San Gabriel — 2023-03-21

A. COMMUNITY SERVICES EMPLOYEE INTRODUCTIONS\n• Jackie Villalvazo, Recreation Specialist\n• Meyling Suy, Administrative Assistant II

B. RECOGNITION OF LEI WANG, AD49 WOMAN OF IMPACT HONOREE

B. MATERIAL DEMANDS\nThe most recent Material Demands from the Finance Department are presented\nto the City Council for review and approval.\nCalifornia Environmental Quality Act (CEQA) Determination: Not a Project as\ndefined in Section 15378 of the State CEQA Guidelines.\nRecommended Action:\nStaff recommends that the City Council approve Material Demands as\npresented.

C. CASH AND INVESTMENT REPORT – FEBRUARY 2023\nIn accordance with the City of San Gabriel’s 2022-2023 Adopted Investment\nPolicy (Resolution No. 22-30) and California Government Code Section 53646,\nthe Finance Director is to render an investment report to the City Council, City\nTreasurer, City Manager, and the City Attorney. The Cash and Investment\nReport is presented to receive and file in accordance with the City’s adopted\n2022-2023 Investment Policy. There is no fiscal impact related to this item.\nCalifornia Environmental Quality Act (CEQA) Determination: Not a Project as\ndefined in Section 15378 of the State CEQA Guidelines.\nRecommended Action:\nStaff recommends that the City Council receive and file the Cash and\nInvestment report for February 2023.

D. DIGITAL UPGRADE OF PUBLIC, EDUCATIONAL, AND GOVERNMENTAL\nCHANNEL (PEG CHANNEL) ($5,435 ONE-TIME AND $8,400 ANNUALLY)\nThe City broadcasts City Council meetings on the local public, educational, and\ngovernmental channel (PEG channel). The equipment to perform these\nbroadcasts has not been upgraded for many years and currently provides a\npoor quality, analog stream. In order to improve the quality of the broadcast\nservices, staff is requesting the City Council approve the installation of\nequipment and subscription for the PEG channel feed. The service agreement\nconsists of a one-time equipment installation of cost of $5,435. Additionally,\nthere is a monthly subscription cost of $700 per month or annual payment of\n$8,400. Funds are available in the City’s information technology fund to pay for\nthese services. The ongoing subscription costs will be paid out of the City’s\ninformation technology fund.\nCalifornia Environmental Quality Act (CEQA) Determination: Not a Project as\ndefined in Section 15378 of the State CEQA Guidelines.\nRecommended Action:\nStaff recommends that the City Council approve the service agreement with\nSpectrum Enterprise/Charter Communications.

E. APPROVAL OF A PURCHASE ORDER IN THE AMOUNT OF $33,709 FOR THE\nPADILLO ROOM WINDOW REPLACEMENT PROJECT\nThe Padillo Room windows are severely rotted and in need of replacement. Staff\nhas obtained proposals for a variety of window types and is seeking City Council\napproval to award a contract to provide and install fiberglass replacement\nwindows. Based on Staff’s recommendation for the fiberglass option, the costs\nwould be $18,708.87. Staff is also recommending the approval of $15,000 in\ncontingency funds for the project. The estimated maximum amount of funds\nfor the project is $33,708.87. Funds are available in the general fund’s facilities\ncontractual account 121-800-07-22-000 of the adopted Fiscal Year 2022-2023\nbudget.\nCalifornia Environmental Quality Act (CEQA) Determination: Not a Project as\ndefined in Section 15378 of the State CEQA Guidelines.\nRecommended Action:\nStaff recommends that the City Council authorize the City Manager to approve\na Purchase Order with US Energy Window & Door Incorporated for fiberglass\nwindows in the amount not to exceed $18,703.87 plus a $15,000 contingency\nfor potential additional work.

F. AGREEMENT (OPTION 2) WITH LOS ANGELES FLOOD CONTROL DISTRICT\nFOR MAINTENANCE OF COUNTY-OWNED STORM WATER CATCH BASINS\nCity Council approval is requested to enter into an Agreement (Option 2) with\nthe Los Angeles County Flood Control District for the maintenance of county-\nowned storm water catch basins as part of the State Water Resources Control\nBoard’s Statewide Trash Amendment. City staff will bill the Los Angeles County\nFlood Control District per the current Catch Basin Cleanout Cost schedule\nincluding an annual Consumer Price Index rate as described in Attachment C\nand as specified in the Option 2 Agreement.\nCalifornia Environmental Quality Act (CEQA) Determination: Not a Project as\ndefined in Section 15378 of the State CEQA Guidelines.\nRecommended Action:\nStaff recommends that the City Council authorize the City Manager to execute\nan Agreement (Option 2) with the Los Angeles County Flood Control District\nfor catch basin maintenance.

G. PURCHASE OF A STUMP GRINDER IN THE AMOUNT OF $39,394 FOR THE\nPARKS DIVISION\nApproval is requested from the City Council to purchase a new Vermeer Stump\nGrinder SC382 through a Sourcewell Awarded Contract. The total amount of\npurchase of the Vermeer Stump Grinder is $39,394. The adopted Fiscal Year 22-\n23 Budget includes funding from the Urban Forest Program in account 122-\n800-57-96-512.\nCalifornia Environmental Quality Act (CEQA) Determination: Not a Project as\ndefined in Section 15378 of the State CEQA Guidelines.\nRecommended Action:\nStaff recommends that the City Council:\n1. Waive formal bidding and authorize the Cooperative Purchase\nAgreement for a Vermeer Stump Grinder SC382, consistent with the\npiggyback bidding requirements pursuant to Municipal Code Section\n34.35; and\n2. Authorize the City Manager to approve a Purchase Order with RDO\nEquipment Company in an amount not to exceed $39,394 from the\nUrban Forest Program account 122-800-57-96-512.

H. ADDITIONAL FUNDING IN THE AMOUNT OF $350,000 FOR THE SEWER\nPUMP STATION PROJECT\nConstruction of the Sewer Pump Station is currently in progress and scheduled\nto be completed by April 2023. The original construction cost for this project\nwas $845,000 with a $84,500 contingency totaling $929,500. Two unforeseen\ncircumstances have arisen during construction, necessitating an increase of\n$350,000 in the project budget through Council’s adoption of a Resolution.\nThere is a balance of $113,559 available in the adopted Fiscal Year 2022-2023\nbudget via the Capital Improvement Project 4-20-01 Sewer Pump Station\nImprovements using sewer fund budget account 122-800-38-97-403. The total\nproject costs for this item is $1,279,500, which is paid from the sewer fund.\nCalifornia Environmental Quality Act (CEQA) Determination: Not a Project as\ndefined in Section 15378 of the State CEQA Guidelines.\nRecommended Action:\nStaff recommends that the City Council approve Resolution No. 23-20 to\nappropriate $236,441 from the Sewer Fund to account 122-800-38-97-403; and\nauthorize the City Manager to execute a Change Order to increase the Project\nPurchase Order No. 8942 by an additional $236,441 for a total project amount\nof $1,279,500.

A. FISCAL YEAR 2022-2023 MID-YEAR BUDGET UPDATE\nThe mid-year budget report examines the financial results of the general fund\nthrough January 31, 2023. The mid-year financial information is analyzed,\nbudget projections for both revenues and expenditures are updated, and mid-\nyear budget adjustments are proposed. As described in the report, Resolution\nNo. 23-16, the mid-year adjustments proposed by departments, will increase\ngeneral fund appropriations by $861,000, the sewer fund by $30,000, the parks\nand recreation activity fund by $29,000, and the Proposition A local return fund\nby $41,000.\nCalifornia Environmental Quality Act (CEQA) Determination: Not a Project as\ndefined in Section 15378 of the State CEQA Guidelines.\nRecommended Action:\nStaff recommends that the City Council receive and file the mid-year budget\nupdate report and adopt Resolution No. 23-16 approving mid-year adjustments\nto 2022-2023 budget and Resolution No. 23-17 approving mid-year\ndepartmental staffing adjustments.

B. ANALYSIS OF EARLY PAYOFF OF THE CITIZENS BUSINESS BANK LOAN AND\nEARLY WITHDRAWAL OF THE 10-YEAR CERTIFICATE OF DEPOSIT\nIn December of 2014, the City of San Gabriel borrowed $7.8 million from Citizens\nBusiness Bank for the construction of the Public Works maintenance facility at\nan interest rate of 1.6%. The City was required to provide 100% collateral for the\nloan in the form of a 10-year certificate of deposit (CD) which earns interest at\n.6%. This report provides an analysis on the financial impacts of an early payoff\nloan and cashing out the CD before maturity.\nCalifornia Environmental Quality Act (CEQA) Determination: Not a Project as\ndefined in Section 15378 of the State CEQA Guidelines.\nRecommended Action:\nStaff recommends the City Council direct staff to move forward with an early\npayoff of the Citizens Business Bank loan and cash out the CD before maturity\nand invest the funds in eligible City investments.

C. COUNCIL REORGANIZATION\na. Recognition of Outgoing Mayor Ding\nb. Selection of Mayor\nc. Selection of Vice Mayor\nd. New Mayor’s Comments