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MINUTES OF THE
CITY OF SAN RAMON – COUNCIL MEETING

February 22, 2011

A regular meeting of the City Council of the City of San Ramon was held February 22, 2011 at 7:08 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, Transportation Division Manager Lisa Bobadilla, Recreation Services Division Manager Esther Lucas, Administrative Services Director Greg Rogers, Interim City Engineer Brian Bornstein, and City Clerk Patricia Edwards.

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PLEDGE OF ALLEGIANCE

James Eaneman led those present in the pledge of allegiance. 

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ANNOUNCEMENTS

Mayor Wilson requested the addition of item 14.2 to the Closed Session pursuant to Government Code § 54957 to evaluate the position of the City Manager.  Cm. Hudson’s motion that this is an urgency item which requires immediate action by the Council and that the need to evaluate the position of the City Manager came up after posting of the agenda was seconded by Cm. Livingstone and passed 5-0. 

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

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SPECIAL PRESENTATIONS

(#5.1) Recognition of James Eaneman for his Service on the Parks and Community Services Commission.  Presented by Mayor Wilson.

David Ernest, Carol Lopez, and Dominique Yancey, members of the Parks and Community Services Commission, were in attendance.  Ms. Yancey stated that Mr. Eaneman is a real leader and that it was an honor and privilege to work with him.  Mr. Ernest noted that Mr. Eaneman provided insight, thoughtfulness, passion, and well founded facts in the information which he presented to the Commission.  Ms. Lopez added that Mr. Eaneman was a pleasure to work with and wished him well.  Mayor Wilson thanked Mr. Eaneman for his service to the City and presented him with a proclamation detailing the Commission’s accomplishments during his tenure.  Mr. Eaneman thanked the Parks Department staff and stated that serving on the Commission was a great honor and an opportunity for him to give back to San Ramon. 

(#5.2) Introduction of Alex Weis, TRAFFIX Contract Program Manager, by Lisa Bobadilla, Transportation Division Manager.

Transportation Division Manager Lisa Bobadilla introduced Alex Weis, the new TRAFFIX Contract Program Manager.  His responsibilities include: implementing a marketing and outreach program to the participating schools and the School District; acting as liaison to the bus transportation provider; acting as secretary to the Board; and providing daily responses to inquiries.  Mr. Weis thanked Cm. Rowley and Cm. Hudson for their work on the TRAFFIX Board.  He outlined several new TRAFFIX promotions with the goal of improving ridership. 

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CITY COUNCIL APPOINTMENTS

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APPROVAL OF MINUTES

(#7.1) Minutes of the February 8, 2011 special meeting.

Vice Mayor Perkins’ motion to adopt the February 8, 2011 special City Council meeting minutes was seconded by Cm. Rowley and passed 5-0. 

(#7.2) Minutes of the February 8, 2011 regular meeting.

Vice Mayor Perkins’ motion to adopt the February 8, 2011 regular City Council meeting minutes was seconded by Cm. Rowley and passed 5-0. 

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CONSENT CALENDAR

City Manager Herb Moniz noted a correction to the staff report for item 8.5.  Staff recalculated the Project costs including the projected costs for the building for the Police Station Project.  The net result is that the prorated costs of building the project will be under $ 180.00 per square foot which is 50% less than most of the comparable projects listed in the report.  Mayor Wilson noted the correction to the staff report.

(#8.1) Register of Demands as presented by the City Treasurer (Period ending January 31, 2011).

(#8.2) Minute Order No. 2011-02 – Accepting the Work by Galedrige Construction, Inc. for the Construction of the Annual Pavement Repair Stop Gap Project (CIP 5483) as Complete and Authorizing the City Clerk to File a Notice of Completion with the County Recorder's Office.

(#8.3) Minute Order No. 2011-03 – Accepting the Work by RP Engineering Contractors, Inc. for the Construction of the Annual Curb, Gutter and Sidewalk Repair Project (CIP 5450) as Complete and Authorizing the City Clerk to File a Notice of Completion with the County Recorder's Office.

(#8.4) Resolution No. 2011-019 – Approving the Final Parcel Map for Minor Subdivision MS 902-09 (Swenson Minor Subdivision) Located at 18884 Bollinger Canyon Road (Craig and Susanne Swenson) and Authorizing the Mayor to Execute the Deferred Improvement Agreement for Future Improvements to Bollinger Canyon Road.

(#8.6) Resolution No. 2011-021 – Authorizing the Filing of a Grant Application with the State of California Department of Transportation for Allocation of Federal Transit Administration Section 5310 Vehicle Purchase Funds for Elderly and Disabled Individuals for the Current Funding Cycle and Authorizing the Parks and Community Services Director to Sign Documents on Behalf of the City.

(#8.7) Resolution No. 2011-122 – Authorizing the Mayor to Execute an Agreement with Calsense for Centralized Irrigation Controller Upgrades (CIP No. 5404) in an Annual Amount Not To Exceed $132,000.

(#8.8) Resolution No. 2011-023 – Approving an Employer-Employee Relations Policy.

Cm. Hudson’s motion to adopt items 8.1 through 8.4 and items 8.6 through 8.8 was seconded by Cm. Livingstone and passed 5-0. 

(#8.5) Resolution No. 2011-020 – Authorizing the Mayor to Execute an Amendment to the Existing Agreement with Consolidated Construction Management for Design, Construction and Completion of the San Ramon Police Headquarters in an Amount Not to Exceed $216,100; Execute an Amendment to the Contract Amendment with Sonitrol in an Amount Not to Exceed $44,000; Execute a Contract with Systems and Space, Inc. in an Amount Not to Exceed $265,000; and Execute a Contract with OM Workspace in an Amount Not to Exceed $161,000 for 2401 Crow Canyon Road (APN: 209-240-019).

Cm. Livingstone’s motion to adopt item 8.5 as amended was seconded by Vice Mayor Perkins.  Mayor Wilson requested a roll call vote for this item.  The City Clerk conducted the vote.  The motion carried 4-1 with Mayor Wilson dissenting. 

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UNFINISHED BUSINESS

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NEW BUSINESS

(#10.1) Arts Advisory Committee Annual Report.

Recreation Services Division Manager Esther Lucas introduced Will Doerlich, Arts Advisory Committee (AAC) Chairperson, who provided the report.  Mr. Doerlich reviewed the AAC’s Accomplishments and Actions.  These included: installing public art at Central Park and at Athan Downs; awarding grants from the Cultural Growth Fund; selecting a new Poet Laureate; and selecting the artists for the 2011 Gallery Year.  The AAC reviewed theater programming and operations and evaluated city-sponsored cultural arts events and programs.  He presented the Goals and Objectives for 2011.  The AAC will continue to work to improve visual, performing, and literary arts programs and encourage multi-cultural art forms.

Vice Mayor Perkins thanked Mr. Doerlich for chairing the AAC.  Mr. Doerlich encouraged residents to apply for the AAC.  Cm. Rowley thanked Mr. Doerlich for his presentation and for expanding art into the community.  Vice Mayor Perkins’ motion to accept the report was seconded by Cm. Rowley and passed 5-0.

(#10.2) Mid-Year Financial Review Report.

Mid-Year Financial Review Report.
Resolution No. 2011-024 – Authorizing Mid-Year 2010-2011 Budget Adjustments.

Administrative Services Director Greg Rogers provided the report.  The Review provides a mid-year look at the City’s financial condition.  General Fund expenditures are projected to be $0.5 million below budgeted levels.  General Fund revenues are projected to be below budgeted levels by $0.3 million reflecting weakness in sales tax, investment income, and hotel occupancy tax revenue. The Mid-Year Financial Review identified several mid-year adjustments and organizational changes.   No appropriation changes are needed related to the organization changes.  Staff estimates a $2.8 million drawdown from reserves not the $3 million originally estimated in the 2010-11 budget. 

Mr. Rogers reviewed the options being considered in development of the 2011-12 budget.  Vice Mayor Perkins requested that the City consider increasing the employee contribution to benefit costs and furlough or other work schedule options.  Cm. Livingstone supported the use of unpaid holidays versus furlough days as this will save money without impacting City services.  Cm. Hudson expressed concern about the impact of the June 2011 election.  He stated that the Report was better than he had anticipated.  Mayor Wilson opened the public comment.  There were no requests to address this item.  Mayor Wilson closed the public.

Vice Mayor Perkins’ motion to accept the report and adopt Resolution No. 2011-024 was seconded by Cm. Rowley and passed 5-0.

(#10.3) Presentation by the United States Army Corps of Engineers (USACE) and the East Bay Municipal Utility District (EBMUD) on the San Ramon Valley Recycled Water Project Phase 2B.

Interim City Engineer Brian Bornstein provided an overview of the first phase of the Recycled Water Project.  The three primary concerns are public safety, minimizing the disruption to the City, and restoring City infrastructure.  He noted that City staff has been working with United States Army Corps of Engineers (USACE) to make sure that the mishaps which occurred during Phase 1 are avoided.  The USACE will be responsible for construction management.  East Bay Municipal Utility District (EBMUD) is the project owner and North Star is the project contractor.  San Ramon is the permitting agency. 

Major David Kaulfers, USACE Project Manager, provided an overview of the project.  The recycled water comes from the Dublin San Ramon Services District treatment plant and is intended only for landscape irrigation.  Lori Steere, EBMUD Community Affairs Representative, outlined the public outreach and education program planned for the project which include Home Owner Association briefings, notices, signage and a website.  USACE Major Shaun Martin introduced his staff and the construction contact personnel.  He reviewed the construction timeline.  The project is expected to start in the Spring 2011 and be complete by late Fall 2011. 

Vice Mayor Perkins asked how the safety lessons learned in Phase 1 will be applied.  Major Martin responded that Phase 2B will have safety officers from the contractor and from the USACE overseeing the project.  Vice Mayor Perkins asked what measures are being taken to eliminate the discovery of leaks after pipeline installation.  Major Shaun responded that the pipes will be tested in smaller segments and prior to permanent pavement restoration in order to ensure quality.  Cm. Hudson stated that there are several events which may be impacted by this Project including the Iron Horse School graduation, the July 4th activities, and the Primo’s Run.  He requested that the construction schedule be coordinated to include everyone who may be impacted including residents, businesses, and County Connection.  Mr. Bornstein stated that the Engineering staff will work with other City departments to explore options and solutions.  Cm. Hudson requested that any event organizer who may be impacted by this Project be notified immediately.  Cm. Rowley stated that she was pleased with the increase in coordination and safeguards.  She requested that updates be provided on the City website and to the Council.  City Manager Moniz stressed the importance of the impact of the Business Park traffic and City events and requested that event organizers be notified.

Major Kaulfers presented Senior Engineering Inspector Roy Shields with a certificate of appreciation for his professional contributions to Phase 1.   

Vice Mayor Perkins’ motion to accept the report was seconded by Cm. Rowley and passed 5-0.

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CITY MANAGER COMMENTS

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PUBLIC COMMENT

Saundarya Mehra, Teen Council representative, provided the Council with an update of the Teen Council’s activities.  She reported that the Teen Council held a successful Card Night event on February 11, 2011.  They plan to expand the event in 2012.  Future events include an Acoustic Night on March 11, 2011 and a Teen Job Shadow Day with City workers on March 29, 2011.  They are also working on a Teen Volunteen Program which will provide an online subscription networking program for local high school clubs.  She reminded students that applications for the Teen Council are due on March 4, 2011.

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COUNCILMEMBER REPORTS

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MAYOR’S REPORTS AND COMMENTS

Mayor Wilson stated that applications for the Valley Vista Senior Housing are due on February 25, 2011.  He encouraged residents to purchase tickets for the performance of “The Music Man” scheduled for March 19, 2011.  He noted that applications for the Parks and Community Services Commission are due on February 25, 2011.

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CLOSED SESSION

(#14.1) CONVENE TO CLOSED SESSION PURSUANT TO GOVERNMENT CODE §54957 TO EVALUATE THE POSITION OF CITY ATTORNEY.

(#14.2) CONVENE TO CLOSED SESSION PURSUANT TO GOVERNMENT CODE §54957 TO EVALUATE THE POSITION OF CITY MANAGER.

At 9:15 p.m., the Council met in Closed Session pursuant to Government Code § 54957 to evaluate the position of City Attorney and the position of City Manager.

At 10:27 p.m., Mayor Wilson reconvened the meeting.  All Councilmembers were in attendance.  Mayor Wilson reported that no action was taken when the Council met pursuant to Government Code § 54957 to evaluate the position of City Attorney and the position of City Manager. 

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At 10:28 p.m., there being no further business, Mayor Wilson adjourned the meeting.

Signed:
H. Abram Wilson, Mayor
Patricia Edwards, City Clerk

Approved as presented at the March 8, 2011 City Council meeting 4-0; Livingstone absent.

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