will withhold amounts sufficient to pay premium from Chamber’s payments. In the alternative, City may cancel this Agreement.

City’s R igh t to Re vise Sp e cif icat io n s
The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Chamber ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Chamber, the City and Chamber may renegotiate Chamber’s compensation.

Primary and Non-Contributory Coverage
For any claims related to this Agreement, Chamber's insurance coverage shall be primary insurance as respects City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by City, its officers, officials, employees or volunteers shall be excess of Chamber's insurance and shall not contribute with it and shall be at least as broad as CG 20 01 04 13.

Notice of Cancellation
Each insurance policy required above shall provide that coverage and shall not be canceled, except with notice to the City.

Item No.10F

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Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City.

City may require the Chamber to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with a current A.M. Best’s rating of no less than A: VII, (unless otherwise acceptable to the City).

Waiver of Subrogation
All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its officers, officials, employees or volunteers or shall specifically allow Chamber or others providing insurance evidence in compliance with these specifications - to waive their right of recovery prior to a loss. Chamber hereby waives his own right of recovery against City and shall require similar written express waivers and insurance clauses from each of its subcontractors. Copies of these waivers shall be submitted to City prior to commencement of work.

Claims Made Policies
If any of the required policies provided coverage on a claims-made basis:
(a). The Retroactive Date must be shown and must be before the date of the Agreement or the beginning of contract work.
(b). Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the work required under this Agreement. (c). If coverage is canceled or non-renewed, and not replaced with another claims- made policy form with a Retroactive Date prior to the Agreement effective date, Chamber must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Agreement work.

Verification of Coverage
Chamber shall provide City with copies of certificates (on City certificate form or an Accord form as modified per City direction) for all policies, with the appropriate named additional insured coverage and an endorsement that they are not subject to cancellation without 30 days prior written notice to City. All certificates and endorsements are to be received and approved by City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive Chamber's obligation to provide them.

City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Subcontractors
Item No.10F

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Chamber shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Chamber shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.

9. RELATION OF THE PARTIES
(a) Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Contractor shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, agents, or volunteers shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.

10. CORRECTIONS
In addition to the above indemnification obligations, Chamber shall correct, at its expense, all errors in the work that may be disclosed during City's review of Chamber's report or plans. Should Chamber fail to make such correction in a reasonably timely manner, such correction shall be made by City, and the cost thereof shall be charged to Chamber or withheld from any funds due to Chamber hereunder.

11. TERMINATION BY CITY
The term of this Agreement shall be for a two (2) year period commencing July 1, 2023, and terminating June 30, 2025. City may, upon 90 calendar days written notice, terminate without cause any portion or all the services agreed to be performed under this Agreement. If termination is for cause, no advance notice need be given. In the event of termination, Chamber shall have the right and obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for actual work performed and charges outstanding at the time of termination shall be payable by City to Chamber within 30 days following submission of a final statement by Chamber unless termination is for cause. In such event, Chamber shall be compensated only to the extent required by law.

12. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by Chamber of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Item No.10F

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Chamber for anything done, furnished, or relating to Chamber's work or services.

Acceptance of payment shall be any negotiation of City's check or the failure to make a written extra compensation claim within 10 calendar days of the receipt of that check.

However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Chamber, its employees, subcontractors, agents and Chambers for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Chamber, its employees, subcontractors, agents and Chambers.

13. AUDIT OF RECORDS
At any time during normal business hours and as often as it may deem necessary, Chamber shall make available to a representative of City for examination of all its records with respect to all matters covered by this Agreement and will permit City to audit, examine and/or reproduce such records. Chamber will retain such financial records, time sheets, work progress reports, invoices, bills and project records for at least two years after termination or final payment under this Agreement.

14. WAIVER; REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of this Agreement by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effective or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period, other than any default or breach and/or period specified. All the remedies permitted or available to a party under this Agreement, or at law or in equity, shall be cumulative and alternative, and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.

15. CONFLICT OF INTEREST
Chamber is unaware of any City employee or official that has a financial interest in Chamber's business. During the term of this Agreement and/or as a result of being awarded this Agreement, Chamber shall not offer, encourage or accept any financial interest in Chamber's business by any City employee or official.

16. CONSTRUCTION OF LANGUAGE OF AGREEMENT
The provisions of this Agreement shall be construed according to its common meaning of purpose of providing a public benefit and not strictly for or against any party. It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of the parties. Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral Item No.10F

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genders or vice versa.

17. MITIGATION OF DAMAGES
In all situations arising out of this Agreement, the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.

18. GOVERNING LAW
This Agreement, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California. Should litigation occur, venue shall be in Superior Court of Ventura County.

19. TAXPAYER IDENTIFICATION NUMBER

Service Provider shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as most recently issued by the Internal Revenue Service.

20. NON-APPROPRIATION OF FUNDS
Payments due and payable to Chamber for current services are within the current budget and within an available, unexhausted, and unencumbered appropriation of City funds. In the event City has not appropriated sufficient funds for payment of Chamber services beyond the current fiscal year, this Agreement shall cover only those costs incurred up to the conclusion of the current fiscal year.

21. MODIFICATION/AMENDMENT OF AGREEMENT
Any amendment, modification, or variation of the terms or tasks of this Agreement shall be in writing and shall be effective only upon the mutual written approval by the City Manager, or his designee, and Chamber.

22. USE O F THE TE RM “CIT Y”
Reference to “City” in this Agreement includes City Manager or any authorized representative acting on behalf of City.

23. PERMITS AND LICENSES
Chamber, at its sole expense, shall obtain and maintain during the term of this Agreement, all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.

24. CAPTIONS
The captions or headings in this Agreement are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the Agreement.

Item No.10F

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25. AUTHORIZATION
Each party has expressly authorized the execution of this Agreement on its behalf and bind said party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint ventures, insurance carriers, and any others who may claim through it to this Agreement.

26. ENTIRE AGREEMENT BETWEEN PARTIES
Except for Chamber's proposals and submitted representations for obtaining this Agreement, this Agreement supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of services and contains all the covenants and agreements between the parties with respect to said services.

27. PARTIAL INVALIDITY
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.

28. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:

TO CITY: Attention: Haider Alawami
Economic Development Manager
City of Thousand Oaks
2100 Thousand Oaks Boulevard
Thousand Oaks, California 91362
TO CHAMBER: Attention: Danielle Borja
President/CEO
Greater Conejo Valley Chamber of Commerce
600 Hampshire Road
Westlake Village, California 91361

29. SIGNATURES
(a) Counterparts. This Agreement may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument.
(b) Scanned Signatures. In the event that any signature is delivered by facsimile transmission or submitted electronically as a scanned image (i.e. files with .pdf, .tiff or .jpeg extensions), such signature shall create a valid and binding Item No.10F

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obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or scanned signature page were an original thereof.
(c) Digital/Electronic Signatures. This Agreement may be executed through the use of digital or electronic signatures provided they meet the requirements of the Electronic Signatures in Global and National Commerce (ESIGN) Act and the California Uniform Electronic Transactions Act (UETA) and are produced using a City-approved method. The presence of an electronic signature on this document shall be construed as the parties’ consent to do business electronically.

In concurrence and witness whereof, this Agreement has been executed by the parties effective on the date and year first above written.

GREATER CONEJO CHAMBER OF

COMMERCE
Ed Sahakian, Chair
Matt Midura, Secretary

CITY OF THOUSAND OAKS
Kevin McNamee, Mayor
ATTEST:

Laura B. Maguire, City Clerk
APPROVED AS TO ADMINISTRATION:

Andrew P. Powers, City Manager
APPROVED AS TO FORM:

Office of the City Attorney
Tracy Friedl, Assistant City Attorney
CMO:140-30\H: COMMON\Council Items/06 06 2023/07 01 2023 Chamber Agreement.docx Item No.10F

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EXHIBIT A

SCOPE OF SERVICES
The following outlines the services proposed by the Greater Conejo Valley Chamber of Commerce for the 2023-24 and 2024-25 fiscal years as part of a two-year agreement that would commence on July 1, 2023, and would expire on June 30, 2025.

CONSIDERATION
The mission of the Conejo Valley Chamber of Commerce continues to be focused on enhancing the profitability of businesses in the most thoughtful and strategic ways; with an emphasis on the economic recovery efforts surrounding the effects of COVID 19 and identifying economic opportunities for the local businesses.

The Conejo Valley Chamber of Commerce was reaccredited at the 5-Star level by the U.S. Chamber of Commerce in Fall of 2021; 1of 6 chambers in California and 122 nationwide. The Chamber ranked #2 on THE LIST of Chambers of Commerce in the San Fernando Business Times.

It is important to note that the Chamber also provides significant services to non-members as well. The Chamber takes a universal approach providing a deep menu of services and benefits for those that join, but also for those who do not and prefer a la carte approach.

Advocacy efforts for the business community at the Federal, State and regional level leveraging longtime partnerships with CalChambers and the U.S. Chamber of Commerce also benefited members and non-members alike.

The Conejo Valley Chamber of Commerce is respectfully requesting a contract in the amount of $120,000 per year (no increase) for each of the 2 years of the contract renewal.

This amount is based on several factors in the services overview below.

Economic Development Services
•Support retention/expansion of existing businesses by serving as a local business liaison, connecting businesses to community resources and relationships that will foster their economic success. Activities to include but not limited to:
oConduct one-on-one, or small group meetings, to continuously identify the needs of the business community and specific industries.
oProvide welcome packet to new business license owners containing listing of community contacts and resources.
oCultivate and maintain regional partnership with business serving nonprofits for educational opportunities.
oAct as a liaison between businesses and City to resolve business issues.

Item No.10F

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•Advocate for a vibrant, resilient, and economically attractive, local business environment.

Programs and Events
•Host quarterly mixers and breakfasts to facilitate productive networking opportunities. •Category-exclusive Networking Groups available for Member businesses. •Host a Candidate Forum for City Council on a bi-yearly basis. •Provide Chamber Members with an avenue to announce their presence in the community-at-large through Groundbreaking events and Ribbon Cutting ceremonies. •Maintain a robust calendar of signature events providing recognition and promotional opportunities, including:
oEXPO to promote economic development in the City and the region. oRegional Economic Forecast highlighting local/state economic trends. oRecognition Gala honoring eight award categories.
o40 Under Forty Awards honoring young professionals in the community. oTaste of the Conejo showcasing food, beer, wine and spirits across the region. oProduce the annual “State of the City” Thousand Oaks for members of the community, employees of the City and business owners.
•Host a variety of groups and committees for business community engagement, such as:
oLegislative Roundtable to provide a setting for dialogue on public policy issues. oEducation Committee coordinates networking between businesses and education.
oEmerging Leaders provides a platform for young professionals to connect and volunteer.
oConejo Senior Resource Network supports the needs of the senior community.

Marketing
•Maintain Chamber website (visited by 60K+ unique users annually) to provide business community resources and highlight the partnership between the Chamber and the City.

Item No.10F

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•Utilize active social media channels to promote the local business community:

Facebook (3.4K+), Instagram (2.3K+), Twitter (2K+), and LinkedIn (800+). •Issue Weekly View and Capital Connection (monthly) e-newsletters – 3K+ subscribers. •Pitch to local press outlets showcasing businesses/programs in Thousand Oaks and the region.

Outreach/Community Support
•Continue to actively recruit and sustain membership of businesses in Thousand Oaks. •Provide monthly reports to the City Council on Chamber activities and overall business climate.
•Serve on the Board of the Tri-County Chamber Alliance to provide a voice for the business community within the central coast region.
•Support regional tourism activities and strategic planning (duties under separate contract.

Chamber Foundation
•Continue to organize Leadership Conejo; a nine-month leadership program designed to enhance the leadership skills of local and regional leaders. •Administer grant program supporting local non-profits.

The Chamber will provide the City with an Annual Report within ninety (90) days of the close of each fiscal year on the “State of the Chamber” that will summarize the Chamber’s activities and achievements.

The Chamber considers this proposal a living document and is open to suggestions regarding new opportunities to collaborate with the City of Thousand Oaks to continue supporting and growing the local business community. The Chamber will be available for any project, task, support or outreach that the City asks to participate.

CMO:140-30\wl\H:COMMON\Council Items\06 06 2023 Chamber Agreement Att 1.docx Item No.10F

THOUSAND OAKS CITY COUNCIL
Supplemental
Information
Packet
Agenda Related Items - Meeting of June 6, 2023
Supplemental Packet Date: June 6, 2023
5:00 p.m.

Supplemental Information:

Any agenda related public documents received and distributed to a majority of the City Council after the Agenda Packet is printed are included in Supplemental Packets. Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting. The Supplemental Packet is available for public inspection on the City’s website at toaks.org/agendas or by contacting the City Clerk Dept at (805) 449-2151 during normal busi- ness hours [main location pursuant to the Brown Act, G.C. 54957.5(2)].

Americans with Disabilities Act (ADA):

In compliance with the ADA, if you need special assistance to participate in this meeting or other services in conjunction with this meeting, please contact the City Clerk Department at (805) 449-2151. Assisted listening devices are available at this meeting. Ask City Clerk staff if you desire to use this device. Upon request, the agenda and documents in this agenda packet, can be made available in appropriate alternative formats to persons with a disability. Notification at least 48 hours prior to the meeting or time when services are needed will assist City staff in assuring reasonable arrangements can be made to provide accessibility to the meeting or service.

Item No.10F

TO COUNCIL: 6/6/2023
MEETING DATE: 6/6/2023
Name
Betsy Connolly
City Item # In favor/ Opposed
Opposed
Comment
Lynn Ranch (Unincorpora 10 Item 10 F. Approve agreement with Greater Conejo Valley Chamber of Commerce for business-related services in a not-to- exceed amount of $240,000
In 2022, the Greater Conejo Valley Chamber of Commerce chose to endorse political candidates, including candidates for Thousand Oaks City Council. The proposed agreement includes, in its scope of services list, "Host a Candidate Forum for City Council on a bi- yearly basis" and "Legislative Roundtable to provide a setting for dialogue on public policy issues."
Given the Chamber's decision to endorse candidates in the last election, it no longer seems reasonable for the organization to host a City Council Candidate forum. This activity should be removed from the list of services. If the Chamber continues to host legislative roundtables under the direction of and funding by the City of Thousand Oaks, those roundtables should include pro and con representatives. If the chamber is unwilling to provide balanced presenters, this item should also be removed from the proposed agreement.
1 Item No.10F

TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:June 6, 2023
SUBJECT: Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) RECOMMENDATION:

1. Authorize staff to advertise the Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) for construction bids.

2. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.

FINANCIAL IMPACT:

No Additional Funding Requested. Minimal staff time and costs required to advertise for bids. $1,592,000 is included in the Adopted FY 2022-23 Wastewater Fund Capital Budget. Estimated total project cost is $1,810,000. Additional funding for construction costs will be requested at the time of construction contract award depending on bids received.

BACKGROUND:

The City’s Hill Canyon Treatment Plant (HCTP) treats wastewater from the community of Thousand Oaks (Attachment #1). Constructed in the 1960s with major improvements over the following decades, HCTP provides tertiary level treatment. The bioreactor basins as well as other significant treatment processes are supplied power from two motor control centers (MCC 14-1 and MCC 14-2) that are in the building adjacent to the south plant headworks and primary clarifiers.

MCC 14-1 is original equipment that was installed in the building in 1987. Upgrades have been performed over time, but the equipment has met its useful design life.

MCC 14-2 is newer and was installed in 2003.

The improvements associated with this project include installation of a replacement MCC (14-1) in a new location within the building, transfer of the existing motor control center conductors (wiring) to the new location, installation of new conduits Item No.10G

Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) June 6, 2023

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5 from the existing switchboard SWBD-4 to MCC 14-1 and 14-2, modification of the existing mezzanine structure to enclose the area where the new electrical equipment is located, and modification of the existing HVAC equipment to provide a conditioned space for the electrical equipment.

DISCUSSION/ANALYSIS:

The replacement of ageing equipment is critical to the maintenance and operation of the HCTP. MCC 14-1 is approaching 25 years old and components are difficult to find or no longer manufactured. Replacement of the equipment is the only option. In summary, the work associated with the MCC Bioreactor Project includes the following items:

1. Electrical Improvements and MCC Replacement

2. Reconnection of Controls and Continuity of Service

3. Mezzanine Structure Improvements

4. HVAC Modifications

5. Relocation of Stairs

6. Utility Trench

7. Miscellaneous Concrete Improvements
The tentative schedule for completion of the project is as follows:

Bidding Summer 2023
Award of construction contract September 2023
Start construction November 2023 Construction completion November 2024

The estimated project costs are as follows:

Design and Engineering (previous) $ 110,000
Construction Phase Estimate (future) $1,700,000
Total Estimated Cost $1,810,000

The overall project cost (including contingencies, design services during construction/testing, and project management) is estimated at $1,810,000.

Additional appropriation at the time of construction award will be requested if necessary, depending on the actual bids received.

Phoenix Civil Engineering completed the project plans and specifications and City staff reviewed. The plans and specifications are available for review upon request to the Public Works Department at [email protected] or (805) 449-2400.

Item No.10G

Hill Canyon Treatment Plant MCC Bioreactor Project (CI 5440) June 6, 2023

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5 Staff recommends that this project be advertised for bids. Once bids are received, staff will make a recommendation at a future City Council meeting for award of the construction contract.

This project is categorically exempt from CEQA per Section 15302 (replacement/reconstruction of an existing facility).

Community Outreach: This project will be limited to work at the HCTP and is not expected to impact any neighboring residences. The work will be at the north end of the plant and will have limited impact to plant operation. Construction related impacts to hiking trail users will be minimal.

This project meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments”.

CIP PROJECT PRIORITY (as outlined in FY 2021-22 and FY 2022-23 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goal:

F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.

PREPARED BY: Nader Heydari, Deputy Public Works Director Attachments:

Attachment #1 – Vicinity and Location Maps
DPW: 850-20\etm\nh\Council\2023\060623\CI 5440 HCTP MCC Bioreactor Project Auth staff report.docx Item No.10G

ATTACHMENT #1
Secondary Clarifiers
Digesters
Primary
Clarifiers
Cogeneration Engines
Primary
Clarifiers
Thickening Building
Arroyo Conejo
Wetlands
Solar Panels
Biosolids Drying
(to be abandoned)
Bioreactors
Chlorine Contact Channel
Flow Equalization Basins
Operations Building
Bioreactor Basins
Filters
Dewatering / Generator Building
0 300 600150
Feet
±HILL CANYON

WASTEWATER TREATMENT PLANT

PROJECT LOCATION

HILL CANYON TREATMENT PLANT
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DPW: 850-20\etm\nh\Council\2023\060623\CI 5440 HCTP MCC Bioreactor Project Auth to Bid.pdf Item No.10G

TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:June 6, 2023
SUBJECT: Fire System Upgrades (CI 5483, CI 5574, CI 5582, CI 5584) RECOMMENDATION:

1. Approve project design plans, specifications, and working details for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584).

2. Award construction contract to Cal Building Systems, Inc., of Yorba Linda, CA in the amount of $1,163,980 plus a construction contingency of $175,000 for fire system upgrades at various facilities (CI 5483, CI 5574, CI 5582, CI 5584), and authorize expenditure in the amount of $1,142,549 for costs to complete project.

3. Approve budget appropriation in the amount of: $356,866 from A/C #110-0000- 311-1000 (Library Fund Balance) to A/C #110-7310-673-8200 (CI 5483, Building Improvements); and $50,818 from A/C #110-0000-311-1000 (Library Fund Balance) to A/C #110-7410-673-8200 (CI 5574 Building Improvements).

4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project contingency amount.

5. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

FINANCIAL IMPACT:
$407,684 Increase to FY 2022-23 Library Fund Budget. Total project cost is estimated at $1,386,480, with $292,399 from FY 22/23 and $1,094,081 from FY 23/24.

Item No.10H

Fire System Upgrades
June 6, 2023

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0 BACKGROUND:

The fire alarm systems at the following City-owned buildings were installed over 15 years ago and now require complete replacement or major upgrades:

Location Installation Date
Newbury Park Library (NP Library) 1991
Grant Brimhall Library (GB Library) 1996 & 2006
Municipal Service Center (MSC) 1994
Hill Canyon Treatment Plant (HCTP) 2003
Various parts of the systems, including the fire alarm main control panels, software, alarm devices, and related components, have reached the end of their practical useful life. Maintenance is an increasing challenge due to the obsolete systems and difficulty acquiring proper replacement parts.

Fire codes have changed over the years requiring alterations to various system components. For example, the National Fire Protection Agency (NFPA) include items such as replacements of visible strobes and audible alarms. Staff included projects in the current and proposed Capital Improvement Program (CIP) Budget for these upgrades to ensure the proper due diligence of the City in maintaining these City-owned buildings. In November 2020, a Request for Proposals (RFP) was issued for fire system design services. Jensen Hughes was selected and awarded a contract in June 2021 to complete the design and bid documents required for the work. Bid documents were completed in early 2023 after City Council authorized the solicitation of bids October 11, 2022.

DISCUSSION/ANALYSIS:

The Notice Inviting Bids was posted on March 24, 2023, and publicly opened by the City Clerk Department on April 26, 2023. Two (2) bids were received and Cal Building Systems (Cal Building) of Yorba Linda, CA submitted the lowest responsive bid for $1,163,980. Reliable Monitoring Services (RMS) of Signal Hill, CA submitted a bid of $1,347,131.

Cal Building’s references, Department of Industrial Relations registration, and state contractor’s license were verified, and their bid was deemed responsive and responsible. A Notice of Intended Award was issued on May 2, 2023. On May 8, 2023, a Bid Protest was received from HuntOrtmann Attorneys at Law of Hunt Ortmann Palffy Nieves Darling & MAH, Inc., on behalf of RMS. The protest was based on the fact that Cal Building had not submitted some forms at the time of bid opening and therefore the bid was nonresponsive. Staff reviewed the assertions and City Manager rejected the bid protest on the grounds that the bid irregularities were not material and did not give Cal Building a material advantage Item No.10H

Fire System Upgrades
June 6, 2023

6 7
0 over RMS. The time to appeal the rejection of the protest has passed, and staff recommends City Council award the construction contract to Cal Building (Attachment #1).

Estimated Project Costs:

CI 5582 (Hill Canyon) Estimated Costs
Construction Costs (Cal Building) $354,920
Construction Contingency 15% $53,641
Consultant Costs (Construction Administration) $11,000
City Furnished Materials & Supplies $2,000
Estimated Costs-to-Complete $421,561
Available CIP Budget FY 22/23 (CI 5582) $110,500
Available CIP Budget FY 23/24 $500,000
CI 5584 (MSC) Estimated Costs/Budget
Construction Costs (Cal Building) $188,640
Construction Contingency 15% $28,296
Consultant Costs (Construction Administration) $10,500
City Furnished Materials & Supplies $2,000
Estimated Costs-to-Complete $229,436
Available CIP Budget FY 22/23 (CI 5584) $69,100
Available CIP Budget FY 23/24 $300,000
CI 5483 (GB Library) Estimated Costs/Budget
Construction Costs (Cal Building) $459,100
Construction Contingency 15% $68,865
Consultant Costs (Construction Administration) $11,000
City Furnished Materials & Supplies $2,000
Item No.10H

Fire System Upgrades
June 6, 2023

6 7
0 Estimated Costs-to-Complete $540,965
Available CIP Budget FY 22/23 (CI 5583) $69,099
Available CIP Budget FY 23/24 $115,000
Budget Requested $356,866
CI 5574 (NP Library) Estimated Costs/Budget
Construction Costs (Cal Building) $161,320
Construction Contingency 15% $24,198
Consultant Costs (Construction Administration) $7,000
City Furnished Materials & Supplies $2,000
Estimated Costs-to-Complete $194,518
Available CIP Budget FY 22/23 (CI 5574) $43,700
Available CIP Budget FY 23/24 $100,000
Budget Requested $50,818
An approximate 15 percent contingency is included to cover any unforeseen issues arising during construction, which are often associated with an upgrade project in existing facilities. The contingency is above the standard 10 percent because most of the infrastructure is over 30 years old, with some areas exceeding 50 years.

Aging infrastructure and buildings will often present a greater number of hidden conditions that need to be addressed during construction and cause unanticipated change orders. The additional contingency provides sufficient funding for those potential issues.

Tentative Schedule:

Bid Award June 2023 Start Construction July 2023 Project Completion Spring 2024 This project is exempt from any environmental impact review under CEQA. The work falls into Categorical Exemption: Article 19, Class 1 Existing Buildings and involves no expansion of use to the existing buildings impacted.

Item No.10H

Fire System Upgrades
June 6, 2023

6 7
0 The project plans and specifications are complete and available for review upon request to Elizabeth Perez, Facilities Manager, by email at [email protected].

CIP PROJECT PRIORITY (as outlined in FY 2021-22 and 2022-23 CIP Program Budget)

Priority One – Addresses Health & Safety, legal and regulatory requirements, or a top City Council Priority.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goals:

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.

PREPARED BY: Elizabeth Perez, Facilities Manager
Attachments:

Attachment #1 – Cal Building Agreement
Documents Under Separate Cover:
#1 – Project plans, specifications, and Addenda No. 1 for the Fire System Upgrades at Various Facilities
FIN:201-10\edp\cp\H:\COMMON\Council\2023\Facilities\060623 Fire Alarm Sys Upgrades Bid Award Staff Report.docx Item No.10H

ATTACHMENT #1

CONTRACT FOR CONSTRUCTION
THIS CONTRACT is made this 6 th day of June 2023, in the County of Ventura, State of California, by and between the City of Thousand Oaks, hereinafter called City, and Cal Building Systems, Inc., hereinafter called Contractor. The City and the Contractor for the considerations stated herein agree as follows:

ARTICLE 1. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5 below for the following Work:

Fire System Upgrades at Various Facilities (CI 5483, CI 5574, CI 5582, CI 5584) The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation.

ARTICLE 2. CONTRACT TIME. Time is of the essence in the performance of the Work.

The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within 360 calendar days from the commencement date stated in the Notice to Proceed, hereafter the Contract Time. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work.

ARTICLE 3. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of One Million, One Hundred Sixty-Three Thousand, Nine Hundred Eighty Dollars ($1,163,980), hereinafter, the Contract Price. Payment shall be made as set forth in the General Conditions.

ARTICLE 4. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85 and Public Contract Code Section 7102, City shall be compensated for damages incurred due to delays for which the Contractor is responsible. The parties agree that determining City’s exact delay damages is and will continue to be impracticable and extremely difficult. As such, for each calendar day in excess of the time agreed upon for completion of the work, the Contractor shall pay to the City $300 per day as Liquidated Damages and not as a penalty or forfeiture. Such amount shall constitute the only payment allowed for damages resulting from Contractor caused delays. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents.

Consistent with Public Contract Code Section 7102, Contractor will be compensated for damages incurred due to delays for which the City is responsible. The parties agree that determining Contractor’s exact delay damages is and will continue to be impracticable and extremely difficult. As such, for each calendar day in excess of the Contract Time, the City shall pay to the Contractor $300 per day as Reverse Liquidated Damages and Item No.10H

FIN:201-10\edp\cp\C:\inetpub\wwwroot\multitenant\temp\Attachment 1 Fire Alarm Sys Agreement.pdf

not as a penalty or forfeiture. Such amount shall constitute the only payment allowed for any City caused delays and shall necessarily include all overhead, all profits, all administrative costs, all bond costs, all labor, materials, equipment and rental costs and any other costs, expenses and fees incurred or sustained as a result of such delays.

Notice of requests for delay damages and additional days shall be provided to the City within seven (7) days from the discovery of the circumstances giving rise to any delay or three (3) days from the discovery of any latent or subsurface conditions giving rise to a delay.

ARTICLE 5. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include only the following documents, each of which is incorporated into this Agreement by reference:

1. Change Orders and Work Change Directives

2. Addenda

3. Special Provisions (or Special Conditions)

4. Technical Specifications

5. Plans (Contract Drawings)

6. Contract for Construction

7. General Conditions

8. Instructions to Bidders

9. Notice Inviting Bids

10. Bid Security or Bid Bond

11. Performance and Payment Bonds

12. Greenbook Standard Specifications (Most Recent Edition; Sections 1-9 Excluded)

13. Standard Plans

14. Reference Documents

15. Contractor’s Bid Forms
The Contractor shall complete the Work in strict accordance with all of the Contract Documents. In case of conflicts between the Contract Documents, the order of precedence shall be as set forth in the General Conditions.

All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties, whether written or oral. The Contract can be modified only by a written Change Order executed in accordance with the Contract Documents.

ARTICLE 6. PROVISIONS REQUIRED BY LAW. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work.

Item No.10H

FIN:201-10\edp\cp\C:\inetpub\wwwroot\multitenant\temp\Attachment 1 Fire Alarm Sys Agreement.pdf

ARTICLE 7. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions.

ARTICLE 8. PREVAILING WAGES. Contractor shall be required to pay not less than the prevailing rate of wages in accordance with the Labor Code, which rates have been determined by the Director of the California Department of Industrial relations and shall be made available at City Hall or may be obtained online at http//www.dir.ca.gov/dlsr. The wage rates must be posted at the job site.

ARTICLE 9. SIGNATURES.
(a)Counterparts. This Agreement may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument.
(b)Scanned Signatures. In the event that any signature is delivered by facsimile transmission or submitted electronically as a scanned image (i.e., files with .pdf, .tiff or .jpeg extensions), such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or scanned signature page were an original thereof.

Item No.10H

FIN:201-10\edp\cp\C:\inetpub\wwwroot\multitenant\temp\Attachment 1 Fire Alarm Sys Agreement.pdf

(c)Digital/Electronic Signatures. This Agreement may be executed through the use of digital or electronic signatures provided they meet the requirements of the Electronic Signatures in Global and National Commerce (ESIGN) Act and the California Uniform Electronic Transactions Act (UETA) and are produced using a City-approved method. The presence of an electronic signature on this document shall be construed as the parties’ consent to do business electronically.

IN WITNESS WHEREOF, this Contract has been duly executed by the above- named parties, on the day and year above written.

CITY OF THOUSAND OAKS
______________________________
Kevin McNamee, Mayor
ATTEST:
______________________________
Laura B. Maguire, City Clerk
APPROVED AS TO FORM:

Office of the City Attorney
______________________________
Tracy Friedl, Assistant City Attorney
APPROVED AS TO ADMINISTRATION:
______________________________
Andrew P. Powers, City Manager
APPROVED BY DEPARTMENT HEAD:
______________________________
Jaime Boscarino, Finance Director
CAL BUILDING SYSTEMS, INC.

______________________________
John Hassler, President

______________________________
John Calvin, CFO

______________________________
License Number
______________________________
DIR Registration Number
521087
1000003901
Item No.10H

TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:June 6, 2023
SUBJECT: 2023 Sidewalk and Concrete Replacement Program (MI 2557) RECOMMENDATION:

1. Approve project design, plans, and specifications, including Addendum No. 1 for construction of the 2023 Sidewalk and Concrete Replacement Program (MI 2557).

2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $352,852 plus a contingency of $35,300.

3. Approve budget appropriation in the amount of $44,600 from A/C #133-0000- 311-1000 (Gas Tax, Fund Balance) to A/C #133-5310-631-5500 (MI 2557).

4. Authorize expenditure in the amount of $393,152 ($352,852 construction contract; $35,300 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133-5310-631-5500 (MI 2557 Concrete Replacement and Sidewalk Repair Program).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.

6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.

FINANCIAL IMPACT:
$44,577 increase to FY 2022-23 Gas Tax Fund Budget. $44,577 increase in budget (2023 Sidewalk and Concrete Replacement Program, MI 2557). $400,000 is included in the Adopted FY 2022-23 Streets Capital Budget. Total project cost is estimated at $444,577. Minimal staff time and costs to design and advertise for bids.

Item No.10I

2023 Sidewalk and Concrete Replacement Program (MI 2557) June 6, 2023

6 7
2 BACKGROUND:

The Public Works Department maintains 600 miles of sidewalks, curbs, and gutters along 380 miles of public streets citywide. Sidewalks, curbs, and gutters can be damaged by mature tree roots or poor subgrade conditions. Repair or replacement of concrete sidewalks, curbs, and gutters provides for safer pedestrian travel and improves street drainage. To minimize ongoing future damage to sidewalks from trees, root barriers are installed at the base of each tree when concrete repairs are completed.

To improve the efficiency of repairing concrete sidewalks, staff has divided the City into four quadrants. Sidewalk inspections are performed in one quadrant at a time (Attachment #1). Staff utilizes a three-point grading system that rates the severity of defects and records the needs for sidewalk, and curb and gutter repair and/or replacement. Priority is given to the areas with higher pedestrian traffic, schools, public facilities, and connecting walkways.

Vertical displacement between 0.25” and 1.50” are typically repaired by City staff via temporary patching or ramping until surface grinding can be completed. Displacements greater than 1.50”, as well as those over 1.00” that cannot be repaired via surface grinding, are scheduled for complete sidewalk panel replacement. Some of these replacements are done by City staff, however larger areas are included in the City’s biennial Concrete Replacement and Sidewalk Repair program bid.

In FY 2021-22, high-priority concrete and sidewalk replacement work was completed in Quadrants 1 and 3 under MI 2550. For 2023, the Sidewalk and Concrete Replacement Program (MI 2557) will cover current list of concrete and sidewalk replacement work needed to be completed in Quadrants 2 and 4, near Erbes Road and La Granada Drive (Attachment #2). Quadrants are occasionally combined in the annual capital improvement construction contract where possible to achieve economy of scale and other factors such as proximity.

This year’s project is expected to repair approximately 5,300 square feet of concrete sidewalk, 625 square feet of driveway approaches, and 600 linear feet of curb and gutter. The work also includes reconstructing 4,750 square feet of cross gutter and spandrel at the intersections of Erbes Road and Hood Drive, La Granada Drive and Hood Drive, La Granada Drive and Drake Drive, and Hood Drive and Kent Court. The above reconstruction will accommodate residents’ access to the school and the park in the neighborhood.

Item No.10I

2023 Sidewalk and Concrete Replacement Program (MI 2557) June 6, 2023

6 7
2 DISCUSSION/ANALYSIS:

On March 14, 2023, City Council authorized staff to advertise 2023 Sidewalk and Concrete Replacement Program (MI 2557) for construction bids. The Notice Inviting Bids was published in the local paper on March 24, 2023, and was posted on the City’s OpenGov procurement site. Five bids were received and publicly opened on April 26, 2023, as follows:

Bidder Bid

1. FS Contractors, Inc., Sylmar, CA $352,852.00

2. All Land Construction, Inc., Camarillo, CA $440,160.00

3. Toro Enterprises, Inc., Oxnard, CA $461,798.00

4. ADA General Eng., Inc., Oxnard, CA $528,766.00

5. Guy Construction, Inc., Agoura Hills, CA $660,386.00 The lowest bid from FS Contractors, Inc., in the amount of $352,852, is within one percent of the engineer’s estimate of $349,679. The bid package was reviewed and found to be in order and the bid protest period has elapsed with no formal protests received. FS Contractors, Inc. has satisfactorily completed similar projects for the City in the recent past. Staff recommends award of the construction contract to FS Contractors, Inc. The project design, specifications, and Addendum No. 1 are available for review by request to the Public Works Department at [email protected] or (805) 449-2400.

Estimated Project Costs
Survey Monument Preservation (awarded) $ 51,425
Construction Contract (this action) $ 352,852 Construction Contingency (this action) $ 35,300 City Furnished Material and Supplies (this action) $ 5,000 $ 444,577
Project Schedule
Start of Construction July 2023
Project Completion / Closeout Fall 2023
This project is categorically exempt from CEQA per section 15301 (repair/maintenance of an existing facility).

Community Outreach: Staff has established a public outreach plan for this project, with particular focus on residents located adjacent to the project, as well as the public. Various communications tools and strategies, including direct mailers to residents, press releases, website updates, and social media posts will continue to be utilized to inform the public.

Item No.10I

2023 Sidewalk and Concrete Replacement Program (MI 2557) June 6, 2023

6 7
2 This project meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments.”
CIP PROJECT PRIORITY (as outlined in FY 2021-22 and FY 2022-23 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goals:

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.

PREPARED BY: Chandani Gunasekara, Engineering Associate Attachments:

Attachment #1 – Sidewalk Maintenance Quadrants
Attachment #2 – Locations of Proposed Improvements in Quadrants 2 & 4 DPW:850-20\ev\Council\2023\060623\MI2557\2023 Sidewalk and Concrete Replacement Program staff report.docx Item No.10I

UV23
£¤101
4 2
1 3
Sidewalk Maintenance Quadrants
0 1 2 3 4
Miles
Document Path: U:\_PW-DEV\2020-2021MapsOnRequest\SidewalkQuadrants\SidewalkQuadrants.mxd DPW:850-20\ev\Council\2023\060623\MI2557\2023 Sidewalk and Concrete Replacement Program Att 1.pdf Item No.10I

ATTACHMENT# 2
DPW:850-20\ev\Council\2023\060623\MI2557\2023 Sidewalk and Concrete Replacement Program Att 2.pdf Item No.10I

TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:June 6, 2023
SUBJECT: Amendments to Transit Operator Agreements with MV Transportation, Inc.

RECOMMENDATION:

1. Approve two-year contract extension with MV Transportation, Inc. (Dallas, TX) through June 30, 2025.

2. Approve Third Amendment to Contractor Operating Agreement, Contract No. 12072-2019, with MV Transportation, Inc. (MV), for services related to the operation of Thousand Oaks Transit Fixed Route and Demand Response Public Transit services.

3. Approve First Amendment to Thousand Oaks Transportation Center Lease, Contract No. 12073-2019, with MV, intended to run concurrently with Contract No. 12072-2019.

4. Approve First Amendment to Municipal Service Center Ground Lease, Contract No. 12074-2019, with MV, intended to run concurrently with Contract No. 12072- 2019.

5. Find that this action is not a project as defined under the California Environmental Quality Act.

FINANCIAL IMPACT:

No Additional Funding Requested. Minimal staff time to prepare report included in the Adopted FY 2022-23 Transit Program Budget. Funding for increased costs associated with the contract extension is included in the proposed FY 2023-24 and FY 2024-25 Transit Program Budgets. Services performed for other agencies under contract will be reimbursed at full-cost recovery, with no City subsidy.

Increased costs are not anticipated to negatively impact Transit Program funding support for street and road maintenance.

Item No.10J

Amendments to Transit Operator Agreements with MV Transportation, Inc.

June 6, 2023

6 7
3 BACKGROUND:

Thousand Oaks Transit (TOT), established in 1981, provides fixed route bus service, Senior Dial-A-Ride (DAR), and Americans with Disabilities Act (ADA) paratransit services to residents of Thousand Oaks. In addition, TOT provides contracted transit services to the Cities of Moorpark, Westlake Village, Agoura Hills, County of Ventura, including Oak Park and select unincorporated areas, and the East County Transit Alliance’s (ECTA) InterCity DAR service.

The current contract operator for transit services is MV Transportation, Inc. (MV), which has been the City’s operator of public transit services for the past 19 years.

In 2019, based on a competitive procurement process, MV was awarded a four- year contract through June 30, 2023, to provide transit services and leased vehicles for TOT and for five public agencies under contract with the City.

Provisions within the contract allow the City up to two, two-year extension options.

In addition to the Transit Operations Contract, MV leases administrative space for their customer call center at the Thousand Oaks Transportation Center (TOTC), and space for a dispatch and operations office trailer at the Municipal Service Center (MSC). Both contracts are intended to run concurrently with the operations contract.

Since the contract was signed in 2019, there have been extraordinary challenges for transit programs, most notably the COVID-19 pandemic (COVID), which have disrupted operations, caused turmoil in labor markets including labor shortages, and increased overall operational costs significantly.

In June 2020, the First Amendment to the Operating Agreement was executed in response to operational challenges due to COVID resulting in temporary changes to operations, increased wages for selected hourly staff, and a special COVID- related payment to the contractor to cover unreimbursed overhead expenses as MV was unable to bill the minimum number of hours required in the contract.

In December 2021, the Second Amendment was executed, principally to raise billing rates to increase hourly staff wages in response to a severe staffing shortage, and to promote the recruitment and retention of qualified staff.

While bus service ridership has recovered to pre-pandemic levels, demand response (Dial-a-Ride or DAR) recovery has lagged and is currently operating at only 25 percent of previous peak ridership due primarily to an ongoing driver shortage.

Item No.10J

Amendments to Transit Operator Agreements with MV Transportation, Inc.

June 6, 2023

6 7
3 DISCUSSION/ANALYSIS:

MV is the largest private operator of public transit services in the USA. In addition to Thousand Oaks, MV currently holds the DAR contract for the Gold Coast Transit District (GCTD) serving the cities of Ojai, Oxnard, Port Hueneme, and Ventura, and also holds the contract with Ventura County Transportation Commission (VCTC) for bus and DAR services in the Heritage Valley (cities of Fillmore, Santa Paula, and unincorporated Piru). In the time MV has been the City’s contracted operator, MV has experienced varying degrees of success, and the program locally has seen a nearly tripling of size (and billable hours) providing support to a total of six public agencies.

MV was one of three qualifying bidders for the 2019 contract and was selected for having the lowest cost proposal as well as 15 years of experience as our operator.

Staff carefully considered exercising this extension to the contract based on a variety of factors, including inconsistent performance at times by MV. While COVID undoubtedly has impacted MV’s ability to meet performance targets, other factors have also impacted performance including management turnover, which has disrupted continuity and efforts to improve operation and implement new initiatives.

The impacts from COVID have affected all transit operators, and the associated ongoing staffing shortages in the transit industry are due in part to local wages not keeping pace with the market, an issue both MV and City have worked in partnership to improve on over the last three years, including two previous wage increases.

Bringing a new operator on board would likely result in many of the same struggles and in addition, obtaining the required number of leased vehicles, due to supply shortages, could be a six to 12-month process, further disrupting operations.

Due to the above factors, staff began discussions on a contract extension with MV in May 2022, and entered formal negotiations with receipt of MV’s initial proposal in August 2022, which amounted to an initial 40 percent increase in costs compared to current rates. Staff negotiated with MV on the following topics to reduce that change to an approximately 11.0 percent increase in total costs.

The amendment as presented, in addition to extending the current contract term for an additional 24 months, makes several changes to key areas of the contract as follows:

Item No.10J

Amendments to Transit Operator Agreements with MV Transportation, Inc.

June 6, 2023

6 7
3 Contract Billing Hours: Reduces contract expected billing hours from 74,200 annually to 55,000. MV is required to keep rates fixed throughout the extension period so long as billing hours are between 41,250 and 71,500 hours. Currently, staff projects billing hours in the first year of the extension to be 52,500 hours.

Hourly Billing Rates: Increases rates uniformly across all services provided by 14.6 percent. Additionally, for DAR service, MV has agreed to reduce the increased billing rates for DAR service by 11.8 percent when using City vehicles instead of MV leased vehicles, reflecting the lower costs of maintenance to MV.

The rates proposed, ranging from $86.90 - $140.11 per hour, are reflective of other recently approved contracts in the general service area. Overall, total program costs on a per-ride basis have increased nearly 100 percent in the past five years.

However, even with the proposed billing rate increases, total per hour costs remain up to half of what other agencies pay for similar services due to the program being operated on contract basis.

Leased Vehicle Billing Rates: MV has agreed to reduce leased vehicle costs an average of 34.5 percent in exchange for the City agreeing to extend the in-service life of leased vehicles from four years to six years and mileage from either 100,000 or 150,000 to 200,000 miles. The City has further agreed to not add additional vehicles to the program for the duration of the extension.

Hourly Staff Wages: The contract amendment includes additional wage increases beyond those agreed to in previous amendments, making hourly wages match market rate that other agencies are paying for like positions in the region. The program can now compete with wages at agencies such as Simi Valley Transit and Gold Coast Transit District and retain well-performing staff who may be tempted to transition to other agencies or to other career fields.

As an example, the beginning wage for a driver at the start of the 2019 contract was $15.00 per hour. Starting wages will now be $23.00 per hour, a 54.0 percent increase in just four years.

Technology: MV has agreed to reduce the cost of the Trapeze DAR reservations and scheduling software by 45.5 percent, reflecting the reduced number of vehicles in service, fewer rides provided, and fewer staff using the system simultaneously.

CPI Increase: CPI increase (3.0 percent) for FY 2023-24 is included in the negotiated 14.6 percent rate increase, and for FY 2024-25 City has agreed to an increase of not less than 3.0 percent and not more than 5.0 percent, forgoing the Item No.10J

Amendments to Transit Operator Agreements with MV Transportation, Inc.

June 6, 2023

6 7
3 calculation described in the contract. For the lease contracts, City is deferring a CPI increase for FY 2023-24 (up to 6.0 percent allowed) and is limiting increases to not more than 3.0 percent for FY 2024-25.

SUMMARY
The recommended two-year extension and Third Amendment to the Operating Agreement, address changes to the billing rate structure, vehicle lease rates, charges for technologies, and increases hourly wages for all hourly staff to market levels with neighboring agencies, all in an effort to increase staffing and improve operations.

The total increase to program costs, under same billing hours, is expected to be approximately 11.0 percent and is reflected in the approved FY 2023-24 and FY 2024-25 operational budget for the Transit Program.

The contract amendment has been reviewed by VCTC staff as is required since it is paid for in part using federal funding and VCTC required pricing analysis has been completed.

Each of the participating agencies have been informed of the negotiations and are approving of the rate increases and other proposed stipulations. Amendments to various partner agency contracts will be presented to City Council for approval at a future meeting.

Staff recommends City Council approve the contract extension, the amendment to the Operating Agreement and the two lease amendments (Attachments Nos. 1, 2, and 3) as outlined in this report.

The recommended action is not a project as defined under CEQA.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goal:

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

PREPARED BY: Mike Houser, Transit Program Manager
Attachments:

Attachment #1 – Third Amendment Transit Operator Agreement Attachment #2 – First Amendment TOTC Lease
Attachment #3 – First Amendment MSC Lease
DPW 940-10\mh\etm\Council\2023\060623\MV Transit Operator Agreement Amendments staff report.docx Item No.10J

ATTACHMENT #1
Project Name: Transit Operations Services

THIRD AMENDMENT TO

AGREEMENT FOR GENERAL SERVICES

BETWEEN THE CITY OF THOUSAND OAKS
AND
MV TRANSPORTATION, INC.

Contract No. 12072-2019
THIS THIRD AMENDMENT to the Agreement for General Services entered into between the CITY OF THOUSAND OAKS, a municipal corporation, (hereafter “City”) and MV TRANSPORTATION, INC. (hereinafter referred to as “Contractor”) entitled Transit Operations Services and dated May 21, 2019, (herein “Contract”), with First Amendment approved on June 1, 2020, Second Amendment approved on December 17, 2021, is made this 6th day of June 2023.

RECITALS
A. Contract 12072-2019 was for a four-year period ending June 30, 2023, and permits up to two, two-year extensions.

B. City and Contractor have mutually agreed to extend the base contract by two years to June 30, 2025, as allowed by
contract.

C. Increased wages and labor market forces have impacted the local labor market and existing contract specified wages are below current market for similar agencies and positions.

D. Contractor’s ability to provide required contract services is negatively impacted by the inability to hire sufficient new staff and to retain existing staff.

E. To remain competitive with other local operators and attract qualified staff, Contractor needs to increase wages, at increased cost to the Contractor.

F. Contractor’s total income and expense projections for determining profitability are based on the ability to bill a minimum number of service hours annually. The hours billed by Contractor are below the Contract minimum requiring a new minimum number to be set.

G. Contractor desires to keep vehicles leased to City in service for more years and miles than allowed under the Contract.

Item No.10J

DPW:940-10\mh\\H:\Admin\Inbox\Council\2023\June 6\MV Transportation 3rd Amendment.docx