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March 13, 2012

A regular meeting of the City Council of the City of San Ramon was held March 13, 2012 at 7:02 p.m. in the City Council Chamber at City Hall, 2222 Camino Ramon, Mayor Clarkson presiding. 
PRESENT:  Councilmembers Hudson, Livingstone, O’Loane, and Mayor Clarkson.
ABSENT:  Councilmember Perkins.
STAFF PRESENT:  City Manager Greg Rogers, City Attorney Sheryl Schaffner, Police Chief Scott Holder, Emergency Program Manager Ray Riordan, Employee Services Division Manager Toni Renault, Transportation Analyst Darlene Amaral, Senior Traffic Engineer Mike Talley, and City Clerk Patricia Edwards.

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Dustin Fabucci led those present in the pledge of allegiance. 

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The City Clerk requested that the February 28, 2012 meeting minutes be deferred.  She noted that there were no changes or corrections to the meetings listed on the agenda. 

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(#4.1) Proclamation Declaring March 2012 as Prescription Drug Abuse Awareness Month.  Presented to April Rovero, Founder/President of the National Coalition Against Prescription Drug Abuse by Mayor Clarkson.

Mayor Clarkson thanked April Rovero for her leadership and advocacy on behalf of this issue.  He presented her with a proclamation declaring March 2012 as Prescription Drug Abuse Awareness Month.  DEA Supervisory Special Agent Glenn Moore thanked the City and Ms. Rovero for being active participants in the Drug Take Back program.  He reported that over 28,000 pounds were turned in during the northern California collection event.  Ms. Rovero stated that the organization’s focus is awareness of the dangers of these drugs.  She invited residents to attend the “Overdosed America” event on March 26, 2012 at the San Ramon Golf Club.  She stated that she also received a proclamation from Contra Costa County.  The organization is working on a statewide initiative and national recognition.  She thanked Police Chief Holder for his support.  Cm. Hudson commented that he was amazed by the amount of prescription drugs which are improperly disposed of and the resulting damage to the Bay.  He recognized the City’s continuing commitment to properly dispose of unused prescription drugs. 

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Roger Zou, Teen Council representative, invited the Council and residents to attend the film presentation of “Race to Nowhere” at the Dougherty Valley Performing Arts Center on March 23, 2012.  This event includes a movie and panel discussion and focuses on the pressures and stresses which teens face in today’s society. 

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(#7.1) Minutes of the February 14, 2012 regular meeting.

Vice Mayor Livingstone’s motion to adopt the February 14, 2012 regular City Council minutes was seconded by Cm. Hudson and passed 4-0.  Cm. Perkins was absent. 

(#7.2 Minutes of the February 28, 2012 special meeting.

Cm. Hudson’s motion to adopt the February 14, 2012 regular City Council minutes was seconded by Vice Mayor Livingstone and passed 4-0.  Cm. Perkins was absent. 

(#7.3 Minutes of the February 28, 2012 regular meeting.

Adoption of the February 28, 2012 meeting minutes were deferred to a future meeting.

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Vice Mayor Livingstone requested that item 8.6. be pulled.  Mayor Clarkson requested that item 8.11 be pulled.

(#8.1) Minute Order No. 2012-004 – Ratifying the Bylaw Amendments to the City Advisory Committees.

(#8.2) Minute Order No. 2012-005 – Accepting the Work by G. Bortolotto & Company, Inc. for the Construction of the Annual Pavement Management Project (CIP 5470) and Parking Lot Pavement Maintenance Project (CIP 5438) as Complete and Authorizing the City Clerk to File a Notice of Completion with the County Recorder's Office.

(#8.3) Minute Order No. 2012-006 – Accepting the Work by Galedrige Construction, Inc. for the Construction of the Annual Pavement Repair Stop Gap Project (CIP 5484) as Complete and Authorizing the City Clerk to File a Notice of Completion with the County Recorder's Office.

(#8.4) Minute Order No. 2012-007 – Accepting the Work by Drill Tech Drilling & Shoring, Inc. for the Construction of the Bollinger Creek Culvert Repair and Relining Project (CIP 5520) as Complete and Authorizing the City Clerk to File a Notice of Completion with the County Recorder's Office.

(#8.5) Resolution No. 2012-018 – Authorizing the Execution of a Cooperation Agreement with the San Ramon Housing Authority.

(#8.7) Resolution No. 2012-020 – Adopting a Policy for Citywide Emergency Management.

(#8.8) Resolution No. 2012-021 – Adopting the City of San Ramon’s 2012 Emergency Operations Plan.

(#8.9A) Resolution No. 2012-022 – Adopting the Policy for Designating and Appointing Standby Officers for Members of the City Council and the City Manager in the Event of an Emergency.

(#8.9B) Resolution No. 2012-023 – Repealing Resolution No. 2008-134 and Designating and Appointing Standby Officers for the Members of the City Council and the City Manager in the Event of an Emergency.

(#8.10) Resolution No. 2012-024 – Approving a Hiring Freeze Guideline Policy.

Vice Mayor Livingstone’s motion to adopt items 8.1 through 8.5 and 8.7 through 8.10 was seconded by Cm. Hudson and passed 4-0.  Cm. Perkins was absent. 

(#8.6) Resolution No. 2012-019 – Approving a Memorandum of Understanding Concerning the Town of Danville’s Access to San Ramon’s Highway Advisory Radio and Emergency Broadcast System Station License.

Emergency Program Manager Ray Riordan provided the report.  The City of San Ramon 1610 am radio station currently transmits from two fixed transmitter locations in the City and is managed by the Police Department.  While the broadcast signal covers the entire City of San Ramon, the reception in a few spots in the lower valley areas get a less than optimal signal.  The signal does cover areas outside city boundaries.  The City of San Ramon entered into the San Ramon Valley Emergency Preparedness Citizen Corps Council Agreement along with Danville, San Ramon Valley Fire Protection District and San Ramon Valley Unified School District.  The agreement promotes the need to plan, train and use communications systems to coordinate emergency responses.  San Ramon allows the School District and Fire District to produce messages that City staff approved for broadcast on the radio station because it is in the best interest of residents and businesses to do so.  As part of the agreement to work together in response to an emergency, the Town of Danville has installed its own fixed transmission sites within the Danville boundaries to help improve the reception in the low areas of San Ramon and help broadcast the signal to the greater San Ramon Valley.  Because the license to operate the station belongs to the City of San Ramon, the FCC requires an agreement between the two cities in order for the system to broadcast on fixed transmitters outside the City of San Ramon.  Allowing Danville to submit messages for broadcast would be a common benefit because events or incidents in Danville also impact City of San Ramon residents and businesses.

Vice Mayor Livingstone’s motion to adopt Resolution No. 2012-019 was seconded by Cm. Hudson and passed 4-0.  Cm. Perkins was absent. 

(#8.11) Resolution No. 2012-025 – Approving a Public Information Officer Class Specification under the Senior Administrative Analyst Classification.

Employee Services Division Manager Toni Renault provided the report.  The Policy Committee recommended that the salary range for the position be downgraded from a Program Manager to that of a Senior Administrative Analyst.  The salary range for a Senior Administrative Analyst is in line with positions surveyed at other public agencies.  The working title for the Senior Administrative Analyst position will be Public Information Officer (PIO). Staff recommends that once the position of PIO is approved that consideration of filling the position be subject to the City’s hiring freeze policy.

Mayor Clarkson suggested that this item, due to its importance, be tabled in order to allow discussion by the entire Council.  However, members of the Council will also be absent at each of the next two Council meetings.  Cm. Hudson stated that he agrees with the Senior Administrative Analyst salary range recommendation as appropriate for this position.  Vice Mayor Livingstone agreed with Cm. Hudson and stated that the real issue is the City’s hiring freeze.  He supports hiring staff for public safety and health issues.   

Mayor Clarkson expressed strong support for this position.  He believes that one of the City’s challenges is a failure to communicate with and engage citizens.  He stated that this position is needed to focus the City’s message and provide it to a variety of stakeholders.  Assigning this task to current staff takes them away from their current job responsibilities and is not sustainable.  He noted that it is used very effectively in the School District.  He stated that if the City fails to communicate adequately, frequently, and in a compelling way, the Council will run afoul of its citizens.  He believes that the position should be made a priority so that the City is constantly sharing and communicating with its citizens.  Cm. O’Loane noted that this position is important to get the City’s message out and assist in getting the public’s message in.  The activities performed by the PIO over time will drive the process.  He believes that a very good person can be hired at a reasonable price.  He commented on the hiring freeze versus the reality of position control.  Cm. Hudson stated that he believes the position is needed and can be filled at the recommended salary range.  He expressed concern about the number of vacant City positions.  Mayor Clarkson acquiesced to the views expressed by the other Councilmembers.

Cm. Hudson’s motion to adopt Resolution No. 2012-025 was seconded by Vice Mayor Livingstone and passed 4-0.  Cm. Perkins was absent. 

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(#10.1) Annual Report of Transportation Demand Management Advisory Committee.

Darlene Amaral, Transportation Analyst, thanked the members of the Transportation Demand Management (TDM) Advisory Committee for their dedication.  She introduced Marci McGuire, Chair of the TDM Advisory Committee, who provided the report.  Ms. McGuire reviewed the purpose of the Committee and the programs which it promotes.   The 511 Contra Costa Incentive Programs include: the Employer Program; Vanpool Incentive Program; Guaranteed Ride Home and 511 Contra Costa Pledge.  Other TDM program highlights include the 2011 Bike to Work Day, Spare the Air Campaigns, Transportation Commuter Fairs and Community Events.  Projects for 2012 include: updating the TDM by-laws; coordinating more Commuter Transportation Fairs and Community Events; promoting the 511 Contra Costa bike lockers and racks; and participating in the Tri-Valley and Contra Costa Resource team on Air Quality.  Ms. McGuire reported that Bishop Ranch Transportation has launched three new programs including: preferential carpool parking; preferential hybrid/electric parking; and free pre-tax benefits support program for Bishop Ranch employers.

Vice Mayor Livingstone asked if the TDM has discussed the Norris Canyon HOV lane.  Ms. McGuire replied that they have not discussed the project.  Cm. O’Loane asked if Chevron has its own program.  Ms. McGuire stated that Chevron belongs to the Bishop Ranch Transportation Association but she is charged with their buildings and provides monthly events and their benefits fair.  She noted that  Chevron is a strong supporter of the bus pass program.  Cm. Hudson noted that the City is required to implement the TDM program as a condition of receiving $1 million in Measure J return to source funding.  Mayor Clarkson asked how many charging stations will be added to Bishop Ranch 6.  Ms. McGuire stated that, at this time, one charging station (level 2 or 3) will be installed and will be paid for by Sunset Development.  She is not sure if additional charging stations will be added. 

(#10.2) Public Hearing:  Introduction of Ordinance No. (next in line) – Adopting Updates to the Emergency Management Ordinance.

The staff report was presented by Ray Riordan, Emergency Program Manager.  The City of San Ramon Emergency Organization Ordinance was crafted and adopted in 1983.  Since then there have been many advancements in emergency management, including the use of the Incident Command System as a standard response tool, the creation of the Standardized Emergency Management System in the State of California, and initiation of the National Incident Management System.  The impact of disasters such as 9/11 and Hurricane Katrina identified additional modifications in how emergency management response protocol, planning, and training takes place.  The proposed Emergency Management Ordinance addresses the needed updates. 

Cm. Hudson’s motion to introduce the Ordinance (next in line) adopting updates to the Emergency Management Ordinance; Waive Reading and Read by Title Only was seconded by Vice Mayor Livingstone and passed 4-0.  Cm. Perkins was absent.

Mayor Clarkson opened the public hearing.  There were no requests to address this item.  Mayor Clarkson closed the public hearing.  There were no comments from the Council. 

Cm. Hudson’s continue the Ordinance to March 27, 2012 was seconded by Vice Mayor Livingstone and passed 4-0.  Cm. Perkins was absent.

(#10.3) Minute Order No. 2012-008 – Accepting the Work by Rhythm Engineering for Design and Construction of the Crow Canyon Road Corridor and Bollinger Canyon Road Corridor Traffic Signal System Upgrade Project (CIP 5457) as Complete and Authorizing the City Clerk to File a Notice of Completion with the County Recorder's Office.

Senior Traffic Engineer Mike Talley presented an overview of the project.  The project began as a Capital Improvement Project to replace obsolete traffic management system.  The City received $785,000 ($475,000 for Bollinger Canyon Road and $310,000 for Crow Canyon Road) in Traffic Light Synchronization Program (TLSP) funding from the California Transportation Commission in 2008.  Local match grants were received in the amount of $389,000.  Mr. Talley provided an explanation for selecting the adaptive versus interconnected control system, the project scope of work, goals and expectations, project delivery and challenges, project achievements, and the steps which the City will take following acceptance of the project.  Project achievements include decreases in the amount of travel time, travel stops, delays, fuel consumption, and emissions. 

Cm. O’Loane complimented staff on the project.  He asked for an explanation of the term ‘to sync’ with Caltrans.  Ms. Talley stated that the Caltrans traffic lights operate in free mode and are based on demand and are not synchronized.  The City was able to connect with the Caltrans system and coordinate its lights with the City system.  He acknowledged that there were occasional problems with heavy fog which prevented the video detection system from accurately evaluating traffic.  In these instances, the system utilizes historic traffic data.  Cm. O’Loane asked about the problems at El Capitan.  Mr. Talley noted that the system was not initially set for residential traffic and that the trees created video detection problems.  The system has been refined to be more user friendly and if not perfect is at least more tolerable for residents. 

Cm. Hudson noted that the stated 44% reduction in emissions may be understated.  Mr. Talley replied that the City realized better results than anticipated.  Vice Mayor Livingstone asked how the Caltrans system worked and what it used to avoid traffic back-ups onto the freeway.  Mr. Talley responded that Caltrans has inductive loops in the pavement which detect large metal mass.  This information is communicated to a controller which changes the traffic lights.  The City has a Memorandum of Understanding with Caltrans that Caltrans freeway operations will supersede City traffic operations.  Cm. O’Loane asked if the project will be extended east on Bollinger to deal with traffic issues.  Mr. Talley stated that  the adaptive system is very expensive and is well suited for areas of high volume traffic.  He is not sure how feasible it would be in more remote areas.  Staff is evaluating the application to other traffic situations.

Cm. Hudson’s motion to adopt Minute Order No. 2012-008 was seconded by Vice Mayor Livingstone and passed 4-0.  Cm. Perkins was absent. 

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(#14.1) Pursuant to Government Code §54957 to meet with the City Council’s Labor Negotiators: Marc Fontes, Eva Phelps, Toni Renault, and Greg Rogers concerning Negotiations with SEIU Local 1021.

(#14.2) Pursuant to Government Code §54956.8 to meet with the City Council’s Real Property Negotiators Karen McNamara and Greg Rogers Regarding a Portion of APN: 222-270-021 and APN: 222-270-029.

At 8:37 p.m., the Council convened to Closed Session for items 14.1 and 14.2.  At 9:37 p.m., Mayor Clarkson reconvened the meeting.  All Councilmembers were present except Cm. Perkins.  Mayor Clarkson reported that the City Council took no action on the Closed Session items.

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At 9:38 p.m., there being no further business, Mayor Clarkson adjourned the meeting.

Bill Clarkson, Mayor
Patricia Edwards, City Clerk

Approved as presented at the March 27, 2012 City Council meeting 3-0-1-1; O'Loane absent; Perkins abstained.

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