Call it to MADAM Secretary,
please read the roll call.
Good Evening. Councilmember
Grimsley present Councilmember
Kelly present Councilmember
Walker Griffin, PRESIDENT Vice
Mayor Ramiro present. Thank
you. First item closed
session. Do we have any
public? Speaker Kurtz? At this
time? We have no public
speaker and MISTER City
attorney. Would you read Yes,
MISTER Mayor. Conference with
the labor negotiators relative
to the following employee
groups. Teamsters local 3.15,
Hercules Police Officers
Association, Hercules senior
manager employee group
Confidential on represented
employee group in the Mid
Management employee group.
Well, then we will recess into
Recording in
progress. Call the meeting
back to order coming out of
closed session. MISTER Cheney,
reportable action occurring at
a closed session? We had
closed session item. It was a
conference labor negotiators
regarding several employee
groups including Teamsters,
local, 3.15 There are least
police officers association.
The Hercules senior manager
employee crew, the
confidential and
representative employee group
and the Mid Management
employee. And there was no
final report of election is
rigged. So that closed
session. Thank you very much.
Council everybody standing
Councilmember. Kelly, can you
leave us in the Pledge of
Allegiance? Please. Led United
States of America to the
Republic for which it stands.
One nation under GOD,
indivisible, with liberty and
justice for MADAM Secretary
Roll Call, please. Thank you.
Good evening. Councilmember
Grimsley council member Kelly
PRESIDENT Councilmember Baca
Griffin, PRESIDENT, but it's
in their mouth as thank Okay.
Item number 7 is moment Maybe
15 is police officer Day and
so are. A silencer for those
officers lost their and we
want to honor him with what we
say
Okay. We have no
presentations or commission
City manager, any agenda
additions or deletions. Thank
you, Mayor. I would like to
stuff like to pull 13 Dash
4.13 deaths Flock 5 related to
flag place. We need some
additional direction City
Council after the publishing
of the agenda. We had a
question from a council member
of a procedural question the
item from a council member and
Steph, assume there was some
pre authorization based on
past approvals. And so we put
it on the agenda. And this
does require the flagpoles
requires this 2 step process
where it's requested that
future agenda items and then
it goes on the agenda at the
next meeting. And so we'd like
to pull this item. At the end
of the future agenda the
section for future agenda
items. If a council member
asked to put that on the
agenda and the council
concurs. We'll bring those 2
items back to the next council
meeting for final approval.
Staff would like to pool those
2 items for those reasons.
13.4 13.5 people. So next item
is public This time is
reserved for members of the
public to address issues not
included on the agenda in
accordance with Brown council
referred it, Steph. Any
matters property for them at
the time in those matters,
baby placed in the future
agenda of Tonight we have for
public speakers. The first
speaker tonight will McCoy.
Police. My name is Hunter
McCoy. I was born and raised
in the Bay Area and currently
reside in Hercules. I often
play Franklin Canyon Golf
course as it is a amazing
recreational asset to our
community. That brings people
of all types together for the
better and he's unfortunately
planned to be completely
destroyed to benefit tourists
with no real benefit for our
community. The original
proposal was to keep the
nine-hole back course open to
the public and having that
change with no community vote.
I feel as an era that must be
corrected. No permits should
be approved to develop on this
side toll revised plan similar
to the original he's submitted
and voted on by the community
measure and was designed to
keep the space open for
community use and not hoard
the location with large
commercial vehicles by
tourists. It does not appear
much thought has gone into any
of this and he's robbing the
entire Hercules and East Bay
community changing a golf
course into a trailer park
should have gone on the ballot
as I don't believe, many local
residents would elect for an
rv trailer park in their
backyard. I have major
concerns about all of its
logistical environmental and
holistic aspects approving the
complete destruction of such a
massive property that serves
the public should have been
voted on by the people. The
fact that it is being
destroyed to accommodate large
commercial vehicles from non
community members is frankly a
joke. I have talked to many
people in the community who
have all stated they had no
idea this was taking place and
had no idea this was being
considered many of which
Hercules community members who
own businesses in the city
work for the city. We're part
of the Rotary Club. I find it
comical that any minor
development in the community
gets public attention yet
something as massive as this
went undetected for years by
even the most invested members
of the community. Holly Smith
was the administrative
director who approved the
original planning is now since
retired. I believe this was
approved administratively on
paper and should have not been
and should have been voted on
by the people of Hercules in
the community that it's
impacting. Not only is this a
fire hazard with 180 proposed
campfire and outdoor cooking
sites. It puts the local
community that travels on
Highway 4 in Hercules in
danger from these large
commercial vehicles. This
location has blind spots as
you approach the golf course
and the only way to get into
Franklin Canyon from the east
is to get off and Hercules and
turn around. How are huge rv
trailers and buses going to
maneuver the Hercules
residential streets. What is
it going to do? The daily
Traficant in downtown Hercules
because of this? All of this
has massive implications
outside of water conservation.
It should have been voted on
again by the people and it's
impacting. This does not mean
any rational criteria that was
originally designed for
measure the space was not was
not being maintained by a this
space is not being maintained
as account. The more time.
Sir, thank you very much.
Thank you. Next speaker is
Robert haul. Good evening.
City of Hercules officials and
all residents of Hercules and
Rodeo who are listening. You
are about to lose your fire
department. The Rodale
Hercules Fire Protection
District. It will be lost
through annexation into con
fire managed by the county
Board of Supervisors. The
annexation process will not be
overnight. They're required
meetings to hold papers to
file. It will take months to
complete. Annexation train is
ready depart the station as
early as tomorrow night's
special meeting and fire
stations. 76. The agenda item
reads as follows. Potential
annexation of Rodeo Hercules
Fire Protection District with
or into Contra Costa County
Fire Protection District
analysis and findings,
presentation and possible
action item. In the 3 minutes.
A public comment. I can only
give you the tip of the
iceberg for the situation and
describing. But here goes
point number one. Annexation
is the most consequential
issue the district will ever
face as noted by Director
Steve Hill. Who was formerly
Con Fire's principal
information officer. Point
number 2. Annexation is a
one-way road. If our district
has annexed, we'll never get
our local control back. Point
number 3. In the most recent
audited financial report, the
district closed its fiscal
year with 7.2 million dollars
in reserves. For says annual
operating expenses of 8.9
million dollars. That is a
very healthy financial
picture. It's better than con
fire's picture on a percentage
basis. We are in no danger of
sudden bankruptcy. Point
number for tomorrow night's
possible action is a surprise
to most people. None of the
board of directors ran on a
campaign of to solving her
district. And handing billions
of dollars over to come on
fire. These 4 facts point to
what is needed. Opportunity
needs to be given for the
people of the district to vote
up or down on annexation in
the NOVEMBER. General
election. With our previous
speaker. People out of voting.
You want to be supporting
democracy. The board can put
this on the ballot. But
without encouragement from
people, it will not do so. Us.
The city council won't have
time to discuss this before
tomorrow. Fire district
meeting, but you can act in
your capacity as individuals.
All of you hearing this
message can act as
individuals. Please write to
the Rodeo Hercules Fire
District. Let them know they
should put annexation on the
ballot. Whether you support it
or oppose it. The people out
vote on it is such an
important issue. People have
voted for taxation. Let the
people decide in NOVEMBER.
Thank Thank you very much.
Next speakers Charley
Davidson. Greetings, Council
and staff community members.
They're being on a
questionable accusations about
the solvency of the Rodeo
Hercules Fire District. But I
would like to address adequate
rodeo Hercules fair districts,
revenues and services where
the district has a well
balanced budget this year
measurably in the black. And
there are coming other
increases in the redevelopment
agency passed through revenues
that will be coming back to
the increasing amounts to the
Rodeo Hercules Fire district
to further increase our
revenues. Have 7.2 million
dollars in reserves which
speaks of improved health of
the district. Thanks to
measure Rose 2.6 million
dollar yearly contribution. In
fact, currently has 1 million
and spender from this year's
balance. A We've done multiple
outside contractors using 3rd
party expertise for fire
prevention. We debate mean and
these are costs neutral
because of monies that can be
returned through that services
and it will keep a insurance
down for homeowners within the
city. We've a purchase a new
alert system in upgrading our
communication system Verde
Hercules in collaboration with
Con Fire has recently trained
for high-rise and radio
protocol and no cost to
Hercules recently kind. Fire
is also trained with us and
wildfire, containment and
Phillips. 66 property open
lands. Seth has recently put
the engineer level
firefighters through engineer
Skills Academy and driver
training. The district looks
forward to the a second panel
fire station. 74 in Pinole
Valley Road opening because it
would markedly bring down the
disproportionate number of
times in hours per year. That
are hfd has responded to
cover. We're assists panel.
Rda pass through funding
increases access to multiple
grants and services using
subjects for third-party
contractors. Plus measure o
funds will keep Rh fd solvent
in the future. So these
discussions about are not
founded. Thank you very much.
Our next speaker is. Should
believe? Good evening,
everybody. My name is
currently. Have lived in
cookies for more than 30
years. And recently and really
was something that I put out
bring to flow. So that it can
be resolved once and for all.
Has to do with fencing. This
book and his friends friends
stand And he says the height
of fence wall combined 6 feet.
i had to say might never has a
9 foot wall. I mean for wall
between totally blocking my
view to the bit. I put my
house because of the view that
a half of that. Of Bay area.
Best view in the area this
phase has blocked it and are
just my My. My purpose of So I
have been Hawkins with the
city officials. About how this
fixed? But given me all kinds
business. One of them make
sense. I want to say it hit.
Somebody says behind Sulphur
freshman measure from some
high, it's doesn't even exist.
I'm still present. But I wish
I can distribute my flat.
Everybody's so you can see
what I've been going this
city. This is wrong. I should
be treated with respect up
nicely. You know so everybody
we should not be selective. We
should be fair citizen. Do not
to different because I have
accent because I'm female.
That's how I feel. Okay. You
MAY think I'm but that's how I
feel about was who are here.
Come up, metal 6 feet. Who
doesn't know what, 6 South
when this country. That
telling me that my France on
wall unable is 6 is in
compliance with No, it's not.
And want to do something about
it. This is killing me because
from the citizen have been
pretty much times relief
pointedly been in trouble. Why
can the city do the right Why
do being picky chosen with But
what this local mother? That's
what I'm here for. And I hope
I get a result be back. Thank
you. Thank you very much.
One
more speaker card. Tonya
little come up to the podium.
Please. Thank for this
opportunity speak. I'm Tanya
Little. I'm a resident of
Hercules for over 31 years.
And I'm I'm offering a
different opinion with regard
to the rodeo her to expire
distric. And 2020. I was well
involved with if you where
there was not a study or
strategic plan that actually
dealt with. Whether we should
consider annexation or not.
Since then, there has been a
strategic plan. There were 3
options contract for service.
Higher out for h r. And
joining with another fire
district, which would not the
annexation. One of the was
joining with l Street. A fire
fires too far away to really
compensate or do anything for
our area. No one else applied
to the rfp to any do any of
that. The option for
contractor service is limited
because there's not enough
staffing with the skills and
ability to actually run the
fire district. With regards
staffing the finances that was
talked about. As we all know,
there's aging community. We
all know that the retirement
age from one of those people
is living a lot longer. So as
the people are retiring and
the fire district that money
has to support that. So, yes,
we have the money now. Will it
be sustained? I don't think
so. We have to ask for a tax
of some point. Yes, we will.
We have access to additional
monies outside of Yes, we
will. If we were to annex. So
at this point in time based on
the plan because I was one i
want more information and not
I am in support of this
community moving forward with
an annexation will have the
magnitude of scale. Thank you.
That will and public comment.
Thank you. Thank you very
much. Ok? Thank you. Publicly
speaking. So the next item is
our consent calendar. We one
Does anyone wish to pull that
item? MISTER Yes, I'd like to
make a motion that we passed
the a consent calendar as
okay? Motion to pass consent
calendar. But Kelly and second
by Walker Griffin. Any
discussion all those in favor.
Please say Aye consent
calendar passes like so. The
next item item 13 discussion
and or action items. Item
number one empowerment Zone
Representative MISTER Hall.
Thank you. Director Rude will
provide this report. Good
evening, mayor and council
Timur community Development
director. Contra Costa County
has invited the city to select
a representative and alternate
from the council. To represent
the city on the governing
board of the Green Empowerment
Zone for the Northern
waterfront area of Contra
Costa County and a portion of
Solano County. Alison Green
leave county's economic
development manager was kind
enough to join us tonight and
will be available to help
respond to questions following
the staff presentation. The
Bay Area's home to the
second-largest oil refining
center on the West Coast with
thousands of high-paying union
jobs considering the state's
commitment to carbon
neutrality. The Green
Empowerment Zone is intended
to create an operational
infrastructure to support the
work force in the transition
into the next era of the
energy economy. The goal of
the Gz is to establish a
framework to ensure the
transition to clean energy
does not leave behind workers
and ensure that our area
remains a hub of the energy
sector for years to come. The
g Zee was established by
Assembly Bill 8.44, which the
governor signed in 2021. It
builds upon the comparative
advantage provided by the
regional concentration of
highly skilled energy industry
workers by prioritizing access
to tax incentives, grants loan
programs, workforce training
programs and private sector
investment in the renewable
energy sector. The county
related initiatives are
discussed in the staff report.
These include the Northern
Waterfront Economic
Development Initiative, which
is a partnership among the
county and 7 partner cities,
including Hercules. As well as
the just transition economic
revitalization plan funded by
a $750,000 to the county from
the U.S. Department of Housing
and Urban Development. And the
Contra Costa Refinery
transition partnership and
existing research effort
funded by the California
Workforce Development Board.
In SEPTEMBER of 2023. The
County Board of Supervisors
authorized an agreement with
the governor's Office of
Business and Economic
Development or Gove is for up
to 5 million dollars to
provide administrative and
other support services for the
Green Empowerment Zone through
JUNE 2026. The governing Board
of the Green Empowerment Zone
held its first meeting in
DECEMBER and met again in
APRIL with the mayor in
attendance. The governing
board meets in Martinez on the
3rd Friday of every other
month with upcoming meetings
scheduled for JUNE. 21st
AUGUST 16th, OCTOBER 18th and
DECEMBER, 20th. The county has
invited the city to
participate in the g Zee by
adopting the resolution of
participation in your packet
and appointing a
representative and alternate
for a two-year term. This
concludes the staff If it
pleases the you MAY wish to
invite also up to the podium
to help in responding to
questions. Stay MISS
Agreement. Could you please if
you'd like to add any
additional information to the
staff report that would be
helpful Council. I'm Allison
Greeley, Economic Development
manager with the Department of
Conservation Development
Contra Costa County I think
the staff report really
describes the to join the g
Eazy governing board the
counties in the process of
staff within the county are in
the process of filling out the
governing board. And so I'm
very happy to answer any
questions that you MAY have
today. All right. Thank you.
Normally and I would wait to
last, but this was brought up
to me by a city manager. In
MARCH, little confused because
when I started reading the
report it started DECEMBER. So
I was a little. Confused about
the whole process. I did
attend the APRIL meeting. It
has expanded. It was
originally most of the cities
in Northern Waterfront
alliance. But that's expanded
to punish a the layoff. And
all. Same Pavel Richmond.
That's expanded even more. I
Brent was part of this so. I
don't know Oakley, but I have
agree that I think the council
should be active in this
agreed empowerment zone. Not
specifically because it was
first 4. Highly skilled
refinery workers. But it's a
potential of what's going to
happen in the future, which
could be wind turbines that
are being built here locally.
When you have a winter vines,
you also have other offshoot
jobs that come along with that
and those offshoot jobs could
benefit the city hurt police
sometime in the future. I I do
think that we should public
support tonight. So go ahead
with COUNCILMAN Council member
Kelly. So I understand that
there is no financial
commitment on the part of our
city to joining this board. Is
that correct? Correct. Okay.
And you're looking for
representative. Are you
looking for someone from our
city council to join or
someone from our staff? The
city Council correct. Just the
city Council. Yes, that's
correct. Okay. And the other
question is see of at 9.30,
how long those meetings
generally last. Thank you.
Minutes 90 minutes because of
the 9.30, to 11. Okay. All
right. Thank you. Questions
this council member Vincent. I
can you just describe a little
bit more about the purpose of
ge see what its goals are and
what is the role of the
governing board. The purpose
of the ge z essentially to
prioritize Contra Costa County
in terms of access to various
forms of tax incentives at the
state level that can help too
help the county's energy
transition. The role of the
governing board is to
essentially over see the zone.
It was it was a k a. So again
that what going to the What I
noticed was that was either
the mayor of the city or I
think conquered had vice mayor
what I also. This is being
driven by the county. So
county staff is one that's
putting all the documents
together. I think it's a like
I said earlier. I think it's a
good idea. But just this is
one meeting. Documents offer
last meeting. So it's a it's
got stuff and maps and stuff.
Again, I think when I got out
of it, the first meeting that
I attended I guess when
marathon close recently a
couple years ago, there was a
lot of the highly refining
workers that we're sort of
left out of that and that
opened the eyes of a so
Grayson. And that's why I
developed a so. Supervisor Joy
has been sort Very involved in
it. So I don't think it will
hurt us. Attendee, but I do
think it would open up a
possible job opportunities in
the future. We don't have any
other questions by council. Go
ahead to have any public
speakers. I have no speakers
on agenda bring it back to
there's a a a resolution
attached to this. Does anybody
have any offers of who they'd
like to Councilmember Thank
you. I'd like to know me
myself for the primary. A
board member for the Green
Empowerment Zone. Okay. Here,
one looks all and I just want
to second that I think he'd be
great. Okay. All right. Well,
that's a first and second.
Okay. With that, we'll go
ahead take a vote. So the
resolution calls for primary
and alternate. I thought we do
the primary and work certain,
ok, if you'd like to All
right. So all those in favor
of Alex, please say Aye. I
okay. If it is e primary and
then for the secondary? Let's
because Kelly. That second for
Councilmember Kelly and the
second. Can I say something?
Because anybody else want
this? Haha. All right. All
except okay. All right. So all
those in favor of plea for
Councilmember Kelly as the
alternative to the cheesy
police say I I. It would have
sent But COUNCILMAN. So make a
motion, okay, they will. So we
have primary and we have the
alternate and then
Councilmember and Vice Bailey
with the motion. Yes, make a
motion. We adopt a resolution
of the city of Hercules City.
The city council authorize the
city to participate and the
Green Empowerment Zone for the
new the waterfront area of the
country of Contra Costa
County. Second, the motion.
Okay and discussion. All those
in favor. Please say aye. I I
now was resolution supposed to
designate he was you? I think
it's that Borough Council's
staff has ok, so there you go.
So we'll go ahead. And let's
have staffs and the link for
the great gz from the county.
Councilmember Walker Griffin,
Councilmember Kelly so they
start stating, ok? And that
takes us to the next item on
the agenda. Professional
services agreement with
records control services in
the amount of $38,145.81 for
the review and update the
city. Hercules records,
retention schedule policy.
Final Thank you, Director
Melinda. This will lead this
report. Thank you. City
manager Hall. Good evening,
Mayor and council tonight
before you the recommended
provided by records control
services to review and update
the city's records. Retention
schedule policy as well as the
overall management system.
This evening. Bruce Meyer, who
is the PRESIDENT And ceo of
Records Control Services Inc
in attendance via zoom. And
he's here to answer any
questions you MAY have after
the report. This is record to
take schedule. And records
management program was last
updated in 2018 by the city
clerk's office. These
documents provided an overview
guidelines and policies
related to all components of
records management on based on
2018 practices, a records
retention schedule in policy
should be reviewed regularly
regularly to ensure the city's
following the current
government code as well as
staying current with records
management standards. It
records management program
only be reviewed and updated.
But also meet the needs of the
city, ensuring that the
implementation is practical
and comprehensive and that the
system. That will be used
consistently used throughout
the city under the proposed
scope of work, records,
control services. Rcs will
update the city's records,
retention schedule review and
recommend improvements to our
existing record management
policies and procedures in
review, physical and
electronic documents as well
as inactive documents.
Records, control services,
scope of work also includes
meeting with individual
departments and providing
training to staff and
management. We'll include how
to be how to reference booklet
for program maintenance and
the implementation of a
compliment Comprehensive final
index indexing system that
will help to carry the city
into the few future regardless
of who is overseeing the
program. It will implement and
records management program
saves money over time.
Improves customer service
increases fish and sea makes
use of limited staff
resources, reduces liability
and potentially reduce the
storage costs. Thank you for
your consideration and happy
to answer any questions that
you MAY have. Ok? Thank you
very much, a so bringing back
to council any questions
councilmember come. We're
moving to a new system to
retain the records. I
understand all of that. And
this will include digital
records as well as the records
that we now have in hard copy.
Is that correct? That is
correct. And where are we
moving more and more to
digital records for many of
our our files right now. And
we're moving in that That is
part of the implementation of
of his of rcs is program that
will further down the road,
though. We're going work with
what we currently have and
manage that first and then
work with our electronic
files. I assume that, you
know, are all of our
electronic files will be
backed up bright, like, you
know, somewhere in Kansas or
something like that. Off site.
Once again proves can probably
provide more information on
that. Okay. And then the
question I have is about the
in active files. I know that's
a really big job. And I've
gone to some of those files
over 10 years ago, but I know
there's a bunch of files down
in the corporation yard. Who
is going to go down and look
at those files and determined
whether or not we're going to
keep them and some of those
files MAY not be in good
condition. So how will they be
protected? Maybe you are.
MISTER Meyer can address this.
Happy address a survey of the
locations. We have the trailer
outside of City Hall that
contains a significant amount
of data. And we also have a a
cargo container out of the
courtyard that unfortunately
had a leak at some point. And
of the 90 some odd boxes that
are in in that container very,
very few. Are south Kabul.
It's it's that's not a pretty
situation. Is something of a
hazmat situation is nothing I
haven't done the trailer is a
little bit of a better
situation, although there is a
significant amount of mold
files in there because, again,
the same scenario there was a
leak and not to in that
location. So I will be going
through reviewing records
records that are salvageable
will repackaged into a into
new containers. New standard
size record boxes and prepare
for storage wherever we turn
to to store those records.
That's something that I'll be
discussing is part of the
program on the best option,
too, to handle those that
those records, the inactive
records for consider scanning
them depending upon. Obviously
the retention life of those
documents. Know that a fair
amount of things that in the
trailer. Permanent records.
They are planning documents
building public cip projects.
So and a little history on the
2 that I work primarily with
the cities, districts and
counties. In we implemented a
program for the city of
Hercules back in the Mid 80's.
And obviously this is when you
are across the street from
from the dynamite location the
dynamite this is necessary
these are records that I'm
intimately familiar with. And,
you know, setting up the
retention schedules will allow
us to destroy records that
that are obsolete at this
point. And whatever is
remaining, whether that's
permanent or long-term
records, we will determine as
we go through those documents
on the best method to retain.
Well, it's heartening to know
that you are familiar with
many of these these records
and I thank you very much. One
of the question and that is if
you find that some of these
documents are just really not
salvageable and you can't read
them. Can we just then destroy
them? I think can tell what
they are. Oh, I'm I think what
you do is have a statement of
some sort for saying that
records of damage. Okay. You
know, we'll go through a
process to to basically have
approvals for that
destruction, understanding
that these records are legible
at this point. Encountered
this a couple times now. Thank
you very much. Pleasure. And
next week I think
Councilmember Brunswick. My
question is related for non
permanent documents. What is
the length of time for
retention or and how far back
where we go in terms of
retaining documents are does
such a requirement exist? I so
much of that really depends
upon the document south. And
there are a variety of legal
citations and caviar. I'm not
a lawyer, but work with many
city attorneys and lawyers to
create the research that I
have. And also, you enough out
on my own the the minimum
required retention for
municipal records is 2 years.
And that's based upon a
government code. 34 0, which
is, you know, governed by the
state. Obviously that states
that in addition to calling
specific records relating real
property within the city and
decisions of the city
resolutions minutes ordinances
that require permanency on
those records. Beyond that,
the state has some guidelines
that not been updated since
2006, but we still have to
take those into consideration.
We can also override some of
those there are numerous
citations that's the code of
federal regulations.
California code of regulations
or other governing bodies that
require us to keep records
either shorter or longer than
what the state says. So we're
using the state as guy
initially, but expanding upon
that with any citations and
common practice that would
either extend or shorten
retention life documents. I
can answer question. Yes, it
Think you. Councilmember Thank
you for this. Just what?
What's coming up for you? Of
worst since records. I'm
sorry. I'm having trouble
hearing it. So sorry. My mic
was Thank you, MISTER Thank
you again for doing this. Just
kind of want know like what
what's upgrade in terms
security to make sure that
some of the more sensitive
documents are protected. Well,
as as part of the review of
the documents, I would know
basically what would be
considered record I know
records have vitality to them
for the city important records
to records that might might
have a significant financial
costs to reproduce that might
actually jeopardize you know,
the city's financial aspects
of something goes wrong with
those records. If you know,
there's a disaster of some
sort, there are as part of a
retention program. There are
aspects of designating vital
records and that will be a
column in the retention
schedule saying these these
are vital records and we need
to protect these accordingly.
How we protect those, whether
that's standing and storing
offsite some other process is
really part of Extending
extending the program. So and
everyone thinks that the
records are vital. Reality is
that records are important. We
want the records that that are
vital to the survival of the
city to be protected.
Accordingly and will designate
those as part of the records
retention program and updates
retention states. Great. Thank
you. Thank you very Vice-mayor
big. Get that to which they
just want staff of the report
is making life easier in a
year to have to get to the
setting the rules. Right?
Fresh to secure mentioned
before getting to process. And
I guess my question MISTER So
2018, we adopted retention
documents for the city
Hercules. So you've gone
through that. Part of our
agenda speech. 49 to 73. So is
that going to be adequate
enough? A or other items that
you need to take off are there
are items that you need to add
on to. We'll be reviewing that
your current schedules with
the department will be sitting
down with court. People in the
departments will designate
what we call records
coordinator Sosa normally
administrative staff within
the departments that are
intimately familiar with the
records. In addition to any
other staff management for
that matter that are
interested in being involved
in this initial interview
process will review each one
of those sections confirm that
those are the records that
they actually have of. If
there are any missing, what I
call records series types of
records, get through anything
missing will add those into
the schedules, all develop a
system that that higher
quickly organizes the
information when within each
department, according to they
think about organizing it. I
can't tell them how to do it.
They have to tell me how they
consider structuring
information and then we build
the retention schedules off of
that the it what we have right
now is it's usable. It's
missing description. Just
missing a lot of citations. I
prefer to have a significant
section of citations to prove
this is the reason chose and
this retention schedule for
this type of record. And we
want to add those And
addition, we want to have
reasons behind any department
extensions or even reductions
and retention schedules and
the retention period for their
documents. That's important to
set precedence for that. The
decision to make it to keep
that record longer or shorter.
So that's that's the process
that all be going through and
it will be a back and forth
initially confirming setting
up the indexing structure,
send it back to the department
so they can review it and get
their approvals. And the
intent is to get 90 5 to 98%
accuracy off the bat. When
they actually start using the
retention schedules, it will
change. There are. It's a
dynamic document. It is. It's
it's intended to change to
adapt to how they think about
filing how how they want to
keep that the documents and
we're talking not just it.
Talking paper and electronic
to and mike reforms that we
have. Mike reports. But it's
it's up to them to tell me how
they need to use the
information. Okay. Again, like
I said, the minimum
requirement is 2 years, but
they might reference materials
for 5 years for historical
purposes for trending for
whatever the reason we want
that reason associated with
that administrative decision.
Keep the record longer or
shorter and that sets the
precedent. If our system is
called into court. And as for
tonight, okay. And for plants.
Would be routine forever. A
permanent building building
plans, development plans.
Those will be available.
Absolutely. All right. And
well, thank you very much. And
any other questions. MISTER
Like to make a motion. What
can I answer a public comment
for sure. Okay. City clerk
getting any public speaker
parts. There are no speakers
on this agenda item, ok?
Alright, councilmember
currently motion. I'd like to
make a motion that we adopt a
resolution of the city
council. The city of Hercules
approving a professional
services agreement with the
Records Controlled Services
Inc in the amount of 38,145.0
9, 1, for the review and
update of the city of Hercules
records. Retention schedule
policy and file management
program and authorizing the
city manager to execute the
agreement on behalf of the
City council. So Second by a
motion by Grimsley second by
Walker Griffin. Any
discussion? All those in
favor. Please say motion
passes 5, sir. Much. Thank
you. Takes us to 13.3
volunteer recognition. MISTER
Hall. Thank you. Mayor of
turned to director to present
this and also chief a circus.
Getting new mayor members of
council members of the
community, Christopher, ok,
parks and recreation director.
Tonight, we are here to talk
about volunteer recognition.
The city of Hercules. The city
of Hercules has been very
fortunate to work with several
volunteers throughout the city
in many capacities. Staff
would like to recognize these
volunteers to play a vital
role in the success of the
city. The city recognizes that
we cannot do all that we do
without the assistance from so
many wonderful people doing so
many selfless things. Part of
the background of volunteer
recognition, the Parks and
Recreation Department has
traditionally benefited at our
senior center. Those senior
members who volunteer their
time helping with meals
working the front counter
teaching classes. Assisting
with just a plethora of
activities and programs.
Earlier this year, we were
able to recognize one of our
senior volunteers at the
senior Center. We nominated
her for an award through
switches, California Park and
rec society. And we're happy
to say that Dory Smith was
selected as an outstanding
volunteer through cpr. Us and
staff couldn't wait to take
are to Albany and have lunch
with her and celebrate Dorian,
all that she does. The parks,
Recreation Department, also
partners with 14 see recognize
nonprofit organizations. These
groups often participate in
annual events like the
community clean-up day and
tree lighting will talk about
community cleanup and a little
bit. They also participate in
things like trunk or treat and
pump. Has they participate in
newly reimagined events like
the wreck Expo and hydrant
that we held this year place.
Former correct takes traffic
incident. Other examples of
volunteers that help the city
include groups and people that
participate in our adopted
park and adopt a trail
program. Where people adopt
either a park or trail and
clean up on a regular basis.
We also this year launched the
team up to cleanup program
where residents joining in on
Saturday, the first Saturday
of every month at a different
location and help clean up the
city in various capacities.
The Parks Recreation
Department also recently
helped the city Council
launched the new Herculean
mild, a word and at our MARCH
meeting MARCH. 26 meeting. We
need recognize the first
recipients of the award. You
go ahead and pull And the
first recipients of the word
we're Karen and Tony Sanchez
receiving the community award.
And Jeanne Crawl known as Jim
and Jeanie who's worked in
after-school programs for more
than 30 years when the
employee award also to a jump
in join in the Thank you,
Director Oak, I thank you,
MISTER Mayor and the other
members of City Council. Want
to thank you for giving us a
platform this evening to
publicly acknowledge and
recognize the many
contributions that our
volunteers give us on a daily
basis. It's incredible what
they do for us on a daily
basis for the police
department. There are many
things that they do behind the
scenes. We have many, many
community events that they now
only participating put it
together, but they also helped
organize their contributions
are measurable. Many of them
not only donate time, but they
also donate funds or resources
to different things and they
never looked for any kind of
public acknowledgment. Think
for me, one of the things that
is most impressive about what
they do not only did they
donate their time for their
community in the place that
they call home, but they do it
with a smile. And it's really
impactful infections our
staff. I want to thank each
and every one of them. They're
here tonight in the first
couple rows. Some of them
actually here who are part of
advisory board as well. We
couldn't do. We couldn't
function our daily operations
just would cease exist without
their Thank you so much. So.
In an analysis of we just want
to say that the city of
Hercules has benefited greatly
from all of these groups, all
these selfless individuals who
come out and help on a regular
basis. It's not just through
the senior center. It's not
just through Hercules Police
Department or the adopt a park
program or the team up to
clean up that we just started.
It's everything. It's all
combined. So encompassing and
but I'd like to do is I'd like
to show a couple of photos
from many of you were actually
at the cleanup day this past
monsoon. I 4th of MAY going go
to the next slide news. So
this is winners of the
Herculean mile. Also in your
packet tonight, there is a
follow-up of the criteria and
process in which they're
selected the next round
Herculean nominations is due
JUNE first. So if you'd like
to nominate somebody who is
well-deserving within the city
these awards, either the
community or the employee
award. We would greatly
appreciate your nomination. It
literally takes about 30
seconds. There's 3 questions
on the Web site and there's a
little criteria sheet that
show you how to do it. Those
are the award winners. The
first on our first ever go
round of Go ahead and go to
the next slide. And then this
was our cleanup day on. MAY
the 4th be with you? The only
day in 15 days that rain was
MAY 4th cleanup day. We
ordered a slight drizzle to be
there about 06:30am, in the
morning just to keep the
ground will you know when keep
us cool. And it decided have a
daily and we were soaked.
Let's go ahead and go through
some of those slain. These are
just some of the photos from
the event. I personally want
to say, I've I've been here
for 8 years and I've run
countless events in the city
of Hercules. I've worked with
many of you most of the
nonprofit and they leadership
every year and I worked and
run several events for parks
and recreation. I've also done
that for the majority of my
career, which expands about 40
years now, I'm sorry to say
that but I would like to say
that I was never more. I'm
impressed with the When I got
there on Saturday, we start to
talk about we did a safety
talk that we normally would
do. I showed an example of how
not to One of our dumpsters
that was there because
everyone just found things in
and then I showed a group of
people who have been there for
a while, how orchestrated it
and puzzled it all together.
And it was beautiful and
everybody understood. I said
you've got to be really
careful with the water. Let's
make a chain. Let's walk it
down, organize And it was
great. The biggest thing I
took from the day I told
everyone if you are too cold,
too wet, too tired, go home.
Do not overextend yourself.
And the vast majority of the
group stayed until the end and
they holding telling me, no,
we signed up to be until 11.
We're going to stay 11. And
there's a lot of the council
members to that were there,
too. So just like to say,
thank you. On behalf of the
city and if we could beef. If
it's alright with anyone who
is part of North one of the
volunteer groups or anybody.
We mentioned the police
Department police volunteers,
the volunteers there hear from
the senior center or anywhere
else. Would you mind standing
up just for a moment to be
recognized? That concludes our
report. Thank you very much.
Can thank you. Chief past
Chris, a so in questions from
council or statements, its
vice I just want to thank for
school teams put that to to
put this So we have
volunteers. And so all the
volunteers that help make a
city work. Thank you very much
for coming Shooting.
Councilmember Walker perfect.
MISTER The comments of the
vice mayor. Thank you. To all
the volunteers are really make
the city operated so amazing
to see how much of our city
really relies on the back of
people who really care about
this community? I mean, it's
evident people standing and
the rain just a couple days
ago, how much people really
care about the city. So thank
you for what you do. All of
your inspiration. Council
members. Echoing the same
sentiments. It's really great
to live in a city that is
still community oriented. It's
one of the things I love most
about living in the city of
Hercules is there are so many
people so willing to get up on
a rainy Saturday and come out
or on the average Tuesday or,
you know, and willing to do
pretty much anything for the
benefit of the city and the
people who live here. So just
want to say thank you to
everyone who's here, those who
aren't here, who MAY be
watching this at some point, I
got to special volunteers in
the back. So Tyler Angel, my
special thanks to you. Ok,
council member Kelly. Yeah,
thank you very much for for
this award. Chief, I know
you've got several volunteers
here who I know and I've seen
over many years. Can weaver
nominate those people for
toward through the Herculean
mile as a possible. We sure
Okay. So it's not parks and
rec. We can also nominate
somebody who's been helping
out in the police department
to is that right? That's
correct. And some of our
volunteers have not only been
here as long as I have, some
of actually be here longer. So
the spend decades of
self-sacrifice and service.
Yeah, that's really, really
great. And I want to thank all
of you really, really
appreciate this. And my last
sentiments volunteers. Thank
you. I back when the dark days
are volunteers. Council member
Kelly was in moving around
documents for the state
auditor's and and our police
department was there. Our we
all look a little bit older,
but thank you for all the help
that you do. I just I look in
the room here and I still see
some of the same people we saw
12, 13 years ago. And it's
always nice to see that. So. I
agree with everybody.
Volunteers is part of what
makes a city great. And I
think that's review for a
while. So. I think we might
pause MAY ever like to come up
to take a picture. But to
volunteers appeared. We'll
take a picture with the.
Chief. Ask listen, Christopher
Rose with the Volunteers and
Council. That's okay. Pause
for minutes.
Thank you very
Back now, item number. 14 is
public communications. If
anybody that again speaking
the first one wish to speak at
this moment, please. Fill out
a card to have a speaker
cards. I do not have speakers
at this time. Thank
Please.
Please announce. First we have
Selena Williams. Thank We'll
try not to yell into this.
Mike. So the Williamson
Bayside at the residence since
2010. So we've seen a lot of
the ups and downs in the
planning and the changes in
over all these years. Love the
volunteer recognition. That's
fantastic. Looks to me that
our parks don't have regular
course. The volunteers, our
feeling however, I think
written about this before.
There's work that the
volunteers can't do. I'm like
preparing the surfaces and our
parks. That children play, for
example, Central Park in
Bayside where you go down. I I
took my reds on their only
once and never to come back
because it's really too
dangerous. The surface. Really
bad and has not been
maintained. So you go down the
slide. It's a big call. And
that So I didn't see those
particular things in the parks
plan there's a lot of like.
Improvements. But where's the
regular maintenance? So I
think that's a big problem.
This deferred maintenance that
really needs to be addressed
because it's very dangerous.
Also, migrants and fell on his
face in a dot The park from
that park and the surface
scrape the skin off that
status. So it's very rough.
Also just I don't know. Seems
not appropriate a surface for
parks for children or if they
fall, they all the skin off
their body. So just also
there's not say it structures.
Central Park doesn't have any
shade. So it's basically
unusable for most of the
summer because it's really hot
there. And then the surfaces
and fact park get extremely
hot and dangerous for the
children as well. So I just
want to sure that's added to
the list somewhere or not.
We're actually an address.
Those issues, you know,
waterfront has very little in
terms of infrastructure for
recreation. We just have we
have the but that's not a city
a project. I don't feel like
the parks plan. I did anything
for the water from where this
huge population is being
planned. And the second thing
I wanted to mention was the
design elements of the grand,
which is very disappointing to
see. I'm kind of snuck up on
us. Didn't doesn't look
anything like the plans that
war. We saw a planning
commission side regional. It.
How does that even happen?
It's really an eyesore. I hope
we don't do anything like
that. Again, because it didn't
follow any of the elements
work plan for for a historic
or different districts, the
front okay. But the rest of it
is pretty horrifying. So just
much. Could I have Maureen
Brennan coming to the podium?
Please. Good and thank you for
this opportunity to speak to
you. I'm member of the
Oversight Committee for the
Rodeo Hercules Fire District.
And it's a special parcel tax
that was voted in 2016. And
the community voted 78% for
this. And for me, I voted for
it because I wanted to see
our. A local fire district
remain independent. And
actually it is Last year. We
had 2.5 million of revenues
from sure 2.6 billion
estimated 2028 3.0 billion
dollars. That's nice chunk of
change. There's significant
discussion right now of being
expired. The con fire
organization. And it just
puzzles me because we have a
9.9 million dollar budget. 7.2
million in reserves. Special
districts. I've worked Rodeo
Sand. We keep 50% in reserves.
This is 70 percent plus in
reserve. So is working. Its
turned the corner. I think if
this discussion continues
about annexation. Important to
remember that this sum of
money. We'll go to the Con
fire organization. Any other
entity that's been annexed in
the past not have money. They
just come with whatever they
have. Where is going to be
giving them piggy bank here?
So I think it's very important
that if we if things come to
annexation. That we invite a
public vote on this. It's far
too big of an issue for just 5
people. 5 board the special
district to be making such a
big decision I really would
recommend that that we have
some public vote on this and
I'll have a Tara. Shurmur
commit. Shire. This High? I'm
Tara Shai. Thank you. I'm
actually from rodeo. But I
wanted to talk about Red and
Hercules Fire district as
well. I to him on the
committee, but I'm speaking
more for myself and the
community. The annexation.
That's coming along as the
biggest thing coming to the
are hfd and it should be put
to a public vote and when the
communities of Erdogan
Hercules voted for board
members, they were not voting
on annexation issues. That's
why I believe that those 5
members should not have that
much power for this big of a
decision. And if there's
anything that the Hercules
City Council has input or
anything along those lines,
that's why I'm I'm approaching
you tonight to give you my
opinion on that. I think when
when people are voting for
those board members, they're
voting on representation to be
fiscally responsible for the
district and that means
creating and following a
strategic plan and they have
done that with a 5 year plan.
But all of a sudden there's a
big emergency and a big rush
that all of a sudden we don't
have any money were throwing
up our hands. We need to annex
and this is supposed to be a 5
year plan. So I think that
needs to be looked at. There
are options. The 2.6 million
from There's 7.2 million in
reserves. Last year left
Unspent $900,000. That would
just left unspent. There's the
rocks that's coming. We have 2
special assessments that are
helping fund the fire
district. We have a new grant
right writer with our hfd to
look for grant monies. They
can look to convert from
parcel to unit for more money
and we can tap the county for
p 66 tax dollars that are paid
to the county to come back to
us. So there's lots of
options. There's no rush. I
think there's plenty of time
to ask the people. Do we want
to go forward with an
annexation or do we want to
keep local fire department? So
if the Berkeley City Council
has anywhere to weigh in on
that, I hope you consider what
I've had to say. Also, if we
do annex the moneys, I don't
think that the public
understands that. When they
voted on our hfd, they voted
to support to support the fire
department. I think they're
assuming that if the fire
department folds into con fire
that the also fault. I don't
think that the general public
realizes that we're going to
be paying extra taxes that
areas, the con fire serves.
They don't pay just rodeo
Hercules. So if you could just
consider what I said, I'd
appreciate it. Thank you. It
will close. There are no other
thank you very much, Dan.
Will. Will go on item number
15 city council city manager,
city attorney announcements,
MISTER Home. What else
nightmare? No announcements.
Just a reminder if we want to
follow the 2 step process for.
The agenda items that pool.
The pride month commemorative
flag in the Juneteenth
commemorates flag will need
to. Council person him, put it
on as a few church. And thank
you. Council member Kelly
first. Okay. At activities,
APRIL 25th, I went to the East
Bay Economic Development
Alliance Board meeting there
knuckled board. And I heard a
presentation from Sarah Bomb
of the Public Policy Institute
California on Labor
participation. More seniors
are working and more disabled.
Folks are working. Also went
to the Cal Cities, East Bay
Division meeting in Alameda
Attorney General Rob Bonta
spoke last quick Tech meeting.
We had a presentation by sf
Bay Ferry on the Richmond
Ferry. One seat ride for
paratransit and also a trans a
transportation demand
management update. I attended
the wellness fair here at the
Hercules Senior Center. Really
good at a lot of
transportation options for
seniors. That was great. Was
that the mayors conference in
Pinole participated in cleanup
day of I was there for 3 hours
and got totally drenched. And
I would like to Councilmember
Grimsley and her husband who
were there getting just as
what as my husband and I were
and everybody else. It was
really a wonderful effort.
Also, MAY 7th went to tea's
redefining mobility summit
where glide ways introduce
their new glide car. This an
autonomous vehicle. It goes on
its own path. And the bigger
car now can carry 4 people
plus luggage. And you put a
wheelchair in the middle.
Lastly, was MAY 9th was county
I'm Kristen calmly spoke about
elections. Just want to remind
everybody MAY 16th is bike to
wherever day and in the
morning, 07:00am to 09:00am up
no Valley High School. Don't
already. Bart and also over
Contra Costa College. There
will be energizing stations on
MAY 16th. I'm going over John
Muir Hospital. There's an
innovations in health care
meeting. There might be a few
tickets available and MAY 22nd
will be and sent a Sacramento
for a Calcutta meeting. Face
meeting with. Yeah, I just I
just took Companies are coming
JUNE. 2nd, we have culture
festival. So so folks work the
Congress for that it did the
West. Meeting last week the
significant think they're I
think for residents to be
aware of is we pay a tax and
to property tax code. Years
there was a bus pendant like
bart train that would ever
town to take folks down to the
bar station West Cat with
their local bus service shared
by And, you know, took that
service over such a regular
with scant bus folks realize
But it's but it's paid for
with your tax dollars. Bart
has got itself financial
problems and so the decision
isn't made it much higher
level maybe have to be in
verse West local small bus
company for the full cost of
the services taking their
residents are paying for the
service down to the bart
station. But this still facing
tax. I'm not only there are
significant challenges with
this process of trying to
larger bus operators to
somehow merge into lot of us
operators good thing about
West can't that it would know
is that we do get service
regularly with the between
Minister town every hour
through town. We get that if
we merge into a larger
service, the challenges look
at the numbers in this and
that we should in each of us
with 3 hours and this is a
real challenge for us. It's
it's there. I sit on the
board, the boards in the best.
It can we voted to to to pose
the current language that's
being proposed at at the
Statehouse. I'm too. We would
be drafted into that. That
people should be aware of it.
It's it's a very real thing.
We're not trying to scare
anyone about it. Do you know
Barvesten Richard are sinking
as a result coming out of
covid. So our pastor counter
sinking which the revenue from
the ticket box are also going
down. But we do have some
challenges over there looking
to look at how we address
service going forward because
there's less revenue so that,
you know, we have to kind of
offset that with service.
We're realignments staff is in
the best they can with they
have. Folks should be aware
that and when the time is
right, we should all be
sticking out to our state,
simply imprisoned. That's
leaders about the importance
of keeping local bus service.
There's 4 of us that work
together. I would say covid
laskos fire. It is love to
laugh. Thank you. Which is
little more area Delta tried
out the county system up above
us. We try work this kind of
connection. We try work
together to partner are are
you can take buses in between
can for seniors. You can hop
on and get a single right to
ready to go within these
areas. The service areas. It's
important thing too much time
here, which that's to be aware
of if you're not, if you want
information talk to or the
West could for more
information on thank very
much. Nicer. Councilmember
Grimsley. Thank you. I wish
spoken before the vice mayor,
but that was very important
information. It was also at
that meeting and I just want
to way bad because last time
we met was APRIL 23rd and that
was the week of Passover ne
attendant that a Seder for the
very first time that I was in
other elect. Its were invited
to at Temple. Beth Hillel in
Supervisor John Gioia was
there as well as some other
elected from nearby cities. It
cleanup day? Did MISS The
mayors conference in Purple.
The West kept meeting on the
knife. A tense was lupus
awareness Day and a high
school had a wonderful event.
I'm ce acknowledging and
spreading awareness a systemic
lupus Erythematosus which
which took the life of a
valued member of the panel.
High school community and West
Contra Costa Unified School
District. And later this month
will be taking off. But I'll
be back in time for next board
meeting. So all we will be
taking my son to visit the
University of Hawaii will also
attending a professional
development conference. There.
Councilmember if MISTER
Recently of similar too
council member. Kelly also
become customers conferences
past month. Alofa Kelsey's and
I was at the MAY 4th cleanup
as well. Tomorrow I will be up
to city's word I me all
together with the board
directors meeting. But I'll be
that last week. Also tended
says he's black or Jewish is
the keynote speaker this week.
I Will Ten's legends. So
cases. I think it's on Sunday.
And if you know me and I
calling my phones off because
of a jury duty. I was there
Thank you. Thank you for your
service. So last week I can do
with that c a West Contra
Costa integrated waste
management. Me we entertained
our budget for the coming
year. That was about it. So
we'll bring it to a future
agenda items, MISTER. Exit the
council would be willing to at
the next available meeting. A
discussion re to end the
fighting pride flag to above
City Hall. We can discuss
edition. Done it the for half
the month when the other half
of the parts of this one, a
super can have a conversation,
ok? I second Okay. And any
other all agree on that? Yes,
okay. So I think we're all in
agreement with bringing next
next meeting. Any other items?
Well, I would like to ask the
council if we could host the
town hall meeting with Rodeo.
Hercules of Fire District,
maybe bring in the chief Chief
Richard and maybe the
consultant, Michael to Spain.
So we can. Have it on air. So
majority of the residents of
her twins get to see and hear
what's going on with the with
the fire district with that
acceptable. So ask you to have
it become a cause. How does
that work? Just asking staff
to contact our district 2
sponsor, a town hall meeting.
I think it has discussion
first and then it becomes a
the council. Then. They will
bring it back as a discussion
item. The next I but my rules
in the current not, that's I
was under the impression
discussed So we'll have a
discussion item. Just for
clarification. Are you looking
for it to be a sea of Hercules
meeting or a re or a fire
district meeting? City heard
police would host. And that
way. Then we could fire Chief
Chief Richard and their
consultant Michael to Spain
that put together most of
their strategic plan and ask
questions. That will be
discussion. So. Discussion of
the We're all ok with that.
And if nothing I just want to
ask everybody memorial days
coming up on the
twenty-seventh to me. And
that's the day that we
memorialize all the family
members that served in the
military. The past. With that