CITY OF ELK GROVE Incorporated July 1, 2000  MINUTES OF THE CITY COUNCIL  REGULAR MEETING Wednesday, May 8, 2013  CALL TO ORDER/ROLL CALL  Mayor Davis called the regular City Council meeting of May 8, 2013 to order at  6:02 p.m. Present: Absent:  Mayor Davis, Vice Mayor Detrick, and Council Members Cooper, Hume  and Trigg. None.  Council Member Hume led the Pledge of Allegiance. Mayor Davis 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: 5 Noes: 0.  CLOSED SESSION None.  PRESENTATIONS/ANNOUNCEMENTS  4.1 Mayor Davis presented Certificates of Achievement to the Pleasant Grove High School Boys' Basketball Team California Interscholastic Federation Division I  Champions.  4.2 Integrated Waste Coordinator Traci Goulart presented awards of the Elk Grove Green Student Scholarship, funded by Republic Services, to recipients Emily  Hock, Christopher Carter, and Dylan Wakefield.  4.3 Foulks Ranch Elementary School class participants presented work done to date on the Special Waste Collection Center Safe Transportation Video.  4.4 The Youth Commission gave the End of the Year Report.  With the aid of an overhead presentation (filed) Youth Commissioners noted accomplishments conducted over the past year. The annual Teen Town Hall forum was held October 2012 providing feedback from teen participants that indicated "having trouble balancing it all," which prompted The Game of Life forum focusing on balancing life schedules, managing stress, and prioritizing goals. The Youth Commission worked  Elk Grove City Council Regular Meeting, May 8, 2013 Page 1of9    towards programs for managing a healthy lifestyle and promoted and participated in the Running of the Elk half marathon event, and helped to develop and participated in the Distracted Driving demonstration to educate on dangers of texting while driving in conjunction with the Elk Grove Police Department (funded by a grant from the All-State Foundation). Questionnaire responses taken by participants attending Youth Commission events were reviewed. The Youth Commission assisted in promoting Assembly Constitutional Amendment 7 proposed by Assembly Member Kevin Mullins which would allow 17-year-olds to register and vote in primary elections if they would be 18 years of age at the time of the next upcoming General Election, which Youth Commission Chair Matt Banicki and Mayor Davis signed a letter in support of the bill. Mayor Davis recognized graduating seniors Matthew Banicki, Evan Oravec, and Rachel 4.5 Mayor Davis presented a proclamation to Cheryl Creson, Chair of the local section of the American Public Works Association, recognizing  Wehrli.  May 19 to 25, 2013 as Public Works Week  PUBLIC COMMENT  Lynn Wheat inquired how members of the public could request an item be considered on an agenda, and requested such information be placed on the City website. Mayor Davis noted any interested resident could contact City staff or any Council Member for an item to be considered for a future agenda, and agreed posting such Mark Forster inquired on the availability to utilize the City owned plaza property recently City Manager Laura Gill noted that currently interested parties could contact the City to arrange use of the space, and requestors should be prepared to specify the type of event, propose uses that would not incur additional costs for the operation of the site to the City, and that the entity hosting event provide insurance coverage. A use policy would be presented for City Council consideration at an upcoming meeting. Inr reply to Mr. Forster inquiring about the current monthly food truck event held at the location, Mayor Davis stated the event was hosted by the Sacramento Mobile Food Events organization and himself, and he could assist individuals in establishing a booth Mark Doty, Vice Chair of the Trails Committee, announced upcoming events including May is Bike Month events, the release of a new pocket bike trail map, the bicycle pedestrian bridge over Highway 99 groundbreaking, and a bike ride-along event along Franklin Creek. Mr. Doty commended the Big Truck Day event hosted by the City.  information on the website would assist citizen engagement.  acquired in Old Town Elk Grove.  space at the event.  GENERAL ADMINISTRATION INFORMATION  City Manager Gill reviewed the May 8, 2013 Administrative Report (filed).  Elk Grove City Council Regular Meeting, May 8, 2013 Page2 2of9    COUNCIL COMMENTS/REPOREPORTS/FUTURE AGENDA ITEMS  Council Member Hume had no items to report regarding regional boards. He served as the master of ceremonies for the Teen Center Teen Idol event, attended the Old Town Foundation meeting which discussed uses of the plaza property, attended the Sacramento Local Agency Formation Commission (LAFCo) meeting regarding the City's Sphere of Influence application, and attended the Elk Grove Regional Scholarship Foundation's annual scholarship awards dinner. He requested a future agenda item that originated from a request by the Sheldon Community Association to review current ordinances and zoning governing the Sheldon commercial area and how it would interface with the Capitol Southeast Connector. Mr. Hume added his observations of Public Works Director Richard Shepard stated staff was in process of reviewing and inventorying faded street signs, and for any faded street signs observed for individuals to forward those locations to Public Works to incorporate those signs in the replacement Council Member Trigg attended the Elk Grove Regional Scholarship Foundation's annual scholarship awards dinner, noting over $170,000 in scholarships were distributed to 158 students. Mr. Trigg reported attending a meeting paying tribute to those individuals who had created scholarships for the Elk Grove Regional Scholarship Foundation program, gave a presentation on general City policies and programs in his council district, and attended an event in support of Courageous Connection, Council Member Cooper attended the Sacramento Regional County Sanitation Board of Directors meeting which discussed the long-term financial plan, discussed how the current average rate fees of $26 would nearly double within a seven year timeframe, and noted Sacramento County recently created a clean energy community facilities district related to water efficiency and energy renewal projects, and asked staff to examine the program for possible eligibility for Elk Grove projects or consider for a general future presentation on the program. Mr. Cooper noted for the Park and Ride facility located at Laguna Boulevard and Interstate 5 that the City take measures to notify users of the facility of available parking on the north side, as he believed the "no overnight parking" signs that had been installed were being misinterpreted as general "no parking" signs, and getting users to park on the north side would alleviate parking Vice Mayor Detrick attended the Jesse Baker School Walk In Our Shoes annual fundraiser event, the Committee for the Arts production of A Musical History of the Blues, a dinner event hosted by the Golden Empire Council of the Boy Scouts of America recognizing Don Nottoli as the Distinguished Citizen of the Year, the foster youth event hosted by Courageous Connection, and participated in the Western Festival. Mr. Detrick announced a fundraiser dinner would be held on May 11 to raise money for the Senior Center to secure funds for a new transport van, and the Police  seeing several faded street signs in the community.  schedule.  commending the organization's work in assisting foster youth.  space issues at the site.  Activities League was hosting a golf tournament May 13.  Elk Grove City Council Regular Meeting, May 8,2 2013 Page 3of9    Mayor Davis served as the grand marshal for the Western Festival, attended the Small Business Resources Summit held in conjunction with the Small Business Administration, and commended staff member Ramon Rivera for serving as the regional president of the forensic International Association for Identification. He announced the American Cancer Society Relay for Life event would be held on May 18 and the Hometown Heroes barbecue would also be held May 18 at Elk Grove Regional Park. Mr. Davis noted that at the Courageous Connection foster youth event, the art piece Foster Tree was unveiled by a local artist, and he requested the piece be hosted and displayed at City Hall prior to the art installation being toured around the state. Council Member Hume included that June 8 would be the Old Town Chili Festival, noting if participants submitted their chili for tasting in the event and then referred another participant who signed up to cook at the event a "finder's fee" would be offered.  CONSENT CALENDAR ITEMS  Council Member Trigg noted he would abstain from voting on Item 8.3 regarding past  minute sets for meetings he had not attended as a Council Member.  PUBLIC COMMENT  James Corter, representing Discovery Systems of Sacramento ("Discovery"), addressed Item 8.10 noting the requested action was to award the bid to Ray Morgan Company, to which Mr. Corter believed Discovery should be awarded the contract. He raised his concerns, noting that Discovery had received the highest overall scoring in evaluation points being first or second in every category, and the total cost of Discovery's bid was Motion: M/S Hume/Detrick to remove Item 8.10 for separate discussion and approve the remainder of the Consent Calendar as presented (noting Council Member Trigg's abstention on Item 8.3). The motion passed by the following vote: Ayes: 5 Noes: 0.  $40,000 less than the recommended vendor over a three-year timeline.  Agenda Item No. 8.1: Received March 2013 Treasurer's Report  Agenda Item No. 8.2: Received Automatic Clearing House Nos. 6857 through 6988 dated April 1, 2013 through April 30, 2013, General Warrant Nos. 72198 through 72552, Agenda Item No. 8.3: Approved City Council Meeting Minutes: 1) November 14, 2012 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  and Electronic Fund Transfer Nos. 2013167 through 2013181 regular meeting; and 2) December 12, 2012 regular meeting  Purchasing, filed through May 1, 2013  Bids  Elk Grove City Council Regular Meeting. May 8, 2013 Page 4of9    Agenda Item No. 8.6: Resolution No. 2013-80 adopted finding the Elk Grove Boulevard Sidewalk Infill Between Waterman Road and Kent Street Project (WAC001) exempt from the California Environmental Quality Act and directing the filing of a Notice of Exemption; authorizing the City Manager to execute a construction contract with F. Loduca Company in the amount of $110,725; authorizing the City Engineer to approve change orders not-to-exceed $16,010; and authorizing the City Manager to execute a construction contract with the second lowest bidder if F. Loduca Company does not Agenda Item No. 8.7: Resolution No. 2013-81 adopted authorizing the City Manager to execute a construction contract with Mountain F. Enterprises, Inc. for the Tree and Vegetation Removal on the Laguna West Levees east of Interstate 5 and south of Elk Grove Boulevard Project (WDR020) in the amount of $25,444, and authorizing the City Engineer to approve change orders not-to-exceed $4,350, and authorizing the City Manager to execute a construction contract with the second lowest bidder if Mountain F. Agenda Item No. 8.8: Resolution No. 2013-82 adopted approving Subdivision No. 04- 702, Celine Estates Final Map and authorizing the City Manager to execute the Subdivision Improvement and the Maintenance and Access Agreements Agenda Item No. 8.9: Resolution No. 2013-83 adopted authorizing the City Manager to accept a funding allotment in the amount of $365,332 from the State of California Department of General Services for the purchase of 9-1-1 communications equipment and amend the Police Department's revenue and expense budget in the amount of  meet filing obligations  Enterprises, Inc. does not meet filing obligations  $365,332  Note: Item 8.10 was considered separately from the consent calendar.  Agenda-lem-Ne-819- Adopt-reseluHO-proposais/D6S, dispensing.with FNeF-Dading,-and-aW9FZP9 CWapewess three year-Master Agrement-ihneopionbrone,tmeyaare8raseao-AR/.MogenCompanyie: ne-Lease-and-Manenan-d-mul-uncton-Copers: ARS-LASeF-PARe. and authorizing the-CiyManager-t-xee-esad-documenis-ora-olal-APOWR-ROEO Agenda Item No. 8.11: Resolution No. 2013-84 adopted authorizing the Finance Director to sale or otherwise dispose of surplus City property in the form of Law Enforcement Vehicles, Law Enforcement Equipment, and Transit Buses Agenda Item No. 8.12: Resolution No. 2013-85 adopted dispensing with competitive bidding per the Elk Grove Municipal Code and authorizing the City Manager to execute the necessary documents to amend the contract with Emergency Vehicle Outfitters of Elk Grove for the installation and repair of emergency response equipment and safety lighting for City vehicles, extending the contract for two years and authorizing an expenditure of funds not-to-exceed $530,000 [for a total compensation amount not-to-  M8094:$839,9000-overexyears  exceed $1,060,000  Elk Grove City Council Regular Meeting, May 8, 2013 Page 5of9    Agenda Item No. 8.13: Authorized recruitment to fill three anticipated vacancies on the Youth Commission, for a June 12, 2013 consideration of appointments by Mayor Davis Note: Item 8.10 was considered separately from the consent calendar as follows: Agenda Item No. 8.10: Adopt resolution rejecting all proposals/bids, dispensing with further bidding, and authorizing the City Manager to execute a three year Master Agreement, with the option for one, three year extension, with Ray Morgan Company for the Lease and Maintenance of multi-function Copiers and Laser Printers, and authorizing the City Manager to execute related documents for a total amount not to Joe Simone, Purchasing Manager, presented an overview of the staff report and recommendation. He noted the City allowed for interviews and demonstrations of the responsive bidders. The top three responsive bidders were requested to bring their respective machines to the City, have them installed, and evaluated for performance and for overall installation and technical support service. Staff evaluated each respondent team for best overall value, technical expertise, pricing, and equipment reliability, and determined that Ray Morgan Company offered the best overall value. The team from Ray Morgan Company was able to install the machine and integrate with City systems within four hours, while the other two teams struggled with the integration. Mr. Simone noted the demonstrations were conducted after the scoring of the initial bids, to narrow the respondent field down and provide them the opportunity to demonstrate their product and expertise. The original Request for Proposals allowed City Attorney Jonathan Hobbs noted the action of the item was a request to reject all bids, dispense with further bidding and make a determination in the best interest of the City that the proposed bidder Ray Morgan Company be awarded the contract. The City Council had the discretion to reject all bids and re-bid as necessary, at this time in light of public comment received staff suggested rejecting all bids and for the City Council to direct staff to consider if rebidding would be appropriate, and if not to further analyze the Inr reply to Council Member Trigg's concern of the pending expiration date of the current contract for lease and maintenance of copiers and printers, City Attorey Hobbs noted the City Manager had contract authority up to $50,000 to consider an interim agreement Motion: M/S Hume/Detrick to adopt Resolution No. 2013-86 rejecting all proposals/bids for the Lease and Maintenance of multi-function Copiers and Laser Printers and directed staff to reanalyze if rebidding was appropriate, and if not to bring further analysis back to the City Council for a best interest determination that rebid was not appropriate. The motion passed by the following vote: Ayes: 5 Noes: 0.  exceed $830,000 over six years  for demonstrations and interviews as part of the process.  and return the matter for City Council consideration.  for service as needed until the matter was resolved.  Note: Council Member Hume left at 7:47 p.m.  Elk Grove City Council Regular Meeting, May 8,2013 Page6of9    PUBLIC HEARINGS  Agenda Item No. 9.1: A public hearing to consider a resolution adopting the 2013- 2018 Community Development Block Grant (CDBG) Consolidated Plan and 2013-14 Action Plan and authorize the City Manager to execute and file all documents required to receive US Department of Housing and Urban Development (HUD) CDBG funds Adopt resolution approving the adoption of the 2013-2018 Community Development Block Grant (CDBG) Consolidated Plan and 2013-14 Action Plan and authorizing the City Manager to execute and file all documents required to receive US HUD CDBG Sarah Bontrager, Housing Program Manager, presented an overview of the staff report and recommendation. She noted the Community Development Block Grant program consisted of a five-year strategy document, and an Action Plan that served as a one- year budget document. Preliminary allocations were presented for City Council consideration on March 27, and the plans were placed for public review for 30 days, with no public comment received to date. The City had not yet received a finalized 2013 allocation from HUD as federal budget issues continued to cause delays, under the plans it would be possible to adjust administrative items to respond to the final allocation  RECOMMENDATION:  funds.  amount provided by HUD.  Mayor Davis declared the public hearing open.  PUBLIC COMMENT: None.  Mayor Davis declared the public hearing closed.  Motion: M/S Detrick/Cooper to adopt Resolution No. 2013-87 approving the adoption of the 2013-2018 Community Development Block Grant (CDBG) Consolidated Plan and 2013-14 Action Plan and authorizing the City Manager to execute and file all documents required to receive US HUD CDBG funds. The motion passed by the  following vote: Ayes: 4 Noes: 0 Absent: 1 (Hume). Note: Council Member Hume returned at 7:49 p.m.  REGULAR AGENDA ACTION TENS/RECOMMENDATONS  Agenda Item No. 10.1: Consider adoption of a resolution setting the amount of the July 1, 2013, solid waste rate adjustment at an amount less than the full amount  previously authorized RECOMMENDATION:  Adopt resolution setting the amount of the July 1, 2013 solid waste rate adjustment at  an amount less than the full amount previously authorized.  Elk Grove City Council Regular Meeting, May 8,2013 Page7of9    With the aid of an overhead presentation (filed), Andrew Keys, Accounting Manager, presented an overview of the staff report and recommendation. The City assumed collection of curbside solid waste services from the County in 2004. Rate increases for the first five years were primarily related to annual index adjustments for service cost. In 2010 the City conducted a three year adjustment process as a requirement of financing the debt and the operation of the Special Waste Collection Center. The three year rate adjustment was for both service cost adjustments and included a $1.26 per month increased each year for the Solid Waste Collection Center. That $1.26 increase was implemented at the maximum rate for the last two years, but with recent analysis staff found that the portion of the rate increase attributable to the Special Waste Collection Center was not necessary at the full amount going forward as rate increases approved to date would provide significant coverage for debt service and operations. Though the final construction costs for the Special Waste Collection Center were not yet known, costs to date have continued to come in below estimates. The tax credit subsidy that was a portion of the debt financing was being reduced by the federal govemment, currently only receiving 93% of what was initially promised. Staff expected this amount to continue to adjust downward, but staff assumptions to date were that nothing would be received by the federal government, and to date the City was still covering the entire debt obligation. He noted there was a risk of rate collection delinquency, and the highest seen to date for the City was a 10% delinquency rate. Staff projections maintained this assumption as well. Mr. Keys noted the current rate for the average cart size is $24.91. The previously approved three year rate would have imposed another $1.65 increase for this year, but the action requested would lessen that increase by $1.05 for a total increase at this time of $0.60. The recommendation was to approve the adjusted rate at a lower than previously approved amount, and staff would return  with annual updates to review. PUBLIC COMMENT: None.  Motion: M/S Hume/Cooper to adopt Resolution No. 2013-88 setting the amount of the July 1, 2013 solid waste rate adjustment at an amount less than the full amount previously authorized. The motion passed by the following vote: Ayes: 5 Noes: 0. Agenda Item No. 10.2: Consider appointment to the Multicultural Committee  RECOMMENDATION: Committee.  Receive information from Mayor Davis regarding an appointment to the Multicultural  Jason Lindgren, City Clerk, presented an overview of the staff report.  PUBLIC COMMENT: None.  Mayor Davis appointed Ossama Mohamed Kamel to the Multicultural Committee.  Elk Grove City Council Regular Meeting, May 8,2013 Page 8of9    ADJOURMMENT  With no additional business to conduct, the May 8, 2013 regular City Council meeting  was adjourned at 7:55 p.m.  e JASONLINDGREN, TY CLERK  ATTEST:  ER  Elk Grove City Council Regular Meeting, May 8,2013 Page 9of9