Council Meeting - June 20, 2023
CALL TO ORDER
The City Council/Successor Agency to the Yorba Linda Redevelopment Agency will convene at 5:30 p.m. in the Council Chambers at 4845 Casa Loma Avenue.
ROLL CALL
ANNOUNCEMENT OF CLOSED SESSION ITEMS
CITY COUNCIL/SUCCESSOR AGENCY TO THE YORBA LINDA REDEVELOPMENT AGENCY
A. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION, SIGNIFICANT EXPOSURE TO LITIGATION Government Code Section 54956.9(d)(2) (4 Cases)
PUBLIC COMMENT ON CLOSED SESSION ITEMS
CONVENE INTO CLOSED SESSION
RECESS
CALL TO ORDER
The City Council/Successor Agency to the Yorba Linda Redevelopment Agency, Yorba Linda Housing Authority and Yorba Linda Municipal Financing Authority will reconvene at 6:30 p.m. in the Council Chambers at 4845 Casa Loma Avenue, Yorba Linda.
ROLL CALL
PLEDGE OF ALLEGIANCE
INVOCATION
CHAPLAIN JOHN SIU, ORANGE COUNTY SHERIFF'S DEPARTMENT
CLOSED SESSION REPORT
INTRODUCTIONS & PRESENTATIONS
TRAUMA INTERVENTION PROGRAMS (TIP) YEARLY UPDATE BY EXECUTIVE DIRECTOR MARYELLEN LOWREY AND RECOGNITION OF TIP VOLUNTEERS
CHAMBER OF COMMERCE’S QUARTERLY UPDATE AND BUSINESS OF THE MONTH RECOGNITIONS
CITY’S BUSINESS OF THE QUARTER RECOGNITION TO UNITED STUDIOS OF SELF DEFENSE
INTRODUCTION OF NEW STAFF MEMBER DAISY HUBER, OFFICE ASSISTANT II
PUBLIC COMMENTS – ITEMS ON THE CONSENT CALENDAR OR ITEMS NOT ON THE REMAINDER OF THE AGENDA There is a five (5) minute maximum time limit for each individual addressing the legislative body during Public Comments and on all other items listed on the Agenda.
Whenever a group of persons wishes to address the City Council on the same subject matter, it shall be proper for the presiding officer to request that a spokesman be chosen by the group so as to avoid unnecessary repetitions before the City Council.
CONSENT CALENDAR
All matters listed under "CONSENT CALENDAR" are considered by the City Council/ Successor Agency to the Yorba Linda Redevelopment Agency, Yorba Linda Housing Authority and Yorba Linda Municipal Financing Authority to be routine and will be enacted by one motion approving the recommendation listed on the Agenda. There will be no separate discussion unless Members of the Council/Successor Agency, Yorba Linda Housing Authority and Yorba Linda Municipal Financing Authority or Staff request specific items to be removed from the Consent Calendar.
Recommendation:
It is recommended that the City Council approve the Consent Calendar.
1. WAIVE READING IN FULL OF ALL ORDINANCES AND RESOLUTIONS ON THE AGENDA Recommendation:
It is recommended that the City Council/Successor Agency to the Yorba Linda Redevelopment Agency waive reading in full of all ordinances and resolutions on the agenda and declare that said titles which appear on the public agenda shall be determined to have been read by title and further reading waived.
2. ACCOUNTS PAYABLE CHECK REGISTER – JUNE 20, 2023
1. AP Check Register 6-20-23 - CC-FIN-23-028.pdf
2. Attachment 1 - AP Check Register 6-20-23.pdf
Recommendation:
It is recommended that the City Council receive and file the accounts payable check register dated June 20, 2023, in the amount of $1,099,139.10.
3. APPROVAL OF THE MINUTES OF THE JUNE 6, 2023 CITY COUNCIL / SUCCESSOR AGENCY TO THE YORBA LINDA REDEVELOPMENT AGENCY MEETING
1. Post-Meeting Minutes - CC_Jun06_2023 - English.pdf
Recommendation:
It is recommended that the City Council/Successor Agency to the Yorba Linda Redevelopment Agency approve the minutes of the June 6, 2023 City Council/Successor Agency to the Yorba Linda Redevelopment Agency joint meeting.
4. TREASURER’S REPORT – APRIL 2023
1. Treasurers Report - Apr 2023 - CC-FIN-23-025.pdf
2. Attachment 1 - Treasurers Report - Apr 2023.pdf
Recommendation:
It is recommended that the City Council: 1.) Receive and file the attached monthly Treasurer’s Report; and 2.) Delegate investment responsibility to the City’s Finance Director / City Treasurer for a period of up to one year.
5. RESOLUTION NO. 2023-5852 – FISCAL YEAR 2023/24 APPROPRIATIONS (GANN) LIMIT
1. GANN Appropriation Limit Resolution - CC-FIN-23-024.pdf
2. Attachment 1 - Resolution No. 2023-5852.pdf
Recommendation:
Staff recommends that the City Council adopt Resolution No. 2023-5852 establishing the appropriations limit for fiscal year 2023/24.
6. FISCAL YEAR 2023/24 INVESTMENT POLICY
1. FY 23.24 Investment Policy - CC-FIN-23-023.pdf
2. Attachment 1 - Proposed Investment Policy FY23.24 Redline.pdf Recommendation:
It is recommended that the City Council approve and adopt the Investment Policy for fiscal year 2023/24.
7. RESOLUTION NO 2023-5849 ADOPTING THE CITY’S PROJECT FOR FISCAL YEAR 2023/24 FUNDED BY SENATE BILL 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
1. FY23-24 SB1-RMRA Reso Report - CC-PW-23-037.pdf
2. Attachment 1 - Res No. 2023-5849.pdf
Recommendation:
It is recommended that the City Council approve Resolution No. 2023-5849 adopting the City’s Project for Fiscal Year 2023/24 funded by Senate Bill 1: Road Repair and Accountability Act of 2017.
8. RATIFY AN AGREEMENT FOR EMERGENCY STORM DRAIN SERVICES AND APPROVE EMERGENCY PROCUREMENT PROCEDURES ASSOCIATED WITH THE BLACK GOLD GOLF COURSE STORM DRAIN DAMAGES (MS231002)
1. Storm Drain Award Ratification of Services - Innerline Engineering - CC-PW-23-034.pdf
2. Attachment 1 – Innerline Engineering Agreement.pdf
Recommendation:
It is recommended that the City Council: 1.) Approve a supplemental budget appropriation in the amount of $50,000 from the Master Plan of Drainage Fund (403) with a corresponding increase to the Capital Improvement Program (CIP) budget for the Black Gold Emergency Storm Drain Repair Project (MS231002); and 2.) Ratify the City Manager’s declaration of an emergency pertinent to the storm drainage and pipeline repairs at Black Gold Golf Course for the purposes of complying with the City’s Emergency Purchasing Policy; and 3.) Ratify approval and execution of an on-call agreement with Innerline Engineering for Pipeline Video Inspection, Cleaning, Jetting and Other Miscellaneous Repair Work Services in an amount not-to-exceed $75,000, and authorize the City Manager to extend the term of the agreement for up to one additional year if needed; and 4.) Direct staff to return to Council at the next regularly scheduled meeting to provide an update regarding the emergency conditions.
9. REJECTION OF ALL BIDS RECEIVED FOR LANDSCAPE MAINTENANCE WITHIN LANDSCAPE MAINTENANCE ASSESSMENT DISTRICT PACKAGES A, B, AND D
1. Reject Bids - LMAD Services for Packages A, B and D, Approval of Extension - CC-PW-23-041.pdf
2. Attachment 1 – Merchants Landscape Services, Inc. (Amend No. 3) Package A.pdf
3. Attachment 2 – Merchants Landscape Services, Inc. (Amend No. 4) Package B.pdf
4. Attachment 3 – Merchants Landscape Services, Inc. (Amend No. 4) Package D.pdf Recommendation:
It is recommended that the City Council: 1.) Reject all bids received for the Landscape Maintenance Within Landscape Maintenance Assessment District Package A – Camino De Bryant (Package A), Package B – Hidden Hills (Package B), and Package D – San Antonio (Package D); and 2.) Approve Amendments to the Maintenance Service Agreements (No. 21220060, 21220061, and 21220063) with Merchants Landscaping Services, Inc., for the Landscape Maintenance Within Landscape Maintenance Assessment District Packages A, B and D, to extend the term of each respective agreement for one-year and increase compensation by eight percent (8%), and 3.) Authorize the City Manager’s change order approval authority to execute contract modifications and increases in an aggregate amount not to exceed 15% of the Fiscal Year 2023/2024 amount for each respective agreement.
10. AWARD OF CONTRACT FOR FUEL (GASOLINE) SERVICES FOR CITY AND POLICE FLEETS TO MERRIMAC PETROLEUM, INC. DBA MERRIMAC ENERGY GROUP
1. Fuel (Gasoline) Services for City and Police Fleets - CC-PW-23-035.pdf
2. Attachment 1 - Merrimac Energy Group Bid Proposal.pdf
3. Attachment 2 - Merrimac Energy Group Agreement.pdf
Recommendation:
It is recommended that City Council: 1.) Award the three-year Fuel (gasoline) Services Agreement for City and Police Fleets to Merrimac Petroleum, Inc. DBA Merrimac Energy Group in the amount of $702,109.98 ($209,447.52 base bid + $24,589.14 for sale tax, excise tax and other mandated fees totaling 11.74% per gallon for $234,036.66 annually) and reject all other bids; and 2.) Authorize the City Manager to approve additional expenditures up to $35,105.50 (15% of the annual contract value) per year in agreement contingencies for unanticipated market fuel increases; and 3.) Authorize the City Manager to sign and execute the contract and potential future amendments or change orders within the designated contingency amount and approve contract renewals including any unit price increase(s) as provided within this agreement on behalf of the Council.
11. CONTRACT AMENDMENT FOR JANITORIAL SUPPLIES FOR CITY FACILITIES TO AMERICAN CHEMICAL & SANITARY SUPPLY COMPANY, INC.
1. Janitorial Supplies Amendment City Facilities - CC-PR-23-012.pdf
2. Attachment 1 - Amendment No. 2 Janitorial Supplies.pdf Recommendation:
It is recommended that the City Council approve a contract amendment, in the amount of Seventy Five Thousand Dollars ($75,000), for Janitorial Supplies For City Facilities to American Chemical & Sanitary Supply Company, Inc., extending the period of service for one additional year from July 1, 2023, to June 30, 2024.
12. CONTRACT AMENDMENT FOR JANITORIAL SERVICES AT CITY FACILITIES TO MERCHANTS BUILDING MAINTENANCE, LLC.
1. Janitorial Services Amendment City Facilities - CC-PR-23-011.pdf
2. Attachment 1 - Amendment No. 1 Janitorial Services.pdf Recommendation:
It is recommended that the City Council approve a contract amendment, in the amount of Three Hundred Fifty Six Thousand Three Hundred Sixty Six Dollars and Sixty Four Cents ($356,366.64), for Janitorial Services At City Facilities to Merchants Building Maintenance, LLC., extending the period of service for one additional year from July 1, 2023, to June 30, 2024.
13. CONTRACT AMENDMENT FOR FACILITY AND PARK LANDSCAPE MAINTENANCE SERVICES TO ARTISTIC MAINTENANCE, INC.
1. Facility and Park Landscape Maint. Services Amendment - CC-PR-23-014.pdf
2. Attachment 1 - Amendment No. 2.pdf
Recommendation:
It is recommended that the City Council approve a contract amendment, in the amount of Two Hundred Thirty Six Thousand Nine Hundred Twenty One Dollars and Ninety Four Cents ($236,921.94), for Facility and Park Landscape Maintenance Services to Artistic Maintenance, Inc., extending the period of service from July 1, 2023 to June 30, 2024.
14. CANCELLATION OF THE JULY 4, 2023 CITY COUNCIL MEETING
1. Cancellation of the July 4, 2023 CC Meeting - CC-ADM-23-029.pdf Recommendation:
It is recommended that the City Council direct staff to cancel the July 4, 2023 City Council meeting.
15. MICROSOFT LICENSING AGREEMENT
1. Microsoft Licensing Agreement - CC-ADM-23-031.pdf
2. Attachment 1 - Insight Microsoft Renewal.pdf
Recommendation:
It is recommended that the City Council authorize the purchase of Microsoft licensing for the next three years from Insight by using a cooperative agreement negotiated by the County of Riverside with a three-year cost of $255,084.06.
16. EXTENSION OF PILOT PROGRAM TO TEMPORARILY WAIVE CITY FEES DIRECTLY RELATED TO A PROJECT CREATING AN ACCESSORY DWELLING UNIT (ADU) OR A JUNIOR ACCESSORY DWELLING UNIT (JADU)
1. Extension of ADU Fee Waiver Program - CC-CD-23-010.pdf
2. Attachment 1 - Reso - Pilot Program ADU Fee Waiver Extension.pdf Recommendation:
It is recommended that the City Council adopt Resolution 2023-5853 approving extension of the pilot program to waive City of Yorba Linda plan check review fees, building construction permit review fees, and other City permit fees directly related to a project creating an Accessory Dwelling Unit (ADU) or a Junior Accessory Dwelling Unit (JADU).
17. APPROVAL OF ONE-YEAR TIME EXTENSIONS TO PROFESSIONAL SERVICE AGREEMENTS WITH CSG CONSULTANTS, INC., JAS PACIFIC, INC., AND VCA CODE GROUP, INC., FOR PROVISION OF PLAN REVIEW, INSPECTIONS AND TEMPORARY STAFFING SERVICES
1. Approval of Contract Extensions - CC-CD-23-011.pdf
2. Attachment 1 - Amend No. 5 CSG Consultants Inc.pdf
3. Attachment 2 - Amend No. 5 JAS Pacific Inc.pdf
4. Attachment 3 - Amend No. 5 VCA Code Group Inc.pdf
Recommendation:
It is recommended that the City Council approve a one-year extension to the existing professional service agreements with CSG Consultants, Inc., JAS Pacific, Inc., and VCA Code Group, Inc., for the provision of on-call plan review, inspections, and temporary staffing services, and authorize the City Manager to execute the extensions.
18. REPORTS OF PLANNING COMMISSION ACTIONS FROM THEIR LAST MEETING
1. Planning Comm. Recap 6-14-23.pdf
Recommendation:
It is recommended that the City Council receive and file this report.
19. COUNCIL COMMITTEE AND AGENCY REPORTS
1. Committee and Agency Reports - CC-ADM-23-028.pdf
2. Attachment 1 - Reports from CC Organizations.pdf
Recommendation:
It is recommended that the City Council receive and file this report.
CITY MANAGER’S REPORT/MAYOR’S REPORT/MATTERS PRESENTED BY COUNCILMEMBERS/ OTHER AGENCY REPORTS
ADMINISTRATIVE REPORTS
20. RES NOS. 2023-5854 & 2023-5855, SUCCESSOR AGENCY RES NO 2023-22 & 2023-23 ADOPTION OF OPERATING AND CAPITAL BUDGETS FOR FY 2023/24 AND 2024/25, APPROVAL OF THE CIP FY 2023/24 - 2029/30
1. Adoption of Operating Capital Budget FY23.24 and 24.25 - CC-FIN-23-027.pdf
2. Attachment 1 - FINAL Operating Budget.pdf
3. Attachment 2 -FINAL Authorized Position List 7-1-2023.pdf
4. Green Sheet - Attachment 2 - Authorized Position Listing Rev 7-1-2023 FINAL.pdf
5. Attachment 3 - FY 23.24 Salary Schedule.pdf
6. Attachment 4 - Resolution 2023-5854 Operating Budget.pdf
7. Attachment 5 - FY 23.24 and FY 24.25 CIP Budget.pdf
8. Attachment 6 - 7 Year CIP Project List.pdf
9. Attachment 7 - OCTA CIP Database Submittal.pdf
10. Attachment 8 - Resolution 2023-5855 CIP Budget.pdf
11. Attachment 9 - SA Resolution 2023-22 Operating Budget.pdf
12. Attachment 10 - SA Resolution 2023-23 CIP Budget.pdf
13. Attachment 11 - Staff Report - Operating Budget.pdf
14. Attachment 12 - Staff Report - CIP Budget.pdf
Recommendation:
It is recommended that the City Council: 1.) Approve the Two-Year Budget for fiscal years 2023/24 and 2024/25 as detailed in Attachment 1, approve the staffing authorizations set forth in the Authorized Positions Listing as shown in Attachment 2, approve the revised Salary Schedule as shown in Attachment 3 and adopt Resolution No. 2023-5854 (Attachment 4) approving the Two-Year Operating Budget for Fiscal Years 2023/24 and 2024/25; and 2.) Approve the Seven-Year Capital Improvement Program (CIP) for fiscal years 2023/24 through 2029/30 as detailed in Attachment 6, including 1) the Tier 1 projects for fiscal years 2023/24 and 2024/25 in the Two-Year Budget (Attachment 5) and 2) approval of the projects for fiscal years 2025/26 through 2029/30 and the currently unfunded Tier 2 projects in order to remain in compliance with the Orange County Transportation Authority’s Measure M2 Guidelines, and adopt Resolution No. 2023-5855 (Attachment 8) approving the CIP and Two-Year Capital Budget for Fiscal Years 2023/24 and 2024/25; and 3.) Approve the Capital Improvement Program (CIP) Database submittals required by OCTA (Attachment 7); and 4.) Determine that the proposed CIP is exempt from California Environmental Quality Act (CEQA) review pursuant to Section 158061(b)(3) as it can be seen with certainty that there is no possibility that this consistency finding will have a significant effect on the environment; and 5.) Authorize the carryover from the fiscal year 2022/23 budget to the fiscal year 2023/24 budget of 1) unspent CIP project budgets, 2) funds encumbered for outstanding purchase orders, and 3) certain unspent operating budget account balances, and direct staff to return to the City Council with a final list of carryovers for review and final approval after the books for FY 22/23 are closed.
It is recommended that the City Council acting as the Successor Agency Board: 1.) Adopt Successor Agency Resolution No. 2023-22 approving the Two-Year Operating Budget for Fiscal Years 2023/24 and 2024/25 (Attachment 9); and 2.) Adopt Successor Agency Resolution No. 2023-23 approving the Two-Year Capital Budget for Fiscal Years 2023/24 and 2024/25 (Attachment 10).
21. APPROVE THE AWARD OF A PROFESSIONAL SERVICES AGREEMENT WITH ALTA PLANNING + DESIGN, INC., FOR THE CITY OF YORBA LINDA – PLACENTIA MULTI-AGENCY ACTIVE TRANSPORTATION PLAN PROJECT (TC221001)
1. Award of PSA for Multi-Agency ATP Project - CC-PW-23-033.pdf
2. Attachment 1 - Alta Planning + Design, Inc. Agreement.pdf Recommendation:
It is recommended that the City Council: 1.) Approve the Award of a Professional Services Agreement to Alta Planning + Design, Inc., in the amount of $388,523.41 for the Design of the Yorba Linda – Placentia Multi-Agency Active Transportation Plan Project (TC221001); and 2.) Authorize the City Manager to approve additional expenditures up to $17,903.59 in agreement contingencies for potential additional services and unanticipated work that may arise, for a total potential agreement amount not-to-exceed $406,427; and 3.) Authorize the City Manager to sign and execute the contract services agreement and potential future amendments to the agreement within the designated contingency amount, on behalf of the City Council.
22. TRAFFIC COMMISSION VACANCY
1. Traffic Commission Vacancy - CC-ADM-23-030.pdf
2. Attachment 1 - Resignation Letter Equitz.pdf
3. Attachment 2 - List of Candidates from February 2023.pdf Recommendation:
It is recommended that the City Council direct staff to proceed with the regular recruitment process to fill the vacancy on the Traffic Commission created by the resignation of Dennis Equitz, by advertising the vacancy in the Yorba Linda Star, the Government Access Channel 3 and the City’s website.
CLOSED SESSION IF REQUIRED
ADJOURNMENT
The next regularly scheduled City Council/Successor Agency to the Yorba Linda Redevelopment Agency joint meeting is July 18, 2023.
NOTE: ALL STAFF REPORTS AND RELATED ATTACHMENTS FOR ITEMS ON THIS AGENDA ARE ON FILE IN THE CITY CLERK’S OFFICE. AS AN ADDITIONAL SERVICE, THE CITY NOW PROVIDES THE STAFF REPORTS AND RELATED ATTACHMENTS ON THE CITY’S WEBSITE. PLEASE NOTE THAT IT IS NOT ALWAYS POSSIBLE TO EMBED ALL ATTACHMENTS AND MAPS. THUS, IF YOU REQUIRE A FULL AND COMPLETE COPY OF THE AGENDA PACKET, YOU SHOULD NOT RELY UPON THE WEBSITE MATERIALS ALONE.
IN COMPLIANCE WITH THE AMERICAN DISABILITIES ACT (ADA), THE CITY WILL MAKE EVERY REASONABLE ATTEMPT TO ACCOMMODATE ANY ATTENDEE OR PARTICIPANT AT THIS MEETING NEEDING SPECIAL ASSISTANCE BEYOND WHAT IS NORMALLY PROVIDED. PLEASE CONTACT THE CITY CLERK’S OFFICE AT (714) 961-7150 AT LEAST 48 HOURS PRIOR TO THIS MEETING TO INFORM US OF YOUR PARTICULAR NEEDS AND TO DETERMINE IF ACCOMMODATION IS FEASIBLE. PLEASE ADVISE US AT THE TIME YOU CALL IF SPECIAL ASSISTANCE IS REQUIRED TO ATTEND OR PARTICIPATE IN MEETINGS ON A REGULAR BASIS.