City of Gilroy
STAFF REPORT
Agenda Item Title: Use of City-Owned Property for the Installation and Maintenance of the Highway 152 Tree Row Plaque
and Monument
Meeting Date: March 4, 2024
From: Jimmy Forbis, City Administrator
Department: Community Development
Submitted By: Sharon Goei, Community Development Director Prepared By: Cindy McCormick, Customer Service Manager
STRATEGIC PLAN GOALS Not Applicable
RECOMMENDATION
Approve the request to install the Highway 152 Tree Row Plaque and Monument on City-owned property located at the southwest corner of Hecker Pass Road and Autumn Drive (APN 810-20-038) in the Hecker Pass Special Use District.
EXECUTIVE SUMMARY
The project includes the installation of a single-sided monument and plaque on public property located at the southwest corner of Hecker Pass Road and Autumn Way (APN 810-20-038) in the Hecker Pass Special Use District. The purpose of the plaque is to commemorate the historic significance of the row of deodar cedar trees planted in the early 1930s along a 1.39 mile portion of Hecker Pass Highway (Highway 152) in Gilroy.
BACKGROUND
Planning Commission Recommendation: On February 1, 2024, the Planning Commission recommended approval of the requested installation of the historic plaque and monument, as proposed.
Historical Background: The City of Gilroy experienced rapid growth between 1910 and 1930. The building boom prompted locals to focus on town beautification as part of its
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Request to Install Highway 152 Tree Row Plaque/Monument City of Gilroy City Council Page 2 of 4 March 4, 2024 1 5 planning. Leisure travel by automobile was also just beginning to be popular in the late 1920s and early 1930s and the highway beautification social movement was at its infancy in 1930. Gilroy decided to beautify its western entrance by planting deodara cedar trees, a popular tree at the time that was suited to the California climate, and planted in towns to beautify city blocks and roadways. Community involvement became a part of Gilroy’s improvement efforts, and events such as Arbor Day were used to gather public participation in local beautification projects. Spearheaded by the Rotary Club along with other civic organizations, local Rotarians, Boy Scouts, Camp Fire Girls, and school children of all ages helped plant 75 cedar trees along the newly constructed highway that ran west of town to celebrate the first Arbor Day in Gilroy in 1930. An additional 65 trees were planted the following Arbor Day in 1931. Over time, some of the trees were lost and replaced. For example, in 2007, it was reported that there were 115 deodar cedar trees and 20 oak trees within the 1.39 mile long row, and another 30 deodar cedar trees across the street. The attached National Register of Historic Places registration form provides additional background on the history of the tree planting.
National Register of Historic Places: When Caltrans needed to replace the bridge over Uvas Creek just east of Gilroy Gardens (~ 2004) they considered two options, one north and one south of the bridge that existed at that time. The southern option would have eliminated half a mile of the cedar trees. However, after researching the history of the tree row, the Caltrans historian determined that the trees qualified for the National Register of Historic Places. Using the research of the Caltrans historian, the Gilroy Historical Society submitted an application through the State Office of Historic Preservation, which was approved by the National Park Service in July 2007. As provided in the certified registration form, the trees qualified for designation under criterion A (Property is associated with events that have made a significant contribution to the broad patterns of our history) “in the area of social history at the local level of significance.”
ANALYSIS
Monument and Plaque Design: The Gilroy Historical Society has partnered with the Mountain Charlie Chapter of E Clampus Vitus (“Clampers”) to design, purchase, erect, and maintain the monument and plaque. The proposed plaque was designed by the Clampers, while the Gilroy Historical Society wrote the text. As illustrated in the embedded graphic on the following page, the sign identifies the historic tree row as being on the National Register and provides a brief history of its significance. The concrete monument would be approximately 48” tall and 30” wide, while the bronze plaque will be 20” x 30”.
The monument would be similar in style to the San Ysidro School monument, illustrated in the embedded photo on the following page. The San Ysidro School monument (dedicated June 11, 1994), recognizes the school as “the oldest school in continuous operation on the same site in Southern Santa Clara County.” Additional information is documented on the Mountain Charlie Clampers chapter website http://www.mountaincharlie1850.org/plaquemenu.html
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Request to Install Highway 152 Tree Row Plaque/Monument City of Gilroy City Council Page 3 of 4 March 4, 2024 1 5 Location: Since 2007, the Gilroy Historical Society has been trying to find a location for a commemorative sign that would be visible to both motorists and pedestrians. The proposed location was chosen by the Historical Society because of its visibility from the recreational path and the roundabout, and its proximity to the historic Ousley Homestead, which dates back to 1872. The Gilroy Historical Society also considers this location as contributing to the City Council’s vision of Gilroy becoming a recreation destination. The proposed location was reviewed by both Caltrans and the City’s Public Works Engineering Division. As a condition of approval, the monument sign shall be installed 60 feet back from the intersection of the pedestrian trail and Autumn Way, and a minimum three (3) feet from the edge of the trail pavement. The proposed location is roughly illustrated in the embedded image.
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Request to Install Highway 152 Tree Row Plaque/Monument City of Gilroy City Council Page 4 of 4 March 4, 2024 1 5 ALTERNATIVES
The City Council could deny the request or direct the applicant to find an alternative location.
FISCAL IMPACT/FUNDING SOURCE
The Gilroy Historical Society has partnered with the Mountain Charlie Chapter of E Clampus Vitus (“Clampers”) to design, purchase, erect, and maintain the monument and plaque. Other than City staff review and processing of the application, there is no anticipated fiscal impact.
PUBLIC OUTREACH
The City Council public hearing packets are available through the City's webpage.
NEXT STEPS
The applicant will need to apply for an encroachment permit from the Gilroy Public Works Department.
Attachments:
1. Draft Resolution and Conditions of Approval
2. National Register Form and Approval
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RESOLUTION NO. 2024-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY
APPROVING THE USE OF CITY OWNED PROPERTY FOR THE
INSTALLATION AND MAINTENANCE OF THE HIGHWAY 152
TREE ROW PLAQUE AND MONUMENT AS A TRIBUTE TO THE
HISTORICAL DEODAR CEDAR TREES ON HIGHWAY 152
WHEREAS, the City of Gilroy (“City”) owns certain property located at the southwest corner of Hecker Pass Highway and Autum Drive in the City (APN 810-20-038) (the “Property”); and,
WHEREAS, the residents of Gilroy planted 75 cedar trees along the Hecker Pass Highway (“Highway 152”) on the western edge of town to celebrate the first Arbor Day in Gilroy in 1930 and an additional 65 trees along the same 1.39 mile stretch of Highway the following Arbor Day in 1931;
WHEREAS, the Gilroy Historical Society submitted an application through the State Office of Historic Preservation, nominating the row of trees as a historical resource; WHEREAS, in 2007, the National Park Service entered the property into the National Register, certifying that the nomination met the criteria for local historic designation under criterion A (Property is associated with events that have made a significant contribution to the broad patterns of our history) “in the area of social history at the local level of significance”; WHEREAS, the Gilroy Historical Society has requested that the City of Gilroy approve the installation of a commemorative “Highway 152 Tree Row” plaque and monument on the property in recognition of the historic significance of the Highway 152 Tree Row; WHEREAS, the Gilroy Historical Society has partnered with the Mountain Charlie Chapter of E Clampus Vitus to design, purchase, erect, and maintain the Highway 152 Tree Row plaque and monument;
WHEREAS, the Highway 152 Tree Row Plaque will contain a message (the “Message”) that commemorates the historical significance of the row of deodar cedar trees planted in the early 1930s along a 1.39 mile portion of Hecker Pass Highway in Gilroy; WHEREAS, it is fitting and appropriate to recognize the row of trees on the Property since they are associated with events that have made a significant contribution to Gilroy’s social history;
WHEREAS, the installation and maintenance of the Highway 152 Tree Row Plaque will be contingent upon and subject to the issuance of an encroachment permit (the “Permit”) containing reasonable conditions to the satisfaction of the City Administrator, which conditions will include, among others, provisions related to the term of the Permit and maintenance and removal obligations for the Highway 152 Tree Row Plaque and associated landscaping; WHEREAS, the project has been determined to be exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines Section 15303 which
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Resolution No. 2024-XX
Installation of plaque and monument on City owned property City Council Regular Meeting | March 4, 2023
applies to projects involving “new construction” of small projects; WHEREAS, on February 1, 2024, the Planning Commission held a public meeting on the project, at which time the Planning Commission received and considered the staff report and all evidence received on the project, including written and oral public testimony; and WHEREAS, on February 1, 2024, the Planning Commission recommended that the City Council approve the application to install the Highway 152 Tree Row Plaque and Monument on the subject property; and
WHEREAS, on March 4, 2024, the City Council held a public meeting on the project, at which time the Council received and considered the staff report as well as all evidence received including written and oral public testimony related to the project; and WHEREAS, the location and custodian of the documents or other materials which constitute the record of proceedings on this project is the Community Development Department, Planning Division.
NOW, THEREFORE, BE IT RESOLVED that the City of Gilroy City Council hereby makes the following determinations:
1. The City Council hereby approves of the installation and maintenance of the Highway 152 Tree Row Plaque consistent with this resolution.
2. It is appropriate and fitting to allow the Property to be used to demonstrate the City Council’s support for the historical significance of the row of deodar cedar trees on Highway 152.
3. The City Council accepts the Message and the placement of the Highway 152 Tree Row Plaque as government speech.
4. The City Administrator is authorized to determine the conditions of the Permit and to issue such Permit consistent with this Resolution.
PASSED AND ADOPTED this 4th day of March 2023 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
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Resolution No. 2024-XX
Installation of plaque and monument on City owned property City Council Regular Meeting | March 4, 2023
APPROVED:
______________________________
Marie Blankley, Mayor
ATTEST:
Beth Minor, Interim City Clerk
CERTIFICATE OF THE CLERK
I, BETH MINOR, Interim City Clerk of the City of Gilroy, do hereby certify that the attached Resolution No. 2024-XX is an original resolution, or true and correct copy of a City Resolution, duly adopted by the Council of the City of Gilroy at a Regular Meeting of said held on Council held Monday, Date, with a quorum present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of the City of Gilroy this Date.
____________________________________
Beth Minor
Interim City Clerk of the City of Gilroy
(Seal)
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Resolution No. 2024-XX
Installation of plaque and monument on City owned property City Council Regular Meeting | March 4, 2023
ATTACHMENT A
CONDITIONS OF APPROVAL
1. ENCROACHMENT PERMIT – The applicant must obtain an encroachment permit and associated requirements for all work to be done in the City's right-of-way or City easement. This encroachment permit shall be obtained prior to any work being done in the City's right-of-way and prior to issuance of a building permit. All existing public utilities shall be protected in place and if necessary, relocated as approved by the Public Works Engineering Division. No permanent structures are permitted within the City right-of-way, or within any City easement unless otherwise approved by the Public Works Engineering Division.
2. LOCATION OF IMPROVEMENTS – Subject to approval of the Public Works Engineering Division, the monument sign shall be installed 60 feet back from the intersection of the pedestrian trail and Autumn Way, and a minimum three (3) feet from the edge of the trail pavement.
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City of Gilroy
STAFF REPORT
Agenda Item Title: Appointment of City Representative for County of Santa Clara Housing and Community Development
Advisory Committee
Meeting Date: March 4, 2024
From: Jimmy Forbis, City Administrator
Department: Community Development
Submitted By: Sharon Goei, Community Development Director Prepared By: Sharon Goei, Community Development Director STRATEGIC PLAN GOALS Promote Safe Affordable Housing for All
RECOMMENDATION
Appoint a member and an alternate member of the City Council to serve on the County of Santa Clara Housing and Community Development Advisory Committee.
EXECUTIVE SUMMARY
In 2014, the City of Gilroy entered into the Santa Clara County HOME Investment Partnerships Program (HOME Program) Consortium with the City of Cupertino, City of Palo Alto, and the County of Santa Clara. In 2018, the County of Santa Clara added the HOME Consortia members to the membership of the Housing and Community Development Advisory Committee (HCDAC). Staff recommends that City Council appoint one member and an alternate member of the City Council to serve on the HCDAC.
BACKGROUND
HOME Investment Partnerships Program (HOME Program) Consortium The HOME Program is a federal program that provides grants to states, metropolitan cities, urban counites, and consortia of local governments for new construction, acquisition, and rehabilitation of affordable housing. HOME is designed to provide
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Appointment of City Representative for County of Santa Clara Housing and Community Development Advisory Committee
City of Gilroy City Council Page 2 of 3 March 4, 2024 1 5 affordable housing to low-income households. For local governments that would not otherwise qualify for funding, forming a consortium is a way for a local government to join with other contiguous units of local government to directly participate in the HOME program. In 2014, the City Council authorized the City of Gilroy to enter into the Santa Clara County HOME Consortium with the City of Cupertino, City of Palo Alto, and the County of Santa Clara. This enabled the City of Gilroy to participate in the HOME program. Santa Clara County serves as the representative of the consortium, acting in a representative capacity for all members and assuming and maintaining responsibility to carry out the program on members’ behalf.
ANALYSIS
County of Santa Clara Housing and Community Development Advisory Committee (HCDAC)
The Santa Clara County HCDAC for the Urban County is a policy recommending body to the Board of Supervisors on planning and implementation of the Housing and Community Development Program for the Office of Supportive Housing. The HCDAC develops recommendations for the Urban County Community Development Block Grant (CDBG) program and HOME Consortia.
In 2018, the County amended the bylaws for the HCDAC to make technical updates and to reflect the updated composition of the HCDAC. A copy of the HCDAC bylaws is attached to this staff report. The bylaw amendments included the following:
- Added the HOME Consortia members.
- Updated the HCDAC membership by adding one member and an alternate member of the City Council from each of the HOME Consortia members.
The resulting HCDAC consists of nine (9) members as follows:
- One member of the County of Santa Clara Board of Supervisors, who will serve as Chairperson of the HCDAC, to be appointed by the President of the Board of Supervisors.
- One member of the City Council from each of the non-entitlement cities participating in the Urban County CDBG program, consisting of five (5) members from the cities of Campbell, Los Altos, Morgan Hill, Saratoga, and the Town of Los Gatos, appointed by the City/Town Council of that city/town. - One member of the City Council from each of the jurisdictions participating in the HOME Consortia, consisting of three (3) members from the cities of Cupertino, Gilroy, and Palo Alto, appointed by the City Council of that city.
The HCDAC bylaws state that each member shall have a term of one year and until a successor is appointed.
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Appointment of City Representative for County of Santa Clara Housing and Community Development Advisory Committee
City of Gilroy City Council Page 3 of 3 March 4, 2024 1 5 The HCDAC bylaws also state that a regular meeting will normally be held approximately five times a year at the County Government Center on Hedding Street in San Jose at 6:15 PM. According to County staff, the HCDAC has been meeting approximately once per year. The Committee did not meet in 2023 and it is expected that they will convene one meeting per year.
To research the HCDAC, City staff had numerous communications and meetings with County staff. It appears that there are no records of Gilroy having a City representative on the HCDAC. According to County staff, it is expected that the HCDAC will convene one meeting in 2024. Members of the HCDAC may determine if additional meetings are needed. As a possible HCDAC meeting is being scheduled for spring 2024, staff recommends that the City Council appoint a member of the City Council to serve on the HCDAC, as well as an alternate member that may attend and vote when the member is unable to attend a meeting.
The following table presents the HCDAC information in the same format as the 2024 Councilmember appointments to regional and local Boards and Committees approved at the December 11, 2023, City Council meeting.
Santa Clara County Housing and Community Development Advisory Committee (HCDAC) Member: Pending
Phone Number: (408) 299-5001
Alternate: Pending
The HCDAC advises the County Board of Supervisors regarding the Urban County CDBG and HOME programs.
Meeting
Information:
One meeting estimated for 2024 per County staff | 6:15 PM Santa Clara County Board of Supervisors Chambers
70 W. Hedding Street, San Jose, CA 95110
FISCAL IMPACT/FUNDING SOURCE
There is no fiscal impact associated with the recommended action.
NEXT STEPS
After City representatives for the HCDAC are appointed, staff will notify County staff.
The next steps will involve the County staff organizing the HCDAC roster and scheduling a HCDAC meeting.
Attachments:
1. HCDAC Bylaws
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Section III - Relationship to the Board of Supervisors
The Board of Supervisors is the legal recipient of funds from the U.S. Department of Housing and Urban Development (HUD) for the CDBG and HOME programs.
The Board of Supervisors will consider all recommendations submitted by the HCDAC regarding the HCD program.
The HCDAC will submit recommendations to the Board of Supervisors on all matters dealing with planning, funding, monitoring, and evaluation of the HCD program.
ARTICLE III _ MEMBERSHIP
Section I - Membership
Membership on the HCDAC consists of nine members as follows:
a. One member of the County of Santa Clara Board of Supervisors, who will serve as Chairperson of the HCDAC, to be appointed by the President of the Board of Supervisors.
b. One member of the City Council from each of the non-entitlement cities participating in the Urban County CDBG and HOME programs, consisting of five members from the cities of Campbell, Los Altos, Town of Los Gatos, Morgan Hill, and Saratoga, appointed by the City Council of that city.
c. One member of the City Council from each of the jurisdictions participating in the HOME Consortia, consisting of three members from the cities of Cupertino, Gilroy, and Palo Alto appointed by the City Council of that city. d. Each member shall have a designated alternate who shall be appointed by the member's jurisdiction in the same manner the member is appointed. A member's designated alternate may attend and vote when the member is unable to attend a meeting.
Section II - Term
a) Term of membership is effective from the day of appointment to the HCDAC. b) Each member shall have a term of one year and until his or her successor is appointed. c) There is no limit on the number of consecutive terms a member may serve. d) The term of an elected official will automatically terminate upon leaving the elective office.
e) Upon appointment, each member and alternate shall take the Oath of Office. A certified copy of the Oath shall be filed with the Clerk of the Board of Supervisors.
Housing and Community Development
Advisory Committee Bylaws
Page2 of9 June 2018
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Section III - Attendance
a) Any member not in attendance at three (3) consecutive meetings, unless excused by the majority of the HCDAC members, may be removed from the HCDAC with a request to the appointing jurisdiction to appoint a replacement.
b) An altemate may not represent a member for more than three (3) consecutive meetings without prior approval of the majority of HCDAC.
Section IV - Replacement of a member
In the event thal amember wishes to resign from the HCDAC or is recalled by the appointing authority, the appointing jurisdiction shall be requested to appoint a new member. A resignation by a member shall be in writing and shall be filed with the Clerk of the Board of Supervisors and the Chairperson of the HCDAC.
ARTICLE IV _ OFFICERS
Section I - Officers
The officers of this organization will be:
a) Chairperson
b) Vice-Chairperson
The Chairperson and Vice-Chairperson will be regular voting members of the HCDAC.
Section II - Chairperson
The permanent Chairperson will be the appointed Supervisor from the County of Santa Clara Board of Supervisors.
Section III - Vice-Chairperson
The Vice-Chairperson will be elected at the first meeting of the fiscal year (July 1 - June 30) and will serve a 12-month term of office.
Section IV - Nominations
Nominations for the Vice-Chairperson will come from the members of the HCDAC.
Nominations may be submitted from one month prior to the meeting date on which the election is to be held, up to and including the day of the election.
Section V - Term
There is no limit on the number of consecutive terms the Vice-Chairperson may serve.
Housing and Community Development
Advisory Committee Bylaws
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Section VI - Chairperson Vacancv
In the case that the Chairperson's seat is vacated, as through resignation, death, or leaving elective office, a new Chairperson will be appointed by the President of the Board of Supervisors. The Vice-Chairperson will stand in for the Chairperson until the new Chairperson is appointed.
Section VII - Vice airnerson Vacancv
In the case that the Vice-Chairperson's seat is vacated, as through resignation, death, or leaving elective office, a special election of the HCDAC will be held at the earliest meeting at which such election is practicable. At the time of the election, nominations from the HCDAC membership may be submitted. Such election shall be for the unexpired term of the office.
ARTICLE V _ DUTIES OF OFFICERS
Section I -
of Chairnerson
The Chairperson will
a) Preside at meetings of the HCDAC.
b) Appoint subcommittees as required, subject to confirmation by the membership. c) Coordinate the work and recommendations of the HCDAC. d) Prepare work and recommendation reports for presentation to the Board of Supervisors. e) Perform other duties customarily performed by a Chairperson.
Duties of the Chairperson can be delegated by the Chairperson to other members of the HCDAC.
Section II - Duties of the Vice-Chairperson
The Vice-Chairperson will:
a) Upon temporary absence or incapacity of the Chairperson, serve as Chairperson. b) Assist the Chairperson in serving as liaison to the Board of Supervisors.
ARTICLE VI - SECRETARY SUPPORT
Section I - Secretarv
The Clerk of the Board of Supervisors shall be ex-officio secretary of the HCDAC and shall be responsible for providing secretarial assistance to the HCDAC, such as preparation of HCDAC agendas, attendance at meetings, preparation of minutes, meeting room support, and maintenance of HCDAC records. However, the Clerk of the Board of Supervisors does not provide secretarial assistance to any subcommittees of the HCDAC.
Housing and Community Development
Advisory Committee Bylaws
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ARTICLE VII - MEETINGS
Section I - Regular Meetines
Meetings of the HCDAC shall be properly noticed in accordance with the Ralph M. Brown Act (Government Code section 54950 et seq.) and the County Open Govemment Ordinance (Division Al7). One regular meeting of the HCDAC will normally be held approximately five times ayear, at the County Govemment Center, at 6:15 p.m. Each year the HCDAC shall approve its schedule of regular meeting dates prior to the first meeting of the calendar year. The schedule of regular meeting dates can be amended, with the Chairperson's approval, by a majorityvote of the HCDAC members.
Section II - Special Meetinss
Special meetings of the HCDAC may be called by the Chairperson, with the provision that written notice is given to all members at least seven days prior to the meeting.
Section III - Ouorum
A quorum of the HCDAC is a majority of its membership seats, whether filled or vacant (5 of 9) A member who abstains from an item is counted to determine whether a quorum exists.
However a member who is disqualified from participating and recuses from an item due to a conflict of interest is not counted toward the quorum for that itern.
ARTICLE VIII - VOTING PROCEDURES
Section I
At the time of voting on any issues before the HCDAC, each member will cast one vote.
Section II
Only members or their authoized alternates who are present may vote. An alternate may only vote when serving in the absence of a member.
Section III
Except as otherwise provided herein, a motion passes only when a majority of the membership seats (5 of 9) votes in support of the motion.
In compliance with Government Code section 54953(c)(2) of the Ralph M. Brown Act, the HCDAC shall publicly report any action taken and the vote or abstention on that action of each member present for the action. Items cannot be approved by consensus.
Housing and Community Development
Advisory Committee Bylaws
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ARTICLE IX - GENERAL RULES OF PROCEDURE
Section I
No member or officer of the HCDAC will issue any public statement which purports to be an official opinion or stand of the HCDAC unless such statement has been authoizedby a majority vote in a meeting at which a quorum is present, subject to any applicable requirements of the Board of Supervisors' Policy Manual.
Section II
Except as provided in these bylaws or to comply with state or county law or policy, Roberts Rules of Order will be used in the conduct of all meetings.
ARTICLE X _ PUBLIC PARTICIPATION
Section I
All meetings of the HCDAC and any subcommittees subject to the Ralph M. Brown Act are open to the public.
Section II
Agenda and minutes of all meetings of the HCDAC will be made available to the public on the County of Santa Clara's website and upon request at the Office of the Clerk of the Board of Supervisors. Reports will be made available to the public at the same time they are available to the HCDAC. Copies for public review will be available in the Office of the Clerk of the Board of Supervisors located at 70 West Hedding Street, 1Oth floor, East Wing, San Jose 95110. Interested persons may request to be placed on the notification list for HCDAC minutes and agendas.
ARTICLE XI _ SUBCOMMITTEES
Section I - Creation of Subcommittees Generallv
The HCDAC may establish standing and ad hoc subcommittees, as prescribed in these bylaws and the County of Santa Clara Boards and Commissions Handbook, to assist in furthering the purposes of the HCDAC.
Any subcommittee will have the duties provided by its mandate, but will not have the power to exercise the authority of the HCDAC or to bind the HCDAC. Subcommittees report their recommendations to the full HCDAC for consideration.
Subcommittees may be composed of members from the HCDAC as well as individuals not on the HCDAC. However, a subcommittee may not include a quorum of the entire HCDAC membership.
Housing and Community Development
Advisory Committee Bylaws
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In creating any subcommittee, the HCDAC will:
l. Define the purpose and scope of the subcommittee's charge;
2. Identify if the subcommittee will have an ongoing role in a particular subject arealissue or if the subcommittee is being created for a limited duration to address a single issue/purpose;
3. Only set a meeting schedule if the subcommittee is to be subject to the Brown Act;
4. Define the membership of the subcommittee;
5. Document the creation of the subcommittee in the HCDAC's minutes;
6. If the subcommittee is subject to the Brown Act, immediately notify the Clerk of the Board's Records Unit; and
7. If the subcommittee is to be a standing subcommittee, update the bylaws for approval by the Board of Supervisors.
Section II - Creation of Standing Subcommittees
A standing subcommittee has a continuing subject matter it oversees or a meeting schedule fixed by formal action.
A standing subcommittee may be created following majority approval of the HCDAC and designation in the HCDAC's bylaws, approved by the Board of Supervisors. A majority is defined as a majority of the entire HCDAC membership seats.
The Chairperson of the HCDAC shall appoint a chair and members to each subcommittee subject to confirmation by the HCDAC.
All standing subcommittees are subject to the Brown Act and must be properly noticed, open to the public, and have a quorum of the subcommittee membership present to transact business.
Each standing subcommittee is required to prepare an agenda for each meeting and ensure the agenda is properly posted. Minutes (in summary form) of each subcommittee meeting shall be prepared and shall include a record of attendance of the members and the vote taken on each matter. Copies of the minutes shall be submitted to the next meeting of the subcommittee for approval.
Section III - Standine Subcommittees of the HCDAC
The HCDAC has no standing subcommittees.
Section IV - Creation of Ad Hoc Subcommittees
An ad hoc subcommittee may be established by the HCDAC, as the need arises, to carry out a specific task for a limited duration.
An ad hoc subcommittee may be created following majority approval of the HCDAC. A majority is defined as a majority of the entire HCDAC membership seats.
Housing and Community Development
Advisory Committee Bylaws
PageT of9 June 2018
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The Chairperson of the HCDAC shall appoint a chair and members to each subcommittee subject to confirmation by the HCDAC.
If an ad hoc subcommittee includes as a member one or more individuals who is not a member of the HCDAC, the ad hoc subcommittee is subject to the Ralph M. Brown Act. For ad hoc subcommittees subject to the Brown Act, meetings must be properly noticed, open to the public, and have a quorum of the subcommittee membership present to transact business. Each ad hoc subcommittee that is subject to the Brown Act is required to prepare an agenda for each meeting, ensure the agenda is properly posted. Minutes (in summary form) of each subcommittee meeting shall be prepared and shall include a record of attendance of the members and the vote taken on each matter. Copies of the minutes shall be submitted to the next meeting of the subcommittee for approval.
Section V - Disbandins Ad Hoc Suhcommittees
The HCDAC shall agendize the disbanding of an ad hoc subcommittee when the subcommittee's specific task is completed. The disbanding of the ad hoc subcommittee shall be noted in the HCDAC's meeting minutes.
ARTICLE XII _ CONFLICTS OF INTEREST
Section I
Members of the HCDAC shall comply with the requirements of all applicable federal, state, and local laws and regulations relating to conflicts of interest, including, without limitation, Califomia Government Code section 1090, et seq., the California Political Reform Act (California Govemment Code section 87100 et seq.), and the regulations of the Fair Political Practices Commission concerning disclosure and disqualification (2 California Code of Regulations section 18700 et seq.).
Generally, if a member is disqualified from participating in a decision because of a conflict of interest, the member must (1) publicly recuse him or herself and announce the source of the conflict of interest, (2) leave the room during any discussion or deliberations on the matter in question, and (3) not participate in the decision or be counted for purposes of a quorum.
ARTICLE XIII _ TRAININGS
Section I - AB 1234 Ethics Trainine
Each member must receive training in public service ethics laws and principles within 12 months of assuming membership on HCDAC and every two years thereafter. If a member has already received the training prior to assuming mernbership, the member may submit proof of his/her last training completion. The signed certification of completion must be sent to the Clerk of the Board as soon as practicable upon completion of the training.
Housing and Community Development
Advisory Committee Bylaws
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Section II - AB l66L Sexual Harassment Prevention Training Each member must receive training regarding the federal and state statutory provrsrons concerning the prohibition against, and the prevention and correction of, sexual harassment and the remedies available to victims of sexual harassment in employment within six months of assuming office on HCDAC and every two years thereafter. If a member has already received the training prior to assuming membership, the member may submit proof of his/her last training completion. The certification of completion must be sent to the Clerk of the Board as soon as practicable upon completion of the training.
ARTICLE IV - APPROVAL AND AMMENDMENTS
Section I
All amendments to these bylaws must be approved by the HCDAC mernbership and the Board of Supervisors, following approval as to form and legality by County Counsel.
Approved as to Form and Legality
Lead Deputy County Counsel
Bylaws of the HCD Council Committee were approved by the Board of Supervisors on November 19,1979.
Prior amendments to bylaws approved by the Board of Supervisors:
0U09190
0s/22/07
1785606
Housing and Community Development
Advisory Committee Bylaws
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City of Gilroy
STAFF REPORT
Agenda Item Title: Santa Teresa Fire Station Operational and Financial Plan and Adoption of a Resolution Amending the
Fiscal Year 2024 Operating Budget by $350,000 for
Fire Department Overtime
Meeting Date: March 4, 2024
From: Jimmy Forbis, City Administrator
Department: Administration
Submitted By: Jimmy Forbis, City Administrator
Prepared By: Jimmy Forbis, City Administrator
STRATEGIC PLAN GOALS Ensure Neighborhood Equity from City Services
RECOMMENDATION
a) Receive report and provide feedback/direction as necessary. b) Adopt a resolution amending the operating budget for the Fire Department’s overtime budget for Fiscal Year 2024 by $350,000 and transferring $200,000 from the Capital Projects fund allocated to the modular fire station to the General Fund for Fire overtime expenditures.
EXECUTIVE SUMMARY
Since 2000, the City of Gilroy and its Fire Department have identified the need and commenced planning efforts for a fourth fire station to serve those within the Santa Teresa Fire District (STR District). The City has had plans to slowly build up staffing to meet the need, but external factors (the 2008/2009 recession, COVID-19 Pandemic, and slow recovery from each) had greatly limited the resources available to staff the fourth station. Despite the recovery from these factors, the challenges have been compounded with workplace injury leaves, employee turnover, and the subsequent requirement for overtime to meet the operational needs of the entire Department.
These long-term leaves of absence, high sick leave usage, and the increasing need for overtime to staff the three permanent stations and the interim STR District station have
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Santa Teresa Fire Station Operational and Financial Plan City of Gilroy City Council Page 2 of 5 March 4, 2024 1 5 resulted in cost overruns for overtime and continued an increasing level of strain on Fire staffing and resources.
At this point, given the number of deployable firefighters, the only way to staff the Santa Teresa Fire Station is through the use of mandatory overtime – a practice that is not sustainable and has proven ineffective.
Staff is presenting a plan to address the unsustainable overtime demand and cumulative strain being placed on our firefighting staff to cover shifts. This plan includes the establishment (and public disclosure) of criteria and conditions in which the STR District interim station will be in operation.
Furthermore, Staff is recommending to Council to adopt a budget amendment increasing the Fire overtime budget.
BACKGROUND
Recently, the issue of Fire Department staffing, particularly at the Santa Teresa Fire District (STR District), has been a matter of discussion and concern for residents, the Firefighters labor bargaining group, City staff, and the City Council.
The City has a permanent fire station in the STR District planned and has incorporated the construction of it into a development agreement with the Glen Loma Development Corporation. The timeframe for the construction and activation of the new fire station has not been met and thus, the City implemented an interim fire station for the STR District at the TEEC building at Christmas Hill Park in 2020.
Staffing of this station has been structured based on a previous concept model that included the City hiring additional firefighters dedicated to the STR Station. As reported in the staff report for the November 20, 2023 agenda report on this subject, the criteria includes an assessment of the availability of deployable personnel on regular shifts plus capacity for overtime shifts to cover vacancies.
In the same report, it was identified that there were five firefighters out on injury/illness leave which significantly impacted the number of deployable firefighters. Since then, more firefighters have been placed on long-term injury leave, sick leave usage has tripled and resulted in staffing the STR primarily on overtime, causing budgetary overages that are not financially sustainable.
ANALYSIS
At this time, overtime is anticipated to exceed the Fiscal Year 2024 budgeted level by an estimated $350,000. The high levels of sick leave are resulting, in part, from the high amount of overtime being asked of the firefighting staff. This overtime being requested is to fill vacant shift positions and maximize the operating hours of the STR District interim station. The issue is cyclical in nature, as more overtime is needed, the more tired and worn out the remaining employees become, resulting in the increased use of
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Santa Teresa Fire Station Operational and Financial Plan City of Gilroy City Council Page 3 of 5 March 4, 2024 1 5 sick leave by those working significant hours. This cycle is not sustainable and the wellbeing of the employees who are working significant amounts of overtime is put at risk.
Given that the amount of available resources for overtime is finite, including both staff resources and financial resources, and the high level of demand is not sustainable even in the near-term, staff is implementing changes to the approach for operating the STR District interim station.
The STR District interim station will be open and operated when certain criteria are met.
This change will result in the interim station being staffed when regular, deployable firefighters are available. The Fire Chief or their designee will determine if upstaffing (and mandatory overtime) is needed based on the following factors:
• Applicable state of emergency declaration (city, county, state, federal, etc.). • Local red flag warning/high wildland fire threat in South County area. • 4th of July to include weekend closest to 4th of July. • Potential flood or other disaster due to a weather event or some other cause. • Public events or gatherings in which there is significant concern for public safety.
If any of these criteria are met and the Fire Chief or designee determines upstaffing is needed, then the interim station will be staffed with available resources (through the use of overtime) - assuming that the City has a sufficient number of deployable firefighters.
To close this financial shortfall in appropriations, staff is bringing before Council the attached resolution for a budget amendment. The amendment proposes to increase the overtime budget in the Fire Department by $350,000. It would also transfer $200,000 appropriated for the modular building for the interim fire station, a structure no longer required, to Fire Department overtime to help offset the impact of the increase on the total General Fund appropriation. The remaining difference of $150,000 would come from the fund balance of the General Fund.
In order to staff the STR station with a full complement the following would need to occur:
1. The number of deployable firefighters be increased.
a. Decreasing the number of firefighters on industrial leave and reducing the amount of sick leave usage.
b. Increasing the number of overall fire personnel by hiring additional firefighters which should increase the number of deployable personnel.
2. Santa Teresa Fire Station cannot be staffed primarily on overtime. a. Regular staffing (not on overtime) serve the station as a part of their regular, permanent assignment.
3. The City identify a dedicated funding source to offset the cost of additional firefighters (that could increase the number of deployable personnel).
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Santa Teresa Fire Station Operational and Financial Plan City of Gilroy City Council Page 4 of 5 March 4, 2024 1 5 a. The City currently does not have adequate resources to increase fire personnel, nor the funds to staff the STR through overtime. City staff will bring forward a recommendation for a ballot measure that would dedicate a portion of sales tax dedicated to increasing public safety services throughout the City.
Lastly, regionalization of Fire/EMS services is a path worth exploring. Due to the shortage of paramedics and the staffing challenges faced by agencies, there may be value in working with our neighboring Fire/EMS agencies (Morgan Hill and South Santa Clara County Fire District) to identify any options for regionalization that make sense for all three agencies. This is a longer-term solution that may better position Gilroy to serve our growing community. As such, the City has inquired with IAFF, Local 2805 if they are willing to have some discussions about this option as the City is currently in a closed labor contract with this union.
ALTERNATIVES
Council may:
1. Modify or reject the proposed budget amendment. Staff does not recommend this, as the financial cost for the increased overtime - if not approved from the proposed modular building cost reduction and General Fund fund balance - must therefore come from other line items, which would impact other departments and services provided by the City.
2. Provide alternative direction to the upstaffing plan for the STR District interim station. Staff does not recommend this approach either. Any increase in upstaffing levels would increase the need for additional use of General Fund fund balance, as well as increased strain on firefighters covering those shifts, and could restart the issues this effort is aimed at resolving.
FISCAL IMPACT/FUNDING SOURCE
The proposed budget amendment would increase Fire Department overtime expenditures by $350,000 and transfer $200,000 from the Capital Projects Fund (Fund 400) to the General Fund (Fund 100) to offset a portion of the additional overtime expenditures, with the remaining $150,000 being appropriated from the General Fund fund balance.
PUBLIC OUTREACH
This agenda item was included on the publicly posted agenda for this meeting.
Additionally, the subject of staffing this station was a matter of discussion at the November 20, 2023, regular meeting of the Gilroy City Council. More public outreach regarding the changes in upstaffing the STR District interim station will be shared through the Communications and Engagement Office’s newsletter.
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Santa Teresa Fire Station Operational and Financial Plan City of Gilroy City Council Page 5 of 5 March 4, 2024 1 5 NEXT STEPS
If the budget amendment is approved, staff will record the transfers and appropriation increase in the City’s financial system. Any other direction issued would be implemented by City staff.
Attachments:
1. Fire overtime budget amendment resolution.
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RESOLUTION NO. 2024-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY
AMENDING THE BUDGET FOR THE CITY OF GILROY FOR
FISCAL YEAR 2023-24 IN THE CAPITAL PROJECTS FUND AND
GENERAL FUND AND APPROPRIATING PROPOSED
EXPENDITURE AMENDMENTS
WHEREAS, the City Administrator prepared and submitted to the City Council a budget for the City of Gilroy for Fiscal Years 2023-24 and 2024-2025, and the City Council carefully examined, considered and adopted the same on June 5, 2023; and WHEREAS, City Staff has prepared and submitted to the City Council a proposed amendment to said budget for Fiscal Year 2023-24 for the City of Gilroy in the staff report dated March 4, 2024 for the Santa Teresa Fire District Operations Plan and Fire Department Overtime; and
WHEREAS, the City Council has carefully examined and considered the same and is satisfied with said budget amendment.
NOW, THEREFORE, BE IT RESOLVED THAT appropriations for Fiscal Year 2023-24 are hereby increased in the General Fund, Fund 100, by $350,000; and NOW, THEREFORE, BE IT FURTHER RESOLVED THAT $200,000 appropriated in the Capital Projects Fund, Fund 400, for the Fire Department modular building be transferred instead to the General Fund, Fund 100, to offset the expenditure increase described above.
PASSED AND ADOPTED this 4th day of March 2024 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
APPROVED:
______________________________
Marie Blankley, Mayor
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Resolution No. 2024-XX
Santa Teresa Fire District Station Staffing and Operation Plan – Fire Department Overtime City Council Regular Meeting | March 4, 2024
ATTEST:
Beth Minor, Interim City Clerk
CERTIFICATE OF THE CLERK
I, BETH MINOR, Interim City Clerk of the City of Gilroy, do hereby certify that the attached Resolution No. 2024-XX is an original resolution, or true and correct copy of a City Resolution, duly adopted by the Council of the City of Gilroy at a Regular Meeting of said held on Council held Monday, March 4, 2024, with a quorum present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of the City of Gilroy this Date.
____________________________________
Beth Minor
Interim City Clerk of the City of Gilroy
(Seal)
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City of Gilroy
Gilroy Public Facilities Financing Authority Regular Meeting Minutes Monday, February 27, 2023 | 6:00 PM
1. OPENING (CITY COUNCIL)
1.1 Call to Order
Meeting was called to order by Mayor Blankley at 6:00 PM.
1.2. Pledge of Allegiance
Council Member Hilton led the Pledge of Allegiance.
1.3. Invocation
There were none.
1.4. City Clerk's Report on Posting the Agenda
City Clerk Pham reported on the posting of the Agenda.
1.5. Roll Call
Attendance Attendee Name
Present Rebeca Armendariz, Council Member
Dion Bracco, Mayor Pro Tempore
Tom Cline, Council Member
Zach Hilton, Council Member
Carol Marques, Council Member
Fred Tovar, Council Member
Marie Blankley, Mayor
1.6. Orders of the Day
Mayor Blankley requested Agenda Item No. 11.1 be held after the consent calendar. There were no objections to the request.
1.7. Employee Introductions
Community Development Director Goei introduce Hazardous Material Inspector David Ayers, Jr. to the Council.
2. CEREMONIAL ITEMS – Proclamations and Awards
2.1. Proclamation – Proclaiming March 2023 as Youth Arts Month Mayor Blankley acknowledged the proclamation.
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3. PRESENTATIONS TO THE COUNCIL
3.1. PUBLIC COMMENT BY MEMBERS OF THE PUBLIC ON ITEMS NOT ON THE
AGENDA BUT WITHIN THE SUBJECT MATTER JURISDICTION OF THE CITY
COUNCIL
Mayor Blankley opened Public Comment.
The following members spoke on items that were not in the agenda:
Jeff Orth provided a status update on the Downtown Business Association meeting with the Spanish speaking community.
Jan Guffey expressed concerns about the freight trains going through the City carrying toxic chemicals.
Joanne Fierro expressed disappointment of the video shown at the January 23, 2023 City Council Regular Meeting as it did not display the City’s diversity.
Ron Kirkish opined about the article from Gilroy Dispatch with regards to Silicon Clean Energy and reiterated that carbon dioxide is not a pollutant.
There being no further speakers, Mayor Blankley closed Public Comment.
4. REPORTS OF COUNCIL MEMBERS
Council Member Bracco had nothing to report.
Council Member Armendariz had nothing to report.
Council Member Marques reported on Gilroy Gardens Board of Directors.
Council Member Hilton reported on VTA Policy Advisory Committee.
Council Member Cline had nothing to report.
Council Member Tovar reported on meetings with community members. He also reminded the public about the Poppy Jasper International Film Festival being held in April 2023 and his second annual Salsa Tasting Contest and Classic Car Show in mid May 2023.
Mayor Blankley reported that City Staff will submit a federal grant application in the amount of $21 million for the construction of the 10th Street Bridge and welcomed the public to submit letters of advocacy. She also reported on the CalTrain Policy Group.
5. COUNCIL CORRESPONDENCE
5.1. Advisory and Request from the California League of Cities for a Resolution Opposing the Taxpayer Protection and Government Accountability Act Ballot Measure
Council acknowledged receipt of the correspondence.
6. FUTURE COUNCIL INITIATED AGENDA ITEMS
There were none.
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7. CONSENT CALENDAR
Mayor Blankley requested for Agenda Item Nos. 7.1 and 7.4 to be pulled out of the Consent Calendar.
Council Member Cline notified the Council he would recuse from voting on Consent Calendar Item No. 7.4 due to a conflict of interest.
MOTION: Approve the Consent Calendar excluding Consent Calendar Item No. 7.1 and 7.4.
RESULT: Pass
MOVER: Fred Tovar, Council Member
SECONDER: Dion Bracco, Mayor Pro Tempore
AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Cline, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
7.1. Approval of the Action Minutes of the February 6, 2023 City Council Regular Meeting
Item was pulled from Consent Calendar.
7.2. Adoption of a Resolution Approving Budget Amendments in Fiscal Year 2022-23 Adding $43,529 from the Board of State and Community Corrections Officer Wellness and Mental Health Grant Program to the Police Department Grants Fund.
A motion was made to adopt the resolution.
RESULT: Pass
Enactment No.: Resolution No. 2023-07
7.3. Resolution of the City Council of the City of Gilroy Declaring Weeds a Nuisance
A motion was made to adopt the resolution.
RESULT: Pass
Enactment No.: Resolution No. 2023-08
7.4. Tentative Map Time Extension Request for Greenfield Subdivision approval to subdivide 8.36 acres into 14 residential lots, and dedication of 3.7 acres to Uvas Creek Preserve, located at the northerly end of Greenfield Drive, APN 808-20-008, Applicant James Suner (TM 16-02)
Item was pulled from Consent Calendar.
7.5. Adopt an Ordinance of the City Council of the City of Gilroy Amending Chapter 19B of the Gilroy City Code Relating to Smoking Pollution Control to Prohibit Smoking at Multi-Family Housing Properties and Public Events Except in Designated Areas
A motion was made to adopt the ordinance.
RESULT: Pass
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Enactment No.: Ordinance No. 2023-02
7.6. Adopt an Ordinance of the City Council of the City of Gilroy Amending Chapter 19C of the Gilroy City Code Relating to Social Host Accountability to Increase the Penalty Amounts and Increase the Period of Time for Issuing Citations
A motion was made to adopt the ordinance.
RESULT: Pass
Enactment No.: Ordinance No. 2023-03
7.7. Claim of Loreen Clark (The City Administrator recommends a "yes" vote under the Consent Calendar shall constitute a denial of the claim).
A motion was made to deny the claim.
RESULT: Pass
ITEMS PULLED FROM CONSENT CALENDAR
7.1. Approval of the Action Minutes of the February 6, 2023 City Council Regular Meeting
Mayor Blankley requested to add additional verbiage in the title of the ordinance of the minutes for further clarification.
Motion: Approve the minutes with additional verbiage for clarification in the title
RESULT: Pass
MOVER: Marie Blankley, Mayor
SECONDER: Fred Tovar, Council Member
AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Cline, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
7.4. Tentative Map Time Extension Request for Greenfield Subdivision approval to subdivide 8.36 acres into 14 residential lots, and dedication of 3.7 acres to Uvas Creek Preserve, located at the northerly end of Greenfield Drive, APN 808-20-008, Applicant James Suner (TM 16-02)
Motion: to approve the Tentative Map Time Extension Request for Greenfield Subdivision approval to subdivide 8.36 acres into 14 residential lots, and dedication of 3.7 acres to Uvas Creek Preserve, located at the northerly end of Greenfield Drive, APN 808-20-008, Applicant James Suner (TM 16-02)
RESULT: Pass
MOVER: Dion Bracco, Mayor Pro Tempore
SECONDER: Rebeca Armendariz, Council Member
AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
RECUSED: Council Member Cline
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Enactment No.: Resolution No. 2023-09
11. INTRODUCTION OF NEW BUSINESS
11.1. Renaming of the Gilroy Senior Center’s Classroom One after Theodore “Ted” Carpenetti
Recreation Manager Henig provided staff presentation and responded to Council Member questions.
Mayor Blankley opened Public Comment.
The following speakers spoke in support of the item:
Barbara Lemal
Albert E. Noble
Joe Carpenetti
There being no further speakers, Mayor Blankley closed public Comment.
MOTION: Approve the renaming the Gilroy Senior Center’s Classroom One after Theodore “Ted” Carpenetti.
RESULT: Pass
MOVER: Fred Tovar, Council Member
SECONDER: Carol Marques, Council Member
AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Cline, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
8. BIDS AND PROPOSALS
8.1. Award a Contract to Itech Solution in the Amount of $134,140 with a project contingency of $13,414 (10%) and Approve a Project Expenditure of $147,554 for Gilroy Sports Park Playground Surface Repair, Project No. 23- PW-276
Public Works Management Analyst Michael Lewis provided staff presentation and responded to Council Member questions.
Mayor Blankley opened Public Comment. There being no further speakers, Mayor Blankley closed public Comment.
There being no further speakers, Mayor Blankley closed Public Comment.
Motion: Award a Contract to Itech Solution in the Amount of $134,140 with a project contingency of $13,414 (10%) and Approve a Project Expenditure of $147,554 for Gilroy Sports Park Playground Surface Repair, Project No. 23-PW-276 and authorize the City Administrator to execute the contract and associated documents.
RESULT: Pass
MOVER: Dion Bracco, Mayor Pro Tempore
SECONDER: Rebeca Armendariz, Council Member
AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Cline, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
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8.2. Approve an Amendment to the Agreement for Services with Alpine Landscapes for Community Facilities District (CFD) Landscape Maintenance Services to Include Trash and Debris Removal, the Annual Cost for the Expanded Service, Extend the Agreement for 18 Months, with a Total Cost of $500,450 for the 18 Month Extension
Public Works Director Jordan provided staff presentation and responded to Council Member questions.
Mayor Blankley opened Public Comment. There being no speakers, Mayor Blankley closed Public Comment.
MOTION: Approve an amendment with Alpine Landscapes to increase the annual contract amount by $26,916 per year to a total amount of $333,633 and extend the term of the existing agreement by 18 months for landscape and maintenance services and authorize the City Administrator to execute the amendment and related documents.
RESULT: Pass
MOVER: Carol Marques, Council Member
SECONDER: Fred Tovar, Council Member
AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Cline, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
8.3. Approve an Amendment to the Agreement for Services with Jensen Landscape Services, LLC for Parks and Landscape Maintenance Services to Include Trash and Debris Removal, the Annual Cost for the Expanded Service, Extend the Agreement for 18 Months, with a Total Cost of $1,541,637 for the 18 Month Extension
Public Works Director Jordan provided staff presentation and responded to Council Member questions.
Mayor Blankley opened Public Comment. There being no speakers, Mayor Blankley closed Public Comment.
Motion: Approve an amendment with Jensen Landscape Services, LLC to increase the annual contract amount by $92,750 to a total annual amount of $1,027,758 and extend the term of the existing agreement by 18 months for landscape and maintenance services and authorize the City Administrator to execute the amendment and related documents.
RESULT: Pass
MOVER: Tom Cline, Council Member
SECONDER: Fred Tovar, Council Member
AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Cline, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
9. PUBLIC HEARING
9.1. Proposed Tentative Map to divide 6955 Camino Arroyo into two parcels (within Gilroy Crossing commercial development), Application No. TM 22-05 DRAFT
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Mayor Blankley asked Council Members to disclose any ex-parte communications. None were disclosed.
Community Development Director Goei provided staff presentation and responded to Council Member questions.
Mayor Blankley open the Public Hearing at 6:53 PM. There being no speakers, Mayor Blankley closed the Public Hearing at 6:53 PM.
MOTION: Determine that the proposed Tentative Map is exempt from further environmental review and qualifies for the State CEQA Guidelines Class 15 Exemption, Minor Land Divisions because the proposed subdivision results in less than four parcels, is in conformance with the City’s General Plan and Zoning, seeks no exceptions or variances, and all services and access to the resulting parcels is available, based on its independent analysis; and adopt a resolution to approve the proposed tentative map to divide the property known as APN 841-70-045 into two separate parcels.
RESULT: Pass
MOVER: Dion Bracco, Mayor Pro Tempore
SECONDER: Rebeca Armendariz, Council Member
AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Cline, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
Enactment No.: Resolution No. 2023-10
10. UNFINISHED BUSINESS
There were none.
11. INTRODUCTION OF NEW BUSINESS - CONTINUED
11.1. Renaming of the Gilroy Senior Center’s Classroom One after Theodore “Ted” Carpenetti
Item was heard after the Consent Calendar.
11.2. Adopt a Resolution Declaring Additional Gilroy Gardens Property as Surplus Pursuant to Government Code Section 54221; find that the Council’s action in doing so is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3)
City Administrator Forbis provided staff presentation and responded to Council Member questions.
Mayor Blankley opened Public Comment. There being no speakers, Mayor Blankley closed public Comment.
MOTION: Adopt a Resolution Declaring Additional Gilroy Gardens Property as Surplus Pursuant to Government Code Section 54221; find that the Council’s action in doing so is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3).
RESULT: Pass
MOVER: Dion Bracco, Mayor Pro Tempore
SECONDER: Tom Cline, Council Member
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AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Cline, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
Enactment No.: Resolution No. 2023-11
11.3. Accept the Annual Comprehensive Financial Report for Fiscal Year-Ended June 30, 2022
Finance Director Sangha provided staff presentation and responded to Council Member questions.
Mayor Blankley opened Public Comment. There being no speakers, Mayor Blankley closed public Comment.
Council accepted the report.
11.4. Report on Illegal Fireworks Administrative Citations Community Development Director Goei provided staff presentation and responded to Council Member questions.
Mayor Blankley opened Public Comment. There being no speakers, Mayor Blankley closed public Comment.
Mayor Blankley expressed support in bringing the item back to Council in a future meeting date. She received unanimous support.
12. ADJOURN TO THE MEETING OF GILROY PUBLIC FACILITIES FINANCING AUTHORITY Mayor Blankley adjourned to the Gilroy Public Facilities Financing Authority at 7:25 PM.
13. OPENING (GILROY PUBLIC FACILITIES FINANCING AUTHORITY)
13.1. Call to Order
The Gilroy Public Facilities Financing Authority Regular Meeting was called to order by Chair Blankley at 7:25 PM.
13.2. Roll Call
Attendance Attendee Name
Present Rebeca Armendariz, Director
Dion Bracco, Vice Chair
Tom Cline, Director
Zach Hilton, Director
Carol Marques, Director
Fred Tovar, Director
Marie Blankley, Chair
14. CONSENT CALENDAR (GILROY PUBLIC FACILITIES FINANCING AUTHORITY) Motion: Approve the Consent Calendar
RESULT: Pass
MOVER: Carol Marques, Director
SECONDER: Fred Tovar, Director
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AYES: Director Armendariz, Director Cline, Director Hilton, Director Marques, Director Tovar, Chair Blankley
ABSENT: Vice Chair Bracco
14.1. Approval of the Action Minutes of the December 5, 2022 Gilroy Public Facilities Financing Authority Regular Meeting
A motion was made to approve the minutes.
15. INTRODUCTION OF NEW BUSINESS (GILROY PUBLIC FACILITIES FINANCING
AUTHORITY)
15.1. Approval of Resolutions Specifying Circumstances Under Which Regular Meetings Will Not Be Held; Designating Certain Officers and Employees as Ex Officio Positions; and Adopting a Budget for Fiscal Year 2023-24 General Counsel/Legal Advisor Faber provided staff presentation and responded to board member questions.
Chair Blankley opened Public Comment. There being no speakers, Chair Blankley closed Public Comment.
Motion: Approve Resolutions Specifying Circumstances Under Which Regular Meetings Will Not Be Held; Designating Certain Officers and Employees as Ex Officio Positions; and Adopting a Budget for Fiscal Year 2023-24
RESULT: Pass
MOVER: Rebeca Armendariz, Director
SECONDER: Carol Marques, Director
AYES: Director Armendariz, Vice Chair Bracco, Director Cline, Director Hilton, Director Marques, Director Tovar, Chair Blankley
Enactment No.: Resolution Nos. GPFFA 2023-01, 2023-02, and 2023-03
16. ADJOURN TO THE MEETING OF GILROY CITY COUNCIL
Chair Blankley adjourned the Gilroy Public Facilities Financing Authority and returned to the Gilroy City Council Regular Meeting at 7:31 PM.
17. CITY ADMINISTRATOR'S REPORTS
17.1. Gilroy Clean Up Program Announcement
City Administrator Forbis provided a brief report and responded to Council Member questions.
18. CITY ATTORNEY'S REPORTS
City Attorney Faber reported on a court case involving City of Arcadia with regards to CEQA.
19. CLOSED SESSION
Mayor Blankley opened Public Comment. There being no speakers, Mayor Blankley closed Public Comment.
The Mayor recessed the City Council at 7:44 PM.
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February 27, 2023 | 6:00 PM Page 10 of 10 Gilroy Public Facilities Financing Authority Regular Meeting Minutes
The Mayor reconvened the Council to Closed Session at 7:53 PM. The motion to stay in Closed Session was unanimous.
19.1. Conference with Negotiator – Collective Bargaining Unit Pursuant to Government Code Section 54957.6, Gilroy City Code Section 17A.11 (4) Collective Bargaining Unit: Gilroy Police Officers Association, Inc., Representing Gilroy Police Officers;
City Negotiators: Jimmy Forbis, City Administrator; LeeAnn McPhillips, Assistant City Administrator/Administrative Services & Human Resources Director;
Anticipated Issue(s) Under Negotiation: Wages, Hours, Benefits, Working Conditions; Memorandum of Understanding: MOU Between City of Gilroy & Gilroy Police Officers
No reportable action.
20. ADJOURN TO OPEN SESSION
Mayor Blankley reported out of Closed Session as shown above.
21. ADJOURNMENT
The meeting was adjourned by Mayor Blankley at 8:01 PM.
I HEREBY CERTIFY that the foregoing minutes were duly and regularly adopted at a regular meeting of the Gilroy Public Facilities Financing Authority of the City of Gilroy. /s/Thai Nam Pham, MMC, CPMC
City Clerk
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Gilroy Public Facilities
Financing Authority
STAFF REPORT
Agenda Item Title: Adoption of a Resolution Setting the Budget for Fiscal Year 2024-25
Meeting Date: March 4, 2024
From: Jimmy Forbis, City Administrator
Department: Treasurer
Submitted By: Harjot Sangha, Treasurer
Prepared By: Harjot Sangha, Treasurer
STRATEGIC PLAN GOALS Develop a Financially Resilient Organization Promote Economic Development Activities
RECOMMENDATION
Staff recommends the Board to adopt a resolution setting the budget for fiscal year 2024-25.
BACKGROUND
The “Joint Exercise of Powers Agreement Gilroy Public Facilities Financing Authority” (as amended, the “Agreement”), creating the Authority, requires that the Board of Directors (“Board”) of the Authority adopt a budget for administrative expenses annually.
The budget is required to include all administrative expenses not included in any bond issue of the Authority.
ANALYSIS
The Authority does not anticipate any administrative revenue or expenses for the Fiscal Year 2024-25. Any administrative expenses related to issuance of the bonds that may be pursued during the fiscal year will be included as part of approval action of such bond issuance by the Board. Therefore, it is recommended that the Board of the Authority adopt an annual budget that anticipates $0 of revenue and $0 of administrative expenses in order to satisfy the Agreement’s requirement. The attached
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Adoption of a Resolution Setting the Budget for Fiscal Year 2024-25 City of Gilroy City Council Page 2 of 2 March 4, 2024
draft resolution adopting a budget for the Authority for the fiscal year 2024-25 reflects this recommendation by the Treasurer of the Authority.
ALTERNATIVES
The Authority may choose not to adopt the resolution. This is not recommended. If the Authority does not adopt the resolution setting the budget for administrative expenses, they will be out of compliance with the Agreement.
FISCAL IMPACT/FUNDING SOURCE
There is no fiscal impact with this action. The recommended action ensures compliance with the JPA agreement.
PUBLIC OUTREACH
This item was included on the publicly posted agenda for this meeting.
Attachments:
1. Draft Resolution – Adopting the Budget for Gilroy Public Facilities Financing Authority for the Fiscal Year 2024-25.
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RESOLUTION NO. 2024-XX
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE GILROY
PUBLIC FACILITIES FINANCING AUTHORITY ADOPTING THE
BUDGET FOR SAID AUTHORITY FOR THE FISCAL YEAR 2024-25
WHEREAS, the Gilroy Public Facilities Financing Authority (“Authority”) was established by the City of Gilroy (“City”) and the Community Development Agency of the City of Gilroy on March 21, 1994, pursuant to a joint powers agreement entitled “Joint Exercise of Powers Agreement Gilroy Public Facilities Financing Authority” (as amended, the “Agreement”) for the purpose, among others, of providing for the financing and refinancing of public capital improvements for the City; and
WHEREAS, the Agreement was amended by the “First Amendment to Joint Powers Agreement” on July 1, 2013, to replace the Community Development Agency of the City of Gilroy with the Industrial Development Authority of the City of Gilroy as a party to the Agreement; and
WHEREAS, Section 3.02 of the Agreement states that the Treasurer of the Authority shall be the depositary for the Authority and have custody of all accounts, funds, and money of the Authority; and
WHEREAS, Section 6.04 of the Agreement states that the Board of Directors (“Board”) shall adopt a budget for administrative expenses annually prior to March 1st of each year; and
WHEREAS, Section 6.04 of the Agreement also states that the annual budget shall include all administrative expenses not included in any bond issue of the Authority; and
WHEREAS, the Treasurer of the Authority anticipates no administrative revenues or expenses for the Fiscal Year 2024-25; and
WHEREAS, the Treasurer of the Authority is proposing that the Board of the Authority adopt a budget for Fiscal Year 2024-25 that provides for anticipated revenue totaling $0 and anticipated administrative expenses totaling $0; and WHEREAS, the said proposed budget for Fiscal Year 2024-25 is now before the Board for adoption and said Board is satisfied with said budget.
NOW, THEREFORE, BE IT RESOLVED that each of the foregoing recitals is true and correct.
BE IT FURTHER RESOLVED that the said proposed budget, including the anticipated revenues and administrative expenses, shall be and hereby is adopted as the budget of the Authority for the Fiscal Year 2024-25.
BE IT FURTHER RESOLVED that this resolution shall become effective immediately.
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Resolution No. 2024-XX
Adopting GPFFA Budget for Fiscal Year 2024-25
Gilroy Public Facilities Financing Authority Regular Meeting | March 4, 2024
PASSED AND ADOPTED this 4th day of March 2024 by the following roll call vote:
AYES: BOARD MEMBERS:
NOES: BOARD MEMBERS:
ABSENT: BOARD MEMBERS:
APPROVED:
________________________
Marie Blankley, Chair
ATTEST:
Beth Minor, Interim Secretary
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Resolution No. 2024-XX
Adopting GPFFA Budget for Fiscal Year 2024-25
Gilroy Public Facilities Financing Authority Regular Meeting | March 4, 2024
CERTIFICATE OF THE SECRETARY
I, BETH MINOR, Interim Secretary of the Gilroy Public Facilities Financing Authority, do hereby certify that the attached Resolution No. 2024-XX is an original resolution, or true and correct copy of the Authority’s Resolution, duly adopted by the Gilroy Public Facilities Financing Authority at a Regular Meeting of said held on Monday, March 4, 2024, with a quorum present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of the City of Gilroy this Monday, March 4, 2024.
__________________________________
Beth Minor
Interim Secretary
(Seal)
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