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HomeMy WebLinkAboutAgenda - August 21, 2023 8/21/2023 - 1 - AGENDA REGULAR MEETING OF THE CITY COUNCIL, THE SUCCESSOR AGENCY TO THE FORMER REDEVELOPMENT AGENCY, AND THE PUBLIC FINANCING AUTHORITY, OF THE CITY OF AZUSA AZUSA AUDITORIUM MONDAY, AUGUST 21, 2023 213 EAST FOOTHILL BOULEVARD 6:30 P.M. Closed Session AZUSA, CA 91702 7:30 P.M. Meeting AZUSA CITY COUNCIL ROBERT GONZALES MAYOR DENNIS BECKWITH EDWARD J. ALVAREZ MAYOR PRO-TEM COUNCILMEMBER JESSE AVILA, JR. ANDREW N. MENDEZ COUNCILMEMBER COUNCILMEMBER 6:30 P.M. 1. Call to Order 2. Roll Call CLOSED SESSION NOTICE TO THE PUBLIC FOR CLOSED SESSION Prior to going into closed session, the City Council will convene in the Auditorium serving as Council Chambers to take public comment on the closed session items only. General public comment will be provided for during the regular portion of the meeting beginning at 7:30 P.M. 1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Pursuant to California Government Code, Section 54957. Title: City Manager 2. CONFERENCE WITH LABOR NEGOTIATORS - Pursuant to California Government Code, Section 54957.6. City Negotiator: Marco Martinez, City Attorney Organizations: Unrepresentative Employee/City Manager 8/21/2023 - 2 - 3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS – Pursuant to California Government Code, Section 54956.8. City Negotiators: Sergio Gonzalez, City Manager Property Address: Monrovia Nursery Headquarters, 817 E Monrovia Pl, Azusa, CA 91702 Negotiating Parties: Miles Rosedale, Monrovia Nursery Company Under Negotiation: Price and Terms for Purchase 4. CONFERENCE WITH LEGAL COUNSEL EXPOSURE TO LITIGATION – Pursuant to California Government Code, Section 54956.9(D)(2). One Potential Case: BKK Working Group v. City of Azusa, et ak. (Related to disposal actions at the former BKK Landfill, West Covina) 7:30 P.M. - REGULAR MEETING OF THE CITY COUNCIL, THE SUCCESSOR AGENCY, AND THE PUBLIC FINANCING AUTHORITY. NOTICE TO THE PUBLIC FOR REGULAR MEETING. In compliance with Government Code Section 54957.5, copies of staff reports or other written documentation relating to each item of business referred to on the Agenda are on file in the Office of the City Clerk - 213 E. Foothill Blvd.; copies for public view are at the Azusa City Library - 729 N. Dalton Ave., Azusa Police Department Lobby - 725 N. Alameda Ave., and the City of Azusa Web Page www.azusaca.gov. Persons who wish to speak in-person during the Public Participation portion of the Agenda or on a Public Hearing item shall fill out a card requesting to speak and shall submit it to the City Clerk prior to 7:30 P.M.; cards submitted after this time will not be accepted. Those wishing to participate during Public Comment may do so in-person at the Azusa Auditorium, or may submit written public comments by emailing PublicComment@azusaca.gov. Emailed public comments are due by 5:30 p.m. and shall be limited to no more than 250 words. Written public comments will be provided to the City Council and will be part of the record but will not be read aloud. View the City Council meeting live on the City’s website https://www.ci.azusa.ca.us/1389/Watch-Meetings-Online, or on Channel 3 (Spectrum). Archived video of recorded meetings is also available on the City website. Notice Regarding California Environmental Quality Act (CEQA) Determinations. Pursuant to CEQA, a "project" is defined as a "whole action" subject to a public agency's discretionary funding or approval that has the potential to either (1) cause a direct physical change in the environment or (2) cause a reasonably foreseeable indirect physical change in the environment. "Projects" include discretionary activity by a public agency, a private activity that receives any public funding, or activities that involve the public agency's issuance of a discretionary approval and is not statutorily or categorically exempt from CEQA. (Pub. Res. Code § 21065.) To the extent that matters listed in this Agenda are considered “projects” under CEQA, their appropriate CEQA determination will be listed below each recommendation. If no CEQA determination is listed, it has been determined that the action does not constitute a “project” under CEQA. A. PRELIMINARY BUSINESS 1. Call to Order 2. Roll Call 3. Flag Salute 4. Invocation – Pastor Rick MacDonald, Azusa House of Prayer 5. Closed Session Report by the City Attorney 8/21/2023 - 3 - CEREMONIAL 1. Presentation of a Check by SoCalGas and the California Restaurant Foundation to Café Cultura on receiving the 2023 Restaurant Resilience Grant. 2. Presentation of Certificates of Recognition to Azusa Youth Boxing Club Boxers Justin Calleja, Joshua Calleja and Sam Isak for qualifying and participating in the 2023 USA Boxing National Summer Festival. B. PUBLIC PARTICIPATION This time has been set aside for persons in the audience to make public comments on items listed or not listed on this Agenda. Members of the audience will have the opportunity to address the City Council/Agency Board about public hearing items at the time the public hearing is held. Under the provisions of the Brown Act, the Council/Agency Board is prohibited from taking action on oral requests, but may refer the matter to staff or to a subsequent meeting. Each person or representative of a group shall be allowed to speak without interruption for up to five (5) continuous minutes, subject to compliance with applicable meeting rules. Questions to the speaker or responses to the speaker's questions or comments may be handled after the speaker has completed his/her comments. Public Participation will be limited to sixty (60) minutes. C. REPORTS, UPDATES, AND ANNOUNCEMENTS FROM STAFF/COUNCIL 1. ‘Pet of the Month’ Presentation by Los Angeles County Animal Care & Control. 2. City Manager Communications. 3. City Clerk: Request to set a time and date to hold interviews of Board and Commission Applicants. 4. Economic Development Update. D. SCHEDULED ITEMS 1. CONSIDERATION OF APPROVAL OF A SPECIAL EVENT PERMIT APPLICATION AND WAIVER OF FEES TO ALLOW FOR A REQUEST TO HOLD A CLASSIC CAR SHOW EVENT IN DOWNTOWN AZUSA ON NOVEMBER 12, 2023. RECOMMENDED ACTION: 1) Discuss and provide direction regarding authorizing “Cruisingback2route66” to host a car show event in the Downtown Area; and 2) Discuss and provide further direction regarding fees to be charged; and 3) If approved, direct staff to work with the event organizer to bring to the next City Council meeting all required documents including; special event permit application, proof of insurance, traffic control plan, street closure resolution and all other supporting special event logistics information. Total Cost: N/A Is the Cost of this item budgeted? N/A Fund/Account No: N/A 8/21/2023 - 4 - 2. DIRECTION REGARDING AUTHORIZING THE CITY COUNCIL AD HOC COMMITTEE ON VETERAN RESOURCES TO TAKE THE LEAD ON FUTURE MEMORIAL AND VETERAN DAY EVENTS PROGRAMS AT CITY HALL COMMENCING NOVEMBER 11, 2023. RECOMMENDED ACTION: 1) Discuss and provide direction whether the City Council Veterans’ Resources Ad Hoc Committee will take the lead on the annual Veterans Day and Memorial Day events; and 2) Direct staff to work with the City Council Ad-Hoc Committee on event logistics and support. Total Cost: N/A Is the Cost of this item budgeted? N/A Fund/Account No: N/A 3. PROPOSED GRANT FUNDING FOR NON-PROFIT ORGANIZATIONS SERVING LOCAL U.S. MILITARY VETERANS. RECOMMENDED ACTION: 1) Approve one-time grant funding in the amount of $45,000 to American Legion Post #180 in support of efforts which serve the local U.S. Military veteran community; and 2) Approve one-time grant funding in the amount of $45,000 to Azusa VFW Post #8070 in support of efforts which serve the local U.S. Military veteran community; and 3) Authorize the City Manager to execute Grant Funding Agreements with each organization, subject to non-substantial changes and in a form acceptable to the City Attorney, on behalf of the City. Total Cost: $90,000 Is the Cost of this item budgeted? Yes Fund/Account No: 10-10-130-000-6625 4. FIRST READING OF ORDINANCE MODIFYING ARTICLE XI OF THE AZUSA MUNICIPAL CODE- REAL PROPERTY RECORDS REPORT, SECTION 14-331 – EXCEPTIONS OF THE CITY OF AZUSA. RECOMMENDED ACTION: 1) Find the requested project exempt from the California Environmental Quality Act (CEQA); and 2) Waive further reading, read by title only and introduce Ordinance No. 2023-03; AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA ADOPTING A CODE AMENDMENT MODIFYING AND AMENDING ARTICLE XI – REAL PROPERTY RECORDS REPORT, SECTION 14-331 EXCEPTIONS AND DETERMINING THE ORDINANCE TO BE EXEMPT FROM CEQA Total Cost: N/A Is the Cost of this item budgeted? N/A Fund/Account No: N/A 5. UPDATE REGARDING CHAPTER 14, BUILDINGS AND BUILDING REGULATIONS, ARTICLE XVII. - REGISTRATION AND MAINTENANCE OF VACANT AND ABANDONED COMMERCIAL, INDUSTRIAL AND RESIDENTIAL PROPERTIES (“VACANT PROPERTY REGISTRY”). 8/21/2023 - 5 - RECOMMENDED ACTION: 1) Receive and File; or; 2) Provide Additional Direction Total Cost: N/A Is the Cost of this item budgeted? N/A Fund/Account No: N/A 6. DESIGNATION OF VOTING DELEGATE & ALTERNATE FOR THE LEAGUE OF CALIFORNIA CITIES 2023 ANNUAL CONFERENCE. RECOMMENDED ACTION: 1) Designate Councilmember Avila as Voting Delegate and Councilmember Mendez as alternate for the League of California Cities Annual Business Meeting, scheduled for Friday, September 22, 2023; and 2) Authorize the City Council’s Voting Delegate to support the League of California Cities Board of Directors’ Proposed Bylaws Amendments. Total Cost: N/A Is the cost of this item budgeted? N/A Fund/Account No: N/A 7. ADOPT RESOLUTION APPROVING NEW DEPARTMENT HEAD CLASSIFICATION - DIRECTOR OF INFORMATION TECHNOLOGY. RECOMMENDED ACTION: 1) Approve Resolution No. 2023-C38 to replace the existing Department Head position of Director of Information Technology and Library Services with Director of Information Technology class specification. Total Cost: N/A Is the cost of this item budgeted? N/A Fund/Account No: N/A E. CONSENT CALENDAR – CITY COUNCIL The Consent Calendar adopting the printed recommended actions will be enacted with one vote. If Councilmembers or Staff wish to address any item on the Consent Calendar individually, it will be considered under SPECIAL CALL ITEMS. 1. MINUTES OF THE REGULAR MEETING DATED JUNE 19, 2023 AND SPECIAL MEETING DATED JUNE 26, 2023. RECOMMENDED ACTION: Approve minutes as written. Total Cost: N/A Is the cost of this item budgeted? N/A Fund/Account No: N/A 8/21/2023 - 6 - 2. RESOLUTION AUTHORIZING PAYMENTS OF WARRANTS BY THE CITY DATED JULY 13, 2023 THROUGH AUGUST 16, 2023. RECOMMENDED ACTION: Adopt Resolution No. 2023-C39 allowing certain claims and demands and specifying the funds out of which the same are to be paid. Total Cost: N/A Is the cost of this item budgeted? N/A Fund/Account No: N/A 3. HUMAN RESOURCES ACTION ITEMS. RECOMMENDED ACTION: Approve the following Personnel Action Requests in accordance with the City of Azusa Civil Service Rules. Total Cost: N/A Is the cost of this item budgeted? N/A Fund/Account No: N/A 4. CITY TREASURER’S ACCOUNTING OF ALL RECEIPTS, DISBURSEMENTS AND FUND BALANCES FOR THE MONTHS OF APRIL AND MAY 2023. RECOMMENDED ACTION: Receive, review, and file the City Treasurer’s Reports of Receipts, Disbursements and Fund Balances for the months of April and May 2023. Total Cost: N/A Is the Cost of this item budgeted? N/A Fund/Account No: N/A 5. REQUEST TO APPROVE AGREEMENT WITH CLIENT FIRST CONSULTING GROUP FOR MICROSOFT OFFICE 365 IMPLEMENTATION SERVICES. RECOMMENDED ACTION: Waive the competitive bidding process as authorized under Azusa Municipal Code section 2-517(38) Solicitation and Bidding exceptions; Computers, Computer components and services; Approve Professional Services Agreement with Client First in a not to exceed amount of $186,450; and Authorize the Mayor to sign and execute the Professional Services Agreement and Scope of Work in a form acceptable to the City Attorney on behalf of the City. Total Cost: $186,450.00 Is the Cost of this item budgeted? Yes Fund/Account No: 4849930000-6499 (50%) 4849942000-6499 (50%) 6. APPROVE ANNUAL MAINTENANCE AGREEMENT WITH MOTOROLA SOLUTIONS. RECOMMENDED ACTION: Approve a maintenance agreement with Motorola Solutions for all current software programs for the period of December 1, 2023, through November 30, 2028, in the amount of $470,815.75 to be paid using the following schedule: Year 1 – Dec 1, 2023 – Nov 30, 2024 - $94, 163.15; Year 2 – Dec 1, 2024 – Nov 30, 8/21/2023 - 7 - 2024 - $94, 163.15; Year 3 – Dec 1, 2025 – Nov 30, 2026 - $94, 163.15; Year 4 – Dec 1, 2026 – Nov 30, 2027 - $94, 163.15; Year 5 – Dec 1, 2027 – Nov 30, 2028 - $94, 163.15; and Authorize the City Manager to execute the maintenance agreement, in a form acceptable to the City Attorney, on behalf of the City. Total Cost: $94,163.15 Is the Cost of this item budgeted? Yes Fund/Account No: 10-20-941-000-6415 7. APPROVAL OF MEMORANDUM OF UNDERSTANDING BETWEEN CITY OF AZUSA AND CITY OF GLENDALE RELATED TO FORENSIC COMPUTER EXAMINATIONS AND INVESTIGATIONS. RECOMMENDED ACTION: Approve City Manager to enter into an agreement with City of Glendale to partner with the Verdugo Regional Crime Laboratory in the area of forensic computer examinations and investigations. Total Cost: $15,000 Is the Cost of this item budgeted? Yes Fund/Account No: Account #28 20 310 041 7142 and Account #10 20 941 000 6504 8. REQUEST TO INCREASE FISCAL YEAR 2023-24 BLANKET PURCHASE ORDER FOR ANNUAL SOFTWARE SUPPORT FOR SUPERION LLC. (CENTRAL SQUARE). RECOMMENDED ACTION: Approve an increase to the Fiscal Year 2023-24 Blanket Purchase Order #039601 for annual software support for Superion, LLC. (Central Square) by $6,517.72. Total Cost: $6,517.72 Is the Cost of this item budgeted? Yes Fund/Account No: 4849930000-6415 (50%) 4849942000-6415 (50%) 9. INCREASE IN MICROSOFT ENTERPRISE AGREEMENT FOR OFFICE 365 SUBSCRIPTION LICENSE WITH DELL INC. RECOMMENDED ACTION: Approve and authorize the City Manager to append the Microsoft Enterprise Agreement with Dell Inc. for the addition of Microsoft Office 365 licensing in the amount of $61,106.40. Total Cost: $61,106.40 Is the Cost of this item budgeted? Yes Fund/Account No: 4849930000-7143 (50%) 4849942000-7143 (50%) 10. AWARD OF CONTRACT TO SHAW INTEGRATED SOLUTIONS FOR WEST WING FLOORING REPLACEMENT AND D&R OFFICE WORKS FOR OFFICE PANEL REMOVAL DURING REPLACEMENT. RECOMMENDED ACTION: Waive purchasing procedures as authorized under Azusa Municipal Code Section 2-521 – Cooperative, piggyback and multiple bid purchasing with other agencies and approve the purchase and installation of flooring in an amount not-to-exceed of $221,947.23, plus an allowance of $22,194.72 for potential change orders; Waive purchasing procedures as authorized under Azusa Municipal Code Section 2-520 – Sole Source Purchases and approve a Purchase Order to D&R Office Works in a not-to-exceed amount of 8/21/2023 - 8 - $17,900; and Authorize staff to prepare a Fiscal Year 2023/24 budget amendment from Capital and Infrastructure Replacement Reserves to 46-80-000-651-7125/65123B-7125 – City Hall Upgrade Phase 3 capital improvement project up to $162,042. Total Cost: $244,141.95 Is the Cost of this item budgeted? No Fund/Account No: 46-80-000-651-7125 / 65123B-7125 11. ADOPTION OF RESOLUTION ACCEPTING LOCAL AGING & DISABILITY ACTION PLANNING GRANT FROM THE CALIFORNIA DEPARTMENT OF AGING AND IDENTIFYING THE SIGNATORY OFFICIAL. RECOMMENDED ACTION: Approve Resolution No. 2023-C40 accepting the grant award from California Department of Aging and identifying the City Manager as the signatory official; and Authorize the City Manager to execute the Grant Agreement, in a form acceptable to the City Attorney, on behalf of the City, subject to non-substantive changes made by the City Manager and City Attorney. Total Cost: $200,000 (Grant) Is the Cost of this item budgeted? Yes, upon acceptance Fund/Account No: TBD, upon acceptance 12. AUTHORIZE PURCHASE AND INSTALLATION OF NORTHSIDE RECREATION HUB HVAC SYSTEM. RECOMMENDED ACTION: Waive purchasing procedures as authorized under Azusa Municipal Code Section 2.539 and approve the purchase and installation of the proposed HVAC equipment in the amount not to exceed $144,454.72; and Authorize the City Manager to execute a construction agreement with Mesa Energy Systems, Inc. dba EMCOR Services for the purchase and installation of the proposed Carrier HVAC system. Total Cost: $144,454.72 Is the Cost of this item budgeted? Yes Fund/Account No: 1080000666-7125/66623A-7125 13. APPROVAL OF FIRST AMENDMENT TO THE PROFESSIONAL SERVICE AGREEMENT BETWEEN THE CITY OF AZUSA AND WEST COAST SHOPPING CART SERVICE FOR SHOPPING CART RETRIEVAL. RECOMMENDED ACTION: Approve the First Amendment to the Professional Service Agreement with West Coast Shopping Cart Services authorizing a one-year extension and increasing the total contract amount to $57,200; and Authorize the City Manager to execute an amendment, in a form acceptable to the City Attorney, on behalf of the City. Total Cost: $57,200 Is the Cost of this item budgeted? Yes Fund/Account No: 10-35-643-000-6493 8/21/2023 - 9 - 14. APPROVAL OF MOU BETWEEN THE FOOTHILL AIR SUPPORT TEAM (FAST) AND CITY OF AZUSA FOR CONTRACTED HELICOPTER SERVICES. RECOMMENDED ACTION: Approve the MOU for helicopter services from FAST for an annual amount of; $68,537.00; and Authorize a budget amendment for an increase of $18,537.00 to cover the cost of the contract with FAST in the amount not to exceed sixty-eight thousand five hundred thirty-seven dollars. Total Cost: $68,837.00 Is the Cost of this item budgeted? Partially $50,300 Fund/Account No: 10 20 333 000 6493 15. AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH CWE FOR ON-CALL ENVIRONMENTAL PROFESSIONAL ENGINEERING SERVICES. RECOMMENDED ACTION: Approve an agreement for on-call environmental professional engineering services with CWE; and Authorize the City Manager to execute the agreement, in a form acceptable to the City Attorney, on behalf of the City. Total Cost: $275,000 Is the Cost of this item budgeted? Yes Fund/Account No: Measure "W" accounts 2055668001-6399, 2055668004-6399, 2055668005-6399, 2055668008-6399. 16. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA EXTENDING THE PROCLAMATION OF LOCAL EMERGENCY CAUSED BY THE HOMELESS CRISIS. RECOMMENDED ACTION: Review and adopt the following Resolution No. 2023-C41: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA EXTENDING THE PROCLAMATION OF LOCAL EMERGENCY CAUSED BY THE HOMELESS CRISIS Total Cost: N/A Is the Cost of this item budgeted? N/A Fund/Account No: N/A 17. ACCEPTANCE OF LSTA GRANT FROM THE CALIFORNIA STATE LIBRARY. RECOMMENDED ACTION: Accept the $30,000 LSTA grant award from the California State Library. Total Cost: $30,000 (grant) Is the Cost of this item budgeted? Grant Fund/Account No: TBD 8/21/2023 - 10 - 18. ACCEPTANCE OF ZIP BOOKS GRANT FROM THE CALIFORNIA STATE LIBRARY. RECOMMENDED ACTION: Accept the $4,870 Zip Books grant award from the California State Library. Total Cost: $4,870 (grant) Is the Cost of this item budgeted? Grant Fund/Account No: TBD 19. APPROVE PROPOSAL AND AUTHORIZE THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH LENSLOCK FOR THE PURCHASE OF SECURITY CAMERAS TO BE INSTALLED AT THE AZUSA METRO PARKING STATION. RECOMMENDED ACTION: Approve the proposal for the purchase of Lenslock security camera system; Authorize the City to enter into a Professional Services Agreement with Lenslock to complete the security camera project; Authorize a budget amendment increase for account #10-20-310-000-6563, in the amount of $152,971.85. Foothill Transit will be reimbursing the City an amount of $102,972.00 and the fiscal impact of this contract for the City will not exceed an amount of ($49,999.85) forty-nine thousand nine hundred ninety-nine dollars and eighty five cents; and It is further recommended that City Council approve the purchase of this product as authorized under AMC Section 2-520(b), which allows us to make the purchase based on the products compatibility with our existing technologies. Total Cost: $152,971.85 Is the Cost of this item budgeted? No Fund/Account No: 10 20 310 000 6563 20. FY 2022/23 THIRD QUARTER FINANCIAL REPORT ENDING MARCH 31, 2023. RECOMMENDED ACTION: Receive, review, and file the FY 2022/23 third quarter financial report ending March 31, 2023. Total Cost: N/A Is the Cost of this item budgeted? N/A Fund/Account No: N/A F. CONSENT CALENDAR - SUCCESSOR AGENCY RELATED BUSINESS. 1. RESOLUTION AUTHORIZING PAYMENT OF WARRANTS BY THE SUCCESSOR AGENCY DATED JULY 13, 2023 THROUGH AUGUST 21, 2023. RECOMMENDED ACTION: 1) Adopt Resolution No. 2023-R10 allowing certain claims and demands to be paid out of Successor Agency Funds. G. ADJOURNMENT The meeting will be adjourned in memory of Adela Pacheco, Life-Long Azusa Resident. 8/21/2023 - 11 - UPCOMING MEETINGS: September 5, 2023, 6:30 p.m. Closed Session, 7:30 p.m. Regular Meeting - Cancelled September 18, 2023, 6:30 p.m. Closed Session, 7:30 p.m. Regular Meeting In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a city meeting, please contact the City Clerk at 626-812-5229. If possible, notification should be submitted at least three (3) working days prior to the meeting when special services are needed in order to assist staff in assuring that reasonable arrangements can be made in time. CERTIFICATION I, Adrian Garcia, MMC, Chief Deputy City Clerk of the City of Azusa, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on August 17, 2023, seventy- two (72) hours prior to the meeting per Government Code 54954.2 at the City Clerk’s Office, 213 E. Foothill Blvd.; the lobby of the Police Department, 725 N. Alameda Ave.; the Civic Auditorium, 213 E. Foothill Blvd.; the City Library, 729 N. Dalton Ave.; and on the City’s Web Page at www.azusaca.gov. ______________________________________ Adrian Garcia, MMC Chief Deputy City Clerk Azusa City Clerk’s Office