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Minutes 2010-08-10 MINUTES REGULAR MEETING OF THE CITY COUNCIL/REDEVELOPMENT AGENCY TUESDAY, AUGUST 10, 2010 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor /Chair Ferrara called the Regular City Council /Redevelopment Agency meeting to order at 7:02 p.m. 2. ROLL CALL City Council /RDA: Council /Board Members Joe Costello, Chuck Fellows, Caren Ray, Mayor Pro TemNice Chair Jim Guthrie and Mayor /Chair Tony Ferrara were present. City Staff Present: City Manager Steven Adams, Assistant City Attorney David Hirsch, Director of Legislative and Information Services /City Clerk Kelly Wetmore, Director of Administrative Services Angela Kraetsch, and Director of Community Development Teresa McClish. 3. FLAG SALUTE Victor Devens, representing Arroyo Grande Valley Kiwanis, led the Flag Salute. 4. INVOCATION Reverend Valerie Valle, Saint Barnabas Episcopal Church, delivered the invocation. 5. SPECIAL PRESENTATIONS 5.a. San Luis Obispo County Economic Vitality Corporation Presentation by Executive Director Mike Manchak. Mr. Manchak, President & CEO, San Luis Obispo County Economic Vitality Corporation (EVC), gave an overview of the EVC, then presented an Economic Strategic Plan for San Luis Obispo County and highlighted special projects being proposed to address issues and concerns facing the business community. Following the presentation, Mr. Manchak presented Mayor Pro Tem Guthrie with a plaque, thanked him for his service on the EVC Board, and stated his involvement was instrumental due to his knowledge of the tourism industry. 6. AGENDA REVIEW 6.a. Ordinances Read in Title Only. Council /Board Member Costello moved, Mayor Pro TemNice Chair Member Guthrie seconded, and the motion passed unanimously that all ordinances presented at the meeting shall be read in title only and all further readings be waived. 7. CITIZENS' INPUT. COMMENTS, AND SUGGESTIONS Susan Flores, East Branch Street, submitted a handout of photos of traffic on East Branch Street and spoke about pedestrian and bicycle safety issues around Paulding Middle School; encouraged the installation of solar speed limit signs and a reduction of the speed limit on Huasna Road; supported the use of Safe Routes to School funding for completing sidewalk Minutes: City Council/Redevelopment Meeting Page 2 Tuesday, August 10, 2010 segments; referred to visibility issues at the bottom of Crown Hill and suggested the hedge be trimmed; and encouraged the City to provide more safety for students and bicyclists in this area. 8. CONSENT AGENDA Mayor /Chair Ferrara invited members of the public who wished to comment on any Consent Agenda Item to do so at this time. Susan Flores, East Branch Street, referred to Item 8.a. (Cash Disbursement Ratification) and expressed concern about overtime costs. She suggested the City consider looking at hiring more part-time positions. Steve Ross, Garden Street, referred to Item 8.i. (Amendment to Consultant Services Agreement with Planning Company Associates) and acknowledged the last report given by the Mayor regarding the recent Design Alternative which was denied by Caltrans; acknowledged staff time involved to determine various alternatives and design plans; believed the consultant should have been aware of the elevation issues; expressed concern about proceeding with the same consultant; understood the consultant's ability to lobby for the City; and requested the City carefully consider these issues. Missy Harris, realtor, referred to Item 8.e. (Temporary Modifications to Affordable Housing Agreement Provisions) and spoke in support of staff recommendations. Hearing no further comments, Mayor /Chair Ferrara closed the public comment period. At Mayor /Chair Ferrara's request, City Manager Adams responded to concerns expressed about overtime costs and explained that the majority of overtime is from public safety positions, specifically Police and Fire, due to limited staffing and scheduling issues. He noted that staff is currently analyzing the issue in an effort to decrease overtime costs. Mayor Pro TemNice Chair Guthrie pulled Items 8.a. and 8.e. for discussion. Action: Council /Board Member Fellows moved, and Council /Board Member Costello seconded the motion to approve the Consent Agenda Items, with the exception of Items 8.a. and 8.e., with the recommended courses of action. The motion passed on the following roll -call vote: AYES: Fellows, Costello, Ray, Guthrie, Ferrara NOES: None ABSENT: None 8.b. Consideration of Statement of Investment Deposits. Action: Received and filed the report of current investment deposits as of June 30, 2010. 8.c. Consideration of Approval of Minutes. Action: Approved the minutes of the Special and Regular City Council Meetings of July 13, 2010, as submitted. 8.d. Authorization to Reject Claim Filed Against the City — Claimant: L. Dominguez. Action: Rejected the claim and authorized the City Clerk to send a standard rejection letter to the claimant as recommended by the City's Claims Administrator, Carl Warren & Company. Minutes: City Council /Redevelopment Meeting Page 3 Tuesday, August 10, 2010 8.f. Consideration of a Resolution Authorizing the Fire Station Expansion General Obligation Bond Property Tax Levy Rate. Action: Adopted Resolution No. 4297 as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AUTHORIZING THE FIRE STATION EXPANSION PROPERTY TAX LEVY FOR FISCAL. YEAR 2010-11". 8.g. Consideration of a Resolution Increasing the Safety Shoe Allowance for Designated Part -Time Positions. Action: Adopted Resolution No. 4298 as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE INCREASING THE SAFETY SHOE ALLOWANCE FOR DESIGNATED PART -TIME POSITIONS ". 8.h. Consideration of a Resolution Amending the Service Employees International Union, Local 620's Third Side Letter of Agreement to Include Full Water Certification Pay for the Public Works Supervisor, Streets Division. Action: Adopted Resolution No. 4299 as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AMENDING THE SERVICE EMPLOYEES INTERNATIONAL UNION, LOCAL 620'S THIRD SIDE LETTER OF AGREEMENT TO INCLUDE FULL WATER CERTIFICATION PAY FOR THE PUBLIC WORKS SUPERVISOR, STREETS DIVISION ". 8.i. Consideration of Amendment to Consultant Services Agreement with Planning Company Associates. Action: Authorized the City Manager to execute a second amendment extending the consultant services agreement with the Planning Company Associates for an additional six month period for assistance in obtaining Caltrans approval for a proposal to address deficiencies at the Brisco Road /Halcyon Road — Highway 101 Interchange. 8.j. Consideration of Contract for Animal Care and Control Services. Action: Approved the Contract for Animal Care and Control Services with the County of San Luis Obispo not to exceed the first year amount of $94,305 and authorized the Mayor to execute the Agreement. 8.k. Consideration of an Award of Contract to R. Baker Inc. for Construction of the Well No. 10, Phase!! Project, PW 2010 -02. Action: 1) Awarded a contract for construction of the Well No. 10, Phase II Project to R Baker, Inc. in the amount of $221,530; 2) Authorized the City Manager to approve change orders for 10% of the contract amount of $22,153 for unanticipated costs during the construction phase of the project; and 3) Transferred $70,000 from the Water Availability Fund to the Well No. 10, Phase II Project. 8.1. Consideration of an Award of Contract to M.E. Avila Construction Corporation for the South Elm and Ash Street Sidewalk and Bicycle Improvements, Project PW 2008 -07C. Action: 1) Awarded a contract for the South Elm and Ash Street Sidewalk and Bicycle Improvements Project to M.E. Avila Construction Corporation in the amount of $73,876; and 2) Authorized the City Manager to approve change orders for 10% of the contract amount, $7,388 for unanticipated costs during the construction phase of the project. 8.m. Consideration of an Agreement with AECOM for Design and Construction Support Services for the Sewer Lift Station No. 3 Rehabilitation Project, PW 2010 -10. Action: 1) Approved a consultant services agreement with AECOM in the amount of $48,989 for the Sewer Lift Station No. 3 Rehabilitation Project; and 2) Authorized the Mayor to sign the agreement with AECOM. Minutes: City Council/Redevelopment Meeting Page 4 Tuesday, August 10, 2010 8.n. Consideration of an Agreement for Consultant Services for Historic Resources. [RDA /COUNCIL] Action: Approved and authorized the Mayor to execute an Agreement for Consultant Services with Page & Turnbull to complete a Historic Context Statement, Historic Resources Survey and Mills Act Consultation in the amount of $29,800. 8.o. Consideration to Approve an Amendment to the Contract with Waterboys Plumbing, Inc., to Continue the Plumbing Retrofit Program. Action: 1) Approved an amendment to the Contract with Waterboys Plumbing, Inc., to continue the Plumbing Retrofit Program; and 2) Authorized 'the Mayor to execute the contract amendment. 8.p. Consideration of Temporary Modifications to Affordable Housing Agreement Provisions. Action: Adopted Resolution No. 4300 as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE TEMPORARILY AUTHORIZING THE CITY MANAGER TO AMEND AFFORDABLE HOUSING AGREEMENTS UNDER SPECIFIED CIRCUMSTANCES ". 8.q. Consideration to Authorize an Award of Bid for the Avoid the 14 DUI Trailer and Lighting System. Action: Awarded bid to purchase a Pace American Conquest 8 x 24 custom DUI trailer to Heacock Trailer and Truck Accessories, Inc. in the amount of $33,134.95. ITEMS PULLED FROM THE CONSENT AGENDA 8.a. Cash Disbursement Ratification. Recommended Action: Ratify the listing of cash disbursements for the period July 1, 2010 through July 31, 2010. Mayor Pro Tem Guthrie requested that reports be provided to the Council detailing overtime costs to show which departments are experiencing overtime. Council Member Costello clarified that moving forward, the City would be sharing overtime costs from the Five Cities Fire Authority with the other agencies. Director Kraetsch also commented that overtime costs increase when fire strike teams are called out for service. Action: Mayor Pro Tem Guthrie moved, and Council Member Fellows seconded the motion to approve Consent Agenda Item 8.a. with the recommended course of action. The motion passed on the following roll -call vote: AYES: Guthrie, Fellows, Costello, Ray, Ferrara NOES: None ABSENT: None 8.e. Consideration of Approval of Cost Allocation Plan. Recommended Action: Adopt the Fiscal Year 2010 -11 Cost Allocation Plan. Minutes: City Council /Redevelopment Meeting Page 5 Tuesday, August 10, 2010 In response to questions and concerns expressed by Mayor Pro Tem Guthrie, brief discussion ensued with City Manager Adams and Director Kraetsch explaining how administrative costs are calculated in the Cost Allocation Plan. Action: Mayor Pro Tem Guthrie moved, and Council Member Costello seconded the motion to approve Consent Agenda Item 8.e., with the recommended course of action. The motion passed on the following roll -call vote: AYES: Guthrie, Costello, Fellows, Ray, Ferrara NOES: None ABSENT: None 9. PUBLIC HEARINGS None. 10. CONTINUED BUSINESS ITEMS None. 11. NEW BUSINESS ITEMS 11.a. Consideration of Solicitation of Bids for Interior Improvements to the 300 East Branch Street Building. City Manager Adams presented the staff report and recommended the Council: 1) Authorize solicitation of bids for installation of fire sprinklers and communications equipment in the 300 East Branch Street building; and 2) Delay other improvements until proposals are received for lease of the existing City Hall building. Council questions ensued regarding the status of the Request for Proposals for lease of the City Hall building; whether there was an outside leasing agent representing the City; clarification concerning ADA issues related to the public restrooms; and clarification regarding proposed costs for improvements to the Farm Credit building. Mayor Ferrara invited comments from those in the audience who wished to be heard on the matter. Tim Moore, Fair Oaks Avenue, expressed concern about the proposal stating that his understanding was that all City Hall staff would move into the Farm Credit building because the current City Hall building is ADA deficient, and requested clarification on the matter. Susan Flores, East Branch Street, stated she understood the need for an elevator if all staff is moving into the Farm Credit building and the second floor will be used; commented on the public restrooms; stated the parking lot issue is not being addressed; wanted to see the proposed new commercial project and how the parking is going to be addressed; and expressed concern about how these projects are coming forward separately instead of as a whole, which is not fair to the citizens. Hearing no further comments, Mayor Ferrara closed the public comment period. Minutes: City Council /Redevelopment Meeting Page 6 Tuesday, August 10, 2010 Council Member Costello provided the following comments: - Stated that his understanding of the original concept of condensing staff was to locate all of the development services staff into one building; acknowledged that there was discussion and debate about whether the existing City Hall building could be leased out or sold; and does not want to see the City Hall building sold; - Acknowledged that if all staff were to be relocated and both floors were utilized, improvements would be necessary, including an elevator, to make the building usable; - Stated he understood that some staff might need to be retained in the existing City Hall without having to substantially modify the building, and that the Farm Credit building would provide the ADA facilities necessary to effectively serve the public; - Stated that staff was not presenting any new problems; that the concept was to get key staff that serve the public into one facility and out of existing buildings; - Supported staffs recommendations for minimal improvements to the Farm Credit building, including the fire sprinklers and communications equipment; - Not sure about moving forward with ADA improvements on the existing public restrooms right now; would prefer to wait; - Stated if the City Hall building is leased, then additional money would need to be spent to complete all the improvements to the Farm Credit building; would like to maintain use of the current City Hall building for the non - public serving staff for the time being. Council Member Ray provided the following comments: - Supported deferring costs for upgrading the Farm Credit building as it is a more efficient use of the City's funds; - Would be able to support upgrading the public restrooms as it would dovetail with the Centennial Park project; - Would like to wait on leasing the existing City Hall building since public services staff would be located across the street, and noted that leasing the City Hall building could be considered at a later date when funds were available to complete the necessary improvements to the Farm Credit building. Council Member Fellows provided the following comments: - Did not support acquiring the Farm Credit building and the method that was used; however, he knew it would be a good building to acquire and now that the City has it, he could support staffs recommendation to seek bids on fire sprinklers and communication equipment and to delay the other improvements. Mayor Pro Tem Guthrie provided the following comments: - Stated the original Council decision and motion was never intended to leave anyone in the current City Hall building; the decision was made to lease the City Hall building and move everybody into the Farm Credit building; - Acknowledged it might be impossible to lease the City Hall building; however, it does not reverse the Council's decision; - Realizes that things have changed and are now forced to make the move into the Farm Credit building without being able to make all the necessary improvements to fit the entire staff; Minutes: City Council/Redevelopment Meeting Page 7 Tuesday, August 10, 2010 - Noted that when the proposal was reviewed, it was not necessary to install the elevator to move the entire staff; however, use of the upstairs conference room and offices would not be able to be utilized; - Have to support moving half of the staff over, even though he does not want to; - Believed staff did not make a good faith effort to lease the City Hall building; - Did not support spending money on other items; need to reserve the money in case the City Hall building is leased so that the funds can be used for what was intended; - Need to hire a leasing agent to represent the City; - Supported moving forward with the fire sprinkler bids, making the necessary improvements, moving the Community Development staff, and continuing efforts to lease the City Hall building with an outside agent, and reserving the funds proposed for other items for their original intended use. Mayor Ferrara provided the following comments: - Referred to the proposed floor plan in the Farm Credit building and asked for clarification on what it would cost to move Finance staff over to that building; - Commented on the consolidation of staffing to centralize services that have a public interface; that the intent was to locate customer service oriented departments into one building, including community development, engineering, billing, etc.; felt as though the executive and administrative functions could stay temporarily in the City Hall building as an incremental approach until the City Hall building could be leased; - Supported staff recommendation as proposed, with the understanding that staff would continue to work toward relocating all staff to the Farm Credit building; would still like to see what it would take to move the service aspect of City business under one roof; - Leasing the City Hall building needs to be the initial focus; - Believed the restrooms were a back burner issue for now; can come back when revenue sources are identified and combine it with the Centennial Park project. Council Member Guthrie stated he could support moving the finance staff over to the Farm Credit building, recommended moving forward and committing funds for the document (digital) imaging project to reduce space necessities, increase staff efficiency, and improve how the City functions with regard to records; and supported the potential for leasing a portion of City Hall and /or the upstairs of the Farm Credit building on a short term basis. Action: Mayor Pro Tem Guthrie moved to authorize solicitation of bids for installation of fire sprinklers and communications equipment in the 300 East Branch Street building; direct staff to move forward with the document (digital) imaging project; direct staff to come back with a proposal of what it would cost to move the finance and accounting functions over to the Farm Credit building; move forward with moving the Community Development staff into the Farm Credit building; and bring in an outside leasing agent for leasing all or part of the City Hall building and looking at leasing on a short term basis the upstairs portion of the Farm Credit building. Council Member Costello seconded, and the motion passed on the following roll -call vote: AYES: Guthrie, Costello, Fellows, Ray, Ferrara NOES: None ABSENT: None Minutes: City Council /Redevelopment Meeting Page 8 Tuesday, August 10, 2010 Mayor Ferrara called for a break at 8:30 p.m. The Council reconvened at 8:40 p.m. 11.b. Consideration of Modifications to Neighborhood Services Program. City Manager Adams presented the staff report and recommended the Council: 1) Approve the proposed modifications to the City's Neighborhood Services (code enforcement) program; 2) Adopt a Resolution approving the proposed job classification and description for the Neighborhood Services Technician position; and 3) Approve an appropriation of $5,000 to increase the hours of the part-time Office Assistant II position in the Community Development Department. Council questions and comments ensued regarding the proposed title and responsibilities of the position; coordination of efforts between the Community Development Department Building Division and the Police Department; and funding for the position. Mayor Ferrara invited comments from those in the audience who wished to be heard on the matter, and upon hearing none, he closed the public comment period. Council comments ensued in support of the proposal; that it will enhance public safety; and that it will allow the City to be pro- active in the community. Action: Council Member Costello moved adopt a Resolution as follows: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ADOPTING A JOB DESCRIPTION AND ESTABLISHING A PAY RATE FOR THE NEIGHBORHOOD SERVICES TECHNICIAN POSITION ". Council Member Ray seconded, and the motion passed on the following roll -call vote: AYES: Costello, Ray, Fellows, Guthrie, Ferrara NOES: None ABSENT: None 12. CITY COUNCIL MEMBER REPORTS None. 13. CITY MANAGER ITEMS None. 14. COUNCIL COMMUNICATIONS Mayor Ferrara provided an update on communications that have taken place with the Carpenters Union regarding the banner in front of Doc Burnstein's Ice Cream Lab and that the Union has agreed to take the banner down temporarily. He stated another meeting to discuss the matter would be held tomorrow and hopefully the banner would stay down permanently. Mayor Ferrara provided an update on the Brisco Interchange project and reported that an Alternative plan is being presented which looks favorable. Minutes: City Council/Redevelopment Meeting Page 9 Tuesday, August 10, 2010 15. STAFF COMMUNICATIONS City Manager Adams reported that the City received late notice from the Lucia Mar Unified School District that the YMCA would be taking over the childcare program at Harloe Elementary School this year, which impacted some part -time City employees. He stated that any questions about the Harloe childcare site should be referred to the School District, and that the City would retain its childcare programs at both Branch and Ocean View Elementary Schools. 16. COMMUNITY COMMENTS AND SUGGESTIONS None. 17. ADJOURNMENT Mayor /Chair Ferrar ourned the meeting at 9:00 p.m. Tony Fer , ayor /Chair Chair ATTEST: r / / / Utdeluto.(41„ Kelly We mor,, City Clerk/Agency Secretary (Approved at CC Mtg 4 7" 111 " 2D /e )