Loading...
HomeMy WebLinkAboutCC Minutes 1997-03-03SRCC MINUTES (Regular) 3/3/97 Page 1 IN THE COUNCIL CHAMBER OF THE CITY OF SAN RAFAEL, MONDAY, MARCH 3, 1997 AT 8:00 PM Regular Meeting: Present: Albert J. Boro, Mayor San Rafael City Council Paul M. Cohen, Councilmember Barbara Heller, Councilmember Gary O. Phillips, Councilmember Absent: Cyr N. Miller, Councilmember Also Present: Rod Gould, City Manager Gary T. Ragghianti, City Attorney Jeanne M. Leoncini, City Clerk OPEN SESSION - 7:00 PM: Mayor Boro announced Closed Session item. CLOSED SESSION - 7:00 PM: 1. 0 Conference with Legal Counsel - Existing Litigation Government Code Section 54956.9(a) a. Case Name: San Diego Gas & Electric Co. v. City of Carlsbad, et al., Fourth District Court of Appeal No. D027407 (Request for City of San Rafael participation as amicus party). City Attorney Ragghianti announced Council voted 4-0 (Councilmember Miller absent) to participate as amicus party. ORAL COMMUNICATIONS OF AN URGENCY NATURE: None CONSENT CALENDAR: 8:00 PM Councilmember Phillips moved and Councilmember Heller seconded, to approve the following Consent Calendar items: ITEM RECOMMENDED ACTION 2. Approval of Minutes of Regular Meeting of Approved as submitted. Tuesday, February 18, 1997 (CC) 3. Call for Applications for Two 4 -Year Terms Approved staff recommendation: on the Fire Commission Due to Expiration of a) Called for applications Terms of Richard Heine and Mary Ellen Irwin to fill two (2) four - (Both Terms to Expire March, 2001) (CC) year terms on the - File 9-2-5 San Rafael Fire Commission to expire the end of March, 2001, with deadline for receipt of applications set for Tues., 3/25/97 at 12:00 Noon in the City Clerk's Office, City Hall, Room 209; b) Set date for interviews of applicants at a Special City Council Meeting to be held on Mon., 4/7/97 commencing at 6:30 PM. 4. Resolution Approving Certificate of Public RESOLUTION NO. 9802 - Convenience and Necessity; 625-H DuBois Street; RESOLUTION APPROVING Club San Rafael (Formerly Pete's 881 Club) (PD)CERTIFICATE OF PUBLIC - File 9-3-30 X 13-8 CONVENIENCE AND NECESSITY IN ISSUANCE OF ON -SALE LIQUOR LICENSE AT 625-H DuBOIS STREET (Club San Rafael, Formerly Pete's 881 Club). 5. Resolution Approving Certificate of Public RESOLUTION NO. 9803 - Convenience and Necessity; 340 Third Street; RESOLUTION APPROVING Whole Foods Market California, Inc. (PD) CERTIFICATE OF PUBLIC - File 9-3-30 X 13-8 CONVENIENCE AND NECESSITY IN ISSUANCE OF OFF -SALE LIQUOR LICENSE AT 340 THIRD STREET (Whole Foods Market). 6. Resolution Approving Below Market Rate Housing RESOLUTION NO. 9804 - Agreement for 29 BMR Rental Units at Baypoint RESOLUTION APPROVING BELOW Lagoons Unit III, A & B; End of Bellam BoulevardMARKET RATE HOUSING AGREEMENT and Baypoint Drive; AP No. 9-010-32 & 9-142-54; FOR 29 BMR RENTAL UNITS AT Sidney J. Hendricks & Dennis Horne, Owners (P1)BAYPOINT LAGOONS UNIT III, - File 229 X 5-1-292 A & B; END OF BELLAM & BAYPOINT SRCC MINUTES (Regular) 3/3/97 Page 1 SRCC MINUTES (Regular) 3/3/97 Page 2 DRIVE; AP NO. 9-010-32 & 9-142-54; SIDNEY J. HENDRICKS AND DENNIS HORNE, OWNERS. AYES: COUNCILMEMBERS: Cohen, Heller, Phillips & Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Miller The following item was removed from the Consent Calendar for further discussion: 7. ADOPTION OF RESOLUTION TO WAIVE THE CITY'S OPTION TO EXERCISE NAYLOR RIGHTS IN THE PURCHASE OF THE BERNARD HOFFMAN BALLFIELDS AND ENCOURAGE DIXIE SCHOOL DISTRICT TO PRESERVE THE BALLFIELD RESOURCE (Rec) - File 4-7-28 X 220 x 9-3-65 x 9-3-66 Councilmember Cohen reported he had discussed this issue with Florence Webb, President of the Dixie School Board, noting she was aware the City had been discussing what could be done at the Bernard Hoffman site. Mr. Cohen reported Ms. Webb suggested the City look at some kind of installment plan, exercising our option under the Naylor Act, but only paying perhaps $100,000 at this time, and making full repayment at a later date. However, Mr. Cohen noted City Manager Gould had pointed out that the City's prospects for the remaining $250,000 were not good, and we did not anticipate seeing a lot of Parkland Dedication money coming from the west side of Highway 101 in North San Rafael. Therefore, Mr. Cohen stated we would have to weigh this suggestion very carefully if we were to pursue it as an option. Mr. Cohen stated he had responded to Ms. Webb by suggesting the School District look at breaking off a piece of the land, subdividing it into three lots and selling it, with the City purchasing the balance, thereby having the School District net $350,000, preserving at least one of the ballfields, and letting a portion of it go to private development. Mr. Cohen stated when this suggestion was made during the last Council meeting, it was pointed out that this was something the City could not do itself, explaining the City could not purchase the land, subdivide it, and sell it. However, Mr. Cohen suggested this as an option perhaps the District could do, and perhaps through a Development Agreement in conjunction with the City, we could structure a deal where the City would go through a subdivision application, and the School District would know they would get their $350,000. Mr. Cohen stated Ms. Webb indicated a willingness to at least look at this as an option, in the interest of preserving the property. Mr. Cohen reported he asked Ms. Webb what discretion the City had at this point, noting we had been told we needed to respond to the School District and tell them whether or not the City was going to exercise the Naylor option. He stated Ms. Webb informed him she had spoken with a couple of the other School Boardmembers, and it was her sense that if there was still something to explore, and a possibility of doing something with this property, then they would be open to that, and would like to explore it with the City. He noted Ms. Webb stated the District' s concern was more that they did not want to be in a situation where the City would just stall, pointing out there have been instances where other cities have used the Naylor Act to stall for years, leaving the School District with an asset they cannot use and cannot sell. He reported the School District has stated that if the City can do something, they want us to do it, and if we cannot do anything, they would like us to tell them. However, if there is an opportunity, or other avenues to explore, Mr. Cohen felt they would be more than willing to do that with us. Mr. Cohen suggested the City explore both options. He stated he did not know what benefit there would be to an installment plan, but felt the City should look at this if it was something the School District was willing to consider. He noted we would have to find out what the timeline would be, pointing out that if the money could be paid -off over ten or more years, then perhaps it was something we should consider. Mr. Cohen stated he did not know if the second option (subdividing the land) would be feasible, noting it would have to be explored further to see if it "pencils out", but he felt it was something that would probably be worth exploring further. In addition, he felt Council should ask the Park and Recreation Commission to take a little more time and evaluate the possibility of doing something with Santa Margarita, as opposed to Bernard Hoffman. He noted that in talking with a couple of members of the Park and Recreation Commission, their first opinion was that it would not be a good trade, citing a net loss of fields. However, he felt the Council should ask the Commission to look at this option, and weigh whether or not recreation would be better served with improved fields at Santa Margarita, as opposed to having fields at Bernard Hoffman and Santa Margarita, neither of which are in very good shape. SRCC MINUTES (Regular) 3/3/97 Page 2 SRCC MINUTES (Regular) 3/3/97 Page 3 Mr. Cohen noted he would like to see the City do these things before we waive our Naylor rights, stating we all benefit if we at least have that as an option. He recalled he had pointed out earlier that the District needs to answer for why they do not just try to get the maximum return and sell the property for maximum development potential. Mr. Cohen stated he felt part of the answer was that the District would not be able to get that amount, and also noted the community might not be excited about a sixteen lot subdivision at this location. He noted another part of the answer was that the City had the option to purchase at $350,000, and if the City could work out a deal that gets us there and saves the fields, then maybe that would be better for everyone. Mr. Cohen suggested Council ask staff and the committee members who have been working on this, to revisit the issue with these discussions in mind. Mayor Boro informed Recreation Director McNamee he would like the Park and Recreation Commission to look at what the results would be if the City invested $50,000 - $100,000 into Santa Margarita, versus getting half a field at Bernard Hoffman, and reporting what the pros and cons would be in the long term, as far as the overall community. City Manager Gould concurred with the course of action suggested by Councilmember Cohen; however, he also suggested the School District take the lead in developing some of these options, noting Recreation Director McNamee had already done a lot of work in evaluating many different alternative ways of paying the School District to preserve these fields. He stated he would like to see the School District staff invest a little of its time in developing some of the options, as well, rather than this be a City project, and with Council' s concurrence, he would like to communicate this to the School District. Mayor Boro stated he agreed, with the exception of the third item being suggested. He felt the School District should pursue what they want to do, and what they can do, and report back to the City. He further recommended that Mr. Cohen' s motion include carrying this item to a date uncertain, and that the City inform the School District of what we have decided at this time, and that we will move as quickly as we can. Mr. Cohen pointed out the City had received a lot of expressions of interest when it appeared these fields were going to go out of public hands, and he suggested that if we are going to proceed, and if we are going to put the rest of our Parkland Dedication fees for this area of town into acquiring all or a portion of the Bernard Hoffman ballfields, then perhaps we need to ask the user groups to think about chipping in some money on an ongoing basis to help maintain those fields if the City goes ahead and acquires the property, noting that would soften the additional burden of taking it on as a City property. He suggested the Park and Recreation Commission look at this issue, as well. Councilmember Phillips stated he, too, had a discussion with Florence Webb, and he also had the clear impression the Dixie School Board would like to do something with the City to make this work; therefore, he did not feel there was any reservation in the City extending this. Mayor Boro stated the only reason he had pushed for closure on this issue at the last Council meeting was because the City had committed to give the School District an answer, which they had asked for; however, if the School District was willing to let this stay open to see if there was some way to resolve the issue, then he felt that was great. He noted he was interested in having the Park and Recreation Commission look at obtaining half a field for $100,000, versus putting that money into Santa Margarita, and how that would play out for the community. Councilmember Heller stated she was delighted Councilmember Cohen had been able to come up with a time extension, pointing out this would give us the time and breathing room to try to come up with something. She noted her ultimate goal was to have, if possible, two fields out there, or at the very least one very good field for the community. She felt that by working with the School District and the community, we could probably do this. Councilmember Cohen moved and Councilmember Phillips seconded, to continue this item to a date uncertain, and ask staff and Councilmember Phillips and Mayor Boro, as part of the committee, to pursue this issue further along the lines discussed. AYES: COUNCIL ERS: Cohen, Heller, Phillips & Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Miller SPECIAL PRESENTATION: SRCC MINUTES (Regular) 3/3/97 Page 3 SRCC MINUTES (Regular) 3/3/97 Page 4 8. INTRODUCTION OF MERRITT HEWITT, NEW DIVISION CHIEF, AND DAN BARNES, FIREFIGHTER/PARAMEDIC (FD) - File 9-3-31 Fire Chief Marcucci introduced Merritt Hewitt, recalling Mr. Hewitt had been promoted to Captain in 1974, then promoted to Battalion Chief in charge of Training, and was now being promoted to Division Chief. Chief Marcucci stated Division Chief Hewitt was a very accomplished individual, as attested to by the fact that in Chief Officer examinations, which are Statewide examinations, Division Chief Hewitt competed against people from up and down the State of California, and came in number one. Chief Marcucci also noted Division Chief Hewitt had a great deal to do with Measure L and the Water District, and with the outlets on the water tanks. Chief Marcucci then introduced Dan Barnes, who joined the San Rafael Fire Department a month ago. Chief Marcucci noted Mr. Barnes had previously worked for the Sausalito Fire Department, and had completed his Paramedic training at Stanford University. He pointed out Mr. Barnes had a special talent, noting that before entering the Fire Service, he had been a Master on a ship, and dealt with a lot of personnel issues. Chief Marcucci stated Mr. Barnes brought his special talent for dealing with people to our Fire Department, along with a love of being a Paramedic, noting Mr. Barnes had gone to school and obtained his Paramedic training on his own, without any Fire Department subsidies. MONTHLY REPORT: 9. CITY WORK PLAN REVIEW (CM) - File 237 Assistant City Manager Golt presented an update on the City's Goals and Objectives, noting this report included over eighty items. Mayor Boro noted many items which have appeared in this report were no longer included because they had already been completed. At the request of Councilmember Heller, Ms. Golt stated there would be a report of all the completed items at the end of the year, to provide a full picture of all that had been accomplished during the year. City Manager Gould pointed out that as this report is reviewed each month, if there is something Council expects to see that is not included in the report, or if a particular item is not moving as they would like, he asked Council to let him and Ms. Golt know, because this report was really the Council's management tool to make certain staff is tracking the Goals and Objectives in accordance with their priorities. Councilmember Phillips stated he was on a committee as part of the North San Rafael Vision, noting the Manager of Northgate Mall also served on this committee, and the Manager was very enthusiastic about the idea of a City Hall at the Mall program. Ms. Golt reported staff had met with one of the managers of Northgate Mall, and reviewed additional possibilities for a City kiosk or reception desk at the Mall. Councilmember Phillips referred to Goal #7, Financial Viability, and asked if the 3-5 Year Projection could be included in this section of the report? Ms. Golt stated that would be included in the next report. Mayor Boro stated one item he would like to keep the spotlight on, and see a definitive date set for, was the St. Vincent de Paul Dining Room, noting he hoped that by next month we would have the criteria for a new location. He pointed out the expectations were pretty high in the community, and he felt we needed to get this project moving. City Manager Gould reported the City had been scheduled to meet with representatives from St. Vincent de Paul this Friday, but had just received a letter from them asking for an extension to the following Friday. Mr. Gould noted a draft has been prepared of criteria for the evaluation of potential sites, and St. Vincent's has asked to review it carefully one more time before bringing it before the Council for a joint endorsement. Mr. Gould stated the issue was now at a point where they could begin discussing individual locations, noting he expects to move on this rapidly. Councilmember Cohen moved and Councilmember Phillips seconded, to accept the report. AYES: COUNCILMEMBERS: Cohen, Heller, Phillips & Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Miller PUBLIC HEARING: SRCC MINUTES (Regular) 3/3/97 Page 4 SRCC MINUTES (Regular) 3/3/97 Page 5 10. PUBLIC HEARING - TO CONSIDER ADOPTION OF CHAPTER 2. 60 OF THE SAN RAFAEL MUNICIPAL CODE TO ESTABLISH AUTHORITY LIMITS AND PROCEDURES FOR CITY CONTRACTS FOR PROFESSIONAL SERVICES (CA) - File 9-1-2 X 9-3-11 X 9-3-16 Mayor Boro declared the Public Hearing opened, and asked for the staff report. City Attorney Ragghianti stated this Ordinance had been prepared to invest authority in the City Manager to engage in the signing of contracts for professional services with a limit of $20,000 or below. Mr. Ragghianti reported the previous limit had been $5, 000, above which it had been necessary to go to the Council for approval, and noted this Ordinance had been prepared so it would not be necessary to come back to Council each time a contract was entered into with a particular professional, within the limits of the authority granted by this Ordinance. Councilmember Heller asked for clarification as to why the City needed this Ordinance. City Manager Gould reported that currently the Municipal Code allows the City Manager to approve purchases of up to $35,000 for goods and services, but does not address contracts for professional services. He stated this Ordinance was a clarification, and what was being recommended was not to match that level, but to set the limit a little lower, and assuming the money has already been budgeted by the City Council, and the contract is for an agreed upon task, to allow the City Manager to sign professional services agreements up to $20,000, as long as it has the Risk Management components, attested to by the City Clerk and the City Attorney's Office. Mr. Gould stated this was a fairly standard practice among other cities. Mayor Boro invited members of the public to address this item, and as there was no public comment, Mayor Boro closed the Public Hearing. Mayor Boro referred to "Contract Requirements", Section 2.60.050, which states that prior to approval by the City Manager or City Council, all professional services agreements of which the City is to be a party shall go to Risk Management, and asked if this meant that if the agreement is under $20,000, the City Manager would go to Risk Management and the City Attorney's Office, and then inform the Council? Mr. Gould stated with this Ordinance, if the City needs to enter into a contract for professional services, he will make sure it is in the format specified by the City Attorney's Office, the City Attorney's Office will review it to make sure the liability insurance and indemnification language is included, the City Clerk will get a copy, and the City Manager will be able to execute it on behalf of the City. He noted that if the contract is for an amount over $20, 000, then it would be placed on the agenda for Council' s consideration at a regularly scheduled City Council meeting. Mayor Boro noted Mr. Gould had stated the City's Municipal Code allows purchases of up to $35,000 without Council approval, but pointed out that many times the Council has heard requests for City vehicles and other items which were much less than $35,000, and asked if those items should not have come before the Council? City Manager Gould stated the City' s Municipal Code and past practices have been quite different, noting the City Attorney's Office stated there had been an informal rule of thumb that anything over $5,000 wound up on Council's agenda, pointing out that even that was not uniformly practiced in the City. Mr. Gould stated what is being recommended is more in line with what other cities do in terms of on-going operations, noting it splits the difference, but still provides some control the Council can count on. Mayor Boro asked, now that Council has a heightened awareness that $35,000 or less can be acted upon without coming before the Council, was he correct in assuming contracts such as a single Police Department vehicle for $20,000 would no longer come before Council? Mr. Gould stated this was not correct, because a Police Department vehicle was a fixed asset, and this contract only referred to professional services. Mayor Boro noted Mr. Gould had pointed out the Purchasing Policy specifies a bidding requirement for the purchase of services, materials, supplies, and equipment other than professional services, and the City Council approves contracts in excess of $35,000, and Mayor Boro pointed out a car would be much less than $35,000. Mr. Gould stated this Ordinance did not restrict staff from bringing Council a contract of less than $35,000, and he felt the purchase of a vehicle should be seen on the Council's agenda, if only as a routine item on the Consent Calendar. Mr. Gould stated the Municipal Code would allow the City Manager to purchase the vehicle if it had already been approved in the budget. Mayor Boro clarified that this Ordinance would allow the City Manager to expedite either the purchase or the exercise of a professional services contract under $20,000; the City Manager would keep Council informed, either during the progress of the event, or after the event; and all such contracts would pass all legal scrutiny and Risk Management. City Manager Gould stated this was correct. SRCC MINUTES (Regular) 3/3/97 Page 5 SRCC MINUTES (Regular) 3/3/97 Page 6 Councilmember Phillips stated one of the reasons he was comfortable with this was because the funding for such contracts would already be included in the budget, and would not be a new item outside the budget, nor something Council had not already scrutinized. He pointed out such an agreement would be the implementation, through the budget, of something Council wished to have occur. Councilmember Cohen suggested looking at a procedure whereby Council would be kept informed of vehicle replacements, noting he did not feel every item needed to be something that was placed on the Council' s agenda, but might perhaps be listed as part of a report from the City Manager, listing actions being taken and acquisitions that have been made. Mayor Boro stated if an item was already in the budget, and falls under this authority, he would like to know about it, but agreed it did not have to come before the Council for a vote. The title of the Ordinance was read: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ESTABLISHING AUTHORITY LIMITS AND PROCEDURES FOR PROFESSIONAL SERVICES AGREEMENTS" Councilmember Cohen moved and Councilmember Heller seconded, to dispense with the reading of the Ordinance in its entirety and refer to it by title only and pass Charter Ordinance No. 1707 to print by the following vote, to wit: AYES: COUNCILMEMBERS: Cohen, Heller, Phillips & Mayor Boro NOES: COUNCIL ERS: None ABSENT: COUNCILMEMBERS: Miller OLD BUSINESS: 11. REPORT ON PICKLEWEED SERVICE CENTER (PW) - File 9-3-65 X 9-3-66 x 9-3-30 X 9-3-40 Public Works Director David Bernardi reported Council had authorized staff to proceed with the preparation of plans and specifications for the creation of a Service Center at Pickleweed Park Recreation Center. He stated he, Assistant City Manager Golt, Recreation Director McNamee, and the various police chiefs have reviewed this plan with Jim Ring, who was the original architect for the Pickleweed Center, and have come up with a final plan. He reported this plan calls for moving the front wall of the building out approximately four feet, creating a space inside the building of approximately 150 square feet, and the current plan is for this space to be used by Police and Code Enforcement personnel for taking reports and providing services to the Canal area. Mr. Bernardi stated this space could also be used for a number of other activities, noting personnel applications and business licenses could be filed and picked up here, and the Library might have a modem connection to the Library. He stated a lot of different options are being considered for this space, and the space will be well used. Mr. Bernardi stated the creation of this space will cost approximately $44,000, and based on the last agenda item, it is staff's intention to seek informal bids for this project. He noted staff would be working with Assistant City Manager Golt and the architect to accomplish this, and they hope to have the space constructed by mid-June. He pointed out the furniture would be funded separately, but out of the same State grant. Mayor Boro asked if this project would be going through the normal planning process, going before the Design Review Board and Planning Commission? Mr. Bernardi stated it would not. Mayor Boro asked why this project would not go through that process? Mr. Bernardi stated this was a minor design modification which would not need a Design Review application. Mayor Boro asked if a member of the general public would have needed a Design Review application for this project, and Mr. Bernardi stated they probably would not. Mayor Boro stated he wanted to be certain the City was following the same rules we enforce. Councilmember Phillips noted Mr. Bernardi stated this space would be approximately 150 square feet, and asked how this size was chosen? Mr. Bernardi stated they had looked at the space and tried to determine what our needs were, and then the architect took the measurements and designed an office for two people based on those needs. It was decided that 150 square feet would be a good size for two people who would not be in the office full-time. Mr. Bernardi noted another consideration was that the bigger this office space is, the smaller the lobby, and staff was trying to keep a balance between the uses of the Recreation Center and the lobby space, as well as this new office space. Mr. Phillips asked where the windows would be placed? Mr. Bernardi stated they would be approximately the same place as they are currently, except they would be moved further out. Mr. Phillips asked if someone would be able to see to the back field from this office? Mr. Bernardi stated a person would be able to see SRCC MINUTES (Regular) 3/3/97 Page 6 SRCC MINUTES (Regular) 3/3/97 Page 7 into the lobby area from this office, noting there were other offices behind the main desk, and the field area would not be visible from this new office. Mr. Phillips recalled having heard the comment that it would be advantageous for the back field area to be visible. Mr. Bernardi stated the field would be visible from the lobby area, very much as it is now. Mr. Phillips asked if this had been considered at all in the process? Mr. Bernardi stated that without modifying the existing office space, that was not something that could be accomplished easily. Mayor Boro noted Mr. Phillips had raised an important point, noting one of the problems the City has had at this location has been the area with the tables, to the left and separate from the children's area, where there have been complaints of gambling and other illegal activities. Mayor Boro asked if there was some way this addition could have visual access to that area? Mr. Bernardi stated there was not, because it would require moving the bathrooms, which would be very expensive. City Manager Gould pointed out the purpose of this new office space was not really to do surveillance on the park, it was to provide a place to take reports and have meetings. Mr. Gould noted he expected Police Chief Sanchez would soon be presenting a different way of policing the Canal neighborhoods, with particular emphasis on Pickleweed Park, and getting the Officers out and into the Park to discourage certain behavior, something that could not be done from inside the office. Mr. Gould noted that if this concept works, and if it is attractive to the Officers to come here to work, write their reports, and make phone calls, there will be more Officers in and out of Pickleweed Park at different hours, and with the Police cruisers out in front, that will provide some deterrent value, in itself. Mayor Boro stated he had understood the Council had a little different purpose in mind, noting he thought the whole intent was to have a bilingual officer available at Pickleweed Park during the day, on duty full-time. Mr. Gould stated an Officer would work out of this new work station, but noted he was not sure the Officer would confine his or her entire day just to the Park. He stated his expectation was that this Officer would also be involved in other activities in the Canal neighborhoods. Mayor Boro recalled the trip he and other City representatives took to Brea, California, noting that city had a bilingual PSA Officer who was a bridge to the community, and at any time during the normal 8:00 AM to 5:00 PM hours, if a member of the community had a problem they could speak to someone, and someone was there to serve the people in that community who had a need. He noted that in the past we have used the trailer, where the Police Officers write their reports and provide a presence, but stated he was looking for a place where people can go where they know there will be someone they can speak to if they have a question or a problem. City Manager Gould agreed, stating Mayor Boro was recalling one of the original ideas, which had been to have a PSA who would work at the main desk, along with the Recreation staff, and be able to help walk-ins, take reports and refer people. Mr. Gould stated this had not been added to the plan yet, because it would have to be added to the budget, and they would have to find a funding scheme, noting the current plan was to have both the Code Enforcement Officer who would be designated to work in the Canal neighborhoods, and one lead Officer working out of this office. Mr. Gould reported there had been progress in filling those slots, noting the physical changes being made were one thing, but without the right people to fill those important positions, the changes would not amount to much. Mr. Gould reported Chief Sanchez had informed him the City had made offers to two new Police Officers, which have been accepted, and there are two bilingual candidates we expect to be able to make offers to in the next couple of days, and who the City will then put through the Police Academy. Mr. Gould also reported the final interviews had been held for the Code Enforcement Officer and the two Assistant Code Enforcement Officers, one of whom happens to be bilingual, and offers for employment will be made for these positions by the middle of this week. Mr. Gould stated that by the time these improvements have been made, the City will have the right people on staff, and everything will come together very nicely. Public Works Director Bernardi noted Ms. McNamee had reminded him that from the office being constructed you cannot see the area of the park Mayor Boro had been referring to; however, this area can be seen from the main desk, and additional desk space is being created in the lobby where a Police Aide could sit and directly observe that area. Mayor Boro stated that was only one dimension, noting we have talked about City Hall at the Mall, and about an Information Desk in the lobby at City Hall, and this was the type of thing he felt we wanted to have in the Canal, where someone with a problem or a question would have someone they can communicate with, whether it be a sworn Officer or a PSA. Mayor Boro stated as this evolves, we need goals as to what we are trying to achieve. He noted he liked the idea of the Officers coming in and doing their reports, but felt we also needed to have a specific service to the community that we do not have today, SRCC MINUTES (Regular) 3/3/97 Page 7 SRCC MINUTES (Regular) 3/3/97 Page 8 and one which they can count on. Mayor Boro stated he was very pleased that the design for the new space had been completed, and that the money was in place so the project could be completed. Councilmember Phillips moved and Councilmember Cohen seconded, to authorize staff to implement the proposed plan for additional office space at the Pickleweed Park Community Center. AYES: COUNCIL ERS: Cohen, Heller, Phillips & Mayor Boro NOES: COUNCIL ERS: None ABSENT: COUNCILMEMBERS: Miller NEW BUSINESS: 12. RESOLUTION APPROVING CITY FINANCIAL MANAGEMENT POLICIES FOR 1997/98 (CM) - File 9-1-2 X 8-9 X 9-3-11 City Manager Gould reported March was the beginning of the City's budgetary year, and a month ago at a study session the Council had considered a series of financial management policies which would provide the framework for their financial decision making. He noted they felt this would be very helpful to staff, as well as for the public, to understand the Council's philosophy of its stewardship of the public funds. Mr. Gould noted a series of financial polices had been put together for Council's consideration, which he stated were prudent and conservative, and which he felt had been time -tested in a number of public and private agencies. He pointed out some of them simply codify existing practices within the City, while others represent some new emphasis staff feels will round -out our financial management picture in the City. Mr. Gould requested Council direct staff in revising or amending these policies, and then adopt the policies and update them each year, as statements of how the Council intends to make its financial decisions. Mr. Gould pointed out these policies had been reviewed by the Budget Oversight Committee, which had heartily endorsed them. Mayor Boro stated his reaction in reading through these, with the major categories and sub -sets, was that they were all sound and made a lot of sense. He noted one of the discussions he and City Manager Gould have had over the past couple of weeks had to do with some of the issues they might be faced with regarding welfare cuts. Mayor Boro stated he was very concerned with what this might mean for the City, but was also concerned that the City not get into any of the on-going funding of social services, stating he did not believe that was the role of the City; it was the role of the County. On the other hand, one time infusions, as the City has done in the past, and which the City might do to help an agency or a group, would be a different issue. Mayor Boro stated he was very concerned about the philosophy, stating each level of government had a role to play, and while we might all like to help each other out, if the City is not funded or mandated to do something, no matter how big the need is, he was very concerned that the City might just gradually get pulled into something. He stated he was concerned that the City stick to what our role is in providing services, noting we have obviously responded to needs as they have come up, but we cannot let something we do all of a sudden appear to be a program the City is into, and begin competing with other things the City needs to do, pointing out the Council needed to prioritize the Police Department and Fire Department services, the Library, the City's streets, and Capital Improvements. City Manager Gould pointed out the next item on the Agenda was the Council' s Priorities for 1997/1998, and under "Social Problems" it states the City will work with the County and private providers in offering a continuum of services to the needy in the wake of Federal Welfare Reform, but it makes clear the City itself is not to become a social service agency. Councilmember Heller quoted, "The City shall oppose mandated programs which are unfunded", noting we might include "and social service programs which are unfunded", in order to clarify this a little more, and state that the City does not want to pay for it unless the money comes with the mandate. Mayor Boro agreed, noting he just wanted some acknowledgement. After discussion, Councilmember Phillips moved and Councilmember Cohen seconded, to adopt the Resolution approving the City Financial Management Policies for 1997/1998, incorporating the comments made regarding Exhibit A. RESOLUTION NO. 9805 -RESOLUTION APPROVING CITY FINANCIAL MANAGEMENT POLICIES FOR FISCAL YEAR 1997-98. SRCC MINUTES (Regular) 3/3/97 Page 8 SRCC MINUTES (Regular) 3/3/97 Page 9 AYES: COUNCILMEMBERS: Cohen, Heller, Phillips & Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Miller 13. RESOLUTION APPROVING COUNCIL PRIORITIES FOR 1997/98 (CM) File 9-1 X 9-1-2 X 9-3-11 City Manager Gould reported that in August the Council had adopted explicit priorities to help guide staff and the community as to where the Council wanted to put additional emphasis in governing the City of San Rafael. He stated staff had used those priorities to help develop Goals and Objectives for every one of the City's Departments, and staff's performance will be evaluated on the basis of these. He noted this has also been used in tracking performance on the monthly staff reports prepared by Assistant City Manager Golt. City Manager Gould stated staff was asking, as the kick-off to the budgetary decision-making for 1997/1998, that Council revisit those priorities and tell staff what changes they would like to see. Mr. Gould pointed out he had made some small changes to the priorities Council set last August, based on discussions in the Study Session and full Council meetings, but noted it was essentially the same list Council had approved before. Mr. Gould stated he was seeking Council's direction as to how they would like to amend these priorities for the coming fiscal year. Councilmember Heller referred to the section addressing "Community Outreach", noting she would like to add a line about strengthening the concept of Customer Service to our citizens. Councilmember Cohen pointed out this was referred to in a short statement under "Organizational Development". Mr. Gould asked Ms. Heller if that would be sufficient, or if she would also like to see this under "Community Outreach"? Ms. Heller stated she would like to have it included under "Community Outreach". Referring to the section on "Social Problems", and the issue of relocating St. Vincent de Paul, Councilmember Heller felt she would like the City to state that its number one priority was relocating St. Vincent's, and Mr. Gould noted this would be moved to the top of the list. Mayor Boro referred to another area listed under "Social Problems", which states "Work with private and County providers in offering a continuum", noting it sounded to him as though the City was going to pay for something. He stated he would like this to be changed to read, "Work with private and County providers to ensure a continuum", noting that way the City would get them to do their job. City Manager Gould pointed out he had gotten ahead of himself on the last item, "Organizational Development", noting he expected to bring a proposal to the next Council meeting regarding a reorganization that would form a Community Development Department, which the Council has not as yet explicitly discussed as a body. Mayor Boro noted this was one of the things Council had asked Mr. Gould to look at, and something he had expressed an interest in looking at; therefore, Mayor Boro felt it was all right to show that at this time. Councilmember Cohen noted the Council needed to see through some of the things they had already started, and not load up a lot more issues. Mr. Cohen stated that while they were discussing a list that had been started in mid-August, it was also a list that was supposed to take us through mid-1998, so there should be some items on the list that will take a while to accomplish. He acknowledged Council would need to revisit this before June, 1998, but it would not hurt to have projects on this list that were just getting underway. Mayor Boro pointed out the Council was looking at an update of the General Plan, and also to determine if there are rules the City has gotten itself tangled up with as far as traffic, and if those could be evaluated, noting he was not certain where this should actually be addressed. City Manager Gould stated this could be called out under the "Economic Development and Redevelopment" heading. Mayor Boro stated he felt it would be worthwhile to call both of these out, as they were both critical, noting the update of the General Plan was going to be a big item, as was a look at our approach to traffic allocation and building development. Councilmember Cohen noted one thing that was missing from this list, and something that was a fairly significant project which was currently underway, was the North San Rafael Vision. He felt this should either be listed under "Economic Development and Redevelopment", or under "Community Outreach", noting it is a big enough project that it deserves to be on this list of priorities. City Manager Gould noted the Economic Vision was to be completed this fiscal year, in which case it could come off this list, and we would then be carrying out the Economic SRCC MINUTES (Regular) 3/3/97 Page 9 SRCC MINUTES (Regular) 3/3/97 Page 10 Vision. Regarding the North San Rafael Vision, that will go through this fiscal year. Mayor Boro stated this was to be completed by September or October, and then the General Plan would be updated to reflect that. Mr. Gould suggested the North San Rafael Vision be listed under "Community Outreach", and Councilmember Cohen agreed. Councilmember Phillips stated he wanted to make certain we were addressing the Police Radio System, and cited a sentence at the end of the "Disaster Prevention/ Preparedness" section which read, "Work cooperatively with other Marin public agencies for replacement of public safety communications systems", asking if this referred to our Police Radio System? Mr. Gould stated that was correct. Councilmember Cohen suggested putting that sentence at the beginning of the paragraph regarding "Disaster Prevention/Preparedness", to emphasize its priority. City Manager Gould noted Vice -Mayor Heller may be calling a special meeting of the Marin Mayors and Councilmembers to address this topic. Councilmember Phillips asked if this reference to the Police Radio System was specific enough, asking if we were going to be studying this, or if we were actually going to replace? Mr. Gould stated we were certainly going to replace. Mr. Phillips suggested the sentence be changed to state the City is going to replace its system, working in cooperation with the other agencies in the County. Councilmember Heller stated the existing wording was used because it referred not only to the Police Radio System, but also Public Works and Fire Department radios. Mayor Boro suggested changing the wording to state, "Start the replacement of Public Safety communication systems in cooperation with other Marin public agencies", and Councilmember Phillips agreed. City Manager Gould stated he would re -draft the list of Proposed San Rafael City Council Priorities for 1997-98 to reflect all these changes, and present the updated list at the next City Council meeting on March 17, 1997. Mayor Boro thanked City Manager Gould and Assistant City Manager Golt for their ongoing work with the Priorities list, and for keeping the Councilmembers conscious of these priorities. He noted it was important for the Council to continue to review the priorities, and use them as guiding principles. Mr. Gould stated the success was due to all the Department Heads working in concert to carry out these priorities, noting he was very happy with the way staff had responded to this. Mayor Boro announced this item would be carried over to the City Council meeting of March 17, 1997, and be included on the Consent Calendar. 14. CITY COUNCIL REPORTS: a. DISCUSSION RE: COUNTY -WIDE RADIO SYSTEM - File 9-3-30 X 9-3-31 X 9-3-40 (Verbal) Councilmember Heller noted a meeting was held last week regarding the County -wide radio system, and was attended by the City Managers, Fire Chiefs, and Police Chiefs of all the towns and cities, and representatives from the special districts, noting they discussed the entire system, where we are going, and what is happening. She reported that at the end of the two hour workshop a vote was taken, and each entity decided they would join together in a County -wide radio system, with the exception of a couple of the smaller specialized districts, who may or may not join at some point in the future. Ms. Heller stated at this point she was working with City Manager Gould to call together a special meeting of all the Mayors and Councilmembers during March, to discuss what a new radio system would really mean, noting it will mean a lot of different things to different people. She stated to the County and all of us it will mean a $20 million outlay, which means a large amount of money for everyone to focus on. Ms. Heller noted San Rafael had set aside $1.3 million for the Police radio system, but we have nothing in the budget for Public Works and Fire Department systems. Ms. Heller stated we also need to work with our elected officials in Washington, D.C. to be sure that we have the radio bands, or spectrums, that we need. She noted this was the biggest political hurdle we are facing right now, because Congress expects to sell those bands to digital television stations, to help offset the budget deficit this year, pointing out we are up against a very large political fight. She reported we are supposedly getting two television bands to test, but noted we are sandwiched in between to very powerful television stations, and we need to see whether or not they will overpower us. She stated if we cannot use the two bands that have been set aside for Marin, we may have to go to a 600 MHz band, of which the President has set aside 40%, and promised them for Public Safety communications. Ms. Heller pointed out we are not the only one faced with this, noting the problem exists in several large urban areas across the United States. Councilmember Heller reported that if the City wanted to look at going alone with a system for the San Rafael Police Department, she was not certain there would be any radio bands available, because at this time they are all locked -up by the SRCC MINUTES (Regular) 3/3/97 Page 10 SRCC MINUTES (Regular) 3/3/97 Page 11 Federal Government. Ms. Heller stated we all have to begin looking at the issue of funding, and where the money is going to come from, because if we go to the voters and they turn us down, we still have to be able to move into the new radio systems. Mayor Boro stated he felt the various City Managers needed to inform their City Councils, before they attend the meeting, as to what the City Managers, Police Chiefs, and Fire Chiefs have agreed to, noting it should not have to be up to Ms. Heller to try to get them all to agree to this. He stated the will should already be there, and they should be attending the meeting to determine how to make it happen. Mayor Boro felt it was important to set the stage before they come to the meeting, as to what we are trying to accomplish, noting we need to be right up front and tell them that we need a new radio system and we intend to buy one for our Police Department; however, as we go forward, and as we build this system, we believe it makes sense to be compatible with the rest of those in the County as they grow, pointing out most of them will also have a need, and they should understand this. Mayor Boro stated he did not want them to think they were assuming this obligation because the City of San Rafael has a problem, noting they all have a problem, and they need to understand that before they come to the meeting. He noted it was important that we do not just bring everyone together in one room, and then have Councilmember Heller, as Chair of the Committee, justifying what we are doing. He stated they should all understand this and be ready to move forward, being ready to make it happen, and not to discuss why we need it. Councilmember Heller stated she felt this was the beginning of a long education process, noting everyone had been given information in their packets last month through the Marin Mayors and Councilmembers. She noted for any meeting that would be called, she would be on the telephone to at least eleven Mayors, and have them work in concert with their own City Managers as to why they are meeting, why they cannot just continue in the low band system we have now, and what the options are. City Manager Gould stated they had found it very useful to put all the information in front of everyone at their meeting last week, and have the experts on hand to discuss all the options and answer questions. He noted it had been decided the various cities and towns in Marin, and the Fire Districts, would recommend at staff level that their elected officials and policy makers engage in a County -wide effort to replace the system. Mr. Gould pointed out his colleagues had told him they have been discussing this with their Council's; however, he noted there were a lot of misconceptions and various levels of understanding. Mayor Boro stated his concern was that the burden should not fall on Councilmember Heller to bring the rest of the cities along, noting she should be able to count on their City Managers and Public Safety officials to go to their City Councils ahead of time and let them know what is going to happen at this meeting, and why they are in favor of it. b. FREITAS INTERCHANGE ADVISORY COMMITTEE MEETING - File 9-2-50 X 11-16 (Verbal) Councilmember Cohen reported the Freitas Interchange Advisory Committee had met last week, noting the Committee had previously made a recommendation for the reconfiguration of the Freitas Interchange, but the cost would have been $6 million, which we neither have, nor have any reasonable hope of getting in the foreseeable future. He stated the Public Works Department staff has come up with a minor reconfiguration, including widening the offramp and signalizing the intersection, primarily in its current configuration. Mr. Cohen reported they have proven that it would work, and so far they have been able to convince CalTrans that it will work. Mr. Cohen stated the Committee voted unanimously to recommend to Council that we pursue an interim solution for Freitas, involving this offramp widening and signalization, at a cost of approximately $1.5 million to $1.6 million, funds which we currently have collected. Mr. Cohen reported there was some ongoing technical analysis which needed to be done, and we need to continue to do traffic counts to see how the Merrydale Overcrossing would be affected. He noted one of the things CalTrans will want is the long term growth projections we are currently using, pointing out this will need to be incorporated with the North San Rafael Vision Process so we can model realistic growth assumptions for the next five to ten years before we are able to get the final approval from CalTrans. He stated the Committee's vote was to finalize this recommendation, and once it has been drawn up and everyone has signed off on it, it will be brought before Council, with a recommendation for staff to pursue this interim solution. He noted they hoped to be able to bring the recommendation to Council this Spring. SRCC MINUTES (Regular) 3/3/97 Page 11 SRCC MINUTES (Regular) 3/3/97 Page 12 There being no further business to come before the Council, the meeting was adjourned at 9:15 PM JEANNE M. LEONCINI, City Clerk APPROVED THIS DAY OF 1997 MAYOR OF THE CITY OF SAN RAFAEL SRCC MINUTES (Regular) 3/3/97 Page 12