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Home My WebLink About04/15/2019 City Council - Regular Meeting Packet April 15, 2019 4:14 PM City Council Regular Meeting Agenda Page1 MAYOR 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, APRIL 15, 2019 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 Administration 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 04/15/2019 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. Certificate of Recognition for Eagle Scout Joseph Pantaleoni 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 Assemblymember Robert Rivas B. Presentation by Recology South Bay City Council Regular Meeting Agenda 04/15/2019 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, South 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 04/15/2019 Page4 A. Minutes of the April 1, 2019 Regular Meeting B. Review of Newly Implemented Policy Governing Board, Commission and Committee Attendance C. Approval of Fiscal Year 2019-2020 Capital Improvement Plan Projects for Funding by the Road Repair and Accountability Act of 2017 (SB-1) Funds VII. BIDS AND PROPOSALS - NONE VIII. PUBLIC HEARINGS A. Approval of FY 2019-2020 and FY 2020-2021 Community Development Block Grant and Housing Trust Fund Grant Distributions for Public Service and Housing Rehabilitation Projects 1. Staff Report: Sue O'Strander, Deputy Director of Community Development 2. Disclosure of Ex-Parte Communications 3. Open Public Hearing 4. Close Public Hearing 5. Possible Action: Approve distribution of Community Development Block Grant and Housing Trust Fund allocations to nonprofit agencies for public service and housing rehabilitation projects, for Fiscal Year 2019-2020 and Fiscal Year 2020-2021, as recommended by the Community and Neighborhood Revitalization Committee. IX. UNFINISHED BUSINESS - NONE X. INTRODUCTION OF NEW BUSINESS - NONE XI. CITY ADMINISTRATOR'S REPORTS XII. CITY ATTORNEY'S REPORTS XIII. CLOSED SESSION - NONE ADJOURNMENT MEETING DATES APRIL, 2019 15* Regular Meeting - 6:00 p.m., City Council Chambers 29* Special Meeting/Study Session -- 6:00 p.m., City Council Chambers MAY, 2019 6* Regular Meeting - 6:00 p.m., City Council Chambers 7* Special Meeting/Study Session - 6:00 p.m., City Council Chambers 20* Regular Meeting - 6:00 p.m., City Council Chambers JUNE, 2019 3* Regular Meeting - 6:00 p.m., City Council Chambers 17* Regular Meeting - 6:00 p.m., City Council Chambers JULY, 2019 1* Regular Meeting - 6:00 p.m., City Council Chambers Certificate of Commendation The Mayor and City Council of the City of Gilroy Issues to Joseph Pantaleoni this Certificate in Recognition of Your Award of Distinction as Eagle Scout by Boy Scouts of America _________________ Mayor Roland Velasco 2.A.1 Packet Pg. 5 Communication: Certificate of Recognition for Eagle Scout Joseph Pantaleoni (Proclamations, Awards, and Presentations) 1 City Council Meeting Minutes 04/1/2019 City of Gilroy City Council Meeting Minutes April 1, 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 of allegiance was led by Council Member Marques. 2. Invocation The invocation was given by Pastor Malcolm MacPhail of New Hope Community Church. 3. City Clerk's Report on Posting the Agenda City Clerk Freels announced that the agenda had been posted on March 27, 2019 at 6:15 p.m. Attendee Name Title Status Arrived Mayor Roland Velasco Mayor Present 5:57 PM Marie Blankley Council Member Present 5:58 PM Dion Bracco Council Member Present 5:50 PM Peter Leroe-Muñoz Council Member Absent Carol Marques Council Member Present 5:55 PM Fred Tovar Council Member Present 5:50 PM Cat Tucker Council Member Present 5:41 PM B. Orders of the Day Mayor Velasco suggested moving Items X B and X. C up the agenda follow the consent calendar. The Council agreed to move the items. C. Employee Introductions There were none. II. CEREMONIAL ITEMS A. Proclamations, Awards, and Presentations There were none. III. PRESENTATIONS TO THE COUNCIL A. Valley Transportation Authority (VTA) Presentation of NewTransit Service Plan The presentation was given by Jay Taree of VTA. 6.A Packet Pg. 6 Communication: Minutes of the April 1, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 2 City Council Meeting Minutes 04/1/2019 B. Annual Presentation by Gilroy Gardens Family Theme Park Barbara Granter of Gilroy Gardens provided the presentation. IV. REPORTS OF COUNCIL MEMBERS Council Member Tucker reported on the General Plan Advisory Committee meeting held the prior week. Council Member Blankley announced the upcoming Sister Cities fundraising dinner, and spoke on the Gilroy Youth Task Force. She then detailed her meeting with Supervisor Wasserman regarding services provided at Saint Louise Hospital. Council Member Tovar announced the Poppy Jasper International film festival and thanked members of the community who assisted Golden State Brewery with their re-opening. Mayor Velasco spoke on his meeting with State Senate candidate Laird and then announced the City's 150th anniversary committee and logo design contest. He then announced the various filing requirements for Council, and reminded members to fulfill their obligations on representative committees. V. FUTURE COUNCIL INITIATED AGENDA ITEMS There were none. VI. CONSENT CALENDAR (ROLL CALL VOTE) RESULT: APPROVE [UNANIMOUS] MOVER: Fred Tovar, Council Member SECONDER: Dion Bracco, Council Member AYES: Velasco, Blankley, Bracco, Marques, Tovar, Tucker ABSENT: Peter Leroe-Muñoz A. Minutes of the March 18, 2019 Regular Meeting B. Adoption of a Resolution of the City Council of the City of Gilroy to Remove On-street Parking Along Portions of State Route 152 (First Street and Monterey Street) in Conjunction with the Caltrans Paving Project C. Approval of Notice of Acceptance of Completion for the Fire Hydrant Painting and Identification Tags Project No. 18-PW-243-2 D. Adoption of an Ordinance of the City Council of the City of Gilroy Rezoning a +/-103-acre Site Located Northeast of Bolsa Road, Assessor Parcel Numbers (APNs) 841-31-003, 841-31-019, and 841-31-022, from Open Space (OS) to Commercial Industrial (CM) (introduced 3/18/19 with a 7-0 vote) E. Claim of Rosa Olivia Dominguez Conde (The City Administrator recommends a “yes” vote under the Consent Calendar shall constitute the denial of the claim) F. Claim of Roy Swenson (The City Administrator recommends a “yes” vote under the Consent Calendar shall constitute the denial of the claim) G. Proclamation Honoring Doeri Welch During the Poppy Jasper International Film Festival H. Proclamation for Retiring Firefighter Paramedic Jim Dempsey 6.A Packet Pg. 7 Communication: Minutes of the April 1, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 3 City Council Meeting Minutes 04/1/2019 I. Acceptance of the 2018 General Plan Annual Report X. B. Presentation of the Draft 2019 Strategic Plan The item was introduced by City Administrator Gonzalez and was presented by consultant Kendal Flint. There were no public comments. X.C. Presentation By EMC Research to Initiate Community-Wide Polling to Measure Resident Satisfaction of City Services The item was introduced by City Administrator Gonzalez and was further presented by Andy Morehouse of EMC Research. There were no public comments. Motion: An ad-hoc committee of Council Member Marques, Mayor Pro Tempore Blankley and Mayor Velasco was created to address the ballot measure polling. RESULT: APPROVE [UNANIMOUS] MOVER: Mayor Roland Velasco, Mayor SECONDER: Cat Tucker,, Council Member AYES: Velasco, Blankley, Bracco, Marques, Tovar, Tucker ABSENT: Peter Leroe-Muñoz VII. BIDS AND PROPOSALS A. Amendment to the Agreement with Granite Rock Company for the Ronan Channel Trail West Branch Llagas Creek Trail Construction Project Number 15-PW-228, and Approval of Budget Amendment in the Amount of $185,000 The staff report was presented by Public Works Director Awoke. There were no public comments. Possible Action: a) Adopt a resolution of the City Council of the City of Gilroy amending the budget for the City of Gilroy for Fiscal Year 2018-2019 and appropriating proposed expenditure amendments. RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Fred Tovar, Council Member AYES: Velasco, Blankley, Bracco, Marques, Tovar, Tucker ABSENT: Peter Leroe-Muñoz Possible Action: b) Approve an amendment to the contract with the Granite Rock Company in the amount of $185,000 including a 10% contingency for the Ronan Channel Trail, West Branch Llagas Creek Trail Project, and authorize the City Administrator to execute the amendment and associated documents. 6.A Packet Pg. 8 Communication: Minutes of the April 1, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 4 City Council Meeting Minutes 04/1/2019 RESULT: APPROVE [UNANIMOUS] MOVER: Mayor Roland Velasco, Mayor SECONDER: Marie Blankley, Council Member AYES: Velasco, Blankley, Bracco, Marques, Tovar, Tucker ABSENT: Peter Leroe-Muñoz B. Amendment to the Agreement with TRC Solutions, Inc. in the Amount of $192,319 for Construction Management Services for Ronan Channel Trail, Project No. 15-PW-228, and Approval of Budget Amendment in the Amount of $192,319 The staff report was presented by Public Works Director Awoke. There were no public comments. Possible Action: a) Adopt a resolution of the City Council of the City of Gilroy amending the budget for the City of Gilroy for Fiscal Year 2018-2019 and appropriating proposed expenditure amendments. RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Fred Tovar, Council Member AYES: Velasco, Blankley, Bracco, Marques, Tovar, Tucker ABSENT: Peter Leroe-Muñoz b) Approve an amendment to the agreement with TRC Solutions, Inc. in the amount of $192,319 for construction management services for the Ronan Channel Trail Project and extending the term through June 30, 2020 and authorize the City Administrator to execute this amendment and associated documents. RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Fred Tovar, Council Member AYES: Velasco, Blankley, Bracco, Marques, Tovar, Tucker ABSENT: Peter Leroe-Muñoz C. Award of a Contract in the Amount of $150,998 to 4LEAF, Inc. for Construction Management Services for the Citywide Pavement Maintenance Phase II Project No. 19-RFP-PW-422 and Approval of a Budget Amendment in the Amount of $57,695 The staff report was presented by City Engineer Heap. There were no public comments. 6.A Packet Pg. 9 Communication: Minutes of the April 1, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 5 City Council Meeting Minutes 04/1/2019 Possible Action: a) Adopt a resolution of the City Council of the City of Gilroy amending the budget for the City of Gilroy for Fiscal Year 2018-2019 and appropriating proposed expenditure amendments. RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Fred Tovar, Council Member AYES: Velasco, Blankley, Bracco, Marques, Tovar, Tucker ABSENT: Peter Leroe-Muñoz x b) Approve a contract with 4LEAF, Inc. in the amount of $137,271 for construction management services for the citywide pavement maintenance phase II project, No. 19-RFP-PW-422, establish a project contingency of $13,727 (10%), and authorize the City Administrator to execute the contract and associated documents. RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Carol Marques, Council Member AYES: Velasco, Blankley, Bracco, Marques, Tovar, Tucker ABSENT: Peter Leroe-Muñoz VIII. PUBLIC HEARING A. Public Hearing to Establish a List of Properties Subject to the Weed Abatement Program and Adoption of a Resolution Ordering the Fire Chief to Abate the Nuisance Arising Out of Weeds Growing and Refuse Accumulating Upon Property in the City of Gilroy Pursuant to Section 12.51 of the Gilroy Code The staff report was presented by Deputy Director of Community Development O' Strander. The public hearing was opened. George Dorano spoke on the notice he had received asking why he had just become aware of the weed abatement program. The public hearing was then closed. Possible Action: Adopt a Resolution of the City Council of the City of Gilroy ordering the Fire Chief to abate the nuisance arising out of weeds growing and refuse accumulating upon property in the City of Gilroy, pursuant to Section 12.51 of the Gilroy City Code. 6.A Packet Pg. 10 Communication: Minutes of the April 1, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 6 City Council Meeting Minutes 04/1/2019 RESULT: APPROVE [UNANIMOUS] MOVER: Cat Tucker, Council Member SECONDER: Dion Bracco, Council Member AYES: Velasco, Blankley, Bracco, Marques, Tovar, Tucker ABSENT: Peter Leroe-Muñoz IX. UNFINISHED BUSINESS There was none. X. INTRODUCTION OF NEW BUSINESS A. Fiscal Year 2018-2019 Mid-Year Budget Update and Approval of Increasing Appropriations from the Public Facilities Impact Fee Fund by $1.5 million and Water and Wastewater Funds by $55,444 The item was presented by Finance Manager Atkins. There were no public comments. Possible Action: a) Adopt a resolution of the City Council of the City of Gilroy amending the budget for Fiscal Year 2018-2019 and appropriating proposed expenditure amendments, with the use of the budget amendment for full plans and specifications for construction of the one-stop center. RESULT: APPROVE [5 TO 1] MOVER: Cat Tucker, Council Member SECONDER: Dion Bracco, Council Member AYES: Velasco, Bracco, Marques, Tovar, Tucker NAYS: Marie Blankley ABSENT: Peter Leroe-Muñoz XI. CITY ADMINISTRATOR'S REPORTS City Administrator Gonzalez announced the following week's study session on fire services 4/8 and closed session, and announced the filing of the Deputy Director of Public Works position. XII. CITY ATTORNEY'S REPORTS There was none. XIII. CLOSED SESSION A. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Pursuant to GC Sec. 54956.8 and GCC Sec.17A.8 (a) (2) Property: 3050 Hecker Pass Highway, APN’s 783-05-011; -012; -013;810-17-014;-015; -021; -024; -025; - 026; -029; 810-18-002; -010; -011;801-19-005; -007; -010; -011; -014 (Gilroy Gardens) Negotiators: Gabriel Gonzalez, City Administrator; Other Party to Negotiations: Greg Edgar; Negotiating Price and Terms B. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Pursuant to GC Sec. 54956.8 and GCC Sec.17A.8 (a) (2) Property: 140 Fifth Street, Gilroy (Willey House) Negotiators: Gabriel Gonzalez, City Administrator; Other Party to Negotiations: Gary Walton; Negotiating Price and Terms There were no public comments. 6.A Packet Pg. 11 Communication: Minutes of the April 1, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) 7 City Council Meeting Minutes 04/1/2019 ADJOURNMENT The meeting was adjourned to closed session at 9:08 p.m. /s/ Shawna Freels, MMC City Clerk 6.A Packet Pg. 12 Communication: Minutes of the April 1, 2019 Regular Meeting (CONSENT CALENDAR (ROLL CALL VOTE)) City of Gilroy STAFF REPORT Agenda Item Title: Review of Newly Implemented Policy Governing Board, Commission and Committee Attendance Meeting Date: April 15, 2019 From: Gabriel Gonzalez, City Administrator Department: City Clerk Submitted By: Shawna Freels Prepared By: Shawna Freels Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Customer Service ☐ Enhanced Public Safety RECOMMENDATION Receive report. BACKGROUND The City has 15 standing Boards, Commissions and Committees with member appointments made by the City Council. Several of these bodies have instituted attendance guidelines within their bylaws or standing rules, while others simply follow the City Charter, which describes that if a member absents themself from three consecutive regular meetings without permission of such board or commission expressed in its official minutes, their office shall become vacant. At the September 17, 2018 meeting the City Council adopted the included attendance policy to institute uniform standards for all Boards, Commissions and Committees, stemmed from concerns with excessive absences causing meeting cancellations of several of these groups. The Council requested a report on the outcome of the policy six months after implementation, to gauge its success. Elements of the adopted policy are as follows: 6.B Packet Pg. 13 Absences – Excused & Emergency This policy provides each Board, Commission and Committee member with two excused absences from regular meetings within a calendar year. These absences are to be reported to the respective staff member liaison within 72 hours of a regular meeting. Emergency absences are the illness, hospitalization or accident of the member, their parent, spouse or domestic partner or dependent, which prohibited the member from reporting the absence within the 72 hour time frame. Each Board, Commission and Committee member shall be allowed one emergency absence per calendar year. Unexcused Absences & Removal from Office Any absence from a regular meeting in excess of the two excused absences and one emergency absence in a calendar year shall be deemed unexcused. A member with an unexcused absence shall be removed from their seat. If a member exceeds the attendance standards and absents themselves from more than three regular meetings as described above, or absents themself from three consecutive regular meetings without permission of such body, his or her office shall become vacant and shall be so declared by the City Council. CONCLUSION During the first quarter of this year only one member of an advisory body, the Community and Neighborhood Revitalization Committee, has missed a total of three meetings and can be removed from office if they absent themselves one additional time. A letter has been sent to notify this member of her attendance standing. As there were only three months left in 2018 when the policy went into effect, no members exceeded the attendance standards. Attachments: 1. Resolution BC&C Attendance Policy_ 2018_v1 2. 2018 Attendance 3. 2019 Attendance 6.B Packet Pg. 14 1 RESOLUTION 2018-41 RESOLUTION 2018-41 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY ADOPTING A POLICY GOVERNING BOARD, COMMISSION AND COMMITTEE ATTENDANCE WHEREAS, the City’s Boards, Commissions and Committees are established in order to provide advice and recommendations to the City Council and City Administrator and play an important role of providing broad representation of ideas into the processes of the City; and WHEREAS, the City Council of the City of Gilroy wishes to establish attendance standards for these Boards, Commissions and Committees and to create a systematic procedure for reporting absences which applies to all members who are appointed by the City Council or City Administrator. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Gilroy does hereby approve the attached policy governing Board, Commission and Committee attendance. PASSED AND ADOPTED by the City Council of the City of Gilroy at a regular meeting duly held on the 17th day of September, 2018 by the following roll call vote: AYES: COUNCILMEMBERS: BLANKLEY, BRACCO, HARNEY, LEROE-MUÑOZ, TOVAR, TUCKER and VELASCO NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: NONE APPROVED: ________________________ Roland Velasco, Mayor ATTEST: _________________________ Shawna Freels, City Clerk 6.B.a Packet Pg. 15 Attachment: Resolution BC&C Attendance Policy_ 2018_v1 (2147 : BCC Attendance Update) 2 RESOLUTION 2018-41 City of Gilroy Policy Governing Board, Commission and Committee Attendance BACKGROUND The City of Gilroy’s Boards, Commissions and Committees are established in order to provide advice and recommendations to the City Council and City Administrator, or in the context of quasi-judicial Boards and Commissions such as the Planning Commission and Building Board of Appeals, to make independent decisions and take administrative actions. The Boards , Commissions and Committees of the City play an important role of providing broad representation of ideas into the processes of the City. The City Charter provides that, in additional to those Boards and Commissions established by the City Charter, the Council may create by ordinance such advisory boards or commissions as in its judgment are required, and may grant them such powers and duties as are consistent with the provisions of the City Charter. The City Charter describes that if a member absents themself from three consecutive regular meetings without permission of such board or commission expressed in its official minutes, their office shall become vacant. PURPOSE AND APPLICATION This policy establishes attendance standards for these Boards, Commissions and Committees for regular meetings and creates a systematic procedure for reporting absences which applies to all Boards, Commissions and Committees of the City whose members are appointed by the City Council or City Administrator. SECTIONS I. Definitions II. Absences III. Reporting Absences IV. Removal SECTION I. DEFINITIONS For the purposes of this Policy, the following definitions are in effect throughout: Body – City Boards, Commissions and Committees and City-created task forces. Member – An individual who has been appointed by the City Council or City Administrator to a Body. 6.B.a Packet Pg. 16 Attachment: Resolution BC&C Attendance Policy_ 2018_v1 (2147 : BCC Attendance Update) 3 RESOLUTION 2018-41 Excused Absences: An absence that is reported to the staff liaison of the Body no less than 72 hours before the regular meeting. Any other absence shall not be deemed an excused absence. Emergency Absences: An absence caused by a sudden emergency, including, but not limited to, the illness, hospitalization or accident of the member, the member’s parent, spouse or domestic partner, or dependent. Regular meetings – A routine scheduled meeting of the body. Staff liaison – The City staff member responsible for the coordination of meetings of the Body and facilitation of communications with the members. SECTION II. ABSENCES Allowed Absences Each member of a Body shall be allowed two excused absences, and one emergency absence from regular meetings per calendar year. Unexcused Absences Any absence from a regular meeting in excess of the two excused absences and one emergency absence in a calendar year shall be deemed unexcused. A member with an unexcused absence shall be removed from their seat. SECTION III. REPORTING ABSENCES Absences are to be reported through the staff liaison to the body. Such reporting shall be made by email, in person, or by phone, and shall be made no less than 72 hours before a regular meeting for an excused absence. Emergency absences shall be reported to the staff liaison as soon as practicable. IV. REMOVAL If a member exceeds the number of allowed absences described in this policy, his or her office shall become vacant and shall be so declared by the Council 6.B.a Packet Pg. 17 Attachment: Resolution BC&C Attendance Policy_ 2018_v1 (2147 : BCC Attendance Update) MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Sally Armendariz P P A P P C C -A A A - Barbara Bottini P P P P P C C -P E P - Bruce Morasca P P P E P C C -P p P - Amanda Rudeen N/A P P P P C C -P P P - Maricela Andrade N/A N/A N/A N/A N/A N/A N/A N/A P P P - Nancy Fierro N/A N/A N/A N/A N/A N/A N/A N/A P P P - Marika Somorjai N/A N/A N/A N/A N/A N/A N/A N/A P 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 E P P C Sean Reedy P P P P P P C P P P P C Leonardo Gonzalez P P P A P P C P E E P C Lionel Gonzalez P P P E P E C E P P P C Zachary Hilton P P P E P P C P P P P C MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec John Almash ------------ Neil Beman ------------ Patricia Giordano ------------ Moe McHenry ------------ Metra Valle ------------ MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Sally Armendariz P C P A P C C C C P C - Marisela Castro P C P E A C C C C E C - Jesiah Dueñas P C P P P C C C C P C - Kris Schlenker P C E P P C C C C P C - Dr. George Vanecek P C P P P C C C C P C - William "Joey" Weitz E C P P P C C C C P C - Linda Williams P C P P P C C C C P C - MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Steve Ashford (Planning Comm. Rep)C P C C P C C P C P C C Mayor Roland Velasco (City Council Rep)N/A N/A C C P C C P C A C C Fabian Morales Medina C P C C P C C E C P C C Almendra Perez C P C C P C C A C P C C Steve Seebart C P C C P C C P C P C C MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Rebeca Armendariz C C C A P P E E C C C C Elizabeth Bertolone C C C E P E P P C N/A N/A N/A Jerrod Coddington C C C P P P P P C N/A N/A N/A Toby Echelberry C C C P P P P P C E C C David Fissel C C C P P A P P C E C C Reid Lerner C C C P P P A P C C C C Lucille Reyes C C C E P P E E C C C C Jaime Rosso C C C P A P P P C C C C VACANT MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Rashmi Beman A P C C P A c P P P E c Michaela Gonzalez P P C C P P c A P A P c Sumana Reddy P P C C P A c P P A P c Kathy Souza N/A P C C P P c P P P P c Candice Whitney P P C C E P c P E P P c MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Alison Beach -A --E --P P Robert Esposito -P --P --P P Jon Paul Newland -A --P --P P Amanda Rudeen N/A N/A N/A -P --P P James Weaver -A --A --P A MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec John Almash P E P E E P P -A P E - Terrie Berry P P P P P P P -P P P - Julie Garcia P E E P P E P -P E P - Ermelindo Puente P P E E P P P -P P P - Troy Trede P P E P E P N/A N/A N/A N/A N/A N/A Patricia Bentson P P P P P P E -P P P - Carol Marques P E P E P P P -P P P - MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct 8 RM/Oct 15 Special Mtg Nov Dec Thomas Brewer P P E C P P E P C C/P P C Nita Edde-Mitchell E P P C P P P E C C/P P C Annie Tomasello P P E C E P P E C C/P P C Catherine Cummins P P P C P P P P C C/P A C Linda Weick P P P C E E P P C C/P A C MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct. Nov Dec Martha Johanson -P C P Stephanie Okada-McCabe -A C P Domingo Chavez -P C P Marco Machado -P C P Mercy Mollinedo Goold -P C A MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Rebeca Armendariz P E P A P P C C P P P P Steve Ashford P P P P P P C C P P P E Casey Estorga P P P P P P C C P P P P Tom Fischer P P P P P P C C P P P P Sam Kim N/A N/A P E E P C C P P P P Susan Rodriguez P P P P P E C C P P P P Rebecca Scheel P P P P P P C C P P E P MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Bruce Morasca (A&C rep)E P P P P E P -P P P - Sam Bozzo P E P P E P P -P P A - Armando Franco P P P E P P E -P P A - Melanie Reynisson P P P P P p E -P A P - Sally Armendariz P A A A A A P -A A P - Judy Bozzo P P P P P p P -P P P - Camille McCormack N/A P P E P p P -P P P - P = Present E= Excused C = Meeting was cancelled -= No meeting was scheduled PARKS & RECREATION COMMISSION (7 members meets 3rd Tues/6:00) BOARD/COMMISSION/COMMITTEE ATTENDANCE 2018 ARTS AND CULTURE COMMISSION (7 members meets 2nd Tues/5:30) BICYCLE/PEDESTRIAN COMMISSION (5 members meets 4th Tues/6:00) BUILDING BOARD OF APPEALS (5 members meet as needed) COMMUNITY & NEIGHBORHOOD REVITALIZATION COMMITTEE (7 members meets 3rd Wed/6:45) HISTORIC HERITAGE COMMITTEE (5 members meets monthly) HOUSING ADVISORY COMMITTEE (9 members meets 2nd Wed/6:00) LIBRARY COMMISSION (5 members meets 2nd Wed/7:00) OPEN GOVERNMENT COMMISSION (5 members meets quarterly) PERSONNEL COMMISSION (5 members meets 2nd Mon/5:30) PHYSICALLY CHALLENGED BOARD OF APPEALS (5 members meets 2nd Tues/10:00am-Jan/April/July/Oct) PLANNING COMMISSION (7 members meets 1st Thurs/6:30) PUBLIC ART COMMITTEE (7 members meets 4th Wed/5:30) A = Absent (Unexcused) N/A = Not a member (Resignation, Term expired, Not yet appointed) 6.B.b Packet Pg. 18 Attachment: 2018 Attendance (2147 : BCC Attendance Update) MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Wendy Sue Kissa P P P -------- N/A N/A N/A Bruce Morasca E P P N/A N/A N/A Maricela Andrade E P P Nancy Fierro P P P Marika Somorjai P P P MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Chad Reeder P P P Sean Reedy P P P Patrick Flautt P P E Lionel Gonzalez P P P Zachary Hilton P P P MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Francois Rothe --- Todd Mazza --- Patricia Giordano --- Moe McHenry --- Metra Valle --- MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Sally Armendariz P P P Greg Bozzo N/A N/A P BOARD/COMMISSION/COMMITTEE ATTENDANCE 2019 ARTS AND CULTURE COMMISSION (7 members meets 2nd Tues/5:30) BICYCLE/PEDESTRIAN COMMISSION (5 members meets 4th Tues/6:00) BUILDING BOARD OF APPEALS (5 members meet as needed) COMMUNITY & NEIGHBORHOOD REVITALIZATION COMMITTEE (7 members meets 3rd Wed/6:45) 6.B.c Packet Pg. 19 Attachment: 2019 Attendance (2147 : BCC Attendance Update) Marisela Castro A E A Jesiah Dueñas P P P Laraine Spencer P P P Danny Van N/A N/A P VACANT MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Tom Fischer (Planning Comm. Rep)C P C Peter Leroe-Muñoz (City Council Rep)C P C Fabian Morales Medina C P C Joseph Robinson C P C Steve Seebart C P C MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Rebeca Armendariz A A P David Fissel P P P Brenda Flores P P P Reid Lerner P P P Bruce Morasca P P P Carlos Pineda N/A A P Manny Singh P P P VACANT-RENTER N/A N/A N/A GUSD SEAT N/A N/A N/A MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Michaela Gonzalez P P C Sumana Reddy P P C Katherine Robinson N/A P C HISTORIC HERITAGE COMMITTEE (5 members meets monthly) HOUSING ADVISORY COMMITTEE (9 members meets 2nd Wed/6:00) LIBRARY COMMISSION (5 members meets 2nd Wed/7:00) 6.B.c Packet Pg. 20 Attachment: 2019 Attendance (2147 : BCC Attendance Update) Kathy Souza P P C Candice W hitney P P C MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Alison Beach E Diana Bentz P Robert Esposito P Rebecca Scheel P James W eaver E MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Patricia Bentson P E C Terrie Berry P P C Julie Garcia E E N/A Marcos Gonzalez P P C Theresa Graham E P C Ermelindo Puente P P C Michelle W exler P P C MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Thomas Brewer (Jan end)E N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A Catherine Cummins P C P Nita Edde-Mitchell P C P Sholly Nicholson N/A C P Annie Tomasello P C E Linda W eick P C P MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct. Nov Martha Johanson P PHYSICALLY CHALLENGED BOARD OF APPEALS (5 members meets 2nd Tues/10:00am-Jan/April/July/Oct) OPEN GOVERNMENT COMMISSION (5 members meets quarterly) PARKS & RECREATION COMMISSION (7 members meets 3rd Tues/6:00) PERSONNEL COMMISSION (5 members meets 2nd Mon/5:30) 6.B.c Packet Pg. 21 Attachment: 2019 Attendance (2147 : BCC Attendance Update) Stephanie Okada-McCabe E Domingo Chavez P Marco Machado P Leah Terry McCarthy N/A Mercy Mollinedo-Goold A MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Rebeca Armendariz C P C P Peter Fleming C P C P Casey Estorga C P C P Tom Fischer C P C P Sam Kim C P C P Susan Rodriguez C P C P Amanda Rudeen C P C P MEMBER Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Nancy Fierro (ACC Rep.)C P P Federico Saldana C P P Armando Franco C P A Melanie Reynisson C P P Otmar Alvarado C P A Judy Bozzo C P P Camille McCormack C P A MEMBER Jan Feb March April May Jun Jul Aug Sep Oct Nov Justin Fajardo P E E Akash Sabharwal P P P Paul Song P P P Kenneth Apte P P P Bettye Chargin P P P PLANNING COMMISSION (7 members meets 1st Thurs/6:30) PUBLIC ART COMMITTEE (7 members meets 4th Wed/5:30) YOUTH COMMISSION (11 members meets the 2nd Mon/6:00) 6.B.c Packet Pg. 22 Attachment: 2019 Attendance (2147 : BCC Attendance Update) Senna Kolagatla P P P Bryan Alonso P P P Edwin Lopez P P P Vikash Sabharwal P P P Jane Tovar P P P Elizabeth Van Sambeek P P P P = Present A = Absent without contacting staff E= Excused C = Meeting was cancelled -= No meeting was scheduled N/A = Not a member (Resignation, Term expired, Not yet appointed) 6.B.c Packet Pg. 23 Attachment: 2019 Attendance (2147 : BCC Attendance Update) Dec - - - - - Dec Dec Dec - - 6.B.c Packet Pg. 24 Attachment: 2019 Attendance (2147 : BCC Attendance Update) - - - - Dec Dec Dec 6.B.c Packet Pg. 25 Attachment: 2019 Attendance (2147 : BCC Attendance Update) Dec Dec - - - - - - - Dec N/A Dec 6.B.c Packet Pg. 26 Attachment: 2019 Attendance (2147 : BCC Attendance Update) Dec Dec - - - - - - - Dec 6.B.c Packet Pg. 27 Attachment: 2019 Attendance (2147 : BCC Attendance Update) 6.B.c Packet Pg. 28 Attachment: 2019 Attendance (2147 : BCC Attendance Update) City of Gilroy STAFF REPORT Agenda Item Title: Approval of Fiscal Year 2019-2020 Capital Improvement Plan Projects for Funding by the Road Repair and Accountability Act of 2017 (SB-1) Funds Meeting Date: April 15, 2019 From: Gabriel Gonzalez, City Administrator Department: Public Works Department Submitted By: Girum Awoke Prepared By: Girum Awoke Nirorn Than Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization ☐ Economic Development ☐ Customer Service ☐ Enhanced Public Safety RECOMMENDATION Adopt a Resolution of the City Council of the City of Gilroy amending the fiscal year 2019-2020 budget to incorporate a list of projects to be funded by SB 1: The Road Repair and Accountability Act. BACKGROUND Senate Bill 1, (SB 1) (Beall, Chapter 5, Statutes of 2017), The Road Repair and Accountability Act of 2017 provides significant, stable, and ongoing state transportation funding. There are funds dedicated to fixing aging roads and bridges, improving goods movement, and reducing traffic congestion. SB-1 is anticipated to generate $54 billion over the next decade, split between state and local agencies. SB-1 will enable cities and counties to address significant maintenance, rehabilitation and safety needs on their local streets and roads system. SB-1 will provide approximately $1.5billion per year for local streets and roads. According to estimates 6.C Packet Pg. 29 by the State Controller’s Office, Gilroy will receive $311,716 for Fiscal Year 2018 (FY18), and $935,092 in FY19 for a total of $1,246,808 for local street pavement maintenance. in the next few years, the City is expected to receive funds in the amount of $800,000 to $900,000 per year. In providing this funding, the Legislature has increased the role of the California Transportat ion Commission (Commission), including oversight of SB-1 based on the development of guidelines, review of project lists submitted by cities and counties, reporting to the State Controller, and receiving reports on completed projects. In April 2018, Council approved a resolution and a list of projects to be constructed using the FY19 funding. Given the delayed availability of SB -1 funding in FY18 and FY19, the projects previously identified and approved by Council under resolution 2017 - 38 and 2018-07 will be rolled into the FY20 program. These streets include: Road Name Beg Location End Location Classification Section Area(Sf) Farrell Ave Wren Ave Monterey Rd Arterial 83,506 Eighth St Princevalle St Church St Collector 70,528 Martin St Monterey Rd Chestnut St Collector 47,949 Murray Ave I.O.O.F. Ave Leavesley Rd Collector 114,600 San Ysidro Ave 2250 Ft N Of Leavesley Rd Las Animas Ave Collector 61,245 To-date, the City has received $912,827.33 from the State Controller. We anticipate that the City will receive the full funding for FY18 and FY19 ($1,246,808) by August 2019. ANALYSIS In order to receive the available SB-1 funds, the City must adopt the list of SB-1 funded pavement maintenance projects through a resolution. “Projects”, in this case, means a list of streets that we anticipate will receive pavement maintenance with SB -1 funds. Pavement maintenance can be done in one project, or combined with other planned pavement maintenance projects. A resolution, listing the streets to be included in the annual SB-1 funded project, is due to the Commission by May 1, 2019. The list of street segments was selected using the City’s StreetSaver pavement maintenance database program. Street segments are selected to provide the greatest improvement in average Pavement Condition Index (PCI) for a given funding level. Staff also considered Average Daily Traffic (ADT), Street Functional Classifications (Residential, Collector, or Arterial), current Pavement Condition, types of treatment required, and geographic equity when selecting streets for inclusion on this list. This SB-1 resolution will add the following street segments to the already approved list of projects: Road Name Beg Location End Location Classification Section Area(Sf) Monterey Cohansey Ave. Leavesley Rd. Arterial 448,000 6.C Packet Pg. 30 Road Camino Arroyo Holloway Rd. Pacheco Pass Hwy Collector 176,300 Camino Arroyo Pacheco Pass Hwy Gilman Rd. Collector 206,800 Chestnut St. 10th St. 450 North of Martin St. Collector 194,100 FISCAL IMPACT/FUNDING SOURCE The resolution includes a budget amendment for $2,046,808 ($800,000 for FY20, $935,092 for FY19 and $311,716 for FY118) to increase the pavement maintenance revenues to account for the SB-1 funds. SB-1 requires that cities maintain existing general f und levels for transportation funding at levels equal to or greater than their annual average expenditures during FY10, FY11, and FY12, which is known as “maintenance of effort” (MOE) requirement. The bill authorizes the State Controller’s Office to audit local governments for compliance and subject local governments to reimbursing the state for non-compliance. For Gilroy, per the State Controller’s Office this amounts to approximately $1.2 million annually from the General Fund. For FY19 and FY20, the City is scheduled to implement $1.3 million ($1.3 million for Pavement Phase II Project) in pavement maintenance, in addition to the SB1 candidate projects. CONCLUSION Approval of a resolution with a list of projects to be funded using SB -1 funds is required in order to receive SB-1 funds. Council’s approval will help further enhance the pavement condition on the City’s streets network. NEXT STEPS The attached resolution, once approved, will be sent to the Commission for approval so Gilroy can receive its share of the SB-1 local pavement maintenance funds. Attachments: 1. Resolution SB 1 FY 20 6.C Packet Pg. 31 1 RESOLUTION NO. 2019-XX RESOLUTION NO. 2019-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY AMENDING THE FISCAL YEAR 2019-2020 BUDGET TO INCORPORATE A LIST OF PROJECTS FUNDED BY SENATE BILL 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and signed into law by the Governor in April 2017 in order to address the significant multi-modal transportation funding shortfalls statewide; and WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our City are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the City must include a list of all projects proposed to receive funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, in the City budget, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and WHEREAS, the City of Gilroy will receive an estimated $311,716 in RMRA funding in Fiscal Year 2017-18, $935,092 in Fiscal Year 2018-19, and an estimated $800,000 in Fiscal Year 2019-2020 from SB 1; and WHEREAS, the City used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most high -priority and cost-effective projects that also meet the communities priorities for transportation investment; and WHEREAS, the funding from SB 1 will help the City maintain and rehabilitate over 1.4 million square feet of pavement, and implement the complete streets ordinance on streets in the project and into the future; and WHEREAS, the 2016 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are, on average, in good condition, but 15 percent of the streets are in poor or very poor condition. This revenue will help increase the overall quality of our road system and over the next decade will keep our streets and roads in a good condition; and 6.C.a Packet Pg. 32 Attachment: Resolution SB 1 FY 20 (2121 : LSR SB 1 Funding for 2019-2020) 2 RESOLUTION NO. 2019-XX WHEREAS, without revenue from SB 1, the City’s average Pavement Condition Index, a measure of the pavement condition, would have otherwise continued to decrease at an increasing rate; and WHEREAS, if the Legislature and Governor failed to act, city streets and county roads would have continued to deteriorate, having many and varied negative impacts on our community; and WHEREAS, cities and counties own and operate more than 81 percent of streets and roads in California, and from the moment we open our front door to drive to work, bike to school, or walk to the bus station, people are dependent upon a safe, reliable local transportation network; and WHEREAS, modernizing the local street and road system provides well- paying construction jobs and boosts local economies; and WHEREAS, the local street and road system is also critical for farm to market needs, interconnectivity, multimodal needs, and commerce; and WHEREAS, police, fire, and emergency medical services all need safe reliable roads to react quickly to emergency calls and a few minutes of delay can be a matter of life and death; and WHEREAS, maintaining and preserving the local street and road system in good condition will reduce drive times and traffic congestion, improve bicycle safety, and make the pedestrian experience safer and more appealing, which leads to reduced vehicle emissions helping the State achieve its air quality and greenhouse gas emissions reductions goals; and WHEREAS, restoring roads before they fail also reduces construction time which results in less air pollution from heavy equipment and less water pollution from site run -off; and WHEREAS, the SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide. NOW, THEREFORE IT IS HEREBY RESOLVED by the City Council of the City of Gilroy as follows: 1. The foregoing recitals are true and correct. 2. The Capital Improvement Plan (CIP) for fiscal year 2019-2020 is amended to incorporate the following list of projects planned to be funded with Road Maintenance and Rehabilitation Account revenues: 6.C.a Packet Pg. 33 Attachment: Resolution SB 1 FY 20 (2121 : LSR SB 1 Funding for 2019-2020) Each of the following street segments would receive a pavement treatment consisting of removal and replacement of failed areas (known as “digouts”) and a microsurfacing and/or type II Slurry. This treatment is expected to extend the useful life of each street segment by 5-7 years. The projects are expected to be completed by the end of Fiscal Year 2019-2020. Road Name Beg Location End Location Classification Section Area(Sf) Farrell Ave Wren Ave Monterey Rd Arterial 83,506 Eighth St Princevalle St Church St Collector 70,528 Martin St Monterey Rd Chestnut St Collector 47,949 Murray Ave I.O.O.F. Ave Leavesley Rd Collector 114,600 San Ysidro Ave 2250 Ft N Of Leavesley Rd Las Animas Ave Collector 61,245 Monterey Road Cohansey Ave. Leavesley Rd. Arterial 448,000 Camino Arroyo Venture Wy. Pacheco Pass Hwy Collector 176,300 Camino Arroyo Pacheco Pass Hwy Gilman Rd. Collector 206,800 Chestnut St. 10th St. 450 North of Martin St. Collector 194,100 3. The CIP budget for fiscal year 2019-2020 is amended as follows: Appropriate Road Maintenance and Rehabilitation Act (SB 1) funding in the amount of $2,046,808. PASSED AND ADOPTED on this 15th day of April 2019, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: APPROVED: ATTEST: Marie Blankley, Mayor Pro Tempore Shawna Freels, City Clerk RESOLUTION NO. 2019-XX 6.C.a Packet Pg. 34 Attachment: Resolution SB 1 FY 20 (2121 : LSR SB 1 Funding for 2019-2020) City of Gilroy STAFF REPORT Agenda Item Title: Approval of FY 2019-2020 and FY 2020-2021 Community Development Block Grant and Housing Trust Fund Grant Distributions for Public Service and Housing Rehabilitation Projects Meeting Date: April 15, 2019 From: Gabriel Gonzalez, City Administrator Department: Community Development Department Submitted By: Kristi Abrams Prepared By: Sue O'Strander Strategic Plan Goals ☐ Fiscal Stability ☐ Downtown Revitalization  Economic Development ☐ Customer Service ☐ Enhanced Public Safety RECOMMENDATION Approve distribution of Community Development Block Grant and Housing Trust Fund allocations to nonprofit agencies for public service and housing rehabilitation projects, for Fiscal Year 2019-2020 and Fiscal Year 2020-2021, as recommended by the Community and Neighborhood Revitalization Committee. EXECUTIVE SUMMARY On an annual basis, the City Council considers and approves funding for public services and housing rehabilitation efforts provided by local nonprofit organizations. Available funding sources include the federal Community Development Block Grant (“Block Grant”) and the City of Gilroy Housing Trust Fund (“Housing Fund”). Qualifying projects include public services and housing rehabilitation programs that benefit low and very- low-income families and individuals. The Community and Neighborhood Revitalization Committee (Committee) evaluates and ranks applications received through a Request for Proposals process. Once this 8.A Packet Pg. 35 review is completed, their recommendations are presented to the City Council for approval. This year’s requests will cover the City’s two-year funding cycle (FY 2019-2020 and FY 2020-2021). While $419,066 in program funding was requested, the available funding is estimated at $396,955. The Committee recommends allocation of $352,000 and a $40,445 set-aside for subsequent allocation for important services to support fair housing and tenant-landlord counseling, leaving $4,510 of available funds unallocated. As the Federal Department of Housing and Urban Development (HUD) is expected to finalize the funding availability of Block Grants prior to June 30, 2019, the recommended allocations described in this report are estimates and will be finalized upon confirmation of the final federal funding for FY 2019-2020. BACKGROUND Prior Public Hearings At public hearings earlier this year, on February 4 and March 4, the City Council established funding priorities for the Block Grant and Housing Fund, respectively, for Fiscal Years (FY) 2019-2020 and 2020-2021. The Council direction included clarification that awards would be renewed in the second year (FY 2020 -2021) based upon satisfactory performance in the first year and available funds. Funding priorities were identified as:  Basic Needs  Supportive Services  Youth Services  Housing Rehabilitation  Housing Services Request for Proposals On January 25, 2019, two Requests for Proposals (“Proposals”) were advertised in the Gilroy Dispatch. This opportunity was also posted on the City of Gilroy website on January 30, 2019 in alignment with the funding priorities. One Proposal requested projects and services for low and very low income seniors, youths, families and individuals, consistent with the current five year Consolidated Plan that was adop ted by Council in 2015. The second Proposal requested housing rehabilitation services for low income homeowners in Gilroy. These Proposals were due to the Purchasing Division no 8.A Packet Pg. 36 later than 4:00 p.m. on February 27, 2019. Applications received as part of this process are rated and ranked by the Committee. This process is described in more detail under the Analysis Section. No applications were submitted for fair housing and tenant-landlord counseling services (which is a goal under the Council’s priority category of Housing Services). As such, the City intends to issue a separate Proposal request for those particular services. At this time, at least one applicant who has provided such services in the past is known to have missed the February 27th Proposal submittal deadline. Annual Action Plan Aside from the competitive process through the Proposals, the City’s Annual Action Plan provides for an allocation of $40,000, which aligns with Goal 12 of the Council - approved Consolidated Plan. This goal states that “The City will support services at the Gilroy Youth Center to include educational and recreational/enrichment activities. It will also provide funding for free swim lessons and lifeguard training for low income youth.” This goal is implemented by the Gilroy Recreation Department under two requests: Free swim lessons, and Youth Center. As these allocations are approved by the City Council (through the Annual Action Plan), these projects are included in the funding summary and do not participate in the competitive process. Funding Amount It is important to note that the HUD is expected to finalize the funding availability of Block Grants by June 30, 2019. As such, the recommended allocations at this time are estimates and will be adjusted on a percentage basis and finalized upon the final federal allocation for Gilroy. As part of the Proposal process, the public notice indicated there is an estimated $78,955 available in Block Grant funding for public services programs and $150,000 for Block Grant housing rehabilitation projects. In addition, $168,000 for public services programs is available through the City’s Housing Trust Fund. In total, approximately $396,955 could be distributed to qualifying projects. ANALYSIS Review Process In response to the Proposal process, eight applications from nonprofit agencies were received. With the inclusion of the two non-competitive projects, a total of $419,066 in 8.A Packet Pg. 37 funding was requested. This exceeds the estimated funding availability by $22,111. As mentioned above, those applications submitted in response to the Proposals were evaluated and ranked by the Committee members, and a recommended allocation based on the project’s ranking is presented for Council consideration and approval. The Committee met three times to prepare for, discuss and score each application received. At the first meeting on February 20, 2019, staff provided Committee members with an orientation of the grant funding cycle, including key dates and anticipated actions. On March 20, 2019, an overview of the agency interview process was presented to Committee members as well as audience members. Nonprofit applicants briefly presented their requests and answered any questions about their proposal. A final meeting was conducted to complete the review process on March 27, 2019. Committee members rated and ranked each application, pursuant to the established evaluation criteria. For applicants that had applied for such funding in the previous year, their performance (between July 2018 through December 2018) was taken into account. Each request was scored and ranked based on the ability to meet each criterion, or rating factor. Funding allocation recommendations for each request are based on the final ranking and funding availability. Project Ranking Although the requested amounts from all applications exceeds the anticipated availability of funds by more than $22,000, the Committee nonetheless supports allocation of funds to all eight applications received. Based on their ranking, some projects received support for the full amount requested, and some received a portion of the requested amount. A comprehensive listing of the requested funding and ranking is provided as an attachment to this report. The following table, inclusive of all projects, summarizes the Committee’s recommended funding by project: Public Services Ranking Agency Project Committee Recommended Amount 1 The Health Trust Meals on Wheels $20,000 (Housing Fund) 2 Gilroy Compassion Center Day Center for the Homeless $23,800 (Housing Fund) $16,200 (Block Grant) 3* St. Joseph Family Center Homeless Prevention and Safety Net Services $50,000 (Housing Fund) 3* St. Joseph Family Center Gilroy Street Team $35,000 (Housing Fund) 8.A Packet Pg. 38 Public Services Ranking Agency Project Committee Recommended Amount 4 Silicon Valley Independent Living Center Housing and Emergency Services for Persons with Disabilities $25,000 (Housing Fund) 5 Catholic Charities Long Term Care Ombudsman $10,000 (Block Grant) 6 Live Oak Day Care Adult Day Care Gilroy $12,000 (Block Grant) X Gilroy Recreation Department Swim Lessons and Youth Center $40,000 (Block Grant) Housing Rehab Ranking Agency Project Committee Recommended Amount 1 Rebuilding Together Silicon Valley Home repair, rehabilitation and accessibility modification. $120,000 (Block Grant) Total $352,000 * Tie ranking X Not applicable to non-competitive projects The Block Grant and Housing Fund Evaluation Criteria is provided in Attachment 2 of this report. A compilation of the funding application requests (cover pages) is in Attachment 3. At the March 27 meeting, Committee members discussed the lack of projects to address fair housing and tenant-landlord counseling services. The Committee agreed on the need for such services and unanimously voted to recommend that the City Council set aside approximately $40,445 for a subsequent Request for Proposals. In summary, the total allocations as recommended by the Committee include: GRANT BREAKDOWN BY PROCESS AMOUNT Competitive (RFP) $312,000 Non-Competitive (AAP) $40,000 Set-Aside $4,510 Fair Housing Services (future RFP) $40,445 GRAND TOTAL $396,955 ALTERNATIVES 1. The City Council may approve the funding distribution of Community Development Block Grant and Housing Trust Fund allocations to nonprofit agencies for public service and housing rehabilitation projects, for FY 2 019-2020 and FY 2020-2021, as recommended by the Community and Neighborhood Revitalization Committee. This action is recommended. 8.A Packet Pg. 39 2. The City Council may elect not to approve the funding recommendations and instead to allocate the funds as it deems appropria te. This action is not recommended. ENVIRONMENTAL ASSESSMENT Each project funded by Block Grant will undergo a Federal National Environmental Protection Act (NEPA) review prior to the release of funds. FISCAL IMPACT/FUNDING SOURCE Block Grant funds are allocated by the federal HUD on an annual basis. Block Grant funding for year one of the city’s two year budget cycle will be determined in the current federal budgeting process for FY 2019-2020. The budget for the federal Block Grant program for each year could be increased, decreased or not funded based on Congressional budget appropriations and final federal Block Grant budget approvals. The Housing Fund is a local City of Gilroy fund utilized to support affordable housing loans, programs and related services. Housing Fund is replenished as loans provided to low-income homebuyers are repaid. Sufficient funds are available for the recommended awards. NEXT STEPS Upon City Council approval of Block Grant and Housing Fund amounts for public services and housing rehabilitation, staff will prepare the Draft FY 2019-2020 Annual Action Plan and request City Council approval for submittal to HUD for review and approval. However, based on Congressional and final approval of the Block Grant amount for FY 2019-2020, the recommended amounts for the activities cited herein may be subject to adjustments. As suggested by HUD, the City Council’s Block Grant approved distribution includes a contingency based on the final Block Grant allocation for FY 2019-2020 for Gilroy. Unless otherwise directed by the City Council, staff recommends that the contingency would involve staff adjustments of the funding levels listed in this report be calculated on a percentage basis depending on the final HUD funding level for the FY 2019-2020 Block Grant. Alternatively, City Council may direct staff to schedule an additional City Council meeting for discussion and direction regarding Block Grant funding levels, prior to final submission of the FY 2019-2020 Annual Action Plan to HUD. HUD has directed local Block Grant jurisdictions, such as the City of Gilroy, to submit its Annual Action Plan after final federal approval of the Block Grant amount is approved, by June 26, 2019, but no later than mid-August, 2019. PUBLIC OUTREACH 8.A Packet Pg. 40 The public notice for this item was published in the Gilroy Dispatch on March 15, 2019. Local non-profit organizations were notified and many attended a mandatory workshop held on February 6, 2019 at the Gilroy Library that provided information about the process and criteria for submission of applications for Block Grant and Housing Fund monies for the next two-year budget cycle FY 2019-2020 and FY 2020-2021. Also, City Housing staff responded to a number of questions to assist agencies in their efforts to submit potentially successful applications for funding. Attachments: 1. Committee Ranking and Funding Recommendations 2. Council Memo RE Continue April 15th mtg to May 6th 3. Compilation of Funding Applications (cover pages) 8.A Packet Pg. 41 PUBLIC SERVICES Project Rating Ranking Current City Funding Amount Requested CNRC Recommended Funding Amount for FY 19-20 & 20-21 Council Aw ard FY 19-20 Action Plan Funding Type Catholic Charities Long Term Care Ombudsman Program 107 5 N/A $10,000 10,000$ GRANT Gilroy Compassion Center Day Center for the Homeless 123 2 $16,200.50 $16,200.50 16,200$ GRANT Gilroy Compassion Center Day Center for the Homeless 123 2 $20,965.00 $30,594 23,800$ HOUSING Live Oak Adult Day Services Adult Day Care Gilroy 100 6 $12,700.50 $12,000 12,000$ HOUSING St. Joseph's Family Center Homeless Prevention and Safety Net Services 122 3 $34,465 $75,000 50,000$ HOUSING St. Joseph's Family Center Gilroy Street Team 122 3 $32,000 $36,000 35,000$ HOUSING Silicon Valley Independent Living Center Housing and Emergency Services for Persons with Disabilities 118 4 $21,070 $29,272 25,000$ HOUSING The Health Trust Meals on Wheels 125 1 N/A $20,000 20,000$ HOUSING CITY OF GILROY RECREATION DEPARTMENT- Annual $40,000 Youth Center allocation approved by Council through the adoption of the Annual Action Plan Project Rating Ranking Current City Funding Amount Requested CNRC Recommended Funding Amount for FY 19-20 & 20-21 Council Aw ard FY 19-20 Action Plan Funding Type City of Gilroy Recreation Department Free Swim Lessons N/A N/A $5,000 $2,000 2,000$ GRANT City of Gilroy Recreation Department Youth Center N/A N/A $35,000 $38,000 38,000$ GRANT REHABILITATION PROGRAM- Emphasis given to owner-occupied homes in the Neighborhood Revitalization Strategy Area Project Rating Ranking Current City Funding Amount Requested CNRC Recommended Funding Amount for FY 19-20 & 20-21 Council Aw ard FY 19-20 Action Plan Funding Type Rebuilding Together Silicon Valey Rebuilding Home Repair, Rehabilitation and Accessibility Mondification 116 1 $120,000 $150,000 120,000$ GRANT Total 297,401$ $419,067 352,000$ $0 CNRC Funding Recommendations 8.A.a Packet Pg. 42 Attachment: Committee Ranking and Funding Recommendations [Revision 1] (2109 : FY 2019-2020 and Community Development Department 7351 Rosanna Street, Gilroy, California 95020-6197 Telephone: (408) 846-0451 Fax: (408) 846-0429 http://www.cityofgilroy.org Kristi A. Abrams Community Development Director Agenda Item Title: Approval of FY 2019-2020 and FY 2020-2021 Community Development Block Grant and Housing Trust Fund Grant Distributions for Public Services and Housing Rehabilitation Projects Meeting Date: April 15, 2019 From: Kristi Abrams, Director of Community Development TO: City Council SUBJECT: Request to Continue the Public Hearing from April 15, 2019 to May 6, 2019 (Agenda Item 8.A) City Council is requested to open the noticed public hearing, receive public testimony and then continue Agenda item 8.A to the City Council meeting on May 6, 2019. In making their Housing Trust Fund (HTF) funding recommendations for non-profit services, the Community Neighborhood Revitalization Committee (CNRC) allocated $153,800 of the available $168,000 leaving $14,200 unallocated. The CNRC is scheduled to hold their regular monthly meeting Wednesday April 24, 2019 and will be requested at that meeting to recommend an allocation of the remaining $14,200 to one, or more, of the current non-profit applicants for FY 2019-2020 program year. 8.A.b Packet Pg. 43 Attachment: Council Memo RE Continue April 15th mtg to May 6th [Revision 3] (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Community Development Block Grant/ Gilroy Housing Trust Fund Application City of Gilroy 19-RFP-HCD-418 Public Services-Fiscal Years 2019-2020 and 2020-2021 Legal Name of Organization: Catholic Charities of Santa Clara County Mailing Address: 195 E. San Fernando Street City, State, Zip Code: San Jose, CA 95112 ---------------------------------- Contact Person Name: Wanda Hale TitlEl: Program Manager ---------------- Em a i I Address: Whale@catholiccharitiesscc.org Webpage: www.catholiccharitiesscc.org Telephol)e Number: 408-944-0567 ---------------- ·B. Project OveiNi.ew Project Name: Long Tenn Care Ombudsman program Project Location: Long Tenn Care facilities in Gilroy City, State, Zip: SanJose, CA 95112 Brief Project Description: The mission of the Long-Term Care Ombudsman program (LTCOP) is to .seek resolution of problems and advocate for the rights ofresidents oflong term care facilities. As independent advocates, these state-certified LTC Ombudsmen provide services with respect for human dignity and the individuality of the resident without discrimination. They ensure that residents are aware of their rights, including the right to shape their own long term care experience. The LTC Ombudsmen will .help residents of Gilroy long term care facilities to address the root cause of individual and/or systemic problems and also fundamentally change the way people and systems work. The regular visits •ide residents with the opportunity to develop personal and confidential relationships and to create a safe environment for ,ing their concerns. During these visits the LTC Ombudsmen identify, receive, investigate, and resolve complaints, including violations of personal rights and allegations of elder abuse for all residents in licensed long term care facilities in Gilroy. They will also provide information and referrals as needed to residents, their families and facility staff. The LTCOP is the only certified, unrestricted organization that can go into long term care facilities on behalf of a resident in the County. Unlike any other agency, the program has unimpeded legal and confidential access to residents in these facilities 24/7. C.. Funds Requested Funding request for upcoming Fiscal Years 19/20 & 20/21: $ 10,000 (grant request for 1st fiscal year) Gilroy COBG/HTF funds in Fiscal Year: '"'"-�. it&�'l.ii-[tal�inJIII Projected cost: Requested: $0.00 $0.00 Received: $0.00 $0.00 Identify the Gilroy City Council priority need(s) being met: D Basic Needs 181 Supportive Services D Youth Services D Economic Development D Housing Services 1 8.A.c Packet Pg. 44 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions) 8.A.c Packet Pg. 45 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions) 8.A.c Packet Pg. 46 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions) 8.A.c Packet Pg. 47 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions) 8.A.c Packet Pg. 48 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions) 8.A.c Packet Pg. 49 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions) 8.A.c Packet Pg. 50 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions) 8.A.c Packet Pg. 51 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions) 8.A.c Packet Pg. 52 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions) 8.A.c Packet Pg. 53 Attachment: Compilation of Funding Applications (cover pages) (2109 : FY 2019-2020 and FY 2020-2021 CDBG and HTF Grant Distributions)