MINUTES OF THE
CITY OF SAN RAMON – INFRASTRUCTURE COMMITTEE
May 9, 2022
1. CALL TO ORDER
Chair Armstrong called the meeting to order at 1:30 p.m.
Attendee Name Title Status
Mark Armstrong Chair Present
Scott Perkins Vice Chair Present
Attendees: Joe Gorton, City Manager; Maria Fierner, Public Works Director; Robin Bartlett, Division Manager; Scott Rennicks, Division Manager; Sean Anderson, Program Manager; Gary Savell, Landscape Maintenance Supervisor; Thomas Anderson, Fleet/Shop Maintenance Supervisor; Debbie Hince, Office Specialist; Jonette Fuentes, Administrative Analyst; and Andrea Stein, Administrative Coordinator
2. MINUTES APPROVAL
2.1 Minutes of the April 18, 2022 regular meeting, approved as written (Perkins/Armstrong). Passed unanimously 2-0.
3. PUBLIC COMMENT
3.1 Chair Armstrong opened public comment. There were no written comments or requests to speak from the audience and Chair Armstrong closed public comment.
4. NEW BUSINESS
4.1 Proposed CIP 200009 Fuel Management System for FY 2022/23: Gasboy Fuel Management System and Ekos Software
Ms. Fierner gave a brief background on the Gasboy Fuel Management System, explaining that Public Works will be taking responsibility of the Fleet for all non-safety vehicles starting in FY 2022/23.
Staff has researched and identified the need for a fuel management system to accurately monitor and maintain the City’s two fueling sites and fleet fuel usage. A fuel management system provides better visibility into fuel trends, which includestracking fuel deliveries, poor fuel mileage, and inventory management. In addition, having a system in place will prevent fuel cross-contamination and unauthorized fueling. After thorough research, staff recommended the purchase and installation of the Gasboy Fuel Management System and Ekos Software to satisfy these needs, as part of proposed new Capital Improvement Project, CIP 200009 – Fuel Management System.
CM Perkins asked what we pay per gallon of fuel. Mr. T. Anderson stated that the cost changes weekly.
CM Perkins asked if our storage tanks were double walled and have an alarm that would notify if there is a leak. Mr. T. Anderson confirmed both of those statements are true.
CM Perkins asked if vehicle modifications were required as part of the tracking system. Mr.
T. Anderson stated that the tags do not require any drilling into the vehicles.
CM Perkins asked who controls the modules and cubes attached to the vehicles. Mr. T.
Anderson stated that the data pass would communicate with the vehicles computer and recognize the VIN programmed.
CM Perkins asked if the software fee was based on number of units. Mr. T. Anderson stated the units are charged separately and all fees have been included in pricing.
CM Perkins asked if any research was done on electric or hybrid vehicles. Mr. Fitzpatrick stated that research into electric vehicles is being done prior to the vehicle coming up for replacement.
Chair Armstrong asked if there was a problem with fuel theft. Mr. T. Anderson responded by that there is currently no way to track fuel theft.
CM Perkins asked how low the fuel tank will get before ordering more fuel and if fuel is only ordered when the tank gets that low. Mr. T. Anderson responded the low tank alarm is 2 feet from empty, and fuel is delivered on a weekly basis, not only when the tank gets that low.
Chair Armstrong asked if employees have a guideline of how low their fuel tanks in their vehicles can get. Mr. Fitzpatrick responded that there is not an official policy of this nature.
CM Perkins asked how to account for small equipment refueling. Mr. T. Anderson responded employees can use their ID badge to refuel small equipment, or there is an option from Gasboy to put a barcode on small items to scan before refueling.
Chair Armstrong and CM Perkins accepted the report.
4.2 Dougherty Valley Tree Management Program Update and Funding for FY 2022/23 Mr. Rennicks gave a brief background on the history of Dougherty Valley (DV) Tree.
Staff has prepared an Annual Work Plan Summary for FY 2022/23. The FY 2021/22 AWP is in progress, and there is an expected fund balance to be available for FY 2022/23, which will be allocated to complete any items remaining of the FY 2021/22 AWP, and the FY 2022/23 AWP. Staff may return at FY 2022/23 Mid-Year Budget Review to request additional funding to perform additional work for the second half of FY 2022/23. With the Dougherty Valley Tree and Planting Strip Management Plan (PLAN) in place for four years now, based on the available funding, implementation to date has been successful with the completion of four AWPs, or 16 neighborhood areas. This represents approximately 16% of the total area needed to be addressed. Staff continues to realize savings in landscape maintenance and water costs due to this work.
CM Perkins asked if staff received push back on the DV tree project. Mr. Savell responded RESULT: RECEIVED REPORT AND PROVIDED COMMENTS TO STAFF
there is constant communication throughout the progress.
Chair Armstrong asked if this was separate than the trees in parks throughout the City. Mr.
Rennicks stated that DV trees are in the mow strips in Dougherty Valley and are separate from the parks.
CM Perkins asked if any root barrier was placed in any locations. Mr. Savell stated Dougherty Valley was developed with root barrier, but none has been added since.
CM Perkins asked if trees were hand watered when initially planted. Mr. Rennicks explained that they were, and the type of tree did not require a lot of water.
CM Perkins commented on the age of the photos in the slide. Mr. Rennicks responded that trees are retained as long as possible and only removed when necessary.
Chair Armstrong asked about posting notices and sweeping streets with extensive street parking. Mr. Fitzpatrick stated that they have done it several times on specific streets and additional streets that are in need.
CM Perkins asked that since 2017 developers have not put turf in the mow strips and have been using the bubbler irrigation systems. Mr. S. Anderson confirmed that since 2017 there have been no shrubs or turf in new developments, and bubbler irrigation is used.
Chair Armstrong asked if the plan has a projected completion date. Mr. Rennicks stated we are in the fourth AWP and less than 20% of DV is complete, 15-20 years.
CM Perkins asked why South Gale Ridge did not have any savings. Mr. S. Anderson said that area was converted to recycled water coming from Dublin San Ramon Services District (DSRSD) and did not have enough pressure to water there. It was then converted back to potable water which costs more.
Chair Armstrong asked if irrigation is scaled back in Year Four or Five after a tree is planted.
Mr. Rennicks confirmed that it is scaled back then.
CM Perkins commented on the Plan and the extensive worked needed for the remainder of the 15-20-year projection. Chair Armstrong asked if a consultant would be used for the Citywide urban forestry work plan. Ms. Fierner stated the Plan is being brought forward to get the Committee’s feedback and then decide if it makes sense to do the work in-house or look into a new position. An analysis would then need to be done.
CM Perkins stated that the problem is Citywide but also that Dougherty Valley is the current identified problem.
Mr. Gorton stated that the Dougherty Valley Tree Committee was initially for Dougherty Valley and that once created, the committee wanted to look at the City as a whole. Dougherty Valley is part of the General Fund and is an unfunded issue that the City is dealing with. CM Perkins commented that it is not getting cheaper, and the problem is only getting more expensive.
Chair Armstrong asked who is responsible for the mow strip. Mr. Rennicks commented that in Dougherty Valley the mow strip is the City’s responsibility. Mr. S. Anderson said the water meters were placed in the City’s mow strip.
Chair Armstrong opened public comment for this item.
Chair Armstrong closed public comment.
Chair Armstrong and CM Perkins accepted the report.
5. COMMITTEE MEMBER COMMENTS
5.1 None
6. UNFINISHED BUSINESS
6.1 None
7. ADJOURNMENT
Chair Armstrong adjourned the meeting at 2:41 p.m.
The next meeting of the Infrastructure Committee to be determined.
RESULT: RECEIVED REPORT AND PROVIDED COMMENTS TO STAFF