Study Session

CITY OF SOUTH PASADENA STUDY SESSION AGENDA SPECIAL CITY COUNCIL MEETING WEDNESDAY, JULY 30, 2025, AT 7:00 PM AMEDEE O. "DICK" RICHARDS JR. COUNCIL CHAMBERS 1424 MISSION STREET, SOUTH PASADENA, CALIFORNIA 91030 NOTICE ON PUBLIC PARTICIPATION & ACCESSIBILITY The South Pasadena City Council Meeting will be conducted in-person from the Amedee O. “Dick” Richards, Jr. Council Chambers, located at 1424 Mission Street, South Pasadena, CA 91030. Public participation may be made as follows: In-Person – Council Chambers, 1424 Mission Street, South Pasadena, CA 91030 Live Broadcast via the City website – http://www.spectrumstream.com/streaming/south_pasadena/live.cfm Via Zoom – Meeting ID: 825 9999 2830 Written Public Comment – written comment must be submitted by 12:00 p.m. the day of the meeting by emailing to ccpubliccomment@southpasadenaca.gov Via Phone–+1-669-900-6833 and entering the Zoom Meeting ID listed above. Meeting may be viewed at: 1. Go to the Zoom website, https://zoom.us/join and enter the Zoom Meeting information; or 2. Click on the following unique Zoom meeting link: https://us06web.zoom.us/j/82599992830 or 3. By calling: +1-669-900-6833 and entering the Zoom Meeting ID listed above; and viewing the meeting via http://www.spectrumstream.com/streaming/south_pasadena/live.cfm CALL TO ORDER CALL TO ORDER: Mayor Janet Braun ROLL CALL ROLL CALL: Mayor Janet Braun Mayor Pro Tem Sheila Rossi Councilmember Michael A. Cacciotti Councilmember Jon Primuth Councilmember Omari Ferguson 1

1. RECEIVE AND FILE OF THE CITY COUNCIL 2025 GOALS AND PRIORITIES UPDATE REPORT 2. CONSIDERATION TO REVIEW, DISCUSS AND PROVIDE DIRECTION REGARDING THE PROPOSED FISCAL YEAR 2025-2026 BUDGET ACTION/DISCUSSION Recommendation It is recommended that the City Council receive and file the City Council 2025 Goals and Priorities Update Report. Recommendation It is recommended that the City Council: 1. Receive a presentation from staff regarding the proposed Fiscal Year (FY) 2025- 2026 Budget; 2. Review and discuss the Proposed Budget and Budget Policy (found in the budget document); and 3. Provide direction regarding the Proposed Budget. ADJOURNMENT . CERTIFICATION OF POSTING I declare under penalty of perjury that I posted this notice of agenda for the meeting to be held on July 30, 2025, on the bulletin board in the courtyard of City Hall located at 1414 Mission Street, South Pasadena, CA 91030, and on the City, website as required by law, on the date listed below. 07/24/2025 /S/ Date Mark Perez, Acting Chief City Clerk 2

CITY OF SOUTH PASADENA STUDY SESSION AGENDA SPECIAL CITY COUNCIL MEETING WEDNESDAY, JULY 30, 2025, AT 7:00 PM AMEDEE O. "DICK" RICHARDS JR. COUNCIL CHAMBERS 1424 MISSION STREET, SOUTH PASADENA, CALIFORNIA 91030 NOTICE ON PUBLIC PARTICIPATION & ACCESSIBILITY The South Pasadena City Council Meeting will be conducted in-person from the Amedee O. “Dick” Richards, Jr. Council Chambers, located at 1424 Mission Street, South Pasadena, CA 91030. Public participation may be made as follows: In-Person – Council Chambers, 1424 Mission Street, South Pasadena, CA 91030 Live Broadcast via the City website – http://www.spectrumstream.com/streaming/south_pasadena/live.cfm Via Zoom – Meeting ID: 825 9999 2830 Written Public Comment – written comment must be submitted by 12:00 p.m. the day of the meeting by emailing to ccpubliccomment@southpasadenaca.gov Via Phone–+1-669-900-6833 and entering the Zoom Meeting ID listed above. Meeting may be viewed at: 1. Go to the Zoom website, https://zoom.us/join and enter the Zoom Meeting information; or 2. Click on the following unique Zoom meeting link: https://us06web.zoom.us/j/82599992830 or 3. By calling: +1-669-900-6833 and entering the Zoom Meeting ID listed above; and viewing the meeting via http://www.spectrumstream.com/streaming/south_pasadena/live.cfm CALL TO ORDER CALL TO ORDER: Mayor Janet Braun ROLL CALL ROLL CALL: Mayor Janet Braun Mayor Pro Tem Sheila Rossi Councilmember Michael A. Cacciotti Councilmember Jon Primuth Councilmember Omari Ferguson 1

1. RECEIVE AND FILE OF THE CITY COUNCIL 2025 GOALS AND PRIORITIES UPDATE REPORT 2. CONSIDERATION TO REVIEW, DISCUSS AND PROVIDE DIRECTION REGARDING THE PROPOSED FISCAL YEAR 2025-2026 BUDGET ACTION/DISCUSSION Recommendation It is recommended that the City Council receive and file the City Council 2025 Goals and Priorities Update Report. Recommendation It is recommended that the City Council: 1. Receive a presentation from staff regarding the proposed Fiscal Year (FY) 2025- 2026 Budget; 2. Review and discuss the Proposed Budget and Budget Policy (found in the budget document); and 3. Provide direction regarding the Proposed Budget. ADJOURNMENT . CERTIFICATION OF POSTING I declare under penalty of perjury that I posted this notice of agenda for the meeting to be held on July 30, 2025, on the bulletin board in the courtyard of City Hall located at 1414 Mission Street, South Pasadena, CA 91030, and on the City, website as required by law, on the date listed below. 07/24/2025 /S/ Date Mark Perez, Acting Chief City Clerk 2

Study Session Agenda Report ITEM NO. 1 DATE: July 30, 2025 FROM: Todd Hileman, City Manager PREPARED BY: Alma Medina, Assistant to the City Manager SUBJECT: RECEIVE AND FILE OF THE CITY COUNCIL 2025 GOALS AND PRIORITIES UPDATE REPORT Recommendation It is recommended that the City Council receive and file the City Council 2025 Goals and Priorities Update Report. Executive Summary On February 19, 2025, the City Council adopted a City Council Priorities 2025 list. Staff has incorporated these priorities into their work plans and proposed budgets. The City Manager’s office has developed a City Council Scorecard to track the goals, priorities and parties responsible. In accordance with that Scorecard, this quarterly update report will be presented to the City Council to demonstrate the progress made towards the established goals. The first quarterly report being presented reflects the efforts that staff has made within the past three months, under our City Manager's direction. Background On February 19, 2025, the South Pasadena City Council formally adopted the City Council Goals and Priorities for Calendar Year 2025, establishing a strategic framework to guide City operations, project planning, and budget development. These priorities reflect the Council’s commitment to advancing financial stability, infrastructure renewal, housing progress, governance improvements, and operational efficiency, all aligned with community needs and long-term city vision. In response to Council direction, the City Manager’s Office developed a comprehensive City Council Scorecard, a tracking tool that aligns each priority with responsible departments, commissions, and target deadlines. This Scorecard serves as the foundation for internal accountability, interdepartmental coordination, and quarterly reporting to the City Council. City departments have incorporated these priorities into their work plans and the proposed Fiscal Year 2025-2026 Budget. Staff efforts are being continuously tracked and assessed to ensure measurable progress and transparency. The first quarterly update, presented here, summarizes the work completed between February and June 2025, outlines key accomplishments, and identifies next steps for each goal area. This ongoing reporting process ensures that City Council and the public are regularly informed of the City’s progress and allows staff to adjust strategies as needed to meet the established 3

goals by year-end or as scheduled. Key Performance Indicators and Strategic Plan This item is in accordance with City Council's Goals 4A, and 4E. Attachment: Attachment No. 1 - Council Goals Scorecard Attachment No. 2 - 2025 Q1 Goals and Initiatives Update Report 4

A LSL, LLP progress to complete necessary accounting and reporting through the year. FY2024 audit complete by June 30, 2025; FY2025 audit in progress by November 2025; FY2025 midyear budget review by Council in March 2025; FY2026 budget adopted by June 30, 2025; five-year projections complete by September 30, 2025 Finance Department B Determine the cadence for regular financial reports to be submitted to Council and Finance Commission; schedule due July 31, 2025 Finance Department Finance Commission C Hire Finance Director and Senior Accountant (Controller) due September 2025 and rebuild the Finance Department team Finance Department and Human Resources Division D Establish and start meeting with the Infrastructure Financing Working Group, the mission of which is to study options for financing the various infrastructure improvement projects set forth in this list of priorities. Finance Department and Public Works Department Infrastructure Finance Working Group A Streets/gutter repair—Aggressively pursue work toward the comprehensive plan for streets and gutter repair; re-examine the plan to set goals for completion within 6 years and a financing plan (by August 2025) Public Works Department and Finance Department B Establish a sidewalk repair plan and program by December 2025 Public Works Department C Complete the Library/Community Center Master Plan with extensive public outreach and present to Council by December 2025 Library Department and Community Services Department D Sponsor 3 meetings with the public to present the Arroyo Golf course master plan and work with the Infrastructure Financing working group to consider funding sources with options presented by November 2025 Community Services Department and Finance Department Infrastructure Finance Working Group E Begin working on the repair of the Westside Reservoir Public Works Department F Produce a plan and timeline for completion of repairs to Sewer infrastructure in compliance with the Sewer Consent Judgment Public Works Department G Complete negotiations with Athens Services for trash removal in the city by September 2025, and begin rollout of the organics trash collection by June 2025 (include 2 public meetings to explain to residents) Public Works Department H Establish the Corridor Transit Working Group and begin meetings for N/S corridors connection with Alhambra/Pasadena and the E/W corridors connection with Los Angeles and San Marino Public Works Department Corridor Transit Working Group (after being established) I Work on Parks Master Plan for completion and presentation in early 2026; begin construction on the 2 pocket parks Community Services Department and Public Works Department J Study and enhance emergency/disaster readiness, including evacuation plans. Provide periodic public status reports of program enhancements Fire Department/ Police Department and Public Works Department K Continue efforts to provide infrastructure on electrification and sustainable/alternative energy options Public Works Department A Finalize the Housing Element and zoning and other requirements, including appropriate height limits in the overlay zones and timely submit to the California Department of Housing and Community Development (HCD) Community Development Department and City Attorney B Acquire and sell vacant CalTrans houses, with consideration of any properties suitable for affordable housing projects, by October 2025 Community Development Department and City Attorney C Finalize development agreement with Related California for the Mound/El Centro senior affordable housing development by December 2025 Community Development Department and City Attorney D Create a working group for Visioning South Pasadena 2050, including the “Mission Mile” and develop 3D models and drawings to represent the vision Community Development Department A City Council sets annual priorities for calendar year by February 15 each year City Council B Public Works and Mobility and Transportation Infrastructure Commission (MTIC) are combined and Planning and Design Review Board (DRB) are combined as approved by Council, by April 2025 Public Works Department Public Works Infrastructure Commission C Commission Chairs work with staff liaison to establish meeting agendas, and Commission Chairs present to Council annually in October commission progress All Departments All Commissions D Commissions set annual priorities and work plans, consistent with Council priorities by March annually All Departments All Commissions E On-board new City Manager and agree to performance evaluation criteria City Council F Study role of City Treasurer and evaluate elected/appointed status City Council and Finance Department A Establish a Communications Strategy to better communicate with residents through newspapers, advertisements, social media, newsletters, and direct communications through organizations. Plan due by October 2025 City Manager's Office B Establish a Project Management system to track progress of projects in progress and proper reporting and expense reimbursement system Public Works Department and Finance Department C Explore personnel to assist with grants Finance Department D Establish quantifiable Key Performance Indicators (KPIs) for each department City Manager's Office and Finance Department E Review recruiting and retention practices to recruit, attract and retain outstanding staff members, and consider a third party to conduct exit interviews City Manager's Office and Human Resources Division F Successfully finalize Memorandums of Understanding (MOUs) with bargaining units City Manager's Office and Human Resources Division City of South Pasadena 2025 City Council Goals The city will continue to focus on implementation of housing goals and acquisition and sale of CalTrans houses Housing3 1 Goals Description Finance The most critical area to be accomplished in calendar year 2025 is work toward accurate financial reporting and budgeting. Accurate financial statements must be produced to enable decisions on all other priorities. Commission/ Committee The City has infrastructure needs that have not been addressed for decades. The proper planning for addressing the repair or replacement of many of these projects must begin with planning and financing. 2 Infrastructure Lead TeamGoal Priorities Implement current municipal code requirements for governance of Commissions and consider amendments to clarify and combine commissions as approved. Establish regular reporting and performance assessments. Governance4 Work with the City Manager to establish improved operational efficiencies Operational Efficiencies 5 Attachment No. 1 5

Attachment No. 2 City of South Pasadena 1st Quarter 2025 Goals and Initiatives Update Report Table of Contents 2025 City Council Goals and Priorities ....................................................................................... 2 Finance: ................................................................................................................................. 2 Infrastructure: ......................................................................................................................... 4 Housing: ................................................................................................................................10 Governance: ..........................................................................................................................13 Operational Efficiencies: ........................................................................................................16 6

FIRST QUARTER UPDATE 2025 CITY OF SOUTH PASADENA PAGE 2 2025 City Council Goals and Priorities Update On February 19, 2025, the City Council adopted a City Council Priorities 2025 list. Staff has incorporated these priorities into their work plans and proposed budgets. The City Manager’s office has developed a City Council Scorecard to track the goals, priorities and parties responsible. In accordance with that Scorecard, this quarterly update report will be presented to the City Council to demonstrate the progress made towards the established goals. 1.FINANCE: The most critical area to be accomplished in calendar year 2025 is work toward accurate financial reporting and budgeting. Accurate financial statements must be produced to enable decisions on all other priorities. GOAL PRIORITY 1A: LSL, LLP progress to complete necessary accounting and reporting through the year. Fiscal Year 2024 audit complete by June 30, 2025; Fiscal Year 2025 audit in progress by November 2025; Fiscal Year 2025 midyear budget review by Council in March 2025; Fiscal Year 2026 budget adopted by June 30, 2025; five-year projections complete by September 30, 2025 Lead Team/ Commission or Committee:  Finance Department 1st Quarter Update:  Auditors have begun the Fiscal Year 2024 audit and will complete it by early August 2025. Next Steps:  The auditors are expected to complete the FY 2024 in early August.  Finance is hiring more staff in preparation for the FY 2026 budget season and its completion by June 30, 2025.  Staff is on track to complete the Fiscal Year 2025 audit by November 2025 and have the Fiscal Year 2025 midyear budget review in March of 2025. GOAL PRIORITY 1B: Determine the cadence for regular financial reports to be submitted to Council and Finance Commission; schedule due July 31, 2025 Lead Team/ Commission or Committee:  Finance Department  Finance Commission 1st Quarter Update:  In the proposed budget for Fiscal Year 25-26, the Department submitted the proposed Budget Policy, indicating that the department will provide monthly budget updates to City Council and monthly investment reports to the Finance Commission and City Council. 7

FIRST QUARTER UPDATE 2025 CITY OF SOUTH PASADENA PAGE 3 Next Steps:  Once the proposed budget is adopted, the Finance Department will develop a calendar to provide to the City Council and Commission. GOAL PRIORITY 1C: Hire Finance Director and Senior Accountant (Controller) due September 2025 and rebuild the Finance Department team Lead Team/ Commission or Committee:  Finance Department  Human Resources Division 1st Quarter Update:  The City has hired an Assistant City Manager/ Chief Financial Officer, in place of a Finance Director to oversee and rebuild the Finance Department team.  The City has hired an Accounting Manager/ Controller, who will begin his term with the City in early August.  The City is in the process of conducting the interview process for the Senior Accountant position. Next Steps:  Work with the current consultants to finalize their assignments and hand over tasks to the Finance Department staff.  Finalize the recruitment process for the Senior Accountant—this is expected to be complete by mid-August, for a start date in September. GOAL PRIORITY 1D: Establish and start meeting with the Infrastructure Financing Working Group, the mission of which is to study options for financing the various infrastructure improvement projects set forth in this list of priorities. Lead Team/ Commission or Committee:  Finance Department  Public Works Department  Infrastructure Finance Working Group 1st Quarter Update:  City Council has discussed the creation of an Infrastructure Financing Working Group and provided staff with feedback. Next Steps:  Now that the City has onboarded an Assistant City Manager/ Chief Financial Officer and is soon to fill all the vacancies in the Finance Department, the creation of this group will be explored and the analysis will be brought to the City Council. 8

FIRST QUARTER UPDATE 2025 CITY OF SOUTH PASADENA PAGE 4 2. INFRASTRUCTURE: The City has infrastructure needs that have not been addressed for decades. The proper planning for addressing the repair or replacement of many of these projects must begin with planning and financing. GOAL PRIORITY 2A: Streets/gutter repair—Aggressively pursue work toward the comprehensive plan for streets and gutter repair; re-examine the plan to set goals for completion within 6 years and a financing plan (by August 2025) Lead Team/ Commission or Committee:  Public Works Department  Finance Department 1st Quarter Update:  The Public Works Department began the design of the Indiana and Pasadena Reconstruction Project.  The Public Works Department has released an RFP for the design of the Orange Zone Reconstruction Project. Next Steps:  Once the proposals for the Orange Zone Reconstruction Project are received, Public Works and Finance will coordinate to award the design services to the qualified firm.  Future financing to complete all reconstruction projects is pending on Infrastructure Working Group creation and direction. GOAL PRIORITY 2B: Establish a sidewalk repair plan and program by December 2025 Lead Team/ Commission or Committee:  Public Works Department 1st Quarter Update:  Public Works Department is working on a Request for Qualifications for on-call contractors, with an expected award date of December 2025. Next Steps:  Release the Request for Qualifications and award qualified on-call contractors.  Award the agreements to the on-call contractors in December 2025. 9

FIRST QUARTER UPDATE 2025 CITY OF SOUTH PASADENA PAGE 5 GOAL PRIORITY 2C: Complete the Library/Community Center Master Plan with extensive public outreach and present to Council by December 2025 Lead Team/ Commission or Committee:  Library Department  Community Services Department  Site Plan Ad Hoc Committee Recap of Past Accomplishments:  The Site Plan Ad Hoc Committee was established by the City Council and began meeting in August 2024. The project launched in February 2025 and the consultant, architecture firm Group 4, was on site in February and April, meeting with stakeholders and the community and touring other library and senior/community center facilities in the region with members of the Ad Hoc Committee and staff.  The first round of community engagement was focused on needs assessment and more than 600 people completed a survey and 3,000 people learned about the project through a pop-up kiosk at the Farmers Market, the Eclectic Music Festival, and other events. Staff also gave a project overview presentation to each of the City’s Commissions and Ad Hoc Committee members spoke to community groups and organizations about the project. 1st Quarter Update:  In June, Group 4 presented the results of their site assessment, and the community needs assessment to the Ad Hoc Committee and sought input on a range of preliminary site development concepts.  Staff has conducted extensive public outreach efforts, including active engagement at local events, farmers markets, and special events to gather diverse input. Next Steps:  Group 4 will continue to refine site development concepts as directed by the Ad Hoc Committee and will lead discussions at the Planning and Cultural Heritage Commissions in August before returning to the Ad Hoc Committee in September.  Between late July and early September, a second round of community engagement will seek input on design values and the pop-up kiosk will be staffed at Concerts in the Park and the Farmers Market. The completed Site Plan will be presented to the City Council in November.  The second round of community engagement is scheduled to begin in July.  Staff’s goal is to present a comprehensive and community-driven Site Plan to the City Council that truly serves and enriches our community by November 2025. 10

FIRST QUARTER UPDATE 2025 CITY OF SOUTH PASADENA PAGE 6 GOAL PRIORITY 2D: Sponsor 3 meetings with the public to present the Arroyo Golf course master plan and work with the Infrastructure Financing working group to consider funding sources with options presented by November 2025 Lead Team/ Commission or Committee:  Community Services Department  Finance Department  Infrastructure Finance Working Group 1st Quarter Update:  Staff received City Council approval on July 16 to move forward with a Request for Qualifications (RFQ) to identify a private partner to redevelop, operate, and maintain the Arroyo Seco Golf Course. This marks a key step toward implementing the Master Plan and exploring viable funding options.  In the last quarter, staff focused on developing the RFQ and received approval from the City Council to release the RFQ on July 16, Council Meeting. This effort aligns with the broader goal of identifying sustainable operational models and potential investment partners. Next Steps:  Next steps include issuing the RFQ, evaluating responses, and coordinating with the Infrastructure Financing Working Group to develop funding options.  Public meetings to present the Master Plan remain a priority, with a goal of presenting options to Council by November 2025. GOAL PRIORITY 2E: Begin working on the repair of the Westside Reservoir Lead Team/ Commission or Committee:  Public Works Department 1st Quarter Update:  Public Works has begun preliminary work to be able to provide a roadmap for construction schedule of the Westside Reservoir.  A task order for Initial Study and Mitigated Negative Declaration to be awarded by the Council on August 20th. Next Steps:  The Preliminary Design Report to be completed by December 2025. 11

FIRST QUARTER UPDATE 2025 CITY OF SOUTH PASADENA PAGE 7 GOAL PRIORITY 2F: Produce a plan and timeline for completion of repairs to Sewer infrastructure in compliance with the Sewer Consent Judgment Lead Team/ Commission or Committee:  Public Works Department 1st Quarter Update:  On July 16, 2025, the City Council awarded a six-year maintenance contract for sanitary sewer cleaning and closed circuit television (CCTV) inspection services. Year 1 will include Subsequent years will include cleaning and CCTV of 50% of the sewer infrastructure as required by the Sewer Consent Judgement. Update Next Steps:  During the first year of the contract, the contractor will conduct cleaning and CCTV recording of the entire sewer infrastructure  Staff will use the footage and inspections conducted by the contractor to plan and implement repairs through either CIP or street improvement projects. GOAL PRIORITY 2G: Complete negotiations with Athens Services for trash removal in the city by September 2025, and begin rollout of the organics trash collection by June 2025 (include 2 public meetings to explain to residents) Lead Team/ Commission or Committee:  Public Works Department 1st Quarter Update:  As of July 16, 2025, we have officially completed all negotiations with Athens Services regarding updating trash services to accommodate SB1383.  The rollout of organics trash collection began mid-June with commercial and multifamily properties receiving in-person waste as