Day 1999.07.27CC
MINUTES
July 27, 1999
A meeting of the City Council of the City of Vacaville was held at the City Council Chambers, 650 Merchant Street, July 27, 1999. Mayor Fleming called the meeting to order at 7:00 p.m.
1. ROLL CALL
Present: Council members Augustine, Clancy, Slade, Vice Mayor Wood, and Mayor Fleming
Absent: City Manager John Thompson
Others Present: Assistant City Manager David Van Kirk, City Attorney Charles O. Lamoree and City Clerk Kathy Andronico
2. Pastor Raleigh Galghan, Valley Church, gave the INVOCATION and
Council member Clancy led
the PLEDGE OF ALLEGIANCE
3. APPROVAL OF AGENDA - Mayor Fleming asked if there were any additions or deletions necessary for the agenda. The City Clerk explained that the title of the ordinance on Item 8b had been omitted on the agenda, however reference to the ordinance was reflected in the recommended action section on the agenda and on the accompanying staff report. She asked that the City Council add it to the agenda with a 4/5th vote. Council member Clancy, seconded by Council member Slade, made a motion “ to approve the agenda as amended.” Motion unanimously approved.
4. APPROVAL OF MINUTES - Council member Slade, seconded by Council member Clancy, moved “ to approve the minutes of the meeting of 7/13/99 as written.” Motion unanimously approved.
5. PRESENTATIONS - None
6. CONSENT CALENDAR - Mayor Fleming asked if anyone on the Council or in the audience wanted to remove an item from the Consent Calendar for separate discussion. Council member Clancy asked that 6f be removed for separate discussion. Council member Slade, seconded by Vice Mayor Wood, made a motion “ to adopt the resolutions and other Consent Calendar items, except Item 6f which was removed for separate discussion." Motion approved by the following vote:
AYES: Council members Augustine, Clancy, Slade, Vice Mayor Wood and Mayor Fleming
NOES: None
ABSENT: None
A. Resolution No. 1999-89 - RESOLUTION ACCEPTING PUBLIC IMPROVEMENTS AND AUTHORIZING FINAL PAYMENT TO CONTRACTOR – WELL FIELD DEVELOPMENT (WELL #15 TEST DRILLING)
B. Resolution No. 1999-90 - RESOLUTION APPROVING FINAL MAP - CRESTGATE COVE UNIT NO. 1 , and Resolution No. 1999-91 - RESOLUTION AUTHORIZING ANNEXATION INTO THE HAWKINS NEIGHBORHOOD PARK MAINTENANCE DISTRICT – CRESTGATE COVE UNIT NO. 1
C. Resolution No. 1999-92 - RESOLUTION OF INTENT TO
ABANDON A PORTION
OF A CLEAR VISION ZONE EASEMENT ON LOT 2, STONEGATE ESTATES UNIT 3
D. Resolution No. 1999-93 - RESOLUTION ESTABLISHING
AGE CRITERIA FOR
SERVICE ON THE VACAVILLE COMMISSION ON AGING
E. AWARD OF CONTRACT – 1999 ASPHALT CONCRETE OVERLAY PROJECT
Item 6f - COMMUNITY OUTREACH PLAN - Council member Clancy asked that this item be tabled and rewritten to better reflect Council’ s direction as discussed at a previous City Council meeting. Mayor Fleming asked for public comment and none was noted. Council member Clancy, seconded by Vice Mayor Wood made a motion “ to table the proposed plan until it could be rewritten according to the wishes of the Council.” Motion unanimously approved.
7. BUSINESS FROM THE FLOOR - Garland Porter read a proclamation signed by Governor Davis celebrating the 9th anniversary of the signing of the Americans with Disability Act and declaring July 26, 1999 as “ ADA” Day in California.
8. PUBLIC HEARINGS
A. RESOLUTION AUTHORIZING THE FORMATION OF UNDERGROUND UTILITY DISTRICT NO. 14 AT WEST MONTE VISTA AVENUE FROM STINSON AVE. TO RAMONA STREET
Director of Public Works Dale Pfeiffer reviewed the staff report for the record. He explained the scope, costs and timeline of the project. Since the project area is in front of Vacaville High School, he explained that the work would be scheduled to prevent disruption at the school as much as possible. Mayor Fleming asked for public comment and none was noted. Council member Clancy, seconded by Council member Slade made a motion “ to adopt the subject resolution.” Resolution No. 1999-94, “ Resolution Authorizing the Formation of Underground Utility District No. 14 at West Monte Vista Avenue from Stinson Avenue to Ramona Street,” was approved by the following vote:
AYES: Council members Augustine, Clancy, Slade, Vice Mayor Wood and Mayor Fleming
NOES: None
ABSENT: None
B. RESOLUTION DECLARING RESULTS OF SPECIAL ELECTION AND DIRECTING RECORDING OF NOTICE OF SPECIAL TAX LIEN – COMMUNITY FACILITIES DISTRICT NO. 6 – THE SARATOGA and first reading of the ORDINANCE OF THE CITY COUNCIL OF THE CITY OF VACAVILLE LEVYING SPECIAL TAXES WITHIN COMMUNITY FACILITIES DISTRICT NO. 6 (THE SARATOGA) OF THE CITY OF VACAVILLE
Assistant City Manager David Van Kirk explained that in order to complete the process to establish the CFD, a resolution declaring the results of the special election and directing recording of the notice for special tax lien must be approved by the City Council. In addition, he noted that the proposed ordinance provides the vehicle for levying the special taxes.
Mayor Fleming opened and closed the public hearing with no comments noted. Council member Clancy,
seconded by Council member Slade made a motion “ to adopt the subject resolution and introduce
the
ordinance.” Motion unanimously approved. Resolution No. 1999-95, “ Resolution
Declaring Results
of Special Election and Directing Recording of Notice of Special Tax Lien – Community Facilities
District No. 6 – The Saratoga,” was approved by the following vote:
AYES: Council members Augustine, Clancy, Slade, Vice Mayor Wood and Mayor Fleming
NOES: None
ABSENT: None
The title of the ordinance, “ Ordinance of the City Council of the City of Vacaville Levying Special Taxes Within Community Facilities District No. 6 (The Saratoga) of the City of Vacaville,” was read by the City Clerk and introduced by Council member Clancy.
9. BUSINESS
A. RESOLUTION INITIATING AMENDMENTS TO THE LAND USE AND DEVELOPMENT CODE RELATED TO PROJECT PROPOSALS
City Planner Larry Emerson reviewed the staff report for the record. He noted that the City has been approached by project proponents with preliminary development requests that cannot be accommodated under the current zoning standards. The proposed amendments to the Land Use and Development Code relate to accommodating agricultural use for a fruit and vegetable stand on a commercially-zoned property, clarifying density bonus standards, and permitting car rental businesses within a commercial service zone.
Mayor Fleming asked for public comment and none was noted. Council member Slade, seconded by
Mayor Fleming made a motion “ to adopt the resolution initiating the Land Use and Development
Code
amendments.” Resolution No. 1999-96, “ Resolution Initiating Amendments to
the Land Use and
Development Code Related to Project Proposals,” was approved by the following vote:
AYES: Council members Augustine, Clancy, Slade, Vice Mayor Wood and Mayor Fleming
NOES: None
ABSENT: None
B. PROCESS FOR CONSIDERATION OF LETTERS OF INTEREST SUBMITTED FOR EXECUTIVE HOUSING
Director of Community Development Ron Rowland stated that letters of interest were received from 17 sources encompassing six geographic areas. He briefly described the proposals and reviewed a tentative schedule for processing, recommending a 30-day extension period for property owners to modify their submittals. He also pointed out that initially the Council had requested potential projects contain no less than 100 acres which they felt would be the minimum acreage needed for a quality executive housing project. He stated that some of the submittals contained less than 100 acres, however with cooperation and agreement with adjacent properties who also submitted letters of interest, a large enough plan could be developed for consideration.
Mayor Fleming suggested a new zoning category called, “ executive housing,” be developed
to set
development standards to be applied at the time of annexation, if applicable. Director Rowland
explained
that there is a “ golf course residential” category that could be broadened to include
golf courses and
comparable amenities. Vice Mayor Wood felt it was premature to change the zoning map. The
City
Attorney advised that having a policy plan or specific plan for an area is the zoning for that area. He
noted that an executive housing project will probably involve a development agreement which is another
contractual agreement that includes standards, terms and conditions of a particular project.
Mayor Fleming asked for public comment. Dick Bradish stated that he lives in the McMurtry Lane
area
and felt that property owners may be more willing to unite once the opportunities and constraints report
is
completed. He stated that some smaller property owners might be worried about the risks and costs
associated with development. There was no further public comment.
Council member Augustine stated that executive housing is a missing element in the City’ s housing
stock. He encouraged a fair and viable process and talked about the need for flexibility to encourage
people to go forward and join other property owners in the endeavor. Council member Slade commented
that this is an important process and should not be rushed, and agreed with the extension. Vice Mayor
Wood agreed with the previous speakers and added that for people who have already submitted their
applications, rather than slow down the momentum, efforts should be made by staff to assist those who
need to join with neighboring properties to meet the Council’ s minimum standards. Council
member
Clancy also supported the time extension.
Council member Clancy, seconded by Vice Mayor Wood made a motion “ to allow property owners
an
additional 30-days to modify executive housing submittals; that staff work with property owners in
submitting proposals that are consistent with the objectives of executive housing and sound planning
principles; adopt the schedule for the process and hold a Council Study Session in late September or
early
October to consider the staff evaluation for the submittals; proceed with the evaluation criteria as
outlined
by staff; to work with people who have submitted proposals containing less than 100-acres but are
contiguous to other properties who have also submitted requests to develop a single project; and to
allow
those who did not submit letters of interest previously, but are adjacent to those who did, to file
a letter of
interest.” Motion unanimously approved.
C. RECOMMENDATIONS FOR THE STRATEGIC PLAN’ S PUBLIC SAFETY COMMUNITY STUDY GROUP
Chief of Police Bob Harrison advised that the Council’ s Strategic Plan places an emphasis on Public Safety, ensuring that the levels of service by Police and Fire operate in a manner that balances the public’ s interests in an efficient and effective deployment of resources. He stated that a project was approved to conduct an assessment of issues that impact the safety of persons who live, work, or play in Vacaville and that it would entail the Council appointment of a citizen’ s committee. Chief Harrison then reviewed the work that would be undertaken by the committee and made suggestions regarding its make-up. He suggested that the committee contain approximately 15 people, with one person appointed by each Council member. He stated that the committee’ s work would take about six months, at which time a report would be prepared for the City Council. The Council could then assess the report with regard to any needed modifications or enhancements to the public safety efforts made by the police, fire, or traffic engineering departments.
Mayor Fleming asked for public comment and none was noted. The City Council discussed the committee
and asked that a representative from one of the Veteran’ s groups and a representative from the
Department of Corrections also be included. It was also suggested that geographic representation
for the
committee also be considered.
Council member Augustine, seconded by Council member Slade made a motion “ to create the
Community Strategic Plan Public Safety Assessment Committee.” Motion unanimously
approved.
D. REVIEW OF CITY TRAVEL, CREDIT CARD USE AND PURCHASING PRACTICES
Finance Manager Ken Campo stated that at its last meeting, the City Council expressed their desire for staff to report on the policies, procedures and controls in place in Vacaville relating to purchasing activities and travel expenses. It was also noted that the Solano Grand Jury issued a report containing several reports of investigations in neighboring communities relating to purchasing and travel activities. Finance Manager Campo briefly reviewed the City’ s policies in these areas and noted that staff has been working on a procedures manual in an effort to compile all these policies in one place. He advised that the City is audited annually and this is an area where some time in spent. Finance Manager explained that the City is currently undergoing an audit that is being performed by Caporicci, Cropper & Larson (CC&L). He stated that the City’ s contract with them provides for up to 20 hours per year of financial audit/consulting work at no additional cost, which would be sufficient for a special report. He further advised that a more comprehensive level of testing or investigation of travel expenses could cost an additional $5,000 to $10,000 depending upon the amount of work requested.
Council member Augustine stated that it would be prudent to audit the City’ s records in an effort
avoid
some of the same problems experienced by neighboring cities. He suggested a random spot check
of
senior managers, as well as the Council and Commissioners. Although City staff audits the travel
expense
forms for proper documentation, he felt the independent opinion of an auditing firm could be beneficial.
He also suggested that short interviews with staff and people within the system to obtain their perspectives
would be appropriate. Council member Augustine requested that the audit cover FY 1997/98. Council
member Clancy also encouraged an independent audit to “ get ahead of the curve” and
make changes in
procedures and controls if findings indicate the need to do so. Council member Slade felt that
Vacaville
citizen’ s funds are being well looked after which she felt would be verified with an audit. Vice
Mayor
Wood inquired about departmental discretion for purchasing vs. a centralized purchasing program; to
which Finance Director Campo responded.
After some discussion, the City Council agreed that the firm of CC&L should provide a special report
regarding travel and purchasing procedures. Pending the findings of CC&L, the Council will
provide
direction if a more detailed investigation is desired. The City Attorney advised that if any Council
member has specific names of companies and/or employees they feel are violating the procedures, that
name should be given directly to the Finance Manager.
10. REPORTS OF CITY MANAGER - None
11. REPORTS OF CITY COUNCIL - The City Council provided
information regarding meetings
attended and upcoming events. Council member Augustine asked that the street markings on Davis
Street, near Brenden Theaters, be reviewed for possible improvements. He also mentioned that during
the
budget meetings, he requested a report on the potential for mounted police patrols, which he felt might
be
beneficial during the upcoming Renaissance Faire. Council member Clancy suggested that the
Renaissance Faire post a deposit or bond in case additional police and fire services are needed.
12. PAYMENT OF CLAIMS - Council member Slade, seconded by Vice Mayor Wood made a motion “ to order the payroll register dated 7/15/99, and check register dated 7/20/99, paid.” Motion unanimously approved.
CLOSED SESSION - None
14. ADJOURNMENT – There being no further business before the
City Council, the regular meeting
was adjourned by Mayor Fleming at 8:45 p.m., July 27, 1999.
Respectfully submitted,
Kathleen M. Andronico
City Clerk