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HomeMy WebLinkAbout3/30/2015 (2)Town of Los Altos Hills City Council Special Meeting Minutes Monday, March 30, 2015 Council Chambers, 26379 Fremont Road, Los Altos Hills, California Mayor Corrigan called the Closed Session to order at 5:00 p.m. A. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION - SIGNIFICANT EXPOSURE TO LITIGATION (Pursuant to Government Code Section 54956.9(d)(2).) Two cases Closed session adjourned at 5:45 p.m. CALL TO ORDER (6:00 P.M.) Mayor Corrigan called the meeting to order at 6:00 p.m. A. Roll Call Present: Mayor Corrigan, Mayor Pro Tem Harpootlian, Councilmember Larsen, Councilmember Radford, Councilmember Waldeck Absent: None Staff: City Manager Carl Cahill, City Attorney Steve Mattas, Planning Director Suzanne Avila, Public Works Director/City Engineer Richard Chiu, Administrative Services Director Yulia Carter, Finance Manager Pak Lin, City Clerk Deborah Padovan B. Pledge of Allegiance Mayor Corrigan called for Presentations from the Floor. There were no Presentations from the Floor. 1. AGENDA REVIEW There were no changes to the agenda. REPORT OUT OF CLOSED SESSION City Attorney Steve Mattas stated that there was no reportable action. City Council Special Meeting Minutes March 30, 2015 (PRESENTATIONS AND APPOINTMENTS A. Appointments to the Youth Commission Leah Bourgan, Los Altos Hills, said she is a sophomore at Los Altos High School. She expressed an interest to be appointed to the Youth Commission in order to be more involved in the community and encourage other youths to get involved. Jessica Bourgan, Los Altos Hills, said she is an eighth grader at Egan Junior High School. She felt that serving on the Youth Commission was a good way to learn leadership skills at a younger age. MOTION MADE AND SECONDED: Councilmember Larsen moved to appointed Leah Bourgan, Jessica Bourgan and Katelyn Moussavian to the Los Altos Hills Youth Commission. The motion was seconded by Councilmember Radford. Motion Carried 5 to 0: AYES: Mayor Corrigan, Mayor Pro Tem Harpootlian, Councilmember Larsen, Councilmember Radford, Councilmember Waldeck NOES: None ABSENT: None ABSTAIN: None B. Appointment to the North County Library Authority (NCLA) Mayor Corrigan presented the item. David Struthers, Los Altos Hills, introduced himself to the City Council and expressed his interest in serving on the NCLA. Suzanne Epstein, Los Altos Hills, introduced herself to the Council and expressed her interest in serving on the NCLA. Council discussion ensued including asking questions and received responses from the candidates. City Clerk Deborah Padovan distributed and collected the ballots for the North County Library Authority and read the majority vote as follows: Suzanne Epstein received four votes. City Council Special Meeting Minutes March 30, 2015 MOTION MADE AND SECONDED: Mayor Pro Tem Harpootlian moved to appoint Suzanne Epstein to the North Count Ley Authority (NCLA) for a four year term. The motion was seconded by Councilmember Larsen. Motion Carried 5 to 0: AYES: Mayor Corrigan, Mayor Pro Tem Hamootlian, Councilmember Larsen, Councilmember Radford, Councilmember Waldeck NOES: None ABSENT: None ABSTAIN: None C. Appointment to the Los Altos/Los Altos Hills Joint Community Volunteer Service Awards Committee Morvari Ahi, Los Altos Hills, introduced herself to the City Council. MOTION MADE AND SECONDED: Councilmember Waldeck moved to appoint Morvari Ahi to the Joint Community Volunteer Service Awards Committee for a four year term. The motion was seconded by Mayor Corrigan. Motion Carried 5 to 0: AYES: Mayor Corrigan, Mayor Pro Tem Harpootlian, Councilmember Larsen, Councilmember Radford, Councilmember Waldeck NOES: None ABSENT: None ABSTAIN: None D. Re -Appointment to the Los Altos/Los Altos Hills Joint Community Volunteer Service Awards Committee MOTION MADE AND SECONDED: Councilmember Radford moved to reappoint Rebecca Hickman for a second term, four year term on the Joint Community Volunteer Service Awards Committee. The motion was seconded by Mayor Corrigan. Motion Carried 5 to 0: AYES: Councilmember Larsen, Councilmember Radford, Councilmember City Council Special Meeting Minutes March 30, 2015 Waldeck, Mayor Pro Tem HgMootlian, Mayor Corrigan NOES: None ABSENT: None ABSTAIN: None E. Appointment to the Parks and Recreation Committee MOTION MADE AND SECONDED: Councilmember Radford moved to appoint Elizabeth Hitchner to the Parks and Recreation Committee for a four year term. The motion was seconded by Councilmember Larsen. Motion Carried 5 to 0: AYES: Councilmember Larsen, Councilmember Radford, Councilmember Waldeck, Mayor Pro Tem Harpootlian, Mayor Corrigan NOES: None ABSENT: None ABSTAIN: None F. Appointment to the History Committee Nicholas French, Los Altos Hills, introduced himself to the City Council. Bridget Morgan, Los Altos Hills, introduced herself to the City Council. City Clerk Padovan distributed and collected the ballots for the History Committee and read the majority vote as follows: Nicholas French received a majority of three votes. MOTION MADE AND SECONDED: Councilmember Waldeck moved to appoint Nicholas French to the History Committee for a four year term. The motion was seconded by Mayor Pro Tem Harpootlian. Motion Carried 5 to 0: AYES: Councilmember Larsen, Councilmember Radford, Councilmember Waldeck, Mayor Pro Tem Harpootlian, Mayor Corrigan NOES: None 4 City Council Special Meeting Minutes March 30, 2015 ABSENT: None ABSTAIN: None G. Appointment to the Pathways Committee Jim Basiji, Los Altos Hills, introduced himself and responded to questions posed by the City Council. Alisa Bredo, Los Altos Hills, introduced herself and responded to questions posed by the City Council. Bridget Morgan, Los Altos Hills, introduced herself and responded to questions posed by the City Council. Rebecca Ternus, Los Altos Hills, introduced herself and responded to questions posed by the City Council. Glenn Wilkerson, Los Altos Hills, introduced himself and responded to questions posed by the City Council. City Clerk Padovan distributed and collected the ballots for the Pathways Committee and read the majority vote as follows: Bridget Morgan received a majority four votes. MOTION MADE AND SECONDED: Councilmember Larsen moved to appoint Bridget Morgan to the Pathways Committee for a four year term. The motion was seconded by Mayor Pro Tem Harpootlian. Motion Carried 5 to 0: AYES: Councilmember Larsen, Councilmember Radford, Councilmember Waldeck, Mayor Pro Tem HgMootlian, Mayor Corrigan NOES: None ABSENT: None ABSTAIN: None H. Presentation of Sewer Operation and Maintenance Services by West Bay Sanitary District (10 minutes) Public Works Director Richard Chiu introduced West Bay Sanitary District representatives. 5 City Council Special Meeting Minutes March 30, 2015 Phil Scott, District Manager and Sergio Ramirez, West Bay Sanitary District, presented an update of sewer activities and findings in the Town. Allan Epstein and Roddy Sloss asked questions of West Bay and received their responses. Council discussion ensued. No action was taken. I. Presentation of Sewer Collection System Assessment Report by V.W. Housen and Associates (10 minutes) and Review Sewer Collection System Assessment Technical Memo (Staff. R. Chiu) Director Chiu introduced Vivian Housen with V.W. Housen and Associates. Vivian Housen, V.W. Housen and Associates, presented her assessment of the sewer system and recommendations. Council discussion ensued. Council asked questions of Ms. Housen and received responses. Roddy Sloss, Los Altos Hills, asked about the report and said he was overwhelmed with the number of comments he saw that criticized work in the past. Ms. Housen responded that she believes the Town would welcome some help in the near term. Allan Epstein, Los Altos Hills, asked clarification questions. Ms. Housen responded to Mr. Epstein's questions. Council recess at 8:00 p.m. Council reconvened to Open Session at 8:10 p.m. MOTION MADE AND SECONDED: Mayor Pro Tem Haruootlian moved to accept the Sewer Collection System Assessment Technical Memo Report. The motion was seconded by Councilmember Larsen. Motion Carried 5 to 0: AYES: Councilmember Larsen Councilmember Radford, Councilmember Waldeck Mayor Pro Tem HgMootlian, Mayor Corrigan NOES: None ABSENT: None 6 City Council Special Meeting Minutes March 30, 2015 ABSTAIN: None The Council now considered Item 53. 5. NEW BUSINESS B. Resolution Awardinp, Contract to Provide Design Services for the Miranda Road Pathway Project to Mark Thomas & Company, Inc. (Staff: R. Chiu) Director Chiu introduced the staff report. Council discussion ensued. Bob Elson, Los Altos Hills, spoke in support of the pathway project. Leslie Stuwe, Los Altos Hills, said that they pulled their support for the project as she believed it would affect some of their landscaping. Norman Happ, Los Altos Hills, spoke in support of the pathway project. Richard Mead, Los Altos Hills, spoke in support of the pathway project. Julie Pearce, Los Altos Hills, spoke in support of the pathway project. Courtney Labe, Los Altos Hills, spoke in support of the pathway project. Jennifer Mackower, Los Altos Hills, spoke in support of the pathway project. Stephanie Mackenzie, Los Altos Hills, spoke in support of the pathway project. Ari Strober, Los Altos Hills, spoke in support of the pathway project. Mary Westberg, Los Altos Hills, spoke in support of the pathway project. Brian Mellea, Los Altos Hills, spoke in support of the pathway project. Susan Bourgan, Los Altos Hills, spoke in support of the pathway project. Eileen Gibbons, Los Altos Hills Pathways Committee Member, mentioned that when the committee voted to make it a top priority, they recommended that the Town spend $100K of current funding, with more funds scheduled to be added. Alicia Su, Los Altos Hills, spoke in support of the pathway project. Further Council discussion ensued. 21 City Council Special Meeting Minutes March 30, 2015 MOTION MADE AND SECONDED: Councilmember Radford moved to approve Resolution 08-15 Awarding a Contract for Design Services for the Miranda Road Pathway Project in an Amount not to Exceed $21,000.00. The motion was seconded by Councilmember Waldeck. Motion Carried 5 to 0: AYES: Councilmember Larsen, Councilmember Radford, Councilmember Waldeck, Mayor Pro Tem Harpootlian, Mayor Corrigan NOES: None ABSENT: None ABSTAIN: None At this point, the Council returned to consider Item 2.J. J. Presentation of the Sewer Fee Study Report by Municipal Financial Services (10 minutes) and Resolution Declaring the Intention to Increase Sewer Service Charaes in Both Palo Alto and Los Altos Sewer Basins, Setting a Public Hearing and Directing Staff to Mail Notices to All Sewer Users (Staff. R. Chiu) Director Chiu presented the report. Tom Pavletic, Municipal Financial Services, presented a Sewer Fee Study Report. Director Chiu requested direction from the City Council to select a rate structure, set a public hearing and approve a resolution of intention to increase sewer service charges. Council discussion ensued. Allan Epstein, Los Altos Hills, said that the Finance and Investment Committee (FIC) reviewed the report. The FIC concluded that the best course of action that would put through an increase that would maintain the reserves as shown in the presentation. Roddy Sloss, Los Altos Hills, said that Palo Alto has a separate staff for sewer treatment plant and another for utility oversight. They have recommended a rate increase, but they are not in sync. Martha Bowden, Los Altos Hills, said that it sounds like the Town has been deferring maintenance and now has to play catch up. Further Council discussion ensued. n City Council Special Meeting Minutes March 30, 2015 MOTION MADE AND SECONDED: Councilmember Radford moved to accept the reportThe motion was seconded by Councilmember Larsen. Motion Carried 5 to 0: AYES: Councilmember Larsen Councilmember Radford, Councilmember Waldeck Mayor Pro Tem HpMootlian, Mayor Corrigan NOES: None ABSENT: None ABSTAIN: None MOTION MADE AND SECONDED: Councilmember Radford moved to accept the recommended rate structure of 39%, 39%, 3%, 3% and 3% over the next five years; setting a public hearing date for May 21 2015 • approving a mailing of Notices of Public Hearing, and approving Resolution 09-15 Declaring the Intention to Increase Sewer Service Charges in Both Palo Alto and Los Altos Sewer Basis, Setting a Public Hearing and Directing Staff to Mail Notices to All Sewer Users; as amended to include additional outreach by Town staff and as amended to edit the wording of the mailer conditional on meeting Proposition 218 noticing requirements. The motion was seconded by Councilmember Waldeck. Motion Carried 5 to 0: AYES: Councilmember Larsen, Councilmember Radford, Councilmember Waldeck, Mayor Pro Tem Harpootlian, Mayor Corrigan NOES: None ABSENT: None ABSTAIN: None K. Annual Presentation by the Traffic Safety Committee (8 minutes) Martha Bowden, Chair of the Traffic Safety Committee, provided an annual report on the activities of the committee. Council discussion ensued. No action was taken. Councilmember Waldeck questioned Director Chiu regarding the Town -owned radar trailer. Director Chiu stated that the trailer is moved around to different locations as needed. 9 City Council Special Meeting Minutes March 30, 2015 Mayor Corrigan requested that the radar trailer be stationed on Miranda Road for the next week or two. Councilmember Larsen suggested that after Miranda Road, the trailer be placed on La Paloma. 3. PRESENTATIONS FROM THE FLOOR Persons wishing to address the Council on any subject not on the agenda may do so now. Please complete a Speaker Card located on the back table of the Council Chambers and submit it to the City Clerk. Comments are limited to two (2) minutes per speaker. California law prohibits the Council from acting on items that do not appear on the agenda. Under a Resolution previously adopted by the Council, such items can be referred to staff for appropriate action, which may include placement on the next available agenda. There were no presentations from the floor. The Council now returned to consider Agenda Item 5.A. A. Consideration of Fiscal Year 2014-15 Mid -Year Cycle djustments and Adoption of a Resolution to Adjust Fiscal Year 2014-15 Budget (Staff. Y. Carter) MOTION MADE AND SECONDED: Councilmember Waldeck moved to continue the meeting past 10:00 p.m. The motion was seconded by Councilmember Larsen. Motion Carried 4 — 1: AYES: Councilmember Larsen, Councilmember Waldeck, Mayor Pro Tem Harpootlian, Mayor Corrigan NOES: Councilmember Radford ABSENT: None ABSTAIN: None Administrative Services Director Yulia Carter presented the staff report. Director Chiu presented information regarding the El Monte Road Rehabilitation Project. Council discussion ensued. Allan Epstein, Los Altos Hills, informed the Council about the sewer ad hoc committee's recommendations. MOTION MADE AND SECONDED: Councilmember Larsen moved to reduce the FY 2014/15 sewer overhead collection by $55,000 to offset the over collection 10 City Council Special Meeting Minutes March 30, 2015 that occurred in FY 2013/14. The motion was seconded by Councilmember Radford. Motion Carried 4 — 1: AYES: Councilmember Larsen Councilmember Radford, Councilmember Waldeck, Mayor Corrigan NOES: Mayor Pro Tem Harpoothan ABSENT: None ABSTAIN: None MOTION MADE AND SECONDED: Councilmember Radford moved to anprove Resolution 10-15 to adjust FY 2014-15 general fund and non -general fund budgets and direct staff to incorporate the previous motion. The motion was seconded by Councilmember Larsen. Motion Carried 5 to 0: AYES: Councilmember Larsen Councilmember Radford, Councilmember Waldeck Mayor Pro Tem Harpootlian, Mayor Corrigan NOES: None ABSENT: None ABSTAIN: None 4. REPORTS FROM COMMITTEES, SUB -COMMITTEES, AND COUNCILMEMBERS ON OUTSIDE AGENCIES There were no committee reports. 6. CONSENT CALENDAR MOTION MADE AND SECONDED: Councilmember Larsen moved to approve the CONSENT CALENDAR with the exception of Items 6.H, 6.I, 6.J, 6.K and 6.0. The motion was seconded by Councilmember Radford. Motion Carried 5 to 0: AYES: Councilmember Larsen Councilmember Radford, Councilmember Waldeck Mayor Pro Tem HgMootlian, Mayor Corrigan 11 City Council Special Meeting Minutes March 30, 2015 NOES: None ABSENT: None ABSTAIN: None A. Approval of Regular Meeting Minutes: City Council Meeting -January 15, 2015 B. Approval of Special Meeting Minutes: City Council Meeting -February 9, 2015 C. Approval of Special Meeting Minutes: City Council Meeting -March 9, 2015 D. Review of Disbursements: January 1, 2015 - January 31, 2015 $1,223,614 E. Review of Disbursements: February 1, 2015 -February 28, 2015 $613,663 F. Approval of the Change in Regular Meeting Schedule for the Parks and Recreation Committee (Staff. D. Padovan) G. Approval of the Change in Regular Meeting Time for the Finance and Investment Committee (Staff. D. Padovan) H. Resolution Approving Amendment No. 2 to Sewer Agreement with City of Los Altos (Staff. R. Chiu) - this item was continued to an adjourned special meeting held on March 31, 2015. I. Resolution Awarding a Contract for the 2015 Sanitary Sewer Repair and Rehabilitation Project to Express Plumbing Service (Staff. R. Chiu) - this item was continued to an adjourned special meeting held on March 31, 2015. J. Resolution Awarding Contract for the 2014 Pavement Rehabilitation Project #2 to Granite Rock Company (Staff. R. Chiu) - this item was continued to an adjourned special meeting held on March 31, 2015. K. Resolution Awarding Contract for Environmental Consulting Services for the Stirling Subdivision to EMC Planning Group, Inc. (Staff. S. Avila) - this item was continued to an adjourned special meeting held on March 31, 2015. L. Resolution 11-15 Approving a Memorandum of Understanding Between the Town and the Los Altos Hills Emergency Group (Staff. C. Cahill) M. Notification of Fast Track Approval for Lands of Park: 26343 Esperanza Drive; File #419-14-ZP-SD-GD; A request for a Site Development Permit for a new 12 City Council Special Meeting Minutes March 30, 2015 1,009 square foot two story addition, and an 840 square foot sports court. CEQA review: Categorical Exemption per Section 15303(a). (Staff: S. Avila) Appeal Deadline: Wednesday, April 8, 2015 at 5:00 p.m. N. Notification of Fast Track Approval for Lands of Shahidi; 12825 Deer Creek Lane; File #411-14-ZP-SD; A request for a Site Development Permit for a new 5,609 square foot two story residents with a 1,847 square foot basement. The applicant is also requesting a Grading Policy exception of up to 9'6" of cut for the house where 8' is allowed. CEQA review: Categorical Exemption per Section 15303 (a). (Staff. S. Avila) Appeal Deadline: Wednesday, April 8, 2015 at 5:00 p.m. O. Notification of Fast Track Approval for Lands of Lee: 13020 La Paloma Road, File 272-14-ZP-SD-GD; A request for a Site Development Permit for a 2,156 square foot addition to an existing residents with a 1,847 square foot basement and a 960 square foot second unit with a 960 square foot basement. CEQA Review: Categorical Exemption (Staff. S. Avila) Appeal Deadline: Wednesday, April 1, 2015 at 5:00 p.m. P. Notification of Fast Track Approval for Lands of Fan & Liu; 25961 Vinedo Lane; File #7-15-ZP-SD-GD; A request for a Site Development Permit for a new 4,985 square foot two story residents with a 2,303 square foot basement. CEQA review: Categorical Exemption per Section 15303 (a). (Staff. S. Avila) Appeal Deadline: Wednesday, April 1, 2015 at 5:00 p.m. Q. Resolution Expressing Support for the Environmental Disclosure Requirements Under Proposition 65 and Lehigh Southwest Cement Company's Compliance with Such Disclosure Requirements (Staff. S. Mattas) - added with Revision No. 1 - this item was continued to an adjourned special meeting held on March 31, 2015. 7. STAFF REPORTS A. City Manager City Manager Cahill presented a Distinguished Budget Award to the Administrative Services Department. Mayor Corrigan accepted the award on behalf of the entire Town and expressed appreciation for the Finance staff and Finance and Investment Committee Members. Director Carter thanked the Council, Management Team, Finance and Investment Committee, and staff for their commitment to excellence. B. City Attorney - No report. C. City Clerk - No report. 13 City Council Special Meeting Minutes March 30, 2015 D. Planning Director - No report. E. Administrative Services Director - No report. F. Public Works Director- No report. 8. COUNCIL INITIATED ITEMS A. Scheduling a Joint Cily Council/FIC Budget Review Meeting (Mayor Corrigan) MOTION MADE AND SECONDED: Mayor Corrigan moved to schedule a special oint City Council/Finance and Investment Committee budget review meeting for Wednesday May 20 2015 at 5:00 p.m. The motion was seconded by Councilmember Radford. Motion Carried 5 to 0: AYES: Councilmember Larsen Councilmember Radford, Councilmember Waldeck Mayor Pro Tem Harpootlian, Mayor Corrigan NOES: None ABSENT: None ABSTAIN: None MOTION MADE AND SECONDED: Mayor Corrigan moved as follows: move the following the Consent Calendar items to tomorrow night's agenda, as part of an adjourned special meeting that began tonight at 6 p.m., those items are 6.H 6.I 6.J 6.K & 6.Q. The motion was seconded by Councilmember Larsen. Motion Carried 5 to 0: AYES: Councilmember Larsen Councilmember Radford, Councilmember Waldeck, Mayor Pro Tem Harpootlian, Mayor Corrigan NOES: None ABSENT: None ABSTAIN: None 9. ADJOURN 14 City Council Special Meeting Minutes March 30, 2015 The meeting adjourned at 10:38 p.m. Respectfully submitted, Deborah Padovan City Clerk The minutes of the March 30, 2015 special City Council meeting were approved as presented at the April 20, 2015 special City Council meeting. 15 City Council Special Meeting Minutes March 30, 2015