City Council and Authorities Concurrent

City of Santa Clara Meeting Agenda Council and Authorities Concurrent Meeting Tuesday, September 18, 2018 4:45 PM City Hall Council Chambers 1500 Warburton Avenue Santa Clara, CA 95050 Closed Session - 4:45 PM | Study Session - 5:15 PM | Special Meeting 6:30 PM | Regular Meeting - 7:00 PM 4:45 PM CLOSED SESSION Call to Order in the Council Chambers Confirmation of a Quorum Public Comment The public may provide comments regarding the Closed Session item (s) just prior to the Council beginning the Closed Session. Closed Sessions are not open to the public. 18-1293 Conference with Labor Negotiators (CC) Pursuant to Gov. Code § 54957.6 City representative: Deanna J. Santana, City Manager (or designee) Employee Organization(s): Unit #1 - Santa Clara Firefighters Association, IAFF, Local 1171 Unit #2 - Santa Clara Police Officer’s Association Unit #3 - IBEW Local 1245 (International Brotherhood of Electrical Workers) Unit #4 - City of Santa Clara Professional Engineers Units #5, 7 & 8 - City of Santa Clara Employees Association Unit #6 - AFSCME Local 101 (American Federation of State, County and Municipal Employees) Unit #9 - Miscellaneous Unclassified Management Employees Unit #9A - Unclassified Police Management Employees Unit #9B - Unclassified Fire Management Employees Unit #10 - PSNSEA (Public Safety Non-Sworn Employees Association) City of Santa Clara Page 1 of 9 Printed on 9/14/2018 Council and Authorities Concurrent Meeting Agenda September 18, 2018 Meeting 18-1294 Conference with Legal Counsel-Existing Litigation (CC) Pursuant to Gov. Code § 54956.9(d)(1) Charles v. City of Santa Clara, et al., Santa Clara County Superior Court Case No. 16CV295293 Convene to Closed Session (Council Conference Room) 5:15 PM STUDY SESSION Call to Order in the Council Chambers Confirmation of a Quorum 18-1022 Study Session: Tasman East Specific Plan 6:30 PM SPECIAL MEETING Call to Order Roll Call A. 18-650 Action on a Multimodal Improvement Plan for the City Place Project Recommendation: Alternatives 1 and 2: 1. Adopt the MIP as provided by the California Congestion Management Program statute (California Government Code Section 65089.4) to address the deficiencies at the seven intersections identified in the City Place EIR; and 2. Authorize the City Manager to make minor modifications to the MIP as a result of any VTA comments. 7:00 PM COUNCIL REGULAR MEETING Call to Order Pledge of Allegiance and Statement of Values Roll Call REPORTS OF ACTION TAKEN IN CLOSED SESSION MATTERS CONTINUANCES/EXCEPTIONS City of Santa Clara Page 2 of 9 Printed on 9/14/2018 Council and Authorities Concurrent Meeting Agenda September 18, 2018 Meeting SPECIAL ORDER OF BUSINESS 1.A 18-346 Recognition of Outgoing Commissioner: Former Board of Library Trustees Member Ashish Mangla 1.B 18-837 Informational Report on Alert and Warning Systems in the City of Santa Clara Recommendation: Note and File Informational Report on Alert and Warning Systems in the City of Santa Clara. 1.C 18-1248 Recognition of Non-Profit Community Partners and City Departments Providing Emergency Services to Residents due to the Winchester Boulevard Apartment Fire CONSENT CALENDAR [Items listed on the CONSENT CALENDAR are considered routine and will be adopted by one motion. There will be no separate discussion of the items on the CONSENT CALENDAR unless discussion is requested by a member of the Council, staff, or public. If so requested, that item will be removed from the CONSENT CALENDAR and considered under CONSENT ITEMS PULLED FOR DISCUSSION.] 2.A 18-360 Board, Commissions and Committee Minutes Recommendation: Note and file the Minutes of: Board of Library Trustees - July 2, 2018 Cultural Commission - June 4, 2018 Cultural Commission - July 2, 2018 2.B 18-664 Action on Bills and Claims Report (CC) for the period August 3rd - August 30th Recommendation: Approve the list of Bills and Claims for August 3, 2018 - August 30, 2018. 2.C 18-846 Action on Amended and Restated Agreement with Robert E. Van Heuit for Environmental Consulting Services on the CityPlace Santa Clara Project Recommendation: Approve the Amended and Restated Agreement with Robert E. Van Heuit for Environmental Review Services Related to the CityPlace Santa Clara project in an amount not to exceed $170,000. City of Santa Clara Page 3 of 9 Printed on 9/14/2018 Council and Authorities Concurrent Meeting Agenda September 18, 2018 Meeting 2.D 18-1154 Action on Revised Job Description for Executive Assistant Recommendation: Approve the revised job description for Executive Assistant. 2.E 18-1037 Action on an Amendment No. 2 to Agreement with Avasant, LLC for Management Consulting for IT Services to extend the term of the agreement by 12 months and increase maximum compensation by $99,940 for a revised total maximum compensation amount not to exceed $499,510. Recommendation: Approve Amendment #2 to the Agreement with Avasant, LLC for Outsourcing Advisory Services, in the amount of $99,940, for a total not to exceed amount of $499,510, and extending the term to June 30, 2019 for outsourcing advisory services. 2.F 18-989 Action to approve an agreement with Nationwide Retirement Solutions, Inc. as the City’s Deferred Compensation Plan administration services provider Recommendation: Adopt a Resolution approving the new Deferred Compensation Plan Provider and authorize the City Manager to execute contracts, agreements and replacement Plan documents to terminate Massachusetts Mutual Life Insurance Company as the City’s Deferred Compensation Plan administration services provider and approve Nationwide Retirement Solutions, Inc. to provide such services to the Plan. 2.G 18-1139 Action on Supporting the Regional Housing Needs Allocation Sub-Region Formation Recommendation: Adopt a resolution of intent to support the formation of a housing sub-region of Santa Clara County local and county governments to facilitate and implement countywide housing production consistent with the Regional Housing Needs Allocation (RHNA). 2.H 18-1015 Report on Actions Taken During City Council Recess from July 20, 2018 to August 20, 2018 Recommendation: Note and file the report on actions taken during Council Recess from July 20, 2018 to August 20, 2018. City of Santa Clara Page 4 of 9 Printed on 9/14/2018 Council and Authorities Concurrent Meeting Agenda September 18, 2018 Meeting 2.I 18-1069 Action on a Strategic Partnership Agreement with Battelle Memorial Institute, Pacific Northwest Division, to Study the Effectiveness of Heat Pumps in Existing Homes Recommendation: Approval of a Strategic Partnership Projects Agreement No. 72173 with Battelle Memorial Institute, Pacific Northwest Division in an amount not to exceed $174,284 to provide a study on maximizing the energy efficiency from ductless mini-splits heat pumps in existing homes. 2.J 18-1044 Action on a Resolution Authorizing the Bay Area Water Supply and Conservation Agency to Negotiate on the City’s Behalf with the City and County of San Francisco Regarding Amendments to the 2009 Water Supply Agreement Recommendation: Approve Resolution authorizing the Bay Area Water Supply and Conservation Agency (BAWSCA) to Negotiate on the City’s Behalf with the City and County of San Francisco Regarding Amendments to the 2009 Water Supply Agreement. 2.K 18-1109 Action on a Services Agreement with CLEAResult Consulting, Inc. to Provide a Comprehensive Commercial Energy Efficient HVAC Program Recommendation: Approve the Services Agreement with CLEAResult Consulting, Inc. to provide a Comprehensive Commercial Energy Efficient HVAC Program in an amount not to exceed $344,934. 2.L 18-1113 Action on a Services Agreement with ICF Resources, LLC to Provide an Energy Efficiency Program for Office Buildings Operated by Property Management Firms Recommendation: Approve a Services Agreement with ICF Resources, LLC to provide a Targeted Energy Segment Solution (TESS) Program for office buildings operated by property management firms in an amount not-to-exceed $422,499 over a two (2) year term subject to annual appropriation of funds. City of Santa Clara Page 5 of 9 Printed on 9/14/2018 Council and Authorities Concurrent Meeting Agenda September 18, 2018 Meeting 2.M 18-1173 Action on an Ordinance Including Elected Chief of Police in Salary Setting Commission’s Regular Review of Elected Officials’ Compensation Recommendation: Approve the introduction of an Ordinance adding a new Section 2.80.015 (“Chief of Police - Compensation”), of Chapter 2.80 (“Police Department”) of Title 2 (“Administration and Personnel”) of “The Code of the City of Santa Clara, California” which will include the Elected Chief of Police as part of the Salary Setting Commission’s regular review and setting of City elected officials’ compensation beginning in 2019 . PUBLIC PRESENTATIONS [This item is reserved for persons to address the Council or authorities on any matter not on the agenda that is within the subject matter jurisdiction of the City or Authorities. The law does not permit action on, or extended discussion of, any item not on the agenda except under special circumstances. The governing body, or staff, may briefly respond to statements made or questions posed, and appropriate body may request staff to report back at a subsequent meeting. Although not required, please submit to the City Clerk your name and subject matter on the speaker card available in the Council Chambers.] CONSENT ITEMS PULLED FOR DISCUSSION PUBLIC HEARING/GENERAL BUSINESS 3. 18-1186 Action on the Community Grant Policy and Amendment of the FY 2018/19 Municipal Fee Schedule to Add a No-fee Parade Permit for Santa Clara Non-Profit Organizations Recommendation: Alternatives 1. and 2.: 1. Adopt a resolution to approve the Community Grant Policy and rescind P&P 014 Funding Requests - Championship Teams/Individuals; and 2. Adopt a resolution to amend the 2018-19 Municipal Fee Schedule to add a No-Fee Parade Permit for Santa Clara Non-Profit Organizations for up to five parades annually with a maximum estimated attendance of 1,000 people per parade. City of Santa Clara Page 6 of 9 Printed on 9/14/2018 Council and Authorities Concurrent Meeting Agenda September 18, 2018 Meeting 4. Action on Convention Center Items: A. 18-1297 Presentation by TAP International of the Performance titled “Santa Clara Convention Center and Convention-Visitors Bureau: Restructuring Operations Can Strengthen Accountability, Performance and Revenue” B. 18-995 Action on the Santa Clara Convention Center and Convention-Visitors Bureau 4th Quarter and Fiscal Year Ended June 30, 2018 Financial Status Report Recommendation: Note and file the Santa Clara Convention Center and Convention-Visitors Bureau Financial Status Report for the 4th quarter and fiscal year ended June 30, 2018, as submitted by the Santa Clara Chamber of Commerce & Convention-Visitors Bureau. C. 18-1273 Direction on Management Agreement with Santa Clara Chamber of Commerce & Convention-Visitors Bureau for Santa Clara Convention Center Recommendation: Alternative 1: Direct the City Manager to issue a 180-day notice to terminate the Convention Center Management Agreement, while simultaneously engaging in a competitive bid process for the management and operation of the Santa Clara Convention Center and take necessary actions to stabilize Convention Center operations and to minimize further impact to public resources and assets. City of Santa Clara Page 7 of 9 Printed on 9/14/2018 Council and Authorities Concurrent Meeting Agenda September 18, 2018 Meeting D. 18-1267 Action to Add Two Positions and Funding to Manage and Support the Implementation of the Audit Recommendations as Described in “Santa Clara Convention Center and Convention Visitors’ Bureau (CVB): Restructuring Operations Can Strengthen Accountability, Performance, and Revenue” and Stadium Authority Increased Workload and Approve Related Budget Amendment Recommendation: Alternative 1 and 3: Add 1.0 Assistant to the City Manager and 1.0 Office Specialist III positions in the City Manager’s Office for Contract Management and Oversight of the Santa Clara Convention Center and Tourism Improvement District and Stadium Authority Activities and Approve Related Budget Amendment; and authorize the City Manager to amend existing contracts, as needed, above the City Manager’s contract approval authority in support of Convention and Visitors’ Bureau close-out and other contract management activities not to exceed $100,000 in total additional funding. REPORTS OF MEMBERS AND SPECIAL COMMITTEES CITY MANAGER/EXECUTIVE DIRECTOR REPORT 18-490 Tentative Meeting Agenda Calendar ADJOURNMENT The next scheduled meeting is on Tuesday evening, October 2, 2018 in the City Hall Council Chambers. City of Santa Clara Page 8 of 9 Printed on 9/14/2018 Council and Authorities Concurrent Meeting Agenda September 18, 2018 Meeting MEETING DISCLOSURES The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies. AB23 ANNOUNCEMENT: Members of the Santa Clara Stadium Authority, Sports and Open Space Authority and Housing Authority are entitled to receive $30 for each attended meeting. Note: The City Council and its associated Authorities meet as separate agencies but in a concurrent manner. Actions taken should be considered actions of only the identified policy body. LEGEND: City Council (CC); Stadium Authority (SA); Sports and Open Space Authority (SOSA); Housing Authority (HA); Successor Agency to the City of Santa Clara Redevelopment Agency (SARDA) Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library. If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker." City of Santa Clara Page 9 of 9 Printed on 9/14/2018