City Council

City Hall City of Santa Rosa 100 Santa Rosa Avenue Santa Rosa, CA 95404 CITY COUNCIL REGULAR MEETING AGENDA AND SUMMARY REPORT OCTOBER 29, 2013 Vice Mayor Carlstrom will be participating in the meeting via teleconference from the Sea Breeze Inn, 1100 Lighthouse Avenue, Pacific Grove, California, at a location which is publicly accessible. This agenda shall be posted at this location. 1:00 P.M. (MAYOR'S CONFERENCE ROOM, ROOM 10) 1. CALL TO ORDER AND ROLL CALL 2. ANNOUNCEMENT OF CLOSED SESSION ITEMS Following the announcement of Closed Session items and prior to recess into Closed Session, the public may speak up to three minutes on items to be addressed in Closed Session. 2.1 PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957) Title: City Manager 2.2 PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957) Title: City Attorney 2.3 CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957.6) Agency Designated Representatives: Fran Elm, Human Resources Director, Chris Sliz, Employee Relations Manager, and Carol Stevens of Burke, Williams & Sorensen, LLP. Employee Organizations: Santa Rosa Firefighters Association - Local 1401 (representing City Employee Unit 2); Operating Engineers Local 3, Maintenance and Utility System Operators (Employee Units 3 and 16); Santa Rosa City Employees Association (Employee Units 4, 6, 7); Santa Any writings or documents provided to a majority of the City Council prior to this meeting regarding any item on this agenda, excluding closed session items, are available for public review in the City Clerk’s Office, Room 10, City Hall, 100 Santa Rosa Ave, during normal business hours. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 2 of 11 CITY COUNCIL OCTOBER 29, 2013 Rosa Police Officers Association, (Employee Unit 5); Service Employees International Union Local 1021, (Employee Units 8 and 14); Public Safety Management Association (Employee Unit 9); Santa Rosa City Attorneys’ Association (Employee Unit 17), Santa Rosa Management Association (Employee Unit 18). 2.4 CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957.6) Agency Designated Representatives: Kathleen Millison, City Manager and Jennifer Phillips, Assistant City Manager. Unrepresented Executive Management, Middle Management, and Confidential Employees (Employee Units 10, 11 and 12). RECESS CLOSED SESSION(S) AND RECONVENE TO OPEN SESSION IN THE COUNCIL CHAMBER 2:30 P.M. THE COUNCIL WILL RECESS THE CITY COUNCIL REGULAR MEETING TO CONVENE TO A SPECIAL JOINT MEETING WITH THE SANTA ROSA CITY SCHOOL BOARD (COUNCIL CHAMBER) 3:30 P.M. RECONVENE REGULAR CITY COUNCIL MEETING (COUNCIL CHAMBER) 3. STUDY SESSION Study Session items are items for in-depth discussion and possible direction to staff. No action may be taken. 3.1 ACTUARIAL IMPACT OF PROPOSED CONTRACT CHANGES FOR UNIT 18 - MISCELLANEOUS MID- MANAGEMENT REPRESENTED BY THE SANTA ROSA MANAGEMENT ASSOCIATION AND UNREPRESENTED UNITS 10 - EXECUTIVE MANAGEMENT, 11 - MIDDLE MANAGEMENT AND 12 - CONFIDENTIAL AGENDA SUMMARY: On November 19, 2013, the Council is scheduled to consider the approval of a contract with Unit 18 - Miscellaneous Mid-Management, represented by the Santa Rosa Management Association. Council will also consider approval of a document that describes the wages, hours and working conditions for employees designated in the City’s unrepresented Units 10- Executive Management, City of Santa Rosa Regular Meeting Agenda and Summary Report Page 3 of 11 CITY COUNCIL OCTOBER 29, 2013 11 - Middle Management and 12 - Confidential. The proposed contract changes include an increase in the pension contribution payment by members. An increase in the member contribution to PERS is generally considered a reduction in benefits. To comply with the requirements of Government Code Section 7507, Ms. Mary Beth Redding of Bartel Associates LLC will present the actuarial impact of the proposed contract changes. 4:00 P.M. (CITY COUNCIL CHAMBER) PUBLIC COMMENTS ON AGENDA ITEMS: Except for public hearing items, comments from the public will be allowed on all agenda items at the time each item is called. Comments on public hearing items may be made when the hearing is opened. PUBLIC COMMENT ON NON-AGENDA ITEMS: Comments from the public on non-agenda items will be heard under Agenda Item 15. 4. ANNOUNCEMENT OF ROLL CALL 5. REPORT, IF ANY, ON STUDY AND CLOSED SESSIONS 6. PROCLAMATIONS/PRESENTATIONS 6.1 PROCLAMATION - DIA DE LOS MUERTOS 7. STAFF BRIEFINGS - NONE This time is reserved for City staff to provide a five-minute briefing to the Council on departmental issues of interest. No action will be taken on these matters except to possibly place a particular item on a future agenda for Council consideration. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 4 of 11 CITY COUNCIL OCTOBER 29, 2013 8. APPROVAL OF MINUTES 8.1 October 1, 2013, Regular Meeting Minutes. 8.2 October 8, 2013, Regular Meeting Minutes. 8.3 October 15, 2013, Regular Meeting Minutes. 9. MAYOR'S/COUNCILMEMBERS' REPORTS 9.1 STATEMENTS OF ABSTENTION BY COUNCILMEMBERS 9.2 MAYOR'S/COUNCILMEMBERS’ REPORTS 9.3 REPORTS BY MAYOR/COUNCILMEMBERS REGARDING VARIOUS AGENCY MEETINGS ATTENDED AND POSSIBLE COUNCIL DIRECTION TO ITS REPRESENTATIVES ON PENDING ISSUES BEFORE SUCH BOARDS (IF NEEDED) 9.3.1 Sonoma County Transportation Authority/Regional Climate Protection Authority (SCTA/RCPA) 9.3.2 Sonoma County Water Agency (SCWA) - Water Advisory Committee 9.3.3 Association of Bay Area Governments (ABAG) 9.3.4 Sonoma County Agricultural Preservation and Open Space District Advisory Committee 9.3.5 Sonoma Clean Power Authority (SCPA) 9.3.6 Other 10. CITY MANAGER’S/CITY ATTORNEY’S REPORTS City of Santa Rosa Regular Meeting Agenda and Summary Report Page 5 of 11 CITY COUNCIL OCTOBER 29, 2013 11. CONSENT ITEMS 11.1 MOTION - BID AWARD - UNIFORM & LINEN RENTAL SERVICES RECOMMENDATION: It is recommended by the Finance Department that the Council, by motion, approve bid award and issuance of a three-year term contract with two, one-year renewal options for uniform, linen and mat rental services, to the lowest responsive, responsible bidder, Mission Linen Supply Inc., Benicia, CA, in an amount not to exceed $265,303.68, plus a contingency in the amount of $60,000, subject to approval as to form by the City Attorney. Funds for this expenditure have been allocated in the FY 2013-14 various charge accounts and will be allocated in future fiscal year budgets when approved by the Council. 11.2 MOTION - CONTRACT AWARD - UNLEADED GASOLINE AND DIESEL FUEL RECOMMENDATION: It is recommended by the Finance Department that the Council, by motion, approve a multiple award and issuance of two-year contracts with extension options by the City for up to three years for unleaded gasoline and diesel fuel to the lowest responsive and responsible bidders, Nick Barbieri Trucking, LLC, dba Redwood Coast Fuels, Ukiah, California, in an amount not to exceed $5,000,000, and to Ramos Oil Company, Inc., West Sacramento, California, in an amount not to exceed $350,000, for a combined total of $5,350,000, subject to approval as to form by the City Attorney. Funds for this expenditure have been allocated in various departmental operational budgets for FY 2013-14, and will be budgeted in FY 2014-15 when approved by the Council. 11.3 MOTION - CONTRACT EXTENSION - FINANCIAL AUDIT SERVICES RECOMMENDATION: It is recommended by the Finance Department that the Council, by motion, approve the Second Amendment to Professional Services Agreement Number F000364 with Macias Gini & O’Connell LLP, Sacramento, California for a two-year extension for financial audit services, with no increase in rates, in the amount of $329,410, subject to approval as to form by the City Attorney. With City of Santa Rosa Regular Meeting Agenda and Summary Report Page 6 of 11 CITY COUNCIL OCTOBER 29, 2013 approval of Amendment Number 2 in the amount of $329,410, the cumulative value of the contract will be $658,115. Funds for these services will be included in the operational budgets of the various departments that utilize these services, and will be budgeted in FY 14-15 and FY15-16 when approved by Council. 11.4 RESOLUTION - ACCEPTANCE OF DONATION FROM THE SANTA ROSA TENNIS CLUB FOR TENNIS COURT RESTORATION AT GALVIN PARK RECOMMENDATION: It is recommended by the Department of Recreation and Parks that the Council, by resolution, accept a $17,000 donation from Santa Rosa Tennis Club to help provide funding for the reconstruction of courts 5 and 6 at Galvin Park and appropriate the funds to JL Key 09592 - Tennis Court Resurfacing. 11.5 RESOLUTION - ACCEPTANCE OF DONATION FROM THE SONOMA COUNTY PICKLEBALL CLUB FOR PICKLEBALL COURT RESURFACING AT FINLEY PARK RECOMMENDATION: It is recommended by the Department of Recreation and Parks that Council, by resolution, accept a $12,000 donation from the Sonoma County Pickleball Club to resurface one existing tennis court into four pickleball courts and install a new bench at the Finley Park tennis courts and appropriate the funds to JL Key 09742 - Pickleball Courts. 11.6 RESOLUTION - FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH ROYSTON HANAMOTO ALLEY & ABEY RECOMMENDATION: It is recommended by the Department of Recreation and Parks and the City Manager’s Office that the Council, by resolution, approve the First Amendment to the Professional Services Agreement with Royston Hanamoto Alley & Abey in the amount of $319,706 for professional services related to master planning and preparation of documents for Bayer Neighborhood Park & Gardens for a total contract amount of $1,352,403.60. The additional compensation is fully funded through the grant process and no General Fund monies are being used. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 7 of 11 CITY COUNCIL OCTOBER 29, 2013 12. REPORT ITEMS 12.1 REPORT - ORDINANCE INTRODUCTION - MODEL CODE ADOPTION - AMENDMENTS TO CALIFORNIA FIRE CODE BACKGROUND: Every three years the State of California updates the California Code of Regulations, Title 24 (CCR-T24), through the State code adoption cycle. The State of California adopts and publishes amendments to national model codes and updates codes specific to California during this cycle. Such model codes with State amendments and California specific codes go into effect in every City and County in the State of California 180 days after publication. The new 2013 CCR-T24 were published in July of 2013. The Health and Safety Code allows local jurisdictions to change or modify the State-adopted model codes based on local geologic, climatic, or topographic conditions. The more significant amendments include, but are not limited to, the following: Re-inserts amendments and administrative changes previously established in the Santa Rosa City Code, but that now have revised code section numbers; re-inserts a clarification of the appeals process so that appeals of any orders, decisions or determinations made by the Fire Chief are brought to the City of Santa Rosa Board of Building Regulations Appeals; clarifies the fire sprinkler requirements applicable to additions, remodels, alterations or repairs by incorporating language from the Sonoma County Fire Prevention Officers consensus document and removes a local amendment that previously required increased fire flow and storage capacity of water supplies for firefighting in the areas designated as Wildland Urban Interface. Government Code section 50022.3 identifies the procedure for the adoption process of codes that established the requirement for first reading of the ordinance title and establishment of the public hearing date. RECOMMENDATION: It is recommended by the Fire Department that the Council (1) introduce an Ordinance adopting by reference the 2013 California Fire Code with local amendments; and (2) adopt a resolution setting a public hearing on December 3, 2013, for adoption of the City of Santa Rosa Regular Meeting Agenda and Summary Report Page 8 of 11 CITY COUNCIL OCTOBER 29, 2013 Ordinance. 12.2 REPORT - ORDINANCE INTRODUCTION - MODEL CODE ADOPTION - AMENDMENTS TO CALIFORNIA BUILDING AND SAFETY CODES BACKGROUND: The State of California has adopted and published new Model Codes. Such model codes go into effect in every City and County in the State of California 180 days after publication. The effective date for the City and Counties is January 1, 2014, for the California Building Code, California Historical Building Code, California Existing Building Code, California Plumbing Code, California Electrical Code, California Mechanical Code, California Energy Code, and the California Green Building Standards Code. The Health and Safety Code allows local jurisdictions to change or modify the State adopted model codes based on local geologic, climatic, or topographical conditions. The International Code Council has also published the 2012 International Property Maintenance Code that is proposed to be adopted by reference into the Santa Rosa City Code. The more significant amendments include, but are not limited to, the following: Re-inserts amendments and administrative changes previously established in the Santa Rosa City Code, but that now have revised code section numbers; re-inserts a clarification of the appeals process so that appeals of any orders, decisions or determinations made by the Chief Building Official are brought to the City of Santa Rosa Board of Building Regulations Appeals; clarifies the fire sprinkler requirements applicable to additions, remodels, alterations or repairs by incorporating language from the Sonoma County Fire Prevention Officers consensus document. The California Green Building Standards Code also known as CALGreen, is amended for new structures to include Appendix A4, Voluntary Residential Measures, and Appendix A5, Voluntary Nonresidential Measures, Tier I. Voluntary Measures to become mandatory for both residential and nonresidential structures include Planning & Design, Water Efficiency & Conservation, Material Conservation & Resource Efficiency, and Environmental Quality. The proposed local CALGreen amendments have been recommended for adoption by the Redwood Empire Association of Code Officials. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 9 of 11 CITY COUNCIL OCTOBER 29, 2013 RECOMMENDATION: It is recommended by the Department of Community Development that the Council (1) introduce an Ordinance adopting by reference the 2013 California Administrative Code, 2013 California Building Code, 2013 California Residential Code, 2013 California Green Building Standards Code, 2013 California Electrical Code, 2013 California Mechanical Code, 2013 California Plumbing Code, 2013 California Historical Building Code, 2013 California Existing Building Code, 2013 California Energy Code, 2013 California Referenced Standard Code, and 2012 International Property Maintenance Code with local amendments; and (2) adopt a resolution setting a public hearing on December 3, 2013, for adoption of the Ordinance. 12.3 REPORT - UPDATE FOR THE MAYOR’S GANG PREVENTION TASK FORCE BACKGROUND: The City of Santa Rosa and the City Council have supported the efforts of the Mayor’s Gang Prevention Task Force (MGPTF) with its inclusion as a City Council Goal for 2013 - 2015 and adoption of the 2012 - 2016 MGPTF Strategic Plan in December 2012. Staff will provide an update for City Council about the efforts of the MGPTF over the past year, as well as discuss the strategies and initiatives moving forward with the implementation of the Strategic Plan. RECOMMENDATION: This report is provided as information only. No action by City Council is requested. 12.4 REPORT - FY 2012/13 MEASURE O ANNUAL REPORT BACKGROUND: Ordinance No. 3680 added Chapter 3-26 to the Santa Rosa City Code establishing a special transactions and use tax. The special tax measure, known as Measure O, increased sales tax by a quarter cent to fund specific Police, Fire, and Gang Prevention/Intervention programs, as set forth in the Ordinance. In accordance with the Ordinance, a Citizen Oversight Committee was established, with members appointed by the City Council, to ensure the proper use of the Measure O funds. Each year, an Annual Report is prepared by City staff, reviewed by the Citizen Oversight Committee and presented to the City Council reporting on expenditures and activities City of Santa Rosa Regular Meeting Agenda and Summary Report Page 10 of 11 CITY COUNCIL OCTOBER 29, 2013 during the past fiscal year. RECOMMENDATION: It is recommended by the Finance, Police, Fire, and Recreation and Parks Departments, the City Manager’s Office and the Measure O Citizen Oversight Committee, that the Council, by motion, formally accept the Measure O Annual Report for FY 2012/13. 12.5 REPORT - AUTHORIZATION OF TWO-YEAR FUNDING CYCLE OPTION FOR MEASURE O CHOICE GRANT PROGRAM BACKGROUND: On June 25, 2013, staff presented the Cycle VII funding recommendations to City Council for six agencies totaling $590,000 each year for a two year funding cycle. City Council accepted the funding recommendations for only one year and directed staff to return with additional justification to extend the funding term to two years. Staff will present the research methodology conducted by staff and the associated results of the assessment, and will seek City Council consideration of a two-year funding cycle. RECOMMENDATION: It is recommended by the City Manager’s Office that the Council, by resolution, authorizes a two-year funding term for future cycles of the Community Helping Our Indispensable Children Excel (CHOICE) grant program beginning with Cycle VII, with the second year of funding subject to the discretion of the City Manager and contingent upon available funds, satisfactory performance of work, and completion of the required outcomes by funded agencies. 5:00 P.M. 13. PUBLIC HEARINGS - NONE 14. WRITTEN COMMUNICATIONS (AND POSSIBLE COUNCIL ACTION) - NONE 15. PUBLIC COMMENTS ON NON-AGENDA MATTERS This is the time when any person may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council. Each speaker is allowed three minutes. To address the Council you are requested to complete the yellow Speaker’s Card and give it to the City of Santa Rosa Regular Meeting Agenda and Summary Report Page 11 of 11 CITY COUNCIL OCTOBER 29, 2013 City Clerk. If you are unable to or do not wish to wait for the public comment portion of the agenda, you are encouraged to contact the Council or City Clerk directly by emailing your information to cityclerk@srcity.org or by telephoning the Council and City Manager’s Office at 707-543-3010. 16. [IF NEEDED] - ANNOUNCEMENT OF CONTINUED CLOSED SESSION ITEM(S), RECESS TO CLOSED SESSION(S) IN THE MAYOR’S CONFERENCE ROOM, RECONVENE TO OPEN SESSION, AND ANNOUNCEMENTS, IF ANY 17. ADJOURNMENT OF MEETING *Did not appear on the preliminary agenda. **Quasi-judicial or adjudicative action. The City of Santa Rosa does not discriminate on the basis of disability in the admissions or access to, or treatment of or employment in, its programs or activities. Disability-related aids or services, including printed information in alternate formats, to enable persons with disabilities to participate in public meetings are available by contacting the City Clerk’s Office at 543-3015 or cityclerk@srcity.org 48 hours prior to the meeting. TDD 543-3063 Meeting information can also be accessed via the internet at http://srcity.org