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June 25, 2013

A regular meeting of the City Council of the City of San Ramon was held June 25, 2013 at 7:02 p.m. in the City Council Chamber at City Hall, 2222 Camino Ramon, Mayor Clarkson presiding. 
PRESENT:  Councilmembers Livingstone, O’Loane, Perkins, and Mayor Clarkson.
ABSENT:  Councilmember Hudson.
STAFF PRESENT:  City Manager Greg Rogers, Interim City Attorney Bob Saxe, Police Chief Scott Holder, Administrative Services Director Eva Phelps, Public Services Director Karen McNamara, and City Clerk Patricia Edwards.

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Public Services Director Karen McNamara led those present in the pledge of allegiance. 

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The City Clerk stated that there were no changes or additions to the agenda.  The only change to the City meetings listed on the agenda is that the July 2, 2013 Planning Commission meeting has been cancelled. 

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Mark Gaines, resident, stated that he does not support either the Norris Canyon or the Executive Parkway options for the I-680 HOV direct access ramp project.  He is concerned about the project’s impact on the enjoyment of his home, property values, and the obstructed views.  He suggested that a light rail system on I-680 from Pleasanton to Walnut Creek would be used more than a bus off ramp.  He requested that the Council take these comments under advisement and perhaps register their opposition to CalTrans.

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(#7.1) Minutes of the June 11, 2013 special meeting.

Cm. Livingstone’s motion to approve the June 11, 2013 special City Council minutes was seconded by Cm. O’Loane and passed 3-0-1-1.  Vice Mayor Hudson was absent and Cm. Perkins abstained.

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The City Clerk requested that item 8.7 be deferred to the July 23, 2013 Council meeting for staff to finalize specific contract details.  Cm. Perkins requested that item 8.4 be pulled for a staff report.

(#8.1) Register of Demands as Presented by the City Treasurer (Period ending May 31, 2013).

(#8.2) Minute Order No. 2013-022 – Correcting the Transportation Advisory Committee Terms for Robert DuPont and Bijan Pital to January 31, 2015.

(#8.3) Resolution No. 2013-064 – Authorizing the Approval to Donate Funds Held in the San Ramon Helping Hands Emergency Relief Trust Fund to Aid Tornado Victims in Moore, Oklahoma.

(#8.5) Resolution No. 2013-066 – Accepting Certain Creek, Drainage, Access Road, Trail, and Landscape Dedications and Improvements in DA 0006 for Maintenance (Windemere BLC Land Development Company, LLC).

(#8.6) Resolution No. 2013-067 – Authorizing the Mayor to Execute Amendment No. 1 to the Agreement with Interwest Consulting Group for Geographic Information System Web Mapping Technology Support for a Time Extension from June 28, 2013 to June 30, 2014 and in an Additional Amount Not to Exceed $75,000.

(#8.8) Resolution No. 2013-069 – Declaring Void the Memorandum of Understanding Relating to Police Services Employees Between the City Manager and the Police Chief Entered Into on June 26, 2007.

(#8.9) Resolution No. 2013-070 – Suspending Portions of the City Pay for Performance Compensation Plan for Fiscal Year 2013-2014.

(#8.10) Resolution No. 2013-071 – Authorizing the Mayor to Execute an Agreement with Cagwin and Dorward Landscape Contractors to Provide Turf Mowing Services in a Two-Year Total Agreement Amount Not to Exceed $800,000.

(#8.11) Resolution No. 2013-072 – Authorizing the Mayor to Execute Amendment No. 3 to the Agreement with McNevin Cleaning Specialists, Inc. for Carpet Maintenance Services in a Total Annual Amount Not To Exceed $63,295 and to Enter Into Subsequent Amendments for a Cumulative Five-Year Agreement Total Not to Exceed to $320,000.

(#8.12) Resolution No. 2013-073 – Authorizing an Appropriation in the Amount of $15,150 from the Henry Ranch Fund for Illegal Oil Dumping Clean-up Services.

Cm. Perkins’ motion to adopt items 8.1 through 8.3, 8.5, 8.6, and 8.8 through 8.12 was seconded by Cm. Livingstone and passed 4-0-1-0.  Vice Mayor Hudson was absent.

(#8.7) Resolution No. 2013-068 – Authorizing the City Manager to Enter into a Contract Between the City of San Ramon and Biggs Cardosa & Associates Inc. for the Iron Horse Trail Bicycle/Pedestrian Overcrossing Community Engagement/Outreach and Preliminary Design.

Cm. Livingstone’s motion to defer item 8.7 to the July 23, 2013 Council meeting was seconded by Cm. Perkins and passed 4-0-1-0.  Vice Mayor Hudson was absent.

(#8.4) Resolution No. 2013-065 – Adopting the Fiscal Year 2013-2014 Housing Successor Budget and Work Plan.

Administrative Services Director Eva Phelps provided the report.  Resolution No. 2013-063 selected the City as the Housing Successor and formally approved the transfer of all housing assets to the City.  A budget and work plan for the Housing Successor activities can now be prepared.  Due to the State dissolution of all Redevelopment Agencies, all former Redevelopment Agency activities, including housing activities, are held in a Private Purpose Trust Fund.  All expenditure authority is approved through a Recognized Obligation Payment Schedule (ROPS) with the State Department of Finance.  The proposed Housing Successor Budget for Fiscal Year 2013-2014 is $849,684 which is funded from the remaining balance of the 2006 Housing Tax Allocation Bond proceeds. 

The Housing Successor Work Plan for 2013-14 includes: continuing to support the Crime Free Multi-Housing Programs; evaluating and proceeding with the disposition of the two Housing sites (3 parcels); funding one Planning staff for housing programs; and working on the reimbursement of the Supplemental Educational Revenue Augmentation Fund (SERAF) loans through the ROPS process.  Bond proceeds from the low/mod housing were loaned to the Redevelopment Agency for the SERAF payment and will go back into housing activities through the ROPS process in 2015-16.   Staff anticipates that this funding in 2014-15 will partially fund some of the activities.  She noted that the major funding will come from the sale of the housing parcels.

Cm. Perkins asked for additional information on the $368,000 allocated for housing related programs.  Ms. Phelps stated that the funds will be used for: one Planning staff who assumed the low/mod housing programs; other City staff; and overhead functions.  Cm. Perkins asked what work will be accomplished.  City Manager Greg Rogers stated that housing program responsibilities have been reassigned to a planner who will submit the required housing reports to the state and follow through with housing agreements.  Other activities include accounting, legal, and continuing other housing functions.  Cm. Perkins questioned the use of the residual $7,000 grant funds.  Mr. Rogers stated that the City has housing rehabilitation loan program funds to distribute.  Cm. Perkins confirmed that the funds were used to pay for two Crime Prevention police officers and Code Enforcement.  He asked what would happen if the City cannot sell the two properties or if it does not secure the optimum sales price.  Mr. Rogers stated that the program costs would have to be absorbed by the General Fund.  Cm. Perkins estimated that the City will be out of funds by 2017 or 2018 for these programs.  Mr. Rogers noted that the City estimated that it will be out of cash by 2014/15 but due to conservative planning, funds will be available for several years.  If these funds are not available, Cm. Perkins noted that these activities would have to be discontinued or absorbed by the General Fund.  Cm. O’Loane asked for the addresses of the properties.  Ms. Phelps responded that the addresses are 9000 Alcosta, and 2231 Omega Road, and 2239 Omega Road. 

Cm. Perkins’ motion to adopt item 8.4 was seconded by Cm. Livingstone and passed 4-0-1-0.  Vice Mayor Hudson was absent.

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(#10.1) Resolution No. 2013-074 – Requesting and Consenting to Consolidation of Elections and Setting Specifications of the Election Order.

City Clerk Patricia Edwards presented the report.  A resolution is required by the California Elections Code in order to consolidate San Ramon’s Municipal election with the County.  Resolution No. 2013-074 specifies the available seats, poll hours, payment of costs, and details regarding the Candidate Statement.  It also includes instructions for the City Clerk regarding posting, procedures for tie votes, defines what is required for a measure to pass, and the provision of certified copies of the Resolution to the Board of Supervisors and County Elections office.

Cm. Perkins’ motion to adopt Resolution No. 2013-074 was seconded by Cm. Livingstone and passed 4-0-1-0.  Vice Mayor Hudson was absent.

(#10.2) Informational Report:  Crow Canyon Road Median Landscape Renovation - CIP 5351.

Public Services Director Karen McNamara introduced David Gates of David Gates and Associates who provided the report.  The project budget is $480,000 which is funded by the Citywide Landscaping fund.  Mr. Gates noted that the original landscaping and irrigation system was installed in 1985 and has been slowly declining for several years.  The new design is expected to reduce irrigation maintenance, reduce water use, install environmentally friendly and sustainable landscaping, and improve the appearance of the median.  Mr. Gates reviewed the current median conditions.  The scope of work includes demolition of existing landscaping, preparation and conditioning of the soil, irrigation system installation, and planting low water use plants, size appropriate trees, and increasing the use of decorative paving at the median tips and along the curb boarders. 

Mayor Clarkson expressed concern that removing the vegetation and the lower curb profile would create a potential driving hazard because of decreased visibility.  Mr. Gates stated that the six inch curb and one to two inches of cobble should create an adequate visual profile.  Mayor Clarkson requested that Mr. Gates address the visibility issue. 

Mr. Gates reviewed the proposed improvements.  Color will be provided at intersections and the sight line will be maintained.  Current trees will be saved when possible and, if removed, matched when possible.  Root barriers will be used to keep the water on the plants and off the roadway.  He presented a plant and a tree palette.  He reviewed the project timeline.  The Wood Lot will be used as the staging area.  Cm. Perkins noted that the residents are pleased with the Bollinger landscape improvements.  He anticipates a positive reaction for this project.

Cm. Perkins’ motion to receive the report was seconded by Cm. Livingstone and passed 4-0-1-0.  Vice Mayor Hudson was absent.

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Robert Klingner, resident, requested that the Council agendize an item regarding the parking congestion in San Ramon’s commercial centers.  He is concerned about parking at Costco, Whole Foods/Target, and other areas in the City.  Cm. Livingstone requested clarification.  Mr. Klingner stated that residents in northwest San Ramon are prevented from shopping because nearby parking lots are full.  He asked the Council to consider and develop a policy to address the situation.  Cm. Perkins noted that Assemblymember Skinner introduced legislation to decrease the amount of required parking for commercial areas.  Mr. Klingner stated that he has prepared an analysis and has photographic evidence to support the issue.  Cm. O’Loane stated that the Policy Committee will not address Costco parking as that business is located in Danville.  He asked if Mr. Klingner had talked with Whole Foods and Target.  Mr. Klingner stated that Target acknowledged the parking congestion and would like more customer turn over. 

Jim Gibbon, resident, informed the Council that next year staff will initiate a master transportation study.  The objective is how to implement a loop transportation system related to the City Center which may alleviate car traffic throughout San Ramon. 

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Cm. O’Loane wished everyone a happy July 4th.  He invited residents to participate in a hike in the Hidden Valley Open Space on July 6, 2013 starting at Ramona Park.  He announced that the guest of honor is Congressman George Miller.

Mayor Clarkson encouraged residents to sign up for the July 4th Run San Ramon Fun Run.  He invited the public to attend Celebrate America, Celebrate San Ramon on July 4, 2013 at Central Park.  Activities include patriotic music provided by the San Ramon Symphonic Band, a tribute to the City’s 30th Anniversary of Incorporation, recognition of veterans, and the Cheeseballs Band.  Residents interested in becoming a candidate for the mayor or council seats are invited to attend an Orientation Session on July 11, 2013 or July 13, 2013.  Contact the City Clerk’s office for more information.

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(#1.1) Pursuant to Government Code § 54957.6 to meet with the City Council’s Labor Negotiators: Scott Holder, Eva Phelps, and Toni Renault Concerning Negotiations with SEIU Local 1021.

(#1.2) Pursuant to Government Code § 54956.8 to meet with the City Council’s Real Property Negotiators Karen McNamara and Greg Rogers Regarding Negotiations with the San Ramon Valley Unified School District Concerning Terms for Exchange of Real Property to Create a Joint Use School Park in a yet Undeveloped Area of Dougherty Valley.

At 7:48 p.m., the Council convened to Closed Session: (1) Pursuant to Government Code § 54957.6 to meet with the City Council’s Labor Negotiators: Scott Holder, Eva Phelps, and Toni Renault Concerning Negotiations with SEIU Local 1021; and (2) Pursuant to Government Code § 54956.8 to meet with the City Council’s Real Property Negotiators Karen McNamara and Greg Rogers Regarding Negotiations with the San Ramon Valley Unified School District Concerning Terms for Exchange of Real Property to Create a Joint Use School Park in a yet Undeveloped Area of Dougherty Valley.  All Councilmembers except Vice Mayor Hudson were in attendance.

At 8:15 p.m., Mayor Clarkson reconvened the Council meeting.  All Councilmembers except Vice Mayor Hudson were in attendance.  Mayor Clarkson reported that the Council took no action on items 1.1 and 1.2

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At 8:17 p.m., there being no further business, Mayor Clarkson adjourned the meeting.

Bill Clarkson, Mayor
Patricia Edwards, City Clerk

Approved as presented at the July 9, 2013 City Council meeting 3-0-1-1; O'Loane absent; Hudson abstain.

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