A G E N D A SUISUN CITY COUNCIL CHAMBERS CIVIC CENTER BOULEVARD -- SUISUN CITY, CALIFORNIA

Transcription

1 CITY COUNCIL Pedro Pete M. Sanchez, Mayor Lori Wilson, Mayor Pro-Tem Jane Day Michael J. Hudson Michael A. Segala A G E N D A CITY COUNCIL MEETING First and Third Tuesday Every Month REGULAR MEETING OF THE SUISUN CITY COUNCIL SUISUN CITY COUNCIL ACTING AS SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY OF THE CITY OF SUISUN CITY, AND HOUSING AUTHORITY TUESDAY, MAY 1, :00 P.M. SUISUN CITY COUNCIL CHAMBERS CIVIC CENTER BOULEVARD -- SUISUN CITY, CALIFORNIA NOTICE Pursuant to Government Code Section 54953, Subdivision (b), the following Council/Successor Agency/Housing Authority meeting includes teleconference participation by Councilmember Jane Day from: 301 Morgan Street, Suisun City, CA (Next Ord. No. 749) (Next City Council Res. No ) Next Suisun City Council Acting as Successor Agency Res. No. SA ) (Next Housing Authority Res. No. HA ) ROLL CALL Council / Board Members Pledge of Allegiance Invocation PUBLIC COMMENT (Requests by citizens to discuss any matter under our jurisdiction other than an item posted on this agenda per California Government Code allowing 3 minutes to each speaker). CONFLICT OF INTEREST NOTIFICATION (Any items on this agenda that might be a conflict of interest to any Councilmembers / Boardmembers should be identified at this time.) REPORTS: (Informational items only.) 1. Mayor/Council - Chair/Boardmembers 2. City Manager/Executive Director/Staff a. Update on Weekend Warriors (Mattos). b. Update on Enterprise Resource Planning (White). c. Update on Dredging - (Lofthus/Lozano). DEPARTMENTS: AREA CODE (707) ADMINISTRATION PLANNING BUILDING FINANCE FIRE RECREATION & COMMUNITY SERVICES POLICE PUBLIC WORKS SUCCESSOR AGENCY FAX

2 May 1, 2018 City Council / Successor Agency / Housing Authority Page 2 PRESENTATIONS/APPOINTMENTS (Presentations, Awards, Proclamations, Appointments). 3. Introduction and Swearing in of new Suisun City Administrative Fire Captain Josh Danner - (O Brien). 4. Presentation of Proclamation to Building Department Proclaiming May 2018, as Building Safety Month (Kashiwagi). 5. Presentation of Proclamation to Recreation and Community Services Department Proclaiming May 11-18, 2018, as National Safe Boating Week (Lofthus). 6. Presentation of Proclamation to Police Department Proclaiming May 13-19, 2018 Police Week and May 15, 2018 Peace Officers Memorial Day (Mattos). 7. Presentation of Proclamation to Wanda Wallis, Senior Coalition Representative, Proclaiming May 2018 as Older American s Month. CONSENT CALENDAR Consent calendar items requiring little or no discussion may be acted upon with one motion. City Council 8. Landscape Maintenance Contract for the Suisun City Maintenance Assessment Districts for FY (Kashiwagi). a. Council Adoption of Resolution No : Rejecting all bids for the Maintenance of Landscape Districts FY ; and b. Council Adoption of Resolution No : Authorizing the City Manager to negotiate a one (1) year contract extension with New Image Landscape. 9. Council Adoption of Resolution No : Authorizing the City Manager to Amend the Contract Services Agreement with Michael Baker International to Provide Additional Staff Assistance to Finalize and Implement an Ordinance Regulating Cannabis Uses in the City (Kearns). 10. Accepting Additional Funding for the After School Education and Safety (ASES) Grant Program from the California Department of Education (Lofthus). a. Council Adoption of Resolution : Accepting additional Funding from the California Department of Education After-School Education and Safety (ASES) Grant Program at Suisun Elementary School for Fiscal Year 2017/18; and b. Council Adoption of Resolution No : Adopting the 15th Amendment to the Annual Appropriation Resolution No to Appropriate Funds for the After-School Education and Safety (ASES) Grant Program at Suisun Elementary. 11. Council Adoption of Resolution No : Amending the Salary Schedule to Include a Salary Range for the Previously Approved Job Class of Administrative Services Director (Bragdon).

3 May 1, 2018 City Council / Successor Agency / Housing Authority Page Suisun City Fire Department Mutual Aid Agreements (O Brien) a. Council Adoption of Resolution No : Resolution of the City Council of the City of Suisun City Approving the 2018 Mutual Aid Agreement By And Between Solano County Fire Agencies for all Hazard Emergency Response. b. Council Adoption of Resolution No : Resolution of the City Council of the City of Suisun City Approving the 2018 Mutual Aid Agreement By And Between the Secretary of the Air Force Acting By and Through the Commander, Travis Airforce Base for all Hazard Emergency Response 13. Council Adoption of Ordinance No. 748: An Ordinance of the City Council of the City of Suisun City, California, Amending Title 18 Zoning with Minor Additions and Clarifications (Introduction and Reading Waived on April 17, 2018) (Kearns). Joint City Council / Suisun City Council Acting as Successor Agency/Housing Authority 14. Council/Agency/Authority Approval of the Minutes of the Regular and/or Special Meetings of the Suisun City Council, Suisun City Council Acting as Successor Agency, and Housing Authority held April 17, 2018 (Hobson). PUBLIC HEARINGS 15. PUBLIC HEARING Council Introduction and Waive Reading of Ordinance No. : Amending the Definitions of Smoking, Tobacco Products, & Tobacco Paraphernalia in Section of the Suisun City Code (Lofthus). GENERAL BUSINESS CLOSED SESSION Pursuant to California Government Code section the Suisun City Council and Suisun City Housing Authority will hold a Closed Session for the purpose of: Joint City Council / Housing Authority 16. CONFERENCE WITH REAL PROPERTY NEGOTIATOR Property Under Negotiation: Assessor s Parcel Numbers: 30 Acres: , , , City/Authority Negotiator: Suzanne Bragdon, City Manager; Sean Quinn, Project Manager; Sajuti Rahman, Management Analyst; Scott Corey, Acting Administrative Services Director; John Kearns, Acting Development Services Director Negotiating Parties: Lewis Group of Companies Under Negotiations: Terms and Payment CONVENE OPEN SESSION Announcement of Actions Taken, if any, in Closed Session. ADJOURNMENT

4 May 1, 2018 City Council / Successor Agency / Housing Authority Page 4 A complete packet of information containing staff reports and exhibits related to each item for the open session of this meeting, and provided to the City Council, are available for public review at least 72 hours prior to a Council /Agency/Authority Meeting at Suisun City Hall 701 Civic Center Blvd., Suisun City. Agenda related writings or documents provided to a majority of the Council/Board/Commissioners less than 72 hours prior to a Council/Agency/Authority meeting related to an agenda item for the open session of this meeting will be made available for public inspection during normal business hours. An agenda packet is also located at the entrance to the Council Chambers during the meeting for public review. The City may charge photocopying charges for requested copies of such documents. Assistive listening devices may be obtained at the meeting PLEASE NOTE: 1. The City Council/Agency/Authority hopes to conclude its public business by 11:00 P.M. Ordinarily, no new items will be taken up after the 11:00 P.M. cutoff and any items remaining will be agendized for the next meeting. The agendas have been prepared with the hope that all items scheduled will be discussed within the time allowed. 2. Suisun City is committed to providing full access to these proceedings; individuals with special needs may call Agendas are posted at least 72 hours in advance of regular meetings at Suisun City Hall, 701 Civic Center Boulevard, Suisun City, CA. Agendas may be posted at other Suisun City locations including the Suisun City Fire Station, 621 Pintail Drive, Suisun City, CA, and the Suisun City Senior Center, 318 Merganser Drive, Suisun City, CA. I, Donna Pock, Deputy City Clerk for the City of Suisun City, declare under penalty of perjury that the above agenda for the meeting of May 1, 2018 was posted and available for review, in compliance with the Brown Act.

5 Item 2.a Weekend Warriors Accomplishments 800 combined work hours during past 12 months Encampment Clean-up on City Property Clean-up of illegal dumping within the City Refrigerators Stoves Furniture Provided support for the Clean-up by Mayor Pro-Tem Wilson and her team of volunteers Working to clean-up the South yard of the Suisun City Corporation Yard Destruction of abandoned and derelict boats Cleaning Suisun City landscape areas (most recently: around Fire Department 1 1

6 Item 2.a Encampments Gentry Property Field 90 block of Railroad Avenue Cordelia Road and Pennsylvania Avenue Old Stagner Lumber Company yards, N/S sides of Cordelia Road train tracks Field South of the 1100 block of School Street The Point south of the municipal boat ramp Solano Street along the Railroad right of way Under the Hwy 12 overpass Railroad tracks for Sunset Ave to Marina Ave Field West of Sunset Ave at Old Railroad Ave Field East of Sunset Ave at Old Railroad Ave Old Railroad Avenue Sunset Ave to East Tabor Doorways of downtown business (homeless). 2 2

7 Item 2.a Questions 3 3

8 THIS PAGE INTENTIONALLY LEFT BLANK 4

9 Item 2.b SUISUN CITY POLICE DEPARTMENT INTERDEPARTMENTAL CORRESPONDENCE April 2, 2018 TO: FROM: SUBJECT: City Manager Commander White Enterprise Resource Planning System (ERP) Needs Assessment Update In March 2018, our ERP Consultant conducted interviews with City employees to gain an understanding of the City s business processes and operations, identify the strengths and limitations in existing systems, identify functionality gaps and reporting needs and determine the impact of potential change. These interviews focused on Land Management functionality, which includes building permits and ERP functionality. The team reviewed relevant documentation to assess and document the City s current technology infrastructure, conducted departmental and cross-departmental interviews, and identified functional requirements needed to run and streamline our business processes within departments and across departments. They also discussed industry best practices relative to information gained during user interviews and business process analysis. The Needs Assessment constituted Phase 1 of the ERP Procurement Project. One of the key recommendations from the Needs Assessment is to pursue a Land Management System as part of the ERP RFP process as opposed to purchasing separately now and integrating later. The consultant provided helpful direction regarding extending the life of our current system and we have already seen positive results. Based upon the Needs Assessment, it appears that the implementation costs of a new ERP system that will meet our requirements will be up to $650,000 with an annual maintenance cost of up to approximately $30,000. It is important to note these are very preliminary budgetary numbers that will firm up as we move through the RFP process. The consultant forecasts the need for 2 part-time employees during the implementation in order to backfill existing employees. The part-time assistance will help keep day to day operations running while key staff, particularly in Finance, attend extensive training, load new data and participate in other time consuming components of the implementation. We are not requesting funding for this additional staffing at this time. The implementation timeline for the project has been updated as follows: 1.) Procurement and Selection March 2018 to December ) Implementation a.) Land Management Modules January 2019 to June 2019 b.) Financial Modules June 2019 to November 2019 c.) HR/Payroll Modules November 2019 to April 2020 We will continue to keep the City Council updated on the progress of this project. 5

10 THIS PAGE INTENTIONALLY LEFT BLANK 6

11 Item 4 Office of the Mayor Suisun City, California Proclamation WHEREAS, Suisun City is committed to recognizing our growth and strength depends on the safety and economic value of the homes, buildings and infrastructure that serve our citizens, both in everyday life and in times of natural disaster, and; WHEREAS, our confidence in the structural integrity of these buildings that make up our community is achieved through the devotion of vigilant guardians building safety and fire prevention officials, architects, engineers, builders, tradespeople, design professionals, laborers and others in the construction industry who work year-round to ensure the safe construction of buildings, and; WHEREAS, these guardians are dedicated members of the International Code Council, a U.S. based organization, that brings together local, state and federal officials that are experts in the built environment to create and implement the highest-quality codes to protect us in the buildings where we live, learn, work, worship, play, and; WHEREAS, Building Safety Month is sponsored by the International Code Council to remind the public about the critical role of our communities largely unknown guardians of public safety our local code officials who assure us of safe, efficient and livable buildings that are essential to keep America great, and; WHEREAS, Building Codes Save Lives the theme for Building Safety Month 2018, encourages all Americans to raise awareness of the importance of building safe and resilient construction; fire prevention; disaster mitigation, and new technologies in the construction industry. Building Safety Month 2018 encourages appropriate steps everyone can take to ensure that the places where we live, learn, work, worship and play are safe, and recognizes that countless lives have been saved due to the implementation of safety codes by local and state agencies, and, WHEREAS, each year, in observance of Building Safety Month, Americans are asked to consider the commitment to improve building safety and economic investment at home and in the community, and to acknowledge the essential service provided to all of us by local and state building departments, fire prevention bureaus and federal agencies in protecting lives and property. NOW, THEREFORE, I, Pete Sanchez, Mayor of the City of Suisun City, do hereby proclaim the month of May 2018 as "BUILDING SAFETY MONTH" In the City of Suisun City and encourage our residents to learn more about how they can contribute to building safety at home and in their community. In witness whereof I have hereunto set my hand and caused this seal to be affixed. Pete Sanchez, Mayor ATTEST: DATE: May 1,

12 Item 5 Office of the Mayor Suisun City, California Proclamation WHEREAS, on average, 650 people die each year in boating-related accidents in the United States; approximately 80% of these are fatalities caused by drowning; and WHEREAS, the vast majority of these accidents are caused by human error or poor judgment and not by the boat, equipment, or environmental factors; and WHEREAS, a significant number of boaters who lose their lives by drowning each year would be alive today had they worn their life jackets; and WHEREAS, today s life jackets are more comfortable, more attractive, and more wearable than styles of years past. NOW THEREFORE, I, Pete Sanchez, Mayor of the City of Suisun City do hereby support the goals of the Safe Boating Campaign and proclaim May 19-25, 2018 as: NATIONAL SAFE BOATING WEEK In the City of Suisun City and the start of the year-round effort to promote safe boating and urge all those who boat to practice safe boating habits and wear a life jacket at all times while boating In witness whereof I have hereunto set my hand and caused this seal to be affixed. Pete Sanchez, Mayor ATTEST: DATE: May 1,

13 Item 6 Office of the Mayor Suisun City, California Proclamation WHEREAS, there are approximately 900,000 law enforcement officers serving in communities across the United States, including the dedicated members of the Suisun City Police Department; and WHEREAS, there have been 58,627 assaults against law enforcement officers in 2016, resulting in approximately 16,677 injuries; and WHEREAS, since the first recorded death in 1791, more than 20,000 law enforcement officers in the United States have made the ultimate sacrifice and been killed in the line of duty; and WHEREAS, the names of these dedicated public servants are engraved on the walls of the National Law Enforcement Officers Memorial in Washington, D.C.; and WHEREAS, 360 new names of fallen heroes are being added to the National Law Enforcement Officers Memorial this spring, including 129 officers killed in 2017 and 231 officers killed in previous years; and WHEREAS, the service and sacrifice of all officers killed in the line of duty will be honored during the National Law Enforcement Officers Memorial Fund s 30 th Annual Candlelight Vigil, on the evening of May 13, 2018; and WHEREAS, the Candlelight Vigil is part of National Police Week, which takes place this year on May 13-19; and WHEREAS, May 15 is designated as Peace Officers Memorial Day, in honor of all fallen officers and their families and U.S. flags should be flown at half-staff. NOW, THEREFORE, I, Pete Sanchez, Mayor of the City of Suisun City, hereby proclaim the week of May 13-19, 2018, as: POLICE WEEK in the City of Suisun City, and publicly salute the service of law enforcement officers in our community and communities across the nation. I further call upon all residents of the City of Suisun City to observe May 15, 2018, as: PEACE OFFICERS MEMORIAL DAY in honor of those law enforcement officers who, through their courageous deeds, have made the ultimate sacrifice in service to their community or have become disabled in the performance of duty, and let us recognize and pay respect to the families and friends of our fallen heroes. In witness whereof I have hereunto set my hand and caused this seal to be affixed. Pete Sanchez, Mayor ATTEST: DATE: May 1,

14 Item 7 Office of the Mayor Suisun City, California Proclamation WHEREAS, Suisun City includes older Americans who enrich and strengthen our community; and WHEREAS, Suisun City is committed to engaging and supporting older adults, their families, and caregivers; and WHEREAS, we acknowledge the importance of taking part in activities that promote physical, mental, and emotional well-being no matter your age; and WHEREAS, Suisun City can enrich the lives of individuals of every age by: promoting home- and community-based services that support independent living; involving older adults in community planning, events, and other activities; and providing opportunities for older adults to work, volunteer, learn, lead, and mentor. NOW, THEREFORE, I, Pete Sanchez, Mayor of the City of Suisun City, do hereby proclaim the month of May 2018 as OLDER AMERICANS MONTH in the City of Suisun City and urge every resident to take time during this month to recognize older adults and the people who serve them as vital parts of our community. In witness whereof I have hereunto set my hand and caused this seal to be affixed. Pete Sanchez, Mayor ATTEST: DATE: May 1,

15 Item 8 MEETING DATE: May 1, 2018 AGENDA TRANSMITTAL CITY AGENDA ITEM: Landscape Maintenance Contract for the Suisun City Maintenance Assessment Districts for FY a. Council Adoption of Resolution No : Rejecting all bids for the Maintenance of Landscape Districts FY b. Council Adoption of Resolution No : Authorizing the City Manager to negotiate a one (1) year contract extension with New Image Landscape FISCAL IMPACT: There is no impact to the General Fund. Source of funding for this contract is the Maintenance Assessment Districts. The contract amount for the negotiated extension will be included and part of the FY Operating Budget. BACKGROUND: There are currently eleven (11) Maintenance Assessment Districts (MADS) within Suisun City. Required maintenance activities for these Districts are primarily performed through contract with a landscape maintenance service provider. The current contract for these services is with New Image Landscape of Fremont. This contract was approved by the City Council June 6, The current contract expires on June 30, The amount of the current contract is $205,500 annually. STAFF REPORT: The City of Suisun City went out to bid for the Maintenance of Landscape Assessment Districts on March 12, The bid packet had a due date of 2:00 PM, April 4, The bid packet was sent to local landscapers, plan houses and broadly advertised. In order to ensure the successful bidder had a proper understanding of contract requirements and expectations, a mandatory pre-bid conference was conducted on March 20, 2018 at 2:00 PM. Only two landscape maintenance contractors attended, New Image Landscape and Pacific Site Management. Accordingly, New Image Landscape and Pacific Site Management were the only eligible bidders. On April 4 at 2:00 PM. the City only received a single eligible bid for the work. The second bidder Pacific Site Management had intended to bid, however their bid arrived after the 2PM deadline and was therefore not accepted. The only eligible bid was from the current landscape provider New Image Landscape of Fremont. During review and analysis of the New Image Landscape bid, staff found several areas where the contractor failed to provide required pricing information. Accordingly, the New Image bid was determined to be non-responsive and rejected. As a result of not receiving valid bids, the City has two options for consideration. One option would be to re-bid the contract, the other option would be to negotiate a one year extension with the current provider, New Image Landscape of Fremont. If City Council elects to re-bid the contract, staff would recommend a detailed review of the existing bid documents with a focus to simplify and restructure to encourage additional potential bidders. PREPARED BY: REVIEWED BY: APPROVED BY: Steve Tyler, Public Works Superintendent (interim) Michael Kashiwagi, Building & Public Works Director Suzanne Bragdon, City Manager 11

16 Item 8 This review will require approximately 2 months to complete. Under this option, new bids would be received August 2018 with an anticipated bid award in early September Selection of this option would require the current provider to agree to a 3-4 month contract extension to avoid a lapse in contract maintenance services for the City s Maintenance Assessment Districts. Another option for City Council consideration is to negotiate a one year extension with New Image Landscape. New Image has been successfully providing landscape maintenance services to the City since April 2009 (9 years). Staff has been satisfied with their work product and quality and have developed a good working relationship with New Image management and staff. On April 16, 2018, staff met with New Image to review their bid discrepancies. Based upon this discussion, staff believes New Image would be open to discuss a potential contract extension. Staff recommends rejecting bids, and negotiating a 1 year extension with New Image Landscape. Staff will return to City Council in June with the negotiated contract extension for City Council review and approval. RECOMMENDATION: It is recommended that the City Council adopt Resolution No : Rejecting bids for the Maintenance of Landscape Assessment Districts FY ; City Council adopt Resolution No : Authorizing the City Manager to negotiate a one (1) year contract extension with New Image Landscape. ATTACHMENTS: 1. Council Resolution : Rejecting All Bids for the Maintenance of Landscape Districts FY Council Resolution : Authorizing the City Manager to negotiate a one (1) year contract extension with New Image Landscape. 12

17 Item 8 Attachment 1 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUISUN CITY REJECTING ALL BIDS FOR THE MAINTENANCE OF LANDSCAPE DISTRICTS FY WHEREAS, A request for bids for Maintenance of Landscape Districts FY was advertised on March 12, 2018 with a due date of 2:00 PM, April 4, 2018; and WHEREAS, the City held a mandatory pre-bid meeting for potential bidders of the Maintenance of Landscape Districts, of which only two (2) companies participated; and WHEREAS, the City received a single bid for this work from New Image Landscape Company of Fremont, California; and WHEREAS, during review and analysis of the New Image Landscape bid, City staff found several areas where the contractor failed to provide required pricing information which deemed the bid non-responsive; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Suisun City reject all bids submitted for the Maintenance of Landscape Districts FY contract. PASSED AND ADOPTED at a Regular Meeting of the City Council of the City of Suisun City duly held on Tuesday, the 1st day of May, 2018 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Councilmembers: Councilmembers: Councilmembers: Councilmembers: WITNESS my hand and the seal of said City this 1st day of May, Donna Pock, CMC Deputy City Clerk 13

18 Item 8 Attachment 2 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUISUN CITY AUTHORIZING THE CITY MANAGER TO NEGOTIATE A ONE (1) YEAR CONTRACT EXTENSION WITH NEW IMAGE LANDSCAPE WHEREAS, the single bid received for the Maintenance of Landscape Assessment Districts FY was determined to be non-responsive due to incomplete pricing information and is recommended to be rejected; and WHEREAS, the Maintenance of Landscape Districts FY provides necessary landscape maintenance services to the City s eleven (11) Maintenance Assessment Districts and the existing landscape maintenance contract with New Image Landscape expires June 30, 2018; and WHEREAS, FY Maintenance Assessment District budgets must be approved and adopted by July 1, 2018 and it is desirable to have FY landscape maintenance costs determined prior to July 1, 2018; and WHEREAS, New Image Landscape has been successfully providing landscape maintenance services to Suisun City since April 2009 and is very knowledgeable of City service requirements and expectations; and WHEREAS, staff has determined that it is in the best interests of the City to negotiate a one (1) year extension with New Image Landscape Company; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Suisun City authorizes the City Manager to negotiate a one (1) year extension with a new expiration date of June 30, PASSED AND ADOPTED at a Regular Meeting of the City Council of the City of Suisun City duly held on Tuesday, the 1st day of May, 2018 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Councilmembers: Councilmembers: Councilmembers: Councilmembers: WITNESS my hand and the seal of said City this 1st day of May, Donna Pock, CMC Deputy City Clerk 14

19 Item 9 MEETING DATE: May 1, 2018 AGENDA TRANSMITTAL CITY AGENDA ITEM: Council Adoption of Resolution No : Authorizing the City Manager to Amend the Contract Services Agreement with Michael Baker International to Provide Additional Staff Assistance to Finalize and Implement an Ordinance Regulating Cannabis Uses in the City. FISCAL IMPACT: The fiscal impact of this action is $12,000, which will come from salary savings realized through the vacancy of the Development Services position since November BACKGROUND: Over the course of the past year, both the Planning Commission and City Council have discussed potential regulations relative to cannabis use in the City. This has included community forums, discussion and direction items, and public hearings. Each of these discussions has been led by Paul Junker of Michael Baker International. He has worked closely with the City Attorney s office to develop a draft ordinance. Additional resources are necessary to continue to retain Paul Junker, Michael Baker International, to finalize the Ordinance and support implementation efforts. STAFF REPORT: Development of a new City Ordinance to regulate the impacts of commercial and personal uses of cannabis has been a monumental undertaking. The recent interest of Council to allow for the establishment of a Storefront Retail/Dispensary use has required additional research, more public outreach and additional hearings before the Planning Commission and City Council. To finish this work and provide technical staff support relative to the implementation of the new ordinance, including establishment of tax rates for placing a tax measure on the November 2018 ballot, staff asked Paul Junker of Michael Baker International to prove a scope of work and associated cost by task. Each task is briefly described below. The expectation is that the work will carry into next fiscal year. Task 1: Complete Ordinance: Revise ordinance, prepare Planning Commission and City Council packets, attend meetings, close out update process. $3,700 Task 2: Dispensary Review Process: Provide technical support to staff including review of proposed approach for undertaking the Request for Applications (RFA) process; review of draft Request for Applications (RFA); and evaluation of process and approach for selecting operator for a cannabis business permit to operate a dispensary $3,900 PREPARED BY: John Kearns, Senior Planner REVIEWED/APPROVED BY: Suzanne Bragdon, City Manager 15

20 Item 9 Task 3: Local Tax Measure: Review optional taxation levels, consult with local cannabis business proponents, support City consultant that will lead tax measure. $4,400 The total cost for the above is $12,000. The above tasks are expected to put the City in a positive position relative to cannabis regulation and implementation thereof. A revised ordinance is expected to come to the City Council for consideration at the May 15, 2018 meeting. RECOMMENDATION: It is recommended that the City Council adopt Resolution No : Authorizing the City Manager to Amend the Contract Services Agreement with Michael Baker International to Provide Additional Staff Assistance to Finalize and Implement an Ordinance Regulating Cannabis Uses in the City. ATTACHMENTS: 1. Resolution No : Authorizing the City Manager to Amend the Contract Services Agreement with Michael Baker International to Provide Additional Staff Assistance to Finalize and Implement an Ordinance Regulating Cannabis Uses in the City. 16

21 Item 9 Attachment 1 RESOLUTION NO AUTHORIZING THE CITY MANAGER TO AMEND THE CONTRACT SERVICES AGREEMENT WITH MICHAEL BAKER INTERNATIONAL TO PROVIDE ADDITIONAL STAFF ASSISTANCE TO FINALIZE AND IMPLEMENT AN ORDINANCE REGULATING CANNABIS USES IN THE CITY. WHEREAS, the City has an existing contract with Michael Baker International (Michael Baker) to provide higher level and specialized professional and technical planning services to support the Development Services Department; and WHEREAS, such planning services have included and continue to include project management of major developer-funded projects such as the entitlement and annexation of 355 acres on the east side of town (Suisun 355) and property north of Petersen Road/East of the Lambrecht Sports Complex (Church Project); project management of the Crystal Middle School residential development; and development of a new City ordinance to regulate cannabis uses in the city; and WHEREAS, the preparation of a new Ordinance to regulate cannabis uses in the city became very involved with multiple public outreach efforts, multiple discussions of options and alternatives with the Planning Commission and City Council, and multiple public hearings; and WHEREAS, the preparation of the Ordinance was nearing completion with the first reading of the Ordinance by the City Council scheduled in early spring, at which time the Council direction shifted to include the allowance of one storefront retailer/dispensary to operate in the city; and WHEREAS, further support by Paul Junker of Michael Baker for research, Ordinance redrafting and additional public hearings before the Planning Commission and City Council are required to finalize the Ordinance and support implementation of a Request for Applications (RFA) process to select one operator of a storefront retailer/dispensary, at a cost of $12,000. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Suisun City hereby authorizes the City Manager to amend the Contract Services Agreement with Michael Baker International to provide additional staff assistance to finalize and implement an Ordinance regulating cannabis uses in the City. PASSED AND ADOPTED at a Regular Meeting of said City Council of the City of Suisun City duly held on Tuesday, the 1 st day of May 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Councilmembers: Councilmembers: Councilmembers: Councilmembers: WITNESS my hand and the seal of said City this 1 th day of May Donna Pock, CMC Deputy City Clerk 17

22 THIS PAGE INTENTIONALLY LEFT BLANK 18

23 Item 10 AGENDA TRANSMITTAL MEETING DATE: May 1, 2018 CITY AGENDA ITEM: Accepting Additional Funding for the After School Education and Safety (ASES) Grant Program from the California Department of Education: a. Council Adoption of Resolution : Accepting additional Funding from the California Department of Education After-School Education and Safety (ASES) Grant Program at Suisun Elementary School for Fiscal Year 2017/18; and b. Council Adoption of Resolution No : Adopting the 15 th Amendment to the Annual Appropriation Resolution No to Appropriate Funds for the After-School Education and Safety (ASES) Grant Program at Suisun Elementary. FISCAL IMPACT: This action results in a positive fiscal impact of $9,936 to be used for afterschool programming. BACKGROUND: The Recreation and Community Services Department has been managing the After School Safety and Education (ASES) grant for over 10 years. This grant provides after school programming at Suisun Elementary School for 85 youth per day at no cost to them. STAFF REPORT: Based on the Governor s approved annual budget, the California Department of Education notified the City that our annual budget to operate the ASES program located at Suisun Elementary was being increased by nearly $10,000. The funding to ASES programs is based on daily attendance and this year s rate was increased from $7.50 per student per day to $8.19 per student per day. The annual budget was originally $108,000. With this increase in funding, the total budget for this year is $117,936. These funds are used to pay for staff, supplies, field trips, outside instructors, and administrative costs. STAFF RECOMMENDATION: It is recommended that the City Council Accept additional Funding for the After-School Education and Safety (ASES) Grant Program at Suisun Elementary School from the California Department of Education. a. Council Adoption of Resolution : Accepting additional Funding from the California Department of Education After-School Education and Safety (ASES) Grant Program at Suisun Elementary School for Fiscal Year 2017/18; and b. Council Adoption of Resolution No : Adopting the 15th Amendment to the Annual Appropriation Resolution No to Appropriate Funds for the After-School Education and Safety (ASES) Grant Program at Suisun Elementary PREPARED BY: REVIEWED AND APPROVED BY: Kris Lofthus, Recreation & Community Services Director Suzanne Bragdon, City Manager 19

24 Item 10 ATTACHMENTS: a. Council Resolution : Accepting additional Funding from the California Department of Education After-School Education and Safety (ASES) Grant Program at Suisun Elementary School for Fiscal Year 2017/18. b. Council Resolution No : Adopting the 15th Amendment to the Annual Appropriation Resolution No to Appropriate Funds for the After-School Education and Safety (ASES) Grant Program at Suisun Elementary. 20

25 Item 10 Attachment 1 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUISUN CITY ACCEPTING ADDITIONAL FUNDING FROM THE CALIFORNIA DEPARTMENT OF EDUCATION AFTER-SCHOOL EDUCATION AND SAFETY (ASES) GRANT PROGRAM AT SUISUN ELEMENTARY SCHOOL FOR FISCAL YEAR 2017/18 WHEREAS, the City of Suisun City has managed an ASES grant from the California Department of Education for over 10 years; and WHEREAS, the City of Suisun is in good standing with the California Department of Education ASES grant; and WHEREAS, an increase to the State budget had a positive effect on the ASES annual budget increasing the per child, per day rate from $7.50 per child per day to $8.19 per child per day; and WHEREAS, these funds are used to provide staff, supplies, external instructors, field trips, and administrative support; and WHEREAS, the additional $9,936 increased the budget to $117,936. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Suisun City, does hereby Accept an additional $9,936 of Funding from the California Department of Education After-School Education and Safety (ASES) Grant Program at Suisun Elementary School for Fiscal Year 2017/18. PASSED AND ADOPTED at a regular meeting of said City Council held on Tuesday, the 1 st of May, 2018; by the following vote: AYES: NOES: ABSENT: ABSTAIN: WITNESS my hand and seal of the said City this 1 st day of May, Linda Hobson, CMC City Clerk 21

26 Item 10 Attachment 2 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUISUN CITY ADOPTING THE 15TH AMENDMENT TO THE ANNUAL APPROPRIATION RESOLUTION NO TO APPROPRIATE FUNDS FOR THE AFTER-SCHOOL EDUCATION AND SAFETY (ASES) GRANT PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SUISUN CITY: THAT Section 171 of Part III of the Annual Appropriation Resolution No be and is hereby amended as follows: Increase/ (Decrease) TO: RECREATION & COMMUNITY SERVICES DEPARTMENT $ 10,000 Recreation TOTAL Section 171 $ 10,000 THAT account titles and numbers requiring adjustment by this Resolution are as follows: Prop. 49 After-School Program Grant Fund Sources Uses Revenues: A/C No Grants/Other $ (10,000) $ - Appropriations: A/C No Operating Contingency $ - $ 10,000 Total Prop. 49 After-School Program Grant Fund $ (10,000) $ 10,000 THAT the purpose is to appropriate additional grant funds for additional after-school programming. ADOPTED AND PASSED at a regular meeting of the City Council of the City of Suisun City duly held on the 1st day of May, 2018 by the following vote: AYES: NOES: ABSENT: ABSTAIN: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: WITNESS my hand and seal of the said City this 1st day of May Donna Pock, CMC Deputy City Clerk 22

27 Item 11 AGENDA TRANSMITTAL MEETING DATE: May 1, 2018 CITY AGENDA ITEM: Council Adoption of Resolution No : Amending the Salary Schedule to Include a Salary Range for the Previously Approved Job Class of Administrative Services Director. FISCAL IMPACT: Replacing the Assistant City Manager/Administrative Services Director with the new job class of Administrative Services Director with a proposed salary range of $8,139 to $10,988, results in an annual savings of $20,000. BACKGROUND: At the December 5, 2017 Council meeting, Council approved the creation of a new job classification of Administrative Services Director to replace the former class of Assistant City Manager/Administrative Services Director. The salary level was to be determined through the recruitment process, and approved by City Council at a later date. This item brings forward a resolution to amend the salary resolution to create a pay range for this job class. STAFF REPORT: The recruitment for an Administrative Services Director has been underway since the first of the year. A total of five qualified candidates were scheduled for interviews with both an external technical panel and internal leadership panel. Through this process, two top candidates emerged. In order to proceed with negotiations and a formal job offer, the salary range for this job class needs to be finalized. Given the responsibilities of the position, as outlined in the attached class specification, it is recommended that the salary range for this class be set as follows: $8,139 to $10,988. From the compensation survey that was initiated this past winter, it is understood that salary levels for executive positions, in particular, fall far short of the 90% of the labor market median. This recommendation, however, is based on internal relationships; market adjustments will be considered along with a phased implementation strategy involving the whole compensation plan. This action will require amending the Salary Schedule to add the job class of Administrative Services Director and to eliminate the job class of Assistant City Manager/Administrative Services Director, which this position will supersede. RECOMMENDATION: It is recommended that the City Council adopt Resolution No : Amending the Salary Schedule to Include a Salary Range for the Previously Approved Job Class of Administrative Services Director. ATTACHMENTS: 1. Resolution No : Amending the Salary Schedule to Include a Salary Range for the Previously Approved Job Class of Administrative Services Director. 2. Classification Specification for Administrative Services Director. PREPARED AND APPROVED BY: Suzanne Bragdon, City Manager 23

28 THIS PAGE INTENTIONALLY LEFT BLANK 24

29 Item 11 Attachment 1 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUISUN CITY AMENDING THE SALARY SCHEDULE TO INCLUDE A SALARY RANGE FOR THE PREVIOUSLY APPROVED JOB CLASS OF ADMINISTRATIVE SERVICES DIRECTOR WHEREAS, on December 5, 2017, the City Council approved the creation of a new job class of Administrative Services Director to replace the former class of Assistant City Manager/Administrative Services Director; and WHEREAS, it was determined at that time that the salary range for the new job class would be determined through the recruitment process; and WHEREAS, the recruitment for this position has been underway since the first of the year, resulting in two qualified candidates; and WHEREAS, in order to proceed with negotiations and a formal job offer, the salary range for this job class needs to be finalized; and WHEREAS, recognizing the importance of this position to the organization, and the associated responsibilities and level of decision-making, it is recommended that the salary for this class be set at the Tier 1 level for department heads, resulting in a salary range of $8,139 to $10,988. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Suisun City hereby amends the Salary Schedule accordingly as attached as Exhibit A. PASSED AND ADOPTED at a Regular Meeting of the City Council of the City of Suisun City duly held on Tuesday, the 1st day of May 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Councilmembers: Councilmembers: Councilmembers: Councilmembers: WITNESS my hand and the seal of the City of Suisun City this 1st day of May Linda Hobson, CMC City Clerk 25

30 26 Item 11 Attachment 1

31 27 Item 11 Attachment 2

32 28 Item 11 Attachment 2

33 29 Item 11 Attachment 2

34 30 Item 11 Attachment 2

35 Item 12 MEETING DATE: May 1, 2018 AGENDA TRANSMITTAL CITY AGENDA ITEM: Suisun City Fire Department Mutual Aid Agreements a. Council Adoption of Resolution No : Resolution of the City Council of the City of Suisun City Approving the 2018 Mutual Aid Agreement By And Between Solano County Fire Agencies for all Hazard Emergency Response. b. Council Adoption of Resolution No : Resolution of the City Council of the City of Suisun City Approving the 2018 Mutual Aid Agreement By And Between the Secretary of the Air Force Acting By and Through the Commander, Travis Airforce Base for all Hazard Emergency Response. FISCAL IMPACT: None at this time BACKGROUND: In June 2017, the fire agencies of Solano County entered into a County of Solano Fire and Rescue Operational Area Mutual Aid Agreement which replaced the original agreement from 1959 that has been periodically renewed. Since the last agreement update in 2017, it has become necessary to replace the agreement in its entirety to separate the Solano County agreement from the agreement for Travis Air Force Base. These agreements define and implement current requirements regarding emergency operations for the affected fire jurisdictions. STAFF REPORT: Solano County Agencies are part of a larger statewide plan for mutual aid called the California Fire Service and Rescue Emergency Mutual Aid System. All Solano County fire service providers fall under the: California Master Mutual Aid Agreement An agreement made and entered into by and between the State of California, its various departments and agencies, and the various political subdivisions, municipal corporations, and other public agencies of the State of California to facilitate implementation of Chapter 7 of Division 1 of Title 2 of the Government Code entitled "California Emergency Services Act." California Fire Assistance Agreement An agreement made and entered into by and between the State of California, Governor s Office of Emergency Services (Representing the California Fire and Rescue Mutual Aid System) and California Department of Forestry and Fire Protection, and the five Federal Fire Agencies (USDA Forest Service, USDI National Park Service, Bureau of Land Management, Fish and Wildlife Services, and Bureau of Indian Affairs) for the purpose of coordinating the use of and reimbursement for local government Fire and Rescue resources used at wildfire incidents. PREPARED BY: REVIEWED/APPROVED BY: Michael O Brien, Fire Chief Suzanne Bragdon, City Manager 31

36 Item 12 These agreements contain language for the response of resources on a regional and statewide responses. Local mutual aid agreements are used to provide language for responses inside the county by local fire departments. The purpose of the attached agreements are to provide mutual aid assistance within the County for the control of fire, fire prevention, fire investigation, emergency medical services, hazardous materials control, water rescue, technical rescue, or other emergency support in the event of a major fire, disaster, or other emergency without regard to jurisdictional boundaries. These mutual aid agreements include: Response of resources in a planned manner with specific identified resources identified by each requesting department based on their needs and alarm level. This preplanning document is the Solano County Mutual Aid Matrix. The matrix is reviewed at least every two years. Each department retains the ability to limit or not respond, contingent on staffing or equipment availability as requests are made. Each department recognizes and follows agreed upon policies that are developed to provide standards for safety, common communications, and radio frequencies, use of the state and federal incident command system, and incident public information. LIABILITY Each of the Parties agree to defend, indemnify and hold harmless each and every other Party and its officers, officials, employees or agents from and against any damages including, but not limited to, attorneys fees, expert and consultant fees, and other costs and fees of litigation, arising out of the alleged negligence, intentional or willful misconduct, or other legal fault of the Party, its agents, officers, officials, employees or representatives in the performance of this Agreement. Each of the Parties shall notify the other Parties, where appropriate, of any claims, administrative actions, or legal actions with respect to any of the matters described in this indemnification section. The Parties shall cooperate in the defense of such actions brought by others with respect to the matters covered under this Agreement. Nothing set forth in these agreements shall establish a standard of care for or create any legal rights for any person not a party to this Agreement. In the event of a claim or litigation arising out of an incident when responding to a mutual aid event, all parties involved agree to work cooperatively to determine the financial responsibility of fault and percentage of comparative fault. If the parties cannot agree, they shall submit the matter to an arbitrator. COMPENSATION Each Party agrees that it will not seek from the other Parties compensation for services rendered under this Agreement for the first 12 hours of each individual incident requiring Mutual Aid. Should services be extended beyond 12 hours, the Responding Party may seek reimbursement for equipment and staff in accordance with the provisions contained within the then most current version of the California Fire Master Mutual Aid Agreement. Each 32

37 Item 12 Party shall at all times be responsible to its own employees for the payment of wages and any and all forms of other compensation. INSURANCE Each Party, at its sole cost and expense, shall carry insurance, or self-insure, its activities in connection with these agreements, and obtain, keep in force and maintain, insurance or equivalent programs of self-insurance, for general liability, workers compensation, property (apparatus and equipment), and business automobile liability adequate to cover its potential liabilities under this Agreement. ADMINISTRATIVE REVIEW The county agreement shall be reviewed on or before the date that is five (5) years after the agreement takes effect and thereafter, on or before each subsequent five (5) year anniversary. The Travis AFB agreement will remain in effect for 5 years and automatically renews annually for a term of 20 years. TERMINATION Both agreements may be terminated by a party with notice in writing with the specified advanced notice. STAFF RECOMMENDATION: Staff recommends that both Resolutions be approved. a. Council Adoption of Resolution No : Resolution of the City Council of the City of Suisun City Approving the 2018 Mutual Aid Agreement By And Between Solano County Fire Agencies for all Hazard Emergency Response. b. Council Adoption of Resolution No : Resolution of the City Council of the City of Suisun City Approving the 2018 Mutual Aid Agreement By And Between the Secretary of the Air Force Acting By and Through the Commander, Travis Airforce Base for all Hazard Emergency Response. ATTACHMENTS: 1. Council Adoption of Resolution No : Resolution of the City Council of the City of Suisun City Approving the 2018 Mutual Aid Agreement By And Between Solano County Fire Agencies for all Hazard Emergency Response. 2. Council Adoption of Resolution No : Resolution of the City Council of the City of Suisun City Approving the 2018 Mutual Aid Agreement By And Between the Secretary of the Air Force Acting By and Through the Commander, Travis Airforce Base for all Hazard Emergency Response. 3. The 2018 Mutual Aid Agreement by And Between Solano County Fire Agencies for All Hazard Emergency Response. 4. The 2018 Mutual Aid Agreement by And Between Solano County Fire Agencies for All Hazard Emergency Response. 33