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HomeMy WebLinkAboutAgenda Packet - CC - 2014.12.15City Council City of Burlingame Meeting Agenda - Final BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Council Chambers7:00 PMMonday, December 15, 2014 CLOSED SESSION - 6:30 p.m. - Conference Room A Approval of the Closed Session Agendaa. Closed Session Community Forum: Members of the Public May Address the Council on any Item on the Closed Session Agenda at this Time. b. Adjournment into Closed Sessionc. Conference with Real Property Negotiators - Government Code §54956.8 Property - APN 029-204-230 (Parking Lot E) Negotiators: Lisa Goldman, Kathleen Kane, William Meeker Under Negotiation: Negotiating Agreement, Price, Terms d. 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 Page 1 City of Burlingame Printed on 12/20/2018 December 15, 2014City Council Meeting Agenda - Final 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. Approve the City Council Meeting Minutes of December 1, 2014a. 12-1-14 Unapproved MinutesAttachments: Recommendation to Adopt 2015 City Council Calendarb. Council Calendar 2015 2015 Council Calendar Attachments: Adoption of Resolutions Related to the City Council ’s Action with Respect to Linda Ryan ’s Appeal of the Planning Commission’s October 27, 2014 Actions Amending the Design Review Permit for 1521 Cabrillo Avenue c. Staff Report CEQA Resolution Resolution Modifying Planning Commission's Action Attachments: Adoption of a Resolution Authorizing a Grant Application to the California Energy Commission for Undertaking an Energy Efficiency Study for City Facilities d. Staff Report Resolution Copy of the CEC Grant Application Attachments: Adoption of a Resolution Authorizing the City Manager to Execute a Contract for Financial Advisory Services with Public Financial Management (PFM), Inc. e. Staff Report Resolution Professional Services Agreement with PFM Attachments: 9. PUBLIC HEARINGS (Public Comment) 10. STAFF REPORTS AND COMMUNICATIONS (Public Comment) 11. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS Council Members report on committees and activities and make announcements. Page 2 City of Burlingame Printed on 12/20/2018 December 15, 2014City Council Meeting Agenda - Final 12. FUTURE AGENDA ITEMS 13. ACKNOWLEDGMENTS Department Reports: Building, November 2014a. 14. CEREMONIAL Rotation of Mayor and Vice Mayora. 15. 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, January 5, 2015 VIEW REGULAR COUNCIL MEETING ONLINE AT WWW.BURLINGAME.ORG - GO TO "CITY COUNCIL VIDEOS" 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 501 Primrose Road during normal business hours. Page 3 City of Burlingame Printed on 12/20/2018 Burlingame City Council December 1, 2014 Unapproved Minutes 1 BURLINGAME CITY COUNCIL Unapproved Minutes Regular Meeting of December 1, 2014 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. Mayor Brownrigg called the meeting to order at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE TO THE FLAG The pledge of allegiance was led by Kris Cannon. 3. ROLL CALL MEMBERS PRESENT: Brownrigg, Keighran, Ortiz, Root MEMBERS ABSENT: Nagel 4. REPORT OUT FROM CLOSED SESSION CA Kane advised that Council met in Closed Session and gave direction. She advised there would be follow- up communications on the second item with the High School District this week. 5. UPCOMING EVENTS Mayor Brownrigg reviewed the upcoming events taking place in the City. 6. PRESENTATION a. PRESENTATION OF A CHECK BY LIBRARY’S CAPITAL CAMPAIGN Kris Cannon of the Burlingame Library Foundation presented the City Council with a check for $500,000 representing the money they have raised for the Library’s Capital Campaign for the renovation of the Main Library. Mayor Brownrigg thanked all the members of the Capital Campaign for their exemplary efforts in raising the funds. 7. PUBLIC COMMENTS Burlingame residents Cynthia Cornell and Melinda spoke about the high cost of rents in Burlingame. Suze Gardner, Burlingame Aquatic Club Director spoke about the Club, as did Burlingame residents Amy Johnstone, and Fred. Burlingame resident Pat Giorni spoke about the Floribunda/El Camino Real intersection. Burlingame City Council December 1, 2014 Unapproved Minutes 2 8. CONSENT CALENDAR Mayor Brownrigg asked if any members of the public wished to remove any items from the consent calendar, and there were no requests. Councilmember Keighran removed item 8b and Mayor Brownrigg removed item 8c. Councilmember Keighran made a motion to adopt items 8a, d, and e of the Consent Calendar; seconded by Councilmember Ortiz. The motion was approved unanimously by voice vote, 4-0-1 (Nagel absent). a. APPROVE THE CITY COUNCIL MEETING MINUTES OF NOVEMBER 17, 2014 CC Kearney requested Council approve the City Council meeting minutes of November 17, 2014. b. ADOPTION OF A RESOLUTION ESTABLISHING ELECTRIC VEHICLE CHARGING STATION RATES FOR CITY PARKING LOT V DPW Murtuza requested Council adopt Resolution No. 102-2014. Councilmember Keighran questioned the rates and if they are similar to other cities. Councilmember Keighran also questioned making a change to the software so as not to charge Sundays and holidays. Mayor Brownrigg also commented on the rates and the benefits of knowing what other cities are charging. DPW Murtuza addressed their concerns and provided clarification. DPW Murtuza agreed to provide an update as to how everything is going with the charging stations at a meeting in a few months. Councilmember Keighran made a motion to adopt item 8b; seconded by Councilmember Root. The motion was approved unanimously by voice vote, 4-0-1 (Nagel absent). c. AUTHORIZATION TO PURCHASE WEB-BASED DISPATCH RADIO CONSOLES FROM AVTEC PC Wollman requested Council authorize the Police Department to purchase web-based dispatch radio consoles. Mayor Brownrigg questioned how the consoles would operate if the internet was to fail. PC Wollman said he would check with the manufacturer and provide the Mayor with an answer. Mayor Brownrigg made a motion to authorize the purchase of the consoles; seconded by Councilmember Ortiz. The motion was approved unanimously by voice vote, 4-0-1 (Nagel absent). d. ADOPTION OF A RESOLUTION AUTHORIZING A RECLASSIFICATION OF A PARK MAINTENANCE LEAD WORKDER POSITION TO AN ASSISTANT PARKS SUPERVISOR POSITION HRD Loomis requested Council adopt Resolution No. 103-2014. e. ADOPTION OF A RESOLUTION APPROVING A REVISED DEPARTMENT HEAD AND UNREPRESENTED EMPLOYEES COMPENSATION AND BENEFIT PLAN EFFECTIVE JANUARY 1, 2015 THROUGH DECEMBER 31, 2015 HRD Loomis requested Council adopt Resolution No 104-2014. Burlingame City Council December 1, 2014 Unapproved Minutes 3 9. PUBLIC HEARINGS a. ADOPTION OF A RESOLUTION APPROVING AND LEVYING 2015 SAN MATEO COUNTY TOURISM BUSINESS IMPROVEMENT DISTRICT ASSESSMENTS ON HOTEL BUSINESSES WITHIN THE DISTRICT FinDir Augustine reviewed the staff report and requested Council hold a public hearing and adopt Resolution No. 105-2014 approving and levying assessments for the San Mateo County Tourism Business Improvement District and approve District programs and activities for the year 2015. CC Kearney advised that she did not receive any protests. Mayor Brownrigg opened the public hearing. There were no comments from the floor, and the hearing was closed. Councilmember Keighran made a motion to adopt Resolution No. 105-2014; seconded by Councilmember Root. The motion was approved unanimously by voice vote, 4-0-1 (Nagel absent). b. CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’S OCTOBER 27, 2014 APPROVAL OF AMENDMENTS TO A DESIGN REVIEW PERMIT FOR A NEW RESIDENCE UNDER CONSTRUCTION AT 1521 CABRILLO AVENUE CA Kane reviewed the appeal process that would take place during the hearing. CA Kane also advised that the use of inappropriate language is not allowed in the Chambers and a fine would be imposed on any individual using such language. CDD Meeker reviewed the staff report and provided background on the project and reviewed the modified version of the applicant’s amendments approved by the Planning Commission at their meeting of October 27, 2014. Mayor Brownrigg opened the public hearing and the appellant Linda Ryan spoke and requested that, rather than permitting glass to be obscured with film applied to clear glass, it be permanently etched, obscured glass. The applicant Eric Mainini spoke and gave a brief presentation of the project. He also reviewed the efforts he has made to comply with the privacy issues. Mayor Brownrigg asked if any members of the audience wished to speak and Frank Ryan, husband of the appellant spoke and read a statement by a neighbor in support of the appellant. Burlingame residents Bob Bear, Ani Savi, and Pat Giorni also spoke. The Councilmembers asked questions of the applicant, the appellant and staff. The applicant and the appellant each gave a brief closing statement and Mayor Brownrigg closed the public hearing. Council discussion followed and Council commented that in Burlingame it is impossible to have complete privacy due to the smaller lots. Mayor Brownrigg called for a motion and Councilmember Keighran agreed. Councilmember Keighran said this would be a modification of the Planning Commission’s decision. Councilmember Keighran made a motion to uphold the Planning Commission’s decision with regard to the front elevation, that the square window in place of the round window is acceptable; with respect to the second floor bedroom window on the left elevation, the existing triple width window shall be replaced with a Burlingame City Council December 1, 2014 Unapproved Minutes 4 double width window, as approved by the Planning Commission; on the left elevation the windows for the second floor bedroom and stairway leading from the first to the second floor, obscured glazing shall not be required; with respect to the second floor closet window and bathroom window on the left elevation, these windows shall be permanently obscured glazing in which the method of obscuring the glass is permanently etched into the glass, application of film or other means of obscuring clear glass shall not be an acceptable means of obscuring the windows. The motion was seconded by Councilmember Ortiz. Mayor Brownrigg called for a roll call vote and the motion was approved unanimously by a vote of 4-0-1 (Nagel absent). CDD Meeker advised that staff would bring back revised resolutions, that accurately reflect the Council’s action, at the December 15, 2014 Council meeting. 10. STAFF REPORTS AND COMMUNICATIONS a. CONSIDERATION OF APPOINTMENTS TO THE PARKS & RECREATION COMMISSION CM Goldman advised that the three vacancies are due to the expired terms of two Commissioners and one is due to the resignation of a Commissioner. The vacancies were publicized, and notification letters were sent to past Commissioner applicants. Five applications were received as of the extended deadline of November 7, 2014. After two applicants withdrew, the following three applicants were interviewed by the full Council on November 24, 2014: Joe Dito, Claire Schissler, and Shari Lewis. Mayor Brownrigg opened the item for public comment, and there were no comments. CC Kearney gave each Councilmember a ballot to vote for the three candidates and indicate who they desired for the three year terms and who they desired for the one year term. The ballot submissions resulted in Joe Dito and Shari Lewis being appointed to the three year terms, and Claire Schissler was appointed to the one year term. b. REVISIONS TO LAND USE RESTRICTIONS FOR THE BROADWAY COMMERCIAL DISTRICT CDD Meeker reviewed the staff report and requested that Council authorize staff to proceed with revisions to the current zoning restrictions related to the number of food establishments permitted in the Broadway District and to lift the requirement for a conditional use permit for health service uses above the ground floor. CDD Meeker advised that staff is withdrawing the suggestion of performing a consultant-based parking analysis for the Broadway District. Instead staff requests authorization to proceed with a staff-based analysis of other communities with commercial districts similar to Broadway to determine if a lesser standard may be found that can reduce or eliminate the instances in which parking variances must be sought for new food establishment locations. Mayor Brownrigg opened the item for public comment and John Kevranian and Garbis Bezdjian spoke. Councilmember Ortiz made a motion to move forward with the changes as described by staff; seconded by Councilmember Root. The motion was approved unanimously by voice vote, 4-0-1 (Nagel absent). Burlingame City Council December 1, 2014 Unapproved Minutes 5 c. ADOPTION OF A RESOLUTION APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN TEAMSTERS LOCAL 856 AND THE CITY OF BURLINGAME CM Goldman reviewed the staff report and advised that Teamsters Local 856 represents the seven Police Department Communications Dispatchers. CM Goldman reviewed the major components of the new agreement. Mayor Brownrigg opened the item for public comment and there were no comments. Councilmember Keighran made a motion to adopt Resolution No. 106-2014 approving the Memorandum of Understanding with the Teamsters Local 856 and the City of Burlingame; seconded by Councilmember Root. The motion was approved unanimously by voice vote, 4-0-1 (Nagel absent). d. UPDATE REGARDING MILLS CANYON ILLEGAL TREE PRUNING P&RD Glomstad spoke and provided background information on the trimming of City trees that took place on Toledo Court. Ms. Glomstad advised that the City was contacted by nearby neighbors of Toledo Court of the severity of the tree trimming. P&RD Glomstad said the arborists’ reports recommended that the trees be given the opportunity to return to their previous condition and they will survive with additional care and maintenance. Ms. Glomstad also advised that the department staff is currently working with the Beautification Commission and the City Attorney to update the City ordinances that pertain to trees and it is anticipated that an updated ordinance will be before the City Council in April of 2015. Council questions of P&RD Glomstad and City Arborist Disco followed and City Arborist Disco provided additional information from the independent arborist’s report. Mayor Brownrigg opened the item for public comment and Deirdre Shaw, Simon Yu, a resident on Valdivia, Linda Ryan, and Frank Ryan all spoke on the item. The Councilmembers were pleased with the significantly tighter process that is place, or will be put in place. Mayor Brownrigg requested that staff plant some 24 inch Madrone trees to replace the public property that was damaged. City Arborist Disco and CA Kane offered concerns over doing any new planting in that area and Mayor Brownrigg said he would defer to the City Arborist’s expertise. CA Kane said there should be an indicator quite soon whether the damaged trees are surviving, but the issue of restoring the canopy will be longer term. Mayor Brownrigg concluded and said bad tree service will not be tolerated in the City of Burlingame. He also requested that the Parks Department please send a copy of the revised tree trimming policy to Council once it is finalized. Councilmember Keighran requested that a notice be placed in the e-news advising residents that they need to obtain a permit from the City before trimming any trees. e. UPDATE ON PROPOSED FLOOD INSURANCE RATE MAP AND NEW FLOOD INSURANCE STUDY BY FEMA DPW Murtuza advised that this was an information item to give the Council an update on what FEMA is doing in terms of future changes in their maps. DPW Murtuza introduced Senior Engineer Martin Quan who Burlingame City Council December 1, 2014 Unapproved Minutes 6 gave a thorough report updating future changes that will be taking place in Burlingame with respect to the Flood Insurance Rate Maps (FIRM). Mr. Quan indicated the flood zone areas and the creeks and channels in Burlingame identified by FIRM. The Council thanked Mr. Quan for his presentation and posed questions concerning homes in the flood zones and the requirements for remodeling. Mayor Brownrigg opened the item for public comment and Burlingame resident John Horgan spoke. d. APPROVAL OF ANNUAL REPORT ON THE STATUS OF IMPACT FEES COLLECTED AS OF JUNE 30, 2014, ACCORDING TO GOVERNMENT CODE SECTION 66000 ET SEQ FinDir Augustine reviewed the annual report on the status of the Public Facilities Impact fees, North Burlingame and Rollins Road fees, Bayfront Development fees and Burlingame Avenue Parking In -Lieu fees collected by the City. Mayor Brownrigg commented that these fees are not a great source of revenue and FinDir Augustine agreed. Mayor Brownrigg questioned if the City should perhaps rethink the whole matter of these fees. FinDir Augustine advised that the City had issued a request for proposals for a cost allocation and development fee study and it is anticipated that the consultant will have some good recommendations. Councilmember Keighran made a motion to adopt Resolution 107-2014; seconded by Councilmember Ortiz. The motion was approved unanimously by voice vote, 4-0-1 (Nagel absent). 11. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS Council reported on various events and committee meetings they each attended on behalf of the City. 12. FUTURE AGENDA ITEMS 13. ACKNOWLEDGMENTS 14. ADJOURNMENT Mayor Brownrigg adjourned the meeting at 10:25 p.m. Respectfully submitted, Mary Ellen Kearney City Clerk 1 STAFF REPORT AGENDA ITEM NO: 8b MEETING DATE: 12/15/2014 TO: Honorable Mayor and City Council DATE: December 15, 2014 FROM: Mary Ellen Kearney, City Clerk SUBJECT: Recommendation to Adopt 2015 City Council Calendar RECOMMENDATION: To review, make changes if necessary, and approve the Burlingame City Council Calendar for 2015. Calendar reflects the cancelation of the July 20 and August 3, 2015 City Council meetings. BACKGROUND: In 2013 Council agreed to cancel the second meeting in July and the first meeting in August to give Councilmembers a longer break between meetings. EXHIBIT – 2015 Council Calendar 2015 BURLINGAME CITY COUNCIL CALENDAR City Council meetings are held on the first and third Monday of each month. When Monday is a holiday, the meeting is usually held on Tuesday or Wednesday. Study meetings are held as scheduled. Meetings begin at 7:00 p.m. at City Hall, 501 Primrose Road, and are open to the public. Regular Council meetings are televised live via Burlingame’s Cable Channel 26 for Astound subscribers and Channel 27 for Comcast subscribers. Also the meetings are live online on the City’s website at www.burlingame.org. For more information, please view the City’s website or call the City Clerk at 650-558-7203. REGULAR MEETINGS Monday, January 5 Monday, July 6 Tuesday, January 20 Monday, July 20 (canceled) Monday, February 2 Monday, August 3 (canceled) Tuesday, February 17 Monday, August 17 Monday, March 2 Monday, September 7 Monday, March 16 Monday, September 21 Monday, April 6 Monday, October 5 Monday, April 20 Monday, October 19 Monday, May 4 Monday, November 2 Monday, May 18 Monday, November 16 Monday, June 1 Monday, December 7 Monday, June 15 Monday, December 21 (tentative) STUDY MEETINGS AND OTHER DATES Saturday, January 31 2015/16 Goals Session, 9 a.m., Lane Room Wednesday, March 4 2015-16 Mid-Year Budget Session, 6:30 p.m., Council Chambers Saturday, March 7 Friday, March 20 Wednesday, April 8 Wednesday, May 20 Wednesday, June 10 Wednesday, December 2 Joint Council and Planning Commission Meeting, 9 a.m., Lane Room, Main Library Commissioners Dinner City Attorney’s Annual Evaluation, 6:00 p.m. 2015-16 Budget Study Session, 6:30 p.m., Council Chambers City Manager’s Mid-Year Evaluation, 6:00 p.m. City Manager’s Annual Evaluation, 6:00 p.m. 12/20/2018 10:45 AM 1 STAFF REPORT AGENDA NO: 8c MEETING DATE: December 15, 2014 To: Honorable Mayor and City Council Date: December 15, 2014 From: William Meeker, Community Development Director – (650) 558-7255 Subject: Adoption of Resolutions Related to the City Council’s Action with Respect to Linda Ryan’s Appeal of the Planning Commission’s October 27, 2014 Actions Amending the Design Review Permit for 1521 Cabrillo Avenue RECOMMENDATION The City Council is asked to adopt the following resolutions:  “Resolution of the City Council of the City of Burlingame Finding that Approval of an Amendment to a Previously Approved Design Review Permit for Construction of a Single-Family Residence at 1521 Cabrillo Avenue is Categorically Exempt from Review Pursuant To The California Environmental Quality Act (CEQA) Pursuant to Section 15303(A) of the CEQA Guidelines”  “Resolution of the City Council of the City of Burlingame, Modifying the Planning Commission’s October 27, 2014 Approval of Amendments to a Design Review Permit for a Single-Family Residence Located at 1521 Cabrillo Avenue, Situated within a Single-Family (R-1) Zone” BACKGROUND The City Council considered Linda Ryan’s appeal of the Planning Commission’s approval of amendments to the Design Review Permit for the residence under construction at 1521 Cabrillo at a duly noticed public hearing on December 1, 2014. The attached resolutions memorialize the Council’s action at that meeting. FISCAL IMPACT None. Exhibits:  CEQA Resolution  Resolution Modifying the Planning Commission’s Action RESOLUTION NO. __________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME FINDING THAT APPROVAL OF AN AMENDMENT TO A PREVIOUSLY APPROVED DESIGN REVIEW PERMIT FOR CONSTRUCTION OF A SINGLE-FAMILY RESIDENCE AT 1521 CABRILLO AVENUE IS CATEGORICALLY EXEMPT FROM REVIEW PURSUANT TO THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) PURSUANT TO SECTION 15303(A) OF THE CEQA GUIDELINES THE CITY COUNCIL OF THE CITY OF BURLINGAME hereby finds as follows: Section 1. Pursuant to Section 15303(a) of the Guidelines to Implementation of the California Environmental Quality Act (CEQA), construction of a limited number of new, small facilities or structures including one single-family residence or a second dwelling unit in a residential zone is exempt from environmental review under CEQA. It follows that amendment of the previously approved Design Review Permit for construction of a single-family dwelling at 1521 Cabrillo Avenue is also exempt from analysis under CEQA. Section 2. It is further directed that a certified copy of this resolution be recorded in the official records of the County of San Mateo. ____________________________________ Mayor I, MARY ELLEN KEARNEY, City Clerk of the City of Burlingame, do hereby certify that the foregoing resolution was adopted at a regular meeting of the City Council held on the 15th day of December, 2014 by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: _____________________________________ City Clerk RESOLUTION NO. ________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME MODIFYING THE PLANNING COMMISSION’S OCTOBER 27, 2014 APPROVAL OF AMENDMENTS TO A DESIGN REVIEW PERMIT FOR A SINGLE-FAMILY RESIDENCE LOCATED AT 1521 CABRILLO AVENUE, SITUATED WITHIN A SINGLE-FAMILY (R-1) ZONE RESOLVED, BY THE CITY COUNCIL OF THE CITY OF BURLINGAME THAT: WHEREAS, an application for Design Review, Special Permit for an attached garage and Parking Variance for construction of a new, two-story single family dwelling at 1521 Cabrillo Avenue was approved by the Planning Commission on August 26, 2013; WHEREAS, a building permit for construction of the new dwelling was issued on January 7, 2014 and construction is currently underway; WHEREAS, at its meeting of October 27, 2014 the Planning Commission approved in part the applicant’s request for amendment of the Design Review Permit for the project as outlined in his correspondence dated October 22, 2014; WHEREAS, on November 5, 2014 Linda Ryan, an adjacent resident living at 1532 Drake Avenue filed a timely appeal of the Planning Commission’s October 27, 2014 decision; and WHEREAS, the City Council conducted a public hearing to consider the appeal of the Planning Commission’s partial approval of an amendment to the Design Review Permit for the project at its regular meeting of December 1, 2014. NOW, THEREFORE, IT IS RESOLVED AND DETERMINED BY THE CITY COUNCIL THAT: Section 1. The City Council hereby modifies the terms of the Planning Commission’s October 27, 2014 approval of amendments to the Design Review Permit for the single-family dwelling at 1521 Cabrillo Avenue, based upon the following findings: a) Some elements of the appellant’s appeal citing privacy impacts of specified windows on the left elevation of the single-family dwelling under construction at 1521 Cabrillo Avenue are supported due to the atypical relationship between the appellant’s property and the applicant’s property: the rear yard of the appellant’s property at 1532 Drake Avenue faces the side yard of the property at 1521 Cabrillo Avenue. In this configuration, the 7-foot, 8-inch side-yard setback from the property line results in the potential loss of privacy to the rear yard of the appellant’s property. b) Given the urban nature of development within the City of Burlingame, and specifically within the neighborhood in which the appellant’s and the applicant’s properties are situated, there should be no expectation of absolute privacy between properties given the prevailing lot sizes and development standards for the neighborhood. RESOLUTION NO. ________ c) The appellant’s concerns regarding privacy impacts from non-obscured windows in the second floor closet and bathroom at 1521 Cabrillo Avenue may have merit; however concerns regarding potential privacy impacts from the second floor bedroom window and the stairwell window on the left elevation are not supported. d) The applicant installed a window in the second floor bedroom on the left elevation that is larger than that approved by the Planning Commission in its original design review process; installation of this larger window is contrary to the privacy concerns expressed by the appellant who lives at 1532 Drake Avenue. Section 2. The City Council hereby modifies the Planning Commission’s October 27, 2014 approval of amendments to the Design Review Permit for 1521 Cabrillo Avenue as follows: a) The Planning Commission’s approval of a change of the round window to a square window on the front elevation at “Bath 2” is affirmed. b) On the left elevation, the triple-width window shown at the second floor bedroom shall be replaced with a double-width window as approved by the Planning Commission. The applicant shall not be required to obscure any portion of the glass in this window installation. c) On the left elevation, the applicant shall not be required to install obscured glass within the window at the stairwell leading from the first to the second floor. d) On the left elevation, the windows at the second floor bathroom and closet shall be obscured with glass where the means of obscuring is a permanent feature of the glazing in the window installation. Use of film or other application to clear glass at these locations shall not be an acceptable means of obscuring the glass. ___________________________ Mayor I, Mary Ellen Kearney, City Clerk of the City of Burlingame, do hereby certify that the foregoing resolution was adopted at a regular meeting of the City Council held on the 15th day of December, 2014 by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ____________________________ City Clerk 1 STAFF REPORT AGENDA NO: 8d MEETING DATE: December 15, 2014 To: Honorable Mayor and City Council Date: December 15, 2014 From: Syed Murtuza, Public Works Director – (650) 558-7230 Subject: Adoption of a Resolution Authorizing a Grant Application to the California Energy Commission for Undertaking an Energy Efficiency Study for City Facilities RECOMMENDATION Staff recommends that the City Council adopt the attached resolution authorizing a grant application to the California Energy Commission (CEC) for undertaking an energy efficiency study of City facilities to identify energy efficiency improvements. BACKGROUND As part of its commitment to make all City building facilities energy efficient, the City has previously received assistance from the CEC, San Mateo County Energy Watch (SMCEW) and Pacific Gas & Electric Company (PG&E) to conduct energy audits and implement projects to conserve energy. In 2002 and 2007, the CEC and SMCEW inspected several City facilities and identified energy efficiency measures. Additionally, in 2011, the City received an Energy Efficiency Conservation Block Grant from the CEC to implement lighting upgrades in several facilities to conserve energy. As a result of these efforts, many of the easily identifiable and relatively feasible projects have been completed to date. A new energy efficiency study would help identify major improvements associated with more complex components of the existing energy infrastructure in City facilities, which can then be programmed into the long term Capital Improvement Program (CIP). As part of the FY2014-15 CIP, the City Council has approved a $50,000 budget to undertake such a study and identify improvements. DISCUSSION The City has an opportunity to receive up to $20,000 of grant funds in the form of technical consulting services from the CEC to conduct an energy efficiency study of City facilities. This funding will be used in conjunction with the City funds to identify major improvements, associated costs and energy savings. Additionally, the study will prioritize the improvements based on safety requirements, return on investments and greenhouse gas reductions. Because the CEC program has limited funds for technical assistance, primary consideration would be given to those agencies that are committed to implementing the recommended projects. Resolution Authorizing CEC Grant Application for Energy Efficiency Study December 15, 2014 2 Therefore, the grant application requires a Council resolution authorizing the application and a City commitment to implement the recommendations, provided they meet the needs of the City. FISCAL IMPACT There is minimal staff time involved in applying for the CEC grant application, which will be absorbed in the Public Works Department’s operation budget. If approved, the CEC grant will supplement the City Council approved $50,000 funds for conducting the energy efficiency study and can help offset some portion of the City’s costs. Exhibit: • Resolution • Copy of the CEC Grant Application RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME AUTHORIZING A GRANT APPLICATION TO THE CALIFORNIA ENERGY COMMISSION (CEC) FOR TECHNICAL ASSISTANCE IN UNDERTAKING AN ENERGY EFFICIENCY STUDY FOR CITY FACILITES TO IDENTIFY ENERGY EFFICIENCY IMPROVEMENTS WHEREAS, the CEC’s Energy Partnership Program provides technical assistance to local agencies in identifying energy efficiency improvements; and WHEREAS the City Council wishes to undertake an energy efficiency study of City facilities to identify energy efficiency improvements as part of the City’s Capital Improvement Program; and WHEREAS the City Council authorizes the Public Works Department to submit a grant application to the CEC in the form of technical assistance in undertaking the energy efficiency study for City facilities; and WHEREAS, the City Council recognizes that the CEC has limited funds for technical assistance, and that primary consideration will be given to those that are committed to implementing the recommended projects identified through the Energy Partnership Program. NOW, THEREFORE BE IT RESOLVED, that the City of Burlingame will seek grant funds from the CEC in the form of technical assistance to identify efficiency improvements for City facilities. Provided that the recommendations for energy efficiency improvements meet the operational needs of the City, funding will be sought to implement the recommended projects as part of the Energy Partnership Program. BE IT FURTHER RESOLVED, that the City Manager is hereby authorized to execute all necessary documents to implement and carry out the purposes of this resolution, on behalf of the City of Burlingame. _______________________________ Michael Brownrigg, Mayor I, Mary Ellen Kearney, City Clerk of the City of Burlingame do hereby certify that the foregoing Resolution was introduced at a regular meeting of the City Council on the 15th day of December 2014, and was adopted thereafter by the following vote: _______________________________ Mary Ellen Kearney, City Clerk AYES: Councilmembers: NOES: Councilmembers: ABSENT: Councilmembers: Technical Assistance Application Energy Partnership Program C a l i f o r n i a E n e r g y C o m m i s s i o n Eligible Applicants: Cities, Counties, Special districts, public or non-profit hospitals, public or non-profit public care facilities 1. Applicant Information Name of local government, public care facility, hospital or special district) City of Burlingame County: San Mateo County Mailing Address: 501 Primrose Road City: Burlingame Zip: 94010 Street Address (if different): City: Zip: Contact Person: Johnson Woo Title: Assistant Facilities Superintendent Department: Facilities Phone Number: (650) 558-7691 Email: jwoo@burlingame.org 2. Attach the following information  Governing Board Resolution ( a sample template available at: http://www.energy.ca.gov/efficiency/partnership/)  Copies of latest 12 months electric and gas or propane bills showing energy cost / detailed usage information for each facility listed in Table 5. OR  Or Utility data release form - allowing the Energy Commission to access both 12 months of historical utility billing data and time-of-use interval data  Hours of operation  Any past energy studies (if applicable) within last 3 years  Site map of facilities (e.g. 1As or a fire evacuation map)  Only for facilities with on-site solar systems: Provide the Solar/photovoltaic (PV) on-site electric production (kWh) for the same 12 month period reported above. Applicants may obtain this information as follows: 1) For facilities with power purchase agreement (PPA), provide the PPA bills which report the annually purchased kWh. OR 2) For applicants who own their solar system, provide the above information via a report from the solar production tracking system. 3. Project Description Type of assistance needed. (Please choose one):  Energy audit – evaluate energy efficiency opportunities at existing facilities  Review existing proposals and designs  Develop equipment performance specifications  Review equipment bid specifications  New construction – evaluation of new facility Other (please describe): Are there any specific equipment or proposed project(s) for which you are requesting technical assistance: (please describe) The City is requesting a comprehensive audit of City facilities to identify energy efficiency improvements. Describe how you plan to implement the energy recommendations that may be identified: The City will incorporate recommendations from the audit into its long-term Capital Improvement Program. Funding source: Long-term CIP budget. Do you have any current (or upcoming) working relationships with consultants, energy services companies, utilities, architects, or others that pertain to this request for Technical Assistance? If yes, please describe: PG&E San Mateo County Energy Watch What is the expected project start date: ASAP What is the expected project completion date: March 2015 4. Project Team Title Name Phone No E-Mail Project Manager Johnson Woo (650) 558-7691 jwoo@burlingame.org Business Manager or Finance Officer Diana Truong Narahara (650) 558-7221 dtruong@burlingame.org Electric and Gas Utility Representative Kathy Lavezzo (650) 598-7267 KOL1@pge.com Consultant/Contractor (if known) 5. Provide the following information If you are requesting assistance for more than one facility, please prioritize from highest to lowest. Attach additional pages if needed. Facility Name and Address Year Built (excluding portables) Estimated Building Size (sq. ft.) Please see attached. I certify to the best of my knowledge that the data in this application are correct and complete. Authorized Representative * Name: _________________________________ Title _____________________________ Signature: ______________________________ Date ____________________________ * Authorized Representative is the one designated by the governing body, in your Resolution, to execute documents in the name of the applicant. Edmund G. Brown Jr. Governor California Energy Commission Local Assistance & Financing 1516 Ninth Street, MS 23 Sacramento, CA 95814-5512 (916) 654-4104 California Energy Commission Chairman Robert B. Weisenmiller, Ph.D. Lead Commissioner J. Andrew McAllister, Ph.D Executive Director Robert Oglesby http://www.energy.ca.gov/efficiency/financing/index.html Facility Name Facility Address Year Built (excluding portables) Estimated Building Size (sq. ft.)Hours of Operation 1 Police Station 1111 Trousdale 1983 13,500 24/7 2 Main Library 480 Primrose Road 1930 45,000 Mon-Thurs 10am - 9pm Fri-Sat 10am - 5pm Sun 1pm - 5pm 3 Public Works Corp Yard 1361 N. Carolan Avenue 2003 54,800 Mon - Fri 6am - 6pm Sat - Sun 7am - 4pm 4 Parks Yard and Grandstand 980 Burlingame Avenue 1991 9,932 Mon-Fri 6am - 6pm 5 Donnelly Parking Structure Intersection of Donnelly, Bellevue 1980 50,667 6 Parking Lots A-W Various locations in the City Various 7 Fire Station #34 799 California Drive 1996 12,303 24/7 8 Fire Station #36 1399 Rollins Road 1962 8,906 24/7 9 Bayside Park and Field 1125 Airport Blvd 1970 450 10 Village Park Preschool 1531 California Drive 1975 2,000 11 Fire Station #35 2832 Hillside Drive 1950 5,616 24/7 12 Easton Library 1800 Easton Drive 2004 2,400 Mon - Thurs 2pm - 8pm Fri 2pm-5pm Sat 2pm-5pm Sun Closed 13 Washington Park 980 Burlingame Avenue 1970 8,434 14 Golf Center 250 Anza Boulevard Mon-Tues 8:30am - 9pm Wed-Fri 8am - 9pm Sat-Sun 7am - 8:30pm 15 Wastewater Treatment Facility 1103 Airport Boulevard 1935 19,178 16 Cuernavaca Park 3095 Alcazar 1973 225 City of Burlingame Facilities are prioritized from highest to lowest. Technical Assistance Application Energy Partnership Program California Energy Commission 1 STAFF REPORT AGENDA NO: 8e MEETING DATE: Decem ber 15, 2014 To: Honorable Mayor and City Council Date: December 15, 2014 From: Carol Augustine, Finance Director – (650) 558-7222 Subject: Adoption of a Resolution Authorizing the City Manager to Execute a Contract for Financial Advisory Services with Public Financial Management (PFM), Inc. RECOMMENDATION Staff recommends that the City Council adopt the attached resolution authorizing the City Manager to execute a contract for financial advisory services with Public Financial Management (PFM), Inc. BACKGROUND At the September 15, 2014 Council meeting, the City Council discussed the priority rankings for a list of unfunded capital needs that had been previously been identified. The results of outreach efforts to determine public support for these projects and possible funding options were discussed. The Council confirmed that the Downtown Parking Garage, the Community Center, and City Hall projects are the top priority needs of the City, followed by the Bayview Park, Police Station, and Downtown Streetscape projects. The pros and cons associated with each of the funding mechanisms were described. While staff was directed to pursue opportunities for partnerships with private developers for a downtown parking facility, as well as for improvements or a rebuild/relocation of City Hall, Council recognized that the Community Center will probably require debt financing. Bundling of the Community Center with the Bayview Park was also an idea left to be pursued. Dependent upon the opportunities for funding, the timing of the projects would also need to be discussed. In order to assist the City in determining the optimal financing mechanisms for the capital projects the Council ultimately decides to pursue, staff recommended the use of a financial advisor. A financial advisor would be able to provide an objective and informed review of all aspects of the financing, assist in determining the best type of financing for the City, and help select other finance professionals. If a bond issuance was deemed appropriate, a financial advisor would be instrumental in successfully selling and closing the bonds. A Request for Proposals (RFP) for a Financial Advisor for the City was issued on October 3rd, and sent to an initial vendor listing of 20 firms. The RFP was also posted to the City’s web page, as well as the CSMFO (California Society of Municipal Finance Officers) “Resources” web page. Proposals were due on October 31, 2014. Financial Advisor - Professional Services Contract with PFM, Inc. December 15, 2014 2 DISCUSSION The City was fortunate to receive ten quality responses to its RFP. Staff evaluated the proposals based on their scope of work, budget, project team staffing references and other criteria. In addition, five of the proposing firms were allowed to further present their approach for these studies in a final interview. These interviews also allowed staff to get any clarifications needed on the proposals, and discuss any concerns about the project timeline and implementation. The five finalists interviewed in person on November 12th were Cooperman Associates, PFM, Stifel, Springsted, and FRA (Fieldman, Rolapp & Associates). The interview panel consisted of the City Manager, Finance Director, Public Works Director, and Financial Services Manager. All the firms interviewed proved to be more than qualified to provide the City with expert advisory services on financing issues. The panel determined that PFM was the top firm of the five interviewed. PFM’s significant staff and research resources and the depth of their knowledge about the types of financing transactions that the City is considering in the future were impressive. Reference checks were completed by the Finance Director, who called on various municipal clients of the firm in the Bay Area. Based on the references obtained, including feedback about the integrity of the staff assigned by PFM to the City’s account, the Finance Director is recommending that PFM be named as the City’s next Financial Advisor. The proposed agreement is for a three-year term, with the option to extend the agreement for an additional three-year term upon mutual agreement by both parties. The scope of services required is determined on a case-by-case basis for project financings. In addition to providing financial advice in planning the issuance of new debt and refinancing of existing debt, the City’s Financial Advisor will be called upon to assist with the evaluation of other forms of debt, obligations and previously identified unfunded needs. The Financial Advisor will also analyze financing (including non-traditional) alternatives, assist with the development of credit rating strategies, and advise the City as to suitable debt policies. As noted in the proposal, PFM may be asked to prepare reports that summarize complex financial data in a manner that is clear and customized to the City’s needs and formats. The Government Finance Officers Association (GFOA), a professional association of state and local finance officials, not only recommends that municipal issuers select advisors on the basis of merit using a competitive process, but that cautions be taken to insure the advisor acts independently and in the best interest of the City. To this end, GFOA recommends that agreements with financial advisors include a provision “restricting any firm engaging in activities on behalf of the issuer that produce a direct or indirect financial gain for the firm, other than the agreed-upon compensations, without the issuer’s informed consent.” This provision has been added to the proposed agreement for professional services. FISCAL IMPACT The costs associated with this agreement, when the scope of services is related to bond refinancing or the issuance of new debt, would be contingent upon the successful closing of the financing, and paid from proceeds of the financing. The range of fees charged depends on the size, type and complexity of the financing. Financial Advisor - Professional Services Contract with PFM, Inc. December 15, 2014 3 For certain services provided that are not related to debt issuance (non-transactional services), PFM has proposed a fixed fee based on the hourly rates shown below, subject to prior approval by the City. Exhibits: • Resolution Authorizing the City Manager to Execute a Contract for Financial Advisory services with Public Financial Management (PFM), Inc. • Professional Services Contract, including o Proposal from Public Financial Management (PFM), Inc. o Insurance Requirements RESOLUTION NO. __________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS WITH PUBLIC FINANCIAL MANAGEMENT (PFM), INC. FOR FINANCIAL ADVISOR SERVICES WHEREAS, the City Council has previously identified the need to explore financing options for certain unfunded capital needs; and WHEREAS, the City requires independent, expert advice to evaluate such options; and WHEREAS, City staff issued a Request for Proposals (RFP) for consultant services for the services of a Financial Advisor; and WHEREAS, the City received proposals from ten (10) firms meeting minimum qualifications, and evaluated them initially on the basis of the written proposals and then through follow-up questions, select interviews and reference checks; and WHEREAS, Public Financial Management (PFM) was selected as the best qualified to provide the needed services as the City’s Financial Advisor; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES HEREBY RESOLVE AND ORDER AS FOLLOWS: The City Manager is hereby authorized to execute the agreement with PFM, attached hereto as Exhibit A. _____________________________ Michael Brownrigg, Mayor I, Mary Ellen Kearney, City Clerk of the City of Burlingame, do hereby certify that the foregoing Resolution was introduced at a regular meeting of the Burlingame City Council held on the 15th day of December, 2014, and was adopted thereafter by the following vote: AYES: Councilmembers: NOES: Councilmembers: ABSENT: Councilmembers: ____________________________ Mary Ellen Kearney, City Clerk