MINUTES OF THE
CITY OF SAN RAMON COUNCIL MEETING
November 26, 2013
A regular meeting of the City Council of the City of San Ramon was held November 26, 2013 at 7:00 p.m. in the City Council Chamber at City Hall, 2222 Camino Ramon, Mayor Clarkson presiding.
PRESENT: Councilmembers Hudson, Livingstone, O’Loane, Perkins, and Mayor Clarkson.
STAFF PRESENT: City Manager Greg Rogers, Interim City Attorney Bob Saxe, Interim Police Chief Joe Gorton, Program Manager Teri Mountford, Transportation Division Manager Lisa Bobadilla, Interim Parks and Community Services Director Karen McNamara, Senior Planner Lauren Barr, Planning/Community Development Services Director Phil Wong, and City Clerk Patricia Edwards.
* * * *
PLEDGE OF ALLEGIANCE
Harvey Riggs, Member of the Transportation Advisory Committee, led those present in the pledge of allegiance.
* * * *
The City Clerk stated that there were no changes or additions to the agenda. There were no changes to the City meetings listed on the agenda.
* * * *
(#4.1) Register of Demands as Presented by the City Treasurer (Period ending October 31, 2013).
(#4.2A) Ordinance No. 439 – Repealing and Replacing Chapter I California Building Code of Title C, Division C1 of the City of San Ramon Municipal Code.
(#4.2B) Ordinance No. 440 – Adopting by Reference the California Mechanical Code of 2013 Subject to Certain Modifications.
(#4.2C) Ordinance No. 441 – Adopting by Reference the California Plumbing Code of 2013 Subject to Certain Modifications.
(#4.2D) Ordinance No. 442 – Adopting by Reference the California Electrical Code of 2013 Subject to Certain Modifications.
(#4.2E) Ordinance No. 443 – Repealing Chapter V, Division C1 (Uniform Solar Energy Code) and Adopting by Reference the California Residential Code of 2013 Subject to Certain Modifications.
(#4.2F) Ordinance No. 444 – Repealing Chapter VIII, Division C1 (Uniform Sign Code), and Adopting by Reference the California Green Building Standards Code of 2013 Subject to Certain Modifications.
(#4.3) Resolution No. 2013-104 – Authorizing the Mayor to Execute an Agreement with the Successor Agency to the San Ramon Redevelopment Agency to Ratify, Validate and Reenter the Cooperation Agreement Between the City of San Ramon and the Former San Ramon Redevelopment Agency Entered into on December 8, 1992.
(#4.4) Resolution No. 2013-105 – Designating a Board Member and an Alternative Board Member to the Municipal Pooling Authority of Northern California, and Authorizing the Administrative Services Director to Act on Claims (Government Code Section 935.4).
(#4.5A) Resolution No. 2013-106 – Authorizing the Mayor to Execute an Agreement with Azari Engineering, Inc. for Engineering Design Services for Annual Pavement Management Programs (CIPs 5536, 5543, and 5553) for a Period between November 27, 2013 and December 31, 2016 in an Amount Not to Exceed $500,000.
(#4.5B) Resolution No. 2013-107 – Authorizing the Mayor to Execute an Agreement with CSG Consultants, Inc. for Engineering Design Services for Annual Pavement Management Programs (CIPs 5536, 5543, and 5553) for a Period between November 27, 2013 and December 31, 2016 in an Amount Not to Exceed $250,000.
(#4.5C) Resolution No. 2013-108 – Authorizing the Mayor to Execute an Agreement with Nichols Consulting Engineers, Chtd. for Engineering Design Services for Annual Pavement Management Programs (CIPs 5536, 5543, and 5553) for a Period between November 27, 2013 and December 31, 2016 in an Amount Not to Exceed $250,000.
(#4.6) Resolution No. 2013-109 – Rejecting the Bids Received for the Construction of the Central Park Meadow Fountain Repair and Renovation Project (CIP 5562), and Authorizing Staff to Split the Project into two Phases and Proceed with Phase I of the Renovation Project (CIP 5562).
(#4.7) Resolution No. 2013-110 – Authorizing the Mayor to Execute Amendment
No. 1 to the Agreement with Contract Sweeping Services for Street Sweeping Services in a Total Annual Amount Not To Exceed $221,725 and Authorizing Staff to Enter Into Subsequent Amendments for a Cumulative Five-Year Agreement Total Not to Exceed $1,300,000.
(#4.8) Resolution No. 2013-111 – Authorizing the Mayor to Execute Amendment
No. 1 to the Agreement with Valley Crest for Landscape Maintenance Services in a Total Amount Not To Exceed $950,000 and a Cumulative Two-Year Agreement Total Not to Exceed $1,000,000.
(#4.9) Resolution No. 2013-112 – Authorizing an Increase to the Construction Contingency in the Amount of $41,648, from $19,500 to $61,148, for the Construction of the San Ramon Olympic Pool Gas Chlorine Conversion Project (CIP 5565), for a Total Contract Amount Not to Exceed $256,148; and an Additional Appropriation of $10,000 from the Building Maintenance Reserve Fund to CIP 5565, for a Total Project Budget of $310,000.
Cm. Livingstone’s motion to adopt items 4.1 through 4.9 was seconded by Vice Mayor Hudson and passed 5-0.
* * * *
(#5.1) Recognition of Office Specialist Penny McCreary on Her Retirement from the City of San Ramon. Presentation by Interim City Attorney Bob Saxe.
Interim City Attorney Bob Saxe acknowledged Penny McCreary as a real asset to the City Attorney’s office. He stated that Ms. McCreary had a knack for detail and that the City was losing a valuable employee. Ms. McCreary thanked the Council for the opportunity to work for the City and that the City is a great place. She also thanked Deputy City Attorney Alicia Poon. Mayor Clarkson presented Ms. McCreary with a proclamation recognizing her service to the City. Cm. Perkins thanked Ms. McCreary for her work and being part of the City staff.
* * * *
* * * *
DEFERRED CONSENT ITEMS
* * * *
CITY COUNCIL APPOINTMENTS
* * * *
APPROVAL OF MINUTES
(#9.1) Minutes of the November 12, 2013 regular meeting.
Vice Mayor Hudson’s motion to approve the November 12, 2013 regular City Council minutes was seconded by Cm. Livingstone and passed 5-0.
Referring to Resolution No. 2013-101 (Authorizing Additional Funding to Increase Police Services Staffing by Four New Police Officers and Two Temporary Part-Time Police Services Technicians), Cm. O’Loane noted that an entry level Officer costs about $132,000 per year and a lateral Officer costs approximately $165,000 per year. He asked Interim Police Chief Joe Gorton to explain the calculation for the additional funding of $640,820 needed by the Police Department for Fiscal Year 2014-15. City Manager Greg Rogers responded that the funding also included temporary Police Service Technicians.
* * * *
* * * *
(#11.1) Senior Advisory Committee Annual Report.
Program Manager Teri Mountford introduced Joan Ernst, Chair of the Senior Advisory Committee (SAC), who provided the report. Ms. Ernst reviewed the SAC’s 2012-2013 Goals. These Goals included: recommending and researching the need and financial implications of increasing onsite lunches from four to five days a week; increasing the use of the Alcosta Senior and Community Center by planning an open house which would showcase the center, its programs and activities to area senior citizens; developing a list of community service organizations and contacting the organizations to determine if they would provide services to San Ramon seniors; identifying City Committees and Commissions that the SAC could assign liaisons to ensure senior citizen needs and concerns are communicated, understood and supported by these committees; and developing recommendations for possible alternative funding sources in the event of budget reductions to senior programs which may include nonprofits, restructuring fees and/or grant writing. Accomplishments included: a 7% increase in the utilization of the Senior Center; initiating several new programs in response to requests from senior citizens and trends the Committee had researched and were made aware of by staff; and having SAC representatives assist the Senior Foundation at their Sunday Breakfasts, the Art and Wind Festival food booth, and the Fashion Show and Tea. The SAC has continued to take an active supporting role of the Senior Foundation. The Volunteer, Nutrition, and Program and Outreach Sub-Committees were also very active. Goals for 2013-2014 include: developing a survey to distribute to current Senior Center users which will provide data to be used by staff and Senior Advisory Committee Members to assess major needs of seniors, satisfaction with current programs and suggested future programs; collaborating with the San Ramon Teen Council to schedule at least two Tech Days to be held at the Senior Center; scheduling an annual joint meeting between the Senior Foundation and the Senior Advisory Committee to discuss ways to mutually support the Senior Center programs; encouraging SAC members to attend at least one county-wide workshop to gather information on senior issues and trends in the region; working with staff on recruiting volunteer Class B drivers; researching local transportation needs of San Ramon Seniors and provide input to the Transportation Advisory Committee; and exploring the need for multi-language classes at the Senior Center. Ms. Ernst noted that senior bus trips in other cities are less expensive and stated the need to research the issue and increase participation. She also reviewed the SAC liaisons to Special Committees. Cm. Perkins questioned why a SAC liaison was not assigned to the Parks and Community Services Commission. Ms. Ernst responded that the SAC members sign up to attend the Parks Commission and City Council meetings. Cm. Perkins commended the SAC for their efforts on behalf of San Ramon’s senior community. Mayor Clarkson stated that the SAC advocates for all seniors in the City. He asked if San Ramon is a family friendly city for seniors and if there are unmet or under met senior needs which the City should address. He asked that the SAC discuss if single story housing is an important issue for seniors. He suggested that, if it is, the SAC discuss this with Housing and Planning Department staff. Ms. Ernst stated that this question will be included in the upcoming senior survey. Vice Mayor Hudson stated that County Connection is working on the “Door through the door’ issue and that he will provide updates to the SAC.
(#11.2) Transportation Advisory Committee Annual Report.
Division Manager Lisa Bobadilla thanked members of the Transportation Advisory Committee (TAC) for their dedication and time to the City. She introduced TAC members Harvey Riggs and Bob DuPont who were in the audience. TAC Chairperson Victoria Harris presented the report. She reviewed the TAC membership and By-Laws. She reviewed the TAC’s work on the Residential Traffic Calming (RTC) Program which included 335 requests. Activities for 2012-13 included: establishing an annual work plan; conducting a public hearing for the addition of a County Connection bus stop on Tahiti Drive; updating the TAC By-Laws; receiving information on the Iron Horse Pedestrian/Bicycle Overcrossing Project; reviewing and commenting on the 2012-13 Capital Improvement Budget; reviewing and commenting on the Draft Pedestrian Enhancement Devices warrant criteria; receiving an update on the Transportation Demand Management Program, the Street Smarts Program, the TRAFFIX Program, and the I-680 Transit Corridor Project, and the California High School parking/construction; and providing input for the Safe Routes to School (SRTS) Annual Report. Items for the 2013-14 work plan include: monitoring implementation of TRAFFIX service to current school sites; reviewing, evaluating and monitoring the annual results of the Radar Speed Display Sign Program; providing feedback on the annual SRTS Program; receiving updates on the Measure J I-680 Carpool Lane Gap Closure/Transit Corridor Improvement Project and the I-680 Direct Access Ramp Environmental Impact Report; providing feedback related to the Capital Improvement Program for 2013-14 and 2014-15; providing input on the Dougherty Valley Transit Shelter Program; receiving update on the Street Smarts “It Happens” campaign at both high schools; providing input on the Iron Horse Pedestrian/Bicycle Overcrossing-Community Outreach; and monitoring and providing feedback on parking issues. Mayor Clarkson thanked the TAC members for their work and service to the City.
Cm. O’Loane’s motion to accept the TAC report was seconded by Cm. Perkins and approved 5-0.
(#11.3) Oral Report: Update on the City’s Social Media/Communications Program.
Interim Parks and Community Services Director Karen McNamara stated that the purpose of the report is to provide an update form the Social Media Team regarding their accomplishments, use of new tools, and next steps. Senior Administrative Analyst Jennifer Pachan reported that Open San Ramon has provided 6 topics in 9 months with 2,850 readers and a 19% participation rate. Ms. Pachan stated that the City’s QR code links to the “Connect with us” page on the City website. An interactive scavenger hunt was conducted at the Athan Downs Park Grand Re-Opening using the QR code. Mayor Clarkson suggested that the QR code be used at City buildings to provide information.
Web Manger Rose Co reviewed the success of the Citizen Request Management (CRM) program was started in January 2005 and expanded to include a mobile app in January 2010. The Program includes 12,884 accounts and has created 42,237 requests. The City’s second social media platform is “eSan Ramon”, started in July 2009. The email and digital platform allows residents to subscribe to topics of interest and receive and access municipal information. There are 105 topics with 43,798 subscribers. Ms. Co stated that “Share This” is included on every page of the City website and content can be shared using the reader’s choice of social media. The “Shop San Ramon First” program is designed to create connections between local businesses and residents. The listings are free and available to licensed businesses physically located in San Ramon. Cm. Livingstone asked how many businesses have signed up. Ms. Co responded that there are 200 current listings and a potential 300 businesses from the old system. The program requires an annual registration in order to keep the information current. Cm. Perkins asked if the renewal is done in conjunction with the business license renewal. Mayor Clarkson asked how businesses can learn about the program and how potential customers can get information. Ms. Co stated that people can subscribe to receive alerts. Mayor Clarkson asked if the City uses other promotional tools such as Groupon. Ms. Co replied that the City may wait until 500 businesses are listed, and then send an eSanRamon blast.
Recreation Coordinator Adam Chow informed the Council that there are 473 twitter followers. The program was launched in September 2012. City content is posted on a regular basis. The City also follows 70 accounts and retweets pertinent information. Staff is working on a Twitter Alerts system to provide immediate notification during an emergency. The City initiated “Instagram@cityof sanramon” in July 2013 to provide a visual representation of the City. There are currently 60 Instagram followers. A Style Guide for Instagram Users was developed and Department Moderators were trained. Mr. Chow responded that the focus is on parks, facilities, events, and programs. Mayor Clarkson asked if there are ways to use Instagram to promote City accomplishments. Mr. Chow stated that they are working to increase the number of Instagram postings.
Ms. McNamara stated that the Social Media Team is exploring the possibility of establishing a City presence on a local social media site. An example would be the “City of San Ramon News Blog” on San Ramon Express. Information and content would be posted by City staff and not anonymously. City staff could respond to other postings with the official City response .3and link to the City website. Consideration needs to be given to the frequency and timeliness of postings. She asked the Council for their input. Cm. Perkins asked San Ram Ramon Express reported Glenn Wholtman if he determines a successful story by the number of views or by the number of comments written. Mr. Wholtman stated he looks for the number of views and people reading the story. Cm. Perkins suggested that staff pursue the idea being careful with the selection of topics. It is another opportunity to get people to read about the City and get more information to the community. Cm. O’Loane stated his support for this idea and recommended that the City develop a plan for who will provide the information and when. He recommended that future surveys include more than yes/no answers in order to evaluate customer response. He commended the Social Media Team on their progress and encouraged the use of QR codes for San Ramon trails. Cm. Perkins requested a summary report on “Open San Ramon” topics in terms of what the City learned from the surveys. He noted that a satisfaction survey should provide a range for input. He stated that he is very pleased with the CRM system and that it is a valuable resource for the City. He thanked the Social Media Team for the report and encouraged them to continue to expand their efforts. The results should be evaluated to determine if specific programs should be continued. Mayor Clarkson supports use of Tweet Alerts for emergency messages. He requested more feedback on surveys. He noted that there are many great stories in San Ramon and social media may be a way to get that information out to the community.
Cm. Perkins’ motion to accept the report was seconded by Vice Mayor Hudson and approved 5-0.
(#11.4) Presentation: Marin Energy Authority - Community Choice Aggregation.
Senior Planner Lauren Barr stated that the City Council adopted the San Ramon Climate Action Plan (CAP) on August 23, 2011. The CAP development was in direct response to Assembly Bill (AB) 32 – the Global Warming Solutions Act of 2006 which requires California to reduce statewide greenhouse gas (GHG) emissions to 1990 levels by the year 2020. Based on the analysis within the CAP, energy use within the City represents about 29% of the City wide GHG generation. The CAP strategies look at energy conservation and the use of alternative energy to reduce GHG generation. Community Choice Aggregation with an emphasis on renewable energy is one strategy to help reduce energy use and GHG generation. Marin Energy Authority has implemented a program under the Marin Clean Energy (MCE) and is looking to expand its program outside of Marin County. Several San Ramon residents support this option. He introduced Dawn Weisz, Executive Officer of MCE.
Ms. Weisz provided an overview of Marin Clean Energy (MCE), its partnership with PG&E, and electricity options. PG&E provides the transmission, repairs, billing and service. MCE is a public, not-for-profit electricity provider that offers an affordable choice for greener, non-polluting energy. MCE adds clean electricity to the energy grid via solar, biogas, or geothermal alternatives. MCE Light Green provides electricity from 50% renewable sources and MCE Deep Green provides electricity from 100% renewable sources. PG&E provides electricity from 19% renewable sources. The residential cost comparisons for MCE versus PG&E were not significantly more expensive. Cm. Perkins asked if MCE provides rate structure tiers similar to PG&E. Ms. Weisz stated that the tier effect shows up on transmission and distribution portion of the bill versus the generation rate. PG&E may change its rate several times a year. MCE changes its rate once a year. Ms. Weisz discussed MCE’s Energy Efficiency Programs. Ms. Weisz discussed the 2012 Electric Power Content Mix for PG&E versus both MCE programs. Cm. O’Loane asked why MCE options include a 40% unspecified power source. Ms. Weisz explained that there is a power content label for ‘unspecified’ in the California system power mix. MCE pays the California Independent System Operator (CISO) not the independent providers so the source of the energy is not identified. Coal and nuclear sources are not utilized. Mayor Clarkson asked if the electric rates would remain the same if 100,000 customers were added to MCE Deep Green. Ms. Weisz stated that the Deep Green product is tied to market prices and additional customers would not create a problem. Mayor Clarkson noted that PG&E encourages energy conservation. Ms. Weisz stated that the PG&E energy efficiency programs are state mandated with revenue collected from utility bills. MCE’s energy efficiency programs are comparable. Vice Mayor Hudson questioned what happens when extra power is needed and if MCE is “demand proof”. Ms. Weisz replied that PG&E provides the transmission and distribution service and MCE customers are treated the same as PG&E’s customers. If MCE offered a demand response program, a customer could chose to participate in a program to turn off selected appliances at certain times. Ms. Weisz stated that CISO views energy supply as a ‘pool’ and there is no differentiating between the power resources. MCE complies with the Resource Adequacy Requirement and has procured 15% extra capacity which is available on the grid to be used on a moment’s notice. Cm. O’Loane asked for information on new consumer’s reactions. Ms. Weisz stated that customers are grateful to have a choice. MCE has a five month enrollment period. A customer can opt out by phone or via the web. There is no requirement for customers to stay with the program for any length of time. There is a one-time $5.00 administration fee to opt out after the five month period. She noted that a typical opt out rate is 20-25%.
(#11.5) Public Hearing: Introduction of Ordinance (next in line) – Amending Title A, Division A7, Chapter I, Section A7-6 of the Municipal Code Relating to Design-Build Public Works Contracts.
Vice Mayor Hudson’s motion to introduce the Ordinance, waive reading and read by title only, and conduct the public hearing was seconded by Cm. Perkins and passed 5-0.
Interim City Attorney Bob Saxe stated that the purpose of the Ordinance is to allow the Council to exercise the authority as a Charter City to negotiate design/build public works contracts with total flexibility without the constraints that apply to a general law city and the Public Contracts Code. The ability to determine how to handle contracts is one of the primary benefits of being a charter city. The proposed amendment to Section A7-6 provides a further exemption by allowing the City to enter into design-build public works contracts on such terms and conditions as the City Council deems appropriate.
Mayor Clarkson opened the public hearing. There were no requests to address this item. Mayor Clarkson closed the public hearing.
Vice Mayor Hudson’s motion to set December 10, 2013 for adoption of the Ordinance was seconded by Cm. Livingstone and passed 5-0.
* * * *
CITY MANAGER COMMENTS
(#12.1) Update: City Hall Construction Project.
Planning/Community Development Services Director Phil Wong provided the Council with an update on the City Hall construction project. Reports are provided to the Council in the “City Manager’s Weekly” report. Sunset has assembled their design team which visited and evaluated other City Halls in the Bay Area. They toured the City’s current facilities and met with City staff to obtain their input regarding the design features which they deemed were important. A meeting with the City’s Emergency Preparedness staff and the San Ramon Valley Fire Protection District evaluated the requirements for an Emergency Operations Center at City Hall. Sunset has filed an encroachment permit and hired a geotechnical firm to begin borings. The City provided Sunset’s team with the City’s civil drawings. The design team also met with all Councilmembers and incoming Councilmember Sachs to receive their input. It is expected that Sunset will provide a report within a month. The report will be reviewed by Department Heads and presented to the Council for review. A presentation will be made to the public. Mr. Wong stated that additional information will be provided as it becomes available. Mayor Clarkson asked if there will be an opportunity for public input. Mr. Wong stated that public workshops will be held. Mayor Clarkson expressed concern regarding the timing for the public’s input. Mr. Wong stated the public will be provided with the City’s objectives and planned services. Mayor Clarkson asked what input the public could provide. Mr. Wong stated that the public could provide input on the character of the building. Cm. O’Loane requested information on the experience of the team members. Mr. Wong noted that in-house Sunset staff will work on City Hall and the City Center.
(#12.2) Consideration of Cancelling the December 24, 2013 Council Meeting.
City Manager Greg Rogers asked the Council to consider cancelling the December 24, 2013 Council meeting. The consensus of the Council was to cancel the December 24, 2013 Council meeting.
* * * *
* * * *
CITY COUNCILMEMBERS’ AND MAYOR’S COMMENTS
Cm. O’Loane thanked the City Manager’s daughter for her service to the country as a West Point cadet.
Mayor Clarkson stated that one of the City’s fathers, Masud Mehran, has died. Mr. Mehran created a world class business park in Bishop Ranch and his passing will be missed by the community.
Vice Mayor Hudson noted that Mr. Mehran was instrumental in developing the entire Tri-Valley including building Sunset West in Livermore.
Cm. Perkins invited residents to attend “Holidays on the Farm” at Forest Home Farms on December 7, and December 14, 2013. Many activities are planned and reindeers will be available on site. As he will not be at the next Council meeting, Cm. Perkins thanked Cm. Livingstone for being a mentor and working with him on the Finance Committee. He thanked Cm. Livingstone for his service to the City.
* * * *
At 9:27 p.m., there being no further business, Mayor Clarkson adjourned the meeting.
Bill Clarkson, Mayor
Patricia Edwards, City Clerk
Approved as presented at the December 10, 2013 City Council meeting 3-0-2-0; O'Loane and Perkins absent.