MINUTES OF THE
CITY OF SAN RAMON COUNCIL MEETING
January 14, 2014
A regular meeting of the City Council of the City of San Ramon was held January 14, 2014 at 6:30 p.m. in the City Council Chamber at City Hall, 2222 Camino Ramon, Mayor Clarkson presiding.
PRESENT: Councilmembers Hudson, O’Loane, Perkins, Sachs, and Mayor Clarkson.
STAFF PRESENT: City Manager Greg Rogers, Interim City Attorney Bob Saxe, Interim Police Chief Joe Gorton, Administrative Services Director Eva Phelps, Finance Division Manager Candace Daniels, Planning and Community Services Director Phil Wong, Division Manager Debbie Chamberlain, Senior Planner Lauren Barr, Associate Planner Cindy Yee, and Interim City Clerk Renee Beck.
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(#1.1) Pursuant to Government Code §54957.6 to meet with the City Council’s Labor Negotiators: Steve Harman, Karen McNamara, Eva Phelps, and Bob Saxe concerning Negotiations with the San Ramon Police Officers Association.
(#1.2) Pursuant to Government Code §54957.6 to meet with the City Council’s Labor Negotiators: Maria Fierner, Steve Harman, Bob Saxe, and Eva Phelps Concerning Negotiations with SEIU Local 1021.
At 6:31 p.m., the Council convened to Closed Session Pursuant to: (1) Government
Code §54957.6 to meet with the City Council’s Labor Negotiators: Steve Harman, Karen McNamara, Eva Phelps, and Bob Saxe concerning Negotiations with the San Ramon Police Officers Association; and (2) Government Code §54957.6 to meet with the City Council’s Labor Negotiators: Maria Fierner, Steve Harman, Bob Saxe, and Eva Phelps Concerning Negotiations with SEIU Local 1021. All Councilmembers were present.
At 7:08 p.m., Mayor Clarkson reconvened the Council meeting with all Councilmembers in attendance. Mayor Clarkson reported that the Council gave direction to staff regarding Closed Session items 1.1 and 1.2.
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PLEDGE OF ALLEGIANCE
Councilmember Sachs led the Pledge of Allegiance.
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The Interim 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.
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(#4.1) Minute Order No. 2014-001– Authorizing the Expenditure for the Purchase of Five Trucks from Downtown Ford Sales in the Amount of $95,607 and Approving the Surplus at Auction of Five Trucks that Have Exceeded Their Useful Life.
(#4.2) Resolution No. 2014-001 – Authorizing the Mayor to Execute an Agreement with American Asphalt Repair and Resurfacing Company Inc. for the Construction of the Central Park Meadow Fountain Repair and Renovation Project, Phase I (CIP 5562), in an Amount Not to Exceed $326,495.
(#4.3) Resolution No. 2014-002 – Accepting PA 0041 (Hummingbird Playground, Parcel A of Subdivision 9246) Dedications and Improvements for Maintenance (Shapell Industries).
Vice Mayor Hudson’s motion to adopt items 4.1 through 4.3 was seconded by Cm. O’Loane and passed 5-0-0-0.
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(#5.1) Recognition of San Ramon Police Department 2013 Officer of the Year Jim Mahoney. Presentation by Interim Police Chief Joe Gorton.
Interim Chief Gorton stated that Officer Mahoney is a model of efficiency. He conducts self-initiated patrol activity and writes more reports than any other officer. Officer Mahoney, along with other officers, foiled an attempted kidnapping in San Ramon that resulted in the filing of numerous felony charges against the suspect. Officer Mahoney is also a firearms instructor and a field training officer.
(#5.2) Recognition of San Ramon Police Department 2013 Employee of the Year Manny Del Rio. Presentation by Interim Police Chief Joe Gorton.
Interim Chief Gorton introduced Records Technician Manny Del Rio and stated that Manny provides exceptional customer service at the Police Department’s front counter and on the phone. Manny also has a positive attitude and has assisted the Department with Spanish translation services on several occasions for various cases. He is always well prepared and is a team player. Manny thanked everyone for the opportunity they provided him to be a part of the Department.
(#5.3) Recognition of San Ramon Police Department 2013 Supervisor of the Year Cary Goldberg. Presentation by Interim Police Chief Joe Gorton.
Interim Chief Gorton introduced Sgt. Goldberg and stated that he is the investigations supervisor. Sgt. Goldberg has a high closure rate on his cases. Sgt. Goldberg was the lead investigator in a Robbery/Homicide case. After a two year investigation, 3 suspects were arrested and gave full confessions. Sgt. Goldberg performs all his duties in a professional and confident manner. Sgt. Goldberg is also a fire arms instructor.
(#5.4) Recognition of San Ramon Police Department 2013 Volunteer of the Year Martin Bradley. Presentation by Interim Police Chief Joe Gorton.
Interim Chief Gorton stated that Mr. Bradley is a 2009 graduate of the Police Citizens’ Academy. At that time he began to volunteer at Special Events and moved into Crime Prevention. When he retired, he wanted to do more and began working two days a week at the front counter answering phones and helping customers. He has since been trained to handle fingerprinting and volunteers on holidays. Mr. Bradley thanked the Police Department for this honor and wished Interim Chief Gorton well.
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Mayor Clarkson requested a break at 8:41 p.m. The Council reconvened at 8:57 p.m. with all Councilmembers in attendance.
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DEFERRED CONSENT ITEMS
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CITY COUNCIL APPOINTMENTS
(8.1) Announcement of Economic Development Advisory Committee Appointments.
The Interim City Clerk announced the appointments of Gary Alpert, Don Birnbaum, and Walt Trembley as At-Large Representatives, Michael Smart as the Business Representative, and Joe Nelson as the Chamber Representative to the Economic Development Advisory Committee for terms to expire January 2016.
(8.2) Announcement of Planning Commission Appointment.
The Interim City Clerk announced the appointment of Rick Marks to the Planning Commission to a term through June 2014.
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APPROVAL OF MINUTES
(#9.1) Minutes of the December 10, 2013 regular meeting.
Cm. Perkins’ motion to approve the December 10, 2013 regular City Council minutes was seconded by Cm. Sachs and passed 4-0-0-1 (Perkins abstain).
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(#11.1) Annual Audit Report for the City of San Ramon for the Fiscal Year Ended June 30, 2013.
Division Manager Candace Daniels provided the report. She stated the audit is complete and the Comprehensive Annual Financial Report has been prepared. The audit meets all the audit standards set in the United States and all government auditing standards. The auditor’s opinion states that the financial reports fairly represent the financial position of the City of San Ramon as of June 30, 2103. She further stated that revenues were $1.6 Million higher than expected due to better sales tax, transient occupancy taxes, charges for services, investment income, and miscellaneous revenues. Expenditures were $1.4 million less than anticipated leaving the general fund ending balance at $11.8 million, $3 million better than original estimates. The General Reserve balance is $34.4 million which is held in various funds. Ms. Daniels turned the report over to Mr. James Babcock of Burr, Pilger, Mayer. Mr. Babcock stated that the audit opinion is clean. He reviewed the audit process for the Council. The purpose is to make sure everything is materially correct. The audit reviews large items and does some testing of internal controls on cash receipts, cash disbursements, payroll, and journal entries. No problems were found in those areas. The key footnotes include retirement benefits and healthcare. There will be new accounting standards on those items which will change the City’s financial statements in the future.
Mayor Clarkson asked Mr. Babcock if his firm was given full access and cooperation by City staff. Mr. Babcock replied that they were very helpful and timely. Cm. Perkins stated the importance of testing in the areas of cash receipts and cash disbursements due to their potential for fraud. He asked what tests are done in these areas. Mr. Babcock stated that in each case specific receipts or payments are reviewed for adequate supporting documentation. With journal entries, several from each month are checked. Payroll is reviewed for accurate employee records, hours, rate, and pay to make sure they are accurate. Cm. O’Loane asked if materiality is based on size of the entity. Mr. Babcock responded that materiality is set at the fund level to test adequately. Cm. O’Loane asked if the accounting firm makes recommendations on accounting software as part of the audit. Mr. Babcock stated the audit is based on the software system that is in place. Cm. O’Loane asked about the difference in long term and other liabilities from the previous year. Ms. Daniels stated that the difference is due to housing funds being reclassified from the Successor Agency to the City. Cm. O’Loane asked about the difference in property tax from 2012 to 2013. Ms. Daniels stated that the Redevelopment property tax was still showing in 2012 and in 2013 it does not appear.
Cm. Perkins’ motion to receive the report was seconded by Cm. O’Loane and passed 5-0-0-0.
(#11.2) Formation of the Community Facilities Districts, No. 2014-1 (Public Facilities and Services).
Administrative Services Director Eva Phelps stated the formation of a Community Facilities District has been reviewed by the Finance Committee. The Finance Committee directed staff to present the information to the City Council. Ms. Phelps introduced Jennifer White of Francisco and Associates to give a presentation on how and why a Community Facilities District (CFD) is formed. Ms. White stated that the General Plan 2030 indicates that there are approximately 2,563 residential units and 3,000,000 square feet of commercial/industrial space left to be built in San Ramon. Project specific financial analysis shows that new developments will not provide sufficient general fund revenues to pay for the expenses of serving those areas. A CFD is formed under Government Code (Mello-Roos Act of 1982) and is an annual special tax applied to supplement ongoing operation and maintenance of improvements such as parks, police, street lighting, and flood control. These funds can also be used for construction or acquisition of improvements with a useful life of five or more years. This special tax is collected as a line item on property tax bills. The City currently has similar funding mechanisms such as Geologic Hazard Abatement District and Landscape and Lighting Districts. The current mechanisms do not allow for funding of police services or park maintenance. Formation of a CFD allows flexibility for the City to gain supplemental revenue from new developments that negatively impact the general fund. The formation of a CFD also allows for the streamlining of the approval and annexation processes for CFD’s.
Cm.Sachs asked what a ‘streamlined’ CFD means in terms of annexation. Ms. White stated that currently a request for annexation takes three City Council meetings for approval. The proposed CFD’s annexation boundary would include the entire City. Since all new development would be within those boundaries, developers can request annexation and get Council approval at one Council meeting. This eliminates wait time for the developers.
Ms. White indicated the current formation process of the CFD will take three Council meetings. The resolutions would be to approve the intent to form the CFD, approve the bonded indebtedness, and approve the boundary map for recording at the County.
Cm. Sachs asked if the actual bonded indebtedness would occur at a separate meeting. Ms. White stated that it would be done at a separate meeting. Cm. Perkins clarified that the current resolution does not create indebtedness but sets up the limits of potential indebtedness and categories for bonding. The City is not incurring any debt. Ms. White indicated that is correct.
Ms. White explained the process for this CFD would be to record the boundary diagram, distribute election material and a Notice of Public Hearing to the owner of Acre Development. The Public Hearing and Mail in Ballot election would be held on February 25, 2014 along with the first reading of the ordinance approving a special tax. Council would approve the ordinance at the second reading on March 11, 2014 as a consent item. The tax would be levied in July 2014 if the building permits are issued by June 30, 2014. She added that as the Planning Commission approves developments, the property owners can ask to participate in the CFD and the Council can approve that action in one meeting.
Mayor Clarkson asked if new areas of Dougherty Valley are automatically annexed into the CFD boundary or whether that would require a separate action. Ms. White indicated that they would automatically be incorporated into the CFD boundaries.
Ms. White stated that the CFD revenue stream for the Acre project is estimated to be approximately $2 million at build out. This number was arrived at by estimating the parks maintenance and police services cost which is about $800 per unit.
Cm. O’Loane questioned the idea that the cost estimates are conservative. City Manager Rogers indicated that it is the revenue estimate that is conservative. Cm. Sachs asked if this tax applies to affordable housing units. Ms. White said it applies to all units.
Ms. White continued stating the special tax amount can be adjusted at each annexation and can include an inflation factor. The property owners of the CFD have the opportunity to vote on that rate.
If the CFD is approved, tax could begin to be collected on the 2014/15 tax rolls. Revenue collected is held in a separate fund to be used only for services specified in the CFD formation. Revenues and expenses would be presented to Council each year for review.
Mayor Clarkson asked if the tax can be prorated. Ms. White stated it can be prorated if funds are needed to provide services even if it is on undeveloped land. Cm. Sachs asked if the Faria Project would be subject to a CFD. Ms. White stated it would be and would be stipulated in the project’s conditions of approval if needed. Cm. Sachs asked about the use of CFD funds for the purchase of Open Space or other land. Ms. White stated it is one of the approved uses. Vice Mayor Hudson asked if the CFD replaced the Landscape and Lighting District and his concern regarding the possibility of being in multiple special tax districts. Ms. White stated that the CFD does not replace Landscape and Lighting Districts but sets up a mechanism to collect for specific items covered in the CFD. Ms. White stated that the CFD only applies to new units. Vice Mayor Hudson asked how the CFD pays for Open Space. She stated that a specific amount is set aside in the CFD for facilities. Ms. White stated that the amount allocated for that type of expenditure (capital improvement) is specified in the CFD and held in an account separate from the maintenance and services portion. Mayor Clarkson clarified that the special tax must go to the services specified in the CFD.
Cm. Sachs asked about agencies who have taken out bonds where the debt is not collectible. Ms. White indicated that since the obligation is on the tax roll, it gets paid before any other liens on the property. Cm. Perkins stated that when a project is started it is determined that the collections are sufficient to pay debt service for life of the debt. Ms. White concurred.
Mayor Clarkson indicated that the CFD model arose from the need to cover expenses of newly developed areas in the City. This would make all new development revenue neutral. City Manager Rogers agreed saying that current residents would not be paying for new development. He added that this is the most efficient and flexible way of achieving that goal and also accommodating possible changes in the future.
Vice Mayor Hudson asked if the CFD amount can be adjusted downward if the general fund is positively impacted by other revenue. Cm. Perkins asked if the CFD can be used to underground utilities. Ms. White stated that is not a listed service under the CFD. Cm. Sachs asked for City Manager clarification on how this would affect City Center housing and commercial space. Mr. Rogers stated that sales tax revenue would be included in the financial analysis and may show that no additional funds are needed. He added that the City Center is operating under different guidelines and is already an approved project.
(#11.2A) Resolution No. 2014-003 - Approving Local Goals & Policies for Communities Facilities Districts.
Cm. Perkins motion to approve Resolution No. 2104-003 was seconded by Cm. Sachs and passed 5-0-0-0.
(#11.2B) Resolution 2014-004 - Approving a Resolution of Intention to Establish Community Facilities District.
Cm. Perkins motion to approve Resolution No. 2104-004 was seconded by Cm. Sachs and passed 5-0-0-0.
(#11.2C) Resolution No. 2014-005 - Approving a Resolution to Incur Bonded and Other Indebtedness.
Cm. Perkins motion to approve Resolution No. 2104-005 was seconded by Cm. Sachs and passed 5-0-0-0.
(#11.3) Public Hearing: Introduction of Ordinance (next in line) – Adopting San Ramon Zoning Ordinance Text Amendment (TA 13-410-003) to amend certain sections of the San Ramon Zoning Ordinance to adopt locally the Statewide Density Bonus provisions contained in Section 65915 of the California Government Code.
Resolution No. 006 – Adopting an Addendum to the 2012 Zoning Ordinance Text Amendment Initial Study/Negative Declaration (12-250-001) for TA 13-410-003 and TA 13-410-004.
(#11.4) Public Hearing: Introduction of Ordinance (next in line) – Adopting San Ramon Zoning Ordinance Text Amendment (TA 13-410-004) to eliminate the Redevelopment Overlay District, (including the related revisions to the Zoning Map); add Administrative Office (OA) uses in the City Center Mixed Use (CCMU) District, clarify the Tree Preservation and Protection standards, clarify certain Wireless Facility standards and other minor Zoning Ordinance revisions and clarifications within Title D, Zoning Ordinance of the Municipal Code of the City of San Ramon.
Resolution No. 2014-007 – Adopting an Addendum to the 2012 Zoning Ordinance Text Amendment Initial Study/Negative Declaration (12-250-001) for TA 13-410-003 and TA 13-410-004.
The Clerk stated that items 11.3 and 11.4 would be heard together. Associate Planner Cindy presented the first zoning ordinance text amendment concerning the Density Bonus allowed by Government Code Section 65915. She provided a brief history of the Density Bonus Law which was modified in 2005 to establish new thresholds and incentives for residential developments. The law applies to all jurisdictions and cities are obligated to grant density bonuses when a project meets minimum requirements. Adoption of a location ordinance will also streamline the Housing Element review process at the State. The proposed text amendment adopts the code section by reference. The ordinance would apply to developments of five or more units where particular percentages are met for low income and senior housing. If affordable units are dedicated, State laws requires up to a 35% density bonus and allows developers to request up to three incentives that would result in cost reductions of the development. The law also requires that cities grant the concessions unless the City can make a written finding to deny the incentive. An example of a written finding would be a requested incentive that is in violation of Health and Safety Standards. If this ordinance is not adopted, the City must still comply with the State Density Bonus requirements and will lose its ability to streamline the Housing Element process. The Housing Advisory Committee and the Planning Commission have reviewed the proposed text amendment and recommend adoption.
Cm. Perkins asked how the City will benefit from the streamlining process. Ms. Yee stated that there will be fiscal savings in the area of staff time and consultant fees. It allows the City to use the current approved Housing Element template and make tracked changes to it.
Cm. Sachs asked what type of written findings have been allowed. He asked if the concession can override the requirements of the General Plan. Ms. Yee answered that the law allows modifications without requesting a zoning variance from the City. Cm. Sachs asked if the bonus density can add more housing to developments where limits have been placed on the number units under the General Plan. Ms. Yee stated it is possible.
Interim City Attorney Bob Saxe stated that trying to use hypothetical examples is hard to do. The law specifically states that Charter Cities are subject to the Bonus Density. State law may override provisions of the General Plan.
Mayor Clarkson asked what the City could do to deny concessions it did not want to approve. Mr. Wong stated that each request is a negotiation. He added that it is currently State law and the determination tonight is whether to streamline the Housing Element process. Ms. Yee added that the developer has to justify to the City why the concession should be made.
Senior Planner Lauren Barr provided the second portion of the presentation. He explained that the first text amendment is to eliminate the Redevelopment Agency (RDA) Overlay Zone. Since the RDA has been eliminated, the land use will default to the land use standards of the zone. The next portion of the text amendment changes the land use designation of City Center Parcel 1B to accommodate the design and construction of the new City Hall building. Other text amendments clarify the Tree Preservation and Protection standards with regard to tree removal, tree replacement ratios, and in-lieu fees tied to the unit cost of tree planting. Also included are changes to Wireless Facilities, definitions of recreational vehicles and trailers, and the Zone Clearance process. The Planning Commission approved the changes and recommends City Council approval. He added that tonight’s Public Hearing was posted in the newspaper on January 2, 2014, and notices were mail to the appropriate property owners. The next step is for the City Council to introduce both ordinances, waive the reading, read by titles only, conduct a combined public hearing for both ordinances, and set January 28, 2014, for adoption. Resolution Nos. 2014-006 and 2014 -007 also need to be approved.
Vice Mayor Hudson made a motion to introduce San Ramon Zoning Ordinance Text Amendment (TA 13-410-003) to amend certain sections of the San Ramon Zoning Ordinance to adopt locally the Statewide Density Bonus provisions contained in Section 65915 of the California Government Code and waive the reading. . Cm. Sachs seconded the motion.
Vice Mayor Hudson made a motion to introduce San Ramon Zoning Ordinance Text Amendment (TA 13-410-004) to eliminate the Redevelopment Overlay District, (including the related revisions to the Zoning Map); add Administrative Office (OA) uses in the City Center Mixed Use (CCMU) District, clarify the Tree Preservation and Protection standards, clarify certain Wireless Facility standards and other minor Zoning Ordinance revisions and clarifications within Title D, Zoning Ordinance of the Municipal Code of the City of San Ramon and waive the reading. Cm. Sachs seconded the motion.
Mayor Clarkson opened the Public Hearing.
Resident Jim Blickenstaff stated that the Bonus Density may sacrifice the quality of life in San Ramon and degradation of local standards including impacts on traffic and schools. He would like to see some wording added to the General Plan to that affect. Cm. Perkins agreed. He asked Mr. Blickenstaff to propose some language that might be used. Mr. Blickenstaff acknowledged that he would.
Resident Jim Gibbon, representing San Ramon for Open Government, asked how the ordinance modifies the Initial Study/Negative Declaration. He asked whether the addition Administrative Office designation on Parcel 1B also includes the City Center, not just the new City Hall. He feels that the Affordable Housing Density Bonus is not justified as the developers prefer to pay the in-lieu fees.
Mr. Barr state that the Administrative Office designation covers the entire plaza district but it does not change the current entitlements.
Mayor Clarkson closed the Public Hearing.
Vice Mayor Hudson made a motion to adopt Resolution No. 2014-006 and set January 28, 2014, for adoption of the associated Ordinance. The motion was seconded by Cm. O’Loane and passed 5-0-0-0.
Cm. Sachs made a motion to adopt Resolution No. 2014-007 and set January 28, 2014, for adoption of the associated Ordinance. The motion was seconded by Cm. Perkins and passed 5-0-0-0.
(#11.5) Resolution 2014-008 – Establishing the Open Space Advisory Committee (OSAC) and Adopting the OSAC Bylaws.
Division Manager Debbie Chamberlain gave the report. She stated the Committee as established in 2003 was to foster public awareness of open space preservation opportunities. General Plan 2020 mandated the establishment of this committee with specific time frames to complete its work. General Plan 2030 required the continuation of the Committee under the name Open Space Task Force. The expanded membership included one resident. The Task Force charge was identifying funding and priority areas for open space acquisition and preservation. A property priority matrix and maps were developed which identified open space properties contiguous to San Ramon. The finalized priority list ranked the properties based on the criteria in the bylaws. This report was presented to the City Council. The Council referred the matter to the Policy Committee. The Policy Committee recommended the development of bylaws that would include one Planning Commissioner, one Parks Commissioner, two San Ramon Residents and one non-governmental organization such as Save Mount Diablo or East Bay Regional Parks. Drafted bylaws were also presented based on Economic Development Advisory Committee bylaws where all members are residents. She added that there are budgetary considerations to the establishment of this Committee.
Mayor Clarkson opened Public Comment.
Resident Jim Gibbon stated that he prefers the membership be comprised of residents as are all City committees. He stated the make-up of the previous Task Force came up with nothing but a matrix. He feels the committee should be independent.
Resident Jim Blickenstaff stated that the Committee should move forward as soon as possible. He suggests the committee be comprised of San Ramon residents like all other City committees. He doesn’t feel that Commission oversight is needed. Cm. O’Loane stated that he objected to residents being characterized as ‘insiders’ once they are appointed to City committees or commissions. Cm. O’Loane felt the rotational nature of the Task Force chair made continuity difficult. He stated that the land use issues involved warrant a Planning Commissioner’s involvement. He does not believe the Task Force failed. Jim Blickenstaff responded that he did not indicate that the Task Force failed. He believes that the Open Space Committee be made up of at-large residents as it is with other committees. He stated there should not be Council or Commission appointees on the committee.
Parks Commissioner Dominque Yancey addressed the issue of the work of the previous Task Force. She stated that the Task Force results came from hundreds of hours of work which is the basis from which the new committee will form. She feels their work was invaluable and stated that while she respects Mr. Gibbon she disagrees with his analysis of the work of the Task Force.
Mayor Clarkson closed Public Comment.
Cm. Sachs stated the Task Force did a good job. He stated that sometimes things don’t move along as quickly as people would like. He believes that the make-up of the committee should be at-large residents. The Parks and Planning Commissions could hold liaison positions to the committee. He feels that broader perspectives can be obtained by a committee of citizens. Cm. Perkins stated that the Policy Committee’s recommendation for Commission members on the Committee is due to the fact that there are many land use issues which need the expertise of a Planning Commissioner. Cm. Hudson asked who would conduct the interviews and what the charge of the committee would be. He feels that the City Council needs to be more educated on new issues with regard to Open Space. Cm. O’Loane stated that the Council will ultimately decide whether to spend money on Open Space. He feels that the Committee needs a specific charge so that they can make recommendations to Council based on property risk. He proposed that the Geologic Hazard Abatement District could be the Open Space holding agency until the property is permanently relinquished. Cm. O’Loane suggested the committee be comprised of residents and non-governmental entity. He agrees with the committee being set up as the Policy Commission proposed. He feels that the Parks Commission may have conflicting issues with Parks with regard to Measure WW money and land use. Mayor Clarkson asked Cm. O’Loane if he would be in favor of four citizens on the committee. He stated he would. Cm. Sachs agreed with the hybrid approach to the committee make-up. Cm. Perkins suggested going to four residents and adding one alternate. Mayor Clarkson asked the City Manager about the timeline for starting this Committee. City Manager Rogers stated that the Council should first decide whether the Committee reports directly to the Council and if they would do the interviewing. He stated that staff funding for this Committee needs to be addressed and that the interview process could take a couple months. He asked for more time to get it set up properly. Mayor Clarkson proposed advertising the openings in April. Cm. O’Loane suggested that the timing should be dependent on the funding for support staff. Vice Mayor Hudson asked if the charge of the committee would be inside or outside Urban Growth Boundary. Cm. O’loane stated the charge would include all land contiguous to the city limits which includes land inside and outside of the city limits. Cm. O’Loane stated that the Committee should have action items with specified time frames.
Division Manager Chamberlain interjected that the Committee could be set up and then charged with developing an annual work plan to be approved by the City Council. Cm. Perkins stated that the creation of a work plan should be added to the bylaws. City Attorney stated that these changes can be made immediately by amending the current resolution.
Cm. Perkins moved approval of Resolution No. 2014-008 and amending the by-laws recommended by the Policy Committee to include four at-large residents, one alternate, and the submission of an annual work plan to the City Council. Cm. O’Loane seconded the motion. He asked about the start date of the Committee and the initial terms of the appointees. City Attorney Saxe stated that the anniversary date would be date of appointment and that staggered appointment terms would be determined at that the time. The resolution was approved with the bylaw amendments 4-1-0-0; (Hudson).
(#11.6) Election of the Vice Mayor for the City of San Ramon.
Interim City Clerk Renee Beck provided the report. She stated that the Vice Mayor can be appointed at the first regular meeting following an election. Vice Mayor Hudson made a motion to nominate Cm. O’Loane as the next Vice Mayor. Cm. Perkins seconded the motion which passed 5-0-0-0.
(#11.7A) Resolution No. 2014-009 – Approving the 2014 City Council Liaison Appointments to the City Committees, City Foundations, City Liaisons, Council Committees, Regional Committees, Other Agencies, and Ex-Officio Assignments.
Interim City Clerk read items 11.7a through 11.7d and stated that there was one speaker card from Joyce Carr requesting her comments be read into the record. She asked for a change to the City representatives to Southwest Area Transportation Committee and Contra Costa Transit Authority to get new ideas on serious and controversial issues.
Mayor Clarkson asked for any necessary changes to the listed assignments. None were requested. Vice Mayor Hudson made a motion to approve Resolution No. 2014-009. The motion was seconded by Cm. Perkins and passed 5-0-0-0.
Cm. O’Loane thanked the Mayor for adding the Councilmembers as liaisons to the City’s Foundations. He stated that it was particularly helpful during the discussion of the library remodel. Cm. Perkins added that he also believes adding the liaisons has been positive and has enjoyed working with the Historic Foundation. Mayor Clarkson added that he changed assignments based on Councilmember availability. He stated that the changes help to diversify the Council’s skill base.
(11.7B) Resolution No. 2014-010 – Approving the 2014 City Council Appointments to the Central Contra Costa Transit Authority.
Cm. Perkins made a motion to approve Resolution No. 2014-010. The motion was seconded by Vice Mayor Hudson and passed 5-0-0-0. Cm. Perkins asked why there was no alternate to this position. Mayor Clarkson stated that the meetings are held during the day and that Vice Mayor Hudson is the only Councilmember available to attend.
(11.7C) Resolution No. 2014-011 – Approving the 2014 City Council Appointments to the Southwest Area Transportation Committee.
Cm. Perkins made a motion to approve Resolution No. 2014-011. Vice Mayor Hudson stated that these meetings are also held during the day. He added that there are also day time subcommittee meetings that must be attended. He questioned whether Cm. Sachs would be able to attend these meetings. Cm. Sachs stated that it is vital to have representation on these committees. He will not know his availability to attend these meetings immediately. He stated his preference was to be on the Tri-Valley Transportation Council due to its flexibility. Mayor Clarkson stated that he wants diversity on the transportation committees. He believed that Cm. Sachs would be fair and conduct due diligence on this committee. Mayor Clarkson asked Vice Mayor Hudson to reflect the thoughts of the City Council as its representative.
Cm. Sachs withdrew his name from nomination. Cm. Perkins withdrew his original motion and made a motion to appoint Vice Mayor Hudson as the primary appointee to the Southwest Area Transportation Committee. Cm. Sachs seconded the motion and it passed 5-0-0-0.
(11.7D) Resolution No. 2014-012 – Approving the 2014 City Council Appointments to the Tri-Valley Transportation Council.
Cm. Sachs asked if he could be substituted for Vice Mayor Hudson for this appointment. Vice Mayor Hudson agreed. Cm. Perkins made a motion to substitute Cm. Sachs for Vice Mayor Hudson as appointee for the Tri-Valley Transportation Council. The motion was seconded by Vice Mayor Hudson and passed 5-0-0-0. Transportation Manager Lisa Bobadilla stated that the meeting schedule for Tri-Valley Transportation Council has been set and she will forward the information to Cm. Perkins and Cm. Sachs.
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CITY MANAGER COMMENTS
(12.1) Update: City Hall Construction Project.
City Manager Greg Rogers stated that Planning and Community Services Director Phil Wong would report on the City Hall construction project progress. Mr. Wong stated staff has been working with the utility companies to determine how to provide services to the building. Currently, the water line issues are being addressed. This may entail switching to recycled water in Central Park and then using the current EBMUD water line at the new City Hall. He stated that they are also working on security and IT issues at the new building. Vice Mayor Hudson asked that the Air Quality District be contacted to see if San Ramon could house air quality equipment at the site.
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CITY COUNCILMEMBERS’ AND MAYOR’S COMMENTS
Cm. Perkins stated that the Arts Committee is working on a new public art features at San Ramon Sports Park and at Athan Downs. He noted that the Athan Downs art feature will be dedicated to Byron Athan. The Historic Foundation’s Annual Crab Feed will be held on Saturday, January 25, 2014. Tickets are still available. Cm. Perkins also reported on the East Bay Regional Communications System Authority. He stated that there are currently 13,000 radios in Alameda and Contra Costa County all working on the same system. Oakland is currently not on the system. They are considering joining which will help to reduce the program costs by approximately 10%. Cm. Perkins asked that the Policy Committee review the Planning and Parks Commission ordinances to possibly revise terms for appointments filled for less than six months. He would like to appoint for the balance of the open term plus the following term.
Vice Mayor Hudson thanked the Mayor requesting he fill in at the Shelley Awards in Walnut Creek. He stated he enjoyed it very much.
Mayor Clarkson asked that at the last meeting of each month, Councilmembers report on their various liaison committees. He stated that the Goal Setting meeting for the City Council has been scheduled for March 10, 2014, from 4 pm to 8 pm at Forest Home Farms. This is a public meeting. He asked that the Policy Committee consider issuing an opinion regarding the proposed Tassajara cemetery. Mayor Clarkson stated he has been appointed to the State Economic Development Advisory Committee by the League of California Cities. He stated the local Economic Development Advisory Committee is working a program called 50 in 52. This is a reference to visiting 50 of the largest businesses in San Ramon in 52 weeks in 2014. Mayor Clarkson stated he will not be attending the Mayor’s Conference in Washington, DC due to the fact that neighboring cities are not attending and Congress will be on holiday at that time. He stated he attended the last Dougherty Valley Oversight Committee and that Windemere did not attend. He stated that Windemere feels they are done but there are still unresolved issues. He thanked Supervisor Mary Piepho for sending Windemere a strongly worded letter requesting that they attend the next meeting to report on their progress. Mayor Clarkson asked for an update on the El Nido house. He asked the Policy Committee to see if they could promote movement on the issue.
Vice Mayor Hudson stated with regard to the cemetery issue, the Tri-Valley Council may want to be advised if San Ramon is going to present a policy statement.
Lastly, Mayor Clarkson would like the Policy Committee to review the policy on parades. He asked that if the groups paid the full City costs and received approval from the affected residents, that various private groups be allowed to have parades.
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At 11:11 p.m., there being no further business, Mayor Clarkson adjourned the meeting in memory of Lorraine Whittington.
Bill Clarkson, Mayor
Renee Beck, Interim City Clerk
Approved as presented at the January 28, 2014 City Council meeting 5-0-0-0.