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HomeMy WebLinkAboutItem 7a - Special and Regular Meeting Minutes of October 7, 2025 1 10-07-2025 ARCADIA CITY COUNCIL SPECIAL MEETING MINUTES TUESDAY, OCTOBER 7, 2025 CALL TO ORDER – Mayor Kwan called the Special Meeting to order at 4:30 p.m. ROLL CALL OF CITY COUNCIL MEMBERS PRESENT: Cao, Cheng, Fu, Wang, and Kwan ABSENT: None PUBLIC COMMENT – No one appeared. CLOSED SESSION a. Pursuant to Government Code Section 54956.9 (d)(1) to confer with legal counsel regarding the matter of Stephanie Aikin and Laurie Thompson v. City of Arcadia (Case No. 25STCV27078). Prior to adjourning into closed session, City Attorney Maurer provided an admonition that Mayor Kwan may have a financial conflict of interest due to a personal financial interest resulting from her threat of litigation related to the same subject matter and occurrence. City Attorney Maurer recommended that she, therefore, recuse herself from participation and discussion. Mayor Kwan elected not to recuse herself and called the meeting into closed session. Following a closed session discussion, there was reportable action of a 4-0-1 vote, with Mayor Kwan abstaining, to defend the lawsuit filed by Stephanie Aikin and Laurie Thompson. The Special Meeting ended at 4:39 p.m. Rachelle Arellano Assistant City Clerk 1 10-07-2025 ARCADIA CITY COUNCIL REGULAR MEETING MINUTES TUESDAY, OCTOBER 7, 2025 1. CALL TO ORDER – Mayor Kwan called the Regular Meeting to order at 7:00 p.m. 2. INVOCATION – Reverend Darwin Ng, Arcadia Police Department Chaplain 3. PLEDGE OF ALLEGIANCE – Reverend Darwin Ng, Arcadia Police Department Chaplain 4. ROLL CALL OF CITY COUNCIL MEMBERS PRESENT: Cao, Cheng, Fu, Wang, and Kwan ABSENT: None 5. REPORT FROM CITY ATTORNEY REGARDING CLOSED/STUDY SESSION ITEMS City Attorney Maurer reported that prior to the Regular Meeting, the City Council met in a Closed Session to discuss the one item listed on the posted agenda and indicated there was reportable action with a 4-0-1 vote, with Mayor Kwan abstaining, to defend the lawsuit filed by Stephanie Aikin and Laurie Thompson. 6. SUPPLEMENTAL INFORMATION FROM CITY MANAGER REGARDING AGENDA ITEMS City Manager Lazzaretto requested that Consent Calendar Item 9.f be tabled and brought back for consideration at a future meeting so that staff could look further into questions raised by the Council and members of the public. 7. PRESENTATIONS a. Presentation of an adoptable dog by Kevin McManus of the Pasadena Humane Society. b. Presentation of Fire Prevention Week Proclamation. c. Donation from the Arcadia Parks Foundation in the amount of $8,500 for the Butterfly Garden at Newcastle Park. 8. PUBLIC COMMENTS Maddie, an Arcadia resident, appeared and expressed her support for the 2026 Open Streets event; and she thanked the City Council for their consideration of this item. 2 10-07-2025 Thomas Kim, an Arcadia resident, appeared and expressed his support for the 2026 Open Streets event; and thanked the City Council for adding this item to this agenda. Alexandra Lopez, member of Active San Gabriel Valley, appeared and expressed her support for the 2026 Open Streets event. Iliana Garcia, of South Coast Air Quality Management District, appeared and shared information regarding the “Invest Clean Funding” program and grants available. Kean, an Arcadia resident, appeared and expressed his support for the 2026 Open Streets event; he thanked the City Council for listening to student voices, and for adding this item to the agenda. 9. CONSENT CALENDAR a. Regular Meeting Minutes of September 16, 2025. CEQA: Not a Project Recommended Action: Approve b. Resolution No. 7654 acknowledging receipt of a report made by the Fire Chief of the Arcadia Fire Department regarding inspections of certain occupancies required by Sections 13146.2 and 13146.3 of the California Health and Safety Code. CEQA: Not a Project Recommended Action: Adopt c. Resolution No. 7656 declaring its intention to vacate a portion of the east-west alley between 117-129 East Huntington Drive and 124-134 Wheeler Avenue, and setting a Public Hearing date relative thereto, to vacate the alley and reserve a public access and air space easement over it. CEQA: Exempt Recommended Action: Adopt d. Resolution No. 7657 amending the Fiscal Year 2025-26 Capital Improvement Program Budget, authorizing a supplemental budget appropriation for the Fire Station 107 Generator Installation Project in the amount of $359,749.14, offset by a reduction in the Capital Outlay Fund; and approve a contract with Mackone Development, Inc. for the Fire Station 107 Generator Installation Project in the amount of $359,749.14. CEQA: Exempt Recommended Action: Adopt and Approve 3 10-07-2025 e. Resolution No. 7658 amending Resolution No. 7598, establishing compensation and related benefits for City Council, Executive Management, Management, and Unrepresented Confidential Employees for July 1, 2024, through June 30, 2027 (Development Services Director). CEQA: Not a Project Recommended Action: Adopt f. Professional Services Agreement with Jan’s Towing for official police tow services for Fiscal Years 2025-26 through 2027-28, with the option of three one-year renewals. CEQA: Not a Project Recommended Action: Approve g. Professional Services Agreement with Trovao and Associates, Inc. DBA The Christmas Light Guy Company to provide holiday decorations for the 2025 Holiday Season in the amount of $45,000. CEQA: Not a Project Recommended Action: Approve h. Purchase of 2,351.92 acre-feet of Imported Cyclic Storage Water from the Main San Gabriel Basin Watermaster in the amount of $2,387,198.80. CEQA: Not a Project Recommended Action: Approve i. Purchase Order and Professional Services Agreement with Versaterm Public Safety US, Inc. for the Versaterm CommunityConnect public messaging platform for a three-year term, with the option of three one-year renewals, in an amount not to exceed $49,280. CEQA: Not a Project Recommended Action: Approve j. Purchase Order with Quinn Group, Inc. for the purchase of two new medium wheel construction loaders in the amount of $552,145.95. CEQA: Not a Project Recommended Action: Approve k. Change Order to increase the Purchase Order with Valley Power Systems, Inc. for the emergency generator rental at Fire Station 107 in the amount of $5,440.70. CEQA: Not a Project Recommended Action: Approve l. Change Order to increase the Purchase Order with Carrier Corporation for HVAC equipment support and repair services in the amount of $19,600. CEQA: Not a Project 4 10-07-2025 Recommended Action: Approve m. Accept all work performed by Yunex LLC (“Yunex Traffic”) for the Huntington Drive Corridor Traffic Signal Improvement Project in the amount of $585,158.60. CEQA: Exempt Recommended Action: Approve n. Accept all work performed by Gentry Brothers Inc. for the Fiscal Year 2023-24 Pavement Rehabilitation Project as complete. CEQA: Exempt Recommended Action: Approve City Manager Lazzaretto requested that Item 9.f be tabled for additional time to review and examine rankings and company standings. The City Council did not object. Mayor Kwan pulled Items 9.d and 9.h for separate discussion. Regarding Consent Calendar Item 9.d, Mayor Kwan inquired about the current balance of the Capital Outlay Fund; and she asked why the generator purchase is being funded through the Capital Outlay Fund and not the Equipment Fund, also inquiring about the balance of the Equipment Fund. City Manager Lazzaretto explained that the generator failed during the January 7, 2025, windstorm; he noted that repairs were attempted, but due to the age and high repair costs, replacement was determined to be more cost-effective; he noted the current balance of the Capital Outlay Fund is $24,361,000 with approximately $17 million earmarked for projects, leaving an anticipated fund balance of $7,122,300. He explained that the generator is being purchased through the Capital Outlay Fund, rather than the Equipment Fund as the Equipment Fund is generally for mobile equipment and this particular generator will be affixed to Fire Station 107; and he further indicated the Equipment Fund has a current balance of approximately $19 million, with an expected balance of $10.7 million dollars at year-end. Council Member Fu, inquired about the implications if the generator was not purchased. City Manager Lazzaretto explained that the City would need to continue renting a mobile generator, which is currently in use and incurring significant ongoing costs; he further indicated that without a permanent generator, the Fire Department may experience operational risks, specific to fire protection in north Arcadia. Regarding Consent Calendar Item 9.h, Mayor Kwan inquired about the current balance of Water Fund; she further inquired about the funding earmarked for infrastructure projects and asked how the $2 million water purchase will affect the remaining balance; she asked if there are rate adjustments or reserve strategies planned to maintain long-term stability; and 5 10-07-2025 lastly she inquired how this purchase aligns with our long term reliability and fire preparedness goals. In response to Mayor Kwan, City Manager Lazzaretto explained that the City is purchasing water at a lower rate to build stronger reserves in the future; he noted the Water Fund Balance is about $7.6 million; and he indicated that further discussion of the water rates will be discussed during City Manager Item 10.b. Council Member Cao inquired about the rationale behind the City pre-purchasing water. In response to Council Member Cao, City Manager Lazzaretto indicated that Arcadia has a long-standing practice of pre-purchasing water, which ultimately helps save on costs. Council Member Fu noted that the City pre-purchases water annually, having continually been in the financial position to do so; and he further noted that this practice typically results in savings up to 10%. City Manager Lazzaretto concurred with Council Member Fu and noted that this year’s pre- purchase would save customers nearly $250,000. It was moved by Council Member Cao, seconded by Mayor Pro Tem Wang, and carried on a roll call vote to approve Consent Calendar Items 9.a. through 9.e. and 9.g. through 9.n. AYES: Cao, Wang, Cheng, Fu, and Kwan NOES: None ABSENT: None 10. CITY MANAGER a. Ordinance No. 2410 amending Chapter 9 of Article VII of the Arcadia Municipal Code relating to Camping and Storage of Personal Property on Public Property; and amending Parts 2 and 4 of Chapter 2, Article IV of the Arcadia Municipal Code relating to Public Welfare, Morals, and Policy. CEQA: Not a Project Recommended Action: Introduce City Manager Lazzaretto presented the Staff Report. After discussion, a motion was made by Mayor Kwan, seconded by Council Member Cao, and carried on a roll call vote to introduce Ordinance No. 2410, amending Chapter 9 of Article VII of the Arcadia Municipal Code relating to Camping and Storage of Personal Property on Public Property; and amending Parts 2 and 4 of Chapter 2, Article IV of the Arcadia Municipal Code relating to Public Welfare, Morals, and Policy. 6 10-07-2025 AYES: Kwan, Cao, Cheng, Fu, and Wang NOES: None ABSENT: None b. Accept the Water and Sewer Rate Cost of Service Study, direct the Public Works Services Department to follow Proposition 218 balloting procedures to establish water and sewer rates, and conduct a Public Hearing at the December 2, 2025, City Council meeting. CEQA: Not a Project Recommended Action: Approve Public Works Services Director Cranmer presented the Staff Report. Sudhir Pardiwala, of Raftelis, presented the Water and Sewer Rate Cost of Service Study to the City Council. After discussion, a motion was made by Council Member Fu, seconded by Council Member Cao, and carried on a roll call vote to accept the completed Water and Sewer Rate Cost of Service Study, direct the Public Works Services Department to follow Proposition 218 balloting procedures to establish water and sewer rates, and conduct a Public Hearing at the December 2, 2025, City Council meeting. AYES: Fu, Cao, Cheng, Wang, and Kwan NOES: None ABSENT: None c. Authorize a Letter of Support for the 2026 “Foothills, Family, Futball” Open Streets event proposed by the San Gabriel Valley Council of Governments, in partnership with Active San Gabriel Valley. CEQA: Not a Project Recommended Action: Approve Transportation Services Manager Johnson presented the Staff Report. A motion was made by Mayor Pro Tem Wang, seconded by Council Member Cheng, and carried on a roll call vote to authorize the City Manager to execute and submit a Letter of Support for the 2026 “Foothills, Family, Futball” Open Streets event proposed by the San Gabriel Valley Council of Governments, in partnership with Active San Gabriel Valley. AYES: Wang, Cheng, Cao, Fu, and Kwan NOES: None ABSENT: None 7 10-07-2025 11. AB 1234 REPORTS FROM MAYOR AND CITY COUNCIL (limited to legally required reports). Council Member Fu had nothing to report. Council Member Cao had nothing to report. Mayor Pro Tem Wang announced that on September 20, she attended the All-4-One Annual Gala Dinner & Concert at the Arcadia Performing Arts Center, and on October 4, she attended the Crystal Ball, hosted by the USC Arcadia Hospital Foundation. Council Member Cheng announced that on October 4, he attended the Crystal Ball, hosted by the USC Arcadia Hospital Foundation. Mayor Kwan announced that on September 20, she attended the All-4-One Dinner & Concert at the Arcadia Performing Arts Center, and on October 4, she attended the Crystal Ball, hosted by the USC Arcadia Hospital Foundation. 12. REQUEST FOR FUTURE ITEMS There was no request for future items. 13. ADJOURNMENT The City Council adjourned at 9:05 p.m. to Tuesday, October 21, 2025, at 6:00 p.m., in the City Council Conference Room. Rachelle Arellano Assistant City Clerk