City Council

City Hall City of Santa Rosa 100 Santa Rosa Avenue Santa Rosa, CA 95404 CITY COUNCIL REGULAR MEETING AGENDA AND SUMMARY REPORT JANUARY 28, 2014 2:15 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 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 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). 2.2 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). 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 9 CITY COUNCIL JANUARY 28, 2014 RECESS CLOSED SESSION(S) AND RECONVENE TO OPEN SESSION IN THE COUNCIL CHAMBER 3:00 P.M. (CITY 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 REVIEW OF 1999 UNITED STATES COMMISSION ON CIVIL RIGHTS ADVISORY COMMITTEE REPORT AND SUBSEQUENT ACTIONS OF THE CITY This Study Session requested by the City Council will review the Report of the United States Commission on Civil Rights Advisory Committee regarding Community Concerns about Law Enforcement issued in December 1999 and the response of the City of Santa Rosa. Attachments Staff Report Attachment 1 - 1999 Commission on Civil Rights Report Attachment 2 - 10/19/98 Minutes Attachment 3 - 11/3/98 Minutes Attachment 4 - 11/17/98 Minutes Presentation (uploaded 1/27/14) 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 City of Santa Rosa Regular Meeting Agenda and Summary Report Page 3 of 9 CITY COUNCIL JANUARY 28, 2014 5. REPORT, IF ANY, ON STUDY AND CLOSED SESSIONS 6. PROCLAMATIONS/PRESENTATIONS - NONE 7. STAFF BRIEFINGS 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. 7.1 MY SANTA ROSA CITYBUS - AUTOMATIC VEHICLE LOCATOR (AVL) DEMONSTRATION In July 2012, The Santa Rosa City Council approved the contract award for an Enhanced Automatic Vehicle Locator system for Santa Rosa CityBus. The system is installed and has undergone extensive testing. This demonstration will introduce the end-user features of My Santa Rosa CityBus to the City Council and the public. My Santa Rosa CityBus monitors the real-time location of all CityBuses in operation. Riders can find scheduled departure times for any bus on any route at any stop. Access to scheduled and real-time departure information is available via the website, SMS texting, telephone support, an iPhone app and mobile website. In addition, Public Service Messages and Rider Alerts can be posted and end-users can set up alerts and be notified when their bus is approaching their bus stop. Data collection is a critical element of My Santa Rosa CityBus. The reporting tools allow CityBus staff to create reports for on-time performance, missed trips, revenue miles/hours and passenger miles. 8. APPROVAL OF MINUTES - NONE 9. MAYOR'S/COUNCILMEMBERS' REPORTS 9.1 STATEMENTS OF ABSTENTION BY COUNCILMEMBERS 9.2 MAYOR'S/COUNCILMEMBERS’ REPORTS City of Santa Rosa Regular Meeting Agenda and Summary Report Page 4 of 9 CITY COUNCIL JANUARY 28, 2014 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 11. CONSENT ITEMS 11.1 RESOLUTION - ADMINISTRATION DRIVE SEWER IMPROVEMENTS- VACATION OF PUBLIC SANITARY SEWER EASEMENT ACROSS COUNTY OF SONOMA PROPERTY RECOMMENDATION: It is recommended by Engineering Services that Council, by resolution, approve summary vacation public utility easements for sanitary sewer on two parcels, located at 2555 Ventura Avenue (APN 180-030-012) and 370 Administration Drive (APN 180-030-007). Attachments Staff Report Resolution Resolution Attachment - Agreement 11.2 RESOLUTION - AMENDMENT TO CITY COUNCIL POLICY NO 700-05 City of Santa Rosa Regular Meeting Agenda and Summary Report Page 5 of 9 CITY COUNCIL JANUARY 28, 2014 RECOMMENDATION: It is recommended by the Department of Human Resources that Council, by resolution, approve the revised Council Policy 700-05 and change its title to Drug & Alcohol Testing Policy for Employees Performing Safety-Sensitive Functions, and continue to delegate authority to the Risk Manager to make any changes in policy required by changes in Federal DOT, FTA and/or FMCSA regulations or by their respective auditors as they occur from time-to-time, and to change the covered positions as required. Attachments Staff Report Resolution Exhibit A 11.3 ORDINANCE ADOPTION - REZONING OF 2101 WEST COLLEGE AVENUE RECOMMENDATION: This ordinance, introduced at the January 14, 2014, Regular Meeting by a unanimous vote, rezones a 1.86 acre site located at 2101 West College Avenue, known as College Plaza from PD-0356 (Planned Development) to CN (Neighborhood Commercial). Attachments Ordinance 12. REPORT ITEMS 12.1 REPORT - COMMUNITY ADVISORY BOARD 2013-2014 COMMUNITY IMPROVEMENT GRANTS AND GRANT CRITERIA BACKGROUND: On December 3, 2013 staff presented the Community Advisory Board’s (CAB) annual grant recommendations for the FY2013-2014 funding cycle and Council voted to approve all 16 of the recommended grants. Council asked staff to return with information on the grant applications that were not recommended by the Board with an explanation for why each grant was not recommended. Of the 29 grants originally submitted during the FY 2013-2014 grant cycle, 19 were recommended by the Board for funding. Council requested an explanation for why the remaining 10 grants were not recommended for funding. RECOMMENDATION: It is recommended by the City Manager’s Office City of Santa Rosa Regular Meeting Agenda and Summary Report Page 6 of 9 CITY COUNCIL JANUARY 28, 2014 that the City Council, by motion, vote to either accept the Community Advisory Board’s recommendations not to fund additional Community Improvement Grants or use their discretion to award additional grants. It is further recommended that Council return to the original grant requirements which included “community building” as an acceptable grant goal and not limit it to “public improvements.” Attachments Staff Report Staff Report attachment 12.2 REPORT - APPROVE AMENDED JOINT POWERS AGREEMENT FOR THE SONOMA COUNTY LIBRARY BACKGROUND: In 2012, the Board of Supervisors approached the Sonoma County Mayors and Council Members, who agreed to initiate a review of the JPA in light of challenges at the Library and changes in demographics, technology, and finances since 1975. All of the cities in the County agreed to participate in the review, along with the Library Commission, and formed the Sonoma County Library JPA Review Advisory Committee. The Committee began meeting in October 2012, and is unanimously recommending the attached amended Joint Powers Agreement to the County and all cities for approval. On October 1, 2013, staff presented the proposed draft amended JPA to the Council and after discussion supported the proposed changes to the JPA except in three specific areas: (1) community funding for additional library hours; (2) only a 2/3 vote of the Commission for levying taxes; and (3) if the County was allocated two seats on the Commission, then the City should be allocated two seats as well. RECOMMENDATION: It is recommended by the City Manager’s Office that the Council approves the First Amended and Restated Joint Powers Authority (JPA) for the County-wide Provision of Library Services with the following modifications: (1) remove provision for community funded hours; and (2) require the City and County have the same number of seats on the Commission. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 7 of 9 CITY COUNCIL JANUARY 28, 2014 Attachments Staff Report Staff Report attachment Resolution Resolution Exhibit 12.3 REPORT - APPOINTMENT OF INTERIM DEPUTY DIRECTOR - FINANCE BACKGROUND: The Finance Department is in the beginning stages of preparing the FY 2014/15 budget. Due to two vacant positions (Deputy Director - Finance and Principal Financial Analyst) and two new Financial Analysts on the Budget Team, there is a critical need for assistance with the upcoming budget cycle. The City Council approved the reclassification of the Budget and Financial Analysis Manager to the Deputy Director - Finance position on January 7, 2014. The former Budget and Financial Analysis Manager, Jean Gill, retired on December 31, 2013, significantly impacting the City’s ability to manage the annual budget process for FY 2014/15. Ms. Gill will be paid $54.49 per hour, based on the same salary that she retired at and is within the range of the Deputy Director-Finance salary. Funding for this appointment exists in the Finance Department’s FY 2013/14 budget from the salary savings from the vacant Deputy Director - Finance and Principal Financial Analyst positions. RECOMMENDATION: It is recommended by the Finance Department that the Council, by resolution, approve and certify the appointment of Jean Gill, a CalPERS retiree, as an Interim Deputy Director-Finance, a position requiring specialized skills, starting January 29, 2014, and ending June 30, 2014, or until the position has been filled. Attachments Staff Report Resolution 12.4 REPORT - BUDGET TRANSFER AND INCREASE IN APPROPRIATIONS FOR THE PC REPLACEMENT PROGRAM TO FUND IMMEDIATE REPLACEMENT OF APPROXIMATELY 80 PCS IN ADVANCE OF OBSOLESCENCE OF WINDOWS XP BACKGROUND: After April 8, 2014, Microsoft will no longer provide City of Santa Rosa Regular Meeting Agenda and Summary Report Page 8 of 9 CITY COUNCIL JANUARY 28, 2014 operating system upgrades to Windows XP and recommends all Windows XP machines be updated to the next supported operating system. Current funding levels in the new PC Replacement Fund are insufficient to accomplish replacing all older PCs not upgradable from Windows XP to Windows 7. Staff recommends utilizing the Information Technology contingency reserve fund to augment the PC Replacement Fund to allow replacement of approximately 80 PCs not covered by current funding sources. RECOMMENDATION: It is recommended by the Information Technology Department that the Council, by resolution: (1) authorize the Chief Financial Officer to execute a budget transfer of $80,000 from the Information Technology Internal Service Fund 1730 into the PC Replacement Fund 02067 for the purchase of approximately 80 PCs; and (2) authorize the Chief Financial Officer to increase appropriations in the PC Replacement Fund 02067 by $80,000. Attachments Staff Report Resolution 13. PUBLIC HEARINGS - NONE 14. WRITTEN COMMUNICATIONS (AND POSSIBLE COUNCIL ACTION) 14.1 LETTER OF SUPPORT RE SB 199: IMITATION FIREARM SAFETY ACT - For Council action. Attachments Letter of Support Background information 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 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. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 9 of 9 CITY COUNCIL JANUARY 28, 2014 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. 18. UPCOMING MEETINGS 18.1 Upcoming Meetings List Attachments List 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 one week prior to the meeting. TDD 543-3063 Meeting information can also be accessed via the internet at http://srcity.org