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HomeMy WebLinkAboutItem 09a - Regular Meeting Minutes of September 15, 2026 1 09-15-2026 ARCADIA CITY COUNCIL REGULAR MEETING MINUTES TUESDAY, SEPTEMBER 15, 2026 CALL TO ORDER – Mayor Cheng called the Closed Session to order at 6:00 p.m. ROLL CALL OF CITY COUNCIL MEMBERS PRESENT: Cao, Han, Kwan, Fu, and Cheng ABSENT: None Pursuant to Government Code Section 54953(b), Mayor Pro Tem Fu attended the City Council Meeting via teleconferencing, and notice was properly posted as required by law. PUBLIC COMMENTS There were no public comments. CLOSED SESSION a. Pursuant to Government Code Section 54956.9 (d)(2) to confer with legal counsel regarding the Workers' Compensation matter of Kevin Valentine (Claim #21- 154915/WCAB Case No. ADJ14415396). The Closed Session ended at 6:24 p.m. No reportable action was taken. Regular Meeting City Council Chambers, 7:00 p.m. 1. CALL TO ORDER – Mayor Cheng called the Regular Meeting to order at 7:00 p.m. 2. INVOCATION - Reverend Jolene Cadenbach, Arcadia Congregational Church 3. PLEDGE OF ALLEGIANCE – Reverend Jolene Cadenbach, Arcadia Congregational Church 4. ROLL CALL OF CITY COUNCIL MEMBERS PRESENT: Cao, Han, Kwan, Fu, and Cheng ABSENT: None 2 09-15-2026 Pursuant to Government Code Section 54953(b), Mayor Pro Tem Fu attended the City Council Meeting via teleconferencing, and notice was properly posted as required by law. 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 that no reportable action was taken. 6. SUPPLEMENTAL INFORMATION FROM CITY MANAGER REGARDING AGENDA ITEMS City Manager Lazzaretto had nothing to report. 7. PRESENTATIONS a. Presentation of Mayor’s Certificates of Commendation to Santa Anita Little League’s Softball Minors Washington Huskies for winning the Tournament of Champions and 10U All-Stars for winning the District Championship. 8. PUBLIC COMMENTS The following speakers appeared and expressed their opposition to the proposed removal of 34 protected native oak trees at Santa Anita Park for the LA28 Olympic equestrian cross- country course: Ann Cleary Arman A. Suzanne Lukather Nicolle (participated remotely) Carla Thomas Dom Tallerico, Arcadia resident, appeared and questioned why the cross-country course is an issue for the City; he noted that some of the 1984 Olympics cross-country events were held in northern San Diego County; he also questioned why work began at Santa Anita Park before permits were issued; and he announced that he will be reaching out to Highland Oaks residents to rejoin the Highlands Homeowners’ Association, and to promote the upcoming neighborhood block party. David Bigelow, an Arcadia resident, appeared and requested an item be placed on a future agenda to allow the City Council the opportunity to discuss and answer questions about ALPR Flock cameras in the City. Grace Lee, Arcadia resident and District 3 Candidate, appeared and spoke about her vision for Arcadia and the positive change she would bring to the City. 3 09-15-2026 Burton Brink, Arcadia resident and District 2 Candidate, appeared and spoke about the sacrifices made by first responders to keep the community safe; he responded to criticism regarding his endorsements from the Arcadia Police Officers’ Association and the Arcadia Firefighters’ Association; and stated that, if elected, he would support residents, businesses, and first responders. Alpha Biz participated remotely and commented on Steve Rhee’s candidacy for District 5 after previously running for District 4 in 2024; he expressed concerns regarding Mr. Rhee seeking office in different districts; and he stated that candidates should demonstrate a commitment to serving in the district they seek to represent. Meeting Attendee C participated remotely and commented on Steve Rhee’s candidacy for District 5 after previously running for District 4 in 2024; the speaker questioned his commitment to District 5; and stated that the election should not just be about campaigning, but about commitment, consistency, and accountability. In response to Mayor Cheng’s inquiries, City Manager Lazzaretto clarified that since the last City Council meeting, Santa Anita Park requested that the City pause its review of the proposed oak tree removals while alternative options and designs are explored to preserve more of the Oak trees; he stated that Santa Anita Park is working with LA28 and the International Equestrian Federation; and he indicated that he did not know when a revised application would be submitted. Regarding the construction work currently underway at Santa Anita Park, City Manager Lazzaretto clarified that the work is unrelated to the LA28 Olympics and is being conducted in preparation for the Split Rock Jumping Tour event in November and the Enchant Christmas event. Mayor Cheng referenced the City Council’s Rules of Procedure and Decorum, noting that City Council Members may briefly respond to concerns raised during public comment; he assured the public that discussions concerning the potential removal of oak trees were happening transparently and publicly; and he encouraged continued public participation on the matter. 9. CONSENT CALENDAR a. Special and Regular Meeting Minutes of September 1, 2026. CEQA: Not a Project Recommended Action: Approve b. Professional Services Agreement extension with SDI Presence Inc. for information technology support services through November 30, 2026. CEQA: Not a Project Recommended Action: Approve 4 09-15-2026 c. Professional Services Agreement with Vasquez & Company LLP for the City’s financial auditing services. CEQA: Not a Project Recommended Action: Approve d. Professional Services Agreement with George Hills Company, Inc. for third-party general liability claims administration services in an amount not to exceed $215,420 for a five-year term. CEQA: Not a Project Recommended Action: Approve e. Contract with MDJ Management, LLC for the Library Painting and Carpet Replacement Project in the amount of $309,724.28, with a 10% contingency. CEQA: Exempt Recommended Action: Approve f. Purchase Order with One Nation Distribution, LLC for the purchase of one 2026 Ford Maverick in the amount of $38,557.87. CEQA: Not a Project Recommended Action: Approve g. Purchase Order with Mountain View Chevrolet for the purchase of one 2026 Chevrolet Silverado 2500HD Service Body Pickup Truck in the amount of $63,242.51. CEQA: Not a Project Recommended Action: Approve h. Purchase Order with the City of Glendale’s Verdugo Fire Communications Center for the purchase of iPads, Havis mounts, and related mounting components required for the Verdugo Computer Aided Dispatch (“CAD”) upgrade, in the amount of $38,242. CEQA: Not a Project Recommended Action: Approve i. Purchase Order with SDI Presence LLC for the replacement of a public network firewall and five (5) years of licensing and vendor support in the amount of $56,500. CEQA: Not a Project Recommended Action: Approve j. Purchase of ammunition from San Diego Police Equipment Co., Inc. in an amount not to exceed $122,652. CEQA: Not a Project 5 09-15-2026 Recommended Action: Waive the Formal Bid Process and Approve k. Designation of Voting Delegates for the 2026 League of California Cities Annual Conference. CEQA: Not a Project Recommended Action: Designate Council Member Michael Cao as the Voting Delegate and Council Member John Han as the Alternate Council Member Kwan pulled Item 9.c - Professional Services Agreement with Vasquez & Company LLP for the City’s financial auditing services for separate discussion. It was moved by Council Member Cao, seconded by Council Member Han, and carried on a roll call vote to approve Consent Calendar Items 9.a, 9.b, and 9.d through 9.k. AYES: Cao, Han, Kwan, Fu, and Cheng NOES: None ABSENT: None Council Member Kwan requested that City Manager Lazzaretto explain why the City is entering into an agreement with Vasquez & Company LLP for the City’s financial auditing services. City Manager Lazzaretto explained that the item is for the City’s annual financial auditing services; he stated that on July 21, the City Council considered a similar item and selected Moss, Levy & Hartzheim LLP; however, following its selection, the firm withdrew from the engagement, citing concerns regarding its ability to maintain the appearance and perception of independence based on the discussion during the July 21 meeting; he indicated that the proposals from the original competitive selection process were reevaluated, and that based on the overall assessment, Vasquez & Company LLP was determined to be the next most qualified proposer and submitted the second-lowest priced proposal. Council Member Kwan stated that she did not accuse Moss, Levy & Hartzheim LLP of any wrongdoing and explained her reasons for supporting a different firm, noting that after 11 years with the same firm, she believed it was healthy and responsible to make a change; and she thanked City Manager Lazzaretto for explaining the process. Council Member Han explained his reasons for supporting retention of the same auditing firm, expressed disappointment that Moss, Levy & Hartzheim LLP withdrew, and welcomed Vasquez & Company LLP. Mayor Pro Tem Fu thanked Council Member Han for his comments; expressed disappointment regarding the circumstances that led Moss, Levy & Hartzheim LLP to withdraw and the additional cost associated with selecting Vazquez & Company LLP; and he expressed hope that the new firm would provide the same level of professional service. 6 09-15-2026 In response to Mayor Cheng’s inquiries, City Manager Lazzaretto stated that prior to withdrawing, Moss, Levy & Hartzheim LLP offered to meet individually with each Council Member to address any questions or concerns regarding the audit; he indicated that Council Member Kwan declined to meet with the firm; and he noted that the audit is due by the end of the calendar year. Mayor Cheng spoke about the importance of communicating with firms performing work on the City’s behalf regarding any questions or concerns; and he encouraged Council Members to meet with these firms when such offerings are made. Council Member Kwan clarified that she was informed the meeting with the firm was voluntary; she spoke about the importance of transparency; and she requested that her decision to not meet with the firm not be characterized as wrongdoing. Council Member Fu stated that he wanted City Manager Lazzaretto to complete his comments. City Manager Lazzaretto indicated that there is email correspondence he would make available to anyone interested in understanding the nature of his communication with Council Member Kwan regarding the City’s auditing firm. Mayor Cheng clarified that the purpose of the meetings with Moss, Levy & Hartzheim LLP was to address any questions or concerns; and he noted that four Council Members were willing to meet with the firm. Council Member Han clarified for the record that he did not meet with Moss, Levy & Hartzheim LLP; although a meeting had been scheduled, the firm withdrew prior to the meeting. Mayor Pro Tem Fu clarified his understanding of the reasons Moss, Levy, & Hartzheim LLP withdrew; and he disputed the characterization that the firm had publicly stated it was unable to independently perform the City’s auditing services. Council Member Kwan questioned whether the firm’s decision to withdraw was based on information obtained through its meetings with the four Council Members. Council Member Cao stated that meetings offered by third-party contractors provide Council Members an opportunity to learn about their work and are voluntary; he clarified that the Council Members did not meet with the firm as a group; and he noted that Moss, Levy & Hartzheim LLP had provided auditing services to the City for 11 years because previous City Councils had continued to approve the firm based on their satisfaction with its services. 7 09-15-2026 Council Member Kwan spoke about the importance of maintaining her independence as a Council Member and asking questions on behalf of taxpayers; she stated that a majority vote does not necessarily mean the best decision was reached; and she requested that her questions and concerns not be minimized. It was moved by Mayor Pro Tem Fu, seconded by Council Member Cao, and carried on a roll call vote to approve Consent Calendar Item 9.c - Professional Services Agreement with Vasquez & Company LLP for the City’s financial auditing services. AYES: Fu, Cao, Han, Kwan, and Cheng NOES: None ABSENT: None 10. CITY MANAGER a. Report on preparations for projected El Niño winter storms. CEQA: Not a Project Recommended Action: Receive and File Assistant City Manager/Public Works Services Director Cranmer and Fire Chief Suen provided a PowerPoint presentation. After discussion, the presentation was received and filed by the City Council. b. Resolution No. 7711 establishing fees for City facility use. CEQA: Not a Project Recommended Action: Adopt Deputy City Manager Bruno presented the Staff Report. Council Member Kwan inquired whether the proposed fees would apply to the City’s Architectural Review Boards (“ARBs”) and Homeowners’ Associations (“HOAs”). Deputy City Manager Bruno explained that the ARBs and HOAs are separate entities; that the ARBs perform design review services within their respective HOA areas on behalf of the City; and that the proposed fees would not apply to the ARBs because they are performing a City function. City Manager Lazzaretto further explained that because the ARBs act on behalf of the City, they would not be required to rent City facilities, whereas HOAs are separate from the City and would be subject to the applicable facility rental fees. City Attorney Maurer clarified that fees are not being waived for the ARBs; he stated that the ARBs are part of the City and the City would not charge itself for use of its facilities. 8 09-15-2026 Council Member Kwan referenced resolutions dating back to 1968 concerning the establishment of the HOAs. Mayor Pro Tem Fu raised a point of order, stating that the discussion was beyond the scope of the agendized item, and requested that City Attorney Maurer address the issue. City Attorney Maurer asked Council Member Kwan to clarify her point. Council Member Kwan referenced an amended resolution from 2012 regarding regulations for HOAs and ARBs; and she stated that the ARBs and HOAs do not operate separately. Mayor Pro Tem Fu made a motion to table the discussion on the ARB and HOAs, stating that the comments had not been connected to the agendized matter concerning use of City facilities. City Attorney Maurer clarified that the HOAs and ARBs operate separately; that the ARBs were established pursuant to the City’s Municipal Code; and he indicated that there was no discrepancy regarding their distinction. In response to Council Member Han’s inquiries, Deputy City Manager Bruno stated that the proposed fees are set at a low-cost recovery level of 0-30% of the City’s costs; that the use of the three proposed facilities would be limited to nonprofits and Arcadia-based civic organizations; and that the facilities were being proposed for rental due to increased interest in their use. City Manager Lazzaretto noted that many of the city facilities identified in the presentation are regularly rented and that staff reviewed rental rates in other cities for comparison. In response to Council Member Kwan’s inquiry, Deputy City Manager Bruno indicated that she did not know all the organizations that currently reserve the facilities identified in the presentation. Council Member Kwan explained her reasons for supporting a waiver of facility rental fees for HOAs; and she inquired which organizations had requested use of the proposed facilities. Deputy City Manager Bruno stated that the Downtown Arcadia Improvement Association requested use of the Arcadia Transit Plaza, and that the Lower Rancho Homeowners’ Association requested use of the Emergency Operations Center/Community Room. In response to Council Member Kwan’s comments, City Attorney Maurer reiterated that an ARB is a City committee; he explained the distinction between an ARB and an HOA; and he clarified that fees are not being waived for ARBs because they are part of the City. 9 09-15-2026 Deputy City Manager Bruno added that ARB members are required to file an Assuming Office, Leaving Office, and Annual Statement of Economic Interests (Form 700) and complete two hours ethics training every two years, requirements that do not apply to HOA members. In response to Council Member Cao’s inquiries, Deputy City Manager Bruno confirmed that the low-cost recovery is 0-30 %, meaning the City subsidizes approximately 70-100% of the cost of providing the facilities while collecting up to 30% through rental fees. In response to Mayor Cheng’s inquiry, Deputy City Manager Bruno explained that the City Council established the cost recovery levels in 2020 and that the proposed fees are consistent with the cost recovery structure in the existing user fee schedule. City Manager Lazzaretto explained that the City’s general cost recovery approach is for services primarily benefiting an individual user to have a higher level of cost recovery, while services providing broader community benefits, such as recreation classes and programs, generally have lower cost recovery levels. In response to Mayor Pro Tem Fu’s request for clarification, City Manager Lazzaretto confirmed that the matter before the City Council was whether to make the identified City facilities available for rental and whether to impose the proposed fees consistent with the existing fee schedule. Council Member Kwan reiterated her position that HOAs provide a public function and stated that any facility rental fess imposed should be waived. Mayor Pro Tem Fu raised a point of order and requested that the City Council find Council Member Kwan out of order; and he requested they proceed with the item. Council Member Kwan made a motion to adopt Resolution No. 7711 establishing fees for City facility use, with the fees waived for HOAs. The motion failed due to a lack of a second. It was moved by Council Member Cao, seconded by Mayor Pro Tem Fu, and carried on a roll call vote to adopt Resolution No. 7711 establishing fees for City facility use. AYES: Cao, Fu, and Cheng NOES: Han and Kwan ABSENT: None 11. AB 1234 REPORTS FROM MAYOR AND CITY COUNCIL (limited to legally required reports). City Council had nothing to report. 10 09-15-2026 12. REQUEST FOR FUTURE ITEMS Council Member Kwan requested City Council support to place an item on a future agenda to discuss Flock cameras in the City, with Council Member Han concurring. Sufficient support was not received to place the item on a future agenda. Council Member Kwan requested City Council support to place an item on a future agenda to discuss conducting an environmental impact study regarding the proposed removal of 34 protected native oak trees at Santan Anita Park for the LA28 Olympic equestrian cross-county course. City Attorney Maurer advised against placing the item on a future agenda, explaining that it would be problematic to discuss an environmental review without an application on file because the legal determination would be based on the application. City Manager Lazzaretto stated that because the application had been withdrawn, there was no application to consider and, therefore, no environmental assessment could be conducted at this time; he further noted that if an application is resubmitted, there is a process for determining whether an environmental review would be required. Council Member Kwan stated that if the application is resubmitted, she would request that item be placed on a future agenda. Council Member Han requested City Council support to create an Ad Hoc Committee to identify publicly available information, develop key performance indicators, and compare Arcadia with other cities. Mayor Pro Tem Fu and Council Member Cao concurred. Council Member Cao made a motion to appoint Council Member Han and Mayor Cheng to serve on the Committee. Mayor Cheng concurred. City Manager Lazzaretto clarified for purposes of the Brown Act, that Mayor Cheng created an Ad Hoc Committee to identify publicly available information, develop key performance indicators, and compare Arcadia with other cities, appointing Council Member Han and himself to serve on the Committee. City Attorney Maurer confirmed that the formation of the Ad Hoc Committee was permissible under the Brown Act, explaining that an advisory committee composed solely of two council members, is a committee that is not formed by formal action of the City Council. Council Member Cao inquired whether the November 3 City Council meeting could be cancelled because it falls on Election Day, noting the importance of allowing and encouraging individuals to vote. 11 09-15-2026 City Manager Lazzaretto stated that he has the authority to cancel a City Council meeting if there are no timely matters for consideration, or alternatively, an item could be placed on the next agenda for the City Council to formally cancel the meeting. Mayor Pro Tem Fu concurred with Council Member Cao’s request and asked that an item be placed on the next agenda to formally cancel the November 3 City Council meeting. Mayor Cheng concurred. 13. ADJOURNMENT The City Council adjourned at 9:51 p.m. to Tuesday, October 6, 2026, at 6:00 p.m., in the City Council Chambers. Linda Rodriguez City Clerk