HomeMy WebLinkAboutTC Minutes 2017-04-19 TOWN COUNCIL
SPECIAL AND REGULAR MEETING
MINUTES
SPECIAL MEETING —7:00 P.M.
On April 19, 2017, the Council held a special meeting as follows:
CALL TO ORDER AND ROLL CALL
Councilmember Doyle, Councilmember Fredericks, Councilmember Tollini, Vice Mayor
O'Donnell, Mayor Fraser
INTERVIEW FOR VACANCIES ON TOWN BOARDS & COMMISSIONS
(Marin Commission on Aging—One Vacancy for Tiburon appointee)
• Leonor Noguez, 346 Karen Way
INTERVIEW FOR VACANCIES ON TOWN BOARDS & COMMISSIONS
(Town Representative to Hilarita Board—One Vacancy for Tiburon appointee)
• Carolyn Grey, 2 Mt. Tiburon Road
ADJOURNMENT—to reZultar meetin
REGULAR MEETING—7:30 P.M.
CALL TO ORDER
Mayor Fraser called the regular meeting of the Tiburon Town Council to order at 7:30 p.m.
on Wednesday, April 19, 2017, in Town Council Chambers, 1505 Tiburon Boulevard, Tiburon,
California.
ROLL CALL
PRESENT: COUNCILMEMBERS: Doyle, Fraser, Fredericks, O'Donnell, Tollini
PRESENT: EX OFFICIO: Town Manager Chanis, Town Attorney Stock,
Director of Public Works/Town Engineer Barnes,
Director of Community Development Anderson,
Town Clerk Stefani
ORAL COMMUNICATIONS
Rhoda Schwartz said the local public tennis courts have become difficult for residents to use due to
an arrangement between the Ranch and an independent tennis coach. She said the arrangement gives
preference to the coach's private lessons, and gives the coach the authority to remove other players
from a tennis court, even residents who have paid for a key. She believed there should be only one
designated tennis court for private lessons, not two. She urged the Council to intervene.
Town Council Minutes 408-2017 April 19, 2017 Page I
Laurie Horn, another active tennis player, said she believes the Ranch is not prioritizing residents.
She questioned the Ranch's mission,transparency and fiscal responsibility as a result of the Ranch's
tennis operations, and particularly believed the Ranch should be collecting fees directly.
CONSENT CALENDAR
CC-1. Town Council Minutes — Adopt minutes of March 15, 2017 regular meeting (Town
Clerk Stefani)
CC-2. Town Council Minutes—Adopt minutes of April 5, 2017 regular and special meeting
(Town Clerk Stefani)
CC-3. Vacancies on Town Boards and Commissions—Announce special vacancy on Marin-
Sonoma Mosquito & Vector Control District Board of Trustees (Town Clerk Stefani)
CC-4. Consolidate Municipal Elections with Statewide Elections—Adopt ordinance making
amendments to Title 1, Chapter 2 of the Tiburon Municipal Code changing date of
general municipal elections from November of odd-numbered years to November of
even-numbered years (Town Clerk Stefani)
CC-5. Mayor's Proclamation — Authorize Mayor's Proclamation in celebration of the
Belvedere-Tiburon Library's 20`x' Anniversary Weekend(Office of the Town Manager)
CC-6. Recycling Grants — Authorize submittal of applications for CalRecycle Grants
(Department of Public Works)
Vice Mayor O'Donnell requested the Council remove Item Nos. CC-3 and CC-4 for discussion.
Motion: To adopt Consent Calendar Items 1-2 & 5-6, as written.
Moved: Tollim, seconded by O'Donnell.
Vote: AYES: Unanimous
CC-3. Vacancies on Town Boards and Commissions—Announce special vacancy on Marin-
Sonoma Mosquito & Vector Control District Board of Trustees (Town Clerk Stefani)
Vice Mayor O'Donnell wondered if a Town staff-member could be appointed to this position, if a
resident did not step forward. Town Manager Chains said the staff would need to review the bylaws.
Motion: Adopt with amended recommendation.
Moved: O'Donnell, seconded by Doyle
VOTE: AYES: Unanimous
CC-4. Consolidate Municipal Elections with Statewide Elections—Adopt ordinance making
amendments to Title 1, Chapter 2 of the Tiburon Municipal Code changing date of
Town Council Minutes 408-2017 April 19, 2017 Page 2
general municipal elections from November of odd-numbered years to November of
even-numbered years (Town Clerk Stefani)
Mayor Fraser called for a roll call vote.
VOTE: AYES: Doyle, Fraser, Fredericks, Tollini
NAYS: O'Donnell
ACTION ITEMS
AI-1. Vacancies on Town Boards and Commissions—Consider making appointments to the
Marin Commission on Aging and the Town representative to the Hilarita Board (Town
Clerk Stefani)
Town Clerk Stefani said the Council had interviewed two applicants for a single vacancy on the
Marin Commission on Aging, and one applicant for a single vacancy for the Town representative to
the Hilarita Board. She said the Council may choose to make one or both appointments tonight, or
may choose to direct the staff to continue accepting applications.
Mayor Fraser opened the floor for public comment on the Marin Commission on Aging appointment.
There was none.
Councilmember Doyle made a motion to appoint Leonor Noguez to the Marin Commission on
Aging. There was no second.
Motion: To appoint Kathleen "Sue" Kwentus to the Marin Commission on Aging.
Moved: Fredericks, seconded by O'Donnell
VOTE: AYES: Fraser, Fredericks, O'Donnell, Tollini
NAYS: Doyle
Mayor Fraser opened the floor for public comment on the Hilarita Board appointment. There was
none.
Motion: To appoint Carolyn Grey as the Town representative to the Hilarita Board.
Moved: Fredericks, seconded by O'Donnell
VOTE: AYES: Unanimous
AI-2. Library Expansion Project Time Extensions — Consider authorization of time
extension requests for:
a) Design Approval of Library Expansion Project, and
b) Agreement with Belvedere-Tiburon Library to Convey Real Property to
Library Agency (Community Development Department)
Director of Community Development Anderson said the Belvedere-Tiburon Library's first time
extension request was for the Site Plan and Architectural Review drawing approval. He said the
Town Council Minutes #08-2017 April 19, 2017 Page 3
original approval was for five years, and will expire in August of this year. He said the library
continues to actively pursue the implementation of the project,and is not seeking any modifications
to the original approval.
Director Anderson said the second time extension request was for the extension of a land conveyance
agreement between the Town of Tiburon and the Belvedere-Tiburon Library Agency to transfer
16,000 sq. feet of land from the Town to the library. He said both time extensions would expire after
5 years, in August 2022.
Mayor Fraser invited Tom Gram, Chairman of the Library Agency Board,to make his presentation.
Mr. Gram said there was an overwhelming need for additional space in the library, and the need has
been more apparent in recent years. He commented on the Belvedere-Tiburon Library Foundation's
current "quiet period" of fundraising as they strategize how to raise the funds for the project.
Vice Mayor O'Donnell said he was in favor of the library expansion,but wondered why there did not
appear to be any fundraising incentives in local schools or awareness in the community. Mr. Gram
said he had become active in Foundation meetings, and the Foundation shares similar concerns.
Mayor Fraser opened the floor for public comment. There was none.
Motion: Adopt resolution approving the request for a five (5) year time extension of the
approved design drawings, to expire on August 1, 2022.
Moved: Fredericks, seconded by O'Donnell
VOTE: AYES: Unanimous
Mayor Fraser opened the floor for public comment. There was none.
Motion: Approve the Second Amendment to Agreement and authorize the Town Manager to
execute it on behalf of the Town.
Moved: Tollini, seconded by Doyle
VOTE: AYES: Unanimous
AI-3. Trestle Trail—Design presentation by project proponents and request for authorization
to bid project (Department of Public Works)
Director of Public Works Barnes gave the staff report.He said the Council had previously considered
a proposal put forth by the Tiburon Peninsula Foundation to improve the trestle berm at Blackie's
Pasture with a concrete walkway to increase accessibility and appreciation for Tiburon's railroad
history. He said the Council requested that the project be brought back before the "build phase" so
the Council can review the costs and design prior to putting the project out for bid. He said the
project proponents were in attendance to give an overview of the design,costs,and current funding.
Jim Wood said the project is moving along well. He said they have raised approximately$220,000,
Town Council Minutes #08-2017 April 19, 2017 Page 4
and are continuing to identify potential funding sources. He also gave a brief overview of
construction costs before introducing the architect for the project, David Holscher, to speak.
Mr. Holscher said the intent of the design of Trestle Trail was to have abuildable,simple project that
would last a long time and would be a great asset to the Town of Tiburon. He commented that the
final product will look like a railroad.
Councilmember Doyle thought this was a great project for Blackie's Pasture and the railroad grade,
and commented on the upcoming Walk Your History event,which will allow participants to see the
progress that has been made.
Mayor Fraser opened the floor for public comment. There was none.
Motion: Authorize staff to put Trestle Trail project out to bid after the plans and specifications are
complete and approved by staff.
Moved: Tollini, seconded by Fredericks
Vote: AYES: Unanimous
AI-4. McKegney Green —Update from ad-hoc sub-committee and final review of proposed
design (Department of Public Works)
Town Manager Chanis reviewed a history of the project and the costs associated with a new field at
McKegney Green. He said the Council directed staff to proceed with a design for an athletic sand-
based field. However, as the costs increased during the design phase, the Council requested staff
return with an alternative estimate for a soil-based green field. Chanis added that the Council should
also be aware of the ongoing maintenance costs associated with the different projects.
Chanis said the Council subcommittee reviewed both estimates and is recommending that the Town
contribute approximately$1.4 million to a sand-based field, and seek funding from outside sources
for the remaining$400,000.The subcommittee indicated that the Town should seek funding from the
soccer and lacrosse clubs,based on past and anticipated play time on the field,specifically 75%from
the soccer club and 25% from the lacrosse club. Of the proposed construction timeline,he said that
even if this project were put out to bid soon,the field would likely not be available for play this fall.
Councilmember Tollini asked about the difference in ongoing maintenance costs between the sand-
based field and the green field. Town Manager Chanis said the green field will likely have lower
ongoing maintenance costs because the sand-based field requires more maintenance and more
specialized equipment(at a cost of approx. $75,000).Director of Public Works Barnes added that the
cost or replacing the turf sod in ten years would be approximately $100,000.
Councilmember Fredericks asked if the fees the Town collects from field users would be enough to
cover the short-term field maintenance costs. Director Barnes said it would depend how much the
field was used, but the fees collected would still not cover the maintenance costs. He added that
Town Council Minutes#08-2017 April 19, 2017 Page 5
while the maintenance costs of the soil-based field will be lower, the hours played on that field
would also likely be lower.
Mayor Fraser wondered if the soccer and lacrosse communities have expressed a willingness to
fundraise for the project. Chanis said the soccer community has already indicated support.
Fraser also asked if the project would be put out to bid before fundraising from the clubs is complete.
Chanis said he would not recommend it; he said the Town did not want to be in a position of
awarding a contract without having the funds. He recommended putting a deadline on the
fundraising efforts to allow the Town to put the project out to bid when the funds are available.
Fraser referred to the proposed construction timeline,and Chanis confirmed that this scenario would
likely not allow for construction this season.
Vice Mayor O'Donnell said the subcommittee had met with Marin Municipal Water District, and
MMWD indicated a willingness to work together with the Town and strategize short and long-term
solutions to lessen the Town's expenses to MMWD, or to pay over a long period of time.
Councilmember Doyle agreed, and said MMWD had a lot of creative ideas to lessen expenses,and
believed that MMWD understands that this project is for the benefit of the Town and for local kids.
Councilmember Fredericks wondered if these creative strategies, such as conserving water,would
apply to the sand or soil-based projects. Chanis confirmed that the cost-saving concepts could apply
to either project.
Doyle commented that a sand-based field might promote better grass growth. He believed that if the
project was done"the right way",the field would have better longevity and would sustain less wear
and tear. He questioned heavy maintenance on a sand-based field used primarily by children.
Director Barnes agreed that an advantage of a sand-based field is that it is designed for sports,
whereas clay and grass fields do sustain damage.
Fredericks asked for confirmation that the alternative project would be soil and sod based,rather than
the clay that is currently there. Director Barnes confirmed, but said it would not be a soccer field. It
would be a grass field that soccer could be played on. Town Manager Chanis added that while new
material would be brought in to build the green field,the underlying material is still clay,whereas a
large amount of clay would be removed for the sand-based field.
Fredericks also inquired if the sand-based field will require more water than the soil-based field.
Director Barnes confirmed that the sand-based field would require more frequent watering,but not
necessarily more water.
Mayor Fraser opened the floor for public comment.
Mark Minturn,President of the Tiburon Peninsula Soccer Club,said the soccer club is excited to see
the opportunity to bring"new life" to McKegney Green which will serve soccer-players, lacrosse-
Town Council Minutes #08-2017 April 19, 2017 Page 6
players and the community for years to come. He said the club is committed to fundraising efforts,
and is hopeful and confident that they will be able to raise $300,000 by the year-end deadline.
Jon Porter, President of the Southern Marin Lacrosse Club, said the size of the club has increased
dramatically, and he often hears negative feedback about having to play outside of Tiburon from
local families. He said the lacrosse club is committed to fundraising efforts. He further confirmed
that the lacrosse club was committed to fundraising for the $100,000 requested by the Town, but
added that perhaps the soccer and lacrosse clubs should work together to raise the funds because
many families are part of both clubs.
Mayor Fraser closed the floor for public comment.
Councilmember Tollini said she was in favor of this renovation,but still questioned spending more
than 10% of the operating budget on a single capital project.
Councilmember Fredericks agreed. She thought the large cost of this project takes away from other
projects and capital needs, but agreed that local children should have access to a play field.
Nonetheless, she did not feel that the options before them were fiscally responsible, nor did they
strike a positive balance between all the community needs. She also expressed concerns about both
the upfront costs and the short and long term maintenance costs.
Vice Mayor O'Donnell said he was in favor,and believed the sand-based field was the right option.
He said he would like to see it done for less, but no longer thought that to be possible. He said the
field was decades old, is in poor condition, and now requires a major maintenance overhaul. He
thought the sand-based field would offer the most playability and incoming revenue to the Town,
will last longer,look better,and will be what the users want.He called McKegney Green a landmark
property of Tiburon,and believed it was important for the Council to look forward to future families
and the growth of sports teams. He thought this project was a worthwhile use of tax dollars.
Councilmember Doyle agreed with O'Donnell. He said McKegney Green is a gathering spot for
children, families, and the community. He agreed that the cost was high, but thought that creating
something that would benefit local children and the community is a good enough reason to spend
that amount of money. He further commented that having a nice field at McKegney Green even has
the potential to stimulate the rest of Tiburon.
Mayor Fraser asked the Tiburon Peninsula Soccer Club representatives in the audience what
percentage of children in the club were Tiburon residents.They replied that approximately 95%were
local Tiburon children.
Mayor Fraser believed that anything that can be done in the community to help the youth is a good
thing, and sports are an excellent way to bring "the leaders of tomorrow" together. He also agreed
that the cost was very high, but trusted that if there was a cheaper way to do it, it would have been
found. He said he is in support of the recommendation to move forward with the sand-based field,
and added that he believes it to be the right choice for the community. However,he said his support
Town Council Minutes #08-2017 April ]9, 2017 Page 7
is contingent upon the soccer and lacrosse groups successfully fundraising the $400,000, before
putting the project out to bid.
Fredericks asked if the Town will absorb any new costs that arise over the course of constructing the
new sand-based field. Town Manager Chanis said the Council should take that point into
consideration, but the cost estimate is fairly accurate at this stage.
O'Donnell did not believe it would be a good idea to later ask the private organizations to contribute
more money after the fundraising is complete.He thought it was incumbent on the Council to signify
that the Town is ready to proceed, so the fundraising can begin. Mayor Fraser agreed.
From the audience, the representatives from the Tiburon Peninsula Soccer Club said they were
hopeful and optimistic that they could raise the required amount of money, but expressed concern
that the entire project is contingent upon their success.
Tollini suggested that if the fundraising is not successful by the year-end,perhaps the project should
return to the soil-based field. The Council agreed.
The TPSC wondered if the Council would consider a fundraising extension if the clubs cannot raise
the money by the year-end deadline. Chanis said the project will not be put out to bid until the
fundraising is complete, and to delay putting the project out to bid would be to again delay
construction, which might jeopardize play for another year.
Mayor Fraser agreed, and said the Council would have to decide at that time if an extension would
be granted, or if the project would default to the grass field.
O'Donnell believed that a fundraising campaign could be put together in time. He said he would
rather get the project done sooner, because the field condition is only going to worsen.
Tollini commented that perhaps fundraising will even be easier with a deadline imposed.
MOTION: To move forward with a sand-based field, and to put the project to bid in January,
2018,contingent upon a donation to the Town of Tiburon in the amount of$400,000;
if the donation does not come in, to then move forward with the grass field.
Moved: Fredericks, seconded by O'Donnell
Vote: AYES:Unanimous
TOWN COUNCIL REPORTS
Councilmember Fredericks reported on a Metropolitan Transportation Commission proposal to
change carpool lane hours on the 101 freeway.
Councilmember Tollini reported on the news that Sausalito was planning to pull out of Richardson's
Bay Regional Agency. Vice Mayor O'Donnell thought the Council should have a discussion about
Town Council Minutes 408-2017 April 19, 2017 Page 8
Tiburon's future role in the RBRA in light of this information. He requested the item be agendized
for a future meeting.
TOWN MANAGER REPORT
Town Manager Chanis reported on the Town Council's previous direction to appoint two interim
councilmembers to fill Councilmembers Doyle and Tollini's seats until the special election in
November. He said interviews are tentatively scheduled to begin on May 17.
WEEKLY DIGESTS
Received.
ADJOURNMENT
There being no further business before the Town Council t /Town of Tiburon, Mayor Fraser
adjourned the meeting at 9:30 p.m. zv
JIM 7A /MAYOR
ATTEST:
ils V-(4i7l M
LEA STEFA I, TOWN CLERK
Toiwn Council Minutes #08-2017 April 19, 2017 Page 9