CITY OF ELK GROVE Incorporated. July 1, 2000  MINUTES OF THE CITY COUNCIL Wednesday, February 24, 2016  REGULAR MEETING  CALL TO ORDER /ROLL CALL  Vice Mayor Ly called the regular City Council meeting of February 24, 2016 to order at  6:25 p.m.  Present: Vice Mayor Ly and Council Members Detrick, Hume, and Suen.  Absent: Mayor Davis.  Council Member Detrick led the Pledge of Allegiance. Vice Mayor Ly asked that a moment of silence be observed.  APPROVAL OF AGENDA  Motion: M/S Detrick/Hume to approve the agenda as presented. The motion passed by the following vote: Ayes: 4 (Ly, Detrick, Hume, and Suen); Noes: 0; Absent: 1  (Davis). CLOSED SESSION None.  PRESENTATIONS/ANNOUNCEMENTS  4.1 Senior Chaplain Mindi Russell gave a presentation on the Sacramento Law Enforcement Chaplaincy. She noted the organization had been in operation for 39 years, and maintained support of over 150 volunteers. The Sacramento Law Enforcement Chaplaincy provided support to law enforcement staff and community members that experienced being victims of crime. The organization also worked in schools, providing 4,600 call-outs last year and provided 96,000 hours of on-call support services over the phone. She was appreciative of funding provided by the Elk Grove Police Department to provide services for first responders, their families, and the community, and requested consideration of an additional $40,000 for developing a team  serving the area of the Elk Grove Unified School District.  PUBLIC COMMENT  Students from Elizabeth Pinkerton Middle School proposed establishing a citywide ban on plastic bags. Other counties and cities had taken steps to reduce the environmental impact of plastic bags, and the students shared studies how banning plastic bags from commercial circulation decreased emissions, reduced waste, and improved the environment. They noted a referendum had qualified for the ballot to overturn SB 270,  Elk Grove City Council Regular Meeting, February 24,2016 Page1of9    the state ban on commercial plastic bags, but requested in anticipation of the referendum that Elk Grove take the initiative and issue a ban on plastic bags. Judy Sala representing Elk Grove Food Bank Services requested the community to donate to the homeless and low-income residents of Elk Grove. She announced Elk Grove Food Bank Services was now a Cal Fresh outreach facility, coordinating the state food stamp program in Elk Grove and the entire area of the Elk Grove Unified School Michael Monasky addressed the history of floods and droughts in California, providing a report by the Public Policy Institute of California (filed) of flood risk costs to the state, estimating $34 billion in investment by the state was needed to upgrade flood management systems. He noted requirements for flood insurance reduced the economic cost of flooding when it occurred, and provided a disincentive for communities to develop in high-risk areas. He believed the climate was changing and many current flood management systems would become obsolete within decades. He voiced support for modern flood management practices to restore water supplies rather than channelize waters away. Mr. Monasky requested at the joint meeting on the General Plan Update that the City Council and Planning Commission consider establishing policy threshoids to address 500-year flood events (not 200- or 100-year events), noting Judy Baur presented operational information (filed) of the non-profit animal shelter she ran and expressed interest in a partnership with Elk Grove in forming a separate 501(c)3 to help Elk Grove manage its overpopulation of stray animals with a humane shelter. She believed a phased approach could be implemented to add services as Lynn Wheat stated she took part in a fundraiser event in support of Elk Grove Food Bank Services, and submitted items awarded to council members presented at the event. She supported giving donations to Elk Grove Food Bank Services and other local non-profit organizations providing assistance services, and requested the City assist the Elk Grove Food Bank Services in finding a new location for its facilities.  District.  the Sacramento region was the highest risk in the nation for flooding.  resources become available.  GENERAL ADMINISTRATION INFORMATION  City Manager Laura Gill reviewed the February 24, 2016 Administrative Report (filed).  COUNCIL COMMENTS/REPOREPORTS/FUTURE AGENDA ITEMS  Council Member Detrick attended the community meeting held in East Franklin to address criminal incidents that had occurred in that general area over the first couple of weeks of February. He spoke to the Coldwell Banker real estate team providing updates of City projects and on-going programs. He attended an event fundraiser in conjunction with the Sacramento Association of Realtors to raise money for non-profit organizations, and attended the Sacramento Asian Pacific Chamber of Commerce installation and awards dinner. He met with representatives of the Howard Hughes Corporation who expressed their interest to open the mall, but wanted to first procure  Elk Grove City Council Regular Meeting, February: 24,2016 Page2of9    leases for 50% of the site prior to construction (and were at 40% currently). The Council Member Hume attended the Sacramento Transportation Authority meeting reviewing negotiations for a new executive director. He attended the Sacramento Regional Transit District Board meeting which received the mid-year budget status report projecting less of a deficit than projected, but also corrected an accounting issue of not prefunding retired employee costs (previously it was not booked as a liability or expense, just listed as a footnote in financial documents). He reported the Sacramento Regional County Sanitation District Board of Directors meeting had been canceled. Mr. Hume attended the community meeting for the Sheldon Road / Bradshaw Road interchange, attended an American Leadership Forum session, and served as Council Member Suen attended the Sacramento Area Council of Governments meeting which approved the funding swap between the City and the Capital SouthEast Connector Joint Powers Authority, and approved the Metropolitan Transportation Plan/ Sustainable Communities Strategy (MTP/SCS) 2035, a 20 year strategic plan investing $35 billion in transportation projects throughout our region. Mr. Suen attended several lunar new year events, and gave a presentation on projects of the Department of Water Vice Mayor Ly attended the community meeting held in East Franklin at Toby Johnson Middie School and noted the positive comments from the public regarding the Police Department. He attended the Beat One meeting held by the Police Department, and participated in the Service Excellence Award Luncheon for City staff. Mr. Ly requested, and received City Council consensus, to receive a report from staff regarding the  construction window had been compressed into a ten month window.  auctioneer for the Police Explorers' benefit dinner.  Resources to the Sacramento Area Realtors Association.  plastic bag ban requested during public comments.  CONSENT CALENDAR ITEMS PUBLIC COMMENT  Lynn Wheat addressed Item 8.12 for the project for the Waterman Road Pavement Rehabilitation and Bike Lanes (Bond Road to Sheldon Road) Project and to consider a bike lane separate from the road. She noted her advocacy ten years ago to require bike racks and places for bikes to be parked in the retail centers, displaying an image of a bike locked to a post in a retail center, and noted within the past year the City Council had decided to encourage retail centers to provide areas for bikes to park. Council Member Hume requested in relation to Item 8.11 for the Citywide Decorative Streetlight LED Conversion Project to post the before and after pictures of the Motion: M/S Hume/Detrick to approve the Consent Calendar as presented. The motion passed by the following vote: Ayes: 4 (Ly, Detrick, Hume, and Suen);  diminished light glare as a result of the project on the City website.  Noes: 0; Absent: 1 (Davis).  Agenda Item No. 8.1: Received January 2016 Treasurer's Report.  Elk Grove City Council Regular Meeting, February 24, 2016 Page 3of9    Agenda Item No. 8.2: Received Automatic Clearing House Nos. 11145 through 11253 dated January 1, 2016 through January 31, 2016; General Warrant Nos. 95345 through 95792, and Electronic Fund Transfer Nos. 90070702 through 90070721. Agenda Item No. 8.3: Approved City Council meeting Minutes: 1) September 23, 2015 regular; 2) October 14, 2015 special; 3) October 14, 2015 regular; 4) October 28, 2015 special; 5) October 28, 2015 regular; and 6) November 18, 2015 5 p.m. special. Agenda Item No. 8.4: Received report on City Manager approved purchases and contracts authorized by Elk Grove Municipal Code Chapter 3.42 Contracts and Agenda Item No. 8.5: Received report on Requests for Proposals, Qualifications, and Agenda Item No. 8.6: Adopted Resolution No. 2016-021 authorizing the City Manager to execute an amendment to the City of Elk Grove Economic Development Agreement Agenda Item No. 8.7: Adopted Resolution No. 2016-022 authorizing the City Manager to execute an amendment to contract C-11-221 with Gilbert Associates, Inc., for Annual Audit Services, authorizing an additional expenditure of $75,000 [for a total expenditure Agenda Item No. 8.8: Adopted Resolution No. 2016-023 authorizing the City Manager to execute a three-year contract, with an optional two-year extension, with Professional Landscaping Solutions Inc. of Sacramento to provide landscaping services for City Agenda Item No. 8.9: Adopted Resolution No. 2016-024 establishing a policy for the retention of audio/video records on transit vehicles, and authorizing the destruction of Agenda Item No. 8.10: Adopted Resolution No. 2016-025 authorizing the City Manager to enter into a contract to purchase two Starcraft Ford Cutaway compressed natural gas (CNG) transit buses from Creative Bus Sales, Inc. in an amount not-to- Agenda Item No. 8.11: Adopted Resolution No. 2016-026 finding the Citywide Decorative Streetlight LED Conversion Project (WSL005) exempt under the California Environmental Quality Act; authorizing the City Manager to execute a construction contract with St. Francis Electric in the amount of $545,748; authorizing the City Engineer to approve change orders not-to-exceed $81,862; and authorizing the City Manager to execute a construction contract with the second lowest bidder if the first lowest bidder does not meet filing obligations and direct that excess Interfund Loan  Purchasing, filed through February 17, 2016.  Bids.  with the Greater Sacramento Area Economic Council.  oft funds over the contract term not-to-exceed $472,500].  facilities in an amount not-to-exceed $155,000.  records pursuant to the approved retention schedule.  exceed $240,000.  proceeds be returned to the Capital Reserve Fund.  Elk Grove City Council Regular Meeting. February 24,2016 Page4of9    Agenda Item No. 8.12: Adopted Resolution No. 2016-027 authorizing the City Manager to execute a contract with Bennett Engineering Services for Professional Environmental and Engineering Services associated with the Waterman Road Pavement Rehabilitation and Bike Lanes (Bond Road to Sheldon Road) Project (WPR010) for a term of five years in an amount not to exceed $498,842. Agenda Item No. 8.13: Adopted Resolution No. 2016-028 authorizing the City Manager to execute a Memorandum of Understanding (MOU) with "Women Escaping A Violent Environment" (WEAVE) for the purpose of submitting a grant application to the U.S. Department of Justice for a Domestic Violence Response Team and execute all documents necessary to receive up to $180,000 in grant funding if awarded.  PUBLIC HEARINGS  Agenda Item No. 9.1: A public hearing to consider a Special Planning Area Amendment for the Elk Grove Auto Mall SPA (EG-15-041; APN 132-0410-036).  RECOMMENDATION  By a vote of 5-0 at its February 4, 2016 meeting, the Planning Commission 1) Finding no further CEQA review is necessary for the Elk Grove Auto Mall SPA Amendment Project (EG-15-041) pursuant to Section 15162 (Subsequent EIRs and Negative Declarations) of Division 6 of Chapter 3 of Title 14 of the California Code of 2) Approving a Special Planning Area Amendment for the Elk Grove Auto Mall SPA Amendment Project (EG-15-041), subject to the findings and conditions of approval With the aid of an overhead presentation (filed), Nathan Anderson, Associate Planner, provided an overview of the staff report and recommended actions. The amendment to Special Planning Area established by the Courity in 1999 would allow for the replacement of an existing 55-foot freeway oriented sign with a new 80-foot tall illuminated, changeable copy LED sign on the same parcel in the same general location. The top of the sign's face would top out at 68 feet with an additional pylon on top making the sign 80 feet high total from the finished grade to the peak of the sign. The proposed sign would provide six times as many pixels as the existing sign which would provide sharper, clearer images. It had auto-dimming capabilities and over a thousand levels of light output, allowing the leveis to change depending on the time of day, and would be limited to emit 0.3 foot candles of light above ambient light levels. The SPA encouraged modern aesthetics for the Auto Mall, this would provide improved technology and was more energy efficient (10% to 20% more efficient even though larger than the existing sign). The sign originally analyzed in 2006 was done as an 80- foot sign sO no further environmental review was required for the project. The Planning Commission heard this item on February 4, 2016, and recommended approval. Council Member Hume noted when the original sign was being approved there was a lot of community outcry, but after installation the sign had proven to not be intrusive to the neighbors across the freeway. The advertising sign was critical to the Auto Mall's  recommends the City Council adopt a resolution:  Regulations (State CEQA Guidelines); and included in the draft Resolution.  Elk Grove City Council Regular Meeting, February: 24,2016 Page 5of9    operations, was more customizable, and he appreciated the Auto Mall had upheld the  Conditions of Approval providing community advertising on the sign.  Vice Mayor Ly declared the public hearing open.  Nate Buchaklian, with YESCO Signs, the sign fabricator for the Auto Mall sign, described the auto dimming capabilities of the display and backup systems allowing the sign to be programmed to dim at different levels. He noted the sign had received California's UL Green Leaf Certification for energy efficiency standards, resulting in  lower power usage and lower maintenance costs for the Auto Mall.  PUBLIC COMMENT None.  Vice Mayor Ly declared the public hearing closed.  Motion: M/S Detrick/Hume to adopt Resolution No. 2016-029 finding no further CEQA review is necessary for the Elk Grove Auto Mall SPA Amendment Project (EG- 15-041) pursuant to Section 15162 (Subsequent EIRs and Negative Declarations) of Division 6 of Chapter 3 of Title 14 of the California Code of Regulations (State CEQA Guidelines); and approving a Special Planning Area Amendment for the Elk Grove Auto Mall SPA Amendment Project (EG-15-041), subject to the findings and conditions of approval included in the draft Resolution. The motion passed by the following vote: Agenda Item No. 9.2: A public hearing to consider a Conditional Use Permit to allow operation of a restaurant and a Zoning Amendment to modify prevousiy-approved conditions of approval for an existing 1,650 square foot building on an approximately 1.5-acre parcel for the Sheldon Farm BBQ Restaurant Project located at 10527 Sheldon  Ayes: 4 (Ly, Detrick, Hume, and Suen); Noes: 0; Absent: 1 (Davis).  Road (EG-15-020; APN: 127-0090-079).  RECOMMENDATION  By a vote of 4-0 (Maita recused) at its February 4, 2016 meeting, the Planning 1) Finding no further CEQA review is necessary for the Sheldon Farms BBQ Project (EG-15-020) pursuant to Section 15301 (Existing Facilities) of Division 6 of Chapter 3of Title 14 of the California Code of Regulations (State CEQA Guidelines); and 2) Approving the Sheldon Farms BBQ Project (EG-15-020) subject to the findings and With the aid of an overhead presentation (filed), Nathan Anderson, Associate Planner, provided an overview of the staff report and recommended action. The Sheldon Farms Barbecue sought two entitlements of a Conditional Use Permit (CUP) to operate the restaurant within a 1,650 square foot building in a Limited Commercial (LC) zoning district and a zoning amendment to modify three previous Conditions of Approval placed on the original project when rezoned in 2006. The 2006 project was conditioned requiring a CUP for restaurant uses as neighbors in the area wanted a mechanism to prohibit chain restaurants that they believed would change the rural, Sheldon area. He reviewed the project layout, noting the previous use of the site was the Sheldon Farms  Commission recommends the City Council adopt a resolution:  conditions of approval contained in the resolution.  Elk Grove City Council Regular Meeting, February 24,2016 Page 60f9    Market for 15 years. The main access would be off of Sheldon Road, as the access off of Grant Line Road would be gated and only used for emergency vehicles. The site required 25 parking spaces and the project proposed 40. Lighting on the site required a minimum of 1 foot candle light be maintained with a maximum not to exceed 4 foot candles of light, the project proposed maintaining the minimum to prevent other impacts int the area, with the average maintained at 2.9 foot candles of light. The floor plan provided 74 total seats, 12 on the outdoor patio area (the outdoor area would be conditioned sO no amplified music could be played). The prior project had Conditions of Approval that were placed on it as part of the rezone, and this project requested modification of Conditions 5, 7, and 8 proposing to obtain an ABC license to sell alcohol as part of the restaurant use. The final condition modified hours of operation extending the closing time from 8:00 p.m. to 10:00 p.m. The project was found exempt from the California Environmental Quality Act (CEQA) and the Planning Commission heard this In reply to Council Member Hume, Mr. Anderson stated the height of the lights was  item on February 4, 2016, and recommended approval.  proposed at 12 feet.  Vice Mayor Ly declared the public hearing open.  Jeffrey Adkins, project applicant, noted the restaurant would be a new business at that location, and that he also operated the Sheldon Inn down the street. He noted the experience at Sheldon Inn was that the restaurant would close down on the weekends before 10:00 p.m. and that was the reason why there was no request for later hours of operation. He noted the lighting could be adjusted with photo cells that dim the lights, and noted he was amenable to the suggestion to include extra landscaping via trees to Council Member Hume held concerns about lighting, and though shielding was conditioned there could still be glare from the lights. He encouraged planting additional landscaping between the lights and the surrounding properties, or go to a lower light which might require more poles, or paint the inside of the shields to diminish any glare Mr. Atkins noted on the other properties in the vicinity where they improved the lighting LED lights were utilized that reduced all glare, and that was the plan for this location. He believed a bigger concern for the rural area was the Capital SouthEast Connector Project that would bring increased traffic and likely increased lighting from vehicles, Council Member Hume stated the Capital SouthEast Connector Joint Powers Authority was conducting a constraints and opportunities analysis of existing conditions, were meeting with residents and businesses, and planned to provide design guidelines and  screen the property for surrounding neighbors.  and keep in character with the darker, rural area.  street lights, and signalized intersections.  standards unique to the Sheldon Area.  PUBLIC COMMENT  Joey Tomko supported the project and requested issues with the stop light on Sheldon  Road / Grant Line Road be addressed.  Elk Grove City Council Regular Meeting, February: 24,2016 Page7of9    Council Member Detrick believed there were issues with that stop light, and to look at the right-hand turn lane to provide space for vehicles with trailers to turn. Council Member Hume believed there were also issues of timing of the Sheldon Road light with the Wilton Road light, and the stacking lane for the left turn off of Grant Line  Road onto Wilton Road.  Vice Mayor Ly declared the public hearing closed.  Motion: M/S Detrick/Hume to adopt Resolution No. 2016-030 finding no further CEQA review is necessary for the Sheldon Farms BBQ Project (EG-15-020) pursuant to Section 15301 (Existing Facilities) of Division 6 of Chapter 3 of Title 14 of the California Code of Regulations (State CEQA Guidelines); and approving the Sheldon Farms BBQ Project (EG-15-020) subject to the findings and conditions of approval contained in the resolution. The motion passed by the following vote: Ayes: 4 (Ly, Detrick, Hume  and, Suen); Noes: 0; Absent: 1 (Davis).  REGULAR AGENDA ACTION ITEMSI /RECOWMENDATIONS  Agenda Item No. 10.1: Consider adopting a resolution that subjects the City of Elk Grove to the California Uniform Public Construction Cost Accounting Act (UPCCAA) and approves the Elk Grove UPCCAA Policy and Procedures; and consider introduction of an ordinance making amendments to the Elk Grove Municipal Code for the purpose  of adopting UPCCAA. RECOMMENDATION  Staff recommends consideration of the following actions:  1) Adopt resolution that subjects the City of Elk Grove to the UPCCAA; and approves Elk Grove Uniform Public Construction Cost Accounting Policies and Procedures; 2) introduce and waive the full reading, by substitution of title only, an ordinance amending Elk Grove Municipal Code Chapter 3.42 to adopt the provisions of the California Uniform Public Construction Cost Accounting Act (UPCCAA). With the aid of an overhead presentation (filed), Rick Carter, Capital Program Manager, provided an overview of the staff report and recommended actions. The item would implement the policies and procedures for the City to utilize the Uniform Public Construction Cost Accounting Act (UPCCAA) allowing for a simplified bidding process for smaller public works projects, and reducing costs to put such projects out to bid and award them. The current public contract code required any project with costs over $5,000 must be publicly bid, which required preparation of plans and specifications for the bid documents, advertisement in the local newspaper and trade journals, and returning the matter for approval by the City Council to award those construction contracts. UPCCAA allowed three tiers for bidding: 1) projects in the range of $5,000 to $45,000 would follow the City's purchasing policy, 2) projects in the range of $45,000 to under $175,000 would allow for UPCAA's informal bidding process, 3) and projects over $175,000 would use the existing formal bidding process. For projects between $5,000 and $45,000 a minimum three quotes were required with the award considered on the  and  Elk Grove City Council Regular Meeting, February. 24,2016 Page 8of9    basis of the low bid determined by the City Manager, any such award would be reported to the City Council with the regular report on City Manager authorized purchases and contracts. UPCCAA allows for a negotiated contract for projects under $45,000, and the UPCCAA policies not did change any of the other state laws related to bidding. UPCCAA also allowed for force accounts for work conducted by City staff, but staff did not anticipate using these provisions due to the onerous tracking requirements. For bids in the $45,000 to $175,000 category UPCCAA required establishment of an annual registered contractors list (with advertising of the list in trade journals and providing for adding licensed contractors to that list). The bid process at this range allowed for preparing bid documents sufficient to define the scope and construction standards (but did not require extensive plans and specifications). A 10-day notice period was required ine either trade journals or to the registered contractors list, and the award based on low bid determined by the City Manager (that would be reported back to the City Council). Mr. Carter noted an error in the staff report that the ordinance title neglected to note a  new Chapter 3.50 was being added to the municipal code.  PUBLIC COMMENT None.  Motion #1: M/S Hume/Suen to adopt Resolution No. 2016-031 that subjects the City of Elk Grove to the UPCCAA; and approves Elk Grove Uniform Public Construction Cost Accounting Policies and Procedures. The motion passed by the following vote: Motion #2: M/S Hume/Suen to amend the title of the ordinance to include adoption of Elk Grove Municipal Code Chapter 3.50 and introduce and waive the full reading, by substitution of title only, Ordinance No. 02-2016 amending Elk Grove Municipal Code Chapter 3.42 to adopt the provisions of the California Uniform Public Construction Cost Accounting Act (UPCCAA). The motion passed by the following vote: Ayes: 4 (Ly,  Ayes: 4 (Ly, Detrick, Hume, and Suen); Noes: 0; Absent: 1 (Davis).  Detrick, Hume, and Suen); Noes: 0; Absent: 1 (Davis).  ADJOURNMENT adjourned at 7:56 p.m.  With no additional business to conduct, the February 24, 2016 City Council meeting was  BuEte  ATTEST:  hS STEVE LY, VICE MAYOR  Elk Grove City Council Regular Meeting, February 24,2016 Pagegof9