CASTORS LANE DICTAT
RAY PEARL NED E DAVIS KELLY HONIG SUSAN MSWEENEY BRAD HALPERN Mayor Mayor Pro Tem Councilmember Councilmember Councilmember
MINUTES
Regular Meeting of the City Council
November 8, 2023 - 6:30 p.m.
CALL TO ORDER:
This Regular Meeting of the Westlake Village City Council was called to order by Mayor Pearl on Wednesday, November 8, 2023, at 6:31 p.m., at 31200 Oak Crest Drive, Westlake Village.
Mayor Pearl expressed condolences to the Kessler Family and reminded all residents to exhibit kindness during this difficult time.
PLEDGE OF ALLEGIANCE:
Mayor Pearl led the Pledge of Allegiance.
ROLL CALL:
PRESENT: Councilmembers Halpern, McSweeney, Honig, Mayor Pro Tem Davis, and Mayor Pearl
ABSENT: None
Also Present: City Manager de Geus, City Attorney Boga, Assistant City Manager Wilson, City Clerk Mann, City Engineer Hughes, Senior Planner Sinkula, and Administrative Analyst Mott
APPROVAL OF AGENDA
Councilmember Halpern moved to approve the Agenda as presented. Councilmember McSweeney seconded the motion.
YES: Councilmembers Halpern, McSweeney, Honig, Mayor Pro Tem Davis, and Mayor Pearl
NO: None
ABSENT: None
ABSTAIN: None
Mayor Pearl declared the motion passed 5-0.
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APPROVAL OF MINUTES:
Councilmember McSweeney moved to approve the Minutes of the October 25, 2023 Regular City Council Meeting as presented. Councilmember Honig seconded the motion.
YES: Councilmembers Halpern, McSweeney, Honig, Mayor Pro Tem Davis, and Mayor Pearl
NO: None
ABSENT: None
ABSTAIN: None
Mayor Pearl declared the motion passed 5-0
SPECIAL PRESENTATIONS/CEREMONIAL MATTERS:
1. Presentation to the DePippo Family - Annual Cecilia DePippo Kindness Award - Donation to Pancreatic Cancer Action Network
Mayor Pearl invited the DePippo Family, Jim and Christina DePippo and Jessie Sweeney to the podium. He announced that the Kindness Award will henceforth be officially named the "Cecilia DePippo Kindness Award" as a tribute and honor to the kindness legacy Cecilia exhibited. Award recipients will designate a non- profit or charitable organization to receive a $500 donation from the City in their name.
Mayor Pearl informed the DePippo Family, that the City is donating $500 to the 'Pancreatic Cancer Action Network, going to "Team Positive Vibes Only", the team formed by Cecilia and her family and friends after being diagnosed with Pancreatic Cancer. The team will walk on April 27, 2024 in the Purple Stride Los Angeles Event in Cecilia's honor and celebrate the inspirational and incredible person Cecilia was.
Cecilia's acts of kindness touched many hearts and souls in Westlake Village, and she will be remembered and missed by many. City Council shared their thoughts and love for Cecilia with her family and presented the $500 check and flowers to PUBLIC COMMENTS:
Rochelle Wallach thanked City Council for their leadership.
COUNCIL RESPONSE:
None
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STAFF COMMENTS:
City Manager de Geus reported that City staff attended Supervisor Horvath's Community Resiliency and Preparedness event on October 26, 2023, where attendees received emergency preparedness information on local, County, and State efforts. On Halloween, the City's Community Emergency Response Team, Volunteers On Patrol, and City Staff joined the Los Angeles County Sheriff's Department at Three Springs Park to help patrol the neighborhood and hand out safety information to the public. He announced the City's Holiday Sing-Along event will be held on Saturday, December 2, 2023, from 12:00 - 3:00 p.m. at The Shoppes in Westlake Village and welcomed residents to come join the fun.
Mr. de Geus encouraged everyone to participate in giving this year and noted that food donations will go to Manna Conejo Valley Food Bank, and all other donations to Casa Pacifica
Grant Applications are open for the City's Community Service Grant Program and the application period continues through January 26, 2024 at 5:00 p.m. Community Service Grants are intended to provide monetary awards to eligible community non-profit organizations that benefit the City of Westlake Village residents. Non-profits interested in applying can visit www.wlv.org/grants to learn more about the program requirements. The City's Neighborhood Beautification Program application period is open, ending January 29, 2024, which allows the City to collaborate with homeowner associations. Visit www.wlv.org for more information.
Mr. de Geus announced recruitment is open for the Cultural Recreation Advisory Board and encouraged adults and High School students to apply. Recruitment closes on December 13, 2023. Visit www.wlv.org for more information.
COUNCIL COMMENTS:
Mayor Pearl thanked all those that have served our Country in honor of Veteran's Day and reminded residents to honor and celebrate Veteran's Day on November 11.
CITY COUNCIL COMMITTEE REPORTS:
1. PUBLIC SAFETY COMMITTEE REPORT - EMERGENCY OPERATIONS PLAN
AND HAZARD MITIGATION PLAN
Administrative Analyst Mott reported that the Public Safety Committee (Pearl/Halpern) met on October 19, 2023 to discuss the Emergency Operations Plan (EOP) and Hazard Mitigation Plan (HMP). The EOP Update addresses the City's planned response to extraordinary emergency situations associated with natural or man-made disasters under an all-hazards approach. The plan focuses on operational concepts that would be implemented in large-scale disasters, which can pose major threats to life, property, and the environment, requiring unusual emergency responses.
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CITY COUNCIL COMMITTEE REPORTS (continued):
Mr. Mott explained that as part of the 2023 update, the EOP Part 1, will have new sections and information including:
• The City's communication systems, such as Blackboard Connect and social media pages.
• Properly sized Emergency Operations Center staffing plans and position descriptions, matching City staffing.
• Continuity of Operations Plan that will guide normal city operations during a situation where City Hall is unavailable for an extended period. • Alternate Emergency Operations Center locations.
Dave Jeffries, Consultant, presented an overview stating the EOP is updated every five years with new information pertaining to the City's response to a disaster in the community. This update is designed to strengthen and modernize the EOP.
Administrative Analyst Mott noted that the Public Safety Committee will receive an update on the EOP upon completion of Part 2, followed by a presentation of the completed EOP to the full Council.
Administrative Analyst Mott stated that the Hazard Mitigation Plan (HMP) is updated every 5 years through the Las Virgenes Malibu Council of Governments (LVMCOG) as a multi-jurisdictional HMP, identifying threats and hazards that affect the region and individual cities. Identified hazards can be natural, such as wildfire or floods, or human caused, such as climate change or cyber terrorism.
The LVMCOG and member cities add projects that mitigate the potential hazards.
Once projects are identified, they become eligible for certain state and federal As part of the process of updating the HMP, public comment is required from the community to identify hazards. LVMCOG (COG) consultant, Bob Takemura, presented recent community survey information, identified hazards, and potential mitigation projects that could be added to the Plan. The HMP is expected to be completed this winter. Upon Federal Emergency Management Agency (FEMA) and California Office of Emergency Services (CalOES) approval, staff will return to Council and the LVMCOG for approval.
Administrative Analyst Mott reported that COG contracted with MLC & Associates for the 2023 HMP update. The total cost of that agreement is $78,000 with the City of Westlake Village contributing $10,000 out of the General Fund for the City's portion of the HMP update.
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CITY COUNCIL COMMITTEE REPORTS (continued):
Councilmember Halpern moved that the City Council receive and file the October 19, 2023 Public Safety Committee Report. Councilmember McSweeney seconded the motion.
YES: Councilmembers Halpern, McSweeney, Honig, Mayor Pro Tem Davis, and Mayor Pearl
NO: None
ABSENT: None
ABSTAIN: None
Mayor Pearl declared the motion passed 5-0.
ENVIRONMENTAL COMMITTEE REPORT - MAINTENANCE AGREEMENT
WITH HELLAS CONSTRUCTION FOR COMMUNITY PARK TURF INFILL
REPLENISHMENT AND CEQA EXEMPTION DETERMINATION
City Engineer Hughes reported that the Environmental Committee (McSweeney/Halpern) met on July 27, 2023 and discussed infill material for the Community Park soccer fields. Ms. Hughes stated that staff proposed to change the infill material on the soccer fields at the Community Park, through the current contractor Hellas, from the Geo infill to EcoTherm material as a water reduction and cost savings measure. A representative of Hellas addressed the Environmental Committee and provided an overview of the differences between the Geo infill product versus the Eco Therm product. In addition, staff informed the Committee of the maintenance costs associated with both products.
The Committee requested staff to investigate other similar products on the market.
Staff found one other turf infill product, T°Cool. Staff met with representatives of T°Cool to learn about their product's composition, durability, fiber support and maintenance, and how it compares to the EcoTherm and Geo infill products. The representatives also made a site visit to the Community Park to do an evaluation of the condition of the turf and infill, to provide a basis for a quote. The T°Cool quote provided was $237,500 for material and installation. The EcoTherm cost is $109,503 for material and installation. In addition, switching to infill provided by a different vendor would release Hellas from their warranty obligation on the MATRIX turf system.
City Engineer Hughes reported that staff is recommending changing from the Geo infill product to the EcoTherm product, keeping the turf system in warranty with Hellas, and reducing ongoing maintenance costs due to the water demand and biodegradation of the coconut fiber product. The Eco Therm replenishment will cost $109,503 and will reduce the water demand to an "as-needed" basis and extend the time between replenishments to approximately five years. The cost of the turf City Council Minutes
City of Westlake Village November 8. 2023
CITY COUNCIL COMMITTEE REPORTS (continued):
replenishment is included in the adopted Community Park Maintenance budget and no further appropriation is required for this maintenance work.
City Council discussion included the costs and safety of the two products, watering requirements, and temperature of the products.
Councilmember McSweeney moved to approve the maintenance agreement with Hellas Construction in the amount of $109,503 and authorize the City Manager to sign the agreement for replenishment of the soccer turf system at the Community Park. Councilmember Halpern seconded the motion.
YES: Councilmembers Halpern, McSweeney, Honig, Mayor Pro Tem Davis, and Mayor Pearl
NO: None
ABSENT: None
ABSTAIN: None
Mayor Pearl declared the motion passed 5-0.
PUBLIC HEARINGS: None
CONSENT CALENDAR:
Email Comment: 1 email (Posted online in Supplemental Packet) City Attorney Boga presented a verbal summary for Consent Calendar Item No. 1 stating the City Manager Employment Agreement includes a 5% salary increase, 40 hour increase in the amount of accrued Paid Time Off ("PTO") that may be converted to cash per year, and a onetime $10,000 retention bonus to the employee's 457 deferred compensation plan. Councilmember Honig moved to approve the Consent Calendar.
Councilmember McSweeney seconded the motion.
YES: Councilmembers Halpern, McSweeney, Honig, Mayor Pro Tem Davis, and Mayor Pearl.
NO: None
ABSENT: None
ABSTAIN: None
Mayor Pearl declared the motion passed 5-0.
APPROVAL OF WARRANTS: Warrants effective November 1, 2023 in the amount of $612,016.24.
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CONSENT CALENDAR (continued):
GENERAL BUSINESS:
1. AMENDMENT NO. 3 TO CITY MANAGER EMPLOYMENT AGREEMENT - amendment No. 3 to the Employment Agreement between the City of Westlake /illage and Robert de Geus was approved and the Mayor was authorized to execute the amendment.
OLD BUSINESS:
AWARD CONTRACTS AND DETERMINATION FOR CEQA EXEMPTION FOR THE LANDSCAPE IRRIGATION CONTROLLER UPGRADE PROJECT; YEAR 4 - SITEONE LANDSCAPE SUPPLY, AMERICAN HERITAGE LANDSCAPE
AND ARROYO IRRIGATION
City Engineer Hughes presented a recommendation for the procurement and installation of irrigation controllers to complete the Citywide project. Providing background, City Engineer Hughes stated that the City has installed 33 new irrigation controllers in the first three years of this program, resulting in better efficiency in the allocation of staff resources, maintenance and operations, and a significant reduction in water costs. Originally scoped as a five-year program to replace all 48 irrigation controllers citywide, the current Fiscal Year Capital Improvement Program for the Irrigation Controller Updates was adjusted to expedite the program to be completed in four years, making this the final program year.
Staff recommended the same vendors used in the first three years of the program.
SiteOne provides procurement, installation and support for the new Hydropoint controllers. Arroyo programs the new Hydropoint controllers, coordinates the controller rebate from SoCal Watersmart through the Las Virgenes Municipal Water District (LVMWD), and prepares the controller charts to illustrate the landscape zones by controller stations. American Heritage provides procurement and installation of new flow sensors with updated ultrasonic flow technology.
Ms. Hughes reported that the total project cost prior to rebates of $137,150.93 is within the adopted budget amount of $250,000 for this project and allows for the additional controller upgrades at the Community Park.
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OLD BUSINESS (continued):
Councilmember Davis moved that the City Council make a CEQA Exemption determination for this project; approve an Irrigation Controller Purchase Agreement with SiteOne Landscape Supply in the amount of $76,037.60; approve a Professional Services Agreement with Arroyo Irrigation in the amount of $37,411.33; Approve an Irrigation Flow Sensor purchase agreement with American Heritage Landscape in the amount of $17,202 and authorize the Mayor to sign and execute the agreements on behalf of the City. Councilmember McSweeney seconded the motion.
YES: Councilmembers Halpern, McSweeney, Honig, Mayor Pro Tem Davis, and Mayor Pearl
NO: None
ABSENT: None
ABSTAIN: None
Mayor Pearl declared the motion passed 5-0.
NEW BUSINESS:
1. AWARD OF CONTRACT TO PERFECTION PAINTING CORPORATION FOR THE FISCAL YEAR 2023-2024 CIVIC CENTER EXTERIOR PAINTING
PROJECT
City Engineer Hughes introduced the item to award a construction contract for the Civic Center Exterior Painting Project to Perfection Painting Corporation in the amount of $73,200 and approve contingency and project management costs.
Ms. Hughes stated that bids were solicited through PlanetBids on August 30, 2023 and a pre-bid meeting was held on October 5, 2023. Seven contractors attended the pre-bid meeting. The bid opening was held on October 20, 2023 and the City received ten bids. The bids ranged from a low of $73,200.00 to a high of $203,737.20, with an average bid of $113,498.04.
City Engineer Hughes reported that the fiscal year (FY) 2023-2024 Capital Improvement Program (CIP) budget includes $130,000 for the Exterior Painting Project. The estimated total project costs are within the adopted budget. Project management will be provided by Willdan Engineering in accordance with the City's standing agreement with the company.
Councilmember Honig moved that the City Council approve a CEQA exemption determination for the Civic Center Exterior Painting Project; award a construction contract for the Civic Center Exterior Painting Project to Perfection Painting Corporation in the amount of $73,200.00; approve contingency and project City Council Minutes
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NEW BUSINESS (continued):
management costs; and authorize the Mayor to sign and execute the construction contract on behalf of the City. Councilmember McSweeney seconded the motion.
YES: Councilmembers Halpern, McSweeney, Honig, Mayor Pro Tem Davis, and Mayor Pearl
NO: None
ABSENT: None
ABSTAIN: None
Mayor Pearl declared the motion passed 5-0.
ADJOURNMENT:
Mayor Pearl announced the next Special City Council meeting will be held on December 6, 2023. Meeting adjourned at 7:28 p.m.
Ba Paare
Ray Pearl, Mayor
Attest:
Antoinesar * CITY
Antoinette Mann, City Clerk
BORATED DECE
CALIFORNIA