TOWN OF SAN ANSELMO  DRAFT' TOWN COUNCIL MIINUTES OF. JUNE 8, 2010  Present: Coleman, McInerney, Thornton Absent: Greene, Kroot 7:00 pm  CALLTOORDER AND PLEDGE OF ALLEGIANCE ANNOUNCE ACTION TAKEN, IF ANY.INCLOSED: SESSION  No action was taken in closed session.  PRESENT QUALITY OF LIFE SILVER AWARD TO BEN BURTT FOR HIS CONTRIBUTION TOWARD PRESERVING SAN ANSELMO HISTORY THROUGH FILM Before presenting the award to mutuple-Oscar-wimming sound designer Ben Burtt, Woody Weingarten spoke of Burtt's contributions to the Town, including films documenting the Flood of1982, the Flood of Burtt thanked the Councilmembers and Judy Coy, Chair, San Anselmo Historical Commission for the award. Burtt spoke of his early days in San. Anselmo and is looking forward to creating the next story  ANDAUDIO RECORDING  2005, and an audio recording oft the Town's historical walking tour.  from the Town's! history. No one spoke.  OPENTIME FOR PUBLIC EXPRESSION  COUNCIL REQUESTS FOR FUTURE AGENDA ITEMS: QUESTIONS. AND COMMENTS - TO Coleman requested information on the recently held team building meeting. Stutsman replied that a McInerney advised that in light of the recent publicity with regard to the Service Employees International Union (SEIU) having made a large contribution to a recent San Rafael political campaign, he believes it is time for the Town to consider creating an ordinance limiting individual contribution Town Attorney Epstein responded that Council has talked in the past of considering an ordinance regulating disclosure for independent campaign expenditures and observed that the county's ordinance seems to be working well. Epstein suggested that an ideal time to address the issues of contribution limits and disclosure would be after the' Town's budget is completed in July or. August. McInerney noted that the issue with independent expenditures is a complicated one and he's pleased to hear the county's measures are working. He further noted that a lot of cities have individual contribution limits in place and believes that unrestricted contributions could unduly influence Town elections.  STAFF:STAFF MISCELLANEOUSITEMS  report will be available shortly.  amounts to elections.  ITEM1(a)    DRAFT Minutes oft the San. Anselmo Town Council  June 8, 2010  1. CONSENT AGENDA: THE OPPORTUNITY FOR PUBLIC COMMENT ON CONSENT AGENDA ITEMS WILL OCCUR PRIOR TO COUNCIL DISCUSSION OF THE CONSENT AGENDA. THE COUNCIL MAY APPROVE THE ENTIRE CONSENT AGENDA WITH ONE ACTION. IN THE ALTERNATIVE, ITEMS ON THE CONSENT AGENDA MAY BE REMOVED BY ANY COUNCIL OR STAFF MEMBER, FOR SEPARATE DISCUSSION AND (b) Acknowledge and file warrants no. 66444 to 66397 issued during the month of May 2010, in the (c) Approve the Revenue and Expenditure Report for the period ending May 31, 2010. (d) Approve Recreation Revenue and Expenditure report for the period ending May 31, 2010. (e) Approve Emergency Projects Fund (flood related) Revenue and Expenditure report for the period  VOTE  (a) Approve minutes of May 25, 2010. amount of $1,205,171.58.  ending May 31,2010. a.m. to 5 p.m.  (f)  Approve Downtown Event Application for Country Fair Day, to be held on Sunday, September 26, 2010, closing San Anselmo Avenue from Tamalpais Avenue to Tunstead Avenue, from 7 (g) Approve Downtown Event Application for Picnics on the Plaza, to be held on Friday evenings July 23, and 30, August 6, 13, 20 and 27, 2010, closing Tunstead Avenue from San Anselmo (h) Approve Resolutions 3909, 3910 and 3911 establishing the 2010-11 Tax Rates for Municipal M/s, Mclnemey/Coleman, to approve Items (a) through (g). AYES: Coleman, McInerney, Thornton  Avenue to Library Place, from 4 p.m, to 9 p.m.  Services Tax, Pension Override Tax, and the Ross Valley Paramedic Authority.  ABSENT: Greene, Kroot  As regards (h), McInerney asked for clarification.  Town Manager Debbie Stutsman explained these are annual resolutions established in order to insure that these items appear on property tax bills. She further advised that staff will be coming forward with M/s, Mclnemey/Coleman, to approve Resolution 3909, 3910 and 3911, establishing the 2010-11 Tax Rates for the Municipal Services Tax, Resolution 3910, establishing the Pension Override Tax, and Resolution 3911, establishing the Ross Valley Paramedic Authority. AYES: Coleman, McInerney, 2. APPOINT 2010-11 YOUTH MEMBER TO THE PARKS AND RECREATION Community Services Director David Donery presented the staff report recommending Kelsey Lopin for M/s, Melnemey/Coleman. AYES: Coleman, McInerney, Thornton. ABSENT: Greene, Kroot  one more such resolution setting the rates for the Measure G debt service.  Thornton. ABSENT: Greene, Kroot  COMMISSION  the position and introduced Lopin to the Council.  2    DRAFT: Minutes oft the San Anselmo Town Council  June 8,2010  3. PRESENTATION BY. DIANNE STEINHAUSER, EXECUTIVE DIRECTOR OF THE TRANSPORTATION. OF MARIN (TAM) REGARDING POSSIBLE BALLOT MEASURE FOR  S10PER VEHICLE REGISTRATIONFEE Stutsman introduced Dianne Steinhauser.  Steinhauser displayed a Powerpoint presentation and a video entitled TAM Listening Tour 2010. She explained that TAM is considering placing a $10 increase in the vehicle registration fee on the November 2010 ballot for transportation purposes. As part of that project, she is speaking with various councils, letting them know what TAM sees as the most pressing needs in transportation and the manner in which TAM recommends the funds should be spent. Steinhauser added that TAM: is not asking towns The initiative would raise approximately $2 million dollars. TAM would use the funds to (1)repair local streets and roads throughout the county, as these passageways are aging and there are very limited funds available for upgrades through the state or federal governments; (2) increase efforts to address the transit needs of seniors, as Marin's senior population is growing rapidly; and (3) develop strategies to address  and cities to take a stand on the proposed ballot measure.  climate protection.  Coleman asked if the entire amount oft the fees collected would stay within the county.  Steinhauser affirmed, adding that eight oft the nine bay area counties are pursuing this kind ofmeasure. McInerney asked how Marin County compares to other communities in terms of paratransit services for Steinhauser advised that Marin has a fairly strong paratransit program that is well-proscribed and manages to keep its funding; the program is being maintained. The group TAM is trying to reach is the frail and elderly who don't necessarily qualify for paratransit benefits or do not see themselves as McInerney inquired about the possibility of feeder services for Ross Valley residents to the ferry Steinhauser responded that the Ross Valley is viewed as having a population that is too small to  disabled individuals.  needing these services.  terminal.  accommodate in this way.  Thornton thanked Steinhauser for her presentation to the Council. ZERO WASTE FEASIBILITY STUDY AND BUDGET.  4.] UPDATE FROM HAZARDOUS AND SOLID WASTE JOINT POWERS AUTHORITY FOR Stutsman introduced Michael Frost, Executive Director of the Hazardous and Solid Waste Joint Powers  Authority JPA.  3    DRAFT Minutes of the San Anselmo Town Council  June 8, 2010  Frost presented the staff report, providing a briefbackground to the creation oft the Hazardous and Solid Waste JPA. He noted that in 2007; the JPA adopted a resolution setting a goal of achieving zero waste for Marin County by 2025. Additional goals include the diversion of materials to best uses, reduction in Frost advised that consumption has outpaced diversion efforts, adding that studies have shown a significant number of materials constituting disposed materials (landfill) could be recycled without benefit of any new technologies. Recommendations of the consulting group to the JPA focused on upstream waste generation and downstream waste management, reducing current disposal numbers Frost concluded by stating specific goals of the 2010-2011 Work Plan: (1) to develop a zero waste tool kit for public agencies; (2) to coordinate with local agencies to implement program and policy changes; (3) to develop a public education campaign; (4) and to add an additional zero waste coordinator. Councilmember Coleman asked for identification of the five JPA member agencies that have adopted Frost responded that San Anselmo, Marin County, Tiburon, Belvedere, and Novato have adopted C&D Coleman asked about the request for an additional zero staff waste coordinator and inquired as to how Frost responded that the JPA currently contracts with Marin County and has only two administrative Elizabeth Buskirk, San Francisco Boulevard, felt that the topic of waste management is an important one, that residents should become their own supervisors when it comes to waste disposal, and asked how topical information can best be disseminated to the community. She further urged all present to see the doçumentary No Impact Man, a film about one family's attempt to do no harm to the. environment for Frost responded to Buskirk's question about sharing information with residents, mentioning the JPA's website and its focus on measures that can be taken to lessen one's impact. He also spoke of plans for a  waste generation, and reduction in the ecological footprint.  significantly, and enforcing and fine-tuning local programs.  construction and demolition ordinances (C&D).  ordinances.  many staffmembers the Authority currently has.  staff members.  one year.  county wide public education campaign.  Thornton thanked Frost for his presentation and called for al briefbreak. PROJECT/ AND (B)MEDWAY ROAD REHABILITATION PROJECT  5. AWARD CONSTRUCTION PROJECTS: (A) SAUNDERS AVENUE REHABILITATION Coleman recused herself from discussion of the Saunders Avenue Rehabilitation Project because of the Public Works Director Steve Myrter presented the staff report on the Saunders Avenue Project.  project'sproximity to her residence.  4    DRAFTI Minutes of the San Anselmo Town Council  June 8, 2010  Epstein advised that Item (A), the Saunders Avenue Project, would need to be continued to the next  meeting for lack ofa quorum.  Myrter presented the staff report on the Medway Road Project. Benward Company. AYES: Coleman, McInerney, Thornton  M/s, Coleman/Mclnerney, to approve the award of the Medway Road Rehabilitation Project to the John  ABSENT: Greene, Kroot  6.JOINT POWERS AUTHORITY AGREEMENT FOR ROSS VALLEY FIRE DEPARIMENT Ross Valley Fire Department Fire Chief Roger Meagor presented the staff report. There was discussion of specific revisions and language changes requested by the Fairfax Town Council following their June McInerney asked for clarification of Section 9.1 Ownership (referring to ownership of the Fire Stations); specifically, he asked for an interpretation of the phrase "that said custody, use, and control shall be Epstein clarified his opinion that this added clause does not constitute a meaningful alteration of what was already there and interprets the passage as meaning that Members may provide review and input as to use; however, ultimate custody, use, and control are determined by the Authority. Further, he suggested that Council state its interpretation of this clause during deliberation, SO that ifinterpretation Meagor confirmed that custody ultimately lies with the Authority, adding that the Fairfax Town Council  TOINCLUDE THE SLEEPY HOLLOW FIRE PROTECTION DISTRICT.  2nd review ensued.  subject to review and input by any Member."  becomes an issue in the future, a clear record of Council's interpretation will exist.  had a similar discussion and came to the same conclusion. Thornton asked ife existing. judgments are existing capital assets. Meagor responded that judgments are potential assets.  McInerney requested clarification of the mediation clauses in Section 10.1 (referring to Other Capital Epstein suggested that Council state its interpretation of those particular çlauses during deliberation SO that ifinterpretation becomes an issue in the future, a clear record ofCouncil's interpretation will exist. McInerney confirmed that his interpretation of Section 9.1 is that the Authority retains custody, use, and control of the fire stations, although local Members may provide input for purposes of addressing their public needs. Further, he interprets Section 10.1 to be consistent with the provision in 13.4(b) on mediation, that if agreement on a mediator cannot be reached, each Member shall nominate a mediator and the mediators collectively shall nominate another mediator to conduct the mediation.  Assets, specifically, Existing Capital Assets) and Section 13.4(b).  5    DRAFTI Minutes of the San Anselmo Town Council  June 8, 2010  Epstein noted for the record that public comment was solicited on this item, but none was provided. M/s, Coleman/Mclnerney, to accept the amended and restated Joint Powers Agreement. AYES: Mayor Thornton thanked Meagor for his efforts in seeking and securing approval on the Joint Powers 7. 2010-11 PROPOSED BUDGET - UPDATE FROM STAFF ONT THE PREPARATIONOF THE PROPOSED BUDGET AND DIRECTION FROM TOWN COUNCIL ON 2010-11  Coleman, McInerney, Thornton. ABSENT: Greene, Kroot  Authority Agreement  WORKFLANCOAISANDE OBECTIVES/ORAL: REPORT)  Stutsman presented the staff report, advising that she and Finance Director Daria Carrillo have been working with Department Managers to close the budget shortfall projected for 2010-2011. It appears the shortfall can be offset with unanticipated revenues that have been received and with cuts in department expenditures. Additionally, the newly approved Sleepy Hollow JPA will bring in an additional $55,000 (approximate) and the Town will be receiving $35,000 from the Ross Valley Watershed as a result oft the recent Supreme Court judgment. It is anticipated that $150,000 can be cut from all department budgets combined. In all, the combination of cost cutting measures and additional revenue totals approximately $300,000. Stutsman is confident that the gap can be closed without significantly impacting services. Some oft the areas that will be impacted will be employee training and the hiring of consultants. Stutsman added that negotiations with the Town's two. unions are on-going and she will continue to report on developments in this regard. Further, Council's direction is requested on establishing goals and objectives for 2010-11. Last year's goals were established around technology, customer service, and green initiatives. In the areas of technology and customer service, a new website is on the horizon. Future technological goals include the implementation of software for project and permit tracking to improve efficiency and customer service. There are many green initiatives in process. Chief Maynard is working on a grant for an electric vehicle charging station and Public Works Director Steve Myrter is Stutsman concluded by reminding Council that the Town's staffing levels are at minimum levels and that any goals and objectives for the approaching fiscal year should be established with that in mind.  working on a grant to convert some streetlights to LED.  McInerney asked how the Council should pursue this request.  Stutsman will place the matter on the next agenda and include a discussion of progress to-date on 8. APPROVE RESOLUTION OUTLINING PROCEDURES FOR FILLING SEATS ON THE TOWN'S VOLUNTEER BOARDS, COMMITTEES. AND COMMISSIONS. Stutsman presented the staff report, advising that whether or not to interview incumbents is the issue at  current goals. She plans to solicit ideas from department managers as well.  hand; the Town's! policy is expressed in aj proposed resolution.  6    DRAFTI Minutes of the San Anselmo Town Council  June 8, 2010  McInerney suggested that with regard to No. 3 ("Staff will publicize the openings in local newspapers and in the Town newsletter..."), positions should be publicized on the Town's website as well. Additionally, he asked for clarification on the normal procedure for deciding when a vote is presented on whether or not to fill an open vacancy as opposed to keeping it open in anticipation of receiving more Stutsman responded that in her experience, applicants prefer a deadline as it encourages them to submit Coleman added that there have been times when a position has been readvertised to solicit a larger, McInerney asked if not stating a deadline for applications affords the Town more flexibility for those Stutsman explained that Council has been successful in recommending that positions be readvertised Epstein pointed out that No. 5 ("If no applications are submitted by the deadline, the opening will be readvertised and a new deadline set...") supports Stutsman's point of view. He believes the alternative  applications.  their applications. After all interviews are completed, the appointment is made.  possibly more qualified pool of applicants.  situations in which only one individual applies for aj position.  when Councilmembers are uncomfortable making a specific appointment.  would be the Town Manager's discretion, which can be a difficult position to be in. McInerney asked if positions have been kept open in the past. Stutsman affirmed. scheduling regular joint meetings with Town Commissions and the Council.  Discussion ensued regarding the scheduling of interviews and the interview process, as well as Coleman recalled that three new Councilmembers were not familiar with the members and applicants to the boards and commissions, and that joint meetings and interviews have been held in the spirit of McInerney agreed that it is healthy for Town residents to know who their Councilmembers are and for the Council to be informed as to what the commissions are doing; for those reasons alone, McInerney Thornton recalled that there had been a suggestion of having joint meetings with a different commission M/s, Coleman/Mcinemey, to approve Resolution 3912, outlining procedures for filling seats on the Town's volunteer boards, committees, and commissions with the added amendment to Item 3 that open positions will be advertised on the Town's new website. AYES: Coleman, McInerney, Thornton  introducing all parties to one another.  added, Council should participate in interviewing.  each month.  ABSENT: Greene, Kroot  9. APPOINT ALTERNATE TO THE MARIN COUNTY COUNCIL OF MAYORS AND  COUNCILMEMBERS/MCCMOLEGISLATIVE COMMITTEE.  7    DRAFTI Minutes of the San Anselmo Town Council  June 8,2 2010  Stutsman presented the staffr report.  After a brief discussion, it was decided to continue Item 91 to the next agenda.  10. ADJOURN.  The meeting was adjourned at 9:45 p.m. Respectfully submitted, Nancy Harris  8