‘MINUTES’ for Three Noteworthy 1 September 2009 City Council Agenda Items

“MINUTES”
CITY COUNCIL MEETING
CITY OF CARMEL-BY-THE-SEA
September 1, 2009

V. Announcements from Closed Session, from City Council Members and the City Administrator.

5. Receive City’s Fourth Quarter 2008-09 financial report.

Administrative Services Director Joyce Giuffre presented a PowerPoint Presentation.

Highlights include, as follows:
Big Three Revenues
Bar Chart displayed Property Tax, Transient Occupancy Tax and Sales Tax for FY 2008/09 and previous two years.

Property Tax, only revenue source which surpassed the previous year; FY 2008/09 represented first time Property Tax revenue was the largest revenue source for the city.

Transient Occupancy Tax, down 14%

Sales Tax, down 12%

FY 2008/09 Capital Projects (3 largest categories)
Underbudget by $300,000

4th Av. Project: $386,621 Note: City received grant funds of $261,000 from State and expect $75,000 during FY 2009/10.

Street Road Projects: $158, 858

Storm Drain Improvements: $115,877

SUMMARY
Jul 2008-Jun 2009
Budget Deficit ($346,841)
Actual Deficit ($498,562)
Budget Variance Favorable/(Unfavorable) ($151,721)

VII. Consent Calendar
These matters include routine financial and administrative actions, which are usually approved by a single majority vote. Individual items may be removed from Consent by a member of the Council or the public for discussion and action.

E. Consideration of a Resolution entering into a contract with William Camille for construction phasing and cost planning services for the Forest Theater in an amount not to exceed $15,000.

Mayor McCloud opened the meeting to public comment.

Barbara Livingston addressed the public and council regarding Item H unavailable to the public.

Mayor McCloud closed the meeting to public comment.

Council Member Ken Talmage pulled Item E. Talmage asked whether or not the $15,000 for the contract with William Camille was in the budget. City Administrator Rich Guillen answered no and expected to make a mid-year budget adjustment to fund the contract. Talmage expressed concerns about operating expenditures for Sunset Cultural Center, Inc., Carmel Fire Protective Services contract and Forest Theatre renovation costs and the overall economy.

Council Member ROSE moved adoption of the Consent Agenda Items A-H, seconded by Council Member HAZDOVAC and carried unanimously.

X. Resolutions

B. Consideration of a Resolution amending the Del Mar Master Plan to include a pedestrian pathway along the west side of San Antonio Avenue from Ocean Avenue to the Pebble Beach Gate and a beach access staircase at the north end of the beach.

Planning & Building Services Manager Sean Conroy presented the Staff Report and PowerPoint Presentation.

Highlights include, as follows:
Dune habitat restoration in north dunes, parking improvements and viewing platform

Del Mar Master Plan Amendments• Pedestrian Path connecting the Pebble Beach Gate with Ocean Avenue
• New beach access staircase at north end of the beach.
• Addition policies from the General Plan included at the request of Coastal Commission

Benefits
• Improved pedestrian safety
• Improved access to and along the beach
• Provides a pedestrian connection between Jane Powers Walkway & 4th Avenue Walkway

Mayor McCloud opened the meeting to public comment.

Attorney Anthony Lombardo, two property owners in the vicinity and a man addressed the public and council about the proposed pedestrian pathway, et cetera. Generally, all spoke in support of the proposed pedestrian pathway.

Mayor McCloud closed the meeting to public comment.

Council Member ROSE moved approval of the Resolution amending the Del Mar Master Plan to include a pedestrian pathway along the west side of San Antonio Avenue from Ocean Avenue to the Pebble Beach Gate and a beach access staircase at the north end of the beach, seconded by Council Member SHARP, and carried by the following roll call:

AYES: COUNCIL MEMBERS: HAZDOVAC; ROSE; SHARP; TALMAGE & McCLOUD
NOES: COUNCIL MEMBERS: NONE
ABSENT: COUNCIL MEMBERS: NONE
ABSTAIN: COUNCIL MEMBERS: NONE

COMPLETE: Fourth Avenue Riparian Habitat and Pathway Project

ABSTRACT: Photographs of the recently completed Fourth Avenue Riparian Habitat and Pathway Project are shown. The completed Project is along the south side of Fourth Avenue between San Antonio Av. and Monte Verde St. and consists of storm drainage channel, storm drains, settling pools, pedestrian path and bridges, landscaping of trees and plants and irrigation system. The Project was completed by Green Valley Landscaping in early March 2009.

Along Fourth Avenue
View from Carmelo to Monte Verde St. (eastward)

Along Fourth Avenue
View from Monte Verde St. to San Antonio Av. (westward)

View along Fourth Avenue to San Antonio Av. (westward)

PROGRESS REPORT: Fourth Avenue Riparian Habitat and Pathway Project

ABSTRACT: Progress on the Fourth Avenue Riparian Habitat and Pathway Project is presented, featuring the Pedestrian Pathway and Storm Water drains. For the Pedestrian Pathway, Green Valley Landscaping installed StaLok® Paving Material. Information about StaLok® Paving Material is presented. It is anticipated that the project will be completed in approximately two weeks, according to Green Valley Landscaping. COMMENTS are made regarding “green building” and the storm drains.

FOURTH AVENUE PEDESTRIAN PATHWAY:
Fourth Avenue
Pathway, Settling Pond and Bridge
S/s Fourth Avenue between Camino Real & Carmelo

Close-Up of StaLok® Paving Material Pathway

Fourth Avenue Pedestrian Pathway
S/s Fourth Avenue between San Antonio Av. & Carmelo St

StaLok® Paving Material
Aggregate soil enhanced with polymer

StaLok® Paving Materials are long lasting crushed stone paving mixes. Our StaLok® Pathway Mix™ combines natural crushed stone with a combination of engineered polymers in a totally waterless process. It provides a versatile, dustless, natural looking surface for pathways,...

LEED Points: Local/Regional Materials (1 point)
ADA Compatible POROSITY:No

LEED™ Potential Positive Impact
Stabilizer Solutions, Inc.’s family of products has the potential to improve your LEED™ accreditation. The LEED Green Building Rating System program of the US Green Building Council evaluates environmental performance from a “whole building” perspective. These “green building” standards are based on accepted energy and environmental principles. The LEED system rates new and existing commercial, institutional, and high-rise residential buildings. Credits are earned for each aspect of a particular project by satisfying the criteria set forth by the council. Based upon the number of credits earned, various levels of certification are awarded. More information is available at www.usgbc.org.

ADDENDUM:
StaLok® Paving Materials
StaLok® Paving Material for trails, pathways, and patios

COMMENT:
• While StaLok® Paving Material has “LEED™ Potential Positive Impact, StaLok® is impermeable.

STORM DRAINS:
View of “MADE IN INDIA” Storm Drain, Pedestrian Pathway
Location: S/s Fourth Avenue

Close-Up of Storm Drain

COMMENT:
• A benefit of the newly installed Storm Water Drains along the south side of Fourth Avenue is that they allow for a smooth, uninterrupted pedestrian pathway surface as opposed to a dip or depression in the pathway for drainage purposes.

'MINUTES' Special City Council Meeting 4 February 2009

ABSTRACT: With regard to the Special City Council Meeting on the City Budget, specifically mid-year revisions to the Budget, A SUMMARY OF RECOMMENDED ACTIONS by City Administrator Rich Guillen and HIGHLIGHTS of the City Council meeting on mid-year revisions to the Fiscal Year 2008/09 Budget are presented. Selected COMMENTS are made.

"MINUTES"
SPECIAL CITY COUNCIL MEETING
CITY OF CARMEL-BY-THE-SEA
Wednesday, February 4, 2009

IV. Resolutions
A. Receive mid-year Budget Report and Consideration of a Resolution adopting revisions to the fiscal year 2008-09 General Fund Budget.

At the conclusion of an approximately 45 minutes Special City Council Meeting, Council Member ROSE moved adoption of Resolution adopting revisions to the Fiscal year 2008/09 General Fund Budget, with Exhibit “A”, seconded by TALMAGE, and carried unanimously.

SUMMARY OF RECOMMENDED ACTIONS
CITY ADMINISTRATOR

1. Delay filling current vacant positions for remainder of FY 2008/09.
2. Limit spending to essential services only.
3. Reduce costs for meetings and travel.
4. Consider reducing number of commissions, boards, ex. Planning Commission, Design Review Board

HIGHLIGHTS:
• City Administrator Rich Guillen stressed mid-year adjustments as not “cutting,” rather “postponing” actions on positions and projects.

• 4th Av. Riparian Project: The City received notification from the State between Christmas and New Years Day that the grant funds totaling $373,000 are “frozen.” The City has appealed the action. Apparently, the City had received approximately $80,000 prior to the grant funds being “frozen.” If the City loses the appeal, the City will have to fund the entire project less $80,000 or approximately $293,000.

COMMENT: While Mayor Sue McCloud implied in her State of the City 2009 report that the State was responsible for the delay in the realization of the 4th Av. Riparian Project, the City of Carmel-by-the-Sea was also responsible for the delay due to City Council Members insisting on terms which were not original terms or conditions of the State grant.

• Sunset Center Parking Lot Machines (added as mid-year adjustment to budget)
Existing machines not compliant with State law with regard to credit cards, therefore the City must purchase new machines. The vendor is eager for new machines because they are more vendor-friendly, user-friendly, et cetera.

COMMENT: Even after acknowledging the existence of patron complaints about the parking machines, City Council Members and the City Administrator failed to consider whether or not paid parking at the Sunset Center parking lot is efficacious.

• General Operating Reserve Fund as “buffer” for economic downturns; established at $1.95 million, added surplus from FY 2008/08 Budget, currently over $2.0 million.

• Of Proposition 1B Funds ($400,000), $215,600 budgeted for street and road projects for FY 2008/09.

• Carmel Beach Sand Replenishment
Budgeted $24,500; only $10,000 will be spent by end of year, according to the City Forester.

• Staff will present a proposed Construction Truck Impact Fee to the City Council by spring 2009, acccording to City Administrator Rich Guillen; anticipated to generate approximately $120,000/year revenue.

(Source: Archived Videos, City Council Budget Meeting, February 04, 2009)

PROGRESS REPORT: Fourth Avenue Riparian Habitat and Pathway Project

ABSTRACT: A photographic display showing the progress being made on the Fourth Avenue Riparian Habitat and Pathway Project by Green Valley Landscaping is presented. Trees courtesy of Valley Crest Tree Company. The project includes: a pedestrian path; native riparian landscaping; several pools in the storm drain to slow flow velocity; and drainage pipes to percolate storm water back into the soil. Green Valley Landscaping appears to be on schedule for completion of the project by the beginning of February 2009, approximately 90 days since commencement of work.

View to the west, from Monte Verde St. & 4th Av.
Trees include Coast Live Oaks (Quercus agrifolia), Italian Alders (Alnus cordata) and California Sycamore (Platanus Racemosa)

View to the west, between Monte Verde St. & Casanova
View of pedestrian pathway under construction, storm drainage trench

View of groundcover plants, yet to be planted

Between San Antonio Av. & Carmelo
View of pedestrian pathway under construction, curb, settling pond and storm drainage trench

Representative settling pond along the storm drainage trench

PROJECTS PROGRESS REPORTS: Storm Drain Improvements & Fourth Avenue Riparian Habitat and Pathway Project

ABSTRACT: An update to the PROJECTS IN PROGRESS: Storm Drain Improvements & Fourth Avenue Riparian Habitat and Pathway Project Post (Friday, November 14, 2008) is presented. Specifically, recent photos of the Storm Drain Improvements for San Antonio Avenue and 8th Avenue Project and the Fourth Avenue Riparian Habitat and Pathway Project are shown. Additionally, a representative photo of the recently completed resurfaced north/south crosswalks on Ocean Avenue is shown; the Ocean Avenue crosswalks project was one of four projects approved by the City Council at their regular meeting of 7 October 2008, awarded to the Don Chapin Company.

View of Storm Drain Improvement Project along San Antonio Av., North of 8th Av.

View of Storm Drain Improvement Project along 8th Av., East of Scenic Rd.

Pond, View from West to East along Fourth Av. between San Antonio Av. & N. Carmelo

Close-Up of Pond from Fourth Av.

View of Another Pond on Fourth Av., between San Antonio Av. & N. Carmelo.

Ocean Av. north/south Crosswalk @ Mission St., View to the North

PROJECTS IN PROGRESS: Storm Drain Improvements & Fourth Avenue Riparian Habitat and Pathway Project

ABSTRACT: Two PROJECTS IN PROGRESS are presented, namely the Storm Drain Improvements for San Antonio Avenue and 8th Avenue Project and the Fourth Avenue Riparian Habitat and Pathway Project. Recent photos of the projects in progress are shown. A SYNOPSIS for each Project is presented and links to Sources are provided.

Storm Drain Improvements for San Antonio Avenue and 8th Avenue Project:
Storm Drain Improvements In Progress, N/s 8th Av., View from San Antonio Av. to Scenic Rd.

Storm Drain Improvements In Progress, W/s San Antionio Av., View from 8th Av. to the north

View of Storm Drains

SYNOPSIS:
As part of the FY 2008/09 Annual Budget, Capital Improvement Program, the City Council approved funding for “Storm Drain Improvements at San Antonio Avenue and 8th Avenue.” The project consists of “the replacement of storm drain pipes, manholes, catch basins and associated pavement patching and reconstruction,” as follows:

Project: STORM DRAIN IMPROVEMENTS, San Antonio Ave. & Eighth Avenue:
Furnish and Install 18" HDPE Storm Drain
Furnish and Install 24" HDPE Storm Drain
Remove Existing 15" & 18" CMP Storm Drain
Sawcut & Remove Portion of Drainage Channel
Construct Catch Basin
Construct Storm Drain Manhole
Connect to Existing Drainage Inlet
Sawcut & Reconstruct Pavement Area

The City received ten bids ranging from a low of $95,760 to a high of $221,726. The lowest responsible bidder on the project was James Sommerville, Incorporated.

At the City Council Meeting on November 4, 2008, the Resolution awarding the bid for the Storm Drain Improvements for San Antonio and 8th Avenues to James Sommerville, Inc. in the amount of $95,760, and authorize a 10% contingency cost of $9,576 was unanimously approved by the City Council with no discussion.

In sum, the project will “improve the street drainage” and “eliminate the possibility of storm drain failure.”

(Sources: City Council Agenda Item Summary and STAFF REPORT and Archived Videos, Regular City Council Meeting, November 4, 2008)

Fourth Avenue Riparian Habitat and Pathway Project:
Fourth Avenue Riparian Habitat and Pathway Project In Progress, S/s 4th Av, View from Carmelo to San Antonio Av.

Fourth Avenue Riparian Habitat and Pathway Project In Progress, View of 4th Av. from Carmelo to Monte Verde St.

Fourth Avenue Riparian Habitat and Pathway Project In Progress, Close-Up of Site of Small Pond on S/s 4th Av. between San Antonio Av. and Carmelo.

SYNOPSIS:
The City accepted a grant from the State of California for restoration of a riparian habitat along the south side of Fourth Avenue between Monte Verde Street and San Antonio Avenue as a follow up to the removal of 32 large eucalyptus trees in 2002. The project includes: a pedestrian path; native riparian landscaping; several pools in the storm drain to slow flow velocity; and drainage pipes to percolate storm water back into the soil. Three bids were received by the City; the lowest bid was $280,661.56 and the highest bid was $815,000.00.

The City received a grant from the State of California in the total amount of $373,000 to commence the project. The grant funds are received upon completion of the project. This requires the expenditure of $170,000 in funds allocated in the FY 2008-09 Capital Improvement Budget.

At a Special City Council Meeting on August 19, 2008, the City Council approved a Resolution awarding a contract to Green Valley Landscaping in the amount of $280,661.56 and authorizing a 20% contingency of $56,133 for construction of the Fourth Avenue Riparian Habitat Restoration Project.

In sum, “this project will enhance the natural environment and street aesthetics along Fourth Avenue and will improve pedestrian safety, and connect wildlife corridors within the City.”

Lastly, the contractor has 90 working days to complete the Project, according to City Administrator Rich Guillen's Status Report on the Fourth Avenue Riparian Habitat and Pathway Project at the City Council Meeting on November 4, 2008.

(Sources: City Council Agenda Item Summary and STAFF REPORT and Archived Videos, Special City Council Meeting, August 19, 2008)

ADDENDUM:
Status of Grant-funded Projects
Carmel-by-the-Sea
1st Quarter, FY08-09: June through September

Project in progress: Fourth Avenue Riparian Habitat and Pathway

Description and Status:
Phase I (tree removal) completed. Final design plans and construction drawings are complete. Construction contract has been awarded and work is expected to begin soon.

Funding Source and Budget Amount:
Riparian and Riverine Habitat Grant, CA Parks and Recreation Dept: $373,000
City match: $415,000

Project Period: July 2002 to June 2010

(Source: City Council Packet November 2008)

RELATED ARTICLE:
Six years after trees fell, Fourth Avenue facelift finally under way, MARY BROWNFIELD, The Carmel Pine Cone, November 14, 2008, page 5A.