tuesday, may 19, 2020 city of half moon bay regular ... · community expectations, the size of half...

REMOTE PARTICIPATION (SEE NEXT PAGE) Adam Eisen, MayorRobert Brownstone, Vice MayorDeborah Penrose, CouncilmemberHarvey Rarback, CouncilmemberDebbie Ruddock, Councilmember

CITY COUNCIL AGENDAREGULAR MEETING

CITY OF HALF MOON BAY

TUESDAY, MAY 19, 2020

7:00 PM

This agenda contains a brief description of each item to be considered. Those wishing to address the City Council on any

matter not listed on the Agenda, but within the jurisdiction of the City Council to resolve, may come forward to the podium

during the Public Forum portion of the Agenda and will have a maximum of three minutes to discuss their item. Those

wishing to speak on a Public Hearing matter will be called forward at the appropriate time during the Public Hearing

consideration.

Please Note: Anyone wishing to present materials to the City Council, please submit seven copies to the City Clerk.

Copies of written documentation relating to each item of business on the Agenda are on file in the Office of the City Clerk

at City Hall and the Half Moon Bay Library where they are available for public inspection. If requested, the agenda shall be

available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with

Disabilities Act of 1990 (42 U.S.C. Sec. 12132.) Information may be obtained by calling

650-726-8271.

In compliance with the Americans with Disabilities Act, special assistance for participation in this meeting can be

obtained by contacting the City Clerk’s Office at 650-726-8271. A 48-hour notification will enable the City to make

reasonable accommodations to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II).

http://hmbcity.com/

MEETING WILL CONCLUDE BY 11:00 PM UNLESS OTHERWISE EXTENDED BY COUNCIL VOTE

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http://hmbcity.com/

SPECIAL REMOTE MEETING PROTOCOLS

In accordance with the San Mateo County Health Officer's March 16, 2020, March 31, 2020, and April 29, 2020Shelter-In-Place Orders and Governor Newsom’s Executive Order No-29-20, this will be a teleconferencemeeting without a physical location to help stop the spread of COVID-19. This meeting will be conductedentirely by remote participation, in compliance with the Governor's Executive Order N-29-20 allowing fordeviation of teleconference rules required by the Ralph M. Brown Act. This meeting will be conducted via Zoom Webinar. Members of the public are welcome to login into thewebinar as Attendees. During any public comment portions, attendees may use the “raise your hand” featureand will be called upon and unmuted when it is their turn to speak. The meeting will also be streamed onChannel 27, on pacificcoast.tv., on Facebook in English at www.facebook.com/cityofhalfmoonbay and inSpanish at www.facebook.com/halfmoonbayrecreation. If you do not have access to join by computer, youmay phone in comments to 650-726-8271, and your comments will be read into the record. Members of thepublic are welcome to submit comments (in accordance with the three-minute per speaker limit) via email [email protected] prior to or during the meeting (before the close of public comments on that item). The CityClerk will read all comments into the record. Please click to join the webinar: https://zoom.us/j/92243680094

ROLL CALL

PUBLIC FORUM

PROCLAMATIONS AND PRESENTATIONS

MIDCOAST COMMUNITY COUNCIL UPDATE

PROCLAMATION HONORING NATIONAL BOAT SAFETY WEEK (MAY 16-22, 2020)

PROCLAMATION HONORING LGBTQ PRIDE MONTH (JUNE 2020)

MAYOR'S ANNOUNCEMENTS OF COMMUNITY ACTIVITIES AND COMMUNITY SERVICE

REPORT OUT FROM RECENT CLOSED SESSION MEETINGS

CITY MANAGER UPDATES TO COUNCIL

#WAVEOFSTRENGTH YOUTH ART CONTEST SUBMISSIONS

1. CONSENT CALENDAR

1.A WAIVE READING OF RESOLUTIONS AND ORDINANCES

1.B WARRANTS FOR THE MONTH OF APRIL 2020

Staff Recommendation: Accept the warrants list for the month of April 2020.

STAFF REPORT

ATTACHMENT 1

1.C ACCEPTANCE OF PUBLIC IMPROVEMENTS INTO THE CITY-MAINTAINED SYSTEM FORPACIFIC RIDGE SUBDIVISION PHASE 2

Staff Recommendation: Adopt a resolution accepting the Pacific Ridge Subdivision Phase II

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http://www.facebook.com/ciytofhalfmoonbay

http://www.facebook.com/halfmoonbayrecreation

mailto:[email protected]

https://zoom.us/j/92243680094

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/595034/STAFF_REPORT.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/595035/ATTACHMENT_1.pdf

public improvements into the City-maintained system and releasing the warranty bond

period.

STAFF REPORT

RESOLUTION

ATTACHMENT 2

1.D FINAL ACCEPTANCE OF THE OCEAN VIEW PARK RESTROOM REPLACEMENT PROJECT (CIP

PROJECT NO. 610)

Staff Recommendation: Adopt a resolution authorizing the City Manager or his designee tofile a Notice of Completion for the Ocean View Park Restroom Replacement Project (Project)and release the Project Retention Funds and Project Performance Bond and Labor andMaterials Bond thirty (30) days after recordation of the Notice of Completion.

STAFF REPORT

RESOLUTION

1.E SIDE LETTER AMENDING THE CURRENT MEMORANDUM OF UNDERSTANDING WITH

REPRESENTED MANAGEMENT TEAM

Staff Recommendation: Adopt a resolution authorizing the City Manager to enter into a SideLetter between the City of Half Moon Bay and the Represented Management Team.

STAFF REPORT

RESOLUTION

1.F POLICY REGARDING THE DISPLAY OF FLAGS AT CITY FACILITIES

Staff Recommendation: Adopt a resolution adopting a flag policy that establishes clearguidelines regarding the display of flags at City facilities.

STAFF REPORT

RESOLUTION

1.G DISPLAY OF THE LGBTQ FLAG FOR THE MONTH OF JUNE 2020 AT CITY HALL TO

COMMERORATE PRIDE MONTH

Staff Recommendation: Authorize the display of the LGBTQ Pride Flag at City Hall for themonth of June 2020.

STAFF REPORT

RESOLUTION

2. ORDINANCES AND PUBLIC HEARINGS

3. RESOLUTIONS AND STAFF REPORTS3


https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/595037/RESOLUTION.pdf










3.A AWARD OF CONSTRUCTION CONTRACT AND PROFESSIONAL SERVICES AGREEMENT FOR

THE OCEAN COLONY PUMP STATION AND FORCE MAIN PROJECT (CIP NO. 9025)

Staff Recommendation: Adopt a resolution authorizing the City Manager to: 1) award andexecute a construction contract for the Ocean Colony Pump Station and Force Main Project,CIP No. 9025 (Project), to the lowest responsive and responsible bidder, Ranger Pipelines,Inc. of San Francisco, CA, in the total bid amount of $2,092,275.00 and approve acontingency in an amount not exceeding 15 percent, or $313,841.25, of the contract awardamount for potential change orders, and; 2) execute a Professional Services Agreement withSchaaf and Wheeler, Consulting Civil Engineers for Construction Support Services for theProject in the amount of $79,915.

STAFF REPORT

RESOLUTION

ATTACHMENT 2

ATTACHMENT 3

3.B SUSTAINABILITY PROGRAM – RESPONDING TO COVID-19

Staff Recommendation: It is recommended that the City Council: 1) direct staff to initiatework on the Climate Action and Adaptation Plan as an in-house project; 2) authorize staff toreturn at a later date for City Council consideration of a contract with consultant, MIG, foroutreach assistance; and 3) direct staff to delay first reading of the Disposable FoodwareOrdinance to September 2020.

STAFF REPORT

3.C HALF MOON BAY HOTEL BUSINESS IMPROVEMENT DISTRICT ANNUAL REPORT FOR 2019,

RESOLUTION OF INTENTION TO CONTINUE TO LEVY ASSESSMENTS FOR FISCAL YEAR 2020-

21, AND FUNDING REQUEST FOR FISCAL YEAR 2020-21

Staff Recommendation: By motion: 1) approve the Half Moon Bay Hotel BusinessImprovement District Annual Report for 2019; 2) adopt a resolution declaring the City’sintention to continue the Half Moon Bay Hotel Business Improvement District, to continuethe basis and to levy the assessment for the District, and to set a date (June 16, 2020) for thepublic hearing on the District and the assessment for FY 2020-21; and 3) consider a $40,000funding request to be included in the FY 2020-21 Recommended Budget.

STAFF REPORT

RESOLUTION

ATTACHMENT 2

3.D FIVE-YEAR CAPITAL IMPROVEMENT PROGRAM WORKSHOP

Staff Recommendation: By motion: 1) approve the Fiscal Year 2020-21 Capital Project List;2) authorize staff to present the updated Five-Year Capital Improvement Program to thePlanning Commission for General Plan Consistency determination; and 3) direct theAdministrative Services Department to allocate $950,000 in General Funds for the FiscalYear 2020-21 Capital Budget.

STAFF REPORT

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ATTACHMENT 1

ATTACHMENT 2

3.E CITY COUNCIL RULES OF PROCEDURE AND DECORUM

Staff Recommendation: Consider revisions to the City Council Rules of Procedure andDecorum.

STAFF REPORT

ATTACHMENT 1

COMMISSION / COMMITTEE UPDATES

FOR FUTURE DISCUSSION / POSSIBLE AGENDA ITEMS

CITY COUNCIL REPORTS

ADJOURNMENT

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: May 19, 2020

TO: Honorable Mayor and City Council VIA: Bob Nisbet, City Manager From: Lisa Lopez, Administrative Services Director TITLE: WARRANTS FOR THE MONTH OF APRIL 2020 ______________________________________________________________________________

RECOMMENDATION: Accept the warrants list for the month of April 2020.

STRATEGIC ELEMENT: This recommendation supports the Fiscal Sustainability and Inclusive Governance Element.

DISCUSSION: During this month, we processed 6 check runs. The first was on April 3, totaling $128,411.64. The second was on April 10, totaling $693,442.47. The third was on April 17, totaling $136,191.14. The fourth was on April 22, totaling $25,000.00. The fifth was on April 24, totaling $92,271.02. The sixth was on April 28, totaling $31,600.15. The total for the month was $1,106,916.42.

The City processed payments related to 7 capital improvement projects, in a total amount of $275,778.37. These projects include: New Accounting System, General Plan Update, Ocean View Park Permanent Restrooms, Carter Park Improvement, Poplar Beach Gateways Plan, Bikeway Connectivity Project-North, Ted Adcock Remodel. Staff is also including a list of all payments above $30,000 processed during this reporting period, as listed in the table below.

ATTACHMENTS: Check Disbursement List by Check Date

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City of Half Moon Bay Check Register - Summary HMB Page: 1Check Issue Dates: 4/1/2020 - 4/30/2020 May 04, 2020 01:57PM

Report Criteria:Report type: SummaryCheck.Type = "Calculated","manual"

Check Number Vendor Number Payee Check Issue Date Amount Description

47790 2022 ACC BUSINESS 04/03/2020 776.44 INTERNET SERVICE47791 2912 BARTEL ASSOCIATES LLC 04/03/2020 2,794.00 FEB'20 OPEB ACTUARIAL VALUATION & GASBS 74/75 FEE PRO47792 3387 C & D HAUPT INC 04/03/2020 4,830.00 MAR'20 FINANCE AND IT SUPPORT47793 38 CALLANDER ASSOCIATES LANDSCAPE ARCHITEC 04/03/2020 251.64 FEB'20 OCEAN VIEW RESTROOM REPLACEMENT47794 217 COUNTY OF SAN MATEO INFORMATION SVCS DE 04/03/2020 76.00 MICROWAVE SERVICE47795 3776 DAVID J POWERS & ASSOCIATES INC 04/03/2020 1,298.75 FEB'20 CARTER PARK IMPROVEMENTS47796 4633 GRANICUS 04/03/2020 1,287.40 APR'20 GRANICUS SERVICE47797 2564 HALF MOON BAY GRADING & PAVING INC. 04/03/2020 864.50 MAINT SUPPLIES47798 3528 HASSETT HARDWARE 04/03/2020 3,371.25 MAINT SUPPLIES47799 3746 MALCOLM C SMITH 04/03/2020 220.00 MAR'20 COMMUNICATION CONSULTANT47800 2573 MARIAN POTT 04/03/2020 1,683.50 INSTRUCTOR PAYMENT DOG TRAINING 01/09-02/13/2047801 1206 MARK THOMAS & CO. INC. 04/03/2020 45,718.35 MAR'20 HWY1 SAFETY AND OPERATIONAL IMPROVEMENTS47802 3872 MUNICIPAL FINANCIAL SERVICES 04/03/2020 4,480.00 MAR'20 SEWER RATE STUDY47803 3726 NICHOLAS LASZKIEWICZ 04/03/2020 540.00 TRANSLATION SERVICES47804 457 OFFICE DEPOT INC. 04/03/2020 104.31 FINANCE OFFICE SUPPLIES47805 3479 PARKEON INC 04/03/2020 52.50 MAINT SERVICE47806 3370 PRESIDIO SYSTEMS INC. 04/03/2020 4,400.00 MAINT SERVICE47807 5020 QUADIENT FINANCE USA, INC 04/03/2020 212.00 POSTAGE47808 3085 SHUTE MIHALY & WEINBERGER LLP 04/03/2020 42,111.47 SAM47809 50 THE CITIES GROUP 04/03/2020 12,839.69 01/01-06/30/20 FY19-20 JPA CITY OF HMB WC LIFE & LTD INSUR47810 4487 THE HOME DEPOT PRO 04/03/2020 499.84 MAINT SUPPLIES47812 4270 4LEAF INC. 04/10/2020 18,750.00 FEB'20 FY18-19 COMMUNITY DEVELOPMENT BUILDING INSPE47813 4534 AFLAC 04/10/2020 315.94 APR'20 ACCOUNT NUMBER L3Y1347814 3954 ALTA PLANNING & DESIGN 04/10/2020 5,924.50 MAR'20 BIKEWAY CONNECTIVITY PROJECT-NORTH47815 18 ANDREINI BROTHERS INC. 04/10/2020 208,220.77 RETAINAGE47816 2407 ARAMARK 04/10/2020 596.79 MAINT SUPPLIES47817 481 BIG CREEK LUMBER 04/10/2020 79.38 MAINT SUPPLIES47818 38 CALLANDER ASSOCIATES LANDSCAPE ARCHITEC 04/10/2020 1,054.21 OCEAN VIEW RESTROOM REPLACEMENT47819 4193 CASELLE INC. 04/10/2020 3,594.00 MAY'20 ERP IMPLEMENTATION SERVICE COST & TRAVEL EXPE47820 51 COASTSIDE COUNTY WATER DISTRICT 04/10/2020 5,173.86 HWY1 MEDIAN STRIP47821 47 COOPERATIVE PERSONNEL SERVICES 04/10/2020 10,236.89 JAN-MAR'20 HR CONSULTING SERVICES47822 2028 COPOWER-GROUP ID 123518 04/10/2020 6,168.80 APR'20 DENTAL/VISION INSURANCE47823 3643 CORODATA RECORDS MANAGEMENT INC 04/10/2020 267.64 MAR'20 RECORDS MANAGEMENT47824 2941 CSG CONSULTANTS INC. 04/10/2020 33,933.75 FY19-20 NPDES STORMWATER CONSULTING SERVICES47825 5110 ERICA OLIVA 04/10/2020 120.00 REGISTRATION REFUND 04/06, 04/13, 04/20, 04/27 DAY ROOM47826 321 FOLGER GRAPHICS INC. 04/10/2020 7,817.19 RECREATION PRINTING

M = Manual Check, V = Void Check

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47827 3429 HUE & CRY 04/10/2020 24.00 SECURITY SERVICE47828 103 KIKUCHI & ASSOC. 04/10/2020 562.50 MAR'20 HWY 1 SOUTH LANDSCAPING PLANS SPECS AND EST47829 4028 LORAL LANDSCAPING INC. 04/10/2020 1,875.00 APR'20 SCHEDULED MAINTENANCE FOR HWY 1 & HWY 92 ME47830 1206 MARK THOMAS & CO. INC. 04/10/2020 9,492.47 DEVELOP SEWER MAINTENANCE STRATEGIES TRAINING OV47831 4294 MAVERICKS COMMUNITY FOUNDATION 04/10/2020 60.00 RESERVATION REFUND 04/09/20 COMMUNITY ROOM47832 2997 NICHOLS CONSULTING ENGINEERS CHTD 04/10/2020 14,991.71 MAR'20 POPLAR BEACH GATEWAYS PLAN47833 457 OFFICE DEPOT INC. 04/10/2020 192.32 ADMIN OFFICE SUPPLIES47834 3951 PUBLIC PARKING ASSOCIATES INC. 04/10/2020 165.00 MAINT SERVICE47835 4303 RAIN MASTER IRRIGATION SYSTEMS 04/10/2020 194.30 MAINT SERVICE47836 159 SEWER AUTHORITY MID-COASTSIDE 04/10/2020 356,201.94 SEWER COLLECTION SYSTEM CLEANING MAINTENANCE AND 47837 4487 THE HOME DEPOT PRO 04/10/2020 1,074.43 MAINT SUPPLIES47838 3955 TOWNSEND PUBLIC AFFAIRS 04/10/2020 5,000.00 MAR'20 FY19-20 GRANT SERVICES47839 1817 TURF STAR INC. 04/10/2020 1,355.08 TRACTOR47840 5015 BOB MASCALL 04/17/2020 460.50 SEWER SERVICE FEE REDUCTION APN 056-165-08047841 4300 CALNET3 04/17/2020 595.58 PHONE SERVICE47842 1925 CITY OF BURLINGAME 04/17/2020 9,932.42 FEB'20 SM CO BID47843 4086 COASTSIDE BUZZ LLC 04/17/2020 1,000.00 COMMUNITY OUTREACH47844 5130 DIANNE MARTIN VAUGHAN 04/17/2020 109.37 REGISTRATION REFUND 03/04-03/28/20 MARTIAL ARTS47845 2456 EAGLE GRAPHICS INC 04/17/2020 408.00 OFFICE SUPPLIES47846 4398 ELS ARCHITECTURE & URBAN DESIGN 04/17/2020 4,830.00 MAR'20 CARTER PARK PHASE 2 DESIGN SERVICES47847 4441 ERICA OLIVA 04/17/2020 250.00 RESERVATION REFUND GRAND OAK 05/03/2047848 4319 GUADALUPE LOPEZ 04/17/2020 300.00 DEPOSIT REFUND 05/02/20 OAK ROOM47849 89 HALF MOON BAY COASTSIDE CHAMBER OF COM 04/17/2020 23,768.00 FEB'20 HMB OUT OF CITY BID47850 1645 HUFFMAN-BROADWAY GROUP INC 04/17/2020 3,893.75 MAR'20 POPLAR BEACH GATEWAYS PLAN47851 4267 IMPEC GROUP INC. 04/17/2020 17,357.25 MAR'20 FY 2019-20 JANITORIAL & MAINTENANCE SERVICES47852 2699 KONICA MINOLTA BUSINESS SOLUTIONS 04/17/2020 747.89 MAR'20 NEW PRINTER & SCANNER47853 3250 METROPOLITAN PLANNING GROUP 04/17/2020 3,874.51 FEB'20 FY19-20 PLANNING SERVICES47854 4652 PARSONS WEALTH MANAGEMENT 04/17/2020 270.00 RESERVATION REFUND 05/14/20 COMMUNITY ROOM47855 3609 PAULA KROGH PETTY CASH 04/17/2020 300.00 PETTY CASH REIMBURSMENT47856 3790 PIXEL-GYM 04/17/2020 1,200.00 WINTER NEWSLETTER47857 5020 QUADIENT FINANCE USA, INC 04/17/2020 150.00 POSTAGE47858 3934 SHORETEL INC. 04/17/2020 2,714.88 SHERIFF SUBSTATION PHONE SERVICE47859 2337 SMCO PUBLIC SAFETY COMMUNICATIONS 04/17/2020 62,493.25 3RD QTR FY19-20 PUBLIC SAFETY COMMUNICATIONS47860 4603 SOL ECOLOGY INC 04/17/2020 525.00 PDP-2018-089 DELINEATION REPORT47861 1423 THE GRAPHIC WORKS 04/17/2020 1,010.74 WEB DESIGN47862 5141 SAN MATEO COUNTY 04/22/2020 25,000.00 FY19/20 START UP FUNDING/FLOOD AND SEA LEVEL RISE RES47863 4270 4LEAF INC. 04/24/2020 28,525.00 MAR'20/FARRIS/ FY19-20 BUILDING INSPECTOR AND RESIDENT 47864 1244 AAA FIRE PROTECTION SERVICES 04/24/2020 7,825.00 FIRE SUPPRESSION SYSTEM47865 5132 ADLFO PINEDA 04/24/2020 100.00 DEPOSIT REFUND 05/05/20 TRAIN DEPOT47866 4534 AFLAC 04/24/2020 315.94 APR'20 ACCOUNT NUMBER L3Y13


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47867 668 CA STATE CONTROLLER'S OFFICE 04/24/2020 3,500.00 FY19/20 ANNUAL STREET REPORT47868 5138 CESAR SANCHEZ 04/24/2020 500.00 DEPOSIT REFUND 05/30/20 GRAND OAK47869 3976 CIRCLEPOINT 04/24/2020 1,965.00 MAR'20 HYATT HOUSE HOTEL PROJECT PDP-072-1347870 3975 COLANTUONO HIGHSMITH WHATLEY PC 04/24/2020 4,085.50 MAR'20 LEGAL SERVICES - SAM47871 2028 COPOWER-GROUP ID 123518 04/24/2020 6,078.00 MAY'20 DENTAL/VISION INSURANCE47872 2941 CSG CONSULTANTS INC. 04/24/2020 1,686.25 FY19-20 NPDES STORMWATER CONSULTING SERVICES47873 5134 DIANNA MARTINEZ 04/24/2020 100.00 DEPOSIT REFUND 05/16/20 TRAIN DEPOT47874 3189 DKS ASSOCIATES 04/24/2020 345.00 OCT-MAR'20 HALF MOON BAY TRAVEL FORECASTS47875 5131 EDUARDO ASCEVEDO 04/24/2020 100.00 DEPOSIT REFUND 05/20/20 TRAIN DEPOT47876 76 HALF MOON BAY BUILDING & GARDEN 04/24/2020 158.30 MAINT SUPPLIES47877 264 HALF MOON BAY NURSERY 04/24/2020 111.63 MAINT SUPPLIES47878 2444 HOME DEPOT CREDIT SERVICES 04/24/2020 1,252.24 MAINT SUPPLIES47879 1645 HUFFMAN-BROADWAY GROUP INC 04/24/2020 4,146.55 POPLAR BEACH GATEWAYS PLAN47880 1645 HUFFMAN-BROADWAY GROUP INC. 04/24/2020 320.00 ECO CONSTRAINTS ANALYSIS FOR BLUFFTOP PARK NEAR RAI47881 5133 JACQUELINNE CARDOZA 04/24/2020 1,000.00 RESERVATION REFUND 05/09/20 GRAND OAK47882 96 JAMES FORD INC. 04/24/2020 1,755.48 VEHILCE SERVICE47883 5139 JESSICA MATA 04/24/2020 100.00 DEPOSIT REFUND 05/30/20 TRAIN DEPOT47884 5136 JUAN NAVARRETE 04/24/2020 1,500.00 RESERVATION REFUND 05/23/20 GRAND OAK47885 5137 JUAN VASQUEZ 04/24/2020 100.00 DEPOSIT REFUND 05/23/20 TRAIN DEPOT47886 2903 LIVE OAK ASSOCIATES, INC. 04/24/2020 5,438.90 MAR'20 PDP-20-00147887 5135 LUIS NAH CHAN 04/24/2020 100.00 DEPOSIT REFUND 05/18/20 TRAN DEPOT47888 457 OFFICE DEPOT INC. 04/24/2020 38.57 CMO OFFICE SUPPLIES47889 3609 PAULA KROGH PETTY CASH 04/24/2020 659.00 02/27/20 JULISSA/CONFLICT TRAINING MILEAGE47890 137 PG&E 04/24/2020 11,079.57 LIBRARY47891 5142 Print 'n Graphics 04/24/2020 184.64 HMB Response Guide47892 29 READYREFRESH 04/24/2020 161.14 WATER FOR CORP YARD47893 3519 SWCA INCORPORATED 04/24/2020 2,174.50 BIOLOGICAL MONITORING47894 4487 THE HOME DEPOT PRO 04/24/2020 635.85 MAINT SUPPLIES47895 3211 THE LEW EDWARDS GROUP 04/24/2020 5,750.00 MAR'20 CONTRACT SERVICES47896 3004 VERIZON WIRELESS 04/24/2020 478.96 MOBILE SERIVCES47897 3923 WELLS FARGO 04/28/2020 31,600.15 03/29/20 CCAC/CONF REFUND M

Grand Totals:107 1,106,916.42


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Report Criteria:Report type: SummaryCheck.Type = "Calculated","manual"


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AGENDA REPORT


TO: Honorable Mayor and City Council VIA: Bob Nisbet, City Manager FROM: John Doughty, Public Works Director

Maz Bozorginia, City Engineer Evelyn Moran, Assistant Engineer

TITLE: ACCEPTANCE OF PUBLIC IMPROVEMENTS INTO THE CITY-MAINTAINED SYSTEM

FOR PACIFIC RIDGE SUBDIVISION PHASE 2 ______________________________________________________________________________ RECOMMENDATION: Adopt a resolution accepting the Pacific Ridge Subdivision Phase II public improvements into the City-maintained system and releasing the warranty bond period. FISCAL IMPACT: There is no immediate fiscal impact associated with this action. Maintenance of City streets and sewer facilities are funded as part of the City’s annual Capital and Operating Budgets. STRATEGIC ELEMENT: This action supports the Infrastructure and Environment Element of the Strategic Plan. BACKGROUND: On December 5, 2017, the City Council approved a subdivision improvement agreement with Ailanto Properties, Inc. for Phases II and III of Pacific Ridge (Pacific Ridge at Half Moon Bay, Subdivision Units 2 and 3). The agreement covered the construction of public improvements, including streets, curb, sidewalk, paths, storm drainage, and utility systems for the two remaining phases of the subdivision. On April 18, 2018, the City and Subdivider entered into Amendment 1 to the Subdivision Improvement Agreement, which authorized the Subdivider to use a deed of trust for Unit II as securities rather than a warranty bond in the amount of $612,323, which is 25% of the value of the improvements. The public improvements for Phase II of the subdivision were completed to the satisfaction of the City Engineer. The City Council granted “initial” acceptance of the improvements, subject to a one-year warranty period on May 7, 2019. Originally, the deed of trust was provided to the

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City by Ailanto Properties, Inc. in-lieu of bonds. Ailanto subsequently provided a warranty bond in place of the Deed of Trust in accordance with amendment 1 of the subdivision improvement agreement. DISCUSSION: The one-year warranty period has now passed without incident and City staff recommends that the City release the warranty bond period. By accepting the infrastructure, the City assumes ongoing maintenance obligations of these improvements as outlined in the Subdivision Improvement Agreement and Amendment No. 1. ATTACHMENT:

1. Resolution 2. Warranty Bond

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Resolution No. C-2020-____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY ACCEPTING THE PACIFIC RIDGE SUBDISIVSION PHASE II PUBLIC IMPROVEMENTS INTO THE

CITY-MAINTAINED SYSTEM AND RELEASING THE WARRANTY BOND PERIOD

WHEREAS, the Subdivision Improvement Plans for Pacific Ridge Phase 2 were approved by the City Engineer on December 05, 2017, under and pursuant to the provisions of the Subdivision Improvement Agreement (“Agreement”) between the City of Half Moon Bay and Ailanto Properties, Inc. (“Subdivider”); and

WHEREAS, on April 18, 2018, the City and the Subdivider signed amendment No. 1 of

the Agreement, authorizing the use of a deed of trust for Phase 2 as securities; and

WHEREAS, the subdivision improvements were completed to the satisfaction of the City

Engineer and on May 7, 2019, the City Council granted “initial” acceptance of the subdivision

improvements, subject to a one-year warranty period; and

WHEREAS, the Subdivider posted the deed of trust in-lieu and then substituted with a

warranty bond as conditioned by amendment 1 of the Agreement and the one-year warranty period has elapsed without incident; and

WHEREAS, City staff has made a final inspection of the Pacific Ridge Subdivision Phase 2 improvements and recommends the City Council approve release of the warranty bond period for the subdivision improvements and accept the public improvements into the City-maintained system. NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby accepts the Pacific Ridge Subdivision Phase II Public Improvements into the City-maintained system and releasing the warranty bond period.

***************************************************************** I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 19th day of May, 2020 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

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ATTEST: APPROVED: ___________________________ _____________________________ Jessica Blair, City Clerk Adam Eisen, Mayor

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AGENDA REPORT


TO: Honorable Mayor and City Council VIA: Bob Nisbet, City Manager FROM: Maz Bozorginia, City Engineer TITLE: FINAL ACCEPTANCE OF THE OCEAN VIEW PARK RESTROOM REPLACEMENT

PROJECT (CIP PROJECT NO. 610) ______________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager or his designee to file a Notice of Completion for the Ocean View Park Restroom Replacement Project (Project) and release the Project Retention Funds and Project Performance Bond and Labor and Materials Bond thirty (30) days after recordation of the Notice of Completion. FISCAL IMPACT: The City awarded a contract to Andreini Bros. Inc. in the amount of $506,686. Authorized contingency funds (10 percent of the base contract) provide a total amount of $557,354 for the Project. The total cost of construction was $523,821. There are sufficient funds in the Capital Budget under CIP Project No. 610 to cover the cost of the project. STRATEGIC ELEMENT: This action supports the Infrastructure and Environment, Healthy Communities and Public Safety Elements of the adopted Strategic Plan. BACKGROUND: On October 1, 2019, the City Council awarded a construction contract to Andreini Bros. Inc. of Half Moon Bay, California, in the amount of $506,686 for the Ocean View Park Restroom Replacement project. At the same meeting, the council authorized project contingency funding in the amount of 10 percent ($50,668) of the contract award for a total project construction budget of $557,354. The project construction generally involved the demolition of the old single-room restroom, construction of a new building foundation, installation of a prefabricated double-room restroom facility, ADA access improvements and other related site improvements. The project also included replacement of the retaining wall adjacent to Alsace Lorraine Avenue. The

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Contractor has completed the work to the satisfaction of the City Engineer and has provided a one-year warranty bond for the work. DISCUSSION: This project is complete. The one-year warranty bond is adequate to ensure the work products perform as expected. Staff recommends City Council authorize the City Manager or his designee to file a Notice of Completion and release the Project Retention Funds and the Performance and Labor and Materials Bonds thirty (30) days after recordation of the Notice of Completion. ATTACHMENT: Resolution

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Resolution No. C-2020-____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY

AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO FILE A NOTICE OF COMPLETION FOR THE OCEAN VIEW PARK RESTROOM REPLACEMENT PROJECT

(CIP PROJECT NO. 610), AND RELEASE THE PROJECT RETENTION FUNDS AND PROJECT PERFORMANCE AND LABOR AND MATERIALS BONDS THIRTY (30)

DAYS AFTER RECORDATION OF THE NOTICE OF COMPLETION

WHEREAS, on October 1, 2019 the City Council adopted a resolution to award a construction contract for CIP No. 610, the “2019 Ocean View Park Restroom Replacement Project” (Project) to Andreini Bros. Inc., in the amount of $506,686; and

WHEREAS, the council also authorized contingency funding in the amount of 10 percent

($50,668) of the contract award for the Project; and WHEREAS, the Contractor has completed all improvements in compliance with the

contract documents for a total amount of $523,820.75; and WHEREAS, the Contractor has provided a one-year maintenance bond for the work

executed under the construction contract;

NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby authorizes the City Manager or his designee to accept the Ocean View Park Restroom Replacement Project as complete and file a Notice of Completion, and also authorizes staff to release the Project retention funds and the Performance and Labor and Material Bonds thirty (30) days after recordation of the Notice of Completion.

***************************************************************** I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 19th day of May 2020 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:





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AGENDA REPORT For meeting of: May 19, 2020

TO: Honorable Mayor and City Council VIA: Bob Nisbet, City Manager FROM: Lisa Lopez, Administrative Services Director

TITLE: SIDE LETTER TO AMEND THE CURRENT MEMORANDUM OF UNDERSTANDING WITH THE REPRESENTED MANAGEMENT TEAM

______________________________________________________________________________

RECOMMENDATION: Adopt a resolution authorizing the City Manager to enter into a Side Letter with the Represented Management Team. FISCAL IMPACT: The expected savings from this agreement to the General Fund for Fiscal Year 2020-21 is approximately $194,524. The City Council will approve the modifications outlined in the Side Letters at the time the FY 2020-21 Budget is approved. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element of the Strategic Plan. BACKGROUND: The COVID 19 pandemic has created an emergency situation with substantially declining revenue to the City, and the City of Half Moon Bay has implemented and will continue to implement emergency measures in response. Some of these emergency measures may impact the wages, hours, and other terms and conditions of employment for represented employees. Labor negotiators have met with the City Council in Closed Session to discuss authority and direction to seek concessions from represented groups to assist in covering declining revenue. DISCUSSION: The Represented Management Team (RMT) representative met with the City’s labor team and agreed to the proposed concessions detailed below, with the caveat that the concessions begin July 1, 2020. Council agreed and directed staff to move forward with a tentative agreement between the City and RMT.

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The concessions that were proposed by the City and agreed upon by RMT include:

1. Defer the 2.5 COLA scheduled for July 1, 2021 2. Extend the current contract for another year (expiration date June 30, 2022) 3. 10 percent furlough for all RMT employees 4. No “vacation or compensatory payoff” in FY 20-21 5. Postpone the Classification and Compensation Study (for Represented Management

Team only)

ATTACHMENT: Resolution Authorizing Represented Management Team Side Letter Agreement

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RESOLUTION NO. _______


AUTHORIZING THE CITY MANAGER TO ENTER INTO A SIDE LETTER WITH THE REPRESENTED

MANAGEMENT TEAM

WHEREAS, the City Council understands that the current fiscal year has unprecedented

uncertainty and declining revenues due to the COVID-19 pandemic and resulting restricted

business activities and associated revenue to the City; and

WHEREAS, the City Council directed City’s labor negotiators to seek concessions from

represented groups to assist in covering the declining revenue due to the need for salary savings;

and

WHEREAS, the Represented Management Team (RMT) representative met with the City’s

labor team and agreed to the proposed concessions, with the caveat that the concessions begin

July 1, 2020; and

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Half Moon

Bay hereby adopt a resolution authorizing the City Manager to enter into a Side Letter between

the City of Half Moon Bay and the Represented Management Team, effective July 1, 2020.

* * * *

I, the undersigned, hereby certify that the foregoing resolution was duly passed and adopted on

the 19th day of May 2020 by the City Council of Half Moon Bay by the following vote:

AYES, Councilmembers:




ATTEST: APPROVED:

___________________________ _______________________

Jessica Blair, City Clerk Adam Eisen, Mayor

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AGENDA REPORT


TO: Honorable Mayor and City Council VIA: Bob Nisbet, City Manager FROM: Jessica Blair, Communications Director/City Clerk Jonathan Roisman, Deputy City Clerk TITLE: POLICY REGARDING THE DISPLAY OF FLAGS AT CITY FACILITIES

______________________________________________________________________________ RECOMMENDATION: Adopt a resolution adopting a flag policy that establishes clear guidelines regarding the display of flags at City facilities. FISCAL IMPACT: There is no fiscal impact associated with this item. STRATEGIC ELEMENTS: This recommendation supports Inclusive Governance BACKGROUND: On May 19, 2020, the City Council will consider a resolution authorizing the display of a Lesbian, Gay, Bisexual, Transgender, and Queer (LGBTQ) Pride Flag, also known as the Rainbow Flag, at City Hall for the month of June 2020 to commemorate LGBTQ Pride Month. This is believed to be the first instance in which a ceremonial or commemorative flag will be displayed at a City facility. In order to clarify First Amendment issues, the City Council should adopt a policy to establish clear guidelines on the display of flags at City facilities that declares that the City’s flagpoles are not intended to serve as a forum for free expression by the public. Federal law governs the display, lowering, and handling of the United States Flag. Such regulations are found in Chapter 1 of Title 4 of the United States Code. One of the requirements under federal law is that flags be lowered to half-staff following presidential proclamations for events such as national days of mourning. California Government Code Sections 430 through 439 contain various state regulations regarding flags, including a requirement that local agencies only purchase U.S. and California flags that are made in the United States.

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DISCUSSION: The City’s municipal code does not address ceremonial flags on City facilities. In coordination with the City Attorney, staff reviewed the flag policies of other cities that have allowed ceremonial flags to be flown on city facilities. The attached resolution contains a proposed flag policy for the Council’s consideration and adoption. The following is a summary of the proposed policy:

1. Flags shall be displayed in accordance with Federal and State laws and regulations. 2. Authorizes the City Manager to order that the City flag be lowered to half-staff in honor

of a City / County employee killed in the line of duty. 3. Commemorative or Ceremonial Flags:

• Can only be displayed on the City Flag flagpole located at City Hall.

• The display of any commemorative or ceremonial flags will be subject to Council approval by resolution and will serve as an expression of the City’s official sentiments.

• The City will not display a commemorative or ceremonial flag based on a request from a third party, unless approved by Council resolution, nor will the City use its flagpoles to sponsor the expression of a third party.

ATTACHMENT: Resolution with Flag Policy (Exhibit A)

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RESOLUTION NO. C-2020-__


APPROVING A COUNCIL POLICY REGARDING THE DISPLAY OF FLAGS AT CITY FACILITIES

WHEREAS, the City of Half Moon Bay displays and handles all flags in accordance with

federal and state Law, and

WHEREAS, the City does not have local rules or guidelines regarding the display of

ceremonial flags at City facilities, and

WHEREAS, the City wishes to adopt a policy to provide clear guidelines about the

display of flags at City facilities that declares that the City’s flagpoles are not intended to be a

forum for free expression by the public.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Half Moon Bay hereby

adopts the policy for the display of flags at City Hall contained in Exhibit A.






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EXHIBIT A – POLICY FOR THE DISPLAY OF FLAGS AT CITY FACILITIES

SECTION 1: PURPOSE

The purpose of this policy is to establish clear guidelines regarding the display of the flags at City

facilities.

SECTION 2: POLICY

2.1 Conformance with federal and state Flag Regulations. Flags shall be displayed in accordance

with federal and state regulations, including Title 4, Chapter 1 of the United States Code, and

Sections 430 through 439 of the California Government Code.

2.2 The City Manager is authorized to order that the City flag be lowered to half-staff in honor of

a City / County employee killed in the line of duty.

2.3 Ceremonial or Commemorative Flags.

2.3.1 Non-Public Forum. The City’s flagpoles are not intended to be a forum for free expression

by the public. Ceremonial or commemorative flags shall be displayed as an expression of the

City’s official sentiments and authorized by a resolution of the City Council.

2.3.2. Commemorative flags shall only be displayed at City Hall and on the flagpole designated to

display the City’s flag.

2.3.3 Commemorative flags shall be displayed for a period of time authorized by resolution of

the City Council.

2.3.4 The City will not display a commemorative or ceremonial flag based on a request from a

third party, unless approved by Council resolution, nor will the City use its flagpoles to sponsor

the expression of a third party.

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AGENDA REPORT


TO: Honorable Mayor and City Council VIA: Bob Nisbet, City Manager FROM: Jessica Blair, Communications Director/City Clerk Jonathan Roisman, Deputy City Clerk TITLE: DISPLAY OF THE LGBTQ FLAG FOR THE MONTH OF JUNE 2020 AT CITY HALL TO

COMMERORATE PRIDE MONTH ______________________________________________________________________________ RECOMMENDATION: Authorize the display of the LGBTQ Pride Flag at City Hall for the month of June 2020. FISCAL IMPACT: There is no fiscal impact associated with this item. STRATEGIC ELEMENTS: This recommendation supports the Inclusive Governance element of the Strategic Plan. BACKGROUND: The City Council of the City of Half Moon Bay wishes to express its support for Pride Month

and the Lesbian, Gay, Bisexual, Transgender, and Queer (LGBTQ) community in the United

States, and specifically on the Coastside.

The display of the LGBTQ Pride Flag, also known as the Rainbow Flag, serves to express the

City’s official commemoration of this important event in U.S. history and its commitment to

celebrating diversity.

DISCUSSION: The City Council should adopt a policy to establish clear guidelines on the display of all flags, including commemorative or ceremonial flags, at City Hall. The policy will establish that the City’s flagpoles are not intended to be a forum for free expression by the public. The flag policy is a separate item on this agenda. ATTACHMENT: LGBTQ Pride Flag Resolution

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RESOLUTION NO. C-2020-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE

DISPLAY OF THE LGBTQ FLAG FOR THE MONTH OF JUNE 2020 AT CITY HALL TO

COMMERORATE LGBTQ PRIDE MONTH

WHEREAS, the City Council of the City of Half Moon Bay wishes to express our support

for Pride Month and the Lesbian, Gay, Bisexual, Transgender, and Queer (LGBTQ) community

in the United States, and

WHEREAS, the display of the LGBTQ Pride Flag, also known as the Rainbow Flag,

serves to express the City’s official commemoration of this important event in U.S. history

and its commitment to celebrating diversity, and

WHEREAS, the City’s flagpoles are not intended to be a forum for free expression by

the public, and

WHEREAS, the LGBTQ Pride Flag will be flown for the month of June 2020 at City Hall.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Half Moon Bay hereby

authorizes the display of the Pride Flag on the City flagpole located in front of City Hall for the

month of June 2020 to celebrate and honor LGBTQ Pride month.






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AGENDA REPORT



Maz Bozorginia, City Engineer Denice Hutten, Associate Engineer

TITLE: AWARD OF CONSTRUCTION CONTRACT AND PROFESSIONAL SERVICES

AGREEMENT FOR THE OCEAN COLONY PUMP STATION AND FORCE MAIN PROJECT (CIP NO. 9025)

_____________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager to: 1) award and execute a construction contract for the Ocean Colony Pump Station and Force Main Project, CIP No. 9025 (Project), to the lowest responsive and responsible bidder, Ranger Pipelines, Inc. of San Francisco, CA, in the total bid amount of $2,092,275.00 and approve a contingency in an amount not exceeding 15 percent, or $313,841.25, of the contract award amount for potential change orders; 2) execute a Professional Services Agreement with Schaaf and Wheeler, Consulting Civil Engineers for Construction Support Services for the Project in the amount of $79,915, and; 3) execute other minor agreements related to the Project. FISCAL IMPACT: The FY 2019-20 budget has allocated sufficient funds for this contract, potential contract changes and project management. This planned FY 19-20 CIP Project No. 9025 is titled “Ocean Colony Pump Station Replacement Project” with $2,810,000 budgeted for Project Construction and supporting Engineering Services. This project is funded solely through sewer enterprise funds derived from sewer service charges; there is no impact on the City’s General Fund. STRATEGIC ELEMENT: This action supports the Infrastructure and Environment, Healthy Communities and Public Safety Elements of the Strategic Plan. BACKGROUND: The “Ocean Colony Pump Station and Force Main Project” (Project) is a planned capital improvement project (CIP Project No. 9025) to rehabilitate the Ocean Colony pump station and replace the sewer force main. The Pump Station has insufficient pumping capacity to meet

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State Water Resources Control Board requirements (among other reliability deficiencies) and the force main has reached its service life with an increasing possibility of pipe failure. The Project is located primarily within the Ocean Colony Subdivision and the Half Moon Bay Links Golf Course. The project consists of removing and replacing existing pump station equipment including pumps, piping, valves, electrical equipment and emergency generator, making modifications to the existing wetwell, installing redundant level controllers, adding a pump bypass connection, constructing new manholes, installing a new sanitary force main, abandoning the existing sanitary sewer force main and other incidentals for a complete and usable facility. Reliability assessments of the City’s three sewer pump stations began in 2015 under a Professional Services Agreement (PSA) with Schaaf and Wheeler. Schaaf and Wheeler’s October 2015 Engineering Report discusses three reliability deficiencies specifically at the Ocean Colony Pump Station (OCPS) facility: insufficient pump capacity, lack of redundant level controllers, and lack of a bypass pumping connection, as well as other deficiencies including: lack of emergency generator sound enclosure, non-compliance of emergency generator with recent Bay Area Air Quality Management District requirements, and, increasing possibility of failure of the aging sewer force main that has reached its design service life. In October 2017, by Resolution C-2017-85, City Council authorized the City Manager to execute a PSA with Schaaf and Wheeler for final design plans and specifications for the Ocean Colony pump station and force main Project. From 2018 through 2019, City Staff and Schaaf and Wheeler Design Engineers met with Ocean Colony Partners and Ocean Colony Association (Homeowners) to discuss details of Project design including the pump station layout and force main alignment, and restoration of private property impacted by construction. On March 17, 2020, the City Council accepted and authorized the City Manager to execute and record property easements granted by Ocean Colony Partners LLC and LP (Partners) for the pump station footprint expansion and the force main relocation required by the Project and to enter into a Temporary Construction Easement Agreement (TCE) with the Partners outlining allowable staging areas, cart path detours, safety practices for crossing the fairways, specifications for property restoration, anticipated Project construction end date and restricted workdays due to Links’ events, and other Project coordination and methods of communication with the property owners throughout the course of Project construction. A Construction Agreement with the Ocean Colony Association including specifications for restoration of private property impacted by construction is pending signature by the Association Board. The Project went out to bid on February 19, 2020 and bids closed on April 21, 2020. (The bid closing date was extended by bid Addendum from March 24 to April 21 to give Contractors additional time to prepare their bid during the COVID-19 restrictions).

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The Ocean Colony Pump Station and Force Main Project is considered an essential project due to the sewer facilities’ necessary function to provide for public health and safety. The awarded Contractor will be required to follow regulations for best management practices for COVID -19 distancing and protection of field crews and the public to the maximum extent feasible during Project construction while COVID-19 regulations are in place. Project work will commence in early summer 2020 and is anticipated to be complete before September 30, 2021. The repair work will be performed during the day, Monday through Friday, between the hours of 7:00 a.m. and 6:00 pm., except for Project Restricted days as defined in the Project TCE Agreement noted above. The work is required to be completed within 220 calendar days of the Notice to Proceed (NTP). The City and Contractor will provide public notification prior to commencing with the work. Residents affected by the work will be notified by mail and by door hangers in addition to notifications distributed by the Ocean Colony Association (Homeowners Association). Project Informational signage will be placed in common areas of the Ocean Colony Subdivision and at locations recommended by the Links golf course. Project coordination meetings with the property owners, Links’ operation supervisors and Ocean Colony Association representatives will occur regularly throughout construction. City staff will be managing the project construction in terms of contract management, day-to-day construction inspection, coordination with property owners and stakeholders, final approval of schedules, construction methods and invoice payment. Construction management for this project also requires specialized technical knowledge to approve pump station materials, respond to technical requests for information, observe final pump testing and document Project As-Builts. At the request of City Staff, the project design engineers Schaaf and Wheeler provided a proposal for Construction Support Services for the Project. Professional Services Agreements of a more limited scope are also required by the Project for Geotechnical and Environmental Support Services. CEQA: The Project is categorically exempt from environmental review pursuant to California Environmental Act (CEQA) guidelines under Section 15301(b), 15302 (c). 15303(d) and 15304(f). A Coastal Development Permit was issued for the Project on March 26, 2019. BID SUMMARY: The City received four (4) bids before the scheduled bid opening time and date of 2:00 p.m. on April 21, 2020. The bids and engineer’s estimate are summarized as follows and are also tabulated in Attachment 2:

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Bidder Total Bid

Ranger Pipelines, Inc. $2,092,275

Mountain Cascade, Inc. $2,736,522

Garney Construction, Inc. $2,398,121

Cratus, Inc. $ 2,900,414

Engineer’s Estimate $2,600,000

DISCUSSION: The Ranger Pipelines, Inc. bid came in about 20 percent below the engineer’s cost estimate; the high bid is 11 percent above the engineer’s cost estimate. Ranger Pipelines Inc. has a significant resume of pump station installations in the greater Bay Area and also has qualifying experience of pipe installation and surface restoration at golf courses. The work of Ranger Pipelines Inc. was well recommended by the references provided in their bid and contacted by City staff. City staff has reviewed the bid and determined that the bid is acceptable and free from significant material discrepancies. Ranger Pipelines Inc. is deemed the lowest responsible and responsive bidder. In addition to day-to-day construction and contract management provided by City Staff, construction management for this project requires specialized technical knowledge to approve pump station materials, observe final pump testing and document Project As-Builts. Design Engineers Schaaf and Wheeler are familiar with the Project design as well as other aspects of the Project including requirements of the Biological Resource Evaluation and Temporary Construction Easement Agreement and are best suited to perform Construction Support for the Project and can provide support in a cost-effective manner. City Staff have reviewed the Construction Support Services Proposal submitted by Schaff and Wheeler, find the proposal to be complete and the fees reasonable. The smaller scale, limited scope contracts for geotechnical and environmental services as well as the limited scope Construction Agreement with the Ocean Colony Association can be executed under the authority of the City Manager. Smaller scale agreements such as these are reviewed, as a matter of process, by the City Attorney. ATTACHMENTS:

1. Resolution 2. Project Bid Summary 3. Schaaf and Wheeler Proposal

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Resolution No. C-2020-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY TO AUTHORIZE THE CITY MANAGER TO AWARD AND EXECUTE A CONSTRUCTION CONTRACT

WITH RANGER PIPELINES FOR THE OCEAN COLONY PUMP STATION AND FORCE MAIN PROJECT AND TO EXECUTE PROFESSIONAL SERVICES AGREEMENT WITH SCHAAF AND

WHEELER FOR CONSTRUCTION SUPPORT SERVICES

WHEREAS, the City has invited and opened four (4) bids received at the scheduled time, date and place as set forth in the Public Contract Code for the Ocean Colony Pump Station and Force Main Project (Project); and,

WHEREAS, the lowest responsive and responsible bid was submitted by Ranger Pipelines of San Francisco, California, in the total amount of $2,092,275; and,

WHEREAS, on October 17, 2017 City Council authorized the City Manager to execute a

Professional Services Agreement with Schaaf and Wheel for final design of the Ocean Colony Pump Station and Force Main Project and the final design has been completed and award for Construction of the Project is being authorized herewith; and,

WHEREAS, City staff requested a proposal from Project Design Engineers Schaaf and

Wheeler for Project Construction Support Services; and, WHEREAS, staff have reviewed the proposal submitted by Schaaf and Wheeler for

Project Construction Support Services and finds the proposal to be complete and the fees to be reasonable; and,

WHEREAS, staff recommends acceptance of the Project bids, award of the Construction Contract to Ranger Pipelines and execution of the Professional Services Agreement with Schaff and Wheeler for the Project, and

WHEREAS, sufficient funds are allocated in the City approved budget for Fiscal Year 2019-2020 for the recommended contract award and execution of the Professional Services Agreement.

NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay

hereby accepts all bids and authorizes the City Manager to: 1. Award and execute a construction contract for the Ocean Colony Pump Station and Force

Main Project, CIP No. 9025 (Project), to the lowest responsive and responsible bidder, Ranger Pipelines, Inc. of San Francisco, CA, in the total bid amount of $2,092,275 and approve a contingency in an amount not exceeding 15 percent, or $313,841.25, of the contract award amount for potential change orders,

2. Execute a Professional Services Agreement with Schaaf and Wheeler for Construction Support Services for the Project in the amount of $79,915; and,

3. Execute other minor agreements related to the Project.

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deniceh

Typewritten Text

ATTACHMENT 2

Schaaf & Wheeler Page 1 April 24, 2020

EXHIBIT A – SCOPE OF SERVICES City of Half Moon Bay

Ocean Colony Pump Station and Force Main Construction Support Services

Schaaf & Wheeler recently completed the design of the City of Half Moon Bay’s Ocean Colony Pump Station and Force Main project. Schaaf & Wheeler will provide the City of Half Moon Bay with the scope of services detailed herein for construction support services). The scope will be billed on a time and materials basis for a not-to-exceed amount of $79,915. Task 1 – Project Management & Coordination Schaaf & Wheeler will provide project management, team coordination, management of subconsultants throughout the construction phase of the project. Specific items included within this task include:

a) General project management, coordination, subconsultant management, etc. Schaaf & Wheeler will be available via email and telephone throughout the construction phase.

b) Schaaf & Wheeler will coordinate with the City’s On-Call biological monitoring consultant to have the required pre-construction worker training, bird surveys, and routine construction monitoring performed throughout construction. Schaaf & Wheeler will also review the monitoring reports. This scope assumes that all biological monitoring and reporting will be handled under a separate contract through the City.

Task 2 – Meetings and Site Visits During Construction

a) Schaaf & Wheeler will attend one pre-construction meeting b) Schaaf & Wheeler will attend up to nine (9) construction meetings and/or site

visits during construction. Electrical Engineering Subconsultant will attend up to two (2) site visits during construction. These site visits may include observation of construction methods and installed equipment.

c) Schaaf & Wheeler and Electrical Engineering Subconsultant will perform final walk-through and provide punch lists for correction (1 site visit with Schaaf & Wheeler and electrical engineer). Pump station functions will be observed while the Contractor or the City operates the pump station.

Task 3 –Construction Support Services

a) Issue letters of clarification and contract addenda as required. b) Review contractor submittals (one resubmittal per item is included). c) Respond to Requests for Information (RFIs). d) Prepare and submit record drawings based on information kept by the contractor.

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deniceh

Typewritten Text

deniceh

Typewritten Text

ATTACHMENT 3

Schaaf & Wheeler Page 2 April 24, 2020

Assumptions: The following assumptions were made in development of this scope and fee:

1. Biological construction monitoring and report is not included with this scope of services.

2. Construction inspection, material testing, and construction management is not included within this proposal.

FEE ESTIMATE: A detailed fee estimate by task is included below. The fee for each task is an estimate; some tasks may require more effort than estimated, some less.

PROJ ASSOC. SubconsultantTASK MGR ENG MTH Engr. Markup TOTAL

DESCRIPTION $240 $190 Electrical 10% COSTS $

Task 1: Project Management & Coordinationa. General management and coordination 40 24 1,600$ 160$ $15,920b. Biological coordination and Review 8 16 -$ $4,960

Subtotal 48 40 1,600$ 160$ $20,880

Task 2: Meetings and Site Visits During Constructiona. Pre-construction Meeting 4 8 1,200$ 120$ $3,800b. Site Visits and/or Meetings (up to 9) 24 24 2,000$ 200$ $12,520c. Final Walk-Through and Punch List 8 12 1,800$ 180$ $6,180

Subtotal 36 44 5,000$ 500$ $22,500

Task 3: Construction Support Servicesa. Letters of Clarification and Addenda 4 8 1,400$ 140$ $4,020b. Review Submittals 16 40 8,595$ 860$ $20,895c. Respond to RFIs 8 12 1,800$ 180$ $6,180d. Record Drawings 4 12 2,000$ 200$ $5,440

Subtotal 32 72 13,795$ 1,380$ $36,535

TOTAL 116 156 20,395$ 2,040$ 79,915$

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Hourly Charge Rate Schedule

Personnel Charges Charges for personnel engaged in professional and/or technical work are based on the actual hours directly chargeable to the project.

Current rates by classification are listed below:

Classification Rate/Hr Classification Rate/Hr Principal Project Manager $240 Construction Manager $225

Senior Project Manager $225 Senior Resident Engineer $200

Senior Engineer $210 Senior Scientist $200

Associate Engineer $190 Associate Scientist $180

Assistant Engineer $175 Resident Engineer $180

Junior Engineer $165 Assistant Resident Engineer $165

Designer $155

GIS Analyst $150

Technician $150

Engineering Trainee $120

Litigation Charges Work done in preparation for litigation and other very high level-of-expertise assignments is charged at $350 per hour. Court or deposition time as an expert witness is charged at $450 per hour.

Materials and Services Subcontractors, special equipment, outside reproduction, data processing, computer services, etc., will be charged at 1.10 times cost.

Effective 1/1/20

Schaaf & Wheeler CONSULTING CIVIL ENGINEERS

1171 Homestead Rd., Suite 255 Santa Clara, CA 95050-5485

408-246-4848 Fax 408-246-5624

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AGENDA REPORT



Jennifer Chong, Public Works Program Manager Veronika Vostinak, Sustainability Analyst

TITLE: SUSTAINABILITY PROGRAM – RESPONDING TO COVID-19 ______________________________________________________________________________ RECOMMENDATION: It is recommended that the City Council: 1) direct staff to initiate work on the Climate Action and Adaptation Plan (CAAP) as an in-house project; 2) authorize staff to return at a later date for City Council consideration of a contract with consultant, MIG, for outreach assistance; and 3) direct staff to delay first reading of the Disposable Foodware Ordinance to September 2020. FISCAL IMPACT: The FY 2019-20 budget included $90,000 to bring on a CAAP consultant. Staff recommends bringing this project in-house and using the consultant to assist with outreach efforts in FY 2020-21. Staff estimates this will result in a net cost savings of approximately $90,000 in FY 2019-20 and FY 2020-21 combined. STRATEGIC ELEMENT: This action supports the Infrastructure and Environment and Healthy Communities and Public Safety Elements of the Strategic Plan. BACKGROUND: The City Council identified sustainability as one of the top five priorities for FY 2019-20 and reaffirmed this commitment at the FY 2020-21 priority setting workshop on March 10, 2020. Over the first two quarters of the fiscal year, staff developed the Sustainability Implementation Plan (SIP), completed the grant-funded Climate Action and Adaptation Plan Outreach Pilot Project, and hired a Sustainability Analyst and a Sustainability Intern.

On January 21, 2020, the City Council received a presentation from the CAAP Outreach Pilot

Project team outlining the City’s path toward its first CAAP document. Staff then drafted a

Request for Proposals (RFP) that incorporated a more robust outreach component than

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originally anticipated in response to requests from the CAAP Outreach Pilot Partners. This RFP

was issued on January 28, 2020 with a deadline of February 18, 2020. Staff received four (4)

proposals and conducted interviews with the top two firms on March 3, 2020. Staff completed

negotiations with the top firm (MIG) for a contract approximating $120,000 and planned to

bring the contract for approval in April. This plan was postponed to provide staff with adequate

time to better assess the impact of the COVID-19 pandemic.

Separately, staff provided a study session on a proposed foodware ordinance on February 18,

2020 and was directed to conduct outreach to the business community and return within 60

days for a first reading. Staff had partnered with the Chamber of Commerce, Republic Services,

and the County of San Mateo to host a kick-off business mixer on March 18, 2020, but this was

cancelled due to the shelter-in-place order.

Staff had also been planning a number of events for the spring and summer, including a

Sustainability Volunteer and Education Fair, a Community Recycling Day, a Fixit Clinic, and Half

Moon Bay’s Annual Earth Day Event, which were cancelled due to COVID-19.

DISCUSSION: Due to the shelter-in-place order issued by San Mateo County, staff had to pivot on a number

of projects that had been building momentum. Two of the most impacted projects were the

Climate Action and Adaptation Plan (CAAP) and the Disposable Foodware Ordinance. That said,

the shelter-in-place order provided an opportunity for staff to pursue new projects and work on

previously identified projects that had not been completed due to competing priorities.

Climate Action and Adaptation Plan After reviewing proposals and conducting interviews, staff identified MIG (https://www.migcom.com/) as the best-qualified candidate to prepare the City’s CAAP document due to their experience with bilingual outreach in coastal cities and relevant technical experience. MIG’s original proposal came in at $150,000, but staff negotiated the scope to $120,000 with the intent to bring the contract to the City Council for award on April 7, 2020. Due to the budget uncertainties caused by COVID-19, staff has been exploring alternate options to move forward with the CAAP project without depending solely on a consultant. As a participating member of the County of San Mateo’s Regional Integrated Climate Action Planning Suite (RICAPS), the City has access to the County's Climate Action Plan (CAP) template and their technical consultant, DNV-GL. Staff originally decided against using this template based on the belief that a CAAP consultant could produce a far more tailored document that addressed the specific concerns and needs of the Half Moon Bay community. However, given recent developments, staff recognizes the previous cost-benefit analysis that originally motivated staff to pursue a consultant no longer applies and is prepared to take this project in-house.

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Staff has made initial contact with DNV-GL to get more information on the type of technical

assistance available to the City and is also looking into available risk models and reports that

can be used to inform the City’s CAAP. Leveraging these resources in place of the CAAP

consultant should result in significant cost-savings for the City, although it will require far more

staff time and may produce a more generic document.

If and when staff is able to resume normal operations and outreach, staff believes MIG could

still be a valuable partner in the City’s efforts to reach the unrepresented communities in Half

Moon Bay given their previous experience with bilingual outreach in agricultural communities.

Staff intends to ask for funding in the FY 20-21 budget to contract CAAP outreach services with

MIG. Staff estimates the cost of these services to be approximately $30,000, resulting in a net

savings of approximately $90,000 when compared with the original contract that was

scheduled to come before the City Council.

Disposable Foodware Ordinance After receiving direction from the City Council at the Disposable Foodware study session, staff was moving forward with conducting a robust outreach effort to engage the business community on the potential Disposable Foodware Ordinance. Unfortunately, the stay-at-home order delayed staff’s outreach efforts making it impossible to meet the original deadline of bringing back a fully vetted ordinance for City Council consideration by the end of April. Since cancelling the joint business mixer in March, staff has been hesitant to engage the business community on this item due to the additional pressures and stress they are already facing due to the pandemic. Staff believes timing is key to get the businesses to support this new ordinance and requests the first reading of the ordinance be postponed until after the shelter-in-place order is lifted and staff is able to complete the previously planned outreach. Without knowing exactly when the shelter-in-place order will be lifted, staff’s best estimate for when the ordinance can return to Council is sometime in late summer/early fall. Meanwhile, staff will take steps to ensure outreach efforts can resume quickly after the Order is

lifted. Staff has already published a new webpage with a summary of the ordinance and

frequently asked questions (https://www.half-moon-bay.ca.us/682/Disposable-Foodware) and

has prepared additional outreach material for the in-person workshops. Until these formal

outreach methods can resume, members of the public and impacted businesses are

encouraged to provide feedback on the ordinance online.

Opportunities

In addition to the adjustments made on the projects identified above, staff has continued to look for opportunities to meet the City Council’s goals of making the City of Half Moon Bay a leader in sustainability. These efforts include transitioning from an Earth Day celebration to a

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https://www.half-moon-bay.ca.us/682/Disposable-Foodware

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virtual Earth Year campaign, designing the City’s new sustainability webpages, pursuing grant opportunities, and conducting research for new sustainability policies. As mentioned at the April 21, 2020 City Council meeting, staff has prepared an Earth Year campaign where each month will highlight a different topic with earth-friendly recommendations that community members and businesses can incorporate into their everyday lives. Each month will also feature a different social media contest where community members will be asked to share their efforts to live by the theme of the month for a chance to win a gift card to a local store. Proposed future topics include food waste, transportation, ocean health, energy efficiency, and plastics and waste reduction. This campaign has been designed for digital engagement, but also identifies potential in-person events for when the social distancing measures are lifted. In addition to redesigning the City’s Earth Day celebration, staff has created new sustainability pages on the website that provides easy access to information and resources previously requested by the CAAP Outreach Pilot Project partners. These pages went live on April 6, 2020 and will be expanded as programs and events resume. Staff is also actively pursuing three grants and working on a sustainable operations policy which is scheduled to come before Council for approval this summer. ATTACHMENTS: None.

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AGENDA REPORT


TO: Honorable Mayor and City Council VIA: Bob Nisbet, City Manager FROM: Matthew Chidester, Deputy City Manager TITLE: HALF MOON BAY HOTEL BUSINESS IMPROVEMENT DISTRICT ANNUAL REPORT

FOR 2019, RESOLUTION OF INTENTION TO CONTINUE TO LEVY ASSESSMENTS FOR FISCAL YEAR 2020-21, AND FUNDING REQUEST FOR FISCAL YEAR 2020-21

______________________________________________________________________________ RECOMMENDATION: By motion: 1) approve the Half Moon Bay Hotel Business Improvement District Annual Report for 2019; 2) adopt a resolution declaring the City’s intention to continue the Half Moon Bay Hotel Business Improvement District, to continue the basis and to levy the assessment for the District, and to set a date (June 16, 2020) for the public hearing on the District and the assessment for FY 2020-21; and 3) consider a $40,000 funding request to be included in the FY 2020-21 Recommended Budget. FISCAL IMPACT: There is no fiscal impact associated with approving the Annual Report or adopting the resolution of intent. If directed, staff will include any funding contribution in the FY 2020-21 Recommended Budget. STRATEGIC ELEMENT: This action supports the Fiscal Sustainability Element of the Strategic Plan. BACKGROUND: Transient Occupancy Tax (TOT) is historically the City’s single highest revenue source, accounting for approximately 40 percent of the annual operating budget. TOT revenue typically grows year-over-year, and in recent years has been over $6 million annually. TOT taxes are collected from hotels, bed and breakfasts, inns, RV Parks, campgrounds and short-term vacation rentals. Hotels are the largest contributor, providing approximately 95 percent of TOT collections. In 2004, the City of Half Moon Bay established a Hotel Business Improvement District (BID) pursuant to Part 6 Division 18 of the California Streets and Highway Code, commencing with Section 36500 (Code). The purpose of the BID is to promote lodging at hotels within the City,

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administer marketing programs that increase overnight lodging, and fund BID-related activities. In 2017, after receiving approval from the San Mateo County Board of Supervisors, the BID’s boundaries were expanded to include 10 additional commercial lodging establishments operating in the unincorporated areas of the Coastside, believing that adding these establishments would further its purpose of promoting tourism and lodging along the coast. The Half Moon Bay Chamber of Commerce and Visitors Bureau (Chamber) is designated as the Managing Agency for BID-related activities and, pursuant Section 36533 of the Code, prepares an annual report which summarizes the BID’s prior-year activities, estimates revenues and expenses for the upcoming, and recommended assessments for the upcoming year or any recommended changes to the BID boundaries. The report is to be reviewed and approved by the Council and, following approval, the Council must adopt a resolution of intention in order to levy the annual assessment for the following fiscal year. The resolution of intent also sets a public hearing in order to receive any written or oral protests against the continuation of the BID. Since 2013, the City has provided annual funding to help support the BID’s activities, including marketing activities and helping support a Professional Corporate Sales Manager to increase mid-week overnight stays in local hotels. In 2019, the City provided the BID with $40,000 for these purposes. Due to the different fiscal years for the City (July – June) and the BID (January – December), the City contributions have been split into two equal payments, one in Jul and one in January. DISCUSSION: BID Annual Report for 2019 On April 28, 2020, the Chamber submitted the BID’s annual report for calendar year 2019. The BID generated $215,977 in revenue which includes $1 per room night collected by the member hotels, website advertising revenue, as well the City’s contribution. The total expenditures for 2019 were $195,824. Total fund balance (general fund balance plus reserves) was $32,106 as of December 31, 2019. For 2020, the BID has experienced, and projects continued decreased assessment income due to impacts from COVID-19 and the State and County Shelter-in-Place orders. Accordingly, they’ve made significant reductions to their budgeted expenditures for the coming year. They will monitor revenues as the Shelter-in-Place orders are relaxed, and revise revenues and expenditures to meet the changes in projections. BID Funding Request for FY 2020-21 For FY 2020-21, the BID is again requesting $40,000 to help with marketing and outreach efforts as the local tourism industry strives to recover from COVID-19 impacts. They believe that Half Moon Bay and the Coastside as a whole are well positioned to take advantage of demand for travel as the Shelter-in-Place orders are relaxed, and people are able to begin travelling. Any City contribution would be leveraged against BID revenues and fund balance to develop a

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campaign to encourage domestic travel to the Coastside and hopefully assist our local economy in its recovery. Resolution of Intention and Public Hearing If the City Council adopts the Resolution of Intention, a public hearing will be noticed for June 16, 2020. The public hearing will provide the businesses and the community an opportunity to voice their opinions regarding the FY 2020-21 assessment and protest the assessment. At the public hearing, the testimony of all interested persons for or against the continuation of the BID, the boundaries of the BID, or furnishing of specified types of improvements or activities will be heard. Any interested person may make a protest orally or in writing. However, only written protest protests will be considered in determining if there is a majority protest. The form and manner of protests shall comply with Streets and Highways Code Section 36524 and 36525. The City Council may continue the proposed BID at the public hearing unless oral or written protests are received from businesses that pay 50% or more of the proposed assessments. In that event, the Council cannot consider continuation of the BID for at least one year. ATTACHMENTS:

1. Half Moon Bay Hotel BID 2019 Annual Report 2. Resolution declaring the City’s intention to continue the Half Moon Bay Hotel Business

Improvement District, to continue the basis and levy the assessment for the District, and to set a date for the public hearing on the District and the assessment for FY 2020-21

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Resolution No. _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY DECLARING ITS INTENTION TO CONTINUE THE HALF MOON BAY HOTEL BUSINESS

IMPROVEMENT DISTRICT, TO CONTINUE THE BASIS AND TO LEVY THE ASSESSMENT FOR THE DISTRICT, AND TO SET A DATE FOR THE PUBLIC HEARING ON THE DISTRICT AND THE

ASSESSMENT FOR FISCAL YEAR 2020-21

WHEREAS, Section 36500 et seq. of the California Streets and Highway Code (the Parking and Business Improvement Area Law of 1989) authorizes cities to establish and renew business improvement areas for the purpose of promoting tourism; and

WHEREAS, on June 15, 2004, the City Council approved an ordinance adding Section 3.100 (Hotel Business Improvement District) to the Municipal Code, which established the Half Moon Bay Hotel Business Improvement District and appointed the Half Moon Bay Coastside Chamber of Commerce and Visitors’ Bureau as the Managing Agency to provide oversight and recommendations regarding the use of the assessment funds; and

WHEREAS, the California Streets and Highway Code requires that the Chamber, as the Managing Agency, prepare and submit an annual report for the prior year and stating the proposed changes, improvements and activities for the upcoming year, and requires the City Council to adopt a resolution of its intent to continue the BID and levy the assessment; and

WHEREAS, on April 28, 2020, the Chamber submitted the Annual Report for 2019; and WHEREAS, the City Council desires to adopt a Resolution approving the Annual Report

for 2019 and declaring its intent to continue the BID and levy assessments for FY 2020-21.

NOW, THEREFORE, BE IT RESOLVED by the City Council of Half Moon Bay, that: Section 1. The City Council proposes to continue the Half Moon Bay Hotel Business

Improvement District in accordance with Half Moon Bay Municipal Code Chapter 3.100 and the Streets and Highways Code Sections 36500 et seq. and levy assessments for the FY 2020-21.

Section 2. The Annual Report is on file with the City Clerk and contains a full and

detailed description of activities provided in 2019. No changes to the District boundaries are proposed and there are no changes to the assessment proposed.

Section 3. The assessment levied by the BID shall be used for activities and

programs promoting lodging within the district and administer marketing programs that increase overnight lodging.

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Section 4. The assessment is $1 per rented room night. Section 5. A public hearing, held pursuant to the Half Moon Bay Municipal Code

Chapter 3.100 and Streets and Highways Code Section 36535, to allow for comments and to receive written and oral protests on the BID and proposed assessment, is hereby set for 7:00 pm on Tuesday, June 16, 2020, before the City Council of the City of Half Moon Bay at the City Council Chambers located at 535 Kelly Ave in Half Moon Bay, CA.

Section 6. At the public hearing, the testimony of all interested persons for or

against the continuation of the BID, the boundaries of the BID, or furnishing of specified types of improvements or activities will be heard. Any interested person may make a protest orally or in writing. However, only written protest protests will be considered in determining if there is a majority protest. The form and manner of protests shall comply with Streets and Highways Code Section 36524 and 36525.

Section 7. Any protest pertaining to the regularity or sufficiency of the proceedings

shall be in writing and clearly state the irregularity or defect to which objection is made.

Written protests shall contain a written description of the business in which the person signing the protest is interested sufficient to identify the business. If the person signing the protest is not shown on the official records of the City of Half Moon Bay as the owner of the business, then the protest shall contain or be accompanied by written evidence that the person is the owner of the business.

Section 8. If at the conclusion of the public hearing, there are of record, written protests by the owners of lodging businesses within the BID that will pay fifty percent (50%) or more of the total assessments of the entire BID, no further proceedings to continue the BID shall occur. New proceedings to continue the BID shall not be undertaken again for the period of at least one (1) year from the date of the finding. If the majority of written protests are only as to an improvement or activity proposed, then that type of improvement or activity shall not be included in the BID.

Section 9. The City Clerk is instructed to provide notice as required by the Half

Moon Bay Municipal Code Chapter 3.100 and Streets and Highways Code 36534. The City Clerk shall give notice of the public hearing by causing this Resolution of Intention to be published once in a newspaper of general circulation in the City no less than seven (7) days before the public hearing, and by mailing copies of this Resolution of Intention to

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each business subject to the assessment within seven (7) days of the City Council’s adoption of the Resolution of Intention.

*****************************************************************

I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 19th day of May, 2020 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:





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BUSINESS IMPROVEMENT DISTRICT 2019 Annual Report

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MISSION The assessment levied by the Business Improvement District shall be used to promote lodging within the district and administer marketing programs that increase overnight lodging.

BOARD OF DIRECTORS Chair Dana Dahl , Beach House Half Moon Bay Vice Chair David Vipond , Nantucket Whale Inn Treasurer Keith Wesselman , Half Moon Bay Lodge

2019 CONTRIBUTIONS Each BID Hotel Participant pays $1 per rented room night.

1. Beach House Half Moon Bay $15,635 2018 = $15,499 2. Cameron's/Best Western $11,201 2018 = $ -- 3. Cameron's Inn $229 2018 = $451 4. Coastside Inn $8,524 2018 = $10,270 5. Comfort Inn/Miramar Lodge $13,509 2018 = $15,448 6. Cypress Inn on Miramar Beach $5,504 2018 = $5,789 7. Half Moon Bay Inn $2,371 2018 = $2,971 8. Half Moon Bay Lodge $21,541 2018 = $21,852 9. Harbor View Inn $3,821 2018 = $4,314 10. Inn at Mavericks, The $2,072 2018 = $1,415 11. Mill Rose Inn & Garden $771 2018 = $960 12. Miramar Inn & Suites, The $4,699 2018 = $4,490 13. Nantucket Whale Inn $662 2018 = $646 14. Ocean View Inn $856 2018 = $ -- 15. Oceano Hotel & Spa $21,280 2018 = $23,362 16. Pacific Victorian Inn $249 2018 = $237 17. Ritz Carlton $69,923 2018 = $69,287 18. San Benito House $378 2018 = $259 19. Seal Cove Inn $2,887 2018 = $2,495 20. Zaballa House $3,449 2018 = $3,095

BID Contributions $189,361 2018 = $182,870 City of Half Moon Bay Contributions $20,000 2018 = $17,500 Website Advertising $6,616 2018 = $7,914

Total Income $215,977 2018 = $208,284

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BID PRIORITIES & OUTCOMES ● Focus on Mid-Week Corporate Sales ● Have a FAM (Familiarization tour) for Meeting Planners ● Proactively Pitch Media ● Respond to Media Requests ● Host Travel Writers ● Web Enhancements and Google Advertising to Increase Website Visits

Mid-Week Corporate Sales Leads Sent to Hotels & Meeting Spaces 67 +11 from 2018 Potential Room Nights from Leads 4842* +515 from 2018 Room Nights Booked 1654 -122 from 2018 Booked Revenue $1,382,300 +$612,525 from 2018 Estimated Economic Impact $3,338,550 +$644338 from 2018 Meeting Planner FAM Trip Attendance 27 -7 from 2018

*Leads not booked were due to hotels being full with prior commitments.

Public Relations Articles Written About Half Moon Bay 36 -6 from 2018 Travel Writers Hosted 11 -1 from 2018

Website Statistics All Users 290,360 +78.712 from 2018 New Users 285,238 +75,386 from 2018 Average Sessions Per User 1.17 -0.05 from 2018 Total Page Views 592,059 +55,350 from 2018

OCCUPANCY Total Available Rooms Per Night 795 Total Available Room Nights for 2019 290,175 Total Occupied Room Nights for 2019 188,347 65% -3% from 2018 Estimated TOT $6 Million Estimated Economic Impact $5 Billion

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2019 EXPENDITURES

Corporate Group Sales

● FAM Trip $3,898 Meeting Planner FAM Trip & Tradeshows ● Group Sales $26,276 Corporate Sales Contractor & Travel

Marketing

● Visit HMB Website $11,150 Ad Sales, Book Direct, Domain & Web Hosting ● Facebook $372 Promoting Posts & Ads ● Google Adwords $2,967 Targeted Online Ads thru Google ● Blog Articles $1,050 Articles Commissioned for Visit HMB Website ● Print Ads $959 HMB Review's Coastside Guide ● PR & Travel Writers $52,597 Article Facilitation, Writer Acquisitions & Press ● Web/Social/Email $48,965 Digital Marketing thru All Major Channels ● Memberships $250 CA Travel

Operations

● Management $47,340 Bookkeeping, Admin Services & Event Facilitation

Total Expenses $195,824 2018 = $217,375

2019 RESERVE Starting Balance $33,057 Expenditures $12,013 Closed a Credit Card incurred from older

expenses. Ending Balance $21,044

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AGENDA REPORT


TO: Honorable Mayor and City Council VIA: Bob Nisbet, City Manager FROM: John Doughty, Public Works Director Maz Bozorginia, City Engineer

Jennifer Chong, Public Works Program Manager TITLE: FIVE-YEAR CAPITAL IMPROVEMENT PROGRAM WORKSHOP ______________________________________________________________________________ RECOMMENDATION: By motion: 1) approve the Fiscal Year (FY) 2020-21 Capital Project List; 2) authorize staff to present the updated Five-Year Capital Improvement Program (CIP) to the Planning Commission for General Plan Consistency determination; and 3) direct the Administrative Services Department to allocate $950,000 in General Funds for the FY 2020-21 Capital Budget. FISCAL IMPACT: There is no fiscal impact associated with the study session. The Five-Year Capital Improvement Program and FY 20-21 Capital Budget will be presented to the City Council as part of the FY 2020-21 City Budget in June 2020. The total FY 20-21 Capital Budget is estimated at $10,514,000 including $950,000 in General Funds. STRATEGIC ELEMENT: This action supports the Infrastructure and Environment, Healthy Communities and Public Safety, Fiscal Sustainability Elements of the Strategic Plan. OVERVIEW: The Capital Improvement Program (CIP) is a financial planning and prioritization tool that identifies projects to satisfy the long-term needs, mandated obligations and priorities of the community. It also estimates costs and recommends schedules for the various stages of each project (e.g. design, environmental review, construction) over a multi-year period. Capital improvements are defined as projects that involve the purchase, improvement or construction of major fixed assets and equipment which are typically large in size, expensive, non-recurring and relatively permanent. Over the last five years, the City has taken great strides to address a decade of deferred maintenance through the CIP. In addition, the City has been successful in obtaining grant funds

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to leverage local funds to construct and improve infrastructure throughout the City. The capital needs of the City will be never ending given that infrastructure and facilities will continue to need maintenance and ultimately wear out. This CIP has been developed in concert with the City Council strategic objectives and goals; further defined by the available funding (in light of the emerging COVID-19 related fiscal crisis) and capacity of staff to deliver the projects. COVID-19 IMPACTS: Unfortunately, even in the best of times, funds and staffing necessary to deliver capital projects are limited; not every project identified in the Capital Improvement Program (CIP) can be funded in the first year of the capital budget period and at times, even within the five-year horizon of the CIP. At present, the City is addressing unprecedented challenges related to the COVID-19 pandemic. On March 16, 2020, San Mateo County along with five other Bay Area counties announced “shelter-in-place” orders for all residents, directing everyone to stay inside their homes and away from others except for essential business. Following this, the Governor of California issued a statewide shelter-in-place furthermore shutting down non-essential businesses, travel, and recreation throughout the state. This decision to close non-essential business and keep people inside their homes was a necessary attempt to control the spread of the virus; however, its impact was felt almost immediately in Half Moon Bay. The City has experienced significant reductions in revenues which in turn has resulted in a series of recommended budget adjustments for the fourth quarter of FY 19-20 and all of FY 20-21. Immediate reductions in capital and operating spending has slowed the progress of current projects. Some projects have been delayed due to shelter-in-place restrictions on construction activities while others have been delayed due to related budgetary constraints. With uncertainty of how the economy will respond to the relaxation of the various COVID-19 related Orders, the City has used conservative revenue projections to formulate the framework of the City Operating Budget. The Capital Budget has historically relied upon the allocation of General Funds to supplement non-General Funds like grants, gas tax and development impact fees. The strategy for the upcoming fiscal year is to reduce operating expenses, such as consultant support, and to focus attention on non-general funded projects like critical sewer infrastructure (which utilize sewer enterprise funds) and primarily grant funded projects. As always, attention and prioritization will be given to addressing public health and safety concerns throughout the City. BACKGROUND: On May 5, 2020, the City Council held a workshop to discuss the FY 2020-21 Operating Budget. The workshop included a brief discussion on the CIP and funding of the Capital Budget. Ultimately, the City Council directed staff to allocate up to $950,000 in General Funds to the FY 20-21 Capital Budget.

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Project Status Update FY 2019-20 has been an extremely challenging time for the City, with projects moving forward at a quick pace in the beginning and then faced with an unexpected halt in work in March 2020 due to COVID-19. There have been several major milestones achieved and significant progress on various projects identified in the adopted CIP which are being presented tonight. Below is a list of projects and projected status at the end of the fiscal year, June 30, 2020.

Project Name Project

# Status

KELLY/HIGHWAY 1 DRAINAGE PROJECT 9003 COMPLETED

OCEAN VIEW PARK - PERMANENT RESTROOMS AND SITE IMPROVEMENTS 0610 COMPLETED

TED ADCOCK COMMUNITY CENTER KITCHEN AND ENTRY REMODEL 0621 COMPLETED

STAIR REPAIR AT CAÑADA VERDE CREEK 9007 COMPLETED

2019 SANITARY SEWER POINT REPAIR 0506 COMPLETED

2019 SEWER MANHOLE REHABILITATION 9026 COMPLETED

POPLAR BEACH VERTICAL ACCESS IMPROVEMENTS 0597 COMPLETED

OCEAN COLONY PUMP STATION REPLACEMENT PROJECT 9025

Bids received, construction to start FY 20-21, pending council approval

HIGHWAY 1 SAFETY - SOUTH 0523 Project currently out to bid, construction anticipated to start FY 20-21

STREETLIGHT UPGRADES ON MAIN STREET 0623 Ongoing - delayed due to COVID-19

EASTSIDE PARALLEL TRAIL EXPANSION - ROOSEVELT TO MIRADA 0619 Ongoing - in design

HIGHWAY 1 SAFETY - NORTH 0538 Ongoing - in design

MAIN STREET BRIDGE REHABILITATION 0759 Ongoing - in design

PAVEMENT MANAGEMENT & TRAFFIC SAFETY PROGRAM 0514 Ongoing - in design

GENERAL PLAN AND LOCAL COASTAL PROGRAM UPDATE 0564 Ongoing

FINANCIAL SOFTWARE - ENTERPRISE RESOURCE PLANNING 0555 Ongoing

TOWN CENTER SITE PLAN 0624 Postponed to FY 20-21 due to COVID-19

POPLAR COMPLETE STREETS/GREEN INFRASTRUCTURE 0593

Paused to FY 20-21 mid-year consideration due to COVID-19

POPLAR BEACH GATEWAYS PLAN 0617 Paused to FY 20-21 mid-year consideration due to COVID-19

SEYMOUR DITCH EROSION AND COASTAL SABILIZATION 0608

Paused - staff is working with stakeholders on upstream improvements and may reduce/eliminate the need for further work on the Seymour Ditch

MAIN STREET TREE LIGHTS 9016 Postponed due to COVID-19 54

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TRAIN DEPOT AND JOHNSTON HOUSE TEMPORARY IMPROVEMENTS 9005 Postponed due to COVID-19

SHERIFF SUBSTATION RENOVATION PROJECT 0605 Postponed due to COVID-19

HIGHWAY 1 BICYCLE/PEDESTRIAN TRAIL EXTENSION (NORTH) 0695 Postponed due to COVID-19

LORYN LANE SEWER MAIN REPAIR 9027 Postponed, recent point repairs resolved issue - will continue to monitor

MEDIAN LANDSCAPE PROJECT 9015 Incorporated into CIP Project No. 571

DISCUSSION: The Proposed FY 2020-21 Capital Improvement Project List (Attachment 1) is being presented tonight for review, discussion, and direction. The CIP as a whole identifies sixty-three (63) distinct projects and programs over the five-year horizon with an estimated cost of approximately $81 million. This remains a significant staff undertaking, particularly given community expectations, the size of Half Moon Bay staff, and departmental budget cuts. The City’s CIP is comprised of two components: 1) the Five-Year Capital Improvement Program; and 2) the single year funding authorizations, referred to as the Capital Budget (Year 1). The Capital Improvement Program represents a long term (five-year) comprehensive plan for meeting existing and anticipated capital needs of the City (Attachment 2). The Capital Budget represents the City Council’s annual prioritization and funding authorizations. The City of Half Moon Bay has generally funded capital projects and studies through the General Fund, grants and other “one time” funds on a “pay as you go” basis. Bonding of major capital projects and programs remains an option, as well as developer impact fees and deferred improvement agreements. However, the ability to bond is directly related to the City’s capacity to maintain revenues sufficient to operate the City and repay the debt. The City anticipates financing the purchase and initial work on the Corporation Yard. SAM is considering long term financing of major capital projects in the near future. With Covid-19 related challenges, the City is not looking at financing/bonding for other projects at this time. While it is subject to change based upon identified need or special circumstances, the CIP is intended to provide for a stable and predictable approach to maintaining and expanding capital facilities, utilities and other infrastructure over several years. Stability and predictability are critical to successful implementation of a CIP as well as stewardship of public funds. This is particularly relevant given that many projects take multiple years to design, permit, bid and construct. In order for the CIP to be implemented effectively, there needs to be a level of stability and predictability. Despite the challenges of COVID-19 and related economic impacts, the City intends to continue its investment in the infrastructure and facilities that serve and protect the residents of Half Moon Bay. CIP project cost estimates are not only based on the anticipated physical construction costs, but also soft costs such as project management, material testing, inspection, and administrative support (legal, financial, etc.). Project management and construction oversight are essential parts of successfully delivering the Five-Year CIP as it ensures projects meet specifications and

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are built as designed. These costs have been included in the project budgets and will paid from the capital project fund. Where allowable, these costs will be funded by grants, special funds or enterprise funds and will only be borne by the General Fund as a last resort. The current CIP reflects a shift toward a significantly more strategic capital program. Maintenance of capital projects is programmed annually into the Public Works Maintenance Budget. In some instances, the capital projects result in maintenance savings, in other circumstances the project results in new/added maintenance costs. Year One (FY 2020-2021) of the draft CIP includes twenty-two (22) distinct projects and routine/mandatory maintenance programs. In total, the CIP appropriates $10,572,000 for projects and programs in FY 2020-21, which includes $950,000 contribution from General Funds. Prioritization Capital project priorities should be considered in concert with both budgetary restrictions and staffing capacity that include both direct (hard) and indirect (soft) costs. During the projected revenue shortfall caused by the COVID-19 pandemic and uncertainty of the economy, staff took a hardline approach to prioritize projects for the upcoming year using the following criteria:

➢ Does the project have a significant impact/benefit to Public Safety?

➢ Does the project have grant funding (and is that funding at risk?)

➢ How far along in the process is the project?

➢ How many people are impacted positively by the project?

➢ Is the project statutorily required?

Using these factors, staff developed the recommended Fiscal Year 2020-21 Capital Project List being presented tonight. This list is similar to the list provided to the City Council on May 5, 2020 with one slight increase to the Main Street Bridge Project (#0759). This budget increase will be covered by grant funding and does not require any additional General Fund allocation. Many of the projects identified will require multiple years to complete and will have continuing impacts to the General Fund. Focusing strategically on certain programs and objectives will provide the opportunity to develop the Five-Year CIP more fully and to commit funding to the projects in their entirety. This will also provide long term direction to staff on where to focus efforts on new funding opportunities. Staff is also presenting the recommended Draft Five-Year CIP List (Attachment 2). This list includes all projects identified by staff and the City Council over the last several years, regardless of funding timeline. These projects were further prioritized based upon strategic objectives, funding availability and staffing capacity.

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Request Staff requests that the City Council, by motion, approve the Fiscal Year (FY) 2020-21 Capital Project List; authorize staff to present the updated Five-Year Capital Improvement Program (CIP) to the Planning Commission for General Plan Consistency determination; and direct the Administrative Services Department to allocate $950,000 in General Funds for the FY 2020-21 Capital Budget. ATTACHMENTS:

1. Proposed FY 2020-2021 Capital Improvement Project List

2. Draft Five-Year CIP List

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CIP PRIORITIZATION LIST

FY 2020‐21 (DRAFT)

RECOMMENDED FOR YEAR 1 (FY 2020‐21)

PROJECT TITLE FUNDPROJECT

NO.

GF Budget Request

(FY 20‐21)

TOTAL FY 20‐21

REQUESTED BUDGET Total Grant Funding

125 0564 $ 100,000 $ 100,000 ‐$

2 06 0506 $ ‐ $ 50,000 ‐$

3 06 9028 $ ‐ $ 100,000 ‐$

SMOKE TESTING ‐ 10 MILES

CCTV SURVEY ‐ 4 MILES4 06 9029 $ ‐ $ 315,000 ‐$

5 06 9026 $ ‐ $ 85,000 ‐$

6 06 0507 $ ‐ $ 235,000 ‐$

7 06 9025 $ ‐ $ 2,625,000 ‐$

8 06 9024 $ ‐ $ 100,000 ‐$

9 11 0523 $ 350,000 $ 3,550,000 $ 3,200,000

10 09 0759 $ 53,000 $ 465,000 $ 7,500,000

11 25 TBD $ 80,000 $ 160,000 160,000$

12 25 TBD $ 30,000 $ 30,000 ‐$

13 25 0601 $ 15,000 $ 15,000 ‐$

14 25 0562 $ 20,000 $ 20,000 ‐$ 15 25 0598 $ 80,000 $ 80,000 ‐$

16 11 0538 $ ‐ $ 384,000 $ 3,200,000

17 17 0619 $ 35,000 $ 525,000 ‐$

18 17 TBD $ 83,000 $ 83,000 ‐$

19 48 9023 $ ‐ $ 1,000,000 ‐$

20 17 TBD $ 54,000 $ 270,000 ‐$

2125 0555 $ 50,000 $ 50,000 ‐$

2211 0514 $ ‐ $ 330,000 ‐$

TOTAL REQUESTED BUDGET (FY 2020‐21) $ 950,000 $ 10,572,000 $ 14,060,000

RECOMMENDED FOR CONSIDERATION AT MID‐YEAR

PROJECT TITLE FUNDPROJECT

NO.GF Budget Request TOTAL BUDGET

Total Grant

Funding1 11 0593 $ 81,000 $ 81,000 $ 1,202,000

213 0571 $ 300,000 $ 300,000 ‐$

3 17 9010 $ 20,000 $ 20,000 ‐$

4 17 0617 $ 50,000 $ 50,000 ‐$

TOTAL REQUESTED BUDGET $ 451,000 $ 451,000 $ 1,202,000

POPLAR PARALLEL TRAIL

PEDESTRIAN/BICYCLE CONNECTION TO HATCH

FINANCIAL SOFTWARE ‐ ENTERPRISE RESOURCE

PLANNING

POPLAR BEACH GATEWAYS PLAN

CORPORATE YARD IMPROVEMENTS

EQUESTRIAN BEACH ACCESS

PAVEMENT MANAGEMENT AND TRAFFIC SAFETY

PROGRAM

POPLAR COMPLETE STREET PROJECT

HIGHWAY 1/KELLY AVENUE INTERSECTION

IMPROVEMENT PROJECT

GENERAL PLAN AND LOCAL COASTAL PROGRAM

UPDATESEWER MAINTENANCE PROGRAM

INFLOW AND INFILTRATION PROGRAM

CITYWIDE POINT REPAIRS PROGRAM

MANHOLE REHABILITATION PROGRAM

PUMP STATION AND FORCE MAIN REPAIR AND

BIKEWAY CONNECTIVITY PROJECT ‐ NORTH

OCEAN COLONY PUMP STATION REPLACEMENT

SANITARY SEWER MASTER PLAN

HIGHWAY 1 SAFETY ‐ SOUTH

MAIN STREET BRIDGE PROJECT

CLIMATE ACTION AND ADAPTATION PLAN

TOWN CENTER MASTER PLAN

ADA TRANSITION PLAN IMPLEMENTATION PROGRAM

SIDEWALK REPLACEMENT AND REPAIR PROGRAMURBAN FOREST MANAGEMENT PROGRAM

HIGHWAY 1 SAFETY ‐ NORTH

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FIVE‐YEAR CAPITAL IMPROVEMENT PROGRAM BUDGETED EXPENDITURESFY 2019‐20 ADOPTED CAPITAL BUDGET

PROJECT TITLE FUNDPROJECT NO.

PRIOR YEAR(S)

FY 20‐21 FY 21‐22 FY 22‐23 FY 23‐24 FY 24‐25 FUTURE YEARS

TOTAL ALL FY UNFUNDED

GREEN INFRASTRUCTURE AND STORM WATER PROGRAM 14 0563 N/A ‐$ 75,000$ 150,000$ 150,000$ 150,000$ N/A 525,000$ ‐$ SEYMOUR DITCH EROSION AND COASTAL STABILIZATION 14 0608 200,000$ ‐$ 150,000$ 825,000$ 825,000$ 140,000$ ‐$ 2,140,000$ ‐$ KEHOE WATER COURSE AND HABITAT ENHANCEMENTPROJECT 14 0534 ‐$ ‐$ 75,000$ ‐$ ‐$ ‐$ 7,854,250$ 7,929,250$ 1,650,000$ ARROYO DE EN MEDIO EROSION REPAIR ‐ MIRADA ROAD 14 0579 ‐$ ‐$ 200,000$ ‐$ ‐$ ‐$ ‐$ 200,000$ 7,854,250$ ROOSEVELT DITCH IMPROVEMENTS 14 TBD ‐$ ‐$ 75,000$ ‐$ ‐$ ‐$ ‐$ 75,000$ ‐$

200,000$ ‐$ 575,000$ 975,000$ 975,000$ 290,000$ 7,854,250$ 10,869,250$ 9,504,250$

GENERAL PLAN AND LOCAL COASTAL PROGRAM UPDATE 25 0564 936,257$ 100,000$ ‐$ ‐$ ‐$ ‐$ ‐$ 1,036,257$ ‐$ TOWN CENTER MASTER PLAN 25 TBD ‐$ 160,000$ 160,000$ ‐$ ‐$ ‐$ ‐$ 320,000$ ‐$ CLIMATE ACTION AND ADAPTATION PLAN 25 TBD ‐$ 30,000$ ‐$ 350,000$ ‐$ ‐$ ‐$ 380,000$ ‐$ MAC DUTRA GREENING PROJECT 25 TBD ‐$ ‐$ 150,000$ ‐$ ‐$ ‐$ ‐$ 150,000$ ‐$ MAIN STREET TREE LIGHTS 25 9016 ‐$ ‐$ 50,000$ ‐$ ‐$ ‐$ ‐$ 50,000$ ‐$ WAYFINDING AND ENTRY SIGNS (PHASE 2) 25 0559 ‐$ ‐$ 75,000$ ‐$ ‐$ ‐$ ‐$ 75,000$ ‐$

936,257$ 290,000$ 435,000$ 350,000$ ‐$ ‐$ ‐$ 2,011,257$ ‐$

FINANCIAL SOFTWARE ‐ ENTERPRISE RESOURCE PLANNING 25 0555 250,000$ 50,000$ ‐$ ‐$ ‐$ ‐$ ‐$ 300,000$ ‐$ GIS IMPLEMENTATION 25 0586 ‐$ ‐$ 125,000$ 25,000$ ‐$ ‐$ ‐$ 150,000$ ‐$

250,000$ 50,000$ 125,000$ 25,000$ ‐$ ‐$ ‐$ 450,000$ ‐$

PARKS MASTER PLAN IMPLEMENTATION PROGRAM 17 0609 N/A ‐$ 100,000$ 100,000$ 100,000$ 100,000$ N/A 400,000$ ‐$

POPLAR BEACH GATEWAYS PLAN 17 0617 400,000$ ‐$ 50,000$ 45,000$ ‐$ ‐$ ‐$ 495,000$ ‐$ TRAIN DEPOT AND JOHNSTON HOUSE TEMPORARY IMPROVEMENTS 17 9005 35,000$ ‐$ 50,000$ ‐$ ‐$ ‐$ ‐$ 85,000$

‐$

SMITH FIELD SITE ASSESSMENT AND MASTER PLAN 17 TBD ‐$ ‐$ 100,000$ ‐$ ‐$ ‐$ ‐$ 100,000$ ‐$

CARTER PARK IMPROVEMENTS 17 0611 300,000$ ‐$ 100,000$ ‐$ ‐$ ‐$ 1,200,000$ 1,600,000$ 1,200,000$ WAVECREST WATER MAIN PROJECT 17 9004 ‐$ ‐$ 100,000$ 600,000$ ‐$ ‐$ ‐$ 700,000$ ‐$ TRAIN DEPOT AND JOHNSTON HOUSE SITE PLAN 17 0614 ‐$ ‐$ 85,000$ ‐$ ‐$ ‐$ ‐$ 85,000$ ‐$ PERMANENT RESTROOMS AT POPLAR BEACH 17 TBD ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ 250,000$ 250,000$ 250,000$ STORAGE BUILDING AT SMITH FIELD 17 TBD ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ 65,000$ 65,000$ 65,000$ NEW MAGNOLIA/SEYMOUR PARK 17 TBD ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ 350,000$ 350,000$ 350,000$ NEW COMMUNITY PARK 17 TBD ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ 12,000,000$ 12,000,000$ 12,000,000$

735,000$ ‐$ 585,000$ 745,000$ 100,000$ 100,000$ 13,865,000$ 16,130,000$ 13,865,000$ TOTAL PARKS

TOTAL STORM WATER IMPROVEMENTS

TOTAL ECONOMIC DEVELOPMENT IMPROVEMENTS

TOTAL OPERATIONAL IMPROVEMENTS

STORM WATER IMPROVEMENTS

PARKS IMPROVEMENTS

OPERATIONAL IMPROVEMENTS

ECONOMIC DEVELOPMENT IMPROVEMENTS

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PRIOR YEAR(S)



ADA TRANSITION PLAN IMPLEMENTATION PROGRAM 25 0601 N/A 15,000$ 50,000$ 75,000$ 75,000$ 75,000$ N/A 290,000$ ‐$

SIDEWALK REPLACEMENT AND REPAIR PROGRAM 25 0562 N/A 20,000$ 100,000$ 150,000$ 150,000$ 150,000$ N/A 570,000$ ‐$ URBAN FOREST MANAGEMENT PROGRAM 25 0598 N/A 80,000$ 80,000$ 80,000$ 80,000$ 80,000$ N/A 400,000$ ‐$

ANNUAL COMMUNITY ENHANCEMENT PROGRAM 25 0600 N/A ‐$ 50,000$ 50,000$ 50,000$ 50,000$ N/A 200,000$ ‐$ EMERGENCY RESPONSE PROGRAM 48 0604 N/A ‐$ 100,000$ 100,000$ 100,000$ 100,000$ N/A 400,000$ ‐$ CORPORATE YARD IMPROVEMENTS 48 9023 50,000$ 1,000,000$ ‐$ ‐$ ‐$ ‐$ ‐$ 1,050,000$ ‐$ SHERIFF SUBSTATION RENOVATION PROJECT 48 0605 ‐$ ‐$ 150,000$ ‐$ ‐$ ‐$ ‐$ 150,000$ ‐$ CIVIC CENTER SITE PLAN 48 0624 ‐$ ‐$ 85,000$ ‐$ ‐$ ‐$ ‐$ 85,000$ ‐$ PILARCITOS CREEK RESTORATION AND REMEDIATION PROJECT 48 9022 180,000$ ‐$ 220,000$ ‐$ ‐$ ‐$ ‐$ 400,000$ ‐$ CUNHA PARKING LOT EXPANSION FOR LIBRARY 16 0545 ‐$ ‐$ 400,000$ ‐$ ‐$ ‐$ ‐$ 400,000$ ‐$ RESTORATION AND WATERSHED PROTECTION OF CITY PARCEL 48 0622 ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ 975,000$ 975,000$ 975,000$

230,000$ 1,115,000$ 1,235,000$ 455,000$ 455,000$ 455,000$ 975,000$ 4,920,000$ 975,000$

SEWER MAINTENANCE PROGRAM 06 0506 N/A 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ N/A 250,000$ ‐$ INFLOW AND INFILTRATION PROGRAM 06 9028 N/A 100,000$ 75,000$ 75,000$ ‐$ ‐$ N/A 250,000$ ‐$ CITYWIDE POINT REPAIRS PROGRAM 06 9029 N/A 315,000$ 315,000$ 315,000$ 315,000$ 315,000$ N/A 1,575,000$ ‐$ MANHOLE REHABILITATION PROGRAM 06 9026 N/A 85,000$ 85,000$ 85,000$ 85,000$ 85,000$ N/A 425,000$ ‐$ PUMP STATION AND FORCE MAIN REPAIR AND REPLACEMENT PROGRAM 06 0507 N/A 235,000$ 90,000$ 50,000$ 50,000$ 50,000$ N/A 475,000$ ‐$ OCEAN COLONY PUMP STATION REPLACEMENT PROJECT 06 9025 200,000$ 2,625,000$ ‐$ ‐$ ‐$ ‐$ ‐$ 2,825,000$ ‐$ SANITARY SEWER MASTER PLAN 06 9024 40,000$ 100,000$ 15,000$ 15,000$ ‐$ ‐$ ‐$ 170,000$ ‐$ LORYN LANE SEWER MAIN REPAIR 06 9027 ‐$ ‐$ 275,000$ ‐$ ‐$ ‐$ ‐$ 275,000$ ‐$

240,000$ 3,510,000$ 905,000$ 590,000$ 500,000$ 500,000$ ‐$ 6,245,000$ ‐$

NEIGHBORHOOD TRAFFIC SAFETY PROGRAM 11 9000 N/A ‐$ 40,000$ 40,000$ 40,000$ 40,000$ NA 160,000$ ‐$ CROSSWALKS AND ADA RETROFIT PROGRAM 11 0572 N/A ‐$ 60,000$ 60,000$ 60,000$ 60,000$ N/A 240,000$ ‐$ PAVEMENT MANAGEMENT AND TRAFFIC SAFETY PROGRAM 11 0514 N/A 330,000$ 1,025,000$ 120,000$ 1,025,000$ 120,000$ N/A 2,620,000$ 2,290,000$ HIGHWAY 1 SAFETY ‐ SOUTH 11 0523 398,000$ 3,550,000$ ‐$ ‐$ ‐$ ‐$ ‐$ 3,948,000$ ‐$ HIGHWAY 1 SAFETY ‐ NORTH 11 0538 700,000$ 384,000$ 4,000,000$ 4,000,000$ ‐$ ‐$ ‐$ 9,084,000$ ‐$ MAIN STREET BRIDGE PROJECT 09 0759 775,000$ 465,000$ 60,000$ 3,638,290$ 3,638,290$ ‐$ ‐$ 8,576,579$ ‐$ POPLAR COMPLETE STREET PROJECT 11 0593 75,000$ ‐$ 81,000$ 1,500,000$ ‐$ ‐$ ‐$ 1,656,000$ ‐$ HIGHWAY 1/KELLY AVENUE INTERSECTION IMPROVEMENT PROJECT 13 0571 100,000$ ‐$ 300,000$ ‐$ ‐$ ‐$ 1,570,000$ 1,970,000$ 1,570,000$

KELLY AVENUE REHABILITATION PROJECT 11 TBD ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ 1,375,000$ 1,375,000$ 1,375,000$ 2,048,000$ 4,729,000$ 5,566,000$ 9,358,290$ 4,763,290$ 220,000$ 2,945,000$ 29,629,579$ 5,235,000$

FACILITY IMPROVEMENTS

TOTAL FACILITY IMPROVEMENTS

TOTAL SEWER IMPROVEMENTS

TOTAL STREET IMPROVEMENTS

STREET IMPROVEMENTS

SEWER IMPROVEMENTS

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PRIOR YEAR(S)



BICYCLE AND PEDESTRIAN MASTER PLAN IMPLEMENTATION PROGRAM 17 0615 N/A ‐$ 100,000$ 100,000$ 100,000$ 100,000$ N/A 400,000$ ‐$ BIKEWAY CONNECTIVITY PROJECT ‐ NORTH 17 0619 175,000$ 525,000$ ‐$ ‐$ ‐$ ‐$ ‐$ 700,000$ ‐$ POPLAR STREET PARALLEL PATH 17 9010 ‐$ ‐$ 20,000$ 230,000$ ‐$ ‐$ ‐$ 250,000$ 230,000$ EQUESTRIAN BEACH ACCESS 17 TBD ‐$ ‐$ ‐$ ‐$ 100,000$ ‐$ ‐$ 100,000$ ‐$ HIGHWAY 1 BICYCLE/PEDESTRIAN TRAIL EXTENSION (NORTH) 17 TBD ‐$ 270,000$ ‐$ ‐$ ‐$ ‐$ ‐$ 270,000$ ‐$ PEDESTRIAN/BICYCLE CONNECTION TO HATCH ELEMENTARY 17 TBD ‐$ 83,000$ ‐$ ‐$ ‐$ ‐$ ‐$ 83,000$ ‐$ WAVECREST WALKWAY EXTENSION 17 0595 ‐$ ‐$ 275,000$ ‐$ ‐$ ‐$ 1,475,000$ 1,750,000$ 1,475,000$ JOHNSTON HOUSE TRAIL ` 0564 ‐$ ‐$ 95,000$ 330,000$ ‐$ ‐$ ‐$ 425,000$ ‐$ NAOMI PATRIDGE TRAIL EXTENSION (SOUTH) 17 TBD ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ 2,500,000$ 2,500,000$ 2,500,000$ COASTAL BLUFF PRESERVATION 17 0618 ‐$ ‐$ 390,000$ 215,000$ 215,000$ 215,000$ ‐$ 1,035,000$ 1,035,000$ POPLAR BEACH COASTAL TRAIL ‐ RELOCATION AND EROSION MITIGATION 17 TBD ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ 3,000,000$ 3,000,000$ 3,000,000$

175,000$ 878,000$ 880,000$ 875,000$ 415,000$ 315,000$ 6,975,000$ 10,513,000$ 8,240,000$

4,814,257$ 10,572,000$ 10,306,000$ 13,373,290$ 7,208,290$ 1,880,000$ 32,614,250$ 80,768,086$ 37,819,250$

TRAIL IMPROVEMENTS

TOTAL TRAIL IMPROVEMENTS

TOTAL FY ALLOCATIONS

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of 1


AGENDA REPORT


TO: Honorable Mayor and City Council

VIA: Bob Nisbet, City Manager

FROM: Jessica Blair, Communications Director / City Clerk

TITLE: CITY COUNCIL RULES OF PROCEDURE AND DECORUM

RECOMMENDATION: Consider revisions to the City Council Rules of Procedure and Decorum.

FISCAL IMPACT: There is no fiscal impact associated with this action.

STRATEGIC ELEMENT: This recommendation supports the Inclusive Governance Element of the Strategic Plan.

BACKGROUND: The City Council Rules of Procedure and Decorum were first adopted in May 2016, and subsequently revised in February 2017 and December 2017. DISCUSSION: At the City Council’s direction, staff is returning with the Rules document for potential revisions – most notably, a consideration of whether the City Council would like to delete the requirement that meetings conclude by 11:00 p.m. unless extended by a majority vote of the Council. This item allows for the City Council to review the document and bring forth any suggested revisions for approval by the entire City Council. If any changes are voted upon, staff will bring back the revised document on the Consent Calendar for the May 19, 2020 meeting.

ATTACHMENT: City Council Rules of Procedure and Decorum

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City Council Rules of Procedure and Decorum

Adopted on May 17, 2016

Revised February 7, 2017 and December 5, 2017

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Chapter 1. Authority of the City Council

1. The City Council is the policy and lawmaking body of the City. State and local laws define the powers and responsibilities of the City Council.

2. General Authorities and Applicability

When not in conflict with the Constitution, laws of the State of California, or local City ordinances, these City Council Rules of Procedure and Decorum (“Rules”) shall be in effect upon adoption by resolution of the Council.

3. Revisions to these Rules

The Council shall review and revise these rules as needed.

4. Rosenberg’s Rules of Order

To the extent these rules do not address an issue of parliamentary procedure for legislative body meetings, Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century, Revised 2011, shall apply.

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Chapter 2. Duties

1. Duties of Mayor

A. To conduct meetings of the City Council as its chairperson.

1. Ensure that consideration of items on the agenda move along without delay.

2. Ensure that petitioners, proponents, and opponents are heard but not allowed to disrupt the meeting.

3. Ensure that decorum is maintained at the meeting.

4. In presiding over matters where the public has provided testimony and/or raised questions, the Mayor should:

a. Direct questions or comments requiring a response to staff for a response.

b. Ensure that staff and members of the public direct their comments to the chair.

c. If necessary, help keep Councilmember questions relevant to the matter being considered by the Council.

d. If necessary, consider calling for a brief recess if orderly conduct of the meeting is being disrupted.

e. Announce the decision of the Council on all subjects.

5. To ensure that each member of the Council is provided an opportunity to completely express their views on items of business, the Mayor should:

a. See that Councilmembers ask to be recognized by the Mayor before speaking.

b. Ensure that each Councilmember is given the opportunity to fully express their views.

B. To represent City Government as its chief elected official at community functions, events, and meetings.

C. On behalf of the City Council, to officially welcome dignitaries, officials, and gatherings.

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D. To correspond on behalf of the Council on subjects, issues, and legislative proposals provided that opinions expressed on behalf of the Council or City Government are not inconsistent with established policies or previously expressed Council consensus.

E. To vote as the City’s “voting delegate” at the League of California Cities Annual Conference and other similar meetings. This responsibility may be delegated to another Councilmember.

F. To participate in the preparation of the agendas of meetings of the City Council as necessary.

G. To recommend Councilmembers for liaison positions on various boards, commissions, and agencies. The Mayor’s recommendations shall be discussed and confirmed by a majority vote of the Council and are subject to change.

H. Nothing under the Mayor’s duties shall limit any individual Councilmember’s ability to interact with members of the public.

2. Duties of Vice Mayor

In the absence of the Mayor from the City or a Council meeting, the Vice Mayor shall possess all powers of the office of the Mayor, and be subject to all prescribed duties for that office.

3. Duties of Councilmembers

A. Arrive on time for all Council meetings.

B. Review all meeting materials in preparation for Council meetings.

C. To fulfill the liaison assignments to legislators, external agencies, and the City’s boards and commissions.

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Chapter 3. Councilmember Conduct

1. Members shall:

A. put constituents foremost at all times;

B. treat each other, staff, and members of the public with dignity, courtesy, and respect;

C. encourage and / or ensure that the public treats the City Council, staff, and members of the public with dignity, courtesy, and respect;

D. maintain confidentiality of all closed session materials and discussion;

E. be attentive to others, limiting interruptions and distractions;

F. encourage diverse viewpoints in deliberations while being mindful not to prolong discourse or block consensus;

G. agree to respectfully disagree;

H. keep comments clear, concise, and on‐topic;

I. start and end meetings on time, work from the agenda;

J. present problems in a way that promotes discussion and resolution.

2. Councilmembers are subject to all provisions of City Policies.

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Chapter 4. Meetings

1. All Council decisions must be taken at City Council meetings. Before taking action, the City Council may be informed by project applicants, interested members of the public, and City staff.

2. No business may be transacted by the Council at a regular or special meeting unless a quorum of the membership is present (50% plus one of those currently serving).

3. Council Meeting Dates

A. Once a year, in December, adopt a schedule of Council meetings for the following year identifying any regular meeting dates that need to move or be cancelled due to major holidays.

B. Meeting dates may be amended with the approval of the Council.

4. Types of Meetings

A. Regular Meetings are conducted at the Ted Adcock Community Center on the first and third Tuesday nights of each month. In February, July, and August, only one meeting is held during the month. It is also customary to cancel a meeting if it falls on Election Day. The meetings begin at 7:00 p.m. It is City policy to make every effort to complete and distribute the agenda and related reports by the preceding Friday.

B. Special Meetings are called at a non‐regular meeting date and / or time. They are called with a minimum of 24 hours’ notice, versus 72 hours’ notice for regular meetings.

C. Study Sessions are special meetings that are held for the purpose of providing information to the City Council, particularly on issues that are more complex or more time‐consuming than matters typically scheduled on a regular City Council meeting agenda. At study sessions, Councilmembers may state their individual responses and questions to the information provided and may collectively provide direction to City staff.

D. Closed Sessions can be part of either special or regular meetings. The Council conducts its business in public to the greatest extent possible. State law recognizes that public discussion of certain items could jeopardize the public interest, compromise the City’s position, or cost the citizens of San Mateo financially; and, therefore, generally allows the City Council to hold closed session meetings for the consideration of certain personnel matters, labor negotiations, real property negotiations, matters of public security, and the discussion of litigation, among other things. These rules provide for strict confidentiality of City Council discussion

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as required by State law. The procedures for the conduct of the closed sessions shall be the same as those for open session meetings, except that the public, after an opportunity for public comment, are excluded.

E. Emergency Meetings are allowed per the Ralph M. Brown Act when an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of the public’s well‐being.

5. Voting

A motion, second, and a majority vote of the Council shall be required for any formal action of Council.

Any vote of abstention must clearly indicate for the record the basis for the abstention including any conflict of interest.

6. The Mayor, with the approval of a majority of the Council, can change the order of hearing of items on the agenda.

7. Public Participation

A. Members of the public are encouraged and invited to participate in the legislative process by submitting written comments before the meeting or speaking in person at a meeting.

B. It is the intent of these rules to allow everyone to be heard without fear of jeers or cheers that may discourage public participation. For this reason, these rules are taken seriously. Disruptive or unruly behavior may result in removal from the Council meeting.

C. Time Limits for public comment:

1. Individual Speakers ‐ 3 minutes is customary. For public speakers in need of translation services, the speaker timer will be paused during translation.1

2. Applicants / Appellants on Planning Commission appeals – 10 minutes

3. The Mayor may, at his/her discretion, limit the amount of time allotted to the speaker(s) when needed

1 Revised on February 7, 2017

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D. Members of the public are invited to speak at the podium microphone to ensure all attendees can hear and so that the comments can be captured on the video recording.

E. Individuals who wish to speak should submit a speaker card to the “Speaker Cards” box to be called up at the appropriate time.

F. Members of the public are expected to respect other members of the public as well as the City Council and staff during public meetings by acknowledging and adhering to the rules for public comments and participation. Members of the public may not approach the dais during the meeting at any time for any reason. Disruption of a meeting may be cause for removal by a member of the Sheriff’s Department.

G. The public is welcome to address the City Council on Consent Calendar items and any item within the jurisdiction of the City Council and not listed on the agenda during the Public Forum section of the Agenda, which occurs directly before the Consent Calendar is approved. At the request of Councilmembers and at the Mayor’s discretion, he or she may pull an item off the Consent Calendar based on submitted speaker cards for the item from the public rather than accept public comments on the item during Public Forum. The Consent Calendar consists of matters that are routine in nature, such as minutes, budgeted agreements, and resolutions. They are approved under one blanket motion, except for items that are pulled off by Councilmembers for discussion. Those items are considered separately at the end of the Agenda.2

8. Agendized Discussion Items (Ordinances and Public Hearings, Staff Reports and Resolutions)

A. Staff / applicant presentation

B. Council questions to applicant and/or staff

C. Open public hearing (or public comment section) for comments

D. Close public hearing (or public comment section)

E. Additional Council questions, if warranted

F. Response by staff to questions / concerns, if warranted

2 Revised on December 5, 2017

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G. Council discussion and deliberation

H. Council votes

9. Appeals

A. Appeals are public hearings and will follow the order stated in #7 with the following time allocations, unless otherwise required or provided by law:

1. Applicant – 10 min

2. Appellant – 10 min

3. Individual Speakers – 3 min

4. Applicant Rebuttal – if reserved

B. Appeals from decisions of the City’s Boards and Commissions shall appear on the Council agenda for discussion. Council has the options of affirming the action of the commission, modifying the action of the commission, referring the matter back to the commission, or reversing the decision, unless otherwise required or provided by law.

C. Any person that addressed the Council during one of the 10‐minute periods (as an applicant or appellant) may not speak again during the public comment period for individual speakers on the appeal.

10. Items Considered after 11:00 p.m.

Unless a majority of the Council determines there is an urgent need to act, no items shall be continued or new items opened for discussion or action after 11:00 p.m.

11. Action Minutes

A. The City Council shall use Action Minutes (action minutes record the action taken by the City Council and contain very little, if any, narrative content) or light summary at the discretion of the City Clerk, to record their proceedings.

B. Motions and votes are shown in the record.

C. Media (video) recordings may be used in order to provide a verbatim record of meetings.

12. Conflict of Interest

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A. The Political Reform Act, implemented, regulated, and enforced by the Fair Political Practices Commission (FPPC), controls financial conflicts of interest.

B. Government Code §1090 applies to prohibit the execution or approval of City contracts in which a public official has a financial interest.

C. As soon as it appears to a Councilmember that they may have a prohibited financial interest in any City contract, or an item that may be presented to the City Council, the Councilmember should immediately consult with the City Attorney at the earliest opportunity for advice on whether a disqualifying conflict of interest exists.

D. With full consideration of the City Attorney’s advice, it is up to each individual Councilmember to decide for him/herself whether there is a conflict of interest.

E. A member shall not vote upon any matter on which s/he has a conflict of interest.

F. A member shall openly state the reason for his/her conflict of interest.

G. A member who is disqualified by a conflict of interest shall recuse him/herself, explain the basis for the recusal are required by law, step away from the dais and leave the room during the discussion and deliberation of the item, unless the item is agendized under the Consent Calendar.

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Chapter 5. Meeting Agendas

1. Agenda Item Submission

A. Persons who can place matters on the agenda: City Councilmember, City Manager, or City Attorney

B. Councilmember:

1. A Councilmember may request an item be considered on a future agenda and, if a second Councilmember agrees with the request, staff will prepare a staff report.

2. Councilmembers may make this request verbally during a meeting or may submit a written request.

C. Members of the Public

1. A member of the public may request Council action in the following ways:

a. Write a letter to the City Council

b. Speak during the Public Comment period at a City Council meeting

c. Attend annual Council strategic workshop and provide input

2. Upon agreement of a majority of the City Council, Council will determine whether to place on a future agenda an item requested by the public.

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Chapter 6. Communication

1. All communications are public records.

All letters, memoranda, and email communications involving City Councilmembers and members of boards, commissions, committees and task forces, the subject of which relate to the conduct of government or the performance of any governmental function, with a few exceptions as outlined in the Public Records Act, are public records.

2. The Council, in adopting this policy, does not waive attorney‐client‐privilege or any other privilege associated with a closed session authorized under the Ralph M. Brown Act.

3. Ralph M. Brown Act

Each Councilmember should be mindful of all of the requirements of the Brown Act in communicating with each other.

4. Mail Processing

A. Members of the City Council may receive mail and other materials through City Hall.

B. General correspondence addressed to Councilmembers as a whole may be opened and delivered to all Councilmembers if appropriate.

5. Correspondence

A. The City Clerk is authorized to receive and take administrative action on all correspondence directed to the City Council. The City Clerk may also respond to correspondence submitted to the full City Council on non‐agenda items or authorize a staff member to respond. A courtesy copy is provided to each Councilmember.

B. Generally, correspondence relating to a specific City Council agenda item shall be distributed with the agenda report; correspondence received after the publication of agenda packets is to be compiled and distributed to the City Council prior to the City Council meeting.

C. After the City Council has taken a position on an issue, official correspondence should reflect this position. While Councilmembers who may disagree with a position are free to prepare correspondence on such issues as private citizens, City letterhead, official City Council title, and staff support should not be utilized. In addition, City letterhead and staff support cannot be utilized for personal or political purposes.

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D. City letterhead, logo, insignia and brand, as well as staff support, cannot be utilized for personal or political purposes.

6. Electronic Communication

A. All emails sent and received through the City server are retained per the City’s Records Retention Schedule and are subject to the Public Records Act.

B. All emails regarding City business should be sent from the Councilmember’s official City email address.

7. Written Communications for Council Meetings

A. The deadline for the receipt of written communications for inclusion in the agenda packet is 5:00 p.m. the Wednesday before the Council meeting. This is to allow for adequate staff review and analysis, and to ensure public access to information, plans, correspondence, and other documents supporting planning applications being heard by the City Council.

B. Materials distributed to Councilmembers during the meeting shall be available for viewing by the public during the meeting if the materials were prepared by the City or a Councilmember, or at the conclusion of the meeting if prepared by another person.

C. If a Councilmember receives materials regarding an agenda item, s/he shall forward it the City Clerk and the City Manager as soon as possible.

D. If late correspondence is received, the City Council will determine at the meeting whether to continue or refer the item to the appropriate Board and/or Commission if significant changes to a project, or significant new information has become known.

8. Council Communication to Boards and Commissions

A. Councilmembers should be mindful not to unduly influence—through their attendance—the decision at a Board or Commission meeting so as not to get ahead of the process.

B. It is not appropriate for a Councilmember to make public comments at a Board or Commission meeting.

9. Council ‐ Staff Relations

A. Individual Councilmembers may make requests of City staff through the City Manager or Department Head for limited research and information without the

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formal concurrence of a majority of the member’s colleagues. Requests that will require significant staff time may be referred to the full Council and only pursued if supported by a majority of the Council. The City Manager should be kept aware of all requests.

B. Councilmembers should direct any questions on staff reports to the City Manager or designee.

C. Councilmembers are encouraged to submit their questions on agenda items to the City Manager or Department Head (copying the City Manager) as far in advance of the meeting as possible so that staff has sufficient time to research and can be prepared to respond at the Council meeting.

D. Clarifications or technical questions will be answered before the meeting whenever possible.

E. Questions and all staff‐prepared responses will be forwarded to all Councilmembers.

10. Speaking for “the City”

Similar to written correspondence, when Councilmembers are requested to speak to groups or are asked the City Council’s position on an issue, the response should reflect the position of the City Council as a whole. Of course, a member may clarify his/her vote on a matter by stating, for example, “While I voted against X, the City Council voted in support of it.” When representing the City at meetings or other venues, it is important that those in attendance gain an understanding of the City Council’s position rather than that of an individual member.

11. Speaking as an Individual

On occasion, Councilmembers may wish to transmit correspondence on an issue upon which the City Council has yet to take a position or about an issue for which the City Council has no position. In these circumstances, members should clearly indicate in their communications that they are not speaking for the City Council as a whole, but for themselves as an individual member of the Council.

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Chapter 7. Legislative

1. Ceremonial Matters

A. There are several different types of action the Council may take to provide recognition or express appreciation:

1. Certifications of Appreciation or Recognition

Commendations are typically issued to acknowledge the activities of a person or organization. Examples of traditional recipients would include departing Board and Commission Members, high school students with 4.0 grade point averages, Chamber of Commerce Awards, winners of local art or speech contests, etc.

2. Proclamations

Public announcements directing attention to a person, organization or event. Proclamations will be issued subject to the policy described below.

B. Preparation of City Proclamations

1. It is the policy of the City Council to issue proclamations for certain events or causes, when such a proclamation positively impacts the community and conveys an affirmative message to residents. Examples of causes for which proclamations are regularly and routinely issued include, but are not limited to: notable accomplishments by citizens, youth groups, schools, local organizations, non‐profit groups, and local events that deserve special recognition (Bicycle Month, Public Works Month, Red Cross Month, Immigrant Heritage Month, etc.). Discretion should be used in determining whether or not to issue a proclamation. Proclamations that are political in nature, are controversial, or that likely would not enjoy a high‐level of community interest and support, are discouraged.

2. It will be the policy of the City Council to process requests for proclamations in the following manner:

a. If the Mayor determines that the proclamation request is consistent with the policy stated above, the Mayor will direct the City Clerk to prepare the proclamation and the proclamation will be issued.

b. Upon receipt of the draft proclamation language, the City Clerk will place the item on the next available meeting agenda. Depending on the nature and time‐sensitivity of the request, the Mayor and Vice Mayor can act without full formal concurrence of the Council when the situation warrants.

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tuesday, may 19, 2020 city of half moon bay regular ... · community expectations, the size of half...

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