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2008-02-19 Regular CC MinutesMINUTES OF THE REGULAR CITY COUNCIL MEETING TUESDAY- - FEBRUARY 19, 2008- -7:30 P.M. Mayor Johnson convened the Regular City Council Meeting at 7:48 p.m. Councilmember deHaan led the Pledge of Allegiance. ROLL CALL - Present: Councilmembers deHaan, Gilmore, Matarrese, Tam, and Mayor Johnson - 5. Absent: None. AGENDA CHANGES (08 -069) Mayor Johnson announced that the Special Orders of the Day items [paragraph nos. 08 -070, 08 -071 and 08 -072] and the Resolution of Appointment [paragraph no. 08 -073] would be heard before the Special Joint Meeting. PROCLAMATIONS, SPECIAL ORDERS OF THE DAY AND ANNOUNCEMENTS (08 -070) Presentation of Resolution from Senator Perata and Assemblymember Swanson recognizing Alameda Power and Telecom (AP &T) . Rachel Weinstein, District Director of the Offices of Senate President Pro Tem Don Perata, and Carol Jones, District Director of the Offices of Assemblymember Sandre Swanson, read and presented the proclamation to Council. Ann McCormick, Public Utilities Board Chair, stated AP &T appreciates the recognition. (08 -071) Proclamation commending NRC Environmental Services, Inc. for the assistance provided in the clean -up of the oil spill in the San Francisco Bay. Mayor Johnson read and presented the proclamation to Todd Roloff and Kevin Krause with NRC Environmental Services, Inc. Councilmember deHaan inquired whether NRC Environmental Services was the central staging location for the entire Bay Area. Mr. Roloff responded in the affirmative; stated over 500 people worked on the clean -up. (08 -072) Proclamation declaring March 7 through April 19, 2008 as the period for the first "Across the Pages: an Alameda Community Reads" Program. Regular Meeting Alameda City Council 1 February 19, 2008 Mayor Johnson read and presented the proclamation to Annemarie Meyer, Supervising Librarian - Adult Services. Ms. Meyer presented books to Council. REGULAR AGENDA ITEM (08 -073) Resolution No. 14184, "Appointing Ching -Ching Ganley as a Member of the Housing Commission." Adopted. Councilmember Matarrese moved adoption of the resolution. Councilmember Gilmore seconded the motion, which carried by unanimous voice vote - 5. The City Clerk administered the Oath and presented a certificate of appointment to Ms. Ganley. * ** Mayor Johnson called a recess at 8:00 p.m. to hold the Special Joint City Council, Alameda Reuse and Redevelopment Authority, and Community Improvement Commission Meeting and reconvened the Regular City Council meeting at 9:37 p.m. * ** CONSENT CALENDAR Mayor Johnson announced that the Resolution Authorizing the Open Market Purchase [paragraph no. 08 -0811 was removed from the Consent Calendar for discussion. Vice Mayor Tam moved approval of the remainder of the Consent Calendar. Councilmember Matarrese seconded the motion, which carried by unanimous voice vote - 5. [Items so enacted or adopted are indicated by an asterisk preceding the paragraph number.] ( *08 -074) Minutes of the Special City Council Meeting, the Special Joint City Council and Housing Authority Board of Commissioners Meeting, and the Regular City Council Meeting held on February 5, 2008; and the Special Joint City Council and Social Service Human Relations Board Meeting held on February 6, 2008. Approved. ( *08 -075) Ratified bills in the amount of $1,504,042.21. ( *08 -076) Recommendation to accept the Quarterly Investment Report Regular Meeting Alameda City Council 2 February 19, 2008 for the Period Ending December 31, 2007. Accepted. ( *08 -077) Recommendation to accept the work of Gallagher & Burk for the repair and resurfacing of certain streets, Phase 27, No. P.W. 04- 07 -17. Accepted. ( *08 -078) Recommendation to adopt Plans and Specifications and authorize Call for Bids for bids for Janitorial Services in City buildings, No. P.W. 01- 08 -01. Accepted. ( *08 -079) Recommendation to adopt Plans and Specifications and authorize Call for Bids for landscape maintenance of median strips and special areas, No. P. W. 01- 08 -02. Accepted. ( *08 -080) Recommendation to accept the work of McNabb Construction, Inc., for Godfrey Park Playfield Renovations, No. P.W. 03- 07 -06. Accepted. (08 -081) Adoption of Resolution Authorizing the Open Market Purchase of One Hybrid Fire Command Vehicle from Good Chevrolet, Alameda, in an Amount Not to Exceed $50,160 and the Purchase of Ancillary Emergency and Support Equipment Through the Competitive Quote Process in an Amount Not to Exceed $51,750 for a Total Amount Not to Exceed $101,910. Not adopted. Councilmember deHaan inquired whether the vehicle is in its first production run, to which the Fire Chief responded in the affirmative. Councilmember deHaan stated the Tahoe Hybrid would replace a Suburban; requested an explanation of the Suburban's usage. The Fire Chief responded the Suburban is the one and only command vehicle used by the on -duty Division Chief; the vehicle is in service 24 hours a day, 365 days a year and is equipped as a command vehicle; the Division Chief is in command of incidents in the City and responds to all fires and incidents involving more than two units; the vehicle has all emergency equipment, such as warning lights and sirens, and a lot of communication equipment. Councilmember deHaan questioned the capacity need; stated the command vehicle has a higher percentage of communication equipment; the difference between the size of the vehicles is of concern. The Fire Chief responded the Tahoe Hybrid is smaller than the 3-4 ton Suburban; the Suburban is a longer, larger capacity vehicle than the 1� ton Tahoe which has a shorter, smaller storage capacity; the size of the Suburban works better, however, a hybrid was selected Regular Meeting Alameda City Council 3 February 19, 2008 to comply with City policies. Councilmember deHaan inquired whether the smaller capacity would be acceptable, to which the Fire Chief responded some of the equipment would be moved to other vehicles; the changes would be accommodated in the interest of moving into a hybrid. Councilmember deHaan inquired whether other hybrids were considered, to which he Fire Chief responded there are not any other large enough hybrid vehicles on the market. Vice Mayor Tam stated in the climate of belt tightening and cost containment, the vehicle is $12,000 more than originally budgeted; when comparing hybrids, purchasing a Toyota Highlander or Mercury Hybrid could save $12,000 and capacity would be very similar; inquired what is unique about the Tahoe Hybrid that cannot be accommodated by another less expensive hybrid. The Fire Chief responded all are considerably smaller than the Suburban and Tahoe. Vice Mayor Tam noted that the Tahoe gets 20 miles per gallon, while the Highlander gets closer to 30 miles per gallon. Councilmember Matarrese questioned whether the vehicle needs to be purchased now; inquired whether there is a back up vehicle which results in two command vehicles. The Fire Chief responded in the affirmative. Councilmember Matarrese inquired whether the vehicle is falling apart, to which the Fire Chief responded in the negative. Councilmember Matarrese inquired whether or not the vehicle carries fire - fighting equipment, to which the Fire Chief responded it does not. Councilmember Matarrese inquired what risk is run if the purchase is put off for a year. The Fire Chief responded the Suburban is a 1995 vehicle that was due for replacement in 2005; the purchase has been deferred for three years; the cost of a vehicle will increase next year; there is risk of the Suburban needing a major repair since it has 100,000 miles; repair could cost more than the vehicles sale value. Councilmember Matarrese stated the City does not have big calls 24- 7; inquired whether people use to the car to drive around. Regular Meeting Alameda City Council 4 February 19, 2008 The Fire Chief responded in the negative; stated there are big calls 24 -7; the vehicle is not used just to ride around; the Incident Commander uses the vehicle to go to Fire Stations to meet with Captains. In response to Councilmember Matarrese's inquiry regarding cargo capacity, Vice Mayor Tam stated the cargo capacity of the Tahoe is 109 cubic feet, while the Highlander is 94 cubic feet; the towing capacity differs greatly; inquired whether capacity is needed for communication equipment or engine size. The Fire Chief responded the vehicle is not needed for towing; cargo capacity is critical. Councilmember deHaan stated purchasing buying local; since the Toyota is built concern over government purchase of a almost the same capacity with greater whether the purchase could be deferred times for the budget. from Toyota would also be in the States, there is no foreign product; there is fuel efficiency; inquired because these are trying The Fire Chief responded funding is from the vehicle replacement fund; deferring the purchase compounds the problem because other vehicles are due for replacement next year. Councilmember deHaan stated the funding is from the General Fund. The City Manager stated equipment replacement funding ultimately comes from the General Fund; the vehicle was identified in the budget process as one that would be replaced; purchasing a Suburban was an option; staff came up with the hybrid recommendation, rather than replacing the vehicle with a Suburban. Mayor Johnson inquired whether the current equipment could be reused on the new vehicle. The Fire Chief responded some of the equipment will be transitioned over, such as the computer; most of the equipment has to be built for the vehicle, such as the light bars; noted the current back up vehicle is a cargo van that the City got from the Navy; both vehicles are at their life's end. Councilmember Matarrese stated there would not be a discussion if the vehicle were a patrol car, ambulance or fire truck that goes and delivers direct service. The Fire Chief stated the vehicle does so; the Incident Commander Regular Meeting Alameda City Council 5 February 19, 2008 must get to the scene. Councilmember Matarrese stated Council is seeking alternatives ways that are cheaper; inquired what risks are run if the purchase is deferred for a year. The Fire Chief responded the cost remains next year and becomes compounded with the purchase of other vehicles; the cost will be greater next year; the Suburban has 100,000 miles and could require expensive repair. Councilmember Gilmore stated the Tahoe has not been put into service for the intended use; the staff report indicates the vehicle has been tested; inquired what type of testing has been done. The Fire Chief responded street tests have been done by consumer groups, but have not been specific to fire service use. Councilmember Gilmore stated some equipment will not be on the new vehicle; inquired what is the minimum capacity needed for the new vehicle and whether the capacity could be met by other hybrids. The Fire Chief responded the Highlander was not considered, but could be reviewed; that he is not aware of other fire departments using Highlanders; both the Suburban and Tahoe are used for fire service and stand up to the required type of service. Councilmember Gilmore inquired whether only the makes currently used in fire service were reviewed, rather than reviewing all hybrids. The Fire Chief responded in the affirmative; stated that he does not know whether the cargo capacity configuration of the other hybrids would meet the Fire Department's needs. The City Manager stated in order to receive the vehicle during the current fiscal year the City must complete the purchase by February 22; further research would preclude the vehicle from being purchased in the current fiscal year. Vice Mayor Tam stated the vehicle needs to be replaced, however, she is not convinced that the capacity of the Tahoe is needed; as technology improves, communication equipment becomes more compact and multifunctional; options should be explored. Mayor Johnson stated that she appreciates the staff effort to purchase a hybrid; the vehicle will last 10 to 13 years and buying Regular Meeting Alameda City Council 6 February 19, 2008 a strictly gas - powered vehicle would be a mistake. Councilmember Matarrese stated that he appreciates staff following the policy to move toward alternative vehicles where practical; he also appreciates the capacity information brought up by Vice Mayor Tam; Councilmember deHaan noted that the Tahoe is in the first year of production; the Toyota has been in production for several years; that he is leery of buying the first run off the production line. Councilmember Gilmore stated that she concurs with Councilmember Tam about the vehicle needing to be replaced; she is pleased staff spent time to select a hybrid; inquired how long the purchase would be pushed back, a calendar or fiscal year. The Fire Chief responded a calendar year. Councilmember Gilmore inquired whether the purchase of a different hybrid would have to be a special order; inquired whether the base vehicle is ordered and then equipment is added. The Fire Chief responded the vehicle is ordered from the dealer and a separate vendor adds the equipment. Councilmember Gilmore inquired whether the Tahoe is special order because it is new or if all Fire vehicles are special orders. The Fire Chief responded the department tries to purchase most vehicles off of the State bid; hybrids are very limited on the State bid; specifications, including breaking and suspension needs, are prepared for the purchase of all Fire vehicles; the specifications of other hybrid vehicles will be reviewed. Councilmember Gilmore inquired whether a Highlander would be purchased off the lot or special order, to which the Fire Chief responded it would probably be a special order. Councilmember Gilmore inquired the method used to purchase the Suburban to which the Fire Chief responded another department's bid was going to be used; the purchase would have been a special order. The City Manager outlined the processes used to purchase vehicles. Councilmember Gilmore inquired whether or not there is a forecast as to how long it could take to find a replacement vehicle if the window of opportunity is missed for the Tahoe. The Fire Chief responded the Suburban could be ordered anytime; the Highlander needs to be researched. Regular Meeting Alameda City Council 7 February 19, 2008 Mayor Johnson inquired what are the plans for the reserve vehicle, to which the Fire Chief responded the 1988 van would be considered surplus and sold once a new vehicle is purchased; the current Suburban would become the reserve vehicle. Councilmember deHaan stated that he is pleased the Highlander will be considered because it is 30% more fuel efficient, which would provide a real cost savings. Councilmember Gilmore inquired whether the Tahoe would have a special warranty or a regular, new car warranty, to which the Fire Chief responded a regular, new car warranty. Mayor Johnson stated adding $50,000 of equipment would be of concern in case the vehicle turned out to be a lemon. Councilmember deHaan stated that he is not sure whether the equipment will work on a Toyota; the information needs to be reviewed. Councilmember Matarrese moved approval of directing the City Manager to work with the Fire Chief and Public Works Director to explore alternatives to the Tahoe Hybrid, which include, but are not limited to, other vehicles in the same class, such as the Toyota Highlander and Ford Escape, and bring back a proposal. Councilmember deHaan stated considering longevity is important. Councilmember deHaan seconded the motion, which carried by unanimous voice vote - 5. Vice Mayor Tam noted that she was not trying to focus on the Toyota Highlander or take apart the issue, however, she wants to instill the message that the Council is very serious about cost containment and exploring all options. REGULAR AGENDA ITEMS (08 -082) Recommendation to receive report on the Animal Shelter. The Police Chief gave a brief presentation. Mayor Johnson stated a past problem was people did not understand the policies and procedures; inquired whether the policies and procedures would be posted on the City's website and made available to the public. Regular Meeting Alameda City Council 8 February 19, 2008 The Police Chief responded the suggestion could be reviewed; the policies and procedures are available at the Shelter; all volunteers that have gone through the training will have reviewed the manual, have access to it and will be held accountable to the practices in place; a kiosk will be placed in the Library to help with adoptions and further information sharing. Mayor Johnson stated more information should be on the website; inquired whether pictures of lost animals would be posted on a website. The Police Chief responded pictures are on a website now. Vice Mayor Tam stated private donations were received to install a closed circuit television system which will increase security and site monitoring; inquired whether the kiosk at the library would tie into the closed circuit system to allow people to see animals at the shelter in real time. The Police Chief responded in the negative; stated the security system is for staff to monitor volunteer activities and help with break ins; the kiosk at the Library is a marketing tool to allow people to see animals that are available. Vice Mayor Tam inquired about the management software, to which the Police Chief responded the software would automate management and reporting, which was previously done via card file. Councilmember deHaan stated the dog walking issue became more important; inquired whether hiring the volunteer coordinator has brought the appropriate level recommended by the Humane Society; inquired whether dogs are being walked on a daily basis. The Police Chief responded more volunteers are always being sought; dogs are being walked regularly; there are a number of issues, such as quarantined dogs cannot be walked; dogs available to walk have been walked all but three days this year. Councilmember deHaan stated the review makes a better overall operation. Councilmember Matarrese moved approval of accepting the report. Councilmember deHaan seconded the motion, which carried by unanimous vote - 5. (08 -083) Resolution No. 14185, "Opposing the Governor's Proposed Reductions in Funding for Schools." Adopted. Regular Meeting Alameda City Council 9 February 19, 2008 The Deputy City Manager gave a brief presentation. Councilmember Matarrese inquired the date that the School District has to notify its employees, to which the Deputy City Manager responded March 15. Councilmember Matarrese stated the District has to give notices before knowing its budget situation; it is important that the Council weigh in on the issue and send a message as a governing body; the health of City is dependent on the health the School District in some ways. Vice Mayor Tam stated Council should oppose any funding cuts; the School District is having an advocacy day on February 27 and is requesting the support of elected officials. Councilmember deHaan stated the Superintendent sent a letter outlining a myriad of cuts; the quality of schools is one thing that brings people to Alameda; the Superintendent is proposing an emergency parcel tax; the district tried not to go to the voters for the last two years. Councilmember Matarrese moved adoption of the resolution. Vice Mayor Tam seconded the motion. Under discussion, Mayor Johnson stated the letter should include examples the School District cuts over the last two years; last year, the middle school athletics program was cut citywide; that she does not know where $4 million in cuts will be found. Councilmember Matarrese stated the School Board reviewed closing a middle school and an elementary school and moving the Island High campus; effectively closing three schools and the layoff of around 50 teachers only cuts $2.3 million from the budget. Mayor Johnson stated examples like that make what School Districts are facing more real. Councilmember deHaan stated the Council and School District had a joint session last year; the City spends around $700,000 to support the schools; the City does many things to support schools; the City is dealing with its own economic concerns, but has not jeopardized programs, such as crossing guards. On the call for the question, the motion carried by unanimous voice vote - 5. Regular Meeting Alameda City Council 10 February 19, 2008 ORAL COMMUNICATIONS, NON- AGENDA (08 -084) Bill Smith discussed smoking regulations. (08 -085) Ken Peterson, Alameda, submitted a letter; discussed issues facing the world. COUNCIL REFERRALS None. COUNCIL COMMUNICATIONS (08 -086) Consideration of Mayor's nominations for appointment to the Recreation and Park Commission. Continued. (08 -087) Councilmember Gilmore stated that she and Vice Mayor Tam attended a memorial service for Ikhinkhorloo "Iko" Bayarsaikhan yesterday at Washington Park; a number of Police Officers and various City Department Heads attended the ceremony; a token of the family's gratitude was presented. Vice Mayor Tam stated the ceremony was for a bench dedication and plaque presentation in celebration of Iko's sixteenth birthday. Councilmember Gilmore and Vice Mayor Tam unveiled the art. Mayor Johnson requested that the City prepare a plaque explaining the art. (08 -088) Councilmember Matarrese noted the passing of Lois Hanna; stated Ms. Hanna was a staunch believer in the new Main Library. ADJOURNMENT (08 -089) There being no further business, Mayor Johnson adjourned the Regular Meeting at 10:41 p.m. in a moment of silence in honor of Lois Hanna. Respectfully submitted, Lara Weisiger City Clerk The agenda for this meeting was posted in accordance with the Brown Act. Regular Meeting Alameda City Council 1 1 February 19, 2008