Fille Copy - Town of San Anselmo

6:50 p.m.

AGENDAS & STAFF REPORTS ON-LINE . . . http://www.townofsananselmo.org e-mail: [email protected]

TOWN COUNCIL AGENDA Tuesday, January 26, 2010

Fille Copy

San Anselmo Town Council Chambers 525 San Anselmo Avenue, San Anselmo, CA 94960

Interview applicant to the Arts Commission.

7:00 p.m.

• Call to order and Pledge of Allegiance. • Announce action taken in closed session, if any.

• Present Quality of Life Green Award to Joyce Brown for organizing a weed-cutting patrol and taking part in other environmental projects in town.

• Open time for public expression. The public is welcome to address the Council at this- time on matters not on the agenda that are within the jurisdiction of the Council. Please be advised that pursuant to Government Code Section 54954.2, Council is not permitted to discuss or take action on any matter not on the agenda unless it determines that an emergency exists, or that there is a need to take immediate action which arose following posting of the agenda. Comments may be no longer than three minutes and should be respectful to the community. Please silence your cell phones during the meeting.

• Council requests for future agenda items, questions and comments to staff; staff miscellaneous items.

1. Consent agenda: The opportunity for public comment on consent agenda items will occur prior to Council discussion of the consent agenda. The Council may approve the entire consent agenda with one action. In the alternative, items on the consent agenda may be removed by any Councilor staff member, for separate discussion and vote.

(a) Approve minutes of January 6 and 12,2010. (b) Approve the Revenue and Expenditure Report for the period ending November 30, 2009. (c) Approve Recreation Revenue and Expenditure report for the period ending November 30, 2009. (d) Approve Emergency Projects Fund (flood related) Revenue and Expenditure report for the period

ending November 30,2009. (e) Approve downtown event application for the San Anselmo Chamber of Commerce Art & Wine

Festival, Saturday and Sunday, July 17 and 18, 2010, closing San Anselmo Avenue between Tamalpais Avenue and Bolinas Avenue.

(f) Approve proclamation honoring the League of Women Voters' 90th anniversary and proclaiming February 14,2010 as the "LWV Making Democracy Work" Day.

2. Receive oral report from the Ross Valley School District regarding increasing enrollment and planning for new school facilities.

3. Award the construction contract for the Sir Francis Drake Blvd. Pedestrian Crossing Warning System Project at Saunders and Madrone Avenues to Mike Brown Electric Corporation in the amount of$153,784.

4. Award of Construction Contract to United Access & Security to repair various exterior Town Hall and Library Doors, in an amount not to exceed $25,000.

5. Report on second quarter progress toward the Town's 2009~10 Goals and Objectives.

6. Appoint second alternate to the Marin Emergency Radio Authority (MERA).

7. Adjourn.

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at 258-4652. TTY phone number is 453·4690. Notification at least 48 hours prior to the meeting will enable the Town to make reasonable accommodation to help insure accessibility to this meeting.

Any writings or documents provided to a majority of the ToWn Council regarding any item on this agenda after the distribution of the original packet will be made available for public inspection at the public counter at Town Hall located at 525 San Anselmo Avenue.

Notice is hereby given that Council may discuss andlor take action on any or all of the items listed on this agenda. If any of these matters above are challenged in court, you may be limited to raising only those issues you or someone else raised at any public hearing described on this agenda, or in written correspondence delivered at, or prior to, this Council meeting. Judicial review of an administrative decision of the Town Council must be filed with the Court not later than the 90th day following the date of the Council's decision (Code of Civil Procedure Section 1094.6) Any item not under discussion before 10:00 p.m. may be continued to the next regular meeting. Next regular meeting, Tuesday, February 9, 2010.

I certify that this agenda was posted on the Public Notice Bulletin Board on or before Friday, January 22,2010.

Jeannie Courteau, Administrative Services Assistant I

TOlVN OF SAN AlVSELM"O

COUNCIL itfEETING

BOARDS, COltI.k£ISSIONS A.lVD COltI.k£ITTEES

INTERVIEW SCHEDULE

Applicant Board, Commission or Committttee

6:50p.m. Linda Lujan Arts Commission

*1*

TOWN OF SAN ANSELMO BOARDS/COMMITTEES/COMMISSIONS

STATUS REPORT

Board, Committee, Commission (total seats) Arts Commission 9 seats Dave Donery

Board of Review 5 seats Historical Commission 15 seats Sara Loyster Library Advisory Board 7 seats Sara Loyster Marin Commission On Aging 1 seat Marin County Hazardous & Solid Waste Authority 1 seat Capitol Programs Monitoring Committee 6 seats Steve Myrter Mosquito Abatement District 1 seats Open Space Comm 11 seats Parks & Recreation Commission 8 seats

/)aVeDonery Planning Commission 7 seats

Lisa Wight Quality of Life 7 seats Debbie Stutsman Ross Valley Paramedic Authority 1 seat R6gerMeagor

. Tax equity Board 3 seats Volunteer Advisory Board 7 seats

* **

Incumbent Waiting for interview

As of 01122110

Seats Applicants Expiring/ Vacant 3 vac

1 exp

2 vac

1 vac

2 vac

*2*

Date Interviewed

(

( " THE TOWN Of

SAN ANSELMO

TOWN OF SAN ANSELMO

525 San Anselmo Ave, San Anselmo, CA 94960

,-.... f~· r -. . ." .. ··;~·4~ .; (x "'i .. :~)~:

APPLICATION FOR APPOINTMENT TO A SAN ANSELMO BOARD/COMMISSION/COMMITTEE

To: San Anselmo Town Council Dale: ~ ~ il.oc& I wish to apply for an appointment to a termlbalance oftenn of the

o Incumbent p(New Member

Name: Lw'\6u t"\, LLLjO{\. Home Address: y S wODclltlvti Ave #:4 Occupation: 3?eh(d l1>e(Y'l(lr!\ k;vuu Employer'sAddress: __________ ---____ _ '- r ""'" '----Home Phone: $3\ q llad.. Work Phone: ___ _ Fax: ___ _

Number of Years as a resident of San Anselmo: -=--...!:u¥-f.ldQ~( __ ~

E-Mail: 1 \Yl~ J I~ 4Vl @ ) a veJ CO W\.

In Marin: ..!:l-'"'l\~eu.o..l-C-------d

Education Level Achieved: ,__ Graduate Degree (Major: ______________________ )

College or University Degree (Major: ) - X Some College

High School Diploma Other (Explain: _________________________ )

Names and phone numbers of San Anselmo residents who can be contacted for referral infonnation about me:

1. KaCM {tAleYtb 1'1 j>

2. "1:hV) M. F~lYl

3. ~V\9 liuu 4lS - 491 .. .:tCp:lO

4 IS"' - J,s-le - i'~

4lS - olPtO - 7073

I would be able to regularly attend the meetings of this Board/Commission/Committee.

I would be available to attend additional meetings when they are necessary,

I am familiar with the responsibilities and functions of this Board/Commission/Committee.

I have attended meetings of the Board/Commission/ Committee as a member of the public.

*3*

m NO

X

><

X

X

List briefly, previous experience serving in public office, and/or on civic commissions, boards, or committees:

~\~ ~ ~ ~l>tA... ~ CoVV\VV\€.-i'c..Q. ._'vVb.~1.~ l~\ ,~,~~ . ~~48~ -~U-\~~ u..~- t"h.s-brtay\-~,\M~ lea.Jec~ Ll~ ~ k\~ ~ro""''f- s,J-\- Loke ~ CPvVlwttYCI?-

I understand that. I, and all other applicants, will be personally interviewed by the Town Council as part of the selection process for this appointment.

Other Boards, Commissions, or Committees on which you would be interested in serving if not appointed to this seat? }\uv\..o

Do you wish to be considered again of you are not selected for this appointment? )c1 Yes o No

(You may attach personal resumes or other information which you believe would be helpful to the Council in its selection process.)

Thank you for your interest in serving the Town of San Anselmo and its citizens. For further information, please contact Jeannie Courteau, Administrative Services Assistant II at (415)258-4691.

Revised 9/1/2009

*4*

UNDAlUJAN 45 Woodland Ave. #4

San Anselmo, CA 94960 415-454-3422

PROFESSIONAL PROFilE

Dynamic, high performance, executive with proven ability in developing key customer relationships. Consistently proven able to hit the ground running with the ability to produce exceptional results. Long-term accomplishments in building and maintaining strategic partnerships, resulting in maximized long-term customer commitment.

SALES ACCOMPLISHMENTS

e Maintained yearly quota over 10 years • Current year achieved 120% of year end quota • Won ten million dollar State of Utah contract

® Ranked in the top 3% in 2007,2005,1999, 1996, 1986

o Achieved 100% contract renewal of existing business

PROFESSIONAL EXPERIENCE

Qwest Communications June 2002 - (Retired) November 2007 Major Account Executive - Government and Education Service 9-1-1 for the State of Utah Driving new business through excellent customer service to the Public Safety 9-1-1 accounts in the State of Utah. Increased customer base revenue. Interacted with prominent Public Safety leaders. Focus on sales and implementation of equipment, software and network. Maintained monthly service meetings with the five large 9-1-1 Centers and quarterly meeting with all others. Maintained major customer and territory plans, sales and revenue forecasts. Led a team of sales, technicians and project management.

Qwest Communications March 2000 to June 2002 Account Executive - Government and Education Service Member of a team that worked exclusively with the State of Utah Information Technical Services to provided strategic solutions to enhance the network. Maintained and grew existing customer base revenue over two years. Assisted team leader in the sales forecasting and reporting of all sales for proper compensation.

US West Communications June 1997 to February 2000 Account Executive - Government and Education Services Responsible for maintaining and growing revenue base through strategic network, equipment sales and renewals to all City and County customers in the State of Utah. Worked with appropriate officials in the Cities or Counties. Achieved quota attainment for each year representing US West. Provided required project management on large installations.

us West Communications February 1984 to May 1997 Customer Service Representative - Business Services Supported Business Account team with post sales and installation of telephone systems and network. This included developing and delivering hands-on training for end users. Gathered, wrote and implemented the necessary data for the system. Followed up with customers to present and sell enhancements to maintain and grow the revenue base. Provided required project management on large installations.

Associated Degree - LOS Business College Westminster College - Continuing Education

EDUCATION

*5*

PROFESSIONAL ACTIVITES I MEMBERSHIP ORGANIZATIONS

Salt Lake City Chamber of Commerce Women in Business - Leadership Utah Alumni Bountiful Ladies of Elks - Historian

*6*

Present: Recused:

7:00 p.m.

TOWN OF SAN ANSELMO

TOWN COUNCIL MINUTES OF JANUARY 6, 2010 SPECIAL MEETING

Greene, Kroot, Thornton Coleman, McInerney

CALL TO ORDER

RECEIVE REPORT ON THE MARIN ENERGY AUTHORITY (MEA) ACTIVITIES AND THE DRAFT CONTRACT FOR POWER PURCHASE AND PROIDE DIRECTION TO STAFF REGARDING MEMBERSHIP IN THE AUTHORITY.

Town Manager Debra Stutsman announced that Councilmember Kay Coleman and Councilmember Tom McInerney have recused themselves due to connections with PG&E.

Town Manager Debra Stutsman presented the staff report.

Stutsman noted the MEA Board of Directors has changed the last date to withdraw and they have set the new date of Jan 13,2010 as the last day for towns & cities to withdraw from MEA.

Mayor Thornton introduced Dawn Weisz, Interim Executive Director, MEA, to give a presentation on behalf of MEA.

Weisz stated MEA is projecting to offer to customers 25 percent renewable certified energy and in 2015 at 50 percent renewable. Customers would have the choice of "light green" option, would provide 25 percent of the energy from renewable sources and be comparable in price to PG&E's prices. The "dark green" would be 100 percent renewable sources and is slightly more costly. Weisz noted 'some of the benefits of MEA being that it will dramatically reduce greenhouse gas emissions to comply with state mandates; shifts existing rate payer revenue to a new supply source; allows more stability; increased energy efficiency and distributed generation in addition to meeting AB32 requirements.

Weisz brought to attention that MEA's budget includes a PG&E service fee which allows MEA to go forward without any need for joint and several liability because they will be paying these costs up front. There have been a number of steps taken to mitigate risk including extensive technical and legal public review, legal challenges have been evaluated and addressed in a number of ways. MEA's Board of Directors is scheduled to execute its final contract on February 4th and service to Phase 1 customers will begin on June 1 st.

ITEM l(a)

Minutes of San Anselmo Town Council January 6, 2010

Kroot asked if the Town were to go with MEA and were to use these renewable sources there has been some criticism that if we use them the net will remain the same, others won't get them and they will get the energy from the coal fire plants and that the same greenhouse gases will be there regardless.

Weisz replied she has heard of this argument and she believes it is making as assumption that it is a zero sum game and that there is no interaction between supply and demand - demand and supply and their experience in the market place shows that there is a very strong interest in selling renewable power to entities that are the size of MEA. In addition MEA believes there are many places for renewable energy to be produced and that there are a lot of untapped sources.

Kroot mentioned PGE rates have been going down and asked Weisz how this would affect MEA.

Weisz stated the MEA Board of Directors has made a resolution regarding pricing.

Greene asked for clarification of customers. Weisz stated Phase One customers will be all municipalities and MEA will know which municipalities by the end of February and they will be sending out opt-out notices on March 1.

Greene has concerns in the risk of an opt-out exodus and asked Weisz what percent of universe of electricity users in Marin are needed for MEA to make sure they are viable. Weisz stated about 30% in Marin and that MEA has a number of mitigation strategies in place to address the possibility of heavy dropouts, as is the agreement with their power supplier to lock in volume at the conclusion of the opt-out period. Weisz stated it is a marketplace with its own set of nuances and language it is important to MEA that they bring in staff and expertise that is reliable and experienced.

Weisz noted that Steve Rosco from the California Public Utilities Commission and three MEA Board Members present to answer questions.

Mayor Thornton thanked Weisz for her updated MEA presentation and then introduced William Monson, Principal ofMRW & Associates to summarize their analysis of the Service Agreements and Financial Risk to MEA.

Monson stated that in summary they did not find any fatal flaws in the agreements and that MEA has addressed possible risks. The peer review 'conducted by MR W & Associates addressed policy issues in regards to exit fees and they suggest some sort of exit fee associated with departing load charge to customers after the opt out period. MRW also recommends that MEA establish a hedge to protect against volatility in gas prices.

Kroot stressed the importance of the issue and suggested waving the three-minute time limit for speakers. Thornton and Greene agreed.

The public session opened.

2

)

'/ Minutes of San Anselmo Town Council January 6,2010

Shawn Marshall, MEA Vice Chair and City of Mill Valley Councilmember, stated that in regards to public policy and climate change the City of Mill Valley felt there was a greater risk in not acting now. Council felt that market competition is good and there is a sense of consumer choice, long term local economic issues and urged the community to stay on course with it.

Paul Helliker stated that MMWD wants to reduce their carbon footprint now and into the future and they will be looking at all of their alternatives. MMWD wants to have the most renewable energy as possible and they hope they will have MEA as part of their portfolio to consider.

Matt BrasIer, San Anselmo resident commented that MEA should focus on production of energy.

Frank Berto, Sleepy Hollow, thinks the price of natural gas has gone down 50% and will continue to go down. Berto urged Council to opt out of MEA.

Wayne Hoffman, San Anselmo Ave., stated he has 35 years experience as a professional planner developing renewable energy. Hoffman strongly encourages Council to take positive action on this tonight.

Dick Stutsman, Hilldale Ave, adamantly against the program and feels it has all the ear marks of a disaster.

Michael Rex, Sais Ave., spoke in favor of Marin Clean Energy and feels Council should take responsibility and action on a local level. He asked Council to support this issue.

John Hanley, Butterfield Road, would like Town of San Anselmo to opt out and thinks we should question why Novato and Corte Madera opted out.

Vic Canby, Crescent Lane, has concerns regarding utilities district in determination of rates and believes the rate payer structure has not yet been addressed and feels we should opt out at this time.

Woody Weingarten, Fernwood Dr., stated he was previously was in favor of this however now urges Council not to go forward with it.

Rachel Guinness likes the way the contract is worded mid asked Council to keep this effort alive.

Don Hodge, Skyline Rd., feels that MEA has done their homework; he supports moving forward with the MEA agreement and requests Council to approve participation.

Mr. Ashton, Sierra Club, hopes the Town will stick with Marin Clean Energy.

David Haskell, Fairfax, encourages Council to stay the course with MEA.

Basia Crane spoke on behalf of Marin United Tax Payers requesting the Town not go forward with the MEA contract.

3

Minutes of San Anselmo Town Council January 6, 2010

Maggie Matson with Main Street Moms presented a banner signed by local and national groups in support of the energy plan. Matson supports local decision making and asked Council to let the residents have the choice going forward.

Steve DeMartini, San Anselmo, believes this is a making of a bureaucratic nightmare.

Hunter Stem, electricians union, has objections with the plan, primarily with Shell Oil contract and requests Council to get out of MEA agreement.

Annett Pironne, encourage council to vote for Marin Clean Energy.

Whitney Merchant, speaking for Sustainable San Anselmo stated they are in 100% support of Marin Clean Energy.

Roger Roberts, Marin Conservation League, fully endorses MEA and asked Council to remain with MEA.

Kenji Kobayashi, 28 Sir Francis Drake Blvd, urged council to opt in to Marin Clean Energy so that he can opt in.

Jim Phelps, Novato resident and prior San Anselmo resident feels that PG&E and Shell Oil are very difficult to work with; he has issues with some of the costs; has concerns in the MEA exit fees and urges council not to go forward with MEA.

David Fox, San Anselmo resident, urged Council to go forward with MEA.

Sue Katley, statewide trade association, stated that local solar companies feel this will hurt their businesses; this agreement will not create local jobs and encourages Council not to go forward tonight with MEA.

Roberta Michaels, San Anselmo resident, wished the Council good luck.

Joe Nation, supporting PG&E, believes MEA is a fiction and a fantasy and that MEA is a massive expansion of government. Nation focused on Shell Oil contract with MEA in which he stated there are no price guarantees.

Rebekah Collins, Sustainable Fairfax, San Anselmo property owner, stated she had spoken with many San Anselmo businesses that were in support of MEA. Collins asked Council to go for the short term risk and the long term benefits, look at the big picture and stay on tract with MEA.

Steve, Ash Ave, registered his support for MEA as a community choice.

Barbara George affirmed Women's Energy Matters has been working with Community Choice all around the Bay Area for many years.

4

Minutes of San Anselmo Town Council January 6,2010

Wendy McPhee, Elm Ave, stated it is incumbent for us to move forward with new changes as the CCA and urged Council to vote for it.

Kicki La Porte, Sustainable Marin, encourages Council to move forward with MEA so others can take action and make their own choice.

Eric Cutter, San Anselmo resident, Energy Consultant in San Francisco, has concerns with the high demands on renewable energy; he believes there is significant risk with opt out provision and suggests Council not go forward with MEA.

Judy King, Rutherford Ave., is not in favor of MEA.

Steve Rosco, San Francisco resident and supervisor in Energy Division of the Public Utilities Commission (PUC), confirmed it is important to make clear the PUC's role in this is to implement AB 117. Their main responsibility is to make sure that a business relationship is established between the perspective CCA and the incumbent utility, PG&E. The commission has set up rules to govern the relationship and one of those rules is to make sure there is a deposit so the CCA can pay its monthly costs it owes to PG&E for services such as billing, reading meters and things of that sort. If the deposit is not met the commission has reserved the right to require joint & several liability. However in this case Marin Clean Energy is planning to pay the deposit upfront and so it would cover this requirement and the PUC would have no reason for the to impose joint and several liabilities in this case.

Greene asked if the decision to do that is what is involved in the credit worthiness review.

Rosco replied yes and stated Marin has submitted its implementation plan to the commission and staff is reviewing it. MEA has made the case that they are credit worthy by submitting a deposit to PG&E. Somebody would have to say that is insufficient and have to convince the commission that because it is insufficient there should be joint and several liability.

The public hearing was closed.

Greene compared PG&E's act in funding a ballot initiative to attempt to stop community choice aggregation to domestic violence in that someone who is bigger and more powerful than you, can beat you up but then is nice to you for a little while and his gut feeling is that the town needs to do something to fight global warming. He also stated that to be able to fully understand all the complexities of the issue he would have to work for MEA fulltime.

Kroot thanked people for being so respectful even with being contradictory of each other. Kroot stated he is supportive of the environment and there is no criticism in green energy but he is unsure of the right way to go about it. He believes the Town.should be moving in the direction of green energy however he recommends holding off on voting on this issue right now and see if some of the predictions regarding costs and Shell Oil pan out.

Mayor Thornton believes MCE has been well thought out over the years, stating each one of the steps that has been taken has been through thorough process of analysis including multiple pier

5

Minutes of San Anselmo Town Council Jariuary 6,2010

reviews. Thornton agrees with Greene in that global warming and MCE could help Marin reduce its greenhouse gas emission. Thornton feels there is greater risk in not taking a step as this; the greatest risk is with not taking any action. Thornton supports continuing with Marin Clean Energy.

Kroot motioned to wait and to opt out at this point. There was no second to the motion.

Mayor Thornton noted that there was no second to the motion and given that, the direction is given to stay and to be a member of MEA.

The meeting was adjourned at 8:50 p.m.

Respectfully submitted,

Joanne Kessel

6

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TOWN OF SAN ANSELMO TOWN COUNCIL MINUTES OF JANUARY 12, 2010

Present: Coleman, Kroot, McInerney, Thornton Absent: Greene

7:00 pm

CALL TO ORDER AND PLEDGE OF ALLEGIANCE.

ANNOUNCE ACTION TAKEN, IF ANY, IN CLOSED SESSION. No action was taken during the closed session.

OPEN TIME FOR PUBLIC EXPRESSION. Louise Mathews, Foothill Road, had some correspondence with the Town Manager Stutsman regarding the MEA decision made on January 6, 2010. She stated that more than 30 days are required for the local agencies to withdraw. The last day to take action was changed to January 12,2010. She is concerned enough time was not given to the public to make a decision. She asks that this is properly addressed in the future.

Mayor Thornton clarified that MEA did pass the resolution regarding changing the date and a meeting and final action was taken at a special meeting on January 6,2010.

Jerry Draper, Sacramento Ave., stated there is a map in the General Plan that is supposed to be reconciled with the County trails map. The trail is marked on his property and the actual trail is on top of the ridge. 1 Planning Commissioner and 3 Open Space Committee members believe the trail is at the 25 degree slope on his property. He would like that corrected and the two maps reconciled. Thornton asked staff to review.

Tom Schneider, Sir Francis Drake Blvd., has adopted Red Hill as his backyard. He would like to volunteer his assistance to make something happen on the hill and has a presentation for the Council. Thornton directed him to contact Town staffto discuss its history.

COUNCIL REQUEST FOR FUTURE AGENDA ITEMS Councilmember Kroot has been contacted by residents on San Anselmo Ave., who would like additional crosswalks on San Anselmo Ave. and Scenic Ave. Public Works Director Myrter and Police Chief Maynard have reviewed the intersection and concur that the opportunity for an additional crosswalk does exist. However, the site is also under review for drainage issues and also state laws require Americans with Disabilities Act ramps, so the matter is more complicated than it looks. It is however, under review.

Councilmember Coleman has been contacted by Give Drake a Brake Committee. She is not certain where the Council stands with the neighbors for Drake and the traffic situation. She would like to review the issue further.

Councilmember McInerney stated he was appointed to the Flood Committee at the last meeting. As such, he would like a meeting scheduled to discuss updates regarding flood issues, including but not

Minutes of the San Anselmo Town Council January 12,2010

limited to flood gates. He also asked for the date of the next meeting date for the Economic Subcommittee meeting. Town Manager Stutsman sated it was being held next Thursday at 8:30 a.m. With so many store closures, McInerriey thought it would be nice to have an agenda item to discuss the current status, and bring some visibility to some of these issues. Lastly, he received random calls from merchants claiming there are more dog excrements on the' downtown streets in the morning. He is uncertain of the solution, but perhaps would like to raise the issue. Stutsman has a newsletter item that she will include in her next newsletter.

Thornton asked to close the meeting in honor of James MacDonald, a long time San Anselmo resident, who recently passed away. He was a prominent architect in San Rafael. Kroot pointed out that he designed this very building thirty years ago and the fire department as well. His wife also passed away last month in early December.

Stutsman introduced Diane Henderson, the new Interim Building and Planning Director.

1. CONSENT AGENDA: ITEMS ON THE CONSENT AGENDA MAY BE REMOVED AND DISCUSSED SEPARATELY. DISCUSSION MAY TAKE PLACE AT THE END OF THE AGENDA. OTHERWISE, ALL ITEMS MAY BE APPROVED WITH ONE ACTION. (a) Approve minutes of December 8, 2009. (b) Acknowledge and file warrants Nos. 65295 - 65528 in the amount of $1,224,919.27 issued during

the month of December 2009.

As regards Item (a), McInerney asked as regards Item 4, t.he waiving of the permit fees at the temporary shelter, if the waiving of fees will have a later impact on permanent shelters, Building and Planning Director Lisa Wight stated it will not impact future decisions.

Mis, KrootiMcInerney to approve the consent agenda with the minor changes to the minutes. AYES: Coleman, Kroot, McInerney, Thornton. ABSENT: Greene.

2. RECEIVE REPORT REGARDING THE BUILDING AND ENERGY RETROFIT AND SOLAR TRANSFORMATION (BERST) EFFORT (ORAL REPORT). Town Manager Debra Stutsman gave the report. Bob Brown, San Rafael, gave the oral presentation.

Louise Mathews, Foothill Road, asked if homeowners need to comply every two years with new Building regulations. Brown clarified that is not the case. As regards work being conducted under open permits, they are protected by grandfathered clauses. She also addressed air quality issues regarding the closed circulation of these contained homes. She also asked for a written copy of the presentation. As regards the air quality issue, it is purified and heated and much cleaner than what currently comes through the cracks and leaks of present homes.

Thornton would like to include green education with the permitting process.

Kroot asked regarding timing. Stutsman stated it is currently coming through the Planning Commission and the Building & Planning Director is putting together a timeline.

2


3. ROSS VALLEY SANITARY DISTRICT COMMUNITY OUTREACH PRESENTATION TO EXPLAIN WHAT THE DISTRICT DOES FOR THE COMMUNITY. Bret Richards, General Manager of Ross Valley Sanitation District gave the presentation.

McInerney asked to address the very negative responses in regards to the Grand Jury report of June 2009. The report stated Central Marin Sanitation Agency has had many problems that have been attributed to Ross Valley Sanitation District representatives in the minority vote for most issues. They respond by using videos to intimidate other members, excessive editing of the minutes and an undercurrent of dissatisfaction with everyone and everything in general. It also stated a skilled facilitator may help the situation. Richards stated Ross Valley gladly welcomed a mediator, however, it was not accepted by the others. San Rafael rejected a mediator. McInerney read the report that stated the video recording is out of control and multiple video cameras are intimidating. Richards stated there was a specific commissioner, Sue Brown, who used a small camera to preserve the integrity of the meeting. He never felt it was intimidating nr did he ever see multiple cameras present.

McInerney also asked about Board staff relations, specifically, that one of the Commissioners from Ross Valley berates and insults staff members. A Commissioner on the finance committee removed a budget item, and asked questions when not appropriate. Richards stated the Grand Jury is not supposed to single anyone out. He stated their Commissioners have been cleared, that there was email documentation that show she was asking for specific information at least 30 days in advance and did not get a response. As far as bickering and not getting along, their Board is very serious about protecting its constituents.

McInerney also reviewed other members' responses and asked regarding their concerns. First, Larkspur stated the board meetings have been taking place outside the jurisdictional boundaries of the agency. Richards confirmed they were held outside for a short time. However, Larkspur was aware. It was an agreement to pursue a hybrid JP A for consolidation. It became counterproductive after the party pulled out so they are meeting within the jurisdiction now.

Lastly, McInerney asked about the issues regarding the April/May 2009 minutes, where Richards indicated Marin County Assistant County Councilmember Jack Govi and State Assembly Member Jared Huffman threatened him. They stated otherwise and Huffman even went further· to say they've never even meet. It was stated in the official minutes. Richards since has said he misstated and he confirmed has not met Huffman. Richards believes, as the lead manager of the Ross Valley Sanitation District, anyone who challenges the district, he feels it is his responsibility to address it. He has already provided a detailed response to the incident. He felt Huffman was pushing a legislation that should have included Ross Valley Sanitation District involvement. Richards clarified that comments were made in public State Committee that he felt were threatening. As regards incidents with Govi, they involved phone calls with the District Counsel, not himself. McInerney summarized that Richards interpreted some statements made in legislation as threatening. However, he felt the minute taker made the error. He believes the original legislation that he felt was threatening was Legislation AB 1232 regarding solving the problem of the sewer and collections infrastructure. The methodology pushed forced consolidation under certain circumstances. Under the original language, it would not have accomplished its intent. Huffman was notified, he changed the bill and the Ross Valley Sanitation District withdrew their opposition.

3


Louise Mathews, Foothill Road, read in the paper that Huffman was going to have the minutes rewritten. Mathews did not feel this was right and he agreed when they met by chance. She also did not agree with the Councilmember action towards the members of the Ross Valley Sanitation District.

Jerry Draper, Sacramento Avenue, served on the Board of Districts for four years. He believes San Rafael has always been unhappy the facility wasn't built on the Larkspur side of the hill. At all the meetings he attended, they were very divisive, as there were too many agencies were dealing with too many issues. He feels that hasn't changed in 18 years since on he was on the Board. He feels that San Rafael isn't clear who'd have to take responsibility for the neglected sewers in San Rafael. Also San Rafael is concerned about their unfunded pension issue. He feels our Board is looking out for us and is doing a good job. He commended Bret for doing a great job.

Peter Sullivan, Larkspur resident, and Ross Valley Sanitation District Board member, appreciates McInerney's questions. However, they've been working on pertinent issues, spending $20M to fix pumps and pipes. His dedication to the Ross Valley citizens is to work on that. He feels they are doing the right thing.

Thornton asked for the dates for the lateral sessions so we can include in the newsletter.

McInerney thanked Richards for his presentation and hopes he didn't take his questions as berating. He feels it is important for the community to know. He feels the District is making a good efforts, and hopes they will keep it up. Richards welcomed anyone with questions to meeting one on one to discuss the issues.

Pat Guasco, President of the Ross Valley Sanitation District, appreciated McInerney's comments. He called and questioned the Grand Jury's comments. He encourages everyone to attend the meetings and see for them' selves. He believes participation circumvents the media, which may portray a negative picture. Agenda are posted on the website RVSD.org.

4. CONDUCT A PUBLIC HEARING AND ADOPT A RESOLUTION DETERMINING THE EXISTANCE OF A PUBLIC NUISANCE AND ORDERING THAT THE PROPERTY OWNER OF 122 SYCAMORE AVENUE ABATE THE PUBLIC NUISANCE EXISTING AT THE PROPERTY AND REIMBURSE THE TOWN FOR ITS COSTS AND FEES.

Town Attorney Rob Epstein gave the summary of procedures. Thornton opened the public hearing. Deputy Town Attorney Kimberly Schulist gave the report. She stated structures on this property have been problematic for several years. With each year the structures become more dangerous and accessible to those who choose to enter and use this abandoned property. There is much vandalism both inside and outside the house. There are signs of damage, and many openings to access the house. Building Official Keith Angerman will describe the multitude of code violations, health and safety concerns. Neighbor, Mark Parachini will tell of the impact on his property value. Because the property owner has never availed himself of the resolution process offered to him and has not responded as regards his position as to the existence of the public nuisance, his position is not known. He has not been in contact with staff except to attempt to obtain funding through his flood insurance. Town staff is not able to quantify the amount of damage caused by flood. Town has the right to order abatement of nuisance by code on the grounds the property is a danger to anyone who goes onto the property. It is also in violation of the International Property Maintenance Code, previously adopted by the Town.

4


Angerman, Building Official for the Town, was called as the first witness. He has received a degree in civil engineering, specializing in structures from the University of Maryland in 1968. He has received his civil engineering license in the states of Maryland, Alaska, and California. He began his career by designing houses, bridges, construction management of subways, airports, subway systems, oversight of engineering for oil fields in Alaska for 10 years, consulting for Larkspur, before beginning work as Building Official for the Town of San Anselmo. His present duties are to protect the health, safety and well being of town residents by code enforcement and Council direction. He receives public nuisance reports, responds to resident complaints or through building inspection, then advises owner of noncompliance. If they are unable to resolve by permitting and correcting, then it is turned over to the Town Attorney for enforcement. Code infractions for nuisance, for substandard conditions are defined in the Town Municipal Code. Demolition is determined by safety hazards to occupants of near by residents, the owner is required to demolish the building. He has been involved with 122 Sycamore Avenue since 1998. It was brought to his attention, so he visited the site. He found it to be dilapidated, openings were secured but there was existence of fire hazards. He turned it over to the Ross Valley Fire Dept. who asked for abatement.

This past June the property was again brought to his attention, so he visited the site. He found many openings for rodent and people access. Weeds were too tall to enter the back of the property. He could see it was past weed abatement, and needed the building official to get involved. Fire Department was contacted to handle weed abatement. He wrote letter to owner regarding the dilapidation and the access to interiors, that the stability of building was in question. The owner was requested to address the matter. 30 days notice to abate the nuisance was given on July 23, 2009 according to International Property Maintenance Code. Second and third notices were also given.· After 90 days, a nuisance abatement was scheduled with the Council. A reminder letter was also sent on December 21, 2009 to remind the owner of the Council meeting. The property owner has not attempted to schedule a meeting. In June 2009, the neighbors, the Parachinis came to see him about the condition, and came to a Council Meeting with formal complaints.

On June 15,2009 it was turned over to the Town Attorney. The owner called on June 17,2009, saying he had been out of town. The owner said he was working on the property. He would clear the brush but wasn't financially able to address the other issues. Angerman told him if he's come up with a plan to abate the nuisance, he'd talk to the attorney. The owner needed to procure a demolition permit Qr provide a written plan to appease the Town. The owner asked about obtaining a demolition permit. Angerman advised him to come into the Town tq discuss a plan. Planning told him to get a use permit. Angerman and Phil Boyle, the Senior Planner, sent him a permit packet with detailed instructions for completion. Three weeks later, the owner contacted him for assistance to contact his insurance company. A week later, he called and said he was getting bids for demolition. He was still confused about how to complete the forms. He said would come in on October 7, 2009, that he had 4 estimates and would contact Angerman later. One week later, Lisa Wight, the Building and Planning Director, contacted him to remind him of the deadlines. She suggested contacting the insurance company herself, as it was unusual for his insurance company not to contact him. He followed up one week later, a letter from the attorney was sent. Angerman personally posted the letter at the house. On December 15, 2009, he was asked to visit the house and take pictures. He also advised the owner of a potential buyer, who came into Town Hall. He reminded him again about the Council hearing.

Angerman discussed the photos he took showing all the code violations. There were several code violations - dilapidation of siding, weeds, not maintained in safe condition, cracking of roof, house has

5

Minutes of the San Anselmo Town Council January 12, 2010

breaks through side, roof is collapsing, broken windows, post is tilting, foundation at front door is sagging. The back door is also missing. In the Garage, the roof is falling in. There is debris in the yard, which is a hazard, materials inside, roof is collapsing. He took pictures of the inside of house through the back window and saw 3 to 4 inches of mud on the floor, roof ceiling is collapsed. There are similar health and safety codes in violation as well. In his professional opinion, this structure is not habitable. There is also a live electrical meter attached to the house, which makes it an additional hazard. Access to interior is blocked, but if accessible, it would probably be determined that demolition.is the only option.

Owner must obtain a use permit for demolition. Cost is $1440 for use permit from planning, building permit for demolition is $367.15, for a total of $1,807.15 including various fees. Angerman has spent approx 21 hours at $105 per hour for a cost of $2,205 to the Town.

Dennis Odgers, owner, agrees with most of Angerman's statements. He has 4 estimates for demolition that are still active. He has an insurance policy that will contribute $30,000 to the cost, however, a flood and elevation certificate is required. The surveyor did not give a specific flood elevation number but a range. He needs from the Town on their letterhead a letter supporting the fact the building needs to be raised or demolished for flood damages. Angerman provided a letter that the insurance agency declined. Odgers has been working with Steve Myrter, the Public Works Director, who has some direct knowledge. Odgers has been through two floods, since he's owned the house since 1975. He hasn't been able to recover, so that is the reason for the condition of the house. He feels there are inaccuracies to staff statements, because his request for the flood letter has been declined by Wight and the attorney.

McInerney asked Angerman when was his first contact about the house. Angerman stated it was when he first started working at the Town in 1998. However, it was secured at that time. Only in June 2009 did he notice access to the building and physical evidence of entry. McInerney asked if there were complaints from other residents over the years. Angerman advised the owners of 126 Sycamore Avenue continued to call until they moved, then the new owners have continued to call before moving as well. There were also further anonymous calls of complaint. Clarification of nuisance was requested. Epstein advised that any violation of the code is considered a public nuisance.

Kroot asked if it is the policy of the Town, when a house is damaged by flood, it be demolished. Angerman advised the code does not require retroactive repair. The owner needed to have a plan of work and apply for a permit to trigger the elevation of the house. At that time, a Flood plain elevation certificate determines the action to be taken. Angerman advised that the base flood elevation needs to be established first. Then the set standard of minimum elevation for living area would determine volume and value of work. If value of work exceeds 50%, the house needs to be raised above flood level.

McInerney asked for a letter on his house after raising it, and none of the residents on Nokomis got a letter of elevation. Such letter as requested by the property owner cannot be provided before a building permit is acquired.

Kroot asked if the letter comes before applying for a permit. Angerman confirmed the letter follows the permit.

Mr.Parachini has been called as a witness. He owns 120 Sycamore with his brothers and wife. He lives in Dallas, TX, and it is currently a rental property. He is concerned and would like to submit his recommendation. The property has been a public nuisance for as long as he can remember. At his

6


attorney's recommendations, he brought pictures to the Council last year. Front door was secure at that time, but is currently wide open now. Openings are accessible by rodents, windows and doors are open and have been for years. The final straw is the collapse of the roof. It is a concern with his renters. He would like to see it demolished. He has heard many different excuses over the years, and feels it is just an accident waiting to happen.

Odgers has stated that he has owned the building since 1975. The first flood was in 1982. After the flood, there was up to 2 feet of water in the house. It was the lowest house on the block. He has not been able to recover completely since. 25 years later, another flood of equal magnitude occurred. He apologized for not doing something with the house. But he understood FEMA required the building be raised for any repair. He lost enthusiasm for the house after the first flood. He had plans to put up 3 units on the property. The plan was approved by the Planning Department, but rejected by the Town Council. The property was also rezoned from Rl to R2 at that time. He agrees the house needs to be torn down and has 4 estimates. Satisfying the insurance company has been holding up the progress. The agent needs a specific letter from the Town and he hasn't been able to obtain it. He has also been supporting a 40 year old daughter who was hospitalized and has accumulated $300,000 of hospital bills. He has let the house go because of the damages from the two past floods. He wants a letter for insurance support.

Coleman asked how long it would take for the insurance company to respond and pay if such a letter is provided. Odgers stated he hasn't asked that of his agent.

Kroot asked why he hasn't sold the house. Odgers is seriously considering it. However, he has always liked San Anselmo and has had desires to do something with the property. He wants to demolish the building first.

McInerney asked why he didn't just schedule a meeting with Angerman? He said he did come into the office and spoke with Lisa Wight. His focus has been on his daughter and the financial commitment to her. He also wanted something firm to take to the insurance company. McInerney stated he himself has had past experience with similar situation and that this is Odgers' problem. He should have taken the initiative. Odgers stated he didn't understand where this was leading. He again discussed his need for the letter to the insurance company. McInerney asked when was the last time the house was occupied. Odgers stated he was living there in 1990. He then asked how long has it been in a dilapidated state. The owner advised there was tremendous damage after the first flood. McInerney asked about the approved plan for 3 units. In 1985, R3 zone allowed for 11 units. But he negotiated for 3 units with the Planning Department.

Thornton asked about a couple of letters that said to contact Keith Angerman to discuss the issue. Odgers stated his hang up has been the letter for insurance purposes.

Public Works Director Steve Myrter was called as a witness. He has had several conversations with the property owner. He had 2 issues, first, about flood elevation certificate, which wasn't clear. He asked for a letter from the Town stating the damages incurred to his house were caused by flood. Myrter stated he could not state cause of the specific damages. A home in the flood plain must be elevated if it is a substantial remodel, defined as 50% of the market value. The County provided the assessed value to be $4,000, which also causes a problem. Again, the letter requested was not something the Town was able to provide. The agent wanted the Town to state more than 50% of the damage was caused by flood.

7


The Town could not assess the damages before and after the flood. We can't say that damages can only be fixed with FEMA involvement. No such letter has ever been provided, it is against Town policy.

McInerney asked if such a letter was ever provided to anyone in the past. Myrter stated it is against Town policies and believes not to be so.

Thornton asked how it was left with the agent. Myrter stated he could not provide such a letter.

Odgers addressed Myrter about the conversation with the insurance agent, as he was not aware of it. He will contact his agent for information.

Jeffrey Gayle, lived at 122 Sycamore in 1971, 1972. He gave a history of the house and its owners. He believes elected officials should push for affordable housing such as the Manzanita complex in Sausalito. The property at 122 Sycamore would be a good site for such housing in San Anselmo.

Tom Schneider, lived in San Anselmo in 1975 with his girlfriend and children. He thinks the Council should take action, that Mr. Odgers is using the Council. Now that he knows the history, he feels it should be a victory garden. He believes the owner has ruined the house himself.

George Reinhart, 134 Sycamore, has a 7 year old child. There are many vagrants in the house and he is very uncomfortable with the situation. The Council should do something about it.

M/s, McInerney/Kroot, to pass Resolution No, 3896 determining the existence of a public nuisance and ordering that the property owner of 122 Sycamore Ave., abate the public nuisance existing at the property and reimburse the Town for its costs and fees. AYES: Coleman, Kroot, McInerney, Thornton. ABSENT: Greene.

McInerney stated there have been multiple long standing violations of building codes. He also remembers driving into. San Anselmo in 1996 with a realtor and seeing the house. He was shocked because it was so out of character. His house was also flooded but that's not an excuse. Everyone has responsibilities. He has nothing but sympathy for the surrounding residents and apologized it took this long to take action.

Kroot stated the house is in extremely deteriorated condition. It is a hazard to the neighborhood and the children in the neighborhood. The only thing he has heard from the owner is excuses. The Council needs to force the issue so the house can be demolished or sold.

Coleman remembered seeing the house since 1972, and has seen the deterioration. Her concern is for the children and the neighbors. Its proximity to the creek draws rats. The Town has worked with the property owner to fulfill their obligation. The house needs to be demolished.

Thornton agrees with the information provided that the house is a nuisance, it is hazardous to the community and the neighborhood. It is deteriorated, and is a nuisance to the neighbors. It has attracted vagrants. We tried to work with the owner, but progress has not come to fruition. It is time to take some action for the neighbors and for the safety of the community

8


5. ADOPT RESOLUTION NO. 3897 DIRECTING THE EXECUTION OF THE RESTATED PROJECT OPERATING AGREEMENT AND AUTHORIZING STAFF TO PROVIDE INFORMATION, AS NEEDED, TO COMPLETE THE OFFICIAL STATEMENT FOR THE MARIN EMERGENCY RADIO AUTHORITY (MERA) BONDS AS WELL AS DIRECTING CERTAIN ACTIONS IN CONNECTION WITH THE REFUNDING OF THE 1999 BONDS. Police Chief Charles Maynard gave the report.

Maureen Cas singham from MERA was available for comment.

M/s, ColemaniKroot, to approve Resolution 3897 directing the execution of the restated project operating agreement and authorizing staff to provide information, as needed, to complete the Official Statement for the Marin Emergency Radio Authority (MERA) Bonds, as well as directing certain actions in connection with the refunding of the 1999 Bonds. AYES: Coleman, Kroot, McInerney, Thornton. ABSENT: Greene

6. ADJOURN. The meeting was adjourned at 10:40 pm in honor of James McDonald and his wife, Mary McDonald who lived in the Town all their lives.

Mis, McInerney/Thornton to adjourn the meeting. AYES: Coleman, Kroot, McInerney, Thornton. ABSENT: Greene.


Jeannie Courteau

9

TOWN OF SAN ANSELMO STAFF REPORT January 14,2010

For the Meeting of January 26, 2010 TO: Town Council

FROM: Debbie Mills, Interim Finance & Admin Services Director

SUBJECT: Revenue and Expenditure Report, November, 2009

RECOMMENDATION

That Council approve the Revenue and Expenditure Report for the period ending November 30, 2009.

BACKGROUND

The Revenue and Expenditure report is a year-to-date summary report of revenues and expenditures that is presented to the Town Council on a monthly basis. The General Fund is included in the monthly report. The purpose of these reports is to present financial information for review and discussion.

ANALYSIS

Revenue and Expenditure Report

The revenue and expenditure data as of November 30 reflects [mancial activity transacted during 42% of the budget year. Total revenue received, at 10% of budget, is 1 % lower than for this period last year. The difference is largely due to lower sales tax receipts. Otherwise, revenue reflects the normal lag in receipt of periodic payments including the following:

• Property tax distributions, which occur in December and April, are becoming an ever larger portion of the Town's revenue. Thus, this lag has become greater also. Annual business license fees are collected in large part in the early months of the calendar year and their seasonality also contributes to the lag in revenue collections during this period.

• State Sales Tax revenue, exclusive of the 25% portion received as Property Tax In Lieu of Sales Tax, is 12% lower than this period last fiscal year due to a smaller prior year true-up distribution. This source of funds will be watched carefully in the coming months to determine ifthere is in fact a significant decline in this source of revenue or if the state's new strategy of lowered monthly advances to cities is simply causing a lag in receipts.

• Licenses and permits revenue, at 32%, is 5% lower than this period last year due to fewer building and construction permit fees.

• LAIF interest earnings for the quarter ending September 30th were received in October and showed a decline of 25% from last year. As indicated on the Quarterly Investment Report the yield as of September 30th was .9%, as compared to the June 30th rate of 1.51 % and the June 2008 rate of 3.11 %. As of November 30, the average monthly yield has fallen to .61 %.

*1* 1(b)

Revenue & Expenditure Report, 11/09 Page 2

Expenditures, at 42%, appear to be fairly stable level across major categories presented on page 1 of the report with the exceptions of Outside Services (at 44%) and Office & Department Supplies (at 51 %). The Outside Services category includes, as usual, the early payment of annual contributions made for countywide services. The Office & Department Supplies reflects the Library's early payment of the annual Marinet assessment. Expenditures also appear to be at a stable level across departments presented on page 2 of the report with several exceptions:

• Legal Services expenditures (at 34%) appear to be at a lower proportion of budget. They reflect payments through October only. Using this data to extrapolate, this area is currently at an estimated 42%.

• Library department expenditures (at 48%) are at a higher proportion of budget as a result of payment of a $38,007 annual assessment to Marinet for the countywide library technology system (see paragraph above).

• Non-departmental expenses (at 58%) are, as usual, at a higher proportion of budget because of large one-time payments for services such as the MERA administrative fee, LAFCO annual fee, MTA annual fee, and animal control fee.

• Street & Park Maintenance (at 33%) is at a lower proportion of budget due to vacancies created by work related injuries to employees, who are compensated through the Workers Comp budget in the Insurance Fund.

• Town Council expenditures (at 12%) are at a lower proportion of budget due to the fact that election expense has not yet been assessed and councilmember training sessions are scheduled for later in the fiscal year.

Excess revenue at year end exceeded projections by $34,895 for a total carryover amount of $344,505. The additional $34,895 has been placed in the contingency reserve for future appropriation by the Council, bringing the reserve total to $457,058.

BUDGET REVISIONS:

The following budget revisions were made during this report period:

• $3,579 budget increase in the General Fund revenue and expenditure budgets to recognize receipt of donations designated for support of Library activities. This revision has no impact on the General Fund's contingency reserve.

• $1,196 budget increase in the Recreation Fund revenue budget to recognize receipt of a donation to the recreation department designated for support of recreation programs. This revision increases the Recreation Fund's reserve from $63,836 to $65,032.

CONCLUSION

In reviewing the fmancial data particularly as it compares to the prior year, the Town's revenue collections and spending levels appear to be within normal ranges for this report period. Sales tax distributions from the state and other sources of revenue should be watched carefully in the coming months for signs of shortfall.

*2*

i

,) I

Revenue & Expenditure Report, 11/09 Page 3


Debbie Mills Interim Finance and Admin Services Director

Attachment #1: Revenue and Expenditure Report, November 2009

*3*

* t

> '""' '""' > (j

== ~ ~

'""' =It: ~

Description

BEGINNING BALANCE

REVENUE Property Taxes/In Lieu Taxes Sales Tax Licenses, Permits, Fees, Fines Use of Money & Property Other Agency Revenue Fees for Services, Misc

SUBTOTAL TRANSFERS IN TOTAL: REV & TRFS

TOTAL RESOURCES

EXPENDITURES Salaries Benefits Office & Dept Sup, Lib Mat Training, Publications Dues Outside Serv, Legal Notices Utilities Bldg, Veh, Equip Maint

SUBTOTAL

TRANSFERS OUT

RESERVES Contin~ency: committed funds Contingency: uncommitted funds Pension

TOTAL: EXP,TRFS, RES

Net Increase/(Decrease)

ENDING BALANCE

TOTAL BUDGET

TOWN OF SAN ANSELMO 2009-10 Revenue & Expenditure Report: General Fund Summary

for the period ending November 30, 2009

2008-09 2009-10 Revised Budget Actual Act, rpt period % of Act Adopted Budget Revised Budget Actual to Date % Act/Bgtl

2,045,876 2,045,876 2,045,876 1,776,314 1,811,209 1,811,209 i

9,671,292 9,739,585 259,638 3% 9,940,261 9,940,261 268,462 3%

804,407 785,904 352,112 45% 832,904 832,904 278,345 33% I

1,020,106 943,765 346,709 37% 970,603 970,603 312,628 32%

102,048 121,902 43,085 35% 127,955 127,955 12,934 10%

200,714 177,690 51,778 29% 153,207 153,207 32,895 21%

1,090,244 969,472 346,236 36% 1,068,023 1,072,832 387,978 36%

12,888,811 12,738,318 1,399,558 11% 13,092,953 13,097,762 1,293,242 10%

240,263 214,960 53,976 25% 210,546 210,546 57,405 27%

13,129,074 12,953,278 1,453,534 11% 13,303,499 13,308,308 1,350,647 10%

15,174,950 14,999,154 3,499,410 15,079,813 15,119,517 3,161,856

4,207,496 4,160,474 1,778,218 43% 4,376,603 4,377,299 1,846,328 42%

2,355,915 2,229,272 814,464 37% 2,329,678 2,329,679 858,524 37%

242,430 260,941 106,892 41% 227,454 229,100 117,023 51%

47,362 50,750 10,576 21% 47,417 47,417 14,748 31%

4,802,522 4,791,999 2,011,551 42% 4,841,769 4,846,717 2,119,300 44%

199,176 211,148 67,924 32% 205,087 205,086 62,095 30%

285,594 277,790 118,903 43% 286,782 284,301 104,682 37%

12,140,495 11,982,374 4,908,528 41% 12,314,790 12,319,599 5,122,700 42%

1,205,571 1,205571 - 0% 876,156 876,156 - 0%

- - 0% -362,180 - - 0% 422163 457,058 -

- - 0% - -13,708,246 13,187,945 4,908,528 37% 13,613,109 13,652,813 5,122,700 38%

(579,172) (234,667) (3,454,994) (309,610) (344,505) (3,772,053)

1,466,704 1,811,209 ' (1,409,118) 1,466,704 1,466,704 (1,960,844)

15,174,950 14,999,154 3,499,410 15,079,813 15,119,517 3,161,856 I I

* c.n

*

TOWN OF SAN ANSELMO 2009-10 Revenue & Expenditure Report: General Fund Expenditures by Department

for the period ending November 30, 2009

Description 2008-09 2009-10 Revised Budget Actual Act, rpt period % of Act Adopted Budget Revised Budget Actual to Date

GENERAL FUND DEPARTMENTS Administration & Finance 776,337 733,817 315,906 43% 797,187 797,187 340,674 Engineering 293,892 297,164 114,618 39% 283,367 283,367 114,414 Fire 3,838,191 3,773,139 1,572,141 42% 3,910,218 3,910,218 1,629,158 Legal Services 165,392 154,888 43,588 28% 165,392 165,392 56,160 Libr<1J.)' 541,509 549,776 246,101 45% 536,608 541,417 259,472 Non-Departmental 385,668 356,995 242,433 68% 366,641 366,641 213,026 Planning & Building . 842,827 821,565 319,893 39% 767,435 767,435 327,939 Police 4,177,790 4,202,654 1,665,594 40% 4,312,678 4,312,678 1,793,320 Recreation - Gen Fund Support 142,205 148,169 57,664 39% 174,071 174,071 67,486 Street & Park Maintenance 963,819 933,775 326,538 35% 969,836 969,836 317,302 Town Council 12,865 10,432 4,052 39% 31,357 31,357 3,749

TOTAL EXPENDITURES 12,140,495 11,982,374 4,908,528 41% 12,314,790 12,319,599 5,122,700

TRANSFERS OUT - Current Revenue to Cap Reconstruct Fund 105,000 105,000 0% 45,000 45,000 to ICC Fund 35,000 35,000 to Equipment Fund 244,721 244,721 0% 272,639 272,639 to Insurance Fund 118,033 118,033 0% -to Recreation Fund 100,000 100,000 to Special Events Fund to Road Maintenance Fund 400,000 400,000 90,390 90,390 to Emergency Reserves Fund 158,517 158,517 158,517 158,517

TRANSFERS OUT - Prior Year Revenue to Cap Reconstruct Fund (70%) 37,000 37,000 to Equipment Fund (30%) 7,300 7,300 to Emergency Projects Fund - 309,610 309,610 -

TOTAL TRANSFERS OUT 1,205,571 1,205,571 - 0% 876,156 876,156 -Reserve: Committed - -Reserve: Uncommitted 362,180 - - 422,163 457,058 -

TOTAL: EXP, TRFS, RES 13,708,246 13,187,945 4,908,528 37% 13,613,109 13,652,813 5,122,700

% Act/Bgt

43%

40%

42%

34%

48%

58%

43%

42%

39%

33%

12%

42%

0%

0%

0%

0%

0%

0%

38%

"

/1

I

TOWN OF SAN ANSELMO Staff Report

January 6, 2010

For the meeting of January 26,2010

TO: Town Council

FROM: David P. Donery, Community Services Director

SUBJECT: Financial Report on Recreation Fund

RECOMMENDATION

That Town Council approve the Recreation Fund Revenue and Expenditure Report for the period ending November 30,2009.

BACKGROUND

The Recreation Department offers a wide variety of fee programs throughout the fiscal year including sports, cultural classes, childcare, and camps. Additional revenue is generated through facility rentals and administrative fees.

DISCUSSION

As of November 30, 2009 41.6% of the fiscal year has elapsed and the Recreation Fund is at 44% of projected revenue and 41 % of projected expenditures.


David P. Donery Community Services Director

Attachment: Revenue &Expenditure Report FY 2009-10: Recreation Fund

*1* 1 (c)

Town of San Anselmo Revenue & Expenditure Report FY 2009-10: Recreation Fund

as of November 30,2009

Revenue Expenditures Gain/(Loss) Budget Actual % Budget Actual % Budget Actual %

Sports 419,150 175,138 42% 201,550 73,234 36% 217,600 101,904 47% Adult Sports 7,750 5,555 72% 3,600 4,375 122% 4,150 1,180 28% Kid Sports 55,000 11,766 21% 8,500 5,368 63% 46,500 6,398 14% Tennis 13,500 8,530 63% 9,550 5,014 53% 3,950 3,516 89% Tumbling 210,000 67,913 32% 133,000 39,334 30% 77,000 28,579 37% Martial Arts 8,500 1,052 12% 4,800 - 0% 3,700 1,052 28% Rookie Baseball 15,500 - 0% 2,750 - 0% 12,750 - 0% Rookie Soccer 26,000 23,650 91% 4,200 3,540 84% 21,800 20,110 92% Rookie Basketball 21,500 19,787 92% 3,000 - 0% 18,500 19,787 107% Softball 33,900 11,962 35% 25,250 10,263 41% 8,650 1,699 20% Youth Soccer 27,500 24,923 91% 6,900 5,340 77% 20,600 19,583 95%

Culture 65,200 17,261 26% 38,920 8,178 21% 26,280 9,083 35%

_~Adult Art & ~afety ____ _1~~~_ 576 48% 720 - 0% 480 576 120% --_ .. -.-.---~-- ------~---- -- .------Adult Culture 13,500 4,546 34% 7,900 1,278 16% 5,600 3,268 58% Adult Dance 4,500 222 5% 2,700 988 1,800 (766) Kids Art & Safety 9,500 1,872 20% 4,500 634 14% 5,000 1,238 25% Kids Culture 25,000 7,492 30% 15,000 4,926 33% 10,000 2,566 26% Kids Dance 11,500 2,553 22% 8,100 352 4% 3,400 2,201 65%

Child Care 397,979 201,516 51% 299,007 153,985 51% 98,972 47,531 48% Parkside 150,000 48,634 32% 134,819 54,327 40% 15,181 (5,693) -38% Summer Shorts 9,279 10,117 109% 5,630 8,085 144% 3,649 2,032 56% StayN Play 109,000 29,689 27% 65,350 16,960 26% 43,650 12,729 29%

-Specialty Camps 99,500 70,883 71% 74,000 52,518 71% 25,500 18,365 72% Camp Sports 13,000 25,290 195% 9,500 12,815 135% 3,500 12,475 356% Day Camps 17,200 16,903 98% 9,708 ·9,280 96% 7,492 7,623 102%

Events & Other 105,700 42,162 40% 28,750 13,305 46% 76,950 28,857 38% Spec EvlBanners 8,000 1,500 19% 250 393 157% 7,750 1,107 Soda Machine 125 - 0% 125 - 0% Field Rentals 9,000 3,430 38% - 7,986 9,000 (4,556) -51% MiscFees 250 244 98% 500 - (250) 244 -98% Advertising 6,000 75 1% 500 65 13% 5,500 10 0% Robson AfterSchool 37,629 19,781 53% 27,500 4,861 18% 10,129 14,920 147% Non-Resident Fees 7,500 3,490 47% 7,500 3,490 47% Admin Reg Fee 30,000 10,073 34% 30,000 10,073 34% Robson Rentals 6,000 2,373 40% 6,000 2,373 40% Recreation donations 1,196 1,196 100% - - 1,196 1,196 100%

Sub Total: Programs 988,029 436,077 44% 568,227 248,702 44% 419,802 187,375 45%

Administration 418,606 151,981 36% Salaries, Hrly Paid, OT 212,040 83,692 39% Benefits, Retire, Taxes 119,066 44,900 38% Facility Rental - -Dues and Publications 1,000 590 59% Outside Services 3,880 . ! 0% Training 1,000 -Utilities, Building Maint 15,000 3,072 20% Office Supplies ; 6,000 1,465 24% Credit Card Fees 16,120 4,177 26% Marketing, Promotion i I 26,500 10,024 38% ,Equipment 18,000 4,061 23%

Total Operations 988,029 436,077 44% 986,833 400,683 41% 419,802 187,375 45%

Total Fund Activity 988,029 436,077 44% 986,833 400,683 41% 419,802 187,375 45%

*2* ATTACHMENT!

Town of San Anselmo f-----

Revenue & Expenditure Report FY 2009-10: Recreation Fund as of November 30, 2009

Summary of Fund Activity: Year-To-Date Comparison -.

FY Revenue Expenditures Rev Over/(Under) Exp Budget Actual % Budget Actual % $$ %

2009-10 988,029 436,077 44% I 986,833 400,683 41% 35,394 3.5%

2008-09 1,019,998 486,645 48% 1,019,998 415,387 41% 71,258 7.0%

2007-08 1,139,716 503,357 44% 1,136,495 438,623 39% 64,734 5.6%

*3*

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TOWN OF SAN ANSELMO STAFF REPORT December 8, 2009

For the Meeting of January 26,2010

TO: Town Council

FROM: Janet Pendoley, Finance & Admin Services Director

SUBJECT: Emergency Projects Fund Revenue and Expenditure Report, November 2009

RECOMMENDATION

That Council approve the Emergency Projects Fund Revenue and Expenditure Report for the period ending November 30,2009.

BACKGROUND

The December 31,2005 flood resulted in extensive damage to several Town owned buildings including the Fire Station, Police Department, Town Council Chambers and the basement of the Library. Both the Fire Station and the Police Department offices sustained damage to such an extent that they were completely evacuated and the Town Council Chambers were unusable.

Recovery of these facilities was estimated to take at least 18 months. While the Library was able to reopen for business on January 17, 2006, it was necessary to rent storage units and mobile office space for several months in order to reestablish services. The Town Council Chambers and the Police Department were reopened in Fall 2007. Recovery of the Fire Station is virtually complete. Flood mitigation projects for Town Hall and the Fire Station are also complete. In addition to these recovery activities, the Town provided extensive debris removal efforts and other disaster response activities.

On January 10, 2006 Council approved a resolution for the management of emergency response and recovery efforts, including direction to staff to prepare a monthly financial update report for Council review of these activities.

ANALYSIS

Revenue: During this reporting period, $19,875 in Flood Mitigation Assistance (FMA) 07 grant funds were received and reimbursements made to participating homeowners.

Expenditures: Duripg reporting period, the Towp. expended $36,967 princip~lly in the completion of fire station restoration, and reimbursements to FMA grant participants as mentioned above.

*1* 1 (d)

Emergency Projects Fund Revenue & Expenditure Report, 11/09 Page 2

Ending Balance: The 2009-10 budget column on the attached report projects a negative ending fund balance of ($1,200,653). If the municipal lease were the only outstanding activity in this fund, one would expect a negative ending balance of ($1 ,534,927), which is the principal due on the lease at year end. The fact that it is only ($1,200,653) signifies that there is $334,274 in additional funds available, beyond what is already budgeted for the fire station restoration.

CONCLUSION

Staff continues to work aggressively on closing all FEMAlOES projects and claiming the final 10% retention amounts where applicable.

By June 2010, flood and storm recovery of town owned property is projected to have cost a total of $6 M. The Town has received $2.8 M in reimbursement from FEMAlOES, and $.5 M from flood insurance. Of the remaining $2.7 M costs, the 'rown has funded $1.7 M of fire station reconstruction with a municipal loan, leaving an as yet unreimbursed balance of $1 M.

The Town recognized early the unlikelihood of receiving full reimbursement from FEMAlOES and made General Fund contributions totaling $1.3 Min 2005-06,2006-07 and 2007-08 to support this fund. Along with local donations, grant administration income and interest earnings, these resources will cover any unreimbursed costs as well as provide some level of additional funding for the fire station restoration (se~ Ending Balance above).


~~ Janet Pendoley Finance and Admin Services Director

Attachment #1: Emergency Projects Fund Revenue and Expenditure Report, for the period ending November 30, 2009

*2*

, \ \./ I

TOWN OF SAN ANSELMO 2009-10 Revenue & Expenditure Report: Emergency Projects Fund

for the period ending November 30,2009

2006-07 2007-08 2008-09 2009-10

Description 2005-06 Activity Activity Activity Activity Bodget

ClIrMonth YrtoDate Activity Activity

BEGINNING BALANCE 50,000 (263,779) 261,004 (186,981) (925,080\ (925,080)

REVENUE FEMAJOES Reimbursement 245,219 1,302,010 804,950 414,083 26 OES: Flood Mit Asst 06 Grant: study 15,000 10,515 Flood Mit Asst 07 Grant: house elevations 503,042 189,446 19,875 19,875 FEMAJOES: Streambank EWP 521,109 Flood Insurance Claim 810,000 (333,664) Community Donations 13,078 PD 9-1-1 Emergency Grant 19,807 20,000 Lease Interest Earnings 7,558 2,486

SUBTOTAL 1,088,104 983,346 1,364,132 919,611 189,446 19,875 19,901 Other Financing: Municipal Lease - 80,646 84,427 41,730

TRANSFERS IN 120,000 964,973 181,221 158,517 158,517 TOTAL: REV & TRFS 1,208,104 1,948,319 1,545,353 1,158,774 432,390 19,875 61,631

TOTAL RESOIIRCES 1,258,104 1,684,540 1,806,357 971,794 (492,690) 19,875 (863,449)

EXPENDITURES Emergency Response 278,488 250 - - - -

Personnel - EmerEency Response 54,907 250 Debris Removal & Street Cleaning 223,581

Town Hall: Police and Chambers 845,980 652,879 533,006 255,037 50,000 - 50,161 Personnel Costs - Recovery Work 35,721 Building Clean Up 396,361 4,126 322 Temporary Facilities 179,807 134,823 61,197 Building Restoration 79,170 508,459 403,657 Repair/Replace Contents 64,856 4,197 67,829 Supplies 90,065 1,274 Hazardous Mitigation 255,037 50,000 50,161

Library 259,242 60,825 - - - - -Building Clean Up 179,849 1,103 Temporary Facilities 10,093 5,597 Building Restoration 59,788 32,447 Repair/Replace Contents 5,228 21,678 Supplies 4,284

Fire Station 118,498 51,294 868,149 991,509 300,000 14,828 86,271 Building Clean Up 118,498 Temporary Facilities Building Restoration 51,294 868,149 991,509 300,000 14,828 86,271 Repair/Replace Contents Supplies Hazardous Mitigation

Administration 11,335 57,376 62,424 147,285 168,517 4,356 85,750 FEMA consultant fees 7,187 57,268 62,364 (11,271) 10,000 .4,356 6,491 Travel and training 178 Supplies 3,970 108 60 39 Muni Lease Payment: Prine & Interest 158,517 158,517 79,259

Infrastructure 8,340 600,912 516,140 503,042 189,446 17,783 23,815

Allyn Avenue 8,340 600,912 6,400 Streambank EWP 509,740 FMA07: house elevations 503,042 189,446 17,7~3 23,815

SUBTOTAL 1,521,883 1,423,536 1,979,719 1,896,873 707,963 36,967 245,997

TRANSFERS OUT: Road Maint Fund 13,619

TOTAL: EXP,TRFS, RES 1,521,883 1,423,536 1,993,338 1,896,873 707,963 36,967 245,997

Net Increase/(Decrease) (313,779) 524,783 (447,985) (738,099) (275,573) (17,092) (184,366)

ENDING BALANCE (263,779) 261,004 (186,981) (925,080) (1,200,653) (17,092) (1,109,446)

TOTAL BUDGET 1,258,104 1,684,540 1,806,357 971,794 (492.690) 19.875 (863,449)

*3* ATTACHMENT #1

I

,/ I

TO: Town Council

TOWN OF SAN ANSELMO Staff Report

January 19, 2010

For the meeting of Jan'uary 26, 2010

FROM: David P. Donery, Community Services Director

SUBJECT: Downtown Event Application: 2010 San Anselmo Art & Wine Festival

RECOMMENDATION

That Council approve the San Anselmo Chamber of Commerce application for the "San Anselmo Art & Wine Festival" event scheduled for Saturday, July 17 and Sunday, July 18, 2010 from 10:00 a.m. - 6:00 p.m ..

BACKGROUND

This event is sponsored by the San Anselmo Chamber of Commerce and Will feature over 200 artists, free entertainment, a children's art center, along with food and beverage sales. This annual event has been designed to promote downtown businesses by attracting visitors who may not otherwise come to San Anselmo.

The event has been held in June for the past several years. This year, the Chamber of Commerce is requesting dates in mid-July.

DISCUSSION

This two day, regional event attracts over 40,000 people. The event requires the closure of San Anselmo Avenue from Bolinas to Tamalpais.

The attached application provides detai.ls of the event with comments and conditions from Town staff.


David P. Donery Community Services Director

*1* 1 (e)

TOWN OF SAN ANSELMO 1000 Sir Francis Drake Blvd.

San Anselmo, CA 94960 (415) 258-4640

APPLICATION FOR DOWNTOWN EVENTS

Please complete this application if you wish to conduct an event in downtown San Anselmo on public property for more than 50 people, or involving the closure of a downtown street for more than fifteen minutes. The application will be reviewed by staff, and forwarded to the Town Council for approval.

EVENT INFORMATION

Name of event: San Anselmo Art & Wine Festival

Organization(s) presenting the event: San Anselmo Chamber of Commerce

Other event sponsor(s), if any: _~ _____________________ _

Contact Person: Connie Rodgers Phone Number: (415)454-2510

Address: P.O. Box 2844 San Anselmo, CA 94979

Event Date(s): July 17 & 18,2010

email: info@sananselmochamber,org

Start and end times: lOam to 6pm

Number of attendees (estimate): 40,000

Location: San Anselmo Avenue

Will alcohol be served or sold? Yes X No

Brief Description of Event: Annual street festival including art, beverage and food sales, live entertainment

and children's activities.

Public space requested:

X Creek Park

X Pine Street Parking Lot

X Town Hall Lawn

X Creek Park Parking Lot

X Magnolia Parking Lot

XCouncii Chambers

Other

X San Anselmo Avenue: from (cross streets)

__ Tunstead Avenue: from (cross streets)

__ Other street(s): from (cross streets)

__ Other space use (e.g. parking spaces)

Bolinas Avenue to Tamalpais Avenue

_________ to __________ _

__________ to __________ _

*2*

\ I

\.

Standards & Objectives

The Town Council, with input from downtown merchants, property owners, and local residents, has adopted the following criteria they will consider when reviewing applications for the closure of roadways or other public space in the downtown area.

Does the event:

../ Attract local residents

../ Attract people throughout the Bay Area

../ Attract families

../ Generate interest for people to return and spend money in local businesses

../ Create a positive impact for real estate stimulation

../ Provide a overall positive impact on business

../ Provide an opportunity for downtown merchants to participate in the event

../ Provide access to neighborhood streets during the event

../ Avoid conflicting with a retail holiday

../ Assure public safety

../ Provide adequate parking

../ Benefit the Town

../ Provide access for persons with disabilities

../ Provide for clean-up by event organizers

../ Provide emergency vehicle access

../ Assure that any booths or other structures are designed and placed so that storefronts have access and visibility

../ Allow local businesses to exhibit merchandise on the sidewalk area in front of their stores, without charge, while maintaining wheelchair access

*3*

CONDITIONS OF APPROVAL

The following conditions apply to downtown events, unless waived or modified by the Town. Other conditions, as set by the Town Council and staff, may apply to particular events for public safety or other objectives of the Town.

A. Police: Off-duty police officers may be required for the event, as determined by the Police Chief, depending on the number of people attending and the nature of the event. Off-duty police officers are required during events where alcohol is served or sold.

B. Emergency access: An emergency access lane of at least 14 feet wide must be maintained at all times.

C. Insurance: Proof of general liability insurance, naming the Town, its employees, and agents as additional insured, at limits no less than $1,000,000.

D. Recycling and garbage: Extra containers for recycling cans and bottles, and garbage cans must be placed throughout the area of the event. Containers and cans are to be emptied when full during the event, and picked up after the event.

E. Toilet facilities: Events estimated to attract more than 100 people and lasting more than two hours must provide portable toilets, in the number and location as approved by the Parks superintendent, unless alternate arrangements for toilet facilities are otherwise required or arranged to the approval of the Parks Superintendent. Toilet facilities must be provided for disabled persons at each location where portable facilities are provided. Hand washing facilities must be provided where food is served.

F. Traffic control: A traffic and parking control plan, including enforcement measures, must be approved by the Police Chief.

G. Noticing: Events that include closure of the street will require a minimum of five days advance written notice to businesses and residents directly adjacent to the business or residential property.

H. Sales tax: Persons or businesses selling items as part of the event shall designate San Anselmo as the point of sale for sales tax purposes.

I. Alcoholic beverages: A permit is required from the Police Chief and the State Department of Alcohol Beverage Control in order to serve or sell alcoholic beverages. Off-duty police officers are required if alcohol is served or sold.

J. Fire inspection: A fire inspection is required of any and all appliances or devices that produce an open or enclosed flame and/or hot materials, including food.

K. Creek Park: No more than three booths are allowed inside the turf areas of the park.

L. Signs and barricades: Any "No parking signs" that are needed are to be provided by the event organizers, and posted according to the traffic control plan prior to the event. Barricades, detour signs, and other traffic control devices are to be provided by the event organizers.

M. Parking: Temporary accessible parking must be provided if a street closure or other event condition renders permanent accessible parking unusable.

N. Cables: Cables must be covered so as not to create a tripping hazard. When cable covers are used, they must not create a tripping hazard and must be navigable by wheelchair. The path of travel must be no more than 1:12.

On behalf of the organization applying for the permit to conduct the event, I have read and agree to follow the standards for events, as stated in this application, and have read and agree to follow the permit conditions as stated in this application and those which may be required of me as conditions of approval.

Name: Connie Rodgers Date: January19, 2010

*4*

NAME OF EVENT: San Anselmo Art & Wine Festival 2010

DEPARTMENT COMMENTS/CONDITIONS APPROVED BY POLICE Requires compliance with all ADA regulations. Nick Valeri

SAPD and RVFD are coordinating with SA Chamber of Commerce and event production company.

FIRE Requires compliance in providing proper access for Robert Bastianon emergency vehicle. SAPD and RVFD are coordinating with SA Chamber of Commerce and event production company.

RECREATION No additional requirements David Donery PUBLIC WORKS No additional requirements Steve M yrter ADMINISTRATION No additional comments Debbie Stutsman TOWN COUNCIL

H:\My Documents\Downtown Event Applications\201 0 Applications\DowntownEventApplication.A WFest20 1 O.doc

*5*

PROCLAMATION 90 TH Anniversary of the League of Women Voters

WHEREAS, the League of Women Voters of Marin County has long been a leader in promoting good government in Marin; and.

WHEREAS, the League of Women Voters is a non-partisan political organization that has fought since 1920 to improve our system of government and impact public policies through citizen education and advocacy; and

WHEREAS, the League of Women Voters of Marin County believes in representative government and in the individual liberties established in the Constitution of the United States; and

WHEREAS, the League of Women Voters of Marin County has always worked to promote the values and processes of representative government; and

WHEREAS, the Marin League collaborates with other organizations to achieve mutual goals, increase public participation, create lasting change in the community and the Make Democracy Work; and

WHEREAS, the League, for 90 years has held the public trust by respectfully bringing elected leaders and public together through non-partisan, civil means and through thoughtfully advancing solutions; and

WHEREAS, Marin County has benefitted tremendously from the countless volunteer hours donated by League members over its 90 year history of enhancing our democracy; and

NOW, THEREFORE~ the Town Council ofthe Town of San Anselmo in the County of Marin, California, does hereby proclaim the 14th day of February, 2010 as the "LWV Making Democracy Work" Day in honor of the League of Women Voters 90th

Anniversary, and urge all residents of Marin County to pay great tribute and respect to the League of Women Voters for all they do to make our community healthy, vibrant and strong.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of San Anselmo held this 26th day of January, 2010.

Mayor

ATTEST:

Town Clerk

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TOWN OF SAN ANSELMO STAFF REPORT

January 21, 2010


TO: Town Council

FROM: Steve Myrter, P.E., Public Works Director

SUBJECT: Award of Construction Contract for the Sir Francis Drake Boulevard Pedestrian Crossing Warning System Project

RECOMMENDATION:

That Town Council award construction contract for the Sir Francis Drake Pedestrian Crossing Warning System Project (Project) to Mike Brown Electric Corporation in the amount of $153,784 and accept Republic ITS's request to withdraw their bid.

BACKGROUND AND DISCUSSION:

The Town of San Anselmo received a federal grant in early 2008 through Marin County's Nonmotorized Transportation Pilot Program (NTPP) to install new pedestrian warning systems at crosswalks on Sir Francis Drake Boulevard at Saunders Avenue and Madrone Avenue. The total federal funding authorization for this project is $300,000 which includes both engineering and construction phases.

On October 27,2009, the Town Council authorized staff to advertise for construction bids for the Sir Francis Drake Boulevard Pedestrian Crossing Warning System Project. On December 17, 2009, bids were opened. Attached is a tabulation of bids; four bids were received.

The initial review of the bid sheet totals indicated that the apparent low bidder was Mike Brown Electric Corporation at an amount of $153,784 with Republic ITS submitting the third lowest bid of $168,695. However, upon reviewing the bids, it was determined the sum of the individual item prices of Republic ITS's bid amounted to only $119,285 making Republic ITS the apparent low bidder. When Republic ITS was informed of this apparent error they submitted the attached letter confirming that this was in fact an administrative error and formally requested that their bid be withdrawn.

Staff recommends that Council accept Republic ITS's request to have their bid withdrawn from further consideration and award the construction contract to Mike Brown Electric Corporation in the amount of $153,784. The bid package submitted by this company was found to be in conformance with Project Specifications.

*1* ITEM 3

Sir Francis Drake Boulevard Pedestrian Crossing Warning System Project January 25, 2010 Page 2

FISCAL IMPACT

The estimated probable construction cost for this Project is $225,000 which is within the amount allocated for construction through the NTPP grant. The Project is included in the Town FY 2009110 Capital Projects Budget. The bid prices received ranged from $153,784 to $193,300 with an average bid price of $169,683.


dL' ~-----.------ .... ~~k~~¥ Public Works Director

Attachment No. 1 - Republic IT Letter Attachment No.2 - Summary of Proposals Opened

*2*

"

Republic ITS

Intelligent Transportation

Services

December 17, 2009

Mr. Steve Myrter Public Works Director Town of San Anselmo 525 San Anselmo Ave San Anselmo, CA 94960

llr{~ (? ·1 ~)U'I(lU I~: ~~~! C ' 1_ t.":,

';·OWN OF S",\,\; ,'·\NSELMO r )1:11':, nfl'!,'!" ,ii'" ;:nci PI/blir. W(liliB

RE: PEDESTRIAN WARNING SYSTEMS - SIR FRANCIS DRAKE BLVD AT SAUNDERS AVE AND MADRONEAVE

Mr. Myrter,

Thank you for following up regarding the referenced public bid that was opened earlier today. As your staff concluded, we made an administrative error on our bid sheet. Our intended unit price for Item 2g. Electrical Warning Systems at Saunders Ave was $54,900.00. This unit price along with the other unit prices we entered is equivalent to the $168,695.00 amount we entered as the Total Bid Price.

The written unit price of $5,490.00 for Item 2g. Electrical Warning Systems at Saunders Ave is incorrect. As such we respectfully request to be excused from the bid.

Thank you for your understanding and please contact me with any questions.

Sincerely,

Andrew D. Poster, PE Regional Manger

ATTACHMENTl

(415) 884-3000 • (415) 884-4800 • 371 BEL MARIN KEYS BLVD • SUITE 200 • NOVATO, CA 94945 BOSTON • DALLAS • Los ANGELES • SACRAMENTO • SAN DIEGO • SAN FRANCISCO

*3*

·0 ~-

* t

SUMMARY OF PROPOSALS OPENED Town of San Ariselmo - DEPARTMENT OF PUBLIC WORKS

For Construction of PEDESTRIAN WARNING SYSTEMS, SIR FRANCIS DRAKE BLVD. @ SAUNDERS AVE. & MADRONE AVE.

Date: .l.L-' -ll/ 2J2ll.9

Mike Brown Elec. W. Bradley E1ec. Cotati Novato

ITEM DESCRIPTION UNITIS EST. UNIT BID . AMOUNT UNIT BID AMOUNT No. QUANTY I-a Mobilization LS -- -- 7,500.00 -- 4,250.00

. I-b Constr. Signs & Traffic Contro LS -- -- 3,500.00 -- 5 000.00 2-a Install ADA Curb Ramps Ea. 2 4,600.00 9,200.00 4,600.00 9,200.00 2-b Install Type "A" Curb LF 45 50.00 2 250.00 50.00 2,250.00 2-c Install 4-inch PCC Sidewalk SF 20 12.00 240.00 12.00 240.00 2..,d Thermo. Markings @ Saunders AVE. LS -- -- 2,772.00 -- 2,772.00 2-e Thermo. Markings @ Madrone Ave LS -- -- 3,844.00 -- 3 844.00 2-f Relocate Exist. Road Signs Ea. 8 40.00 320.00 50.00 400.00 2-g Elec. ~Jarn. Systems @ Saunders LS -- -- 2,000.00 -- p5,000.00 2-h Elec. Warn. Systems @ Madrone LS -- -- 2,158.00 -- ~O.OOO.OO

TOTALS - - - . - - . - - -. - - -

SHEET_1_0F_l _ Tome: 1 0 ;0 OAM

JOB Nol!/;1"77:?L-~/S-f ~

Republic ITS C. F. Contracting J Novato Fairfax

UNIT BID AMOUNT UNIT BID AMOUNT j I

-- .- ~ . 1,750.00 -- 7,000.001 ~: - ~~. ~ 4,000.00 -- 120,500.001 4,900 .. 06 9,800.00 7 000.00 4 000.001

55.00 2,475.00 210.0'0 9,450.00 ' 13.00 260.00 230.00 4,600.00

-- 3 000.00 -- 4,100.00' -- 4,150.00 -- 5 500.00

70.00 ':>60.00 300.00 2,400.00 -- * 5,490.00 1,800 .. 00 -1,800.00 --. 7,800.00 3,950.00 3,950.00

I~APi?.4~ 'Wr FR'L/3 k?

""707:4L A 'S) .<"Mf.;,//v '-. ~/'I./ &L:J /J

-::V /. - - - - - - _. - - - ..

>' 'ENED BY: ~ . . : ~-.I:z..:ze..-0;

DATE:/Z- /.!.JJ .-df' RECORDED BY: ....-..."f:~..==4'tJ=b-"..-' .. ~. ,......... ___ _ 16aA1f::9 5.90 / /2 -/'7-0-7

i ~ ~

~

TOWN OF SAN ANSELMO STAFF REPORT

January 21,2010


TO: Town Council

FROM: Steve Myrter, P.E., Public Works Director

SUBJECT: Award of Construction Contract to United Access & Security to Repair Various Exterior Town Hall Doors and Library Doors

RECOMlWENDATION:

That Town Council award construction contract for the repair of Various Town Hall Doors (Project) to United Access & Security for the not to exceed amount of $22,893.

BACKGROUND

Approximately 11 years ago the various exterior Town Hall Doors and Council Chamber doors were retrofitted with all new ADA hardware. At that time Dave Segal Construction was hired to perform this work. Due to the unique nature of these large heavy double door sets, Mr. Segal chose to subcontract out this portion of the work to a specialized door contractor who elected to install Rixson door hardware.

Currently these exterior doors are not operating properly and are in need of repair. In addition the entrance doors servicing the Council Chambers, the Library connecting hallway, and the west end of the Police Station are also malfunctioning and/or required ADA upgrades.

DISCUSSION:

In order to expedite these door repairs staff initially requested Rockaway Construction, the Town Hall Flood Mitigation General Contractor, to incorporate repair of these doors as part of their Town Hall Flood Mitigation work last year. Rockaway Construction agreed to accept this additional work and to seek bids from specialty door contractors. Unfortunately, after several months of attempting to solicit bids from door contractors, Rockaway's representative informed staff that he had not been successful in finding a subcontractor willing and/or qualified to perform these repairs and stated that he no longer would be able to accept this additional work.

Staff then contacted Dave Segal Construction, the contractor who initially upgraded the doors approximately 11 years ago, in attempt to obtain references of door contractors that could perform this specialty work. He stated it was essential that we hire a contractor with Rixson

*1* ITEM 4

Award Contract to Repair Various Exterior Town Hall and Library Doors January 25, 2010 Page 2

hardware experience. Staff called the Rixson hardware manufacturer to obtain qualified contractor references in order to obtain quotes to perform these doorrepairs. The goal was to obtain quotes from qualified door contractors with Rixson hardware experience.

Staff spoke with a total of six door contractors of which only three stated they would be interesting in submitting a quote. These three door contractors evaluated the job; however, at the end of the process only United Access & Security stated they would submit a quote to perform the repair work. The other two contractors elected not to submit quotes stating that they were no longer interested.

United Access & Security submitted a quote to repair the town hall and library doors for a not to exceed amount of $22,893. The scope of the work is detailed on the attached quote. The doors listed will be repaired and brought up to current ADA standards. It should be noted that the attached quote consisted of a fixed fee of $17,893 for work items A through D and a time and materials budget not to exceed $5,000 for work item E.

The door repairs described in work item E, repair of the Town Hall and Council Chamber Lobby double doors, will be completed on a time and materials basis with a not to exceed budget of up to $5,000. The door contractor stated that he could only perform repairs to these doors on a time and materials basis due to their unique nature. He added that this budget has been established only as a worse case scenario and he does not anticipate this much effort will be required.

FISCAL IMPACT

This Project was not included in the Town FY 2009/10 Budget. However, the FY 2009/10 budget does allocate $50,000 for design of the Town Hall Tower Rehabilitation Project. Since architectural services are not anticipated to exceed $25,000 for the design of the Town Hall Tower Rehabilitation staff is recommending allocating $25,000 of the $50,000 budgeted amount to fund the repair of Town Hall Doors.


Attachments: United California Access & Security Repair Quote

*2* ATTACHMENT 1

.,

United Californi~ Access & Security

Gates, DootJ, c~ AcceJI eon"", A I'Rfng RMnut

PROPOSAL

C"en~ __ ~T~HE~T~OW~"~N~O~F~SA~N~A~N~S=E=L~M~O ________________ T_e_'e_p_~ __ e_-_4_"1~ __ 25_S46 __ "_76 ____ _ SEAN CONDRY Facsimile -415-454-4683

Job: 525 SAN ANSE"LMO AVE SAN ANSELMO, CA 94960

We propose ~fUmllih mlftelial.,d/or labor .. tftIed"HIow. wItII the "~" end under-the terms andcondiiof/$

~~~n~~~~&~~~~_~$_1_7~~_t_3_~_"" _____ " _____________ _

FURNISH REPAIRS TO EXISTING DOORS AND HAREM/ARE THROI,JGH OUT mE BUILDING, INCLUDE:

A) DISPATCH DOOR; FURNISH AND INSTALL ONE NEW LCN 4041 HEAVY DUTY CLOSER, DARK BRONZE FINISH

9) BACK PO DOOR: FURNISH ANO INSTAlL ONE NEW 16 GAUGE GALVANIZED HOLLOW METAL DOOR, FURNISH ONE NEW VISION UTE KIT, FURNiSH ONE NEW DARK BRONZE FINISHED VON QUPRIN RIM PANIC, FURNISH ONE HES 9800 ELECTRIC STRIKE, FURNISH ONE TRIM ~ER DEVICE DARK BRONZE FINISH, FURNISH ONE HEAVY DUTY FULL SUR):ACE CONTINUOUS HINGE, FURNISH ONE HEAVY DUTY LCN 40041 CLOSER, DARK BRONZE FINISH, FURNISH ONE SURFACE MOUNTED KEY PAD STATtON

C) CHAMBERS DOOR$.; FU~ISH AND INSTALL ONE PAIR OF BIRCH WOOD DOORS, FURNISH iWO " VISION LITE KITS. FURNISH TWO VON OUPRIN "SURFAce" MOUNTED VERTiCAL ROD PANIC O"EVICES, " DARK BRONZE FINISH WITH LEVER TRIM, FURNISH 1WO leN 4041 HEAVY DUTY CLOSERS, FURNISH lWO HEAVY DUTY FUll SURFACE CONTINUOUS HINGES

D) LlBRARY"DOORS (2) SETS: FURNISH AND INSTALl (2} 1WO" HEAVY DUTY FULL SURFACE CQNTINUOl)S HINGES, ONE ON EACH ADA MOTOR OPERATOR DOOR, DARK BRONZE FtNISH

E) FRONT TOWN HALL DOORS (4) roTAL: SERVICE CALL N. T.E AMOUNT OF '1,lIIKJ.00, PLEASE NOTE: AS A BAU.. PARK NUMBER TO FIX THE DOOR AND FLOOR CLOSER LEADING INTO THE MAIN OFFICE WITH THE STONE THAT HAS UFTED(OUT SIDE LOOKING IN, DOOR ON THE lEFT) ITWOULO Be: AROUND U,ODO.~OOO.OOWORSE CASE IF ALL. HARDWARE HASTO BE REPLACED

T."".; Net 30 days

ACCEPTED BY:

Date:

745 Cesar Chavez San Ftancisoo., CA 94124-1211 Tel: 4151824-8500 Fax: 4151648-3838 Uc. # 916641

*3*

TOWN OF SAN ANSELMO STAFF REPORT January 21, 2010


TO:

FROM:

SUBJECT:

Town Council

Debra Stutsman, Town Manager

Second Quarter Progress Report 2009-10 Goals and Objectives

RECOMMENDATION

That Council acknowledge and file the progress report on progress toward the 2009-10 workplan goals and provide direction to staff on any desired changes.

BACKGROUND

The Town's management staff worked together to formulate individual department objectives to meet the three workplan goals outlined in the 2009-10 budget. The goals are:

• Provide excellent customer service • Utilize technology to improve service delivery and efficiency • Utilize energy efficiency and green technology

Each department prepared a set of objectives to outline how they plan to meet the goals and those objectives were approved by the Town Council on August 25. Common threads among the departments' objectives include:

,

• Improving the Town's website to better serve the needs of our customers, including online permits, applications and program signups.

• Providing a method by which our customers can provide us with feedback, and ensuring the Council is kept apprised of the feedback.

• Investigating software that will improve our efficiency and allow our operations to be more customer friendly.

• Exploring innovative ways that we can reduce our carbon footprint, through reducing use of paper, exploring grants for energy efficiencies and encouraging alternative forms of transportation.

DISCUSSION

Each department has prepared a second quarter report that outlines their progress toward the 2009-10 goals. Those reports are attached.

*1* ITEMS

A number of the objectives outlined in the Goals and Objectives document, particularly for technology, will require a financial outlay for software, website development, etc. Those funds are not currently budgeted. Staff will come forward with cost estimates for these items for Council consideration at the mid-year budget review, currently scheduled for the second meeting in February. .

Respectfully Submitted,

Debra Stutsman Town Manager

Attachment: 2009-10 Goals and Objectives Second Quarter Progress Report

*2* 2

-.

2009-10

. Department Goals and

Objectives

*3* ATTACHMENT #1

Goal:

Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We. accomplish this by being good listeners, tolerant and empa.thetic to our customers' needs with a smile in our voice and a good sense of humor.

i Utilize technology to improve. service delivery and efficiency j including tracking systems j records management, accounting and finance programs, etc.

2009-10 Work Plan Goals . Department Objectives

Dep.aitment: FINANCE AND ADMINISTRATION

. 1, Improve communication with the pUblic: a. begin implementation of automated telephone tree to immediately direct

calls' made to the Town Hall main phone number (258-4600) to the desired party to eliminate lag time for staff to redirect voice mail messages;

b. troubleshoot lost warrants and their replacements directly with payee.

2. Provide timely and widespread access: post public documents on the website to allow broader and more immediate public access.

3. Encourage feedback: a. offer visitors a user-friendly way to write their comments regarding their

experience in our department; b. prepare monthly town-wide report to Town Council.

1. Improve timeliness of communications with employees: a. electronic access to scheduling calendars; b: email personnel information and. time sensitive updates to employees; c facilitate employees' orume access to MyPERS for info and processing

updates regarding individual benefits;

2. Impro.ve efficiency and access through electronic storage and retrieval of documents: c. town council resolutions; d .. human resource recruitment materials including application packets; e. payroll records arid associated 'reports; f. general ledger reports from prior years.

3. Improve department efficiency and quality of service with updated, enhanced I

financial software: research options for software purchase a~~_~~gOing-SUpport. j

r:1 JJA~CE AND ADMIA) I?TRA--rfON

J; *

Ensure that Town operations utilize energy effiCiency and green technology to reduce the Town's carbon footprint, including fleet management, purchasing, capital improvements and equipment purchases.

2009-10 W oni. Plan Goals Department Objectives

1. Take advantage of energy efficient purchasing opportunities: a. recommit to purchasing recycled paper and other office products; b. reCycle materials whenever possible including paper, plastics, ink cartridges; c. use rechargeable batteries whenever possible.

2. Use technology to reduce 'use of disposable materials: a. electronically distribute committee meeting agendas, minutes, and reports; b. submit state reports electronically, e.g. State Controllers, Annual Street, Prop

172 Maintenance of Effort, Debt Service Disclosure, Muni ServicesTax docs

3. Plan for future capital.improvements: investigate cost and availability of "green replacement" coverage in liability insurance for town buildings.

FINANCE AND ADMINISTRATION

* 0;:

Goal:

Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of humor.

Utilize technology to improve service delivery and efficiency, including tracking systems, records management, accounting and finance programs, etc.

Ensure that Town operations utilize energy efficiency and green technology to reduce the Town's carbon footprint, including fleet management, purchasing, capital ~mprovements and equipment purchases.

2009 .. ;} o. Work Plan Goals Department Objectives

. Department: LffiRARY Good customer service is easy when customers are appreciative of the efforts we make on their behalfand treat us with the same courtesy we extend to them. But excellent customer service means maintaining our composure even when library patrons become abusive. W~ owe it to All our custom~rs, lnc.luding those whQ are unwilli~g witn~s8~~ to an unpleftsa:nt scen~, to bt} abl~ to diffu..s~· lJgly S.itu3tioll~ quickly and effe.dively b~f(H'e they get out of hand. Diffusing a difficult situation takes a high level of skill and these skills need constant reinforcement. To this end) as many library staff as possible will attend a training in Sacramento in October entitled . j~DeBlin.f! with Difficult P~ople: Milking Lib~'#U"i~s Sd~ lit Sane.?~

The San Anselmo Library is keeping abreast of new technology)-but this year we plan to focus on library website improvements, by sending staff to "An Introduction to Drupal for Libraries" workshop on August 28~ We also plan to create a pc replacement schedule so we can keep equipment up to date ..

A library goal is to get 100% (or close to it!) of our customers on the e-mail notification system to save paper and postage that is wasted by sending snail mail. Staffhas made a pledge to tum off not only computers, but all monitors, printers and other peripherals every night. We will buy only recycled paper. The air-conditioning is turned on only if temperatures rise above 78. For the most part, opening windows at night and closing them in the morning, plus using fans, is enough t6keep us cool. We need a more efficient furnace and will ask that this be added to the capital improvement funq. in a future year.

LIBRARY

* " *

Goal:

Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest comnlUnication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our· voice and a good sense of humor.

Utilize technology to improve service delivery and efficiency,

. including tracking systems,. records management, accounting and fmance programs, etc.

Ensure that Town operations utilize energy efficiency and green technology to reduce the Town's carbon footprint, including fleet management, purchasing, capital improvements and equipment purchases.

Departmen )bjectives

Department: FIRE Ross Valley Fire will continue to work toward providing only the best customer service. The RVFD Core Values, 2005 Strategic Plan, include: "honesty, integrity, service and dedication" and "the commitment to providing the highest level of service". These core values are translated to day to day interactions with the public. A common motto expressed throughout the organization is: "Totally Outrageous Service".

Procedures and systems intended to continue to improve communication with the public include:

• Continued expansion ofRVFD Web Site • Preparation and presentation'of annual report • Courtesy Planning revic~.vs for construction projects .. Timely processing of construction plan reviews and resale inspections • Formalized fire hazard complaint handling process • Extensive voicemail system with call handling procedures that include initial live

contact :when possible

Continue to expand the fIre department web site.

Work with Building Department to explore integrated record management software

Continue to utilize the latest versions of accounting software, fIre department record manageme~t software (RMS), and other related. software programs.

Currently in the ·fmal stages of the downtown fIre station remodel. The project includes significant energy efficiency throughout including lighting, windows, cooling, insulation, as well as a photovoltaic system (solar electric).

A planned purchase of a new type one fIre engine will replace a 21-year old engine. The new fIre engine will have significantly improved emissions - Reduced nitrogen oxide emissions of 95% and particulate matter emissions of80%.

Utilize recycle paper

Continue to coordinate community battery recycle program

Continue to utilize and expand e1ectrqnic me storage

Continue ~essive recycling of department. consumables FIRE.

Goal:

Continue to provide excellent customer service to the residents and business oWners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile ill our voice and a good sense of humor.

* ~ Utilize technology to improve service delivery and efficiency, including tracking systems, records management, accounting and finance programs, etc.

L..-

2009-10 Work Plan Goals Department Objectives

Department: POLICE

•. , Chief's monthly report to the Town Council highlighting the previous month's crime statistics, proactive policing on the part of the department,' citizen commendations and interactions as well as managements ancillary duties.

• Continue to provide public education through community meetings, educational brochures, pedestrian and bicycle checkpoints, press releases, foot patrols, 1610 announcements and programs such as "Street Smarts" and "Safe Routes to School".

• Open house during the "Community Fair Days" event.

• One on one contact with our school children and our department through our School Liaison Officer program.

• Once again publish the departments Annual Report for 2009.

• The police department is installing a new receipt system in dispatch using QuickBooks. This will create a systematic cash receipt system which will allow for better tracking of monies received from the public, as well as, facilitate digital transfer of receipt information to the finance department, reducing repeat data input and data transmission e:rrors.

• Using federal stimulus grant funds, the police department has purchased the Property Room management and Bar Coding modal from our CAD IRMS provider, Sun Ridge Systems. y" e will convert our property and evidence tracking to. this system over the next two months, this will provide for more efficient tracking and reduce the amount of paper we use within the department. .

• Using federal stimulus grant funds, the police department has purchased the RIMS training management modal from our CAD/RMS pr()vider, Sun Ridge

, Systems. Using this software the department will be able to properly track and anticipate our training needs and control our training expenditures.

• RiMS Mobile Mapping. The department currently has GIS mapping as part of our RIMS computer aided dispatch program (CAD). This allows dispatch to see police units, calls for service and the location of 9-1-1 calls on a digital map in dispatch. The department has previously purchased a Microsoft mapping application to install GIS mapping in our police cars. The department still needs

pOLleE

! I

-----------------------------------~-------------------------~~------

2009-10 Work:Plan Goals. Department ObJectives

application to install GIS mapping in our police cars. The department still needs to purchase the companion mobile mapping modal from Sun Ridge Systems at the cost ofa roximatel $6,500.00 which has not been funded

Ensure that Town operations utilize • Purchased one Hybrid Ford Esc.ape for our Country Services Officer vehicle, one i

energy efficiency and green Hybrid Toyota for Administrative use, two Ultra Low Emissions vehicles for technology to reduce the Town's front line Patrol cars and an environmentally friendly BMW motorcycle. (The carbon footprint, including fleet Department has applied for partial funding for these purchases via grants from management, purchasing, capital the Air Quality Management District and the Transportation Authority of improvements and equipment Marin. purchases. • Applied for Grant funding for four electric vehicle charging stations. These will

be available for public use to be located throughout the downtown area. ... Paperless Records systems. The department has been converting to a paperless . records system in increments over the last several years. The process should be 'complete by the end of December 20.09. This will result in a significant savings in

. ~_----.f().QY QaQer and associated reQort and records documents_'__ ~.

*

POLICE

* ...-~

Goal:

Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of humor.

Utilize technology to improve service delivery and efficiency) including tracking systems, records management, accounting and finance programs, etc.


. Department: PLANNING·AND BUILDING

Provide improved public image and guidance for visitors to Town Hall:

• Post professional signage in the lobby door windows, first and second floor lobbies.

• Update and post color coded copy of combined address/zoning map in second floor lobby

• Continue- to accommodate those who are unable to visit Town Hall by utilizing email and facsimile.

• Expand counter area and lobby area to accommodate multiple visitors.

Provide clear information and efficient response to inquiries and submittals.

• Maintain the procedures book for each activity

• Continue to provide call up service to applicants whose permits/plan checks are about to expire.

• Continue to keep current applications and handouts.

• Continue to provide fast turnaround on permits; and counter permits when feasible.

Encourage communication.

• Provide the Town Manager and Town Council a monthly report of our projects and communications with the· public related to bur services.

Utilize existing equipment.

• Continue to update the· website with current information in terms of special projects, applications and guidelines.

• .Pr~)Vide proper training for all staff members on Marin Maps.

-----~.-.--- - - -------_ .. _------

'PLANNING AND BUILDING

* --*

(Coned)

Ensure that Town operations utilize energy efficiency and green technology to reduce the Town's carbon footprint, including fleet management, purchasing, capital . improvements and equipment purchases.

.2009-10 Wort\. Plan Goals Department Objectives

Obtain new equipment.

• Working closely with the Public Works Department, improve permit processing ease and efficiency with electronic permitting and allow applicants to view the

. status of their projects online. . • Improve the website so that it is user friendly. • Provide proper training of new equipment/ software for all staff members. • Contract with a company to digitize Planning and Building plans that have

received final approval and copy existing microfiches to digital.

Improve· office procedures:

• Utilize email to reduce paper waste, including requesting email addresses on all applications.

• Print on two sides of the paper. • ·-Tum out lights when exiting all offices for a long period. • Continue to use recycling cans for paper, glass and plastic products.

Improve efficiency of working hours:

• Consider flexible work hours for employees living out of the County

PLANNING AND BUILDING

* -~

Goal:

Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow .

. through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of humor.


-_._------


Dep~ent: PUBLIC WORKS

1. Provide Clear and Concise Information on the Services Provide by Public Works Department: a. Redesign the Department's webpage to better define services provide;

. b .. Ensure easy access to the Department's standard forms and procedures .

2. Provide timely and widespread public outreach for capital project construction notification: a. Ensure residents and businesses ~re notified and kept in form on status of all

capital construction and major maintenance projects; b. Develop web based Town/Agency construction project status map.

3. Encourage feedback: ·a. Offer visitors a user-friendly way to write their comments regarding their

experience in· our department; b. Prepare monthly town-wide report to Town Council.

1. Improve Department field operations efficiency and quality of service through Implementation of a computerized work order system:

a. Enable residents to submit work and maintenance requests directly through the Town's webpage;

b. Ensure tracking and prioritizing of all work orders with weekly and monthly status reporting.

2. Improve efficiency and access in providing town engineering functions through implementation of a document control and filing system:

a. Develop a searchable index of all town engineering documents; b. Digitize all town construction drawings.

3. I,m prove department efficiency and quality of service with implantation of encroachment permit I grading permit tracki!1g software.

a. Research and Implement Encroachment/Grading Permit software; b. Enable Residents to apply and track progress online.

PUBLIC WoRK5

* -~. *

Ensure that Town operations utilize energy efficiency and green technology to reduce the Town's carbon footprint, including fleet management, purchasing, capital

. improvements and equipment purchases.

2009-10 WOI.l\ Plan Goals Department Objectives

1. Develop Town Park Irrigation ·SystemMaster Plan: Evaluate the feasibility ·to I.,Jpgrade existing irrigation systems to ensure greater efficiency of water use for irrigation purposes.

2. Continue to Implement Energy Efficiency Upgrades to City Facilities: a. Continue energy upgrades in accordance with the Town's XXX energy audit; b. Continue to pursue grant opportunities to fund energy efficiency projects and

upgrades.

3. Encourage bicycling as a viable transportation option: a. ·Continue to incorporate bicycle markings and improvements into capital road

projects where ever feasible in accordance with Town's Bicycle Master Plan; h. Continue to actively participate and support San Anselmo's Bicycle Coalition.

PUBLIC WORKS

* -t

Goal:

Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of

. humor.


Ensure that Town operations utilize energy efficiency and green

. technology to reduce the Town's carbon footprint, including fleet management, purchasing, capital improvements and equipment purchases.


. Department: RECREATION

1. Performance: Develop Performance Standards for: a. Returning phone calls b. Returning emails c. Processing and confirming registrations d. Processing refunds

2: Communicatons: Develop and install Permit Holders at all rentable park areas. Post reservations each week. Repair or replace general info signs at Parks. 3. Int~raction: Create a Suggestion & Commendation Box at the Rec. Office and online. 4. Ask the Customer: Develop and conduct a Recreation Program Needs Assessment. Information will be used for future program development. 5. Technology: Implement online registration for recreation programs.

1. New Tools: Migrate from current Reel software to the ActiveNet software during Fall- of 2009. 2. Efficiency: ActiveNet will helpto streamline administrative processes, minimize errors, and centralize department data. Report functionality will greatly. assist in fiscal management. Facility Management component will allow for all park and filed reservations to be done electronically. Department programs using facilities will be integrated into a Master Calendar along with public reservations. 3. Web: Online Registration- Create 24/7 web-based access to up-to-date program information and registration. The resulting reduction in the number of walk-in, telephone and fax registrations will free up department staff to work on program-related business. Improve the Webpage: Make it more user-friendly and interactive.

1. Purchasing: Set goal of using 100% recycled ink cartridges and paper products. 2. Recycling: Continue to recycle all discarded recyclable paper. 3. Technology: Take advantage of new software tools to reduce printing output through emails and electronic filing systems. 4. Batt~Jies: Move to 100% rechargeable batteries.

'-- --------------~----~R~bGRE~~~/~O~U------------------- ----

2009-10

2nd Quarter Report

Department Goals and Objectives

*15* ATTACHMENT #2

TOWN OF SAN ANSELMO 2009-10 GOAL AND OBJECTIVES

Administrative and Finance Department

Goal 1 : Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of humor. Administration & Finance Quarter 2 Progress Department Objectives:

1. Improve communication with the public:

• Begin implementation of automated • Staff is working with A TT to review the telephone tree to immediately direct Call Navigator product and obtain calls made to the Town Hall main technical advice and assistance. phone number (258-4600) to the desired party to eliminate lag time for staff to redirect voice mail messages;

• Troubleshoot lost warrants and • This has been implemented. their replacements directly with payee.

2. Provide timely and widespread access:

• Post public documents on the • Boards and Commissions info has been w~bsite to allow broader and more added to the website, including immediate public access. membership roster, terms, meeting

times, and applications forms.

• Provide public with audio recording • Recordings will be available on line by of Town Council meetings on February, accessed from an off site website. server.

3. Encourage feedback:

• offer visitors a user-friendly way to • No progress to date. write their comments regarding their experience in our department;

• prepare monthly town-wide report • Town Manager reports this information to Town Council. to the Council informally.

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I I

TOWN OF SAN ANSELMO 2009-10 GQAL AND OBJECTIVES


Goal 2 : Utilize technology to improve service delivery and efficiency, including tracking systems, records management, accounting and fmance programs, etc. Administration & Finance Quarter 2 Progress Department Objectives:

1. Improve timeliness of communications with employees: • electronic access to scheduling • Electronic scheduling for meetings in

calendars; Council Chambers and Conference room has been implemented.

• email personnel information and time sensitive updates to • This has been implemented, saving employees; considerable paper.

• facilitate employees' online access • Staff attended a training webinar on to MyPERS for info and processing 8/12/09. Program implementation is updates regarding individual scheduled for April, 2010. benefits.

2. Improve efficiency and access through electronic storage and retrieval of documents:

• Town Council resolutions; • Council resolutions from 1937 to present have been scanned onto the Town's shared drive, accessible to and searchable by all staff.

• human resource recruitment materials including application • This has been implemented for all packets; recruitments.

• payroll records and associated • This has been implemented for reports; timesheets. Other payroll and retirement

records and associated reports to come.

• general ledger reports from prior • No progress to date. years.

3. Improve department efficiency and • Preliminary research to identify most quality of service with updated, likely products and possibility of piggy-enhanced financial software: backing on Mill Valley's bid process. research options for software Activity on hold pending recruitment of purchase and ongoing-support. Finance Director

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Goal 3 : Ensure that Town operations utilize energy efficiency and green technology to reduce the Town's carbon footprint, including fleet management, purchasing, capital improvements and equipment purchases.

Administration & Finance Quarter 2 Progress Department Objectives:

1. Take advantage of energy efficient purchasing opportunities:

• recommit to purchasing recycled • Some progress to date. All paper paper and other office products; purchases have minimum 30% recycled

content. Introduced the use of refillable pens ..

• recycle materials whenever possible • Continue to make progress in including paper, plastics, ink purchasing recyclable supplies. cartridges;

• use rechargeable batteries whenever • Council Chamber audio system possible. microphones and Finance Department

wall clocks and safe keypad switched to rechargeable batteries. However, they were not successful for the microphones

2. Use technology to reduce use of or the wall clocks! disposable materials:

• electronically distribute committee • Use of Doodle to electronically schedule meeting agendas, minutes, and committee meetings. Distribution of reports; many meeting agendas, staff reports and

minutes via website posting.

• submit state reports electronically, • All year-end 08-09 state reports were e.g. State Controllers, Annual Street, submitted electronically with the Prop 172 Maintenance of Effort, exception of the Prop 172 Maintenance Debt Service Disclosure, Muni of Effort Report. ServicesTax docs

3. Plan for future capital improvements: investigate cost and • No progress to date. availability of" green replacement" coverage in liability insurance for town buildings.

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Library

Goall : Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of humor. Library Quarter 2 Progress Department Ob.iectives: Good customer service is easy when customers are appreciative of the efforts we make on their behalf and treat us with the same courtesy we extend to them. But excellent customer service means maintaining our composure even when library patrons become abusive. We owe it to all our customers, including those who are unwilling witnesses to an unpleasant scene, to be able to diffuse ugly situations quickly and effectively before they get out of hand. Diffusing a difficult situation takes a high level of skill and these skills need constant reinforcement. To this end, as many library staff as possible will attend a training in Sacramento in October entitled "Dealing with Difficult People: Making Libraries Safe & Sane."

Staff continues to work to provide excellent public service to all patrons.

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Library

Goal 2 : Utilize technology to improve service delivery and efficiency, including tracking systems, records management, accounting and finance programs, etc. Library Quarter 2 Progress Department Objectives: The San Anselmo Library is keeping abreast ·Library staff is working with other department of new technology, but this year we plan to head staff to identify web sites that provide focus on library website improvements, by good templates for our new website. sending staff to "An Introduction to Drupal for Libraries" workshop on August 28. We also plan to create a pc replacement schedule so we can keep equipment up to date.

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Library


Library Department Ob.iectives: A library goal is to get 100% (or close to it!) of our customers on the e-mail notification system to save paper and postage that is wasted by sending snail mail. Staff has made a pledge to tum off not only computers, but all monitors, printers and other peripherals every night. We will buy only recycled paper. The air-conditioning is turned on only if temperatures rise above 78. For the most part, opening windows at night and closing them in the mornmg, plus using fans, is enough to keep us cool. We need a more efficient furnace and will ask that this be added to the capital improvement fund in a future year.

Quarter 2 Progress

Our e-mail notifications are up to 84.2%. All PC's and peripherals are turned off at night. The AlC was only turned on 5-6 times all summer and only for part of the day. We are recycling used paper for writing notes and use only recycled paper in the printers.

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TOWN OF SAN ANSELMO 2009-10 GOALS AND OBJECTIVES

Police Department

Goal 1 : Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of humor. Department Objectives: Quarter 2 Progress

• Monthly reports are submitted on the

• Chiefs monthly report to the Town 10th of the month for the next Council Council highlighting the previous meeting month's crime statistics, proactive • Public Education: The Department policing on the part of the started using NixIe as a new method of department, citizen commendations getting information out to the public via and interactions as well as text messages, emails and the Internet. managements ancillary duties. The department created a new web link,

• Continue to provide public education www.sapd-info.org for citizens to through community meetings, easily access NixIe. educational brochures, pedestrian • The Department added a Commercial and bicycle checkpoints, press Solicitation Permit Application and releases, foot patrols, 1610 Halloween Tips to the 'brochure and announcements and programs such flier' section on the Police web page. as "Street Smarts" and "Safe Routes • The Juvenile Officer, or her designee, to School" . has attended three quarterly School /

• Open house during the "Community Law Enforcement Partnership Fair Days" event. meetings. The Juvenile Officer

• One on one contact with our school participated in two days of classes at children and our department through Sir Francis Drake High in November, our School Liaison Officer program. working with 150 students.

• Once again publish the departments • The major work on the 2009 Annual Annual Report for 2009. Report was completed on schedule and

it will be published in February 2010.

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Police Department

Goal 2 : Utilize technology to improve service delivery and efficiency, including tracking systems, records management, accounting and finance programs etc. Department Ob.iectives: Quarter 2 Progress

• The police department is installing a new • Work continues on the Records Receipt receipt system in dispatch using System; it was delayed due to other QuickBooks. This will create a projects. systematic cash receipt system which will • The Property Room module for RIMS allow for better tracking of monies is installed and in use for all incoming received from the public, as well as,

items of property and evidence. As facilitate digital transfer of receipt information to the fmance department, time allows, the Property Officer is bar-

reducing repeat data input and data coding all existing items in the property

transmission errors. shed. This part of the program is 25%

• Using federal stimulus grant funds, the complete. police department has purchased the • The RIMS Training Management Property Room management and Bar Information System module is installed Coding module from our CAD IRMS and in use. Prior training records are provider, Sun Ridge Systems. We will . being converted to the new system; the convert our property and evidence Training Manager is working with Sun tracking to this system over the next two Ridge Systems to generate the forms months, this will provide for more

we send to Finance. The Training efficient tracking and reduce the amount Manager is working with the Police of paper we use within the department.

• Using federal stimulus grant funds, the Administrative Services Technician to

police department has purchased the bring the Inventory module on line

RIMS training management module during the 3rd quarter. from our CAD IRMS provider, Sun • The department continues to look for a Ridge Systems. Using this software the funding source for the RIMS mobile department will be able to properly track and anticipate our training needs and

mapping module.

control our training expenditures.

• RiMS Mobile Mapping. The department currently has GIS mapping as part of our RIMS computer aided dispatch program (CAD). This allows dispatch to see police units, calls for service and the location of 9-1-1 calls on a digital map in dispatch. The department has previously purchased a Microsoft mapping application to install GIS mapping in our police cars. The department still needs to purchase the companion mobile mapping module from Sun Ridge Systems at the cost of approximately $6,500.00 which has-not been funded

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Police Department


Department Objectives: Quarter 2 Progress

• Purchased one Hybrid Ford Escape • All five low emissions vehicles are in for our Country Services Officer service. We are expecting $4,000 in vehicle, one Hybrid Toyota for grant funds from TAM in the next Administrative use, two Ultra Low month to help offset the cost of Emissions vehicles for front line purchasing hybrid vehicles versus Patrol cars and an environmentally standard vehicles. friendly BMW motorcycle. (The • We did not receive the US DOE / Department has applied for partial AQMD regional grant award funds for funding for these purchases via grants the electric vehicle charging stations. from the Air Quality Management We did receive a grant of $17,500 in District and the Transportation TAM funds; $4,000 helped to offset the Authority of Marin. higher initial cost of the two new low

• Applied for Grant funding for four emission hybrids and the remaining electric vehicle charging stations. $13,500 will go toward the electric These will be available for public use vehicle charging stations. The to be located throughout the department has applied for grant downtown area. funding through TAM via an ABAG

• Paperless Records systems. The regional grant application to the department has been converting to a California State Department of Energy paperless records system in for the Electric Vehicle charging increments over the last several years. stations. If awarded, this will pay all The process should be complete by the equipment and installation costs the end of December 2009. This will associated with our Electric Vehicle result in a significant savings in copy Charging Stations Project. paper and associated report and • Work continues on the conversion of records documents. our police records to an essentially

paperless system. All reports are saved in pdf format in our RIMS Records Management module and printed on paper only when required.

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TOWN OF SAN ANSELMO 2009-10 GOAL AND OBJECTIVES Planning and Building Department

Goal 1 : Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of humor. Planning and Building Quarter 2 Progress Department Objectives:

Provide improved public image and guidance for visitors to Town Hall:

• Post professional signage in the lobby A sign program has been prepared and is door windows, first and second floor 90% complete. The sign. company has lobbies. indicated that the two missing signs will be

installed this week.

• Update and post color coded copy of Planning Staff has completed review of the combined address/zoning map in map and is now working with Marin Map second floor lobby to facilitate corrections and the actual

printing of a color-coded map. The map will be placed in the second floor lobby. This will be completed this quarter.

• ContiI!ue to accommodate those who This practice is being continued and are unable to visit Town Hall by encouraged. E-mail addresses are now utilizing email and facsimile. requested on all Planning and Building

applications. Both Planning and Building correspondence is sent by email when the address is provided.

• Expand counter area and lobby area Expanding the counter and lobby area to to accommodate multiple visitors. accommodate multiple visitors has not yet

been accomplished.

Provide clear information and efficient response to inquiries and submittals.

• Maintain the procedures book for The procedures book is up to date. each activity

• Continue to provide call up service to The Building Division has continued to applicants whose permits/plan provide this telephone and letter writing checks are about to expire. service on a monthly basis.

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• Continue to keep current applications and handouts.

• Continue to provide fast turnaround on permits, and counter permits when feasible.

Encourage communication.

• Provide the Town Manager and Town Council a monthly report of our projects and communications with the public related to our services.

All applications and handouts are up to date in the office and on the Town web (under the Planning and Building Forms/Instructions webpage).

The Building and Planning staff continues to be dedicated to a fast turnaround on permits, several of which are issued over

. the counter. When the counter is slow, even plan checks by both the Building Division and Planning Division are completed and permits . are issued over the counter. Improved coordination with the Public Works Department is ensuring their fast turnaround on permit reviews as well.

The first monthly report was submitted in October, 2009. Staff will continue to prepare monthly reports.

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Goa12 : Utilize technology to improve service delivery and efficiency, including tracking systems, records management, accounting and finance programs, etc. Planning and Building Quarter 2 Progress Department Ob.iectives:

Utilize existing equipment.

• Continue to update the website with The Planning Division's and Building current information in terms of Division's web page and the special projects, applications and Forms/Instructions page continue to be guidelines. updated with current information.

• Provide proper training for all staff All Planning and Building staff has been members on Marin Maps. trained. A computer has been installed at

the counter which enables staff to view the Marin Map information, including zoning, parcel size, average slope, building footprint and flood zone with individual at . the counter.

Obtain new equipment ..

• Working closely with the Public The Planning and Building Department Works Department, improve permit and Public Works Department have processing ease and efficiency with worked together to improve Public Works' electronic permitting and allow applicants to view the status of their

timely review of permits and applications.

projects online. The next goal will be for the two departments to jointly obtain electronic permitting and record keeping equipment.

• Improve the website so that it is user This Town-wide project has not yet been friendly. accomplished.

• Provide proper training of new Equipment has not yet been selected. equipment! software for all staff members.

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• Contract with a company to digitize Planning and Building plans that have received final approval and copy existing microfiches to digital.

The Town has entered into a contract with Peelle Technologies to convert thousands of pages of approved plans to electronic Ide format. This work is currently underway

Goal 3: Ensure that Town operations utilize energy efficiency and green technology to reduce the Town's carbon footprint, including fleet management, purchasing, capital improvements and equipment purchases.

Planning & Building Quarter 2 Progress Department Objectives:

Improve office procedures:

• Utilize email to reduce paper waste, including requesting email addresses on all applications:

• Print on two sides of the paper.

• Turn out lights when exiting all offices for a long period.

• Continue to use recycling cans for paper, glass and plastic products.

Improve efficiency of working hours:

Consider flexible work hours for employees living out of the County

The Building permit and Planning application forms request email addresses and all correspondence is then sent by email.

All Planning and Building staff have been instructed and encouraged to print multiple page documents directly from the computer to the main copier in order to create two sided copies.

Lights are now turned off in each Planning and Building Department office when exiting for any length of time, e.g., lunch, end of day, etc.

Each desk and table continue to have both garbage and recycling containers and employees are conscientious about this effort.

The Senior Planner, who lives in Sonoma County, works a flexible schedule that allows him to commute by bus to Town Hall.

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Public Works Department

Goal 1 : Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of humor. Public Works Quarter 2 Progress Department Objectives:

Provide Clear and Concise Information on the Services Provide by Public Works Department:

• Redesign the Department's • Currently surveying other town websites for webpage to better define services possible template ideas for implementation provide; on our website.

• Ensure easy access to the • A general overview has been conducted of Department's standard forms and all of existing forms and procedures procedures. currently in use by the Department.

Provide timely and widespread public outreach for capital project construction notification:

• Ensure residents and businesses are • A template format for a construction notified and kept in form on status notification letters has been created. To of all capital construction and date notification letters have been major maintenance projects; successfully implemented on town

construction and maintenance projects.

• Develop web based Town/Agency • Amaster capital projects schedule has been construction project status map. created for FY 10 and is currently in use.

. Next steps include hosting this information on the Town's website.

Encourage feedback:

• Offer visitors a user-friendly way • Template reporting formats are currently to write their comments regarding being evaluated. their experience in our department;

• Prepare monthly town-wide report to Town Council.

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Goal 2 : Utilize technology to improve service delivery and efficiency, including tracking systems, records management, accounting and finance programs, etc. Public Works Quarter 2 Progress Department Objectives:

Improve Department field operations efficiency and quality of service through Implementation of a computerized work order system:

• Enable residents to submit work and maintenance requests directly through the Town's webpage;

• Ensure tracking and prioritizing of all work orders with weekly and monthly status reporting.

Improve efficiency and access in providing town engineering functions through implementation of a document control and filing system:

• Develop a searchable index of all town engineering documents;

• Digitize all town construction drawings.

Improve department efficiency and quality of service with implantation of encroachment permit I grading permit tracking software.

• Research and Implement Encroachment/Grading Permit software;

, • Enable Residents to apply and track progress online.

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• Conducted a general overview of web hosted Public Works Department Work Order Systems. Next steps include determining cost of various software packages.

• The Public Works Department historic project/data files have been inventoried.

• The overall design and layout of the key word search data base index is now complete.

• The Town now accepts the County's standardized encroachment permit application. Next steps include creating an online version of this encroachment application format that can be filled out on line and printed out.

• The general format of a tracking table is now completed.




Public Works Department Ob.jectives:

Develop City Park Irrigation System Master Plan:

Evaluate the feasibility to upgrade existing irrigation systems to ensure greater efficiency of water use for irrigation purposes.

Continue to Implement Energy Efficiency Upgrades to City Facilities:

• Continue energy upgrades in accordance with the Town's 2007 energy audit;

• Continue to pursue grant opportunities to fund energy efficiency projects and upgrades.

Encourage bicycling as a viable transportation option:

• Continue to incorporate bicycle markings and improvements into capital road projects where ever feasible in accordance with Town's Bicycle Master Plan;

• Continue to actively participate and support San Anselmo's Bicycle Coalition.

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Quarter 2 Progress

• A new irrigation system was installed and brought on line at Fire Station 19. This system utilizes the latest water efficiency technology and will serve as a template for other Town owned facilities.

• Existing Town park irrigation systems will be evaluated over the next quarter.

• The Town has been approved to receive a $63,000 grant from the Energy Efficiency and Conservation Block Grant program (EECBG). These grant proceeds will be used to replace existing streetlights bulbs with energy efficient LED bulbs.

• The Town is currently preparing a rebate application for $7,000 from PG&E for incorporating the installation of solar panels into Fire Station 19 Rehabilitation

• Bicycle lane markings will be incorporated in the Saunders Ave. Overlay Project that was completed in December.

• Continue to participate as part of the project management team for the NTPP Fairfax to San Rafael Bicycle Connector Study.

• Continue participation in the San Anselmo Bicycle and Pedestrian Action Committee.


Recreation Department

Goal 1 : Continue to provide excellent customer service to the residents and business owners of San Anselmo through open and honest communication and ensuring follow through on all issues. We accomplish this by being good listeners, tolerant and empathetic to our customers' needs with a smile in our voice and a good sense of humor. Recreation Quarter 2 Progress Departinent Objectives:

1. Performance: Develop Performance Standards for:

• Returning phone calls • Returning emails • Processing and confirming

registrations • Processing refunds

2. Communicatons: Develop and install Permit Holders at all rentable park areas. Post reserVations each week. Repair or replace general info signs at Parks.

3. Interaction: Create a Suggestion & Commendation Box at the Rec. Office and online.

4. Ask the Customer: Develop and conduct a Recreation Program Needs Assessment. Information will be used for future program development.

5. Technology: Implement online registration for recreation programs.

1. Performance standards in place:

a. Phone calls to be returned within one work day. b. Emails to be returned within one work day. c. Processing and confirming registrations to be completed within two work days. d. Refunds to be processed weekly.

2. An inventory of all needed park reservation permit holders and general information signs has been completed. Staff will begin research sign options in 02/10. A full cost analysis will be completed by 03/10.

3. This function will be integrated into the Summer program season as part of new software launch. The Dept. did not implement during Winter/Spring season.

4. Needs Assessment, named REC REACH, was completed during Fall of 2009 Data was reviewed by Parks & Recreation Commission in 11109. This information will be used to identify issues and trends and incorporate this information in future program development.

5. Department has been trained using ActiveNet software. Online registration will be launched in March in conjunction will release of Summer 2010 Recreation Activity Guide.

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Goa12 : Utilize technology to improve service delivery and efficiency, including tracking systems, records management, accounting and finance programs, etc. Recreation Quarter 2 Progress Department Ob.iectives:

1. New Tools: Migrate from current Reel software to the ActiveN et software during Fall of2009.

2. Efficiency: ActiveNet will help to streamline administrative processes, minimize errors, and centralize department data. Report functionality will greatly assist in fiscal management. Facility Management component will allow for all park and filed reservations to be done electronically. Department programs using facilities will be integrated into a Master Calendar along with public reservations.

3. Web: Online Registration- Create 24/7 web-based access to up-to-date program information and registration. The resulting reduction in the number of walk-in, telephone and fax registrations will free up department staff to work on program-related business. Improve the Webpage: Make it more user-friendly and interactive.

1. Department haS been trained using ActiveNet software. Online registration will be launched in March in conjunction will release of Summer 20 I 0 Recreation Activity Guide.

2 & 3. Stated efficiency improvements and web presence, including online registration, will be achieved once software migration is complete.

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Recreation Department Objectives:

1. Purchasing: Set goal of using 100% recycled ink: cartridges and paper products.

2. Recycling: Continue to recycle all discarded recyclable paper.

3. Technology: Take advantage of new software tools to reduce printing output through emails and electronic filing systems.

4. Batteries: Move to 100% rechargeable batteries.

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Quarter 2 Progress

1. Once·existing supplies run out, Department will purchase recycled ink and toner cartridges and recycled copy paper.

2. Paper recycling system in place.

3. Will continue to build electronic filing systems and will utilize new software once it is in place.

4. Once existing battery supply run out, Department will purchase rechargeable batteries and chargers for use in office and at program sites.

TOWN OF SAN ANSELMO STAFF REPORT January 21, 2010


TO:

FROM:

SUBJECT:

Town Council

Debra Stutsman, Town Manager

Marin Emergency Radio Authority Board Member, 2nd alternate

RECOMMENDATION

That Council appoint a member to serve as the second alternate to the Marin Emergency Radio Authority Board of Directors.

BACKGROUND

Police Chief Charles Maynard serves as the MERA Board Member for San Anselmo. Mayor Barbara Thornton is his alternate. The MERA Executive Director has asked that each jurisdictign appoint a second alternate.

Respectfully Submitted,

kJ~,J~ Debra Stutsman Town Manager

ITEM 6