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HomeMy WebLinkAboutSPJTCCRA Minutes 2007-06-04(Spec.) SPJTCC/RA 06/04/07 Page 1 IN THE COUNCIL CHAMBER OF THE CITY OF SAN RAFAEL, MONDAY, JUNE 4, 2007 AT 6:00 PM Special Meeting Present: Paul M. Cohen, Vice-Mayor/Vice-Chair San Rafael City Council / Redevelopment Agency Barbara Heller, Councilmember/Member Cyr N. Miller, Councilmember/Member Gary O. Phillips, Councilmember/Member Absent: Albert J. Boro, Mayor/Chairman Also Present: Ken Nordhoff, City Manager/ Executive Director Gary T. Ragghianti, City Attorney/Agency Attorney Esther C. Beirne, Deputy City Clerk/ Deputy Agency Secretary 6:07 PM Vice-Mayor/Vice Chair Cohen announced that this was not a meeting for the purpose of taking any action by the City Council or Redevelopment Agency, rather it was an opportunity for staff to present information, respond to questions from Agency Members and Councilmembers, and at the end of each section there would be an opportunity for questions from the public. He noted that Item 4 — Capital Improvement Plan — would be folded into the presentation on the Report on 2007-2009 Two -Year Goals and Objectives. BUDGET HEARING: - FILE 8-5 x R-103 x 9-2-58 Elaborating on the purpose of this evening's meeting, and reiterating that no decisions would be made, City Manager Ken Nordhoff pointed out that displayed throughout the Council Chambers were listings of key efforts and initiatives Agency Members / City Council had spent several months working on, which were the foundation of this two-year budget. These were also included in the packet entitled "Budget Objectives" available to the members of the audience. Mr. Nordhoff noted the following: May 7, 2007 — Financial presentation to the City Council on the two-year budget; May 9, 2007 - Town Hall meeting on May 9, 2007; Separate meetings at the San Rafael Chamber of Commerce and Federation of San Rafael Neighborhoods to discuss the proposed budget; Adoption on July 2, 2007. Mr. Nordhoff explained that Cindy Mosser, Finance Director, would discuss the financial proposals, providing summaries of the latest information and projections, to be followed by a series of presentations by many of the Department Directors on some of the two-year goals outlined in this evening's packet. He noted the Capital Improvement Plan would be part of Mr. Preston's presentation. Mr. Nordhoff indicated he would discuss New Service Requests, and he encouraged questions as the various segments progressed. BUDGET: a) Proposed Fiscal Years 2007-2009 — City & Redevelopment agencv Budqets b) Status of Fiscal Year 2006-2007 Citv Budqet Redevelopment Aqencv 2007-2009 - Finance Director Cindy Mosser reported a total appropriations of $5.46 million for 2007-2008 and $5.51 million for 2008-2009. No changes were proposed in the staffing level of 4.75 FTE; Continued support of Code Enforcement, Public Works and Administration. No new projects were planned; however, bond revenues were under study and it was proposed to adopt the budget for both fiscal years on July 2, 2007. Status of Citv Budqet for Fiscal Year 2006-2007 — Ms. Mosser reported: • Adoption of a budget amendment in February, 2007; • Current appropriations for the City were at $77.3 million; • General Fund appropriations at $55.2 million; • Revised staffing levels of 429.92 FTE, which included staffing for different reorganizations throughout the year. Revenue Updates for FY 2006-2007 — Revisions include: • Mandated Costs increase of $411,000; • Property Tax increase of $468,000; • Transactions & Use Tax increase of $384,000 (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 1 (Spec.) SPJTCC/RA 06/04/07 Page 2 Citv of San Rafael Budget — Proposed Fiscal Year 2007-2008 — Projection includes: • Levels of service changes in Parking, Community Services and Library, all self -funding; • Staffing levels — FTE 430.21; • Total revenue projection - $78.3 million; • Total appropriations - $79.5 million. Ms. Mosser reported that of the $78.3 million, tax revenues accounted for 63%, or $49 million, and of the tax revenues, sales tax was the largest at 37.9%, or $18.6 million. Property Taxes were second highest at 25.5% and Transactions and Use Tax was projected at $6.6 million. Ms. Mosser reported: • A balanced budget was being proposed for 2007-2008; • Supplies and services were being increased by 3.2%; • Personnel cost changes subject to MOU agreements; • Level of Staffing — FTE 430.53 ✓ An increase of .61 FTE level from FY 2006-2007 ✓ Still lower than FY 2002-2003 — FTE 444.24 Total Appropriations @ $79.5 million — General Fund Appropriations $58.6 million. Infrastructure Needs: • Constant level of funding for capital projects — ✓ Building maintenance - $100,000 ✓ ADA compliance - $200,000 ✓ Sidewalk Replacement- $100,000 (Includes sidewalks, parks, buildings, etc.) ADA ramps mandated still mandated by Settlement Agreement; Any new parks limited to bonds and grants; Buildings — less than'/4 of 1 % of General Fund budget goes towards maintaining public buildings - CIP Committee would like to move to 1% funding - Requires additional $400,000 — still far short of need. Rebuildinq Reserves: • Financial Policy — 10% for emergencies; • Currently (2006-2007) at about 6% (roughly $3 million); • Each 1 % rebuilding is about $500,000 per annum; • Given competing priorities, a multi-year approach requested. Preview of Fiscal Year 2008-2009: • Staff recommends more formal review and adoption in July 2008; • Supplies and services increased by 3.2% from Fiscal Year 2007-2008; • Personnel cost changes subject to MOU agreements; • Level of staffing — FTE 430.53 - No change from FY 2007-2008. Next Steps: Direction from the City Council; Second Meeting: June 20, 2007 — Report on budget with adjustments from this evening's meeting; Adoption of City Budget on July 2, 2007. Mr. Nordhoff stated that the Advisory Committee on Measure `S' was meeting on June 4, 2007 and their task, in accordance with the way the ordinance was set up enabling the Measure `S' tax, was to meet and report out that the funds were being used in a consistent manner as laid out and essential services of the City were being maintained. They would be meeting with the expectation of providing a report to the City Council, which would be part of the July 2, 2007 budget adoption. 2. REPORT ON 2007-2009 TWO-YEAR GOALS AND OBJECTIVES: Mr. Nordhoff reported that "House" diagrams would be used in the following presentation rather than individual departmental presentations. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 2 (Spec.) SPJTCC/RA 06/04/07 Page 3 FOUNDATION: Assistant City Manager Jim Schutz stated that, as with a real house, the foundation was key to maintenance and smooth running. Although five different departments were grouped together, he noted a lot of commonality. He indicated that most items in the foundation were there to ensure efficient services, prudent spending, state and federal requirements were met, ensuring things were done correctly. Mr. Schutz quoted from the Foundation document: Financial and Governance Stability: Sustaining essential services and organizational excellence with limited funding. Community Based Local Government: Engaging residents and other stakeholders in the planning, organizing, decisions, implementation, and evaluation of the collaborative development of a sustainable network of diverse and distinct neighborhoods. This set the tone for the Foundation and therefore, the remainder of the house. Citv Manaqer's Office — Acts both as a summary of the other departments and includes many cross - departmental objectives. • Key Result Areas: • Departmental Objectives 2007-2009 • Recent Accomplishments. Mr. Schutz noted that the summaries in the Departmental Objectives area were fairly board, with more specifics on page 2 dealing with: • Coordinating efforts in sustainability programs; • Greenhouse gas inventory and participating in the Community Choice Aggregation efforts; • Developing and Implementing an Essential Facilities Strategy, including creation of a community- based committee and beginning community education efforts; • Creating a program for funding and managing a deferred maintenance program for City facilities. Referring to page 3, Mr. Schutz stated the intergovernmental relations included: • Monitoring the state budget and legislative measures to assess their impacts on San Rafael; • Actively participating in the Legislative Committee of the Marin County Council of Mayors and Councilmembers; • A whole host of Joint Powers Agreements (JPA) the City actively works with as part of the intergovernmental relations program. Public Information Proqram — Mr. Schutz stated this included the City's Website, ensuring it contained current, relevant information. He indicated that staff would like to develop a communication strategy to generate a comprehensive approach to public information and two-way communication. This is the area where City departments are assisted with disseminating public information of City projects, programs and policies. Volunteer Proqram — Objectives include: • Increasing the amount of youth volunteers; • Outreach to neighborhood associations; • Integrating Emergency Volunteer Center with the Amateur Radio plan, for which a grant has recently been received; • Continue to market and expand San Rafael Clean anti -litter campaign. Mr. Schutz reiterated that the City Manager's Office included items that summarized other departments and some cross -departmental tasks. Manaqement Services — Objectives summarized the programs, including: • City labor agreements that would need to be renewed; • Creation of a master training plan; • Examine alternatives and implement strategies related to pension, health and workers' compensation cost management. (Mr. Schutz noted this would be a huge issue for Management Services and also for the Finance Department and City Manager's Office in years to come). (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 3 (Spec.) SPJTCC/RA 06/04/07 Page 4 Emergencies Services — Mr. Schutz stated this page concerned training the public, the City and getting prepared for disasters, including: • Developing a training schedule; • Continuing the successful DART program; • Participating in the GET READY program; • Training of staff; • Emergency Operations Center exercises, etc. Human Resources — Mr. Schutz reported that staff would shortly be presenting a Human Resources Long Range Strategy Plan to the City Council. A lot of strategies were recommended, including: • Streamlining recruitment process; • Standardizing and automating time sheet procedures; • Training employees on City Policies; • Meeting OSHA requirements. He indicated that both Liability Insurance and Workers' Compensation were specific aspects and included: • Minimizing City exposure to legal matters; and • Minimizing exposure to worker injuries. Liability Program — All claims would be reviewed with key department representatives to ascertain how they could be avoided; Working closely with the Joint Powers Risk Management Authority to ensure timely response and payment; Working closely with Department Directors to try to reduce the number of claims — this would be a common theme with Workers' Compensation — trying to reduce the number of claims by promoting safety in the workplace and improving employees' and supervisors' understanding of the Workers' Compensation program. Information Technology — • New Telephone system; • Linking City facilities with fiber; • New copier system; • Assisting City Departments in utilizing technology. Parking Services — Complete a structural assessment of the garages in the parking facilities; Moving to the next phase; Continuing to analyze the parking program to put together a parking strategy. Finance — • Working with departments to provide a comprehensive billing process; • Developing innovative budget documents; • Continue to monitor the budget for compliance with Measure `S'. Accountinq and Budaetinq — • Completing a comprehensive cost study to provide a new Master Fee Schedule in 2008; • Ensuring audits are performed by qualified firms and reports released within six months; • Maintaining compliance with financial reporting requirements. Business Licenses — • Shift to enabling online renewals; • Locating additional unlicensed businesses through Franchise Tax Board records. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 4 (Spec.) SPJTCC/RA 06/04/07 Page 5 Citv Attornev's Office — • Provide quality legal advice, etc. Code Enforcement — • Continued collaboration with the Police Department regarding prosecution of misdemeanor citations (The City Attorney's Office prosecutes misdemeanors relating to the Municipal Code); • Modifying Mobile Vendor Regulations which would address concerns on businesses on City streets. Legal Services — • Long Term projects, including ordinances and procedures; • Training for departmental staff in drafting contracts, staff reports and resolutions, etc. Citv Clerk's Office — • Publishes Minutes, uploading staff reports, etc. to website; • Running smooth elections; • Public Liability Claims and Lawsuits; • Tracking for insurance certificates. Councilmember Miller stated he was interested in the concept of coordinating Neighborhood Resource Teams and the additional community outreach. Mr. Nordhoff explained that these were not fully developed yet. Staff was in the exploratory stages of having a cross-section of staff available and regularly meeting with the neighborhoods on whatever their issues might be. Regarding rebuilding reserves, Councilmember Phillips stated he was unclear as to the issue of reserves, particularly in light of the multi-year approach. Referring to the New Service Requests list, Mr. Nordhoff stated the third item addressed rebuilding reserves at $500,000 annually. Currently at 6%, he indicated there was not a lot of discretionary money, probably no more than $500,000 in the 2007-2008 budget. He suggested periodic discussions with the City Council on the strategy of trying to return to 10% reserves. Councilmember Heller requester further explanation on the GET READY program. Mr. Schutz reported that the GET READY program was a two-hour session, whereas the DART program was a longer and more involved program entailing a series of sessions of course work, including fire safety, search and rescue, etc. He indicated there was momentum to bring the GET READY program Countywide, it having begun in Tiburon. Mr. Nordhoff reported that Steven Hancock, newly hired Emergency Services Manager, would head up this program. Under Citv Hall Coordination — Page 2 - — "Coordinate efforts in sustainability programs, including initiatives such as conducting a City facilities Green Gas Inventory and participating in the Community Choice Aggregation", Vice -Mayor Cohen invited Mr. Nordhoff to discuss the staffing requirements and funding implications. Mr. Nordhoff reported that when the vacant Assistant to the City Manager position was filled, staff would be putting together an effort to try to combine a lot of information. Some background information on some of the efforts made towards sustainability was available; more information would be sought to get a better coordinated approach. A lot of what needed to be done would touch Community Development, because of the Green Building ordinance and Public Works related to greening the fleet, Greenhouse Gas studies, etc. His intention was to coordinate this through the City Manager's Office to the community at large. PUBLIC SAFETY: Police Department - Chief of Police Matt Odetto stated that the Mission of the Police Department was to reduce crime and disorder and the fear of crime throughout the community, through a commitment to community policing, responsible use of resources, diversification of the department and fair and equitable enforcement of the law. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 5 (Spec.) SPJTCC/RA 06/04/07 Page 6 Key Result Areas — Communitv: • Reduce the fear of crime among all people in the communities; • Improve the quality of life in neighborhoods, schools, recreational spaces and facilities by reducing crime; • Develop more effective partnerships between police, public and civic agencies and organizations and individuals. Organizational: • Develop and encourage personnel to assume greater individual responsibility for accomplishment of department goals and objectives. This had to do with mentoring and developing personnel in order to take over. Department Objectives — • Predictable vacancies in the next two years; therefore, succession planning was necessary. Although two to three years off, planning was necessary now in order to develop staff to take the Police Department into the next century. • One Police Department objective this year was to re-establish the Citizens Academy. This would pay off in the areas of developing and maintaining relationships throughout the community, and involving Community Outreach. • Participate in a citywide Critical Facilities Committee to generate recommendations for upgrading, etc. Recent Accomplishments — • All members of the Department trained in the FEMA required NIMS modules, affording eligibility for federal disaster grant funding; • The City Council in November of 2006 reestablished community policing, including Foot Beat, Mental Health, etc., all under the leadership of COPS director, Lieutenant Starnes; • Captain Franzini and his diligent crew generated $600,000 in grant funding for Traffic Enforcement and Traffic Safety. The new Mobile Command could be attributed to him and his staff. • Numerous enforcement projects had been conducted; • School Resource Officer program; Operations — • Technology has been used to get the word out to the public, through the Police Department Website, links through the City website, etc; • New Incident Command System (ICS) procedures being adopted to achieve better continuity between Fire and Police services. Support Services — Investigation, Dispatch, Youth Services and Youth Bureau do a fantastic job. Chief Odetto noted that gang activity had been increasing. The Directed Patrol Unit had done a very good job in identifying these individuals, developing relationships and hopefully curtailing any imminent issues. Program Objectives — ✓ Importance of a second School Resource Officer. ✓ Grant funds available to remodel the Dispatch Center, to add an additional console and making the Center more user-friendly. ✓ Youth Services Bureau would continue. Revision of the Social Host Ordinance completed and under review by the City Attorney's Office. Chief Odetto noted that recently, Detective Barbier issued 19 citations at a party where alcohol was being served to minors. ✓ Review and implementation of changes to the Alarm Ordinance. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 6 (Spec.) SPJTCC/RA 06/04/07 Page 7 Community Policing Noting a gap needed to be bridged in Community Policing, Chief Odetto stated this had to do with outreach to the community and crime prevention. The officers assigned to that unit were constantly busy and having another person available for community outreach and coordinating the crime prevention aspect was important and necessary to consider going forward in the budget process. Fire Department — Fire Chief John Montenero stated that the Fire Department was responsible for responding to emergencies, including fire, hazmat, rescue, sickness, injury, etc. He noted the public approval rate was being maintained in the mid 90% range. The Fire Department was also responsible for minimizing catastrophic loss, through public education, vegetation management, fire investigation, etc. Chief Montenero stated the Department responds to emergencies in CSA 19, CSA 13 and Marinwood and in 2007, approximately 6,332 responses were conducted. These were predicted to be 6,648 in 2008 and 6,980 in 2009, the majority of which would be EMS type responses. He noted that the public was more and more relying on the Paramedic Service and the advanced support they provided, e.g. a grant was recently received which enabled the implementation of 12 lead heart monitors, resulting in several lives saved. Noting Fire Department facilities were not in good shape, Chief Montenero stated an Objective was to try to conduct some work in facilities to make them a little more habitable and better looking and also solve some problems in cohabitation between males and females. Traininq. and the uniformity of training between three 24-hour work shifts was being worked on. In the Catastrophic area, Chief Montenero staff had been working on the Vegetation Management Ordinance; the hope was to present this to Council in July and with approval, a lot of time would be spent in the next two-year budget implementing that program. Chief Montenero stated staff was also very interested in increasing the amount of time engine companies spend within the district they serve to work with the neighborhoods. As well as schools and businesses, he indicated he would like to see a lot more training at Homeowners Group meetings with regard to medical life saving, as well as home fire safety and escape, and Vegetation Management. Chief Montenero reported that the Household Hazardous Waste program for the JPA takes place at the Jacoby Relocation Center and approximately twice per year in West Marin at a Household Hazardous Waste collection day. He noted the purpose was to reduce the stream of hazardous waste and e -waste into the disposal areas, onto vacant lots, etc. Indicating that staff was exploring evaluation of Paramedic alternatives, Chief Montenero noted that currently, of the four ambulances, two were staffed full-time. He questioned whether a more effective service would be provided for the public by implementing a third ambulance or whether it would be more effective to continue to develop each engine company to provide Paramedic service when paramedic personnel were available. Noting the design of current fire stations was also being explored, Chief Montenero questioned whether a couple could be merged together. Regarding Dispatch, Chief Montenero stated currently, the Dispatch Center was being run by three full- time persons, with four — six part-time people. Noting this carried its own set of risks, he indicated staff was looking at some initiatives and hoped to return to Council later in the year with a proposal to share Dispatch to maintain two dispatchers on duty each 24-hour period. As part of this, staff was looking at converting from the CAD (Computer Aided Dispatch) shared with the Police Department to the Countywide Fire CAD, used by every other Fire Department in the County, to effectively use the computers installed on rigs. On scene commanders would have access to GIS mapping and all data needed about the property, property owners and fire transfer, by looking at weather patterns. Concerning increasing Team Function, Chief Montenero stated a key component was supervisory leadership training and with eighteen decentralized Fire Captains, a challenge was to dramatically improve how supervision, leadership and developing teams was done to provide greater productivity for the number of staff. With regard to the Marinwood Contract, expiring in 2009, Chief Montenero explained accomplishments in the past year: ✓ Work Group Performance implemented — a communication program that causes the supervisor and personnel to begin communicating about difficult issues and finding positive results. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 7 (Spec.) SPJTCC/RA 06/04/07 Page 8 ✓ Engine 56 equipped with all the paramedic equipment needed, and now operated, when paramedics are available, as a Paramedic unit. ✓ Worked with lots of homeowners groups to answer questions about Paramedic Tax. ✓ Two-year Agreement with Marinwood for review in 2009. ✓ New CSA 19 agreement, including continued use of Fire Station 7 to service those areas. Vegetation Management issue not yet resolved in CSA 19. Chief Montenero noted the following: • Four new firefighters recruited; • Three Fire Captains, four Engineers and one Battalion chief promoted; • Reorganization completed; • Two Units established in the Fire Department — Support Services and Operations, dramatically increasing focus on delivering service to the public; • Contract completed with Novato for ambulance billing, reducing billing costs by 3/4 %; • Two grants worked on — 12 -lead monitors and Exhaust in Fire Stations. Councilmember Heller requested further explanation of the Shoulder Tap Program in the Police Department. Chief of Police Odetto explained this was a minor decoy program which was operated at 26 locations, involving underage alcohol intoxication. He noted that an $88,000 grant had been received for this program. Noting the Fire Department was maintaining proficiency in MERA policy, Councilmember Heller stated she did not notice similar training in the Police Department or Public Works. As he sits on the MERA Board as the City's representative, Mr. Nordhoff stated that as a result of the floods of December 31, the use of the system and associated training was evaluated. The City, as part of the 26 agencies of MERA, was paying to have training of Fire, Public Works and Police staff over the next two-year budget cycle. With regard to maintaining adequate staffing, Councilmember Phillips inquired as to the time -frame for full staffing in the Police Department. Confirming the Police Department was fully staffed, Chief of Police Odetto stated that of the two current vacancies, four applicants were available. Regarding succession planning, he indicated that leaders were being identified and brought up to the point of displaying this leadership. Regarding Fire Department staffing, Chief Montenero stated three vacancies were anticipated through the remainder of the year and by April, 2008, perhaps two or three more; therefore, staff would be ready to run another Fire Academy in April, 2008. Councilmember Phillips noted that some time ago it was agreed to have a change in staff configuration to the 2 x 4 and stated he would be interested in having some follow up as to how the program was working. Chief Montenero stated that the 2 x4 schedule itself was not the issue, rather the issue concerned resolving personnel working too many shifts in a row and the flexibility of the operation by having shift bidding and station bidding. He indicated there were issues to resolve that went back to the 48-hour work shift to manage risk by not having personnel work too long and becoming too tired and by working out issues on how acting officers were established. Councilmember Miller congratulated and thanked Chief Montenero for his emphasis in terms of training at the team levels of supervisory, managerial and leadership. He believed this was critical to obtaining star quality and making the Fire Department stand out. Chief Montenero stated that through the reorganization of moving Fire Prevention into Community Development to improve customer service, the desire was to improve customer service. Training was moved into Operations, using the common language of and interest in training to get the Battalion Chiefs, Captains and Firefighters involved in developing their lesson plans, PowerPoint presentations, new procedures and enhancement of old procedures. Vice -Mayor Cohen complimented and thanked Chief of Police Odetto and Fire Chief Montenero on maintaining an excellent level of service. With regard to the Social Host Ordinance, Vice -Mayor Cohen inquired as to the time frame (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 8 (Spec.) SPJTCC/RA 06/04/07 Page 9 Chief Odetto predicted this would be presented to the City Council in the Fall. With regard to the second School Resource Officer, Vice -Mayor Cohen confirmed this would be a New Service Request. Carolvn Lenert inquired as to the Alarm Ordinance. Chief Odetto stated staff would be evaluating the current Alarm Ordinance and prior to any changes in any ordinances, public input would be sought. Tvmber Cavasian, Federation of San Rafael Neighborhoods, referring to the Fire Department Training program — page 29 — asked for clarification on the "Average Hours of Training/Month/Employee" item. Chief Montenero confirmed this was per employee. With the dramatic increase of training hours shown from 2005-2006 to projected, she inquired whether this was attributable to staff turnover, change in staffing levels or staffing policy. Chief Montenero stated this was unmet training needs. With tremendous numbers of certifications and hundreds of subjects requiring training, staff was revising how emphases were being applied to which subjects. Communitv Services — Carlene McCart stated that the Community Services Department were the Quality of Life people, having an impact on all other areas. Regarding key efforts for Quality of Life, she indicated that the Community Services Department would contribute in several different ways, with the overarching theme of Planning for the Future. She indicated that the department was financially stable, programming was up, they were happy with the Pickleweed Community Center and Library and were happy with expenses to revenue ratio at this point. Department Objectives • Develop a 5 — 10 year strategic Plan for Community Services. • Conduct a planning process to develop an Arts and Culture Plan. • Create a sinking fund and identify priorities and address deferred maintenance needs in facilities. • Create a policy of green practices in management and administration of programs and services. • Identify funding and strategy for systematic master planning for all parks. • Complete the Pickleweed Park Community and Library Enterprise Plan Process. Key Efforts — • Expand Joint Use Agreements for facility use with the School Districts, and attempt to take advantage of the new interaction between the Dixie School District and Kaiser to hopefully maximize an opportunity for more public use of facilities. • Re -negotiate land and classroom uses with both School Districts for childcare services. • Supply Childcare services and partnerships with schools. Staff was responding to a request from the San Rafael School District to expand after-school programming at school sites to include kindergarteners; also to come on campus during lunchtime to provide new curriculum. • Expand Enrichment Services for teens. Davidson Middle School invited Community Services to expand after-school programming to help mirror their elective curriculum. Seniors: • Spend the next two years in further research defining the next senior generation and what they would need from the Community Services Department. This had begun with web page development and more technology education for seniors. Library — Department Objectives — • Work with community support groups, including Friends and Foundation groups. • Improve services to the Spanish-speaking community, and to other non-English speaking residents. • Improve availability of and access to electronic resources. • Celebrate 100 years since the opening of the Carnegie Library in January 1909. • Focus whenever possible on collaborations with schools and other community partners. • Leverage financial resources through grants, bonding, and other opportunities. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 9 (Spec.) SPJTCC/RA 06/04/07 Page 10 Noting Immigrant Issues were listed under Cultural Strateqv, Councilmember Miller believed this designation referred to the current national debate on extreme complex issues. He suggested using language such as "addressing the demographic changes" or "changing demographics." Councilmember Miller expressed thanks to Carlene McCart for bringing up the issue of the sinking fund and he looked at Pickleweed as the star. He also complimented the Public Works Department for their extraordinary work. With regard to the sinking fund, he suggested some infusion of money at this point. Councilmember Miller complimented the Library for extending themselves out to the Spanish language population. Addressing Ms. McCart, Councilmember Heller, quoting from page 31: "Expanded services for seniors with meals and assistance programs" requested further information. Ms. McCart stated that the Community Services Department had contracted with Catholic Charities to implement a lunchtime meal program. Currently at one day per week, the hope was to expand the program. Other services had also been expanded for seniors, primarily at B Street. Referring to page 31 — Recent Accomplishments — Increased community theater programs and attendance — Councilmember Phillips reported having attended the opening of the theater at Terra Linda High School, and he inquired as to what had been done with sharing this theater. Among several theater programs, Ms. McCart explained one was a teen program, another a children's and adult program performing together, together with a summer joint program with Mill Valley. She indicated they use B Street primarily and contract with the County to use their Showcase Theater; however, the school facilities had not been utilized. She noted that the theater at San Rafael High School had been closed for three years and Terra Linda had not been used. While this was great, Councilmember Phillips stated this was a real community resource and he believed there was potential for the City to join with the schools. With regard to providing some of the electives, Vice -Mayor Cohen inquired whether revenue was received for that. Ms. McCart stated the City can request that a small fee be attached to registration, as is done with the Basketball, Volleyball and Gymnastics programs. She noted the School District cannot charge for those services, as they were supplemental programs. Communitv Development Community Development Director Bob Brown reported that this had been a year of significant change in Community Development. One very positive change was the assimilation of the Fire Prevention Bureau into Community Development, which had immediate benefits. He thanked Chief Montenero and Chief Schoenthal for making this happen very efficiently. On the more challenging side, Mr. Brown reported very stable staffing and planning in Code Enforcement for a number of years; however, this past year saw significant turnover. Mr. Brown recognized longer term staff, Raffi Boloyan and Steve Stafford, Planning, Lynda LeVeque, Larry Salvisberg and Dee Velazquez, Code Enforcement, who worked a number of extra hours to keep these programs afloat during recruitment and training. He was pleased to have been in a position to promote Raffi Boloyan to head Current Planning. Locally born and raised, Mr. Boloyan was very dedicated to San Rafael. Near Accomplishments — • Village at Loch Lomond Marina. • Green Building Program. Department Objectives — • Over the next year or two Community Development would do a lot of in-house focus on systems work and Building and Fire Prevention. Mr. Brown announced that to complete efforts to have all of the development permitting services under one roof, Andy Preston, Public Works Director, and he were working towards shifting the Land Development Engineering function from Public Works into Community Development, which would complete all of the internal services focusing on customer service in the permit field. As a result of those efficiencies, Community Development was committing to reduce Plan Check turnaround time from four to three weeks. • New Green Building regulations would be implemented. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 10 (Spec.) SPJTCC/RA 06/04/07 Page 11 • New International Building Codes • Taking a comprehensive look at building fees with the assistance of the Finance Department. • Planning would focus on cost recovery and on training. • Processing the airport soccer facility, Target store, 33 San Pablo residential project and hopefully, redevelopment of Marin Square. • Update the Housing Element, with assistance from the Redevelopment Agency. • Commence work on the five-year General Plan update, with prime focus on getting ahead of the curve on climate change. • Creating better zoning regulations for senior living facilities. • Complete first verification of RF emissions from all cell antennas in the City. • Offer a planning academy to provide understanding of planning processes and increase pool of interested and educated planning walks in the community. • Significant website enhancement on the Planning side. In terms of New Service Requests, Mr. Brown stated a number were based on General Plan programs, including updating Design Guidelines, preparing a Canalfront plan, updating residential zoning regulations and the Historic Building provisions. These likely would not meet this year's funding list; however, staff was committed to looking at a possible dedicated funding source for these General Plan implementation measures in evaluating the Building and Planning fees in 2008. Economic Development — Economic Development Director Nancy Mackle stated her Department focused on the health and sustainability of the local economy. Program Objectives — Continue to pursue a diversified business base and redevelop as necessary to provide the funds for the services, programs and projects. To that end, the focus would be on: • West and East Francisco Boulevard — working to bring car dealerships to town. • Continue working with the new owners of the San Rafael Corporate Center, as well as the owners of the PG&E site to fill these "holes" in the downtown. • Working with Northgate Mall owners to have the mall refurbished. • Pursue additional bond funds to refund existing debt. New Service Requests — • Green energy efficient twinkle lights for the downtown. It was hoped to secure grants, and save money through maintenance and energy costs. • Events Coordinator be promoted to full-time. Affordable Housing — • Working on the Housing Element. • Beefing up administration of the Below Market Rate Housing Program. • Seeking additional in -fill sites for Affordable Housing. Ms. Mackle expressed thanks for not having turnover in staff. Councilmember Heller requested an update on the 33 San Pablo office conversion. Mr. Brown reported the proposal was to remove an existing office building which had been closed for several years and redevelop it with 82 housing units. The formal application had yet to be submitted and City Traffic Engineer, Nader Mansourian, had already evaluated traffic, which was very similar for residential to that generated by the office building. Given the proximity to the Civic Center, it could make sense as a good housing site. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 11 (Spec.) SPJTCC/RA 06/04/07 Page 12 Steve Patterson, Federation of San Rafael Neighborhoods, noted there had been over $4 million of New Service Requests submitted by the various Department Heads within the City, with the available pool being approximately $250,000. Thinking of the HOUSE analogy, Mr. Patterson stated that as a child when visiting the Zoo the first place he visited was the Lion House, and this was somewhat similar. Indicating the Federation had a number of issues of interest to them, as part of the New Service Requests, Mr. Patterson noted one suggested an update in the Residential Zoning regulations and second -story design guidelines. They would like to see piggybacked on this an update of the single- family design guidelines. Noting the Federation had discussed this extensively with Mr. Nordhoff and Mr. Brown, they believed it an important component for the ongoing implementation and execution of the General Plan. Also of interest was the update of the Historic Building Inventory, Mr. Patterson stated this again was extensively discussed in the General Plan. While there was a Policy, there was no Program; the last inventory was done 20 years ago; however, based on his sobering statistics of earlier, he would be surprised to think that $460,000 would be approved for such a program. It could be phased in, however, as it did not really affect all of San Rafael, rather Forbes, Dominican, Gerstle Park and Downtown areas, and that historical inventory update was vital. It would also be a time to consider Historic Overlay Districts. Tvmber Cavasian, Federation of San Rafael Neighborhoods, requested that funding be allocated to the neighborhood traffic calming program under the Public Works Department New Service Requests, and per General Plan 2020 Program C21 A. She noted the program priority was stated as ongoing, yet no funding existed, and given its consistently high ranking concerns regarding traffic, coupled with the increased pressure of in -fill development and overall area growth, as well as the continued pressure from encouraged commercial vitality, the safety and quality of life issues for neighborhoods relied upon the City having and implementing a progressive traffic calming program. Ms. Cavasian noted that these programs had proven track records across the country and in nearby cities and did help balance livability issues with other priorities. Since encouraging people to reduce car trips had become ever more important, both in terms of impacts on San Rafael street circulation and the environment, improving bicycle and pedestrian safety through implementing neighborhood traffic calming had yet another enormous benefit for the City. While funds could be allocated based on the Public Works New Service Request, Ms. Cavasian stated the Federation wished to amend this to suggest that maybe implementation could take a two -phased approach: San Rafael could allocate budget for development of a progressive neighborhood traffic calming policy, similar to those submitted to the Mayor for review and comment on December 1, 2005; and subsequently, provide funding for implementation based on the adopted policy. Regarding development and implementation, Ms. Cavasian stated it: • Streamlines the laborious process currently used to analyze requests. • Provides an opportunity to look at the basis for implementing traffic calming solutions, which are supported elsewhere, but are not available in San Rafael. • Provides relief to citizens and staff from confrontational traffic complaints. • Affords more effective and less costly approaches to calm traffic than simply relying on police enforcement; and • With a plan, San Rafael could quality for future grants or outside funding. Ms. Cavasian stated they saw the neighborhood traffic calming program funding as an important priority. Ms. Cavasian requested signage at the Shoreline Park. Noting there was a report from the Park and Recreation Commission, she stated signs were designed for Shoreline Park under a Marin Community Foundation grant, in conjunction with the San Rafael Park and Recreation Commission. She indicated that essentially, the signage involved three to four signs on entering the park trail and twelve or fifteen information and education signs, expected to be bilingual or trilingual. She stated they were designed to last 20 years or more and were constructed of stainless steel with enamel. Ms. Cavasian stated that the second phase was getting the rest of the content for the signs developed and producing and installing them in the park. This work was estimated at $150,000 - $160,000, depending on the number of signs, and depending on whether this was included in Community Services Program Objectives, this might not need to be a New Service Request. They would like it to be considered somewhere as part of the budget cycle and perhaps suggest that should the Target store be approved, all or part of the funding for signs could fall into that project. It could also serve as a model for other open space and park signage. Vice -Mayor Cohen stated the discussion was just beginning this evening and final decisions would come later. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 12 (Spec.) SPJTCC/RA 06/04/07 Page 13 Public Works — Proud to represent the Public Works Department, Mr. Preston stated it was the best in the North Bay. He acknowledged the management, staff and personnel, especially the crews maintaining San Rafael in such wonderful condition. Recent Accomplishments, included: — • Completed Pickleweed Community Center and Library Expansion, which was the jewel of the Canal Neighborhood. • Developed the first Integrated Pest Management Program for Public Works. • Secured $4 million in grant funding for local non -motorized projects. • Completed traffic impact analysis for General Plan 2020 update, 2006 PSP, Loch Lomond development, SMART, Best Buy, Marin County Wellness Campus and Gerstle Park traffic study. • Completed underground project on West Francisco Blvd. in conjunction with Hwy 101 widening. • Completed Kerner Pump Station renovation. • Completed City Hall Roof Repair/Council Chambers HVAC project. • Update of the San Rafael Bidding Ordinance. Engineering Program — With over 40 projects, Mr. Preston stated it assumed he would be receiving the benefit of an additional Civil Engineer from his New Service Requests. He indicated that because of grant funding, it could well be that this position could be self -funding for the next two — five years. Department Objectives — • Reduce the Carbon Footprint Citywide. Citywide Assessment report required, including alternative power, etc. Carbon committee should be formed. • Design and construct Fourth Street/West End Village Improvements in a timely and cost effective manner. MMWD project should be completed in July, 2007. Sanitation District project would be awarded soon. Project to commence in June and be completed in November, 2007. City project to be designed in March 2008 and completed in twelve months. • Library HVAC and Window Replacement to be completed in August, 2007. • Medway/Canal Improvements — San Rafael Sanitation District work completed recently (June 2007). Rule 20B Undergrounding on this evening's Regular Meeting agenda for award, to be completed by November, 2007. Streetscape Improvements to commence in September, 2007, to be completed in March, 2008. • Non -Motorized Pilot Program ($4 million). $600,000 short in the Puerto Suello Transit Connector; however, the grant application through the Safe Routes to Schools was successful and the MTC should be awarding this to San Rafael at their next meeting. • Street Repaving — Program to consist of Crack Sealing, Pavement Patching, Slurry Sealing and Resurfacing. Contract to be awarded this evening — City Council Regular Meeting agenda. • Caltrans/TAM Project Collaboration — Projects include: 580/101 Northbound Connector. Puerto Suello Hill Project. • Deferred Maintenance — currently $100,000 allocated to maintaining all buildings. Request to increase this to $500,000 for the next two years. Highest priorities — HVAC in City Hall, Fire Stations and Falkirk Cultural Center. Mr. Preston displayed a picture of the Public Works employees, who do such a fabulous job for the City of San Rafael. Councilmember Heller stated her special request was to find more funding for sidewalks as she believed this was tied into Quality of Life, etc. Sandra Sellinqer stated that in September last Marin Releaf arranged with the United Stated Department of Agriculture to do a Greenhouse Gas Inventory. She indicated they were aware of how many tons of air particulates covered Marin County, and in order to bring the County up to International standards, 35% canopy cover over urban centers, it was necessary to plant over 540,000 trees in San Rafael. Noting the City of San Rafael takes a great deal of pride in its trees, she inquired as to the number of trees in the City. She noted there were numerous trees throughout the City in benign neglect, specifically the Magnolias on the island at the Highway 101 exit, which were under -watered and dying, as were many trees on Point San Pedro, etc. Ms. Sellinger noted PG&E had made their GIS inventory of all lines available, yet the City did not avail itself of this Overlay. She noted the City had an overabundance of large trees underneath high power lines, which cost money. Ms. Sellinger noted that when Code Enforcement reports are submitted regarding trees, they are shuffled to the bottom. She specifically noted that all the street trees at the front and side of the Home (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 13 (Spec.) SPJTCC/RA 06/04/07 Page 14 Consignment Center on Francisco Boulevard, had been removed. Ms. Sellinger reported that Marin Academy was informed they could not plant Liquidambars on Fifth Avenue; however, for two or three years there had been Liquidambars, with nothing happening. Grand Landing was approved for 50 trees; however, 3 trees remained. She noted that the Planning Department was allowing for a tree island, yet trees were being removed. Ms. Sellinger stated that funding was available for the nearly 100,000 trees San Rafael needed to plant through the Police and Fire Departments, yet it was not being sought. She noted Proposition 84 provides for trees for urban forestry and these funds needed to be sought. A forest of trees was planted at the Civic Center because Caltrans had to provide mitigation, and she inquired as to what happened in the City of San Rafael regarding applying for money for trees. Noting California State Attorney General Brown was now suing projects where the damage to the environment had not been calculated, Ms. Sellinger stated the City of San Rafael needed to look at this. She stated that a certified urban forester position was needed in San Rafael. Leo Isatalo, Peacock Gap, suggested that there be an Objective in Public Works along the lines: "Maintain flexibility of management of staff and dollar resources to maximum opportunities to collaborate with the neighborhoods." Larry Luckham, Fire Commissioner, Vice -Chair Measure 'S' Oversight Committee and Chair of the former Critical Facilities Committee, directed attention to Item 5 on the Public Works Departmental Objectives — Critical Facilities in the City of San Rafael. Mr. Luckham explained that when the Critical Facilities Committee (CFC) conducted its investigation and developed its report some years ago, it was concluded that the critical facilities were in critical need of repair, upgrade and replacement. They also ran headlong into the financial difficulties the City was in at the time, the CFC charter was expanded, these issues were evaluated and the CFC ended up recommending a Transactions and Use Tax which was universally accepted by the City Council and the voters in the City of San Rafael. Noting things had not changed, Mr. Luckham stated that in this two- year budget cycle, it was not possible to undertake the capital replacement in the order of dollars necessary to address the problem immediately. However, as discussed at the time, there would be a need, well in advance of going for a bond issue, to put into effect a replacement plan, for some study, design and planning. He urged the City Council to give direction to the City Manager and Public Works Department to include money in this year's budget cycle and the next several budget cycles to do the planning necessary down the line to get the desired result in the time available. Agreeing with the necessity for a carbon study and offering his help, Mr. Luckham believed something needed to be done in the way of critical facilities replacement planning also. Responding to some issues raised, Mr. Nordhoff stated that under Neighborhood and Economic Vitality, one of the new programs and strategies dealt with the Tree Preservation and Sidewalk Ordinance, which would include associated policies. This would involve Public Works and other departments and would address some of the questions raised by Ms. Sellinger. Mr. Nordhoff reported that staff would be working with the Marin Energy Management team who helped partner in some of the carbon studies. Mr. Nordhoff also noted there would be some additional environmental issues since adoption of the General Plan 2020 that would need to be addressed, dealing with Global Warming, etc. Appreciating Mr. Isatalo's comments, Mr. Nordhoff stated there was a New Service Request regarding how the City might be able to partner with the neighborhoods in some various initiatives. Regarding Mr. Luckham's comment, Mr. Nordhoff stated that in the Public Assets Section of the House, staff was intending to do some work regarding reconstituting a committee that could take off from where the last Critical Facilities Committee issued their report to figure out how to put a program, charter, etc., together. He indicated that from the most recent Citizen Survey, there was a disconnect between what staff and the community knew about City buildings; therefore, a key portion of time would need to be spent on an educational and informational component. Referring to the four-page handout entitled "Service Options for Consideration" Mr. Nordhoff gave a brief overview: • City Manager o Neighborhood Grant Program — placeholder of $5,000. o Deferred Maintenance. (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 14 (Spec.) SPJTCC/RA 06/04/07 Page 15 • Management Services o Need for additional funding to further enhance DART classes, GET READY program, etc. • Council Chambers Technology. • Public Safety - Police School Resource Officer — traditionally two people. Training Funds in the Police Department Police Services Specialist — how to further enhance community policing. Temporary/Seasonal — Police Services Specialist • Public Safety - Fire Additional Funding for medical supplies in the Fire Department Wildland Urban Interface Program USAR Team • Community Services o Program Coordinator — Youth Services o Part -Time Custodian position o Community Services 5 -Year Strategic Plan — 50% CSS and 50% General Fund o Arts Plan • Library o Consolidation of positions o Restructuring at the Management level o Literacy Program o Adult Services and Technical Services • Community Development o Canalfront Conceptual Design Plan o Updating Residential Zoning Regulations o Update Hillside Design Guidelines o Prepare Neighborhood Plan o Historic Building Inventory • Redevelopment Agency o Event Coordination o Twinkle Lights • Public Works o New Civil Engineer o Neighborhood Traffic Calming Program Vice -Mayor Cohen invited public comment on the New Service Requests; however, there was none. Mr. Nordhoff stated an updated draft would be presented on Key Efforts to the City Council on June 20, 2007. Input on Goals and Objectives would be incorporated accordingly and the bulk of the presentation on June 20, 2007 would be a final financial review, at which time, Council could provide direction for New Service Requests. There being no further business, the Special Meeting of the San Rafael City Council and Redevelopment Agency was adjourned at 8:25 p.m. ESTHER C. BEIRNE, DEPUTY CITY CLERK / DEPUTY AGENCY SECRETARY APPROVED THIS DAY OF , 2007 MAYOR OF THE CITY OF SAN RAFAEL / CHAIRMAN, REDEVELOPMENT AGENCY (Spec.) SPJTCC/RA MINUTES 06/04/07 Page 15