02-16-21 Agenda PacketAMENDED WEDNESDAY, FEBRUARY 10, 2021
AG EN DA Poway City Council
Council Chamber I 13325 Civic Center Drive I Poway, CA I 92064
February 16, 2021 I 7 p.m.
Thank you for participating in your local government and the City of Poway council meetings.
Meetings I Regular City Council meetings are held on the first and third Tuesday of the month at
7:00 p.m.
Meetings I Pursuant to the Governor's Executive Order N-29-20, a local legislative body is authorized
to hold public meetings via teleconferencing and to make public meetings accessible telephonically
or otherwise electronically to all members of the public seeking to observe and to address the local
legislative body, during the period in which local public officials impose measures to promote social
distancing. Although this Regular City Council meeting will be held at the Council Chambers located at
13325 Civic Center Drive, Poway, CA 92064, the Council Chamber will not be open to the public.
Remote public participation is encouraged in one of the following ways:
To Watch Live:
www.poway.org/councilmeetings
To Speak and Participate:
Go to: www.poway.org/meeting and join using
"Computer Audio"
If your electronic device has no microphone or
speakers:
Call : (877) 853 -5247
Enter Meeting ID: 623 291 9830
Enter Participant ID provided on your computer
PLEASE NOTE: If you wish to participate, please
also read the Speakers section for detailed
instructions as it has changed.
Public Meeting Access I Residents are strongly encouraged to participate and view remotely at the
February 16, 2021 meeting livestream via www.poway.org/councilmeetings (to watch live), via
www.poway.org/meeting (to speak and participate), or on Cox Communications Channel 24 and
Spectrum Channel 19. Meetings are rebroadcast on Mondays, Thursdays and Fridays at 6 p.m. and
Saturday and Sundays at 3 p.m. Council meeting videos are archived and available for viewing on the
City's website at www.poway.org/councilmeetings. Submission of written comments concerning items
on the agenda is encouraged.
Speakers I If viewing online or calling in via telephone, it is highly recommended to log in to the
waiting room at least 15 to 30 minutes prior to the commencement of the meeting. Persons wishing
Steve Vaus
Mayor
Barry Leonard
Deputy Mayor
Dave Grosch
Councilmember
Caylin Frank
Councilmember
John Mullin
Councilmember
to address the Council on matters not on the agenda may do so under Public Comment. Those wishing
to speak on items on the agenda may do so when the item is being considered. If you wish to speak
and are joining the meeting online, please let the City Clerk know prior to the meeting or the
announcement of the item by raising your hand digitally or by submitting a chat. If you are not using
your computer's audio, please remember to enter your Participant ID on your computer screen when
prompted on the phone. If you choose to call in without logging in online and you wish to speak on
an item, you may press *9 when the Mayor asks for speakers at the time that the item you wish to
speak on is being considered. You may speak up to three (3) minutes. The Mayor may reduce this time
if there are a large number of speakers. PLEASE NOTE: Comments submitted via email will be
accepted until 3:00 p.m. of the meeting date and distributed to the City Council as well as be
made available online after the meeting.
Technical Support I For more information on how to connect, visit www.poway.org/meetinghelp. If
you have trouble connecting or accessing the meeting, the Information Technology team is available
to help at (858) 668-4451.
Agenda Materials I This agenda contains a brief summary of each item the Council will consider.
The Agenda and Agenda Packet is posted seven (7) days prior to regular City Council meetings and are
available for viewing on the City's website at www.poway.org. Sign up at https://poway.org/list.aspx to
receive email notifications when City Council agendas are published online. Items listed on the agenda
with a "#" symbol are in preparation.
American Disabilities Act Title II I In compliance with the Americans with Disabilities Act of 1990,
persons with a disability may request an agenda in appropriate alternative formats as required by
Title II. Any person with a disability who requires a modification or accommodation in order to
participate in a meeting should direct such request to the City Clerk's office 858.668.4530 at least 24
hours prior to the meeting.
The City Council also sits as the City of Poway Planning Commission, Poway Housing Authority,
Public Financing Authority and Successor Agency to the Poway Redevelopment Agency
CALL TO ORDER:
ROLL CALL:
PLEDGE OF ALLEGIANCE:
MOMENT OF SILENCE:
PRESENTATION:
2 of 4 Regular City Council Meeting February 16, 2021
PUBLIC COMMENT: In accordance with State law, an item not scheduled on the agenda may be
brought forward by the general public for comment; however, the City Council will not be able to
discuss or take action on any issue not included on the agenda. You may speak up to three (3) minutes.
Speakers have one opportunity to address the Council under Public Comment.
CONSENT CALENDAR: The Consent Calendar may be enacted in one motion by the Council with a
Roll Call Vote without discussion unless a Council member, a member of the public, or City Manager
requests that an item be removed for discussion.
1. Approval of Reading by Title Only and Waiver of Reading in Full of Ordinances on this Agenda
2. Approval of the January 19, 2021 Regular City Council Meeting Minutes
3. Resolution to Continue the Existence of a Local Emergency within the City of Poway Due to the
Novel Coronavirus (COVID-19) Global Pandemic
4. Acceptance of the FY 2019-20 ADA Barrier Removal -Lake Poway Pathways Project; Bid No. 21-
004 with Blue Pacific Engineering & Construction, as Complete
5. Partial Acceptance of the Extension of the 2018-2019 Street Maintenance Project Contract for the
2020-2021 Street Maintenance Project; Bid No. 18-022 (Second Amendment) with American
Asphalt South, Inc., as Complete
6. Acceptance of the Extension of the 2018-2019 Citywide Striping Project Contract for the 2020-2021
Citywide Striping Project; Bid No. 18-021 with Statewide Stripes, Inc., as Complete
7. Acceptance of the Fire Station 1 Shower Room Remodel Project with EC Constructors Inc., as
Complete
ORDINANCES FOR INTRODUCTION: None
ORDINANCES FOR ADOPTION: None
PUBLIC HEARINGS: None
STAFF REPORTS:
8. Capital Improvement Program Update
City Manager's Recommendation: This is an informational item and there is no recommended
action.
WORKSHOPS: None
COUNCIL-INITIATED ITEMS: None
3 of 4 Regular City Council Meeting February 16, 2021
COUNCIL COMMITTEE REPORTS and ANNOUNCEMENTS: Pursuant to AB1234 -(G.C. 53232(d))
CITY MANAGER ITEMS:
CITY ATTORNEY ITEMS: (Including any public report of any action taken in closed session)
CLOSED SESSION:
9. Conference with Legal Counsel -Anticipated Litigation -added on 2110121
Government Code§ 54956.9(d)(2) -one (1) case
ADIOURNMENT
State of California
County of San Diego
)
) 55.
)
AFFIDAVIT OF POSTING
I, Vaida Pavo/as, CMC, City Clerk of the City of Poway, hereby declare under penalty of perjury that this notice of a
Regular Meeting as called by the City Council of the City of Poway was posted and provided on February 10, 2021
at 3:45 p.m. Said meeting to be held at 7:00 p.m., February 16, 2021, in the Poway City Council Chambers, 13325
Civic Center Dri~oway, \'Jnia. Said notice was posted on the Bulletin Board at the entrance ta City Hall. u~~-
Vaida Pavo/a, CMC, City, k
4 of 4 Regular City Council Meeting February 16, 2021
AGENDA RE PO RT City of Poway
DATE:
TO:
FROM:
February 16, 2021
Honorable Mayor and Members of the City Council
Vaida Pavolas, City Clerk
(858) 668-4535 or vpavolas@poway.org
CITY COUNCIL
SUBJECT: Approval of the January 19, 2021 Regular City Council Meeting Minutes
Summary:
The City Council Meeting Minutes submitted hereto for approval are:
• January 19, 2021 Regular City Council Meeting Minutes
The Poway City Council sits as the Poway Planning Commission, the Poway Housing Authority, the
Public Financing Authority, and the Successor Agency to the Poway Redevelopment Agency.
Recommended Action:
It is recommended that the City Council approve the January 19, 2021 Regular City Council Meeting
Minutes.
Public Notification:
None.
Attachments:
A. January 19, 2021 Regular City Council Meeting Minutes
Reviewed/ Approved By:
Wendy Kaserman
Assistant City Manager
1 of 5
Reviewed By:
Alan Fenstermacher
City Attorney
Approved By:
City Manager
February 16, 2021, Item #2
City of Poway – Minutes – January 19, 2021
2 of 5 February 16, 2021, Item #2
CITY OF POWAY CITY COUNCIL REGULAR MEETING MINUTES
January 19, 2021
City Council Chambers
13325 Civic Center Drive, Poway, California
(Per Government Code 54953) (Meeting Called to Order as City Council/City of Poway Planning Commission/Poway Housing Authority/Public Financing Authority and Successor Agency to the Poway Redevelopment Agency)
CALL TO ORDER
Mayor Vaus called the Regular Meeting to order at 7:00 p.m.
ROLL CALL
John Mullin, Caylin Frank, Dave Grosch, Barry Leonard, Steve Vaus
STAFF MEMBERS PRESENT
City Manager Chris Hazeltine; Assistant City Manager Wendy Kaserman; City Attorney Alan Fenstermacher; City Clerk Vaida Pavolas; Development Services Director Bob Manis; Finance Director Aaron Beanan; Human Resources and Risk Management Director Jodene Dunphy;
Public Works Director Eric Heidemann; Fire Chief Jon Canavan; Captain Dave Schaller, Sheriff’s Department
(Note: Hereinafter the titles Mayor, Deputy Mayor, Councilmember, City Manager, Assistant City
Manager, City Attorney, City Clerk and Director of Finance shall be used to indicate Mayor/Chair, Deputy Mayor/Vice Chair, Councilmember/Director, City Manager/Executive Director, Assistant
City Manager/Assistant Executive Director, City Attorney/Counsel, City Clerk/Secretary and
Director of Finance/Finance Officer.)
PLEDGE OF ALLEGIANCE
Deputy Mayor Leonard led the Pledge of Allegiance.
MOMENT OF SILENCE
Mayor Vaus led a moment of silence.
PRESENTATIONS
None.
PUBLIC COMMENT
Kathleen Lippitt, via teleconference, spoke regarding cannabis advertising.
NOTE: These draft meeting minutes are not official until approved by the City Council at the next scheduled meeting.
ATTACHMENT A
City of Poway – Minutes – January 19, 2021
3 of 5 February 16, 2021, Item #2
CONSENT CALENDAR Motioned by Mayor Vaus, seconded by Councilmember Mullin to approve Consent Calendar Items 1 through 13. Motion carried by the following roll-call vote: Ayes: Mullin, Frank, Grosch, Leonard, Vaus Noes: None Abstained: None Absent: None Disqualified: None 1. Approval of Reading by Title Only and Waiver of Reading in Full of Ordinances on this Agenda 2. Approval of the December 1, 2020 Regular City Council Meeting Minutes 3. Adoption of Resolution No. 21-001 entitled “A Resolution of the City Council of the City of Poway, California, Finding and Declaring the Continued Existence of an Emergency within the City due to the Novel Coronavirus (COVID-19) Global Pandemic” 4. Award of Agreement with Urban Corps of San Diego County for As-Needed General Maintenance Services; RFP No. 21-016 5. Acceptance of the Sebago Avenue Channel Repair Project; Bid No. 21-001 with HSCC, Inc.
as Complete 6. Approval of Memorandum of Understanding Between the City of Poway and Poway Unified
School District for Meadowbrook Middle School Gymnasium Fire Alarm System Improvements
7. Acceptance of Public Improvements for the Parkway Summit Project; STI18-003 8. Adoption of Resolution No. 21-002 entitled “A Resolution of the City Council of the City of Poway, California, Ordering the Summary Vacation of a Portion of a Public Street, to wit: Kirkham Way, all in the City of Poway TPM 06-04, Parcel Map No. 21053 (Vacation No, 20-001)”; Adoption of Resolution No. 21-003 entitled “A Resolution of the City Council of the City of Poway, California, Ordering the Summary Vacation of a Portion of a Public Pedestrian Access Easement on Parcel 2 of the City of Poway TPM 06-04, Parcel Map No. 21053, (Vacation No. 20-002)”; Adoption of Resolution No. 21-004 entitled “A Resolution of the City Council of the City of Poway, California, Ordering the Summary Vacation of a Portion of a General Utility Easement on Parcel 2 of the City of Poway TPM 06-04, Parcel Map No. 21053
(Vacation No. 20-003)”; and adoption of Resolution No. 21-005 entitled “A Resolution of the City Council of the City of Poway, California, Ordering the Summary Vacation of Portions of a Water Utility Easement on Parcel 2 of the City of Poway TPM 06-04, Parcel Map No. 21053
(Vacation No. 20-004)” 9. Award of Contract to Sunbelt Controls for the City Hall HVAC Controls Project; RFP No. 21-
013 10. Award of Contract to Southern Contracting Company for the Power to Blue Crystal Reservoir Project; Bid No. 21-010
City of Poway – Minutes – January 19, 2021
4 of 5 February 16, 2021, Item #2
11. Partial Acceptance of the LED Street & Safety Lighting Conversion Project; RFP 19-025 with Tanko Lighting, Inc., as Complete
12. Adoption of Resolution No. 21-006 entitled “A Resolution of the City Council of the City of Poway, California, Amending and Adopting the Charter for the Budget Review Committee”
Hiram Soto and Chris Olps, via teleconference, spoke in opposition to the proposed charter amendment.
Chris Cruse and Howard Collins submitted email correspondence in opposition to the proposed charter amendment. 13. Award of Contract to Y&S Technologies for Desktop Computer Replacement Purchase and Services; RFP No. 21-014 ORDINANCES FOR INTRODUCTION None.
ORDINANCES FOR ADOPTION None.
PUBLIC HEARINGS
None. STAFF REPORTS 14. Los Penasquitos Lagoon Restoration Project Senior Civil Engineer Tracy Beach presented the report along with a PowerPoint presentation regarding stormwater regulations, the requirements of the Los Penasquitos Lagoon Sediment Total Maximum Daily Load (Sediment TMDL), the Restoration Project and alternative options to meet the requirements set forth in the Sediment TMDL. Ms. Beach explained that Poway is located in the Los Penasquitos watershed and that the Los Penasquitos Lagoon Restoration
Project is a regional effort created to meet Sediment TMDL requirements by successfully restoring 346 acres of lagoon salt marsh habitat. Ms. Beach explained that a formal MOU to cost share the project with other Copermittees will be required to participate in the project.
She explained that staff has expressed concerns that Poway’s contribution percentage does not properly incorporate sediment reductions done through on-going channel maintenance in the draft MOU. She further added that Poway is not required to participate in the restoration
project, however, Poway would need to demonstrate that sediment reductions are affecting Poway’s proportional share of the 346 acres and would still result in restoration of lagoon salt marsh habitat, which may be difficult to prove with the other Copermittees proceeding with the Lagoon Restoration. Ms. Beach concluded that staff is seeking Council direction on the various options to comply with and reduce Poway’s share of sediment loads to the water body. Victor Avina, via teleconference, expressed support for Option 1 in the staff report.
Chris Olps, via teleconference, expressed support for participating in the Restoration project.
City of Poway – Minutes – January 19, 2021
5 of 5 February 16, 2021, Item #2
Yuri Bohlen, via teleconference, inquired about changes to the sediment levels since November 2019.
Council discussion ensued in support of participating in the Lagoon Restoration Project, however, Council was not in favor of participating at the full level currently being proposed with the cost share of approximately $6.7 million in the draft MOU. In response to Council’s inquiry, Ms. Beach explained that Poway’s 19 percent cost-share was based on the sediment load allocation assigned to each jurisdiction through the model used in development of the WQIP. She added that updates to the sediment load methodology must be updated in the WQIP and approved by the Regional Board. In response to Council’s inquiry, City Attorney Alan Fenstermacher clarified that the current MS4 permit regulates the Sediment TMDL requirements that jurisdictions such as Poway within the watershed are subject to. Council provided direction to staff to proceed with MOU negotiations with Copermittees, with consideration to participate in the Restoration Project, subject to City Council approval of the final MOU at a future City Council meeting. WORKSHOPS None. COUNCIL-INITIATED ITEMS None. COUNCIL COMMITTEE REPORTS and ANNOUNCEMENTS: Pursuant to AB1234 - (G.C. 53232(d)) The Mayor and Council made announcements and reported on various events taking place in the City. No action was taken. Mayor Vaus reported out from a recent meeting of SANDAG and announced that Encinitas Mayor Catherine Blakespear has taken over as Chair of the SANDAG Board of Directors. CITY MANAGER ITEMS: None. CITY ATTORNEY ITEMS: (Including any public report of any action taken in closed session) None. ADJOURNMENT The meeting adjourned at 8:14 p.m. ________________________________ Vaida Pavolas, CMC City Clerk City of Poway, California
February 16, 2021, Item #3i OF P)q;; c/ ---'1r AG EN DA REPORT City of Poway -------~ ... ---·-···· ----··· -'0(.,~ CITY COUNCIL DATE: TO: FROM: CONTACT: SUBJECT: Summary: February 16, 2021 Honorable Mayor and Me~s of the City Council Jon M. Canavan, Fire Chief~ Jon M. Canavan, Fire Chief (858) 668-4461 or jcanavan@poway.org Resolution to Continue the Existence of a Local Emergency Within the City of Poway Due to the Novel Coronavirus (COVID-19) Global Pandemic The Novel Coronavirus (COVID-19) global pandemic continues to cause unprecedented impacts on all economic and social segments of the United States. Federal, state, and county directives, mandates, and orders to prevent, control and manage the spread of COVI D-19 have, and continue to, impact Poway residents, businesses, and visitors. On March 18, 2020, the City Council approved a resolution proclaiming a local emergency. The adopted resolution requires the City Council to either continue the emergency action or declare the emergency ended at each regular meeting. Recommended Action: It is recommended that the City Council approve a resolution continuing the Proclamation of Local Emergency authorizing the City Manager to take necessary actions to protect the public and welfare of the City from the serious and imminent threat of COVID-19. This action requires a four-fifths (4/5) vote of the City Council. Discussion: The COVID-19 global pandemic continues to impact business, education, healthcare, military, and social segments of the United States. COVI D-19 has resulted in a swift economic slowdown and high unemployment rates. Federal, state, and county directives, mandates, orders, and guidelines have been issued to prevent, control, and manage the spread of COVID-19. While efforts are focused on re-opening the economy and relaxing restrictions, impact on Poway residents, businesses and visitors continues. In response to the COVID-19 global pandemic, and its impact on Poway, the City Manager, seNing as Director of Emergency SeNices for the City of Poway, proclaimed a local emergency on March 13, 2020. On March 18, 2020, the City Council approved Resolution No. 20-013 ratifying the City Manager's Proclamation of Local Emergency. The City Council approved to continue the emergency action in 2020 on April 7, April 21, May 5, May 19, June 2, June 16, July 7, July 21, August 4, September 1, September 15, October 6, October 20, November 17, December 1, and December 15. And in 2021, the City Council approved to continue the emergency action on January 19 and February 2. The adopted resolution requires the City Council to either continue the emergency action or declare 1 of 5
February 16, 2021, Item #3the emergency ended at each regular meeting. Environmental Review: This action is not subject to review under the California Environmental Quality Act (CEQA). Fiscal Impact: As of February 1, 2021, City costs to respond to COVI D-19 are estimated at $785,362. This amount differs from the amounts in the COVID-19 Economic Update staff report presented to Council on September 15, 2020 primarily because the amounts listed here relate to FEMA eligible expenditures. The total fiscal impact is unknown at this time. Per the City Council adopted General Fund Reserve policy, the City maintains a General Fund Reserve of 45 percent of the budgeted annual General Fund operating expenditures, or $19,233,004 as of June 30, 2020, net of the $2,000,000 used from the Extreme Events/Public Safety reserve the City Council approved on April 16, 2020 to fund the Poway Emergency Assistance Recovery Loan (PEARL) program. The PEARL program is discussed in more detail below. Within that 45 percent, $12,142,455 is set aside for Extreme Events/Public Safety. Based upon the City's reserve policy, there are adequate reserves to cover the costs to respond to this health emergency. Further, staff believes some of the costs are recoverable under State and Federal Disaster programs. Amounts recovered under these programs will be used to replenish the General Fund reserve. Pursuant to the reserve policy, staff will return with a plan to replenish any General Fund reserves not replenished under a State or Federal Disaster program. Staff will recommend applicable budget adjustments prior to the completion of the current fiscal year. In addition to using reserves to respond to COVID-19, as mentioned above, on April 16, 2020, the City Council approved $2,000,000 to fund the PEARL program for small businesses. The PEARL program's goal is to offer financial assistance to small businesses located in Poway by complementing existing state and federal loan programs and to provide a financial bridge to businesses to survive the current emergency. The PEARL program provides loans of up to $50,000 to eligible business. As of February 1, 2021, staff has received 79 applications requesting $2,862,165 in loans. Based on staff's review, 35 loans totaling $1,385,326 have been approved. The reserve fund will be replenished from the repayment of PEARL loans over a three-year period following the end of the local COVID-19 emergency. This period falls within the General Fund Reserve Policy's direction to fully replenish reserves within five years of use. Public Notification: None. Attachments: A. Resolution B. Proclamation of Local Emergency Reviewed/Approved By: Wendy Kaserman Assistant City Manager 2 of s Reviewed By: Alan Fenstermacher City Attorney a City Manager
February 16, 2021, Item #3RESOLUTION NO. 21-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, FINDING AND DECLARING THE CONTINUED EXISTENCE OF AN EMERGENCY WITHIN THE CITY DUE TO THE NOVEL CORONAVIRUS (COVID-19) GLOBAL PANDEMIC WHEREAS, the Novel Coronavirus (COVID-19) global pandemic in the City of Poway, commencing on or about January 24, 2020 that creates a threat to public health and safety; WHEREAS, Government Code section 8630 and Poway Municipal Code (PMC) Section 2.12.060 empower the City Manager, acting as the Director of Emergency Services, to proclaim the existence of a local emergency when the City is affected by a public calamity, and the City Council is not in session; WHEREAS, on March 13, 2020, the City Manager, acting pursuant to Government Code section 8630 and PMC section 2.12.060, proclaimed the existence of a local emergency based on conditions of extreme peril to the health and safety of persons caused by the Novel Coronavirus (COVID-19) global pandemic; WHEREAS, on March 18, 2020, the City Council, acting pursuant to Government Code section 8630 and PMC section 2.12.065, ratified the existence of a local emergency within seven (7) days of a Proclamation of Local Emergency by the City Manager; WHEREAS, the City Council, acting pursuant to PMC section 2.12.065, approved extending the emergency declaration during regularly scheduled meetings in 2020 on April 7, April 21, May 5, May 19, June 2, June 16, July 7, July 21, August 4, September 1, September 15, October 6, October 20, November 17, December 1, December 15, and in 2021 on January 19, and February 2; WHEREAS, Public Contract Code Section 20168 provides that the City Council may pass by four-fifths (4/5) vote, a resolution declaring that the public interest and necessity demand the immediate expenditure of public money to safeguard life, health, or property; WHEREAS, upon adoption of such resolution, the City Manager may expend any sum required in the emergency and report the same to the City Council in accordance with Public Contract Code Section 22050; WHEREAS, if such expenditure is ordered, the City Council shall review the emergency action at each regular meeting, to determine if there is a need to continue the action or if the Proclamation of Local Emergency may be terminated; and WHEREAS, such the Novel Coronavirus (COVID-19) global pandemic constitute an emergency within the terms of Public Contract Code Sections 20168 and 22050 which requires that the City Manager be able to act quickly and without complying with the notice and bidding procedures of the Public Contract Code to safeguard life, health, or property. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway hereby finds and declares: 3 of 5 ATTACHMENT A
February 16, 2021, Item #3Resolution No. 21-Page 2 SECTION 1: An emergency continues to exist within the City as the result of the Novel Coronavirus (COVID-19) global pandemic; and (a) The continuing threat of the Novel Coronavirus (COVID-19) global pandemic requires that the City be able to expend public money in order to safeguard life, health, or property; (b) The City Manager, as the City's Personnel Officer, is authorized to take actions necessary to alter employee leave policies and ensure a safe and healthy workforce; (c) The City Manager is authorized to safeguard life, health, or property without complying with notice or bidding procedures; and (d) Once such expenditure is made, the City Manager shall report the conditions to the City Council at each regular meeting, at which time the City Council shall either continue the emergency action or declare the emergency ended. SECTION 2: This Proclamation of Local Emergency and all subsequent resolutions in connection herewith shall require a four-fifths (4/5) vote of the City Council. PASSED, ADOPTED AND APPROVED at a Regular Meeting of the City Council of the City of Poway, California on the 16th day of February, 2021 by the following vote, to wit: AYES: NOES: ABSENT: DISQUALIFIED: Steve Vaus, Mayor ATTEST: Vaida Pavolas, CMC, City Clerk 4 of 5
February 16, 2021, Item #3PROCLAMATION OF LOCAL EMERGENCY WHEREAS, section 2.12.060 of the Poway Municipal Code empowers the Director of Emergency Services to proclaim the existence or threatened existence of a local emergency when the City is affected or likely to be affected by a public calamity and the City Council is not in session; WHEREAS, the City Manager, as Director of Emergency Services of the City of Poway, does hereby find that conditions of extreme peril to the safety of persons and property have arisen within the City of Poway, caused by the Novel Coronavirus (COVID-19) commencing on January 24, 2020; WHEREAS, that the City Council of the City of Poway is not in session and cannot immediately be called into session; and WHEREAS, this Proclamation of Local Emergency will be ratified by the City Council within seven days of being issued. NOW, THEREFORE, IT IS HEREBY PROCLAIMED by the Director of Emergency Services for the City of Poway, that a local emergency now exists throughout the City and that said local emergency shall be deemed to continue to exist until its termination is proclaimed by the City Council; IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of said local emergency the powers, functions, and duties of the emergency organization of this City shall be those prescribed by state law, ordinances, and resolutions of this City, and by the City of Poway Emergency Plan; and IT IS FURTHER PROCLAIMED AND ORDERED that a copy of this Proclamation of Local Emergency be forwarded to the State Director of the Governor's Office of Emergency Services with a request that; 1. The State Director find the Proclamation of Local Emergency acceptable in accordance with provisions of the Natural Disaster Assistance Act; and 2. The State Director forward this Proclamation, and request for a State Proclamation and Presidential Declaration of Emergency, to the Governor of California for consideration and action. PASSED AND ADOPTED by the Director of Emergency Services for the City of Poway this 13th day of March 2020. Director of Emergency Services 5 of 5 ATTACHMENT B
February 16, 2021, Item #4DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA REPORT CityofPoway February 16, 2021 Honorable Mayor and Members of the City Council Robert Manis, Director of Development Services~ Brian Banzuelo, Associate Civil Engineer ~ (858) 668-4623 or bbanzuelo@poway.org CITY COUNCIL Acceptance of the FY 2019-20 ADA Barrier Removal -Lake Poway Pathways Project; Bid No. 21-004 with Blue Pacific Engineering & Construction, as Complete On September 15, 2020, the City Council awarded the contract for FY 2019-20 ADA Barrier Removal -Lake Poway Pathways Project; Bid No. 21-004, to Blue Pacific Engineering & Construction, in the amount of $98,100.00. This action will accept the project as complete. Recommended Action: It is recommended that the City Council: (1) Accept the FY 2019-20 ADA Barrier Removal -Lake Poway Pathways Project as complete; (2) Authorize the City Clerk to file and record the Notice of Completion; (3) Authorize the release of the retention in the amount of $5,188.50, if unencumbered, 45 days after City Council acceptance; (4) Release the Ohio Casualty Insurance Company Bond for Material and Labor in the amount of $98,100.00 after the release of retention; and (5) Retain the Ohio Casualty Insurance Company Bond for Faithful Performance for a period of one year. Discussion: The FY 2019-20 ADA Barrier Removal -Lake Poway Pathways Project is funded through the Community Development Block Grant (CDBG) Program. The County of San Diego manages the program and distributes funds to the City. This project consisted of installing ADA compliant walkways to the existing baseball field and one existing picnic area at Lake Poway Park. The project tasks included the installation of concrete walkways and handrails to meet ADA accessibility standards. There was one change order for this project which increased the contract amount by $5,670.00. This change order included the removal of unsuitable materials, modification of an existing area storm drain, and replacement of additional sod. The final contract amount is $103,770.00. 1 of 2
February 16, 2021, Item #4Environmental Review: The matter of acceptance of public improvements that have been completed, which were the subject of a prior environmental determination, is not subject to the California Environmental Quality Act. Fiscal Impact: Sufficient funds are available in the CDBG FY20 ADA Barrier Removal-Lake project account (PRK0018) for the release of retention. Funds remaining in the project at year end will be reappropriated to another project eligible for CDBG grant reimbursement, subject to approval by the County. Public Notification: None. Attachments: None. Reviewed/ Approved By: Wendy Kaserman Assistant City Manager 2 of2 Reviewed By: Alan Fenstermacher City Attorney Approved By: *e City Manager
February 16, 2021, Item #5DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA REPORT CityofPoway February 16, 2021 Honorable Mayor and Members of the City Council Robert Manis, Director of Development Services~ Jeff Beers, Special Projects Engineer ~ (858) 668-4624 or jbeers@poway.org CITY COUNCIL Partial Acceptance of the Extension of the 2018-2019 Street Maintenance Project Contract for the 2020-2021 Street Maintenance Project; Bid No. 18-022 (Second Amendment) with American Asphalt South, Inc., as Complete On June 16, 2020, the City Council awarded the contract for the Extension of the Fiscal Year 2018-2019 Street Maintenance Project Contract for the Fiscal Year 2020-2021 Street Maintenance Project; Bid No. 18-022 to American Asphalt South, Inc. in the amount of $1,153,978.65. This action will partially accept the project as complete. Recommended Action: It is recommended that the City Council partially accept the contract of the Extension of the 2018-2019 Street Maintenance Project Contract for the 2020-2021 Street Maintenance Project as complete and authorize the release of retention in the amount of $56,001.93, if unencumbered, 45 days after City Council acceptance. Discussion: The 2020-2021 Street Maintenance Project (FY 2020-21 Project) placed approximately 4.2 million square feet of type II and 166,000 square feet of type I emulsion aggregate slurry and approximately 314,000 square feet of polymer modified chip seal and raised 207 water, sewer, and monument lids flush to grade. The scope of the FY 2020-21 Project included placement of street maintenance treatments on streets within Street Maintenance Zone 2. The streets are located south of Lake Poway Road, east of Midland Road and north of Poway Road. The work is also located on both sides of Twin Peaks Road from Espola Road to Midland Road and on both sides of Espola Road from Sandhill Road to Poway Road excluding Titan Way to Twin Peaks Road. This section of Espola Road was excluded until the completion of the Espola Road Safety Improvements project. The rehabilitation of the Community Park parking lot was scheduled to be complete with the 2019-2020 Street Maintenance Project. With the construction of the new Mickey Cafagna Community Center it was determined that the rehabilitation of the parking lot would be rescheduled to the spring of 2021, prior to the completion of the new Community Center. A change order will be processed and 1 of 2
February 16, 2021, Item #5paid from the Mickey Cafagna Community Center Project budget (BDG0001) to place a type I slurry seal and complete the parking lot rehabilitation. The change order will extend the contract time by 140 days. Tasks from the FY 2020-21 Project scope of work were completed in December 2020 to the satisfaction of City staff. By partially accepting the project as complete, the retention on that portion of the contract ($1,120,038.69) may be released. The remaining retention on the FY 2020-21 Project scope of work is $56,001.93. This action partially accepts the Extension of the 2018-2019 Street Maintenance Project Contract for the 2020-2021 Street Maintenance Project as complete, however the contract will remain in force and open until March 31, 2021 to complete the change order tasks for the Community Center parking lot. There was one Change Order to zero-out the exact quantities constructed with the estimated quantities in the contract bid schedule which reduced the contract by $33,939.96. The current contract amount is $1,120,038.69. Environmental Review: The matter of acceptance of public improvements that have been completed, which were the subject of a prior environmental determination, is not subject to the California Environmental Quality Act. Fiscal Impact: Sufficient funds are available in 2020-2021 Street Maintenance Project account (411040-43205). After the retention payment of $40,225.93, there will be an available balance of $598,285.92. Once the remaining portions of the project have been completed, surplus funds will be returned to the Gas Tax Fund, for use on future projects. Public Notification: None. Attachments: None. Reviewed/ Approved By: Wendy Kaserman Assistant City Manager 2 of 2 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch~ City Manager
February 6, 2021, Item #6
DATE:
TO:
FROM:
CONTACT:
SUBJECT:
Summary:
AGENDA REPORT C ityofPoway
February 16, 2021
Honorable Mayor and Members of the City Council
Robert Manis, Director of Development Services/M
Jeff Beers, Special Projects Engineer ~
(858) 668-4624 or jbeers@poway.orgJ /
CITY COUNCIL
Acceptance of the Extension of the 2018-2019 Citywide Striping Project Contract for
the 2020-2021 Citywide Striping Project; Bid No. 18-021 with Statewide Stripes, Inc., as
Complete
On June 16, 2020, the City Council awarded the contract for the Extension of the 2018-2019 Citywide
Striping Project Contract for the 2020-2021 Citywide Striping Project; Bid No. 18-021, to Statewide
Stripes, Inc., in the amount of $270,537.00. This action will accept the project as complete.
Recommended Action:
It is recommended that the City Council:
(1) Accept the Extension of the 2018-2019 Citywide Striping Project Contract for the 2020-2021
Citywide Striping Project as complete;
(2) Authorize the City Clerk to file and record the Notice of Completion;
(3) Authorize the release of the retention in the amount of $13,526.85, if unencumbered, 45 days after
City Council acceptance;
(4) Release the Merchants Bonding Company Bond for Material and Labor in the amount of
$270,537.00 after the release of retention; and
(5) Retain the Merchants Bonding Company Bond for Faithful Performance for a period of one year.
Discussion:
The 2020-2021 Citywide Striping Project included replacement of traffic striping, thermoplastic
legends and markings, and refreshing of painted curbs within Street Maintenance Zone 2. It also
included refreshing of existing striping and painted curbs in Zones 1, 5 and 7. There were no Change
Orders. The final contract amount is $270,537.00.
The 2018-2019 Citywide Striping Project contract allowed for two one-year extensions. The extension
for the 2020-2021 project was the second and final allowable extension. As stated in the contract in
Section 4-2 of the Special Provisions, this is an annual as-needed contract. This action accepts the
2020-2021 Citywide Striping Project as complete, however the contract will remain in force and open
until June 30, 2021 to complete additional as-needed work.
1 of 2
February 6, 2021, Item #6
Environmental Review:
The matter of acceptance of public improvements that have been completed, which were the subject
of a prior environmental determination, is not subject to the California Environmental Quality Act.
Fiscal Impact:
Sufficient funds are available in the 2020-2021 Citywide Striping Project account (411040-43300) for
the release of retention. Funds remaining in the project at year end will be returned to the Gas Ta x
Fund for use on other projects.
Public Notification:
None.
Attachments:
None.
Reviewed/Approved By:
Wendy Kaserman
Assistant City Manager
2 of 2
Reviewed By:
Alan Fenstermacher
City Attorney
Approved By:
City Manager
February 16, 2021, Item #7AGENDA REPORT CityofPoway DATE: TO: FROM: CONTACT: February 16, 2021 Honorable Mayor and Members of the City Council Robert Manis, Director of Development Services -ft'\, Jeff Beers, Special Projects Engineer (858) 668-4624 or jbeers@poway.org CITY COUNCIL SUBJECT: Acceptance of the Fire Station 1 Shower Room Remodel Project with EC Constructors Inc., as Complete Summary: On October 12, 2020, the City entered into a contract with EC Constructors, Inc. in the amount of $94,383, to construct the Fire Station 1 Shower Room Remodel project. The project was funded as a part of Resolution No. 20-013, Proclamation of Local Emergency due to the COVID-19 global pandemic. This action will accept the project as complete. Recommended Action: It is recommended that the City Council: (1) Accept the Fire Station 1 Shower Room Remodel Project as complete; (2) Authorize the City Clerk to file and record the Notice of Completion; (3) Authorize the release of the retention in the amount of $4,782.90, if unencumbered, 45 days after City Council acceptance; (4) Release the Ohio Casualty Insurance Company Bond for Material and Labor in the amount of $94,383.00 after the release of retention; and (5) Retain the Ohio Casualty Insurance Company Bond for Faithful Performance for a period of one year. Discussion: The Fire Station 1 Shower Room Remodel Project changed the existing communal shower room into a four stall semi-private shower area. The modifications allow multiple users to shower at the same time, maximizing response readiness, and providing adherence to social distancing. Modifications to the water system, sewer system, and the concrete floor were required to accommodate the modifications. There was one change order for this project which increased the contract amount by $1,275.00. This change order was to add a vapor barrier to the concrete slab. The final contract amount is $95,658.00. 1 of 2
February 16, 2021, Item #7Environmental Review: The matter of acceptance of public improvements that have been completed, which were the subject of a prior environmental determination, is not subject to the California Environmental Quality Act. Fiscal Impact: Sufficient funds are available in the Fire Station 1 Shower Room Remodel Project account (MNT0024) for the release of retention. Funds remaining in the project at year end will be returned to the General Fund for use on other projects. Public Notification: None. Attachments: None. Reviewed/ Approved By: Wendy Kaserman Assistant City Manager 2 of 2 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch. City Manager
February 16, 2021, Item 8AGENDA RE PO RT City of Poway DATE: TO: FROM: CONTACT: SUBJECT: Summary: February 16, 2021 Honorable Mayor and Members of the City Council Robert Manis, Director of Development Services ft!\ Melody Rocco, City Engineer ~ (858) 668-4653 or mrocco@poway.org Capital Improvement Program Update CITY COUNCIL This report presents a status update on the Capital Improvement Program (CIP) and a brief status of each ongoing project within the current CIP. At the City Council meeting, staff will present more detail on the higher profile projects. ,Recommended Action: This is an informational item and there is no recommended action. Discussion: The City's CIP is administered by staff from the Engineering Division of the Development Services Department with the goal of maintaining and improving the City's infrastructure, and enhancing public facilities based upon community needs. Engineering staff provides professional engineering services in the planning, design, and construction of the CIP projects. The CIP is an ongoing process which matches available funds with prioritized needs. During program planning, staff takes inventory of the City's existing infrastructure and facilities, considers facility and system assessments completed by consultants as well as community needs, and then develops a prioritized project list consistent with community goals. Projects are prioritized and designed to achieve optimum use of available funding. Projects are categorized into the following categories: Streets, Drainage, Public Facilities, Water, and Sewer. The current CIP includes 40 projects with $10.86 million appropriated with the FY 2020-21 budget for a total of $53.86 million in appropriations for these projects. A list of all currently funded projects is provided as Attachment A. This report presents updates to the status of projects since the last program update was presented to City Council on October 20, 2020. Projects previously completed and accepted by City Council or that continue to be on hold are not listed in the project discussion but are identified in Attachment A. 1 of 6
February 16, 2021, Item 8STREETS The primary goal of projects within the Streets category is to extend the useful life of public streets, to address capacity issues, to maintain the City's traffic signals, to refresh and update street striping and signage, and to maximize efficiency for vehicles, bicycles, and pedestrians while ensuring public safety. The 2020-21 Street Maintenance and 2020-21 Citywide Striping projects are substantially complete and are scheduled for acceptance on the February 16, 2021 City Council agenda. The Traffic Signal Controller Upgrades project (FY 2019-20) will be advertising for construction in the next few weeks. The Espola Road Safety Improvements project continues to progress through the utility undergrounding phase. SDG&E completed the 20A portion of the undergrounding in October 2020 and began work in the 20B portion in November 2020. After some delays, SDG&E is continuing their work in 20B and is scheduled to be complete by the beginning of March 2021. Cox Communications is undergrounding their infrastructure on 20A and 20B concurrently and is anticipating they will be done by the middle of March 2021. AT&T will begin their work in the next few weeks and coordinate their efforts with both Cox and SDG&E. The original scope of work for the LED Street & Safety Lighting Conversion project was completed in July 2020. Change order tasks that expanded the project scope are ongoing. The contractor replaced all the decorative lighting in the Civic Center area and will be installing pilot fixtures on Midland Road to help staff make a final decision on the best fixture to use for the Old Poway neighborhood. The project is anticipated to be completed by summer. The Espola Road Bike Lanes project and the Neighborhood Sidewalks (Powers and Garden Road areas) project are progressing through design. The Traffic Signal Controller Upgrades project (FY 2020-21) will begin design in the next few months. Inspections for the 2021-22 Street Maintenance project were completed in conjunction with Public Works staff and will be advertised for construction along with the 2021-22 Citywide Striping project in the spring. The 2021-22 Street Overlay project is under design. DRAINAGE The primary goal of projects within the drainage category is preservation and maintenance of existing infrastructure, including culverts, concrete channels and natural channels, and the ongoing annual replacement of deteriorating corrugated metal pipes (CMP). It also includes the Annual Trash Capture Program, which is an unfunded mandate by the Regional Water Quality Control Board to capture all trash greater than 5mm, essentially anything larger than a cigarette butt, in priority land use areas (PLUs). PLUs include areas classified as commercial, industrial, and high density residential as well as transit stops. The City has ten years to comply with the region-wide mandate and is appropriating funding annually with the CIP budget to complete a portion of the program each year. The Sebago Avenue Channel Repairs project was completed and accepted at the January 19, 2021 City Council meeting. The 2019-20 Corrugated Metal Pipe Annual Repair/Replace project began construction in November 2020 and is nearing completion. The installation of trash capture devices for the Annual Trash Capture project (2019-20) is underway and is anticipated to be completed by the end of February. PUBLIC FACILITIES The primary goal of projects within the Public Facilities category is the preservation and maintenance of the over 100 public buildings and parks. This category also includes installation of new public facilities as well as renovation of existing facilities. Building maintenance tasks are typically combined to create the annual Public Facilities Renovation project. The individual tasks that make up the Public Facilities Renovation project are accomplished by a combination of Public Works and CIP engineering staff. In 2016, a Facility Needs Assessment was conducted which included a comprehensive assessment of select City facilities, with the assessment of each facility varying from an entire building assessment to roof and HVAC assessments only. It provided a ten-year list of corrective actions as well as continuous ongoing maintenance items at each assessed building. 2 of6
February 16, 2021, Item 8The Swim Center Valve Replacement and the Swim Center Deck Coating projects are complete and were accepted at the February 2, 2021 City Council meeting. The FY 2019-20 ADA Barrier Removal -Lake Poway and the Fire Station 1 Shower Room Remodel are substantially complete are scheduled for acceptance on the February 16, 2021 City Council agenda. The Mickey Cafagna Community Center project is progressing through construction. All three buildings are nearing completion and the contractor is focusing on the interior of the buildings and sitework around the buildings. Office and cubicle furniture have been approved and are anticipated to be installed in March. The Welcome to Poway Sign Replacement project is in construction and is anticipated to be completed by March. The Fleet Maintenance Equipment Lift Replacement project was awarded at the December 15, 2020 City Council meeting and the City Hall HVAC Controls Replacement project was awarded at the January 19, 2021 City Council meeting. Both projects will begin construction soon. Design for the FY 2020-21 ADA Barrier Removal -Lake Poway project is being finalized. This project proposes to provide ADA compliant pathways to the volleyball courts and adjacent picnic area. WATER The primary goal of projects within the water category is preservation of existing infrastructure, including pipelines, reservoirs, pump stations, pressure reducing stations, and the water treatment plant facility. In 2014, assessments of the City's water distribution system and Water Treatment Plant were completed. A ten-year water CIP was developed from the assessments. The Annual Valve Replacement project (2019-20) and the Chemical Building and Tank Farm Upgrades project are in construction. Both projects require partial shutdowns of the water system and will be completed during the winter months due to lower water demands. The Steel Water Main Assessment project is nearing completion. The contractor excavated a portion of the pipe in the Public Works parking lot in December 2020 for additional inspection and has provided a final report for review. The Boulder Mountain Reservoirs 1 and 2 Rehabilitation, Water Treatment Plant Clearwell Distribution Flow Meters, and Power to Blue Crystal projects were all awarded at recent City Council meetings. A consultant was selected for the Pressure Reducing Valve (PRV) Stations Access Assessment has started. Preliminary engineering has begun on the Water Treatment Plant Electrical System Assessment project. Several water projects are being managed by the Public Works Department including the Clearwell Upgrades, Clearwell Bypass, San Diego County Water Authority (SDCWA) Treated Water Connection, and Clearwell Replacement projects. Public Works staff will be providing updates to the City Council separately from the Capital Improvement Program Update in order to provide more details on those projects. SEWER The primary goal of projects within the sewer category is preservation of existing infrastructure, including pipelines, manholes and lift stations, and providing increased flow capacity where identified as necessary. In 2013, an assessment was completed for the City's sanitary sewer distribution system. A ten-year sewer CIP was developed and included both capacity increasing projects and maintenance projects. The Martincoit Road Sewer Upsize project is substantially complete and will be scheduled for acceptance at a future City Council meeting. The Sewer Line Repair Replace 14/15 (Pomerado at Stone Canyon) project construction is being finalized. The construction was stopped due to continued unforeseen conditions. The completed portion of the project will be scheduled for acceptance at a future City Council meeting. Since the original scope of the project was not fully constructed, staff is evaluating how to address the ongoing maintenance concerns that still exist. The Exposed Sewer East 3 of6
February 16, 2021, Item 8of Martincoit project design is complete and the Bowron Road Sewer Upsize project is currently in design. Both projects will be advertised for construction in early spring for construction during the summer months to minimize disruption to the schools in the vicinity. Environmental Review: This action is not subject to review under the California Environmental Quality Act (CEQA). Fiscal Impact: None. Public Notification: None. Attachments: A. Cl P Project Status List Reviewed/ Approved By: Wendy Kaserman Assistant City Manager 4of6 Reviewed By: Alan Fenstermacher City Attorney Approved By: ~ City Manager
February 16, 2021, Item 8CIP PROIECT STATUS: Complete: 1. FY 2018-19 ADA Barrier Removal -Lake Poway Pathways 2. City Hall Hydronic Piping Replacement 3. Buehler Reservoir Rehabilitation 4. Rattlesnake Creek Integrity Study 5. Valle Verde Playground Renovation 6. Fiscal Year 2019-20 Street Overlay 7. Sebago Avenue Channel Repair 8. Swim Center Valve and Strainer Replacement (Community Services) 9. Swim Center Deck Coating (Community Services) Substantially Complete: 1. Martincoit Road Sewer Upsize 2. Fiscal Year 2020-21 Street Maintenance 3. Fiscal Year 2020-21 Street Striping 4. FY 2019-20 ADA Barrier Removal -Lake Poway 5. Fire Station 1 Shower Room Remodel Under Construction/Studies: 1. Espola Road Safety Improvements 2. LED Street and Safety Light Conversion 3. Mickey Cafagna Community Center 4. Chemical Building and Tank Farm Upgrades 5. Annual Valve Replacement 6. 36-inch Steel Water Main Assessment 7. Sewer Line Repair Replace 14/15 (Pomerado Rd/Stone Canyon Rd) 8. 2019-20 Corrugated Metal Pipe Annual Repair/Replace 9. Welcome to Poway Sign Replacement 10. Annual Trash Capture Program (2019-20) Bid/Pre-Construction: 1. Traffic Signal Controller Upgrades (FY 19/20) 2. Boulder Mountain Reservoir 1 and 2 Rehabilitation 3. Public Facilities Renovation -City Hall HVAC Controls 4. Fleet Maintenance Equipment Lift Replacement 5. Water Treatment Plant Clearwell Distribution Flow Meters 6. Power to Blue Crystal Reservoir Design: 1. Espola Road Bike Lanes 2. Neighborhood Sidewalks (Powers & Garden Road Areas) 3. Exposed Sewer East of Martincoit 4. Bowron Road Sewer Upsize 5. FY 2020-21 ADA Barrier Removal -Lake Poway 6. Fiscal Year 2021-22 Street Overlay 7. Fiscal Year 2021-22 Street Maintenance 5 of 6 ATTACHMENT A
February 16, 2021, Item 88. Fiscal Year 2021-22 Street Striping 9. PRV Station Access Assessment 10. Clearwell Upgrades (Public Works) 11. Clearwell Bypass (Public Works) Pre-Design: 1. Traffic Signal Controller Upgrades (2020-21) 2. WTP Electrical System Assessment 3. Annual Sewer Line Repair/Replace 4. Clearwell Replacement (Public Works) 5. SDCWA Treated Water Connection (Public Works) 6. Annual Manhole Rehabilitation (Public Works) 7. Blue Sky Amphitheater Shade Structure (on hold) 8. Butterfield Trail Sewer Upsize 9. Annual Trash Capture (2020-21) 10. Annual Valve Replacement (2020-21) 6 of6