City Council/Successor Agency to the RDA

City of Calimesa Regular Meeting of the City Council AGENDA Monday, March 15, 2021 – 6:00 p.m. Norton Younglove Multipurpose Senior Center 908 Park Avenue, Calimesa, CA 92320 Pursuant to the State of California Executive Order N-29-20, regarding the COVID-19 pandemic, the Calimesa City Council will be conducting this meeting in the Norton Younglove Senior Center maintaining appropriate social distancing with MANDATORY MASKS. Members of the public may participate in this meeting in one of two ways: 1) In person at the Norton Younglove Senior Center, 908 Park Avenue, Calimesa, CA 92320, maintaining a 6-foot distance from others. FACE MASKS ARE MANDATORY. 2) By viewing the meeting on Facebook Live, beginning at 6:00 p.m. at https://www.facebook.com/cityof.calimesa Submission of Public Comments: If attending the meeting and maintaining appropriate social distancing, public comment will be allowed by completing a blue speaker slip and providing it to the City Clerk at the meeting. Otherwise, public comment will be accepted via email. Please send comments via email to the Calimesa City Clerk at dgerdes@cityofcalimesa.net. Identify public comment or the specific agenda item you wish to comment on in your email’s subject line. You may submit comments on any agenda item. Emailed comments must be submitted by 5:30 p.m. on Monday, March 15, 2021 and will be read into the record by the City Clerk. Electronic comments on agenda items may only be submitted via email and comments via text and social media (Facebook, Twitter, etc.) will not be accepted. William Davis, Mayor  Linda Molina, Mayor Pro Tem Jeff Cervantez, Council Member  Wynona Duvall Council Member  Wendy Hewitt, Council Member Bonnie Johnson, City Manager  Amy Greyson, City Attorney In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a City meeting or other services offered by this City, please contact the City Clerk’s Office, (909) 795-9801. Notification of at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service. Any public writings distributed by the City to at least a majority of the Council Members regarding any item on this regular meeting agenda will be made available at the public counter at City Hall located at 908 Park Avenue, Calimesa, CA 92320 ANNOUNCEMENT REGARDING SPEAKER SLIPS Anyone wishing to address the City Council either during “Communications from the Public” or on any item on the agenda should fill out a blue speaker slip and give that slip to the City Clerk prior to the item being heard. Please write the number of the agenda item or the subject of your presentation on the slip. Please observe a time limit of three (3) minutes when giving your presentation. When called upon, please step forward to the microphone, state your name for the record, whom you represent and any statement you wish to make. Please be advised that you may not defer your three (3) minutes to another speaker. CALL TO ORDER ROLL CALL: MAYOR DAVIS, MAYOR PRO TEM MOLINA, COUNCIL MEMBER CERVANTEZ, COUNCIL MEMBER DUVALL AND COUNCIL MEMBER HEWITT. STAFF: CITY MANAGER JOHNSON, CITY ATTORNEY GREYSON, CITY CLERK GERDES, PLANNING MANAGER LUCIA, PUBLIC WORKS DIRECTOR MONSON, CITY ENGINEER THORNTON, FIRE CHIEF JOHNSON AND SHERIFF CAPTAIN SALAS. PLEDGE OF ALLEGIANCE Regular Meeting of the Calimesa City Council March 15, 2021 Page 1 of 3 Page 1 of 90 COMMUNICATIONS FROM THE PUBLIC Anyone wishing to address the Council on any item within the Council’s jurisdiction that is not on the agenda may do so at this time. This is not a time for City Council discussion of non-agenda items. After receiving public comments, Council Members or staff, after being recognized by the Mayor, may briefly respond to statements made by the public or questions posed by the public. In addition, Council Members may ask questions for clarification or make a referral to staff for factual information to be reported back to the Council at a later meeting. APPROVAL OF THE AGENDA RECOMMENDATION: Move to approve the agenda Motion____________________ Second____________________ Vote____________________ CONSENT CALENDAR (Items 1 – 6 The following Consent Calendar items are expected to be routine and non-controversial. Council will act upon them at one time without discussion. Any Council Member or staff member may request removal of an item from the Consent Calendar for discussion. 1. APPROVAL OF CITY COUNCIL ACTION MINUTES. Page 4 a) City Council action minutes of March 1, 2021 Regular Meeting. 2. RECEIVE AND FILE CITY COMMISSION & BOARD MINUTES. Page 11 a) Library Commission action minutes of February 2, 2021. b) Parks, Trails & Community Services Commission action minutes of 11/4/2020. c) Joint Workshop of the PTSC and Planning Commissions action minutes of 1/11/2021. d) Planning Commission action minutes of 1/11/2021. 3. APPROVAL OF WARRANT REGISTERS. Page 25 a) Check Register Report with a total of $1,142,359.01 (Check Nos. 36654 to 36722) b) March 1, 2021 Council Payroll of $1,673.52 March 4, 2021 Payroll of $74,760.95 4. WAIVE FULL READING OF ANY PROPOSED ORDINANCES ON THE AGENDA. Page 31 This permits reading the title only in lieu of reciting the entire text of the Ordinances. This does not take policy action on the Ordinances or approve or disapprove any Ordinances on the agenda. 5. TRAVEL EXPENSES Page 32 RECOMMENDATION: That the City Council move to approve the Council Travel Training and Meeting/Mileage Expenses Report. 6. THIRD AMENDMENT TO AGREEMENT WITH MICHAEL BAKER INTERNATIONAL, INC. TO PROVIDE PROFESSIONAL CONSULTANT SERVICES FOR ADMINISTRATION OF THE CITY’S HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME) GRANT FUNDED HOUSING REHABILITATION PROGRAM Page 36 RECOMMENDATION: That the City Council approve the Third Amendment to the Agreement with Michael Baker International, Inc. to provide professional consultant services for the administration of the Home Investment Partnership Program (HOME) and Grant Funded Housing Rehabilitation Program. CHAMBER OF COMMERCE REPORTS Regular Meeting of the Calimesa City Council March 15, 2021 Page 2 of 3 Page 2 of 90 POLICE CHIEF COMMENTS & REPORTS FIRE CHIEF COMMENTS & REPORTS MAYOR & COUNCIL MEMBER REPORTING OF COUNTY & REGIONAL MEETINGS This is the time for comments, announcements and/or reports on meetings attended at public expense as required by AB 1234. BUSINESS ITEMS 7. COUNCIL DISCUSSION OF PROPOSED SENATE BILL 9 REGARDING INCREASED DENSITY IN SINGLE-FAMILY ZONES AND LEAGUE OF CALIFORNIA CITIES LEGISLATIVE UPDATE Page 59 RECOMMENDATION: That the City Council: 1. Provide direction to Staff regarding SB 9. 2. Discuss the information presented in the Legislative update and provide direction to Staff regarding any desired future actions. 8. LIBRARY INTERIM EXPANSION PROJECT. Page 60 RECOMMENDATION: That the City Council review and discuss the conceptual designs for the Calimesa Library Interim Expansion Project and provide direction to staff. 9. STRATEGIC PLAN FOR CITY HALL EXPANSION Page 86 RECOMMENDATION: That the City Council review the Conceptual Plan for the expansion of City Hall offices and direct staff on next steps as follows: • Provide feedback on Conceptual Plan • If Council concurs with the Conceptual Plan, staff is recommending moving the project forward to design/project plan preparation • Once plans are finalized, staff is recommending commencing the public bid process 10. PAVEMENT MANAGEMENT PROGRAM Page 89 RECOMMENDATION: That the City Council receive and file. No immediate action requested. COUNCIL MEMBERS’ COMMENTS & REPORTS This is the time for additional general comments, announcements, reports on meetings attended at public expense as required by AB 1234, requests of staff, and other issues of concern to Council Members may be presented briefly at this time. The Council may not legally take action on any item presented at this time other than to direct staff to investigate a complaint or place an item on a future agenda unless (1) by a majority vote, the Council determines that an emergency situation exists, as defined by Government Code § 54956.5 or (2) by a four-fifths vote, the Council determines that there is a need for immediate action and the need for action arose subsequent to the agenda being posted as required by Government Code § 54954.2(b). CITY MANAGER COMMENTS & REPORTS ADJOURNMENT Adjourn to the Regular Meeting of the City Council on Monday, April 5, 2021 at 6:00 p.m. Regular Meeting of the Calimesa City Council March 15, 2021 Page 3 of 3 Page 3 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 1 SUBJECT: APPROVAL OF CITY COUNCIL MEETING MINUTES MEETING DATE: March 15, 2021 PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION: That the City Council approve the action minutes as presented for the Regular City Council Meeting of March 1, 2021. ATTACHMENTS: Attachment A: City Council action minutes March 1, 2021 Regular Meeting. Back to Agenda Page 4 of 90  Attachment 1A City Of Calimesa Joint City Council & Successor Agency to the Calimesa Redevelopment Agency Minutes of the Regular Meeting of March 1, 2021 Pursuant to the State of California Executive Order N-29-20, regarding the COVID- 19 pandemic, the Calimesa City Council conducted this meeting in the Norton Younglove Senior Center maintaining appropriate social distancing. Members of the public were encouraged to participate in the meeting in one of two ways: 1) In person at the Norton Younglove Senior Center, 908 Park Avenue, Calimesa, CA 92320, maintaining a 6-foot distance from others. Face masks are mandatory. 2) By viewing the meeting on Facebook Live, beginning at 6:00 p.m. at https://www.facebook.com/cityofcalimesa Submission of Public Comments: Those attending the meeting and maintaining appropriate social distancing, were allowed to speak during public comment by completing a blue speaker slip and providing it to the City Clerk at the meeting. Otherwise, public comment was accepted via email to the Calimesa City Clerk at dgerdes@cityofcalimesa.net with a deadline of 5:30 p.m. on Monday, March 1, 2021. CALL TO ORDER 6:00 p.m. by Mayor Davis ROLL CALL: MAYOR DAVIS, MAYOR PRO TEM MOLINA, COUNCIL MEMBER CERVANTEZ, COUNCIL MEMBER DUVALL AND COUNCIL MEMBER HEWITT. ABSENT: None STAFF: CITY MANAGER JOHNSON, CITY ATTORNEY GREYSON, CITY CLERK GERDES, PLANNING MANAGER LUCIA, PUBLIC WORKS DIRECTOR MONSON, CITY ENGINEER THORNTON, FIRE CHIEF JOHNSON AND SHERIFF CAPTAIN SALAS. PLEDGE OF ALLEGIANCE Pledge of Allegiance was led by Public Works Director Monson. COMMUNICATIONS FROM THE PUBLIC None. APPROVAL OF THE AGENDA MOTION BY COUNCIL MEMBER DUVALL, SECONDED BY COUNCIL MEMBER CERVANTEZ, CARRIED 5-0 TO APPROVE THE AGENDA AS PRESENTED. Joint City Council & Successor Agency to the Calimesa Redevelopment Agency Action Minutes of the Regular Meeting of March 1, 2021 Page 1 of 6 Page 5 of 90 Mayor Davis called the Joint City Council and Successor Agency to the Calimesa Redevelopment Agency to order at 6:03 pm. CONVENE JOINT CITY COUNCIL AND SUCCESSOR AGENCY TO THE CALIMESA REDEVELOPMENT AGENCY CALL TO ORDER ROLL CALL: AGENCY CHAIR DAVIS, AGENCY VICE-CHAIR MOLINA, AGENCY MEMBER CERVANTEZ, AGENCY MEMBER DUVALL AND AGENCY MEMBER HEWITT. JOINT MEETING BUSINESS ITEM JM1. 2020-2021 MID-YEAR FINANCIAL REPORT. RECOMMENDATION: That the City Council adopt Resolution No. 2021-10 a Resolution of the City Council of the City of Calimesa amending the Fiscal Year 2020-2021 budget to include certain recommended adjustments. City Manager Johnson presented the agenda report and provided a power point presentation of the 2020-2021 Fiscal Year Mid-year budget review. After Council/Agency discussion they thanked City Manager Johnson for a thorough report and took the following action: MOTION BY MAYOR PRO TEM MOLINA, SECONDED BY COUNCIL MEMBER CERVANTEZ, CARRIED 5-0 TO ADOPT RESOLUTION NO. 2021-10, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CALIMESA, CALIFORNIA AMENDING THE FISCAL YEAR 2020-2021 BUDGET TO INCLUDE CERTAIN RECOMMENDED ADJUSTMENTS. ADJOURN THE SUCCESSOR AGENCY TO THE CALIMESA REDEVELOPMENT AGENCY AND RECONVENE THE CITY COUNCIL MEETING Mayor Davis adjourned the Joint City Council and Successor Agency to the Calimesa Redevelopment Agency meeting and reconvened City Council at 6:46 pm. Mayor Davis asked if there were any items to be removed from the Consent Calendar for discussion. There were no items pulled for discussion. CONSENT CALENDAR (Items 1 – 7) The following Consent Calendar items are expected to be routine and non-controversial. Council will act upon them at one time without discussion. Any Council Member or staff member may request removal of an item from the Consent Calendar for discussion. 1. APPROVAL OF CITY COUNCIL ACTION MINUTES. a) City Council action minutes of February 16, 2021 Regular Meeting. Joint City Council & Successor Agency to the Calimesa Redevelopment Agency Action Minutes of the Regular Meeting of March 1, 2021 Page 2 of 6 Page 6 of 90 2. RECEIVE AND FILE CITY COMMISSION & BOARD MINUTES. a) There are no minutes ready for approval at this time. 3. APPROVAL OF WARRANT REGISTERS. a. Check Register Report with a total of $195,982.86 (Check Nos. 36604 to 36653) b. February 18, 2021 Payroll of $72,677.54 4. WAIVE FULL READING OF ANY PROPOSED ORDINANCES ON THE AGENDA. This permits reading the title only in lieu of reciting the entire text of the Ordinances. This does not take policy action on the Ordinances or approve or disapprove any Ordinances on the agenda. 5. TREASURER’S REPORT FOR THE QUARTER ENDED DECEMBER 31, 2020. RECOMMENDATION: That the City Council receive and file the Treasurer’s Report for the Quarter Ended December 31, 2020. 6. SECOND AMENDMENT TO AGREEMENT BETWEEN THE CITY OF CALIMESA AND NOBEL SYSTEMS, INC. TO PROVIDE ENTERPRISE CLOUD GEOGRAPHIC INFORMATION SYSTEMS SERVICES RECOMMENDATION: That the City Council approve the Second Amendment to the Agreement between the City of Calimesa and Nobel Systems, Inc. to provide Enterprise Cloud Geographic Information Systems Services. 7. RESIDENTIAL INFILL PRIORITY AREA OVERLAY ZONE PROJECT – PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF CALIMESA AND ALBERT A. WEBB ASSOCIATES FOR PLANNING AND ENVIRONMENTAL SERVICES; ACCEPTANCE OF “BUILDING HOMES AND JOBS ACT” SB 2 PLANNING GRANT AWARD THROUGH THE STATE OF CALIFORNIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (“HCD”) IN THE AMOUNT OF $160,000 AND AMENDMENT TO FISCAL YEAR 2020-2021 BUDGET TO INCLUDE ACCEPTANCE OF SB 2 GRANT FUNDS; ACCEPTANCE OF LOCAL EARLY ACTION PLANNING (“LEAP”) GRANT AWARD THROUGH THE STATE OF CALIFORNIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (“HCD”) IN THE AMOUNT OF $65,000 AND AMENDMENT TO FISCAL YEAR 2020-2021 BUDGET TO INCLUDE ACCEPTANCE OF LEAP GRANT FUNDS RECOMMENDATION: That the City Council: 1. Approve a professional services agreement in the amount of $203,900 with Albert A. Webb Associates (“Webb”) for planning and environmental services to develop a residential infill priority area overlay zone. (Attachment A) 2. Adopt Resolution 2021-12 to accept $160,000 in SB 2 grant funds and amend Joint City Council & Successor Agency to the Calimesa Redevelopment Agency Action Minutes of the Regular Meeting of March 1, 2021 Page 3 of 6 Page 7 of 90  the fiscal year 2020-21 budget to include acceptance of said grant funds and designate the City Manager as the authorized official to execute grant program agreements. (Attachment B) 3. Adopt Resolution 2021-13 to accept $65,000 in LEAP grant funds and amend the fiscal year 2020-21 budget to include acceptance of said grant funds and designate the City Manager as the authorized official to execute grant program agreements. (Attachment C) MOTION BY COUNCIL MEMBER DUVALL, SECONDED BY COUNCIL MEMBER CERVANTEZ, CARRIED 5-0 TO APPROVE THE CONSENT CALENDAR AS PRESENTED. POLICE CHIEF COMMENTS & REPORTS Captain Salas reported 152 calls for service for February 16 – 25, 2021. He further reported thefts on the rise, 4 felony thefts and 3 stolen vehicles with 2 of them recovered. FIRE CHIEF COMMENTS & REPORTS Fire Chief Johnson reported a total year to date calls of 249 with 194 of those being medical aid. He stated that the Weed Abatement season is upon us and that the Fire Department would be conducting 1st inspections by March 10, 2021. MAYOR & COUNCIL MEMBER REPORTING OF COUNTY & REGIONAL MEETINGS This is the time for comments, announcements and/or reports on meetings attended at public expense as required by AB 1234. Councilmember Duvall reported that she attended the RTA meeting as an alternate and that she would be attending the San Gorgonio Pass Water Alliance Meeting on March 24, 2021. Councilmember Hewitt reported that she attended the WRCOG meeting, announcing that the meeting was Rick Bishop’s last one, as he is retiring. She stated that he was presented with many proclamations, etc. from WRCOG member entities. Mayor Pro Tem Molina reported that she attended an RCTC Budget and Finance Meeting, an RTA Executive Meeting and Board of Directors Meeting. She announced that the RTA CEO, Larry Rubio is retiring soon, as well as the CFO. Council Member Cervantez reported that he attended an RCA meeting stating that the MSHCP fees will be increasing and that they received an annual report that land and habitats are on track to meet long term targets. BUSINESS ITEMS 8. LIBRARY COMMISSION APPOINTMENT Joint City Council & Successor Agency to the Calimesa Redevelopment Agency Action Minutes of the Regular Meeting of March 1, 2021 Page 4 of 6 Page 8 of 90  RECOMMENDATION: That Council Member Hewitt appoint one member to the Library Commission and that the City Council ratify the appointment by a majority vote and adopt Resolution No. 2021-11 providing for the appointment made. Deputy City Manager/City Clerk presented the agenda report. Council Member Hewitt stated her desire to appoint Deborah Zylman to the Library Commission. MOTION BY COUNCL MEMBER HEWITT, SECONDED BY COUNCIL MEMBER CERVANTEZ, CARRIED 5-0 TO ADOPT RESOLUTION NO. 2021-11 PROVIDING FOR THE APPOINTMENT OF DEBORAH ZYLMAN TO THE LIBRARY COMMISSION. 9. SCAG 2021 GENERAL ASSEMBLY APPOINTMENT OF A VOTING DELEGATE AND AN ALTERNATE VOTING DELEGATE. RECOMMENDATION: That the City Council appoint a voting delegate and an alternate voting delegate to represent the City of Calimesa at the Virtual SCAG General Assembly on May 6, 2021. Deputy City Manager/City Clerk presented the agenda report. AFTER DISCUSSION THERE WAS COUNCIL CONSENSUS TO APPOINT MAYOR PRO TEM MOLINA AS THE VOTING DELEGATE AND COUNCIL MEMBER DUVALL AS THE VOTING ALTERNATE. 10. COUNCIL DISCUSSION OF PROPOSED SENATE BILL 9 REGARDING INCREASED DENSITY IN SINGLE-FAMILY ZONES AND THE COVID-19 RELIEF BILL FOR STATE AND LOCAL FISCAL RECOVERY FUNDS. RECOMMENDATION: That the City Council discuss the information presented and provide direction to staff regarding any desired future actions. Mayor Pro Tem Molina facilitated the discussion of proposed Senate Bill 9 regarding increased density in single-family zones and provided Council with information to review and further discussed the writing of a letter in opposition. Mayor Pro Tem Molina stated that Erin Sasse, Riverside Division LOCC Representative has offered to provide a presentation to the Council if so desired. AFTER DISCUSSION THERE WAS COUNCIL CONSENSUS TO BRING THE ITEM BACK TO THE MARCH 15, 2021 MEETING FOR FURTHER DISCUSSION, REVIEW A LETTER THAT CITY MANAGER JOHNSON WILL BRING AND INVITE ERIN SASSE TO ATTEND AND PROVIDE A PRESENTATION TO THE COUNCIL. COUNCIL MEMBERS’ COMMENTS & REPORTS This is the time for additional general comments, announcements, reports on meetings attended at public expense as required by AB 1234, requests of staff, and other issues of concern to Council Members may be presented briefly at this time. The Council may not legally take action on any item presented at this time other than to direct staff to investigate a complaint or place an item on a future agenda unless (1) by a majority vote, the Council determines that an emergency situation exists, as defined by Government Code § 54956.5 or (2) by a four-fifths vote, the Council determines that there is a need for immediate action and the need for action arose subsequent to the agenda being posted as required by Government Code § 54954.2(b). Joint City Council & Successor Agency to the Calimesa Redevelopment Agency Action Minutes of the Regular Meeting of March 1, 2021 Page 5 of 6 Page 9 of 90 Council Member Duvall thanked City staff for their help getting her on board. She reported that she participated in the SCE Black history month virtual program on February 19, 2021, adding that it was a great program. She further reported that she attended a San Gorgonio Hospital presentation on February 21, 2021. She stated that when she receives comments from the community about all the new residents, she tells them that we are preserving the old and welcoming the new. Mayor Pro Tem Molina announced the League of California Cities Riverside Division Meeting that would be held on Monday, March 8, 2021 via zoom. She provided comments on Women’s History Month, stating that this is the first time that the Calimesa City Council has had three women and that the majority of staff are women. She reported that she attended a San Gorgonio Hospital presentation on February 21, 2021. CITY MANAGER COMMENTS & REPORTS None. ADJOURNMENT Meeting adjourned at 7:23 p.m. to the Regular Meeting of the City Council on Monday, March 15, 2021 at 6:00 p.m. Respectfully Submitted, Darlene Gerdes, City Clerk Joint City Council & Successor Agency to the Calimesa Redevelopment Agency Action Minutes of the Regular Meeting of March 1, 2021 Page 6 of 6 Page 10 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 2 SUBJECT: APPROVAL OF COMMISSION MEETING MINUTES MEETING DATE: March 15, 2021 PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk RECOMMENDATION: That the City Council approve the action minutes as presented for the Library Commission of February 2, 2021 Regular Meeting the Parks, Trails and Community Services Commission of November 4, 2020, Joint Workshop of the Parks, Trails and Community Services Commission and Planning Commission of January 11, 2021 and the Planning Commission of January 11, 2021. ATTACHMENTS: Attachment A: Library Commission action minutes of 2/2/2021. Attachment B: Parks, Trails and Community Services Commission action minutes of 11/4/2020. Attachment C: Joint Workshop of the Parks, Trails and Community Services Commission and Planning Commission action minutes of 1/11/2021. Attachment D: Planning Commission action minutes of 1/11/2021. Back to Agenda Page 11 of 90 Attachment 2A Page 12 of 90 Page 13 of 90 Page 14 of 90 Attachment 2B Page 15 of 90 Page 16 of 90 Attachment 2C Page 17 of 90 Page 18 of 90 Page 19 of 90 Attachment 2D Page 20 of 90 Page 21 of 90 Page 22 of 90 Page 23 of 90 Page 24 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 3 SUBJECT: APPROVAL OF WARRANT REGISTER MEETING DATE: March 15, 2021 PRESENTED BY: Bonnie Johnson, City Manager RECOMMENDATION: Staff requests that the City Council move to approve the Warrant Register as presented. SUMMARY: The attached Check Register Report for City Council’s approval is as follows: a) Check Register Report with a total of $1,142,359.01 (Check Nos. 36654 - 36722) b) March 1, 2021 Council Payroll of $1,673.52 March 4, 2021 Payroll of $74,760.95 Back to Agenda Page 25 of 90 Page 26 of 90 Page 27 of 90 Page 28 of 90 Page 29 of 90 Page 30 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 4 SUBJECT: WAIVE FULL READING OF ANY PROPOSED ORDINANCES ON THE AGENDA MEETING DATE: March 15, 2021 PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk This permits reading the title only in lieu of reciting the entire text of the Ordinances. This does not take policy action on the Ordinances or approve or disapprove any Ordinances on the agenda. Back to Agenda Page 31 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 5 SUBJECT: COUNCIL TRAVEL TRAINING AND MEETING/MILEAGE EXPENSES MEETING DATE: March 15, 2021 PRESENTED BY: Bonnie Johnson, City Manager RECOMMENDATION: That the City Council move to approve the Council Travel Training and Meeting/Mileage Expenses Report. ATTACHMENTS: Attachment A: Council Travel Training and Meeting/Mileage Expenses Back to Agenda Page 32 of 90  FISCAL YEAR 2020-2021 ATTACHMENT 5A COUNCIL TRAVEL AND MEETING/MILEAGE EXPENSES JEFF CERVANTEZ TRAVEL - MEETING/MILEAGE EXPENSES TRAVEL/TRAINING 01-1100-7585 MEETING/MILEAGE 01-1100-7590 DATE DESCRIPTION AMOUNT DATE DESCRIPTION AMOUNT TOTAL TRAVEL/TRAINING $ - TOTAL MEETING/MILEAGE $ - REMAINING BALANCE $ 1,450.00 REMAINING BALANCE $ 600.00 WENDY HEWITT TRAVEL - MEETING/MILEAGE EXPENSES TRAVEL/TRAINING 01-1100-7585 MEETING/MILEAGE 01-1100-7590 DATE DESCRIPTION AMOUNT DATE DESCRIPTION AMOUNT TOTAL TRAVEL/TRAINING $ - TOTAL MEETING/MILEAGE $ - REMAINING BALANCE $ 1,450.00 REMAINING BALANCE $ 600.00 Page 33 of 90  FISCAL YEAR 2020-2021 ATTACHMENT 5A COUNCIL TRAVEL AND MEETING/MILEAGE EXPENSES BILL DAVIS TRAVEL - MEETING/MILEAGE EXPENSES TRAVEL/TRAINING 01-1100-7585 MEETING/MILEAGE 01-1100-7590 DATE DESCRIPTION AMOUNT DATE DESCRIPTION AMOUNT TOTAL TRAVEL/TRAINING $ - TOTAL MEETING/MILEAGE $ - REMAINING BALANCE $ 1,900.00 REMAINING BALANCE $ 600.00 LINDA MOLINA TRAVEL - MEETING/MILEAGE EXPENSES TRAVEL/TRAINING 01-1100-7585 MEETING/MILEAGE 01-1100-7590 DATE DESCRIPTION AMOUNT DATE DESCRIPTION AMOUNT Oct 7-9,2020LOCC Virtual Annual Conference $ 50.00 TOTAL TRAVEL/TRAINING $ 50.00 TOTAL MEETING/MILEAGE $ - REMAINING BALANCE $ 1,400.00 REMAINING BALANCE $ 600.00 Page 34 of 90  FISCAL YEAR 2020-2021 ATTACHMENT 5A COUNCIL TRAVEL AND MEETING/MILEAGE EXPENSES LARRY SMITH/WYNONA DUVALL TRAVEL - MEETING/MILEAGE EXPENSES TRAVEL/TRAINING 01-1100-7585 MEETING/MILEAGE 01-1100-7590 DATE DESCRIPTION AMOUNT DATE DESCRIPTION AMOUNT Oct 7-9, 2020LOCC Virtual Annual Conference $ 50.00 TOTAL TRAVEL/TRAINING $ 50.00 TOTAL MEETING/MILEAGE $ - REMAINING BALANCE $ 1,400.00 REMAINING BALANCE $ 600.00 Page 35 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 6 SUBJECT: THIRD AMENDMENT TO AGREEMENT WITH MICHAEL BAKER INTERNATIONAL, INC. TO PROVIDE PROFESSIONAL CONSULTANT SERVICES FOR ADMINISTRATION OF THE CITY’S HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME) GRANT FUNDED HOUSING REHABILITATION PROGRAM MEETING DATE: March 15, 2021 PRESENTED BY: Bonnie Johnson, City Manager ______________________________________________________________________ RECOMMENDATION: It is respectfully recommended that the City Council approve the Third Amendment to the Agreement with Michael Baker International, Inc. to provide professional consultant services for the administration of the Home Investment Partnership Program (HOME) and Grant Funded Housing Rehabilitation Program. ______________________________________________________________________ DISCUSSION AND SUMMARY: On October 12, 2016, the City of Calimesa received an award from the California State Department of Housing and Community Development (HCD) for funding under the HOME program in the amount of $508,400 to provide deferred, zero interest loans in an amount up to $40,000 to qualifying families with low to moderate incomes. Applicants are required to own and occupy their homes and be in need of financial assistance in order to make repairs and other minor improvements. The loan is paid back to the City when the property is sold or transferred to another party. On February 20, 2017, the City Council authorized the City Manager to enter into an agree- ment with Michael Baker International, Inc. (MBI) for $108,400 to provide professional consultant services for the setup and administration of the City’s HOME funded Rehabilitation Loan Program, utilizing funds from the $508,400 award from HCD. In addition, the City had previously received HOME grants in 2007 and 2012. Although all Grant funds have been expended at this time, the City occasionally receives income from loans paid back as part of the HOME program; this is called “Program Income” (PI). In accordance with guidance from the US Department of Housing and Urban Development, these additional PI funds must be incorporated into the City’s current program and spent toward qualifying expenses. In May of 2018, the current agreement with the consultant was amended (First Amendment) to provide for the use of PI as the initial source of funds to compensate the consultant, however, 31.6% of all PI funds received (10% for administration and 24% of the remaining 90% for Activity Delivery) must be used in this manner. This requirement provides additional funding for the volume of services that the consultant can perform under the Agreement. The City currently has $95,213 available in PI funds to be used toward consultant expenses and/or future rehabilitations. Staff is now recommending the Agreement be amended, once again, proposed Third Amendment, for the following: Back to Agenda Page 36 of 90  • Extend the current term to June 30, 2022, with the City Manager having the op- tion to extend an additional year if performance is satisfactory and Program In- come is available to fund said services. • Amend the hourly rates charged by the consultant as reflected in Exhibit C to the Agreement. ______________________________________________________________________ FISCAL IMPACT: The funds for the proposed amendment come from Program Income and have no impact to the City’s General Fund. The increase in the total compensation to Michael Baker International, Inc. under this Agreement in Administration or Activity Delivery costs under this contract will be funded by Program Income. ______________________________________________________________________ ATTACHMENTS: Attachment A Third Amendment to Agreement with MBI Attachment B: Second Amendment to Agreement with MBI Attachment C: First Amendment to Agreement with MBI Attachment D: Original Agreement with MBI Page 37 of 90  Attachment 6A THIRD AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF CALIMESA AND MICHAEL BAKER INTERNATIONAL, INC. FOR ADMINISTRATION OF THE CITY’S HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME) GRANT FUNDED HOUSING REHABILITATION PROGRAM This Third Amendment (“Third Amendment”) is entered into this 15th day of March 2021, by and between the City of Calimesa, a municipal corporation (“City”) and Michael Baker International, Inc., a Pennsylvania corporation (“Consultant”), and is an amendment to an Agreement that was entered into by City and Consultant on February 21, 2017, as previously amended by a First Amendment dated May 7, 2018 and a Second Amendment dated July 20, 2020. City and Consultant may be collectively referred to as “Parties.” RECITALS WHEREAS, the Parties entered into an Agreement for professional services on February 21, 2017 (“Agreement”) by which Consultant is to set up and administer the City’s Home Investment Partnership Program grant funded housing rehabilitation loan program; and WHEREAS, City has requested, and Consultant is willing, to provide additional services under the Agreement; and WHEREAS, City and Consultant amended the Agreement for Services on May 1, 2018 to include the administration of Program Income (“First Amendment”); and WHEREAS, City and Consultant amended the Agreement for Services on July 20, 2020 to extend the term and the payment rates reflected in Exhibit C (“Second Amendment”); and WHEREAS, the Parties now desire to further amend the Agreement to, once again, extend the term and revise the payment rates reflected in Exhibit C; and WHEREAS, the funding for services under the Agreement (inclusive of Amendments) will come from Program Income. NOW, THEREFORE, the Parties agree as follows: 1. Section 1. TERM. is amended to read as follows: This Agreement shall commence on February 21, 2017, and shall remain and continue in effect until tasks described herein are completed, but in no event later than June 30, 2022, unless sooner terminated pursuant to the provisions of this Agreement. 2. EXHIBIT C PAYMENT RATES AND SCHEDULE is amended to read as follows: For services performed under this Agreement, City shall pay Consultant on an hourly basis in accordance with the following rate schedule: Page 38 of 90  Role Hourly Rate Project Manager $140 Housing Rehabilitation Specialist $125 Housing Loan Specialist $125 Environmental Analyst $110 Administrative Support $85 3. In all other respects, the terms and provisions of the Agreement, inclusive of the First Amendment, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment. CITY OF CALIMESA MICHAEL BAKER INTERNATIONAL, INC. By: By: Name: William Davis Name: William House Title: Mayor Title: Associate Vice President By: Name: Title: Page 39 of 90 Attachment 6B Page 40 of 90 Page 41 of 90 Attachment 6C Page 42 of 90 Page 43 of 90 Page 44 of 90 Attachment 6D Page 45 of 90 Page 46 of 90 Page 47 of 90 Page 48 of 90 Page 49 of 90 Page 50 of 90 Page 51 of 90 Page 52 of 90 Page 53 of 90 Page 54 of 90 Page 55 of 90 Page 56 of 90 Page 57 of 90 Page 58 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 7 SUBJECT: COUNCIL DISCUSSION OF PROPOSED SENATE BILL 9 REGARDING INCREASED DENSITY IN SINGLE-FAMILY ZONES AND LEAGUE OF CALIFORNIA CITIES LEGISLATIVE UPDATE MEETING DATE: March 15, 2021 PRESENTED BY: Bonnie Johnson, City Manager RECOMMENDATION: That City Council take the following actions: 1. Provide direction to Staff regarding SB 9. 2. Discuss the information presented in the Legislative update and provide direction to Staff regarding any desired future actions. BACKGROUND/DISCUSSION: At the request of Mayor Pro Tem Molina, the following two issues were brought before the City Council for discussion at its March 1, 2021 meeting. • Senate Bill 9 • COVID-19 Relief Bill for State and Local Fiscal Recovery Funds At the conclusion of the meeting, Staff was directed to do the following: • Prepare a draft “Oppose unless amended” letter regarding SB 9 and bring to the March 15, 2021 for consideration (letter will be provided at the meeting based upon the League’s template that was in your previous packet). • Invite the League of California Cities Regional Public Affairs Manager for Riverside County, Erin Sasse, to our March 15th Council meeting to provide a Legislative update. Erin Sasse will be joining our meeting virtually as she is unable to attend in person. Back to Agenda Page 59 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 8 SUBJECT: LIBRARY INTERIM EXPANSION PROJECT MEETING DATE: March 15, 2021 PREPARED BY: Darlene Gerdes, Deputy City Manager/City Clerk Bonnie Johnson, City Manager Margaret Monson, Public Works Director RECOMMENDATION: That the City Council review and discuss the conceptual designs for the Calimesa Library Interim Expansion Project and provide direction to staff. BACKGROUND/DISCUSSION: At the October 19, 2020 City Council meeting, staff brought for your review and approval the Workplan that resulted from the February 22, 2020 Strategic Planning/Goal Setting Workshop. One of the level 1 priority goals included the development of a plan for a temporary or interim expansion of the Library facility. Staff has developed conceptual plans pursuant to the Library Commission and Library Staff Evaluation Report provided to the City Council at your February 18, 2020 meeting, which is attached for Council review. Included was a methodology using the American Library Association and American Planning Association standards for their use in determining the experience formulas for library size and costs. However, the Commission believes the DIF Nexus Study, consistent with the General Plan with a cost of .34 per 15,000 residents resulting in a 5,100 square foot library would be sufficient for the Calimesa Library. Prior to the completion of this evaluation, a public forum was held which summarized the Strengths, Weaknesses, Opportunities and Threats (SWOT’s) of the Calimesa Library. The results are included in the attached evaluation document. Public Works Director Monson recently prepared a conceptual plan (entitled Alternate 1), adding an additional modular building of 2,880 square feet to the existing structure for a total of 5,400 square feet and the development of an additional parking lot, which is necessary due to the building size increase. The buildings would connect through a breezeway as connecting the two modular is not feasible or cost effective. The estimated cost of this project alternative is $1,143,747. This conceptual plan was presented to the Library Commission at their February 2, 2021 meeting. The Library Commission was concerned that connecting the buildings through a breezeway would obstruct the view to the expansion and would be difficult for the single librarian to observe activity. The Commission expressed their desire to have the buildings connected side-by-side to allow for the larger space and for Library staff to have view of all areas. Public Works Director Monson prepared 2 additional conceptual plans (entitled Alternate 2 and 3) and those were presented to the Library Commission at their March 2, 2021 meeting. After much discussion, the Commission could not reach a consensus on a conceptual plan. Alternate 2 would provide 5,760 square feet in a single modular but would require the existing library to be demolished and temporary library space would be required during construction. The cost estimate is $1,534,797. Alternate 3 would provide 9,000 square feet Back to Agenda Page 60 of 90 of a new building (not modular) that would be built on the vacant parcel and the existing modular would be demolished after construction. The cost estimate is $3,844,630. The cost estimates and conceptual plans for all three Alternates are attached for Council review. Please be advised that the cost estimates are just for the basic building, they do not include costs for furniture, computers or data networks, etc. To include these items, the contingency would need to be increased from 15% to 25% for each of the Alternate Plans. Also attached is a sample drawing of a modular unit in the specific size that could be used in Alternate No. 1. FISCAL IMPACT: The City currently has approximately $1,185,500 including Library Facilities Development impact fees and other donations/deposits that could be used for Library facility expansion. It should be noted that there is an approved development project and related development agreement that includes an obligation to make significant upfront payments in Library Facilities Fees. Unfortunately, since the project’s re-entitlement in 2017, the project has remained dormant. As such, the timing of any additional significant Library revenue is not known or readily projected. ATTACHMENTS: Attachment A: Calimesa Library Evaluation Report Attachment B: Sample drawing of modular unit that could be used in Alternate No. 1 Attachment C: Alternate 1 conceptual plan with cost estimates Attachment D: Alternate 2 conceptual plan with cost estimates Attachment E: Alternate 3 conceptual plan with cost estimates Page 61 of 90  Attachment 8A Calimesa Library Facility Evaluation Prepared by Alyson Hamlin, Branch Manager Winter 2019/2020 Page 62 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 2 of 17 Calimesa Library Facility Evaluation Table of Contents Introduction 3 SWOT Report (Strengths, Weaknesses, Opportunities, & Threats) 4 Methodology 4 Summary of Findings 5 Evaluation of Existing Facility 6 Methodology 6 Library Commission Recommendations 9 Appendix A: Photos 11 Appendix B: Floorplan Changes Over Time 13 Page 63 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 3 of 17 Introduction: Library Mission Statement: Calimesa Library provides a gathering place to bring residents together and enrich people’s lives by promoting literacy and lifelong learning, while creating community connections. Library Vision Statement: Calimesa Library embraces our rich heritage and the possibilities of our future by providing informational, educational, and social opportunities for people of all ages. Size of building and allotted staff: The Calimesa Library is a 2,520 square foot building located at 974 Calimesa Blvd, Calimesa, CA 92320. The library employs an experienced staff of five people: 1 Manager and 4 Library Associate II employees, including one Youth Services Coordinator. Allotted employee hours are 25 hours/wk, 20 hours/week (Youth Services Coordinator), 19 hours/week, and 19 hours/week. Scope of Programming: The Calimesa Library provides extensive programming, which is made possible not only through the hard work of it knowledgeable employees, but through the dedication of several volunteers. Recurrent Programs include: Baby Storytime, Preschool Storytime, STEAM (Science, Technology, Engineering, Arts, and Math), Open Book Club, Adult Craft Night, Knitting & Crochet Club, Adult Card Making Class. On top of weekly and monthly recurrent programming, the library implements an extensive Summer Reading Program, with activities and awards for every age group. Since 2017, the library has partnered with the City of Calimesa to support YCJUSD’s Summer Lunch at 4th Street Park. In spring 2019 our library completed the following SWOT analysis to help determine the Strengths, Weaknesses, Opportunities, and Threats to the Calimesa Library. While there are many things that the library does well, the staff at Calimesa Library firmly believes in maintaining a growth mindset. To that end, a SWOT analysis was conducted to determine areas for improvement and growth. Page 64 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 4 of 17 SWOT Report (Strengths, Weaknesses, Opportunities, & Threats) Methodology: Over a period of 90 days in spring 2019, the library was analyzed for its Strengths, Weaknesses, Opportunities, and Threats. The Branch manager analyzed several aspects of the library, from programming to circulation and collection management, to customer service. Next, library staff convened to offer their input regarding each of the SWOT categories. After that, a public forum was held where community members were free to give feedback regarding the library’s Strengths, Weaknesses, Opportunities, and Threats. The Branch Manager then analyzed notes from all three steps, giving special attention to commonly occurring themes. The SWOT analysis in this report reflects the consolidation and refinement of the information that was gathered. Page 65 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 5 of 17 Summary of Findings: Helpful to Calimesa Library Harmful to Calimesa Library Strengths Weaknesses • Community Relationships • Poor Signage (interior and • Loyal patron base exterior) • Customer Service • No Computer classes Internal Forces • Knowledgeable, friendly staff • Limited staff time for • Connection to vast resources - Program prep through System/Consortium - Professional development • Supportive Library - Offsite outreach Commission/Generous Budget • Not enough targeted teen (Within the library) • Many programs for all age marketing groups • Lack of volunteers • Dedicated volunteer program • Lack of program providers prep/professional development • 8 public PCs time • Free Wi-Fi • Small building • No community/quiet room Opportunities Threats • Procure new signage (interior • Poor external signage and exterior) • Low eCommerce capabilities • Expand eNewsletter subscriber (credit card use not available at base front desk or printer/copier • More outreach to Latinx station) community • Competing with other extracurriculars for families’ External Forces • Offer computer classes/tech help attention (especially during • Expand parking school year) • Expand storage • Non-patrons unaware of library • $1000 from EDA for SRP and/or its offerings (Outside the library) • $ from EDA for Volunteer • Aging/Bedroom community Appreciation (slow growth rates) • Improve outreach to schools • Small size of building leads • Revamp volunteer program and people to assume lack of expand community partnerships resources • Lunch at the Library Grants • Circulation trending toward (Pop up programs in Park) DVDs over books • Additional staff hours provided • Competition with streaming for Head Start and Lunch in services Park • Competition with other local libraries Page 66 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 6 of 17 Evaluation of Existing Facility: Methodology: Staff evaluated the existing library structure’s suitability in meeting Calimesa’s needs using American Library Association (ALA) and American Planning Association (APA) standards. From ALA Library Fact Sheet 11: Building new libraries, additions, and even remodeling can be a daunting task, and one that most librarians do not undertake frequently. This fact sheet provides references to the tools, resources, and advice to help you manage your library building project, whether large or small. Although this list has been segmented by types of libraries, materials listed for one type may have useful information for planning other types of buildings. Not all libraries are standalone buildings, or have the same internal features. A web search will turn up libraries that have been co-located in apartment buildings, grocery stores, senior centers, shopping malls, arts centers, and museums. Some libraries have coffee shops or theaters as well. Please note that ALA no longer sets quantitative standards for public libraries, such as a library building with a recommended number of square feet based on population size. Such standards were last published by ALA in the 1970s. (Retrieved from http://libguides.ala.org/library-construction). From PLA’s Planning the Public Library: Planning the Public Library In addition to an awareness of existing shortages, planning for library facilities requires an evaluation of future needs. These needs will continue to rise at an accelerated pace. The general population growth is perhaps the most obvious influencing factor, but there are others as important. The proportion of younger people in the total population is continually increasing, and is also the largest group of library users, taking between 50 and 60 per cent of the books circulated by the average library.3 Similarly, the rising ratio Page 67 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 7 of 17 of retired people with both time and inclination to use library facilities will increase demand for services. Other important factors are the generally higher level of educational achievement and increasing leisure time. Finally, concerted efforts on the part of the librarian to reach a large segment of the public which is now classified among the non-users will have a major influence in determining future public library needs. Building Size An evaluation of building size and condition is necessary to determine whether each structure can provide necessary services. The standards for building size are generally expressed in terms of square feet per capita. The Experience Formulas for Library Size and Costs, suggest minimum sizes ranging from 0.3 sq. ft. per capita for libraries serving 50,000 people or more to 0.6 or 0.65 for those serving 10,000 to 35,000 people, Another method of evaluation is consulting with the librarian. In order to analyze librarians' opinions concerning adequacy of building size, the Cuyahoga County study developed a set of six questions which described adequacy of library space during peak hours. The librarians were asked to give a numerical rating between 1 and 3 for the following situations: (1) lack of table space or sitting space; (2) insufficient browsing space around shelves; (3) congested internal movement; (4) insufficient space around the card catalog; (5) overflow of children into adult areas; (6) high noise level. A score of 3 was given to indicate that conditions were satisfactory; 2 meant that conditions were adequate; and 1 meant that conditions were inadequate. Although it was recognized that this evaluation was based exclusively on opinions and that crowding, where it existed, could be caused by poor design as well as by size, this measurement was considered more accurate than population figures and square feet per capita. Local standards for building size were based, not on population, but on a ratio of number of registrants to available space prevailing in those libraries which were considered to be ample in size. The maximum and minimum standard for library gross floor area was established in this case at 1.4 sq. ft. per registrant to 2.6 sq. ft. per registrant. Another consideration in determining building size for new construction is the minimum area considered necessary to provide adequate services and justify the cost of construction. Wheeler and Goldhor suggest a minimum floor area of 8,000 sq. ft. When projected use of facilities indicates that 8,000 sq. ft. would be too large for actual needs alternative service such as bookmobiles should be considered.15 Total Main Floor Space With the greater emphasis on interior convenience and comfort, there is also greater emphasis on placing the library areas used by the public for reading and browsing on the first floor at sidewalk level. Meeting Room Space Page 68 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 8 of 17 Space that is needed for auditorium and conference rooms depends on actual library programs. It should be recognized, however, that with the expanding concept of service, space should be made available for such activities as group meetings, lectures, and film showings. Parking Facilities The need for parking facilities should be determined in each individual case. Although the standard usually suggested is one square foot of parking for every square foot of building area, accessibility by walking and car should be taken into consideration. The information obtained in identifying the "service areas," including the mode of transportation used by library patrons, can be used to determine need for parking facilities. In addition, it is necessary to observe the number of people who park at the library each hour to determine the maximum parking needs. Employee parking must also be provided, and, generally, two parking spaces for every three employees are considered necessary. https://www.planning.org/pas/reports/report241.htm Using the above methods, library staff evaluated the existing facilities. The results are included below, beginning with the raw data used for calculations: Patron Accounts at Calimesa Library: 3119 Patrons Transacting at Calimesa Library (registered in different places as well as Calimesa): 3314 Per Capita Calculation, using population of 15,000 people: 15000 x .6 = 9000 sq ft 15000 x .65 = 9750 sq ft Calculation using existing patron numbers: 3119 x 1.4 = 4366.6 sq ft 3314 x 2.6 = 8616.4 sq ft Target size: 4400 – 9000 sq ft Current Size: 2520 sq ft Page 69 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 9 of 17 Alternate Rating Method: Satisfactory Adequate Inadequate Lack of table space/sitting space: 1 2 3 Insufficient browsing space around shelves: 1 2 3 Congested internal movement: 1 2 3 Insufficient space around the computer catalog: 1 2 3 Overflow of children into adult areas: 1 2 3 High noise level: 1 2 3 Note: Further evidence of those categories receiving a “3” can be seen in photos in Appendix A. Library Commission Recommendations: The library has experienced quite a lot of growth in programming and community participation over the past 5 years. Staff has made modifications over that time in order to maximize the space. These modifications include acquiring new furniture that fits more efficiently in the space, and weeding the collection for outdated/underused materials to eliminate poorly placed shelving units and open up the space for more seating. The staff has rearranged the furniture multiple times as well. (For detailed view of modifications over time, see Appendix B). Library staff has now reached a point where all shelving and floor space is being used in the most efficient way possible, and the only other option to create more floor space for programs is to eliminate much-needed shelving. Conversely, in order to create more room for shelving, the only recourse is to eliminate much needed seating. Therefore, it is the recommendation of the Library Commission that the City Council explore options for expanding the current library space, particularly the addition of a community room. The addition of another space to be used as a community room would enable additional storage for staff, free up Page 70 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 10 of 17 more space for wall shelving in the existing location, and allow for quiet study areas while maintaining the robust program schedule that the library currently provides for the community. The Library Commission also recommends that City Council hold community workshops to receive feedback from Calimesa residents regarding updates to the existing facility. Page 71 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 11 of 17 Appendix A: Photos Page 72 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 12 of 17 Page 73 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 13 of 17 Page 74 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 14 of 17 Appendix B: Previous Floorplans 2015 Page 75 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 15 of 17 2018 Page 76 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 16 of 17 Spring 2019 Page 77 of 90 CALIMESA LIBRARY ENVIRONMENTAL SCAN Page 17 of 17 Fall 2019 Page 78 of 90  SAMPLE MODULAR UNIT DRAWING TO SHOW SIZE THAT COULD BE USED IN ALTERNATE NO. 1 Attachment 8B HVAC HVAC HVAC HVAC HVAC 60' • 2,880 square feet of open office space 10'6'' 10'6'' 21'1'' • Eight private offices, one large conference room and two restrooms. 11'6" 11'6" • Generous office space for up to 23 people. • Central heating and air conditioning provide a comfortable work environment. 10'6'' • Constructed with a steel chassis. • Carpet or tile flooring. 48' • Durable and nearly maintenance free office building • Upgraded interior wall coverings and 27'9" exterior wood siding provides a professional appearance. • Our buildings are completely insulated. Note: Dimensions, and door & window locations shown are nominal. Actual dimensions, layout, and roof slope may vary depending on model or model year selected. Call Your Local Sales 48’ x 60’ Mobile Office Building Professional 8 Offices, 1 Conference Room & 2 Restrooms 866.889.7777 Delivered ready to use “On Time and On Budget” www.DesignSpaceModular.com Page 79 of 90  Attachment 8C CONCEPTUAL IMPROVEMENT PLANS CALIMESA LIBRARY EXPANSION CITY OF CALIMESA COUNTY OF RIVERSIDE, CALIFORNIA ALTERNATE I: 5400 SF VICINITY MAP 14 PROPOSED PARKING SPACES LIGHTING & LANDSCAPING 7926 SF ADD'L ASPHALT PARKING - 28 SPACES TOTAL REQUIRED ASPHALT DRIVE AISLE AND DRIVEWAY 18 EXISTING PARKING SPACES 3 PROPOSED ADA 8221 SF ASPHALT PARKING SPACES ADA PATH OF TRAVEL 760 SF PROPOSED 2880 SF 48' x 60' LIBRARY EXPANSION EXISTING 2520 SF LIBRARY PROPOSED 12x12, 144 SF BREEZEWAY CALIMESA LIBRARY CITY OF CALIMESA CITY OF CALIMESA CALIMESA LIBRARY EXPANSION Page 80 of 90 Page 81 of 90  Attachment 8D CONCEPTUAL IMPROVEMENT PLANS CALIMESA LIBRARY EXPANSION CITY OF CALIMESA COUNTY OF RIVERSIDE, CALIFORNIA ALTERNATE II: 5760 SF VICINITY MAP TEMPORARY LIBRARY SPACE TRASH ENCLOSURE REQUIRED DURING CONSTRUCTION 14 PROPOSED PARKING SPACES LIGHTING & LANDSCAPING 7926 SF ADD'L ASPHALT PARKING - 28 SPACES TOTAL REQUIRED ASPHALT DRIVE AISLE AND DRIVEWAY 18 EXISTING PARKING SPACES 3 PROPOSED ADA 8221 SF ASPHALT PARKING SPACES ADA PATH OF TRAVEL 712 SF 282 SF EXISTING 2520 SF LIBRARY PROPOSED 5760 SF to be demolished 96' x 60' NEW LIBRARY CALIMESA LIBRARY CITY OF CALIMESA CITY OF CALIMESA CALIMESA LIBRARY EXPANSION Page 82 of 90 Page 83 of 90  Attachment 8E CONCEPTUAL IMPROVEMENT PLANS CALIMESA LIBRARY EXPANSION CITY OF CALIMESA COUNTY OF RIVERSIDE, CALIFORNIA ALTERNATE III: 9000 SF DWY 300 SF SIDEWALK 1625 SF VICINITY MAP SIDEWALK 2022 SF EXISTING 1225 SF BLOCK BUILDING 10 PROPOSED PARKING SPACES to be demolished PROPOSED 9000 SF LIBRARY TRASH ENCLOSURE 3 PROPOSED ADA 11 PROPOSED PARKING SPACES PARKING SPACES DW 36 PARKING SPACES REQUIRED LIGHTING & LANDSCAPING Y3 11,621 SF ADD'L ASPHALT PARKING - 52 SPACES TOTAL REQUIRED ASPHALT DRIVE AISLE AND (2)DRIVEWAYS 00 S 2 ADA PARKING SPACES REQUIRED F SW 10' MIN SETBACKS FRONT, SIDE REAR 16 EXISTING PARKING SPACES K1 8221 SF ASPHALT 76 S F EXISTING 2520 SF LIBRARY to be demolished 12 EXISTING PARKING SPACES CALIMESA LIBRARY CITY OF CALIMESA CITY OF CALIMESA CALIMESA LIBRARY EXPANSION Page 84 of 90 Page 85 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 9 SUBJECT: Strategic Plan for City Hall Expansion MEETING DATE: March 15, 2021 PRESENTED BY: Bonnie Johnson, City Manager Margaret Monson, Interim Public Works Director RECOMMENDATION: That the City Council review the Conceptual Plan for the expansion of City Hall offices and direct staff on next steps as follows: • Provide feedback on Conceptual Plan • If Council concurs with the Conceptual Plan, staff is recommending moving the project forward to design/project plan preparation • Once plans are finalized, staff is recommending commencing the public bid process BACKGROUND: The City Council and City Staff participated in the Strategic Planning and Goal Setting Workshop on February 22, 2020. During that process, the Council established various targets and related goals with various priority levels. Based upon that information, Staff developed a Work Plan that was presented to City Council in October of 2020. Expansion of City Hall office space was included in the Work Plan as a top priority (level 1) goal under the Infrastructure (Internal and External) target. Given the current and future projected development activity, expansion of services to the public will be essential which in turn will require more staff resulting in a need for additional office space. The City Hall Expansion project is intended to be an interim solution until such time a new City Hall is built in the future. DISCUSSION: The proposed City Hall Expansion project includes the enclosure of the current “breezeway” between City Hall and the Senior Center and conversion of the area into additional office space. City Staff has completed a conceptual plan along with a rough estimate of construction costs. In addition, the plan also includes relocating the computer server from existing City Admin area to its own temperature-controlled room and rewiring the City Council Chambers for data and phone lines. In order to complete the project, Project plans would need to be prepared and public bid process followed. Given, the current space constraints at City Hall, the need for additional staffing and the availability of funding for the proposed project, and assuming City Council concurs with the Conceptual Plan, staff is recommending the project move forward ahead of the upcoming 2021-22 Budget. The project would be funded by Administrative Development Impact (Facilities) Fees and will not impact the General Fund or any other current or future project funding. FINANCIAL IMPACT: The rough estimated cost of the project is between $275,000 and $325,000. Although no appropriation was included in the 2020-21 budget for this project, funds available in the Administrative Development Impact (Facilities) Fees Fund are approximately $2.67 million. ATTACHMENTS: Attachment A: Conceptual Plans Back to Agenda Page 86 of 90  Attachment 9A CONCEPTUAL BUILDING IMPROVEMENT PLANS CITY HALL EXPANSION CITY OF CALIMESA COUNTY OF RIVERSIDE, CALIFORNIA VICINITY MAP CALIMESA CITY HALL CITY OF CALIMESA CITY OF CALIMESA CITY HALL EXPANSION Page 87 of 90  CONCEPTUAL BUILDING IMPROVEMENT PLANS CITY HALL EXPANSION CITY OF CALIMESA COUNTY OF RIVERSIDE, CALIFORNIA CONSTRUCTION NOTES: #Item Description Quantity /Unit of Measure VICINITY MAP CALIMESA CITY HALL CITY OF CALIMESA CITY OF CALIMESA CITY HALL EXPANSION Page 88 of 90  CITY COUNCIL MEETING AGENDA REPORT AGENDA ITEM NO. 10 SUBJECT: PAVEMENT MANAGEMENT PROGRAM MEETING DATE: March 15, 2021 PREPARED BY: Michael Thornton, City Engineer RECOMMENDATION: Receive and file. No immediate action requested. BACKGROUND: Over 41 miles of paved roadway exist in the City. The roadway system was inherited from the County of Riverside when the City incorporated in 1990. The City’s roadway system is deteriorating due to age and use. In 2018, the City Council approved an update to the City’s outdated Pavement Management Program (PMP) to ascertain the condition of our City streets. In late 2018, the City retained a PMP consultant, Public Work 1, Inc., to collect roadway pavement condition data for all 41 miles of City paved roadways. A key tool used in evaluating pavement conditions is Pavement Condition Index (PCI) condition rating for each roadway segment (intersection to intersection). PCI rating ranges from 0 (failed) to 100 (excellent) scale. Most Inland Empire cities have adopted a minimum PCI goal of 70. Roadway inspection criteria and PCI determination is governed by ASTM Standard D6433-11, “Standard Practices for Roads and Parking Lots Pavement Condition Index Surveys”. Using this standard makes the analysis objective and repeatable means of assigning a condition rating to roadways. PCI assists the City in determining the most appropriate pavement rehabilitation strategy to be used for a roadway. Rehabilitation strategies include – from least cost to highest cost: 1. Crack Filling 2. Crack Filling with Slurry Seal 3. Crack Filling with Chip Seal 4. Micro-Surfacing 5. Edge Grind and Overlay 6. Grind, Crack Filling and Overlay 7. Select Removal and Replacement of Base Pavement with Grind and Overlay, and 8. Complete Reconstruction that includes Overlay. Roadways with greater PCI result in lower rehabilitation costs. Roadway rehabilitation is costly regardless of the strategy implemented. Prioritization of projects is not determined based on PCI alone; many other factors may be considered including volumes. For example, streets with larger traffic volumes are typically prioritized over local roadways. Back to Agenda Page 89 of 90 City roadway data was accumulated in March of 2019. PCI for 312 roadway segments was collected ranging from 40 to 100. The average PCI is 63. The PMP consultant did not recommend an investment for streets with PCI’s of 70 or greater. The PCI data and Consultant’s recommendations are presented below: % of Rehabilitation No. of Total Strategy Unit Quantity Streets Amount Streets Crack Seal SF 32,550 4 $3,906 2% Crack Seal with Chip Seal SF 2,862,376 133 $1,001,832 55% Overlay SF 702,982 24 $1,366,340 10% Select Removal and Replacement with Overlay SF 574,211 21 $566,172 9% Complete Reconstruction SF 1,508,615 62 $3,224,121 25% Totals: 5,680,734 244 $6,162,371 100% Administration, Legal and Engineering (7%): $431,366 Construction Administration and Inspection (12%): $739,435 Project Total: $7,333,172 The City’s funding sources for roadway rehabilitation are extremely limited and include Measure A, Gas Tax, and General Fund. During the 2021-22 Budget process, Staff will be proposing a plan for ongoing street maintenance that will consider all of the above-mentioned pavement management strategies (8 listed above) – not just strategies recommended by the City’s PMP Consultant – and investment recommendations for streets with PCI’s greater than 70 for the proposed Capital Improvement Program (CIP) so that critical streets are preserved. A General Fund ongoing contribution will be a critical component of the plan. FISCAL IMPACT: None ATTACHMENTS: None Page 90 of 90