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Home My WebLink About6/2/2014Town of Los Altos Hills City Council Special Meeting Minutes Monday, June 02, 2014 Council Chambers, 26379 Fremont Road, Los Altos Hills, California Mayor Radford called the meeting to order at 4:02 p.m. CALL TO ORDER (4:00 P.M.) A. Roll Call of the City Council and Finance and Investment Committee Members City Council Members Present: Mayor Radford, Vice Mayor Corrigan, Council Member Harpootlian, Council Member Larsen, Council Member Waldeck Finance and Investment Committee Members Present: Chair Allan Epstein, Committee Member Bill Silver (arrived at 4:04 p.m.), Committee Member Kjell Karlsson, Committee Member Jim Lai, Committee Member Frank Lloyd, Committee Member Stan Mok (arrived at 4:08 p.m.), Committee Member Roddy Sloss, Committee Member Susan Mason, Committee Member Chris Wellborn Absent: None Staff: City Manager Carl Cahill, City Attorney Steve Mattas, Community Development Director Debbie Pedro, Public Works Director/City Engineer Richard Chiu, Administrative Services Director Yulia Carter, Interim Finance Project Manager Tony Sandhu, Community Services Supervisor Sarah Gualtieri, City Clerk Deborah Padovan B. Pledge of Allegiance 1. NEW BUSINESS A. Study Session Regarding Proposed FY 2014-15 Operating and Capital Budget (Staff. Y. Carter) Yulia Carter, Administrative Services Director presented the report on the budget. The City Council and the Finance and Investment Committee members asked questions of staff and received responses. Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and Finance and Investment Committee June 2, 2014 Mayor Radford opened the floor up to public comment. Seeing no one wishing to comment, Mayor Radford closed the floor to comments. Council discussion ensued. Jim Abraham, Los Altos Hills, stated that he didn't believe the Ca1PERS estimates. The Finance and Investment Committee responded to Mr. Abraham's comments. The Council now considered the additional requests outlined in slide 16 to the staffs presentation, as follows: FY 2014-15 New Programs/ Additional Requests in CM Priority Order 1. Additional funding for Annual Road Rehab. Project (Street Fund, $500,700) 2. Funding for 2014-15 General Municipal Election (General Fund, $24,600) 3. Funding for Sewer 0&M and Asset Management (Sewer Fund, $167,500); 4. Funding for Sewer CIP Project Management Services (Sewer Fund, $8,000); 5. Funding for Sewer Consultants for master plan, rate study, CMMS software evaluation and staff support (Sewer Fund $226,000); 6. Re-approp. funds for Prof. Planner for 2014-22 Housing Element Update (General Fund, $70,000) 7. Funding for Purissima Creek at O'Keefe Preserve Restoration Project (General CIP Fund, $37,575) S. Funding for El Monte Road Rehabilitation Project (Street Fund, $40,000); 9. Funding for construction of two additional paddocks at Westwind (WWB CIP Fund, $15,700) 10. Funding for Video Surveillance upgrade at Westwind Barn (Westwind Barn CIP Fund, $25,000) 11. Funding for Landscape Maintenance for Purissima Park Ball fields (General Fund, $15,000) 12 Funding for new Copier Lease (Internal Service Fund, $5,300) 13. Funding for additional Contract Planning Services (General Fund, $25,000) 14. Funding for Summer Regional Internship Program (General Fund, $48,000) 16 Item No. 1. Additional funding for Annual Road Rehab Project (Street Fund $500700). There was Council consensus to approve Item No. 1. 2 Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and Finance and Investment Committee June 2, 2014 Mayor Radford took Item Nos. 9 and 10 out of order. Item No. 9 Funding for Construction of two additional paddocks at Westwind Barn (WWB CIP Fund $15,700). Item No. 10 Funding for video surveillance upgrade at Westwind Barn (WWB CIP Fund, $25,000). Nancy Couperus, Los Altos Hills, said she had questions about the construction of additional paddocks and the size of each, but said she had no objection to the additional paddocks. Further she requested more information on the proposed video surveillance upgrade at Westwind Barn. Further Council discussion ensued. MOTION MADE AND SECONDED: Moved by Council Member Larsen to allocate $40,000 for reserves and a line item in the budget for Westwind Barn. The motion was seconded by Council Member Waldeck Motion Carried 5 to 0: AYES: Mayor Radford Vice Mayor CorriganCouncil Member Hgwootlian Council Member Waldeck Council Member Larsen NOES: None ABSENT: None ABSTAIN: None Council recess at 5:40 p.m. Council reconvened to Open Session at 6:02 p.m. Item No. 2. Funding for 2014-15 General Municipal Election (General Fund $24.600). There was Council consensus to approve item No. 2. Item No. 3. Funding for Sewer O&M and Asset Management (Sewer Fund $167500). Item No. 4. Funding for Sewer CIP Project Management Services (Sewer Fund $8,000). Item No. 5. Funding for Sewer Consultants for master planrate study, CMMS software evaluation and staff support(Sewer Fund $226,000). Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and Finance and Investment Committee June 2, 2014 Richard Chiu, Public Works Director, provided information on the sewer items and responded to questions from the Council and Committee. There was Council consensus to leave Item Nos. 3, 4 and 5 in the budget for the time being. MOTION MADE AND SECONDED: Moved by Council Member Harpootlian to form an ad hoc committee comprised of Allan Epstein Roddy Sloss Council Member Larsen and Public Works Director Richard Chiu to review and stud proposed expenditures on Item Nos 3 4 and 5 The motion was seconded by Council Member Larsen. Motion Carried 5 to 0: AYES: Mayor Radford, Vice Mayor CorriganCouncil Member Harpootlian, Council Member Waldeck Council Member Larsen NOES: None ABSENT: None ABSTAIN: None Item No. 6. Re -Appropriate funds for a Professional Planner for the 2014-2022 Housing Element Update General Fund $70,000). Debbie Pedro, Community Development Director, stated that this is an item that is being carried over from last year's budget. There was Council consensus to approve Item No. 6. Item No. 7. Funding for Purissima Creek at O'Keefe Preserve Restoration Project (General CIP Fund $37,575). Director Pedro stated that this item was also approved by the Council last year and staff is seeking appropriation for this upcoming fiscal year as this is a multi-year project. There was Council consensus to approve Item No. 7. Item No. 8. Funding for El Monte Road Rehabilitation Project (Street Fund $40,000). 4 Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and Finance and Investment Committee June 2, 2014 Director Chiu informed the Council that the Town had received some tentative grant approval from the VTA in the amount of $186,000 and the grant does require some matching funds. There was Council consensus to approve Item No. 8. Item No. 11. Funding for Landscape Maintenance for Purissima Park Ball fields (General Fund, $15,000). Director Chiu said that the current existing contract for Purissima Park is very limited in the scope of work. In an effort to address the water conservation issue, an increase scope of work is needed for the maintenance contractor. There was Council consensus to approve Item No. 11. Item No. 12. Funding a new copier lease (Internal Service Fund $5,300). There was Council consensus to approve Item No. 12. Item No. 13. Funding for additional contract planning services (General Fund $25.000). Director Pedro said that development activities have risen by 30% in the past year and a similar increase through the next fiscal year is expected. There was Council consensus to approve Item No. 13. Item No. 14. Funding for summer regional internship program (General Fund $48,000). City Manager Cahill said that it has been a goal of Santa Clara County City Manager's Association to introduce college graduates to careers in public service. There was Council consensus to approve Item No. 14. Further Council and Committee discussion occurred. DIRECTION: Agendize the additional funds left over from the FY 13-14 grant distribution ($8,500) for a discussion on the June 19th agenda. Vice Mayor Corrigan provided her opinion on the practice of charitable giving. The Council each provided their input on the practice of charitable gifting. Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and Finance and Investment Committee June 2, 2014 Bill Silver, Member of the Finance and Investment Committee, said he agreed with Vice Mayor Corrigan. Jim Abraham, Los Altos Hills, said that he is in total agreement with Vice Mayor Corrigan and Mr. Silver. Mayor Radford also weighed in on charitable gifting. Further Council discussion ensued. MOTION MADE AND SECONDED: Mayor Radford moved to include $60,000 in the budget_ as a place holder only. When the Council meets to determine where funds will actually be spent, this item will be reviewed. The motion was seconded by Council Member Waldeck. Motion Carried 4 to 1: AYES: Mayor Radford, Council Member Harpootlian, Council Member Waldeck, Council Member Larsen NOES: Vice Mayor Corrigan ABSENT: None ABSTAIN: None MOTION MADE AND SECONDED: Mayor Radford moved to include $45,000 into the budget as a place holder for the Town picnic in June 2015, without making a commitment whether the money will be spent or not. The motion was seconded by Council Member Waldeck. Motion Carried 5 to 0: AYES: Mayor Radford, Vice Mayor Corrigan, Council Member Waldeck, Council Member Larsen NOES: Council Member Harpootlian ABSENT: None ABSTAIN: None Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and Finance and Investment Committee June 2, 2014 The Finance and Investment Committee was unanimously in favor of placing �r $200,000 in to OPEB. 2M MOTION MADE AND SECONDED: Moved by Council Member Larsen, for the OPEB (Other Post -Employment Benefits), the Town shall pay the out-of-pocket and make the full ARC (Annual Required Contribution) to the Ca1PERS fund; staff shall also work with the Finance and Investment Committee to clarify how it should be accounted. The motion was seconded by Council Member Waldeck. Motion Carried 5 to 0: AYES: Mayor Radford, Vice Mayor Corrigan, Council Member HgMootlian, Council Member Waldeck, Council Member Larsen NOES: None ABSENT: None ABSTAIN: None Mayor Radford provided closing comments. 2. ADJOURNMENT OF THE SPECIAL JOINT MEETING OF THE CITY COUNCIL AND FINANCE AND INVESTMENT COMMITTEE The meeting adjourned at 8:02 p.m. Respectfully submitted, T)ebc a;v Deborah Padovan City Clerk The minutes of the June 2, 2014 special joint City Council and Finance Investment Committee were approved as presented at the June 19, 2014 regular City Council meeting. 7 Special Joint Meeting Minutes of the Town of Los Altos Hills City Council and Finance and Investment Committee June 2, 2014