HomeMy WebLinkAboutSPJT Minutes 2001-05-30SRCC/SRRA (Spec. Jt.) 5/30/2001 Page 1
IN THE COUNCIL CHAMBER OF THE CITY OF SAN RAFAEL, WEDNESDAY, MAY 30, 2001 AT 5:00 PM
Special Joint Meeting:
San Rafael City Council and
San Rafael Redevelopment Agency
Present: Albert J. Boro, Mayor/Chairman
Cyr N. Miller, Vice-Mayor/Vice-Chair
Paul M. Cohen, Councilmember/Member
Barbara Heller, Councilmember/Member
Gary O. Phillips, Councilmember/Member
Absent: None
Also Present: Rod Gould, City Manager/Executive Director
Gary T. Ragghianti, City Attorney/Agency Attorney
Jeanne M. Leoncini, City Clerk/Agency Secretary
5:10 PM
POLICE DEPARTMENT PROMOTION ANNOUNCEMENTS (PD) — FILE 9-3-30
Introducing himself, Police Chief Michael Cronin commented that this was one of those occasions
bosses look forward to. He stated that tonight, he had the honor of participating in the promotion of
three people who are not only highly qualified, dedicated and long -serving members of the San Rafael
Police Department, but also his friends, co-workers and peers. Chief Cronin remarked that he owed a
personal debt to each one, as in the past six to seven months, they had served in the acting capacities
of Lieutenants and Captain in the Police Department. He equated this to a seven-month assessment
center, whereby the person is tested on a daily basis and could be removed for any whim or reason.
Chief Cronin stated that these people not only rose to the challenge but exceeded any expectations he
personally had for them, and he believed this opinion was shared by the City Manager and City Council,
all of whom had many opportunities to observe tonight's recipients.
Police Chief Cronin stated that over that six to seven month period, the Department confronted a
number of challenges, some of which were unprecedented in its history. On each occasion, these three
individuals and the one hundred and five others in the Department who support them, rose to the
occasion and met the challenge.
This evening, Police Chief Cronin stated he was honored to promote John Rohrbacher, Captain, James
Kelly, Lieutenant and Michael Keller, Lieutenant; he invited the recipients to the podium, together with
their spouses, who subsequently, attached badges.
Mayor Boro, on behalf of the City Council, offered congratulations to each of the three individuals and
noted that Police Chief Cronin had now assembled his command staff. He believed Chief Cronin and
the Department could look forward to a great future, and thanked them for the wonderful work they do
for the City of San Rafael, indicating they truly were the best in Marin.
Police Chief Cronin stated he had many great memories with these Officers, adding there was an
opportunity to create another this evening. He invited anyone for whom it was possible, to attend the
subsequent reception at the Arrivederci Cafe, in honor of the Officers.
BUDGET HEARING — TWO-YEAR BUDGET FOR 2001/2003 BUDGET — FILE 8-5
City Manager Gould stated this was a budget hearing to allow the City Council to receive brief
summaries from the Department Directors regarding key Goals and Objectives for the coming two-year
period, and also to allow the Council to ask questions and better understand the New Service Requests
being presented for consideration. He stated it was also an opportunity to allow the public to make
requests, for Council consideration, for additional services or capital projects for the coming year. The
City Manager and Assistant City Manager would provide a sense of how it all ties together and make
staff recommendations.
Mr. Gould stated each department would make a presentation, to be examined by the Councilmembers
who could subsequently, ask pertinent questions. The public would be afforded adequate time to make
any proposals and City Manager Gould would share staff recommendations for additional funding
requests for the coming year.
Indicating that Councilmembers could identify items warranting further discussion, Mr. Gould stated that
those items Council felt comfortable with would be incorporated into the budget, to be further evaluated
at the regular City Council Meeting of June 4, 2001, with final deliberations on June 18, 2001.
Assistant City Manager Nordhoff stated Councilmembers had in their possession a packet of
information organized alphabetically by department, including supplemental material provided on Friday,
May 25, 2001. Copies of all the material had been made available in the City Hall lobby. In addition,
Mr. Nordhoff stated he had included in the packets a program page regarding parking services, omitted
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from the initial packet, to be discussed in conjunction with the Management Services Department,
together with a three-page report regarding the recommendations on some New Service Options, as
alluded to by the City Manager.
Mr. Gould indicated that although the Agenda lists the City Attorney as making the first presentation, he
was allowing the Police Chief to begin, in order for him to join his colleagues in hosting the reception for
the promoted Officers.
g) Police Department:
Police Chief Michael Cronin stated that the key results areas, particularly the community and
organizational goals, were derived from Council direction at an earlier meeting of the five-year goals
for the City. Underneath these goals, the Police Department had laid out a number of objectives, in
an effort to achieve the benchmarks. Chief Cronin stated that essentially, the Police Department
would engage in efforts to reduce crime, and fear of crime in the community, with particular
emphasis on traffic safety, school safety and safety in neighborhoods. It is anticipated achieving this
success by means of using widely accepted statistical bases, namely, the NCIC Records, Western
Regional Crime, or the California Crime Statistics. Technology investment will also be made,
granting the ability to produce and display information in an objective and timely manner.
Chief Cronin indicated that other areas of interest include internal development of personnel in the
Police Department and improvement in management practices, to include fiscal responsibility over
the budget.
Regarding the Objectives "Improve Field Training Program with a goal of 80% retention", and
"Maintain full staffing 90% of the time", Councilmember Heller inquired as to the present status.
Police Chief Cronin stated that recently, a substantial effort had been made to attain full staffing;
typically, over a long period of time, the retention rate from Field Training is approximately 65% -
70%. Chief Cronin stated that most agencies probably have a retention rate slightly higher, in the
neighborhood of 75%. San Rafael's recent retention rate has been as low as 60%, which is
unacceptable and provoked a re-examination of the Field Training program. This is nearing
completion and will be corrected when new recruits enter the program, beginning next month.
Police Chief Cronin stated that the goal of maintaining full staffing 90% of the time is an effort to
achieve full staffing consistently. There is an ability to exceed this somewhat; however, with some
fiscal implications. He indicated that to be fully staffed 90% of the time literally means being within
one or two people of full staffing, which is to be differentiated from being 90% staffed.
Regarding the New Service Request section of the report, and in terms of the Sexual Assault
Investigator position, Councilmember Miller inquired if Chief Cronin intended this as a key area of
focus. Chief Cronin responded affirmatively and stated there were some areas where additional
attention should be directed, namely spousal abuse and sexual assault cases, which are typically
complicated and a very corrosive caseload on the individual officers, and the goal is to improve
services in these areas.
Mayor Boro stated he had a preliminary discussion with City Manager Gould, with further discussion
on this subject to take place between himself, the City Manager and the Police Chief, hopefully
before the budget hearing on June 4, 2001. These deliberations would center on the issue of the
Major Crimes Task Force, and would possibly include the Marin County Sheriff, to ensure
consistency of action. He requested City Manager Gould to arrange this meeting and invited a
participant from the City Council to join him.
Referring to Attachment E, Mayor Boro noted a two -person increase in force, one being the Sexual
Assault Investigator and inquired as to the second. Police Chief Cronin stated that over the last few
years, various positions were added, including Officer Joel Fay's position, and these posts are now
being back-filled. He confirmed the Police Department is on target for opening night at the schools
this fall.
Regarding Criminal Investigations and the Performance Measures section of the report,
Councilmember Cohen noted the term "Clearance rate" was being used instead of "Closure rate"
and inquired as to the reasoning behind this. Police Chief Cronin explained that there are standard
definitions used nationwide to determine effectiveness, and this is a matter of conforming our
definitions and standards to those published nationally, to be in a position to contrast performance
with other agencies.
With regard to equipment, Councilmember Phillips inquired if Police Chief Cronin was comfortable
that the City is adequately equipped in relation to radio communications, considering the present
position with MERA (Marin Emergency Radio Authority). Responding, Chief Cronin stated he was
not comfortable; however, there are no reasonable alternatives. He indicated that steps had been
taken to mitigate some of the anticipated problems with the current system:
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■ Officers had been provided with Nextel telephones; these are not only cellphones, rather a
trunked mobile radio system; and
■ Low band FM radios, which work over a short range, are installed in police cars.
Chief Cronin believed under the circumstances, this is the best possible solution. He reported that
adopting an interim radio system was investigated; however, this was found not only to be cost
prohibitive, but the time involved in its implementation would have rendered the investment
impossible to recover.
Regarding an incident earlier in the year where a specialized rifle was used, Councilmember Phillips
inquired if it was Chief Cronin's opinion the City was adequately equipped in this area also. Police
Chief Cronin responded in the affirmative and stated he had requested additional funding this year
which would complete the equipping of each police car in the department with a similar weapon. He
believed in the instant case, the weapon literally saved the lives of one, and possibly two Police
Officers.
City Manager Gould stated it was his opinion that in the forthcoming two years, the crime rate would
fall, citizen satisfaction with the Police Department would increase and there would be fuller
implementation of community oriented policing, (the COPS program), all of which would be achieved
within the budget and the resources allocated.
a) Citv Attornev:
City Attorney Gary Ragghianti stated that each year his presentation seemed relatively brief, which
impresses upon him how little flexibility there is to consider in the City Attorney's Office budget. He
stated the only area they pay particular attention to is Contract Attorneys. He noted the key result
areas are always similar as they articulate the work carried out for the various departments. Mr.
Ragghianti stated they endeavored to piece together this year some five or six objectives to be
accomplished during the present two-year budget cycle. Chief among them being that by the
conclusion of the budget, the City will be in the amendment stage of the General Plan, which will
consume a great deal of time in working with the Community Development Department and the
public hearings that attend that process.
Regarding the performance measure on the Fines, Civil Penalties and Administrative Costs
Collected, Councilmember Cohen noted that the 1999-00 figures were 4 — 5 times higher than
projected and inquired if there was something unique in respect to that particular year. Responding,
City Attorney Ragghianti stated he was informed that there were several issues unique to that year:
it was the first year to be involved; the canal apartments produced significant funds and Dr.
Sorokin's case was also included. It was aberrational, as could be seen from the budget estimates
for the succeeding two years.
Regarding the work to be taken over from the County, Mayor Boro inquired as to the impact for the
City Attorney's office. Mr. Ragghianti stated they were not certain but did not foresee it creating
great problems. The additional money had already been funded; there is an additional $18,000 on
top of the existing $12,000, primarily for paying the hearing officers and recording devices, etc.;
however, endeavors were made to budget some of the $18,000 toward the need, if necessary, to
hire outside counsel, should things become busy. The City Attorney's office will work closely with
Community Development Director Brown to bring this matter into the City's fold, hopefully without
the need to go outside.
City Manager Gould stated this was part of the New Service Request.
Mayor Boro stated that approximately twelve to eighteen months ago the City Attorney had
submitted a list of pending litigation items before the City, and he inquired if it was time to do this
again. Mr. Ragghianti responded affirmatively.
Regarding potential Charter revisions, Mayor Boro inquired who the lead staff would be. City
Manager Gould stated that Lydia Romero, Assistant to the City Manager and he would staff it,
together with either the City Attorney or Assistant City Attorney and the City Clerk.
Regarding the Key Results Areas — Provide effective and efficient legal advice to all City staff, Mayor
and City Council - Councilmember Phillips reported that he, publicly, would like to say that he is
more than pleased with the services the City Attorney's Office provides. He stated that it was a
delight working with Mr. Ragghianti; he is clear, concise, his advice is solid and he is a pleasure to
work with.
Mr. Ragghianti stated he appreciated Councilmember Phillips' sentiments, adding it was a pleasure
to represent the San Rafael City Council. He had spent some time over the years representing
various City Councils and had the utmost regard and admiration for everyone on this Council, with
no problem understanding who is in charge.
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Mayor Boro stated Councilmember Phillips' comments were well put. He stated that Mr. Ragghianti,
Mr. Guinan and the entire group, although small, are very powerful and have a big impact on the
City and their advice is very good.
Mr. Ragghianti thanked Mayor Boro and noted that Marilyn Pecunia, Legal Assistant, was present,
whom he wished to thank publicly, commenting that it would be impossible to carry out their
responsibilities without her. He saluted Ms. Pecunia, together with Mr. Guinan, Assistant City
Attorney and Mr. Davis, Deputy City Attorney, two very competent lawyers who work for him.
b) Library/Cultural Affairs:
Mayor Boro stated that last week he had the opportunity of attending Glena Coleman's class at Sun
Valley and reported that each year Ms. Coleman, member of the Board of Library Trustees,
engages her students in a walk around San Rafael, subsequently building replicas of buildings they
observe. This year her work will appear on the City's web page.
Library Director Vaughn Stratford stated he would address the five major goals for the Library and
Jane Lange, Cultural Affairs Director, would speak on the Falkirk goals.
Library — Mr. Stratford stated that the first goal for the Library is to develop a conceptual
architectural plan for expansion and renovation of the main library on the existing site, which, he
believed, would assist in developing community support for expansion and create a vision of the
kinds of services to be provided in a renovated and expanded library. It would also present a
realistic idea of how much expansion and renovation would cost.
The second goal is to complete a five-year technology plan for the San Rafael Public Library and the
Canal Library and Mr. Stratford reported that there are a lot of new developments in the area of
electronic information resources, i.e., e -books, e -journals, and a profusion of new data bases. The
technology plan will assist in keeping pace with these rapid changes and will also be a guide for
realistic budgeting in technology.
Reporting that the third goal is to publish a comprehensive strategic plan of library services to the
community, Mr. Stratford stated that this plan will incorporate feedback from the nine community
meetings undertaken last year, together with the results of the community survey carried out by the
library, and is anticipated to be flexible and responsive to the changes in the community.
Mr. Stratford indicated that the fourth goal is to create a foundation to facilitate greater fundraising
capabilities for the library. He stated that it is hoped this foundation will create a fundraising vehicle
which will allow the library to solicit large donations; the foundation, however, will not replace the
Friends of the Library, who will continue to donate significant contributions for equipment and
furniture and support the summer reading program, together with many other public programs.
Finally, Mr. Stratford stated that the goal to continue to expand services to teens is an endeavor to
highlight the embryonic teen program. He indicated that in a very short time, the Teen Librarian has
begun an active Teen Advisory Council, organized a number of public programs for teens and
conducted outreach to all of the high schools in the community. He forecast great results from this
program in the next two years.
Falkirk — Jane Lange reported anticipating going forward with the second phase in developing the
so-called "service area" behind Falkirk, with the purpose of taking the load off the house by providing
an outdoor area for events, weddings and rentals. She stated the project would basically be
renovating the old Greenhouse for alternate use.
Secondly, Ms. Lange stated it is intended to broaden the collaborative base. In the past two years,
Falkirk has collaborated with twenty different organizations in programming at Falkirk and for this
fall, there is an historic exhibit planned with the Marin Historical Society, as well as a program in
collaboration with Marin Shakespeare this summer. She indicated that it is also proposed to expand
the Friday at Falkirk program, which began last year with two programs. Three are scheduled for
this year, the first of which successfully took place last week, and it is intended to include an
additional program each year.
Ms. Lange indicated that it is also proposed to provide greater service to youth and teens. Currently,
five of the San Rafael Elementary schools are being served through the visual literacy program,
Learning to Look, and it is intended to increase this number to include both Sun Valley and
Glenwood schools, thus serving all of the elementary schools.
With reference to the New Service Requests, Councilmember Cohen noted extending the Library
Sunday hours to year-round was discussed, and recalling recent correspondence from Mr. Stratford,
Library Director, to the effect that he was not prepared to implement this, inquired as to the current
status.
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Responding, Mr. Stratford stated that given the current Sunday hours, this would be stretching
Library staff beyond capacity. He commented that perhaps he was remiss in the way the budget
request was prepared, as to provide Sunday hours during the summer would necessitate the
addition of permanent part-time positions, and the Sunday hours would be considered holistically, as
year-round. Mr. Stratford stated he would prefer to generate new cost estimates and figure out how
not to impact staff in the manner anticipated under the current system.
In terms of what was put forward for Council adoption at this time, Councilmember Cohen inquired if
this was included. City Manager Gould stated staff would be recommending that Council seriously
consider the addition of a bilingual librarian, especially in the second year of the budget and use that
as a springboard to make application for state library bond funds at Pickleweed. He indicated that
staff is not recommending the additional Sunday hours during the summer at this time, and if Council
would like to have a further analysis of that option, as indicated by Library Director Stratford, staff
would favor returning with more precise information as to what it would actually take to implement
the Sunday hours during the summer.
Councilmember Cohen stated he would be interested in reviewing this information, as he would like
to see the library open on Sunday should there be a way to do so without impacting staff. City
Manager Gould stated this would be available for the City Council meeting on Monday, June 4,
2001.
Councilmember Heller stated she had an opportunity to discuss this with Mr. Stratford and confirmed
that in the budget request, this would not become effective until 2002; therefore, providing one full
year to work on any quirks. She reported that Mr. Stratford had been conferring with other libraries
to evaluate how they staff Sundays and to ascertain what changes would be feasible. She reiterated
that there was a year in which to achieve this, and should it prove impossible, there would be a year
to scratch it; however, she would be very pleased to see the library open twelve months a year,
seven days a week.
Councilmember Miller stated he noticed when re -reading the Declaration of Human Rights under the
U.N. recently, that one of the basic human rights in that document is the right to one's culture. He
noted that San Rafael was multi -cultural and very diverse and he would like to see, as one of the
objectives, the ability to be a catalyst for various cultural programs throughout the City. He
commented that San Rafael did not have to stage these programs, rather carry out catalytic
government, assisting with the organization, some of which is already taking place. He believed that
given this year's census, the opportunity for greater effort in this direction should be seized.
Regarding Library Sunday hours and the fact that this is not contemplated until 2002,
Councilmember Cohen stated he was not advocating immediate implementation, rather he wished to
record his support for this goal. He would like to see staff evaluate a means by which it could be
implemented and funded; however, he wished to make clear that he was not requesting the details
be worked out for presentation at next Monday's Council Meeting, June 4, 2001.
On a lighter note, with regard to the Summer Reading program, Councilmember Cohen stated that
the rumor around his home was that the library has implemented the "Isabel Cohen" rule and the
reading program is now mandatorily stretched out. Should this be accurate, he wished to inform
staff that Isabel is greatly disappointed. She was challenging herself to set a personal best of being
there when the library opened on the first day of the Summer Reading program, and returning before
it closed that same day, having completed her reading assignment. He indicated that previously,
she had completed her reading within twenty-four hours, and her goal now was to accomplish this
within the service day; therefore, she is a little disappointed that the rules have changed.
Mayor Boro stated he too supported maintaining the library open on Sunday, if possible, and looked
forward to staff returning with a plan to implement this.
Mayor Boro referred to the section dealing with Literacy and the two-year objective to raise over
$800,000 through private, state and federal sources, to maintain operations of the joint City/County
literacy program, and inquired if this was a realistic goal. Library Director Stratford responded in the
affirmative, adding that the literacy program had been very successful, receiving state, federal,
private and tobacco money, etc., and is a great fundraiser.
On the question of Grants, Mayor Boro inquired who the point person is in the City for grants,
excluding Redevelopment, or whether it is spread throughout the organization. City Manager Gould
stated there is no one single person charged with fundraising and grant making throughout the City,
rather it is a decentralized function. Subsequent to the Study Session some months ago with the
Partnership Resource Group, the notion has been advanced of working with that particular individual
and organization for fundraising for the Pickleweed expansion. This individual may or may not be
used should it be decided to pursue the Proposition 14 monies, which will very much hinge on
Council's decision on whether or not to add the bilingual librarian to the library services.
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Mr. Gould stated that if it was Council's desire to see more involvement in grant writing and
fundraising, with a central repository, to be monitored to prevent duplication of efforts, this could be
included as an objective for the coming year.
With regard to the bilingual librarian, Mayor Boro inquired whether that person would be deployed
here or at Pickleweed. Library Director Stratford stated that the primary responsibility would be at
Pickleweed; however, there would be a spillover to the main library. He indicated that this person
would be in charge of the Pickleweed operation and as noted in a previous memo, would facilitate
adding more hours there, together with further outreach. He reported that this would be necessary
in connection with the competitive Proposition 14 project, to garner state funding for 65% of the
library portion of the Pickleweed expansion, with a spillover which would accrue to the main library.
In this connection, Councilmember Miller inquired if there is evidence of a greater number of people
using the Pickleweed library who also use the downtown library. Mr. Stratford stated this is
occurring and it has been found that Pickleweed library is truly serving as a bridge to the main
library, with increasingly more families and bilingual people attending. He reported that a bilingual
library assistant, working in the Circulation Department, is teaching Spanish to the remainder of the
staff. Mr. Stratford reported that the Circulation Supervisor approached him recently, elated
because of the fact that she had conducted an entire interview in Spanish with a solely Spanish
speaking person who wished to obtain a library card. He indicated that this demonstrates a real
effort to serve that population, which is most important.
Councilmember Miller inquired if there was evidence at Pickleweed, as well as downtown, that the
interest is predominantly in English rather than Spanish books. Mr. Stratford responded affirmatively
and stated that a lot of the bilingual adults want more books in English.
Mayor Boro thanked staff for the great job they do, and also the Commissions who represent the
City.
c) Communitv Development:
Community Development Director Robert Brown stated that not surprisingly, the major undertaking
for the Community Development Department during the budget will be completing the General Plan
update. This is approximately halfway through and off to a great start, and Mr. Brown reported that
Linda Jackson, Principal Planner, was doing a phenomenal job keeping all the balls in the air
simultaneously. He stated that their mantra in this project is to complete the job within the funds
previously allocated.
Mr. Brown reported that while Advance Planning will be occupied with the General Plan, Current
Planning will be busy with the St. Vincent's application. He stated it is anticipated that there will be
an extraordinary amount of community education and outreach to be carried out as part of the
processing of these applications.
Mr. Brown reported that the major new service expansion proposed is in the area of Code
Enforcement. He indicated that during the Rising Rents discussion, it was clearly echoed that there
were requests from the public to increase apartment inspections and to this end, Code Enforcement
has proposed taking over the County's Apartment and Hotel/Motel Inspection Program. Mr. Brown
stated that it is believed a greater level of service could be offered by the City of San Rafael, and
County staff concurs. He reported that the City will also obtain the fees received by the County;
therefore, the increase of two Code Enforcement Officers, a part-time Fire Inspector, the Attorneys'
services and all the ancillary expenses will be self-funded from that fee source.
Community Development Director Brown stated it is anticipated completing the implementation of
the permit tracking system and taking it to the next level, using it more as a management tool and
hopefully, within the budget period, expanding to online permit services.
Mr. Brown stated that a number of code updates are planned and some of the more significant
include a New Service Request to create a Telecommunications Ordinance. He noted the City's
zoning regulations are not up to the telecommunication revolution evidenced in the last ten — fifteen
years. Mr. Brown indicated that it is also proposed to shift previously allocated funds from a CEQA
(California Environmental Quality Act) guidelines update to evaluate single-family regulations, the
"monster home" issue, as it is believed these regulations could be updated.
Concluding, Mr. Brown reported that the Live -aboard Boating Ordinance will be completed, an
update of the Subdivision regulations has been initiated, and staff will assist the attorneys in
updating the Noise Ordinance.
Mr. Brown indicated that Linda Jackson, Principal Planner and Lynda Ferris, Code Enforcement
Manager were present and would answer questions on any of the programs.
Regarding the authorized positions, Councilmember Heller stated she was confused, as Community
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Development is depicted as having 21.5, going to 22 in 2000-01 and just 21.7 for 2002-03.
Assistant City Manager Nordhoff stated there are 22 people positions authorized, funded and
budgeted; however, there are those who have volunteered to work slightly less than fulltime hours
and when calculated, this results in a figure of 21.7. Councilmember Heller inquired if this included
the new Code Enforcement positions. Mr. Nordhoff confirmed with Ms. Heller that this figure would
be plus 2, to include Code Enforcement. He indicated that the three-page sheet he distributed
contained a listing of the full-time equivalence of new positions which are proposed as New Service
Options.
Councilmember Cohen stated it could reasonably be expected to see in the next budget, an
application on at least a portion of the St. Vincent's/Silveira properties, and inquired if this would
have an impact on the budget. Mr. Brown stated an application is expected sometime in the early
fall; two contract planners, and more, will be doing the majority of the processing, with Greg Zitney
assisting with the environmental consultants, and these people will be paid for by the applicant.
Councilmember Cohen inquired as to the method of payment. Community Development Director
Brown stated the City would be the pass through conduit and already possesses deposit funds;
therefore, some of the services have already been paid for. Councilmember Cohen inquired if the
City selects the contract planners and Mr. Brown responded affirmatively, qualifying that they will be
on contract to the City.
Regarding Code Enforcement and the chart depicting cases investigated, Mayor Boro referred to
the 521 figure in 2000-01, 550 in 2001-02 and 575 in 2002-03 and inquired as to the feasibility of
these projections. Community Development Director Brown stated this does not anticipate the
additional hires from the New Service Request which have not been factored in. Lynda Ferris, Code
Enforcement Manager stated these figures are based on current staff.
Mayor Boro stated it occurred to him when considering the percentage of project decisions not
appealed, which speaks well of both Design Review and Planning, that there is always the issue of
the major project which the City is not aware of until it is constructed. The words "major" or
"significant" should be defined and he would like to see staff implement a mechanism to apprise the
Council in such a situation. Mayor Boro stated that staff has been very diligent in keeping Council in
the loop; however, there had been events, and he paid tribute to the Planning Commission and the
Design Review Board for sorting these out.
Councilmember Heller concurred with Mayor Boro, commenting that occasionally an unknown
building appears. She stated she would like to have neighborhood interest as a criterion,
commenting that it is displeasing when constituents and neighbors call and she has no knowledge of
their plight. She indicated that as the issue is usually very important to the caller, it would be
important when you start getting rumbles from a neighborhood, to tag them. Responding, Mr.
Brown stated this is usually contained in the Friday Memo, albeit on occasion, after the curve.
Mayor Boro stated it goes without saying, that the Community Development Department had done
an excellent job. He complimented Linda Jackson, Principal Planner, on the fact that he receives
nothing but praise on the General Plan process, how well it is working and how it should be a model
for the County and other cities. He reported having heard this from people outside of San Rafael.
Complimenting Lynda Ferris, Code Enforcement Manager, Mayor Boro stated that while there have
been some real issues, she had been effective.
d) Fire Department:
Fire Chief Bob Marcucci stated that before Council this evening is a summary of the Fire
Department's goals and key result areas, which are taken very seriously in order to be effective as
an organization. These relate to community fire servicing, fire prevention, emergency response,
training in disaster preparedness and environmental services. He explained the seven key
objectives:
1) Continue as an effective community resource by assessing community assets and needs and
becoming a nexus to providing those services;
2) Maintaining customer satisfaction rating of nine (9). Chief Marcucci recalled that some time ago,
the rating system was changed from 1-4 to 1-9, which gives greater variations in assessing
community response. The 1-4 scale requires almost a catastrophic event to occur before it is
realized that the customer is not satisfied; therefore, going from a 1-10 scale should produce the
first results in July;
3) Maintain emergency capability of both fire and medical to be on the scene with the first unit
within eight (8) minutes to all areas served. Noting that the response time from the Fire Station
to the scene of an emergency was four (4) minutes, Chief Marcucci indicated that a different
approach is being taken this year, whereby the dispatcher, on receipt of a 911 call, has one (1)
minute to process the call. There are an additional two (2) minutes to get prepared and roll out
of the station, or get back to the equipment to respond, and up to approximately five (5) minutes
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to get to the scene. Chief Marcucci stated that response times in the past have always been
predicated from the Fire Station location; however, with sixteen (16) calls a day, and a
substantial amount of training activity and community fire servicing, etc., the Fire Department
Companies are out in the field continuously, responding from various locations. Chief Marcucci
reported that statistics were evaluated and it is believed that eight (8) minutes is on the high end;
however, the response time is mostly seven (7) minutes.
4) Reduce the occurrence of fire through an active range of fire prevention education programs;
5) Adopt the 2000 Uniform Fire Code;
6) Migrate off the BRC system which is presently being worked on with Information Services;
7) Elevate the current Dispatch Center to accommodate the MERA Radio System.
Fire Chief Marcucci indicated that there were several New Service Requests.
Councilmember Miller complimented Fire Chief Marcucci, particularly on the engine company
services, where the fire stations themselves are being made a program center, noting this is
remarkable and is the heart of community fire servicing. With regard to New Service Requests, he
requested further explanation on the Community Fire Servicing position. Responding, Fire Chief
Marcucci stated the Fire Department was requesting a part-time Community Servicing Outreach
Coordinator and the funds for this position would be taken from the existing budget. He indicated
that the stage has been reached in community fire servicing where more needs to be done, and as
an organization, the capability exists to do more; however, proper coordination is lacking and with
the present staff, this function cannot be accomplished to the degree he envisions. Chief Marcucci
reported that some priorities have been set and money repositioned to enable the provision of
sixteen hours per week for a Community Fire Servicing Outreach Coordinator. This person would
work with the community, assessing needs and the potential to fulfill those needs, and also work
with the engine company personnel to service the community and be an asset to the Fire
Department in enhancing and moving the bar up on community fire servicing.
Councilmember Miller inquired as to the extent of present programs considered to be community fire
servicing. Chief Marcucci explained that there are approximately fourteen or fifteen different
programs and there are ideas for additional programs. He indicated that some of the present
programs need to be revised and upgraded, a task to be attended to by this new position.
Councilmember Cohen remarked that there was a comment recently regarding Marinwood from Mr.
Howard Council, whom Chief Marcucci described as his life-long friend, and noted from the budget
that CSA 19 had been called out; however, Marinwood was not treated separately. Chief Marcucci
stated that Marinwood would be considered part of the EMS (Emergency Medical Service)
component; CSA 19 does not include Marinwood or Upper Lucas Valley, rather Santa Venetia, Los
Ranchitos, Country Club and Bayside Acres. In the EMS portion of the City's programs, Marinwood
is called out together with Upper Lucas Valley, CSA 13. Marinwood has their own Fire Department
and runs their own Fire Prevention programs, as a fire agency.
Councilmember Cohen stated he understood San Rafael was coordinating with Marinwood in terms
of the staffing. Fire Chief Marcucci stated there is an agreement with Marinwood; they are part of
all of San Rafael's training events and when their Chief is on vacation or unavailable, the Division
Chiefs handle the calls for their Fire Chief and Commander. Their dispatching is done as part of the
JPA Agreement; however, from a functional point of view, it is operated as one agency, with the
elimination of boundary lines many years ago. There is no dichotomy of a Marinwood or San Rafael
fire engine arriving at the same service level; however, they are not provided with fire prevention
unless they request to have some plans checked, etc. Community Fire Servicing is not extended to
Marinwood and should it be in the area where they handle emergency response, San Rafael does
its own community fire servicing in those areas.
Regarding the New Service Request for the Additional Full -Time Fire Inspector, Councilmember
Heller inquired if this is adding another half to an existing half-time. Fire Chief Marcucci stated this
is another full-time position. He explained that an audit of the Hazardous Materials Program was
carried out which revealed that it was not possible to carry out the required yearly inspections. On
evaluating the budget, it was found that $42,000 was being expended on consultants in both Fire
Prevention and Hazardous Materials. Chief Marcucci indicated that as the Fire Inspector position
commands approximately $83,000 to $85,000, the fees being charged for hazardous material
above ground, underground storage tanks and storage of flammable and hazardous materials in
buildings, could be increased to the level the County of Marin charges. He commented that it
should be borne in mind that San Rafael is the Hazardous Materials Agency for the City of San
Rafael. The County of Marin services all of the other unincorporated and incorporated cities and as
San Rafael's fees were substantially lower, by increasing the fees to the County's level, it was
possible to generate a further $43,000 to help cover the salary of a full-time Fire Inspector.
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Recalling Community Development Director Brown's statement that part of the money for the
Apartment House Program would go towards a part-time inspector, Fire Chief Marcucci stated that
with the $42,000 from the existing budget and the increase in fees, a full-time inspector could
accomplish these inspections, relative to the hazardous materials inspections, plus the other work
in the organization.
Regarding Key Results — Structural Fires, Councilmember Phillips commented that a friend of his is
the Manager at Willow Street Pizza and he had expected to see this fire in the report. Fire Chief
Marcucci clarified this pertains to the year 2000; the Willow Street fire was in February of 2001.
Fire Chief Marcucci stated there were thirteen structural fires in the City; however, none in
commercial.
Regarding the eight (8) minutes response time, Councilmember Phillips stated he had been in a
couple of situations where firefighters had shown up in a remarkably short period of time. He
inquired as to the standard, particularly with regard to the aging population and whether
demographics are considered in terms of the type of response necessary. Fire Chief Marcucci
stated the Fire Department believes the response time should be determined by the local
jurisdiction, the City Council, and not mandated by NFPA 1710. Statistics over the year had been
evaluated, i.e. the increase in traffic, the number of incidents occurring and where the units were
responding from, in an effort to be realistic. He reported that to require a shorter time could
necessitate the generation of a further fire station as this could not be achieved with the existing fire
stations. Fire Chief Marcucci stated staff believes this is a very effective response time; several
actions had been taken to lessen this time, namely when 911 is dialed, the dispatchers throw a
switch and should the engine companies be in quarters, they hear this call, know the address and
respond automatically. Conversely, should they be in the field, the dispatcher firstly announces the
location of the emergency and those units closest can begin to respond. He believed that the one
minute allowed for the dispatcher to process the call, and two minutes for personnel are adequate,
especially in the instance of a structural fire or at night, when it is necessary to arise and get
dressed. He believed it is possible to get to the scene with the wheels rolling in four minutes. Chief
Marcucci indicated that a response time of eight (8) minutes is necessary to reach the top of
Fairhills, Esmeyer or other locations; however, the total reflex time is less than eight (8) minutes.
Fire Chief Marcucci believed this to be realistic based on the staffing level, configuration of the fire
stations, street configurations and the activity in the organization, and is reasonable and effective.
He believed that in the final analysis, when evaluating the customer satisfaction survey, the
response is close to a 4 under the old scale; therefore, residents appear to be satisfied.
Councilmember Phillips stated that being familiar with GIS systems, which he uses sometimes
around town and assuming fire personnel use maps, inquired how fire personnel know they are on
the correct course. Chief Marcucci stated the Captain is held responsible for knowing his district
and when dispatched, personnel are given a page in the mapbook and the coordinates, which lets
them know exactly where to go. He reported that fire personnel do not appear to have problems
locating an address, unless the street number is not on the building; however, a new mapbook is
being generated, with the support of Dave Bernardi, Public Works Director and Andy Preston,
Deputy Public Works Director, using the City's GIS system, which will depict the address of every
building in the City. The Captain will simply locate the coordinates and the number on the square
representing the building. This should be implemented in a month.
Councilmember Phillips stated he suspected that at some point in time, Chief Marcucci would
request such a system. Chief Marcucci stated that when leaving the station with four minutes to
determine the location and the fire hydrant, fire personnel need to be held responsible and
accountable for knowledge of their district. There are some technologies the Fire Department would
like to have. He indicated that on occasion, personnel exit the station so quickly it is necessary to
ask the dispatcher the numerics; therefore, to have mobile data terminals and big block numbers
would probably help. He did not foresee going much further than this.
With respect to disaster preparedness and the D.A.R.T. (Disaster Area Response Team) classes,
Mayor Boro inquired if there were now sufficient people who have gone through this class over the
past several years to enable the building of a roster of key personnel to mobilize other D.A.R.T.
graduates in the event of disaster. Chief Marcucci stated this is in progress, albeit a little slow in
implementation; however, he issued an assurance that this would be in place within the next year.
He stated that most people take the class for self-serving reasons, and need encouragement on the
value of being a member of a community team. He indicated that several classes have been offered
on leadership for D.A.R.T., which explain the objective, and will be continued.
Regarding the issue of earthquake preparedness, Mayor Boro noted there was a temporary
awareness subsequent to the last one, and requested that over the next several months, Chief
Marcucci pursue on a large scale basis, the possibility of acquiring a number of all-purpose kits to
offer to members of the community at cost, as a public service. Fire Chief Marcucci responded
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affirmatively and stated he would report back in several months. Mayor Boro stated it could be
possible to obtain a volume discount to make these kits attractive.
With regard to the comment that each fire station is a Community Resource Center organized to
meet the specific needs of each community served, Mayor Boro stated he believed this is the
hallmark of the San Rafael Fire Department. He noted that Chief Marcucci and the staff in the whole
department do an excellent job for the City.
Chief Marcucci stated it was a pleasure working for the Council and reiterated City Attorney
Ragghianti's comments that one does not know how well they have it until they go elsewhere and
hear horror stories. He stated that the Council, City Manager and Assistant City Manager's support
was much appreciated and it is a pleasure to work for them.
e) Communitv Services:
Community Services Director Carlene McCart stated that two years ago when discussion took place
regarding the Community Services budget, there were some lofty goals and major objective focuses
on programs, and she was happy to report reaching and surpassing many of these goals and youth
services. She reported that there are senior and theater programs, trips, special events and a
childcare division, and this year, the focus is more on the next tier of the reorganization plan. This
entails putting into place additional staff assistance to sustain growth and maintain what has been
achieved in the past two years, and also building infrastructure to continue to improve service.
She reported three main themes to the objectives this year: Pickleweed Fields, a Childcare Center
and the Terra Linda Pool. Management plans for each of these operations will be strategized and
running smoothly within the year.
Ms. McCart reported:
♦ Project development will be continued on the skatepark at McInnis Park and Pickleweed Center
expansion, with plans and funding strategies being developed;
♦ Park renovation completions at Bret Harte, Sun Valley, Freitas and upgrading various
playgrounds identified as being out of compliance with new state codes;
♦ The Tennis Court resurfacing program instituted several years ago, with authorization to sell
tennis keys, has amassed sufficient revenue to initiate resurfacing;
♦ Participation in all school renovation plans to maximize opportunities for the community.
Presently, this is being done at Coleman school, working with their site committee developing
renovation plans to ensure the Childcare Center becomes part of the improvements.
♦ In four years, youth programs will be up 80% in participation, Seniors are up 30%, Theater
programs are over 50%, all having a 10% increase goal per year. The focus will be on teens, as
this is in the reorganization plan and was also a common theme in the two surveys taken over
the last budget period, together with the San Rafael Choices comments.
Assistant Community Services Director Bill Scharf reported that childcare in the next two years
would be affected by the current construction. He indicated that all of the San Rafael School
Districts are basically closing down one site at a time for renovation, which will have an impact on
this program. Staff is working hand in hand with the School District to ensure children are not
displaced and the Childcare programs can continue to operate. He noted that the new Childcare
Center will be a jewel, excitement is building in the community and he receives calls constantly in
this connection. Mr. Scharf stated that tours have commenced, the drywall is installed and
everything is going on schedule, thanks to assistance from Public Works. He found it gratifying to
observe the three different contractors working in unison. Mr. Scharf reported both programs are full
and staff is working on squeezing in every possible slot. Staff is working with the Principal at Sun
Valley which a year from now, will be closed for renovations and will relocate to Short School.
Regarding the Terra Linda Pool, Councilmember Phillips inquired if this project was on budget.
Responding, Ms. McCart, Community Services Director, stated it was on budget and on time. In
connection with the Tennis Courts, Councilmember Phillips inquired as to whether many key sales
could be attributed to these courts or whether is was hampering open play. Ms. McCart stated that
only the Freitas courts in North San Rafael are maintained as key courts. There are public courts at
the high school and in Santa Margarita Park, which was by design, not wishing to lock down all the
public courts. She envisioned that Santa Margarita Park Court would probably need to receive
some attention as it gets a lot of use.
Being specific to Freitas, Councilmember Phillips stated that he drives by daily and has not
observed much play. He was not sure if this was attributable to a decline in the popularity of the
sport or whether having an admission fee is discouraging people from using that public facility. Ms.
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McCart stated that the first full calendar year the program was in place, a substantial amount of
outreach was carried out, explaining the reason why this program would be beneficial to the entire
system. Since that time, very few comments have been received from those who deem it to be
unfair or closing off a facility they desired to use. She explained that the top rate for a full year pass
is approximately $30; therefore, it is a reasonable fee compared to that charged by Mill Valley,
Sausalito and other key systems, and she has had no complaints. Councilmember Phillips
questioned whether or not this was discouraging use, with people preferring to go to the high school
or Santa Margarita Park where a key is not required, leaving Freitas possibly sitting dormant. Ms.
McCart indicated there is no system in place to take account of the number of visits to a particular
site; however, it is possible to track those who are purchasing keys and the neighborhoods
supporting the program.
Councilmember Phillips suggested that staff review the program with regard to that facility, and he
would question the policy if the facility were not being used. Responding to Ms. McCart's question
on whether outreach should be carried out, Councilmember Phillips stated he was suggesting that
perhaps it does not apply to this facility. Ms. McCart stated staff would review the number of keys
being sold, where the demographics fall within this system and the usage.
Councilmember Cohen confirmed with Ms. McCart that sufficient revenue had been generated to
initiate a round of resurfacing and he inquired if this included Freitas. Ms. McCart stated the figure
was approximately $12,000 and would probably take care of three courts; therefore, a consultant
would prepare an estimate on the life expectancy of all the courts, to determine priority.
Councilmember Cohen recalled a discussion on whether or not to include Freitas and it appeared to
him to be useful to track the activity level. He believed the point was being reached where a
program such as this was acceptable, and those desiring a better court service are willing to pay for
the resurfacing with a key system; those who do not wish to pay can play at the high school or
Santa Margarita. Councilmember Cohen indicated that it could be interesting to track this and also
ascertain if Freitas would get more use, even with a key system, should it have a new surface. His
belief is that it would when it is realized that it is in significantly better shape than other courts in the
Terra Linda area. He favored tracking this rather than eliminating the key service. Ms. McCart
confirmed this would be a regular review with an ongoing tracking system.
Councilmember Cohen stated he was pleased to see the proposal for online registration and would
like to see this implemented. He believed use of the Internet for enhancing customer service with
the ability to go online, see the catalog, register for a course and get instant confirmation of that
registration is excellent. He noted that the $10,000 could purchase the software; however, he
indicated that it needed to be maintained by updating the course selection, etc. and inquired from
where this ongoing expenditure would be derived. Ms. McCart stated this program is a component
of the software package purchased two years ago and is designed to enable staff to download
information, dispensing with the need to bring in consultants to redo the database. Councilmember
Cohen inquired if staff was taking existing electronic form information and posting it to the website,
or whether there is a database on the web which is required to be maintained. Responding, Mr.
Scharf stated that as a component of the existing software package, it will be downloaded in a form
which will be user friendly, similar to other registration packages. The existing database will remain
and is already being maintained. Councilmember Cohen stated that it will be necessary to keep the
information on the web current. Mr. Scharf stated that currently, staff inputs class information, which
is downloaded into a form whereby a catalog is produced, and this is basically what will happen with
online registration.
Councilmember Heller stated she was delighted with a lot of the new programs which will become
evident and she found the theater productions fascinating in that there will be productions nightly at
B Street, between children and adults. She noted that it appeared as if the adults want to take over.
Ms. McCart stated it has really taken off; however, it is a program which involves adults and
children, with adults producing theater for children. Their next production, Wizard of Oz, premiers
on Friday night, with twenty-five "munchkins"; however, the main and support casts are adults. Ms.
McCart stated they choose a particular charity to benefit from a portion of ticket sales; therefore, it
goes back into the children's services and the community.
Councilmember Heller noted a new revenue request relating to the institution of a 16 women's
basketball division.
Returning to the tennis court key system, Councilmember Heller recalled one of the reasons this
was implemented was to maintain the newly resurfaced courts up to par and usable, noting there
were those with skateboards and rollerblades who prefer to use tennis courts, and she inquired if
this would need to be addressed with the new courts. Responding, Ms. McCart stated that since the
key system has been in place, this kind of damage, which was prevalent, has not occurred. Albert
Park will be assessed to ensure that should intermediary work be necessary to maintain the quality,
it will be attended to before experiencing any type of breakdown. Ms. McCart confirmed for
Councilmember Heller that Freitas and Albert parks were attended to simultaneously and should be
in fairly good condition.
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Councilmember Miller referred to an item in the Two Year Objectives to increase the number of City
managed programs at Pickleweed by 20%. With people from the community lined up to continue
with evolving programs, he inquired whether the opposite should be done to witness an increase in
community programs rather than City managed. Ms. McCart stated that the primary goal is not
revenue, rather balancing out the existing, to make a full offering of programs available. She noted
that the majority are collaborative; however, staff is attempting to incorporate balance in some of the
youth and adult programs. Presently, a handful of programs are offered solely sponsored by the
City. Councilmember Miller questioned the need for sponsorship by the City if the community is
already expressing their needs. Ms. McCart stated this was for balance to ensure that all age
groups are represented and as with all programs, they respond to need.
Expanding on Ms. McCart's response, City Manager Gould reported that a wider range of activities
are offered at the other community centers. He confirmed that the community had stepped up, and
under the new rules, used a substantial amount of the facility for community based programs;
however, they constantly articulate a request for more. He indicated that the community itself
cannot come forward with all of the new activities; therefore, it falls to the City to offer those activities
requested, and is collaborative.
Regarding the New Service Request for a Youth Services Coordinator, Councilmember Miller stated
he trusted these were community based programs and not school based. He identified the Kids
Club as a very definitive community based program, which involves entire families and is so
successful that in speaking with Sister Albertina, he learned that in one day, she enrolled over 100
children, (it accommodates 70), not counting those who decided not to sign up because of learning
the program was full. This displays a great need and Councilmember Miller believed the after-
school programs are so necessary, as they involve the total child. To have community based
programs, he believed, is an important service and he would like to see a full-time position for this
purpose. Ms. McCart stated staff would return with figures for the part-time position and keep going,
if possible.
Regarding the skateboard park, Mayor Boro stated he observed one recently opened in Sonoma
with another in Healdsburg, noting it almost appears that Marin's effort to build this skatepark park is
way beyond what is necessary. Not understanding how it could be so complicated, skateparks
being evident throughout the country, he inquired as to the reasons for this. Ms. McCart stated that
the proposed skatepark is approximately 13,000 square feet which equates to approximately the
size of Healdsburg's. The facility can accommodate 75 skaters simultaneously, with many more
observing, as is part of the skatepark culture. She indicated that the proposal is to have the
conceptual plan approved and completed in June, when fundraising will also commence, and
prepare grant applications for the Proposition 12 funds which will be available after the beginning of
the year. Ms. McCart indicated that the application for these funds will be submitted in November
and the outcome will be known in January. She reported that it will take approximately 16 — 18
months to construct once the funding package is in place. Mayor Boro requested that Ms. McCart
furnish Council with comparable costs for similar sized parks elsewhere, at some point.
Mayor Boro stated one of the Council's major goals for the ensuing five years is collaboration with
the schools, noting a great job is being done, particularly with respect to childcare. He indicated that
more could be done over the next two years with respect to the City and the two School Districts by
working to share their facilities. He noted that working with the San Rafael School District has been
discussed, with the possibility of carrying out some maintenance, in return for public access to some
of their facilities. He noted that discussions took place in the past with Dixie, with little progress.
Mayor Boro stated that he and Councilmember Phillips attend quarterly meetings with the School
Districts, and over the next six months, they would like to be in a position to present a proposal to
the School Boards and the Superintendent, to pursue the issue of joint use and ascertain what could
be done to compliment each other, as he believed these are community assets. Ms. McCart stated
staff would make this a goal.
Mayor Boro congratulated staff on a great job. He reported on an interview with a lady last week
who was conducting a survey on childcare, and San Rafael was pleased and proud to report being
the only City in Marin providing such a service, and doing a super job of it. He congratulated
Community Services Director, Carlene McCart and Assistant Community Services Director, Bill
Scharf.
2. BUDGET REQUESTS FROM THE COMMUNITY:
Mayor Boro stated he was diverting momentarily from the agenda to address some items listed under
Budget Requests from the Community. He requested City Manager Gould begin with the issue of the
Promenade in North San Rafael.
City Manager Gould confirmed that the Promenade is one of the central features of the North San
Rafael Vision, adopted three years ago. He stated that there had been an ongoing request and
expectation from the VIA (Vision in Action) Committee that the next step to move the promenade along,
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would be commissioning an architect to carry out some type of design or masterplan of this new
amenity in North San Rafael.
Mr. Gould reported that he and staff had difficulty understanding and encompassing the scope of this
project, and in reading the North San Rafael Vision, imagined it to be a multi-million dollar capital
project, costing hundreds of thousands of dollars to maintain. Also, there was not much evidence of
partners, in terms of new development, who could fund portions of the promenade, nor was there
evidence of many sources for possible grant funding. It was, therefore, assumed that the lion's share of
the funding would need to come from the City, should this project come to fruition.
Mr. Gould reported that he had telephoned Shirley Fischer today to discuss this matter and express his
concerns. He indicated that a very constructive conversation ensued, whereby Ms. Fischer informed
him that the vision the VIA Committee has for the promenade may be a little different from staff's
understanding of it, in that it may be much more practical, feasible, and certainly phased over time. To
this end, Mr. Gould stated he would recommend Council direct staff to meet with Ms. Fischer and a
number of VIA Committee members most committed to this project, including staff members Nader
Mansourian, Traffic Engineer, and Community Development Director Bob Brown, to endeavor to work
on better scoping of the project, together with funding sources and expectations in the community, as it
was Mr. Gould's great concern that should the City Council fund the design of the project, the
community would then assume that the funding of its construction and implementation would follow
shortly thereafter. Mr. Gould noted that Ms. Fischer understood his concerns and would address them
this evening and he reported that she and members of her committee were quite willing to meet with
staff in the next few weeks, should this be Council's direction.
Shirley Fischer stated she was pleased to speak with City Manager Gould today as she believed there
had been some misconception regarding this issue and in fact, did not fully understand it herself until
this afternoon.
Ms. Fischer stated that the VIA Committee sponsored a charette with architects attending for a day,
making drawings, etc. Subsequently, the project essentially stalled as other priorities were being
focused on with the VIA Committee, and basically did not reach the point of being thrown out.
Ms. Fischer stated that the paper does not accurately reflect the desires of the community or the VIA
Committee in terms of the promenade. They do not see the promenade as a multi-million dollar project
and noted some of the content of the charette was outrageous, i.e., paving over the ditch and building a
park, which was not what they had in mind. Ms. Fischer stated that what they intended was a much
more modest amenities building on the existing structure, and a means of moving people and bicycles
from one corner of the community to the other. She stated that this could be as simple as bicycle
stripings, improving the sidewalks, improving some of the pocket parks and perhaps, creating some new
pocket parks where the triangles cut off. However, Ms. Fischer stated that basically, the project is not
huge and she believed the difference in scope is important to understand in that it is a much more
modest project and is somewhat on the philosophy that "if you build it, people will come".
Ms. Fischer recalled remarking to Mr. Gould today that one of the biggest gathering points in the
community is the mile long walkway in the hills around the end of Freitas, and stated she believed that
if an area were built to get people from Scotty's over to the Civic Center, it would be utilized. Ms.
Fischer stated the main idea was that it should be a conceptual rather than an actual design, to be
viewed long range as a project not expected to be funded by the City, rather the City would work in
partnership with the community as funding opportunities arose, to fill in pieces. She stated the most
immediate would be where it ran through the Northgate area, if indeed Macerich is anticipating
relocating Rite Aid to the northeast corner, and developing the idea of activity/gathering places along
the promenade. This would be the so-called Town Center area and would be observed for people flow
through, in conjunction with some of Nader Mansourian's street redesign and driveway realignment
ideas, to have a perception of how it works before the proposals come in.
Concluding, Ms. Fischer stated that this should be viewed as a long-term project with a conceptual
design which is much more economical, indicating that there are ways by which portions could be
constructed piece by piece, with community involvement. She stated she would like to see a
masterplan developed while the VIA Committee is in existence and working with the City, to produce a
conceptual design.
Mayor Boro confirmed with Ms. Fischer that this was somewhat of an action plan.
Councilmember Phillips stated he was a little uncertain as to what the funding request is at this point.
City Manager Gould stated it was not a request this evening as he would not be in a position to price it
until the scoping session is carried out, at which point there would be a clearer picture as to what the
project entails and whether or not it is necessary to engage architects. Mr. Gould stated he anticipated
being in a position to return to Council with a scope of the project, ideas of how money would be raised,
how to manage expectations and should additional consulting assistance be required to take it to the
next level, what this might entail. He noted that at that stage it would be possible to present a more
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definitive funding request. Mayor Boro confirmed with Mr. Gould that he would make a budget request
post adoption of the budget.
Councilmember Phillips stated this appeared to be a reasonable approach and reported he was present
when the promenade was being discussed. He noted there were a lot of great ideas, perhaps not
practical in all cases; however, some could possibly survive, while others might have to wait, and it
appeared to him that the approach made sense.
Councilmember Cohen concurred and stated there did not seem to be an overall idea of the potential
appearance. While funding opportunities were not evident presently, he indicated that it was necessary
to have an enhanced defined concept, as it would be advantageous to avail of an opportunity should it
present itself, and use the funding to initiate something concrete, albeit a piece of it, as opposed to
taking the first funding opportunity and using it to plan, thus leaving the community still without
something tangible as a result. Councilmember Phillips stated that should Northgate return with another
proposal to do something significant, rather than moving Rite Aid, and there was an opportunity to
receive funding, he would prefer to see this utilized for bricks and mortar instead of a plan. He believed
this approach made a lot of sense.
Larry Paul reiterated Ms. Fischer's comments and stated a central part of the North San Rafael Vision
has been the promenade, and anything the City can do in support of this, would be welcomed by the
community. He indicated that the Committee did not envision an elaborate or specific design and as it
is such a large area, it should not be a static plan, rather something akin to a masterplan, incorporating
some practical ideas put forth by the community through the charettes and other meetings. Mr. Paul
stated that this would be more realistic over the next ten to twenty years, realizing it will probably be put
together piecemeal as funds become available and private projects such as Northgate contribute. He
suggested that the project could possibly incorporate bicycle lanes, improving some of the best pocket
parks along Freitas to enhance the idea of a promenade and perhaps, some signs along Freitas
Parkway, similar to Gerstle Park, reinforcing the idea of a promenade. Mr. Paul indicated that the real
benefit would result in a gathering place, a place for people to find some identity to North San Rafael
and would unify the whole community. He noted there were some great ideas in the charette; however,
nothing cohesive, and being an architect, he believed it was possible to generate an inexpensive
masterplan, incorporating community's ideas, in order to have a framework to build upon, and to
develop community support and the possibility for a public/private funding partnership.
Roz Katz stated she was unaware of any money earmarked to take care of Santa Margarita Creek,
formerly known as the eyesore, the ditch; however, she believed that if some funding could be obtained
for cleaning up the ditch, it would enhance and improve the neighborhood greatly.
Mayor Boro stated two achievements were realized with this discussion:
• The scope was a little more realistic; and
• Prioritizing the phasing and building as the money becomes available, provided the
expectation is that this is all going to happen within the next couple of years.
Mayor Boro stated that it would be great to do it; however, the chance of being able to achieve this
with General Fund money is pretty remote.
Greg Knell stated he wished to speak in support of Dave Bernardi's Special Request for the $15,000 to
carry out the engineering studies for the plan generated by the neighborhood through hearings, etc. He
stated that this is the western hub and the one defined part of the promenade where there is consensus
in the neighborhood. People who fought the tax assessment district are participating and he reported
Jeanette McClusker, who walked door to door, is on the Board, with everyone desiring to see this done.
He noted there was some disagreement regarding how it would be funded and explained that it was
proposed to pay for it through a partnership with the Neighborhood Association. Mr. Knell believed the
small initial investment would assist, in that it would get the project on the City's radar screen and allow
the use of the tax-exempt status, which it is believed is integral to raising the money. He stated they
had no doubt they could raise the $70,000 to $80,000 considered to be their necessary contribution to
complete the project.
Mr. Knell reported staff had intimated that unless there was a guarantee the project could be built and
completed, they would be reluctant to proceed, which he believed was an unfair test to put upon a
neighborhood organization and would in fact, squelch the whole point behind the partnership. He
indicated that should the inference be that unless there is a guarantee the project will be built, the City
would not make the initial investment, nor allow money to be raised with the non-profit status, then the
whole idea would be terminated. This would then become an adversarial position, as before, with the
neighborhood organization returning to the City saying "well, you won't let us raise the money, you build
it for us".
Mr. Knell stated the City has a tremendous commitment to this area; $1.2 -million is being spent to
restore the Terra Linda Pool, which is on this block, and to make the investment in a new Fire Station
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and leave the rusted chain-link fence and ditch in front of the beautiful community resource, is bad
policy. Mr. Knell stated it is not necessary to call this the new median, rather it is recreating the creek
and beautifying an existing median. He urged Public Works Director Dave Bernardi to get this item in
the budget, stating it is not much to deduct from the 15% reserves. More importantly, however, is the
fact that it reinforces what the Santa Margarita Neighborhood Association has brought to the
community, partnering with the City, not making an adversarial situation, rather working together to raise
the money. He indicated there is no deadline, in that the community was informed it would take two
years just to raise the money and five years to build the project; therefore, the commitment from the City
could be left open and stretched out over a long period of time. He stated it is critical at this time, for the
City to agree that this is something which should be done for the City and this neighborhood, allowing
the name to be used to help raise money, and not imposing the unreasonable test of having to
guarantee it will be built before taking the next step.
City Manager Gould stated staff was aware that the Santa Margarita Homeowners Association has long
objected to the condition of the creek/ditch, and that various efforts had been made over many years to
improve and beautify it, which he agreed, would be desirable and especially beneficial to the property
owners in the immediate vicinity of the creek/ditch. He stated staff's concern was somewhat similar to
the promenade issue previously, where back in the early 1990s, the Council made a policy choice to
the effect that given the combined demands to maintain and upgrade median landscaping throughout
the City, some 40 miles, and the demands from the public to maintain and upgrade the City parks, the
City would favor the parks over the medians. Since then, some progress had been made; however,
more was needed to upgrade the aging physical facilities in the parks.
Mr. Gould reported that during this period, numerous neighborhood groups had requested the City to
return to the business of landscaping and upgrading medians and Council made some budget
allocations on the last occasion to North San Rafael, in particular, for that purpose. He stated he was
concerned with regard to developing new landscaping in one section of town and informing other
sections that regrettably, this could not be done and was not the City's policy. Also, the scope of the
project is one that needs to be further understood, and as Mr. Knell would admit, regardless of how the
money is raised to actually build the upgrades, the expectation is that the City will assume maintenance
and upkeep, subsequent to construction. Mr. Gould stated he would like to know what that means in
order to plan staffing and then Council could decide whether or not to accept the project in the future,
whether it be two or five years from now. He stated that staff's suggestion to Mr. Knell was not an
unreasonable test or a guarantee that the neighborhood had to demonstrate it would raise the money
before the City would fund the design, rather, it was a suggestion to hold discussions to fully understand
the scope of the project, to ensure it could be constructed and maintained in the near term, and
consequently, return with a joint recommendation for design. This, stated Mr. Gould, was staff's
request; however, he was unsure as to whether it had been fully understood by Mr. Knell.
Pete Martin, Santa Margarita Neighborhood Association, stated one of the important things they were
endeavoring to achieve with this item was to assist everyone to better understand the scope of the
project. He commented that engineering had to be the first priority in order to have a realistic idea of
what the cost would actually be; they had an estimated cost; however, they are not engineers, and
without the City's involvement, there would be a delay until an alternative method was found. Mr.
Martin stated it was really important to them; there was a lot of community pride and support and they
needed to take the first key step to initiate the process.
Mayor Boro stated the question was how to define the first step. He believed staff's rationale was that
prior to design, it would be more feasible to consider the potential options and what it is projected to
achieve. He indicated that taking the fence down was obvious, to have it look better than at present.
Mayor Boro stated he was not quite sure what difference it would make at this stage to begin with
scoping rather than designing it out, assuming it comes back and is feasible.
Responding, Mr. Martin stated they have been designing this for a number of years and their design has
been generated by professionals, architects in the neighborhood, and others, and is pretty much
accepted by the neighborhood. This does not represent acceptance by the City, however, it has been in
existence for some time. He believed that with the design, they are at stage two and prepared to do the
engineering component to evaluate the costs.
Recalling a defeated ballot measure some years ago and the City's investment and with people's
reasons for not supporting it, Mayor Boro inquired as to why it was realistic to believe they could raise
$80,000.
Mr. Martin stated this had been mulled over for a long time. He reported that people resisted being
taxed for something they believed the City should be doing. They now believed in helping themselves
get off the ground with a different method, which was tested with the tree project on the Gateway
Beautification, when they were over -subscribed financially. He reported having received an unsolicited
check for $2,000 and when dues went out, $1,500 contributions were received requesting the ditch to
be fixed. Mr. Martin stated they are optimistic in asking the neighborhood to contribute this kind of
money and are willing to make concerted efforts in this respect, albeit with no guarantee of success.
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However, they believe it can be accomplished because of the enthusiasm, energy, community pride
and some where -with -all, and the fact that they are part of the great City of San Rafael which has
moved forward in the past few years.
Councilmember Phillips, noting Mr. Martin had worked on this for a substantial amount of time and
applauding him for his efforts, stated that part of the concept is the City and the community working
together, and there has been evidence of this being successful, instancing the project with the trees. If
the figure is $15,000, with perhaps some resistance to this amount, following the partnership concept
and the fact that $2,000 had already been raised, Councilmember Phillips questioned if it would be
appropriate to join forces with regard to the next phase (second phase) and share in that also. He
speculated that if the City funded $7,500 and the Homeowners Association demonstrated its willingness
to participate in the project at the initial stage as well as presumably, down the road, whether that was
something the Community or Board would support.
Mr. Martin stated it could be considered; however, his concern was not to have a two -barrel fundraising
campaign. They did not wish to raise $5,000 or $10,000, giving the impression it was all taken care of,
only to return two months later with a request to raise the remainder of the funds. He reported that they
did have some money, which is used as a revolving fund, and would consider contributing as much as
they could afford; however, whether it be a one-time fundraiser or several, he was not sure. He
believed this proposal could set them back a year or two, which may be fine. They believed doing it
correctly outweighed the immediacy.
Councilmember Phillips remarked that "one can go back to the well too many times"; however, if staff is
suggesting that this phase needs to be explored further, then perhaps the funding element should be
part of that discussion.
City Manager Gould stated that part of the difficulty, as alluded to by Mr. Martin and Mr. Knell, is that
they have done a substantial amount of community outreach on basic design for improving the
creek/ditch and have some community buy -in to that design; therefore, they wish to work with that and
would like the Council's approval to spend the $15,000 on its design. Mr. Gould indicated that his
concerns stemmed, not from the $15,000 investment in the design, rather from the fact that should it be
deemed a partnership, and the Homeowners Association considers it can raise $80,000, then the
partnership would assume that the City would contribute an equal amount for the construction of these
improvements. Mr. Gould stated he was not convinced that it would not take more to actually build
these improvements and had no idea of how much it would cost to actually maintain them. He stated
he wished to ensure that should Council accept the detailed engineering design of this project, it would
be important to understand the implications for the City and what the expectations are for further
financial assistance for the project. He indicated that should Council agree this was the project the City
should assist in building in North San Rafael, staff would be quite willing to go forward with it; however,
he did not have a firm grasp of what the project is and what it would entail.
Councilmember Phillips shared City Manager Gould's concern, adding it was reasonable from any
vantage point. He inquired if the $15,000 funding being requested would give sufficient information to
provide Council with the answers to the valid questions raised. Public Works Director Bernardi
responded affirmatively.
Mayor Boro inquired as to whether or not there was a design in place. Mr. Bernardi stated it was his
understanding that there is a conceptual plan; however, what staff needs is a nuts and bolts plan that
calls out the grades on the curb and gutter, the design, and specifically, the irrigation system. He
indicated that this is similar to the type of plan used to build a job and the $15,000 would prepare the
project. It would be used to develop an estimate and for Tom Rothenberger, Parks Superintendent, to
evaluate how much water would be needed and the cost, together with the necessary manpower to
maintain the proposed landscaping. Mr. Bernardi stated that a specific plan is necessary to ascertain
what is involved.
Mayor Boro stated he needed to understand the City Manager's version. Mr. Bernardi stated that
before completing a detailed plan, it would be necessary to evaluate the concept and decide on factors
such as whether there should be a 3 -feet or 5 -feet wide strip. Obviously, 3 -feet is less expensive;
however, he questioned if this would be something the City and the Community would be happy with in
the long term. This, he believed was the type of discussion needed and what City Manager Gould was
alluding to.
Mayor Boro confirmed that staff wished to evaluate the conceptual design in advance of preparing a
detailed design.
City Manager Gould stated staff could guess at the cost of building and maintenance from the
conceptual design already developed and would like to have some conversations around this before the
Council committed to the detailed design.
Councilmember Heller stated she believed this made sense and anticipated the Homeowners
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Association would make their committee available for discussions with City Manager Gould and Public
Works Director Bernardi. On the point of using the City as the repository for the donations, to facilitate
the non-profit status, Councilmember Heller inquired if there was a problem with that. City Manager
Gould stated this service has been provided in the past and could be provided again. He equated it to
the "cart and horse", in that it was not known whether it was a City sponsored project; therefore, staff
was not sure whether to adhere to Mr. Knell's request to commence accepting donations, with the
fiduciary responsibility attached.
Councilmember Heller inquired if at the appropriate time, staff would permit the channeling of funding in.
Responding, City Manager Gould stated that with the cooperation of Messrs. Knell and Martin,
discussions should take place with staff to ascertain if there can be agreement on the scope, and
subsequently, place an item on the Agenda which fully describes the project, including the best
estimates of its cost and how the funds would be raised. Subsequently, Council could decide on its
feasibility, whether the City should fund the design, hold the monies and whatever other services should
be rendered to the project.
Mayor Boro inquired of Mr. Knell if this would work.
Greg Knell stated it could possibly work; however, their obvious concern was that to reopen the issue
and go back on what they had developed a consensus for, could cause them to lose their momentum.
He reported that there had been two years of hearings, where people wanted to address such issues as
digging up the gunite, returning the creek, and paving for parking at the Recreation Center, and he did
not wish to consider the issue of placing plastic strips in the chain-link fence. He stated that to return to
the point of evaluating what could be afforded, much investment would be lost; however, should there
be a commitment from staff and Council to evaluate items such as the type of landscaping, etc., they
would be happy to cooperate. Mr. Knell stated that the plan was prepared by TMW Architects and they
had budgets from architects, albeit not exact numbers. They now needed the City Council to agree to
move in this direction and allow them to begin fundraising, sooner rather than later.
Summarizing, Mayor Boro confirmed that the Neighborhood Association believed it had a plan, with
community consensus built around it. They were convinced they could raise substantial funds with this
plan in mind, and were willing to evaluate it conceptually, to ascertain its meaning and consider
alternatives which do not violate the basic tenets of this plan. He noted that it was important to keep in
mind the fact that by policy there had been cutbacks, and to assist one particular community entailed
justifying the support factor. He stated that he had driven by the medians today, where work would
commence this summer, and between what was budgeted and other funds planned for the medians, as
a result of some required safety upgrades, $250,000 would be expended on the entryway. Mayor Boro
indicated that something similar would be evaluated for other major entries to the City also. He believed
the concept was good, and the issue of why this is being done for Santa Margarita and not for 'Y',
could be overcome explaining that "this is what they are willing to do, and should other areas wish to do
likewise, the City would be a partner". He noted Public Works Director Bernardi has monies in his
budget to pursue some of these this year.
Councilmember Cohen stated he would like to see a way found to let the neighborhood build on this
momentum. He believed this was a valid question and could only be answered by their ability to raise
money. Recognizing the consensus on the design, Councilmember Cohen stated he was somewhat
concerned, as this was a $160,000 project, and these figures tend to grow. Assuming it could be
completed for $160,000, he inquired if the expectation was that:
■ should the neighborhood raise $60,000, the City would contribute $100,000;
■ would the consensus design be scaled back in favor of what the lower amount would purchase; or
■ would it be split evenly at $60,000 each.
Councilmember Cohen stated it was not necessary to play out all the scenarios; however, at some
stage, this discussion should take place, and as with the promenade, everyone needed to be clear,
including those carrying out the fundraising, as to the commitment on the part of the Association and on
the part of the City.
Mr. Knell stated they would stretch it out, taking more time, and it was not their attitude, having raised
just $60,000, to infer their task was complete. He stated the community had bought into the project; it
has a five-year timeline and is what they want to do. He indicated that there was no deadline and
perhaps it would be another City Council which would ultimately address the issue. He believed it had
to be somewhat organic, similar to the promenade process, as it was impossible to have all the answers
at this point, dealing with volunteers and a neighborhood organization; however, he believed the efforts
should be encouraged.
Councilmember Heller believed the efforts made were wonderful and she encouraged them. She
commented that although the neighborhood association was familiar with the picture, the City had not
as yet reached that position, and she suggested they stop to allow the City to catch up. Mr. Knell stated
that while not wishing to rush to complete the project, his attitude was to keep moving slowly forward so
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as not to discourage volunteers. He stated they hoped to achieve a small victory this evening and
Mayor Boro and Councilmember Heller confirmed they had received one.
To modify Councilmember Heller's metaphor somewhat, Councilmember Cohen stated that perhaps
there was no need to stop, rather just pause momentarily to allow the City to come up to speed.
Larry Paul, Co-chair of the VIA Committee (Vision in Action), reinforced VIA's support of this project and
stated it was integral in the North San Rafael Vision and has always appeared on the radar screen of
everyone who attends the VIA Committee meetings. They had made it another aspect of their priority
and is a small piece of the promenade plan. He indicated that it made a lot of sense for the City to go
forward, even if it takes longer, as the whole North San Rafael community is committed to it and he
believed the City should be committed also. He referenced the Terra Linda Shopping Center
beautification, the Terra Linda Pool and Fire Station and believed this to be the last piece of the puzzle.
Given the fact that the entire City uses the Terra Linda Recreation Center, it would be a welcome
addition, the VIA Committee strongly supports it and he hoped Council did also.
Mayor Boro stated there was no question but that Council did support it. The vision process was to look
at the future; however, it did not necessarily infer that that future would be guaranteed with dollars from
the City, rather to explore what partnerships could be encouraged, either public or private. He did not
believe there was any question surrounding the desire to improve the ditch, rather the issue was with
the method of funding and how it could be justified to other segments of the community. Mayor Boro
stated that the current question was with regard to the amount of funds deemed necessary to build and
operate the project and when this is established, how realistic it would be for the neighborhood to raise
the money.
f) Redevelopment:
Economic Development Director Nancy Mackle stated this department is involved in development
projects, pursuing plans and funding opportunities to achieve goals, creating affordable housing and
promoting the City. With that in mind, she reported that over the next two years, staff plans to
continue moving forward on many projects, listed in the report. She specifically referenced the
Cineplex, Downtown Hotel and the Parking Structure. Staff will be spending a significant amount of
time amending the Redevelopment Plan and working on the five-year Implementation Plan, both
requirements. Ms. Mackle indicated from that it will be possible to issue new bonds and as part of
the processing, it will be necessary to go through a priority project identification for new projects to
pursue.
Ms. Mackle reported that the Economic Development Department has been and will continue to be
involved with the General Plan process, working with Community Development, and staff will
continue to work on the full range of affordable housing programs and opportunities.
Ms. Mackle stated staff works constantly to promote the City, with Events and through any other
mechanism available. She reported that this week the T.V. station, Oxygen, called, requesting to
come to San Rafael in August, and staff will work with them. The topic is "Wild Women Adventures"
She indicated that new events are being explored for the winter, including a multi -cultural food
event.
Ms. Mackle stated there is a proposal for Two New Service Requests, one for additional funding for
the Chamber of Commerce and one for a Temporary Part-time Assistant in the Events area.
With regard to the Events Assistant, Councilmember Heller inquired whether this position could fund
itself with outside events. Ms. Mackle stated this would be explored as a test case this year;
therefore, the proposed funding is for one year and would be assessed mid -budget cycle. She
indicated this position would allow staff to pursue sponsorships, outside events, maintain the
Farmers Market longer and later into the season, thus bringing additional revenue. The initial events
are the Food Event and extending the Farmers Market and with the additional staff person,
additional sponsorships could be pursued for all of the events. Ms. Mackle confirmed that it is
hoped to at least raise the $20,000 necessary for funding this position.
Mayor Boro referred to the item in the Department Objectives Section, "Successfully produce and/or
coordinate two additional community events" and in the Two Year Objectives Section, he referred to
the entry "Pursue and assist in coordination of one new event in the downtown", and requested
clarification. Responding, Ms. Mackle stated she had listed the Red Cross Fashion Show as a New
Event in the previous section.
Mayor Boro stated there were a lot of good items listed, which are about to come to fruition, and
noted the Redevelopment Agency had done a great job, not only in promoting the downtown, but
also with creative approaches in achieving affording housing. He indicated, however, the clock
keeps moving and some items are lost track of and inquired if there was a means to produce a
timeline on some of the major items, namely the bond refinancing and other intrinsic issues. He
indicated moving with the existing Board in place as there is an election next March; therefore,
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whatever could be done to expedite this process would be advantageous.
Regarding the San Rafael Chamber of Commerce, Mayor Boro stated he had spoken with the
Director last week regarding value added to the City. He indicated there was an article in the North
Bay Business Newspaper, a copy of which he furnished to the City Manager, which discussed
spending in Marin, Sonoma and Napa Counties as a result of tourism, and Marin demonstrated the
highest growth rate in that field. Mayor Boro stated that it further discussed all the different sectors
working together, hotels, private sector, Chambers of Commerce and cities. He believed good
value was received from the San Rafael Chamber of Commerce and he would like Council to
consider a two-step approach, taking the figure of $32,500, increasing it by $5,000 the first year and
$2,500 the second year.
Councilmember Cohen stated it was great to see the development downtown and to see the steel at
the Corporate Center, commenting that it would be nice to change that name. He requested
consideration be given to the question of more effective communication with the residents at large
concerning what is being done and progress being made.
City Manager Gould stated that three methods are used in an effort to communicate the status on
big projects; however, there is a hunger for further information:
1) Lydia Romero, Assistant to the City Manager, regularly inserts updates in the City Newsletter as
to the status of construction and development taking place in San Rafael, whether this is an
insert for Community Development or the highlights of developments in the Downtown.
2) There are also monthly meetings with the Coalition and Federation at which these projects often
arise and it is then their task to forward this information to the Homeowners Associations through
their network.
3) The Redevelopment Website, about which a compliment was received from a reporter from the
San Francisco Chronicle, which gives the status of the projects.
Mr. Gould stated that with three sources, an effort is made to be open regarding the status and
schedule on these projects; however, clearly more can be done.
Mayor Boro stated that since the Redevelopment meetings are pretty efficient, periodically, staff
could provide a brief update on some of the major projects or activities.
Regarding Event Coordination, Councilmember Cohen recalled a note in the memo of the 18th in
connection with the San Rafael Cycling Classic, and inquired as to the City's role. Economic
Development Director Nancy Mackle stated it is similar to the Youth in Arts Project, where an
outside coordinator stages the event and through Event Coordination, Brigitte Moran, Events
Coordinator, ensures that all departments are in the loop, including street closures, traffic plans and
any necessary permits. The newer events require extra effort each year, albeit getting easier each
year.
Councilmember Cohen stated that based on a comment made to him, and contained in the memo
also, this event is in conjunction with the San Francisco Grand Prix, and is one of three events
Lance Armstrong would ride in the United States this year. As food for thought to raise the profile of
this event, he suggested exploring the possibility of Mr. Armstrong coming in a day early as perhaps,
an Honorary Grand Marshall.
Mayor Boro recalled someone informing him that either their son or daughter travels with Lance
Armstrong, and he would investigate.
Ms. Mackle stated staff could pursue Councilmember Cohen's suggestion.
Councilmember Miller stated he agreed with Mayor Boro's suggestion for Chamber of Commerce
funding. Regarding downtown, he stated most questions he receives concern the buildings,
presently the Schaefer building, and to this day, it is not known that it contains housing.
Councilmember Miller stated he would like to receive on a monthly basis, an update on the status of
the signature buildings. Ms. Mackle reported there is a "What's happening Downtown" map in paper
form, which used to have an attached narrative, and with the use of the World Wide Web, this was
discontinued; however, as there appears to be a need, it could be updated quickly. Councilmember
Miller stated this could be an excellent way to resolve the issue.
With regard to the Chamber of Commerce, Councilmember Phillips stated everyone supports it; he
and Mayor Boro meet with them at the beginning of each month and have firsthand knowledge with
regard to their activities. He indicated he was a little uncomfortable with the amount now nearing
$40,000 and he trusted it would not go beyond this figure in the next few years.
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Mayor Boro stated other cities have other arrangements and he had indicated to Elissa
Giambastiani, President, that the TOT (Transit Occupancy Tax) was not implemented to support the
Chamber of Commerce, nor to support the proposed countywide Convention and Visitors Bureau.
He noted there is some suggestion that to support this organization, countywide, all cities would
agree to a type of tax measure to increase the TOT from 10% to 11 % or 12%, with a portion going to
this organization on a permanent basis. He was aware that over the last four years, funding to the
Chamber had been raised $10,000 and stated that the line now needed to be drawn regarding the
extent of value added to the City. Mayor Boro indicated that he was not interested in promoting
some of the private sector issues discussed by Ms. Giambastiani, but overall, it appeared to be the
way to go.
Councilmember Cohen stated he received a call today from Mrs. Schwartz and agreed to raise the
issue regarding the availability or lack of public restrooms in the downtown area. He commented
that there are facilities within a five block radius of the proposed Plaza and significant cost would be
involved in building a stand alone restroom facility with staffing, etc. He indicated that with potential
significant projects, the developer could be approached with a view to considering locating restroom
facilities in perhaps a lobby area with public accessibility. This could be considered as one of the
community amenities developers are routinely requested to consider including in their projects as
mitigation for the congestion to be suffered by the community. Councilmember Cohen indicated that
this could alleviate the problems a stand alone restroom facility in the downtown would bring.
Ms. Mackle confirmed the City pays for the porta pottie at the parking lot on B Street.
Councilmember Heller stated she also spoke with Mrs. Schwartz and explained that the cost would
be prohibitive when all of the problems were considered. She understood the need by women with
young children but was unsure how to impart the information regarding the available public or
private restrooms.
Noting this was the second year of the Rafael Film Center, Mayor Boro stated a meeting took place
on the fundraiser opportunity and not having had any subsequent feedback, believed this should
take place over the next several months, to ensure this is made an annual event. He indicated
Council would recall that part of the agreement with the Film Institute is that once a year, the facility
would be made available for a fundraiser. Ms. Mackle stated she spoke with Mark Fishkin who left
for France for some weeks; however, she would resume contact with him.
Mayor Boro thanked Economic Development Director Nancy Mackle for her work.
h) Public Works:
Public Works Director Dave Bernardi stated that consistent with Council's policies and with the
information received at the San Rafael Choices meetings, staff has laid out a fairly ambitious
program for consideration, including a very aggressive Capital Improvement Program. Regarding
Department Objectives, it is planned to construct the new Corporation Yard by the summer of 2002
and staff is within three weeks of calling for bids on the project. Frequent coordination with Caltrans
will be necessary as the HOV (High Occupancy Vehicle) project is developed. The 35% completed
plans have been reviewed with Caltrans and a number of questions forwarded to them, one of
which pertained to where the existing traffic would go when the 580 Overcrossing was removed;
down Francisco, down Andersen, down Bellam and back onto the freeway?
Mr. Bernardi reported that staff will be working to complete the East San Rafael Traffic Projects,
Phases IIA, IIB and III, by 2003 and will continue to work with the lobbyist and the Corps of
Engineers to secure the funds for canal dredging.
Regarding sidewalks, Mr. Bernardi stated staff learned there is some concern in the community in
this connection, and a program is being presented which earmarks significant amounts of money for
these repairs. An inventory will be done by this fall of all sidewalks, to generate a program which will
be continuously funded to deal with some of this work. In addition, Mr. Bernardi stated that staff
recommends a study be initiated of all publicly owned buildings to determine their status and
instigate plans for the necessary improvements to maintain these facilities. Some items
recommended as part of the budget fall into this category.
Mr. Bernardi indicated staff will continue to develop partnerships with the neighborhood groups to
facilitate the beautification of the medians and a considerable amount of time will be spent working
with the Community Development Department regarding the General Plan and the associated traffic
issues. Staff will also work with Community Services Director Carlene McCart and the Park and
Recreation Commission to implement the corrective measures identified in the playground safety
survey recently completed. The information is presently being evaluated and staff will make
recommendations.
Mr. Bernardi reported that the Shuttle Study will be reviewed, together with the Bicycle and
Pedestrian Advisory Committee Draft Plan and recommendations will be made in the future. Staff
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will coordinate with the State and County Task Force Groups in controlling the Sudden Oak Death
Syndrome; this is an ongoing project, it is not yet evident how the disease is transmitted and, in
fact, information is now being received that it is spreading to other types of trees.
Mr. Bernardi reported that staff will explore ways to increase the efficiency of street sweeping.
Consistently in the San Rafael Choices meetings, the sentiment was expressed that this program is
not very effective and Mr. Bernardi reported that he and Frank Prim, Deputy Public Works
Director/Maintenance will explore ways to make this program more efficient. The storm water pump
station modernization and renovation plan will be fully implemented by the summer of 2003.
Regarding Department Objectives, Councilmember Heller stated that when the study of all facilities
is carried out, she would like to see the ADA requirements folded in. Mr. Bernardi stated there are
two issues, one of which is to ascertain what it will take to maintain the buildings, and the other is
retrofitting the buildings not having had any work done with regard to ADA. Mr. Bernardi indicated
that in terms of overall costs, Council needs to have a full sense of what they are. Regarding the
Sudden Oak Death Syndrome, Councilmember Heller inquired if the City would be responsible for
any funds in the future in this connection. Mr. Bernardi stated that potentially, this could be the
case. He and Fire Chief Marcucci are working on the wild land area and the current assessment is
that unless they directly affect the structure, they should remain, as to drag them up the hillside
could spread the disease, as well as cause problems within the environment itself. The
recommendation presently is to let them remain; however, should Chief Marcucci believe there is a
sufficient critical mass of dead trees in one area, more serious action may need to be taken.
Councilmember Heller stated the necessity to put a great amount of money into this in the near
future would not surprise her.
Regarding the New Service Request of $50,000 in the budget, Councilmember Phillips inquired how
this relates to the earlier request of $15,000. Responding, Mr. Bernardi stated that the $50,000 to
be considered is for existing medians, to allow work with communities such as the Glenwood
Homeowners Association, who wish to improve the medians on San Pedro Road adjacent to Knight
Drive. Del Ganado is a new project, adding new facilities, which staff believed warranted special
attention by Council as it is a variance from current policies. With regard to the Del Ganado Ditch,
Councilmember Phillips inquired if it was a question of applying a portion of the funds to recondition
the existing ditch. Concerning the $50,000, Mr. Bernardi stated staff was not recommending any of it
be spent on the Del Ganado Ditch; a separate item will be returned to Council subsequent to
meeting with the community involved, which is a change to the initial draft. The $50,000 will be
considered by Council to fund a portion of the planned preparation for San Pedro Road medians and
the City's share of the improvements to be constructed under that program. Expanding, Mr.
Bernardi stated the Glenwood Homeowners Association pledged $17,500 to the City and the City
would match this figure from the $50,000 to carry out some engineering and some purchase of the
landscape materials. He stated staff will evaluate for consistency with policies and Council will
consider each as they arise.
To further clarify, Councilmember Phillips stated the report indicates that several San Rafael
Neighborhood Groups approached the City with regard to the possibility of partnership
arrangements to fund local landscaping projects and makes specific reference to the Del Ganado
Ditch. City Manager Gould confirmed that the proposed partnership program should not include the
Ditch or Creek; therefore, the reference in the report is incorrect. Assistant City Manager Nordhoff
stated that when the first Service Request was generated, it was for a broad range of medians,
including Del Ganado. Subsequent to discussion, staff is recommending that Del Ganado be
excluded from this request, and is the reason for the separate request for $15,000. As a
consequence, therefore, Councilmember Phillips inquired if the $50,000 should be reduced. Mr.
Nordhoff stated this figure is intended as a pool of funds for any potential partnership project for
existing medians. In effect, therefore, Councilmember Phillips stated the budget item has been
increased over what was previously considered. Mr. Bernardi stated that additional opportunity had
been provided for the community to partner with the City.
Further clarifying, City Manager Gould stated that three years ago, the attempt to set up two
assessment districts in different parts of San Rafael to fund median landscaping, failed miserably.
Since that time, Council has challenged staff to explore ways to partner with the community in an
effort to implement incremental improvements where possible, and Mr. Bernardi and his staff had
been successful in achieving this in small pockets. Mr. Gould stated that as pointed out by Mayor
Boro two years ago, Council also allocated funds for a fully City funded landscaping project in North
San Rafael, to commence this summer, with a smaller one in front of the Montecito Plaza. The
intention here is to institutionalize the partnership project by putting a dollar figure on it and
establishing rules for access to the funds. After consideration, Del Ganado was extracted as it was
believed to be a different type of project and should be considered separately. Mr. Gould stated the
recommendation is to establish two separate fund amounts in each of the two years for use for
partnerships programs as they arise.
Returning to his question, Councilmember Phillips inquired as to the amount of this figure initially.
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Mr. Gould confirmed this figure was $50,000 at the outset. Mayor Boro indicated Councilmember
Phillips' question was why the figure was not reduced to $35,000 when Del Ganado was removed.
Mr. Gould stated it could be $35,000; however, Mayor Boro indicated it was his understanding staff
believed $50,000 was a reasonable figure, without the addition of Del Ganado. Councilmember
Phillips stated that as this was a public document, reference to Del Ganado should be eliminated, as
it could be misleading.
Regarding sidewalks, Councilmember Cohen stated if this results in additional repair and
replacement, there would be an associated cost, and if not, having a policy would not answer the
questions emanating from the San Rafael Choices Meetings. He noted that this was an issue raised
in almost every area of the City and the positive would be when people see the actual replacement
of the sidewalks, which carries a cost; therefore, he inquired how this could be funded within the
existing budget. Assistant City Manager Nordhoff referred to a report contained in tonight's binder
and stated he had revised the CIP list and attached memo. Staff had proposed a level of funding for
each of the two years for actual sidewalk replacement; $325,000 is committed in the first year as
part of an addition to the Lincoln Avenue Street Project. Mr. Nordhoff stated that Mr. Bernardi's
program of inventoring and evaluating the sidewalks will determine where the proposed $481,000
will be spent.
Councilmember Cohen requested that staff further address street sweeping and stated it appeared
the only means of making an effective difference was to conduct a program whereby people would
be informed they could not park in certain areas to enable the street sweeper to get close to the
curb. Mr. Bernardi stated this would be the extreme measure in light of the cost of implementing
such a program, estimated by staff to be in excess of $1 -million. He indicated that other alternatives
were being evaluated, including Glen Nunley, Street Maintenance Superintendent, conducting a
review of neighborhoods to ascertain when streets are least crowded, together with publishing street
sweeping routes on the Public Works Website.
Frank Prim, Deputy Public Works Director/Maintenance, stated that in the vehicle replacement fund,
a more appropriate sweeper was purchased, with another in the next budget cycle. The larger
regenerated air machines will be dispensed with, to be replaced with a smaller, more efficient type of
vehicle to be used in the hill areas. Reiterating Mr. Bernardi's comments, Mr. Prim stated staff is
working with Homeowners Associations to initiate a self -policing voluntary program of parking on
alternate sides of the street, without making it an enforcement issue. Furthermore, staff envisions
being more reliable in honoring the committed specified day for street sweeping. Having a third
sweeper operator will make for better efficiency in completing the routes.
Mr. Bernardi stated that Mr. Prim is having staff conduct time and motion studies, generating an
inventory of work done on a daily basis, to determine whether the operators are working at their
peak, the size of the route, what needs to be done to make it more efficient and what the
implications are.
Councilmember Cohen complimented Mr. Bernardi, Mr. Prim and everyone in the Public Works
Department on an outstanding job across the board. He believed there is a high level of expectation
in the community regarding the condition of publicly owned facilities and given the resources, Mr.
Bernardi and his staff were doing a remarkable job to meet this expectation. He noted the list of
projects underway is truly extraordinary.
Councilmember Miller concurred with Councilmember Cohen with regard to street sweeping which
causes a considerable amount of civic cynicism and he believed the more neighborhoods are
included in the actual solution, the better it will be.
Returning to the question of street medians, Mayor Boro stated his recollection was that two years
ago at budget time, when a concern was raised with regard to street medians, it was acknowledged
that it would be impossible to take care of 40 miles worth. Instead, a significant contribution would
be made to three parts of the City, namely Terra Linda, Point San Pedro and Bellam, and to date,
the only one accomplished is Terra Linda. He indicated that he was not referring to the added work,
rather to the fact that there is a commitment to spend unmatched funds of $125,000, for Terra
Linda, with which he was not arguing, believing it to be a major entry to the City. Mayor Boro
supported the idea of $50,000 seed money; however, he requested further explanation on what was
being done and funded this year on San Pedro and Bellam.
Responding, Mr. Bernardi stated that with regard to Point San Pedro Road, Council's direction was
to work on the medians and indicated that $25,000 was appropriated to work on these, between the
Firehouse and Shopping Center. Mr. Bernardi indicated that using the $25,000 most efficiently, Tom
Rothenberger, Parks Superintendent, will initiate removal of old shrubbery, replacing it with
landscaping with superior visual impact, this to be done by the end of this summer. Noting that two
years ago, the intention was to spend $25,000 on this intersection, Mayor Boro inquired how the
figure of $125,000 for Terra Linda was arrived at. Assistant City Manager Nordhoff stated it was
proposed to spend $105,000 on medians in the previous budget. Council considered the appropriate
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level and $130,000 was decided upon, $105,000 for the Freitas Entryway and $25,000 to Montecito.
The Freitas project now has matching funds; therefore, the scope of the project has reached
$250,000. Mr. Nordhoff recalled a Study Session early in1999 regarding medians and of the three
mentioned at that time, Bellam was postponed. Mayor Boro stated he did not recall the imbalance
between the entrance in Terra Linda and that on Point San Pedro. Assistant City Manager Nordhoff
believed this was subsequent to the two failed assessment districts; there was concern regarding
initiating major improvements to Point San Pedro Road and a conscious decision was made to
merely have a small improvement in front of the Shopping Center.
In looking at Point San Pedro Road, Mayor Boro stated one of the problems is irrigation, and
inquired if any assessment had been carried out as to what it would take, on a progressive basis, to
install drip irrigation. Mr. Prim stated that part of the reason for not seeing any movement in the first
section was the anticipation of some projects, e.g. the upgrading of the San Rafael Sanitation
District pump station, which needed to cut through the center of the island. Because of this project,
construction was delayed until its completion.
Councilmember Heller inquired if this island now had irrigation. Mr. Prim stated it had the conduit;
therefore, a water pipe could be pushed through. Mayor Boro suggested exploring getting these
water ready. Mr. Bernardi concurred, adding it should be remembered that half of these medians
are in the county jurisdiction.
Mayor Boro inquired as to the status of the money from PG&E regarding the new lights. Mr.
Bernardi stated Nader Mansourian, Traffic Engineer, is in the process of completing the application
to receive the $194,000.
Mayor Boro inquired what the practice and procedure is for cleaning the sidewalks downtown. Mr.
Bernardi stated there was a program in conjunction with the Economic Development Department,
whereby approximately twice yearly, the sidewalks are steam cleaned. Generally, the Municipal
Code requires the property owner to maintain the sidewalks in front of his business; however, as
bricks in a new sidewalk become stained, the steam cleaning program is carried out.
Mayor Boro commented that in the next hundred years when redoing the sidewalks, there should be
a note in the file insisting that each building have a hose pin.
On this subject, Councilmember Heller stated that subsequent to the "May Madness" event, the
sidewalks were filthy and it would be good to time such cleaning with these events. Councilmember
Heller requested elaboration on water going down the gutters. Mr. Bernardi stated that the City's
storm water management program has certain requirements which deal with what is put into the
storm drain system and primarily, staff is concentrating efforts on the more hazardous pollutants.
There is less concern regarding the types of sidewalk flushings as this is more dust than chemicals.
Mayor Boro stated he had observed portable vacuums, which both wash and pick up, and inquired
whether staff had considered purchasing one. Mr. Prim stated that in another jurisdiction where he
had worked, this was evaluated extensively for the downtown business community and reported that
the so-called "Green Machines" cost $70,000.
Mayor Boro thanked Messrs. Bernardi, Preston, Landis, Prim and Mansourian for the great job they
do for the City.
i) Management Services:
Assistant City Manager Nordhoff stated he had distributed a separate handout this evening
regarding parking. He reported that a major change in his department for the coming year was the
creation of a Parking Services Division, led by a new manager. This will include activities ranging
from helping Redevelopment with financing of the new parking structure, replacing meters,
evaluating the financial analysis, to making rate recommendations as the new facilities come on
line.
Mr. Nordhoff reported that another key initiative for Management Services will be the Eden System
migration; however, given the order of magnitude both in Management Services and the implications
to the operating departments, it will last at least well into the second part of the two-year budget. Mr.
Nordhoff indicated there is a New Service Request dealing with new financial reporting
requirements, which will require significant work for compliance. He indicated that there is a national
mandate to initiate additional evaluation of financial reporting, similar to the private sector, which
centers on fixed assets; therefore, there will be significant changes in the method of reporting. Mr.
Nordhoff stated that actual audit results on a year-to-year basis will require additional accounting
and engineering assistance and Council will be apprised at various phases, as to what this will mean
and how it impacts the budgeting process.
Mr. Nordhoff reported on a series of administrative policies, a lot of which are outdated, stating staff
would like to update these and issue a modern set of comprehensive policies covering a range of
issues, from credit card use to cellphones, to travel. He envisioned this being done over the two
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years, making it as uniform and consistent as possible
In terms of cost, Mr. Nordhoff reported that workers compensation is out of control and recently a
contract was awarded to a new third -party administrator, who, it is hoped, will begin to deliver a
fresh prospective and new direction to get this back in line. This, stated Mr. Nordhoff, is a problem
impossible to solve solely by the City, as a lot of what happens is under Federal and State Law,
together with Attorney issues, etc. However, it has trended upwards significantly over the last four
or five years and emphasis needs to be applied in an effort to bend the curve.
Mr. Nordhoff stated that through Human Resources, new labor agreements will be initiated with all
the bargaining groups. Staff was aware that one of the five-year goals was continued positive
employee relations; therefore, a significant amount of time will be spent this year, working with the
Fire Association and next year, with the other major bargaining groups, to establish new contracts.
Commenting on the fact that Workers Compensation costs are a significant factor in his industry,
Councilmember Cohen stated several years back, there was a provision for collectively bargained
alternatives to traditional workers compensation arrangements, known as "carve outs," which allows
negotiation of alternatives to the more traditional workers compensation arrangement. He indicated
that it is possible, at least in private sector negotiations, to negotiate as part of a collective
bargaining agreement, alternatives which ensure that the workers health concerns are addressed
and arbitration handles what is now handled by a lawsuit. He was not aware whether there is a
public sector equivalent and suggested that perhaps, it could be explored for its potential in
collective bargaining. He believed it should be approached with the idea that while ensuring
everyone's legitimate expenses and damages are being addressed, simultaneously reducing the
overall cost, more money could go to collective bargaining. Councilmember Cohen requested that
staff evaluate this to give an idea of whether or not it is something being done in the public sector.
With regard to Information Services, Councilmember Cohen complimented Assistant City Manager
Nordhoff and his staff on the successful navigation through the shoals, and the progress made in
this area. He indicated being somewhat confused by the Performance Measures chart and referred
to two issues:
1. the number of Network workstations managed is projected to grow from 189 in 1999-2000 to 220
in 2002-2003; and
2. the number of Network users is projected to grow from 310 to 480
and he inquired if there was some doubling up of machine users.
Responding, Mr. Nordhoff stated that in environments such as the Fire Stations, Childcare Centers,
etc., there would be multiple users because the configuration of these operations does not lend
itself to one work station per user. There is a nominal increase in the amount of hardware; however,
hopefully, a fairly significant increase in some accesses, e.g. the Childcare Centers which do not
have access to the network. Staff is working with Community Services in an effort to implement this
solution.
With regard to the number of service calls, Councilmember Cohen stated these could be justified
based on the number of users; however, this measure should perhaps, have a goal in the opposite
direction. Assistant City Manager Nordhoff stated staff would prefer to see it going the other way
and explained the calls are rather minor; however, users have been strongly encouraged to call the
Information Services Division with problems. Staff would favor this rather than users resolving it
themselves or attempting a work -around solution, as it keeps Information Services apprised of the
situation, particularly with regard to frequency of problems and different locations. Being new in this
business, Mr. Nordhoff stated staff is unsure as to how this will trend out, and while a reduction
would be the optimum goal, it has not been the experience to date.
Councilmember Phillips complimented Assistant City Manager Nordhoff on his leadership and
added he was constantly amazed with his instant answers, a sentiment echoed by the other
Councilmembers. Mr. Nordhoff stated a lot of the credit should go to his very dedicated and hard-
working staff.
Referring to a recurring question by the auditors on the hiring of a Purchasing Manager,
Councilmember Heller inquired if this was in the plans or whether it would be encompassed through
the new software. Mr. Nordhoff indicated staff believes the most significant restructuring, in terms of
business practices, would be in the purchasing area, as the new software is implemented. He felt it
was premature to decide ultimately on this position in favor of evaluating, through the operating
departments, how to take advantage of this technology. Mr. Nordhoff stated that at some point,
staff may return to Council with areas where assistance might be needed. With regard to the line
item in the audit report, Mr. Nordhoff stated he anticipated the systems taking care of some of the
problems, although perhaps, not eliminating everything seen as the audit findings. He believed it to
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be more of an enhancement and less a control issue.
With regard to Parking Citations and the insertion to "Implement new parking citation payment
processing solution by December 2001", Mayor Boro requested further explanation. Responding,
Mr. Nordhoff stated having gone out to bid as part of the Eden Solution, one of the elements not
resolved was with regard to Parking Citation software. Finance staff is presently working on this
proposal and evaluating two options to ascertain whether there are specific vendors to provide an
on-site solution or whether to consider off-site. Mr. Nordhoff stated that the cities using off-site
software find it to be beneficial in some ways and were very sensitive to the big issue of customer
service. He indicated that staff was conscious of this issue and would have answers for Council, as
part of the process.
With regard to non-payment, Mr. Nordhoff stated there currently is a lien process through the DMV
(Department of Motor Vehicles) which does not permit re -registering of vehicles until all citations are
paid.
Echoing Councilmember Cohen's comments on workers compensation, Mayor Boro stated that
almost thirty employees each year will file a claim, which is significant. While he was aware staff
was taking steps in this direction, he inquired whether it would be possible to periodically, perhaps
once a quarter, have an agenda item which tracks workers compensation claims in terms of
progress, issues, analysis, etc. Mr. Nordhoff stated this could be done.
Mayor Boro complimented Mr. Nordhoff and his staff on performing a great job.
Regarding the $1 -million request for new parking meters and sharing the fact that he now had a
"Fastrack" pass on his windshield, Councilmember Cohen inquired if perhaps, there was anything
similar in terms of parking meters, even tying into "Fastrack". Assistant City Manager Nordhoff
reported that some major cities have evaluated some fairly sophisticated parking systems (maybe
Philadelphia). These are intensive capital investments; however, staff's purpose is to evaluate a
wide range of technologies to ascertain availability, prior to making a presentation to Council. He
indicated there would be on -street and off-street issues and perhaps in different parts of the district,
and believed all the possibilities should be evaluated to ensure customer friendliness and ease of
use.
While not advocating making a huge capital investment to be at the cutting edge of technology,
Councilmember Cohen stated that should there be something available presently, with the City
primed to invest significant dollars in parking meter replacement, it should be explored. He
remarked on how efficient the convenience of "Fastrack" is. Mr. Nordhoff stated that all the
possibilities will be considered and should something evolve which makes sense for San Rafael, it
will be brought to Council's attention. Mayor Boro commented that there has been some application
with garages and "Fastrack" and although meters are a separate issue, perhaps both should be
evaluated.
j) Citv Manaaer:
k) Citv Clerk:
Summarizing for both departments, City Manager Gould stated that the City Manager's office staff
would endeavor to provide sound public policy advice and do their best to coordinate and manage
with the departments for maximum Council goal attainment. The City Clerk's office staff would do
their usual impeccable job of keeping the minutes of Council's deliberations and making all records
available to the public and city staff, on a timely basis.
Councilmember Cohen complimented the City Manager on a job well done.
City Clerk Jeanne Leoncini reported that Staff Reports would hopefully, be online by July 1,2001,
and also that the City Clerk's Department would be acquiring a fax machine.
City Manager Gould stated he would summarize the document distributed by Assistant City Manager
Nordhoff, and present the staff recommendation. Should Council be comfortable with some of the
items, they could be included on the Agenda for June 4, 2001; other items could be pulled for
discussion at the June 4th and June 20th meetings.
ONGOING SERVICE CHOICES — INITIAL RECOMMENDATIONS —
BUDGET YEARS 2001-2002 AND 2002-2003:
City Manager Gould explained the summary of the New Service Requests.
The Apartment Inspection Proaram, adding two new Code Enforcement Officers, appears very
consistent with feedback from San Rafael Choices, was called for by the City Council and is self -funding
through fees. City Manager Gould stated that staff recommends this be implemented immediately. It
will be presented for Council action in July to cement the relationship with the County, amend the JPA
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and go forward.
Similarly, City Manager Gould reported that Chief Marcucci explained how the new Fire Inspector would
be funded, and is a necessary addition to staffing.
With regard to the new Park Maintenance Worker, City Manager Gould stated staff believes there will
be a need to add one; however, not in the first year. New facilities, parks and public spaces are being
initiated. To keep up with the current service level, this would be instigated in the second year, thereby,
allowing a year to evaluate the status of the economy and state.
City Manager Gould stated that the Bilinaual Librarian II is a very important addition and is the linchpin
as to whether or not Proposition 14 funds can be obtained. He indicated that staff suggests adding this
position in year 2.
Mr. Gould stated that the new Traffic Technician is needed at present, and relates to the General Plan
studies, neighborhood studies of speed humps and other traffic calming techniques, and other demands
for data constantly received. He indicated that staff requests adding a Traffic Technician to compliment
Traffic Engineer Nader Mansourian's staff to keep up with demands, especially the General Plan.
Mr. Gould reported that the Fire Hose Acquisition and Replacement Fund is similar in some ways, to
the request to begin to set aside monies to replace the fire personnel protective clothing. He indicated
that to do this at once would necessitate a huge sum; however, as with the sinking fund for vehicle
replacement, staff would anticipate setting aside money each year to smooth out the expense. Staff
believes this can be afforded and should commence forthwith. Mr. Gould stated staff wished to set
aside $40,000 per year for the first three years, reducing to $10,000. Assistant City Manager Nordhoff
confirmed that the $40,000 level would replace the full inventory of hose, fading off to $10,000, leaving a
sinking fund for replacement, similar to vehicle replacement.
With regard to the renamed Adult & Family Musical Theatre, City Manager Gould stated the community
had responded to these offerings and it is self -funding through fees.
Mr. Gould indicated that under the Fire Department, the Fire Chief described the need for the part-time
Fire Servicina Coordinator to be funded from his existing budget.
With regard to Special Events and Trips, Mr. Gould reported tremendous interest, especially with the
seniors; and it is fully cost recovering.
Mr. Gould recalled that Councilmember Heller needed assurance that the cost of The New Events
Assistant would be recovered by freeing up Events Coordinator Brigitte Moran to allow her to carry out
other fundraising; however, this is only a one-year commitment and there could be a review of the
position.
Regarding Leaal Services for Apartment Inspection Proaram, Mr. Gould indicated this is rolled into the
apartment inspection program and is recovered through fees.
Mr. Gould confirmed how important the After School Proaram Coordinator is, indicating that it is covered
through fees and staff strongly recommends its immediate implementation.
On the issue of Sundav Library Hours Durina Summer, Mr. Gould noted Council directed staff to re-
evaluate this, with the expectation that it would be implemented in year 2.
Mr. Gould strongly favored the Youth Services Camp Coordinator position, and as camp offerings were
very popular, staff anticipated their continued expansion.
With regard to the level of San Rafael Chamber of Commerce Support, Mr. Gould deferred to Mayor
Boro and Councilmember Phillips' comments.
City Manager Gould stated that to implement these recommendations in the first year would add an
extra $492,921 in expense, to be offset by $374,821 of revenues, resulting in a net increase to the
budget of $118,000. With the two additional positions in the second year, Mr. Gould stated the net
increase is approximately $243,000 and staff recommends their implementation.
Councilmember Cohen inquired why the Bilingual Librarian position was being deferred to year 2.
Responding, Mr. Gould stated staff believed that given the economic uncertainties of the time and the
state budget crisis, Council might favor being somewhat more cautious before adding a full-time
permanent position. However, should action be required on this position sooner, Mr. Gould indicated it
could be afforded.
Mayor Boro stated that the issue was perhaps, the anticipation of pursuing grant money. Mr. Gould
stated that to add this position in the second year would be sufficient, as the regulations on the grant will
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not be available until January; consequently, the application cannot be made until next Spring, and the
result on eligibility will not be available until next Fall. Mayor Boro wondered whether adding the
position and subsequently applying for the grant would be looked upon favorably. City Manager Gould
stated that in either case, a commitment to provide a certain number of hours of operation at the
proposed library is required. He was not aware whether there was a benefit to already having funded
the position or being willing to fund it prospectively; however, staff would be pleased to add the position
sooner, should Council so desire.
With regard to this year's State budget impacts, City Manager Gould stated it was anticipated that this
year's budget would carry over well past the June 30 deadline for adoption, and probably going into
August. He forecast that a lot of it would get down to a struggle between the legislators who believe
that simply a billion dollar reserve and nearly one hundred billion dollar state budget is insufficient, and
those who wish to see additional funding in certain areas. He felt nothing more would be lost from this
year's budget; however, the second year, where the State is already predicting a four billion dollar
deficit, may begin to jeopardize items such as the backfill of the vehicle license fees and other state aid
presently relied upon.
With regard to the grant funding, Councilmember Cohen sought clarification on whether this position is
being committed to in the second year. City Manager Gould explained that should Council favor the
idea of adding the position in the second year, the application can be made for Proposition 14 funding.
However, should Council not be interested in this position, City Manager Gould stated the Proposition
14 application would not be pursued, as it would not be competitive.
Councilmember Cohen stated that rather than not funding the position at all, he was weighing whether
or not to allocate the funds now or whether it made sense to defer the position. City Manager Gould
stated that the position would be of immediate benefit to the library services, particularly at Pickleweed,
without question. Councilmember Cohen stated it was at least worth weighing perhaps implementing it
in this budget year. Councilmember Heller agreed, indicating she had discussed this position with
Vaughn Stratford, Library Director; however, as it would be difficult to find a bilingual librarian in Marin
County, she believed this should be initiated as soon as possible. Councilmembers Miller and Phillips
concurred.
Regarding the After-school Coordinator position, Councilmember Miller stated he would prefer this
position to be a full-time one. City Manager Gould recalled Community Services Director McCart
suggesting a trial of the half-time position and perhaps making it fulltime in the second year. Mr. Gould
indicated that as in past practice, this would be reviewed every six months, making corrections as
deemed fit.
Generalizing, Councilmember Phillips stated it is easy to add items, additional people, programs, etc.;
however, he inquired how the other side of the equation is taken into consideration. City Manager Gould
explained that when departments propose new service offerings or additional staffing, his first question
relates to what is being reduced and how this can be accommodated in existing budgets, and on
occasion, these shifts are made during the year to ascertain how they work. This year, staff had
recommended no longer participating in a countywide effort and Mr. Gould stated Mayor Boro wished
this discussed further to fully understand what the City would be giving up. He qualified that two Chiefs
of Police had informed him it was their opinion this was the least effective use of particular monies. Mr.
Gould indicated methods of saving or redirecting funds for greater benefit are explored. Despite jokes
regarding empire building, etc., Mr. Gould noted the City was fairly judicious regarding the addition of
new staff, and during the years when revenues had increased, efforts were made to increase
infrastructure spending and one-time expenses, so that when things level off or go in the other direction,
it is not necessary to cut services or staff.
Councilmember Phillips commented that although it may not be apparent from the document, Council
can be assured staff goes through this process. City Manager Gould concurred.
Turning to the ONETIME SERVICE CHOICES, Mr. Gould indicated Mayor Boro was particularly
insistent that consistent with the policy of fiscal conservatism, the reserves in the General Fund should
perhaps be increased for the next two years. He noted Council's policy is 10% reserves for the General
Fund and the suggestion now is to set aside an additional 5% over and above, for a total of 15%
General Fund reserves. Mr. Gould explained this means taking almost $1.9 -million off the top to set
aside. Explaining why this would be necessary, Mr. Gould stated that in response to Councilmember
Cohen's question regarding the amount of sales tax growth which represents new stores and new retail
versus increases in spending, it has been found that approximately one-third are new businesses;
therefore, there is some vulnerability. Reiterating the fact that vehicle license fees could be in jeopardy
in the second year, Mr. Gould stated that should this be so, perhaps one-third of these fees could be at
issue; therefore, in an abundance of caution, staff is suggesting an additional reserve for the slowing
economy, of 5%.
Mr. Gould indicated that Assistant City Manager Nordhoff suggested that the sooner staff is in a position
to upgrade parking meters, adjustment of rates can be commenced, setting aside funds for the new
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parking garage and other issues to be accomplished within the parking district. He indicated the
General Fund could loan the district $800,000 towards the $1 -million for replacement of meters, to be
repaid through parking rates, making this a one-time loan.
On the issue of dredaina the canal, Mr. Gould noted Council was aware of attempts through lobbyists to
secure federal funding and he indicated Public Works Director Dave Bernardi had done a good job in
obtaining written acceptance of the contaminated spoils, thus demonstrating use of the funds. Mr.
Gould stated staff is suggesting Council earmark the $500,000 local match now to allow additional
argument with Senators and Congresswoman that San Rafael is ready to go. He indicated the
possibility of a good portion being returned through assessments of the property owners along the canal
for their portion of the dredging; however, he believed it would be prudent for Council to earmark those
funds now to underscore our commitment to that project.
Regarding the 3rd Floor Remodel -Phase 11, Mr. Gould confirmed that in approximately fifteen months the
City will have a new Corporation Yard. Subsequently, the Public Works Department will relocate, the
Community Development Department will spread out to encompass the bulk of the remainder of the
third floor, and hopefully, a new training room will be instigated, to be used by all City Departments.
The expenditure for this one-time 3rd Floor Remodel project will be approximately $200,000 and staff
suggests this figure be set aside at the present time.
Mr. Gould reported a real problem with the heatina and air-conditionina system at the San Rafael
Communitv Center and indicated that $50,000 has been set aside to deal with this $200,000 problem.
Staff is suggesting Council set aside a further $150,000 to have this problem remedied correctly.
Under a new federal mandate, a change is necessary in the City's accounting procedure, depreciating
assets. Mr. Gould reported that Mr. Nordhoff, Assistant City Manager, believes it would be
advantageous to carry this out now, rather than waiting until the deadline which is two years hence.
This undertaking involves the use of a consultant to assist with the change, and carry out a full
inventory and valuation of all fixed assets, to comply with the new mandate. This, stated Mr. Gould, is a
$100,000 requirement which will not be evident to any residents as a benefit; however, is unavoidable.
Staff suggests these funds be set aside now.
Water Conservation Measures, include low flush toilets and irrigation controllers to assist in conserving
water and energy. Rebates will be forthcoming to assist in funding this project, and as this is the issue
of the time, Mr. Gould urged implementation of necessary measures to ensure energy and water
efficiency.
Mr. Gould indicated that the new Code Enforcement Proaram requires equipment such as personal
computers, desks, vehicles, etc., the costs of which can be recovered through the apartment inspection
fees.
Mr. Gould reported that Police Chief Cronin wishes to Standardize Rifles presently used for patrol
officers and in this way, detectives and the non -sworn would have access to the same weapon and
would train on a single weapon. In this connection, Councilmember Heller inquired as to what would be
done with the old rifles. Responding, Mr. Gould stated that on occasion, the manufacturer would take
them back and allow a rebate on the purchase price; however, they are never sold to the general public.
Regarding Chief Marcucci's desire to replace the Treadmill Equipment in several fire stations, Mr.
Gould stated staff believes this to be a worthy investment and could assist with workers compensation
costs.
The need to revisit the Telecommunications Policies in San Rafael has been a subject in the weekly
reports, specifically how applications for new antennas and wireless installations are treated. Mr. Gould
noted there is a lot of law, regulation and community angst surrounding this, and to do it correctly would
cost approximately $30,000. Community Development can accommodate this project; however, they
require some consulting assistance and some additional legal assistance. To carry out this necessary
project is a $30,000 one-time expense.
Similarly, reported Mr. Gould, there have been requests from the West End Homeowners, and Harry
Winters in particular, to evaluate zoning in an effort to avoid the monster home syndrome, which is
cropping up in other parts of California. Staff suggested that substituting this project for updating the
CEQA guidelines would be a one-for-one trade. Mr. Gould indicated that Community Development
Director Brown believes this to be reasonable; however, both cannot be accommodated. Staff
suggested that to re-evaluate Single Familv Zonina Reaulations regarding home size, this trade could
be made, changing the work program for the two years for this purpose. Councilmember Heller inquired
whether CEQA was necessary for the General Plan. Responding negatively, Bob Brown, Community
Development Director, explained that a large portion of that effort was intended to establish
environmental thresholds as to what constitutes significance. He indicated that having attended several
seminars and evaluated what other cities have done, he was very unimpressed that anyone has been
able to really define this well. He stated that the procedural requirements could be modified in-house.
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Mayor Boro inquired how Council felt regarding the monster homes issue. Councilmember Phillips
inquired what the $25,000 represented. Responding, Mr. Brown stated this was for consulting, as with
so many planning applications for processing, and the General Plan, sufficient staff is not available to
carry out this work. Councilmember Phillips stated he had some reservation regarding this. City
Manager Gould requested it be understood this is merely a substitution for a consulting project. Mayor
Boro stated the question was whether this project was necessary. Community Development Director
Brown stated the sign ordinance update was put on hold and should either one appear to rise to a level
of concern, the funds could be substituted to accommodate either one.
City Manager Gould stated it was his belief that more would be heard regarding the issue of
mansionization, or monster homes, and it would not merely come from the West End. Therefore, he
would prefer to be ahead of the curve and have some response as to how it would be controlled. Mr.
Brown had already sketched out ideas for the single-family zoning ordinance, which Mr. Gould believed
would not be too horrendous; however, would provide some protection.
Mayor Boro stated that before releasing the contract, he would favor getting a sense of what is
anticipated to be done. Mr. Brown stated that he and Paul Jensen, Consultant, would develop a scope
to be shared with the City Council. Councilmember Cohen concurred and believed the economy could
possibly take care of some of the immediacy of this issue and be somewhat self-correcting. He
believed, rather than having a meeting and saying "No", he would favor bringing a scope of work. It
was not something unique to San Rafael. Councilmember Phillips stated he would prefer more
information. Mr. Brown stated that given Paul Jensen's commitments, this issue would probably not be
returned until the Fall. City Manager Gould stated that since this was budgetarily neutral, it should be
removed from the list and returned for action in the Fall. Mayor Boro inquired if $25,000 could be
included in the second year for the sign ordinance, as this ordinance is in dire need of help. Assistant
City Manager Nordhoff explained that should it be the same number, the previously committed CEQA
funds could be substituted for the sign ordinance. Mr. Brown stated this was approximately the same
level of public involvement, which tends to be the majority of the price. Mayor Boro confirmed that
$25,000 would be necessary in the second year for the sign ordinance.
With regard to the Expansion of the Finance Customer Counter, Mr. Gould stated that the opening is not
large enough to provide decent customer service, resulting on occasion in long lines in the hall. The
problem does not rest with insufficient personnel, rather their inability to be in the same opening. He
believed the cost could be recaptured through a fee for new applications for business licenses.
Regarding Del Ganado Ditch, Mr. Gould stated there had been ample discussion and believed the
decision was postponed in favor of a further meeting with Greg Knell and Pete Martin, and returning to
Council with a proper description of what the project entails and the expectations of the City.
With regard to Mobile EOC Equipment, Mr. Gould stated there were terrific trailers built by Frank Prim
which would allow EOC Equipment to be taken out into the field to set up a mobile post. This has not
yet been equipped and is a one-time cost, and would improve disaster preparedness.
Mr. Gould indicated that Electronic Class and Facilitv Reaistration had been discussed at a cost of
$10,000.
Regarding EOC supplies, Mr. Gould stated these either go bad , are used up or are outmoded after
some years and staff believes $5,000 would upgrade them for the next two years. Responding to
Councilmember Heller's inquiry, Mr. Gould confirmed these are in the firehouse and need replenishing
periodically.
To evaluate the totals under Staff Recommended Actions, Mr. Gould stated the amount in question is
almost $3.9 -million of one-time funding requests, of which $575,000 has some other funding source, for
a net increase of $3,344,000 of additional one-time funding. With regard to the ongoing and one-time
services, Mr. Gould stated it was his understanding from Council that they favored implementation of
the new bilingual librarian in the first year, increasing the Chamber of Commerce support by $5,000 in
the first year and $2,500 in the second year, and evaluating the part-time After-school Coordinator
position after one year.
Under One-time Requests, City Manager Gould stated Council was deferring the issue of whether to
carry out the single-family zoning regulations update, bringing it back in the Fall, and consider updating
the sign ordinance in the second year of the two-year budget. Staff would return, having met with the
Santa Margarita Neighborhood Association concerning the ditch. Mayor Boro added a place holder of
some type is also needed for the Promenade issue.
With respect to the Chamber of Commerce, Councilmember Cohen clarified that the figure for the first
year would be $5,000 and $7,500 for the second year. Regarding the one-time highly speculative
$500,000 for the local sponsor portion of the dredging fund, Councilmember Cohen inquired as to how
this money would be recouped should the other side be funded. Responding, City Manager Gould
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stated that the last time the inner channel was dredged, an assessment was added to what is charged
to the property owners along the canal, for carrying out dredging right up to their property lines. This
allowed recovery of the City's local match for the inner channel itself; however, the figure at that time
was approximately $125,000; therefore, it would be a challenge to recover the full $500,000 on this
occasion. The difference is the additional cost of dealing with the contaminated spoils. Assistant City
Manager Nordhoff confirmed it to be a fee rather than an assessment and the current Master Fee
Schedule contains a rate structure which deals with dredging. This schedule requires updating, not
having been done for some time. As this is voluntary on the part of the adjacent property owners, Mr.
Gould stated it is viewed as a fee rather than a tax. Expanding, Public Works Director Bernardi stated it
is voluntary to the property owners in that they obtain a tideland permit and their fee is a per yard cost;
therefore, to charge $5 per cubic yard recoups the City for monies expended in disposing the material.
Councilmember Cohen commented that perhaps the Master Fee Schedule should be updated in
advance. Assistant City Manager Nordhoff explained that there are several items as part of this budget
process which will require fee changes and it is proposed to present this as one sweeping Master Fee
Schedule.
On the question of the $404,658 extra energy costs in 2001-02 and $420,924 in 2002-03,
Councilmember Cohen confirmed with Mr. Nordhoff that this approximate $800,000 has been built into
this two-year budget cycle and is not a line item, rather is earmarked for expected increases in energy
costs.
Councilmember Phillips stated he was somewhat surprised at not having additional line items for
infrastructure ad -ons. Mr. Nordhoff referred to the schedule containing sidewalks and stated that
additional items were built into the budget up front, such as beautification funds for medians, more
money for sidewalks, funds through grants to parks, approximately $500,000. Regarding deferred
maintenance on facilities, Mr. Nordhoff stated it is not proposed to expend a lot of money on efforts
other than those called out presently; however, a huge list could be generated, outlining funds
necessary to upgrade Falkirk and repair Fire Stations, or any amount of deferred maintenance on
public buildings. He indicated that staff would prefer to carry out the study and return to Council at the
six month interval with suggested areas where more funds should be expended on this particular type
of infrastructure.
Councilmember Phillips stated it appeared this is the time when reductions should be made to the
infrastructure problem, and to some extent this is being done; however, this budgetary process does
not appear to be focusing much attention on this problem. Assistant City Manager Nordhoff confirmed
that a figure of $3,990,000 is proposed in year one and $2.6 -million in the second year, independent of
the previously discussed figures. City Manager Gould reported that in staff's attempts to redress years
of short-changing infrastructure, two years ago significant amounts were allocated to street
maintenance funding, with evident benefits, together with huge increases in spending on storm
drainage. In this two-year budget, staff proposes beginning to redress sidewalks and parking
infrastructure, including parking technology. Facilities remain, and in this connection, Mr. Nordhoff
stated that staff requests permission to carry out a study to ascertain actual costs to properly maintain
facilities each year, including parks, and it is not sufficient to trim and clean parks, they need upgrading.
Mr. Gould indicated that the $500,000 referenced by Mr. Nordhoff is a down payment; however, it
should be built in every two years to upgrade parks. These, Mr. Gould indicated, are the areas staff
would like to address in the next two-year budget, or even in this one, should things look good.
Finally, Mr. Gould stated staff is not suggesting expending all available resources and referred Council
to the sheet depicting the unallocated funds, which, he stated, are based on very conservative
assumptions on revenues for the next two years, including all of the spending previously described. Mr
Gould listed good uses for these funds, including additional capital spending, compensation for
employees, additional service levels and the uncertainly of the state and local economy; therefore, he
stated, it does not make sense to spend all of it. Mr. Gould reported that the City finds itself in a
significantly better position than that of the last decade and staff is suggesting significant increases in
spending in a number of areas, which is very consistent with Council's goals and with information
stemming from the San Rafael Choices meetings, together with poll indications. Mr. Gould stated
Council would be in a position to evaluate the budget every six months and make whatever corrections
were deemed necessary.
Councilmember Phillips stated this appeared to be prudent; however, it would be beneficial at some
point, to see an inventory of infrastructure needs to be evaluated in context.
Mayor Boro clarified that reserves had been increased to 15%, or $6 -million in both years, with a
projected surplus in the first year of $1,400,000 and $1,800,000 the second year, which, he indicated,
does not include the $718,000 of unallocated funds from the $3.3 -million Fair, Isaac/Wilson Equity
contributed in that transaction.
City Manager Gould stated that with Council's permission, staff would return on Monday, June 4, 2001
with an analysis of the budget containing these changes, allowing further discussion on the items
extracted for further consideration, with final adoption on June 18, 2001.
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Mayor Boro confirmed that in the interim, the issue of the Sheriff needed to be resolved. He indicated
that the recommendation on the Proposition 12 funds should be discussed on Monday, June 4, 2001.
Regarding Court Street Plaza, City Manager Gould stated there is likely to be a funding shortfall when
the bids are received in a couple of weeks. He reported having discussed generally, efforts to be made
in an attempt to shrink and manage this shortfall, and requested that Nancy Mackle update Council on
these efforts to obtain reaction.
Economic Development Director Nancy Mackle reported that the project is out to bid, the date having
been extended for the second time in anticipation of higher costs. The bids are now due on June 12,
2001 and the project would be before Council on June 18, 2001 with actual figures. Informal reports
from bidders indicate the City's estimates were low and staff, having received the most recent estimate
from the cost estimator, confirms the costs to be higher across the board. The total present
construction, plus soft costs, amount to approximately $2 -million, with the budget being $1.2 -million.
Ms. Mackle reported that three approaches have been taken in an effort to tackle this, one of which
appears feasible at this time:
1. The developer of Rafael Town Center pledged a $100,000 contribution to the Court Street Plaza and
staff evaluated the idea of having this work done in kind rather than cash. For a number of reasons,
this was found not to be feasible, including: (a) the project is hard to carve out; and (b) some public
bidding problems would be encountered, as having that developer carry out the work would require
him to pay prevailing wages with no resultant savings;
2. The second alternative was obtaining donations from contractors in exchange for some type of
recognition, to take the form of a plaque type arrangement in the plaza. Consultations were held
with a fundraising consultant, San Rafael City Attorney and staff, and it was deemed not to be a
good approach, as it would lend itself to a high risk of being challenged on the public bidding
process, together with complications in deciding who the lowest bidder is and whether the donation
is counted or not, etc.; and
3. The third possibility was to cut back on the project. Staff has been working with the architect to
curtail items while retaining a plaza to be proud of. Consequently, cuts at an estimated value of
$166,000 were generated and staff proposes to release a bid amendment with those changes in
place.
Ms. Mackle indicated that last week, she had put forward other options for the plaza, including
redesigning and phasing options, making more severe, noticeable cuts in the quality of the project;
however, at this time, staff recommends moving forward, evaluate the incoming bids and be prepared to
fund an additional $600,000.
Mayor Boro inquired as to how the estimator ended up being so far off. Responding, City Manager
Gould indicated he made a mistake; however, the latest estimate was closer to reality. Ms. Mackle
reported that early in the process, Public Works staff evaluated the estimates and added figures, and
as staff believes the estimates to be light in some areas, figures continue to be added.
City Manager Gould reported that the estimator has a great reputation, a whole index having been
named for him; however, the City would not use him in the future. Councilmember Heller inquired
whether the estimator had been made aware of being drastically off in his figures. Ms. Mackle deferred
to Andy Preston, Deputy Public Works Director, who indicated that the architect hired the estimator on
the assumption he was the best in Northern California, and perhaps in the United States, he having
written numerous books on estimating. On being informed that his estimates were low, Mr. Preston
reported the estimator had no explanation to offer. The estimates increased from $600,000 to $800,000
to the present $1.2 -million, which Mr. Preston believed to be slightly low, given the bid climate, and he
had missed out on some elements of the work also.
Councilmember Phillips indicated that the more significant issue was whether or not to increase the
amount from $1.2 -million, and his anguish pertained to the fact that this project will be a focal point for,
and reflective of the City, and to do it halfway is perhaps, unacceptable. Although he had set his limit at
$1.2 -million, he now favored using funds from whatever resource necessary to complete the project
satisfactorily. City Manager Gould reported that staff carried out a similar analysis and drew a similar
conclusion. He recommended waiting until the bids came in to ascertain the differential and if
necessary, use a good portion of the remainder of the reserves of the Wilson/Equity funds.
Responding to Councilmember Heller's inquiry regarding phasing the project, Mr. Preston stated
different methods of phasing were considered and are outlined in option 2, which basically entails
building the outside of the water wall and its components, and omitting the water pumping and electrical
equipment; however, to return at a later date to install this equipment could cost more.
Ms. Mackle reported that the other type of phasing, labeled the "no build" was to install some asphalt
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and hold it until the bidding environment is better; however, the visual impact would not be good.
Councilmember Miller agreed with Councilmember Phillips that the project should be proceeded with.
With regard to phasing, Councilmember Cohen inquired if it would be possible to request that the
project be bid both ways, i.e. with and without the water wall. Responding, Mr. Preston believed this
would be difficult as the water wall is conceived to be the focal feature of the entire plaza and should it
not be installed, it would necessitate re -designing the project. Councilmember Cohen clarified that he
was referring to the option submitted by Mr. Preston indicating it could be phased, at a saving of
$170,000, and inquired if bidders could be requested to bid the project in its entirety, or merely bid
"phase 1" without the installation of the water wall equipment. Mr. Preston stated this could be done;
however, it would incur some considerable time to develop the alternate, as it would necessitate dividing
up all of the different elements in the pumping equipment.
Councilmember Cohen explained that it is fairly common practice in the industry to bid with alternatives
and he believed this was less arduous on the bidder than bidding twice. City Manager Gould inquired if
Councilmember Cohen could conceive of the idea of building the Court Street Plaza without the water
feature, to which Councilmember Cohen responded affirmatively. Economic Development Director
Mackle clarified that the phased project in question would contain the skin of the water wall and vault,
with the equipment to be inserted in a future phase. Councilmember Cohen stated it was a compromise
proposal which would save 10% of the cost of the project, which already has a huge cost overrun.
Mayor Boro stated that at some point, the water wall would be built and questioned why not now.
Responding, Councilmember Cohen explained that it preserves the option to build and he would be
willing to reduce the cost at the expense of the water wall, at least for now.
Seeking clarification, Councilmember Heller inquired if Councilmember Cohen approved of a water wall
and was willing to go forward in a phased manner. Councilmember Cohen explained that when the
water wall was proposed, he did not express his non-support, and agreed it would be a nice amenity;
however, to him, the main benefit is the public space which is created, and while the water wall is a
feature, it is not at the heart of creating a gathering space downtown. He recognized, however, that it is
committed in the design. Rather than speculative figures, he would like to know exact phasing numbers
required to carry out Phase I now and be in a position to make an informed decision. Councilmember
Heller agreed, stating the wall was not important to her either. Deputy Public Works Director, Andy
Preston believed that with the structure of the bid, there did not appear to be an easy way to do this. He
indicated that perhaps the bid time would need to be extended, as the water wall is presently bid as a
lump sum item; therefore, it would be necessary to separate and itemize various components.
Councilmember Phillips stated it appeared as though the water wall was an integral part of the total
design and it would be an embarrassment to extract it at this stage. Ms. Mackle stated this was one of
the reasons for the option to delete the water wall in favor of a retaining wall, to be landscaped. While
partially agreeing with Councilmember Cohen, Councilmember Phillips stated that based on personal
experience, if it is to be done, it should be now when it would be less expensive and chances are, it
would not be done later.
Mayor Boro agreed, and with regard to the energy issue, believed that the State of California would
solve this crisis within a couple of years. He expressed dissatisfaction with the incompetence of the
estimator; however, he believed the water wall to be the focal point of the project and should be the last
item to be omitted.
Summarizing, City Manager Gould stated staff would amend the project for the deductions discussed,
which would be imperceptible to the public, issue the revised bid to the bidders tomorrow and hope for
the best when the bids are opened on June 12, 2001.
Mr. Preston reported that by postponing the bids twice, more bidders have come into the fray which may
work in the City's favor in the long term.
There being no further business, the meeting was adjourned at 10:40 p.m.
JEANNE M. LEONCINI, CITY CLERK/AGENCY SECRETARY
APPROVED THIS DAY OF 2002
MAYOR OF THEY CITY OF SAN RAFAEL
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