A regular meeting of the City Council of the City of San Ramon was held on August 24, 2004 at 7:00 p.m. in the City Council Chamber at City Hall, 2222 Camino Ramon, Mayor Wilson presiding.

PRESENT: Councilmembers Hudson, Livingstone, Perkins, Rowley and Mayor Wilson.

ABSENT: None

STAFF PRESENT: City Manager Herb Moniz, Acting City Attorney Bob Saxe, Public Works Director Joye Fukuda, Police Chief Kathy Samuels, Planning Director Phil Wong, Transportation Manager Lisa Bobadilla and City Clerk Judy Macfarlane.

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Mayor Wilson announced the Council had met in closed session: 1) pursuant to Government Code 54956.9(b)(3)(A) to meet with legal counsel concerning potential litigation – no action was taken; 2) pursuant to Government Code 54957.5 – to confer with labor negotiator, Cheryl Mitchell Wade, regarding SEIU Local – 790 – no action taken.

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Boy Scout David Peters, Troop 284 led the Council, staff, and those in the audience in the pledge of allegiance.

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The City Clerk said that staff had requested that item 10.1, Residential Traffic Calming Features on Canyon Creek Drive, be continued to the September 14 meeting.

Mayor Wilson said staff had requested this item to be continued because there were problems with notification of the residents in the area.

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The Planning Director introduced Luisa Willnecker, Administrative Coordinator, in the Planning Department.

The Planning Director also introduced Lonnie Self, Senior Building Inspector, in the Planning Department.

Mayor Wilson gave the new employees City pins and welcomed them to the City.

Danville Town Council Mayor Newell Arnerich read a proclamation recognizing CITYREAD 2004, "Two Cities, One Book" – September 13 – October 15, 2004.

Mayor Wilson acknowledged the importance of reading and encouraged everyone to participate.

Mayor Wilson introduced Officers Bryan Fabel, Denton Carlson, and Jeff Schultz, Police Department employees of the month for June and July and gave them plaques.

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The City Clerk said there was a vacancy in the position of San Ramon representative to the Contra Costa County Council on Aging. She said after advertising, one application had been received from John Stark.

Cm. Hudson’s motion to appoint Mr. Stark to the vacancy was seconded by Cm. Rowley and passed 5-0.

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Toby Brink, San Ramon Chamber of Commerce president, gave an update on upcoming Chamber events and said the Chamber had recently been recognized by the Tri-Valley Convention and Visitors’ Bureau as the top regional partner in the Tri-Valley. He spoke about SCORE counseling, a low cost business counseling, offered at the Chamber offices to members and non members. He also displayed the Chamber’s new B2B newsletter scheduled to come out the first week of September.

Bill Chestnut spoke about the beginning days of the City and said he was excited about the new direction of the City. He welcomed Mr. Moniz back as City Manager.

Mark Corti, Cal High School Principal, gave a presentation and update on the construction at the high school.

Beverly McAdams, CTV Board of Directors, spoke about the opening on the Board, gave a description of what the Board did, and encouraged anyone interested in the opening to get in touch with the City Clerk for an application.

Ellen Pyle said she would like to revisit the issue of the fencing project between the City and the Royal Vista Golf Course managed by Mr. Moniz from 1993 to 2002 and brought to the previous Council’s attention shortly after Mr. Moniz left the City’s employment. She reviewed the history of the project. She asked that the Council direct Mr. Moniz to meet with Royal Vista to work out a mutually profitable maintenance and replacement program and negotiate the return of over $80,000 of City funds.

Captain Lorrie Sammons, Navy reservist, said a law was passed in 2000 that mandated funeral honors be provided to those who are entitled. She described the Military Honors Program and who is eligible to receive the services.

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Cm. Hudson’s motion to approve the minutes of the August 10, 2004 meeting was seconded by Cm. Livingstone and passed 5-0.

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Cm. Perkins asked to pull item 8.3, Pavement Management Program Update, for a staff report.

Cm. Livingstone’s motion to approve the following Consent Calendar was seconded by Cm. Hudson and passed 5-0.

Curb, Gutter and Sidewalk Repair Project – Acceptance of work by Sposeto Engineering, Inc., for FY 2003/2004 Curb, Gutter and Sidewalk Repair Project (CIP 5361).

Resolution No. 2004-113 – Approving the Plans, Specifications and Estimate and authorizing the Mayor to execute a contract with Spencon Construction Inc. for the construction of FY 2004/2005 Curb, Gutter and Sidewalk Repair Project (CIP 5362) and Dougherty Road Sidewalk Improvement Project (CIP 5408) and for Miscellaneous Concrete Repair Work for Planned City Capital Improvement Projects between August 2004 and June 2005, for an amount not to exceed $150,000.

Resolution No. 2004-111 – Approving the Plans, Specifications and Estimate and authorizing the Mayor to, 1) execute a contract with Top Grade Construction, Inc. for the construction of FY 2003/04 Pavement Management Project in an amount of $783,000, and 2) authorize an additional 10% contingency amount of $78,300 for a total authorized amount not to exceed $861,300.

Resolution No. 2004-116 – Authorizing the payment to Contra Costa County for additional library hours for the fourth quarter of 2003/04 in an amount of $68,018.

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The Public Works Director described the City’s Pavement Management Program as a software program with data base that provides for the systematic maintenance and rehabilitation of the City’s roadways. She said when the City’s roadway maintenance program was discussed at the June 21, 2004 City Council workshop questions were raised regarding the City’s pavement condition index, PCI. Historical data has shown that over time, the PCI has decreased to its current value of 76, which falls within the very good range. She reviewed proposed funding for the upcoming projects and said at the current funding level it is projected that the PCI will reduce over time to approximately 70 in 2008 which would fall into the category low very good. She said the Council had directed staff to identify some alternative funding sources that the Council could consider to increase the funding to the pavement management program.

Cm. Perkins asked how many miles of City streets are at a PCI below 30 and what is an estimate of what it would cost to repair those streets.

The Public Works Director said there were 16 streets at 2.7 miles and the cost of repair would be approximately $1.2 million. In answer to questions, she said a PCI of 40 was a road that requires full reconstruction and there were approximately 12.3 miles in the City at that rating. It was estimated it would take $ 4.5 million to rebuild these roads.

Mayor Wilson asked what procedure a resident would follow if they had a problem with a curb or sidewalk repair.

The Public Works Director responded they would call the City’s public works department and report the location of either the sidewalk cracking or the pavement pothole repair area. She continued to say the call would be referred to staff to do a field inspection, evaluate the type of work required, and then the work would be scheduled.

Cm. Hudson asked if the City had a minimum PCI standard.

The Public Works Director said within the structure of the budget safety items are identified and included with the scheduled maintenance before the pavement condition drops off steeply.

Cm. Hudson said he felt it was time that the Council look at setting a minimum performance standard for City streets.

Cm. Perkins said the City needs to be aggressive in the maintenance of streets.

Cm. Hudson asked staff to breakout the streets in the redevelopment area.

Cm. Perkins’s motion to adopt the Pavement Management Program report was seconded by Cm. Livingstone and passed 5-0.

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The Finance Director said the ordinance would amend the Municipal Code as it pertains to the purchasing authority of the City Manager. He outlined the major provisions of the ordinance

Cm. Perkins asked if there were problems in getting contractors to bid on $10,000 or $15,000 contracts.

The Finance Director said preparing a bid can be a burdensome process and it was his understanding that it was difficult at times to get bidders for the lower amounts.

Cm. Perkins confirmed that city standards rather than state standards would be followed for formal bids on construction projects up to $100,000.

The Finance Director said the City Charter allows for awarding of bids under the city standards instead of the state’s which require an absolute low bid takes all and have noticing requirements that are fairly onerous.

Cm. Hudson’s motion to adopt the Ordinance Delegating Limited Contract and Procurement Authority to the City Manager was seconded by Cm. Perkins and passed 5-0.

Cm. Perkins said he would be on a business trip and not in attendance at the September 14, 2004 Council meeting.

Cm. Rowley said she would like to call the public’s attention to the fashion show put on by the Dublin San Ramon Women’s Club and said the proceeds would go toward the purchase AutoPulse Resuscitation Machines for the cities of Dublin and San Ramon.

Cm. Hudson asked for an update on raising money for the Street Smarts Program.

The Transportation Manager said as of today the Street Smarts corporate finance committee has raised close to $38,000 of the $40,000 goal. She described the Street Smarts Program as a public educational awareness campaign for traffic, pedestrian and bicycling safety.

Mayor Wilson said on behalf of staff and the Council he would like to welcome Mr. Moniz back home.

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There being no further business to come before the City, at 8:15 p.m. the meeting adjourned.

Signed:
H. Abram Wilson, Mayor
Judy Macfarlane, City Clerk

Approved: September 14, 2004