MINUTES CITY COUNCIL MEETING MONDAY, JULY 13, 2015

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1 MINUTES CITY COUNCIL MEETING MONDAY, JULY 13, 2015 SPECIAL MEETING: Mayor May called the special meeting to order at 5:00 p.m. at the Hillsborough Town Hall, 1600 Floribunda Avenue, Hillsborough, California. ROLL CALL: Present: May, Chuang, Benton, Christianson Absent: Royse PUBLIC COMMENT: There were no public comments. PUBLIC ANNOUNCEMENT OF CLOSED SESSION ITEMS ADJOURN TO CLOSED SESSION CLOSED SESSION: CONFERENCE WITH LABOR NEGOTIATOR Section Agency Negotiator: Kristin Armbruster, Human Resources Manager Employee Organization: Public Works & Clerical Unit - Teamsters Local 856 PUBLIC EMPLOYMENT Title: City Manager Section ADJOURN CLOSED SESSION REGULAR MEETING: Mayor May called the regular meeting to order at 6:05 p.m. at the Hillsborough Town Hall, 1600 Floribunda Avenue, Hillsborough, California. ROLL CALL: Present: May, Chuang, Benton, Christianson Absent: Royse Assistant City Attorney Mark Hudak attended the meeting for City Attorney Norm Book. PLEDGE OF ALLEGIANCE REPORT FROM CLOSED SESSION: report from the Closed Session. Mayor May reported out that there was nothing to MINUTES: The minutes of the June 8, 2015 City Council meeting were approved as submitted with a change by Councilmember Benton. He stated that under City Council Items on page 11 of the City Council agenda packet, the fifth paragraph should read Mayor May announced that he will bring up Assembly Bill 57, which would eliminate some of the few remaining protections for cities dealing with wireless telecommunications facilities, at the Cities/County Association of Governments (C/CAG) meeting scheduled for Thursday, June 11, PRESENTATIONS: Councilmember Benton announced that the Town of Hillsborough was awarded the Distinguished Budget Presentation Award for the Fiscal Year Budget from the Government Finance Officers Association of the United States and Canada (GFOA). He stated that the award represents a significant achievement by the Town and reflects

2 Page 2 the commitment of the City Council and staff to meet the highest principles of governmental budgeting. Councilmember Benton also announced that the Town of Hillsborough was awarded the Certificate of Achievement for Excellence in Financial Reporting for the June 30, 2014 Comprehensive Annual Financial Report (CAFR) by the Government Finance Officers Association of the United States and Canada (GFOA). He stated that the Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and represents a significant accomplishment by a government and its management. He added that the Finance Department has also received an Award of Financial Reporting Achievement for preparing the CAFR. Vice Mayor Chuang announced that the Central County Fire Department (CCFD) was also awarded the Certificate of Achievement for Excellence in Financial Reporting for the June 30, 2014 Comprehensive Annual Financial Report (CAFR) by the Government Finance Officers Association of the United States and Canada (GFOA). She stated that the Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and represents a significant accomplishment by a government and its management. She added that the Finance Department has also received an Award of Financial Reporting Achievement for preparing the CAFR for CCFD. CONSENT CALENDAR: On motion of Councilmember Benton, seconded by Councilmember Christianson, and unanimous on voice vote, Consent Calendar items 1-7 were approved. 1. MONTHLY CLAIMS: JUNE 1 THROUGH JUNE 30, 2015 The monthly claims for the month of June 2015, in the amount of $3,448, were approved as submitted. 2. QUARTERLY TREASURER'S REPORT FOR THE QUARTER ENDING JUNE 30, 2015 The Treasurer s Report for the quarter ending June 30, 2015, was approved. 3. QUARTERLY INTEREST RATE PRODUCTS (SWAP) REPORT The Interest Rate Products (SWAP) Report for the quarter ended June 30, 2015, was accepted. 4. RESOLUTION APPROVING A CONTRACT WITH REGIONAL GOVERNMENT SERVICES FOR TEMPORARY FINANCIAL SERVICES The resolution approving the contract with Regional Government Services for temporary financial services in an amount not to exceed $35,000, and authorizing the Interim City Manager to execute the contract on behalf of the Town was adopted. 5. RESOLUTION AWARDING A CONTRACT FOR THE DATUM UPGRADE PROJECT TO R.E.Y. ENGINEERS The resolution awarding the contract for the Datum Upgrade Project to R.E.Y. Engineers in the amount of $74,950, and authorizing the Interim City Manager to execute the contract on behalf of the Town was adopted. 6. RESOLUTION APPROVING AN AMENDMENT TO THE AGREEMENT WITH ESA FOR ARCHAEOLOGICAL CONSULTANT SERVICES ASSOCIATED WITH THE CRYSTAL SPRINGS / EL CERRITO PHASE II SEWER IMPROVEMENT PROJECT The resolution approving the amendment to the agreement with ESA for consultant services associated with archaeological construction management and support services

3 Page 3 for the Crystal Springs/El Cerrito Phase II Sewer Improvement Project for the not to exceed amount of $202,300.00, and authorizing the Interim City Manager to execute the amendment on behalf of the Town was adopted. 7. RESOLUTION AWARDING A CONTRACT FOR THE VIDEO INSPECTION AND SANITARY SEWER CLEANING PROJECT TO NOR-CAL PIPELINE SERVICES The resolution awarding the contract for the Video Inspection and Sanitary Sewer Cleaning Project to Nor-Cal Pipeline Services in the amount of $225,787.20, and authorizing the Interim City Manager to execute the contract on behalf of the Town and to approve a 20% contingency, if needed, was adopted. INFORMATIONAL: 8. DROUGHT AND WATER CONSERVATION UPDATE Director of Public Works Paul Willis provided a Power Point presentation on the drought and water conservation. He stated that drought ordinance notifications sent to all residents included a postcard mailed on June 12, 2015, a follow-up letter on June 22, 2015, and e-notifications. He reported that the Town has continued to update the drought webpage, water use reports and list of water conservation professionals, provided home leak detection and meter reading guides, provided monthly meter reading, provided free indoor and outdoor water conservation devices, and will hold Summer Drought Plant Care Workshops. He stated that the Town is participating in the Bay Area Water Supply and Conservation Agency (BAWSCA) Lawn Be Gone, toilet and washing machine rebate programs. Mr. Willis reported that from June 29 through July 10, 2015, the Town received 543 phone calls, 501 walk-ins, 589 s and 521 affidavits of residency regarding water conservation, and 55 calls regarding lot size questions. Mr. Willis reported that the Town reduced water use by 43% in May 2015 as compared to May He stated that the Town will receive June 2015 water purchase data from the San Francisco Public Utilities Commission (SFPUC) on or around July 15, Mr. Willis provided a temperature graph for May 2015 and reported that there were 27 of 31 days with below average temperatures which contributed to lower water usage for the month. He also provided a temperature graph for June 2015 and reported that there were 14 of 30 days with below average temperatures potentially resulting in a higher water usage for that month compared to May He also provided a bar graph showing Hillsborough s water purchases for the years 2013 through 2015 with a significant reduction for this year s May/June period. Mr. Willis reported that the appeals process is being discussed further by the Drought Subcommittee, which includes Councilmembers Benton and Christianson. He stated that the appeal body will be the Code Enforcement Panel. He further stated that there would be opportunity for residents to submit medical and penalty appeals, and that the appeals period would be after the first monitoring month (July 2015) but can occur any time after the monitoring period (July-September 2015). Finance Director Jan Cooke discussed the impacts of water conservation. She explained that there may be a long-term effect of water conservation on the Town s water enterprise as lower revenues may draw down on reserves and impact the Town s bond credit ratings. She reported that the Town s enterprise bond ratings were reviewed in June 2015 and Standard and Poor s Ratings Services maintained the Town s rating as AAA and Fitch Ratings as AA+, but they indicated that the Town must maintain its debt service coverage ratios and its liquidity in order to maintain the ratings going forward. Mr. Willis provided information on the subtropical El Nino predicted for this fall/winter and he stated that it is predicted to bring the largest rainfall since 1997.

4 Page 4 The Councilmembers and Mr. Willis discussed the drought and Town s water conservation. Councilmember Benton stated that the agenda for the BAWSCA Board meeting scheduled for Thursday, July 16, 2015, includes information on increasing water supply with a bypass from the Yuba County Water Agency Water Shed, transferring water between BAWSCA and East Bay Municipal Utility District (EBMUD) using the Hayward Regional Intertie, and utilizing recycled water from the Santa Clara Regional Wastewater Facility. He reported that CalWater is working with the California Public Utilities Commission (CPUC) on its proposal to test brackish groundwater from the San Francisco Bay s marshlands for desalinization. Responding to a question from Councilmember Benton on the process for appeals, Mr. Willis stated that the Town will ask residents with high water usage to use a checklist based on an EBMUD model checklist to determine if they have made a significant effort to reduce their water usage. Mr. Willis further stated that from this staff can make recommendations to the Code Enforcement Hearing Panel and provide technical assistance and recommendations. Mayor May stated that there have been a number of comments regarding true-up and that the City Council should look at that concept. He thanked staff for doing an excellent job with the drought presentation at the June 8, 2015 City Council meeting and in answering residents questions regarding the drought and water conservation. PUBLIC HEARING: 9. FUNDRAISING EVENT PERMIT APPLICATION FOR THE CURIODYSSEY GALA - RAISING THE ROOF City Clerk Miyuki Yokoyama stated that CuriOdyssey submitted a fundraising application for their gala dinner and auction scheduled for Saturday, September 26, 2015, from 5:00 p.m. to 10:00 p.m. at 401 El Cerrito Avenue. She stated that public notices have been sent to homeowners located within a 500-foot radius of the property and no comments have been received. She further stated that staff recommends approval of the application subject to the conditions of the Police, Fire, Building and Planning Departments. Mayor May opened the public hearing. Tavi Haberman, Development Associate for CuriOdyssey, stated that this year s gala will be another great event at a beautiful home in Hillsborough. The public hearing was closed. On motion of Vice Mayor Chuang, seconded by Councilmember Christianson, and unanimous on voice vote, the fundraising event permit application for the CuriOdyssey Gala Dinner and Auction on Saturday, September 26, 2015, subject to the conditions recommended by staff, was approved. 10. RESOLUTION CONFIRMING THE REPORT OF WEED ABATEMENT CHARGES AND ORDERING COLLECTION Fire Inspector Julie Parenti of Central County Fire Department (CCFD) stated that the resolution confirming the report of weed abatement charges and ordering collection is brought before the City Council each year as part of the annual vegetation management program. She reported that letters were sent in April and May 2015 to property owners of 25 vacant lots notifying them that they could abate weeds and dangerous vegetation on their own, or CCFD would hire a contractor to do the work and the weed abatement charges would be collected through their property tax assessment. She reported that only three properties needed weed abatement at a total cost of $7, She added that last year there were six properties requiring weed abatement, but the number is down to three due to property development.

5 Page 5 The Councilmembers, Fire Inspector Parenti and Fire Marshal Rocque Yballa discussed the weed abatement program. Mayor May opened the public hearing. There were no comments. The public hearing was closed. On motion of Councilmember Benton, seconded by Councilmember Christianson, and unanimous on voice vote, the resolution confirming the report of weed abatement charges and ordering collection was adopted. 11. RESOLUTION AUTHORIZING PLACEMENT OF SEWER SERVICE AND STORM DRAINAGE CHARGES, SPECIAL TAX FOR POLICE PROTECTION AND FIRE PROTECTION AND PREVENTION, AND THE FLAT CHARGE COMPONENT OF THE GARBAGE COLLECTION FEE ON THE COUNTY TAX ROLL AND AUTHORIZING THE COUNTY TAX COLLECTOR TO COLLECT SUCH CHARGES Assistant Finance Director Marie Bernardo reported that the Town s sewer service and storm drainage charges, public safety special tax and the flat garbage collection fee are collected by the County Tax Collector in the same manner in which the County collects property taxes. She stated that the Hillsborough Municipal Code requires the Town to annually adopt a resolution authorizing the County Tax Collector to collect the charges. She recommended that the City Council adopt the resolution authorizing placement of sewer service and storm drainage charges, special tax for police protection and fire protection and prevention, and the flat charge component of the garbage collection fee on the County tax roll and authorizing the County Tax Collector to collect such charges. Mayor May opened the public hearing. There were no comments. The public hearing was closed. On motion of Vice Mayor Chuang, seconded by Councilmember Benton, and unanimous on voice vote, the resolution authorizing placement of sewer service and storm drainage charges, special tax for police protection and fire protection and prevention, and the flat charge component of the garbage collection fee on the County tax roll and authorizing the County Tax Collector to collect such charges was adopted. 12. RESOLUTION APPROVING THE GRADING PERMIT APPLICATION FOR NUEVA SCHOOL Director of Public Works Paul Willis provided a Power Point presentation on the Category 3 grading permit for the Nueva School Infrastructure and Circulation Phase 2 Project. He stated that the Hillsborough Municipal Code requires that the City Council hold a public hearing for Category 3 grading permit applications. He provided a vicinity map of the Nueva School located at 6565 Skyline Boulevard and maps showing the limits of work on the campus. Mr. Willis reported that the grading permit application is for approximately 26,800 square feet of disturbed area requiring approximately 50 off-haul trucks per day for up to eight days. He stated that the total earthwork would be 3,830 cubic yards with export of the same amount. He reported that the project is in compliance with applicable California Environmental Quality Act (CEQA) requirements. He stated that the Initial Study, Mitigated Negative Declaration (IS/MND) and Mitigation Monitoring and Reporting Plan (MMRP) were adopted during the City Council meeting held on July 14, He added that the Infrastructure and Circulation Phase 2 scope is covered in the 2012 Nueva School Master Plan. Michael Stoner, Project Manager for the Nueva School construction project, also provided background information on the circulation improvements and intent of this phase of the construction project and its relation to the Master Plan.

6 Page 6 The Councilmembers, Mr. Willis, Police Captain Doug Davis and Assistant City Attorney Mark Hudak discussed the project, off-haul and haul route. Mr. Willis stated that the haul route will be south along Skyline Boulevard and that hauling through neighborhoods will not be allowed. He further stated that off-haul trucks will be limited to a single truck bed. He added that the Town received a bond for $243,000 for any damage to the roads from the project. Mayor May opened the public hearing. There were no comments. The public hearing was closed. On motion of Councilmember Benton, seconded by Councilmember Christianson, and unanimous on voice vote, the resolution approving the grading permit application for Nueva School, subject to incorporation of the mitigation measures of the Initial Study and Mitigated Negative Declaration (IS/MND), and authorizing the City Engineer to issue the grading permit was adopted. NEW BUSINESS: 13. RESOLUTION APPROVING A PUBLIC WORKS MUTUAL AID AGREEMENT Director of Public Works Paul Willis provided a Power Point presentation on the Public Works Mutual Aid Agreement. He stated that cities in San Mateo County passed Public Works Mutual Aid Agreements in and He reported that the contributing factor for the proposed agreement was that the heavy winter storms of late 2013/early 2014 caused severe flooding in the City of East Palo Alto, but that existing agreements did not clearly detail how to obtain Public Works mutual aid assistance from nearby communities. He stated that progress towards an improved agreement began in Mr. Willis reported that the 1993 agreement enabled the Town of Hillsborough to offer assistance to other Public Works Departments in emergency situations, and the 2007 agreement authorized the Director of Public Works to incorporate the Town s specific emergency plan as an annex to the Public Works Mutual Aid Agreement. Mr. Willis reported that the proposed Mutual Aid Agreement establishes a zone of aid, mirroring existing and developing zones in police and fire mutual aid. He explained that the zones will enable a Zone Coordinator to organize Public Works mutual aid resources, such as pumps, generators and other equipment, within the geographical zone. He stated the proposed agreement will also establish a detailed process for obtaining aid, and a list of items available from the County and cities in San Mateo County. Mr. Willis stated that the City of Brisbane and City of South San Francisco have already adopted resolutions approving the mutual aid agreement, and that the 17 other cities in San Mateo County will have the resolution on their July or August 2015 City Council agendas for adoption. He added that the County will schedule the adoption of the resolution after all the cities have adopted their resolutions. The Councilmembers and Mr. Willis discussed the mutual aid agreement. On motion of Councilmember Christianson, seconded by Vice Mayor Chuang, and unanimous on voice vote, the resolution approving the Public Works Mutual Aid Agreement between the Town of Hillsborough and the County of San Mateo and cities within San Mateo County, and authorizing the Interim City Manager to execute the Agreement on behalf of the Town was adopted. DISCUSSION: 14. DESIGNATION OF A VOTING DELEGATE AND AN ALTERNATE TO THE 2015 LEAGUE OF CALIFORNIA CITIES CONFERENCE ON SEPTEMBER 30 - OCTOBER 2, 2015

7 Page 7 Interim City Manager Kathy Leroux stated that the League of California Cities Annual Conference will be held in San Jose on September 30 to October 2, She reported that an important part of the Annual Conference is the Annual Business Meeting scheduled for Friday, October 2, 2015, from 12:00 p.m. to 2:00 p.m. She stated that at the meeting, the League membership considers and takes action on resolutions that establish League policy. She explained that in order to vote at the Annual Business meeting, the City Council must designate a voting delegate and may appoint up to two alternate delegates, one of whom may vote in the event that the designated voting delegate is unable to serve. Ms. Leroux recommended that the City Council designate a voting delegate and alternate to the 2015 League of California Cities Annual Business Meeting on Friday, October 2, She reported that Vice Mayor Chuang will be attending the conference. Councilmember Benton announced that he would be able to serve as the alternate if Vice Mayor Chuang is unable to serve as the voting delegate. Vice Mayor Chuang was designated as the voting delegate and Councilmember Benton as the alternate at the 2015 League of California Cities Annual Conference's Annual Business Meeting on Friday, October 2, 2015 PUBLIC COMMENT: Hillsborough resident John Lockton congratulated the Town s residents and staff for the 43% reduction in water use and stated that there has been a lot of good work by good people. He stated that residents can easily over conserve and the Town should look at the effect water conservation has on the Town s water enterprise and bond credit ratings. He also stated that the Town look at the effect water conservation has on the trees in Hillsborough. He expressed his appreciation for the Town s work on the appeals process. He recommended that the Town reconstitute the Water Conservation Advisory Committee. He stated that the Town should look at alternate sources of water such local reservoirs or cisterns. He commented that Hillsborough is a rich town and can afford to get out from under the hard heel of Sacramento and do some local things. CITY COUNCIL ITEMS: Vice Mayor Chuang announced that she and Councilmember Benton attended the Central County Fire Department Board meeting on Monday, June 22, 2015, and that the Agreement between CCFD and the City of Millbrae for Fire and Emergency Services to include the Fire Marshal and Fire Prevention Services was approved. She stated that the shared service with the City of San Bruno will be status quo as a contractual service for sharing a fire chief between CCFD and San Bruno, and that contractual service expires in June of Mayor May announced that he and Vice Mayor Chuang attended the Council of Cities Dinner/Meeting on Friday, June 26, 2015, in the City of East Palo Alto and the program was on providing low and medium income housing. Mayor May announced that he attended the HEART (Housing Endowment and Regional Trust) of San Mateo County Board meeting on Wednesday, June 24, 2015, and that Hillsborough was recognized for doing an outstanding job with the Housing Element in meeting the Town s housing goals. Vice Mayor Chuang announced that the Hillsborough Concours d Elegance will be held on Sunday, July 19, ADJOURNMENT: Mayor May adjourned the meeting at 7:52 p.m.