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Home My WebLink About7.1 Establish Housing Commission/Committee CITY CLERK File # D[][!]~-ITla AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 21, 2006 SUBJECT: ATTACHMENTS: RECOMMENDATION: 1 ~. ~ FINANCIAL STATEMENT: DESCRIPTION: Background: Establishment of Housing Commission/Committee Report Prepared by" Jeri Ram, Community Development Director 1 2. 3 City Council Staff Report dated January 17,2006; City Council Minutes dated January 17,2006; City Council Goals and Objectives Workshop Minutes dated February 4, 2006 Receive Staff presentation, Deliberate; and Provide Staff with direction on whether the City Council would like to Staffto proceed with the implementation of the establishment of a Housing Commission/Committee by' A. Indicating the purpose of the Housing Commission/Committee; B. Indicating whether a Commission or Committee should be formed; and, if a Committee is selected indicate: a. Type of Committee; and b. Make up and size of Committee. Sufficient funds have been included in the Fiscal Year 2005 - 2006 budget to fund any of the above options. At the Joint Commission/ City Council Goals and Objectives Workshop in February 2005, the Planning Commission indicated concerns that no commission or committee was working on housing issues for the City Following that meeting, at the City Council's Goals and Objectives meeting in Apri12005, the City Council added a new High Priority to their 2005 Goals and Objectives as follows: "Establish a Housing Commission/Committee" On January 17,2006, the City Council received a Staff Report and heard a presentation by Staff on the establishment of a Housing Commission or Committee (see Attachment I). At the conclusion of that presentation, the City Council requested that each of the existing City Commissions review the Staff COPIES TO: In-House Distribution Page I of4 ITEM NO ::I...-l... K:\HOUSING\Housing Commission\CCSRCommissionscoping3-2 I -06.doc Report as part ofthe Goals and Objectives Workshop on Saturday, February 4,2006. The City Council indicated that it was their desire that each Commission indicate what the Commission thought of the idea of forming a Housing Commission or a Commission to work on housing issues. On February 4,2006, the City Council held a Goals and Objectives workshop with the City's Commission including: . Planning Commission, . Parks and Recreation Commission; and . Heritage and Cultural Arts Commission. As part of the packet for the Workshop, each Commission member received a copy of the Staff Report dated January 17, 2006; Minutes of the City Council Meeting of January 17, 2006, and the January 2006 City of Dublin Housing Newsletter Following the discussion of each Commission's proposed Goals and Objectives for Fiscal Year 2006-2007, the Mayor requested the Commission's input on whether the City should establish a new Commission or Committee to focus on Housing. The Mayor also requested each Commission's input on what the purpose of the Commission or Committee should be (Attachment 3). The general consensus of the comments by the Commissions was that a Housing Committee should be established for a one year period as a pilot program as an advisory body to the Planning Commission. It was also suggested that the group composition be mixed. Analysis: There are several decisions that Staff is requesting the City Council make at this meeting in order to implement the City Council's goal to establish a Housing Commission/Committee as follows: 1 What would be the purpose andfocus of the work of the Housing Commission or Committee? In the City Council Staff Report dated January 17, 2006 (Attachment 1), Staff provided some ideas for the purpose and focus of the new body At the Goals and Objectives Workshop, the various Commissions indicated only that the body should look at "housing issues" The Planning Commission indicated that the body should bring forward new trends and issues to the attention of the Planning Commission. Based on this information Staff suggests that the new body's purpose and scope is as follows: . Provide recommendations on new policies and programs relating to housing; and . Provide recommendations on any amendments to the Inclusionary Ordinance. 2. Does the City Council wish to establish a Housing Commission or a Housing Committee? Staff provided analysis at the January 17, 2006 City Council meeting regarding this option. At that time, it appeared that the City Council was interested in a Housing Committee for a one year pilot program. At the conclusion of the year, City Council could either (1) Evaluate the need for the Committee; (2) Change the Committee into a Commission; or, (3) Determine that a Committee was not necessary and disband it. Past practice has indicated that two of the current Commissions, the Parks and Community Services Commission and the Heritage and Cultural Arts Commission, began as Committees. Page 2 of 4 However, ifit is the City Council's desire to form a Commission at this time, then Staff will prepare the appropriate ordinances and procedures necessary to set up a new Housing Commission. Ifit is the City Council's desire to create a Housing Committee, then Staff requests direction on which ofthe following three types of Committees should be formed. A. Should the Committee be established as a permanent Advisory Committee to either the Planning Commission or City Councilor both? Presently, the City has two advisory committees (the Senior Advisory Committee and the Youth Advisory Committee). Both of these Committees are advisory to the Parks & Recreation Commission and City Council. This Option could be combined with Option "B" below B. Should the Committee be established for a one year pilot program? At the conclusion of a one year time period, Staff could be directed to bring back a report on the progress ofthe Committee. At that time, the City Council could determine whether to continue with the Committee, change the Committee into a Commission, or disband the Committee. As noted, this Option could be combined with Option "A," above. C. Should the Committee be a standing committee that is appointed for a specific time period, with a particular focus, at which time the City Council may choose to disband the Committee. Ifthe City Council desires to have a standing Committee that focuses on a particular issue; then the City Council might want to limit the time period of the Committee. Another alternative might be that the Committee is formed for a set time period. This option could be combined with Option "A" above. D If a Committee Option is desired, what should the size and make up of the Committee be? The Affordable Housing Task Force that was appointed in 2001 included members with a diverse range of interests, a member ofthe City Council, Planning Commission and Chamber of Commerce, and 11 other members of the community It has been Staffs experience with large task forces that not all members attend each meeting. A standing committee would require more commitment and continuity than a task force. Additionally, if there is the possibility that the Committee may turn into a Commission, a successful number has been 5 members. There are two existing committees that are advisory to the Parks and Recreation Commission: the Senior Advisory Committee and the Youth Advisory Committee. Both Committees are formalized in that they have a set number of members and term of service. Each Committee has a Commission liaison and monthly meetings. The Senior Advisory Committee serves a 4 year term and has 5 members. The Youth Advisory Committee serves a 1 year term and has 9 - 13 members (with a 9 member minimum). The size ofY outh Advisory Committee is different because of the need to involve a variety of age groups. If the Committee Option is selected, then Staff requests direction on the size and composition of the Committee. Staff suggests that the Committee include 5 appointed members and a Planning Commission liaison as a non-voting member. Page 3 of 4 The frequency of the meetings (monthly, bimonthly, or quarterly) would depend on the role and purpose of the Committee. Next Steps: If the City Council provides direction that a Commission should be formed, Staffwill prepare the appropriate ordinances and bring the ordinances back to the City Council. Ifthe City Council provides direction that a Committee should be formed, then Staff will begin the process to advertise for new Committee members. The Mayor would nominate the Committee members and the appointments would be approved by the City Council. RECOMMENDATION: It is recommended that the City Council. 1) receive Staff presentation; 2) deliberate; 3) provide Staff with direction on whether the City Council would like Staff to proceed with the implementation ofthe establishment of a Housing Commission/Committee by: A) Indicating the purpose ofthe Housing Commission/Committee; B) Indicating whether a Commission or Committee should be formed; and, if a Committee is selected, indicate: a) Type of Committee; and b) Make up and size of Committee. Page 4 of 4 { of 2' CITY CLERK File # D[!][][Q]-lJ~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 17, 2006 SUBJECT: Establishment of Housing Commission/Committee Report Prepared by: Jeri Ram, Community Development Director ATTACHMENTS: None i~_of (~ 1. 2. 3. Receive Staff presentation; Deliberate; and Provide Staff with direction on whether the City Council would like to Staff to proceed with the implementation of the establishment of a Housing Commission/Committee by indicating preference for a. Option 1, b. Option 2; c. Option 3, d. Option 4, or e. Provide additional direction. RECOMMENDA nON: FINANCIAL STATEMENT: Sufficient funds have been included in the Fiscal Year 2005 - 2006 budget to fund any of the above options. DESCRIPTION: At the Joint Commission/ City Council Goals and Objectives Workshop in February 2005, the Planning Commission indicated concerns that no commission or committee was working on housing issues for the City Following that meeting, at the City Council's Goals and Objectives meeting in April 2005, the City Council added a new High Priority to their 2005 Goals and Objectives as follows: "Establish a Housing Commission/Committee" At the current time, the City of Dublin has in place a Planning Commission. which is the land use body designated under State Law and the City of Dublin Municipal Code to make recommendations on land use decisions to the City Council. The City Council makes the final decision on General Plan Amendments (including amendments to the Housing Element of the General Plan), rezonings and other major land use actions. ________________..__~__.____.~._______.____...._.__..____._.____________________n_.________________.___________-------.------------------..--------------.---- COPIES TO: In-House Distribution Page 1 of? K:IHOUSINGIHousing CommissionlCCSRCommissionscoping 1-17 -06.doc 7.1 5/.P!/ob Attachment 1 .:?of~' In the past, the City Council has appointed various task forces or conunittees to address certain issues that are pending before the City Council. For example, task forces were appointed to address the Downtown, Open Space, Community Facilities and Affordable Housing. During the preparation of the Housing Element that was adopted in June 2003, the City Council appointed a Affordable Housing Task Force for a I year period that included members of the City Council, Planning Commission and interested members of the community. That Housing Task Force also made recommendations on the establishment of priorities for the Inclusionary Zoning Ordinance. After the conclusion of these two items, the Affordable Housing Task Force's duties were completed and the City Council ended and formally recognized the Task Force's contributions. Decision Making: Housing issues that are primarily before the City relate to updating the Housing Element of the General Plan every fi ve years; implementing the Inclusionary Ordinance by working with developers; partnering with non-profits (such as Eden) to participate in building affordable housing; and developing programs, such as the First Time Homebuyer Program. There are several different types of decision making relating to housing issues. . Policy decisions relating to housing issues are made by the City Council; . Amendments to various planning documents relating to housing are approved by the City Council upon recommendation by the Planning Commission; . A Task Force has also been used on specific issues to provide advice to the City Council; and . Staff routinely makes decisions relating to the implementation of programs that have been approved by the City Council. Table One, below, illustrates the types of decisions that are made relating to housing in the City of Dublin: Type otDedsicm General Plan Amendments to Housing Element DeveiI?P~t of new . tli.c:;;'~-~)firgt ~.c .~t'~l'.6'-.\ . ,.. .tilJle hom~yert e Commerci81Nexus .". i;:F:ee, priority system),;:- Distribution and make up of units in subdivisions Vari.ati~S ~ rnclusi~ary ontinance Table One Decision Maker on Housing Issues $iaft " '.nn11llt:, :;(;ommilj,!!D Recommend to City Council ~~Ji: ,",- ",;, .., ;~~ .. NQtes,,..,,~ :~- Reports prepared to Planning Commission and City Council Approval Body A Taskforce was used in the Housing Element Update 1"~:F()r($$ "', 'were.usel1for ' development~ these prQgral1i,.i Reports 'prepared for''':: Task}i'o~s,PI~ eoi!on.ission end City,. Coiincil;~; ~=;. ~.;];;., :~';':: .- ,; .~;:!~ ~ '" Ajpro~Body~j) ":;,Oili: Set forth in Inclusionary Ordinance. Implemented by Staff. Reports~:to "City COu~~' ,. ~cA '_~.... ~;~4;. ~1~1~~ :..,:;~, .-; :~r' Page 2 of? ''l'ype ~~IOD Reports prepared to Planning Commission and City Council Set fordlin IJJcl~ <>rainan.~ ApptQv~ ",' , byCity':Managenjd' Cii&' Afiqiney. :.?i; :stall,. Amendments to Inclusionary Ordinance ~le HoUSing APihents. ,~!t:;', :'~ "..... l'IijijdDg ~D Recommend to City Council Ci.b' GJ;lneU'~ _3of;<./ 'Notes:,. -' ': Approval Body ':'1- Standl,lrd~tm, " a~ed:J)x .c City~! .., .~;:. . . ....... ~ "... .lE> ~"., ~.- ~ To assist the City Council in determining the appropriate body to work on housing issues, Staff did a survey of other jurisdictions to determine what types of decisions or issues Housing Commissions/Committees are responsible for (see Table Two below): Table Two Survey of Cities Relating to Housing Commission/Committees AgeDC~' Pleasanton MenIQPark Li vermore ~ ." Redwood City sanRatiton 0- .;--.:.:: ;?. Brentwood S~,!'te Clai.!~;, !;:' ,...", ~., ~~~~~ .;;~,-~ Walnut Creek Type~fBQdy ,~ (ConimIssiOn/~mmlttee) Housing Commission .HGtisingeommissiQit -....,; Human Services Commission Hoij\\ngl~ H~~W Se:tY;ices~ommissiQll ..n". ; ," _.!~ Housing & Human Services Commission .HOusingAdvjory~ Coonnit:tee ,~-' Housing Subcommittee Housin$ RelJaGilitation Loan COnurlittee " Housing Sub-Committee of City Council ~ ~oIiidlo..~jS8 iiiS, awt........ . I. .. 'in' ;fi3..... . . .~ .' .,~ "..",. .J~P PlU'I)lllML :Jiody.. ~'~ ..;.. ~l~.:i-. ;~t-. _f~~"; ~:: Review Affordable Housing Agreements, review CnBG and all grant funding programs, review lottery or process for how BMR unit applicants are selected, reviewed Staff s monitoring process for BMR unit ownership over time. All ~Agreenints. With DevJllo~ Rcivi~ws~y poli~using isJue8. ;;,: '>, c; Mostly CnBG grant review. Affordable Housing Agreements. Adv~-~cCou!jCil~exi~&.p.oteItij!tl ~: policJe.31lnd otheihOusing iS$~; R~w~ CDBGt. applil.1~tiOns. - -. ;;' c. Reviews CDBG applications. Affordable housing advocacy, recommends policy changes relative to land use issues and affordable housing issues. .. Advisory ooay totd1eP1anning eommillSion f!>f ~~: review and ~velopmenl of~:projams.. Revie1i\lf! distribution $BMR iulils withinne\li deyt;lopmentil~ Advisory body to the City Council. Reviews Affordable Housing Agreements and amendments to Affordable Housing Agreements. Reviews new subdivisions to give suggestions for compliance with the regional growth management plan. Reviews distribution of BMR units within new developments. Rili,ews loaaapplicl!tigns ~ hom<;improvemen~ . Rcffiews cFJ13G appli~oD~ ' ~;~ .;.,; .';'t- :..",- .~ "-. ,.~..;~, .~:f"~~ I'" ",,,,,,;. Implementation and interpretation of lnc1usionary Zoning Ordinance. Page 3 of? L-(oF21 ~~~~J:~~~~:~~~; =~~f~;t2~~ J*~;;;:2E2~:- ~-;-~:,~~::~{p~ ~~~.~~~~i~~::;~;~~ -;;:~:~:;:;~#~~~:s~~~~~~:~J~\~~~~:~ m:~]~~~:~[g~~r~ifi~~..~ ~Iti-::::~$~~i~~~~~~~~~l~~~ ';~;:i~~::,~J:;~~~~~~?~;~~~~~1 Concord None Newark None ;~~~'~~~;, ~~~~~~;~~~ ;~~-.;r~~f~~~~~:~~;;:-S;; Five of the cities surveyed had Housing Commissions or Housing and Human Services Commissions. There does not appear to be a difference in the scope of the responsibility of the commissions. The five commissions review housing issues and CDBG applications. Some of the cities surveyed, such as Danville, Walnut Creek, Concord, Piedmont, Newark and Albany do not have a Housing Commission or Committee. These cities stated that in-house Staff (Housing Staff or Planning Department Staff) reviews housing issues thilt arise. Issues that are not resolved by Staff or are policy issues are either reviewed by the Planning Commission or forwarded directly to the City Council. Four of the cities had housing committees. Some of the cities that had committees established committees or task forces for specific purposes. Others used the committee structure and the responsibilities of the committees were similar to those in other cities that had Housing Commissions. A focused committee, as shown in some of the examples in Table Two above, has the benefit of allowing the city to select individuals to serve on the committees with specific knowledge about the topic being studied. In addition, if a committee is formed for a particular issue or focus with a limited time period; then once the issue is completed, the committee work can end. When another issue comes up, a new committee can be formed. This type of committee structure is what the City of Dublin has been utilizing for many years. Example include the Commercial Nexus Task Force; Open Space Task Force; Downtown Task Force; Village Parkway Task Force; Affordable Housing Task Force; and Community Facilities Task Force. Many of the cities surveyed noted that the commission or committee reviewed affordable housing agreements. The City of Dublin has developed a boilerplate agreement that was approved by the City Council to be signed by Staff. The intent of the City Council was that the development process should not be slowed down by items that could be handled at an administrative level. It is important for the City Council to decide what types of actions or tasks the new Commission or Committee will have and then determine the type of body that would best meet the Council's goal. The following list includes possible responsibilities for a Commission or Committee: Purpose of Commission/Committee I Provide recommendations to the City Council for new policies and programs relating to housing; 2. Provide recommendations to the Planning Commission and City Council on updates to the Housing Element of the General Plan (next update due in 2009); 3. Provide recommendations on amendments to the Inc1usionary Ordinance; 4 Provide recommendations for projects that request variances from the Inclusionary Ordinance; 5. Provide recommendations to the Planning Commission on the distribution of affordable housing in new developments; and/or 6. Review and recommend to the City Council funding requests for CDBG. The decision on the role of the Housing Committee/Commission could have impacts on the speed in which development projects are processed in the City. Currently, all projects are heard by either the Planning Commission, or the Planning Commission and City Council. If the City Council were to Page 4 of7 tJof 2.1 establish a new body that was charged with either number 4 or 5, it would add another step (and therefore approximately one month) to the development process. Based on the City Council's decision on what the purpose and role of the new Commission/Committee would be, there are several directions that the City Council could take to achieve the goal of creating a Housing Commission/Committee. Each of these options has different factors to consider in terms of benefits and other considerations as follows: Option 1. Establish a Housing Commission. The City Council could determine to set up a new Commission that focused on housing issues. A sub- option to this approach is to set up a new Commission that would focus on housing and other issues to be identified by the City Council. The primary benefits of this approach include: . A message would be sent to the community that the City places a high priority on housing issues; . The City Council could appoint people with special expertise in the housing area (those same people could also be appointed to the Planning and Housing Commission under Option 2); and . A Commission could be established that included Housing as well as other interest areas the City Council may want to include. Other possible effects of this approach include: . Another Commission would require an ongoing fiscal commitment from the City: o Training of Commission (including conferences); o City Attorney participation; o Overtime for staff and additional evening meetings for Staff; and . A decision to establish a Commission is final and not flexible. Commissions are established by Ordinance and have a defined set of duties and responsibilities; . Memberships on Commissions are not as flexible as memberships of task forces or committees. Generally, Commissioners are appointed for terms by the Mayor. For example, Planning Commissioners are appointed for 4 year terms. Members on CommitteeslTask Forces are also appointments, but since task forces and committees are generally for specific issues and time periods, the terms are shorter (generally membership runs until the reason for the task force or committee is completed); and . Should the City Council desire to include another committee or commission in the development process (such as reviewing the distribution of units within a subdivision), it would delay approval and building of development proposals by adding another step and additional time in the process. Option 2. Change the name and focus of the ''Planning Commission" to "Planning and Housing Conunission" . The Planning Commission is the State mandated planning body for the City As such, the majority of land use decisions are required to be reviewed by the Planning Commission prior to going to the City Council. If the City Council wanted to change the emphasis of the Commission to address more housing issues, those issues could be brought before the Planning and Housing Commission rather than convene a special task force or committee. The primary benefits of this approach include: Page 5 of7 h of:z..1 · A message would be sent to the community that the City places a high priority on housing issues and that housing issues should be fully integrated into the land use planning and development process; · The Planning Commission is familiar with land use and housing policies, the development process of the City and how new issues would fit into the overall land use environment of the City; · The development process (and development of new affordable housing) would not be slowed down by adding another review commission in the City approval process; and · Additional staffing would not be required for facilitating another commission, committee or task force. Other possible effects of this approach include: · If there are special issues that need to be addressed, such as the development of a new program, the Commission may need to meet more frequently or have longer meetings to keep up with other development applications; . More meetings would require more staff time (however, no more than the other options listed below); and · Having one Commission would not increase the number of people working on affordable housing issues in the community. Option 3. Establish a Housing Committee or Task Force. The City Council could determine that a Housing Committee or Task Force be formed to address specific housing issues that the City Council could identify at this meeting. The primary benefits of this approach include: · The goal of the committee/task force could be a focused issue or issues and task force participants could be sought with specific expertise in the topic (for example, there were different types of participants on the Commercial Nexus Task Force and the Affordable Housing Task Force); · Setting up the scope of the committee or task force is flexible. The Council could determine that the task force or committee could be for a limited time period (such as the previous Housing Task Force that was for a 1 year period). The Committee/fask Force could be disbanded when not needed; · There is no ordinance requirement to set up a task force or committee (no development of charter or rules of operation); · While there are staff time commitments with this option (preparing for the meeting, facilitating the meeting and preparing minutes); the commitment is not as intense as with a Commission that has regular required meetings; and · There are no ongoing fiscal commitments of the City as the CommitteeITask Force can be paused or disbanded at the City Council's pleasure. Other possible effects of this approach include: · A committee or task force does have impacts on staffing as meetings must be noticed, organized, reports prepared, meetings facilitated and minutes prepared; and · Should the City Council desire to include another committee or commission in the development process (such as reviewing the distribution of units within a subdivision), it would delay approval and building of development proposals by adding another step in the process. Page 6 of7 7of:Zf Option 4. Establish a Housing Committee as a One.Year PIlot Program. This Option is the same as Option 3, above; however, in this Option, Staff would bring back a report in one year to the City Council on the Housing Committee. At that time the City Council could determine if the Committee should continue, be modified or developed into a Housing Commission. CONCLUSION: The Staff Report includes several options for the implementation of the City Council's goal of establishing a Housing Commission or Committee. Following the City Council's discussion and direction, Staff will return to the City Council with the necessary documents to implement either Option 1, 2.30r4. RECOMMENDATION: It is recommended that the City Council: 1) receive Staff presentation; 2) deliberate; 3) provide Staff with direction on whether the City Council would like Staff to proceed with the implementation of the establishment of a Housing Commission/Committee by indicating a preference for a) Option 1 , b) Option 2; c) Option 3; d) Option 4, or e) Provide additional direction. Page 7 of? '3 " f.,). / . Establishment of Housing Commission/Committee 9:30 p.m. 8.2 (I 10-10) Community Development Director Jeri Ram presented the Staff Report and advised that, at its April 2005 Goals & Objectives meeting, the City Council added a high priority goal to establish a Housing Commission/Committee. As a result, Staff prepared four options related to the formation of a Housing Commission/Committee for Council consideration: #1) Establish a Housing Commission; #2) Change the name and the focus of the "Planning Commission" to "Planning and Housing Commission;" #3) Establish a Housing Committee or Taskforce; and #4) Establish a Housing Committee as a One-Year Pilot Program. Mayor Lockhart suggested that Staff receive Council comment tonight; however, bring the issue back before the Council for consideration when all five members present. She noted that a joint Council/Commissions Goals & Objectives Workshop was scheduled for February 4th and recommended that Commission input on this issue be obtained during that meeting, as they could provide valuable insight into the process. She advised that she was leaning toward a Committee instead of a Commission because a Committee could be established for a certain period. of time with set parameters to study what the City really wanted to know about, such as affordable housing. The Committee mix could include a variety of many people from the community with different points of view. Option #4, the Committee as a one-year pilot program, was her preference. If, after a year, it was determined to be beneficial, the Committee could be continued. The Committee's feedback would help determine whether the City was heading in the right direction as to affordable housing, as well as determine if this would become an ongoing process. Establishing a Commission would be a very expensive and time-consuming endeavor, and may not be necessary. Vm. Oravetz concurred with Mayor Lockhart and advised that he was amenable to Option #3 or Option #4. A Committee was much less final than a Commission and much more flexible. The City has had great success with other Committees and Taskforces that were formed for a specific purpose. Cm. Hildenbrand advised that she favored Option #4. If it was determined that the program should be continued, she envisioned it becoming an Advisory Committee to the Planning Commission. As a participant on the Housing Taskforce, she learned a lot from all of the different people who participated. It would be beneficial to open the doors to DUBLIN CITY COUNCIL MINUTES VOLUME 25 REGULAR MEETING January 17,2006 PAGE 29 ~ ATTACHMENT 2 q of .2-1 many other people at different levels. A time-specific, task-specific committee should be considered with, perhaps a two-year commitment. The Committee could convene only when a specific task was presented, and re-convene as needed during the two-year timeframe. Cm. Zika agreed with Cm. Hildenbrand, and advised that, although he was not certain what the Committee would do, he was willing to try it for a year. There was not enough CDBG money to worry about putting it to a Committee, and the Council had already determined that it preferred to review agreements to make certain the Affordable Housing Program went forward. Mayor Lockhart suggested that Staff include several types of issues a Housing Committee might deal with in the next Staff Report to come before the Council. It seemed that it would be mostly related to affordable housing. The idea of having more residents in the community participate, learn, and provide valuable feedback was the most valuable facet of the Committee. Cm. Zika asked that the four options be made available to the Planning Commission for comment. Mayor Lockhart stated reiterated her desire to receive feedback from each of the Commissions at the February 4th Goals & Objectives workshop. She would like to hear from the Senior Advisory Committee, too. City Manager Ambrose clarified that the Council's direction was to continue this item to a Council meeting in March to allow for the discussion with each of the Commissions at the February 4th workshop. The Council concurred. On motion of Mayor Lockhart, seconded by Vm. Oravetz and by unanimous vote (Cm. McCormick absent), the City Council directed Staff to include this issue on the February 4, 2006, Council/Commissions Goals & Objectives Workshop Agenda, and to prepare a follow-up Staff Report for Council consideration at meeting in March 2006. . DUBLIN CITY COUNCIL MINUTES VOLUME 25 REGULAR MEETING January 17,2006 PAGE 30 ~ /OofJ.I . SPECIAL MEETING - RBRUAR~ 4. 2006 A special joint meeting; (Goals & Objectives Workshop) of the Dublin City Council, Planning Commission, Parks & Community Services Commission, and Heritage & Cultural Arts Commission, was held on Saturday, February 4, 2006, in the Regional Meeting; Room of the Dublin Civic Center. The meeting was called to order at 9:04 a.m., by Mayor Lockhart. . ROLL CALL PRESENT: Councilmembers Hildenbrand, McCormick, Oravetz, Zika, and Mayor Lockhart Planning Commissioners Biddle, Fasulkey, King, Schaub, and Wehrenberg Parks & Community Services Commissioners Cain, Flores, Guariel1.ti, Hart, and Jones Heritage & Cultural Arts Commissioners Acuff, Fasulkey, Mack, Vonheeder- Leopold and White ABSENT: Parks & Community Services Commissioner Muetterties Heritage and Cultural Arts Commissioners Halket and Lussie . I. WELCOME Mayor Lockhart welcomed the Planning Commission, Park & Community Services Commission, Heritage & Cultural Arts Commission, Staff and members of the public to the Goals & Objectives Workshop. Mayor Lockhart reviewed ground rules, indicating that the purpose of this meeting was to provide each Commission an opportunity to have a dialogue with the City Council regards those goals and objectives related to their respective area of responsibility. This information will assist the City Council as they consider the City's 2006-2007 Goals & Objectives. Program in March. The discussion at this meeting would initially focus on those objectives in which the priority of the CITY COUNCIL MINl.fTES VOLUME 23 SPECIAL MEETING February 4, 2006 PAGE 34 Attachment 3 /{of21 Commission differed from City Staff and any new objectives proposed by the Commission. as well as how those objectives related to the 2006 Strategic Plan update. At the end of each session, discussion would take place regarding the possible creation of a Housing Commission/Committee, which wasn't part of the 2005-2006 Goals & Objectives Program. The Council was interested in feedback from each of the Commissions. City Manager Richard Ambrose presented a PowerPoint presentation, in lieu of a Staff Report, to review the City's Strategic Plan, Mission Statement, Vision, Strategies. He detailed the City's accomplishments in relation to these strategies. II. PLANNING COMMISSION/DISCUSSION OF GOALS & OBJECTIVES The Council and Commission discussed the proposed objectives for accomplishing each of the plAnning Commission's goals, focusing primarily on those goals in which the Staff and Commission rankmgs differed. Planning Commission Chair Schaub advised that, during the course of this year, the Commission wanted to focus on Dublin's character and sense of community from a PlAnning standpoint. Goal #1: IMPLEMENT RESIDENTIAL PLANNED DEVELOPMENT AND INVESTIGATE OPPORTUNITIES TO CREATE A NEW VILLAGE IN EASTERN DUBLIN TRANSIT CENTER Chair Schaub asked Staff to define this goal because it was his belief this goal had been completed. City Manager Ambrose and Community Development Director Ram advised that a portion of this goal had been completed, but the balance of components of the Center were still in progress. CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2006 PAGE 35 /?-of.;zl Goal #3: COMPLETE GPA STUDY ON THE TRANSPORTATION CORRIDOR RIGHT -OF- WAY Community Development Director Ram explained that the Planning Commission had ranked this goal as Medium, whereas Staff had ranked it High. because it was a CIty Attorney mandated goal. As such, the Planning Commission did not give it one of its limited High priorities. The Commission concurred and suggested including the words "Union Pacific" in the description to better identify the goal. Mayor Lockhart and Staff concurred. The Commission asked if this goal included the traffic impacts that would be a result of the Dublin High expansion. The Commission, Council and Staff briefly discussed the potential traffic impacts of the High School expansion. Staffhad been in contact with the Dublin Unified School District (DUSD) on the issue, and the topic would also be included on an upcoming DublinlDUSD Liaison Committee meeting agenda. The Commission discussed the goal and agreed to change its priority ranking of thIs goal from Medium to High. Goal #8' COMPLETE SCARLETT COURT SPECIFIC PLAN Chair Schaub stated the Planning Commission believed Scarlett Court was complete; therefore, the Commission ranked this goal as Delete. Community Development Director Ram explained that Staff ranked it as High because there were some things that could still be done, such as streetscape and signage, if the Council so desired. Mayor Lockhart concurred that the work on Scarlett Court had not been completed, as evidenced by the one-year time period the City gave the businesses to complete CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2006 PAGE 36 130f,,21 the work and failed to do so. The Specific Plan completed; since this area was freeway frontage, it represented the look of the community. Cm. Zika noted that it was better to let the businesses know what was required of them and then let the businesses complete those items. City Manager Ambrose explained how the land use of the property in that area could be changed. The Commission discussed the goal and agreed to change its priority ranking from Delete to High. Goal #10: COORDINATE GENERAL PLAN WORKSHOP WITH CITY COUNClLJPLANNING COMMISSION Chair Schaub explained that the Commission ranked this Low, as opposed to Staff s ranking of Medium, because it wanted to explore the feasibility of doing this differently by spending time on Specific Plans rather than the General Plan. Mayor Lockhart stated that this goal was carryover from about four years ago. Goal #12: STUDY IMPACTS OF DEVELOPING CITY ORDINANCE BANNING ANY FUTURE DRIVE-THROUGH ELEMENT ON RESTAURANTS OR ESTABLISHlNG AN ADDITIONAL FEE TO FUND CLEAN AIR PROGRAMS IN THE CITY Cm. McCormick stated that the reason for this goal was to cut back on cars idling in drive throughs, which leads to poor air quality. Mayor Lockhart noted that this goal would have more impact in the eastern part of the City as build-out occurs. Community Development Director Ram discussed the possibility of prohibiting drive- throughs in each PD, and City Staff could continue to discourage drive-throughs for CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2006 PAGE 37 l'-fiJf) \ established businesses. Business owners currently need Planning Collllllission and City Council approval for drive-tbroughs. City Manager Ambrose stated that the City had not approved any drive tbroughs since this practice had been established. The Phmning Commission discussed potential noise and traffic issues related to this goal and suggested waiting to deal with this issue until it came up. Goal #13. INVESTIGATE PARKING AND ACCESS ALTERNATIVES FOR VILLAGE PARKWAY SPECIFIC PLAN AREA Chair Schaub stated that the Planning Commission ranked this Low/Delete, as opposed to Staff's ranking of Medium, because progress might be made by combining discussions on this goal with discussions regarding the bordering area's Specific Plan. Mayor Lockhart stated that this goal was put in the Program about 5 years ago, and its intent was for future traffic issues that might arise with new establishments in the area. City Manager Ambrose advised that the Village Parkway Specific Plan did not really accomplish the goal that the Council was looking for because the property owners were opposed to change. The Council had previously decided to wait until the properties were ready to turnover, which had not yet happened. Mayor Lockhart suggested the goal remain to let evexyone know it was something to work on in the future. Goal #14' DEVELOP CITY COMPREHENSIVE TELECOMMUNICATIONS POLICY Commissioner Fasulkey distributed and discussed the Planning Commission's wnte- up on this goal, which started with an Antenna Ordinance. CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2006 PAGE 38 l?tJ !;z. I City Manager Ambrose added that, because of a ruling in another California city, Dublin might have to revisit its Wireless Ordinance as part of its Municipal Code update - to detennine who had regulatory authority over what. The City needed to have a better understanding of where this industry was going. The Commission proposed funding to provide a consultant to represent the City's best interests, also development of an Advisory Committee to negotiate with the telecommunications providers. The 1996 Telecommunications Act put the ground rules in place for CitIes to negotiate franchise agreements for cable television. A few years ago, the City took the position that it was better to negotiate as a Valley rather than as an individual City because the Cities would have more clout as a group. The Cities collectively hired a consultant to represent them, as well as hired legal counsel. The landscape had changed and the Council would need to reconsider its position. as the providers do not want to serve everyone and were putting more pressure on cities to get out of their way. The Council will consider an item on its February 7, 2006 Agenda regarding the City's position on the issue The Council, Commission and Staff briefly discussed the issue and agreed that there would be a need for more action. The Commission reiterated the importance of an Advisory Committee and consultant for telecommunication negotiations. Goal #18 HOLD STUDY SESSION WITH CITY COUNCIL TO DISCUSS HOW DUBLIN BL YD. WILL LOOK AND FEEL FROM SCHAEFER ROAD TO FALLON ROAD The Commission asked Staff to confirm that Goals #16 and #17, related to the look and feel of other portions of Dublin Boulevard, would be rolled into Goal # 18. Staff confirmed that Goal #18 did include those portions of Dublin Boulevard referred to in Goals # 16 and # 17 Chair Schaub asked if the look of five-story buildings on both sides of Dublin Blvd. was what the City wanted. CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2006 PAGE 39 /fo of ".2 ( Mayor Lockhart advised that a previous Planning Commission bad discussed that issue, and she was now more interested in the west side of Dublin Boulevard. She suggested that this goal might be better dealt with as a workshop since the Commission had numerous varied questions about different Specific Plans. The Council and Commission agreed to hold a workshop with the current City Council's input. Mayor Lockhart asked for the Planning Commission's input on the concept of a Housing Commission/Committee. The Commission advised that it was in favor of an Advisory Committee to the Planning Commission. City Manager Ambrose explained the difference between Departmental Goals versus Commission Goals and stated that Depar1IIl.ent Goals were also carried over to the next year if incomplete. . Mayor Lockhart called fora short recess at 10: 17 a,m. The meeting reconvened at 10:26 a.m. . III. PARKS & COMMUNITY SERVICES COMMISSION/DISCUSSION OF GOALS & OBJECTIVES The Council and Commission discussed the proposed objectives for accomplishing each of the Parks & Community Service Commission's goals, focusing primarily on those goals in which the Staff and Commission rankings differed, as well as an additional objective proposed by the Parks & Community Service Commission. Goal #11 ASSESS POTENTIAL FOR JOINT PROJECTI FACILITY IMPROVEMENTS AT DUBLIN HIGH SCHOOL CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2QQ6 PAGE 40 17of;l./ Parks & Community Services Commission Chair Bores stated there was little cooperation from DUSD regarding this goal. Mayor Lockhart asked how Joint Use Agreement discussions were going with DUSD. Parks & Community Services Director Diane Lowart stated she hoped there would be a positive change with the new DUSD administration. City Manager Ambrose stated that this specific goal was related to the future improvements at Dublin High School, not Joint Use Agreements in general. The Council and Commission discussed the issues associated with scheduling school facilities. Parks & Community Services Director Lowart reiterated the importance of working with DUSD to enable City scheduling of school facilities. Mayor Lockhart suggested adding an item addressing the Joint Use Agreement to a future City/DUSD Liaison Committee meeting agenda. Cm. Hildenbrand concurred. City Manager Ambrose stated that Joint Use Agreements between the two parties benefited the City by adding 43 acres of parkland to City figures. Mayor Lockhart suggested the City continue to participate in discussions related to joint projects. Goal #12 SECURE FUNDING AND PURSUE CONSTRUCTION OF THE DOUGHERTY~LSDOGPARK Commissioner Jones discussed the addition by the Commission of Goal #12 and suggested renumbering it to Goal #2. City Manager Ambrose explained that funding for this goal was in the Capital Improvement Program (CIP) and it was now a matter of the Council looking at the CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETrNG February 4,2006 PAGE 41 /<601:2{ entire budget and detemrining whether the City had the resources to move forward with construction in 2005-2006. Chair Flores addressed the possibility of community funding for amenities such as benches and fountains. Staff stated that the Rotary Club had already approached the City with an offer of funding. Goal #6 WORK WITH EBRPD TO COMPLETE NEGOTIATIONS FOR LAND ACOUISmON IN THE WESTERN HILLS FOR AN OPEN SPACE AREA Goal # 7 IDENTIFY AND SECURE SOURCES OF FUNDING FOR LAND ACOUISITION IN THE WESTERN HILLS FOR AN OPEN SPACE AREA Goal #8' UPON COMPLETION OF LAND ACOUISmON IN THE WESTERN HILLS. COMPLETE AN OPEN SPACE MASTER PLAN AND APPROPRIATE CEOA DOCUMENTS The Commission stated that is was in agreement with Staff rankings on Goals #6, #7 and #8 regarding Open Space, as these are ranked Medium for now, but would like to see them ranked as High once the property owners were willing to participate. Mayor Lockhart asked for the Parks & Community Services Commission's input on the concept of a Housmg Commission/Committee. The Commission stated that it had the input of the Senior Advisory Committee and felt a Housing Committee could be similar in reporting to the Planning Commission. It should be mixed members, and have a one-year trial period. . CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2006 PAGE 42 190f.21 Mayor Lockhart called for a short recess at 10:48 a.m. The meeting reconvened at 10:56 a.m. .d IV. HERITAGE & CULTURAL ARTS COMMISSION/DISCUSSION OF GOALS & OBJECTIVES The Council and Commission discussed the proposed objectives for accomplishing each of the Heritage & Cultural Arts Commission's goals, focusing primarily on those goals in which the Staff and Commission rankings differed. Goal #8 SUHMIT APPLICATION FOR CALIFORNIA CULTURAL HISTORIC ENDOWMENT GRANT FOR DUBLIN mSTORlC PARK PROJECT Vice-Chair Mack stated the Commission ranked this goal as High, as opposed to Staff's ranking of Medium., because the Commission intended to submit an application, depending on criteria, for funding for cost of the acquisition of real property and cost of construction of capital projects in the spring of 2007. Staff advised that they ranked it Medium because they were not aware of the criteria for the funding; however, were willing to change the ranking to High if the criterion was applicable. Goal #12: COORDINATE ONE NEW VISUAL ARTS EXHIBIT AT THE CIVIC PLAZA SENIOR CENTER. OR LIBRARY Commissioner Mack discussed the Commission's ranking of High, versus Staff's ranking of Medium for this goal, in order to have additional art displays in Dublin. Heritage & Cultural Arts Supervisor John Hartnett stated security of displays was an ISSue. CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2006 PAGE 43 20 of;},' Mayor Lockhart asked if there was anything the City could do to have more secure space to display visual arts. City Manager Ambrose discussed the lack of space for display cases and storage of cases at City facilities. Mayor Lockhart asked if City Staff was considering more storage space in new City facility designs. Parks & Community Services Director Lowart stated that Staff was phmning for more storage at the new Shannon Center. Cm. Zika suggested the possibility of additional display cases at the Senior Center. Commissioner Acuff discussed borrowing an exhibition from a museum, renting display cases and hiring security guards. Mayor Lockhart stated the City had discussed borrowing exhibits before. Chair Vonheeder-Leopold stated the reason the Commission ranked this goal as High was because of the need to keep art very visible for people to think about it. The Council and Commission mscussed the issue and agreed that mscussion would continue related to borrowing exhibits, as well as continuing to lend City art collections to different City businesses for display. Goal #9: DETERMINE THE FUTURE LOCATION AND USE OF THE ANTONE SCHOOL (WALLIS PROPERTY) Parks & Community Director Lowart advised that the Antone School would be moved to the Wallis Ranch Project by the developer Mayor Lockhart discussed ber attendance at a meeting in Sacramento where the old St. Raymond Church and Cemetery were approved for National Register of Histone CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2006 PAGE 44 .,( 10 f ..21 Landmarks. Staff was still working on the Old Murray Schoolhouse approval because it had been moved from its original site. Heritage & Cultural Arts Supervisor Hartnett commended Heritage Center Director Elizabeth Isles for her work on the application process. The Council and Commission agreed that Ms. Isles was a valuable resource for the community Mayor Lockhart asked for the Heritage & Cultural Arts Commission's input on the concept of a Housing Commission/Committee. The Commission supported the Advisory Committee concept and agreed with a trial period for the committee. Chair Vonheeder-Leopold discussed TV-30's interest in acquiring the old Dublin Senior Center site for its studio, and encouraged the City to support bringing TV-3D to Dublin. TV-3D had outgrown its current space and liked the centra1location of Dublin. Mayor Lockhart suggested putting this item on the upcoming CitylDUSD Liaison Committee meeting agenda, as the old Senior Center site was owned by the School District. .. There being no further business to come before the Council, Mayor Lockhart thanked the Commissioners and Staff for their partlcipation, and adjourned the meeting at 11 :29 a.m, to the next regularly scheduled City Council meeting to be held Tuesday, February 7, 2006, at 7:00 p.m. in the Council Chambers located at 100 Civic Plaza, Dublin. .. Meeting minutes taken and prepared by Caroline Soto, Deputy City Clerk. AITEST: Mayor City Clerk CITY COUNCIL MINUTES VOLUME 23 SPECIAL MEETING February 4, 2Q06 PAGE 45