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Home My WebLink AboutTC Min 2020-11-18 . TOWN COUNCIL SPECIAL & R�GULAR MEETINGS MINUTTS Consistent wit�h Executive O��ders No. N-25-20 and N-29-20 fi�om the Executive Depa�-tment of the State of California and the�County Public I lealth Department's May 18, 2020 Slielter i�� Place Order; cow�ciln�embei-s attei�ded this meeting by teleco��ference. Members ofthe public were invited to participate in the meetin�7 by live-streaming the meetinb on the Town's website and submitti�� commei�ts to comments(�i�townol-tiburon.org to be included in the public record 9�or the meetin�. � SP�CIAL M�ETING —4:30 P.M. On November l 8, 2020 the "I��own Co�u�cil l�eld a special meeting as follows: ROLL CALL Councilmei��ber Kulil<. Coiu�cilir�ember Ry3n, Councilmember Welner, Vice Mayor Thier, Mayor Fredericl:s Mayor T=redericks opened tl�e floor for public comment o�� the closed session iteir� ai�d there were no comments. CLOSED SESSION CONFERENCL WITH L�GAL COUNSEL—ANTICIPATED LITIGATION Sibnificant Exposure to Liti<ratioi� Pursuant to Parag�•aph (2) of S�ibdivision (d) of Governmei�t Code Section 54956.9: (One potential case) ADJOURNM�NT—to reQular meetin� REGULAR NI��TING —5:00 .P.M. � ROLL CALI. PRESENT: COUNCILMI�MBERS: Fredei•icics, Kulil<, Thier, Ryan, Welner ABSENT: COUNCILMF.MBERS: None PRCSCNT: FX O}-�F1C10: To��n ManaberChanis, Town Attorney Stocl<, Town Clerlc Stefai�i, Community Development Director Tasi»i. Public Works Director Steve Palme�- ANNOUNC�MI.NT OF ACT10N TAK�'V IN CLOS�D SESSION IF ANY Tow�� Attorney Stocl< said that the Coui�cil t��oic no reportable action in closed session. Pu�e 1 qf�5 � Toi�vi� Coie��cil�11i»u�es �=2-�-2U?0 �%ov�mber 1,4, 2020 � ORAL COMMUNICATIONS "fhere were none. CONSENT CALENDAR CG1. Investment Sun�mary — Adopt investment summaiy for month ending Septe��ber 30, 2020 (Departme��t o'f Administrative Services) CC-2. Oak Creek Town Houses — Approve the Parcel Map for "Parcel l Oalc Creek Tow�� Ho��ses", authorize staff to si�,�n the Parcel Map and release the map for recordation (Departme��t of Public Worl<s/Comn��u�ity Development) MOTION: Adopt Coi�sent Calend�r Items No. 1-2, as wi•itte��. Moved: Kyan, seconded by `I�hier VOTE: AYES: Fredericics, Kulil<, Ryan, Thier, Welner INTERVIEWS FOR VACANCIES ON TOWN BOARDS & COMMISSIONS • Pam Boi�nie (Diversity lnclusion Tasl. Force) • Noah Griffn (Diversity Inclusion Tasl< Force) • Eri�� Burns (Diversity Inclusion Tasl< Force) • Uma Leri�er(Diversity l��ciusion Tasl< Foi-ce) • Anh Sundst�rom (Diversity Inclusion T�sl< Foi-ce) � Sa►•a Maw-er(Diversity Inclusion Tasl< Force) DISCUSSION IT�MS llI-1. General Plan Upd��te Process Revie�v — Receive report from Christine O'Rourl<e on the General Plan Update probress and provide feedbacl< (Community Development Departi��e��t) Christine O'Rourl<e. O'Rourl<e ai�tl Associates, presented an overview of the General Plan update process, outlined the commui�ity en<ra��eir�ent ettorts plan��ed. discussed the involvei��ent of Tow�� commissio��s, and gave a timeline for the different phases of the pi-ocess. She said the update pi-ocess ��ill tal<e t�-vo years and will incoiporate the required elements of land usc, mobility, housing, open space, conservation, safety, and i�oise, plus the additioi�al elements of downtown and parl<s and recreation. Vice Mayor Thier and Councilmember Ryai� asl<ed fior further clariticatioi� about comn��u�ity enbagement through the open house, focus ��roups and �urveys. Mayor Fredericl<s commented that the General Pla�� update process can be a con�mu��ity buildinb exercise. Dif-ector Tasi��i said she would continue to I<eep the Council and the commu��ity updated throu��hout the two-year process. Page 2 qf�5 Toi�c» Cotn�cil ll�lr�t�tc.s #E2=/-2020 ��ol-einhei•1 b'. 202U � � , No actio�� tal<en. � DI-2. Public Art Program — Receive presentatioi� by the Heritage & Arts Com��ission and P��blic Art Selection Panel on the Public Airt Pro�ram and provide feedback on the clu-rent pro�ram a��d pt�oced�u-es and f�iture goals (i-Ieritabe & Arts Commissio��) Town Manaber Chanis said the Council had adopted a Public Art policy in August 2019. Heritaae & Arts Commissioi� Chair l,eonor No«�iez and Public Art Selection Panel Chair and Town Artist Laul-eate Richard Rozen spol<e about the policy, and updated the Counci] on recei�t efforts of the Public Art Selection Pai�eL includin« the artist proposal process, public a�•t commu��ity su�-vey, local art projects and co��miu�ity pro�rams, and public art fw7draising goals. The Council thanlced the }�resenrers for their report. Councilmen�ber Wei»e�• inguired about pi-oced��ral mecl�anis��s for fundraisii�g. To�vn Attorney Stocl< replied that proper procedures for � establishing a fundraisinb entity required tiu-ther study. Mayor Fredericics opened the tloor for public comi��ei�t. Jaleh Etemad, Heritage & Art�s Commission_ tha��l<ed t�he Coui�cil fo�-their support. No action talcen. ACTION IT�MS AI-1. Hawthoi•ne Utility Undergrounding Assessment llistrict — Approve plans and direct staff to pi-oceed with biddin�� for the Hawthori�e Undei•groundinb Assessmei�t Distl-ict (Department of Public Worl<s) Councilmembei- Ryar� r-ec�ised himself. Director of Pub(ic Worl<s/To��n En<rineer Palmer said that based on the Co�u�cil's direction, staff worlced with the propo��ents of the disU-ict to obtain other cost estimate. He said staff recomme��ds usin� the new ILS En��ineering estimate a��d be�in adve►-tisinb the bid. Dii•ector Palmer said the constr�iction �oi�tingency allo��s staff t�o approve change orders during construction and ensures sul-ticient fui�ds for project completion and reiterated that PG&E costs a�-e still unlc��own but should be clariiied by Januaiy. I��I� l�eminded the Coui�cil of Town policy that all costs ofutiliry under��roundin�� projects are to be paicl by the residents ofthe district. Followi��g up on questions ti-om project proponents, he also addressed the ha�-d rocic excavation allowanee, saying that it pcotccts tl�e construction process by defining rules and g�iidclines to be followed in the eve��t that hard rock ��cavation is encountered. Mayor Fredei•icl<s opened the tloo�� for publie coi�i��e��t. Puge 3 of 5 To��n Cozi��cil Mi�nN�.s ;°��-2O�0 Vo��eml�er Ib', _'C�20 , Daryl Smith ur�ed the Council to be cogniza��t of the cost to i-esidents of the district and believed � a higher contin�ency would inci-ease the lil:elihood of higher bids on the project. He felt that a � ]5% construction continbency ��ould be sufticient. Mayor F►-edericics closed the floor. The Council discussed the constructioi� continbency. Co��ncilir�embei• Welner qliestioned the rationale behind a low versus high co��ti��gency a�1d what i��pact each might have o�n the bid price of the pro,ject but suggested a 25% contingency may be too hibh. Vice Mayor Thier felt that a 15% contingency was sufficient, ;iven the hard rocic excavation contingency and thc p►-actice of othei- town projects using 15°/o i�or a contingency, and wanting to reduce as much as exposure as possible to a higher bid cost, which would be borne by tlle assessi��e��t district residents. Mayor Fredericks said that the overa�-chii�g question is l�ow to balance the concerns of assessment dist�-ict members re�arding cost_ and the respoi�sibility to protect taxpayer fw�ds. She felt the 25% contingency i��inimized the i-isl< to taxpayer funds. Cou��cilmember K�ilil< assessed the contingency amounts for previous projects and the a��ount of tl�ose fu��ds used, and averabed them to j�ist over 20%, and suggested a compi-omise of 20%to be used for the coi�tinbency. MOTION: Approve the plans for the Hawt�horne Underbrow�din� pr-oject and authorize staff to begin the biddin� pl�ase using a Town estimated probable cost of $4,l 11,032.00 for the assessment district worlc and $4,451,274.50 for the entii-e co��stt-uction contract including the To�N�n f�unded pave��ent rehabilitatioi7 worl<. Moved: Welner, seco��ded by 1<ulil< VOTE: AY�S: Fredericics. Kulil<. Thier. Welner ABSTAIN: Ryan MOTION: Direct Statfto �itilize a construction conti��gei�cy allo��ance of20%to be applied to bids for the joiilt trench const�-uction pl�ase af the project. Moved: Wel��er, seconded by Kulii< VOTE: AYF_,S: Fredericks. 1<ulil<. �I�hier. Welner ABS"I�AIN: Ryan TOWN COUNCIL REPORTS 7�here were none. TOWN MANAGER RrPORT TM-1. Update on To��n's Response to COVID-19 Emergenc�� Pu��e 4 qf�� To�i>>� Cozn�tcil Nlrnzales #�2-/-2020 .�%oren�her 18. 2020 , To��n Manager Cllanis said Marin County has been pushed bacl< t�o the Red Tier in the State�s � �� Blueprint for a Bettei�Economy. He also said the� Town is in the bcginnii�� phase of the recruit�r��nt for a police chief, and will have several comi��u�ity forums moderated by Marl< Helms, project consultant from the recruitin� tirm. The foi-ums will be recorded, and viewable o�� the 7'ow�� website. W�EKLY llIG�STS Keceivcd. ADJOURNM�NT There being no furthe�• business before the Town Co�u�cil of the Town of TibLiron, Mayor 1=redericl<s adjourned tl�e meeti��g at 8:16 p.�n. ,�� , ' ...,_ �� "�- —��-- ALICE FRF.DERICI�S, MAYOR nTTEs�r: � ��_ , LEA STEFANI. TOWN CLERK Pu,�c� _5 c�f 5 Toii n Cozn7cil AIi�7u1e� fr2-1-2020 Noveml�er 18. 2020