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SANTA ROSA CITY COUNCIL AGENDA AND SUMMARY REPORT
REGULAR MEETING
CITY HALL, 100 SANTA ROSA AVENUE
MAY 1, 2012

3:30 P.M. (MAYOR’S CONFERENCE ROOM, ROOM 10)

1. CALL TO ORDER AND ROLL CALL

2. ANNOUNCEMENT OF CLOSED SESSION ITEM(S) IN MAYOR’S CONFERENCE ROOM (ROOM 10, CITY HALL)

2.1 PUBLIC COMMENT ON CLOSED SESSION ITEMS

Prior to adjournment into Closed Session, the public may speak up to three minutes on items to be addressed in Closed Session.

2.2 ADJOURN TO CLOSED SESSION IN MAYOR’S CONFERENCE ROOM

2.3 CONFERENCE WITH LABOR NEGOTIATORS

Agency Designated Representatives: Fran Elm, Human Resources Director, Chris Sliz, Employee Relations Manager and Jennifer Phillips, Assistant City Manager.
Employee Organizations:  Santa Rosa Firefighters Association – Local 1401 (representing City Employee Unit 2); Operating Engineers Local 3, Maintenance and Utility System Operators (Employee Units 3 and 16); Santa Rosa City Employees Association (Employee Units 4, 6, 7); Santa Rosa Police Officers Association, (Employee Unit 5); Service Employees International Union Local 1021, (Employee Units 8 and 14); Public Safety Management Association (Employee Unit 9); Santa Rosa City Attorneys’ Association (Employee Unit 17), Santa Rosa Management Association (Employee Unit 18). 

2.4 ADJOURN CLOSED SESSION(S) AND RECONVENE TO OPEN SESSION IN THE COUNCIL CHAMBER

3. STUDY SESSION -- NONE 

4:00 P.M. (CITY COUNCIL CHAMBER)

4. ANNOUNCEMENT OF ROLL CALL

5. REPORT, IF ANY, ON STUDY AND CLOSED SESSION(S)

6. PROCLAMATIONS/PRESENTATIONS 

6.1 PROCLAMATION -- COMMUNITY ACTION MONTH

6.2 PROCLAMATION -- WATER AWARENESS MONTH

6.3 PROCLAMATION -- BIKE TO WORK DAY

6.4 PRESENTATION -- CALIFORNIA PARKS AND RECREATION SOCIETY AWARD OF EXCELLENCE FOR DETURK ROUND BARN FACILITY DESIGN 

6.5 PRESENTATION -- CALIFORNIA PARKS AND RECREATION SOCIETY "CHAMPION OF THE COMMUNITY" AWARD TO MAGDALENA RIDLEY 

PUBLIC COMMENTS ON AGENDA ITEMS:  Except for public hearing items, comments from the public will be allowed on all agenda items at the time each item is called. Comments on public hearing items may be made when the hearing is opened.
PUBLIC COMMENTS ON NON-AGENDA ITEMS:  Comments from the public on non-agenda items will be heard under Agenda Item 15.

7. STAFF BRIEFINGS 

This time is reserved for City staff to provide a five-minute briefing to the Council on departmental issues of interest.  No action will be taken on these matters except to possibly place a particular item on a future agenda for Council consideration.

7.1 WATER-USE EFFICIENCY AWARDS

Staff will be presenting the Water-Use Efficiency Residential and Business Awards.

7.2 SHORT RANGE TRANSIT PLAN OUTREACH PROGRAM 

The 2012 Short-Range Transit Plan (SRTP) is a management and policy document for Santa Rosa CityBus and paratransit services that satisfy regional and federal transit planning and programming requirements. The Transportation and Public Work’s Transit Department staff will host two public outreach meetings to solicit ideas and feedback for the Draft plan from a variety of members of the general public. The input from these two public outreach meetings will help craft the Draft SRTP, which is due to the Metropolitan Transportation Commission (MTC) by July 2, 2012. 

The two meetings will be held on Monday, May 21 and Tuesday, May 22 in the late afternoon/early evening. The chosen locations, to be determined, will be transit accessible. Announcements for the meetings will be posted on our transit vehicles and notices sent to a variety of community organizations in the coming weeks. We will host two more public outreach meetings as we work through recommendations. Staff will be bringing these recommendations to the City Council later this year. 

8. APPROVAL OF MINUTES – None 

9. MAYOR'S/COUNCILMEMBERS’ REPORTS 

9.1 STATEMENTS OF ABSTENTION BY COUNCILMEMBERS 

9.2 MAYOR /COUNCILMEMBERS’ REPORTS 

9.3 REPORTS BY MAYOR/COUNCILMEMBERS REGARDING VARIOUS AGENCY MEETINGS ATTENDED AND POSSIBLE COUNCIL DIRECTION TO ITS REPRESENTATIVES ON PENDING ISSUES BEFORE SUCH BOARDS (IF NEEDED) 

• Sonoma County Transportation Authority (SCTA) 

• Sonoma County Water Agency (SCWA) – Water Advisory Committee 

• Solid Waste Advisory Group (SWAG) 

• Association of Bay Area Governments (ABAG) 

• Other 

9.4 APPOINTMENTS TO BOARDS AND COMMISSIONS 

Council may vote to approve appointments to the follow Committee: 

• Art in Public Places Committee for two at-large members for the remainder of two four-year terms to expire December 2014. 

10. CITY MANAGER'S/CITY ATTORNEY’S REPORTS  

11. CONSENT ITEMS 

11.1 RESOLUTION -- APPROVAL OF AMENDMENT NO. 2 TO CITY MANAGER EMPLOYMENT AGREEMENT ACCEPTING SALARY CONCESSIONS FROM THE CITY MANAGER FOR FISCAL YEAR 2012/2013  

This resolution, recommended by the Human Resources Department, approves Amendment No. 2 to the Employment Agreement of the City Manager accepting salary concessions from the City Manager for Fiscal Year 2012/2013. 

11.2 RESOLUTION -- APPROVAL OF AMENDMENT NO. 4 TO CITY ATTORNEY EMPLOYMENT AGREEMENT ACCEPTING SALARY CONCESSIONS FROM THE CITY ATTORNEY FOR FISCAL YEAR 2012-2013  

This resolution, recommended by the Human Resources Department, approves Amendment No. 4 to the Employment Agreement of the City Attorney accepting salary concessions from the City Attorney for Fiscal Year 2012/2013.  

11.3 RESOLUTION -- SUPPORT FOR LIFELINE TRANSPORTATION PROGRAM FUNDING APPLICATION FOR FEDERAL JOB ACCESS AND REVERSE COMMUTE (JARC) FUNDS  

This resolution, recommended by the Transportation and Public Works Department: 1) authorizes the Transportation and Public Works Department to file an application with the Sonoma County Transportation Authority for $405,987 in JARC funding under the Lifeline Transportation Program to support implementation of the CityBus Enhanced Automated Vehicle Location (AVL) System; 2) authorizes the Director of Transportation and Public Works, or designee, to execute any actions necessary for this application and the acceptance of these funds, including filing an amendment to the FY 11-12 TDA Article IV claim, subject to approval by the City Attorney; and 3) authorizes the Chief Financial Officer to increase revenues in Fund 1651, Account 4418 (JARC) by $405,987 and Account 4409 (TDA IV Capital) by $111,294, and appropriations in JL Key 45039 titled “Fixed Route AVL System” by $517,281. 

11.4 RESOLUTION -- SUPPORT FOR LIFELINE TRANSPORTATION PROGRAM FUNDING APPLICATION FOR STATE TRANSIT ASSISTANCE (STA) FUNDS 

This resolution, recommended by the Transportation and Public Works Department: 1) authorizes the Transportation and Public Works Department to file an application with the Sonoma County Transportation Authority for $520,074 in STA funding under the Lifeline Transportation Program to support operation of CityBus Roseland routes; 2) authorizes the Director of Transportation and Public Works, or designee, to execute any actions necessary for this application and the acceptance of these funds, subject to approval by the City Attorney; and 3) authorizes the Chief Financial Officer to increase revenue in revenue object 4407 by $520,074. 

11.5  RESOLUTION -- AGREEMENTS FOR PROFESSIONAL SERVICES TO ENGINEERING 

This resolution, recommended by the Transportation and Public Works Department: 1) approves the Master Professional Services Agreement (MPSA) with GHD Inc., and authorizes the Director of Transportation and Public Works (Director) to execute the MPSA; 2) approves four novation agreements with GHD Inc., and authorizes the Director to execute the novation agreements; and 3) directs staff to include project work orders issued to GHD Inc., in the cumulative $4 million not to exceed sum authorized in Resolution No. 28002. 

11.6 RESOLUTION -- DELEGATION OF AUTHORITY FOR INDUSTRIAL DISABILITY RETIREMENT AND APPEALS   

This resolution, recommended by the Human Resources Department, reaffirms the delegation of responsibility for initiation and determination of industrial disability retirements and creation of the appeal procedure to the City Manager and/or Risk Manager, as appropriate; and the responsibility for conducting appeal hearings to the Administrative Law Judge of the Office of Administrative Hearings.  It is further recommended that the Council adopt the decision of the Administrative Law Judge as final. 

(THE COUNCIL MAY RECESS DURING THE EVENING FOR 30 MINUTES FOR A DINNER BREAK) 

12. REPORT ITEMS 

12.1 REPORT -- SECOND AMENDMENT TO AGREEMENT BETWEEN THE CITY OF SANTA ROSA AND THE COUNTY OF SONOMA FOR THE FUNDING OF OPERATIONS AT SAMUEL L. JONES HALL HOMELESS SHELTER 

BACKGROUND:  Samuel L. Jones Hall Homeless Shelter (Shelter) is a City-owned facility providing 120 year-round shelter beds.  The Shelter was acquired and rehabilitated by the City in 2004 with $1.5 million in grants from the State of California Department of Housing and Community Development (HCD).   The receipt of the HCD funds requires the Shelter to remain in operation until, at least, June 2014 when HCD’s Regulatory Agreement expires.  Catholic Charities of the Diocese of Santa Rosa has operated the Shelter since it opened its doors in November 2005.  The annual operating budget is approximately $520,000 and is funded through a variety of sources, including $100,000 from the County of Sonoma (County) pursuant to an agreement between the City and the County.  The agreement, which initially expired on June 30, 2007, was extended until June 30, 2012.  The second amendment will extend the term of the agreement until June 30, 2017, obligating the City to operate the Shelter beyond the term of the HCD Regulatory Agreement, at which time the City would have the option to discontinue operation of the Shelter.  

RECOMMENDATION:  It is recommended by the Department of Economic Development and Housing that the Council, by resolution, approve the execution of the Second Amendment to Agreement Between the City of Santa Rosa and the County of Sonoma for the Funding of Operations at Samuel L. Jones Hall Homeless Shelter for the period of July 1, 2012 to June 30, 2017.   

12.2 REPORT -- MASTER SERVICES SUBSCRIPTION AGREEMENT BETWEEN THE CITY OF SANTA ROSA AND COULOMB TECHNOLOGIES INCORPORATED (CTI)  

BACKGROUND: On March 10, 2009, the City Council reviewed a list of projects to be considered for 2009 Recovery Act (ARRA) Energy Efficiency and Community Block Grant (EECBG) funding. 

The purpose of the non-competitive block grant, administered by the Department of Energy (DOE) was to develop and implement projects to improve energy efficiency and reduce energy use and fuel emissions. 

On June 2, 2009, the City Council adopted Resolution No. 27399 authorizing the City Manager to apply for and accept the EECBG funding. 

On January 5, 2010, the City Council adopted Resolution No. 27549 authorizing appropriations in the amount of $1,509,500, including $100,000 to Project 5523 Electric Vehicle Infrastructure in Revenue Account 0218-3419.  This project was later re-numbered 17427 and re-named Electric Vehicle Network #2 2009 ARRA. 

The overall project objective was to supplement an existing regional project to expand the network of electric vehicle charging stations throughout the County.
Specifically, the funds were used to install thirteen ChargePoint electric vehicle charging stations at the following locations.  All but the last three will be available for public use.

• Downtown parking garages (5)
• City Hall (2)
• Highway 101 Park & Ride Lot (between Third and Fourth Streets) (1)
• Municipal Services Center North - Employee Parking Lot (2)
• Municipal Services Center North - Corporation Yard (1)
• Municipal Services Center South - Parking Lot (1)
• Laguna Treatment Plant (1)

ChargePoint charging stations are manufactured by Coulomb Technologies.  Nineteen Coulomb stations are currently installed by the County of Sonoma, eight of which are open to the public.  More installations are planned. 

RECOMMENDATION: It is recommended by the Transportation and Public Works Department that the Council, by resolution, authorize the City Manager to execute a Master Services Subscription Agreement and any future amendments between the City of Santa Rosa and Coulomb Technologies Incorporated (CTI) regarding the operation of electric vehicle charging stations at various locations within the City of Santa Rosa. 

12.3 REPORT -- RATIFICATION OF CITY CONTRACT NUMBER C 009181, AGREEMENT WITH MV TRANSPORTATION FOR PARATRANSIT SERVICES 

BACKGROUND: The City Council awarded a contract to MV Transportation, Inc. for paratransit services on June 8, 2010.  The award was based on the response to the City's Request for Proposals and reflected a negotiated cost that was less than the proposed cost for services.  City management discovered a potential conflict of interest in the award of the contract that necessitates Council ratification of the agreement. 

RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the City Attorney's Office, that the Council, by resolution, ratify Contract Number 009181 with MV Transportation, Inc. to provide paratransit services for the City of Santa Rosa. 

5:00 P.M. 

12.4 PUBLIC HEARING – AUTHORIZING SUBMISSION OF THE 2012/2013 ACTION PLAN TO THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT  

BACKGROUND:  Annually, Council authorizes submission of the Action Plan to the U.S. Department of Housing and Urban Development (HUD), the City's application to receive federal Community Development Block Grant (CDBG) and Home Investment Partnerships Program (HOME) funds.  At the priority setting public hearing/meeting held on February 29, 2012, staff identified the following funding priorities: 100% of HOME funds and 85% CDBG funds to support affordable housing programs and to use the remaining 15% of CDBG funds for the Public Services Program to support the City’s centralized homeless services model (Homeless Services Center, Family Support Center, and Samuel L. Jones Hall Homeless Shelter) and the federally mandated Fair Housing program.   For FY 2012/2013, the City will receive an allocation of $1,219,162 in CDBG funds, an increase of 7% from FY 2011/2012, plus an estimated $32,639 in program income for a total of $1,251,801; and an allocation of $556,016 in HOME funds, a decrease of 28% from FY 2011/2012, plus an estimated $33,000 in program income for a total of $589,316. 

RECOMMENDATION:  It is recommended by the Department of Economic Development and Housing, that Council, by resolution, authorize the submission of the 2012/2013 Action Plan to HUD, as well as authorize the City Manager to execute agreements and/or related documents in conjunction with the Action Plan. 

13. WRITTEN COMMUNICATIONS (AND POSSIBLE COUNCIL ACTION) 

14. [IF NEEDED] – ANNOUNCEMENT OF ADDITIONAL CLOSED SESSION ITEM(S), ADJOURNMENT TO CLOSED SESSION(S), RECONVENE TO OPEN SESSION, AND ANNOUNCEMENTS, IF ANY 

15. PUBLIC COMMENTS ON NON-AGENDA MATTERS 

This is the time when any person may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council.  Each speaker is allowed three minutes.  To address the Council you are requested to complete the yellow Speaker’s Card and give it to the City Clerk.  If you are unable to or do not wish to wait for the public comment portion of the agenda, you are encouraged to contact the Council or City Manager directly by emailing your information to CMOffice@srcity.org or by telephoning the Council and City Manager’s Office at 707-543-3010. 

16. ADJOURNMENT OF MEETING 

*Did not appear on the preliminary agenda. 
**Quasi-judicial or adjudicative action.  

UPCOMING MEETINGS

May 8 No Meeting

May 15  

Presentation – Henry Mikus, Executive Director, Sonoma County Waste
    Management Agency
Study Session – City Council FY 2012/2013 Preliminary Budget Review
Report – PERS Contract Amendment

May 16 

Study Session – City Council FY 2012/2013 Preliminary Budget Review

May 22 

Report – Single Use Bags
Report – Proposition 84 Grant Approval
Public Hearing Appeal – Chick-fil-A

May 29 No Meeting

June 5 

Report – Santa Rosa Tourism Business Improvement Area Annual
    Report
Report – North Village II – Approval of Housing Allocation Plan
Public Hearing – Greenhouse Gas Reduction Program – Supplemental
   EIR, Climate Action Plan and General Plan Amendments

June 12-14 

Report – Community Advisory Board Resolution
Public Hearing – City Council FY2012/2013 Budget Hearings

June 26 

Report – CHOICE Cycle 6 Grant Program Funding Recommendations

June 19 No Meeting

August 14 

Study Session – Short Range Transit Plan (SRTP)

September 11 

Public Hearing – Short Range Transit Plan (SRTP)

PENDING:

Study Session – Realignment Update
Study Session – Policy Guidelines for Shared Services
Study Session – Update on Community Policing
Public Hearing – Ordinance Introduction – Fire Flow Requirements and
    Modification

MEETINGS FOR THE WEEKS OF APRIL 30 AND MAY 7, 2012 

May 1 -  Economic Competitiveness Task Force, 7:30 a.m., Finley Community Center, Cypress Room, 2060 College Avenue 

May 2 -  Cultural Heritage Board, 2:30 p.m., City Hall, Room 7, 100 Santa Rosa Avenue 

May 3 - Zoning Administrative Hearing, 10:30 a.m., City Hall, Room 7, 100 Santa Rosa Avenue 

May 3 - Board of Public Utilities, 1:30 p.m., City Hall, Council Chamber, 100 Santa Rosa Avenue 

May 9 -  Art in Public Places Committee, 3:30 p.m., Steele Lane Community Center, 415 Steele Lane 

May 10 - Charter Review, 5:00 p.m., Utilities Field Operations Building, 35 Stony Point Road 

May 10 - Planning Commission, 4:00 p.m., City Hall, Council Chamber, 100 Santa
Rosa Avenue


Accessibility Information  The City of Santa Rosa does not discriminate on the basis of disability in the admissions or access to, or treatment of or employment in, its programs or activities.  Disability-related aids or services, including printed information in alternate formats, to enable persons with disabilities to participate in public meetings are available by contacting the City Clerk’s Office at 543-3015 one week prior to the meeting.  TDD 543-3063

Meeting information can also be accessed via the internet at http://srcity.org.