HomeMy WebLinkAboutItem 4.1 Draft 3-3-12 & 4-3-12 Min~~~~ Off' nU~~~
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DATE:
TO:
FROM:
STAFF REPORT
CITY COUNCIL
CITY CLERK
File # 610-10
April 17, 2012
Honorable Mayor and City Councilmembers
~~
Joni Pattillo, City Manager ° ~'
SUBJECT: Minutes of the Adjourned Regular City Council Meeting of March 3, 2012 and the
Regular City Council Meeting of April 3, 2012
Prepared by Caroline P. Soto, City Clerk
EXECUTIVE SUMMARY:
The City Council will consider the approval of the minutes of the Adjourned Regular City Council
Meeting of March 3, 2012 and the Regular City Council Meeting of April 3, 2012.
FINANCIAL IMPACT:
None.
RECOMMENDATION:
Approve the minutes of the Adjourned Regular City Council Meeting of March 3, 2012 and the
Regular City Council Meeting of April 3, 2012.
~~Fg r 7
Submitted By
City Clerk
DESCRIPTION:
~,
Reviewed By
Assistant City Manager
The City Council will consider the approval of the minutes of the Adjourned Regular City Council
Meeting of March 3, 2012 and the Regular City Council Meeting of April 3, 2012.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Draft March 3, 2012 City Council Minutes
2. Draft April 3, 2012 City Council Minutes
Page 1 of 1 ITEM NO. 4.1
Or' DU~~ j~ MINUTES OF THE CITY COUNCIL
``, OF THE CITY OF DUBLIN
8Z
\~ . ~i/ ADJOURNED REGULAR MEETING MARCH 3, 2012
An adjourned regular meeting of the Dublin City Council was held on Saturday, March 3, 2012,
in the Regional Meeting Room of the Dublin Civic Center. The meeting was called to order at
9:04 a.m., by Mayor Sbranti.
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ROLL CALL
PRESENT: Councilmembers Biddle, Hart, Hildenbrand, Swalwell, and Mayor Sbranti
ABSENT:
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PLEDGE OF ALLEGIANCE
The pledge of allegiance to the flag was recited by the City Council, Staff, and those present.
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Public Comments
9:05 a.m. 3.1
Sheila Jessup-Schwartz, Dublin Resident, spoke on the need for additional dog parks in Dublin.
She requested that Dublin consider one or more dog parks in east Dublin.
CONSENT CALENDAR -None
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WRITTEN COMMUNICATIONS -None
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PUBLIC HEARINGS -None
DUBLIN CITY COUNCIL MINUTES 1
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UNFINISHED BUSINESS -None
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NEW BUSINESS
Fiscal Year 2011 - 2012 Mid-Year Budget Report and December 2011 Quarterly Report of
Financial Activities
9:09 a.m. 8.1
Administrative Services Director Paul Rankin presented the Staff Report and advised that Staff
had prepared a detailed Mid-Year Budget Review to identify any material deviations from the
adopted Fiscal Year 2011-2012 Budget. The primary focus of the report was on the General
Fund, which accounts for the majority of city operations. Staff had identified proposed
adjustments to Revenue and Expenditures. This item also provided the report of the financial
statements for the period ending December 31, 2011.
Mr. Rankin explained that financial data was limited, only one quarter of real data was
available. Staff would need to rely on projections and estimates.
Mr. Rankin explained that the State had a structural deficit, and there were concerns about the
state budget and potential future impacts to the City.
Mr. Rankin explained that with Building Permit fees, many of the permits pulled today would
incur expenses in the next fiscal year. The revenue was recognized in this fiscal year.
City Manager Pattillo explained that fees were collected now on work that would be done one to
two years later. The City Council established a reserve to ensure that there would be no big
fluctuations in future expenses.
Mayor Sbranti asked where the one million dollar increase in revenue, would go.
City Manager Pattillo explained that the revenue would go into the Service Continuity Reserve;
the collection of fees doesn't always occur in the same year expenses are incurred, this
Reserve allows for a smooth approach to expenses in later years.
On motion of Councilmember Biddle, seconded by Vice Mayor Hart, and by unanimous vote,
the City Council received the Report as authorized by Section 41004 of the California
Government code; and approved the Budget Changes.
Mayor Sbranti asked about the budgeted revenues and expenditures on Attachment 6.
DUBLIN CITY COUNCIL MINUTES 2
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Mr. Rankin explained that transfers were budgeted, using General Fund money to build a
capital project.
Fiscal Year 2012-2013 Community Grants Program Subcommittee Funding
Recommendations for Community Support Grants
9: 25 a. m. 8.2
Amy Cunningham, Budget Manager/Assistant to the City Manager presented the Staff Report
and advised that the City Council was being asked to provide direction on Community Support
Grant Program funding recommendations as part of the Fiscal Year 2012-2013 budget process.
The City's Council's recommendations would be included in the Fiscal Year 2012-2013 and
2014-2014 Preliminary Budget. Final organization funding consideration would occur at the
City Council Budget Hearing on June 19, 2012.
Ms. Cunningham stated that 24 applications from 19 organizations were received, and one
organization withdrew their funding request.
Ms. Cunningham stated that the on-line grant application process was implemented this year
and Staff received positive feedback.
Barbara Bernstein, representative for Eden Information & Referral, stated that her
organization's funding request of $10,000 was reduced by the Subcommittee to $5,000 and she
was requesting that the City Council consider funding the full $10,000. She explained the
services that Eden Information & Referral provides to the community.
Mayor Sbranti supported the increase of funding.
Vm. Hart supported raising the General Fund total to $125,000 to accommodate the additional
$5,000 request to Eden Information & Referral.
City Manager Pattillo clarified that for Fiscal Year 2013-2014 the funding limit is $120,000.
$125,000 for Fiscal Year 2012-2013 is a one year exception to the approved program funding
limit.
On motion of Vm. Hart and seconded by Cm. Swalwell, and by unanimous vote, the City
Council received the report, discussed the Subcommittee's funding recommendation, supported
the Subcommittee's recommendation and approved the of $5,000 increase to Eden Information
& Referral with funds coming from the General Fund, and clarified that funds for Fiscal Year
2013-2014 would be $120,000.
DUBLIN CITY COUNCIL MINUTES 3
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Mayor Sbranti suggested that a representative from 2-1-1 be invited to attend the future Human
Services Task Force meetings.
Community Fiscal Strategy Forums and Developing Long-Term Fiscal Sustainability
9:51 a.m. 8.3
Amy Cunningham, Budget Manager/Assistant to the City Manager presented the Staff Report
and advised that this report provided information about the recent Community Fiscal Strategy
Forums and developing long-term fiscal sustainability.
Ms. Cunningham explained that the Forum was asked to focus on 15 categories. The
categories represent General Fund supported activities.
Vm. Hart was surprised at how the Forum rated Fire services.
City Manager Pattillo explained that the community feels safe. Police and Fire were well
received and respected. The group was pleased that Alameda County Fire Department was
supplying services.
Vm. Hart asked about the perception of Library services.
City Manager Pattillo explained that she believed that there was a strong contingent from the
Library community.
Cm. Hildenbrand was surprised that there was no concern for parks development
City Manager explained that the Forum was the first entrance into the community to ask these
questions. The idea of the Forum was to connect with the community to ask how the City is
doing. The Forum consisted of 51 people that were selected because they have been involved
in Dublin 101, Inside Dublin, and the community.
Mayor Sbranti stated that this was the first year of the Forum and he believed there would be a
broader participation in the future. He valued the input received from the Forum.
Mayor Sbranti discussed the Library services and stated that this was one area that was most
noticable. Cuts were made to Library services, and hours. It would make sense to new
residents that Library hours would be restored to what they used to be.
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City Manager Pattillo explained that the City currently funds 14 hours which amounts to a half
million dollars, and supplies the Library building. She explained that the hours are mainly
employee salaries and benefits.
Cm. Biddle stated that having 51 people in the Forum was a good turnout and felt that the
group would grow in the future.
Cm. Hart stated he feels that the Forum recognized that the City is run very well by Staff, and
all departments.
Ctiy Manager Pattillo stated that the Forum felt that in order to have long term sustainability, the
investment in Economic Development is imperative.
Mayor Sbranti asked about Disaster Preparedness.
City Manager Pattillo explained that the Forum realized that this was not a matter that there
might be a disaster, it's a matter of when, and the reliance is more on public safety. The Forum
realized that the best way to support Fire and Police is to be prepared as individuals.
Ms. Cunningham stated that the Forum realized that the community needs additional outreach
and education in disaster preparedness.
Vm. Hart asked if the Forum was informed as to why the City Council was not involved in the
Forum sessions.
City Manager Pattillo explained that it was well received by the Forum that the City Council did
not participation because they wanted to hear a different perspective without moving the group
off point.
Cm. Hildenbrand would like to see opportunities for new residents to be involved to understand
their needs, so that there would be a comparison with long-term residents.
Cm. Hildenbrand suggested a webinar format for any future forum meetings.
Vm. Hart stated that the City did a good job in keeping the community infored by e-mail, flyers,
and the website.
City Manager Pattillo provided information about the City's efforts to develop long-term
sustainability and discussed anticipated future trends for revenues and expenses that would
impact the City's fiscal outlook.
The City Council received the report.
DUBLIN CITY COUNCIL MINUTES 5
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10:34 Mayor Sbranti called a break.
10:44 The meeting convened with four Councilmembers present.
10:46 Cm. Swalwell joined the meeting.
Fiscal Year 2012-2013 and 2013-2014 Budget Study Session: City Council Direction on
Budget Preparation
10:44 a. m. 8.4
City Manager Pattillo presented the Staff Report and advised that the City Council would
provide specific direction on items to be evaluated as part of the preparation of the Fiscal Year
2012-2013 and 2013-2014 Preliminary Budget. A Budget Issues Worksheet with attachments
was included with the Staff Report to focus on key decision points and future initiatives. The
Worksheet requests direction from the City Council on budget balancing measures.
City Manager Pattillo presented the following Worksheets to the City Council for their specific
direction:
Citv Council Budaet Issue Worksheet Fiscal Year 2012-2013 and 2013-2014
1. Operating Expenditures
For FY 2012-2013 and 2013-2014, Staff proposed to continue to look for additional
organizational efficiencies in order to maintain the current level of service for the public. If
additional measures were necessary to develop a balance budget for FY 2012-2013 and 2013-
2014, Staff proposed that one or more of the following solutions be implemented:
1. Further restructuring of the organization to meet current and future business needs and
alignment with the Strategic Plan.
2. Consideration of additional deferrals of General Fund Capital Projects to later years.
3. Continued streamlining of operational service levels.
4. Consideration of revenue enhancements.
5. Utilization of Economic Stability Reserves, if necessary.
Does the City Council support the proposed actions/steps to develop a balanced budget?
Yes - by consensus
Mayor Sbranti asked what capital projects will be coming up in the next 2 years.
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City Manager Pattillo explained that with the acquisition of 84 Lumber and the National Food
Lab Building, money would be needed to bring the buildings to City standards.
Service Level Changes
For the purpose of developing the Fiscal Year 2012-2013 and 2013-2014 Operating Budgets,
are the service level modifications, including reduction, elimination, or enhancement of any
services or projects, that the City Council would like Staff to evaluate?
Suggestions for Service Level Changes/Items to be evaluated:
1. Evaluate expanding Library operating hours.
2. Evaluate public safety service levels.
3. Evaluate prior service level reductions to determine whether any areas should be
restored, specifically related to infrastructure preservation.
Key Initiatives for Fiscal Year 2012-2013 and 2013-2014
To the extent the proposed Fiscal Year 2012-2013 and 2013-2014 Key Initiatives related to the
Strategic Plan or City Manager Operational Work Plan required additional resources not
included in the current baseline budget, should Staff explore costs and impacts associated with
the initiatives listed in Exhibit A. Additional cost and impact information on the identified Key
Initiatives would be brought forward at the April 18, 2012 Budget Study Session for further
consideration and potential inclusion in the Preliminary Budget.
City Manager Pattillo re-emphasized that the proposed Key Initiatives support the Strategic
Plan.
By consensus, the City Council supported the proposed General Government Key Initiatives.
Additional City Council Initiatives:
• None
Mayor Sbranti spoke about the Tri-Valley Mayors' desire to continue to explore joint state
lobbying efforts. He indicated that this is not currently an initiative.
By consensus the City Council supported the proposed the Public Safety Key Initiatives.
Additional City Council Initiatives:
1. Promote Disaster Preparedness programming for the community.
2. Develop Disaster Preparedness exercise that includes School District participation.
DUBLIN CITY COUNCIL MINUTES 7
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3. Explore opportunities for a Public Safety Open House (with Police/Sheriff and Fire
facility participation).
By consensus, the City Council supported the proposed Transportation Initiatives.
Additional City Council Initiatives:
• None
Vice Mayor Hart spoke about exploring remedies to the traffic flow issues at St. Raymond's
around Shannon Park during school drop-off/pick-up and Sunday services. City Manager
Pattillo advised that the Traffic Safety Committee has been studying this issue and is in the
process of identifying options for further consideration.
By consensus, the City Council supported the proposed Health and Welfare Initiatives.
Additional City Council Initiatives:
• None
By consensus, the City Council supported the proposed Culture and Leisure Services
Initiatives.
Additional City Council Initiatives:
1. Develop a Health and Wellness Task Force (involving different levels of the community)
to create a healthy city blueprint /plan.
2. Explore future opportunities for a large dog park in Eastern Dublin.
By consensus, the City Council supported the proposed Community Development Initiatives.
Additional City Council Initiatives:
1. Analyze City's infrastructure to determine gaps in pedestrian connectivity and related
costs to construct the new infrastructure.
Mayor Sbranti spoke about the possibility of exploring opportunities for an entertainment venue
/ convention center as part of the Economic Development Strategy. He also spoke of the desire
to work with i-GATE to determine the City's current and future role in the program.
1. RESERVES
If necessary, should the use of Reserves be inclusive of operating costs, as well as capital
costs and/or other one-time expenditures.
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No-by consensus
Cm. Biddle stated he would like to know if Staff is being overloaded, or if the City is incurring
extra costs by utilizing consultants so that initiatives can be prioritized.
2. Capital Improvement Programs
Charts provided in the attached Excerpt Summary Tables from the Five Year Capital
Improvement Program 2010-2015 (Fiscal Year 2011-2012 Update) included a summary of the
capital improvements adopted as part of the City's current Capital Improvement Program.
Staff would be preparing a new Capital Improvement Program for the next five years (2012-
2017) and may need to recommend timing and adjustments of projects in order to align them
with available funding for both construction and ongoing operations. These recommendations
would also take into consideration whether the project was essential to the protection of public
health and safety, preservation of infrastructure, and other priority factors. Of those projects
currently identified in the Five Year Capital Improvement Program, are there any other projects
that should be considered for funding?
Adjustments to the Five Year Capital Improvement Program for Fiscal Years 2012-2017
1. Fallon Sports Park: Determine feasibility and cost of constructing restroom, ball field,
and soccer field.
2. Dublin Historic Park and Museums: Determine feasibility and cost of accelerating the
cemetery expansion phase
_.....,
City Manager Pattillo commended Amy Cunningham and the Executive Staff for their hard work.
_....i
ADJOURNMENT
10.1
There being no further business to come before the City Council, the meeting was adjourned at
12:02 p.m. in memory of Staff Sgt. Sean Diamond and our fallen troops.
Minutes prepared by Gloria McCafferty, Acting Administrative Technician
DUBLIN CITY COUNCIL MINUTES
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Mayor
ATTEST:
City Clerk
DUBLIN CITY COUNCIL MINUTES
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Or' DU~~ j~ MINUTES OF THE CITY COUNCIL
``, OF THE CITY OF DUBLIN
8Z
\~ . ~~/ REGULAR MEETING April 3, 2012
CLOSED SESSION
A closed session was held at 6:30 p.m., regarding:
CONFERENCE WITH REAL PROPERTY NEGOTIATORS
Property: Portion of Dublin Boulevard right of way fronting 11501 Dublin Boulevard
Agency Negotiator: Chris Foss, Assistant City Manager
Negotiating Parties: Ring Family Revocable Trust and the Davies Family Revocable Trust
Under Negotiation: Price and Terms of Payment
..,
A regular meeting of the Dublin City Council was held on Tuesday, April 3, 2012, in the City
Council Chambers of the Dublin Civic Center. The meeting was called to order at 7:00 p.m., by
Mayor Sbranti.
..,
ROLL CALL
PRESENT: Councilmembers Biddle, Hildenbrand, Swalwell, and Mayor Sbranti
ABSENT: Vice Mayor Hart
PLEDGE OF ALLEGIANCE
The pledge of allegiance to the flag was recited by the City Council, Staff and those present.
REPORT ON CLOSED SESSION ACTION
Mayor Sbranti stated there was no reportable action during Closed Session.
DUBLIN CITY COUNCIL MINUTES
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1
ORAL COMMUNICATIONS
Certificate of Recognition for the Dublin Stealth Soccer Team
7:00:13 PM 3.1
The City Council presented a Certificate of Recognition to the Dublin Stealth Soccer Team on
their recent accomplishments.
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Approval of the Alameda County 2012 Transportation Expenditure Plan and
Recommendation for the Board of Supervisors to Place an Extension and
Augmentation of the Existing Transportation Sales Tax on the November 6, 2012 Ballot
7:06:46 PM 3.2
On motion of Cm. Biddle, seconded by Cm. Swalwell and by unanimous vote (Vm. Hart absent),
the City Council adopted
RESOLUTION NO. 38 - 12
APPROVING THE 2012 ALAMEDA COUNTY TRANSPORTATION EXPENDITURE PLAN
and requested that the Alameda County Board of Supervisors place it on the November 6,
2012, ballot.
_....i
Public Comments
7:40:44 PM 3.3
Roxanne Lindsay, Tri-Valley Community Outreach representative for the Altamont Commuter
Express (ACE) Train, provided public comments regarding the ACE Train.
Dave Campbell, East Bay Bicycle Coalition Program Director, provided public comments on
Bike to Work Day.
CONSENT CALENDAR
7:52:13 PM Items 4.1 through 4.6
DUBLIN CITY COUNCIL MINUTES 2
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Mayor Sbranti pulled Item 4.6 for further discussion.
On motion of Cm. Biddle, seconded by Cm. Hildenbrand and by unanimous vote (Vm. Hart
absent), the City Council took the following actions:
Approved (4.1) Minutes of the Regular City Council meeting of March 20, 2012.
Adopted (4.2)
RESOLUTION NO. 39- 12
AWARDING CONTRACT NO. 12-04, CIVIC CENTER
GENERATOR INSTALLATION, TO ERA CONSTRUCTION, INC.
Adopted (4.3)
RESOLUTION NO. 40 - 12
AUTHORIZING A WAIVER OF THE FORMAL BID REQUIREMENTS AND THE PURCHASE
OF DIGITAL RADIOS AND EQUIPMENT FROM RED CLOUD, INC.
and approved the budget change.
Adopted (4.4)
RESOLUTION NO. 41 - 12
AWARDING CONTRACT NO. 12-02, FISCAL YEAR 2011-2012 ANNUAL SIDEWALK
SAFETY REPAIR PROGRAM AND CURB RAMP INSTALLATION TO AJW CONSTRUCTION
and authorized the City Manager to approve a negotiated Change Order in an amount not to
exceed $30,000 CMATIP Funds for Sierra Court sidewalk gap closure project, as well as
contract changes based on quantities not to exceed $8,084 for Project 949103 and not to
exceed $1,950 for Project 939103; and approve the budget change.
Accepted (4.5) the improvements under the 2011 Annual Slurry Seal Program and released
retention after 35 days if there are no subcontractor claims.
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On motion of Mayor Sbranti, seconded by Cm. Hildenbrand and by unanimous vote (Vm. Hart
absent), the City Council adopted
DUBLIN CITY COUNCIL MINUTES 3
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RESOLUTION NO. 42 - 12
WAIVING THE COMPETITIVE BID PROCESS, AUTHORIZING STAFF TO PURCHASE
PUBLIC WORKS VEHICLES DIRECTLY FROM THE VENDOR, AND DECLARING
REPLACED VEHICLES AS SURPLUS PROPERTY
and asked that Staff review the City's purchasing policy in regard to using local vendors.
WRITTEN COMMUNICATIONS -None.
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PUBLIC HEARINGS
Weeds and Combustible Refuse Abatement Order
7:54:32 PM 6.1
Mayor Sbranti opened the public hearing.
No testimony was received by any member of the public relative to this issue.
Mayor Sbranti closed the public hearing.
On motion of Cm. Hildenbrand, seconded by Cm. Biddle and by unanimous vote (Vm. Hart
absent), the City Council directed Staff to continue the weed abatement process.
_....i
UNFINISHED BUSINESS -None.
NEW BUSINESS
Sunset of Temporary Suspension of the Public Art Requirement for Residential Projects
7:56:49 PM 8.1
On motion of Cm. Biddle, seconded by Cm. Swalwell and by unanimous vote (Vm. Hart absent),
the City Council directed Staff to allow the temporary ordinance to expire on May 19, 2012.
DUBLIN CITY COUNCIL MINUTES 4
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Report on 2012 Dublin Pride Week Activities
8:00:35 PM 8.2
The City Council received the 2012 Dublin Pride Week activities report.
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OTHER BUSINESS
8:07:58 PM
Brief information only reports from Council and/or Staff, including Committee Reports and
Reports by Council related to meetings attended at City expense (AB 1234).
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ADJOURNMENT
10.1
There being no further business to come before the City Council, the meeting was adjourned at
8:19:30 PM in memory of Staff Sgt. Sean Diamond and our fallen troops.
Minutes prepared by Caroline P. Soto, City Clerk.
Mayor
ATTEST:
City Clerk
DUBLIN CITY COUNCIL MINUTES
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