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HomeMy WebLinkAbout*June 21, 2016 AgendaJune 21, 2016 Dublin City Council Agenda Page 1 of 6 REGULAR MEETING Tuesday, June 21, 2016 DUBLIN CIVIC CENTER, 100 Civic Plaza DUBLIN CITY COUNCIL A G E N D A • Agendas and Staff Reports are posted on the City’s Internet Website (www.dublin.ca.gov) • Agendas may be picked up at the City Clerk's Office for no charge, or to request information on being placed on the annual subscription list, please call 833-6650. • A complete packet of information containing Staff Reports and exhibits related to each item is available for public review at least 72 hours prior to a City Council Meeting or, in the event that it is delivered to City Councilmembers less than 72 hours prior to a City Council Meeting, as soon as it is so delivered. The packet is available in the City Clerk’s Office and also at the Dublin Library. CALL TO ORDER & CLOSED SESSION 6:30 P.M. I. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) or (3) of subdivision (d) of Section 54956.9: 1 case Facts and circumstances: Letter from Bill Speir, dated February 16, 2016 II. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9: 1 case REGULAR MEETING 7:00 PM 1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE TO THE FLAG 2. REPORT ON CLOSED SESSION 3. ORAL COMMUNICATIONS 3.1. Alameda County Waste Management Authority Reusable Bag Ordinance Expansion – Review of Draft Ordinance The Reusable Bag Ordinance adopted by the Alameda County Waste Management Authority (WMA) in 2012 (Ordinance 2012-2) applies to approximately 1,300 grocery, drug and liquor stores in Alameda County. The ordinance promotes source control by reducing litter and keeping plastic bags out of local waterways. Given the effectiveness of the current ordinance, the WMA Board directed staff to plan for an expansion of the reusable bag ordinance to include all retail stores and restaurants. At this meeting, Stopwaste staff will present the City Council with an overview of the draft ordinance, the current status, and next steps. STAFF RECOMMENDATION: Receive the report. 3.2. Acceptance of Gift from the Dublin Senior Center Foundation The City Council will present a Certificate of Appreciation to the Dublin Senior Center Foundation and formally accept their monetary donation for the construction of a digital marquee at the Dublin Senior Center. STAFF RECOMMENDATION: Recognize the Dublin Senior Center Foundation by presenting a Certificate of Appreciation and formally accept their monetary contribution of $22,283. June 21, 2016 Dublin City Council Agenda Page 2 of 6 3.3. Public Comments At this time, the public is permitted to address the City Council on non-agendized items. Please step to the podium and clearly state your name for the record. COMMENTS SHOULD NOT EXCEED THREE (3) MINUTES. In accordance with State Law, no action or discussion may take place on any item not appearing on the posted agenda. The Council may respond to statements made or questions asked, or may request Staff to report back at a future meeting concerning the matter. Any member of the public may contact the City Clerk’s Office related to the proper procedure to place an item on a future City Council agenda. The exceptions under which the City Council MAY discuss and/or take action on items not appearing on the agenda are contained in Government Code Section 54954.2(b)(1)(2)(3). 4. CONSENT CALENDAR Consent Calendar items are typically non-controversial in nature and are considered for approval by the City Council with one single action. Members of the audience, Staff or the City Council who would like an item removed from the Consent Calendar for purposes of public input may request the Mayor to remove the item. 4.1. Minutes of the June 7, 2016 Regular City Council Meeting The City Council will consider approval of the minutes of the June 7, 2016 Regular City Council meeting. STAFF RECOMMENDATION: Approve the minutes of the June 7, 2016 Regular City Council meeting. 4.2. Drought Emergency Continuance On March 18, 2014, the City Council adopted a Resolution declaring a State of Emergency in the City of Dublin due to extreme drought conditions within the State and City. The City Council will consider continuing the State of Emergency for an additional 30 days. STAFF RECOMMENDATION: By motion, as required by Government Code Section 8630(c), which states that the City Council shall review the need for continuing a local emergency at least once every 30 days until the governing body terminates the local emergency, continue the State of Emergency that was declared on March 18, 2014, based on the fact that the extreme drought conditions continue to exist within both the State of California and City of Dublin, and the threat to the safety and welfare of Dublin residents remains. 4.3. Notice of Pending Decision on Final Map for Tract 8250, Dublin Ranch Subarea 3 Phase 2 In accordance with Chapter 9.24.80 of the Dublin Municipal Code, the City Council is hereby notified of the City Engineer’s pending approval of the Final Map for Tract 8250, Dublin Ranch Subarea 3 Phase 2. The City Engineer shall approve the Final Map within 10 days following this notification. STAFF RECOMMENDATION: Receive the notification. 4.4. Updates to Commercial Façade Improvement Grant Program The City Council will consider approving revisions to the City’s Commercial Façade Improvement Grant Program. The Program seeks to promote reinvestment and revitalization of older buildings. After multiple years of operation, City staff has identified Program elements that need to be updated. The revisions were reviewed and recommended by the City Council’s Economic Development Committee. STAFF RECOMMENDATION: Adopt the Resolution Amending the Commercial Façade Improvement Grant Program. 4.5. Contract for Services with the Alameda County Library for Fiscal Year 2016-2017 The City Council will consider the Agreement with the Alameda County Library, which provides Library Services at the Dublin Public Library for the City. The proposed Agreement for Fiscal Year 2016-2017 provides for City-funding for 23 hours of service per week which is an increase of two (2) hours from Fiscal Year 2015-2016. This increase brings the total weekly schedule of open hours at the Dublin Library to 51 hours. STAFF RECOMMENDATION: Adopt the Resolution Approving an Agreement with County of Alameda for Additional Library Services for Fiscal Year 2016-2017. June 21, 2016 Dublin City Council Agenda Page 3 of 6 4.6. Award of Contract to O’Grady Paving Inc., Approval of Plans and Specifications, and Waive Minor Bid Irregularity for the Tassajara Road Overlay Project, Project No. ST5016. The 2016 Annual Street Overlay Program is included in the Capital Improvement Program adopted by the City Council. This year’s project will provide an asphalt concrete overlay of Tassajara Road from the I-580 off-ramp to North Dublin Ranch Drive. The project includes the installation of an asphalt rubber overlay, repair of failed segments of the roadway, installation of new traffic signal detection loops and pavement markings, and modifications to comply with Americans With Disabilities Act. STAFF RECOMMENDATION: Adopt the Resolution Approving the Plans and Specifications, Waiving a Minor Bid Irregularity, and Awarding a Contract for Project No. ST5016 to O’Grady Paving, Inc. for the Tassajara Road Overlay Project; and approve the Budget Change. 4.7. Schaefer Ranch Unit 3 Planned Development Rezone with Related Stage 1 and Stage 2 Development Plan The City Council will hold a second reading of an Ordinance approving a Planned Development Rezone with a related Stage 1 and Stage 2 Development Plan for the 17.30 acre area (Schaefer Ranch Unit 3). STAFF RECOMMENDATION: Waive the reading and adopt an Ordinance Approving a Planned Development Rezone with a related Stage 1 and Stage 2 Development Plan for Schaefer Ranch Unit 3. 4.8. 2016 On-Call Engineering Services Agreements The City Council will consider approval of consulting services agreements for engineering services, which include the following service categories: Construction Inspection and Materials Testing; Construction Management and Inspection; and Geotechnical Services. The term of these Agreements shall begin July 1, 2016, and shall end on June 30, 2019. STAFF RECOMMENDATION: Adopt the Resolution Approving Consulting Services Agreements with the following consultants: • BSK Associates • Consolidated Engineering Laboratories • Engeo • Geocon • Associated Engineering Consultants • Caltrop • CSG Consultants • Hill International • S&C Engineers • Swinerton Management & Consulting • Vali Cooper & Associates • Cal Engineering & Geology • Cotton, Shires & Associates • Geosphere Consultants 4.9. Approval of Task Order with Pakpour Consulting Group, Inc. for Project Management Services The 2014-2019 Capital Improvement Program identifies two park improvement projects - Fallon Sports Park Phase 2 (CIP No. PK0414) and Jordan Ranch Neighborhood Park (CIP No. PK0515). These two CIP projects require project management staff for the construction phase. Staff is proposing approval of a task order with Pakpour Consulting Group, Inc., under an existing on-call consulting services contract, for project management services on Fallon Sports Park Phase 2 and Jordan Ranch Neighborhood Park. STAFF RECOMMENDATION: Adopt the Resolution Approving the Task Order with Pakpour Consulting Group, Inc. June 21, 2016 Dublin City Council Agenda Page 4 of 6 4.10. Amendment to Agreement with Peelle Technologies for Imaging and Scanning Services related to City Records The current Amendment to Agreement with Peelle Technologies for imaging and indexing services related to City records expires on July 31, 2016. The proposed second amendment to the Agreement would extend the Agreement until July 31, 2018, and increase the compensation by $70,000, to a not-to- exceed amount of $370,000. STAFF RECOMMENDATION: Adopt the Resolution Approving the Second Amendment to the Agreement between the City of Dublin and Peelle Technologies. 4.11. Amendment to Agreement with Surf 2 Snow Environmental Resource Management, Inc. for Stormwater Business Inspections The City of Dublin contracted with Surf 2 Snow Environmental Resource Management, Inc. (Surf 2 Snow) to perform stormwater business inspections required by the Municipal Regional Stormwater NPDES Permit in March, 2016. Surf 2 Snow has performed as expected during the contract term which is set to expire on June 30, 2016. Staff requests to use Surf 2 Snow for the business stormwater inspections for two additional years. STAFF RECOMMENDATION: Adopt the Resolution Approving the Amendment to the Agreement with Surf 2 Snow. 4.12. Amendment to Agreement with Dahlin Group Architecture Planning for the Emerald Glen Recreation and Aquatic Complex (CIP No. PK0105) The City Council will consider a contract amendment with Dahlin Group for architectural design services for the Emerald Glen Recreation and Aquatic Complex Project (CIP No. PK0105) STAFF RECOMMENDATION: Adopt the Resolution Approving the Amendment to the Agreement between the City of Dublin and Dahlin Group for Additional Services for the Emerald Glen Recreation and Aquatic Complex Project (CIP No. PK0105). 4.13. Payment Issuance Report and Electronic Funds Transfers The City Council will receive a listing of payments issued from May 1, 2016 – May 31, 2016 totaling $15,883,863.24. STAFF RECOMMENDATION: Receive the report. 4.14. Annual Update to the Master Fee Schedule The City Council will consider adopting an annual update to the Master Fee Schedule and revisions to the Parks and Community Services Pricing Policy. STAFF RECOMMENDATION: Adopt the Resolution Adopting an Annual Update to the Master Fee Schedule for Services provided by the City, and approving the revised Parks and Community Services Pricing Policy. 4.15. Notice of Review of Conflict of Interest Code The Political Reform Act requires every local government agency to review its Conflict of Interest Code biennially to determine if it is accurate or if the Code needs amendment. The City Council is the code reviewing body for City agencies, and the City Council must direct Staff to review the City’s Conflict of Interest Code and make a determination by October 3, 2016, if there is a need to amend the Conflict of Interest Code. STAFF RECOMMENDATION: Direct Staff to review the City’s Conflict of Interest Code and take the appropriate action. 4.16. Amendment to Agreement with All City Management Services, Inc. for Crossing Guard Services The City Council will consider a proposed amendment and extension to the agreement for crossing guard services with All City Management Services, Inc. STAFF RECOMMENDATION: Adopt the Resolution Approving the Amendment to the Agreement with All City Management Services, Inc. for the provision of crossing guard services for Fiscal Year 2016-2017. June 21, 2016 Dublin City Council Agenda Page 5 of 6 5. WRITTEN COMMUNICATION – None. 6. PUBLIC HEARINGS 6.1. Public Hearings: Citywide Street Lighting Maintenance Assessment District 83-1; Landscaping and Lighting Maintenance Assessment District 83-2; Landscaping and Lighting Maintenance Assessment District 86-1; Landscaping and Lighting Maintenance Assessment District 97-1; Street Lighting Maintenance Assessment District 99-1 The City Council will consider approving the Engineer’s Reports and the levy of special assessments in each of the five maintenance assessment districts for Fiscal Year 2016-2017. A public hearing is required. STAFF RECOMMENDATION: Conduct public hearings for each of the five Assessment Districts; deliberate; and adopt Resolutions Approving Engineer’s Report, Confirming Diagram and Assessment, and Ordering Levy of Assessment for: • Citywide Street Lighting Maintenance Assessment District No. 1983-1 • Landscaping and Lighting Maintenance Assessment District No. 1983-2 • Landscaping and Lighting Maintenance Assessment District No. 1986-1 • Landscaping and Lighting Maintenance Assessment District No. 1997-1 • Street Lighting Maintenance Assessment District No. 1999-1 7. UNFINISHED BUSINESS 7.1. Authorization of Staff to Purchase and Install Fixed and Mobile License Plate Reader Technology and Waive the Competitive Bidding Process On April 19, 2016, Staff provided the City Council with an overview of available technological resources which Dublin Police Services could utilize to enhance both enforcement and investigations. The resources included the use of different styles of Automated License Plate Readers. At the direction of City Council, Staff conducted research to determine the type of license plate reader which would best meet the needs of the agency. Staff concluded that the purchase of six vehicle-mounted systems, two radar trailer-mounted systems, and six fixed pole-mounted systems placed in key locations throughout the City would greatly enhance both police enforcement and investigations. Staff identified Vigilant Solutions as possessing unique technological capabilities in their license plate reader platforms which would best meet the needs of the agency. Staff is recommending Vigilant Solutions be identified as the sole provider of these products and services. STAFF RECOMMENDATION: Adopt the Resolution Authorizing Staff to Waive the Competitive Bidding Process and Procure and Install Fixed and Mobile License Plate Reader Technology from Vigilant Solutions; and approve the Budget Change to allocate the funds necessary to make the purchase. 7.2. Request from Dublin Unified School District to Waive Certain Conditions in Ground Lease Option for the Jordan Ranch School/Park Site The City of Dublin has provided the Dublin Unified School District (DUSD) with an option to ground lease a ten (10) acre school and joint use park site in the Jordan Ranch community. The City and District entered into an Option to Ground Lease dated March 8, 2016 (“Option Agreement”), by which the City granted the District an exclusive option. The agreement required the District to satisfy certain conditions before it may exercise the option. The Option Agreement language specifies that the City may waive any of the conditions. DUSD is requesting that the City waive (or a portion thereof) two of the conditions due to the planned phasing of the project construction. STAFF RECOMMENDATION: Provide direction regarding the request. June 21, 2016 Dublin City Council Agenda Page 6 of 6 8. NEW BUSINESS 8.1. Special Designations of General Fund Reserves for Fiscal Year 2015-16 In accordance with the City of Dublin’s Fund Balance and Reserves Policy, the City Council will consider special designations of General Fund reserves for Fiscal Year 2015-16. STAFF RECOMMENDATION: Adopt the Resolution Authorizing a Special Designation of General Fund Reserves for Fiscal Year 2015-16, and direct Staff to implement the changes in the financial records. 8.2. Agreement to Pre-Fund Fire OPEB Liability and Direction on City Unfunded Liabilities Related to Retirement The City Council will receive a report on the City’s retirement benefit liabilities, and consider approval of an agreement with Alameda County Fire Department (ACFD) to provide a mechanism for the City to pre-fund its share of ACFD’s Other Post-Employment Benefits (OPEB, or retiree health) liability. The City Council will also provide direction to Staff regarding the ongoing funding of City pension and City OPEB liabilities, as well as lump sum contributions in Fiscal Year 2015-16. STAFF RECOMMENDATION: Receive the report; and 1) Adopt the Resolution Approving the Agreement Regarding Pre-Funding of OPEB Liability Between Alameda County Fire Department and City of Dublin; and 2) Provide direction to Staff on retirement benefit funding policy and lump sum contributions in Fiscal Year 2015-16. 8.3. Discussion Regarding Communications Efforts Regarding Development and Update to the Website and Social Media Policy Since the City Council adopted the City Communications Plan in 2009, new communications tools have emerged which are being used successfully throughout the country. Staff will provide an update on current and upcoming efforts to increase public notification about proposed and current development projects, increase two-way communication with the community and propose an update to the City’s Website and Social Media Policy. STAFF RECOMMENDATION: Consider the proposals to increase communications to the community, provide direction, and adopt a Resolution updating the City's Website and Social Media Policy. 8.4. Discussion Regarding a Ballot Measure Amending Term Limits for Councilmembers At the June 7, 2016 meeting, the City Council requested that Staff place an item on the agenda to discuss initiating a ballot measure amending current term limits for the Mayor and Councilmembers. STAFF RECOMMENDATION: Provide direction to Staff. 9. OTHER BUSINESS - Brief INFORMATION ONLY reports from Council and/or Staff, including Committee Reports and Reports by Council related to Meetings Attended at City Expense (AB1234). 10. ADJOURNMENT - In memory of Staff Sgt. Sean Diamond and our fallen troops. This AGENDA is posted in accordance with Government Code Section 54954.2(a) If requested, pursuant to Government Code Section 54953.2, this agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make a request for disability-related modification or accommodation, please contact the City Clerk’s Office (925) 833-6650 at least 72 hours in advance of the meeting. Mission The City of Dublin promotes and supports a high quality of life, ensures a safe and secure environment, and fosters new opportunities.