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 AGENDA
CITY COUNCIL AND
THE SUCCESSOR AGENCY TO THE
PASADENA COMMUNITY DEVELOPMENT COMMISSION
SEPTEMBER 23, 2019 

Closed Session 5:30 P.M.
Public Meeting 6:30 P.M.
Public Hearings 7:00 P.M.
Council Chamber, Pasadena City Hall
100 North Garfield Avenue, Room S249
 

A.     CITY COUNCIL CONFERENCE REGARDING PUBLIC EMPLOYEE PERFORMANCE EVALUATION pursuant to Government Code Section 54957 and CITY COUNCIL CONFERENCE with Labor Negotiator pursuant to Government Code Section 54957.6
Employee Title and Unrepresented Employee: City Manager
City Representative: Terry Tornek   

B.     CITY COUNCIL CONFERENCE WITH LABOR NEGOTIATORS pursuant to Government Code Section 54957.6
Agency Designated Representatives: Jennifer Curtis and Steve Mermell
Employee Organizations: American Federation of State, County and Municipal Employees (AFSCME), Local 858 

C. CITY COUNCIL CONFERENCE WITH LABOR NEGOTIATORS pursuant to Government Code Section 54957.6
Agency Designated Representatives: Jennifer Curtis and Steve Mermell
Employee Organization: Pasadena Management Association (PMA)  

D.     CITY COUNCIL CONFERENCE WITH LEGAL COUNSEL regarding consideration of amicus curiae (friend of the court) participation in pending litigation pursuant to Government Code Section 54956.9(a)
Name of Case:   City of Boise v. Robert Martin
U.S. Supreme Court Case No.:  19-247 

E.     CITY COUNCIL CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) (one potential case) 

City Manager/Executive Director 

1.      CONTRACT AWARD TO SLOAN VAZQUEZ MCAFEE FOR FINANCIAL AUDITS OF FRANCHISE COMMERCIAL WASTE HAULERS FOR AN AMOUNT NOT-TO-EXCEED $110,580
Recommendation:
(1)      Find the project in the agenda report to be categorically exempt under the California Environmental Quality Act (CEQA) State Guidelines in accordance with Section 15061(b)(3), General Rule; and
(2)      Authorize the City Manager to enter into a contract, based on a competitive selection process pursuant to Pasadena Municipal Code 4.08.047, with Sloan Vazquez McAfee to perform financial audits of franchise commercial waste haulers for a contract period of one year in the amount of $36,860, with the option of two one-year extensions, subject to the approval of the City Manager, for a maximum potential contract period of three years and a total contract amount of $110,580. Competitive bidding is not required pursuant to City Charter Section 1002(F), contracts for professional or unique services.

 603k

TPA 189k

2.      AUTHORIZE PURCHASE ORDER WITH CCG SYSTEMS, INC., FOR THE PURCHASE AND IMPLEMENTATION OF AN UPGRADE TO THE CITY’S FLEET MANAGEMENT INFORMATION SYSTEM, FASTER ASSET SOLUTIONS, FOR A TOTAL OF $175,000   Recommendation:
(1)      Find that this action is exempt under the California Environmental Quality Act (CEQA) in accordance with Section 15061(b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment;
(2)      Authorize a purchase order with CCG Systems, Inc., (CCG) for the purchase and implementation of an upgrade to the City’s Fleet Management Information System. Competitive bidding is not required pursuant to City Charter Section 1002(F), contracts for professional and unique services; and
(3)      Grant the proposed purchase order an exemption from the competitive selection process pursuant to Pasadena Municipal Code Section 4.08.049(B), contracts for which the City’s best interests are served.

 542k

TPA 149k

3.      AUTHORIZATION TO ENTER INTO A CONTRACT WITH JCL TRAFFIC SERVICES TO FURNISH LABOR AND MATERIALS FOR TRAFFIC CONTROL SERVICES FOR AN AMOUNT NOT-TO-EXCEED $49,185 PER YEAR
Recommendation:
(1)      Find that the proposed action is not considered a “project” per Section 21065 of the California Environmental Quality Act (“CEQA”) and is therefore not subject to CEQA review pursuant to Sections 15060(c)(2), 15060(c)(3), and 15378 of the State CEQA Guidelines; and as such, no environmental document pursuant to CEQA is required for the project;
(2)      Accept the bid dated August 13, 2019, submitted by JCL Traffic Services in response to Specification WD-19-11, to furnish labor and materials for traffic control services for the Water and Power Department (“PWP”), reject all other bids received, and authorize the City Manager to enter into a contract with JCL Traffic Services for an amount not-to-exceed $49,185 for one year; and
(3)      Authorize the City Manager to extend the contract for three optional one-year terms not-to-exceed $49,185 per year. If the three additional one-year terms are exercised, the total contract amount is $196,740 for a maximum duration of four years.

 711k

4.      AUTHORIZATION TO ENTER INTO A PURCHASE ORDER WITH ROBERTSON’S READY MIX TO FURNISH AND DELIVER CONCRETE MATERIALS FOR AN AMOUNT NOT-TO-EXCEED $271,905 PER YEAR
Recommendation:
(1)      Find that the proposed action is not considered a “project” per Section 21065 of the California Environmental Quality Act (“CEQA”), and is therefore not subject to CEQA review pursuant to Sections 15060(c)(2), 15060(c)(3), and 15378 of the CEQA Guidelines, as such, no environmental document pursuant to CEQA is required for the project;
(2)      Accept the bid dated August 14, 2019, submitted by Robertson’s Ready Mix in response to Specification WD-19-13, to furnish and deliver concrete materials for the Water and Power Department (“PWP”), reject all other bids received, and authorize the City Manager to enter into a purchase order with Robertson’s Ready Mix for an amount not-to-exceed $271,905 for one year; and
(3)      Authorize the City Manager to extend the purchase order for three optional one-year terms not-to-exceed $271,905 per year. If the three additional one-year terms are exercised, the total purchase order amount is $1,087,620 for a maximum duration of four years. 

736k

5.      CONTRACT AWARD TO WILLIAM PIPELINE CONTRACTORS, INC., FOR WATER MAIN INSTALLATIONS
Recommendation:
(1)      Find that the project is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Section 21080.21 and State CEQA Guidelines Sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction);
(2)      Accept the bid dated August 13, 2019, submitted by William Pipeline Contractors, Inc., in response to Specification WD-19-08 for the installation of ductile iron water mains in Washington Boulevard;
(3)      Reject all other bids received; and
(4)      Authorize the City Manager to enter into a contract not-to-exceed $1,885,505, which includes the base contract amount of $1,714,095 and a contingency of $171,410 to provide for any necessary change orders.

 800k

6.      AUTHORIZE PURCHASE ORDER WITH ROTORCRAFT SUPPORT INC., FOR A MAIN ROTOR TRANSMISSION EXCHANGE FOR THE MD-500E HELICOPTER FOR A NOT-TO-EXCEED AMOUNT OF $121,285
Recommendation:
(1)      Find that the proposed action is exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines Sections 15060(c)(2), 15060(c)(3), and 15378, as the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment;
(2)      Accept the bid dated July 30, 2019, submitted by Rotorcraft Support Incorporated in response to specifications for an MD-500E Helicopter Main Rotor Transmission Exchange, reject all other bids received, and authorize the issuance of a purchase order not-to-exceed $121,285, which includes the base contract amount of $105,465, and a $15,820 contingency to provide for any necessary change orders; and
(3)      Grant the proposed purchase order an exemption from the salvage ordinance pursuant to Pasadena Municipal Code Section 4.04.080. The helicopter industry functions with the expectation that in order for the Pasadena Police Department to receive a factory overhauled transmission the existing transmission must be a trade-in.

 602k

7.      CONTRACT AWARD TO TRC ENGINEERING SERVICES, LLC FOR CONSULTANT SERVICES TO CONDUCT INSPECTIONS FOR THE PASADENA TRANSIT AND DIAL-A-RIDE VEHICLE FLEET
Recommendation:
(1)      Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the State CEQA Guidelines, and as such, no environmental document pursuant to CEQA is required for the project; and
(2)      Authorize the City Manager to enter into a contract, as the result of a competitive selection process, as specified by Section 4.08.047 of the Pasadena Municipal Code, with TRC Engineering, LLC for consultant services to conduct inspections of the Pasadena Transit and Pasadena Dial-A-Ride vehicle fleet in an amount not-to-exceed $130,085 for a period of eighteen (18) months with two, one-year options and a contingency of $11,826 subject to the approval of the City Manager.

 756k

ATTACHMENT A 108k

TPA 145k

8.      APPROVAL OF A SIDE LETTER OF AGREEMENT WITH THE PASADENA MANAGEMENT ASSOCIATION (PMA)
Recommendation:
(1)      Find that the action proposed in the agenda report is not a “project” as defined in the California Environmental Quality Act (CEQA), Public Resources Code Section 21065 and Section 15378(b)(2) of the State CEQA Guidelines, and as such, is not subject to environmental review; and
(2)      Approve a side letter of agreement with the Pasadena Management Association (PMA) clarifying use of leave time toward the calculation of overtime for non-exempt employees as well as the stand-by provision and rest periods after extended overtime for Power Distribution Crew Supervisors.

 384k

ATTACHMENT 1 244k

9.      ADOPTION OF GUIDELINES FOR PUBLIC BENEFIT PAYMENTS RELATED TO DEVELOPMENT AGREEMENTS WITH TAX-EXEMPT INSTITUTIONS
Recommendation:
(1)      Find that the actions proposed in the agenda report are exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061(b)(3) (Common Sense Exemption); and
(2)      Adopt the proposed guidelines for Public Benefit Payments related to Development Agreements with tax-exempt institutions.  

 443k

ATTACHMENT 1065k

10.    ADOPT A RESOLUTION ESTABLISHING NEW CLASSIFICATIONS AND SALARY CONTROL RATES; AND DIRECT THE PREPARATION OF AN ORDINANCE TO AMEND THE PASADENA MUNICIPAL CODE TO CREATE A RISK MANAGEMENT DIVISION IN THE CITY MANAGER’S OFFICE
Recommendation:
(1)      Find that the action proposed in the agenda report is not a “project” as defined in the California Environmental Quality Act (CEQA), Public Resources Code Section 21065 and Section 15378(b)(2) of the State CEQA Guidelines, and as such, is not subject to environmental review;
(2)      Adopt a resolution to establish a Risk Manager and a Safety Program Manager classification in the Department of the City Manager and set salary control rates; and
(3)      Direct the City Attorney’s Office to prepare whatever modifications are required of Pasadena Municipal Code, Title 2, to effect this change.

 541k

ATTACHMENT A - RESOLUTION 83k

ATTACHMENT B 82k

11.    ITEM PULLED 

12.    FINANCE COMMITTEE: AMENDMENTS TO FISCAL YEAR 2020 CAPITAL IMPROVEMENT PROGRAM BUDGET
Recommendation:
(1)      Find that the proposed actions are not “projects” as defined in the California Environmental Quality Act (CEQA), Public Resources Code Section 21065 and Section 15378(b)(4) and (5) of the State CEQA Guidelines, and as such, are not subject to environmental review; and
(2)      Amend the Fiscal Year (FY) 2020 Capital Improvement Program Budget as detailed in Attachment A of the agenda report.

 1854k

ATTACHMENT A 996k

13.    FINANCE COMMITTEE: AMENDMENTS TO FISCAL YEAR 2020 ADOPTED OPERATING BUDGET
Recommendation:
(1)      Find that the proposed action is exempt from the California Environmental Quality Act (“CEQA”) in accordance with Section 15061(b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment;
(2)      Approve amending the Fiscal Year (FY) 2020 Adopted Operating Budget as detailed in the agenda report and increasing the citywide total Full-time Equivalents (FTE) by a net 4.57 FTEs; and
(3)      Authorize the City Manager to enter into an agreement with the State of California Office of Traffic Safety for acceptance of Selective and Traffic Enforcement Program Grant funds (in connection with Item No. 5 of the agenda report).

 1380k

ATTACHMENTS A THUR C 1372k

14.    FINANCE COMMITTEE: AMENDMENT TO FISCAL YEAR 2020 ADOPTED OPERATING BUDGET FOR ADDITIONAL MEASURE H FUNDING IN THE AMOUNT OF $223,241 AND AUTHORIZATION TO ENTER INTO CONTRACTS FOR NEWLY APPROPRIATED AMOUNTS
Recommendation:
(1)      Find that the recommended action is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061(b)(3), the “General Rule” that CEQA only applies to projects that may have a significant effect on the environment;
(2)    Amend the Department of Housing’s Fiscal Year (FY) 2020 Operating Budget by recognizing and appropriating an additional $223,241 in Measure H grant revenue and expenditures; and
(3)    Authorize the City Manager to enter into previously approved contracts for increased amount of Measure H funding which incorporate the newly appropriated revenue as detailed in the table found in the Background section of the agenda report.

 562k

TPA 399k

SUPPLEMENTAL MATERIAL RECEIVED AFTER POSTING OF AGENDA

TPA 149k

City Council 

15.    RESIGNATIONS, APPOINTMENTS, & REAPPOINTMENTS  

City Clerk/Secretary 

16.    APPROVAL OF MINUTES 

17.    RECEIVE AND FILE CLAIMS AGAINST THE CITY OF PASADENA          

18.    PUBLIC HEARING: SUBSTANTIAL AMENDMENT TO 2015-2019 (5-YEAR) CONSOLIDATED PLAN
Recommendation: It is recommended that the City Council continue the public hearing to October 28, 2019 at 7:00 p.m. 

19.    PUBLIC HEARING: DRAFT CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT (2018-2019 PROGRAM YEAR) FOR PROJECTS FUNDED FROM COMMUNITY DEVELOPMENT BLOCK GRANT, EMERGENCY SOLUTIONS GRANT, AND HOME INVESTMENT PARTNERSHIP ACT
Recommendation:
(1)    Find that the recommended action is exempt from the California Environmental  Quality Act (CEQA) pursuant to State CEQA Guidelines per Section 15061(b)(3), the “General Rule” that CEQA only applies to projects that may have a significant effect on the environment; and
(2)    Approve the submission to the U.S. Department of Housing and Urban Development, of the Consolidated Annual Performance and Evaluation Report for the 2018-2019 Program Year for projects funded under the Community Development Block Grant, Emergency Solutions Grant, and the HOME Investment Partnership Act programs. 

908k

ATTACHMENT A 175k

ATTACHMENT B 261k

Economic Development and Technology Committee 

Finance Committee 

20.    FINANCE COMMITTEE: ADOPTION OF A RESOLUTION AUTHORIZING THE ISSUANCE OF ONE OR MORE SERIES OR SUBSERIES OF CITY OF PASADENA PENSION OBLIGATION REFUNDING BONDS, APPROVING THE FORM OF AND AUTHORIZING THE EXECUTION OF SUPPLEMENTAL TRUST AGREEMENTS PROVIDING FOR SUCH ISSUANCE, APPROVING THE FORM OF AND AUTHORIZING THE EXECUTION OF A BOND PURCHASE AGREEMENT, A CONTINUING DISCLOSURE AGREEMENT AND ESCROW AGREEMENTS AND APPROVING THE FORM OF AND AUTHORIZING THE DISTRIBUTION OF A PRELIMINARY OFFICIAL STATEMENT AND OFFICIAL STATEMENT, AND AUTHORIZING CERTAIN OTHER MATTERS RELATED THERETO
Recommendation:
(1)      Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines, and as such, no environmental document pursuant to CEQA is required for the project;
(2)      Adopt a resolution authorizing the issuance of one or more series or subseries of City of Pasadena Pension Obligation Refunding Bonds; approving the form of and authorizing the execution of supplemental trust agreements providing for such issuance, approving the form of and authorizing the execution of a bond purchase agreement, a continuing disclosure agreement and escrow agreements and approving the form of and authorizing the distribution of a preliminary official statement and official statement, and authorizing certain matters related thereto;
(3)      Grant the proposed Trust Agreement Supplements an exemption from the competitive selection process pursuant to Pasadena Municipal Code Section 4.08.049B.  Competitive bidding is not required pursuant to City Charter Section 1002(F), contracts for professional or unique services; and
(4)      Approve contracts with Stifel, Nicolaus & Company, Incorporated and Bank of America Merrill Lynch as underwriters for the proposed refunding bonds at a discount rate (fee) not-to-exceed 0.30% of the bonds or an estimated $393,000. Competitive bidding is not required pursuant to City Charter Section 1002(F), contracts for professional or unique services.

 1394k

ATTACHMENT 1 31380k

ATTACHMENT 2 4446k

ATTACHMENT 3 5499k

ATTACHMENT 4 6271k

ATTACHMENTS 5 & 6 5545k

Legislative Policy Committee 

Municipal Services Committee 

Public Safety Committee 

City Manager 

City Council 

First Reading:   

Second Reading:   

21.    UPDATE ON EFFORTS TO RECLAIM THE SR710 STUB (To be heard at 6:45 p.m. or thereafter.)
Recommendation: This report is intended to provide information to the City Council, no action is required 

22.    ORAL PRESENTATION BY CITY ATTORNEY: “MINI BRIEFING” ON RECENT COURT DECISIONS REGARDING PUBLIC OFFICIALS’ USE OF SOCIAL MEDIA PAGES
Recommendation: This report is intended to provide information to the City Council, no action is required.