MINUTES OF THE
CITY OF SAN RAMON – COUNCIL MEETING
JUNE 10, 2003

A regular meeting of the City Council of the City of San Ramon was called to order on June 10, 2003 at 7:00 p.m. in the City Council Chamber, 2222 Camino Ramon, Mayor Wilson presiding.

PRESENT: Councilmembers Cambra, Dickey, Hudson, Tatarka and Mayor Wilson.

ABSENT: None

STAFF PRESENT: City Manager Gail E. Waiters, City Attorney Tom Curry, Police Chief Kathy Samuels, Parks and Community Services Director Jeff Eorio, Public Works Director Joye Fukuda, and City Clerk Judy Macfarlane.

* * * *

Boy Scott Troop 84 led Council, staff and those present in the audience in the pledge of allegiance.

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SPECIAL PRESENTATIONS

Mayor Wilson presented a proclamation to James Wickboldt for achieving the rank of Eagle Scout.

Mayor Wilson presented a proclamation to Scott Perkins recognizing his efforts as an Eagle Scout leader.

* * * *

Mayor Wilson announced the City Civic Center Community Workshop had been scheduled for June 18, 2003, 6:30 P. M., at the San Ramon Community Center.

Mayor Wilson announced the Transportation Advisory Committee meeting regularly scheduled for June 19, 2003 had been re-scheduled to June 26, 2003 at the San Ramon Community Center.

Mayor Wilson welcomed Police Chief Kathy Samuels to San Ramon and said the formal introduction would be re-scheduled.

* * * *

Susan Friedman representing the Open Space and Conservation Advisory Committee read a letter from Christy Eiland, Chairperson, which outlined the committee’s plan for a funding source for open space acquisition and management. The Committee requested the City place on the November ballot an increase in the Transit Occupancy Tax and recommended it be funneled to an open space fund. The Committee requested this item be place on a City Council agenda as soon as possible.

Del Nagel said the community garden at the Crow Canyon Gardens had not been properly managed and said she was encouraged by the City taking over the administration of the Gardens.

Sam Lemon said government by initiative was an example of poor government. He said the Council had been elected by its residents to make decisions, not to defer them to a ballot measure. He stated that not only do initiatives take power away from the Council, it allows a very small portion of the population to have control. Mr. Lemon said that it would be a poor use of city funds, especially during the ongoing budget crisis to pay for so many initiatives to be put on the ballot. Mr. Lemon suggested that a motion be made by Cm. Hudson that would require ballot measures to have one third of the city’s electorate to pass. He presented a copy of an article to the Council and read excerpts attributing too many initiatives had led to the troubled times with California government.

Jim Blickenstaff said contrary to Mr. Lemon, he supported the initiative process. He said the County’s Urban Limit Line was more strident and restrictive than the City’s urban growth boundary. He said the viewshed on the west side was a critical component of the City and urged the Council to place an initiative on the November ballot which would align the City’s restrictions with the County to better protect the west side viewshed.

Carol Lopez said the San Ramon/Dublin Women’s Club was selling City of San Ramon’s 20^th anniversary commemorative throws.

Dan Howard, Fisher Friedman, said on June 18, 2003, the design team would be making a presentation of the City Civic Center project at the Community Center at 6:30 P. M.

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Tom O’Malley, Tri-Valley Vision 2010 requested the City Council approve the funding request in the FY 2003.04 budget.

Becky Sargeant invited the community to a mixer on July 7^th at the Golden Skate. She said the Tri-Valley Convention and Visitors Bureau was an integral component in the success of their business.

Toby Brink, San Ramon Chamber of Commerce, requested the City Council approve the funding for the Tri-Valley Convention and Visitor’s Bureau.

Linda Wilgus, Crow Canyon Institute, urged the City Council to make every effort to maintain the level of service at the Gardens.

Ed Cheng, Library Advisory Committee, requested the funding for the Prop 14 grant writer be approved to complete the grant which is the last cycle of $350M State library bond and not to cut the library hours of operation.

Amy Blaschka, Tri-Valley Convention and Visitor’s Bureau, described the purpose and benefits of the City’s continued membership.

Barbara Stott said Crow Canyon Institute would cooperate any way possible to reduce expenses at the Gardens.

Nancy Pennell, Chairman of the Board, Community Television, thanked the City for its continued support and expressed hope that it would continue through their upgrade and relocation process.

Joe Madden, Chairman of the Board for Tri-Valley Convention and Visitors Bureau said funding should continue, as it was a profit making enterprise for the City.

Roz Rogoff said she supported funding of the Tri-Valley Convention and Visitors Bureau.

Dave Bing, White Oak Landscaping, said his company had worked closely with the City of San Ramon for many years and requested the continued opportunity to do so in spite of the proposed budget cuts.

Mary Anne Farnell-Brewer requested that the School Resources Officer at California High School not be cut from the budget.

Mayor Wilson said written correspondence had been received from the following individuals in support of the School Resource Officer: Gayle Hurd, Principal, Pine Valley Middle School, Mark Corti, Principal and Denise Hibbard, Assistant Principal, California High School, Eileen and Jay Kerr, Kirby Hoy, Principal, Iron Horse Middle School, Barbara Nursey, Donna Arnold, Lynne Blackburn, Joan Miller, Gerardo Peniche, Gloria Heminez, Marie Randall, Lauren Venema, Sandra C. Beauchemin, Isabel and Danny Lau, Cheng-Hsin Chang, Robin Feldman, Joyce Hayes, Marilyn Henderson, Gina and Dino Marsili, Dave Sorensen, Janet Banner, Cynthia Ewy, Dennis and Patricia Bleile, Debi Bucciarelli, Susan Crawford, Paula Tye, Elaine O’Hanlon, Kathy Reeder, Sharon Traverso, Pat Belzer, Sal and Julie Mignano, William and Aleta Schnaitter, Barbara Stott, Sharon Traverso, Patty Hoyt, Rachel Hurd, Will and Lynn Sanford, April and Joseph Rovero, Carroll Dressler, Jill Burnbaum, Anne Cooke, Kimberly Johnson,

Donna Kerger said she supported the small businesses in San Ramon and asked for the funding for the Tri-Valley Convention and Visitor’s Bureau to be returned to budget for funding in FY 2003/04.

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Cm. Dickey’s motion to approve the minutes of the May 13, 2003 meeting as amended was seconded by Cm. Tatarka and passed 5-0.

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Cm. Dickey’s motion to approve the following Consent Calendar was seconded by VM Cambra and passed 5-0.

Register of Demands dated May 23, 30 and June 8, 2003 in the amount of $315,095.90.

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Maria Robinson, District Engineer, said this resolution had been prepared to confirm and levy assessments for Geologic Hazard Abatement District No, 1900-01 (GHAD) for FY 2003.04. She stated the Finance Committee at its May 2, 3003 meeting had recommended the Board approve the draft budget, and staff recommended that the GHAD Board of Directors conduct the public hearing and adopt Resolution No. 2003-62.

No one spoke during the public hearing.

Cm. Hudson’s motion to adopt Resolution No. 2003-54 and set the public hearing for June 24, 2003 was seconded by VM Cambra passed 5-0.

Sandra Barlow, Administrative Analyst, said the Landscaping and Lighting District No. 1984-0 (District) was established in 1974 and is re-established annually per the 1982 Landscaping and Lighting Act. She stated the adoption of the Engineer’s Report is the second step in re-establishing the District for FY 2003/04. Ms. Barlow reviewed the assessment zones and revenues for and recommended that the City Council adopt the resolution and set a public hearing for June 24, 2003.

Cm. Hudson’s motion to adopt Resolution No. 2003-54 Approving FY 2-003/04 Engineer’s Report adopting resolution of intention to levy and collect assessments for FY 2003/04 and setting a public hearing for June 24, 2003 was seconded by Cm. Dickey and passed unanimously.

Cm. Hudson’s motion to reconsider the action taken on Item 9.1 Geological Hazard Abatement District No. 1990-01 was seconded by Cm. Dickey and passed 5-0.

Cm. Hudson’s motion to adopt Resolution No, 2003-62 Confirming and levying assessment for FY 2003-04 Geologic Hazard Abatement District NO. 1990-01 West Branch and Gale Ranch/Shapell Industries Windemere/BLC Partners was seconded by VM Cambra and passed unanimously.

Mayor Wilson declared a 10-minute recess.

All Councilmembers were present when the meeting reconvened.

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Ms. Waiters presented an overview of the Fiscal Year 2003-04 proposed budget. She provided instruction to the Council on how to complete their individual worksheets to assist in the budgeting process. The presentation included:

• Review of the significant accomplishments for FY 2003-2003.
• Budget overview showing the General Fund and Capital Improvement Program for a total of $46,530,9765.
• 12 decision points
• One time miscellaneous reductions
• Summary of department reductions
• Summary of new expenditures
• Summary of new revenues
• Impacts of budget adjustments

Cm. Tatarka said she had a few questions for the City Manager; 1) to explain the phrase "one-time funding adjustments do not solve structural deficit problem;" 2) how many temporary positions had been eliminated, and 3) how much were the overtime costs.

Ms. Waiters responded saying that an example of a structural deficit was the drastic reduction in sales tax revenue. She stated that because the City would not recoup this revenue it was termed structural until that gap was replaced by different revenue. She said that she did not have the exact number of temporary positions within the City and that historically, there had never been a line item for overtime expense.

VM Cambra referred to the slide "Summary of New Expenditures" and verified there were no new expenditures under Community Development and Public Works.

Cm. Dickey requested clarification for the difference in the amounts quoted for saved revenues. She stated on one document it was posted as $4,080,000 and on another, $4,775,000.

Ms. Waiters said the difference was due to further adjustments and she would provide complete details to Council.

Eva Howard, Finance Manager, provided an overview of the department presentations for:

• Non-Department
• Finance
• Administrative Service

Ms. Howard answered Cm. Tatarka’s questions stating that the sales tax auditor projected an increase in sales tax revenues for the fiscal year.

VM Cambra verified that the position of Administrative Services Director was included in the budget.

Ms. Waiters provided an overview of the following departments:

• General Government
• Community Development
• Parks & Community Services
• Police Services
• Public Works

Mayor Wilson was provided a breakdown of the estimated election costs by the City Clerk. She stated the County had estimated the cost at $4.50 - $4.75 per registered voter. She said the increase was due to several factors; increase in population, numerous ballot initiatives and for the first time the ballots would be printed in English and Spanish.

Ms. Waiters responded to Cm. Tatarka’s questions stating the administrative analyst position was a new position that would provide support to the City Manager and City Council.

The City Clerk verified that advertising budget for recruitment of Boards, Committees and Commissions had been reduced by 50% to $15,000.

Steve Keagy, Technology Services Manager, provided an overview of the Technology Services Department and answered questions from the City Council.

Mayor Wilson referred to the staffing levels of the Information Systems Department, and inquired if any problems were anticipated in the near future.

Mr. Keagy said by partnering with vendors for specialized support services he was able to virtually expand the staffing of the department.

Ms. Waiters said staff would verify the information provided by Cm. Tatarka regarding the extension for on-line support services available from Microsoft for the NT server.

Pat Perry, Central Services Manager reviewed the scope of function of this department. She said the ISP Fee that had been questioned previously by Cm. Tatarka had been deleted from the budget. Ms. Perry advised Cm. Dickey that the Nextel analysis would be presented at the June 24, 2003 meeting.

Toni Renault, Human Resources Department, stated there had been no further changes to the report.

Ed Wilczek, Chief Building Official, stated there were no new expenditures in the department, and outlined changes in the areas of planning and zoning which resulted in reductions. He stated the Building Services Division proposed a 30% increase in revenues.

Phil Wong, Planning Services Manager, said there were no new programs, staff or expenditures budgeted for the year. He verified for Cm. Tatarka that because of the General Plan, there was a reduction of contract services for City Civic Center and preparation of specific plans. He said the development review was a projected increase in revenues based on potential applications.

VM Cambra noted that a revenue source previously listed under Dougherty Valley in the amount of $137,806 no longer appeared.

Ms. Howard said that since City staff was still working on the Dougherty Valley agreement, it was not appropriate to include this particulate revenue source.

Mr. Wong verified for Cm. Tatarka that the allocated staff time relating to the Dougherty Valley would be presented at the June 24^th meeting.

Lisa Bobadilla, Acting Transportation Manager, outlined the numerous programs and revenue sources for the City Council.

Dave Berger, Economic Development Manager, presented an overview of the department and stated that the Vision 2010 Project and Tri-Valley Convention and Visitor’s Bureau had been moved from the Redevelopment Agency budget to be considered for funding from the General Fund.

Cm. Hudson asked why it was not appropriate for the TVCVB to be funded with RDA funds when there are hotels and businesses in the redevelopment areas.

Mr. Berger stated that it would be a difficult task to justify the spending in the RDA and the General Fund would be a more appropriate source of funding.

VM Cambra stated that the 2001/2002 for the TVCVB funding may not have had any hotels or business in the redevelopment areas.

Cm. Tatarka asked Mr. Berger if the City’s funding of the CVB was a requirement that allows for local business to participate.

Ms. Waiters verified that the by-laws of the CVB stated the requirement for a City’s membership to allow local businesses to participate. She said staff would request rationale from CVB to substantiate it requirement.

VM Cambra requested the term "participate" be clearly defined by the CVB.

A representative from the CVB verified that the by-laws required membership of the City to allow the local business to participate. She said the membership fee by the City helps to offset the cost of the program allowing local business to participate by paying a lower membership fee.

She answered Cm. Tatarka’s question stating the administrative costs were $145,200 in addition to salaries and benefits in the amount of $284,876. She informed the Council that there was no cost to the CVB for the publication of the brochure as it was totally funded by advertising dollars.

Mayor Wilson asked for clarification on the difference between using RDA funds and General Funds, and if San Ramon was following the lead of other cities by funding these programs from the general fund.

Mr. Berger said he could not find any rationale or findings to support the nexus between the project area and the benefit that would be provided as a result of the CVB being funded by the RDA. He stated this had not been researched.

Cm. Hudson questioned if any of the other three participating cites in the CVB had hotels in redevelopment areas. He said it made perfect sense to him to fund the program through RDA. He said the determination needed to be made whether or not to fund the CVB, then determine the source of the funding.

Ms. Waiters said the City Attorney’s office could research the issue to utilize RDA funds for these programs if the Council wished.

Ms. Waiters described the matrix each Councilmember was using to facilitate the budgeting process. She said the results would be tallied to determine consensus of Council on each individual item. Ms. Waiters stated there would be a public hearing on June 24, 2003 prior to the adoption of the budget that night.

Cm. Tatarka referred to the Tri-Valley Business Council and questioned why there was a lapse in payment in FY2001/02. She asked why the town of Danville paid less than the other participating cities. She asked for clarification on the "request pending" for the Vision 2010 project.

Mr. Berger said he would research the issue and provide the requested information to Council.

Cm. Tatarka reviewed the major action plan items for the Economic Development Department, stating they were quite aggressive and asked for elaboration.

Ms. Waiters stated the intent was to put those items described in the Community Development Director’s work plan. She anticipated the new director would be in place by August 2003.

Jeff Eorio, Parks and Community Services Department, reviewed the revenues and expenses, and provided statistics on the level of participation in City activities and programs.

Cm. Dickey said she supported replacing staff members with committee members in the preparation of summary committee meeting minutes.

Cm. Tatarka asked for elaboration on the increase of construction and relocation costs for the CTV-30 studio.

Mr. Eorio described the expansion and renovation project costs and said the current analog equipment was outdated and no longer repairable or replaceable.

Nancy Pennel, CTV Board of Directors, explained to the Council the reason for relocation of the business office and studio and provided a detailed cost projection for the project.

Mr. Eorio recapped the renewal contract with Comcast (formerly AT&T) and described the grants to each of the participating cities. He answered Cm. Dickey’s question stating CTV-30 had been asked to relocate by December 2002. He described the proposed cost saving measures in conjunction with the publications of the quarterly activities guide and City newsletter. Mr. Eorio said the advertising rates and policy were currently under review and he did not have a recommendation for Council at that time.

Cm. Tatarka referred to a letter she had received regarding the goal for CTV-30 to raise $500,000 over the next ten-years as a capital reserve, and asked for clarification.

Mr. Eorio said this was an attempt by the four cities to advise CTV that they needed to raise funds to become self-sufficient.

Brian Lindblom, former Chief of Police, reviewed the Police Services budget.

Cm. Hudson inquired what portion of the total department budget the final budget number that reflected the elimination of two officers represented.

Chief Lindblom stated it was approximately 22%.

Cm. Tatarka asked if grants funds were available for the school resource officer.

Chief Lindblom stated there were no grants available for a school resource officer, that Danville was funding one school resource officer at San Ramon Valley High School, but had eliminated the officer at Monte Vista.

Cm. Hudson stated that to meet Measure C compliance, it required that for every 350 homes built, that an officer be added to the force.

Mayor Wilson inquired how detrimental the elimination would be of a school resource officer.

Chief Lindblom said without a school resource officer on site, California High School would have to wait for a regular beat officer to respond.

Ms. Waiters said this would be a ripe opportunity to partner with the school district to fund the school resource officer.

VM Cambra verified that the school resource officer is a regular sworn officer and could be deployed to a real emergency elsewhere in the community, should the need arise.

Cm. Dickey questioned the high-cost of animal control and the contract with the County. She suggested partnering with another city to help bring the cost down.

Joye Fukuda, Public Works Director, gave an overview of the structure of the department, and presented its proposed budget.

Mayor Wilson questioned the cost savings listed regarding pest control.

Ms. Fukuda verified that pest control would be brought in-house without a reduction in the level of service.

Cm. Tatarka requested an explanation of program revenue captured under "public works program survey" at Iron Horse Middle School.

Ms. Fukuda said that was reimbursement for grounds maintenance. She also explained the revenue for encroachment permits.

Cm. Tatarka asked for an explanation of the expense detailed for Crow Canyon Gardens.

Ms. Fukuda replied that the level of maintenance listed was separate from the agreement with CCI and that figure represented staff salary and benefits.

Ms. Fukuda outlined the CIP program.

Ms. Waiters requested the Council use the matrix to rate each item and to submit them to her office to complete the research and analyze the results. She answered questions from the Council

Cm. Dickey asked if in the work plan for the Economic Development Advisory Committee was going to be outsourced or done in-house. She observed that it was a very aggressive plan.

Mr. Berger replied that there was sufficient resource in the proposed budget to cover the cost of out-sourcing.

Mayor Wilson thanked Ms. Waiters and staff for all of their hard work.

* * * *

Ms. Waiters said the Policy Committee would be reviewing a process for citizen requests for items to be agendized and anticipated it would be presented to Council at the July 8^th meeting.

Ms. Waiters said the Royal Vista Fencing Project preliminary audit estimates would be presented to Council under separate cover via mail, after the budget had been approved.

Mr. Waiters advised the Council that the contract for Rob Stout, Interim Finance Director, has expired and requested the Council to approve an extension.

Cm. Hudson’s motion to add approval of an extension to the contract with Rob Stout, Interim Finance Director to the agenda was seconded by Cm. Tatarka and passed 5-0.

* * * *

Cm. Dickey said she wished to share information on how transportation is funded through TDA funds. She stated that based on sales tax, San Ramon, Walnut Creek, and Concord were the largest contributors to this fund in the County. However, funding was allocated based on population. She said at the OES meeting of County Connection, it had been announced that new legislation was being introduced to establish a more equitable allocation of these funds.

Cm. Tatarka said she and Mayor Abram had walked for the Breast Cancer Awareness walk.

Cm. Hudson said the time allotment for initiatives for the November ballot was coming up quick. He asked do we have enough time, or need an emergency measure and how to handle Sam Lemon’s request.

Mr. Curry said there was still sufficient time for Council to consider the items they may wish to submit to the County for the November ballot. He stated that the only caveat would be if an imitative had to undergo an environmental review.

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There being no further business to come before the City, the meeting was adjourned at 11:59 P.M.

Signed:

Abram Wilson, Mayor
Judy Macfarlane, City Clerk

APPROVED:  JULY 22, 2003