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HomeMy WebLinkAbout2014-09-22 City Council Action MinutesCITY OF PALO ALTO CITY COUNCIL ACTION MINUTES Page 1 of 5 Special Meeting September 22, 2014 The City Council of the City of Palo Alto met on this date in the Council Chambers at 6:00 P.M. Present: Berman, Burt, Holman arrived at 6:10 p.m., Klein, Kniss, Price, Scharff, Schmid, Shepherd Absent: Closed Session 1. CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his designees pursuant to Merit System Rules and Regulations (James Keene, Lalo Perez, Joe Saccio, Kathryn Shen, Sandra Blanch, Dania Torres Wong) Unrepresented Employee Group: Management, Professional and Confidential Employees Authority: Government Code Section 54957.6(a) 2. CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his designees pursuant to Merit System Rules and Regulations (James Keene, Lalo Perez, Melissa Tronquet, Joe Saccio, Molly Stump, Walter Rossman, Nancy Nagel, Dennis Burns, Mark Gregerson, Kathryn Shen, Dania Torres Wong) Employee Organization: Palo Alto Police Officers Association (PAPOA) Authority: Government Code Section 54957.6(a) MOTION: Council Member Scharff moved, seconded by Council Member Burt to not go into Closed Session on Agenda Item Number 1. SUBSTITUTE MOTION: Council Member Berman moved, seconded by Council Member Scharff to schedule a broader Council policy discussion on October 6, 2014, regarding whether to discuss compensation for non-represented employees in public or in closed session, and to continue Agenda Item Number 1 until after the policy discussion. ACTION MINUTES Page 2 of 5 City Council Meeting Action Minutes: 09/22/14 SUBSTITUTE MOTION PASSED: 8-1 Kniss no The City Council went into the Closed Session at 6:36 P.M. The Council returned from the Closed Session at 7:30 P.M. and Mayor Shepherd announced no reportable action. Agenda Changes, Additions and Deletions Staff requests Agenda Item Number 5- “Request for Approval of a Blanket Purchase Order with Granite Rock Company in the Amount of $1,200,000 to be the Primary Supplier of Asphalt Concrete Products for Both the Public Works and Utilities Departments Over a Three Year Period from September 22, 2014 through September 21, 2017” be pulled to be continued to a date uncertain. Consent Calendar MOTION: Council Member Berman moved, seconded by Council Member Price to approve Agenda Item Numbers 3-4, and 6-7, and to continue Agenda Item Number 5 until October 6, 2014. 3. Policy and Services Committee Recommendation to Accept the Auditor’s Office Quarterly Report as of June 30, 2014. 4. Human Relations Commission Funding Recommendation for Distribution of Additional Human Services Resources Allocation Funding for FY2015 in the Amount of $68,380. 5. Request for Approval of a Blanket Purchase Order with Granite Rock Company in the Amount of $1,200,000 to be the Primary Supplier of Asphalt Concrete Products for Both the Public Works and Utilities Departments Over a Three Year Period from September 22, 2014 through September 21, 2017. 6. Request for Authorization to Increase Compensation of Legal Services Contract with Kaplan Kirsch Rockwell, LLP by an Additional $250,000 For a Total Contract Not-to-Exceed Amount of $275,000 and Adoption of a Budget Amendment Ordinance 5270 entitled “Budget Amendment Ordinance of the Council of the City of Palo Alto Increasing Funding by an Additional $200,000.” ACTION MINUTES Page 3 of 5 City Council Meeting Action Minutes: 09/22/14 7. Finance Committee Recommends Adoption of Municipal Code Changes Eliminating Palo Alto Municipal Code Section 2.08.145, titled “Consultation with City Auditor” and Amending Palo Alto Municipal Code Section 2.08.150 Titled “Department of Administrative Services” and Section 2.28.090, titled “Lapse of Appropriations” to Clarify Roles for Reviewing Fiscal Procedures and Roles of City Auditor and Administrative Services Department and Lapse of Appropriations. MOTION PASSED: 9-0 Action Items 8. Council Review of Draft Ordinance Creating a Business Registry; Policy Direction Regarding Business Registry Questionnaire and Update on Staff’s Implementation Plan. MOTION: Mayor Shepherd moved, seconded by Council Member Scharff to: 1) approve the Staff approach to engage our software vendor, Accela, for set-up, licensing and implementation costs related to the creation of a Business Registry Certificate Program (BRC) and for the City to engage Truepoint Solutions for pre and post go-live software staffing augmentation needs; 2) direct Staff to return to Council with a Budget Amendment Ordinance (BAO) for Fiscal Year 2015 for the BRC software start-up costs, including program development and outreach for the remainder of the fiscal year; and 3) direct Staff to return to Council in October with the ordinance creating a business registry for Palo Alto. MOTION PASSED: 9-0 9. Rejection of Construction Bids for the Palo Alto Municipal Golf Course Reconfiguration Project and Adoption of a Budget Amendment Ordinance 5271 entitled “Budget Amendment Ordinance of the Council of the City of Palo Alto in the Amount of $708,495 in Revenues and $168,036 in Expenses to Operate the Golf Course From September 1, 2014 to February 28, 2015, and Establish an FY 2016 Golf Course Operating Loss Reserve from the Net Revenue of Golf Course Operations in the Amount of $540,459 (Continued from September 8, 2014).” MOTION: Vice Mayor Kniss moved, seconded by Council Member Scharff to: 1. Reject all construction bids received on April 15, 2014 for construction of the Palo Alto Municipal Golf Course Reconfiguration Project (Project), Capital Improvement Program Project PG-13003; and ACTION MINUTES Page 4 of 5 City Council Meeting Action Minutes: 09/22/14 2. Direct staff to re-advertise the Project for competitive bids, with timing contingent on securing the regulatory permits needed for the Project; and 3. Adopt the Budget Amendment Ordinance (BAO) amending the Community Services Department operating budget in the amount of $708,495 in revenues and $168,036 in expenses to fund operation of the Golf Course from September 1, 2014 to February 28, 2015 and establish an FY 2016 Golf Course Operating Loss Reserve in the General Fund in the amount of $540,459. MOTION PASSED: 9-0 10. Approval of Contract No. C15152971 in the Amount of $658,527.32 with Contract Sweeping Services for the First Year of a Five Year Term for Street Sweeping Services. Approval of Reduction in the Frequency of Street Sweeping in Residential/Light Commercial Areas from Weekly to Every Other Week Only During the Non-Leaf Season. Approval of Budget Amendment Ordinance 5272 entitled “Budget Amendment Ordinance of the Council for the City of Palo Alto with Impacts to Various Funds to Reflect Savings Due to Implementing the Efficiency and Cost Savings Plan. Approval of Amendments to the Table of Organization Reflective of the Proposed Elimination of Seven Positions Budgeted in FY 2015. Approval of Decrease in the Refuse Rate Street Sweeping Fixed Fee from $6.66 per Single Family Residence to $5.26.” MOTION: Council Member Berman moved, seconded by Council Member Price to: 1. Approve and authorize the City Manager or his designee to execute the contract with Contract Sweeping Services for an amount not to exceed $658,527 in the first year, including an initial base amount of $598,661 and an initial additional services amount of $59,866; and 2. Direct the City Manager or his designee to maintain the contract for up to four additional years provided the contractor is responsive to the City’s needs and the quality of the contractor’s work is acceptable. The not to exceed amounts will be adjusted annually, and shall be tied to the Consumer Price Index for Urban Wage Earners and Clerical Workers for the San Francisco-Oakland-San Jose area. Funding for each additional year is contingent upon Council approval of that Fiscal Year’s budget; and 3. Approve reducing the frequency of street sweeping in residential/light commercial areas from weekly to every other week only during the non- ACTION MINUTES Page 5 of 5 City Council Meeting Action Minutes: 09/22/14 leaf season; and 4. Approve the Budget Amendment Ordinance to reflect the impact of implementing the efficiency and cost savings plan (as described below), including a reduction of seven budgeted positions (1.0 Lead Heavy Equipment Operator, 1.0 Heavy Equipment Operator, and 5.0 Street Sweeper Operators); and resulting changes to the Table of Organization; and 5. Approve decreasing the Refuse Rate street sweeping monthly fixed fee from $6.66 per single family residence to $5.26 in order for residents to realize the cost savings from these Council actions. MOTION PASSED: 9-0 Inter-Governmental Legislative Affairs None Council Member Questions, Comments and Announcements Council Member Holman requested the meeting be adjourned in memory of Ellen Wyman who had recently passed at the age of 86. She was involved with the Palo Alto League of Women Voters, co-founded the Palo Alto Civic League, and served as President of Friends of the Palo Alto Library. In 2005, she was awarded the Avenidas Lifetime of Achievement Award. ADJOURNMENT: The meeting was adjourned in memory of Ellen Wyman at 11:03 P.M.