City Council

City Hall City of Santa Rosa 100 Santa Rosa Avenue Santa Rosa, CA 95404 CITY COUNCIL REGULAR MEETING AGENDA AND SUMMARY REPORT JULY 12, 2016 Council Member Combs will be participating in the meeting via teleconference from 3d Floor Via Serraglia, 78, 55022 Bagni di Lucca LU, Italy, on July 13, 2016, at 1:00 a.m. Bagni di Lucca LU, Italy time zone. This agenda shall be posted at this location. 3:30 P.M. - CLOSED SESSION (MAYOR'S CONFERENCE ROOM, ROOM 10) 4:00 P.M. - REGULAR SESSION (COUNCIL CHAMBER) PUBLIC COMMENTS: 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. Comments from the public on non-agenda items will be heard under Agenda Items 13 and 17. 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. The first public comment period on non-agenda items (Agenda Item 13) will begin no earlier than 5:00 p.m. and will be limited to ten speakers selected randomly by the Mayor. Each speaker will be allowed three minutes. Speakers who do not have an opportunity to speak during this time will be allowed to make public comment under Agenda Item 17. To address the Council you are requested to complete a yellow Speaker 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 submitting your comments to 100 Santa Rosa Avenue, Room 10, Santa Rosa 95404 or cityclerk@srcity.org. 3:30 P.M. (MAYOR'S CONFERENCE ROOM, ROOM 10) 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 10 City Council JULY 12, 2016 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 LEGAL COUNSEL - ANTICIPATED LITIGATION Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Government Code Section 54956.9: one potential case. RECESS CLOSED SESSION(S) AND RECONVENE TO OPEN SESSION IN THE COUNCIL CHAMBER 3. STUDY SESSION - NONE Study Session items are items for in-depth discussion and possible direction to staff. No action will be taken. 4:00 P.M. (CITY COUNCIL CHAMBER) 4. ANNOUNCEMENT OF ROLL CALL 5. REPORT, IF ANY, ON STUDY AND CLOSED SESSIONS 6. PROCLAMATIONS/PRESENTATIONS 6.1 PROCLAMATION - RETIREMENT OF CHUCK REGALIA, ASSISTANT CITY MANAGER Attachments Proclamation 6.2 PROCLAMATION - RETIREMENT OF DR. RUBEN ARMINANA Attachments Proclamation 6.3 PROCLAMATION - SANTA ROSA JUNIOR HOCKEY CLUB ASSOCIATION STATE CHAMPIONSHIPS Attachments Proclamation City of Santa Rosa Regular Meeting Agenda and Summary Report Page 3 of 10 City Council JULY 12, 2016 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. 8. CITY MANAGER’S/CITY ATTORNEY’S REPORTS 9. STATEMENTS OF ABSTENTION BY COUNCILMEMBERS 10. MAYOR'S/COUNCILMEMBERS’ REPORTS 10.1 MAYOR'S/COUNCILMEMBERS' SUBCOMMITTEE AND LIAISON REPORTS (AND POSSIBLE COUNCIL DIRECTION TO BOARD REPRESENTATIVE ON PENDING ISSUES, IF NEEDED) 10.1.1 Council Subcommittee Reports 10.1.2 Sonoma County Transportation Authority/Regional Climate Protection Authority (SCTA/RCPA) 10.1.3 Sonoma County Water Agency (SCWA) - Water Advisory Committee 10.1.4 Association of Bay Area Governments (ABAG) 10.1.5 Sonoma County Agricultural Preservation and Open Space District Advisory Committee 10.1.6 Sonoma Clean Power Authority (SCPA) 10.1.7 Sonoma County Waste Management Agency (SCWMA) 10.1.8 Other 11. APPROVAL OF MINUTES 11.1 June 14-15, 2016, Regular and Regular Adjourned Meetings. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 4 of 10 City Council JULY 12, 2016 Attachments Draft Minutes 11.2 June 21, 2016, Regular Meeting. Attachments Draft Minutes 12. CONSENT ITEMS 12.1 MOTION - PROFESSIONAL SERVICES AGREEMENT FOR FINANCIAL AUDIT SERVICES - MACIAS GINI & O’CONNELL LLP RECOMMENDATION: It is recommended by the Finance Department that the Council, by motion, approve a Professional Services Agreement for City of Santa Rosa Audit Services to Macias Gini & O’Connell LLP, Sacramento, California, in the total amount not to exceed $840,000 covering five fiscal years of audit services depending on satisfactory performance for a period through November 1, 2020. Funds for these services are included in the current year’s operating budget and as a regular operating expense, will be included in subsequent budget proposals. Attachments Staff Report Attachment 1 Presentation 12.2 MOTION - RE-AUTHORIZATION OF THE OVER HIRE OF UP TO 6.0 POSITIONS WITHIN THE POLICE DEPARTMENT IN FISCAL YEAR 2016-17. RECOMMENDATION: It is recommended by the Police and Finance Departments that the Council, by motion, re-authorize the over hire of up to six (6.0) FTE positions during FY 2016-17 within the Police Officer and Communications Dispatcher classifications in order to achieve staffing stability in the Police Department. Attachments Staff Report Presentation 12.3 MOTION - FOURTH AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT - SPEAKWRITE City of Santa Rosa Regular Meeting Agenda and Summary Report Page 5 of 10 City Council JULY 12, 2016 RECOMMENDATION: It is recommended by the Police Department that the Council, by motion, approve the fourth amendment to the agreement with SpeakWrite, LLC, Austin, Texas. SpeakWrite, LLC provides national law enforcement transcription services. It is used by the City of Santa Rosa for transcribing investigative reports, interviews, and other verbal recordings. The Department recommends increasing compensation by $50,000, for a total amount not to exceed $149,999. Attachments Staff Report Attachment 1 Attachment 2 Attachment 3 Presentation 12.4 ORDINANCE ADOPTION - ORDINANCE OF THE COUNCIL OF THE CITY OF SANTA ROSA ESTABLISHING SALARY AND OTHER COMPENSATION AND BENEFITS FOR THE LAW FIRM OF RENNE SLOAN HOLTZMAN SAKAI LLP AS INTERIM CITY ATTORNEY RECOMMENDATION: This ordinance, introduced at the June 28, 2016, Regular Meeting by a 5-0-2 vote (Council Members Carlstrom and Wysocky absent), establishes salary and other compensation and benefits for the law firm of Renne Sloan Holtzman Sakai LLP as Interim City Attorney. Attachments Ordinance Resolution 28813 13. PUBLIC COMMENT 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. This public comment period will begin no earlier than 5:00 p.m. and will be limited to ten speakers selected randomly by the Mayor. Each speaker will be allowed three minutes. Speakers who do not have an opportunity to speak during this time will be allowed to make public comment under Agenda Item 17. 14. REPORT ITEMS City of Santa Rosa Regular Meeting Agenda and Summary Report Page 6 of 10 City Council JULY 12, 2016 14.1 REPORT - COMMUNITY ADVISORY BOARD 2016/17 WORK PLAN BACKGROUND: On August 7, 2012, the City Council adopted Resolution No. 28174 clarifying the roles, duties and areas for the Community Advisory Board (CAB). The City Council later adopted Resolution No. 28442 on March 11, 2014 clarifying the annual Community Improvement Grant (CIG) process. On June 22, 2016, the Community Advisory Board (CAB) approved its workplan for FY 2016/17. Under the FY 2016/17 workplan, and through the creation of subcommittees, CAB will collaborate with the Office of Community Engagement to focus on 1) Community outreach and communication support related to the City Council’s “Housing Action Plan”; 2) Continue to increase public participation in the Capital Improvement Projects (CIP) budget process as detailed in Resolution No. 28174 by helping design and facilitate a robust public participation process, including a minimum of seven town hall meetings, as well as the development of a Participatory Budgeting-like process to address neighborhood road maintenance, when/if funding is available; 3) Continue to build on the success of the Community Improvement Grants program to engage the public and improve our community; and 4) Continue to enhance efforts to support and expand community gardens. RECOMMENDATION: It is recommended by the City Manager’s Office, Office of Community Engagement, and the Community Advisory Board that the Council, by resolution, approve the Community Advisory Board’s Fiscal Year 2016/17 Work Plan pursuant to Resolution Nos. 28174, 28442, and 28685. Attachments Staff Report Attachment 1 Resolution Exhibit A Presentation 14.2 REPORT - R3 CONSULTING GROUP, INC. REVIEW OF NORTH BAY CORPORATION BACKGROUND: The City of Santa Rosa recently engaged R3 City of Santa Rosa Regular Meeting Agenda and Summary Report Page 7 of 10 City Council JULY 12, 2016 Consulting Group, Inc. to complete a comprehensive review of performance, customer rates and diversion rates for the City’s franchised solid waste hauler, North Bay Corporation. The City and North Bay Corporation have had an exclusive franchise agreement in place since 2003. The contract was last amended in 2010, the amendment included the addition of street sweeping services. The contract is a comprehensive document which details the scope of work; establishes performance standards and expectations; provides a mechanism for performance audits; and establishes remedies for non-compliance. The City entered into a contract with R3 in January 2016 to complete a comprehensive review of contract performance. R3 reported that North Bay Corporation is not meeting a number of the contract provisions, major findings have been detailed. RECOMMENDATION: It is recommended by the City Manager’s Office that the Council, by motion, accept the Final Report by R3 Consulting Group, Inc. submitted on May 17, 2016, and authorize staff to prepare a request for proposals (RFP) for a new contract for solid waste collection, recycling and street sweeping services and, by resolution, appropriate $150,000 and authorize the City Manager to negotiate and award a contract for the completion of the RFP process. Attachments Staff Report Attachment 1 Attachment 2 Attachment 3 Resolution Presentation 14.3 REPORT - COURTHOUSE SQUARE REUNIFICATION PROJECT UPDATE, EXPENDITURE REPORT AND MASTER PLAN REVISIONS BACKGROUND: Council approved a revised master plan and awarded a contract for construction of the Courthouse Square Reunification project on April 19, 2016. Construction commenced on May 23, 2016. This item will update the Council on the progress of the Courthouse Square City of Santa Rosa Regular Meeting Agenda and Summary Report Page 8 of 10 City Council JULY 12, 2016 Reunification project and provide information regarding expenditures for construction, construction management/inspection, and contingency. Minor revisions to the Master Plan have been prepared for consistency with design refinements. RECOMMENDATION: It is recommended by the Transportation and Public Works Department that the Council, by motion, accept the Courthouse Square Reunification expenditure report, and by resolution, approve the new revised Master Plan for the Courthouse Square Reunification project. Attachments Staff Report Attachment 1 Attachment 2 Resolution Exhibit Presentation 14.4 REPORT - APPROVAL OF MEMORANDUM OF UNDERSTANDING (MOU) - UNIT 4 - SUPPORT SERVICES; UNIT 6 - PROFESSIONAL; AND UNIT 7 - TECHNICAL REPRESENTED BY THE SANTA ROSA EMPLOYEES ASSOCIATION (SRCEA) IN AFFILIATION WITH THE INTERNATIONAL BROTHERHOOD OF TEAMSTERS (“IBT”) LOCAL UNION NUMBER 856 BACKGROUND: The City’s representatives and representatives from the Santa Rosa City Employees Association, representing the City’s Unit 4 - Support Services; Unit 6 - Professional and Unit 7 - Technical, have met and conferred concerning a successor Memorandum of Understanding and have agreed on a contract. The significant change to the new agreement is a 2.5% increase to salary for all employees in the units. RECOMMENDATION: It is recommended by the Human Resources Department that the Council, by resolution, approve the Memorandum of Understanding for and on behalf of, the employees in the City’s bargaining Unit 4 - Support Services; Unit 6 - Professional and Unit 7 - Technical, represented by the Santa Rosa City Employees Association in affiliation with the International Brotherhood of Teamsters (“IBT”) Local Union Number 856, and effective July 1, 2016 to June 30, 2017. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 9 of 10 City Council JULY 12, 2016 Attachments Staff Report Attachment Resolution Exhibit Presentation (Uploaded 7/11/16) 15. PUBLIC HEARINGS - NONE Public Hearing matters will begin no earlier than 5:00 p.m. or as soon thereafter as the matters are reached on the agenda. 16. WRITTEN COMMUNICATIONS - NONE 17. 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 will be allowed three minutes. 18. ANNOUNCEMENT OF CONTINUED CLOSED SESSION ITEMS, RECESS TO CLOSED SESSION IN THE MAYOR’S CONFERENCE ROOM, RECONVENE TO OPEN SESSION, AND ANNOUNCEMENTS [IF NEEDED] 19. ADJOURNMENT OF MEETING 20. UPCOMING MEETINGS This schedule is tentative and subject to change pending final publication and posting of the City Council Meeting Agenda. 20.1 UPCOMING MEETINGS LIST Attachments List *Did not appear on the preliminary agenda. **Quasi-judicial or adjudicative action. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 10 of 10 City Council JULY 12, 2016 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