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HomeMy WebLinkAboutMin - CC - 2020.04.20CITY O BURLINGAME $AarEo � xE � BURLINGAME CITY COUNCIL Approved Minutes Regular Meeting on April 20, 2020 1. CALL TO ORDER A duly noticed meeting of the Burlingame City Council was held on the above date online at 7:03 p.m. 2. PLEDGE OF ALLEGIANCE TO THE FLAG The pledge of allegiance was led by Mayor Beach. 3. ROLL CALL MEMBERS PRESENT: Beach, Brownrigg, Colson, O'Brien Keighran, Ortiz MEMBERS ABSENT: None 4. REPORT OUT FROM CLOSED SESSION a. CONFERENCE WITH LEGAL COUNSEL, EXISTING LITIGATION (GOVERNMENT CODE SECTION 54956.9): EMPLOYEE* V. CITY OF BURLINGAME (WORKERS' COMPENSATION CASES; EMPLOYEE'S NAME AND CASE NUMBERS WITHHELD TO PROTECT THE MEDICAL PRIVACY OF THE INDIVIDUAL) b. PERSONNEL MATTER: ANNUAL EVALUATION OF THE CITY ATTORNEY (GOVERNMENT CODE SECTION 54957) City Attorney Kane reported that direction was given, but no reportable action was taken. 5. UPCOMING EVENTS Mayor Beach reviewed the upcoming events taking place in the City. Burlingame City Council April 20, 2020 Approved Minutes 6. PRESENTATIONS a. PROCLAMATION CELEBRATING THE 50TH ANNIVERSARY OF EARTH DAY ON APRIL 22, 2020 Sustainability Coordinator Michael stated that the proclamation is to recognize the 50t' anniversary of Earth Day on April 22, 2020. She explained that the proclamation reaffirms the City's commitment to protecting the environment and conserving resources. Mayor Beach stated that the City's website includes a checklist of 50 things that the public can do to make things a little better for the environment. Mayor Beach read the proclamation. 7. PUBLIC COMMENT Lisa Tyree asked the City to reconsider undertaking sidewalk repairs during the shelter -in -place as it makes it more difficult for individuals to outside for walks. (comment submitted via publiccomment(d),,burlingame. org). Manito Velasco voiced his concern about speeding during the shelter -in -place. (comment submitted via publiccommentkburlin a�g). 8. CONSENT CALENDAR Mayor Beach asked the public and her colleagues if they would like to pull any item from the Consent Calendar. Councilmember Brownrigg pulled items 8e and 8h. Councilmember Ortiz made a motion to adopt items 8a, 8b, 8c, 8d, 8f, 8g, and 8i; seconded by Vice Mayor O'Brien Keighran. The motion passed unanimously by roll call vote, 5-0. a. APPROVAL OF CITY COUNCIL MEETING MINUTES FOR MARCH 25, 2020 City Clerk Hassel -Shearer requested Council approve the Meeting Minutes for March 25, 2020. b. APPROVAL OF CITY COUNCIL MEETING MINUTES FOR REGULAR MEETING ON APRIL 6, 2020 City Clerk Hassel -Shearer requested Council approve the Meeting Minutes for the Regular Meeting on April 6, 2020. 2 Burlingame City Council April 20, 2020 Approved Minutes c. ADOPTION OF AN ORDINANCE TO AMEND TITLE 17 OF THE BURLINGAME MUNICIPAL CODE AND ADOPTION BY REFERENCE OF THE 2019 CALIFORNIA FIRE CODE AND THE 2018 EDITION OF THE INTERNATIONAL FIRE CODE CCFD Fire Chief Barron requested Council adopt Ordinance Number 1974. d. ADOPTION OF AN ORDINANCE AMENDING THE CITY'S MUNICIPAL CODE CHAPTER 18.07 — PERMIT EXPIRATION AND PERMIT EXEMPT STRUCTURES CDD Gardiner requested Council adopt Ordinance Number 1975. e. ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH FUNG COLLABORATIVES FOR THE PUBLIC ART PROJECT TO HONOR ANSON BURLINGAME, CITY PROJECT NO. 86090 IN THE AMOUNT OF $210,000 Councilmember Brownrigg stated that he appreciated that the staff includes the dollar amount of a contract in the title of the staff report. He noted that for this project, the $210,000 is entirely funded through philanthropic giving and therefore doesn't reflect a cost to the City budget. Mayor Beach thanked the subcommittee that assisted in fundraising for this project. Mayor Beach opened the item up for public comment. No one spoke. Councilmember Brownrigg made a motion to adopt Resolution Number 039-2020; seconded by Councilmember Colson. The motion passed by roll call vote, 5-0. f. ADOPTION OF A RESOLUTION ACCEPTING THE MILLS CANYON SEWER ACCESS ROAD REPAIR PROJECT, CITY PROJECT NO.85090, IN THE AMOUNT OF $306,646 DPW Murtuza requested Council adopt Resolution Number 040-2020. g. ADOPTION OF A RESOLUTION AUTHORIZING THE CITY OF BURLINGAME TO PRIORITIZE ZERO EMISSION VEHICLES FIRST WHEN PURCHASING VEHICLES AND EQUIPMENT Sustainability Coordinator Michael requested Council adopt Resolution Number 041-2020. h. ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO RENEW THE SERVICE AGREEMENT WITH GRANICUS, INC. FOR AGENDA MANAGEMENT, VIDEO STREAMING SERVICES, AND CLOSED CAPTIONS Councilmember Brownrigg stated that he believed Granicus has served as a terrific software platform for the City. He noted that it is a significant software contract and asked if the City has considered other vendors. Burlingame City Council April 20, 2020 Approved Minutes City Clerk Hassel -Shearer replied in the negative. She added that it is a fairly small market but that she would consider other options in the future. Councilmember Colson asked if the new agreement included closed captions in Spanish and other languages. City Clerk Hassel -Shearer replied that the agreement is only for English closed captions but that staff would consider the need for additional languages. Mayor Beach opened the item up for public comment. No one spoke. Vice Mayor O'Brien Keighran made a motion to adopt Resolution Number 042-2020; seconded by Councilmember Brownrigg. The motion passed unanimously by roll call vote, 5-0. i. APPROVAL OF "DESIGNATION OF APPLICANT'S AGENT RESOLUTION" FOR THE CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES Finance Director Augustine requested Council adopt Resolution Number 043-2020. 9. PUBLIC HEARINGS a. PUBLIC HEARING TO INTRODUCE AN ORDINANCE REPEALING CHAPTER 8.10 OF THE BURLINGAME MUNICIPAL CODE AND ADOPTING A NEW CHAPTER 8.10 TO REGULATE THE USE OF DISPOSABLE FOOD SERVICE WARE BY FOOD FACILITIES Vice Mayor O'Brien Keighran recused herself from the item due to her work on the County's subcommittee that crafted the County's version of this ordinance. Environmental Regulatory Compliance Manager Jennifer Lee began by discussing the plastic pollution issue. She stated that plastic straws have been one of the top ten items collected during California's Coastal Cleanup Day. She explained that a Bay Area study found that 67% of street litter is from food and beverage take-out packaging. She added that plastic has been detected in the seafood that is sold for human consumption. Ms. Lee discussed the state of the recycling market. She explained that countries such as China have taken a lead in not accepting recycled materials from the United States. She noted that long-term solutions are currently being explored to resolve this problem. Me. Lee explained that the City can help with these issues by reducing the amount of single -use plastic that is available at food facilities. She stated that the San Mateo County Office of Sustainability drafted a disposable food service ware ordinance to reduce the amount of single -use plastics in the community. She explained that the Board of Supervisors approved the proposed ordinance on February 25, 2020. Ms. Lee reviewed the objectives of the proposed ordinance: 1. Reduce non -recyclable and non-compostable waste at the source 2. Improve the health and safety of Burlingame community members 4 Burlingame City Council April 20, 2020 Approved Minutes 3. Help keep litter out of the San Francisco Bay Ms. Lee noted that the proposed ordinance would assist the City in meeting Measure 18 of the City's recently adopted Climate Action Plan. Ms. Lee stated that prior to introducing the proposed ordinance to City Council, staff conducted some public outreach. Staff put a survey on the City's website that was advertised in the eNews, and on Facebook, Instagram, and NextDoor. She stated that the survey was picked up by the Daily Journal and appeared on the front page of the newspaper. Additionally, staff sent letters to the 206 food facilities that would be impacted by the proposed ordinance. She explained that the letter was available in English, Spanish, and Chinese. Lastly, emails were sent to specific stakeholders including the Business Improvement Districts, Chamber of Commerce, and the high schools. Ms. Lee stated that the survey asked two main questions: 1. Do you support the City adopting this ordinance? She noted that the City received a total of 332 unique responses to this question, with 291 individuals (87.7%) voting in support of the ordinance. She added that 32 individuals (9.6%) voted against, and nine individuals (2.7%) voted maybe. 2. Which of the following do you identify with? She stated that 89% of the individuals responded that they lived in Burlingame, 49% own property in Burlingame, 73% work in Burlingame, 30% visit Burlingame, and 4% go to school in Burlingame. Ms. Lee reviewed the feedback that staff received from the community. She noted that approximately 80% of the comments received were in favor of the proposed ordinance. However, she discussed the comments that were not in favor of the ordinance including: 1. Businesses have a high cost of rent, labor, and inventory already; adding this ordinance would impact our business a lot. 2. I support reduction of plastics; however this ordinance will put an additional burden on food service operations and may result in already low profit businesses having to pass additional costs on to consumers or closing Ms. Lee reviewed the general feedback that staff received from the survey: 1. Educate businesses and consumers about the provisions of the ordinance 2. Exemption for people with disabilities who need a plastic straw to drink 3. Delay effective date to give sufficient time for businesses to adjust their operations 4. Ensure that only healthy food service ware products are allowed in this ordinance 5. Many fiber -based takeout containers are not transparent, which makes it difficult for customers to see what is inside the container Ms. Lee noted that if the proposed ordinance is adopted, it wouldn't go into effect for a year. Therefore, staff would have time to conduct outreach and educate the public. 5 Burlingame City Council April 20, 2020 Approved Minutes Ms. Lee explained that the ordinance would impact food facilities and entities that provide prepared food for public consumption. She stated that this includes restaurants, farmers' markets, food trucks, delis, and cafeterias. She noted that public schools are governed by the State, and therefore this ordinance would only affect private schools. Ms. Lee reviewed what items the proposed ordinance would impact: 1. Large Items including plates, bowls, cups, food trays, clamshells, boxes, and other containers 2. Accessories including straws, utensils, stirrers, and toothpicks Ms. Lee stated that under the proposed ordinance, the City wouldn't allow compostable plastic. She explained that compostable plastic doesn't break down into raw materials. Ms. Lee explained that under the proposed ordinance, the City would allow natural fiber -based materials (e.g. paper, sugarcane, wheat stalk, wood, bamboo, hay, etc.) and compostable plastic lining. She noted that larger items would need to be free of fluorinated chemicals and certified through the Biodegradable Products Institute. Ms. Lee stated that if the ordinance is adopted, staff is considering piloting a program for compost bins in the downtown areas. She noted that staff is also considering requiring businesses and multi -family residential buildings to provide composting services for food waste. Councilmember Brownrigg asked if supermarkets would be under the proposed ordinance. Ms. Lee stated that the ordinance would cover all prepared food, not packaged food. Councilmember Brownrigg stated that he was surprised that the proposed ordinance doesn't permit people to use recyclable plastic. He noted that in November 2020, the public would have the opportunity to vote on a statewide ban on single use plastic. He asked if he was correct that the proposed ordinance wouldn't permit plastics 1 and 2. Ms. Lee replied in the affirmative. She noted that there are some exceptions such as plastic straws for those with disabilities. Councilmember Ortiz asked how the City's ordinance compared to neighboring cities. Ms. Lee stated that the proposed ordinance was drafted by the County Office of Sustainability, and it was vetted through their stakeholders, which includes composting facilities, waste haulers, restaurants, and Chambers of Commerce. She explained that South San Francisco introduced the same ordinance in March. However, there has been a delay in other cities introducing the ordinance because of COVID-19. Mayor Beach asked if the City made any measures more stringent or relaxed from the County's model ordinance. Ms. Lee stated that the County's ordinance requires businesses to keep records of their disposable food service ware items. She explained that the City isn't requiring this. Mayor Beach stated that her understanding is that the black plastics aren't recyclable, and under this ordinance, the only plastics that would be allowed are the clear plastic covering. Ms. Lee replied in the affirmative. 6 Burlingame City Council April 20, 2020 Approved Minutes Mayor Beach asked the City Clerk to read the title of the proposed ordinance. City Clerk Hassel -Shearer read the title. Councilmember Brownrigg made a motion to waive further reading and introduce the proposed ordinance; seconded by Councilmember Ortiz. The motion passed unanimously by roll call vote, 4-0-1. (Vice Mayor O'Brien Keighran had recused herself). Mayor Beach opened the public hearing. Jennifer voiced her support for the ordinance. (comment submitted via Zoom chat). John Kevranian asked that the Sustainability Coordinator provide a resource list to the local food facilities. (comment submitted via Zoom chat). Mayor Beach closed the public hearing. Councilmember Colson stated that she supported the ordinance and was glad that the City would wait a year before making the ordinance effective. She asked that staff work with the local businesses to educate them on the ordinance and assist them on finding supplies. Councilmember Ortiz concurred with Councilmember Colson. He noted that the City shouldn't create any undue burdens on small businesses during the current pandemic. He added that the City should be flexible if they have to extend the effective date. Councilmember Brownrigg stated that like many in the community, he has been eating a lot more takeout than he used to. He noted that he has been pleasantly surprised that a lot of restaurants have already made this switch. He asked if the City permits clear plastic lids, can the City require the lids to be made out of plastic 1 or 2. Ms. Lee states that it must be compostable plastic, but she would get back to him on that. Mayor Beach agreed with her colleagues and thanked staff for their work on the proposed ordinance. Mayor Beach asked the City Clerk to publish notice of the proposed ordinance and for the proposed ordinance to be brought back for adoption. 10. STAFF REPORTS a. ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH BHM CONSTRUCTION, INC. FOR THE CONSTRUCTION OF THE NEW COMMUNITY CENTER, CITY PROJECT NUMBER 83240, AT A COST OF $39,967,000 Parks and Recreation Director Glomstad stated that after eight years of thoughtful hard work by the City Council, Parks and Recreation Commission, consultants, community leaders, advisory committee, staff, and the public, staff has a contract for the construction of the new Community Center! 7 Burlingame City Council April 20, 2020 Approved Minutes Parks and Recreation Director Glomstad reviewed pictures of the exterior entry from Burlingame Avenue, interior rendering of the creative arts studio, interior rendering of the active lounge, and interior rendering of the fine art room. She noted that the building has large windows that embrace the park. Parks and Recreation Director Glomstad stated that the contractors were pre -qualified in order to ensure quality general contractors. She noted that seven firms submitted proposals, and four were prequalified. She stated that three of the prequalified firms submitted proposals on March 24. She noted that the bid date was extended to allow for the consultants to make changes to the construction documents. The changes included additional foundation work to withstand sea level rise and a higher water table. Parks and Recreation Director Glomstad reviewed the fiscal impact of the project: Construction Contract $39,967,000 Furniture, Fixtures, and Equipment $559,057 Architectural Team $3,610,202 Photovoltaic Panels $1,129,156 Construction Manager $917,950 Utility and Connection Fees $92,500 Legal Ads $6,864 Temporary Facilities $430,108 Special Inspection and Testing $327,250 Environmental Fees $38,766 Planning and Building Fees $53,799 Construction Contingency $5,000,000 Architectural Contingency $125,951 TOTAL $52,258,603 She noted that the remaining estimated cost to complete the project is $49,571,800. She stated that the list of costs includes the photovoltaic panels. She explained that staff still expected to pay for these through a grant or loan, but that these funds are awarded to jurisdictions a year out from installation. Parks and Recreation Director Glomstad stated that staff recommends that the City Council adopt the resolution authorizing the City Manager to execute an agreement with BHM Construction, Inc. for the construction of the new Community Center at a cost of $39,967,000. She stated that the base bid does not include the four add alternates: toekick lighting, kids town green roof, interior linear metal ceilings, and enrichment classroom operable partition. Mayor Beach asked if she was correct that none of the add alternates were time sensitive. Parks and Recreation Director Glomstad stated that the Council would need to make a decision on toekick lighting within three months of the start of construction. Mayor Beach asked if she was correct that the total cost includes contingencies. Parks and Recreation Director Glomstad replied in the affirmative. 8 Burlingame City Council April 20, 2020 Approved Minutes Mayor Beach asked if this project would be considered essential under the shelter -in -place order. City Manager Goldman stated that under the County's health order, essential public works construction projects can continue. She explained that because of the Community Center's role in a disaster, the project would be deemed essential. Councilmember Brownrigg stated that the add alternates strike him as sensible and should be added. He noted that the total cost of the add alternates is $171,000. He asked what toekick lighting is. Parks and Recreation Director Glomstad showed a picture of the toe -kick lighting. Councilmember Brownrigg stated that he believed it was important that this project create benefits for the community and the workforce. He explained that it was important to him to make sure that the general contractor and the subcontractors pay prevailing wage. He asked if the City would be going above and beyond to ensure that this is the case. Parks and Recreation Director Glomstad replied in the affirmative. Vice Mayor O'Brien Keighran asked if the City decides to wait on the alternates, would the prices stay the same. Parks and Recreation Director Glomstad replied in the affirmative. Mayor Beach stated that she learned at the Parks and Recreation Commission meeting that staff is well under way moving out of the old Recreation Center and that the City is paying for portables. She asked when construction will start. Parks and Recreation Director Glomstad stated that she is hoping that by the middle or late May, there will be a shovel in the ground. Mayor Beach opened the item up for public comment. There were no public comments. Mayor Beach stated that the add alternates total $171,000. She asked about the toekick lighting and whether this is one that the Director would prioritize. Councilmember Colson stated that she felt the Council should approve the toekick lighting for safety reasons and because the low-level lighting wouldn't be as harsh as overhead lighting for the neighborhood homes. Mayor Beach stated that she could see supporting this measure. She added that her gut was telling her to hold off on the green roof and the partition as those were things that the Council could decide on later. Vice Mayor O'Brien Keighran concurred with Councilmember Brownrigg that the add alternates were reasonable and she would rather approve of all items now. Councilmember Ortiz concurred with Vice Mayor O'Brien Keighran. Councilmember Colson stated that it was easier to put all four alternates in the package. Councilmember Colson made a motion to adopt Resolution 044-2020 to include the four add alternates; seconded by Councilmember Ortiz. 9 Burlingame City Council April 20, 2020 Approved Minutes Councilmember Brownrigg asked that the motion be amended to include an endorsement of the enforcement of paying prevailing wage and if there is any malfeasance, the City would correct it. Councilmember Colson concurred. The motion was amended. Parks and Recreation Director Glomstad confirmed with the architect that the City wants the wood ceiling instead of metal ceiling. Councilmember Colson concurred. Vice Mayor O'Brien Keighran asked if the wood ceiling would increase the cost. Parks and Recreation Director replied in the negative. Councilmember Colson amended her motion to adopt Resolution Number 044-2020 to include the four add alternates, to ensure that the general contractor and subcontractors' payroll was reviewed for prevailing wage, and if any malfeasance was detected the City would immediately correct it, and to include wood ceilings instead of metal; seconded by Councilmember Ortiz. The motion passed unanimously by roll call vote, 5-0. b. ADOPTION OF A RESOLUTION APPROVING SMALL BUSINESS SUPPORT PROGRAMS AND CRITERIA FOR "BURLINGAME BACK IN BUSINESS" GRANT PROGRAM IN RESPONSE TO COVID-19 PUBLIC HEALTH EMERGENCY Vice Mayor O'Brien Keighran recused herself from this item as she was recently put on a subcommittee to work on this item at the County level. City Manager Goldman stated that at the March 25 City Council meeting, the Council agreed to the formation of a subcommittee to develop programs to assist the City's small business community. Councilmember Brownrigg and Councilmember Colson volunteered to serve on this subcommittee because they are the liaisons to the Chamber of Commerce. At the April 6 meeting, the subcommittee reviewed several proposals that they crafted. City Manager Goldman stated that at the April 6 meeting, the Council approved by motion several of the programs that the subcommittee proposed. She explained that she brought them back and put them in a resolution in order to create a paper -trail of Council's decisions. City Manager Goldman stated by motion at the April 6 meeting Council approved: 1. $5,000 to SAMCEDA for advisory assistance for Burlingame businesses She stated that SAMCEDA is helping businesses get through the morass of paperwork and understand the different programs available to them. She noted that there are several federal programs that as of the date of the meeting no longer had funds. However, it seemed that additional funding would be approved by the US Senate. She added that the City's Economic Development Specialist Joe Sanfilippo will be working on getting information out to the business community. 10 Burlingame City Council April 20, 2020 Approved Minutes 2. Annual fees for Downtown Burlingame Business Improvement District and Broadway Business Improvement District She stated that it is approximately $90,000 for Downtown and $23,000 for Broadway. 3. Waiving parking meter fees for two weeks after the shelter -in -place order is lifted She noted that in a normal month, the City makes about $200,000 in parking meter fees. However, it is unclear what the City will be making in parking meter fees in the coming months. 4. Small Business Grant Program She stated that the Council tentatively approved $500,000 in funding for this program. 5. Kickstart Burlingame debit cards She stated that the Council tentatively approved $250,000 in funding for this program. City Manager Goldman stated that the small business grant program is now being called "Burlingame Back in Business." She noted that the staff report contains a document that discusses the details of the program. She stated that the subcommittee is continuing to work out the details but that it looks like SAMCEDA will be able to manage that program for the City. She noted that SAMCEDA is managing the SMC Strong Fund. City Manager Goldman explained that the City's criteria under Burlingame Back in Business differs slightly from the County's draft criteria. She stated that the County's criteria is for businesses with up to $2.5 million in gross revenues and/or one to ten full-time equivalent positions. She stated that a lot of the City's businesses would be eliminated from applying for this program because they have higher gross revenues. City Manager Goldman next discussed the Kickstart Burlingame debit card program. She explained that this program was designed to assist low income families and individuals and provide a boost to local businesses. She stated that the idea is to provide $250 gift cards to local families and individuals. She explained that the City would distribute the cards to those who qualify for reduced rates from Peninsula Clean Energy ("PCE") and for families who are on free or reduced school lunches through the Burlingame School District. She noted that the City is trying to limit the gift cards so that they can only be spent in the City's zip code. She stated that she received an email from Tish Busselle who is representing St. Paul's stating that they are excited about assisting the City with this program. City Manager Goldman stated that in terms of fiscal impact, the outlined programs would cost the City $755,000 from the Economic Stability Reserve this fiscal year. She added that the payment of the BID fees would come out of next year's budget, at a cost of $115,000. Councilmember Colson discussed the Burlingame Back in Business program. She explained that the subcommittee of she and Councilmember Brownrigg worked closely with SAMCEDA. She stated that the subcommittee anticipates that approximately $50,000 from the SMC Strong fund will be awarded to local businesses in Burlingame. Councilmember Colson stated that the subcommittee is suggesting that SAMCEDA first screen the applicants for SMC Strong funding, and then any Burlingame business that don't meet the SMC Strong 11 Burlingame City Council April 20, 2020 Approved Minutes criteria would then be reviewed for the City's program. She explained that the City would have to conduct public outreach on the process. Councilmember Colson reviewed the criteria that the subcommittee proposed for the Burlingame Back in Business program: • Have a valid Burlingame business license • Have been open for business at least one year as of April 1, 2020 • Have no more than $5 million in gross annual revenue • Have a retail storefront that is open to the public that provides products and/or personal services (excluding professional services) • Have been impacted by the COVID-19 shelter -in -place order • Located within the Burlingame city limits Councilmember Colson stated that included in the program description are examples of the types of documentation that SAMCEDA and the San Mateo Credit Union are looking for when evaluating the applicants. She explained that the grant amount would be the equivalent of two months operating expenses (determined by taking an average of the last 12 months of operations as of March 1, 2020) not to exceed $10,000 and subject to the availability of funds. Councilmember Colson stated that the subcommittee was able to get the County to remove from its criteria the requirement for nothing more than $100,000 in net operating income. She explained that she and Councilmember Brownrigg spent time with SAMCEDA explaining how net operating income can be manipulated. Councilmember Colson explained that applications that are deemed complete by the San Mateo Credit Union Underwriting Committee will then be reviewed by an independent committee of SAMCEDA members for awards. She noted that in the event of oversubscription, applications will be prioritized based on the probability of successful business continuity after the shelter -in -place order is lifted and to maintain the diversity of Burlingame businesses. Councilmember Colson stated that all Burlingame small businesses would be encouraged to apply to the SMC Strong Fund regardless of whether the business meets the established screening criteria. The City of Burlingame's criteria is intended to include a broader range of businesses with gross revenue up to $5 million and no cap on employees or net income. Those small businesses that do not receive an SMC grant will be moved into the Burlingame applicant pool for further consideration. Councilmember Colson explained that within six months of the award, the City reserves the right to contact the business owner and request follow up information as to how the funds were deployed. This way the Council would be able to review the efficacy of the grant program. Mayor Beach asked if there is a possibility that Burlingame citizens could donate to the pool of funds set aside for Burlingame businesses. Councilmember Colson noted that the subcommittee asked SAMCEDA President Rosanne Foust this question, and it seemed that a portal could be created so that residents could donate directly to the Burlingame Back in Business fund. 12 Burlingame City Council April 20, 2020 Approved Minutes Mayor Beach asked if the criteria was weighted towards businesses that had been in Burlingame for longer. Councilmember Colson stated that they considered a shorter length of time in order to assist brand new businesses in Burlingame. However, after a long discussion they decided that the newer businesses are probably fairly well capitalized. Therefore, this program was geared towards businesses that had existed in Burlingame for at least a year. Councilmember Brownrigg stated that in the planning stages, the subcommittee conceived of a much more complex scoring criteria. However, they realized that this would lead to more subjectiveness. Therefore, they focused on two main criteria: will the business have a good chance of succeeding, and will it protect the City's diversity of business. Councilmember Brownrigg noted that the subcommittee originally conceived of a grant range of $5,000 to $20,000. However, they eventually agreed with SAMCEDA's suggestion to cap the grants at $10,000 so that the City could help more businesses. He added that he expects the program to be oversubscribed. City Manager Goldman stated that the one-year requirement mirrored SAMCEDA's requirement in order to make the process easier. Councilmember Ortiz stated that having gone through the Federal PPP program, it is important to have a transparent method of prioritizing these requests. He thanked his colleagues for their hard work on the program. Councilmember Colson stated that they learned from the Federal government concerning allowing individual storefronts to apply for grants. She noted that the City's program required that the application be filed by the business' headquarters. Mayor Beach opened the item for public comment. Marsha Begun thanked the City Council for putting together this program and asked that the program include solid metrics. (comment submitted via publiccommentgburlin a�g). Marilyn Higuera voiced her support for the City assisting small businesses. (comment submitted via publiccomment(d),burlin ag me.org). Mayor Beach closed public comment. Councilmember Brownrigg discussed the Kickstart Burlingame debit card program. He explained that this program was designed to assist low income families and individuals. He stated that when this was proposed at the April 6 meeting, the Council discussed utilizing PCE's screening for reduced utility rates. Councilmember Brownrigg stated that the subcommittee (Councilmember Brownrigg and Councilmember Ortiz) had to ascertain whether PCE would share the account data of who received reduced utility rates or write to those members on the City's behalf. He explained that PCE agreed to write to those individuals, and 13 Burlingame City Council April 20, 2020 Approved Minutes the letter would explain how to collect the card. He reviewed the process by which individuals would then be able to collect their card from St. Paul's. Councilmember Ortiz stated that Boston Private had agreed to store the cards in their vault because they are the bank that St. Paul's uses. Councilmember Brownrigg stated that there are pros and cons to the different debit cards that the subcommittee reviewed. He noted that the staff report included a matrix that reviewed the capabilities of the different cards. Councilmember Brownrigg explained that their original idea was to tie the debit cards to the City's zip code. However, when they reviewed the different programs available, it became clear this might not be possible. He explained that in order to limit the debit card to the City's zip code, staff would need to recruit merchants and have them agree to participate in the program. He stated that this would create a lot of difficulty. Councilmember Brownrigg stated that while the original intent of the program was to assist local businesses, it was also designed to assist low income families. He explained that the Council has heard over and over again that employees are using up their leave but that come May, many people would be in difficult situations. Therefore, the debit card would help to assist those that are the most in need. Councilmember Ortiz stated that when he thought about what a low-income family would do with a $250 gift card, it would be to spend it on groceries. He explained that grocery stores have not been shuttered and have been busier than usual. He stated that the subcommittee couldn't come up with a way to gear the cards towards local businesses without causing additional issues. Therefore, the gift cards are going to be left open, but the letter to the individuals and families will encourage them to spend the funds at local stores. Councilmember Brownrigg stated that they were informed by Mastercard and Visa experts that 70% of the funds would be spent locally. He explained that Council can be confident that a majority of the cash will be spent in Burlingame. Therefore, they recommend the Visa or Mastercard option that does not require merchants to opt in. Councilmember Colson stated that she loved the idea. She explained that when the City reaches out to merchants about the grant program, the City should explain the gift card program as well. She suggested encouraging business to give individuals a discount if they shop with the gift card. She noted that this would be the merchant's call. Councilmember Colson stated that the cards should go out when Burlingame reopens. If they go out too early, then small businesses might not benefit. Councilmember Brownrigg stated that this is a tricky situation because the debit cards are for low-income families, and the City does not know when the shelter -in -place order will be lifted. He added that most of the funds will be spent on basics. 14 Burlingame City Council April 20, 2020 Approved Minutes Mayor Beach discussed the matrix in the staff report and the pros and cons for each option. She thanked the subcommittee for including families that are on free or reduced lunches through the Burlingame School District. She asked if the subcommittee had considered utilizing Samaritan House to distribute the debit cards as they would know who needed them. Councilmember Ortiz stated that the subcommittee discussed donating any cards that aren't given out during a specified time period to Samaritan House. He explained that he was comfortable that what isn't used in this process would be utilized. Councilmember Brownrigg stated that the PCE list yields approximately 869 households in Burlingame. He stated that they reached out to Superintendent MacIsaac for information about additional households. He stated that the free and reduced lunch listing would be a second mailing done through the School District, to protect privacy. Councilmember Brownrigg stated that he wasn't in favor of giving the cards directly to Samaritan House for distribution because of their 12% administrative fee. He added that he believed this also would be a great community bonding experience of working across several organizations to assist members of the community. Mayor Beach opened the item up for public comment. There were no comments. Councilmember Colson asked if the City would receive data about how the funds were spent. Councilmember Brownrigg replied in the affirmative. He explained that the Mastercard program would allow the City to get this information. He added that the Mastercard program could also set an expiration date on the cards so that if the funds aren't used by a specified time, then the funds are returned to the City. Councilmember Brownrigg discussed making a few small language tweaks to the proposed Resolution. The proposed changes were sent to the City Clerk to incorporate into the Resolution. He noted that the changes were done to ensure that the community knew that these programs were to benefit low-income families and small businesses. Councilmember Colson made a motion to adopt Resolution Number 045-2020 with the suggested language amendments; seconded by Councilmember Brownrigg. The motion passed unanimously by roll call vote, 4- 0-1. (Vice Mayor O'Brien Keighran was recused). c. DISCUSSION AND DIRECTION REGARDING POTENTIAL ASSISTANCE FOR INDIVIDUALS AND FAMILIES IN RESPONSE TO THE COVID-19 PUBLIC HEALTH EMERGENCY City Manager Goldman stated that this is a continuation of the Council's March 25 discussion where they voted to provide $30,000 in funding to assist individuals who are struggling during this public health emergency. She explained that from the $30,000, $10,000 went to CALL Primrose and $20,000 went to Samaritan House. 15 Burlingame City Council April 20, 2020 Approved Minutes City Manager Goldman stated that individuals in need can go to the SMC Strong Fund website and file an application. She noted that the original $3 million funding from Measure K to the fund allotted $1 million towards families and individuals in need. She reviewed the requirements to obtain SMC Strong funds: • Be a San Mateo County resident • Demonstrate financial hardship resulting from COVID-19 that makes you unable to pay for basic needs, such as proof of reduction in income • Demonstrate a household income within the past 30 days at or below the income eligibility threshold • Demonstrate financial need such as a letter for past due rent from a landlord, past due utility or medical bills, emergency car repair or vehicle registration which if not addressed would create hardship for the household • Ability to maintain housing/have a plan in place to maintain housing which will be determined on a case by case basis • Note: all residents who meet the eligibility requirements, regardless of citizenship or documentation status, may apply. City Manager Goldman stated that she reviewed what other cities have done to assist their communities: • Daly City approved $100,000 in housing funds to the Daly City Community Service Center, which is their core service agency, for rental assistance. • Menlo Park has contracted with Samaritan House since 2019 to provide tenant relocation assistance at a cost of $100,000, plus a 12% administrative fee. She explained that recently, Menlo Park approved repurposing and retitling the program to include tenant rental assistance. She noted that individuals can get up to $5,000 in financial assistance to help bridge temporary financial gaps to prevent lower -income households from becoming homeless and to provide temporary relief to households that have suffered a lost of income due to COVID-19. • Redwood City, in March, allocated $150,000 of transient occupancy tax from short-term rentals to establish a COVID-19 Emergency Rental Assistance Fund to be administered by the Fair Oaks Community Center. Then in April, their Council allocated $393,000 in general funds for the Emergency Rental Assistance Fund that allows eligible applicants to receive up to $3,000 in rental support. • San Carlos established a Tenant Assistance Program that authorizes their City Manager to enter into a funding agreement designating Samaritan House to administer the program, and appropriating $112,000 from their Below Market Rate Housing Fund to fund the program. She explained that under this program, individuals and families can receive up to $5,000, and the grants can only be used for rent payments. San Carlos is also providing $30,500 in funds to assist residents with food insecurity issues. • San Mateo authorized spending $440,000 in Community Development Block Grant funding for rental assistance. • South San Francisco authorized $220,000 in rental assistance for approximately 60 households. City Manager Goldman explained that given the small size of the City's staff, staff is recommending that the City partner with one or more non-profit agencies to provide financial assistance to the City's residents affected by COVID-19. She stated that the staff report outlines three organizations that the Council should consider partnering with to assist the community. 16 Burlingame City Council April 20, 2020 Approved Minutes 1. Samaritan House She stated that the City could contract with Samaritan House to provide rental assistance to Burlingame tenants that are struggling to pay their rent during the pandemic. She explained that the City can set its own guidelines including the AMI level that the Council wants to target. She noted that San Carlos requires that households have an income at 120% AMI or below, occupy a legal unit located in incorporated San Carlos, and have a current valid lease agreement to be eligible for assistance. She added that Samaritan House charges a 12% administrative fee to manage the program. 2. HIP Housing She explained that HIP Housing is trying to raise $150,000 for its Emergency Relief Fund to provide its low- income clients and tenants who have been affected by the COVID-19 pandemic with rental assistance, childcare assistance, and/or funding to pay for basic necessities like food or medicine. She stated that the City could reach out to HIP Housing about having a Burlingame specific program. 3. CALL Primrose She stated that staff and Council have been hearing a lot on the County calls about food insecurity issues in the County. She explained that the City could choose to make an additional donation to CALL Primrose to help individuals struggling to afford food. She noted that the CALL Primrose Executive Director Terri Boesch told her that the organization cannot ensure that the funds are only used to assist Burlingame residents. She stated that she was informed that Burlingame residents typically make up roughly 16% of their base. However, between January 30 and April 13, CALL Primrose saw a 58% increase in Burlingame households availing themselves of their services. City Manager Goldman stated that the fiscal impact is unknown as it hasn't been determined how much the City will donate. She noted that on the last program, the City funded $500,000 for small businesses in this fiscal year and $250,000 for families and businesses. Vice Mayor O'Brien Keighran asked why CALL Primrose can't ensure that the funds would go to Burlingame residents. City Manager Goldman stated that she was informed that this isn't the way they track the data and that they aren't capable of doing it that way. Councilmember Brownrigg stated that when he talked to CALL Primrose, he was informed that they partnered with Second Harvest Food Bank. He explained that Second Harvest Food Bank has a policy that they don't want to discriminate against families based on their location. Accordingly, they frown on participating in a program where some individuals can avail themselves of a program based on their location and others can't. Councilmember Brownrigg asked if the City had started collecting housing impact fees. City Manager Goldman replied in the negative. She explained that the residential projects that have been approved have decided to build units in lieu of fees. She added that none of the commercial projects have gotten to the point where they would have to pay the fees. 17 Burlingame City Council April 20, 2020 Approved Minutes Councilmember Brownrigg asked if the City could advance those fees (from the commercial projects) to assist individuals now. Finance Director Augustine stated that she wasn't sure and would need to review the ordinance. Councilmember Colson stated that she liked the idea of partnering with HIP Housing. She noted that she believed that the pandemic could result in individuals needing to move into shared housing become of the economic downturn. She asked how the City Manager envisioned this partnership working. City Manager Goldman stated that HIP Housing is raising funds for an emergency relief fund. She explained that the City could donate to this fund and discuss with HIP Housing whether funds could be targeted towards their Burlingame clients. Councilmember Colson stated that she liked HIP Housing's emergency relief fund because it included childcare assistance. She asked about funding the Parks and Recreation summer programs as it acts as daycare for many residents of Burlingame. City Manager Goldman stated that staff is unsure whether they will be able to have programs this summer. Vice Mayor O'Brien Keighran concurred with Councilmember Colson. She explained that HIP Housing had a history being a good partner to the City. She added that she liked the diversity of HIP Housing's emergency relief fund. Councilmember Ortiz asked if HIP Housing has an administrative fee. City Manager Goldman stated that she would need to check with HIP Housing. Mayor Beach asked if she was correct that the Samaritan House program provides emergency rental and utility payment assistance. City Manager Goldman replied in the affirmative. Mayor Beach asked if Samaritan House also assisted with food insecurity. City Manager Goldman explained that Samaritan House informed her that the City could create their own program that could include food insecurity. Councilmember Brownrigg stated that in reading the description of HIP Housing's program, it wasn't clear that the funds would be targeted towards Burlingame. City Manager Goldman stated that HIP Housing's emergency relief fund is not targeted towards Burlingame but that the City could ask them to manage and target funds to Burlingame. Councilmember Colson stated that she has been working at Samaritan House. She discussed how the program works. She explained that the City could offer vouchers to Burlingame residents to pick up food at Samaritan House. Councilmember Brownrigg stated that he thought the City should focus on rental and daycare assistance. Mayor Beach opened the item up for public comment. 18 Burlingame City Council April 20, 2020 Approved Minutes Jenny voiced her gratitude that the City was working to assist the community during the pandemic. (comment submitted via Zoom chat). Mayor Beach closed public comment. Mayor Beach stated that she liked the flexibility of HIP Housing's program. She noted that clients of HIP Housing tend to be individuals and that there were also families in need. She stated that Samaritan House assists a broader spectrum of people and thought the Council should consider donating to both organizations. Mayor Beach discussed the food insecurity in the County. She explained that she was told that CALL Primrose has 346 new client families in March versus the typical 27 new clients per month. She stated that she would also be in favor of funding CALL Primrose. Mayor Beach stated that she thought the Council should consider funding these programs with a number that is commensurate with what the City is investing in the business program minus the $250,000 in the kickstart program. She explained that she believed the Council should approve between $500,000 and $600,000 in funding for families and individuals. Councilmember Ortiz discussed the need to ensure that the City is helping undocumented workers that might not qualify for other assistance programs. He noted that he believed all the organizations that the City Manager had listed would be great. He added that before the Mayor spoke, he was thinking the City should donate $300,000 but was open to more. Councilmember Colson reminded her colleagues that the $500,000 funding for small businesses creates jobs, which allows people to pay their rent and buy food. Therefore, she suggested putting $250,000 towards assisting individuals and families. She explained that this amount added with the $250,000 for the Kickstart Burlingame program would add up to $500,000 for individuals and families and therefore would match the $500,000 for small business grants. Councilmember Colson stated that she liked Councilmember Brownrigg's idea of advancing housing impact fees. Councilmember Brownrigg discussed targeting funds for renter assistance since the Kickstart Burlingame program will help residents with groceries. Mayor Beach stated that she leaned into using General Fund money instead of future housing impact fees. She explained that she believed there would be a need to use the housing impact fees for affordable housing projects in the future. She noted that Burlingame would not be the first city to utilize General Funds to assist with rental assistance. Vice Mayor O'Brien Keighran stated that she didn't think the Council should only use the funds for rental assistance. She discussed the older citizens that need help purchasing medicine and food. She added that she agreed that the City should set aside $250,000 to assist individuals and families. She stated that she thought the funds should be targeted towards Burlingame residents. 19 Burlingame City Council April 20, 2020 Approved Minutes Councilmember Ortiz stated that Samaritan House would allow geographic restriction and HIP Housing would most likely allow the same restriction. He suggested giving $100,000 to Samaritan House, $100,000 to HIP Housing, and $50,000 to CALL Primrose. Councilmember Brownrigg supported Councilmember Ortiz's suggestion. He stated that if the City puts $1 million into grants, that it is a significant gift from the City of Burlingame. He noted that he believed there would be no shortage of opportunities for the City to provide to organizations in the future. He stated that the City needed to think about its own resources. Therefore, he explained he would be more comfortable going beyond the $1 million marker after budget conversations in May. Councilmember Colson agreed with Councilmember Ortiz's suggestion. She noted that when she talks to the restaurants in Burlingame, she tells them to send their people to CALL Primrose for assistance. She stated that CALL Primrose is also assisting individuals who work in Burlingame. City Manager Goldman asked if the $100,000 to Samaritan House would include the $12,000 administrative fee or if they should be given on top. Mayor Beach stated that she would feel comfortable putting it on top. Councilmember Colson stated that if HIP Housing has a fee, she would want the City to cover that as well. She suggested that if the housing linkage fees show up, the Council could reserve the option to reimburse the General Fund for the $200,000 that was going for rental assistance. Councilmember Brownrigg asked if part of the $50,000 that is being allocated towards CALL Primrose should be redirected to Meals for Mills to aid healthcare workers. Mayor Beach stated that she felt that program had a lot of momentum and therefore these funds should go towards low income individuals and families. City Manager Goldman noted that for Samaritan House, the City can set its AMI level. She asked if the Council would like to copy San Carlos and set it at 120% AMI. The Council agreed. 11. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS a. MAYOR BEACH'S COMMITTEE REPORT b. COUNCILMEMBER COLSON'S COMMITTEE REPORT 12. FUTURE AGENDA ITEMS Mayor Beach suggested considering having certain streets limited to through traffic in order to allow for more pedestrian and bicycle room during the shelter. The Council agreed to agendize this item. 20 Burlingame City Council April 20, 2020 Approved Minutes 13. ACKNOWLEDGEMENTS The agendas, packets, and meeting minutes for the Planning Commission, Traffic, Safety & Parking Commission, Beautification Commission, Parks and Recreation Commission, and Library Board of Trustees are available online at www.burlin ag me.org. 44. ADJOURNMENT Mayor Beach adjourned the meeting at 10:46 p.m. in memory of Martha May. Respectfully submitted, /s/ Meaghan Hassel -Shearer City Clerk 21 Burlingame City Council April 20, 2020 Approved Minutes