2005-07-05 PacketTime:
Place:
Agenda:
CITY OF ALAMEDA
SPECIAL MEETING OF THE CITY
TUESDAY - - - July 5, 2005 - -
• CALIFORNIA
COUNCIL
5:35 P.M.
Tuesday, July 5, 2005, 5:35 p.m.
City Council Chambers Conference Room, City Hall, corner of
Santa Clara Avenue and Oak Street.
1. Roll Call.
2. Public Comment on Agenda Items Only.
Anyone wishing to address the Council on agenda
speak for a maximum of 3 minutes per item.
3. Adjournment to Closed Session to consider:
3 -A. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Title:
City Attorney.
items only, may
3- B.CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Subdivision (b) of
Section 54956.9.
Number of cases:One.
3 -C. CONFERENCE WITH LABOR NEGOTIATORS
Agency Negotiator: Acting City Manager.
Employee Organizations: Alameda Police Managers Association
(APMA); Alameda Fire Management
Association (AFMA); Management and
Confidential Employees Association
(MCEA): Alameda Police Officers
Association (APOA), and International
Association of Firefighters (IAFF).
4. Announcement of Action Taken in C - ed Session, if any.
Adjournment
everly o' ion, Mayor
•
Housing
Authority of the City of Alameda
701 Atlantic Avenue - Alameda, California 94501 -2161 - TEL: (510) 747 -4300 - FAX: (510) 522 -7848 - TDD: (510) 522 -8467
IF YOU WISH TO ADDRESS THE BOARD:
1. Please file a speaker's slip with the Executive Director, and
upon recognition by the Chair, approach the rostrum and
state your name; speakers are limited to 3 minutes per item.
2. Lengthy testimony should be submitted in writing and only a
summary of pertinent points presented verbally.
3. Applause and demonstrations are prohibited during Board of
Commissioners meetings.
AGENDA REGULAR MEETING OF THE BOARD OF COMMISSIONERS
DATE & TIME Tuesday, July 5, 2005, 7:25 PM
LOCATION City Hall, Council Chambers, Room 390, 2263 Santa Clara Ave., Alameda, CA
Welcome to the Board of Commissioners of the Housing Authority of the City of Alameda
meeting. Regular Board of Commissioners meetings are held on the first Tuesday of each
quarter in the Council Chambers at City Hall.
Public Participation
Anyone wishing to address the Board on agenda items or business introduced by
Commissioners may speak for a maximum of three minutes per agenda item when the
subject is before the Board. Please file a speaker's slip with the Housing Authority Executive
Director if you wish to address the Board of Commissioners.
PLEDGE OF ALLEGIANCE
1. ROLL CALL - Board of Commissioners
2. CONSENT CALENDAR
• Consent Calendar items are considered routine and will be approved or accepted
by one motion unless a request for removal for discussion or explanation is
received from the Board of Commissioners or a member of the public.
2 -A. Minutes of the Regular Board of Commissioner meeting held April 5, 2005.
Acceptance is recommended.
"Dedicated to Excellence, Committed to Service."
Regular Meeting of the Board of Commissioners
July 5, 2005 Page 2
2 -B. Minutes of the Special Joint Board of Commissioners and the Alameda Public
Financing Authority Meeting held April 19, 2005. Acceptance is recommended.
2 -C. Awarding Landscape Maintenance Services Contract. The Housing Commission and
Acting Chief Executive Officer recommend that the Board of Commissioners:
1. Award the landscape maintenance services contract to Tree Sculpture for an
amount not to exceed $149,000 for FY2006, with an option to renew the contract
for up to two additional one -year terms if service is found to be satisfactory and the
Board of Commissioners adopts FY2007 and FY2008 budgets providing adequate
funding; and
2. Authorize the Executive Director to execute the contract.
2 -D. Recommending Award of Contract for Furnace Replacement. The Housing
Commission and Acting Chief Executive Officer recommend the Board of
Commissioners:
1. Awarding a contract to Atlas Heating and Air Conditioning to replace furnaces at
Eagle and Parrot Villages for $96,880 plus an additional 10 percent of that amount
for any needed change orders, for an amount not to exceed $106,568; and
2. Authorize the Executive Director to execute the contract.
2 -E. Budget Revision for the Fiscal Year FY2006. The Housing Commission and Acting
Chief Executive Officer recommend adoption of:
1. The budget revision for FY2006;
2. The resolution for the Conventional Low —Rent Housing Program No. CA062
Esperanza).
3. AGENDA
None.
4. ORAL COMMUNICATIONS, Non - Agenda (Public Comment)
5. COMMISSIONER COMMUNICATIONS, (Communications from the Commissioners)
6. ADJOURNMENT
* **
Note:
* Sign language interpreters will be available on request. Please contact Carol Weaver,
Secretary, at 747 -4325 voice or 522 -8467 TDD at least 72 hours before the meeting to
request an interpreter.
* Accessible seating for persons with disabilities (including those using wheelchairs) is
available.
* Minutes of the meeting are available in large print.
* Audiotapes of the meeting are available on request.
Dedicated to Excellence, Committed to Service.
Regular Meeting of the Board of Commissioners
July 5, 2005 Page 3
* Please contact Carol Weaver at 747 -4325 voice of 522 -8467 TDD at least 72 hours
prior to the meeting to request agenda materials in an alternative format, or any other
reasonable accommodation that may be necessary to participate in and enjoy the
benefits of the meeting.
Dedicated to Excellence, Committed to Service.
CITY OF ALAMEDA • CALIFORNIA
IF YOU WISH TO ADDRESS THE COUNCIL:
1. Please file a speaker's slip with the Deputy
City Clerk and upon recognition by the Mayor,
approach the podium and state your name;
speakers are limited to three (3) minutes per
item.
2. Lengthy testimony should be submitted in
writing and only a summary of pertinent points
AGENDA REGULAR MEETING OF THE CITY COUNCIL
TUESDAY
JULY 5, 2004 - - - - 7:30 P.M.
[Note: Regular Council Meeting convenes at 7:30 p.m., City
Hall, Council Chambers, corner of Santa Clara Ave and Oak St.]
The Order of Business for City Council Meeting is as follows:
1. Roll Call
2. Agenda Changes
3. Proclamations, Special Orders of the Day and Announcements
4. Consent Calendar
5. Agenda Items
6. Oral Communications, Non - Agenda (Public Comment)
7. Council Communications (Communications from Council)
8. Adjournment
Public Participation
Anyone wishing to address the Council on agenda items or business
introduced by Councilmembers may speak for a maximum of 3 minutes
per agenda item when the subject is before Council. Please file a
speaker's slip with the Deputy City Clerk if you wish to address
the City Council.
SPECIAL MEETING OF THE CITY COUNCIL 5:35 P.M.
CITY COUNCIL CHAMBERS CONFERENCE ROOM
Separate Agenda (Closed Session)
REGULAR MEETING OF THE HOUSING AUTHORITY BOARD 7:25 P.M.
OF COMMISSIONERS, CITY COUNCIL CHAMBERS
Separate Agenda
1. ROLL CALL - City Council
2. AGENDA CHANGES
3. PROCLAMATIONS, SPECIAL ORDERS OF THE DAY AND ANNOUNCEMENTS
3 -A. Presentation by the Alameda Architectural Preservation Society
to the City of Alameda of a Historic Preservation Award for
the adaptive re -use of the City Hall West Building at Alameda
Point.
3 -B. Library Project update.
4. CONSENT CALENDAR
Consent Calendar items are considered routine and will be
enacted, approved or adopted by one motion unless a request
for removal for discussion or explanation is received from the
Council or a member of the public.
4 -A. Minutes of the Special City Council Meeting of June 14, 2005,
Special and Regular City Council Meetings held on June 21,
2004, and Special City Council Meeting of June 23, 2005.
4 -B. Bills for ratification.
4 -C. Adoption of Resolution for the Annual Adjustment of the
Citywide Development Impact Fee by the Construction Cost
Index.
5. REGULAR AGENDA ITEMS
5 -A. Adoption of Resolution Commending Alameda Police Department
Chief Burnham Matthews for His Contributions to the City of
Alameda.
5 -B. Adoption of Resolution Reappointing Randal S. Miller as a
Member of the Historical Advisory Board;
• Adoption of Resolution Reappointing Edward Depenbrock as a
Member of the Housing and Building Code Hearing and Appeals
Board;
• Adoption of Resolutions Reappointing Nancy W. Gormley and
Garnetta S. King as Members of the Housing Commission;
• Adoption of Resolutions Reappointing Ruth K. Belikove and Alan
D. Mitchell as Members of the Library Board; and
• Adoption of Resolutions Reappointing Rebecca L. Kohlstrand
Parsons and Margaret McNamara as Members of the Planning
Board; and
• Adoption of Resolutions Reappointing Stewart Chen, Karen
Hollinger Jackson, and Cynthia Wasko as Members of the Social
Service Human Relations Board.
5 -C. Final Passage of Ordinance Amending the Alameda Municipal Code
to Change the Name of the Public Art Advisory Committee to
Public Art Commission, Transfer Reporting from Recreation and
Park Commission to City Council, and Transfer Staffing from
the Recreation and Park Department to the Planning and
Building Department by Amending Subsections 30 -65.3
(Contribution Requirements), 30 -65.4 (Public Art), 30 -65.5
(Alameda Public Art Fund), 30 -65.7 (Public Art Advisory
Committee), 30 -65.8 (Application and Approval Procedures for
Placing Public Art on Private Property) , 30 -65.10 (Guidelines
for Approval), and 30 -65.11 (Appeal to the City Council) of
Section 30 -65 (Public Art in New Commercial, Industrial,
Residential and Municipal Construction).
5 -D. Report on proposed PERS Golden Handshake Retirement under
California Government Code Section 20903.
5 -E. Reconsideration of acceptance of Management Practice #37.
[Mayor Johnson]
5 -F. Report from the Housing Task Force regarding strategies to
prevent mass evictions and provide for low income housing.
6. ORAL COMMUNICATIONS, NON - AGENDA (Public Comment)
Any person may address the Council in regard to any matter
over which the Council has jurisdiction or of which it may
take cognizance, that is not on the agenda.
7. COUNCIL COMMUNICATIONS (Communications from Council)
7 -A. Consideration of Mayor's nominations for appointment to the
Oakland Chinatown Advisory Committee and Transportation
Commission.
8. ADJOURNMENT
* **
• For use in preparing the Official Record, speakers reading a
written statement are invited to submit a copy to the City Clerk
at the meeting or e -mail to: lweisige @ci.alameda.ca.us
• Sign language interpreters will be available on request. Please
contact the City Clerk at 747 -4800 or TDD number 522 -7538 at
least 72 hours prior to the Meeting to request an interpreter.
• Equipment for the hearing impaired is available for public use.
For assistance, please contact the City Clerk at 747 -4800 or TDD
number 522 -7538 either prior to, or at, the Council Meeting.
• Accessible seating for persons with disabilities, including
those using wheelchairs, is available.
• Minutes of the meeting available in enlarged print.
• Audio Tapes of the meeting are available upon request.
• Please contact the City Clerk at 747 -4800 or TDD number 522 -7538
at least 48 hours prior to the meeting to request agenda
materials in an alternative format, or any other reasonable
accommodation that may be necessary to participate in and enjoy
the benefits of the meeting.
Housing
Authority of the City of Alameda
701 Atlantic Avenue - Alameda, California 94501 -2161 - TEL: (510) 747 -4300 - FAX: (510) 522 -7848 - TDD: (510) 522 -8467
MINUTES
REGULAR MEETING OF THE BOARD OF COMMISSIONERS
OF THE HOUSING AUTHORITY OF THE CITY OF ALAMEDA
HELD TUESDAY, APRIL 5, 2005
The Board of Commissioners was called to order at 7:42 p.m.
PLEDGE OF ALLEGIANCE
1. ROLL CALL
Present: Commissioners Daysog, Gilmore, deHaan, Matarrese, Torrey and Chair
Johnson
Absent: None.
2. CONSENT CALENDAR
Commissioner Torrey moved acceptance of the Consent Calendar. Commissioner
Matarrese seconded. Motioned carried unanimously. Items accepted or adopted are
indicated by an asterisk.
*2 -A. Minutes of the Special Joint City Council, Board of Commissioner, and Community
Improvement Commission meeting held May 27, 2004. Minutes were accepted.
*2 -B. Minutes of the Special Board of Commissioner meeting held February 1, 2005.
Minutes were accepted.
*2 -C. Minutes of the Special Board of Commissioner meeting held March 1, 2005. Minutes
were accepted.
*2 -D. Awarding Contract for Unit Cycle Interior Painting. The Board of Commissioners
awarded a two -year interior painting contract to Pavlos Theodoropoulos Painting Co.
for an amount not to exceed $109,625.
*2 -E. Budget Revision for the Fiscal Year FY2005. The Board of Commissioners approve
the proposed budget revisions for FY2005 and adopted the resolution revising the
budget for Esperanza.
3. AGENDA
"Dedicated to Excellence, Committed to Service." Minutes 2 -A HABOC
7 -5 -05
Minutes of the April 5, 2005
Regular Board of Commissioners Meeting Page 2
3 -A. Recommending Land Purchase from East Bay Municipal Utility District and to Provide
for Additional Parking for Independence Plaza Residents.
Chair Johnson questioned if the Housing Authority could afford the property purchase
and construction of the parking lot. Executive Director Michael Pucci said it is
affordable due to the refinancing of Parrot Village and Eagle Village. The $110,800
for the property purchase is included in the bond issuance /refinancing. Included in the
refinancing is another $800k for improvements at Parrot Village and Eagle Village.
Independence Plaza has it's own separate replacement reserve fund which is how the
parking lot improvements would be paid. Esperanza and other complexes also have
their own replacement reserve funds. There are adequate reserves for roofs, exterior
painting and other improvements.
Commissioner Gilmore stated she is in favor of the additional parking spaces. She
said her issue is whether or not the swap is paid for by the Housing Authority or the
City. She feels the parking is needed and clearly the parkland is wanted. Her
question was; is parkland needed enough to use money for maintenance to pay for it.
Commissioner Daysog asked how good the appraisal was on the property. He asked
if the City should wait until it goes up for sale and bid on it. Chief Executive Officer
William Norton said the property is in a good location for a view lot but is next to the
noisy bridge. The noise can be mitigated by insulation and triple paned windows.
Commissioner deHaan asked if there was other funding that could be used to
purchase the property. Mr. Norton responded affirmative, the Council set aside
money for open space. Mr. Pucci added the property consists of 5,000 square feet
and felt the value is approximately $20 per square foot.
Commissioner Gilmore asked the amount of the Council money and if it is already
earmarked for open space. Mr. Norton said it's earmarked only for open space and
there is $1 million. Commissioner Gilmore stated she felt more comfortable using
funds earmarked for open space to purchase open space rather than funds
earmarked for maintenance to purchase open space. Commissioner Mataresse
agreed stating he'd rather spend the open space funds to buy open space.
Commissioner Daysog felt there should be some adjustment on how parking spaces
are assigned. Mr. Pucci responded said people are put on a waiting list for parking
spaces closer to their units. Many tenants are located where they need to be with the
exception of a few parking further away. He gave an example of a tenant giving up
her close parking space for another tenant more immobile. Tenants are encouraged
to swap their parking spaces for the benefit of others.
Commissioner Gilmore asked if the Board could authorize funds to come out of the
open space budget to pay for the parcel of land and then have the Housing Authority
swap Neptune Park land for open space. Mr. Norton felt this was the wrong meeting
for this request, this request will come back to a future meeting of the Board. EBMUD
will be notified that the City is interested in proceeding with the parcel purchase.
Dedicated to Excellence, Committed to Service.
Minutes of the April 5, 2005
Regular Board of Commissioners Meeting Page 3
Commissioner Martarrese moved that the Board of Commissioners:
1. Authorize the Chief Executive Officer or designee to enter into an agreement for
the sale of real property to purchase two real estate parcels from the East Bay
Municipal Utility District for the sum of $110,800 plus closing costs; and /or
2. Exchange those parcels with the City of Alameda Department of Recreation and
Parks for approximately 21,000 square feet of property at Neptune Park to met the
needs of Independence Plaza residents.
Commissioner Torrey seconded. Motion carried unanimously.
Commissioner Matarrese asked if the City could explore a commute plan for
employees during commute time to free up staff parking spaces. Mr. Norton said the
City is looking into this. Off -site parking was also suggested for maintenance vehicles.
3 -B. Refinancing of Parrot Village and Eagle Village and the Potential Need to Form a
Single -Asset Entity to Hold Title to These Properties. Mr. Pucci explained this was
brought to the Board in 2004. Since then the Housing Authority has engaged the
services of a bond counsel, an underwriter, and ARCS Commercial Mortgage. Bond
issuance is proceeding through Fannie Mae, it will be credit enhanced through Fannie
Mae. Fannie Mae initially required the Housing Authority to form a single -asset entity,
in other words, having both properties held by either a non - profit or an LLC rather than
the Housing Authority. Fannie Mae felt if there were any financial problems they could
go after the properties. Currently Fannie Mae is no longer requiring this and said the
Housing Authority can be a multi -asset entity. The new plan is to have the Alameda
Public Finance Authority, which is a JPA, issue the bonds and the Housing Authority
will be the borrower. This item is deferred and will be presented at the next meeting.
Commissioner Gilmore asked if the JPA will issue the bonds. Mr. Pucci responded
the JPA has the authority to issue tax - exempt bonds. The Housing Authority cannot
be both the issuer and borrower, so an entity is needed to issue the bonds with the
Housing Authority being the borrower.
Commissioner deHaan asked the value of the bonds. Mr. Pucci stated approximately
$6.8 million. $5.4 million to be used to pay off Parrot Village, China Clipper and Eagle
Village with the remaining funds for bond issuance expenses and Housing Authority
improvements. This is a 30 year bond. Bond counsel fees should be $30k and they
were selected jointly with the City Attorney's office. Tom Downey from Jones Hall was
selected. The terms of issuance and resolution will be in the next Board packet.
This is for information purposes only.
4. ORAL COMMUNICATIONS
None.
5. COMMISSIONER COMMUNICATIONS
Dedicated to Excellence, Committed to Service.
Minutes of the April 5, 2005
Regular Board of Commissioners Meeting Page 4
Commissioner Torrey announced an upcoming event by the American Red Cross.
6. ADJOURNMENT
There being no further business, Chair Johnson adjourned the meeting at 8:24 p.m.
Attest: Beverly Johnson, Chair
Michael T. Pucci
Executive Director / Secretary
Dedicated to Excellence, Committed to Service.
;i-
Housing
:s�
Authority of the City of Alameda
701 Atlantic Avenue - Alameda, California 94501 -2161 - Tel: (510) 747 -4300 - Fax: (510)522 -7848 - TDD: (510) 522 -8467
MINUTES
SPECIAL JOINT MEETING HOUSING AUTHORITY BOARD OF COMMISSIONERS
OF THE HOUSING AUTHORITY OF THE CITY OF ALAMEDA
AND THE ALAMEDA PUBLIC FINANCING AUTHORITY
HELD TUESDAY, APRIL 19, 2005
The board of Commissioners was called to order at 7:41 p.m.
PLEDGE OF ALLEGIANCE
1. ROLL CALL
Present: Commissioners Daysog, Gilmore, deHaan, Matarrese, Torrey and
Chair Johnson
Absent: None
2. CONSENT CALENDAR
None.
3. AGENDA ITEM
Public Hearing to consider authorization of Bond issuance and borrowing for
refinancing of apartment complexes, and amendment of the Budget to include
Rehabilitation Projects and other related refinancing expenses;
• Adoption of Resolution Authorizing the Issuance, Sale and Delivery of the
Alameda Public Financing Authority Multifamily Housing Revenue Refunding
Bonds (Eagle Village /Parrot Village Apartments) 2005 Series A, Authorizing the
Execution and Delivery of and Approving Bond Documents and Other Related
Documents and Approving Other Related Actions in Connection Therewith.
[Alameda Public Financing Authority]; and
• Adoption of Resolution of the Board of Commissioners of the Housing Authority
of the City of Alameda Authorizing the Borrowing of Moneys for the Purpose of
Refinancing Multifamily Housing Developments and Authorizing Execution and
Delivery of and Approving Bond Documents and Other Related Documents in
Connection Therewith. [Housing Authority Board of Commissioners]
Chair Johnson inquired how much the fees are for the bond underwriter, to which
the Executive Director responded $34,000.
Minutes 2 -B HABOC
7 -5 -05
Minutes of the April 19, 2005
Special Joint Board of Commissioners
and Alameda Public Financing Authority Meeting
Page 2
Chair Johnson inquired whether price is involved in the Request for Qualifications
(RFQ) process, to which the Executive Director responded in the affirmative; stated
price is secondary; experience in the area of housing bonds for housing authorities
is primary.
Chair Johnson inquired whether the RFQ is brought to the Housing Authority Board
of Commissioners (HABOC), to which the Executive Director responded the RFQ
was brought to the HABOC at a meeting in October.
Chair Johnson inquired whether the RFQ includes qualifications, scope of work, and
proposed fees.
The Executive Director responded that the RFQ had an analysis of the bond
underwriter's qualifications; the experience was analyzed with bond types and rating
agencies, references, services to be provided, fees, and the staff and principal's
experience and skills.
Chair Johnson inquired what were the range of fees, to which the Executive Director
responded a few of the fees were close; the firm of Stone and Youngberg was the
lowest or second lowest.
Chair Johnson stated getting the best competitive prices is important; inquired how
the bond counsel selection process was completed.
The Executive Director responded that the City Attorney's office has three firms
under contract; two firms were contacted; one firm had a conflict of interest; a fee
equal to the lowest proposal was negotiated.
Chair Johnson inquired whether the firms are under contract.
The City Attorney responded that a global RFQ was done in order to create a panel;
firms with expertise for legal services were chosen.
Chair Johnson inquired how often a RFQ is done for that type of panel, to which the
City Attorney responded issuance is done for each particular bond; providing the
lowest price is a factor on the criteria for bond counsel.
Chair Johnson inquired whether a RFQ is done for each bond issued, to which the
City Attorney responded in the affirmative.
Chair Johnson inquired how much are the bond counsel fees, to which the
Executive Director responded $30,000; the City was able to negotiate a flat fee with
Jones Hall versus a percentage of the issuance of the bonds.
The City Attorney stated bond issuance provides enough time to complete an RFQ.
"Dedicated to Excellence, Committed to Service."
Minutes of the April 19, 2005
Special Joint Board of Commissioners
and Alameda Public Financing Authority Meeting
Page 3
Chair Johnson inquired whether the contracts for bond counsel and bond
underwriters are approved by the Council /Board of Commissioners.
The City Attorney responded in the negative; stated the actual selection of legal
counsel is vested in the City Attorney as provided by the City Charter and the
bylaws of the Alameda Reuse and Redevelopment Authority, Housing Authority and
CIC; the Council cannot hire attorneys; only the City Attorney can sign a contract for
legal services.
Chair Johnson stated that she recollects that the Charter states that the City
Attorney can select Counsel with approval of the Council.
The City Attorney stated that she has an outside legal opinion on the matter; the
Charter states that the City Council may empower the City Attorney to employ
special counsel; the Charter has been consistently interpreted for a number of
years, was reviewed by outside legal counsel, and addressed before she started in
1989; that the City Council, under the separation of powers doctrine, cannot hire
attorneys.
Chair Johnson inquired whether said interpretation of the Charter states that the
Council has no oversight or control over attorneys hired through the City Attorney's
office.
The City Attorney responded that the City Council and the City Attorney have a
balance; the individual contract with the individual attorney is not signed by the City
Council; the Charter states that the City Attorney has to request a specific outside
counsel under Section 8 -5; the Council could refuse to fund that attorney.
Chair Johnson stated that she is interested in having a competitive process with all
contracts to ensure the City gets the lowest price; as a public entity, there is an
obligation to open up opportunities for everyone to do work for the City.
Commissioner /Board Member Daysog suggested revisiting the internal process
employed for bond issuing; stated the City Council should have a voice in
determining whether to sole source or go out to bid; the bond issuance guidelines
utilized by staff could easily be translated into an ordinance; there are some other
issues that the City Attorney is raising regarding professional services that might not
translate easily.
Commissioner /Board Member Daysog moved adoption of resolutions.
Commissioner Torrey seconded the motion, which carried by unanimous voice vote
— 6. [Note: Commissioner Torrey is not a member of the Alameda Public Financing
"Dedicated to Excellence, Committed to Service."
Minutes of the April 19, 2005
Special Joint Board of Commissioners
and Alameda Public Financing Authority Meeting
Authority (APFA); therefore, the APFA resolution was adopted by 5 ayes.]
4. ORAL COMMUNICATIONS
None.
5. COMMISSIONER COMMUNICATIONS
None.
6. ADJOURNMENT
There being no further business, Chair Johnson adjourned the meeting at 7:55 p.m.
Page 4
Attest: Beverly Johnson, Chair
Michael T. Pucci
Executive Director / Secretary
"Dedicated to Excellence, Committed to Service."
Housing
Authority of the City of Alameda
701 Atlantic Avenue - Alameda, California 94501 -2161 - Tel: (510) 747 -4300 - Fax: (510)522 -7848 - TDD: (510) 522 -8467
Date: June 16, 2005
To: Honorable Chair and Members
of the Board of Commissioners
From: William C. Norton
Acting Chief Executive Officer
RE: Awarding Landscape Maintenance Services Contract
Background:
The budget includes funding to maintain the landscaping at all Housing Authority
properties. The current landscape maintenance contract will expire on June 30, 2005.
At its regular meeting on June 15, 2005, the Housing Commission reviewed this
information and recommend award of a contract to Tree Sculpture.
Discussion:
An Invitation For Bids (IFB) was issued on April 11, 2005. The IFB was advertised in
the Alameda Journal and on the Housing Authority's website (www.alamedahsg.org).
In addition, a notice was faxed to 18 landscape maintenance contractors in order to
include Alameda firms, to provide the information to contractors who were on file as
having requested it, and to broaden participation in this process. The Housing Authority
also is making the IFB, and all required forms available on the website to make it easier
for interested contractors to participate. Any contractor who does not have access to
the Internet was welcome to call for a paper copy of the IFB. The IFB advised that it
was the Housing Authority's intention to award the contract for one year with an option
to renew the contract for two more one year terms.
Contractors were provided with an opportunity to see the properties on April 19. They
were asked to provide bids for next fiscal year, starting July 1, 2005, and percentage
increases for two subsequent years. Bids were due May 10, 2005. Four bids were
received as follows:
Bidder Year 1 Year 2 Year 3
Rubicon (Richmond) $108,996 $111,721 $114,514
RMT (San Leandro) $172,800 $181,440 $190,512
Tree Sculpture (Oakland) $105,025 $108,701 $112,505
Eden Lawn Care (Vallejo) $99,360 $105,322 $111,641
"Dedicated to Excellence, Committed to Service "
Report 2 -C HABOC
7 -5 -05
Honorable Chair and Members
of the Board of Commissioners
June 16, 2005
Page 2 of 2
Unfortunately, the apparent low bidder, Eden Lawn Care, did not meet one of the
requirements as outlined in the Invitation for Bids. As such, it is the recommendation to
award the contract to the second lowest bidder, Tree Sculpture.
Tree Sculpture, which recently moved from Alameda to Oakland, has provided
landscape maintenance services for the Housing Authority for the last three years. The
company has proved to be very responsive, and the grounds look better than they have
for many years. The contract will be considered for renewal in FY2007 and FY2008
only if service continues to be satisfactory.
Fiscal Impact:
The Housing Authority has $149,098 budgeted for the upcoming fiscal year (FY2006)
for landscaping services. It is anticipated that the budgets for FY2007 and FY2008 will
be about the same or increased by a small percentage. The FY2006 budget will cover
the cost for the first year of service, leaving nearly $44,000 for additional services, such
as making irrigation system repairs. Due to its length, the contract is on file in the City
Clerk's Office and the Housing Authority's Administrative office. The contract will be
considered for renewal only if a budget is adopted for fiscal years 2007 and 2008 and
the amounts are adequate to cover the cost.
Policy Document Reference:
The Board of Commissioners adopted a Procurement Policy for the Housing Authority
in 1996 that established contract amounts that require its approval. The Board must
approve award of all contracts in excess of $75,000.
Recommendation:
The Housing Commission and Acting Chief Executive Officer recommend that the
Board of Commissioners:
1. Award the landscape maintenance services contract to Tree Sculpture for an
amount not to exceed $149,000 for FY2006, with an option to renew the contract for
up to two additional one -year terms if service is found to be satisfactory and the
Board of Commissioners adopts FY2007 and FY2008 budgets providing adequate
funding; and
2. Authorize the Executive Director to execute the contract.
MTP:ED
Respectfully submitte
Michael T. Pucci
Executive Director
Dedicated to Excellence, Committed to Service
Housing
Authority of the City of Alameda
701 Atlantic Avenue - Alameda, California 94501 -2161 - Tel: (510) 747 -4300 - Fax: (510)522 -7848 - TDD: (510) 522 -8467
Date: June 16, 2005
To: Honorable Chair and Members
of the Board of Commissioners
From: William C. Norton
Acting Chief Executive Officer
RE: Recommending Award of Contract for Furnace Replacement
Background:
The Housing Authority's budget contains two Extraordinary Maintenance Projects
(EMPs) for next fiscal year. EV1 -06 is to replace 38 central heating furnaces at Eagle
Village and PV3 -06 is to replace 64 wall furnaces at Parrot Village.
The Housing Commission reviewed this information at its regular meeting on June 15,
2005, and recommended that the Board of Commissioners award a contract for the
above - mentioned work.
Discussion:
On May 2, 2005, the Housing Authority issued an Invitation for Bids (IFB) to replace
furnaces at Eagle Village and Parrot Village. The bid announcement was published in
the Alameda Journal and posted to the Housing Authority's web site. It also was mailed
or faxed to 16 contractors. These contractors included those who have expressed
interest in being notified when an IFB is issued, are Alameda contractors, and other
contractors in the area who specialize in this type of work. Minority- and woman -owned
businesses were encouraged to bid.
The Housing Authority has adopted some changes when issuing an IFB, as well as
Requests for Proposals or Qualfications, to increase participation. For instance, the
Authority is making it easier for contractors to obtain the bid package. Previously,
contractors had to come to the Housing Authority office to pick up a bid package and, in
some cases, a fee was imposed. Now, they are able to download the bid package from
the Authority's web site. Anyone without Internet access can obtain a paper copy
simply by making a call. The forms and format for IFBs also have been standardized,
which should familiarize contractors with the requirements, thus reducing the number of
bids thrown out as non - responsive.
A site visit to both complexes was scheduled for May 11. The deadline for submitting
bids was May 24, 2005. Contractors were given the opportunity to bid separately to
replace furnaces at Eagle Village or Parrot Village or to bid for be
Report 2 -D HABOC
"Dedicated to Excellence, Committed to Service " 7 -5 -05
Honorable Chair and Members
of the Board of Commissioners
June 16, 2005
Page 2 of 2
were asked to provide the hourly charge for any change orders, though it is less likely to
occur on this type of project. Four contractors submitted bids as follows:
BIDDER and LOCATION EV PV EV &PV CH. ORD.
Rivera's Heating & Air, San Leandro $174,298 $135
Bay Cities Construction, Oakland $59,700 $85
Elliott & Elliott Co.,Oakland $46,136 $67,588 $113,724 $82
Atlas Heating & Air,Oakland $40,432 $56,448 $96,880 $78
The lowest bidder was Atlas Heating and Air Conditioning. This company has
performed the same or similar work for the Housing Authority, replacing furnaces at
Eagle Village, Rosefield Village and Esperanza. Based on the Housing Authority's
experience with this contractor, staff believes that the contractor is well qualified to fulfill
this contract. Due to its size, the contract is on file in the City Clerk's Office and the
Housing Authority's Administrative office.
Fiscal Impact:
The Housing Authority budget includes $53,200 to replace furnaces at Eagle Village
and $86,950 to replace the furnaces at Parrot Village for a total of $140,150. A contract
award of $96,880 plus a 10 percent contingency, would total $106,568, well within the
budgeted amount. Funds resulting from the refinancing of these two complexes are
available to cover all budgeted expenses.
Policy Document Reference:
The Board of Commissioners adopted a Procurement Policy for the Housing Authority
in 1996 that established contract amounts that require its approval. The Board must
approve award of all contracts in excess of $75,000.
Recommendation:
The Housing Commission and Acting Chief Executive Officer recommend the Board of
Commissioners:
1. Award a contract to Atlas Heating and Air Conditioning to replace furnaces at Eagle
and Parrot Villages for $96,880, plus an additional 10 percent of that amount for any
needed change orders, for an amount not to exceed $106,568; and
2. Authorize the Executive Director to execute the contract.
Respectfully submitted
MTP:ED
u :ICommission Reportslfurnace replace contract
Michael T. Pucci
Executive Director
Dedicated to Excellence, Committed to Service
Housing
Authority of the City of Alameda
701 Atlantic Avenue - Alameda, California 94501 -2161 - Tel: (510) 747 -4300 - Fax: (510)522 -7848 - TDD: (510) 522 -8467
Date: June 28, 2005
To: Honorable Chair and Members
of the Board of Commissioners
From: William C. Norton
Acting Chief Executive Officer
RE: Budget Revision for the Fiscal Year FY2006
Background:
On April 6, 2004, the Board of Commissioners approved the Housing Authority's budget
for the two fiscal years from July 1, 2004, to June 30, 2006. Federal funding cuts had a
severe negative impact on the FY2005 budget. In July 2004, a budget revision was
therefore proposed and passed to reflect the changing Federal funding circumstances
and its influence on fiscal operations.
On April 5, 2005, the Board of Commissioners approved the final budget revision for the
fiscal year ending June 30, 2005. It is now time to revise the fiscal year 2006 budget to
reflect the updated information.
Discussion:
The Housing Authority's budget is consolidated into six funds. Exhibit A is the proposed
budget for July 1, 2005 to June 30, 2006. The proposed FY 2006 budget totals
$27,648,112, which is $535,819 Tess than the previously approved budget.
Several changes have taken place since the approval of the fiscal 2006 budget back in
April 2004. The Housing Authority has completed its refinancing of Parrot Village and
Eagle Village and paid off the mortgage on China Clipper Plaza. The Housing Authority
now has better information on what the fiscal 2006 Federal funding will be for the
Section 8 housing choice voucher (HCV) program.
The Housing Authority also opted out of the Section 8 project based assistance program
at Parrot Village and received 50 new Section 8 vouchers from HUD to replace the
project based assistance. The budget revision also adds Capital Expenditures for
Independence Plaza and our Owned properties. Finally, this proposed budget revision
adds Extraordinary Maintenance Projects (EMPs) to the budget with resources provided
through the bond issuance.
The refinancing of Parrot Village and Eagle Village has accomplished what it was
intended to achieve. Annual debt service costs have been reduced by over $200,000
per year. At the same time, the Authority is able to add $950 "'c :_ - ' ' "
"Dedicated to Excellence, Committed to Service "
Report 2 -E HABOC
7 -5 -05
Honorable Chair and Members
of the Board of Commissioners
June 28, 2005
Page 2 of 4
proceeds to offset a major portion of the Authority's fiscal 2006 proposed EMP
expenses. The refinancing has also eliminated the debt on China Clipper Plaza. The
new bond issuance is a variable rate bond, which is anticipated to average 2.5%
interest in fiscal 2006. However, a 3.5% interest rate factor was used to allow a reserve
for possible rate fluctuations in fiscal year 2006. There also are additional fixed fees
paid to Fannie Mae and the loan servicer (ARCS), which will add another 1.2% to the
full cost of funds making the overall rate approximately 4.7 %. Due to reporting
requirements by Fannie Mae and the loan servicer, ARCS, the Housing Authority has
changed the budget format by removing Eagle Village from the Housing Authority
Owned fund group and repositioning it into the newly aligned Parrot Village and Eagle
Village fund group. This is in order to provide Fannie Mae and ARCS with separate
financial statements for those two complexes.
The impact on the fiscal year 2006 budget was to add an additional $250,000 in Section
8 housing assistance payments (HAP) subsidy to the Parrot Village property. The
Section 8 administrative fee line item includes additional revenue of $44,000 for the 50
new vouchers used to replace the old project based subsidy. The opting out will also
reduce the administrative burden associated with a project -based subsidy.
The amount of Federal funding for the Section 8 HCV program is now known through
December 31, 2005. Many new changes continue to be discussed in Washington but
will not come into play until January 1, 2006, at the earliest. Therefore, Section 8 budget
projections have been made on information that is presently available and, when
Congress passes HUD's budget, any necessary budgetary changes will be made later
in the fiscal year. The Housing Authority reduced its Section 8 (HAP) subsidy by over
$645,000 from the previously approved budget. All the changes made by the Housing
Authority in the last 12 months will permit full leasing through December 31, 2005.
Between now and December 31, 2005, the Housing Authority expects to hear more
specific information regarding renewal funding for the Federal HAP funding year which
now runs from January to December.
The Housing Authority has added $11,000 for additional fire extinguishers for individual
units to the Capital Expenditures budget. The cost for Independence Plaza is $7,205
and for Owned properties is $3,795. Currently fire extinguishers are only in the common
areas and not in the individual units.
The Board of Commissioners has already approved an additional $811,475 in EMPs
with the bond issuance for Parrot Village and Eagle Village to make up for deferred
repairs and improvements from prior years. The funding source for these improvements
comes from bond resources. A detailed schedule of the proposed improvements is
attached to this report. This schedule also reflects the addition of one EMP for Parrot
Village (PV8 -06) to resurface the parking lots and basketball courts. The cost is based
on actual bids obtained for this project. An EMP has been moved from FY2005 to
FY2006 for $150,000 to Independence Plaza to build the new parking area, which will
provide 20 new parking spaces. Esperanza will expand its EMP for kitchen and bath
cabinets to $144,540 from previously approved $61,200. Total EMPs were increased
from the previous budget of $1,242,925 to $1,354,315 in the current budget proposal.
Honorable Chair and Members
of the Board of Commissioners
June 28, 2005
Page 3 of 4
Other significant operational changes that impact budget line items that have changed
since the previously approved budget are: ACEA salary adjustments, interest income,
sundry cost, contract maintenance cost and tenant accounts receivable collection
losses. Salaries have been adjusted to reflect the City's approval of the ACEA union
contract, which provided for a 2% salary increase effective July 1, 2005. The
management contract has not yet been approved so management salaries are frozen at
the fiscal year 2005 pay scale.
Interest rates continue to be relatively low and the Housing Authority has budgeted
interest income accordingly. Due to the Section 8 crisis last year, the Housing Authority
has made significant reductions in sundry administrative cost and have continued that
lower level of expenditure into the 2006 budget. The original budget included out -of-
state training. This budget revision proposes an update to the list of training locations.
The list has been refined to eliminate some conferences and workshops. The following
is the updated list of out -of -state travel anticipated in FY2006:
National NAHRO Conference, Chicago — one Commissioner, one staff
Fall Regional NAHRO Conference, Incline Village — two Commissioners, two staff
NAHRO Legislative Conference, Washington, D.C. — one Commissioner, one staff
Housing & Development Law Institute Conference, Wash., D.C. — one staff
Housing Finance Workshop — one staff
HUD or other Housing Workshops — up to five staff
The Housing Finance Workshop is generally held in either California or Nevada; the
location has yet to be determined. HUD and other Housing Workshops may be held in
California or other locations yet to be determined. This budget would authorize travel
outside of California only if the workshops are not available locally.
Budgeted contract maintenance cost is increased by $330,875 due to higher costs for
trash removal, painting, unit turnover floor covering cost, as well as a few immediate
repairs that the mortgage company required for Parrot Village and Eagle Village.
Collection losses have increased by $20,940 to reflect historic account write -off
patterns. While $28,400 is a lot of money, it still represents less than 1% of gross tenant
scheduled rents billed.
Fiscal Impact:
The previously approved budget for fiscal year 2006 showed a surplus of $254,975
while the current proposed budget revision shows a surplus of $430,167. Operating
surplus's add to the Housing Authority's accumulated operating reserve. The operating
loss (or deficit) for the Housing Authority's General Fund will be funded from operating
reserves and the development fund. The operating Toss for Esperanza will be funded
from operating reserves while the deficit for Independence Plaza will be funded from
replacement reserves.
Alameda Municipal Code /Policy Document Reference:
Not applicable.
Honorable Chair and Members
of the Board of Commissioners
June 28, 2005
Page 4 of 4
Recommendation:
The Housing Commission and Acting Chief Executive Officer recommend adoption of:
1. The budget revision for FY2006;
2. The resolution for the Conventional Low —Rent Housing Program No. CA062
Esperanza).
Respectfully sub Witte
° Michael T. P ci
Executive Director
MTP: AJO
Attachments Proposed Budget Revision
and EMP Schedule
Housing Authority of the City of Alameda
For the Fiscal Year Ending June 30, 2006
Exhibit A
Total All Programs
Proposed I
2006
N N in V) 0 0
CO .. ? N M M
r?•1Oar
bear OO)
a s ton 0 N M
N N ....
N
ON
n
N
co
O
co
N
1,531,030
41,520
380,150
61,194
32,550
301,925
115,960
50,489
813,265
153,960
985,074
0
0
n
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1,142,630
14,000
153,189
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ore
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1,354,315
20,000
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AO
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1,525,735
44,570
548,264
158,484
30,400
282,564
109,032
51,773
846,651
148,828
654,299
CO
r
n
a
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0 N 0 .. 0
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0 0 0 0?
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20,008,165
1,345,240
18,000
128,458
M
b
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a
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0 0
<
000'01
SZ6'ZI'Z'I
28,182,931 1
an
n
a
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Section 8 Voucher
Proposed
2006
•o0 e 0o 0
N aO N
'0 t_ V)
O?.� N? r-
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00
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865,184
11,030
123,713
b
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20,273,467 I
O
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Approved
2006
an 0 40 0 0 0
NO r 0 0
O
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N N.
In
T
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21,058,983
832,043
20,688
202,536
n
NO
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280,955
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.
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0
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Independence Plaza
Proposed
2006 _
N• 0 0 0 0 0
? a o 0 co
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N..
00 co N N
? N
0 0 0 0 0 0
• O N b?
0 v � OD
M N 11- r
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19,305
100
57,380
40,200
17,330
180,426
39,600
201,718
421,744
0 00 0. 0 0?
V) t` O?
41..^. in ?
N 0 V
40 ..
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00
1'-
972 ,382
0
680,460
5,000
49,020
0
7,205
7,205
O O
0
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a
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1,903,367 I
q
a
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a
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Approved
2006
00 0 0 0 ?
.o. t N O�
n O - .-.
In N
1,808,453
174,073
4,966
77,221
29,249
100
67,620
43,744
19,900
200,090
35,849
196,596
432,535
0 04 0 401--
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..
150,429
999,837
0
730,000
5,000
44,700
0
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Proposed
2006
40 N 0 0 0 0
N N .In. T el,
-N M .—. OV
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..
1,800,658
191,755
12,770
104,848
20,214
100
76,450
40,030
29,870
233,409
40,140
304,656
578,205
0 00 0? 0
`r0 N a b
sc,
N ..-1 .�M.N
211,501
0 0 0e.�4 0 M
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1,394,750.1
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Approved
2006
o .. O 0 V) 0'0
N a ? b
Ono? R.O.
O N
N
1,884,516
207,642
5,995
149 ,344
27,643
100
61,799
38,662
28,140
234,193
49,755
115,159
399,107
0 a 0 N
r[ N
N.. h N
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234,222
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1,365,748 I
518,768
Parrot & Engle Village
y
V
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0 0? o ,r, O O
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0 V) N
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2,655,167
145,701
4,080
45,458
as
M
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0 0
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71,595
14,280
489
?
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1,022,299
0!
404,531
0
32,196
0
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982,475
0
2,441,501 1
. o
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en
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Approved
2006
N an O N .+l N
r
In 0o 00 eV
V) V) ^ •■ a
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1` V) In ..
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LPS'L
70,350
12,715
489
249,937
30,833
175,425
456,195
0. D 0 a M
N M a
a 00 O o
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.-.
908,304
0
501,519 '
0
26,485
0
0
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2,247,783
R
NO
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O
v
Esperanza
,O
00
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M ? 00 N N
b? O N 00
N1` .-.. M Ian
In N
N N 0
0. 00 00 0
O^ .. N
N Vi 00
a
16,155
32,150
96,150
14,130
2,370
136,229
32,750
246,915
415,894
O CO O? O
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I 1,123,529 1
(145,332)
Approved
2006
N? 0 0 O
.�. N M O
? 4 O
r re el V)
a an N
947,370
141,369
8,371
63,048
21,807
30,000
78,170
13,359
2 .368
154,733
31,249
156,003
341,985
0? 0 M CO
0 41) ? r
0 .. .0 N
i @ O en
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a
General Fund
Proposed
2006 J
00 0? 0 0 0
.?. .�. O O
. b ? 4
? M
469,302
31,726
0
0
.0
(-4
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M
0 0
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M M
0 0 0 V) 0
? °�?0
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28,784
64,151
416,148
0
1,200
10.000
0
0
0
0 0
0
O
N
511,499
(42,197)
Approved
2006
a 0• n 0? 0
0 M
N V? 0: N
M V '0 V)
MM.
518,868
31,033
0
0
1,656
0
•0
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0 0 0
0
? 0 0?
0 0
N N
4 ?
0 0 0 4 0
0 M
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4!) 0)
24,434
61,327
409,000
0
1,200
10.000
0
0
, N
O
(4
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0 0
V) O
N O
V) O
a
586,777
(67,910)
Budget Line Items
OPERATING INCOME:
HAP /Operating Subsidy
Rents
Administrative Fees
PV & EV Bond Funds
Interest
Other Income
TOTAL INCOME
OPERATING EXPENSES:
ADMINISTRATIVE:
Total Admin. Salaries
Legal
Sundry
TENANT SERVICES
Salaries
Tenant Activities
UTILITIES:
Water & Sewer
Electricity
Gas
MAINTENANCE:
Salaries
Materials
Contract Costs
TOTAL
GENERAL:
Police Services
Insurance
Claims Account
Employee Benefits
Cnllectinn T.ncaes
TOTAL OPER EXPENSES
MORTGAGE/HAP/RESERVES
HAP
Mortgage
Replacement Reserve(Equip.)
Renlarement Reserve/Rid.)
CAPITAL EXPENSES:
Replacement Equipment
Additions
TOTAL
OTHER EXPENSES:
Extraordinary Maint.
Pre- development/Admin costs
TOTAL
TOTAL EXPENSES
TRANSFERS (IN) /OUT
PROPOSED SCHEDULE OF CAPITAL EXPENDITURES
FY2005 -2006
REPLACEMENT EQUIPMENT
TOTAL
ADDITIONAL EQUIPMENT
u:IFY2005 -6 Budget\Capital Expenditures
ed 6/1/2005
Fire Extinguishers for
Units at Senior Condos,
Anne B. Diament Plaza
and Independence Plaza
$ 3,795
$ 7,205
$ 11,000
TOTAL
$ -
$ -
$ -
$ 3,795
$ 7,205
$ -
$ 11,000
u:IFY2005 -6 Budget\Capital Expenditures
ed 6/1/2005
Exhibit B
SCHEDULE OF EXTRAORDINARY MAINTENANCE PROJECTS FOR FY2006
REV. #1 APPROVED AND PROPOSED REV. #2
* Cost covered by refinancing.
,
Alitetiltut
Ntallats
ofiVINomm:
GF1-06
Replace carpeting in Office at 701 Atlantic Ave.
$ 40,250
$ -
GF2-06
GF3-06
Overhaul HVAC system in Office at 701 Atlantic Ave.
40,000
$ -
Replace flat portion of roof at Office at 701 Atlantic Ave
15,000
...____
$ -
TOTAL
- : --- , „,„,p,,,,IftrattnetiNOMMINallinelatfattiallgit
$ 95,250
$ -
aeataargi,
ESP1-06
ESP2-06
Replace approximately 13 toilets
......_
Replace kitchen and bath cabinets, replace
countertops (and sinks as needed) in about 15 units
$ 3,200
61,200
$ _-
144,540
ESP3-06
Replace bathroom vanity and sink in about 15 units
10,000
-
ESP4-05
Install gate valves for water shut off
18,000
ESP5-05
Install sewer cleanouts
-
20,000
TOTAL
$ 74,400
wvio,,,,,m6=Ammax.rla
$ 182,540
vorA,,,:wwoovoli„,,,;
,:„pkiv,?1,;,,,m,vgliow,kt
$ 635,875
, , , , ,
00004-00;two;ID,,m4tAgOofvmeowtoagNao.
, „ < ., , ,„„,,,,,,, , ..,,t,,m-,:.„*,,A,;,,,,,tw',ow,44,,iol-A,Aor4
Unchan9ed_proects
$ 635,875
EV3-06*
EV4-06*
Repair/seal parking lots and basketball courts
16,600
45,000
53,000
20,000
Replace front and rear doors, as needed; replace
hardware
EV5-06*
Replace roof coverings all remaining buildings (20)
72,000
90,000
EV9-06*
Replace kitchen/bath cabinets and countertops (8)
-
65,600
PV5-06*
PV8-06*
Replace roof coverings all remaining buildings (17)
Repair/seal parking lots and basketball courts
42,000
53,000
65,000
TOTAL
$ 811,475
$ 982,475
,
,1 4 ;. , ., ,hWe
,1,6iWW
$ 27,300
11,500
. '441-Att'of
$ -
ABD1-06
RV1-06
Replace wall and base cabinets in about 10 units
Replace wall furnaces/central units in about 8 units
CC1-06
Replace tub surrounds in about 5 units
7,700
TOTAL
$ 46,500
-
1, 110111•1•211•1101111 '
" ieelargal .,
$ 39,300
VIrlitlan
$ 39,300
Unchanged projects
IP3-06
1P3-06
Paint exterior of three buildings
Build new parking area for 20 cars
176,000
-
-
150,000
TOTAL
$ 215,300
$ 18, 9,300
-.
GRAN -mom
,, ' 1
, -" -
0v ' !
* Cost covered by refinancing.
PHA/IHA Board Resolution
Approving Operating Budget or Calculation of
Performance Funding System Operating Subsidy
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
OMB Approval No. 2577 -0026 (Exp. 6/30/2001)
Public reporting burden for this collection of information is estimated to average 15 minutes per response, including the time for reviewing instructions, searching
e• g data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct
or ..nsor, and a person is not required to respond to, a collection of information unless that collector displays a valid OMB control number.
This information is required by Section 6(c)(4) of the U.S. Housing Act of 1937. The information is the operating budget for the low- income housing program
and provides a summary of proposed /budgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of certain specified
amounts. HUD reviews the information to determine if the operating plan adopted by the PHA and the amounts are reasonable and that the PHA is in compliance
with procedures prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality.
Acting on behalf of the Board of Commissioners of the below -named Public Housing Agency (PHA) /Indian Housing Authority (IHA),
as its Chairman, I make the following certifications and agreements to the Department of Housing and Urban Development (HUD)
regarding the Board's approval of (check one or more as applicable):
X
Operating Budget Submitted on:
Operating Budget Revision Submitted on:
Calculation of Performance Funding System Submitted on:
Revised Calculation of Performance Funding System Submitted on:
(date)
July 5, 2005
I certify on behalf of the: (PHA /IHA Name) Dousing Authority of the City of Alameda
that:
1. All regulatory and statutory requirements have been met;
2. Lie PHA has sufficient operating reserves to meet the working capital needs of its developments;
3. Proposed budget expenditures are necessary in the efficient and economical operation of the housing for the purpose of serving
low- income residents;
4. The budget indicates a source of funds adequate to cover all proposed expenditures;
5. The calculation of eligibility for Federal funding is in accordance with the provisions of the regulations;
6. All proposed rental charges and expenditures will be consistent with provisions of law;
7. The PHA /IHA will comply with the wage rate requirements under 24 CFR 968.110(e) and (f) or 24 CFR 905.120(c) and (d);
8. The PHA /IHA will comply with the requirements for access to records and audits under 24 CFR 968.110(i) or 24 CFR 905.120(g);
and
9. The PHA /IHA will comply with the requirements for the reexamination of family income and composition under 24 CFR 960.209,
990.115 and 905.315.
I hereby certify that all the information stated within, as well as any information provided in the accompaniment herewith, is true and accurate.
Wr 'g: HUD will prosecute false claims and statements. Conviction may result in criminal and /or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
Board Chairman's Name (type)
Beverly Johnson, Chair
Signature
Date
Previous edition is obsolete
form HUD -52574 (10/95)
ref. Handbook 7575.1
CITY OF ALAMEDA
Memorandum
To: Honorable Mayor and
Councilmembers
From: William C. Norton
Acting City Manager
Date: June 23, 2005
Re: New Main Library Project Update
Attached to this memorandum is the July 1, 2005, Library Construction Report.
Attachment
Respectfully submitted,
William C. Norton
Acting City Manager
By:
Susan Hardie
Library Director
"Dedicated to Excellence, Committed to Service"
Report 3 -B
7 -5 -05
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27,168,249.00
Sources Subtotal:
4,616,159.00
Expenditures to date:
22,552,090.00
Balance Available:
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'Up to $95,000 in grant funding will be used to offset this change order
G: \Library\New Main Library FS 04- 05.xls
UNAPPROVED MINUTES
MINUTES OF THE SPECIAL CITY COUNCIL MEETING
TUESDAY - - - JUNE 14, 2005 - - - 5:30 P.M.
Acting Mayor Gilmore convened the Special Meeting at 5:40 p.m.
Roll Call - Present: Councilmembers Daysog, deHaan, Gilmore,
Matarrese, and Mayor Johnson - 5.
Note: Mayor Johnson was present via teleconference from The
Hilton, 720 S. Michigan Avenue, Chicago, IL, 60605.
Absent: None.
The Special Meeting was adjourned to Closed Session to consider:
(05- ) Public Employment; Title: City Manager.
Following the Closed Session, the Special Meeting was reconvened
and Acting Mayor Gilmore announced that the Council discussed
public employment of the City Manager.
Adjournment
There being no further business, Acting Mayor Gilmore adjourned
the Special Meeting at 8:10 p.m.
Respectfully submitted,
Lara Weisiger
City Clerk
The Agenda for this meeting was posted in accordance with the
Brown Act.
Special Meeting
Alameda City Council
June 14, 2005
UNAPPROVED MINUTE S
MINUTES OF THE SPECIAL CITY COUNCIL MEETING
TUESDAY- -JUNE 21, 2005- -6:00 P.M.
Mayor Johnson convened the special meeting at 6:05 p.m.
Roll Call - Present: Councilmembers Daysog, deHaan, Gilmore,
Matarrese and Mayor Johnson - 5.
Absent: None.
Agenda Items
(05- ) Adjournment to closed session to consider: Public
Employment; Title: City Manager
Following the closed session, Mayor Johnson announced that the City
Council discussed selection of the City Manager.
(05- ) Recommendation to approve Agreement Appointing Debra
Kurita as City Manager.
Councilmember Matarrese moved approval of the Agreement appointing
Debra Kurita.
Vice Mayor Gilmore seconded the motion, which carried by unanimous
voice vote - 5.
Adjournment
There being no further business, Mayor Johnson adjourned the
special meeting at 6:29 p.m.
Respectfully submitted,
Lara Weisiger
City Clerk
The agenda for this meeting was posted in accordance with the Brown
Act.
Special Meeting
Alameda City Council
June 21, 2005
UNAPPROVED MINUTES
MINUTES OF THE SPECIAL CITY COUNCIL MEETING
TUESDAY- - JUNE 21, 2005- -6:40 P.M.
Mayor Johnson convened the special meeting at 6:50 p.m.
Roll Call - Present: Councilmembers Daysog, deHaan, Gilmore,
Matarrese and Mayor Johnson - 5.
Absent: None.
The special meeting was adjourned to closed session to consider:
(05- ) Public Employee Performance Evaluation; Title: City
Attorney.
Following the closed session, the special meeting was reconvened
and Mayor Johnson announced that the Council discussed the
performance of the City Attorney.
Adjournment
There being no further business, Mayor Johnson adjourned the
special meeting at 7:40 p.m.
Respectfully submitted,
Lara Weisiger
City Clerk
The agenda for this meeting was posted in accordance with the Brown
Act.
Special Meeting
Alameda City Council
June 21, 2005
UNAPPROVED MINUTES
MINUTES OF THE REGULAR CITY COUNCIL MEETING
TUESDAY- -JUNE 21, 2005- -7:30 P.M.
Mayor Johnson convened the regular meeting at 8:05 p.m.
Roll Call - Present: Councilmembers Daysog, deHaan, Gilmore,
Matarrese, and Mayor Johnson - 5.
Absent: None.
AGENDA CHANGES
None.
PROCLAMATIONS, SPECIAL ORDERS OF THE DAY AND ANNOUNCEMENTS
(05- ) Proclamation recognizing Alameda Reads 20th Anniversary
of formal literacy service to adults.
Mayor Johnson read the proclamation and presented it to Jordona
Elderts, Alameda Adult Literacy Program Director.
Ms. Elderts thanked the Council for the proclamation.
CONSENT CALENDAR
Councilmember Matarrese moved approval of the Consent Calendar.
Councilmember Daysog seconded the motion, which carried by
unanimous voice vote - 5.
[Items so enacted or adopted are indicated by an asterisk
preceding the paragraph number.]
( *05- ) Minutes of the Special City Council Meeting held on
June 1, 2005; and Special and Regular City Council Meetings held
on June 7, 2005. Approved.
( *05- ) Ratified bills in the amount of 2,944,635.27.
( *05- ) Recommendation to award Contract for Legal Advertising
for Fiscal Year 2005 -06. Accepted.
( *05- ) Recommendation to amend the Construction Contract with
Golden Bay Construction Inc. for the Webster Renaissance
Project, No. P.W. 07 -02 -07 in the amount of $50,000 using
Regular Meeting
Alameda City Council
June 21, 2005
1
Community Development Block Grant (CDBG) Funds for the purchase
and installation of bus shelters. Accepted.
( *05- ) Resolution No. 13854, "Recommending the Inclusion of
Projects in the Alameda Countywide Bicycle Plan." Adopted.
REGULAR AGENDA ITEMS
(05- ) Resolution No. 13855, "Appointing Peter W. Holmes as a
Member of the Public Utilities Board." [Partial term expiring
June 30, 2008] Adopted.
(05- A) Resolution No. 13856, "Appointing John R. McCahan as a
Member of the Public Utilities Board." Adopted.
Councilmember Daysog moved adoption of the resolutions.
Councilmember Matarrese seconded the motion, which carried by
unanimous voice vote - 5.
The City Clerk administered the oath and presented certificates
of appointment to the Public Utilities Board members.
(05- ) Introduction of Ordinance Amending the Alameda
Municipal Code to Change the Name of the Public Art Advisory
Committee to Public Art Commission, Transfer Reporting from
Recreation and Park Commission to City Council, and Transfer
Staffing from the Recreation and Park Department to the Planning
and Building Department by Amending Subsections 30 -65.3
(Contribution Requirements), 30 -65.4 (Public Art), 30 -65.5
(Alameda Public Art Fund), 30 -65.7 (Public Art Advisory
Committee), 30 -65.8 (Application and Approval Procedures for
Placing Public Art on Private Property) , 30 -65.10 (Guidelines
for Approval), and 30 -65.11 (Appeal to the City Council) of
Section 30 -65 (Public Art in New Commercial, Industrial,
Residential and Municipal Construction). Introduced.
Richard Nevlin, Alameda, stated that changing the name of the
Public Art Advisory Committee to the Public Art Commission would
involve increased responsibility; suggested that the duties be
reviewed.
Vice Mayor Gilmore moved introduction of the ordinance.
Councilmember Matarrese seconded the motion, which carried by
unanimous voice vote - 5.
Regular Meeting
Alameda City Council
June 21, 2005
2
(05- ) Public Hearing to consider an Appeal of the Historical
Advisory Board's approval of a Landscaping Plan for planting two
Coast Live Oak trees on the vacant property at 301 Spruce
Street. The submittal of a Landscaping Plan, as part of new
development proposals, was required by the Historical Advisory
Board as a condition for the removal of one Coast Live Oak tree
in 2001. The site is located at 301 Spruce Street within the R -4
Neighborhood Residential Zoning District. Applicant: Bill Wong
for Hai Ky Lam. Appellant: Patrick Lynch and Jeanne Nader; and
(05- A) Resolution No. 13857, "Upholding the Historical
Advisory Board's Approval of a Landscaping Plan for Planting Two
Coast Live Oak Trees on the Vacant Property at 301 Spruce
Street." Adopted.
Mayor Johnson opened the public portion of the Hearing.
Proponent (In Favor of Appeal):
Patrick Lynch, Appellant.
Opponents (Opposed to Appeal):
Joanne Lam, Applicant; Ivan Chiu, Bill Wong Engineering &
Design; Christopher Bowen, Project Arborist.
There being no further speakers, Mayor Johnson closed the public
portion of the Hearing.
Councilmember Matarrese inquired what percentage of the
composite sample came from the piles of fill versus the areas
under the drip line of the tree, to which Mr. Bowen responded
about half of the soil was from the piles.
Councilmember Daysog noted that the Appellant stated that the
laboratory scientist was not accredited; inquired to what extent
the matter would be an issue.
Mr. Bowen stated that the laboratory would supply the Title 22
limits which include heavy metals; the laboratory is reputable
and is recommended in the arborist field.
Councilmember Daysog inquired how to address the concern that
the laboratory is not accredited to perform Title 22 soil
testing.
The Acting Planning Director stated that he had no knowledge of
Regular Meeting
Alameda City Council
June 21, 2005
3
the issue; the Planning and Building Department was asked to
test the soil to see if the soil was safe for the trees.
Mayor Johnson inquired whether Title 22 related to safety for
trees.
Mr. Bowen responded that he was advised that Title 22 addressed
toxicity of materials in the soil; he was asked to find out if
the trees would be harmed by anything in the soil; the soil from
the fill was tested as well as the soil around the trees.
Councilmember deHaan inquired whether soil would be removed from
the site during construction, to which the Acting Planning
Director responded in the affirmative.
Councilmember deHaan inquired whether the pile of dumped soil
would be removed, to which the Acting Planning Director
responded that most of the pile would be redistributed, if not
removed from the site.
Councilmember deHaan stated that the soil should be analyzed for
the health of the trees and to see if there was dumping of
hazardous soil; there is a concern with mixing the soil.
The Planner III stated that Title 22 specifically addresses
environmental hazards and hazardous waste materials for the
general environment.
Councilmember Matarrese stated that a licensed arborist is
looking at the health and protection of the trees; the Historic
Advisory Board has a solution to mitigate the removal of trees;
a composite soil sample has been collected that is appropriate
for the future health of the trees; the laboratory's
certification to determine whether the soil dumped was toxic is
questionable; the owner should be responsible for taking the
soil away if the levels exceed the same standards that are
applied at Alameda Point for building residential units.
Vice Mayor Gilmore noted that the Planner III stated that Title
22 covers hazardous waste in situations beyond agriculture; the
report states that the mineral content of the soil does not
exceed Title 22 limits.
Councilmember Matarrese stated there is a question about whether
the correct method was used.
Mayor Johnson stated the project could move forward with a
Regular Meeting
Alameda City Council
June 21, 2005
4
condition of staff confirmation.
Councilmember deHaan stated it is important to ensure that the
dumped soil is analyzed and moved to the proper location and
that the project should continue.
Councilmember Daysog provided a brief background on the history
of the trees at the site.
Councilmember Matarrese moved adoption of the resolution with
conditions to require appropriate analysis of the soil deposited
to ensure it meets residential safety, to require the owner to
remove the soil if levels exceed levels necessary for
residential use, and that staff oversee the project.
Councilmember deHaan requested an Off Agenda report on the
matter.
Councilmember Daysog seconded the motion, which carried by
unanimous voice vote - 5.
(05- ) Public Hearing to consider adoption of Resolution No.
13858, "Approving Engineer's Report, Confirming Diagram and
Assessment and Ordering Levy of Assessments, Island City
Landscaping and Lighting District 84 -2." Adopted.
Councilmember Daysog moved adoption of the resolution.
Councilmember Matarrese seconded the motion, which carried by
unanimous voice vote - 5.
(05- )Public Hearing to consider adoption of Resolution No.
13859, "Approving Engineer's Report, Confirming Diagram and
Assessment and Ordering Levy of Assessments, Maintenance
Assessment District 01 -01 (Marina Cove)." Adopted.
Councilmember Matarrese moved adoption of the resolution.
Councilmember deHaan seconded the motion, which carried by
unanimous voice vote - 5.
(05- ) Public Hearing to consider adoption of Resolution No.
13860, "Authorizing Collection of Delinquent Integrated Waste
Management Accounts by Means of the Property Tax Bills."
Adopted.
Mayor Johnson opened the public portion of the Hearing.
Regular Meeting
Alameda City Council
June 21, 2005
5
Opponents: Nancy Schlegel, Alameda; Leo Beaulieu, Alameda;
Pamela Jones, Alameda.
There being no further speakers, Mayor Johnson closed the public
portion of the Hearing.
Following Nancy Schlegel's comments, Mayor Johnson suggested
that Ms. Schlegel discuss her garbage problem with the Acting
City Manager.
Councilmember deHaan stated that he was concerned that Ms.
Schlegel's garbage problem had been on going for two years.
Councilmember Matarrese stated that space allotted for recycling
bins is the Home Owner Association's responsibility; the City
can address the lack of response and communication between the
contractor and the City.
Councilmember deHaan inquired whether Ms. Schlegel received any
notification.
Ms. Schlegel responded that she has returned unopened statements
and left messages but has not been called back.
The Public Works Director stated notification is via the bill; a
late notice is snet 45 days after a bill has not been paid;
there have been eight notifications over two years based upon
information provided by Alameda County Industries (ACI).
Following speaker Leo Beaulieu, the Public Works Director stated
the integrated waste management rate pays for all services;
residents can use one or all of the services; there are no
longer exemptions for green waste; the contract with ACI allows
for vacation exemptions; it is necessary to call ahead of time
to stop and start service.
Mayor Johnson suggested that Mr. Beaulieu discuss the matter
with the Public Works Director.
The Public Works Director stated that the Council could make a
motion to adopt the resolution and give staff two weeks to
resolve the issues; if the issues are not resolved, a lien would
be placed on the properties.
The Acting City Manager requested that the two written
communications presented to Council tonight be included with the
Regular Meeting
Alameda City Council
June 21, 2005
6
speakers' requests for staff review.
Councilmember deHaan stated that there needs to be better
communication regarding the new contract requirements; inquired
whether collection through property taxes has been done before.
The Public Works Director responded that collection of payment
through property taxes has not been done in the seven years he
has been with the City.
Councilmember deHaan inquired whether it is the City's
responsibility to determine how outstanding bills are resolved.
The Public Works Director responded in the affirmative; stated
that delinquent accounts would be included in the next rate
review in a year and a half; any garbage fees that are not
collected is passed on to the rate payers; rates would be
increased because the City is required to compensate ACI for the
service.
Mayor Johnson stated that the problem is that everyone who pays
their bill subsidizes those who do not.
The Public Works Director stated that 23 residents [on the list
included in the staff report] have paid.
The Acting City Manager suggested that the Council adopt the
Resolution with direction for staff to resolve issues of concern
raised by residents tonight and provide a status on said claims
within two weeks.
Councilmember Matarrese moved adoption of the resolution,
including the Acting City Manager's suggestion [to direct staff
to resolve issues of concern and provide a status on said claims
within two weeks].
Vice Mayor Gilmore seconded the motion.
Under discussion, Councilmember deHaan stated that individuals
appeared tonight or e- mailed the Council to contest their bill;
inquired whether the Council would allow individuals who have
not responded to contest their bills.
The Acting City Manager responded that everyone had the right to
either provide something in writing or come to the Hearing to
respond; stated that he does not see any way for other
individuals to be accommodated now.
Regular Meeting
Alameda City Council
June 21, 2005
7
On the call for the question, the motion carried by unanimous
voice vote - 5.
(05- )Recommendation to authorize the Acting City Manager to
execute extension of the Harbor Bay Maritime Ferry Operating
Agreements for Alameda Harbor Bay Ferry Service (AHBFS) and
adopt associated budget.
The Acting City Manager stated that the Agreement is an
extension of an existing Agreement with Harbor Bay Maritime
(HBM) to operate the AHBFS between Bay Farm Island and San
Francisco; the Agreement is complicated because a good deal of
the funding comes through Regional Measure 1 Funds, which are
administered by the Metropolitan Transportation Commission
(MTC); HBM must achieve 40% revenue through fare box collections
in order to receive the funding through the City; the fare box
collection has dropped in the past few years; collection was 23%
last year, 31% the year before, and 32% the preceding year; MTC
has notified the City that funding will no longer continue if
the 40% revenue through fare box is not achieved; MTC has
allowed the City an additional year; stated that the ferry was
down for four months last year and the cost of fuel has
practically doubled during the last two years.
Councilmember deHaan inquired whether on board labor costs was a
concern.
The Acting City Manager stated that the City is not a party to
negotiations between the Operator and the Union; the Union
contacted the City regarding concern with a reduction in the
work shift from eight hours to seven hours; eight hour work
shifts will be maintained per negotiations.
The Ferry Services Manager stated that HBM and the Union have
reached a contract agreement for the next year beginning July 1.
Mayor Johnson inquired where the fuel was bought, to which the
Ferry Services Manager responded that the fuel for the
Alameda /Oakland Ferry is purchased through Blue and Gold Fleet,
bought in bulk volume, and stored at Pier 39; AHBFS has a
contract with a fuel provider and is fueled at Pier 48.
Mayor Johnson inquired whether the fuel rates were comparable,
to which the Ferry Services Manager responded there is a
difference between 18 and 20 cents per gallon.
Regular Meeting
Alameda City Council
June 21, 2005
8
Mayor Johnson inquired whether HBM could fuel at Pier 39, to
which the Ferry Services Manager responded that there have been
discussions with Blue and Gold Fleet regarding fueling at Pier
39; insurance requirements make the possibility difficult and
costs would offset any benefit; there have been discussions with
the WTA regarding bulk purchases.
Councilmember Daysog inquired whether gas could be purchased
ahead of time and locked in at lower prices, to which the Ferry
Services Manager responded that HBM does not purchase ahead of
time but that Blue and Gold Fleet does.
Councilmember Daysog inquired whether purchasing gas ahead of
time would be a possibility for HBM, to which the Ferry Services
Manager responded there is a question of fuel storage
capability; relocating to Alameda Point is being reviewed.
Michael Torrey, Alameda, encouraged the Council to accept the
staff recommendation.
Scott Hennigh, Alameda, urged acceptance of the staff
recommendation; stated eliminating the 7:30 p.m. run is short
sighted and will decrease ridership; suggested capital reserve
funds be used to cover the cost of the 7:30 p.m. run and that
the Council consider a temporary reallocation of the Measure B
Funds toward advertising costs.
Mayor Johnson inquired whether there was any way to avoid
eliminating the 7:30 p.m. run.
The Acting City Manager responded there would be approximately
11 to 15 riders lost with the elimination of the 7:30 p.m. run;
increased ridership through marketing efforts should result in
breaking even; reducing what is set aside for capital reserves
is short sighted; reserves are needed for potential boat repair
or replacement; stated that Measure B funds have been allocated
appropriately according to ridership; MTC and WTA have been
advised that the City will review the matter carefully for the
next three months.
Councilmember Matarrese inquired whether there is a possibility
of keeping the 7:30 p.m. run for a set period of time after the
advertising to determine the effect on ridership.
The Acting City Manger responded doing so would be expensive;
adding expenses makes it more difficult to meet the 40% fare box
ratio.
Regular Meeting
Alameda City Council
June 21, 2005
9
Councilmember Daysog stated that more information is needed on
the advertising strategy to properly evaluate the different
scenarios.
Councilmember Matarrese stated that he is concerned with cutting
the 7:30 p.m. run; riders are lost and not recovered when
services are down.
Mayor Johnson inquired when the advertising would start, to
which the Acting City Manager responded that some direct mail
advertising has already started.
The Ferry Services Manager stated a survey was conducted in May
inquiring whether commute patterns would remain the same if a 50
cent each way fare increase was implemented and the 7:30 p.m.
run was eliminated; 22 -23% riders indicated there would be a
significant reduction in ferry usage; 50 to 60 riders per day
would be needed to make up the loss in a worst case scenario;
the survey indicates that the market potential exists in the
primary market, which is the Harbor Bay and the Fernside
Disticts; tests on the secondary market, covering San Leandro
and Oakland, are being conducted.
The Acting City Manager stated retaining the 7:30 p.m. run is
important; a three month trial would show whether increased
ridership would make up for the $2,500 loss per month.
Lorre Zuppan stated that she has not done an analysis of the
7:30 p.m. run; tracking the success of prior campaigns is
difficult; if ridership is not increased, keeping the 7:30 p.m.
run presents a risk.
Councilmember Matarrese inquired whether having the 7:30 p.m.
run would be better for marketing.
Ms. Zuppan responded that added features attract users.
Councilmember Matarrese stated that time is needed to allow the
marketing to work and be assessed.
Vice Mayor Gilmore stated there would be more people on the 7:30
p.m. run now if the run was a desired feature; missing the
target would require putting in a lot of money or not meeting
the 40% fare box requirement and losing the entire ferry
operation.
Regular Meeting
Alameda City Council
June 21, 2005
10
Councilmember Daysog inquired what the break even number of
riders would be for the 7:30 p.m. run, to which Ms. Zuppan
responded 22 riders.
Mayor Johnson inquired whether the Executive Director of the WTA
had any thoughts on the matter.
Steve Castleburry, WTA Chief Executive Officer, stated there is
uncertainty in marketing; information obtained in surveys is
highly unreliable.
Mayor Johnson inquired whether there is any information on the
impacts of cuts elsewhere.
Mr. Castleburry responded that the City of Larkspur did not lose
as many riders as anticipated; stated ferry ridership is up
compared to other services.
The Acting City Manager stated that part of the increased ferry
ridership is because the economy is starting to get a little
better; having the trial period in the summer might not be good
because people are on vacation.
Mayor Johnson inquired about lost ridership last summer.
The Acting City Manager stated that last summer would not be a
good comparison because the ferry was down for four months.
The Public Works Director corrected the break even number of
riders for the 7:30 p.m. run to 36.
Councilmember deHaan stated taking one trip out per day is a
major change.
Steve Brimhall, President HBM, stated the capital reserve funds
do not apply against the fare box; HBM is not in a funding
position.
The Ferry Services Manager stated that the City has an
obligation to maintain ferry boats or pay back the grants used
to acquire the boats.
The Public Works Director suggested the recommendation might be
to accept the three -month trial subject to MTC's approval and
reaching an agreement with HBM.
Mayor Johnson suggested conveying to MTC that the City does not
Regular Meeting
Alameda City Council
June 21, 2005
11
want to lose more riders by cutting service and wants to do
everything possible to maintain the level of service and
increase the number of riders above the current level.
Councilmember Daysog inquired whether there is any indication
that the June fare box recovery is trending upwards, to which
the Public Works Direction responded that he did not know.
Councilmember Daysog inquired how the ratios would be impacted
by eliminating the 7:30 p.m. run, to which the Acting City
Manager responded 1 %.
Councilmember Matarrese stated that he is in favor of presenting
the proposal to MTC; eliminated services are never recovered.
Councilmember Daysog concurred with Councilmember Matarrese.
Councilmember Matarrese stated a month - and -a -half trial period
would be fine if a three -month trial period is too long.
Councilmember Matarrese moved approval of the staff
recommendation with the exception of eliminating the 7:30 p.m.
run contingent upon MTC allowing the City to preserve the 7:30
p.m. run for an approximate three -month trial period and
agreement with HBM.
Councilmember Daysog seconded the motion, which carried by
unanimous voice vote - 5.
ORAL COMMUNICATIONS, NON - AGENDA
(05- ) The following speakers spoke in favor of the
theatre /parking structure project: Pauline Kelley, Alameda,
Debbie George, Alameda, Michael Britt, Alameda Eyes Optometry;
Catherine Brewer, Alameda; Melody Marr, executive Director,
Chamber of Commerce; Lorre Zuppan, Alameda; Kathy Leong,
President, Chamber of Commerce; Mel Waldorf, Alameda; Robb
Ratto, Park Street Business Association (PSBA) (submitted
handout); Frank George, Alameda; Lars Hanson, PSBA; Kate Pryor,
Alameda.
The following speakers expressed concern with the
theatre /parking structure project: Bill Woodle, Alameda; Jon
Spangler, Alameda; Richland Tester, Alameda; Morgan, Alameda
(submitted handout); Kevin Frederick, Alameda; Deborah
Overfield, Alameda; Valerie Ruma, Alameda; Ani Dimusheva,
Alameda; Steph Wades, Alameda.
Regular Meeting
Alameda City Council
June 21, 2005
12
After Jon Spangler's comments, Councilmember Matarrese inquired
whether the theatre would cost $25 million, to which the Acting
City Manager responded that the parking structure and the
theatre cost is $25 million.
Councilmember Matarrese inquired whether the theatre cost was $9
million.
The Development Services Manager responded that the historic
theatre project cost is $9.6 million; $10.5 million is for the
352 space parking structure; the multi screen cinema is a
combination of private and public dollars; $5.3 million has been
raised privately by the developer; there is a contribution of
$2.8 million in loans; the vertical features will be put into
the new theatre for an additional $760,000; the total project
cost is about $28 million with the developer's contribution.
Councilmember Daysog requested an Off Agenda Report specifying
project costs.
Councilmember deHaan stated an economic feasibility study and
market study was performed in 1997; inquired whether the
operations of movie theatres have changed; stated it would be
prudent to review an updated market study.
Mayor Johnson noted the matter was not on the agenda and Council
could not discuss the matter and could only ask questions.
After Kate Pryor's comments, Councilmember Matarrese requested a
catalog on the website indicating where reports can be found
regarding the theatre and parking structure; stated that the
Planning Board has deferred the design review for both the
parking structure and theatre.
(05- ) Will Richards, Alameda, stated that Alameda growth is
inevitable; redevelopment projects should be reviewed on own
merits.
(05- ) Michael John Torrey, Alameda, stated that June 25
through June 26 is the annual Amateur Radio Field Day.
(05- ) Richard Nevlin, Alameda, stated there has been no
planning for temporary bus stops during the Park Street and
Webster Street construction.
COUNCIL COMMUNICATIONS
Regular Meeting
Alameda City Council
June 21, 2005
13
(05- ) Discussion of the proposed baseball stadium along
Alameda and Oakland's shared estuary.
Councilmember Daysog requested staff birddog the proposed
baseball stadium; stated the matter could be bad or good; noted
there is a shared interest in the estuary and the City of
Alameda should be part of the planning.
(05- ) Consideration of Mayor's nominations for appointment to
the Civil Service Board, Historical Advisory Board, Housing and
Building Code Hearing and Appeals Board, Housing Commission,
Library Board, Planning Board, and Social Service Human
Relations Board.
Mayor Johnson nominated Nakmin Odie for reappointment to the
Civil Service Board; Randal S. Miller for reappointment to the
Historical Advisory Board; Edward Dependbrock for reappointment
to the Housing and Building Code Hearing and Appeals Board
[remaining appointment continued]; Nancy W. Gormley and Garnetta
S. King for reappointment to the Housing Commission; Ruth K.
Belikove and Alan D. Mitchell for reappointment to the Library
Board; Rebecca L. Kohlstrand Parsons and Margaret McNamara for
reappointment to the Planning Board; Stewart Chen, Karen
Hollinger Jackson, and Cynthia Wasko for reappointment to the
Social Service Human Relations Board.
ADJOURNMENT
There being no further business, Mayor Johnson adjourned the
regular meeting at 10:45 p.m.
Respectfully Submitted,
Lara Weisiger
City Clerk
The Agenda for this meeting was posted in accordance with the
Brown Act.
Regular Meeting
Alameda City Council
June 21, 2005
14
UNAPPROVED MINUTES
MINUTES OF THE SPECIAL CITY COUNCIL MEETING
THURSDAY- -JUNE 23, 2005- -6:00 P.M.
Mayor Johnson convened the special meeting at 6:00 p.m.
Roll Call - Present: Councilmembers Daysog, deHaan, Gilmore,
Matarrese and Mayor Johnson - 5.
[Note: Councilmember Matarrese arrived at 6:15
p.m.]
Absent: None.
The special meeting was adjourned to closed session to consider:
(05- ) Conference with Labor Negotiators; Agency Negotiators:
Arthur Hartinger of Meyers, Nave, Riback Silver and Wilson;
Employee: City Attorney.
Following the closed session, the special meeting was reconvened
and Mayor Johnson announced that the Council had a discussion
regarding the City Attorney.
Adjournment
There being no further business, Mayor Johnson adjourned the
special meeting at 7:00 p.m.
Respectfully submitted,
Lara Weisiger
City Clerk
The agenda for this meeting was posted in accordance with the Brown
Act.
Special Meeting
Alameda City Council
June 23, 2005
June 30, 2005
Honorable Mayor and Councilmembers:
This is to certify that the claims listed on the check register and shown below have been
approved by the proper officials and, in my opinion, represent fair and just charges against the
City in accordance with their respective amounts as indicated thereon.
Check Numbers
137703 - 138127
EFT 120
EFT 121
Void Checks:
Amount
4,581,889.13
1,140,270.00
1,690, 000.00
136250
134370 (8,588.88)
137281 (7,685.40)
(18,461.93)
GRAND TOTAL
Respectfully submitted,
Council Warrants 07/05/2005
7,377,422.92
BILLS #4 -B
07/05/05
CITY OF ALAMEDA
MEMORANDUM
Date: June 21, 2005
To: Honorable Mayor and
Councilmembers
From: William C. Norton
Acting City Manager
Re: Recommendation to Adopt a Resolution for the Annual Adjustment of the Citywide
Development Impact Fee by the Construction Cost Index
BACKGROUND
On June 1, 2004, the City Council approved a resolution revising the Citywide Development Impact
Fee Schedule per the Citywide Development Fee Ordinance. The categories of capital improvements
covered by the Ordinance are public safety, transportation and traffic safety, parks and recreation,
and public facilities.
The Citywide Development Fee (CDF) Program includes 54 separate capital improvement projects
distributed among five categories for a total cost of $99 million. Based upon the approved cost
allocations, new development is responsible for 28% of the total costs. Existing development is
responsible for the remaining 72 %. When a project is initiated, the City is required to fund the
existing development's share of the cost of the improvements. Until sufficient funds from new
developments are collected and revenue is made available from existing developments to cover the
cost of these large capital projects, fund balances will continue to increase.
DISCUSSION /ANALYSIS
The Ordinance requires annual review and update of the fee program. This update adjusts the fees
based on the Construction Cost Index. The Engineering News Record Construction Cost Index for
the San Francisco Bay Area is 1.7 %. The attached resolution lists the adjusted fees. The capital
improvement projects included in the program remain the same as articulated in the Alameda
Citywide Development Fee Nexus Study dated January 2001, which is on file in the City Clerk's
Office.
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Dedicated to Excellence, Committed to Service
Report 4 -C CC
7 -5 -05
Honorable Mayor and
Councilmembers
ENVIRONMENTAL REVIEW
Page 2
June 21, 2005
The ordinance and resolution amending the CDF is categorically exempt from CEQA review, per
Section 15273(a)(4), because the City finds that the purpose of the fee is to obtain funds for capital
projects necessary to maintain service within the City's existing service area. Individual projects
included in the CDF Program will undergo CEQA review on a project -by- project basis to the extent
required by State law.
BUDGET CONSIDERATION/FINANCIAL ANALYSIS
The CDF Ordinance requires the City to fund existing development's share of improvements in the
program. These costs will continue to accrue until the capital projects listed within the Nexus Study
are scheduled for construction as part of the City's formal Capital Improvement Program. The
General Fund and grants are a few of the many sources of funding that the City may draw upon to
offset existing development's share.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
The proposed projects are consistent with the Transportation Element of the General Plan.
RECOMMENDATION
The City Manager recommends that the City Council, by motion, raise the Citywide Development
Fee by 1.7% and adopt a resolution for the annual adjustment of the Citywide Development Impact
Fee by the Construction Cost Index.
MTN:BH:gc
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Respully submitted,
Matthew T. Naclerio
Public Works Director
By: Barbara Hawkins
Supervising Civil Ei irieer
Dedicated to Excellence, Committed to Service
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CITY OF ALAMEDA RESOLUTION NO.
REVISING THE CITYWIDE DEVELOPMENT IMPACT FEE
SCHEDULE FOR THE CONSTRUCTION OF CAPITAL
FACILITIES WITHIN THE CITY OF ALAMEDA
WHEREAS, the City of Alameda adopted Article 27 -3 of the Alameda Municipal
W Code (AMC) creating and establishing the authority for imposing and charging a Citywide
Development Impact Fee applicable to new residential development and new or intensified
0 commercial and industrial development within the City to mitigate the impacts on availability
H.. and condition of public facilities caused by this development, subject to adoption of an
implementing resolution and fee schedule; and
WHEREAS, it is the intent and purpose of the Citywide Development Fee to
mitigate the impacts of new residential and new or intensified industrial and commercial
development on traffic safety /capital replacement, parks and recreation, public facilities, public
safety, and transportation as more specifically described in the projects listed in Exhibit B to the
Nexus Study (on file in the City Clerk's Office); and
WHEREAS, the City Council has adopted Resolution No. 13314 pursuant to
Article 27 -3 of the AMC; and
WHEREAS, said resolution directed that the dollar amounts shown on the fee
schedule shall be adjusted annually (on July 1 of each year) by a percentage equal to the
percentage increase, if any, in the Engineering News Record (ENR) Construction Cost Index for
the San Francisco Bay Area; and
WHEREAS, the City's Public Works Director has determined that the
Construction Cost Index for the period covered by this update to the fee schedule is 1.7 %;
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Alameda
that the following fee schedule shall apply:
Resolution # 4 -C CC
7 -5 -05
CITY DISTRICT
Land Use Category
West End
Northern
Waterfront
Central/
East End
Bay Farm
Infill
CDF Fees per Residential Unit
SF Low
$3,694
$3,443
$3,439
$2,341
SF Med
$3,230
$3,029
$3,025
$2,148
Duplex
$3,119
$2,893
$2,888
$1,900
Work/Live
$2,737
$2,548
$2,545
$1,721
MF
$2,872
$2,646
_ $2,642
_
$1,654
CDF Fees per s.f. of Non - Residential Building Space
General Industrial
$3.17
$2.69
$2.69
$0.67
Retail
$4.79
$4.08
$4.07
$1.00
Commercial/Office
$4.60
$3.93
$3.92
$1.06
Warehouse
$1.83
$1.56
$1.56
$0.39
Other Uses
1. Non - transportation Fee
$0.74 psf
$0.74 psf
$0.74 psf
$0.74 psf
2. Transportation Fee
(Cost per vehicle trip generated)
$1,313
$1,075
$1,070
$33
Definitions:
Residential Uses:
USE
DEFINITION and EXAMPLES
SF Low Are detached units of 1,800 s.f. or greater.
SF Med Are detached units less than 1,800 s.f.
Duplex Are two attached dwelling units.
Work/Live Any work/live unit as per the Alameda Municipal Code. Also,
generally medium density with occupied spaces averaging
1,500 s.f.
MF This category applies to Alameda Housing Authority
replacement units and houseboat units meeting the general
density classification.
CDF Fees per s.f. of Bldg. Space:
General Industrial
Retail
Industrial use including heavy and light industrial uses, in
which the principal purpose is manufacturing assembling,
altering, finishing, dismantling, or processing of any goods or
parts into finished products; and where a large area for
handling and storage is required. Examples include but are
not limited to, manufacturing plants; builder's supplies;
industrial machinery sales and service; marine- related
industries; printing plants; materials testing labs; assembly and
production of goods or equipment, or craft workshop. General
Industrial uses correspond to the F -1, F -2, H -4, H -6, H -7, S -3,
and S -5 Building code Occupancy Classifications.
Commercial business operated for the sale of good or services
to the general public. Examples of retail uses include but are
not limited to, convenience markets, shopping centers,
hardware stores, supermarkets, gas stations, bars, restaurants,
and taverns. Retail uses typically correspond to Building
Code Occupancy Classifications of M or OB -2, eating and
drinking.
Commercial/Office Structure used for the purpose of conducting administrative,
clerical, technical, governmental, or professional activities
which does not include dealing with members of the public
on a direct, regular and unscheduled basis except as an
ancillary activity. Examples of commercial/office uses
include but are not limited to law firms, doctors, dentists
or chiropractors offices (outside of hospitals), and accounting
firms. Commercial/office uses typically correspond to all B
building Code Occupancy Classifications, with the exception
of B Eating and Drinking.
Warehouse Businesses primarily involved in the usage and/or wholesale
of bulk goods to other businesses. Examples of warehouse
uses include wholesale truck warehousing, self - storage
facilities, archive facilities, and unstaffed utility structures.
Warehouse uses typically correspond to Bulking Code
occupancy Classifications of S -1 or S -2.
Other Uses The CDF fee for other non - residential uses will be determined
by adding the product of the non - transportation ($0.55) fee
multiplied by the bulking square footage plus the CDF District
cost per vehicle peak hour trip multiplied by the number of
peak hour vehicle trips to be generated by the proposed use.
This category applies to all uses, which do not appropriately
belong in one of the other stated categories.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in regular meeting assembled on the
5th day of July 2005, by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City
this 5th day of July 2005.
Lara Weisiger, City Clerk
City of Alameda
CITY OF ALAMEDA RESOLUTION
COMMENDING ALAMEDA POLICE DEPARTMENT
CHIEF BURNHAM E. MATTHEWS
FOR HIS CONTRIBUTIONS TO THE CITY OF ALAMEDA
THE COUNCIL OF THE CITY OF ALAMEDA records its appreciation for the years of
service faithfully rendered by CHIEF BURNHAM E. MATTHEWS for the City of Alameda; and
WHEREAS, BURNHAM E. MATTHEWS' career with the Alameda Police Department
spanned from April 4, 1994, to July 7, 2005, as Chief of Police; and
WHEREAS, BURNHAM E. MATTHEWS has made significant contributions to the City
of Alameda, among those being:
• Provided outstanding leadership and direction to the members of the Alameda Police
Department
• Under his guidance, the Alameda Police Department expanded its reputation as a
leading professional law enforcement agency
• Encouraged and achieved employee diversification throughout the Alameda Police
Department
• Worked cooperatively with the business community, residents and various civic
groups, on numerous issues throughout his tenure, to enhance the reputation and
character of the City of Alameda
• Has been a integral member of the executive team of the City of Alameda; and
WHEREAS, BURNHAM E. MATTHEWS has been an active member of the Alameda
Boys & Girls Club, Xanthos, Alameda Rotary, Fight Crime: Invest in Kids, Bay Area Sports
Organizing Committee, 2012 San Francisco Olympic Bid Committee, Alameda County Police
Chiefs & Sheriffs Association, California Police Chiefs Association and International Police
Chiefs Association; and
WHEREAS, BURNHAM E. MATTHEWS, upon retirement, plans on spending more
time with his family and taking long vacations, especially road trips on his beloved Harley; and
WHEREAS, on July 7, 2005, BURNHAM E. MATTHEWS will officially retire from his
position as Chief for the City of Alameda's Police Department.
NOW, THEREFORE, BE IT RESOLVED that the Council of the City of Alameda does
hereby congratulate CHIEF BURNHAM E. MATTHEWS for his outstanding achievement in his
service to the City of Alameda and to the profession of law enforcement.
* * * * **
Mayor Beverly Johnson
Councilmember Doug deHaan
Councilmember Frank Matarrese
Reso 5 -A
7 -5 -05
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CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING RANDALL S. MILLER AS A MEMBER OF THE
CITY HISTORICAL ADVISORY BOARD
w BE IT RESOLVED by the Council of the City of Alameda that pursuant to the
z
Oprovisions of Article X of the Charter of the City of Alameda, and upon nomination of the Mayor,
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4 RANDALL S. MILLER is hereby reappointed to the office of member of the Historical Advisory
H Board of the City of Alameda for the term commencing July 1, 2005, and expiring on June 30, 2009,
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and to serve until his successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in a regular meeting assembled on the
day of , 2005, by the following vote to wit:
AYES
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the seal of said City this
day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
Resolutions # 5 -B
7 -5 -05
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CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING EDWARD DEPENBROCK AS A MEMBER OF THE
HOUSING AND BUILDING CODE HEARING AND APPEALS BOARD
BE IT RESOLVED by the Council of the City of Alameda that pursuant to Section 2 -16.4 of
the Alameda Municipal Code, and upon nomination of the Mayor, EDWARD DEPENBROCK is
ec
® - hereby reappointed to the office of member of the City Housing and Building Code Hearing and
▪ Appeals Board of the City of Alameda for the term commencing July 1, 2005 and expiring on June
V 30, 2009, and to serve until his successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in a regular meeting assembled on the
day of , 2005, by the following vote to wit:
AYES
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the seal of said City this
day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING NANCY W. GORMLEY AS A MEMBER OF
THE CITY HOUSING COMMISSION
(SENIOR TENANT SEAT)
BE IT RESOLVED, by the Council of the City of Alameda that pursuant to the provisions of
Subsection 2 -12.2 of the Alameda Municipal Code, and upon nomination of the Mayor, NANCY W.
u.�
Z GORMLEY is hereby reappointed to the office of Senior Tenant seat member of the Housing
0
Commission of the City of Alameda for the term commencing on July 1, 2005 and expiring on June
N30, 2007 and to serve until her successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in regular meeting assembled on the
day of , 2005 by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City this
day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING GARNETTA S. KING AS A MEMBER OF
THE CITY HOUSING COMMISSION
(MEMBER -AT- LARGE)
>- BE IT RESOLVED, by the Council of the City of Alameda that pursuant to the provisions of
z
CC Subsection 2 -12.2 of the Alameda Municipal Code, and upon nomination of the Mayor,
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GARNETTA S. KING is hereby reappointed to the office of Member -At- Larger seat member of the
Housing Commission of the City of Alameda for the term commencing on July 1, 2005 and
V
expiring on June 30, 2009 and to serve until her successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in regular meeting assembled on the
day of , 2005 by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City this
day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING RUTH K. BELIKOVE AS A MEMBER OF THE
CITY LIBRARY BOARD
BE IT RESOLVED by the Council of the City of Alameda that pursuant to the
}. provisions of Article X of the Charter of the City of Alameda, and upon nomination of the Mayor,
W
cc RUTH K. BELIKOVE is hereby reappointed to the office of member of the Library Board of the
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City of Alameda for the term commencing July 1, 2005 and expiring on June 30, 2009, and to serve
until her successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in a regular meeting assembled on the
day of , 2005, by the following vote to wit:
AYES
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the seal of said City this
day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING ALAN D. MITCHELL AS A MEMBER OF THE
CITY LIBRARY BOARD
BE IT RESOLVED by the Council of the City of Alameda that pursuant to the
O
yIN ® provisions of Article X of the Charter of the City of Alameda, and upon nomination of the
cu�, I— Mayor, ALAN D. MITCHELL is hereby reappointed to the office of member of the Library
cu
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Board of the City of Alameda for the term commencing July 1, 2005 and expiring on June 30,
2009, and to serve until his successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in a regular meeting assembled on the
day of , 2005, by the following vote to wit:
AYES
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the seal of said City this
day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
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CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING REBECCA L. KOHLSTRAND PARSONS AS A MEMBER OF THE
CITY PLANNING BOARD
BE IT RESOLVED by the Council of the City of Alameda that pursuant to the provisions of
z Article X of the Charter of the City of Alameda, and upon nomination of the Mayor, REBECCA L.
cc
O KOHLSTRAND PARSONS is hereby reappointed to the office of member of the Planning Board of
CD the City of Alameda for the term commencing July 1, 2005 and expiring on June 30, 2009 and to
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serve until her successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in regular meeting assembled on the
day of , 2005, by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City
this day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING MARGARET McNAMARA AS A MEMBER OF THE
CITY PLANNING BOARD
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� BE IT RESOLVED by the Council of the City of Alameda that pursuant to the provisions of
L '1>-
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O.
Z Article X of the Charter of the City of Alameda, and upon nomination of the Mayor, MARGARET
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McNAMARA is hereby reappointed to the office of member of the Planning Board of the City of
o! Alameda for the term commencing July 1, 2005 and expiring on June 30, 2009 and to serve until
V her successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in regular meeting assembled on the
day of , 2005, by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City
this day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
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CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING STEWART CHEN AS A MEMBER OF THE
SOCIAL SERVICE HUMAN RELATIONS BOARD
BE IT RESOLVED by the Council of the City of Alameda that pursuant to the provisions of
Article X of the Charter of the City of Alameda, and upon nomination by the Mayor, STEWART
cc
O CHEN is hereby reappointed to the office of member of the Social Service Human Relations Board
1-
of the City of Alameda for the term commencing July 1, 2005 and expiring on June 30, 2009, and
Vto serve until his successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in adjourned regular meeting assembled
on the day of , 2005, by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City this
day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
E
•
W "�>-
0 z Article X of the Charter of the City of Alameda, and upon nomination by the Mayor, KAREN
o HOLLINGER JACKSON is hereby reappointed to the office of member of the Social Service
4 Human Relations Board of the City of Alameda for the term commencing July 1, 2005 and
CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING KAREN HOLLINGER JACKSON AS A MEMBER OF THE
SOCIAL SERVICE HUMAN RELATIONS BOARD
BE IT RESOLVED by the Council of the City of Alameda that pursuant to the provisions of
0
expiring on June 30, 2009, and to serve until her successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in adjourned regular meeting assembled
on the day of , 2005, by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City this
day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
CITY OF ALAMEDA RESOLUTION NO.
REAPPOINTING CYNTHIA WASKO AS A MEMBER OF THE
SOCIAL SERVICE HUMAN RELATIONS BOARD
BE IT RESOLVED by the Council of the City of Alameda that pursuant to the provisions of
Article X of the Charter of the City of Alameda, and upon nomination by the Mayor, CYNTHIA
WASKO is hereby reappointed to the office of member of the Social Service Human Relations
Board of the City of Alameda for the term commencing July 1, 2005 and expiring on June 30, 2009,
and to serve until her successor is appointed and qualified.
I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly
adopted and passed by the Council of the City of Alameda in adjourned regular meeting assembled
on the day of , 2005, by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City this
day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
CITY OF ALAMEDA ORDINANCE NO.
New Series
AMENDING THE ALAMEDA MUNICIPAL CODE TO CHANGE THE
NAME OF THE PUBLIC ART ADVISORY COMMITTEE TO PUBLIC ART
COMMISSION, TRANSFER REPORTING FROM RECREATION & PARK
COMMISSION TO CITY COUNCIL, AND TRANSFER STAFFING FROM
THE RECREATION & PARK DEPARTMENT TO THE PLANNING &
BUILDING DEPARTMENT BY AMENDING SUBSECTIONS 30 -65.3
(CONTRIBUTION REQUIREMENTS), 30 -65.4 (PUBLIC ART), 30 -65.5
(ALAMEDA PUBLIC ART FUND), 30 -65.7 (PUBLIC ART ADVISORY
COMMITTEE), 30 -65.8 (APPLICATION AND APPROVAL PROCEDURES
FOR PLACING PUBLIC ART ON PRIVATE PROPERTY), 30 -65.10
(GUIDELINES FOR APPROVAL), AND 30 -65.11 (APPEAL TO THE CITY
COUNCIL) OF SECTION 30 -65 (PUBLIC ART IN NEW COMMERCIAL,
INDUSTRIAL, RESIDENTIAL AND MUNICIPAL CONSTRUCTION)
BE IT ORDAINED by the City Council of the City of Alameda that:
Section 1. Subsection 30- 65.3(f) is hereby amended to read as follows:
f. Subject to the approval of the Public Art Commission, an owner or developer
may incorporate into the development Public Art that has a value lower than the
Program Allocation and pay a Public Art In -Lieu Contribution to the Public Art
Fund for the balance of the Program Allocation.
Section 2. Subsection 30- 65.4(b)(vii) is hereby amended to read as follows:
(vii) Any other form of cultural program determined by the Public Art
Commission to satisfy the intent of this section.
Section 3. Subsection 30- 65.5(d) is hereby amended to read as follows:
d. The Public Art Commission shall present annually to the City Council for
approval a Public Art Plan that recommends the use of Alameda Public Art Fund
monies consistent with the purpose of this Section. The Public Art Plan shall be
administered by the Planning & Building Department.
Section 4. Section 30 -65.7 is hereby amended to read as follows:
30 -65.7 Public Art Commission.
a. There is hereby established a Public Art Commission that shall consist of five
members appointed by the City Council, who are knowledgeable about
contemporary visual public art, and capable of engaging effectively in a jury
process.
Final Passage of Ordinance # 5 -C
7 -5 -05
b. Membership, term of office, and removal of the members of the Public Art
Commission shall be set by City Council Resolution.
c. The Commission shall make decisions regarding applications for the
installation of Public Art, the selection of Public Art, and matters pertaining to
the quality, quantity, scope and style of art in public places.
d. The Commission shall make recommendations to the Council regarding the
Public Art Plan.
e. The Commission shall assist private property owners, as requested, regarding
the selection and installation of Public Art.
f. The Commission shall review and promote City inventory of meritorious
Public Art in public view.
Section 5. Section 30 -65.8 is hereby amended as follows:
30 -65.8 Application and Approval Procedures for Placing Public Art on
Private Property.
a. An application for the installation of Public Art on private property shall be
submitted to the Planning & Building Department on forms furnished for that
purpose and shall include the following information, as applicable:
(i) Landscape and site plans indicating the location and orientation if
the Public Art and the landscaping and architectural treatment
integrating the piece into the overall project design;
(ii) A sample, model, photograph or drawings of the proposed Public
Art;
(iii) Material samples and finishes if appropriate;
(iv) A resume of the proposed artist;
(v) Slides and/or photographs of the proposed artist's past Public Art,
which demonstrates like Public Art to the proposal;
(vi) A written statement by the artist describing any theme or
development of the Public Art, as well as a discussion of the
manner in which the proposed Public Art meets the Guidelines
described in section 30- 65.10, and the manner in which the Public
Art will be displayed in an area that is visible from a public right -
of -way or public property; or, if an on -site cultural program or art
space or cultural facility, the means by which the public will gain
access to such programs, spaces, or facilities.
(vii) A written statement by the artist declaring the valuation of the
Public Art.
(viii) A maintenance plan for the Public Art.
(ix) Any such additional information or material as may be required by
the Planning & Building Director, or designee.
b. The application submitted pursuant to subparagraph (a) shall be referred to the
Planning & Building Director or his/her designee for preliminary review to
determine whether the application is complete. The completed application
along with the recommendation of staff and/or consultants shall be forwarded
to the Public Art Commission for review and decision.
c. The Public Art Commission shall review the permit application within sixty
(60) days of receipt of a complete application. The Public Art Commission
may make recommendations regarding possible changes, modifications or
additions to the proposal. Fourteen (14) days' prior written notice shall be
provided to the applicant of the time and place of the meeting at which the
application will be considered.
d. The Public Art Commission shall approve or deny the application in
accordance with the Guidelines for Approval referenced in section 30- 65.10.
The Public Art Commission may conditionally approve an application subject
to such conditions that the Public Art Commission deems reasonably
necessary to conform the Public Art Guidelines for Approval.
e. Failure of the Public Art Commission to act on an application and to notify the
applicant within seventy -five (75) calendar days of receipt of a complete
application, or such extended period as may be mutually agreed upon by the
applicant and the Public Art Commission, shall be deemed a denial of such
application.
f. The application required by this section shall be made, approval obtained and
the Public Art installed prior to fmal building inspection or issuance of
approval of a certificate of occupancy for the new construction. If installation
prior to the date of occupancy is impracticable, as determined by the Planning
and Building Director or his/her designee, a certificate of occupancy may be
approved for the building or portion thereof if the application submitted
pursuant to this section has been approved, the applicant has executed a
written agreement with the City to install the Public Art, and the applicant has
filed security in an amount and form acceptable to the City Attorney to
guarantee installation of the Public Art.
g. The property owner shall maintain, or cause to be maintained, in good
condition the Public Art continuously after its installation and shall perform
necessary repairs and maintenance to the satisfaction of the City. The
maintenance obligations of the property owner shall be contained in the
covenant and recorded against the property by the applicant. Should the
property owner wish to remove the Public Art, the City must be notified in
advance. The property owner shall replace the Public Art with Public Art of
equal or greater value, and consistent with the California Preservation of
Works of Art Act and the Federal Visual Artists' Rights Act and any other
relevant law.
Section 6. Subsection 30- 65.10(a) is hereby amended to read as follows:
a. Guidelines for approval and maintenance of Public Art ( "Guidelines for
Approval ") shall be adopted by the City Council, upon recommendation
from the Public Art Commission. Guidelines shall be adopted within sixty
(60) days of the Ordinance codified in this Chapter.
Section 7. Section 30 -65.11 is hereby amended to read as follows:
30 -65.11 Appeal to the City Council.
Any final decision of the Public Art Commission may be appealed to the City
Council within ten (10) calendar days following the decision of the Public Art
Commission. Said appeal shall explain the grounds for the appeal in writing.
Section 8. This Ordinance shall be in full force and effect from and after the
expiration of thirty (30) days from the date of its final passage.
Presiding Officer of the Council
Attest:
Lara Weisiger, City Clerk
City of Alameda
I, the undersigned, hereby certify that the foregoing Ordinance was duly and regularly adopted
and passed by Council of the City of Alameda in regular meeting assembled on the
day of , 2005, by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City
this day of , 2005.
Lara Weisiger, City Clerk
City of Alameda
CITY OF ALAMEDA
Memorandum
TO: Honorable Mayor and
Councilmembers
FROM: William C. Norton
Acting City Manager
DATE: June 28, 2005
RE: Report on Proposed PERS Golden Handshake Retirement
BACKGROUND
The PERS Golden Handshake program as provided under California Government Code Section
20903, provides that the City may offer a retirement incentive of two years extra service credit to
employees in designated positions because of impending transfers, demotions, and layoffs resulting
from the curtailment of, or change in the manner of performing services. The employees must be
at least 50 years of age, have at least five years service with PERS, and retire within a window of
time that will be established by Council. As part of budget balancing efforts in the early and mid
nineties, the City Council adopted resolutions granting Golden Handshakes to employees in
designated positions. The City of Alameda may again offer the Golden Handshake in 2005 by
granting another designated period.
Staff has been directed to pursue the PERS Golden Handshake program which includes preparation
of appropriate PERS contract documents as well as specific savings data. This report is to make
public the cost to provide this benefit, as required under Section 20903.
DISCUSSION
The following positions have been identified for consideration for the Golden Handshake program:
Department/Division /Unit
Classification Cost
Recreation & Park Department 1 Recreation Supervisor
Development Services 1 Management Analyst
Development Services 1 Intermediate Clerk
Alameda Power & Telecom 1 Environmental & Safety Program Coordinator
Alameda Power & Telecom 1 Gardener
Alameda Power & Telecom, 1 Senior Clerk
Operations Division,
Telecom Optns /Construction Unit
"Dedicated to Excellence, Committed to Service"
Report 5 -D
7 -5 -05
$ 44,364
$ 31,620
$ 24,017
$ 39,196
$ 24,980
$ 25,873
$190,050
Honorable Mayor and
Councilmembers
BUDGET CONSIDERATION/FINANCIAL IMPACT
Page 2
June 28, 2005
The added cost for all eligible employees who retire during the specified period will be included in
the annual valuation report from PERS for the fiscal year 2008/2009. Only the costs for those
employees who actually retire under these provisions will be included. Fiscal year savings are
calculated based on applicable incumbent criteria; AP &T information may vary according to
Public Utilities Board staffing authorization.
It is estimated that the one - time -costs and savings to the General Fund, CIC, ARRA and AP &T
will be as follows:
One -time First Subsequent
Funding PERS Fiscal Year Savings per
Classification Source Cost Savings Fiscal Year
Recreation Supervisor General Fund total $ 44,364 $ 59,787 $104,151
Management Analyst CIC total $ 31,620 $ 70,764 $102,384
Intermediate Clerk ARRA total $ 24,017 $ 31,324 $ 55,341
Envntl/Safety Prgm Coord AP &T $ 39,196 $ 60,583 $ 99,779
Gardener AP &T $ 24,980 $ 34,613 $ 59,593
Senior Clerk AP &T $ 25,873 $ 33,560 $ 59,433
AP &T total $ 90,049 $128,756 $218,805
RECOMMENDATION
It is recommended that this report be accepted making public the costs of the proposed PERS
Golden Handshake. Implementation of the amendment requires adoption of a resolution approving
the Golden Handshake retirement period in no less than two weeks. That resolution will be on the
City Council agenda on July 19, 2005.
KW:mm
Respectfully submitted,
Karen Willis
Human Resources Director
"Dedicated to Excellence, Committed to Service"
CITY OF ALAMEDA
MEMORANDUM
To: The Honorable Mayor
and Members of the City Council
From: William C. Norton
Acting City Manager
Date: June 27, 2005
Re: City of Alameda Management Practice #37: Council -Staff Communication
Policy
Background
On July 15, 1997, the City Council ratified the "Staff- Council Communication Policy"
(attached). The policy is referred to internally as Management Practice #37.
On June 7, 2005, Mayor Johnson requested that Management Practice #37 be placed on
the Council agenda for review and reconsideration.
Discussion /Analysis
Section 7 -3 of the Alameda City Charter states that "except for purposes of inquiry, the
Council and its members shall deal with that portion of the administrative service for which
the City Manager is responsible solely through him." The applicable section of the City
Charter is attached here for Council reference.
Fiscal Impact
Not applicable.
Municipal Code /Policy Document Cross Reference
Not applicable.
Recommendation
None.
Dedicated to Excellence, Committed to Service
Report 5 -E
7 -5 -05
The Honorable Mayor
and Members of the City Council
Respectfully submitted,
William C. Norton
Acting City Manager
WCN: cj:al
Attachments
Dedicated to Excellence, Committed to Service
June 27, 2005
Page 2
ARTICLE VII
City Manager
Sec. 7 -1. The City Manager shall be the Chief
Administrative Officer of the City and shall be chosen by the
Council on the basis of his executive and administrative
qualifications, with special reference to his actual experience
in or his knowledge of, accepted practice in respect to the
duties of his office as hereinafter outlined.
Sec. 7 -2. The City Manager shall have the power and it
shall be his duty:
(A) To administer and execute policies and undertakings
formulated by the Council.
(B) To enforce all laws and ordinances, except as provided by
Section 6 -1, and he is hereby declared to be beneficially
interested in their enforcement and to have power to sue
in proper courts to enforce them.
(C) To appoint, discipline and remove all officers and
employees of the City under his jurisdiction, subject to
Civil Service requirements.
(D) Repealed.
(E) To attend all meetings of the Council unless excused by
the Council or the Mayor.
(F) To keep the Council at all times fully advised as to the
needs of the City and to recommend such measures and
policies as he may deem expedient.
(G) To conduct such investigations and prepare such plans,
specifications or reports as may be specified by the
Council.
(H) To see that all contracts and franchises made under his
jurisdiction or that of the Council are faithfully
performed, and to report all violations thereof to the
Council.
(I) To supervise and administer all public parks, golf
courses, recreation areas, wharves, docks and other
public properties, utilities and facilities belonging to
the City except as in this Charter otherwise provided.
(3) To appoint technical advisory experts or boards with the
consent of and at such compensation as may be provided by
the Council.
(K) Repealed.
(L) To prepare and submit a budget as required by this
Charter.
(M) To investigate the conduct and proceedings of any officer
or board of the City when he shall deem the same
necessary, or when so directed by the Council.
(N) To devote his entire time to the duties of.his office.
(0) To formulate -rules and regulations for officers and
employees under his jurisdiction.
Sec. 7 -3. Neither the Council nor any of the members
thereof shall interfere with the execution by the City Manager of
his powers and duties. Except for purposes of inquiry, the
Council and its members shall deal with that portion of the
administrative service for which the City Manager is responsible
solely through him. An attempt by a Councilmember to influence
the City Manager in the making of any appointment or the purchase
of any materials or supplies shall subject such Councilmember to
removal from office for malfeasance.
Sec. 7 -4. Those Department Heads holding office
pursuant to Section 2 -3 of the Charter shall each have power to
discipline any employee under his control by the imposition of a
fine not to exceed one month's salary, or by suspension without
pay for not to exceed thirty days, or other penalty less than
dismissal, subject to appeal to the City Manager who shall have
final authority to affirm, modify or revoke such penalty without
appeal therefrom.
Sections 7 -5 through 7 -12 repealed.
City of Alameda
Inter - department Memorandum
TO: Honorable Mayor and Members
of the City Council
FM: Jim Flint, City Manager
DT: July 9, 1997
RE: Ratification of Administrative Instruction No 36, Staff-Council Communication
aackground
Attached is a revision of the original administrative policy that I had proposed governing .
interaction between members of the City Council and staff. The City Council had identified some
concerns with the original administrative policy and ask that. I reconsider this policy in light of
your concerns.
Discussion/Analysis
The revised policy now provides the Council with a choice of contacting the department
head directly or working throughthe City Manager's office in pursuing an inquiry. And, it still
provides the Council with the ability to contact individual members of the staff for purposes of
acquiring additional information, after the initial response to an inquiry from a Councilmember.
Further, it defines what an inquiry is and delineates it from an action to provide further
clarification.
Recommendation
The City Manager recommends that the City Council ratify Administrative Instruction
No. 36 as presented in the attached revised version.
Respeo y Submitt
J: es M. Flint
. City Manager
Attachment
Reports #5 -G
745 -97
Re: #7 -A
Council Communications
City of Alameda
Inter - department Memorandum
ADM_n_JISIB ATIVE INST UCTION NO. 36 ,
DATE:
SUBJECT:
EFFECTIVE DATE:
July 2, 1997
Staff - Council Communication Policy
Purpose
The intent of this policy is to provide an administrative policy to govern the interaction
between members of the City Council and City of Alameda staff which respects the provisions
of the City Charter, while providing the City Council the opportunity to interact directly with
staff on matters of interest to its members or their constituents.
Policy
Section 7 -3 of the Alameda City Charter states that "Except for purposes of inquiry,
the Council and its members shall deal with that portion of the administrative service for
which the City Manager is responsible solely through him " Accordingly, the Charter
establishes the expectation that the City Council will work through the City Manager to have
staff respond to both the directives of the City Council acting as the governing body or the
requests of its individual members.
What is an Inquiry?
The Charter clearly identifies the Council's prerogative to make inquires. According
to Webster's New Collegiate Dictionary, an inquiry is simply defined as "a request for
information." The Council should have access to staff resources to make requests for
information or to ask questions on issues of interest. However, this should be contrasted to
the definition of an action which is to get "a thing accomplished." The distinction between
these two ideas is important only in that the Charter assigns the responsibility for getting
things accomplished by the City Council through the City Manager and not directly through
• staff.
Administrative
Instruction #36
• Page 2 •
July 2, 1997
Request for Inquiry
Members of the City Council may direct their written or verbal inquires to the City
Manager's office or they may make a direct inquiry to a Department Head. Inquries should be
reasonably brief in nature such as asking for copies of existing documents or interpretations or
elaborations of those documents. The City Manager's office or Department Heads will
respond to constituent concerns as a part of the City's normal operating procedures which
apply to such matters.
Clarification of Information
If a Councilmember desires clarification of the information being communicated, then
that Councilmember may contact the staff member directly responsible for providing the
information being requested. This direct contact is intended to allow Councilmembers access
to staff should it be•necessary for more information or clarification which opens up the
organization to increased City Council interaction.
Request for Action
The-current procedure for City Council to take action will apply, which is for members
of the City Council to ask for issues to be placed on the agenda for consideration and
approval. Once Council has taken action, then the City Manager and staff will implement
those decisions.
cc: Assistant City Manager
City Attorney
City Clerk
Community Development Department
Finance Department
Fire Department
Personnel Department
Planning Department
Police Department
James M. Flint
City Manager
Public Works Department
Recreation and Parks Department
Alameda Free Library
Alameda Housing Authority
Bureau of Electricity
Vice Mayor DeWitt seconded the motion, which carried by unanimous
voice vote - 5.
('``%r=rrr) Report from City Manager recommending ratification of
Administrative Instruction No. 36, Staff /Council Communication
Policy.
Don Roberts, Alameda, stated that he disagrees with the City
Manager's proposal; in his [Robert's] opinion, the City Charter
allows any member of the City Council to contact, for purposes of
inquiry, any member of staff without going through the City
Manager or Department Heads; and if restrictions are desired, the
proposal should placed on the ballot in order to revise the City
Charter.
Susan McCormack, Alameda, stated that Councilmembers should not,
other than for purposes of inquiry, have the right to go directly
to staff.
Councilmember Kerr stated that Councilmembers submit requests for
action which do not necessarily require City Council action, e.g.
a request for a City Council Meeting Packet early; and the Request
for Action statement in Administrative Instruction No. 36 should
be amended to allow individual Councilmembers to directly request
administrative action to the City Manager.
The City Manager stated Councilmember Kerr raised a very
appropriate point, that there are inconsequential procedural
requests, and it makes sense to have flexibility.
Vice Mayor DeWitt moved acceptance of the City Manager's
recommendation and the proposed change by Councilmember Kerr.
Councilmember Lucas seconded the motion, which carried by
unanimous voice vote - 5.
ORAL COMMUNICATIONS, NON - AGENDA
(97 -423) Susan McCormack, Alameda, inquired whether anything had
been done on the Mills Act Agreement, insofar as allowing private
individuals to enter into an Agreement with the City; stated that
the matter was addressed by the City Council and sent to the
Historical Advisory Board; and matter was to be brought back to
the City Council and she was to be notified.
Susan McCormack further explained that the Mills Act Agreement is
an Agreement whereby owners of historical properties can enter
into an agreement with the City; that the purchase price and
Regular Meeting
Alameda City Council
July 15, 1997
9
City of Alameda California
Management Practices NO. 37
DATE: July 2, 1997
SUBJECT: _ . Staff - Council Communication Policy
EFFECTIVE DATE: October 28, 1997
Purpose
The intent of this policy is to provide an administrative policy to govern the interaction
between members of the City Council and City of Alameda staff which respects the provisions
of the 'City Charter, while providing the City Council the opportunity to interact directly with
staff on, matters of interest to its members or their constituents.
Policy
Section 7 -3 of the Alameda City Charter states that "Except for purposes of inquiry,
the•Council and its members shall deal with that portion of the administrative service for
which the City Manager is responsible solely through him." Accordingly, the Charter
establishes the expectation that the City Council will work through the City Manager to have
staff respond to both the directives of the City Council acting as the governing body or the
requests of its individual members. .
What is an Inquiry?
• The Charter clearly identifies the Council's prerogative to make inquires. According
to Webster's New Collegiate Dictionary, an inquiry is simply defined as "a request for
information." The Council should have access to staff resources to make requests for
information or to ask questions on issues of interest. However, this should be contrasted to
the definition of an action which is to get "a thing accomplished." The distinction between
these two ideas is important only in that the Charter assigns the responsibility for getting
things accomplished by the City Council through the City Manager and not directly through
staff.
Office of the City Manager
2263 Santa Clara Avenue, Room 320
' Alameda, California 94501
510 7484505 Office - 510 748 -4504 Pax - TDD 510 522 -7538
Administrative Page 2
Instruction #37 July 2, 1997
Request for Inquiry
• Members of the City Council may direct their written or verbal inquires to the City
Manager's office or they may make a direct inquiry to a Department Head. Inquries should be
reasonably brief in nature such as asking for copies of existing documents or interpretations or
elaborations of those documents. The City Manager's office or Department Heads will
respond to constituent concerns as a part of the City's normal operating procedures which
apply to such matters.
Clarification of Information
If a-Councilmember desires clarification of the information being communicated, then
that Councilniember may contact the staff member directly responsible for providing the
information being requested. This direct contact is intended to allow.Cuncilmembers access
to staff should it be necessary for more information or clarification which opens up the
organization to increased. City Council interaction.
Request for Action
The current procedure for City Council. to take action will apply, which is for members
of the City Council to ask for issues to be placed on the agenda for consideration and
approval. Once Council has taken action, then .the City Manager and staff will implement
those decisions. This does not prevent members of the City Council from asking.the City
Manager to take actions of a limited nature such as follow-up to constituient requests.
cc: Assistant City Manager
City Attorney =
City Clerk
Community Development Department
Finance Department
Fire Department
Personnel Department
Planning Department
Alameda Reuse and Recevelopment
Public Works Department
Recreation and Parks Department
Alameda Free Library
Alameda Housing. Authority
Bureau of Electricity
THIS REPORT WILL BE COMING
OUT UNDER SEPARATE COVER.
Report 5 -F
7 -5 -05
Michael R. Fassler
John Knox -White
Richard P. Neveln
James A. Price
Jonathan D. Soglin
Jon M. Spangler
Elizabeth Tuckwell
CURRENT APPLICATIONS
TRANSPORTATION COMMISSION
Council Communication # 7 -A
7 -5 -05