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HomeMy WebLinkAbout2020-01-06 City Council Regular Meeting Agenda Packet December 27, 2019 3:42 PM City Council Regular Meeting Agenda Page1 MAYOR Roland Velasco COUNCIL MEMBERS Marie Blankley Dion Bracco Peter Leroe-Muñoz Carol Marques Fred Tovar Cat Tucker CITY COUNCIL AGENDA CITY OF GILROY CITY COUNCIL CHAMBERS, CITY HALL 7351 ROSANNA STREET GILROY, CA 95020 REGULAR MEETING 6:00 P.M. MONDAY, JANUARY 6, 2020 CITY COUNCIL PACKET MATERIALS ARE AVAILABLE ONLINE AT www.cityofgilroy.org AGENDA CLOSING TIME IS 5:00 P.M. THE TUESDAY PRIOR TO THE MEETING COMMENTS BY THE PUBLIC WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE CITY COUNCIL. Persons wishing to address the Council are requested, but not required, to complete a Speaker’s Card located at the entrances. Public testimony is subject to reasonable regulations, including but not limited to time restrictions for each individual speaker. A minimum of 12 copies of materials should be provided to the City Clerk for distribution to the Council and Staff. Please limit your comments to 3 minutes. In compliance with the Americans with Disabilities Act, the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City Clerk a minimum of 72 hours prior to the meeting at (408) 846-0204. A sound enhancement system is also available for use in the City Council Chambers. If you challenge any planning or land use decision made at this meeting in court, you may be limited to raising only those issues you or someone else raised at the public hearing held at this meeting, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Please take notice that the time within which to seek judicial review of any final administrative determination reached at this meeting is governed by Section 1094.6 of the California Code of Civil Procedure. A Closed Session may be called during this meeting pursuant to Government Code Section 54956.9 (d)(2) if a point has been reached where, in the opinion of the legislative body of the City on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the City. Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packet are available for public inspection with the agenda packet in the lobby of Ad ministration at City Hall, 7351 Rosanna Street during normal business hours. These materials are also available with the agenda packet on the City website at www.cityofgilroy.org subject to Staff’s ability to post the documents before the meeting. The City Council meets regularly on the first and third Monday of each month, at 6:00 p.m. If a holiday, the meeting will be rescheduled to the following Monday, with the exception of the single meeting in July which lands on the first day of the month not a holiday, Friday, Saturday or Sunday. City Council Regular Meeting Agenda 01/6/2020 Page2 KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, task forces, councils and other agencies of the City exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT (408) 846-0204 or shawna.freels@cityofgilroy.org I. OPENING A. Call to Order 1. Pledge of Allegiance 2. Invocation 3. City Clerk's Report on Posting the Agenda 4. Roll Call B. Orders of the Day C. Employee Introductions II. CEREMONIAL ITEMS A. Proclamations, Awards, and Presentations 1. Recognition of Gilroy 150th Anniversary Logo Contest Participants III. PRESENTATIONS TO THE COUNCIL PUBLIC COMMENT BY MEMBERS OF THE PUBLIC ON ITEMS NOT ON THE AGENDA BUT WITHIN THE SUBJECT MATTER JURISDICTION OF THE CITY COUNCIL (This portion of the meeting is reserved for persons desiring to address the Council on matters not on this agenda. The law does not permit Council action or extended discussion of any item not on the agenda except under special circumstances. If Council action is requested, the Council may place the matter on a future agenda. Written material provided by public members for Council agenda item “public comment by Members of the Public on items not on the agenda” will be limited to 10 pages in hard copy. An unlimited amount of material may be provided electronically.) A. Presentation by the Wineries of Santa Clara Valley Association B. Personnel Commission Annual Presentation to Council City Council Regular Meeting Agenda 01/6/2020 Page3 IV. REPORTS OF COUNCIL MEMBERS Council Member Bracco – Gilroy Downtown Business Association Board (alternate), Gilroy Sister Cities Association (alternate), Santa Clara Co. Library JPA, SCVWD Joint Council-SCRWA-Board Water Resources Committee, South County Joint Planning Advisory Committee (alternate), South County Regional Wastewater Authority, S outh County Youth Task Force Policy Team (alternate), Street Naming Committee Council Member Tucker –CalTrain Policy Group, General Plan Advisory Committee, Santa Clara Valley Habitat Agency Governing Board, Santa Clara Valley Habitat Agency Implementation Board, Street Naming Committee, Visit Gilroy Board Council Member Blankley - ABAG, Cities Association of Santa Clara Co. Board of Directors (alternate), Economic Development Corporation Board, Gilroy Sister Cities Association, Gilroy Youth Task Force (alternate), SCVWD Joint Council-SCRWA-Board Water Resources Committee, South County Regional Wastewater Authority, VTA Board of Directors Alternate, VTA Policy Advisory Committee, VTA South County City Group Council Member Marques - Gilroy Downtown Business Association Board, Santa Clara Valley Habitat Agency Governing Board (alternate), Santa Clara Valley Habitat Agency Implementation Board (alternate), Silicon Valley Clean Energy JPA Board (alternate), URM Task Force Sub-Committee, VTA Committee for Transit Accessibility (alternate) Council Member Tovar –Santa Clara Co. Expressway Plan 2040 Policy Advisory Board, Santa Clara Co. Library JPA (alternate), Santa Clara Valley Habitat Agency Governing Board, Santa Clara Valley Habitat Agency Implementation Board, SCVWD Water Committee (alternate), Silicon Valley Clean Energy JPA Board, South County Regional Wastewater Authority, South County United for Health, Street Naming Committee, VTA Committee for Transit Accessibility, VTA Policy Advisory Committee (alternate) Council Member Leroe-Muñoz - ABAG (alternate), CalTrain Policy Group (alternate), Gilroy Youth Task Force, Historic Heritage Committee, SCVWD Water Committee, Silicon Valley Regional Interoperability Authority Board, South County Youth Task Force Policy Team, VTA Mobility Partnership Mayor Velasco - Cities Association of Santa Clara Co. Board of Directors, Economic Development Corporation Board, General Plan Advisory Committee, Gilroy Gardens Board of Directors, Historic Heritage Committee (alternate), South County Joint Planning Advisory Committee, South County Regional Wastewater Authority (alternate), URM Task Force Sub-Committee, VTA Mobility Partnership, VTA South County City Group (alternate) V. FUTURE COUNCIL INITIATED AGENDA ITEMS VI. CONSENT CALENDAR (ROLL CALL VOTE) All matters listed under the Consent Calendar are considered by the City Council to be routine and will be enacted by one motion. There will be no separate discussion of these items unless a request is made by a member of the City Council or a member of the public. Any person desiring to speak on any item on the consent calendar should ask to have that item removed from the consent calendar prior to the time the Council votes to approve. If removed, the item will be discussed in the order in which it appears. City Council Regular Meeting Agenda 01/6/2020 Page4 A. Minutes of the December 2, 2019 Regular Meeting B. Adoption of a Resolution of the City Council of the City of Gilroy Approving a Fiscal Year 2019-2020 Budget Amendment of $194,201 in the Gang Prevention/Intervention Grants Fund C. Adoption of a Resolution of the City Council of the City of Gilroy Amending the Fiscal Year 2019-2020 Budget Adding $81,099 to the Miscellaneous Police Department Grants Fund D. Council Appointment of Members to Serve in Regional Representative Seats and Suggested Appointees to Serve on the Gilroy Economic Development Corporation Board, Gilroy Downtown Business Association Board and Visit Gilroy California Welcome Center Gilroy Board E. Selection of Mayor Pro Tempore F. Claim of John Baumgardner (The City Administrator recommends a “yes” vote under the Consent Calendar shall constitute the denial of the claim) G. Claim of Guadalupe Cisneros (The City Administrator recommends a “yes” vote under the Consent Calendar shall constitute the denial of the claim) VII. BIDS AND PROPOSALS A. Amendment to the Agreement with Dewberry Architects, Inc. in the Amount of $60,205 for the Design of the Development Services Center, Project No. 19-RFP-PW-429 1. Staff Report: Girum Awoke, Public Works Director 2. Public Comment 3. Possible Action: Approve an amendment to the agreement with Dewberry Architects, Inc. in the amount of $60,205 for the development services center project, project no. 19 - RFP-PW -429, and authorize the City Administrator to execute the amendme nt and associated documents. VIII. PUBLIC HEARINGS - NONE IX. UNFINISHED BUSINESS A. Annual Appointments to City Boards, Commissions and Committees With Seats Vacant or Expired as of December 31, 2019 1. Staff Report: Shawna Freels, City Clerk 2. Public Comment 3. Possible Action: Appoint Members to Boards, Commissions and Committees with seats vacant or expired as of December 31, 2019. X. INTRODUCTION OF NEW BUSINESS A. Council Consent to the Appointment of Mark Bisbee as Interim Fire Chief City Council Regular Meeting Agenda 01/6/2020 Page5 1. Staff Report: Gabriel Gonzalez, City Administrator 2. Public Comment 3. Possible Action: Council consent to the appointment of Mark Bisbee as Interim Fire Chief pursuant to Charter Section 703. B. Approval of a Grant Agreement in the Amount of $1,298,850 with the Land Trust of Santa Clara Valley for Ongoing Stewardship and Monitoring of a Conservation Easement of a Property Located at 7665 Crews Road, Gilroy (Van Dyke Ranch), APN 841-46-004 1. Staff Report: Gabriel Gonzalez, City Administrator 2. Public Comment 3. Possible Action: Approve a grant agreement in the amount of $1,298,850 with the Land Trust of Santa Clara Valley for ongoing stewardship and monitoring of a conservation easement for a property located at 7665 Crews Road, Gilroy (Van Dyke Ranch) APN 841-46-004, and authorize the City Administrator to execute the agreement and associated documents. XI. CITY ADMINISTRATOR'S REPORTS XII. CITY ATTORNEY'S REPORTS XIII. CLOSED SESSION - NONE ADJOURNMENT MEETING DATES JANUARY, 2020 6* Regular Meeting - 6:00 p.m., City Council Chambers 27* Regular Meeting - 6:00 p.m., City Council Chambers FEBRUARY, 2020 3* Regular Meeting - 6:00 p.m., City Council Chambers 10* Special Meeting/Study Session - 6:00 p.m., City Council Chambers 24* Regular Meeting - 6:00 p.m., City Council Chambers MARCH, 2020 2* Regular Meeting - 6:00 p.m., City Council Chambers 16* Regular Meeting - 6:00 p.m., City Council Chambers * meeting is webstreamed and televised 1 City Council Meeting Minutes 12/2/2019 City of Gilroy City Council Meeting Minutes December 2, 2019 I. OPENING A. Call to Order The meeting was called to order at 6:00 PM by Mayor Roland Velasco 1. Pledge of Allegiance The pledge was led by Council Member Tucker. 2. Invocation The invocation was provided by Bishop Mark Fullmer of the Church of Jesus Christ of Latter Day Saints. 3. City Clerk's Report on Posting the Agenda City Clerk Shawna Freels reported that the agenda had been posted on November 27, 2019 at 2:15 p.m. Attendee Name Title Status Arrived Roland Velasco Mayor Present 6:00 PM Marie Blankley Council Member Present 5:58 PM Dion Bracco Council Member Present 5:58 PM Peter Leroe-Muñoz Council Member Present 5:59 PM Carol Marques Council Member Present 5:56 PM Fred Tovar Council Member Absent Cat Tucker Council Member Present 5:55 PM B. Orders of the Day Mayor Velasco announced the Public Hearing Item VIII.A. would not be heard due to a noticing issue, and was being rescheduled to January 27, 2020. C. Employee Introductions City Administrator Gonzalez introduced newly hired Community Development Director Karen Garner. Community Engagement Officer Bedell introduced newly hired Communications Assistant MaryLynn Cruz. II. CEREMONIAL ITEMS A. Proclamations, Awards, and Presentations There were none. III. PRESENTATIONS TO THE COUNCIL Gary Walton of the Downtown Business Association announced the holiday parade and tree lighting on December 7th and announced the remaining downtown events scheduled in December. 6.A Packet Pg. 6 Communication: Minutes of the December 2, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 2 City Council Meeting Minutes 12/2/2019 A. Presentation of 2019 City Accomplishments City Administrator Gonzalez presented the 2019 City accomplishments. IV. REPORTS OF COUNCIL MEMBERS Council Member Blankley commented on the appearance of downtown prior to the Saturday shop-small event and thanked the downtown community for their efforts. Council Member Leroe-Muñoz spoke on the recent substantial rain and described the resources available on the Santa Clara Valley Water website V. FUTURE COUNCIL INITIATED AGENDA ITEMS There were none. VI. CONSENT CALENDAR (ROLL CALL VOTE) B. Approval of Notice of Acceptance of Completion and Reduction of the Faithful Performance and Payment Security Bonds for Property Improvement Agreement No. 2018-04, Performance Food Group, Inc. C. Approval of Property Improvement Agreement No. 2019-03 for The Patio Commercial Development, Donald Vanni Land Company, LLC, Assessor Parcel Numbers 790-39-025 D. Approval of A Right-of-Way Master Lease Agreement with GTE Mobilenet (Doing Business as Verizon Wireless) for Installation of a Small Cell Wireless Network E. Adoption of a Resolution 2019-79 of the City Council of the City of Gilroy Adopting the 2019 Pajaro River Watershed Integrated Regional Water Management Plan and Adoption of a Resolution 2019-80 of the City Council of the City of Gilroy Approving the Application for a $250,000 Grant from the State of California Proposition 1 Funds for Integrated Regional Water Management Projects G. Adoption of Resolution 2019-81 for Consolidation of the Arts and Culture Commission and Public Art Committee and Resolution 2019-82 Consolidation of the Housing Advisory Committee and Citizens and Neighborhood Revitalization Committee to Create a New Housing and Neighborhood Revitalization Committee RESULT: APPROVE [UNANIMOUS] MOVER: Dion Bracco, Council Member SECONDER: Cat Tucker, Council Member AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tucker ABSENT: Fred Tovar A. Minutes of the November 18, 2019 Regular Meeting Council Member Blankley described the modification she had asked to be ma de to the minutes under her Council report, which were available for review at the dais. 6.A Packet Pg. 7 Communication: Minutes of the December 2, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 3 City Council Meeting Minutes 12/2/2019 RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Peter Leroe-Muñoz, Council Member AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tucker ABSENT: Fred Tovar F. Adoption of the Implementation Action Plan for the 2020-2021 Strategic Plan for Fiscal Years 2019-2020 and 2020-2021 City Administrator Gonzalez provided a memo at the dais to further address items listed in the action plan. Public comment was opened. Gary Walton of the Downtown Association stated that the action plan was staff- centric and asked that ideas from the Association be included in the plan. Public comment was then closed. Possible Action: Adoption of the Implementation Action Plan for the 2020-2021 Strategic Plan for Fiscal Years 2019-2020 and 2020-202, with the removal of the CAFR actions under section 1.5 and the Residential Development Ordinance under section 7.3. RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Marie Blankley, Council Member AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tucker ABSENT: Fred Tovar VII. BIDS AND PROPOSALS A. Award of a Three-year Agreement with First Alarm & Security Inc. in the Amount of $257,520 ($85,840 annually) for Park Security Patrol Services for the Period January 2020-2023 The staff report was presented by Deputy Public Works Director Skinner. There were no public comments. Possible Action: Award a three-year agreement with First Alarm & Security, Inc. in the amount of $257,520 ($85,840 annually), and authorize the City Administrator to execute the contract and associated documents. RESULT: APPROVE [UNANIMOUS] MOVER: Peter Leroe-Muñoz, Council Member SECONDER: Carol Marques, Council Member AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tucker ABSENT: Fred Tovar VIII. PUBLIC HEARINGS 6.A Packet Pg. 8 Communication: Minutes of the December 2, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 4 City Council Meeting Minutes 12/2/2019 A. Consideration of an Urban Service Area Request to Incorporate Approximately 55.66 Acres Located West of Wren Avenue, South of Vickery Avenue, and North and South of Tatum Avenue; and Just Outside the Northern City Limits Northeast of the Intersection of Vickery Lane and Kern Avenue, APNs 790-09-006, 008, 009, 010, 011; 790-17-001, 004, 005, 006, 007, 008, 009, 010; 790-06-017 and 790-06-018 into the Urban Service Area of the City of Gilroy; Applicants Wren Investors, LLC c/o Dick Oliver and Mark Hewell and David Sheedy (USA 12-01 and USA 14-02) The item was not heard. IX. UNFINISHED BUSINESS A. 2019 Regional and City of Gilroy Fire Department Standards of Coverage Assessment and Master Plan Update - Fire Department Performance Measures, Outcome Objectives, and Future Policy Considerations The staff report was presented by Interim Fire Chief Clet. There were no public comments. Possible Action: Approve the recommended performance measures, incident specific response measures and outcome objectives and direction was given that a study session be held by May 1, 2020 for Items 5, 7 and 8, and a letter be sent to CALFire and South Santa Clara County Fire District on outsourcing Fire dispatch for improved dispatch service. RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Peter Leroe-Muñoz, Council Member AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tucker ABSENT: Fred Tovar B. Approval of the Glen Loma Ranch Fire Station Design and Notice to Proceed to Glen Loma Corporation for the Construction of the Fire Station The item was presented by Interim Fire Chief Clet. There were no public comments. 6.A Packet Pg. 9 Communication: Minutes of the December 2, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 5 City Council Meeting Minutes 12/2/2019 Possible Action: a) Approve the proposed design and scope of the new +/-7,350 square-foot Glen Loma Ranch Fire Station and re-allocate the dedicated monies for the park to the fire station, to reduce the gap in fire station funding. b) Provide notice to proceed to Glen Loma Corporation for the construction of the fire station. RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Carol Marques, Council Member AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tucker ABSENT: Fred Tovar C. Adoption of a Resolution of the City Council of the City of Gilroy Revising Resolution 2019-70 Adopting a Policy for the Establishment of a Housing Assistance Program for Newly Appointed Charter Officers, the Deputy City Administrator and Department Heads The item was presented by City Attorney Faber. There were no public comments. Possible Action: Adopt Resolution 2019-83 of the City Council of the City of Gilroy amending Resolution 2019-70. RESULT: APPROVE [5 TO 1] MOVER: Peter Leroe-Muñoz, Council Member SECONDER: Cat Tucker, Council Member AYES: Velasco, Bracco, Leroe-Muñoz, Marques, Tucker NAYS: Marie Blankley ABSENT: Fred Tovar X. INTRODUCTION OF NEW BUSINESS A. Declaration by the City Council that a Transfer of $25,000 Appropriated for the City's 150th Anniversar y Celebration to the Gilroy Foundation for 150th Anniversary Public Events Constitutes a Public Purpose The staff report was introduced by City Administrator Gonzalez and was further presented by Community Engagement Coordinator Bedell. There were no public comments. 6.A Packet Pg. 10 Communication: Minutes of the December 2, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 6 City Council Meeting Minutes 12/2/2019 Possible Action: Declare that the transfer of appropriated funds for the City’s 150th Anniversary Celebration to the Gilroy Foundation for use to produce 150th Anniversary Celebration public events constitutes a public purpose. RESULT: APPROVE [UNANIMOUS] MOVER: Peter Leroe-Muñoz, Council Member SECONDER: Cat Tucker, Council Member AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tucker ABSENT: Fred Tovar XI. CITY ADMINISTRATOR'S REPORTS A. Proposed Guidelines on the Role of Elected Officials During Emergency Operations for Inclusion in the City Emergency Operations Plan The item was introduced by City Administrator Gonzalez and further presented by Community Engagement Coordinator Bedell. Possible Action: Receive report and provide direction to staff. Direction was given to staff to specifically identify Mayor and Council, provide an opportunity for newly elected's to take Cal OES training, to create a phone contact card and a visual representation of the phone tree within the plan. City Administrator Gonzalez then invited the Council to the annual holiday luncheon. XII. CITY ATTORNEY'S REPORTS There were none. XIII. CLOSED SESSION There was none. ADJOURNMENT The meeting adjourned at 8:59 p.m. /s/ Shawna Freels, MMC City Clerk 6.A Packet Pg. 11 Communication: Minutes of the December 2, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) City of Gilroy STAFF REPORT Agenda Item Title: Adoption of a Resolution of the City Council of the City of Gilroy Approving a Fiscal Year 2019-2020 Budget Amendment of $194,201 in the Gang Prevention/Intervention Grants Fund Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: Police Department Submitted By: Scot Smithee Prepared By: Scot Smithee Patricia Vigil Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Neighborhood Services  Enhanced Public Safety ☐ Workforce Stability ☐ Public Engagement RECOMMENDATION Adopt a resolution of the City Council of the City of Gilroy amending the Fiscal Year 2019-2020 budget in the amount of $194,201 in the gang prevention/intervention grants fund. EXECUTIVE SUMMARY The City of Gilroy currently receives funding from the County of Santa Clara Probation Department. The funding is arranged through a service agreement between the City and the County. The agreement provides funding to support the programs and services to the south county region and the Neighborhood Safety Unit strategies and services to eastern half of Gilroy. Staff is requesting a budget amendment of $194,201 in order to properly expend FY 2019-2020 funds and submit timely invoices for reimbursements. 6.B Packet Pg. 12 BACKGROUND The Neighborhood Safety Unit (NSU) agreement has a two -year term ending June 30, 2020. The primary goal of the NSU strategy is to target specific neighborhoods and to focus services that would increase community safety, build community capacity and leadership, and foster a sense of community cohesion by providing social opportunities. This agreement targets the eastern half of Gilroy and its services are staffed and delivered through the Gilroy Recreation Department based out of San Ysidro Park and Youth Center. This program has resulted in (1) significant gains in community involvement, (2) new and thriving relations with the Gilroy Police and Recreation Departments, and (3) the emergence of positive community activism through the Nueva Vida community group. Additionally, funds also serve as a one-to-one dollar match to the current California Violence Intervention and Prevention Program grant (CalVIP) administered by the City of Gilroy on behalf of the South County Youth Task Force. If funds pertaining to the County agreements are not expended, the City of Gilroy would need to identify eligible dollar match expenditures within the City’s approved budget to account for the difference in match requirements for the CalVIP Grant. ANALYSIS Over the course of this past fiscal year, Santa Clara County officials have worked with Police Department staff to amend the budgets of this service agreement within the context of the agreements’ scope of services. In an effort to ensure funding from Santa Clara County continues to meet the changing needs and strategies in the south county anti-violence efforts, the Probation Department’s Administration has worked with City staff to direct and re-deploy, as necessary, funding to best meet the City of Gilroy and the NSU needs. In order to properly expend FY20 funds and submit timely invoices for reimbursement it will be necessary to amend the budget of the Gang Prevention / Intervention Grants Fund, Fund227, for the NSU agreement to align to the City’s fund account definitions. The FY20 budget amendment is as follows: Neighborhood Safety Unit (NSU) Fund – 227 Department – 1400 Program – 0000 Account Budgeted Amount Title 6.B Packet Pg. 13 4120 $ 50,642 Wages/Part Time 4173 $ 658 Retirement/Part Time 4174 $ 734 Medicare 4178 $ 516 Unemployment Insurance 4182 $ 1,129 Misc Disability Insurance 4206 $ 20,000 Support Services 4215 $ 38,000 Contractual Services 4221 $ 3,000 Office/Computer Supplies 4265 $ 79,522 Program Expenses $ 194,201 TOTAL STAFF RECOMMENDATION Adopt a resolution of the City Council of the City of Gilroy amending the budget for Fiscal Year 2019-2020 for $194,201 in Fund 227, Gang Prevention / Intervention Grants Fund. ALTERNATIVES If the budget for this fund is not amended, expenditures cannot be made to use the FY20 funding allocations for the NSU agreement, causing a loss in support of programs internally as well as with external funding sources. FISCAL IMPACT/FUNDING SOURCE Approval of this action would appropriate existing funding of $73,351 and appropriate new funding of $120,850 from the Santa Clara County Probation Department to the Gang Prevention / Intervention Grants Fund fo r FY20 for a total of $194,201. Attachments: 1. Resolution Gang Prevention Budget Amendment 6.B Packet Pg. 14 RESOLUTION NO. 2020-XX RESOLUTION NO. 2020-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY AMENDING THE BUDGET FOR THE CITY OF GILROY FOR FISCAL YEAR 2019-2020 IN THE GANG PREVENTION/INTERVENTION FUND AND APPROPRIATING PROPOSED EXPENDITURE AMENDMENTS WHEREAS, the City Administrator prepared and submitted to the City Council a budget for the City of Gilroy for Fiscal Years 2019-2020 and 2020-2021, and the City Council carefully examined, considered and adopted the same on June 3, 2019; and WHEREAS, City Staff has prepared and submitted to the City Council a proposed amendment to said budget for Fiscal Year 2019-2020 for the City of Gilroy in the staff report dated January 6, 2020 for the Gang Prevention/Intervention Fund; and WHEREAS, the City Council has carefully examined and considered the same and is satisfied with said budget amendments. NOW, THEREFORE, BE IT RESOLVED THAT appropriations in the Gang Prevention/Intervention Fund, Fund 227, is hereby increased by $194,201 for Fiscal Year 2019- 2020. PASSED AND ADOPTED this 6th day of January, 2020 by the following roll call vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: APPROVED: ___________________________ ATTEST: Roland Velasco, Mayor _________________________ Shawna Freels, City Clerk 6.B.a Packet Pg. 15 Attachment: Resolution Gang Prevention Budget Amendment [Revision 2] (2566 : Fund 227 Resolution for $194,201) City of Gilroy STAFF REPORT Agenda Item Title: Adoption of a Resolution of the City Council of the City of Gilroy Amending the Fiscal Year 2019-2020 Budget Adding $81,099 to the Miscellaneous Police Department Grants Fund Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: Police Department Submitted By: Scot Smithee Prepared By: Scot Smithee Patricia Vigil Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Neighborhood Services  Enhanced Public Safety ☐ Workforce Stability ☐ Public Engagement RECOMMENDATION Adopt a resolution of the City Council of the City of Gilroy amending the budget for Fiscal Year 2019-2020 in the amount of $81,099 for the Miscellaneous Police Grants Fund. BACKGROUND At the June 17, 2019 City Council meeting, Council approved the appropriation of $81,099 in grant funding from the Board of State and Community Corrections. However, a resolution approving an amendment to the Fiscal Year 2019-2020 (FY20) budget was not included in the recommended action of the staff report, though it was included as an 6.C Packet Pg. 16 attachment to it. This staff report is intended to formalize the adoption of the amending resolution which will appropriate the grant funding in the FY20 budget. The proposed FY20 budget appropriation is as follows: Fund – 249 (Miscellaneous Police Department Grants) Department – 1400 Program – 6315 Account Budgeted Amount Title 4120 $ 5,000 Wages/Part Time 4130 $17,500 Overtime 4206 $13,599 Support Services 4215 $15,000 Contractual Services 4221 $ 2,000 Office/Computer Supplies 4265 $25,000 Program Expenses 4320 $ 3,000 Equipment/Furniture $81,099 The staff report presented to Council on June 17, 2019 is included for reference. ALTERNATIVES 1. Adopt a resolution of the City Council of the City of Gilroy approving a budget amendment for $81,099 into the adopted Fiscal Year 2019 -2020 Budget under the Miscellaneous Police Department Grants Fund, Fund 249. STAFF RECOMMENDS THIS ALTERNATIVE 2. Reject a resolution to appropriate $81,099 in the adopted Fiscal Year 2019 -2020 Budget. Funds would not be available to support programs. STAFF DOES NOT RECOMMEND THIS ALTERNATIVE FISCAL IMPACT/FUNDING SOURCE Approval of this action would increase appropriations for the Miscellaneous Police Departments Grants Fund in FY20 by $81,099. Attachments: 1. Resolution Budget Amendment Fund 249 2. BSCC 249 STAFF REPORT 6.C Packet Pg. 17 RESOLUTION NO. 2020-XX RESOLUTION NO. 2020-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY AMENDING THE BUDGET FOR THE CITY OF GILROY FOR FISCAL YEAR 2019-2020 IN THE MISCELLANEOUS POLICE DEPARTMENT GRANTS FUND AND APPROPRIATING PROPOSED EXPENDITURE AMENDMENTS WHEREAS, the City Administrator prepared and submitted to the City Council a budget for the City of Gilroy for Fiscal Years 2019-2020 and 2020-2021, and the City Council carefully examined, considered and adopted the same on June 3, 2019; and WHEREAS, City Staff has prepared and submitted to the City Council a proposed amendment to said budget for Fiscal Year 2019-2020 for the City of Gilroy in the staff report dated June 17, 2019 for the Miscellaneous Police Department Grants Fund, appropriating funding previously received from the Board of State and Community Corrections; and WHEREAS, the City Council has carefully examined and considered the same and is satisfied with said budget amendments. NOW, THEREFORE, BE IT RESOLVED THAT appropriations in the Miscellaneous Police Department Grants Fund, Fund 249, are hereby increased by $81,099 for Fiscal Year 2019-2020. PASSED AND ADOPTED this 6th day of January 2020 by the following roll call vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: APPROVED: ___________________________ ATTEST: Roland Velasco, Mayor _________________________ 6.C.a Packet Pg. 18 Attachment: Resolution Budget Amendment Fund 249 [Revision 2] (2550 : Resolution to PD Fund 249 for $81,099) RESOLUTION NO. 2020-XX Shawna Freels, City Clerk 6.C.a Packet Pg. 19 Attachment: Resolution Budget Amendment Fund 249 [Revision 2] (2550 : Resolution to PD Fund 249 for $81,099) City of Gilroy STAFF REPORT Agenda Item Title: Acceptance of a Board of State and Community Corrections Grant in the Amount of $81,099 and Addition of Grant Monies into the Fiscal Year 2020 Budget in Fund 249-1400-6315 Meeting Date: June 17, 2019 From: Gabriel Gonzalez, City Administrator Department: Police Department Submitted By: Scot Smithee Prepared By: Scot Smithee Patricia Vigil Strategic Plan Goals տ Fiscal Stability տ Downtown Revitalization տ Economic Development տ Customer Service : Enhanced Public Safety RECOMMENDATION a) Appropriation of a Board of State and Community Corrections Grant in the Amount of $81,099 b) Approve adding $81,099 into the adopted Fiscal Year 2020 Operating Budget under Miscellaneous Police Department Grants Fund, fund 249-1400-6315. EXECUTIVE SUMMARY In 2016, the State of California approved budget action that allocated $20 million to cities to increase positive outcomes between municipal law enforcement and high-risk populations. These funds were administered through the Board of State and Community Corrections (BSCC) for distribution as the BSCC City Law Enforcement Grants. The funds are non-competitive awards and were distributed by formula to counties with the City of Sunnyvale designated as the fiscal administrator for the County of Santa Clara. 6.H Packet Pg. 140 6.C.b Packet Pg. 20 Attachment: BSCC 249 STAFF REPORT (2550 : Resolution to PD Fund 249 for $81,099) The City of Gilroy Police Department was awarded $81,099. These funds are to be expended towards pro-social activities such as; a) late night gym programming, b) providing pro-social and engagement activities with community and youth and, c) provide a youth leadership component such as a youth community police academy. In order to begin implementation of the program deliverables specified in the BSCC City Law Enforcement grant, City Council action is required to appropriate the grant funds into the proposed FY20 operating budget. Council approval of staff recommendations will allow Police Department staff to provide additional services towards building relations between the Gilroy Police Department and targeted high-risk populations. BACKGROUND In the California State Budget Act of 2016 (Chapter 23) 20 million dollars was allocated to cities to increase positive outcomes between municipal law enforcement and high- risk populations. The State Controller disbursed these funds in FY 2016-17 to the Board of State and Community Corrections for disbursement as the City Law Enforcement Grants. The funds are non-competitive awards and were determined based on a combination of factors to include the size of the police department, mental health issues, and homeless population data. Consistent with historical practice for this grant, fiscal agents were designated for local disbursement. In Santa Clara County, the City of Sunnyvale was designated as fiscal agent. The BSCC City Law Enforcement Grants do not have an expiration date. Funds were disbursed to each local law enforcement municipality based on a collective decision of the participating city police departments in Santa Clara County after each agency submitted an individual allocation plan for local use of the grant funds. These allocations utilized a combination of the following three provisions: 1) Requires a minimum of 60 percent of total funding must go to the police departments employing 100 or fewer officers. 2) States “local law enforcement agencies may use the funds to supplement, not supplant the following: a) Homeless outreach teams, b) Crisis intervention training for officers, c) Gang Resistance Education and Training (GREAT), d) Resources for drug endangered children, e) Youth diversion programs, and g) Gang and violence prevention programs”. 3) Requires agencies that receive funding to report the following, as applicable: a) The number of teams established, or plan to be established, b) The type of training and the number of peace officers trained, or plan to be trained, and c) The type of equipment or resources that were purchased, or plan to be purchased. In order to receive grant funds, each city police department was required to notify the fiscal agent of its agreement to submit the necessary data and budget plan required to receive the grant funds. In the budget plan, the Police Department specified program 6.H Packet Pg. 141 6.C.b Packet Pg. 21 Attachment: BSCC 249 STAFF REPORT (2550 : Resolution to PD Fund 249 for $81,099) deliverables that would: a) enhance late night gym programming, b) provide police pro- social activities with community and youth and, c) provide a youth leadership component such as a youth community police academy. All necessary documents were submitted to the City of Sunnyvale in January 2017 resulting in the City of Gilroy Police Department receiving an award of $81,099 during FY17. ANALYSIS At the time the BSCC City Law Enforcement Grant funds were received in the winter of 2017, the City was completing the final year of CalGRIP. In addition, new funding became available to the City from the County of Santa Clara in two separate service agreements that supported both the South County Youth Task Force (SCYTF) and the City’s East Gilroy neighborhoods. Both CalGRIP and the County agreements specified implementation requirements and timelines for expending funding that required staff to focus their primary efforts on closing out the CalGRIP grant and implementing deliverables of the County agreements. Failure to meet these timelines would risk the loss of funding the City was entitled through these State and County programs. Because the newly received BSCC City Law Enforcement grant did not contain an expiration date for expending funds, staff made the strategic decision to delay implementation of the grant program until CalGRIP and County funding sources were expended first. Therefore, the BSCC City Law Enforcement Grant funds were not appropriated to the City’s operating budget at the time they were received. In order to begin implementation of the program deliverables specified in the BSCC City Law Enforcement Grant in FY20, City Council action is required to appropriate the grant funds into the proposed FY20 Operating Budget. The proposed FY20 budget appropriation is as follows: Miscellaneous Police Department Grant Fund – 249 Department – 1400 Program – 6315 Account Budgeted Amount Title 4120 $ 5,000 Wages/Part Time 4130 $ 17,500 Overtime 4206 $ 13,599 Support Services 4215 $ 15,000 Contractual Services 4221 $ 2,000 Office/Computer Supplies 6.H Packet Pg. 142 6.C.b Packet Pg. 22 Attachment: BSCC 249 STAFF REPORT (2550 : Resolution to PD Fund 249 for $81,099) 4265 $ 25,000 Program Expenses 4320 $ 3,000 Equipment/Furniture $ 81,099 ALTERNATIVES 1. Approve appropriation of the Board of State and Community Corrections City Law Enforcement Grants funds for $81,099 into the proposed Fiscal Year 2020 Operating Budget under the Miscellaneous Police Department Grants Fund, fund 249. STAFF RECOMMENDS THIS ALTERNATIVE 2. Reject approval to appropriate the Board of State and Community Corrections City Law Enforcement Grant funds for $81,099 into the proposed Fiscal Year 2020 Operating Budget. Funds would not be available to support programs. STAFF DOES NOT RECOMMEND THIS ALTERNATIVE FISCAL IMPACT/FUNDING SOURCE Approval of this action would increase funding to the Police Departments Miscellaneous Police Department Grants Fund for FY20 for $81,099 Attachments: 1. Misc PD Grant Fund Resolution FY20 6.H Packet Pg. 143 6.C.b Packet Pg. 23 Attachment: BSCC 249 STAFF REPORT (2550 : Resolution to PD Fund 249 for $81,099) RESOLUTION NO. 2019-XX RESOLUTION NO. 2019-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY AMENDING THE BUDGET FOR THE CITY OF GILROY FOR FISCAL YEAR 2019-2020 IN THE MISCELLANEOUS POLICE DEPARTMENT GRANTS FUND AND APPROPRIATING PROPOSED EXPENDITURE AMENDMENTS WHEREAS, the City Administrator prepared and submitted to the City Council a budget for the City of Gilroy for Fiscal Years 2019-2020 and 2020-2021, and the City Council carefully examined, considered and adopted the same on June 3, 2019; and WHEREAS, City Staff has prepared and submitted to the City Council a proposed amendment to said budget for Fiscal Year 2019-2020 for the City of Gilroy in the staff report dated June 17, 2019 for the Miscellaneous Police Department Grants Fund, appropriating funding previously received from the Board of State and Community Corrections; and WHEREAS, the City Council has carefully examined and considered the same and is satisfied with said budget amendments. NOW, THEREFORE, BE IT RESOLVED THAT appropriations in the Miscellaneous Police Department Grants Fund, Fund 249, are hereby increased by $81,099 for Fiscal Year 2019-2020. PASSED AND ADOPTED this 17th day of June, 2019 by the following roll call vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: APPROVED: ___________________________ 6.H.a Packet Pg. 144 Attachment: Misc PD Grant Fund Resolution FY20 (2249 : Appropriation of Board of State and Community Corrections Grant award of $81,099)6.C.b Packet Pg. 24 Attachment: BSCC 249 STAFF REPORT (2550 : Resolution to PD Fund 249 for $81,099) RESOLUTION NO. 2019-XX ATTEST: Roland Velasco, Mayor _________________________ Shawna Freels, City Clerk 6.H.a Packet Pg. 145 Attachment: Misc PD Grant Fund Resolution FY20 (2249 : Appropriation of Board of State and Community Corrections Grant award of $81,099)6.C.b Packet Pg. 25 Attachment: BSCC 249 STAFF REPORT (2550 : Resolution to PD Fund 249 for $81,099) City of Gilroy STAFF REPORT Agenda Item Title: Council Appointment of Members to Serve in Regional Representative Seats and Suggested Appointees to Serve on the Gilroy Economic Development Corporation Board, Gilroy Downtown Business Association Board and Visit Gilroy California Welcome Center Gilroy Board Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: City Council Submitted By: Roland Velasco Prepared By: Shawna Freels Shawna Freels Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Neighborhood Services ☐ Enhanced Public Safety ☐ Workforce Stability ☐ Public Engagement RECOMMENDATION Appoint Council Members to serve on regional representative seats and suggested appointees to serve on the Gilroy Economic Development Corporation Board, Gilroy Downtown Business Association Board and Visit Gilroy California Welcome Center Gilroy Board. BACKGROUND Annually each year the Council selects members to serve as representatives to various regional organizations and agencies including: 6.D Packet Pg. 26  ABAG  Cities Association Santa Clara County Board of Directors  Economic Development Corporation Board (suggested for EDC Board appointment)  Gilroy Youth Task Force  Gilroy Downtown Business Association Board (suggested for GDBA Board appointment)  Gilroy Gardens Board of Directors  Gilroy Sister Cities Association  Historic Heritage Committee  Recycling and Waste Reduction Commission  Santa Clara County Expressway Plan 2040 Policy Advisory Board  Santa Clara Co. Library Joint Powers Authority  Santa Clara Valley Water Committee  Santa Clara Valley Water District Joint Council-SCRWA–Board Water Resources Committee  Santa Clara Valley Habitat Agency Governing Board  Santa Clara Valley Habitat Agency Implementation  Silicon Valley Regional Interoperability Authority  Silicon Valley Clean Energy Authority Joint Powers Authority Board  South County Regional Wastewater Authority  South County Joint Planning Advisory Committee  South County United for Health  South County Youth Task Force Policy  Street Naming Committee  Valley Transportation Authority Board of Directors (alternate)  Valley Transportation Authority Committee for Transit Accessibility, IV Representative.  Valley Transportation Authority Mobility Partnership  Valley Transportation Authority South County City Group  Valley Transportation Authority Policy Advisory Committee  Visit Gilroy California Welcome Center Gilroy Board (suggested for Visit Gilroy Board appointment) CITY COUNCIL SUB-COMMITTEES  Unreinforced Masonry Building (URM) Task Force Sub-Committee  California High Speed Rail Sub-Committee  Downtown Gilroy Station Area Plan  General Plan Advisory Committee Suggested appointees to serve on the Gilroy Economic Development Corporation Board, Gilroy Downtown Business Association Board and Visit Gilroy California Welcome Center Gilroy Board are recommendations only, and each of these Boards independently makes their appointment decision. Each organization has been contacted and will agendize the appointment at their next meeting. 6.D Packet Pg. 27 CONCLUSION This evening the Council is confirming the members to serve in these representative seats. Attachments: 1. DRAFT Council Member Representative Boards 2020 w-sub committees 6.D Packet Pg. 28 Key – a comma between names denotes the member, then the alternate; a backslash between names denotes more than one seated member on the respective board/committee. DRAFT for approval 1/6/2020 CITY OF GILROY CITY COUNCIL REPRESENTATIVES & ADVISORY COMMITTEES Organization/Board Representative & Alternate ABAG (510) 464-7900 Leroe-Muñoz, Blankley ABAG is the official comprehensive planning agency for the San Francisco Bay area region. ABAG's mission is to strengthen cooperation and coordination among local governments. In doing so, ABAG addresses social, environmental, and economic issues that transcend local borders. (General Assembly meetings are held in the spring and fall each year) CalTrain Policy Group (650) 508-6493 Tucker, Leroe-Muñoz The Local Policy Maker Group (LPMG) meets every month on the fourth Thursday at 5:30 p.m. in the Edward J. Bacciocco Auditorium located on the second floor at SamTrans Administrative Offices, 1250 San Carlos Ave., San Carlos. The office is located two blocks west of the San Carlos Caltrain Station Cities Association Santa Clara Co. Bd. of Directors 730-7770 Blankley, Tucker The Santa Clara County Cities Association was formed to represent the mutual interests of the diverse 15 cities in Santa Clara County, to present a unified voice for the cities in dealing with agencies, organizations and various levels of government. (Meets the 2nd Thursday of each month at 7:00 p.m., Sunnyvale City Hall) Economic Development Corporation Board 847-7611 Velasco/Blankley (Suggested for EDC Board appointment) The Economic Development Corporation was formed to achieve Gilroy’s long range goal of continuing economic vitality. Economic development services include: site selection assistance, project facilitation, incentive packages, finance referrals, permit coordination/streamlining, technical assistance, market research, and training programs and grants. (Meets the 2nd Wednesday of each month at 7:30 a.m., Gilroy Chamber Board Room) Gilroy Downtown Business Assoc. Board 607-2491 Marques, Bracco (Suggested for GDBA Board appointment) The purposes of the corporation are to stimulate economic development through organization (encouraging cooperation and building leadership in the business community); promotion (creating a positive image for downtown by promoting the downtown as an exciting place to live, shop and invest); design (improving the appearance of downtown); economic restructuring (strengthening and expandi ng the economic base of the downtown) and to receive, administer and distribute funds in connection with any activities related to the above purposes. (Meets 1st Tuesday of each month at 6:00 p.m. at the Gilroy Downtown Business Association Office, 7780 Monterey St.) Gilroy Gardens Board of Directors 840-7100 Marques Gilroy Gardens Board of Directors is a non-profit educational institution whose mission is to educate and inspire families, especially children, to appreciate horticulture and the importance of trees in our lives by providing fun and memories in a beautiful garden setting. (Meets the 2nd Thursday of each month from 3-5 p.m., Gilroy Gardens Operations Office Board Room) 6.D.a Packet Pg. 29 Attachment: DRAFT Council Member Representative Boards 2020 w-sub committees (2562 : Council Appointments to Representative Seats) Key – a comma between names denotes the member, then the alternate; a backslash between names denotes more than one seated member on the respective board/committee. DRAFT for approval 1/6/2020 Gilroy Sister Cities Association 607-2672 Blankley, Bracco The association furthers positive relations under the umbrella of Sister Cities International, funding and arranging student exchanges and tours of dignitaries from Gilroy’s six sister cities from the countries of Japan, France, Italy, Portugal, Mexico and Palau to foster deeper cross-cultural understanding and global cooperation towards sustainable economic and community development . (Meets the 2nd Tuesday of each month at 6:00 p.m., at Brownell School) Gilroy Youth Task Force 846-0310 Leroe-Muñoz, Blankley The specific purpose of this corporation is to eliminate illegal gang activity, graffiti and illegal alcohol and drug sales, distribution, and use within the Gilroy area and to provide the education, the skills and community activities to promote a drug and gan g free lifestyle, in order to maintain and enhance the quality of life in Gilroy. (Meets annually in January at the Gilroy Senior Center Meeting Room) Historic Heritage Committee 846-0440 Leroe-Muñoz, Velasco The purpose of the Historic Heritage Committee is to act as an advisory board to the City Council and Planning Commission on issues relating to the identification, protection, retention and preservation of historic sites and historic neighborhoods in the City of Gilroy. (Meets the 3rd Wednesday of each month at 4:30 p.m., City Council Chambers, City Hall) Recycling and Waste Reduction Commission 282-3180 Tovar The 10 member commission serves as the principal advisory body to City Councils and the Board of Supervisors on countywide solid waste planning issues and meets the 4th Wednesday of every even numbered month at 5:30 p.m. in the Board Chambers at the County Government Center, 70 West Hedding Street, 1st Floor, San Jose. (Morgan Hill serves as Alternate) Santa Clara Co. Expressway Plan 2040 Policy Advisory Bd. 573-2438 Tovar The PAB provides an elected officials’ forum for policy input to the Expressway Plan 2040 – a long range plan for the eight county expressways and transportation corridor (Meets 5 times per year at 6:30 p.m., SCC Board of Supervisors Chambers, 70 W. Hedding St. San Jose.) Santa Clara Co. Library Joint Powers Authority 293-2326 x 3090 Bracco, Tovar Provides policy direction and governance for the Santa Clara County Library District and oversees the County library budget, services and programs for the service areas. (Meets the 4th Thursday of the months of: January, February, April, October, and the 1st Thursday in June at 1:30 p.m., County Library Admin Office, 14600 Winchester Blvd., Los Gatos) SC Valley Habitat Agency Governing Board 779-7261 Tucker/Velasco, Marques The SC Valley Habitat Agency established a two-tiered governance structure, consisting of a Governing Board and an Implementation Board. The four Local Partners (Santa Clara County, Gilroy, Morgan Hill and San Jose) form the Governing Board for the Implementing Agency. (meets a minimum of twice annually the third Thursday of March and September at 4 p.m. at 535 Alkire Ave Suite 100, Morgan Hill, CA 95037 SC Valley Habitat Agency Implementation Board 779-7261 Tucker/Velasco, Marques The SC Valley Habitat Agency Implementation Board is comprised of the four Governing Board members, together with two Habitat Plan permittees, the Santa Clara Valley Water District and VTA. The Board oversees the majority of the operations of the Habitat Agency. Meets the third Thursday of even numbered months at 4 pm. at 535 Alkire Ave Suite 100, Morgan Hill, CA 95037 Santa Clara Valley Water Commission 630-2883 Leroe-Muñoz, Tovar The Water Commission assists the Board with issues pertaining to water supply and water quality, as well as policy matters that are of interest to the cities and Santa Clara County. (Meets quarterly Jan, April, July and October from 12:00 p.m. – 2:00 p.m., SCVWD Board Room.) 6.D.a Packet Pg. 30 Attachment: DRAFT Council Member Representative Boards 2020 w-sub committees (2562 : Council Appointments to Representative Seats) Key – a comma between names denotes the member, then the alternate; a backslash between names denotes more than one seated member on the respective board/committee. DRAFT for approval 1/6/2020 SCVWD Joint Council-SCRWA–Board Water Resources Comm 630-2408Bracco/Blankley This 6 member Committee shall advance common South County water interests and receive input on future needs for groundwater management in the Llagas groundwater sub-basin; facilitate policy discussion and sharing of technical information on water supply planning for South County; identify demand for recycled water and share technical information on its use, and implement the South County Recycled Water Master Plan. (Meets quarterly at SCRWA Treatment Plant) Silicon Valley Regional Interoperability Authority Board Leroe-Muñoz The nine person SVRIA Board of Directors provide strategic guidance to staff and the Working Committee, review and approve the annual budget, hire the Executive Director and General Counsel, and provide oversight to SVRIA activities. The Silicon Valley Regional Interoperability Authority (SVRIA) exists to identify, coordinate and implement communications interoperability solutions to its member agencies to seamlessly integrate voice and data communications between law enforcement, fire and rescue service, emergency medical services and emergency management for routine operations, critical incidents and disaster response and recovery. SVRIA also provides strategic planning support for its members. (Meets quarterly in March, June, September and November) Silicon Valley Clean Energy Authority JPA Board 721-5301 Tovar, Marques Twelve communities in Santa Clara County formed a Joint Powers Agency named the Silicon Valley Clean Energy Authority (SVCE), a local non-profit public agency that will run a Community Choice Energy (CCE) program. (Meetings are held on the second Wednesday of each month at 7:00 pm at the Santa Clara County Board Room located at 70 W Hedding St in San Jose). South County Regional Wastewater Authority 848-0480 (SCRWA) Bracco/Blankley/Tovar, Velasco Serves as the governing body of the Authority which provides the treatment and disposal of wastewater and recycled water for the cities of Gilroy and Morgan Hill. (Meets the 1st Wednesday of each month at 8:00 a.m., SCRWA Treatment Plant) South County Joint Planning Advisory Committee 299-5749 Velasco, Bracco The South County Joint Area Plan is a comprehensive set of policies focusing on issues common to the jurisdictions of Morgan Hill, Gilroy and Santa Clara County for the south county area. A standing committee with representatives from each jurisdiction which meets several times each year to discuss and review policy matters and development proposals of regional significance. (Meets the 2nd Thursday of February, June and October at 7:00 p.m., Morgan Hill Council Chambers) South County United for Health 299 – 5010 Tovar Comprised of the members of Gilroy and Morgan Hill promotes the health benefits (physical/mental) of existing programs and activities for park users and addresses active & safe Transportation to increase the number of people walking/riding bikes to school/work along with other healthy life choices (Meets 4 times per year from 10 a.m. at the Morgan Hill Community Center) South County Youth Task Force Policy Team Leroe-Muñoz, Bracco Formed to address the influences and impacts of gangs on south county youth and their communities to reduce juvenile delinquent behaviors, reduce recruitment of youth into gangs, and reduce gang violence within the boundaries of Gilroy, Morgan Hill and the unincorporated County areas of San Martin. (Meets the 1st Thursday of even-numbered months 1:30-3:30 p.m., alternating between Gilroy and Morgan Hill). Street Naming Committee 846-0440 Bracco/Tucker/Tovar Recommends street names to the City Council for new City of Gilroy general planned collectors, arterials and expressways and recommends proposed changes to existing street names. (Meets Thursdays as needed, 9:30 a.m., Planning Conf. Room, City Hall) 6.D.a Packet Pg. 31 Attachment: DRAFT Council Member Representative Boards 2020 w-sub committees (2562 : Council Appointments to Representative Seats) Key – a comma between names denotes the member, then the alternate; a backslash between names denotes more than one seated member on the respective board/committee. DRAFT for approval 1/6/2020 Visit Gilroy Board 842-6436 Tucker (Suggested for Visit Gilroy Board appointment) The Welcome Center is in place to enhance the image and economy of the City by marketing the city and assisting to facilitate a viable business community. (Meets the 3rd Thursday of each month at 8:00 a.m., in various Gilroy locations) VTA Board of Directors 321-5680 Blankley (alternate) (Gilroy-Morgan Hill rotation) VTA Board of Directors sets VTA policy, amends the VTA Administrative Code, supports or opposes state or federal legislation, adopts the annual VTA budget, approves collective bargaining agreements and recommends major capital improvement projects to the appropriate regional, state and federal funding authorities. (Meets the 1st Thursday of each month at 5:30 p.m., SCC Board of Supervisors Chambers, 70 W. Hedding St. San Jose.) VTA Committee for Transit Accessibility, IV Rep. 321-5680 Tovar, Marques The Committee for Transit Accessibility advises the Board on bus and rail accessibility issues, paratransit service, public facilities and programs and VTA's efforts to fully comply with the federal Americans with Disabilities Act regulations. (Meets quarterly the 2nd Wednesday of the month at 1 p.m., Bldg A Auditorium, VTA 3331 N. First Street, San Jose) VTA Mobility Partnership 321-5907 Leroe-Muñoz/Velasco Comprised of San Benito Co. Board Members, Gilroy, Hollister and Morgan Hill Council Members and VTA technical staff to jointly look at the highway 152 and 25 corridors. (Meets bi-monthly in Gilroy City Council Chambers) VTA South County City Group 321-5858 Blankley, Velasco The Cities of Gilroy and Morgan Hill represent the interests of the cities to the VTA Policy Advisory Committee (Meets the 1st Tuesday of the month rotating between Gilroy and Morgan Hill) VTA Policy Advisory Committee 321-5680 Blankley, Tovar The PAC ensures that all jurisdictions within the county have access to the developmen t of VTA's policies. (Meets the 2nd Thursday of each month at 4:00 p.m. in Conference Room B104, VTA River Oaks Campus, San Jose) CITY COUNCIL SUB-COMMITTEES General Plan Advisory Committee Tucker/Velasco URM Task Force Sub-Committee Marques/Velasco California High Speed Rail Sub-Committee TBD Downtown Gilroy Station Area Plan TBD 6.D.a Packet Pg. 32 Attachment: DRAFT Council Member Representative Boards 2020 w-sub committees (2562 : Council Appointments to Representative Seats) City of Gilroy STAFF REPORT Agenda Item Title: Selection of Mayor Pro Tempore Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: City Council Submitted By: Roland Velasco Prepared By: Roland Velasco Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Neighborhood Services ☐ Enhanced Public Safety ☐ Workforce Stability ☐ Public Engagement RECOMMENDATION Appointment of Council Member Cat Tucker as Mayor Pro Tempore. BACKGROUND At this first meeting of 2020, I have selected Council Member Cat Tucker to serve as Mayor Pro Tempore. 6.E Packet Pg. 33 City of Gilroy STAFF REPORT Agenda Item Title: Claim of John Baumgardner (The City Administrator recommends a “yes” vote under the Consent Calendar shall constitute the denial of the claim) Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: Human Resources Department Submitted By: LeeAnn McPhillips Prepared By: LeeAnn McPhillips Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Neighborhood Services ☐ Enhanced Public Safety ☐ Workforce Stability ☐ Public Engagement RECOMMENDATION Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal counsel, this claim is recommended for rejection. EXECUTIVE SUMMARY Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal counsel, the following claim is submitted to the City Council for rejection at the January 6, 2020 meeting: Claim of John Baumgardner Attachments: 6.F Packet Pg. 34 1. Claim of John Baumgardner 6.F Packet Pg. 35 6.F.a Packet Pg. 36 Attachment: Claim of John Baumgardner (2584 : Claim of John Baumgardner) 6.F.a Packet Pg. 37 Attachment: Claim of John Baumgardner (2584 : Claim of John Baumgardner) City of Gilroy STAFF REPORT Agenda Item Title: Claim of Guadalupe Cisneros (The City Administrator recommends a “yes” vote under the Consent Calendar shall constitute the denial of the claim) Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: Human Resources Department Submitted By: LeeAnn McPhillips Prepared By: LeeAnn McPhillips Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Neighborhood Services ☐ Enhanced Public Safety ☐ Workforce Stability ☐ Public Engagement RECOMMENDATION Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal counsel, this claim is recommended for rejection. EXECUTIVE SUMMARY Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal counsel, the following claim is submitted to the City Council for rejection at the January 6, 2020 meeting: Claim of Guadalupe Cisneros Attachments: 6.G Packet Pg. 38 1. Claim of Guadalupe Cisneros 6.G Packet Pg. 39 6.G.a Packet Pg. 40 Attachment: Claim of Guadalupe Cisneros (2585 : Claim of Guadalupe Cisneros) 6.G.a Packet Pg. 41 Attachment: Claim of Guadalupe Cisneros (2585 : Claim of Guadalupe Cisneros) 6.G.a Packet Pg. 42 Attachment: Claim of Guadalupe Cisneros (2585 : Claim of Guadalupe Cisneros) City of Gilroy STAFF REPORT Agenda Item Title: Amendment to the Agreement with Dewberry Architects, Inc. in the Amount of $60,205 for the Design of the Development Services Center, Project No. 19-RFP-PW -429 Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: Public Works Department Submitted By: Girum Awoke Prepared By: Girum Awoke Julie Oates Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization  Economic Development ☐ Neighborhood Services ☐ Enhanced Public Safety ☐ Workforce Stability ☐ Public Engagement RECOMMENDATION Approve an amendment to the agreement with Dewberry Architects, Inc. in the amount of $60,205 for the development services center project, project no. 19-RFP-PW -429, and authorize the City Administrator to execute the amendment and associated documents. EXECUTIVE SUMMARY In spring 2019 Council approved a project to remodel the old Police Department building (City Hall Annex) to serve as a Development Review Services (DSC) center. In September 2019, Council approved a contract with Dewberry Architects, Inc. for the design of the DSC. Design work began in late September 2019 and is currently at semi - final design stage. 7.A Packet Pg. 43 Staff requests Council’s approval of additional project budget in the amount of $60,205 to fund additional design services for the project which are summarized as follows: Additional Design Services Cost 1. Design Charrette and East Wing $21,539 2. Systems Furniture Design $30,620 3. Hazardous Materials Abatement / Removal Documentation $7,285 4. Title 24 Calculations and Documentation $5,796 5. Main Electrical Power Upgrade $17,050 6. Fire Protection Riser and Storefront Glazing $6,000 7. Potential Unforeseen Design Issues $15,000 Total Additional Design Services $103,290 Already Approved (Contingency) ($43,085) Total Contract Amendment Request $60,205 BACKGROUND The Development Services Center (DSC) project involves remodeling the old police department building (City Hall Annex) to serve as a customer service center. The project will provide the necessary office space for staff to conduct work more efficiently and will enhance the City’s customer service functions by providing a facility where residents, businesses, and developers can go to obtain required licenses and permits. On September 3, 2019, Council approved a contract with Dewberry Architects, Inc. (Dewberry) in the amount of $215,423 for the design of the DSC. Council also approved a project contingency of $43,085 (20%) and authorized the City Administrator to execute the agreement and related documents, including amendments, up to the contingency amount. Dewberry began the design of the DSC on September 25, 2019. When this agenda item was presented to Council staff mentioned the reason for the higher than normal contingency (10%) was because staff had reason to believe certain unknowns would arise during the design phase since we are remodeling an old building. ANALYSIS This contract amendment includes additional funds for Dewberry to perform additional design services for the DSC project that were not included in the original scope of work. A description of the need for additional design services is provided below: Additional Design Services: $21,539 7.A Packet Pg. 44 Dewberry’s original scope only included design and construction documents for remodeling the west wing of the City Hall Annex (parts of the building currently unoccupied or not used for any purposes). Based on the initial space programming exercises and the design charrette, it became apparent that the west wing of the City Hall Annex would not be large enough to provide a suitable customer service area and the necessary office space for staff. As a result, staff explored and confirmed that a portion of the east wing of the building could be added to the scope, which would allow enough space for the necessary improvements. This contract amendment includes additional contract funds for Dewberry to incorporate a portion of the east wing into the design and permit/construction documents, which will require:  Additional Space Planning  Adding New Area to Demolition Plans  Incorporating New Area into Permit / Contract Documents  Adding New Area to Reflected Ceiling Plans  Door and Room Finish Schedules  Documentation of HVAC Requirements on Mechanical Plans  Adding New Area to Electrical and Telecommunications Drawings  Relocating Fire Sprinkler Heads  Site Visit to Survey Electrical Panel Capacity to Serve New Area  Additional Project Cost Estimates In addition, per the original scope, Dewberry submitted four alternative conceptual plans on October 25, 2019. In order to provide the most efficient review and quickest turnaround time, staff requested that Dewberry conduct an “in-person” design charrette with staff at City Hall to provide immediate feedback from the project team. Dewberry conducted the in-person design charrette on October 28, 2019. The design charrette was highly effective and allowed Dewberry Architects to submit a revised conceptual plan on the same day. The additional work also included Dewberry preparing a “REVIT” model (digital, 3-dimensional representation of the schematic plans) and planning tools prior to the design charrette, as well as travel expenses. This contract amendment includes budget to compensate Dewberry for the in-person design charrette. Systems Furniture: $30,620 In order to expedite the construction of improvements and installation of office furniture and accessories, thereby facilitating immediate relocation and occupancy, staff has directed Dewberry to provide additional design services to prepare construction documents for new systems furniture for the project. This will include:  Space Plan Development  Selection of Furniture and Furniture Finishes  Contract Documents for Furniture 7.A Packet Pg. 45  Consultation with Dewberry Team on Electrical / Data  Construction Observations / Furniture Punch List The project specifications will include material type, size and arrangement for office furniture. Hazardous Material Abatement / Removal Documentation: $7,285 Staff requested that Dewberry retain the services of a specialty consultant to prepare specifications and drawings for the removal of hazardous materials within the City Hall Annex building. The locations and types of hazardous materials to be removed are documented in reports prepared for the City in April 2019. Title 24 Calculations and Documentation: $5,796 Given the limited amount of lighting available in the existing building, staff requested Dewberry to explore the possibility of adding windows and rooftop solar tubes to allow natural light into the building, which will result in a more inviting and energy efficient facility. These modifications to the exterior shell will require preparation of Title 24 documents to show compliance with the 2016 California Energy Code. Main Electrical Power Upgrade: $17,050 The Electrical Engineer for the project has identified the need to upgrade the main electrical services to the building because the existing electrical service will not support the existing and new equipment loads associated with the renovation project. This will require an additional site visit, updated site plan background, power provisions for the added scope, coordination with PG&E, a short circuit analysis, and additional Title 24 requirements. Fire Protection Riser and Storefront Glazing: $6,000 The Mechanical Engineer for the project has identified the possible need to upgrade the fire protection riser to provide fire sprinklers in the west wing of the building. In addition, staff has requested Dewberry investigate the possibility of providing storefront glazing at the front entrance of the building in an effort to make the building more customer friendly and welcoming. The cost for these design features is estimated at $6,000. Potential Unforeseen Design Issues - $15,000 Due to the age of the existing building, there is still the potential that additional unforeseen design issues may arise during the final design stage or bidding process. Staff is therefore requesting an additional “not-to-exceed” budget of $15,000 for these potential unforeseen issues that may require designer involvement. ALTERNATIVES 7.A Packet Pg. 46 1. Council may choose to approve the contract amendment with Dewberry Architects and increase the project budget by $60,205. STAFF RECOMMENDS THIS ALTERNATIVE such that design activities continue without interruption and final plans and specifications are developed in a timely manner. 2. Council may choose to deny the contract amendment with Dewberry Architects. This would delay the project or result in a deficient design. In addition, a new scope of work needs to be developed and a new solicitation put out for the additional scope which will cause a delay in the project up to 3-4 months. STAFF DOES NOT RECOMMEND THIS ALTERNATIVE. FISCAL IMPACT/FUNDING SOURCE The estimated cost of the additional design services is $103,290. However, Council already approved a project contingency of $43,085 at the September 3, 2019 Council meeting, and authorized the City Administrator to execute the agreement and related documents, including amendments, up to the contingency amount. Funds for the Development Services Center have been identified and are available in the current Public Facilities Development Impact fund budget. Therefore, staff is requesting Council to approve additional funds in the amount of $60,205 to for the remainder of the additional design services. Attachments: 1. Amendment with DAI including proposal 12-27-19 7.A Packet Pg. 47 -1- 4845-8215-5540v1 MDOLINGER\04706083 FIRST AMENDMENT TO DEVELOPMENT REVIEW SERVICES CENTER DESIGN AGREEMENT WHEREAS, the City of Gilroy, a municipal corporation (“City”), Dewberry Architects Inc., entered into that certain agreement entitled Development Services Center Design Agreement, effective on September 25, 2019 hereinafter referred to as “Original Agreement”; and WHEREAS, City and Dewberry Architects Inc., have determined it is in their mutual interest to amend certain terms of the Original Agreement. NOW, THEREFORE, FOR VALUABLE CONSIDERATION, THE PARTIES AGREE AS FOLLOWS: 1. ARTICLE 3, “A. Specific Services” - Exhibit "B" (" Scope of Services") of the Original Agreement shall be amended to include the following (proposal attached): • Additional Design Services for space planning and final design of portions of the “East- Wing” of the Annex building • Design charette with Development Services staff • Office furniture and accessories • Hazardous Material Abatement / Removal Documentation • Title 24 (Energy Efficiency) Calculations and Documentation • Power service main Electrical Power Upgrade • Fire Protection Riser and Storefront Glazing 2. ARTICLE 4, “A. Consideration” - In consideration for the services to be performed by CONSULTANT, CITY agrees to pay CONSULTANT the amounts set forth in Exhibit "D". In no event however shall the total compensation paid to CONSULTANT exceed $318,713. 3. This Amendment shall be effective on January 6, 2020. 4. Except as expressly modified herein, all of the provisions of the Original Agreement shall remain in full force and effect. In the case of any inconsistencies between the Original Agreement and this Amendment, the terms of this Amendment shall control. 5. This Amendment may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties have caused this Amendment to be executed as of the dates set forth besides their signatures below. CITY OF GILROY Dewberry Architects Inc., By: By: [signature] [signature] [employee name] [name] 7.A.a Packet Pg. 48 Attachment: Amendment with DAI including proposal 12-27-19 (2568 : Contract Amendment #1 for Dewberry Architects, Inc.) -2- 4845-8215-5540v1 MDOLINGER\04706083 [title/department] [title] Date: Date: Approved as to Form ATTEST: City Attorney City Clerk 7.A.a Packet Pg. 49 Attachment: Amendment with DAI including proposal 12-27-19 (2568 : Contract Amendment #1 for Dewberry Architects, Inc.) Page 1 of 4 November 19, 2019 Revised November 27, 2019 Ms. Julie H. Oates Engineer I – Capital Improvement Projects Department of Public Works City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 RE: Old Police Department Building Renovation for Development Review Services Center Dewberry Additional Service Request #01 Dear Ms. Oates, Dewberry Architects Inc. (DAI) is submitting for your approval ASR#1 which covers the following additional scope items request by the City of Gilroy’s via emails dated October 25, 2019 and November 11, 2019: 1. Dewberry’s Architectural Designer to participate in person design charrette meeting with City of Gilroy staff. The design charrette meetings occurred on Monday October 10, 2019. 2. Add new inspector office area, located in eastern portion of building, into Design & Permit/Construction documents 3. Prepare design & construction documents for new Systems Furniture. 4. Prepare documents for Hazardous Materials Abatement/Removal. 5. Prepare Title 24 Calculations & Documentation. Additional Design Services – In Person Attendance in Design Charrette meeting: Dewberry’s original fee proposal was based upon Dewberry participation in a Design Charrette via WebEx call. City of Gilroy asked if Dewberry’s Senior Architectural Designer could attend the Design Charrette in person. Dewberry’s Designer in person interaction with City staff would help expedite the process to finalize a conceptual floor plan. Scope of additional work also includes Dewberry preparing REVIT model and planning tools prior to the Design Charrette meeting. Additional cost include travel time and expenses for a rental car. Additional Design Services - New City Inspector Office area – East Wing: During the design charrette meeting City requested relocating the City inspector’s office workstations to a vacant office area located in the eastern portion of the building. Dewberry’s original proposed was based upon design and documentation work limited to the western portion of the building. Dewberry scope of work for adding the new office area involves: initial space planning for inspector office area; adding new area to demolitions plans; incorporating new inspector office area into permit/contract documents; adding new area to reflected ceiling plans, door and room finish schedules; documentation of HVAC requirements on mechanical plans; adding new area to electrical & telecommunications drawings; relocating fire sprinkler heads. New inspector office area will be added to project cost estimate. Electrical engineer will conduct a site visit to survey the electrical panel capacity to serve the new inspector office area. Systems Furniture: City of Gilroy has asked Dewberry to include additional design services to preparing construction documents for new systems furniture within the new DSC office area and new Inspector office area. Scope of work includes: 1. Space Plan Development: 7.A.a Packet Pg. 50 Attachment: Amendment with DAI including proposal 12-27-19 (2568 : Contract Amendment #1 for Dewberry Architects, Inc.) Ms. Julie H. Oates Department of Public Works City of Gilroy DSC Renovation – ASR #1 November 27, 2019 - Revised Page 2 of 4 A. Set up one-day tour of completed office spaces to allow City Representatives to view possible work station furniture configurations. Tours to be limited to southern Bay Area region. B. Meeting with City Representatives to identify specific requirements for systems furniture work stations. C. Review space program. D. Utilizing workstation adjacency concept plan already developed. E. Develop furniture budget, scope and quality level. F. Generate furniture plans. G. Develop and review furniture manufacturers. 2. Selection of Furniture and Furniture Finishes: A. Generate layouts and preliminary specifications. B. Provide preliminary cost comparisons and support soliciting quotes from local furniture Dealerships. C. Prepare preliminary fabric and color selections of workstations. D. Meetings in person with City representatives. 3. Contract Documents for Furniture: A. Finalize furniture plans. B. Prepare final plans and specifications for bidding furniture. C. Furnish documents to bidders. D. Assist with award of contract. E. Review shop drawings, color and finish samples. F. Coordinate installation drawings with dealership. 4. Consultation with Dewberry team on electrical/ data A. Coordinate and consult with electrical engineering. 5. Construction Observation/ Furniture Punch List A. Site visit during furniture installation. B. Furniture Punch List. Hazardous Material Abatement/Removal Documentation: Per City of Gilroy request Dewberry shall retain the services of a specialty consultant to prepare specifications and drawings for the removal of hazardous materials with the existing Old Police Building. With the approval of ASR#01 Dewberry will retain the services of SCA Environmental. It is our understanding the location and types of hazardous materials to be removed are located per reports commissioned by the City. These reports include “Asbestos Survey” report prepared by Benchmark, dated April 10, 2019 and “Other Material Inventory Assessment” Report prepared by Benchmark, dated April 10, 2019. SCA Environmental shall perform the following services: 1. Prepare detailed hazardous materials abatement plans and specifications. A. Specification Section include: i. Section 00 31 26 Existing Hazardous Materials Information ii. Section 02 26 00 Asbestos and Lead Work Plan iii. Section 02 82 33 Removal and Disposal of Materials Containing Asbestos iv. Section 02 83 33 Removal and Disposal of Materials Containing Lead (as applicable) B. Plans to include CAD generated floor plans noting location of reported hazardous materials and notation for removal requirements. 7.A.a Packet Pg. 51 Attachment: Amendment with DAI including proposal 12-27-19 (2568 : Contract Amendment #1 for Dewberry Architects, Inc.) Ms. Julie H. Oates Department of Public Works City of Gilroy DSC Renovation – ASR #1 November 27, 2019 - Revised Page 3 of 4 2. The following items are not include in SCA’s base service, but can be added as additional services: A. Abatement cost estimates. B. Abatement monitoring services. C. Preparation of draft and final copies of deliverables or changes to deliverables based on review by others. D. Collection and analysis of air samples. E. Notification of, or negotiation with regulatory agencies on your office's behalf; these items are normally handle by the Abatement Contractor under the terms of the specifications. F. Preparation of employee and/or tenant notifications of asbestos survey results as required under the Connelly Bill. G. Asbestos awareness training of janitorial and maintenance staff as required under the OSHA and ASHARA regulations. H. Survey and abatement monitoring scope outside the assumptions addressed herein due to schedule extensions, access delays, increase scope of renovations or demolition, etc. Title 24 Calculations & Documentation: The original scope of the Development Service Center Renovation project did not include any modifications to the building exterior shell. During the development of the project design the City has requested the possible inclusion of exterior windows and rooftop solar tubes. These modifications to the building exterior shell will require preparation of Title 24 documents to show compliance with 2016 California Energy Code. Dewberry’s Design Team will provide the following design/engineering services: 1. Design modifications to building exterior shell adding exterior windows and solar tubes. 2. Selection of exterior window glazing and solar tubes to comply with energy codes and Title 24 calculations. 3. Perform calculations and prepare compliance documentation for the City of Gilroy Development Services Center Renovation project. The documentation shall be as required by the 2016 CA Energy Code and will reflect the design of the Architect of Record. 4. Mechanical Engineer to advise the design team on the necessary mandatory measures and design features necessary for the project to comply with the 2016 CA Energy Code. 5. Respond to plan review comments as necessary. 6. It is expected that the project will require a Performance Method compliance approach. 7. This proposal covers the Architecture/Envelope system. Compliance of other building systems (Electrical) is excluded. FEES The proposed ASR #1 fees for Professional Design Services: 1. Additional Design Services:………………….….$21,449 2. System Furniture Design/Documentation..…….$27,120 3. Hazardous Materials Documentation……………$7,285 4. Title 24 Calculations & Documentation………….$5,796 Expenses: $3,590 (to be billed as required) 7.A.a Packet Pg. 52 Attachment: Amendment with DAI including proposal 12-27-19 (2568 : Contract Amendment #1 for Dewberry Architects, Inc.) Ms. Julie H. Oates Department of Public Works City of Gilroy DSC Renovation – ASR #1 November 27, 2019 - Revised Page 4 of 4 Please refer to attached fee summary for a breakdown of fees per discipline per phase. At your convenience, please review the Scope of Work and Fee Proposal above. Feel free to contact me with any questions, and to discuss the next steps moving forward. Regards, Dewberry Architects Inc. James Aguilar, RA, LEED GA Senior Project Manager CC: - File - Erica Nelles, Dewberry - Business Unit Manager - Alan Korth, Dewberry - Associate Principal 7.A.a Packet Pg. 53 Attachment: Amendment with DAI including proposal 12-27-19 (2568 : Contract Amendment #1 for Dewberry Architects, Inc.) City of Gilroy Renovation Additional Design Services$11,850 $924 $7,675 $1,000$21,449.00 $90 $21,539.00System Furniture Design/Documentation$4,640$22,480$27,120 $3,500 $30,620Hazardous Material Documentation$7,285 $7,285 $0 $7,285Title 24 Calcs & Documentation $2,280$3,516 $5,796 $0 $5,796Total Add Services #01 Fee$18,770$0$924$7,675$0$1,000$22,480$7,285$3,516$61,650$3,590$65,240Task Description / Scope of Services ItemTOTAL ASR#01 FEEBuilding DSC RenovationGilroy, CADate: 11/27/2019 - RevisedTOTAL PROJECT LABOR FEEAdditional Service #01 EXPENSESTotal Cost Est. Fee SWGTotal System Furniture FEE DAITotal Title 24 CECTotal Proposed Labor FeeTotal Haz. Mat. FEE SCATotal Architectural Fee DAITotal Structural Fee Crosby GroupTotal Mech/Plumb Fee CECTotal Electrical Fee ECOMTotal Telecom Fee ECOM11/27/20197.A.a Packet Pg. 54 Attachment: Amendment with DAI including proposal 12-27-19 (2568 : Contract Amendment #1 for Dewberry Architects, Inc.) City of Gilroy STAFF REPORT Agenda Item Title: Annual Appointments to City Boards, Commissions and Committees With Seats Vacant or Expired as of December 31, 2019 Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: City Clerk Submitted By: Shawna Freels Prepared By: Shawna Freels Suzanne Guzzetta Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Neighborhood Services ☐ Enhanced Public Safety ☐ Workforce Stability  Public Engagement RECOMMENDATION Appoint Members to Boards, Commissions and Committees with seats vacant or expired as of December 31, 2019. BACKGROUND Seven (7) of the City’s Boards, Commissions, and Committees had seats vacant as of December 31, 2019. The City held a recruitment period for a total of eight (8) weeks. At the close of the recruitment period the following applications were received and the Council interviewed applicants at your December 9, 2019 meeting (if an applicant did not interview it is noted below). The Council is now asked to consider the appointment of members to the following open seats: Bicycle Pedestrian Commission – 1 seat (4-year term ending 12/31/2023) 9.A Packet Pg. 55 Applicant: Sean Reedy (incumbent) Library Commission – 1 seat (4-year term ending 12/31/2023) Applicant: Sumana Reddy* (incumbent) (unable to interview) Parks & Recreation Commission – 3 seats (4-year term ending 12/31/2023) Applicants: Theresa Graham* (incumbent) Ermelindo Puente* (incumbent) Angela Reinert Physically Challenged Board of Appeals – 1 seat (4-year term ending 12/31/2023) Applicant: Marco Machado Planning Commission – 2 seats (4-year term ending 12/31/2023) Applicants: John Doyle Reid Lerner Fabian Morales Medina Omoade Opere (unable to interview) Additionally, two of the City’s Boards, Commissions, and Committees received no applications and the recruitment period for these open seats is ongoing. • Building Board of Appeals – 1 seat (4-year term ending 12/31/2023) • Historic Heritage Committee – 2 seats (2-year term ending 12/31/2021) All applications and the 2019 attendance log are included with this staff report. Attachments: 1. 2019 BCC Application Packet 2. Board-Commission Attendance 9.A Packet Pg. 56 Board/Commission # of seats open # of applications Bicycle Pedestrian Commission 1 seat 1 1) Sean Reedy * Library Commission 1 seat 1 1) Sumana Reddy * - cannot attend Parks & Recreation Commission 3 seats 3 1) Theresa Graham * 2) Ermelindo Puente * 3) Angela Reinert Physically Challenged Board of Appeals 1 seat 1 1) Marco Machado Planning Commission 2 seats 4 1) John Doyle 2) Reid Lerner 3) Fabian Morales Medina 4) Omolade Opere – cannot attend * Incumbent 9.A.a Packet Pg. 57 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Board, Committee and Commission Appointment Board/Committee/Commission of Interest: Bicycle Pedestrian Commission Name: Sean Reedy Phone number(s): email address*: Are you a registered voter within the City limits? Yes Physical Address*: List your qualifications for this appointment: Bicycle Pedestrian Commissioner 2016-2019, Started and led Gilroy Safe Routes to School Taskforce (2018-present), League Cycling Instructor (LCI), Employed as Community Outreach Specialist with Santa Clara County, HOA President, and prior government & school leadership positions (see below). List any service to the community including any prior appointments: Bicycle Pedestrian Commissioner (2016-2019), Gilroy Safe Routes to School (SRTS) Taskforce Lead (2018-present), South County Youth Task Force Member (2017-2019), GUSD Campus Collaborative (2018-present), High Speed Rail Citizens Advisory Committee, City of Gilroy Youth Soccer Coach (Spring & Fall Seasons 2017-2019), San Ysidro Nueva Vida Party in the Park Planning Committee (2019), Rod Kelley Elementary SRTS Coordinator (2017-present), President La Maestra HOA (2014-present), GUSD 7-11 Surplus Land Committee (2013). What are your goals while serving on this Board/Commission/Committee?: I will continue to seek opportunities to advise, collaborate with, and lead diverse groups of stakeholders in advocating for and increasing active and safe transportation in Gilroy. I will advocate for and make advisements regarding efficient and effective use of Measure B Education and Encouragement funds. Why are you the most qualified to serve on this Board/Commission/Committee? In my first term on this Commission I became experienced with the workings of the Commission and City government. I led some Commission meetings as Vice Chair. I demonstrated leadership in collaboration with local and regional stakeholders and leaders on Safe Routes to School and bicycle-pedestrian outreach projects. I was recognized for my leadership and was hired by Santa Clara County Public Health Department as a Community Outreach Specialist for the Active & Safe Transportation Team within the Chronic Disease & Injury Prevention Branch. Additionally, I have prior governing and leadership experience as president of my HOA as well as holding school leadership positions as a teacher and coach for the local school district. All Commission, Board and Committee applications are a public record Mail or email your application to: Shawna Freels, City Clerk City of Gilroy 7351 Rosanna Street, Gilroy, CA 95020 shawna.freels@ci.gilroy.ca.us The City of Gilroy accepts applications at any time and will keep them on file for one year. 12/1/2019 9:40:52 PM9.A.a Packet Pg. 58 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Board, Committee and Commission Appointment Board/Committee/Commission of Interest: Library Commission Name: Sumana Reddy Phone number(s): email address*: Are you a registered voter within the City limits? Yes Physical Address*: List your qualifications for this appointment: I have servied on the LIbrary Commission prior, and have presented the library report annually to city council over the last 3 years. I have many involvements with literacy and libraries, creating small donated libraries for home day cares, libraries for health resources, purchasing and giving away books to promote 6 month through age 5 early literacy with media awareness and related activities locally and internationally. I am also a member of the The Friends of the Gilroy Library and attend their annual meetings as well. List any service to the community including any prior appointments: as above. What are your goals while serving on this Board/Commission/Committee?: To continue to support libraries in my local community while representing a viewpoint that is research informed and supportive of our largely bilingual and bicultural community ( I speak Spanish). Why are you the most qualified to serve on this Board/Commission/Committee? I am applying only because there are no other applicants. I have no doubts I can continue to provide a conscientious and committed voice for broad access to books, but am also more than willing to provide an opportunity for any other interested party to do the same! All Commission, Board and Committee applications are a public record Mail or email your application to: Shawna Freels, City Clerk City of Gilroy 7351 Rosanna Street, Gilroy, CA 95020 shawna.freels@ci.gilroy.ca.us The City of Gilroy accepts applications at any time and will keep them on file for one year. 12/7/2019 5:10:19 PM9.A.a Packet Pg. 59 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Board, Committee and Commission Appointment Board/Committee/Commission of Interest: Parks & Recreation Commission Name: Theresa Graham Phone number(s): email address*: Are you a registered voter within the City limits? Yes Physical Address*: List your qualifications for this appointment: I have just completed my one (1) year Parks and Recreation appointment; attending commission meetings, participating in "out reach" programs and becoming familiar with the workings of the commission so that I can contribute to making a difference in Gilroy. List any service to the community including any prior appointments: I was appointed to the Parks and Recreation Commission for the 2019 year. I coached Little League softball and girls soccer, when my children were younger. What are your goals while serving on this Board/Commission/Committee?: I would like to offer activities for middle school aged students, for example an after school drop in center with homework support, social activities and involve them in civic participation. Design parks with accessibility for all. Continue to support the urban forestry program. Why are you the most qualified to serve on this Board/Commission/Committee? My listening skills along with my sense of collegiality are needed skills when involved with groups of people often having different opinions. I also have time to contribute to the success of the commission's goals and it is my time to step forward and make a difference in the town I have lived and worked in for over 30 years. All Commission, Board and Committee applications are a public record Mail or email your application to: Shawna Freels, City Clerk City of Gilroy 7351 Rosanna Street, Gilroy, CA 95020 shawna.freels@ci.gilroy.ca.us The City of Gilroy accepts applications at any time and will keep them on file for one year. 12/1/2019 8:28:31 PM9.A.a Packet Pg. 60 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Board, Committee and Commission Appointment Board/Committee/Commission of Interest: P 1(,-K6 4 Name: Phone numbers(s) / email address*: Are you a registered voter within the City limits? Yes No Physical Address": % List your qualifications for this appointment: 07\")O , C 10" Qr ', l ' © s a 'c s of ._fie .. . ; i G YN YN, n List any service to the community including any prior appointments: 4'." In 63 yy-wV\' -Y A eC' Y\ , 1 What are our o)ls while serving on this Board/Commission/Committee?: Y 1g g P4 ttA Why are you the most qualified to serve on this Board/Commission/Committee?: c L Ali Commission, 130-arcl and Committee applications are a pi Mail or email your application to Shawna Freels, City Clerk City of Gilroy 7351 Rosanna Street, Gilroy, CA shawna.freels@ci.gilrov.ca.us i II,I'Iv r-,i 611ri)\r '1-Ci`ai^t;; J ?i.; i•'. it fl'; 'i ,1, iy i.!ilil' 3rli.i ..!il I<`.-3C'I-) fli ?ii orl MO.. I. 9.A.a Packet Pg. 61 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Board, Committee and Commission Appointment Board/Committee/Commission of Interest: Parks & Recreation Commission Name: Angela Reinert Phone number(s): email address*: Are you a registered voter within the City limits? Yes Physical Address*: List your qualifications for this appointment: I am a stay at home mom of two boys (4&1) with an IT background prior to stay home. I enjoy every single park in the city and would love to continue providing support for them and for our children in Gilroy. I have been an active member of Las Madres of Gilroy for the past three years. This last year I have been serving the role as their president and leading the group into more community engagement by creating more outsourced events. One of my goals as president is to increase awareness of our parks services and what our City provides to our children. List any service to the community including any prior appointments: I am the main organizer of a Turkey Trot for the community of Gilroy. With the help of many members of Las Madres we accomplished getting this family friendly event together as a fundraiser for our community toy drive. What are your goals while serving on this Board/Commission/Committee?: As a member of the commission I would focus in keeping the parks safe and clean. I also would like to increase the chance for children to participate in keeping our parks maintain, ideally bringing plant a tree campaigns or enjoy your park events. I also would like to help bringing more events and ideas to the recreation department and share the events with community members that are not aware of the recreation department. Why are you the most qualified to serve on this Board/Commission/Committee? I am a fairly new resident to Gilroy, I have been here for 4 years and within that time I have been able to get involved in the community through the Las Madres of Gilroy group.The past years as an active member and this particular as the President I have learned how to get our kids, families and care takers involved with he community for the future of our children. All Commission, Board and Committee applications are a public record Mail or email your application to: Shawna Freels, City Clerk City of Gilroy 7351 Rosanna Street, Gilroy, CA 95020 shawna.freels@ci.gilroy.ca.us The City of Gilroy accepts applications at any time and will keep them on file for one year. 11/24/2019 11:02:42 PM9.A.a Packet Pg. 62 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Boar, Comrreififioe and Commission Appointment Board/Committee/Commission of Interest: PhHS'r (,g l Ch Il n 1 Boxr oc (tppe-;a Name: Marco Mxc,60___. Phone numbers(s) / email address`: (4 you a registered voter within the City limits? Yes No 4a55 qualifications for this appointment: V)Ac ®iS . n On r-d n o u/ List any service to the community including any prior appointments: k)GS ,an 4*c,.,d What are your goals while serving on this Board/Commission/Committee?: T X r 0........ CAD . co /..I `) U- Why are you the most qualified to serve on this Board/Commission/Committee?: was r, mmiission, Board and Commiia'dee applications are a public record Ty jprnrail' y application to: Shawna Freels, City Clerk C 2 ( City of Gilroy 7351 Rosanna Street, Gilroy, CA 95020 ROr pEF Dshawna.freels@ci.ailrov.ca.us, ROr,, CA E rov-3cr; rtti i+.`f.l, ; fic t;..: i )r7y tire: raid ;: l I<HE°r? then) c rr (ilc ;,; (,n; r.i , . 9.A.a Packet Pg. 63 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Board, Committee and Commission Appointment Board/Committee/Commission of Interest: Planning Commission Name: John Doyle Phone number(s): email address*: Are you a registered voter within the City limits? Yes Physical Address*: List your qualifications for this appointment: 20 year Gilroy resident, father of 4 children born and raised in Gilroy, husband to my wife of 24 years. Active local business leader, Gilroy employer, managing local business with 60 employees. Involved in Use Permit modification process with the County of Santa Clara through current employer, extensive experience with CEQA approval process, requirements to obtaining Use Permit modification approval, construction project management, and regulatory agency compliance. Extensive experience with remodeling, construction design, general contractor license holder. List any service to the community including any prior appointments: GILPAC member, Charitable community service includes 12 years as Chair of St. Mary Spaghetti Dinner fundraiser, St. Mary Men's Club President and Board Member, current member Nights of Columbus Catholic Fraternal Charity. What are your goals while serving on this Board/Commission/Committee?: Promote organized consistent development promoting increased property values associated with low crime rate, reduced homelessness, business friendly environment, and a generally attractive family community. Why are you the most qualified to serve on this Board/Commission/Committee? I have a personal level of interest in the community, Successful Gilroy business leader, local resident for 20 years, active with community service, experienced with planning related issues. All Commission, Board and Committee applications are a public record Mail or email your application to: Shawna Freels, City Clerk City of Gilroy 7351 Rosanna Street, Gilroy, CA 95020 shawna.freels@ci.gilroy.ca.us The City of Gilroy accepts applications at any time and will keep them on file for one year. 12/1/2019 6:52:21 PM9.A.a Packet Pg. 64 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Board, Committee and Commission Appointment Board/Committee/Commission of Interest: Planning Commission Name: Reid Lerner Phone number(s): email address*: Are you a registered voter within the City limits? Yes Physical Address*: List your qualifications for this appointment: Licensed Architect / Certified Interior Designer / Environmental Planner. BA degree in architecture and planning at the University of California Berkeley. Working knowledge of Gilroy Zoning Ordinance, General Plan, and Area Specific Plans. Working knowledge of Gilroy Housing & URM Building Policies. Working knowledge of Gilroy engineering standards and design guidelines. Received professional and governmental awards for land development planning, architecture, and historic preservation. List any service to the community including any prior appointments: Past President of Gilroy Downtown Business Association Founding Board Member of Gilroy Arts Alliance & Gilroy Center for the Arts Chairman of Gilroy Housing Advisory Committee What are your goals while serving on this Board/Commission/Committee?: Verify proposed development and uses are compatible and beneficial to the City and public safety. Assure new development fits and enhances the existing fabric of the City. Ensure proposed land development and uses are healthy and sustainable for the environment. Protect Gilroy's natural resources and historic places. Why are you the most qualified to serve on this Board/Commission/Committee? I have knowledge of the current Gilroy housing and development policies and regulations. As an architect, I have specific training, skills, and experience to understand and evaluate plans and proposals. I understand traffic studies, noise studies, CEQA, environmental impact reports (EIR), subdivisions, road and infrastructure design, easements, and other planning issues. All Commission, Board and Committee applications are a public record Mail or email your application to: Shawna Freels, City Clerk City of Gilroy 7351 Rosanna Street, Gilroy, CA 95020 shawna.freels@ci.gilroy.ca.us The City of Gilroy accepts applications at any time and will keep them on file for one year. 12/2/2019 4:10:52 PM9.A.a Packet Pg. 65 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Board, Committee and Commission Appointment Board/Committee/Commission of Interest: Planning Commission Name: Fabian Morales Medina Phone number(s): email address*: Are you a registered voter within the City limits? Yes Physical Address*: List your qualifications for this appointment: Gilroy resident since 1987 Attended Gilroy public schools Gilroy High School Graduate (2000) Associate of Arts- Liberal Arts- (2002) Bachelors of Arts- Social Science- University of the Pacific (2004) Master of Arts- Counseling Psychology- University of San Francisco (2008) Master of Arts- Educational Administration- Santa Clara University (2015) Gavilan College, Puente Program Mentor (2004-2017), Puente Program Advisory Member (2008- 2017) Completed a 2 year appointment on the Historic Heritage Committee (Feb. 2018- Dec. 2019) List any service to the community including any prior appointments: Gavilan College, Puente Program Mentor (2004-2017), Puente Program Advisory Member (2008- 2017) Completed a 2 year appointment on the Historic Heritage Committee (Feb. 2018- Dec. 2019) What are your goals while serving on this Board/Commission/Committee?: Serve the community Provide a unique perspective and add to the discussions before the planning commission Why are you the most qualified to serve on this Board/Commission/Committee? Having served on the Gilroy Historic Heritage Committee I have been able to have a clear understanding of the how the decisions that a committe makes has a direct impact on the community. I have been a lifelong resident of the city, I have seen the city transition from an agricultural hub, to a suburb community, and a large retail center. My academic training and my experience as a life long resident has provided me a unique perspective that will help with the proposals that are brought to the attention of the planning committee. All Commission, Board and Committee applications are a public record Mail or email your application to: Shawna Freels, City Clerk City of Gilroy 7351 Rosanna Street, Gilroy, CA 95020 shawna.freels@ci.gilroy.ca.us The City of Gilroy accepts applications at any time and will keep them on file for one year. 12/1/2019 6:52:45 PM9.A.a Packet Pg. 66 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) City of Gilroy Application for Board, Committee and Commission Appointment Board/Committee/Commission of Interest: Planning Commission Name: OMOLADE OPERE Phone number(s): email address*: Are you a registered voter within the City limits? Yes Physical Address*: List your qualifications for this appointment: Project Manager Logistics Coordinator Supply Chain Planner List any service to the community including any prior appointments: What are your goals while serving on this Board/Commission/Committee?: I would like to help improve how we plan and execute various goals and projects. Why are you the most qualified to serve on this Board/Commission/Committee? I am most qualified because I have a genuine interest in helping improve our city, by planning things in an efficient and costly manner. All Commission, Board and Committee applications are a public record Mail or email your application to: Shawna Freels, City Clerk City of Gilroy 7351 Rosanna Street, Gilroy, CA 95020 shawna.freels@ci.gilroy.ca.us The City of Gilroy accepts applications at any time and will keep them on file for one year. 8/15/2019 8:44:02 PM9.A.a Packet Pg. 67 Attachment: 2019 BCC Application Packet (2561 : Annual Appointments to City Boards, Commissions and Committees) MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Wendy Sue Kissa P P P P C -P P P P P Karla Sward N/A N/A N/A P P C -A E P P P Nelly Bermuduez -----C -P P A P P Sally Armendariz N/A N/A N/A P P C -P A P E P Maricela Andrade E P P P P C -P P P P E Nancy Fierro P P P P P C -A P P E P Marika Somorjai P P P P A C -P E A P P MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Chad Reeder P P P P P P C P P P P - Sean Reedy P P P P P P C P P P P - Patrick Flautt P P E P P P C P P P P - Lionel Gonzalez P P P E P P C P P P P - Zachary Hilton P P P P P P C P*P P P - *remote participant MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Francois Rothe - - - - - - - - - - - - Todd Mazza - - - - - - - - - - - - Patricia Giordano - - - - - - - - - - - - Moe McHenry - - - - - - - - - - - - Metra Valle - - - - - - - - - - - - BOARD/COMMISSION/COMMITTEE ATTENDANCE 2019 ARTS AND CULTURE COMMISSION (7 members meets 2nd Tues/5:30 p.m.) BICYCLE/PEDESTRIAN COMMISSION (5 members meets 4th Tues/6:00 p.m.) BUILDING BOARD OF APPEALS (5 members meet as needed) 9.A.b Packet Pg. 68 Attachment: Board-Commission Attendance (2561 : Annual Appointments to City Boards, Commissions MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Sally Armendariz P P P C P C C P P P E - Greg Bozzo N/A N/A P C P E A P A P C - Marisela Castro A E A C N/A N/A N/A N/A N/A N/A N/A - Jesiah Dueñas P P P C A E C N/A N/A N/A N/A - Laraine Spencer P P P C P C C P P P E - Danny Van N/A N/A P C P C A P P P A - Santos Cortes N/A N/A N/A N/A N/A N/A N/A P P P C - Jennifer Del Bono N/A N/A N/A N/A N/A N/A N/A P E P C - MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Tom Fischer (Planning Comm. Rep)C P C C P P C C P P C C Peter Leroe-Muñoz (City Council Rep)C P C C A P C C P P C C Fabian Morales Medina C P C C P P C C E P C C Joseph Robinson C P C C P A C C P P C C Steve Seebart C P C C P P C C P P C C MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Rebeca Armendariz A E P C P P P C C P E C David Fissel P P P E E P P C A A N/A N/A Brenda Flores P P P E P P P C A P E C Reid Lerner P P P C P P P C C P C C Bruce Morasca P P P C P E P C E P E C Carlos Pineda N/A E P A E P P C A N/A N/A N/A Manny Singh P P P C E P A C C P C C Paulina Baeza N/A N/A N/A N/A P P A C A A A N/A Tuyen Fiack N/A N/A N/A N/A N/A N/A N/A C A P C C HISTORIC HERITAGE COMMITTEE (5 members meets 3rd Weds/6 p.m. ) HOUSING ADVISORY COMMITTEE (9 members meets 2nd Wed/6 p.m.) COMMUNITY & NEIGHBORHOOD REVITALIZATION COMMITTEE (7 members) 9.A.b Packet Pg. 69 Attachment: Board-Commission Attendance (2561 : Annual Appointments to City Boards, Commissions MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Michaela Gonzalez P P C P A P -P P E P - Sumana Reddy P P C P P P -P P P P - Katherine Robinson N/A P C P A P -P P A P - Kathy Souza P P C P P P -P P E P - Candice Whitney P P C P P P -E P P P - MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Alison Beach E P P P Diana Bentz P P P A Robert Esposito P P P P Rebecca Scheel P P P P James Weaver E P P P MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Patricia Bentson P E C P P P P -P P -P Terrie Berry P P C P P P E -P P -P Julie Garcia E E N/A N/A N/A N/A N/A -N/A N/A -N/A Robert Miller N/A N/A N/A P P E P -P A -P Marcos Gonzalez P P C P P E P -P P -P Theresa Graham E P C P P P P -P P -P Ermelindo Puente P P C P P E P -P P -P Michelle Wexler P P C P E P P -P P -P LIBRARY COMMISSION (5 members meets 2nd Wed/7 p.m.) OPEN GOVERNMENT COMMISSION (5 members meets quarterly) PARKS & RECREATION COMMISSION (7 members meets 3rd Tues/6 p.m.) 9.A.b Packet Pg. 70 Attachment: Board-Commission Attendance (2561 : Annual Appointments to City Boards, Commissions MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct. Nov Dec Martha Johanson P E C P Stephanie Okada-McCabe E A C P Domingo Chavez P P C P Marco Machado P N/A C P Leah Terry McCarthy N/A P C P Mercy Mollinedo-Goold A P C P MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Rebeca Armendariz C P C P C P C C P P C C Peter Fleming C P C P C P C C A P C C Casey Estorga C P C P C P C C P P C C Tom Fischer C P C P C P C C P P C C Sam Kim C P C P C E C C P P C C Susan Rodriguez C P C P C E C C P E C C Amanda Rudeen C P C P C P C C P P C C PHYSICALLY CHALLENGED BOARD OF APPEALS (5 members meets 2nd Tues-Jan/April/July/Oct/10:00am) PLANNING COMMISSION (7 members meets 1st Thurs/6:30 p.m.) 9.A.b Packet Pg. 71 Attachment: Board-Commission Attendance (2561 : Annual Appointments to City Boards, Commissions P = Present A = Absent without contacting staff E= Excused N/A = Not a member (Resignation, Term expired, Not yet appointed) C = Meeting was cancelled - = No meeting was scheduled 9.A.b Packet Pg. 72 Attachment: Board-Commission Attendance (2561 : Annual Appointments to City Boards, Commissions City of Gilroy STAFF REPORT Agenda Item Title: Council Consent to the Appointment of Mark Bisbee as Interim Fire Chief Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: Human Resources Department Submitted By: LeeAnn McPhillips Prepared By: Gabriel Gonzalez LeeAnn McPhillips Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Neighborhood Services ☐ Enhanced Public Safety ☐ Workforce Stability ☐ Public Engagement RECOMMENDATION Council consent to the appointment of Mark Bisbee as Interim Fire Chief pursuant to Charter Section 703. BACKGROUND At this time, the ongoing Fire Chief position remains vacant and a new recruitment effort has commenced. Staff anticipates that a new Fire Chief will be hired by the April/May 2020 time frame. In the intervening time before a new Fire Chief is selected, a new Interim Fire Chief has been identified to assist on a temporary basis. It is very common for organizations to bring on an interim department head when a vacancy occurs. DISCUSSION 10.A Packet Pg. 73 Mark Bisbee has over thirty-five years of experience in the fire service. He worked as the Fire Chief for the City of Watsonville for over 9 years, and prior to Watsonville, Mr. Bisbee worked in various ranks for CalFire for over 20 years. After retiring from Watsonville, he has continued to support the profession by working with the State of CA to develop fire service and chief officer training curriculum . Mr. Bisbee has expertise in the areas of strategic planning, developing long-term plans for fire department facility and fleet needs, and mentoring and developing supervisors and managers. He has a Bachelor’s degree from San Jose State University and is a Certified Chief Office r and Master Instructor. Mr. Bisbee is in a position to hit the ground running as Gilroy’s Interim Fire Chief having held this role in a neighboring jurisdiction for many years. He is well respected in the fire service industry and is looking forward to serving Gilroy until a permanent Chief can be hired. His experience and expertise will allow for a smooth transition considering key fire department projects and initiatives that are currently underway. In addition, given the need for additional operational capacity, staff determined the best alternative for the organization was to bring on an experienced Fire Chief who can keep projects and initiatives moving forward. After a thorough interview process, Mark Bisbee was identified for the position. While serving in the Interim Fire Chief capacity, Mr. Bisbee will work on the following key issues/projects include:  Continued work on Standards of Cover Analysis and Report  Glen Loma Fire Station Building and Staffing/Funding Options  Alternative Service Model Assessment and Reporting  Mentoring of Division Chiefs  Personnel Matters  Labor Relations  Transition to a Permanent Fire Chief  Attendance at regular City Council meetings Mr. Bisbee began serving on a temporary basis as of December 17, 2019 in order to allow for a smooth transition of department leadership as Interim Chief Clet reached his maximum hours available to work in this fiscal year on December 30, 2019. FISCAL IMPACT There is no additional fiscal impact associated with this temporary, limited duration appointment as salary savings from the vacant full-time position will be used to cover 10.A Packet Pg. 74 the cost. Mr. Bisbee will be paid at the current Fire Chief salary rate of $99.12 per hour or $3,964.62 for a full workweek, with no benefits. In addition, as Mr. Bisbee is a CalPERS retired annuitant, he is limited to working no more than 960 hours per fiscal year in any limited duration assignment with a CalPERS -covered agency. RECOMMENDATION Consistent with Charter Section 703, staff recommends the City Council consent the appointment of Mark Bisbee as Interim Fire Chief. 10.A Packet Pg. 75 City of Gilroy STAFF REPORT Agenda Item Title: Approval of a Grant Agreement in the Amount of $1,298,850 with the Land Trust of Santa Clara Valley for Ongoing Stewardship and Monitoring of a Conservation Easement of a Property Located at 7665 Crews Road, Gilroy (Van Dyke Ranch), APN 841-46-004 Meeting Date: January 6, 2020 From: Gabriel Gonzalez, City Administrator Department: Administration Submitted By: Gabriel Gonzalez Prepared By: Gabriel Gonzalez Trevin Barber Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization  Economic Development ☐ Neighborhood Services ☐ Enhanced Public Safety ☐ Workforce Stability ☐ Public Engagement RECOMMENDATION Approve a grant agreement in the amount of $1,298,850 with the Land Trust of Santa Clara Valley for ongoing stewardship and monitoring of a conservation easement for a property located at 7665 Crews Road, Gilroy (Van Dyke Ranch) APN 841-46-004, and authorize the City Administrator to execute the agreement and associated documents. EXECUTIVE SUMMARY The City of Gilroy is in the process of a Planning and Environmental Analysis to finish the Gilroy Sports Park, Master Plan Phase III. According to preliminary analysis completing the Sports Park would impact the existing agricultural lease. According to 10.B Packet Pg. 76 City Policy, the City should mitigate for the loss of farmable land at the Sports Park. The City can do that by purchasing an easement on farmland somewhere else. At this point, the City has identified a (1) willing seller of an agricultural conservation easement and (2) an agency that can provide ongoing stewardship. The City Council is now being presented with an opportunity to approve a Grant Agreement, with the Land Trust of Santa Clara County, for the one-time amount of $1,298,850. This agreement is necessary in order to begin planning for, and eventually executing, the completion of the Gilroy Sports Park Phase III. BACKGROUND The Gilroy Sports Park, located at 5925 Monterey Frontage Rd, is situated on 79 -acres of land with soccer and baseball/softball fields, a jogging track, trails, and playgrounds. Currently, only a portion of the Sports Park has been developed in accordance with the Sports Park Master Plan, which was approved in 1999. The City Council has previously provided direction to staff to proceed in a Planning and Environmental Analysis to finish construction of the Gilroy Sports Park, Master Plan Phase III. Providing agricultural mitigation for the proposed site in the undeveloped portion of the Gilroy Sports Park is a necessary step, per the City Agricultural Mitigation Policy, adopted by City Council on May 3, 2004. The City Council has also already allocated funding for this effort. On November 4, 2019 the City Council adopted a resolution amending the budget for FY20 and appropriating $1,842,000 funds for the Gilroy Sports Park Phase III completion. This proposed Grant Agreement is a part of that appropriation. The City Council has previously considered various aspects of purchasing an agricultural easement, as well as the negotiations for the easement in question, in the following real estate closed sessions:  Special Meeting/Closed Session September 17, 2019  Closed Session October 7, 2019  Closed Session November 18, 2019 ANALYSIS A conservation easement is a deed restriction landowners voluntarily place on their property to protect resources such as productive agricultural land, ground and surface water, wildlife habitat, historic sites or scenic views. They are used by landowners (“grantors”) to authorize a qualified conservation organization or public agency (“grantee”) to monitor and enforce the restrictions set forth in a grant agreement. The owner of 7665 Crews Road in Gilroy, California, (Van Dyke Ranch, Assessor’s Parcel Number 841-46-004) is willing to encumber the property with an agricultural conservation easement to the benefit of the City. The Ranch, in operation since 1921, 10.B Packet Pg. 77 sits on approximately 108 acres of prime farmland and alluvial soil. The Ranch is certified organic and grows primarily Blenheim apricots. If approved by the City Council, the Grant Agreement would authorize the Land Trust of Santa Clara County to effect ongoing stewardship and monitoring of the easement. The Land Trust is a private, non-profit corporation that is tax exempt under Internal Revenue Code section 501(c)(3) that conducts a land conservation program which includes the acceptance, holding, and monitoring of lands subject to conservation easements. The Land Trust was formed in 1998 to preserve and protect the rem aining agriculture and open space in Santa Clara County. The organization was nationally accredited by the Land Trust Alliance in 2016, and protects approximately 1,600 acres of prime farmland and critical habitat through conservation easements and fee tit le ownership. The Land trust is well suited for assisting the City in monitoring this new easement on 7665 Crews Road. The fair market value of the easement has been appraised by John Piini, MAI, and Greg Piini, MAI, as of July 8, 2019 at One Million Two Hundred Thirty-seven Thousand Dollars ($1,237,000). The appraised value is also the purchase price of the easement which for the deed restricted conservation easement of the Van Dyke Ranch. The City intends that the easement shall serve as an agricultural mitigation measure for the Gilroy Sports Park consistent with the City’s Agricultural Mitigation Policy. The total amount for the conservation easement is One Million Two Hundred Ninety-eight Thousand Eight Hundred Fifty Dollars ($1,298,850). This amount is comprised of (A) the Conservation Easement Purchase Price, (B) a "Stewardship Endowment" in the amount of Sixty-one Thousand Eight Hundred Fifty Dollars ($61,850) (i.e., five percent (5%) of the Conservation Easement Purchase Price), and (C) Land Tru st qualified project closing costs plus overhead not to exceed $12,296.88 (which includes 25% overhead), which will be reimbursed to the Land Trust by the City within 30 days of City's receipt of itemized invoices from the Land Trust for qualified project costs. Qualified project costs may include Land Trust staff and Land Trust consultant hours that are spent on the Van Dyke conservation easement project only, as well as 25% overhead. Also, the City will pay to Chicago Title Company all closing and escrow fees, not to exceed $5,500 (unless otherwise approved in writing by the City). FISCAL IMPACT/FUNDING SOURCE The Grant Agreement is for $1,298,850. This amount was included in the recent budget amendment in the amount of $1,842,000 ($1 million from the Public Facilities Impact Fund; $842,000 from General Fund unassigned fund balance) which was approved by Council on November 4, 2019. CONCLUSION Acquisition of the deed restricted conservation easement consistent with the City Agricultural Mitigation Policy is an integral mitigation measure necessary for the City to 10.B Packet Pg. 78 proceed with the Planning and Environmental Analysis to finish construction of the Gilroy Sports Park, Master Plan Phase III. Discussions regarding the exclusivity agreement between the City and Sharks organization are not part of this item, as those discussions continue to develop. Moreover, the City is conducting its due diligence as it relates to the feasibility of a future proposed facility. Attachments: 1. Land Trust Grant Agreement - Signed 10.B Packet Pg. 79 10.B.a Packet Pg. 80 Attachment: Land Trust Grant Agreement - Signed (2588 : Land Trust Grant Agreement) 10.B.a Packet Pg. 81 Attachment: Land Trust Grant Agreement - Signed (2588 : Land Trust Grant Agreement) 10.B.a Packet Pg. 82 Attachment: Land Trust Grant Agreement - Signed (2588 : Land Trust Grant Agreement) 10.B.a Packet Pg. 83 Attachment: Land Trust Grant Agreement - Signed (2588 : Land Trust Grant Agreement) 10.B.a Packet Pg. 84 Attachment: Land Trust Grant Agreement - Signed (2588 : Land Trust Grant Agreement) 10.B.a Packet Pg. 85 Attachment: Land Trust Grant Agreement - Signed (2588 : Land Trust Grant Agreement) 10.B.a Packet Pg. 86 Attachment: Land Trust Grant Agreement - Signed (2588 : Land Trust Grant Agreement)