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December 20, 2010

A special meeting of the City Council of the City of San Ramon was held December 20, 2010 at 2:05 p.m. in the City Council Chamber at City Hall, 2222 Camino Ramon, Mayor Wilson presiding.
PRESENT:  Councilmembers Hudson, Livingstone, Perkins, Rowley, and Mayor Wilson.
STAFF PRESENT:  City Manager Herb Moniz, City Attorney Sheryl Schaffner, Police Chief Scott Holder, Public Services Director Karen McNamara, and City Clerk Patricia Edwards.

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Police Chief Scott Holder led those present in the pledge of allegiance. 

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The City Clerk noted that there were no changes or additions to the agenda.  The City Clerk noted that there were no changes or additions to the meetings listed on the agenda.

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(#4.1) Resolution No. 2010-131 – Authorizing the Mayor to Execute an Agreement with Contract Sweeping for Street Sweeping Services in the Amount Not to Exceed of $825,000 for the Initial Three-Year Term and Authorize Staff to Surplus the Existing Street Sweeper.

Cm. Livingstone requested a staff report.  Public Services Director Karen McNamara provided the report.  Staff compared the cost of purchasing a street sweeper for in-house street sweeping versus contracted street sweeping.  Staff estimates an annual cost savings of approximately $73,000 by utilizing contracted sweeping services.  Staff recommends that the Council approve surplusing the existing street sweeper.

Ms. McNamara stated that a second residential sweeping will be conducted October through January during the leaf season.  Cm. Hudson questioned whether the leaf season typically extends beyond January.  He requested that staff evaluate the need in February and March for additional residential sweeping.  Ms. McNamara indicated the contract has flexibility to provide additional sweeping if needed.

Vice Mayor Perkins noted that the contract only provides a true savings to the City if there is a related savings in manpower costs.  Ms. McNamara responded that the acceptance of new parks, roadways, and landscaping in Dougherty Valley and anticipated staff retirements have created a need for staff to be reassigned.  Vice Mayor Perkins asked what will happen to areas that need sweeping after a storm.  Ms. McNamara stated that the City can operate its sweepers or request additional service from the contractor. 

Mayor Wilson noted that Contract Sweeping is currently doing work in San Ramon and is familiar with the City.  Ms. McNamara added that Contract Sweeping’s GPS capability will allow the City to allow staff to track the sweeping services and maintain quality control.  Mayor Wilson asked why the City would surplus the sweeper.  Ms. McNamara stated that the value of the sweeper and the cost of running it is more than the cost to replace it.  The City will have one heavy duty and one small sweeper to use when needed.

Cm. Hudson asked if there were any hybrids or “green” sweepers available.  Ms. McNamara stated that staff has looked into grants.  Cm. Hudson requested that staff continue to look for grants.  Mayor Wilson thanked Cm. Livingstone for questioning the initial proposal to purchase a new sweeper and requesting that staff investigate the contract option. 

Cm. Hudson’s motion to approve item 8.1 was seconded by Vice Mayor Perkins.  Mayor Wilson requested a voice vote.  After conducting the vote, the City Clerk reported that the motion passed 5-0. 

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The City Clerk noted that there were no requests for public comment.

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At 2:22 p.m., the Council convened to Closed Session pursuant to Government Code § 54957 – Evaluate the Position of City Manager.

At 3:37 p.m., Mayor Wilson reconvened the meeting.  All Councilmembers were in attendance.  Mayor Wilson stated that the Council gave the City Manager and the City Attorney direction to develop a City Manager selection process.

At 3:38 p.m., there being no further business, Mayor Wilson adjourned the meeting.

H. Abram Wilson, Mayor
Patricia Edwards, City Clerk

Approved as corrected at the January 11, 2011 City Council meeting 5-0.

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