TOWN OF SAN ANSELMO  TOWN COUNCIL MINUTES OF DECEMBER 14, 2010  Present: Coleman, Greene, Kroot, McInerney, Thornton  Absent: None 7:00 pm  CALL TO ORDER AND PLEDGE OF ALLEGIANCE. Mayor' Thornton called the meeting to order at 7:05 P.M. ANNOUNCE ACTIONTAKEN.F ANY.INCLOSED SESSION. Mayor Thornton announced there was no closed session.  Re-organization ofTown Council: Elect Mayor and Vice-Mayor to one-year terms. M/s, Coleman/Kroot, to nominate Councilmember Greene as Mayor for the upcoming 2011 year. M/s, Kroot/Greene, to nominate Councimember McInerney as Vice Mayor. AYES: All. NOES: None. Mayor Greene thanked councilmember's for entrusting him to bel Mayor for the 2010-2011.  AYES: All. NOES: None.  Thornton stated her term as Mayor this past year was very different than her term as Mayor in 2005. There were many things that had to be put on hold after the flood in 2005; however this term provided many achievements such as completion of a new Town website; completion of Red Hill Park; Green Building Ordinance; the Town partnering with various agencies for installation of the rain garden in front of the Library; partnering with Teens Turning Green to reduce plastic bag usage; Kay Coleman's outstanding organization of Picnics on the Plaza are just a few of the many accomplishments the Town made in 2010. Thornton is grateful to the community for coming together and fulfilling this success and Mayor Greene spoke ofl his commitment to the special spirit of the San Anselmo community as we move  she looks forward to new. leadership with Mayor Greene and Vice-Mayor McInerney.  forward into trying financial times. OPENTIME FOR PUBLIC EXPRESSION No one spoke during Open' Time for Public Expression. COUNCIL REQUEST FOR FUTURE AGENDAI ITEMS  Coleman acknowledged Town Manager Stutsman and her husband for their hard work in regards to recent daffodil bulb planting. Coleman thanked Stutsman for all the extra work and time that she gives Thornton stated in regards to email addresses established for Town Councilmembers that she will be canceling hers because she does not use it. Thornton noted monthly costs are associated with the email address and suggests councilmember's who do not use the email address to cancel them as they are  to the Town.  costing the Town money.    Minutes oft the San Anselmo Town Council  December 14, 2010  McInerney acknowledged the new sustainable rain garden in front of the Town Library and thanked Marty Zwick, Carla Overberger, Dick Glanville, Bob Mellin, Laurie Snare, Michael Fahey, Lea Dutton, Linda Kenton and family, Steve Myrter, SPAWN and MMWD and all the people who. were involved in McInerney commented on the discussion at the last Council meeting regarding the new library staff positions in which thère was some confusion about the proposed salary and benefits for the positions. McInerney requested future staff position considerations include the breakdown of salary versus McInerney referenced Marin Sanitary Services agreement of biannual extra pick-ups of green waste recycling and suggests the pick-up periods to be at the same time each year. This will also enable Marin Greene brought attention to beheaded street signs at Suffield and Camino de Herrera, and Rutherford.  the wonderful garden.  benefits.  Sanitary to advertise and inform residents oft the extra pick-ups in their newsletters.  Also there is a gutter that needs tol be cleaned out on. Melville Ave.  CONSENT AGENDA: ITEMS ON THE CONSENT AGENDA MAY BE REMOVED AND DISCUSSED SEPARATELY. DISCUSSION MAY TAKE PLACE AT THE END OF THE AGENDA. OTHERWISE, ALL ITEMS MAY BE APPROVED WITH ONE ACTION. (b) Acknowledge and file warrant numbers 67784 - 67955 issued during the month ofNovember 2010, (c) Approve the Revenue and Expenditure Report for the period ending November 30, 2010. (d). Approve Recreation Revenue & Expenditure Report for the period ending November 30, 2010. (e) Approve Emergency Projects Fund (flood related) Revenue and Expenditure report for the period (f) Approve Resolution declaring canvass of returns and results of the General Election held on  (a) Approve minutes ofl November. 23, 2010. int the amount of$1,185,115.11.  ending November 30, 2010. November 2, 2010.  There was no comment from the public.  McInerney removed item (a) of the consent agenda and would like for page 5 of the minutes, where it says "McInerney has concerns with hiring a children's librarian at an annual cost ofs $100,000" to reflect that he asked how many children's librarians were in San Rafael. He understands there to be 1.5 children's librarians in San Rafael and 1 childrens librarian in Fairfax and San Anselmo will be having 1 childrens librarian. The City of San Rafael is nearly three times the combined size of San Anselmo and M/s, Kroot/Thornton, to approve the consent agenda with the amendments as stated. AYES: Coleman,  Fairfax, and that by having 2 children's librarians for the two towns may be too: many.  Greene, Kroot, McInerney, Thornton. NOES: None.  2. APPOINT MEMBERSTOTHE PLANNING COMMISSONGSEATS.  Town Manager Debra Stutsman presented the staff report stating the Planning Commission has a membership of 7 seats. Two of the seats are expiring and one vacancy has been created by the early  2    Minutes oft the San Anselmo Town Council  December 14,, 2010  resignation of Daniel Harris who thought his seat was expiring in August, 2010 instead of his actual term expiration of August 2011. Harris has indicated that he would be willing to continue to serve until his term actually expires in August of 2011, ori if Council prefers to appoint someone to that position he Mayor Greene suggested that Council should first discuss the term and seat of Daniel Harris. McInerney acknowledged Harris's fine performance on the Planning Commission and in consideration of] Harris's early resignation from the commission that Council should accept the resignation. Coleman, Greene, Kroot and Thornton agree with McInerney, thanked Harris for his time and accepted Mayor Greene noted at this time that there are three available seats on the Planning Commission and M/s, Kroot/Coleman to re-appoint Michael Brown to the San Anselmo. Planning Commission. AYES: M/s, Thornton/Mcinemney, to re-appoint Marty Zwick to the San Anselmo Planning Commission. Kroot has concerns with people who concurrently sit on more than one Town committee and suggests M/s, Coleman/Kroot, to appoint Matt Brasler to the San Anselmo Planning Commission. AYES: Kroot noted that all of the Planning Commission applicants were very well qualified and thanked them 3. ACCEPT THE REPORTS OF ODENBERG, ULLAKKO, MURANISHI (OUM) AND COMPANY, LLP, CPA, COMPRISING OF THE ANNUAL INDEPENDENT AUDIT Finance and Administratrive Services Director Daria Carrillo presented the staff report stating Odenberg, Ullakko, Muranishi (OUM) have prepared the annual independent auditor's report and basic financial statement for the fiscal year ending June 30, 2010. Based on their examination of Town records and procedures, they have presented their findings in a management Letter. In addition, as required by law they have tested and reported on compliance in the Gann Limit calculations. Furthermore, the Town expended federal funds in an amount ofover $500,000 therefore a single audit is This is the ninth year of the Town's contract with OUM to conduct an audit of the Town financial statements. Copies of the documents have been mailed to the homes of the Council members and the Treasurer. Copies are also included as part of the agenda packet available for public viewing on the Town's website and following action by Town Council, the document will be available for public viewing in the Finance Department for a period of 30 days as well as be posted on the Town's website.  would be happy to have his resignation stand.  his resignation from the San Anselmo Planning Commission.  five people havé submitted applications for appointments to the three available seats.  Coleman, Greene, Kroot, McInerney, Thornton. NOES: None.  AYES: Coleman, Greene, Kroot, McInerney, Thornton. NOES: None.  future Council discussion on the subject.  Coleman, Greene, Kroot. NOES: McInerney, Thornton.  all for their applications.  REPORT FOR FISCAL YEAR ENDINGJ JUNE30,2010.  also required.  3    Minutes of the San Anselmo Town Council  December 14,, 2010  Carrillo introduced Rebecca Abdenour, CPA, and Senior Auditor at OUM who presented the audit Abdenour thanked Carrillo, Stutsman and the Finance staff stating the audit went very well, the Finance Department staffi is very professional and a joy to work with. The audit was completed with Generally Accepted Accounting Standards; there were no new accounting policies that impacted the Town during the Fiscal Year ending June 30, 2010 and there were no significant difficulties or disagreements dealing  report to Council.  with management or staffi in conducting the audit.  Abdenour asked Council ift they had any questions regarding the audit.  There was no comment from the public.  McInerney referenced page three of the audit report, the Town's long term debt (including current portion of post employment benefit obligation) $10,364,849 and asked ifthis is the total of the Town's Abdenour stated the Town's" Unfunded Pension Liability is in the Government Wide Statements of the Carrillo noted that the Post Employment Benefit Obligation is relative to retiree Health & Welfare Benefits and is not the Pension Liability. Carrillo stated the pension obligation is a CALPERS liability as a whole and not the Town' s liability and this is recognized in the notes oft the audit report. Because it is aj pooled figure with CALPERS iti is not possible to pull out the Town's exact liability; CALPERS has a large pooled figure which is not specific to the Town. The Town's contribution payment is reflected in the CALPERS contribution rates. CALPERS annually perform an actuarial study, based on salaries, in which they increase the contribution rates to the Cities/Towns. There will be an adjustment in rates McInerney requested clarification of Compensated Absences in the Notes to Financial Statements, Section J, page 26; regarding Police employees sick time off benefits, and are eligible for 50% of their Carrillo stated the Compensated Absences is for police employees only. The police employee MOU provides police employees who have sick time accrued at the time of retirement the option to cash out McInerney requested clarification of why vacation may not accrue beyond 30 days for non-safety Carrillo believes the reason for this is because this is what was agreed upon in the bargaining sessions. McInerney has concerns with insufficient caps for employee vacation accruals stating he does not like the idea of retiring employees having the ability to cash out in very large amounts. This may be common to municipalities but foreign to the private industry. McInerney believes it is not financially responsible for employees to retire and take 2 or3 3 months of vacation with them. McInerney suggests Council review the issue because it may be a matter where the Town could save money.  unfunded pension liability.  audit report, page 13 where it states post employment benefit obligation $247,000.  which will be reflected next year and included in the Town's 2011-2012 budget.  accrual at their time ofretirement.  50% oftheir sick time.  employees as compared to safety employees who may accrue 360 hours of vacation.  4    Minutes oft the San Anselmo Town Council  December 14, 2010  M/s, Greene/Kroot, to accept the reports of Odenberg, Ullakko, Muranishi (OUM) and Company, LLP, CPA, comprising of the Annual Independent Audit report for fiscal year ending June 30, 2010. AYES: Thornton thanked Carrillo for the results of a clean audit in addition to her thoroughness in providing a Greene commented that Carrillo is increasingly becoming more accustomed to San Anselmo and thinks 4. RECEIVE REPORT ON THE ADDITION OF YOUTH TO A NUMBER OF BOABDSCOMMIESIONSIOMMITHESAND PROVIDE DIRECTIONTOSTAFE. Community Services Director Dave Donery presented the staff report stating that at the Town Council meeting of October 26, 2010 Councilmember Kay Coleman requested that staff explore the possibility of developing a Youth Commission. The subsequent Council discussion produced a prevailing opinion that there is not adequate existing staff to manage such a commission. After further disçussion the Council agreed that having youth participation on existing boards, commissions and committees is a more feasible tactic for involving youth in community discussions and decision-making. In 2009, the Parks and Recreation Commission added a Youth Commissioner position. This has been very successful and has produced not only a youth voice on the Commission, but also created an important Staff recommends expanding the capacity of the Arts Commission, Open Space Committee and Quality of Life Commission by one seat for a period of twelve months beginning in April of 2011. This will provide a trial period for youth participation without necessitating the modification of resolution and ordinances. At the end of the first year, the process will be evaluated. At that time, the enacting document could be amended making the youth member seat permanent. The criteria for youth membership will be the same as the criteria use in the recruitment of the youth member of the Parks and Recreation Commission which is that the youth member must reside within Ross Valley; be a sophomore, junior, or senior; be in good academic standing with their school; submit an application to Town Hall requesting to be appointed; serve on the Commission or Committee for a one year term. Recruitment for the youth members will be provided by the Community Services Director. An announcement will be developed that will include information about the four opportunities and will be distributed tol local high schools. Ifapproved the recruitment process will begin in. January of 2011.  Coleman, Greene, Kroot, McInerney, Thornton. NOES: None. tremendous amount ofinformation and work to the audit.  itis superb that she is able to answer questions directly and on the spot.  link to Drake High School'sl Leadership program.  Coleman hopes this will reach out to all the High Schools in the area.  Donery confirmed. Commissions.  Kroot would like for students to be able to get extra circular credits for being on Town Boards and Donery noted that Drake High School has a community service requirement that this most definitely fulfill. Donery will research the possibility for students to get extra credit and stated that this is a perfect  college application opportunity.  5    Minutes oft the San Anselmo Town Council  December 14,, 2010  Public Comment  Kushi Beauchamp, Drake High School student, senior year, thinks it is a wonderful idea. Beauchamp has no doubt that high school students would enjoy being involved in the community and that many would want to be part of the decision making process as a member on one of the Town's boards or M/s, Thornton/Kroot, to accept staff recommendation to temporarily expand the membership for the Boards and Commission that are interested in adding a youth member. AYES: Coleman, Greene, 5. APPROVE RECOMMENDATION OF THE TRAFFIC SAFETY COMMITTEE AND THE ECONOMIC DEVELOPMENT SUBCOMMITTEE TO CHANGE THE TIME LIMIT FOR Police Chief Charles Maynard stated that Police Captain Valeri sits on the Downtown Economic Police Captain Valeri stated Town staff has been working with citizens and also members of the Downtown Economic Development Subcommittee and have determined that changing the current maximum two hour time limit onj parking in the Magnolia parking lot to ai maximum four hour time limit will improve the utilization of available parking in that parking lot. A four hour maximum time limit in the parking lot will give customers of service oriented businesses requiring lengthy appointments aj place toj park without fear of running out oftime on the meter. This should improve the use oft the parking lot The Magnolia Street parking lot currently has 26 parking meters. Cost estimates to recalibrate the 26 meters is $122.88; cost estimates to purchase and replace the "Time Limit" decals is $22.88. The total  commissions. Beauchamp urges Council to move forward on this idea.  Kroot, McInerney, Thornton. NOES: None.  THE MAGNOLALOTFARKNG METERSTOFOURI HOURS. Development Subcommittee and will bej presenting the staff report.  and provide a better service for merchants and their customers.  cost for this project is $145.76.  Kroot asked ifit would be all the meters in the Magnolia Parking Lot.  Valeri replied yes and acknowledged that at the subcommittee meetings merchants have repeatedly complained that the 2 hour time limit for the meters ini the Magnolia Parking is too limiting.  Coleman asked ift there would be any loss ofi revenue. Valeri replied no there would be no loss ofrevenue.  Thornton commented that she has always been a proponent of the idea and believes that two hours has Kelly Dunlevy requested that council approve the four hour time limit for the Magnolia Lot parking M/s, Kroot/Mclnerney, to approve Resolution No. 3935 that changes the time limit for the parking meters in the Magnolia Parking Lot to four hours. AYES: Coleman, Greene, Kroot, McInerney,  been too limiting. meters.  Thornton. NOES: None.  6    Minutes oft the San Anselmo Town Council  December 14,, 2010  6. REVIEW INFORMATION ON POSSIBLE VIDEO SERVICES FOR TOWN MEETINGS AND PROVIDE DIRECTION TO STAFF REGARDING PROVIDING A LETTER OF The Council directed staff to explore providing access to public meeting via live or recorded cable casting, web streaming and online video on demand archives. The intent is to increase trransparency and engage local residents that might not otherwise participate in civic activities. Online video also contributes to the preservation of the public record of proceeding while providing greater depth of detail Staffhas met with Marin Telecommunication Authority (MTA) and Community Media Center ofMarin (CMCM) staff to explore options and costs. There is a wide variety of options available that range from paying CMCM to come in and do the video and associated work for us, to purchasing the equipment ourselves and training staff to do the associated work. The associated work includes adding captions, indexing the video and uploading to the website and to CMCM for cable casting, depending on the MTA has been working with Granicus and has obtained their commitment to offer Marin cities the services of Granicus for the first six months of2011 at no cost. Costs to the Town would be limited to potential upfront costs of $15,000 and the ongoing monthly costs of $500 to $600 would not start until July 1, 2011. IfTown Council wishes to continue to pursue providing video services for meetings, it would be advantageous to direct staff to send a letter ofi intent to Granicus before the end of the year to preserve the opportunity to have their services at no cost for the first six months of2011.  INTENTTO GRANICUS REGARDING VIDEO SERVICES.  than traditional media, like agendas and minutes.  features chosen by the Council.  Public comment  Bennit Gandray, Drake High student, thinks the amount of people who would watch the meetings does not warrant the costs of the services. He feels that the costs for three cameras are a large amount of Council discussed various possibilities of video services for Town meetings and sustains the idea of providing video access to the Town's public meetings. Councilmember's have concerns relative to the impact of video service costs on the Town's budget and suggest further discussion of the possibilities M/s, Mclnemey/Thomton to direct staff toj provide a letter ofintent to Granicus stating the Town intends to purchase their product regarding video services; however if Granicus requires a purchase order the Town will not proceed at this time. AYES: Greene, Kroot, McInerney, Thornton. NOES: Coleman.  money. Gandray suggests Council might want to consider using 3D cameras.  and associated costs to be in conjunction with the mid-year budget review.  7. ADJOURN.  The meeting adjourned at 9:25 p.m. Respectfully submitted, Joanne Kessel  7