HomeMy WebLinkAboutTC Minutes 2015-03-06TOWN OF TIBURON
1505 Tiburon Boulevard
Tiburon, CA 94920
MEMORANDUM
Date:
To:
From:
Subject:
March 18, 2015
Mayor and Town Council
Peggy Curran, Town Manager
Summary of March 6, 2015 Council -Staff Retreat
On the morning of March 6, 2015, the Town Council and staff met for a retreat at Servino
Ristorante to review current projects, discuss the state of the Town's budget reserves, review
proposed projects and provide direction for the upcoming fiscal year. All Councilmembers were
present. The staff members present were the Town Manager Curran, Town Attorney Danforth,
Director of Public Works Barnes, Police Chief Cronin, Community Development Director
Anderson, Planning Manager Watrous, Director of Administrative Services Bigall, Management
Analyst Creekmore, Town Clerk Iacopi and Building Official Salzman. One member of the
public (Deirdre McCrohan, The Ark Newspaper) attended. The agenda is attached to this
memorandum.
After calling for oral communication from the public (there was none), Mayor Doyle kicked off
the day with a review of the agenda.
Manager Curran briefly reviewed activities since the last retreat. Highlights included staffing
changes; construction of Dairy Knoll; roads projects, Lyford Dr. storm drain work; the large
median project (including fundraising $120,000 to complete); Railroad Marsh clean-out; sidewalk
improvements; adoption of the Housing Element update; complete streets policy; McKegney
Green use policy, and regulations on e -cigarettes, marijuana dispensaries, plastic bags and solar
energy requirements. The big event of last year was the Town's 50th anniversary parties at the
end of May. The Yellow School Bus Challenge was held up as an example of a project that took
a lot of effort but was not even on the "to do" list last year, having arisen afterwards. The
presentation also included slides depicting way -finding signage for Tiburon Boulevard, which has
now been approved by Caltrans, and a newly -designed monument style sign for the Old Rail
Trail, stating the staff was moving forward to implement both sign projects. Manager Curran
handed out the list of objectives from last year updated to reflect the status of projects as of
March 6, 2015.
Administrative Services Director Bigall led the Council and staff through an explanation of
budget reserves. While reserves have dipped as a result of recent capital spending on large
projects (such as Diary Knoll and Lyford Parking Lot), the trend is healthy and unallocated
reserves (those left over after all the policy requirement for a 25% operating fund "rainy day"
reserve is funded) are now up to $2.5 million.
MARCH 6, 2015 COUNCIL -STAFF RETREAT SI IMMARY Page 1 of 7
The presentation of reserves prompted a discussion about unfunded liabilities, particularly for
Other Post -Employment Benefits (OPEBs). In a related discussion about the relationship
between benefits and the ability to attract appropriately trained staff , Council expressed their
consensus that we are better off increasing salaries as needed than incurring long-term obligations
(like OPEBs) as a tool to attract and retain qualified staff members.
Director of Public Works Barnes went through a slide presentation of (1) capital projects in
progress, (2) a discussion of the approach Public Works wishes to take with managing projects,
and (3) capital projects on the horizon.
It was noted that Public Works is fully staffed now for the first time in almost two years. Projects
in process included road work, drainage projects, a Rule 20-B undergrounding project from Mar
West to the parking lot, Old Rail Trail improvements and two crosswalks: a new one by The
Lodge and safety improvements at Ned's Way.
For both road and drainage projects, areas in which we have annual work, staff proposes to
pursue an approach of bundling like projects into one year to reduce costs and increase
efficiencies. For instance, this might mean doing all road slurry work in one year, and doing
paving in another time frame, rather than doing both to a lesser degree in the same year. This
means making large projects larger and more intermittent. Doing so will reduce soft costs, which
decrease as a percentage of projects as the cost of the project increases. In a similar cost-saving
vein, staff proposes to return to the Town Council with an ordinance to amend the bidding
process to increase, consistent with state law, the size project that qualifies for an "informal"
bidding process — moving from $30,000 to $45,000. Director Barnes noted that a great deal more
time and paperwork is required for formal bidding processes, so avoiding them where they are
not required by state law will both decrease town costs and increase contractor interest, which in
turn improves the chances of better bids. Council appeared to concur with these
recommendations, which will be manifest in the capital budget Council will consider in the
coming months and in returning to Council with an ordinance to amend the municipal code
bidding requirements.
Anticipated future projects include road slurry (combined to form a larger job in one year per the
discussion above), bike/ped improvements in the Blackfield Drive area (grant funded), a major
drainage project in the Stewart Drive area, improvements to Town Hall including painting and an
overhaul of its outmoded HVAC system, miscellaneous parking lot repairs, tennis court
resurfacing and bench/waste receptacle and bike rack replacement and augmentation. Regarding
repaving of a pathway by McKegney Green, after some discussion Council determined that the
path was redundant and should perhaps be considered for removal instead. Council and staff
discussed the notion of eventually overhauling the quality of McKegney Green as a playing field,
but acknowledged that this would be a costly undertaking that might require private funding
partners. Councilmember O'Donnell offered to assist in fundraising when that time comes.
Mayor Doyle thought a plaque containing information about the history of McKegney Green
might be instructive for the general public.
Several Council -driven project ideas were then discussed. Councilmember O'Donnell took the
floor to talk about undergrounding. Several slides were displayed to note the areas in question:
MARCH 6, 2015 COUNCIL -STAFF RETREAT SUMMARY Page 2 of 7
Mar West to Ned's Way;
Ned's Way to San Rafael; and
Reed Ranch Road to Trestle Glen Boulevard.
The early estimate of cost for this undergrounding is $7.3 M. Councilmember O'Donnell
described the threefold benefits of undergrounding: safety, aesthetics and reliability. He
suggested this might be appropriate for bond funding rather than trying to save up over multiple
years to accomplish the task. Doing it all as part of one project would also lower soft costs, as
noted above. He suggested perhaps 70 or 80% of it be bond -funded, with the balance being a
capital contribution from the Town's reserves. The Councilmember further noted we are in a
period of historically low interest rates that make bond funding more attractive now. He sees this
as a two-year project. Councilmember Fredericks asked that we confirm that incurring bond debt
to consolidate all undergrounding projects would result in a cost savings over phasing successive
projects. Vice Mayor Tollini suggested the Town explore: interest rates, how repayment might
be achieved or structured, and how we might set aside funding to assist.
Councilmember Fredericks noted the political aspects of this will be significant, as incurring debt
is always somewhat controversial. Councilmember Fraser said the demographics of the peninsula
are changing and this may be more viable now than in the past. The Council concurred the issue
is worth further examination. An ad hoc committee of the Vice Mayor and Councilmember
O'Donnell was formed for that purpose.
Mayor Doyle then spoke about several projects he posited as worthy of consideration. The first
was the `Blackie's Pasture 2" (BP -2) project, the reclamation of a portion of Blackie's Pasture for
picnicking which would entail some re -grading, soils amendments, hydro -seeding with native
grasses, limited irrigation for some shade trees, rerouting of paths and related improvements. The
idea is to make what is now an unappealing area crisscrossed with paths into a desirable
destination. Vice Mayor Tollini suggested the addition of grills for the picnic tables; Mayor
Doyle explained they might include some concrete seating around the table areas (envisioned as
circles of decomposed granite), and agreed the grills might be a further enhancement to make
them more attractive areas. The estimate for these on this area, just under one acre, is $140,000.
The Council reiterated its previous support for this concept.
The Mayor then went on to discuss his second idea: installing a fitness court in the vicinity of
South of Knoll Park. He characterized his goal as "activating" the area (a description he also
applied to the BP -2 project and the water access proposal, discussed next). The fitness court
would be 37' square, and offers a seven minute total body workout. He noted the cost is about
$100,000 (not including installation). After some discussion, it appears the Council was not
inclined to pursue this project at this time.
The Mayor's third offering regarded a means to create access to the Bay for small, non -motorized
water craft, noting we are a peninsula in the Bay yet lack access for the public to our watery
surroundings. As with the items above, he described this as "activating" the town, and further
sees doing this in the vicinity of Shoreline Park would serve to help energize downtown.
Councilmember Fredericks questioned whether a put -in on Shoreline Park would really boost
downtown economic activity, and whether this might inadvertently create conflicting uses with
others in the park. Others analogized it to cyclists, who come through downtown and end up
patronizing local restaurants or coffee shops while here. As part of his exploration of this idea,
the Mayor spoke with a local person who installs docks for this purpose on the peninsula. His
MARCH 6, 2015 COI TNC1L-STAFF RETREAT SUMMARY Page 3 of 7
cost estimate is $100,000 to $120,000 for the project. The Mayor presented some graphic
representations of what a ramp and dock might entail if it were near the Donahue Building or
Elephant Rock. Councilmember Fraser asked if the Town could create another vehicle loading
area along Paradise Drive to support a kayak put -in; staff said yes, the Town owns both the road
and the park so that would be possible if desired. Vice Mayor Tollini expressed enthusiasm for
the idea of a put -in. Councilmember O'Donnell asked if we could consider something simpler,
like concrete stairs down to the water along the Shoreline Park shore, to avoid building something
large in that area. Staff noted that any put -in must be ADA compliant under the law. The Mayor
restated this is just an idea and that experts will need to design it before we can understand its
parameters and whether it is feasible.
In a summation of the Mayor's three ideas, Council concurred that the BP -2 and water put -in
ideas should be enthusiastically explored further, and understands that some funding will be used
to flesh out these concepts before they return to Council for consideration. Councilmember
Fredericks expressed support for the BP -2 project and said she loves the idea of water access if
we can overcome the difficulties in siting one. She also declared the fitness court to be "ugly".
Councilmember O'Donnell also said he supported BP2, and commented on the important of
water access. Regarding the fitness court, however, he said the demographics of the Marina area,
where the a fitness court seems to be working well, are different than Tiburon. Council
consensus emerged that the fitness court concept will not be pursued at this time. The Mayor said
he concurred with the Council's priorities for the projects.
Some other ideas and discussions arose before the group recessed for lunch. Councilmember
O'Donnell asked whether we could work with Blazing Saddles (bike rental company) to improve
how they manage getting people on the ferry at the end of their rides. Councilmember Fredericks
said there were some discussions of having people purchase a return ferry ticket when they rent
their bike that would guarantee them a ride back. Councilmember Fraser asked if it might not
make sense for us to work with other cities in Marin impacted by bike rentals to see if something
mutually beneficial could be developed.
Councilmember O'Donnell then moved to the issue of seasonal rentals, expressing a desire to see
the Town improve its policy to protect neighborhoods from the impacts of excessive short term
rentals. One suggestion by Planning Manager Watrous was to require the property in question be
the permanent dwelling of the party renting it out (to avoid people simply using a property for
rentals rather than their home). Police Chief Cronin noted that banning an activity, like short
term rentals, is the clearest approach from an enforcement point of view. Councilmember
Fredericks asked if perhaps we should be charging more for permits to cover the cost of
enforcement. In a related conversation, Councilmember Fredericks noted that some use of
private homes for filming can create burdens on neighborhoods and suggested we should require
insurance and notice to neighbors when filming will occur. Limiting the number or duration of
such uses might be helpful. Council concurred that the policy for both short term rentals and
filming, both commercial uses of residential property, should be revisited; Council directed staff
to return with suggested amendments.
Vice Mayor Tollini briefly addressed the question of priorities — how they are set, especially for
projects that arise outside the context of the budget during the year. After some reference to
chimps, Councilmember Fredericks suggested using Survey Monkey to ask Town residents their
opinions on priorities. Councilmember Fraser suggested we make priority -setting a part of the
MARCH 6, 2015 COUNCIL -STAFF RETREAT SUMMARY
Page 4 of 7
budget process. Councilmember O'Donnell recommended greater use of Tiburon Talk to get the
word out about the Town's budget and priority setting discussions.
The group recessed for lunch around 12:15, and reconvened around 1:15.
Councilmember Fredericks opined that we lack, and would benefit from, a public art policy, both
for permanent and temporary installations. A policy should identify constraints (like view
obstructions), time, place and manner, liability, responsibilities for installation and removal, and
so forth. Councilmember Fraser raised the question of the Heritage and Arts Commission and
what role might be appropriate for them to play. In response, the group appeared to agree that it
would like the Council to first set parameters of what it wants to see with regard to public art and
then ask the H&A Commission for its input. On the question of art, Councilmember Fraser noted
that this year's Art by the Bay exhibit did not hit the high mark of the prior year. Councilmember
O'Donnell opined that he liked the linkage between art exhibits and the Art Festival or the Art
Walk — believing that to be a useful tool to manage the public art process. Councilmembers
Fredericks and O'Donnell agreed to form a Council ad hoc committee to explore an art policy for
the Town. Discussion continued with a desire expressed to revive the Plein Air art competition,
to continue to use Shoreline Park as an art venue without the "handcuffs" we have witnessed over
the Gallows Wheels. Staff was directed to investigate what other Plein Air art festivals are doing
to attract enough quality artists for success.
Vice Mayor Tollini moved the conversation to the issue of walkability and her desire to see more
sidewalks and paths to increase our friendliness to pedestrians and cyclists. She noted that a
sidewalk between the Library and Reed Elementary School would be useful, as well as one
between Gilmartin Drive and San Rafael Avenue to compensate for the lack of a safe crosswalk
opportunity in that area. The Vice Mayor thought it might be good to ask the public what it
would like to see in the way of sidewalks.
Councilmember O'Donnell said he would like to explore having the Old Rail Trail or other
sidewalk improvements continue through and beyond the Mar West intersection. He referenced
the potential to close off the entrance to Lagoon and Cove Roads at Mar West, if that was
agreeable to neighbors, to install a three-way traffic roundabout in that location. Doing so might
accomplish three things: simplify intersection movements, allow for installation of a green belt to
buffer neighbors from Tiburon Boulevard, and allow for the Old Rail Trail to continue through
the Mar West intersection to hook up with the existing Boulevard bike lane and a new Boulevard
crosswalk that would alight at the soon-to-be built Library pedestrian plaza. He noted that the
Library is a major destination for children, and this would make connections safer and simpler for
them and all users. This idea appeared to have wide appeal to the Council as a means of
enhancing pedestrian and bike connectivity in the downtown in concert with Library expansion
plans.
The discussion of walkability concluded with Vice Mayor Tollini and Councilmember Fraser
asking staff to explore the costs of installing sidewalks in various locations including Mar West
Street to Reed Elementary School and Gilmartin Drive to San Rafael Avenue.
Councilmember Fraser turned the conversation to the status of the contract between the Town and
Mill Valley Refuse Service, particularly regarding charges for the higher levels of service beyond
normal curbside pickup. He remarked that he did not realize, and thinks many others did not as
well, that the $15 surcharge for the service for collecting from a can that is not already curbside is
MARCH 6, 2015 COUNCIL -STAFF RETREAT SUMMARY Page 5 of 7
a one-way charge. If one wants the can returned to its original location another $15 is levied.
Administrative Services Director Bigall verified the accuracy of that statement, and noted that
MVRS is willing to work out arrangements with elderly and disabled customers. Councilmember
Fraser asked that the MVRS agreement be brought back to the Town Council for reconsideration
of the surcharge at the first opportunity, which most like will be when MVRS next seeks a rate
increase this spring. Council concurred with this approach.
Councilmember Fraser went on to speak about the Town's sign regulations, stating that the sign
ordinance is lengthy at 26 pages, hard to work with, and may be out of step with the needs of the
community today. The Town Attorney noted that some of its length is a consequence of the
challenges presented by compliance with the First Amendment, which only allows sign
regulations that impose clear, objective restrictions. Councilmember Fraser suggested that the
ordinance be revisited and that it not be just an internal review but that some merchants be asked
to join the process. Council concurred with this notion and direction; Mayor Doyle offered to
assist Councilmember Fraser and staff in this effort.
Community Development Director Anderson then gave a brief status report via a PowerPoint
presentation on Sea Level Rise (SLR). This included a FEMA flood map update and a summary
of the major ramifications for affected properties in Tiburon, which are primarily in Downtown
and along the bayfront. He said the Town would see smaller, piecemeal remodel projects on
affected parcels as owners try to avoid falling into the substantial improvement category. With
respect to sea level rise, Anderson said in the short range, there is a county -wide effort underway
and that he has approached the Romberg Center about partnering with the Town on a Tiburon -
peninsula focused study that would hopefully also involve the City of Belvedere and County of
Marin. Longer -range efforts will be informed by these Vulnerability Studies that constitute a
logical first step in addressing sea level rise. Councilmembers endorsed the notion of partnering
with Belvedere and the County on this effort.
The discussion shifted to mention of the proposed traffic signal for the N. Knoll intersection with
Tiburon Boulevard, which is outside the Town's jurisdiction but nevertheless may impact the
traffic experienced by residents coming and going from the peninsula. The Mayor inquired if he
should send a letter to the County urging their evaluation of alternatives to a signal. The Council
responded with agreement.
Councilmembers then offered several brief reports regarding the regional boards and
commissions on which they sit, as well as comments on a few miscellaneous items:
Regarding MCCMC, Councilmember Fredericks noted that the group has put together an ad hoc
sea level rise committee which is looking to pursue funds for the development of vulnerability
studies.
Having received some inquiries from the neighborhood, Vice Mayor Tollini asked about the
possibility of speed humps or reduced traffic speeds for Hawthorne Drive. Chief Cronin
responded that the Town cannot install speed humps without approval from the Fire District; they
tend to oppose humps for their effect of slowing their response time and damaging their
equipment. The Chief also noted that under state law we are limited in our ability to reduce
traffic speeds unless certain criteria are met, which would not be the case on Hawthorne.
MARCH 6, 2015 COUNCIL -STAFF RETREAT SUMMARY Page 6 of 7
Councilmember O'Donnell moved the conversation to Marin Clean Energy. He reported it is
"growing like gangbusters" and now provides a renewable energy choice to customers in 17
cities, including several in the East Bay area. The energy MCE provides is now a minimum of
50% renewable. Everyone was pleased, and it was noted that Tiburon was the very first city to
vote to join MCE back during its formation. He said it was now a $75 million dollar business and
mentioned the Governor's energy bill, SB 350, regarding the "three 50s" for the future: 50%
emission reductions; 50% renewable energy sources and one other.
Following on the energy theme, Councilmember Fredericks advised that PG&E's proposed
electric vehicle (EV) infrastructure roll out should be watched carefully; she said that legislation
(AB 1236) was in the pipeline that would require cities to permit PG&E to install the stations
(putatively at ratepayer expense and using public property) and limit a local jurisdiction's ability
to condition approval of these permits.
Councilmember Fredericks also gave a brief update on TAM activities and analyses, including
traffic modelling, prompting Councilmember O'Donnell to opine that TAM may be too
bureaucratic in its pursuit of "study after study", swallowing up resources that should be going
into capital improvements. Councilmember Fredericks suggested we may need to accept this
situation even if we don't like it because TAM can bring valuable resources to the county and
town, and consolidated plans are necessary to obtain funds.
Mayor Doyle updated the group on the activities of the MCCMC homeless action committee,
explaining that Rotation Emergency Shelter Team (REST) and Marin Organizing Committee
(MOC) members are now looking to raise $350,000 for a permanent 24/7 shelter, location to be
determined, and are working more closely with the existing service providers in the County to
coordinate activities. This is a departure from their earlier plan to build a nighttime only shelter
to replace the current sheltering taking place in churches and synagogues. The MOC and REST
activists still hope to obtain funding contributions from each of the cities in Marin.
Councilmember O'Donnell said he believed we should help out, as homelessness is a regional
issue for all of us whether or not we have homeless people in our immediate community.
In conclusion, Mayor Doyle thanked his fellow Councilmembers and staff. All the
Councilmembers took the opportunity to say very nice things about the "amazing" work staff
does all year long; Councilmember O'Donnell ended on a note saying no one is out there with
pitchforks, so we must be doing a pretty good job.
The retreat then adjourned at 3:00 p.m.
FRANK X. DOYLE, MAYOR
ATTEST:
c4-0 ;
J\DIANE CRANE IAC PI, TOWN CLERK
MARCH 6, 2015 CO[ 1NCIL-STAFF RETREAT SUMMARY
Page 7 of 7