A regular meeting of the City Council of the City of San Ramon was called to order on January 22, 2002 at 7:30 p.m. in the Council Chamber at City Hall, 2222 Camino Ramon, Vice Mayor Wilson presiding.

PRESENT: Councilmembers Cambra, Dickey, Hudson and Vice Mayor Wilson

ABSENT: Mayor Tatarka

STAFF PRESENT: City Manager Herb Moniz, City Attorney Tom Curry, Police Chief Brian Lindblom, Administrative Services Director Jim Randall, Parks and Community Services Director Jeff Eorio, Planning Director Phil Wong, Engineering Services Director Joye Fukuda, Transportation Director John Dillon, Economic Development Services Director April Gray, and City Clerk Judy Macfarlane

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PLEDGE OF ALLEGIANCE

Cub Scout Pack 1776, Coyote Creek Elementary School, led Council, staff and those present in the audience, in the pledge of allegiance.

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The Administrative Services Director introduced new employee Candace Daniels, Accountant.

The Parks & Community Services Director introduced new employees Nicole Blazin, Recreation Coordinator, Marketing, and Carmelita Rambajan, Recreation Coordinator, Senior Services/Specialized Recreation.

The Police Chief introduced new employee Erica Reed, Crime Prevention Specialist,

The Vice Mayor welcomed the new employees and gave them City pins.

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Christina Winter, Chair, San Ramon Chamber of Commerce 2002 Board of Directors, presented the Chamber’s the plan of action for the next year. To best meet the needs of the business community, she said the four areas of concentration were 1) economic development, 2) community development, 3) public policy and advocacy and, 4) member benefits and services. She reminded the Council and those in the audience of several annual activities sponsored by the Chamber and encouraged their continued participation.

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Melody Lundgren, voiced her protest over the use permit currently being appealed for the heliport at Bishop Ranch 3, and asked for a status update on the appeal process.

Rena Waterson stated her concerns with skateboarders using the fountains and sidewalks at Central Park and questioned why they were not utilizing the Skate Park facility that was built for their exclusive use.

Rosalind Rogoff, announced she had created a new web site called the "San Ramon Observer," and was encouraging more community participation.

Donna Kerger, representing the General Plan Review Commission, encouraged all registered voters to vote for Measure P – San Ramon General Plan 2020 on the March 5 ballot. She said as a resident she would like to stress the importance and value of establishing a canine unit for San Ramon Police and advocated for continued involvement in Tri Valley Vision 2010.

Greg Carr said he felt the City web site needed to be updated in a more timely fashion.

Gordon Kimber spoke regarding the effect that absentee ballots have on election results and said that permanent absentee ballots can be obtained by visiting the Contra Costa County Election Department web site.

Yvonne Kimber, representing the Library Advisory Committee, read a letter from the Committee, regarding the time table for the City’s application for Proposition 14 funds.

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APPROVAL OF MINUTES

Cm. Dickey ‘s motion to approve the minutes of the January 8, 2002 meeting as amended was seconded by Cm. Cambra, and passed 4-0.

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The Administrative Services Director answered Cm. Cambra’s questions regarding Item 8.2 Resolution No. 2002-01 Adopting findings to commit funds in the City of San Ramon’s Traffic Improvement and Creek Mitigation Funds.

Cm. Hudson’s motion to approve the following Consent Calendar was seconded by Cm. Dickey and passed 4-0.

Finance
Register of Demands dated January 13, 2002, in the amount of $559,882.85.

Resolution No. 2002-01
Adopting findings to commit funds in the City of San Ramon's Traffic 
Improvement and Creek Mitigation Funds

Resolution No. 2002-10
Authorizing the Mayor to execute an agreement with West Coast Arborists for the provision of a tree inventory, a management plan and tree maintenance services in an amount not to exceed $201,250

Acceptance of Work
Niles Freeman Excavating for the construction of the Old Ranch Road Slope Repair Project (CIP 8650) as complete and authorization for the City Clerk to file a Notice of Completion with the County Recorder’s Office

City of San Ramon Quarterly Investment Report
Period ending December 31, 2001

Resolution No. 2002-13
Authorizing participation, through the Contra Costa County Public Managers Association, in securing legislative advocacy services to assist with retention of the Vehicle License Fee (VLF) and other local government funding

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Arts advisory committee annual report

Mark Ballock, Chair of the Arts Advisory Committee, presented the Committee’s 2001 Annual Report. He reviewed the purpose, charge, history of the Committee, and identified three sub-committees and their interaction. Mr. Ballock reviewed the accomplishments and actions which included recommendations for the Performing Arts Center, the appointment of committee members to the Art & Wind Festival, the Bishop Ranch Veterinary Public Art Project, in addition to their review and analysis of City sponsored events, customer art classes and the creation of new marketing piece for cultural art programs. He also reviewed the generation of a 5-year Cultural Plan for San Ramon. Mr. Ballock outlined the goals and objectives for 2002, which included the proposed exploration of using commercial and public buildings to house visual art exhibitions, establishing an "Art to Business" program, a before and after-school cultural art recreation program.

Cm. Hudson’s motion to accept the Arts Advisory Committee Annual Report was seconded by Cm. Cambra, and passed 4-0.

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Cm. Hudson read a letter dated January 17, 2002, from Samuel O. Lemon, Jr., discussing his thoughts, suggestions and reservations about the recent decision to align the City with many others in a new organization entitled "Shaping our Future" (SOF). The letter asked the Council to consider, 1) where will the power center of the organization be located, 2) what will SOF do for and to San Ramon and, 3) what is the level of awareness among our citizens regarding SOF.

In response, Cm. Dickey stated she felt SOF in no way usurps our General Plan. She said it is a workshop body not a legislative body. She said it was not a long term workshop, but would last no longer than 24 months. She also said the $29,000 that the City would be contributing would include setting up a web site to involve the public, sending out mailings and flyers to make people aware of what was happening so they could come to the workshop and participate.

Cm. Hudson said if this item was going to be discussed, it would have to be agendized by someone who voted in favor of the resolution adopting the City’s participation in that program.

Cm. Wilson said there was going to be an on-going positive debate about this issue.

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The Administrative Services Director stated the auditors had completed their examination of the financial records of the City and have prepared the General Purpose Financial Statements for the year ended in June 30,2001. He said the report was reviewed by the Finance Committee at its meeting on January 15, 2002, and the Committee recommended acceptance of the report as presented. He introduced Gail Smith of Vavrinek, Trine, Day & Co., to the Council.

Ms. Smith reviewed the process used to examine and audit the City’s financial records and procedures and said they found no "reportable conditions."

Cm. Dickey’s motion to adopt Resolution No. 2002-12 Receiving the annual audit report for the City of San Ramon for the FY ending June 30, 2001, was seconded by Cm. Cambra, and passed 4-0 (by roll call vote).

Resolution No. 2002-12
Receiving the Annual Audit Report for the
City of San Ramon for the fiscal year ending June 30, 2001

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The Parks & Community Services Director introduced Ken Mintz, Chair, Parks & Community Services Commission.

Mr. Mintz said the current process of interviewing applicants was a logistical nightmare and proposed a change in the process to provide a more user friendly, customer service approach to the interviewing process. He suggested the Commission return to the process used prior to 1996, which would establish sub-committees to interview the candidates in addition to staggering the dates of term expiration throughout the year versus all terms expiring at the same time.

Cm. Hudson’s motion to receive the recommendations of the Parks and Community Services Commission to establish sub-committees for interviewing advisory committees and applicants and directed the Commission to provide recommendations for the staggering of term expirations, was seconded by Cm. Cambra, and passed 4-0.

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The Parks and Community Services Director said it was recommended by the Parks & Community Services Commission that a resolution be adopted to facilitate utilization of the Royal Vista Swimming Pool as a public recreation resource for the citizens. He identified and described the three-recreation swim teams currently in San Ramon, and said if the closure of the pool at Royal Vista proceeds, it would be a great loss to the community. With the Olympic Pool and Aquatic Park at maximum capacity, he stated it could not support another competitive summer season swim team. He said the current membership of Royal Vista consists of approximately 200 families that utilize the pool and staff is confident that if the City partners with Royal Vista for use of the pool those families would be able to continue to participate in not only the swim team program but it would be made available for public swimming.

The director outlined the 10-year plan staff has been discussing with Royal Vista, and described the improvements, use and operations, in addition to the proposed funding of up to $300,000 from the Redevelopment Agency to bring the facility up to City standards, ADA access and public health code requirements. He said the City would provide Royal Vista rent at $4,000 a month during the exclusive use period capped at $20,000 annually for the use of the facility and the parking lot.

Cm. Dickey asked how the 200 families pay for use of the pool.

The Parks and Community Services Director said the Aqua Bears swim team which is currently a membership deal would be treated in a similar manner as the Aqua Cats team that swims at the San Ramon Olympic Pool at Cal High. They would pay for the privilege of being a member of the Bears and it would be open to the public with priority given to returning members. Family passes would be available for recreation swimming and swim lessons would be available. He said policies and procedures would all be consistent with those at the Olympic Pool.

Cm. Dickey asked if there was any idea of how the $300,000 was broken down.

The Director said there was approximately $125,000 for landscaping, $100,000 for locker room facilities and office areas in the adjacent pool buildings, and $80,000 to $100,000 needed to bring the swimming pool up to par. He said the maximum capital improvement the City would contribute is $300,000.

Cm. Dickey confirmed Royal Vista was hiring the contractors and the City would reimburse the expenses.

Cm. Dickey said in the analysis it says $16,000 for natural gas and electricity at the pool and $65,000 in costs and asked if that figure included the $16,000.

The Director explained the $65,000 was actually the program costs, the lifeguards, the supplies for the lifeguards, the swim lessons, the swim team and the salaries.

Cm. Dickey said if you take the $65,000 and add the $16,000 plus the $20,000 annually for the pool that is $91,000.

The Director said if take the net cost of utilities, maintenance and rent and if you amortize the $300,000 you are looking about somewhere between $80,000 to $90,000 annually for the entire program.

Cm. Dickey said she had a problem with paying $4,000 rent to Royal Vista when the City was improving their property.

Mr. Mintz said when the Parks Commission approved this project there was some question about costs and staff was asked to go back to Royal Vista and clarify any dollar amounts before it came before Council. He said the Commission felt the cost structure was appropriate given the kinds of service that would be retained for the southern part of the community as well as the additional water time that would be picked up by making this a City program as opposed to a private membership type of program.

Cm. Dickey said while her questions had been answered she was still not comfortable with the proposed $300,000 expenditure and felt it was a blank check without knowing what exactly it was going for. She said she knew how important it was to get it done in a timely manner but she would like to continue this item and make a decision on the project when she had additional information on where the money was going.

Cm. Cambra’s question regarding the change in revenue was answered by the director that weather has a direct relationship to revenue stating when we experience a cooler summer, there is less attendance compared to higher attendance when we have a hotter summer. He also explained there was additional revenue lost due reduced participation in the Master’s swim program because of a change in coaching.

The City Manager stated the facility has been professionally evaluated by the firm that is doing the City’s Senior Center expansion project, the City’s Building Department had evaluated the ADA requirements, and a landscape architect had designed a plan, all of which met the criteria for capital improvement projects. He explained the revenue and expenses for parks and recreation were directly linked to participation and usage of the programs at those facilities.

When questioned on how the $4,000 monthly rent requirement was established, the director stated it was based on the revenue Royal Vista had generated in prior years.

Cm. Hudson stated the City would be impacted greatly if the pool were to close. He said if the City passed on this opportunity, we would be forced to turn away kids and the next possible site for a pool being in Dougherty Valley at a much higher price than the proposed $300,000 for the Royal Vista site. He stated the 10-year lease with Royal Vista works in the City’s favor and it was the City that pursued this relationship, as the golf course had planned to eliminate the pool in its entirety.

Cm. Dickey said she supported the project but would like to see a better accounting and cost breakdown for expenditures prior to giving her approval.

Vice Mayor Wilson agreed with the concept for the project. He said he was very comfortable with the costs as outlined however he understood Cm. Dickey’s concerns.

Cm. Cambra inquired about the sense of urgency for this project. He said he supported the project but appreciated Cm. Dickey’s concerns for the expenses and wished to have those concerns addressed before moving forward.

Cm. Hudson’s motion to adopt Resolution No. 2002-14 Authorizing the Mayor to execute an agreement with Royal Vista Golf Club for a public/private partnership for the use, maintenance and operation of the Royal Vista Swimming Pool was seconded by Cm. Wilson. The motion did not pass on a 2-2 roll call vote (Cm's. Cambra and Dickey dissenting).

Staff was directed to prepare a detailed accounting of the proposed expenditures for the funding of this project, and the item was continued to the February 12, 2002 meeting.

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Vice Mayor Wilson stated the next Mayors’ Conference will be February 7, 2002, and the location had changed from Orinda to Pleasant Hill.

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Cm. Cambra reviewed the schedule for the Lindsay Dirkx Brown Art Gallery, and announced the Art & Wind Festival took first place at a State competition. He also stated there was a need for instrumental and choral instructors and asked anyone interested to call 973-3295.

Vice Mayor Wilson reviewed the agenda for the meeting to be held on January 23, 2002.

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Vice Mayor Wilson reviewed the agenda for the meeting to be held on January 23, 2002.

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Cm. Cambra said at the last Transportation Advisory Committee meeting there was an update on the traffic-calming program. He said they also discussed the new stop sign warrants and requests for permit parking on Mangos Drive and speed humps on Marsh Drive.

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Cm. Dickey stated Mrs. Kimber’s earlier concern that we are not moving fast enough to be eligible for Prop. 14 funding. She said the $53,000 received from the State this past year was used for a new Youth Services Librarian. She also discussed the volunteer training programs and said teens will get school credit for volunteering.

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Cm. Dickey said the main issue facing the Teen Council was the location for a Teen Center. She said the teens were working on a brochure to be used for publicity and recruitment. She also announced that Club 250 will be held at El Balazo, February 15^th from 8:30 –12:30 p.m.

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There being no further business to come before the City, the meeting was adjourned at 9:33 P.M.

Signed:

Nancy Tatarka, Mayor
Judy Macfarlane, City Clerk