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HomeMy WebLinkAbout02-03-2004 Adopted CC MinCLOSED SESSION A closed session was held at 6:30 p.m., regarding: 1. PERSONNEL ~ Government Code Section $49S7.6(a) ~ Conference with Agency Labor Negotiator Richard Ambrose, City Manager - Unrepresented City Employees: Assistant City Manager City Engineer Administrative Analyst ti Administrative Aide Assistant Civil Engineer Administrative Analyst I Associate Civil Engineer Administrative Technician Associate Planner Assistant Planner Recreation Supervisor Community Safety Assistant Senior Administrative Analyst Engineering Technician I Senior Civil Engineer Engineering Technician II Senior Planner Finance Technician I Administrative Services Director Finance Technician II Assistant to the City Manager Heritage Center Director Building Official Information Systems Technician City Clerk Office Assistant I Community Development Director Office Assistant II Economic Development Director Preschool Instructor Finance Manager Public Works Inspector Information Systems Manager Recreation Coordinator Parks & Community Services Director Recreation Technician Parks & Facilities Development ManagerSecre~0y Planning Manager Secretary to the City Manager/Deputy City Clerk Public Works Director Senior Finance Technician Housing Specialist Senior Office Assistant Parks & Community Services Manager Senior Building Inspector larks & Facilities Development Coordinator Heritage & Cultural Arts Supervisor Geographic Information System Coordinator Code Enforcement Officer A regular meeting of the Dublin City Council was held on Tuesday, February 3 2004, in the Council Chambers of the Dublin Civic Center. The meeting was called to order at 7:00 p.m., by Mayor Lockhart. g,O;.L PRESENT: Councilmembers McComick, Oravetz, Sbranfi, Zika and Mayor Lockhart. ABSENT: None. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 42 D,GE OF AnLEGn C The pledge of allegiance to the flag was recited by the Council, Staff and those present. REPORT ON CLOSED SESSION ACTION Mayor Lockhart advised that there was no reportable action. PRESENTATION AND LIVE DEMONS~ON,OF THE WWW.CALOPPS.ORG WEBSiTE 7:01 p.m. 3.I (150-:30) Assistant to the City Manager Julie Carter introduced Mr. Audrey Daniels, Human Resources Director for the City of Foster City. Mr. Daniels presented a live demonstration of the CalOpps Website. CalOpps is an employment Website for use exclusively by public employers in Northern California. Charter member agencies in this consortium include: the Cities of Belmont, Burlingame, Dublin, Foster City, Livermore, San Bruno, San Carlos, San Leandro, San Mateo and the Town of Los Gatos. The Website enables the City to receive resumes and applications from interested candidates 24 hours a day, 7 days a week in a secure environment. The Website provides the City's Personnel Division with the ability to manage and maintain a pool of active resumes and applications, allowing the City to fill vacant positions more quickly and efficiently. In addition to providing the City with a member profile page, the site provides the City with a link back to the City's own Website. The Council and Staff discussed the cost effectiveness of this program. Ms. Carter assured the Council that the cost savings would be significant. Start up was approximately $4,000, with an annual maintenance fee of approximately $1,500 and we are allowed tm!imited job postings on the website. A typical recruitment ad could be as much as $2,000. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 43 7:25 p.m. $.2 (700-10) Parks & Community Services Manager Paul McCreary introduced Lorri Polon, the City's new Events Coordinator. 7:27 p.m. John T, Collins, Sr., Allesheny Drive, reiterated his concerns expressed at past Council meetinss resardin$ the recently adopted On~Street Oversized Vehicle Ordinance, alon$ with the Council's recent attempt to include the area of the proposed Hooters Restaurant in an Historic District. CONSENT CALEND..AR~. 7:$0 p.m. Items 4.1 through 4.7 On motion of Vm. Zika, seconded by Cm. Oravetz and by unanimous vote, the Council took the following actions: Approved (4. I) Minutes of Special Meeting of January 16, and Regular Meeting of January 20, 2004; Adopted (4.2 600-{10) RESOLUTION NO. 15 - 04 APPROVING FINAL MAP FOR TRACT 71 $ 7 (DUBLIN RANCH AREA A-2~ TOLL CA II, LP) and RESOLUTION NO. 1 t3 - 04 APPROVING FINAL MAP FOR TRACT 7138 (DUBLIN RANCH AREA A-3, TOLL CA II, LP) CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 44 and RESOLUTION NO. 17 - 04 ACCEPTANCE OF IN LIEU PARKLAND DEDICATION FEES AND CREDITS FOR TRACTS 7137 & 7138 Adopted (4.3 600-60) RESOLUTION NO. 18 - 04 APPROVING SECOND AMENDMENT TO THE TRACT DEVELOPER AGREEMENT FOR TRACT 7148, DUBLIN RANCH AREA F~ G AND H (TOLL~DUBLIN~ LLC) Adopted (4.4 600-30) RESOLUTION NO. 19 - 04 ACCEPTING IMPROVEMENTS BY SPRINT PCS AT SHANNON COMMUNITY CENTER, AND APPROVING THE AMENDMENT TO THE PCS SITE AGREEMENT FOR THE TELECOMMUNICATION FACILITY AT THE SHANNON COMMUNITY CENTER (SPRINT SPECTRUM, L.P., A DELAWARE LIMITED PARTNERSHIP) Accepted .(4.5 600-30) improvements under the Bus Shelter Fabrication Agreement with artist Dan Dykes; Received (4.6 320-30) the 2na Quarter 2005-2004 Investment Report showing that the City's investment portfolio totals $94,142,682 (market value), with funds during the 2na Quarter invested at an average yield of 2.276%; and Approved (4.7 300-40) the Warrant Register in thc amount of $1,034,302.28. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 45 PUBLIC HEARING - AMENDMENT TO THE DUBLIN MUNICIPAL CODE (DMC) TO ALLOW DOGS TO RUN WITHOUT A LEASH IN ANY AREA DESIGNATED AS A DOG RUN BY THE CITY MANAGER, INCLUDING THE BRAY COMMONS DOG RUN, WHICH IS CURRENTLY UNDER CONSTRUCTION 7:$1 p.m. 6.1 (500-$0) Mayor Lockhart opened the public hearing. Parks & Community Services Manager Paul McCreary presented the Staff Report. This was the second reading of an Ordinance, which was introduced at the January 20, 2004. Bray Commons, which is currently under construction, will include an off-leash dog run. The park is anticipated to open in June 2004. Currently, the Municipal Code prohibits dogs from running at-large in public places, including parks. Thus, the Municipal Code needed to be amended to allow dogs to run without a leash in any area designated as a dog run by the City Manager or his authorized representative. Mayor Lockhart asked if dog size would be limited at Bray Commons due to the size of the dog run. Mr. McCreary advised that size would be limited in that park and signs would be posted. No testimony was entered by any member of the public relative to this issue. Mayor Lockhart closed the public hearing. On motion of Cm. McCormick, seconded by Cm. Oravetz and by unanimous vote, the Council waived the reading and adopted ORDINANCE NO. 03 - 04 ANIENDING DUBLIN MUNICIPAL CODE SECTIONS 5.36.220, 5.36.370 AND 5.100.130 TO ALLOW FOR DOGS TO RUN WITHOUT A LEASH IN ANY AREA DESIGNATED AS A DOG RUN BY THE CITY MANAGER CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 46 PUBHC HEARING - UNDERGROUND UTILITY DISTRICT 2005~01, DOUGHERTY ROAD FROM SIERRA LANE TO DUBLIN BOULEVARD, AND DUBLIN BOULEVARD FROM DUBI,IN COURT TO DOUGHERTY ROAD 7:53 p.m. 6.2 (1020~$0) Mayor Lockhart opened the public hearing. Public Works Director Melissa Morton presented the Staff Report. This is the second public hearing regarding the establishment of an Underground Utility District on Dougherty Road from Sierra Lane to Dublin Boulevard, and on Dublin Boulevard from Dublin Court to Dougherty Road. The first public hearing was held at the January 6, 2004, city Council meeting. The cost of under-grounding the utilities will be paid by Rule 20A Funds. There will be some associated costs, such as installation of street lighting, which will be paid through the Dougherty Road Improvement project. This project is intended to coincide with the Dougherty Road improvements, I~580 to Houston Place. None of the existing businesses within the project limits have overhead services which will be required to be undergrounded. Cm. Sbranti asked how long the process would take and if significant traffic delays were expected. Ms. Morton advised that the current schedule showed that this was a concurrent project. However, because of some of the complications experienced on the Dublin Boulevard widening project, Staff was considering doing the undergrounding prior to the intersection improvements to make for a more smoothly run project. However, as project plans are finalized, both alternatives would be examined and the most expedient and clean moving combination would be chosen. No testimony was entered by any member of the public relative to this issue. Mayor Lockhart closed the public hearing. On motion of Cm. Sbranti, seconded by Cm. McCormick and by unanimous vote, the Council waived the reading and adopted ORDINANCE NO. 04 - 04 ESTABLISHING UNDERGROUND UTILITY DISTRICT 2003-01 ON DOUGHERTY ROAD FROM DUBLIN BOULEVARD TO SIERRA LAND AND ON DUBLIN BOULEVARD FROM DUBLIN COURT TO DOUGHERTY ROAD CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 47 Mayor Loclchart advised that Item $.3 would be heard directly after Item 6.3. PUBLIC HEARING URGENCY ORDINANCE AND ORDINANCE AUTHORIZING GROUND LEASE BY AND BETWEEN THE CITY OF DUBLIN AND DUBLIN SENIOR LIMITED PARTNERSHIP IN CONNECTION WITH ~E CONSTRUCHON OF A 54-UN!T. SENIOR HOUSING DEVEI.OP.MENT 7:37 p.m. 6.3 (600-$0/450-80) Mayor Lockhart opened the public hearing. Sue Bloch, City Attorney's Office, presented the Staff Report. The City of Dublin is the owner of the former library site, located at 7606 Amador Valley Boulevard. The City Council will consider providing a 99-year ground lease to Dublin Senior Limited Partnership (Eden Housing, Inc., General Partner) for the purposes of constructing affordable senior housing. The ground lease provides for payment to the City of one dollar per year, payable in advance, for the 99-year term. In light that a ground lease must be authorized by Ordinance, immediate adoption of an Urgency Ordinance was necessary so that the ground lease may be executed and so that financing may close and construction may commence before the end of February 2004, which will ensure the receipt of the low-income housing tax credits and the project's affordability. Staff also recommended that the City Council concurrently proceed with routine Ordinance procedure in order to assure there could be no question regarding the validity of the approval of the ground lease. Linda Mandolini, Eden Housing, thanked Mayor Ix~ckhart for attending the School Board meeting, during which time Eden Housing's fees were waived. No testimony was entered by any member of the public relative to this issue. Mayor Lockhart closed the public hearing. / On motion of Vm. Zika, seconded by Cm. Oravetz and by unanimous vote, the Council waived the reading and adopted ORDINANCE NO. 05 - 04 AN URGENCY ORDINANCE OF THE CITY OF DUBLIN MAKING HNDINGS AND AUTHORIZING A GROUND LEASE BETWEEN THE CITY OF DUBLIN AND DUBLIN SENIOR LIMITED PARTNERSHIP CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 48 and waived the reading and INTRODUCED the Ordinance authorizing the execution of an identical ground lease between the City of Dublin and Dublin Senior Limited Partnership. APPROVAL OF LOAN~ PROMISSORY NOTE AND DEED OF TRUST FOR DUBLIN SENIOR HOUSING AND AUTHORIZATION TO EXECUTE DOCUMENTS WHICH MAKE THE CITES RIGHT TO REPAYMENT OF THIS LOAN SUBORDINATE TO SE ,N!OR LENDER 7:42 p.m. 8.3 (600-30) Housing Specialist Julia Abdala presented the Staff Report. On September 25~ g002~ the City Council selected Eden Housing~ Inc., to proceed with the development of affordable senior housing at the site of the former library, located at 7606 Amador Valley Boulevard. The City Council will determine whether to provide a loan to Eden Housing~ Inc, to assist in the development of affordable senior housing at this location. City Council authorization to execute the loan agreement~ promissory note and leasehold deed of trust is necessary so that Eden may proceed to secure the remaining funding and begin construction of the project. Cm. McCormick asked about the current balance in the City's Affordable Housing In- Lieu Fee Fund. City Manager Richard Ambrose advised that there was adequate funding~ and several million would be left over to use for other potential projects. Last year finished at approximately $7 million~ and the City still had a loan commitment to Fairway Ranch. cm. Sbranti asked about Eden Housing's repayment structure. Ms. Abdala explained how residual receipts worked and how the reimbursements would be tracked. Ms. Mandolini further explained the repayment plan and advised that there would likely be prepayment if the interest rates remained low. Cm. Sbranti asked for clarification regarding the City being subordinate to Citibank. j :i il illii i i mill i CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 49 Ms. Mandolini advised that the ground lease was not subordinate to Citibank. The repayment of the subordinate loan would be subordinate to Citibank. Citibank has agreed to let the ground lease go first. Ms. Bloch noted that all of the affordability restrictions in the regulatory agreement were duplicated in the ground lease, which was senior ~o Citibank. If there was a foreclosure, the ground lease would stay in place, the City would still control the land and would still have ail the affordability restrictions. On motion of Vm. Zika, seconded by Cm. McCormick and by unanimous vote, the Council adopted RESOLUTION NO. 20 - 04 APPROVING LOAN AGREEMENT AUTHORIZING A LOAN IN THE AMOUNT OF $2,248,248 TO SUPPORT CONSTRUCTION OF AFFORDABLE HOUSING IN THE DUBLIN SENIOR HOUSING APARTMENTS TO BE CONSTRUCTED AT 7606 AMADOR VALLEY BOULEVARD and authorized the Mayor, Mayor Pro Tem or City Manager to sign the Loan Agreement in substantially the form presented; authorized the execution of related documents, including a Subordination Agreement pursuant to which the City's right to repayment of the loan (but not the affordability restrictions) will be subordinate to the senior lender's rights, an Estoppel Certificate and Agreement, and a Reciprocal Easement Agreement; and approved a Budget Change in the amount of $1,738,072, the difference between the amount used by Eden Housing, Inc., under the Predevelopment Loan Agreement and the amount the City has committed to fund toward the Dublin Senior Housing development. PUBLIC HEARING AMENDMENT TO DUBLIN MUNICIPAL CODE TO PROVIDE FOR AN INCREASE IN SALARY FOR MEMBERS OF THE CITY COUNCIL '7:52 p.m. 6.4 (700-20) Mayor Lockhart opened the public hearing. City Manager Richard Ambrose presented the Staff Report. This was the first reading of an Ordinance which would provide for an increase in salary for members of the City Council following the November 2004 election. Council CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 50 salaries would be increased from the current amount of $625.66/month to $687.58/month. The Mayor would receive an additional $100/month. No testimony was entered by any member of the public relative to this issue. Cm. Oravctz advised that he would oppose this Ordinance, as he did every time it was presented, because he felt it was inherently wrong for politicians to vote themselves an increase; and taking a raise during the state budget problem. Self denial of a raise would be more symbolic. It would look bad in the headlines. Thc Council docs deserve a raise, but the Governor is asking everyone to tighten their fiscal belt. Cm. Sbranti asked how the increase schedule worked. Mr. Ambrose explained how the government code mandated Councilmember raises. A current Council cannot vote themselves a pay increase. This increase would pertain to the Council in place after the November 2004 election. Cm. Sbranti stated that Council increases should be commensurate to City employee increases. For example, ff City employee increases average or cap at 5%, so should the Council's increase. Mayor Lockhart stated future Councilmembers should know that they could serve on the City Council and know that some of their expenses would be paid. Even with the proposed increase, the Council receives a relatively small amount for their level of commitment to the City. Cm. McCormick stated that this was an opportunity to encourage younger people and women with childcare expenses to consider public service without having to dip into their personal budget. There may be three different Councilmembers benefiting from this after the November election. On motion of Vm. Zika, seconded by Cm. McCormick and by majority vote (Cm. Oravetz opposed), the Council waived the reading and INTRODUCED the Ordinance amending Section 2.08.020 of the Dublin Municipal Code to provide for an increase in the salary for members of the City Council after the November 2004 election. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 51 APPROVAL OF FENCE DESIGN AND CONTRACT CHANGE ORDER NO. 4 FOR CONTRACT NO. 03~05, ALAMO CREEK BIKE PATH AMADOR VALLEY BOULEVARD TO NORTH CITY LIMITS 8:02 p.m. 7. I (600~35) Public Works Director Melissa Morton presented the Staff Report. At its October 21, 2003, meeting, the City Council directed Staff to install 200 feet of fencing along the creek side of the Alamo Creek bike path directly south of Alamo Creek Park. Council also directed Staff to return to the City Council for approval of the fence design. Cm. McCormick asked ff the area residents had been involved in this issue and knew what the proposed fenced look like. Assistant City Manager Joni Pattillo advised that the residents had been provided copies of the entire Staff Report with pictures of the proposed fencing. To her knowledge, no comments had been received. Cm. Oravetz asked if the condominium residents had been given copies of the report. Ms. Pattillo advised that distribution included all of the people that were outreached in previous correspondence. Vm. Zika asked if there was any break in the 200 feet of fencing. Ms. Morton advised that that was a 20 foot gate included to allow Zone 7 maintenance crews to access the creek during high storm flows. The Council discussed the fence design and agreed that, although not very attractive, it would do the job of keeping people out of the creek. Mayor Lockhart asked if garbage receptacles would be installed along the trail. Ms. Morton advised that trash receptacles were not included in the plan, but the need would be monitored and included if necessary. On motion of Vm. Zika, seconded by Cm. Sbranti and by unanimous vote, the Council approved the proposed fence design, and approved Contract Change Order No. 4 for Contract No. 03~08, Alamo Creek Bike Path - Amador Valley Boulevard to North City Limits. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 52 PUBLIC/SEMI-PUBLIC FACILITIES TASK FORCE REPORT AND RECOMMENDATION TO ADOPT SEMI-PUBLIC FACILITIES POLICY 8:08 p.m. 7.2 (410-20) Associate Planner Pierce Macdonald and Planning Manager Jeri Ram presented the Staff Report. The City Council will consider a report and recommendation from the Public/Semi~ Public Facilities Task Force to adopt a Semi-Public Facilities Policy. This report presents background information of the formation of the Task Force and an analysis of the Task Force's recommendation on the adoption of the policy. Cm. Sbranti asked about the rationale by which the land use formulas were derived. Mayor Lockhart advised that the numbers were derived through the makeup of the Task Force, which had very well~rounded representation. The formula was a reasonable number that the entire Task Force could live with, without overburdening anyone. Mayor Lockhart advised that this was a groundbreaking Task Force and gave much credit to Dublin Staff, who had little previous information to work with. This policy will benefit the community for years to come. Kevin Dug, gan, Semi-Public Facilities Task Force member, advised that the number formula was derived through a lot of compromise. Mayor Lockhart thanked those Task Force members in the audience for their service to the community. On motion of Cm. McCormick, seconded by Mayor Lockhart and by unanimous vote, the Council adopted RESOLUTION NO. 21 - 04 APPROVING A SEMI-PUBLIC FACILITIES POLICY and directed Staff to prepare an Amendment to the General Plan and Specific Plans to include a definition for Semi~Public Facilities. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 53 FOLLOW-UF FROM THE CITY COUNCIL STRATEGIC PLANNING WORKSHOP 8:29 p.m. 7.3 (100-80) City Manager Richard Ambrose presented the Staff Report. At its December 16, 2003 meeting, the City Council approved the selection of Sherry L. Lund Associates to assist the City Council with its Strategic Planning Workshop, which took place on Friday, January 16, 2004. During the Strategic Planning Workshop, the City Council worked on the development of a draft Mission, Vision, and Value Statements for the City of Dublin. The primary focus of the Strategic Planning Workshop was the development of strategies that would provide a focused framework for the City's Goals & Objectives Program and the ultimate allocation of resources for the City over the next 10 years. Cm. McCormick asked how the Values Statement would play into the Goals & Objectives process. Mr. Ambrose advised that it was part of the City's overall Mission Statement and would speak to howDublin does its business, not necessarily wl~atbusiness it does. The document is to be used as a guide. Cm. McCormick asked to add an additional value under "Ensuring a Safe Community," which would promote education programs that help provide safety information to the community. Although Dublin currently provides those services, it can provide more of it and it should be included in the Values Statement. Mr. Ambrose advised that the education component could be highlighted, and clarified that it should read "Provide education and training to residents that would promote public safety." Cm. McCormick concurred. Mayor Lockhart stated that this document would help the Council bring its vision for Dublin into focus. It would be a real advantage to refer to the Vision, Values and Mission as the Council went through the annual Goals & Objectives process. The Council concurred and agreed that this document would help the other Commissions, as well as the entire community. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 54 Cm. McCormick asked if the information would ultimately go on the City's website. Mr. Ambrose indicated yes, and advised that the process would be discussed in depth later in the meeting, as the Council discusses the 2004 Goals & Objectives meeting and Budget Study Session. On motion of Vm. Zika, seconded by Cm. McCormick and by unanimous vote, the Council confirmed the refinement of the City's Mission, Vision, Values, and definition of the Strategies, and Developed Strategic Goals. COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM FOR FISCAL YEAR 2004/2005 PROJECT APPLICATIONS 8:44 p.m. 8. I (480-30) Housing Specialist Julia Abdala presented the Staff Report. The City Council will determine how to allocate $99,108 allocated to the City of Dublin in CDBG funds for Fiscal Year 2004-2005. This year, 10 applications were received requesting CDBG funds. At the same time, the amount of funds available for Dublin decreased. In order to accommodate this reality, Staff recommended funding only those community service providers that were currently funded. Mayor Lockhart noted that Dublin was exempted from the Alameda County Minor Rehabilitation Program last year because Dublin's balance was quite high, and asked if our balance had come down significantly. Ms. Abdala indicated yes, Dublin provided two major rehabilitation projects last year, which took up a large amount. Now Dublin's account was down and the County was requesting that money be put back into it. Bruce Fielder, Dublin Resident, advised that he was present to urge Dublin's continued support of the Meals-on-Wheels program. On motion of Cm. Oravetz, seconded by Cm. Sbranti and by unanimous vote, the Council directed Staff to submit applications for $99,108 in CDBG funding for FY 2004/2005 as follows: Dublin Housing Authority Emergency Vehicle Access Road Repair, $29,791; Annual Contribution toward Acquisition/Rehabilitation of Tri~Valley CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 55 Haven's Sojourner House as agreed in the Participating Jurisdiction Agreement between the Cities of Livermore, Pleasanton, Dublin and County of Alameda, $ 5,42 7; Senior Support Program of the Tri~Valley, $9,500; Tri~Valley Haven Domestic Violence Shelter, $15,000; Spectrum Community Services -Meals on Wheels, $5,000; Easter Seals Bay Area- Kaleidoscope After~School Program, $10,000; Housing Rehabilitation, $17,790; and Program Administration, $6,600. RELOCATION OF ANNUAL HOLIDAY TREE LIGHTING CEREMONY 8:51 p.m. 8.2 (950~40) Parks & Community Services Manager Paul McCreary presented the Staff Report. The annual Holiday Tree Lighting Ceremony was relocated in 2003 to the area next to the new outdoor holiday tree in front of the new Dublin Public Library. After holding the ceremony in the new location, it was discovered at the site was not as conducive as the Civic Center Courtyard for the ceremony due to the freeway noise. Staff recommended, with Parks & Community Services Commission concurrence, that the ceremony be relocated back to the Civic Center Courtyard for the 2004 holiday and continue to light the tree in front of the Library as a second holiday tree that could be viewed by the general public and those passing along the freeway. Cm. McCormick expressed disappointment and concern that the tree in front of the Civic Center was not lighted this past holiday season. It was specifically planted to be a holiday tree for the people of Dublin to view and enjoy from Dublin streets. Mr. McCreary advised that it was actually Staff's plan to light the tree in front of the Library as the outdoor tree for the community instead of lighting the tree in front of the Civic Center, and asked for Council direction. The Council agreed that the tree on Dublin Boulevard should be lit to be viewed by the people of Dublin, as well as the trees in front of the Library and in the Civic Center foyer. Mayor Lockhart asked for Staff to study the feasibility of adding some seating for small children and the elderly to be able to sit comfortably during the long event. Mr. McCreary advised that Staff would look into the suggestion. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 56 Cm. Sbranti asked about the sound system problems experienced during the last event. Mr. McCreary advised that the same sound system was used as in years past; however, several outside factors, such as weather and the electrical system, caused problems. Staff will work more closely in the future with the maintenance crew to make sure the sound system was properly set up. On motion of Cm. Sbranti, seconded by Cm. McCormick and by unanimous vote, the Council directed Staff to relocate the event to the Civic Center Courtyard. Note: Item 8.$ was l~eard a~er Item 5.$. AUTHORIZATION TO SOLICIT THE SERVICES OF A COMMUNICATIONS CONSULTANT TO ASSIST THE CITY AND THE DUBLIN HOUSING AUTHORITY IN STUDYING THE POTENTIAL RENOVATION/REDEVELOPMENT OF THE ARROYO VISTA HOUSING COMPLEX 8:57 p.m. 8.4 (600-40/110~30) City Manager Richard Ambrose presented the Staff Report. The City has provided funding to the Dublin Housing Authority for the purpose of conducting a Planning/Financial Feasibility Study to determine the feasibility of renovating/redeveloping the Arroyo Vista Housing complex. Staff also proposed that the City Council consider providing additional funding to secure the services of a Communications Consultant who specialized in working with residents and housing authorities in these types of studies. Mayor Ix>ckhart asked for Council concurrence to appoint her to participate on the Consultant Selection Committee. Cm. Oravetz asked if it would be appropriate to have one of Arroyo Vista's Resident Council participate in the consultant selection process. Mayor Lockhart stated no, it was important during this whole process that the Housing Authority, the Housing Authority Commission, and Resident Council have their roles in the process, and that the City have a separate role. The City's role would be to select the Communication Consultant because the City of Dublin is paying for the consultant. The CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 57 consultant would then work with the Housing Authority and the Resident Council on the issue. Cm. Oravetz agreed and stated that the utmost should be done to keep the residents informed and involved in the process. Mayor Lock_hart agreed. Vm. Zika asked about a possible HUD regulation that an Arroyo Vista resident brought up at the last Dublin Housing Authority meeting, and asked ff it was correct and applicable. Mr. Ambrose indicated that Housing Authority Director advised that the resident was misinformed and it was not a HUD regulation. Mr. Ambrose further advised that the Resident Council and the residents would certainly be involved every step of the way. However, in order to get the process going and keep the consultant selection apart from actual study, Staff was proposing that the City select the consultant. Vm. Zika stated that the City should respond to the resident's misinformation about HUD regulations and indicate that what she quoted was not applicable to what the City was doing. It was important that the misinformation not be spread throughout the Arroyo Vista community. Mayor Lockhart noted that the Communication Consultant would alleviate many misconceptions. Mr. Ambrose agreed that a consultant who had been involved in public housing renovation projects and who understood public housing and the needs of the residents would provide an important service. Cm. McCormick asked about the selection process timeframe. Mr. Ambrose advised that Staff hoped to report back to the Council at the March 2nd meeting. On motion of Cm. Sbranti, seconded by Vm. Zika and by unanimous vote, the Council authorized Staff to solicit proposals for Consultant Services to assist the Housing Authority in communicating with residents regarding this project; and appoint Mayor Lockhart to serve on the Consultant Selection Panel. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 58 AMENDMENT TO CONSULTING SERVICES AGREEMENT WITH HQE, INC. FOR THE 1-580/SAN RAMON ROAD - FOOTHILL ROAD INTERCHANGE IMPROVEMENTS (MODIFICATION TO SCOPE OF WORK AND ADDITIONAL COMPENSATION) 9:04 p.m. 8.5 (600-30) Public Works Director Melissa Morton presented the Staff Report. On February 1, 2000, the City Council approved a consulting services agreement with HQE, Inc, to prepare the Project Study Report for the I~ 580/San Ramon Road-Foothill Road Interchange Improvement Project. The City Council subsequently approved Amendments 1, 2 and $ to HQE's agreement to prepare the Project Report/Environmental documentation and contract documents, and to provide construction support services. Under Amendment #4, HQE's scope of work is proposed to be expanded to include revising a traffic control plan as it relates to the I~580/San Ramon Road - Foothill Road Interchange Improvements. On motion of Cm. Oravetz, seconded by Cm. McCormick and by unanimous vot% the Council adopted RESOLUTION NO. 22 - 04 APPROVING AMENDMENT NO. 4 TO THE AGREEMENT WITH HQE~ INC, FOR ENGINEERING SERVICES and approved a Budget Change in the amount of $87800. 2004 GOALS & OBJECTIVES MEETING/ BUDGET STUDY SESSION AND COUNCIL/COMMISSION WORKSHOP 9:07 p.m. 8.6 (100-80) City Manager Richard Ambrose presented the Staff Report. Annually, the Dublin City Council has held a special meeting to define the City's. Goals & Objectives for the upcoming year. A new element, a joint Council/Commission Workshop, was added by the City Council to last year's Goals & Objectives process. As the City prepared for the upcoming Goals and Objectives process it will incorporate the Strategic Planning outcomes from the City Council's Strategic Planning Workshop that CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 59 took place on January 16, 2004. The primary work product that was developed in the Strategic Planning Workshop were the six (6) Strategies that will help frame key areas of concentration over the next ten (10) years for the City. The Council will determine the dates, times and meeting logistics of the 2004 Goals & Objectives Meeting/Budget Study Session and Council/Commission Workshop. The Council and Staff discussed the logistics of the new format, and agreed that the Strategic Goals would help the Council focus when setting priorities. The Council discussed and provided Staff with direction related to the following: 1) Council Commission Workshop: a) The same approach established with the inaugural 2003 City Council/Commission Workshop would be used in the 2004 Workshop, with the modification of allowing each Commission with up to 75 minutes to speak; b) The Council would meet with each Commission individually; c) The Advisory Committees to the Parks and Community Services Commission (Senior Advisory and Youth Advisory Committees) would be invited to attend the workshop; d) A facilitator would not be secured; e) The Workshop would be held on Saturday, March 20% starting at 8:00 a.m. with a continental breakfast and ending at approximately 12 noon, followed by lunch. 2) Confirmed the approach proposed by Staff to establish the City's Goals & Objectives for 2004 that takes into consideration the outcomes from the Strategic Planning Workshop. 3) Established that the Goals & Objectives and Budget Study Session would be held on Monday, April 19th at 5:00 p.m. Dinner would be provided prior to the meeting. OTHER BUSINESS 9:28 p.m. Mr. Ambrose advised that the City of Hayward confirmed a special meeting with Assemblywoman Ellen Corbett on February 12, 2004, at 6:30 7:30 p.m. at Hayward City Hall. An agenda will be distributed shortly. Currently, three Councilmembers planned to attend this meeting, which would be posted and open to the public. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 60 Mr. Ambrose advised that the Volunteer Recognition dinner will be held on February 26th at 6:00 p.m. at the Dublin Radisson. Mr. Ambrose advised that the logistics for the March 3rd Senior Center and Senior Housing groundbreakings had been slightly modified. The Senior Center groundbreaking will still occur at 11 :$0 a.m., followed by the Senior Housing groundbreaking at 12 noon. The only change would be in the location of the luncheon hosted by Eden Housing. It was determined that the Library's Community Room would be a more appropriate location, as there would be too much construction dust to have lunch on site. Cm. Oravetz advised that Dublin High School is having its 2na Annual Hall of Fame dinner this Saturday. Tom Mullican and Jack Jordan, both varsity coaches, are being inducted. Vm. Zika attended the dedication of Camp Parks new rifle range. He participated in the Ilene Misheloff walk last Thursday, which was a moving experience. He attended the Congestion Management Agency's meeting last week, during at which time he was advised that there was no money for any of Dublin's projects. Cm. Sbranti indicated that Ilene Misheloff was a classmate of his and the community should continue to pray for her safe return. Cm. McCormick advised that the Tri~Valley Transportation Commission recently passed its Strategic Spending Plan, and had money available for its projects. Mayor Lockhart reported that she attended the U.S. Conference of Mayors in Washington, D.C. Much of the meeting had to do with cultural arts programs and economic development. Ideas were flowing how to do things without a lot of money. She advised that she and Vm. Zika will be meeting with Congressman Pombo later this month to discuss transportation issues and the army base, etc. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 61 ADJOURNMENT 11.1 There being no further business to come before the Council, the meeting was adjourned at 9:$6 p.m. Meeting minutes taken and prepared by Fawn Holman, Deputy City Clerk. CITY COUNCIL MINUTES VOLUME 23 REGULAR MEETING February 3, 2004 PAGE 62