OF WESTLAKE VI E 1981 KELLY HONIG SUSAN MCSWEENEY BRAD: HALPERN RAY PEARL NEDI EDAVIS Mayor Mayor Pro Tem Councilmember Councilmember Councilmember REGULAR MEETING MINUTES February 12, 2025 CALL TO ORDER: This regular meeting of the Westlake Village City Council was called to order by Mayor Honig on Wednesday, February 12, 2025 at 6:30 p.m., at 31200 Oak Crest Drive, Westlake Village. PLEDGE OF ALLEGIANCE: Mayor Honig led the Pledge of Allegiance. ROLL CALL: PRESENT: Councilmembers Davis, Pearl, Halpern, Mayor Pro Tem McSweeney, Mayor Honig ABSENT: None Also Present: City Manager de Geus, City Attorney Boga, Assistant City Manager Wilson, City Clerk Mann, Planning Director Asp, City Engineer Hughes, Assistant to the City Manager Mott, Associate Planner Orr, and Deputy City Clerk Kramer. APPROVAL OF AGENDA: Councimember Davis moved to approve the Agenda as presented. Councilmember Pearl seconded the motion. YES: Councilmembers Davis, Pearl, Halpern, Mayor Pro Tem McSweeney and Mayor Honig NO: None ABSENT: None ABSTAIN: None Mayor Honig declared the motion passed 5-0. City Council Minutes City of Westlake Village February 12, 2025 2 APPROVAL OF MINUTES: Councilmember Halpern moved to approve the Minutes of January, 13, 2025 Special Meeting, January 22, 2025 Study Session and January 22, 2025 Regular Meeting. Mayor Pro Tem McSweeney seconded the motion. YES: Councilmembers Davis, Pearl, Halpern, Mayor Pro Tem McSweeney and Mayor Honig NO: None ABSENT: None ABSTAIN: None Mayor Honig declared the motion passed 5-0. SPECIAL PRESENTATIONS/CEREMONIAL MATTERS: 1. Presentation - Senior Concerns 50th Anniversary Proclamation Mayor Honig announced Senior Concerns' 50th Anniversary recognition and invited President Andrea Gallegher, Board Chair Kara Buss, and Director of Development Julie Harvey to the podium for a special presentation. Mayor Honig provided an overview of the vital services and programs that Senior Concerns offers and their commitment to enhancing the health, well-being, and quality of life for seniors and family caregivers in the Conejo Valley, including the City of Westlake Village. Ms. Gallagher addressed the City Council and thanked the City for the ongoing support. City Council presented a 50th Anniversary Proclamation and thanked Senior Concerns for all the services provided to the City's residents. 2. Presentation = Annual Comprehensive Financial Report for the Fiscal Year Ending June 30, 2024 by City's Auditing Firm - Moss, Levy & Hartzheim Assistant City Manager Wilson provided an overview of the City of Westlake Village's Annual Comprehensive Financial Report for the Fiscal Year ending June 30, 2024, stating the report provides a narrative overview and analysis of the financial activities of the City for the fiscal year. Ms. Wilson noted that the City's Fiscal Year 2022-2023 Annual Report was awarded the Certificate of Achievement for Excellence in Financial Reporting, for the 19th consecutive year, from the Government Finance Officers Association. Assistant City Manager Wilson introduced Mr. Bin Zeng, a Principal with Moss, Levy & Hartzheim, the City's independent auditing firm. Mr. Zeng commented on the Management Report and Auditor's Communication Letter and the key factors and assumptions used to develop estimates. He reviewed financial highlights and stated that the audit revealed no deficiencies and findings and as such, received the highest rating of an Unmodified Opinion. City Council Minutes City of Westlake Village February 12, 2025 3 PUBLIC COMMENTS: Gabriel Albarian, City of Westlake Village. COUNCIL RESPONSE: None STAFF COMMENTS: City Manager de Geus introduced new staff member, Miles Orr, Associate Planner and welcomed him to the Westlake Village team. Mr. Orr addressed the City Council. City Manager de Geus reported on current weather conditions stating a flash flood watch was in place for Thursday evening through Friday morning. V-ditches and basins have been cleaned, and crews remain on standby. Residents can visit NOAA.gov for weather updates. Mr. de Geus stated the City's Westlake Village Discovers: Sports event held at the Civic Center on February 8, 2025 was a success and thanked the participants. City Manager de Geus highlighted three new business openings: The Ridge (a senior living facility on Via Colinas), HiBye Coffee (an organic and vegan coffee shop located in the Shoppes at Westlake Village), and Starbucks in Westlake Village Marketplace. He encouraged residents to visit the businesses. Mr. de Geus requested that Assistant to the City Manager Mott provide a communications update. Mr. Mott presented statistics on followers and engagement through the City's Facebook page, Instagram, and website noting the increases; many of the posts were related to the fires in our region. Mr. de Geus announced that the City is seeking input on ADA Transition Plan efforts with a survey at WLV.org/ADASurvey through March 14, 2025, applications for the 2035 Strategic Plan Citizen's Advisory Committee is located at WLV.org/2035Plan, and the Westlake Village Community Foundation is accepting High School Senior scholarship applications through March 31, 2025 at WLVorg/Scholarshp. In conclusion, Mr. de Geus highlighted agenda topics for the upcoming Council Committee meetings and City Council meeting on February 26, 2025. COUNCIL COMMENTS: Councimember Halpern reported attending the Sacramento Delta water tour for an in- depth look at the water supply and transfer of water from northern to southern California. He commented on earthquake and levy concerns and Las Virgenes Municipal Water District's efforts into alternative water supply sources. City Council Minutes City of Westlake Village February 12, 2025 4 COUNCIL COMMENTS (continued): Councimember Pearl reported taking a post-fire Malibu tour, the impacts on the community, and the importance of fire safety in our City; bringing forth the council goal of mandatory State housing laws and legislation awarding cities for compliance to the League of California Cities; and that he attended the Clean Power Alliance Board Meeting. Councimember Davis commented on the City's technology upgrades through the years. Mayor Honig stated that she received compliments from other cities regarding Westlake Village's social media positioning and the City's award-winning video team. CITY COUNCIL COMMITTEE REPORTS: None PUBLIC HEARING: 1. CONDITIONAL USE PERMIT NO. 19-008, MODIFICATION NO. 1; RESOLUTION NO. 2384-25 Mayor Honig opened the Public Hearing. Planning Director Asp presented a request for approval of a time extension to authorize the continued operation of a private fitness and athletic development training gym. Providing background, Ms. Asp stated that on November 13, 2019, the City Council approved a Conditional Use Permit (CUP) to authorize a private fitness and athletic development training gym at 31848 Village Center Road within the First Neighborhood Center. The business operates Monday to Friday 7:00 am - 5:00 pm, Saturday 7:00 am = 12:00 pm and is closed on Sundays. The applicant is not requesting any modifications to the CUP. Staff is not aware of any issues arising from the operation of this business and recommended approval of the requested time extension granting a ten-year permit term with an expiration date of February 12, 2035. On January 15, 2025, the Land Use Committee McSweeneylaper, reviewed the CUP time extension request and recommended forwarding it to the City Council for a public hearing. Applicant Lucas Quinn addressed the City Council. Mayor Honig closed the Public Hearing. City Council Minutes City of Westlake Village February 12, 2025 5 PUBLIC HEARING (continued): Councilmember Davis moved that the City Council adopt Resolution No. 2384-25, determining Modification No. 1 of Conditional Use Permit No. 19-008 is exempt from CEQA and authorizing the continuation of a private fitness and athletic development training gym, located at 31848 Village Center Road. Councilmember Halpern seconded the motion. YES: Councilmembers Davis, Pearl, Halpern, Mayor Pro Tem McSweeney and Mayor Honig NO: None ABSENT: None ABSTAIN: None Mayor Honig declared the motion passed 5-0. RESOLUTION NO. 2384-25: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WESTLAKE VILLAGE APPROVING MODIFICATION NO. 1 OF CONDITIONAL USE PERMIT NO. 19-008 TO AUTHORIZE THE CONTINUED OPERATION OF A PRIVATE FITNESS AND ATHLETIC DEVELOPMENT TRAINING FACILITY (LIGHTING QUICK SPORTS PERFORMANCE) LOCATED AT 31848 VILLAGE CENTER ROAD CONSENT CALENDAR: Councimember Davis moved to approve the Consent Calendar. Mayor Pro Tem McSweeney seconded the motion. YES: Councilmembers Davis, Pearl, Halpern, Mayor Pro Tem McSweeney and Mayor Honig NO: None ABSENT: None ABSTAIN: None Mayor Honig declared the motion passed 5-0. APPROVAL OF WARRANTS: Warrants effective February 1, 2025 in the amount of $658,219.49 TREASURERS QUARTERLY REPORT: City Council received and filed the CalPERS Report dated December 31, 2024 and Stifel Report dated December 31, 2024. City Council Minutes City of Westlake Village February 12, 2025 6 CONSENT CALENDAR (continued): GENERAL BUSINESS: 1. 2025 APPOINTMENTS TO THE COMMUNITY SERVICE GRANT ADVISORY COMMITTEE = City Council appointed Gladys Lopez, Mark Luther, Chad Martinson, Steve Kerman and Jeff France to the 2025 Community Service Grant Advisory Committee. 2. REVIEW AND APPROVAL OF THE ANNUAL COMPREHENSIVE FINANCIAL REPORT FOR THE FISCAL YEAR ENDED JUNE 30, 2024 = City Council approved the Annual Comprehensive Financial Report for the twelve-month period ended June 30, 2024 as submitted. 3. AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH SABERDOME (DBA LANSPEED) FOR INFORMATION TECHNOLOGY SERVICES AND SUPPORT = City Council approved Amendment No. 3 to the Professional Services Agreement with SaberDome Corporation, doing business as Lanspeed, to provide information technology services and authorized the Mayor to sign and execute the agreement on behalf of the City. 4. ADJUSTING THE 3RD ALTERNATE DIRECTOR. APPOINTMENT TO THE CLEAN POWER ALLIANCE -= City Council modified the title and designation for the 3rd Alternate Board Member to the Clean Power Alliance to be Rob de Geus, City Manager or his designee Assistant Engineer Kristopher Galvez. OLD BUSINESS: 1. REVIEW OF THE FISCAL YEAR 2024-25 MID-YEAR BUDGET Assistant City Manager Wilson presented the Fiscal Year (FY) 2024-25 Mid-Year Budget report highlighting revenues and expenditures from July 1, 2024 through December 31, 2024. With the top three revenue sources - Property Tax, Sales Tax, and Transient Occupancy Tax maintaining a comparable performance, the City is anticipated to meet its revenue projections by year-end. Ms. Wilson also provided an update on the mid-year budget adjustments, fiscal year-end projections, fund balance projections, and capital improvement program projects. Finally, she provided an update on the recently released State budget and upcoming budget process for Fiscal Year 2025-26. Assistant City Manager Wilson discussed the next steps in the budget process, which started with the City Council Goal Setting Workshop held January 22, 2025, to establish next year's goals and priorities and tonight's Mid-Year Budget Report. City Council Minutes City of Westlake Village February 12, 2025 7 OLD BUSINESS (continued): Ms. Wilson stated that upcoming Budget workshops will be held in April for the Capital Improvement Program (CIP), the Operating Budget in May, and the proposed adoption of the budget in May/June 2025. City Council discussion included the California State Budget and that the fire- related site remediation and rebuilding expenditures were not reflected, State legislator's concerns with uncertainties regarding Federal policies including tariffs and immigration, how it will impact State funding, and that the City must remain aware of changes when developing our budget. Councimember Pearl moved that the City Council receive and file this report. Councilmember Davis seconded the motion. YES: Councilmembers Davis, Pearl, Halpern, Mayor Pro Tem McSweeney and Mayor Honig NO: None ABSENT: None ABSTAIN: None Mayor Honig declared the motion passed 5-0. 2. STATUS UPDATE ON THE CALIFORNIA EMPLOYERS PENSION PREFUNDING TRUST AND OTHER POST EMPLOYMENT BENEFIT TRUST WITH THE CALIFORNIA PUBLIC EMPLOYEE RETIREMENT SYSTEM Assistant City Manager Wilson presented a status update on the City's California Employers' Pension Prefunding Trust (CEPPT) and Other Post Employment Benefit (OPEB) Trust with CalPERS. She provided a historical overview of the establishment and funding of the trusts, key dates and financial commitments made by the City, and discussed the City's efforts to manage and reduce unfunded liabilities and mitigate contribution volatility for pension and OPEB-related costs. Ms. Wilson reviewed the performance of the OPEB and CEPPT trusts including contributions, investment earnings, and the overall funded status. She highlighted the city's prudent financial decisions such as making discretionary payments to reduce liabilities and selecting investment strategies aimed at higher returns. Ms. Wilson outlined future financial obligations, and the expected impact of investment returns on the city's funded status. City Council Minutes City of Westlake Village February 12, 2025 8 OLD BUSINESS (continued): Councimember Halpern moved that the City Council note and file the investments update report. Mayor Pro Tem McSweeney seconded the motion. YES: Councilmembers Davis, Pearl, Halpern, Mayor Pro Tem McSweeney and Mayor Honig NO: None ABSENT: None ABSTAIN: None Mayor Honig declared the motion passed 5-0. 3. CONSIDERATION OF AWARD OF CONTRACT TO TORO ENTERPRISES, INC. FOR ANNUAL STREET RESURFACING FOR FISCAL YEAR 2024-25 City Engineer Hughes presented a request for approval to award a construction contract for the Annual Street Resurfacing Project, Schedule A only, for the Fiscal Year 2024-25 to Toro Enterprises, Inc in the amount of $1,746,591.10; approve an allocation of $201,250 from the General Fund to the. Annual Street Improvement Program; authorize the City Manager to approve change orders up to the 10% contingency amount; and authorize the Mayor to sign and execute the construction contract on behalf of the City. City Engineer Hughes provided an overview of the public bidding for the Annual Street Resurfacing for Fiscal Year (FY) 2024-25, stating that in addition to maintenance and overlay, the program also included updating the existing pavement management system (PMS) to evaluate city street conditions with advanced imaging and Al processing technologies which will provide added insight for future street rehabilitation and maintenance. Ms. Hughes stated that the project has two schedules. Schedule A included the street segments that are part of the FY 2024-25 recurring Capital Improvement Project (CIP), and Schedule B included additional street segments in the Southridge Trails neighborhood. Ms. Hughes reviewed this year's program highlighting streets selected for repair and discussed current conditions, slurry and cape seals, street overlays, and various repairs to cross gutters, updating Americans with Disabilities Act (ADA) ramps, pavement patch repairs as needed on streets throughout the city, and resurfacing of existing asphalt swales. The street work bid was presented to the Environmental Committee (Davis/Pearl) on January 27, 2025 for a recommendation on what to present to City Council. Staff discussed the proposed strategy of grinding and applying cape seal, using a rubberized chip seal (Asphalt Rubber Aggregate Membrane or ARAM) with a slurry seal on top for the interior streets, as this is in between a slurry seal and a full overlay and is a cost-effective way to extend the life of the residential pavement. City Council Minutes City of Westlake Village February 12, 2025 9 OLD BUSINESS (continued): The overall project cost is estimated to be $2,201,250, including construction costs, soft costs and contingency. Staff analyzed the bid pricing and determined that there is opportunity to reduce the project cost to remain within the adopted budget of $2,000,000 by eliminating bid items related to installation of the ARAM. The Environmental Committee supported allocating the additional budget of $201,250, and using the ARAM cape seal technology for cost effective pavement preservation, as designed in Schedule A. The street work was advertised for construction bids on November 18, 2024 in the PlanetBids online bidding portal. Bids were opened on December 19, 2024 with three bids submitted for the project. The low bid was over the engineers' combined Schedule A + B estimate of $1,921,225 by 1.7%. However, when considering Schedule A only, the low bid was over the engineer's estimate by 12%. City Engineer Hughes reported that the low bidder was Toro Enterprises, Inc., a local contractor based in Oxnard that is fully qualified to perform the proposed scope of work. The Annual Street Improvement Project is budgeted at $2,000,000 ini the FY 2024- 25 adopted budget; $1,320,000 of the street work funding is from restricted revenue sources. Bid Schedule A Only is over budget and will require a budget adjustment of $201,250 to move forward to construction as designed and bid, resulting in an approved budget of $2,201,250, including construction costs, soft costs and contingency. City Council concurred that the ten percent budget adjustment was worth the infrastructure investment. Councilmember Davis moved that the City Council approve allocation of $201,250 from General Fund to the Annual Street Improvement Program; award a construction contract for the Annual Street Resurfacing Project, Schedule A, for the Fiscal Year 2024-25 to Toro Enterprises, Inc in the amount of $1,746,591.10; authorize the City Manager to approve change orders up to the 10% contingency amount; and authorize the Mayor to sign and execute the construction contract on behalf of the City. Councimember Pearl seconded the motion. YES: Councilmembers Davis, Pearl, Halpern, Mayor Pro Tem McSweeney and Mayor Honig NO: None ABSENT: None ABSTAIN: None Mayor Honig declared the motion passed 5-0. City Council Minutes City of Westlake Village February 12, 2025 10 OLD BUSINESS (continued): 4. CONSIDERATION OF AWARD OF CONTRACT FOR COMMUNITY PARK SIGNAGE PROJECT AND TRASH ENCLOSURE PROJECT City Engineer Hughes presented a request to award a construction contract for the Community Park Signage Project and the Trash Enclosure Project to Cinbad Industry, Inc. in the amount of $274,280; approve a budget increase of $20,800 from the General Fund for this project; authorize the City Manager to approve change orders up to the 15% contingency amount and authorize the Mayor to sign and execute the construction contract on behalf of the City. Ms. Hughes provided an overview of the Fiscal Year (FY) 2024-25 Community Park Signage Project and the Trash Enclosure Project stating the signage project aims to improve entry feature signage and the trash enclosure project aims to construct a structure for trash bins and restore obstructed parking spaces. Thirteen bids were received by the City via PlanetBids with Cinbad Industry, Inc. as the low bidder. Based on this contractor's current work, positive references, and staff's verification of licenses and insurance, Cinbad was recommended for the FY 2024-25 Community Park Signage Project and Trash Enclosure Project, in the amount of $274,280. Ms. Hughes outlined the combined projects' carryover budgets from FY 2023-24 and FY 2024-25 budgets stating both projects combine for a total budget of $454,528. The combined project cost, including 15% contingency and adjusted for inspection, will exceed the combined budget. Therefore, an additional appropriation of $20,800 was requested. City Council discussion included the timeline of the project. Mayor Pro Tem McSweeney moved that the City Council award a construction contract for the Community Park Signage Project and the Trash Enclosure Project to Cinbad Industry, Inc. in the amount of $274,280; approve a budget increase of $20,800 from the General Fund for this project; authorize the City Manager to approve change orders up to the 15% contingency amount and authorize the Mayor to sign and execute the construction contract on behalf of the City. Councimember Halpern seconded the motion. YES: Councilmembers Davis, Pearl, Halpern, Mayor Pro Tem McSweeney and Mayor Honig NO: None ABSENT: None ABSTAIN: None Mayor Honig declared the motion passed 5-0. City Council Minutes City of Westlake Village February 12, 2025 11 NEW BUSINESS: None ADJOURNMENT: Mayor Honig announced the next City Council meeting will be held on February 26, 2025 at 6:30 p.m. The meeting adjourned at 8:12 p.m. Glatls axh - Kelly Honig, Mayor Attest: Onbidimmune Antoinette Mann, City Clerk DE - - - S