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HomeMy WebLinkAboutAgenda Packet - CC - 2016.03.21BURLINGAME CITY HALL • City of Burlingame 501 PRIMROSE ROAD BURLINGAME, CA 94010 BURLINGAME Meeting Agenda - Final City Council Monday, March 21, 2016 7:00 PM Council Chambers Note: Public comment is permitted on all action items as noted on the agenda below and in the non -agenda public comment provided for in item 7. Speakers are asked to fill out a "request to speak" card located on the table by the door and hand it to staff, although the provision of a name, address or other identifying information is optional. Speakers are limited to three minutes each; the Mayor may adjust the time limit in light of the number of anticipated speakers. All votes are unanimous unless separately noted for the record. 1. CALL TO ORDER - 7:00 p.m. - Council Chambers 2. PLEDGE OF ALLEGIANCE TO THE FLAG 3. ROLL CALL 4. REPORT OUT FROM CLOSED SESSION 5. UPCOMING EVENTS 6. PRESENTATIONS 7. PUBLIC COMMENTS, NON -AGENDA Members of the public may speak about any item not on the agenda. Members of the public wishing to suggest an item for a future Council agenda may do so during this public comment period. The Ralph M. Brown Act (the State local agency open meeting taw) prohibits the City Council from acting on any matter that is not on the agenda. 8. APPROVAL OF CONSENT CALENDAR Consent calendar items are usually approved in a single motion, unless pulled for separate discussion. Any member of the public wishing to comment on an item listed here may do so by submitting a speaker slip for that item in advance of the Council's consideration of the consent calendar. a. Approval of City Council Meeting Minutes for Monday, March 7, 2016 Attachments: City Council Meeting Minutes City of Burlingame Page i Printed on 3/17/2016 City Council Meeting Agenda - Final March 21, 2016 b. Adoption of a Resolution Reiectinq All Bids Received for the Miscellaneous Reservoir and Pump Station Improvements Project City Pr6ect 84200 and Authorizing Staff to Re -Advertise the Project Attachments: Staff report Resolution Bid Summary Project Map 9. PUBLIC HEARINGS (Public Comment) 10. STAFF REPORTS AND COMMUNICATIONS (Public Comment) a. Consideration of Appointment to the Planning Commission Attachments: Staff Report b. Confirmation of Proiects to Include in Poll for Potential Tax Measure Attachments: Staff Report Council Scoring Sheet for Potential Tax Measure Projects 11. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS Council Members report on committees and activities and make announcements. 12. FUTURE AGENDA ITEMS 13. ACKNOWLEDGMENTS a. February 2016 Monthly Permit Activity b. Commission Meeting Minutes: Traffic, Safety and Parking Commission February 11, 2016 Library Board of Trustees, February 23, 2016 14. ADJOURNMENT Notice: Any attendees wishing accommodations for disabilities please contact the City Clerk at (650)558-7203 at least 24 hours before the meeting. A copy of the Agenda Packet is available for public review at the City Clerk's office, City Hall, 501 Primrose Road, from 8:00 a.m. to 5:00 p.m. before the meeting and at the meeting. Visit the City's website at www.burlingame.org. Agendas and minutes are available at this site. NEXT CITY COUNCIL MEETING - Next regular City Council Meeting - Monday, April 4, 2016 VIEW REGULAR COUNCIL MEETING ONLINE AT WWW.BURLINGAME.ORG - GO TO "CITY COUNCIL VIDEOS" City of Burlingame Page 2 Printed on 3/17/2016 City Council Meeting Agenda - Final March 21, 2016 Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection at the Water Office counter at City Halt at 501 Primrose Road during normal business hours. City of Burlingame Page 3 Printed on 3/17/2016 BURLINGAME CITY HALL • City of Burlingame 501 PRIMROSE ROAD BURLINGAME, CA 94010 BURLINGAME Meeting Agenda - Final City Council Monday, March 21, 2016 7:00 PM Council Chambers Note: Public comment is permitted on all action items as noted on the agenda below and in the non -agenda public comment provided for in item 7. Speakers are asked to fill out a "request to speak" card located on the table by the door and hand it to staff, although the provision of a name, address or other identifying information is optional. Speakers are limited to three minutes each; the Mayor may adjust the time limit in light of the number of anticipated speakers, All votes are unanimous unless separately noted for the record. 1, CALL TO ORDER - 7:00 p.m. - Council Chambers 2. PLEDGE OF ALLEGIANCE TO THE FLAG 3. ROLL CALL 4. REPORT OUT FROM CLOSED SESSION 5. UPCOMING EVENTS 6. PRESENTATIONS 7. PUBLIC COMMENTS, NON -AGENDA Members of the public may speak about any item not on the agenda. Members of the public wishing to suggest an item for a future Council agenda may do so during this public comment period The Ralph M Brown Act (the State local agency open meeting law) prohibits the City Council from acting on any matter that is not on the agenda. 8. APPROVAL OF CONSENT CALENDAR Consent calendar items are usually approved in a single motion, unless pulled for separate discussion. Any member of the public wishing to comment on an item listed here may do so by submitting a speaker slip for that item in advance of the Council's consideration of the consent calendar a. Approval of CitV Council Meeting Minutes for Monday, March 7. 2016 Attachments: City Council Meeting Minutes City of Burlingame Page 1 Printed on 311712016 City Council Meeting Agenda - Final March 21, 2076 b. Adoption of a Resolution Rejecting All Bids Received for the Miscellaneous Reservoir and Pump Station Improvements Pro'ect City-Prooect 84200 and Authorizing Staff to Re -Advertise the Proiect Attachments: Staff Report Resolution Bid Summary Proiect Map 9. PUBLIC HEARINGS (Public Comment) 10. STAFF REPORTS AND COMMUNICATIONS (Public Comment) a. Consideration of Appointment to the Planning Commission Attachments: Staff Report b. Confirmation of Proiects to Include in Poll for Potential Tax Measure Attachments: Staff Report Council Scoring Sheet for Potential Tax Measure Projects 11. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS Council Members report on committees and activities and make announcements. 12. FUTURE AGENDA ITEMS 13. ACKNOWLEDGMENTS a. February 2016 Monthly Permit Activit b. Commission Meeting Minutes: Traffic Safety and Parking Commission Februa 11 2016 Library Board of Trustees February 23 2016 14. ADJOURNMENT Notice: Any attendees wishing accommodations for disabilities please contact the City Clerk at (650)558-7203 at least 24 hours before the meeting. A copy of the Agenda Packet is available for public review at the City Clerk's office, City Hall, 501 Primrose Road, from 8:00 a.m. to 5:00 p.m. before the meeting and at the meeting. Visit the City's website at www.burlingame.org, Agendas and minutes are available at this site. NEXT CITY COUNCIL MEETING - Next regular City Council Meeting - Monday, April 4, 2016 VIEW REGULAR COUNCIL MEETING ONLINE AT WWW.BURLINGAME.ORG - GO TO "CITY COUNCIL VIDEOS" City of Burlingame Page 2 Printed on 3/97/2018 City Council Meeting Agenda - Final March 21, 2016 Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection at the Water Office counter at City Hall at 509 Primrose Road during normal business hours. City o(Burlingame Page 3 Printed on 3117/2090 Agenda Item 8a Meeting Date: 3/21/16 A&41:c�ETy p BURUNGAME BURLINGAME CITY COUNCIL Unapproved Minutes Regular Meeting of March 7, 2016 1. CALL TO ORDER A duly noticed regular meeting of the Burlingame City Council was held on the above date in the City Hall Council Chambers. 2. PLEDGE OF ALLEGIANCE TO THE FLAG The pledge of allegiance was led by Police Chief Eric Wollman. 3. ROLL CALL MEMBERS PRESENT: Beach, Brownrigg, Colson, Keighran, Ortiz MEMBERS ABSENT: None 4. REPORT OUT FROM CLOSED SESSION There was no closed session. 5. UPCOMING EVENTS Mayor Keighran reviewed the upcoming events taking place in the City. 6. PRESENTATIONS a. PROCLAMATION FOR MARCH AS AMERICAN RED CROSS MONTH Amy Lang from the San Mateo County chapter of American Red Cross accepted the proclamation declaring March American Red Cross Month. She briefly discussed the work of the American Red Cross stating that the organization is dedicated to providing shelter and relief to members of the community, services to Armed Forces, and collecting and providing blood donations. She went on to explain that in 2015, Red Cross responded to 51 local disaster incidents, aided 619 adults and 75 children affected by local disasters, trained 5,188 individuals in CPR and aquatic safety skills, and collected 1,857 blood donations. Mayor Keighran presented the proclamation to Amy Lang declaring March American Red Cross Month in Burlingame and thanking the American Red Cross for their hardwork and dedication. Burlingame City Council March 7, 2016 Unapproved Minutes Agenda Item 8a Meeting Date: 3/21/16 7. PUBLIC COMMENTS Burlingame residents Adela Meadows, Mark Meadows, Cynthia Cornell, and others expressed their sympathy for Marie Hatch and discussed the need for just -cause eviction and renter protection. Burlingame resident Rosalie McCloud stated that a conversation needed to be had about the City and County's housing issue, but stated that it was not the City's fault that Marie Hatch passed away_ Burlingame resident Jeff Londer reminded citizens to sign up for the Cool California Challenge. Burlingame resident Steve Duncan discussed his concerns about the PG&E vault covers on the sidewalk. 8. CONSENT CALENDAR Mayor Keighran asked the Councilmembers and the public if they wished to remove any items from the Consent Calendar. No items were removed. Councilmember Brownrigg made a motion to adopt the Consent Calendar; seconded by Vice Mayor Ortiz. The motion was approved unanimously by voice vote, 5-0. a. APPROVAL OF THE CITY COUNCIL MEETING MINUTES OF FEBRUARY 16 2016 CC Hassel -Shearer requested Council approve the City Council Meetings of February 16, 2016. b. ADOPTION OF A RESOLUTION ESTABLISHING A SELECTION PROCEDURE WHEN MULTIPLE BALLOT MEASURE ARGUMENTS ARE FILED CC Hassel -Shearer requested Council adopt Resolution Number 15-2016. 9. PUBLIC HEARINGS There were no public hearings. 10. STAFF REPORTS AND COMMUNICATIONS a. CONSIDERATION OF APPOINTMENT TO THE PARKS AND RECREATION COMMISSION City Manager Goldman asked that the Council make an appointment to fill a vacancy on the Parks and Recreation Commission. She reminded the Council that they conducted interviews with Ian Milne and Eric Story on March 2nd for the three year appointment, ending on October 7, 2019. The Council unanimously voted to appoint Ian Milne to the Parks and Recreation Commission. 2 Burlingame City Council March 7, 2016 Unapproved Minutes Agenda Item 8a Meeting Date: 3/21/16 b. CONSIDER APPOINTMENT TO THE MOSQUITO & VECTOR CONTROL DISTRICT BOARD City Manager Goldman asked that the Council make an appointment to fill one expired term on the Mosquito & Vector Control District Board. She reminded the Council that they interviewed Joe Galligan on March 2nd for the two year appointment, ending in February, 2018. The Council unanimously voted to appoint Joe Galligan to the Mosquito & Vector Control District Board. c. ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE THE MEMORANDUM OF UNDERSTANDING WITH CALTRANS TO IMPLEMENT THE SOUTHBOUND LEFT TURN RESTRICTIONS AT THE INTERSECTION OF EL CAMINO REAL AND FLORIBUNDA AVENUE; AND INITIATING A COMMUNITY STAKEHOLDERS' PROCESS TO EXPLORE AND DEVELOP RECOMMENDATIONS TO ADDRESS ISSUES RELATED TO THE EL CAMINO REAL CORRIDOR DPW Murtuza requested Council adopt Resolution Number 16-2016. DPW Murtuza reviewed the staff report explaining that for the past few years Caltrans worked on a Draft Environmental Impact Report ("DEIR") that proposed a remodeling of the El Camino Real and Floribunda Avenue intersection that would require the removal of 14 trees. DPW Murtuza explained that as part of the City's formal comments in response to Caltrans' DEIR, the City requested that Caltrans consider two less - invasive alternate options as possible ways to mitigate the safety concerns at the intersection. Those measures included split phasing the traffic signal and restricting southbound left -turns from El Camino Real to Floribunda Avenue. DPW Murtuza stated that after several meetings, Caltrans agreed to a pilot project that would restrict southbound left turns for 36 months at the El Camino Real and Floribunda Avenue intersection. As a result, staff is asking Council to approve the memorandum of understanding between Caltrans and City to implement the pilot project. Mr. Murtuza explained that the proposed memorandum of understanding includes the following key elements: (1) Caltrans will install "No Left Turn" signage for southbound traffic; (2) the City and Caltrans will collect and analyze data to determine the success of the project; (3) Caltrans will not finalize the Draft EIR; (4) the City will establish and develop a stakeholders' process; and (5) the stakeholder process would contemplate a collaborative exploration of the effectiveness of the project. Mr. Murtuza explained that if Council approves the memorandum of understanding staff will hire a consultant to lead the stakeholder process. Councilmember Brownrigg thanked Mr. Murtuza for his efforts and thanked the Council's steadfastness in looking at less invasive ways to ensure the safety of the El Camino Real and Floribunda Avenue intersection. Councilmember Brownrigg asked why the memorandum of understanding did not include the current accident rate for the intersection. He explained that in his opinion the current accident rate should be included to act as a benchmark for the success of the pilot project. DPW Murtuza explained that pursuant to the memorandum of understanding, the accident rate they will be looking at is what is in the DEIR (April 1, 2009 through March 31, 2012). He explained that the reason for this is that Caltrans will determine the success of the pilot project based on whether or not there is a general improvement from what was recorded in the DEIR. 3 Burlingame City Council March 7, 2016 Unapproved Minutes Agenda Item Ba Meeting Date: 3/21/16 Christopher Blunk, Caltrans representative, noted that Caltrans is continuing with the environmental process for the Floribunda Avenue Left Turn project. However, in response to the comments they received from the public and the City, Caltrans is exercising its right to further study the intersection. Therefore, when Caltrans reviews the traffic data used to see if the pilot study worked Caltrans will use the data from the DEIR. Mayor Keighran opened the item up for public comment. Burlingame resident Jennifer Pfaff thanked staff, the Council and Caltrans for their work in adopting this pilot project. Burlingame resident Gavin Duncan asked that as the evaluation criteria for the pilot project is adopted that the stakeholders look at what the no left turn would do to navigation systems as well as traffic volume on side streets. Burlingame resident Jeff Londer suggested a robust data collection be done before the new project starts so that true benchmarks are created. As well, he suggested that the number of stakeholders involved was too large and that a member of the traffic, safety and parking commission should be invited to join this committee. Mayor Keighran closed public comment. Mayor Keighran asked what staff's request for $100,000 for the project would cover. DPW Murtuza stated that they would need to hire a consultant to facilitate stakeholder meetings. He explained that the stakeholder meetings will identify and explore the issues, alternative solutions and provide recommendations to Caltrans and the Council. Mayor Keighran asked when the makeup of the stakeholder's committee would be determined. City Manager Goldman stated that the number of stakeholders isn't set in stone but that Caltrans requested certain groups such as C/CAG and Hillsborough be represented. City Manager Goldman stated that they would. identify a list of stakeholders in the coming weeks. Mayor Keighran responded that she liked Jeff Londer's idea that the Traffic, Safety and Parking Commission would have a member in the stakeholder's group. Councilmember Brownrigg stated that for the record the issue on El Camino Real is not just this particular intersection but rather the stakeholder group needed to look at how to improve the safety of El Camino Real from stem to stern. He stated that this is why the pilot project, stakeholder group and meetings with Caltrans turned into a longer process. Vice Mayor Ortiz and Councilmember Beach thanked the staff and the Caltrans representative for their work and efforts. Councilmember Brownrigg made a motion to approve Resolution Number 16-2016; seconded by Councilmember Beach. The motion passed unanimously by voice vote, 5-0. 11. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS Council reported on various events and committee meetings they each attended on behalf of the City. 4 Burlingame City Council March 7, 2016 Unapproved Minutes Agenda Item 8a Meeting Date: 3/21/16 12. FUTURE AGENDA ITEMS Councilmember Brownrigg discussed the notion that the City should determine how much bigger Burlingame should/wants to get. Mayor Keighran stated that Councilmember Brownrigg brought up a good point and that it would best be discussed during the updates to the General Plan meeting. As well, in order to obtain better attendance at the general plan update meetings she asked if the announcement of upcoming meetings could be moved to the top of the e -newsletter. 13. ACKNOWLEDGMENTS Commission Minutes: Traffic, Safety and Parking Commission January 14, 2016 and Library Board of Trustees February 23, 2016 14. ADJOURNMENT Mayor Keighran adjourned the meeting at XX in memory of Marie Hatch. Respectfully submitted, Meaghan Hassel -Shearer City Clerk 5 Burlingame City Council March 7, 2016 Unapproved Minutes BURL! �N�AME AGENDA NO. 8b STAFF REPORT "W MEETING DATE: March 21. 2016 To: Honorable Mayor and City Council Date: March 21, 2016 From: Syed Murtuza, Director of Public Works — (650) 558-7230 Subject: Adoption of a Resolution Rejecting All Bids Received for the Miscellaneous Reservoir and Pump Station Improvements Project, City Project 84200, and Authorizing Staff to Re -Advertise the Project RECOMMENDATION Staff recommends that the City Council adopt the attached resolution rejecting all bids received for the Miscellaneous Reservoir and Pump Station Improvements Project and authorize staff to re -advertise the project. BACKGROUND The Miscellaneous Reservoir and Pump Station Improvements Project consists of improvements at the Waste Water Treatment Plant (WWTP) and Hillside Reservoir. At the WWTP a new wash station will be constructed to provide a safe and dedicated location to clean the City's vacuum trucks/street sweepers. At the Hiliside Reservoir, a new pump station control house will be built and soil removed from the top of the reservoir to provide coating. See attached map for project locations. DISCUSSION The engineering design was successfully completed, and the project was advertised for bids on February 9, 2016. The project bids were opened on March 1. 2016. Two bids proposals were received, one for $656,025, and one for $1,352,334. In reviewing the bid documents, it was discovered that the lowest apparent bidder did not meet the experience qualification requirements. Additionally, the second bidder had technical discrepancies and clerical errors in its bid schedule. Staff will evaluate the project specifications, re-engineer the project plans, and re - advertise the project to attract more competition from qualified contractors. FISCAL IMPACT None. Exhibits: • Resolution • Bid Summary • Project Map 1 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME REJECTING ALL BIDS RECEIVED FOR THE MISCELLANEOUS RESERVIOR AND PUMP STATION IMPROVEMENTS PROJECT CITY PROJECT NO. 84200 WHEREAS. on February 9, 2016, the City issued a notice inviting bid proposals for the Miscellaneous Reservoir and Pump Station Improvements Project, CITY PROJECT NO. 84200; and WHEREAS, all bid proposals were opened before the City Clerk and representatives of the Public Works Department; and WHEREAS. on March 1, 2016. the City received two bid proposals with base bids at $656,025 and 51.352,334; and WHEREAS, after review of the bid documents, it was discovered that the lowest apparent bidder did not meet the experience qualification requirements, and WHEREAS, the project documents need to be revised and the project needs to be re - advertised NOW. THEREFORE. BE IT RESOLVED. and it is hereby ORDERED. that all bids received are hereby rejected; all bonds and security received in connection with the bids received shall be returned to the bidders; and the Director of Public Works is hereby authorized to modify the plans and specifications for the work and to rebid the project in accordance therewith. Mayor I, MEAGHAN HASSEL-SHEARER, City Clerk of the City of Burlingame, do hereby certify that the foregoing Resolution was introduced at a regular meeting of the City Council held on the 21ST day of March, 2016, and was adopted thereafter by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: City Clerk 2 LL M CY N W 2z CD 0 0 0 in O O m in o 0 0 0 0 Q �!] u) O O O u5 En O N m m u'f m N c0Mo f7 v M N O N Q c0 Ep N r p o m M co cn nr 0 OE` mV is n Q Q M M I� n r r - V M n M M N r N r N lrl� 69 69 V) EA V) En EA (A 0 V) V) V) to 69 Ef) 64 EA 09 w 69 V) eA V) V)II EA O O O O O O n 0 0 0 0 0 0 O 0 0 OP o o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o O N ai ul V d EX1 n o 0 o 0 0 N m LnLn O uO c u7 M n O N m N W r'r n 0 r u) n Q m d O N m fn N v N W r7 n r Q to 47 N r N N M u7 m D M r O V M r Q N 69 V) V) V) 69 Vi V) 69 EA EA co V) V) V) V) 69 6A w V) EA b9 b9 69 61 o O Ln to O o o o En 0 0 0 0 o O 4 o 0 o 0 Cn 0 o N N o o m w n co cn 0 4 o u) 1� O Ln O u1 N O o o �e7 O o m m cA o m N m O m N r 0 0 V LQ Ln N O Q r Gi ui N M M- O m m to m N .- to Q v m V3 b9 69 69 E/) fn W cA 0 V) V3 6% 69 69 EA EA EA b9 6% to 69 ff! en in II W O O En Loom 0 no cn o o o 0 o o u O p0 En u7 O o 0 O o Q Q C1 O N (n N v 0 o cA Ln d r r O O n O O r N r C) N r v r N O En En (D n Ef) N r r 0 0 V) (1) Efl EA 69 V) U� to V) w V) Ef) w (19 w 64) in W Vi 0 V) 613 O o 0 0 0 0 0 0 0 0 0 0 v u) 000�O o 0 0 0 N o d l O O u'f d u7 O c0 m u) O 0 0 �t s N O LO O v O cO V O O u i I11{1{ N GO n O Q En u7 O, �-' n N_ u7 N M r m O r lD Ln r o N tp p 0 ul � ri n is U7 o v N N En r r r N 0 0 0 0 O o O Nto O o 0 o O O M M d p In Q O M f 1!') 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R LOCATION 2 HILLSIDE RESERVOIR 2832 HILLSIDE DR. guR� INGAME AGENDA NO: 1Da STAFF REPORT MEETING DATE: March 21, 2016 To: Honorable Mayor and City Council Date: March 21, 2016 From: Ana Maria Silva, Executive Assistant — (650) 558-7204 Subject: Consideration of Appointment to the Planning Commission RECOMMENDATION Staff recommends that the City Council make an appointment to fill one expired term or take other action. BACKGROUND The Planning Commission vacancy is due to one expired term. The vacancy was publicized, and notification letters were sent to past Commission applicants. Three applications (one applicant withdrew) were received as of the deadline of February 26, 2016. The following two applicants were interviewed by the Council on March 15, 2016: Richard Sargent and Norman Torello. The appointee term will be for four years, ending on April 7, 2020. 1 OFFICIAL BALLOT APPOINTMENT TO PARKS AND RECREATION COMMISSION (Four year term, ending April 7, 2020) March 21, 2016 Vote for ONE RICHARD SARGENT NORMAN TORELLO Councilmember Signature OFFICIAL BALLOT APPOINTMENT TO PARKS AND RECREATION COMMISSION (Four year term, ending April 7, 2020) March 21, 2016 Vote for ONE RICHARD SARGENT NORMAN TORELLO 6zo Councilmember Signature / OFFICIAL BALLOT 1� +l'j")t>i4 APPOINTMENT TO MMISSION (Four year term, ending April 7, 2020) March 21, 2016 Vote for ONE RICHARD SARGENT -V4 8 NORMAN TORELLO Councilmember Signature d4lj OFFICIAL BALLOT APPOINTMENT TO PARKS AND RECREATION COMMISSION (Four year term, ending April 7, 2020) March 21, 2015 Vote for ONE RICHARD SARGENT X— — NORMAN TORELLO Councilmember Signature 4 BURLIN STAFF REPORT To: Honorable Mayor and City Council Date: March 21, 2416 From: Lisa K. Goldman, City Manager— (650) 558-7243 AGENDA No: 10b MEETING DATE: March 21, 2016 Subject: Confirmation of Projects to Include in Poll for Potential Tax Measure RECOMMENDATION Staff recommends the City Council discuss and agree to a list of projects to include in a poll regarding a potential tax measure. BACKGROUND On February 29, 2016, the City Council held a study session to discuss placing a tax measure on a future ballot. During the study session, the City Council received a presentation from the City's Financial Advisor regarding potential tax mechanisms, including general obligation bonds, sales taxes, parcel taxes, utility users taxes, and Community Facilities District bonds. The Council also discussed a number of projects for potential inclusion in a future tax measure, and the timing for a future ballot measure. General taxes, such as a sales tax or utility users tax, can only be placed on a ballot when one or more Council seats is on the ballot, while special taxes, such as a general obligation bond, can go on any ballot. DISCUSSION After a lengthy discussion about which projects to include in the poll, staff recommended that the Council receive a list the potential projects discussed at the meeting and rank them so that a final list of projects can be included in a future poll. (This is similar to the process used during the unfunded needs discussion in late 2014.) The Council was asked to rank the following projects, which are presented in order of estimated cost: Burlingame Community Center $37-47M Bayfront Trail Long Option $9-11 M Railroad Quiet Zones $7-8M New Bayview Park $5.6M Synthetic Turf at Bayside $4M Railroad Automated (Wayside) Horns $3-3.5M Bayfront Trail Short Option $3-3.5M North-South Bicycle Improvements $2M Synthetic Turf at Murray Field $1.4M 1 Potential Tax Measure Projects March 21, 2016 The fist given to the Council (attached) also included blank spaces in case Councilmembers wanted to add any additional potential projects. The following table shows the individual results, followed by the overall ranking of each project (derived by taking the average of all the scores). A ranking of one represents the highest priority project for that Councilmember. Project Beach Brownrigg Colson Keighran Ortiz Average Ranking Burlingame 2 3 1 1 1 1.6 Community Center Bayfront Trail 8 7 4 4 2 5 Long Option Railroad Quiet 10 9 g g 6 8.6 Zones New Bayview Park 5 1 7 7 7 5.4 Synthetic Turf at 4 8 3 2 3 4 Bayside Railroad Automated 9 2 8 8 8 7 (Wayside) Horns Bayfront Trail 7 4 5 5 9 6 Short Option North-South Bicycle 1 6 6 6 4 4.6 Improvements Synthetic Turf at 3 5 2 3 5 3.6 Murray Field Councilmember Beach also included Mills Canyon on her list and ranked it #6 in priority. No other Councilmembers submitted additional projects. Councilmember Brownrigg noted on his form that he hoped the City would continue to look for ways to use creative financing, such as public/private partnerships or philanthropy, to pay for any or all of these projects. As can be seen above, the Burlingame Community Center was ranked as the highest priority, followed by synthetic turf at Murray Field, synthetic turf at Bayside, North-South bicycle improvements, improvements to the full Bayfront Trail, and the new Bayview Park. Subject to City Council confirmation of this priority order, staff will work with the professional polling company to develop a survey that tests as many of these projects as feasible given the need to keep the number of questions manageable. At a minimum, it is likely that the poll can combine the two synthetic turf projects into one question, with both locations mentioned. 2 Potentia! Tax Measure Projects FISCAL IMPACT None. Exhibit: • Council Scoring Sheet for Potential Tax Measure Projects March 21, 2016 3 Council Scoring Sheet for Potential Tax Measure Projects + Councilmember Name: Date: PROJECT EST. COST RANKING BurlinL,ame Community Center $37-47M The Recreation Center is 65 years old, lacks adequate program facilities, is structurally deficient, and is in need of replacement. The project would include a new community center, playground and sports court, park amenities and associated parking. Bayfront Trail Long Option $9-11M This project would address gaps in the Bayfront Trail by fixing approximately .8 miles along the length of the trail in Burlingame. Railroad Quiet Zone $7-8M Burlingame has six at -grade vehicle crossings, one pedestrian crossing, and two train stations. The establishment of Quiet Zones necessitates the installation of various safety measures such as four -quadrant gates, medians or other traffic separators, and/or permanent street closures New Balrview Park $5.6M The City would like to build a new park along the Bay on Airport Blvd. The park, which would be built on land owned by the State Lands Commission, would provide much- needed picnic areas, restrooms, and sports fields, and it will fill in a missing gap in the Bay Trail. Synthetic Turf at Bayside $4m This project involves the installation of synthetic turf at Bayside on fields 3, 4, and 5. Railroad Automated (Wayside) Horns $3-3.5M Wayside horns are mounted on poles at the crossing and emit a louder, longer, and more consistent audible alarm than the conventional train horn when the train is mile from the crossing. Wayside Horns typically provide a minimum of 25 to 30 seconds of audible warning. The horns stop sounding when the train reaches the crossing. Bayfront Trail Short Option $3-3.5M This project would address gaps north of Broadway. North-South Bicycle Improvements $2M This project is undefined at this time; $2 million was suggested at the February study session. Synthetic Turf at Murray Field $1.4M This project involves the installation of synthetic turf at Murray Field. L I Note: Proiects should be ranked in priority order, with 1 representing the highest priority. Additional projects can be added at the bottom of the sheet. r a oa v�+f O� O O N �t n 00 O Ln O ooe CD r `Y ^ `'' tn �^ 0 0 M � pQ^ jr C, 1.0 00 M — O coO' M N _ to V r -CD N — N �D tiG M O C N ON - vl CV r N 'T �,y M r a oa v�+f O o O N �t n 00 Ln O ooe CD r �^ M pQ^ jr C, 1.0 00 v� N _ n vi N �D tiG M �D C N M r O, r a oa v�+f qtT O �t 00 Ln O Q O N O O O m 'n O W U LL] °' = z z z � z � z z w U v ❑ cn z z cn aC aC a W6 Q z 0 x o '^ N M O oc M V'7 �o M C, 1�1 Vl O Q 06 M tn 00 9L 9 'n d^- M � N 00 kn C� 0 0 N M O O Vi O�, ..w 00 N M O kf)-- u N a w m 00 a En vl 00 �D W6 Q z 0 x o '^ N M O oc M H] 00 N w F M V'7 �o M Vl O � 06 M �D 00 9L 9 'n d^- O � N M H] 00 N w F P V'7 7- M O � 9L 9 z 0 0 0 � u N M H] 00 N w F P 7- 9L 9 z 0 0 0 u u a w m M H] 00 N w F BURLINGAME Library Board of Trustee Minutes February 23, 2016 1. Call to Order President Nagler called the meeting to order at 5:30PM. II. Roll Call Trustees Present: Debra Donaldson, Randi Murray Mike Nagler, Lisa Rosenthal Trustee Absent: Kerbey Altmann Staff Present: Brad McCulley, City Librarian, Tommy McMahon, Reference Adult Services Manager, Geralyn O; Brien, Circulation Manager, Megan Wong, Technical Services Manager Sidney Poland, Recorder III. Library Board of Trustee Minutes The January 19, 2016 Board of Trustee Minutes were unanimously approved. M/S/C (Rosenthal/Murray) IV. Correspondence and Information Statistics Circulation atthe main increased 30.54% from 40,290 in January 2015 to 52, 594 in February of 2016. Easton Library increased 3.06°/% from 7,885 in 2015 to 8, 126 in 2016. Study room are in constant use. Megan Wong is reaching software programs to help with room scheduling. V. Reports A. City Librarian's Report - Highlights 1. Caf6 Update - As soon as the City Finance Department has completed the process of adding Ghada to our vendor list, the Trustees will cut her a check for $300 and hand out coffee vouchers to staff. 2. Security Camera Update - The project is close to completion. There are just a few adjustments that have to be made. 3. Love Your Library - Love Your Library was another successful event with approximately 400 children and adults participating. 4. Safety Update • Bay alarm will install panic buttons at the public desks at a date yet to be determined. • Brad and Police Chief Wollman are working on a plan to have an instructional program on a shooting scenario for the staff. • On March 306, Bart Spencer of the County Fire Department will hold emergency training for a specific disaster, such as an earthquake, in the Lane Room for all staff. 5. Marketing Update - The marketing team has met and discussed various ways and means to do a better job of marketing the library. Spencer Thompson, a former marketing specialist, has volunteered to use his experience to assist is in improving our marketing skills. 48o Prinnrose Road Sir6igaine California 94oro-4o83 Phone (650) 558-7474 Fax (650) 342-6295 wwwhA?igarne.orq/l:brant B. Foundation Report There have already been a good number of reservations to the Book and Author Luncheon. Reservations may be made on=line, by checks or credit card. Vl. Unfinished Business A. Strategic Plan 1. Brad advised the Trustees that it is their responsibility to make a recommendation for the candidate they feel is best suited to serve as the strategic plan facilitator. There does not need to be an official vote. The final decision will be made by the City Librarian. President Nagler requested that each trustee and staff member present note specific qualifications that they feel a facilitator needs to have. Responses to this request follow. • Able to work with staff, patrons, Library Trustees, and Foundation members. • Keep the planning process to 6-7 months. Strive for not more than a 5 page report. • Spark new ideas that staff has not considered before. - • Awareness of staff personalities and recognition of the different ways staff will express themselves. • Acknowledge that currently our library has many procedures/processes that are working. Have a knowledge of best practices. • Key factor is for facilitator to be able to move process along. • Facilitator needs to be a good listener. • Not necessary for facilitator to know all staff members. • Have past experience in formulating a strategic plan. • Drive group to attainable goals. • Gather information needed for plan before actually beginning the process. • Provide information on members of the population outside the walls of the library i.e. those people who do not use the library. • Develop a plan that the current staff can execute and one that staff can reasonably handle so that in future years, the plan does not end up on the shelf. 2. Candidate Jane Light - after the discussion regarding qualifications of the facilitator, the consensus of the Trustees and managers was that Jane Light would be the best candidate. Jane's background is more library centric. Trustee Murray suggested that the Trustees, Brad and managers meet with Jane and have her provide a homework list for the project. 3. Due Diligence - Trustee Donaldson requested that Brad initiate the "due diligence" process for Jane Light by obtaining references from her on her past experiences as a strategic planner. Also, obtain input from Jane Light as to what went well and what could have been better executed in her past strategic plans. Brad noted that he would contact Monique Ziesenhenne , Director of the Palo Alto City Library. B. Possible Removal of Children's and Teen Fines The Trustees reviewed the information prepared by the Youth Overdue Fines Ad Hoc Committee for the PLS Administrative Council. The committee has recommended that effective July 1, 2016, all PLS libraries eliminate overdue fines on youth library cards. Brad noted that most likely PLS is going to move forward with this new procedure. PLS is a more- effective entity if all the libraries in it work together and follow the same procedures. The Trustees moved to approve the proposal presented by the Youth Overdue Fines Ad Hoc Committee to eliminate children's and teen fines. M/S/C {Murray/Mosenthal} C. Librarian Scholarship 1. Equitable Grant -Brad is going to present a scenario entitled "Equitable Grant" to staff members who have recently received their MLS and those who are still attending library school. The purpose is to obtain their feedback on the possible terms and conditions that a candidate would have to meet in order to receive the grant. The Trustees wanted the condition of maintaining a B+ average to be eliminated. The Trustees discussed this matter and were leaning towards a B average. The matter of distributing the funds to the recipients was also discussed. • Spring and Fall Semester - twice a calendar year • Additional short essay on current Library topic or issue • Employed a minimum one year with Burlingame Public Library • Must be enrolled in class before funds distributed 2. Financing Issues -Brad met with Kathleen Kane, City Attorney, to explore options on the best way to process payment to scholarship recipients The Silicon Valley Community Foundation can only issue grants to a 5010(3) entity not to an individual. Brad is working with Patty Anixter of the Foundation to find other possible ways to implement the payment process. D. Patron Behavior Warning letters have been given to Mr. Churchill and Mr. Cotchett. E. Passport Entry Update • The City Human Resource Department is preparing a job description for the passport position. The position will be for 2-3 hours 3 times a week. Library service will not be included in the job description. Background check is also not part of the job description. The state department has the required 2 hour test on line. Study Room A will be the passport office 3 times a week. VIII. Analytics on Demand Databas. The Analytics on Demand Database is a marketing action summary report that can be used to identify specific groups of people within a library service area that may be good candidates to market the library's content and services. This could be a tool to assist us in our strategic plan. Brad is hopeful that our library will be used as the training center for this program. IX. Adjournment The meeting was adjourned at 7:20PM. MSC (Murray/Rosenthal) The next meeting of the Library Board of Trustees will be held March 15, 2016 in the Library Conference Room. Respec fully Submitted, rad M u14 City Librarian 3