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HomeMy WebLinkAboutTC Min 2009-03-26TOWN OF TIBURON 1505 Tiburon Boulevard Tiburon, CA 94920 Date: April 2, 2009 To: Mayor and Town Council From: Peggy Curran, Town Manager Subject: Summary of March 26, 2009 Council-Staff Retreat On the afternoon of March 26, 2009, the Town Council and ten members of Staff met for a retreat at The Lodge in Tiburon to review progress on current objectives, discuss the state of the Town's budget and provide direction for the upcoming fiscal year. A summary of the retreat follows. Introduction Mayor Fredericks kicked off the afternoon with introductory remarks and a review of the agenda. The Town Council voted unanimously to add an urgent closed session to the end of the agenda to discuss the Wayne v Tiburon case. Status Reports ' Town Manager Curran and Staff went through a brief update of current objectives (summary sheet attached). The Town Manager pointed out that the majority of projects and programs either had been completed or were expected to be completed this year with previously approved funding. Exceptions to this were continued projects such as the Administrative Services Department review and an overhaul of administrative policies as well as multi-year efforts including renovation or reconstruction of the Public Works Corporation Yard, improving the parking area along Tiburon Blvd at Lyford Drive (addressed in more detail later in this summary) and ferry service stabilization. Administrative Services Director Heidi Bigall took the group through a presentation of budget trends. Her analysis indicated that the Town budget was tracking well relative to projections for this fiscal year, but that next year revenues were expected to decline. In particular, sales and hotel tax receipts are dropping, and property tax is flattening. Bigall and Curran spoke about steps they intend to take to cut future expenses, including asking each department to identify 3% cuts and for managers and mid-managers (non-represented Staff) to forgo raises in the next fiscal year. Information Technology Coordinator Chad Monterichard provided an update of the Town's technology infrastructure, including some upgrades that occurred this year. Councilmembers gave brief updates regarding the boards on which they represent the Town. Councilmember Collins briefed the group on the Marin Energy Authority, Marin Telecommunications Authority and Richardson's Bay Regional Agency. Mayor Fredericks reported on the Transportation Authority of Marin and the Joint Disaster Committee, and Councilmember Slavitz reported on his participation on the Local Agency Formation Commission and the Joint Powers Authority Oversight Committee of MCCMC. Councilmember Collins pointed out the challenge of representing the Town on agencies that may be making fiscal decisions that affect the Town without a good mechanism for first reviewing those decisions with the rest of the Town Council. It was noted that there is a problem common to many of the regional agencies where their boards could not function if each member had to return for authorization for every decision, but not doing so means that decisions which may ultimately bind the participating city or town are made by one Councilmember. One possible solution raised was to consider whether a cap or dollar limit should be put on individual Councilmembers' authority to enable them to make minor decisions without consultation, but require them to return for more significant actions. This might be coupled with an agreement with the agencies that member agencies such as Tiburon be able to withdraw from participation in any one program if they do not wish to support it financially. Town Attorney Ann Danforth said she would look into MEA in particular, as a nascent and active entity, to see if such an arrangement was possible. Projects and Issues Public Works Director Nick Nguyen provided a presentation on the engineering analysis of parking near Lyford Drive. He showed illustrations of two scenarios - one with a double- loaded parking corridor and another with one row of parking. Manager Curran noted that funding of the approximately $370,000 needed for the smaller option could be provided through the $275,000 already budgeted in this fiscal year for this project when combined with funds remaining in the Redevelopment Agency. After discussion, Council concluded that it would like to continue with the process of developing the single parking row, but do so in a way that would not preclude the addition of a second row in the future if conditions so warrant and funding is available. Staff was directed to continue its work, seek approval for use of the right- of-way from Caltrans and return to the Town Council regarding CEQA and further authorization for the project. Councilmember Berger suggested Staff look into a design-build approach to the project. Town Manager Curran discussed the current situation whereby new secondary units in single family homes trigger a requirement that the entire home be retrofitted with fire sprinklers. She pointed out that while the public safety aspect of sprinklers was clear, there was a countermanding public policy interest in encouraging more secondary units to meet the Town's - - housing goals. Staff was asked to return to the Town Council with options for eliminating the sprinkler requirement for the entire home. The Council considered whether police vehicles should have a base color of silver or white. Silver prevailed. Town Manager Curran explained that the Town had received a letter from the County Department of Health and Human Services regarding strengthening our ordinance restricting smoking. After some discussion, Council directed Staff to return with options to strengthen the ordinance as it applies to multi-family housing. Community Development Director Scott Anderson asked the Council if they were interested in considering adopting the Mills Act for the Town, which would extend tax breaks to qualifying historic properties. Council directed Staff to return with possible legislation to this effect. IT Coordinator Monterichard described the improvements Staff was seeking through a federal stimulus grant to upgrade the technology in the Council Chambers. Council expressed interest in seeing the facility upgraded but did not wish to pursue web-casting its meetings at this time. Staff described efforts to seek federal stimulus funding for a wide variety of projects, and noted that Planner Laurie Tyler would be acting as the Town's coordinator for these activities. Public Works Director Nguyen said that the Town had already secured a $170,000 grant for street work, and other possible projects were identified. Manager Curran gave a report on downtown businesses and activities of the Chamber of Commerce to bolster commerce in Town. While there clearly is less business activity, reflected in reduced sales tax receipts and vacant storefronts, there was also some good news about new stores coming in and creative promotional activities that are underway to stimulate interest in shopping locally. Manager Curran asked the Town Council if they were willing to support a compressed work schedule for Town Hall Staff. The scenario she described was one where Town Hall would be closed to the public every Friday, although Staff would be present and working on the "on" Friday, and building inspections scheduled. Staff would be off on alternate Fridays. Town Hall would be open longer hours Monday through Thursday, with no reduction in total hours or time open to the public. Council was open to the revised schedule but wanted to see it proceed on a trial basis and asked Staff to be sure to notify the public through Tiburon Talk and solicit their feedback. - Other comments, suggestions and questions that occurred during the retreat included: • Staff will return with a recommendation regarding solar panels on the Police Station if cost-effective financing or a grant is identified • Provide information on the pay-back of the current solar system on Town Hall • Check out stimulus funding for a ferry boat for Tiburon service • Determine whether MEA will be playing a role in relation to RHNA housing requirements • Add Marin Energy Authority as a link to Town website • Consider adding a "Build it Green" link to Town website • Consider adding a Channel 26 (public access) schedule to Town website • Consider prohibiting wood-burning fireplaces in newly constructed homes • Consider ways to speed-up building permit turn-around Adjournment In concluding the meeting, Council generously expressed its support for the Staff and the level of service they provide to the community. In particular, Council thanked Staff for its conservative budgeting approach, its personalized counter service, excellent outreach to the public and said "it gets better each year". Staff thanked the Council for their support. A brief closed session was then held, with no action taken. The meeting adjourned at 5:15 p.m. to permit dinner to be served. r CGc ALICE FREDERICKS, MAYOR ATTEST; DIANE CRANE IACOPI, TOWN CLERK - - Summary of Projects Fiscal Year 2008-2009 March 26, 2009 PROJECTS COMPLETED PROJECTS NEARING COMPLETION (within calendar year with no additional funding PROJECTS CONTINUED (completion expected within fiscal year) (crossing into next fiscal year or beyond) Mar West St Overlay - Phase 2 " Annual PMS Street List Improvements Failed Street Improvements Del Mar School Safe Routes to School Improvements Guardrail Replacements Beach Rd/Tib Blvd Drainage Engineering Analysis Pine Terrace ADA Path Improvements Cypress Hollow Park Minor Renovation Zelinsky Playground Renovation Online Backup PW Corporation Yard - bring architectural analysis, alternative approaches and funding options to Town Council for review and direction Parking at Lyford Drive & Tiburon Blvd - site analysis complete, determine direction and proceed to detail design, Caltrans approval and construction Admin. Services Organizational & Operational Review Drainage Improvements Paths, Lanes and Steps Projects - Improvements to Cayford, Lower Raccoon and Jefferson to Reed Ranch Paradise Dr. Foundation Repair Open Space Management Plan - underway Paradise Dr. Maintenance Agreement with County - discussions underway Townwide Office and Cell Telephone System Review 1 Performance evaluation program for Police Dept Emergency Operations training Develop Animal Plan for disaster management in coordination with County "Silver Sentinel" EOC Exercise Video Cameras on Tiburon Blvd & Paradise Drive - return to Town Council with contract and policy for consideration Upgrade EOC equipment and supplies Review and replace Police Dept policies Develop & implement Police Dept training program Solar panels on Police Station - evaluate financing options to determine feasibility Permit Tracking System for Planning and Building Divisions Green Building Standards for construction Bicycle/ Pedestrian Master Plan Ferry Service Stabilization - discussions ongoing with GGBHTD Policy Overhaul - drop or rewrite old policies, standardize policies and readopt continuing or terminate policies at Council level Saturday Construction Noise Marin Clean Energy Joint Powers Authority Mill Valley Refuse Contract - contract developed; negotiations to commence Housing Element Update Zoning Ordinance Update Sign Ordinance Overhaul Recreation Master Plan - RFP to be developed, consultant engaged